Town of Charlton

Town of Charlton

Saratoga County

Town Board

 

February 27, 2006

7:30pm

 

The Agenda meeting of the Town Board of Charlton, Saratoga County, New York held at 7:30 pm at the Charlton Town Hall, called to order by Supervisor Grattidge.

 

Present:  Supervisor Grattidge, Councilman Gardner, Councilman Lippiello, Councilman Salisbury, Councilman Verola and Town Attorney Robert VanVranken.

 

Supervisor Grattidge opened the Town Board Agenda Meeting at 7:30pm.

 

Supervisor Grattidge stated this meeting is to set the Agenda for the Regular Meeting of the Town Board on March 13, 2006.

 

The following Agenda items for March 13th are as follow:

 

A Public Hearing at 7:00pm on Regulating the use of Residential Outdoor Solid Fuel Burning Furnaces.

 

At 7:30 pm the town board will conduct their Regular Meeting. 

 

Approval of Minutes; Public Hearing on Veterans Exemption 2/13/06, Public Hearing on Tax exemption to qualified Volunteer Firefighters and Ambulance workers 3/13/06, Town Board Meeting 2/13/06 and the Town Board Agenda Meeting 2/27/06.

 

The Town Clerk Heather Scribner will present the Abstract of Claims and the Town Clerk’s Report

 

Supervisor Grattidge will present the following reports on Expenditures, Revenues, and Web site activity.

 

There will be an Update on the Emergency Power Outage on 2/17/06.

 

Supervisor Grattidge reminded everyone of the conference Saratoga County Planning a Future for Farms held on March 22nd.

 

An Informational Meeting with Time Warner Cable is scheduled for Wednesday March 22nd at 7:00.  The Representatives for Time Warner Cable will provide maps of the current infrastructure in place.  Councilman Lippiello stated Time Warner Cable was ask to give a definition of what the plans are for this summers build out.  A tentative plan is in an area of Sweetman Road, a section of Jockey Street and a section of 147 Western and Eastern. 

 

Supervisor Grattidge announced a workshop with the NY Canal Corporation, a green way proposal to learn about state grants and how your community can maximize on your potential. There would be Further information to follow at the Town Board meeting.

 

Supervisor Grattidge receive a letter from Galway Library thanking the Town of Charlton for their contribution and a back ground on their services.

 

Supervisor Grattidge announced on Wednesday March 1st at 7:00pm a meeting is scheduled to discuss the Party in the Park and following at 7:30pm the Park committee will hold their monthly meeting.

 

Charlton Senior’s Vice Chairman Marv Schorr presented to the Town Board a summary of what they are doing, what was done in the past and what are their plans for the future.  A letter read as follows:

 

The town wide survey by the Comprehensive Planning Committee in 2004 spotlighted the fact that there are more than 1200 citizens age 55 or older in Charlton, which is almost 1/3 of the Town’s population. Also in 2004, a Comprehensive Planning Committee focus group discussion with Charlton senior citizens strongly suggested that a senior citizen group be formed to work for the interests of Charlton’s senior citizens. In November 2004 a group of Charlton seniors approached the Town Board with a proposal for starting a senior group with support from the Town. The Town Board agreed to allow the group to use the meeting room at the Town Hall for its meetings on days that the hall was not being used for other Town purposes and also provided up front seed money to help the group organize and send out announcements and information about membership. The Charlton Seniors officially began operations on January 1, 2005, with more support from the Town Board in the form of an annual stipend. There were almost 200 members in 2005.

 

Once the Charlton Seniors became an official organization, they also became eligible for a variety of State and Federal grants and program materials. The County Office for the Aging notified us that formation of the group made it eligible for a grant to help purchase a van in January 2006 for use by the Seniors. The Town’s financial obligation was that it must purchase the van with up front money and then it would be reimbursed for 75% of the cost by the Office for the Aging. The County Office for the Aging was notified that the Charlton Seniors wanted to commit to the purchase of a van in 2006, provided Town Board agreement could be obtained for the purchase,

 

At the June 13, 2005 Town Board meeting, a presentation by the Charlton Seniors outlined the proposed plans for purchase and usage of the van. While ultimately responsible for providing 25% of the cost of the van, the town would need to budget 100% of the purchase price up front.  It was envisioned that the Town would own the Senior’s van, thereby being responsible for maintenance, insurance, and garaging. In return, the Charlton Seniors envision shared usage of the vehicle with the Town, but with priority given to senior needs and activities. We stated that we see the Van being used mostly for social events to transport seniors who do not drive, or who would rather not drive long distances, nor after dusk, or it may be used to bring seniors to meetings that will provide educational information, such as those held at the Office of Aging in Ballston Spa where the Medicare prescription drug plan was discussed, or, the Van would be used to transport seniors to meetings at the Town Hall from parking areas that are located away from the Town Hall when parking is limited.  Suggestions for use by the Town included use by the Town assessors to do site visits; another might be to transport Town Board members to meetings outside the Town.  The June presentation went on to say that, pending Town Insurance requirements, the driver of the Senior’s Van for senior’s use should be a Senior Volunteer who has passed a Defensive Driver’s Course and who has a clean driving record.  The van’s key should be held by Charlton Seniors officers and its schedule should be coordinated by the Charlton Seniors for the majority of the usage time. It should give priority to senior’s use, but be flexible enough to meet unexpected special last minute needs.

 

In November 2005 the Board budgeted up to $20,000 for the purchase of a van for use by the Charlton Seniors. The money was to be made available on April 1, 2006 with the understanding that the Saratoga County Office for the Aging would reimburse the Town for 75% of the cost, up to a maximum of $16,000. According to the Office for the Aging, the van may be used by the Town when not in use by the Seniors with no restrictions on its use by either the Town or the Charlton Seniors. The Town Board agreed that the Town would own the van, provide garaging, maintain and insure it, and provide annual funds for its use by both the Town and the Charlton Seniors, with the Seniors having priority for its use.  

 

A recent meeting of the Seniors with the director of the Office for the Aging, Sandy Cross, confirmed all previous discussions and also confirmed that it was up to the Town to purchase a van to meet its specifications. The office for the aging leaves it up to the Charlton Seniors and the Town to decide on the make and model and all operating procedures for the van. Once purchased by the Town, the Office for the Aging will reimburse the Town for 75% of the purchase price up to a maximum of $16,000.

 

  The Charlton Seniors have formed a subcommittee to look into the purchase through either a state contract, or from a local dealer if it could be obtained at a better price. We are currently looking at van makes and models, prices and options to determine the best buy for the needs of the Charlton Seniors. We are also developing draft procedures for use of the van that we will submit to the Town Board for approval. We met with the Supervisor in mid-February to discuss this and would like to meet with the entire Town Board in early March in a workshop to go over what is being done to prepare for the purchase and to get your agreement on the specific van to purchase. 

 

Marv Schorr stated the van is not going to be handicapped accessible although Saratoga County Office for the Aging offers transportation that is handicap accessible.  These are available for Doctors appointments, hospital trips and shopping trips.

 

A workshop with the Town Board and the Charlton Seniors was scheduled for March 8th at 1:00pm.  They are hoping to purchase a van sometime in April.

 

Marv Schorr stated the Town passed a resolution recognizing the Charlton Senior organization along with giving use of the town hall and providing some financial support.  Town Attorney Robert VanVranken commented on the Charlton Seniors purchasing a van; the organization has no legal status when you are dealing with an insurance company.  He suggested running this by the insurance carrier of the organization and seeing what restrictions or limitations there are regarding driving qualifications.  The status of the owner of the Charlton Senior organization is the Town of Charlton.  He suggested that the Charlton Seniors go for a not for profit and receive a federal tax ID number and then go for a 501c3 status. The 501c3 status is an IRS approval as an unincorporated identity.

 

Supervisor Grattidge sent a memo out prior to the town board members regarding Insurance information. The town insurance company sent over a number of documents from the Town of Malta on uses for their community organizations.  The town board will review documents.

 

Supervisor Grattidge stated the Town of Charlton is a member of the LENS (License Event Notification Service) program; all town employees are enrolled in this program. A few services the program offer are checking valid driver’s licenses and reporting accidents.

 

Supervisor Grattidge stated the town board is reviewing the town FOIL (Freedom of Information Law) request form.  All town board members have received sample copies of other town forms.  The town board will review documents for further discussion.

 

Supervisor Grattidge stated he read an article regarding employee handbooks on the Association of Towns web site.  The article refers to an Amtec Management Service Corporation, a human resource company who services in writing employee handbooks.  This company has written the employee handbooks for the Town of Malta and the Town of Galway.  This may be something the town would be interested in as we move forward with Charlton’s employee handbook.

 

Supervisor Grattidge stated the Superintendent of Highways has put together a memo on shared highway services between towns.  Town Attorney Robert VanVranken stated the Superintendent of Highways should see what other town shared services are and see what he would be interested in.  The town board would review the information presented and for further discussion.

 

Supervisor Grattidge stated the Highway Department is looking to purchase a new tractor.  Highway Forman Mike Emerich stated the current tractor was bought in 1982 and a few years back the town purchased an arm mower that attaches and mows the side of ditches.  The weight limit of this tractor is at the maximum limit and if you were to catch a tree, it wants to suck the tractor in.  As far as the cab, right now during the spring when the streets are swept the guys have to wear a mask and at the end of the day they are covered in dirt.  With the new tractor there are built in air filters. Also with the new tractor there are two or three dealers to get parts locally.  Supervisor Grattidge stated a resolution for a new tractor would be on the Agenda for the town board meeting.

 

Supervisor Grattidge stated the town board would be reviewing the application form and ordinance for the usage of the Town Parks.  The town ordinance on Park Usage was established in 1978.  Town Attorney Robert VanVranken stated to look into the town insurance part and also see what type of usage there is of the facilities.  A town policy and a set of procedures should be in place so it is very clear of what the expectations are. Supervisor Grattidge would forward the information to the Park committee and also speak to the town’s insurance agent.  The town board would review the information presented and further discussion will follow.

 

A motion made by Councilman Lippiello seconded by Councilman Gardner that Resolution No. 85 A RESOLUTION SCHEDULING PUBLIC HEARING ON PROPOSED LOCAL LAW 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 Verola seconded by Councilman Gardner that Resolution No.86 A RESOLUTION TRANSFERRING FUNDS FROM A WATER RESERVE ACCOUNT TO A WATER RESERVE CURRENT FUND ACCOUNT be approved:

 

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

 

Supervisor Grattidge presented a copy of the Representative for Proposal for the new town hall. All town board members received a copy prior to the meeting.  Supervisor Grattidge stated the Owners Representative would be selected prior to bids.  He discussed with the architect an approximate schedule for this job; it is a two-month planning and bidding process before the job is started, a twelve-month construction phase and a one-month finish out.  This is basically a fifteen-month project.  A discussion followed whether or not a price range should be indicated on the RFP. Councilman Verola stated a price range of the RFP should be taken out of the document and let who ever is submitting the proposal indicated the price.  Town Attorney Robert VanVranken recommended to the town board if there is no price range stated within the RFP document then a 15-month time line should be indicated.

 

A motion made Councilman Lippiello seconded by Councilman Gardner authorizing the Supervisor to work with the Town Attorney on revising the RFP, to leave the cost as an open amount, include a time line of anticipated building length and to submit to all interested parties.

 

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

 

Councilman Lippiello stated the Town Justice Vernon Ketchum is requesting a new laptop computer.  The current laptop was purchased in the year 2000 through a grant.  The problem is the new Justice software is not compatible with the current operating system. The town board recommended that the town’s computer service company be contacted to see if the current laptop can be upgraded before any new purchase.

 

A motion made by Councilman Verola seconded by Councilman Gardner to authorize the Town Clerk to prepare the abstract of claims.

 

Roll call:  Councilman Gardner; Aye, Councilman Lippiello; Aye, Councilman Salisbury; Aye, Councilman Verola; Aye, and Supervisor Grattidge; Aye

 

 

Historian Laura Linder stated her concern with the Corbin property.  The house was left to a cat when the owners passed away and is currently owned by a bank.  It is an old house, one of Charlton’s first homes and is in need of some restoration.  It was said the house was left to a cat and funds were given to maintain it.  The Town Attorney Robert VanVranken stated the town could not at this time take action on this situation.

 

Supervisor Grattidge adjourned the meeting at 9:15pm.

 

 

Respectfully Submitted,

 

Heather Scribner, Town Clerk

 
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