Town Board Meeting - February

CLERMONT TOWN BOARD

FEBRUARY 1, 2016

The Clermont Town Board held their regular meeting on Monday, February 1, 2016 at 7:00 P.M. at the Town Hall. Those in attendance were Supervisor Raymond Staats, Councilwoman Dawn Brownson, Councilman Kris Gildersleeve, Councilman Robert Desmond and Councilman Evan Hempel. There were eight residents present.

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

MINUTES: A motion was made to accept the minutes of the January meetings as follows:

Organizational Minutes – January 4, 2016 – Motion made by Councilman Desmond, seconded by Supervisor Staats. All in favor. So carried.

January 4, 2016 Regular meeting – Motion made by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.

January 16, 2016 – Audit of Books, Review of Policies – Motion made by Councilman Desmond, seconded by Councilwoman Brownson. All in favor. So carried.

TOWN CLERK’S REPORT:

The Clerk presented the Supervisor with a check for the General Fund in the amount of $1,441.50 and for Trust and Agency in the amount of $650.00. A motion was made to accept the Clerk’s report for January by Councilwoman Brownson, seconded by Councilman Gildersleeve. All in favor. So carried.

CORRESPONDENCE:

  • WEB COMMITTEE: Phyllis Heiko asked how to make contact, if there is something to be posted on the website. Councilman Hempel said there is a contact email for the Clerk and the Webmaster.

Sarah Takacs asked if the meeting dates can be entered into the calendar on the

website. This will be looked into.

Maura DeKaser asked if there is a mailing list that would send a notice when something is happening. This will be looked into, as well.

  • Columbia County Dept. of Health Rabies Clinics for 2016 have been posted on the website.
  • The Supervisor provided a copy of the Budget and Revenue report through January 31, 2016 for the Board.

COMMITTEE REPORTS:

  • Councilman Desmond said that the Canaan Fellowship, who uses the Community House for Sunday services is looking at putting a chair lift in the Community House at their expense. We will install an electrical outlet at the bottom of the stairs.
  • Councilman Desmond explained that our engineer has the design of the entrance for the Brownfield property, but needs the insurance from DEC. He explained that the parking spaces have been modified down to twenty-eight on the plan.

Maura DeKaser asked what is the cost of the entrance. Supervisor Staats said the estimate from DEC is $80,000 but our cost is $8,000.00 of the 10% overall that we are responsible for.

  • Councilwoman Brownson announced that the Easter Egg Hunt has been scheduled for Sunday, March 20th at 2 PM and the Village Green BBQ will be held on Saturday, August 13th.

OLD BUSINESS:

  • DEC UPDATE: Supervisor Staats said that he is awaiting insurance paperwork, bonding and the awarding of bid from DEC. There were three bids, the lowest being

$900,000.00, which we pay 10% from start to finish. He has a detailed breakdown but it is not public information until the bid is awarded. We are proceeding with this project with two feet of fill for active recreation, pursuing the entrance off of Route 9, parking area and a field for any active recreation.

There are some concerns/comments from the residents that were expressed.

  • Why having a softball field is so important, when the population of Clermont is aging, and they would rather have walking trails.
  • Trees already taken down have effected the habitat.
  • They would like to see the budget for this project.
  • Has the soil been tested and is there enough fill on the property for the two feet that is needed.
  • The original contract with DEC sets forth the responsibilities of the parties and one is to implement a Citizen participation plan. The public feels that they are not part of the plan.

The Board responded to these concerns:

  • There will still be enough open field for hiking/walking trails. The proposed field would be used by the Southern Columbia League composed of Clermont, Germantown and Livingston participants and they would schedule the games but otherwise anyone could use it. It would also be suitable for soccer and for a practice field for Little League, if needed.
  • When the bid has been awarded, the Supervisor will have the information about the costs. There may be an opportunity to modify the bid once we have this information.
  • The contaminated soil has been tested and the fill being used has also been tested two times and determined to be usable. DEC took the measurements and determined that there is enough to use for the two feet of fill needed. They will not be disturbing the entire hill sight and not taking down the oak trees that are in the back.
  • There was a public hearing held with adjoining neighbors notified several years ago but the Supervisor will check again with DEC if another hearing needs to be done. We have taken into consideration and made some modifications that have been brought to us recently by residents.
  • Supervisor Staats stated that he is in favor of supporting kids activities.
  • CLOSED ACCOUNTS: Supervisor Staats has closed the bank accounts at First Niagara Bank, which have not been used for several years. Checks were issued for the amounts that were in the accounts.
  • SALES TAX: Supervisor Staats received notice from the County that the 4th quarter sales tax will be $87,875.00. This is about $6,000 more than received last year for the 4th quarter. This is helping us a great deal.

NEW BUSINESS:

  • POLICY UPDATES:

WORKPLACE VIOLENCE/SEXUAL HARASSMENT: Supervisor Staats asked the Director of the County Human Resources department to review our Workplace Violence and Sexual Harassment Policies, and no changes are necessary. A motion was made to accept these policies by Councilman Gildersleeve, seconded by Councilwoman Brownson. All in favor. So carried.

CASH MANAGEMENT: After discussion at the policy review meeting, a change was made to Guideline 1 to include ‘ all vouchers must be accompanied with supporting documentation in the form of a receipt, unless a yearly statement of reoccurring charges is on file. A motion was made to accept this amendment by Councilman Desmond, seconded by Councilman Gildersleeve. All in favor. So carried.

PROCUREMENT POLICY: Councilman Hempel noticed an erroneous date in Guideline 2, which will be removed. After discussion at the policy review meeting, a change was made to Guideline 4 to include ‘The Town Board may consider awarding bids to other than the lowest responsible bidder if "Best Value" is demonstrated to be the better overall value. Best Value is defined by accumulative savings over a period of time on parts, maintenance, and/or labor costs. If a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurements.’ A motion was made by Councilman Desmond to accept this amendment, seconded by Councilman Hempel. All in favor. So carried.

  • COURT GRANT: Court Clerk, Lee Gallant, filed for a grant for the court system, A check was received for $8,550.00 for electrical to be consolidated, electronic filing of files and a new desk.
  • WELDER: The Highway department has asked for a wire welder for the shop. Superintendent Potts is a qualified welder.

Two quotes were received:

Noble Gas Solutions for a Millermatic 252 - $2,484.88 including delivery and setup.

Grainger for Millermatic 252 - $2,843.00

This would be paid from Machinery Fund - 5130.2 Equipment

Councilman Desmond said that he does see the need for a welder. There is work that can be done in house to save money.

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

  • GTEL TELECONNECTIONS: Cablevision Services – The Supervisor will have our Town Attorney review this contract before we hold a public hearing. This will give them a ten-year commitment to be able to access the poles and wires in town.

Councilman Hempel asked about why we would have to sign this vs. leaving it open to someone else, even though unlikely. Raymond will circulate this after the attorney reviews it.

One resident said that he pays much more for internet service here than in the city. He also has to pay for a landline, which he doesn’t need to have the internet. He believes there should be more choice. Councilman Gildersleeve said that the population density and running more wires and cable is more costly in a rural area. Supervisor Staats said that the County is looking into broadband service.

　

SUPERVISORS REPORT:

  • The Easter Egg hunt will be held March 20th at 2PM.
  • COUNTY HIGHWAY DEPARTMENT: They estimated savings of $150,000 in labor OT and $134,000 in materials this year. We should recognize some savings in our fund balance for the easy winter we have been having.
  • PINE HAVEN NURSING HOME: The County is still working on turning over the home to the new owners. The County will still maintain it for another month or two. He has heard that people that are very happy with the new administration.

ABSTRACTS:

A motion was made to approve General abstract #2, vouchers #14 – 41 in the amount of $4,317.90 by Councilman Gildersleeve, seconded by Councilman Desmond. All in favor. So carried.

A motion was made to approve Highway abstract #, vouchers #2 – 15, in the amount of $5,912.16 by Councilwoman Brownson, seconded by Councilman Hempel. All in favor. So carried.

PUBLIC COMMENT:

  • Supervisor Staats thanked the Highway Department for all that they do and the volunteers that help with the Easter Egg Hunt and the BBQ.
  • SarahTakacs: When did the passive use of the field turn into active use. In Councilman Desmond recollection it was always considered that it would be active use. Jennifer Phillips said that it is referenced in the 2008 documents from DEC that it would be active use. Ms. Takacs looked into some population statistic stating that the largest population is moving into there sixties. There are 1,992 residents in Clermont, 18.5% are eighteen years or younger in Columbia County of 65,000 residents, 5 years old or younger is less than 4.5%. The largest population is moving into their 60’s. In Clermont there may be 386 children. Councilman Desmond said that the softball field was actually requested for older than 18 years old.
  • Maura DeKaser: Asked how many games were played last year and how many games would be played on the new field. Councilman Gildersleeve explained that this is a multi-functional field, which can be used for softball, soccer, etc. She would also like to know the cost of maintaining the field. Supervisor Staats said that there may be some cost to the town in the way of gas. Councilman Gildersleeve said that there are significant donations, which have been received.

There is a parkland reserve fund available and donations that have been made for the park. There is also a Con Ed fund, which can be used for recreation.

  • Ray Tousey, who was on the Town Board when the property was acquired, gave an explanation of how it came about and became necessary to remediate the property. The intent from the beginning was for recreation in some form. He would very much like to see a place where residents can play soccer. The outfield for a softball field can be used for soccer.

A motion was made to adjourn by Councilman Gildersleeve, seconded by Councilwoman Brownson at 8:40 P.M. Motion carried.

Respectfully submitted,

Mary Helen Shannon, RMC

Town Clerk

　

　

 

Date: 
Meeting: 
Town Board