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2010-02-01 (Fishkill)SPECIAL JOINT TOWN BOARD MEETING February 01, 2010 Supervisor Pagones opened the Special Joint Board meeting at 5:30pm, Town Hall, 807 Route 52, Fishkill, New York and led the audience with the "Pledge of Allegiance." Present: Town of Fishkill Supervisor Joan A. Pagones Councilman Callahan Councilman Ferguson Councilman LaColla Councilwoman Malvarosa Town Clerk - Darlene Bellis Attorney, Ronald Blass Town of Wappinger Supervisor Chris Colsey Councilman Bettina CP Councilman Beale Attorney, Al Roberts Absent: Councilman Paoloni Councilwoman Czarniecki Town of LaGrange Supervisor Jon Wagner Councilman Jessup Councilman Luna Councilman O'Hare Attorney, Rebecca Valk Absent: Councilman Beck Town of Beekman Supervisor Dan French Councilman Kinsley Councilman Mangeri Councilwoman Zulauf Attorney, David Sears Mark Wladis, Esq.; Gina Christanie - Dutchess County Personnel; Christian Harkins - CAP Assessor; James A. Foy - Receiver of Taxes; Robert Wheeling - Comptroller; Supervisor Joan A. Pagones stated that this is an official meeting of the following towns: Beekman, Fishkill, LaGrange and Wappinger. A grant application will be discussed relative to sharing of services. She then called on Town of Fishkill Town Attorney, Ronald Blass, for purposes of comment. Town of Fishkill Town Attorney, Ronald Blass, stated that the overall purpose of this meeting is to continue the discussion regarding to getting feedback from the several attorneys who represents one or more towns in the proposed SPECIAL JOINT TOWN BOARD MEETING February 01, 2010 Page 2 coordinated assessment program; secondly, to continue the policy of going into executive session, particularly because the towns are dealing now and deeply within the set of contracts discussions and negotiations among the municipalities. For both of those reasons, the attorney/client discussion and the appropriateness of contract negotiations being part of the executive session, he proposed that someone makes a motion to go into executive session. EXECUTIVE SESSION Town of Fishkill Councilman Ferguson made the motion to go into executive session. Seconded by Town of Fishkill Councilwoman Malvarosa All ayes - Town of Fishkill Town Board All ayes - Town of Wappinger Town Board All ayes - Town of LaGrange Town Board All ayes - Town of Beekman Town Board Motion Carried Executive session at 5:35pm REGULAR ORDER OF BUSINESS Town of Fishkill Councilman Ferguson made a motion to go back into the regular order of business. Seconded by Town of Wappinger Councilman Bettina All ayes - Town of Fishkill Town Board All ayes - Town of Wappinger Town Board All ayes - Town of LaGrange Town Board All ayes - Town of Beekman Town Board Motion Carried Regular order of business at 7:25pm Town of LaGrange Attorney, Rebecca Valk, read (copies attached to original minutes) a resolution for the Town of Wappinger, a resolution for the Town of LaGrange, and a resolution for the Town of Fishkill, in which the following votes were taken. SPECIAL JOINT TOWN BOARD MEETING February 01, 2010 Page 3 Town of Wappinger Motion made by Councilman Beale to authorize the Town of Fishkill to submit an application through the Shared Municipal Services Incentive Grant Program for the establishment of a Consolidated Assessing Unit between the Towns of Beekman, Fishkill, LaGrange, and Wappinger. The Town of Fishkill shall act as Lead Applicant and the Towns of Beekman, LaGrange, and Wappinger shall act as co - applicants, with respective Supervisors of each Town acting as Co -Applicant Contact Person. The Lead Applicant Contact Person shall be the Town of Fishkill Supervisor, Joan Pagones, or her designee. The Lead Applicant Contact Person shall execute all financial and/or administrative process relating to the grant program. Seconded by Councilman Bettina Roll Call Councilman Beale aye Councilman Bettina aye Councilwoman Czarniecki absent Councilman Paoloni absent Supervisor Colsey aye Motion Carried Town of LaGrange Motion made by Councilman Luna to authorize the Town of Fishkill to submit an application through the Shared Municipal Services Incentive Grant Program for the establishment of a Consolidated Assessing Unit between the Towns of Beekman, Fishkill, LaGrange, and Wappinger. The Town of Fishkill shall act as Lead Applicant and the Towns of Beekman, LaGrange, and Wappinger shall act as co - applicants, with respective Supervisors of each Town acting as Co -Applicant Contact Person. The Lead Applicant Contact Person shall be the Town of Fishkill Supervisor, Joan Pagones, or her designee. The Lead Applicant Contact Person shall execute all financial and/or administrative process relating to the grant program. Seconded by Councilman O'Hare Roll Call Councilman Beck absent Councilman Jessup aye Councilman Luna aye Councilman O'Hare aye Supervisor Wagner aye Motion Carried SPECIAL JOINT TOWN BOARD MEETING February 01, 2010 Page 4 Town of Fishkill Motion made by Councilman LaColla to approve the motion as amended by Rebecca Valk to authorize the Supervisor, on behalf of the Town, to submit an application through the Shared Municipal Services Incentive Grant Program for the establishment of a Consolidated Assessing Unit between the Towns of Beekman, Fishkill, LaGrange, and Wappinger. The Town of Fishkill shall act as Lead Applicant and the Towns of Beekman, LaGrange, and Wappinger shall act as co - applicants, with respective Supervisors of each Town acting as Co -Applicant Contact Person. The Lead Applicant Contact Person shall be the Town of Fishkill Supervisor, Joan Pagones, or her designee. The Lead Applicant Contact Person shall execute all financial and/or administrative process relating to the grant program. Seconded by Councilman Ferguson Roll Call Councilman Callahan aye Councilman Ferguson aye Councilman LaColla aye Councilwoman Malvarosa aye Supervisor Pagones aye Motion Carried ADJOURNMENT Town of Wappinger Councilman Beale made a motion to adjourn the meeting. Seconded by Town of Wappinger Councilman Bettina All ayes - Town of Fishkill Town Board All ayes - Town of Wappinger Town Board All ayes - Town of LaGrange Town Board All ayes - Town of Beekman Town Board Motion Carried Meeting adjourned at 7:35pm Respectfully submitted, Darlene Bellis Town Clerk Town of Fishkill RESOLUTION Shared Municipal Services Incentive Grant Program Councilman Beale, offered the following resolution, which was seconded by Councilman Bettina, who moved its adoption: WHEREAS, the Town of Wappinger desires to form a Consolidated Assessing Unit in accordance with applicable provisions of the New York State Real Property Tax Law with the Towns of Beekman, Fishkill, and LaGrange; and WHEREAS, consolidation of the assessing function of all four (4) Towns will result in a streamlining of municipal resources and will promote municipal economy; and WHEREAS, the Towns desire to apply for Shared Municipal Services Incentive Grant Program money to assist with the implementation of the Consolidated Assessing Unit; NOW, THEREFORE, IT IS RESOLVED: 1. The Town of Wappinger hereby authorizes the Town of Fishkill to submit an application through the Shared Municipal Services Incentive Grant Program for the establishment of a Consolidated Assessing Unit between the Towns of Beekman, Fishkill, LaGrange, and Wappinger. The Town of Fishkill shall act as Lead Applicant and the Towns of Beekman, LaGrange, and Wappinger shall act as co -applicants, with the respective Supervisors of each Town acting as Co -Applicant Contact Person. The Lead Applicant Contact Person shall be the Town of Fishkill Supervisor, Joan Pagones, or her designee. The Lead Applicant Contact Person shall execute all financial and/or administrative process relating to the grant program. 2. The project for which the grant application shall be submitted is as follows: The Towns of Fishkill, LaGrange, Wappinger and Beekman propose to eliminate their individual assessment departments and create a consolidated assessment unit that will provide assessment functions for all four towns at reduced cost and improved efficiency. The grant application shall request funding for (i) renovation of space in the Fishkill Town Hall to house the employees of the new Consolidated Assessing Unit; (ii) a hybrid vehicle for use by the Assessor and staff of the new Consolidated Assessing Unit; (iii) a copier for the new Consolidated Assessing Unit; (iv) expenses associated with educating the Towns' residents regarding the new Consolidated Assessing Unit and its policies and procedures; (v) computers and furniture for the new Consolidated Assessing Unit; (vi) scanning equipment that will allow the new Consolidated Assessing Unit to digitize all Consolidated Assessing Unit records and the existing records of the participating Towns; (vii) the costs associated with the dissolution of an existing Coordinated Assessing Program between the Town of Union Vale and the Town of LaGrange; (viii) transitional costs associated with personnel to be employed by the new Consolidated Assessing Unit; and (ix) costs associated with cross- training existing employees of the participating Towns such that employees may properly interface with the new Consolidated Assessing Unit. 3. The maximum amount of money to be applied for in the grant application shall not exceed $800,000. 4. The local share or match for the grant funds shall be 10 % of the grant award; the amount of each Town's share of that 10% local match will be determined by future agreement among the four Town's. Christopher Colsey, Supervisor ......................YES William H. Beale, Councilman ..................... YES Vincent Bettina, Councilman .........................YES Ismay Czarniecki, Councilwoman ...................ABSENT Joseph Paoloni, Councilman ..........................ABSENT STATE OF NEW YORK : COUNTY OF DUTCHESS : ss.: I, Darlene Bellis, Clerk of the Town of Fishkill, in the County of Dutchess, New York, DO HEREBY CERTIFY that I have compared the preceding resolution, adopted by the Town Board of Town of Fishkill at a joint meeting of the Towns of Beekman, Fishkill, LaGrange and Wappinger, during which I served as Clerk for the purpose of taking minutes, held on February 1, 2010, with the original thereof filed in my office, and that the same is a true and correct copy of said original and of the whole thereof so far as the same relate to the subject matters referred to therein. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of said Town this Y GL day of F,?,6rcya-,- 92010. Town Clerk of the Town of Fishkill [SEAL]