A SPECIAL TOWN BOARD MEETING WAS HELD ON SATURDAY, FEBRUARY 25, 2017 AT THE TOWN HALL COMMENCING AT 10:00 A.M.
PRESENT
DANA HAFF, SUPERVISOR
ELIZABETH FOOTE, COUNCILWOMAN
BARBARA BEECHER, COUNCILWOMAN
ABSENT
ROBERT DILLON, COUNCILMAN
MICHAEL DEYOE, COUNCILMAN
ALSO PRESENT
DENISE PETTEYS, RMC TOWN CLERK
THE REGULAR TOWN BOARD MEETING SCHEDULED FOR FEBRUARY 21, 2017 WAS NOT ABLE TO BE CONDUCTED DUE TO A LACK OF QUORUM.
AUDIT WAS CONDUCTED PRIOR TO THE MEETING – WITH 3 BOARD MEMBER SIGNATURES.
SUPERVISOR HAFF CALLED THE MEETING TO ORDER AT 10:00 A.M.
PLEDGE
A MOMENT OF SILENCE WAS OBSERVED FOR ADRIENNE BATTEASE, DEBBIE REYNOLDS, PETER STREIT, HENRY GALLINARI AND ANDRE DUVAL II ALL WHOM PASSED AWAY RECENTLY.
TOWN BOARD ROLL CALL WAS MADE WITH ROBERT DILLON AND MICHAEL DEYOE ABSENT.
PAYMENT OF BILLS
RESOLUTION NO. 17036
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN BEECHER, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED THAT THE AUTHORIZED BILLS BE PAID ON ABSTRACT #2 IN THE FOLLOWING AMOUNTS:
HIGHWAY VOUCHER #11-36 $ 26,383.16
YOUTH NONE
GENERAL VOUCHER #37-58 $162,152.01
SUPERVISOR’S REPORT
RESOLUTION NO. 17037
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO ACCEPT THE SUPERVISOR’S REPORT FOR JANUARY 2017.
RESOLUTION NO. 17038
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO ACCEPT THE SUPERVISOR’S REPORT FOR END OF YEAR 2016 WITH THE FOLLOWING AMENDMENTS:
A1990.4 CONTINGENT ACCOUNT – $ 540.00
A1460.2 RECORDS MGMT CONTR EXP +$ 450.00
A3620.4 ENFORCEMENT OFFICER – CONTR EXP +$ 10.00
A5010.4 HIGHWAY – CONTR EXP +$ 80.00
A5132.2 GARAGE IMPROVEMENTS -$ 251.00
FEBRUARY 25, 2017 SPECIAL TB MEETING PG. 2 OF 4
A5132.4 HIGHWAY GARAGE, CONTR EXP -$ 3,511.00
A99509 TRANSFER TO BLDG CAPITAL +$ 3,762.00
TOWN CLERK REPORT
RESOLUTION NO. 17039
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO ACCEPT THE TOWN CLERK REPORT.
MINUTE REVIEW
RESOLUTION NO. 17040
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO ACCEPT THE REGULAR TOWN BOARD MINUTES FOR JANUARY 10, 2017, THE SPECIAL TOWN BOARD MINUTES FOR JANUARY 31, 2017 AND THE YOUTH COMMISSION MINUTES FOR JANUARY 2, 2017.
COMPTROLLER’S AUDIT
SUPERVISOR HAFF SAID THAT THE NEW YORK STATE COMPTROLLER’S AUDIT OF THE TOWN OF HARTFORD HAS BEEN RELEASED ONLINE. THE TOWN CLERK PRESENTED COPIES TO THE BOARD SO THIS IS THE DATE OF RELEASE. NOW THE TOWN BOARD HAS 90 DAYS, MAY 25, 2017, TO COME UP WITH CORRECTIVE ACTION. SUPERVISOR HAFF SAID THE CORRECTIVE ACTION IS MORE DETAILED AND MAY INDICATE WHERE THE TOWN HAS SOME WEAKNESSES. SO THE CORRECTIVE ACTION IS NOT A PUBLIC DOCUMENT. HE SAID THAT JOEL AND HIMSELF WILL WORK ON IT AND THEN THE TOWN BOARD WILL NEED TO MEET IN A CONFIDENTIAL SESSION IN THE FUTURE AND AGREE ON IT. SUPERVISOR HAFF SAID THAT THE TOWN IS IN GOOD SHAPE.
NYMIR INSURANCE RENEWAL
SUPERVISOR HAFF SAID THAT THE TOWN’S INSURANCE POLICY IS UP FOR RENEWAL. HE SAID THAT GREG BROWN, HIGHWAY SUPERINTENDENT DISCOVERED AN ERROR IN THE POLICY. SUPERVISOR HAFF SAID HE NOTIFIED THE COUNTY AS WELL. THEY THINK THAT THEY HAVE ALSO BEEN DOING THE SAME THING. HE SAID THAT HE IS VERY UPSET WITH NYMIR. SUPERVISOR HAFF DISCUSSED SPECIFIC TRUCKS AND INSURANCE COVERAGES IN DETAIL.
HE SAID THAT THE TOWN BELIEVED NYMIR WOULD PAY TO REPLACE THE VEHICLES BASED ON THE VALUE THE TOWN SET FOR EACH VEHICLE AND THEN NYMIR SETS ITS CHARGES BASED ON HOW MUCH COVERAGE THE TOWN WANTED TO BUY. TURNS OUT NYMIR WILL ONLY COVER THE CURRENT SALE VALUE OF THE EQUIPMENT, NOT THE REPLACEMENT COST FOR VEHICLES MORE THEN 10 YEARS OLD. FOR EXAMPLE OUR 1993 PLOW TRUCK THAT THE TOWN INSURED FOR $76,000, IF LOST, WOULD ONLY BRING $2,500, WHICH IS THE CURRENT VALUE.
ONCE THE HIGHWAY TRUCKS ARE OVER 10 YEARS OLD, NYMIR WILL NO LONGER GIVE THE TOWN REPLACEMENT COST. OTHER EQUIPMENT DEPRECIATES BUT VEHICLES FOLLOW THIS RULE. SUPERVISOR HAFF SAID THAT HE WILL BE SHOPPING THE TOWN’S INSURANCE – OTHER AGENCIES CARRY MUNICIPAL PROPERTY AND CASUALTY INSURANCE.
FEBRUARY 25, 2017 SPECIAL TB MEETING PG. 3 OF 4
RESOLUTION NO. 17041
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN BEECHER, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO AUTHORIZE SUPERVISOR HAFF TO SIGN TO RENEW THE NYMIR INSURANCE POLICY WITH THE VEHICLE REPLACEMENT CORRECTIONS.
ENLISTMENT CENTER GRANT APPOINTMENT
SUPERVISOR HAFF SAID THAT HE, PETER SWANO, PRESIDENT OF THE HARTFORD HISTORICAL SOCIETY, AND RUSS WADE MET AT THE MUSEUM/ ENLISTMENT CENTER TO DISCUSS THE PROPOSED RESTORE/ REHABILITATION WORK. THE TOWN IS LOOKING TO HAVE BLUE PRINTS DRAWN UP SO WHEN THE WORK IS PUT OUT TO BID, ALL BIDDERS WILL BE LOOKING AT THE SAME SCOPE OF WORK THE TOWN WANTS. HE BELIEVES THE BLUEPRINTS WILL REQUIRE AN ENGINEER STAMP SINCE THE PROPERTY WILL BE ACCESSIBLE BY THE PUBLIC. SUPERVISOR HAFF SAID THAT HE WOULD LIKE PETER SWANO TO BE APPOINTED AS PROJECT MANAGER FOR THE GRANT TO HANDLE THE DAY TO DAY PAPERWORK. THE TOWN BOARD WILL STILL BE AUDITING THE BILLS FOR THE PROJECT ETC.
RESOLUTION NO. 17042
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO APPOINT PETER SWANO AS ENLISTMENT CENTER SAM GRANT #7761 PROJECT MANAGER.
CYBER POLICY
SUPERVISOR HAFF DISCUSSED AN UPDATE TO THE TOWN’S CURRENT CYBER SECURITY CITIZENS’ NOTIFICATION POLICY. THE COMPTROLLER REFERS TO IT AS BREACH NOTIFICATION POLICY.
RESOLUTION NO. 17043
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO ADOPT THE UPDATED CYBER SECURITY CITIZEN’S NOTIFICATION/ BREACH NOTIFICATION POLICY.
RESCHEDULE TOWN BOARD MEETING
RESOLUTION NO. 17044
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN BEECHER, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO RESCHEDULE THE REGULAR MARCH TOWN BOARD MEETING TO TUESDAY MARCH 21, 2017 AT 7:00 P.M.
JOHN DEERE 4440 TRACTOR
SUPERVISOR HAFF SAID THAT GREG BROWN HAS REQUESTED THE TOWN BOARD CONSIDER THE PURCHASE OF TOWN OF WHITEHALL’S 1980 4440 JOHN DEERE TRACTOR WITH 9000 HOURS ON IT. IN 2006 STOKOWSKI’S INSTALLED A REMANUFACTURED MOTOR THAT HAS 2500 HOURS ON IT. THE TRACTOR HAD NEW TIRES IN 2016, A HYDRAULIC PUMP WAS REBUILT AND HAS 3800 HOURS ON IT. THE PURCHASE WOULD NOT REQUIRE BIDDING SINCE BUYING FROM ANOTHER TOWN. THE TOWN WOULD LIKE TO DECLARE OUR 2004 JX85 CASE/INTERNATIONAL TRACTOR AND OUR FRONT MOUNT M-B MODEL H-T TRACTOR BROOM SURPLUS AND SELL THEM THROUGH AUCTIONS INTERNATIONAL. HE WOULD LIKE TO GET BIDS FOR A FRONT MOUNT TRUCK BROOM TO REPLACE THE TRACTOR BROOM.
FEBRUARY 25, 2017 SPECIAL TB MEETING PG. 4 OF 4
RESOLUTION NO. 17045
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO APPROVE PURCHASE OF 1980 JOHN DEERE 4440 TRACTOR FROM THE TOWN OF WHITEHALL FOR UP TO $17,000 AND BE IT FURTHER
RESOLVED THAT GREG BROWN OBTAIN UP TO A $17,000 CHECK FROM JOEL CARPENTER, SUPERVISOR’S CLERK FOR THIS PURCHASE.
RESOLUTION NO. 17046
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN BEECHER, THE FOLLOWING RESOLUTION WAS ADOPTED 3 AYES, 0 NAYS, 2 ABSENT (DILLON, DEYOE). VOTING AYE, SUPERVISOR HAFF, COUNCILWOMAN BEECHER AND COUNCILWOMAN FOOTE.
RESOLVED TO DECLARE THE TOWN’S 2004 JX85 CASE/INTERNATIONAL TRACTOR AND FRONT MOUNT M-B MODEL H-T TRACTOR BROOM SURPLUS AND DISPOSE OF THEM THROUGH AUCTION’S INTERNATIONAL.
ON MOTION OF SUPERVISOR HAFF, 2ND BY COUNCILWOMAN FOOTE THE MEETING WAS ADJOURNED AT 10:25A.M.
RESPECTFULLY SUBMITTED, ________________________DENISE PETTEYS, RMC TOWN CLERK
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SUPERVISOR HAFF COUNCILWOMAN FOOTE
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COUNCILWOMAN BEECHER