Board of Trustees

Village of Millbrook Board of Trustees Wednesday, 1/12/2022 - 6 PM Millbrook Firehouse, 20 Front Street, Millbrook NY,12545 1. Roll Call: Mayor Collopy, Deputy Mayor Contino Trustee Herzog, Trustee Doro,Robert Collocola Public Works Supervisor (PWS), Matt Rochfort (FD President), Officer Witt (OIC), Scott Osborn (VRI), Attorney MacDonald, and Clerk Witt Absent: Trustee Arbogast 2. Open meeting – 6:00 PM with Pledge of Allegiance. 3. Administrative Business: Non- Agenda items: The Board discussed the possibility of doing meetings remotely. The Board will continue to meet in person. Should the BOT go back to virtual meetings, an announcement will be made. Minutes Approval: Motion made by Trustee Herzog to accept the 12/8/2021 minutes, seconded by Deputy Mayor Contino and all were in favor. Motion made by Deputy Mayor Contino to accept the 1/5/2022 Re-Org minutes, seconded by Trustee Doro and all were in favor. Voucher Approval: Motion made by Trustee Herzog to accept the fund totals for Vouchers aspresented, seconded by Trustee Doro and all were in favor (attached). 4. Department Reports: a. DC Legislature update – Legislator Houston: Reported that 32 acres of Bennett will be part of the County’s Partnership for Manageable Growth (PMG) plan, more details to follow. DC will have P rapid COVID tests and PCR tests available Tuesdays-Sundays at the old JC Penny. 2. R b. YTD Financial Report-Karen McLaughlin: Tabled until next meeting. c. Fire & Rescue – President Rochfort: Read from attached monthly and annual report. 9. O i. Asset Management Status- Completed and handed in. d. Police – OIC Witt: read from attached monthly report. e. Highway – Hwy Super Collocola: read from attached monthly report. Reminded people to watch 20 V out for ice as it has been a very bad year for ice. f. Water & Sewer – S. Osborne: read from attached monthly report. Reported the generator at the E sewer plant will need to be considered for replacement soon, as it is 30 years old. Mayor Collopy 22 D mentioned acquiring one for the Benntt Pump Station too. Scott and Village will be in touch with Delaware Engineering for an upgrade plan. Trustee Herzog will reach out to DC about grant opportunities. AP g. Treasurer & Building Dept – Clerk Witt: read from attached reports. h. Attorney – Attorney MacDonald: Corrected some errors in draft for Chapter 180- Water and Sewer- in the Village Codebook. Updates to be made for review and approval. 5. Old Business Updates: a. Code update status – Discussions tabled. b. Shade Tree Policy Update – Trustee Herzog: New updates to be posted on website. c. Retaining Wall project – Mayor Collopy: bid award for next meeting. d. MB Restorations status – Mayor Collopy: grant will be for $40,000 for Marona’s upgrades- $20,000 to be paid upfront and $20,000 to be paid afterwards. 6. New Business a. Water and Sewer Code Chapter 180 W&S – Trustee Herzog 7. Public Comments- None. 8. Board Member Updates: Please see attached 9. Next board meeting: Wednesday, 2/9/2022 10. Adjournment Motion to adjourn at 7:32 PM made by Trustee Herzog seconded by Trustee Doro and all were in favor. Respectfully submitted by Village Clerk, Sarah J. Witt 1|P a g e January 12, 2022- Village Board of Trustees- www.villageofmillbrookny.com- for video of meeting  Board of Trustees Meeting January 12, 2022 @ 6:00 pm PLEASE SILENCE YOUR CELL PHONE  Recorded Actions 1. Open Meeting: Pledge of Allegiance & roll call of trustees 2. Administrative Business:  Minutes Approval: Motion made a. Minutes approval by Trustee Herzog to accept the b. Voucher approval 3. Department Reports: 12/8/2021 minutes, seconded by a. DC Legislature update – Legislator Houston Deputy Mayor Contino and all b. YTD Financial Report – Sr Acct Clerk McLaughlin, Clerk Witt c. Fire & Rescue – Chief Bownas, President Rochfort were in favor. Motion made by d. Police – OIC Witt Deputy Mayor Contino to accept e. Highway – Hwy Super Collocola the 1/5/2022 Re-Org minutes, f. Water & Sewer – VRI: Osborne g. Treasurer & Building Dept – Clerk Witt seconded by Trustee Doro and all 4. New Business were in favor. a. Resolution to introduce update to Chapter 180 Sewers & Water – Trustee Herzog 5. Old Business Updates:  Voucher Approval: Motion made a. Code update status – Vehicles & Traffic by Trustee Herzog to accept the b. Update to Shade Tree Policy – Trustee Herzog c. Retaining Wall project – Mayor Collopy fund totals for Vouchers as d. MB Restorations status – Mayor Collopy presented, seconded by Trustee 6. Public Comments Doro and all were in favor 7. Additional Board Member Updates: a. Deputy Mayor Contino (attached). b. Trustee Herzog  Adjournment: Motion to adjourn c. Trustee Arbogast d. Trustee Doro at 7:32 PM made by Trustee e. Mayor Collopy Herzog seconded by Trustee Doro 8. Next board meeting: Wednesday, 2/9/2022 - 6PM 9. Adjournment and all were in favor. 10. Auditing of Bills Voucher Totals NOTES: January 12, 2022 Voucher #’s General Fund $ 140,731.31 Water Fund $ 12,866.02 Sewer Fund $ 20,591.06 TOTALS: $ 174,188.39  80 Incidents Reported Millbrook Fire Department December 2021 Millbrook Fire Dept Automatic Fire Alarm 15 Motor Vehicle Accident 3 EMS Responses Mutual Aid Given Structure Fire 1 NDP (49-79) 56 Fire 1 EMS Call 57 MFD Rescue 13 EMS 11 Chimney Fire 1 Member Responses 29 Mutual Aid Received Furnace Malfunction 1 Fire 0 Carbon Monoxide 2 EMS 1 TOTALS: 80  1,005 Incidents Reported Millbrook Fire Department 2021 Annual Report Millbrook Fire Dept Automatic Fire Alarm 195 Chimney Fire 2 Motor Vehicle Accident 39 Furnace Malfunction 4 EMS Call 681 Flooding Condition 10 Vehicle Fire 2 Standby 2 Brush/Grass Fire 3 Good Intent 9 Wire Down 16 Appliance Fire 2 Hazardous Material 3 Technical Rescue 1 Service Call 4 Carbon Monoxide 19 Structure Fire 13 TOTALS: 1,005  V.M.P.D Monthly Report 77 Incidents Reported (including, but not limited to) December 2022 Incident #’s 16548-16625 TRAFFIC ASSIST OTHER AGENCIES POLICE ACTIVITY PUBLIC SERVICE COMMUNITY POLICING Traffic Tickets 4 NY State Police 2 Larceny 1 Suspicious Activity 1 Assist Citizen 2 Parking Tickets 6 Dutchess Sheriff 1 Mental Health 1 Property Check 3 Property Damage Accident 2 Burglar Alarms 7 School Checks 10 Hit & Run Accident 1 Fire Department 3 Records Request 1 Foot Patrols 6 Road Hazards 2 EMS 17 Animal Complaint 2 Traffic Detail 1 Lost/Found Property 3 Vehicle &Traffic Complaint 2 Town of Washington Court 3 Millbrook Central School 1 Public Works Monthly Report December 2022 1. Graded area in front of Church St lot 2. Cleared catch basins 3. Scraped curbs for leaves 4. Filled dog stations 5. Took tennis nets down and locked courts 6. Repaired downspout and added flex hose for drainage at Village hall 7. Heat tape was installed on Village hall roof to prevent ice damming 8. Trimmed back bushes for sidewalk tractor 9. Repaired drainage on Valley farm rd 10.Installed door sweep on Village hall front door 11.Began picking up Christmas trees to be recycled to Three Mile River in Dover 12.Did several repairs on sanders and plows 13.6 Snow and or ice incidents 14.Began taking down Christmas decorations. 15.New sidewalk tractor has been delivered and put into use Monthly Water Report Comments: December 2021 1. Monthly sampling and maintenance December November October 2. Read all water meters Total Water Produced 5,145,730 4,859,300 5,625,630 Average Daily Flow 166,000 162,000 181,500 Peak Day Flow 249,549 211,197 321,941 Sampling Results: December November October Total Coliform Absent Absent Absent * Results not in compliance  Millbrook Water Average Daily Flow 500 450 400 Permitted Flow 350 FLOW (1,000 GALLONS) 300 250 200 150 100 50 0 Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2020 2021 MONTH  0 50 100 150 200 250 300 350 Jan Feb Mar Apr May Jun 2018 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2019 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Millbrook Water 4 year Jun 2020 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2021 Jul Aug Sep Oct Nov Dec Monthly Sewer Report Comments: December 2021 1. Performed all monthly sampling December November October Permit Limit and maintenance Total Effluent Flow 4,049,670 4,478,476 5,106,866 N/A 2. Royal hauled sludge dumpster Average Daily Flow 130,600 149,300 164,738 N/A 12-Month Rolling AVG 152,000 158,000 158,000 250,000 3. Annual I&I report submitted to Peak Daily Flow 166,544 196,766 352,175 N/A DEC prior to deadline Precipitation (inches as 2.5 2.5 6.4 N/A liquid) SPDES Permit Samples: (mg/l) December November October Permit Limit BOD 2.4 mg/l 2.4 mg/l 2.4 mg/l 15 mg/l Percent Removal 99 % 99 % 99% 85% Total Suspended Solids 1 mg/l 2.3 mg/l 1 mg/l 15 mg/l Percent Removal 100 % 99 % 99% 85% TKN as N 1 mg/l 1 mg/l 1 mg/l 8 mg/l Fecal Coliform N/A N/A 1/100 ml 200/100 ml * Exceeds permit limit  Millbrook WWTP 0.50 Precipitation Monthly Average Flow 12 Month rolling average flow 0.45 0.40 0.35 0.30 Flow (MGD) 0.25 0.20 0.15 0.10 0.05 0.00 Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec 2020 2021 Month  0 0.05 0.1 0.15 0.2 0.25 0.3 0.35 0.4 0.45 0.5 Jan Feb Mar Apr May Jun 2018 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun 2019 Jul Aug Sept Oct Monthly flow Nov Millbrook wwtp flows Dec Jan Feb Mar Apr May 12 Month Avg 4Yr Jun 2020 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun 2021 Jul Aug Sept Oct Nov Dec Treasurer’s Report: December 2021 Treasurer and Clerk 12.01.21 DEPOSITS DISBURSED INTEREST 12.31.21 Updates: TAX ACCOUNT $590,955.67 $0.00 $75,000.00 $45.47 $516,001.14 GENERAL FUND $22,572.36 $193,263.04 $118,955.71 $4.55 $96,884.24 WATER FUND • Admin: Monthly Operating Statement $57,834.21 $6,442.93 $24,014.17 $3.93 $40,266.90 posted to the website SEWER FUND $52,351.46 $10,403.54 $20,537.15 $3.65 $42,221.50 • Mid-Year report- Karen McLaughlin ACCOUNTS PAYABLE $7,202.32 $114,719.44 $81,137.27 $0.00 $40,784.49 BEDROCK WELL ACCOUNT • Budget prep to begin Feb 2022 $9,975.98 $0.00 $0.00 $0.85 $9,976.83 Meetings in March 2022 ESCROW (PLANNING & ZONING) $2,500.00 $0.00 $0.00 $0.00 $2,500.00 HNL TRUST $43,447.51 $0.00 $0.00 $1.85 $43,449.36 MEDICAL DEDUCTIBLE $20,079.25 $0.00 $3,794.66 $0.00 $16,284.59 MILLBROOK RESTORATION $68,898.61 $0.00 $0.00 $5.85 $68,904.46 PAYROLL ACCOUNT $29,953.67 $44,258.62 $61,442.58 $0.00 $12,769.71 POLICE VEHICLE FUND $15,037.13 $0.00 $0.00 $1.28 $15,038.41 RESERVE FOR FIRE TRUCK $62,535.84 $0.00 $0.00 $2.65 $62,538.49 RESERVE FOR HIGHWAY EQUIP $13,078.72 $0.00 $0.00 $0.55 $13,079.27 FIRE/ RESCUE REPAIR RESERVE $35,084.46 $0.00 $0.00 $2.98 $35,087.44 TENNIS COURTS $28,715.97 $0.00 $0.00 $2.36 $28,718.33 THORNE TRUST $25,776.74 $0.00 $0.00 $1.10 $25,777.84 TREE REPLACEMENT PROGRAM $7,662.47 $0.00 $0.00 $0.00 $7,662.47 TRIBUTE GARDEN DONATIONS $10,062.68 $0.00 $0.00 $0.86 $10,063.54 TOTAL $1,103,725.05 $369,087.57 $384,881.54 $77.93 $1,088,009.01  Building Department Report Building Department December 2021 • Building Permits Issued: 5 • Sign Permit: 0 Description- 002590.01.000.00 Entry Date Amount JE Number • Certificate of Occupancy: 1 MS 21-29 11 Linden Ln 06-Dec-21 $125.00 2222 MS 21-28 19 Washington 06-Dec-21 $125.00 2222 • Certificate of Compliance: 1 BP 21-63 and 21-64 18 Merritt Ave 06-Dec-21 $155.00 2222 MS 21-30 21 Johnson Ln 06-Dec-21 $125.00 2222 • Certificate of Use: 0 MS 21-30 21 Johnson Ln 08-Dec-21 $125.00 2227 • Municipal Searches: 7 MS 21-32 3231 Sharon Turnpike 10-Dec-21 $125.00 2233 BP 21-65 10 Valley Farm 13-Dec-21 $375.00 2236 • Planning & ZBA MS 21-50 14-16 Fountain Pl 16-Dec-21 $125.00 2239 • Planning Board: BP 21-66 7 Bartel Pl 20-Dec-21 $75.00 2253 Kay Vanderlyn to serve another MS 21-33 34 Bennett Commons 30-Dec-21 $125.00 2256 term on the Planning Board BP 21-66 32 Front Marona's roof 30-Dec-21 $275.00 2256 No other updates given • ZBA: No updates given TOTAL: $1,755.00 • Old Business Updates New Business Code update status – Trustees: Water & Sewer, Climate Smart Resiliency Plan – Deputy Mayor Vehicles & Traffic Herzog CDBG request for sidewalks – Deputy Mayor Update to Shade Tree Policy – Deputy Mayor Herzog Herzog Retaining Wall project – Mayor Collopy MB Restorations status – Mayor Collopy Board of Trustee Updates Mayor Tim Collopy Deputy Mayor Vicky Contino Trustee Mike Herzog Trustee Buffy Arbogast Trustee Peter Doro  Mayor Update Retaining Wall: Project is MB Restorations Status: AT&T request to add out for bid – responses due proposal to upgrade rear of Flagler monument Blackboard antennas to water tower this month; conditions: Marona’s • Property owners below • MB Restoration Board • Car accident damaged • Preliminary discussion • Portal available wall agree to let agrees to help monument in 2020 underway • GIS info loaded contractors work on their • Approval pending • Insurance re-imbursed full • Technical • Training of staff scheduled property independent appraisal cost of estimated repair by review/agreement for 12/13 • Residents at top of Dineen • Final approval & payment Gnazzo Company: $9760 required w/ VRI & • Deployment still targeted agree to closure of road plan expected 1/2022 • Gnazzo Company started Delaware Engineering for this month during wall repair repair work 12/1; • VRI agrees to allow completion expected this overnight equipment month storage at WWTP Next Board of Trustees Meeting: MEETINGS ARE HELD AT THE Millbrook Firehouse 20 Front Street, Millbrook Wednesday, February 9, 2022 at 6:00 pm Regular Business Meeting Streaming LIVE on YouTube SUBSCRIBE NOW! 1/12/22 BOT DM Victoria Contino V&T Code Update-- Later this month we will resume meetings. DM REPORT I.Stanford Bridge( Cty Bridge W-21) Phone Mtg 1/11/22 with Matt Dutcavich, Engineer, Dutchess County Dept of Public Works County proposes to repair and upgrade the bridge Beginning design phase Don’t anticipate starting construction until mid 2024. Will need to divert thru traffic for approx a 6 month project on Stanford Rd to avoid the bridge. Likely at North out to Harts Village. Mayor raised import of bridge to walkers, runners and cyclists— in addition to car traffic to rt 44— and the concrete platform to sightseers/wildlife viewers at the dam. Per Matt’s confirming email, the Cty will be mindful of both in the design phase and agrees that if possible a widening of the shoulders would enhance pedestrian and cyclist safety crossing the bridge. They propose steel rails for safety. We will provide them information requested. The county agrees to appear at a future Board meeting to discuss the plans. II.Test Kit Grants For Fire and Rescue Volunteers Doesn’t seem to be govt funding available to offset costs wed for purchasing these kits, though FEMA has asked that I submit an email request. Have done. We are awaiting their review.