Unapproved October Town Board Minutes

UNAPPROVED MINUTES

October 9, 2017

The regular meeting of the Town Board was held October 9, 2017 at 7:30 pm at the Town Hall. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Neil German, Parks Clerk Carolynn Faraci, Assessor Clerk Stephanie Seminara, Town Attorney Kevin Young and 5 residents.

The Minutes of the September 11, 2017 meeting were approved on motion of Gene Cronk seconded by Carol Murray.
AYES-5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS-0

Highway Supt. Neil German reported crews continue to haul sand, mow and clean ditches. He requested replacing the Volvo grader under a federal bid with a payment plan where the Volvo trade-in would be $45,000. He also stated the roof on the old highway garage is worse and is in need of repair or replacing.

Sealed bids for the Grand Gorge Civic Center roof replacement were opened on October 6, 2017 at 2:15 pm at the Town Hall. A total of five bids were received and were as follows:

Michael Harrington of Lamont Eng. Discussed the roof bids and the possibility of a change order to reduce the wind speed specs from 115 mph to 90 mph that would also save on costs.

RESOLUTION #105 -AWARD CIVIC CENTER ROOF BID
On motion of Gene Cronk second by Edward Raeder the following resolution was offered and approved:
“RESOLVED, the Town Board awards Contract #1 Base bid to Titan Roofing at a cost of $94,800; and
BE IT FURTHER RESOLVED said award is contingent upon an approved Change Order on a deduction for a change in wind speed specs if allowable; and
BE IT FURTHER RESOLVED the Supervisor is authorized to execute a Notice of Award in the amount of $94,800.”
AYES-5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS-0

Discussion took place on using Good Neighbor Funds to pay for the costs of the Civic Center roof replacement.

RESOLUTION #106 -USE GOOD NEIGHBOR FUNDS FOR ROOF REPLACEMENT
On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:
“RESOLVED, the Town Board authorizes the Town Clerk to request from NYCDEP the use of Good Neighbor Funds in the amount of $94,800 to pay for the costs of the Civic Center roof replacement; and
BE IT FURTHER RESOLVED, said use shall be contingent upon the approval of NYCDEP for the use of said funds for said purpose; and
BE IT FURTHER RESOLVED, any grant funds received towards the project shall be reimbursed to Good Neighbor Funds.”
AYES-5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS-0

Mr. Harrington also stated that no award has been received yet for the grant application submitted for the Denver Water project that would cover 60% of costs. A status report was distributed to the Town Board. Bids for the well field access road are scheduled to be opened on October 19, 2017 at 2:00 pm and discussed having a special meeting to award the bids so further work can continue for other contracts. Councilman Cronk questioned why the highway dept. couldn’t repair the road and reasons were discussed.

RESOLUTION #107 -SPECIAL MEETING SCHEDULED
On motion of Gene Cronk second by Allen Hinkley the following resolution was offered and adopted:
“RESOLVED, the Town Board will hold a Special Meeting on October 19, 2017 at 2:00 pm to award the Well field Access Repair Bid and to discuss any other business that may come before the Town Board.”
AYES-5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS-0

Status reports on the Roxbury/Grand Gorge water projects were distributed to the Town Board and were discussed.

Mr. Harrington also discussed their proposal to do a complete study on the Denver Sewer Plant facility and its deficiencies. Several repairs and upgrades are needed due to being an old, outdated system.

Councilman Cronk questioned status of re-opening the Roxbury Springs as a water source. Mr. Harrington stated that is part of the Roxbury/Grand Gorge Water Project.

Assessor Clerk Stephanie Seminara reported on the issues and problems that she has encountered since the County Real Property Services computer main frame has been corrupted due to a stand alone Town who does not use the system live, but rather turns over their changes by disc, etc. that has been corrupted thus corrupting the County’s computer system. As a result, all the other Towns who are working live will have to re-enter all their work from when the system was compromised. The hope is that the County Board of Supervisors will require all Towns to be live on the system to prevent future problems such as this.

Parks Clerk Carolynn Faraci reported the last event in the park will be this month and then the restrooms will be winterized. She continues to book into 2018 and 2019. The Girl Scout Daisies will also be planting daffodils in the park this week.

Mrs. Faraci also discussed the tax cap rate for 2018 being at 1.84% but it is unknown at this time whether the budget will be over the tax cap or not as several items required for the budget have not yet been settled.

Supervisor Hynes stated operators are looking for a leak in the Grand Gorge Water District. It was previously thought to be by the PRV building but no leak was found there. Another company is expected to try a different procedure to try to identify where the leak is.

Supervisor Hynes stated he will again contact Action Doors to make repairs on the overhead door at the Transfer Station. The sliding gate is also being worked on.

Attorney Young discussed the renewal agreements with LVDV Operations, Inc. for operation of the water and sewer facilities.

RESOLUTION#108 -LVDV OPERATIONS, INC. RENEWAL AGREEMENTS
On motion of Gene Cronk second by Carol Murray the following resolution was offered and adopted:
“WHEREAS, agreements with LVDV Operation, Inc. for the operation of the Denver Water, Grand Gorge Water and Roxbury Water systems and the Denver Sewer and Roxbury Sewer systems expires December, 31, 2017;
NOW, THEREFORE BE IT RESOLVED, the Town Board authorizes the Town Supervisor to offer and
execute documents at the following proposed rates for renewal of agreements with LVDV Operations,
Inc.:

 

BE IT FURTHER RESOLVED, renewal of the agreements is contingent upon LVDV Operations, Inc.
acceptance and execution of the agreements.”
AYES-5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS-0

Attorney Young discussed updating the road takeover specs that have been the same for several years. The changes would be based on a formula comparing the highway road budget to taxes generated. A copy of the draft local law was distributed to the Town Board for review.

RESOLUTION #109 -PUBLIC HEARING ROAD TAKEOVER LOCAL LAW
On motion of Gene Cronk second by Carol Murray the following resolution was offered and adopted:
RESOLVED, a Public Hearing will be held before the Town Board, Town of Roxbury,at the Roxbury Town Hall on November 9, 2017 at 6:30 pm to hear all comments regarding a proposed Local Law entitled “Road Takeover Law of the Town of Roxbury” that would change the current requirements for the Town to takeover any proposed new approved roads that are built to accepted Town specifications and that have the required amount of Assessed Value to support them.
AYES-5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS-0

RESOLUTION #110 -PUBLIC HEARING TAX CAP
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
“RESOLVED, a public hearing will be held before the Town Board for the Town of Roxbury at the Roxbury Town Hall on the 9th day of November 2017, at 6:45 p.m., to hear all persons interested in the matter of the adoption of a proposed Local Law to Override the Tax Levy Limit for Fiscal Year 2018 established in General Municipal Law §3-c; and
BE IT FURTHER RESOLVED, this law is being proposed to comply with subdivision 5 of the General Municipal Law §3-c which expressly authorizes the Town Board to override the tax levy limit by the adoption of a local law approved by vote of at least sixty percent (60%) of the Town Board.”
AYES-5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS-0

Attorney Young discussed a letter from NYS Dept. of Transportation (NYSDOT) regarding crosswalks on State roads. DOT would pay for the initial signs and painting but then the Town would have to maintain them in the future. There are four crosswalks in Grand Gorge and one in Roxbury. Supervisor expressed concerns with indemnity of DOT, however Attorney Young doesn’t think it would be an issue. Supervisor Hynes will contact DOT for more information on the project.

Joseph Resch of the Grand Gorge Business Alliance reported the Business Expo held September 30th at the Civic Center went well, although there was low public turnout, but they are already starting to advertise for next year.

Mr. Resch also stated he is now President of the Grand Gorge Community Action Group, due to the resignation of Richard Davis and thanked the Town Board for their service to the community.

A letter will be sent to NYS DOT requesting a survey be conducted on signage, etc. by Mountainside Creamery after having received concerns from the public regarding trucks ingress and egress from the facility.

Discussion took place on collecting batteries at the Transfer Station. The County requires the ends of the terminals to be taped because there is a possibility of them catching on fire. Because the Town Board felt this sort of thing would not be checked, and the liability involved, the Town Board’s decision was to not allow battery collection.

On motion of Allen Hinkley second by Carol Murray the Town Board approved the Town Clerk’s monthly report for September 2017 in the amount of $4,448.56 (Town Clerk $2,798.56 and Building Permits $1,650.00.
AYES-5 Hinkley, Murray, Raeder, Cronk, Hynes
NAYS-0

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the Supervisor’s monthly report for August 2017.
AYES-5 Hinkley, Raeder, Hinkley, Murray, Hynes
NAYS-0

On motion of Edward Raeder second by Gene Cronk the Town Board approved the Assessor’s monthly report for September 2017.
AYES-5 Raeder, Cronk, Hinkley. Murray, Hynes
NAYS-0

On motion of Allen Hinkley second by Gene Cronk the Town Board approved the Building Inspector monthly report for September 2017.
AYES-5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS-0

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly Water Receipts Report for September 2017 in the following amounts: Denver $136.50; Grand Gorge $98.82 and Roxbury $40.25.
AYES-5 Murray, Raeder, Hinkley, Cronk, Hynes
NAYS-0

On motion of Allen Hinkley second by Gene Cronk the Town Board approved the Justice Court monthly report for August 2017 in the amount of $5,636.00.
AYES-5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS-0

Sealed bids for Fuel Oil were opened on October 6, 2017 at 2:00 pm at the Town Hall. A total of three bids were received and were as follows:

Discussion took place on the bids. Attorney Young stated that Bottini not having the certificate of non-collusion was not substantive to awarding the bid.

RESOLUTION #111 -AWARD FUEL OIL BID
On motion of Gene Cronk second by Allen Hinkley the following resolution was offered and adopted:
“RESOLVED, the Town Board awards the Fuel Oil bid to Bottini Fuel at a fixed price of $1.879/gallon; and
BE IT FURTHER RESOLVED, deliveries shall begin November 1, 2017.”
AYES-5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS-0

The 2018 Tentative Budget was distributed to the Town Board on October 1, 2017.

RESOLUTION #112 -SCHEDULE PUBLIC HEARING 2018 PRELIMINARY BUDGET
On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:
“RESOLVED, the Town Board will hold a Public Hearing on November 9, 2017 at 7:00 pm to hear all persons interested regarding the 2018 Preliminary Budget and any line item thereof.”
AYES-5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS-0

No action was taken on filling the vacancy on the Historic Preservation Commission.

Tire Day at the Roxbury Highway garage will be held October 14, 2017 8:00 am – 4:00 pm. Certain restrictions apply for drop off.

A reminder was given the Budget Workshop will be held October 16, 2017 at 7:00 pm at the Town Hall.

The Clean Sweep Program for hazardous materials drop off at the County landfill will be held this year October 20th for businesses and farms and October 21st for residences. Registration is required by October 15th.

RESOLUTION #113-EXECUTIVE SESSION
“Allen Hinkley moved and Carol Murray seconded that the Town Board and Town Attorney to go into Executive Session at 8:58 pm to discuss a personnel matter involving renewal of the Roxbury Highway Workers Association agreement that expires December 31, 2017.”
Present in Executive Session were: Supervisor Hynes, Councilmen Hinkley, Murray, Raeder and Cronk and Attorney Young.
AYES-5 Hinkley, Murray, Raeder, Cronk, Hynes
NAYS-0

RESOLUTION #114-RETURN TO REGULAR MEETING
“Gene Cronk moved and Carol Murray seconded the Town Board exited Executive Session and returned to the regular meeting at 9:16 pm.”
AYES-5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS-0

It was stated there were no decisions made as a result of Executive Session.

On motion of Allen Hinkley second by Gene Cronk the bills were audited and ordered paid in the following amounts:

AYES-5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS-0

On motion of Carol Murray second by Edward Raeder the meeting adjourned at 9:19 pm.

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___________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman

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October 16, 2017

A Special Meeting of the Town Board was held October 16, 2017 at 7:00 pm at the Town Hall to conduct a workshop on the 2018 Tentative Budget and to discuss any other business that may come before the Town Board. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Neil German and Budget Officer Carolynn Faraci.

The Tentative Budget was gone over and discussed. Concerns were raised regarding Denver Sewer District funds being over budget. Various line item changes were made to General Fund, Highway Fund, Denver Sewer and Roxbury Sewer to be incorporated into the Preliminary Budget.

Discussion took place on the tax cap which is at 1.84% for 2018 and the current budget is approximately $339,000 under the allowable limit per the tax cap.

Supervisor Hynes stated the County budget is expected to increase 3% for 2018 but County officials are still working on it.

Discussion took place on the retirement reporting days that are needed for the new Building Inspector and revised days for the Highway Supt and Town Clerk per a retirement spot audit.

RESOLUTION #115-STANDARD WORK DAY AND REPORTING RESOLUTION FOR ELECTED AND APPOINTED OFFICIALS
On motion of Edward Raeder second by Gene Cronk the following resolution was offered and adopted:
“BE IT RESOLVED, that the Town of Roxbury hereby establishes the following standard work days for these titles and will report the officials to the New York State and Local Retirement System based on their record of activities:

AYES-5 Raeder, Cronk, Hinkley, Murray, Hynes
NAYS-0

RESOLUTION #116-REVISED STANDARD WORK DAY AND REPORTING RESOLUTION FOR ELECTED AND APPOINTED OFFICIALS
On motion of Edward Raeder second by Gene Cronk the following resolution was offered and adopted:
“BE IT RESOLVED, that the Town of Roxbury hereby establishes the following standard work days for these titles and will report the officials to the New York State and Local Retirement System based on their record of activities:

AYES-5 Raeder, Cronk, Hinkley, Murray, Hynes
NAYS-0

Councilman Hinkley reported the Personnel Committee has not heard anything back from Corbin Bouton regarding the Highway Contract.

Supv. Hynes invited the Town Board to attend the Stratton Falls house tomorrow at 3:00 as the Attorney General will be present to announce a grant award for the project.

On motion of Carol Murray second by Allen Hinkley the meeting adjourned at 7:45 pm.

THIS IS A TRUE COPY

__________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman

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October 19, 2017

A Special Meeting of the Town Board was to be held October 19, 2017 at 2:00 pm at the Town Hall to award the Denver Water Access Road Repair bid and to discuss any other business that may come before the Town Board. Present were: Supervisor Thomas S. Hynes, Councilman Gene Cronk and Deputy Town Clerk Carolynn Faraci. Absent: Councilmen Edward Raeder, Allen Hinkley and Carol Murray and Town Clerk Diane Pickett.

Due to not having a quorum of Town Board members present the meeting could not be held and no decisions were made.

The sealed bids for Denver Water Access Road Repairs were opened as scheduled at 2:00 pm. A total of seven bids were received. Award of the bid will be held for the November 9th regular meeting of the Town Board.
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_________________________________
Carolynn J. Faraci, Dpty. Town Clerk