Town of Essex NY
Unofficial Meeting Minutes of January 2, 2015
Supervisor: Ed Gardner
Harold MacDougal (Absent)
Town Clerk: William Morgan
Supervisor Gardner Opened the Meeting by leading those present in the salute to the Flag.
Notice of the meeting was read by the Town Clerk
Roll Call was taken (above results)
Resolution 1. to set regular Town Board Meetings throughout the year 2015, to be held at & PM on the 2nd Thursday of each month in the Meeting room of the Town of Essex. (Adopted)
Resolution 2. Adopting the Rules of Procedure for 2015 found in Attachment A. (Attachment A) (Adopted)
Resolution 3. To designate the Press Republican and the Valley News as the Official Newspaper(s) for the Town of Essex (Adopted)
Resolution 4. To designate Champlain National Bank as the Official Depository for the Town of Essex for the year 2015. Additionally, authorization to designate Supervisor Edward Gardner as official signatory of the Supervisor account (s), and, to designate Town Clerk William Morgan official signatory of the Town Clerk and Tax Account) (Adopted)
Resolution 5. To designate Reginald Bedell as Attorney for the Town of Essex at the rate of $175.00 per hour. (Adopted)
Resolution 6. Resolution designating the Supervisor as Budget Officer for the Town of Essex, as well as all Special and Improvement Districts. (Adopted)
Resolution 7. Resolution to appoint Town Clerk Marriage Officer and Records Management Officer and Records Access Officer (FOIL?) for 2015 (Adopted)
Resolution 8. To appoint Town Clerk as Receiver of Taxes and Registrar of Vital Statistics for 2015. (Adopted)
Resolution 9. To authorize Town Supervisor and department heads expenditures of up to $1,000.00 through the Procurement Policy procedure without prior authorization of the Town Board. Any expenditures above $1,000.00 will require prior approval and authorization of the Town Board. (Procurement Policy -Attachment B) (Adopted)
Resolution 10. To authorize the Town Supervisor to pay in advance the audits of claims for public utilities services such as gas, electric, water, sewer, fuel oil, and telephone services as well as postal and mail charges, freight, NYS Retirement, and health insurance costs. (Adopted)
Resolution 11. Resolution to set the Town mileage rate, for the use of personal vehicles. Provided a town vehicle is not available or would be impractical to use, @$.40 (forty cents) per mile for 2015. (Adopted)
Resolution 12. Resolution to authorize the Highway Superintendent to rent and or purchase highway equipment and materials as necessary, as well as hire employees as deemed necessary for the year 2015. This was amended to restrict hiring to temporary employees. There was also discussion if this is governed by the $1,000.00 limit but it did not appear to be added to this resolution. (Adopted as Amended)
Resolution 13. TABLED Resolution delegating to the Supervisor powers and duties of administration and supervision of Town and special district or improvement district functions to be performed on the behalf of the Town Board. When presented there was a great deal of discussion – highlights follow. Councilman Wrisley expressed concern on the powers this would grant the Supervisor on issues without approval of the Town Board. He was also concerned that this might allow the Supervisor to override the Town Board’s decisions. Emergency situations were discussed and all agreed that they should be handled promptly but this resolution does not appear to be restricted to emergencies. A motion was made and all voted in favor of tabling for future consideration. The Town Clerk stated he had taken this from the Town Law §29 number 16. Following is the reference to something similar in the Town Law (Powers and Duties of the Supervisor). 16. Shall have and exercise any other power or duty expressly conferred or imposed upon him by law and such powers and duties of administration and supervision of town or special or improvement district functions as shall be provided by resolution of the town board, to be performed on behalf of such board.
Resolution 14. Authorizing the Supervisor to submit to the Town Clerk within 60 days after the close of the fiscal year or at a date approved by the State Comptroller, a copy of his report to the State Comptroller, and for the Town Clerk to publish a summary of such report or notice, specifying that a copy of such report is on file and available for inspection and copying. Such notice shall be published within 10 days in the official newspaper of the town. ((Adopted)
Resolution 15. Resolution authorizing the Supervisor to establish a per diem account for all elected and appointed officials in the amount of $40.00 per day for necessary and ordinary expenses while attending meetings, seminars and training sessions. (Breakdown of expenses shall be the following: $10.00 breakfast, $10.00 for lunch and $20.00 for dinner) (Adopted)
Resolution 16. Resolution approving the 2015 Holiday Schedule (as shown in the Government Section of this site) (Amended to add: The Highway Department Schedule is a separate Contractual Schedule) (Adopted)
Resolution 17. Approving the appointments as shown in the Government Selection of this Site’s Main Menu (Adopted as Amended)
Resolution 18. Approving the salaries for elected (and appointed – not in the resolution as read) officials as identified in Attachment C. (Adopted)
Resolution 19. Resolution setting standard office hours from 8:30 AM to 3:30 PM Monday thru Friday. (Add except Holidays?) Town Clerk hours are 9:00 AM to 4:00 PM. Additional Hours may be allotted for the Receiver of Taxes to accommodate tax payers during January thru April, 2015. Such hours, if elected, shall be posted prominently on the Town Clerk and Community Bulletin Boards. (Adopted)
Resolution 20. Resolution approving contractual agreement for Animal Control Officer via shared services with Willsboro. Supervisor Gardner stated this is still being worked on and no actual contract is available. We will pay about $17.00 per use and a report will be received from the Willsboro Animal Control Officer monthly. Councilmen Garvey and Wrisley requested this be reviewed annually. (Uncertain if this resolution was actually approved.)
Resolution 21. Resolution to support and accept a grant from the Adirondack Park Community Smart Growth Implementation Program for the implementation of planned upgrades to Historic and Cultural centers in Essex County. Supervisor Gardner explained this is a request for funds for three Towns and is being initiated by the County. If any monies are received for Essex, they will go toward the Octagonal Schoolhouse (roofing). (More discussion on this follows) (Adopted)
Resolution 22. Approving Zoning Law (It is not clear if this Amendment actually meant the Proposed Revised Zoning Laws are Approved or not. Work on SEQRA has not been completed or voted on) (It was approved as written)
Discussion of Grant for Insulating the Highway Garage: Supervisor Gardner stated he had talked with a firm that does foam insulation and the cost would be about $17,000.00. All Councilmen agreed this was something that needed to be done. Councilman LaPine reminded us that we need to have bids on this project. Limited discussion on the need to sheetrock or use other material over foam insulation. (Reminder! Work on Town Property requires payment of Prevailing Wage to employees of the contractor doing the work)
Supervisor Gardner stated that Sam Sherman will be moving his Organic Flour Mill to the Vacant Wood Furniture building in Willsboro.
Further discussion on the Octagonal School roof – Lauren Murphy wanted to know when we might receive the monies from the grant as this impacts the current plans to begin doing the roof in the spring. She asked Supervisor Gardner to check with the County for more information. Councilman LaPine asked Lauren Murphy for the status of the project and was told they are pricing materials now. The general thought was that we are doing this over and over. Lauren Murphy stated that the fund has $8,000.00, commitment for $20,000.00 more and one potential donor has offered to pay for the roof in full. She also stated that if the grant is from the state they may have to pay prevailing wages and that will change the cost of the project.
Supervisor Gardner reminded us SLIC doing mapping of Town to determine where Broadband could be located. Olive Alexander asked if the cable was going to be buried. Answer was no, will go from electrical pole to pole.
Questions from the audience: Olive Alexander asked about contacting the Willsboro Animal Control Officer nights, weekends and Holidays when there is no one at the Town Office. Supervisor Gardner stated this information will be provided.
As there was no other business to come before the Board, the meeting is adjourned.