Town Board Meeing Minutes 03-01-10
Posted on: 4/13/2010
March 1, 2010- Agenda
Date of Minutes:
03/01/2010
March 1, 2010 Town of Rhinebeck Town Board Meeting Minutes
At 5:50 Supervisor Traudt opened this meeting with Councilmember's Gina Fox, Joe Gelb, Dan Staley and Bruce Washburn in attendance. Office Manager Shelly Day also was present along with 8 residents and accounting clerk Kim Russell.
Mr. Traudt explained that this is a follow up meeting from February 22nd regular Town Board meeting to handle bookkeeping items 10-12 on that agenda.
Action Items:
1. Dan motioned and Gina seconded to authorize the bookkeeper to make the following budget transfers, amendments, and any necessary bookkeeping entries for 2010.
PART-TOWN FUND
Authorize the bookkeeper to loan Capital Project H79 Hogg's Bridge $30,929.21 to cover Jan 2010 Abstract and February 22, 2010 Abstract. All were in favor.
2. CAPITAL PROJECT ABSTRACT FOR March 1, 2010
Capital Project 38 Parks-Rec-Pool
Adolph Kiefer Abs 1 V 1 54 06 7180 218 $ 6,719.96
Capital Project 62 Rhineson Property (Thompson Park)
Gellert & Klein Abs 2 V3 78 06 7110 201 $ 507.50
Gellert & Klein Abs 2 V4 78 06 7110 201 $ 52.50
Morris Associates Abs 2 V5 78 06 7110 211 $ 217.85
Morris Associates Abs 2 V6 78 06 7110 211 $ 425.50
Total $ 1,203.35
Capital Project 79 Hog's Bridge
Gellert & Klein Abs 2 V12 95 04 5120 252 $ 87.50
Morris Associates Abs 2 V13 95 04 5120 253 $ 100.00
Morris Associates Abs 2 V14 95 04 5120 253 $ 3,137.40
Morris Associates Abs 2 V15 95 04 5120 253 $ 500.40
Total $ 3,825.30
Capital Project 80 VCSD
Morris Associates Abs 2 V2 96 07 8110 202 $ 1,433.65
Morris Associates Abs 2 V3 96 07 8110 202 $ 1,261.50
Total $ 2,695.15
Total of all Capital Projects $ 14,443.76
- Joe motioned and Dan seconded to approve Abstract 2, vouchers 181-285 for $853,221.71. Bruce is concerned about the escrow fund balance being so low on the January report. Shelly explained that 2 January abstracts were processed but the money transfer did not occur until February. It is just a matter of timing. Joe suggested that a separate checking account be set up for bill payment and not used the bank account with the escrow funds. He asked Shelly how quickly money can be moved and she replied daily. Bruce still is worried about how slow transfers are happening. If the escrow balance was $200,000 it shouldn't be down to $3,000. Shelly stated the 2nd abstract of January 25th, that actual paying of those vouchers occurred the following week but the transfer of funds didn't occur until February. His only concern is that the Town is using escrow funds to pay other bills. Dan also feels it is a good idea to set up separate accounts; co-mingling is not a good idea. Gina feels it would helpful if the Town Board could get explanations before the actual meetings. We just want to make sure the funds are there when we approve the abstracts at meetings. Joe would like to consider going back to two meetings a month.
Accounting Clerk Kim Russell asked the Board if they have questions on any of the bills in the abstract folder; please call her or Shelly immediately. She feels there have been unnecessary comments made at prior Town Board meetings. We are trying so hard to get all the vouchers processed and paid on time. This last batch, at the February 22nd meeting had over 100 vendor payments and she doesn't think it is fair for these companies to have to wait for their payment. Bruce still wants clearer reporting. Kim also feels this could be handled internally by just calling the bookkeeping office or either Shelly or I at home on the weekends. Bruce then asked for the reports to be available the Wednesday prior to Town Board meetings. Joe thanked both Shelly and Kim for all the effort they put in. Gina reinforced that she appreciates the terrific job they do.
- Dan motioned and Bruce seconded to authorize Supervisor to sign 2010-2012 Collective Bargaining Agreement with Local Union 445, International Brotherhood of Teamsters, AFL-CIO and Town of Rhinebeck Highway Department for January 1, 2010- December 31, 2012. Motion carried 5-0. These two contracts will now be delivered to Gellert & Klein for David Wise's signature.
A resolution in support of a Joint Applicant with other municipalities to the New York State Department of State's 2009-2010 Local Government Efficiency Grant Program for the Purposes of Seeking Funding for a General Efficiency Planning Grant to enter into a study of regional collaboration and shared services with the intent to achieve cost savings and economies of scale.
Motion by Dan Staley
Whereas, the current economic crisis at state and local levels makes collaboration and shared services a high priority and necessity for continued operations, especially when such efforts and initiatives lead to cost savings, economies of scale, and reduced burdens on the taxpayer, and;
Whereas, Town of LaGrange, as applicant, and Town of Rhinebeck in the County of Dutchess as a co-applicant, share interest in studying how a regional approach to service delivery would lead to savings and other efficiencies yet to be demonstrated and have participated in several meetings to discuss the issue of shared services given current and projected needs and;
Whereas, Pattern for Progress, the regional planning agency has facilitated meetings in which Rhinebeck has been represented to explore regional collaboration among neighboring municipalities in which reducing costs through collaboration and sharing has emerged as a top priority, and;
Whereas, as of this date, the following municipalities have agreed to participate in this grant application and will be co-applicants: Dutchess County, Village of Fishkill, Town of Wappinger, Town of Pawling, Town of Poughkeepsie, Village of Pawling, Town of Pine Plains, Town of Milan, Town of Amenia, Town of Red Hook, Town of Clinton, Town of Northeast, Town of Beekman, Town of Stamford, Town of Fishkill, Town of Hyde Park and town of Dover, and;
Whereas, the potential grant award is thirty thousand ($30,000) dollars; and
Whereas, participating municipalities are required to collectively contribute ten (10%) of the grant amount ($3,000); and
Whereas, the Town of Rhinebeck's participation in the grant application does not obligate it to accept the recommendations resulting from the study; and
Whereas, the Supervisor of the Town of Rhinebeck has requested that the Town of Rhinebeck be authorized to join in the grant application to be prepared by Patterns for Progress and submitted to the New York State Department of State's 2009-2010 Local Government Efficiency Grant Program for multi-municipal, general efficiency planning grant and for Rhinebeck to commit to share equally among participating municipalities, the ten (10%) percent required cash match.
NOW THEREFORE BE IT
RESOLVED, that the Town of Rhinebeck desires and intends to join in the grant application being prepared by Patterns for Progress for a grant from the New York State Department of State for the Local Government Efficiency Grant program in the General Efficiency Planning Grant category for the purpose of funding a study of cost savings and economies of scale resulting from shared services; and
be it further resolved, that the Supervisor, on behalf of the Town of Rhinebeck is hereby authorized to apply for a grant from the New York State Department of State for the Local Government Efficiency Grant program in the General Efficiency Planning Grant category for the purpose of funding a study of cost savings and economies of scale resulting from shared services; and
be it further resolved, that the Town of Rhinebeck will share equally with other participating municipalities in the required ten (10%) percent cash match for the project and commits to a local contribution not to exceed $160.00; and
Be it further resolved, that the Supervisor is hereby authorized to execute any and all other paper and agreements required in connection with such application subject to the review thereof by the Attorney for the Town of Rhinebeck for the purposes of form and content.
Seconded by Bruce Washburn
Bruce questioned where the money will come from and Shelly said she will contact the State.
Councilman Gelb aye
Councilwoman Fox aye
Councilman Staley aye
Councilman Washburn aye
Supervisor Traudt aye
Resolution passed 5-0.
Bruce then motioned with Dan seconded to transfer $160 from contingency fund to grant writer fund. All were in favor.
- On motion from Dan and second from Joe, Highway Superintendent Kinsella was unanimously authorized to advertise for mechanic position available at Highway Department.
Tom Traudt announced there will be a financial workshop on March 8th with our CPA and M&T Bank representatives here at Town Hall at 6:45.
ADJOURNMENT
At 6:30 on motion from Dan and second from Bruce this meeting was unanimously adjourned.
Respectfully submitted,
Barbara Cunningham
Town Clerk