Town Board - Regular Meeting

Thank you very much. Great. Good evening everyone. I would like to call the town of Rochester Town Board March workshop meeting to order. If you could all stand for the pledge to the I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Councilman here. Councilman Coleman here. Council here. Councilman Lynn here.

Supervisor

I'm here. So uh tonight we have two public hearings and then we will proceed with our workshop agenda. Uh the workshop agenda is quite long because we tabled most of our business uh agenda from our last meeting till today. So um we have quite a lengthy agenda tonight. Um the first item on the agenda is the acceptance of the agenda. I do have um a couple of small amendments. If any board members um have any additional amendments, just let me know. Um, so I'll make a motion that the town board accepts the agenda as prepared by the south town supervisor with the following amendments to move the approval of the abstracts till the end of the meeting. Um and we will be um adding uh an amendment to the resolution appointing the uh deputy assessor um at the end of the meeting.

Any discussion? Can I just ask for one amendment of an acceptance of a donation added to the Oh, sure. Yeah, we can do that. Yeah. Um second as amendment. Okay. Um any more discussion? All in favor?

I opposed abstain. Motion carries. So we'll uh we're starting with the public hearings. Um they are in the order that we uh scheduled them. So it's uh local law E followed by local law D. Um so for the public hearings, this is the time for the public to address the the town board in an official capacity um on uh legislation that's before the board. So our first public hearing is local law E of 2026, a local law to impose a temporary moratorum on battery battery energy storage system facilities. Um so we ask that you address the board uh directly with your comments. We will not engage in a question and answer um during the public hearing portion of the meeting. So if you ask questions, we will not answer them while you're you are asking them. With that, I will open the public hearing for local law E of 2026. the um imposing a moratorum on the battery energy storage systems. Is there anyone first I will ask the people who are present if they'd like to speak and then I'll move to anyone who's joined us on Zoom. So is there anyone present that would like to speak on the uh Sure.

Matt Re I'm happy to

It's okay. I'm uh town of Rochester. Um I want to speak against the moratorum. I absolutely think we need green energy infrastructure um in the town of Rochester, in Olster County, in New York State, in the United States, in the world. Um I think this sort of nimism, this reflexive, no, no, no, there's this problem, there's that problem. I understand fires are a concern. Um status quo is not sustainable. We need green energy in infrastructure. If people are willing to invest, ready to invest in town of Rochester and Olster County, I think we should be open to that. Every reasonable person knows we need to build and create green infrastructure for the energy economy. We know electrical demand is not going down anytime soon. Um, I think town of Rochester needs to lead Alter County. Alter County needs to lead New York. New York needs to lead the United States. United States needs to lead the world. And it starts right here in town of Rochester. I think we should, if there's an opportunity to build green, you know, clean energy infrastructure, we should absolutely take it and run with it. I understand their concerns. If the first responders need equipment or training to deal with potential fires, the minuscule possibility of these battery fires, I understand that's a risk, but status quo is also a risk. We're breathing horrible fossil fuels. We know our national leadership can't secure steady supply of fossil fuels. Just look at the gas prices. I mean this is absolutely something we should embrace and do and the idea of a mortorium or nimism is just is just this is the problem right we know what we need to do we have the ability to do it let's do it thank

for now afterward I totally disagree with the gentleman that oh I feel that the moratorum is not saying that we're against it it's saying it's given us time to think about it and debate it and talk about it. So, um I understand with green energy for sure, but I feel like to rush into something without giving a time which a moratorum allows the board to do. So, I would suggest that you consider the moratorum. Anyone else present who would like to speak on local law e? Do we have anyone who's joined us on Zoom that would like to speak on local law e? Please unmute yourself now. Going once twice. Okay. Um so this is a type two action under seeker. So it was referred to the Olter County planning board and to our local um a couple of local departments and boards. So we need to hold the public hearing open um until the referral period has ended. So, I would like to make a motion to continue the public hearing um for April 9th, 2026. That's our next meeting. And then at that time, we can decide when we want to how we want to deal with closing.

Second. Any discussion? All in favor?

I opposed. Abstain. Motion carries. Our next uh public hearing is for local law D of 2026. This is a local law repealing and replacing chapter 132 vehicle and traffic of the code of the town of Rochester. Um I would I'm opening that public hearing. Is there anyone here who'd like to speak on local law D of 2026? Is there anyone who's joined us on Zoom? Uh Nora, um is there anyone who's joined us on Zoom who would like to speak on local law D of 2026, the vehicle and traffic law? Okay. So, um, just as a reminder, we only allow Zoom participation in public hearings right now, not during public comment. Um, so for this, I would like to recommend that we hold this hearing open until April 9th as well.

Second. Any discussion on that? Okay. All in favor?

Opposed? Staying. Motion carries. So that means we will we will have those public hearings at our next meeting, but they don't need to be renoticed. Okay. Uh so our next portion of the meeting All right. So, our next item on the agenda is the public comment portion of the meeting. This is our period during um our meeting where the public may address the board on any topic. Um we hold the same um guidelines that we do for our public hearings where we the public is addressing the board directly. Uh it is not a back and forth conversation. We do not respond to questions during this portion of the meeting. However, we encourage the public to stick around. Um if you have asked us questions for town board member time where uh board member might choose to respond to any questions, comments or concerns that you have. So with that, I will open the public comment portion of the meeting. Is there anyone um here who would like to address the board tonight? No.

No. Correct. So, with that, um I will close the public comment portion of the meeting and it's now town board member time. Um, are there any board members that would like to speak on anything that's not on our agenda? I have one thing I just want to speak on. I just wanted to say happy uh women's mental health awareness month to everyone in the community and to all of especially all the ladies at the table here that share the seat with me and anyone who has before. Um on the table in the back of the room there are um calming stickers or um self-care reminders or self um notes to self with positive affirmations on them so you guys can help yourself. There's also some up here in front of me at the table. So just wanted to say that to sorry they're going to be I have my side again. Anyone else?

Uh yeah, I I do want to just address the the clean energy thing because I speaking for myself, I I don't have an issue with green energy. In fact, I support it. I think it's important that we advocate for it that we find ways to make those types of things easier. But also from my perspective, the purpose of the moratorum is um if you don't have clear guidelines in terms of how things should be done, where you want them done, what kinds of protections you have in there for neighboring properties, u you can run into issues quickly. So, and we've seen this with other projects where, in fact, we have projects in front of the planning board right now where there are a lot of concerns in terms of impacts to neighborhoods, things like that. So, I think, you know, we're not uh looking to prevent this from uh small residential uses. this is really larger facilities and making sure that if there is going to be such a facility that it's in the right area that it has good access to fire and emergency vehicles. So, you know, I think I know 6 months seems like a long time, but it goes very fast. So, I think just giving us a little bit of time to make sure that we have the right um changes made to the code to to to ensure that that happens the way we want it to is is important. So, I don't think this board is in any way against screening structure. In fact, we've been taking steps to improve that the last few years. So,

yeah, I'd like to echo what Michael said. I think this board generally wants to get there, but we are working in conjunction with our advisory committees too to make sure that we get everything lined up so that we we make the responsible choice. But I think generally you'll find this board generally supportive of of these endeavors.

I also wanted to add about the um storage facilities. Um we also have another moratorum that we will be proposing about data storage facilities with the same exact notion that uh Councilman Coleman pointed out that it's not that we're saying no never and banning them. It's we're saying they're not in our zoning code and we don't fully understand them and what their impacts are and what they could be on different parts of our community. So we're saying can we have a little pause, a little time to breathe and make those votes. So I appreciate everyone I comment always so but just so in case you read it again in the paper that it's a different moratorum and it'll be about data storage facilities which are um uh like cloud data storage or AI data storage and things like that. So those will be down the line. So um don't think it's the same one over again. All right. All set. Okay. Great. So thank you. Thanks everyone. Um I will be sharing some resources with the board um that have been shared with me about uh the larger scale battery energy storage systems um that um and we also have a model local law that has been prepared by New York State that we can start considering. Um and so I just wanted to share that. We also received uh public comment back from two of our um from the code enforcement office and the fire district and I we referred it to um other boards, but they have until um April 13th to issue their um comments back to us. So, we'll be waiting on those to take any further action. So,

Arrol, can I just add something to your county comment for the model code? I do want to say um this morning there were two senators that also called for a moratorum on battery storage facilities um throughout the entire country to be presented. So, um if Rochester said it said the trend, I'm just saying they did it first. Point that out too for the public that it's a nationwide thing that's potentially going to be happening too. So,

okay, I forgot to stop. And um so financial report. Okay. So we usually do this part of our meeting at our business meeting but we are doing it tonight. So for the financial report my summary all the reports are available to the town board and to the public. at the top of every agenda um we have a link um that if you're looking at the digital version takes you to a Google Drive folder that has all of our meeting backup in it. So that's where the financial reports are. The summary is um for um revenue we received our tax levies. So our revenue this month is going to sound like a lot. So for the month of February, revenue received in general fund was 1,36,66.84. Revenue received in highway fund was 1,461,91049. And revenue received in uh capital fund was $559. That's interest. and in um street lighting fund $8,45161. Expenditures in general fund totaled $327,323.90. Highway fund

$189 $189,682. Street lighting fund was $1,767.92. Any questions about the financials from the board? The only the only thing I was curious about is in the on the highway side, we spent almost a quarter of our budget for fuel and then we were also really high on like oils and lubricants and parts. So that is because the I thought this had been completed but the abstracts that are the 13 14 15 16 only two of those got adjusted. Okay.

So there's three more that are you will see. Um and I double checked those numbers cuz I was looking through. So anything that seems like really really off it's most likely that. Okay. Okay. So, I'll have that fixed um by the end of the week. Um but for our next round of reporting, I'll share the budget versus actual year to date. So, you'll be able to see that. But we're on track for those things. We're not like

um well, heating oil and stuff is a little tricky because we're like halfway through the season. So, you will see like 50% usage in the first quarter because then after that, we don't really use it again until the fall, right? But then our like the for driving that stuff should be more like 25% levels. Um I'm happy to take a look in detail with the board at any point if you want to tease some of those numbers out. Um okay. So I'd like to uh move on to the town reports. So for the supervisor's report um I wanted to um start by um talking a little bit about some of the changes that I am implementing for our meetings. Um and that's like the physical structure of the meeting. Um our last meeting I felt that we needed um to implement some better safety protocols after that meeting. Um most notably uh we wanted to make sure that the ingress and egress of the room is always accessible. So I will not allow anyone to stand in front of the doors during our public meetings. So at every meeting I will be putting up signs. I have them there now. Um to make sure that that area is clear. The second thing we did and I just want to address um there was some interactions from the public at our last meeting that I could not really hear during the meeting. Um but I want to make it clear that every single board member at this table uses our computers during the meeting. this board um is very dedicated and when we're looking at our computers,

we are engaging with the meeting. Um there is not I will bet money that when our board is looking at their computers, they are either looking into something that the public said, they're looking up a document or they're referencing our meeting materials which are digital. um because we are not making hundreds and hundreds of printouts of paper. So um that came up where we had the public was sort of on all sides and um I felt like it was really important to state that um because it's very appropriate for our board to be looking at their computer while we're in a public meeting. Um, and additionally, this layout here allows us to face the public, for you to see us. Um, and it gives us more room for the chairs to be further in so that we can make sure that the doorway is blocked. Um, for the board and for the public, currently our only microphones are right here above me, though I'm very audible. um and it above the audience uh right in the middle of the room. So for I am trying to get us microphones for the board. Um but tonight for the board if you could please project as much as you can remembering that our microphone is like right above me. Um and um we will be implementing some a a new way of having the public address um the board which you see a um preview of that in the room

tonight. Um second after the meeting um that we had on the 12th um I did as promised we reached out to GAR Associates and I shared some of that correspondence with the board tonight. So um we looked into the contract. We also heard that we needed um more uh materials and communication with the public. So, one of the things that my office in conjunction with the assessor's office um has been doing is uh creating some materials for social media, the website, and just uh printouts that we have. We made a new one that um I have tonight. Um, and part of that is we're answering some of the questions um, that have come up. So, I just want to direct everyone's attention to this handout that's in color. We are currently in the informal phase of the assessment process. That is now through April 30th. Um, I know there's been some confusion because of the letters everyone received. do have until March 31st to file an informal review directly with GAR Associates. That is a digital um process. However, anyone that does not uh feel comfortable using the computer may request a printout form which I have now. So, that can be requested directly through me. Um, we're we're actually going to be doing a session on Saturday where I will also have those forms for anyone that decides that they want to proceed with an informal review. They do

have to be submitted or postmarked by March 31st. The second part of this informal process is informal, we're calling them informal, but they're informal meetings with our town assessor. So, um, the town assessor's office is now taking in-person appointments. also responds to emails and phone calls. So, anyone that would like to discuss your assessment, your letter, have any questions about that, you may schedule an appointment with the town assessor by calling the office. Um, so the reason why I'm saying this is informal is because it's before the tenative role is filed. So anything that happens before the tenative role is filed is just going to be uh um published. Any changes that are made in response to the informal review or that the assessor makes when you meet with him are going to be published on the tenative role. So, if you turn the flyer over um after um from May 1st and beyond, that's when we get into a more formal process because that's what uh we must do through legally through New York State. So, May 1st is when the tentative role is filed. Anyone that um submits an informal review with GAR will receive a letter of determination from that will reveal the results of your informal review. Um that should uh also be true for anyone that meets with the town assessor. Um and but that is when the tenative role is published. That's a public document. If you are unsatisfied with the outcome of your assessed value on the tenative role, that's when we

enter into the grievance process. Um, and that's when uh a property owner can fill out the RP 524 form. It's a public document. It's available online. It's available at the assessor's office. I think it's on our website. Um so that is the official way to start the process of saying that you would like to contest what's published in the tentative role. Um, you may also meet with the assessor during this period, but because the tenative role has been filed, if you have a consensual agreement with the assessor to lower that value of what's published in the tenative role, that becomes what's called um a stipulation. So that is actually part of that RP24 form and that takes the place of you going to grievance day. So that's basically you meeting with the assessor and if you both agree that that value should actually be lowered based on property data comparables and whatnot that becomes a more formal process. Um any party that wishes to uh appear before the board of assessment review totally uh your choice you um that grievance day is May 26th. I just want to point out that even if you were to meet with the assessor now and talk about your assessed value, um that's not the same as what we're talking about on the back of the sheet. So you can grieve that you could decide that you wanted to grieve that number for whatever reason. Um, however, once we move into the May 1st period,

any agreement to lower you have with the assessor, that is you are waving your right to appear before the board of assessment review for a lower assessed value. If you are unhappy with what happens at the board of assessment review or what is published on the final role um you have another chance to contest your assessed value and that is for through the small claims assessment review or SCAR. So that is like this clarification. Yeah. Um property owners do not have to appear before the board of assessment review. They just have to submit their

Okay, great. Sorry. Yeah, correct. Thank you for that clarification. Okay, great. So, um we are continuing to um a lot of people have been meeting with the assessor. Basically, the cal the booking calendar has been full um and it's been really really helpful and I encourage people to do that um before filing that RP um 524 form. Um, you can still meet with the assessor and decide you want to do that, but I it's really helpful to meet with him first because he might be able to answer questions or clarify anything or make you feel at ease um just with that meeting. So, um we're really encouraging that. Okay, so moving on um to the rest of my supervisor report. Um, what? Oh, um, I was going to let you do that, but I'm just doing my supervisor. Um, okay. So, for correspondence, um, there's a folder um that is in the um SharePoint drive for the board that has a bunch of correspondence in it. Um just highlights of that for the board are um our kennel passed the inspection from Agon markets. Um that's an annual inspection. I received correspondence um regarding the ride for mental health which comes through the town of Rochester every June. um we we just ask for um insurance certificates and we

notify all um um appropriate parties that they'll be the bike ride through the town. Um it's a really amazing um awareness campaign and it raises money um for mental health awareness and treatment. What date is it? It is uh the email is in the it's like the 26th I think. Let me just pull up the correspondence folder.

27th and 28th.

Yes, thank you. Great. Faster than me. Uh 27th and 28. Um, and there are different rides that you can sign up for. Um, and then the last highlevel correspondence is the uh there's a there was a $90 million grant program called the roadway safety action plan program that um what was closed and awarded in 2025. There's still $60 million available in this fund. Um, so they've reopened the application window. Uh, the deadline to apply for that is April 17th. The reason why there's so much money left in that fund just because the application is pretty difficult. I have asked Councilman Wyn to take a look into it to see if it's worth us looking into because we have one of our priority um issues this year is roadway safety and uh speed limit reduction um on town roads and some of the roads that go through our town that are not town roads. Um, so it's possible that we could put something together, but before we dive in, um, Sally's going to take a look at that. So for my supervisor's report, I'm just going to go through some of the higher level updates of what, um, my office has been involved in. So on St. Patrick's Day lunchon, at the St. Patrick's Day lunchon, we had um a plumbing disaster, I would say, in the community center. Um which led to a few days of troubleshooting the issue. Um it turned out that we had a blocked um pipeline to our septic tank. Um if that gives you any clue as to why it was a disaster. Um it it was thought that that

is years and years and years of um blockage. So, um, we, um, got that cleared out. And I would just like to give a special shout out to Councilman Coleman for, um, getting in there. Oh, boy.

Um, and uh, uh, probably save the town some money because he was working with the plumber to get that um, unclogged. And unfortunately, I didn't take any photos of that. Um, but we did receive some advice on changing up some of the some of what we're doing and we will be putting installing in signage because it from what we saw there are some p there are some things happening that should not be happening in terms of what would lead to the clogged pipe like paper towels and um some things that maybe are coming through the sink the kitchen sink drains. Um the red code enforcement vehicle that we were thinking of scrapping um the highway department did fix that up um and remove the lights from it so that they could utilize it um for a couple things this year where they need to have like um an additional vehicle. However, um that is going to be available to any staff member. So I will be um talking about that at my next department meeting. Um so the lights have been removed from that though thankfully. So um if you see that vehicle driving around that is why um we also are getting pricing to replace all the fluorescent light bulbs in the community center to LED. So it looks like that project um is going to happen this year. Um, and I am going to see if any of the rebate programs are available that we had last year for that. Um, the I would like to give a special thanks to Stacy, my clerk, who um worked to get all of our reimbursement paperwork in to the county and we received our full reimbursement for the park bathroom for

that grant. That was $100,000. Um, so that is completely tied off now. It feels really good for that to be tied off. The final tying off of that will be the grand opening of the park bathroom at the end of April. Um we have been working to support the courthouse with the um JCAP uh project that we were able to um reallocate funds for some purchases. Um our goal is to be done with that by the end of April so that the we're cleared to qualify for the next round of J CAP funding that opens in July. Um in my office um my bookkeeper Stephanie um did the PTO reconciliation. So that's taking uh paid time off our records, reconciling them with ADP, which is what the employees um see. So that's kind of a huge project because there's certain things in our policy manual that are not a that we're not able to write into ADP, but that's all up to date. We are doing that two times a year. Um she also caught up on all the billing for retirees. And then we have some shared services. Um so we have some billing that we do um for our animal control officer and the Khonson first aid unit which is some things that are in our contract related to that. Um we are the billing for their um heating fuel is done through the town and we are trying to see if we can um offset that. So um because it's a lot of administrative work for on our end. So that might be a change that we are implementing and we

will definitely communicate with KAS about that. Um we passed the key policy this year and the we now have a key cabinet uh which is really exciting. We have a spreadsheet. Uh Stacy did a full inventory of all town keys. We are establishing a numbering system and a master key system that's almost all set. So once we do that, we will be um issuing numbers for every single key that every single staff or official has and they will all be um connected to the position and the name of that person. So, um I'm really excited to be bringing that the key policy project to its full implementation in the coming two weeks. Um we uh looks like Munichollab is adding an escrow tracker to the planning board software program. So, um, we did a had a demo of that and, um, are excited to have that because it'll really streamline the, um, the process that we go through in my office and the process that the planning board goes through for that. Um, I think the board knows that we've had like a lot of building maintenance issues. Um, we it's definitely something that we need to address, budget for, plan for. Um, one of the things that we are working on right now is just creating an annual maintenance schedule for buildings which uh has not existed at all. So um that is uh we will actually have uh like paper clipboard clip paper on clipboards because that's kind of the easiest way to track things that will then be um uploaded into a master database where we can uh track

all maintenance for everything for all the buildings maintenance and issues costs and things like that. Um, so my last kind of big update is Bridge New York projects. I sent an update to the voicemail bridge uh bounding property owners alerting them that there will be tree work happening soon that we'll be clearing the trees necessary for the bridge project. For the town board's knowledge, we will be receiving the bid package from our consultant HPA soon. the um it has been in the hands of the department of transportation. Um they have to do the final approval. So HVA is working on the recommended amendments that the department of transportation has um issued to them. I requested that they send us that version ahead of getting the final sign off from the Department of Transportation in case the board has any thing that you see in it that you would like changed because the Department of Transportation has to approve any changes. So, I don't want you guys to get it and then want to change something um um after we've already gone through that process. Um, just for the board, we do have to do a three-w weekek minimum to advertise that. Our goal is a June 1st, an early June start date for the actual construction of the bridge. The sundown covert project um has started. It is beginning with environmental studies. Um the uh the staff of the our consultant does have letters from the town um that they will be keeping on person. And so if anyone sees people around the sundown covert um doing taking some samples of the groundwater or the bedrock or

anything like that, that is um part of the environmental review process that is required by the state for the bridge New York program. Um there won't be any construction work happening on that. So, the construction for the sundown culvert and the project 32 bridge is slated for 2027. And that is my uh supervisor report.

Okay. Uh town clerk for the month of February, $26,16.30 was collected. Um we are currently in the New York State burn ban that will stay in effect till May 14th. Um we are in the process of um going through a large volume of foils at this time that is taking up quite a bit of my time and um I'm looking for some contracts that I haven't been able to find from the '9s. Hoping to find them in minutes um regarding Williams Lumber and Rail Trail. So I don't know if you have anything in your office regarding that. I've yet to find anything. Okay. But they're trying to find a contract agreement between Williams Lumber. Okay.

Um, for tax collectors, 7,997,555 has been collected. We have not 1,935,000 left to collect. Unpaid notices will go out in the end of April with a final date of June 1st to pay before it's turned over to the county. And that's all I have. I also forgot to recognize Kate and the clerk's office for all the support you've been offering to the community during the reval process. Um, so I think I've just I know that that's been a very large volume of calls and you have been very kind and communicative and compassionate with the public and I wanted to recognize you and I'm sorry that I didn't do that before but I just want to thank you guys for that. Um I think it's had a really positive impact. Um so on the I have a um highway report. Um the winter was very rough on the roads. Please have patience as the crew tries to patch the holes. Um there is a lot of road work happening this spring and summer. Keep an eye on the highway Facebook page for updates on closures or delays. Um, this is from Superintendent Jeff Fry. I would like to thank the residents for their patience and understanding this past winter. It's been many years since we've had since we have experienced a winter like this. Lastly, I would like to thank my crew for the excellent job they did keeping the roads clear at all hours of night and day. Job well done. Um, and then I have department reports, you guys. Take it.

So from the code enforcement office I have their um the report of um permits issued 26 uh permits revoked suspended is zero violations 38 certificates of occupancy issued 33 certificates of completion issued seven complaint investigations three foil request six municipal searches, 12 office encounters, 38. Um, and one old court case. Um, and I believe there are some court cases coming. Um, Ward on the street. Um, so then I'm sorry, I'm just pulling up my digital files. I have a So for the Um, so I have the a rec department report. So this might also cover um the the commission. Um, and this was for the March 12th meeting. So I'll try to adjust it for the town of Rochester. St. Patrick's Day lunchon was on March 13th at the community center. Um, it was a very well-attended event. The annual Easter egg hunt will take place on

Saturday, March 28th at the town park. Please call to sign up. I believe the signups were um the deadline for that I think was the 25th, but um you can still call the office and check in. Um it hoping for nice weather this year. The Easter Bunny will be hopping by again, so bring your camera. It's going to be sunny and cold. Um they'll be offering photos with the Easter Bunny on April 1st and 2nd by appointment. Please call the recreation department for more information. Um there was a um paint class on Tuesday, March 24th. Um on March 25th, they had the first teen club. Um so that is um a program that our youth liaison um has put together and it's for teens run by teens. Um there is adult supervision provided. Um if you're interested, call the recreation department. Um summer program registration is quickly approaching. Doors open at 9:00 a.m. um Monday, April 13th. Paperwork will be available on the website starting Monday, March 23rd. So it's there now. All pertinent information can be found there. There are a couple of small changes this year. Please be sure to read the paperwork in its entirety. Feel free to call the rec department with questions. Um, line dancing has been postponed until sometime in April. Um, we will inform the public when the instructor is ready to begin classes again. And um, this is from rec director Ashley Sweeney. I'm very pleased to announce that one of our seniors, Marjgerie Bogurt, was nominated and has been chosen as one of Olter Countyy's seniors of the year. She will be honored in Albany in May along with other outstanding seniors from the state of New York for their contributions to their local communities.

Congratulations, Marge. Welld deserved. and oops have a another report. So we have from the um constabularary there were 10 direct calls for service, six neighbor to neighbor complaints, four resident traffic complaints, uh Cedar Drive, Whitfield Drive, Clay Hill, and Medicans, and there are nine court proceedings that remain open. And it is now time. So, um, Councilman Wyn, I put the town justice update under town reports rather than board and commission. So, do you have anything to report? Uh we uh Michael Coleman and I met with the justices and uh clerks and um went over the court houses records for the last year found them to be in good order and would like to thank the uh clerks and the justices for their assistance in helping us through their process findings at all and things seem to be kept uh up to date. Great. And there's going to be new carpet soon. Um, okay. So, board and commission reports. Now's the time of the meeting where I don't have to talk. Um, so starting with um town historian and town clerk Hey Kate Gumbber, Historic Preservation Commission. Okay. Uh, the HPC met on March 16th. They are in the beginning stages of planning a pre-revolutionary

era stonehouse bus tour. Um they've been mapping it out and the next step is now to reach out to um owners of these homes to see if they would be interested in that. Um we are excited to announce a communitydriven project to create a comprehensive uh Rochester farm inventory database highlighting operating dairy and chicken farms throughout the town of Rochester. Um, this initiative is spearheaded by Jim Ays, uh, the HPC and along with dedicated community members. Um, if you would like to get involved, please feel free to reach out to myself or Jim Ays. The committee members have been assigned maps based on their voting district to help identify and document the farm names and locations. Um, a great way to get involved. It's really more than a project. It's a chance to take a trip down memory lane, celebrate our agricultural roots, and preserve local history for future generations. There will be a public gathering June 13th at 10:00 a.m. at the Harold Likton Community Center where you are going to see the findings and they're going to place them on the map and um light refreshments would be ser will be served. And in August, the Whitfield Hamlet talk series will take place at the Accord Speedway. I thought that is a great opportunity seeing that was a big part of the field area. Um, and I just want to give recognition to uh Rick Ryden. He is was a gentleman in the town of Rochester that passed away this week and he was a history teacher at Rondat Valley High School and a huge member to Friends of Historic Rochester Rochester. And he was a gentleman that was just filled with a wealth of information. and when he talked to you, he made you visually feel like you were there. And um that's a huge loss to this community. Um and I just wanted to recognize him.

And that's it. Um Charlotte, housing and

um for housing. Um so I attended their last meeting uh this month. um they were mostly working through um what their next steps to do before we get the actual award contract for the uh pro housing grant and we can start the work on that. So, they're trying to um uh bounce back ideas on how they could get started or maybe things they could do to start that process or prep work for us for anything. So, um they're excited about that. They also uh are going to start investigating uh and doing some research about uh trailer parks and about our mobile homes park uh law in our code and make some uh recommendations to the board for any changes that they might find or additions or substitutions that it needs in there. Um, and then the LAPAR program, I completely lost my report. Don't have the memory of what it said after the last meeting. So, apologies for that. Um, I will get it to you guys. I don't remember it being anything of note though that there was u I think it was business as usual and I don't remember any new signups. And the only other thing I want to say is kind of picking up backing off of what um Kate said about our late history teacher from Rondout is that our community also lost a very uh our very own Doc Gibbs um this past week. Um Dr. Rose Dio from Kurt Humpson passed away and her services were held. Um I graduated with uh Rose's daughter and uh her hus son and her husband um was a counselor

for a very long time, one of the best at Round Up Valley High School. Um so just my heart's out to them. When I was there, it was about a 40minute wait um at the services to get through to everyone. So just uh my love and condolences out to the family and to the community. And I was going to ask if they did close a moratorum to both of those um local impactful residents that passed away. So you help me remember that? Yes. Yeah, I'll I'll write it out of the other line so I don't forget it.

Thanks, Charlotte. Um uh Alex, this will be a little bit brief because I think I have two or three um other discussion items, but just to be uh agricultural committees straightforward because they haven't met um this previous in this previous period, but I think the next meeting is going to be in April. Um so for climate smart a bunch of climate smart members attended the ECBC meeting. Uh everybody met each other. So we'll talk a little bit later about um the perspective merger of those two groups. Um rooted in Rochester uh which is our Rochester's uh uh initiative for the funding futures grants uh met on a very very um loud and boisterous St. Patrick's Day to go over the um ballot and as soon as um we figure out how to streamline the projects, the ballots will go out to um everybody in Rochester to vote. And so that's really exciting. And then the community will have their say in terms of uh which projects they would like to continue for the next phase of that um grant process. Um, see, so that's Climate Smart. Um, ECC, they'll talk a little bit more about pathog and um, battery storage. Um, ECC would like everybody in Olter County to know that free PAS testing um, for Olster County is um, going that is through the DEC, I think. So, everybody that has a well uh should take advantage of the free Pass testing. They're planning a Earth trash pickup celebration and possibly a nature walk. So, um stay tuned for community

involvement in that project. Um and then I've got, you know, the notes about the members for um for the merge. Uh but that's stuff that picks up the pack and the vegetables. Can I ask you the um county executive was asking me about our area farmers interest in cold storage at Tech City and I said I could refer it to the agricultural advisory committee for them to

kind of come up with Okay. Yeah. Do you want me to send you an email then and you can ask them about it? Okay. Yeah. Thank you. Great. Um, Michael, yeah. Can I just ask what where are the details on the PAS testing? Oh, uh, I think we're going to share them on our the town website and Facebook page. Um, it Yeah, if you Google it. Yeah, it's getting around.

Um, let me go out of order. Thanks. So, zoning board of appeals. I'm trying to work through updates from both meetings. So, in the February 19th meeting, just an interesting Mary Lou can jump in and correct me if I'm misunderstanding, but there's an interesting kind of interaction between that shows the complexity of the different boards u how they interoperate. So, there was a procedural question that came up in terms of an appeal of determination made by code enforcement office in November last year. Uh that was a distinction the question about a distinction between lot line improvements and subdivisions and the planning board actually had a position on this and um made a decision based off of their interpretation uh which is how the ZBA became involved and it just brought up a few issues in terms of procedures what the appeals process looks like and and timing and I know that's something that being discussed in terms of documents in UNIC lab and how people have access to different documents I think there's also, you know, questions about muteness and where the ZBA has the ability to weigh in on certain things because ZBA typically hears appeals from or hears appeals from code enforcement but doesn't hear appeals from planning board decisions. Um, and so there there was some conversation and they were talking with Mary Lou about, you know, what specific actions could be taken. So just goes to show that you know sometimes the lines between these different boards and how these things happen um can get muddy and need clarification because there is a lot of interactions and they are independent boards that operate in their own kind of domains. Uh in the March 19th meeting so they did have a public hearing that needed to be um rescheduled because of an issue with the noticing. I don't know if that was rescheduled because I had redone that. Yes, that's

that's going to be in April. Is that is that in the 16 on the 16th meeting? April 16th. Yes. If that if that's the third Thursday, it is. I don't have that date today. Oh, okay.

Okay, that's it. Uh they also had an area variance pretty standard area variance that they were discussing. And then again uh there's another interaction between the boards related to an application for Verizon Wireless and Granted LLC and essentially because of the specifics of Seeker uh ZBA can't actually act until the planning board completes their portion of it and so there's conversations about variances related to heights and things like that and they uh they can't actually address those until planning board has completed their their portion of the process. So again, you know, there's just different ways in which people interact with these boards and different situations in which one or the other becomes involved and it kind of shows both them are operating but also the fact that they're discreet boards and operate independently of one another. So uh in terms of the planning board uh in the March 2nd meeting uh they had four items and and they were doing some secret stuff related to the Verizon uh proposed Verizon tower. Uh most of that been talked about were procedural approvals, corrections to maps, things like that. Uh they had multiple public hearings at their last meeting. think they had three that were on on topic there and they're continuing. I think the biggest project they're working on right now. Well, there's two big projects, but the Verizon tower seems like they're getting closer to a decision on that. So, I know there's a lot of public interest in that, and I I think they're targeting to have more information in their April meetings. Town of Rochester Exchange. So, uh, Supervisor Nan and I met with, uh, some representatives from the the clothing

exchange recently, had some discussions about ideas to, um, streamline that process. It's obviously been a very successful program. A lot of people are are coming donating clothes and also diverting waste from landfills and actually re reusing clothing and and getting it out to people who need it and helping to save on transfer station fees. So, that's a good thing. Uh we're also talking about a more permanent structure for them to store uh some of the some of the donations that they receive that's on site that's going to be easy to get to. So, uh, the volunteers there are actually coordinating to raise some funds towards that and they're going to get a shed, which we still need to talk with the wreck folks and get the specific details about where it's going to be located and what the delivery timeline looks like. So, that's something we can look at. Um, and then the idea would be that we would have an MOU, I know it's on the agenda for today, where that shed could become part of town property. Eventually, I think the goal is to find people that will continue that program uh and make sure that there's enough volunteers to keep it going. It's been really successful.

Uh do I have Oh, ambulance improvement district. So, we did finalized the contract uh for the Rochester district with KFAS. So, I think I saw that we got the fully executed version of that back. So that had all of the requested changes from both our committee, our board, the county uh representatives that gave us feedback and then Kass had a few requests that we discussed and reviewed with Mary Lou. And so that's all approved. Marvel time first aid unit. Uh I do have that updated contract for 2026. I just need to review that with Mary Lou and Aaron and then we'll get hopefully get that executed. Um, I did see that we got some reports uh from KFAS and from Marbletown First A Unit. I haven't had a chance to review them all in detail and I know there's been some new things we requested. So, just want to confirm uh Benthos have everything we need and then the board can discuss and planning on meeting with the committee next week to kind of go over that. U and I'm sure as people are aware there's been some leadership changes at KFAS as well. So, I've been communicating with the chief over there and getting some more information about some of the steps that they're taking to um address address the things that we're requesting in the new contract. Um and they affirmed, you know, operationally things are going well. They're making the calls out. They're helping people that are calling 911. So, we appreciate what both those squads are doing in terms of town. Um, and then in terms of I'll just add uh responsibilities as town septic leaison. I just also want to thank our highway department.

I'm not sure that I think there's a better name for that. I was not the only one got in in the hole and so our highway crew also participate. I appreciate all of them being willing to get dirty as well. I feel very close to the town after that. Very close. There's some history in there that I haven't seen. Might need a deputy uh emergency management director. I see deputy. I was told our current emergency director is available next time separately. Um did you need a cell tower to take your

um the sessions?

Sure. Um we can do that right now. Um, so in response to a lot of the feedback we've received regarding the townwide rebell, um, as I walked everyone through, we're in the informal stage of this process until April 30th. Um, so one of the pieces of feedback that we received is the while many people have come in to see the assessor and many people have submitted for informal reviews, we could be missing people that aren't um aren't available during normal business hours, so 8 to 4 Monday through Friday, or individuals that accessing this uh through the computer is just really not something that um is possible for them. So we will be holding some weekend sessions um in conjunction with the assessor's office. The first one we I think we kind of scheduled it and confirmed it just today. So the first one is Saturday. Um, we have been trying to get the word out verbally um to people that we know are in touch with people that really could use um something on the weekend and we will be um posting that on the town website and everything. Um so the first one is this Saturday and then we have plans to have sessions every weekend in April. Um and that will be um it's still relevant because people can still meet with the assessor um during that period and have an informal sitdown review. And if there are issues

with the comparables or if there's property data that's incomplete or inaccurate, he can make those adjustments um using the data model and it will um uh generate a number um that he will then that will then be reflected on the tenative role. So that's why we are doing this through the month of April because um while Gar has a a close out of their informal review of March 31st because he's able he's doing it person by person. He can do it through the whole month of April. Um we are encouraging people that already filed an informal review. you can um await word from GAR um so that we're not like you know working double but um definitely call and ask any questions um and anyone can come to these sessions. It'll be we're hoping to it'll be more um one- on-one or small groups with the assessor or an official or someone to walk through the process with people. Um so we're encouraging people who even just have questions and want to understand. Um I've gotten a lot of questions from people and we're myself and the board were happy to answer to any questions that people have. um anywhere from why did you contract with an outside firm to walk me through my letter to what are my rights throughout this whole process um to hey how do I collect data for my property so we're we're going to be there to help walk people through the process

what time and location for Saturday uh Saturday at the community center from 2 to 4 are involving the board of assessment with you at this point. Not so you want those are like separate. They are totally separate agreements. Yes. Yeah. Yeah. They wouldn't be able to be involved. Okay. I was just talking to somebody today on the board and they were kind of serious about keeping those separate.

Yeah. I do know we probably have to wait till May 1st, but I have had um several people reach out to me to want to know what grievance day is going to look like because they're under the assumption there's no way we're going to be able to get through all that in one day. So, I don't know. I mean, that very well may have to wait until after May 1st, but those are definitely some concerns and if there was any way that there could be a step by step on how to fill out the paperwork because they find it very overwhelming. So, those are two um things I've heard this week.

That first one is a great question and what I can say is that the board of assessment review can decide to hold groove and stay open longer. Okay? So, um that is their that is not up to anyone but the board. Okay? But they can do that if it's a busy if the volume and they people can file that form and they'll get an idea, right? because but you don't have to file it in advance. You can just come. But if we do a year where we're doing a townwide reval, we expect grievance day to be a packed, right? More packed than normal, right? Okay.

I know that in past years they've had a signage. Uh you've been able to set up an appointment. Yeah. For the grievance day itself. Uh so you don't have to sit around and just wait till the first opening. So um that helps a lot so that people aren't wasting time.

My understanding is that is how they are doing it. Um but we will I think it's great. We're trying to get send keep sending those questions because we want to prepare the public as much in advance for this entire process and we do want to be as transparent as possible. And sometimes we don't know. Sometimes we're not think fully aware of what's not clear. Um we're um so no question is too small and we're really trying to get this information out there. So

yeah, and Kate, if there are things that people are saying is confusing, we can make videos and put them on the website like here's the information that goes in the form. So we just need to know to Erin's point,

we need to know what is confusing and what people need. Okay. So, I did the the wreck um report. Um so, we're moving on to discussion items. We have a pretty long list. Um some of them are just I'm just introducing an idea. Um so, number one, what I want to bring up right now, 2026 budget modifications. Um so it's the fir we're about to close out the first quarter. Um I know I'm aware of you know how much fund balance we are proposing to add to um that we're using to fund general fund this year. I'm also aware of all of the um maintenance property issues that we've had. So, um I'm projecting that we might need to do some fund balance modifications. So, that is when we decide to move more fund balance into general fund to fund um unplanned expenditures. Um tonight, I'm actually proposing that we wipe out contingency. Um, so that means that we don't other than moving deciding not to do something or moving like seeing something that was under scent, we don't have a lot of wiggle room. Um, what I would like to bring up tonight is now that we have a full-time code enforcement officer that is very dedicated and working very hard, there have been several things that have come up that were not for seen because this wasn't on the radar with in

previous years. Um, so number one, and I like predictably left some things in the printer. Um so they requested that we look into um additional software programs for processing violations because it's really important that a violation notice as I think we've received feedback recently a violation notice be incredibly clear list the violations and the sections of code so that um it's really clear to the person receiving it what they need to do to remedy And what that looks like now is our code enforcement officer is going through the code book and typing into a word document

from the sections of code. What a software what a violation software would do is it would pull those for him so that he would just be it would be more automated. They're synced up with the code with the um the state codes and you can you can put the town codes in them. I got a quote um for and I printed them out and I recommend the um I got a quote from the one that you had recommended. Um, and the amount on it, it's not. So, I would not say that this is um I would not say that this is unreasonable, but it's a bigger sum than what we budgeted for software. So, it's in the 10 to $15,000 range in the first year. So, um, while I think that that is really going to streamline the process, it's um more well over what we budgeted. That is for um three licenses that utilize the software and one that is a viewer. Um, and for this amount, I would need to get um I would need to get quotes. So, I didn't we're not we can't make a decision tonight, but um I would need to get quotes and I would need to do budget modifications for this.

What's the name of the software package? The one that I did a demo of is Comate. I know of lots of others, but this is one that he had asked me to look into first. Comate C O N C A T E. Two questions. One, what is the second year and annual cost afterward? And three, how does that tying into the update of our code on eco down?

So, yeah, that's a great that is a great question. Um, so the annual license fee, so that's um I'm trying not to like, you know, I'm trying to do ballpark figures. Um, so there is uh let's see about a third of that is the one-time implementation.

So say 10 to 12. Yeah. Then with this because we do have a contract with Municab for the like our permitting side and um you know they're new they're still developing their systems but I if we did this because usually as Keith was telling me usually these are separate so your violations is a little different from issuing permits. So, we can keep the one that we're we've built out. Um, and it wouldn't really um they wouldn't really those two aren't like talking to each other.

Did do they have an estimate on how much staff time they could save?

So, I'm working with the department on that. That's the second those are the second and third parts of my um of so I think the other thing is we've been talking about um so with the boards I be I kind of want to lay this out and then get some direction from you and then that I can communicate back to the department and work with them on an action plan or resourcing the department. Um, so I've I've noticed they they can't keep up right now with the backlog. And I, you know, um, one of the things that I was thinking is, uh, one thing that could help is, um, hiring a fire safety inspector because that would free up the inspection schedule because our code enforcement officer is doing everything. He's work. He's doing the violations. He's doing all the inspections. He's doing all the determinations. And he's the only one right now who can do the solo. Um, if we were to hire a fire safety inspector, it could be seasonal. It could be uh a couple days a week, but that person could handle like the short-term rentals, the we have an annual schedule of inspections. So, and I think that that would be easier than hiring a new clerical staff member, which eventually we will be probably expanding like our current um staff will be moving up into more inspection type positions and then we will be adding um but that's not for this year. So, my preference would I mean my considerations would be if this saves staff time and can delay the hiring of somebody else or reduce the hours that somebody else would have

to do, I'm all for it. Um, also keeping in mind that a lot of the actual inspection is fee generating that partially offset the cost of that additional correct. Yeah. Um, and I want to add that the violation software I'm talking about both of these things. Um, I don't know if that's what you meant. Also, this the anything that we do for the violations, it's like a threemonth implementation time. So, we're Yeah. Like, yeah.

Um, yeah. So, we're on the same page with the fire safety inspector. So, um, now I would want the code enforcement officer to be heavily involved in the hiring process. Um, so that we make sure that we he will be overseeing that person and make sure that he feels that they are you know fully up tod date on the fire safety code. Um then um the third is just that we um they are issuing more violations, more notices, more communications. So, um they are probably going to and they're doing certified mail mail mailings um to make sure that people are receiving them, which I think is very responsible. But that means that they're most likely going to blow through um we're watching it, but they're most likely going to need to like double their postage budget um this year, which is pretty high, but um they're doing right now they're doing like 10 certified mailings a week, they think. And so that's you know

bucks. Yeah. A little lower. Yeah. So, um, I want them to do those things that, you know, we want them to have the resources. Then we're also talking about body cam. So, this is all stuff that we did not budget for and I don't have that in the budget. So, I wanted to bring this up to the board and get a little bit of input from you so that I can keep moving forward with um working with the department. Are there upsetting revenue?

Well, I do have a um pro presentation of local laws from code enforcement that addresses that. Yeah. Because like if you have to cure an issue, you may have to pay to restore a permit or things like that. Yeah. So that's part of Yes. That Do you want me to do the whole package? Well, I'm just I'm curious because if if we're sending out more violations, that's increasing revenue of people who have to cure those violations because they working without a permit or permit expired or whatever, that may offset some of the costs and make it worthwhile to invest to kind of streamline the process.

Part of what's tricky is once something goes to court, it's kind of out of our hands in terms of like it being a quote unquote revenue. So, one of the things that that and I just forward this to Marylu because I don't know if how this works. Um, one of the things that they have requested is that we have a fee for processing violations, right? um which we don't have right now because of the they are like the taxpayers right now are covering these

and uh we don't know if there if anything's going to come of us pursuing it financially until they go before the court well you're rarely going to cover your legal costs if you have to go to court and so what I think you want to try to do is first of all not look at the fees as a revenue source per se but only to offset any expenditures that you have to do to to collect this. Um, and ultimately our goal is compliance and safety. Yep.

And so if by sending out a certified letter with a very uh detailed list of the specific violations that need to be cured, your chance of success in getting those violations cured without having to go to court are probably lower than than a prolonged process with a lot of ambiguity. So, I think that you could probably preclude the number of cases that you have to take to court and also find a a less expensive way for property owners who are in violation to cure those those uh yeah those violations

which I think would and that that revenue that potential revenue as limited as it may be would offset the actual cost of managing the process. And what from what I hear you're saying is that a lot of the costs that you're talking about is like for the body cams and for the setup of the fee are onetime upfront costs that are an investment in sort of future compliance. Yep. So is the board amendable to a fee for violations?

And then Mary Lou, do you know if if we can do that? I have never heard of that. So, so I will look into it. Um, you know, basically as Ollie said, those things aren't really revenue when you do have fees or to cover your expenses and in whatever you're processing. Um, I will look into that. Maybe there's some part of the state where everybody has it, but I've not heard of it, but I I can look into it. I can't answer you off the off the cuff.

I think that what you can do is instead of calling it a fee for or reinforcement is is recoup some of it through an amendment of your fee schedule like for a second and third inspection increase those amounts to to resolve the issues and close them out. Mhm. Um, but I've never seen a a violation fee just from setting up violence. I've never seen a violation processing fee, right? Yeah. I think that's kind of we have to think about how to how to Well, we have to figure out how to optimize the fees

because like the other thing is is like I get I hear what you're saying, but for a town revenue is always just offsetting our expenditures. And I guess what we're seeing is we need to increase expenditures for the department and there are some things that there is a lot of work and investment as O was saying going into that we do not have something covering that expense. Um and so that that's sort of the logic is like we want the department to cover we want the fees to cover the operational costs of the department not the overhead costs necessarily but the operational cost.

Yeah. But the other thing to know is is that by having like in terms of the detailed letter using a violation system um you're um in the long run you can say you're saving yourself money because you're in a better position if it does go to litigation. Oh absolutely. I mean, you're you're saving a huge amount of of uh uh legal billing for just catch up stuff that absolutely done at the outset.

Not to mention the fact that it is all done in the field. So, you're not having to go there, remember stuff, come back. And I it just I think it's more accurate. It streamlines the process. Um there's, you know, um photographs, all the stuff can go together and you can print it and there's also a digital record that's created following the entire process. Um

yeah, I I also think there's there's balance, right? I I I think we need to prioritize health and safety issues. I think we also need to find a way like you want to go after people that are willfully violating things. Like somebody makes a mistake, I don't want them to suddenly get a $300 fee or whatever if they forget to get a permit. If somebody intentionally is like misleading the code enforcement office and doesn't have like the appropriate fire and safety equipment or something like that, I think that's a different story. So I just want to make sure that if we are doing that, if we are setting up fees related to that that we're focusing on, you know, intentional offenders and and making sure that we're prioritizing safety and uh we understand that people make mistakes.

Well, we have to make sure that we're being constitutional. So, you can't like discriminate or target specific people. No. So, I guess the way to do that would be like an escalating structure, right? A warning an initial warning system and then if if the violation continues, then you can have escalating issues. I think that's my point is I don't want the first offense. I wouldn't want the first offense on a minor thing to suddenly be, you know, a huge dollar amount. But that goes with with balance and finding making sure that the periods are right

are reasonable and not uh unjustly tight. I also don't like parking meters, but um I think in terms of the software side of things, you know, I just want to make sure we're looking at our total annual cost because we have Munich lab which we're paying for code enforcement and buildings and planning board um docu Microsoft suite. Now we're talking about this comate. I just want to make sure it's not overkill or something. there's we can't use an existing tool or make a form that's going to make their lives easier while we kind of investigate. So I I I'll look into the product as well, but if it's something that is really for a high volume, I just want to make sure that before we commit to a recurring annual cost that we know that it's going to be used and it's going to be there's no other way that we can do it uh initially.

It's also sub subs subscription software prices never go down. Right. Correct.

It's the utility for the provider. One of the concerns I have this like just um financially is that doing these budget modifications, these are not expenses that are going to go away, right? So, you know, I'm trying to make a commitment to keep um to um our tax cap this year, but if we're increasing these expenditures in this way, we have to find a way of funding them. Now, that's where that the looking at the fee schedule comes into play, but it's never a guaranteed source. So, I think, you know, you only have that if you have the issue. So, that's another part of the balance is like what's the volume going to be once we get through the first year. Um, so you know, I think a fire safety inspector, that's sort of a we've had them some years, we haven't had them other years. So it that one I can see. Um, we've also never replaced it. We appointed our fire inspector and our code enforcement officer and we never replaced that position.

Correct.

Yeah. in the physical hours of a person capable of doing those things. So, I'd fully support us adding that back in. However, we want to figure out and structure it for seasonal or not. I do think that with the positions that are like this or like the temporary clerk that was in the clerk's office, I think that we could get more creative potentially with like how we structure those. Same with like we still hire like a seasonal person for highway for some reason. And I know we don't control that, but like there's just there's certain seasonal jobs that we have that I think that we could maybe be creative with our structuring for them to make it so someone could still have longevity in them. You know what I mean? But also not break the town's budget. You know what I mean? Like if there's someone who it happens to be summers, they're a teacher who's a fire inspector and they're off on July and August, then we make the season July and August. you know that type of being um flexible and creative with it or emergency super you know emergency services manager happens to be a fire inspector has some free time in March

has the department given you like a prioritized list of what they would prefer over it

that's I'm work I'm working on that It's um you know I can sympathize with the feeling of this is like the 10th time I've said it this week but everything everywhere all at once like they're you know they're diving in in a new way to this work and I think it's a huge learning process and so I wanted to have the conversation with the board because I think it's our job to be fiscally responsible and to you you know, make sure that there's balance but also take care of the needs of the department because this is, you know, we have been saying that we want to ensure that um our laws and codes are being enforced. So, um what I'm hearing is that um we want to be very careful and considerate with any software um in terms of that contractual obligation and also it's a long process so I don't want to get something that then we're like we hate this.

I mean yeah Erin I have a question about that. Do any of these um do any of these interact with our assessor's office? Yes. Which ones? Any of them proposed one would do that? This one does not because this one is just violation. Okay. So Munich currently does that capability. it has the capability. Municity has that capability. Um and then like the gov one has that. So you just basically write an automated workflow where they receive

once something hits a stage they automatically receive those topics. But we haven't done any of that from there because I So my concern is I am fine with supporting the code enforcement office with

whatever tools they find necessary to complete that job. My concern with a lot of things that we've heard public comment on or just in general that I've heard over the past few years from this seat is the holes in the communication or the workflow of things. So, like a lot of the issues with people's homes not being fully brought up to Yeah. assessment value was because we had a code enforcement officer that didn't close them out until his last day of work

with us. So, for all those years, the assessor never knew that these were done and that they or that they even had an active building permit for the improvements to look out for them because the info like there wasn't that. So, I want to make sure that we're making whatever we do while supporting the code enforcement officer's job, I want to make sure that we're making it an easier, more direct line between the assessor and the code enforcement office, especially since they're in separate buildings for our town. It makes it even easier for anyone ever played telephone schools. Yeah, it's hard once it goes through, but if it's a automatic workflow as soon as like how the planning board and they have interaction that would I would appreciate looking on as well or

talking with um getting close enforcement on that is also Yep. I don't know any other thoughts or direction on that. I think it's a great idea. Okay. All of it. Um, okay. Uh, Alexis, do you feel comfortable with me sort of turning the next three discussion items over to you or do you want me to intro them? Um, I I can talk a little bit about the background of packing wise. Okay. You want um sorry my my brain is a little bit fuzzy. I'm not feeling very well. If I can also kind of do my best.

Yeah. Yeah. Fill in gaps if you hear anything. So um we've been the ECC has been meeting with um a really uh wonderful woman um from Marbletown ECC Ariani Judy Chel and the idea is that the pack of VI is um it's hundreds of acres and so already olive has designated it as a CA and Marbletown is working is is is trying to work with us to kind of streamline together and make this more cooperative process uh to work on ours and they've sent us over a um a draft resolution which I just got a sunset and sent to you guys in time. Um just an idea like a model that we could use or we could come up with our own with a little bit of background about why it's an important environmental area and um what exactly a CA designation would do. So, um, this is in some of the materials that I sent out, but I know it's been a couple weeks. Um, CAS only impact type one actions under seeker, so not applicable to the vast majority of actions by private individuals. Um, and the consequences can mean a possibly longer environmental review or the addition of potential conditions, but is not designed to create barriers to development. Um what ECC is asking is um kind of permission for the board to work with uh David Church and possibly with some representatives of the planning board to um see what the implications would be for Seager and also for um helping craft our um resolution to uh you know designate our chunk of um the United States CIA. That's it in a nutshell. Do you have anything that you would add?

Um the other the other piece of it is um our the town planner Dave Church uh reached out to me to get authorization to do some background research, some mapping. Yeah. Um, and I was I thought it was probably appropriate that we like authorize the ECC to engage with him because it'll be an expenditure. We can find some privately done mapping for that area. Yeah. Um, minimize that would be at no cost and we can minimize um Dave Church's time.

Yeah. I don't think he's going to actually do. Let me pull up his email real quick. But yes, and just so you know, that's fine for a start, but should you move forward with it in the future to designate that, you're going to have to have official mapping and public hearing when you which you know is in the future. Yeah. I think what ECC is just asking for is see what kind of arduous process this is. Um work with Olive to see what they did. Are there any materials that we could use um and try to find, you know, to cut cut costs and and reuse what we can? I mean, there are lots of online tools like the Nature Conservancy.

Yeah. Yep. I know that several conservation groups have been working on it years. So, they as well. Okay.

Do you mind sending me um some of those contests? So, um, from Dave Church, he said he's been in conversation with ECC members on professional support to advance a possible critical environmental area designation. This would follow recommendations from the National Heritage Plan um, and complement the steps that the town of Olive has just done. He estimates 2 to four hours of town planner time, including meeting with the ECC, plus to find a GIS cgrapher to update a map of the area. He has two professionals that he likes to work with that he can build through that they can build through him or we can talk about getting pro bono assistance. Um, his guess is that a good map would take two hours. Um, and he said both of the people he worked with are less than $100 an hour for that. So, I think for that we would want to do that in phase two.

But I think we if you we could authorize the ECC to work with the town planner for up to four hours to do the background work. Um, and then we can just give that go ahead. I'm sorry. For how many hours?

Two up to four. So again this is just the utilizing his which we have budgeted uh we have funds budgeted so I mean I'm I'm not a fan of engaging in the CA discussion again this year and I think if we're going to do that the biggest feedback back I remember hearing the last time this came up is there was not good communication from the property owners in either CA the greenway and the BL and we heard a lot of feedback about that and I think we want the ECC ECC to look into it I know we actually have some maps I don't know if any of those are still relevant the last discussions I I think it should be done with clear communication to the public about what we're doing because there's a lot of people that know they hear it's only for type one seeker. It's not going to limit property values. That's like or what you can do on your property. That's a that's a big issue that comes up. And I think, you know, we have a community preservation plan. We have a lot of this stuff that's people are confused about zoning reassessments. And I just think this potentially is something that if not communicated properly, it could like confuse a lot of people and raise concerns. So, I think they can look into it, but I just want to be cautious about any steps we take talking about designating critical environmental areas.

I think one of the first things to do would be to get a list of parcels that would be involved. And I think we have a I have some Have you have you had this discussion before about Yes, it was voted down. I have some GIS data from last time, but I can dig that up. Is it available? It's available somewhere. I can do it.

Um, I completely agree with Councilman Coleman's point. I think that we've asked the public to swallow and digest enough information for this year and changes in our town. We also have the housing transfer tax which we'll have to explain and present and do things on. And I think that if there's something that I'm not willing to give up and divert time away for the sake of conservation for a second year in a row, it's that housing transfer tax and risking community being mad and voting no on that because we've changed too much in one year. Um that being said, I'm happy to again allow the four hour up to four hours um with the planner. Um, I would like a proposed project outline from them as well. And if we were able to secure funding to explore and get the mapping and everything done, that is a different uh proposal to me and that I would be able to entertain. So, uh, but I would like to see like a proposal of how many hours, how much a GIS person costs for those. Even though it's only two hours, if they're $20,000 an hour, that's a lot. you know, I'm that I don't I have no idea what GIS people I don't but I'm not a map person in any way or a computer person. So, I sure I'm sure they charge a lot. Um, but I just want to make sure that it's not anything outrageous and there's tons of funding for conservation out there. We shouldn't be paying for any type of consultant or anything to do with conservation for us getting analyzed or recommendations or having to hire outside um consultants or contractors and so but you we're okay with having the ECC work with Dave and I think what we can do is authorize that and request that they submit a project proposal. Yeah. Yeah. Yeah.

All right. So, I'll make a motion that the town of Rochester Town Board authorizes the ECC to engage with T town planner Dave Church for no more than 4 hours of uh planning consultation um looking into the Pac area and um requests that they submit a project proposal to the town board including timelines timeline crossover. Yeah. Do I have a second? Second. Any more discussion?

All in favor? I opposed. Abstain. Motion carries. Um I believe this ties into the next one too, right? The technical assistant. So the forest inventory grant. Yeah. I'm actually not sure if what they what um what they wanted to do with this, but um I'm just asking for myself personally. I pin in it tonight. I just I'm running out of steam and um um I think it's more important to talk about the um climate smart task force merger. Okay. The comp but um but the technical assistance grant that was the um excuse me, that was the forest inventory grant, right? It just

it's like a map. It's a GIS mapping grant, I Yeah. And that that was because I I I'm I'm reaching out to see if there's anybody in the smart that wants to take it on because right now ECC is a little bit um don't want to um since the fac is going toward going forward. So um I will next meeting we'll we'll dive into that and I think it's there's a mid there's a miday application deadline. So it's not super it's it's soon but it's not. Okay. All right. So just can I just say on that because I I did look at the application and it is miday. The one concern I have is

I I think we should really look at what the submission is. So, if that's the timeline we're working with and we authorize them on the 9th to do it, like we'd want to look at the finished product before it gets submitted because because one of the requirements is like talk about priorities of the town and things that are like plan and I don't want to speak without having done kind of the diligence of talking to residents about that. Like I don't want to make claims that don't align with the comp plan or we might not agree with. So that's the only thing is if we want to do it, we should Yeah. Yeah. I'm gonna I'm going to talk to them before the next BCC meeting. So this ongoing conversations Yeah. this time.

And I mean if they want to draft something ahead of time to kind of give us a sense of like what types of things they would say that could help us because it is going to be like a time crunch for them. Okay. So the next is the uh the merger discussion. Um so there's a memo called memo and notes memo called memo

memo and notes re the consideration of uh consolidating climate smart committee into ECC. Um, did you want to frame this or do you want me to frame it? Um, yeah, go ahead. The I just had some notes about um the voting versus non- voting, but yeah. Do you tell me what

Sure. So the environmental conservation commission is a formal public body that is that we can uh form because of uh New York state law. So we have a chapter of code establishing the ECC but that's also state law. So what that means is that we can't do anything that's like more than or you know we have to follow the guidance in state law. Um so and that's for conservation advisory councils. So I we have the ECC is our conservation advisory council. Most towns when they form the climate smart committee or climate smart task force through resolution are um giving that designation to their conservation advisory council. So this is a move to consolidate it is something we can do through resolution. No. Now the issue is is that um we have and maybe this is what uh you have notes on is that the interest in joining was like a little bit more than those 11 seats available.

Yeah. Also kind of an outstanding question I have is that we're required for climate smart to have a staff member or public official on the task force. So, right now that is Alexis and I wasn't sure if a town board member can serve officially on the ECC or not. I know that that's fine for the climate smart, but I wasn't sure if that's true for correct. Yeah, I I doubt it is. I I can look into it, but I doubt it is. Is there any reason they can't just have like some joint meetings?

Yeah, I think personally this sounds like an ethical night to merge those two specific Well, it's pretty common in almost every other town has them as like a climate smart as a subcommittee. So, it's not unheard of. I just the environmental conservation committee is an advisory committee to this board which is a taxing district and the climate smart task force is the committee that is deciding what to do with those funds. No what purchases to advise us on is that that's the that's the other one. Oh, then I still do find that mark.

That's the CPP. They they're also advisory. They just do the they're like uh sub going through the climate smart program not the title of it. But I do still find that that's uh if we have a town board member that's required on the one I don't think that ethically we can merge them either. a big can the town board member or official be exeicio

I think I've seen that so I did a little bit so that was my first question is because it can be a staff some people some people some towns it's a they have a staff member on their ECC that qualifies them for the climate smart um I saw another town that it's a liaison so like we I just have to get that clarification okay from the technical advisor for climate smart because you could just stay a liaison and if they think that that's we won't lose those points for that okay

then I think that would be the most appropriate thing um because we right now don't have any other none of the other members here are a staff member or a official on another board. Okay.

Um so then the um other sort of considerations that um is that the chairman vice chairman. Now typically the climate smart coordinator if in most towns climate smart and ECC are the same and in those towns the coordinator is the chair. Now that doesn't have to be the case but that person has to have some bigger role than like a normal member because they are officially appointed. So I think that's just a consideration that should be really transparent.

And then the other thing is that like we were trying to make sure make it really clear that right now climate smart as um Charlotte was saying is like exeicio or their um ad hoc advisory. they don't have public they don't they can meet on Zoom and all of that but if they merge that is not the case

so if they have a quorum it's a public meeting that has to be noticed there has to be agendas they have to make sure meeting materials are available to the public um they have to take minutes um and then I also think that I'm also hoping that if we do this that it actually encourages the EC CC to sort of step up a little bit in meeting those requirements because that is something that needs to improve. And so that's one of the hesitencies I have is that the you know it becomes even more critical that those that that improves. Um okay. Um so what should I take back to everybody? Do you do you want to meet with me sometime and hash this out a little bit?

Yeah. Yeah, we can. And I think just sort of getting the feedback from the board and also I think you whatever feedback you have. Yeah. Oh, I was just saying that we have two members that are perfectly fine uh going into a non- voting tier. So, because I think we have somebody who's like a member of the press who's some sort of rank as like a um interested member of the public or something like that. So, there's some um volunteers to to step down, not step down, but to be to have a non- voting capacity if the merge went forward. So, there's not going to be an issue with um with too much um headcount for the open positions,

right? So, we are limited to nine members. Um, we had a list of 11 that included you. So, if we took you off, that would be 10. Um, this included the people that had previously said that they didn't need to be appointed. I don't know if anyone else on this list had done that, but that's something we should hash out, too. Okay. Um because we would need somebody to either resign from the ECC or someone to say who's on climate smart that they didn't want to be appointed.

Yeah. Yeah. As long as they can be just attend the meetings and um you know be part of the the events, they don't need to have voting. Yeah. Yes. Okay. Yeah. We have we have Okay. So I'll I'll make some time next week. Okay. Any other thoughts from the board? In general, I fully support consolidating conservation on our house. Um, yeah. Um, you'd like to close the door?

Yeah. promotion of those second.

Um, all right. So, then I had the presentation of local laws from code enforcement. We talked a little bit about um the the fee that they were re recommending. That's a resolution. the um So, there's one that I need to um I'm introing these and then we can talk about interest level and then officially present them because these were are Keith is sending me drafts of local laws and drafts of resolutions. Um so um this one is a local law establishing procedures and penalties for construction or renovation performed without a permit. Um, so this is a law that would establish a um fee structure for that. Now, part of the thing that I need to tease out is because like fees and fines are are handled differently. So, um, he felt like this based on his research, he thought that this had to be done through a local law. Um, but I also don't know again there's I'm getting like we were talking about priorities like peacemeal bits as they come up for them and I think there might be a way of combining some of this um

because this is a little seems a little related to this idea of thinking about receiving some kind of uh fee for some of the administrative work that goes into issuing violations. Um, but this would um this establishes like a very clear process for work done um without a permit with like it outlines like the stop work order timeline. it like puts it all into like an official law rather than right now they um these are just operating protocols that they have in the office. it's not like established and then the other one um

so could that be established by resolution instead of the whole I this is what I'm trying to I'm trying to like pull it all together and

uh admittedly did not spend as much time kind of thinking about it as I would have liked to. Um, I think it sounded like we could um Oh, I thought there was one more that he sent me. Maybe I got confused. I feel like these two, the fee schedule proposal and the permit after the fact seem kind of related. So, I'm trying to figure out uh but it sounded to me like the board is supportive of making sure that we're covering our costs that the co that the code enforcement office is doing to enforce the code and that it's worth diving into this and doing something. I would like I prefer to do less work. So, if there's a way of combining these um because they seem kind of related, then I would like to do that.

Well, it would also be good if we could do it as policy document or like Kate's saying by as resolution that could be easily modified, right, by the board. I agree. Future boards. Um the local law seems very Yeah, I agree. And okay, so can we move on from that? Any thoughts?

Okay, next item. Just wanted to get um uh thoughts from the board. Uh I would like to update have an updated lease agreement or memorandum of um understanding with the Rochester Food Pantry. So, the one that we had established with them when we built the building um has was a five-year. So, we're a little bit beyond that. And there are some things that have come up that were not considered or addressed in the original agreement. Um, number one is really teasing out what our responsibilities as the landlord or property owner are versus responsibilities that we would like for um them. And then also just communications like I'm establishing communications with the pantry. Um but I think some of it like for example if there are repairs that will be under their responsibility I think we should be informed of those. Um those are the main things that have been coming up. Um other things that have been coming up is uh use of the facilities. So they um the pantry let will allow anyone to use the facility but during the after school program they want to be able to limit who's walking through the building. Um so I just think things like that we should have doesn't need to be a hyper specific but I think the new agreement needs to be more specific than the old

Sure. Yeah. I was gonna ask you if you were interested in doing that. Um, so we are gonna do a new

Yeah. Um, Zalie's gonna head that. So I was asking if the board had any feedback before we draft something. Um, I would just like to also uh I would just like to request that if I are offered to meet with the food pantry board to see if there's anything that they would like changed in it as well so that no one else has to schedule. I have lots of time each student so and I know them all. So I don't need to go and talk them to see if there's anything that they need to change in there as well or something like that. So, um, but yeah, I'm so

great. Yeah, I had a meeting with the chair and I don't know everyone's titles, but two members of the board and we discussed um we discussed the some of the things that had come up and I brought up some of the things um and so they were like, "Yeah, can you put something together?" Um, who did you talk for? Rob and um June. No, Rob. No, Ron. Ron. Yes. Oh my gosh. I'm sorry. Ron, I know his name. Wow. Do you have the current lease? I do. I didn't bring it with me, though. But I can circulate it. I'll circulate the current one.

Oh, yeah. I don't think I stuck it in there. Um, the next one is we need to do anou with the close for free. I'd hope to have something drafted tonight, but I didn't. Um, we can just table this, but if anyone had anything um that to add. I have a good idea of what I think the staff and departments would really like to see with that, but I don't know if there's anything that the board would really like to see with that. Waiver of jury trial. Of course. Two cents. I'm okay with it, please. You're what?

I'm okay with it for this. Okay. Oh, I see what you're saying. Um, I would like to uh make a request if you find it applicable that we anything that's been here through more than like a quarter, like more than three or four months, that they put it in the textile bin to clear up their storage space so that

it doesn't like grow. I don't think that that's a problem with how what I've heard from reports of the free exchange, but if it ever like if they have like slower months where it's like, all right, no one needs 30 swimsuits in January, like let's put the them in the textile thing so we can get the revenue back in as a donation for it. Um, if it's not being utilized, I don't see it as a big I like the idea of that. I like the concept of it, but it's sort of are we micromanaging what they're doing?

Well, I mean, if it's a matter of space management and making sure that whatever you're storing doesn't go bad because of the real mold and mildew, um I mean, if they have a big collection of oats that they have room for, that they can store adequately, do we really want them to throw them away if we know that at some point later in the year that they're going to be used? No, I'm I'm pretty sure not by demand. I'm pretty sure if they have stuff that they don't think is going to move. They put it in the bins. I mean, we don't need I mean they've been doing this long enough to know what how to make room. I think Well, I have no idea what they've been doing this whole time. Yeah.

So, they might know what they are doing, but myself as a you know, legislative body of this town have no idea what they're doing. And we've been paying thousands of dollars for that pot. So, I agree with I understand I don't want them to throw out anything that can be utilized and kept out of a landfill or anything, but if there's an alternative like if they keep getting donations of bed sheets and no one comes here for bed sheets, why are we going to take up that space when we can use it for winter coats or for slung trunks when we can get revenue back on it? Okay.

So the um what I think there's a one good way to handle this is um so what we are getting rid of the pod. They are donating a shed to the town. Part of having theou is that we're they will be utilizing it for the time that they are here and when they if and when they leave the shed will stay here. And I think one way that we can put that in is that they're not to use any other space other than that for storage. So then that kind of forces them we're not going to offer them anything else.

Who who's responsible for maintenance? I mean say tree fall down and insurance. I mean yeah that's um why why we want to have anou with them. Yeah. And is are they officially a registered entity? Are they operating under the exchange still? Do we know any of that? I don't know answers to that actually. Okay.

Before we approve it um just so that we have all of our docs in a row on it because people ask those questions. Um I have some like key like no funds can be collected at the community center. Um

um the we want to put in some things about leaving the space as it is. Um and then some like because it's a big use of the space. We we don't have anyone using the space in the in this way. We don't have any other organization that has like 200 people coming in on a single day. So to be clear, there haven't been any issues in space. No. I think it'd be great if we had other organizations to have two people come through. Yeah. Will they allow the board of elections to do it?

Well, that's true. We do have an abortion. Okay. Any other um anything else on that? Okay. Court I'm tableabling court security camera policy. Um because we we have to like write our own version of that. a digital records policy basically wanting to know if we are adopting this tonight. I think we should. It's on. I think we're going to adopt it effectively first and then I got to do some work to get it set up.

Okay. Do you want to give an overview of where do you guys want to give an overview of where we're at with it? Go for it, Michael.

No. So basically we're you know we have obligations in terms of state law related to foil and dealing with making sure that we track and u that and parks office are able to provide a record of records that are actually defined in New York state code so that people have a right to access information about the operations of the town. And so with the new email system as well as some of the other Microsoft tools, there are different uh settings that you can implement that will automate the process of not only creating records but then storing them and having them available for archive purposes. so that in the future when we get foiled requests it would be much easier for the clerk to gather that information assess that information and provide access to that to those documents to the public. So what we what we wanted was two things. one to actually have a formal policy that um people who have access to our systems that are involved in producing documents related to the ongoing operations of the town uh will sign on and agree to the policy that they're going to protect and preserve these records and follow all the state laws. And then the second is to actually implement the technical side of that so that when people are sending emails when they're receiving emails they can uh there will either be automation to flag them as records or they will manually apply tags for records so that Kate doesn't have to go nuts with all of these spoil requests that she's receive pieces. One is going to be to implement the policy as of May 1st and have the employees um not only sign on to it but be trained so that they actually understand what they're signing on to. The second would be the technical piece to make sure that the system is operating preserving records that need

to be preserved and then can kind of clear uh things according to whatever the policies are. If if a document doesn't need to be kept after seven years, it can be removed from the system. If it's a list serve thing or a sales um a bunch of junk mail that comes in, the system can can clear it out so that it doesn't clutter things up and continue to cost money. So that's where we're at. We've reviewed it. The three of us Aaron may have reviewed it and I think um it's available to the board. We've had it up there and I think it's good to go to adopt and we can always add to it because I think there's going to be other things. We have Munich Lab, we have these other systems that we may need to add to it as we develop procedures. Yep.

Did you want to add anything?

No. Um I think this is long overdue. I think we're heading in a great direction and it might be a little bit of a transition for departments um in the beginning, but I think hindsight this is going to be um a really good thing as far as digital the record keeping goes. Um, and thank you, Michael. You've been amazing spearheading what we can do and not do technically. So, um, I appreciate that. And, um, I think the idea is to adopt it tonight to go out for May 1st and to spend April doing trainings with, uh, the departments that have digital records. So, thank you, Michael.

Thank you. I have done the least. I've done nothing for it outside of this meeting. So, thank you to everyone else who did it. Lovely policy do say. No, that was a sneeze. She's smithing. I'm feeling like Alexis today. is the season. Yeah.

Okay. Um so the update on the dig the uh body cam policy is that we did request that our um other council review that and um he is getting back to us in the next couple days. So we didn't want to pass that without having him look at it because he's the one that recommended that we do it. um surprise have no e-code codification project updates um for the if business meeting right now. I've got two public hearings. I've got the um if we're ready for some kind of policy for the code enforcement fees, we'll do that. Or if that needs to be a local law, we'll have that for introduction. Um, we should have theou for the closed for free ready at that meeting. Uh, Z just walked out, but potentially the lease for the food pantry, a draft of that. Um, I will have budget mods prepared for the code enforcement. Um, I'll try to get look into the quotes and other details of the um, software for the code enforcement. Um, I'll be doing a budget mod for fire safety inspector, but I'm going to go and put an ad out for that just so we can start collecting um, applications because I want the code enforcement officer to do the interviews for that. Um, and then I have the ECC CSC resolution. Um, anything else?

Yes. Um, can we figure out um if we are going to increase the fee for the park now having the bathrooms? Oh, yeah. And um how we're going to handle the the bathroom. Um Oh, okay. I've been working on that. Yeah. Um because I already have people starting to book for the summer. Okay. And um I really want us to square away. Okay. Yes. Great. We can work on something in a week or two. I just want it Yeah. potentially be on the April so we can visit. Yeah. Got it. That's a good one. Thank you. Anything else for April business meeting?

Well, if you think of anything, email me. Um we moved the abstract to the end of the meeting because I have a couple of things. There's a reason why we got moved to 10. Um, but we are adding a the acceptance of a donation.

Um, I will make that motion. I'll make a motion that the town of Rochester Town Board accepts the donation of a podium from Councilwoman Smith for the purposes of supporting public comments and um other presentations at the at public meetings. Remind me to amend.

Sure. Meaning um one the customized podium. Okay. uh by yours truly and uh also two wireless lapel mics for the use by the public uh use with our uh that will work with our computer system. Okay. So, I'll I'll make that motion, but uh referring to as a customized podium and including two wireless uh lapel mics. Do I have a second? Second with thanks. Any more discussion? All in favor? I opposed. Abstain. Motion carries. Thank you, Charlotte.

Um, also thank you to the Ol County Habitat Restore for having such a lovely podium for me to discover there to purchase for us. It's upcycled. Um, I appreciate that you came up with I think a remedy after an incredibly difficult meeting. Yes. So, thank you for that. Yes, that's a much nicer than a talking stick, I think. Yeah. Um I think okay so are we ready to adopt the procurement policy?

Yeah we are. Wait did we table those abstracts? It's going to be okay. Um I have a few things I want to pass. Okay. I didn't make red lines in the dark. We're good. Okay, there. Okay.

Um, under the town supervisor, the authorities, does all general town appropriations and all appropriations not otherwise assigned to department town supervisor and also designate purchasing officers or appropriations? So, does that mean like does does that mean the supervisor can't authorize expenditures for dog control or something like dog? I can do any of it because the way I'm reading that it didn't sound like I sorry the town supervisor

it didn't sound like the so I think supervisor should be able to but it said all general town appropriations. So, are we saying that's covered under general town appropriations not otherwise assigned to the department? Okay. Yeah.

Um, and then I was just wondering this the line below that all purchases must be made within the limits of funds appropriated by the town board for the applicable department or program. no purchase may be made that would exceed available appropriations.

That makes sense. But I'm just wondering if like if somebody wanted to make a purchase that was going to expend 80% of the appropriated amount in like February, is there a guard rail that needs to be there to say, okay, if you're expending that, you're not going to have any more money for the rest of the year. Or or do we do we want to just say, okay, it's appropriated so that whoever owns it. Well, there are more guard rails in the purchasing policy itself, but like if it's a lot of times the expenditure is 100% like what we've budgeted is like a one-time purchase

or it's seasonal. So, I would not want to make any of that. But because we've set these limits on purchasing authority, I think Okay. And then that's part of like the job of the budget officer is to like watch and that's also why you get budget versus actual reports

because we're just we're watching the um the rate of expenditures and like you were looking at the fuel and I'm like well we can like drill into that to show some of it makes sense and some of it doesn't make sense and um but yeah that's okay. And then also the town board can not approve a claim. So that's another

right. Uh and then there were a few I think we can adopt it tonight. There are a few other things where like we talk about retaining copies of proposals. I think we should specify like how we expect departments to retain that like if like getting back to digital records when we have a system like okay if you get proposals here's where you put them so that it's easier to find them if people need those things. So I just think as we like add those things into the retention policy we should include well they're submitting that to the town board so that becomes part of our public record right but is there like a place where they should where department should store the proposals and everything or does that all go through you I just think that would follow the normal records retention

but I think whatever form it is quotes and paper we get some digital so whichever one it is said oh well the lovely policies been working on on how to follow that. We would be the owners of the document after getting Well, I guess what I'm trying to get to is like we should have a set way like highway shouldn't store it one way. You know, wreck stores it another, building stores like we should have a process where if we want to have a formalized proposal process, we should have a formalized way of tracking all those. I think once it's handed over to us the purchasing to the budget officer all the quotes the three quotes that they could be they could be destroyed we have the copy of them

well that's fine you know what I mean like you put that in I see I I see both points and I think we can kind of see as right now I'm the one that does this like all of it so I'm actually hoping this policy will create those types of problems where I You do it too. You do it. Um but for the most part, like I'm writing them for the highway department and other department. Yeah. So maybe that's the answer if it's all flowing one place. But if if they're going to be independent, I just But I would like that. I would like to hand over more. Yeah. Which is what I thought we were discussing related to.

So if we come into that problem, that would be great. And then we can create a like a place where those get stored. Okay, I'm good. I think it's great. I have a comment. Yeah,

on the limitations for the different things. So, we have like over 20,000, then we have 7500 to 20,000, then we have 3,000 to 7500. So we have to put like over 7500 or something because for example goods and services 7500 to 20,000 is a written RFP plus three written quotes but 7500 is also oh it's for request plus two quotes the plus one problem. Yeah.

Yeah. But I should I have to see what state law I have to see what state law says on that actually then yeah so that that needs to be corrected though so you don't have put put a less than sign I just want to see what state law says

is it over or this and above because then that's just what we should put for All of them. An expenditure of more than $20,000. Okay. So then it should be changed to uh up to and then more than on all of those benchmarks. Does that make sense to everyone? Where would it say up to?

So, and and on every higher limit it's up to and then on the and I'm and on on and on every lower limit it's um more than. So, it would say up to 20,000 here and then more than more than 20,000. Okay. Does that make sense? I think so. Makes sense to me. Mary, does that make sense to you? Yes. Just have the more than before and the up to for the the higher number. Okay. Are you guys comfortable adopting with that change? Yeah. I mean, that's the spirit of it, but I just clarify.

Okay.

So, it's not that $1. Okay. Anything else, Michael or anyone else? The only other thing I feel like There's not a clear change from the like there's a definition section and then it's not clear to me where the definition section ends. So I don't know if you want to just add like a like a title or something.

Um how about just a line? It ends after the def ends where then it says authorized purchasing officers. Yeah. So that's so maybe we put something that says like procurement policy or you know procurement policies

I mean whatever we want to do it's just we have purpose definitions and then definitions just kind of runs into maybe what you do is just put like before goods and services a tab for a paragraph. for each of the definitions you tab them. Yeah, that would work. And then when you get to authorized purchasing, it's it's back to the front again, right? Yeah. The formatting change, right? No, we don't need format though.

Um, okay. All right.

Good, Michael. Okay. Um, so I'll make a motion that the town of Rochester Town Board adopts the procurement policy amendment as presented with the following amendments that um on all financial thresholds that we change the language to reflect up to and more than. Second. Any more discussion? Second. Any more discussion?

All in favor? I opposed. Abstain. Motion carries. I am so excited that we have a template. Okay. Um, what? Oh, no, we're not. Sorry. Okay. Uh, playground supply purchase. Okay. Hm. They're both in there. Oh, they're in there. Okay.

It's okay. Um, okay. Okay. So, we have we're gonna um Charlotte uploaded the quotes for the playground grading supply, which is the basically it's the um the rubber and the materials to make the graded border around the playground. Um, so I Where's my

Oh, I'll make a motion that the Town of Rochester Town Board authorizes the uh purchase of the playground surfacing materials in the amount of $13,900 from All Things Recreation LLC. Can you say that number again? 13,000 13,900. Second. Any discussion? All in favor? I opposed abstain. Motion carries. Okay. Now,

uh I'd like to make a motion that register town board adopts the digital records policy. uh as presented effective May 1st 2026 presented. Any more discussion? Thank you for all the work again and everyone else. All in favor?

I opposed abstain. Motion carries. Um, so these are those big uh documents that I included. So the background on this is that these were sent to the highway secretary in January of 2025 and they were never sent to me. So um they want they need this on file though. So um um so this is retro um active. Um I make a motion to block vote F and G as presented.

Um hold on. I have to do I have to insert um um the in the um the first one there's a blank so it needs to be um so I'll make the motion that the town of Rochester Town Board um authorizes um an amendment to the implementation and funding costs um resolution of the voicemail birds placement as presented. ed um and filled in with uh appropriated pursuant to general municipal law.

Any discussion? All in favor? I opposed abstain. Motion carries. Okay.

So, yeah, we've already actually spent all that. Um and then the next one, sorry if you you can no uh Make a motion authorizing the town supervisor to exec to supervisor to execute supplemental agreement between New York State DOT in the town of Rochester recording regarding the Boyce Mill Road bridge replacement as presented. Any discussion? All in favor? I

opposed. Abstain. Motion carries. Um, where's my budget? Oh, oops. Shoot. Okay. Um, uh, the next motion is, um, acceptance of the annual court review. So, I'll make a motion that the town of Rochester accepts, uh, for submission to the state the annual court review of the 2025 court records as presented. and prepared by council members Wyn and Coleman. Thanks. Any discussion? Thank you. Thank you.

All in favor? I opposed. Abstain. Motion carries. Oh. Oh, you're abs. Sorry. I'm sorry. Okay. I was going to do that. Um, with the board's permission, when I did my budget mods, I forgot the two I when I did my agenda modifications, I forgot two resolutions that I'd written on my agenda. So, if the board's okay, we need to appoint Pat Davis to a seasonal position and then I need to do um a couple of budget modifications. You guys okay with that? Yes.

Okay. So, um where's my also left off this? Wow, I really failed. Um why did I How did I miss this? Oh yeah, you had it all set up. I had it all set up and everything. She didn't assess it.

Well, I mean, some of them make motions agenda. Is there something I read? Yeah. So, we were going to select motion.

Yeah. I'm sorry. I don't know. I left this. We were going to select the contractor to do the um the project 32 extension work. We received we had a month-long window to receive the proposals for that project. I provided the RFP that the highway department issued to the board and its lowest cost. So we received one for $28,819 and the other is $88,200. So, I thought it was we should go with the $28,819 one.

Sure. Um, yeah, I'm also also that one's more complete. I read these last few comprehended all the I'm sorry I somehow left the agenda.

Just We title this Project approvement. Okay. Can actually um written.

So, first I'll just go through um I'll make a motion that the town of Rochester Town Board reappoints Patrick Davis um as a uh seasonal MEO from April 2026 to June to the through the end of June 2026 at the hourly rate uh provided in the collective bargaining agreement. Second. Any discussion? All in favor? I opposed. Abstain. Motion carries. Michael's

and then um the budget modification I have. You guys, did you vote on the project 32 extension? Not yet. Oh, okay. I just um Okay. I was sitting there in silence and I decided I needed to

say something. Um, then I have a budget modification for you guys that is in the printer that we have to make it tonight so that we can check just make sure I didn't I just got a text that there is a migration going on right now in amphibian migration. So, everyone be careful when you're driving home. Road has road has signs. Yeah, they got the fines this week.

Amphibious text alert system that you are subscribing. I have an amphibian text alert system. I was going to say, is this the frogs? Yeah, it's a m there's a migration. It's warm enough for that to happen. So, okay. So, be careful while you're driving home. Okay. Watch out for the people in Headland shelving the frogs crossed, please. Frog lights.

All right. So, I my computer is not turning on, so I'm going to let you guys know what this budget modification is. I am clearing out the contingency fund and moving it into the um uh parks operation and maintenance line. And this will allow us to purchase the materials that we just approved. So, um, I'll make a motion that the town board authorizes the town supervisor acting in in her capacity as budget officer to move $8,500 from budget code 1 1990.4 contingency to budget code 7110.4 6. Um and that's it.

And that's parks and operation. Yeah, that is uh parks operation and maintenance. Second. Any discussion? So that clears contingency except for $64 and makes the total of the operation and maintenance line um just slightly over uh $13,900. I had a motion and a second, right? Uh all in favor?

I opposed. Abstain. Motion carries. Next, uh we will go we'll go ahead and award the um roadway construction for the project 32 detour route improvement. Um like we received two project proposals. Um and the lesser is actually a much more complete proposal. So, um I would like to make a motion that the town of Rochester town board um authorize the highway superintendent to hire Rustic Root Farm, Inc. for the um project 32 or Detour route improvement project for a cost not to exceed $28,819. Okay.

Any discussion? All in favor? I opposed abstain. Motion carries. And I have the the written proposal and the responses and those will be kept on file. And we also posted that on the town website the um the proposal request. So that is that works. um as soon as that's why. Okay. Um All right. Now it's executive session.

That's not after. It's at 21 p.m. Sorry. of things on the agenda but I already flipped over and can't read the reason uh for the purposes of discussing matters that lead to the appointment of particular persons and matters regarding possible litigation and and um matters uh should we do the first uh matters regarding the um employment history of particular persons and the discipline of a participant.

There's your name litigation. No, because it's possible. No, because it's potential litigation. Okay. Second. Um, all in favor? I oppose. Abstain. Motion carries. Who second