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Agenda Meeting Minutes December 29, 2003 Those present: Fred, Bob, Alan and Dot. Councilman Schroeder was not present. The meeting began at 7:30 P.M. Fred stated that we will have four sets of minutes to approve at the January 12 Town Board Meeting. They will include the Town Board Organizational Meeting Minutes of January 3, 2004, the December 8 Public Hearing Minutes, the December 8 Town Board Minutes and tonight’s Agenda Meeting Minutes. Fred – Town Board members have a draft of the Organizational Resolutions. Review them prior to the January 3 meeting and get any corrections to Fred or Gail.
The agenda for the January 12 Town Board Meeting will include:
Fred said that the Town of Halfmoon is involved in a program called Operation Adopt a Soldier in conjunction with the Mount McGregor Correctional Facility. There is a need for personal items by the troops in Iraq and Afghanistan. The cost of shipping is very expensive. The Town of Halfmoon has made arrangements to get these items shipped at a much lower cost. They are willing to take the items and pack them and send them. Fred suggested that the Town participate in the program. The following items are needed: Fred stated that there is a matter being discussed with the Town Attorney dealing with an abandoned portion of Route 67 adjacent to the Frank Holbrook property. It seems that the State abandoned Old Route 67 and left the maintenance of this to the Town of Charlton. It should be land given to the Holbrook parcel. Fred has spoken with the surveyor working for the Holbrooks. He has a list of resolutions and materials from the county. In talking with Bob VanVranken, there is the possibility of us giving a Quick Claim Deed to the Holbrooks so it can be all part of their parcel of land. Dot said that that road was abandoned in 1915. Fred said that there are no records other than at the county. He is leaving it up to Bob to work it out with the surveyor. Alan asked why it wasn’t a direct transfer from the State to the landowner. Fred said it wasn’t done that way. It was abandoned and the maintenance of that property was an obligation of the Town of Charlton. That is something we really don’t want to be involved in because if somebody should get injured on that piece of property it might fall back on us. Dot asked if that would include the whole thing, the old abandoned roadbed which is north of that and the triangular piece? She said she believes it is already listed in their name on the tax roll. Dot said to make sure we get all of it included, as there were two abandoned roads there. Fred stated that we are on a National Threat level of orange. He continually gets updates from the Federal government and our local authorities. The Organizational Resolution Meeting will be held Saturday, January 3 at 10:30 A.M. at the Town Hall. The Town Audit will be held on January 26 at 7:00 P.M. prior to the Agenda Meeting. We may be a little bit late in starting the Agenda Meeting. Ron has gotten three quotes for a snowplow for the new pick up truck. He would like action tonight. There will also be resolutions for budget transfers and authorizing the supervisor to enter into a contract with Environmental Associates. The roof for the salt shed has not been installed. The Highway Department feels that it is not something they cannot get to because of the height. Fred would like us to advertise for bids. This would be strictly for the installation. We have already purchased the materials. We will have a bid opening at the January 26 Agenda Meeting. Motion made by Councilman Grattidge, seconded by Councilman Mitchell that Resolution #98, A RESOLUTION AUTHORIZING THE HIGHWAY SUPERINTENDENT TO ADVERTISE FOR SEALED BIDS FOR THE INSTALLATION ONLY OF A METAL ROOF ON THE SALT SHED AT THE HIGHWAY GARAGE, be approved:
Approved: Fred stated that we have been discussing the potential for adopting tapping fees and incorporating all the present outside users into a district bringing them into the water district. Fred feels we should adopt the tapping fees soon while there is no tapping going on. He suggested we get the Water Study Committee together and present something at the February Town Board Meeting. Bob believes they are in pretty good shape. He isn’t sure if the Committee would have to meet. He will go over the recommendations that were made. Bob may have something at the January Town Board Meeting. He said we also need to act on the revised regulations for the water district. The Fee Schedule will be adopted separate to the regulations and updated each year. Alan said he would like to have time to digest what Bob gives the Board. He would like to have Bob make a presentation at in January Town Board Meeting, discuss it at the January Agenda Meeting and adopt it at the February Town Board Meeting. Fred stated that the incorporating of the outside users would require a public hearing. Fred has been talking with the Town of Hadley. They have a used copy machine that we could use upstairs. They are asking $250.00. We can pick it up when their new machine is purchased. Communications: We received a letter from Time Warner stating that if they cannot come to an agreement with Fox Sports Network and MSG, they will no longer be able to carry that on cable. Resolutions: Motion made by Councilman Grattidge, seconded by Councilman Lippiello that Resolution #99, A RESOLUTION TO TRANSFER FUNDS, be approved:
Approved: Motion made by Councilman Grattidge, seconded by Councilman Mitchell that Resolution #100, A RESOLUTION AUTHORIZING THE HIGHWAY SUPERINTENDENT TO PURCHASE AN 8-FOOT SNOW PLOW AND FRAME FROM T & T BODY KING, be approved:
Approved: At this time Steve Caine gave a brief overview of the actions and events that let up to the selection of a consultant to work with the Comprehensive Planning Committee. Motion made by Councilman Grattidge, seconded by Councilman Mitchell that Resolution #101, A RESOLUTION AUTHORIZING THE TOWN SUPERVISOR TO ENTER INTO AN AGREEMENT WITH NAN STOLZENBURG OF COMMUNITY PLANNING AND ENVIRONMENTAL ASSOCIATES, BERNE, NEW YORK FOR CONSULTING SERVICES AT A COST NOT TO EXCEED $21,205.00, be approved:
Board members stated that they felt this was a good firm to be working with. Fred said he had spoken with several people outside of Charlton that know the firm. They gave high recommendations. Fred stated that in review the three proposals, Community Planning has given a firm not to exceed number of $21,205.00. The other two firms are estimates. In both of the other two estimates, they were based on a 12-month period. Environmental Associates is stating that it could go as long as 16-18 months and not affect the price of the proposal.
Approved: Fred asked if any of the Committees had anything that needed to be put on the agenda for the Town Board Meeting. Dot said we had talked about the Board meeting with Mr. Mesick sometime in January regarding the Town Hall. It was decided that would be discussed after the Organizational Meeting. Bob said we are waiting for a report on the water tower inspection. Fred said that Dave Meager of Round Lake Insurance is reviewing our liability coverage/umbrella policy. They are asking for an up-to-date copy of the lead report for our water. They also are asking for a copy of the manual that we were working on for the constables. Councilmen Reports:
Dot – Nothing at this time.
The next Agenda Meeting will be January 26 at 7:30 P.M. There will be a bid opening for the installation of the roof on the salt shed. The meeting was adjourned at 8:05 P.M.
Respectfully submitted,
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