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2001-09-17 SP SPECIAL TOWN BOARD MEETING SEPTEMBER 17TH, 2001 Mtg #38 Res. # 364- 7:00 P.M. BOARD MEMBERS PRESENT SUPERVISOR DENNIS BROWER COUNCILMAN JAMES MARTIN COUNCILMAN DANIEL STEC COUNCILMAN TIM BREWER (entered meeting 7:10 p.rn.) BOARD MEMBER ABSENT THEODORE TURNER TOWN COUNSEL BOB HAFNER TOWN OFFICIALS Bill Lavery, Supervisor's Administrative Assistant Henry Hess, Comptroller SUPERVISOR BROWER called meeting to order.. RESOLUTIONS RESOLUTION APPOINTING JANICE P. REYNOLDS AS SUBSTITUTE SCHOOL TRAFFIC OFFICER RESOLUTION NO. 364.2001 INTRODUCED BY: Mr. James Martin WHO MOVED FOR ITS ADOPTION SECONDED BY: Mr. Daniel Stec WHEREAS, a vacant substitute School Traffic Officer (Crossing Guard) position exists within the Town of Queensbury and the Town Board wishes to appoint someone to this position, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby appoints Janice P. Reynolds as a substitute School Traffic Officer (Crossing Guard) effective September 18th, 2001 at the current rate of pay for the position, and BE IT FURTHER, RESOLVED, that the Town Board hereby authorizes and directs the Town Supervisor and/or Town Comptroller's Office to complete any forms and take any actions necessary to effectuate the terms of this Resolution. Duly adopted this 17th day of September, 2001, by the following vote: AYES Mr. Martin, Mr. Stec, Mr. Brower NOES None ABSENT: Mr. Turner, Mr. Brewer DISCUSSIONS (Councilman Brewer entered meeting during the following discussion) 2.1 Glens Falls Symphony Orchestra Mr. Robert Rosoff, Executive Director and Mr. Alan Redeker, First Vice President of the Glens Falls Symphony Orchestra spoke to the Town Board regarding their program and requested funding from the town to help support their program. Town Board held discussion, agreed to have resolution prepared for next board meeting. 2.2 Tri-County United Way Mr. Vince Palacino and Sandy Herlitz?, past President of Tri- County United Way spoke to the Town Board regarding their needs assessment mail survey project and their funding request for two thousand dollars from the town to help pay for the project.. Town Board held discussion, agreed to have resolution prepared for next board meeting. 2.3 West Glens Falls EMS Building Status Update Ms. Kim Dickinson, President and Catherine? , Senior of West Glens Falls EMS spoke to the Town Board regarding their needs for either a new building or the need to update the existing building, noting that they've outgrown their existing facility and there's numerous structural problems. We were before the board two years ago and were put off in order to wait for the Main Street Corridor project and the status of the access road issue, and yet nothing has been finalized. Have submitted our budget, which does not reflect any numbers as to this issue. We're looking for some sort of a status as to where we're going in the future. We like the location and it's feasible for our needs. Councilman Martin-What's the status of the access road? Supervisor Brower-We should know by next year. Ms. Dickinson-Next year? Two years ago we were told to wait. Catherine?- Then we need to do some improvements on our building then, if we're going to stay there for a couple of years. Supervisor Brower-It shouldn't be a couple of years, I think if something happens, it's going to happen within the next year. A lot depends on a number of factors right at the moment, I think it would be premature to tell you that we have this figured out because truthfully, we don't. Ms. Dickinson-We have so much outgrown this building. Every winter, the building was never properly designed, it went through a lawsuit, the company went bankrupt, we never got anything for it but we continuously in the winter time, literally ice and snow buildup in our bedrooms along the base boards. The heating is atrocious because of that, the heating bills this past year have quadrupled because of that. We have fifty members, we don't have ample space to hold our meetings to even be comfortable in the building. Our board room is an absolute disaster. We have termite problems because of the structure of the building. The water buildup every year is continuously blamed on the mulch not being pulled away from the building so there's a drainage problem that's never been able to be rectified. Every year we pay a ton of money to Jim Girard to come pull the mulch away to build the land back up only to have it wash away again and then winter time, we encounter the same problems all over again. I guess we're frustrated because we originally decided, yes, we're going to do this and then when we started talking about it and we came to the town, we were told well you better sit on it because we're not really sure what's going to happen. That was almost two years ago. I, to do the administrative duties that I need to do as president, can not operate out of that board room and the directors, there's so much record keeping in this organization and there is absolutely, we store our records upstairs in an attic and you probably kill yourself trying to get to the stuff. I mean, you guys have no idea, it's like enough is enough, we need to have ample space to our job and we can't. Katherine-We need storage for our medical supplies, we're operating out of a very small room and we have everything stacked, we need room. Supervisor Brower-If and when we accomplish what we're moving toward, you're going to have to make some decisions too. Ms. Dickinson-Say we don't want to wait. Say we want to stay at Exit 18, and we got to the access road and we say okay, we're going to come to you, now we want to incorporate into our next year's budget. We'll find a location on the west end, where we want to be, will you help us out? Katherine-Our calls are also going very high, we're even thinking about getting three rigs instead of two rigs. We have one on order that's coming in, we wanted to keep that but we have no place to house it. We need space and we've been waiting almost two years. So, do we make our space where we are now or do we wait continuously? Supervisor Brower-At this time, I think it wouldn't be wise to consider expanding the building where you're at currently, I think that would be a big waste of money. I'd like to be able to give you more information but I think you understand where we're at. I don't think you're happy with where we're at but by the same token, it's reality. Ms. Dickinson-Well, going back to my original question, if we don't go on the access road and we find a piece of property, what's going to happen? Supervisor Brower-We should have a very good idea of what's going on within the next three months. If we don't have this thing to bed and really moving along, then it's not going to happen. So, then at that point, you can consider an expansion on your current site or maybe other options because that is a valuable piece of property on that corridor. Councilman Martin-Is there anything that can be done from a financial standpoint? Can we put an assumed amount of money in next year's budget in anticipation of a certain year's construction lending date and then can we get ready for this, can we start our capital reserve, those types of things to make it that much more simple when they do get to the point of, I mean, have you guys picked out a building yet? Mr. Henry Hess, Comptroller-There's several ways to handle. One model you used recently is what happened with the Bay Ridge Fire Station where we put money into a project, we held in a reserve account for specifically that purpose so that when the project matured, you had some funds to start out with. But one of the things that you need to start out with is a financial plan. I mean putting money into a reserve without a financial plan, you really don't know what your reserving for. Here's a property that's going to generate, if you leave the one property and go build something else, there's a lot of equity I would assume in the property that's there. So, are you going to really need a lot of cash. Until we see a financial plan, how much you're going to spend, how much are you going to get for the old building and what are you going to need provided in another way and without that information, I'm hard pressed to tell you that you should start a reserve fund. Ms. Dickinson-We had an appraisal of the property and the building of 250,000 dollars. To expand the building, Rist Frost estimated a cost between three hundred and seventy-five thousand and four hundred thousand dollars. If we build new, you're talking at least one point five million.. Bottom line, we're looking to move, that is really what we want to do. Town Board held discussion regarding whether to expand or construct new and it was recommended that Ms. Dickinson come back to the board with their desired recommendation for the proposed project and the board agreed to meet on Thursday the 27th of September at seven o'clock to discuss the project further. 2.4 Memorandum of Understanding re: Glens Falls/Queensbury Sewer Negotiations Town Board held discussions regarding the Glens Falls and Queensbury Sewer Negotiations and Town Counsel Bob Hafner reviewed with the board the most recent changes of the Memorandum of Understanding. They noted issues with the inter- municipal agreement regarding the South Queensbury Sewer District Special Town Board Meeting September 27,2001 MTG #39 RES. 3667:10 P.M. Town Board Members Present Supervisor Dennis Brower Councilman James Martin Councilman Theodore Turner-Absent Councilman Daniel Stec Councilman Tim Brewer Town Comptroller Henry Hess Supervisor Dennis Brower-Opened the Meeting 1.0 West Glens Falls EMS Budget Proposed Budget for 2002 Member of WGF EMS- Biggest expenditure for 2002 is turn out gear (see page 2 on budget) 60,000 one year expenditure. Members ofW.G.F. EMS-Full turn out gear is helmet, boots, coat and pants. The present turn out gear is eight to ten years old. Noted a full set of turn out gear is approximately a thousand dollars for each members we now have fifty members plus two ambulances and a medi car. Sixty thousand dollars will buy sixty sets. Mid line quality, life expediency approximately ten years. Present turn out gear is not approved by OSHA. Turn Out Gear fit to each member. Councilman Martin-Would like to see in future years to build a fund for turn out gear. Councilman Brewer-Questioned if Bay Ridge or North Queensbury need turn out gear too? Member of WGF EMS-They have their turn out gear. Member ofWGF EMS-Noted W.G.F. runs fifteen hundred runs a year. Member of WGF EMS-All members are required to wear gear at a scene of a fire or accident, that cannot be enforced because the gear is not up to par, some do not fit. Member of WGF EMS-Other items; medical equipment noted in medical equipment we have spent already from January through June 19th we had spent 23,539.94 which is over budget. Described Medical supplies. oxygen comes every week, bandages any disposal medical supply, gloves etc. Equipment is KED's, stretchers, suction unit AED's, Splints. etc. Repairs and maintenance for medical equipment they have to be serviced all the time. Councilman Martin-Questioned some of the new line items. Member ofWGF EMS-Noted that they have hired a medical director which is new.turn out gear is new noted some items that appear to be new are just re-named for simplicity. Councilman Stec-Questioned the utilities. Member of WGF EMS-Noted the year before we only spent a little bit under 8,000 but this year with the cost of gas and electric it doubled. Noted the difference between what was budgeted and actual expense was paid for from not buying a CD. Member of WGF EMS-Noted there were ten new members.. regarding Heating costs: normal bill between five and six hundred in heating bills for winter this year over eleven hundred dollars. Supervisor Brower-Recommended that they speak to the Adirondack Regional Chamber of Commerce they have a program, they are trying to buy natural gas if they get enough people to use it at a special rate. Discussion held regarding paying tax on diesel for vehicles use fleet card no state or federal tax. Councilman Martin-Spoke to the EMS group noting that fire and ems are going to come under increased scrutiny. Councilman Stec-Asked to have a review of six items in the proposed budget. Communication equipment, Misc. Expenses, Telephone, Utilities, Vehicle Fuel, Repair and Maintenance of vehicles..what you are telling me is that last years actual utilities, actual vehicle fuel, actual repair and maintenance of vehicles was actually much closer to what you are requesting this year it was double. Member ofWGF EMS-It was triple. Member ofWGF EMS-Noted that there was volunteer mechanic in the past that saved the company. Member of WGF EMS-There is a maintenance program set up with Tyler Equipment three or four times a year and go over equipment. also communication equipment trying to up grade the system, now working off the Queensbury School System and it is too busy during the day. Councilman Brewer-Suggested that the Company could look into working off the new tower that is being constructed at the landfill, for better communications. Councilman Stec-Questioned if the purchase of turn out gear be done on a two year cycle, half now half the following year or twenty each year for three years? Member ofWGF EMS-Noted that they had talked about leasing. Comptroller Hess-Spoke to the Board regarding purchasing through debt service and spread it out over a four or five year period with low interest and you do own it. Noted you could put somewhere between thirteen and fifteen thousand a year in for five years instead of sixty thousand dollars in. Board agreed to proposal Councilman Martin-When this is paid in five years keep the fifteen thousand going and then buys it out of pocket that way. Councilman Stec-So you do not have to have sixty in one shot. Councilman Martin-Noted that we now can take forty five thousand out of the proposed budget. Comptroller Hess-Noted he will recalculate what it should be. Councilman Stec-Re: Telephone- This year is seven grand for telephone? Member of WGF EMS-People were coming in before we had power link, and they get on site and stay on site so we were charged by the telephone. Councilman Stec-Has this been corrected? Member of WGF EMS-Yes. Councilman Martin-Questioned the savings on gas without tax? Member of WGF EMS-Approximately forty cents per gallon. Councilman Martin-Then we could take thirty percent off from that line, approximately thirty six hundred. Comptroller Hess-Spoke to the EMS members on how to get the tax exempt status on diesel. Supervisor Brower-Noted that this could not be used for use of personal vehicles. Councilman Martin-I have forty five hundred offfor turn out gear, thirty six hundred off for gas, the only other one questioned the repair and maintenance went from five to fifteen, I heard transmission issue, it is hard to project. Member ofWGF EMS-It was actually higher than fifteen; we went lower because we are getting a new ambulance even though we spent nineteen thousand on vehicle maintenance. Councilman Stec-Suggested Misc. go back to three thousand instead of six. Member ofWGF EMS - agreed. Councilman Martin-We are now at two seventy five one from three twenty five seven. Councilman Brewer-Suggested that the EMS group consider having a note for office equipment, turnout gear and communication equipment. Member of WGF EMS-How long is the contract? Comptroller Hess-Two or three year. Member ofWGF EMS-How will that affect us three years from now? If for some reason we need something else under communication will you allow us to come in and we still would owe two more years on the debt? Comptroller Hess-We reconcile every debt individually at the bottom so if they were to come in, in two years and need radios that you need to borrow for by that time maybe two radio's would be a cash purchase but if it was a loan purchase you would take out another loan and add another debt service line. Member ofWGF EMS-Questioned if they should have come before the Board when they saw the increases coming this year? Councilman Martin- I think with a lot of smart financing we can take a lot of the sting out of this Increase rather than an all out purchase. Comptroller Hess-The contract provides that if you have unusual expenses either non recurring or increasing expenses you can always ask the town, I will never assure you when you come in that the Town Board will take action I can assure you that if you come in with a request I will put it in a form that they can evaluate. Councilman Martin-Questioned what would be the payment on a five-year note for eighty thousand dollars? Comptroller Hess-Ball park figure-19 , 000 approximately. Councilman Brewer-That would make for sense. Comptroller Hess-You need to borrow what you can justify to the bank. If they are going to buy the medical gear next year they should not buy it until their contract is in effect. You can reduce the debt because you are going to put fifteen thousand in the budget so they can use that toward, there is not going to be a debt service payment next year so you can put that toward the purchase of equipment borrow fifteen thousand less because their first payment will come the following year perhaps. Councilman Martin-A payment of nineteen thousand even next year we can cut this thing down from three twenty five seven to two fifty eight one. By taking eighty thousand dollars out for the turn out gear and communication equipment, taking another sixty six hundred out between what we did with the no sales tax on the gas and taking the misc. expenses down by three thousand, that nets two thirty nine one but we have to add in the nineteen thousand for the dept service payment that gets me back up to two fifty eight one. That is more palatable figure and you guys have everything you need to operate with. Member ofWGF EMS-Who will help us with the creative financing? Councilman Brewer-If this can work you can have your Treasurer to come in and sit down with you and Jim and Henry we can do that. Councilman Martin-Would like to lay the plans now for a new building, put some money aside. We are putting a road thorough but I have heard that this building is not performing very well. Member ofWGF EMS-We need to upgrade the building. Councilman Brewer-Questioned if the group has looked for other sites? Member ofWGF EMS-We want to stay in the west end of the town. Supervisor Brower-Have you had any discussions with WGF Fire about the land that is adjacent to their fire house? Member ofWGF EMS-If we could purchase it, we want to own it, that would be perfect. We will have to go to our membership and ask if that is what they want. Councilman Brewer-If you want I would be willing to talk to Johnny Carpenter in the Fire Company or you can talk to him directly. Member ofWGF EMS-Number one we have to find out if it is available. Asked Councilman Brewer to get that information, let them know that we do want to buy it. Once we get a firm price then we can go to our members, we also need to look at future expansion. Supervisor Brower-Noted that the WGF EMS should plan on a new building in 2004-2005. Councilman Martin-Spoke about budget for 2002 putting monies aside for purchase of land and soft cost for design and 2003 actual construction costs. Comptroller Hess-My proposal would be to put it in the town's budget so that it could be appropriated. Councilman Stec-Are we doing a two or three year contract? Members ofWGF EMS-Would like to see two year contract. Councilman Stec-Requested information on the communication system, how long the frequency has been yours what is the power you transmit at, a letter that summarizes it for me so that I can speak to the school. Member of WGF EMS-Spoke on about the EMS Advisory Board we have not been recognized EMS wise for a long time in Warren County as being one of the primary emergency agency the fire department always has. We are trying to bring everything up to snuff even with the communications with Warren County we are trying to be recognized. Need to get the cooperation of the Supervisor's in Warren County and the Towns and from the State. Member ofWGF EMS-Noted that some of the members want to look at again the third party billing. Questioned if the Town was going to place in the new contract that there cannot be third party billing? Supervisor Brower-No, but I think that is going to be a very controversial subject though. Member ofWGF EMS-Noted there was an addendum in the 1999 contact indicating that if we wanted to go third party billing that we could re-negotiate the contract, can be put that in there? Member ofWGF EMS-Noted that the fire companies can bill for extrication, if you get into billing there are other things to look at. Councilman Martin-I would like to have a committee made up of you and from Bay Ridge and North Queensbury and you investigate it and put together some alternatives and bring it back to us. Requested meeting with the people from Glen Lake regarding dredging at a workshop session. Councilman Brewer-Spoke to the Town Board regarding the donation from Betty Monahan of a fountain to be placed in Hovey Pond. RESOLUTION CALLING FOR EXECUTIVE SESSION RESOLUTION NO. 366.2001 INTRODUCED BY: Mr. Tim Brewer WHO MOVED FOR ITS ADOPTION SECONDED BY: Mr. Daniel Stec RESOLVED, that the Town Board of the Town of Queensbury moves into Executive Session to discuss personnel issues. Duly adopted this 27th day of September, 2001 by the following vote: AYES: Mr. Martin, Mr. Stec, Mr. Brewer, Mr. Brower NOES: None ABSENT: Mr. Turner Meeting adjourned. Respectfully submitted, Miss Darleen M. Dougher Town Clerk-Queensbury