Work Session Minutes
TOWN BOARD WORK SESSION
March 9, 2011
A Work Session Meeting of the Town Board of the Town of Royalton was held on Wednesday, March 9, 2011, at the
Royalton Town Hall, 5316 Royalton Center Road, Middleport, New York. Supervisor Lang called the meeting to order at 5:30 P.M.
The following were present:
Supervisor Richard J. Lang
Deputy Town Clerks Jill Seelbinder, Pat Hinds
Council Members Jennifer Bieber, James Budde, Bradley Rehwaldt, Daniel Bragg
Deputy Highway Superintendent Charlene Surace
Water/Sewer Superintendent Dan Morse
Attorney Thomas Brandt
Engineer Ken Strell
Also present were: See Attached Sheets
GUEST SPEAKERS
Jack Nuwer - Accurate Computer Services
•· Discussed server upgrade
•· Product description - 3 HP hard drives 300 GB-SAS @ $379.00 for a total of $1,137 (double capacity)
•· Labor is not included in this price approx. 8 hours (Town has purchased blocks of time that may be used towards this.)
•· Our current server is at 90% capacity after the backup was performed.
•· Data could be backed up and taken off server to free up more space
•· Current Dell server was purchased in 2008
Jack Nuwer & Daphne Berg - IP Address
•· Daphne Berg asked if Jack could help us with this. This is a Time Warner issue
•· Charged a monthly amount.
•· OCA (Office Court Administration) governing body that states what should be secure , need to find out what we need to be compliant
•· Need an IP address that can't be accessed remotely
Daphne Berg gave report from Lynette Plato - Doyle Security Systems
•· Met with Daphne Berg, Dick Lang, James Budde, and Jill Seelbinder on March 2nd to present comprehensive proposal for numerous additions to the existing system as part of the courts compliant list
•· Presenting three options
•1.) Add 4 panic buttons to systems
•2.) Add 4 motion detectors for side offices and supervisors office
•3.) Add back up communicator for uninterruptible communication
•· The price quoted is $2,378
•· In the grant that Daphne has applied for includes some of these items and we should be hearing in about two weeks the outcome
•· We will check with Marie Little, Town Clerk if we have a dedicated phone line for the alarm system.
Daphne Berg - Court compliance chairs
•· Received a chair proposal from Hollenbeck Hills for three chair styles.
•· We do have a quote from last year on a anti-bacterial chair similar to what you would find in a doctor's office, quote includes 4 court officer chairs that are a little taller. Last year's quote was for $16,875 for 80 chairs.
•· Watching out for any grants that might cover this area.
Tom Fleckenstein - Niagara Wind & Solar
•· Wind project
•· Two payments have been received on Milestone 2 and 3
•· Received notice to proceed to Milestone 3
•· Core borings have been done
•· Foundations were pored and there are two sets here and two sets behind the Highway Dept. Just waiting on ground conditions
•· Three tower sets should be delivered next week from Utica
•· Net metering application has to be done
•· Two inverters will be located inside in the basement and the storage building behind the Highway Dept.
•· Our site has been designated as a data gathering site by NYSERDA. They are going to have data on wind shear and wind speed. They will also be monitoring the inverters.
•· This daily data could be kept tract of and shared with the schools on an educational basis
•· Have to stay within the ISO Zone.
•· We might want to add a different type of wind turbine near our water and sewer treatment facility. This also includes three other types of energy, Bio Mass, Solar and Wind. There is no mileage restriction but there is a limit of 15 meters.
•· Installation will hopefully be in April weather permitting
Kelli Ames -
•· Honor local hero Jeff Folckemer of Gasport, NY
•· Kelli Ames father had a massive heart attach and collapsed at a local health club on 2/5/11. Luckily, there were people there who were trained and educated in CPR/AED. One of the men who administered CPR, Joe Kaltenbacher is a town of Lockport resident. He was honored 3/2/11 at the Town of Lockport meeting for his heroic actions.
•· Kelli wanted to bring this to our attention so we might be able to recognize Jeff Folckemer a Town of Royalton resident for his heroic actions at our next Town Board Meeting.
Joe Hickman - Modern Corporation/Modern Recycling
•· Future of Solid Waste
•· Gave us tonnage increases and decreases for refuse and recycled items
•· Enforced single stream recycling
•· Move towards more greener environment for recycling
•· Enforce composting
•· Introduce roll out carts, many different sizes
•· Introduction of roll out carts for solid waste in the future for Royalton residents
•· Modern starting this new way of collection in Blasdall and Modern will have one new truck that handles these carts.
•· If a grant appears on trash carts, we should apply for to cut down on costs for the future.
•· When you throw away less you get charged less
REGULAR AGENDA
Paul Bruning - Ditching Clerk
•· Working on Fairview Drive
Jesse Bieber - Historian
•· Had nothing to report at this time
Kenneth Strell - Town Engineer
•· Had nothing to report at this time
Daniel Morse - Water/Sewer Superintendent
•· Newsletter - deadline is May 31st
Charlene Surace, Deputy Highway Superintendent
•· Took possession of new case loader and new international dump.
•· Both are in service.
•· Would like permission to take old loader to Auction in May held in Palmyra.
•· Budgeted for a Low Boy Trailer for $50,000 and we have found that a used low boy trailer holding value.
Demand is high - prices are high. Talked to local dealer (Monroe Tractor) about new Talbert trailer
and they worked up a price and we could use a municipal discount on new equipment. This would be
cheaper than 2008 model. We could get a brand new trailer for around $40,000 but would have to put it out to bid.
•· 1976 trailer frame rusted, it has been welded and patched.
•· Permission to bid for new trailer and then take old loader, transport with old Low Boy and get rid of both at the same time.
•· Advertise to sell in the newspaper 1981 & 83 auto car trucks. They are only good for parts but someone might want them.
•· Would like permission while at auction to look for nice used tractor with broom to replace the one on auto car it will not fit on any of our new equipment. We could use the tractor for other purposes.
•· Dave Keyes and someone else would go to the auction in Palmyra to see if we could bid on anything as he would know what would fit our needs.
•· Need permission to do this and the amount would be $23,000
•· Radios - We purchased two new radios for two new pieces of equipment to meet the new requirements because of frequency changes that must be complete at the end of 2012.
•· Some of the radios can be reprogramed but that isn't many.
•· Quote received from FM Communication
•o 1 repeater $2,670
•o 1 licensing $275
•o 2 portable radios complete with charge $293 and no more than 25 at $578.42 each for approx.
$14,500 for a total of approx. $18,050. One or two days to complete work.
•· Would like to get it done before the demands are not getting any less.
•· Pipe on Ditch road we rescinded our request to the army core of engineers. We will be doing it under the nationwide permit and will start as soon as weather breaks. We will not be replacing with type of existing pipe so we don't have to go to ACE. It will be replaced with an expensive steal pipe.
•· Snow and ice
•o We have had a hard winter and have gone through estimated 85% of money and our allotment of salt. Maintenance on equipment has been high because our trucks and equipment
•o We have had major breakdowns this winter.
•o Gas, diesel asphalt and everything has and will be going up even more. Governor hasn't cut Chips money right now.
•o Salt dollars to date used $190,000 down to $14,158.95. We could buy approx. 500 TN of salt but not enough money to pay for it at 43.49/ton + FSC which last one was up to $.74 per ton.
•· Water issues
•o Steve Ohol, 6307 Dewhirst, high water continues to be an issue because Spencer Bedford won't let us on his property. He wanted this to be brought up to the Town of Royalton.
•o Thomas Brandt, Town Attorney will look into.
•· Flooding
•o Simms Road closed 3/7
•o Tonawanda Creek Road was still rising over Foot Road (closed) as of 3/7
•o Mann Road was closed 3/8
•· Line item transfer from DB5142.1 for $8,000 to DB-5142.4
James Budde - Councilman
•· Sign down at Cottage Rd and Route 31 due to the accident this past weekend. Call needs to be placed to the County, that it is the State's responsibility to get it back up.
•· Meeting with Don Jablonski regarding different insurance aspects.
We would like a package that works for all employees.
•· Looked over the account expenditures for the Security and Server items and we do have the funds in this account to make this happen. Daphne has advised us of the grant request if we do receive we can always put the funds back into the account.
Pat Hinds - Deputy Town Clerk
•· Communication received from The Ride for Roswell Century Ride, June 25thstarting at 7:00 am at UB's North Campus. There are 10 Routes that travel throughout Northern Erie, Niagara, Orleans and Genesee Counties. (44, 62.5, and 100 mile routes) Phone # 716-THE- RIDE (843-7433) They are requesting an exemption from local ordinance preventing the posting of signs. Charlene has reviewed the map.
•· Spring Newsletter - articles due by April 15th
•· Chief Swick - 2%, retro pay
•· A correction should be made to add Deputy Town Clerk 3 salary on the Organization Meeting notes on 1/10 as this position listed as Deputy Town Clerk 3 on the first page but on page 5 the salary/rate per hour was accidently omitted.
•· Vets Park - We had a call for booking for a wedding reception and they asked if we would allow a 24 by 50 tent to be set up. They also would like to know if we would allow them to do a pig roast. (Yes & Yes)
Thomas Brandt - Town Attorney
•· Regarding the Deer View Subdivision the developer shall be required to post security to the Town to cover the cost of these improvements. Deer View subdivision developer shall be required to provide an irrevocable Letter of Credit in the amount of $300,000 to the Town of Royalton.
Daniel Bragg - Councilman
•· Had nothing to report at this time
Jennifer Bieber - Councilwoman
•· Regarding the Security and Server purchases we need to make it known where these funds are coming from for accounting purposes.
•· A meeting was held at Town Hall on 2/26 at 9:30 am. In attendance was Anne Sisk; Grant Writer, Dick Lang, Supervisor; Ken Strell; TVGA, Dan Morse: Water/Sewer Superintendent, Jennifer Bieber; Councilwoman to discuss possible grants.
•o There will be an opportunity for a Clean Water/Water Quality Improvements type grant. This
grant would be something we would use to PLAN the rest of our water lines for Town Wide Water, also do replace the areas of Gasport that need new water lines as well as upgrades to the Sewer Treatment Plant. It would help to project costs, time lines and priorities.
•o In 2012 we need to look at sludge beds. The cost is $190,000 at today's standards. The last time
income surveys were done was when we received the Small Cities back in 2004. We would need to look at doing this again in order to quality for another Small Cities Grant. The funding is $400,000 when it involves two households, but up to $600,000 for general infrastructure.
•· In the fall though the USDA Rural Development a possibility for "Green projects" through the State revolving fund.
•· Signage ... nothing that would help with our AG signs at this time.
•· Wruck Road Bridge ... There is A LOT involved in acquiring funding to rebuild or rehab the
Bridge, so Anne Sisk is exploring many avenues and Ken Strell will inform DOT that we're still pursuing this option. Dick has a folder with the Hartland petitions and the correspondence that he will give copies to Anne Sick when necessary. This could involve the NYS Parks as well because the Canal is a Heritage area.
•· The Gregg Lewis grant could help with our 4th of July Celebration and Recreation Program (No)
•· Recycling Grants for Terry Nieman and for Marie Little, for example the chipper and the
recycling bins.
•· The Shared Services grant, we will again pursue the road paver option.
•· Work Session notes are now on the Website
•· Driver Safety Course - any additional information that could be put on the website. None at this time so this won't be added to our website
Bradley Rehwaldt, Councilman
•· Thanked everyone for allowing him to the NYS Association of Towns Annual Meeting in January and he will have a full report in next month.
•· Wolcottsville Fire Company is still willing to host the recreation program again this year for the kids.
•· There has been some lack of communication on the damage that has been done to the tables and hopefully communication has been opened going forward. (tables being defaced and crayoned on). In closing they would graciously accept any donation to help pay the electric bill associated with this program.
Dick Lang - Supervisor
•· Sales tax was up for the month of January $10,057 over 2010
•· Mowing of the Town Hall - Mike Richards will continue to do it this year. It was $1,400 for last year and he is asking for $1,500 this year with the price of gas.
•· Mowing of the Cemetery's it has to go out to open bid
•· Recreation Program - We brought it up last month but didn't take any action on it to raise the price per child. The rate last year was $5.00 per child for the 5 week program. We received a letter from the state that we may get $1,100 but there is a good chance we won't. I make the suggestion that we raise the price to $10.00 per child. Last year we had 177 children and on Friday's we have the field trips.
•· NYSERDA grant rebate - Called and they are still on backlog and we should see a check in a few weeks.
•· Broken Stone in the Cemetery - I meet with the owner Mrs. Hausrath at the cemetery and as we got out of the car there were 8 other stones that were broken as well. No one witnessed the stone getting broken by the mowing crew. This was brought up last August and many months have passed since.
Jill Seelbinder - Deputy Town Clerk
•· Court Audit - Announced Court books were available for the Council members to review. To be looked into for Monday's meeting.
PUBLIC COMMENT
Councilwoman, Jennifer Bieber, made a motion to enter in to an Executive Session at 7:50 to discuss a "Personnel" issue, Councilman Budde, seconded the motion and it was carried unanimously.
EXECUTIVE SESSION
Attendees: Supervisor Lang, Councilwoman Bieber, Councilman Budde, Councilman Bragg, Councilman Rehwaldt and Attorney Brandt.
Discussion ensued regarding a situation pertaining to a particular employee. There was no action taken at this time.
A motion was made by Councilman Budde, seconded by Councilwoman Bieber and carried unanimously that the Executive Session be adjourned and that the board reconvene to their Town Board Work Session at 8:10 PM.
There being no further information to come before this board, a motion was made by Councilwoman Bieber, seconded by Councilman Budde and carried unanimously that the Work Session be adjourned at 8:13 PM.
Respectfully submitted,
Patricia Hinds
Deputy Town Clerk