TOWN OF SOUTHEAST 1360 Route 22, Brewster, New York Thursday, July 12, 2018 EXECUTIVE SESSION 6:30 P.M. WORK SESSION / REGULAR MEETING 7:00 P.M.

Transcription

1 TOWN OF SOUTHEAST 1360 Route 22, Brewster, New York Thursday, July 12, 2018 EXECUTIVE SESSION 6:30 P.M. WORK SESSION / REGULAR MEETING 7:00 P.M. Pledge of Allegiance Notation of Exits Turn Off/Put on Vibrate All Electronic Devices Present: Supervisor Tony Hay Councilman John Lord Councilwoman Elizabeth Hudak Councilwoman Lynne Eckardt Councilman Edwin Alvarez Also: Town Clerk Michele Stancati Town Attorney Willis H. Stephens Jr. And: 7 Persons EXECUTIVE SESSION Supervisor Hay made a motion to open the meeting and go into Executive Session for Personnel Matters. Councilwoman Eckardt seconded. All in favor. Supervisor Hay made a motion to close the Executive Session where no decisions were made and Councilwoman Hudak seconded. All in favor. PUBLIC HEARING Supervisor Hay made a motion to open the Public Hearing and waive the reading of the Public Notice. Councilwoman Hudak seconded. All in favor.

2 67 Main St. CFA Grant Mr. Victor Cornelius explained that he is here in regard to the Community Development Block Grant request for the Restoration of Old Town Hall. It is only eligible for projects that are ADA accessible. The request is for $538, and Old Town Hall will have to match 10% of the grant. Mr. Cornelius feels they can do that independently. The grant will be used to make the building ADA accessible, for an elevator to the second floor and construction of a bathroom. Councilwoman Eckardt stated she has been very involved with the Arts Coalition and it has been vetted and vetted. The plans are beautiful and it gets better and better and she can t wait till it opens. Supervisor Hay asked about a voice vote approving the submission of the request and if a resolution is sufficient. Mr. Cornelius stated yes. Councilman Lord asked if he can see the plans and the request that is being submitted. Mr. Cornelius stated that yes, he can get a copy of it to the Town Board, it s pretty simple and straight forward, mostly engineering. It has to be submitted by July 27, Councilman Lord asked if this was originally put forward by the Arts Coalition and Mr. Cornelius stated that additionally there will be a resolution tonight with regards to a grant they are putting forth because they are a non for profit located within the Village and we believe they are eligible for 75% funding from the NYS Parks and Recreation Fund and they are requesting for continued restoration for the building separate from the ADA restoration. Supervisor Hay made a motion to close the Public Hearing and Councilman Alvarez seconded. All in favor. Discussion - CHIPS Disbursements WORK SESSION There was a discussion about the procedure the Town Highway Superintendent is required to follow to spend State money, CHIPS money, on Town roadways. The Town Board asked Mr. Bruen to please prepare the paper work with the Town Roads to be done and the amount of money to be used, so it can be put on the next agenda and approved and the work can be done as soon as possible. Discussion - Vehicle Policy There was a discussion about the need to change the Vehicle Policy law under number 6, so that it states that the Highway Superintendent is allowed to have a single twenty-four hour take home vehicle for Town business, and/or incidental personal use within the Town, and if going out of Town with a town vehicle, the Supervisor needs to be notified.

3 Discussion Gas and Diesel Fuel Distribution The Town Board stated that they would like a detailed fuel distribution log sheet with day, time, gallons, and where the diesel was distributed to. The log shall be submitted to the Accounting department the first day of each month and shall go into effect no later than 12 noon on July 23, The Putnam County Consumer Affairs, Weights and Measures department shall be asked to calibrate the meters at the Southeast Highway department to ensure accuracy. Discussion Chapter 72 Farmers Markets The Supervisor explained that the County asked that we change some minor wording changes in our Farmers Market Law. He stated that it really doesn t affect us in any way, and he will schedule a public hearing to review it. Discussion Putnam County Taxi and Limousine Supervisor Hay explained that currently cities, town, and villages are authorized to regulate taxi cabs and limousines, but counties generally do not. The county is exploring the possibility and potential benefit of a county-wide Taxi and Limousine Commission because of the lack of reciprocity between Putnam and Westchester County and asked for the Town s opinion. The Town Board decided to put it on a work session and to get more information on both sides. REGULAR MEETING Supervisor Hay made a motion to open the Regular Meeting and Councilman Lord seconded. All in favor. RESOLUTION VEHICLE POLICY The Town Board decided to defer this resolution until the next meeting. RESOLUTION NO. _37_ / 2018 MISCELLANEOUS DIESEL FUEL AND MISCELLANEOUS GAS DISTRIBUTION TRACKING INTRODUCED BY: Supervisor Hay SECONDED BY: Councilman John Lord

4 WHEREAS, it is the sense of this Town Board that tight inventory controls are essential to ensuring the proper use and application of materials and commodities purchased with taxpayer funds and utilized in the furtherance of the public welfare; and WHEREAS, the Town Highway Department fuel dispensaries are equipped with a keyed system that logs or accounts for the amount of fuel dispensed, by whom and to what vehicle; and WHEREAS, in a recent Accounting Department review of Highway Department fuel distribution for the period commencing January 1, 2018 and ending May 31, 2018, it was identified that 463 +/- gallons of diesel fuel was distributed and identified in the log as DIESEL and distributed via a miscellaneous key that does not specifically identify to where this diesel fuel was dispensed; and WHEREAS, the Town Board has been made aware that this diesel fuel was pumped into an auxiliary fuel tank that is attached to or located in the back of a 2006 Chevrolet Silverado Town owned vehicle; and WHEREAS, in order to get a better understanding of where this fuel was ultimately being distributed or dispensed, the Town Board sent a letter to the Highway Superintendent requesting detail and an accounting for the usage; and WHEREAS, the response from the Highway Superintendent was nebulous; and WHEREAS, given the foregoing, it is the desire of the Town Board to improve the accounting and inventory controls relating to fuel usage by the Highway Department. NOW, THEREFORE, BE IT RESOLVED, that henceforth, all gasoline and diesel dispensed from the Town of Southeast Highway Department fuel pumps, which is pumped into a container, auxiliary fuel tank, or anything other than a town vehicle having its own key, must abide by the following accounting procedures: Any Miscellaneous Gas and Miscellaneous Diesel disbursed from the Town Highway Garage Fuel tank with a Miscellaneous Keys shall require a detailed fuel distribution log sheet be kept at the time of disbursement. The logs shall include at a minimum: the day, date, number of gallons (amount dispensed), and a description of the vehicle/container/auxiliary tank to which fuel has been dispensed. The log shall include the purpose; i.e. if it s a five (5) gallon container - to fill weed whacker, chain saw, etc. If the disbursement is pumped into an auxiliary tank, a log must be kept in the vehicle and when fuel is dispensed from the auxiliary tank, the log must include the person pumping the fuel, day, date, time, number of gallons (amount) and description of equipment/vehicle to which the fuel was dispensed. The Highway Department shall be required to provide the log sheets identified in #1 above to the Town of Southeast Accounting Department monthly, on the first Town business day of each month, identifying all fuel disbursed during the previous week (Monday-Sunday). The Highway Department shall also provide the Southeast Accounting Department with FUELMASTER TRANSCATION LISTING, for both Miscellaneous Diesel and Miscellaneous Gas for the same period (See Attachments) Any Gas or Diesel pumped with a personal identification (Social Security #) similarly identified in #1 above will require the same reporting requirements. However, if no miscellaneous key fuel or personal key fuel is dispensed during that week as identified in #1 above, no such report shall be necessary for that week; and be it further

5 RESOLVED, that the Head Mechanic at the Highway Department shall install a fuel pump meter on the auxiliary fuel tank currently located on or attached to the back of the 2006 Chevrolet Silverado truck by no later than 12:00 noon on Monday, July 23, 2018, and be it further RESOLVED, the Town Board will request that the Putnam County Department of Consumer Affairs, Weights and Measures, calibrate the fuel pump meters at the Town Highway Department and the auxiliary fuel tank to ensure accuracy; and be it further RESOLVED, that this resolution shall take effect immediately. UPON A ROLL CALL VOTE: Councilman Alvarez Councilwoman Eckardt Councilwoman Hudak Councilman Lord Supervisor Hay VOTE: Resolution passed, by a vote of 5 to 0, _0 abstained. RESOLUTION NO. 38 / 2018 AUDIT OF JUSTICE COURT RECORDS INTRODUCED BY: Supervisor Hay SECONDED BY: Councilwoman Hudak WHEREAS, Section 2019-A of the Uniform Justice Court Act requires the annual examination and audit of local Justice Court records; and WHEREAS, the Town Board is in receipt of a report of the Town s independent accountant dated June 1, 2018 and has reviewed such report. NOW, THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Southeast hereby accepts the report of examination of the Town of Southeast Justice Courts for the period ending December 31, 2017 and certifies that the requirements of Section 2019-A have been fulfilled; AND BE IT FURTHER RESOLVED, that the Town Clerk is directed to enter a copy of this resolution into the minutes of this meeting and to forward a certified copy of this resolution together with a copy of the report dated June 1, 2018 to Joan Casazza, Internal Control Liaison, NYS Office of Court Administration, 2500 Pond View, Suite LL01, Castleton-on-Hudson, New York

6 Upon Roll Call Vote: Councilman Alvarez Councilwoman Eckardt Councilwoman Hudak Councilman Lord Supervisor Hay VOTE: carried by a vote of 5 in favor, 0 against; 0 abstained. RESOLUTION NO. 39 / 2018 PERFORMANCE BOND FOR EROSION & SEDIMENT CONTROL FOR LOWER TERRACE REALTY INTRODUCED BY: Supervisor Hay SECONDED BY: Councilwoman Hudak WHEREAS, the Town Board of the Town of Southeast is in receipt of a report and recommendation from the Town Engineer and referral from the Planning Board with respect to the Performance Security to be posted by the owner of LOWER TERRACE REALTY in connection with a site plan application relating to property located at 250 Route 22, Southeast Tax Map No (the Subject Premises ); and WHEREAS, the Planning Board Report has recommended that the performance security for the Subject Premises be established for this project in accordance with the advice of the Town s Consulting Engineer. NOW, THEREFORE, BE IT RESOLVED, that the bond amount shall be established for the project set forth below: PROJECT NAME: BOND AMOUNT: LOWER TERRACE REALTY Site Improvements $388, Erosion & Sediment Control $ 8, And be it further RESOLVED, that a certified copy of this resolution shall be transmitted by the Town Clerk to the Planning Board Secretary and Building Inspector forthwith.

7 UPON A ROLL CALL VOTE: Councilman Alvarez Councilwoman Eckardt Councilwoman Hudak Councilman Lord Supervisor Hay VOTE: carried by a vote of 5 in favor, 0 against; 0 abstained. Supervisor Hay made a motion to add the following resolution that wasn t on the original agenda. Councilwoman Hudak seconded. All in favor. RESOLUTION NO. _40 / 2018 RESOLUTION TO SUPPORT SOUTHEAST CULTURAL ARTS COALITION APPLICATION TO THE NEW YORK STATE OFFICE OF PARKS, RECREATION AND HISTORIC PRESERVATION FOR AN HISTORIC PRESERVATION PROJECTS GRANT INTRODUCED BY: Supervisor Hay SECONDED BY: Councilman Alvarez WHEREAS, the Town of Southeast Cultural Arts Coalition is applying to the New York State Office of Parks, Recreation and Historic Preservation (OPRHP) for a grant under the Environmental Protection Fund for an historic preservation project to be located at Old Town Hall in Brewster, NY, a site located within the territorial jurisdiction of this Board of the Town of Southeast, NY; and WHEREAS, as a requirement under the rules of this program, said not-for-profit corporation must obtain the "approval/endorsement of the Town of Southeast; NOW, THEREFORE, be it resolved by this august body that the Board of the Town of Southeast hereby does approve and endorse the application of the Town of Southeast Cultural Arts Coalition for a grant under the Environmental Protection Fund for an historic preservation project known as The Restoration of the Old Town Hall Historic Building Envelope and located within this community. UPON A ROLL CALL VOTE: Councilman Alvarez Councilwoman Eckardt Councilwoman Hudak Councilman Lord Supervisor Hay VOTE: Resolution passed, by a vote of 5, to 0, _0 abstained.

8 SET PUBLIC HERARING FOR CHAPTER 72 FARMERS MARKET Supervisor Hay made a motion to schedule a Public Hearing on Thursday, August 30, 2018 at 7:00 P.M. Councilwoman Hudak seconded. All in favor. PUBLIC COMMENT Resident Cathy McBride stated she is not happy with the garbage company recently, they have been leaving behind garbage on the street. It was suggested she call the garbage company or Special Districts to let them know. TOWN BOARD COMMENT Councilwoman Eckardt stated that she spoke with Sheriff Langley about speeding complaints in Brewster Heights. His office went out there and there were 21 vehicle stops and 15 summons issued. She applauded his office for their quick response. Councilwoman Eckardt stated that she and Councilman Lord went for a site walk on the proposed Northeast Logistics site and it was a beautiful piece of property. There will be another site walk on Monday for other Board members. Councilwoman Hudak thanked everyone, especially Councilman Alvarez, for all his work with the Fireworks. Councilwoman Eckardt stated that the traffic moved really well this time. Councilman Alvarez thanked the Fireworks Committee and everyone who attended. He also explained that it was done solely by donations and volunteers, no taxpayer money. Councilman Alvarez stated that public funds cannot be used for private events or causes. He thanked major contributors such as Lisi Towing, the Band Saving Athens, Carmel Winwater, DeCiccos, Coco Nails, Durante Rentals, Brewster Elks and Unilock. It costs $ a year to put on the fireworks, so please consider making a donation next year. Supervisor Hay apologized to Councilman Alvarez and confirmed that the Town has not given money for the fireworks in years. It was given as a startup years ago, but not since then. He also stated that Town Attorney Stephens will send a letter to the Comptrollers Office to find out if the Town can donate public funds to a Church Shelter in Brewster. Supervisor Hay stated that he sent a letter to the Sheriff asking for assistance at the Town Park because there have been behavioral problems and damage caused by some residents. Councilman Alvarez made a motion to close the meeting. All in favor. Respectfully Submitted, Michele Stancati Southeast Town Clerk

9