Town Board Approved Minutes - September 8, 2014

September 8, 2014

A Special Meeting of the Town Board was held September 8, 2014 at 4:30 pm at the Town Hall.  The meeting was called to discuss 2015 salaries and highway contract.  Present were: Supervisor Thomas S. Hynes, Councilmen Edward Raeder, Gene Cronk and Allen Hinkley, Highway Supt. Stephen Schuman, Attorney Kevin Young, Justice Wayne Pebler, Tax Collector Joan Moore and employees: David Thorington, Larry Shultis, Corbin Bouton, William Sprague, Ralph Sprague, Carolynn Faraci, Stephanie Seminara and Stephen Williamson.  Absent: Councilwoman Carol Murray.  No one from the public was in attendance.

Councilman Allen Hinkley stated the meeting was only supposed to be to meet with and discuss highway contract issues and not to discuss salaries of non-highway personnel.  Hinkley added the Personnel Committee’s (Councilman Hinkley and Murray) intentions are to stagger annual raises between highway and non-highway personnel to cut down on costs.

RESOLUTION #38 – RESOLUTION TO GO INTO EXECUTIVE SESSION TO NEGOTIATE WITH THE UNION FOR THE HIGHWAY WORKERS THE TERMS OF THEIR COLLECTIVE BARGAINING CONTRACT

On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:

“RESOLVED, the Town Board agrees to enter into Executive Session at 4:45 pm to negotiate with the Roxbury Highway Workers Association (RHWA) on their 2015/2016 collective bargaining contract.  Present were: Supervisor Thomas S. Hynes, Councilmen Allen Hinkley, Edward Raeder and Gene Cronk, RHWA members William Sprague, Ralph Sprague, David Thorington, Larry Shultis and Corbin Bouton and Attorney Kevin Young.”

AYES – 4 Hinkley, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Murray

Bookkeeper Carolynn Faraci was asked to join Executive Session at 5:00 pm.

Councilwoman Carol Murray arrived at 5:05 pm and joined Executive Session.

Carolynn Faraci came out of Executive Session at 5:17 pm.

RHWA representatives came out of Executive Session at 5:19 pm.

The Town Board and Attorney came out of Executive Session and on motion of Gene Cronk second by Edward Raeder returned to the Special Meeting at 5:50 pm.

It was stated that no formal decision was made during Executive Session on the highway contract.

Non-highway salaries were discussed.  The Personnel Committee offered meeting individually if desired.

The Special Meeting closed at 6:15 pm on motion of Allen Hinkley second by Gene Cronk.

The regular monthly meeting of the Town Board was called to order at 7:30 pm.  Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio, Building Inspector William Walcutt, Attorney Kevin Young and 6 residents.

The Minutes of the August 11, 2014 meeting were approved on motion of Carol Murray second by Allen Hinkley.

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

Robert Alison of Catskill Region Surveying Service and Kristin Janke Schneider of the Delaware County Planning Dept. discussed the draft flood maps that are currently being reviewed and commented on.  Unlike the current maps, the draft maps show flood areas per a detailed study of properties for the base flood.  Elevation certificates and LOMA’s were discussed and how they pertain to getting properties out of the mapped flood area and the effect on flood insurance costs. Assessor Robert Breglio questioned using the property owner survey his department compiled to help owners with getting them out of the mapped flood area, but it was stated the homeowner would still have to incur the costs for an elevation certificate to prove out of the flood zone.  It was also stated the Town cannot coordinate with one surveyor on behalf of the property owners for the purpose of them getting a lower rate to do an elevation certificate.  The Town must adopt the final maps and adoption is expected in 2015.

Assessor Robert Breglio stated 90% of the re-val data collection has been completed.  Letters are expected to be sent to owners in October or November to confirm what was found.  Any new assessment figures based on the re-val will be sent out in 2015.  State Real Property personnel will be here tomorrow to discuss the next steps and there are still problems being able to have complete access to the data files to complete all changes.

Highway Supt. Stephen Schuman stated salt prices are expected to increase 27% so he has begun to stockpile now before the increase goes into effect and crews are working dirt roads, ditching and replacing culverts before winter.

RESOLUTION #39 – RESOLUTION BY THE TOWN BOARD IN RELATION TO CONTROL OF SNOW ON COUNTY HIGHWAYS SECTION 135-A OF THE HIGHWAY LAW

On motion of Edward Raeder second by Gene Cronk the following resolution was offered and adopted:

“RESOLVED: That in pursuance of Section 135-a of the Highway Law, the Town Board of the Town of Roxbury hereby approves a certain agreement executed by the Town Superintendent of Highways of the Town of Roxbury with the County Superintendent of Highways of Delaware County for the performance by the Town of Roxbury for the work of control of snow on the County Roads within the boundaries of the County, upon the terms, rules and regulations as are contained in copy of such agreement that is annexed hereto and made a part hereof.”

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

William Walcutt, Building Inspector, questioned issuance of the Darrell Slater permit, has sent a letter to Caroline Lilly condemning her structures where the Historic Commission has told him that all buildings should be torn down and stated the Assessor’s office has requested him to add “cabin” to the building permit fee schedule (has been used as shed).  The Town Board directed the building inspector to issue the permit to Slater without Historic Preservation Commission (HPC) approval of work and Atty. Young will write a letter to HPC, said “no” to adding “cabin” to the permit fee schedule and the condemned notice to Lilly must be sent certified.

Discussion took place on the request of Roxbury Central School to hook up to water and sewer at the bus garage.

RESOLUTION #40 -RESOLUTION OF THE TOWN BOARD OF THE TOWN OF ROXBURY CONSENTING TO ALLOW THE ROXBURY CENTRAL SCHOOL DISTRICT BUS GARAGE TO CONNECT TO THE GRAND GORGE WATER DISTRICT

On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:

“WHEREAS, the Town of Roxbury adopted its existing “Water use Law” (“SUL”) in November of 2012; and

WHEREAS, Section 21of the Town of Roxbury’s Water Supply Law addresses the Town’s requirements with regard to furnishing water to users outside of the Water District; and

WHEREAS, the Town Board has received and reviewed an acceptable Letter Request dated June 2, 2014 for permission for the Roxbury Central School District  (the “School District”) Bus Garage to Connect to the Town’s Water System; and

WHEREAS, according to the Town of Roxbury’s Water Supply Law the Bus Garage could connect to the water main pursuant to an out-of-district contract with the Grand Gorge Water District; and

WHEREAS, the School District will be responsible for all costs associated with the water connection including the cost of installing a lateral, a pressure reducing valve, and any other equipment required for the connection; and

WHEREAS, the water lateral would have to be designed by a licensed professional engineer and submitted to the Town Board for approval; and

WHEREAS, the School District would be responsible for obtaining any and all permits required for the installation of the lateral including approval from the New York State Department of Transportation to construct the water main under New York State Route 30; and

WHEREAS, the School District agrees to continue its use of its well water for non-potable purposes; and

WHEREAS, the School District will have to comply with the Town’s Water Supply Local Law and will have to reimburse the Town for all out-of-pocket expenses associated with the requested water connection; and

WHEREAS, the School District will be charged by the Grand Gorge Water District with the current water rate structure for system users and the Town of Roxbury has determined that it will not impose any connection fee upon the School District; and

THEREFORE, NOW BE IT RESOLVED THAT:

1.         The Town Board of the Town of Roxbury has evaluated the Letter requesting connection of the Roxbury Central School District’s Bus Garage to the Town of Roxbury’s Water District and hereby gives its consent to the School District to make the requested connection; and

2.         The Town Board requires that the School District contract with a Professional Engineer for the design of the water lateral that includes a pressure reducing valve and any other equipment required for the connection at its own expense; and

3.         The Town Board hereby gives its consent for the School District to connect to the Grand Gorge Water District pursuant to the Town’s Water Supply Law and waives the imposition of any connection fee.

WHEREUPON, the Resolution was put to a vote and recorded as follows:

YEAS – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
ABSTENTIONS – 0

A letter was received August 22, 2014 from Sarah Cronk stating she was resigning as School Crossing Guard effective August 7, 2014.

On motion of Carol Murray second by Edward Raeder the Town Board accepted the resignation of Sarah Cronk as School Crossing Guard effective August 7, 2014.

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

An e-mail was received August 26, 2014 from Martin Lerner resigning from the Historic Preservation Commission.

On motion of Allen Hinkley second by Edward Raeder the Town Board accepted the resignation of Martin Lerner as a member of the Historic Preservation Commission effective August 26, 2014.

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

A letter was received from Lewis Wendell requesting a “PARKING” sign be erected at the Town parking lot beside the old health building on Main St. Roxbury.  The matter will be looked into.

Councilman Raeder expressed concerns with people driving on the Civic Center ballfield to get to the playground at the back of the field.  The Town Board approved erecting a sign on the ballfield.

A letter was received from Michael Finberg, Reliable Tent Rental Co., complimenting Carolynn Faraci, Parks Clerk, for her professionalism and dedication in her duties in the park.

Councilman Allen Hinkley requested lighting be installed at Kirkside Park bridges for safety purposes.

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the Town Clerk’s monthly report for August 2014  in the amount of $2,989.61 (Town Clerk $1,794.61 and Building Permits $1,195.00)

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

On motion of Allen Hinkley second by Carol Murray the Town Board approved the Supervisor’s monthly report for July 2014.

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

On motion of Edward Raeder second by Allen Hinkley the Town Board approved the Assessor’s monthly report for August 2014.

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

On motion of Carol Murray second by Allen Hinkley the Town Board approved the Justice monthly report for July 2014 in the amount of $5,205.00.

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

On motion of Allen Hinkley second by Gene Cronk the Town Board approved the HUD Program Funds monthly report for August 2014 showing a balance of $199,706.00.

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

On motion of Allen Hinkley second by Gene Cronk the Town Board approved the Building Inspector monthly report for August 2014.

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

On motion of Carol Murray second by Edward Raeder the Town Board approved the Water District monthly receipts reports for August 2014 in the amount of $1,879.71. (Denver Water $576.46, Grand Gorge Water $737.79 and Roxbury Water $565.46)

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

RESOLUTION #41 – ADVERTISE FUEL BID

On motion of Gene Cronk second by Allen Hinkley the following resolution was offered and adopted:

“RESOLVED, the Town Board will advertise for sealed bids for fuel oil for the 2014/2015 heating season; and

BE IT FURTHER RESOLVED, said bids must be received by 2:00 pm on October 10, 2014 at which time they shall be opened.”

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

On motion of Allen Hinkley second by Gene Cronk the Town Board re-appointed Robert Sanford to the Board of Assessment Review for a 5 year term 10/1/2014-9/30/2019.

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

For repairs of water and sewer lines in the State road right-of-way, the Town must apply for a Highway Work Permit each year.  The Town’s current umbrella portion is $4M.  NYS DOT is now requiring it to have a $5M minimum.  The insurance company will be contacted to increase the amount.

The Town Board discussed the Assessor’s request to adopt the Uniform Assessment Standards.  Attorney Young advises against the adoption of said standards.

The Town Planning Board has requested Jill Ribich to be appointed secretary since no one else on the Board would like to do it and also requested appointing Ribich and another person as alternate members to serve when other members go away through the winter.

RESOLUTION #42 – ALTERNATE PLANNING BOARD MEMBERS

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“RESOLVED, the Town Board approves appointing alternate Planning Board Members to serve during the absence of regular members; and

BE IT FURTHER RESOLVED, said approval is contingent upon the review of Attorney Kevin Young as to the legality of the matter.”

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

No action was taken on appointing Jill Ribich as Planning Board Secretary or alternate member until Attorney Young researches the law.

Discussion took place on the Assessor finding structures built without a permit, reporting it to the Building Inspector and no action taken.  Councilman Hinkley will speak the Building Inspector regarding the matter.

Supervisor Hynes reports that he has spoken with Martin Menne regarding his water charges and no further action will be taken by the Board at this time.

The Clean Sweep Program for hazardous materials will be held Sept. 19th & 20th and requires registration by Sept. 12th.

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

General #390-450
$45,495.31

Denver Sewer #93-99
$2,776.29

Highway #217-239
$52,025.10

Special Lights #14
1,930.15

Roxbury Water #57-63
$2,320.28

Capital Projects:

Grand Gorge Water #60-67
$2,612.38

HUD Program #25
$16,529.00

Denver Water #53-58
$1,041.37

Kirkside Park Prog #26-28
$250.00

Roxbury Sewer #56-62
$18,218.78

Other-Lake St Project
$720.90

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

On motion of Edward Raeder second by Gene Cronk the meeting adjourned at 9:15 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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September 25, 2014

A Special Meeting of the Town Board was held September 25, 2014 at 4:30 pm at the Town Hall to discuss the 2015/2016 highway contract and any other business that comes before the Board.  Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Roxbury Highway Workers Assoc. (RHWA) members  Ralph Sprague, William Sprague, and David Thorington.

RESOLUTION #43 – RESOLUTION TO GO INTO EXECUTIVE SESSION TO NEGOTIATE WITH THE UNION FOR THE HIGHWAY WORKERS THE TERMS OF THEIR COLLECTIVE BARGAINING CONTRACT

On motion of Gene Cronk second by Allen Hinkley the following resolution was offered and adopted:

“RESOLVED, the Town Board agrees to enter into Executive Session at 4:35 pm to negotiate with the Roxbury Highway Workers Association (RHWA) on their 2015/2016 collective bargaining contract.  Present were: Supervisor Thomas S. Hynes, Councilmen Allen Hinkley, Edward Raeder, Gene Cronk and Carol Murray, RHWA members William Sprague, Ralph Sprague and David Thorington.”

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

Highway employee Corbin Bouton arrived and entered Executive Session at 4:40 pm.

RHWA members left Executive Session at 4:57 pm.

Employee, Carolynn Faraci was asked to enter Executive Session at 4:58 pm.

Mrs. Faraci left Executive Session at 5:10 pm.

On motion of Gene Cronk second by Allen Hinkley the Town Board came out of Executive Session and returned to the Special meeting at 5:25 pm. It was stated no decision was made on the Roxbury Highway Workers Assoc. (RHWA) contract during executive session and the Personnel Committee will continue negotiations with the RHWA.

RESOLUTION #44 – APPOINT SCHOOL CROSSING GUARD

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:

“RESOLVED, the Town Board appoints Vicky Thomas as School Crossing Guard retroactive to September 18, 2014 at a rate of $9.79/hour.”

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

RESOLUTION # 45 – COMMUNITY RESOURCE/PARKS CLERK RATE OF PAY

On motion of Allen Hinkley second by Carol Murray the following resolution was offered and adopted:

“RESOLVED,  the Town Board approves the Community Resource Clerk (Parks Clerk) position rate of pay be changed with the 2015 Town Budget from an hourly paid 24 hour week to a salaried 24 hour week at the same salary afforded the total hourly rate of pay.”

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

RESOLUTION #46 – SCHEDULE BUDGET WORKSHOP

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:

“RESOLVED, the Town Board will hold a Budget Workshop on October 22, 2014 at 7:00 pm at the Town Hall on the 2015 Tentative Budget and to discuss any other business that may come before the Board.”

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

Paperwork was distributed to the Town Board for review regarding a Local Law for over- riding the Tax Cap Levy.

Paperwork was distributed to the Town Board for review regarding a Local Law for appointing alternate members to the Planning Board.

On motion of Gene Cronk second by Edward Raeder the meeting adjourned at 5:32 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, Councilman

Notice - Special Town Board Meeting November 6, 2014

NOTICE OF PUBLIC HEARING
Town of Roxbury, New York

NOTICE IS HEREBY GIVEN that a public hearing will be held before the Town Board for the Town of Roxbury at the Roxbury Town Hall on the 6th day of November 2014, at 6:50 p.m., regarding a proposed local law that would allow alternate members of the Planning Board to vote on matters before the Planning Board when a full member of the Planning Board is not able to vote due to a conflict, scheduling conflict and/or absence from the Planning Board meeting. At such time and place all persons interested in the subject matter thereof will be heard concerning the same.

Copies of the proposed local law shall be available at the time of the hearing and shall be available at times prior to and after the hearing at the Town Clerk’s Office during normal business hours for the purpose of inspection or procurement by interested persons.

Dated: October 13, 2014
Roxbury, N.Y.
By Order of Town Board
Town of Roxbury
Diane Pickett, Town Clerk

Notice - Special Town Board Meeting November 6, 2014

NOTICE OF PUBLIC HEARING
Town of Roxbury, New York

NOTICE IS HEREBY GIVEN that a public hearing will be held before the Town Board for the Town of Roxbury at the Roxbury Town Hall on the  6th day of November 2014, at 6:45 p.m., regarding the adoption of a Local Law to Override the Tax Levy Limit established in General Municipal Law §3-c.   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.  At such time and place all persons interested in the subject matter thereof will be heard concerning the same.

Copies of the proposed law shall be available at the time of the hearing and shall be available at times prior to and after the hearing at the Town Clerk’s Office during normal business hours for the purpose of inspection or procurement by interested persons.

The proposed Local Law to Override the Tax Levy Limit Established in General Municipal Law §3-c establishes the Roxbury Town Board’s intent to override the limit on the amount of real property taxes that may be levied by the Town of Roxbury.

Dated: October 13, 2014
Roxbury, N.Y.
By Order of Town Board
Town of Roxbury
Diane Pickett, Town Clerk

Town Board Meeting Agenda - October 13, 2014

ROXBURY TOWN BOARD
Regular Meeting
October 13, 2014

Town Hall

Call To Order 7:30 pm

Minutes

September 8th Regular Meeting
September  25 Special Meeting

Requests to Speak

Department Reports

Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources
Old Business
New Business

Letters to the Board

Discussion from residents

Audits

ISSUES FOR DISCUSSION

·       Resolution –  Town Clerk monthly Report for Sept. 2014
·       Resolution –  Supervisor’s monthly Report for August 2014
·       Resolution – Assessor’s monthly report for Sept. 2014
·       Resolution – Justice Court monthly report for August 2014
·       Resolution – HUD Program funds monthly report for Sept. 2014
·       Resolution – Building Inspector monthly report for Sept. 2014
·       Resolution – monthly water receipts report for Sept. 2014 (Denver-GG-Roxbury)
·       Resolution –Fuel Oil bids
·       Resolution – Historic Preservation Commission Member (term thru 12/31/15)
·       Resolution – Renew Health Insurance Policy
·       Resolution – Public Hearing Local Law #1-2014 Tax Cap Levy Nov 6th
·       Resolution – Public Hearing Local Law #2-2014 Alternate Planning Board Members Nov 6th
·       Resolution – Public Hearing 2015 Preliminary Budget Nov 6th
·       Resolution – approve Town Clerk mileage reimbursement for seminar in Binghamton
·       Resolution – New liquor license application for J&W Deli in Grand Gorge
·       Additional Board of Assessment Review members for re-val

BUDGET WORKSHOP OCTOBER 22 @ 7:00 PM
NOVEMBER MEETING THURSDAY NOVEMBER 6TH

REMINDER:   Highway Contract expires 12/31/14
Building Inspector Contract expires 12/31/14
Mathis & Wendell RHPC  terms expire 12/31/14

ONGOING ISSUES
·       Truck lawsuit status

Notice - Roxbury Town Board Special Meeting, October 22, 2014

NOTICE

The Town Board, Town of Roxbury, will hold a Special Meeting on October 22, 2014 at 7:00 pm at the Town Hall for the purpose of conducting a Budget Workshop on the 2015 Tentative Budget and to discuss any other business that may come before the Board.

Diane Pickett
Town Clerk
Dated:  October 1, 2014

Notice - Special Meeting, Roxbury Town Board - September 25, 2014

NOTICE

The Town of Roxbury Town Board will hold a Special Meeting on September 25, 2014 at 4:30 pm at the Town Hall to discuss highway contract matters and any other business that may come before the Board.  Said highway contract matters are expected to be discussed in Executive Session.

By Order of the Town Board
Diane Pickett, Town Clerk
Dated:  Sept. 23, 2014

Notice - Roxbury Town Board Special Meeting, Sept. 8, 2014

NOTICE

The Town of Roxbury Town Board will hold a Special Meeting on September 8, 2014 at 4:30 pm at the Town Hall to discuss 2015 salaries and Highway Contract. Said discussion is a Personnel matter and is expected to take place in Executive Session. The regular monthly meeting of the Town Board will be held at 7:30 pm that evening at the Town Hall.

Diane Pickett, Town Clerk
Town of Roxbury
Dated: Sept. 3, 2014

Town Board Unapproved Minutes – August 11, 2014

UNAPPROVED MINUTES

August 11, 2014

The regular meeting of the Town Board was held August 11, 2014 at 7:30 pm at the Grand Gorge Civic Center. PRESENT: Supervisor Thomas S. Hynes, Councilmen Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio and 15 residents. ABSENT: Councilman Gene Cronk and Attorney Kevin Young.

The Minutes of the July 14, 2014 meeting were approved on motion of Edward Raeder second by Allen Hinkley.

AYES – 4 Raeder, Hinkley, Murray, Hynes
NAYS – 0
ABSENT – 1 Cronk

Robert Breglio, Assessor, gave the Town Board a written report and hi-lited certain items including: the verification portion of the revaluation is 90% complete, requested the Town Board adopt the Uniform Assessment Standards published by the Office of Real Property Tax Services in September 2011 and discussed finding 5 new structures built without a building permit that have been reported to the Building Inspector.

Councilman Gene Cronk arrived to the meeting at 7:45 pm.

Peg Ellsworth stated the CDBG Program involves 16 properties where 4 have been completed and 10 are in progress, discussed issues with contractor insurances, stated plans for Labor Dar are shaping up for picnics, music and fireworks. Carolynn Faraci, Parks Clerk, stated WI-FI is now available at the park, the summer youth program will end August 14th, park bookings continue into 2015 and the final movie in the park scheduled for August 21st has been moved to the Roxbury Arts building due to cold nights.

Stephen Schuman, Highway Supt. stated stone and oil roads have been completed except for Mac More Rd. and Lake St., reclamation in the gravel bank has begun, CHIPS monies are expected in September, work is underway to prepare roads now for next year resurfacing, discussed repairs on equipment where Councilman Cronk would like to see more repairs being done in house and not sent out, culverts have been replaced on Old Ferris Farm Rd., and discussed the possibility of rising salt prices.

Supv. Hynes stated a water leak has been detected on Vega Mountain Rd and may possibly be under the road. The line currently feeds three buildings. The matter will be looked into further for repairs and possibly installing three separate service lines.

Darrell Slater expressed concerns with not yet receiving a building permit on his Main St. property. The property is in the Historic District and requires an application to the Historic Preservation Commission for review before the building permit can be issued. The Town Clerk’s Office notifies the Historic Commission of any building permits submitted for work in the Historic District. The building permit was received after the Historic Commission convened in July and Mr. Slater stated he refuses to submit an application to the Historic Commission and added he will continue to work on the building but requested that his building permit be issued. Supv. Hynes requested Mr. Slater attend the Historic Commission’s next meeting scheduled for August 18, 2014 where they will review the matter and a determination will be made, however, Mr. Slater stated he would be on vacation then.

Edward Dalski questioned the status of cell service for the area. Councilman Allen Hinkley says Delaware County Emergency Services is close to submitting an application to replace the tower on Jump Brook Rd. that will hopefully attract carriers to sign on for the needed service. Mr. Hinkley also requested residents to contact their state legislators regarding the matter. Mr. Dalski also requested flower barrels for Main St. Roxbury as the ones in Stamford look so nice lining the street. It was stated, for several years, Roxbury Rotary Club did barrels on Main St. but the barrels got broken so only the flower beds at the ends of the hamlet are now being done and added the group has received a donation to be used for flowers next year. Grand Gorge also has flower barrels lining the street.

David Martin questioned the status of electric installation on two light poles in Grand Gorge for wreaths and playground materials. When NYSEG replaced the poles a couple of years ago, they also took the wreath hookups. Supv. Hynes stated both items are already being looked into.

A letter was received from Randy VonBernewitz and John Kowatch requesting hookup to Roxbury water and sewer for a garage they just purchased in the hamlet of Roxbury.

RESOLUTION #35 – WATER/SEWER HOOKUP VON BERNEWITZ & KOWATCH

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“WHEREAS, John Kowatch and Randy Von Bernewitz have requested water and sewer hookup to their garage on Lake St., Tax Map #157.3-2-44; and

WHEREAS, pursuant to the Water District Law, the water district will supply the curb box but the costs for installation of the curb box and the water service line shall be at the expense of the owner; and

WHEREAS, the water district will supply and install the water meter at no cost to the owner; and

WHEREAS, pursuant to the Sewer Use Law, the application for sewer lateral registration is a fee of $100 and the installation of the sewer street lateral (stub) and the installation of the sewer service line shall be at the expense of the owner; and

WHEREAS, the installation of the above mentioned items shall be under the supervision of the Water Operator and Sewer Inspector as applicable;

NOW,THEREFORE BE IT RESOLVED, the Town Board approves of water and sewer hookup to Tax Map #157.3-2-44 provided the above mentioned conditions and costs are adhered to.

AYES – Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0

On motion o Carol Murray second by Allen Hinkley the Town Board approved the Town Clerk’s monthly report for July 2014 in the amount of $2,564.92 (Town Clerk $1,174.92 and Building Permits $1,390.00)

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

On motion of Edward Raeder second by Gene Cronk the Town Board approved the Supervisor’s monthly report for June 2014.

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

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the Assessor’s monthly report for July 2014.

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

On motion of Carol Murray second by Allen Hinkley the Town Board approved the Justice Court monthly report for June 2014 in the amount of $3,018.25.

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

On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of HUD Program fund balance in the amount of $216,235.00.

AYES – Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0

On motion of Allen Hinkley second by Gene Cronk the Town Board approved the Building Inspector monthly report for July 2014.

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

On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly water receipts report for July 2014 in the following amounts: Denver Water $3,353.45; Grand Gorge Water $2,872.69 and Roxbury Water $5,223.77.

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

RESOLUTION #36 – STANDARD WORK DAY AND REPORTING RESOLUTION FOR ELECTED AND APPOINTED OFFICIALS

On motion of Carol Murray second by Gene Cronk the following resolution was offered and adopted:

BE IT RESOLVED, that the Town of Roxbury /XXXXX 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 timekeeping systems records or their record of activities:

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

RESOLUTION # 37 – In the Matter of Authorizing the Town Attorney To Execute Settlement Agreement for the following case: Verizon New York, Inc. v. Town of Roxbury, et al.,

“WHEREAS, Verizon New York, Inc. filed a Real Property Tax Law (“RPTL”) Article 7 Petition against the Town alleging that the assessed value of its property designated as Tax Map Nos. 1.-48-12 and 1.-48-13 were excessive and should be reduced; and

WHEREAS, in order to eliminate the need for litigation, based on the advice of counsel and the Town’s Assessor, Robert Breglio, the Town Board has determined that it is in the best interest of the Town to settle the above referenced RPTL Article 7 Petition for the 2011, 2012, and 2013 tax years; and

NOW THEREFORE, BE IT RESOLVED AS FOLLOWS BY THE

TOWN BOARD OF ROXBURY, DELAWARE COUNTY, NEW YORK:

The Town Board authorizes the Town Attorney to execute the Stipulation of Settlement between Verizon New York, Inc. and Town of Roxbury.

Town Board Member Allen Hinkley so moved; Town Board Member Edward Raeder Seconded, and the Town Board voted as follows:

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

Sarah Cronk has given a verbal resignation as School Crossing Guard. The position will be advertised.

When questioned on status of the Highway contract renewal, Councilman Allen Hinkley stated the Personnel Committee is still in negotiations with the Highway Association.

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

General #270-331 $46,744.03
Special Lights #10-11 $1,929.43
Highway #166-191 $51,920.37

Capital Projects:
Roxbury Water #41-49 $7,328.01
HUD Program #12 $20,965.00
Grand Gorge Water #43-52 $3,208.00
Kirk. Park Construction #13 $3,279.00
Denver Water #38-45 $3,645.73
Kirk. Park Programs $572.00
Roxbury Sewer #44-48 $7,114.83
Other: Lake St Project $2,242.80
Denver Sewer #69-81 $16,668.95

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

The Town Clerk reported she has not been able to sell DEC Sporting licenses due to problems with the licenses printing incorrectly. Calls have been made to DEC so they are aware of the problem but no corrective action has been obtained yet.

No decision was made on the Martin Menne water issue.

On motion of Gene Cronk second by Carol Murray the meeting adjourned at 8:30 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

Town Board Meeting Agenda - August 11, 2014

ROXBURY TOWN BOARD
Regular Meeting
August 11, 2014
Grand Gorge Civic Center
Call To Order 7:30 pm

Minutes July 14th Regular Meeting

Requests to Speak

Department Reports:

Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources
Old Business
New Business

Letters to the Board

Discussion from residents

Audits

ISSUES FOR DISCUSSION

• Resolution – Town Clerk monthly Report for July 2014
• Resolution – Supervisor’s monthly Report for June 2014
• Resolution – Assessor’s monthly report for July 2014
• Resolution – Justice Court monthly report for June 2014
• Resolution – HUD Program funds monthly report for July 2014
• Resolution – Building Inspector monthly report for June 2014
• Resolution – monthly water receipts report for July 2014 (Denver-GG-Roxbury)
• Resolution – retirement reporting days
• Resolution – Verizon settlement
• Martin Menne water issue
• Rodrigues Gravel contract/mining permit

REMINDERS:
* Highway Contract expires 12/31/14

ONGOING ISSUES
• Truck lawsuit status

Town Board Approved Minutes - July 14, 2014

APPROVED MINUTES
July 14, 2014

The regular monthly meeting of the Town Board was held July 14, 2014 at 7:30 pm at the Town Hall. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio and 9 residents.

On motion of Edward Raeder second by Carol Murray the Minutes of the June 9, 2014 meeting were approved.

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

Carolynn Faraci, Community Resource Clerk reported the following: the park is booking events into 2015, discussed park building renters not abiding by contract terms will not receive their deposits back and requested a larger deposit be required in the future, the summer youth program has begun with crews doing work in the park, there will be fireworks in the park on Labor Day along with carriage rides and music, and movies in the park begin July 17th with other dates on the Town website.

Peg Ellsworth gave status of grant work progress, stated the M-ARK Project rental rehab grant still has money available and will expire at the end of the year, the Town CDBG (HUD) funds are all spoken for but owners are still urged to submit an application in the event any current applicants back out, notification of grant award has been received for the clock tower and both the Grand Gorge and Roxbury business associations and a grant application has been submitted for the Yellow Church painting. It was also stated that owners in the Historic District will soon be able to purchase an historic plaque for their home.

A new HP Laser Jet P2035 printer was purchased for the Parks Dept. but will not work with the new computer and a different one has been purchased in its place. Carolynn Faraci has offered to purchase the P2035 from the Town.

RESOLUTION #29 – SELL PRINTER

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“RESOLVED, the Town Board approves the sale of a new HP Laser Jet P2035 printer to Carolynn Farcaci at a cost of $209.99, being the cost paid by the Town.”

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

Robert Breglio, Assessor, submitted a written report to the Town Board and discussed certain items including the re-val schedule and property owner notices, requested the Town Board look into increasing the Board of Assessment Review from 3 to 5 persons for the first year of re-val, stated communications are going well with the County but he still needs full access to RPS and discussed the Verizon settlement and requested the Town Board approve the settlement.

Stephen Schuman, Highway Supt., stated stone & oil has begun on roads, he has incurred approximately $18,000 in damage from recent flooding, has upgraded culverts due to the floods, discussed the gravel bank that is not needed where the owner will be notified by the Town attorney and the Town will have to perform the reclamation process and stated he has reviewed the paperwork for Colonial Drive takeover and has no problem with the Town Board going forth on takeover.

Discussion took place on the matter of taking over the road known as Colonial Drive.

RESOLUTION #30 – COLONIAL DRIVE NEGATIVE DECLARATION

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“WHEREAS, the Town Board has reviewed the Short Environmental Assessment Form (EAF) on the takeover of a road known as Colonial Drive; and

WHEREAS, the Town Board finds the action will not result in any significant adverse environmental impacts;

NOW, THEREFORE BE IT RESOLVED the Town Board approves a declaration of no significant impact on the takeover of a road known as Colonial Dr.”

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

RESOLUTION #31- IN THE MATTER OF THE APPLICATION TO LAY OUT A TOWN ROAD TO BE KNOWN AS COLONIAL DRIVE

“WHEREAS, the Town Board of the Town of Roxbury has received an Application to lay out a highway in the Town to be known as Colonial Drive, which will pass through the lands of David H. Munsell and Barbara K. Munsell, together with a Dedication and Release of Lands for Town Highway, dated and acknowledged July 10, 2014, and Deed of Dedication, dated and acknowledged July 10, 2014, dedicating and releasing the necessary lands for a proposed town highway to be known as Colonial Drive; and

WHEREAS, said road is more particularly described in the Deed of Dedication which is attached hereto and made a part hereof; and

WHEREAS, the Town Board of the Town of Roxbury has determined the road qualifies for dedication under Highway Law § 171 and meets the Town’s requirements for dedication; and

WHEREAS, the Town Board of the Town of Roxbury has reviewed a Short Environmental Assessment Form (EAF) pursuant to the mandates of the State Environmental Quality Review Act (ECL Article 8 and 6 NYCRR Part 617); and

WHEREAS, the Town Board has duly considered the contents of the EAF and completed Parts 2 and 3 thereof; and

WHEREAS, the Town Board has identified the relevant areas of environmental inquiry and taken a hard look at them; and

WHEREAS, the Town Board has identified the relevant areas of environmental inquiry and taken a hard look at them and caused to be prepared a Negative Declaration which sets forth the reasoning and rationale of the Town Board in determining that no adverse environmental impacts will occur as a result of the action; and

WHEREAS, the Town Board thereby seeks to issue the Negative Declaration under SEQRA thereby complying with the mandates of the State Environmental Quality Review Act;

NOW THEREFORE BE IT RESOLVED that the Town of Roxbury Town Board hereby declares that the laying out of the aforesaid highway will not have any significant adverse environmental impacts; and

NOW THEREFORE BE IT RESOLVED that in accordance with the provisions of section 171 of the Highway Law of the State of New York, consent is given that the Highway Superintendent of the Town of Roxbury make an order laying out the aforesaid town highway, the town highway to consist of the lands described in the deed of dedication.

WHEREUPON, this Resolution was declared adopted by the Town Board of the Town of Roxbury:

Town Board Member Allen Hinkley so moved; Town Board Member Edward Raeder Seconded, and the Town Board voted as follows:

AYES – 4 Hinkley, Raeder, Cronk, Murray
NAYS – 0
ABSTAIN – 1 Hynes (he and his son own property on the road)

Supervisor Hynes reported a collapsed sewer pipe in the Denver Sewer District has been repaired. Six units were hooked into one pipe.

Supervisor Hynes reported a major water leak 12’ deep in the Denver Water District was found late Friday afternoon that drained the tank. Crews were able to restore water the next day and the tank is now full. A final repair is expected this week. An e-mail was received from a concerned owner regarding dirty water which should be clearing out. Cowan Excavating recommended installing a pressure reducing valve on the line as the break occurred in the lower section of the facility. The Board agreed.

A letter and pictures were received from Diane Mitnick of the Roxbury Run area expressing safety and health concerns with a property on Short Run Rd. Items include junk cars, garbage, rodent infestation to nearby properties, and general condition issues of the home. It is unsure if the property has been abandoned or not. Mrs. Mitnick had written to the Town last year regarding the same issues but was told by the Health Officer that no problems were found. The Building Inspector has issued an Order to Remedy Violation to the owners per the NYS Building Code and the legal process must now be followed.

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the Town Clerk’s monthly report for June 2014 in the amount of $1,978.61 (Town Clerk $618.61 and Building Permits $1,360.00).

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

On motion of Carol Murray second by Edward Raeder the Town Board approved the Supervisor’s monthly report for May 2014.

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

On motion of Gene Cronk second by Allen Hinkley the Town Board approved the Assessor’s monthly report for June 2014.

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

On motion of Allen Hinkley second by Carol Murray the Town Board approved the Justice Court monthly report for May 2014 in the amount of $3,054.00.

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

On motion of Edward Raeder second by Allen Hinkley the Town Board approved the HUD Program monthly report for June 2014 showing a balance of $232,985.00.

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

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the Building Inspector monthly report for June 2014.

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

On motion of Edward Raeder second by Carol Murray the Town Board approved the Water District monthly receipts reports for June 2014 in the following amounts: Denver $310.50; Grand Gorge $273.55 and Roxbury $138.15.

AYES – 5 Raeder, Murray, Cronk, Hinkley, HynesNAYS – 0

RESOLUTION #32 – CONTRACT WITH TWO ASSESSOR DATA COLLECTORS

On motion of Gene Cronk seconded by Allen Hinkley the following resolution was offered and adopted:

“RESOLVED, the Town Board approves contracts for the services of Nicholas diStefanis, retroactive to 6/18/14, and Joseph McAfee, retroactive to 6/30/14, as Assessor Data Collectors at a rate of $9.00/hour with no benefits other than reimbursement for mileage.”

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

Notice was received from Petra Tavern Corp. (Petra’s Restaurant) they have applied for a NYS Liquor License for their business located at Shepard Hills Golf facility.

On motion of Gene Cronk second by Allen Hinkley the Town Board stated having no objections to the NYS Liquor License application of Petra Tavern Corp. (Petra’s Restaurant) located at Shepard Hills Golf facility.

AYES – Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0

On motion of Edward Raeder second by Carol Murray the Town Board approved the annual report of Good Neighbor Funds through June 30, 2014 showing a balance of $220,964.77.

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

RESOLUTION #33 – APPROVE CHANGE ORDERS LAKE ST. DRAINAGE PROJECT

On motion of Gene Cronk second by Allen Hinkley the following resolution was offered and adopted:

“RESOLVED, the Town Board approves the following Change Orders and amounts on the Lake St. Drainage Project: Change Order #2 increase $850; #3 increase $1,100; #4 increase $5,400; #5 increase $5,100, #6 increase $300, #7 increase $1,900; #8 increase $1,950; # 9 increase $6,200; #10 increase $1,505; #11 increase $2,480; #12 increase $11,477; #13 increase $1,828 and #14 increase $862 for a total increase of $40,952; and

BE IT FURTHER RESOLVED approval of said change orders are contingent upon final inspection of said project engineer.”

AYES – Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0

RESOLUTION #34 – AUTHORIZING THE SUPERVISOR TO EXECUTE AN AGREEMENT WITH CWC FOR THE REIMBURSEMENT OF UP TO $4,900.00 FOR TAX CONSULTING SERVICES PREVIOUSLY PROVIDED

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“WHEREAS, the Town of Roxbury and the Catskill Watershed Corporation (“CWC”) entered into a Tax Consulting Program Agreement originally executed in 1999, amended in 2004 and renewed in 2011; and

WHEREAS, the CWC Tax Consulting Program Agreement provided for the vouchered reimbursement of fees and expenses of professional consultants and/or attorneys retained by the Town of Roxbury to review, analyze and/or assist in the administration of real property taxes paid by New York City on City-owned land;

WHEREAS, pursuant to the CWC Tax Consulting Program Agreement, the Town of Roxbury contracted with the Law Office of Robert L. Beebe, LLC in or about 2011, to defend the Town’s assessments of the Schoharie Reservoir; and

WHEREAS, Robert L. Beebe provided the contracted for services and, as of the date of this Resolution, the amount paid to the Law Office of Robert L. Beebe, LLC for services provided is $4,834.00; and

WHEREAS, the Town Board desires to authorize the Supervisor to enter into an agreement with the CWC for the reimbursement of payment up to $4,900.00 for tax consulting services previously provided by Robert L. Beebe, LLC.

THEREFORE, NOW BE IT RESOLVED THAT the Town of Roxbury authorizes the Town Supervisor to execute an agreement with the CWC for reimbursement of funding the final payment (approximately $4,900.00) to the Law Office of Robert L. Beebe, LLC.

WHEREUPON, the resolution was put to a vote and recorded as follows:

YEAS – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSTENTIONS – 0

Discussion took place regarding the letter from Martin Menne requesting a reduction in water charges because he must run his water in the winter to prevent the freezing of his service line that runs under the road. The Town Board reviewed a year of Mr. Menne’s water usages as well as others that have service lines under the road. The matter was tabled until the Town Supervisor speaks with the owner.

The next monthly meeting of the Town Board will be held August 11, 2014 at 7:30 pm at the Grand Gorge Civic Center.

Discussion took place on the remaining highway garage construction money. The bond principal and interest is paid by the General Fund so any remaining funds must be returned to that fund.

On motion of Edward Raeder second by Gene Cronk the Town Board approves the transfer of $17,418.07 from Capital Projects to General Fund that represents the balance of highway garage construction funds.

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

On motion of Allen Hinkley second by Gene Cronk the Town Board went into Executive Session at 8:50 pm to discuss negotiations for Highway contract renewal. Present were: Supervisor Thomas S. Hynes and Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray.

On motion of Allen Hinkley second by Gene Cronk the Town Board came out of Executive Session and returned to the regular meeting at 9:11 pm.

It was stated that no decision was made on the highway contract and the Personnel Committee will continue negotiations with the Highway Workers Association.

After adding General Fund #331 in the amount of $1,200.00 and Grand Gorge Water #52 in the amount of $100.00, on motion of Gene Cronk second by Allen Hinkley the bills were audited and ordered paid in the following amounts:

General #270-331 $46,744.03
Special Lights #10-11 $1,929.43
Highway #166-191 $51,920.37
Capital Projects:
Roxbury Water #41-49 $7,328.01
HUD Program #12 $20,965.00
Grand Gorge Water #43-52 $3,208.00
Park Construction #13 $3,279.00
Denver Water #38-45 $3,645.73
Park Programs #14-18 $572.00
Roxbury Sewer #44-48 $7,114.83
Other:
Denver Sewer #69-81 $16,668.95
Lake St. Project $2,242.80

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

On motion of Carol Murray second by Edward Raeder the meeting adjourned at 9:17 pm.
__________________________________

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

Town Board Meeting Agenda - July 14, 2014

ROXBURY TOWN BOARD
Regular Meeting
July 14, 2014
Town Hall

Call To Order 7:30 pm
Minutes June 9th Regular Meeting

Requests to Speak:

Department Reports:

Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources
Old Business
New Business

Letters to the Board:

Diane Mitnick – re: health and property concern

Discussion from residents

Audits

ISSUES FOR DISCUSSION

• Resolution – Town Clerk monthly Report for June 2014
• Resolution – Supervisor’s monthly Report for May 2014
• Resolution – Assessor’s monthly report for June 2014
• Resolution – Justice Court monthly report for May 2014
• Resolution – HUD Program funds monthly report for June 2014
• Resolution – Building Inspector monthly report for June 2014
• Resolution – monthly water receipts report for June 2014 (Denver-GG-Roxbury)
• Resolution – retirement reporting days
• Resolution – Colonial Drive takeover (if signed paperwork received)
• Resolution – hire Data Collectors
• Resolution – Annual report of Good Neighbor Funds
• Resolution – change orders for Lake St. Construction Project #2-14
• Resolution – CWC Agreement for reimbursement of Robert L. Beebe costs
• Resolution – equipment destruction
• Resolution – HP Laser Jet printer P2035

• Martin Menne water issue

⇨AUGUST MEETING AT GRAND GORGE CIVIC CENTER @ 7:30 PM

REMINDERS:

* Highway Contract expires 12/31/14
* Rodrigues Gravel Contract & Mining Permit expires 8/3/14 ONGOING ISSUES
• Truck lawsuit status

Town Board Approved Minutes - June 9, 2014

UNAPPROVED MINUTES
June 9, 2014

The regular meeting of the Town Board was held June 9, 2014 at 7:30 pm at the Town Hall. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio, Attorney Kevin Young and 5 residents. Absent: Councilman Allen Hinkley.

On motion of Gene Cronk second by Carol Murray the Minutes of the May 12, 2014 meeting were approved.

AYES – 4 Cronk, Murray, Raeder, Hynes
NAYS – 0
ABSENT – 1 Hinkley

Robert Breglio, Assessor, discussed items in his written monthly report to the Town Board stating the re-val is moving along, an ad has been placed for summer interns for data collection and discussed his monthly conditions report that is sent to the Building Inspector where two structures have been taken down in May without a demolition permit.

Richard Purchell expressed concerns with the re-val process, summer intern’s data collection qualifications, farm and commercial evaluations, his own Board of Assessment Review (BAR) decision and qualifications of the person doing the farm and commercial assessments. Assessor Breglio responded that the re-val was being conducted per NYS guidelines, the summer interns are only doing residential properties in checking data, farm and commercial assessments are figured by NYS guidelines, he can appeal his BAR decision through a SCAR hearing due to his assessment code and the person doing the farm and commercial assessments is qualified as being both a certified assessor and a certified appraiser for several years.

Carolynn Faraci, Parks Clerk, discussed the written report submitted by Margaret Ellsworth regarding the Community Resource Dept. Items include: requesting a bid package be assembled and advertised for the sale of the park carriages, the pavilion doors are now secured all around the building, a walking tour was given June 8th and a second one is scheduled, requested support from the Town Board for an application to NYS Office of Parks, Recreation and Historic Preservation on behalf of the Jay Gould Church, the next Roxbury Business Meeting will be held June 24 at Kirkside Park where the Town Board was invited to a pot luck supper, the Roxbury and Grand Gorge Business Associations are planning to do new business brochures and will be applying to the O’Conner Foundation for funds, requested a park attendant be hired to close down the park buildings after booked events and sensory lighting will be installed around the park buildings for security. No decision was made on the carriages as Supv. Hynes would first like to discuss the matter with Mrs. Ellsworth and the Board decided the park attendant would be budgeted for in the 2015 budget and the park rentals would also have to be increased to accommodate the extra cost for the attendant.

RESOLUTION #26 – SUPPORT JAY GOULD MEMORIAL REFORMED CHURCH GRANT APPLICATION

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, the Town of Roxbury recognizes the importance of historic preservation as an important part of the community; and
WHEREAS, the Town also recognizes the Jay Gould Memorial Reformed Church as one of the most prominent structures contained within the Hamlet Historic District; and
WHEREAS, the Town recognizes that among other historic resources contained within the hamlet that the Jay Gould Memorial Reformed Church serves both the community and as a destination for visitors to the region;
NOW, THEREFORE, BE IT RESOLVED, the Town of Roxbury supports the Jay Gould Memorial Reformed Church’s application to the New York State Office of Parks, Recreation and Historic Preservation for funds necessary to restore the Maitland Armstrong Stained Glass Windows, and address necessary masonry restoration on the exterior of the building and address the need for a new heating system in the church.”

AYES – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

Stephen Schuman, Hwy. Supt., reported crews have resealed the garage floors, have shimmed roads to ready them for stone & oil, replaced culverts and upgraded drainage, discussed options for the overhead door repair prices needed for the old highway garage and discussed Rodrigues gravel bank issues. It was decided to close and reclaim the gravel bank and attorney Kevin Young will draft a letter to the owner as notification of the closure.

On motion of Gene Cronk second by Edward Raeder the Town Board approved Option #2 of the quote from Action Garage Doors of Oneonta in the amount of $1,560 to replace one overhead door and repair three others on the old highway garage.

AYES – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

Attorney Young he is waiting to receive signed paperwork and other documents from the owner of Colonial Drive before the road can be taken over by the Town.

Supv. Hynes stated the Lake St. Construction Project has paved the road, will fix lawns and is expected to be completed soon.

A letter was received from Roxbury Central School requesting to hook up the bus garage to the water and sewer lines. The matter will be looked into.

Councilman Cronk expressed concerns with the vehicles parked in the vicinity of the Town water aquifer at the Hinkley Electric property. Supv. Hynes will speak with the owner regarding the vehicles and will contact the engineer to assess the situation.

A letter was received from Delaware County Youth Bureau notifying the Town the reimbursement to Roxbury School for the 2013 summer recreation program will be $451.

A letter was received from Simone Shams of Libra Accounting Services, Inc. regarding her taxes and assessment. Supv. Hynes sent a written response.

A letter was received from the O’Conner Foundation stating their decision on the application for grant funds for the Methodist Church clock tower that was to have been made in May has been postponed until June.

Attorney Young stated the Mountainside Farms sewage treatment plant construction has been completed and discussed the plant’s processing capabilities that will hopefully benefit homes in the area with odor control. The Town Board requested the attorney look into scheduling a tour of the plant.

Discussion took place on both the Denver and Roxbury Sewer budgets having line items for administration of the funds and completing annual reconciliations with NYCDEP.

On motion of Gene Cronk second by Edward Raeder the Town Board approved Denver Sewer and Roxbury Sewer funds be paid to Diane Pickett for administration of paperwork as budgeted in each district for 2014 and the Town Attorney will draft an agreement.

AYES – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Edward Raeder second by Gene Cronk the Town Board approved the monthly report of the Town Clerk for May 2014 in the amount of $3,531.16 (Town Clerk $340.00 and Building Permits $3,040.00)

AYES – 4 Raeder, Cronk, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of the Supervisor for April 2014.

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Assessor for May 2014.

AYES – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of the Justice Court for April 2014 in the amount of $4,863.50.

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of HUD Program funds for May 2014.

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of the Building Inspector for May 2014.

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly water receipts for May 2014 in the following amounts: Denver Water $711.96; Grand Gorge Water $441.27 and Roxbury Water $478.54.

AYES – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Edward Raeder second by Carol Murray the Town Board approved the following equipment for destruction:

Description: HP 1040 fax machine
Model#: SDGOB-0403-01
Serial #: CN619AJ7GY
Reason: Does not work

AYES – 4 Raeder, Murray, Cronk, Hynes
NAYS -0
ABSENT – 1 Hinkley

Discussion took place on the remaining invoice for Attorney Beebe’s work on tax consulting for NYCDEP property assessments.

RESOLUTION #27 – AUTHORIZING THE PAYMENT OF BALANCE DUE ROBERT BEEBE FOR TAX CONSULTING SERVICES PREVIOUSLY PROVIDED

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:

“WHEREAS, the Town of Roxbury and the Catskill Watershed Corporation (“CWC”) entered into a Tax Consulting Program Agreement originally executed in 1099, amended in 2004 and renewed in 2011; and
WHEREAS, the CWC Tax Consulting Program Agreement provided for the vouchered reimbursement of fees and expenses of professional consultants and/or attorneys retained by the Town of Roxbury to review, analyze and/or assist in the administration of real property taxes paid by New York City on City-owned land;
WHEREAS, pursuant to the CWC Tax Consulting Program Agreement, the Town of Roxbury contracted with Robert L. Beebe, LLC, in or about 2011, to defend the Town’s assessments of the Schoharie Reservoir; and
WHEREAS, Robert L. Beebe provided the contracted for services and, as of the date of this Resolution, the balance due Robert L. Beebe for services provided is $4,834.00; and
WHEREAS, the Town Board desires to authorize final payment to Robert L. Beebe, LLC for the satisfactory services that have been provided.

THEREFORE, NOW BE IT RESOLVED THAT:

1. That the Town Board hereby authorizes payment to Robert L. Beebe, LLC in the amount of $4,834.00; and
2. That the Town Board authorizes the Town Supervisor to submit a voucher to the CWC for reimbursement of the aforementioned payment pursuant to the Town’s current agreement with the CWC.”

WHEREUPON, the Resolution was put to a vote and recorded as follows:

YEAS – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSTENTIONS – 0
ABSENT – 1 Hinkley

Carolynn Faraci, Budget Officer, requested the Personnel Committee (Councilmen Hinkley and Murray) to start working on the Highway contract as it expires this year and she needs the information for the tentative budget that is due in September.

RESOLUTION #28 – ASSESSOR DATA COLLECTORS

On motion of Edward Raeder second by Carol Murray the following resolution was adopted:

“WHEREAS, the Town Board has directed the Assessor to conduct a total Town re-valuation; and
WHEREAS, in 2013 the Town Board hired two data collectors to assist the Assessor with the data collection process; and
WHEREAS, the Assessor requests the assistance of two data collectors for 2014;
NOW, THEREFORE, BE IT RESOLVED, the Town Board authorizes the Assessor to recommend the names of two data collectors for hiring; and
BE IT FURTHER RESOLVED said hiring shall be upon the approval of the Town Supervisor.”

AYES – 4 Raeder, Murray, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

The 2013 Annual Water Quality Reports for Denver, Grand Gorge and Roxbury Water Districts have been mailed to all customers and a copy is available for inspection at the Town Clerk’s Office.

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

General #217-269 – $125,526.19
Denver Sewer #60-68 -$12,273.08
Highway #139-165 – $182,278.25
Special Lights #9 – $1,931.13
Roxbury Water #35-40 – $1,758.95

Capital Projects:

Grand Gorge Water #37-42 – $1,607.77
Kirk. Park Programs #6-10 – $450.00
Denver Water #32-37 – $1,657.65
HUD Program #11 – $44,874.50
Roxbury Sewer #35-43 – $41,977.41
Other-Lake St Proj. – $186,815.25

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Carol Murray the meeting adjourned at 8:40 pm.

THIS IS A TRUE COPY
_____________________________

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

Town Board Meeting Agenda - June 9, 2014

ROXBURY TOWN BOARD
Regular Meeting
June 9, 2014
Town Hall
Call To Order 7:30 pm

Minutes May 12th Regular Meeting

Requests to Speak

Department Reports

Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources

Old Business

New Business

Letters to the Board

Simone Shams re: taxes
Roxbury School re: water/sewer hookup

Discussion from residents

Audits

ISSUES FOR DISCUSSION

• Resolution – Town Clerk monthly Report for May 2014
• Resolution – Supervisor’s monthly Report for April 2014
• Resolution – Assessor’s monthly report for May 2014
• Resolution – Justice Court monthly report for April 2014
• Resolution – HUD Program funds monthly report for May 2014
• Resolution – Building Inspector monthly report for May 2014
• Resolution – monthly water receipts report for May 2014 (Denver-GG-Roxbury)
• Resolution – retirement reporting days
• Resolution – equipment destruction
• Resolution – Colonial Drive takeover (if paperwork received)
• Resolution – hire Data Collectors
• 2013 Annual Water Reports mailed to customers

REMINDER:

* Highway Contract expires 12/31/14

* Rodrigues Gravel Contract & Mining Permit expires 8/3/14

ONGOING ISSUES
• Truck lawsuit status

Town Board Approved Minutes - May 22, 2014

UNAPPROVED MINUTES
May 12, 2014

The regular meeting of the Town Board was held May 12, 2014 at 7:30 pm at the Town Hall. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio, Building Inspector William Walcutt and 7 residents. Absent: Attorney Kevin Young.

On motion of Carol Murray second by Gene Cronk the Minutes of the April 14, 2014, meeting were approved.

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

Robert Breglio, Assessor, submitted a written report to the Town Board and discussed some that included his concerns with having total access to the County’s RPS system for inputting re-val figures, requested advertising for two date collection people again this year to help with the re-val, he has sent the flood survey results book to the County to aide residents, discussed issues with preliminary flood map and possibly getting assistance from the County to help residents with costs associated with obtaining a variance on their property, a decision has been received on the NYC DEP reservoir land assessments, will work with Young & Sommer on the Verizon assessment case and expressed concerns with the State determining the assessments for phone lines in the future.

Discussion took place on the new preliminary flood maps and how they will affect property owners, variances that can be applied for with elevation survey and possibly the Town looking into grant funds to help owners with those costs.

RESOLUTION #23 – ADVERTISE FOR DATA COLLECTORS

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and approved:

“RESOLVED, the Town Board approves the Town Clerk to advertise for two Data Collectors to assist in the re-valuation process with the Assessor’s Office; and

BE IT FURTHER RESOLVED, payment shall be on a contractual basis with no benefits other than reimbursement for mileage.”

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

Stephen Schuman, Highway Supt. reported crews working on getting roads ready for repairs, is waiting for road oil prices this year, the sign in memory of Jean Marie Collin has been ordered, his small truck is down for repairs, requested a new fax machine and the old highway garage is in need of two new overhead doors, and, after having reviewed Colonial Drive for takeover, requested permission to proceed with legal paperwork. The Board did not oppose replacing the fax machine and overhead doors.

RESOLUTION #24 – PROCEED WITH COLONIAL DRIVE TAKEOVER

On motion of Edward Raeder second by Allen Hinkley the following resolution was offered and adopted:

“RESOLVED, the Town Board approves the attorney proceed with the process to takeover Colonial Drive as a Town road.”

AYES – 4 Raeder, Hinkley, Cronk, Murray
NAYS – 0
ABSTAIN – 1 Hynes (property owner and son resides on road)

William Walcutt, Building Inspector expressed concerns with the Caroline Lilly property (old Reeds Hotel/Bar property) still being in a dilapidated state and requested to place a Condemned Building sign on the bar building. Quite a few months ago the contractor had attended a Board meeting to discuss the plans for the buildings but since then no work has been done. The Building Inspector was directed to contact the contractor to discuss the matter and report back to the Board who will table a decision until the next Town Board meeting.

A letter was received from the Historic Preservation Commission expressing concerns with building permits being issued to owners in the Historic District before the Commission completes their own review. The Building Inspector was directed to not issue any building permits to owners in the Historic District, if a building permit is required, until the Commission makes a decision on the work. The policy would also include building permit work falling under Site Plan Review by the Planning Board.

Carolynn Faraci, Community Resource Clerk, reported the new fire pit and heaters at the Kirkside Park buildings are in use, new locks have been installed on the building and the Historic Commission has requested the Board approve the appointment of Nicole Haroldson to fill the vacancy on the Historic Commission.

Discussion took place on Town Hall restroom renovations needed and the Civic Center water pipe repairs needed.

Lawrence Moran reported still having low water pressure at his residence in Grand Gorge after replacing water lines in his house. It was recommended since he is on a bank he may need to install an “on demand” pump.

A letter was received from Martin Menne expressing concerns with his water bill charges being high because his water line runs under the road and he must keep water running through the winter to prevent freezing. Mr. Menne requested the Shut Off valve be re-located from across the road to being on his property. The Board will look at a year of readings and discussed the possibility of pro-rating the bill.

Supv. Hynes reported the Lake St. drainage project has begun construction again. All pipes have been laid and they will now begin work on the swale. Work is expected to be completed in June.

An application has been submitted to the O’Conner Foundation for grant funds to install lights in the Roxbury Methodist Church clock tower. The application will be considered this month for decision.

A note was received from the Grand Gorge Sr. Social Club thanking the Town Board having received the $500 given the club per the 2014 Town Budget.

Councilman Allen Hinkley questioned funds being available from the Town to help in the mowing costs for the Old School Baptist Church on County Hwy 41. Supv. Hynes stated that funds were included in the 2014 Town Budget to help defray costs.

Edward Dalski referenced the new liquor store building and questioned if the Historic District regulated paint colors. It was stated the Historic District designation purposely has no regulations pertaining to building color.

On motion of Allen Hinkley second by Carol Murray the Town Board approved the monthly report of the Town Board for April 2014 in the amount of $1,046.00 (Town Clerk $251.00 and Building Permits $795.00).

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

On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Supervisor for March 2014.

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

On motion of Carol Murray second by Gene Cronk the Town Board approved the monthly report of the Assessor for April 2014.

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

On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly report of the Justice Court for March 2014 in the amount of $5,277.00.

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

On motion of Gene Cronk second by Edward Raeder the Town Board approved the final monthly report of the Tax Collector for April 2014.

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

On motion of Edward Raeder second by Allen Hinkley the Town Board approved the annual report of the Tax Collector for Town & County tax monies received per the 2014 Collector Warrant.

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

On motion of Carol Murray second by Edward Raeder the Town Board approved the report of HUD Program funds for April 2014.

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

On motion of Gene Cronk second by Allen Hinkley the Town Board approved the monthly report of the Building Inspector for April 2014.

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

On motion of Allen Hinkley second by Carol Murray the Town Board approved the monthly report of water district receipts for April 2014 in the following amounts: Denver $3,374.86; Grand Gorge $3,574.55 and Roxbury $4,489.43.

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

RESOLUTION #25-APPOINT HAROLDSON TO HISTORIC PRESERVATION COMMISSION

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“RESOLVED, the Town Board appoints Nicole Haroldson to fill the vacancy on the Historic Preservation Commission, effective immediately; and

BE IT FURTHER RESOLVED said term shall expire 12/31/16.

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

Two proposals were received for renovating the second floor bathroom of the Town Hall and were as follows: Cole & Griffin $3,150 (includes plumbing & electrical) and Cammer Construction $3,200 (not including plumbing & electric).

On motion of Allen Hinkley second by Carol Murray the Town Board awarded the Town Hall bathroom renovation project to Cole & Griffin at a cost of $3,150.

AYES – Hinkley, Murray, Cronk, Raeder, Hynes
NAYS – 0

Reminders were given to the Board that the Rodrigues Mining Permit expires in August and the Highway Contract expires in December.

A written request was submitted to the Town Board from the Water Clerk regarding billing issues. No action was taken.

Board members were invited to a luncheon to be hosted by Roxbury School on May 15th @ 12:30 pm.

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

General #178-216   $33,437.68
Roxbury Sewer #27-34   $7,938.48
Highway #111-138   $82,206.87
Denver Sewer #47-59   $15,156.20
Roxbury Water #29-34   $3,606.92
Special Lights #7-8   $1,927.52
Grand Gorge Water #30-36   $3,870.91

Capital Projects:

Denver Water #25-31   $7,007.20
HUD Program #5   $7,582.00

AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Carol Murray second by Gene Cronk the meeting adjourned at 8:35 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

Town Board Meeting Agenda - May 12, 2014

ROXBURY TOWN BOARD
Regular Meeting
May 12, 2014
Grand Gorge Civic Center

Call To Order 7:30 pm

Minutes April 14th Regular Meeting

Requests to Speak

Department Reports: Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources

Old Business

New Business

Letters to the Board

Martin Menne re: Water

Roxbury Historic Commission

re: permits

Discussion from residents

Audits

Issues for Discussion

• Resolution – Town Clerk monthly Report for April 2014
• Resolution – Supervisor’s monthly Report for March 2014
• Resolution – Assessor’s monthly report for April 2014
• Resolution – Justice Court monthly report for March 2014
• Resolution – Tax Collector monthly report for April 2014
• Resolution – Tax Collector 2014 Annual report of tax monies received
• Resolution – HUD Program funds monthly report for April 2014
• Resolution – Building Inspector monthly report for April 2014
• Resolution – monthly water receipts report for April 2014 (Denver-GG-Roxbury)
• Resolution – appoint 1 more person for CDBG housing program review committee
• Resolution – appoint 1 person to Historic Commission 4/14/14-12/31/16
• Resolution – retirement reporting
• Resolution – Colonial Drive takeover (if paperwork received)

Reminder

* Highway Contract expires 12/31/14
* Rodrigues Gravel Contract & Mining Permit expires 8/3/14

Ongoing Issues

• Truck lawsuit status

Town Board Approved Minutes - April 14, 2014

Approved Minutes
April 14, 2014

The regular meeting of the Town Board was held April 14, 2014 at 7:30 pm at the Grand Gorge Civic Center. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder and Carol Murray, Hwy. Supt. Stephen Schuman and 10 residents. Absent: Councilman Allen Hinkley and Attorney Kevin Young, both being out of town.

It was brought to the attention of the Town Board that the bid for highway fuels from the March 3, 2014 meeting was correct for the bid price of Main Care Fixed Diesel at $3.3770/gal but was incorrectly awarded to Main Care at a price of 3.770/gal due to a typographical error.

On motion of Carol Murray second by Edward Raeder the Minutes of the March 3, 2014 meeting were approved after amending them to read the bid for Diesel Fixed was awarded to Main Care Energy at $3.3770/gal and adding it was due to the Winter Blend Award.

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

David Martin requested needed repairs to the Civic Center Playground and expressed concerns with a house next door to him expelling a lot of water. Response: the playground matter will be looked into for having work completed. The house with a water problem is under foreclosure and is not on Town water but rather has a spring in the basement.

Nancy Haney expressed concerns with old vehicles near the stream and requested help from the Building Inspector regarding dilapidated buildings in Grand Gorge. Supv. Hynes will look into the matters.

Maureen Sauveur expressed concerns with sidewalks not extended down State Hwy. 23 East and sidewalks not cleared in the winter. Supv. Hynes stated a sidewalk district would have to be formed where only those properties in the district would fund the district and that when brought before the Grand Gorge owners a few years ago they didn’t want it.

Joyce Devivo expressed concerns with holes and sewer smell near the Tait Construction and Colonial Motel properties on State Hwy 23 and concerns with a culvert on Frank Cottone Rd. Supv. Hynes will contact NYS DOT for the holes and look into the sewer smell and Hwy. Supt. Steve Schuman will look into the culvert matter.

Hwy. Supt. Steve Schuman discussed CHIPS monies are expected to be the same in 2014 or slightly higher, crews are trying to ready roads for summer repairs, the highway employees have all completed hearing tests and safety training and will have to attend a mine safety class, discussed the NYS Senate passing a law that would allow the local municipalities to set speed limits on own roads but will have to see if full passage by the State is completed and he will have the dedication signs for Jean Marie Collins made and erected.

Discussion took place on the abandonment of a portion of Slauson Trailer Park Rd. per the request of property owner John Bubach.

RESOLUTION #21 – IN THE MATTER OF THE APPROVAL AND SEQRA REVIEW OF THE ABANDONMENT/DISCONTINUANCE OF A PORTION OF SLAUSON TRAILER PARK ROAD

On motion of Carol Murray second by Gene Cronk the following resolution was offered and adopted:

WHEREAS, the Town Board of the Town of Roxbury has received a copy of a Petition for Discontinuance of a Highway, namely a portion of Slauson Trailer Park Road on lands of John L. Bubach; and

WHEREAS, the Town Board of the Town of Roxbury has determined the portion of Slauson Trailer Park Road in question qualifies for abandonment under Highway Law §§ 171, 172 or 207; and

WHEREAS, the Town Board of the Town of Roxbury has reviewed a Short Environmental Assessment Form (EAF) pursuant to the mandates of the Environmental Quality Review Act (ECL Article 8 and 6 NYCRR Part 617); and

WHEREAS, the Town Board has duly considered the contents of the EAF and completed Parts 2 and 3 thereof; and

WHEREAS, the Town Board has identified the relevant areas of environmental inquiry and taken a hard look at them; and

WHEREAS, the Town Board has identified the relevant areas of environmental inquiry and taken a hard look at them and caused to be prepared a Negative Declaration which sets forth the reasoning and rationale of the Town Board in determining that no adverse environmental impacts will occur as a result of the action; and

WHEREAS, the Town Board thereby seeks to issue the Negative Declaration under SEQRA thereby complying with the mandates of the State Environmental Quality Review Act;

NOW THEREFORE BE IT RESOLVED, that the Town of Roxbury Town Board hereby declares that the abandonment of a portion of Slauson Trailer Park Road will not have any significant adverse environmental impacts; and

BE IT FURTHER RESOLVED, THAT THE Town of Roxbury Town Board consents to a portion of Slauson Trailer Park Road being abandoned or discontinued.

WHEREUPON, this Resolution was declared adopted by the Town Board of the Town of Roxbury.”

AYES – 4 Murray, Cronk, Raeder, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Edward Raeder the Town Board approved reimbursement to the Highway Supt. for attending Highway School in Ithaca, NY.

AYES – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

Peg Ellsworth was absent but a written report from her regarding park and grant matters was distributed to the Town Board. Items discuss HUD and other current grant status, grant applications that have been or will be submitted on behalf of Kirkside Adult Home and the Grand Gorge Methodist Church Parsonage and M-ARK still has openings for their rental rehab grant. Carolynn Faraci, Parks Clerk reported that park buildings have already been booked for several different events this summer and that a fire pit and two outdoor propane heaters have been purchased so events can be held later in the year. Nancy Haney added that the Grand Gorge Little League received a grant from the O’Conner Foundation.

The Town Planning Board meeting scheduled for April 16, 2014 has been canceled due to no business to discuss.

The regular meeting of the Roxbury Historic Commission is scheduled for April 21, 2014 at 7:00 pm at the Town Hall. The Commission is expected to offer a name at the May Town Board meeting for appointment to fill the vacancy on the Commission.

The Town Board has tabled a decision on repairs to the bathroom at the Town Hall until another proposal is received.

On motion of Edward Raeder second by Gene Cronk the Town Board approved the monthly report of the Town Clerk for March 2014 in the amount of $970.00 (Town Clerk $160.00 and Building Permits $810.00)

AYES – 4 Raeder, Cronk, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of the Supervisor for February 2014.

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Assessor for March 2014.

AYES – 4 Cronk, Reader, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of the Tax Collector for March, 2014 where 75.4% of Town/County taxes have been collected.

AYES – Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Carol Murray the Town Board approved the monthly report of HUD (CDBG) Program funds showing $101,175.50 expenses and $298,824.50 balance.

AYES – 4 Cronk, Murray, Raeder, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Building Inspector for March 2014.

Ayes – 4 Cronk, Raeder, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Carol Murray second by Gene Cronk the Town Board approved the monthly report of Water Receipts for the Water Districts in the amount of $325.43 (Denver #68.20; Grand Gorge $130.57 and Roxbury $126.66)

AYES – 4 Murray, Cronk, Raeder, Hynes
NAYS – 0
ABSENT – 1 Hinkley

No action was taken on appointing another person to the HUD review committee.

No action was taken to fill the vacancy on the Roxbury Historic Preservation Commission.

On motion of Edward Raeder second by Gene Cronk the Town Board approved reimbursement to the Bookkeeper to attend Town finance training in Saratoga Springs, NY.

AYES – 4 Raeder, Cronk, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

RESOLUTION #22 – CONTRACT WITH CMS INTERNET SOLUTIONS, INC. FOR WEBSITE MAINTENANCE

On motion of Carol Murray second by Gene Cronk the following resolution was offered and adopted:

“RESOLVED, the Roxbury Town Board approves the contract with CMS Internet Solutions, Inc. for Town website maintenance in the amount of $250.00 per month.”

AYES – 4 Murray, Cronk, Raeder, Hynes
NAYS – 0
ABSENT – 1 HINKLEY

On motion of Edward Raeder second by Carol Murray the Town Board approved the destruction of the following records per State Retention and Disposition Schedules:

AYES – 4 Raeder, Cronk, Murray, Hynes
NAYS – 0
ABSENT -1 Hinkley

On motion of Edward Raeder second by Gene Cronk the Town Board approved the monthly report of the Town Justices for February 2014 in the amount of $1,621.00.

AYES – 4 Raeder, Cronk, Murray, Hynes
NAYS – 0
ABSENT – 1 Hinkley

The Town’s Annual Financial Report for the year ending 12/31/13 has been filed with the State. A copy is available for inspection at the Town Clerk’s Office.

The Rodrigues gravel bank permit and contract expires in August 2014. The Highway Supt. would like to extend both. Supv. Hynes will contact Rob Allison regarding the matter.

A notice was received from J&W Deli stating they intend to apply to the State for a liquor license at their establishment on State Hwy. 23 in Grand Gorge.

The Grand Gorge Community Action Group will hold a pancake breakfast at the Civic Center on April 26 between 8:00 am and 12 Noon.

Councilman Cronk commended the Grand Gorge Community Action Group on the work they have been doing in Grand Gorge to keep businesses, bring businesses in and keeping the area looking nice.

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

General #109-177 – $57,870.71
Roxb Sewer #19-26 – $29,579.87
Highway #69-109 – $45,987.25
Denv Sewer #30-46 – $29,590.17
Roxb Water #21-28 – $4,121.17
Special Lights #4-6 – $3,865.17
GG Water #21-29 – $11,305.09
Capital Projects:
Denv Water #18-24 – $3,813.22
Kirk. Park Const #4 – $2,130.00

AYES – 4 Murray, Raeder, Cronk, Hynes
NAYS – 0
ABSENT – 1 Hinkley

On motion of Edward Raeder second by Carol Murray the meeting adjourned at 8:18 pm.

THIS IS A TRUE COPY
____________________________________

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

Town Board Meeting Agenda - April 14, 2014

ROXBURY TOWN BOARD
Regular Meeting
April 14, 2014
Grand Gorge Civic Center

Call To Order:  7:30 pm

Minutes: March 3rd Regular Meeting

Requests to Speak:

Department Reports:

Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector

Community Resources

Old Business

New Business

Letters to the Board:

Discussion from residents

Audits

ISSUES FOR DISCUSSION

• Resolution – Town Clerk monthly Report for March 2014
• Resolution – Supervisor’s monthly Report for February 2014
• Resolution – Assessor’s monthly report for March 2014
• Resolution – Justice Court monthly report for February 2014
• Resolution – Tax Collector monthly report for March 2014
• Resolution – HUD Program funds monthly report for March 2014
• Resolution – Building Inspector monthly report for March 2014
• Resolution – monthly water receipts report for March 2014 (Denver-GG-Roxbury)
• Resolution – appoint 1 more person for CDBG housing program review committee
• Resolution – appoint 1 person to Historic Commission 4/14/14-12/31/16
• Resolution – approve mileage reimbursement for Highway Supt. to attend training
• Resolution – approve reimbursements to Bookkeeper to attend training
• Resolution – agreement with CMS Internet Solutions, Inc. for Town website oversight
• Resolution – Slauson Trailer Park Rd. abandonment
• Resolution – Colonial Drive takeover (if paperwork received)
• Resolution – records destruction list
• 2013 Annual Financial Report – filed with the State and a copy at the Town Clerk’s Office

REMINDER: * Highway Contract expires 12/31/14

* Rodrigues Gravel Contract & Mining Permit expires 8/3/14

ONGOING ISSUES

• Truck lawsuit status

Town Board Approved Minutes - March 3, 2014

APPROVED MINUTES
March 3, 2014

The regular monthly meeting of the Town Board was held March 3, 2014, at 7:30 pm at the Town Hall. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio, Parks Clerk Carolynn Faraci and 2 residents.

Motion by Allen Hinkley second by Gene Cronk to approve the Minutes of the February 10, 2014, regular meeting.

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

Peg Ellsworth of the M-ARK Project, Inc. was present to update the Town Board on grant and park information stating HUD funds are all spoken for, some funds still remain in the rental rehab program, the Grants Gateway program is underway, the park schedule is progressing, a walking tour is scheduled for June 8th, the Main St. program will be completed in June, signs are being made, the Roxbury Nine ball team may have a schedule this year, will look into new grant funding rounds in July, will look into grant funds for Grand Gorge Methodist Church Parsonage repairs, stated waiting to hear from NYS DOT on the sidewalks and trails project and stated the commercial kitchen project in the basement of the Gold Seal building is still being considered. Carolynn Faraci, Parks Clerk added having been busy booking events and marriages for the park, fees have changed for the use of the pavilion, and the scheduling with school events has been cleared up.

Discussion took place on concerns with having no cell service in the area and its affects on local business. Councilman Hinkley stated he would look into the matter as he is working with companies to get the service here.

Robert Breglio, Assessor, reported taxable status date was March 1st and being busy with last minute STAR and exemption applications and discussed assessments for Grand Gorge Sewer, Mountainside Farms and Verizon.

Discussion took place on the Assessor’s Office still not having on-line access to the RPS system. The Assessor will be meeting with the County Director later this week to check on the status for the turnover. The Town Board expressed displeasure with not having access yet, and, depending on the outcome of the meeting, will determine what further actions need to be taken in order to obtain the access.

Discussion took place on the NYCDEP assessment templates and issues with CWC not funding anymore attorney fees. Attorney Young will contact Attorney Beebe to discuss the concerns.

Stephen Schuman, Highway Supt., reported his road salt is expected to hold out, the repairs to the Dodge truck has been picked up under a Good Will program, expects paperwork on Slauson Trailer Park Rd. abandonment and Colonial Drive takeover to be received in time for the April meeting, and he will be in Albany on March 5th for Legislative Day.

Sealed bids for Highway Material Hauling were advertised and opened on March 3, 2014, at 2:15 pm at the Town Hall. A total of four (4) bids were received and were as follows on a per ton price:

RESOLUTION #17 – AWARD MATERIAL HAULING BID

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and approved:

“RESOLVED, Town Board awards the bid for Highway Material Hauling to the two lowest bidders as follows: Sand Davenport to Carl Schulz Jr. $7.50/ton and Seward Sand & Gravel $7.50/ton; Sand Oneonta to Carl Schulz Jr. $7.90/ton and Seward Sand & Gravel $8.75/ton; Stone & Item 4 Schoharie to Carl Schulz Jr. $7.20/ton and Cobleskill Stone Products $7.25/ton; Stone & Item 4 Middleburgh to Carl Schulz Jr. $7.20/ton and Carver Sand & Gravel $7.10/ton; Stone & Item 4 Ashland to Carl Schulz Jr. $6.75/ton and Carver Sand & Gravel $4.55/ton; Item 4 Lexington to Carl Schulz Jr. $6.75/ton and Cobleskill Stone Products $5.25/ton.”

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

Sealed bids for Highway Fuels were advertised and opened on March 3, 2014, at 2:00 pm at the Town Hall. A total of two (2) bids were received and were as follows on a per gallon basis:

RESOLUTION #18 – AWARD HIGHWAY FUELS BID

On motion of Allen Hinkley second by Carol Murray the following resolution was offered and approved:

“RESOLVED, the Town Board awards the bids for Highway Fuels to Main Care Energy as follows: Diesel Fixed $3.3770/gallon(due to Winter Blend award); Winter Blend Fixed $3.5870/gallon; Gas Fixed $3.2250/gal; and

BE IT FURTHER RESOLVED deliveries shall begin April 1, 2014.”

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

A letter was received from Delaware County Dept. of Public Works (DC DPW) stating the Committee reviewing the Town’s request to dedicate the County bridge on Cold Spring Road in the memory of Jean Marie Collins has been denied. The Town Board discussed the possibility of dedicating a portion of the road leading to the bridge in Collins’ name.

RESOLUTION #19 – DEDICATE PORTION OF ROAD IN MEMORY OF JEAN MARIE COLLINS

On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:

“RESOLVED, the Town Board approves the dedication of a portion of Cold Spring Rd., specifically from State Hwy 30 to Carroll Hinkley Rd., and will erect a sign stating “In Memory of Jean Marie Collins.”

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

The Supervisor and Bookkeeper discussed transferring some highway funds into the equipment reserve fund. If approved, said reserve funds can only be used for that designated purpose.

RESOLUTION #20 – HIGHWAY EQUIPMENT RESERVE FUND

On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:

“WHEREAS, the Town of Roxbury currently has a Highway Equipment Reserve Fund for future highway equipment purchases; and

WHEREAS, Highway had a fund balance at year end;

BE IT RESOLVED, the Town Board approves the transfer of $150,000 from Highway Fund savings to the Highway Equipment Reserve Fund to be used for future highway equipment purchases.”

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

Supv. Hynes reported a clogged sewer line at Roxbury Run Village the cause being stones and branches having been thrown in a manhole. JB Plumbing was brought in to clear the line.

A frozen water line under the road at the Stonebridge residence in Roxbury has been cleared. Discussion took place on the situation arising due to the lateral line not having been installed correctly when the State Highway 30 was changed years ago. The Board agreed the water district will incur the cost to have the lateral line re-run sometime this year.

Two homes water froze due to situations involved with the Lake St. Drainage Project. The contractor has been notified.

A card was received from the Roxbury Sr. Club thanking the Town Board for the $500 they were given per the 2014 Town Budget.

A letter was received from MTC Cable stating subscription rates for cable television and broadband services will increase April 1, 2014 mostly due to increased programming fees.

Councilwoman Carol Murray questioned how things are progressing with the Zoll house in Grand Gorge. Supv. Hynes stated it is under a different bank for foreclosure.

On motion of Gene Cronk second by Carol Murray the Town Board approved the monthly report of the Town Clerk for February 2014 In the amount of $1,202.25 (Town Clerk $172.25 and Building Permits $1,030.00)

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

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the monthly report of the Assessor for February 2014.

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

On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of the Justice Court for January 2014 in the amount of $2,133.00.

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

On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Tax Collector for February 2014.

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

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the monthly report of HUD Program Funds for February 2014.

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

On motion of Gene Cronk second by Carol Murray the Town Board approved the monthly report of the Building Inspector for February 2014.

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

On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of Water District Receipts for February 2014 in the amount of $2,124.54 (Denver $546.90; Grand Gorge $1,090.65 and Roxbury $486.99)

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

No action was taken on filling the vacancy on the HUD Review Committee.

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

On motion of Edward Raeder second by Gene Cronk the Town Board approved mileage reimbursement to the Assessor Clerk to attend a training course in Hudson.

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

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the mileage reimbursement to the Town Clerk to attend four (4) County Town Clerk Association meetings throughout the year in Hamden.

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

Notice has been received from Roxbury Golf Management LLC that they have applied to the NYS Liquor Authority for a new liquor license to operate at the Shepard Hills Golf Course facility.

On motion of Edward Raeder second by Allen Hinkley the Town Board stated having no issues with Roxbury Golf Management LLC’s new application to the NYS Liquor Authority for them to operate out of the Shepard Hills Golf Course facility.

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

The April meeting of the Town Board will be held April 14, 2014 at 7:30 pm at the Grand Gorge Civic Center.

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

General #81-108 $87,890.18
Roxbury Sewer #11-18 $5,745.74
Highway #44-68 $43,689.76
Denver Sewer #21-29 $6,982.56
Roxbury Water #17-20 $226.99
Capital Projects:
Grand Gorge Water #17-20 $243.38
HUD Program #3 $12,479.00
Denver Water #14-17 $199.61
Other-Lake St Proj $276.59 (CWC pay)

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

The Building Inspector agreement has been signed by all parties.

On motion of Edward Raeder second by Carol Murray the meeting adjourned at 8:47 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

Town Board Meeting Agenda - March 3, 2014

ROXBURY TOWN BOARD
Regular Meeting
March 3, 2014
Town Hall

Call To Order 7:30 pm

Minutes February 10th Regular Meeting

Requests to Speak:

Department Reports:

Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources

Old Business

New Business

Letters to the Board:

Delaware Cty. DPW – re: Cold Spring Rd. bridge dedication

Discussion from residents

Audits

ISSUES FOR DISCUSSION

• Resolution – Town Clerk monthly Report for February 2014
• Resolution – Supervisor’s monthly Report for February 2014
• Resolution – Assessor’s monthly report for February 2014
• Resolution – Justice Court monthly report for January 2014
• Resolution – Tax Collector monthly report for February 2014
• Resolution – HUD Program funds monthly report for February 2014
• Resolution – Building Inspector monthly report
• Resolution – monthly water receipts report for February 2014 (Denver-GG-Roxbury)
• Resolution – Highway Fuels Bid
• Resolution – Highway Material Hauling Bid
• Resolution – appoint 1 more person for CDBG housing program review committee
• Resolution – appoint 1 person to Historic Commission 2/10/14-12/31/16
• Resolution – approve mileage reimbursement for Assessor Clerk to attend training
• Resolution – approve mileage reimbursement for Town Clerk to attend County Assn. meetings (4)
• Resolution – Shepard Hills liquor license renewal

REMINDER: *April meeting will be held at the Grand Gorge Civic Center

* Highway Contract expires 12/31/14

* Rodrigues Gravel Contract & Mining Permit expires 8/3/14

ONGOING ISSUES

• Truck lawsuit status

Town Board Minutes - February 10, 2014

APPROVED MINUTES
February 10, 2014

The regular monthly meeting of the Town Board was held February 10, 2014 at 7:30 pm at the Town Hall. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Attorney Kevin Young and 5 residents. Absent: Parks Clerk Carolynn Faraci,(due to illness) and Building Inspector William Walcutt.

On motion of Gene Cronk second by Allen Hinkley the Town Board approved the Minutes of the January 6, 2014 Organizational Meeting.

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

Highway Supt. Stephen Schuman expressed concerns with salt price increases as he is almost at the maximum tonnage requested for a certain price. Once exceeded, the price is higher but he feels he should be okay through the end of winter. He also expressed concerns with the Vega Stream in Town. The ice is very thick but worries about melting snow and ice. Emergency measures were discussed. He discussed the repairs on the two 2011 Dodge trucks, the burner on the garage boiler has been repaired where installing a second filter is recommended, attorney Kevin Young will follow up on the Slauson Trailer Park Road issue and it was stated the paperwork has begun on the Colonial Drive road takeover.

A letter was received from Elisabeth Weidmann regarding concerns that she has low water pressure. Pressures in that area seem to be adequate but Supv. Hynes will speak to the Water Supt. again regarding the matter.

Councilman Cronk expressed concerns with the water meters installed in Grand Gorge and Roxbury water districts are busting instead of popping off the freeze plate on the bottom.

The Parks Clerk will give a report at the next Town Board meeting in March.

Evelyn Irwin questioned who incurs the cost of the broken water meters. It was stated because the frost plate didn’t pop off like they’re supposed to the water districts replace the meters. Mrs. Irwin also questioned turning over the radio files to WIOX. It was stated the sale of the station is complete so the Town does not have anything to do with the radio station other than still housing the generator and antennae at the highway garage.

On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of the Town Clerk for January 2014 in the amount of $954.75 (Town Clerk $329.75 and Building Inspections $625.00)

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

On motion of Allen Hinkley and Carol Murray the Town Board approved the monthly report of the Supervisor for December 2013.

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

On motion of Allen Hinkley and Carol Murray the Town Board approved the monthly report of the Supervisor for January 2014.

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

On motion of Allen Hinkley second by Gene Cronk the Town Board approved the monthly report of the Assessor for January 2014.

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

Regarding items from the Assessor report, discussion took place on concerns of it taking so long for the County Director to turn over the RPS system to the Town for inputting our own data. The matter will be looked into again.

On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly report of the Justice Court for December 2013 in the amount of $4,628.50.

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

On motion of Allen Hinkley second by Edward Raeder the Town Board approved the monthly Report of the Tax Collector for January 2014 where 67.6% of the Town/County taxes have been received.

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

On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of Water District receipts for January 2014 in the amount of Denver $2,706.66, Grand Gorge $2,678.83 and Roxbury $5,212.36.

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

RESOLUTION #15 – ADVERTISE BIDS FOR HIGHWAY FUELS

On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:

“RESOLVED, the Town Board authorizes the Town Clerk to advertise for sealed bids for Highway Fuels including 10,000 gallons +/- Unleaded Gasoline 87 Octane and 30,000 gallons +/- Diesel Fuel; and

BE IT FURTHER RESOLVED, said bids shall be opened March 3, 2014 at 2:00 pm at the Town Hall with any award to be made at the regular meeting of the Town Board to be held that evening at 7:30 pm.”

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

RESOLUTION #16 – ADVERTISE BIDS FOR HIGHWAY MATERIAL HAULING

On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:

“RESOLVED, the Town Board authorizes the Town Clerk to advertise for sealed bids for Highway Material Hauling; and

BE IT FURTHER RESOLVED, said bids shall be opened March 3, 2014 at 2:15 pm at the Town Hall with any award to be made at the regular meeting of the Town Board to be held that evening at 7:30 pm.”

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

No action was taken on appointing one more person to the vacancy on the HUD review committee.

No action was taken on appointing one person to fill the vacancy on the Historic Preservation Commission.

On motion of Allen Hinkley second by Edward Raeder the Town Board approved WIOX Radio Station’s Quarterly Report #4-2013.

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

On motion of Gene Cronk second by Carol Murray the Town Board approved the renewal of the Junkyard License issued to Martin Hagerott (dba Marty Built, Inc) located at 565 Charcoal Rd. for the period April 1, 2014 – March 31, 2015.

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

At the January 6, 2014 meeting the Town Board re-appointed Jean Stone to another five year term on the Planning Board. Mrs. Stone did not take the Oath of Office within 30 days.

On motion of Allen Hinkley second by Gene Cronk the Town Board re-appointed Jean Stone to the Planning Board for a term 2/10/14-12/31/18.

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

On motion of Allen Hinkley second by Gene Cronk the Town Board directed the Town Clerk to release the WIOX Radio Station Public Files to WIOX/WSKG as the license has now been transferred to them.

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

An updated Highway Equipment list was distributed to the Town Board.

Planning Board training hours through 12/31/13 was distributed to the Town Board.

A reminder was given that the next meeting of the Town Board will be held March 3, 2014 at 7:30 pm at the Town Hall.

On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of the Building Inspector for the period November 2013 – January 2014.

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

Motion to go into Executive Session to discuss the Code Enforcement Officer’s independent contractor contract. He has requested some modifications to his independent contractor’s agreement. The issue involves a personnel issue and should be addressed in Executive Session.

On motion of Allen Hinkley second by Gene Cronk the Town Board (Hynes, Cronk, Raeder, Hinkley and Murray) and Town Attorney Kevin Young went into Executive session at 8:02 pm.

On motion of Gene Cronk second by Edward Raeder the Town Board and Town Attorney came out of Executive Session at 8:20 pm. In Executive Session, the Town Board agreed that it was always their intent to reimburse for mileage and not reimburse for training. The Town Board is not changing its offer.

The Town Clerk discussed the possibility of Sewer Clerk payment as budgeted in the Roxbury and Denver Sewer budgets for administration. The attorney will draft an agreement as the sewers are subsidized by NYCDEP.

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

General #19-80 $73,799.76
Denver Sewer #3-20 $30,512.90
Highway #10-43 $82,177.33
Special Lights #2-3 $5,813.90
Roxbury Water #3-16 $4,358.24
Capital Proj:
Grand Gorge Water #3-16 $4,952.22
HUD Program #2 $20,189.00
Denver Water #2-13 $11,501.70
Other:
Roxbury Sewer #3-10 $13,080.03
Lake St. Project $405,589.74

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

Discussion took place on the condition of Reed’s Hotel. The Town Board has not heard anything or seen anything done since the contractor met with the Town Board last fall. The Town Board requested a letter be sent. Supv. Hynes will contact the contractor to discuss the matter.

On motion of Allen Hinkley second by Gene Cronk the meeting adjourned at 8:30 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