Village of arkport

MINUTES

VILLAGE OF ARKPORT

REGULAR BOARD MEETING

****** November 19, 2013 ******

6 Park Ave., Arkport, NY
Call to order: Regular Board Meeting, 7:00PM

Pledge to the Flag:

Roll Call: Mayor Charles Flanders Trustee Mike Brewer Trustee Ezra Geist Trustee Jon Hedges Trustee Susan Thompson

Absent Call: None
Others Present: Jennifer Bush, Clerk; Diane Jewell, Treasurer; Bob Mauro,DPW; Bill Rusby, Codes; Cathy Smith, Book Center; Ken Thompson; Sue White; John Gemmell; Brandon Keough; Logan Sliter; Brandi Roe; Kali Wilson; Austin Geist; Bri Maker; Craig Lewis; Brian O’Neal, WLEA
Approval of Minutes- No corrections or additions to the October 15, 2013 regular board meeting minutes.

M59 Motion made by Trustee Geist, seconded by Trustee Brewer, to approve the October 15, 2013 regular board meeting minutes as written. All ayes. Motion carried.
Reports:

Cemetery – Tom Hunt – Report on file (gray) – One village resident lot sold for the month of October. Two full burials for the month. We need to look at the increased charges for Snyder Brothers that will be implemented at the first of the year.
Code Enforcement Officer- Bill Rusby – Report on file (green) - One building permit issued in the month of October to Patricia Amidon. The Planning Board has reviewed the new sliding scale fee for the cost of building without a permit and recommends it be adopted. Bill has talked with Ken Bauch, the new owner of the 7 Main St. property and he is only doing clean up and painting. When he prepares to open as a restaurant, the Department of Health will be involved. The Lasnick property was mowed by the neighbor. The porch area still needs to be cleaned up. Bill will contact the VA to remove the handicap ramp. Bob did get access to the inside and removed the water meter. A letter has been sent regarding the water shut-off and the condition of the property.

DPW/Water Department – Bob Mauro – Report on file (blue) – Park Ave. project has been completed. Through the process of looking for leaks in the Village, Bob has determined several locations that need repair or replacement to the water system. He has repaired several leaks that have reduced the amount of lost water per day. Bob will be ordering new repair and replacement parts for the water system. Bob will be putting up the Christmas decorations the end of this week or next week. The Mayor noticed Addison St. no longer has a street sign. There is now a green sign for Haight Hill. Bob will see if the Town took down our sign and put up the Haight Hill sign. The Mayor asked why the light over the Community room doors is so dim. The two side lights are bright. The people from the Election Board complained at how dark it was on Election Day. Bob will look into a larger bulb. The Board stated Bob did a great job on the Park Ave. improvements.

Book Center – Cathy Smith – Report on file (pink) – There were a total of 413 books checked out for the month of October, 329 Arkport owned books, 93 STLS and 50 Interlibrary. 84 people visited the Book Center. 121 Tootsie Roll Pops were given out for Halloween with a certificate attached for a free book. They made $182.00 on the November 2^nd book sale. Received many bags of donated books. Will be meeting with STLS on December 2, 2013 to get information on the e-readers.

Treasurer – Diane Jewell – Report on file (white) - General Fund and Water Fund
Resolution#13-8 Supplemental Appropriation to the 2013-2014 General Fund Budget:

Decrease Contingent Appropriations (GF) 312.99 and increase Treasurer Misc. $312.99. No net change to budget.

M60 Motion made by Trustee Hedges, seconded by Trustee Thompson, to approve Resolution #13-8 as read. All ayes. Motion carried.
Trustee Hedges had asked Treasurer Diane Jewell if we had an agreement with a software company for the upgrade needed for our computer system before 12-31-13. No we do not have an agreement with anyone. She will contact our IT specialist Soudy Torkaman to install the upgrade.
Diane updated the Board on the situation with the Fire Department and Workman’s Comp. insurance. She contacted Ken Isaman, with Steuben County Risk Management, for information and advice on the situation. The Fire Department has contacted him for a quote on their own workman’s comp. insurance and he gave them a very reasonable quote comparable to ours. Diane was also told it was not advisable to have them on our policy because they are not a part of the Village anymore and this raises our level of liability. So, the Fire Dept. will be getting their own workman’s comp. insurance policy.
Diane presented the Board with a change in Local Law#1 for 2009, The Village of Arkport Water Rules and Regulations, Article 26 A, to make a change from “Termination notices are also sent out for accounts that are unpaid 30 days from the bill date” to “A termination notice may be issued for any account which remains unpaid 30 days after the due date of the last water bill.”
Motion made by Trustee Hedges, seconded by Trustee Brewer, to accept the revision to the Water Rules and Regulations, Article 26A to read, “Termination notices are also sent out for accounts that are unpaid 30 days from the bill date”. Trustee Thompson noted that is the old version already in place. Trustee Hedges requested the motion be struck from the table.
M61 Motion made by Trustee Hedges, seconded by Trustee Brewer, to accept the revision to the Water Rules and Regulations, Article 26A to read “A termination notice may be issued for any account which remains unpaid 30 days after the due date of the last water bill”. All ayes. Motion carried.
The Public Hearing date will be set for December 17, 2013 at 6:45, after the Law is returned from the Village attorney.
M62 Motion made by Trustee Brewer, seconded by Trustee Thompson, to approve the Treasurer’s reports as read and distributed. All ayes. Motion carried.
Public Comment: None

Old Business & Tabled Items:

Oak Hill Rd. Water Tower Access: Letter from John and Kristi Gemmell
John Gemmell was present and gave the Board some background on the situation with the property they are acquiring situated at approximately 8150 Oak Hill Rd. This property is located adjacent to our land with the water distribution plant. He submitted a letter and drawing to the Village and is requesting an easement for the use of our land to enter his property through a drive-way starting on the Village property. The County has denied his request to shorten the guard rail in front of his property. The Village will need Mr. Gemmell to draw up the easement they are requesting and give us actual dimensions. The Clerk will contact our attorney Mr. Vogel and inquire about the possibility of an easement.

M63 Motion made by Trustee Hedges, seconded by Trustee Geist, to approve John and Kristi Gemmell’s request on an easement for the right a way to his property, to make a drive-way there, at 8150 Oak Hill Rd., contingent on our attorney’s approval. Role call. All ayes. Motion carried.

Open Bids for New Dump Truck: Two bids were received for an F450 2014 dump truck; Vision Automotive Group from Rochester, NY at $44,465.00 and West Herr New York from Hamburg, NY at $45,272.00. The F450 will only have a 9 ft. dump box. Three bids were received for an F550 2014 dump truck; Vision Automotive Group from Rochester at $47,086.00; West Herr New York from Hamburg at $47,339.00 and Maguire Ford-Lincoln from Ithaca, NY at $50,597.00. The F550 will have an 11 foot dump box. After complete review by the Trustees and Bob Mauro, from DPW, it was determined all trucks had the same options as requested. Looking at the value and price, it was determined not to buy the F450. Vision Motors also priced out an option for a roll up tarp for the box at $365.00. Bob would like this. Bob will also verify that a receiver comes with the towing package. Trustee Hedges and Bob Mauro left the room to review the specifications for the trucks.
Set Public Hearing Date for New Codes Law#1 and Law #2:

M67 Motion made by Trustee Brewer, seconded by Trustee Geist, to set a Public Hearing date for Local Law# 1 for 2013. The hearing will be at 6:30pm on December 17, 2013. Role call. Trustee Hedges absent. All ayes. Motion carried.

M68 Motion made by Trustee Geist, seconded by Trustee Thompson, to set a Public Hearing date for Local Law# 2 for 2013. The hearing will be at 6:45pm on December 17, 2013. Roll call. Trustee Hedges Absent. All ayes. Motion carried.
Trustee Hedges and Bob Mauro returned to the meeting.

M64 Motion made by Trustee Hedges, seconded by Trustee Brewer, to accept the bid for $47,086.00 for the 2014 F550 from Vision Automotive Group from Rochester. Roll call. All ayes. Motion carried.

M65 Motion made by Trustee Hedges, seconded by Trustee Geist, to make additional provisions for the F550 dump truck and purchase the manual crank tarp for the box at $365.00 and an auto back alarm for $97.00. Roll call. All ayes. Motion carried.
New Business:

Snyder’s letter regarding cemetery fees: Snyder Brothers Cemetery Service notified the Village that they will be increasing their fees effective January 1, 2014. The cost for grave opening and closing will be $300.00. Our fee is currently at $450.00. There will also be an additional charge of $150.00 for Sundays and Holidays. Our fee is currently $50.00 if Tom Hunt determines additional work or time is involved. After discussion it was determined we would raise the Adult Interment by $25.00 to a new charge of $475.00 and must raise the Infant/Child Interment to $300.00.

M66 Motion made by Trustee Hedges, seconded by Trustee Geist, to increase the Adult Interment from $450.00 to $475.00 and the Infant/Child Interment from $250.00 to $300.00. Also, to add a line on the fee schedule stating “Additional charge of $150.00 for Sunday and Holiday burials”. Roll call. All ayes. Motion carried.
Hornell Area Transit Letter: The Mayor received a letter from the Hornell Area Transit Commission for someone from the Village to attend their meeting on November 25, 2013 at 5:00pm. No one is available to attend.
Ken Bauch: Mr. Bauch stopped by the Village office and stated he thought the Book Center was connected to his septic system at 7 Main St. He is requesting the Village pay for every other pumping of the septic tank because they are using his tank. The Village Board will need a letter from Mr. Bauch with his documentation showing that the Book Center is attached to his septic system and explain in writing what he is requesting the Village pay. The Clerk will send a letter out explaining what is needed.
M67 Motion made by Trustee Hedges, seconded by Trustee Thompson, to amend the agenda to talk about Rural Water Development and the grant situation. Roll call. All ayes. Motion carried.
Jon Hedges, Diane Jewell, Candace Baumer and Tom Becker had a meeting to discuss the continued process for obtaining grant and loan money for our water system project that has been estimated at 2.6 million. It was suggested we do an income survey of the Village to obtain a current median income amount. We have not had a survey in over ten years. This will maybe help us to possibly obtain more money and at a better interest rate. We could possibly obtain $500,000. in a grant, not a loan. If we have a large response, at least 70%, to the survey it will be much better for the Village. Confidentiality with be completely secure because all surveys will be returned to an out of state company. The best time to send these out will be after the first of the year. The bulk of the cost for the survey will be covered by NY Rural Water Development.

M68 Motion made by Trustee Hedges, seconded by Trustee Brewer, to work on the application with NY Rural Development as soon as we get permission for our Income Survey. Roll call. All ayes. Motion carried.
Ratification of Abstract #5, Voucher #149 thru #172, in the amount of $25,148.02.

M69 Motion made by Trustee Brewer, seconded by Trustee Hedges, to approve ratification of Abstract #5, Voucher #149 through #172, in the amount of $25,148.02. Roll call. All ayes. Motion carried.
Next Meeting Date: December 17, 2013 6:30 for a Public Hearing
Adjournment.

M70 Motion made by Trustee Brewer, seconded by Trustee Geist, to adjourn the meeting at 8:50pm. Roll call. All ayes. Motion carried.
Respectfully Submitted,

Jennifer D. Bush

Village Clerk

Page | Nov 19, 2013