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HomeMy WebLinkAbout04-09-2015 Town Board Meeting Minutes ApprovedTown of Virgil Regular Meeting 04/09/2015 1 TOWN OF VIRGIL REGULAR MEETING April 09TH 2015 PRESENT: Supervisor John Kaminski, Board Members Dale Taylor, Eric Snow, Jereme Stiles and Matthew Denniston, Attorney Patrick Snyder Esq., Town Clerk/Collector Alane Van Donsel, Doug Withy W20perators, Derek Withy W2operators, David Coish Yaws Environmental, Craig Umbehauer (Did not Sign Attendance Sheet) John Morse Highway Superintendent, Rick Horner Asst. Highway Superintendant, Wes Kryger Greek Peak, Christine Applegate, Dan Haynes, Judy and Dan Klessig. 7:00 PM – TOWN HALL MEETING: Bob Granger President of Eastern Energy Solutions did a presentation on upgrading the town hall to more efficient lighting. He said that now the town hall and highway garage have fluorescent bulbs and he would recommended swapping out these fixtures for LED’s. He said the town hall has 31 fixtures with fluorescent bulbs. LED’s are much more efficient pulling only 38 watts, as opposed to fluorescents that use 107 watts. They cost much less to maintain and have 10 year or 100,000 life hours. Granger said that there would be a 59% reduction in energy consumption and there would be a savings realized by having much lower maintenance costs. There are grants available up to $1000.00 and the upfront load cost would be $2019.00. This upgrade would realize an annual savings of $538.00 a year with a pay back in 3½ to 4 years which would be 28% return on investment. Granger also said that the town could possibly save money on their electric supply. He knows of a broker who has been in business for 35 years. He said that it doesn’t cost anything to talk to him. Supervisor Kaminski said that the town just changed suppliers and the cost went down one cent per kilowatt with a 25% rebate a year. Member Stiles said he would like the board to talk to the broker. Kaminski said that he got the rate down to .08 cents a kilowatt with a rebate. He said because we are not residential we have to pay a commercial rate. Granger said that the delivery charge is very high as well, but that might be a National Grid issue. Member Taylor asked the board if they had any further questions for Granger. Granger said he was going to send a proposal for the Virgil Highway garage to the Virgil Town Clerk, who will forward it on to the board. 7:30 PM – THE REGULAR MEETING WAS CALLED TO ORDER Supervisor Kaminski called the meeting to order, followed by the salute to the flag. RESOLUTION# 14-055 APPROVAL OF MINUTES Draft of Town Board Regular Meeting Minutes dated March 12th, 2015: Board member Taylor moved to approve the minutes of the March 12th 2015 as presented. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None Draft of Special Town Board Meeting dated March 26, 2015: Board member Stiles moved to approve the minutes of the March 26th 2015 Special Town Board Meeting as presented. The motion was seconded by Member Snow. Vote: Ayes- Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None RESOLUTION# 14-056 AUTHORIZATION TO PAY BILLS GENERAL FUND: Member Taylor moved to approve payment of the General Fund audited vouchers numbered 61-84 in the amended amount of $13,848.89 removing voucher # 71 for American Bankers Insurance Company for flood insurance for the maintenance building that Greek Peak is renting. The board wanted to check and see if both parties were paying this bill. The motion was seconded by Member Denniston. Vote: Ayes-Members Taylor, Snow, Stiles, Denniston and Kaminski. Nays-None HIGHWAY FUND: Member Taylor questioned Superintendent John Morse regarding some bills. Member Taylor moved to approve payment of the Highway Fund audited vouchers numbered 1083-1106, in the amount of $16,376.24. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Stiles and Denniston Kaminski. Nays-None. SEWER DISTRICT #1: Member Taylor moved to approve payment of the Sewer District #1 audited vouchers numbered 2030-2040 in the amount of $ 13,339.95. 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 audited vouchers numbered 3020-3023, In the Amount of $4,537.43. Member Snow seconded the motion. Vote: Ayes-Members Taylor, Snow, Stiles and Denniston Kaminski. Nays-None MONTHLY REPORTS SUPERVISOR’S MONTHLY REPORT: Member Taylor moved to accept the Supervisor’s Monthly Report in short form for March 2015. Member Taylor said that the board authorized the bookkeeper access to online banking so that they could receive long form reports. Supervisor Kaminski said that Nourse found an error in the January report, so she was unable to complete the report in long form. She will be presenting January, February and March reports in long form next Town of Virgil Regular Meeting 04/09/2015 2 month. Member Snow seconded the motion Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays- None TOWN CLERK’S MONTHLY REPORT: Member Stiles moved to accept the Town Clerk’s Monthly Report as presented for March 2015. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None SEWER DISTRICT OPERATIONS REPORT: David Coish of Yaws Environmental Process Control, Inc. submitted a written report and reported that everything looked good at the sewer plant/. He said he gave the board extra copies of the GIS maps, as well as a USB drive with the maps on it. QGIF will be next month and they will be able to add man holes. Member Taylor asked Coish about a manhole cover on Kypriotis Drive that has water running around it. Coish said he would check on it. Superintendent Morse said that it has always been that way. Taylor said it was deep. Member Stiles made a motion to accept the Sewer Districts report. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None WATER DISTRICT OPERATIONS REPORT: A written report was submitted for W2Operators. Doug Withy reported that everything was running smoothly. Member Stiles made a motion to accept the Water Districts report. The motion was seconded by Member Denniston. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None ANIMAL CONTROL OFFICER’S REPORT: A written report was submitted by Lindsay Anderson of Country Acres Pet Services from Homer, NY. Member Stiles motioned to accept the Animal control Officers report. Member Denniston seconded the motion. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None CODE ENFORCEMENT AND ZONING OFFICERS REPORT: A written codes report was submitted by Code and Zoning Officer Craig Umbehauer. Member Taylor asked Umbehauer if a solar array is installed, does he have to inspect it. Umbehauer said yes, but it’s mostly an electrical inspection. He had been meaning to call Taylor back, but he has a bad habit of not calling people back. Taylor asked if he should let Umbehauer know when the array shows up. Umbehauer said yes. Member Stiles motioned to accept the Code and Zoning Officers report. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None COUNTY LEGISLATOR’S REPORT: A written report was submitted by Sandy Price this month. Price reported that Karen Spafford has been chosen as the director of the Real Property Tax Office. She reported that the Legislature passed a resolution to allow work to begin on Little York Lake Dam. Various other resolutions were passed regarding snow and ice removal. Price also reported that a committee has been set up to interview candidates for the Budget Officer position. VIRGIL YOUTH COMMISSION REPORT: There was no Virgil Youth Commission Report. HOPE LAKE OPERATIONS REPORT: Wes Kryger said that he called Craig Umbehauer regarding the Hope Lake Park Committee, but hasn’t heard back. He didn’t anticipate any major changes this year. There are some capital items he feels needs to be purchased for the park. He said there is a need for beach sand. Member Stiles asked if Greek Peak has flood insurance on the maintenance building. Kryger said that they only have insurance on the contents. Taylor was then concerned about the insurance on the building and thought that maybe the Town is required to have insurance on the building, as it’s in a flood plane. Kaminski asked Taylor to find out about that. Kryger said that most of the snow is melted, but people cannot walk all the way around the lake yet. He said the Nordic Center is closed for the season. Member Dale Taylor motioned to accept the Hope Lake Operations oral report. Member Snow seconded the motion. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None HIGHWAY SUPERINTENDENTS REPORT: Supervisor Kaminski asked Superintendent John Morse if they have gone to summer hours yet. Morse said that they will be this week. Taylor asked about the big pile of sand at the highway garage. Morse said it’s the counties and he thought they will be doing some work on West State Rd. this summer. Taylor asked what the status was with one of the Highway Employees. Kaminski said that his workman’s compensation has run out and that he will be going on disability, but the Town has to keep his job open for one year. He said in the private sector it’s only six months, but because this is a government job, it needs to remain open for one year. Taylor said that he sees that Ron Stanley has given his formal retirement letter. Taylor asked if Aaron was still a temporary employee. Morse said that he will probably step right in when Stanley retires. He has all the qualifications to do the job. Kaminski said that the job still needs to be posted and interviews done. Kaminski said that Morse will do the interviews and will make the final decision on who is hired. E-MAIL FROM CHESAPEAKE ENERGY CORPORATION: Superintendent Kaminski mentioned the board received an E-mail from Eric Haskins Regulatory Operations Manager-Appalachia North, Chesapeake Energy Corporation. Kaminski said Town of Virgil Regular Meeting 04/09/2015 3 that the well on Page Green well is being plugged and he wanted the public to know that was what was going on. Community Member Chris Applegate said she thought it was already plugged. Kaminski said that the DEC stopped the operation for some reason last time and now they are finishing the job. OLD BUSINESS WEEKS ENGINEERING- EXPANSION TO TOWN HALL FLOOR PLANS: At this point the project is on hold to see if there are any petitions submitted against the project. Supervisor Kaminski said that there are more ideas for plans if anyone wants to look at them. OPEN BIDS FOR EJECTOR TRAILER: There was only one bid submitted for the Ejection Trailer for the Virgil Transfer Station. Member Jereme Stiles opened the bid which was submitted by Tracey Road Equipment. Stiles read the bid out load. One new and unused J&J SPO Transfer Trailer, which meets or exceeds the general intent of the specifications, set forth by the Town of Virgil relating to a 75 cu yd Self Contained Power Unit Transfer Trailer, bid Price of $97,836.00. Member Taylor asked if it was the same size as the existing trailer. Superintendent Morse said yes. Supervisor Kaminski said he thought the Town had $105,000 set aside for the trailer. Taylor said that there is $158,997.35 in that account, so the town can pay cash for it. Stiles asked if Morse had any idea when the trailer will be delivered, he thought it was usually about three months. It was asked of Attorney Snyder if there would have to be a Permissive Referendum to use the money out of reserves. Snyder said that there wouldn’t have to be a Public Referendum, but he was wondering if there was a public Hearing when the reserve was set up. Member Taylor said that the board will have to look back in time to see if a Public Hearing was done or they will have to do one in the future. RESOLUTION #15-057 SET PUBLIC HEARING DATE FOR USING RESERVE FUNDS FOR TRANSFER STATION EJECTION TRAILER: Member Stiles made a motion to set a Public Hearing date for May 14th 2015 at 7:00 PM to discuss using money out of the Transfer Reserve fund. The motion was seconded by Member Snow. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None ASSESSOR AGREEMENT: A copy of an agreement was given to the board for the Assessor position. Member Taylor asked if there was any discussion on pay. Member Stiles said no, but there were some concerns about the hours. Taylor said that there is someone in the office Monday through Friday from 9:00Am to 12:30 PM. He said there were two women working in the office, but one has decided to move on and the other is having some health concerns. Taylor said he will be going to a meeting to decide what to do now. Supervisor Kaminski asked what the board would like to do about the agreement. Taylor said that the time is to be split up between Virgil, Homer and The City of Cortland. Because Cortland is the biggest they will get the most time. The time spilt will be 20-20-60. So if you take a forty hour week that would mean, 8 hours a week for Virgil, 8 hours for Homer and 24 hours for the City. Board members were wondering if the Homer Town Board made a decision. Attorney Snyder said that they tabled it last night, but he said the hours weren’t going to be an issue there. Taylor said that he was going to talk to Assessor Deal tomorrow. Town Clerk Van Donsel said she was concerned because some of the paper work she collected had been misplaced. She felt responsible for these applications and is concerned. Taylor said she shouldn’t have had to collect any papers. Van Donsel said that she was only doing what she was told to do and that there was no other choice at the time, as the former Assessor retired. Taylor said that part of the problem was that the City had a ton of paperwork and they had to go through it all. A lot of it wasn’t necessary and was shredded. This item was tabled. FINANCING OF NEW DUMP TRUCK WITH SNOW PLOW PACKAGE: Supervisor Kaminski said that the board had a chance to talk to the town’s bookkeeper Gina Nourse to get an idea where the town stood on funds. Member Taylor said that he talked to Nourse and that there is approximately $91,000 in surplus plus the board talked about selling the 1994 truck. Highway Superintendent John Morse said that the 1994 would only bring about $6,000-$7,000 with the plow. Taylor said it’s probably worth more in scrap. Morse felt it was worth more to keep in here than to sell it. He said it won’t be used that much, but it would be nice to have a spare. However he said if the board wants to sell, then it can be sold. Member Stiles asked if it can be put on Auctions International just to see what it brings. Taylor asked if the plow can be used on any of the other trucks. He also wondered what that older truck would be used for, wondering if it would be good to haul gravel. Morse said the box is in decent shape, but that salt eats everything and it has a lot of miles on it. Taylor wondered if the truck should be put on Auctions International to see if they could get at least $20,000 for it. Morse said there is no fee to list anything, but felt it would be better to list it in September. Taylor pointed out that the report the Nourse gave said ten years, and what the board discussed was a five year loan. Morse said the truck will be in within the next two weeks and the plow within a month. Taylor wondered if they had 30 days to pay for it. Morse said the Town doesn’t have to pay until they are in possession of it. Kaminski redirected the board and saying they need to vote on financing. Member Snow asked if it was for $50,000. Member Denniston said he wanted to make sure the bond was for 5 years with a no prepayment penalty. Town of Virgil Regular Meeting 04/09/2015 4 RESOLUTION #15-058 APPROVING BONDING FROM 1ST NATIONAL BANK: Member Stiles motioned for the town to take out a bond in the amount of $50,000 for a five year term with the option to pay back the loan early without penalty at an interest rate of 2.75% from 1st National bank of Dryden. The motion was seconded by Member Snow. Vote: Ayes Members Taylor, Snow, Stiles and Kaminski. Nays: None. Abstain: Denniston RESOLUTION #15-059 TEMPORARY EMPLOYEE JOB DESCRIPTION: Member Taylor Motioned to accept the employee Job description for a Heavy Equipment Operator for the Town of Virgil. It was noted that he word Temporary will be added. The motion was seconded by Member Denniston. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays-None NEW BUSINESS TRANSFER STATION ATTENDANT: Supervisor Kaminski said that Leonard resigned and the town needs to hire someone to help Bo. Highway Superintendent Morse said that he has two men interested. Both are retired. One has a class one license and he can help Bo more, so we don’t have to pay him overtime. Member Taylor asked if he would help with mowing. Morse said yes. Morse said right now they are hauling three trailers a week. Taylor asked if Bo is concerned about losing the overtime. Morse said no. Member Stiles asked if a job description could be written for that position. Kaminski asked if Bo will be ok by himself for the next 30 days until the next board meeting. Morse said no, he really needs someone now that spring is here he’s going to get really busy. Kaminski said that the position needs to be advertized and they will work on a job description. Taylor felt that Bo should be involved with the decision on who to hire. Taylor wondered what the pay scale will be. It was determined that the pay will be the same as last attendant for now. Morse said that he will conduct interviews; the position will be approximately 17 hours a week. NEW COURT BAILIFF: Supervisor Kaminski said that the current Bailiff has stepped aside. He wanted the board to be aware that Judge Elston will notify them within the next week as to who the new Bailiff will be. EQUIPMENT REPLACEMENT FOR VIRGIL HIGHWAY DEPARTMENT: Superintendent Morse said he is looking to replace a tractor at the highway department. He said he is looking at replacing it with a skid steer loader. He is looking at a used one for $15,000 or less. He feels it would last approximately 20 years. Member Stiles asked how it would be moved around. Morse said he will be looking for a trailer. He said he does have access to one from others towns. Member Taylor asked about sweeping intersections and he was wondering why they wouldn’t use the sweeper. Morse said that the skid steer would not be run a lot, approximately only an hour a week. ELECTRONIC RECORDS CONVERSION- DISCUSSION: Town Clerk Van Donsel was asked to look into finding out about converting the Towns records into digital records. Van Donsel submitted a written report to the board. She contacted a few companies and found out that there are grants out there; however that it would be too late for this year. Also some records can be converted, but there are still some records that need to be kept in paper form. Also there are concerns about advancements in technology and keeping up with it. So there needs to be more discussion on this. This summer she plans on doing a records inventory and in the process shredding some records that do not need to keep according to a MU-1 Records Retention and Disposition Schedule. Some further discussion took place. Supervisor Kaminski said that some members of the community requested that the board look into getting a PA system in the board room, as it is sometimes difficult for members of the audience to hear what is being said by the board. Supervisor Kaminski said he would look into it. Supervisor Kaminski said that Member Stiles looked into a price to replace the roof at the Virgil Highway Garage. Member Stiles said that the Town would have to pay the prevailing wage and that it would cost approximately $150,000 to $160,000 thousand dollars. Kaminski said that three years ago there was a repair to the roof that cost $5600. Stiles said that there were six spots that were patched. He said that there are 6’ by 8’ foot holes that were patched, but that there are leaks all over the roof now. Superintendent Morse said that when the metal roof was replaced it was never painted, so now it’s all rusted. Stiles said that it’s a very low pitched roof and that snow and ice get under it. He would recommend replacing it with a rubber membrane. He said that if they don’t the same issues will continue due to condensation. He said that rubber doesn’t condensate. He was asked if the company he spoke with would have a manufacturer’s warranty. Stiles said he didn’t get into details, as he was merely asked to get an idea about cost. Kaminski said he would like to consider the roof when talking about the addition. He feels that it would be a wise move to replace the roof. Stiles said it’s going to pay for itself. Member Taylor said that the company that spoke earlier Eastern Energy Solutions will be looking at changing the Highway Garage to LED’s, so he wanted the board to know that they may look at that next month. President Bob Granger said he was going to mail the report to the Town Clerk and she will forward it onto the board. Attorney Pat Snyder said that Al Kryger from Greek Peak contacted him regarding concerns about property lines at the water tank. He said that National Grid wants a boundary line agreement. He said that the agreement would give the Town another 29 feet. He didn’t see why the Town shouldn’t sign the agreement. He sad at this point it is very preliminary and there is no need to take any action. Snyder said he will keep the board informed. Member Stiles asked Town of Virgil Regular Meeting 04/09/2015 5 Snyder if he followed up with FEHER rubbish removal. Snyder said he sent them a letter and that he will contact them again. He didn’t think there was any reason to be concerned. Town Council Member Stiles requested an executive session. In accordance with Public Officers Law Section 96, subdivision 1, Supervisor Kaminski’ called for an executive session at 9:05 pm to discuss the medical, financial, credit or employment history of a particular person. Motioned by Member Stiles, Seconded by Member Denniston Vote: Ayes: Member Taylor, Snow, Denniston, Stiles and Kaminski Nays: None A motion was made by Member Stiles at 9:25 pm to return to the regular meeting, Seconded by Member Denniston. Vote: Ayes: Member Taylor, Snow, Denniston, Stiles and Kaminski Nays: None With no further business to discuss, Member Stiles moved to adjourn the regular meeting at 9:30 P.M., Member Snow seconded the Motion. Vote: Ayes-Members Taylor, Snow, Denniston, Stiles and Kaminski. Nays: None. Respectfully Submitted by, Alane Van Donsel, Virgil Town Clerk