Supervisor Hargrave called the meeting to order at
PRESENT:
Supervisor George Hargrave Councilman
Michael Tillson
Councilman
William Topper Councilwoman Susan Sutch
Councilman
Charles Quinlan
OTHERS PRESENT: J. Hooper; E. Vargas; G. Cruden; D. Stein, Gazette Reporter; S.
Pandori; T. Killeen, Assessor; P. Keeler, Historian; C.W. Hansen, Highway
Superintendent & M. DeFoe, Town Clerk.
Pledge to the Flag
A motion was made by Councilman Topper, seconded by
Councilwoman Sutch to approve the minutes of the
All ayes. MOTION
CARRIED
A motion was made by Councilwoman Sutch, seconded by
Councilman Tillson to approve the minutes of the
All ayes. MOTION
CARRIED
The clerk stated that legal notice was placed in Daily Gazette on February 24,
2002 regarding temporary closure of roads in the town to any and all vehicles
having a gross weight of (4) tons , effective immediately. Correspondence was received from State of NY
Department of Transportation to Joseph Ritchey, Commissioner of Public Works
Saratoga County regarding the speed limit reduction request for
Privilege of the Floor – Ed Vargas, President of Galway Fire Department presented Supervisor Hargrave with the 2001 Annual Report for the Fire Company. He apologized for the tardiness in filing this report. They have been in a transition year at the Fire Company and also overlooked a mid-term report due in July. Chief, Hooper and President, Vargas would like the Town Board to contact them with any questions/concerns regarding the report or with any Fire Department question they may have. President, Vargas stated that he was looking forward to the upcoming contract negotiations with the Town Board.
COMMITTEE REPORTS: Library – S. Pandori thanked Councilman Tillson for his effort in getting the Library a web page on the Town’s web site. The site will be updated each month with new book additions, up coming events & contact information. They will be adding links so people are able to search Library database and catalogue from home. Their electrician Mr. Nightingale just installed a time light outside the door at the Library. He also installed a photo electric light on their sign. The last Monday of the month they will hold their next program on aging, this program will deal with legal and financial issues such as power of attorney and health care proxies. The first Saturday in April will be the 3rd annual Family Day Celebration at the Library. Councilwoman Sutch questioned how the attendance was at these programs from Office for Aging. Sara stated attendance has not been great. The first program was the only one from Office for Aging, second program was someone from the Alzheimer’s Association and this next program is an attorney putting on program on Legal & Financial Issues. Councilwoman Sutch stated that she is Liaison to seniors and wondered if the nighttime driving would be a factor in program attendance. Sara stated that the last program was geared more for caregivers of people with Alzheimer’s. Historian – P. Keeler stated that they would be celebrating Joseph Henry Day in June at the Joseph Henry Elementary. Phyllis advised that light was out at entrance to town hall. Assessor – T. Killeen stated that Taxable Status Date was March 1st. He has been looking at (1) cell tower, (7) additions, (17) residents, (28) barns & garages, residents alone will add over 2 ½ million to assessed value of town. Most of the homes constructed are large and complex and many of the barns are housing horses. Public Safety – No Report. Property - No Report. Building & Grounds – Councilman Topper stated that he would like to purchasing (8) 6’ lightweight tables with plastic tops from BJ’s for use in meeting room. One person would be able to put tables up and take them down by themselves. The cost of these tables would be around $50. each, total expenditure around $400. This was not a budgeted purchase, Councilman Topper will get (8) tables from BJ’s if there is no objection from board members. Board members felt purchase was justified. Town & County – Supervisor Hargrave stated that things were quiet on town level. On county level he sits on radio committee, and they are currently being held up by the APA, which they are in negotiations with regarding towers. The new boardroom for the Board of Supervisors is about 90% completed. Agenda meeting on Wednesday will be held in new boardroom. Old boardroom will be made into office space, completion date to be sometime this summer. Highway – Board members were given a copy of a sheet made up by a local engineering firm regarding compliance with GASB 34. Their modified approach requires the governing body to maintain infrastructure at an appropriate functioning level (avoiding depreciation), and effectively requires the agency to develop an asset management system. Larger towns will have to be in compliance with GASB 34 by mid June 2002, smaller towns will be able to learn from them before their compliance date of mid June 2004. Board members were given a copy of a new driveway interface permit form Highway Superintendent would like to institute. Permit refers to Town Zoning Law Article IV, Section 2G for construction or modification of a driveway connection within the Right of Way of a Town Highway. Town currently has driveway minimum requirement set at 12 feet wide at road interface. Hansen will require 20 feet wide at road interface on new driveway interface permit. Board can add this change to list for future update of zoning law. Councilman Topper stated that the way this was written it could be construed by property owner that entire driveway needed to be 20 feet wide. Highway Superintendent will clarify interface requirement on form. Hansen is also going to add another addition to general requirements for driveways with extreme slope, requirement will be blacktop apron at interface. This addition will also need to be put on list for zoning regulation updates. Councilman Topper questioned if highway department placed property culverts. Culverts are purchased and placed by property owner and are their responsibility basically forever. Should town do new construction of road or a rebuild of road, they may replace culvert, but basically culverts are property owner responsibility. Ditch drainage is town’s responsibility. Councilman Quinlan questioned if highway department has had recent problems with driveways being constructed 12’ vs. 20’ that caused him to make this change on permit? Superintendent Hansen stated that he felt 12’ was to narrow and 20’ was requirement other townships have set. Hansen stated that he was able to purchase a gravel roller off Federal Surplus for $15,000. They are still looking to purchase a black top roller. Later in meeting board will approve the permanent appointment of George Simkins as Road Maintainer.
LIAISON REPORTS: Planning Board – Councilman Tillson stated that there was one application before planning board from Nextel requesting to place additional antenna’s on the existing cellular tower located on Kania Road. Youth – Councilman Topper stated that the organization of the spring soccer programs are underway with coordinating field usage. Final paperwork on Summer Recreation grant has been submitted. Donna Sowle has applied for a couple of grant for this year totaling around $7,000. County 4th Annual Youth Day Celebration will be held here at Town Hall on June 15th, theme this year will be “Celebrating Past Investing In the Future”. They are looking into some kind of culture program, which they may do in conjunction with the village celebration on Memorial Day or in October at the October Fest. Paul Munchback will be offering self-defense classes during gym class at school. He periodically offers an adult self-defense course. The Rifle Team won the Northeastern New York section of the National Rifle Association Match. ZBA – Councilman Quinlan stated that Zoning Board has changed their meeting day from the 1st Wednesday to 2nd Wednesday of month. There was no March meeting due to lack of applications before board. Senior Citizens – Councilwoman Sutch stated that she attended the February 21st meeting of the seniors, they had their penny sale and cover dish. Seniors have many trips planned and their meeting continues to be very well attended. Supervisor Hargrave attended the March 7th meeting of Senior Citizens.
MOTIONS AND RESOLUTIONS
Supervisor Hargrave stated that he would give a brief description of type of items covered in each fund so audience would understand more fully what board was approving.
Supervisor Hargrave advised that General Fund A covers the
following type items: salaries for Town
Board, Justice, Supervisor; supplies; payroll service fees; purchases;
telephone bill & etc. Councilwoman
Sutch made a motion, seconded by Councilman Topper to approve the General
Abstract of Vouchers (A) dated 2/13/02 thru 3/12/02 for a total of $6,881.43.
All ayes. MOTION
CARRIED
Supervisor Hargrave advised that General Fund B covers items
outside the Town: salaries for clerk’s,
newspaper advertisements & etc.
Councilman Quinlan made a motion, seconded by Councilman Tillson to
approve the General Abstract of Vouchers (B) dated 2/13/02 thru 3/11/02 for a
total of $533.72.
All ayes. MOTION
CARRIED
Supervisor Hargrave advised that Highway Fund DA covers
highway appropriations town wide:
purchase of machinery; up keeping of building, trucks & etc. Councilman Topper made a motion, seconded by
Councilwoman Sutch to approve the Highway Abstract of Vouchers (DA) dated
2/13/02 thru 3/12/02 for a total of $14,881.89.
All ayes. MOTION
CARRIED
Supervisor Hargrave advised that Highway Fund DB covers
highway appropriations outside the town:
road repairs; brush & weeds; insurance & etc. Councilman Tillson made a motion, seconded
by Councilman Topper to approve the Highway Abstract of Vouchers (DB) dated
2/13/02 thru 3/11/02 for a total of $892.06.
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 Tillson to approve the Lighting District Abstract of Vouchers (SL)
dated 2/13/02 thru 3/11/02 for a total of $177.27.
All ayes. MOTION
CARRIED
Supervisor Hargrave advised that the Abstract of vouchers EQ
is the Equipment Capital account and a roller was purchased. Councilwoman Sutch made a motion, seconded by
Councilman Topper to approve the Equipment Capital Abstract of Vouchers (EQ)
dated 2/13/02 thru 3/11/02 for a total of $15,000.00.
All ayes. MOTION
CARRIED
Supervisor Hargrave stated that the supervisor’s report was
basically a balance sheet for all accounts as compared to budget. Councilman Quinlan made a motion, seconded by
Councilwoman Sutch to approve the Supervisor’s Operating Statement for the
period ending 2/28/02.
All ayes. MOTION
CARRIED
RESOLUTION #17-2002 – Permanent appointment of George Simkins as
Road Maintainer. On a motion of
Councilman Tillson, seconded by Councilman Topper the following resolution was
ADOPTED: AYES – 5 NAYS – 0
RESOLVED that the Galway Town Board
authorize the permanent appointment of George Simkins as Road Maintainer
effective March 19, 2002, pay rate $13.45 per hour.
All ayes. MOTION
CARRIED
RESOLUTION # 18-2002 – Amendment to Policy #
2, page 7 to read Highway Employees (including Deputy) 7. On a motion of Councilwoman Sutch, seconded
by Councilman Tillson the following resolution was ADOPTED: AYES – 5 NAYS
– 0
RESOLVED that the Galway Town Board
authorize an amendment to Policy #2, page 7 to read Highway Employees
(including Deputy) 7. Policy currently
read 6.
All ayes. MOTION
CARRIED
RESOLUTION # 19-2002 - Authorization for Town Clerk & Deputy
to attend conference April 21-24, 2002 in Saratoga Spring. Councilman Topper questioned if this would
leave Town Hall unattended. Supervisor
Hargrave stated that he would be at Town Hall during that time. On a motion of Councilman Topper, seconded by
Councilman Quinlan the following resolution was ADOPTED: AYES – 5
NAYS – 0
RESOLVED that the Galway Town Board
authorize the attendance of the Town Clerk & Deputy Town Clerk at the April
21-24, 2002 Town Clerk Conference to be held in Saratoga Springs, cost for Town
Clerk will be $185. Deputy Town Clerk cost will be $160. for conference and an
additional $50. fee for a Notary Public course and exam.
All ayes. MOTION
CARRIED
RESOLUTION # 20-2002 Town Board members were previously given
copies of quotes on a new telephone system for the Town Hall. Supervisor Hargrave questioned if board
members were able to review these quotes and if so were there any
questions? Councilwoman Sutch stated
that there was a wide range in prices.
Supervisor Hargrave stated that large quote was exchanging entire
system. Adirondack Business System -
$2,388. & Tech II Business Systems - $3,950. were quoting on same
system. Supervisor Hargrave questioned
Adirondack with reference to equipment being new vs. refurbished. Adirondack guaranteed that equipment was
new. They further stated that they would
be able to start installation within seven days from authorization by
Town. Telephone would also be included
for judges bench to be used as an intercom system between court clerk and
judge. Councilman Topper stated that low
bid appeared the way to go, there was no need for a complete new system. Supervisor Hargrave stated that current telephones
have the capability of voice mail, message light, intercom and speaker. Automatic attendant will be on and ability is
there if Town Clerk so desires to turn off during the day and answer telephones
herself. C.W. Hansen question if highway
telephone number would be given on menu message? Supervisor Hargrave stated that it
could. Councilman Tillson stated that
the telephone system would require software for programming. Supervisor Hargrave stated that software was
included in bids. Councilman Tillson
suggested that software be kept at town hall so that they would not have to
have assistance from Equipment Company each time programming changes were
needed. Supervisor Hargrave stated that
a display telephone would be given to the Town Clerk, and she would be trained
to do this programming. Councilwoman
Sutch stated that it did not appear that town would grow out of this system, as
there are connection capabilities for (15) lines and (40) station devices. On a motion of Councilwoman Sutch, seconded
by Councilman Topper the following resolution was ADOPTED:
AYES – 5 NAYS – 0
RESOLVED that the Galway Town Board
except the bid from Adirondack Business Systems at a contract price of $2,388.
for the installation of a telephone system at town hall.
All ayes. MOTION
CARRIED
RESOLUTION # 21-2002 – Approval of new
software system for bookkeeper.
Supervisor Hargrave stated that the current bookkeeping program is with
MTX, board nor bookkeeper are satisfied with this current program. Board went into discussion regarding quotes
received. Supervisor Hargrave stated
that they had received a quote from Admit Computer Services Inc., contract
price $6,700. & EOS Software, contract price $8,275. Supervisor has had verbal quote on a Microsoft
DOS program. ACS also provides fixed
assets at no additional charge. They
will not be converting all information from MTX program to new program, they
will leave information on MTX, proof to end of month and transfer balances to new program. Supervisor Hargrave stated that current
system has never been able to handle budget appropriately. Board discussed payment options. Supervisor Hargrave stated that telephone system
came in at about half the price they had budgeted. ACS will install for 30-day trial
period. Supervisor Hargrave stated that
he has been calling each town in Saratoga County to find out what their
bookkeeping program is and the town’s satisfaction with that particular
program. Board questioned what
bookkeepers preference was? Supervisor
Hargrave stated that bookkeeper liked ACS because they had bank reconciliation
feature and fixed assets. EOS was neater
reports but is not sure if they can provide bank reconciliation. Councilwoman Sutch suggested approving the
purchase of software at a not to exceed amount and leaving vender to be
determined. On a motion of Councilwoman
Sutch, seconded by Councilman Topper the following resolution was ADOPTED: AYES – 5 NAYS
– 0
RESOLVED that the Galway Town Board
approve the purchase of new bookkeeping software at an amount not to exceed
$9,000.
All ayes. MOTION
CARRIED
Councilwoman Sutch requested that highway changes in minimum interface requirement & blacktop apron at interface be referred to planning board for their review of current regulations.
George Cruden questioned what status of improving police coverage in town was? Supervisor Hargrave stated that Sheriff Bowen has put more patrols in the town. Previously the highway superintendent and board discussed giving state police the option of placing a substation in building highway department plans on building this year or next year, but no formal discussions have taken place with state police. Mr. Cruden stated that he was glad to see the speed limit reductions on these town roads, but had concerns regarding the need for patrolling of these roads to enforce these speed limit reductions. Supervisor Hargrave stated that Parkis Mills Road and Alexander Road have both had recent problems with speeding. Sheriff Bowen sent in traffic safety teams and problems have been taken care of. Town Clerk stated that police (state police or sheriff) have been in town hall several times a week since the beginning of the year dropping off tickets. Clerk also suggested that Mr. Cruden contact the sheriff’s office with any road concern. Mr. Cruden’s home is located across from the sand pit on Hermance Road. Supervisor Hargrave stated that he would be at county tomorrow for an agenda meeting, he will stop and talk to Sheriff Bowen regarding Mr. Cruden’s speeding concerns on Hermance Road. He will call Mr. Cruden after he meets with Sheriff Bowen.
Councilman Tillson stated that it is newsletter time again, cut off for articles will be March 29th. Supervisor Hargrave stated that something needs to be put in newsletter regarding requirements for business start up in town. These businesses must follow the proper channels for business approval on a town level before signs can be erected. Supervisor Hargrave will talk to LoAnn Sanders, Code Enforcement Officer so she can get article in regarding this matter. Councilman Topper will supply Councilman Tillson with names of individuals whom organize particular youth activities with telephone numbers for newsletter and web site. Supervisor Hargrave suggested that Councilman Tillson place something in newsletter advising public that he is the editor of newsletter. This is a very time consuming job and he should be recognized.
Councilman Topper made a motion, seconded by Councilwoman
Sutch to adjourn the meeting at 8:47
p.m.
All ayes. MOTION
CARRIED
Respectfully submitted,
Margaret L. DeFoe
Town Clerk