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DRAFT Agenda Meeting Minutes April 25, 2005 Those present: Fred, Alan, Bob, Dot and Sandy The meeting began at 7:30 P.M. Fred reminded everyone that the procedure for the Agenda Meeting is that it is a public meeting for the Town Board to discuss and prepare an agenda for the next meeting and the only people who will be permitted to participate in the meeting will be those who are department heads/committee heads and the Town Board. The bids were opened for the sale of the 1999 Crown Victoria police car. Bids were as follows: Daniel P. Little $2,800.00 162 Dennie Loop Road Mayfield, New York 12117 Bay Ridge Motor Inc. $1,889.00 1869 Richmond Terrace Staten Island, New York 10310 Grace Quality Used Cars, Inc. $2,502.99 945 Lincoln Highway Morrisville, PA. 19067 Paul Vosburgh gave a presentation regarding the results of the archeological study on the new Town Hall property. Landmark Archeological of Altamont, New York has completed the field work portion of the Phase I assessment. They have dug test holes and have found artifacts including brick, ceramic, nails and wood that appear to date from an early cheese and butter factory that was located on the site. These artifacts were found in an area 90’ by 200’. The next step will be a Phase II archeological survey which means bigger holes that are closer together and a more in depth analysis of what is found at what depth in the soil and how these artifacts are arranged on the site. The findings of the Phase II survey will make the site eligible or ineligible for the National Register of State Historic Places. This means the project will face several months delay. We could lose the construction season. The cost of Phase I was around $5,700.00. The cost of Phase II could be $12,000.00 to $18,000.00. If there are findings of significance at the end of Phase II, we might redesign the project to avoid that portion of the site or dig through the site and find the artifacts and make an exhibit in the new town hall. The Board felt they were on a fairly tight schedule and were hoping to go to bid in May. If they are significantly delayed they would loose the construction season. Phase II would have to go out to bid because of the cost involved. Paul said we would need the information and complete report on Phase I because otherwise the bidders in Phase II won’t have the whole story. Fred said he feels this puts an entirely different light on our time schedule and affects the entire project. Winter construction could cost $50,000.00 to $75,000.00 for temporary heat. If we are looking at a longer time period, we could consider changing the design and a referendum later this year. Alan feels that before we work on bidding documents, we need to know where we stand with the archeological situation. This may also change the footprint. He said that two weeks ago when we passed the resolution, we felt we were on some kind of schedule that would allow us to build the building during the building season. We are at a point now where that won’t be a possibility. After further discussion, it was determined that we would repeal the resolution passed last month. Motion made by Councilman Verola, seconded by Councilman Grattidge that Resolution #80, A RESOLUTION TO REPEAL RESOLUTION #76 OF 2005 AUTHORIZING THE ISSUANCE AND SALE OF SERIAL BONDS FOR THE CONSTRUCTION OF A TOWN HALL AND AUTHORIZING THE EXPENDITURE OF FUNDS FROM THE TOWN CAPITAL RESERVE FUND OF THE TOWN OF CHARLTON SUBJECT TO PERMISSIVE REFERENDUM, be approved: Approved: Councilman Grattidge Yes Councilman Lippiello Yes Councilman Mitchell Yes Councilman Verola Yes Supervisor Acunto Yes The agenda for the Town Board Meeting will include: Approval of April Town Board Meeting and tonight’s Agenda Meeting The bills were audited this morning by the Town Board. Councilman Verola will not be attending the E-Government Workshop. Her name needs to be removed and the total amount of that voucher changed from $60.00 to $50.00.
Motion made by Councilman Verola, seconded by Councilman Lippiello, A Motion authorizing the Town Clerk to prepare the abstract, be approved: Approved: Councilman Grattidge Yes Councilman Lippiello Yes Councilman Mitchell Yes Councilman Verola Yes Supervisor Acunto Yes April expenditures and revenue Web site activity Reminder about the E-Government Workshop Veterans Float for the Founder’s Day Parade BH BL flag day parade is June 9. Line up is at 6:30 P.M. Anyone is welcomed to march. Dunks are available at the Town Hall. Niagara Mohawk has sent us an e-mail about the sub-station on Route 67. They have not determined if they will keep the property or sell it. They will keep us informed. Technology Board: John Tasse stated that the Technology Board would like to have their mission statement approved. There had been a question about the Technology Board’s interest in certain areas which included chemical purchases, design and construction of buildings, services related to maintenance of equipment and radio and internet and telecommunications. Marv Schorr explained that there is no record of MSDS Forms which tell about the hazards of handling certain chemicals and how to store them. Ron said has a MSDS Book at the Highway Garage. There is no record at the Town Hall. Since the job of the Technology Board is to provide service to the town, they would like that item to remain on the list since no one is doing it now. The Town Board agreed. The design and construction of buildings would center around the wiring of the new town hall and the existing wiring in our current building. They have two members who are experts in that. As far as radio, internet and telecommunications, they are interested in the hardware aspects of what should be in the town hall. Regarding services related to maintenance, the Technology Board felt the new town hall would require somebody to come up with a maintenance schedule for the fire alarm system, sprinkler system, etc. The Town Board will pass a resolution at their next meeting to approve the Technology Advisory Board’s Scope. Saratoga County has been working on a GIS that would be a web site type of GIS whereby the town or an individual can access this GIS. It is in the final stages ready to go public. We will need someone from Charlton that would be willing to be trained in the system so they can come back and train people on the town boards and committees, etc. Fred is not sure how long the training is. Janet Reville would be interested depending on how many days the training is. Anyone who is interested should get in touch with Sandy. Motion made by Councilman Grattidge, seconded by Councilman Verola that Resolution #81, A Motion to accept the bid for the 1999 Crown Victoria police car from Daniel Little for $2,800.00, be approved:
Approved: Councilman Grattidge Yes Councilman Lippiello Yes Councilman Mitchell Yes Councilman Verola Yes Supervisor Acunto Yes Fred stated that the justices are submitting a grant application to the Justice Court Assistance Program. It must be submitted by May 1. They need a resolution from the Town Board. Motion made by Councilman Grattidge, seconded by Councilman Lippiello that Resolution #82, A RESOLUTION AUTHORIZING THE TOWN JUSTICES TO PROCEED WITH THE SUBMISSION OF A GRANT APPLICATION TO THE JUSTICE COURT ASSISTANCE PROGRAM 2005, be approved:
The grant is for $20,000.00. It will basically be for furniture and another fax machine. There is no guarantee they will get it. Approved: Councilman Grattidge Yes Councilman Lippiello Yes Councilman Mitchell Yes Councilman Verola Yes Supervisor Acunto Yes Fred stated that there would be the potential that John Morgan would need to tap into the reserve funds for the painting of the water tower and the work that will be done on the Alplaus Creek crossing. In reviewing the 1995 resolution creating that reserve account there is a misprint that needs to be corrected. The resolution says, “pursuant to Section 6-c” and it must be changed to read, “pursuant to Section 6-d”. Fred read the corrected resolution. It will be adopted at the next Town Board Meeting. Our attorneys have filed the Appellate Brief regarding the Capital Real Estate issue. Fred has a copy of the 40-page brief in his office. We have undertaken an independent audit. They have given us some preliminary recommendations to consider. Each Board member has a copy of the recommendations. It requires a response within the next 10 days. They cannot finalize the audit report until we give that response. There may be several more recommendations because they have not finished auditing the justices. The Board will meet Tuesday, May 3 at 7:30 P.M. to discuss their response. Resolutions for Town Board Meeting: A Resolution to appoint 2 members to the Records Advisory Board A Resolution honoring the dairy farming community
Motion made by Supervisor Acunto, seconded by Councilman Grattidge that Resolution #83, A RESOLUTION TO HOLD A PUBLIC HEARING AT 7:15 P.M. ON MONDAY, MAY 9, 2005 TO HEAR INPUT ON THE 2004 STORM WATER MANAGEMENT PROGRAM, be approved: Our town engineer, Environmental Design Partnership, had been working with Mr. Gavin on our storm water system in town. We have completed the tasks we told the state we would do this year. This basically talks about what our program is and what is coming up. We are working in conjunction with the county. Our filing deadline with the state is June 1. Documents will be available in the Town Clerk’s Office for public review. Approved: Councilman Grattidge Yes Councilman Lippiello Yes Councilman Mitchell Yes Councilman Verola Yes Supervisor Acunto Yes At the Town Board Meeting Don Schermerhorn, Chairman of the Independent Audit Search Committee, will be giving a presentation. Two items need to be moved on in relation to the audit. One item is to release the independent auditors from preparing the GASB #34 portion of the audit because of lack of time and clerical staff to prepare it. The other item is establishing guidelines to develop Asset Depreciation Schedules. Fred said that he will be presented with the Liberty Bell Award by the Saratoga County Bar Association. Communications for Town Board Meeting: We received a thank you note from the BHBL Schools thanking us for the use of the Town Hall for a meeting. We received a letter from Kevin and Eileen Stone regarding the new town hall. When asked if she would like a written or oral reply to her letter, Eileen said that some of the things involved would require a presentation of numbers. The reply would probably be a combination of both. Fred said he would like to see one or both of the chairmen of the committee reply. Sandy will reply. In order to release the auditors from preparing the GASB #34, a new agreement must be signed that would lower the cost of the audit to $5,100.00. It was over $6,000.00 before. Fred received permission from the Board. Councilman Reports: Bob – John has been proceeding with the crossing of the Alplaus Creek and has set up a test bore. They are trying to develop specifications for the water tower painting. The tower has been painted 3 times. By law you can only put so many meters of paint on the tower before it has to be sand blasted. He is waiting to hear if that will need to be done. In order to do the tower painting, he will have to remove everything that is stored in the base of the tower. He would like to purchase storage facility for the site. He has quotes for 3 sheds from:
Bunk Barn $2,790.00 4696 State Highway 30 Amsterdam, New York 120l0
Garden Time $2,700.00 Quaker Road Glens Falls, New York
Custom Sheds and Gazebos $3,530.00 1745 Chrysler Avenue Schenectady John is recommending the Garden Time shed. Sandy said that she had heard about painting the water tower for a long time. Has it been determined that we are definitely doing it this year? Bob responded that it has to be done this year. John is not sure how much of the paint has to be removed. We will have a resolution at the Town Board meeting. Dot – Nothing more at this time. Sandy – Nothing at this time. Alan – Town wide bulk pick up will start May 2. County Waste will send us a schedule this week to let us know which roads they will start on first. They are planning on starting on the main roads – Route 67, Route 147, Charlton Road, Swaggertown Road and Stage Road. They will need help from the constables to control traffic. Sandy will talk with the constables. They are taking household furniture, tv’s, computers, mattresses, air conditioners, lawn mowers, glass, all metals, washers, dryers and hot water tanks. They cannot take brush, demolition materials, paint, motor vehicles and engines, tires, propane tanks, and hazardous materials. County Waste is mailing everyone a reminder card this week. Normally when people come and pick the piles, they make a mess of the piles and it is harder for the people who are trying to clean the material up. The metals help defray the cost because they reimburse us. There will be a Party in the Park meeting on Wednesday at 7:30 P.M. at the Town Hall. Park Committee: They are meeting May 4 at 6:30 P.M. at Mill Pond Park. They will have a walk through. Ron will be getting a new flag for Elmer Smith Park. Environmental Conservation Commission: Road Side Clean Up will be this Saturday from 8:00 A.M. to Noon. The Tree Give Away will be from Noon until 1:00 P.M. at the Highway Garage. Highway: Ron is waiting for a report from DOT regarding the intersection of Crane Street and Dawson Road. He is getting information on the roof at the highway garage. It was patched over the winter. Motion made by Councilman Verola, seconded by Councilman Grattidge, A Motion to adjourn to an executive session with Paul Vosburgh, be approved: Approved: Councilman Grattidge Yes Councilman Lippiello Yes Councilman Mitchell Yes Councilman Verola Yes Supervisor Acunto Yes The meeting adjourned at 8:40 P.M. Respectfully submitted, Gail Hanchar Town Clerk |
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