Town of Rochester Town Board
June 6, 2019 6:30PM
Town of Rochester Town Hall, 50 Scenic Dr, Accord, NY
As of 6-4-2019
I. Call to Order – Pledge to The Flag – Roll Call
II. Action on Minutes
Recommended resolution; accepting the minutes of the meetings listed, as amended by the Supervisor.
April 4, 2019 Regular Meeting – adopted, amendment made
May 2, 2019 Public Hearing
May 2, 2019 Regular Meeting
May 17, 2019 Special Meeting
May 29, 2019 Audit/Workshop Meeting
III. Supervisor’s Report May 2019 – Filed with the Town Clerk
IV. Meeting Calendar
June 10 Planning Board Regular Meeting Accord Firehouse 7pm
June 13 Environmental Conservation Commission Town Hall 6:30pm
June 17 Historic Preservation Commission Town Hall 2pm
June 18 Ulster County Legislature County Office Bldg., Kingston 7pm
June 19 Youth Commission Harold Lipton Community Ctr 9:30am
June 20 Zoning Board of Appeals Town Hall 7pm
June 24 Planning Board Workshop Accord Firehouse 6:30pm
June 27 Town Board Audit/Workshop Meeting Town Hall 6pm
July 2 Town Board Regular Meeting Town Hall 6:30pm
V. Attorney for the Town Update
Assessor Shared Services contract – Towns of Rochester, Rosendale, & Marbletown
VI. Supervisor’s Update/Correspondence Report
VII. Dept. Updates/Liaison Reports
VIII. Chief Constable Report
IX. Board Member Time
X. Public Comment
A. Scheduling a Community Information Session Regarding Parks and Rail Trail 2019 Grant – June 24 or June 26?
B. Accord Fire District request – Constable Assistance
C. Palentown Cemetery Association request – Highway Dept. Assistance
D. Dymond Subdivision Request – Planning Board
E. Meadow Lane Sewer District request
F. General Code Supplement Estimate
G. 2019-2020 Sand Bid
Recommended resolution; The Town Board authorizes the Supervisor to advertise seeking sealed bids for abrasive screened sand for winter road use. Specifications of bids are available at the Town Clerk Office and on www.townofrochester.ny.gov. Bids are due on or before June 28, 2019 at 11:00am at the office of the Town of Rochester Clerk, PO Box 65 / 50 Scenic Road, Accord, New York 12404 where they will be opened and read aloud. A non-collusion form and certified testing results shall be included as a part of the bid package. The Town Board has the right to reject any and all bids.
1. The sand shall be hard with 100% passing 3/8″ screen, not more than 15% passing #50 mesh and not more than 4% passing #200 mesh and must be readily usable in spreading equipment.
2. Certified testing results shall be submitted as a part of the bid package.
3. The bidder’s attention is called to the fact that if scales are not available at plant site, the bidder must state conversion factor-weight per cubic yard on bid conversion sheet.
4. Sand is to be made available for pickup by trucks designated by Town of Rochester authorized entities and operated by authorized personnel.
5. Bid prices shall be priced per ton only, variations will not be accepted.
6. Bids shall be guaranteed valid for a period of 1 year from award date of bid.
H. Transfer Station Storage Building Bid
Recommended resolution; The Town Board authorizes the Supervisor to advertise seeking sealed bids for demolition of existing and construction of a storage building. Specifications of bids are available at the Town Clerk Office and on www.townofrochester.ny.gov. Bids are due on or before July 11, 2019 at 11:00am at the office of the Town of Rochester Clerk, PO Box 65 / 50 Scenic Road, Accord, New York 12404 where they will be opened and read aloud. A non-collusion form shall be included as a part of the bid package. The Town Board has the right to reject any and all bids.
Specifications (see additional sheet)
I. Accepting Quote and Authorizing the Supervisor to Contract for Transportation Services – Summer Youth Program
Recommended resolution; The Town Board accepts the quote from ______________ to provide transportation services to the Town of Rochester for up to 18 days of trips in conjunction with the Summer Youth Program and authorizes the Supervisor to enter into a contract for the services..
Birnie Bus $100.00/hr 128 hours $12,800.00
First Student $61.08/hr 128 hours $7,818.24
Tonce Transit $85.00/hr 128 hours $10,880.00
J. Accepting a Quote and Authorizing Supervisor to Purchase Equipment
Recommended resolution; The Town Board accepts the quote from ______________ and authorizes the Supervisor to purchase a 6-foot Rotary Cutter with expenditure to be made from General Fund budget code AA-6-7110.200, Parks, Equipment.
Tractor Supply $1499.99, free pickup in store
Westchester Tractor $3828.96, includes shipping
K. Authorizing the Recreation Director to apply for a Grant
Recommended resolution; The Town Board authorizes the Recreation Director to apply to the NYS Separtment of Conservation, on behalf of the Town of Rochester, for a grant for the Connect Kids to Parks to fund transportation to State Parks for the Summer Youth Program.
L. Accepting Donations
Recommended resolution; The Town Board accepts donations of $100 from Marlene Dunn, $50 from Alan & Arlene Levine for Mother’s Day Brunch flowers, and $39 in miscellaneous cash contributions and directs the Supervisor to deposit the funds in General Fund account, revenue line AA-4-2705.
M. Authorizing the Supervisor to Transfer Funds – Grant Fund Checking (A) Fund Balance Reconciliation
Recommended resolution; Upon recommendation of the Town accounting consultant, the Town Board authorizes the Supervisor to allocate $5,876.49 as unappropriated fund balance and transfer that amount from cash balance “grant fund” checking to general checking. The source is historical accumulated balance including interest, as calculated as of 12/31/2018 by the town accounting consultant.
N. Authorizing the Supervisor to Transfer Funds – Street Lighting Fund
Recommended resolution; Upon recommendation of the Town accounting consultant, the Town Board authorizes the Supervisor to establish a new street lighting checking account and, once established, transfer $9,050.96 from General Fund to Street Lighting account. The source is street lighting fund balance, as calculated as of 12/31/2018 by the town accounting consultant.
O. Authorizing the Supervisor to Pre-Pay Credit Card Bill
Recommended resolution; the Town Board authorizes the Supervisor to pre-pay the Bank of America credit card billing statement due June 13, 2019 in the amount of $1002.54 prior to the June audit meeting, subject to audit by the Town Board.
P. Renewal of Accord Speedway Racing Permit: Amendment to Resolution 358-2018, as amended by Resolution 377-2018
Recommended resolution; the Town Board amends resolution 358-2018, adopted Nov. 1, 2018, as amended by resolution 377-2018 authorizing the racing permit renewal to Accord Speedway, Inc., pursuant to Town of Rochester Code §107-4C and all other conditions as specified in Town of Rochester Code §107, as follows.
“The Town Board accepts the addition of August 10, 2019 to the racing schedule received by the Town Clerk November1, 2018 as presented for actual racing dates. Dates listed as rain dates may be utilized only to replace a rained out approved event date. In no event shall actual racing dates exceed 40 dates”
All other statements of resolution #358-2018 remain as adopted on Nov. 1, 2018.
Q. Authorizing the Supervisor to Send Notice of Public Hearing – Ulster County Agricultural and Farmland Protection Board
Recommended resolution; the Town Board authorizes the Supervisor to send notice of the Ulster County Legislature public hearing to be held at the Ulster County Legislature on June 18, 2019 on the 6th floor of the county office building at 7:05pm.to Town of Rochester bounding owners of parcel 76.2-2-10 – Farm Preservation NY, LLC – 5688 Route 209, Accord, NY upon recommendation by the Ulster County Agricultural and Farmland Protection Board for the parcel to be included in a state certified agricultural district.
R. Change in Workshop Meeting Time – Amendment to resolution 73-2019 (amending resolution 3-2019)
Recommended resolution; the Town Board amends resolution 73-2019 removing the words “at 7:00pm”. The Workshop meeting will immediately follow the Audit meeting effective with the June 2019 Audit/Workshop meeting.
“The Town Board meeting to audit the Town’s bills shall be held on the last Thursday of each month at 6:00pm (except May, October, November, and December 2019) with the Workshop to immediately follow [at 7:00pm] at the Town of Rochester Town Hall, 50 Scenic Road, Accord, NY 12404, and directs the Town Clerk to post legal notice of such meeting schedule. Jan. 31, 2019; Feb. 28, 2019; March 28, 2019; April 25, 2019; Wednesday May 29, 2019; June 27, 2019; July 25, 2019; August 29, 2019; Sept. 26, 2019; Wednesday Oct. 30, 2019; Tuesday Nov. 26, 2019; and Monday Dec. 30, 2019.”
S. Coalition of Watershed Towns Nominations of Election to Executive Committee
Recommended resolution; The Town Board authorizes the Supervisor to place into nomination the names of member Peter Friedel and alternate member Drew Boggess, Town of Olive Councilpersons, for 2-year seats on the Executive Committee of the Coalition of Watershed Towns.
T. Appointment of Chairperson of the Historic Preservation Commission
Recommended resolution; the Town Board appoints Lindsey Arnold to serve as the chairperson of the Historic Preservation Commission.
U. Appointment of Co-Chairperson of the Environmental Conservation Commission
Recommended resolution; the Town Board appoints Madeline Russo to serve as the co-chairperson of the Environmental Conservation Commission.