Minerva Board Packet 030713

Town of Minerva Regular Meeting March 7, 2013 1

Town of Minerva Board Meeting Packet March 7, 2013

Regular Meeting

Pledge of Allegiance

Roll Call

Minutes of Meetings of February 21, 2013

Public Comment

Supervisor’s Report

Financial Report

-February Financial Report

-Operating Statement

-Bank Reconciliation

Highway Superintendent’s Report

Department Reports

NY Safe Act

Public Comment

Councilmen Comments

Adjournment

Town of Minerva

Sue Montgomery Corey, Supervisor Stephen McNally, Councilman

Eric Klippel, Councilman Keith Dubay, Councilman David LaBar, Councilman

Bruce McGinn, Highway Superintendent Diana Mason, Town Clerk

PO Box 937, 5 Morse Memorial Highway

Minerva, NY 12851 518-251-2869 (phone) 518-251-5136 (fax)

http://www.townofminerva.com

Public service is a privilege. Thank you for allowing us to serve you. Thank you for attending tonight’s town board meeting. We will hold two public comment periods. The first, at the beginning of the meeting, will be limited to 10 minutes. The second, at the end of the meeting, will be as long as it needs to be. Public comment, like public service, is a privilege. Thank you in advance for sharing your questions and concerns and for respecting your neighbors who are here as a member of the public or as a member of the board. The Town of Minerva reserves the right to enter into executive sessions to consider issues allowable under the New York State Open Meetings Law. We will do our best to schedule those at the end of the meeting for the convenience of those attending. There may be times when it will be prudent for us to enter executive session earlier in the evening. We apologize in advance for any inconvenience that this may cause to those attending our meetings.

http://www.townofminerva.com/


Council Members

David LaBar

Steve McNally

Keith Dubay

Eric Klippel

Town of minerva 5 MORSE MEMORIAL HIGHWAY

P.O. BOX 937

MINERVA, New York 12851-0937

Telephone (518) 251-2869 Fax (518) 251-5136 TDD# 711

email: [email protected] http://www.townofminerva.com

Town Supervisor

Sue Montgomery Corey

Town Clerk Diana Mason

Highway Superintendent Bruce McGinn

Supervisor’s Report

February 22-March 7, 2013

Hard copy of most of the reports and items summarized in the Supervisor’s Report are available for public

inspection in the blue binder outside the Main Office of Town Hall during regular working hours and at other

times when the Town Hall is open for meetings. For questions concerning any of these items, please contact

Supervisor Sue Montgomery Corey at 518/251-2869 or [email protected].

Dam Reporting. I am continuing to work on the

Dam reporting and inspection issues and have

contacted two dam safety engineers concerning the

matter.

Annual Report. The Town’s 2012 Annual Report

was submitted prior to the March 1 deadline and is

available outside the main office.

Transfer Station. We are continuing to work with

Regional Computer Recycling and Recovery to set

up the e-waste system. They are expected to visit

on Friday with additional bins. During the month of

February, the Transfer Station Reported two trash

pick-ups of 8.5 tons and 10.5 tons, one e-waste

pick-up and the collection of $75 in construction

debris.

Animal Control. Our Animal Control Officer, Bob

Foote, will be meeting with the state inspector for

his annual review on March 12.

Youth Commission. The Youth Commission was

postponed due to weather. The next meeting will

occur on March 27. The Town received its youth

program permitting packet from the NYS Dept. of

Health.

Parks and Recreation. Rob is continuing work on

the ice rink and rebuilding the rafts for the beach.

We expect that the first of the two rafts will be

completed this week.

At this meeting, I will ask the board to authorize the

Town to advertise for a concession operator for

Donnelly Beach. This is something that we do

every year.

State Land Purchase. The Town held its second

public meeting on the state land purchase on March

5. The five towns involved in the purchase will be

meeting

Planning and Zoning. Local Law # 1 expanding the

size of the planning board from 5 to 7 has been filed

with the Secretary of State. At the March meeting

the Planning Board reviewed a preliminary

presentation by Dave & Mary LaBar to build a soft

ice cream stand at 79 Longs Hill Road.

County. Chairman Douglas has appointed a

committee to consider resolutions regarding the

amendment or repeal of the Gun Law. We expect

to hear a presentation by Sheriff Cutting on this

matter at the March 18 special meeting where this

will be discussed. I had invited Sheriff Cutting to

attend our March 7 meeting to talk with the Town

Board and the public about the gun law and the

concerns that the Sheriff’s Association has with it.

He advised me on March 4 that he would be

unavailable to attend due to a prior commitment. I

have invited him to join us on March 21.

Chairman Douglas has also set up a new system

whereby individual supervisors will be responsible

for monitoring individual county agencies to ensure

that the board is aware of the issues and challenges

mailto:[email protected]

http://www.townofminerva.com/

mailto:[email protected]


facing the departments. I have been assigned to

Social Services and Transportation.

Contracts and Agreements

Hudson Headwaters. Received contract for

physicals at a cost of DOT ($137) and Regular

($100) physicals.

Correspondence

I received an e-mail from David McNally

concerning Minerva’s 200th

birthday which is slated

for March 17, 2017. He urges the Town Board and

the Historical Society to begin planning for the

event soon to allow enough time for fundraising and

planning.

I received a letter from Robert Sherwood on behalf

of the Minerva Central School Girls Softball

program requesting permission to use Brannon

Field from the Middle of March to the end of June

for daily practices and games. The students are

covered under the school’s liability insurance while

participating on the Brannon Little League site.

I received an email from Dave requesting approval

for a new service for water at a new address, 79

Longs Hill Rd.

Upcoming Events/Meetings

National Grid. National Grid will have an

emergency preparedness meeting for local officials

in Malta on March 12. I am planning to attend.

Justice. The Justice reports were received for

February 2013 with a total reported amount

$1,295.00.


TOWN OF MINERVA

Financial Report

March 7, 2013

The Town of Minerva’s Operating Statement, Balance Sheet, Bank Statements and Audited Vouchers are available for

public review Monday through Friday from 8:30 am to 4:30 pm and at other times by appointment. Also available for

review is the 2012 Adopted Budget. We anticipate posting the 2012 Adopted Budget and monthly financial report on the

town web site: http://www.townofminerva.com.

A. Revenues for February 2013 (Source: Town of Minerva Operating Statement)

Revenue Source General Fund Highway Fund Parks Fund Water Fund Fire Dist.

Property Tax $201,769.80 $214,455.40 $33,218.30 $17,135.50 $27,421.00

Other Payments In

Lieu Of

Real Property Tax and

Interest

Franchise Fees

Town Clerk Fees

Safety Insp. Fees

Zoning Fee

Planning Board Fees

Refuse and Garbage

Charges

$75.00

Youth Services/Other

Governments

Interest and Earnings

Unclassified Revenues $55.19

Dog Licenses

Fines, Forfeitures of

Bail

$1,170.00

State Per Capita Aid

State Aid Mtg. Tax

Tax Map Assessments

State Aid Youth

Program

Transportation

Services

Snow Removal

Rental Equipment to

Other Governments

Insurance Recoveries $2,669.41 $2,462.74

Refunds from Prior

Years


Interfund Revenues

State Aid/CHIPS

Park and Rec Charges

Rental of Real

Property

$50.00

Sales of Equipment

Metered Water Sales

Unmetered Water

Sales

Interest and Penalties

on Water Rents

Gifts and Donations $1,285.00

TOTAL Revenues

This Month

$207,074.40 $214,455.40 $35,681.04 $17,135.50 $27,421.00

TOTAL Revenues

Received Year to

Date

$285,386.78 $290,504.90 $45,960.54 $24,685.00 $37,140.50

TOTAL Revenues

Budgeted

$766,197.00 $804,687.00 $122,423.00 $89,885.00 $115,657.00

DIFFERENCE $480,810.22 $514,182.10 $76,462.46 $65,200.00 $78,516.50

Revenue Notes: General Fund. –Unclassified Revenues received $55.19 from NYS retirement

for reimbursement on a contribution, Fines Forfeitures of bails received $1,170.00

from January 2013 fines, Insurance Recoveries included $2,669.41 from Employees

and Retirees for reimbursement of health insurance. Gifts and Donations received

$1,285.00 for donations to the meal site

Highway Fund: - Real Property tax only ( Highway revenues reported for

January have changed , Rental and Labor received from Essex county in the

amount of $2, 106.29 were moved to be shown in 2012 year end revenues.

January 2013 revenues actual is $76,049.50.)

Parks Fund – Received Insurance Recoveries from Peerless for Van equaling

$2,462.74

Water Fund- Real Property tax only

Fire Fund – Real Property tax only

A2- Real Property Tax Received/owed February 2013 -

Fund Budgeted Received Outstanding receivable

General Fund $726,597.00 $273,246.80 $453,350.20

Highway Fund $543,390.00 $290,429.90 $252,960.10

Parks Fund $102,023.00 $43,497.80 $58,525.20

Water Fund $24,685.00 $24,685.00 $0.00

Fire Fund $115,657.00 $37,140.50 $78,516.50

TOTAL $1,512,352.00 $669,000.00 $843,352.00


B. Appropriations for February 2013 (Source: Town of Minerva Operating Statement)

Appropriation General Fund Highway Fund Parks Fund Water Fund Fire Dist.

TOTAL

Appropriations This

Month

$81,676.41 $72,100.51 $1,259.40 $1,726.46 $0.00

TOTAL

Appropriations Year

to Date

$149,146.25 $124,813.04 $2,719.32 $2,697.90 $0.00

TOTAL

Appropriations

Budgeted

$849,996.00 $904,688.00 $122,338.00 $89,864.00 $115,657.00

DIFFERENCE (Year

to Date vs. Budgeted $700,849.75 $779,874.96 $119,618.68 $87,166.10 $115,657.00

Appropriations Notes:

C. Revenues less Appropriations for February 2013 (Source- Town of Minerva Operating Statement)

General Fund Highway Fund Parks Fund Water Fund Fire Dist.

Revenues Less

Appropriations This

Month

$125,397.99 $142,354.89 $34,421.64 $15,409.04 $27,421.00

Revenues Less

Appropriations Year

To Date

$136,240.53 $165,691.86 $43,241.22 $21,987.10 $37,140.50

Notes:

D. Cash on Hand for February 2013 (Source- Town of Minerva Bank Statements)

Bank Account Starting

Balance

Deposits Withdrawals Interest Ending

Balance

GFN Payroll Account $10,602.99 $43,212.47 $49,509.70 $1.16 $4,305.76

GFN Multifund

Account

$1,006,167.07 $501,964.34 $79,087.22 $197.00 $1,429,004.19

Notes: The Town of Minerva currently maintains two checking accounts at Glens Falls

National Bank: a payroll account from which we pay the staff and a multifund

account from which we pay for everything else..

E. Current Debt for February 2013

Type of Debt/Interest General Fund Highway Fund Parks Fund Water Fund Other

Debt Service on Bond

Per Month

Interest on Debt

Service Per Month

Debt Service Year To

Date

Interest on Debt

Service Year to Date

Installment Payments

Per Month


Installment Payments

Year to Date

NO Debt payments have been made in 2013

The Town completed the purchase of a new International Dump Truck from M.A. Jerry in 2012. The total cost

of the truck was $195,149.00. The Board chose to use a different financing mechanism than the bond

anticipation notes that we have used in the past. A down payment of $30,149.00 was made with the remainder

financed through a municipal leasing program. Our lease for $165,000.00 is for four years at 3.630% through

Kansas State Bank. Should the town have the resources to make payments to reduce the principal and pay the

lease off early, we will have that option. The Balance remaining as of December 31, 2012 is $108,939.85. A

Payment of $45,060.15 is due April 18th

2013.

The debt that remains in the water fund is repaying what we borrowed to upgrade the Water System in

Minerva/Olmstedville.

The town entered into an interest-free direct financing with the New York State Environmental Facilities

Corporation on July 17, 2008 for Water improvement. Total principal is for $1,315,000.00 Payments of

$43,843.00 are made annually in the beginning of August. Remaining principal balance at the end of 2012 was

$1,095,821.00. The Town of Minerva will make annual payments on this loan through 2037.

F. Fund Balance Summary

Category General Fund Highway Fund Parks Fund Water Fund Other

Estimated 12/31/12

Total FB

$434,918.00

$264,637.00

$82,034.00

$56,161.00

$0.00

Amount of FB

Committed to 2013

Budget

$85,000.00 $100,000.00

$0.00 $0.00

$0.00

Amount of FB

Committed to 2013

Projects Beyond

Original Budget

$0.00

$0.00

$0.00

$0.00

$0.00

Uncommitted FB $349,918.00 $164,637.00.00 $82,034.00 $94,931.09 $0.00

FB as a Percent of

Appropriations

51.09%

29.25%

67.01%

62.48%

0%



Town of Minerva

Public Hearing

Regular Board Meeting

February 21, 2013

A Public Hearing on Proposed Local Law #1-2013 titled “Increasing Planning Board Membership From Five

to Seven Members was held on Thursday February 21,2013 at 7:00pm.

Discussion: Ed Healy questioned end of term dates for members.

#78 Motion by Klippel seconded by McNally to close public hearing and begin regular semi-monthly

meeting at 7:08pm. Carried 4-0

Upon Roll Call ~

Sue Montgomery-Corey-Supervisor-present

Eric Klippel-Councilman-present

Keith Dubay-Councilman-absent

David LaBar-present

Stephen McNally-Councilman-present

Pledge of Allegiance:

#79 Motion by Mcnally seconded by Klippel to approve the minutes of 2/7/13 meeting. Carried 4-0.

Public Comment #1:

Ed Healy read letter opposing recently enacted gun law by NYS.

John Paradis questioned what clothing is provided to highway employees

Supervisor presented her report from Feb 8-21, 2013

#80 Motion by McNally seconded by LaBar to accept resolution to Authorize the Supervisor to sign a

contract for Milfoil Removal Services with Aquatic Invasive Management for the 2013 season at a rate of

$14,818. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. No-none. Carried 4-0.

#81 Motion by McNally seconded by Klippel to approve Resolution to Authorize the Supervisor to sign a

contract for Minerva Day Fireworks at a cost of $5,200.00. Roll Call Vote: Yes- McNally, LaBar, Klippel,

Montgomery Corey. No-none. Carried 4-0.

#82 Motion by Klippel seconded by LaBar to approve Resolution to Approve Local Law #1-2013 to Expand

the Planning Board from 5-7 members. Carried 4-0.

#83 Motion by LaBar seconded by McNally to approve Resolution to appoint James McNally as 2013

Minerva Ski Program bus driver. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. No-

none. Carried 4-0.

#84 Motion by Klippel seconded by Mcnally to pay claims #13-72 with fund amounts: General

Fund=$23,932.98; Highway Fund = $39,872.60; Parks $1,259.40; $1,008.29; Prepaid = $19,593.66; Grand

Total = $85,666.93. Roll Call Vote: Yes- McNally, LaBar, Klippel, Montgomery Corey. No-none. Carried 4-

0.


Supervisor Corey reported the bank has written a letter for a bad check issued by East Side and now will be

going to State Police for court action.

The Board reviewed the Annual Report.

Highway report given by Mr. McGinn

#85 Motion by McNally seconded by Klippel to accept MVFD&RS report for January 2013. Carried 4-0.

Public Comment #2:

Ed Healy asked if any organizations are trying to tie in a snowmobile trail with Newcomb & Indian

lake or Long Lake.

Randy Mason stated an insert in the News Enterprise did not list any winter activities in Minerva.

Councilman Comments:

McNally – requested a resolution to object to NYS gun law “safe act”. Klippel wants more facts –

Montgomery Corey wants to read the law in its entirety. No action taken.

LaBar requested maps be available on Tuesday; he is in contact with Eurihea Speciale concerning

highway project and will get a written offer.

Klippel discussed generator quotes for maintenance.

#86 Motion by LaBar seconded by Klippel to go into executive session for the purpose of personnel matter

regarding the discipline of a particular employee at 9:01pm. Carried 4-0.

#87 Motion by LaBar seconded by Klippel to come out of executive session at 9:30pm. Carried 4-0.

#88 Motion by McNally seconded by LaBar to adjourn at 9:31pm. Carried 4-0.

Diana Mason, Clerk


Resolution No. _______ TOWN OF MINERVA March 7, 2013

Regular Board Meeting

Resolution to Authorize the Supervisor to advertise for letters of interest to operate the Concession Stand

at Donnelly Beach for the 2013 season.

The following resolution was offered by _________________ who moved its adoption:

WHEREAS Minerva Lake is an asset for the residents of the Town of Minerva and

WHEREAS the Town of Minerva annually seeks a contractor to run the concession stand at Donnelly Beach.

NOW BE IT RESOLVED that the Town Board of the Town of Minerva authorizes the Town Supervisor to

advertise for a concession stand contractor for the 2013 season.

This resolution was duly seconded by _____________________. A roll call vote was taken with the following

results:

AYES: _______Dubay ________LaBar

________Klippel ________McNally

________Montgomery Corey

NOES: _______Dubay ________LaBar



As the duly elected Town Clerk of the municipality known as the Town of Minerva, I do hereby certify the

following resolution was offered and duly seconded at the regular bimonthly board meeting held on

____________________with the results of said resolution noted above.

Dated:_____________________ Signature______________________________

Diana Mason, Town Clerk

TOWN SEAL


Resolution No. _______ TOWN OF MINERVA March 7, 2013 Regular Board Meeting Resolution to Authorize the Supervisor to Sign an Contract for DOT and Regular Physical Examinations The following resolution was offered by _________________ who moved its adoption: Whereas the Town of Minerva has contracted with Hudson Headwaters Health Network for physical examinations for its employees; and

Whereas Hudson Headwaters proposes to continue that agreement with a per physical cost of $137 for DOT physicals and $100 for regular physicals; and

Whereas the Town’s policy has been to ask employees to submit the claim for physicals to their insurer with the Town reimbursing them for the cost of the office visit co-pay and, in cases where they have no insurance, for the full cost of the visit;

Now be it resolved that the Town Board of the Town of Minerva authorizes the Supervisor to sign an agreement with Hudson Headwaters for 2013.

This resolution was duly seconded by _____________________. A roll call vote was taken with the following results: AYES: _______Dubay ________Klippel ________LaBar ________McNally ________Montgomery Corey NOES: _______Dubay ________Klippel ________LaBar ________McNally ________Montgomery Corey As the duly elected Town Clerk of the municipality known as the Town of Minerva, I do hereby certify the following resolution was offered and duly seconded at the regular bimonthly board meeting held on ____________________with the results of said resolution noted above. Dated:_____________________ Signature______________________________ Diana Mason, Town Clerk


Resolution No. _______ TOWN OF MINERVA March 7, 2013

Regular Meeting

Resolution to Authorize Minerva Central School to Use Brannon Field for the 2013 Softball Season

The following resolution was offered by _________________ who moved its adoption:

Whereas the Town of Minerva maintains a baseball field at Brannon Field which is used by the Minerva Little

League and Minerva Central School Softball teams; and

Whereas Minerva Central School has requested the use of the field for the 2013 season for softball games and

practices;

Now be it resolved that the Town Board of the Town of Minerva authorizes Minerva Central School to use

Brannon Field for its practices and games in 2013 with the understanding that Minerva Central School will

assist with the mowing and maintenance of the field during the softball season and will provide all appropriate

insurance for players and spectators during the season. The Town agrees, through this resolution, to provide

port-a-potty services during the season.

This resolution was duly seconded by _____________________. A roll call vote was taken with the following

results:

AYES: _______Dubay ________LaBar



NOES: _______Dubay ________LaBar



As the duly elected Town Clerk of the municipality known as the Town of Minerva, I do hereby certify the

following resolution was offered and duly seconded at the regular bimonthly board meeting held on

____________________with the results of said resolution noted above.

Dated:_____________________ Signature______________________________

Diana Mason, Town Clerk

TOWN SEAL


Documents

Minerva Board Packet 030713