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HomeMy WebLinkAbout2002-01-08 - Board of Trustees Meeting Minutes APPROVEDMINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. SPECIAL MEETING/AGENDA MEETING VILLAGE OF RYE BROOK BOARD OF TRUSTEES MEETING VILLAGE HALL, 938 KING STREET TUESDAY, JANUARY 8, 2002—7:30 PM 7:00 PM Executive Session on Personnel ROLL CALL: PLEDGE OF ALLEGIANCE: REPORT: 1. Open Space Committee. RESOLUTIONS: 1. Designating Polling Places for the 2002 Village Election March 19, 2002. 2. Appointment of Office Assistant-Automated Systems. 3. Authorization to Approve the Schedule of Bills Payable. 4. Rejecting Bids for Contract #01-12 Residential Curb-Side Recycling Collection Services. 5. Authorizing Development of Plan for Residential Cub-Side Recycling Collection Services. OLD BUSINESS: 1. Utility Easement matters (including the review of the relevant 8/24/01 memorandum from Keane and Beane to the Board of Trustees). 2. Review of Sanitation on Private Streets. DISCUSSION OF AGENDA ITEMS SUGGESTED BY MEMBERS OF THE VILLAGE BOARD: ' 1. Red Cross Shelter Management Volunteers. 2. Village Policy Regarding Encroachments on Village Park Lands. 3. Purpose and Policy of Friends of Rye Brook, Inc. and Contributions for the Benefit of Village Programs or Property. 1 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. 4. Status of Various Red Roof Farm Development Issues. 5. Village Tree Planting Program. DISCUSSION OF AGENDA ITEMS SUGGESTED BY MEMBERS OF THE PUBLIC. PRESENT: FRANCIS L. FILIPOWSKI,Mayor JODY H. BRACKMAN DONALD L.DEGLING DEAN P. SANfON LAWRENCE A.RAND Trustees ABSENT: None STAFF: Edward F. Beane - Village Attorney Christopher J. Bradbury- Village Administrator Ingrid Richards - Assistant to the Village Administrator Chief Robert J. Santoro -Chief of Police Victor G. Carosi,P.E., Village Engineer Frederick P. Clark - Village Consultant Michael S.Bogin- Telecommunications Consultant Steven M. Silverberg- Village Attorney Gina Tarascio - Meeting Secretary 1. Pledge of Allegiance Mayor Flpowslu called the meeting to order and invited Board to join in the Pledge of Allegiance. 2. Roll Call Mayor Filipowski asked the Assistant to the Administrator to call the roll; a quorum was present to conduct official Village business. 3. Appointment of Office Assistant- Automated S, ems Mayor Filipowski opened the meeting and welcomed everyone. Mayor Filipowski noted that he would be taking one item out of order. He called for item number two, as a courtesyto Ms. Angeline Tondreau who was present and being appointed to the new position of office assistant of automated systems.Mr. Bradbury provided background information on Ms. Tondreau whose most recent position was working at Stormo Landscaping,P.C. as a secretary. In addition,Ms. Tondreau worked for Rye Brook 2 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. Recreation as a Tennis Attendant and was also a childcare provider at Arrowwood. Mayor Filipowski along with the Board welcomed Ms. Tondreau.Ms.Jean Gessoff, Senior Citizen Coordinator introduced Ms. Tondreau to the Board and stated she was excited about Ms. Tondreau joining her.Ms. Tondreau also thanked the Board. On a motion made by Trustee Rand, and seconded by Trustee Degling the following resolution was adopted: RESOLVED,that Angeline Tondreau of 264 King Street,Port Chester,New York, is hereby appointed provisionally to the position of Office Assistant- Automated Systems with the Village of Rye Brook,subject to the Civil Service procedures of the State of New York; and be it FURTHER RESOLVED,that the annual salary is $31,500 with an effective start date of January 9,2002. TRUSTEE BRACEMAN VOTING AYE TRUSTEE DEGLING VOTING AYE TRUSTEE RAND VOTING AYE TRUSTEE SANTON VOTINGAYE MAYOR FILIPOWSKI VOTING AYE 4. Open Space Committee Report At this time,Mayor Filipowski called for the first item on the agenda. This report was presented by Robert Harris, 45 Meadowlark Road, a member of the Planning Board and Open Space and Land Use Committee. Mr. Harris thanked the Board and also Trustees Degling and Santon for all their help and time given to this project. Mr. Harris addressed the Board and presented a plan to the Village Board on how it can implement its vision plan legacy. The first three items he discussed were items the Village was already working on which includes the firehouse, new baseball field and a movement towards a roof top cellular rather than 150'tower. Mr. Harris stated that one item the Village needs to work on is preserving open space. Mr. Harris recommended using the Open Space and Land Use Committee Report as a to do Est and as part of a legacy the Board could leave to the Village of Rye Brook.Mr. Harris stated that some of the themes discussed in this report were encroachments,funding sources, and pocket parks. Mr. Harris pointed out that encroachments currently exist in Elm Hill Park, Roanoke Avenue and Meadowlark Park Mayor Filipowski requested that Mr. Harris point out these locations on the map so new residents would get an idea of where these locations are.Mr. Harris stated that the number one problem with encroachments is with Ridge Manor Park. This is due to several water problems with all of the residents.Mr. Harris also cited another encroachment example,whereby one resident has a dog pen built entirely on Village land. 3 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. Mr. Harris also presented and discussed funding sources to the Board. One of the funding sources is the Ward's Castle footage,which appears to serve no purpose, and would be a good source of funding.Mr.Harris also noted that Roanoke Avenue Park is a potential funding source on the pocket park list. Mr. Harris noted that in regard to Elm Hill Park, he didn't know what the neighborhood wanted and that there are sonic encroachments that exist there as well. Mr. Harris recommended selling certain pieces of the Village's land to the encroaching neighbors. Mr. Harris' recommendation to the Board is that the Ward's Castle should be used for funding and that the Board should place a deed restriction and move quickly on this. Mr. Harris suggested Meadowlark Park as a pocket park and recommended adding swing sets and benches along with sandboxes for enjoyment.Mr. Harris recommended not to put a pocket park at Hillandale Circle because a safety issue exists and also noted that the neighbors did not want a fence but would like a couple of benches. And as far as Roanoke Avenue is concerned for a pocket park,they would need to perform a full survey with the neighbors and see if this was suitable. Mr. Harris also presented a to do list for the Board which included incorporating a soccer field which is the Village's greatest need at the King Street Compost Site.Mr. Harris stated that the Village only needs to level the land and clear some trees,which is not a large expense. Although this idea wasn't discussed with the immediate neighbors,Mr. Harris believes the neighbors will agree to this, because they are currently looking at a dump.Mr. Harris urged the Board to sell the Ward's Castle land to obtain funding for the soccer field. Mr.Harris also recommended restoring the wetland at Rich Manor Park by clearing encroachments and adding a continuous walking path and a protection fence because it is extremely dangerous in its current state. Mr. Harris stated to the Board that Harlmess Park would be a reasonable and logical location for a community/teen center. Mr. Harris would like to see a community survey performed to get the project started.Mr. Harris explained that the Village already owns this land and the tree buffer would not impact the Arbors. Mayor Filipowski thanked Mr. Harris regarding the education about the size of Harkness Park and the possibilities for development in this report. Trustee Brackman noted that she was very impressed with this report and thought these ideas were excellent. Mr. Bill Aughavin, 16 Mohegan Lake, Rye Brook resident addressed the Board and asked why does the Village have Roanoke as a park and asked not to turn it into a parking lot. Trustee Santon addressed the Board and stated that he participated on the Committee and that the Board should focus on priorities listed at the end of the Report, which are encroachments and specific recreation possibilities. Trustee Santon also stated that they need to review the financial impact and that Mr. Bradbury was working on a six-year 4 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. capital budget. Trustee Santon would like to see what the next steps are and obtain cooperation with the school regarding Harkness Park and the soccer field because the school's parking lot will play a role in this project. Mayor Filipowski noted that a dialogue is already taking place regarding this issue and the school Board was going to address this issue at Monday night's meeting. Mr. Ken Heller, 22 Lincoln Avenue, resident of Rye Brook addressed the Board and stated that they are only talking about a fraction of open space in the Village and that the Board members are closing their eyes to properties on Anderson Hill Road,North Lincoln Avenue where there are larger properties and subdivisions.Mr. Heller also noted that he hopes this is not the end but only a small beginning and suggested that they expand in the future.Mayor Filipowski invited Mr. Heller to read the Open Space Committee Report.Mr. Harris agreed with Mr. Heller and stated that the Open Space Committee is interested in expanding and continuing development. Trustee Degling agreed with the recommendations from the Report and suggested the Board tries to carry out these suggestions. Trustee Brackman asked what were the items that the Board can immediately move forward on and that the Board should address funding sources and review regulations regarding encroachment issues along with a feasibility study for a potential teen center in Harkness Park,Mr. Bradbury announced that the capital budget will be available over the next couple of weeks. Mr.Bradbury also stated that the Village will require a land survey and that the environmental counsel could be helpful with these encroachments and in working with the residents. Trustee Rand stated that the Village should inform the residents about any encroachments and that the Board should decide whether or not to sell the parcel and any funds going forward should go into the trust fund and be used for sourcing. Mr. Bill Aughavin,Rye Brook resident addressed the Board and stated that the Village needs to be careful regarding these encroachments. Mr. Aughavin recommended that the Village review existing surveys and records regarding the property line and that it should be at the owner's expense to prove to the Village that he/she owns the property,not the Village paying for these surveys. Mayor Filipowski agreed that the existing surveys should be reviewed and the Village shouldn't go through an expensive process regarding property lines. Mr. Ken Heller, resident of Rye Brook asked the Board if state legislation was necessary to turn parklands into recreational use and recommended to the Board members that they should inquire about the status of these available pieces of land.Mr. Beane addressed Mr. Heller's question and stated only if it is a dedicated parkland then legislation is required. Trustee Santon stated that these parcels have different deeds and language for various uses and that we need to further research these deeds before making a decision. Trustee Santon also stated that the Village needs to focus on what we can do with Compost Park and Harkness Park. 5 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. Trustee Brackman inquired about the cost of a survey for Ridge Manor Park and if the stakes and lines already exist then residents should be notified about the property lines. Mr. Beane stated that these maps should be on file and in existence already. Mr. Victor Carosi, Village Engineer addressed the Board and stated that the Village has this information and that a surveyor is needed to provide property lines and stakes to address any questions. Trustee Santon stated that we need to protect the parkland and that the Village should hire a surveyor and get this project moving. Trustee Brackman made a motion seconded by Trustee Santon to hire a surveyor and survey the entire Village property on Ridge Manor Park. Mayor Filipowski stated that we should inquire about the cost before we proceed and find out about what surveys already exist. Mr. Beane stated because there are currently no stakes in the ground, we should find out approximately how much it would cost.Mr. Bradbury noted that he would get proposals regarding surveys obtaining stakes and property lines.Mayor Filipowski stated that Mr. Carosi or the department can provide notice to the residents who are encroaching. Trustee Brackman amended her original motion and asked Mr. Bradbury to obtain proposals to survey the perimeter of Ridge Manor Park and at the same time have Mr. Carosi investigate. Trustee Brackman suggested we go step-by-step and then decide what the next necessary steps were.Mayor Filipowski thanked Mr. Harris for his report. 5. Designating Polling Places for the 2002 Village Election March 19, 2002 On a motion made by Trustee Brackman, and seconded by Trustee Degling the following resolution was adopted: RESOLVED,that voting machines owned bythe Town of Rye shall be used at the next Village Election to be held Tuesday,March 19, 2002; and be it further RESOLVED,that if said voting machines are not available,the use of paper ballots is hereby authorized; and be it further RESOLVED,that the polls in each of the nine Election Districts in the Village of Rye Brook shall be opened at 7:00 a.m. in the morning and remain open until 9:00 p.m. in the evening of said day; and be it further RESOLVED,that the polling places, be and they hereby are,designating for the respective Election Districts as follows: Election District#20 -Port Chester Middle School-Bowman Avenue (Main Lobby) Election District#21- Port Chester Middle School-Bowman Avenue (Main Lobby) Election District#22-Blind Brook High School- King Street(Main Lobby) Election District#23-Ridge Street School-North Ridge Street (Gymnasium) Election District#26 - Port Chester Senior High School-Neuton Avenue (Main Lobby) Election District#27-Ridge Street School- North Ridge Street(Gymnasium) Election District# 29- Ridge Street School-North Ridge Street(Gymnasium) Election District#30- Blind Brook High School- King Street(Main Lobby) 6 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. Election District#31-Ridge Street School-North Ridge Street(Gymnasium) TRUSTEE BRACKMAN VOTINGAYE TRUSTEE DEGLING VOTINGAYE TRUSTEE RAND VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR FILIPOWSKI VOTING AYE 6. Authorization to Approve the Schedule of Bills Payable Trustee Santon raised a question regarding the Berkshire Litchfield invoice and inquired if this was a recent forum. Mr. Bradbury stated that this was not a recent forum and the organization had overlooked the original invoice and were billing the Village so many months later. Trustee Santon also raised some questions on some additional invoices such as the City of Rye - $29,000.00; Village of Port Chester Fire Protection- $231,000; Westmore News - $42.88; and Keane &Beane - $6,666.00 retainer.Mr. Bradbury explained that the City of Rye's invoice was half of their contribution.Mr. Bradbury also stated that the Village of Port Chester's invoice was part of their payment plan for fire protection services and the Westmore News invoice was for the Winter Recreation Newsletter. Trustee Santon inquired about the results of litigation and asked Mr. Beane if the Board was going to receive information on these particular matters because it is such a large expense. Mr.Beane stated that both litigations are pending and are in the ending stages.Mr. Beane noted that in the Red Roof case,they are looking at a settlement and in the Bridge case,there is an oral argument scheduled at the end of February beginning of March and a decision will be made. The Village may or may not appeal this decision.Mr. Beane stated there is very little left on these two litigations and will provide paperwork and litigation work necessary. Mr. Bradbury noted that if there are any questions regarding the schedule of bills payable he can answer any questions if contacted prior to the meeting. On a motion made by Trustee Bracknm, and seconded by Trustee Degling the following resolution was adopted: WHEREAS, the enclosed Schedule of Bills Payable representing payment for services rendered, have been submitted to the Treasurer's Office for payment and review, and have been certified by the Village Administrator. NOW, THEREFORE, BE IT RESOLVED, that this Board hereby approves payment of the enclosed claims and authorizes payment thereof. TRUSTEE BRACKMAN VOTING AYE TRUSTEE DEGLING VOTING AYE TRUSTEE RAND VOTINGAYE TRUSTEE SANTON VOTINGAYE 7 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. MAYOR FILIPOWSKI VOTING AYE 7. Rejecting Bides for Contract#01-12 Residential Curb-Side Recicling Collection Services Trustee Santon requested clarification to the public on sonic of the aspects surrounding this proposal.Mr.Bradbury explained that the Village is under an expired contract with Suburban Carting and that the Village wanted to obtain some more bids.Mr. Bradbury explained that this type of service should approximately cost between$7,000 and $20,000 a month and that the Village is seeking alternatives because the bid from Suburban Carting came in very high. On a motion made by Trustee Brackman, and seconded by Trustee Degling the following resolution was adopted: WHEREAS, the Village of Rye Brook has solicited bids for contract # 01-12 "Residential Curb-Side Recycling Collection Services"; and WHEREAS, a public notice was duly advertised in an official newspaper of the Village of Rye Brook on November 1, 8 and 15, 2001; and WHEREAS, only one bid was received by the due date of Wednesday, November 28, 2001, at 10:00 a.m., at which time all bids received were opened as summarized below: BID AMOUNT BIDDER ALTERNATIVE I ALTERNATIVE II BID BOND 1. Suburban Carting Corp $580,455.99 $1,042,024.15 Yes WHEREAS, upon reviewing the bids, the Village Engineer and Village Administrator, Christopher J. Bradbury, have determined that this bid is far in excess of costs deemed reasonable for the services requested. NOW, THEREFORE,BE IT HEREBY RESOLVED, that all bids for contract #01-12 "Residential Curb-Side Recycling Collection Services" are hereby rejected; and be it further RESOLVED, that the Village Clerk is hereby authorized to rebid the Residential Curb-Side Recycling Collection Services to include a month to month service alternative that will not exceed a term of one (1) year. TRUSTEE BRACKMAN VOTING AYE TRUSTEE DEGLING VOTINGAYE 8 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. TRUSTEE RAND VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR FILIPOWSKI VOTING AYE 8. Authorizing Development of Plan for Curbside Recycling Collection Services. Trustee Samon suggested to include this monthly amount in the resolution in order to recognize what the Board is authorizing. Mr.Bradbury stated that effective January 1" the monthly amount for Suburban Carting will be $19,290.15 per month. Trustee Santon asked if there was any leverage with this amount. Mr. Bradbury stated that there is no leverage and that the Village is currently seeking other alternatives. Trustee Samon motioned seconded by Trustee Brackman to amend this resolution and include the appropriate amount in for authorization. Mr.Ken Heller,Lincoln Avenue, addressed the Board and asked the Board to explain what they mean by curb-side recycling.Mayor Filipowski explained that this means one-day weeklypick up. Mr. Ken Heller stated that there are several different types of trucks used by Suburban Carting, one is the garbage truck and the other is the recycling vehicle.Mr. Heller stated that the Village does not have the manpower to complete the entire Village in one day and that purchasing or renting one vehicle and adding three or four more people to payroll will be expensive to the Village. He advised Board not to jump into this until it determines the cost and then the Village should go to the County regarding bids. Mr.Bill Aughavin, resident of Rye Brook addressed and cautioned the Board that if they choose not to negotiate with Suburban,what will happen with regular garbage pickup costs and the whole picture should be taken into account. Mayor Filipowski explained that this contract expires in 2003 and the Village is evaluating different options. On a motion made by Trustee Rand and seconded by Trustee Degling the following resolution was adopted: WHEREAS, the Village of Rye Brook has twice solicited bids for "Residential Curb-Side Recycling Collection Services" as contracts #01-05 and #01-12; and WHEREAS, for both contracts only one bid was received by the applicable due dates and the Village Engineer and Village Administrator determined those bids to be far in excess of costs deemed reasonable for the services requested. NOW,THEREFORE, BE IT HEREBY RESOLVED, that the Village Engineer and the Village Administrator are authorized and directed to prepare a plan, for review by the Board of Trustees of the Village of Rye Brook, pursuant to which residential curb-side recycling collection services will be performed by employees of the Village of Rye Brook; and it is further 9 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. RESOLVED, that, until such services are performed by employees of the Village of Rye Brook or by an accepted bidder, whichever occurs earlier, the Village Adrrrinistrator is authorized to continue curb-side recycling services with Suburban Carting Corp. on a monthly basis at a rate of $19, 290.15 per month. TRUSTEE BRACKMAN VOTING AYE TRUSTEE DEGLING VOTINGAYE TRUSTEE RAND VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR FILIPOWSKI VOTING AYE Old Business: 9. Utility Easement matters (including the review of the relevant 8/24/01 memorandum from Keane and Beane to the Board of Trustees) Trustee Santon stated this was an item carried over from the last meeting and that back in July/August, he raised issues about utility easement matters. Trustee Santon suggested at the next regular meeting they discuss further and come up with a game plan to decide what area of utility easement they would like to address. Mr. Santon noted that they come up with specific recommendations and review Mr. Beane's August memo and start to address some issues and improve the quality of life issues for the Village. Mayor Filipowski explained that the Village of Rye Brook may have the right to impose a franchise tax and that the Village needs to come up with some type of new policy regarding these issues. Mr. Beane stated that there needs to be a site plan approval for new projects and that he will look into a franchise tax.Mr. Beane stated that the Village has to allow utilities to perform their public function, but can prevent them from putting up unsightly items on Village property.Mr.Beane noted that White Plains has an ordinance that controls this issue and would like to sit down and come up with some concrete proposals and outlines. Trustee Rand stated that it can't hurt to talk to the utility companies, most of the time,they will accommodate a request. Trustee Rand also noted that the safety factor is also an issue and that we need to be concerned about more than just utility easements. Trustee Santon also stated that we need to identify situations earlier and have residents comply with site plan review.Mayor Filipowski announced that Mr. Beane is looking into a letter going out to property owners that something has to be done and copying the utilities company about unsightly items.Mr. Beane stated that he is in contact with Bellfair regarding the water issue and will seek site plan approval for this. As far as the Arbors,they are under a private agreement and he will try to do something there. Mayor Filipowski suggested that an ordinance be set-up to prevent unsightly utility easements. Chief Robert J. Santoro addressed the Board and stated that there was an incident where the road was closed for a period of time and the utility company failed to inform the police dept. Mayor Filipowski stated that the Village should look into serving violations to 10 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. Utility companies for hazardous conditions. Mr. Carosi addressed the Board regarding this incident and stated that the utility company received approval to work at this site but never notified the Village about the start and end date and said they would not be closing the road. Mr. Beane noted that you can give them a violation notice. Trustee Blackman stated that we should get notice 24 hours before work actually begins.Mr. Bradbury noted that theyare trying to tighten up procedures. Trustee Santon gave an example on Acker Drive where there was no signage or detour and the road was not passable. Trustee Santon stated that we should have a requirement where they have to check in with us before work can begin. Chief Santoro stated that the police department has shut down jobs and removed construction equipment before. However, most of the time the utility companies are cooperative and notify us. 10. Review of Sanitation on Private Streets Mr.Bradbury announced that a letter was going to be sent out to private residents and homeowner associations regarding sanitation on private streets. Trustee Santon stated that the Board should come up with a policy discussion before this letter goes out and asked if the Village would be obligated to offer all Village services to all private roads. Mayor Filipowski stated that this is a public health issue and that we must offer it to everyone because of municipal taxation. Trustee Santon questioned the financial impact on the Village and requested that we double check because it seems very expensive and we need to make sure we are on firm,legal ground and not liable for any retro- active compensation. Trustee Samon inquired if we should write the State Controller and seek specific opinion on our specific situation.Mr. Beane addressed the Board and stated that cases and statutes are referenced in the report and we will get the same opinion again and that we need to provide sanitation service for everyone. Trustee Rand noted he is in favor of equality and a letter going out to residents is a good idea. Trustee Degling noted that it is clear that since we fund the garbage to general taxes, we must make it available to all residents. Trustee Brackman noted she agrees with Trustees Degling and Rand and to send out the letter.Mayor Filipowski stated that this is the fair and right thing to do and that we need to go forward on this. Trustee Santon questioned the financial impact which will cause expenses to be raised by almost 25%. Trustee Santon noted that the legal ground is clear but the language of the letter needs to be edited. Trustee Santon noted that we may get feedback about paying for Bellfair's private streets and questioned about Red Roof. Mayor Filiposwki stated that questions will arise but it is the right thing to do and that the letter covers it. Trustee Santon stated that the letter was unnecessary. 11. Red Cross Shelter Management Volunteers Mayor Filipowski announced that there is a need for volunteers for the Red Cross Shelter Management program.Mayor Filipowski asked Mr. Bill Aughavin to address the Board and residents and provide background information about what is needed from the community. Mr. Bill Aughavin, resident of Rye Brook and certified Shelter Manager for the Red Cross addressed the Board and explained that this program is to develop a group of volunteers as Shelter Managers for Rye Brook in case of a disaster. Mr. Aughavin explained 11 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. that the American Red Cross would train these volunteers and that the duties would vary depending upon the needs of the Village if a disaster should occur. The Village would need 10 to 14 individuals (preferably 4 employees from the Village and the remainder from the community) to participate.Mayor Filipowski requested that Mr. Aughavin explain about the three-day training and what the components were.Mr. Aughavin stated that the Red Cross is very flexible and will provide classes of six or more.Mr. Aughavin explained that there is a three-day commitment involved for about 8 hours a day and the Red Cross would work with the Village and put together a schedule for the dedicated group. Mayor Filipowski noted that the training is not rigorous or physical,they just need volunteers with a good bedside manner.Mr.Aughavin suggested informing the community by placing information on Village of Rye Brook's website along with cable. In addition,Mr.Aughavin would like posters placed around the community, e.g.. newsletter,senior center, etc. Trustee Degling suggested that jean Gessoff,Senior Citizen Coordinator place this topic on her schedule of meetings/activities for the Senior Center and have Mr. Aughavin present information at next monthly meeting.Mr. Aughavin requested a similar liaison with the schools. 12. Village Policy Regarding Encroachments on Village Park Lands At this time, Trustee Santon stated that he would like to discuss encroachments on Village park lands specifically on the ball field and Red Roof. Trustee Santon explained that there is an existing encroachment whereby a fence is not properly placed on the property line. The fence line is between 8 and 10 feet off where a stone wall is. Trustee Santon noted that this extra space would be useful if the land was graded properly and is suggesting to remove it because this is causing a very tight field. Trustee Santon also stated that the Village should have a uniform policy on encroachments and that the Village should have a consistent policy where we treat all parks and Village encroachments in a similar fashion. Trustee Brackman stated that we should go forward with Ridge Manor Park first and be realistic about how many projects we can do at one time. Trustee Santon stated that we should send a message going forward that we are going to do this project right and have the proper equipment there already.Mayor Filipowski suggested getting staff recommendation regarding this encroachment. Trustee Santon stated that on May 1 Ph,the staff sent a joint memo to Mr. Bradbury regarding encroachment issues on Village property and that the staff has already evaluated some of these areas and the Village needs to take action. Mr. Bradbury noted that many of these issues have been resolved and progress has been made. 13. Purpose and Policy of Friends of Rye Brook, Inc. and Contributions for the Benefit of Village Programs or Property. Trustee Santon wanted to discuss the purpose and policy of the Friends of Rye Brook, Inc. and contributions for the benefit of Village programs or property. Trustee Santon noted that as director of this entity he wants to be notified in a timely manner of any kind of activity of donations and expenditures. Trustee Santon stated that at the next meeting he wants to discuss what is the purpose of this entity and is very concerned about the policy and that this policy needs clarification. Trustee Rand stated that because it is a requirement to file with the Secretary of State there already should be an existing policy. Trustee Santon stated going forward he would like to be consulted before a donation is made with certain conditions or restrictions. 12 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. Trustee Santon also noted that there is a shade tree budget which we rarely spend and to date, have only spent a couple of hundred dollars and inquired if these supplemental funds can be used for appropriate landscaping. Mayor Filipowski stated that we will find out what the purpose of the Friends of Rye Brook is and that an existing policy should already exist. Mr.Bradbury stated that he will obtain what is on file and bring back to the Board. 14. Status of Various Red Roof Farm Development Issues Trustee Santon noted that at the next meeting he would like to discuss what the Village is doing about design flaws in the storm draining pipe between 41 and 43 Lincoln Avenue. Trustee Santon noted that the homeowner's driveway service has been breeched and the surface is destroyed.Mr. Santon asked what the timetable was, what is the status of the road dedication, and what other items were left to be dealt with. Trustee Santon stated that the sidewalk on Ridge Street has yet to be addressed and that the Village is being deprived of a sidewalk surface and that we should compel the developer to finish this project. Mayor Filipowski explained that until the final houses get their CO's we can not have closure on this issue.Mayor Filipowski stated that we have the bond and have the sidewalk issues and are addressing these issues.Mayor Filipowski noted that Mr. Carosi and Mr. Rotfeld have been working on the sinkhole issue. Mr. Beane stated that the drainage and easements are different issues.Mr. Beane stated that the Bond is $1,750,000 and the developer and engineer staff are aware of what has to been done. Mr. Beane noted that the bond does not get reduced until the developer completes the work.Mr. Beane explained that as far as the road dedication,the Village is the recipient of the application and until the developer makes the application to us,the Village cannot take any action and there is nothing else we can do.Mr. Beane stated that we can pull the bond if necessary, but that is a mistake and he also stated that we are on top of this issue and moving forward. Trustee Santon requested a list of things to be done and if Mr. Carosi can provide at the next meeting. 15. Village Tree Planting Program Trustee Santon had a discussion in August with Mr. Carosi about using the winter time to plan for the spring tree planting program. Trustee Santon requested that the Village review the scope of work to plant trees and also replace any damaged or missing trees. In addition Trustee Santon requested that we make a list of trees to be planted and bid out the work and obtain a competitive bid because the cost may be less for outsourcing than using highway personnel. Trustee Santon would also like to come up with a game plan for this effort. Mr. Bradbury and Mayor Filipowski stated that the staff will provide a memo for the Board for discussion in February. 13 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. At this time,Mayor Filipowski asked if there were any anticipated topics for the next meeting. It was announced that the Village will have the Public Hearing and Resolution on the Wireless Telecommunications Facilities Law along with the Resolution on the Fire Protection Agreement with the Village of Port Chester and the Resolution on the Hoffman 2-Lot Subdivision,Section 1,Block 10,Lot A. Trustee Santon raised a question on this topic and stated that unless it is listed on an agenda meeting list, it can't be discussed according to the new rules of the Board.Mr. Beane stated that this is an Administrator's item and it is allowed to be discussed. Mayor Filipowski announced that there will be a Firehouse Construction Committee whereby Trustee Rand will be the chairman and the first Committee meeting is January 29`h at 7:30 p.m. at Village Hall. Trustee Rand announced that the objective of the Committee is to expedite the construction of the firehouse and that this Committee will be updating the Board and public on the schedule and progress on the firehouse construction. On a motion made by Trustee Rand, and seconded by Trustee Brackman the following resolution was adopted: RESOLUTION APPOINTMENTS TO THE FIREHOUSE CONSTRUCTION COMMITTEE RESOLVED,that Ronald Benson of the Rye Brook Fire Department,938 King Street is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED, that Christopher J. Bradbury of the Village of Rye Brook, 938 King Street is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED, that Jody H. Brackman of 76 Tamarack Road is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED,that John Gzran of 10 Candy Lane is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED, that David Heiser of 2 Oriole Place is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED,that William Irwin of 3 Phyllis Place is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED,that William Oxer of 24 Greenway Drive or another fire chief is hereby appointed to the Firehouse Construction Conunittee, and be it FURTHER RESOLVED, that Lawrence A. Rand of 30 Hillandale Road is hereby appointed to the Firehouse Construction Committee, and be it 14 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. FURTHER RESOLVED,that Richard Romm of 89 Country Ridge Drive is hereby appointed to the Firehouse Construction Committee, and be it FURTHER RESOLVED,that Lawrence A. Rand is hereby appointed Chairperson. TRUSTEE BRACKMAN VOTING AYE TRUSTEE DEGLING VOTINGAYE TRUSTEE RAND VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR FILIPOWSKI VOTING AYE Mayor Filipowski announced that the next two Board of Trustees meeting are January 22°1 and February 12`'. Mayor Filipowski asked for a moment of silence in memory of Mrs. Donna Munnick who was a loyal and dedicated employee of the Village.Mrs.Munnick was one of the friendliest and warmest employees around and will be missed sorely.Mayor Filipowski acknowledged that the Village of Rye Brook has lost a special and dear person who enriched the Village. At this time,Mayor Filipowski asked if there were any comments from the public: Mr.Bill Nethercott, 942 King Street past fire chief addressed the Board regarding the firehouse proposal.Mr. Nethercott doesn't agree with location and believes it is the worst possible site and won't function well because it has a limited response area.Mr. Nethercott stated that Rye Brook broke away from Port Chester because they were charging too much money and now Rye Brook is spending three million dollars on a firehouse that's not in the right place or right district.Mr. Nethercott questioned the Board if this firehouse was going to be manned 24 hours,who will man and what will be the cost? Mayor Filipowski stated that we didn't currently have a projection but it will be large enough to be manned 24 hours and that we have a commitment from Port Chester for a volunteer company to assist. Mr. Nethercott asked if they were projecting the volunteer company from Port Chester to move into the firehouse. Mr. Nethercott also asked if down the line,if another Board came in and decided to nix the agreement with Port Chester,what will happen then? Mayor Filipowski stated that we will always have fire service for Rye Brook and that the firefighters respond to the entire Village.Mr. Nethercott stated that with the new fire house location it doesn't seem possible for coverage of service. Mayor Filipowski stated that they are not going beyond the budget and going forward there will be a public hearing. Mr. Nethercott : noted that the firehouse will not serve the whole Village in this new location. Mayor Filipowski stated that this issue will be public and it is the projected site and the only site.Mr. Nethercott stated that it serves no purpose for the firehouse to be there and that there is not enough manpower to fight fires. Trustee Santon requested at the next meeting the Board try to encourage fire chiefs to attend the meeting because they may be relevant to this discussion. Trustee Santon stated that there are policy issues and decisions that need to be made. Trustee Brackman stated that there was much consideration in making this 15 APPROVED MINUTES Board of Trustees Regular Meeting January 8, 2002 at 7:30 p.m. decision this location is a 1/z mile off from being centrally located and there is no perfect site. Trustee Brackman also stated that the Village is committed to moving forward in getting the best possible fire protection for their residents. 16. Adjournment Meeting adjourned at 11:30 p.m. Respectfully Submitted, Christopher J. Bradbury Village Clerk 16