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Town of Hardenburgh
Organizational and Regular Meeting
January 11, 2018 7:00 PM
Town Hall, 51 Rider Hollow Road, Arkville, NY 12406

Present:   Supervisor Fairbairn and Councilpersons Bellows,O’Reilly, Sackel and Schluter.
Also present: Highway Superintendent Charles Storms,Code Enforcement Officer Karl von Hassel, Town Clerk Thomas Delehanty, Silvano Panozzo.

Supervisor Fairbairn called the meeting to order at 7:00 PM and Councilman Sackel led the Pledge of Allegiance.

ORGANIZATIONAL MEETING / BUSINESS

Supervisor Fairbairn moved by Resolution to accept the following Committee appointments:
1. Highway Committee: Councilperson Bellows and Supervisor Fairbairn;
2. Emergency Preparedness Committee: Councilman Sackel and Supervisor Fairbairn;
3. Building Committee: Councilman Schluter and Supervisor Fairbairn;
4. Refuse Committee: Councilperson O'Reilly and Supervisor Fairbairn;
5. Administration of Sexual Harassment Policy: Councilperson Bellows and Supervisor
Fairbairn;
6. Judicial Oversight Committee: Councilman Schluter and Supervisor Fairbairn;
7. Ethics Committee: Supervisor Fairbairn and two other members to be found.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-1 adopted.

Supervisor Fairbairn moved by Resolution to accept the following Individual appointments:
1. Deputy Supervisor: Councilman Sackel;
2. Second Signatory for checks totaling more than $50,000: Councilman Schluter;
3. Animal Control Officer: Theo Martin - salary $780.00 per year paid annually;
4. Code Enforcement Officer: Karl von Hassel – salary $5,100 per year paid monthly;
5. Flood Plain Administrators: CEO Karl von Hassel and Supervisor Fairbairn;
6. Solid Waste Attendant & Refuse Officer: Linda Utter and Deputy Mary Rampe - $13.75 per hour paid bi-weekly;
7. Deputy Town Clerk / Tax Collector: Lisa Sackel - $13.75 per hour paid on monthly payroll.
8. Supervisor's Bookkeeper: Russell Schebesta - $10,550.00 per year paid monthly;
9. Planning Board: for a term of seven (7) years - looking for volunteer; Bill Scholl - Chairman;
10. Zoning Board of Appeals: for a term of three (3) years – Reappoint Linda Utter;Chairperson Debra Storms;
11. Drug and Alcohol Coordinator: Highway Superintendent Storms;
12. Historian: Thomas Delehanty - $13.75 per hour, with a cap of $200.00 per year -paid upon submission of a time sheet of hours worked with an explanation of tasks performed;
13. Attorney for the Town: Stephanie Whidden Esq.;
14. Budget Officer: Supervisor Jerry Fairbairn, salary $1,200 per year;
15. Assessor: Michael Sommer - $9,180.00 per year, paid quarterly;
16. Civil Defense Director: Supervisor Fairbairn;
17. Assessor Clerk - Thomas Delehanty $13.75 per hour, also authorized to attend Assessor-related training with charge backs of mileage per federal allocation andfood and lodging per Ulster County per diem amounts - payroll to be paid onmonthly payroll and training costs by voucher;
18. Safety Net Officer - Supervisor Fairbairn;
19. Conservation Advisory Council - Scott Gould - re-appointed for 2018;
20. Board of Assessment Review - Re- Appointment of Stephanie Seminara - Still short one member due to move from jurisdiction by current member;
21. All hourly pay rates above become effective on the first pertinent payroll of 2018.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-2 adopted.

Supervisor Fairbairn moved by Resolutionto accept the following pay rates:

1. Mileage rate - Federal rate of 54.5 cents per mile;
2. Town Highway Full Time Employees (Motor Equipment Operators): HighwaySuperintendant hasinformed us that Spencer Carlson has been assigned a permanent MEO positionto fill a vacated position at a rate of $15.00 per hour. SSNs ending in XXXX andXXXX shall receive a raise of 30 cents per hour. SSN ending in XXXX shall receive a raise of 75 cents per hour. (All SSNs redacted.) Remaining full-time Highway permanent shall be paid their current rates. All permanent highway employees in adherence to Highway Policy incentive rates. These rates shall become effective commencingon January 8, 2018 payroll;
3. Three (3) part-time/summer help Tier I employees - $14.00 per hour, no additional benefits;
4. Three (3) Highway Part-Time Tier II employees - $29.50 per hour, no additional benefits.
5. Board of Assessment Review - $14.75 per hour, inclusive of required training hoursplus mileage to/from training. Board shall meet at Town Hall, 51 Rider Hollow Road,Arkville NY 12406. The Board shall meet for a period of two (2) hours minimum and shall be extended, if necessary, to address all complaints. The Meeting date is set by Town of Hardenburgh enacted Local Law;
6. Building & Maintenance Worker II - $29.50 per hour for up to (2) employees;
7. Housekeeping Services - $18.75 per hour;
8. Registrar of Vital Statistics, Records Management Officer, Records Access Clerk – additional duties of Town Clerk, $200 per annum paid at end of year.
9. Planning Board and Zoning Board of Appeals Chairs - $100, paid at end of year with voucher.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-3 adopted.

Supervisor Fairbairn moved by Resolution to accept the following General Provisions:
1. Highway Payroll and Highway Superintendent shall be paid every 14 days, ending
Sundays @ 11:59 PM;
2. General Payroll shall be paid bi-weekly, monthly, quarterly and yearly;
3. Town Clerk shall have two (2) petty cash funds of $100.00 each;
4. Town Justice shall have a petty cash fund of $100.00 and be authorized a
checking account at a banking facility of his choice;
5. Regular Town Board Meetings shall be held on the second Thursday of each
month. Special Town Board Meetings shall be convened following pertinent
Town Law;
6. Planning Board Meetings shall be convened the third Wednesday of the month;
7. Zoning Board of Appeals Meetings shall be convened at the discretion of the
Chairperson and as business dictates.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-4 adopted.

Supervisor Fairbairn moved by Resolution to authorize full health insurance coverage to the Office of Town Clerk/Collector, full time permanent Highway Employees and their families, a stipend for additional coverage under Medicare for the Highway Superintendent (per Resolution 17-8), payment for health insurance coverage from a NYS initiated program for low paid employees to Highway permanent employee SSN ending in XXXX (redacted), Office of the Supervisor in compliance with Resolution 17-7, and including full health insurance for Spencer Carlson to be initiated immediately waiving current Highway Policy waiting period clause.

Discussion. Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-5 adopted.

Supervisor Fairbairn moved by Resolution to allow the Highway Superintendent to authorize overtime for the Highway Employees as he deems necessary to ensure a safe and passable Highway system.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-6 adopted.

Supervisor Fairbairn moved by Resolution to certify the pay rates of elected Town Officials as advertised and reflected in the 2018 Certified Budget per Town Law.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-7 adopted.

Supervisor Fairbairn moved by Resolution to authorize the Catskill Mountain News as the Town’s official publication, and the National Bank and Trust Company of Norwich as the official depository of the Town,with the Bank of New York as Third Party Custodian.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-8 adopted.

Supervisor Fairbairn moved by Resolution to authorize the following individuals to write checks and transfer monies for their respective accounts at their respective banks: Supervisor Fairbairn, Deputy Supervisor Sackel, Town Clerk/Collector Thomas Delehanty and Town Justice Thomas Engel. (Second signatory for checks over the amount of $50,000 – Councilman Schluter – see Resolution 18-1)

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-9 adopted.

Supervisor Fairbairn offered the following Resolution:

WHEREAS there exists an agreement dated January 1,1988 by and between the Board of Fire Commissioners of the Beaverkill Valley Fire District and the Town of Hardenburgh to provide fire protection to the Town of Hardenburgh Fire Protection District of the said Town, and

WHEREAS, the said Board of Fire Commissioners have agreed to renew such an agreement in its entirety for a period of one(1) year beginning January 1,2018 through December 31,2018 with the same terms and conditions,

BE IT RESOLVED, that pursuant to Section 209-d of the General Municipal Law said agreement shall be approved, and

BE IT FURTHER RESOLVED, that the Supervisor of the Town shall be authorized to sign the agreement on behalf of the Town.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-10adopted.

Supervisor Fairbairn moved by Resolution to accept all of the Town of Hardenburgh’s policies for the year of 2018 that were in effect as of December 31,2017. Changes in policies shall be formulated as the need arises.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-11 adopted.

REGULAR MEETING / BUSINESS

HAZARD MITIGATION PLAN: Supervisor Fairbairn offered the following Resolution:

WHEREAS: The Town of Hardenburgh, with the assistance from URS Corp, AECOM, has gathered information and prepared the Ulster County Multi-Jurisdictional Hazard Mitigation Plan, and
WHEREAS: The Ulster County Multi-Jurisdictional Hazard Mitigation Plan has been prepared in accordance with the Disaster Mitigation Act of 2000, and
WHEREAS: The Town of Hardenburgh is a local unit of government that has afforded its citizens an opportunity to comment and provide input in thePlan and the actions in the Plan, and
WHEREAS: The Town of Hardenburgh has reviewed the Plan and affirm that the Plan will be updated no less than every five (5) years.
BE IT RESOLVED THAT: On the 11th day of January 2018 the Town ofHardenburgh by a majority vote of its Town Council adopts the Ulster County Multi-Jurisdictional Hazard Mitigation Plan as this jurisdiction's Natural Hazard Mitigation Plan, and resolves to execute theactions in the Plan.

Resolution seconded by Councilman Sackel.

Roll Call Vote:

Councilperson Sherry Bellows: Yes
Councilperson Wendy O’Reilly: Yes
Councilman John Sackel: Yes
Councilman Bill Schluter: Yes
Supervisor Jerry Fairbairn: Yes

Resolution 18-12 adopted.

MINUTES CORRECTION: Supervisor Fairbairnmoved to correct the minutes of the 12/14/17 Regular Meeting. Motion seconded by Councilman Schluter and passed with all in favor. Supervisor Fairbairn moved to accept the 12/14 minutes as written. Motion seconded by Councilman Schluter and passed with all in favor. Supervisor Fairbairn moved to correct the minutes of the 12/26/17Special Year-End Meeting. Motion seconded by Councilman Schluter and passed with all in favor except Councilperson O’Reilly, who abstained because she left early on 12/26. Correction: under Highway, Kyle Brewer is being promoted to “Foreman ofMEOs and Laborers and Ulster County Dept. of Personnel job description of same.” Supervisor Fairbairn moved to accept the 12/26 minutes as corrected. Motion seconded by Councilman Schluter and passed with all in favor except Councilperson O’Reilly, who abstained.

INSURANCE: Discussion of Town’s General Liability Insurance. Questions regarding maximum liability exposure.

BILLS:

Supervisor Fairbairn made a motion to audit the bills, which was seconded by Councilperson Bellowsand passed with all in favor. Supervisor Fairbairn made a motion to accept the bills as audited, which was seconded by Councilman Sackel and passed with all in favor. Vouchers approved for payment were General #1-19 totaling $79,247.40 and Highway 2017#233-241plus 2018 #1-4totaling $23,484.92.

HIGHWAY BUSINESS::

A. Presentation by Highway Superintendent Storms.

B. Have the Board members received the confidential document? Yes.

FEMA:

CFO has received “Blue Book with P-4” for DR-NY-4029 PW 8303. Will require additional documentation review.

RISING COMMUNITY RECONSTRUCTION PROGRAM:

A. From Greenman-Pedersen (Generators) – cost to re-bid $7,524.00.

B. From GOSR – re. environmental clearance for 4-bridge project.

REVENUES:

From Ulster County, sales tax, 9-11/2017, check for $9,298.54.

FYI:

Information from Association of Towns regarding permitting of fireworks.

JUSTICE: : no monthly info yet.

HIGHWAY:

1. Discussion of proposed physical examination requirement for full-time Highway employees.

2. Supervisor Fairbairn issued the following statement:

As Town Supervisor and in concert with supporting NYS Town Law I am directing Councilperson Wendy O'Reilly to recuse herself from any and all discussions and Town Board decisions regarding possible biannual physicals for permanent Highway Employees. This edict is issued as a result of direct conflict of interest by the aforementioned individual as she is an employee of our Town's General Liability Insurance Provider.

Discussion.

SPEAK TIME: Quiet.

Councilman Sackelmade a motion to adjourn at 7:46 PM, which wasseconded by Councilperson O’Reillyand passed with all in favor.

Next meeting: Regular February Meeting,February 8, 7 PM at Town Hall.

Date: January 15, 2018

Thomas Delehanty, Town Clerk