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1996-03-25 RGMAGENDA TOWN BOARD TOWN OF WAPPINGER MARCH 25, 1996 7:30 P.M. — — — — — — — — — — — — — — — — — — — — 1. SUPERVISOR CALL MEETING TO ORDER 2. ROLL CALL PLEDGE ALLEGIANCE TO FLAG 3. Accept Minutes Reg. Feb. 26, 1996 4. REPORTS OF OFFICERS: Sup/Compt Rec. of Taxes Town Justices Bldg. Insp. Zng. Adm. H. Supt. Dog Control Officer. 5 . PETITIONS & COMMUNICATIONS b. Resignations of: Ray Belding from Board of Assessment Review; Rob't Weber from Recreation Maintenance C. Tanveer Hussain re: Pump (Ejector) Station - Sewer charges; w/ response from J. Paggi, Eng. to Town d. Request for return of Escrow funds from Michael Levin, Blder, Lot #8 Woodland Ct., $1,000 e. Request for P.O. approval for new voting Machine & 2 Drills f. Proposed agreement w/ Dutchess Co. for Employee Counciling Services g. Matthew Rudikoff re: SEQRA Regulations Update h. T. Logan, Assessor, requests Board approval of Adjusted Base Proportions for School Districts i. Mark Liebermann, Fire Insp. requests permission to attend Annual Hudson Valley Code Enforement Officials Conference May 1-3, Fishkil Holiday Inn @ $135.00 j. Planning Bd. Recommendation to rezone all of the "Highway Office" District at Middlebush & Old Rte 9 to: "Highway Business" k. J. Paggi, Eng. to Twn.: Filed Map, Plan & Report for additional Collector lines for the WSI Area #4 - 3/13/96 1. Daniel M. Goldman, M.D., requests to become Tenant to Wapp. Park Water Dist. with retommendation from J. Paggi to direct Attorny to prepare necessary Resolution & Contract in. Mark Liebermann, Fire Insp. report on: ROE MOVERS violations of State Fire Code n. J. Paggi, Eng. to Twn.: Reports: (1) Tri -Muni Change Orders (2) Dana & Brian Place Drainage (3) Old Troy Rd. (4) Water supply Atlas well field (5) Sewer Costs (6) SHIPS Program .o. Enviroscience, Inc. re: Highway Garage Petroleum Spill p. Bid for Highway Snow Blower q. T. Logan, Corr. re: Correction for Sp.Dist. benefit assessment r. T. Massey Kent Rd., Re; modifying Police patrol./Speeding S. Sally Briggs, Osborne Hill Rd., Re: Community Swimming Pool t. Robert Ohlerking, Kent Rd., re: Drainage Ditches at 36 & 38 Kent Rc U. Supervisor requests permission to attend National Supervisors Conf V. J. Paggi, Eng to Town, Corr. re: Fleetwood Water system proposed production Well 6. COMMITTEE REPORTS 7. BONDS & LETTERS OF CREDIT Zng. Adm. Report 8. RESOLUTIONS a. Authorize Supervisor to sign Petition for Sewer Debt Exclusion b. Accept amendment4t Purchasing Policy c. Authorize Traffic Analysis d. Supervisor:approval of Allocation of Fund Balance e. Vacancies on Board of Assesoment Review f. Authorize Supervisor to sign agreement with NYCOM for Car Radio in Zng. Adm. vehicle g. Appoint Alternate Court Officers 9. UNFINISHED BUSINESS a. Arlene Cole re: Easement Trench - Rockingham - putting Town on Notice if Rats are disturbed 10. NEW BUSINESS 11. ADJOURNMENT 43 960325.RGM The Regular Meeting of the Town Board of the Town of Wappinger was held on March 25, 1996 at the Town Hall, 20 Middlebush Road, Wappingers Falls, New York. Present: Constance Smith, Supervisor Joseph Ruggiero, Councilman Robert Valdati, Councilman Vincent Bettina, Councilman June Visconti, Councilwoman t%, Elaine H. Snowden, Town Clerk Others Present: Albert Roberts, Attorney to the Town Joseph E. Paggi, Jr., Engineer to the Town Absent: Graham Foster, Highway MINUTES The Minutes of the Regular Meeting of February 26, 1996 having previously been forwarded to the Board Members, were now placed before them for their consideration. COUNCILWOMAN VISCONTI moved that the above Minutes as submitted by the Town Clerk be and they are hereby approved. Seconded by Mr. Ruggiero Motion Unanimously Carried Reports for the month of February were received from the Supervisor/Comptroller, Town Justices, Receiver of Taxes, Building Inspector, Zoning Administrator. Also the Annual Activities Report from Recreation. COUNCILWOMAN VISCONTI moved to accept the above reports and place them on file. Seconded by Mr. Valdati Motion Unanimously Carried PETITIONS & COMMUNICATIONS Due to a potential conflict of interests, a letter of resignation was received from Raymond Belding, as a Member of the Board of Assessment Review. COUNCILWOMAN VISCONTI moved to accept the letter of resignation Page 1 44 960325.RGM from Raymond Belding and request the Town Clerk send him a letter of thanks. Seconded by Mr. Bettina Motion Unanimously Carried Also received was a letter of resignation from Robert Weber of Recreation Maintenance. COUNCILWOMAN VISCONTI moved to accept the letter of Resignation from Robert Weber of Recreation Maintenance. Seconded by Mr. Bettina Motion Unanimously Carried Correspondence from Tanveer Hussain with several questions regarding Sewer charges and the Pump station sitting on his property. (1) What are the Town's plans in regard to this pump station, will it ever be moved from his property, if yes, when. (2) Till it sits on his property, will the Town of Wappinger do anything to change its looks & appearance. (3) As long as this pump station is sitting on his property, will the Town of Wappinger compensate him somehow. In his reply to the Town Board, Mr. Paggi, Engineer to the Town stated that we are aware of Mr. Hussain's feelings regarding the sewage ejector station that exists on Bell Air Lane. As you know this ejector station existed as part of the subdivision from its inception. The removal of this ejector station would be accomplished once the Phase 3A of the Wappinger Sewer Transmission/Treatment Improvement Area is completed. Until that time, it would appear that the ejector station will need to remain at its permanent position. COUNCILWOMAN VISCONTI moved to accept the correspondence and ` place it on file and authorize Mr. Paggi, Engineer to the Town send a letter to Mr. Hussain informing his that there is no compensation to him as long as the pump station remains on his property. Page 2 Seconded by Mr. Ruggiero 45 960325.RGM Motion Unanimously Carried A request for the return of Escrow in the amount of $1,000 was received from Builder, Michael Levine, Lot #8 Woodland Court. COUNCILMAN VALDATI moved to approve the return of Escrow in Lm the amount of $1,000 to Michael Levine, Lot #8 Woodland Court, based on the recommendation of Graham Foster, Highway Superintendent. Seconded by Mrs. Visconti Motion Unanimously Carried A request from Mrs. Snowden, Town Clerk for a P.O. for $2,000 for the purchase of a new voting machine and $1,190 for the two drills, payable to Voting Machine Service Center Inc. COUNCILWOMAN VISCONTI moved to approve the P.O. for $2,000 for the purchase of a new voting machine and $1,190 for two drills, payable to Voting Machine Service Center, Inc. as requested by Mrs. Snowden, Town Clerk. Seconded by Mr. Bettina Motion Unanimously Carried The next item for the Boards consideration is the proposed agreement with Dutchess County for Employee Assistance Program and the Town of Wappinger. COUNCILWOMAN VISCONTI moved to approve the agreement with Dutchess County for Employee Assistance Program and the Town of Wappinger, and authorize the Supervisor to sign. Seconded by Mr. Valdati Motion Unanimously Carried Correspondence from Matthew D. Rudikoff Associates, Town Planners with an update on the SEQRA Regulations. The State has adopted several revisions to the State Environmental Quality r Review Act (SEQRA) implementing regulations which became effective January 1, 1996. The revised Regulations affect all approval agencies, such as Town, Planning and Zoning Boards. Page 3 960325.RGM COUNCILMAN BETTINA moved to accept the correspondence from Matthew D. Rudikoff and place it on file. Seconded by Mrs. Visconti Motion Unanimously Carried Next is a request from Thomas Logan, Assessor, for the Town Board to approve the Adjusted Base Proportions for Arlington, Beacon, Wappinger School Districts and Town. COUNCILWOMAN VISCONTI move to approve the Adjusted Base Proportions for Arlington, Beacon, Wappinger School Districts and the Town, based on the recommendation of Thomas Logan, Assessor. Seconded by Mr. Valdati Motion Unanimously Carried A request from Mark Liebermann for permission to attend the Annual Code Enforcement Educational Conference scheduled for May 1,2,3, of 1996 to be held at the Holiday in Fishkill. The total cost to be $135.00. This conference counts for 17.5 hours of In Service training towards the 24 hours mandated by New York State. COUNCILMAN VALDATI moved to approve the request from Mark Liebermann to attend the Annual Code Enforcement Educational Conference May 1,2,3, of 1996 and his legitimate expenses be a Town charge. Seconded by Mr. Bettina Motion Unanimously Carried At the Planning Board Meeting of March 14, 1996, the Planning Board voted to recommend the Town Board consider rezoning all of the Highway Office District on all four corners 'd of Middlebush Road and Old Route 9 to Highway Business. Currently, the sixteen sites involved consist of two office buildings, one TV station, three that are there now or were Retail type Business. The remaining ten sites are surrounded by Page 4 960325.RGM Evans School, the Town Garage and Highway Business areas. This Past three months, there have been several requests by small business, (Mom & Pop) to increase affordable sites. This road has become very popular. We have had 2 Upholstery Firms, 2 Auto Repair Shops, 1 Construction Firm, 1 Truck Rental Company, 1 Locksmith and 1 Tire Business all interested in sites north of Middlebush Road. The Planning Board feels it would behoove the Town to reconsider the current Zoning. COUNCILMAN VALDATI moved to accept the correspondence and refer the above recommendation of the Planning Board to rezone all of the Highway Office District on all four corners of Middlebush Road and Old Route 9 to Highway Business, to the Town Planners. Seconded by Mrs. Visconti Motion Unanimously Carried Jay Paggi, Engineer to the Town submitted a Map, Plan & Report for additional Collector Lines for the Wappinger Sewer Improvement Area No. 4. Mr. Paggi also submitted an addendum to his report submitted dated March 11, 1996 and report dated March 1996. In Section 5.0 of the report dated March 1996 we make a statement that there are approximately 1,017 benefit units existing in Wappinger Sewer Improvement Area No. 1. This is true for operation and maintenance charges, however, for benefit unit assessment there exists in 1996, 1,694 benefit units. The maximum yearly payment of $42,300 would then be retired by a per benefit unit charge of $24.97. This amount should be included as an appendix to this report. Included as attachments are revised Pages 8 & 9 to be inserted to copies of this report. COUNCILWOMAN VISCONTI moved to accept Mr. Paggi's report and authorize Attorney to the Town to contact the Bonding Council. Seconded by Mr. Ruggiero Motion Unanimously Carried A request from Daniel M. Goldman, M.D. for permission for the Page 5 960325.RGM Dutchess Medical Arts Building, 1426 Route 9, Wappingers Falls, NY to become a tenant of the Wappinger Park Water System as soon as possible. COUNCILWOMAN VISCONTI moved to approve the request of Dr. Goldman's for the Dutchess Medical Arts Building to become a tenant of the Wappinger Water System and authorize Attorney to the Town Al Roberts, prepare the necessary contracts between the *so Dutchess Medical Arts Building and the Town Board, in accordance with the formula as presented by Mr. Paggi, Engineer to the Town. Seconded by Mr. Valdati Motion Unanimously Carried A report from Mark Liebermann, Fire Inspector advising the Town Board that Roe Movers, 500 Airport Drive is in serious violation of State Fire Code. Mr. Liebermann will be re -inspecting the building on March 14, 1996 for compliance. If compliance is not adhered to, a summons will be issued for the cited violations. COUNCILWOMAN VISCONTI moved to accept the correspondence from Mr. Liebermann and place it on file. Seconded by Mr. Ruggiero Motion Unanimously Carried Several Reports from Engineer to the Town Jay Paggi. The first report is in reference to the Tri -Municipal Change Orders Contract Nos. 1, 2, 3, and 4. Mr. Paggi reviewed the summary, and found the sum of the approved Change Orders to date, is approximately $220,125.00. This represents approximately 3% of the total construction value of $7,300,000.00, and is within acceptable standards. There is approximately $96,000.00 worth of disputed and/or change orders noted to be re -submitted for Contract No. 1. He will monitor those with Mr. Witco, and keep the Town Board apprised of their progress. COUNCILWOMAN VISCONTI moved to accept Mr. Paggi's report and Page 6 place it on file. Seconded by Mr. Ruggiero 960325.RGM Motion Unanimously Carried The second report concerns the Dana and Brian Place Drainage. At the February Town Board Meeting, Mr. Paggi was authorized to Y Lal research these two drainage conditions. Both sites were field inspected by Mr. Paggi and Mr. Foster. Mr. Paggi went over his findings with the Town Board and what the approximate construction costs would be. SUPERVISOR SMITH recommended that a workshop be held on April 8th to discuss these projects further with Mr. Paggi. Peter Zito, a resident of Wildwood was recognized by the Town Board. Mr. Zito informed the Board that the white water stream caused much erosion to his driveway and the damage was $5,000. He wished to know if there would be any further damage and if any progress were being made to correct this. He was putting the Town Board on notice, any workshop is to discuss this issue. There are funds in the Downstream Drainage available and he is welcome to attend the April 8th workshop. The third report concerns Old Troy Road. On March 14, 1996, Mr. Paggi's office met with Mr. Alex Reese, a resident of Old Troy Road, regarding the proposed work to be done on that road. Mr. Paggi outlined the problem, and showed Mr. Reese what he proposed to do. Mr. Reese was in agreement with the concept, and stated his full support for the project. At this point, Mr. Paggi's Office is awaiting word from the Senator and Assemblyman's office as to whether or not we can transfer the appropriate funds for this project. Once the outcome of the transfer is known, work will begin. COUNCILWOMAN VISCONTI moved to accept the correspondence and place it on file. Page 7 further damage and he is going to hold the Town liable. t LSUPERVISOR SMITH informed Mr. Zito, the reason for the workshop is to discuss this issue. There are funds in the Downstream Drainage available and he is welcome to attend the April 8th workshop. The third report concerns Old Troy Road. On March 14, 1996, Mr. Paggi's office met with Mr. Alex Reese, a resident of Old Troy Road, regarding the proposed work to be done on that road. Mr. Paggi outlined the problem, and showed Mr. Reese what he proposed to do. Mr. Reese was in agreement with the concept, and stated his full support for the project. At this point, Mr. Paggi's Office is awaiting word from the Senator and Assemblyman's office as to whether or not we can transfer the appropriate funds for this project. Once the outcome of the transfer is known, work will begin. COUNCILWOMAN VISCONTI moved to accept the correspondence and place it on file. Page 7 Seconded by Mr. Valdati 960325.RGM Motion Unanimously Carried The fourth report concerns the aquifer analysis at the Atlas well field. The reason for the analysis is to determine how much water the Town would be able to withdraw from that well field in furtherance of an expanded Town water district. As you are further aware, there are certain underdeveloped parcels of land that either lie within the North Wappinger Water District, Cranberry Water Improvement Area of the Central Wappinger Water Improvement Area that will need additional Source(s) to further their development. There is also lands waiting to be developed adjacent to existing water districts in the Cedar Hill Road area that will be in need of additional source(s). The Route 9 commercial corridor is also in need of a dependable source of water. It would appear that additional needs in the range of 500,000 gallons a day to meet average daily demands will be required for the above. COUNCILMAN RUGGIERO moved to authorize Mr. Paggi, Engineer to the Town, work up a cost estimate for a Green Sand Filter for the existing North Wappinger Water District and place this correspondence on the June workshop. Seconded by Mr. Bettina Motion Unanimously Carried The fifth report contains a compiled chart of projected sewer capital and operation maintenance costs vs. 1996 actual budget. The projected costs were done in October 1990, and were based on the estimates at that time and number of benefit units at that time. The Tri -Municipal Plants operation and maintenance is higher, however, due to the removal of the Town of Poughkeepsie expansion. Also compounding the problem is the decrease in number of benefit units, both capital and operation and maintenance. 960325.RGM COST COMPARISON 10/90 1996 PROJECTED ACTUAL TRI -MUNICIPAL EXPANSION $ 382.84 $ 318.70 TRANSMISSION FACILITIES 128.43 67.02 $ 511.30 $ 385.72 t%w WSIA NO. 1 $ 65.13 (1) $ 159.54 ROCKINGHAM SEWER 0.00 (1) 21.60 TRI -MUNICIPAL (0 & M)* $ 159.10 TRANSMISSION FACILITIES 50.00 (0 & M)* WSIA NO. 1 (0 & M)* 41.53 ROCKINGHAM (0 & M)* 46.24 WSIA NO 1: $ 250.63 $ 440.00 ROCKINGHAM $ 255.34 $ 340.00 * OPERATION & MAINTENANCE (1) ACTUAL 1990 BUDGETED AMOUNTS COUNCILWOMAN VISCONTI moved to accept the Sewer Costs report and Motion Unanimously Carried The last report concerns the SHIPS Program. It was brought to Mr. Paggi's attention that there was some uncertainty about the deadline for utilization of the SHIPS Program. On March 15, Mr. Paggi spoke with Jim Dworak of the New York state Department of Transportation regarding this matter. He explained to Mr. Dworak that he was under the impression that the projects funded through SHIPS had to be completed by the end of 1996. Mr. Dworak indicated that this was not the case, and that the date was March 31, 1997. Also, Mr. Dworak indicated that if a municipality was into construction on a SHIPS funded project, but would not be completed by March deadline, the funds for that project would not be withdrawn. COUNCILMAN RUGGIERO moved to accept the correspondence and place it on file. Page 9 place it on file. Seconded by Mr. Bettina Motion Unanimously Carried The last report concerns the SHIPS Program. It was brought to Mr. Paggi's attention that there was some uncertainty about the deadline for utilization of the SHIPS Program. On March 15, Mr. Paggi spoke with Jim Dworak of the New York state Department of Transportation regarding this matter. He explained to Mr. Dworak that he was under the impression that the projects funded through SHIPS had to be completed by the end of 1996. Mr. Dworak indicated that this was not the case, and that the date was March 31, 1997. Also, Mr. Dworak indicated that if a municipality was into construction on a SHIPS funded project, but would not be completed by March deadline, the funds for that project would not be withdrawn. COUNCILMAN RUGGIERO moved to accept the correspondence and place it on file. Page 9 Seconded by Mrs. Visconti 960325.RGM Motion Unanimously Carried Correspondence from Enviroscience, Inc. in regard to the underground storage tank spill at the Highway Garage which was identified last summer. Enviroscience has been monitoring the Highway Garage well for the presence of petroleum constituents. They have also monitored neighboring properties during the first three rounds of monthly sampling. COUNCILMAN RUGGIERO to table this report to a workshop. Seconded by Mrs. Visconti Motion Unanimously Carried At the February 1996 Town Board meeting, Highway Superintendent Graham Foster was authorized to go to bid for a snowblower. The estimated cost was $65,000. Only one bid was received for $56,320 from Ralph C. Herman Co., Inc. Because it is such a specialized piece of equipment Mr. Foster has been looking into Government surplus. Unfortunately the snowblowers that are available are all over the world and would be prohibitive to transport. Mr. Foster suggests, in all fairness to the bidder and taxpayers, temporarily table the bid award and if his search of the surplus lists is not productive, suggests awarding the bid to Ralph C. Herman, Co., Inc. at the next meeting. COUNCILWOMAN VISCONTI moved to table the bid award for the snowblower, upon the recommendation of Graham Foster, Highway Superintendent. Seconded by Mr. Bettina Motion Unanimously Carried Correspondence was received from Tom Logan, Assessor in regard to a clerical error in 1995 for levy in January 1996. It is Parcel ID #19-6257-01 260870-00, on Spook Hill Road owned by Krajon Co. The benefit units for Wappinger Sewer Transmission Treatment #2 were incorrectly entered at 75.2 and Page 10 960325.RGM by direction of the Town Board and discussions with the property owner the correct number of benefit units for this roll should have been 18.5 and was overbilled, $3,800.03. An identical error was made in Wappinger Cranberry Water and those benefit units should have been 18.5 and was overbilled $628.28. He L regrets the error and recommends that this correction be approve by the Town Board and the taxpayer treated with the equity and �kr fairness agreed upon by the Town. COUNCILMAN RUGGIERO moved to approve the correction for the Special Districts and Improvement Area Benefit Rolls for Parcel #19-6257-01-260870-00 on Spook Hill Road, owned by Krajon Co., as recommended by Tom Logan, Assessor. Seconded by Mrs. Visconti Motion Unanimously Carried A letter from Thomas Massey, of Kent Road with a request that the Town modify the Police Patrol on Kent Road. He feels that the Police are hiding and just waiting to catch potential speeders and lawbreakers. He feels that law abiding citizens are being punished for the slightest violations. COUNCILMAN BETTINA commended the Town Patrol for the fine job they were doing. The laws are there for to be enforced. He would also like to see the Town Patrol on the Chelsea Road area, because he has received several calls from residents regarding the speeding on Chelsea Road. COUNCILWOMAN VISCONTI moved to accept the correspondence and place it on file. Seconded by Mr. Ruggiero Motion Unanimously Carried Next is a letter from Sally Briggs, Osborne Hill Road with a request that the Town of Wappinger look into building a Swimming Pool for the residents of Wappinger. Many of the surrounding communities that are smaller than Wappinger offer their residents a pool, but Wappinger does not. Perhaps you could Page 11 960325.RGM accomplish this task. Mrs. Visconti reminded the Board that Mr. Holt of the Recreation Department had done all sorts of research at one time, but there were no funds available then. Supervisor Smith said she would contact Mr. Holt him and ask him to resurrect that report and give it to the Board. COUNCILWOMAN VISCONTI moved to authorize Supervisor Smith send a letter to Mrs. Briggs, advising her that there were no funds available in the budget at this time to build a Town Pool. Seconded by Mr. Ruggiero Motion Unanimously Carried The next item for the Boards consideration is correspondence from Robert W. Ohlerking of 34 Kent Road regarding the drainage ditches behind 36 and 38 Kent Road. Unfortunately, the drainage ditch behind 36 Kent Road is filled with debris. The same is true for the ditch between 36 and 38 Kent Road. In addition, some of the ditch has been filled in by the owners of Number 38. As a result, the rain water, instead of running into the storm drain, backs up into the basement of his parents home at 34 Kent Road. COUNCILMAN RUGGIERO moved to table until we hear from Mr. Foster, Highway Superintendent, to see what actions are to be t aken . Seconded by Mrs. Visconti Motion Unanimously Carried A request from Supervisor Smith for permission to attend the National Supervisors Conference. SUPERVISOR SMITH asked to withdraw this request at this time. COUNCILWOMAN VISCONTI moved to table this request. "vo Seconded by Mr. Bettina Motion Unanimously Carried Jay Paggi, Engineer to the Town gave a report on the Fleetwood Water System Proposed Production Well. His observations and Page 12 960325.RGM recommendations are as follows; 1) After reviewing the invoice he recommends that the payment be made to J.T. Eckerson, Inc. in full voucher amount of $4,977.60. 2) The new well did not prove to be very productive, yielding only 11 gallons per minute (gpm). He had hoped for yields on the order of 25 gpm. 3) An attempt to increase the yield of the new well using "hydro -facture" techniques (pumping water under pressure in to the well to open passages to the borehole) was unsuccessful. 4) The new well apparently tapped the same aquifer as the existing wells in close enough proximity to cause severe interference. This means that although the new well was able to maintain a consisted yield of 11 gpm, it caused the yield of the nearby existing well to decrease by approximately that amount. With the above in mind it is the opinion of this office that no additional work be performed on this well, and a workshop be scheduled to discuss the contents of this letter and other potential avenues of increasing production. COUNCILMAN RUGGIERO moved to table to the April 8th workshop. Seconded by Mrs. Visconti Motion Unanimously Carried Resident, Joe Incoronato, reminded Mrs. Smith that there was $35,000 allocated for this new well, and according to his figures there should be approximately $18,000 due back to the residents. Mrs. Smith said she would check this out with the Comptroller. COMMITTEE REPORTS COUNCILMAN RUGGIERO on Tri Muni. He, Mrs. Visconti, Mr. Valdati, and Al Roberts, Attorney to the Town met on Saturday to discuss the Tri -Muni. COUNCILMAN VALDATI had no reports at this time. COUNCILWOMAN VISCONTI had no reports at this time. COUNCILMAN BETTINA had no reports at this time. Page 13 960325.RGM SUPERVISOR SMITH reported that she sent a letter to the Dutchess County Sheriff and the New York State Police in regard to the 35 mph speed limit on Myers Corners Road. The New York State Police responded and said yes, they would enforce the 35mph speed limit and she wants to be authorized to forward the letter from the New York State Police to the State. COUNCILWOMAN VISCONTI moved to authorize Supervisor Smith send the letter from the New York State Police to the State indicating they would enforce the 35 mph speed limit on Myers Corners Road. Seconded by Mr. Ruggiero Motion Unanimously Carried BONDS & LETTERS OF CREDIT Mr. Close submitted his report for the month of February on the schedule of Bonds and Letters of Credit on the various subdivisions, the amounts, expiration dates and call up dates. COUNCILWOMAN VISCONTI moved to accept Mr. Close's report and place it on file. Seconded by Mr. Bettina Motion Unanimously Carried RESOLUTIONS The first item is to authorize the Supervisor to sign the petition for the Sewer Debt Exclusion. COUNCILWOMAN VISCONTI moved to authorize the Supervisor to sign the petition for the Sewer Debt Exclusion. Seconded by Mr. Valdati Motion Unanimously Carried The updated Bidding and Procedure Policy had been prepared and discussed by the Town Board and now placed before them for their - consideration. Mr. Ruggiero had a question regarding personal relationships he felt that this point was never clarified at the workshop. Supervisor Smith went over this item and felt that Page 14 960325.RGM Item (c) Personal Relationships, should be deleted from the Bidding Policy because it was completely unethical. COUNCILMAN Valdati moved to adopt the following updated Bidding and Procedure Policy with the deletion of Item (c), Personal Relationships. Seconded by Mr. Bettina Motion Unanimously Carried Pursuant to subdivision 1 of Section 103 of the General Municipal Law, as separately amended by Chapter 453 and 454 of the laws of 1982, wherein it was amended by adding Section 104-B, said section increasing the Bid limits for commodities from $5,000 to $10,000 and Public Works projects from $7,000 to $20,000, and which requires that procedures be established for purchasing goods or services that fall below the new monetary bid limits and said procedures and said procedures be approved by the governing board, the following is submitted. Be it resolved that he Town of Wappinger set the bid limits in the Town of Wappinger for individual commodities at $8,000 and individual Public Works projects at $15,000 and set the following procedures: DOLLAR LIMITS $1.00 - $49.99 $50.00 - $749.99 Highway $300.00 - 749.99 $750.00 - $999.99 $1,000.00 - $2,999.99 $3,000.00 - $7,999.99 Commodities (Salt, Sand, gravel, fuel, etc.) $8,000.00 and over Public Works and Town Projects $15,000.00 & over PROCEDURE At the discretion of the Department. Receive authorization from Supervisor and get PO# from Comptroller before purchase is made. Documented telephone quotes from at least 3 separate vendors; also, must list quotes on P0. Need Town Board approval ----- except Highway Bids & Town projects. Formal written quotes from at least 3 separate vendors and Town Board approval. Sealed bids in conformance with Municipal Law, Section 103 Sealed bids in conformance with Municipal Law, Section 103. BEFORE GOING OUT TO BID, TOWN BOARD AUTHORIZATION NEEDED Delivery/Freight costs must be included in total dollar amount and not added after quote or bid. Quotes and Bids will be awarded to the lowest responsible and responsive vendor and bidder. Page 15 960325.RGM In all circumstances, whenever other than the lowest quote or bid is awarded, there must be written documentation of the reason for the award and authorization of the Town Board for award. Under no circumstances can a quote that exceeds the bid limit be awarded. EXCEPTIONS TO POLICY Emergency: An emergency exists wherein the delay caused by soliciting quotes would endanger the health, welfare, or property of the municipality, or more important the individual taxpayer, then the procurement of goods or services will be at the discretion of the Supervisor (Chief fiscal Officer) with documentation as to the nature of the emergency and shall be sent to the Town Board within five (5) working days of such procurements. Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances: 1. Acquisition of professional services; including but not limited to the following professions; architects, attorneys, accountant/auditors, engineers, surveyors, planning consultants, financial advisors, emergency medical/ambulance operators or labor negotiators. Classification of a service as a professional service is subject to the following considerations: a) Whether the services are subject to State licensing or testing requirements; b) Whether there is a requirement for substantial formal education or training; 2. Emergencies 3. Sole sources situations. 4. Goods purchased from agencies for the blind or severely handicapped. 5. Goods purchased from correctional facilities. 6. Goods purchased from another government agency. 7. Goods purchased at auction. REVIEW This policy shall be reviewed annually by the Town Board at its Organizational Meeting or as soon thereafter as is reasonably practicable. At this time Dot Schwartz, typist for the Highway Department was recognized by the Board. Mrs. Schwartz was speaking on behalf of Mr. Foster. She wants it on the record that Mr. Foster was never notified of a Workshop to discuss his concerns before Page 16 960325.RGM this new policy was adopted. Mrs. Smith said there was no Workshop, she did not see a need for one because the letter from the auditors answered all his questions. Mrs. Schwartz felt that the purchase policy as it stands now, would drastically cut the efficiency at the Highway Department. Many times an emergency arises, and they are always over $300. The trucks and the men would be held up waiting for authorization from the Supervisor and the Comptroller. Supervisor Smith explained that emergencies will always be taken care of immediately. All she has to do is call her office for authorization and a PO number to make the purchase. Supervisor Smith said that we are following the recommendation of the auditors. If this does not work out it will be reviewed by the Board. The next item for the Boards consideration is to authorize the Traffic Analysis of all the Town Roads. COUNCILWOMAN VISCONTI moved to approve the Traffic Analysis of the Town Roads, at a cost of $17,000 and authorize the Supervisor to sign the contract with Fred Clark Associates. Seconded by Mr. Bettina Motion Unanimously Carried SUPERVISOR SMITH went on to explain the reason for a traffic study. Again, Dot Schwartz, typist for the Highway Department was recognized and speaking on behalf of Mr. Foster, Mrs. Schwartz questioned the Town Board about their decision to approve the Road study. She has lived in the area for 25 years and knows every single road in this Town. She can not believe that they would not rely on the Highway Superintendent. SUPERVISOR SMITH said it was not his job. He is not a professional Traffic Engineer, this is a professional service that is going to perform the study. COUNCILMAN VALDATI said that several years ago when this issue first came up, he did Page 17 960325.RGM not think a road study was necessary but as he sees the Town growing and traffic problems arising, he sees this study as an investment in the future. Mrs. Schwartz said speaking as a resident and taxpayer she felt that the $17,000 for the road study be put to better use, such as improving the water system for many of the Town residents. Next is a request from SUPERVISOR SMITH for approval of Allocation of the following Fund Balance: Fund Balance in A fund available to be used in 1996: $ 32,000 This monies should be appropriated to: Pave parking lot at Town Hall Purchase snowblower $ 30,000 2,000 $ 32,000 Fund Balance in B Fund available to be use in 1996: $139,000 This monies should be appropriated to: Airport Soccer Field grading to maintain field $ 20,000 Court House Feasibility Study 30,000 Trans. to Highway Capital Equip. for Snowblower 94,000 $ 144,000 COUNCILWOMAN VISCONTI moved to approve the transfer of funds as requested by the Supervisor. Seconded by Mr. Valdati Motion Unanimously Carried A request from Supervisor Smith to be authorized to go out to Bid for grading of the Soccer field, paving of the parking lot for the Town Hall, snowblower for Town Hall, and Courthouse Feasibility study. COUNCILWOMAN VISCONTI moved to authorize Supervisor Smith to to go out to Bid for grading of the Soccer field, paving of the parking lot for the Town Hall, snowblower for Town Hall, and Courthouse Feasibility study. Seconded by Mr. Valdati Motion Unanimously Carried The following Resolution was offered by COUNCILWOMAN VISCONTI who moved its adoption. Page 18 In 4 9 61 960325.RGM RESOLVED, that Calvin Lawrence be and he hereby is appointed to fill the vacancy of the Board of Assessment Review of the Town of Wappinger which has occurred by reason of the resignation of Douglas Warren, and IT IS FURTHER RESOLVED, that the said Douglas Warren be and he hereby is appointed to fill such vacancy for the remainder of the term which shall expire on September 30, 1998. Seconded by Mr. Bettina Roll Call Vote Supervisor Smith Councilman Ruggiero Councilman Valdati Councilman Bettina Councilwoman Visconti Vot e Aye Aye Aye Aye Aye Motion Unanimously Carried The following Resolution was offered by COUNCILWOMAN VISCONTI who moved its adoption. RESOLVED, that Keith Carlson be and he hereby is appointed to fill the vacancy of the Board of Assessment Review of the Town of Wappinger which has occurred by reason of the resignation of Ray Belding, and IT IS FURTHER RESOLVED, that the said Keith Carlson be and he hereby is appointed to fill such vacancy for the remainder of the term which shall expire on September 30, 1999. Seconded by Mr. Bettina Roll Call Vote Supervisor Smith Councilman Ruggiero Councilman Valdati Councilman Bettina Councilwoman Visconti Vote Aye Aye Aye Aye Aye Motion Unanimously Carried Next is to authorize the Supervisor to sign the lease agreement with NYCOM for the car radio in the Zoning Administrators vehicle. COUNCILWOMAN VISCONTI moved to authorize Supervisor Smith to Page 19 960325.RGM sign the lease agreement with NYCOM for the car radio in the Zoning Administrator's vehicle. Seconded by Mr. Valdati Motion Unanimously Carried The last item for the Boards consideration is to appoint two Alternate Court Officers to the Justice Court. COUNCILMAN VALDATI moved to appoint Calvin Lawrence and John Dickson as unarmed Alternate Court Officers to the Justice Court Seconded by Mrs. Visconti Motion Unanimously Carried UNFINISHED BUSINESS Additional Correspondence from Arlene J. Cole regarding the rats that are living in the easement trench that borders her property. Once again reminding the Town that if Town workers do anything to disturb the nests causing them to migrate to her property she is putting the Town on notice. COUNCILWOMAN VISCONTI moved to accept the correspondence and place it on file. Seconded by Mr. Ruggiero Motion Unanimously Carried Correspondence from Ralph Holt of Recreation, requesting permission to give refunds to the participants of the Boys and Girls Basketball program which was scheduled at the Sheafe Road Elementary School from January to March. Since the Director of this program was ill several weeks and there were several cancellations due to the weather he feels a refund should be given. COUNCILWOMAN VISCONTI moved to approve Mr. Holt's' request for refunds to the participants of the Boys and Girls Basketball program due to the extenuating circumstances. Seconded by Mr. Valdati Motion Unanimously Carried Authorization is needed for Supervisor Smith to continue Page 20 In 960325.RGM negotiations for the possible purchase of property discussed at the Workshop, and to continue with the environmental study of Phase 2. COUNCILWOMAN VISCONTI moved to authorize Supervisor Smith to continue with negotiations for the possible purchase of property that was discussed at the Workshop, and authorized to continue with the environmental study of Phase 2. Seconded by Mr. Ruggiero Motion Unanimously Carried A request from Ralph Holt, Chairman of Recreation to grant an increase in salary for Steve Tompkins in the amount of $2,800. Over the past number of months, Mr. Tompkins has performed in a semi supervisor capacity and has been a tremendous help through out this past winter. He is without question the most effective worker in the Recreation Maintenance Department. In comparing this salary to those of surrounding Towns, Mr. Holt feels this salary level is not prohibitive. Mr. Holt would also like to be authorized to place an ad in the classified for part-time help for recreation maintenance. COUNCILMAN BETTINA moved to authorize the increase in salary for Mr. Tompkins in the amount of $2,800, as requested by Mr. Holt, Chairman of Recreation. Also authorize Mr. Holt to place an ad in the classified for part-time help for recreation maintenance. Seconded by Mrs. Visconti Motion Unanimously Carried At the last Town Board Meeting Mr. Valdati made the suggestion that the Town of Wappinger have a workshop with the Village of Wappingers to discuss Dog Control. He contacted Mayor Hinzmann and Mayor Hinzmann said he would be interested in having his Board come to the Town Hall to discuss the possibilities of extending Town Dog Control from outside of Page 21 960325.RGM the Village into the Village. Mr. Valdati requested Ann Marie Buck be in attendance also. Supervisor Smith said she would schedule this for a May workshop and would contact Mayor Hinzmann. There was no other Business to come before the Board. COUNCILMAN RUGGIERO moved to adjourn the Town Board Meeting, seconded by Mr. Valdati and Unanimously Carried. The Town Board Meeting adjourned at 8:55 P.M. Elaine H. Snowden Town Clerk Page 22