Meeting of the Hadley Town Board, Tuesday December 30th 2008 at 6PM, held at the Hadley Town Hall, 4 Stony Creek Road, Hadley, N.Y. 12835.
Members present: Supervisor Arthur Wright
Councilman: Charles Ovitt James Brewster
Councilwoman: Colleen DeMarsh Susan Wilder
Also present: Attorney Raeann Johnson, Highway Superintendent Joseph Monica and Town Clerk, Pauline G. Smead
Motion was made by James Brewster seconded by Charles Ovitt to approve the transfers for
Highway:
1. Debit Code 510 (Estimated Revenues) by $12,353.16 Credit Code 960 (Appropriations) by $12,353.16, Sub-Codes-
A: 5142.1=$1,027.94
B: 5142.4=$11,325.22-RE: Additional monies received for Chips
2. Transfer $4,893.70 from Code 5110.1 (General Repairs) to Code 5142.1 (Snow Removal)
RE: Additional Payroll to Code
3. Transfer $4,261.03 from Code 5130.1 (Machinery) to Code 5142.1 (Snow Removal)
RE: Additional Payroll to Code
4. Transfer $1,917.28 from Code 5140.1 (Misc.) to Code 5142.1 (Snow Removal)
RE: Additional Payroll to Code
5. Transfer $1,562.29 from Code 5140.4 (Brush & Weeds) to Code 5142.4 (Snow Removal)
RE: Purchase salt. All Ayes
Motion was made by Charles Ovitt seconded by Colleen DeMarsh to approve the transfers for
General:
1. Transfer: $123.72 from Code 1410.4 (Town Clerk) to Code 1410.19 (Town Clerk)
RE: Deputy Town Clerk's salary
2. Debit Code 510 (Estimated Revenues) by $4,000, credit Code 960 (Appropriations) Sub Code 7320.4 (Youth) by $4,000
RE: Fun in the Sun County reimbursement received
3. Transfer: $984.21 from Code 1910.4 (Unallocated Insurance) to Code 7320.4 (Youth)
RE: Additional monies spent on 2008 Youth Program. All Ayes
Motion was made by Charles Ovitt seconded by Susan Wilder to approve the transfer for SW2
Transfer: $642.58 from Code 8330.4 (Purification) to Code 8320.4 (Source)
RE: Coding of bills. All Ayes
RESOLUTION # 103 was made by a motion from Charles Ovitt seconded by Susan Wilder.
BE IT RESOLVED that the Hadley Town Board have audited all pre-paid vouchers and all have been approved. All Ayes.
General: Abs. # 48=$7,211.09 Highway: Abs. #30=$3,886.00
Sewer: Abs. #29=$153.55 SW1: Abs. 29=$3.55 SW2: Abs. #28=$3.55
RESOLUTION # 104 was made by a motion from Colleen DeMash seconded by Susan Wilder
BE IT RESOLVED that the Hadley Town Board have audited all vouchers and all have been approved for payment s. All Ayes
General: $ 9,254.13 Highway: $19,105.84 Sewer: $613.26 Sw1: $ 248.15 SW2: $642.58 HO18: # 2,564.88 Street Lighting: $2,650.30
Councilman Brewster wanted to discuss voucher # 520 for Liberty Flags& Specialty Co. in the amount of $639.50 for mounting brackets for the banners. He stated that procedures are not being followed. He asked Supervisor Wright if he had approved the bill and was informed that he did not. Councilwoman DeMarsh stated that Councilwoman Wilder had called her today to discuss it and she understands that procedures were not followed but she approved it because she feels that the flags will last longer with a bottom bracket. Supervisor Wright stated that the Highway men could have modified something but now that they were ordered, Councilman Ovitt signed the voucher, Councilwoman DeMarsh and Wilder also signed it so it is approved for payment. Supervisor Wright stated that the Town's Procurement Policy needed to be followed. Anything ordered needs to be approved by the purchasing agents, which is himself or Highway Superintendent Monica They informed Councilwoman Wilder that she is not a purchasing agent for the Town and is not allowed to order anything without Town Board approval. She apologized for her actions. Councilman Ovitt stated that Councilwoman Wilder had spoken to him today but he had misunderstood, from their conversation, that the brackets had not been purchased. He stated that he had signed the voucher but wants everyone to understand that policies need to be followed and will be followed from now on. Councilwoman Wilder stated that she was absent at the last Town Board meeting and she could not speak to anyone on Friday as the Town Hall was closed. Councilwoman Wilder was informed that she should have called the Board members at home and discussed this before ordering it.
PUBLIC COMMENTS ADDRESSED TO THE BOARD
Mr. Bruce Weiss, Hadley Hill Road complained to the Board about Hadley Hill Road has not been plowed and sanded properly. He stated that it was unacceptable. He stated that school buses have gone off the road and he was informed that the school bus went by the sanding truck and went off the road.
They were all informed that 400 tons of salt has already been used since October which a winter before Mr. Monica took office 800 tons was the most used in one season. The weather pattern has changed and we have had numerous rain storms the last few winters. The last snowstorm we were getting 3 inches per hour and it takes 3 hours to do all the roads and then start all over again. This is not considering any breakdown of equipment etc. The last ice storm, Clint Carlton, Deputy Highway Superintendent was on duty as the Highway Superintendent was out of work for surgery.
Mr. & Mrs. Andrew Ladd and also David Kipp spoke about the roads. After a long discussion between Highway Superintendent Monica and the employees and the residents from Hadley Hill, Supervisor Wright stated Highway Superintendent Monica will do what needs to be done.
Councilwoman Wilder stated that Mr. Monica will do his best which he is doing already and we have had more of a winter this year than in the past few years.
Councilman Ovitt stated that things need to improve, the roads need extra work and that he is dissatisfied with the way it has been so far this winter. He stated that people should live in our neighboring towns, they are worse than ours but we still need to keep a better handle on it as he is not concerned about other towns he is worried about ours. He stated that we have the equipment, the funds and the manpower to do so.
Mrs. Monica stated that Highway Superintendent Monica does a lot better than other towns so he deserves some credit.
Councilwoman DeMarsh asked if the Highway Superintendent has any say over the School Superintendent pertaining to the road conditions and should the Town Board write a letter stating as such, as he is the one who knows what the conditions of the roads are like. The Hadley Luzerne Central School is unique as it covers the most miles in any of the surrounding municipalities. Some children have to ride 21 miles one way to attend school, as it covers Harrisburg, Stony Creek, Day and Hadley.
She was informed that Mr. Sussman makes the decisions. The last two weeks of school there has been 2 delays, 2 early dismissals and early cancellation. Corinth held school on all those days.
Highway Superintendent will not sit by the phone and wait for the school to call as they all have to be out taking care of the roads. The day of the ice storm the Town of Day contacted the school and asked them to open late and they would not.
Councilman Ovitt stated that for years you had to call the school garage by 5:30 to let them know what the road conditions were and sometimes it would take 1 hour or more to get through or get anyone. You can even drive to the bus garage and not find anyone.
They call from South Glens Falls to find out what the weather is like and the roads so they can decide if they should close the school or delay and this person was informed to drive over here and find out.
Highway Superintendent stated that the beepers work and if they could make arrangements, he could call them back from someone's house but otherwise no contacts can be made without cell service.
Supervisor Wright asked if anyone else had anything they wanted to discuss and Councilwoman Wilder asked about the last meeting which she was absent and the Board had gone into Executive Session and she was informed that she was correct and Supervisor Wright stated that we would probably have to go in Executive Session again and she wanted to knows if any decisions had been made in that session and she was informed no. She asked what the Executive Session was for and she was informed Personnel. She asked if it was pertaining to the letter written for the Volunteers and the free breakfast and she was informed that it was part of it and he didn't want to discuss it at an opened meeting and he still didn't want to discuss it now and she asked why that was because it involved her. She stated that it involved the fact that the Volunteer ad which was publicized saying thank you from the Hadley Town Board and that was in question. Supervisor Wright stated that something was publicized and signed by the Hadley Town Board that the Hadley Town Board did not put in there, Susan Wilder did. Some Members of the Town Board did not feel that this was the correct procedure. She stated that it was her fault for assuming that other members of the Town Board appreciated volunteers in the Town. She stated that the ad which was put in was paid by her and she had the receipt. She was informed that that was not the point. The point is that she signed the Hadley Town Board name and the Board did not approve it. Supervisor Wright stated that if she wanted to insert an ad in the paper without Board's approval, she should sign her own name. All she had to do was call a majority of the Board members and get approval. She asked why she cannot put an ad in the paper and pay for it herself. She was informed that she can but her name has to be on it, not the Hadley Town Board.
She asked if she should do a retraction and if it would keep everyone happy. This ad would state that the previous ad announcing the thank you breakfast for the Volunteers for the Town of Hadley was not approved by the Hadley Town Board members as stated. Councilwoman Wilder who paid for the ad does appreciate those who give up their time and talent for the community in which they live in. Would that make you happy she asked? Mrs. Brenda Burdick stated that now Councilwoman Wilder just wanted to make the Town Board look like they don't appreciate what the Volunteers do. That is not the way it is. Councilwoman Wilder informed Mrs. Burdick that this was not the time for public comments and this was a Town Board matter.
Supervisor stated that the Town Board was not happy with Councilwoman Wilder sending ad to newspaper signing the Town Board's name, that is the matter at hand.
Supervisor Wright stated that it was the same thing with the bill presented to the Board today, she has gone on her own and purchased things without board's approval.
She stated that the ad in the paper made the board look good. She asked if it was in the minutes that anyone objected to hold this thank you breakfast. She stated that, if not objected to, one would assume that everyone was happy to hold this event. It was stated that assuming is not the correct thing to do, you have to ask when it is involving the Town Board and she agreed that she should not assume.
Supervisor Wright explained to her that there is nobody on this Board that does not appreciate the Volunteers and what Councilwoman Wilder does for the Town. The fact is that you do not sign the Town Board's name without their permission. He stated that this ad, there was nothing wrong with it but the next one might be. If the Town Board allows her to once she will do it again and this might not so good.
Councilwoman Wilder stated that she was looking for this ad to have been approved in the minutes by the Town Board for the Thank you for the 4th Annual Steven Madison Softball Tournament and she could not find where this had been approved. She asked the Board if the Town Board sponsored that? Councilwoman DeMarsh stated that she had poled the Board, she could not contact Councilwoman Wilder at the time and she acquired 3 yes votes which is the majority. Councilwoman Wilder asked why that was not included in the minutes, even when they are poled.
Councilwoman DeMarsh stated that there is nobody who does not appreciate the volunteers as she worked the breakfast also but there is a policy and it needs to be followed.
Councilwoman Wilder stated that when an ad gets inserted it needs to include everything. In this particular ad it was not mentioned the Thank You Breakfast with the White Elephant ad, how were these people to know that this breakfast was for them.
Town Clerk stated that she was going to speak on that one. The breakfast was not solely for the Volunteers. When the breakfast was planned with Councilwoman DeMarsh, and Councilwoman Wilder and herself, it was stated that no names were to be mentioned so nobody would be forgotten and hurt. Councilwoman Wilder wrote a letter to a few volunteers, signed by the Town Board and in this letter, nothing was mentioned about food for our local food pantry asking the volunteers to bring canned goods as that was what the breakfast was all about. The volunteers are part of the town and they should have been informed to take part in it. When planned, this breakfast was to help the Seniors with their White Elephant sale, all the food was donated and all we were asking was to have everyone that could afford it, bring canned goods for our food pantry and we were to invite all volunteers to attend our breakfast to show them our appreciation.
Councilwoman Wilder stated that she donated extra food in recognition of the volunteers.
Mrs. Brenda Burdick spoke and stated that her niece, Jennifer Pike received an invitation but has never done anything for the Town and also Mr. Albert Zimmerman was invited and his wife did not attend as she did not feel she was invited.
Councilman Brewster stated that is the main reason you do not name names.
Councilwoman Wilder stated that she had gotten the names from the Organizational meeting minutes, all the volunteers.
The Town Clerk stated that there are people, a certain person, Duane Moulton from DeRidder Construction Company, who has just donated between $40,000 and $60,000 worth of cement and doing the roof for free at the new Senior /Community Center and he was not mentioned.
Councilwoman Wilder stated that that was the reason for the ad, that even if they did not attend the breakfast, that was a way of thanking anyone who was left out.
Mrs. Burdick stated that if the Hadley Town Board wants to hold a breakfast just for the volunteers, just advertise everyone stop in, no names.
Councilwoman Wilder stated that we do need to know that there are people who go over and beyond the call of duty.
Supervisor Wright stated that numerous people do something good for the Town and they don't do it to get a pat on the back, they just want to do it.
Councilman Charles Ovitt stated that he wanted to make a motion and it was not out of disrespect for Councilwoman Wilder or anyone else and he does appreciate all the work she has done for the town and he stated that sometimes he does not agree about the way she does things but we all make mistakes. He stated that this motion was for nothing goes to press without Board's approval. He stated that when someone signs the Board's name they are signing his name and he would not sign her name or Supervisor' Wright's name without their knowledge and he does not want his named signed to anything he is not aware of either.
RESOLUTION # 105 was made by a motion from Charles Ovitt seconded by Colleen DeMarsh.
BE IT RESOLVED, that the Hadley Town Board hereby from this day forward, nothing goes to press without the majority of the Board approving it. Also having this included in the minutes. All Ayes
Supervisor Wright informed the Board to after the appropriated fund balance for the 2009 Budget has been removed the General Fund he balance is $604,239.51 which is $41,000 less than we had last year.
That is not taking any Capital Projects out of there and he feels that we have enough projects going on at this time. He feels with the Dam assessments coming up the end of next year, he doesn't feel we have the room to spend any more money.
Councilwoman DeMarsh asked for more guardrails on Old Corinth Road because of the Route 9N bridge, which will be closed soon and would like to have the road ready. She asked if a weight limit could be set and it cannot be done. She asked if some funds could be set aside like $75,000 and the Supervisor stated that there is no way the Town can do this at this time. He stated that if the town had that extra money, the Water tank in South Hadley needs to be repaired.
Supervisor Wright stated that in the Highway Fund there is a $57,832.43 and he asked the Highway Superintendent if he would like to use those funds for paving or in the Highway Equipment. Highway Superintendent Monica stated he wanted it in the highway equipment which will give that line a balance of $138,524.02.
Councilwoman DeMarsh asked if the Town could apply for a Grant to do the guardrails and the Supervisor informed her that getting a grant this year the way the economy is, but we surely can apply. She asked if we could use the funds from Chip and she was informed that they use those funds for paving.
Motion was made by Charles Ovitt seconded by James Brewster to move $57,000.00 from Fund Balance to Highway Equipment Capital Project. All Ayes.
Councilman Ovitt directed a few questions to Highway Superintendent Monica pertaining to materials he had ordered and the Board approved to pay this evening. He wanted to know why he had purchased them from this company and he was informed that they were the only ones who could provide them in a timely matter.
Mr. Ovitt also stated that they are dumping snow down by the Park and that snow has salt in it and it will kill the trees. So he asked highway Superintendent to no longer dump the snow at the Park.
Councilwoman Wilder asked if the lines could be buried on Rockwell Street so period lighting could be installed with the $25,000 left in the Trail Capital Project.
Supervisor Wright stated that this $25,000 was supposed to be a matching Grant with LWRP Grant which no one has heard anything about, (Train) Warren County will not answer any questions from the Supervisor.
Councilwoman Wilder stated that she had spoken to the Supervisor about doing yellow brick road like in Boston with the sidewalk. Councilman Ovitt stated it was a waste of money as they do not last.
Supervisor Wright stated that they would work on something to get these Capital Projects done.
Motion was made by James Brewster seconded by Charles Ovitt to adjourn this meeting at 6:50PM. All Ayes.
Organizational meeting: 6PM January 5th
Town Board meeting: January 8th 7PM
Pauline G. Smead
Town Clerk
