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HomeMy WebLinkAbout01-14-2016 Town Board Meeting Minutes ApprovedVirgil Town Board Meeting January 14th, 2016 1 | P a g e TOWN OF VIRGIL REGULAR MEETING January 14TH 2016 PRESENT: Supervisor John Kaminski, Board Members Jereme Stiles, Gary Pelton, Eric Snow and Matthew Denniston, Town Clerk Alane Van Donsel, John Morse Highway Superintendent, Rick Horner Assistant Highway Superintendent, Demont Lang Highway Dept., Craig Umbehauer Code and Zoning Enforcer (did not sign attendance sheet), Dereck and Jenae Withey W20perators, David Coish Yaws Environmental, Sandy Price County Legislator, Teri Pelton Virgil Youth Commission, Stacy Kelsey Virgil Youth Commission. 7:00 PM –TOWN HALL MEETING: 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# 16-015 APPROVAL OF MINUTES Draft of Board Regular Meeting Minutes dated Dec. 10th, 2016: Member Stiles moved to approve the minutes for Dec. 10th 2016. The motion was seconded by Member Denniston . Vote: Ayes-Members Snow, Denniston, Stiles and Kaminski. Nays-None. Abstain: Pelton. RESOLUTION# 16-016 AUTHORIZATION TO PAY BILLS GENERAL FUND: Member Stiles moved to approve payment of the General Fund’s audited vouchers numbered 1-35 in the amount of $30,293.10. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. HIGHWAY FUND: Member Stiles moved to approve payment of the Highway Fund audited vouchers numbered 1001-1019 in the amount of $16,964.33. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None SEWER DISTRICT #1: Member Stiles moved to approve payment of the Sewer District #1 audited voucher’s numbered 2001-2013 in the amount of $9,538.18. The motion was seconded by Member Snow. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None WATER DISTRICT #1: Member Stiles moved to approve payment of the Water District #1 audited vouchers 3001-3005 in the amount of $5,015.02. Member Snow seconded the motion. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays-None MONTHLY REPORTS SUPERVISOR’S MONTHLY REPORT: Member Stiles moved to accept the Supervisor’s Monthly Report in long form for December 2016. Member Denniston seconded the motion. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays –None TOWN CLERK’S MONTHLY REPORT: Member Stiles moved to accept the Town Clerks Monthly Report for December 2016. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None TOWN CLERK’S ANNUAL REPORT: Member Stiles moved to accept the Town Clerks Annual Report for 2015. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None TAX COLLECTORS REPORT: Member Stiles moved to accept the Tax Collectors Report as of January 1st. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None SEWER DISTRICT OPERATIONS REPORT: David Coish of Yaws Environmental reported that everything was running well. Coish reported that he purchased a new heater and it had been installed. Member Snow asked about insulated boxes. Coish said that there needs to be some more material purchased to finish the job. Member Stiles moved to accept the Sewer Districts Report. The motion was seconded by member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None WATER DISTRICT OPERATIONS REPORT: Dereck Withey reported that all was running well and that all the equipment has been, moved into the new shed. He said they plan on moving items from the Highway Department soon. Member Stiles motioned to accept the Water report from W2Operator’s. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles , Pelton and Kaminski. Nays-None ANIMAL CONTROL OFFICER’S REPORT: A motion was made by Member Stiles to accept the Animal Control Officers report submitted this month by Country Acres. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays: None CODE ENFORCEMENT AND ZONING OFFICERS REPORT: A written report was submitted by Code and Zoning Officer Craig Umbehauer. There were some questions regarding solar arrays being installed in Virgil. Umbehauer said there are a lot of solar panels being installed. Member Stiles said he is not a huge fan of putting them on roofs. He is concerned because there is no way to turn them off. Umbehauer said there are new codes being written regarding the panels and they are going to require that they are not installed right on the edge. Stiles, who is also the Fire Chief in Virgil, said he would never send anybody up on a roof that had solar panels on it. He said there are thousands amps running through them. He said it’s a safety concern. During a fire he is concerned there may not be any way to vent a house through the roof. He said he wishes people would consider not putting them Virgil Town Board Meeting January 14th, 2016 2 | P a g e on the roof. Umbehauer said there is probably going to be an entire industry focused on taking them off roofs to change shingles. Member Pelton asked if there were any guidelines. Umbehauer said they are getting better. There was discussion about the Technology not being complete. It was stated that when panels are being connected they are not hot until they are connected in a certain way. Umbehauer suggested that if you respond to any type of emergency stay away from them. It was stated that a squirrel chewed through one in Syracuse and they lost the whole house. It was stated that it would be better for them to be isolated and not on the roof. Member Stiles motioned to accept the Code and Zoning Officers report. The motion was seconded Member Snow Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None COUNTY LEGISLATOR’S REPORT: A written report was submitted by County Legislator Sandy Price. Price was present and reported that all first of the year meetings wrapped up and a number of appointments were made. Price said she is on four committees. She said the Legislator met 2 days this week and they are off and running to a good start. Supervisor Kaminski asked what the status of the new jail was. Price said there is no question that it is needed, but one major question is if the county tax payers can afford it. The legislature will be making that decision. Price said she would like public comment on the jail as well as the landfill and workers compensation. Price said she will keep what the public wishes in mind. Member Stiles asked about Ash for trash? He said a lot of money was spent on that. Price said that the Solid waste committee met and passed Ash for cover. Attorney Pat Snyder said that he didn’t know about the budgetary part, but he knows that Ash for Trash a dead deal. He said there was strong public opposition to dioxins that might me released from Ash to Trash. Some thought it mig ht be better to put ash in land fill than trash. He also said that some people feel that the land fill should be closed altogether. Some feel it should just become a transfer station. He said there are wide ranging opinions. What he does know is that if the county continues to dump solid waste the environment will be affected. Snyder said these long term questions need to be resolved. VIRGIL YOUTH COMMISSION REPORT: Teri Pelton of the Youth Commission submitted a written report. They now have three new members Kim Kelchner, Cat Dawson and Cassondra Morse. She said the ski program started yesterday. HOPE LAKE OPERATIONS REPORT: Wes Kryger was not present. HIGHWAY SUPERINTENDENTS REPORT: Highway Superintendent John Morse was present and submitted a written report. Morse also submitted a fuel report. Morse said they are way ahead on sanding due to the lack of bad weather. He said that usually the town would have used 300-400 tons. He said that the town uses close to 3000 tons a year. Morse wanted to mention that the board voted on a2016 tractor, but they don’t manufacture tractors like trucks. He said they still have 2015’s but they are almost gone and 2016 aren’t made yet. Member Stiles said they can’t accept the 2015 because they ruled out the 2015 John Deere. Kaminski asked what the Ball Park on delivery date would be on a 2016. Morse said they are in the process of manufacturing them overseas. He said that the town would have to wait three or four months. Kaminski said the board bid on a 2016. He said the dealer should have said something at the time of bidding. Morse said that most Town boards aren’t that attentive. Kaminski said they will have to limp through until March and to tell the dealer to get the 2016. Member Denniston motioned to accept the Highway Supervisor report. The motion was seconded by Member Snow. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. OLD BUSINESS RESOLUTION # 16-017 REAFFIRM AND ADOPT WATER AND SEWER RULES: Supervisor Kaminski said they are changing the rules that the bills go directly to the owner. He said that the owners need to be responsible to collect water and sewer fees from any tenants. Kaminski said by reaffirming these policies they can be added to the repose to the audit. Kaminski told the bookkeeper to put a notice in the next billing informing Greek Peak homeowners of this change in policy . Member Stiles motioned to reaffirm the Water Policy with the change in billing and to adopt the sewer rules. The motion was seconded by Member Snow. Vote: Ayes- Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. RESOLUTION # 16-018 BID CREEK RECLAMATION: Supervisor Kaminski contacted Cedarwood. They will be getting the bid packages together and asking that the bids be in by March 10th. The Town Clerk will post the bidding notice. Member Stiles asked if the bid documents will include the bridge. Member Snow asked about the berm and new fence. Kaminski said it will mainly sure up the bridge and he thinks it will include a chain link fence on the creek side. Kaminski said they will also be looking into putting something decorative there. Member Stiles suggested that they get a hold of Yaws to see what can be put there that won’t interfere with the plant. Kaminski said he will E-mail tomorrow to go ahead and get the bid documents together. Kaminski said the town was awarded a grant for this project. Member Stiles made a motion to allow Cedarwood Engineering to go out to bid for the reclamation of the creek by the Virgil sewer plant. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. RESOLUTION # 16-019 BID AND APPROVE TOWN HALL ADDITION: Supervisor Kaminski said that they put off the addition to the town hall until this year, because it was too late in the season when they voted on it. Kaminski said they need a Motion to contact engineer Chuck Weeks to go out to bid. A motion was made by Member Stiles to go out to bid for the Town Hall addition. The motion was seconded by Member Snow. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. Discussion continued, Supervisor Kaminski said that Dale Taylor was taking care of getting the fiber optic lines found. It was mentioned that by calling Dig Safe, this should be taken care of it. Virgil Town Board Meeting January 14th, 2016 3 | P a g e RESOLUTION #16-020 ANIMAL SHELTER AGREEMENT: Supervisor Kaminski said that they were going to vote on this last month, but the board wanted Attorney Pat Snyder to look it over. Snyder said he looked it over and didn’t see any problems with it. A Motion was made by Member Stiles to approve the Animal Shelter Agreement for 2016 adding in the amount budgeted for the Shelter agreement on line 6, not to exceed $10,500 a year. The motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays - None. RESOLUTION#16-021 SHARED SERVICES AGREEMENT: Supervisor Kaminski said that Highway Superintendent Morse received some paper work from the DOT. Kaminski said that Attorney Snyder looked it over and felt it was ok to sign. Member Stiles made a motion to approve the shared services agreement. Member Pelton seconded the motion. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. Discussion continued: It was stated that Towns have been doing this for 50 years. It was stated that it helps to keep track for reimbursement purposes. RESOLUTION#16-022 APPROVE BID ON ACCUSTIC BID FROM FRANCIS AUDIO-VISUAL: Town Clerk Van Donsel said that she put an ad in the paper asking for bids and the only bid received was from Francis Audio- Visual. She also contacted three companies two came out and looked at the job, but again only Francis Audio -Visual submitted a bid. Member Stiles made a motion to accept the bid from Francis Audio Video being the only bidder not to exceed $6,054. This price would need to include any freight charges as well. Member Pelton seconded the motion. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. REAPPOINT HOPE LAKE PARK COMMITTEE: There was some discussion regarding the Hope Lake Park Committee. The board would like to see this committee brought back to life. Code and Zoning Officer Umbehauer is unable to be on the committee. It has b een charged to the Virgil Town Clerk to try and find folks would like to serve on the committee. RESPONSE TO THE COMPTROLLER: Supervisor Kaminski said there are three areas that are deficient. He said they responded already, but the comptroller wants to see a few more changes. One is to adopt rules and regulations for the water a sewer districts, which the board voted on at this meeting. They are also looking for a Fuel policy. Kaminski said that Highway Superintendent Morse has been doing a good job getting the fuel accountability numbers to the board each month. Kaminski wrote up response for fuel accountability that he would like the board to look over. He said that the comptrollers wanted something more written about f uel accountability. He also said that two town board members are to audit the town supervisor’s books. He said this month member Snow and Member Denniston will perform the audit. Kaminski would also like attorney Snyder look over the response as well. NEW BUSINESS HOPE LAKE PARK DITCHING AND PURCHASE OF SAND: Supervisor Kaminski said that there needs to be ditching done in the parking lot and at the beach, and that the town needs to buy sand. He said these items need to be taken care of and can’t be put off for too long. Supervisor Kaminski asked Superintendent Morse if he and his men could take care of the ditching. Morse wanted to know if they could drain the lake a bit to take care of a sand bar that runs into the lake. The DEC would need to be contacted on that matter. Kaminski said there is a commitment for water to be used for snow making by Greek Peak during the winter. Morse said it might take a year or more to get permits. He said that If it’s that bad they may have to rent a big backhoe. Kaminski said this needs to be taken care of and they need to get the ball rolling. TOWN BOOKKEEPER”S INSURANCE: Kaminski said that the bookkeeper is no longer employed with the Town of Truxton, so Virgil will need to pick up a higher percentage of her insurance costs with the Town of Willet. He is hoping it’s going to be less e xpensive, because Willet is also with the Health Care Consortium. RESOLUTION #16-023 TRANSFER TO RESERVES: Bookkeeper Gina Norse made some recommendations to transfer money to Reserve funds. She recommended: From: General Fund to Retirement Fund: $ 1,474.00 General Fund to Unemployment Fund: $ 500.00 From: Highway Fund to Equipment Reserve $26,000.00 Highway Fund to Retirement Reserve $620.00 Highway Fund to Unemployment Reserve $500.00 From: Sewer District to Repair Reserve $14,000.00 From: Water District to Repair Reserve $10,000.00 Member Stiles made a motion to approve the recommended transfers as presented. The Motion was seconded by Member Denniston. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays- None. Discussion Continued with Member Stiles asking when the 2015 books would be closed. Supervisor Kaminski said they would probably be closed in February or March. EXECTIVE SESSION: In Accordance with Public Officers law section Article 7, Section 103, Supervisor Kaminski called for an Executive Session at 8:29 PM to discuss a personnel matter. A motion was made by Member Stiles, seconded by Member Snow. Vote: Ayes - Members Pelton, Snow, Stiles, Denniston and Kaminski. Nay -None. Virgil Town Board Meeting January 14th, 2016 4 | P a g e END EXECUTIVE SESSION: Executive Session was adjourned at 8:45 PM. Moved by Member Stiles, Seconded by Member Stiles. Vote: Ayes-Members Pelton, Snow, Stiles, Denniston and Kaminski. Nay -None. COMMUNITY DELOPMENT LOAN: Discussion Continued Supervisor Kaminski talked about the community development loan. He said the Gatherings is for sale. He said the property is assessed at $560,000 and the asking price is $390,000. Member Stiles said the person who bought it at auction is looking for a quick return on his investment. Kaminski said that he needs to sit down with Bookkeeper Gina Nourse to see how to clear the books from the Gatherings loan. Member Stiles asked if the board could talk to her and put it on the agenda for February. Attorney Snyder suggested that the board talks with Thoma regarding this as they are the administrators of community development loans. Member Stiles said he would like a listing of outstanding obligations that the Town has as of Jan. 12th. Stiles said he would like to know balance and pay off the debt. Stiles said he would like this report every month. He said if there is some extra money that the town has, he would like to see some of the debts get paid off. Member Stiles also wanted to know the board’s thoughts on putting the agendas and attachments on the computer. He thought it would be nice to receive the bills and monthly reports electronically. He said he doesn’t like all the paper. He said he would prefer to have a tablet and put it all on there. Member Denniston said he has been using the Agendafree program for the last few months. He said he see some pros and cons. He said he likes the idea of not having all the paper as well. Stiles said it would be nice to have documents loaded on the tablet, such as the Procurement policy. He said it would be nice to be able to pull it up to reference it at meetings. Denniston said that the free system only holds three meetings, but the program that costs money has a drop box where you can store all the agendas and attachments for years. Denniston said he knows that Pelton is a paper guy. Pelton said he will ask ahead of time if he wants something on paper. Pelton said he uses both electronic and paper. Supervisor Kaminski said he has no problem with new technology. He was wondering if there advantages of having a tablet as opposed to a laptop. Member Snow said he already has a laptop that he can use. Kaminski said that perhaps they would invest in two more. Denniston said he would work with Town Clerk Van Donsel to see what can be done. He said he will look into software packages and will present his findings next month. With no further business to discuss, Member Denniston moved to adjourn the meeting at 8:55 P.M. Member Stiles seconded the Motion. Vote: Ayes-Members Snow, Denniston, Stiles, Pelton and Kaminski. Nays: None. Respectfully Submitted by, Alane Van Donsel, Virgil Town Clerk