The Annual Organizational Meeting and semi-monthly meeting of the Board of Trustees of the Village of Menands, was held on the 1st day of July, 2019 in the Municipal Building located at 250 Broadway, Menands, New York, Mayor Megan Grenier called the meeting to order at 6:00 P.M.
PRESENT:
Megan Grenier, Mayor
Diane Foley, Trustee
Seth H. Harris, Trustee
Brian Marsh, Trustee
Aileen Nicoll, Trustee
Donald Handerhan, Village Clerk
Stephen Rehfuss, Village Attorney
Also attending: Bill Garvey, Kirk Montanye, Connie Van Buren, Paul Cooney, Susan Sweeney, Steve Boulet, John Stangle, Bill Nevins, Angelo Primo, Eric Johnson.
The Mayor led the Pledge of Allegiance.
Mayor Grenier reappointed Donald Handerhan as Village Clerk for a four-year term to run concurrent with the term of Mayor Grenier ending July 5th, 2023.
Trustee Harris offered the following resolution and moved its adoption:
RESOLVED, that the reappointment by Mayor Grenier of Donald Handerhan as Village Clerk for the Village of Menands be, and it hereby is approved for the term ending July 5, 2023.
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 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 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 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 Geneva Conway to the Zoning Board of Appeals for the remainder of a three-year term ending July 6th, 2021.
Trustee Foley 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 Geneva Conway to the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for the term ending July 6th, 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 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 Miller to the Zoning Board of Appeals for a three-year term ending the 5th, day of July 2022.
Trustee Nicoll 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
NOW THEREFORE, be it
RESOLVED, that the reappointment by Mayor Grenier of Kevin Miller to the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for the term ending July 5th, 2022, 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 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 Michael Steurer as alternate to the Zoning Board of Appeals for a one-year term ending the 6th day of July 2020.
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 as alternate to the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for the term ending July 6th, 2020, 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 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 6th, 2020 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 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 Donald Handerhan as Registrar and Doreen M. Gadani 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 Doreen M. Gadani 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 Foley.
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, N.A. of Albany NY; be and hereby is, designated as the official depositor 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 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 designed by the Mayor.
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 Harris introduced the following RESOLUTION that the Village Board has made the determination to change the current mileage reimbursement rate set forth issued by IRS from the annual meeting to follow the IRS mileage reimbursement schedule, 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
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 Nicoll.
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 Monday, July 6th, 2020 at 6:00 P.M. in the Municipal Building at 250 Broadway, Menands, NY.
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
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 Foley.
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 Marsh ______________________________
HISTORIAN Kevin Franklin
MS4 Paul Reuss
Trustee Foley ______________________________
POLICE DEPT. Chief Frank Lacosse
SENIORS Diane Leonard
Trustee Harris ____________________________
DPW Foreman Mike Hagmann
COURT Justice Chris Flint
Trustee Nicoll ____________________________
BLDG DEPT/CODE ENF Lyle Darmetko
PARKS/ Dianne MacFarland
BEAUTIFICATION
YOUTH Brianna Coughlin
Mayor Grenier ___________________________
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 asked the Trustees to coordinate the 95th Annual Picnic. The date is Wednesday, August 21st, 2019 (rain date Thursday, August 22nd, 2019).
Mayor Grenier advised that the concerts in the park will be starting on Tuesday, July 9th and once again the Fire Department will be selling food and beverages. The first band will the New York Players.
Trustee Nicoll made a motion to accept the minutes of the June 17th, 2019 Board Meeting, seconded by Trustee Foley.
ADOPTED:
Trustee Foley voting AYE
Trustee Harris voting ABSTAINED
Trustee Marsh voting ABSTAINED
Trustee Nicoll voting AYE
Mayor Grenier voting AYE
A motion was made by Trustee Nicoll to approve payment for the following, seconded by Trustee Harris.
WARRANT # 3:
GENERAL totaling $42,240.34
WATER totaling $15,907.48
SEWER totaling $ .00
TOTALS $58,147.82
PARK IMPROVEMENT totaling $ 169.00
PAYROLL #2: totaling $97,873.37
(06/07/19-06/20/19)
ADOPTED:
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE
The following quotes were received for renovations to the Court Office:
Wall Finishes $4,500.00
McGuirk Contracting $7,500.00
Trustee Harris made a motion to accept the bid from Wall Finishes in the amount of $4,500.00 for renovations to the Court Office, 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 moved the following resolution authorizing the Treasurer to Sign the Proposal from AssetWorks for an inventory of Village assets and a professional appraisal of 250 Broadway at a cost not to exceed $5,100.00, 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 Harris made a motion to authorize the Treasurer to contact the Village Bond Counsel and request a Bond Resolution for the purchase of Fire Equipment in the amount of $275,000; and a Bond Resolution to purchase a garbage truck and a dump truck with plow in the amount of $_________________, 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
Open Forum:
Resident John Stangle thanked former Trustee Steve Boulet for his years of service for the Village of Menands.
Resident Stangle asked if the bids are complete for the Trail Grant. Eric Johnson from Chazen Companies responded it is almost ready to go out. Mr. Stangle replies he believes more money should be spent on the trails rather than Gazebo. A discussion followed.
Resident Stangle stated he read the Water Quality Report and that the water loss has increased to 45%, he asked what is being done about the loss. A discussion followed.
Resident Kirk Montayne asked if the public input is going to be considered with the Trial Grant. A discussion followed.
Resident Bill Garvey state he is in favor of renovations of the Court Offices.
Also, he would like to thank Steve Boulet for his years of service.
Resident Connie Van Buren stated there are still unregistered vehicles at 10 Clifford Road. Mayor Grenier advised that Notice of Violations have been sent and there is a process that must be followed.
At 6:40 P.M. Trustee Harris made a motion to enter into Executive Session to discuss a personnel matter, 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
The regular meeting reconvened at 6:55 P.M.
A motion was made by Trustee Harris to adjourn, 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
The meeting was duly adjourned at 6:55 P.M.
__________________
Donald Handerhan
Village Clerk