Organizational Meeting Minutes

Members Present: Mayor Alan Higgins and Trustee Ben Sommers

Also Present: Clerk/Treasurer Kathleen Hilbert

Absent: Trustee Anita Ayres, Village Attorney Larry Gardner, Building Inspector/Code Enforcement Officer Wade Spanhake, Fire Company Representative

Public Present: Ross Vert

David Steele and Joan Steele joined the meeting at 8:15PM

Call to Order: 8:00PM. Pledge of Allegiance

Welcome to The Village of Hunter’s New Official Year! Mayor Higgins called to order the Organizational Meeting of The Village of Hunter for the 2019/2020 Fiscal Year.

Privilege of the Floor:

Ross Vert – We have an issue with flooding on Maple Avenue. Mayor Higgins – I took a look at it. We are going to clean the ditches out. Those houses have been notorious for flooding since they were built. The ditching is to take the water out of the road. It seems the homeowner’s put their leaves in the ditch. There is nothing the Village can do to stop flooding on these properties. Those properties are very low. The lake is owned by Hunter Mountain. Trustee Sommers – Before the lake was built, that was all swamp and wet lands for a hundred years. Mayor Higgins – We will have the ditches cleaned out in a couple of weeks. Hopefully, that will dry it up a little bit. The leaves have been causing the water to go all over the place. Trustee Sommers – You could start a petition with the whole street and try to get all those trees removed. Most of them are dead or dying.

Organizational Meeting Business:

1. The Daily Mail was designated as The Village’s official newspaper. Resolution 2019-
2. The next Organizational Meeting will be held April 13, 2020. Resolution 2019-
3. The Regular Meeting Schedule was established. Resolution 2019-
4. The Board of Trustees reviewed the Rules of Procedure and Guidelines for Public Comment. No changes were made. Resolution 2019-
5. The Board of Trustees reviewed The Village’s Local Code of Ethics. No changes were made. Resolution 2019-
6. The Board of Trustees reviewed The Village’s Procurement Policy. No changes were made. Resolution 2019-
7. The Board of Trustees reviewed The Village’s Workplace Violence Prevention Policy and Incident Reporting. No changes were made. Resolution 2019-
8. The Board of Trustees reviewed The Village’s Sexual Harassment Policy. Trustee Sommers – Accept as written but also review and rewrite it in the coming year to comply with amended regulations. Resolution 2019-
9. The Board of Trustees reviewed The Village’s Americans with Disabilities Act (ADA) Employment Policy. No changes were made. Resolution 2019-
10. The Board of Trustees reviewed The Village’s Equal Employment Opportunity Policy. No changes were made. Resolution 2019-
11. Establishment of a fixed asset policy was tabled.
12. Establishment of a vehicle use policy was tabled.

Organizational Meeting Business (continued:)

13. Annual Resolutions:

a. Advance approval of claims. Resolution 2019-0
b. Mileage allowance. Resolution 2019-0
c. Attendance at Schools and Conferences. Resolution 2019-0
d. Meal allowance. Resolution 2019-0
e. Designate Depositories. Resolution 2019-0

New Business:

1. Reviewed 2019 Workers’ Compensation Liability Distribution.
2. Named Delaware Engineering as the preferred Village of Hunter consultant for review of building projects and for capital improvements and infrastructure. Resolution-2019-0
3. Authorized the following Purchase Orders for Sewer:
   PO#190002 $1,950.00 Pelham Electric
   PO#190003 2,036.00 Koester
   PO#190004 $2,758.60 Air Compressor Engineering
   PO#190005 $4,653.00 Parkson
4. Revised the Sewer Operating Budget for the Fiscal Year 2018/2019. Resolution-2019-0
5. Revised the General Fund Budget for the Fiscal Year 2018/2019. Resolution 2019-0
6. Certificate of Final State Equalization Rate for the 2018 Assessment Roll – 63.11.
7. NYS DOT – CHIPS, PAVE NY and EWR – Next deadline May 23, 2019.
8. Have not received payment from Anthony Figiel for light globe – Trustee Sommers gave bill to Mr. Figiel.
9. Hunter Inn Mountain Corp. – Assessment change to 2018 tax roll. Original village assessment was $870,800 reduced to $560,000 per order and judgment signed by Judge Fisher on January 14, 2019.
10. Mayor will have Code Enforcement Officer send violation amendment letter for O’Rourke.

Correspondence:

1. Annual Fathers’ Day Cruisin’ on the Mountaintop Antique & Classic Car Show – June 16, 2019. Sponser forms and information distributed.
2. WEX Bank reduced The Village’s credit line to $2,100 effective April 10, 2019.
3. Greene County Highway and Solid Waste Department approved our May 21, 2019 refuse and debri pickup day.
4. John Longabucco e-mail – Central Mall garbage – fourth request. Mayor Higgins – Steve has contracted with somebody to clean-up the garbage. As far as building a corral around the dumpsters, I do not know what is going on with that. I do know that the garbage will be cleaned up in the next couple of weeks. Clerk Hilbert – In the Code Enforcement Officer’s violation notice, it stated a gated fence had to be constructed around the dumpsters by February 14, 2019 or an appearance ticket would be issued. Mayor Higgins – He cannot require him to do that. If Steve is amicable to doing that, then that is wonderful. Is Wade going to pay for the design of it? Trustee Sommers – You cannot force him to do it. An approved garbage shed is expensive. Mayor Higgins – I will talk to Steve and see what he wants to do. Clerk Hilbert – Mr. Longabucco wants to be sure that the Board Members received his e-mail and he would like a Board Member to inspect the area and a Board Member to contact him.
5. NYMIR Claim and Liability Side of Sewer Backup Incidents, Battery Master Disconnect Switches, Excess insurance and New Sexual Harassment Prevention Legislation was distributed.

Financial Reports:

1. Partial Sewer Operating Budget prepared by Clerk Hilbert and submitted to Todd Murphy. Todd Murphy’s portion of budget figures was e-mailed to Board Members and presented at this meeting. Waiting for Board’s okay to submit to NYC DEP. Mayor
   Higgins and Trustee Sommers will respond to e-mail with their okay to submit.
2. Colonel’s Chair Sewer Customer List
   a. Authorized reductions in EDUs. Resolution 2019-
   b. Vacant land owners will not pay annual sewer charges. Resolution 2019-
   c. For sewer budgetary purposes, there are currently 73 users.
   d. Colonel’s Chair debt service annual payment will be $745 each for 82 users.
3. Liftside Sewer Customer List
   a. Vacant land owners will not pay annual sewer charges. Resolution 2019-
   b. For sewer budgetary purposes, there are currently 286 users.
4. Sewer Operating Account – Income and Expenses

Mayor Higgins – At this time I make a motion to enter into executive session to discuss personnel matters. Motion seconded Trustee Sommers.

Mayor Higgins – At this time we will convene the regular meeting. During the executive session we have decided to:

1. Hire Jesse Monsen as Camp Director at $18 per hour. Resolution 2019-
2. Offer the position of Superintendent of Department of Public Works to Matt Grossman at the rate of $26 per hour and on his one-year anniversary he will receive an increase to $28 per hour. Motion made by the Mayor; seconded by Trustee Sommers. All were in favor. Motion carried.
3. The Mayor made a motion to authorize the Mayor to sign off on the Clerk/Treasurer’s extra hours in the same fashion as we did in 2018 during this busy season as we still do not have an employee to take the workload off the Clerk/Treasurer. Trustee Sommers seconded the motion. All were in favor. Motion carried.

Bills:

Account Voucher Numbers Abstract Numbers

General Fund V340 – V350 V13
Sewer Operating G162 – G167 G13
Water Operating F132 – F135 F13

The above vouchers were audited and ordered paid.

Resolutions:

Resolution 2019-0__
Official Newspaper

Motion made by Trustee Sommers; seconded by Mayor Higgins.

BE IT RESOLVED that The Village of Hunter Board of Trustees hereby designates The Daily Mail as the official newspaper for The Village of Hunter.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Next Organizational Meeting

Motion made by Trustee Sommers; seconded by Mayor Higgins.

BE IT RESOLVED that The Village of Hunter Board of Trustees hereby establishes that the next Organizational Meeting will be held on April 13, 2020.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Regular Meeting Schedule

Motion made by Trustee Sommers; seconded by Mayor Higgins.

BE IT RESOLVED that The Village of Hunter Board of Trustees hereby establishes that The Village of Hunter Board of Trustees regular monthly meetings will be held at 8:00PM as follows:

June 11, 2019                December 9, 2019
July 8, 2019                   January 13, 2020
August 12, 2019            February 10, 2020
September 9, 2019       March 9, 2020
October 7, 2019            April 13, 2020
November 4, 2019       May 11, 2020
December 9, 2019

All meetings will be held in the Hunter Village Hall.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Rules of Procedure and Guidelines for Public Comment

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed Resolution 2017-016, Rules of Procedure and Guidelines for Public Comment approved April 10, 2017.

Section 2. That said Rules of Procedure and Guidelines for Public Comment remain in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Code of Ethics

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed the resolution, “Establishing Code of Ethics for The Village of Hunter” approved April 5, 1976.

Section 2. That said Code of Ethics remains in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Procurement Policy

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed Resolution #26-91, Procurement Policy.

Section 2. That said Procurement Policy remains in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Workplace Violence Prevention Policy

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed Resolution #32-10, “Village of Hunter’s Workplace Violence Prevention Policy and Incident Reporting” approved May 10, 2010.

Section 2. That said Workplace Violence Prevention Policy and Incident Reporting remains in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Sexual Harassment Policy

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed Resolution #49-99, “Village of Hunter Sexual Harassment Policy approved May 8, 2000.

Section 2. That said Sexual Harassment Policy remains in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Americans with Disabilities Act (ADA) Employment Policy

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed Resolution #50-99, Americans with Disabilities Act (ADA) Employment Policy approved May 8, 2000.

Section 2. That said Americans with Disabilities Act (ADA) Employment Policy remains in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Equal Employment Opportunity Policy

Motion made by Trustee Sommers; seconded by Mayor Higgins.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees has reviewed Resolution #51-99, Equal Employment Opportunity Policy approved May 8, 2000.

Section 2. That said Equal Employment Opportunity Policy remains in full force and effect.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Advance Approval of Claims

Motion made by Trustee Sommers; seconded by Mayor Higgins.

WHEREAS the Board of Trustees has determined to authorize payment in advance of audit of claims for public utility services, postage, freight and express charges; and

WHEREAS all such claims must be presented at the next regular meeting for audit; and

WHEREAS the claimant and the officer incurring or approving the claim are jointly and severally liable for any amount the Board of Trustees disallows.

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Board of Trustees authorizes payment in advance of audit claims for public utility services, postage, freight and express charges. All such claims must be presented at the next regular meeting for audit and the claimant and the officer incurring or approving the claim are jointly and severally liable for any amount the Board of Trustees disallows.

Section 2. That this resolution is effective immediately.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-
Mileage Allowance

Motion made by Trustee Sommers; seconded by Mayor Higgins.

WHEREAS the Board of Trustees has determined to pay a fixed rate for mileage as reimbursement to Village Officers and employees who use their personal automobiles while performing their official Village duties;

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Board of Trustees will approve reimbursement to such Village Officers and employees at the rate of 58 cents per mile.

Section 2. That this resolution is effective immediately.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Attendance at Schools and Conferences

Motion made by Trustee Sommers; seconded by Mayor Higgins.

WHEREAS there are to be held during the coming official year, training schools hosted by NYCOM, OSC and PERMA and certain conferences and association meetings; and

WHEREAS attendance by certain municipal officials and employees at one or more of these meetings, conferences or schools benefits the municipality;

NOW THEREFORE BE IT RESOLVED:

Section 1. That the following Officers and employees are authorized to attend the appropriate schools and conferences:

Mayor Alan W. Higgins
Trustee Benjamin Sommers, Trustee
Trustee Anita Ayres, Trustee
Kathleen M. Hilbert, Clerk/Treasurer

Section 2. That this resolution is effective immediately.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-___
Meal Allowance

Motion made by Trustee Sommers; seconded by Mayor Higgins.

WHEREAS General Municipal Law § 77-c authorizes villages to determine by resolution to pay meal expenses of their officers and employees on a per diem basis in conjunction with travel on official village business;

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Village of Hunter Board of Trustees authorizes reimbursement of actual and necessary meal and incidental expenses to employee and officers in conjunction with the attendance of approved conferences, not to exceed the standard meal allowance for business-related travel prescribed for federal income tax purposes. See attached schedules “Meals and Incidental Expenses (M&IE) Breakdown” and “FY 2019 Per Diem Rates for New York.”

Section 2. That this resolution is effective immediately.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Official Bank Designation

Motion made by Trustee Sommers; seconded by Mayor Higgins.

WHEREAS the Board of Trustees has determined that Village Law § 4-412(3)(2) requires the designation of banks or trust companies for the deposit of all Village monies;

NOW THEREFORE BE IT RESOLVED:

Section 1. That the Board of Trustees designates The Bank of Greene County as depository of all moneys received by the Village Clerk/Treasurer and Receiver of Taxes.

Section 2. That this resolution is effective immediately.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Standard Work Day and Reporting Resolution for Elected Officials

Motion made by Trustee Sommers; seconded by Mayor Higgins.

BE IT RESOLVED, that The Village of Hunter, Location Code 40570, hereby establishes the following standard work days for these titles and will report the officials to the New York State and Local Retirement System based on their record of activities:

Posting of this Resolution will begin on April 30, 2019 and continue for at least thirty days. The Resolution will be available to the public on The Village Website, official sign board and main entrance of the Clerk’s Office.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Delaware Engineering as Village Consultant

Motion made by Mayor Higgins; seconded by Trustee Sommers.

BE IT RESOLVED that The Village of Hunter Board of Trustees hereby names Delaware Engineering as the preferred Village of Hunter consultant for review of building projects and for capital improvements and infrastructure.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Revise Sewer Operating Budget for Fiscal Year 2018/2019

Motion made by Mayor Higgins; seconded by Trustee Sommers.

RESOLVED that The Village of Hunter Board of Trustees authorizes the Clerk/Treasurer to appropriate funds from line items with an excess to line items with a shortfall for the Sewer Operating Budget for fiscal year 2018/2019 as follows:

Move $655 to G811051 Sewer Administration/Contractual/Insurance (overbudget $655) from G811044 Sewer Administration/Contractual/Legal

Move $225 to G812042 Sewage Collecting System/Contractual/Telephone (overbudget $110) from G812041 Sewage Collecting System/Contractual/Maintenance and Repair

Move $4,000 to G812043 Sewage Collection System/Contractual/Electric (overbudget $2,964) from G812041 Sewage Collecting System/Contractual/Maintenance and Repair

Move $300 to G813042 Sewage Treatment and Disposal/Contractual/Telephone Fax Internet (overbudget $101) from G813043 Sewage Treatment and Disposal/Contractual/ Equipment

Move $16,647 to G813045 Sewage Treatment and Disposal/Contractual/Electric (overbudget $10,647) from G813043 Sewage Treatment and Disposal/Contractual/ Equipment

Move $120 to G813051 Sewage Treatment and Disposal/Contractual/Permits (overbudget $120) from G813054 Sewage Treatment and Disposal/Contractual/Flow Meters

Move $900 to G813055 Sewage Treatment and Disposal/Contractual/SCADA (overbudget $857) from G813056 Sewage Treatment and Disposal/Contractual/Air Compressors

Move $206 to G813056 Sewage Treatment and Disposal/Contractual/Air Compressors from G813059 Sewage Treatment and Disposal/Contractual/Spare Parts/Repairs to Equipment. Purchase Order No. 190004.

Move $600 to G813043 Sewage Treatment and Disposal/Contractual/Equipment from G813059 Sewage Treatment and Disposal/Contractual/Spare Parts/Repairs to Equipment. Purchase Order No. 190005.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Revise General Fund Budget for Fiscal Year 2018/2019

Motion made by Mayor Higgins; seconded by Trustee Sommers.

RESOLVED that The Village of Hunter Board of Trustees authorizes the Clerk/Treasurer to revise the revenue portion of the General Fund Budget for Fiscal Year 2018/2019 to account for unbudgeted income as follows:

A2770 Miscellaneous Income/Unclassified in the amount of $20.00 for returned check fee.

A2681 Insurance Recovery – Street Lamps in the amount of $3,876.12 for February 12, 2019 light pole claim.

A2690 Other Compensation for Loss – in the amount of $215.75 from Bottini Fuel criminal case.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Reduction of Equivalent Dwelling Unit (EDU) Status on Kraus properties
Tax Map Nos. 164.09-02-33 and 164.09-02-35

Motion made by Mayor Higgins; seconded by Trustee Sommers.

RESOLVED that The Village of Hunter Board of Trustees hereby reduce the equivalent dwelling unit status of Kraus properties Tax Map Nos. 164.09-02-33 and 164.09-02-35 from two EDUs each to one EDU each for purposes of annual residential sewer charges and bi-annual water charges. Said properties will remain at two loan payments each for purposes of repayment of Colonel’s Chair Loan.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Colonel’s Chair and Liftside Vacant Land Owners

Motion made by Mayor Higgins; seconded by Trustee Sommers.

RESOLVED that The Village of Hunter Board of Trustees have established that land owners of vacant property in Colonel’s Chair and Liftside will not pay annual sewer charges.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Resolution 2019-0__
Hire Camp Director

Motion made by Mayor Higgins; seconded by Trustee Sommers.

RESOLVED that The Village of Hunter Board of Trustees hereby hires Jesse Monsen as Camp Director at $18.00 per hour.

The foregoing resolution was put to a vote and was carried unanimously.

Mayor Alan Higgins voting – yea
Trustee Ben Sommers voting – yea
Trustee Anita Ayres was absent.

The resolution was thereupon declared duly adopted.

Adjournment:

Motion to adjourn the meeting made by Trustee Sommers, seconded by Mayor Higgins.

Meeting adjourned at 10:15PM.

Transcribed by:

Kathleen M. Hilbert
Clerk/Treasurer
May 5, 2019