Incorporated Village of Asharoken
Board of Trustees Regular Meeting
Held on Tuesday
September 3rd 2013 7:30 P.M
At the Northport Power Plant
Approximate Attendance (22)
Officers Present:
Greg Letica, Mayor
Pam Pierce, Deputy Mayor
Melvin Ettinger, Trustee
Laura Burke Trustee
Ian Jablonski, Trustee
Officials & Appointees Present:
Nancy Rittenhouse, Village Clerk
Bruce Migatz, Village Attorney
Emily Hayes, Treasurer
Ray Mahdesian, Officer- in- Charge
Doug Adil, Superintendent of Buildings
Marty Cohen, Conservation of the Environment
John Ross, Village Hall Expansion Committee
Bill Raisch, Emergency Manager
Barry Bradley, Sanitation Operator
Joseph Affrunti, Harbormaster
The Pledge of Allegiance was said.
Proof of publication was made.
Trustee Ettinger made a motion to approve the regular board minutes for August 6th, 2013, seconded by Trustee Jablonski.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Mayor Letica introduced Dr. Scott Coyne, the Village of Asharoken’s Police Surgeon. Officer-in-Charge Ray Mahdesian shared with the Board Dr. Coyne’s background and both Ray and Mayor Letica presented Dr. Coyne with the Asharoken Police Surgeon Shield.
Mayor’s Report:
Mayor Letica reported, “The Army Corps of Engineers and the NYS DEC have finalized the cost sharing agreement and the ACOE has begun work on the feasibility study. The village was visited by Lou Ballarino and Greg Aponte who were conducting an economic survey of the village. I met with them and they explained that their job was to evaluate the value of the properties that the beach restoration will protect. From this information the ACOE will do a cost benefit analysis of the project. On August 19th I wrote to ACOE to encourage them to move along in an expeditious way on the feasibility study and urged them to do all they can to do the project in the 2014-2015 winter. I had two long discussions with Gary Vegliante, Mayor of Westhampton Dunes regarding their beach restoration and beach access. Linda and I took a drive out to WHD on August 16th to see the beach and the access points. Mayor Vegliante has offered his help to Asharoken and could not have been more gracious and helpful when I spoke to him.
The comment period for the National Grid’s application to the ACOE for an application to dredge and place sand on the beach ended on August 21st. The Town of Huntington has a public hearing scheduled for September 17th for a permit to allow National Grid to dredge their channel. I sent a letter of support to Huntington to encourage them to approve this permit. Once these permits are issued National Grid will be able to commence dredging and placement of 45,000 CYDs of sand on the beach this fall. Sand placement is expected to begin at the first house closest to the power plant.
On August 9th and 17th I attended meetings with the village hall reconstruction committee. Topics of discussion were the legal mechanics of going forward with the project and a presentation of construction using SIPs panels. On August 23rd, accompanied by Trustees Ettinger and Pierce, I went to Wingdale, NY to meet with Westchester Modular and toured their factory. This meeting was very informative and certainly convinced me that modular construction has to be considered as a solution to our village hall project. Finally, I have reviewed the contract with Facilities Management Group (FMG) and had a meeting with Trustee Ettinger and Ivan Carrasquillo from FMG to review the contract and begin work toward estimating the costs of three types of construction of village hall (Modular, SIPS or stick built on site). I expect that the village will have the estimates during September.
Other items:
1. I spoke to NYS Senator Flanagan about the LIPA tax situation
2. I participated in interviews of two candidates for Village Assessor
3. I swore in our new police officer, Tony Canino
4. I met with Andy Mendelsohn and based on his recommendations met with three contractors to solicit bids to alter the curb near the top catch basin at Bevin Road. This alteration will allow water to reach this basin and reduce the run off. I would like to thank Andy for making a plan for this project. Additionally, the village solicited bids to replace asphalt along the shoulder of Asharoken Ave in the dune area. Both of these projects should be reimbursed by CHIPS program and should be completed in September.
Mayor Letica noted that Ed Toscano had to resign from the Board of Zoning Appeals due to his time spent in Florida and will be looking into his replacement.
Mayor Letica noted that our village pension costs will be decreasing approximately 1% next year.
Lastly I am saddened to report the passing of two long time residents Elex Ingersoll and Lewis Newton. I would like to extend my condolences to the Ingersoll and Newton family.
Correction: Mayor Letica extended his condolences to the Uihlein family for their loss of William Uihlein a retired Asharoken police officer.
Mayor Letica noted that he attended the Fore Erika Golf Outing; this event was to help raise dollars to support Erika and noted that it was such a heartwarming event.
Trustee Reports:
Deputy Mayor Pierce commented that the “Fore Erika” event was wonderful. She reported that she compiled police vehicle repair costs. She reported on visiting the Westchester Modular Factory along with Mayor Letica and Trustee Ettinger. She indicated that the tour was informative and encouraging as a viable option for the Village Hall construction project and it provides energy efficiency options along with a fast production process. Trustee Pierce noted that she attended the FHWA final site inspection on August 28th along with Village Clerk, Nancy Rittenhouse. She noted that they met with two representatives from Department of Transportation and inspected the Dune project, shoulder repair and catch basin area as well. She noted that she interviewed two assessor candidates with Mayor Letica. She reviewed village policies, contracts from Facilities Management Group, and reviewed the vouchers for the month of August.
Trustee Ettinger commented on the “Fore Erika” event. He noted that he has attended the event for eight years, and encourages everyone to attend. He reported that he spent time working with Officer-In-Charge Ray Mahdesian and Mayor Letica on police matters. During the month he was involved with meetings regarding the village hall project.
On August 9th he attended a meeting regarding the legal components of the new village hall project and also attended the swearing in ceremony for the new part-time police officer Tony Canino.
On August 14th he met with Officer Mahdesian regarding court matters.
On August 17th he met with the Village Hall committee on a SIPS panel presentation.
On August 20th he met with Trustee Jablonski and reviewed the costs associated with new police vehicles.
On August 21st he attended the monthly court session.
On August 23rd he attended the tour of Westchester Modular Homes and viewed the manufacturing plant. He noted that he was impressed by the efficiency of the factory, the quality of the structure and the cost. On August 28th he met with Facilities Management group and reviewed the vouchers for the month of August.
Trustee Burke reported that she and Trustee Jablonski were involved in researching a clean- out of the wetland area towards the back of Duck Island harbor. She noted that they are looking into coordinating residents to help volunteer their time to assist with the clean-out. She also noted that she worked with Joan Hauser, newsletter editor on the newsletter this month. Trustee Burke noted that along with Alex Ingersoll and Lewis Newton, the village also lost Mr. James Greenlees, Mrs. Murphy and Mr. & Mrs. Dechovitz. She reviewed the vouchers for the month of August.
Trustee Jablonski commented on the amazing “Fore Erika” event. He reported that he met with the Mayor regarding participating in working on the area near Bevin Road. He noted that he reviewed the service vehicle repairs and discussed the possible purchase of new police cars. He has been working on developing a data base that would compile all the residential and home data which will be beneficial for all the departments in the village. He noted that he made reference calls to follow-up with a potential vendor for the curb project. He reviewed the vouchers for the month of August.
Village Attorney: Village Attorney Bruce Migatz noted that there was nothing to report this month.
Treasurer: Emily Hayes reported that the total vouchers for the month of August were $29,789.32 and that there were no unusual expenditures in the month of August.
Officer-In- Charge: Officer-In-Charge Ray Mahdesian reported on a response to a fire on Eaton’s Neck. He noted that the police action contributed to minimizing the damage to the house.
He noted that retired police officer William Uihlein passed away on August 20th, 2013. He reported that Asharoken Avenue and Eaton’s Neck Road were closed temporarily on August 21st, because of a propane tank gas leak and the road was opened after the Fire Department secured the leak. He reported that one of the officers heard gun shots near the LIPA property; Suffolk County Police Department is investigating the incident.
Sanitation Report: Barry Bradley reported that Big Blue is running well, trash pick-up was 41.68 tons, co-mingle was 2.5 tons and newspaper and cardboard was 3.72 tons for a total of 49.47 tons.
Emergency Manager: Bill Rasich reported that he is following up with the Village’s emergency contact list in order to prepare for the upcoming Hurricane season.
Village Hall Building Committee: John Ross noted that he wanted to clarify his report last month, regarding the name of the project management group that the village was interested in hiring for the project. He reported that on August 9th a meeting was held regarding contracts and procedures. On August 11th he spoke with Kevin Barrett on the SIPS panel product and received an estimate for the panels for $57,000. He also commented that each building method has its advantages and disadvantages. He noted that the SIPS panels are the most energy efficient method.
On August 17th the village hall committee met with Bill Schaloff to discuss SIPS panels. On August 26th he noted that he submitted the plans to Village Hall and he noted that a copy was available to view. He discussed estimates regarding the retaining wall.
Mayor Letica commented on the Sandpepple Builders Inc. RFP as well as the Project Manager article, Newsday had given the article an incorrect heading and he informed the newspaper.
Superintendent of Buildings: Doug Adil reported on a meeting he attended with Bill Schaloff and the discussion on SIPS panels. He met with a homeowner who is trying to restore an older home. He performed 16 inspections this month. He inspected a vacant new construction (Duck Pond Cove) with former building inspector Tony Wenderoth.
Harbormaster: Joe Affrunti noted the police boat will participate in Cow Harbor Day and then it will be winterized.
Conservation Board: Marty Cohen noted nothing to report.
Zoning Board: Bruce Migatz, Village Attorney reported that the BZA has not met since the last trustee’s meeting. A meeting is scheduled for September 30th, 2013.
Resolutions:
Resolution (2013-104) Be It Resolved, that the Village Board, does hereby approve the vouchers for the month of August 2013 in the amount of $29,789.32.
Deputy Mayor Pierce made a motion to approve, seconded by Mayor Letica.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-105) Be It Resolved, that the Village Board approves the budget transfers for the month of August 2013.
Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
.
Resolution (2013-106) Be It Resolved, that the Village Board, does hereby accept the donation from the “Asharoken Building Fundraising Committee” in the amount of $100.00 for the new village hall project.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-107) Be It Resolved, that the Village Board determines that the construction of a new Village Hall is classified as a Type II action pursuant to Section 617.5 (c )(7) of the State Environmental Quality Review Act Regulations and is not subject to SEQR.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-108) Be It Resolved, that the Village Board does hereby ratify the filing of permit applications to the Department of Environmental Conservation and Suffolk County Department of Health Services for the construction of a new Village Hall.
Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-109) Be It Resolved, that the Village Board does hereby ratify the filing of the Memorandum of Understanding for National Emergency Grant program between the Village of Asharoken and the Suffolk County Department of Labor, Licensing & Consumer Affairs.
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-110) Be It Resolved, that the Village Board does hereby approve the following policies for the Village of Asharoken; Electronic Communication policy, FOIL policy and Procurement Policy, all policies must be reviewed on an annual basis prior to the Organizational Board Meeting.
Deputy Mayor Pierce made a motion to approve, seconded by Trustee Jablonski.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-111) Be It Resolved, that the Village Board does hereby authorize the mayor to enter into a contract with Christy Concrete Corporation for the Catch Basin Curb Alteration project, not to exceed $3950.00.
Trustee Jablonski made a motion to approve, seconded by Mayor Letica.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Public Session:
Mayor Letica opened up the meeting to public session.
During public session eight people communicated to the Board.
Issues that were brought to the Board’s attention were the following:
1. Inquiry as to the performances of a Police Surgeon for the Village.
2. Question was asked if anyone accepted the early Retirement Incentive.
3. Clarification on the sand placement from LIPA, Mayor Letica noted that the sand placement will begin at the first home and most likely be distributed approximately one mile.
4. Inquiry on sand placement at the seawall, Mayor Letica noted that he researched this. National Grid has no plan to put the sand passed the far west Jetty, ACOE also explained that the amount of sand distributed this fall will not have an impact on this area and more importantly it is better to have the sand positioned in front of people’s homes. The seawall will need more sand to make a difference and this is being worked on through the large sand replenishment project.
5. Question on the cost involved for the sand replenishment project, and how much cubic yards of sand the project could bring in.
6. Question regarding the beginning point of the placement of sand.
7. Question regarding the sand replenishment project. Mayor Letica noted that once the ACOE approves the large placement of sand it will begin at the first home and be distributed past the seawall.
8. Resident clarified the sand placement, where the placement always started and what was changed in the prior administration and the distribution of sand.
9. Question on the timing of the sand replenishment and also discussed geo-tubes as well.
10. Inquiry on the Village Hall costs and maintenance of the new village hall. Deputy Mayor Pierce also noted that several grants are being pursued, to help support the project.
11. Comment on the cutback of the edge of the roadway and discussed public access at West Hampton Dunes. Inquiry on dredging the outtake channel. Inquiry on beach access.
12. Inquiry on the retaining wall that is part of the Village Hall project plan.
13. Question on broadcasting information regarding emergency situations.
14. Inquiry on a Zoning issue, Village Attorney recommended that the subject matter not be discussed since it is in litigation.
Mayor Letica made a motion to close public session, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Mayor Letica made a motion to go into executive session to discuss a contract issue, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
No action was taken during executive session. Executive session ended at 9:55 pm.
Mayor Letica made a motion to close executive session, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Mayor Letica made a motion to adjourn the meeting, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
The September 3rd, 2013 Board meeting of the Board of Trustees was adjourned at approximately 10:00 pm.
Signed: _____________________________________________
Nancy Rittenhouse, Village Clerk