Town of Charlton

Town Board - Special Meeting

October 10, 2007

 

Town Hall

Charlton, New York

 

The Special meeting of the Town Board of Charlton, Saratoga County, New York held at 7:00pm at the Charlton Town Hall, called to order by Supervisor Grattidge.

 

Present:  Councilman Gardner, Councilman Lippiello, Councilman Salisbury, Councilman Verola, Supervisor Grattidge and Heather Scribner Town Clerk

 

Supervisor Grattidge called the special meeting to order at 7:00pm. The Town Board heard input from the several departments regarding their 2008 tentative budget figures as presented by the Town Supervisor.  Those who were present and requested to speak to the Town Board were; Town Assessor’s, Wesley Weaver, Robert Cromie and Lewis Morris, Town of Ballston Public Library representative, Town Justices, Larry Bascom and Vernon Ketchum, Town Clerk Heather Scribner, Water Superintendent John Morgan and Highway Foreman Mike Emerich.

 

Assessors

 

Supervisor Grattidge asked the Assessors about a situation which occurred on October 9^th, where a resident was unhappy that an Assessor was not in to cover the office.  Assessor Weaver replied, he tried coming into Town Hall but could not find a place to park, so he had left.  A clerk was present in the office at the time, although she did not stay until 9:00pm.  Supervisor Grattidge gave a brief over view of the Assessors 2008 tentative budget figures.  Assessor Weaver and Assessor Cromie inquired about their clerical staffing budget.  Supervisor Grattidge stated that the figure was based upon an hourly rate of $11.40 per hour and the amount of open hours.  The Assessors asked how much money was spent in clerical staffing to date.  Councilman Verola stated, as of September 24, 2007 $1200.00 was spent leaving a balance of $3300.00.  Assessor Cromie stated that the Assessor’s Office could possibly open the same hours as the Town Clerks Office.  Councilman Salisbury asked the Town Clerk if there were people coming in frequently to see the Assessors?  Town Clerk Heather Scribner replied, yes there are many inquires which only there department can respond to, from STAR exemption questions to realtors calling in asking about parcels. Assessor Weaver spoke regarding their current computer equipment.  Assessor Cromie stated that the Assessor’s Office would like to add another monitor and keyboard to their office for more than one person to be working at a time.  Councilman Lippiello suggests contacting Craig Jones to see if their current computer will support another keyboard.  A discussion held on budget line item conferences and training.  The Assessors will provide the Town Board with a list of training courses.  Councilman Gardner inquired about their postage usage, to date only $64.00 was spent.  Assessor Cromie stated that they have not done any big mailings.

 

Town of Ballston Community Library

 

An over view was given by Anna Jane from the Town of Ballston Public Library.  A power point hand out was given, which is attached to the minutes.  Supervisor Grattidge stated that the Town of Charlton gives a grant each year to the Town of Ballston Community Library from the town’s general fund.

 

Justices

 

Judge Bascom asked for an explanation of the 2008 tentative budget for the Justice Court Clerk.  Supervisor Grattidge stated that last year this came up as a discussion topic. It was quite evident that the court clerk would not and could not provide services to both justices.  Last year, the Town Board felt it was appropriate to split the salary in half and assign each judge with half the salary of the previous year’s allotment.  Supervisor Grattidge stated as he looked at the request and reflected on the communication that the town seems to not receive from the court.  At this time he felt that it was not appropriate to have a court clerk.  When the position was initially put it in, it was to help the court communicate with the public.  Supervisor Grattidge stated that at this point, this is what he proposed to the board as a tentative budget.  As the Town Board goes through their workshops the other board members can certainly way in through consensus, then decide what numbers to do.  Supervisor Grattidge stated that he noticed a significant decrease in case load and revenues. Supervisor Grattidge explained that the town is in a much tougher budgetary year than what it had in the past years.  Supervisor Grattidge stated that he brought the two justice salaries equal as requested.  Justice Bascom stated that he objected to the tentative budget.  Justice Bascom stated that this was not discussed with him.  Supervisor Grattidge stated no.  Last year there were numerous meetings last year, the clerk was not willing to do any work for the other justice.  Justice Bascom stated that the Town Board chose to split the position.  The clerk works five hours a week.  How much communication with the public is this person supposed to have?  Supervisor Grattidge stated that when the town pays for a phone line at your home and you won’t put an answering machine on it and people call and get a fax tone. Supervisor Grattidge stated that he is tire of people coming to his door, the Town Clerks door looking to get their license from not being revoked the next day.  That’s the reality.  Justice Bascom stated, “He is tired of you being in the courts business and you should get out of it”.  “Do you understand what I’m saying”?  “You are absolutely wrong and you are absolutely out of order”.  Supervisor Grattidge stated that this is a budgetary item and that’s what I’m looking at.  Justice Bascom stated that he thinks Supervisor Grattidge is trying to direct cases to him and tell him how to do his job and the other justice’s job.  Justice Bascom stated that he feels what the supervisor is trying to do is wrong.  Justice Bascom explains that the Office Court of Administration is going to have a problem with trying to implement a 100% of the rules and the action plan, which will be implemented next year.  This will implement the use of credit cards and automatic transactions to DMV and the Comptroller.  Justice Bascom stated that he will not be able to carry out his position because the town will not provide him with the resources to do it.  Councilman Verola stated to Justice Bascom, you are aware that this is the tentative budget.  Councilman Lippiello stated that this is a tentative budget, this is a starting point.  There will be more discussions. This is a proposal from the budget. The other Town Board members will sit in and put in their input.  It will be passed out and may not be what is here now.  Justice Bascom stated that apparently the Supervisor has gathered information, kept it to himself and has not shared it with the court.  Justice Ketchum stated that he received calls from other justices asking him how he will run a court without a court clerk.  The position needs to be salvaged, at least one clerk or maybe two.  Justice Ketchum explains, with the action plan and other responsibilities faced in the justice court system, the reality is that more than two clerks may be needed.  Justice Ketchum stated that there is an increase in the criminal side, which creates a lot of work and an increase in the domestic side.   Justice Ketchum stated that there is more responsibility coming on to the court.  Justice Ketchum stated that the court action plan is going to declare itself very soon.  There will be visits from a Supervising Justice and Court Monitors.  Councilman Gardner stated that if the court administration has all these plans and we are the people who have to fund it, I think they need to come and talk to us.  If the town is going to incur additional expenses to its residents to have a court system, we need to know it because the people need to know it.  Councilman Verola stated that she has read about the action plan.  The justices will provide the Town Board with a copy of the action plan.  Justice Ketchum stated that there have been issues last year with the court clerk.  Councilman Verola asked Justice Ketchum if he had interviewed any court clerks.  Justice Ketchum stated that he had interviewed four people.  When he let them know the salary, they run, they are not interested.  Councilman Verola asked who he is interviewing.  Justice Ketchum stated experienced court clerks.  Councilman Verola asked if there could be someone that can be trained.  Justice Ketchum suggests having the justice’s meet with the Town Board at the next workshop meeting with possibly a representative from the court administration.  Councilman Salisbury stated that he would like to sit down and see what the court system is all about.  Justice Bascom stated that he looks forward to the New Town Hall.  He is tired of records in his house, tired of telephones in his house, tired of his private telephone ringing for court business.  Justice Bascom stated that if he offended you Alan, he is sorry.  But he is upset with the lack of attention to the court.  Justice Bascom stated that the fact is that there is a court clerk in the building on Thursdays for two hours.  She does the banking, communicates with attorneys, deals with the general public and utilizes a voice mail system at Town Hall.  Justice Bascom stated that you should hear and see some of the phone calls that come in, they are obscene.  When people are not happy and don’t get the responses that they expect.  They start calling Supervisors, Town Clerks they want responses because their licenses are suspended.  Justice Bascom stated that the town levy’s fines to render appropriate justice.  A lot of activity which comes into the court is non revenue generating.  Justice Bascom stated that he has a clerk, she does the job for him, he is very satisfied with what she does and he would like to keep her.  Councilman Verola asked if the justices would make arrangements for the court administration to come in.

 

Town Clerk

 

Town Clerk Heather Scribner spoke regarding the Town Clerk budget request.  Town Clerk Scribner stated that the tentative budget for the Town Clerks contractual account is what she requested, which is normal activity. With an exception with an increase to accommodate legal notices that were located in different accounts and now are located in the Town Clerk’s budget.  Town Clerk Scribner stated that it makes sense to place them in the Town Clerk budget seeing that she responsible for filling out the voucher for payment and also keeping records of all legal notices. 

 

Town Clerk Scribner stated that she did not request any funds under the equipment fund.  The reason was because she was able to purchase all necessary equipment this year with grant monies.  Town Clerk Scribner stated that as for her deputy’s salaries she did not request an increase.  She feels at this point she is comfortable working with the 2007 budget figure.  Supervisor Grattidge gave an increase to hourly clerks from $10.73 hour to $11.40 hour a 6% increase in hourly rates. 

 

Town Clerk Heather Scribner stated that she had asked for an increase for her position.

Town Clerk Heather Scribner stated that she feels that the Town Clerks position has a lot of accountability.  Even though there are deputies’s they do not take the same responsibility.  At the end of a work day all monies need to be accounted for. Town Clerk Scribner stated that she put many additional hours in for Records Grants.  It is part of the records management program.  There are additional hours which occur due to the New Town Hall Project along with additional Town Board Meetings.  Town Clerk Scribner stated that most of the time she is in the building after open hours working on tasks.  Dealing with the town’s records is a huge portion of responsibility.  Even after conducting a records inventory this year the town is not where it needs to be with its records management program.  Town Clerk Scribner explains that a lot of time is spent researching for records.  Town Clerk Scribner stated that an inventory of active records is complete.  The inactive records which are located in the attic still need to be dealt with.  Town Clerk Scribner stated that she would like to be compensated for some additional work.  Town Clerk Scribner stated that she is working on another grant for a server for the town.  The town could possibly receive $25,000.00.   Town Clerk Scribner stated that it takes time to coordinate grants.  Someone needs to organize the grant, file the proper paper work to the state and record keeping.  Town Clerk Scribner stated that she would like to work with a grant writer Kathy Sickler who wrote a needs assessment plan for the town’s records program.  Ms Sickler wrote many successful grants for the Town of Malta.  Town Clerk Scribner stated that she is gathering information for the next grant.  She has asked the Technology Board to obtain quotes for a computer server.  Supervisor Grattidge stated that the Town Board is not aware of what you are asking for as far as capacity.  It would be nice if you could give the Town Board a memorandum.  Town Clerk Scribner stated that she does not have all the information at this point.  Town Clerk Scribner stated that a notice was sent out to the Town Board asking them to attend a meeting with Ms. Sickler next week.  Town Clerk Scribner stated that she cannot expend monies without Town Board approval.  Town Clerk stated that she has mentioned this to the Town Board before.  Councilman Verola stated that yes the grant was mentioned.  Town Clerk Scribner stated that she doesn’t have to put in for a grant, put in extra hours and get expenses paid for.  Town Clerk Scribner stated that she thinks the town deserves it.  “You need computers you need things like that to function”.  Town Clerk Scribner stated that she is sorry if the Town Board thought something different.  Supervisor Grattidge stated that Registrar of Vital Statistics and dog clerk salary is added to the Town Clerk salary.  Supervisor Grattidge stated that the Town Clerk always had a full medical family plan that goes with the job.  Town Clerk Scribner stated that she would maybe consider getting the money in her salary rather than paid health insurance.  This is something we can discuss.  Supervisor Grattidge stated that the Highway Superintendant and the Town Clerk position has had the opportunity to have a full family health, it is something that the Town Board could make an adjustment.  Councilman Verola stated that the town currently pays about $1200.00 a month for family coverage.  Town Clerk Scribner stated that mostly all Town Clerks within Saratoga County receive health coverage and most full-time employees will not take a full-time job without benefits. 

 

Town Clerk Heather Scribner stated that it would be helpful if other departments were available during the day.  For example, many people come in inquiring about Building Permits. The Town Clerks Office has to stop what they are working on to help find the appropriate forms.  If the other departments were available it would be more helpful.

 

Councilman Salisbury stated that he was very pleased with what the budget figures were that the Town Clerk put in for.

 

Water Superintendant

 

Water Superintendant John Morgan stated that Supervisor Grattidge has presented his theory of the budget.  Superintendant Morgan stated that he would like no discussion of the three salaries in the budget.  Supervisor Grattidge inquired about the skylight situation.  Superintendent Morgan stated from discussions he had heard it should be taken out of the budget.  Councilman Salisbury stated that the water district is a small portion of the budget within the town.   Councilman Salisbury stated that he reviewed the budget, he feels that the expense line is over budget around $4500.00.  The Pump House repairs came in about 15,000.00 below what was estimated and Capital Outlay was over budgeted last year about $11,615.00.  Superintendant Morgan stated that he has been working on the water pressure project for about four years.  Supervisor Grattidge stated that the Town Board has had discussion on having a workshop meeting in the near future regarding future projects.  Superintendant Morgan stated that he would like a meeting with the Town Board and Engineer Jim Mitchell because he does not have all the figures.  Councilman Salisbury stated that this is a taxing district and we have to come up with better numbers.  Superintendent Morgan stated either carries a balance or bond the district.  Supervisor Grattidge stated that he would contact Mr. Mitchell to schedule a meeting.

 

Highway Foreman

 

Highway Foreman Mike Emerich stated that on the tentative budget it says we are going to lose a guy.  It will be an injustice to the town and the residents to lose service.  Currently one guy is hire as a backup.  If someone is sick or injured that guy comes in.  He is also a wingman to the Town of Ballston he goes there.  He gets paid more to go there.  Forman Emerich stated that it is hard to find someone to work for $13.00 per hour.

 

Forman Emerich stated that is up to the Highway Superintendent to set the percentage of pay raise for the men.  The Town Board sets the scale.  How can the Town Board give a bigger raise to someone because they are opting out of the Health Insurance Plan?  Forman Emerich stated that he believes that is discrimination.  Supervisor Grattidge stated that when he was preparing the budget he looked at total compensations, including medical compensations.  A person who opts to do the buyout plan is costing the town less than someone who wishes to do the plan.  Supervisor Grattidge stated that he took it in consideration when giving raises.

 

Supervisor Grattidge gave his overview how he came up with the tentative budget figures.  Supervisor Grattidge stated that the reality is that the money coming into the town needs to match the money going out.  Supervisor Grattidge stated that he felt this is one place to reduce permanent labor force with temporary labor force.  Foreman Emerich stated with me going to be Highway Superintendent we are losing a driver.  Foreman Emerich stated that he moves men around he puts responsible ones in the driver’s seat.  Foreman Emerich stated the town going to hire a part time person to be put on the insurance policy to drive truck?  Shall we go to three trucks and take five hours for one route, people will complain.  Foreman Emerich stated that it is not fair to the residents.  Foreman Emerich stated whether the town puts in place a highway tax.  No one wants to do it, I don’t want to do it, but reality is we need to.  People are going to want to pay for their roads.

 

Foreman Emerich stated that the tentative budget for paving is $50,000.00.  What will the town do for paving?  Supervisor Grattidge stated that the town will receive $68,000.00 from the CHIPS fund.  Foreman Emerich stated that Peaceable Street is up for paving, which is over a mile costing $68,000.00.

 

Forman Emerich stated that the gas and fuel tentative budget shows $17,000.00, $20,000.00 was requested.  The price of fuel is not going down.  Forman Emerich stated that the price of paving is going up.

 

Forman Emerich stated that the equipment budget was cut to $50,000.00.  Forman Emerich stated that he could deal with it being cut.  Forman Emerich stated that the Loader should be replaced.  As of today, Nortrax is willing to give a trade in of $40,000.00.  The town paid $80,000.00.  Forman Emerich stated that the loader should be considered for replacement.  Under the Comprehensive Plan the town is supposed to sit down and come up with an equipment schedule.

 

Forman Emerich stated that Maintenance and Repairs of Machinery budget was cut.  Currently $412.00 is left in this year’s budget. The price of parts is not going down either.  What are we going to do if a truck breaks?

 

Forman Emerich stated that I know times are tough, but we have a responsibility to the public to keep the roads open, sanded and taken care of.  Forman Emerich stated that realistically the town should be resurfacing 4.5 miles of roads each year.

 

Forman Emerich stated that this year the Highway Department borrowed from the Town of Galway a zipper (grinder for the road).  It is supposed to reclaim asphalt and used for a sub-base, its part of trying to save money.

 

Highway Emerich stated that would like to work on a Shared Highway Grant.  The grant application must be in by February.

 

Supervisor Grattidge stated that under the Park equipment there was $8,000.00 to be used in mowing equipment. 

 

A motion was made by Councilman Verola seconded by Councilman Lippiello to enter into an executive session with the Highway Forman to discuss a personal issue.

 

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

 

Respectfully Submitted,

 

Heather Scribner, Town Clerk