Organizational meeting minutes


ANNUAL ORGANIZATIONAL MEETING
April 2, 2018

Meeting opened at 7:02 PM by Mayor Louis A. Guido with the Pledge to the Flag.  Mayor Louis A. Guido, Trustee Conway M. Bishop, Trustee Ian M. Feulner and Clerk-Treasurer Amy S. Herr present.  Also present Dennis Laughlin and JoAnn Guido.

Budget Hearing
Motion made by Trustee Bishop, seconded by Trustee Feulner, unanimously carried to open the Budget Hearing at 7:03 PM.

Proposed - Appointments as of 4/2/2108 and Salaries as of 6/1/18
Mayor – Louis Guido, elected to 4/21                                                           $1925.00 annual
Trustee – Conway Bishop, elected to 4/21                                                    $1650.00 annual
Trustee – Ian Feulner, elected to 4/22                                                           $1650.00 annual
Deputy Mayor – Conway Bishop, appointed to 4/19                                    $100.00 annual
Attorney – Hyde Clarke, attorney with the law firm Young/Sommer          $4000.00 annual (as of 4/2/18)
Clerk-Treasurer, Records Keeper, Tax Collector
Amy Herr – Appointed to 4/19 – w/benefits, no health ins.                          $22,464.00 for
1248 hours annually
Registrar of Vital Statistics – Amy Herr, appointed to 4/19                         $250.00
Deputy Clerk-Treasurer & Deputy Registrar            - Eileen Kerzick                     $14.00/hour
Interim DPW Superintendent – David Hajczewski,                                      $39,228.00 annually
app. annually w/benefits, inc. health ins. 
Maintenance Worker – vacant, w/benefits, no health ins.                            $13.00/hour w/o water license
                                                                                                                        $14.00/hr w/water lic.
Part-time Cemetery Worker – Joshua Ingles                                                 $11.50/ hour
Other Part-time laborers- hired as needed                                                     $12.00/hour
Election Inspectors – none needed                                                                
Public Health Officer – Brenda Davies-Wait, DO appointed to 4/19           $0.00
Historian – Susan Miller – Appointed annually                                            $200.00
Park Maintenance – Kevin Flint - Appointed annually                                 $100.00
Building Inspector – Jeff Stiles- Appointed annually                                   $250.00

Planning Board
Dennis Laughlin, Chair, 7 yr. term to 4/22
            Discussion held regarding the Planning Board.  Trustee Feulner has one village resident who may be interested in serving on the Planning Board.  Dennis Laughlin stated that there is no reason for the Planning Board to schedule meetings at this time as there is no Land Use Ordinance in place for the Village.  The only reason would be if the Village Board wants the Planning Board to be working on finalizing a Land Use Ordinance.  The other option would be to disband the Planning Board if the Village Board sees no reason for the Land Use Ordinance.

The above noted Appointments were made by Mayor Guido.  Motion made by Trustee Feulner, seconded by Trustee Bishop, unanimously carried to approve the appointments and associated salaries as listed.

Proposed - POLICIES AND PROCEDURES
Official Bank – NBT Bank of Norwich, Cherry Valley Branch
Official Newspaper- Daily Star, Oneonta
Official Board Meeting- 3rd Monday of each month at 7:00 p.m.
Authorization for Clerk to pay utilities, health insurance, postage, and small items to run office and equipment as needed, prior to board meeting approval
Interest Rate Charge- 5% first month, with 1% added each month thereafter.
Copies - $ .25 each
Classes/work related meetings to be reviewed as requested at a Regular Meeting of the Board.
Work related travel – Reimbursed at current IRS rate.
Meals- If not included with class/conference $45.00 per day.
Bounced check fee- $20.00
County Sales Tax receipts – 75% to General Fund. 25% to Water Fund
All Employees- Offered NYS Retirement (required for Full-time employees) & Deferred Compensation Plan
Policies – Investment, Procurement, Code of Ethics, Prohibition of Sexual Harassment, Drug Free Work Place, Meal Reimbursement, Emergency Preparedness Plan, Water Restriction During Drought Emergency, Hazardous Mitigation Plan, Limited English Proficiency Plan, Clerk/Deputy Clerk Segregation of Duties, DPW Guidelines.
Cemetery Charges & Rules
Water Charges/Rules

Motion made by Trustee Bishop, seconded by Trustee Feulner, unanimously carried to accept and continue the above Policies and Procedures.

Other Business

Discussion held to create a position for Consultant to the Village Board.  The consultant would be available to the Board as a resource with no voting power at the meetings.  Motion made by Trustee Bishop, seconded by Trustee Feulner, unanimously carried
RESOLVED to have a Consultant to the Village Board created to be appointed annually as needed.

Replacement for the vacant Maintenance Worker position was discussed.  Interviews will be held on Wednesday, April 11, 2018 beginning at 6 PM.  Changes will be made to the Holiday Schedule which will eliminate Election Day and the day after Thanksgiving as Holidays for all employees.  No Health Insurance will be offered to new employees.  Salary will be offered at $13.00/hour without Water License and $14.00/hour with Water License.

Cell Phone policy discussed for no cell phone use during Village Meetings.  Motion made by Trustee Feulner, seconded by Trustee Bishop, unanimously carried
RESOLVED that there will be no cell phone usage during Village Board Meetings.

Mayor Guido asked if anyone present had any comments to make on the Proposed Budget.  No comments were made.  Motion made by Trustee Bishop, seconded by Trustee Feulner, unanimously carried to close the Budget Hearing at 7:46 PM.

Proposed Budget
Total                                       General                                  Water
Appropriations                       $401,734.37                            $279,608.78                            $122,125.59
Revenues Other than              $179,590.00                            $  62,685.00                            $116,905.00
Real Property Taxes                    
Appropriated Cash Surplus    $      750.00                             $       750.00
Appropriated Reserve            $ 35,219.37                             $  29,998.78                            $  5,2210.59
Balance to be raised by
Real Property Taxes               $186,175.00                            $186,175.00
Total Revenue                        $401,734.37                            $279,608.78                            $122,125.59

Proposed Rate 6.1676 per thousand                            $8.40 per thousand gallons
0.2772 per thousand increase                                                 $0.00 increase

Motion made by Trustee Feulner, seconded by Trustee Bishop, unanimously carried to accept the above Budget.

Motion made by Trustee Bishop, seconded by Trustee Feulner, unanimously carried
RESOLVED to schedule the next Organizational Meeting for the Village of Cherry Valley on Monday, April 1, 2019 at 7 PM.

Motion made by Trustee Bishop, seconded by Trustee Feulner, unanimously carried to adjourn the meeting at 8:40 PM.

Respectfully submitted,


Amy S. Herr, Clerk-Treasurer
April 3, 2018

March 2018 minutes


MINUTES
March 19, 2018

Meeting opened at 7:01 PM by Mayor Guido with the Pledge to the Flag.  In attendance were Mayor Louis A. Guido, Trustee Conway M. Bishop, Trustee Edward Harvey, Dennis Laughlin, Attorney, Amy Herr, Clerk-Treasurer and David Hajczewski, Interim DPW Superintendent.  Also present were Karey Foster, Casella Waste, Bryan and Jennifer Larrabee, Home Town Hauling, Ray Freer, JoAnn Guido, Allan Parker, Michael Freer, Matthew Freer, Ian Feulner, Madeline Godman, Todd Gohde, Dan Heinrich and Will Heinrich.

Bids for Refuse and Recycling Removal were opened.  The bids received were as follows:
B.N.C., Inc.                               $46,800.00
On Time Waste                          $44,740.00
Casella Waste                             $63,500.00
Waste Recovery Enterprises       $44,688.00
Casella Waste Alternate proposal was submitted.  Example amount of a monthly billing in the amount of $3758.00.

Approval of the February minutes and Budget Workshop minutes as members received in written form.  It was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried, to accept the minutes as written.

TREASURER’S REPORT 
Checking Account

3/01/18 Balance
General

$134,933.94
Water

$62,779.04
Total Fund

$197,712.98
Trust & Agency

                 $699.46
Savings Accounts

3/01/18 Balance
Water System Repair Reserve

$2,897.63
Cemetery Capital Reserve

$10,831.70
Unemployment Insurance Reserve

$2,639.49
Water Debt Service Reserve

$20,916.52
Parks & Recreation Reserve

$3,571.72
Sidewalk Repair & Replacement Res

$238.59
James Wait Basketball Court Fund

$0.86
                                       
Water
Taxes
Taxes
Water Unpaid 2/1/18

$20,003.15

Billed in February
$0.00

Paid in February
$7,388.15

Unpaid 3/1/18
$12,615.00

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



ATV USAGE ON STREETS

          Michael Freer presented a proposal to allow ATVs to operate on some of the Village streets.  This would allow them to get into and out of the Village legally, access the Quickway to get gas and to other areas in the Village.  He suggested that a time limit of 8 AM to 8 PM should be imposed.  The Board asked if he has approached the Town of Cherry Valley about using Town roads.  Michael Freer has not approached the Town about that, or contacted the State or County about their roads.  Michael Freer was advised that the Board will discuss this and notify if any changes are made.

OPEN FLOOR

          Todd Gohde asked about a response to the email he sent to Mayor Guido regarding concerns he has about possible DEC violations in the Village.  He stated that he has concerns about how a complaint was handled regarding piles of material that are near the creek on Glensfoot’s property.  He has remedied the situation as advised to him by Otsego Soil and Water.

DPW  

          Dave Hajczewski gave a written report of the DPW activities for review by the Board. 
LED replacement light bulbs have been located at Lowes for the shop at a cost of $2.50/ bulb.  There are 62 bulbs to be replaced.  Approval to purchase the bulbs was given.

ELECTION

          It was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried
          RESOLVED to pay the Election Inspectors following the Election on March 20, 2018.

BUDGET

          Tentative budget with changes from the Budget Workshop was available for Board review.  No further changes were made at this meeting.

ANNUAL MEETING AND BUDGET HEARING

          It was upon motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried
          RESOLVED to hold the Annual Organizational Meeting and Budget Hearing on Monday, April 2, 2018 at 7 PM at the Village Office.

REFUSE AND RECYCLING REMOVAL BIDS

          It was on motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried
          RESOLVED to award the Refuse and Recycling Bid to Waste Recovery Enterprises as it was the lowest responsible bid in the amount of $44,688.00 for the fiscal year 2018-2019.
NEW EMPLOYEE

          Cody Duncan has submitted his resignation from the position of Maintenance Worker effective March 29, 2018.  Discussion was held regarding the position. 
          It was on motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried
          RESOLVED to advertise for acceptance of applications for the position of Maintenance Worker.

OTHER BUSINESS

          Mayor Guido has been in contact with the Department of Labor regarding the cleanup of the fire remnants at 8 Lancaster Street.  The remnants would need to be tested for asbestos.  Mayor Guido has been in touch with Matt Weintraub, Atlantic Environmental Consultant, who has agreed to waive his fee for the testing. 

          JoAnn Guido presented information from the Greater Mohawk Valley Land Bank that she has received.  Robert Albrecht from the Greater Mohawk Valley Land Bank will come to a meeting to discuss this further.  They have money available to assist in rehabilitating properties that have become a blight within the Village.  Otsego County already belongs to the Land Bank.  For residents to access these funds the Board would have to pass a resolution to join the Land Bank.
         
It was upon motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried,
RESOLVED that the Village of Cherry Valley endorses the Greater Mohawk Valley Land Bank and expresses its desire to enter into conversations with the Greater Mohawk Valley Land Bank to discover mutually beneficial elements of collaboration between the two parties.

Discussion was held regarding the request for designated ATV streets in the Village.  There is a concern about the liability to the Village and that the other entities outside of the Village have not been approached for their approval as of this date.

It was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried
RESOLVED to not approve and ATV streets in the Village of Cherry Valley at this time.

Discussion was held about difficulties that have been encountered in applying for a credit card for the Village through NBT Bank as the Village does not have a record of the Articles of Incorporation and they were not able to be located at the County Clerk’s Office either.

It was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried
RESOLVED to apply for a credit card for the Village of Cherry Valley with a bank that will not require this documentation.        

AUDIT OF CLAIMS

After review by the board, it was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried,
RESOLVED to make payment on bills and budget modifications as follows:
General Fund
Ch. #’s 12873-12916
$14,721.07
Water Fund                                     
"
$3,791.35
Total Fund

$18,512.42
Trust and Agency Fund
Ch # 1907 & auto deductions
$2159.27

BUDGET MODIFICATIONS:
To                                                        From                                                   
A1040.4                $200.00                 A1990                   $200.00
A1325.4                $300.00                 A1990                   $300.00
A1640.4                $1000.00               A1990                   $1000.00

ADJOURNMENT

          The meeting adjourned at 8:35 PM upon motion of Trustee Harvey, seconded by Trustee Bishop.

Respectfully Submitted,


Amy S. Herr, Clerk-Treasurer
March 26, 2018


MINUTES
February 28, 2018

Meeting opened at 6:30 PM by Mayor Guido.  In attendance were Mayor Louis A. Guido, Trustee Edward A. Harvey, Trustee Conway M. Bishop and Clerk-Treasurer Amy Herr.

Meeting was held to review the Proposed Budget for the 2018-2019 fiscal year.  Copies of the proposed budget and current income and expenses were distributed to all in attendance.  The budget was reviewed in comparison to the current budget and current year expenditures  Changes that were discussed will be incorporated into the proposed budget prior to the next meeting of the Board.

Meeting adjourned at 7:50 PM by motion of Trustee Harvey, seconded by Trustee Bishop.

Respectfully submitted,


Amy S. Herr
Clerk-Treasurer
March 13, 2018






 


MINUTES
February 19, 2018

Meeting opened at 7:01 PM by Mayor Guido with the Pledge to the Flag.  In attendance were Mayor Louis A. Guido, Trustee Conway M. Bishop, Trustee Edward Harvey and Amy Herr, Clerk-Treasurer.
The first item on the agenda was approval of the January minutes as members received in written form.  It was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried, to accept the minutes as written.

TREASURER’S REPORT 
Checking Account

2/01/18 Balance
General

$152,326.65
Water

$59,587.00
Total Fund

$211,913.65
Trust & Agency

                 $408.80
Savings Accounts

2/01/18 Balance
Water System Repair Reserve

$2,897.59
Cemetery Capital Reserve

$10,831.53
Unemployment Insurance Reserve

$2,639.45
Water Debt Service Reserve

$20,916.20
Parks & Recreation Reserve

$3,571.67
Sidewalk Repair & Replacement Res

$238.59
James Wait Basketball Court Fund

$0.86
                                       
Water
Taxes
Taxes
Water Unpaid 1/1/18

$0.00

Billed in January
$56,590.87

Paid in January
$36,587.72

Unpaid 2/1/18
$20,003.15

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

PSYCHIC FAIR

Sue Miller presented some posters for the Psychic Fair that will be held in the Community Center on Saturday, April 14, 2018.  Signs to be put up in the village around the middle of March.
Sue Miller also presented information on a cemetery mapping project that she is working on to map all of the cemeteries in the Town of Cherry Valley.  They are doing some of the work with a drone that is photographing the cemeteries to do the mapping.

DPW  

          Dave Hajczewski had left a copy of the DPW report of activities for review by the Board.

ELECTION

          It was upon motion of Trustee Harvey, seconded by Trustee Bishop, unanimously carried
          RESOLVED that there will be not be a village registration day in the Village of Cherry Valley for the upcoming Village Election.
          It was upon motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried
          RESOLVED that the candidates for offices to be voted on at the Village Election to be held on March 20, 2018 are as follows:
          Office of Trustee – Edward Harvey, Republican

BUDGET

          Tentative budget was given to the Board for review.  Motion made by Trustee Harvey, seconded by Trustee Bishop, unanimously carried
          RESOLVED to hold a budget workshop on February 28, 2018 at 6:30 PM in the Village Office.

GARBAGE REMOVAL BIDS

          It was on motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried
          RESOLVED to advertise for bids for Refuse and Recyclable removal in the Village of Cherry Valley with bids to be opened at 7 PM on Monday, March 19, 2018.  The Village reserves the right to reject any and all bids.

BENCHMARKING

            Resolution adopting Energy Benchmarking Policy Requirements for Certain Municipal Buildings in the Village of Cherry Valley

On the 19th day of February, 2018 it was upon motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried, RESOLVED that
WHEREAS, buildings are the single largest user of energy in the State of New York, and the poorest performing buildings typically use several times the energy of the highest performing buildings, for the exact same building use; and

WHEREAS, this Local Policy will use Building Energy Benchmarking to promote the public health, safety, and welfare by making available good, actionable information on municipal building energy use to help identify opportunities to cut costs and reduce pollution in the Village of Cherry Valley; and 

WHEREAS, collecting, reporting, and sharing Building Energy Benchmarking data on a regular basis allows municipal officials and the public to understand the energy performance of municipal buildings relative to similar buildings nationwide; and

WHEREAS, equipped with this information, the Village of Cherry Valley will be able to make smarter, more cost-effective operational and capital investment decisions, reward efficiency, and drive widespread, continuous improvement.

WHEREAS, the following definitions will apply:

(1) “Benchmarking Information” shall mean information generated by Portfolio Manager, as herein defined including descriptive information about the physical building and its operational characteristics.

(2) “Building Energy Benchmarking” shall mean the process of measuring a building’s Energy use, tracking that use over time, and comparing performance to similar buildings.
(3) “Board of Trustees” shall mean the Mayor and Trustees.

 (4) “Covered Municipal Building” shall mean a building or facility that is owned or occupied by the Village of Cherry Valley that is 1,000 square feet or larger in size. 

(5) “Department” shall mean the Department of Public Works.

(6) “Energy” shall mean electricity, natural gas, steam, hot or chilled water, fuel oil, or other product for use in a building, or renewable on-site electricity generation, for purposes of providing heating, cooling, lighting, water heating, or for powering or fueling other end-uses in the building and related facilities, as reflected in Utility bills or other documentation of actual Energy use.

(7) “Energy Performance Score” shall mean the numeric rating generated by Portfolio Manager that compares the Energy usage of the building to that of similar buildings.

(8) “Energy Use Intensity (EUI)” shall mean the kBTUs (1,000 British Thermal Units) used per square foot of gross floor area.

(9) “Gross Floor Area” shall mean the total number of enclosed square feet measured between the exterior surfaces of the fixed walls within any structure used or intended for supporting or sheltering any use or occupancy.

 (11) “Portfolio Manager” shall mean ENERGY STAR Portfolio Manager, the internet-based tool developed and maintained by the United States Environmental Protection Agency to track and assess the relative Energy performance of buildings nationwide, or successor.

(12) “Utility” shall mean an entity that distributes and sells Energy to Covered Municipal Buildings.

(13) “Weather Normalized Site EUI” shall mean the amount of Energy that would have been used by a property under 30-year average temperatures, accounting for the difference between average temperatures and yearly fluctuations; and

WHEREAS, this Local Policy is applicable to all Covered Municipal Buildings as defined in item 4 above of this Local Policy; and

WHEREAS, the Board of Trustees may exempt a particular Covered Municipal Building from the benchmarking requirement if the Board of Trustees determines that it has characteristics that make benchmarking impractical; and   

WHEREAS, no later than December 31, 2018, and no later than May 1 every year thereafter, the Board of Trustees or their designee shall enter into Portfolio Manager the total Energy consumed by each Covered Municipal Building, along with all other descriptive information required by Portfolio Manager for the previous calendar year; and

WHEREAS, for new Covered Municipal Buildings that have not accumulated 12 months of Energy use data by the first applicable date following occupancy for inputting Energy use into Portfolio Manager, the Board of Trustees or their designee shall begin inputting data in the following year; and
 WHEREAS, the Department shall make available to the public on the internet Benchmarking Information for the previous calendar year:
(a) no later than December 31, 2018 and by September 1 of each year thereafter for Covered Municipal Buildings; and

WHEREAS, the Department shall make available to the public on the internet and update at least annually, the following Benchmarking Information:
(a) Summary statistics on Energy consumption for Covered Municipal Buildings derived from aggregation of Benchmarking Information; and
(b) For each Covered Municipal Building individually:
(i) The status of compliance with the requirements of this Local Policy; and
(ii) The building address, primary use type, and gross floor area; and
(iii) Annual summary statistics, including site EUI, Weather Normalized Source EUI, annual GHG emissions, and an Energy Performance Score where available; and
(iv) A comparison of the annual summary statistics (as required by this Local Policy) across calendar years for all years since annual reporting under this Local Policy has been required for said building; and

 WHEREAS, the Department shall maintain records as necessary for carrying out the purposes of this Local Policy, including but not limited to Energy bills and other documents received from Utilities. Such records shall be preserved by the Department for a period of three (3) years; and

WHEREAS, the Board of Trustees or their designee shall be the Administrator of this Local Policy; and

WHEREAS, the Administrator of this Local Policy may promulgate procedures necessary for the administration of the requirements of this Local Policy; and

THEREFORE BE IT RESOLVED THAT within thirty days after each anniversary date of the effective date of this Local Policy, the Administrator of the Benchmarking Policy shall submit a report to the Board of Trustees including but not limited to summary statistics on Energy consumption for Covered Municipal Buildings derived from aggregation of Benchmarking Information, a list of all Covered Municipal Buildings identifying each Covered Municipal Building that the Board of Trustees determined to be exempt from the benchmarking requirement and the reason for the exemption, and the status of compliance with the requirements of this Local Policy; and

BE IT ALSO RESOLVED THAT this Local Policy shall be effective immediately upon adoption by the Board of Trustees, and a copy of this resolution shall be provided to the Department of Public Works.

OTHER BUSINESS

          Mayor Guido presented information on sale of water to outside users and responsibility for pipes and mains.  Copies of this information to be sent to Attorney Laughlin for review.  Trustee Harvey would like to look into adding rules to the water policies to enforce the responsibility of homeowners on the water pipes to their homes and on outside users.

          Mayor Guido has completed the grant survey information for the Laberge Group.
          Mayor Guido requested a letter be sent to Building Inspector Jeff Stiles regarding some properties in the Village that may be unsafe and need to have work done on them.   

          A congratulatory letter has been received from Dan Sullivan, NYSERDA on accomplishing the first action item toward becoming a Clean Community by installing LED lighting.

          Clerk-Treasurer Herr read a letter from Otsego 2000 about nominations for Historic Preservation awards. 

          Clerk-Treasurer Herr gave information that on a September 14th Bike Marathon that will be going through the village as they make their way from Cooperstown to New York City.

AUDIT OF CLAIMS

After review by the board, it was upon motion of Trustee Bishop, seconded by Trustee Harvey, unanimously carried,
RESOLVED to make payment on bills and budget modifications as follows:
General Fund
Ch. #’s 12826-12872
$18,258.81
Water Fund                                     
"
$5,695.98
Total Fund

$23,954.79
Trust and Agency Fund
Ch # 1906 & auto deductions
$2002.64

BUDGET MODIFICATIONS:
To                                                        From                                                   
FX9720.6              $1000.00               FX1990                 $1000.00

ADJOURNMENT

          The meeting adjourned at 7:50 PM upon motion of Trustee Bishop, seconded by Trustee Harvey.

Respectfully Submitted,


Amy S. Herr, Clerk-Treasurer
February 20, 2018