Village of Hillburn

VILLAGE OF HILLBURN
Board of Trustees Meeting
Wednesday, January 11, 2012 – 7:00PM

MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, January 11, 2012, in the Municipal Meeting Room, 31 Mountain Avenue, Hillburn, NY, commencing at 7:00 PM.

PRESENT: Bernard L. Jackson, Mayor
Craig M. Flanagan, Jr., Trustee
Thomas R. Scott, Trustee
Robert Yodowitz, Village Attorney
Glenn McCreedy, Village Engineer
Thomas M. Conklin, DPW Supervisor

RECORDER OF MINUTES: Gladys DeFreese, Village Clerk-Treasurer


Meeting was called to order by the Honorable Mayor Bernard L. Jackson. Trustee Flanagan led in the Pledge of Allegiance.

Village Auditor – O’Connor Davies Munns & Dobbins, LLP - The complete Auditor’s Report of Financial Statement and Supplementary Information for year ended May 31, 2011 had been supplied to the Village Officials. Mr. Alan Kassay of O’Connor Davies Munns & Dobbins, LLP was present for the review of the Report and stated the audit for year ended 5/31/11 reflects a clean opinion of the Village of Hillburn. A summary of the primary fund, General Fund, was made (comparison statement of revenues, expenditures and changes in fund balance–budget and actual); as well as a review of the Water Fund and Capital Projects Fund. Mr. Kassay stated the Village is in good fiscal shape.

A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to accept and approve the Auditor’s Report submitted by O’Connor Davies Munns & Dobbins, LLP for year ended May 31, 2011.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

-The Village Board expressed thanks to Mr. Kassay for his report.
Mr. Kassay left the meeting.

Minutes of Meeting – 12/14/11
A MOTION was made by Trustee Scott and seconded by Mayor Jackson to approve the minutes of the 12/14/11 meeting, as prepared.
Ayes: Mayor Jackson & Trustee Scott
Noes: None
Abstention: Trustee Flanagan (absent from meeting)

Reports to the Street & Water Commissioners
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to incorporate the Reports to the Street & Water Commissioners in the minutes.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Police Commissioner's Report – Mayor Jackson reported:
Town of Ramapo Police Officers Sanchez and Mock were present.
Mayor Jackson stated that all traffic tickets, including tickets issued for parking on sidewalks and overnight parking, be issued equally and fairly throughout the Village.
-Officer Mock stated that that matter had been previously addressed by the Ramapo Police.
-Mayor Jackson stated that it is not necessary for Police Officers to state the name of the complainant when responding to a call. The duties of the Police Officer are to respond to a call and there is no need to state that they are there because “the Mayor complained”.
-Officer Mock advised Officers are being rotated throughout the Town to keep them familiar with all areas.

DPW Report – Supt. Thomas Conklin reported:
-The decommissioning of the Reservoir Dam is complete.
-RE: Youth Center – All requested repairs have been made, except for repairs to cage and installation of batteries in lights (should be in tomorrow).
-As requested by the Mayor, an Inventory List was submitted.
-Awaiting an additional quote for rear tires for the red DPW Truck.
-RE: Safe Driving Course - RC Fire Training Center – 1st Thursday of each month - Cost: $25.00 per registrant. DPW employee Fred Edwards has already taken the course at his own expense.

Page 1 of 9
Board Meeting January 11, 2012 continued

-RE: Confined Space Awareness – Course being offered at no cost at the RC Fire Training Center. Several dates are scheduled and DPW Employees will attend on separate dates. The Village Board will be notified, when scheduled.
-RE: United Water New York – Replacement of Meter – A 12/21/11 letter was received from United Water regarding the need to replace the meter on Route 59. Supt. Conklin has attempted to contact United Water and is awaiting a return call.
-RE: Youth Center – As requested, the pool table has been removed.
-Water Meter readings will commence soon.

HFD Report - No Report. No representative present.

Western Ramapo Sewer District Extension - No report.

Village Engineer’s Report – Engineer Glenn McCreedy reported:
RE: Dam Decommissioning Project - Project is complete and went smoothly. There was one Change Order. Contractor submitted invoices to the Village Clerk-Treasurer on this date. The Army Corps. of Engineers Nationwide Permit Compliance Certificate and Report Form were submitted to the Village Clerk’s Office for filing. (Village Clerk confirmed filing of same). Certification of Completion As-Built was sent to the NYS DEC yesterday.

Village Attorney’s Report – Attorney Robert Yodowitz reported:
RE: 1/18/12 Maturity of $217,500 BAN – Payment of Tax Certioraris – One interest bid of was received and BAN was awarded as follows:
Chase Bank - Interest Rate: 2.04%

RE: Contract with United Water New York – Purchase of Water – Attorney Yodowitz stated that the Village is midway through the current three (3) year contract that will expire on 7/31/13. As authorized, requests for proposals were sent by the Village Attorney. A bid was received from the Village of Suffern who would have to build a pump station should the contract be awarded. Subsequently, the Village should move forward in a timely fashion. No response has been received from United Water New York at this date.
-Mayor Jackson stated he would like to meet with the Mayor of the Village of Suffern to discuss matter.

2011 Warrant to Rockland County – The County of Rockland has rejected two tax bills and reduced the Village of Hillburn’s 2011 Warrant to reflect the following amendments:

Date Assessed Owner Year Property ID Reason Amount
06/16/11 Town of Ramapo 2008 47.17-1-2 Refund 695.90
10/12/11 Global Crossing 2011 600-71-10 Court Order Refund 2,111.90 2,807.80

RE: 2012 Village Election – March 20, 2012
The following RESOLUTION was offered by Trustee Scott and seconded by Trustee Flanagan who moved its adoption:

WHEREAS, the next general election for officers will be held on Tuesday, March 20, 2012, and

WHEREAS, the Board of Trustees must designate by resolution and publish the office(s) which are to be filled in such election and the term(s) therefore.

NOW, THEREFORE, BE IT RESOLVED:

Section 1. That the Board of Trustees designates the following office as vacant at the end of the current year, and to be filled at the Village Election to be held on Tuesday, March 20, 2012 for the following term:

OFFICE OF TRUSTEE two year term

Section 2. The Village Clerk is hereby directed to publish this resolution in the Journal News.

Section 3. This resolution shall take effect immediately.

Ayes: Bernard L. Jackson, Mayor
Thomas R. Scott, Trustee
Craig M. Flanagan, Jr., Trustee

Noes: None

RESOLUTION was unanimously adopted.
Page 2 of 9
Board Meeting January 11, 2012 continued

7:30PM
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to adjourn the regular meeting in order to hold a scheduled Public Hearing.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Public Hearing - 2012 Community Development Program
The Notice of Public Hearing was duly published by the RC Consortium.

Mayor Jackson reported that the two required meetings of the Citizens Advisory Committee were duly held on October 26, 2011 and November 17, 2011.

The Committee recommends the following two projects for the 2012 Community Development Program:

Estimated Cost
1. Connecting Village Community Room & Youth Center to Sewer System $ 11,000
2. Installation of Fountain at Veterans Memorial Park Pond 5,000
3. Walking Trail Around the Veterans Memorial Park 10,000

Total Requested Funding: $26,000. Deadline for filing Application for the 2012 Community Development Program is January 31, 2012 at 5:00PM.

Hearing was opened for Public Comments.

Mary Boone (9 Fox Hollow Road) questioned if the installation of an additional fountain in the pond will clear the algae problem.
(Mayor Jackson stated that he has spoken with several people and, along with dredging the overgrowth, the additional circulation along with early treatment, improvement is anticipated)
Mary Boone questioned if cleaning/dredging the overgrowth is included in the proposal.
(Mayor Jackson stated no – that will be done in-house. Once that is done, the fountain would be installed. This problem has been occurring for a long time, however this should help tremendously)

Beverly Flanagan (17 Blakeslee Place) questioned who Mayor Jackson spoke with regarding the fountain; would the DPW be cleaning out the pond and would the pond be emptied. (Mayor Jackson stated that he has spoken with various people, including the Village Engineer, regarding ways to prevent the growth of duckweed and millweed. The pond would not be emptied - the weeds, etc. would be removed by the DPW. When you apply for Community Development funding, the Village contribute a certain portion)
Beverly Flanagan recommended the funding for the walking trail be put towards the pond improvements.

Mary Boone stated that cleaning the pond should be a priority over the installation of a walking trail. The pond was an eyesore last year.
(Trustee Scott stated the problem is caused by stagnant water. An additional pump would circulate the water)

Donald Hairston (41 Seventh Street) stated that funding should be allocated to improvements to the drainage on Seventh Street. Icing is a major problem.

Carolyn Hairston (41 Seventh Street) stated that all Community Development projects happen in the main part of the Village and there should be more projects done on the western side. Are there any residents from the western side of the Village serving as members of the Community Development Citizens Advisory Committee? The recent sidewalk replacement project and the proposed improvements to Veterans Memorial Park Pond do not benefit residents on the western side of Route 17, where there are no sidewalks at all.
(Mayor Jackson stated there are residents from the western side of the Village on the Citizens Advisory Committee. Further the installation of sidewalks on the western side of the Village had been reviewed in the past. At that time, it was determined that the roadways were too narrow. The matter can be revisited and the residents could be re-polled)

Donald Hairston questioned again improvements to Seventh Street.
(Engineer McCreedy stated it was his understanding the road was repaved when the sewers went through)
(Trustee Flanagan stated the road has been washed out many times. Possibly CHIPs money could be used to fund improvements to Seventh Street)
(Mayor Jackson stated that allocation of CHIPs funding will be discussed at a different time)
Donald Hairston questioned when the issues on Seventh Street be resolved.
(Mayor Jackson stated the matter is tabled and will be reviewed)


Page 3 of 9
Board Meeting January 11, 2012 continued

-Carolyn Hairston questioned the deadline for filing of the 2012 CD Application and if Seventh Street Improvements could be considered.
(Mayor Jackson replied the deadline is 1/31/12. The Citizens Advisory Committee has met and proposed projects for funding)

Carolyn Hairston stated a walking trail would be nice, but there is an icing problem on Seventh Street in the area of her home.

Mary Boone stated that although the Citizens Advisory Committee recommends projects, the public can give comments.

Kathy Breen (23 Rockland Ave) stated money should be spent on something other than a walking trail.

Beverly Flanagan stated she is a member of the 2012 CD Citizens Advisory Committee and the walking trail was not discussed.
(Mayor Jackson stated that it was discussed)
(Trustee Scott stated that he had suggested the walking trail at a Citizens Advisory Committee meeting because it is this type of project that receive funding)

Wilma Powell (68 Fifth Street) stated she is also a member of the 2012 CD Citizens Advisory Committee and the walking trail was discussed.

Beverly Flanagan stated the $10,000 that is proposed for the walking trail should be put towards the fountain at the pond.

Engineer McCreedy recommended broadening the language of the proposed project to “Improvements to Veterans Memorial Park”.

Kathy Breen stated that the algae/duckweed/millweed growth in the pond seems to be nature, as she has noticed this condition exists at many other ponds in the surrounding towns/villages.
(Mayor Jackson stated that the treatments applied last year did alleviate the growth of the duckweed; however it was millweed that covered the pond towards the end of the year and the Village did not have the required permit for the necessary treatment. The Village is in receipt of said required permit and will treat the pond early)

With no further comments,
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to close the Public Hearing.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to re-open the regular meeting of the Village Board.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve the two recommended projects, as modified, and that the respective applications be filed for the 2012 Community Development Program:
Estimated Cost
1. Connecting Village Community Room & Youth Center to Sewer System $ 11,000.00
2. Improvements to Veterans Memorial Park 15,000.00

And
FURTHER, the applications will be filed with the Rockland County Office of Community Development prior to the deadline date of January 31, 2012.

Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Mayor Jackson thanked the 2012 Citizens Advisory Committee members for their dedication and input.

7:55PM
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to adjourn the regular meeting in order to hold a scheduled Public Hearing.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None Page 4 of 9
Board Meeting January 11, 2012 continued

7:55PM – Public Hearing – Proposed Local Law Authorizing a Property Tax Levy in Excess of the Limit Established in General Municipal Law §3-c
The duly published and posted Notice of Public Hearing was read by the Village Clerk.

-Mayor Jackson stated that he has attended many meetings regarding the NYS Tax Cap, along with the Village Attorney and Village Clerk-Treasurer. The purpose of the proposed local law is to safeguard the Village so that it will have the ability to meet its budget in the event of unforeseen adversity/hardship.
-Village Attorney Yodowitz explained the proposed local law and stated it is not a local law to raise taxes. The Village would be remiss by not having a local law in place as a failsafe should the Village be faced with an unforeseen event.

Hearing was opened for public comments.

Donald Hairston (41 Seventh Street) questioned how much the Village expects to exceed the 2% tax cap.
It cannot be left open-ended; people should be given an idea of how much the Board expects to exceed the cap.
(Mayor Jackson stated the Village does not expect to exceed the tax cap at all. The 2012-2013 Budget has not been prepared. The Board of Assessors is in the process of preparing its Tentative 2012 Assessment Roll)

Carolyn Hairston (41 Seventh Street) questioned if only the Village Board would be voting on the proposed local law, or would the residents have a vote.
(Mayor Jackson stated the Village Board)
Carolyn Hairston questioned if the public would be notified in the event that there is a need to exceed the 2% tax cap.
(Mayor Jackson stated of course. A meeting on the Budget would be held)
(Trustee Flanagan stated that this is not a Budget Hearing. This is only so the Village Board can exceed the tax cap if necessary)

Donald Hairston questioned when the Board plans to have a budget.
(Mayor Jackson stated that the process is just beginning)
Donald Hairston questioned if this Local Law was to make up for any shortfall in the budget.
(Mayor Jackson stated there is no shortfall)
(Village Attorney Yodowitz stated the proposed local law is not to raise taxes. The local law allows a Village the ability to exceed the 2% to a certain extent, if necessary)
Donald Hairston stated that it is open-ended. It would be easier to swallow if the Board could say the 2% tax cap would be increased by 2%.
(The Village Attorney stated that no one can foresee the amount of a required increase, if any).
Donald Hairston stated that you have to prepare a budget first.
(Mayor Jackson stated that this local law has to be in effect prior to presenting a budget)
(Village Attorney explained again the purpose – to safeguard in the event of an unforeseen event that would cause the Village to have to exceed the 2% tax cap in order to pass a budget)

Engineer McCreedy advised the public that a Village cannot make money from imposing taxes on residents. The Budget is made to balance the fiscal operating monetary value of the Village for the year. In the event that there is a surplus amount of need and demand that is unaccounted for, the Village still has to pay for. All this is allowing is the Village to be able to sustain itself in the event that there is some need, not necessary that there will be one.

Mary Boone (9 Fox Hollow Road) stated the Village has always had to stay within the Constitutional Tax Limit. Based on the fund balances reflected in the Auditor’s Report, it does not seem that the Village would need to exceed the tax cap. This tax cap seems in conflict with the Constitutional Tax Limit.

Mayor Jackson stated that the Village Board has always worked hard to keep taxes down and will continue to do so. The Board does not expect to use the Local Law.

Village Attorney Yodowitz stated that adoption of this proposed Local Law is recommended by the State and the Village Auditor. Attorney Yodowitz read a portion of the proposed local law.

Albert Peterson (74 Fifth Street) stated the new construction in the Village should help the tax base.
(Mayor Jackson stated all new construction is assessed and taxed accordingly)

Mayor Jackson reiterated that the Village Board works hard to be frugal and keep the taxes low. The local law is necessary to protect the Village in the event of an unforeseen

Mary Boone stated the importance of attending hearings on the Village Budget.

Donald Hairston stated he feels the public should vote on the proposed Local Law.
(Village Clerk read the portion of the proposed local law whereby the vote is made by the Village Board.

Page 5 of 9
Board Meeting January 11, 2012 continued

With no further comments,
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to close the Public Hearing.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to re-open the regular meeting of the Village Board.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

The following RESOLUTION was offered by Trustee Scott and seconded by Trustee Flanagan who moved its adoption:

BE IT RESOLVED that the Board of Trustees of the Village of Hillburn hereby adopts Local Law No. 1, 2012, a Local Law Authorizing a Property Tax Levy in Excess of the Limit Established in General Municipal Law §3-c.
Ayes: Bernard L. Jackson, Mayor
Craig M. Flanagan, Jr., Trustee
Thomas R. Scott, Trustee
Noes: None

RESOLUTION was unanimously adopted.

2012 Assessment
The Board of Assessors held two workshop meetings on January 4, 2012 and January 10, 2012.

EXEMPTIONS:

Exemption Applications of Real Property of Aged Persons – A total of 12 Renewal Applications were received.
A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to approve the 12 renewal applications (listing attached).
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Full Exemption – Church Properties – A total of 12 Renewal Applications were received.
A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to approve the 12 renewal applications (listing attached).
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Veterans Exemptions – A total of 7 are in effect. (Listing Attached)
A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to approve the 7 applications (listing attached).
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Partial Exemptions on Real Property
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan that the 50% reduction in the assessment of 8 parcels owned by H.O.G.A.R., Inc. granted by the Village Board of Assessors in 2010 be hereby rescinded.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

The following RESOLUTION was offered by Trustee Flanagan and seconded by Trustee Scott who moved its adoption:

BE IT ENACTED that the Village Board of Assessors (Village Board) adopt the 2011 Town of Ramapo Assessment Roll for the 2012 Village of Hillburn Assessment Roll with the following changes, as set forth in the three (3) categories: (attachments)
Category I - (Same as '11 Village Assessment)
Category II - (Changes – New construction/demolition at 1/1/12)
Category III - (Other Changes)

Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Page 6 of 9

Board Meeting January 11, 2012 continued

The following RESOLUTION was offered by Trustee Flanagan and seconded by Trustee Scott who moved its adoption:
BE IT ENACTED that the 2012 Village Assessment Roll be prepared and be on file in the Office of the Clerk-Treasurer by January 31, 2012; and such roll is to be open for public inspection, during regular office hours, from February 1, 2012 until February 21, 2012 and on Tuesday, February 21, 2012 from 6:00 PM until 9:00 PM, the Village Board of Assessors (the Village Board) will be present for the Hearing of Complaints.

Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

-The Village Board/Board of Assessors signed the Verification of Assessors for the 2012 Tentative Assessment Roll.

Zoning Board of Appeals – No report. No pending applications.

Planning Board – Next meeting is scheduled for January 19, 2012.
The Village is in receipt of written notification of a Public Hearing scheduled for 1/19/12 - RE: Application filed by St. James Mar Thoma Church.

Building/Fire Inspector – William Nicholson not present.
The Village Board was in receipt of copies of correspondence.

Escrow Accounts – No report.

Senior Citizens –
The Village Clerk reported the newly elected Senior Citizens President, Judy Starr, advised that she was unable to attend the meeting. She will provide a list of newly elected officers.
-Mayor Jackson reported he had attended the 1/9/12 meeting of the Senior Citizens and had installed the new officers. Mayor Jackson thanked Mary Boone for her outstanding services as Senior Citizens President.
-The Village is in receipt of a Senior Citizens Trip Schedule for 2012.

Recreation – Written report read by the Village Clerk
-RE: Christmas Party – 12/16/11 – 50 children were in attendance. Thanks were extended to Mr. & Mrs. Conklin and the USMC Toys for Tots for donating toys. (A copy of a 1/6/12 letter to the USMC League from the Youth Center Staff was provided to the Village Board). Special thanks were also extended to Santa Claus (Mr. Hershner) and volunteers.

RE: Cleaning of Costumes
A MOTION was made by Trustee Flanagan and seconded by Trustee Scott authorizing the costumes to be sent out for cleaning (Santa Claus, Frosty, Rudolph and Easter Bunny)
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Trustee Scott offered to take the costumes for cleaning at no cost to the Village.

-A request was made for the purchase of all ink cartridges for the Lexmark printer (yellow, magenta, black and blue). The Village Clerk advised that model numbers are needed.
-The Youth Center will be closed in observance of Martin Luther King Jr. Day.
RE: Disposal of Pool Table
A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to declare the pool table at the Youth Center as surplus to be disposed of in a proper manner.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

RE: Request for Reimbursement – Cooking Supplies Lost – Eleanor DeGraw reported that due to the malfunction of the freezer, several items she had personally purchased for the Cooking Class were lost.
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to reimburse Eleanor DeGraw for the items she had purchased for the Cooking Class, in the amount of $31.80.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Historical Society – Beverly Flanagan, Chairperson reported:
A meeting will be held on 1/12/12. An Open House is being planned for April 2012.

Hillburn Day 2012 - Eleanor DeGraw, Hillburn Day Committee Co-Chair, read a letter from the Committee to the Village Board advising that the first planning meeting was held on 1/10/12 at which time the 2012 Hillburn Day was scheduled for 9/22/12 (rain date 9/23/12). Page 7 of 9
Board Meeting January 11, 2012 continued

Hillburn Ladies Auxiliary – Eleanor DeGraw
Mrs. DeGraw read her 1/11/12 letter to the Village Board requesting authorization for the closure of 5th Street between Mountain Ave. & Lake Ave. on 5/19/12 from 8:00AM-4:00PM, to hold a Block Sale.

Public Comments

Donald Hairston (41 Seventh Street) questioned why H.O.G.A.R. had previously received a 50% reduction in their assessment.
(Mayor Jackson stated that the organization had assured the Village that it was going to use the property for affordable housing. However, since no effort has been made by H.O.G.A.R. to commence this project, the property will be 100% assessed)

Carolyn Hairston (41 Seventh Street) questioned the adoption of the Town of Ramapo’s Assessment Roll.
(The Village Clerk-Treasurer stated that the Village of Hillburn bases its assessment roll on the Town of Ramapo’s roll, with changes. The Village of Hillburn is its own Assessing Agency.
-Mrs. Hairston question why the dam was decommissioned rather than being rebuilt. It is her understanding that the Village lost funding.
(Mayor Jackson stated the Village did not lose funding. The question was referred to the Village Engineer)
-Engineer McCreedy gave a concise synopsis of the history of the Hillburn Reservoir Dam from its origin as a source of potable water for the Village, to being categorize by the NYS DEC as a “High Hazard Dam” in the 1980’s. Since the Village’s award of a grant in the amount of $440,000 to repair the dam (which is actually less as 25% is the Village’s responsibility), many things continued to evolve, including the safety criteria, costs and most importantly, the discovery of the endangered timber rattlesnakes in the area. It was determined that even if adequate funding was available to the Village, the NYS DEC would not allow any use of the area due the endangered species. Subsequently, upon meeting with representatives from the NYS DEC, it was concurred that since the cost to rehabilitate the reservoir dam that could not be utilized in any way would be extremely high, the most fiscally and environmental choice was to decommission the dam and allow the area to return to its natural state.

Carolyn Hairston questioned what would happen when it rained heavy.
(Engineer McCreedy stated the water would flow naturally. It is not guaranteed there would be no flooding)

Eleanor DeGraw (10 Park Avenue) advised that Hurricane Irene washed out an area at the end of Blakeslee Place. (Street Commissioner, Trustee Scott and DPW Supt. will follow up on inspection same)

Beverly Flanagan (17 Blakeslee Place) questioned if the building at 60 Torne Valley Road is fully assessed.
(Mayor Jackson replied yes)

Beverly Flanagan questioned where the pump station would be constructed should the Village contract to purchase water from the Village of Suffern.
(Village Engineer McCreedy stated that it would be on property located in the Village of Suffern, most like in the area of the railroad tracks/Thruway)

Wilma Powell (68 Fifth Street) questioned why the Village did not advertise the available of the affordable townhouses being construction at 62 Sixth Street.
(Mayor Jackson advised that the property is owned by the Rockland Housing Action Coalition who are constructing the townhouses. RHAC held a duly publicized informational meeting at the Community Room, and posted fliers. This project is not being done through the Village of Hillburn; however applications are available at the Village Office)

Donald Hairston questioned if CHIPs funding would be used to improve 7th Street.
(Mayor Jackson stated that the matter will be reviewed)

Donald Hairston questioned if the “logging company” in the area of Creelman Road is being taxed.
(Mayor Jackson stated that the Building/Fire Inspector is aware of the use of the property as a staging area for a logging company. The Building/Fire Inspector will be requested to make an inspection to determine the status of the use of the property)

Public Comment period was closed.

Correspondence – The Village Board was in receipt of copies of all correspondence.

Requests for Use of Village Owned Buildings

Request for Use of Meeting Room
Applicant: Evelyn DeFreese, Hillburn Democratic Committee
Date/Time: Thursday, January 26, 2012 / 7:00PM
Purpose: Democratic Caucus
(Approved by Village Board)
Page 8 of 9
Board Meeting January 11, 2012 continued

Requests for Use of Community Room
Applicant: Eleanor DeGraw
Date/Time: Tuesday, January 10, 2012 / 7:00PM
Purpose: Meeting – Hillburn Day Planning Committee
(The Village Board ratified Mayor Jackson’s approval)

Applicant: Eleanor DeGraw, Ladies Auxiliary
Dates/Time: Tuesday, January 26, 2012 / 7:00PM
Purpose: Planning Meeting – Block Sale
(Approved by Village Board)

Applicant: Eleanor DeGraw
Date/Time: Tuesday, February 7, 2012 / 7:00PM
Purpose: Meeting – Hillburn Day Planning Committee
(Approved by Village Board)

RC Youth Bureau - The Village Clerk Treasurer advised that following Reports/Forms need to be filed:
2011 Program Annual Assessment Form – Deadline for Filing: January 25, 2012 no later than 4:00PM.
2011 State Aid Voucher is to be completed and returned January 27, 2012
-Program Expenditure Summary, Salaries Expenditure Summary, Program Expenditure Report-Contracted Services & Stipends, Program Expenditure Report – M&O and Facility Repairs, and Monitoring Report.
-All agencies planning to apply for 2012 funding through the Youth Bureau are required to attend a mandatory training session. Mayor Jackson is registered to attend the training session on Wednesday, January 18, 2012 from 1:00pm – 3:00PM at the Rockland BOCES Conference Center.
-RE: RC Health Department – Required Renewal Permit –
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan authorizing the renewal of the Kitchen Permit at the cost of $235.00.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

RE: 2012 Agreement with the Town of Ramapo for Dog Control Services
The 2012 Agreement reflecting at 3% increase has been reviewed by the Village Attorney who recommends approval of same.
A MOTION was made by Trustee Scott and seconded by Trustee Flanagan authorizing Mayor Jackson to sign the 2012 Agreement between the Town of Ramapo and the Village of Hillburn for Dog Control Services.
Ayes: Mayor Jackson, Trustees Flanagan & Scott
Noes: None

Ramapo Fire Protection District #1 – 2012 Year
The Village Board and Village Attorney are in receipt of a copy of the Town of Ramapo’s 12/12/11 Resolution authorizing the Town to enter into the Agreement with the Village of Hillburn for fire protection services for Ramapo Fire Protection District No. 1 for the year 2012, for the sum of $220,000.00. Receipt of Formal Contract Agreement is pending.

-New Tax Maps have been received from the County of Rockland.

Hurricane Irene - FEMA –
The Village Clerk reported a FEMA representative is scheduled to stop by the Village Office within the next week to review required documentation for filing for losses incurred from Hurricane Irene.

Update of Village Code Book - General Code Publishers
The Village Clerk reported that the (5) copies of the updated Village Code Books and (25) copies of the updated Zoning Local Laws have been received and are being reviewed prior to distribution.
-Pursuant to discussion by the Village Board, it was determined that individuals wishing to purchase Village Code Books be directed to contact General Code Publishers. Cost per Village Code Book: $150.00. Zoning Local Laws will continue to be sold at the Village Office at the cost of $30.00.

Increase in Reimbursement for Medicare Part B
The amount for reimbursement of Medicare Part B to retirees as increased from $96.40 to $99.90, effective January 2012.

Voucher Claims were reviewed by the Board who approved payment of same. (Village Board to sign claims and/or checks on 1/12/12)

Meeting was adjourned at 9:00PM.

VILLAGE OF HILLBURN

Board of Trustees Meeting

Wednesday, January 25, 2012 – 7:00PM

MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, January 25, 2012, in the Municipal Meeting Room, 31 Mountain Avenue, Hillburn, NY, commencing at 7:00 PM.

PRESENT:     Bernard L. Jackson, Mayor                ABSENT: Glenn McCreedy, Village Engineer

                        Craig M. Flanagan, Jr., Trustee

                        Thomas R. Scott, Trustee (arrived late)

Robert Yodowitz, Village Attorney

Thomas M. Conklin, DPW Supervisor

                                               

RECORDER OF MINUTES:          Gladys DeFreese, Village Clerk-Treasurer

Meeting was called to order by the Honorable Mayor Bernard L. Jackson.  DPW Supt. Tom Conklin led in the Pledge of Allegiance.

Minutes of Meeting – 1/11/12 

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson to approve the minutes of the 1/11/12 meeting, as prepared.

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                     Noes:   None

                                        

Reports to the Street & Water Commissioners

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson to incorporate the Reports to the Street & Water Commissioners in the minutes.

                                                     Ayes:    Mayor Jackson, Trustee Flanagan

                                                            Noes:   None

Police Commissioner's Report – Mayor Jackson reported:

Ramapo Police Chief Peter Brower was present and addressed the Village Board and the public.

Chief Brower wished everyone a Happy New Year and stated it was a pleasure to come to Hillburn.  The Police Citizens Advisory Committee meetings have been very helpful and he looks forward to attending future meetings.  Residents should think of the Ramapo Police Department as the “Hillburn” Police Department.  Residents can contact the Police Department with any problems.  Chief Brower invited the members of the Police Citizens Advisory Committee to attend Police Training Exercises.

-Mayor Jackson stated that with the cooperation of the Ramapo Police, the Village Board and the residents, Hillburn has been very quiet.  He always receives quick response to any calls to the Police Department.  At the 1/11/12 meeting, Officer Mock explained the present rotation of Police Officers throughout the town.

-Chief Brower stated that the rotation is to insure that all Officers are familiar with all areas of the Town.

Comments/Questions from residents –

-Beverly Flanagan thanked Chief Brower and the Ramapo Police Department for their assistance.

Mayor Jackson thanked Chief Brower for attending the meeting and stated that he will be scheduling a meeting of the Police Citizens Advisory Committee.

-Chief Brower introduced his secretary, Rene, who was also present and stated she is vital to his Department. 

-Also present was the Sector 7 Officer Danny Lynch.

(Chief Brower and Rene left the meeting)

 

DPW Report – Supt. Thomas Conklin reported:

-RE:  Safe Driving Course - RC Fire Training Center – Supt. Conklin stated that three DPW employees will be attending the driving course on 2/2/12 and requested a check for the cost: $25.00 per registrant. 

-The Village Clerk stated that since DPW employee Fred Edwards has already taken the course at his own expense, he should be reimbursed for the cost.  Further, in previous years, firemen were entitled to take the course at no cost and she is investigating same.

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson authorizing a reimbursement to Fred Edwards, Jr. for the cost of attending a Safe Driving Course.                                                                               Ayes:    Mayor Jackson, Trustee Flanagan

                                                            Noes:   None

-Tires for 2008 Ford – The following two quotes were received for (4) Tires:                           

                                                            Eastern State Tires:       $637.80

                                                            STS:                             $824.00

 

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson to approve the purchase of four (4) tires for the 2008 Ford F350 from Eastern State Tires at the cost of$637.80.

                                                     Ayes:    Mayor Jackson, Trustee Flanagan

                                                            Noes:   None

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Board Meeting                                               January 25, 2012                                                   continued

-DPW Supt. reported that the door hinges on the 1988 truck need repair and the front end on the 2004 Ford needs repair.  The trucks are being taken to Suffern Sales and Services for evaluation.

-Kristian Matthews/Stoneworks Est. has offered to make a donation towards the purchase of a DPW truck.

-RE:  United Water New York - Replacement of Meter – A representative from UW telephone today to cancel the appointment for the replacement of the meter on Route 59 scheduled for Friday.

-Supt. Conklin reported that Fabulous Paper (143 Route 59) is keeping their buildings in good shape.

-Don Brennan of TJG, Inc. offered snow plowing assistance, if needed.  

-Mayor Jackson stated that Todd Vignola of Add-Ventures has also offered to assist the Village.

-Other matters will be discussed upon the arrival of Trustee Scott.                                                                         

 

HFD Report

Mayor Jackson reported that HFD Chief Laurens Winter advised he would not be present at the meeting as he would be attending the wake of former HFD member Bill DeGroat.

 

Western Ramapo Sewer District Extension - No report.

 

Village Engineer’s Report – Engineer Glenn McCreedy not present.

Hillburn Reservoir Dam Decommissioning Project – The project is complete.

The Village Clerk advised that she is working with the Auditors regarding the payment to the contractor, Bibeau Construction, and the Village Engineer. 

 

Community Development Program

2012 CD Program - Mayor Jackson reported he had attended the 2012 Block Grant Meeting on 1/19/12. 

-The Application for 2012 CD Funding is being prepared and will be submitted by the January 31, 2012 deadline.   Projects: 

             Connecting Village Community Room & Youth Center to Sewer System     11,000.00                    

             Improvements to Veterans Memorial Park                                                       15,000.00

 

Village Attorney’s Report – Attorney Robert Yodowitz reported:

 

RE:  Ramapo Fire Protection District #1

Attorney Yodowitz reported he has reviewed the 2012 Agreement and recommends approval of same.

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson authorizing Mayor Jackson to sign the 2012 Agreement between the Town of Ramapo and the Village of Hillburn for Fire Protection District #1.

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                            Noes:   None

 

RE:  Contract with United Water New York – Purchase of Water – No further discussion.

 

RE:  2012-13 Insurance Coverage

IT WAS RESOLVED by the Village Board that the Village Attorney be authorized to request insurance quotes for the 2012-2013 period.

 

Village Election – March 20, 2012

Appointment of Inspectors of Election

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson to appoint the (4) Inspectors of Election:  Laurie Gage, Jennifer Gage, Helen Peterson & Patricia Van Dunk 

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                            Noes:   None

2010 Assessment Roll

Hearing of Complaints will be held on Tuesday, February 21, 2012 from 6:00PM-9:00PM.  Notice will be duly published and posted.

 

Escrow Accounts

Claim Against Escrow Account of TJG Realty of Rockland, LLC (Building Permit #020111 Issued 1/05/11 – 1/12/11 Village Board Authorization – Engineer Reviews

   -12/07/11 Claim from Brooker Engineering, PLLC

     Engineering Service (11/1-30/11) Onsite Erosion Control  3.5 Hrs @ 100.00  =      $350.00

 

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson authorizing payment of the 12/7/11 claim filed by Brooker Engineering, PLLC.   

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                            Noes:   None

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Board Meeting                                               January 25, 2012                                                   continued

 

Zoning Board of Appeals – No Report.

 

Planning Board – No Report

Building/Fire Inspector – William Nicholson not present.

The Village Board was in receipt of correspondence.

 

Senior Citizens – Judy Starr, President

-Mayor Jackson acknowledged and congratulated Mrs. Starr on her election as President of the Hillburn Senior Citizens.

-newly elected officers for the 2012-2014 term:  Judy Starr; Vice President: Bev DeFilippis; Treasurer: Valerie Mariano; Asst. Treasurer: Pat VanDunk; Secretary: Betty Lyons.

-New members are attending every meeting.  Presently approximately 100 members. 

-Ramapo Police Officer Proctor will be the guest speaker at the February meeting.

-Upcoming Trips:  March 14th - Royal Manor, Garfield, NJ “A Great Day for the Irish”, April 11th - NYC Show “Million Dollar Quartet” and May 9th  Westchester Broadway Theatre - “Hairspray”.

-Mayor Jackson reported he had sworn in the newly elected Officers and looks forward to working with President Starr.

 

Recreation – Trustee Flanagan read the written report:

-The Youth Center is going well. The children are enjoying the cooking class. At this time we would like to place an order for supplies for the gym and art room.   (Trustee Flanagan provided listing to Village Clerk)

-We would like approval to hold our annual Easter Egg Hunt March 31 at 12 noon at the fountain.

-We would like to purchase a new television for the youth center. The one we have now was donated by a resident and is not working properly.

-Also just a reminder camp is approaching. With that in mind we would like to schedule a meeting when possible.

-Trustee Flanagan submitted several proposals for equipment and supplies to the Village Clerk.

-Mayor Jackson stated a workshop meeting of the Village Board and the Recreation Aides has been scheduled for Friday, 1/27/12 at the Youth Center.

-RE:  Purchase of Filled Easter Eggs from Sunny Bunny

A MOTION was made by Trustee Flanagan and seconded by Mayor Jackson to approve the purchase of candy filled Easter Eggs from Sunny Bunny at the cost of $80.00.

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                            Noes:   None

 

Hillburn Historical Society

Chairperson Beverly Flanagan reported that pictures and slides are being organized for an Open House in April 2012.

 

2012 Hillburn Day

Co-Chair Eleanor DeGraw submitted a 1/20/12 letter inviting the Village Board and Village Clerk to attend the next meeting of the Committee scheduled for 2/7/12 at 7:00PM.

-Mrs. DeGraw reported the stage has been reserved from the Town of Ramapo at no cost to the Village and she is meeting with perspective vendors.

 

Trustee Scott arrived at meeting.

 

DPW Report (continued)

-RE:  Seventh Street - Supt. Conklin reported that he and Trustee Scott, Street Commissioner, have discussed measuring out the portion of 7th Street to determine where the Village is responsible to maintain.

-RE:  Dining Account – Supt. Conklin stated that although the Village has accounts at Kingsbridge Diner and Ireland’s; however, they would like an account set up at State Line Diner, due to the quality of food and that they are open 24 hours. 

-The Village Clerk stated she is trying to set up an account at State Line Diner; however, in the meantime and in the event that an account cannot be established, receipts are to be submitted for reimbursement.

-RE:  Purchase of Rain Jackets and Winter Coats from Northern Safety & Industrial

A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve the purchase of 4 Rain Jackets and 4 Winter Coats from Northern Safety & Industrial at the cost of $49.99 each.

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                            Noes:   None

 

-The Village Clerk advised the DPW to return their current winter coats to Cintas Uniform Rental.

-RE:  Internet Service at DPW Garage – Tabled for further discussion.

-Purchase of Lumber for Construction of Break Room at Terrace Avenue Garage – Supt. Conklin reported that a slab has already been poured at the back of the garage by TJG.  The proposed break room would 10’ by 18’.  The DPW employees would construct the room during regular work hours.

                                                                                                                                                Page 3 of 4

Board Meeting                                               January 25, 2012                                                   continued

 

-A discussion was held regarding compliance to all building codes and permit requirements.  There is no documentation on file regarding the installed slab or the proposed construction. 

-Mayor Jackson stated that the matter will be further discussed with the Building/Fire Inspector.

-RE:  RC Planning Department – Update for Fire Hydrant Information for 44 Control – Supt. Conklin stated he is in touch with Scott Lounsbury of the RC Planning Dept.

 

Public Comments

Beverly Flanagan (17 Blakeslee Place) questioned if the logging company in the area of Creelman Road has been followed up on.

(Mayor Jackson stated that the Building/Fire Inspector has made an inspection and is following up on same)

 

Correspondence – The Village Board was in receipt of copies of all correspondence.

 

-1/23/12 Written Request from Aaron Berger of Realty Management to appear before the Village Board.  A written response was sent by Mayor Jackson placing Realty Management/ManorHouse Brewing on the agenda for the 2/29/12 Board Meeting.

 

-1/23/12 Written Request from Kristian Matthews of Stoneworks Estates to appear before the Village Board. A response will be sent by Mayor Jackson placing Stoneworks Estates on the agenda for the 2/15/12 Board Meeting.

 

-RE:  NYCOM Winter Legislative Meeting, Albany, NY (February 26-27, 2012)

Mayor Jackson requested authorization to attend the meeting that will discuss the Tax Cap. 

Trustee Scott stated he is not available to attend due to his work schedule. 

Trustee Flanagan stated it is not necessary for him to attend the meeting, as he has read informational material and is knowledgeable of the Tax Cap.

-Attorney Yodowitz stated he would like to attend.

A MOTION was made by Trustee Scott and seconded by Trustee Flanagan authorizing Mayor Jackson and Attorney Yodowitz to attend the NYCOM Winter Legislative Meeting and all related expenses.

                                                     Ayes:    Mayor Jackson & Trustee Flanagan

                                                            Noes:   None

 

RE:  FEMA – Hurricane Irene – The Village Clerk reported she had met with a FEMA representative last week.  Additional information is needed from the Hillburn Fire Department. 

 

RE:  Youth Bureau

Mayor Jackson attended the 1/18/12 RC Youth Bureau – NYS Office for Children and Families Services Request for Proposals Informational Training Session.

-The Application for 2012 YDDP Funding was hand-delivered to the RC Youth Bureau on 1/25/12.

 

Requests for Use of Hillburn Community Room

Applicant:         Eleanor DeGraw  

Date/Time:  Tuesday, 1/10/12 / 7:00PM           Purpose:  Hillburn Day Planning Meeting

(Ratified by Village Board)

 

Applicant:         Eleanor DeGraw

Date/Time:        Tuesday, 2/7/12 / 7:00PM        Purpose:    Hillburn Day Planning Meeting

(Approved by Village Board

 

Voucher claims were reviewed by the Board who approved payment of same.

 

Minutes of 1/17/12 Special Meeting

A MOTION was made by Trustee Scott and seconded by Mayor Jackson to approve the minutes of the 1/17/12 Special Meeting, as prepared.

                                                     Ayes:    Mayor Jackson & Trustee Scott

                                                     Noes:   None

                                           Abstention:   Trustee Flanagan (not present at meeting)

 

 

 

 

 

 

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