Tuesday, June 24, 2008

The Schuylerville/Victory Board of Water Management held a meeting on June 24, 2008 at 7pm in the Village of Victory.


Present: Commissioners Kori Siciliano, Whitney Colvin, Douglas Pink, and George Kahnle.


This meeting was recorded on tape being the secretary was absent from this meeting.


Commissioner Siciliano led the meeting.




The meetings for July will be Tuesday, July 8th in Victory and July 22nd in Schuylerville both at 7pm.




Commissioner Colvin made a motion to approve the May 27th and June 18th meeting minutes and they were seconded by Commissioner Pink, all ayes, motion passed.


Treasurer’s Report:


There was a resolution #2008-09-01 presented for an amendment which is required to transfer money from the budget between appropriations for those costs associated with administration and supply and power. From J8340.4 Distribution, Contractual $25,913.45 to J 8310.1 Administration, Personal Services $4,862.72, J8310.4, Administration, Contractual $1,390.31, and J 8320.4, Supply and Power, Contractual $19,660.42.  This resolution is to amend the fiscal year 2007-2008 operating budget.  Commissioner Colvin made a motion to approve and sign this resolution #2008-09-01 in the amount of $25,913.45 to be appropriated as mentioned above, it was seconded by Commissioner Kahnle, all ayes, motion passed.



There was a resolution #2008-09-02 presented to transfer $15,000.00 to apply to the outstanding vouchers, payroll and for those miscellaneous expenses this month and prior to the next meeting for the water department.  This is to authorize a transfer from the water savings account to the water checking account.  Commissioner Colvin made a motion to approve and sign this resolution #2008-09-02 to transfer $15,000 from Savings to Checking, and it was seconded by Commissioner Kahnle, all ayes, motion passed.


Operational Items:  

Insurance: Terrorism Coverage: After a discussion on the cost savings of $379.00 it was determined to keep the terrorism coverage on the policy.  Commissioner Colvin made a motion to deep the terrorism Coverage on the insurance policy and it was seconded by Commissioner Kahnle, all ayes, motion passed.


NYCOM Bulletin:  Treasurer Kemmet made note that the handout from the March/April 2008 Volume 35, No.2, titled “Distinguishing Employees from Independent Contractors” may be used as a reference and for your review.


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Local Government Records Management Improvement Fund (LGRMIF):  A letter as sent dated June 13, 2008 that the grant application for monetary assistance for water metering and software has not been recommended for funding in the 2008-2009 grant cycle.  It was asked that we find out why we were not recommended for funding and see if there was some kind of point system, where we stood on that scale.


Capital Improvement Project: 


New Contract for Laberge Group:  It was noted that there has been no further correspondence or discussion on when the water board can expect to get a contract from Laberge Group.


BAN:  It was noted that the bond anticipation note matured on June 3, 2008 and was paid in full on June 2, 2008 saving $107.95 in interest.  The principle amount of $927,466.00 was paid directly from the Capital account directly related to the disbursement request as sent in.  The water board received a total of $936,109.41 in reimbursement costs as provided in last month’s treasurer’s report.


Project Finance Agreement/Closing:  It was noted that the paperwork has been sent to EFC’s President for his signature on Thursday, June 26, 2008.  Once that is signed we will then be getting a closing transcript sent to us.


Chief Water Operator’s Report:


There was a written report submitted. 

There was a request for an account to be set up at Horizon Solutions for some parts being requested.  There was a discussion on the total cost of 1,907.61 for the supplies being requested along with the discussion on what these parts are for and what happened to request these parts.  Commissioner Colvin stated he was with the understanding that only the power unit was needed to be replaced at a cost of $715.44.  Mayor Sullivan asked if there was a report on what happened to this unit.  Commissioner Siciliano stated that there was an email from Mr. Dennison stating what occurred and what they thought happened and what they did to repair the situation.  She also stated she did not have it with her to read.  She recalled it saying that the power supply unit needs replacing as it is not reliable.  Mayor Sullivan stated that he thinks we should know what happened before there is an approval.  Commissioner Colvin stated that he went down to the plant when he had the problem and they unplugged the unit and replugged it in it reset itself.  There was a surge protector discussed and determined that before they purchase a new unit it should have a surge protector so this doesn’t happen again.  Commissioner Colvin stated he will go down to the water plant and discuss this issue with Mr. Dennison and report back at the next meeting.


Hydro Hitch:  There were three prices provided and this was discussed at the last meeting.  Commissioner Colvin stated he though it was a good idea to have one so it does not push water into traffic.  Damage to property as also discussed.  Commissioner Siciliano asked if this can be borrowed or rented at a lower cost.  After further discussion it was tabled at this time.


It was reported that he is waiting for prices on Valve Insertion for Broad Street locations.  This is a new cost saving process that eliminates the need for line stopping and will not shut down any service for our customers.


Bypass water filters:  These were discussed as items that are budgeted.  Commissioner Colvin asked how long these filters last and are they for stock or to be used not.  As these questions could not be answered it was decided to be tabled until Commissioner Colvin had a chance to discuss this with Mr. Dennison.


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Old Business:


Culvert Pipe at MacMillans Property:  This was discussed at the June 18th meeting for culvert pipe being put in at the MacMillans property along with some fill/sand and rip rap, which is large stone at each end.  There was no official motion to how this was going to be paid for.  Commissioner Colvin made a motion to clarify the approval made on June 18th to approve reimbursing Victory for the cost of the Culvert pipe and to approve time and materials for Shultz to complete this work at approximately $1,000 to be paid out of the operating budget as this was not in the contract for the project, it was seconded by Commissioner Pink, all ayes, motion passed.


Personnel Manual:  no update


Hiring of Employee:  This was tabled until Executive session as the board is preparing to make an offer to another prospective employee.



New Business: 


Hook-up request: May Hill 67 Old Schuylerville Road (outside user).  Application for review of a new water hook up for a house they would like to build after they sub-divide their property.  This house would face Count Rt. 113.  Mayor Sullivan explained that there is no main on either road (Old Schuylerville or County Rte. 113)near her property.  The main is across the road and down past the entrance to the old water plant.  This main goes across the street and onto private property across the fields to the bridge at the corner to Rte 29 and Old Schuylerville Road.  Mr. Sullivan explained that Ms. Hill could possibly speak to the owners of 3065 County Route 113, who put in a private line down 113 across her property to hook to the main.  This was none with no easements, so she could possibly speak to them and get some easements and hook into this line.  This would not be something that the water board would get involved with as this is private property.  They would also need to be sure that the line that is there could service both houses.  Commissioner Siciliano asked that the Secretary send a letter to Ms. Hill and explain to her that her request to the water board has been denied due to no water main in the street for her to hook to, but to also suggest she speak with the owners down the street and discuss the line that provides them water.


Lap-top:  The secretary was requesting an approval for a lap-top that was in the current budget.  There was some discussion on what this lap-top will be used for and it was explained for the secretary to do her duties as asked by the water board.  Commissioner Colvin asked that he take this information to his place of employment to speak to there computer expert to see if this is a fair price.  This item was tabled


Printer:  The secretary/billing clerk was requesting an approval for a printer that is in the current budget.  There was some discussion on this being for the billing and other work required by the board.  The billing is a large print job on the village printer and this occurs four times a year.  Commissioner Colvin asked that he take this information to his place of employment to speak to there computer expert to see if this is a fair price.  This item was tabled.


Commissioner Kahnle asked about a proxy for a commissioner that is unable to attend a meeting.  Attorney Dixon explained that this would probably not work in a public forum, because the commissioner would have no benefit of discussion before the vote.



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Public Comment:


Wendy Lukas:  She asked about the account for Horizon Solutions, and if we checked to see if the insurance would cover the parts that were damaged.  She inquired about the Hydro Hitch as to where the water goes.  She was asking where it was advertised for the June 18th meeting, she asked if the water board was going to advertise again for the position they are trying to fill.  She asked about an update on the Victory Plant.  Commissioner Colvin stated that it was coming along and Mayor Sullivan stated that they may possibly be asking for an extension on the completion date.  He also stated that the financing is going well and being converted to long term.  Ms. Lukas also asked if she could share some information on the computer and printer as her place of employment just purchased some at good prices.  She also asked about the use of alternates when a commissioner was unable to attend a meeting.  Ms. Lukas asked that they have a nycerta representative come in to see the water plant to see if the water board can save any money.  Commissioner Colvin stated he would share his information with the board.


Commissioner Colvin stated that the Village of Schuylerville did finally pay their water relevy’s to the water board and it will be in by April 1, of each year from this point on.  He explained he was not happy when this all came to light and it should not happen again as the issue has been discussed.


Executive Session: 


Commissioner ___________ made a motion to go into executive session for matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation, where as there may or may not be any action taken, and it was seconded by Commissioner ______, all ayes, motion passed.


After returning from Executive session Commissioner Colvin made a motion to resume the regular meeting, it was seconded by Commissioner Siciliano, all ayes, motion passed.


Commissioner Siciliano stated that there will be a letter going out to Mark Dennison, Chief Water Operator requesting his attendance at the July 8th water meeting.  She also stated that they will be making another offer to the second candidate that they were interested in for employment.



Commissioner Colvin made a motion to adjourn the meeting and it was seconded by Commissioner Pink, all ayes, motion passed.





Respectfully Submitted





Brenda S. Buchanan,

Recording Secretary


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