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Town of Charlton Saratoga County Town Board
Agenda Meeting
October 29, 2007
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: Councilman Gardner, Councilman Lippiello, Councilman Salisbury, Councilman Verola, Supervisor Grattidge and Town Attorney Robert VanVranken.
Supervisor Grattidge announced that this meeting is to set the Agenda for the Regular Meeting of the Town Board on Monday, November 12, 2007.
ABSTRACT OF CLAIMS
A motion was made by Councilman Verola seconded by Councilman Gardner authorizing the town clerk to prepare abstract 120 claims no. 1791-1838 totaling $75,231.18 as audited by the Town Board. Approved
Roll call vote: Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye Approved
Abstract 7710 for prepaid checks will be approved at the next meeting.
The following Town Board Meeting minutes will be approved at the November 12, 2007 meeting:
Town Board Regular Meeting October 9, 2007 Town Board Agenda Meeting October 29, 2007 Town Board Special Meeting October 3, 2007 Town Board Special Meeting October 10, 2007 Town Board Special Meeting October 17, 2007
Supervisor Grattidge announced the following items:
There will be a bid opening for ice control sand. The Town Clerk received one bid so far. Supervisor Grattidge stated that Doris Suits passed on. Last month, Saratoga County honored her husband as a deceased veteran. A condolence was given to the Suits family.
Supervisor Grattidge read the following from the Town Clerk: Dear Friends, I regret to inform you, I will be resigning as Town Clerk. I will be glad to stay no later than December 31, 2007 to help train a new apprentice. I thank the residents of Charlton for all their support. Sincerely, Heather Scribner.
Supervisor Grattidge stated that the Town Board will be responsible for appointing another Town Clerk. A search notice will be sent out. It is an elected position. Supervisor Grattidge stated that he is sad to her leave. She brought a lot of energy to the office. A lot of technology was brought into the office. Supervisor Grattidge said on behalf of the Town Board we appreciate all the hard work that you’ve done.
Supervisor Grattidge stated that the Town Board would appoint a Town Clerk January 1st for a one year term. The appointed clerk will run in the general election to fill a vacancy.
Supervisor Grattidge received a notice from the Office of Real Property Services regarding the STAR aid administration program. The town will receive $16017.97 for processing the STAR applications.
A schedule of Flue Shots is available thru the Saratoga County Public Health. A schedule is available at the Town Clerks Office and on the town web sit.
The Town Board received a copy of sales tax distributions from the county. Supervisor Grattidge stated that this month it is better than it has been. The sales tax seems to be bouncing back. It does not include the 96,000.00 additional that the town received last month.
The town received notification of a grant called Rebuilding Together Saratoga County. Rebuilding Together is a one-day free home repair community service program targeting low-income, elderly and disabled homeowners and families with young children. Applications are available at the Town Clerks Office.
Councilman Lippiello stated that the Water Superintendent John Morgan is working a project at the Pumphouse. Superintendent Morgan presented two quotes to the Town Board from D.E. Flynn Excavating & Trucking for Drainage work at Pumphouse, Clean swales, Add Rip Rap and Stone and place curtain drains as needed for a cost of 6500.00. An additional $1200.00 would cover cost to lower water services on Stage Road to 5 feet deep, Splice in needed copper pipe and Backfill. An authorization from the Town Board will be necessary.
Superintendent Morgan stated that he will be purchasing an ups power back up system. Superintendent Morgan stated that he is working with the town’s insurance company on the lighting damage that was done at the water tower. Superintendent Morgan stated that there are very few people who will work on the top of the water tower.
Supervisor Grattidge stated as a follow up discussing computer software for Supervisors Office. Supervisor Grattidge stated that he had asked the town’s financial consultant to take a look at the report. Councilman Gardner stated that he would like to publicly apologize for presenting a resolution last month regarding the town’s financial computer software. It is in the domain of the Supervisor and it was mention by Councilman Verola. Supervisor Grattidge stated apology accepted.
Supervisor Grattidge stated that there have been questions concerning cell phone usage regarding his phone. A policy is in effect in the town’s employee hand book. It does allow some non town use to occur, as long as it will not result in additional charges to the town. Supervisor Grattidge stated that he spent time reviewing his cell phone usage bills and came up with 94% of the usage being town related. There are never additional minutes charged to the town because of polling the town. Supervisor Grattidge stated that if there was an appearance of impropriety, he would be more than happy to work out an arrangement that is more agreeable with the Town Board. Supervisor Grattidge stated that he would be willing to pay the difference.
Councilman Gardner stated that the issue is receiving business calls on the cell phone. The employee handbook talks about the use of tools and equipment for personal use or monetary use. Councilman Gardner stated that if you run this situation by the comptrollers. They say because the phone is being used for business, personal and town use there is no way to segregate the usage. Councilman Gardner stated that he issue is not the personal use it is the business use.
Attorney VanVranken referenced the Employee Handbook. The appearance of impropriety of 6% doesn’t cost the town any money. It is publicly disclosed. It further seems to be in compliance with 510 of the Employee Handbook. Attorney VanVranken stated that the appearance of impropriety goes away if the Town Board should by motion or resolution determine what the Supervisor is doing is consistent with the intent of the personal policy because it is not costing the town any more money.
Attorney VanVranken stated that if the Town Board decides that it ends, it ends. The Town Board has that authority. If the concern is, is it violation of a policy? Attorney VanVranken stated in his opinion, it is not violation of any policy. Councilman Gardner stated that there needs to be separation between town and business use, whether it is 10 calls or not. Supervisor Grattidge stated if had the phone in his name, then bill the town for usage, it would be very expensive. Supervisor Grattidge stated that he is willing to pay for the usage on annual basis. Councilman Verola stated that she understands that the Supervisor needs a cell phone. Councilman Verola suggests that the Town Board needs to think about what they heard tonight and come to a conclusion at another time. The Town Board agreed. Councilman Salisbury stated that the town would save around $5.00 per a phone if the plan was cut back to 2500 minutes from 7500 minutes. Supervisor Grattidge stated that when the cell phone plan goes back to basic plans, it limits direct connects and other features.
The Town Board agreed to place the two Storm Water Management Laws on the Agenda for next months meeting.
Budget Inputs
Councilman Verola stated in light of the new development in the Town Clerks Office. She suggests going back to the 2007 salary, which includes Registrar of Vital Statistics and Dog Control Clerk. The Town Board agreed.
Councilman Verola asked Town Board Members to reconsider their position on the appointment of the justice clerk and honor the request of the town’s two justices. Councilman Lippiello stated that both Justices deserve to have a clerk the town deserves to have a clerk to serve both Justices. Councilman Salisbury, Councilman Gardner and Supervisor Grattidge remained the same with their decision, not allocating funds for the Justice Clerk position.
Councilman Salisbury stated that he would like to take out $1500.00 for a financial consultant to do their annual audit. After discussion, the Town Board members agreed to keep it in the budget. Supervisor Grattidge stated that any Town Board member may sit in on the audit if they would like to. The $1500.00 includes an annual audit, time to be spent with the Secretary to the Supervisor and a day or two to help prepare the budget.
Councilman Salisbury stated that he feels that the Town Board should be reluctant to put in funding for electronic equipment. Councilman Verola stated that offices are going to be moving into the New Town Hall, the Town Board should be reviewing all equipment before any purchases. If a purchase must be made, the Town Board can make a transfer of funds out of contingency. The Town Board agreed to leave out all equipment funding.
Councilman Salisbury stated that he would like to increase the Supervisor’s supplies account to $2000.00 and the Town Clerk supplies account A-1410.411 to $2900.00. The supplies are currently coming out of the buildings account. The Town Board agreed. Supervisor Grattidge stated that those supplies were used town wide. A $4900.00 will then be deducted from the buildings account. Councilman Salisbury suggests placing $20,000 in the principal account and 40,000.00 in the interest account. The Town Board agreed.
The Town Board agreed to restore legal fees to the original tentative budget figure.
Supervisor Grattidge stated that the final budget will be printed and sent on to the Town Board to review.
RESOLUTIONS. MOTIONS, PROCLAMATIONS
A motion made by Councilman Lippiello seconded by Councilman Verola that Resolution No. 143 A RESOLUTION AUTHORIZING CHANGE ORDERS TO THE NEW TOWN HALL EMERGENCY ENCLOSURE CONTRACT AWARDED TO ROSCH BROTHERS, INC. BY RESOLUTION NO. 135 AND DATED SEPTEMBER 24, 2007 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 Lippiello that Resolution No. 144 A RESOLUTION AUTHORIZING THE AWARD OF A MOLD REMEDIATION CONTRACT FOR THE NEW TOWN HALL EMERGENCY ACTIONS 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 Lippiello that Resolution No. 145 A RESOLUTION AUTHORIZING THE SUPERINTENDENT OF WATER TO ENTER INTO TWO AGREEMENTS FOR WATER PROJECTS be approved:
Roll call vote: Councilman Gardner: Aye, Councilman Lippiello: Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye Approved
COUNCILMAN REPORTS
Councilman Verola spoke with Highway Forman Mike Emerich regarding posting share the road signs. Forman Emerich stated that the amount for each sign would cost $75.00-$80.00 per a sign with posts. Forman Emerich will provide a sample of the sign to the Town Board.
Councilman Salisbury inquired about scheduling a meeting regarding the water district budget. Supervisor Grattidge stated that he would contact Engineer Jim Mitchell. A motion was made by Councilman Verola seconded by Councilman Gardner to enter into an executive session to discuss potential litigation regarding the New Town Hall Project. Those invited to attend the executive session were Town Attorney Robert VanVranken, Owners Representative Tony Ward, Architect Paul Vosburgh and Special Council Dr. Paul Carr.
Roll call vote: Councilman Gardner: Aye, Councilman Lippiello; Aye, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye Approved
The Town Board reconvened from Executive Session, no action was taken
Respectfully Submitted,
Heather Scribner Town Clerk TOWN OF CHARLTON COUNTY OF SARATOGA STATE OF NEW YORK
RESOLUTION NO. 143
October 29, 2007
A RESOLUTION AUTHORIZING CHANGE ORDERS TO THE NEW TOWN HALL EMERGENCY ENCLOSURE CONTRACT AWARDED TO ROSCH BROTHERS, INC. BY RESOLUTION NO. 135 AND DATED SEPTEMBER 24, 2007
WHEREAS, the Town Board did on September 12, 2007, terminate the Agreement between the Town Board and Schmidt & Schmidt, Inc. as General Contractor with respect to the New Town Hall project, and
WHEREAS, the Town did direct its professional advisors, including Architect Vosburgh, Owners Representative Ward and Special Counsel Joel Howard to develop an emergency plan in order to preserve and protect the resources of the Town of Charlton, and
WHEREAS, the Town representatives prepared the necessary documentation to receive bids for the emergency enclosure project of said New Town Hall, and
WHEREAS, the Town representatives received two bids, one from Rosch Brothers, Inc. in the sum of $228,800.00 and a second from Zandri Construction, Inc. in the sum of $247,000.00, and
WHEREAS, the Town Board did award the New Town Hall emergency enclosure contract to Rosch Brothers, Inc. in the sum of $228,800.00, and
WHEREAS, the Town Architect, J. Paul Vosburgh, has submitted to the Town Board a proposal for change orders relative to the scope of work to be provided by Rosch Brothers, Inc. and with respect to the New Town Hall emergency enclosure contract, a copy of which recommendations are attached hereto and made a part hereof as if fully set forth herein.
NOW, THEREFORE, BE IT RESOLVED, that the Town Board does hereby accept the recommendation of the Town Architect with respect to change orders to the New Town Hall emergency enclosure contract and hereby directs the Supervisor and the Town representatives to take whatever steps are necessary to execute the appropriate documentation and to coordinate the change orders for the completion of the emergency enclosure contract as soon as is practicable.
I certify that this is a true and exact copy of this original as passed by the Town Board of the Town of Charlton October 29, 2007.
Dated: October 29, 2007 ___________________________________ Heather Scribner, Town Clerk
TOWN OF CHARLTON COUNTY OF SARATOGA STATE OF NEW YORK
RESOLUTION NO.144
October 29, 2007
A RESOLUTION AUTHORIZING THE AWARD OF A MOLD REMEDIATION CONTRACT FOR THE NEW TOWN HALL EMERGENCY ACTIONS
WHEREAS, the Town Board did on September 12, 2007, terminate the Agreement between the Town Board and Schmidt & Schmidt, Inc. as General Contractor with respect to the New Town Hall project, and
WHEREAS, the Town did direct its professional advisors, including Architect Vosburgh, Owners Representative Ward and Special Counsel Joel Howard to develop an emergency plan in order to preserve and protect the resources of the Town of Charlton, and
WHEREAS, the Town Architect has prepared necessary documentation to receive bids for emergency mold remediation based on evaluations of the New Town Hall existing structure as presented to the Town Architect, and
WHEREAS, the Town Architect has received several bids for mold remediation, a copy of which is attached hereto, the lowest being from EDGECO Environmental, Inc. in the sum of $10,125.00, and
WHEREAS, the Town Architect has analyzed the EDGECO Environmental, Inc. bid in terms of compliance with the recommended treatment of current mold issues involving portions of the New Town Hall structure and has further compared the EDGECO bid with those of two other bidders presenting substantially higher bid prices for the same remedial activities, and
WHEREAS, attached to this resolution is a copy of all three mold remediation bids, which are incorporated into this resolution as if fully, set forth herein.
NOW, THEREFORE, BE IT RESOLVED, that the Town Board does hereby accept the recommendation of the Town Architect with respect to the New Town Hall mold remediation bid from EDGECO Environmental, Inc. hereby directs the Supervisor and the Town Architect to take whatever steps are necessary to execute the appropriate documentation and to coordinate the completion of the mold remediation as soon as is practicable.
I certify that this is a true and exact copy of this original as passed by the Town Board of the Town of Charlton on October 29, 2007.
Dated: October 29, 2007
___________________________________ Heather Scribner, Town Clerk TOWN OF CHARLTON COUNTY OF SARATOGA STATE OF NEW YORK
RESOLUTION NO. 145
October 29, 2007
A RESOLUTION AUTHORIZING THE SUPERINTENDENT OF WATER TO ENTER INTO TWO AGREEMENTS FOR WATER PROJECTS
WHEREAS, the Town Board reviewed the proposals (attached to this resolution) from D.E. Flynn Excavating & Trucking to provide services for two projects for the water district.
BE IT RESOLVED, the Water Superintendent is hereby authorized enter into an agreement with D.E. Flynn Excavating & Truck to provide services to the Water District for the sum of $1250.00 to lower water services on Stage Road to 5 feet deep and $6500.00 for drainage work at the Pumphouse.
I certify that this is a true and exact copy of this original as passed by the Town Board of the Town of Charlton on October 29, 2007.
___________________________________ Heather Scribner, Town Clerk
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