APRIL 2014 ROXBURY LIBRARY ASSOCIATION TUESDAY FORUM PROGRAM
On Tuesday, April 8, 2014, at 1:00 p.m., at the Roxbury Library, the Roxbury Library Association will feature Roxbury resident Yung Yung Lerner's discussion of her memoir THE DIFFERENCE IN BUTTERFLIES: A CHINESE DANCER'S MEMOIR OF HER FLIGHT FROM INNER AND OUTER TYRANNY.
FOR IMMEDIATE RELEASE
Contact Person: Dian Seiler, Director, Roxbury Library
Telephone and Fax: (607)-326-7901
APRIL 2014 ROXBURY LIBRARY ASSOCIATION TUESDAY FORUM PROGRAM
On Tuesday, April 8, 2014, at 1:00 p.m., at the Roxbury Library, the Roxbury Library Association will feature Roxbury resident Yung Yung Lerner’s discussion of her memoir THE DIFFERENCE IN BUTTERFLIES: A CHINESE DANCER’S MEMOIR OF HER FLIGHT FROM INNER AND OUTER TYRANNY.
Regular RLA Tuesday Forum attendees will provide refreshments following Ms. Lerner’s presentation.
The Roxbury Library Association welcomes the public to all RLA Tuesday Forum programs, activities, and gatherings, which are free of charge.
For information about upcoming RLA Tuesday Forum programs, activities, and > gatherings, please contact Roxbury Library Director Dian Seiler or Roxbury Library Clerk Helen Faraci at (607)-326-7901.
Located at 53742 State Highway 30, the Roxbury Library is directly opposite the town’s United Methodist Church on Main Street.
Notice - Roxbury Historic Preservation Commission Special Meeting on April 5, 2014
Notice
The Roxbury Historic Preservation Commission will hold a Special Meeting on April 5, 2014 at 11:00 am at the Town Hall to discuss applications received and any other business that may come before the Commission.
By Order of the Roxbury Historic Preservation Commission
Louis Wendell, Chairman
Dated: March 24, 2014
Check Back for 2014 Events!
Come on back and visit us-we will be updating this page with 2014 information shortly!
Town Board Approved Minutes - March 3, 2014
APPROVED MINUTES
March 3, 2014
The regular monthly meeting of the Town Board was held March 3, 2014, at 7:30 pm at the Town Hall. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Assessor Robert Breglio, Parks Clerk Carolynn Faraci and 2 residents.
Motion by Allen Hinkley second by Gene Cronk to approve the Minutes of the February 10, 2014, regular meeting.
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
Peg Ellsworth of the M-ARK Project, Inc. was present to update the Town Board on grant and park information stating HUD funds are all spoken for, some funds still remain in the rental rehab program, the Grants Gateway program is underway, the park schedule is progressing, a walking tour is scheduled for June 8th, the Main St. program will be completed in June, signs are being made, the Roxbury Nine ball team may have a schedule this year, will look into new grant funding rounds in July, will look into grant funds for Grand Gorge Methodist Church Parsonage repairs, stated waiting to hear from NYS DOT on the sidewalks and trails project and stated the commercial kitchen project in the basement of the Gold Seal building is still being considered. Carolynn Faraci, Parks Clerk added having been busy booking events and marriages for the park, fees have changed for the use of the pavilion, and the scheduling with school events has been cleared up.
Discussion took place on concerns with having no cell service in the area and its affects on local business. Councilman Hinkley stated he would look into the matter as he is working with companies to get the service here.
Robert Breglio, Assessor, reported taxable status date was March 1st and being busy with last minute STAR and exemption applications and discussed assessments for Grand Gorge Sewer, Mountainside Farms and Verizon.
Discussion took place on the Assessor’s Office still not having on-line access to the RPS system. The Assessor will be meeting with the County Director later this week to check on the status for the turnover. The Town Board expressed displeasure with not having access yet, and, depending on the outcome of the meeting, will determine what further actions need to be taken in order to obtain the access.
Discussion took place on the NYCDEP assessment templates and issues with CWC not funding anymore attorney fees. Attorney Young will contact Attorney Beebe to discuss the concerns.
Stephen Schuman, Highway Supt., reported his road salt is expected to hold out, the repairs to the Dodge truck has been picked up under a Good Will program, expects paperwork on Slauson Trailer Park Rd. abandonment and Colonial Drive takeover to be received in time for the April meeting, and he will be in Albany on March 5th for Legislative Day.
Sealed bids for Highway Material Hauling were advertised and opened on March 3, 2014, at 2:15 pm at the Town Hall. A total of four (4) bids were received and were as follows on a per ton price:
RESOLUTION #17 – AWARD MATERIAL HAULING BID
On motion of Gene Cronk second by Edward Raeder the following resolution was offered and approved:
“RESOLVED, Town Board awards the bid for Highway Material Hauling to the two lowest bidders as follows: Sand Davenport to Carl Schulz Jr. $7.50/ton and Seward Sand & Gravel $7.50/ton; Sand Oneonta to Carl Schulz Jr. $7.90/ton and Seward Sand & Gravel $8.75/ton; Stone & Item 4 Schoharie to Carl Schulz Jr. $7.20/ton and Cobleskill Stone Products $7.25/ton; Stone & Item 4 Middleburgh to Carl Schulz Jr. $7.20/ton and Carver Sand & Gravel $7.10/ton; Stone & Item 4 Ashland to Carl Schulz Jr. $6.75/ton and Carver Sand & Gravel $4.55/ton; Item 4 Lexington to Carl Schulz Jr. $6.75/ton and Cobleskill Stone Products $5.25/ton.”
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
Sealed bids for Highway Fuels were advertised and opened on March 3, 2014, at 2:00 pm at the Town Hall. A total of two (2) bids were received and were as follows on a per gallon basis:
RESOLUTION #18 – AWARD HIGHWAY FUELS BID
On motion of Allen Hinkley second by Carol Murray the following resolution was offered and approved:
“RESOLVED, the Town Board awards the bids for Highway Fuels to Main Care Energy as follows: Diesel Fixed $3.3770/gallon(due to Winter Blend award); Winter Blend Fixed $3.5870/gallon; Gas Fixed $3.2250/gal; and
BE IT FURTHER RESOLVED deliveries shall begin April 1, 2014.”
AYES – 5 Hinkley, Murray, Raeder, Cronk, Hynes
NAYS – 0
A letter was received from Delaware County Dept. of Public Works (DC DPW) stating the Committee reviewing the Town’s request to dedicate the County bridge on Cold Spring Road in the memory of Jean Marie Collins has been denied. The Town Board discussed the possibility of dedicating a portion of the road leading to the bridge in Collins’ name.
RESOLUTION #19 – DEDICATE PORTION OF ROAD IN MEMORY OF JEAN MARIE COLLINS
On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:
“RESOLVED, the Town Board approves the dedication of a portion of Cold Spring Rd., specifically from State Hwy 30 to Carroll Hinkley Rd., and will erect a sign stating “In Memory of Jean Marie Collins.”
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
The Supervisor and Bookkeeper discussed transferring some highway funds into the equipment reserve fund. If approved, said reserve funds can only be used for that designated purpose.
RESOLUTION #20 – HIGHWAY EQUIPMENT RESERVE FUND
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:
“WHEREAS, the Town of Roxbury currently has a Highway Equipment Reserve Fund for future highway equipment purchases; and
WHEREAS, Highway had a fund balance at year end;
BE IT RESOLVED, the Town Board approves the transfer of $150,000 from Highway Fund savings to the Highway Equipment Reserve Fund to be used for future highway equipment purchases.”
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
Supv. Hynes reported a clogged sewer line at Roxbury Run Village the cause being stones and branches having been thrown in a manhole. JB Plumbing was brought in to clear the line.
A frozen water line under the road at the Stonebridge residence in Roxbury has been cleared. Discussion took place on the situation arising due to the lateral line not having been installed correctly when the State Highway 30 was changed years ago. The Board agreed the water district will incur the cost to have the lateral line re-run sometime this year.
Two homes water froze due to situations involved with the Lake St. Drainage Project. The contractor has been notified.
A card was received from the Roxbury Sr. Club thanking the Town Board for the $500 they were given per the 2014 Town Budget.
A letter was received from MTC Cable stating subscription rates for cable television and broadband services will increase April 1, 2014 mostly due to increased programming fees.
Councilwoman Carol Murray questioned how things are progressing with the Zoll house in Grand Gorge. Supv. Hynes stated it is under a different bank for foreclosure.
On motion of Gene Cronk second by Carol Murray the Town Board approved the monthly report of the Town Clerk for February 2014 In the amount of $1,202.25 (Town Clerk $172.25 and Building Permits $1,030.00)
AYES – 5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS – 0
On motion of Allen Hinkley second by Edward Raeder the Town Board approved the monthly report of the Assessor for February 2014.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of the Justice Court for January 2014 in the amount of $2,133.00.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Tax Collector for February 2014.
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Edward Raeder the Town Board approved the monthly report of HUD Program Funds for February 2014.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
On motion of Gene Cronk second by Carol Murray the Town Board approved the monthly report of the Building Inspector for February 2014.
AYES – 5 Cronk, Murray, Raeder, Hinkley, Hynes
NAYS – 0
On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of Water District Receipts for February 2014 in the amount of $2,124.54 (Denver $546.90; Grand Gorge $1,090.65 and Roxbury $486.99)
AYES – 5 Murray, Hinkley, Cronk, Raeder, Hynes
NAYS – 0
No action was taken on filling the vacancy on the HUD Review Committee.
No action was taken on filling the vacancy on the Historic Preservation Commission.
On motion of Edward Raeder second by Gene Cronk the Town Board approved mileage reimbursement to the Assessor Clerk to attend a training course in Hudson.
AYES – 5 Raeder, Cronk, Hinkley, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Edward Raeder the Town Board approved the mileage reimbursement to the Town Clerk to attend four (4) County Town Clerk Association meetings throughout the year in Hamden.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
Notice has been received from Roxbury Golf Management LLC that they have applied to the NYS Liquor Authority for a new liquor license to operate at the Shepard Hills Golf Course facility.
On motion of Edward Raeder second by Allen Hinkley the Town Board stated having no issues with Roxbury Golf Management LLC’s new application to the NYS Liquor Authority for them to operate out of the Shepard Hills Golf Course facility.
AYES – 5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
The April meeting of the Town Board will be held April 14, 2014 at 7:30 pm at the Grand Gorge Civic Center.
On motion of Edward Raeder second by Carol Murray the bills were audited and ordered paid in the following amounts:
General #81-108 $87,890.18
Roxbury Sewer #11-18 $5,745.74
Highway #44-68 $43,689.76
Denver Sewer #21-29 $6,982.56
Roxbury Water #17-20 $226.99
Capital Projects:
Grand Gorge Water #17-20 $243.38
HUD Program #3 $12,479.00
Denver Water #14-17 $199.61
Other-Lake St Proj $276.59 (CWC pay)
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
The Building Inspector agreement has been signed by all parties.
On motion of Edward Raeder second by Carol Murray the meeting adjourned at 8:47 pm.
THIS IS A TRUE COPY
_____________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman
Notice - Annual Financial Update Document Filed
NOTICE
Notice is hereby given that the Annual Financial Update Document for the Town of Roxbury, Delaware County, New York, for the period beginning January 1, 2013 and ending December 31, 2013 has been filed in the office of the Town Clerk where it is available for public inspection by all interested persons. The Annual Financial Update Document has been duly filed with the Comptroller of the State of New York pursuant to General Municipal Law.
Diane Pickett. Town Clerk
Town of Roxbury
Dated: 3/7/14
Town Board Meeting Agenda - March 3, 2014
ROXBURY TOWN BOARD
Regular Meeting
March 3, 2014
Town Hall
Call To Order 7:30 pm
Minutes February 10th Regular Meeting
Requests to Speak:
Department Reports:
Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources
Old Business
New Business
Letters to the Board:
Delaware Cty. DPW – re: Cold Spring Rd. bridge dedication
Discussion from residents
Audits
ISSUES FOR DISCUSSION
• Resolution – Town Clerk monthly Report for February 2014
• Resolution – Supervisor’s monthly Report for February 2014
• Resolution – Assessor’s monthly report for February 2014
• Resolution – Justice Court monthly report for January 2014
• Resolution – Tax Collector monthly report for February 2014
• Resolution – HUD Program funds monthly report for February 2014
• Resolution – Building Inspector monthly report
• Resolution – monthly water receipts report for February 2014 (Denver-GG-Roxbury)
• Resolution – Highway Fuels Bid
• Resolution – Highway Material Hauling Bid
• Resolution – appoint 1 more person for CDBG housing program review committee
• Resolution – appoint 1 person to Historic Commission 2/10/14-12/31/16
• Resolution – approve mileage reimbursement for Assessor Clerk to attend training
• Resolution – approve mileage reimbursement for Town Clerk to attend County Assn. meetings (4)
• Resolution – Shepard Hills liquor license renewal
REMINDER: *April meeting will be held at the Grand Gorge Civic Center
* Highway Contract expires 12/31/14
* Rodrigues Gravel Contract & Mining Permit expires 8/3/14
ONGOING ISSUES
• Truck lawsuit status
Town Board Minutes - February 10, 2014
APPROVED MINUTES
February 10, 2014
The regular monthly meeting of the Town Board was held February 10, 2014 at 7:30 pm at the Town Hall. Present: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Attorney Kevin Young and 5 residents. Absent: Parks Clerk Carolynn Faraci,(due to illness) and Building Inspector William Walcutt.
On motion of Gene Cronk second by Allen Hinkley the Town Board approved the Minutes of the January 6, 2014 Organizational Meeting.
AYES – 5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0
Highway Supt. Stephen Schuman expressed concerns with salt price increases as he is almost at the maximum tonnage requested for a certain price. Once exceeded, the price is higher but he feels he should be okay through the end of winter. He also expressed concerns with the Vega Stream in Town. The ice is very thick but worries about melting snow and ice. Emergency measures were discussed. He discussed the repairs on the two 2011 Dodge trucks, the burner on the garage boiler has been repaired where installing a second filter is recommended, attorney Kevin Young will follow up on the Slauson Trailer Park Road issue and it was stated the paperwork has begun on the Colonial Drive road takeover.
A letter was received from Elisabeth Weidmann regarding concerns that she has low water pressure. Pressures in that area seem to be adequate but Supv. Hynes will speak to the Water Supt. again regarding the matter.
Councilman Cronk expressed concerns with the water meters installed in Grand Gorge and Roxbury water districts are busting instead of popping off the freeze plate on the bottom.
The Parks Clerk will give a report at the next Town Board meeting in March.
Evelyn Irwin questioned who incurs the cost of the broken water meters. It was stated because the frost plate didn’t pop off like they’re supposed to the water districts replace the meters. Mrs. Irwin also questioned turning over the radio files to WIOX. It was stated the sale of the station is complete so the Town does not have anything to do with the radio station other than still housing the generator and antennae at the highway garage.
On motion of Edward Raeder second by Carol Murray the Town Board approved the monthly report of the Town Clerk for January 2014 in the amount of $954.75 (Town Clerk $329.75 and Building Inspections $625.00)
AYES – 5 Raeder, Murray, Hinkley, Cronk, Hynes
NAYS – 0
On motion of Allen Hinkley and Carol Murray the Town Board approved the monthly report of the Supervisor for December 2013.
AYES – 5 Hinkley, Murray, Cronk, Raeder, Hynes
NAYS – 0
On motion of Allen Hinkley and Carol Murray the Town Board approved the monthly report of the Supervisor for January 2014.
AYES – 5 Hinkley, Murray, Cronk, Raeder, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board approved the monthly report of the Assessor for January 2014.
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
Regarding items from the Assessor report, discussion took place on concerns of it taking so long for the County Director to turn over the RPS system to the Town for inputting our own data. The matter will be looked into again.
On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly report of the Justice Court for December 2013 in the amount of $4,628.50.
AYES – 5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Edward Raeder the Town Board approved the monthly Report of the Tax Collector for January 2014 where 67.6% of the Town/County taxes have been received.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
On motion of Carol Murray second by Edward Raeder the Town Board approved the monthly report of Water District receipts for January 2014 in the amount of Denver $2,706.66, Grand Gorge $2,678.83 and Roxbury $5,212.36.
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
RESOLUTION #15 – ADVERTISE BIDS FOR HIGHWAY FUELS
On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:
“RESOLVED, the Town Board authorizes the Town Clerk to advertise for sealed bids for Highway Fuels including 10,000 gallons +/- Unleaded Gasoline 87 Octane and 30,000 gallons +/- Diesel Fuel; and
BE IT FURTHER RESOLVED, said bids shall be opened March 3, 2014 at 2:00 pm at the Town Hall with any award to be made at the regular meeting of the Town Board to be held that evening at 7:30 pm.”
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
RESOLUTION #16 – ADVERTISE BIDS FOR HIGHWAY MATERIAL HAULING
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:
“RESOLVED, the Town Board authorizes the Town Clerk to advertise for sealed bids for Highway Material Hauling; and
BE IT FURTHER RESOLVED, said bids shall be opened March 3, 2014 at 2:15 pm at the Town Hall with any award to be made at the regular meeting of the Town Board to be held that evening at 7:30 pm.”
AYES – 5 Raeder, Cronk, Hinkley, Murray, Hynes
NAYS – 0
No action was taken on appointing one more person to the vacancy on the HUD review committee.
No action was taken on appointing one person to fill the vacancy on the Historic Preservation Commission.
On motion of Allen Hinkley second by Edward Raeder the Town Board approved WIOX Radio Station’s Quarterly Report #4-2013.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
On motion of Gene Cronk second by Carol Murray the Town Board approved the renewal of the Junkyard License issued to Martin Hagerott (dba Marty Built, Inc) located at 565 Charcoal Rd. for the period April 1, 2014 – March 31, 2015.
AYES – 5 Cronk, Murray, Hinkley, Raeder, Hynes
NAYS – 0
At the January 6, 2014 meeting the Town Board re-appointed Jean Stone to another five year term on the Planning Board. Mrs. Stone did not take the Oath of Office within 30 days.
On motion of Allen Hinkley second by Gene Cronk the Town Board re-appointed Jean Stone to the Planning Board for a term 2/10/14-12/31/18.
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board directed the Town Clerk to release the WIOX Radio Station Public Files to WIOX/WSKG as the license has now been transferred to them.
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
An updated Highway Equipment list was distributed to the Town Board.
Planning Board training hours through 12/31/13 was distributed to the Town Board.
A reminder was given that the next meeting of the Town Board will be held March 3, 2014 at 7:30 pm at the Town Hall.
On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of the Building Inspector for the period November 2013 – January 2014.
AYES – 5 Murray, Hinkley, Cronk, Raeder, Hynes
NAYS – 0
Motion to go into Executive Session to discuss the Code Enforcement Officer’s independent contractor contract. He has requested some modifications to his independent contractor’s agreement. The issue involves a personnel issue and should be addressed in Executive Session.
On motion of Allen Hinkley second by Gene Cronk the Town Board (Hynes, Cronk, Raeder, Hinkley and Murray) and Town Attorney Kevin Young went into Executive session at 8:02 pm.
On motion of Gene Cronk second by Edward Raeder the Town Board and Town Attorney came out of Executive Session at 8:20 pm. In Executive Session, the Town Board agreed that it was always their intent to reimburse for mileage and not reimburse for training. The Town Board is not changing its offer.
The Town Clerk discussed the possibility of Sewer Clerk payment as budgeted in the Roxbury and Denver Sewer budgets for administration. The attorney will draft an agreement as the sewers are subsidized by NYCDEP.
On motion of Edward Raeder second by Carol Murray the bills were audited and ordered paid in the following amounts:
General #19-80 $73,799.76
Denver Sewer #3-20 $30,512.90
Highway #10-43 $82,177.33
Special Lights #2-3 $5,813.90
Roxbury Water #3-16 $4,358.24
Capital Proj:
Grand Gorge Water #3-16 $4,952.22
HUD Program #2 $20,189.00
Denver Water #2-13 $11,501.70
Other:
Roxbury Sewer #3-10 $13,080.03
Lake St. Project $405,589.74
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
Discussion took place on the condition of Reed’s Hotel. The Town Board has not heard anything or seen anything done since the contractor met with the Town Board last fall. The Town Board requested a letter be sent. Supv. Hynes will contact the contractor to discuss the matter.
On motion of Allen Hinkley second by Gene Cronk the meeting adjourned at 8:30 pm.
THIS IS A TRUE COPY
___________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman
BID NOTICE
BID NOTICE
Please take notice that the Town Board, Town of Roxbury, is seeking sealed bids for hauling materials from Schoharie, Middleburgh, Lexington, Davenport, Ashland and Oneonta, on a per ton basis to the Salt Shed storage area located on NYS Rt. 30 Roxbury.
Bids must include a Certificate of Liability Insurance in the amount of $1,000,000 and a Certificate of Non-Collusion. Sealed bids shall be marked “MATERIAL HAULING”.
Sealed bids must be received at the Town Clerk’s Office, Town Hall, PO Box 189, 53690 State Hwy. 30, Roxbury, NY 12474 before 2:15 pm on March 3, 2014 at which time they shall be opened. The bids will be awarded/rejected at the Regular Meeting of the Town Board to be held that evening at 7:30 pm at the Town Hall.
For questions regarding this bid or to receive a bid package, please contact Steve Schuman, Highway Supt. at 607-326-4222 between the hours of 6:00 am and 2:30 pm Monday -Friday. The Town Board reserves the right to reject any and all bids.
By Order of the Town Board
Town of Roxbury
Stephen Schuman, Hwy. Supt.
Dated: Feb 10, 2014
BID NOTICE
BID NOTICE
Pursuant to Section 103 of the General Municipal Law, the Town Board, Town of Roxbury is soliciting sealed bids for the following materials to be delivered, unless otherwise stated, to the Town Highway Building located at 52508 State Hwy. 30, Roxbury as requested by the Highway Supt.
10,000 gallons +/- Unleaded Gasoline 87 Octane
30,000 gallons +/- Diesel Fuel
All bids must meet New York State specifications and must be accompanied by a Certificate of Non-Collusion. The Town Board reserves the right to reject any and all bids. Sealed bids shall be marked “HIGHWAY FUELS”. Sealed bids must be received at the Town Clerk’s Office, PO Box 189, 53690 State Hwy. 30, Roxbury, NY 12474 before 2:00 pm on March 3, 2014 at which time they shall be opened. Bids will be awarded/rejected at the Town Board Meeting to be held that evening at 7:30 pm at the Town Hall.
By Order of the Town Board
Town of Roxbury
Stephen Schuman, Hwy. Supt.
Dated: Feb. 10, 2014
Town Board Agenda - February 10, 2014
ROXBURY TOWN BOARD
Organizational Meeting
February 10, 2014
Town Hall
Call To Order
7:30 pm
Minutes
January 6th Organizational Meeting
Requests to Speak
Department Reports
Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources
Old Business
New Business
Letters to the Board
Elisabeth Weidmann – water issues
Discussion from residents
Audits
ISSUES FOR DISCUSSION
• Resolution – Town Clerk monthly Report for January 2014
• Resolution – Supervisor’s monthly Report for December 2013
• Resolution – Supervisor’s monthly report for January 2013
• Resolution – Assessor’s monthly report for January 2014
• Resolution – Justice Court monthly report for December 2013
• Resolution – Building Inspector monthly report (Nov 2013 – Jan 2014)
• Resolution – monthly water receipts report for January 2014 (Denver-GG-Roxbury)
• Resolution – advertise for bids for Highway Fuels open March 3rd @ 2:00 pm
• Resolution – advertise for bids for Highway Material Hauling open March 3rd @ 2:15 pm
• Resolution – appoint 1 more person for CDBG housing program review committee
• Resolution – appoint 1 person to Historic Commission 2/10/14-12/31/16
• Resolution – WIOX Radio 4th Qtr -2013 Report
• Resolution – Marty Built junkyard license renewal
• Resolution – re-appoint Jean Stone to Planning Board
• Resolution – turn over Radio Station Public File to WIOX Station
• Updated Highway Equipment List distributed to Town Board
• Planning Board training hours as of 12/31/13 distributed to Town Board
REMINDER – March meeting is March 3rd
REMINDER – Highway Contract expires 12/31/14
ONGOING ISSUES
• Truck lawsuit status
Town Board Approved Minutes - January 6, 2014
APPROVED MINUTES
January 6, 2014
The Town of Roxbury Organizational Meeting was held January 6, 2014 at 7:30 pm at the Town Hall. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Building Inspector William Walcutt Town Attorney Kevin Young and one residents. Absent: Town Clerk Diane Pickett
On motion of Edward Raeder second by Allen Hinkley the Minutes of the December 9, 2013 and December 27, 2013 year end meeting were approved.
AYES – 5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0
Executed the Oath of Office and Undertaking by Supervisor-Thomas Hynes, Councilmen – Gene Cronk & Allen Hinkley, Attorney – Kevin Young
Hwy. Supt. Stephen Schuman reported that the salt is cheaper this year than last. The new equipment is here and working fine. They are having a problem with the roads because of the warming temperatures making the roads soft and then freezing.
Community Resources Margaret Ellsworth Reported that a letter to the state CGBG letter for request for drawn down of fund. There are three more slots open for community members to participate in the program. Roxbury Main Street project will have a draw down in June. This program is helping the Old Pharmacy Building and Roxbury Wine & Spirits. There will be reimbursement for the bridge repair in Kirkside Park. They have eight hundred bulbs left to plant
Doug Kadow will not seek another term on the Historic Preservation Committee. Phil Lenihan would like to continue with his position on the Historic Preservation Committee.
Building Inspector William Walcutt stated there were 65 permits issued in 2013. No monthly written report received.
Lake Street Project will be closing down for the winter. They will be fixing the driveway at 53654 State Highway 30.
Radio Station water meter broke and was replaced on January 4, 2014
Thomas Hynes will be talking with Jim Eisel about the Town of Roxbury inputting their own information in thru the Assessor’s office.
RESOLUTION #1– TOWN BOARD MEETING SCHEDULE
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
“RESOLVED the Town Board for the year 2014 will meet the second Monday of each month for their Regular Monthly Meeting, except for January when they shall meet January 6, 2014 and except for March when they shall meet March 3, 2014 except for November when they shall meet on November 6, 2014. All meetings will begin at 7:30 pm and will be held at the Town Hall, 53690 State Hwy 30, Roxbury, NY except for April and August when they will meet at the Grand Gorge Civic Center, 60933 State Hwy. 30, Grand Gorge, NY.”
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #2– PLANNING BOARD MEETING SCHEDULE
On motion of Edward Raeder second by Gene Cronk the following resolution was offered and adopted:
“RESOLVED the Planning Board for the year 2014 will meet the third Wednesdays of each month for their Regular Monthly Meeting. All meetings shall begin at 7:30 pm and will be held at the Town Hall, 53690 State Hwy. 30, Roxbury, NY.”
AYES – 5 Raeder, Cronk, Hinkley, Murray, Hynes
NAYS – 0
RESOLUTION #3– HISTORIC COMMISSION MEETING SCHEDULE
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
“RESOLVED the Historic Preservation Commission for the year 2014 will hold meetings the third Mondays of the month at 7:00 pm at the Town Hall for their Regular Monthly Meeting.”
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #4 – APPOINTMENTS AND COMMITTEES
On motion of Gene Cronk second by Edward Raeder the following resolution was offered and approved:
RESOLVED the Town Board approves the following appointments and committees for the year 2014:
POSITION NAME TERM
Budget Officer: Carolynn J. Faraci 1/1/14-12/31/14
Assessor Clerk: Stephanie Seminara 1/1/14-12/31/14
Justice Clerk: Sandra Rockwell 1/1/14-12/31/14
Town Historian: Anthony Liberatore 1/1/14-12/31/14
Constable: Stephen Williamson 1/1/14-12/31/14
Dog Control Officer: Verna Dietrich 1/1/14-12/31/14
Attorney for the Town: Kevin Young 1/1/14-12/31/14
Water Clerk – 3 water districts Diane Pickett 1/1/14-12/31/14
Health Officer: Daniel Sullivan 1/1/14-12/31/14
School Crossing Guard: Sara Cronk 1/1/14-12/31/14
CRC Representative: Joseph Farleigh 1/1/14-12/31/14
COMMITTEES 1/1/14-12/31/14
Highway: Edward Raeder & Gene Cronk 1/1/14-12/31/14
Water: Carol Murray & Gene Cronk 1/1/14-12/31/14
Personnel: Carol Murray & Allen Hinkley 1/1/14-12/31/14
Building & Grounds: Gene Cronk & Allen Hinkley 1/1/14-12/31/14
Civic Center: Edward Raeder & Thomas Hynes 1/1/14-12/31/14
Kirkside Park: Allen Hinkley & Edward Raeder 1/1/14-12/31/14
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
RESOLUTION #5– PROCUREMENT POLICY
On motion of Allen Hinkley second by Edward Raeder the following resolution was reviewed and adopted for 2014
AYE- 5 Hinkley, Raeder, Cronk Murray, Hynes
NAYS – 0
RESOLUTION #6– INVESTMENT POLICY
On motion of Allen Hinkley second by Edward Raeder the Town Board adopted an Investment Policy for Town funds for the year 2014.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #7 OFFICIAL UNDERTAKING
On motion of Gene Cronk second by Edward Raeder the following resolution was offered and approved:
“RESOLVED the Town Board approves the Official Undertaking of elected and appointed positions as to its form and manner of execution and the sufficiency of the insurance, as surety as prepared for the Town of Roxbury for 2014”
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Gene Cronk second by Edward Raeder the Town Board approved the Town Supervisor’s appointment of Carolynn J. Faraci as Supervisor Bookkeeper for the term 1/1/14-12/31/14.
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board approved the Town Supervisor’s appointment of Edward Raeder as Deputy Supervisor for the term 1/1/14-12/31/14.
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
On motion of Gene Cronk second by Edward Raeder the Town Board approved the Town Clerk’s appointment of Carolynn J. Faraci as Deputy Town Clerk #1 for the term 1/1/14-12/31/14.
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Gene Cronk second by Edward Raeder the Town Board approved the Highway Supt.’s appointment of William Sprague as Deputy Hwy. Supt. for the term
1/1/14-12/31/14.
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Gene Cronk second by Allen Hinkley the Town Board designates the Town Supervisor and Deputy Supervisor as official check signers for the year 2014.
AYES – 5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0
RESOLUTION #8 SEXUAL HARASSMENT POLICY
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
WHEREAS, the Town Board has reviewed the Sexual Harassment Policy;
NOW, THEREFORE BE IT RESOLVED the Town Board approves the continued use of the Sexual Harassment Policy on file until such time as the Town Board amends said policy.”
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #9– PRIVACY NOTIFICATION POLICY
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, on December 9, 2013 the Town Clerk distributed to the Town Board a copy of the current Privacy Notification Policy on file at the Town Clerk’s Office, adopted March 13, 2006,; and
WHEREAS, the Town Board has reviewed the Privacy Notification Policy;
NOW, THEREFORE BE IT RESOLVED, the Town Board approves the use of the current Privacy Notification Policy on file for the year 2014.”
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #10– WORKPLACE VIOLENCE PREVENTION POLICY
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, on December 9, 2013 the Town Clerk distributed to the Town Board a copy of the current Workplace Violence Prevention Policy on file at the Town Clerk’s Office, adopted October 12, 2009; and
WHEREAS, the Town Board has reviewed the Workplace Violence Prevention Policy;
NOW, THEREFORE, BE IT RESOLVED the Town Board approves the use of the Workplace Violence Prevention Policy for the year 2014; and
BE IT FURTHER RESOLVED, The Town Board directs the Town Clerk to distribute the Policy to all employees and approves signed confirmation from all employees that they have received and reviewed said policy to be in lieu of conducting formal annual training on said Policy.”
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #11– CODE OF ETHICS
On motion of Allen Hinkley second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, on December 9, 2013 the Town Clerk distributed to the Town Board a copy of the current Code of Ethics on file at the Town Clerk’s Office, adopted on October 13, 2003; and
WHEREAS, the Town Board has reviewed the Code of Ethics;
NOW, THEREFORE, BE IT RESOLVED the Town Board approves the use of the current Code of Ethics for the year 2014.”
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #12 THE ADOPTION OF THE REVISED TOWN OF ROXBURY EMPLOYEE HANDBOOK
On motion of Allen Hinkley second by Carol Murray the following resolution was offered and adopted:
“WHEREAS, on December 9, 2013 the Town Clerk Distributed to the Town Board a copy of the Draft revised Employee Handbook and
“WHEREAS, the Town Board additionally amends Section 806 Health Insurance in the draft to read the same as Article XIII Health insurance in the Roxbury Highway Worker’s Association Contract,
“WHEREAS, the Town of Roxbury adopted the revised with amendments “Town of Roxbury Employee Handbook” on January 6, 2014; and
“WHEREAS, the Town Board determined that it is in the best interest of the Town to request that the Town’s Attorney review the Employee Handbook that was previously adopted in 2004 and to advise of any revisions necessary to assure that the Town of Roxbury’s employee policies are up to date and in compliance with all relevant laws; and
“WHEREAS, the Town’s Attorney has prepared a revised Employee Handbook that the Town Board has reviewed and believes represents a relevant updated version
“WHEREAS, the Town Board finds that adoption of the revised Employee Handbook is in the best interests of the Town.
THEREFORE, NOW BE IT RESOLVED THAT:
That the Town Board hereby adopts the revised with amendments Town of Roxbury Employee Handbook for the year of 2014 and
That each of the Town’s employees will be provided with a copy of the revised Employee Handbook and will be required to execute the Acknowledgment Form that will be filed with the Town Clerk.
AYES – 5 Hinkley, Murray, Cronk, Raeder, Hynes
NAYS -0
The Town Board requested that the Town Attorney Kevin Young to review the Police Policy
On motion of Edward Raeder second by Carol Murray the Town Board approved Atlantic-Inland of Cortland as Fire Inspector for Town business for the year 2014.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Gene Cronk second by Allen Hinkley the Town Board approved Catskill Mountain News official newspaper for Town business for the year 2014.
AYES – 5 Cronk, Hinkley, Murray, Raeder, Hynes
NAYS – 0
On motion of Carol Murray second by Edward Raeder the Town Board approved NBT Bank N.A. and National Bank of Delaware County for Town business for the year 2014.
AYES -5 Murray, Raeder, Cronk Hinkley, Hynes
NAYS – 0
On motion of Allen Hinkley second by Edward Raeder the Town Board approved Mostert, Manzanero & Scott, LLP as Town CPA’s for Tow Business for the year 2014.
AYES – 5 Hinkley, Raeder, Cronk, Murray, Hynes
NAYS – 0
On motion of Edward Raeder second by Allen Hinkley the Town Board approved a mileage rate of $.56 mile for employees using their own vehicle for Town business for the year 2014.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Gene Cronk second by Carol Murray the Town Board approved the payment of $150 each to the Ralph S. Ives and Earl B. Dudley American Legion Posts for parades for the year 2014 as approved in the budget.
AYES – Cronk, Murray, Hinkley, Raeder, Hynes
NAYS – 0
On motion of Edward Raeder second by Carol Murray the Town Board approved payment of $300 rent to the Roxbury Fire District as a polling site for the year 2014 as approved in the budget.
AYES – 4 Raeder, Murray, Cronk, Hynes
NAYS – 0
ABSTAIN – 1 Hinkley
On motion of Carol Murray second by Edward Raeder the Town Board approved the payment of $11,000 to the Roxbury Library for the year 2014 as approved in the budget.
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Gene Cronk second by Edward Raeder the Town Board approved the payment of $150.00 each to Roxbury & Grand Gorge Senior Clubs for the year 2014 as approved in the budget.
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Carol Murray second by Edward Raeder the Town Board approved the Town Clerk’s monthly report for December 2013 in the amount of $1,104.15 (Town Clerk $454.15 and Building Permits $650.00)
AYES – 5 Murray, Raeder, Hinkley, Cronk, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board approved the Supervisor’s monthly report for November 2013.
AYES – 5 Hinkley, Cronk, Murray, Raeder, Hynes
NAYS – 0
On motion of Edward Raeder second by Gene Cronk the Town Board approved the Assessor’s monthly report for December 2013.
AYES – 5 Raeder, Cronk, Hinkley, Murray, Hynes
NAYS – 0
On motion of Carol Murray second by Edward Raeder the Town Board approved the Justice monthly report for November 2013 in the amount of $5,091.00
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly water receipts for December 2013 (Denver $152.30, Grand Gorge $449.33, Roxbury $96.69)
AYES -5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
On motion of Edward Raeder second by Allen Hinkley the Town Board approved the contract and payment of $3,500 to Delaware County Planning Dept. for services in the year 2014.
AYES – 5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
On motion of Allen Hinkley second by Gene Cronk the Town Board approved the re-appointment of Phil Lenihan to the Historic Commission 1/1/14 – 12/31/16.
AYES – 5 Hinkley, Cronk, Murray, Raeder, Hynes
NAYS – 0
RESOLUTION #13 APPOINTMENT OF COMMUNITY RESOURCE CLERK
“WHEREAS, Carolynn J Faraci currently holds the part-time positions with the Town as Bookkeeper, Deputy Town Clerk #1, Budget Officer and Deputy Registrar; and
WHEREAS, The Town Board appoints Carolynn J Faraci as Community Resource Clerk @ $12.00 per hour;
Now, therefore be it Resolved with the additional appointment as Community Resource Clerk the Town Board deems her to be a full time employee with benefits
On motion of Gene Cronk second by Allen Hinkley the Town Board approved the appointment of Carolynn J Faraci to Community Resources Clerk 1/1/14 – 12/31/14.
AYES – 5 Cronk, Hinkley, Murray, Raeder, Hynes
NAYS – 0
The Town Clerk distributed the 2013 open building permit list to the Town Board and a copy of the 2013 building permit summary and revenues.
The Town Clerk distributed the 2013 list of highway equipment to the Town Board.
The Town Clerk distributed the 2013 Annual Report of Town Clerk’s receipts/disbursement to the Town Board.
Supervisor Hynes requested and Executive Session on motion of Gene Cronk second by Edward Raeder the Town Board went into Executive session to discuss the Building Inspector Employment Agreement at 8:25 pm.
Present in Executive session; Thomas Hynes-Supervisor, Carol Murray-Councilwoman, Edward Raeder-Councilman, Gene Cronk-Councilman, Allen Hinkley-Councilman, & Kevin Young-Town Attorney. The Deputy Town Clerk was not invited into Executive session.
RESOLUTION #14 IN CONNECTION WITH THE EXECUTION OF THE CONSULTANT CONTRACT FOR CODE ENFORCEMENT OFFICE SERVICES TO BE PERFORMED BY WILLIAM WALCUTT
On motion by Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:
“WHEREAS, in January of 2012, the Town of Roxbury entered into an Employment Contract with William Walcutt for the position of Code Enforcement Officer (“CEO”) for the Town; and
“WHEREAS, as the date of this Town Board meeting, the Town Board has determined that it is in the best interest of the Town to continue to maintain William Walcutt in the position of CEO as a Town Employee until January 31, 2014 and, thereafter, to offer William Walcutt the position of CEO as a Consultant, rather than an Employee, effective February 1, 2014; and
“WHEREAS, since the office of the Building Inspector is a highly visible aspect of local government in which conduct and consistency are extremely important, William Walcutt, as Consultant CEO will continue to be required to comply with the Town’s Employee Handbook on Code of Ethics; and
“WHEREAS, the Town Board has directed the Town Attorney to prepare a Consulting Agreement subject to the approval of the Town Board and William Walcutt; and
“WHEREAS, this Resolution was discussed and passed in Executive Session because it is a personnel issue; and
THEREFORE, NOW BE IT RESOLVED THAT:
That the Town Board hereby directs the Town Attorney to prepare a Consulting Agreement for the Town Board and William Walcutt to review and execute upon mutual approval of the agreement.
That the town board hereby appoints William Walcott as code enforcement officer subject to the conditions set forth in this resolution
AYES – 4 Cronk, Hinkley, Murray, Raeder
NAYS -1 Hynes
On motion by Edward Raeder second by Carol Murray meeting call back to order at 9:15 pm from Executive session.
AYES-5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS -0
On motion of Edward Raeder second by Carol Murray the bills were audited and ordered paid in the following amounts:
General #1-18 $13,904.81 Roxbury Sewer #1-2 $17,601.26
Highway #1-9 $118,241.75 Denver Sewer #1-2 $651.57
Roxbury Water #1-2 $1,951.30 Capital Projects: $23,120.00
Grand Gorge Water #1-2 $2,158.67 Special Light Districts#1 $27.07
Denver Water #1 $281.05
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
On motion of Edward Raeder second by Carol Murray the meeting adjourned at 9:26 pm.
AYES- 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
THIS IS A TRUE COPY
_______________________________________________
Carolynn J Faraci, Deputy Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman
Notice - 2014 Town Board Meeting Schedule
NOTICE
Notice is hereby given that the Town Board, Town of Roxbury, Delaware County, New York, for the year 2014 will meet the second Monday of each month for their Regular Monthly Meeting, except for January when they shall meet on January 6, 2014 and except for March when they shall meet on March 3, 2014 and except for November when they shall meet on November 6, 2014. All meetings will begin at 7:30 pm and will be held at the Town Hall, 53690 State Hwy 30, Roxbury, NY except for April and August when they will meet at the Grand Gorge Civic Center, 60933 State Hwy. 30, Grand Gorge, NY.
By Order of the Town Board
Diane Pickett, Town Clerk
Dated: Jan. 6, 2014
Notice - 2014 Planning Board Meeting Schedule
NOTICE
Notice is hereby given that the Planning Board, Town of Roxbury, Delaware County, New York, for the year 2014 will meet the third Wednesdays of each month for their Regular Monthly Meeting. All meetings shall begin at 7:30 pm and will be held at the Town Hall, 53690 State Hwy. 30, Roxbury, NY.
By Order of the Town Board
Diane Pickett, Town Clerk
Dated: Jan. 6, 2014
Notice - Historic Preservation Commission
NOTICE
Notice is hereby given that the Historic Preservation Commission, Town of Roxbury, Delaware County, New York, for the year 2014 will hold meetings the third Mondays of the month at 7:00 pm at the Town Hall for their Regular Monthly Meeting.
By Order of the Town Board
Diane Pickett, Town Clerk
Dated: Jan. 6, 2014
1/2/14 Town Board Organizational Meeting Agenda
ROXBURY TOWN BOARD
Organizational Meeting
January 2, 2014
Town Hall
Call To Order 7:30 pm
1st Order of Business Take Oath of Office (Supv & Councilmen)
Minutes December 9th Regular meeting
December 27th Special Meeting
Requests to Speak:
Department Reports: Water / Sewer
Planning
Building & Grounds
Highway
Assessor
Building Inspector
Community Resources
Old Business
New Business
Letters to the Board:
Discussion from residents
Audits
ISSUES FOR DISCUSSION
• Resolution – Appointments & Committees
• Resolution –Supervisor’s appointment of Deputy Supervisor
• Resolution –Supervisor’s appointment of Bookkeeper
• Resolution –Hwy. Supt. appointment of Deputy Hwy. Supt.
• Resolution –Town Clerk appointment of Deputy Town Clerk #1
• Resolution – Official undertaking manner and verbiage for elected / appointed officials
• Resolution – Town Board Meeting schedule for 2014 @ 7:30 pm (2nd Monday’s, March change to _________, April & August @ Civic Center, November meeting is Nov 6th Thursday after Election Day)
• Resolution – Planning Board Meeting Schedule for 2014 (3rd Wednesdays) @ 7:30 pm
• Resolution – Historic Commission Meeting schedule for 2014 (3rd Mondays) @ 7:00 pm
• Resolution –Procurement Policy reviewed and re-adopt or changes needed
• Resolution – Investment Policy reviewed and re-adopt or changes needed
• Resolution –t Sexual Harassment Policy reviewed and re-adopt or changes needed
• Resolution – Computer Use Policy reviewed and re-adopt or changes needed
• Resolution –Local Privacy Notification Policy reviewed and re-adopt or changes needed
• Resolution –Code of Ethics reviewed and re-adopt or changes needed
• Resolution –Workplace Violence Prevention Policy reviewed and re-adopt or changes needed
• Resolution – revised Employee Handbook reviewed and adopt or further changes needed
• Resolution –Police Policy reviewed and re-adopt or changes needed
• Resolution – designate Town Supervisor and Deputy Supv. as check signers
• Resolution –Atlantic-Inland of Cortland as Fire Inspector
• Resolution –Catskill Mountain News official newspaper
• Resolution –NBT Bank N.A. and National Bank of Delaware County for banking
• Resolution –Mostert, Manzanero & Scott, LLP as Town CPA’s
• Resolution – Mileage Rate $______
• Resolution – payment to Legion Posts $150 each as budgeted
• Resolution – payment to Roxbury Fire District for polling site $300 as budgeted
• Resolution – payment to Roxbury Library $11,000 as budgeted
• Resolution – payment to Roxbury & GG Sr. Clubs $150 each as budgeted
• Resolution – Building Inspector agreement
• Resolution – Town Clerk monthly Report for December 2013
• Resolution – Supervisor’s monthly Report for November 2013
• Resolution – Assessor’s monthly report for December 2013
• Resolution – Building Inspector monthly report
• Resolution – monthly water receipts report for December 2013 (Denver-GG-Roxb)
• Resolution – appoint 1 more person for CDBG housing program review committee
• Resolution –Delaware County Planning Dept. contract for 2014 in the amount of $3,500
• Resolution – appoint 2 to Historic Commission 1/1/14-12/31/16
• Planning Board training hours as of 12/31/13 distributed to Town Board
• Town Clerk Annual Report of receipts for 2013 distributed to Town Board
• Highway Equipment List distributed to Town Board
• Open Building Permit list thru 12/31/13 distributed to Town Board
REMINDER – Highway Contract expires 12/31/14
ONGOING ISSUES
• Truck lawsuit status
12/27/13 Town Board Special Meeting - Approved Minutes
December 27, 2013
A Special Meeting of the Town Board was advertised and held December 27, 2013 at 4:00 pm at the Town Hall for the purpose of concluding all business for the year 2013. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman and 2 residents. Absent: Attorney Kevin Young.
Hwy. Supt. Stephen Schuman stated they are dealing with roads that have heaved and are soft from the fluctuation in temperatures.
A letter was received from Patricia Davis, dated Dec. 13, 2013, regarding the Zoll house located at 36780 State Hwy 23 in Grand Gorge. Mrs. Davis expressed concerns with both it’s structural condition and animal inhabitation and requested a report of the Building Inspector’s evaluation of the house per the Town Health Officer’s inspection in August. The house is still showing as owned by the Zoll’s, and as far as is known by the Town, has not undergone foreclosure proceedings. Supv. Hynes will check with the Town Attorney on what options are available to the Town.
At the November 7, 2013 Town Board meeting, the Town Board approved the unpaid water amounts for Denver, Grand Gorge and Roxbury Water Districts that were to go on the taxes, however, the resolution was mistakenly omitted from the Minutes of said meeting.
RESOLUTION #86 – UNPAID WATER TO TAXES
On motion of Allen Hinkley second by Carol Murray the following resolution was offered and adopted:
“RESOLVED, the Town Board approves the following unpaid water amounts to be placed on the 2014 tax bills: Denver Water $1,674.84; Grand Gorge Water $6,377.30; Roxbury Water $3,960.50.
AYES – 5 Hinkley, Murray, Cronk, Raeder, Hynes
NAYS – 0
RESOLUTION #87 – RE-APPOINT STONE TO PLANNING BOARD
On motion of Gene Cronk second by Edward Raeder the following resolution was offered and adopted:
“RESOLVED, the Town Board re-appointed Jean Stone to a five year term on the Town Planning Board, said term to be 1/1/14-12/31/18.”
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of the Justice Court for November 2013 in the amount of $5,091.00.
AYES – 5 Murray, Hinkley, Cronk, Raeder, Hynes
NAYS – 0
Supv. Hynes reported that only Justice Gockel will available at court for January & February.
RESOLUTION #88 – FINAL BUDGET TRANSFERS AND AMENDMENTS
On motion of Gene Cronk second by Edward Reader the following resolution was offered and adopted:
“RESOLVED, the Town Board approves final budget transfers and amendments for the year 2013.”
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
Michael Sheehan questioned why the Town Board is possibly thinking of not renewing the Building Inspector’s agreement. Supv. Hynes stated that there are several factors involved and since it is a personnel issue it will be discussed in executive session and any decisions will be stated after executive session.
On motion of Allen Hinkley second by Gene Cronk the Town Board went into Executive Session at 4:15 pm to discuss a personnel matter involving the Building Inspector agreement. Present were: Supv. Hynes and Councilmen Cronk, Raeder, Hinkley and Murray.
The Town Board returned to the special meeting at 4:32 pm on motion of Gene Cronk second by Allen Hinkley.
It was stated that the decision of the Town Board is to wait until the Organizational Meeting when the Town Attorney is present to make any further decisions on the Building Inspector agreement.
Carolynn Faraci, Bookkeeper, informed the Town Board she has had to book the Building Inspector’s unpaid health insurance premium as a receivable every month and will have to bring it into the new year as a receivable if not paid to the Town by 12/31/13 and the accountants do not like to see that happen.
Mrs. Faraci was also asked if she would be interested in assuming the Community Resource Clerk position to which she stated she would.
On motion of Allen Hinkley second by Gene Cronk the bills were audited and ordered paid in the following amounts:
General #546-568 – $12,798.88
Highway #284-298 – $41,922.96
Roxbury Water #100-102 – $159.97
Grand Gorge Water#110-114 – $2,382.71
Denver Water #88-93 – $573.38
Roxbury Sewer #103-106 – $1,632.92
Denver Sewer #128-133 – $1,702.09
Special Lights #18 – $2,217.19
Other-Lake St Project – $923.74
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
A reminder was given that the Organizational Meeting will be held January 2, 2014 at 7:30 pm at the Town Hall.
On motion of Edward Raeder second by Allen Hinkley the meeting adjourned at 4:37 pm.
THIS IS A TRUE COPY
___________________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman
COLLECTOR’S NOTICE OF RECEIPT OF TAX ROLL & WARRANT
I, the undersigned Collector of Taxes for the Town of Roxbury, County of Delaware, State of New York, have duly received the Tax Roll & Warrant for the year 2014. I will be in attendance at the Town Hall, 53690 State Hwy. 30, Roxbury, NY on January 8th, 15th,22rd and 29th (Wednesdays) from 10:00 am – 4:00 pm for the purpose of receiving the taxes listed on such roll, or please mail.
Take further notice that taxes may be paid on or before January 31, 2014 without interest or charge. All taxes received after such date, there shall be added interest of one percent (1%) per month. February (1%), March (2%), April (3%). After April 15th, all checks must be certified. All unpaid taxes after April 30, 2014 will be returned to the County Treasurer pursuant to law.
Joan Moore, Tax Collector
Town of Roxbury
December 18 Planning Board Meeting Cancelled
NOTICE
The Town of Roxbury Planning Board regular monthly meeting scheduled for December 18, 2013 has been canceled having no business to discuss. The next regular meeting will be held January 15, 2014 at 7:30 pm at the Town Hall.
Jospeh Farleigh, Chairman
Roxbury Planning Board
Dated: Dec. 16, 2013
Town Board Approved Minutes - December 9, 2013
UNAPPROVED MINUTES
Two Public Hearings and the regular meeting of the Town Board were held December 9, 2013 at 7:00 pm at the Town Hall. Present were: Supervisor Thomas S. Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray, Highway Supt. Stephen Schuman, Attorney Kevin Young and 4 residents.
The Public Hearing on Margaretville Telephone Company’s (MTC) request for easement was called to order at 7:00 pm. The notice calling for the hearing was read. Glenn Faulkner of MTC corrected the notice that with this easement MTC would allow the Town government buildings free cable and internet service not free telephone. There were no comments from the public.
The hearing closed at 7:10 pm.
The Public Hearing on Margaretville Telephone Company’s (MTC) franchise renewal was called to order at 7:15 pm. The notice calling for the hearing was read. Attorney Young discussed two points of concern in the renewal both of which Glen Faulkner of MTC stated being amenable with to change. There were no comments from the public.
The hearing closed at 7:22 pm.
The regular meeting was called to order at 7:30 pm.
On motion of Gene Cronk second by Allen Hinkley the Minutes of the November 7th, 2013 meeting were approved.
AYES – 5 Cronk, Hinkley, Raeder, Murray, Hynes
NAYS – 0
Glenn Faulkner discussed the MTC Franchise renewal stating after approval by Town Board it is sent to the Public Service Commission for approval which will take approximately 60 to 90 days.
RESOLUTION #83 – RESOLUTION AUTHORIZING THE RENEWAL OF THE TOWN OF ROXBURY’S CABLE TELEVISION FRANCHISE AGREEMENT WITH “HEART OF THE CATSKILLS COMMUNICATIONS, INC.” (DBA MTC CABLE) AFTER PUBLIC HEARING
On motion of Allen Hinkley second by Gene Cronk the following resolution was offered and adopted:
“WHEREAS, on November 7, 2013, the Town Board of the Town of Roxbury, New York (the “Town”), duly adopted a resolution to consider Margaretville Telephone Company’s (“MTC”) request for renewal of its Cable Television Franchise Agreement with the Town of Roxbury and specifying that said Town Board shall meet at the Town Hall, Town of Roxbury, New York on the 9th day of December, 2013, for the purpose of conducting a public hearing on the MTC’s proposal and to hear all persons interested in the subject thereof concerning the same. The proposed Franchise Agreement and supporting documentation to be placed in the Town Clerk’s office and made available for public inspection;
WHEREAS, notice of the Public Hearing were duly published and posted according to law, and said Town Board did at, the time and place specified in said notice, duly meet and consider such proposal and heard all persons interested in the subject thereof, who appeared at such time and place, concerning the same, and
WHEREAS, the evidence offered at such time and place requires that the Town Board make the determinations hereinafter made.
NOW, THEREFORE, BE IT RESOLVED, by the Town Board that it be and hereby is determined as follows:
(1)The notice of hearing was published and posted as required by law; and
(2)The hearing was held pursuant to the requirements of the New York State Public Service Commission; and
(3) It is in the public interest to accept the Margaretville Telephone Company’s Request for renewal of the Cable Television Franchise Agreement with the Town of Roxbury.”
Whereupon, the Resolution was put to a vote, recorded as follows:
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
RESOLUTION #84 – RESOLUTION FOR SALE OF EASEMENT TO MARGARETVILLE TELEPHONE COMPANY AFTER PUBLIC HEARING
On motion of Carol Murray second by Edward Raeder the following resolution was offered and adopted:
“WHEREAS, on November 7, 2013, the Town Board of the Town of Roxbury, New York (the “Town”), duly adopted a resolution to consider the “Request for Easement” submitted by the Margaretville Telephone Company and specifying that said Town Board shall meet at the Town Hall, Town of Roxbury, New York on the 9th day of December, 2013, for the purpose of conducting a public hearing on the Margaretville Telephone Company’s proposal and to hear all persons interested in the subject thereof concerning the same. The “Request for Easement” and supporting documentation to be placed in the Town Clerk’s office and made available for public inspection;
WHEREAS, notice of the Public Hearing were duly published and posted according to law, and said Town Board did at, the time and place specified in said notice, duly meet and consider such proposal and heard all persons interested in the subject thereof, who appeared at such time and place, concerning the same, and
WHEREAS, the evidence offered at such time and place requires that the Town Board make the determinations hereinafter made;
NOW, THEREFORE, BE IT RESOLVED, by the Town Board that it be and hereby is determined as follows:
(1) The notice of hearing was published and posted as required by law and is otherwise sufficient; and
(2) It is in the public interest to accept the Margaretville Telephone Company’s Request for Easement as part of a project to expand broadband service within the Town of Roxbury; and
(3) It is in the public interest to accept the Margaretville Telephone Company’s Request for Easement that includes the provision of free internet and cable services to the Town of Roxbury Government Facilities, and be it
FURTHER RESOLVED, that this resolution is subject to a permissive referendum in the manner provided in Town Law Article 7 and Town Law 209-e(3).”
Whereupon, the Resolution was put to a vote, recorded as follows:
AYES – 5 Murray, Raeder, Cronk, Hinkley, Hynes
NAYS – 0
Stephen Schuman, Hwy Supt. gave status of work, truck repairs and discussed Highway Law Article 8 Section 207 regarding abandoning a Town road back to the owner. Attorney Young will look into the matter. Councilman Raeder requested repair of a pothole at the Civic Center.
Discussion took place on filling the vacancy on the Planning Board. Councilmen Raeder and Murray requested the appointment of Melony Lee.
On motion of Edward Raeder second by Carol Murray the Town Board approved the appointment of Melony Lee to the Planning Board to fill the vacancy with said term expiring 12/31/15.
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
Supv. Hynes stated the hydrant by Hinkley Electric will be removed and used elsewhere in the water district, all hydrants in the Grand Gorge and Roxbury water districts will be checked for operation and a leak will be repaired near the Grand Gorge Country Store.
No report was received from the Parks Dept. Peg Ellsworth will attend the year end meeting.
Discussion took place on the letter received from the Town Health Inspector, Dan Sullivan regarding living conditions and dog issues in Grand Gorge.
Evelyn Irwin questioned the status of the radio station sale. It was stated the Town has signed all the paperwork now it is up to the FCC to approve the transfer of the license which could take several months.
The Personnel Committee (Councilmen Hinkley and Murray) have requested the changes for the Employee Handbnok be tabled until the January Organizational meeting.
On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly report of the Town Clerk for November 2013 in the amount of $2,629.50 (Town Clerk $1,839.50 and Building Inspector $790.00)
AYES – 5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of the Supervisor for October 2013.
AYES – 5 Murray, Hinkley, Cronk, Raeder, Hynes
NAYS – 0
On motion of Gene Cronk second by Edward Raeder the Town Board approved the monthly report of the Assessor for November 2013.
AYES – 5 Cronk, Raeder, Hinkley, Murray, Hynes
NAYS – 0
No monthly report was received from the Building Inspector.
On motion of Carol Murray second by Allen Hinkley the Town Board approved the monthly report of receipts for the Water Districts as follows: Denver Water $457.38; Grand Gorge Water $590.79 and Roxbury Water $763.41.
AYES – 5 Murray, Hinkley, Cronk, Raeder, Hynes
NAYS – 0
On motion of Edward Raeder second by Allen Hinkley the Town Board approved the monthly report of the Justice Court for October 2013 in the amount of $4,579.50.
AYES – 5 Raeder, Hinkley, Cronk, Murray, Hynes
NAYS – 0
RESOLUTION #85 – SCHEDULE YEAR END MEETING AND ORGANIZATIONAL MEETING
On motion of Edward Raeder second by Carol Murray the following resolution was offered and adopted:
“RESOLVED, the Town Board will hold a Year End Meeting on December 27, 2013 at 4:00 pm at the Town Hall to conclude all business for the year 2013 and will hold the annual Organizational Meeting on January 2, 2014 at 7:30 pm at the Town Hall.”
AYES – 5 Raeder, Murray, Cronk, Hinkley, Hynes
NAYS – 0
Three additional residents arrived to the meeting at 7:55 pm.
On motion of Allen Hinkley second by Gene Cronk the bills were audited and ordered paid in the following amounts:
General #506-545 $110,171.87
Roxbury Sewer #94-102 $11,553.74
Highway #246-283 $160,199.03
Denver Sewer #119-127 $12,264.53
Roxbury Water #91-99 $4,408.93
Special Lights #17 $20.46
Grand Gorge Water #102-109 $3,447.37
Other:
Denver Water #80-87 $3,039.36
Lake Street Project $69,515.47
AYES – 5 Hinkley, Cronk, Raeder, Murray, Hynes
NAYS – 0
Attorney Kevin Young requested an Executive Session to discuss a Personnel Issue.
On motion of Allen Hinkley second by Gene Cronk the Town Board and attorney went into Executive Session at 8:00 pm to discuss a personnel matter involving the Building Inspector agreement. Present were: Supv. Thomas Hynes, Councilmen Gene Cronk, Edward Raeder, Allen Hinkley and Carol Murray and Attorney Kevin Young.
On motion of Gene Cronk second by Allen Hinkley the Town Board and Attorney returned to the regular meeting at 8:32 pm where it was stated no action was taken in Executive Session.
On motion of Gene Cronk second by Edward Raeder the meeting adjourned at 8:34 pm
THIS IS A TRUE COPY
____________________________________
Diane Pickett, Town Clerk
Thomas S. Hynes, Supervisor
Gene Cronk, Councilman
Edward Raeder, Councilman
Allen Hinkley, Councilman
Carol Murray, Councilwoman
Notice of Adoption of Resolution #84
NOTICE OF ADOPTION OF
RESOLUTION TO SELL
EASEMENT OF TOWN PROPERTY TO THE
MARGARETVILLE TELEPHONE COMPANY
NOTICE IS HEREBY GIVEN that at a regular meeting held on the 9th day of December, 2013, the Town Board of the Town of Roxbury, New York (the “Town”) duly adopted a resolution following a public hearing, an abstract of which follows, which resolution is subject to a permissive referendum pursuant to Town Law Article 7. If a permissive referendum is sought for this sale of easement of Town Property, the petition requesting a permissive referendum must be filed with the Town Clerk within 30 days from the date of this notice.
The purpose of Resolution #84 is to allow the Town of Roxbury Town Board to sell an easement for Town property to the Margaretville Telephone Company (“MTC”) in connection with MTC’s project expanding broadband service within the Town of Roxbury. In addition to the small easement fee to be paid by the MTC, the MTC will provide free internet and cable services to the Government Facilities of the Town of Roxbury.
The MTC’s “Request for Easement” and supporting documents are on file with the Town Clerk.
The Town will not incur any expense in connection with the sale of the proposed easement and completion of the proposed project will serve the best interest of the Town.
By Order of the Town Board of the Town of Roxbury
Diane Pickett, Town Clerk
Dated: Dec. 9, 2013