8-10-08

Northport Village Corporation

Overseers Meeting

August 10, 2008

Present: President Josiah Huntoon; Treasurer Julian Sheffield; Overseers: Peter Allen, Linda Houghton, Judy Metcalf, Judy Rohweder, Rick Melone, Marge Brockway; Village Agent Bill Paige; Tree Warden Jane Phillips; Residents: Harold Hede, Steve Kazilionis; Office Manager Paul Bartels; Utilities Chairman David Crofoot.

Meeting called to order at 8:00 AM by President Huntoon.

Minutes Judy Metcalf moved to accept the minutes for July 6, 2008 meeting, seconded by Marge Brockway – Voted All in Favor.

Visitor’s Concerns

Harold Hede reported a dangerous situation at Merrithew Park with kids playing hardball baseball. Windows have been broken and there were near misses with traffic. Will post no baseball, softball or soccer.

Judy Metcalf presented a resident’s concern about weight of Heating Oil trucks on Clinton Ave. Inquired as to whether roads as rebuilt will withstand weight. Cressey reminded that project scheduled on the road should be at construction standards sufficient to bear weight.

Peter Allen expressed a concern on behalf of a resident about the walkway to the water at Kelly Cove. Overseers took no action as the land is not owned by the Village.

Warrants Circulated.

Treasurer Report

Julian Sheffield reported that the management letter from Purdy Powers addressed several issues they feel we should act on:

Book Tax Bill to our Quick Books. The Town keeps books on our taxes. We did not do it this year. The auditors said we should do it and have recommended mechanism for doing so.
By virtue of the fact that we have so few employees, there are not enough people to have proper controls. Julian noted that because deposits and bill paying are separate functions performed by different people, we have controls in place.
Water and Sewer (CUSI) need to be reconciled to Quick Books.
Separation of Duties – Procedures for Payments, Deposits, Bank statements, etc.
Documentation of procedures.

Financial Statements:

Insurance payments – Julian recommended that the utilities trustees review insurance payments to assure that utility department portion of bill is consistent with the Overseers’ requirements. .
Purdy Powers allocation needs to be the same as last year
Tax payments are hard to reconcile with Town.
$5,283 is due to sewer from general.
Line 8000-S should be a sub account of 7000-S.

Jo Huntoon presented a bill from WBRC for waterfront repairs. Judy Metcalf motioned to pay the invoice as presented, Judy Rohweder seconded – Voted all in favor.

Sheffield said that waterfront bills should be put under Special on the warrants. Huntoon said that we have to pay $7,000 of our own money before using the $15,000. He said that we will have to extend the loan beyond December, to do this.

Communications

Judy Metcalf reporting:

	A report on the vandalism has been posted.
	Dog poop receptacles have not arrived yet. Judy will check on back order status.
	Registration for voters will be held after the meeting at 10:00 a.m. consistent with notices posted earlier.
	Will prepare a notice for bicycle helmet safety.

Facilities

A count of 75 kayaks on the beach was reported by Marge Brockway. Will look into acquiring a rack for storing them.

Safety

Peter Allen is still talking with the Town about speed limits.

Waiting for sign for NO RIGHT TURN in front of Blair Agency. Bill Paige recommended bringing it up at the Annual Meeting.

Surface Runoff

Bill Cressey reporting:

	“Perfect Storm” in July caused need to fix Maple Street that was recently graded.
	Bay Street will be postponed and combined with North / Clinton Sewer project.
	Sent letter to Al Hodsdon and Joel Wardwell about Payments, Additional Tasks and scheduling of Bay Street , had a positive reply.
	We will build a handicap ramp in front of N.Y.C. over the curb.

Tree Warden

Jane Phillips reported:

	Resolved the dangerous tree problem by using CMP, at no cost to the Village.
	Additional problems could be solved using CMP.

Judy Metcalf reported a widow maker on upper Maple Street on the parcel owned by the Village.

Linda Houghton reported a tree growing into the wires next to her house – Dyer Cottage.

Utilities

Judy Metcalf reported:

	No license violations through last month.
	Letters were sent to property owners concerning the Clinton / North Streets Project.
	Hydrant hose at NYC almost completed.
	Two water main breaks near Eldridge property will be replaced next spring.

Annual Meeting

Group discussion in preparation for the Annual Meeting. No action taken.

Future Meetings

Notice was given by announcement that at the conclusion of the annual meeting, assuming that the villagers accept the nominating committee’s slate, there will be a brief meeting of the new board to adopt a resolution re: signature authority on bank accounts at Bangor Savings.

President Huntoon set the next Overseers meeting to August 31 at 8:00 AM.

Marge Brockway moved to adjourn – Voted All in Favor.

Meeting adjourned at 9:45AM.

Respectfully submitted by Paul E. Bartels