Work Session Minutes
WORK SESSION MEETING
October 11, 2017
The Work Session Meeting of the Town of Royalton Town Board was held on Wednesday, October 11, 2017, at the Royalton Town Hall, 5316 Royalton Center Road, Middleport, New York. Supervisor Bragg called the meeting to order by Councilman Budde 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
Deputy Water/Sewer Supt. David Peters
Account Clerk Lorretta Criswell
Town Attorney Thomas H. Brandt
Town Engineer Clement Chung
James Spark, Highway Superintendent advised the board members that he is going to work with Councilman Rehwaldt on the prices for supplies for the new metal roof on the garage.
Highway Superintendent Spark stated that the new Dodge 5500 truck what was ordered will be delivered on Tuesday, 10/17/17. His department is working on finishing up the off-road mowing.
Highway Superintendent Spark stated that his department had an issue with an off-road ditch on Route 93. There were approximately 18-40 seedling trees mowed down because they couldn’t see them. There is a new owner of this property and he would like them replaced. Supervisor Bragg has contacted Seaway Insurance regarding this matter. We will need the number of trees and an estimated replacement cost so that we can file a claim. Highway Superintendent Spark will work with the homeowner to obtain this information.
Discussion ensued regarding drainage petitions and easements. We do not currently file the maintenance easements with the Niagara County Clerk’s Office so that they transfer with the property when it is sold. Drainage maintenance will be addressed in January.
Highway Superintendent Spark asked for permission to put several pieces of equipment on Auctions International for sale as follows: one (1) 2002 truck that was sold and not paid for in 4 months, one (1) ½ ton Ford Pick-up truck, two (2) backhoe buckets that were not picked up with the original equipment and the old Town Hall sign.
Highway Superintendent Spark advised the board members that his department has been doing a lot of shared service work over the past month with the towns of Newfane and Pendleton and also Niagara County and the NYS DOT.
Mr. & Mrs. Leising were present to thank the Town Board for the new filtration system. They are starting to drink their water through the system after having buckets of water on their counter for the past six (6) years. They are now using ice that is hooked up to the refrigerator. They have purchased ice for the past two (2) years. Mrs. Leising turned in copies of the information for all of the receipts they have kept over the past several years. These also included a quote for equipment replacement for a new dishwasher and hot water tank. The total amount turned in is $1,931.15. Supervisor Bragg stated that he has contacted Seaway Insurance regarding this issue. This information will be provided to our insurance company and see if this will be covered under our insurance policy. If not, the town will take care of these bills.
WORK SESSION MINUTES
October 11, 2017
Page 2
Mr. Clem Chung, Town Engineer, reviewed the monthly report that was emailed to the Town Clerk and then forwarded to the board members. Discussion ensued regarding grant funding through “Culvert NY” for the Mountain Road Bridge project.
Mr. Chung discussed the options for funding for the Waste Water Treatment Plant Project. LaBella has provided four (4) different program options for review. The Rural Utilities Service Water & Environmental Program seems like the best fit for this project.
Discussion ensued regarding the SEQRA for this project. Attorney Brandt stated that this may have already been done. Supervisor Bragg stated that an income survey will need to be done for the Hamlet of Gasport. Mr. Chung will have an agreement drawn up for the income survey.
Brian Cummings, Water/Sewer Superintendent, stated that he would like LaBella to look in to the “Clean Water Act” grant for the water side of the Hamlet of Gasport.
Councilman Rehwaldt thanked Mr. Chung for his efforts. He has learned more about grants tonight than he has in the past six (6) years.
Brian Cummings, Water/Sewer Superintendent, stated that he has received the Health Department approval for the Rapids Road Waterline project. His department has had 1.5 days out there so far on this project, but the 3.5 inches of rain shut them down for a few days.
Mr. Cummings the Town Board asked for an Executive Session to update the board members on something.
A motion was made by Supervisor Bragg, seconded by Councilman Budde and carried unanimously to enter in to an Executive Session at 6:25 PM for the purpose of “Discussions relating to proposed, pending or current litigation”.
EXECUTIVE SESSION
Present: Supervisor Bragg, Councilman Budde, Councilman Criswell, Councilman Rehwaldt, Councilwoman Wittcop, Attorney Brandt, Town Clerk Little, Water/Sewer Superintendent Cummings.
There were no formal decisions made at this meeting. There were no minutes taken.
A motion was made by Councilman Criswell, seconded by Councilman Rehwaldt and carried unanimously to adjourn the Executive Session at 6:30 PM.
A motion was made by Councilman Criswell, seconded by Councilman Rehwaldt and carried unanimously to reconvene the Work Session at 6:32 PM.
Water/Sewer Superintendent Cummings advised the board members that he and Barb will be sending a letter to every resident regarding the upcoming changes in the water rates, the new billing schedule and the extra charges that will be added in 2018 ($25.00 final read fee, $100.00 fee to add the unpaid water/sewer bills to the county tax bill).
Water/Sewer Superintendent Cummings advised the board members that his department has been working on hydrant issues and that all of the fire hydrants have been painted.
WORK SESSION MINTUES
October 11, 2017
Page 3
Chief Court Clerk Daphne Nieman advised the board members that there was a conference call with Albany between herself and the judges regarding the Village of Middleport ordinance. This is regarding the funds being released by Albany. The courts will need to fix their state reports from November 2016 through August 2017 to their new standards.
Assessor/Code Enforcement Officer Mike Hartman updated the Town Board members on the Reval Project. He is hoping to have most of the documents done by December. He will need to issue a press release regarding this project. It is important to keep our evaluation up to 100%. NYS will come out again to explain why it is important to do this. Royalton does a reval every four (4) to five (5) years.
Mr. Hartman stated that only one of his guys came in with a resume for the Board of Assessment Review. That was Mike Richards and he would like to see him appointed.
Mr. Hartman discussed the Coordinated Assessment Program (CAP). This was discussed when he first started his position as the shared Assessor between Royalton and Hartland, but was not done at that time. If we pursue this program, each town would be eligible for a one-time shot of up to $7.00 per parcel with a potential for $28,000.00 for Royalton. The town evaluation rates have to stay the same in both towns. This is already being done right now with the shared Assessor position. Discussion ensued regarding the pros and cons of this type of program. The program has been presented to the Hartland Town Board as well.
Mr. Hartman advised the board members that he is working on the fire inspections and has done twenty (20) so far this year. He did a total of 72 last year.
Councilman Budde asked where we stand with the joint training for the Planning and Zoning boards for both Royalton and Hartland. Discussion ensued regarding this issue. Supervisor Bragg stated that he would contact Supervisor Annable regarding this training.
Councilwoman Wittcop stated that the state gives the same training at NCCC every year. Last year the training was geared to what is being done in both towns. Councilwoman Wittcop will request a proposal for training to be sent to Supervisor Bragg.
Councilman Budde asked Assessor Hartman about the change to T-Cups (Temporary Use Permits) and why they don’t go to the board any longer. Councilman Budde stated that the town board should have been apprised of this change before it took place. Attorney Brandt stated that the change was brought to the Zoning Board of Appeals to make the change. Mr. Hartman does this in Hartland. Discussion continued regarding this issue. This is not reflected in any of the Zoning Board minutes. Councilman Rehwaldt stated that the Zoning Board will need to reflect this change in their minutes. Discussion continued regarding this matter.
Councilman Rehwaldt asked where we stand with the Board of Assessment Review appointment. Councilman Budde stated that he wants to make sure that Mr. Hartman didn’t solicit names because he didn’t want Mr. Villella in the position.
Discussion ensued regarding moving the Assessor and his clerk over to the Highway Department for more room for him and for the court offices here. Assessor Hartman discussed the issue of the stairs and any elderly people who would not be able to get to his office. Councilman Budde proposed an amount of $10,000.00 to revamp the offices in the Highway Department. Discussion continued as to what space we have available here at Town Hall and the Highway building. No matter what we do, the bathroom needs to be addressed at the Highway Garage.
WORK SESSION MINUTES
October 11, 2017
Page 4
Supervisor Bragg suggested putting a committee together to come up with a plan on how to proceed for the court expansion. Councilman Budde stated that we need to provide adequate space for the court needs. A lengthy discussion ensued regarding this issue. The committee members will be as follows: Councilman Criswell, Councilman Rehwaldt, Councilwoman Wittcop, and Court Clerk Nieman. Councilwoman Wittcop will head up this committee. We will need two (2) quotes for work at the highway department to remodel and upgrade the bathroom and install new doors.
Councilman Rehwaldt stated that we will need to put changing tables in our bathrooms at Town Hall.
Scott Wymyczak, DCO, discussed dog license issues in the Village of Middleport.
Councilman Budde had nothing further to discuss at this time.
Councilwoman Wittcop stated that all of the issues on her list have already been covered.
Town Clerk Little advised the board members that we will need a resolution to add the unpaid water, sewer and town charges to the 2018 County Tax Bill.
Town Clerk Little advised the board members that she has received a request from Gasport Chemical Hose Co. to remove Katie Voelpel from their membership rolls as she has not met the requirements outlined in their By-Laws.
Town Clerk Little advised the board members that she has received a membership application from Terry’s Corners Volunteer Fire Company for Ms. Donna Banker to become an Active Member of their fire company. (Application is available for review.)
Town Clerk Little advised the board members that the Village of Middleport has set their Trick or Treat hours on Halloween from 5:00 PM – 7:00 PM and asked if the board members want to pass a resolution to do the same. Information will be added to our LED sign.
Town Clerk Little advised the board members that she has received formal letters from Drum Oil & Propane and NOCO agreeing to extend our fuel contracts until December 2018, as requested. We have not received anything in writing yet from our cemetery mower on the extension request.
Town Clerk Little advised the board members that there were three (3) sample RFP’s for Engineering Services put in their mailboxes on October 3rd for their review. We will need to put this out to bid in October so that we can have the information back in time to make a decision prior to January 1st on what direction the board plans to take regarding this issue.
Town Clerk Little reminded the board members that we have a Public Hearing scheduled for Monday, October 16, 2017, prior to the board meeting. This is regarding Local Law #8 for 2017 for the “Override of the Tax Levy Limit”. This can be rescinded in December if we don’t need it.
Town Clerk Little stated that she has the quote from James Chutko to install ceilings in the pavilions at Vets Park. These are for Luan plywood ceilings and new flush mount lights. Town Clerk Little asked if anyone had obtained quotes for the vinyl that was discussed previously. Supervisor Bragg will obtain pricing for metal liner panels.
Town Clerk Little stated that she spoke with Highway Superintendent Spark and JR Rehwaldt, Rehwaldt Sealing, regarding the striping of the parking lot. This will be weather dependent on if it can still be done this year. We will need a good warm day for the paint to dry.
WORK SESSION MINUTES
October 11, 2017
Page 5
Town Clerk Little advised the board members that we received a letter from the Dynamites Travel Baseball Team asking us to be a sponsor for their team to participate in a National Championship Tournament in Myrtle Beach, SC next June. Information is available for review. The board decided that they are not interested in sponsoring this team. There are too many other teams in our community and it would not be fair as we cannot spend tax payer dollars in this manner.
Councilman Rehwaldt discussed the gutters on the Town Hall. The highway department will fix them.
Councilman Criswell had nothing to discuss at this time.
Attorney Brandt advised the board members that he will be out of town this weekend. If he is unable to be here for the board meeting Monday night his father will represent their firm.
Supervisor Bragg discussed the Griswold Street waterline project. This was on the 2012 plan put together by our engineers. Supervisor Bragg would like our grant writers to look for monies available for this project.
Discussion ensued regarding the soil boring and surveying for this project. Supervisor Bragg stated that we should do it now to get ahead of the game. We will need a proposal for the costs associated with this portion of the project. Supervisor Bragg will look in to this with our engineering firm. This project will look in Griswold Street, Chestnut Ridge Road and Johnson Road.
Water/Sewer Superintendent Cummings advised the board members that he is getting pricing for the meter pit for this project. He would like to do it in-house this winter. Accadia quoted the town $118,000.00 as an add-on to the County project. Mr. Cummings feels the town forces can do it for approximately $25,000.00.
Councilman Rehwaldt stated that he feels it is the responsible thing to do for the tax payers and go out to an RFP (Request For Proposal) for Engineering Services.
Discussion ensued regarding grants for upcoming projects. Supervisor Bragg stated that Next ERA will be building a transmission line in Royalton. The sub-station will be in our town.
Supervisor Bragg stated that the budget is currently at 1.49% over last year right now. Discussion ensued regarding budget changes. Supervisor Bragg will create a Power Point presentation for the budget. The public hearings will be held prior to the November board meeting and the budget will be passed at that meeting.
Highway Superintendent Spark asked for a Budget Amendment to transfer $1,000.00 from A5132.4-Garage, Contractual to A5010.2 – Highway Superintendent, Equipment, to purchase a new printer.
Water/Sewer Superintendent Cummings discussed the LED light changeover at the WWTP.
There being no further business to come before this board, a motion was made by Councilman Criswell, seconded by Councilman Rehwaldt and carried unanimously that the Work Session be adjourned at
7:54 PM.
Marie L. Little, MMC/RMC
Royalton Town Clerk