Board of Trustees

VILLAGE OF MILLBROOK - BOARD OF TRUSTEES BUSINESS MEETING MILLBROOK FIREHOUSE – 20 FRONT STREET DATE: OCTOBER 9, 2024 TIME: 6:00 PM FACILITATOR: BOARD OF TRUSTEES IN ATTENDANCE OPENING OF MEETING VIDEO LINK MEETING Mayor Collopy, Deputy Mayor Murphy, Trustee Mayor Collopy opened 10.09.2024 Meeting Herzog, Trustee Contino, Trustee Doro, Fire the meeting with the Department Chief Boscardin, FD President Pledge of Allegiance Please note: technical Rochfort, Assistant Chief Granger, Scott Osborn issues for the first half of (VRI), Police Chief Dworkin, Attorney Mackey, the meeting. and Clerk Witt ADMINISTRATIVE BUSINESS Minutes Approval: Motion made by Trustee Doro to approve the 9/11/2024 minutes, seconded by Trustee Herzog and all were in favor. Voucher Approval: Motion made by Trustee Contino to accept the Voucher fund totals as presented, seconded by Deputy Mayor Murphy and all were in favor (attached in presentation). DEPARTMENTAL REPORTS Fire & Rescue – Chief Boscardin read from the attached monthly report. Police – Chief Dworkin read from attached monthly report. Police Officer Hire: Chief Dworkin submitted a letter of recommendation to the Board in favor of hiring Officer Roman as a PT Officer (attached). Chief stated Officer Roman passed his background check. Officer Ken Roman was in attendance. After a brief introduction and discuss ion, Motion made by Mayor Collopy to accept the appointment of Officer Roman, seconded by Trustee Doro and all were in favor. Officer Roman to come to the Village Hall to be sworn in by Clerk 10/15/2024. Highway – Mayor Collopy read highlights from the attached monthly Highway report. The Board hired Ethan Kelly as the DPW Supervisor; he is expected to start working by the end of October. Water & Sewer – S. Osborn: read from attached monthly reports. WWTP Upgrade: Clerk Witt submitted to the Board the bank rates for the $300,000 WWTP Upgrade BAN. Bank of Millbrook came in at the lowest rate- 3.25%. Motion to accept the Bank of Millbrook’s rate made by Trustee Doro, seconded by Deputy Mayor Murphy and all were in favor. Treasurer & Building Dept – Clerk Witt: read from attached monthly reports. Newmont Stock: (see page 2) Clerk Witt explained the Village needed to amend Resolution 2024-011 to meet the request of the Computershare. STATUS OF ZONING UPDATE RLD MORATORIUM- TRUSTEE DORO Trustee Doro said he is continuing working with the Building Inspector, Village Attorney and Mayor. Will have a status update for the November meeting. Wednesday, October 9, 2024 – www.villageofmillbrookny.com 1|Page  RESOLUTIONS Newmont Stock RESOLUTION 2024-011.2 CORPORATE RESOLUTION- ATTACHED Motion to accept Resolution 2024-011.2 as presented by Deputy Mayor Murphy, seconded by Trustee Herzog- Roll Call Vote: Mayor Collopy- Aye Deputy Mayor Murphy- Aye Trustee Herzog - Aye Trustee Contino- Aye Trustee Doro- Aye ADJOURNMENT • Trustee Updates i) Climate Smart Communities (CSC): Trustee Herzog to talk to Village Attorney about having a Local Law resolution prepared for the November meeting. • Public Comment: None Executive Session- Police Update: Motion to enter into executive session made by Mayor Collopy, seconded by Trustee Doro and all were in favor. During the executive session, a motion was accepted by the board to engage John Queenan of the law firm of Rivkin Radler for a personnel matter. A motion carried to exit the executive session at 8:15 and a motion was immediately carried to adjourn the meeting. Motion to adjourn was made at 8:15 p.m. and was passed unanimously. Respectfully submitted by Village Clerk - Sarah J. Witt Wednesday, October 9, 2024 – www.villageofmillbrookny.com 2|Page Board of Trustees Meeting October 9, 2024 @ 6:00 pm PLEASE SILENCE YOUR CELL PHONE  1. Open Meeting: a. Pledge of allegiance b. Roll call of trustees 2. Administrative Business: a. Minutes approval Agenda b. Voucher approval 3. Department Reports: a. DC Legislature – DC Legislator Houston Village of Millbrook b. Fire & Rescue – Chief Boscardin, President Rochfort i. Updated DL#’s & DOB’s for LENS Board of Trustees c. Police – Chief Dworkin Wednesday, September 11, 2024 i. Request to appoint PT PO K. Roman d. Highway – Mayor Collopy 6:00 PM e. Water & Sewer – S. Osborn, VRI Village Hall i. BAN for WWTP U/G engineering costs – R. Smith f. Treasurer & Building Dept – Clerk Witt i. Newmont stock sale update 4. Old Business: a. a. Status of zoning update for RLD districts – Trustee Doro 5. New Business: a. (none) 6. General Public Comments 7. Board Member Updates: a. Deputy Mayor Murphy b. Trustee Herzog Residents are welcome to attend in-person. This c. Trustee Contino meeting will be broadcast on YouTube Live & then d. Trustee Doro will be posted to the Village website. e. Mayor Collopy 8. Executive Session: Police update The public can comment/question anytime via email 9. Next Board Meeting: Wednesday, 11/13/2024 - 6PM Firehouse villageofmillbrook@gmail.com 10. Adjournment  Voucher Totals October 9, 2024 UNPAID PAID General Fund $147,919.34 $60.00 Cap Sidewalks $1,925.10 Cap Sewer (Bennett Pump Station) $3,999.87 $40,850.00 Water Fund $43,181.72 Sewer Fund $22,356.45 TOTAL: $219,382.48 $40,910 NOTES: • General Fund: 10/1/24 Paid $60 for DCSMA meeting guest fee • Cap Sewer Fund: 9/26/24 Paid $40,850 to AENT Construction for Bennett Pump Station MILLBROOK FIRE DEPARTMENT 69 INCIDENTS REPORTED SEPTEMBER 2024 Millbrook Fire Dept EMS Responses NOTES: Automatic Fire Alarm 22 NDP (49-79) 38 Monthly drills EMS Call 43 MFD Ambulance 8 • Motor Vehicle Accident 1 MFD to Hospital 3 Wires Down/Elec. 0 MFD Members 15 Structure Fires (Furnace Malfunction) 1 Mutual Aid Given Burning Odor 1 Fire 1 Odor of Gas (M/A to Stanford) 1 NDP 6 TOTALS: 69 Mutual Aid Received Fire 1 NDP 1 POLICE DEPARTMENT STATISTICS SEPTEMBER 2024 Calls for Service: 133 INCIDENT REPORTS E-911: - Missing Person : 1 IN DEVELOPMENT Alarm – Burglar: 1 Motor Vehicle Accident: 3 Mobile Computers Alarm – Fire: 3 Noise Complaint: 1 • Sonic firewall installed • Hardware & software upgrades complete Animal Complaint: 2 Records Request: - • VPN connection established • TraCS and SJS installed and operational Assist Citizen: 4 Property Check: 2 Assist Other Agency: 12 Property Lost/Found: 1 Civil Matter: 1 Public Safety: 1 GRANTS Patrol Rifle Program Court Order: 1 Security Check: 4 • Grant application submitted 10/02/24 Domestic Incident: 1 School Checks: 18 Livescan Grant Foot Patrol: 35 Suspicious Person/Activity: 6 • Livescan system on order Harassment: 1 Traffic Summons: 10 Larceny: 1 Trespass : 1 Lockout: 2 Vehicle & Traffic Complaint: 12 Medical Aided: 6  Public Works Monthly Report September 2024 1. Residents who put out brush after the September 10th pick up are being notified that they are in violation of Village ordinance and are responsible for removing it 2. Leaf pickup started 10/1, ends 11/30 – see restrictions on website 3. Loose stone swept from Maple Ave – both machine & manual 4. Community Day support: put up banners, put out extra cans & barriers, tables 5. Weed kill along Village Green 6. Stencil new safety cones for PD 7. Delivered item 4 to pump station 8. Serviced leaf vacuum, backhoe & chainsaw 9. Removed dead animal from Harts Village roadway 10. Cleared birds from garage so P Rochfort could seal holes/gaps 11. Installed “Loading Zone” signs on Franklin for Marona’s & Canoe Hill during Wash Ave construction Monthly Water Report Comments: September 2024 1. Performed all routine sampling and maintenance September August July 2. Read all water meters Total Water Produced 5,323,075 5,053,835 5,115,765 3. Replaced 2 curb valves one on Average Daily Flow 177,435 163,025 165,025 Washington and one on Maple Peak Day Flow 201,420 195,000 254,610 Ave 4. Contacted Optimum about internet service for WTP - Sampling Results: waiting on estimate September August July 5. Finalized Lead Service Line Total Coliform Absent Absent Absent Inventory for submittal * 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 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 2022 2023 2024 MONTH Monthly Sewer Report Comments: September 2024 1. Performed all routine sampling September August July Permit Limit and maintenance Total Effluent Flow 3,082,710 4,150,655 3,829,150 n/a 2. Finished site work for Bennett PS Average Daily Flow 102,760 133,890 123,520 n/a 12-Month Rolling AVG 179,000 194,000 197,000 250,000 3. Survey crew at WWTP Peak Daily Flow 115,990 264,040 222,990 n/a 4. Reviewed sewer main inspection Precipitation (in. as liquid) 1.4” 5.4” 5.7” n/a reports from Arold SPDES Permit Samples: (mg/l) 5. Tractor serviced September August June Permit Limit 6. Cleaning filter beds BOD 2 mg/l 2 mg/l 2 mg/l 15 mg/l Percent Removal 99 % 99 % 99 % 85% Total Suspended Solids 2 mg/l 2.9 mg/l 2 mg/l 15 mg/l Percent Removal 99 % 99 % 99 % 85% TKN as N 1.76. mg/l 0.9 mg/l 1.2 mg/l 8 mg/l Fecal Coliform <2/100ml <2/100ml <2/100ml 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 Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept 2022 2023 2024 Month  Building Department Report: September 2024 Building Permits Issued 7 Planning & Zoning Sign Permit 0 • Ongoing: 16-18 Alden Pl- Millbrook Continental Restaurant • 3265 Franklin (Reardon Briggs) Certificate of Occupancy 1 • ZBA: Public Hearing for 12 Dineen set for 10/28 Certificate of Compliance 2 Municipal Searches 0 • Still waiting on reply from Rennia’s office concerning project amounts to be billed against Escrow. Short Term Rental App 0 Fire Inspection (not STR) 1 Short Term Rentals (STR): Total Fees Collected $1,084.80 • No new applications submitted in September Treasurer’s Report: Bank Balances - September 2024 Beginning Income Earned Income Earned Month End Contributions Withdrawals Interest Balance Fiscal YTD Calendar YTD Balance TAX ACCOUNT 192,500.16 6,364.38 75,000.00 28.83 313.36 328.52 123,893.37 GENERAL FUND 48,913.42 164,183.22 167,554.48 7.18 37.63 157.45 45,549.34 WATER FUND 138,140.46 3,559.12 18,897.16 24.55 88.82 154.89 122,826.97 SEWER FUND 133,735.13 1,480.97 70,226.00 17.11 94.52 193.68 65,007.21 ACCOUNTS PAYABLE 15,143.39 247,996.96 172,393.35 0.00 0.00 0.00 90,747.00 BENNETT PUMP STATION 129,255.28 0.00 83,206.77 18.17 35.01 43.55 46,066.68 ESCROW (PLANNING & ZONING) 6,893.14 0.00 0.00 0.00 0.00 0.00 6,893.14 HNL TRUST 17,888.93 0.00 0.00 2.75 11.77 30.46 17,891.68 MEDICAL DEDUCTIBLE 25,972.95 0.00 868.63 0.00 0.00 0.00 25,104.32 MILLBROOK RESTORATION 1.09 0.00 1.09 0.00 1.09 16.54 0.00 GRANTS * 1.09 0.00 1.09 0.00 0.00 0.00 0.00 PAYROLL ACCOUNT 11,764.27 39,798.55 39,240.62 0.00 0.00 0.00 12,322.20 POLICE VEHICLE FUND 1,728.24 0.00 0.00 0.00 0.00 0.00 1,728.24 RESERVE FOR FIRE TRUCK 1,681.83 0.00 0.00 0.26 1.11 2.52 1,682.09 RETAINING WALL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 WATER RESERVE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 SEWER RESERVE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 VEHICLES & EQUIPMENT * 0.00 52,000.00 0.00 0.36 0.36 0.36 52,000.36 WWTP UPGRADE * 0.00 0.00 0.00 0.00 0.00 0.00 0.00 SIDEWALKS 477.03 2,220.00 2,131.10 0.00 12.81 14.95 565.93 TENNIS COURTS 302.96 0.00 0.00 0.05 0.24 0.56 303.01 THORNE TRUST 0.00 0.00 0.00 0.00 0.00 9.74 0.00 TREE REPLACEMENT PROGRAM 0.00 0.00 0.00 0.00 1.18 7.66 0.00 TRIBUTE GARDEN DONATIONS 14,871.84 1.09 0.00 2.86 12.22 20.39 14,875.79 TOTAL 739,271.21 517,604.29 629,520.29 102.12 610.12 981.27 627,457.33 Treasurer’s Report: NYCLASS Balances - September 2024 Average Monthly Yield: 5.0165% Beginning Income Earned Income Earned Month End Contributions Withdrawls Interest Balance Fiscal YTD Calendar YTD Balance RESERVE FOR FIRE TRUCK 373,404.54 0.00 0.00 1,538.56 6,332.44 13,158.47 374,943.10 TAX ACCOUNT 998,154.85 0.00 2,200.00 4,111.01 13,705.55 25,496.19 1,000,065.86 WATER FUND 10,392.52 0.00 0.00 42.80 177.46 398.10 10,435.32 SEWER FUND 50,859.16 0.00 0.00 209.56 868.54 4,275.06 51,068.72 FEMA 16,409.79 0.00 0.00 67.62 280.25 500.62 16,477.41 BENNETT PUMP STATION 235,031.22 0.00 0.00 968.41 4,013.70 7,462.69 235,999.63 TENNIS COURT RESERVE 51.02 0.00 0.00 0.25 14.11 51.27 51.27 TOTAL 1,684,303.10 0.00 2,200.00 6,938.21 25,392.05 51,342.40 1,689,041.31 Total Balances - September 2024 BEGINNING INCOME EARNED INCOME EARNED MONTH END CONTRIBUTIONS WITHDRAWALS INCOME EARNED BALANCE FISCAL YTD CALENDAR YTD BALANCE BANK OF MILLBROOK 584,697.31 517,604.29 629,519.20 102.12 614.40 981.27 627,457.33 NYCLASS 1,684,303.10 0.00 2,200.00 6,938.21 25,392.05 51,342.40 1,689,041.31 TOTAL 2,269,000.41 517,604.29 631,719.20 7,040.33 26,006.45 52,323.67 2,316,498.64 Clerk/Treasurer Highlights 2024/2025 Taxes & TOW SBA Sent out final tax reminders – 14 • Applied for remaining $20,000 from the CDBG for sidewalks - still in review No payments can be accepted after 10/31 • Renamed 3 bank accounts for better record keeping. (unless postmarked). o A Fund: Grants and Vehicles & Equip Taxes turned over to DC in November. o G Fund: WWTP Upgrade • Community Day was a huge success! Thank you to all who contributed and participated! Special thanks to Total Paid: $1,171,724.58 Buffy and the rest of the Community Day Committee for making the day happen ☺ Unpaid: $23,833.83 • On 10/22 I will be attending a virtual seminar through NYGFOA; focusing on Government Accounting, Budget, Fund Balances, etc. SBA: Total Paid: $10,686.05 Unpaid: $836.65 – 4 customers • Newmont Stock - Corporate Resolution was rejected. Amended the resolution for the Board to pass 10/9. A final notice will be sent out by 10/15  Corporate RESOLUTION No. 2024-011.2 Amending Resolution 2024-011 Resolution Click link to view resolution 2024-011.2 https://villageofmillbrookny.com/wp- content/uploads/2024/10/2024-011-2-Corporate-Resolution- 2024_AMENDED_10-09-24.pdf Board of Trustee Updates Mayor Tim Collopy Deputy Mayor Patrick Murphy Trustee Vicky Contino Trustee Peter Doro Trustee Mike Herzog Next Board of Trustees Meeting: MEETINGS ARE HELD AT THE Millbrook Firehouse Monthly Business Meeting @ Firehouse 20 Front Street, Millbrook Wednesday, November 13, 2024 @ 6:00 pm (unless otherwise noted) Streaming LIVE on YouTube SUBSCRIBE NOW!