December 20, 2005

The regular meeting of the Village of Arcade Board of Trustees, Wyoming County, New York was held on Tuesday, December 20, 2005 at 7:00pm there were:

PRESENT

Mayor Doster, Deputy Mayor Richard Kosmerl, Trustee Paul Burkett, Trustee Reisdorf, Police Chief John Laird, Superintendent of Public Works Larry Kilburn, and Clerk/Treasurer Pam Beiersdorf

ABSENT

Trustee Ely

ALSO PRESENT

Susan M. King (King Construction Engineers), Michelle Lemke, Chrys Vergos, David Trent, and Franca Trincia (Arcade Development Group)

NOTICE

Pursuant to Article 7 of the Public Officers Law, notice of this meeting was given to the media on the 21st day of November 2005 and the same posted on the 21st day of November 2005.

PLEDGE TO ALLEGIANCE

Mayor Doster opened the meeting with the Pledge to Allegiance.

APPROVE MINUTES

Motion by Trustee Burkett and seconded by Trustee Reisdorf, the minutes from the special and regular meetings held on December 6, 2005 be approved as presented by the Clerk.

The motion was passed upon the following vote:

VOTE

Mayor Michael Doster

X

Yes

No

Abstain

Absent

Deputy Mayor Richard Kosmerl

X

Yes

No

Abstain

Absent

Trustee Paul Burkett

X

Yes

No

Abstain

Absent

Trustee Hugh Ely

Yes

No

Abstain

X

Absent

Trustee Daniel Reisdorf

X

Yes

No

Abstain

Absent

VOTE TOTAL:

4

Yes

0

No

0

Abstain

1

Absent

RESULTS

X

PASS

FAIL

ARCADIA HILL DEVELOPMENT PRESENTATION

The Arcade Development Group presented the Board with their proposal to construct approximately 87 affordable single family homes in the North Street/Cramer Drive area. Expected homes will be 1,200 - 1,300 square feet and up, include basements, 2-stories and ranch style, and cost $120,000 – $160,000. The developers explained that construction will be in phases, is expected to begin in late spring of 2006, will begin on the existing North Street and Cramer Drive, then continue northward on an extension of Cramer Drive. Completed homes (not lots) will be sold. A portion of the property is in the Town of Arcade and will require annexation into the Village. Engineer, Susan King, expressed her concerns about water pressure and sidewalks. Deputy Mayor Kosmerl cautioned the developers about water run off that could affect North Street and advised them to review site plan requirements, specifically size and lighting requirements. The Board requested Superintendent of Public Works Kilburn to perform a water study of the area for discussion at the January 3, 2006 meeting.

PERMISSION TO SIGN AGREEMENT – HAZARD MITIGAION GRANT PROGRAM

Motion by Trustee Burkett and seconded by Trustee Reisdorf permission be granted for Mayor Doster to sign the agreement between the Village of Arcade and the State of New York and through the State Emergency Management Office (SEMO) for Part 2 of the construction of three (3) retention basins project under the Hazard Mitigation Grant Program (HMGP).

The motion was passed upon the following vote:

USE OF FACILITIES – APPLICATION, PAYMENT, INSURANCE REQUIREMENTS

At the December 6, 2005 meeting, Clerk/Treasurer Beiersdorf asked the Board for clarification on the requirements of the Use of Facilities application, payment, and insurance requirements. Upon Board request, she reviewed past board meeting minutes for previously passed motions on this topic, however, no documentation was located. Discussions regarding the fee schedule will be continued at the January 3, 2006 meeting.

Motion by Mayor Doster and seconded by Trustee Burkett, applications for facility usage require a certificate of insurance be supplied by the potential user and that a waiver of liability also be signed by the potential user. Minimum requirements for liability insurance shall be $100,000 / $300,000, no exceptions.

The motion was passed upon the following vote:

NEW FIRE DEPARTMENT MEMBERS – WHAT'S REQUIRED?

Clerk/Treasurer Beiersdorf asked the Board what documents should she obtain from the Fire Department when a new members is approved. The Board informed Clerk/Treasurer Beiersdorf that she is required to maintain the official Fire Department member records, therefore, a complete package of documentation, including a copy of the NYS drivers license, shall be obtained for each new member approved by the Fire Department. The Board also requested that this information be provided promptly to the Village following approval by the Fire Department and should not be held as other applications are compiled.

VOA ACCEPTANCE OF CREDIT CARDS

Clerk/Treasurer Beiersdorf spoke with Mark Barber, Bank of Castile representative, for further information regarding Village acceptance of credit/debit cards. Mr. Barber sent a copy of the most common rates merchants receive from Visa and MasterCard for Board review. Fees would be directly deducted from VOA accounts on a monthly basis and rates could be reevaluated based on our usage. For example, if a customer pays their taxes of $1,000 and the VOA is charged a 2% fee, that amount would equal $20.00 and represents the fee deducted by the credit card company. The Board needs to determine if accepting credit cards will increase collections, improve cash flow, and offset fees. This method of payment may need to be postponed until the fees can be budgeted for the 2006-07 fiscal year.

VOA LINE OF CREDIT

Trustee Burkett asked Clerk/Treasurer Beiersdorf to investigate a Village line of credit as a safeguard against upcoming operating expenses. The Board referred Trustee Burkett and/or Clerk/Treasurer Beiersdorf to the New York Conference of Mayors and the Public Service Commission to determine if this is allowable prior to moving forward.

BUDGET ADJUSTMENTS

Motion by Trustee Burkett and seconded by Trustee Reisdorf, the following budget adjustments be approved as presented by the Clerk.

The motion was passed upon the following vote:

Available upon request

AUDIT BILLS

Motion by Mayor Doster and seconded by Trustee Burkett, the Village bills be audited and paid and that the Clerk be granted permission to transfer funds from the money market accounts to the checking accounts to cover such bills.

The motion was passed upon the following vote:

METHODS TO IMPROVE EFFICIENCIES

No discussions took place on this topic.

TEMPORARY RETIREMENT INCENTIVE POLICY

Motion by Mayor Doster and seconded by Trustee Burkett, the Board accept the most recent version of the temporary retirement incentive policy as presented by Deputy Mayor Kosmerl.

The motion was passed upon the following vote:

LIGHTING REGULATIONS

Deputy Mayor Kosmerl noted that Northridge and Cramer developments are currently out of compliance with VOA lighting requirements. Superintendent of Public Works Kilburn was asked to follow-up on this issue.

EMPLOYEE SAFETY

Trustee Reisdorf spoke about the continued importance of employee safety. Employees should be reminded they MUST wear the proper safety gear while performing their jobs, especially during changing weather conditions.

REPORTS RECEIVED

The following reports were received, reviewed, and placed on file:
Justice (November 2005)
2004 Annual Police Department Report

ADJOURN

There being no further business to come before the Board the meeting duly adjourned at 9:00pm upon motion by Trustee Burkett and seconded by Mayor Doster.

Clerk/Treasurer

VOTE
Mayor Michael Doster	X	Yes		No		Abstain		Absent
Deputy Mayor Richard Kosmerl	X	Yes		No		Abstain		Absent
Trustee Paul Burkett	X	Yes		No		Abstain		Absent
Trustee Hugh Ely		Yes		No		Abstain	X	Absent
Trustee Daniel Reisdorf	X	Yes		No		Abstain		Absent

VOTE TOTAL:	4	Yes	0	No	0	Abstain	1	Absent
RESULTS	X	PASS				FAIL