Town of Franklin Board Meetings
Special Board Meeting / Budget Workshop
October 22, 2008 - 7:00 pm
The Town Board of the Town of Franklin held a duly advertised Special Board Meeting and Budget Workshop on Wednesday, October 22, 2008 at 7:00 pm at the Vermontville Town Hall.
Board members Present:
Supervisor Mary Ellen Keith
Councilwoman Janet Ordway
Councilman Clifford Smalley
Councilman Allen Berg
Councilman Walt Kretser
Budget Officer Richard Meagher,
Doug Ferris, Engineer - Earth Science Engineering,
Town Clerk Sandra Oliver,
Frank and Barbara Karl,
Highway Superintendent Wade Sullivan
CALL SPECIAL MEETING TO ORDER
Supervisor Keith called the meeting to order; the Pledge of Allegiance was recited; the Town Clerk called the roll, and announced the full board was present.
Budget Officer Richard Meagher presented the Highway Fund of the 2009 Tentative Budget to the Board. He explained the tentative budget is assembled from input gathered from department heads. Mr. Meagher stated that revenues to the Town have been decreased, due to the State of New York devaluing its land. He reviewed the General Fund portion of the 2009 Tentative Budget line by line, and following discussion, adjustments were made. The Highway Fund will be reviewed and discussed on Monday, October 27th at 7:00 PM. Mr. Meagher then left the meeting.
SPECIAL BOARD MEETING
GARAGE REHABILITATION PROJECT
Doug Ferris, Earth Science Engineering, presented copies of the preliminary construction cost estimate for the Garage rehabilitation, the total estimated amount of $720,917. Materials costs have risen greatly over the past year, he noted, however, $80,000 worth of items can be performed by the Highway Dept., which would reduce the total to $580,000. The hydraulic truck lift was eliminated from the plan, and reduced the total estimated cost as well. HVAC (heating, ventilation and air conditioning) costs were higher than anticipated. Mr. Ferris recommended that the Board, in its bonding request, include "soft" costs, engineering and architecture and to use the base figure of $720,917 so as to establish a line of credit. When the bonding is complete, requests for bids on the project will be published, and because of the downturn in the economy, he anticipates that bidders will be competitive. He noted that two more meetings of the building committee will tighten the figures before the bond is in place. He will invite the HVAC expert, Tom Riley, to attend one of the building committee meetings.
Can we save more by building an entirely new building?
Mr. Ferris stated that a remodel is much less expensive than new construction, which must conform to strict IEEE standards and guidelines.
Coun. Berg asked about a furnace that burns waste oil
Hwy Supt Sullivan estimated the Highway Dept. stated the department produces seven 55 gallon barrels of waste oil per year; Mr. Ferris indicated that amount would not be adequate to heat the building. In addition a new waste oil burner cost $10,000.
Coun. Berg asked if the in-floor radiant heating would be installed throughout the building
Mr. Ferris indicated it would only be in the service area of the building.
Hwy Supt. Sullivan asked about the exposed portion of the building, where the berm had been removed and his concerns about moving sand against it.
Mr. Ferris responded, indicating the exposed portion of the wall would have the old insulating board reinstalled. As to moving the sand, he recommended it be done gently.
This project is under $1 million but why not put it on ballot as referendum?
Coun. Kretser replied that the Board would make the decision on how and when to proceed and that the project would not be a "Cadillac" plan.
Mr. Ferris then left the meeting.
At the suggestion of the NYS Comptroller's Office requests for prices on fuel were re-published, with the bid submission date changed to October 22nd at 6:00 PM. Only one bid was received, from Griffith Energy, although Supervisor Keith spoke with the HomEnergy representative to request a bid. Griffith's bid is as follows: “All prices change daily, based on our supplier, Ultramar's posted rack price in Montreal on the day of delivery. Prices below are delivered prices (and includes the markup) based on today's [Oct. 20, 2008] date. Our markup is .40/gal over the Ultramar price and that markup will not change for the duration of the bid.
|#2 fuel oil||2.5890
|Propane||2.4990/gal - fixed price for one year
The Board determined that HomEnergy had been given ample opportunity to submit a second bid and agreed that Griffith Energy was a reliable supplier with a good accounting record.
Motion to for resolution to accept bid of Griffith Energy
(C.Smalley-A.Berg m/s/p) ALL AYE
RESOLUTION NO. 67: ACCEPT BID OF GRIFFITH ENERGY TO SUPPLY FUELS TO
TOWN FOR ONE YEAR
WHEREAS, the Town published requests for bids for fuel; and
WHEREAS, Griffith Energy complied with all requests for bids; NOW, THEREFORE,
BE IT RESOLVED, that the Town Board hereby accepts the October 20, 2008 bid from Griffith Energy to supply fuels to the Town until October 20, 2009.
THOSE VOTING AYE:
Supervisor Mary Ellen Keith
Councilperson Janet Ordway
Councilman Walter Kretser
Councilman Allen Berg
Councilman Clifford Smalley
THOSE VOTING NAY:
The minutes of the September 10, 2008 special board meeting were amended as follows:
APPOINT WADE A. SULLIVAN AS HIGHWAY SUPERINTENDENT
The current situation in the Highway Dept. is regretful. The Department has only four employees, and although classified ads have been published seeking MEO's and laborers, because the Department lacks leadership, no action has been taken. Work on the roads has diminished due to the smaller work force and indecision by the current deputy. Wade Sullivan indicated to board members that he was willing to accept the position of appointed Highway Superintendent. Supv. Keith noted the risk taken by an appointee: If Mr. Sullivan is appointed to the position, he would be removed from the roster as an hourly employee from the date of appointment through December 31, 2008. If someone else is elected as highway superintendent, Mr. Sullivan could to offer to return as a brand new employee, thereby losing seniority. The Town, could, however, hold Mr. Sullivan's MEO position open until January 1, 2009. Wade Sullivan stated if appointed he would stay in the position until December 31, 2008; he would like the Board to hold his MEO position open and he would like to keep his seniority and benefits, including five days of vacation. Supv. Keith indicated the payroll period starts on Sunday, September 15 14, and thought it advisable for the appointment to commence on that date. The Board and Mr. Sullivan concurred. Coun. Kretser emphasized the importance of hiring skilled and reliable employees, participating in the budget process and making time to speak with auditors from the NYS Comptroller. He indicated the position presented a big challenge, and that as the Town has experienced in the past, officials do not have to report to work. Mr. Sullivan indicated he would report to the Highway Dept. and would fulfill to the best of his ability all the requirements of the position. Supv. Keith indicated Mr. Sullivan had five (5) days within which to appoint a Deputy Highway Superintendent; in addition, she stated she would abstain from voting because Mr. Sullivan is her nephew. (changes per 10/22/08 meeting)
Motion to appoint Wade Sullivan Highway Superintendent
(J.Ordway-C.Smalley m/s/p) ALL AYE
RESOLUTION NO. 50: APPOINT WADE A. SULLIVAN HIGHWAY SUPERINTENDENT
TO COMPLETE TERM OF OFFICE
WHEREAS, James Rascoe, elected Highway Superintendent, resigned as of July 21, 2008 and which resignation was accepted by the Town Board; and
WHEREAS, James Perry was appointed Highway Superintendent to complete Mr. Rascoe's term and Mr. Perry resigned from the position and from employment with the Town of Franklin as of August 29, 2008, which resignation was accepted by the Town Board; and
WHEREAS, Wade A. Sullivan has been offered and is willing to accept the responsibility of the position;
NOW, THEREFORE, BE IT RESOLVED, that Wade A. Sullivan is appointed Highway Superintendent to complete the term of the elected superintendent, commencing September 15 14, 2008 and ending December 31, 2008; and BE IT
FURTHER RESOLVED, that Mr. Sullivan's position as MEO will remain open and his seniority and benefits will remain in tact until January 1, 2009. (changes per 10/22/08 meeting)
The minutes of the September 17, 2008 board meeting were accepted as presented; the minutes of the September 29, 2008 special board meeting were amended as follows:
REGULAR SPECIAL TOWN BOARD MEETING
September 29, 2008 - 7:00 PM
Motion to accept minutes of Sept 10 and 29, 2008 as amended
(A.Berg-W.Kretser m/s/p) ALL AYE
There being no further business to conduct, the meeting adjourned at 10:10 PM
(J.Ordway-A.Berg m/s/p) ALL AYE
Respectfully submitted, Sandra J. Oliver