Board of Trustees Meeting (No Agenda)

VILLAGE OF RED HOOK BOARD MEETING VIA RING CENTRAL AUGUST 10, 2020

Present: Mayor Ed Blundell, Deputy Mayor Bent Kovalchik, Trustee Jay Trapp, Trustee Jennifer Norris, Trustee Charles Laing and Village Clerk, Lara Hart

Mayor Blundell stated the Village is in compliance with remote meetings per Executive Order 202.1 and 202.5. Meeting was noticed with media, website and at the Village Hall.

Mayor Blundell opened the August 10, 2020 Board Meeting via ring central at 7 pm with a moment of silence for Essential Workers during Covid-19.

Mayor Blundell made a motion to approve Village Board minutes dated July 13, 2020 and Village Workshop minutes July 16, 2020. Motion seconded by Trustee Trapp. All were in favor. Motion approved.

TREASURER ’ S REPORT

ACCOUNT BALANCES:

RESERVE CHECKING BALANCES:

MONTHLY EXPENSES: GENERAL FUND $ 444,217.52 WATER FUND $ 15,376.69 TRUST & AGENCY $ 18,715.41 SEWER $ 00.00

Mayor Blundell advised that general fund payments included principal payment on building renovations; Fire Department payments/benefits; elevator repair expenses. Payments are set for early in the fiscal year and budgeted properly.

Mayor Blundell made a motion to approve the Treasurer ’ s report as submitted by the Village Treasurer. ROLL CALL:

Mayor Blundell: yes Member Trapp: yes Member Norris: yes Deputy Mayor Kovalichik: yes Member Laing: yes

All in favor. Motion approved.

POLICE

Mayor Blundell read the Police Report as follows:

Mayor Blundell spoke on a letter that was received commending the Service of Police Officer Nathalia Telles. Mayor Blundell announced that August is Opioid Drug Awareness Month and that the Village is participating in this and has placed a sign out in front of Village Hall. Mayor Blundell spoke on recent incidents involving the Red Hook Police Department and Officer Rifenburgh being able to assist with with a drug overdose using narcan and a recent motor vehicle accident on Route 9. Mayor Blundell thanked both Officer Rifenburgh and Officer Telles for their Service.

Mayor Blundell spoke on taking over ownership of the sewage treatment plant at Red Hook Commons and that the Village is working on getting premiums.

PLANNING AND ZONING

Trustee Trapp said due to nature of fiscal situation during COVID the Dutchess County Planning Federation has made the decision to suspend the annual fees and a letter will be sent shortly.

Trustee Trapp advised that all meetings will be virtual and no fees for meetings. Trustee Trapp announced that attendance has been much higher since meeting remotely.

Trustee Trapp advised $2,100.00 was collected in fees.

Trustee Trapp read the Planning/Zoning report as follows:

Building Permits: 8 Certificate of Occupancy: 1 Certificate of Compliance: 7 Municipal Searches: 7 Complaints: 2 Order to Rememdy: 1 Fire Inspections: 8

MATERIAL MANAGEMENT

Trustee Norris read the reports as follows:

For the month of July we sold $2,646 in garbage tags and paid out $861.00. We had 8 tons of garbage and 3.17 tons of recycling: .58 tons of newspaper; 1.07 tons of cardboard and 1.52 tons of comingled.

EVENTS

Due to COVID Hardscrabble has been postponed until 2021.

Trustee Norris advised that the Historic Red Hook, The Red Hook Community Center and the Red Hook Library are working towards creating a virtual event to be held on Saturday, September 12[th] . Ideas can be emailed to: media@historicredhook.org

Mayor Blundell mentioned there will be a 3-Route Bike Ride Fundraiser held by Hudson River Housing, Inc., which fundraiser is for rent relief in Red Hook and Tivoli. This event will be held on August 15th at 8:30am and will start off on Prince Street. Social distancing and face masks will be required.

WATER

Trustee Laing read the following water report:

• During the month of July, the water treatment facility treated 10,385,400 total gallons, which is an average of 335,000 gallons per day. Trustee Laing this number was still high and that the chart is showing it is going up.

• All bacteriological samples for the month were collected and transported to Smith Environmental Laboratory, Hyde Park NY.

• During the month of June, the water treatment plant used 94 gallons of sodium hypochlorite. The average daily use was 3.13 gallons per day.

Trustee Laing spoke on the daily numbers which are showing 2-4 days over 400,000 gallons, whether this is issues with reporting or the scata system this still needs to be addressed. Trustee Trapp asked if there as a correlation with pumping and metering. Mayor Blundell said they did find with the last Billing/consumption number there was a 30% increase which is consistent with people being home; and the good news is yes they sold 30% more water but some daily production numbers are high and they have been looking into this. Mayor Blundell said this will be talked about later on in the meeting.

Deputy Mayor Kovalchik read reports as follows:

VILLAGE OF RED HOOK -VILLAGE GREEN COMMITTEE (VGC) MONTHLY REPORT - JULY, 2020

1. The current balances of the Village Green Committee ’ s related budget accounts, as of May 31, 2020, are as follows:

   • –

   • Community Beautification Contractual Expenses (#8510.4) Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 4,000.00

   • Shade Tree – Contractual Expenses (#8560.4) Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $10,500.00

2. There were no Village Green Committee Meetings held during the Month of July, 2020.

3. Dave ’ s Tree Service removed nine trees located on Village right-of-ways throughout the Village during the week of 7/27/20. Trees along Route 9 (North Broadway) in the General Business District were also pruned. The estimated cost of $8,900.00 will be deducted from the Shade Tree – Contractual Expense/General Fund Account (#8560.4). The locations of the trees removed may be possible sites for replanting by the Village Green Committee during future planting days (re: June, 2020 VGC Monthly Report).

4. Residents and businesses interested in having a tree(s) planted on their adjacent right-of-ways, volunteering for planting days, or making a donation to support the VGC ’ s various community beautification projects, may contact David Pearson, Brent Kovalchik, or the Village Clerk.

VILLAGE OF RED HOOK -HIGHWAY DEPARTMENT MONTHLY REPORT - JULY, 2020

1. The Village Highway Department is picking up leaves and brush on the first Monday of the month (schedule and weather permitting).

Residents are reminded to place lawn debris and brush in separate piles, curbside, not in the road. Please limit brush piles to one pile per house per month; and limit the size of brush piles to 6 ’ x 6 ’ x 6 ’ with tree branches no larger than 6 ” in diameter. Brush that includes tree trunks, stumps, garbage and construction material will not be picked up. Grass clippings are no longer being accepted.

2. The Village Board is considering the purchase of a new truck (cab and chassis) for the Highway, Water, and Materials Management Departments to replace existing truck #14. The existing truck ’ s dump body will be re-used and installed on the new truck. The estimated cost of $44,431.80 for a 2020 Dodge Ram 5500 with a gas-fueled engine was received from Robert Green Truck Division (state contractor) on March 3, 2020. The Village Board is considering the allocation of –

funds from the Highway Reserve Account (A962), Maintenance of Streets Capital Outlay (5110.02), CHIPS (5110.03), Water Fund (E8340.2), the Snow Equipment Reserve Account, and revenue from the sale of the existing truck to pay for the new truck. A small loan is also being considered to supplement the funding package.

3. Custom Street Services, Inc., assisted by the Village Highway Department, cleaned catch basins and culverts throughout the Village during the week of 7/27/20. Allocations from Maintenance of Streets – Catch Basin Culvert (5110.46) will be used to fund this service (re: Custom Street Services, Inc. estimate of 3/27/20).

4. Reimbursement from the NYSDOT Consolidated Highway Improvement Program and NYSDOT PAVE Programs are being re-calculated and resubmitted by the Village Treasurer for approval by the NYSDOT.

5. There was no revenue generated from the sale of scrap metal during the month of July, 2020. Total revenue generated in FY2020-2021 is $1,017.40. Since inception of the Scrap Metal Recycling Program in September, 2007, $32,519.52 has been generated.

Proceeds from this program go toward the purchase of tools and equipment for the Village Highway, Water, and Materials Management Departments. Residents or businesses interested in donating scrap metal may contact the Highway Department (845-758-8600) or the Village Clerk (845-758-1081). Highway Department personnel will assist property owners by picking up scrap metal upon request.

Mayor Blundell asked Treasurer Towle if we received any word back on CHIPS. Treasurer Towle advised no.

INTERMUNICIPAL TASK FORCE (ITF) RED HOOK INFRASTRUCTURE MONTHLY REPORT - JULY, 2020

1. Red Hook Sewer Project

• a. Meetings were held on July 10, 17, 24, and 31, via telephone conference calls. Kathryn Serra (C.T. Male Associates), Victoria Polidoro (Rodenhausen, Chale and Polidoro, LLP), Ed Blundell and Brent Kovalchik participated. The following items were discussed:

  • Reviewed the status of approval from USDA-RD regarding the Bid Documents.

    • Correspondences from RHV and C.T. Male to John Helgin (USDA-RD State Engineer/State Environmental Coordinator) were emailed on 7/26/20 (C.T. Male) regarding the contract documents and comments addressed from 6/1/20 USDA-RD correspondence (re: Fish and Wildlife Tree Removal, WWTP easements and Seismic Certification, confirmation of DCDOH and NYSDEC approvals, Engineering Agreements).

    • Correspondences from RHV to USDA-RD regarding extension of Final Completion Date (currently 12/31/21).

    • Correspondences from RHV to USDA-RD regarding final submission of Letter of Conditions (LOC) Requirements (re: memo from RHV to USDA-RD of 7/29/20).

    • Draft of Certificate of Mayor, Supplemental Certificate, Form RD0442-0022 Legal Counsel Opinion and Exception Letter from Rodenhausen, Chale and Polidoro, LLP to RHV for review and approval (7/17/20).

    • Correspondence from RHV to USDA-RD regarding LOC (2/15/17) Letters of Engagement and Form AD-1048 (7/17/20).

    • Easements for the property on East Market Street signed on 7/6/20. DC Supreme Court Notification of Entry of Order/Judgment received on 7/15/20.

• b. Conference call on 7/24/20 with USDA-RD to review remaining items to be –

• addressed regarding the Letters of Conditions (LOC 2/15/17). Gretchen Pinkel (USDA-RD), Carol Maldonado (USDA-RD), Kathryn Serra (C.T. Male Associates), Victoria Polidoro (Rodenhausen, Chale and Polidoro, LLP), Ed Blundell and Brent Kovalchik participated. Extension of the Final Completion Date and procedures/protocol for request of additional funding if project costs exceed estimated amount of $4.9 million.

• c. Conference call with Bond Counsel to review and complete Draft Certificate of Determination determining the terms, form and details of issuance of bonds and providing for their private sale to the United States of America (6/29/18); and the Tax Questionnaire of the Village of Red Hook Sewer System –

• Improvement Serial Bonds 2021 (or 2022) (Rural Development). Process and procedures for amending the amount of bonds in the event of a higher than expected project cost. Daniel Birmingham (Hawkins Delafield and Woods, LLP), Ed Blundell and Brent Kovalchik participated.

2. Cell Tower (Elevated Water Storage Tank) Generator Project

• a. C.T. Male has prepared Bid Documents for the installation of a generator for cellular communications at the base of the Tower Street elevated water storage tank. Advertisements for Bids were released on 8/3/20. Bid Opening will be held in the Village Building on 8/25/20 with Substantial Completion anticipated on 12/31/20.

  • This generator, as required by federal regulations for cell companies, will guarantee back-up power for the four current cellular communication companies currently renting space on, or space adjacent to, the Village ’ s elevated water storage tank. The costs to install, maintain and operate the generator will be shared by the four cell company vendors.

3. Village of Red Hook Water/Sewer Administrative Improvement Project

• a. Rural Water conducted a general investigation of the Village ’ s water distribution system to determine if leaks may be causing the high water flows from the Village wells, and not being metered as being used by customers. Although several leaks were detected, once repaired, no noticeable drop in water being pumped was recorded.

• b. A conference call was conducted on July 31, 2020 with Delaware Engineering to further recommend loss of water remediation plans. Kyle Muller (Delaware Engineering), Ed Blundell and Brent Kovalchik participated. The following items were discussed:

  • The flow meter regulating the ground mounted storage is antiquated and will be replaced. Cost estimates are forthcoming.

  • The pressure transducers that monitor well capacity have been looked at. At the time of the Trustees ’ last Board Meeting (7/13/20), none of the well monitoring devices were working. A manual read of the wells was conducted and the determination was made that well capacity is sufficient. The company that installed the devices in Phase II Water Project was called to investigate. Four of the seven devices are functioning properly. The remaining monitoring devices will be repaired and/or replaced. Work was also performed on the pump house control panels. The panels are currently working in proper order (7/16/20).

  • An estimate to do a more complete and rigorous leak detection survey was provided by Delaware Engineering (7/31/20). Northeast Water Technology will investigate and detect leaks in the Village ’ s underground water infrastructure. The leak detection tests and the actual leak pinpointing will be expedited using a computerized leak noise analyzer known as a Leak Noise Correlator that will use sensors to “ listen ” along the pipes for any leak noise. A thorough sweep of an area will confirm and pinpoint the presence and location of a leak in a main or service line that could be repaired or replaced. The estimated

cost of this service is $980.00 per day, one – to – two days is anticipated to complete the survey.

• The Red Hook Town and Red Hook Village interconnect was tested on July 6, 2020. The interconnect did not perform as anticipated. Further review of the original Engineering Report and Engineering Design Documents are being reviewed by Delaware Engineering to determine a procedure to rectify the problem.

4. Red Hook Crosswalk Signal Devices

• a. A correspondence was received on July 31, 2020 from the NYSDOT informing the Village that their electrical subcontractors are scheduled to begin work in Red Hook during the week of 8/30/20. Their first order of business is to replace the ADA ramps and install pole foundations. They will return to remove and repaint the crosswalks as needed, then install the flashing beacons.

  • Two solar powered, push button activated crosswalk signal devices (Rectangular Rapid Flashing Beacon (RRFB)) will be installed at midblock crosswalks on South Broadway/Morgans Way (Red Hook Commons/Red Hook Emporium) and at the intersection of Benner Road and West Market Street. Push button activated perimeter crosswalk signs will also be installed at the mid-block crosswalks at Fraleigh Street/South Broadway and Prince Street/South Broadway). Funding for this project is being provided by the NYSDOT FAST Grant Program. The grant was awarded to the Village of Red Hook on 11/15/19.

5. Intermunicipal Task Force (ITF)

• Charlie Laing and Brent Kovalchik RH Village Representatives/Members

• a. There were no ITF Meetings held during the month of July, 2020.

• b. It is anticipated that the ITF will resume its weekly meetings when the RHT Hall is opened to the public (September, 2020).

– – Town of Red Hook Zoning Review Committee (RHT ZRC) Monthly Report July, 2020 – Brent Kovalchik – RH Village Representative/Member

• a. There were no RHT – ZRC Meetings held during the month of July, 2020.

– Community Preservation Fund (CPF) Advisory Board Monthly Report July, 2020 – Brent Kovalchik – RH Village Representative/Member

• a. There were no CPF Advisory Board Meetings held during the month of July, 2020.

• b. The current balance of the Community Preservation Fund, as of July 31, 2020, is $1,460,803.85.

– Saw Kill Watershed Community (SKWC) Monthly Report July, 2020 – Brent Kovalchik – RH Village Board of Trustees Representative

• a. There were no SKWC Meetings held during the month of July, 2020.

• b. Issue 10 (July 20, 2020) of the SKWC Newsletter was circulated. Articles include:

  • “ ”

  • A Continuing Battle for Clean Water – Karen Schneller-McDonald

• c. Issue 9 (June 24, 2020) of the SKWC Newsletter was circulated. Articles include:

  • “ ”

  • PFAS and Other Harmful Chemicals in Turf Fields – Julia Gloninger

  • “ ”

  • Take a Walk Through the Saw Kill Watershed – Grace Carter

  • “ ”

  • LULA: A New Perspective – Marco Spodek

– Town of Red Hook Local Waterfront Revitalization Program (LWRP) Working Group Monthly Report July, 2020 – Brent Kovalchik – RH Village Representative/Member

• a. A LWRP Working Group Meeting was held on July 8, 2020 via Zoom. The Working Group reviewed amended maps that will be included in the amended LWRP. The maps were prepared by Community Planning and Environmental –

• Associates (Rick Lederer Barnes) and include:

  • Map 1 – Waterfront Revitalization Area

  • –

  • Map 2 Existing Land Use

  • Map 3 – Water and Tree Resources

  • Map 4 – Habitats

  • Map 5 – Soil Resources

  • Map 6 – Historic and Cultural Features

  • –

  • Map 7 Zoning

  • Map 8 – Recreation and Coastal Access

  • –

  • Map 9 Areas Affected by Sea Level Rise

– Northern Dutchess Alliance (NDA) Executive Committee Monthly Report July, 2020 – Brent Kovalchik – Local Government Representative

• a. There were no NDA Executive Committee Meetings held during the month of July, 2020.

– – Village of Red Hook Zoning Review Committee (RHV ZRC) Monthly Report July, 2020 – Ray Towle, Larissa Delango, Jay Trapp and Brent Kovalchik – Members

• a. There were no RHV – ZRC Meetings held during the month of July, 2020.

• b. Four Corners Planning has been retained to assist the Village of Red Hook in the SEQR review of the proposed amendments to the Village ’ s Zoning Map and associated change. Mayor Blundell approved Four Corners Planning ’ s Proposal for Planning Services (7/14/20) and encouraged the review to begin (7/24/20).

Mayor Blundell asked at 7:40pm that the Board take a break to stop recording to assist PANDA with technology issues from previous meeting. Recording started back up. Meeting resumed at 7:40pm.

Mayor Blundell asked that the Board look at prepared Resolution #16-2020 – To Authorize Mayor To Sign Sewer Easements. Mayor Blundell read aloud the Resolution.

NOW THEREFORE BE IT RESOLVED, by the Board of Trustees of the Village of Red Hook that the Mayor and Deputy Mayor are hereby authorized to execute the Easements, associated tax filing forms and indemnity agreement and cause the Easements to be recorded in the Office of the Dutchess County Clerk.

Mayor Blundell made a motion to adopt Resolution #16-2020. Motion seconded by Trustee Trapp.

Trustee Laing asked if the date of February 8, 2016 for adoption of Neg. Dec. was correct. Mayor Blundell said he would have to ask counsel. Deputy Mayor Kovalchik said he remembers SEQR being done prior but can verify with attorney.

ROLL CALL: Mayor Blundell: yes Deputy Mayor Kovalchik: yes Trustee Trapp yes Trustee Norris yes Trustee Laing: yes

All in favor. Motion approved.

REGULAR BUSINESSS:

Mayor Blundell spoke on the following:

1. Village/NYCOM/NYS Magistrates – License Suspension Bill . Mayor Blundell advised bill was sent up and referenced by the NYS Magistrates Association, which Judge Jonah Triebwasser is President, and their writing a letter in opposition asking for a VETO. Mayor Blundell had concerns and recommends a VETO. Mayor Blundell said the basis of the Bill is lack of authority to suspend a license and they don ’ t want violators to have the threat of a suspended license.

Trustee Laing spoke on his concerns and that he has a daughter in law school and that this was an issue she was involved in with consumer protection laws. Mr. Laing said this is a State- wide Bill – Statewide and Nationwide - and that there is unfairness out there and licenses are being suspended due to inability to pay and hard for people that are already disadvantaged.

2. Mural - Mayor Blundell said 2[nd] dialog took place and went well and petitioners/activist are looking at other murals in the Village and that there will be a conference call tomorrow with Dutchess County Historian and Human Rights facilitator to set stage for the next meeting. Deputy Mayor Kovalchik asked if any activists stepped forward with trying to create a committee or working with Governments, merchants or private property owners to address concerns. Mayor Blundell said yes they have, but many no longer live in Red Hook and have spoken on how to indirectly volunteer to be on the committee, but he got different comments one being about being paid and Mayor Blundell explained they cannot get paid for their time and that is not what committees are about. Mayor Blundell spoke on Police Reform and Reinvention and how the activists feel about Policing. Mayor Blundell spoke about unique levels of each Police Department.

3. Police Reform and Reinvention - Mayor Blundell said they are complying with Executive Order 203 and working with multiple entitles within the County and we have sent our Use of Force Policy to be reviewed. Mayor Blundell said this includes multiple public dialogs which will be held in August (Countywide); one in October and a local one which the Village is obligated to do which will be held sometime in January. Mayor Blundell said he will continue to participate in the session and keep everyone up-to-date.

4. Redesign news - Mayor Blundell discussed in-house IT and phone issues after storm Isaiahs.

5. Water (usage/data) – Mayor Blundell advised both he and Deputy Mayor Kovalchik spent some time with Delaware Engineering to find out how to best determine if there is leak due to water usage being high. Mayor Blundell said they were asked to do a field study for 7 days of data which showed there seems to be a leak somewhere. Deputy Mayor Kovalchik advised according to the data for water production to water being billed (unaccounted water) and according to the quarterly data from the 2[nd] quarter the Village of Red Hook the difference between the amount of water pumped and billed was 10.3 million gallons, which is a significant increase from the 4th quarter of 2019. Trustee Laing felt this was a huge difference. Deputy Mayor Kovalchik said this translates into 114,444 gallons per day which is substantial. Based on the data by Delaware Engineering it presumes there are 1 or more leaks to contribute to the unaccounted for water and recommends a company to do a system survey to find leaks and they are recommending Northeast Water Technology to do the survey. Deputy Mayor Kovalchik said they think they could do this in a 4-day period. Mayor Blundell said Northeast Water is out of New Windsor, NY. Mayor Blundell said this would fall under the reserve fund and needs to be analyzed. Trustee Laing agreed. Trustee Trapp asked if this was a larger loss than we had prior to the water project. Deputy Mayor Kovalick said yes and prior to the water project we were losing 40% and we are now closer to 55% which is a substantial amount of water. Mayor Blundell said he would

like to see them directed to certain areas at the start of the survey, to include the Chocolate Factory.

Trustee Trapp asked about the 4-day process. Deputy Mayor Kovalchik said they did not give a day but a daily rate, but in looking at other municipalities it was completed in 4 days. Trustee “ ” Trapp asked for a rational on not to exceed . Trustee Trapp asked if they find leaks would we have any recourse if it were at the main. Deputy Mayor Kovalchik advised if it were in the mains/right-of-ways we would have to fix, but if it is from the curb-stop to the house service lines it would be the property owner ’ s responsibility to fix the service line. Mayor Blundell said this falls under professional services and views this as an emergency and that we should not have to wait on a private customer to decide when to do repair, and that we do repair and charge back the cost but that we will review our Water Law.

Mayor Blundell made a motion to retain Northeast Water Technology out of New Windsor, NY to analyze water system to establish water loss and not to exceed $4,500.00 and said expense come from the Village of Red Hook short-term asset fund. Motion seconded by Deputy Mayor Kovalchik. ROLL CALL:

Mayor Blundell - yes Trustee Trapp - yes Trustee Norris - yes Trustee Laing - yes Deputy Mayor Kovalchik – yes

All in favor. Motion passed.

GENERAL BUSINESS:

Mayor Blundell spoke on the recent article in the Freeman on Drug Overdose and Awareness Month and promoted the effectiveness of our Police Department and the Northern Dutchess Coalition and recommends the County Stabilization Center. Mayor Blundell said there will be a formal press conference done within the next few days.

PUBLIC COMMENT:

No persons present. No public comment.

Mayor Blundell advised the Village Workshop Meeting will be held on August 20, 2020.

Mayor Blundell reminded Trustees to stop in Village Hall to sign the top sheet for vouchers.

Trustee Trapp asked Deputy Mayor Kovalchik if the next ZRC Meeting could be held on Friday. Deputy Mayor Kovalchik said he will check dates and get back to Trustee Trapp.

Mayor Blundell made a motion to pay bills after audit. Motion seconded by Trustee Trapp. All were in favor. Motion approved.

Deputy Mayor Kovalchik made a motion to adjourn the August 10, 2020 Village Board Meeting at 8:33pm. Motion seconded by Mayor Blundell. All in favor. Motion approved.

Submitted by,

Lara Hart Clerk