Town Board Meeting April 1st, 2024
OFFICIALS PRESENT: Police Chief M. Maresca, Attorney S. Bonacic, Highway Supt. D. Hassenmayer.
Following the Pledge of Allegiance, Supervisor Rickard called the meeting to order at 7:30pm.
MOTION TO ACCEPT PRIOR MEETING MINUTES:
MOTION offered Councilmember Davis 2nd Councilmember Carey that the minutes of the March 18, 2024 meeting are accepted as submitted. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
COMMITTEE REPORTS:
Councilmember Jennings: Great turnout for the Easter Egg Hunt on Saturday. He thanked all those that helped.
Councilmember Furman: DMV bus will be here 4/19/024. He thanked those that helped for the egg hunt as well.
Councilmember Carey: She has a couple people interested in being on the bicentennial committee. She will set up a meeting to get started. Village board meetings are changing nights this month to 2nd & 4th Mondays of the month. They have a public hearing on weight limits on village roads. Received 14 applicants for cleaner position posted on INDEED. She reported on her attendance at Lobby Day in Albany on March 20. Egg hunt was fantastic.
Councilmember Davis: no report.
Supervisor Rickard: Received lots of positive feedback on egg hunt. Last week he met with the Howells FD commissioners re: concerns with not being in the loop with new sub-divisions. He thanked Lorelei & Marie for helping with the monthly supervisor’s reports that hadn’t been done since October 2023. He asked for a volunteer to interview the 14 applicants for the cleaner position. Councilmember Davis said she would do this; Councilmember Furman will help her with this. Greenville Ambulance Corp has requested a meeting with us re: ambulance service. Councilmember Jennings will set up the meeting for this. He spoke re: propane cost so far this year is over $5,000 with no contract, RFP or bid. He would like to advertise for a bid for supplying propane to the town to follow our procurement policy.
HIGHWAY DEPARTMENT:
Supt. Hassenmayer: Trash starts this week. We bought 74 tons infield clay for the little league for $4,659.63. They are requesting more. The board and Dean discussed the field status. He informed the board he will be out of the country Sunday through Sunday next week. Deputy Pingotti will be here filling in for him. He’s received a lot of calls from seniors for trash pick up and will have one guy working in the garage all week who will also take the calls from the seniors. Discussion on basketball hoop installation after clean-up week. They will be installed one court at a time.
POLICE DEPARTMENT:
Chief Maresca gave KUDOS to Howells FD for being on the scene at a serious MVA.
VILLAGE OF OTISVILLE:
Trustee Clouse: DMV bus will be at village hall on 4/12/2024. He noted the weight limit law public hearing. Village reorganization will be April 8. He noted the fire chief got a new car. The bridge is almost done. Might be apropos to have the mayor and supervisor be the 1st to cross the bridge. Mayor added that the bridge will be paved on April 12th/13th. Opening likely will be April 22-26 – somewhere in there. An update will be given on Wallace Street being re-opened.
AT THIS TIME, Supervisor Rickard noted that he county, himself and Dean met with regard to the county eliminating “Y” intersections. This year they are eliminating the “Y” at the end of Mill Pond Road. The road will be closed for about a week. We asked if it could be done after school year ends for less disruption to the bus schedule. It can’t be guaranteed.
CORRESPONDENCE:
1. Supervisor’s reports for January & February 2024
2. Complaints re: 35 Lake Claire Drive & 15 Lake Claire Drive
3. Meeting minutes from Floyd Carter Post 1079 American Legion on March 17, 2024
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SUMMER RECREATION UPDATE:
Supervisor Rickard reported that there are no additional people signed up for camp. Only one other inquiry was received. Deadline is 4/15/2024. There are thoughts of an arts/crafts and/or reading program for kids for the camp director to run. There were other theme ideas as well.
ETHICS BOARD APPOINTMENTS:
Supervisor Rickard and Councilmember Carey met with 9 people interested. They will review and look to make those appointments at the next meeting.
TIME CLOCK QUOTES:
Councilmember Jennings spoke with PAYCHEX re: time clocks. There are multiple options: facial recognition, KIOSK time clock, a time clock to punch in a code. All of these would eliminate any manual entries from the staff. The time clocks send the info to the payroll system. Another way to punch in is with the computer. Councilmember Carey asked who punches in manually. Supervisor Rickard verified that the highway guys punch in, police department is a manual process (dual process). He reported there are 5 people that use a finger print reader. Dean explained his payroll process. Supervisor does not see the benefit to changing. Maybe there is a grant for this? Councilmember Carey noted that employees can look at the app if they choose to do so. Discussion ensued. Councilmember Davis doesn’t think it’s appropriate for the time being.
FIRE ALARM SYSTEM QUOTES:
Supervisor Rickard stated we received 3 quotes for the fire alarm system but they are over the procurement policy. He doesn’t think they are apples to apples. He would like for the town engineer to come up with actual specs so we can put it out to bid.
FOOD TRUCK RFP’S:
Supervisor Rickard spoke re: food & drink truck RFP’s. We had 2 submissions: one for food and one for alcohol. Smokin’ Grate BBQ was for food. They will pay town 5% of sales for the 1st $1000/day, 8% on any sales over $1000. The alcohol one was Callie’s Cocktails & Coffee – they propose selling beer, wine, cider & seltzer. They will pay town 5% of sales for the 1st $1000/day, 8% on any sales over $1000. There’s a local law that requires us to pass a resolution to wave the alcohol requirement at the park. Councilmember Jennings is concerned about the alcohol at a public park and possibly people bringing in their own. Supervisor Rickard stated the alcohol is only allowed in the concert area. You can’t purchase it and leave with it. Jennings is concerned that there’s no supervision. He asked the police chief his thoughts. Chief Maresca: there’s always a chance but what’s it gonna lead to? Councilmember Furman added that the Town of Greenville has done this and Town of Minisink, Town of Wawayanda, Town of Goshen, Town of Chester.
Supervisor Rickard asked the attorney for an opt out where if one week there is a rowdy alcohol laced event where we cancel the concert? Attorney Bonacic: you could build in a term that would give you that right if it turns out it’s not what’s anticipated. Councilmember Carey thinks we could try it and if it becomes a problem we could stop.
MOTION TO ACCEPT RFP FROM SMOKIN’ GRATE BBQ:
MOTION offered Councilmember Carey 2nd Councilmember Davis to accept the RFP from Smokin’ Grate BBQ for the summer concert series for 2024, subject to a formal contract. All in favor: Davis, Carey Rickard, Jennings; ABSTAIN: Furman; motion carried.
MOTION TO ACCEPT RFP FROM CALLIE’S COCKTAILS & COFFEE:
MOTION offered Councilmember Davis 2nd Councilmember Carey to accept the RFP from Callie’s Cocktails & Coffee for the summer concert series for 2024, subject to a formal contract. All in favor: Davis, Carey Rickard, ABSTAIN: Furman; NAY: Jennings; motion carried.
HIDDEN VALLEY SEWER:
Supervisor Rickard reported that the sewer advisory committee met and gave him a list of questions. The supervisor had met with 2 sewer management companies. He did a walkthrough of the plant and got their thoughts. They will submit proposals to us. In the next week I hope to have Jason’s recommendations for some improvements to the plant/piping system.
MOTION TO ADOPT THE COURT AUDIT:
MOTION offered Councilmember Davis 2nd Councilmember Furman that the town board acknowledges the required court audit examination was conducted. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
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PROPOSED LOCAL LAW FOR TEMPORARY TERMS OF OFFICE:
Supervisor Rickard reported: in December, the Governor signed a bill that moved the town/county to the years to coincide with the state races. This will cause an issue with him, Kathleen and 2 councilmembers in the next election. The councilmembers would be running for a 3-year term to align them with the new law. This proposed local law would align he and Kathleen to a 3-year term for this one time. This would be an adjustment to that state law otherwise it would be an election and then an election the following year & then go back to 2 years. This would give us a temporary one-time fix.
MOTION TO SET PUBLIC HEARING FOR PROPOSED LOCAL LAW #4-2024 TEMPORARY TERMS OF OFFICE:
MOTION offered Councilmember Davis 2nd Councilmember Furman to set a public hearing for proposed local law #4-2024 Temporary Terms of Office on May 6, 2024 at 7:30pm at the town hall meeting room. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
I.T. COMPANY QUOTES:
Supervisor Rickard noted that he had 3 companies come and they gave quotes to do I.T. work. He sent everything to the board members and asked for any questions. Councilmember Jennings sees no issues he asked that if the employees could call him 1st before calling the IT company to come in. Supervisor informed the board that Alphatech was $95/hour, Fisch Solutions was $100/hour & SJA Technologies was a varied price. All 3 work in local government. Chief Maresca works with Alphatech in the PD.
MOTION TO ACCEPT QUOTE FROM ALPHATECH FOR IT SERVICES:
MOTION offered Councilmember Furman 2nd Councilmember Jennings to accept quote from Alphatech for IT services for $95/hour. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
GRANT CONSULTATION AGREEMENT:
Supervisor Rickard & other board members met with Millenium Strategies (grant consultation company) at the Assoc. of Towns in February. Grant consultation for the remainder of tis year would be $3,600.00 (or $4,800.00 for the full year). Every week we would get a list of all grants available. They will work with us for the grants. If they write them, there’s an additional cost. He thinks it is well worth the money as we have a few projects going on.
MOTION TO SIGN AGREEMENT WITH MILLENIUM STRATEGIES FOR GRANT CONSULTATION:
MOTION offered Councilmember Davis 2nd Councilmember Furman to authorize the town supervisor to sign the agreement with Millenium Strategies for grant consultation services. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
MOTION TO ACCEPT THE SUPERVISOR’S REPORT FOR JANUARY & FEBRUARY:
MOTION offered Councilmember Carey 2nd Councilmember Furman to accept the supervisor’s reports for January & February 2024 as presented. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
TOWN PARK MASTER PLAN:
Supervisor asked for anyone interested in serving on a master plan advisory committee with Dean for the park to reach out to him. They are getting all kinds of requests ie: soccer, football, little league. We could get their input and the town could come up with an updated master plan.
MOTION TO CREATE A TOWN PARK MASTER PLAN ADVISORY COMMITTEE:
MOTION offered Councilmember Carey 2nd Councilmember Davis to create a town park master plan advisory committee. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
BILL PAYING:
Supervisor Rickard reported there will be a new bill paying process. The board members will get the bills on the front end and authorize their purchase before the items are physically purchased. In addition, Dean & Mike will do items that need to be pre-authorized ie: truck/car repairs.
MOTION TO AUDIT THE CLAIMS:
MOTION offered Councilman Davis 2nd Councilwoman Carey to pay the bills including Abstract #12:
ABSTRACT 12:
GENERAL A: #165-168 $ 4,397.48
GENERAL B: #34 $ 41.86
SEWER: #21 $ 155.96
HOWELLS FIRE: #1 $ 229,591.20
All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
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MOTION TO AUTHORIZE PURCHASING CLAY:
MOTION offered Councilmember Carey 2nd Councilmember Furman to authorize purchasing clay for the little league fields at the park. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
PROPANE:
Supervisor called for a motion to go to bid for propane. Supt. Hassenmayer asked if they would want to use state bid. Supervisor said they could do that and asked if Dean knew who was on state bid. Dean will have it for him tomorrow morning. This was tabled until the next meeting.
PUBLIC COMMENT:
Mike Meere: asked for a report on money spent for the sewer plant for the advisory committee. He asked if there was any resolve on the rain in the creek. Dean is getting prices on a new box culvert. It would be assembled on site then craned in. Mr. Meere asked if dredging this creek may help. Supt. Hassenmayer: no the dual pipes under the road are restricted.
Diane Loeven: Seniors are back and running with 8 new members. They are still finalizing the trip schedule but will send a draft. 1st trip is to the high school for a play. April 16 is 1st bus trip. She asked if either vendor will be selling water/soft drinks at the concerts. Supervisor: yes.
MOTION TO ENTER INTO EXECUTIVE SESSION:
MOTION offered Councilmember Carey 2nd Councilmember Furman to enter into executive session at 8:20pm to consult with attorney about a personnel matter and potential litigation. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
MOTION TO RECONVENE REGULAR MEETING FROM EXECUTIVE SESSION:
MOTION offered Councilmember Furman 2nd Councilmember Carey to reconvene regular meeting from executive session at 8:42pm. THERE WAS NO ACTION TAKEN IN THIS EXECUTIVE SESSION. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
MOTION TO TERMINATE PROBATIONARY PAYROLL EMPLOYEE #7:
MOTION offered Councilmember Davis 2nd Councilmember Carey to terminate probationary payroll employee #7. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
MOTION TO ADVERTISE FOR A PART TIME CLERK POSITION:
MOTION offered Councilmember Davis 2nd Councilmember Carey to advertise for a part time clerk position.
All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
BOARD MEMBER REPORTS:
COUNCILMEMBER DAVIS asked if the summer camp doesn’t happen and the arts/crafts sessions happen, will there be age limits? Supervisor: Rickard is open for anything. Councilmember Jennings asked if we are gonna get feedback 1st before moving forward with this. Supervisor Rickard will have Marie work with Melissa on this and will have more to report next meeting.
COUNCILMEMBER FURMAN has a company coming to address the leaks at the youth center. They will proceed to fix the leaks if the board agrees. They agreed.
COUNCILMEMBER JENNINGS spoke with the sign company for the sign out front. The sign is not communicating with the PC. He did troubleshoot this with the company and the USB ethernet connector is bad. He ordered a new one to replace it.
MOTION TO ADJOURN MEETING:
MOTION offered Councilmember Carey 2nd Councilmember Davis to adjourn the meeting at 8:45pm. All in favor: Davis, Carey, Rickard, Furman, Jennings; carried.
The next meeting is scheduled for April 15, 2024 at 7:30pm at Town Hall.
Respectfully submitted,
Elizabeth J, Kulynych, Deputy Town Clerk for Kathleen A. Myers, RMC
Town Clerk
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