Work Session Minutes
WORK SESSION MEETING
December 6, 2017
The Work Session Meeting of the Town of Royalton Town Board was held on Wednesday, December 6, 2017, at the Royalton Town Hall, 5316 Royalton Center Road, Middleport, New York. Supervisor Bragg called the meeting to order by at 5:30 PM.
The following were present:
Supervisor Daniel R. Bragg
Town Clerk Marie L. Little, MMC/RMC
Town Board Members James Budde, Lee Criswell, Bradley Rehwaldt, Carol Wittcop
Highway Superintendent James Spark
Water/Sewer Superintendent ABSENT: Brian Cummings
Account Clerk Lorretta Criswell
Town Attorney Thomas H. Brandt
Town Engineer Clement Chung
James Spark, Highway Superintendent, advised the Board Members that the new Chipper Truck has been put in to service.
Highway Superintendent Spark advised the Board Members that he has placed the order for the new metal roofing materials that was authorized last month.
Highway Superintendent Spark advised the Board Members that he would like authorization to place the order for the accessories for the Liftech Loader, Model #560-80AG+, out of the 2017 budget. The cost will be $32,867.00. The Loader will be purchased in 2018.
Highway Superintendent Spark left the meeting at 5:35 PM to get some rest before the snow starts to fall.
Discussion ensued regarding grant funding for the bridge/culvert project on Mountain Road.
Supervisor Bragg stated that Water/Sewer Superintendent Brian Cummings and Deputy Water/Sewer Superintendent Peters will not be here as they are out of town hunting.
Town Engineer Clem Chung discussed the outstanding issues regarding previous invoices. LaBella Associates, P.C., have prepared a spread sheet to show the invoices that can be substantiated with documentation and those that cannot and will be removed from the total amount owed. Discussion ensued regarding this matter.
Town Engineer Chung advised the board members that Ken Strell is out of the hospital and back at work now.
Discussion ensued regarding the Engineering Contract for the WWTF Project. Engineer Chung provided a breakdown for the engineering services and the estimated costs. The total amount will be $180,500.00 for this project. The approximate time to complete this project will be nine (9) months.
Discussion continued regarding the income survey needed for this project to be eligible for a Rural Development Grant.
Town Engineer Chung will put together an email proposal of all the study, engineering and application fees for the board to be able to make a decision on how to proceed.
Councilman Budde presented a resolution for the naming of the Court Room. The resolution was read by Town Clerk Little and voted on.
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RESOLUTION 160-17
NAMING OF COURT ROOM
On a motion made by Councilman Budde, seconded by Councilman Rehwaldt, the following was
ADOPTED AYES 5 Bragg, Budde, Criswell, Rehwaldt, Wittcop
NAYS 0 None MOTION CARRIED
Resolved to name the Town of Royalton Court Room as the “Gregory A. Bass Court Room” in honor of Town Justice Gregory A. Bass, who has served the Town of Royalton Justice Court for the past twenty-eight (28) years. Justice Bass began his career as Town Justice on January 1, 1990 and will retire from this position effective December 31, 2017.
Supervisor Bragg stated that he has no problem with this issue, but cautioned the Board Members that there may be fallout going forward as we are setting a precedent. There have been many others that have retired with just as many or more years of service to the Town of Royalton.
Chief Court Clerk Daphne Nieman asked where they payment for the new sign should come from. Supervisor Bragg stated that is should come from the Court Budget.
Chief Court Clerk Nieman advised the board members that the dates for the Court Audits have changed. The board will receive a letter by January 1st stating that the books have been closed and are available for audit.
Councilwoman Carol Wittcop stated that she hopes to get more input into the office expansion. Discussion ensued. Town Clerk Little was asked to sit on this committee as well.
Councilwoman Wittcop asked Court Clerk Nieman to keep a detailed list of any hours she spends “off the clock”. Court Clerk Nieman stated that she does do this, but just the hours are written in on her time card and signed by the Department Head. No one signs off on the detailed list.
Discussion continued regarding hours worked off the clock.
Town Clerk Little advised the Board Members that there were five (5) packets received from the RFP that was requested for our Engineering Services. The board members received a copy of each of the five (5) packets for their review. Attorney Brandt received a set of copies as well. This is not something that can be decided upon right away, the board will need to take time to go through each proposal. Supervisor Bragg stated that we will wait until the January work session for further discussion on these proposals. This will give the board members time to review the materials.
Town Clerk Little advised the Board Members that she has received a request from Account Clerk Lorretta Criswell for four (4) budget amendments for the Rapids road Waterline Project. These amendments are as follows: Budget Amendment – Transfer $6,192.32 from the Water Reserve Account to SW8340.21R – Water Payroll line for Rapids Road Project
Budget Amendment – Transfer $807.16 from SW8340.2R – Water, Equipment Line, Rapids Road Project to SW8340.21R – Water Payroll, Rapids Road Project.
Budget Amendment – Transfer $6,814.78 FROM SW8340.21R – Water, Payroll for Rapids Road Project TO SW8340.1 – Water, Payroll to Reimburse that line for Personnel Services pertaining to the Rapids Road Project.
Budget Amendment – Transfer $121.70 FROM SW8340.21R – Water, Payroll, Rapids Road Project to SS8130.1 – Sewer, Payroll to Reimburse that line for Personnel Services pertaining to the Rapids Road Project.
Town Clerk Little advised the board members that she received notification from the Town of Shelby regarding a Zoning Amendment to the Wildlife Refuge Protection Overlay District – Public Hearing was last Monday, November 27th!
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Town Clerk Little advised the board members that she received Thank You cards from the Stahl Family and Trinity Lutheran Church for the donations made by some of the employees on behalf of Arnold Stahl, Lorretta’s father.
Town Clerk Little advised the board members that she received a reminder to fly our flags at half-staff tomorrow in honor of Pearl Harbor Day.
Town Clerk Little advised the board members that her department will be using their Floating Holiday on Tuesday, December 26th. She has sent an email to all department heads and clerks to make them aware of this.
Councilman Rehwaldt stated that he obtained a price of $389.00 for the Baby Changing Station for the Ladies rest room. Councilman Rehwaldt will order this and have it installed.
Discussion ensued regarding the automatic faucets for the restrooms. Councilman Rehwaldt will order automatic faucets for both bathrooms from Irr Supply and have them installed.
Councilman Rehwaldt left the meeting at 6:42 PM to attend another meeting this evening.
Councilman Criswell updated the board members on the lighting prices for Cottage Lane. We will need to pass a resolution to authorize National Grid to install an “Edison” 100-watt light pole at the intersection of Cottage Lane, Cottage Court, and Ben Way. The estimated annual cost will be $310.59.
Attorney Brandt had nothing to report at this time.
Supervisor Bragg advised those in attendance that the Christmas Party that the previous Supervisor put on will no longer happen. If we want to set something up on our own we are welcome to do so.
Supervisor Bragg stated that we need to set the date for the Year End Meeting. This will be set for Wednesday, December 27th at 4:00 PM.
Supervisor Bragg advised the board members that we will need to discuss where to put the excess sales tax funds at the Year End Meeting.
Supervisor Bragg advised the board members that Spectrum has provided us with a website address to pass on to residents to find out when they can expect to receive cable service at their address. Town Clerk Little will post this information and link to the home page of our website.
Supervisor Bragg stated that he canceled the training that was scheduled for the Planning and Zoning boards as the meeting was not set up. Supervisor Bragg stated that Mike Hartman, Town Assessor, has been tasked to set up this training session.
Supervisor Bragg advised the board members that Paychex has made a presentation to do our payroll services. Supervisor Bragg would like to solicit RFP’s in 2018 for our payroll services for comparisons.
There being no further business to come before this board, a motion was made by Councilwoman Wittcop, seconded by Councilman Criswell and carried unanimously that the Work Session be adjourned at 6:50 PM.
Marie L. Little, MMC/RMC
Royalton Town Clerk