December 8, 2008 Town of Rhinebeck Town Board Meeting Minutes

DRAFT

At 6:45 Supervisor Tom Traudt called this meeting to order and Boy Scout Hunter Knapp lead the audience in the Pledge of Allegiance.  In attendance were Town Board members Dod Crane, Dan Staley, Ellen Silverstein, Bruce Washburn and Counsel Pamela Richardson.   

 

Supervisor Traudt thanked Jeanne Fleming and all her volunteers, the Chamber of Commerce, the Village of Rhinebeck and the Rhinebeck schools for their time and energy to make the Sinterklaas celebration such a huge success this past weekend.  It is also officially noted that Councilmen Dod Crane and Bruce Washburn wore their Grumpus costumes to tonight’s meeting.  The community involvement in this celebration was truly amazing. 

 

Tom then thanked Mrs. Dooley’s kindergarten class and Young Rhinebeck for the artwork displayed on the stage tonight. 

 

ANNOUCEMENTS

 

Planning Board, Board of Assessment Review, Rhinecliff Advisory Committee and Waterfront Committee are all seeking new members.  Applications available in Town Clerk’s Office.

 

December 15^th at 6:00 Special Town Board workshop with Comprehensive Plan Consultants in Village Hall.

December 25^th Town Hall, Transfer Station and Highway Department closed. 

December 26^th Town Hall closed

January 1^st Town Hall, Transfer Station and Highway Department closed

 

BUSINESS

 

1.      Dan motioned with Ellen seconding to authorize the Supervisor to sign 2009 Fire contracts with Hillside for $29, 138, Rhinecliff for $54,085 and Rhinebeck Fire District for $121,350.  All were in favor.

 

2.      Ethics code update from Town Counsel will be discussed at December 17^th Special Meeting.  Pam explained there are some issues that need to be considered for revision.  Bruce asked her to make the changes they discussed this morning and he will then send out to the Town Board in the next 2 days via email.  Tom explained the Town Board is trying to bring the Town into compliance with state law by improving procedures within the Town such as updating ethics code, improving audit controls and creating job descriptions with yearly performance reviews. 

 

3.      Dan motioned and Dod seconded to schedule Special Meeting for Wednesday, December 17^th at 6:00 pm to continue Public Hearing on proposed Local Law 4 of 2008. the building moratorium extension and conduct a Public Hearing on the Vanderburgh Cove Sewer District 2009 Budget.  Ellen pointed out that she will be unable to attend.  All were in favor. 

 

4.      Dan motioned and Ellen seconded to authorize the bookkeeper to make the following budget transfers, amendments, and any necessary bookkeeping entries.

 

GENERAL FUND

JUSTICE COURT

Est. Revenues                                       00 510                         -     $ 1,394.50

     NYS Court Grant                            00 3089

Appropriations                                     00 960

Supplies                                               00 01 1110 410           +    $ 1,000.00

Contracts                                             00 01 1110 454           +    $    394.50

The Court received a grant for over $8,000.00.  The grant is being used to redo the court

Office as well as towards the security system.

Language Interpreter                             00 01 1110 458           -     $    500.00

Computer Consultant                            00 01 1110 401           +    $    500.00

TOWN CLERK

Codification                                          00 01 1410 460           -     $ 1,039.08

Equipment                                            00 01 1410 200           +    $      39.08

Supplies                                               00 01 1410 410           +    $ 1,000.00

TOWN HALL

Contingency                                         00 01 1990 400           -     $ 2,600.00

Supplies                                               00 01 1620 410           +    $ 1,500.00

Internet Expenses                                 00 01 1620 429           +    $    200.00

Electricity                                             00 01 1620 431           +    $    200.00

Electricity                                             00 01 1620 431           +    $    200.00

Repairs                                                 00 01 1620 440           +    $    500.00

CENTRAL MAINTENANCE

Contingency                                         00 01 1990 400           -     $ 1,050.00

Equipment Repairs                                00 01 1630 427           +    $    500.00

Electric                                                 00 01 1630 431           +    $      50.00

Contracts                                             00 01 1630 454           +    $    500.00

CENTRAL STORAGE

Copier/Computer/Fax                           00 01 1650 488           -     $    700.00

Supplies                                               00 01 1650 410           +    $    700.00

COMMITTEE FOR AGING

Contingency                                         00 01 1990 400           -     $    200.00

Committee for Aging                             00 05 6772 475           +    $    200.00

To cover newspaper ad regarding expo

CENTRAL STORAGE

Copier/Computer/Fax                           00 01 1650 488           -     $    700.00

Supplies                                               00 01 1650 410           +    $    700.00

HIGHWAY GARAGE

Equipment                                            00 04 5132 200           -     $ 1,000.00

Repairs                                                 00 04 5132 440           +    $ 1,000.00

To handle repairs by Dutchess Overhead Doors

TOWN LANDING

Repairs/Maint/                                      00 06 5720 440           -     $ 1,200.00

Personal Services                                 00 06 5720 100           +    $    500.00

Equipment                                            00 06 5720 200           +    $    100.00

Annual Dock Install/Remove                 00 06 5720 441           +    $    600.00

PLAYGROUNDS

Contingency                                         00 01 1990 400           -     $ 1,600.00

Mileage/Fuel                                         00 06 7140 447           +    $ 1,600.00

POOL

P.S. Lifeguards                                     00 06 7180 101           -     $ 4,200.00

Telephone                                            00 06 7180 430           +    $    600.00

Electricity                                             00 06 7180 431           +    $ 2,000.00

Chemicals                                             00 06 7180 433           +    $ 1,600.00

YOUTH PROGRAMS

P.S. Rec Director                                 00 06 7310 101           -     $ 5,500.00

P.S. Gymnastics                                   00 06 7310 101           -     $    878.16

P.S. Sports Leader                               00 06 7310 104           -     $    897.37

P.S. Arts & Crafts Leader                    00 06 7310 105           -     $    850.62

P.S. Asst Camp Co-Ordinator              00 06 7310 106           -     $ 1,220.49

P.S. Gymnastics                                   00 06 7310 101           -     $    878.16

P.S. Music & Drama Leader                00 06 7310 108           -     $ 2,720.00

P.S. After Camp Co-Ordinator             00 06 7310 109           -     $       9.00

P.S. After Camp Counselors                 00 06 7310 110           -     $    905.41

P.S. Basket Ball                                   00 06 7310 102           +    $ 1,167.09

P.S. Playground                                    00 06 7310 103           +    $12,692.12

Field Trips                                            00 06 7310 433           -     $      10.78

Supplies                                               00 06 7310 410           +    $      10.78

LANDFILL

Annual Well Testing                              00 07 8160 451           -     $ 8,980.00

Engineers                                              00 07 8160 453           +    $ 8,980.00

The Engineers are doing the well testing, so we are not paying another vendor.

CEMETERY

Contingency                                         00 01 1990 400           -     $ 1,400.00

Supplies                                               00 07 8810 410           -     $    100.00

P.S. Part-Time workers                        00 07 8810 101           +    $ 1,000.00

Diesel                                                   00 07 8810 412           +    $    100.00

Electricity                                             00 07 8810 431           +    $    100.00

Gas                                                      00 07 8810 450           +    $    100.00

PART-TOWN FUND

BUILDING INSPECTOR

Supplies                                               01 02 3620 410           -     $    150.00

Gas                                                      01 02 3620 450           +    $    150.00

ZONING

Contingency                                         01 01 1990 400           -     $ 4,000.00

P.S. Zoning Sec                                    01 07 8010 100           +    $ 4,000.00

Equipment                                            01 07 8010 200           -     $    500.00

Supplies                                               01 07 8010 410           +    $    500.00

PLANNING

Contingency                                         01 01 1990 400           -     $18,000.00

Planning Consultant                               01 07 8020 408           -     $ 5,000.00

Engineer                                               01 07 8020 453           -     $ 2,000.00

P.S. Planning Sec                                 01 07 8020 100           +    $ 1,000.00

Attorney                                               01 07 8020 452           +    $16,000.00

Attorney to Review Comp Plan             01 07 8020 495           +    $ 8,000.00

HIGHWAY PART-TOWN FUND

Stone, Gravel, Tailings                          03 04 5110 420           -     $   100.00

Motor Fluids                                        03 04 5110 414           +    $   100.00

Attorney                                               03 04 5110 452           -     $   380.00

Kerosene                                             03 04 5110 496           +    $   380.00

Gas                                                      03 04 5110 450           -     $ 1,000.00

Diesel                                                   03 04 5110 412           +    $ 1,000.00

Repairs                                                 03 04 5`30 427            -     $    350.00

Supplies                                               03 04 5130 422           +    $    350.00

Calcium                                                03 04 5142 417           -     $ 2,611.26

Sand                                                    03 04 5142 415           +    $    611.26

Salt                                                      03 04 5142 416           +    $ 2,000.00

 

Dod explained the highway department had extra money in some of their accounts and Kathy is trying to prepare with the upcoming winter by purchasing salt now.   Bruce would like to request variance reports from the departments so the Board understands what the transfers are about.  No one motioned to make this request formal.

 

All were in favor of motion to authorize budget transfers.    

 

At 7:06 the Supervisor opened the public hearing on Proposed Local Law 4 of 2008 extending Building Moratorium through June 2009. There were no comments from the public.  The Supervisor explained that the Comp Plan needs some additional time before it is adopted.  At 7:10, this hearing was continued to December 17^th at 6:00 so all agencies have adequate time to reply with written comments.   

 

5.      Ellen motioned and Dan seconded to approve Abstract 12, checks 4284-4318, vouchers 1405 – 1440 for $40,491.86.  Motion carried 5-0.

 

6.      Bruce offered the following resolution which was seconded by Ellen.

     Whereas Sedore & Company has provided the town with a proposal in      

     response to the recommendation of the Finance & Controls committee that    

     it is necessary to review controls over the financial reporting of significant   

     transaction cycles of the town; and

 

Whereas the review will be conducted in accordance with AICPA consulting standards; and

 

Whereas the town board has reviewed evidence of similar work by the same company

 

Therefore be it resolved that the town board accepts the proposal which shall not exceed $4200, and

 

Be it further resolved that the town board authorizes the supervisor to sign the contract and to commence the work.

 

Bruce explained that the Town needs a segregation of responsibility. 

All were in favor.

 

7.      Dod motioned to approve the request by the recreation committee and the high school cross country team to rake and trim a three mile cross country course at the Thompson-Mazzarella Park. The work will not cost the town anything and will not disturb the artifacts nor impact the planning for the park.  Ellen seconded. Bruce spoke with Bob Ellsworth, Chair of the T-M Park Committee and he is fine with this request.  Sharon Sherrod asked if this trail would be in the woods and Bruce said yes.  It needs to be done before the snow flies.  All were in favor.

 

     8.   Dod moved and Dan seconded to approve the required installation of anti-siphon grates in the pool which should cost around $1500.  Bruce explained that this must be done by law.  Motion carried unanimously.

 

     9.  On motion from Dod and second by Ellen it was approved to purchase the parts to repair the boiler in town hall. The parts should be less than $800.

           The existing boiler needs to be replaced, if not the lower level could be   

           flooded.  The part of $659, $37 for the gauge and $10 freight according to

           Bruce.  Bob Fitzpatrick will do the labor.

 

    10.  Ellen motioned and Dod seconded to approve the recreation committee recommendation to hire Annelise Hoffman as the assistant gymnastics coach at $50 per session and approve the appointment of Alice Cunningham as the head gymnastics coach as part of the recreation director responsibilities.  Bruce stated that Annelise is an 18 year old gymnast who is a qualified instructor but has a torn muscle.  She is able to conduct program with Alice as head.   Motion carried unanimously.

 

    11.  Ellen motioned with Dod seconding to set the December 30^th meeting for the required annual review of the investment policy.  Bruce will e-mail to the Town Board.  Motion carried unanimously.

 

    

    12.  On motion from Dod and second by Ellen  Lowell Handler’s resignation from the Rhinecliff Hamlet Advisory council was unanimously accepted.  Dod thanked Lowell for his contribution.

 

DISCUSSION

 

1.      Dan would like to stagger members of the CAC terms so it is more balanced.  Meg Crawford, Carol Smith, Ryan Dowden, Sharon Moloney, Tess McKellen and Gloria Fox terms are all up December 31, 2008.    Since Lisa Camp, Bill Dowden and Raphael Notin are up in 2009, it was suggested that when Ryan Dowden is replaced due to his resignation, that term be appointed for just one year ending in 2009.  That would make 5 members due in 2010 and 4 in 2009.  This will be handled at the December 30^th meeting.

 

2.  Discussion of process to create job descriptions.  Dod has spoken with Gina at County Personnel and has reviewed key points with her.  He has tried to define objectives.  There are about 35 Civil Service jobs in the Town.  He is proposing to send each employee the Civil Service job descriptions along with blank sheets to have employees complete as to what they think their job description should be.   He would like to use Barb and Joan as starters, the bookkeeping office has been done.  Ellen would like to add responsibilities and tasks.  Pat McLaughlin pointed out that equipments used and necessary skills are not in Civil Service job descriptions.  Dod stated that the Civil Service descriptions override the town’s description.  Bruce feels this is a good approach to get an inventory of jobs.  The Employee Handbook states the employees are evaluated yearly and this isn’t happening. 

 

At 8:10 the Board went into Executive Session pursuant to Public Officers law section 105(l) (f) to discuss a personnel issue on motion from Dod and second from Ellen.  All were in favor.

 

At 9:28 on motion from Dod and second from Ellen the regular meeting was unanimously resumed.

 

ADJOURNMENT

 

Dod motioned with Dan seconded to adjourn this meeting at 9:30.  Motion carried unanimously.

 

Respectfully submitted,

 

 

Barbara Cunningham

Town Clerk