March 19, 2019 Regular Meeting Minutes
REGULAR MEETING – VILLAGE OF NORTHVILLE
Tuesday, March 19, 2019
The Village Board met Tuesday, March 19, 2019 at 7:00 PM at the Village offices.
Present: John Spaeth, Mayor
Steve Collins, Trustee
Sue Eckert, Trustee
John Markiewicz, Trustee Sue Sedon, Trustee
Wendy Reu, Village Clerk
Nathanial Matthews, Treasurer
Excused:
Mayor Spaeth called the meeting to order at 6:30 p.m. The Pledge of Allegiance was recited.
Motion to approve the minutes of the Tuesday, February 19, 2019 Regular Meeting was made by Trustee Sedon, seconded by Trustee Eckert, and passed by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
PUBLIC COMMENTS – Members of Girl Scout Troop 2790, led by Shannon Thomarie, gave a presentation to the Board on their proposed Bronze Award project which would bring Little Free Libraries to areas around the Village. Each member of the troop took turns explaining the project and where they would like to place them. They discussed placing them in the following areas: Waterfront Park, Village Green, Playground at NCS, Laundromat, and Red Barn. They stated they were working with the property owners to secure placement of the Little Libraries. Trustee Sedon asked who would maintain the libraries and the girls stated they would check them periodically. After discussion, Trustee Sedon made a motion to approve placement of Little Free Libraries in the Waterfront Park and the Village Green by the members of Girl Scout Troop 2790 for their Bronze Award project. The motion was seconded by Trustee Eckert and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
REPORT OF COMMITTEES:
Police – Mayor Spaeth reported that a request was received from the organizers of the annual Blue Friday event hosted in Wilton for participation of the Village of Northville Police Department. After discussion, Trustee Markiewicz made a motion to approve the Village PD to participate in the Blue Friday event. The motion was seconded by Trustee Collins and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
Streets – Highway Superintendent Dan Reidell’s monthly report indicated that they have been busy plowing along with repairing two water shutoffs.
Mayor Spaeth gave an update on the fuel cards. He reported that NCS was working toward closing the fuel depot and exploring the costs that will be involved with that.
Water – It was reported that usage increased from 2,746,000 gallons in February 2018 to 3,375,000 this year. Water testing and operations were normal.
Trustee Eckert asked if the meter replacement program has started yet. Mayor Spaeth stated that it had not been started yet, but he was trying to get Darryl moving on it. At this point, meter installation would not begin before the next billing cycle in May.
Fire – Fire Department Report for December 2018
| Village of Northville (2) | MVA 2 |
| Town of Northampton (1) | MVA 1 |
| Town of Edinburg (1) | Structure Fire 1 |
| Town of Hope (1) | Structure Fire 1 |
| Town of Benson (1 ) | CO Alarm 1 |
| Mutual Aid Given (1)
Mutual Aid Received (2) |
Total Man-hours reported were 4.56
Fire Department Report for January 2019
| Village of Northville (4) | CO Alarm 1
Smoke Condition 1 Fire Alarm 2 |
| Town of Northampton (3) | MVA 2
CO Alarm 1 |
| Town of Edinburg (1) | Rescue Call 1 |
| Town of Hope (3) | Vehicle Fire 1
Structure Fire 1 Rescue Call 1 |
| Town of Benson (2 ) | CO Alarm 1
Structure Fire 1 |
| Mutual Aid Given (4)
Mutual Aid Received (2) |
Total Man-hours reported were 47.36
Fire Department Report for February 2019
| Village of Northville (4) | Structure Fire 1
Smoke Condition 1 Fire Alarm 2 |
| Town of Northampton (1) | Vehicle Fire 1 |
| Town of Edinburg (0) | |
| Town of Hope (0) | |
| Town of Benson (0 ) | |
| Mutual Aid Given (0)
Mutual Aid Received (2) |
Total Man-hours reported were 12.25
Code Enforcement – Code Officer Ginter reported that one permit was issued during February. Mayor Spaeth reported that Building Inspector Miller provided a report of inspections of businesses, places of assembly, and apartments that have been conducted since August of 2018. He stated that where is says Fail on the report, Building Inspector Miller worked with the owner to get it up to code. Mayor Spaeth said that typically they were minor issues that needed to be fixed.
Mayor Spaeth reported that Building Inspector Miller was not getting many responses from the initial letter to owners of multiple dwelling units pertaining to the need for inspection. He stated that a second notice with stronger language would be sent out soon.
As part of the recently adopted Property Rental Law, Code Officer Ginter has drafted a Landlord Registration Form and a Short Term/Temporary Rental Form for the Board’s consideration. After review, Trustee Collins made a motion to approve the forms provided by Code Officer Ginter for Landlord Registration and Short Term/ Temporary Rental. The motion was seconded by Trustee Markiewicz and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
Dog Control – No Report
Joint Youth – Trustee Sedon reported there was a meeting recently and new hires were done. Trustee Eckert indicated the budget was reviewed. It was reported that the Easter egg hunt would be April 20th at NCS.
Marketing – Mayor Spaeth reported that the Marketing Director spent time getting the event page on the website updated. Mayor Spaeth stated there was also an issue with the website that was directing links to the wrong page and he contacted Betsy Emery to resolve that issue. It was reported that the Marketing Director was working on gathering event items for the calendar. Mayor Spaeth reported that Marketing Director would be setting up bi -weekly meetings with Supervisor Groff and himself to establish press releases that will be sent to the paper bi-weekly.
Trustee Eckert stated it was important for the events page updates and notices of events be done in a timely manner. She asked if the events page would be updated by the end of April and Mayor Spaeth indicated it would be.
Park Use Requests – No requests.
Zoning Committee- Mayor Spaeth reported that the Zoning Committee and Consultant presented the proposed Zoning Amendment to the Village Board along with the Planning and Zoning Boards. He stated that they were looking to schedule a public session in April. Mayor Spaeth stated they would like to present to focus groups through an open house type format to NCS student groups, Senior meal site, and a Saturday presentation at the Bradt building.
Doins Committee – The Clerk gave an update on the Doins/Parade meetings. The group is actively seeking vendors and continuing with plans for parade. The next meeting of the Committee will be April 3rd.
LWRP Committee – Trustee Collins reported that Elan Planning met with the Advisory Committee which consists of Mayor Spaeth, Supervisor Groff, NCS Superintendent Leslie Ford, along with representatives from HRBRRD, APA, and DEC. He indicated they discussed the plan and the steps needed to have in place. He stated the most emphasis was put on a walkway at the spillway by the group. Trustee Collins stated that there will be a public input session scheduled in May. Mayor Spaeth stated that the top three items addressed in the plan are the spillway, Water Street, and dredging of the Little Lake. He stated the earliest application opportunity for funding for projects would be July of 2020 and he stated we should be putting away money now to have a pool of funds for the matching portion of any grant awarded. Mayor Spaeth reported that an advisor from the Department of State was also working with the committee. He stated he asked if we could extend outside the Village to include the beach area and possibly Sacandaga Park and the answer was no because the Village boundary is the middle of the lake.
PAYMENT OF BILLS
Bills to be paid from the General Fund in the amount of $ 59,493.31, from the Water Fund in the amount of $ 3,595.13, and from the Trust and Agency in the amount of $ 42,168.23 were presented for payment. Motion to approve payment was made by Trustee Markiewicz, seconded by Trustee Eckert, discussed, and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
TENTATIVE BUDGET- The Tentative budget was filed with the Clerk. After discussion, Trustee Eckert made a motion to move the Tentative Budget to Preliminary Budget that will be presented at the Budget Hearing in April. The motion was seconded by Trustee Markiewicz and passed by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
OLD BUSINESS: Mayor Spaeth reported the Christine Donovan would be organizing the Memorial Day Parade. He indicated that in the past, the event was sponsored by the Civic Association and covered under their liability. After discussion, Trustee Markiewicz made a motion for the Village to sponsor the Memorial Day Parade. The motion was seconded by Trustee Collins and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
Mayor Spaeth stated that in the event of rain on the day of the Memorial Day parade, there were plans for an event to be held at NCS. As such, the Village would have to request use of the school and provide certificate of insurance. After discussion, Trustee Eckert made a motion to proceed with using NCS as the venue in case of rain. The motion was seconded by Trustee Sedon and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
NEW BUSINESS:
Mayor Spaeth presented a letter from the Fulton Montgomery County Chamber requesting the Village consider placement of rental bikes from the Lime Bike program in the Village. After discussion, the Board indicated they would like the group to come and do a presentation at a future Board meeting.
Mayor Spaeth presented the following Resolution for the Board’s consideration:
RESOLUTION #1 OF 2019
Permissive Referendum re Transfer of funds from
Capital Reserve for the construction of a highway garage to
Capital Reserve for street equipment
WHEREAS, it is the intention of the Governing Body of the Village of Northville to transfer funds that have been accumulated and never utilized in a reserve fund for the purpose of construction of a highway garage, which fund is designated A0230.7 to Capital Reserve for Street Equipment, which fund is designated A0230.3 under General Municipal Law 6-c, and
WHEREAS, it is evident that there are no plans for said highway garage in the near foreseeable future, and
WHEREAS, the amount that will be transferred from the reserve fund for the construction of a highway garage to reserve fund for street equipment will be $132,445, and
WHEREAS, the Village Law of the State of New York requires a permissive referendum in the event of taking such action,
NOW THEREFORE BE IT RESOLVED, that the Clerk of the Village of Northville be directed to take appropriate steps with respect to holding a permissive referendum on the issue of whether to transfer funds in the amount of $132,445 from the reserve fund for the construction of a highway garage to reserve fund for street equipment, and
BE IT FURTHER RESOLVED that in the event that a sufficient number of valid petitions by registered voters is not received within 30 days of passage of this resolution, the resolution will take full force and effect.
After discussion, Trustee Eckert made a motion to approve Resolution #1 of 2019. The motion was seconded by Trustee Collins and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
Mayor Spaeth presented the following Resolution for the Board’s consideration:
RESOLUTION #2 OF 2019
Permissive Referendum re Use of Reserve Funds for Pickup Truck
WHEREAS it is the intention of the Governing Body of the Village of Northville to utilize funds that have been accumulated in a reserve fund the purpose of which is to support the purchase of a Pickup Truck, which fund is designated A0230.3 Capital Reserve for Street Equipment, under General Municipal Law 6-c, and
WHEREAS the amount that will be utilized from the reserve fund should not exceed $40,000, and
WHEREAS the Village Law of the State of New York requires a permissive referendum in the event of taking such action,
NOW THEREFORE BE IT RESOLVED that the Clerk of the village of Northville be directed to take appropriate steps with respect to holding a permissive referendum on the issue of whether to purchase the Pickup Truck, and utilize funds not to exceed $40,000 from the reserve fund; toward that purpose; and
BE IT FURTHER RESOLVED that in the event that a sufficient number of valid petitions by registered voters is not received within 30 days of passage of this resolution, the resolution will take full force and effect.
After discussion, Trustee Sedon made a motion to approve Resolution #2 of 2019. The motion was seconded by Trustee Eckert and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
Mayor Spaeth presented the 2019 Investment Policy for the Board’s review.
INVESTMENT POLICY
2019
VILLAGE OF NORTHVILLE
- SCOPE
This investment policy applies to all moneys and other financial resources available for investment on its own behalf or on behalf of any other entity or individual.
- OBJECTIVES
The primary objectives of the local government’s investment activities are, in
priority order,
- to conform with all applicable federal, state and other legal requirements (legal);
- to adequately safeguard principal (safety);
- to provide sufficient liquidity to meet all operating requirements (liquidity); and
- to obtain a reasonable rate of return (yield).
- DELEGATION OF AUTHORITY
The governing board’s responsibility for administration of the investment
program is delegated to the chief fiscal officer, who shall establish written procedures for the operation of the investment program consistent with these investment guidelines. Such procedures shall include an adequate internal control structure to provide a satisfactory level of accountability based on a database or records incorporating description and amounts of investments, transaction dates, and other relevant information and regulate the activities of subordinate employees.
- PRUDENCE
All participants in the investment process shall seek to act responsibly as
custodians of the public trust and shall avoid any transaction that might impair public confidence in the Village of Northville to govern effectively.
Investments shall be made with judgement and care, under circumstances then prevailing, which persons of prudent discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the safety of the principal as well as the probable income to be derived.
All participants involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decision.
- DIVERSIFICATION
It is the policy of the Village of Northville to diversify its deposits and
investments by financial institution, by investment instrument, and by maturity scheduling.
- INTERNAL CONTROLS
It is the policy of the Village of Northville for all moneys collected by any officer
or employee of the government to transfer those funds to the chief fiscal officer within 10 days of deposit, or within the time period specified in law, whichever is shorter.
The chief fiscal officer is responsible for establishing and maintaining an internal control structure to provide reasonable, but not absolute, assurance that deposits and investments are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management’s authorization and recorded properly, and are managed in compliance with applicable laws and regulations.
- DESIGNATION OF DEPOSITARIES
The banks and trust companies authorized for the deposit of monies up to the
following maximum amounts are approved, but are not limited to the following:
Depository Name Maximum Amount Officer
Pioneer Bank $5,000,000.00
NBT, NA $5,000,000.00
Bank of America $5,000,000.00
Ballston Spa National Bank $5,000,000.00
Key Bank $5,000,000.00
Citizens Bank $5,000,000.00
- COLLATERALIZING OF DEPOSITS
In accordance with the provisions of General Municipal Law §10, all
Deposits of the Village of Northville, including certificates of deposit and special time deposits, in excess of the amount insured under the provisions of the Federal Deposit Insurance Act shall be secured:
- By a pledge of “eligible securities” with an aggregate “market value”, as provided by GML §10, equal to the aggregate amount of deposits from the categories designated in Appendix A to the policy.
- By an eligible “irrevocable letter of credit” issued by a qualified bank other than the bank with the deposits in favor of the government for a term not to exceed 90 days with an aggregate value equal to 140% of the aggregate amount of deposits and the agreed upon interest, if any. A qualified bank is one whose commercial paper and other unsecured short-term debt obligations are rated in one of the three highest rating categories by at least one bank that is in compliance with applicable federal minimum risk-based capital requirements.
- By an eligible surety bond payable to the government for an amount at least equal to 100% of the aggregate amount of deposits and the agreed upon interest, if any, executed by an insurance company authorized to do business in New York State, whose claims – paying ability is rated in the highest rating category by at least two nationally recognized statistical rating organizations.
- SAFEKEEPING AND COLLATERALIZATION
Eligible securities used for collateralizing deposits shall be held by a third party
bank or trust company subject to security and custodial agreements.
The security agreement shall provide that eligible securities are being pledged to secure local government deposits together with agreed upon interest, if any, and any costs or expenses arising out of the collection of such deposits upon default. It shall also provide the conditions under which the securities may be sold, presented for payment, substituted or released and the events which will enable the local government to exercise its rights against the pledged securities. In the event that the securities are not registered or inscribed in the name of the local government, such securities shall be delivered in a form suitable for transfer or with an assignment in blank to the Village of Northville or its custodial bank.
The custodial agreement shall provide that securities held by the bank or trust company, or agent of and custodian for, the local government, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or other liabilities. The agreement should also describe that the custodian shall confirm the receipt, substitution or release of the securities. The agreement shall provide for the frequency of revaluation of eligible securities and for the substitution of securities when a change in the rating of a security may cause ineligibility. Such agreement shall include all provisions necessary to provide the local government a perfected interest in the securities.
- PERMITTED INVESTMENTS
As authorized by General Municipal Law §11, the Village of Northville
authorizes the chief fiscal officer to invest moneys not required for immediate expenditure for terms not to exceed its projected cash flow needs in the following types of investments:
- Special time deposit accounts;
- Certificates of deposit;
- Brokerage CD not to exceed $250,000 per issuer
- Obligations of the United States of America;
- Obligations guaranteed by agencies of the United States of America where the payment of principal and interest are guaranteed by the United States of America;
- Obligation of the State of New York;
- Obligations issued pursuant to LFL §24.00 or 25.00 (with approval of the State Comptroller) by any municipality, school district or district corporation other than the Village of Northville;
- Obligations of this local government, but only with any moneys in a reserve fund established pursuant to GML §§6-c, 6-d, 6-e, 6-g, 6-h, 6-j, 6-k, 6-l, 6-m, or 6-n.
- Certificates of Deposit obtained through a depository institution that has a main office or branch office in the state of New York and that contractually agrees to place the funds in federally insured depository institutions through a qualified Reciprocal Deposit program such as the Certificate of Deposit Account Registry Service, or CDARS.
- Savings and/or demand deposit accounts placed through a depository institution that has a main office or branch office in the state of New York and that contractually agrees to place the funds in federally insured depository institutions through a qualified Reciprocal Deposit program such as the savings option of the Insured Cash Sweep service, or ICS.
All investment obligations shall be payable or redeemable at the option of the
Village of Northville within such times as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided and, in the case of obligations purchased with the proceeds of bonds or notes, shall be payable or redeemable at the option of the Village of Northville within two years of the date of purchase.
- AUTHORIZED FINANCIAL INSTITUIONS AND DEALERS
The Village of Northville shall maintain a list of financial institutions and dealers
approved for investment purposes and establish appropriate limits to the amount of investments that can be made with each financial institution or dealer. All financial institutions with which the local government conducts business must be credit worthy. Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the request of the Village of Northville. Security dealers not affiliated with a bank shall be required to be classified as reporting dealers affiliated with the New York Federal Reserve Bank, as primary dealers. The chief fiscal officer is responsible for evaluating the financial position and maintaining a listing of proposed depositaries, trading partners and custodians. Such listing shall be evaluated at least annually.
- PURCHASE OF INVESTMENTS
The chief fiscal officer is authorized to contract for the purchase of investments:
- Directly, including through a repurchase agreement, from an authorized trading partner.
- By participation in a cooperative investment program with another authorized governmental entity pursuant to Article 5G of the General Municipal Law where such program meets all the requirements set forth in the Office of the State Comptroller Opinion No. 88-46, and the specific program has been authorized by the governing board.
- By utilizing an ongoing investment program with an authorized tracking partner pursuant to a contract authorized by the governing board.
All purchased obligations, unless registered or inscribed in the name of the local
government, shall be purchased through, delivered to and held in the custody of a bank or trust company. Such obligations shall be purchased, sold or presented for redemption or payment by such bank or trust company only in accordance with prior written authorization from the officer authorized to make the investment. All such transactions shall be confirmed in writing to the Village of Northville by the bank or trust company. Any obligation held in the custody of a bank or trust company shall be held pursuant to a written custodial agreement as described in GML, §10.
The custodial agreement shall provide that securities held by the bank or trust company, as agent of and custodian for the local government, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or other liabilities. The agreement shall describe how the custodian shall confirm the receipt and release of the securities. Such agreement shall include all provisions necessary to provide the local government a perfected interest in the securities.
- REPURCHASE AGREEMENTS
Repurchase agreements are authorized subject to the following restrictions:
- All repurchase agreements must be entered into subject to a Master Repurchase Agreement.
- Trading partners are limited to banks or trust companies authorized to do business in New York State and primary reporting dealers.
- Obligations shall be limited to obligations of the United States of America and obligations of agencies of the United States of America where principal and interest are guaranteed by the United States of America.
- No substitution of securities will be allowed.
- The custodian shall be a party other than the trading partner.
APPENDIX A
Schedule of Eligible Securities
- Obligations issued, or fully insured or guaranteed as to the payment of principal and interest, by the United States of America, an agency thereof or a United States Government sponsored corporation.
- Obligations issued or fully guaranteed by the International Bank for Reconstruction and Development, the Inter-American Development Bank, the Asian Development Bank and the African Development Bank.
- Obligations partially insured or guaranteed by any agency of the United States of America, at a proportion of the market value of the obligation that represents the amount of the insurance or guaranty.
- Obligations issued or fully insured or guaranteed by the State of New York, obligations issued by a municipal corporation, school district or district corporation of such State or obligations of any public benefit corporation which under a specific State statute may be accepted as security for deposit of public moneys.
After discussion, Trustee Markiewicz made a motion to approve the 2019 Investment Policy. The motion was seconded by Trustee Eckert and carried by voice vote as follows:
Mayor Spaeth reported that GAVAC had requested a letter of support for coverage of ambulance service by their department in the territory previously served by Fulton County Ambulance Service before they closed their doors. Trustee Collins made a motion to approve a letter of support for GAVAC. The motion was seconded by Trustee Markiewicz and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
Mayor Spaeth reported that Don Wood, Race Director for the GS Lake Half Marathon requested a letter of support from the Village of Northville for the event that would be taking place on May 19th for the benefit of the Fireman’s Association. Trustee Markiewicz made a motion to offer a letter of support for the Half Marathon as requested. The motion was seconded by Trustee Collins and carried by voice vote as follows:
Aye: Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon
Nay: 0
Abstain: 0
The next meeting of the Board of Trustees would be on April 2, 2019 at 6:30 p.m. to conduct the Budget Hearing and Organizational Meeting. The Regular meeting would still be held on April 16th.
ADJOURNMENT:
There being no further business before the Board, motion was made to adjourn by Trustee Eckert, seconded by Trustee Collins, and passed by voice vote with no one dissenting. The meeting was adjourned at 8:30 p.m.
Respectfully submitted,
Wendy L. Reu
Clerk
