Town Board Meeting Minutes

January 26, 2009 Town of Rhinebeck Meeting Minutes

 

The Supervisor called this meeting to order at 6:45.and Brownie Troop #78 member Ms. Briggs led the Board in the Pledge of Allegiance.

 

Announcements:

 

January 29, 2009 at 6:30 Special Town Board Meeting for SGEIS at Village Hall

 

Board of Assessment Review is seeking applicants for one position for the annual Board of Assessment Review to be conducted this May. Contact Town Clerk for applications

 

Web Committee is seeking one new member. Of particular help would be an individual with Web graphics design skill who would like to join the committee or willing contribute 2-5 hours time per week even if unable to join committee. Applications available in Town Clerks office.

 

Business:

 

1. Dan motioned and Ellen seconded to authorize the Supervisor to sign a contract and contingency escape clause that Town can cease services on 60 day notice with Richard Cain as Vanderburgh Cove Sewer Operator at $933.33 per month for 2009. Elizabeth Spinzia questioned why the Town is hiring an individual who worked there before failed. Dan replied that the system failed not the operator. All were in favor.

 

2. On motion from Dan and second by Dod Gloria Keenan and JoAnn Gelb were unanimously appointed to Committee on Aging, terms to expire 12/31/2009.

 

3. Dan moved and Ellen seconded to authorize Dep. Supervisor Washburn to sign agreement with Dutchess County Sheriff for police protection. Bruce asked why we are doing this and Ellen explained that this is not a monthly contract; it is for special circumstances on a supplemental basis. Tom abstained from voting due to his employment, motion carried 4-0.

 

4. Dan motioned with Dod seconding to authorize payment to PANDA for $15,180.90 for 2009 Town contribution. Motion carried unanimously.

 

5. Dan motioned and Ellen seconded to approve January 6^th, 2009 Town Board meeting minutes. Passed unanimously.

 

6. Dan motioned and Dod seconded to authorize maintenance department to request quotes for replacement of sprinkler system at dock area and chemical controllers for pool. Bruce explained that these items were held over from last year. Dan read the procurement policy which states the Town must receive 3 quotes from 3 vendors on items over $3,000 and under $10,000. All were in favor.

 

7. Dan motioned and Ellen seconded to authorize maintenance department to go out to bid for bulk, liquid sodium hypo chlorite in a 12% solution. All were in favor.

 

8. Dod motioned with Ellen seconded to authorize payment to Cynthia Baer for $26.99 for outdoor literature box at dock. Bruce explained that the original receipt and voucher were lost. Motion carried unanimously.

 

9. Bruce moved and Dod seconded to approve 2009 Recreation weekly fees as follows:

Resident Family resident Non resident N/R Fam

Full day camp 9-4 $75 $150 $150

After camp 4-6 30 60 50

Swim lesions 50 65

" Tiny tots 40 55

Swim Team 100 200 150 300

Pool passes daily 3 8

Season pool 75 175 175 400

Aqua aerobic 30 40

A resident questioned if the Town broke even on these programs and Bruce said that is why they were raised this year. In 2008, the Town lost $10,000 on the summer program. Dod asked why no non resident family rates for camp and Bruce said 20% of day camp and 60% of after camp program are non-residents so now there is only an individual fee multiplied by the number of non resident children. It is not fair for town residents to be subsidizing non resident campers. All were in favor of fee schedule.

 

10. On motion from Dod and second from Ellen the 2008 annual department reports were accepted. Carried unanimously.

 

11. Review Investment policy

 

Chapter 25: INVESTMENT POLICY

[HISTORY: Adopted by the Town Board of the Town of Rhinebeck 3-9-1987 by resolution. Amendments noted where applicable.]

§ 25-1. Objectives; authorized methods of investment.

The objectives of the investment policy of the local government are to minimize risk, to ensure that investments mature when the cash is required to finance operations and to ensure a competitive rate of return in accordance with this policy, and the chief fiscal officer or deputy fiscal officer are hereby authorized to invest all funds, including proceeds of obligations and reserve funds, in:

A.	Certificates of deposit issued by the First National Bank of Rhinebeck authorized to do business in New York State.
B.	Time deposit accounts in a bank or trust company authorized to do business in New York State.

§ 25-2. Investment requirements.

All investments made pursuant to this investment policy shall comply with the following conditions:

A.

Collateral. Certificates of deposit shall be fully secured by insurance of the Federal Deposit Insurance Corporation or by obligations of New York State or obligations of the United States or obligations of federal agencies, the principal and interest of which are guaranteed by the United States, or obligations of New York State local governments. Collateral shall be delivered to the local government or a custodial bank with which the local government has entered into a custodial agreement. The market value of collateral shall at all times equal or exceed the principal amount of the certificate of deposit. The chief fiscal officer should ensure that the proper obligations have been pledged and the obligations have an adequate market value to cover the deposits or investments.

B.

Delivery of securities. Payment shall be made by or on behalf of the local government for certificates of deposit and other purchased securities upon the delivery thereof to the custodial bank or, in the case of a book-entry transaction, when the purchased securities are credited to the custodial bank Federal Reserve System account. All transactions shall be confirmed in writing.

§ 25-3. Written contract required.

Written contracts shall be required for the purchase of all certificate of deposits, and a written contract shall be required with the custodial bank.

§ 25-4. Custodial bank designated.

A custodial bank has to be designated, and the bank chosen by the Town of Rhinebeck is the First National Bank of Rhinebeck has been chosen as the same to act in this capacity.

§ 25-5. Purchase and sale of securities; execution of contracts.

The chief fiscal officer or the deputy fiscal officer shall authorize the purchase and sale of all securities and execute contracts for repurchase agreements and certificates of deposit on behalf of the local government. Oral directions concerning the purchase or sale of securities shall be confirmed in writing. The local government shall pay for purchased securities upon the delivery or book-entry thereof.

Bruce suggested this be turned over the Budget/Finance Control Committee and Gellert and Klein for review. All were in favor.

12. Dan asked the Board members to review the Cemetery Grasmere landscape plan which he submitted tonight. He explained that there is grant money available. Dod asked if there is matching funds due with a grant and Dan stated it can be matched with services. Meg Crawford and Steve Mensch helped design this plan. Michelle Donner asked if there would be a public hearing and Dan said not unless counsel recommends. We are only planting trees.

 

13. Dod motioned and Bruce to introduce Local Law 1 of 2009 creating an exemption for cold war veterans and set public hearing on February 9, 2009 at 7:00 pm. Pam Richardson explained that the state authorized this new exemption in 2007. Dod and Dan recused themselves from voting since they were in the service during this time. Motion carried 3-0.

 

14. On motion from Dan and second from Ellen Local Law 2 of 2009 raising the senior citizens exemption limit and set public hearing on February 9^th, 2009 at 7:00 was unanimously approved. Dod explained that this is an income eligibility exemption.

 

15. Status of job descriptions. Dod reported there are about 30 job descriptions that are needed. Eight have been completed. He is trying to create an actual Town of Rhinebeck Job Description. Some jobs such as Town Clerk and highway secretary are not civil service. Twenty questionnaires have been sent out to the rest of our staff then he will edit them for Board review. Dan suggested letting the Board look at some now instead of the entire packet. Dod will get the first 8 out to the Board next week.

 

16. Bruce motioned and second from Dan to not approve abstract 1, Vouchers 1-79 for $109,038.45. Bruce feels there is a lack of information. Dan, Ellen and Bruce voted aye to not approve with Tom and Dod voting nay to improve. Motion carried to not approve 3-2. Bruce said the procedures are not documented properly. Dod feels we should pay the bills; he is not willing to shut down government. Bruce stated according to his reading of state law the Board does not have to audit these vouchers for 30 days. Elizabeth Spinzia questioned why the Board is so concerned about paying vendors who actually do work for the Town but don't hesitate to spend Town fund at the Holy Cross property. Dan replied the Board wants to look at possibilities at that site. Dod agreed that the site is open to litigation and the Board needs to be educated with reasonable information at a reasonable cost. We are compelled to do the SGEIS since the TND site is being changed. In consultation with attorneys we need the SGEIS for development rights so we have to go through this process and its costs anyway. We will better understand the zoning on that parcel. Thursday night the consultants will tell us what this will cost. It is such a problematic site. Elizabeth asked about a local law to clean up the site. Ellen stated if the costs are too high she will vote against. Mike Trimble said a law exits that the owner must clean up the site. It is not the Town's responsibility. The Town Board at its last meeting did approve the review work to begin. He is also concerned if the bills are not paid, he will have to go to Morris & Associates and Art Brod, etc to halt business. He cannot in good conscious ask people to work for the Town if they decide to not honor their bills; the Planning Board would shut down. You need to understand the consequences of what you are proposing to do. Tom reiterated that we did approve a resolution and we are getting cost estimates at Thursday night's meeting. Dod's understanding was that consultants would get back to us with cost estimate also. The resolution approved the SGEIS. Elizabeth Spinzia thinks the Board is spending money if landowners are not on board. Dan pointed out it is not the landowner responsibility. Dod said the Board doesn't follow property owner suggestion; ultimately it is the Town Board authority. Landowners don't direct policy.

 

Tom redirected the conversation back to the issue at hand. We need to continue our discussion about the abstract process. Dod would prefer to operate so the vendors get paid and we need to solve staffing problems if necessary. Let's not rush information. Tom wants to see the system improved. Bruce stated he and Ellen met twice. The point of this whole discussion is that the Board needs to look at the information before approving an abstract. Ellen will talk with Shelly. Bruce is frustrated and wants to see the process change.

 

At 8:15 the meeting was recessed for a 10 minute break. At 8:30 Tom explained this Board is trying to change a decades old prose. It needs to be pointed out that Shelly is trying to do the best she can. She needs to be a part of this process. He reminded everyone that we are talking about the process not the person. She is willing to make changes; she just wants to understand her responsibilities.

 

Bruce presented another 7 page version which will hopefully improve the financial management and procurement practices of the Town. The new procurement and ethics code have been adopted. We are currently updating the Investment Policy. The Board also adopted new enhancement reports that include monthly fund reports, monthly expenditure reports, monthly revenue reports and a one time reconciliation report of authorized employee hours. At the January12 meeting Supervisor Traudt directed me and Ellen Silverstein to write up: policy for identifying persons authorized to commit town funds, policy for authorizing commitment of town funds, policy for town fund commitment that includes the use of purchase order, required documentation and encumbering of commitment. We also developed an authorized purchaser list and audit policy and procedure.

 

Bruce explained that department heads would have limits. The way it is set up now, the Town Board does not have to sign the P.O. until after purchase has been made. Ellen stated that if a blanket P.O. is set up properly; the Town Board would only sign if over budget. Ellen pointed out that emergencies would be handled differently. Liaisons will meet with department heads. Dod wants to see the software capabilities before decisions are made. He will look into Quik Book for municipalities; we need a process that has minimal labor input for these reports. Ellen said at the hospital she uses an Excel spreadsheet; would that work here. Dod said you cannot run a Town on Excel, one error and then that person leaves and you are dead in the water. Bruce asked the Board how involved do we want the liaisons? The initial authority limit can be divided into any increments. After much discussion Tom suggested that Shelly help us decide. The bookkeeper also wants a new policy.

 

ADJOURNMENT

At 10:15 on motioned from Dan and second from Dod this meeting was unanimously adjourned

 

Respectfully submitted,

 

 

Barbara Cunningham

Town Clerk