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HomeMy WebLinkAboutM8598 DRAFT TOWN OF ENFIELD TOWN BOARD MEETING MINUTES WEDNESDAY, AUGUST 5TH, 1998 6;30 P.M. The regular monthly meeting of the Town Board of the Town of Enfield was held Wednesday, August 5th, 1998 at the Enfield Community Building, 182 Enfield Main Road, Ithaca, NY at 6:30 p.m. Supervisor Owens presiding. Present: Supervisor, Jean Owens; Town Councilman, Tom Drew; Town Councilman, Gary Fisher; Town Councilman Greg Stevenson; Town Councilman, Donald Lovelace, absent. Others present, Highway Superintendent, Ron Updike; Bookkeeper, Pat Podufalski; Town Clerk, Alice Laue. Pledge of Allegiance to the Flag - Supervisor Owens led the assemblage in the Pledge of Allegiance to the Flag. Privilege of the Floor - Peggy Hubbell asked if agenda could be out in advance so people could know what was coming up. Shirley Hubbell noted nothing on agenda for Law Enforcement Officer report which she asked for several months ago, specifically the junk car issue. How come we don’t have a report when people are asking for one. Councilman Stevenson stated he has spoken with Code Enforcement Officer, we need to determine exactly what sort of information we need and in what form we would like it in. Councilman Fisher - You specific complaint is, you are not seeing anything being done as far as junk cars are concerned? Shirley Hubbell - Right, everyone she has talked to feels this a problem in the town and nothing has been done. Each month nothing is reported being done. Councilman Fisher - Do you have a specific location or specific locations you are concerned about? Shirley Hubbell - Lots of them. Councilman Fisher - Where? Shirley Hubbell - I will put it in writing. Bambi Bowman - I feel that anybody receiving money for performing services for the town should account to the town on a regular basis as to what they are doing. Pat Dougherty - I was part of code, if there is going to be something in writing I would like to know what has been happening. Councilman Stevenson - If you have specific sites and you are willing to put them in writing I will forward them to Code Enforcement. Town Board Meeting Minutes 8-5-98 2 Approval of July 1st, 1998 Minutes - Additions/Corrections Highway Department (page 3) correct to read - 750’ of tile on both Griffin and Black Oak Road. Budget Transfers (page 4) A8810.4 Cemetery correct to A 8810.1 $1650.00. Correct A1990.4 to A1010.4 Contingency - Correct Cemetery Slurries to Cemetery Salaries. Correct word note to not. Financial Report (page 6) Add to sentence If you are spending Equipment Reserve it needs to be done by Board authorization, Board authorization needs to be recorded in Town Board Meeting minutes. Correct Town Boarad to Town Board. File Cabinet (page 7) Add Podufalski to Tony. Planning Board (page 8 - paragraph 3) Change words conjectiveness to airport to proximity to airport. Motion made by Councilman Drew, seconded by Councilman Stevenson that the Town Board of the Town of Enfield approve for adoption the July 1, 1998 regular Town Board Meeting minutes as amended. Discussion - Financial balance (page 6) Correct word need to needs. Vote: Supervisor Owens, yes; Town Councilman Drew, yes; Town Councilman Fisher, yes; Town Councilman Stevenson, yes. Town Councilman Lovelace, absent. Subordination of Diminishing Agreement Lien - Supervisor Owens presented Helen Wright, a HUD grant recipient’s request for a Subordination of Diminishing Agreement Lien to the Money Store for refinancing to the Town Board members. Councilman Drew noted the number of Subordination of Diminishing Agreement liens being presented, need of the Town Board to know what total amount of possible responsibility is, need of setting a ceiling now, that unless under a certain amount or under super dire circumstances, i.e. - roof caving in, that a Subordination of Diminishing Agreement lien not be granted. Town incurring more liabilities then able to provide for. Recommended tabling request for a month for more information. Board would like to see documentation of taxes due, foreclosure notice, copy of appraisal. Correspondence - Supervisor Owens reminded people of Town Meeting with Marty Luster on August 11th, 1998 at 7:00 p.m. at the Town Hall. Cornell Cooperative Extension’s letter of invitation to first annual Tompkins County Farm and City Day to held Saturday, August 15th, 1998 at the Lew-Lin Farm in Dryden. Town Board Meeting Minutes 8-5-98 3 Tompkins County Health Department letter from Stephen Maybee, in regards to septic problems incurred during summer camp. Supervisor Owens has contacted the state as requested by the Health Department. She spoke to Fred Testua, in the Department of Environmental Conservation. Supervisor Owens would like a meeting of board members with Mr. Testua to look at problem. Councilman Fisher commented - (1) Past two years Community Council contracted to have port a potties during summer camp to take care of this. (2) Second comment concerns the Community Building, he sees no reason that summer camp and other community activities could not use the school. Tompkins County Planning - Supervisor Owens reported that Karl Heck was not prepared to attend meeting, but submitted a written report on trailer replacement program with permanent housing. Councilman Drew has received numerous phone calls from people who found survey very offensive. He was asked if Board approved it and felt Boarad should have before it went out, people strongly opposed to and offended by information asked. Councilman Drew feels it was totally unprofessional to do survey without Board approval. Supervisor Owens stated she also had received phone calls. She looked at the survey and she didn’t see it from the prospective that people thought one of our aims was to eliminate their housing and requiring them to get modulars. Survey needed to be accompanied by some form of letter, she spoke to Karl Heck about this and he was in agreement. In a few weeks a letter of clarification to be sent to all individuals clarifying what the questions were about. Councilman Drew recommended that a strong letter of apology be also sent out. Councilman Stevenson - Cover letter inadequate, made people feel it was a compulsory program. Councilman Fisher - Bottom line. People living in this area don’t all have the same economic status. They try to do the best they can and who are we as a Town Board or the County, as a Planning Department, to come to them and say their homes are substandard. This was the approach of the whole program to begin with, anybody living in a mobile home was living in a substandard facility. Councilman Drew appreciates a program to help the people, but it should be totally voluntary. Town’s Planning Board needs to look at survey and approve it. Councilman Stevenson - An apology from Karl Heck’s office is in order and should be sent to everybody who got the survey. An explanation of the program being contemplated should also be sent. Letter needs to be clearly written and should have a tear off strip or post card they could return it interested in the program. Nothing sent without prior Board approval Town Board Meeting Minutes 8-5-98 4 Tompkins County Planning (cont’d) Supervisor Owens - 45 responses received. 266 surveys sent out. Councilman Fisher - Survey didn’t go to all mobile home owners in Town of Enfield, correct. Supervisor Owens - Survey supposedly to go to all owning a mobile home not in a trailer park. Committees Tompkins County Board Representative - Peter Meskill Talked about County budget process. Discussed new 11.4 million dollar radio system program County is looking into. Enfield Community Council - Joe Schehr *C.C. - Community Council In July, Community Council concentrated on two reconstructed and revitalized programs. Senior Citizens and Teen Program. C.C. luncheon for senior citizens is Tuesday, August 11th, 1998. Teen Program C. C. met with cooperative Extension. Cooperative Extension reported advertising completed early summer, 775 flyers produced and distributed. *C. I. T - Counselors In Training program being run successfully. Alicia Febo responded to Councilman Fisher’s previous comments regarding the septic system problem. Last year C. C. didn’t have port a potties, no problem. Two Septic problem not just summer camp. School not always available years ago had port a potties, seldom used. Advantages to having camp at Community Building. Use of pond, Grange Hall and playground. Camp going well - over 20 C. I. T’s, 101 campers, collected over $4,000.00 this year. Enfield Fire Department - Roy Barriere Distributed second quarterly report. Roy reported the passing away of Fire Company life member George Palmer. Highway Department -Highway Superintendent Updike Highway Superintendent Updike asked for an amendment to the 1998 Highway budget so he can use the Multi-modal money. Program adminstered same as Chips program, where we buy the services and are then reimbursed. Presently Chips expenditure line is under DA5112.2, Superintendentt Updike would like to create a new line, DA5112.21 with Chips money of $51,730.00. Create another new line, DA5112.22 with Multi-modal money of $63,900.00, this would keep expenses in the right accounts. Town Board Meeting Minutes 8-5-98 5 Highway Department (cont’d) Amend revenue account DA3501.1. Leave DA3501.01 as Chips money of $51,730.00. Create DA3501.02 line for Multi-modal money of $63,900.00. Motion made by Councilman Drew and seconded by Councilman Stevenson that the 1998 Highway budget be amended as follows - Move Chips appropriation line from DA 5112.2 to DA 5112.21 in the amount of $51,730.00. Create appropriation line item DA 5112.22 as a Multi-modal line in the amount of $63,900.00. And, renumber Chips revenue line DA 3501 to DA3501.01 in the amount of $53,730.00. Create new revenue line - Multi-modal DA 3501.02 in the amount of $63,900.00. Also amend budget total for revenue and expense. Discussed - Length of time between expenditures on Multi-modal reimbursement. Reimbursement set up like Chips monies. Depends upon when you submit your bills, Chips are paid April, June, September and December. Multi-modal paid March, May, August and November. Money back in budget year. Increase in spending. Money back in November. What does that do to us cash flow wise for funding the rest of the year? Received sales tax of approximately $97,280.00, leaves in Highway Fund approximately 103,221.00. Last several years, we needed to watch cash flow very closely during this period. Question is. Do we have that extra money available and if not where is it coming from to pay bills before we are reimbursed, $63,000.00 is a good sum of money. Revenue anticipated during next two months. No income for Highway Fund. Basically have roughly $80,000.00 to do project and operate Highway Department. Highway Superintendent to discuss with suppliers if they would be willing to wait for their payments until the month of November. Highway Superintendent not sure if money has to be spent before asking for it back and will check on this. Vote: Supervisor Owens, yes; Town Councilman Drew, yes; Town Councilman Fisher, yes; Town Councilman Stevenson, yes. Town Councilman Lovelace, absent. Harvey Hill Road Bridge Highway Superintendent Updike read a letter from the county updating town of replacement of Harvey Hill Bridge. County recently authorized LaBella Associates of Rochester to complete the design, preliminary plans should be available for the town to review in September. Construction is planned for 1999, pending approval of County Budget. Memo of Understanding, out lining the counties and towns roles in the design process was enclosed for Supervisor’s signature. Resolution goes back to resolution #43 of 1946 on Responsibility for Bridges. Councilman Drew asked - Is design cost taking into consideration what we estimated bridge cost to be? Yes, included. Total responsibility $240,000.00, our liability $48,000.00. Town Board Meeting Minutes 8-5-98 6 Highway Department (cont’d) Do we not have a line in the budget for the bridge fund? Councilman Fisher responded - We do not have a Bridge Fund as such. To establish a Bridge Fund it would require a resolution and I think a permissive referendum. Line in budget that says Bridge Fund, essentially is a regular bridge expenditure line. Discussed when a permissive referendum is needed. Motion made by Councilman Drew, seconded by Councilman Stevenson that the Town Board of the Town of Enfield authorize Supervisor Owens to sign the Memo of Understanding between the County and the Town of Enfield regarding the replacement of the bridge on a tributary of Enfield Creek on Harvey Hill Road. Discussed when Trumbulls Corners Road bridges were going to be done. Possibly 1999 -2000. Did county put us off on putting in a culvert on Harvey Hill Road? Culvert in design plan where we have input. If a culvert is put under a road it no longer is a bridge and becomes total liability of the town. Vote - Supervisor Owens, yes; Town Councilman Drew, yes; Town Councilman Stevenson, yes; Town Councilman Fisher, no. Town Councilman Lovelace, absent .Discussed paving of Route #327 complaints. Highway Superintendent to go with DOT representative to make out a punch list on Route #327, so far list includes intersection of Harvey Hill Road, West Enfield Center Road, Hubbell Drive, Trumbulls Corner Road, VanDorn Road and Gray Road. Punch list is to back to contractor and contractor is to come back and make repairs. Also discussed need to have State clean up brush, etc., at the intersection of Harvey Hill Road and Enfield Main Road. Superintendent to ask State to do this. Cemetery Committee - Peggy Hubbell Committee voted unanimously to replace John Meeker name on the Paychex’s with William Meeker, Sr.’s name. Discussed letter about opening a cemetery here, committee felt that Supervisor needed to write a letter stating that there was no need for another cemetery here. A form letter inquiring about parcels in the Town of Enfield to develop a cemetery sensitive to religious and environmental concerns was received by the town and Supervisor Owens turned this letter over to the Cemetery Committee. There are about 200 plots open in town cemeteries. Did proposed budget for 1999. John Smith informed Peggy that cemetery arches need to be sanded and painted every other year. Arches have been up for five years and desperately need sanding and painting. This is in 1999 budget. Town Board Meeting Minutes 8-5-98 7 Budget Workshops Supervisor has sent out letters and budget worksheets asking for budget input to Town Officials. Worksheets are to be back to her by 8/20/98. Discussed how Town Board members would like the budget process done this year and when workshops were to be held. Board members would like process done as in the past two years. Workshops were scheduled for Monday, August 24th - Fire Company proposed budget. Monday, August 31st, 1998 Enfield Community Council proposed budget and Cemetery budget. Time and place for workshops are 6:30 p.m. at the Enfield Community Building. Discussed possible conflict of interests. Monthly Bills - Supervisor Owens presented monthly bills for payment. Motion made by Councilman Drew, seconded by Councilman Stevenson that the Town Board of the Town of Enfield authorize the Supervisor to pay General Fund vouchers, #143 - 161, dated 8/5/98, in the amount of $20,928.15. Highway Fund vouchers, # 104 - 124, dated 8/5/98, in the amount of $24,159.65. Enfield Fire Company voucher, SF-#8, dated 8/5/98, in the amount of $11,324.00. Discussion - Vote: Supervisor Owens, yes; Town Councilman Drew, yes; Town Councilman Stevenson, yes; Town Councilman Fisher, no. Town Councilman Lovelace, absent. Equipment Reserve - Supervisor Owens asked for a motion to transfer from General Fund $28,228.00 to Equipment Reserve. Reason for request - According to Scott Andrews from Accounting Office, as of 12/96, $61,026.00 owed to Highway Fund from General fund. Supervisor Owens is purposing that a motion be made to transfer $28,228.00 to Equipment Reserve from General Fund. Motion made by Councilman Drew, seconded by Councilman Stevenson that the Town Boarad of the Town of Enfield approve the transfer of $28,228.00 from the General Fund to the Equipment Reserve Fund. Discussion - Equity in fund found, now taking procedures to correct cash flow. Vote - Supervisor Owens, yes; Town Councilmen Drew, Fisher, Stevenson, yes. Town Councilman Lovelace, absent. Proposal from Sally Alario Letter to Town Board proposing cost per hour, number of hours possibly needed to complete assignment to complete books for 1997 from Sally Alario was read. Question asked - Why only through November 1997. Answer, no December 1997 records available. Town Board Meeting Minutes 8-5-98 8 Proposal (cont’d) Councilman Fisher - Month of December to be reconstructed from vouchers, bank statements, etc Motion made by Councilman Drew, seconded by Supervisor Owens that the Town Boarad of the Town of Enfield contract with Sally Alario to reconstruct the town’s financial records through 11/30/98, as stated in her proposal for $8.50 an hour for approximately 50 hors. Discussed why letter doesn’t address anything beyond 11/30/97. Two step process, if everything balances through 11/97 month of December can be reconstructed. If it doesn’t balance we have to start from the beginning, again. Vote: Supervisor Owens, yes, Town Councilmen, Drew, Fisher, Stevenson, yes. Town Councilman Lovelace, absent. Reissuance of Check. Documentation of check issued to Gerhardt Achilles found in the amount of $128.64. Council for Association of Town stated check needs to be made out to Gerhardt Achilles. Motion made by Councilman Fisher, seconded by Councilman Stevenson that the Town Board of the Town of Enfield reissue a check in the amount of $128.64, made payable to Gerhardt Achilles, to replace the check that was lost. Discussion - Vote: Supervisor Owens, yes; Town Councilmen Drew, Fisher, Stevenson, yes. Town Councilman Lovelace, absent. Tompkins County Youth Bureau Contract Supervisor presented Tompkins County Youth Bureau’s contract for 1998 for supervisor’s signature. Councilman Fisher - Contract runs 1/98 - 12/98, suggested tabling action so board has an opportunity to read it before taking action on it. Discussed lateness - Agreement made 1/1/98 received 8/5/98. Discussed supposed keeping of records and monitoring programs, who was reporting claim to county. Discussed the need to have it explained to the board what we are signing, we should be claiming and how money is supposed to flow. Community Council is making claim to county for money that comes back to the town for Youth Bureau services. Motion made by Councilman Drew, seconded by Councilman Stevenson that the Town Board of the Town of Enfield authorize the Supervisor to sign the contract Town of Enfield 1998 for the Tompkins County Youth Bureau’s Youth services programs. Town Board Meeting Minutes 8-5-98 9 To. Co. Youth Bureau (cont’d) Discussion - Councilman Fisher - This is not a contract, it says its an Agreement for what we are supposed to do, and there is a contract out there we already signed that Supervisor signed with the County. Councilman Fisher is concerned that it indicated town is supposed to be doing something and hasn’t heard anyone say we know for sure that we doing this or who is doing what is supposed to be done. Community Council stated they submit claim every year for town. C.C. has a voucher from Youth Bureau that they fill out that gives the check number, amount of check, which they submit to the Youth Bureau and check is sent directly to the town. C.C. reports verify Moines are expended. Vote: Supervisor Owens, yes; Town Councilmen Drew, Stevenson, Fisher, yes. Town Councilman Lovelace, absent. SARA - Records Management Officer requested that the Town Board give authorization to the Town Supervisor and Town Clerk to sign Purchase Agreement for purchase of microfilm film reader printer. Motion made by Councilman Fisher, seconded by Councilman Drew that the Town Board of the Town of Enfield authorize the Supervisor and Town Clerk to sign the Purchase Agreement with Advanced Image Management Inc., of East Syracuse, NY to purchase a Monolta RP603Z reader printer and miscellaneous support equipment in the total amount of $5,603.50. Discussion - Vote - Supervisor Owens, yes; Town Counilmen Drew, Fisher, Stevenson, yes. Town Councilman Lovelace, absent. Insuffiicient Funds Check - Town Clerk asked the Town Board what they would like her to do about collecting money for a insufficient dog license check she received. Board recommended that clerk write another letter to the check issuer. Sending letter certified mail, return receipt requested. Lock Mechanism Supervisor reported that due to the lock mechanism not being dependable. There were times when door wasn’t locking when you were locking and locking when you unlocking. Same problem as we had in January and lock was replaced. It was found that the old panic bar hardware was not dependable and parts to repair were obsolete. Town Board Meeting Minutes 8-5-98 10 New Budget Line - Created a new budget line for Chips. Anything on report tonight DA5112.2 goes DA5112.21. Telecommunication Towers Moratorium Information Supervisor Owens received from Association of Towns on moratoriums she gave to the Planning Board. Planning Board reviewed, suggested moratorium. Supervisor Owens turned information over to Town Attorney. Town Attorney sent her a copy of a Local Law on Moratoriums on Telecommunication Towers. She gave copies of this law to board members to review. Motion made by Councilman Drew, seconded by Councilman Stevenson that the Town Board of the Town of Enfield adopt Local Law #2 -1998 on a Moratorium on Telecommuncation Towers as presented. Discussion - Councilman Fisher asked that because of lack of adequate time to study proposed law if this couldn’t be tabled until next meeting so board members can do research on their own outside of the town board, answer questions, look into things and be prepared to be fully informed when they come into vote, rather than just vote off the top of their head on what is in front of them. Councilman Stevenson stated he felt Section 1 - Paragraph B summed up what we said last month. We want to accommodate the need for telecommuncation towers, while regulating there locations, numbers, minimize adverse visual effects through proper design, siting and screening Councilman Fisher asked if town had a moratorium when telecommunication towers were built on Bostwick Road. Answer was yes. Councilman Fisher asked what board hoped to accomplish in 90 days concerning towers. Councilman Drew - Hopefully Planning Board will be well on their way to having a permanent law for the board to review. Supervisor Owens stated Planning Board willing and available to do a study on what legislation has been passed locally and what they would suggest to this town board to consider. Councilman Fisher fisher asked, if as result of previous moratorium were any town laws enacted or any action taken. Answer, Town agreed to let them build it. Response - no choice, liens were placed against town board members. Vote: Supervisor Owens, yes; Town Councilmen Drew, Stevenson, yes; Town Councilman Fisher, no. Town Councilman Lovelace, absent. Town Board Meeting Minutes 8-5-98 11 Telecommuncation Towers (cont’d) After much debate and confusion to clarify what board should have voted on Supervisor Owens called the Town Attorney. Board need clarification on whether they should be voting on a Moratorium law or a Public Hearing motion to hold a Public Hearing on a Local Law on a Moratorium on Telecommunication Towers. Town Attorney advised board should be voting on a motion to hold a Public Hearing on a Local Law Moratorium on Telecommuncation Towers. Motion made by Councilman Drew, seconded by Councilman Stevenson that due to a parliamentary procedure error that the Town Board of the Town of Enfield rescind the motion on the adoption of a Local Law on a Moratorium on Telecommunication Towers, pending a Public Hearing. Discussion - Vote: Supervisor Owens, yes; Town Councilmen Drew, Stevenson, yes; Town Councilman Fisher, abstained. Town Councilman Lovelace, absent. Discussed when Public Hearing would be held. Decided to hold a Public Hearing before budget workshop August 24th, 1998. Motion made by Councilman Drew, seconded by Supervisor Owens that the Town Board of the Town of Enfield hold a Public Hearing, Monday, August 24th, 1998 at 6:30 p.m. to discuss proposed local law #2, a local law on a Moratorium on Telecommunication Towers. Public Hearing to be advertised ten days in advance of hearing. Discussion - Vote: Supervisor Owens, yes; Town Councilmen Drew, Stevenson, yes; Town Councilman Fisher, no. Town Councilman Lovelace, absent. Quilt - Rhoda Linton trying to track it down. Adjournment - Motion made by Councilman Drew, seconded by Councilman Stevenson that the regular 8/5/98 Town Board meeting adjourn. Meeting adjourned at 10:00 p.m. Respectfully submitted, Alice Laue Town Clerk