Regular Board Meeting
APRIL 9, 2002
GALWAY TOWN HALL

Supervisor Hargrave called the meeting to order at 7:30 p.m.  The following Town Board members were present:

PRESENT:     Supervisor George Hargrave      Councilman William Topper             
                        Councilman Charles Quinlan
ABSENT:        Councilman Michael Tillson       Councilwoman Susan Sutch

OTHERS PRESENT: D. Stein, Gazette Reporter; S. Pandori; T. Killeen, Assessor; J. Andrus, Deputy Highway Superintendent; L. Sanders, Building Inspector; D. Sowle & M. DeFoe, Town Clerk. 

Pledge to the Flag

A motion was made by Councilman Quinlan, seconded by Councilman Topper to approve the minutes of the March 12, 2002 meeting as submitted.
     All ayes.                                                                  MOTION CARRIED

The clerk stated that legal notice was placed in Daily Gazette on March 7, 2002 regarding Highway Superintendent excepting sealed bids for Portable Gravel Crushing.  Letter was received from Jymmi Kopach Providence resident voicing her displeasure with the handling of the Greater Galway Community Services Association.  She requested that the Town Board look into this matter.  Supervisor Hargrave read letter he sent to Ms. Kopach in response to this letter advising her that the Town of Galway’s only participation with the Galway Pantry has been a small annual financial contribution.  The Town Government has never been involved with the management or the day-to-day operation of that facility.  He further advised that Betty Seaman was the current President of the Pantry and any questions and/or concerns need to be addressed to her.  Supervisor Hargrave stated that he forwarded a copy of all correspondence to Town Attorney and Board of Election.  Correspondence was received from the Galway Youth Commission Board advising of this year’s Youth Appreciation Celebration for 2002, “Celebration of the Past and Investing in the Future”.  They further advised that Galway Youth Commission would be sponsoring Youth 2002 Family Fun Day on Saturday June 15th, 2002, at the Galway Town Complex from 1:00 to 4:00 p.m.  A variety of activities will be offered.  The Galway Karate Club will present a Karate Demonstration.  All activities will be free of charge.  Community organizations are welcome to provide activities or displays.  Volunteers are needed to help with various activities. Supervisor Hargrave stated that he had received a response from the Saratoga County Planning Board regarding the Comprehensive Plan.  They approved plan with two minor revisions.  Copies of this have been given to board members.  Workshops will be scheduled in the near future for further work on this plan.

Abstract of Agenda   

Privilege of the Floor –  None.

COMMITTEE REPORTS:  Library – S. Pandori stated that due to the power surge/outage at Library they lost a great deal of electronic equipment.  Laser printer, copier and two computers can be repaired.  Two computers and fax/answering machine were completely destroyed.  Luckily, they had just increased their insurance coverage in December.  A branch put a hole in the roof at the Library during this same storm, roof has been temporarily repaired.  They have had their regular readers groups and story times, with a special story time for area preschoolers.  Saturday was the 3rd annual Family Day Celebration with 75 people in attendance.  There were 15 additional library cards issued on Family Day.  They are in the midst of their Journal Workshop Series, partially sponsored by the Saratoga County Art Council.  These programs are filled and there is a waiting list.  Assessor – T. Killeen stated that over the next few weeks there will be three legal notices in newspaper.  The first two will be regarding update inventory of property characteristics for all properties in town.  The 3rd will be in May advising of tentative roll availability for inspection by public.  Grievance Day will be held May 28, 2002.  Town & County – Supervisor Hargrave stated on county level the new board of supervisors room is just about completed.  They will hold an open house in May with guided tours.  Emergency Radio System, they are still in negotiations with APA.  On a town level, tomorrow at noon the telephone system will go down for a short period.  When telephones are back up the town will have voice mail, directory, highway department number will be given and each office will have individual voice mailboxes.  They are working on getting a new accounting system in place, hopefully by May 1st.   Public Safety – No Report.  Property -  No Report.  Building & Grounds – Councilman Topper stated that the building department drawing files are in place.  Councilman Topper questioned if this gave building department enough storage?  LoAnn  Sanders stated that she thought this would be adequate.  She has not started using them yet.  Councilman Topper stated that he is looking into getting someone to paint outside of building.  Window between town clerk & deputy clerk’s office is in.  Councilman Topper picked up tables for meeting room and they are working out great.  Kristy can put them up and take they down alone.  Public Affairs – No Report.  Highway – Jim Andrus, Deputy Highway Superintendent stated that the majority of the road brooming has been completed.  They are in the process of making this year’s sand/gravel.  Brush/weed cutting for roads being paved this year is completed.  Puppies have all found a new home. 

LIAISON REPORTS:  Planning Board – No Report.   Youth – Councilman Topper stated that summer recreation is scheduled for July 8th through August 9th, 2002 at school from 9:30 to 12:00.  Family Fun Day is expected to be bigger and better than ever.  The Price Chopper Clown will attend Family Fun Day with his little car for children’s rides.  The Rifle Team has had the 5th person on their team, Becky Simkins receive a scholarship from RPI.  The Culture Programs being looked into are:  Jazz Band at the village green.  Harlem Boy’s Youth Choir to be held in the school auditorium .  They are also looking into having some kind of dance class with Skidmore Dance, possibly to take place during family fun day.  They are also looking into working with the Lion’s Club to get the village skating rink back up and running during the winter, should weather be cold enough.  ZBA – Councilman Quinlan stated that there was no meeting in April due to lack of applications, but there will be a meeting in May.  Senior Citizens – No Report.  Assessor – No Report.   

MOTIONS AND RESOLUTIONS

Supervisor Hargrave advised that General Fund A has a disbursement for $256,000, which paid off the outstanding bond and renegotiated at lower interest rate.  The savings on this was in excess of $30,000.  There are also the regular payroll items; attorney fees for refinancing of bond; utilities; EOS Software & etc.    Councilman Topper made a motion, seconded by Councilman Quinlan to approve the General Abstract of Vouchers (A) dated 3/14/02 thru 4/8/02 for a total of $298,456.31.
     All ayes.                                                                  MOTION CARRIED

Supervisor Hargrave advised that General Fund B covers items outside the Town:  Bus trip for Senior’s; Flat files for building department; salaries for clerk’s, newspaper advertisements & etc.  Councilman Quinlan made a motion, seconded by Councilman Topper to approve the General Abstract of Vouchers (B) dated 3/14/02 thru 4/8/02 for a total of $3,498.86.
     All ayes.                                                                  MOTION CARRIED

Supervisor Hargrave advised that Highway Fund DA covers highway appropriations town wide:  Supplies; oil; Niagara Mohawk & etc.  Councilman Topper made a motion, seconded by Councilman Quinlan to approve the Highway Abstract of Vouchers (DA) dated 3/14/02 thru 4/8/02 for a total of $2,692.05.
     All ayes.                                                                  MOTION CARRIED

Supervisor Hargrave advised that Highway Fund DB covers highway appropriations outside the town:  Payment to the Town of Providence for the Town of Galway’s portion of upkeep on gravel pit; attendance at road school parts & etc.   Councilman Quinlan made a motion, seconded by Councilman Topper to approve the Highway Abstract of Vouchers (DB) dated 3/14/02 thru 4/8/02 for a total of $2,551.52

     All ayes.                                                                  MOTION CARRIED

Supervisor Hargrave advised that the SL Abstract of vouchers covered the special lighting district in East Galway.  Councilman Topper made a motion, seconded by Councilman Quinlan to approve the Lighting District Abstract of Vouchers (SL) dated 3/14/02 thru 4/8/02 for a total of $161.90.
     All ayes.                                                                  MOTION CARRIED

Councilman Quinlan made a motion, seconded by Councilman Topper to approve the Supervisor’s Operating Statement for the period ending 3/31/02.
     All ayes.                                                                  MOTION CARRIED

RESOLUTION #22-2002 –  Amend Resolution # 20-2002 to show account that will be charged for new telephone system.  Supervisor Hargrave suggested taking this from Account 1990.4 Contingency Account.  On a motion of Councilman Topper, seconded by Councilman Quinlan the following resolution was ADOPTED:  AYES –3      NAYS – 0
     RESOLVED that the Galway Town Board authorize the amendment of Resolution # 20-2002 to show A1990.4 Contingency Account as being charged $2,388.00 for the new telephone system.   
     All ayes.                                                                  MOTION CARRIED

RESOLUTION # 23-2002 – Amend Resolution # 21-2002 to show account that will be charged for bookkeeping software.  Supervisor Hargrave stated that board previously authorized the supervisor to spend up to $9,000 on software for bookkeeper.  Software will cost $3,215.50, account to be charged A1990.4.  On a motion of Councilman Quinlan, seconded by Councilman Topper the following resolution was ADOPTED:  AYES – 3  NAYS – 0
     RESOLVED that the Galway Town Board authorize the amendment of Resolution # 21-2002 to show A1990.4 Contingency Account as being charged $3,215.50 for new bookkeeping software.
     All ayes.                                                                  MOTION CARRIED

RESOLUTION # 24 –2002 – Authorization for Highway Superintendent to attend workshop at Cornell in June.  On a motion of Councilman Quinlan, seconded by Councilman Topper the following resolution was ADOPTED:  AYES – 3  NAYS – 0
     RESOLVED that the Galway Town Board authorize the Highway Superintendent to attend a workshop to be held at Cornell in June 2002. 
     All ayes.                                                                  MOTION CARRIED

RESOLUTION # 25 – 2002 – Authorization for Supervisor and Bookkeeper to attend an accounting workshop in Lake Luzerne from April 16th to April 18th 2002.  On a motion of Councilman Topper, seconded by Councilman Quinlan the following resolution was ADOPTED:    AYES – 3        NAYS – 0
     RESOLVED that the Galway Town Board authorize the Supervisor and Bookkeeper to attend an accounting workshop in Lake Luzerne from April 16th to April 18th 2002 at a cost of $50.00 each, account to be charged A1220.2 Supervisor’s Account.
     All ayes.                                                                  MOTION CARRIED

RESOLUTION # 26 – 2002 – Authorization for Historian to attend workshop April 11th to April 13th 2002 total cost $226.00.  On a motion of Councilman Quinlan, seconded by Councilman Topper the following resolution was ADOPTED:  AYES – 3  NAYS – 0
     RESOLVED that the Galway Town Board authorize the Town Historian to attend the Historian’s workshop from April 11th to April 13th 2002 at a cost of $226.00 to be charged to A7510.4 Historian Account.
     All ayes.                                                                  MOTION CARRIED

RESOLUTION # 27 – 2002 – Authorization to close Capital Project Building Fund checking account #0405396418 in the amount of $760 and the Capital Reserve Computer Fund account #0405396081 in the amount of $21.30, both accounts are inactive.  On a motion of Councilman Topper, seconded by Councilman Quinlan the following resolution was ADOPTED:     AYES – 3        NAYS – 0
     RESOLVED that the Galway Town Board authorize the closing of the Capital Project Building Fund checking account # 0405396418 in the amount of $760 and the Capital Reserve Computer Fund account #0405396081 in the amount of $21.30, both accounts are inactive, funds to be transferred the General Fund A Account # 0405396502.
     All ayes.                                                                  MOTION CARRIED

RESOLUTION # 28-2002 – Budget Adjustments.  Supervisor Hargrave stated several of the following adjustments are on the recommendation of the NYS auditor, based on NYS Law.  On a motion of Councilman Quinlan, seconded by Councilman Topper the following resolution was ADOPTED:    AYES – 3        NAYS – 0
     RESOLVED that the Galway Town Board authorize the following budget Adjustments:
DA5132                       Buildings                                               Decrease          $15,910.00
A5132.4                      Buildings                                               Increase           $15,910.00
Auditor advised that any building that is owned by town, property should be in General Fund A.

DA1120                       Non-property tax by County                 Decrease          $15,910.00
A1120                         Non-property tax by County                 Increase           $15,910.00
The non-property cash revenue has to coincide with the previous building expense.

DB5140.4                    Brush & Weeds                                    Decrease          $4,500.00
DA5140.4                    Brush & Weeds                                    Increase           $4,500.00
Brush & weeds also need to be in a town wide account, this is for mowing of shoulders.

DB1120                       Non-property tax from County Decrease          $4,500.00
DA1120                       Non-property tax from County Increase           $4,500.00
The non-property cash revenue must also coincide with previous brush & weeds expense.

A1330.1                      Tax Collector   P/S                               Increase           $30.00
A1330.4                      Tax Collector C/E                                Decrease          $30.00
This item is for the deputy tax collector salary.

A1420.4                      Attorney                                               Increase           $400.00
A1010.4                      Town Board                                         Decrease          $400.00
Attorney fees for refinancing of bond.

B8010.4                       Zoning C/E                                           Increase           $1,200.00
B8020.4                       Planning                                                Decrease          $1,200.00
This item was placed in planning and should have been in zoning for purchase of flat drawing files for building department.

B8020.1                       Planning C/E                                         Increase           $1,000.00
B8020.4                       Planning C/E                                         Decrease          $1,000.00
This item is to change the Planning/Zoning Clerk from voucher/sub contractor status of  payroll to being listed on town payroll.  This is on the advice of Saratoga County Civil Service and NYS Retirement System.

RESOLUTION # 29-2002  - Authorization for George Simkins to attend the Basics of a Good Road Workshop to be held April 18th 2002 in Fulton County at a cost of $30.00 to be charged to account DB5110.4.  On a motion of Councilman Quinlan, seconded by Councilman Topper the following resolution was ADOPTED:  AYES – 3  NAYS – 0
     RESOLVED that the Galway Town Board authorize George Simkins to attend the Basics of a Good Road Workshop to be held April 18th 2002 in Fulton County at a cost of $30.00 to be charged to account DB5110.4. 
     All ayes.                                                                  MOTION CARRIED

Other Business – Supervisor Hargrave stated that at this time he suggested advising department heads that any major purchase  requests, if not indicated in budget will need to be looked at closely by board before approving.  We need to hold the line on spending. 

Supervisor Hargrave stated that NYS Retirement advised him that board members must agree on number of days worked in quarter.  He did a study of two board members and found that it worked out to be 32.5 days per quarter, if this is agreeable that is the figure they will give retirement.  No resolution is required, this is just a matter of information. 

Auditor also brought to Supervisor’s attention the need for annual audits to be completed on Town Clerk, Justice and Supervisor.  Councilman Quinlan will do Town Clerk audit, Councilman Tillson will do Justice audit and Town Board as a whole has to do the Supervisor’s audit.  This should have been completed before the 20th of January, as long as audit is done once a year there is no problem. 

Councilman Topper made a motion, seconded by Councilman Quinlan to adjourn the meeting at 8:07 p.m.
     All ayes.                                                                  MOTION CARRIED

Respectfully submitted,



Margaret L. DeFoe
Town Clerk