Town Board Meeting Minutes 01-04-2008

RHINEBECK TOWN BOARD RE-ORGANIZATION MEETING MINUTES

DATE: January 4, 2008

PRESENT: Supervisor Tom Traudt 61 residents
Councilman Dod Crane
Councilwoman Ellen Silverstein
Councilman Dan Staley’
Councilman Bruce Washburn
Counsel Warren Replansky

The Supervisor opened this meeting at 6:49 and then led everyone in the Pledge of Allegiance.

BUSINESS BEFORE THE BOARD

1. Ellen motioned and Dod seconded to establish Town Board meeting dates as follows at 6:45 in Town Hall unless otherwise noted:

January 4th , 28th July 14th , 28th
February 11th , 25th August 11th , 25th
March 10th, 24th September 8th , 22nd
April 14th (R/C Fire),28th October 14th (Tues R/C ) 27th
May 12th ,27th November 10th
June 9th , 23rd December 8th , 30th ,

All were in favor.

2. Bruce motioned and Dan seconded to establish the first meeting of the month as a business meeting and the second meeting will be a workshop format to review department, committee, and other pertinent reports. Motion carried unanimously.

3. On motion from Bruce and second from Ellen the following Rules of Procedures were unanimously passed for 2008.

Call to Order

Pledge of Allegiance

Annoucements and comments

Approval of minutes
Liaison reports
Business meetings with opportunity for individuals to comments
Workshops with greater insight and discussion on specific topics
Business before the Board
Old business with opportunity for public comment
New business with opportunity for public comment
Adjournment

4. The following holiday schedule was unanimously passed on motion from Ellen and second from Bruce

January 1st September 1st
January 21st October 13th
February 18th November 11th
March 21st November 27th
May 26th December 25th
July 4th (Transfer Station July 3rd)

5. Ellen motioned and Dod seconded to set annual accounting meeting for January 28th. Carried unanimously.

6. Bruce moved and Dod seconded to authorize supervisor to file the 2007 Supervisor’s annual report with the State Comptroller within 60 days after the close of the fiscal year. All were in favor.

7. Bruce motioned and Dod seconded to rescind any authorizations for any persons who are no longer elected officials or appointed representative of the Town to conduct any business for or on behalf of the Town. All were in favor.

8. WHEREAS, the functions of the town are to be accountable, efficient and effective; and

WHEREAS, collaboration can enhance the efficiency and the effectiveness of town functions; and
WHEREAS, the setting and tracking of budgets, meaningful milestones and collaboration goals for the functions of the town help to demonstrate accountability, efficiency and effectiveness; and
WHEREAS, functions of the Town may encounter issues which impact budgets, milestones and/or collaboration; and
WHEREAS, resolution of issues which impact budgets, milestones and/or collaboration may require action to be taken by the Town Board; and
WHEREAS, the setting and tracking of budgets, milestones and collaboration goals are practical and feasible for many, but not all functions of the town;
NOW, THEREFORE BE IT RESOLVED, that the boards, committees, departments and sub-committees of the town shall, whenever practical and feasible, set and track budgets, meaningful milestones, and collaboration goals; and
BE IT FURTHER RESOLVED, that boards, committees, departments and sub-committees shall, whenever feasible and practical, provide concise reports of budget milestones, collaboration goals, issue and completed tasks at the monthly business meeting; and
BE IT FURTHER RESOLVED, that the town board shall also use other means to determine topics for the workshop meeting; and
BE IT FURTHER RESOLVED, that the use of a standardized reporting format shall be used whenever feasible and practical, that the liaison typically will only need to address matters that need board consideration, and that the reports shall be attached to the business meeting agenda.

Bruce Washburn motioned and Dan seconded to pass above resolution. Dod is struggling with last paragraph and he believes in measurements but thinks they can lead to bureaucracy. He would rather see bottom up management not top down and then develop a standardized format from operating units. Tom feels the key term is practical and feasible. It is not meant to cause control or be rigid, only suggestions. Dod would like to take poll after 6 months and 1 year to look at content of reporting and make necessary adjustments. Need a monitor on the monitor. No vote taken.

Dod suggested the following addition;

BE IT FURTHER RESOLVED that the reporting tools developed be reviewed after 6 months and be revisited accordingly and then be revised again at one year. Dod motioned with amendment added and Ellen seconding. All were in favor.

9. Local Waterfront Revitalization Program

WHEREAS, ongoing focus and consideration of the LWRP matters are needed; and
WHEREAS, the Conservation Advisory Counsel is well suited to provide oversight of LWRP;
NOW, THEREFORE BE IT RESOLVED that matters concerning Local Waterfront Revitalization Program shall be referred to the Conservation Advisory Council for coordinated review of projects in accordance with the Town of Rhinebeck Waterfront Consistency Review Law.

Warren pointed out that the Town is required to have a Conservation Advisory Council by General Municipal law 239 X. On motion from Dod and second from Dan above resolution was unanimously approved.

10. Historical & Archeological Advisory Committee Ellen motioned and Dan seconded to approve following:

WHEREAS, the Historical and Archeological Advisory Committee Is intended to advise the planning and zoning boards on historical and archeological matters; and
WHEREAS, the committee is operational but does not appear to have been officially formed;
NOW, THEREFORE BE IT RESOLVED, that the Historical and Archeological Advisory committee shall be created to advise the planning and zoning boards on historical and archeological matters.

Motion carried unanimously.

11. Collaboration of Cultural and Recreational functions of the Town of Rhinebeck

WHEREAS, several functions of the town facilitate and promote the use, quality of life and economic value of cultural and recreational aspects of the town for adults, seniors and youths; and
WHEREAS, these functions are supported by the culture and recreation budget of the town; and
WHEREAS, collaboration across these functions should increase use and enhance quality while helping to contain costs; and
WHEREAS, collaboration across these functions should help to leverage common talents and resources;
NOW, THEREFORE BE IT RESOLVED, that the Culture and Recreation Administration committee shall be created to advise and assist in matters pertaining to town landing, adult recreations, arts, band concerts, celebrations, culture, historical collateral, libraries, parks, playgrounds, pool landing and youth programs; and
BE IT FURTHER RESOLVED, that the Culture and Recreation Administration committee shall develop, propose and maintain a culture and recreation master plan for the town that includes but is not limited to, community profile and demographics, supply and demand analysis, goals and action plans, event and program menu, marketing plan, organizational structure(s), procedures and usage rules, as well as human resources guidelines and procedures; and
BE IT FURTHER RESOLVED, that the Culture and Recreation Administration committee shall be a 5-7 member committee consisting of 1 member respectively representing adults, arts & culture, facilities(landing/parks/pool/playgrounds), history, libraries, seniors, and youths for a three year term; and
BE IT FURTHER RESOLVED, that the Culture and Recreation Administration committee members shall foster collaboration with and, as appropriate, serve as ex-officio members of relevant functions of the town; and
BE IT FURTHER RESOLVED, that the Culture and Recreation committee shall also consist of working sub-committees that guide and assist in the implementation and deployment of the culture and recreation master plan; and
BE IT FURTHER RESOLVED, that the working sub-committees will initially consist of arts and culture, recreation, history, and town landing; and
BE IT FURTHER RESOLVED, that the number and size of the working sub-committee can be adjusted as needed per the culture and recreation master plan.

Dod is struggling with adding another layer of management. Tom feels it is more a collaboration tool. The new committee wants to involve more seniors in recreation decisions. Bruce wants this committee to come up with a recreation master plan. Dod questions what problem this committee solves and Bruce stated the town needs a master plan for recreation. The Town invests heavily in recreation and culture but there is no written plan; other towns have such plans and they are helpful tools to work with. Dod would still prefer to see the current structure studied and then maybe revamping at a later date. He is looking for data that this new structure will work. Bruce said the committee idea is new but developing a master plan is not. Asking the current recreation committee to develop a master plan might be overwhelming. This allows for flexibility and input from other groups.

John Lehane questioned why place another level of administration? Just make a Master Plan Committee if that is your goal. What direction comes from the administrative committee? A separation of responsibilities would be better. Dod wants to understand and study this concept. He is not sure how our committees interact with each other; more detail is necessary. He still likes flat organization without too many layers. He is not supportive of another layer at this time.

Mary Myerson doesn’t think the current liaison business is working. Might be a great idea to have a committee to oversee other committees. Maybe give it a trial of 6 months and rename an oversight committee. It is her hunch that other towns don’t have all our current committees but they were allowed to be established. Co-coordinating these committees into one will be great and will empower and might marry them up with other committees. David Souers is more concerned how the committee will report to the board. Committees are only advisory and are not authorized to run programs. The best way to report is in person to the Board. He supports a Master Plan Committee. Ellen Silverstein totally agrees with David.

Bob Monahan would like to see this Board take control of the Town. Past practice had the residents in the dark. Committees do need to report directly to the Board through liaisons. A new committee to oversee the functions spelled out in this resolution would be helpful. Sally Mazzarella sees a lot of commonality. This new committee would bring several committees together into one committee to discuss ideas. The terminology sounds strong, maybe change the name. It would still happen at the committee level. This is a mechanism that would be wonderful. It really is not important if it works somewhere else. Tweaking this idea will make it work.

Dod still wants to think it through. Wants to see more research and determine what exactly we are trying to accomplish. We need to solve this problem in the long term. Dan Staley stated the Board is trying to make the current system more efficient. With each committee being representing for more thorough discussions. He suggested a trial period. Dod stated he works with 80 municipalities and would like to canvas some of them for input. Let’s talk more at the January 28th meeting.

Linda Souers commended the Board on the thought of trying to solve the Recreation Master Plan problem but feels a super structure committee is not the solution. It would further complicate the management structure. Our current code book does not define a Recreation Committee. Karris Wolfe asked what her part would be as Recreation Director.

Dod motioned and Ellen seconded to table this CU RE proposal to research different point of views for the January 28th meeting. A collaborative compromise is needed to study and adopt. Karen Brodhead, Summer Rec Camp Director, feels the Board needs to speak with people who are passionate about their programs.

All were in favor of re-addressing this issue at the next meeting.

12. Recast Budget/Finance Committee as Finance and Controls Advisory Committee

Ellen motioned and Bruce seconded to approve following resolution:

WHEREAS, the Budget and Finance committee reviews and recommends enhancements to the town budget, contract, fee schedules, cost-saving measures and revenue opportunities; and
WHEREAS, there is apparent need to conduct and report the physical inventory of the assets of the Town; and
WHEREAS, there is an apparent need to assess and recommend possible change to the Town Code of Ethics; and
WHEREAS, there is an apparent need to research and recommend affordable options and alternative that will help to attract and to retain volunteer firefighters; and
WHEREAS, there is an apparent need to research and propose new grant opportunity; and
WHEREAS, there is an apparent need to research and recommend possible changes to total compensation for town positions relative to comparable municipalities;
NOW, THEREFORE BE IT RESOLVED, that the Budget and Finance Committee shall be recast as the Finance and Controls Advisory Committee; and
BE IT FURTHER RESOLVED that the committee will review and recommend possible enhancements to the town budget, contracts, fee schedules, cost-saving measures and revenue opportunities; and
BE IT FURTHER RESOLVED, that the committee will conduct and report the physical inventory of the assets in the Town; and
BE IT FURTHER RESOLVED, that the committee will assess and recommend possible changes to the Town Code of Ethics; and
BE IT FURTHER RESOLVED, that the committee will research and recommend affordable options and alternatives that will help to attract and to retain volunteer firefighters; and
BE IT FURTHER RESOLVED, that the committee will research and possible purpose new grant opportunities; and
BE IT FURTHER RESOLVED, that the committee will research and possible recommend changes to total comparable municipalities.
BE IT FURTHER RESOLVED, that the committee will consist of seven (7) members for a one (1) year term.

All were in favor.

13. APPONTMENTS

Dod motioned and Ellen seconded to make following 1 year appointments through 12/31/08:

1. Designate Kingston Daily Freeman and Gazette Advertiser as official town newspapers.
2. Designate M&T Bank and Citizens Bank as official Town banks
3. Authorize Supervisor to sign 2008 St. Francis Contract for workplace drug testing at $750.
4. Appoint William Dowden and Thomas Mannix to the Vanderburgh Cove Sewer Committee, term to expire 12/31/2009
5. Authorize Supervisor to renew 2008 Columbia Greene Animal Shelter contract at $305 per dog
6. Designate Anthony Gasparini as operator for Vanderburgh Cove Sewer District for 2008 at $905 per month.
7. Appoint Art Brod as planner for 2008 at $112/hour zoning/planning, and $160/hour court.
8. Hold over Warren Replansky as Attorney to the Town of Rhinebeck
9. Appoint Morris & Associates as Engineer to the Town for 2008.
10. Appoint Zarin & Steinmetz as special counsel for zoning and planning issues, Comp Plan and Zoning Law review on an as needed basis for 2008
11. Appoint Greenplan as special consultant for the Comprehensive Plan and Zoning Review Laws for 2008
12. Appoint AKRF as special consultant for the 2008 Comp Plan and Zoning Law revisions.
13. Designate Dod Crane as Association of Towns voting delegate for the February 2008 conference in New York City with Thomas Traudt as the alternate.
14. Establish Office of the Supervisor’s Bookkeeper for 2008
15. Appoint Shelly Day as Supervisor’s bookkeeper for 2008
16. Establish Office of Deputy Supervisor for 2008
17. Appoint Bruce Washburn as Deputy Supervisor for 2008
18. Authorize Deputy Supervisor to sign checks, deposit slips and withdrawal slips for 2008.
19. Set petty cash funds for Town Clerk $200, Court $100, Pool $120, Tax Collector $25 and Highway $100.
20. Authorize expenditures by highway superintendent and transfer station up to the amount of $1,000 for mechanical tools and mechanical equipment without prior approval.
21. Assign liaison responsibilities as follows:

Tom Traudt – Emergency Plan, Town Hall personnel, fire departments, Comp Plan with Dod, Vanderburgh Cove Sewer, Committee on Aging and Collaboration

Dod Crane – Assessors, Assessment Review Board, Highway, Comp Plan, Open Space/Affordable Housing and Rhinecliff Advisory Committee

Ellen Silverstein – police, transfer/recycling center, landfill, Northern Dutchess Alliance, Dog Control

Dan Staley – Cemetery, Planning Board, Zoning Board of Appeals, Conservation Advisory Council, Building and Zoning departments and Chamber of Commerce

Bruce Washburn - facilities/maintenance, T – M Park, Website Committee, Finance and Control Committee, Quitman House, Justice Court and PANDA

Motion carried unanimously.

14. Ellen motioned and Dod seconded to make following appointments for a one year term through 12/31/2008:

Cynthia Baer as Town Waterfront Sub-committee chair
David Baldauf as Zoning Board of Appeals Chair
Norm Brier as Finance and Controls Committee Chair
Alan Coon and David Queen as Cemetery Committee Co- chairs
Meg Crawford as Conservation Advisory Council chair
Barbara Cunningham as Tax Collector
Shelly Day as Office Manager
Marsha DeBlasi as Committee of Aging Chair
Frank Dietrich as Assessment Review Board Chair
Bill Dowden &Tom Mannix as Vanderburgh Cove Sewer Com Co-chairs
Bob Ellsworth as Thompson Mazzarella Park Chair
Mildred Haskins as Deputy Tax Collector
Kerri Karvetski as Website Com Chair
Nancy Kelly as Historian
John Lehane as Recreation Committee Chair
Jack Maasz as Zoning and Code Enforcement Officer
Sally Mazzarella as Comprehensive Plan and Zoning Review Com Chair
Roger Newkirk as Dog Control Officer
Steve Rosenberg& Bob Wills as Open Space/Affordable Housing Co-Chairs
Emery Ruger as Assessors Chairman
Michael Trimble as Planning Board Chair
Karri Wolfe as Recreation Director

Committee on Aging members: Sandra Blair. Marcella Briggs, Marsha DeBlasi, Arthur Kaufman, Carol Leib, Nina Lynch, Mike Mazzarella, Joan Quaderer, Mary Reid-Miller, Beverly Sloane

Comprehensive Plan and Zoning Review Advisory Committee members: Sally Mazzarella, Mary Myerson, Jim Closs, Paul Hallenbeck, Richard Kopyscianski, Warren Smith, Melodye Moore, Bob Wills, Steve Rosenberg, Pierce Smith, Dean Vallas, John Lyons, Carl Meyer, & Kay Verrilli

Finance and Controls Committee members – Norm Brier, Deborah Mimoso, hold over Joe Baer, Joe Cassarino, Mary Goldman, Alicia Lenhart, Barbara Kraft, Ken Herman, Linda Meredith & Steve Lieber until availability and interest and skill matches are verified.

Motion carried unanimously.

15. On motion from Dod and second by Bruce the following two year appointments were made through 12/31/09.

Barbara Cunningham as Town Clerk
Joan Winne as Deputy Town Clerk

Arts & Culture Committee members – Dennis Anderson, DeDe Lieber, Ken Longert, Joyce Gelb, Suzanne Stevens, Nadine Robbins, Lou Trapini, Sue Hartshorn, Gloria Rutgers, Pat Sexton, Elizabeth Spinzia, Duane Watson, Joel Weisbrod

Rhinecliff Waterfront Committee members – Louis Cacciabaudo, James Chapman, John Conklin, Cynthia Baer, Chuck Dobson, William LaRosa, Carol Smith and Bill Weichun

Cemetery Committee members – Alan Coon, Arthur Kelly, David Queen

Conservation Advisory Council – Bill Dowden, Marcus Mello

All were in favor.

16. Dan motioned and Ellen seconded to appoint Michael West to ZBA through 12/31/2012 and Mitchell Markey to Planning Board through 12/31/2014. Motion carried unanimously.

17. Dan moved and Dod seconded to approve Wage & Salary Schedule:

a. supervisor salary reduced from $24,000 to $20,000 and $14,300 in benefits will not be taken.
b. hold over positions of Pool Director, Youth Program Director, Camp Coordinator, and Pool Coordinator for further clarification of responsibilities.

Pool Coordinator 1 $6,000 Zoning Administrator 1 $29.99
Gymnastics Coach 1 $750 Working Foreman 5-30-96 1 $24.37
Camp Coordinator-New 1 $4,320 Typist 1 $12.00
Camp Coordinator-Ret $4,700 Substitute - Transfer/Recycling 1 $12.00
Basketball Coach 2 $1,200 Substitute - Office 1 $15.00
Secretary - Planning Board 1 $15.45
Secretary-Highway Supt $12.00 Office Clerk 1 $12.33
Youth Program Director 1 $14,000 MEO Transfer/Recycling 1 $23.24
Video Technician @ session 1 $50 MEO 10-07 $14.64 1 $15.14
Town Clerk 1 $41,200 MEO 8-10-04 $16.21 1 $16.77
Tax Program Consultant 1 $1,000 MEO 1-5-05 $15.67 1 $16.21
Tax Collector 1 $4,500 MEO 6-3-02 1 $17.63
Supervisor 1 $20,000 MEO 3-4-02 1 $17.63
Registrar 1 $500 MEO 3-9-89 1 $21.60
Pool Director 1 $14,000 Laborer - FT 1 $12.00
Office Manager 1 $43,775 Laborer - Misc. $11.00
Laborer F/T 1 $46,509 HEO 11-10-83 1 $22.68
Justice 2 $13,160 Deputy Tax Collector 1 $25.00
Highway Superintendent 1 $54,590 Deputy Town Clerk 1 $15.45
Groundskeeper Cemetery 1 $29,415 Custodian Transfer/Recycling 1 $21.47
Dog Control Officer 1 $9,105 Court Officer 1 $20.00
Deputy Registrar 1 $500 Court Clerk 1 $16.70
Councilman 4 $5,753 Clerk to Justice 1 $14.60
Cemetery Clerk 1 $2,000 Building Inspector 1 $31.06
Assessor Chair 1 $10,815 Auto Mechanic 6-18-84 1 $24.29
Assessor 2 $9,438 Assessors’ Aide 1 $15.00
Salaried/Annual Stipend # Annual Hourly #
Lifeguard - Returning - PT $9.00 Swim Team Coach Assistant $8.50
Lifeguard - Returning - FT $9.00 Swim Team Coach $12.00
Gymnastics Assistants - New $7.15 Swim Lesson Coordinator $11.00
Gymnastics Assistants-Returning $7.35 Sports Leader - Returning $8.50
Cashier - New $8.50 Sports Leader - Returning $9.00
Cashier - 2nd year $9.00 Senior Guard - New $10.00
Cashier - 3rd year or more $9.50 Senior Guard - Returning $10.25
Camp Coord. Asst. - New $9.50 Senior Guard - New - WSI $10.50
Camp Coord. Asst Return $10.00 Senior Guard - Returning - WSI $10.75 Play Leader - New $7.35
Basketball Assistan Return $7.35 Play Leader - Returning $7.50
Arts & Crafts Leader-New $8.50 Music/Drama Leader - new $8.50
Arts & Crafts Leader Return 9.00 Music/Drama ret 9.00
After Camp Counselor $7.34 Lifeguard new PT $8.50
After Camp Coord. $9.00 Lifeguard new FT $8.75

At 8:35 on motion from Dod and second from Dan this meeting was unanimously adjourned

Respectfully submitted,

Barbara Cunningham
Town Clerk