Town Board — July 8, 2013 Minutes
UNAPPROVED MINUTES
The regular meeting of the Town Board was held July 8, 2013 at 7:30 pm at the Town Hall. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Hwy. Supt. Stephen Schuman, Attorney Kevin Young and 5 residents.
On motion of Gene Cronk second by Carol Murray the Minutes of the June 10, 2013 regular meeting were approved.
AYES – 5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS – 0
Carol O’Beirne and Aaron Bennett of the East Branch Recreation Project were present to update the Town Board on the status of the project. A handout was given to the Board including a map and description of access points. Specific issues of concern in the Town of Roxbury include lack of parking, lack of handicap parking lack of signage and putting together a map of NYC DEP lands open for recreation. The Board was asked to look into addressing the remediation of these issues through possible grant funds.
Peg Ellsworth discussed the status of various grant work, stated that Karina Walker is no longer the Community Resource/Parks Clerk and offered assistance with office coverage a few days a week through the M-ARK Project contract, stated the Labor Day event is on schedule, a ribbon cutting and picnic is scheduled for July 23 @ 4:00 pm for the opening of the newly renovated Park barn, the HUD grant is looking for more applications and discussed other grant application openings available at the M-ARK Project.
Councilman Cronk expressed concerns with the M-ARK Project installing a commercial kitchen in the basement of the Gold Seal building as discussed at the June meeting mainly because of water issues in that location. Mr. Cronk and Peg Ellsworth will meet at the site to discuss the matter more.
Highway Supt. Steve Schuman gave the Board a report on work crews that are doing stone & oil on several roads, ditch repairs, stated the new truck is expected to arrive this month and would like to sell the 1999 tri-axle truck at auction.
Supv. Hynes stated that William Lawrence has again graciously offered to get the Grand Gorge Civic Center ball field in shape this year.
Councilman Hinkley has received a request to dedicate the bridge on Cold Spring Rd. in honor of Jean Marie Collins who always walked the road and perished in the World Trade Center attack in New York City in 2001. Supv. Hynes will speak to the County as it is a County owned bridge.
A letter was received from Karina Walker resigning as Community Resource/Parks Clerk effective July 7, 2013. The matter was discussed for a replacement
On motion of Gene Cronk second by Carol Murray the Town Board approved the monthly report of the Town Clerk for June 2013 in the amount of $1,740.86 (Town Clerk $815.86 and Building Permits $925.00).
AYES – 5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS – 0
On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of the Supervisor for April 2013.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly Report of the Supervisor for May 2013.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board approved the monthly report of the Assessor for June 2013.
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
There was no monthly report received from the Building Inspector.
On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly water receipts report for Denver, Grand Gorge and Roxbury Water Districts for June 2013.
AYES – 5 Cronk, Raeder, Hinkley, 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 April 2013 in the amount of $4,537.50.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of the Justice Court for May 2013 in the amount of $3,043.75.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
Discussion took place on the report of days worked for retirement reporting.
RESOLUTION #39 – RETIREMENT REPORTING
On motion of Carol Murray second by Edward Raeder the following resolution was offered and adopted:
“BE IT RESOLVED, that the Town of Roxbury hereby establishes the following as standard work days for elected and appointed officials and will report the following days worked to the New York State and Local Employee’s Retirement System based on the record of activities maintained and submitted by these officials to the clerk of this body,
ELECTED OFFICIALS:
| Title | Name | Standard Work Day (Hours/Day) |
Term Begins/Ends |
Employer Record of Time Worked (Y/N) |
Days Per Month (based on record of Activities) |
|---|---|---|---|---|---|
| Tax Collector | Joan Moore | 8 | 1/1/12-12/31/13 | N | 7 |
| Justice | Wayne R. Pebler | 8 | 1/1/10-12/31/13 | N | 5.25 |
| Justice | Heather Gockel | 8 | 1/1/13-12/31/16 | N | .5 |
| Supt. of Highways | Stephen A. Schuman | 8 | 1/1/12-12/31/15 | N | 24.9 |
| Town Clerk | Diane L. Pickett | 8 | 1/1/12-12/31/15 | N | 22.17 |
| Councilman | Allen Hinkley | 8 | 1/1/10-12/31/13 | N | .5 |
APPOINTED OFFICIALS:
| Bookkeeper/Dpty. Town Clerk #1/Budget Officer/Dpty. Registrar | Carolynn Faraci | 8 | 1/1/12-12/31/12 | Y | |
|---|---|---|---|---|---|
| Assessor Clerk | Stephanie Seminara | 8 | 1/1/12-12/31/12 | Y | |
| Building Inspector | William Walcutt | 8 | 1/1/13/12/31/13 | To be by NYS |
determined Retirement |
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
ABSTAIN – 0
On motion of Gene Cronk second by Allen Hinkley the Town Board approved the Tax Collector report for 2013 Town & County taxes.
AYES – 5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0
Discussion took place on service of Notice of Claim on the Town. A new law now also allows the Notice of Claim to be filed directly with the Secretary of State as another option for people. The Secretary of State would then notify the Town of the claim.
RESOLUTION #40 – NOTICE OF CLAIM
On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:
“WHEREAS General Municipal Law, §53 requires towns to file a certificate with the Secretary of State designating the Secretary of State as an agent for service of a notice of claim; and
WHEREAS, General Municipal Law, §53 requires the certificate to include the applicable time limit for filing the notice of claim and the name, post office address and electronic mail address, if available, of an officer, person, for the transmittal of notices of claim served upon the Secretary as the town’s agent; and
WHEREAS, pursuant to General Municipal Law, §50-e(1)(a), the applicable time limit for the filing of a notice of claim upon a town is 90 days after the claim arises, or in the case of a wrongful death action, 90 days from the appointment of a representative of the decedent’s estate;
NOW THEREFORE BE IT RESOLVED, that the Town Board of the Town of Roxbury, County of Delaware designates Thomas S. Hynes, in his capacity as Town Supervisor to receive notices of claims served upon the Secretary of State by mail at PO Box 189, 53690 State Hwy. 30, Roxbury, NY 12474 and email at townclerk@roxburyny.com.
BE IT FURTHER RESOLVED, that the Town Board hereby directs the Town Clerk to file the required certificate with the Secretary of State informing him or her of the town’s designation and applicable time limitation for filing a notice of claim with the town on or before July 14, 2013.”
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
On motion of Edward Raeder second by Allen Hinkley the Town Board approved the destruction of certain Town records as follows:
| SARA # | Description of Record | Dates | SARA Yrs. |
|---|---|---|---|
| 2.594a | Tentative Tax Roll | 2007 | 5 years after filing |
| 23.634 | Handicapped Parking Permit App. (Permanent) | 1998-2009 | 3 years after expiration |
| 23.634 | Handicapped Parking Permit App. (Temporary) | 1998-2009 | 3 years after expiration |
| 5.349 | Highway Time Book | 1952 | 6 years |
| 5.349 | Highway Time Book | 1969-1975 | 6 years |
AYES – 5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board approved the destruction of certain Town equipment as follows:
| Description | Model # | Serial # | Reason |
|---|---|---|---|
| Canon PC430 Copier | STP32039 | Doesn’t copy-too old | |
| to get parts to fix |
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
Discussion took place on the Computer Use Policy adopted by the Town Board on June 10, 2013. The Town Clerk expressed concerns that the Town Clerk should not be the System Administrator.
RESOLUTION #41 – REVISED COMPUTER USE POLICY
On motion of Carol Murray second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, the Town Board of the Town of Roxbury adopted a policy on June 10, 2013 governing the Town’s employees, authorized volunteers and contractors with regard to the use of the Town’s computers, electronic mail (e-mail) system and Internet access; and
WHEREAS, said policy named the Town Clerk as System Administrator; and
WHEREAS, it is the opinion of the Town Board that the System Administrator should be the Town Supervisor;
THEREFORE, NOW BE IT RESOLVED THAT: The Town Board of the Town of Roxbury hereby amends the Computer Use Policy to state that the Town Supervisor shall serve as the System Administrator.”
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
The Annual Report of Good Neighbor Fund has been filed with NYC DEP. The report is for the period 7/1/12-6/30/13.
A letter was received from Cheryl McGinnis resigning as School Crossing Guard effective June 12, 2013.
RESOLUTION #42 – PARKS CLERK
On motion of Gene Cronk second by Carol Murray the following resolution was offered and adopted:
“WHEREAS, Karina Walker has resigned her position as Community Resource/Parks clerk effective July 7, 2013;
NOW, THEREFORE BE IT RESOLVED the Town Board, Town of Roxbury approves the hiring of Katie Camillone as Community Resource/ Parks effective immediately; and
BE IT FURTHER RESOLVED payment for time worked shall be made by reimbursement to the M-ARK Project Inc. where she is also employed.”
AYES – 5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS – 0
The August 12, 2013 regular meeting of the Town Board will be held at the Grand Gorge Civic Center at 7:30 pm.
The Personnel Committee will meet with Ken Ritzenburg of Young & Sommer to discuss updating the Employee handbook.
On motion of Gene Cronk second by Allen Hinkley the bills were audited and ordered paid in the following amounts:
| General #263-301 | $29,425.64 | Special Lights #9 | $26.10 |
|---|---|---|---|
| Highway #132-154 | $212,379.93 | Capital Projects: | |
| Roxbury Water #46-56 | $4,084.46 | Kirkside Park Prog. #201 | $70.00 |
| Grand Gorge Water #50-62 | $34,811.19 | Kirkside Park Construct. #202 | $18,500.00 |
| Denver Water #46-54 | $2,013.99 | Lake St Construct #203-204 | $7,409.50 |
| Roxbury Sewer #54-61 | $26,777.13 | HUD Program #205 | $2000.00 |
| Denver Sewer #59-70 | $28,554.26 | Comp Plan #206 | $275.80 |
AYES – 5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0
On motion of Carol Murray second by Edward Raeder the meeting adjourned at 8:32 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, Councilwoman
NOTICE — Planning Board Meeting Cancelled
The regular monthly meeting of the Town of Roxbury Planning Board scheduled for July 17, 2013, has been canceled.
The next regular meeting of the Planning Board will be held August 21, 2013, at 7:30 pm at the Town Hall.
Joseph Farleigh, Chairman
Roxbury Planning Board
Dated: July 17, 2013
NOTICE — Retirement Reporting
RETIREMENT REPORTING
On motion of Carol Murray second by Edward Raeder the following resolution was offered and adopted:
BE IT RESOLVED, that the Town of Roxbury hereby establishes the following as standard work days for elected and appointed officials and will report the following days worked to the New York State and Local Employee’s Retirement System based on the record of activities maintained and submitted by these officials to the clerk of this body,
ELECTED OFFICIALS:
| Title | Name | Standard Work Day (Hours/Day) |
Term Begins/Ends |
Employer Record of Time Worked (Y/N) |
Days Per Month (based on record of Activities) |
|---|---|---|---|---|---|
| Tax Collector | Joan Moore | 8 | 1/1/12-12/31/13 | N | 7 |
| Justice | Wayne R. Pebler | 8 | 1/1/10-12/31/13 | N | 5.25 |
| Justice | Heather Gockel | 8 | 1/1/13-12/31/16 | N | .5 |
| Supt. of Highways | Stephen A. Schuman | 8 | 1/1/12-12/31/15 | N | 24.9 |
| Town Clerk | Diane L. Pickett | 8 | 1/1/12-12/31/15 | N | 22.17 |
| Councilman | Allen Hinkley | 8 | 1/1/10-12/31/13 | N | .5 |
APPOINTED OFFICIALS:
| Bookkeeper/Dpty. Town Clerk #1/Budget Officer/Dpty. Registrar | Carolynn Faraci | 8 | 1/1/12-12/31/12 | Y | |
|---|---|---|---|---|---|
| Assessor Clerk | Stephanie Seminara | 8 | 1/1/12-12/31/12 | Y | |
| Building Inspector | William Walcutt | 8 | 1/1/13/12/31/13 | To be by NYS |
determined Retirement |
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
ABSTAIN – 0
On this 8th day of July, 2013
Diane Pickett, Town Clerk Date Enacted: July 8, 2013
I, Diane Pickett, Clerk of the governing board of the Town of Roxbury of the State of New York do hereby certify that I have compared the forgoing with the original resolution passed by such board, at a legally convened meeting held on the 8th day of July, 2013 on file as part of the minutes of such meeting, and that same is a true copy thereof and whole of such original.
I further certify that the full board consists of 5 members
and that 5 of such members were present at such meeting
and that 5 of such members voted in favor of the above resolution.
IN WITNESS WHEREOF, I have hereunto set my hand and the seal of the Town of Roxbury.
7/8/13
Diane Pickett, Town Clerk Date
(seal)
Town Board Agenda — July 8, 2013
ROXBURY TOWN BOARD
Regular Meeting
July 8, 2013
Town Hall
7:30 pm
Call To Order: Regular Meeting
Minutes: June 10th Regular meeting
Requests to Speak: Carol O’Beirne – East Branch Recreation Project
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 Board has reviewed current Employee Handbook (and approves or changes needed)
Resolution – Town Clerk monthly Report for June 2013
Resolution – Supervisor’s monthly Report for April 2013
Resolution – Supervisor’s monthly report for May 2013
Resolution – Assessor’s monthly report for June 2013
Resolution – Building Inspector monthly report
Resolution – monthly water receipts report for June 2013 (Denver-GG-Roxb)
Resolution – Justice Court monthly report for April 2013
Resolution – Justice Court monthly report for May 2013
Resolution – Retirement reporting days
Resolution – approve Tax Collector report for 2013 property taxes
Resolution – appoint 5 person review committee for the CDBG housing program
Resolution – Uniform Notice of Claim (optional to serve to Secretary of State)
Resolution – PERM 1 Undertaking in lieu of PERM 17 Form for NYS DOT highway work permit
Resolution – Records Destruction list
Resolution – Equipment Destruction List
Annual Report of Good Neighbor Fund filed with NYC DEP
School Crossing Guard resignation effective 6/12/13
REMINDER – August 12th meeting is at the Grand Gorge Civic Center at 7:30 pm
ONGOING ISSUES
Truck lawsuit status
FEMA update – 2 large roads waiting for FEMA final payment (Shepard Lane & S. Montgomery Hlw)
