Town Board Re-Organizational Meeitng

TOWN OF RHINEBECK RE-ORGANIZATIONAL MEETING MINUTES

JANUARY 11, 2010

 

CALL TO ORDER

 

At 6:53 Supervisor Traudt opened this meeting and introduced Lily and Hunter Knapp who led everyone in the Pledge of Allegiance. Tom then welcomed new Board members Gina Fox and Joe Gelb to the Board. Councilmen Bruce Washburn and Dan Staley were also in attendance as was Counsel Pam Richardson. 34 residents were in the audience.

 

ANNOUNCEMENTS

 

Recreation Committee, Rhinecliff Advisory Committee, Affordable Housing Committee and Community Center Visioning Committee are looking for new members. Contact Town Clerk's office.

 

Zumba Gold classes start Saturday, January 23rd at Town Hall from 10:30-11:30 for 8 weeks.

 

Dance Movement class sign ups at High School January 23rd at 12 noon.

 

Dance Movement Classes at Chancellor Livingston January 30th at 9-10:30 for K-2 and 11-12:30 for 3-6 grades.

 

Board and Card games played every Tuesday in Town Hall from 1:30 - 3:00.

 

BUSINESS

 

1. Dan motioned and Gina seconded to set Town Board meetings for following dates at 6:45

 

January 25th July 26th

February 22nd August 23rd

March 22nd September 27th

April 26th October 25th

May 24th November 22nd

June 28th December 27th

All were in favor.

 

2. Dan motioned and Bruce seconded to set workshop meetings which will be scheduled as needed for the second Monday of each month at 6:45 or as Town Supervisors Forums:

 

January 11th July12th

February 8th August 9th

March 8th September 13th

April 12th October 12th (Tuesday)

May 10th November 8th

June 14th December 13th

 

Elizabeth Spinzia is concerned about this schedule. Are we narrowing the scope of government? Tom replied that the Comp Plan and Vanderburgh Cove issues have basically been resolved so hopefully the number of meetings will be reduced. Motion carried unanimously. Joe announced that either he or Gina will be at Town Hall every Monday from 10-12 noon or if a holiday falls on Monday they will be in on Tuesday.

 

3. Joe motioned and Gina seconded to establish following rules of procedures:

Call to order

Pledge of Allegiance

Announcement/Comments

Business before the Board

Discussion

Adjournment

The Supervisor indicated he did not want comments from the public after each item is considered but would allow comments at the end of the meeting. Gina would like to speak to this. She is concerned audience participation at the end of the meeting will not be productive. Can there be an open discussion after each agenda item? She understands that Tom has the final say as to when to stop a speaker if it gets out of hand. Bruce, Dan and Tom would like to try just having public input after the business meeting is over. Tom feels we have business to conduct and should do that first otherwise the meeting will become ineffective. Tom said In the past the meetings proceeded allowing public comment on each item as it was discussed and he has received complaints about that process. Terry Gipson thinks the complaints were that the comments need to be reasonable. The Board needs to weigh in on public comment before casting their votes. This new policy will send out bad signals. Joe would like the audience to speak out at each item before the vote is taken. Motion carried 5-0.

 

4. On motion from Dan and second from Gina the following 2010 Holiday schedule

Was unanimously approved.

January 1st

January 18th

February 15th

April 2nd

May 31st

July 5th

September 6th

October 11th

November 11th

November 25th, 26th

December 24th

December 25th Transfer Station only

Underlined are part time employee dates

 

Dan moved with Gina seconding to set annual year end accounting meeting for Wednesday, January 20th at 5:30. All were in favor.
Dan motioned and Bruce seconded to authorize Supervisor to file the 2009 Supervisors annual report prepared by Sedore & Company with the State Comptroller within 60 days of close of fiscal year. All were in favor.

ONE YEAR APPONTMENTS - January 1, 2010 - December 31, 2010

Joe motioned and Bruce seconded to designate Kingston Daily Freeman and Northern Dutchess News as official town newspapers. All were in favor.
Bruce motioned and Gina seconded to designate Citizens and M&T Banks as official Town banks. All were in favor.
Bruce moved and Dan seconded to appoint Art Brod as planner for 2010 at $120/hour zoning/planning, $132 SEQR review, court proceeding at $160/hr. Joe questioned why Art is the only consultant who raised his fees this year. He would like to speak directly with Mr. Brod about his $8 an hour increase. This motion was tabled.
Bruce moved and Joe seconded to authorize Supervisor to sign Columbia Greene contract at $305 per dog. Unanimously approved.
On motion from Dan and second from Joe Gellert & Klein as Attorney was unanimously appointed as Town Counsel at $175 per hour.
Dan motioned with Bruce seconding to appoint Thomas Mannix as Engineering Consultant at $100 per hour. Joe questioned what an Engineering Consultant is as opposed to Town Engineer. He has spoken with Planning Board Chairman Michael Trimble and Morris & Associates and they were surprised at this agenda item. The Supervisor explained that typically the Town has an engineer and it was presumed the engineer would take a project without putting a project out to bid. I am now suggesting a consultant oversee and give the Board guidance instead of just dealing with 1 engineer. After speaking with Michael Trimble, the Planning Board would keep Morris & Associates for their projects. Joe still doesn't feel we need an engineering consultant but if we do shouldn't we go out to bid? Gina pointed out that Mr. Mannix does not have liability insurance and questions the value we are getting. He is actually charging $8 more than Morris & Associates. Dan said Tom Mannix will handle the low end projects. The Board will hand pick which project he will oversee. Last year Morris & Associates charged the Town $4,500 for the RFP on a $6,000 basketball project. Bruce doesn't feel we are always looking out for the taxpayers and we need to have another source and start following our procurement policy. We are not going to throw Morris & Associates out of projects they are currently involved with. Joe wants to open this up to other engineers. Gina feels Mr. Mannix knows highway and bridges but not electrical. She suggested doing project by project. Joe wants to table this and look into other engineers. Linda Souers thinks it is a great idea to have a second person to contact but the Town should set their own qualifications and take resumes and interview candidates. Pam Richardson also feels it is in the best interest of the Town for any consultant to carry liability insurance and then hire a consultant on an "as needed basis." Bruce pointed out there is only $3,000 in the budget for this position. Joe requested an Executive Session to follow appropriate procedure on this issue. The original motion was amended to require Tom Mannix to get liability insurance. The motion of hiring Mr. Mannix with the contingency of acquiring liability insurance and not increasing his rate of $100 per hour was passed 3-2, Gina and Joe voting nay.
Dan motioned and Gina seconded to appoint Morris & Associates as Special Town Engineer for outstanding projects and Planning Board engineer. Joe Gelb envisioned any project over a certain amount would come before the Town Board for discussion. He will speak to Morris & Associates and obtain a new retainer letter.

Joe Gelb asked what the past practice has been concerning the deputy Supervisor position. Gina asked if this position wasn't usually held by a Town Board member and she was told yes. Joe pointed out that section 42 of the Town Law states the Deputy would have no duties unless the Supervisor is absent. He is concerned someone is being considered who is not a Board member. We have all undergone rigorous training; it seems a little unfair to appoint someone who has no training to step in when the rest of the Board has more knowledge and training. Why are we considering going outside the Board? The Supervisor pointed out this is not a voting position and he wants more hands to help him out in the community. Mr. Gelb feels that the Supervisor must be incapacitated in order for the Deputy Supervisor to act. They cannot just help you with certain functions, that is your responsibility. The law states the Supervisor must be unable to perform their duties. Gina agrees with Joe. She welcomes anyone's involvement but there are many other places she could be active but training is necessary. Ms. Richardson pointed out that this position does not require re-creation each year.

Appointment of Rhonda Hammond as Deputy Supervisor was also tabled.

Dan motioned and Bruce seconded to set petty cash fund for Town Clerk at $200, Court at $100, Recreation as $120, Tax Collector at $25 and Highway at $100. All were in favor.

The Supervisor announced the following liaison assignments with Bruce motioning and Dan seconding. Gina asked if she and Bruce could be Co-Chairs of Recreation Committee and Bruce replied a vote needs to be taken from the Committee. He pointed out there are open slots on the Committee now.
Tom Finance & Controls, Emergency and Fire Services, Aging

Committee, Collaboration, Rhinecliff ( w Councilman Staley)

Chamber (with Councilman Staley), personnel

Gina Conservation (CAC), Web, Tech, Zoning, N Dutchess Alliance (w

Councilman Gelb and Melody Moore), Dog Control, Quitman

House

Joe Panda, Courts, Planning, N. Dutchess Alliance (w

Councilwoman Fox& Melody Moore), Assessors, Historian

Bruce Vanderburgh Cove ( w Councilman Staley), Recreation,

Waterfront, Community Gardens, Affordable Housing/Open

Space, Maintenance, Transfer Station, TMP Community Center

Visioning Committee.

 

Dan Highway, Vand Cove (w Councilman Washburn), Police

Cemetery, Chamber, Rhinecliff Advisory Com (w Supervisor),

Affordable Housing/Open Space (w Councilman Washburn)

Motion carried 5-0 with Bruce following up with Rec Committee.

Dan motioned and Brue seconded to authorize purchaser and approver list (see attached listing). This document again states some responsibilities of the Deputy Supervisor so Joe suggested that Bruce should have that authority in this document. The signing of checks should not be with someone who has no training. Bruce feels this is a different issue - this document only delegate's authority. Tom pointed out that he will have the Deputy trained. Joe asked for this to be tabled until the next meeting so he can review. Motion carried 4-0; Joe abstained since he just received this list today
On motion from Dan and second by Gina the following Committee and personnel appointments were unanimously approved.
Zoning Board Chairman David Baldauf

Zoning Board Vice Chair Michael West

Planning Board Chair Michael Trimble

Planning Board Vice Chair Melody Moore

Board of Assessors Chair Emery Ruger

C.A.C. Co-Chairs Lisa Camp and Raphael Notin

Waterfront Committee Chair Tony Todisco

Website Committee Chair Andy Schulkind

Cemetery Co Chairs Alan Coon and David Queen

Aging Committee Chair Marsh DeBlasi

Assessment Review Board Chair Frank Dietrich

Thompson Mazzarella Park Chair Bob Ellsworth

Records Manager Officer, Registrar of Vital Statistics, & Tax

Collector Barbara Cunningham

Deputy Registrar of Vital Statistics and Deputy Tax Collector

Joan Winne

Sub registrar of Vital Statistics Jadeen Murray and Donna

VanVoorhis

Historian Nancy Kelly

Recreation Director Alice Cunningham

Dog Control Officer Roger Newkirk

Aging Committee members Marsha DeBlasi, Arthur Kaufman,

Gloria Keenan, Carol Leib, Nina Lynch and Beverly Sloane

Finance and Control Committee members Bob Babirad, Peter

Hammond, Mike Madigan, Deb Mimosa, Brandt Neuneker,

Gary Bassett, Jim Closs and Justin Cole

 

8. TWO YEAR APPOINTMENTS (1/1/2010 through 12/31/ 2011)

 

Gina happily motioned with Dan seconding to approve

Town Clerk Barbara Cunningham

Deputy Town Clerk Joan Winne

Cemetery Committee members David Queen, Alan Coon and

Arthur Kelly

Conservation Advisory Committee Lisa Camp, Raphael Notin

Suzanne Kelly and Bill Dowden

Rhinecliff Waterfront Committee - Louis Cacciabaudo, Herman

Tietjen, Bill Weichun and Chuck Dodson

Co-Emergency Plan Managers Henry Campbell and Darren Forbes

All were in favor.

9. Dan motioned and Bruce seconded to approve 2010 Wage and Salary schedule (see attached). Joe asked if there were any increases and Tom replied the Court Clerk and Deputy Town Clerk/Planning Board secretary were the only positions given raises. Motion passed 5-0.

 

10. Dan motioned and Joe seconded to authorize Supervisor to sign 2010 Rhinebeck Village Police Contract at $50/hour for patrol and $40/hour for court appearance plus 55cents per mile.

WHEREAS, the Town of Rhinebeck and the Village of Rhinebeck are parties to an Intermunicipal Agreement for police protective services which expired on December 31, 2009, and WHEREAS, the Town of Rhinebeck continues to be desirous of the Village of Rhinebeck continuing to provide police protection, and

WHEREAS, the Village of Rhinebeck is agreeable to provide such services, and

WHEREAS, General Municipal Law Section 119-o authorizes municipal corporations to enter into agreements for the performance among themselves or one for the other for their respective functions, powers and duties on a contract basis, and

WHEREAS, the Town of Rhinebeck and Village of Rhinebeck wish to enter into such an agreement for the Village to provide police services and for the Town to pay expenses incurred in connection with the provision of the police services effective January 1, 2010, and

WHEREAS, the Village of Rhinebeck has or will approve such an agreement, now, therefore

RESOLVED, that the Supervisor of the Town of Rhinebeck be and hereby is authorized to execute an agreement with the Village of Rhinebeck for police protection services in substantially the same form as annexed hereto.

Councilman Gelb aye

Councilwoman Fox aye

Councilman Staley aye

Councilman Washburn aye

Supervisor Traudt aye

11. Dan motioned to authorize Supervisor to sign Rhinebeck Fire Contract at $116,800.00 plus $3,500 for future ambulance purchase plus $9,000 for fire truck purchase.

WHEREAS, the Town of Rhinebeck and the Rhinebeck Fire Department, a department of the Village of Rhinebeck (hereafter, the "Fire Department") are parties to an Agreement for fire protection services which expired on December 31, 2009, and

WHEREAS, the Town of Rhinebeck continues to be desirous of the Fire Department continuing to provide fire protection, and

WHEREAS, the Fire Department is agreeable to provide such services, and

WHEREAS, General Municipal Law Section 119-o authorizes municipal corporations to enter into agreements for the performance among themselves or one for the other for their respective functions, powers and duties on a contract basis, and

WHEREAS, the Town of Rhinebeck and Fire Department wish to enter into such an agreement for the Fire Department to provide fire protection services and for the Town to pay expenses incurred in connection with the provision of the fire protection services effective January 1, 2010, and

WHEREAS, the Fire Department has or will approve such an agreement, now, therefore be it

RESOLVED, that the Supervisor of the Town of Rhinebeck be and hereby is authorized to execute an agreement with the Fire Department for fire protection services in substantially the same form as annexed hereto.

Seconded by Gina Fox

Councilman Gelb aye

Councilwoman Fox aye

Councilman Staley aye

Councilman Washburn aye

Supervisor Traudt aye

12. Dan motioned and Bruce seconded to approve Vanguard Roofing Management Contract for $935 per year for Town Hall Roof maintenance and repair. All were in favor.

 

13. On motion from Dan and second from Gina the Zoning Office was authorized to dispose of Dell Monitor ID A3KM076, HP printer ID # TH7T110M3, Adler calculator ID 75461931 and 2 humidifiers ID # AD0302Xand ID QB4602200

Motion carried unanimously.

14. Pool fencing was tabled.

 

15. Ziv Tech consultant agreement to provide improvement to Town web site for $8,400. Ms. Richardson reported that Ziv Tech did the original site and the cost involved now requires 3 bids under your procurement policy. She is concerned if this does not go out to bid. Former Councilman Dod Crane feels there is nothing wrong with going out to bid but Ziv Tech knows more about our technology. The Board needs to consider if they want to lose their skill. There probably are other vendors out there. Andy Schulkind, Web Committee Chair, could provide information about the scope of the work. Gina said she will call Andy since she is liaison for that committee. Meg Crawford feels the web posting has been difficult for committees to update. This item was tabled.

 

16. Dan motioned and Bruce seconded to authorize expenditure of up to $1,250 for Ted Fink to train Planning Board and Zoning Board members, ZEO, Building Inspector and misc. employees on new Zoning Law. All were in favor.

 

17. On motion from Dan and second from Bruce the December 14th, 21st, and 29th Town Board meeting minutes were approved 4-0 with Joe abstaining.

 

18. Dan motioned and Bruce seconded to authorize the bookkeeper to make the following budget transfers, amendments, and any necessary bookkeeping entries for 2009.

 

GENERAL FUND

ASSESSORS

Personal Services 00 01 1355 100 - $ 295.00

Dues-Miles-School 00 01 1355 447 - $ 514.00

Supplies 00 01 1355 410 - $ 300.00

Attorney 00 01 1355 452 + $1,109.00

 

CENTRAL STOREROOM

Town Hall Equipment 00 01 1620 200 - $ 100.00

Copier/Computer/Fax Supplies 00 01 1650 488 + $ 100.00

 

PARKS

Legal Notices 00 06 7110 449 - $ 57.53

Rhinecliff Memorial 00 06 7110 482 + $ 57.53

 

PLAYGROUNDS

Pool Electric 00 06 7180 431 - $2,300.00

Electric 00 06 7140 431 + $2,300.00

 

POOL

P.S. Youth Program Rec Director 00 06 7310 101 - $ 499.92

P.S. Lifeguards 00 06 7180 101 - $ 50.16

P.S. Pool Rec Director. 00 06 7180 101- + $ 500.08

P.S. Pool Maint. 00 06 7180 104 + $ 50.00

 

CEMETERY

Fuel Oil 00 07 8810 411 - $ 100.00

Propane 00 07 8810 413 + $ 51.00

Electric 00 07 8810 431 + $ 49.00

Councilman Staley requested to cover additional expenses.

 

PART-TOWN FUND

 

ZONING

Planners East Consultant 01 07 8010 408 - $ 250.00

Supplies/References 01 07 8010 410 + $ 250.00

 

P.S. ZA 01 07 8010 101 - $1,233.00

Equipment 01 07 8010 200 - $ 519.00

Mileage/Conferences/Dues 01 07 8010 447 - $1,115.00

Legal Notices 01 07 8010 449 - $ 300.00

Attorney 01 07 8010 452 + $3,167.00

Councilman Staley requested to cover additional expenses.

 

PLANNING

Planners East Consultant 01 07 8020 408 - $2,000.00

Attorney 01 07 8020 452 + $2,000.00

Councilman Staley requested to cover additional expenses.

Comp Plan
Village of Rhinebeck Police Patrol 01 02 3120 420 - $13,850.00

Village of Rhinebeck Police Mileage 01 02 3120 422 - $ 1,400.00

NYS Retirement 01 08 9010 800 - $ 2,800.00

Social Security 01 08 9030 800 - $ 2,600.00

Worker's Comp 01 08 9040 800 - $ 2,800.00

Medical Insurance 01 08 9060 800 - $ 3,900.00

Comp Plan 01 07 8020 490 + $23,000.00

Attorney to Review Comp Plan 01 07 8020 495 + $ 4,350.00

 

REFUSE & GARBAGE

P.S. Extra Help 01 07 8160 101 - $653.00

P.S. 01 07 8160 100 + $403.00

Supplies 01 07 8160 410 + $150.00

Misc 01 07 8160 460 + $100.00

Nancy C. requested to cover additional expenses.

 

HIGHWAY GENERAL FUND

NYS Retirement 02 08 9010 800 - $ 55.00

P.S. 02 04 5120 100 + $ 5.00

Social Security 02 08 9030 800 + $ 50.00

To cover additional expenses

 

HIGHWAY PART-TOWN FUND

Machinery

Tools/Implements 03 04 5130 423 - $ 200.00

Equipment Supplies 03 04 5130 422 + $ 200.00

 

All the above requested by Highway Superintendent.

Motion carried unanimously.

 

19. Dan motioned and Bruce seconded to approve Cap Proj Abstract for $29,800. Motion carried 5-0.

 

CAPITAL PROJECT ABSTRACT FOR JANUARY 11, 2010

 

Capital Project 62 Rhineson-TTSM Park

Daily Freeman Abs 1 V AP1 78 06 7110 212 $ 25.65

Gellert & Klein Abs 1 V AP2 78 06 7110 201 $ 175.00

 

Total $ 200.65

Capital Project 78 Cemetery

Bottini Abs 1 V AP1 94 07 8810 207 $ 499.29

N & S Supply Abs 1 V AP2 94 07 8810 207 $ 968.08

 

Total $1,467.37

Capital Project 79 Hogs Bridge

Arch Bridge Contracting Abs 1 V AP195 04 5120 257 $ 6,625.00

Gellert & Klein Abs 1 V AP2 95 04 5120 252 $ 1,470.00

Gellert & Klein Abs 1 V AP3 95 04 5120 252 $ 1,420.00

Morris Associates Abs 1 V AP4 95 04 5120 253 $ 1,211.93

Morris Associates Abs 1 V AP5 95 04 5120 253 $ 5,132.95

Morris Associates Abs 1 V AP6 95 04 5120 253 $ 275.20

Morris Associates Abs 1 V AP7 95 04 5120 253 $ 9,268.28

Morris Associates Abs 1 V AP8 95 04 5120 253 $ 176.80

Volvo Rents Abs 1 V AP9 95 04 5120 257 $ 1,523.75

Total $ 27,103.91

 

Capital Project 80 VCSD Repairs & Improvements

Morris Associates Abs 1 V AP1 96 07 8110 202 $ 1,028.70

 

Total of all Capital Projects $ 29,800.63

 

20. On motion from Dan and second from Bruce Abstract 1, vouchers AP1-AP101 for $145,910.8763 were unanimously approved with the exception of AP 63 to Chamber of Commerce for $3,000. Bruce feels a promotion/advertising fund is needed first. We didn't do our due process. It needs to be disallowed.

 

21. Dan motioned and Gina seconded to hire Marybeth Perfas at $50 per Zumba Class, not to exceed $400, $50 coming from senior budget line item. All were in favor.

 

22. Dan moved with Bruce seconding to approve Zumba Gold classes at $50 for 8 week session or drop in rate of $7. All were in favor.

 

23. Lara of Dream Studio was unanimously hired on motion from Dan and second from Gina at $100 per Saturday class of Dance Movement, not to exceed $600.00. Grades k-6 at Chancellor Livingston School, Youth Bureau sponsored.

 

DISCUSSION

 

NYSERDA grant - Joe Gelb explained that small towns can receive $500,000 for projects that save on energy. The deadline for filing is 2/17/2010. His question to the Board is what can the Town Board promise someone who tries to get us these funds through grants? Ms. Richardson said she will research before giving an answer. Joe is worried about the time constraint but Pam wants to look at carefully. Tom said there was an energy audit done in 2005 of Town facilities.

 

At 9:27 on motion from Dan and second from Bruce the Board went into attorney/client session. This session ended at 9:50.

 

Joe motioned and Gina seconded to hire Sedore & Co. to do annual accounting update for 2009, not to exceed $5,200. All were in favor.

 

On motion from Joe and second from Gina the Board then went into executive session to discuss town engineer situation. Motion carried unanimously. This session ended at 10:13.

 

ADJOURNMENT

 

At 10:15 on motion from Gina and second from Dan this meeting was unanimously adjourned.

 

Respectfully submitted,

 

 

Barbara Cunningham

Town Clerk