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HomeMy WebLinkAbout2010-08-02 Danby Town Board Minutes of Agenda Meeting August 2, 2010 Present: Supervisor: Ric Dietrich Councilpersons: Kathy Halton,Dylan Race,Dan Klein Excused: Leslie Connors Others Present: Town Clerk Pamela Goddard Code Enforcement Susan Beeners Bookkeeper Laura Shawley Members of the Public: Joel Gagnon,Ronda Roaring,Ted Crane. Call to Order Deputy Supervisor Klein called the meeting to order at 7:00pm. White Hawk Alcohol Fuel Proposal: Discussion with Henry"Beauty" Peterson. Peterson is seeking Board involvement to either support regional production and distribution of alcohol fuel or the establishment of an alcohol fuel distillery in Danby. He believes that use of alcohol fuel in Town vehicles can help reduce the tax burden on Danby residents. The Town Board suggested that he make a presentation to the Planning Board at its next meeting on Wednesday,August 18. The TB will attend that meeting, in order to hear Peterson's presentation.Notice of the presentation will be sent to Email lists for the Gas Drilling Task Force,Danby Land Bank, and other interested people. In addition, space will be made available in the Danby Area News to inform Danby residents about this initiative. Presentation: Bob "the Letterman" Bob Chase, on behalf of the Town Board and Danby Fun Day volunteers,made a presentation to Sue Beeners honoring her for dedicated service and leadership to Danby as Fun Day Coordinator.A beautifully lettered certificate recognizes her, "managerial skill, diligence, and perseverance,"and conveys the Board's great appreciation.The certificate is signed by the Town Supervisor and all members of the Town Board; it will be framed. Town Hall Painting and repair-Opening bids for work: Two bids, from Blue Spruce and Bumblebee Painters(both of Ithaca)were received and reviewed by the Town Board. Bumblebee Painters gave an estimate of$33,850 for time and materials. Blue Spruce gave an estimate of $2,050 for repairs and$28,505 for painting(lump sum for time and materials). Beeners noted that there may be some repairs to flashing needed,which are not addressed in the current bids; this will require a modest change order for additional work. Resolution No. 94 of 2010—TOWN HALL PAINTING AND REPAIRS Resolved,that the Town Board of the Town of Danby authorizes the Town Supervisor to sign a contract for Town Hall painting and repairs with the lowest and most qualified bidder, and Page 1 of 4 Further Resolved,to authorized the Supervisor to approve any necessary change order in an amount not to exceed$5,000. Moved by Klein, Second by Race.The motion passed. In Favor: Halton,Klein,Race,Dietrich Budget Worksheet Process: Bookkeeper Shawley presented the Board with suggestions for how to use department meetings this year. It is anticipated that the 2011 budget will be tight, due to the financial situation at the state and county levels. Shawley suggested that the Board analyze the budget as a whole,more than it has done in the past. The department worksheets will look the same. More time would be spent looking at fixed costs and increases (such as retirement costs,health insurance, and projects already in place). Shawley anticipates that additional reserve accounts will need to be created to cover future needs. Departments and Committees will be asked to keep to request in line with the 2010 budget. There will still be opportunity for them to make a case for different needs. The plan suggested may be a better use of time.The Board is agreeable to this budget planning format. Shawley hopes to have budget worksheets out to depaitnents a few weeks early this year. Procurement Policy: Bookkeeper Shawley suggested updating the 2004 Danby Procurement Policy to dollar figures current with NYS thresholds.This raises the amount requiring a bid process for supplies, equipment,or the cost of public works contracts. Resolution No. 95 of 2010—PROCUREMENT POLICY AMENDMENT TO RESOLUTION NO.24 OF 2004 Whereas, New York State has increased the threshold for the procurement of supplies and equipment from a previous level of $10,000 and Public Works contracts from a previous level of$20,000. Resolved,that the Town Board of the Town of Danby amends dollar amounts in the Procurement Policies and Procedures to comply with state figures in the following manner:All purchase of a)supplies or equipment which will exceed$20,000 in the fiscal year orb) Public Works contracts over$35,000 shall be formally bid pursuant to General Municipal Law Section 103. Moved by Klein, Second by Dietrich. The motion passed. In Favor: Halton,Klein,Race,Dietrich Salt Barn: Shawley gave a brief update.A more detailed proposal will be presented at the August 9 Town Board meeting. There is a goal and expectation that work on this project will be done in October and November of this year. Sept.20 Town Board meeting: The"OK"has been given by the West Danby Fire Department for the Town Board to use its facility for the TB meeting on September 20. The building will be unlocked and available for use about 6:30pm that night. Mark Whitmore will give a public presentation about the looming threat of the Emerald Ash Borer in Danby's forests. It is anticipated that this presentation will take 15-20 minutes. Klein will prepare a notice about the meeting change for the Danby Area News. Page 2 of 4 Delta Road Laws update: Delta Engineering has begun a survey of Danby roads. Delta has advised the Town to hold off on drafting the next round of road laws,with relevant permits and fee structures,until the firm has gotten through this first phase of the process. Driveway and culvert permits will be drafted at that time, so that these elements fit together. Halton expressed concern that the recently adopted Road Excavation Law does not have permits and fees attached to it.A draft has been made,which is being reviewed by Delta Engineering.No public hearing is scheduled yet. Beeners suggested that a resolution be passed to cover residential and agricultural culvert needs. Shawley explained that the current policy is that there is no fee.A resident simply needs to purchase the culvert and the Town Highway Department installs it. Beeners suggested that it might be prudent to establish the current policy for the record. Resolution No. 96 of 2010—CULVERT FEE STRUCTURE Resolved,that the Town Board of the Town of Danby approves the policy of the Town Highway Superintendent to waive fees related to driveways and culverts for one to two family residences or agricultural properties.The fee and permit schedule for any uses beyond these,such as commercial or industrial uses, shall be determined by resolution of the Town Board. Moved by Halton, Second by Dietrich. The motion passed. In Favor: Halton, Race,Dietrich Against: Klein Enfield Energy,Non-Binding Letter of Support: There was a general discussion about Enfield Energy seeking generic,non-binding letters of intent to purchase power from this wind power initiative. Dietrich informed the Board that Enfield Energy is willing to make a presentation, should the Board be interested in more detailed information. Halton expressed interest in having the various alternative energy leaders make a presentation in one night. The Town has a position that it is exploring all reasonable alternative energy resources,while recognizing that there is no"silver bullet." Resolution No. 97 of 2010—ENFIELD ENERGY SUPPORT Resolved,that the Town Board of the Town of Danby authorizes the Town Supervisor to sign a letter of intent for long term power purchase to buy energy from Enfield Energy. Moved by Race, Second by Dietrich. The motion passed. In Favor: Halton, Klein,Race,Dietrich Ronda Roaring/DECALS: Roaring presented some information she had received from the DEC about the number of sporting licenses issued to Danby residents. There was some question about the accuracy of the numbers Roaring presented and how that information was tabulated. The Town Clerk will follow up with DEC to clarify. Dog Enumeration: Clerk Goddard reported that a verbal agreement has been made with Richard Leonard,to undertake the Danby dog census. He will start in September,once he finishes the enumeration for the Town of Newfield. Internet Banking/Clerk's System: Steps are being made to update the Town Clerk banking systems, including installation of check reading"data capture"software and hardware. This is scheduled to be done on August 5,2010. Goddard is also going to investigate what needs to be done to take credit payments at the Town Clerk's office. Several requests for this service were received in the past month. Page 3 of 4 Drilling Task Force: An update from Kathy Halton,regarding upcoming presentations.Arrangements are being made for two speakers this Fall. Todd Miller from the USDS will talk about aquifers at the end of September and Tony Ingraffea will talk in November. The GDTF hopes to do good publicity about these activities.There was a general discussion about getting press coverage for town events. Beeners gave an update of activities through the Critical Environmental Areas Committee. There was a presentation from a GIS specialist on the Environmental Management Council. The CEA committee has asked her to come up with a proposal for a scope of services to assist the Town in mapping its CEAs. The EMC is looking to update its Unique Natural Areas list over the next five years. This would be funded out of Planning Board funds. In addition, an intern working with the CEA committee is working on information related to stream buffer ordinances for practicality. Report on BZA,Oasis Variance: Beeners informed the board that the BZA granted a variance to the Oasis Club for a one-time outdoor music event for the Chamber of Commerce on September 8, 2010. The key disturbance issue for the neighbors is the level and duration of indoor music,which is not part of the variance.There was a discussion about how to handle ongoing neighbor complaints. Beeners and Dietrich will work together to craft a response. Recreation Partnership: Dylan Race reported that the Recreation Partnership passed a budget for 2011 with 0%increase. Some sessions needed to be cut to make this possible. These cuts were taken across programs so that there is, "a little something for everyone."Money was also taken out of the facilities budget. This will be covered by an increase from the Town of Ithaca.Danby will have a small increase ($30)for next year,based on an increase in youth participation. NYERDA Grants: Beeners reported that the $6,000 grant for lighting and electrical improvements in the Town Hall is cleared for action. The Biofuel project at the Highway Barns is progressing with the volunteer help of Tony Nekut. The possibility of a biofuel boiler which burns hay bales is being explored. Adjournment A motion to adjourn the Meeting was made at 8:30 pm. Pamela S Goddard,Town Clerk Page 4 of 4