Village Board Meeting Minutes 12-11-2007

Present - Mayor Richard Cunningham, Trustees Kevin Rheden, Svend Beecher, Brenda Klaproth and Jim Reardon. Also present were Attorney Robert Winne, Clerk Treasurer Gail Haskins, County Legislator Joel Tyner, Fred Cartier for PANDA, resident Kerri Karvetski and members of the Rhinebeck Farmer's Market board.

The Mayor called the meeting to order with the Pledge of Allegiance.

County Legislator - Joel Tyner - Legislator Tyner invited everyone to the 12th annual interfaith candlelight vigil for economic justice December 20th at the Dutchess County Office Building. The focus will be on ways the police can be proactive for at risk youth and what services can be provided for these kids to keep them out of trouble. A petition has taken off for all stores in Dutchess County over 10,000 square feet to provide recycle bins for plastic bags and for stores over 20,000 square feet to offer reusable bags. Project Sunlight for tracking voting records, donations and county contracts may be checked out online for people seeking this information.

Rhinebeck Farmer's Market - Mayor Cunningham reported that the Rhinebeck Farmer's Market had written to request permission to operate a second market day on Thursdays in the municipal parking lot from mid-May until mid-October. It will occupy the same footprint as the present Sunday market. An informal request had been made last January and at the time the board had expressed concern about the use of the parking lot on weekdays from 3-7pm due to Village/Town meetings or Village/Town court. The market conducted a survey of the parking lot to address those issues. Mayor Cunningham recognized Ray Tousey the President of the Rhinebeck Farmer's Market. Mr. Tousey stated that the market has been held on Sundays for thirteen years now and has been very successful. The vendors and customers have asked about the possibility of having a second day. Thursday evening was their logical choice to try to pick up business for the weekend. The Farmer's Market Board is asking for permission to try this extra day. Trustee Rheden asked about the results of the parking survey conducted by the Farmer's Market. Mr. Tousey deferred to Trustee Reardon who had conducted the survey and was a member of the Farmer's Market Board. Trustee Reardon stated that the intent of the survey was to track the usage of the Village of Rhinebeck municipal parking lot between the hours of 3:00 pm and 7:00 pm, on Thursday afternoons. The basis for that being the Village board's concern that there would be competition for the spaces with the stores downtown and meetings and court held on Thursday evenings. The survey was conducted on a weekly basis by doing a physical count of the vehicles parked in the lot at specific times. The lot has a total of 130 spaces and Trustee Reardon tried to count the cars at least once a day, and up to a maximum of three times a day, as his schedule allowed at approximately the same times each week. He also noted the weather conditions to see if it would apply to the usage of the parking lot. Over a 38 week period 64 counts were performed, with one week missed due to his schedule. The average usage of the lot during the 3:00 time period was 52.87%, the average usage of the lot during the 5:00 time period was 45.08% and the average usage of the lot during the 7:00 time period was 39.19%, with an average usage of the lot for all counts being 46.80% of capacity.

His conclusion is that the usage of the lot was higher during the mid afternoon, than at any other time and dropped off as the day progressed and that the municipal parking lot is an under utilized resource. Trustee Reardon stated that his feeling is that the Farmer's Market will bring business to all of the businesses in the community. The lot will probably be filled during the Farmer's Market as it is on Sundays when the market is held. Discussion followed. Trustee Rheden made a motion to accept the proposal for the Farmer's Market to be allowed to hold a market day on Thursdays from 3:00pm until 7:00pm for a one year trial period. Trustee Klaproth seconded and all the board was in favor. Mr. Tousey stated that the Farmer's Market will draw up a contract for the board's approval.

Kerri Karvetski - Municipal Web Site - Kerri Karvetski introduced herself as the co-chair of the Rhinebeck website committee. The joint Town/Village website was re-launched in October. A committee was created by the Town to do this and to guide the website. The website has a new look with a new logo and a graphic banner with pictures from an online photo club which will be changed seasonally or for special occasions. There is a new search bar for easier use of the website. The software for the site is Droople, which is used by many websites. It is easy to use and to update if you don't have a lot of experience. The government directory is the main part of the website. A survey had been conducted over a year ago asking residents what information they would like on the website. Contact information was at the top of the list. Information available on the website are a phone list, minutes, agendas, events, announcements and information about the different departments and who to contact for information or help. The rates and fees for the different departments are shown and in the future applications and forms should be shown on the website. A master calendar for Town and Village events is also available. Jobs and volunteer opportunities are shown. Part of the website committee's mission is to facilitate civic participation. There are town and recreation e-mail groups with the ability to opt in to the groups on the website. Trustee Reardon asked if the Village had access to the e-mail list. At this time it is not available to the Village as it is currently only a Town e-mail list. It would have to be offered to the residents by the Town and they would have to opt in to a Village list. Mayor Cunningham asked about putting the locations of the Village AED's on the website for the public's information. Ms. Karvetski stated that the information just needs to forwarded to the committee for it to be posted. Trustee Klaproth asked if the committee was all volunteers or if there was anyone paid and who would be keeping the website updated. Ms. Karvetski stated that the committee is all volunteers and the updating should be updated by the departments, who will have someone trained to keep the website updated. The town is possibly going to budget for a maintenance technician to keep the technical aspects updated. Trustee Rheden asked about the ability to log on to maintain the website. The log on gives you limited ability to change the website, which is set up by the committee. The website is not ready for online forms to be processed as the controls are not set up for security at this time. Trustee Beecher asked if this would be a continual committee. Ms. Karvetski said that, yes it is a continual committee to provide guidance for the maintenance of the website. Ms. Karvetski asked that the board think about how the website can help the Village with its business and to contact the committee to implement any of their needs.

Tax Exemption for Cold War Veterans 9/2/45-12/26/91 - Mayor Cunningham reported that veterans who served during the period of 9/2/45 through 12/26/91 have a new tax exemption available to them.

Local Option Real Property Tax - Mayor Cunningham stated that there is a local option to create senior and veterans exemptions that is extended to next April.

Fire Department - Trustee Rheden gave the fire department report. The run analysis for November 2007 was fire calls 7 town and 8 village, EMS calls 18 town and 10 village, auto accident calls 7 town and 1 village with a total of 32 calls for the town and 19 calls for the village. All firefighters have completed their OSHA training for 2008 which includes 8 hours of OSHA, an SCBA fit test and an OSHA physical. Two new members have completed the 72 hour Firefighter 1 Class. Six members have completed the 16 hr. Emergency Driving Class which is mandatory for OSHA and NFPA. Eight members have completed the 16 hr. thermal imaging class. There were 3 fire drills held during the month of November for a total of 9 hours and all drivers have completed the in-house driver qualification class for 2008. The Village of Rhinebeck Fire Contract with the Town of Rhinebeck, for the period of January 1, 2008 through December 31, 2008, in the amount of $121, 350.00, was signed by the Mayor and Supervisor. Trustee Reardon asked the status of the new fire truck. Trustee Rheden stated that the status is not known at this time.

Street Department - Trustee Beecher reported that the street department had worked on the trucks, getting them ready for snowplowing and salting. Christmas lights had been put up at the firehouse, parking lots and on the signs coming into the Village. A road cut was done in Rhinecliff for a water line. The mulch is sold out and more will be made in December. A later start on leaf pickup had been made, because of the later dropping of the leaves. A permit had been received from the DEC to proceed with work at the Lion's Club Mini Park, but a notice was received from the Army Corps. Of Engineers requiring more information for a permit from them before we could proceed. Permission was given to Dewkett Engineering to provide more information to the Army Corps for the permit at a cost of approximately $2000.00 more in fees to Dewkett. Trustee Klaproth asked if there were any results from the tree survey. Trustee Beecher responded that there are no results as of yet. Trustee Reardon asked about the letters received regarding trees that need work done and what was the procedure followed. Trustee Beecher stated that Foreman George Wyant would go and assess the trees as to what needs to be done immediately and what can wait. Trustee Reardon asked because of a letter received from resident Chauncey Walker stating that a dead tree would be taken down after the Dutchess County Fair, that has still not been taken down. Trustee Beecher stated that he would talk to Foreman Wyant about the issue.

Trustee Svend Beecher made a motion to adopt a resolution to approve the name Eva Lane for the common driveway of the Dunwell property off of Knollwood Road. Trustee Reardon seconded and all the board was in favor.

Police and Court Report - Mayor Cunningham reported that the Buckle Up campaign seems to be working as the number of tickets for seat belts has decreased. A security system is still be worked on as is the hiring of a new police officer.

Water Department - Mayor Cunningham opened the bids for the new backwash pumps for the water plant. The first bid opened was from the Stephen B. Church company for $82,400.00, then Arold Construction Co. for $87,500.00, then C.A. Phillips Contruction Corp. for $79,840.00, then Harkins Mechanical Construction for $79,150.00 and the last bid was Standard Construction Corp. for $72,000.00. It appears that the low bid is Standard Construction. The bids will be forwarded to Brinnier and Larios Engineers for evaluation as to whether they meet the specifications for the project and to recommend where to award the bid. Mayor Cunningham then reported that there have been a couple of leaks fixed. The Water Dept. has been trying to control the use of electricity over the last few years and have lowered the electric bill to under $5000.00.

Waste Water Department - Trustee Klaproth stated that for the month of November waste water treated was 4.08 million gallons, 106,600 million gallons of sludge was processed and 28.7 cubic yards of sludge was processed. The only abnormal activity to report this month was that an influent pump was sent out for repair and Standard Construction was in to replace the seals and seal ring on pump #1. Last month Trustee Klaproth had said she would be working with the Village Attorney to update the code to have the ability to add a penalty to the bill of any customer violating the sewer ordinance and who fails to follow the Village's recommendation for addressing the problem within a reasonable amount of time. Attorney Winne confirmed there is already a penalty in the code book a reference was missing from the index. The index will be updated when other changes are sent in for the code book. Village Clerk Gail Haskins reported that Chief Waste Water Operator Anthony Gasparini requested that she write a letter to Piper Woods, owner of Montgomery Row, stating how long she had to comply with his request to fix the problem with the grease trap at Gigi's Trattoria. The board had to determine the length of time allowed for correction of the problem in the notice. Operator Gasparini suggested that 60 days would be a reasonable time. The board agreed to that time limit and Attorney Bob Winne stated that he would write the letter.

Planning and Zoning - Trustee Reardon reported that the restaurant Provence going in at 51 East Market St. received approval from the planning board. Prudential Serls on Mill St. came in for and received sign approval. A request for approval to park a camper on their property by Paul and Ann King of Stortini Drive was denied. An area variance for signage was approved for Joe and Kim Curthoys for 41 East Market St. Kenneth and Maria Volpe requested an interpretation of clarification regarding the deadlines for their modification of a nonconforming use. It was determined that they may submit a request for an extension before the one year deadline. Robert Fennell, the Zoning Enforcement Officer, has reported to Trustee Reardon that he has spoken to Bill Clarke about banners and signs at his Springbrook Plaza property. They should be taken down by the beginning of the year. There is an issue with the Fraleigh property on Livingston St., which is in a state of disrepair. A letter was prepared by the ZEO, for the building inspector to issue, as this is covered under NYS Uniform Fire Prevention and Building Code.

Trustee Reardon stated that the AED's have been placed in the Village Hall lobby and at the Village Highway Garage. There are two more that have not been placed at a location yet. Discussion followed. It was determined that one AED should be placed at the Village Water Plant and one would be placed at the Village Waste Water Plant.

Dog Report - The dog reports for October 2007 and November 2007 were reviewed and are on file in the Village Clerk's office.

Water and Sewer Adjustments - The following water and sewer adjustments were approved by the board: water a/c 31198W usage credit of $210.00 and debit of $54.00, water a/c939W usage credit $266.40 and debit of $54.00, water a/c 7581W usage credit of $54.00 and debit of $42.00, water a/c 21042W usage credit of @2,258.74 and debit of $270.00, sewer a/c 21225S usage credit of $195.75 and debit of $108.00, sewer a/c 21277S usage credit of $227.75 and debit of $163.35, sewer a/c 21042S usage credit of $5082.16 and debit of $607.50 and sewer a/c 21042S assessment credit of $1524.65 and debit of $182.25.

Minutes Approved Last Meeting - Trustee Klaproth made a motion to approve the minutes from the November 13th, 2007 meeting. Mayor Cunningham seconded and all the board was in favor.

Voucher Approval - The following vouchers were reviewed and approved by the board: In the General Fund manual vouchers #4414-#4429 in the amount of $76,194.89 and computer vouchers #22445-#22488 in the amount of $26,480.91. In the Water Fund manual vouchers #1598-#1605 in the amount of $86,752.78 and computer vouchers #22489-#22509 in the amount of $21,442.40. In the Sewer Fund manual vouchers #1494-#1499 in the amount of $14,679.35 and computer vouchers #22510-#22527 in the amount of $6,635.39.

Trustee Reardon made a motion that the board go into executive session to discuss a record keeping instance. Trustee Rheden seconded and all the board was in favor.

Mayor Cunningham reconvened the meeting back into regular session. There was no action taken after the executive session.

Adjourn - Trustee Reardon made a motion to adjourn. Trustee Beecher seconded and all the board was in favor.

Respectfully Submitted by

Gail Haskins
Clerk Treasurer

Village of Rhinebeck
Village Board of Trustees Meeting
December 11, 2007