Board Meeting Minutes – July 6th, 2020

  July 6, 2020

At 6 PM on Monday July 6st, 2020 Mayor Meg Grenier read the following statement: this is the Village of Menands Board of Trustees, semi-monthly meeting. I am Mayor Meg Grenier and as it is 6 o’clock, I will call this meeting to order. For anyone outside the village staff who is attending this video conference, I would ask if you would please identify yourselves; in attendance Susan & Mike MacKay, Renee Leguire, Bill Nevins, Steve Boulet, Lindsay Howlett, Interns, Wes Porter, Megan Pontin, Rebekah Ten Hagen and Natalie Saviola. The Mayor asked them to mute their microphones.
Mayor Grenier then did a roll call of Village staff; Deputy Mayor Aileen Nicoll, present, Trustee Diane Foley, Trustee Seth Harris, present, Trustee Brian Marsh, present, Clerk Don Handerhan, present, Village Attorney Steve Rehfuss, present. On behalf of the Village Board I would ask all residents that we please keep our First Responders, all essential workers and those affected by this pandemic in our thoughts and prayers.

Pursuant to Governor Cuomo’s executive order number 202.1 issued on March 13th, 2020: Suspending article 7 of the public officers law, to the extent necessary to permit any Public body to meet, and take such actions authorized by law that allowed the public to not be physically present at the meeting, but allow the public to listen to or view such meetings via teleconference call or video conference, while recording and later transcribing of the meeting. Village of Menands Board of Trustees semi-monthly meeting is being held via Google Meets video conference to protect Public Safety and Welfare during this COVID-19 pandemic. In an effort to conduct this meeting effectively we asked those in attendance to please mute your microphone during the meeting. As we are conducting only essential business during tonight’s meeting, there will be no public comment. Any comments previously submitted to Clerk Handerhan prior to the meeting and deemed essential will be read into the record.

Trustee Nicoll made a motion to accept the minutes of the June 15th, 2020 Board Meeting, seconded by Trustee Foley.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

A motion was made by Trustee Marsh to approve payment for the following, seconded by Trustee Harris.

WARRANT # 3:

GENERAL totaling $141,154.62
WATER totaling $111,915.76
SEWER totaling $ 25,812.39
TOTALS $278,882.77

PARK IMPROVEMENT totaling $ 1,313.00

PAYROLL #2: totaling $108,971.04
(06/05/20-06/18/20)

PAYROLL #3: totaling $ 93,248.55
(06/19/20-07/02/20)

TOTALS $202,219.59
ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Trustee Nicoll as Deputy Mayor to act as such in her place and stead during her absence or inability to act and is vested with all powers and may perform all the duties of the Mayor, pursuant to Section 4-400 of the Village Law.

Mayor Grenier reappointed Stephen J. Rehfuss, Esquire as Village Attorney for the ensuing official year. In his absence, someone from The Rehfuss Law Firm shall act on his behalf.

Trustee Foley offered the following resolution and moved its adoption:

RESOLVED, that the reappointment by Mayor Grenier of Stephen J. Rehfuss, Esquire as Village Attorney for the ensuing official year be, and hereby is approved; and be it further

RESOLVED, that the legal services and proceedings for the issuance of bonds, abstracts of title and any litigated matters shall be considered extra services, compensation for which shall be determined and audited by the Board of Trustees.

The resolution was duly seconded by Trustee Harris.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed William T. Smith, Jr. as Treasurer for the Village of Menands.

Trustee Nicoll offered the following resolution and moved its adoption:
RESOLVED, that the reappointment by Mayor Grenier of William T. Smith, Jr. as Village Treasurer for the ensuing official year be, and hereby is approved.

The resolution was duly second by Trustee Foley.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Paul Reuss as the Appeals Officer for Freedom of Information requests.

Trustee Marsh offered the follow resolution and moved its adoption:
RESOLVED, that the reappointment by Mayor Grenier of Paul Reuss as the Appeals Officer for Freedom of Information request for the ensuing official year be, and hereby is approved.

The resolution was duly seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Robert Becher as Associate Village Justice for the ensuing official year.

Trustee Harris offered the following resolution and moved its adoption:

RESOLVED, that the reappointment by Mayor Grenier of Robert Becher as Associate Village Justice for the ensuing official year be, and hereby is approved.

The resolution was duly seconded by Trustee Marsh.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Michael Steurer to the Zoning Board of Appeals for a three-year term ending the 5th day of July 2023. Michael was appointed to the Zoning Board of Appeals for the remainder of a three-year term filled by Geneva Conway upon her retirement.

Trustee Marsh offered the following resolution and moved it adoption:

WHEREAS, the Zoning Board of Appeals of this Village was established by Local Law No. 1 of 1976, and

WHEREAS, this Board has approved the appointment of the several members thereof, and

NOW THEREFORE, be it

RESOLVED, that the reappointment by Mayor Grenier of Michael Steurer to the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for the term ending July 5th, 2023, and be further

RESOLVED, that the Village Clerk be, and he hereby is, directed to notify the aforesaid citizen of his appointment.

The resolution was duly seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Danielle Freeman as alternate to the Zoning Board of Appeals for a one-year term ending the 6th day of July 2021.

Trustee Marsh offered the following resolution and moved it adoption:

WHEREAS, the Zoning Board of Appeals of this Village was established by Local Law No. 1 of 1976, and

WHEREAS, this Board has approved the appointment of the several members thereof, and

NOW THEREFORE, be it

RESOLVED, that the reappointment by Mayor Grenier of Danielle Freeman as alternate to the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for the term ending July 5th, 2021, and be further

RESOLVED, that the Village Clerk be, and he hereby is, directed to notify the aforesaid citizen of her appointment.

The resolution was duly seconded by Trustee Foley.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed John Bassett as Chairman of the Zoning Board of Appeals for the ensuing official year.

Trustee Harris offered the following resolution and moved its adoption:

WHEREAS, the Zoning Board of Appeals of this Village was established by Local Law No. 1 of 1976, and

WHEREAS, this Board has approved the appointment of the several members thereof, and
THEREFORE, be it

RESOLVED, that the reappointment by Mayor Grenier of John Bassett as Chairman of the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for a term ending July 5th, 2021 and be it further

RESOLVED, that Donald Handerhan the Village Clerk be, and he hereby is, directed to notify the aforesaid citizen of his appointment.
The resolution was duly seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Kevin Franklin as Historian of the Village of Menands for the ensuing official year.

Trustee Foley offered the following resolution and moved it adoption:

RESOLVED, that the reappointment by Mayor Grenier of Kevin Franklin as Historian of the Village of Menands for the ensuing official year be, and hereby is approved.

The resolution was duly seconded by Trustee Harris.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier reappointed Donald Handerhan as Registrar and appointed Cheryl Lyon as Deputy Registrar of Vital Statistics for the Village of Menands, for the ensuing official year.

Trustee Harris offered the following resolution and moved its adoption.

RESOLVED, that the reappointment by Mayor Grenier of Donald Handerhan as Registrar and appointed Cheryl Lyon as Deputy Registrar of Vital Statistics for the Village of Menands be, and hereby is approved.

The resolution was duly seconded by Trustee Marsh.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Trustee Nicoll offered the following resolution and moved its adoption:

WHEREAS, there is to be held during the coming official year
a) New York State Conference of Mayors Annual Meeting and Training School;
b) New York State Conference of Mayors Fall Training School for Fiscal Officers and Municipal Clerks;
c) New York State Government Finance Officers Association Conference;
d) New York Conference of Mayors Public Works Training School;
e) American Water Works Association Conference (NYS Chapter);
f) SAMPO (NYS Association of Municipal Purchasing Officials) School;
g) NYS Magistrates Association Training School;
h) NYS Municipal Clerks Training School
i) And other conferences pertaining to the Chief of Police, Fire Chiefs, Building and Fire Inspectors;

WHEREAS, it is determined by the Board of Trustees that attendance by certain municipal officials and employees at one or more of these meetings, conferences or schools benefits the municipality, and that the expenses thereof shall be a Village charge;
NOW THEREFORE, be it

RESOLVED, that the following officers and employees are hereby authorized to attend one or more of the above-mentioned conferences or schools; Mayor, Trustees, Executive Assistant to the Mayor, Village Attorney, Village Clerk, Village Treasurer, Chief of Police, Foreman of Department of Public Works and Department of Public Works Employees as directed, Building and Fire Inspectors and Fire Chiefs, Court Clerks and be it further

RESOLVED, that this resolution shall take effect immediately.

The resolution was duly seconded by Trustee Harris.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Trustee Marsh offered the following resolution and moved its adoption:

RESOLVED, that Key Bank, NA of Albany, NY and the Green County Commercial Bank; be and they hereby are, designated as the official depositories of the several funds of the Village of Menands for the ensuing official year; and be it further
RESOLVED, that the monies to be deposited in the fund known as the General Operating Fund of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the General Fund Savings of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Water Fund Savings of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Sewer Fund Savings of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Equipment Savings of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Fire Equipment Savings of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further
RESOLVED, that the monies to be deposited in the fund known as the Park Improvement Funds of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Developer Escrow Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be further

RESOLVED, that the monies to be deposited in the fund known as the Vehicle Savings of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the State Asset Forfeiture Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Federal Asset Forfeiture Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Police Holding Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the monies to be deposited in the fund known as the Payroll – Trust and Agency Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further

RESOLVED, that the Green County Commercial Bank as an authorized depository for Village Funds, when needed; and be it further

RESOLVED, that all checks and/or orders of withdrawal from the said depository on the aforesaid funds, with the exception of the Payroll – Trust and Agency Account, shall be signed by the Village Treasurer and either the Mayor or Deputy Mayor or, in the absence of Mayor or Deputy Mayor, by the Trustee designee by the Mayor.

The resolution was duly seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Trustee Foley offer the following resolution and move its adoption:

WHEREAS, the Board may authorize reimbursement of automobile expenses to officers and employees of the Village who use their personal automobiles while performing their official duties on behalf of the Village;

NOW THEREFORE, be it

RESOLVED, that such reimbursement hereafter be made at the rate set forth by the IRS to such personnel when they incur such expense, unless otherwise negotiated in a collective bargaining agreement, and be it further

RESOLVED, that when properly authorized, the same be paid upon audit by the Board of Trustees.

The resolution was seconded by Trustee Marsh.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Trustee Nicoll offered the following resolution and moved its adoption:

RESOLVED, that the next Annual Organizational Meeting be held on Tuesday, July 6th, 2021 at 6:00 P.M. in the Municipal Building at 250 Broadway, Menands, NY.

The resolution was duly seconded by Trustee Harris.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Trustee Marsh offered the following resolution and moved its adoption:

RESOLVED, by the Board of Trustees of the Village of Menands that Records Retention and Disposition Schedule MU-1, issued pursuant to Article 57-A of the Arts & Cultural Affairs Law, and continuing legal minimum retention periods for local government records, is hereby adopted for use by all officers in legally disposing of valueless records listed therein.
FURTHER RESOLVED, that in accordance with Article 57-A:

Only those records will be disposed of that are described in Records Retention and Disposition Schedule MU-1 after they have met the minimum periods described therein.

Only those records will be disposed of that do not have sufficient administrative, fiscal, legal or historical value of merit retention beyond established legal minimum periods.

The resolution was duly seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier requested that the Board assign their liaison duties to the following:

Trustee Nicoll email hidden; JavaScript is required

HISTORIAN Kevin Franklin
MS4 Paul Reuss

Trustee Harris email hidden; JavaScript is required

POLICE DEPT. Chief Frank Lacosse
SENIORS Diane Leonard

Trustee Foley email hidden; JavaScript is required

DPW Foreman Mike Hagmann
COURT Justice Chris Flint

Trustee Marsh email hidden; JavaScript is required

BLDG DEPT/CODE ENF Lyle Darmetko
PARKS/ Dianne MacFarland
BEAUTIFICATION
YOUTH Brianna Coughlin

Mayor Grenier email hidden; JavaScript is required

FIRE DEPT Chief Michael Steurer
FIRE CO. President Mike Mackay

The Mayor stated that the following have agreed to continue in the following capacities:

Mayor Grenier & Trustee Nicoll Economic Development Committee

Brianna Coughlin Part Time Youth Program
Paul Reuss MS-4, Exec Asst to Mayor

Lyle Darmetko Part Time Code Enforcement /Building Inspector

Dianne MacFarland Part Time Gardner

The Mayor advised the Trustees That the 96th Annual Picnic tentatively scheduled for Saturday, August 22, 2020, but we will have to wait for further guidance for the Governor’s Office.

The Clerk led a discussion concerning the 2020 – 2021 Tax Bill for 10 Graffunder Drive. After
Discussions between the Assessor and the Treasurer it was determined that the assessment for 10 Graffunder Drive should be lowered due to a court order that was received after the Village Assessment Roll was run.

Therefore, Trustee Marsh moved a resolution correcting the Assessment of 10 Graffunder Drive from $315,000 to $290,000. This will reduce the tax bill to $2,421.50 a reduction of $208.75 from the Tax Roll, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

The Clerk led a discussion concerning the regarding the need to increase the bandwidth and the need to run a dark fiber line between 250 and 280 Broadway. There would increase the First Light contract by $350.00 per month.

A motion was made by Trustee Marsh to approve First Light to adding more bandwidth and running dark fiber between 250 and 280 Broadway at a cost of $350.00 per month, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Mayor Grenier, read the comments that were submitted to Clerk Handerhan from resident Bill Garvey.

I thank most Village Residents for mowing their lawns of their private properties in which they removed high grass, weeds and brush at residential properties on street that I reported to the Village Clerk.

I like to thank our Village DPW Crew, Menands Police and National Grid for successfully dealing with a major water main break on 6/25/20, which flooded Menand Road area between Rail Road Ave and North Lyons Ave. As always, they all done a great job.

There are 2 red fire hydrants in our Village which are still covered by high grass and brush on 2 Village streets.

1 red fire hydrant at east end of Glenwood Rd and Broadway junction
1 red fire hydrant on west side of Villa Rd just northeast of Amity Temple

Please kindly have out DPW crew remove plants, brush, weeds and high grass from both red fire hydrants as soon as possible. Thank you for your time and consideration.

Mayor Grenier advised board that DPW has been very busy and asked Clerk Handerhan to ask DPW to take of these red fire hydrants this week.

Mayor Grenier, read the comments that were submitted to Clerk Handerhan from resident Bill Nevins.

I would like to thank the Village DPW for their consistent hard work in keeping the Village running even on the 95-degree days.

Additionally, I would like to thank the Mayor for spearheading the community forum for discussion and partnership. The topics being addressed will move our Village in a direction of positivity and openness and I believe the more people get involved, the better for everyone.

Lastly, I would like to thank our Village Police Department. The past weeks have been very difficult for them and other departments across our area and Nation. This past Holiday weekend was also busy with multiple calls being answered. The officers and Chief Lacosse have handled these situations with promptness and courtesy and they are the epitome of police departments.

Trustee Harris introduce the Interns from Cornell ILR School, who are doing research for the Village of Menands. The Interns are Wes Porter, Megan Pontin, Rebekah Ten Hagen, and Natalie Saviola. Trustee Harris also gave a brief Bio on each Intern and their areas of reasonability. The Interns will report to either Trustee Harris or Trustee Marsh.

Mayor Grenier advised the Board unless there is a change in the Executive Order from the Governor’s Office the next Board Meeting will be held on Monday, July 20, 2020 in the Village Hall. There will be social distending in place, everyone must wear masks and temperatures will be taken prior to entering the meeting.

Trust Harris made a recommendation if in the future the board would like to stream the meeting there is a product called the Owl Camera System that can stream the meeting using Google meets. Discuss followed.

A motion was made by Trustee Harris to adjourn, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

The meeting was duly adjourned at 6:32 P.M.

__________________
Donald Handerhan
Village Clerk