Town of Charlton

Town of Charlton

Saratoga County

Town Board

 

Agenda Meeting

June 26, 2006

 

7:32pm

 

The Agenda meeting of the Town Board of Charlton, Saratoga County, New York held at 7:32 pm at the Charlton Town Hall, called to order by Supervisor Grattidge.

 

Present:  Supervisor Grattidge, Councilman Gardner, Councilman Lippiello, Councilman Salisbury and Councilman Verola

 

Others Present:  Deputy Town Clerk Susan York, Superintendent of Highways Ron Gavin, Assessor Vicky Hayner, Paul St. John and Town Attorney Robert VanVranken.

 

Supervisor Grattidge announced this meeting is to set the Agenda for the Regular Meeting of the Town Board on July 10, 2006.

 

A motion made by Councilman Verola seconded by Councilman Gardner, to accept the minutes of the Town Board Special meeting held on May 16, 2006.

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

The Town Board will approve the following meeting minutes at the July 10th  town board meeting:

 

            June 12, 2006 Regular Town Board Meeting

            June 26, 2006 Agenda Meeting

A motion made by Councilman Gardner seconded by Councilman Lippiello to add into the abstract of claims a voucher to the Charlton General Store for the amount of $200.00.  Approved

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

A motion made by Councilman Verola seconded by Councilman Lippiello authorizing the town clerk to prepare the abstract of claims.  Approved

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

Supervisors Report and Announcements

 

Supervisor Grattidge announced that a pre-construction meeting would be held on July 6, 2006 at 3:00pm at the Town Hall.  The meeting will be conducted by Architect Paul Vosburg and the Owners Representative Tony Ward for the new town hall project.  The meeting is open to the public.

 

Supervisor Grattidge stated a legal notice was published by the Zoning Board of Appeals.  The said meeting will be held on July 11, 2006 at 8:00pm.  The Zoning Board of Appeals will hear the case of George Cook 2094 Cook Rd.  The applicant is requesting a lot line adjustment to create two lots. One lot will need an area variance for road frontage.

 

Supervisor Grattidge received a notice from the Saratoga County Public Health Nursing Service.  The notice stated there will be a presentation on the Pandemic Planning, a shared responsibility to be held on July 11th at 6:00pm at the Skidmore College.  A reservation is required and the notice would be posted at the Town Hall.  Councilman Gardner stated he would be attending.

 

Supervisor Grattidge received a letter from the Saratoga County Animal Shelter.  The letter stated that there is a web site link for stray animals and lost pets.  If a resident has lost their pet and no identification is found the Animal Shelter will take a photo and place it on the website.  Councilman Gardner would contact John Kelly the web master to include the link to the town’s web site.  Councilman Verola stated the residents who have lost their pets are currently able to send photos to the town’s web site.

 

Supervisor Grattidge stated the Town Clerk has notified the fire districts to file their annual financial report with the Town Clerks Office.  A notice was sent out to the fire districts on June 9th.

 

Supervisor Grattidge receive an email from Bruce Downing concerning the Time Warner Cable build out.  The email read:  Dear Alan & Bob, We are delighted with the TWC situation.  Are they still on track to get cable by the end of the year?  I see nothing in the town newsletter about it, so I assume Time Warner will be doing the build as plan by the end of the year.  Supervisor Grattidge stated that Time Warner has been on Sweetman Road.  They had also wired Jockey Street.  Councilman Lippiello stated he would find out further information and respond to Mr. Downing.

 

Supervisor Grattidge stated last month a purchase was made for MCAfee antivirus for the town’s computers.  The antivirus has an annual update and is good for five users. Councilman Gardner stated he would like to know what machines the antivirus used on.  Supervisor Grattidge stated the Assessors are accessed through the Saratoga County.  The Supervisors Office, the Secretary to the Supervisor and the Town Clerk has access to the internet.  It will need to be evaluated who the others are that are on line.

 

Supervisor Grattidge received a report from the Board of Assessment review from May 16, 2006.  Supervisor Grattidge read a paragraph of the report:  On May 16th the board had an information meeting with the Town of Charlton Assessors.

 

Supervisor Grattidge received a letter from the Charlton Snowmobile Club asking for permission to cross through town property where the new town hall site is.  Supervisor Grattidge would like to grant permission and sign authorization.  Supervisor Grattidge stated he does not see any problems in regards to the new town hall construction.  Councilman Verola suggested waiting a little while before signing; it is a little early in the game.  Supervisor Grattidge stated the snowmobile club likes to start before fall.  He doesn’t see the new construction being an impact to the snowmobile club.  Furthermore, the Snowmobile Club is extremely cautious when opening the trail.  Supervisor Grattidge stated the Snowmobile Club has been very responsive when it comes to any problems in the past.  Supervisor Grattidge stated he would like to submit the authorization card.  He will include a note stating to check back in the fall regarding the trail due to the construction concerns.  Councilman Salisbury stated he is concerned with safety.

 

Supervisor Grattidge will include on the Agenda for July 10th meeting Expenditures, Revenues and Web site Activity.

 

Councilman Salisbury would like to add brush pickup to the Agenda.  The County Waste picks up the brush around town.  Supervisor Grattidge stated a resident has asked the town to consider picking up brush.  Superintendent of Highway Ron Gavin stated he usually ends up picking it up if County Waste doesn’t.  Supervisor Grattidge suggested an idea to create a two week period in the fall for brush pick up.  It could be announced in the fall newsletter.  The first two weeks in November was suggested.  Councilman Verola stated that the town would not do away with County Waste picking up brush.  Supervisor Grattidge stated the town provides pickup of brush by County Waste and a place where residents can haul their brush.  Supervisor Grattidge concern is, if the brush pick up would have an impact on the Highway Department in November.  Supervisor Grattidge asked Councilman Salisbury and Councilman Verola to draft an article for the newsletter.  The town board will review draft.

 

 

Supervisor Grattidge received a NYS Environmental Conservation Permit.  This permit is a general permit that the Highway Department runs roadwork under.  It is part of the Stormwater management Program.  Sometimes further permits are needed.  Superintendent of Highway Ron Gavin stated the town should expect the Stormwater management program to become a big issue in the future.

 

Supervisor Grattidge received a quote from the Town Clerk on a yearly inspection of fire extinguishers for the Highway Garage and Town Hall.

 

A motion made by Councilman Verola seconded by Councilman Gardner to except the two quotes for the annual inspections of fire extinguishers for the amount of $153.10 for the Town Hall and $177.30 for the Highway Garage.  Approved

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

Discussion:

 

Superintendent of Highway Ron Gavin stated the Highway Department checks on occasion the gauges of the fire extinguishers.

 

Supervisor Grattidge received a correspondence memo from the Town Clerk regarding a service contract from Eastern Copy Products.  A voucher was submitted for a semi annual service contract for the copy machine in the Town Clerks Office.  The contract runs 11-18-05 thru 11-18-06 and provides preventative maintenance and service.  Supervisor Grattidge stated the copier is used a lot. The town board agreed to continue with the contract.

 

Supervisor Grattidge had gathered information regarding the BHBL Summer Recreation Program. Supervisor Grattidge stated the summer recreation program contracts with the Town of Ballston who administers the program.  Brian Bold the program director has stated he has no contract on file for the Town of Charlton.  Mr. Bold sent the Town of Ballston’s contract for information.  Supervisor Grattidge stated there are 71 children in the Town of Charlton who attend the summer recreation program.  The total number of children in the program is 283.  There is a registration fee for the each child attending.  Supervisor Grattidge received a list of contributors: the Town of Glenville contributes $12,500, Town of Ballston $9,000 and the Town of Charlton contributes $3000.00.  The town receives a 50% reimbursement of $1500.00 from the program.  Supervisor Grattidge stated Councilman Verola was the representative in 2005.  Councilman Verola stated she was never contacted.  Councilman Salisbury is this year’s representative and has not been contacted.  Supervisor Grattidge stated he would contact Mr. Bold to see if there are any informational meetings.  Supervisor Grattidge said he would give Mr. Bold Councilman Salisbury’s number to contact him.  Supervisor Grattidge stated the town would need a contract in place for the summer recreation program.

 

Supervisor Grattidge received a voucher for payment from the Town Attorney.  The voucher had an extra billing beyond its quarterly payment.  Supervisor Grattidge will gather further information.

 

Supervisor Grattidge stated a letter was sent to Heflin/Durst that an escrow amount of $10,000 is needed for the subdivision and work related to the water district extension.

 

Supervisor Grattidge stated the town board will need to pass a resolution to create appropriations for the construction of Capital Project New Town Hall.  The resolution will include the total construction cost of $3,257,948.00.  It will also include what would come out of the budget reserves, building reserves and the bond.  Supervisor Grattidge stated the town board will need clarification whether the town board is authorized to issue debt.  Supervisor Grattidge suggested the authorization be included in the bond resolution.  Councilman Verola stated her concerns are with the interest rates and whether the town would need to retain services of a bond council.  Supervisor Grattidge stated the town board would need to meet with the Financial Advisor and the Town Attorney.

 

The town board is reviewing the fee schedule for the Town of Charlton.  Councilman Verola and Councilman Salisbury agreed to keep the escrow accounts the same.  Supervisor Grattidge stated the fees were increased last December.  Supervisor Grattidge stated the new fee schedule will help with the increased cost of legal work and other building and zoning fees to the town.  Councilman Gardner would like to see what neighboring town’s fees are.  Supervisor Grattidge stated he would present another fee schedule draft.

 

Supervisor Grattidge gave a hand out to the town board on Accounting Updates. 

Supervisor Grattidge summarized the article:  The GASPY 45 titling Accounting and Financial Reporting by employers of post employment benefits other than pensions is nearing its start of the first phase.  Supervisor Grattidge stated that towns are going to be responsible for accounting their benefits that are given to employees after they retire.  Supervisor Grattidge stated right now everyone pays as they go for the employees who left service and are receiving benefits.  We may need to set up a reserve rather than pay as we go.  The Town of Charlton will be in phase III which would begin in 12-15-08.

 

Councilman Lippiello stated he hopes to receive an update from Environmental Design Partnership for the project development costs to the water district.

 

Councilman Verola stated her issues are included on Councilman Gardner’s list.

 

Councilman Gardner created a list of open discussion items.

 

1.      Employee Handbook- Supervisor Grattidge stated the town board can anticipate a written draft in mid July.

2.      Park Rules and Regulations- Supervisor Grattidge stated no further action has been done. The town has general rules and regulations.  Supervisor Grattidge stated the town board would need to decide whether to update them or not.  The town’s insurance agent submitted a list of requirements for usage of the park.  Supervisor Grattidge felt it may be tough for people to meet.  Councilman Lippiello will notify the Park Committee for recommendations.

3.      Burning Ordinance- Supervisor Grattidge stated the town board has received a draft from the Environmental Conservation Commission.  Supervisor Grattidge stated a notice has been attached to the current Burning Ordinance form stating that residents will need to give a specific date when they would be burning.  In the past residents would fill out a form using date spans of a month. It was granted in the past.  Supervisor Grattidge stated if you were to look into the Ordinance it specifically states if you live in the Residential Area you will need to indicate the date you will be burning on.  Councilman Verola stated the Zoning Administrator issues burning permits.  She asked if it may be better to ask the fire district to issue the permits.  Supervisor Grattidge stated the fire chief’s were asked and they did not want to do it.  In the ECC letter it states that the town has County Waste who picks up leaves and brush, so is it necessary for residents to be burning.  Councilman Verola stated her concern with residents who have a huge bomb fire underneath a pine tree.  Supervisor Grattidge stated he feels the system works the way it is, asking residents to give a specific day when they would be burning.  Councilman Gardner stated he feels it wouldn’t hurt to notify the fire control when someone is going to be burning.  Supervisor Grattidge stated the Ordinance could be amended where the fire district would receive a copy of each permit issued.

4.      Cell Tower Zoning- Supervisor Grattidge stated it is being reviewed by the Town Attorney.  Councilman Verola stated when she was on the Zoning Board of Appeals a copy was sent to the Town Attorney for review and he would give input to whether or not changes should be made.

5.      Wind Generators- Supervisor Grattidge stated he has brought this topic up anticipating residents would be coming in with an application.  Supervisor Grattidge feels that more back ground work is necessary.  Supervisor Grattidge stated the Zoning Ordinance does not permit wind generators.

6.      Storage Containers- Supervisor Grattidge stated the storage containers are in the same situation as the wind generators.  The Zoning Ordinance is not specified enough.  Councilman Verola stated that Zoning Ordinance Review Committee should work on reviewing Wind Generators and Storage Containers.

7.      Dog Ordinance- Councilman Gardner stated no change has been done.  Councilman Gardner will speak to the Animal Control Officer regarding the input from the Zoning Ordinance Review Committee.

8.      Clerk to the Supervisor - Supervisor Grattidge stated he is working on getting a resume to the town board for the clerk to the supervisor.

9.      Town Management Software- Supervisor Grattidge stated the Finance Committee should meet with the Secretary to the Supervisor for discussion.  Supervisor Grattidge stated the Highway Department received information from another software company.  Councilman Salisbury stated the town board needs to find out what our current software can do.  Councilman Gardner stated maybe it should be considered to go with compatible software for all the departments.  Highway Superintendent Ron Gavin will set up an appointment for a Demo.

10.Computer Security- Councilman Gardner stated computer security should be looked into after the situation with the Town Clerks computer.  John Kelley’s server helped reroute and help the Town Clerk to continue working.  The Employee Handbook should also tie into the use of computers.

11.Water District Engineering- Councilman Lippiello stated the water district gives an annual report.  Councilman Gardner stated he would give to the town board what he is looking for at the next town board meeting.

12.Highway Tractor – Supervisor Grattidge stated the town board will meet in executive session to discuss the tractor situation.

13.Retirement Monthly Reports- Councilman Salisbury stated it will be discussed in executive session.

14.Escrow Account Management- Councilman Gardner stated the issue is in reference to the letter sent by the Planning Board Chairman. Councilman Verola stated the clerk to the Planning has researched the escrow accounts and found that there are escrow accounts due to applicants back from the year 2000 or earlier.  Supervisor Grattidge stated he has received a spread sheet from Clerk, Susan York.  It will be worked on and cleaned up.  When the cases were finished the moneys were not released. Supervisor Grattidge stated Clerk Susan York will help with the communication between the Secretary to the Supervisor Kathy Hanley.  Clerk Susan York stated she believes that the escrow accounts are booked separately and tracked separately.  The only information she received was in a note book as to how much was funded and how much it was billed against and how much balance remains.  But you can’t go through any type of ledger report and see a running balance.  Ms. York stated she was told by Kathy Hanley that the refunds are applied to what is currently owed against this years application fees.  Ms. York stated she doesn’t understand that.  Councilman Verola stated the applicants who set up the escrow account have no knowledge to what was used because they are not sent statements.  Councilman Verola stated if she were to give the town a couple hundred dollars she would want to know were it went to.  Councilman Salisbury stated the town is asking for a $10,000.00 escrow account from an applicant, we should let them know how it was spent.

15.Town Fiscal Budget- Councilman Gardner asked if the town was going to follow the recommendations with the schedule of the Comptrollers.  Councilman Gardner stated is the town board members going to be involved with the decision on what will be done. Supervisor Grattidge stated that no decision was made on what would be done.

16.Representatives- Councilman Gardner stated when the new town hall is built a contact person is needed, at what point can the town board be involved.  Supervisor Grattidge stated the town board would be involved with any change orders.  As the on site representative, Supervisor Grattidge stated he will bring back all information to the entire town board.  Supervisor Grattidge stated any time there is a change order according to the architect’s specifications the contractor must have the approval of the architect, owner’s representative and the owner who is the town board. Councilman Verola stated that communications have came through and been only addressed to the Supervisor.

17.Flooding Issue with resident on Redwood Drive- The highway department is willing to haul large debris items out of the creek.  Highway Superintendent stated he is waiting for dryer weather.

18.Summer Recreation Program- Councilman Gardner stated it had been discussed earlier in the meeting.

 

MOTIONS & RESOLUTIONS

 

A motion made by Councilman Verola seconded by Councilman Lippiello that Resolution No. 110 A RESOLUTIONACCEPTING THE REQUEST OF PLANK, LLC TO WITHDRAW ITS BID FOR GENERAL CONSTRUCTION SERVICES FOR THE TOWN OF CHARLTON NEW TOWN HALLbe approved:

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

A motion made by Councilman Verola seconded by Councilman Lippiello that Resolution No. 111 A RESOLUTION TO AWARD NEW TOWN HALL GENERAL CONSTRUCTION CONTRACT TO LOWEST RESPONSIBLE BIDDER be approved:

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

A motion made by Councilman  Lippiello seconded by Councilman Verola to amend the budget to appropriate additional chips funding from New York State for the 2006 CHIPS program and the 2005 roll over balance.  The increase of the state funding was $8,037.97, the monies left from the CHIPS program in 2005 was $684.96.  Therefore a total increase of appropriations is $8,722.93.

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

A motion made by Councilman Verola seconded by Councilman Gardner to transfer funds from account A-990.4 contingency to A-1420.4 Attorney Contractual for the amount of $9000.00 due to additional services on the Town Hall Project.

 

Roll call vote:  Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye  Approved

 

 

Supervisor Grattidge stated the Town Board will recess for 15 minutes then return for an executive session with the Highway Superintendent to discuss a situation with litigations regarding a tractor.

 

Supervisor Grattidge adjourned the meeting.

 

 

Respectfully Submitted,

 

Heather Scribner

Charlton Town Clerk
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