HARTWICK TOWN BOARD
Work Session
October 17, 2011
The Work Session of the Hartwick Town Board called to order at 7:03 p.m. The Pledge to the Flag was led by Councilman Delos Field.
Present: Councilman Ken Hotaling, Councilman Delos Field, and Supervisor Patricia Ryan
Also present: Jon McManus of McManus Engineering; Administrative Assistant, Tavis Austin; Conservation Advisory Committee Member, James Hermann; Contractor, Thomas Swatling; and others from the community.
Absent: Councilman Butler, Councilwoman Juliann Sharratt
Highway Garage Project - Sealed Bid Opening
Jon McManus opened sealed bids, reviewed bids for completeness and accuracy, and announced each bid. Three bids were received. All bids included the $500.00 bid security and included the necessary paperwork.
- Loitsch Construction. Bid: $102,425.00. Alternate reroofing bid: $48,300.00.
- William Claudy Construction. Bid: $87,977.00. Alternate reroofing bid: $26,640.
- Thomas Swatling Construction. Bid: $62,800.00. Alternate reroofing bid: $24,500.00.
Jon McManus will report his recommendations to the Board on Wednesday, October 19, 2011.
Mr. McManus asked the Board to consider two questions:
- If project will be awarded in this budget year, and
- If yes, what will be the award date?
Unfinished Business
Supervisor Ryan reported to the Board the motion of October 10, 2011 regarding Employment of Owen Wellman needed to be rescinded based on recommendation by HR consultant Jeff Travers. The Board discussed the motion passed on October 10, 2011 and agreed to rescind.
MOTION: Councilman Field moved to rescind the Town Board Motion of October 10, 2011 regarding the lay-off and subsequent re-employment of Owen Wellman. Councilman Hotaling seconded, and the motion passed with the following votes: Councilman Hotaling "aye", Councilman Field "aye", and Supervisor "aye".
The Board agreed they would like to keep Mr. Wellman in the Town's employ. Necessity for Mr. Wellman to accomplish mandated drug screening was discussed. It was also agreed Supervisor Ryan will notify Superintendent Striesse in writing of Mr. Wellman's employment status with the Town of Hartwick.
MOTION: Supervisor Ryan moved to continue the employment of Owen Wellman not to extend three pay periods or November 26, 2011. Councilman Hotaling seconded, and the motion passed with the following votes: Councilman Hotaling "aye", Councilman Field "aye", and Supervisor Ryan "aye".
David Borgstrom, MD of Cooperstown Youth Baseball (CYB) presented to the Board with a request to utilize the Town of Hartwick Baseball Diamond at the Wells Ave/School Street Park for the 2012 CYB season.
Dr. Borgstrom expressed CYB's desire to find a more permanent home for CYB, and explained the club is investigating several opportunities.
CYB long-term plans were reviewed and discussed. The Board agreed to a short-term lease agreement between CYB and Town of Hartwick for the use of the baseball diamond located in the park for the 2012 CYB season, and to establish a committee to investigate and outline a master plan for possible placement of permanent fields.
MOTION: Councilman Hotaling moved to allow Cooperstown Youth Baseball to provide a short-term lease agreement to the Town of Hartwick for the use of the Town's baseball field for the 2012 season. It is further moved that Cooperstown Youth Baseball will be responsible for the necessary upgrades to the baseball diamond, and Town of Hartwick will maintain the remainder of the property. Councilman Field seconded, and the motion passed with the following votes: Councilman Hotaling "aye", Councilman Field "aye", and Supervisor Ryan "aye".
Supervisor Ryan presented the Board with a draft letter to the Hartwick Zoning Commission Members. The letter explains the necessity, based on the recommendation of Attorney, Tom Fucillo, to dissolve the current Zoning Commission and reappoint a new Zoning Commission as well as the cancellation of upcoming planned Zoning Commission Meetings until the Town Board acts on the dissolution and reformation of the Commission. The Board agreed to the contents of the letter and directed Supervisor Ryan to forward the letter to all Zoning Commission Members.
Supervisor Ryan presented the Board with a draft press release relaying the results of the Gas Postcard Poll distributed to Town of Hartwick residents on June 3, 2011. The press release will be forwarded to the press after minor revisions by Supervisor Ryan.
Supervisor Ryan read a Position Statement submitted by the Hartwick Conservation Advisory Committee in writing on October 11, 2011. It was agreed the Position Statement will be placed in the permanent record of October 10, 2011 Regular Town Board Meeting, where Martha Clarvoe, Committee Chair, read letter aloud to those in attendance.
MOTION: Councilman Hotaling moved to place the Hartwick Conservation Advisory Committee Position Statement in the record of the October 10, 2011 Town Board Meeting. Councilman Field seconded, and the motion passed with the following votes: Councilman Hotaling "aye", Councilman Field "aye", and Supervisor Ryan "aye".
Administrative Assistant, Tavis Austin, reported on the Community Center asbestos testing performed by Link Environmental Services on October 12, 2011.
- Air samples in the gymnasium/stage area s returned at 50 and 0 structures/mm2 (avg. of < 70 structures/ mm2 is legal for occupation)
- Air samples in the basement/furnace room returned a level which warrants "immediate abatement of an uncontrolled disturbance."
- Given the air sample results received, it is not warranted to close the building to public use at this time.
- It is strongly recommended the Town begin the process to secure an abatement firm to address the basement/furnace room area.
- Mr. Austin will make a final report to the Board once all documentation has been received from Link Environmental Services.
Mr. Austin discussed the preparation of RFPs with the Board and explained Link Environmental Services will assist in the preparation of RFP and make recommendations after bids are received at no additional charge to the Town provided the Town agree to use Link Environmental Services for the required air quality monitoring during and after the abatement process.
MOTION: Supervisor Ryan moved to direct Tavis Austin, Administrative Assistant, to advertise for Request for Bids (RFP) for asbestos abatement in the Community Center basement/furnace area. Councilman Hotaling seconded, and the motion passed with the following votes: Councilman Hotaling "aye", Councilman Field "aye", and Supervisor Ryan "aye".
Mr. Austin reported on heating upgrade recommendations for the Community Center. Mirabito has not submitted a proposal. Trefelson has not submitted a complete proposal to date. Mr. Austin recommended a plan be in place for Community Center heating. It was ascertained the current furnace is operational and ready to fire up.
Supervisor Ryan reported Mirabito recommendations and approximate cost: Mirabito recommends the elimination of furnace completely with a small efficiency hot air burner/down draft furnace installed in its place, and abatement of asbestos. The cost for the heating system would be approximately $10,000 to $11,000. Supervisor Ryan also reported on Kaps Krew Electric's recommendation of two electric wall mount heaters. An estimated cost was not furnished.
Supervisor Ryan reported on the status of the roof repairs at the Community Center. Mr. Swatling is experiencing difficulty with the plywood replacement of the structure due to structure stability. The Board agreed to have Jon McManus of McManus Engineering evaluate roof repairs and engineer the repairs.
Upcoming meeting dates were reviewed.
October 18, 2011 - Clean Sweep Committee, 7 p.m., Town Hall
October 24, 2011 - Fire Commissioner's, 7:00 p.m., FD#2
October 27, 2011 - Mandatory Employee Handbook Meeting, 3:30 p.m., Town Hall
October 27, 2011 - Budget Committee Meeting, 7:00 p.m., Town Hall
November 2, 2011 - Meet the Candidates, 7:00 p.m., Comm. Center
November 3, 2011 - Budget Committee Meeting, 7:00 p.m., Town Hall
November 5, 2011 - Clean Sweep Event
November 8, 2011 - Election Day - Town Offices closed
November 14, 2011 - 2012 Budget Hearing, Public Hearing LL 2-2011, and Regular Town Board Meeting, 6:30 p.m., Town Hall
November 21, 2011 - Town Board Work Session, 7:00 p.m., Town Hall
MOTION: Councilman Hotaling moved to adjourn the Work Session at 8:50 p.m. Councilman Field seconded, and the motion passed with the following votes: Councilman Hotaling "aye", Councilwoman Sharratt "aye", and Supervisor Ryan "aye".
Respectfully submitted,
Sarah McGuire, Town Clerk
