The Annual Organizational Meeting and Regular Semi-monthly Meeting of the Board of Trustees of the Village of Menands, was held on the 7th, day of April, 2008 in the Municipal Building, Menands, New York was called to order by Deputy Mayor Timothy A. Lane at 7:00 P.M.
PRESENT: Megan Grenier, Trustee
Timothy A. Lane, Trustee
Mark Lansing, Trustee
Ronald A. Miller, Trustee
William T. Smith, Jr., Clerk-Treasurer
Stephen Rehfuss, Village Attorney
Paul Reuss, Exec. Assist to the Mayor
ABSENT: Thomas G. Coates, Mayor
Also present: Eleanor Shutter, Robert Schanz, Paul Cooney and John Stangle.
The Deputy Mayor led the Pledge to the Flag.
Resident Bob Schanz discussed the condition of South Lyons Avenue, Kenmar and Upland Roads and the numerous potholes. The Clerk will inquiry as to when the DPW will be patching.
Eleanor Shutter from Cemetery Avenue publicly thanked Patrolman Murphy and Patrolman Conti for their professionalism when she had a 911 call in December after having fallen.
A motion was made by Trustee Grenier seconded by Trustee Miller to approve the minutes from the March 17th, 2008 Infrastructure Workshop meeting.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
A motion was made by Trustee Grenier seconded by Trustee Miller to approve the minutes from the March 17th, 2008 board meeting.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
A motion was made by Trustee Grenier seconded by Trustee Miller to approve payment for the following:
WARRANT # 21
GENERAL totaling $ 89,552.07
WATER totaling 2,954.84
SEWER totaling 159,255.54
TOTAL $251,762.45
PAYROLL # 22 totaling $ 68,225.17
(3/13/08 – 3/26/08)
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Deputy Mayor Lane advised the Board that he had spoken to Mayor Coates prior to the meeting and that the Mayor intended to do the following appointments.
Deputy Mayor Lane reappointed William T. Smith, Jr. as Village Clerk-Treasurer for the term of three (3) years.
Trustee Grenier offered seconded by Trustee Miller the following resolution and moved its adoption:
RESOLVED, that the appointment by Deputy Mayor Timothy A. Lane of William T. Smith, Jr. as Village Clerk-Treasurer of the Village of Menands for the term of three (3) years be, and he hereby is approved.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Deputy Mayor Lane reappointed Stephen J. Rehfuss, Esquire as Village Attorney for the ensuing official year. In his absence someone from the firm of Rehfuss and Liguori can act on his behalf.
Trustee Lansing offered seconded by Trustee Miller the following resolution and moved its adoption:
RESOLVED, that the appointment by Deputy Mayor Timothy A. Lane of Stephen J. Rehfuss, Esquire as Village Attorney for the ensuing official year be, and hereby is approved; and be it further
RESOLVED, that the legal services and proceedings for the issuance of bonds, abstracts of title and any litigated matters shall be considered extra service, compensation for which shall be determined and audited by the Board of Trustee.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Deputy Mayor Lane appointed Kathleen Boyd as Acting Village Justice for the ensuing official year.
Trustee Miller offered seconded by Trustee Grenier the following resolution and moved its adoption:
WHEREAS, Section 3-301 of the Village Law of this State empowers the Mayor to appoint an Acting Village Justice who shall serve when requested by the Village Justice or in the absence or inability of the Village Justice to serve,
NOW, THEREFORE, be it
RESOLVED, that the appointment by Deputy Mayor Lane of Kathleen Boyd as Acting Village Justice for the ensuing official year be, and hereby is approved.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Deputy Mayor Lane appointed Paul Reuss and Alfred Wright Fire Inspectors for the Village of Menands.
Trustee Miller offered seconded by Trustee Grenier the following resolution and moved its adoption:
RESOLVED, that the appointment of Paul Reuss and Alfred Wright as Fire Inspectors for the Village of Menands be, and hereby is approved.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
The Mayor in concurrence with Justice Rowley, recommended Court Clerk Margaret Jones be reappointed to another term. After a discussion, Trustee Grenier offered seconded by Trustee Miller a resolution appointing Margaret Jones as Court Clerk.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Deputy Mayor Lane reappointed John Bassett to the Zoning Board of Appeals for a three-year term ending on the 3rd day of April, 2011.
Trustee Lansing offered seconded by Trustee Miller the following resolution and moved its adoption:
WHEREAS, the Zoning Board of Appeals of this Village was established by Local Law No. 1 of 1976, and
WHEREAS, this Board has approved the appointment of the several members thereof, and
WHEREAS, John Bassett has served faithfully the Village Zoning Board of Appeals
NOW, THEREFORE, be it
RESOLVED, that the reappointment by Deputy Mayor Timothy A. Lane of John Bassett to the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for a term ending on April 3rd, 2011, and be it further
RESOLVED, that the Village Clerk be, and he hereby is, directed to notify the aforesaid citizen of his reappointment.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Deputy Mayor Lane appointed John Bassett as Chairman of the ZBA for the ensuing official year.
Trustee Grenier offered seconded by Trustee Miller a resolution naming John Bassett as Chairman of the Zoning Board of Appeals for the ensuing official year.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Miller offered seconded by Trustee Lansing the following resolution and moved its adoption:
RESOLVED, that the Village Clerk-Treasurer of the Village of Menands shall file and execute an official undertaking in the sum of five hundred thousand dollars ($500,000.00) and that such undertaking shall be executed by a surety company authorized to transact business in this state, and that the expense thereof shall be a Village charge.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Miller offered seconded by Trustee Grenier the following resolution and moved its adoption:
WHEREAS, there is to be held during the coming official year
a) New York State Conference of Mayors Annual Meeting and Training School;
b) New York State Conference of Mayors Fall Training School for Fiscal Officers and Municipal Clerks;
c) New York State Government Finance Officers Association Conference;
d) PERMA (Worker's Compensation) Conferences;
e) New York Conference of Mayors Public Works Training School;
f) American Water Works Association Conference (NYS Chapter);
g) SAMPO (NYS Association of Municipal Purchasing Officials) School
h) And other conferences pertaining to the Chief of Police, Fire Chiefs and Building and Fire Inspectors; and
WHEREAS, it is determined by the Board of Trustees that attendance by certain municipal officials and employees at one or more of these meetings, conferences or school benefits the municipality;
NOW, THEREFORE, be it
RESOLVED, that the following officers and employees are hereby authorized to attend one or more of the above mentioned conferences or schools: Mayor, Trustees, Executive Assistant to the Mayor, Village Attorney, Clerk-Treasurer, Chief of Police, Village Safety Officer, Foreman of Department of Public Works, Building and Fire Inspectors and Fire Chiefs, and be it further
RESOLVED, that this resolution shall take effect immediately.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Lansing offered seconded by Trustee Miller the following resolution and moved its adoption:
RESOLVED, that the regular meeting of the Board of Trustees of the Village of Menands shall be on the first and third Monday of each month during the ensuing official year, and in the
event that the date of the regular meeting shall be a holiday, such meeting shall be held on the following day, and such meeting may be adjourned from time to time in the manner prescribed by law and shall be held at the Municipal Building in said Village at 7:00 P.M. or at such other place, or such other time as may hereafter be designated by the Board of Trustees.
This notice is given in compliance with Article 7 of the Public Officers Law, relating to open meetings.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Lansing offered the following resolution and moved its adoption:
RESOLVED, that the Times Union, published in the Town of Colonie and circulated in the Village of Menands and the County of Albany, be and the same hereby is, designated as the official
paper for the said Village for the publication of all local laws, resolutions and notices of every kind, character or description, or any other matter required to be published during the ensuing official year.
The resolution was duly seconded by Trustee Grenier.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Miller offered the following resolution and moved its adoption:
RESOLVED, that Key Bank, NA of Albany, NY and the J. P. Morgan Chase Bank, Albany, NY, be and they hereby are, designated as the official depositories of the several funds of the Village of Menands for the ensuing official year; and be it further
RESOLVED, that the monies to be deposited in the fund known as the General Fund of the Village of Menands be deposited in the Key Bank, NA of Albany, Albany, New York and the J. P. Morgan Chase Bank, Albany, NY, and be it further
RESOLVED, that the monies to be deposited in the fund known as the Water Fund of the Village of Menands be deposited in the J. P. Morgan Chase Bank, Albany, NY, and be it further
RESOLVED, that the monies to be deposited in the fund known as the Sewer Fund of the Village of Menands be deposited in the J. P. Morgan Chase Bank, Albany, NY, and be it further
RESOLVED, that the monies to be deposited in the fund known as the Fire Equipment Account of the Village of Menands be deposited in the J. P. Morgan Chase Bank, Albany, NY, and be it further
RESOLVED, that the monies to be deposited in the fund known as the Payroll/Trust and Agency Account of the Village of Menands be deposited in the Key Bank, NA of Albany, Albany, New York; and be it further
RESOLVED, that the funds to be deposited in the fund known as the Bond Proceeds Account of the Village of Menands be deposited in the J.P. Morgan Chase Bank, Albany, New York; and be it further
RESOLVED, that the funds to be deposited in the fund known as the Capital Projects Account of the Village of Menands be deposited in the J.P. Morgan Chase Bank, Albany, NY; and be it further
RESOLVED, that all checks and/or orders of withdrawal from the said depository on the aforesaid funds, with the exception of the Payroll/Trust and Agency Account, shall be signed by the Village Clerk-Treasurer and either the Mayor or Deputy Mayor or, in the absence of the Mayor or Deputy Mayor, by a Trustee designated by the Mayor.
The resolution was duly seconded by Trustee Grenier.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Grenier offered the following resolution and moved its adoption:
WHEREAS, this Board may authorize reimbursement of automobile expenses to officers and employees of the Village who use their personal automobiles while performing their official duties on behalf of the Village;
NOW, THEREFORE, be it
RESOLVED, that such reimbursement hereafter be made at the rate of 50.5 cents per mile to such personnel when they incur such expense, unless otherwise negotiated in a collective bargaining agreement, and be it further
RESOLVED, that when properly authorized, the same be paid upon audit by the Board of Trustees.
The resolution was duly seconded by Trustee Miller.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Grenier offered the following resolution and moved its adoption:
RESOLVED, that all employees of the Village of Menands shall be granted vacations, sick leave, bereavement leave, jury duty leave and military leave in accordance with the provisions of the resolution adopted by the Board on May 2nd, 2005 unless otherwise amended or negotiated in a collective bargaining agreement.
The resolution was duly seconded by Trustee Lansing.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Lansing offered the following resolution and moved its adoption:
RESOLVED, that the next Annual/Organizational meeting be held on Monday, April 6th, 2009 at 7:00 P.M. in the Municipal Building.
The resolution was duly seconded by Trustee Grenier.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
A resolution was offered by Trustee Lansing seconded by Trustee Grenier to designate the Clerk-Treasurer as the Village’s Public Information Officer and the Mayor or, in his absence, the Deputy Mayor, as the Appeals Officer.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Miller offered seconded by Trustee Grenier the following resolution and moved its adoption:
RESOLVED, by the Board of Trustees of the Village of Menands that Records Retention and Disposition Schedule MU-1, issued pursuant to Article 57-A of the Arts & Cultural Affairs
law, and containing legal minimum retention periods for local government records, is hereby adopted for use by all officers in legally disposing of valueless records listed therein.
FURTHER RESOLVED, that in accordance with article 57-A:
a. only those records will be disposed of that are described in Records Retention and Disposition Schedule MU-1 after they have met the minimum retention periods described therein;
b. only those records will be disposed of that do not have sufficient administrative, fiscal, legal or historical value to merit retention beyond established legal minimum periods.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
The Clerk read a letter (attached) from the Fire Company pursuant to Village Law advising the Board that the following individuals were nominated for the following positions:
Chief, Frank Primo
1st Assistant Chief, Ryan Handerhan
2nd Assistant Chief, Aric Shelton
Trustee Lane moved seconded, by Trustee Miller a resolution approving the appointments of Frank Primo as Chief; Ryan Handerhan as 1st Assist Chief and Aric Shelton as 2nd Assist Chief.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
The Clerk reminded the Board of the Justice Court Finances Teleconference scheduled for April 22, 1008 at 6:30 P.M. Also that the next meeting of the Mohawk Hudson Village Officials will be hosted by the Village of Colonie on May 18th.
The Clerk led a discussion on a Proposal from Penflex, Inc. concerning the requirement of an audit of the Service Award Program. After which Trustee Lansing moved seconded by Trustee Miller a resolution authorizing the Clerk to approve the Service Award Program Audit Assistance contract with Penflex at a cost of $296.00 for the defined contribution program.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
Trustee Lane stated that Earth Day Spring Clean Up is scheduled for Sunday, April 27th families, friends and groups wishing to participate are asked to meet at Ganser-Smith Park at noon.
The Clerk reminded everyone that the Public Hearing for the Budget is Tuesday, April 15th, 2008 at 6:30 PM and that it will be held in the Firehouse.
Also that reservations for the Dumpster loaned to residents began at 8:00 A.M. on Tuesday, April 1st and by 2 P.M. the calendar was full.
The Clerk and Paul Reuss advised the Board that a business breakfast has been scheduled for Wednesday, May 21st at 7:15 A.M. and that information will be going out shortly.
A motion was made by Trustee Lansing seconded by Trustee Grenier to adjourn.
ADOPTED: Trustee Grenier voting AYE
Trustee Lane voting AYE
Trustee Lansing voting AYE
Trustee Miller voting AYE
The meeting was duly adjourned at 7:25 P.M.
__________________________ William T. Smith,
Jr.
Clerk - Treasurer
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