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HomeMy WebLinkAbout1-23-14 Regular Meeting.pdf1 Town of Enfield Special Town Board Meeting Minutes Enfield Community Building Thursday, January 23, 2014 5:30 p.m. Present: Town Supervisor Ann Rider, Town Councilperson Mike Carpenter, Town Councilperson Vera Howe-Strait, Town Councilperson Beth McGee, Deputy Town Clerk Sue Thompson, Town Councilperson Virginia Bryant absent. Supervisor Rider opened the meeting at 5:37 p.m. by leading the assemblage in the Pledge of Allegiance to the Flag. New Business: Supervisor Rider announced Councilperson Bryant was excused from the meeting due to illness. She pointed out that there was a quorum even without Councilperson Bryant. Budget Amendment #2014-1 WHEREAS, in December, 2013 expenses exceeded the budget in the General Fund Account, line item A 9030.8, titled “Social Security”, now, therefore be it RESOLVED, that line item A1990.4 titled “Contingent Account” is reduced by $125.00 and line item A9030.8 titled “Social Security” be increased by $125.00 in the 2013 budget. Supervisor Rider moved, with a second by Councilperson Carpenter to accept Budget Amendment #2014-1. Discussion: Supervisor Rider stated there was a need to have vouchers in by Thursday for approval. This would allow the vouchers to go to the bookkeeper who could then submit to the board a monthly preliminary Supervisors Report before the board meetings. Councilperson McGee asked if the overdrawn budget problems happened at the end of every year. Supervisor Rider said no, that the bookkeeper had problems with the Williamson Law program in December. The books have not been closed for the year because of the problems. She stated that after recording in the voucher, the bookkeeper would then return the vouchers to the board for signatures before the meeting. Councilperson Rider was confident that this procedure would work for keeping track of the books. She stated that she will check to see if she can set a date for the vouchers to be turned in by or if the board has to set the date. Councilperson Carpenter stated that a Monday deadline would be better for those submitting vouchers. Vote: Councilperson Bryant, absent, Councilperson Carpenter aye, Councilperson Howe-Strait aye, Councilperson McGee aye, Supervisor Rider aye. Carried. 2 Budget Amendment #2014-2 WHEREAS, in December, 2013 expenses exceeded the budget in the General Fund Account, line item A1220.14, titled “Assistant Bookkeeper” now, therefore be it RESOLVED, that the General Fund Account, line item A1990.4, titled “Contingent Account”, be decreased by $50.00 and General Fund Account, line item A1220.14 titled “Assistant Bookkeeper” be increased by $50.00 in the 201 3 budget. Supervisor Rider moved, with a second by Councilperson Carpenter to accept Budget Amendment #2014-2. Discussion: Supervisor Rider explained that the assistant bookkeeper worked 3 more hours than estimated for her training with the town bookkeeper. Vote: Councilperson Bryant, absent, Councilperson Carpenter aye, Councilperson Howe-Strait aye, Councilperson McGee aye, Supervisor Rider aye. Carried. . Supervisor Rider stated that she did not have the needed input from the Highway Supervisor to address the highway budget amendments. She would therefore like to table these amendments. Supervisor Rider moved, with a second by Councilperson Carpenter to authorize the following December 2013 Warrant change: WHEREAS, several pre-paid vouchers were misplaced before the December 11, 2013 Regular Board Meeting and were not made part of the December warrant, now therefore be it RESOLVED, that these pre-paid vouchers are added to the General Fund 12a Warrant dated December 26, 2013 and the Highway Fund 12a Warrant of the same date as follows: General Fund Ehrhart Propane & Oil A1620.4 $475.06 check# 4716 Excellus Blue Cross Blue Shield A9060.81 $123.00 check# 4717 NYSEG A5182.4 $143.86 check# 4718 NYSEG A1620.4 $249.47 check# 4719 Highway Fund Excellus Blue Cross Blue Shield DA9060.81 $85.80 check# 3246 With voucher #s continuing sequentially on the existing warrants. 3 Discussion: Supervisor Rider explained that several vouchers were stored in a locked desk drawer in the bookkeeper's office by the assistant bookkeeper. She stated the bills were all pre-paid vouchers. Vote: Councilperson Bryant, absent, Councilperson Carpenter aye, Councilperson Howe-Strait aye, Councilperson McGee aye, Supervisor Rider aye. Carried. Supervisor Rider moved, with a second by Councilperson Carpenter to authorize the following budget line change: WHEREAS, the 2013 budget as written and the Williamson Law Book software do not always agree, now therefore be it RESOLVED, that a new line item needs to be created in the presented 2013 Enfield Town Budget. This line item shall be A9950.9, titled “Interfund Transfer to Building Reserve” and further RESOLVED, that line A9950 shall be eliminated and all monies in the line shall be assigned to line A9950.9 titled “Interfund Transfer to Building Reserve” and further RESOLVED, that the unused balance of $5,000 from the newly created line A9950.9 be transferred to the General Fund Building Reserve Account at the end of 2013. Discussion: Supervisor Rider explained that the Town Clerk asked to have the motion made to explain why line item A9950 was in the budget. The line item was created by the Williamson Law program/software and needed to be clarified. This line item is for building reserve to be used if a building fails. The amount is not locked in the budget until end of the year. Councilperson McGee wanted to know if the amount of $5,000 was set out of the budget each year. Supervisor Rider answered that previous Town Supervisors have set this amount in the budget. Previous Supervisor Roy Barriere set the line as $10,000 for one year and then lowered it to the $5,000, as he felt the town could better afford this amount. . Vote: Councilperson Bryant, absent, Councilperson Carpenter aye, Councilperson Howe-Strait aye, Councilperson McGee aye, Supervisor Rider aye. Carried. Councilperson Carpenter asked about how to address the problem of a broken furnace in the “old” highway garage. He wondered if he, as facility manager, decides if it needs to be replaced, fixed or just taken out. Supervisor Rider stated he could have it fixed or replaced if the cost was $1,000 or below. If it is above that cost it has to be approved by the Town Board. Councilperson Carpenter stated he had spoken to Norm Smith about the furnace which is used to heat the highway garage to keep the water to the Town Clerk’s office from freezing. Supervisor Rider suggested this problem could be addressed at the Facility Committee meeting. Councilperson Carpenter agreed and said he would present it to the committee. 4 Old Business: Supervisor Rider stated that she and Councilperson McGee and have been working with Highway Supervisor Rollins on the language used in Resolution #23 regarding salaries. Supervisor Rider read the new wording for the resolution 2013-#23. Resolution #23 Public Officials/Town Employees Pay Schedule Resolved, the following salaries and pay schedule for all Town Officials and employees, is approved for 2014:  Town Supervisor - $15,606.00/year; paid monthly  Town Councilpersons - $2,838.04 each/year; paid quarterly  Town Clerk - $15,606.00/year; paid monthly  Town Justice - $15,120/year; paid monthly  Highway Superintendent - $52,715.52/year; paid monthly  Laborers- Hiring Rate-$12.00/hr. paid bi-weekly  Machine Equipment Operator - Motor Equipment Operator – Hiring rate - $14.57/ hour; after 90 days, rate will be increased to the working rate $15.60/ hour. MEOs with three years or less of time in service, will receive an additional $1.00 per hour on his/her anniversary date of hire until reaching a minimum of $18.60/hr. Maximum rate for MEOs - $20.19/hour; paid biweekly  Part time and seasonal employees will have a hire rate of $10.00/hr.-$16.00/hr.  Merit Increases – An employee may receive a pay increase based upon the employee’s past performance. The merit increase will be granted at the discretion of the Town Board. Councilperson McGee moved to accept the new wording. Councilperson Carpenter seconded the motion. Discussion: Councilperson McGee said that Highway Supervisor Rollins stated giving straight amounts for the wages made it easier. She stated they all add the same and it doesn’t make sense to lower wages when other positions get increases. It was understood that the Town Board does give merit increase raises, and the Highway Supervisor would be consulted with this raise. Vote: Councilperson Bryant, absent, Councilperson Carpenter aye, Councilperson Howe-Strait aye, Councilperson McGee aye, Supervisor Rider aye. Carried. Comprehensive Plan (CP): Supervisor Rider opened the meeting to all those attending for discussion on the CP. 5 Supervisor Rider read the CP Areas of Interest which were defined by residents who participated in the planning forums for the Enfield Comprehensive Plan: Historic Preservation; Agriculture, Land Use; Environmental and Natural Resources; Economic Development; Community Facilities and Programs; and Built Environment/Infrastructure (includes Housing, Utilities, Planning, Transportation). Supervisor Rider asked for comments from the Town Board Members. Councilperson McGee stated that there was lots of information in the CP but she felt after looking at other local town CP’s there was something missing. She said that the Town of Caroline has a section in their CP addressing what the town would be like in 20 years. She suggested sections to cover safe and quality places to live, a town center, encouragement to bring businesses in to town, and agriculture. Goals and objectives should be addressed for Enfield. The vision for Enfield seems to be incomplete. Councilperson Carpenter read his comments. (get email) Councilperson Carpenter shared copies of the Newfield CP. He stated he was intrigued by the housing information presented in the plan. The housing development in Enfield needs to be addressed more. Councilperson Howe-Strait commented she thought the CP was well put together and thought-out well. She felt it needs more spelling out of details in some sections. Needs more explanation of the laws and protections that are mentioned. The general comment for land use did not seem to change from the 2001 CP. Goals and objectives need to have examples such as, from other towns and states, as to how they could be achieved. She feels the need for youth to have a sense of community should be addressed. She said her daughter felt there should be more support for youth in the town. There needs to be programs to help teens feel proud of living in Enfield. There seems to be a self-esteem issue among teens with their attitude toward their town. Supervisor Rider stated she felt the housing section needs more depth. It needs to address the quality of housing, and the number of vacant houses in the community. There should be a vision of what Enfield wants in its housing area. Rooming houses cost the town money and need to be addressed. Perhaps more thought should be given to single room facilities on if they should be discouraged. She felt the economic section could be more thoughtful, more economic development emphasis. People would like to keep the community green and rural but, the town needs to be able to attract industry and focus on economic development in a broader picture. There should be more acknowledgment regarding the State Park and “Land Use” in the town. Supervisor Rider said the plan should use acres and percentages of acres. It should not sometimes use parcels, this would be confusing and misleading. Was the percentage of land in the town used for these purposes stated in the CP? Councilperson McGee feels the economic section needs to be clearer because the town is listed as the second poorest town in Tompkins County. Economic indicators can be tracked realistically. There needs to be goals and objectives to address poverty levels. 6 A section on how to raise standards of living could be addressed, this could also address the housing needs. She thought economic development is needed. Councilperson Carpenter thought the structure of the CP needs to be addressed first. He stated the Town Board is here to serve the town but how are they going to do it. Can this be addressed in the CP? Henry Hansteen, member of the Planning Board, thought the plan to revisit the structure of the CP sounded like a good idea. Dan Walker, Chair of the Planning Board, said the vision statement for the town was in the beginning of the CP. The purpose of the CP is to give the Town Board a development plan for the town. The plan should look at water, sewer, highway infrastructure, industry, and education. Small cottage industry needs to be encouraged . He was not sure on how to address income, and was not sure the CP should address this. Councilperson Carpenter stated that small industry needs to be encouraged. He felt in- depth information regarding income, housing, and infrastructure, needs to be addressed for the next 20 years. The small industry information of the town is needed in the CP. Poney Carpenter, member of the Planning Board, felt the process of creating the CP was too much. He feels there is a need to revisit the principle structure of the CP. Perhaps working on one section at a time between the Town Board and Planning Board would be good. They could address sections in detail. He feels there is lack of clarity of ownership, is it the Town Board or Planning Board writing the CP? How is the Town Board handling the CP? Who gets the final say on the CP? Each section could be addressed in 2 months or so. Henry Hansteen asked if each section should be assigned. Poney Carpenter responded no. Dawn George, member of the Planning Board, said she thought there may be problems adopting section by section. There might be problems with previous sections because of additions to other sections. Each section should be created as a draft. Poney Carpenter agreed each section should be looked at as a draft. Councilperson Rider asked for discussion of the CP regarding the structure. There are 7 sections of the CP. Judy Hyman of, 632 Bostwick Road, stated that December 9, 2013 was the latest version of the CP. Dan Walker stated that the agriculture section included land use. Supervisor Rider asked where the recreation use section was. Judy Hyman responded that she needed to add the section back in with the new changes. This section was in 7 the 2001 version under its own section. Recreational Assets were added to the Environmental, Natural Resources section. Poney Carpenter asked if there was “openness” to changes in each sectio n. Councilperson Carpenter answered yes. Councilperson McGee suggested Economic Development be changed to a broader section called Economic Health. Under that section have Economic Development and under that Residential Economic Health. Dan Walker stated that the CP is a tool for the whole town to use for development. He felt they could bring the sections down to a too small area. Where does a town have control over itself? Economic development can look for grants to make the town more attractive to bring business in the town. Councilperson Carpenter thought that control is not the right word. They are looking for the ability to influence the direction in what way the town is going. There are lots of people willing to be a part of that process. We have the capability of interfacing with so many more people and getting the opportunity to influence through that communication. He stated what we want are suggestions, influence and direction. Supervisor Rider said that the town has very little control over actual resources but they can encourage members of the town in volunteer projects/committees. Volunteers are encouraged especially in writing grants for the town programs. They should encourage the town to move ahead. Councilperson McGee stated the goals and objectives should address what the town board can influence town residents to do. What can the community do to support the CP ideas. Dan Walker stated that the Town Board was responsible in allowing things to happen in the town. He said that if you want to encourage agriculture perhaps the Right-to-Farm Law should be passed. They should encourage affordable housing including infrastructure to enable senior housing. High density areas in the town have private water and sewer. There are no regulations to restrict that private water sewer from happening in the town. He thought the town might benefit in possible restrictions. The Wind Farm is encouraging along with encouraging solar power. Poney Carpenter thought the plan shouldn’t reach beyond what the Town Board is capable of accomplishing through legislative action. What he is hearing is that the Town Board wants the plan to be more than just what can guide the legislative action but, also guide the activity for what is non-legislative and also acts as an information resource. Dan Walker said that if zoning is addressed you have to have a CP. He thought the town might be able to create a pamphlet to encourage industry to come to Enfield. 8 Councilperson Carpenter thought the built environment, infrastructure, services, housing population should be sections addressed. The population in the overview needs to be addressed with more explanation as to who we are. Councilperson McGee stated she thought there was a problem in the economic section because people do not want to share their economic information. Councilperson Carpenter stated they need to address the economic problem to be able to address the housing situation and what people can afford. He felt Energy should be a topic on its own. Discussion: Enfield Center hamlet - what would it look like. What does the community want. Where is the Center, is it on Mecklenburg Road where a store, two abandoned buildings and trailer park are located? Is the center where the government buildings are located? Perhaps a chart of what we have and what we want should be created. Dawn George, member of the Planning Board, stated that you have to understand what the purpose of your document is. If you want something that is useable for the general population you are looking at something that is in the 3rd grade reading level. If you want something that is a planning document for a municipality to use it should be at a high school level. She stated that newspaper style writing was on a 3rd or 4th grade reading level. Supervisor Rider stated that the Town Board would decide on what level the CP needs to be written in. Councilperson McGee said other CP’s were written in story form which is very readable. It follows a pattern, it’s not just a technical work with charts and graphs. Discussion: Planning Board members stated they felt when they were writing the CP it was a municipal document that the Town Board would be using. They felt that most of the community would not be reading the document. Judy Hyman said she will send Supervisor Rider an updated version of the CP with the recreational section added in. Poney Carpenter asked if an e-mail group could be set up for communication regarding the CP. Supervisor Rider said she could set up a group e-mail to do that. Councilperson Howe-Strait asked about population and background. Should there be a section with goals and objectives? Councilperson McGee said she understood that the Planning Board was given the task to only update the CP. Maybe other issues need to be addressed. 9 Supervisor Rider announced the next CP session is at the Planning Board meeting on February 5, 7:00 pm, Enfield Community Building. The Planning Board will meet in a round table session with the Town Board. Councilperson McGee would like to see the income inequality addressed in the plan. Dan Walker stated that the inequality is how the Enfield demographics are. Discussion: Should there be objectives and goals added to inequality section. The Town Board does not have power to address this topic. They can address it with programs to support the community such as job search workshops, economic development with more jobs, and food bank. Make more opportunities available to more people. Lorie Elrod of, 101 Rockwell Road, asked who the town hopes to read the CP? Dan Walker answered that it is defined as a document that guides the Town Board in their actions in legislation and in management of the town. We have one zone in Enfield and regulates subdivisions and site plans. Councilperson McGee read the purpose of the CP. The definition of the CP is identifying clear and compelling visions in the future and developing strategies to reach that. Dawn George stated that the town did not need to write the CP but chose to write the CP. Councilperson Carpenter suggested that people come up with a quick description of the different audiences who the plan may address. This can be discussed at the Planning Board meeting. Lorie Elrod thought the document should contain where we have been, where are going and where we want to go. It should tell a story of what we value in 20 years. Discussion: There is a 2006 business directory which could be updated. It is not on the town web site because of the out-of-date information. Adjournment: Supervisor Rider moved, with a second by Councilperson Carpenter to adjourn at 7:35 p.m. Respectfully submitted, Sue Thompson Deputy Town Clerk