TOWN OF NORTH HARMONY
BOARD MEETING
MONDAY, 1/11//16, 7:00 PM
SALLY P. CARLSON, SUPERVISOR PRESENT
RALPH WHITNEY, COUNCILMAN PRESENT
FRANK STOW, COUNCILMAN PRESENT
RICHARD SENA, COUNCILMAN PRESENT
DUNCAN MCNEILL, COUNCILMAN PRESENT
OTHERS PRESENT: Dave Stapleton, Attorney; Louis Rieg, Planning; Penny Best; Helen Emick, ZBA; Pierre Chagnon, Legislator; Robin Miller, Bookkeeper; Nancy Thomas, Town Clerk; Dan Strickland, Highway Sup’t.; Howard Peacock, Justice
• PLEDGE
ELECTED OFFICIALS 2016:
SALLY P. CARLSON, SUPERVISOR TERM- 1/1/2016 – 12/31/2017
RALPH WHITNEY, COUNCILMAN TERM- 1/1/2016 – 12/31/2019
DUNCAN MCNEILL, COUNCILMAN TERM- 1/1/2016 – 12/31/2019
DAN STRICKLAND, HIGHWAY SUP’T. TERM- 1/1/2016 – 12/31/2017
NANCY THOMAS, TOWN CLERK TERM- 1/1/2016 – 12/31/2017
PIERRE CHAGNON, LEGISLATOR (Dist.8) TERM- 1/1/2016 – 12/31/2019
• MINUTES: 12/14/2015
• MOTION # 1 OF 2016
MR. SENA MOTIONED TO ACCEPT THE MINUTES OF THE 12/14/2015, TOWN BOARD MEETING AS PRESENTED BY THE TOWN CLERK. MR. MCNEILL SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• ANNOUNCEMENTS:
Mrs. Carlson congratulated Mrs. Thomas on being named Clerk of the Year.
Mrs. Thomas thanked those present.
• PUBLIC COMMENT:
• PENNY BEST
Mrs. Best commented on the fact that Mrs. Thomas had hired another deputy town clerk.
Mrs. Thomas indicated that if Mrs. Best wanted to continue to clerk for the Planning Board that would be fine.
Mrs. Emick asked when Mrs. Sena’s appointment as deputy had become effective.
Mrs. Thomas said on 12/14/2015.
Mrs. Emick expressed displeasure over the town website.
• OATH OF OFFICE:
Mrs. Carlson asked anyone who had not signed their oath of office, to please do so.
• CORRESPONDENCE:
TOWN BOARD
1/11/16 (Pg. 2)
1. MARK RUST – 845-679-8213 FAMILY ENTERTAINMENT $500.00
2. ECA REPORTER (ELECTION COMMISSIONERS?)
3. TIME WARNER
4. RYAN BECK – SPLUNK
5. CHAUTAUQUA CO. FINANCE – Statement of all monies sent to Supervisor in 2015
6. CLA NEWSLETTER
7. LOCAL LAW NO. 2-2015 – Received by NYS-DOS and filed 12/30/15
8. ASSOCIATION OF TOWNS (AOT) – Annual meeting Package and copies of Resolutions to be voted on
• OLD BUSINESS:
• ZBA – REPLACEMENT FOR REMAINDER OF DICK BARTON TERM (EXP. 12/31/17)
Mr. Lawson said currently he has been unable to find a replacement for Mr. Barton on the Zoning Board of Appeals (ZBA). He said he was open to suggestions from the board. He said at this point the board has enough members to make a quorum, but the space needs to be filled. There was general discussion of the position and two possible candidates were suggested. One residing on Butts Rd. and Ron Saxton from Ashville.
• SIGN AT BOCES “V”
Mrs. Carlson said that Pike’s Auto has expressed interest in a space on the sign at the BOCES “V”. She said she had not contacted the other businesses as of yet. She said she had suggested that Pike’s contact Tim Barron directly.
Mrs. Thomas said she would help with phone calls to other local businesses on the sign.
There was brief discussion of the advertising van that is parked in front of the sign at BOCES. Mr. Lawson said he had contacted them and left a message requesting they remove the van.
• AUDIT OF COURT BOOKS
Mrs. Carlson said she would contact potential auditors for the Court Books.
Mr. Peacock said he would find out the timeline for the audit from the court system.
Mrs. Thomas said currently she has not received the request from the court system requiring the audit motion, but usually the motion is made in February each year.
There was discussion that if a professional audit is done and the town notifies the court system of that process with a letter giving a completion date, that would probably suffice.
TOWN BOARD
1/11/16 (Pg. 3)
• BONDING INFORMATION
Mrs. Carlson said Mr. Stapleton and Mrs. Miller had contacted M&T Bank about a bond for the addition to the town building.
Mr. Stapleton said they had spoken to Laurie Finn at M&T and discussed financing. He said that small amount bonds can sometimes be difficult to obtain, but Ms. Finn indicated that something could be done for a bond that would be less than 5 years but the town needs to determine the dollar amount needed and come up with plans/drawings for it. He also noted that the town has a Capital Reserve account that can be used toward that building. He indicated we need to know if the Court Grant funds can be used for those plans.
Mr. Peacock said he believed that the grant could be used for anything related to the construction of the court addition.
Mrs. Carlson said that Mr. Peacock, Vickie and Katie, need to review the drawings so that they can determine if the layout is exactly what they want.
Mr. Peacock said they all have the drawings and will review them. He also requested a meeting with the architect to discuss the drawings and ask any questions related.
Mr. Sena said he would arrange that meeting.
• NEW BUSINESS:
• REORGANIZATION SCHEDULE 2016
Mrs. Carlson reviewed the Reorganization Schedule in its entirety for those present.
• MOTION # 2 OF 2016
MR. STOW MOTIONED TO ADOPT THE 2016 REORGANIZATION SCHEDULE AS REVIEWED AND INCLUDED IN THESE MINUTES. MR. SENA SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• APPOINTMENTS TO BOARDS:
• ROGER VAILLANCOURT – ZONING BOARD OF APPEALS (1/1/16-12/31/22)
• JOHN WARNER – PLANNING BOARD – 1/1/16-12/31/22)
• MOTION # 3 OF 2016
MR. STOW MOTIONED TO MAKE THE FOLLOWING REAPPOINTMENTS:
• ROGER VAILLANCOURT – ZONING BOARD OF APPEALS (1/1/16-12/31/22)
• JOHN WARNER – PLANNING BOARD – (1/1/16-12/31/22)
MR. SENA SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• TAX WARRANT 2016
Mrs. Thomas said the tax warrant has been received and the amount to be raised by taxes for the Supervisor and Special Districts is $1,051,803.49; total to the Director of Finance is $2,430,414.52, for a grand total of $3,482,218.01. She said collections began today and it has been very busy.
• REVIEW / REAFFIRM: PROCUREMENT POLICY / EMPLOYEE HANDBOOK / (includes Violence in the Workplace and Code of Ethics)
TOWN BOARD
1/11/16 (Pg. 4)
Mrs. Carlson said these are already in place and a part of the employee handbook, but they need to be reaffirmed each year. She said the board will need to work on some changes in the book, but we need to have something in place for now.
Mr. Sena said those changes should be reviewed sooner rather than later and Mrs. Carlson agreed.
• MOTION # 4 OF 2016
MR. MCNEILL MOTIONED TO REAFFIRM/ADOPT THE PROCUREMENT POLICY / EMPLOYEE HANDBOOK AND ALL ADDENDUMS. MR. WHITNEY SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• AUTHORIZE HIGHWAY SUPERINTENDENT TO:
• Post Roads
• Bid for Materials – County & State
• Attend Highway School
• AUTHORIZE SUPERVISOR / BOARD TO:
• Sign Agreement to spend highway funds
• Renew the Shared Service Contract with Chautauqua County
• Sign Contract with Busti for Assessor Services
• Sign Contract with Chaut. Co. Sheriff for Court Officers
• Authorize all other Officials to attend meetings and school as budgeted
• MOTION #5 OF 2016
MR. STOW MOTIONED TO:
• AUTHORIZE HIGHWAY SUPERINTENDENT TO:
• Post Roads
• Bid for Materials – County & State
• Attend Highway School
MR. WHITNEY SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• MOTION # 6 OF 2016
MR. MCNEILL MOTIONED TO:
• AUTHORIZE SUPERVISOR / BOARD TO:
• Sign Agreement to spend highway funds
• Renew the Shared Service Contract with Chautauqua County
• Sign Contract with Busti for Assessor Services
• Sign Contract with Chaut. Co. Sheriff for Court Officers
• Authorize all other Officials to attend meetings and school as budgeted
MR. WHITNEY SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• STORAGE OF CAR IN RAYNOR PROPERTY GARAGE OWNED BY THE TOWN
Mrs. Carlson said Brandon Jones who lives across the road and works for the Sheriff’s Dept. has asked to store his Mustang in the Raynor property garage.
There was discussion of charging $25/Mo. for rent; require proof insurance; certificate holding town harmless; and require that battery be removed for safety reasons.
TOWN BOARD
1/11/16 (Pg. 5)
• MOTION # 7 OF 2016
MR. SENA MOTIONED TO AUTHORIZE STORAGE OF A CAR OWNED BY BRANDON JONES AT A COST OF $25.00/MO. PROVIDED THE FOLLOWING CRITERIA ARE MET:
• Owner provide proof of insurance certificate
• Owner provide signed release holding town harmless
• Battery be removed from car
• Agreement to extend through April, 2016 and be discussed again at that time
MR. MCNEILL SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• REPORTS:
PIERRE CHAGNON, LEGISLATOR
Mr. Chagnon said the following occurred at the December, 2015 Legislature meeting:
• Confirmed re-appointments to the Chautauqua County Airport Commission, including Jay Churchill of Ashville and Greg Jones of Bemus Point.
• Confirmed re-appointments to the Chautauqua County Sports Fishery Advisory Board, including Monte Kennedy of Ashville.
• After public hearing, established a county water district to be known as the North Chautauqua County Water District to comprise an area in Chautauqua County consisting of parts of the towns of Portland, Pomfret, Sheridan and Hanover and all of the town of Dunkirk, and approved the construction of the improvements described in the Map, Plan and Report for a maximum amount to be expended of $11,750,000.
• Authorized an agreement with Chautauqua Lake Central School District for enhanced police services.
• Authorized an agreement with the Towns of Ellery and North Harmony for court security.
KEVIN OKERLUND, ASSESSOR
Mrs. Carlson said Mr. Okerlund’s report indicated that assessment trends for the upcoming year will be 1% increase for residential homes; 1% inc. for commercial; 7% inc. for farms and vacant land. She said he indicates that this is New York States idea and it is pretty much set in stone.
DAN STRICKLAND, HIGHWAY SUPERINTENDENT
Mr. Strickland said he has been looking for a used truck and he has some leads that he will share when he has more information. He said they have been getting organized for the year. Salt costs are up. He said brine is getting scarce from Resource who provides our free gas at the highway building. He said Empire Gas is providing our brine currently. There was discussion of the use of brine and the contract with Resource for the free gas because the town provides storage for their brine. Mr. Strickland said he doesn’t like using brine, but sometimes it is needed. There was discussion of the use of brine during certain weather conditions.
HOWARD PEACOCK, JUSTICE (Copy of Report in Minute Book)
Mr. Peacock read the court report for December, 2015. He also indicated that Mrs. Stow had provided yearly summary reports for 2012-2015.
Mrs. Carlson said the summary is very helpful.
TOWN BOARD
1/11/16 (Pg. 6)
BRAD LAWSON, ZONING C.E.O. (Copy of Report in Minute Book)
Mr. Lawson said he had provided a spread sheet containing permits and new homes with estimated costs per year for the last 7 years. He praised the Planning and Zoning Boards for the work they have been doing using the new site plan and storm water plan guidelines.
Mrs. Thomas asked what the Planning Board will be discussing at their meeting tomorrow night.
Mr. Lawson said they are continuing work on the Sign law.
Mr. Lawson said that Ellicott is currently working on a Local Law imposing a flat fine for construction without a permit based on the cost of the permit (i.e. double the permit fee). He said he would be carefully watching the process and its results. There was discussion of due process through the court in the issue. Mr. Stapleton said it would probably need to be a violation and fine that the Judge would need to collect.
There was discussion of ongoing work for the Planning Board to review and Mrs. Carlson indicated one item was the exclusion of Auction Center by Special Permit in the TC Districts.
Mr. Stow mentioned the Saw Mill in Busti as something that might need to be addressed for North Harmony.
NANCY THOMAS, TOWN CLERK (Copy of Report in Minute Book)
Mrs. Thomas said she had already discussed information and issues in the Clerk’s office previously in the meeting and had nothing further to add to her written report. She noted that she had submitted a Yearly Report which included fund for the Veterans Memorial in the amount of $44,018.00 submitted to the CRCF.
• MOTION # 8 OF 2016
MR. STOW MOTIONED TO ACCEPT THE TOWN CLERKS REPORT AS PRESENTED. MR. SENA SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
SALLY P. CARLSON, SUPERVISOR
• MOTION # 9 OF 2016
MR. STOW MOTIONED TO ACCEPT THE SUPERVISORS REPORT AS SUBMITTED. MR. SENA SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• MOTION # 10 OF 2016
MR. WHITNEY MOTIONED TO APPROVE THE GENERAL FUND VOUCHERS AS AUDITED AND REVIEWED EARLIER IN THE AMOUNT OF $18,253.31. MR. MCNEILL SECONDED.
YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
• MOTION # 11 OF 2016
MR. WHITNEY MOTIONED TO APPROVE THE HIGHWAY FUND VOUCHERS AS AUDITED AND REVIEWED EARLIER IN THE AMOUNT OF $14,027.29. MR. MCNEILL SECONDED. YES (5): WHITNEY, STOW, SENA, MCNEILL, CARLSON. NO (0). THE MOTION WAS CARRIED.
TOWN BOARD
1/11/16 (Pg. 7)
Mr. Stow noted that the Town of Harmony had increased their per bag charge significantly for the transfer station. He said we should be extra vigilant at our transfer station.
Mr. Whitney noted that there have not been 3 employees at the transfer station for some time. He said he thought that one employee was supposed to be checking stickers.
Mrs. Thomas said she would check the contract to see what it says.
• MOTION # 12 OF 2016
ON A MOTION MADE BY MR. MCNEILL, SECONDED BY MR. SENA, AND NONE BEING OPPOSED, THE MEETING WAS ADJOURNED AT 8:57 PM.
Nancy Thomas
Town Clerk
TOWN BOARD REORGANIZATION SCHEDULE
1/11/16 (Pg. 8) 2016
2016 Salaries and Appointments Created 1/19/16
Mileage Rate per IRS .54 ( pe rRobin 1/03/2016 )
SUPERVISOR Sally P. Carlson ( 2017 ) 8,300.00
COUNCILMEN ( 4 ) Ralph Whitney Dep.Supervisor ( 2019) Frank Stow ( 2017 ) Duncan McNeill ( 2019 ) Richard Sena ( 2017 ) 2,300.00
TOWN CLERK Nancy M. Thomas ( 2017 ) 32,910.00
ATTORNEY David R. Stapleton 6,000.00
TOWN JUSTICE #1 H.P. Howard E. Peacock( 2016 ) 11,500.00
HIGHWAY SUPERINTENDENT Dan Strickland ( 2017 ) 51,500.00
COURT CLERK Vickie Stow 33,300.00
Deputy Court Clerk Katie Zimmer 13.00hr
Deputy Court Clerk Barbara Peacock 13.00hr
Deputy Town Clerk Dan Thomas 10.00hr
Deputy Town Clerk Carol Sena 10.00hr
BOOKKEEPER Robin L. Miller 27,360.00
CEMETERY SEXTON Jack Knowlton 10.20prhr
HISTORIAN Daniel Thomas 800.00
ANIMAL CONTROL John Stow 100.00 mnth plus
12.00hr per dog pursuit
Deputy Dog Control Frank Stow 12.00 hr
Deputy Dog Control Brittany Stow 12.00 hr
REGISTRAR Nancy M. Thomas 500.00
Deputy Registrar 10.00hr
Deputy Supervisor Ralph Whitney ( 2019 )
Personnel Officer Robin Miller
Deputy Hwy Supt. Todd Eddy 22.55 33.83
M.E.O Bryan Stevens 22.05 33.08
M.E.O. Patrick O ‘Brien 22.05 33.08
M.E.O. Andrew Post 18.00 27.00
M.E.O. Ryan Hinsdale 18.00 27.00
M.E.O. Jeffrey Hosier 16.00 24.00
M.E.O. New Hire 15.00 22.50
M.E.O. Part Time 15.00 22.50
CODE ENFORCEMENT OFFICER Brad Lawson 14,500.00
Planning Board Clerk Penny Best 12.00 hr Board of Assessment Review
Official Bank M & T Donald Butler 2016
Official Newspaper Jamestown Post Journal Resigned Penny Best 2017
Mileage Rate 0.54 Roberta Anderson 2017
TOWN JUSTICE #1 H.P. Petty Cash Fund Craig Gleason 2018
Clayton Emick 2019
TOWN CLERK PETTY CASH FUND 200.00 Chris Keefe 2020
HIGHWAY SUPERINTENDENT PETTY CASH FUND 200.00
CLEANING PERSONNEL DIANA BEAN 11.00 pr hr
OFFICIAL MEETING TIME 2nd Monday of Every Month at 7:00PM
1st Monday October 5/2016
COMMITTEES FOR 2016
HIGHWAY Frank Stow (2017 ), Ralph Whitney
POLICE COMMISSION Ralph Whitney,Frank Stow,Howard Peacock
PERSONNEL Ralph Whitney, Duncan McNeil
PARKS/CEMETERIES Sally Carlson ( 2017 ),Ralph Whitney( 2019 ), Richard Sena (2017 )
BUILDING Entire Board, Brad Lawson
VETERANS Ron Saxton, Nancy Thomas, Sally Carlson, Ralph Whitney, Frank Stow,
Duncan McNeil ( 2016 )
ZONING BOARD Louise Ortman ( 2016),Jim Levesque ( 2021 ),Roger Vaillancourt (2022 ),
Dick Barton (2017 ), Greg Michalak ( 2019 )
Dan Thomas ( 2018 ), Helen Emick ( 2020 )
PLANNING BOARD Pat Rice ( 2016 ),Richard Johnson( 2020),Louis Reig ( 2021 ), Walter Geist( 2018 ),
Steve Senske(2017 ), Chip Warner ( 2022 ), Phil Strand ( 2019 )
Symbol: ( ) date equals end of elected term or end of term appointment
* Asterik = Sub Contractor status – 1099 – not required to report to Human Resources/Personnel Format
TOWN BOARD
1/11/16 (Pg. 9)
