BOARD OF TRUSTEES MEETING TUESDAY, JULY 16, 2013

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1 BOARD OF TRUSTEES MEETING TUESDAY, JULY 16, 2013 The July Meeting of the Board of Trustees was held on Tuesday, July 16, 2013 at 7 PM in the Boardroom of the Village Hall, 7 Stage Road, Monroe, NY. Mayor James Purcell called the meeting to order and led in the pledge to the flag. Emergency exits were announced. Present: Mayor Purcell; Trustees Gormley, Chan, Conklin and Wright Also present: Attorney Bonacic, Treasurer Murray, DPW Supt. Smith, Police Chief Melchiorre, Adm. Sergeant Conklin, Building Inspector Wilkins and Village Clerk Carey MOMENT OF SILENCE IN MEMORY OF JOSEPH CARLOS MELO: Mayor Purcell called for a moment of silence in memory of Joseph Carlos Melo, a 13 year old Town of Monroe youth involved in a fatal bicycle accident on July 8 th. Our thoughts and prayers are with his family. MINUTE APPROVAL: JUNE 4 TH AND 18 TH On a motion by Trustee Chan seconded by Trustee Conklin, with all in favor, it was: RESOLVED, the Board of Trustees approved the Minutes of the June 4, 2013 Meeting and the Minutes of the June 19, 2012 Meeting. BUDGETARY MODIFICATIONS: On a motion by Trustee Gormley seconded by Trustee Wright, with all in favor, it was: RESOLVED, the Board of Trustees authorized the Treasurer to make the following budget modifications to balance the budget: FROM: TO: A1560 Safety Inspection Fees A Engineering Contractual $ F2770 Misc Income F Distribution Contractual A2705 Donations A Celebrations 10, A2770 Misc Income A PD Telephone RELEASE AGREEMENT WITH ORANGE & ROCKLAND FORSHEE STREET / WINCHESTER DRIVE: On a motion by Trustee Chan seconded by Trustee Gormley, it was: RESOLVED, in consideration of the sum of twenty-one thousand sixty dollars ($21,060), the Board of Trustees by resolution, approved a Release Agreement with Orange and Rockland Utilities, Inc. arising from or connected with road restoration work for milling and paving for gas work done on Forshee Street and Winchester Drive.

2 TAX / WATER SEARCH FEE RESCINDED: see minutes page 166, 2/6/07 On a motion by Trustee Chan seconded by Trustee Conklin, it was: WHEREAS, on February 6, 2007 the Board, by resolution, established a fee for all tax and water searches provided by the Village Clerk s Office of $20 for a tax search and $20 for a water search, and WHEREAS, with the BAS Tax Program and the SCA Water Program, payment information is now available on-line. NOW, THEREFORE, BE IT RESOLVED, effective immediately, the Board eliminates the service fee for a tax or water search. PBA COLLECTIVE BARGAINING MEMORANDUM OF AGREEMENT 6/1/11-5/31/2015: On a motion by Trustee Wright seconded by Trustee Chan, it was: RESOLVED, the Board of Trustees hereby ratify the collective bargaining Memorandum of Agreement, as negotiated, between the Village of Monroe and the Monroe Police Benevolent Association for period 6/1/11 through 5/31/2015. Mayor Purcell thanked the original negotiating team, Trustee Gormley and former Trustee Frank Eppinger for their work on the contract. Trustee Gormley and Mayor Purcell with the assistance of Attorney Judith Mayle finalized the contract with the PBA. With the fiscal responsibilities we as a Board are charged with, and the economic times being what it is, this contract is mutually satisfying to everyone, Mayor Purcell said. He thanked the Board for their support and said it was a total team effort. AGREEMENT AS TO THE TERMS AND CONDITIONS OF EMPLOYMENT FOR THE POLICE CHIEF: Trustee Wright the contract between the Police Chief and the Board has been finalized and made a motion to approve the agreement, motion was seconded by Trustee Chan, and it was: RESOLVED, the Board of Trustees accepted the Agreement as to the Terms and Conditions of Employment for the Police Chief for period March 20, 2013 through March 21, Mayor Purcell was authorized to sign the said agreement. Mayor Purcell gave kudos to Chief Melchiorre. The Chief has worked for the Village for 38 years. Working his way up the ranks Alex has spent 12 years as Lieutenant, first under former Chief Andrew Margillo and most recently under Chief Dominic Giudice. Mayor Purcell thanked Trustee Wright for working the terms and conditions of the agreement out with the Chief.

3 REQUEST FOR PROPOSALS: NORTH MAIN STREET SIDEWALK REPLACEMENT (CDBG 2013) On a motion by Trustee Gormley seconded by Trustee Chan, it was: RSOLVED, the Board of Trustees authorized the Village Clerk to advertise for bids for the O.C. Community Development Block Grant 2013 North Main Street Sidewalk Replacement Project. Publication to be in the Times Herald Record on Friday July 19, Bid opening will be on Monday, August 19, 2013 at 9 AM. Ayes: Trustees Gormley, Chan, Conklin and Wright SHARP COPIER LEASE AGREEMENT UPSTAIRS VILLAGE HALL: The 5-year lease agreement for the MXM363N Sharp copier on the second floor of Village Hall is expiring. Treasurer Murray was able to negotiate the same price as the downstairs copier lease to match Xerox s State Bid rate for a new copier and is requesting the Board s authorization to proceed. On a motion by Trustee Wright seconded by Trustee Conklin it was: RESOLVED, the Board of Trustees approved a 5-year State Bid Lease with Aztec for a Sharp MX3640N digital color copier network printer, scanner fax with stapler at a cost of $144.67/month with an all inclusive maintenance plan labor, all parts and all consumables (toner, drum; developer) except paper and staples. Cost per copy black & white.0051 and color.06/copy Ayes: Trustees Gormley, Chan, Conklin and Wright APPOINTMENT: ROSA APPLEMAN TO DEPUTY VILLAGE CLERK On a motion by Trustee Chan seconded by Mayor Purcell, it was: RESOLVED, the Board does hereby appoint Rosa Appleman to the position of Deputy Village Clerk to fill the vacancy of Elizabeth Doherty at a salary of $31,162 effective immediately. NO ACTION ON VOTE MOTION DIED KVS 2013 SUMMER TRAINING SCHOOL & CONFERENCE 7/22-7/24 ELIZABETH DOHERTY: On a motion by Trustee Conklin seconded by Trustee Chan, it was: RESOLVED, the Board of Trustees approved the attendance of Deputy Treasurer, Elizabeth Doherty at the KVS Summer Training School and Conference at the Buffalo- Niagra Marriott, Amherst, NY from July 22, 23 and 24, This conference provides training for our accounting and payroll software. Cost of the conference is as follows: Conference $525 / 3 nights hotel $537 / dinner allowance per day (breakfast & lunch provided) $15; per mile reimbursement $ Cost to be allocated from budget line A

4 CHEESE FESTIVAL DATE CHANGE TO SEPTEMBER 7, 2013: Correspondence was received on July 1, 2013 from Joseph Mancuso, Cheese Festival Chairman, advising that due to a conflict with the Jewish high holy day of Yom Kippur, the committee rescheduled the Cheese Festival date from 9/14/13 to 9/7/13. The Wine and Cheese Party at Museum Village remains on August 24 th. Marshall and Sterling will be notified of the date change. BLOCK PARTY CUL-DE-SAC FREDRICK DRIVE AND HOLLAND ROAD, ESTATES OF BRIARCLIFF 8/11/13: On a motion by Trustee Conklin seconded by Trustee Wright, it was: RESOLVED, contingent upon a certificate of insurance being filed naming the Village of Monroe as additional insured as outlined in the event s application and the indemnification affidavit filled out, the Board of Trustees approved the request of Maria Jones on behalf of her neighbor s to hold a block party, Rock the Block on Sunday, August 11, 2013 from 3-10 PM. Street to be left open for emergency vehicle access. Coordination of event to be made with Police Chief Melchiorre or Adm. Sergeant Conklin. MAYOR S REPORT: INDEPENDENCE DAY CELEBRTION THANK YOU: Mayor Purcell thanked the Activities Committee volunteers for coordinating our Independence Day Celebration. Also the Monroe Police Department and Chief Melchiorre, DPW, Sheriff s Department, Monroe Fire District and Ambulance Corp for their Assistance. We had a huge turnout. Everything went off without incident. Kudos to all those involved. SUMMER CONCERT SERIES: Mayor Purcell thanked the Activities Committee, Elizabeth Doherty and the committee volunteers for the great job in coordinating this year s Summer Concert Series. CRANE PARK ISLAND GAZEBO RIBBON CUTTING: Mayor Purcell invites all to attend the ribbon cutting of the Crane Park Island Gazebo on Saturday, August 3 rd from 1-3 PM. Light refreshments will be served. BOARD COMMENT: Trustee Wright thanked Chief Melchiorre for his administrative oversight of the Police Department in that he was able to reduce over May to June a 34.5% reduction in shift over-time and a 50% reduction in court over-time. He was also thanked for his leadership in a 175% increase in drug arrests in the community as well as 215% increase in arrests over all. Thank you Chief and your men for your accomplishment. PUBLIC COMMENT: PEOPLE PRESENT: 5 TIME: 7:25 PM MONROE FREE LIBRARY PROPOSED ADDITION REQUEST FOR EGRESS ONTO SMITHFIELD COURT: Michael J. Sandor, PE, President of MJS Engineering and Land surveying PC was present on behalf of the Monroe Free Library. Mr. Sandor was sent to the Village Board by the Planning Board as the Library s application for a proposed addition and parking / driveway reconfiguration needs authorization of the Village Board to eliminate 3 parking spaces from Smithfield Court, a village street. Mr. Sandor explained what the library wants to do. While 3 parking spaces would be eliminated, one would be gained in front. So actually it will be only 2 spaces lost. Aerial photo and the layout plan were reviewed with the Board. Engineer Sandor

5 answered questions that were raised. The Board planned to discuss the matter further and told Engineer Sandor they would get back to him. MEETING CLOSURE / EXECUTIVE SESSION: On a motion by Trustee Wright seconded by Trustee Conklin, and carried, the meeting was closed at 7:40 PM. Following a short recess, the Board convened in Executive Session for discussion of Attorney Client and personnel. OPEN SESSION: (This following portion of the minutes were compiled by Mayor Purcell) On a motion by Trustee Chan seconded by Trustee Gormley and carried the open meeting resumed at 9 PM. TOWN WATER DISTRICT 8 (HOFFLISS): In an article published in the Times Herald Record today, the Town Board has agreed to bond up to $350,000 to install 6 pipes under parts of Orchard Drive and Hilltop Road in Monroe s Water District 8, an area of roughly 200 houses that includes a new, 34-unit subdivision known as Ridgetop Estates. The larger diameter pipes are expected to correct low-pressure problems that plague some homes. In accordance with an agreement between the Village of Monroe and Town of Monroe for Water District 1, 7, 8 & 10, paragraph 2 - The TOWN shall not cause nor permit any taps, additions, expansions, modifications or extensions to its present distribution system or connecting mains except within the districts covered by this agreement. Except in emergency situations any work or repairs shall be subject to prior written approval of the Village of Monroe Board of Trustees and to the Rules and Regulations of the Village of Monroe and the Department of Environmental Conservation of the State of New York, Department of Health of the State of New York, Department of Health of the County of Orange and any other municipal agencies having jurisdiction thereof. Any work or repairs to be performed shall be under the supervision and engineering approval of a NYS Licensed Professional Engineer and the Village Water Department. On a motion by Trustee Conklin seconded by Trustee Gormley, and carried, the Board directed Mayor Purcell to send a letter to the Town of Monroe Board putting them on notice. SHEA FARM SUBDIVISION: The Board authorized the Mayor to transmit a letter to the Town Board acknowledging receipt of request to have the Village supply water to Shea Farms and the willingness to do so subject to commercial water rate terms. APPOINTMENT OF DEPUTY CLERK: Consensus of the Board is that the titled position of Deputy Village Clerk will remain vacant at this time. Rosa Appleman will continue as Senior Typist II working in the Clerk s Office only. MONROE FREE LIBRARY S REQUEST FOR EGRESS ONTO SMITHFIELD COURT: On a motion by Trustee Conklin seconded by Trustee Chan, with all in favor, it was: RESOLVED, the Board of Trustees approve the request received from Michael J. Sandor, PE, MJS Engineering on behalf of the Monroe Free Library to eliminate three (3) parking spaces along Smithfield Court to create a means of egress for the library s proposed addition. ADJOURNMENT: On a motion by Trustee Gormley, seconded by Trustee Conklin and carried, no further business, the meet was adjourned at 9:10 PM. Respectfully submitted, Virginia Carey Village Clerk

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