UNAPPROVED MINUTES

January 2, 2018

The Organizational Meeting of the Roxbury Town Board was held January 2, 2018 at 7:30 pm at the Town Hall. Present were: Supervisor Thomas S. Hynes, Councilmen Edward Raeder, Allen Hinkley, Carol Murray and Kenneth Davie, Highway Supt. Neil German, Assessor Clerk Stephanie Seminara, Parks Clerk Carolynn Faraci, Attorney Kevin Young and three residents.

Oaths of Office were taken by re-elected Supervisor Thomas S. Hynes and Councilman Allen Hinkley and newly elected Councilman Kenneth Davie.

The Minutes of the December 11 and 27, 2017 meetings were approved on motion of Carol Murray second by Allen Hinkley.
AYES-5 Murray, Hinkley, Raeder, Davie, Hynes
NAYS-0

Hwy. Supt. Neil German reported crews have been busy plowing & sanding, one of the Oshkosh trucks is undergoing repairs for a broken transfer case and he is still waiting to hear from the camera man about additional cameras for the garage. Councilman Hinkley will contact the camera man.

Michael Harrington of Lamont Engineers distributed a written report on the Civic Center roof project and Water Projects status.

Civic Center Roof
All work has been completed on the roof replacement and all paperwork received from the contractor so final payment will be made.

Denver Water Project
*Contract #1 PRV building work has been completed and contractor paid in full
*Contract #2 Controls has been substantially completed
*Contract #3 Wellfield Electric has been delayed due to an incorrect transformer and the wells need to be tested before they can be put into use.
*The Supervisor and the Engineer will next meet with Roxbury Run Village Association to see what further work they want to undergo with the funds allotted.

Roxbury/Grand Gorge Water Project
*A 75% WQIP Grant has been awarded to go towards property acquisition that is planned with the project
*Discussed getting the springs back into use by installing a cartridge filter system on only the clean lines
*NYS EFC is requiring a needed items list
* Discussed land acquisition issues and options

Assessor Clerk Stephanie Seminara stated the tax bills went out on time as there was concern when the County system was compromised in 2017.

Parks Clerk Carolynn Faraci expressed concerns with not hearing back from the camera man regarding additional cameras at the park. Councilman Hinkley will contact the camera man.

Supervisor Hynes reported Steve Cammer has repaired the problems at the Transfer Station, however, more repairs are needed.

Discussion took place on complaints of noise on Cronk Lane. Another issue has also arisen between two neighbors involving noise and other issues. The Town Board feels it is a civil matter between the neighbors. The Town Attorney will look into the criminal code for any laws for noise being a nuisance.

RESOLUTION #1-APPOINTMENTS AND COMMITTEES
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:
“RESOLVED, the Town Board approves the following appointments and committees:

 

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

Elected Officials Information:

 


On motion of Carol Murray second by Allen Hinkley the Town Board approved the Town Supervisor’s appointment of Edward Raeder as Deputy Supervisor for the term 1/1/18-12/31/18.
AYES – 5 Murray, Hinkley, Raeder, Davie, Hynes
NAYS – 0

On motion of Allen Hinkley second by Carol Murray the Town Board approved the Town Supervisor’s appointment of Carolynn J. Faraci as the Supervisor’s Bookkeeper for the term 1/1/18-12/31/18.
AYES – 5 Hinkley, Murray, Raeder, Davie, Hynes
NAYS – 0

On motion of Edward Raeder second by Carol Murray the Town Board approved the Highway Supt.’s appointment of William Sprague as Deputy Hwy. Supt. for the term 1/1/18-12/31/18.
AYES – 5 Raeder, Murray, Hinkley, Davie, Hynes
NAYS – 0

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the Town Clerk’s appointment of Carolynn J. Faraci as Deputy Town Clerk #1 for the term 1/1/18-12/31/18.
AYES-5 Hinkley, Raeder, Murray, Davie, Hynes
NAYS-0

RESOLUTION #2-RE-APPOINT COWAN AND FARLEIGH TO PLANNING BOARD
On motion of Allen Hinkley second by Kenneth Davie the following resolution was offered and adopted:
“RESOLVED, the Town Board re-appoints David Cowan and Wheldon Farleigh for a five year term each on the Planning Board with said terms being 1/1/18-12/31/22.”
AYES-5 Hinkley, Davie, Raeder, Murray, Hynes
NAYS-0

RESOLUTION #3-RE-APPOINT WENDELL AND MATHIS TO HISTORIC COMMISSION
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:
“RESOLVED, the Town Board re-appoints Lewis Wendell and Michael Mathis for a three year term each on the Historic Preservation Commission with said terms being 1/1/18-12/31/20.”
AYES-5 Raeder, Murray, Hinkley, Davie, Hynes
NAYS-0

RESOLUTION #4 OFFICIAL UNDERTAKING
On motion of Carol Murray second by Kenneth Davie the following resolution was offered and adopted:
“RESOLVED the Town Board approves the Official Undertaking of elected and appointed positions as to its form and manner of execution and the sufficiency of the insurance, as surety as prepared for the Town of Roxbury for the year 2018.”
AYES – 5 Murray, Davie, Raeder, Hinkley, Hynes
NAYS – 0

RESOLUTION #5– TOWN BOARD MEETING SCHEDULE
On motion of Edward Raeder second by Allen Hinkley the following resolution was offered and adopted:
“RESOLVED the Town Board for the year 2018 will meet the second Monday of each month for their Regular Monthly Meeting, except for January when they shall meet January 2, 2018 and except for November when they shall meet on Thursday November 8, 2018. All meetings will begin at 7:30 pm and will be held at the Town Hall, 53690 State Hwy 30, Roxbury, NY except for April and August when they will meet at the Grand Gorge Civic Center, 60933 State Hwy. 30, Grand Gorge, NY.”
AYES – 5 Raeder, Hinkley, Murray, Davie, Hynes
NAYS – 0

RESOLUTION #6– PLANNING BOARD MEETING SCHEDULE
On motion of Edward Raeder second by Allen Hinkley the following resolution was offered and adopted:
“RESOLVED the Planning Board for the year 2018 will meet the third Wednesdays of each month for their Regular Monthly Meeting. All meetings shall begin at 7:30 pm and will be held at the Town Hall, 53690 State Hwy. 30, Roxbury, NY.”
AYES – 5 Raeder, Hinkley, Murray, Davie, Hynes
NAYS – 0

RESOLUTION #7– HISTORIC COMMISSION MEETING SCHEDULE
On motion of Carol Murray second by Edward Raeder the following resolution was offered and adopted:
“RESOLVED the Historic Preservation Commission for the year 2018 will hold meetings quarterly on the third Saturdays of January, April, July and October at 10:00 am at the Town Hall for their regular meetings.”
AYES – 5 Murray, Raeder, Hinkley, Davie, Hynes
NAYS – 0

RESOLUTION #8-TOWN POLICIES
On motion of Carol Murray second by Allen Hinkley the following resolution was offered and adopted:
“RESOLVED, the Town Board has reviewed and re-adopts the following Town Policies for the year 2018: Procurement Policy, Investment Policy, Sexual Harassment Policy, Computer Use Policy, Local Privacy Notification Policy, Code of Ethics, Travel Re-imbursement Policy, Section 504 Grievance Procedure, Workplace Violence Prevention Policy and Employee Handbook.”
AYES-5 Murray, Hinkley, Raeder, Davie, Hynes
NAYS-0

RESOLUTION #9-BUILDING INSPECTOR AGREEMENT
On motion of Allen Hinkley second by Carol Murray the following resolution was offered and adopted:
“WHEREAS, the Town Board has reviewed the current Building Inspector Agreement and finds no changes are needed;
NOW, THEREFORE BE IT RESOLVED the Town Board approves use of the current Building Inspector Agreement for the year 2018.”
AYES – 5 Hinkley, Murray, Raeder, Davie, Hynes
NAYS – 0

On motion of Kenneth Davie second by Carol Murray the Town Board designates the Town Supervisor and Deputy Supervisor as official check signers for the year 2018.
AYES – 5 Davie, Murray, Raeder, Hinkley, Hynes
NAYS – 0

On motion of Kenneth Davie second by Carol Murray the Town Board approves the following designations for the year 2018:

  • Atlantic Inland of Cortland as Fire Inspector
  • Catskill Mountain News as legal newspaper
  • NBT Bank N.A. and Wayne Bank for Town banking
  • Mostert, Manzanaro & Scott, LLP as Town CPA
  • Mileage rate at IRS rate of $.545/mile

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

On motion of Edward Raeder second by Allen Hinkley the Town Board approves payment to the Roxbury Library Association in the amount of $15,000 as approved in the 2018 Town Budget.
AYES-5 Raeder, Hinkley, Murray, Davie, Hynes
NAYS-0

On motion of Carol Murray second by Kenneth Davie the Town Board approved payment to the Roxbury and Grand Gorge Legion Posts in the amount of $150 each as approved in the 2018 Town Budget.
AYES-5 Murray, Davie, Raeder, Hinkley, Hynes
NAYS-0

On motion of Allen Hinkley second by Kenneth Davie the Town Board approved payment to the Roxbury and Grand Gorge Senior Clubs in the amount of $500 each as approved in the 2018 Town Budget.
AYES-5 Hinkley, Davie, Raeder, Murray, Hynes
NAYS-0

RESOLUTION #10-DELAWARE COUNTY PLANNING DEPARTMENT CONTRACT
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted: “RESOLVED, the Town Board approves the agreement with the Delaware County Planning Dept. in the amount of $3,500 for services in the year 2018; and
BE IT FURTHER RESOLVED the Town Supervisor is authorized to execute the agreement with the Delaware County Planning Department for services in the year 2018.”
AYES-5 Raeder, Murray, Hinkley, Davie, Hynes
NAYS –0

On motion of Carol Murray second by Kenneth Davie the Town Board approved the Town Clerk’s monthly report for December 2017 in the amount of $1,830.30 (Town Clerk $275.30 and Building Permits $1,555.00)
AYES-5 Murray, Davie, Raeder, Hinkley, Hynes
NAYS-0

There was no Supervisor’s monthly report for December 2017 because bank statements have not yet been received.

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

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

On motion of Carol Murray second by Edward Raeder the Town Board approved the Water Receipts monthly report for December 2017 in the following amounts: Denver $136.40; Grand Gorge $351.06 and Roxbury $222.08.
AYES-5 Murray, Raeder, Hinkley, Davie, Hynes
NAYS-0

There was no Justice Court Report for December 2017 due to not having received an invoice from the State yet.

No action was taken to fill the vacancy on the Planning Board.

Attorney Young discussed Roxbury Sewer charges for 2018.

RESOLUTION #11-ROXBURY SEWER OVERAGE TO CAPITAL RESERVE FUND
On motion of Carol Murray second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, the Roxbury Sewer O&M Budget for the year 2018 was approved by NYCDEP in the amount of $203,162.00 and
WHEREAS, NYCDEP’s portion has been determined to be $164,687.45; and
WHEREAS, the household and commercial charges (“Town Charges”) per the formula have been determined to be $38,474.55; and
WHEREAS, based on the actual household and commercial properties, the “Town Charges” to be collected is $41,682.24 causing an overpayment of $3,207.69;
NOW, THEREFORE BE IT RESOLVED, per approval by NYCDEP, the Town Board approves the transfer of $3,207.69 from Roxbury Sewer savings to the Roxbury Sewer Capital Reserve Fund.”
AYES-5 Murray, Raeder, Hinkley, Davie, Hynes
NAYS-0

RESOLUTION #12-SHARED SERVICES AGREEMENT WITH NYSDOT
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:
“WHEREAS, the Town of Roxbury has a Shared Services Agreement with other municipalities; and WHEREAS, the Town’s Shared Services Agreement includes NYS Dept. of Transportation (NYSDOT); and
WHEREAS, the Town’s Shared Services Agreement with all named municipalities expires on 12/13/20; and
WHEREAS, the NYSDOT Agreement naming the Town of Roxbury expired on 12/9/16;
NOW, THEREFORE BE IT RESOLVED, the Town Board authorizes the Town Highway Supt. to execute the NYS DOT Shared Services Agreement naming the Town of Roxbury; and
BE IT FURTHER RESOLVED, said NYSDOT agreement shall expire 12/13/20.”
AYES-5 Raeder, Murray, Hinkley, Davie, Hynes
NAYS-0

On motion of Kenneth Davie second by Allen Hinkley the Town Board allows the Town Clerk a petty cash fund in the amount of $100.
AYES-5 Davie, Hinkley, Raeder, Murray, Hynes
NAYS-0

On motion of Carol Murray second by Allen Hinkley the Town Board authorizes the Justice Court Clerk a petty cash fund of $100.
AYES-5 Murray, Hinkley, Raeder, Davie, Hynes
NAYS-0

On motion of Edward Raeder second by Allen Hinkley the Town Board authorizes the Tax Collector a petty cash fund of $25.
AYES-5 Raeder, Hinkley, Murray, Davie, Hynes
NAYS-0

The following reports/lists as of 12/31/17 were distributed to the Town Board:

  • Highway Equipment List
  • Good Neighbor Fund Report & Balance ($225,007.42)
  • Planning Board Training Hours Report
  • Open Building Permit List
  • Annual Building Permit report
  • Town Clerk Annual Report of receipts/disbursements

It was noted the agreement with LVDV Operations, Inc. for operation of the Roxbury Sewer District has not yet been signed by the Town. Attorney Young discussed the issues.

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


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

Discussion took place on status of the Kirkside Park Community Kitchen project. The contract with Dadras Architect has been executed. A meeting scheduled with the architect and Margaret Ellsworth of the M-ARK Project Inc. was cancelled so the Town only has the floor plan of the kitchen.

On motion of Carol Murray second by Allen Hinkley the meeting closed at 8:30 pm.

THIS IS A TRUE COPY

__________________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman
Kenneth Davie, Councilman