MINUTES June 20, 2016 The meeting was opened by Mayor Kevin J. Flint at 7:05 PM. In attendance were Mayor Kevin J. Flint, Trustee Edward A. Harvey, Trustee Louis A. Guido, Jr., Clerk-Treasurer Amy Herr, Interim DPW Superintendent David Hajczewski. OPENING OF BIDS FOR TRUCK Four companies submitted bids for a One Ton Dump Truck. Bids were received from Smith Cooperstown, Inc in the amount of $46, 615 without a trade in and $29,114 with a trade in, Fucillo Ford of Nelliston, Inc. in the amount of $44,983 without a trade in and $32,983 with a trade in, West Herr New York in the amount of $43,533 without a trade and Carbone Fleet and Commercial Sales (4 separate vehicles) with bids ranging from $29,056 to $32,812 and an additional $5260 for a plow and $35,550 with a plow included and trade in on each bid. MINUTES The first item on the agenda was approval of the minutes as members received in written form. There was a typographical error in the notes to be corrected. It was upon motion of Trustee Guido, seconded by Trustee Harvey, unanimously carried, to accept the minutes as written with the one correction. TREASURER’S REPORT Checking Account 06/01/16 Balance General $76,319.44 Water $11,392.17 Total Fund $87,711.61 Trust & Agency $889.92 Savings Accounts 06/01/16 Balance Water System Repair Reserve $ 2,896.60 Cemetery Capital Reserve 10,827.94 Unemployment Insurance Reserve 2,638.65 Water Debt Service Reserve 20,908.18 Parks & Recreation Reserve 3,570.48 Sidewalk Repair & Replacement Res 238.52 James Wait Basketball Court Fund 7,612.27 Water Taxes Taxes Water – Sent to County May, 2016 Adjusted Paid in Billed in Unpaid 6/1/16 Paid in It was upon motion of Trustee Harvey, seconded by Trustee Guido, unanimously carried, RESOLVED, to accept the report as given. TURN ONE, LLC A copy of the court order on the assessment for Turn One, LLC has been received by the Village. Following consultation with Village Attorney Dennis Laughlin, Esq., the Village Tax bill has been adjusted to reflect the new assessment. A corrected bill has been sent to Turn One, LLC reflecting the new amount due. TRAINING UPDATE AND REQUEST Clerk-Treasurer Herr gave an update on the recent training that was attended about Government Accounting. The training was attended by Board members from the area as well as accounting staff from government agencies across the area. A request was made for the Clerk-Treasurer and possibly a Board member to attend the second part of the training, Advanced Accounting School that is being offered in Utica, NY from October 18-20, 2016. It was upon motion of Trustee Guido, seconded by Trustee Harvey, unanimously carried, RESOLVED, to approve Clerk-Treasurer Herr to attend the training. VACATION AND HOLIDAY SCHEDULE Discussion was held about the possible need to clarify the language regarding vacation for employees in the current vacation schedule to be based on the number of days worked each week. The Board members stated that the language should remain the same and that 2 weeks would be considered 10 days of vacation. Discussion about the possibility of switching the Veterans Day holiday to have Columbus Day as a holiday was held. It was decided that the holidays that are currently provided to the employees would remain the same. NATIONAL GRID TREE PROGRAM A letter was received from National Grid about a program they offer for reimbursement for certain trees to be planted. Trustee Guido stated that he did not feel that this program would work for the Village. DONATIONS Information has been received from the Office of the State Comptroller and the New York Conference of Mayors regarding contributions to private organizations by Municipalities. From the information that has been received it is not appropriate for the Village to be making financial contributions to the organizations that have previously received contributions. A letter will be sent, following review by the Village Attorney, to the organizations who previously received contributions that they will not be receiving a contribution this year. Motion made by Trustee Guido, seconded by Trustee Harvey, unanimously carried RESOLVED that no contributions will be made to private organizations from the 2016-2017 budget. LETTER REGARDING WATER OUTSIDE VILLAGE LIMITS AND NEW OVERTIME RULES No discussion held on these topics as Village Attorney Laughlin was not present for the meeting. LAWNS NEEDING MOWING Discussion was held regarding lawns in the Village in need of mowing. Letters will be sent to individuals who are not mowing their lawns. DPW TRUCK Discussion was held regarding the bids received. The Board would like to pay for the truck with a bond through Ford Credit or NBT Bank, with financing for 2 -3 years. It was upon the motion of Trustee Harvey, seconded by Trustee Guido, unanimously carried RESOLVED to accept the bid submitted by Smith Cooperstown, Inc. based on the available financing for the truck. SIDEWALKS Work will begin on Wednesday on the sidewalk on Church Street. The culvert by Kateri Hall is in need of replacement and a mailbox will have to be moved. Work will be done on the hillside on Maple Avenue. ALDEN FIELD BRIDGE This project is on hold at this time. STREET SIGNS Dolores Weeks reported that the sign for Hamilton Avenue on the Montgomery Street end is missing. Dave Hajczewski will check on this and see if there are other signs in the Village that need to be replaced. ALDEN FIELD WALKING PATH Benches for the walking path have been ordered. They will be $305.00 each. Sidewalk slabs will be placed under the benches. The slabs may be large enough to put a garbage pail next to the bench. A mini-grant has been written by the Strong Hearts New York study group to cover the cost of the bench portion of the project. Trustee Guido brought up concerns about the total cost of the walking path at this point. The bills are now over $10,000.00. There is $7612.27 in the James Wait savings account. A portion of that amount will be needed to seal the basketball court. Mayor Flint stated that the excavation costs were more than he expected. The stone that was used is also not hardening as the company now removes the lime from the stone before it is shipped out. Contact has been made with the State Department of Health (DOH) to find out about spreading calcium or lime on the path to assist in hardening the surface. The DOH discourages the use of calcium, but advises that lime is okay. Mayor Flint will get bags of lime and spread it on the path. Discussion was held about covering the remainder of the costs. It may be eligible for funding under the CHIPS program or by transfer from another budget area. WATER DEPARTMENT WATER METER READINGS Most of the water meters have been read for the upcoming billing cycle. A card or letter may be sent if the outside meter cannot be read to allow for an inside reading to be completed. AUDIT OF CLAIMS After review by the board, it was upon motion of Trustee Harvey, seconded Trustee Guido, unanimously carried, RESOLVED to make payment on bills as follows: General Fund Ch #’s 11909 – 11936 $13,582.35 Water Fund " 2,421.74 Total Fund $16,004.09 Trust & Agency Fund, Including deductions – Social Security, Medicare, Federal, Retirement auto deductions New York State Tax Penalty $14.07 ADJOURNMENT The meeting adjourned at 8:42 PM upon motion of Trustee Guido, seconded by Trustee Harvey. Respectfully Submitted, Amy S. Herr Clerk-Treasurer June 30, 2016