Town of Minerva Board Meeting Packet

March 7, 2013
Regular Meeting Town of Minerva
Sue Montgomery Corey, Supervisor Stephen McNally, Councilman Eric Klippel, Councilman Keith Dubay, Councilman David LaBar, Councilman Bruce McGinn, Highway Superintendent Diana Mason, Town Clerk PO Box 937, 5 Morse Memorial Highway Minerva, NY 12851 518-251-2869 (phone) 518-251-5136 (fax) http://www.townofminerva.com

Pledge of Allegiance Roll Call Minutes of Meetings of February 21, 2013 Public Comment Supervisors Report Financial Report -February Financial Report -Operating Statement -Bank Reconciliation Highway Superintendents Report Department Reports NY Safe Act Public Comment Councilmen Comments Adjournment

Public service is a privilege. Thank you for allowing us to serve you. Thank you for attending tonights town board meeting. We will hold two public comment periods. The first, at the beginning of the meeting, will be limited to 10 minutes. The second, at the end of the meeting, will be as long as it needs to be. Public comment, like public service, is a privilege. Thank you in advance for sharing your questions and concerns and for respecting your neighbors who are here as a member of the public or as a member of the board.

The Town of Minerva reserves the right to enter into executive sessions to consider issues allowable under the New York State Open Meetings Law. We will do our best to schedule those at the end of the meeting for the convenience of those attending. There may be times when it will be prudent for us to enter executive session earlier in the evening. We apologize in advance for any inconvenience that this may cause to those attending our meetings. Town of Minerva Regular Meeting March 7, 2013

Council Members David LaBar Steve McNally Keith Dubay Eric Klippel

Town of minerva
5 MORSE MEMORIAL HIGHWAY P.O. BOX 937 MINERVA, New York 12851-0937 Telephone (518) 251-2869 Fax (518) 251-5136 TDD# 711 email: minerva.supervisor@frontiernet.net http://www.townofminerva.com

Town Supervisor Sue Montgomery Corey Town Clerk Diana Mason Highway Superintendent Bruce McGinn

Supervisors Report February 22-March 7, 2013

Hard copy of most of the reports and items summarized in the Supervisors Report are available for public inspection in the blue binder outside the Main Office of Town Hall during regular working hours and at other times when the Town Hall is open for meetings. For questions concerning any of these items, please contact Supervisor Sue Montgomery Corey at 518/251-2869 or Minerva.supervisor@frontiernet.net. Dam Reporting. I am continuing to work on the Dam reporting and inspection issues and have contacted two dam safety engineers concerning the matter. Annual Report. The Towns 2012 Annual Report was submitted prior to the March 1 deadline and is available outside the main office. Transfer Station. We are continuing to work with Regional Computer Recycling and Recovery to set up the e-waste system. They are expected to visit on Friday with additional bins. During the month of February, the Transfer Station Reported two trash pick-ups of 8.5 tons and 10.5 tons, one e-waste pick-up and the collection of $75 in construction debris. Animal Control. Our Animal Control Officer, Bob Foote, will be meeting with the state inspector for his annual review on March 12. Youth Commission. The Youth Commission was postponed due to weather. The next meeting will occur on March 27. The Town received its youth program permitting packet from the NYS Dept. of Health. Parks and Recreation. Rob is continuing work on the ice rink and rebuilding the rafts for the beach. We expect that the first of the two rafts will be completed this week. At this meeting, I will ask the board to authorize the Town to advertise for a concession operator for Donnelly Beach. This is something that we do every year. State Land Purchase. The Town held its second public meeting on the state land purchase on March 5. The five towns involved in the purchase will be meeting Planning and Zoning. Local Law # 1 expanding the size of the planning board from 5 to 7 has been filed with the Secretary of State. At the March meeting the Planning Board reviewed a preliminary presentation by Dave & Mary LaBar to build a soft ice cream stand at 79 Longs Hill Road. County. Chairman Douglas has appointed a committee to consider resolutions regarding the amendment or repeal of the Gun Law. We expect to hear a presentation by Sheriff Cutting on this matter at the March 18 special meeting where this will be discussed. I had invited Sheriff Cutting to attend our March 7 meeting to talk with the Town Board and the public about the gun law and the concerns that the Sheriffs Association has with it. He advised me on March 4 that he would be unavailable to attend due to a prior commitment. I have invited him to join us on March 21. Chairman Douglas has also set up a new system whereby individual supervisors will be responsible for monitoring individual county agencies to ensure that the board is aware of the issues and challenges 2

Town of Minerva

Regular Meeting

March 7, 2013

facing the departments. I have been assigned to Social Services and Transportation. Contracts and Agreements Hudson Headwaters. Received contract for physicals at a cost of DOT ($137) and Regular ($100) physicals. Correspondence I received an e-mail from David McNally concerning Minervas 200th birthday which is slated for March 17, 2017. He urges the Town Board and the Historical Society to begin planning for the event soon to allow enough time for fundraising and planning.

I received a letter from Robert Sherwood on behalf of the Minerva Central School Girls Softball program requesting permission to use Brannon Field from the Middle of March to the end of June for daily practices and games. The students are covered under the schools liability insurance while participating on the Brannon Little League site. I received an email from Dave requesting approval for a new service for water at a new address, 79 Longs Hill Rd. Upcoming Events/Meetings National Grid. National Grid will have an emergency preparedness meeting for local officials in Malta on March 12. I am planning to attend. Justice. The Justice reports were received for February 2013 with a total reported amount $1,295.00.

Town of Minerva

Regular Meeting

March 7, 2013

TOWN OF MINERVA Financial Report March 7, 2013

The Town of Minervas Operating Statement, Balance Sheet, Bank Statements and Audited Vouchers are available for public review Monday through Friday from 8:30 am to 4:30 pm and at other times by appointment. Also available for review is the 2012 Adopted Budget. We anticipate posting the 2012 Adopted Budget and monthly financial report on the town web site: http://www.townofminerva.com.

A. Revenues for February 2013 (Source: Town of Minerva Operating Statement) Revenue Source General Fund Highway Fund Parks Fund Water Fund Fire Dist. Property Tax $201,769.80 $214,455.40 $33,218.30 $17,135.50 $27,421.00 Other Payments In Lieu Of Real Property Tax and Interest Franchise Fees Town Clerk Fees Safety Insp. Fees Zoning Fee Planning Board Fees Refuse and Garbage $75.00 Charges Youth Services/Other Governments Interest and Earnings Unclassified Revenues $55.19 Dog Licenses Fines, Forfeitures of $1,170.00 Bail State Per Capita Aid State Aid Mtg. Tax Tax Map Assessments State Aid Youth Program Transportation Services Snow Removal Rental Equipment to Other Governments Insurance Recoveries $2,669.41 $2,462.74 Refunds from Prior Years
Town of Minerva Regular Meeting March 7, 2013

Interfund Revenues State Aid/CHIPS Park and Rec Charges Rental of Real Property Sales of Equipment Metered Water Sales Unmetered Water Sales Interest and Penalties on Water Rents Gifts and Donations TOTAL Revenues This Month TOTAL Revenues Received Year to Date TOTAL Revenues Budgeted DIFFERENCE Revenue Notes:

$50.00

$1,285.00 $207,074.40 $285,386.78

$214,455.40 $290,504.90

$35,681.04 $45,960.54

$17,135.50 $24,685.00

$27,421.00 $37,140.50

$766,197.00 $480,810.22

$804,687.00 $514,182.10

$122,423.00 $76,462.46

$89,885.00 $115,657.00 $65,200.00 $78,516.50

General Fund. Unclassified Revenues received $55.19 from NYS retirement

for reimbursement on a contribution, Fines Forfeitures of bails received $1,170.00 from January 2013 fines, Insurance Recoveries included $2,669.41 from Employees and Retirees for reimbursement of health insurance. Gifts and Donations received $1,285.00 for donations to the meal site

Highway Fund: - Real Property tax only ( Highway revenues reported for
January have changed , Rental and Labor received from Essex county in the amount of $2, 106.29 were moved to be shown in 2012 year end revenues. January 2013 revenues actual is $76,049.50.)

Parks Fund Received Insurance Recoveries from Peerless for Van equaling
$2,462.74

Water Fund- Real Property tax only Fire Fund Real Property tax only
A2- Real Property Tax Received/owed February 2013 Fund Budgeted Received $726,597.00 $273,246.80 General Fund $543,390.00 $290,429.90 Highway Fund $102,023.00 $43,497.80 Parks Fund $24,685.00 $24,685.00 Water Fund $115,657.00 $37,140.50 Fire Fund TOTAL $1,512,352.00 $669,000.00
Town of Minerva Regular Meeting March 7, 2013

Outstanding receivable $453,350.20 $252,960.10 $58,525.20 $0.00 $78,516.50 $843,352.00 5

B. Appropriations for February 2013 (Source: Town of Minerva Operating Statement) Appropriation General Fund Highway Fund Parks Fund Water Fund Fire Dist. TOTAL $81,676.41 $72,100.51 $1,259.40 $1,726.46 $0.00 Appropriations This Month TOTAL $149,146.25 $124,813.04 $2,719.32 $2,697.90 $0.00 Appropriations Year to Date TOTAL $849,996.00 $904,688.00 $122,338.00 $89,864.00 $115,657.00 Appropriations Budgeted DIFFERENCE (Year $700,849.75 $779,874.96 $119,618.68 $87,166.10 $115,657.00 to Date vs. Budgeted Appropriations Notes: C. Revenues less Appropriations for February 2013 (Source- Town of Minerva Operating Statement) General Fund Highway Fund Parks Fund Water Fund Fire Dist. $125,397.99 $142,354.89 $34,421.64 $15,409.04 $27,421.00 Revenues Less Appropriations This Month $136,240.53 $165,691.86 $43,241.22 $21,987.10 $37,140.50 Revenues Less Appropriations Year To Date Notes: D. Cash on Hand for February 2013 (Source- Town of Minerva Bank Statements) Bank Account GFN Payroll Account GFN Multifund Account Notes: Starting Balance $10,602.99 $1,006,167.07 Deposits $43,212.47 $501,964.34 Withdrawals Interest $49,509.70 $79,087.22 $1.16 $197.00 Ending Balance $4,305.76 $1,429,004.19

The Town of Minerva currently maintains two checking accounts at Glens Falls National Bank: a payroll account from which we pay the staff and a multifund account from which we pay for everything else..

E. Current Debt for February 2013 Type of Debt/Interest General Fund Debt Service on Bond Per Month Interest on Debt Service Per Month Debt Service Year To Date Interest on Debt Service Year to Date Installment Payments Per Month
Town of Minerva Regular Meeting March 7, 2013

Highway Fund

Parks Fund

Water Fund

Other

Installment Payments Year to Date

NO Debt payments have been made in 2013 The Town completed the purchase of a new International Dump Truck from M.A. Jerry in 2012. The total cost of the truck was $195,149.00. The Board chose to use a different financing mechanism than the bond anticipation notes that we have used in the past. A down payment of $30,149.00 was made with the remainder financed through a municipal leasing program. Our lease for $165,000.00 is for four years at 3.630% through Kansas State Bank. Should the town have the resources to make payments to reduce the principal and pay the lease off early, we will have that option. The Balance remaining as of December 31, 2012 is $108,939.85. A Payment of $45,060.15 is due April 18th 2013. The debt that remains in the water fund is repaying what we borrowed to upgrade the Water System in Minerva/Olmstedville. The town entered into an interest-free direct financing with the New York State Environmental Facilities Corporation on July 17, 2008 for Water improvement. Total principal is for $1,315,000.00 Payments of $43,843.00 are made annually in the beginning of August. Remaining principal balance at the end of 2012 was $1,095,821.00. The Town of Minerva will make annual payments on this loan through 2037.

F. Fund Balance Summary Category General Fund Estimated 12/31/12 Total FB $434,918.00 Amount of FB Committed to 2013 $85,000.00 Budget Amount of FB Committed to 2013 Projects Beyond Original Budget $0.00 Uncommitted FB $349,918.00 FB as a Percent of Appropriations 51.09%

Highway Fund $264,637.00 $100,000.00

Parks Fund $82,034.00 $0.00

Water Fund $56,161.00 $0.00

Other $0.00 $0.00

$0.00 $164,637.00.00 29.25%

$0.00 $82,034.00 67.01%

$0.00 $94,931.09 62.48%

$0.00 $0.00 0%

Town of Minerva

Regular Meeting

March 7, 2013

Town of Minerva

Regular Meeting

March 7, 2013

Town of Minerva Public Hearing Regular Board Meeting February 21, 2013
A Public Hearing on Proposed Local Law #1-2013 titled Increasing Planning Board Membership From Five to Seven Members was held on Thursday February 21,2013 at 7:00pm. Discussion: Ed Healy questioned end of term dates for members. #78 Motion by Klippel seconded by McNally to close public hearing and begin regular semi-monthly meeting at 7:08pm. Carried 4-0 Upon Roll Call ~ Sue Montgomery-Corey-Supervisor-present Eric Klippel-Councilman-present Keith Dubay-Councilman-absent David LaBar-present Stephen McNally-Councilman-present Pledge of Allegiance: #79 Motion by Mcnally seconded by Klippel to approve the minutes of 2/7/13 meeting. Carried 4-0.

Public Comment #1: Ed Healy read letter opposing recently enacted gun law by NYS. John Paradis questioned what clothing is provided to highway employees Supervisor presented her report from Feb 8-21, 2013 #80 Motion by McNally seconded by LaBar to accept resolution to Authorize the Supervisor to sign a contract for Milfoil Removal Services with Aquatic Invasive Management for the 2013 season at a rate of $14,818. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. No-none. Carried 4-0. #81 Motion by McNally seconded by Klippel to approve Resolution to Authorize the Supervisor to sign a contract for Minerva Day Fireworks at a cost of $5,200.00. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. No-none. Carried 4-0. #82 Motion by Klippel seconded by LaBar to approve Resolution to Approve Local Law #1-2013 to Expand the Planning Board from 5-7 members. Carried 4-0. #83 Motion by LaBar seconded by McNally to approve Resolution to appoint James McNally as 2013 Minerva Ski Program bus driver. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. Nonone. Carried 4-0. #84 Motion by Klippel seconded by Mcnally to pay claims #13-72 with fund amounts: General Fund=$23,932.98; Highway Fund = $39,872.60; Parks $1,259.40; $1,008.29; Prepaid = $19,593.66; Grand Total = $85,666.93. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. No-none. Carried 40.

Town of Minerva

Regular Meeting

March 7, 2013

Supervisor Corey reported the bank has written a letter for a bad check issued by East Side and now will be going to State Police for court action. The Board reviewed the Annual Report. Highway report given by Mr. McGinn #85 Motion by McNally seconded by Klippel to accept MVFD&RS report for January 2013. Carried 4-0.

Public Comment #2: Ed Healy asked if any organizations are trying to tie in a snowmobile trail with Newcomb & Indian lake or Long Lake. Randy Mason stated an insert in the News Enterprise did not list any winter activities in Minerva. Councilman Comments: McNally requested a resolution to object to NYS gun law safe act. Klippel wants more facts Montgomery Corey wants to read the law in its entirety. No action taken. LaBar requested maps be available on Tuesday; he is in contact with Eurihea Speciale concerning highway project and will get a written offer. Klippel discussed generator quotes for maintenance. #86 Motion by LaBar seconded by Klippel to go into executive session for the purpose of personnel matter regarding the discipline of a particular employee at 9:01pm. Carried 4-0. #87 #88 Motion by LaBar seconded by Klippel to come out of executive session at 9:30pm. Carried 4-0. Motion by McNally seconded by LaBar to adjourn at 9:31pm. Carried 4-0.

Diana Mason, Clerk

Town of Minerva

Regular Meeting

March 7, 2013

10

Resolution No. _______

TOWN OF MINERVA

March 7, 2013 Regular Board Meeting

Resolution to Authorize the Supervisor to advertise for letters of interest to operate the Concession Stand at Donnelly Beach for the 2013 season. The following resolution was offered by _________________ who moved its adoption: WHEREAS Minerva Lake is an asset for the residents of the Town of Minerva and WHEREAS the Town of Minerva annually seeks a contractor to run the concession stand at Donnelly Beach. NOW BE IT RESOLVED that the Town Board of the Town of Minerva authorizes the Town Supervisor to advertise for a concession stand contractor for the 2013 season. This resolution was duly seconded by _____________________. A roll call vote was taken with the following results: AYES: _______Dubay ________LaBar ________Klippel ________McNally ________Montgomery Corey NOES: _______Dubay ________LaBar ________Klippel ________McNally ________Montgomery Corey

As the duly elected Town Clerk of the municipality known as the Town of Minerva, I do hereby certify the following resolution was offered and duly seconded at the regular bimonthly board meeting held on ____________________with the results of said resolution noted above. Dated:_____________________ Signature______________________________ Diana Mason, Town Clerk

TOWN SEAL

Town of Minerva

Regular Meeting

March 7, 2013

11

Resolution No. _______

TOWN OF MINERVA

March 7, 2013 Regular Board Meeting

Resolution to Authorize the Supervisor to Sign an Contract for DOT and Regular Physical Examinations The following resolution was offered by _________________ who moved its adoption: Whereas the Town of Minerva has contracted with Hudson Headwaters Health Network for physical examinations for its employees; and Whereas Hudson Headwaters proposes to continue that agreement with a per physical cost of $137 for DOT physicals and $100 for regular physicals; and Whereas the Towns policy has been to ask employees to submit the claim for physicals to their insurer with the Town reimbursing them for the cost of the office visit co-pay and, in cases where they have no insurance, for the full cost of the visit; Now be it resolved that the Town Board of the Town of Minerva authorizes the Supervisor to sign an agreement with Hudson Headwaters for 2013. This resolution was duly seconded by _____________________. A roll call vote was taken with the following results: AYES: _______Dubay ________Klippel ________LaBar ________McNally ________Montgomery Corey NOES: _______Dubay ________Klippel ________LaBar ________McNally ________Montgomery Corey As the duly elected Town Clerk of the municipality known as the Town of Minerva, I do hereby certify the following resolution was offered and duly seconded at the regular bimonthly board meeting held on ____________________with the results of said resolution noted above. Dated:_____________________ Signature______________________________ Diana Mason, Town Clerk

Town of Minerva

Regular Meeting

March 7, 2013

12

Resolution No. _______

TOWN OF MINERVA

March 7, 2013 Regular Meeting

Resolution to Authorize Minerva Central School to Use Brannon Field for the 2013 Softball Season The following resolution was offered by _________________ who moved its adoption: Whereas the Town of Minerva maintains a baseball field at Brannon Field which is used by the Minerva Little League and Minerva Central School Softball teams; and Whereas Minerva Central School has requested the use of the field for the 2013 season for softball games and practices; Now be it resolved that the Town Board of the Town of Minerva authorizes Minerva Central School to use Brannon Field for its practices and games in 2013 with the understanding that Minerva Central School will assist with the mowing and maintenance of the field during the softball season and will provide all appropriate insurance for players and spectators during the season. The Town agrees, through this resolution, to provide port-a-potty services during the season. This resolution was duly seconded by _____________________. A roll call vote was taken with the following results: AYES: _______Dubay ________LaBar ________Klippel ________McNally ________Montgomery Corey NOES: _______Dubay ________LaBar ________Klippel ________McNally ________Montgomery Corey As the duly elected Town Clerk of the municipality known as the Town of Minerva, I do hereby certify the following resolution was offered and duly seconded at the regular bimonthly board meeting held on ____________________with the results of said resolution noted above. Dated:_____________________ Signature______________________________ Diana Mason, Town Clerk

TOWN SEAL

Town of Minerva

Regular Meeting

March 7, 2013

13

Town of Minerva

Regular Meeting

March 7, 2013

14