Board of Trustees

Village of Millbrook Board of Trustees Wednesday, 07/12/2023 - 6 PM Millbrook Firehouse, 20 Front Street, Millbrook NY,12545 1. Roll Call: Mayor Collopy, Deputy Mayor Doro, Trustee Herzog, Trustee Murphy, Fire Department (FD) Chief Boscardin Matt Rochfort (FD President), Scott Osborn (VRI), Attorney MacDonald, and Clerk Witt 2. Open meeting – 6:00 PM with Pledge of Allegiance. 3. Administrative Business: Minutes Approval: Motion made by Deputy Mayor Doro to approve the minutes of June 14th and June 28th, seconded by Trustee Herzog and all were in favor. Voucher Approval: Motion made by Deputy Mayor Doro to accept the Voucher fund totals as presented, seconded by Trustee Herzog and all were in favor (attached). 4. DC Legislator Houston: Reported the County has purchased 500 plots for a Veteran’s Cemetery on 9G. 5. Department Reports: a. Fire & Rescue – Read from attached report. FD Chief Boscardin is gathering quotes for the Chief’s vehicle. He also reported the County will be starting to update the radio system. DC Legislator Houston says she believes the County will cover the cost of the car radios and portables but will confirm. The Board congratulated the FD on a job well done with the Fireman’s Parade and Block Party. FD President Rochfort said the air conditioning unit in the fire hall is on borrowed time and will need replacing. He doesn’t know the cost yet but will come to the Board with a plan. b. Police – OIC Witt (absent): Mayor Collopy read from attached monthly report. The Board had a discussion concerning the need for the Police Policies and Procedures to be updated. The Mayor received a quote from a company called Lexipol that could update the policies and keep it current. The cost would be $15,000 for the set-up and there will be an annual fee. The Board’s discussion included weighing the needs for the policies and procedures being updated versus purchasing a new police car this year. Mayor Collopy says there may be an option to buy a used police car from another municipality. Mayor Collopy said he would like the Board to review the Lexipol proposal and tabled the discussion for a later date. c. Highway – PWS Collocola read highlights from the attached monthly report. He asked the residents to please wait closer to the brush pick-up days when putting out the summer brush. A few people have been putting brush out weeks in advance- it can cause plugging in the catch basins and is unsightly. d. Water & Sewer – S. Osborne: read from attached monthly reports. Reported the Water and Sewer bills have been mailed out. Mayor Collopy said the bids were opened for the Sewer Main Lining Project and asked Mr. Osborn to review. Mr. Osborn said the bid from Arold is low bid and they have done the last leg of the project and they do good work quickly. Motion made by Mayor Collopy to accept the $33,336 bid from Arold, seconded by Trustee Murphy and all were in favor. WIIA Grant Resolution: Resolution 2023-006 (Attached)- This resolution pertains to the Wastewater Treatment Plant Upgrade Project. In a Roll Call Vote five (5) votes were recorded Aye and zero (0) votes were recorded Nay- passing unanimously. e. Treasurer & Building Dept – Clerk Witt: read from attached reports. Reported she is working on the Annual Financial Report (AFR) and hoped to complete it by August 1st. f. Attorney- Ian MacDonald- has been asked to review and prepare the legal docs for the senior and veterans tax exemption proposal from Mayor Collopy- which will go into Local Law if approved. 6. Public Comments- None. 7. Short-Term date (STR)- Deputy Mayor Doro: The Board went over the proposed STR code and STR Application (attached). Mayor Collopy is seeking comment from a few members of the public and plans to pass the proposed law on to Attorney MacDonald to (potentially) prepare the legal docs for the August meeting. 8. Board Member Updates 9. Next board meeting: Business Meeting: August 9, 2023 10. Adjournment: Motion to adjourn at 7:55 PM was made by Mayor Collopy seconded by Deputy Mayor Doro and all were in favor. Respectfully submitted by Village Clerk Sarah J. Witt 1|P a g e July 12, 2023- Village Board of Trustees- www.villageofmillbrookny.com- for video of meeting Board of Trustees Meeting July 12, 2023 @ 6:00 pm PLEASE SILENCE YOUR CELL PHONE  Record of Action 1. Open Meeting: Pledge of Allegiance & roll call of trustees Minutes Approval: Motion made by Deputy 2. Administrative Business: Mayor Doro to approve the minutes of June a. Minutes approval 14th and June 28th, seconded by Trustee b. Voucher approval Herzog and all were in favor. Voucher Approval: Motion made by Deputy 3. Department Reports: Mayor Doro to accept a. DC Legislature update – Legislator Houston Sewer Main Lining: Motion made by Mayor b. Fire & Rescue – Chief Boscardin, President Rochfort Collopy to accept the $33,336 bid from c. Police – OIC Witt including police car bids Arold, seconded by Trustee Murphy and all d. Highway – Hwy Super Collocola were in favor. e. Water & Sewer – VRI: S. Osborn including sewer lining bids Adjournment: Motion to adjourn at 7:55 PM f. Treasurer & Building Dept – Clerk Witt including PB resignation & nomination was made by Mayor Collopy seconded by Deputy Mayor Doro and all were in favor. 4. Public Comments 5. Board Member Updates: a. Deputy Mayor Doro – STR’s & tennis court repair b. Trustee Herzog – sidewalks & trees c. Trustee Contino - EV station & code update proposal d. Trustee Murphy – Village Hall front steps e. Mayor Collopy - Senior & Veteran tax exemption updates; BOE presentation 6. Next regular board meeting – Wednesday, 8/9/2023 - 6PM 7. Adjournment  Notes: We will be paying the Marshall & Sterling insurance bill of $78,356.93 after the Voucher Totals meeting as we are waiting on the department breakdown of costs. $6,953 is Sewer Fund July 12, 2023 $2,920 is Water Fund The remaining will come out of General Fund but will be distributed accordingly between Village & Fire. Unpaid Vouchers 22/23 FY 23/24 FY TOTAL General Fund $ 1,756.69 $ 56,570.42 $ 58,327.11 Water Fund $ 972.00 $ 52,856.45 $ 53,828.45 Sewer Fund $ 18,317.31 $18,317.31 TOTALS: $ 2,728.69 $ 127,744.18 $ 130,472.87 MILLBROOK FIRE DEPARTMENT 80 INCIDENTS REPORTED JULY 2023 Millbrook Fire Dept EMS Responses Automatic Fire Alarm 19 NDP (49-79) 55 EMS Call 52* MFD Ambulance 6 Hazmat 1 MFD Members 38 Motor Vehicle Accident 3 Mutual Aid Given Smoke Investigation 0 Fire 3 CO 2 EMS 5 Fires 0** TOTALS: 80 Mutual Aid Received Fire 0 * 55 including MVA response EMS 3* ** 1 mutual aid given fire * 3 for 2nd call in district V.M.P.D MONTHLY REPORT 98 INCIDENTS REPORTED (including, but not limited to) JUNE 2023 Incident #’s 18093-18191 TRAFFIC ASSIST OTHER AGENCIES CRIMES PUBLIC SERVICE Traffic Tickets 1 NYSP 5 Harassment 1 Mental Health 1 Funeral Detail 1 Parking Tickets 8 Millbrook Fire 3 Vandalism 2 Animal Complaint 2 Civil 1 Traffic Complaints 3 EMS 9 Fraud 2 Neighbor Dispute 1 Assist Citizen 1 Parking Complaints 10 Millbrook Central School 3 Domestic 1 Burglar Alarm 4 Property Check 1 Property Damage Accident 2 T/Washington Court 3 Order Protection Issued 1 Suspicious Activity 2 Welfare Check 2 Road Hazard 5 Information 1 911 Misdial 1 Lost/Found Property 3 Vehicle Lockout 2 School Checks 18 Residential Lockout 1 Foot Patrols 13  Public Works Monthly Report June 2023 1. Next Summer Brush Pick-Up Day: Monday August 14th 2. Mowed and trimmed all village properties 3. Installed AC units in Village Hall 4. Installed new Batteries in 2011 dump 5. Took down tree limbs at sewer plant 6. Trimmed low tree branches throughout village 7. Began removing and replacing signage throughout village 8. Repaired catch basin on Maple Ave 9. Trimmed low hanging branches on Franklin Ave 10. Removed Barrels from Franklin Ave 11. Painted 10 min parking lines on Washington and Church Street 12. Assisted VRI with unloading materials 13. Patched potholes 14. Removed dead deer from roadway 15. Water sealed base of Village Hall at Handicap ramp 16. Church St, Dineen, Nine Partners all roadside mowed 17. Picked up street garbage 18. Put out and picked up garbage pails for parade 19. Remove down tree from Nine Partners Road during rainstorm 20. Cleared plugged catch basins throughout village Monthly Water Report Comments: June 2023 1. Performed all routine sampling and maintenance June May April 2. Read all water meters Total Water Produced 5,098,155 4,893,630 4,512,970 3. Replaced curb box on County Average Daily Flow 169,939 157,859 150,432 House Rd Peak Day Flow 242,629 215,375 210,870 4. Water leak on County House Rd repaired by owner Sampling Results: 5. Replaced fire hydrants on Washington and Franklin June May April Total Coliform Absent Absent Absent 6. Replaced 6 curb valves on Reservoir and moved off the * Results not in compliance road  Millbrook Water Average Daily Flow 500 450 400 Permitted Flow 350 FLOW (1,000 GALLONS) 300 250 200 150 100 50 0 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2021 2022 2023 MONTH Monthly Sewer Report Comments: June 2023 1. Performed all routine sampling June May April Permit Limit and maintenance Total Effluent Flow 3,317,705 4,371,694 4,045,640 n/a 2. EarthCare hauled dry sludge Average Daily Flow 110,600 141,000 134,900 n/a 12-Month Rolling AVG 179,000 181,000 183,000 250,000 3. Met with Delaware and Bob to Peak Daily Flow 147,600 292,946 237,918 n/a review plan for Bennett PS Precipitation (in. as liquid) 4.8” 1.5“ 5.0” n/a 4. Cleaned sludge drying beds SPDES Permit Samples: (mg/l) 5. Bids for Sewer Main Lining June May April Permit Limit BOD 4 mg/l 4 mg/l 2 mg/l 15 mg/l Percent Removal 99 % 98 % 99 % 85% Total Suspended Solids 2 mg/l 2 mg/l 2 mg/l 15 mg/l Percent Removal 99 % 99 % 100 % 85% TKN as N 0.9 mg/l 0.8 mg/l 0.63 mg/l 8 mg/l Fecal Coliform 2/100 ml 2/100 ml n/a 200/100 ml * Exceeds permit limit  Millbrook WWTP Precipitation Monthly Average Flow 12 Month rolling average flow Inaccurate Flow Meter 0.50 0.45 0.40 0.35 0.30 Flow (MGD) 0.25 0.20 0.15 0.10 0.05 0.00 Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun 2021 2022 2023 Month  INSERT into PDF 2023-006 Resolution WWTP Upgrade-WIIA Funding Application  Building Department Report: June 2023 Building Permits Issued 2 Notes: Sign Permit 0 Certificate of Occupancy 2 Certificate of Compliance 1 Certificate of Use 0 Municipal Searches 1 Outdoor Dining Permit 0 Total Fees Collected $1825.00 Planning & ZBA PB: Meeting 7/10- “House of Stefas” ZBA:  Treasurer’s Report: Bank Balances - June 2023 Beginning Balance Contributions Withdrawls Interest Income Earned YTD Month End Balance TAX ACCOUNT $ 21.06 $ 979,664.51 $ 696.95 $ 84.10 $ 232.81 $ 979,072.72 GENERAL FUND $ 186,346.56 $ 114,987.77 $ 181,664.77 $ 28.89 $ 261.83 $ 119,698.45 WATER FUND $ 119,072.82 $ 4,300.74 $ 26,468.91 $ 22.28 $ 97.43 $ 96,926.93 SEWER FUND $ 103,250.52 $ 2,019.37 $ 32,031.64 $ 18.20 $ 121.22 $ 73,256.45 ACCOUNTS PAYABLE $ 22,418.40 $ 172,630.14 $ 175,482.89 $ - $ - $ 19,565.65 ESCROW (PLANNING & ZONING) $ 3,500.00 $ - $ - $ - $ - $ 3,500.00 HNL TRUST $ 26,657.76 $ - $ 13,167.84 $ 3.93 $ 30.60 $ 13,493.85 MEDICAL DEDUCTIBLE $ 3,064.43 $ 24,000.00 $ 1,201.37 $ - $ - $ 25,863.06 MILLBROOK RESTORATION $ 23,756.93 $ - $ - $ 4.88 $ 29.43 $ 23,761.81 PAYROLL ACCOUNT $ 21,602.57 $ 43,893.43 $ 53,089.42 $ - $ - $ 12,406.58 POLICE VEHICLE FUND $ 1,728.24 $ - $ - $ - $ - $ 1,728.24 RESERVE FOR FIRE TRUCK $ 1,676.67 $ - $ - $ 0.21 $ 2.57 $ 1,676.88 RETAINING WALL $ 2,001.50 $ - $ - $ - $ - $ 2,001.50 WATER RESERVE $ 9,999.19 $ - $ - $ 2.05 $ 12.39 $ 10,001.24 SEWER REVERVE $ 22,043.13 $ - $ - $ 4.53 $ 27.31 $ 22,047.66 TENNIS COURTS $ 302.00 $ - $ - $ 0.07 $ 0.38 $ 302.07 THORNE TRUST $ 19,504.89 $ - $ - $ 2.40 $ 14.50 $ 19,507.29 TREE REPLACEMENT PROGRAM $ 7,664.55 $ - $ - $ 0.63 $ 2.71 $ 7,665.18 TRIBUTE GARDEN DONATIONS $ 10,086.09 $ - $ 1,496.00 $ 1.91 $ 12.34 $ 8,592.00 TOTAL $ 584,697.31 $ 1,341,495.96 $ 485,299.79 $ 174.08 $ 845.52 $ 1,441,067.56 Treasurer’s Report: NYCLASS Balances - June 2023 Beginning Balance Contributions Withdrawls Income Earned Income Earned YTD Month End Balance RESERVE FOR FIRE TRUCK $ 265,168.22 $ - $ - $ 1,067.75 $ 5,409.39 $ 266,235.97 TAX ACCOUNT $ 304,684.72 $ - $ - $ 1,226.88 $ 5,085.02 $ 305,911.60 WATER FUND $ 25,467.82 $ - $ - $ 102.55 $ 489.65 $ 25,570.37 SEWER FUND $ 340,670.93 $ - $ - $ 1,371.75 $ 6,019.25 $ 342,042.68 TOTAL $ 935,991.69 $ - $ - $ 3,768.93 $ 17,003.31 $ 939,760.62 Average Monthly Yield: 4.8897 % Total Balances - June 2023 YTD INCOME EARNED: $ 17,003.31 Beginning Balance Contributions Withdrawls Income Earned Month End Balance BANK OF MILLBROOK $ 584,697.31 $ 1,341,495.96 $ 485,299.79 $ 174.08 $ 845.52 $ 1,441,067.56 NYCLASS $ 935,991.69 $ - $ - $ 3,768.93 $ 17,003.31 $ 939,760.62 TOTAL $ 1,520,689.00 $ 1,341,495.96 $ 485,299.79 $ 3,943.01 $ 17,848.83 $ 2,380,828.18 Clerk/Treasurer Highlights Taxes Collected: $1,116,179.53 Taxes Outstanding: $53,445.35 (35 bills unpaid) Sent out Town SBA Invoices Started AFR/AUD Report with Karen Received CHIPS money on June 23, 2023 in the amount of $88,099.51 § 230-30 B- Bed-and-Breakfast Establishments and Room Rental Homes A bed-and-breakfast establishment may be allowed in an owner-occupied single-family dwelling and a room rental home may be allowed in an owner-occupied single- or two-family dwelling, subject to applicable special permit and site plan approvals and compliance with the following standards: A. Each bed-and-breakfast establishment or room rental home shall be designed, maintained, and operated to preserve and complement the residential appearance of the site and the existing character of the surrounding area. B. A registered resident host of the property shall live on the site throughout the visitors' stay and supervise guests so as not to disrupt the neighborhood. C. The guest rooms shall be limited to the principal dwelling and/or one accessory building. Any guest room in an accessory building shall have sanitary facilities. D. No guest shall stay for a period more than 30 days. E. The owner shall collect and preserve registration records for a minimum of three years. F. The owner or resident host may serve breakfast to guests, but a public dining room, restaurant, bar, or other commercial use is prohibited. G. Off-street parking shall be located behind the front plane of the principal structure and shall be consistent with the residential character of the site. Parking shall be consistent with § 230-16 and Table J. H. One identification sign is permitted, not to exceed four square feet in area and five feet in height and shall be otherwise in compliance with §230-20, Signs and supporting structures. I. The owner shall give reasonable access for inspections to be conducted to ensure compliance with the provisions of this chapter and the New York State Building § 230-30 A Short-Term Rental A. Purpose. The purpose of this section is to establish a set of regulations applicable to non- hosted short-term rentals of residential property. These regulations are in addition to all other provisions of this chapter. In the adoption of these standards the Board of Trustees find that non-hosted short-term rentals have the potential to be incompatible with surrounding residential uses, especially when several are concentrated in the same area, thereby having the potential for a deleterious effect on the adjacent full-time residents. Special regulation of these uses is necessary to ensure that they will be compatible with surrounding residential uses and will not act to harm and alter the neighborhoods they are located within. B. Definition. A non-hosted single-family or two-family dwelling, or an accessory dwelling unit, in which at least one and not more than three bedrooms are for overnight accommodation, the rates for which including lodging only, and in which no public restaurant is maintained, and no other commercial services are offered. A qualifying property must be the owner's primary residence. C. A short-term rental may be allowed subject to an application for a permit, renewable on an annual basis, and compliance with the following standards: (1) Permits issued for short-term rentals shall be limited to a maximum of 15 within the Village decided by public lottery on an annual basis. No permit may be allowed for any lot located within two lots from a lot where a current permit has been issued from a public lottery draw. Notice of the application prior to issuance of a permit shall be provided to adjoining property owners within 250 feet of the property on which the permit has been issued. (2) The property shall be designed, maintained, and operated to preserve and complement the residential appearance of the site and the existing character of the surrounding area. There shall be no change permitted to the residential character of the outside appearance of the building, either using colors, materials, or lighting. § 230-30 A Short-Term Rental (3) An owner leaving Dutchess County overnight during the rental period must engage the services of agent with the right to enter and maintain possession of the dwelling. This agent must be available 24 hours a day to respond to tenant and neighborhood concerns and be capable of responding within two hours of notification from the Village. (4) There shall be no more than six occupants as lodgers at any given time, with a maximum of two occupants per bedroom. (5) The guest bedrooms shall be limited to the principal dwelling and/or one accessory building. Any guest room in an accessory building shall have sanitary facilities within that accessory building approved by the applicable authority. (6) Short-term rentals are limited to 16 days in any one calendar year and there must be a seven-day period of no rental activity between rentals. A "rental day" shall be deemed to mean any day that the property is occupied for rental overnight. (7) The owner shall collect and preserve registration records for a minimum of three years and make them available for inspection upon request of the Code Enforcement Officer. (8) Parking shall be consistent with § 230-16 and Table J(1). Any required additional parking shall not be allowed in front of a principal structure by expanding use of an existing driveway. (9) A Village-issued registration plaque must be displayed on the front of the dwelling and a copy of the permit must be displayed within the interior during the duration of its validity. Other than the plaque, the availability of the rental to the public shall not be advertised on the premises. (10) If a property owner advertises their rental, the Village permit number must be included in the listing. § 230-30 A Short-Term Rental (11) An annual satisfactory inspection from the Code Enforcement Officer is mandatory prior to issuance of a permit. The owner shall give reasonable access for inspections to be conducted to ensure compliance with the provisions of the Village of Millbrook Code, the NYS Uniform Fire Protection and Building Code and Department of Health Code. (12) All guests are subject to the provisions of §230-14, General performance standards, and of the enforcement provisions of § 230-15. The owner/agent is responsible for informing each guest of these provisions. (13) A property found not to follow any section of this law will be subject to a monetary fine in accordance with the schedule below, in addition to any and all applicable remedies and penalties found in § 230-14 that do not conflict with this section. (a) A $1,000 fine will be assessed for the first offense. (b) A second violation will result in the revocation of the permit, or if the property is operating without a permit the owner will be prohibited from reapplying for any permit. (14) At the time of passage of this law, property owners operating a short-term rental in violation of the above-listed standards will be given a ninety-day grace period in which to apply for a permit. Insert file into pdf version Board of Trustee Updates Mayor Tim Collopy Deputy Mayor Peter Doro Trustee Mike Herzog Trustee Vicky Contino Trustee Patrick Murphy Next Board of Trustees Meeting: MEETINGS ARE HELD AT THE Millbrook Firehouse Monthly Business Meeting 20 Front Street, Millbrook Wednesday, August 9, 2023 at 6:00 pm Streaming LIVE on YouTube SUBSCRIBE NOW!  Resolution #2023-006- Adopted July 12, 2023 VILLAGE OF MILLBROOK WWTP UPGRADE PROJECT Board Resolution – WIIA Funding Application WHEREAS, The Village of Millbrook, New York (hereinafter the “Village”) has established the public benefit of the Wastewater Treatment Plant Upgrade Project (hereinafter the “Project); and WHEREAS, the Project includes rehabilitation and upgrade of the existing equipment at the WWTP (hereinafter the “Project”); and, WHEREAS, the Village has the opportunity to apply for grant funds from the NYS Water Infrastructure Improvement Act (WIIA) which may fund up to $25 million or 25% of the total project costs; and, WHEREAS, the total Project cost is estimated at $7,350,000; and, WHEREAS, the Village is prepared to contribute matching funds through the Clean Water State Revolving Fund loan program; and, THEREFORE, BE IT RESOLVED THAT 1. The Village of Millbrook is authorized to submit the WIIA grant application. 2. The Mayor of the Village of Millbrook is authorized to sign the WIIA grant application. 3. The Village agrees to provide the matching funds required for the WIIA project through the Clean Water State Revolving Fund loan program. Mayor Collopy X Nay____ Aye____ Deputy Mayor Doro Aye____ X Nay____ Trustee Herzog X Aye____ Nay____ Trustee Contino X Nay____ Aye____ Trustee Murphy X Nay____ Aye____ The resolution was thereupon duly adopted on July 12, 2023. ___________________________ Sarah Witt, Clerk, Village of Millbrook