Town Of Charlton - Town Of Charlton: July 10, 2006

Town of Charlton

Saratoga County

Town Board

July 10, 2006

7:30pm

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

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

Absent: Councilman Lippiello

A motion made by Councilman Verola seconded by Councilman Gardner, to accept the meeting minutes of the Town Board Meeting held on July 12, 2006.

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

A motion made by Councilman Gardner seconded by Councilman Salisbury, to accept the meeting minutes of the Town Board Agenda Meeting held on July 26, 2006.

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

A motion made by Councilman Verola seconded by Councilman Gardner, to accept the meeting minutes of the Town Board Special Meeting held on July 3, 2006.

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

A motion made by Councilman Verola seconded by Councilman Gardner, to accept the meeting minutes of the Town Board Special Meeting held on July 5, 2006.

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

ABSTRACT OF CLAIMS

A motion made by Councilman Gardner seconded by Councilman Verola to accept General Fund Claims No. 1485B-1545B, 1546-1572 in the amount of $137,427.85 as set fourth in the abstract No.107.

The following corrections were made after checks were printed.

Voucher #1521B check #4560 was voided due to wrong vendor code, a new check was written check #11131. Voucher#1537B check #4555 was voided due to wrong vendor code, a new check was written check #11132. Voucher#1551 check4543 was voided due to wrong vendor code, a new check was written check #11133. Voucher#1555 check4560 was voided due to the combined amount with voucher #1521B a new check was written #11130. Voucher#1571 check4568 was voided due to wrong vendor a new check was written #11129.

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

TOWN CLERK REPORT

Town Clerk Heather Scribner reported taking in $473.64 for the month of May, $249.15 was disbursed to the supervisor and $224.49 to disbursing agencies. A detailed copy is filed at the Town Clerks Office.

A motion made by Councilman Gardner seconded by Councilman Verola to accept the Town Clerks report as read.

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

SUPERVISOR’S REPORT AND ANNOUNCEMENTS

June expenditures and revenue:

General Fund

Revenue of $ 28,117.18 Expenditures of $73,461.24

Highway

Revenue of $90,716.72 Expenditures of $26,602.65

Water District 1

Revenue of $1,806.08 Expenditures of $96,667.45

Water District 2

Revenue of $9.97 Expenditures of $165.86

General Payroll

Expenditures of $32,528.88

Highway Payroll

Expenditures of $20,451.80

Water District #1 & #2 Payroll

Expenditures of $2,819.98

Total Payroll

Expenditures of 55,800.66

New Town Hall

Owners Representative

Expenditures of $3,105.00

Architect

Expenditures of $3,574.50

Engineer

Expenditures of $1,406.25

WEB SITE ACTIVITY

Entire site; 28,743, Average per day; 958, Home page; 917, Page views; 13,921, Average per day; 464

SUPERVISORS REPORT

Supervisor Grattidge reported for the month of June, he attended four (4) town meetings and six (6) Saratoga County meetings. The town had a busy month with all activities, including the 5K race on Saturday, June 3^rd, Founders Day Parade and Party in the Park on June 4^th. Supervisor Grattidge presented a resolution in honor of the 50^th year anniversary of Little Troy Park. On June 18^th, the Town and Smith Brothers Farm hosted “Sundae on the Farm” where over 2500 people got to tour a working dairy farm. On June 26^th, we had the ceremonial groundbreaking for the New Town Hall. Thank you to the General Store for the refreshments, T& T Sales for the shovels and Schmidt & Schmidt for the hardhats. We are looking forward in seeing the New Town Hall being built. Supervisor Grattidge also attended some of the services at the Vietnam Moving Wall in Malta which was a great event. Thank you to all the folks at the County for the display.

ANNOUNCEMENTS

Supervisor Grattidge announced on July 11, 2006 at 6:30pm a presentation entitled Planning: a Shared Responsibility would be presented by the Saratoga Co. Public Health. Councilman Gardner stated he would be unable to attend due to a Technology Advisory Board Meeting.

Supervisor Grattidge stated the Saratoga County Animal Shelter has a new section on their website showing stray pets. As animals are brought into the Animal Shelter a digital photo is taken of the animal and then posted on the web site. Supervisor Grattidge stated the town of Charlton’s web site will include a link within the lost pet section.

Supervisor Grattidge announced that there is a Pre-Construction meeting scheduled for Thursday July 13^th at 3:00pm. The four prime contractors along with the Owners Representative, Architect and Building Inspector would be present during the meeting.

Supervisor Grattidge stated the Zoning Board of Appeals will hold a public hearing on July 11, 2006 at 8:00pm at the Charlton Town Hall. An applicant is requesting a lot line adjustment to create two lots; one will require an area variance for road frontage.

Supervisor Grattidge received a thank you letter from the Saratoga County Ag and Farmland Protection Board for the “Sundae on the Farm” event. A copy of the letter is attached.

Supervisor Grattidge received a letter on June 21, 2006 from Eva Butler, Chairman Assessor Board of Review. The letter read: This year again we had only 3 sessions for the purpose of listening to property owners’ complaints and rendering decisions. During our 2 sessions on Grievance Day, May 23, we listened to 3 owners’ complaints. Of these 3 the Board reduced 1 and left 2 unchanged. In addition, during our deliberations we considered and approved 2 stipulations. To date we have not had corrections due to a clerical error.

COMMITTEE REPORTS

ANIMAL CONTROL

Councilman Gardner reported for the month of June the Animal Control Officer received three calls of lost dogs, two dogs running at large and two nuisance calls involving geese and a raccoon.

ASSESSMENT BOARD OF REVIEW

No Report

ASSESSORS

Chairman Vicky Hayner reported the Assessors office is continuing to update photos for their records. The Assessment roll was submitted to the county and filed with the Town Clerk on July 1, 2006. Chairman Hayner stated the Assessors Office doesn’t anticipate any small claims relating to Grievance Day.

Chairman Hayner stated the Assessors Office computer is not tied to the Saratoga County. When the assessment roll is complete a disk is brought to the county. The county would update the computer system when needed. The assessor’s office has internet access. The assessment roll and the internet are all on the same computer. Chairman Hayner stated she uses a disk for backup and then brings it offsite of town hall. Furthermore, if something were to happen to town hall the Saratoga County has the final assessment roll. It would not be that hard to recreate. The Assessor’s office has two computers a desktop and a laptop computer, they are networked.

CABLE

Supervisor Grattidge stated that there have been some inquiries on the status of cable in the western end of town. Supervisor Grattidge stated he will have Councilman Lippiello look into it when he is back. Supervisor Grattidge believes that Time Warner has done some work on Sweetman Road.

COMPREHENSIVE PLAN

Councilman Verola stated the Comprehensive Planning Steering Committee has finished their deliberations. The consultant is currently working on a package to put together for the residents.

CONSTABLES

Councilman Gardner reported during the month of June the Constables had 24 Patrols, 6 911 calls drove 1,610 miles, issued 14 tickets, investigated 3 accidents and 6 complaints. Councilman Gardner will follow up on the complaints.

Environment Conservation Commission

No Report

E-GOVERNMENT

No Report

EMERGENCY PLANNING

Councilman Gardner stated the Emergency Planning Board is adjourned until the County finishes their plan.

HIGHWAY

Councilman Salisbury read the following report.

Highway Department

Report-June 2006

General Operations

Clean Ditches-Maple Ave, Peaceable St, Shadick Rd and Old Rt. 67

Made Town Hall Site Ready for Ground Breaking

Mow Road Sides

Trim Trees on Valentine Rd, Shadick Rd, Peaceable St. and Maple Ave.

Unplug Culverts on Maple Ave. and Eastern Ave.
Patch Pot Holes

Make Trash Barrels and Barricades Ready for Sunday on the Farm

Water Flowers around Town

Fix Grass in the Triangle at Stage Rd and Charlton Rd

Mow Cemeteries

Trim around Welcome to Charlton Signs

Mow and Trim Town Parks

Trim Trees and Brush around Road Signs

Take Down Pavilion at Elmer Smith Park

Trim

Around Guide Rails in Town

Cut tall Grass in back of Pump House

Trim Trees on Oak Ln, Crawford Dr. and Meadowbrook Ln.

Equipment Repair

Replace Power Steering Hose on Truck #12

Service Lawn Mowers

Sharpen Knives on Flail mowers

Submitted Highway Superintendent, Ronald Gavin

HISTORIAN

Deputy Historian Dorothy Mitchell reported that Sundae on the Farm was a huge success. A thank you goes to Eileen Stone who did a display on preserving Farmland and Open Space at the Sundae on the Farm and at the Strawberry Festival at Harmony Corners.

Deputy Historian Mitchell stated that the Ground Breaking Ceremony was very nice and many braved the rain to attend. We continue to work on the Green Infrastructure map for the county. The Malta Chip plant may become a reality and will affect Charlton. Serious flooding caused damage to records at Fonda. We need to be prepared for unexpected disasters. The grant received for records management will help us to be better prepared.

On July 19, 2006 the Charlton Historical Society and the Town of Charlton will hold a concert at Gideon Hawley Park. The Saratoga County Fair is next week.

Deputy Historian Mitchell stated the Brookside Museum Book- Everyone has a story; Charlton will be represented in the book. The deadline for submitting your story is September 1, 2006.

HISTORIC DISTRICT

Councilman Verola stated the Historic District did not meet in the month of June due to conflicting schedules. The Historic District meets the third Wednesday of each month.

JUSTICES

Supervisor Grattidge reported during the month of June Judge Bascom adjudicated 52 cases reported to the Comptrollers $2,455.00, $20.00 in fees, $900.00 surcharges for a total of 3,375.00 and is holding $200.00 in bail moneys.

LIBRARY

Councilman Salisbury stated he was unable to attend the Town of Ballston Community Library Meeting. The number of people who are card holders from Charlton is not available yet.

PARKS

Supervisor Grattidge stated the pavilion at Elmer Smith Park is down and arrangements are being made to build the new pavilion.

PLANNING BOARD

Town of Charlton Planning Board

Report to the Town Board July 2006

Submitted by Susan York - Clerk to the Planning Board 07/01/06

The Town of Charlton Planning Board last met on Monday, June 19, 2006. During this meeting, a public hearing was held for the Grabo/Davidson application, and two open subdivision applications plus two pre-application conferences were discussed,.

1) Grabo/Davidson (246-3-61.1): The Pubic Hearing for this two lot subdivision application on Crane Street was held at 7:45 PM. Conditional approval was granted and resolution 2006-08 was passed. The conditions call for the addition, to the survey map, of an RA Zoning district note, plus submission of an application to the Town of Charlton for the new driveway.

2) Kenyon/Van Guilder (223-1-11.11): This four lot subdivision application was heard at the May Public Hearing. The applicants own 22.92 acres on Rocky Ridge Road and Jersey Hill Road, and want to create 3 new building lots. Since the May meeting, the applicant supplied the Planning Board with all requested information. The subdivision was approved, upon the condition that an additional note be added to the survey map, and resolution 2006-09 was passed.

3) Cook/Van Guilder (225-1-39.3 & 225-1-39.111): The applicant desires a lot line change, between two parcels, to give road frontage to a basically land locked parcel. The plan does not meet Zoning ordinance and, based upon the pre-application conference with the Planning Board, the applicant has been referred to the ZBA to next obtain an area variance. If the variance is granted, the applicant can next submit an application to the Planning Board for the Lot Line Change.

4) Casey (237-1-17.1): The applicant came before the Planning Board for a pre-application conference to discuss ideas for a three lot subdivision on Sweetman Road. Alternative ideas were suggested by the Planning Board.

RECORDS ADVISORY BOARD

Town Clerk Heather Scribner stated the Records Advisory Board met last month. The board agreed to preserve the Birth & Death records of 1939-1961 for the cost of $713.00.

Town Clerk Heather Scribner stated the Records Advisory Board is looking for secretarial help with the minutes. Barbara Nachbar had volunteered in the past. Councilman Verola stated that as they board is doing more and more someone doing their minutes will absolutely be in order. Supervisor Grattidge stated to submit it in next years budget request.

Town Clerk Heather Scribner announced the Town of Charlton has received a grant on behalf of the NYS Archives. The Commission of Education has awarded a Local Government Records Management Improvement Fund grant for $54,320.00. The grant includes Support Staff Salaries of $6,877.00, Purchased Services of $2,700.00 and Supplies and Materials of $44,743.00. The grant must be compleTted within a year. Councilman Verola stated if the project is not completed within the year all moneys left will be returned.

Town Clerk Heather Scribner thanked the following people who helped with this project. Deputy Town Clerk Tina Bublak who gathered a lot of preparation and researched to put the grant together. A thank you to Laura Linder and Dorothy Mitchell with the editing of the grant and Sue Lombardi with all her help.

TECHNOLOGY COMMITTEE

Chairman John Tasse stated the Technology Committee is working on a security plan/policy/requirements procedure. A survey form for computer needs and assessments has been passed to all departments. Chairman Tasse stated it would take a few months to pull them together.

TOWN CLERK

Town Clerk Heather Scribner announced the Town Clerks Office is closed on Saturdays during the months of July and August.

Town Clerk Heather Scribner stated she met with Williamson Law Co. regarding software for the Town Clerks office. She would be meeting with other software companies such as Business Automation Systems to see what they have to offer.

Town Clerk Heather Scribner announced the NYS Archives will hold a workshop on Electronic Records Management on September 27, 2006 at the Clifton Park Halfmoon Library.

TOWN HALL

Councilman Verola stated the town had a beautiful ground breaking ceremony. There were approximately 70 people who attended. There are photos on the town web site you can find them under Events.

Councilman Verola announced there is a Pre-Construction meeting on July 13, 2006, 3:00pm at Town Hall.

WATER DEPARTMENT

Supervisor Grattidge read the following report submitted by the Water District.

Water Department Report for July 2006

Received report from Merithew Inc. on tower inspection and turned it over to Jim Mitchell at EDP for comments
Jim Mitchell, John Morgan, Dennis Russell had preliminary inspection with Kubrick Inc. on what has to be done at the pump house and Beechwood Avenue. Paperwork will be provided by Jim Mitchell.
Remaining fire hydrants under process of getting new quotes for installation due to price change.
In the past month, John Morgan and Dennis Russell have been collected readings from residents who did not send in water reading card.
Ross Valve has all materials to change our control system at the pump house. Currently waiting for scheduling of work.
Extension to Extension #3 has been inspected. Pictures were taken and waiting for final approval from the health department to add four houses.
John Morgan and Dennis Russell have been working on hydrant repairs and flushing of hydrants is completed.
Valve box location for residents in water district this month totaled 15.
C & S Construction are in the process of finishing last two water services.
Lawn care as needed at pump house.
Sealing, priming and painting #1 pump assembly
June 30 Chlorine test taken, 3 lab samples taken, report sent to DOH by 10^th of month.

ZONING ADMINISTRATOR

Zoning Administrator Dave LaFountain reported the Building and Zoning Department issued 12 permits, 2 Certificate of Occupancy and collected $1,518.00.

ZONING BOARD OF APPEALS

Supervisor Grattidge announced the ZBA would be meeting on July 11, 2006.

Supervisor Grattidge stated he receive a call from the gentleman who is drafting the town employee hand book. A copy would be forwarded shortly to the town board. Supervisor Grattidge stated he would like the town board to have a few weeks to review the draft. A copy will also be sent to the Town Attorney. The town board agreed to meet on Wednesday July 26, 2006 at 7:00pm to work on the Employee Handbook.

RESOLUTIONS

A motion made by Councilman Gardner seconded by Councilman Verola that Resolution No. 112 A RESOLUTION TO ESTABLISH A CAPITAL PROJECTS H FUND FOR PURPOSES OF FINANCING THE COST OF THE NEW TOWN HALL, TO AUTHORIZE THE TRANSFER OF FUNDS FROM THE TOWN ISSUANCE OF SERIAL BONDS AND TO AUTHORIZE TRANSFER OF FUNDS FROM THE TOWN UNEXPENDED BALANCE ACCOUNTS be approved:

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

COUNCILMAN REPORTS

Councilman Lippiello- Absent

Councilman Gardner- None

Councilman Salisbury received a letter from a constituent regarding brush pickup. Councilman Salisbury stated he referred them to the Superintendent of Highways Ron Gavin. Supervisor Grattidge stated the town board was working with the Highway Superintendent to schedule a time in the fall for brush pick up.

Councilman Verola stated after speaking with the Superintendent of Highways it was suggested to schedule two weeks in the spring and two weeks in the fall for brush pick up. Supervisor Grattidge stated there should be some restrictions. If it is a commercial job then a commercial vendor should take care of it. An article would be in the next newsletter.

Supervisor Grattidge stated the dead line for the next newsletter articles would be some time in August.

Councilman Verola congratulated Heather Scribner, Dorothy Mitchell, Laura Linder and all those who work on the Records Grant.

PRIVLAGE OF THE FLOOR

Resident Nancy Roman- stated she is concerned with hazardous waste. After her father passed on she is concerned with some items that were left in the house. Ms. Roman is unsure of what formulas the items could be. Supervisor Grattidge stated the town was involved with a program with the Town of Milton and the Town of Ballston about four years ago. It is a very expensive program to bring in. The Town of Milton had decided to pull out of the program and from that point it was unable to continue. Supervisor Grattidge stated he had asked the county recycling coordinator to try to develop a county program. Ms. Roman stated when she was out in Seattle she was impressed with there program. In Seattle residents could bring items such as solvents, paints etc. to a recycling area. Supervisor Grattidge stated that there are municipalities who offer the program such as Town of Glenville and Clifton Park. Ms. Roman stated she had tried to go to Glenville. It was very clear when she went to the Town of Glenville that she needed to be a resident. The items that are in the house are from approximately from the 1950’s. Supervisor Grattidge stated that service stations are mandated to take in waste oil. Ms. Roman stated she is unsure of what is in the containers. Supervisor Grattidge suggested that Ms. Roman should meet with the Environmental Conservation Commission at their regular meeting for some suggestions and recommendations. Prior to attending the meeting Supervisor Grattidge suggested to contact the Chairman to confirm.

Dorothy Mitchell reminded the town board that constitution week is coming up. The Town of Charlton usually prepares a Resolution/Proclamation at this time. Dorothy Mitchell stated she would get last years copy to Supervisor Grattidge.

Councilman Verola stated in the future when memos are sent out they should not be from two particular councilmen it should be from the entire town board. If it is from the town board it should not be signed by the supervisor.

A discussion on procedure of executive sessions followed:

Councilman Gardner stated his concerns regarding the process.

Attorney Robert VanVranken stated in an executive session a record should be made when a decision is made of a memo.

Attorney Robert VanVranken stated generally speaking what others due is take the regular meeting minutes then you have a memorandum of the executive session coming back into the meeting and if there is a specific action taken as a result of that. It is attached to the regular minutes. The process is when you are in a regular session you adjourn to go into executive session and you specify what the issues are to be considered. Then you come out of executive session you could then indicated that there was a discussion had regarding a,b,c. If there is action taken you take the action in a regular session.

Supervisor Grattidge adjourned the meeting at 8:48pm.

Respectfully Submitted,

Heather Scribner

Charlton Town Clerk