Loading...
HomeMy WebLinkAbout01-08-2015 Town Board Meeting Minutes ApprovedTown of Virgil Regular Meeting 1/08/2015 1 TOWN OF VIRGIL REGULAR MEETING JANUARY 08TH, 2015 PRESENT: Supervisor John Kaminski, Board Members Dale Taylor, Eric Snow, and Jereme Stiles, Matt Denniston, Attorney for the Town Pat Snyder, Town Clerk/Collector Alane Van Donsel, Bookkeeper Gina Nourse, Highway Superintendent John Morse, Deputy Highway Superintendent Rick Horner, Code and Zoning Officer Craig Umbehauer (didn’t sign the Attendance sheet) Doug Withy W20, David Coish Yaws Environmental, Bob and Chris Applegate, and Ann Howe. 7:30 PM – THE REGULAR MEETING WAS CALLED TO ORDER RESOLUTION# 15-026 APPROVAL OF MINUTES Draft of Board Meeting Minutes dated December 11, 2014: Member Taylor moved to approve the minutes of the December 12th 2014. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, and Kaminski. Nays-None. Abstain: Denniston. RESOLUTION# 15-027 AUTHORIZATION TO PAY BILLS GENERAL FUND: Member Taylor moved to approve payment of the General Fund vouchers numbered 1-19 in the amount of $12,293.39. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays- None. HIGHWAY FUND: Member Taylor moved to approve payment of the Highway Fund vouchers numbered 1001-1026 in the amount of $22,261.15. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays- None. SEWER DISTRICT #1: Member Taylor moved to approve payment of the Sewer District #1 vouchers numbered 2001-2010 in the amount of $7,869.28. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. WATER DISTRICT #1: Member Taylor moved to approve payment of the Water District #1 vouchers 3001-3007 in the amount of $4,917.76. Member Snow seconded the motion. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. MONTHLY REPORTS SUPERVISOR’S MONTHLY REPORT: Member Taylor moved to accept the Supervisor’s Monthly Report for December 2014. Member Snow seconded the motion. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. TOWN CLERK’S MONTHLY REPORT: Member Stiles moved to accept the Town Clerk’s Monthly Report for December 2014. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles and Kaminski. Nays-None. TOWN CLERK’S ANNUAL REPORT: Member Taylor moved to accept the Town Clerk’s Annual Report for the calendar year 2014. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. SEWER DISTRICT OPERATIONS REPORT: A written report was submitted by Dave Coish of YAWS Environmental. Coish also provided and oral report as well. Coish reported that the Wastewater treatment plant is operating well within its parameters. Work in progress includes, performing preventative maintenance on equipment, flushing sewer lines have been completed. Finishing yearend sludge report. A full copy of the report is on file with the Virgil Town Clerk. Coish said that they are getting ready to pull wire. Member Taylor asked of the ditch freezes in the winter. Coish said it does freeze. Member Taylor moved to accept the Sewer District Report . The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. Town of Virgil Regular Meeting 1/08/2015 2 WATER DISTRICT OPERATIONS REPORT: A written report was Emailed by Doug Withey from W2Operator Training Group. An oral report was given by Brian Withey as well. Withey reported that things were running smoothly. Member Stiles asked Withey if he knew where all the water was coming from up at the condo’s at Greek Peak. Stiles said the ground is saturated with water with chlorine residual. He said it doesn’t make sense. Withey said that sometimes brine can be read to be chlorine and he’s wondering if they are reading salt as chlorine. Withey said that if there was a leak, they would know about it, but there are no signs of leaks. He said everything is pumping as normal. He figured it was probably a drainage concern. He said that he felt the drainage issue got worse after the gas lines were put in. Withey said that they will be painting the pipes in the pump house and also the floor. He said winter is the best time to do it, because the pipes aren’t Sweating. ANIMAL CONTROL OFFICER’S REPORT: There was no Animal Controls Officer Report submitted this month. CODE ENFORCEMENT OFFICERS REPORT: A written report was submitted by Code and Zonning Officer Craig Umbehauer. Some discussion took place regarding an inspection that took place at the DelVecchio’s place. Umbehauer was concerned because there are four kitchens and for service panels for each two family living area. Umbehauer said it’s only zoned to be one to three family homes. Member Snow asked what was going on with the Stevens situation. Umbehauer said that a court date is set for January 13th. Umbehauer also said that Rice moved the camping trailer. Member Stiles moved, seconded by Member Taylor, to accept the Building and Zoning Department Monthly Report for December 2104. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. COUNTY LEGISLATOR’S REPORT: Sandy Price was not able to attend the meeting. VIRGIL YOUTH COMMISSION REPORT: Youth Commission Director Sandy Price was unable to attend the meeting. HOPE LAKE OPERATIONS REPORT: Wes Kryger said that There had been many requests that the park allows fat tire bike trails. He knows that the Town has a no bike rule, but he was wondering if the board would be willing to allow these types of bikes from November 1st to April 1st. Member Taylor was concerned that the tires might tear up the turf when the ground is soft. Kryger said that is why they were only going to allow the bikes on the trails when the ground is frozen. He said they would only be using a portion of the park. The tails will be within and without the Nordic center as well as on the trails where the motor cross races took place. Kryger said that their insurance would cover any liabilities. RESOLUTION #15-028 APPROVE THE USE OF FAT TIRE BIKES AT HOPE LAKE PARK: Member Stiles motioned to allow non-motorized fat tire bikes at Hope Lake Park from Nov. 1st to April 1st. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. HIGHWAY SUPERINTENDENTS REPORT: Supervisor Kaminski stated that the Town board has to look over a requirement from the state regarding drug and alcohol testing. Kaminski said the town currently does not have this is place. Member Taylor asked Highway Superintendant John Morse how the Highway department mixes sand and salt? Morse stated that they mix it with a bucket loader using approximately 10 to 15 percent sand to 90 to 85 percent salt. Morse said that Cortlandville uses more sand then Virgil and that they also use a green additive. Member Stiles asked how much salt the Town has used so far. Morse said that the town has use sixty present of this year’s allotment because of the up and down fluctuation in the temperature and because of the way the roads are. Morse offered to have a board member ride with a driver to see what it’s like to salt, sand and plow Virgil Roads. Member Taylor said he would like to take him up on that offer. OLD BUSINESS UPDATE ON NEW TOWN ASSESSOR: Supervisor Kaminski said that he and Member Taylor have been meeting with the Towns of Taylor, Homer and the City of Cortland to try and find an Assessor who would be willing to share this service between all these entities. Taylor said that between the city and the Towns, the Assessor David Briggs made approximately $143,000.00 a year. Taylor said they had a meeting in Homer and that they interviewed four candidates for the position. He said there were some very qualified people who applied, however there was no decision made. Member Stiles asked how this process was working and Town of Virgil Regular Meeting 1/08/2015 3 wondered if other board members will be able to have a say in who is hired. Taylor said that they would like to have someone in place by February 15th in order to get all the exemptions logged in by May. Taylor didn’t feel that time was an issue. An ad was placed on the NYS Assessors web site and this could potentially cause another round of interviews. Stiles was still concerned how the final decision will be made and if the Town board will have final say. Stiles said he would like more information because he feels that the board has to rely on what is being relayed to them and he didn’t agree with that. Member Snow asked if Scott Snyder was still in the running? Taylor said yes, no decision has been made yet. Basically it’s all coming down to money, as Snyder really doesn’t need to make a move from where he is, but if he gets paid enough he would. Taylor said that Fitts assessed Virgil in the past and would be willing to do the job for $104,000.00 a year and would pay all his office staff and require no health insurance. Taylor thought he would be good, if he was able to mentor someone. Taylor said the office will be located in Homer. Taylor said everyone really liked Stephanie a lot, she was very sharp and computer savvy. Town Clerk Van Donsel wanted to make the board aware that the Clerk’s office has sent out all the STAR, Enhanced STAR, Aged Exemptions and Agriculture Exemption forms. The Clerk had to call the Cortlandville Assessor’s secretary to find out what to do. The secretary was very nice and accommodating and sent her example letters to mail. Now the Clerk’s office is collecting all these applications and receiving many questions about exemptions. The office is doing the best they can to answer the questions, but she wants to make it known that it has put a higher level of pressue on the office, especially because it’s tax collecting season. UPDATE ON CREEK RECLAMATION: Supervisor Kaminski said that he ad Member Taylor met with Jim Suozzo and he wanted to let the board know that he does want to purchase the sand filters. He also said that they received a grant package from the State that is approximately fifty pages long. The paperwork needs to be submitted to the State and they the work needs to commence by June 15, 2015. Cedarwood Engineering Services PLLC has submitted a proposal not to exceed $25,000.00 for all engineering costs. Services will include the design of the bridge and oversight of the project. Member Stiles asked if they were going to act as the General Contractor as well. Kaminski said, yes, that they would be working as the Clerk of the Works. All of the construction work is going to be bid out. Cedarwood will prepare all the documentation for the bids. The board will approve all the bids and the bid specs. Kaminski said that there is a fifty to sixty page document that will be submitted by Cedarwood to the DEC. After the document is approved the town will go out to bid. He wanted to make the board aware that Jim Suozzo is planning on retiring soon and he will be turning over his business to his son and nephew, but that he plans on overseeing this project. Attorney Pat Snyder confirmed that this is considered a Request for proposal and conforms to the Towns procurement policy. RESOLUTION#15- 029 ACCEPTANCE OF RFP FROM CEEDERWOOD ENGINEERING: Member Taylor motioned to accept Cedarwood Engineering Services PLLC proposal for engineering services on the Creek Reclamation project not to exceed $25,000.00. Member Snow seconded the motion. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. CREDIT CARD COLLECTIONS FOR TOWN CLERK: This item was tabled, as the Town Clerk has not been able to have time to get the paperwork in order, due to it being Tax collecting season. REPORT ON MEETING WITH INSURANCE COMPANY: Supervisor Kaminski stated that it was time for the Town to do an in house bid on insurance to get the best rates for the town. He said that Bailey Place insurance has multiple companies that they deal with and that they will be shopping around to get the best price. Member Stiles asked if this is done yearly. Member Taylor said that it’s usually done by April first, as that is the renewal date. NEW BUSINESS RESOLUTION#15-30 AUDIT OF TOWN CLERK’S BOOKS: At this time the Virgil Town Board, while still remaining in session audited the Town Clerk’s books. The board looked over the Town Clerk’s book. At this time they signed the 2014 Tax Collections Account books. Town Clerk Van Donsel informed the board that the Town’s Clerk account has been over by $2500.00 since she started. She tried to go back and figure out why, but was unable to do so. Bookkeeper Gina Nourse said that Former Clerk Bonnie Hand told her the account was over as well, but she was unable to figure out why. Supervisor Kaminski said that he feels it would be prudent for the board to hire a Certified Public Accountant to come in to audit the books to figure out why they are over. Town Clerk Van Town of Virgil Regular Meeting 1/08/2015 4 Donsel wanted to make the board aware that the account balances each month, but it’s always over. Member Stiles said he didn’t feel comfortable signing the books until they know why it’s over. The DECALS account books were not signed as the December bank statements came late and due to this fact the Town Clerk business was not able to make sure the books balance. This will be done by the next board meeting. RESOLUTION #15-31 AUDIT OF TOWN SUPERVISORS BOOKS: At this time the Virgil Town Board, while still remaining in session audited and signed the Town Supervisors books. Member Taylor asked the bookkeeper Gina Nourse if there was anyone in the Town that could do her job, in case she was unable to do so. Nourse said not really. She said that the Deputy Clerk Bernadette Karam has been trained on payroll, so that she could run a payroll incase she was able to do so. Taylor said that there is a concern for all the Town’s that Nourse works for. Nourse said that she started training her son John Nourse, just in case something ever happened. RESOLUTION #15-032 AUDIT TOWN COURT’S BOOKS: On January 6th 2015 Supervisor John Kaminski and Board Member Dale Taylor met with Town Justice Scott Elston and an audit of the Town Justice’s books took place. Supervisor Kaminski stated that everything looked good with the Town Court’s books and that everything matched up. A motion was made by board member Taylor to accept the audit of the Town Court’s books and to send a copy of these minutes to the New York State Unified Court System, motion was seconded by member Snow. Vote: Ayes- Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays- None. RESOLUTION3 15-33 APPROVAL OF THE SALE OF A PICK UP TRUCK THROUGH ACTIONS INTERNATIONAL: Member Snow Motioned to accept the bid from Actions International for a 2005 Chevy Silverado 2500HD Pick Up Truck in the amount of $6700.00. The money from the sale is to be placed into the Highway Reserve Equipment Reserve Fund. The Motion was seconded by Member Taylor. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. UPDATE ON SOCAIL MEDIA POLICY FOR EMERGENCY PREPARDESDNESS: Town Clerk Van Donsel said that she spoke to Dave Denniston, who also attended the class on Social Media. Denniston said that he would be willing to be on the committee to set a policy. Attorney Pat Snyder also agreed to be on the committee. Van Donsel was hoping to get one more member on the committee and was hoping that a board member would be willing to serve. Matt Denniston said he would be willing to be on the committee. RESOLUTION 15# 34 ESTABLISH A BOARD POLICY FOR OVERPAYMENT OF TAXES: Supervisor Kaminski stated that sometimes people pay too much money on their taxes and that the board needs to come you with a policy on returning money. Town Clerk/ Tax Collector Van Donsel said that it’s sometimes pennies. Member Stiles said that we need to make sure that people pay the right amount. Van Donsel said that we do, when they come into the office, but this is when they are mailed in. Bookkeeper Gina Nourse said that other Towns have a policy that they return over payments of $5.00 or more. Member Taylor motioned that the Tax Collector return any over payment amount of Five dollars or more to the taxpayer. Member Snow seconded the motion. Vote: Ayes- Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None. RESOLUTION# 15-035 TRANSFER OF FUNDS: Bookkeeper Gina Nourse submitted a recommendation to the board dated January 9th, 2014, for the Transfer of funds into reserve accounts as follows: GENERAL FUND TO UNEMPLOYMENT RESERVE $500.00 HIGHWAY FUND TO EQUIPMENT RESERVE $10,000.00 HIGHWAY FUND TO UNEMPLOYMENT RESERVE $ 500.00 SEWER DISTRICT TO REPAIR RESERVE $14,000.00 WATER DISTRICT TO REPAIR RESERVE $10,000.00 A Motion was made by Member Taylor, transfers funds as recommended, Seconded by Member Stiles. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays- None Town of Virgil Regular Meeting 1/08/2015 5 Some further discussion took place. Member Taylor mentioned that he didn’t see anywhere on the Organizational agenda to set insurance rates for new hires. Taylor felt that new hires are getting a really good deal on insurance. Bookkeeper Gina Nourse stated that employees pay a capped amount plus increases and on a family plan they pay almost twenty percent.. Taylor was concerned because going forward health insurance is just going to increase. Taylor felt that new employees should pay more upfront and then they can earn lower insurance cost with longevity. If they stay ten years or more, perhaps they could get it lowered to 40 to 60 percent. Member Stiles said that it all depends on what salary you start at. He continued and said that it all has to do with what qualifications they have. For example if they have a class A license they should be paid accordingly. With no further business to discuss, Member Stiles Moved to adjourn the meeting at 9:35 P.M., Member Snow seconded the Motion. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays- None Respectfully Submitted by, Alane Van Donsel, Virgil Town Clerk Town of Virgil Regular Meeting 1/08/2015 6