Town Of Charlton: August 28, 2006

Town of Charlton

Saratoga County

Town Board

August 28, 2006

7:30pm

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

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

Absent: Councilman Salisbury

Supervisor Grattidge began the meeting with the opening of sealed bids for a John Deere Tractor.

The legal notice read:

NOTICE TO BIDDERS

TOWN OF CHARLTON

The Town of Charlton will receive sealed bids which must be received by the Town Clerk no later than August 28, 2006 at 1:00 p.m. at the Charlton Town Hall, 784 Charlton Road, Charlton, New York for the purchase of one 1982 John Deere 301AD tractor with 3,960 hours of engine time, one John Deere 3700 sickle bar mower with spare parts, one John Deere 25A flail mower rear mount and John Deere instruction books for sickle bar and tractor only. The bids will be opened by the Town Board at 7:30 p.m. on August 28, 2006 at the Charlton Town Hall. There shall be a minimum bid of $3,000.00 for the referenced tractor and equipment.

The tractor is available for inspection at the Charlton Town Highway Garage, 4008 Jockey Street. If you wish to test operate this vehicle, please contact Ron Gavin, Highway Superintendent at 399-3425.

August 13, 2006

Heather Scribner, Town Clerk

Town Clerk Heather Scribner announced that the town had received one seal bid on August 23, 2006 for the Sale of one John Deere Tractor. Town Clerk Heather Scribner opened and read the sealed bid for $3050.00 from John Fettke.

Supervisor Grattidge stated that the Superintendent of Highways Ron Gavin would review the sealed bid. The notice of award will be announced at the September 11, 2006 Town Board Meeting.

Supervisor Grattidge announced this meeting is to set the Agenda for the Regular Meeting of the Town Board on September 11, 2006.

Supervisor Grattidge stated the town board would approve the following minutes at the September 11^th Town Board Meeting:

August 14, 2006 Regular Meeting

August 28, 2006 Agenda Meeting

August 30, 2006 Water District Meeting

August 30, 2006 Employee Handbook

The town board agreed that the Construction Meeting Minutes created by the Owners Representative for the Town Hall Project did not need town board approval.

The town board audited the vouchers for payments. The Town Board discussed the following vouchers. All vouchers discussed were authorized for payment.

Voucher number 1749 for Public Sector Consultants RE: Employee Handbook

Supervisor Grattidge stated he reviewed the contract for AMTEK and found that Public Sector Consultants is listed on the agreement. AMTEK is the franchise and Public Sector is the Corporation.

Voucher number 1701 for Manfred RE: Training for Assessor Cromie

Councilman Verola stated that the amount exceeded over the purchase policy limit unless you have prior authorization. Supervisor Grattidge stated the coarse is mandated to take. Councilman Lippiello will inform the Assessors of the purchase policy. The Town Clerk will send a copy of the purchase policy to the Assessors.

Voucher number 1763 for Ross Valve RE: Repair for the Water District

Discussion: exceed purchase policy agreement

Supervisor Grattidge stated that this was an emergency repair.

Councilman Verola stated that a notice should be given to the Town Board if the purchase over the $300.00 limit. Councilman Gardner stated the purchase policy might need to be changed to accommodate certain items. Councilman Verola stated that the town board might have to increase the purchase policy limit for the Water District because there purchases are expensive. Supervisor Grattidge stated the town board passes a purchase policy every year in the Organizational Resolutions. We can certainly review it.

Vouchers number 1739 Gils Garage RE: Constables vehicle repair

Discussion exceed purchase policy agreement

Councilman Gardner stated the town board might need to clean up the purchase policy so it can be more workable. Councilman Verola agreed.

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

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

The following items will be on the Agenda for the September 11^th Town Board Meeting:

Supervisors Report

Expenditures and Revenues

Web Site Activity

Reports

Supervisor Grattidge stated he would work on enhancing the Expenditures and Revenues Report.

The Town Board will conduct workshop meetings on Wednesday evenings during the month of October at 7:30pm.

The following resolutions will be on the Agenda for the September 11^th Town Board Meeting:

A Transfer of funds for the Constables Contractual

Advertise for Ice Control Sand

Amending the Budget to appropriate funds Records Grant Project

Supervisor Grattidge stated the Town Historian has requested additional funds to carry her through to the end of the year 2006. A transfer was made of $100.00 last month. Supervisor Grattidge stated the Town Historian thought 2006 would be similar to 2005. Councilman Verola stated when Historian Linder presented the 2006 budget requests she did not have a Deputy Historian. Supervisor Grattidge stated the NY City trip seemed to take a huge portion of Historian budget. Historian Laura Linder stated she did not anticipate a deputy historian around budget time. The Town Board agreed to transfer $330.00 into the Historian Contractual Account for Archives dinner plus mileage for both Historian and deputy, reimbursement of photos to Howard Eskins, and historical society buttons. Supervisor Grattidge stated a resolution transferring funds will be on the Agenda for September 11^th.

Supervisor Grattidge announced the Zoning Board Appeals would hold a public hearing on September 12^th at 7:45. The public hearing will be held at the Historical Society School House. The location has changed due to the Primary Elections.

Councilman Verola will prepare a notice for the Town Board Newsletter regarding the concerns with dumping debris into wet land areas.

Supervisor Grattidge has asked the Superintendent of Highways Ron Gavin to give a report on the Road Program.

Supervisor Grattidge stated the Highway Department has successfully completed the drainage situation on Newman Road. The landowners were pleased with the work.

Councilman Verola announced that the drainage situation behind Beechwood Drive and Redwood Drive is complete. The Highway Department removed a truckload of debris. Councilman Verola stated that Mr. Hughes is satisfied and his property is dry. The highway department will go back in the fall to remove some of the larger trees that they were unable to get.

Councilman Lippiello announced the town board would meet on August 30^th at 4:00pm with the Superintendent of Water John Morgan and Jim Mitchell from EDP to discuss the Water District.

Supervisor Grattidge announced the Town Board would meet to discuss the Employee Handbook on August 30^th at 7:00pm.

Councilman Verola stated she had requested financial information from Kathy Hanley. Supervisor Grattidge stated he had asked Ms. Hanley to provide cash balances as part of the Expenditure and Revenue Reports. Councilman Verola stated she requested a list of all the balances of the town moneys including the savings. Councilman Verola stated she would like to know how the town is doing on the projected sales tax. Supervisor Grattidge stated the report comes monthly. It includes the comparison on what you were given this month and how the town was running a year ago. Councilman Verola stated it does not tell me what we are anticipating. Supervisor Grattidge stated that you could find the information on the Expenditure and Revenue reports that are given out each month.

Councilman Gardner distributed an open discussion item list.

Employee Handbook

The board scheduled a meeting on August 30^th at 7:00pm.

Park Rules and Regulations

Councilman Lippiello stated he would bring it up at the next Park Committee Meeting.

Burning Ordinance

Supervisor Grattidge stated it is in the town board’s hands. The town board received a letter of recommendation from the Environmental Conservation Commission. Supervisor Grattidge stated the Zoning Administrator gives out the burning Ordinance Permit. There were concerns with people wanting a permit for the entire season. The way the Ordinance is written people in the residential area would need to indicate a specific date they are planning to burn. A notice is attached to the permit application to help the residents with the process. Supervisor Grattidge stated the reason why the Zoning Administrator issues the permit is because it is issued in the residential area and that would fall into Zoning jurisdiction. Secondly it is issuing of a permit for an action.

Cell Towers Zoning

No update

Wind Generators

It is at the review of the Zoning Ordinance Review Committee

Permanent Storage Containers

Councilman Gardner stated that he is seeing that these containers are coming up more and more. Supervisor Grattidge stated he has literature from the state on the storage containers. He will distribute a copy to the town board.

Dog Control Ordinance

Councilman Gardner stated he has met with Animal Control Officer Lee Bramer and discussed the ordinance. Mr. Bramer would like to get more information. He will be meeting with someone from the Town of Galway.

Clerk to Supervisor

Supervisor Grattidge stated he would bring the position up in the beginning of next year.

Town Management Software

Councilman Verola will see what software the Town of Glenville uses. Town Clerk Heather Scribner met with Business Automation Solutions for town clerk software and found out that they do not offer accounting software. She is meeting with the Software Consultant the town currently has to review the vouchering part of the program. Councilman Verola stated during that time she will schedule an appointment for the town board to meet with them also.

Fire Districts Annual Reports

Town Clerk Heather Scribner received the West Charlton Fire Departments end of year financial report. She has not received the Charlton Fire Districts or the Harmony Corners Fire Departments.

Computer Security

Councilman Gardner provided a specification sheet for a server for the town board to review. The suggested cost is approximately $5000.00.

Water District Operations

A meeting is scheduled for August 30^th at 4:00pm at Town Hall for a report on the Water District.

Highway Tractor

Supervisor Grattidge stated the tractor has been ordered.

Monthly Retirement Reports

Supervisor Grattidge stated he is waiting to receive a few more monthly time sheets.

Escrow Account Management

Completed

Town Yearly Fiscal Budget

The town board will hold workshop meetings during the month of October. Supervisor Grattidge stated he would like to invite some of the departments who are looking for additional funds to one of the workshop sessions.

Retirement Resolution

Supervisor Grattidge stated the town goes by the 1994 Resolution establishing a six-hour workday. Councilman Verola stated the town board should establish by resolution how many days a month is aloud for each office to declare for NYS Retirement after reviewing their hours. Supervisor Grattidge stated as soon as he receives all the days worked from each department it can be established.

Contracts for all Donations from the Town

Councilman Verola received a list of contracts for the town.

Town Wide Brush Program

Councilman Verola stated she is working with the Superintendent of Highways on an article for the Town Board Newsletter.

Alplaus Water Line Crossing Funds

Supervisor Grattidge stated a resolution establishing the funds back into the reserve account will need to be addressed by the end of the year.

Fee Schedule

Supervisor Grattidge stated the town board has received a copy of a draft fee schedule and the current fee schedule was distributed to the town board members.

Robert Killeen Voting Machine Custodian announced Primary day is September 12^th. Supervisor Grattidge stated he spoke with Tim Sinnenberg from the Charlton Heights Elementary School. The school would desire the town to use another location as a polling place due to the security concerns. Supervisor Grattidge stated the town board would address the situation in the beginning of 2007 with the possible change of polling place to the New Town Hall. Mr. Killeen stated every thing is ready for the Primary.

Planning Board Chairman Raymond Black shared with the town board a situation that occurred with a Planning Board Applicant. It was indicated to the applicant they could meet Zoning Ordinance if they had 200 feet of road frontage for a new lot even though it is not continuous. The direction should have been that the lot would need to be continuous. Chairman Black apologized.

Chairman Black submitted to the Supervisor the Planning Boards Budget request for 2007. Chairman Black stated the reason for the increase is because of state dues, Legal Notice fees and the increase in training classes.

Supervisor Grattidge adjourned the meeting at 8:46pm.

Respectfully Submitted

Heather Scribner

Town Clerk


Town of Charlton Saratoga County Town Board August 28, 2006 7:30pm The Agenda Meeting of the Town Board of Charlton, Saratoga County, New York held at 7:30pm at the Charlton Town Hall, called by order by Supervisor Grattidge. Present: Councilman Gardner, Councilman Lippiello, Councilman Verola and Supervisor Grattidge. Absent: Councilman Salisbury Supervisor Grattidge began the meeting with the opening of sealed bids for a John Deere Tractor. The legal notice read: NOTICE TO BIDDERS TOWN OF CHARLTON The Town of Charlton will receive sealed bids which must be received by the Town Clerk no later than August 28, 2006 at 1:00 p.m. at the Charlton Town Hall, 784 Charlton Road, Charlton, New York for the purchase of one 1982 John Deere 301AD tractor with 3,960 hours of engine time, one John Deere 3700 sickle bar mower with spare parts, one John Deere 25A flail mower rear mount and John Deere instruction books for sickle bar and tractor only. The bids will be opened by the Town Board at 7:30 p.m. on August 28, 2006 at the Charlton Town Hall. There shall be a minimum bid of $3,000.00 for the referenced tractor and equipment. The tractor is available for inspection at the Charlton Town Highway Garage, 4008 Jockey Street. If you wish to test operate this vehicle, please contact Ron Gavin, Highway Superintendent at 399-3425. August 13, 2006 Heather Scribner, Town Clerk Town Clerk Heather Scribner announced that the town had received one seal bid on August 23, 2006 for the Sale of one John Deere Tractor. Town Clerk Heather Scribner opened and read the sealed bid for $3050.00 from John Fettke. Supervisor Grattidge stated that the Superintendent of Highways Ron Gavin would review the sealed bid. The notice of award will be announced at the September 11, 2006 Town Board Meeting. Supervisor Grattidge announced this meeting is to set the Agenda for the Regular Meeting of the Town Board on September 11, 2006. Supervisor Grattidge stated the town board would approve the following minutes at the September 11^th Town Board Meeting: August 14, 2006 Regular Meeting August 28, 2006 Agenda Meeting August 30, 2006 Water District Meeting August 30, 2006 Employee Handbook The town board agreed that the Construction Meeting Minutes created by the Owners Representative for the Town Hall Project did not need town board approval. The town board audited the vouchers for payments. The Town Board discussed the following vouchers. All vouchers discussed were authorized for payment. Voucher number 1749 for Public Sector Consultants RE: Employee Handbook Supervisor Grattidge stated he reviewed the contract for AMTEK and found that Public Sector Consultants is listed on the agreement. AMTEK is the franchise and Public Sector is the Corporation. Voucher number 1701 for Manfred RE: Training for Assessor Cromie Councilman Verola stated that the amount exceeded over the purchase policy limit unless you have prior authorization. Supervisor Grattidge stated the coarse is mandated to take. Councilman Lippiello will inform the Assessors of the purchase policy. The Town Clerk will send a copy of the purchase policy to the Assessors. Voucher number 1763 for Ross Valve RE: Repair for the Water District Discussion: exceed purchase policy agreement Supervisor Grattidge stated that this was an emergency repair. Councilman Verola stated that a notice should be given to the Town Board if the purchase over the $300.00 limit. Councilman Gardner stated the purchase policy might need to be changed to accommodate certain items. Councilman Verola stated that the town board might have to increase the purchase policy limit for the Water District because there purchases are expensive. Supervisor Grattidge stated the town board passes a purchase policy every year in the Organizational Resolutions. We can certainly review it. Vouchers number 1739 Gils Garage RE: Constables vehicle repair Discussion exceed purchase policy agreement Councilman Gardner stated the town board might need to clean up the purchase policy so it can be more workable. Councilman Verola agreed. A motion made by Councilman Verola seconded by Councilman Gardner authorizing the Town Clerk to prepare the abstract of claims. Roll call vote: Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Absent, Councilman Verola: Aye, Supervisor Grattidge: Aye Approved The following items will be on the Agenda for the September 11^th Town Board Meeting: Supervisors Report Expenditures and Revenues Web Site Activity Reports Supervisor Grattidge stated he would work on enhancing the Expenditures and Revenues Report. The Town Board will conduct workshop meetings on Wednesday evenings during the month of October at 7:30pm. The following resolutions will be on the Agenda for the September 11^th Town Board Meeting: A Transfer of funds for the Constables Contractual Advertise for Ice Control Sand Amending the Budget to appropriate funds Records Grant Project Supervisor Grattidge stated the Town Historian has requested additional funds to carry her through to the end of the year 2006. A transfer was made of $100.00 last month. Supervisor Grattidge stated the Town Historian thought 2006 would be similar to 2005. Councilman Verola stated when Historian Linder presented the 2006 budget requests she did not have a Deputy Historian. Supervisor Grattidge stated the NY City trip seemed to take a huge portion of Historian budget. Historian Laura Linder stated she did not anticipate a deputy historian around budget time. The Town Board agreed to transfer $330.00 into the Historian Contractual Account for Archives dinner plus mileage for both Historian and deputy, reimbursement of photos to Howard Eskins, and historical society buttons. Supervisor Grattidge stated a resolution transferring funds will be on the Agenda for September 11^th. Supervisor Grattidge announced the Zoning Board Appeals would hold a public hearing on September 12^th at 7:45. The public hearing will be held at the Historical Society School House. The location has changed due to the Primary Elections. Councilman Verola will prepare a notice for the Town Board Newsletter regarding the concerns with dumping debris into wet land areas. Supervisor Grattidge has asked the Superintendent of Highways Ron Gavin to give a report on the Road Program. Supervisor Grattidge stated the Highway Department has successfully completed the drainage situation on Newman Road. The landowners were pleased with the work. Councilman Verola announced that the drainage situation behind Beechwood Drive and Redwood Drive is complete. The Highway Department removed a truckload of debris. Councilman Verola stated that Mr. Hughes is satisfied and his property is dry. The highway department will go back in the fall to remove some of the larger trees that they were unable to get. Councilman Lippiello announced the town board would meet on August 30^th at 4:00pm with the Superintendent of Water John Morgan and Jim Mitchell from EDP to discuss the Water District. Supervisor Grattidge announced the Town Board would meet to discuss the Employee Handbook on August 30^th at 7:00pm. Councilman Verola stated she had requested financial information from Kathy Hanley. Supervisor Grattidge stated he had asked Ms. Hanley to provide cash balances as part of the Expenditure and Revenue Reports. Councilman Verola stated she requested a list of all the balances of the town moneys including the savings. Councilman Verola stated she would like to know how the town is doing on the projected sales tax. Supervisor Grattidge stated the report comes monthly. It includes the comparison on what you were given this month and how the town was running a year ago. Councilman Verola stated it does not tell me what we are anticipating. Supervisor Grattidge stated that you could find the information on the Expenditure and Revenue reports that are given out each month. Councilman Gardner distributed an open discussion item list. Employee Handbook The board scheduled a meeting on August 30^th at 7:00pm. Park Rules and Regulations Councilman Lippiello stated he would bring it up at the next Park Committee Meeting. Burning Ordinance Supervisor Grattidge stated it is in the town board’s hands. The town board received a letter of recommendation from the Environmental Conservation Commission. Supervisor Grattidge stated the Zoning Administrator gives out the burning Ordinance Permit. There were concerns with people wanting a permit for the entire season. The way the Ordinance is written people in the residential area would need to indicate a specific date they are planning to burn. A notice is attached to the permit application to help the residents with the process. Supervisor Grattidge stated the reason why the Zoning Administrator issues the permit is because it is issued in the residential area and that would fall into Zoning jurisdiction. Secondly it is issuing of a permit for an action. Cell Towers Zoning No update Wind Generators It is at the review of the Zoning Ordinance Review Committee Permanent Storage Containers Councilman Gardner stated that he is seeing that these containers are coming up more and more. Supervisor Grattidge stated he has literature from the state on the storage containers. He will distribute a copy to the town board. Dog Control Ordinance Councilman Gardner stated he has met with Animal Control Officer Lee Bramer and discussed the ordinance. Mr. Bramer would like to get more information. He will be meeting with someone from the Town of Galway. Clerk to Supervisor Supervisor Grattidge stated he would bring the position up in the beginning of next year. Town Management Software Councilman Verola will see what software the Town of Glenville uses. Town Clerk Heather Scribner met with Business Automation Solutions for town clerk software and found out that they do not offer accounting software. She is meeting with the Software Consultant the town currently has to review the vouchering part of the program. Councilman Verola stated during that time she will schedule an appointment for the town board to meet with them also. Fire Districts Annual Reports Town Clerk Heather Scribner received the West Charlton Fire Departments end of year financial report. She has not received the Charlton Fire Districts or the Harmony Corners Fire Departments. Computer Security Councilman Gardner provided a specification sheet for a server for the town board to review. The suggested cost is approximately $5000.00. Water District Operations A meeting is scheduled for August 30^th at 4:00pm at Town Hall for a report on the Water District. Highway Tractor Supervisor Grattidge stated the tractor has been ordered. Monthly Retirement Reports Supervisor Grattidge stated he is waiting to receive a few more monthly time sheets. Escrow Account Management Completed Town Yearly Fiscal Budget The town board will hold workshop meetings during the month of October. Supervisor Grattidge stated he would like to invite some of the departments who are looking for additional funds to one of the workshop sessions. Retirement Resolution Supervisor Grattidge stated the town goes by the 1994 Resolution establishing a six-hour workday. Councilman Verola stated the town board should establish by resolution how many days a month is aloud for each office to declare for NYS Retirement after reviewing their hours. Supervisor Grattidge stated as soon as he receives all the days worked from each department it can be established. Contracts for all Donations from the Town Councilman Verola received a list of contracts for the town. Town Wide Brush Program Councilman Verola stated she is working with the Superintendent of Highways on an article for the Town Board Newsletter. Alplaus Water Line Crossing Funds Supervisor Grattidge stated a resolution establishing the funds back into the reserve account will need to be addressed by the end of the year. Fee Schedule Supervisor Grattidge stated the town board has received a copy of a draft fee schedule and the current fee schedule was distributed to the town board members. Robert Killeen Voting Machine Custodian announced Primary day is September 12^th. Supervisor Grattidge stated he spoke with Tim Sinnenberg from the Charlton Heights Elementary School. The school would desire the town to use another location as a polling place due to the security concerns. Supervisor Grattidge stated the town board would address the situation in the beginning of 2007 with the possible change of polling place to the New Town Hall. Mr. Killeen stated every thing is ready for the Primary. Planning Board Chairman Raymond Black shared with the town board a situation that occurred with a Planning Board Applicant. It was indicated to the applicant they could meet Zoning Ordinance if they had 200 feet of road frontage for a new lot even though it is not continuous. The direction should have been that the lot would need to be continuous. Chairman Black apologized. Chairman Black submitted to the Supervisor the Planning Boards Budget request for 2007. Chairman Black stated the reason for the increase is because of state dues, Legal Notice fees and the increase in training classes. Supervisor Grattidge adjourned the meeting at 8:46pm. Respectfully Submitted Heather Scribner Town Clerk
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