ESSEX TOWN BOARD
Special Bill Paying Meeting
August 23, 2012
7:12 p.m.
Roll Call
Present: Sharon Boisen Supervisor
Harold MacDougal Councilman
Claire LaPine Councilwoman
Dr. James LaForest Councilman
Mark Wrisley Councilman
Also Present: Catherine DeWolff Town Clerk
Guests: Dale Evens
Councilwoman LaPine called for a Moment of Silence on the passing of Margaret Teal Barns.
The Supervisor advised the Board that September 5th is the deadline for the Library to accept a NYS Library Construction Grant. Sandra Vance described the project for the Board and advised that the Library needed a resolution of acceptance from the Town Board.
Resolution 128-2012
Resolution Allowing the Library to Apply For and Accept a NYS Library Construction Grant
On a motion by Councilman LaForest, seconded by Councilman MacDougal the resolution is ADOPTED: Yes-5 No-0
Resolved the Town Board authorizes the Library to apply for and accept a New York State construction grant.
The Board went on to the discussion of bills. The Supervisor asked if there were any questions regarding the bills presented for payment. Councilwoman LaPine questioned the pre-pays saying that she was under the impression that pre-paying was only for utilities. The Supervisor advised that there are more pre-pays this month because the Board is meeting a week later this month and she didn’t want to incur interest and penalties. Councilwoman LaPine said she would like the definition of pre-pays from the OSC website. The Supervisor responded that it is what the Town Board makes it. Councilwoman said that she thought these things should not be pre-paid. The Supervisor advised that we can agree to pay anything else by resolution. Councilwoman LaPine said that from what she recalls, we have to have a policy “ we can’t just arbitrarily pay here and there. The Supervisor asked if the Town Board wanted to pass a policy to avoid late fees? She reiterated that we are meeting a week later this month. Councilman MacDougal said that as long as they were recurring bills charges then he didn’t have a problem with them being pre-paid. Supervisor Boisen explained that these were outside the definition in order to prevent late fees. Councilman Wrisley asked if all of the pre-pays presented would incur late fees. The Supervisor responded that not all would but we are meeting a week later this month. Councilman Wrisley responded so this is a one-time thing. The Supervisor responded yes. The Supervisor again called for a resolution of authorization to pay normal and customary charges to avoid late fees. Councilman LaForest said that we should get a list of those. The Supervisor said the list for utilities is on the Organizational meeting resolution. Councilman LaForest advised that there was no reason for another resolution if that is the case. The Supervisor responded by asking if there was a need for a resolution or is the Board on the same page. Councilman Wrisley asked the Supervisor to make up a list of the recurrent charges and they would go over the list.
The Supervisor asked if there were any other questions on the bills. Councilwoman LaPine questioned the two bills from AES. There was further discussion of the bills including the County highwaymen charges. Councilwoman LaPine wanted LeeAnn to be sure that this bill wasn’t paid twice. Supervisor Boisen called for a resolution to accept the bills for payment as presented subject to getting that question cleared up “ we will correct the total on the abstract if needed. Councilwoman LaPine questioned the ESAC bill and wanted to know why the board never saw their report. Councilman LaForest asked if the ESAC bill was for work done a long time ago. The Supervisor responded that no, this work was recent work on the lawsuit. Councilman LaForest asked if that was the same case as with the Hiscock and Barclay bill. The Supervisor responded in the affirmative. Councilwoman LaPine asked about the County Highwaymen bill and wanted to be sure we weren’t paying that twice.
Resolution 129-2012
Resolution Accepting the Bills on Abstract 2012-8
On a motion by Councilman LaForest to accept the bills on Abstract 2012-8 as presented and subject to any corrections of same, seconded by Councilman Wrisley, the resolution is ADOPTED: Yes-5 No-0
Resolved the Essex Town Board agrees to accept the bills on Abstract 2012-8 for payment as presented subject to any correction that may be needed.
Financial Reports
Town Clerk’s Report “ The Town Clerk advised that she was having a problem with her report adding up, but presented her records for the month showing the figures matching the bank, however, the report was incomplete. It was agreed the report would be tabled until completed.
Resolution 130-2012
Resolution Tabling the Town Clerk Report until Completed
On a motion by Councilman LaForest, seconded by Councilman MacDougal, the resolution to table is ADOPTED: Yes-5 No-0
Water and Sewer Rents Report “ the Town Clerk presented the Water and Sewer Rents Report.
Resolution 131-2012
Resolution to Accept the Water and Sewer Rents Report for July
On a motion by Councilman MacDougal to accept the Water and Sewer Rents Report as presented, seconded by Councilman Wrisley, the resolution is ADOPTED:
Yes-5 No-0
Supervisor’s Report “ The Supervisor presented her report. Councilwoman LaPine questioned the Supervisor’s report saying that she had to go through it and would take it home to do so.
Resolution 132-2012
Resolution Accepting the Supervisor’s July Report
On a motion by Councilman Wrisley to accept the Supervisor’s report as presented and subject to any corrections, seconded by Councilman LaForest, the resolution is ADOPTED: Yes-4 Abstain-1 LaPine
There was a discussion of a FEMA payment to the Town that should have been paid to the Essex Fire District #1.
Resolution 133-2012
Resolution to Increase Revenues and Appropriations in Account #3410.4.5 in the Amount of $8,413.55 due to FEMA payment to the Town for the Essex Fire District #1 and authorization to pay the Fire District as a pre-pay in September’s bills
On a motion by Councilman LaForest, seconded by Councilman MacDougal to increase the R&A in Account #3410.4.5 in the amount of $8,413.55 due to the FEMA payment to the Town for Fire District #1 and authorizing the Supervisor to pay the Fire District in the September pre-pays is ADOPTED: Yes-5 No-0
The Supervisor advised that a resolution was needed to close out the Wastewater Treatment Project as completed. There was a discussion of the project.
Resolution 134-2012
Resolution to Accept the Wastewater Treatment Project as Completed
On a motion by Councilman MacDougal, seconded by Councilman Wrisley, the resolution is ADOPTED: Yes-5 No-0
Resolved that the Essex Town Board has adopted resolution 134 of 2012, namely the Resolution Accepting the Wastewater Treatment Plant Project as completed by unanimous roll call vote.
The Supervisor advised the Board that a resolution was needed to accept the Engineer’s recommendation that the test well bid be awarded to the most responsible bidder, Layne Christensen Company. There was a discussion of the test wells and how deep they would need to be and how much it would cost if they went down further than 450 feet. The Supervisor said that she would contact AES and let the Board know those details by email as soon as possible.
Resolution 135-2012
Resolution Awarding the Test Well Bid to Layne Christensen Based upon the Engineers Recommendations
On a motion by Councilman Wrisley, seconded by Councilman LaForest, the resolution is ADOPTED: Yes-5 No-0
Resolved that the Essex Town Board has voted unanimously to award the test well drilling contract to Layne Christensen Company basing their decision on the Engineer’s recommendation of same and upon clarification to the members of the Essex Town Board by the Supervisor of how deep the said wells would be drilled.
Councilman LaForest asked if the contractor would come back to do any corrective work. The Supervisor responded in the affirmative.
The two bids received for the RFP that went out for the rot at the Town Hall were opened with Garth Leaning Construction at $4,218 plus $40 per hour on any and all additional work beyond the scope of the RFP specs. DE Siteworks Plus’s bid was $8,200.
There was a discussion of the bids. The Supervisor asked the Board if they wanted to award the bid tonight. Councilman MacDougal said that he would not award an hourly rate bid and Councilman LaForest concurred. There was a discussion of the shutters not fitting properly. Dale Evens of DE Siteworks Plus was in attendance and described that he would hang the shutters but would have to make some adjustments so that they would fit. He also described how much rot he thought was on the building and what measures he would take to remedy it in detail.
Councilman LaForest said that he would make a motion to accept DE Siteworks bid. There was a discussion of what fee schedule would be included in the contract to start now and be completed by October 15th. It was agreed that the contract would read payment of 1/3 upon the start date, 1/3 after one week of work and remaining 1/3 upon completion by October 15, 2012.
Resolution 136-2012
Resolution Awarding the Town Hall Rot RFP to DE Siteworks Plus
On a motion by Councilman LaForest, seconded by Councilman Wrisley, the resolution is ADOPTED: Yes-5 No-0
Resolved that the Essex Town Board has agreed by unanimous vote to award the Town Hall Rot RFP to DE Siteworks Plus for the sum of $8,200. The start date would be immediately and the completion date would be October 15, 2012. The payment schedule will be 1/3 on the start date, 1/3 after one week of work and the remaining 1/3 upon completion of the job and approval of completion. Further, the Supervisor is given the authority to sign the contract and prepay the sums described in the payment schedule as pre-pays.
There was a discussion of the Insurance RFP. The Supervisor said that the due date for RFP needed to be extended and that the due date will be October 15th at 3:00 and that it could be brought to the Board at their next meeting of October 18th. Councilman LaForest said that he thought two days was not enough time to go over the bids. Supervisor Boisen said that they can take the rest of the month and award in the next months’ meeting. The Supervisor expressed her concern over being penalized by our current carrier should we cancel them and of how frustrating the process is.
Supervisor Boisen told the Board that it is budget time and we will need to schedule budget meetings. Councilwoman LaPine said that prior to September 20th it has to be to the Town Clerk. The Supervisor advised that she is readying the budget. She further advised that the Board needs to meet on Thursday, October 4th. It is agreed that the time of the meeting will be 5:00 p.m. and that the public hearing could be scheduled from there.
Councilwoman LaPine said that she hopes the Grange will be a subject for discussion at the next meeting in September and further advised that Ted (Cornell) should be in attendance to present his report. Councilman MacDougal said that he would like to see the books for the Grange and advised that Ted should bring in copies of his books.
On a motion to enter into executive session to discuss the Lewis lawsuit by Councilwoman LaPine, seconded by Councilman LaForest the Board entered into executive session at 8:40 p.m. by unanimous vote.
On a motion by Councilwoman LaPine, seconded by Councilman LaForest to exit executive session and re-enter the special meeting at 8.57 p.m., the motion carries by unanimous vote.
With no action taken in executive session and nothing further to come before the Essex Town Board, the meeting is adjourned at 9:00 p.m.
Catherine DeWolff
Town Clerk
