The February Audit/Workshop Meeting was held on February 28, 2019 at the Town of Rochester Town Hall.
The Audit of the Abstract 14-2018 & Abstract 02-2019 were held at 6:00pm.
PRESENT:
Councilman Brian Drabkin Councilwoman Cindy Fornino
Councilwoman Bea Haugen-Depuy Councilman Christopher Hewitt
Supervisor Michael Baden
WORKSHOP MEETING 7:00pm:
PRESENT:
Councilman Brian Drabkin Councilwoman Cindy Fornino
Councilwoman Bea Haugen-Depuy Councilman Christopher Hewitt
Supervisor Michael Baden Town Clerk Kathleen Gundberg
INTERVIEWS FOR THE PLANNING BOARD VACANCY:
a. Briana Maloney
b. Anne Marie Moloney
c. Zorian Pinsky
d. Bruce Psaras
COURT FINANCIAL REPORTS AND TOWN BOARD AUDIT:
Councilman Drabkin and Councilwoman Haugen-DePuy performed a review on 2/25/2019 of the December 2018 Justice Court Records.
Overall Evaluation:
– Cash receipts and cash disbursement records to be completed and uniform in nature.
– Bank reconciliations, two for each Judge, are kept in monthly folders. Folders are color coordinated, by judge, to prevent errors. When examining these folders, we found records to be in precise order.
– Questions asked were answered knowledgably, with the offer to see a report if we needed.
Thank you to Ann Marie and LeAnn for assisting in the examining of the court records and answering questions, helping gather material for the Town Board’s Annual Justice Report to the State. Also would like to recognize their excellent work keeping the Court records.
Councilwoman Haugen-Depuy will do a review monthly.
DISCUSSION:
a. Community Newsletter: working on finalizing a newsletter by Friday March 8th.
b. General Code Project: cost analysis enclosed in Board members folders.
c. Transfer Station Building Construction: The Board will have to decide soon. Harry will look into getting 3 quotes.
d. Highway Dept. Bid – Utility Truck: The Company that was awarded the bid for the Utility Truck by the Town Board is behind on making the Trucks so the Highway Department would like to re-bid it out. Knowing there is such a high demand the company is open to the idea of the Town cancelling the bid. Attorney Christiana stated that was fine as long as the company submits in writing agreeing to cancelling the order.
e. Rail Trail Parking – Lucas Avenue: Supervisor Baden met with an engineer of Medenbach and Eggers. With the map presented the DeJager property wouldn’t be able to be used the way the Board was hoping with having parking spots for the Rail Trail. However there is a piece of property owned by the County that would work perfect and Supervisor Baden is going to negotiate with the County.
CORRESPONDENCE TO DEJAGER FOR LAND SWAP:
Resolution # 87-2019:
A Motion was made by Councilman Drabkin to reply back to Elbert DeJager stating that due to drainage the portion of land (SBL 77.1-2-32.211) offered is not feasible for a land swap. However Mr. DeJager if interested can still purchase the land off DeJager Lane from the Town, if he desires.
Second: Councilwoman Fornino
Aye: 5 nay: 0 abstain: 0 motion carried
RESOLUTIONS:
A Motion was made by Councilman Drabkin to approve resolutions 88 & 89 of 2019;
BUDGET MODIFICATION: 2018 GENERAL FUND:
Resolution # 88 -2019:
The Town Board approves the following 2018 General Fund budget amendments, as recommended by the Town Supervisor:
7520.4 Historical Property CE – $150 New Budgeted $ 2,150
TOTAL: + $150
7110.4 Parks CE – $150 New Budgeted $ 5,600
TOTAL: – $ 150
BUDGET MODIFICATION: 2018 HIGHWAY FUND:
Resolution # 89 -2019:
The Town Board approves the following 2018 Highway Fund budget amendments, as recommended by the Town Supervisor:
5130.4 Machinery CE + $ 10,000 New Budgeted $ 111,000
TOTAL: + $ 10,000
5130.2 Machinery EQ -$ 10,000 New Budgeted $ 13,000
TOTAL: -$ 10,000
Second: Councilman Hewitt
Aye: 5 nay: 0 abstain: 0 motion carried
PAYMENT OF ABSTRACT 14-2018:
Resolution # 90 -2019:
A Motion was made by Councilman Hewitt to approve payment of Abstract 14-2018 in the amount of;
General Fund $ 448.36
Highway Fund $ 10512.93
Street Lighting Fund $ 0
Second: Councilman Drabkin
Aye: 5 nay: 0 abstain: 0 motion carried
PAYMENT OF ABSTRACT 02-2019:
Resolution # 91-2019:
A Motion was made by Councilman Drabkin to approve payment of Abstract 02-2019 in the amount of;
General Fund $ 49,499.21
Highway Fund $ 66,569.18
Street Lighting Fund $ 369.97
Second: Councilman Hewitt
Aye: 5 nay: 0 abstain: 0 motion carried
AMENDMENT TO RESOLUTION 85-2019, PROMOTION OF CONSTABLE:
Resolution # 92-2019:
A Motion was made by Councilman Drabkin upon recommendation of the Chief Constable, the Town Board promotes Constable Jose Velasco to the rank of Sergeant, effective Feb. 1, 2019. The Town Board authorizes the Supervisor to amend the Salary and Wage Schedule to raise his rate of compensation to $12.75 per hour.
Second: Councilwoman Fornino
Aye: 5 nay: 0 abstain: 0 motion carried
ACCEPTING THE JUSTICE COURT AUDIT REPORT:
Resolution # 93 -2019:
A Motion was made by Councilwoman Fornino The Town Board, pursuant to Section 2019-a of the Uniform Justice Court Act, hereby accepts the report of Councilman Drabkin and Councilwoman Haugen-DePuy, that all financial records of the Town of Rochester Justice Court were reviewed on February 25, 2019, pursuant to the annual checklist of Appendix 10 of the New York State Office of the State Comptroller Handbook for Town and Village and Court Clerks and found to be in compliance.
Second: Councilman Hewitt
Aye: 5 nay: 0 abstain: 0 motion carried
AUTHORIZING THE SUPERVISOR TO SEND CORRESPONDENCE:
Resolution # 94-2019:
A Motion was made by Councilwoman Fornino that the Town Board authorizes the Town Supervisor to send a copy of the audit of the Justice Court records for the fiscal year ending December 31, 2018 to the State of New York Unified Court System, as requested January 7, 2019.
Second: Councilman Hewitt
Aye: 5 nay: 0 abstain: 0 motion carried
AUTHORIZING THE SUPERVISOR TO PREPAY AN EXPENDITURE
Resolution # 95-2019:
A Motion was made by Councilwoman Fornino authorizing the Supervisor to prepay the following expenditures which will become due prior to the March 2019 Audit meeting, subject to Town Board audit and approval at the March 2019 audit meeting.
Shoprite: Materials for St. Patrick’s Day Community Luncheon.
Second: Councilman Hewitt
Aye: 5 nay: 0 abstain: 0 motion carried
PROPOSED EXECUTIVE SESSION:
A Motion was made by Councilwoman Fornino to enter into executive session at 8:30pm for the purposes of discussion about change of job description for a particular employee in the Town Clerk’s office and for the Town Clerk to join and to discuss candidates for the Planning Board vacant position.
A Motion was made by Councilwoman Fornino to reconvene the meeting at 8:40pm stating no action taken nor monies expended.
Second: Councilman Hewitt
Aye: 5 nay: 0 abstain: 0 motion carried
A Motion was made by Councilman Hewitt to approve Resolutions # 96 & 97 of 2019:
ESTABLISHMENT OF DUTIES AND RESPONSIBILITIES OF THE SECOND DEPUTY TOWEN CLERK:
Resolution # 96-2019:
Pursuant to Town Code §30(10) (a), The Town Board hereby establishes the following duties for the Second Deputy Town Clerk. The Town Board, further, delegates responsibility to the Town Clerk to establish additional duties, as determined by the Town Clerk.
1. Preparation of Highway Department monthly vouchers
2. Preparation of Highway Department weekly payroll
3. Preparation of Highway Department reports, upon request of the highway and /or deputy Highway Superintendent.
4. Correspondence for Highway and/or Deputy Highway Superintendent
5. Management of the FuelMaster system
6. Preparation of monthly billing and plowing and fuel supply services provided by the Highway Department to other departments and emergency service providers.
7. Answering Highway Department phone.
INCREASE COMPENSATION AND HOURS FOR THE SECOND DEPUTY TOWN CLERK:
Resolution # 97-2019:
The Town Board, effective March 4, 2019 authorizes the Town Supervisor to amend the 2019 salary and wage schedule to increase the amount budgeted for the Second Deputy Town Clerk. The Compensation shall be increased to $ 16.00 per hour, not to exceed 1560 hours per year or 40 hours in any particular week, unless authorized by the Town Supervisor.
Second: Councilman Drabkin
Aye: 5 nay: 0 abstain: 0 motion carried
ADJOURNMENT:
A Motion was made by Councilwoman Fornino to adjourn the meeting at 8:40pm.
Second: Councilman Drabkin
RESPECTFULLY SUBMITTED,
Kathleen A. Gundberg
Town Clerk