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Town Board – Audit and Review Meeting – January 2021

Town Board Minutes
Audit and Review
January 16, 2021

The Clermont Town Board met on Saturday, January 16, 2021 at 10:00 A.M. at the Town Hall to audit the 2020 books of officials and to review the town policies. Those in attendance were Supervisor Raymond Staats, Councilman Robert Desmond, Councilwoman Dawn Brownson, Tax Collector Joan Buser, Lee Gallant, Court Clerk for Justices Richard Christensen and Ronald Banks and Town Clerk Tracey Gallant. Absent were Board members Councilwoman Lindsey Lusher Shute and Councilman Kris Gildersleeve.

The board members audited the books of the Tax Collector, Town Justices, Supervisor and Town Clerk and found everything to be in order.

The resolutions for the Fee Schedule, Official Undertaking Agreements with the Canaan Fellowship and with Pine Plains Veterinary and Round Top Animal Hospital were reviewed and no changes.

The policies reviewed were Cash Management, Code of Ethics, Highway Personnel, Investment, Procurement, Sexual Harassment and Workplace Violence.

A change was made to the Procurement Policy on page 1, Guideline 3-All estimated purchases, c, remove ‘but greater than $250 are’ and add ‘is left to the discretion of the purchaser’. Guideline 3 – All estimated public works contracts, c, remove ‘but greater than $500 are’ and add ‘is left to the discretion of the purchaser’.

The Board also interviewed Cheryl Werner for a position on the Zoning Board of Appeals. A decision will be made at the February meeting.

Respectfully submitted,
Mary Helen Shannon, RMC
Deputy Town Clerk

Town Board – Organizational Meeting – January 2021

RESOLUTIONS JANUARY 4, 2021
2021 ORGANIZATIONAL MEETING

RESOLUTION #01-2021

Time/Date for Regular Town Board Meetings

First Monday of every month at 7:00 P.M. In the case of Monday holidays or cancellations due to inclement weather, the meetings will be held on the Tuesday after the 1st Monday.

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried

RESOLUTION #02-2021

Town Board Meeting Rules and Regulations

  1. Call to order
  2. Salute of Flag
  3. Acceptance of the minutes of the previous meeting
  4. Written communications to the Town Board:

Town Clerk Report

Mail Review

  1. Committee Reports and Updates
  2. Old Business
  3. New Business
  4. Supervisors Report
  5. Pay Abstracts
  6. Public Comment/Communication – Public comments will be taken at the end of the meeting at the discretion of the Supervisor, unless engaged during the meeting.
  7. Adjournment

Motion made to approve by Councilman Desmond, seconded by Councilwoman Brownson.

All in favor – So carried

RESOLUTION #03-2021

Naming Official Newspaper

Register Star

Motion made by Councilman Gildersleeve, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #04-2021

Naming Bank for Deposits

1. Supervisor Bank of Greene County

2. Town Clerk Bank of Greene County

3. Tax Collector Bank of Greene County

4. Justice Christensen Bank of Greene County

5. Justice Banks Bank of Greene County

Motion made by Councilman Gildersleeve, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #05-2021

Authorize Town Supervisor to appoint a bookkeeper.

  1. Pursuant to Section 29 of the Town Law
  2. Necessary for proper conduct of Town Affairs

Motion made by Councilwoman Brownson, seconded by Councilman Gildersleeve.

All in favor – So carried

RESOLUTION #06-2021

Authorize Town Supervisor to temporarily invest idle monies in accordance with the Town Investment policy (General Municipal Law, Section 11)

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried.

RESOLUTION #07-2021

Appoint Official Dog Shelter

Pine Plains Veterinary Hospital Associated PC

Route 199

Pine Plains, New York 12567

(518) 398-7575 or 398-9494

Round Top Animal Hospital

71 Palatine Park Road, Suite 8

Germantown, New York 12526

(518) 537-7387

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried.

RESOLUTION #08-2021

Appoint Official Dog Control Officer at the Budgeted Amount.

Desiree Webber

Motion made by Councilwoman Brownson, seconded by Councilman Gildersleeve.

All in favor. So carried.

RESOLUTION #09-2021

Authorize Town Justices to hire a Court Stenographer when necessary.

  1. For a proper record of testimony
  2. Within limit of 2021 budget

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried.

RESOLUTION #10-2021

Appoint Town Historian

Dawn Brownson

Motion made to approve by Councilman Gildersleeve, seconded by Councilman Desmond.

All in favor – So carried.

RESOLUTION #11-2021

Appoint Code Enforcement Officer

Sam Harkins at Budgeted amount

Deputy Code Enforcement Officer at $100.00 per month, if needed.

(Appointed by Code Enforcement Officer)

Motion made to approve by Councilman Gildersleeve, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #12-2021

Appoint Town Attorney (for Town, Planning & Zoning Boards, Assessor)

(Within 2021 budget limits)

Freeman-Howard, P.C., Hudson, New York

Motion made to approve by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.

RESOLUTION #13-2021

Appoint Town Engineer

CPL (Clark Patterson Lee)

Motion made by Councilwoman Brownson, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #14-2021

Designate Official Representatives to Association of Towns Annual Meeting

Supervisor Staats and Councilman Gildersleeve

Motion made by Councilman Desmond, seconded by Councilwoman Brownson.

All in favor – So carried

RESOLUTION #15-2021

Establish .56 Cents Per Mile Rate for official Town Travel. (Per Federal Guidelines)

Motion made by Councilwoman Brownson, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #16-2021

Authorize Town Supervisor to sign 2021 State and Local Youth Contracts

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried

RESOLUTION #17-2021

Appoint Registrar of Vital Statistics

Tracey Gallant

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve..

All in favor – So carried

RESOLUTION #18-2021

Re-appoint Laurence Saulpaugh, Chair of the Planning Board

Re-appoint Clayton Andrus, Deputy Chairman.

Motion made by Councilman Gildersleeve, seconded by Councilman Desmond

All in favor – So carried

RESOLUTION #19-2021

Re-appoint Desiree Webber, Planning Board Secretary

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried

RESOLUTION #20-2021

Re-appoint James (Hank) Himelright, III, Chair of the Zoning Board of Appeals

Appoint Luke Kumburis – Deputy Chairman

Motion made by Councilman Desmond, seconded by Councilwoman Brownson.

All in favor – So carried

RESOLUTION #21-2021

Appoint Desiree Webber Zoning Board Secretary

Motion made by Councilman Gildersleeve, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #22-2021

Town Clerk’s appointments for Deputy Clerk and Deputy Registrar of Vital

Statistics – Mary Helen Shannon

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor – So carried

RESOLUTION #23-2021

Town Highway Superintendent’s appointment for Deputy Highway

Superintendent – Adom Lawyer

Motion made by Councilwoman Brownson, seconded by Councilman Desmond.

All in favor – So carried.

RESOLUTION #24-2021

Town Supervisor’s appointment for Deputy Supervisor

Robert Desmond for term of January 1, 2021 – December 31, 2021.

Motion made by Councilman Gildersleeve, seconded by Councilwoman Brownson

All in favor – So carried.

RESOLUTION #25-2021

Town Supervisor’s appointment for Budget Officer

Raymond J. Staats

Motion made by Councilman Gildersleeve, seconded by Councilman Desmond.

All in favor – So carried

RESOLUTION #26-2021

Town Supervisor’s appointment for Town Bookkeeper

Brian Fitzgerald, CPA, PC

Motion made by Councilman Desmond, seconded by Councilwoman Brownson.

All in favor – So carried

RESOLUTION #27-2021

Town Board Committees CHAIR CO-CHAIR

Auditing All Town Board Members

Building & Grounds Robert Desmond Raymond Staats

Cable TV, Internet Networking Kris Gildersleeve Lindsey Lusher Shute

Grants Dawn Brownson Lindsey Lusher Shute

Highway Robert Desmond Raymond Staats

Insurance All Town Board Members

Legal Raymond Staats

Planning, Zoning and

Board of Assessment Review Robert Desmond Lindsey Lusher Shute

Recreation and Community Event Kris Gildersleeve Dawn Brownson

Village Green Committee Liaison to Town Board – Tami Connolly Easter Egg Hunt

Barbecue

Election Day Dinner

Holiday Program

School Liaison Kris Gildersleeve Lindsey Lusher Shute

Historical Committee Dawn Brownson Lindsey Lusher Shute

Parkland Use Robert Desmond Lindsey Lusher Shute

Motion made by Councilman Desmond, seconded by Councilwoman Lusher Shute. All in favor – So carried

RESOLUTION #28-2021

Appoint Kris Gildersleeve Webmaster for Clermont’s website

Motion made by Councilman Desmond, seconded by Councilwoman Lusher Shute.

All in favor. So carried.

RESOLUTION #29-2021

Re-appoint representatives to the Columbia County Office for Aging for the term of

January 1, 2021 – December 31, 2021.

Clayton Andrus

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor. So carried.

RESOLUTION #30-2021

Re-appoint members of the Board of Ethics for the term of

January 1, 2021 – December 31, 2021.

Mary Howard

Susan Rifenburgh

Tracey Gallant

Ray Tousey

Motion made by Councilman Desmond, seconded by Councilman Gildersleeve.

All in favor. So carried.

RESOLUTION #31-2021

Re-appoint Larry Saulpaugh to the Planning Board for a seven-year term,

January 1, 2021- December 31, 2027.

Motion made by Councilwoman Brownson, seconded by Councilman Desmond.

All in favor. So carried.

RESOLUTION #32-2021

Accept 2021 Salaries stated in the 2021 Budget, as follows:

  1. OFFICE SALARY PAY BASIS

Supervisor $ 5,500.00/yr Monthly Payroll

Councilpersons (4) $ 2,500.00/yr Monthly Payroll

Town Justice $ 5,600.00/yr Monthly Payroll

Town Justice $ 5,600.00/yr Monthly Payroll

Town Clerk $ 7,000.00/yr Monthly Payroll

Deputy Town Clerk $ 12.75 hr. By Voucher

  1. Tax Collector $ 4,600.00/yr Monthly Payroll

Highway Superintendent $52,316.00/yr Bi-weekly Payroll

  1. Certified Assessor $15,270.00/yr Monthly Payroll

Court Clerk (1) $ 375.00/mo Monthly Payroll

Code Enforcement Officer $14,000.00/yr Monthly Payroll

Deputy Code Enforcement Officer$ $ 100.00/mo Monthly Payroll

Town Custodian $ 1,800.00/yr Monthly Payroll

Assessment Review Board Mtg. $ 100.00/day By Voucher

Additional time $ 10.00 Hr. By Voucher

Secretary – BAR $ 11.80 Hr. By Voucher

Zoning Chairperson $ 1,000.00/yr Yearly Payroll *

Planning Chairperson $ 1,000.00/yr Yearly Payroll *

Zoning Co-Chairperson $ 800.00/yr Yearly Payroll *

Planning Co-Chairperson $ 800.00/yr Yearly Payroll *

Zoning Members $ 800.00/yr Yearly Payroll *

Planning Members $ 800.00/yr Yearly Payroll *

Zoning Secretary $ 1,000.00/yr Yearly Payroll

Planning Secretary $ 1,000.00/yr Yearly Payroll

Trial Juror Minimum Wage By Voucher

Dog Control Officer $ 360.00/mo Monthly Payroll

*If any Planning or Zoning Board member is absent for more than two meetings, that members salary will be reduced by $100.00 for each additional absence.

Alternate members of the Planning and Zoning Board will be paid $50.00 per meeting when called upon to participate by the Chairperson.

HIGHWAY DEPARTMENT

Full Time $ 20.67/hr Bi-weekly Payroll

Part Time ( Summer ) $ 13.00/hr Bi-weekly Payroll

Part Time ( Winter ) $ 13.00/hr Bi-weekly Payroll

Deputy Highway Superintendent $1,000/yr ½ in June, ½ in December

Motion made to accept 2021 Salaries per Town Budget made by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. – So carried.

Resolution #33 -2021 – Town of Clermont Fee Schedule for Building Department Fees and Zoning and Planning Fees.

A motion was made by Councilman Gildersleeve, seconded by Councilman Desmond to approve this resolution. All in favor. So carried.

Resolution #34-2021 – Town of Clermont Official Undertaking of Municipal Officers

A motion was made to approve by Councilwoman Brownson, seconded by Councilman Gildersleeve. All in favor. So carried.

Resolution #35-2021 – Agreement between the Clermont Town Board with the Canaan Fellowship for the use of the Clermont Community House for the period January 1, 2021 and December 31, 2021 according to the terms and conditions of the lease.

A motion was made to approve this agreement made by Councilman Gildersleeve, seconded by Councilman Desmond. All in favor. So carried.

Resolution #36-2021 – Agreement between the Clermont Town Board and Pine Plains Veterinary Associates to act as kennels for the town for the period January 1, 2021 to December 31, 2021.

A motion was made to approve by Councilwoman Brownson, seconded by Councilman Gildersleeve. All in favor. So carried.

Resolution #37-2021 – Agreement between the Clermont Town Board and Round Top Animal Hospital to act as kennels for the town for the period January 1, 2021 to December 31, 2021.

A motion was made to approve by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.

These agreements will be reviewed with the other policies of the Town.

  1. Review Highway Personnel Policy (Note Changes if Any)
  1. Review Procurement Policy (Note Changes if Any)
  1. Review Fixed Assets
  1. Review Investment Policy (Note Changes if Any)
  1. Sexual Harassment Policy
  1. Code of Ethics
  1. Cash Management
  1. Emergency Preparedness Plan
  1. Review Road Bonds (If any)
  1. Review Other Bonds (If any)
  1. Review Workplace Violence Policy

A motion was made to set time and date to review books and records of Town Clerk, Town Justices, Tax Collector and Supervisor on January 16th at 10:00 A.M. by Councilman Desmond, seconded by Councilman Gildersleeve. Enter in February minutes.

A motion was made to adjourn the organizational meeting and enter into the regular meeting by Councilman Desmond, seconded by Councilman Gildersleeve.

Respectfully submitted,
Mary Helen Shannon, RMC
Town Clerk

Town Board – January 2021

TOWN BOARD MINUTES
JANUARY 4, 2021

The Clermont Town Board held its regular monthly meeting following the Organizational meeting on Monday, January 4, 2021 at 7:00 p.m. virtually due to the Coronavirus – COVID 19. Those present were Supervisor Raymond Staats, Councilman Robert Desmond, Councilwoman Dawn Brownson, Councilman Kris Gildersleeve, Councilwoman Lindsey Lusher Shute and Deputy Town Clerk Tracey Gallant.

Supervisor Staats opened the meeting with the salute to the flag.

At the Organizational meeting Resolution # 32 was approved contingent upon the salary for 2021 for the Tax Collector being verified, as the Town Clerk questioned whether or not there was an increase.

MINUTES: Councilwoman Brownson made one correction in the minutes for December 7th on page 45, Committee reports, Iroquois Grant should be America Walks Grant. Councilwoman Lusher Shute noted that there is no hyphen in her last name. These errors will be corrected. A motion was made to approve the minutes of December 7th with corrections by Councilman Desmond, seconded by Councilwoman Brownson. All in favor. So carried.

A motion was made to approve the minutes of the December 28th year end meeting by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.

TOWN CLERK’S REPORT:

The Deputy Town Clerk, Tracey Gallant, read the December Town Clerk’s report and submitted a check to the Supervisor for the General fund in the amount of $7,841.66. She has requested that our Building Inspector submit his receipts on a more regular basis.

CORRESPONDENCE:

  • The Deputy Town Clerk received information regarding the Association of Towns Conference and Training which will be held virtually from February 14th – February 17th. It will be available for board members.
  • Supervisor Staats received a letter of resignation from Mary Helen Shannon, Town Clerk effective at the close of this meeting.

COMMITTEE REPORTS:

  • Councilman Desmond thanked Town Clerk Mary Helen Shannon, who is retiring after this meeting, for her years of service to the Town and the help to board members.
  • Councilwoman Lusher Shute reported that the park committee will be looking into projects that they can begin with in the spring. She also thanked the Town Clerk.
  • Councilman Gildersleeve did order the voice recorder that was approved at the previous meeting. He also got the memory card, security lock table and microphone.
  • Councilwoman Brownson reported that we did not get the America Walks grant funding. She will apply for the Bank of Green County grant for up to $2500.00 for the bicycle racks due January 16th.
  • Town Clerk Shannon thanked the board for all there help over the years and making her job a pleasure. She will miss working with all the boards and the residents of Clermont.

OLD BUSINESS:

Supervisor Staats reported that we did receive a check for the CHIPS funding in the amount of $52,790.03.

NEW BUSINESS:

  • Supervisor Staats asked for a motion to appoint Deputy Town Clerk Tracey Gallant to fill the unexpired term of Town Clerk Shannon until 12/31/2021. A motion was made by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.
  • The Town Board will meet on Saturday, January 16 at 10:00 AM to audit the books of the Supervisor, Town Clerk, Tax Collector and Justices and to review the town policies. They will also interview any interested parties to fill a vacant position on the Zoning Board of Appeals at ll:00 AM.
  • RESOLUTION NO. 38-2021-The Supervisor received a resolution from the Assessor regarding Real Property Tax Law Exemptions for Seniors and Disabled Exemptions to be considered at this meeting for approval. This would not require a renewal application be made by seniors who are currently receiving the exemptions for Senior Citizens and Limited Income Disability. A motion was made to approve by Councilwoman Lusher Shute, seconded by Councilman Desmond. All in favor. So carried.

SUPERVISORS REPORT:

The Supervisor announced that for the safety of our residents, the Town Hall will be closed because of the recent spread of COVID19. Continue to check the website for any further information.

ABSTRACTS:

  • A motion was made by Councilman Desmond to pay General abstract #1, vouchers 1 – 17 in the amount of $20,443.50, seconded by Councilman Gildersleeve. All in favor. So carried.
  • A motion was made by Councilman Desmond to pay Highway abstract #1, vouchers #1 – 3 in the amount of $4,241.47, seconded by Councilwoman Lusher Shute. All in favor. So carried.

A motion was made to adjourn by Councilman Desmond, seconded by Councilman Gildersleeve at 8:00 P.M

Respectfully submitted,
Mary Helen Shannon, RMC
Town Clerk

Town Board Meeting – Year-end 2020

TOWN BOARD MINUTES
YEAR END – DECEMBER 28, 2020

The Clermont Town Board held the Year-End meeting on Monday, December 28, 2020 at 7:00 P.M. Because the Town Hall is closed at this time because of Corona virus the meeting is being held virtually. Those in attendance were Supervisor Raymond Staats, Councilman Robert Desmond, Councilwoman Dawn Brownson, Councilwoman Lindsey Lusher Shute and Councilman Kris Gildersleeve. Also at the virtual meeting was Peter G. Fingar of Fingar Insurance, Tracey Gallant, Deputy Town Clerk and Mary Helen Shannon, Town Clerk.

Supervisor Staats opened the meeting with the salute to the flag. He then introduced Peter Fingar who will speak on the Town’s insurance coverage.

INSURANCE:

The new policy period to be covered is 12/30/20 to 12/31/21. The liability coverages were reviewed for property, vehicles, injury, equipment and bonds. The bond includes the Tax Collector and Town Clerk. There is optional coverage for Cyber Liability for $314.00 which can be added in at any time. This can be discussed if it seems that it is something that should be added at a later time.

COMMUNICATIONS:

  • Keeping Identities of Seniors Safe program for Seniors will be at the Town Hall from March 15 to March 26, 2021.
  • Budget and Revenue reports through December 31, 2020.
  • Councilman Gildersleeve looked into a voice recorder to be used by the different boards at the meetings. Along with the voice recorder a locking system was also found so that it can be secured. The approximate costs is $100.00. Councilman Gildersleeve will order it.
  • The Tax Collector will not be able to meet with tax payers in January at the Town Hall because of the closure. She can use the Court dropbox in order for taxpayers to leave their payments.
  • The Supervisor received a letter of resignation from the Town Clerk, for health reasons, effective January 4th, 2021. He would look at appointing the current Deputy Town Clerk, Tracey Gallant to fill the position.

NEW BUSINESS:

Supervisor Staats introduced the following Budget Amendments and Transfers to balance the accounts:

  • Budget Amendment #1 of 2020- to balance certain accounts in the General Fund in the amount of $15,516.00. Motion made by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.
  • Budget Amendment #2 of 2020 to balance the Park account appropriations in the amount of $12,193.00. Motion made by Councilwoman Brownson, seconded by Councilman Gildersleeve. All in favor. So carried.
  • A motion was made by Councilman Desmond, seconded by Councilwoman Brownson to transfer $50,000.00 from Highway Capital Reserve 9950.9 to Highway Equipment Reserve. All in favor. So carried.
  • A motion was made by Councilman Desmond, seconded by Councilman Gildersleeve to transfer $25,000.00 to Highway Capital Reserve from CHIPS 5112.2C. All in favor. So carried.

Our representative to the Office of the Aging, Clayton Andrus, has asked the Board to fill another position of representative with Suzanne Pelletier. A motion was made to fill the position by Councilwoman Brownson, seconded by Councilman Desmond. All in favor. So carried.

A motion was made by Councilman Desmond to move into Executive Session to discuss a personnel matter at 7:53 P.M., seconded by Councilman Gildersleeve. All in favor. So carried.

A motion was made by Councilman Gildersleeve to come out of Executive Session at 8:10 P.M. seconded by Councilman Desmond. All in favor. So carried.

A motion was made to rescind the appointment made on 12/7/20 of Phyllis Heiko to the Zoning Board of Appeals effective for the term of 1/1/2021 to 12/31/2025 by Councilwoman Brownson, seconded by Councilman Gildersleeve. All in favor. So carried.

Interviews will be held on Saturday, January 16, 2021 starting at 11:00 AM at the Town Hall for an alternate member and a full member if the current alternate is not interested in moving into that position.

ABSTRACTS:

  • A motion was made by Councilman Desmond, seconded by Councilwoman Lusher Shute to approve Prepaid General abstract #13, voucher #315-317 in the amount of $225.86. All in favor. So carried.
  • A motion was made by Councilman Desmond, seconded by Councilman Gildersleeve to approve General abstract #13A, vouchers #318-327 in the amount of #3346.33. All in favor. So carried.
  • A motion was made by Councilman Gildersleeve, seconded by Councilman Desmond to approve Highway abstract #13, vouchers #106-109 in the amount of $4132.85. All in favor. So carried.
  • A motion was made by Councilman Desmond, seconded by Councilwoman Brownson to approve Trust and Agency abstract #9, voucher #15 in the amount of $214.50. All in favor. So carried.

A motion was made to adjourn by Councilman Gildersleeve, seconded by Councilman Desmond at 8:25 P.M. All in favor. So carried.

Respectfully submitted,
Mary Helen Shannon, RMC
Town Clerk