TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
November 27th, 2023
Minutes
Attendees:
Selectboard
Mike Klopchin, Chair
Robert Congdon
Cash Ruane
Art Menard
Heidi Congdon, Treasurer
Katie Nop, Secretary
Gloria Menard, Town Clerk
William Chmielewski, PEG- TV
Jimmy Austin
Sarah Kumm
Silas Kumm
Matt Jakubowski, Fire Chief
Alf Strom-Olsen
John Sikorak
Jan McCoy
Jeannie Stimpfel
Bob Bixby
Shelly Lutz
Wayne Williams
Kevin Peck
Teresa Miele
Call to Order
Chairman Klopchin called the meeting to order at 6:01PM.
Agenda additions/deletions
Selectman Congdon motioned to add the wetland permit for the fire department’s dry hydrant installation under Old Business and Selectman Ruane seconded. The motion passed unopposed.
Approval of Meeting Minutes
Selectman Congdon motioned to approve the Regular Meeting minutes from November 13th, 2023 and Selectman Menard seconded. All Board members approved.
Highway
Road Commissioner Report
Road Commissioner Ruane wanted to bring to the Board’s attention that the road crew has found that it will be cheaper to buy pretreated salt instead of road salt plus the additive mixture. The additive that the road crew mixes with the road salt is called “Magic Minus 0.” Currently, the road crew buys the product separately and manually mixes it in to each load of salt. There’s been some math done that shows that mixing in the additive separately as the town is currently doing costs about $11/12/ton (without the time and material involved in mixing it). The Board approved last meeting to purchase salt at $86/ton. Cash figures it will be $15 more a ton for pretreated but this will be a cost savings than buying salt and Magic Minus 0 separately. Road Commissioner Ruane explained the reason that he’s bringing this up now, is because they are almost in need of ordering more Magic Minus 0 and he’s recommending to the Board, purchasing pretreated salt instead. Road Commissioner Ruane also said that when they’re busing plowing, the mixing of the product takes up valuable time. Road Commissioner Ruane and Treasurer Heidi provided clarification on the different products used for dust control v. deicing. Selectman Congdon motioned to authorize the Road Commissioner to use the rest of the Magic product and then switch over to pretreated salt. Selectman Menard seconded the motion and it passed unanimously.
Approval of Select Board Warrants
All new warrants and warrants previously signed by the designated Select Board Member were approved and signed by all Select Board Members.
The Board moved to Old Business after this.
Old Business
East Street/Bump Road speeding (Jan McCoy)-
Jan McCoy explained that she was at a Selectboard meeting on September 25th to discuss speeding issues on East Street and Bump Road. Katie has provided Jan with Sheriff Dept. reports that date back to August. She noted there has been some improvement with the Sheriff Department’s coverage on East Street down to the covered bridge. Jan said that the speed cart has been on Alfrecha Road since September 29th and it’s still there. It was supposed to be on Creek Road and Bump Road. Katie explained that she reached out early November and it was going to be moved in the next week or so and it was not. She also followed up with a phone call with no response yet. Selectman Congdon said that he’s heard the speed cart does get put away during the winter, partly due to the solar operation and because of the snow/plowing.
Jan expressed that she worked for the town for many years and when parents and administrators asked her to do things, she got them done and did not ignore requests. The speed cart has been an issue for 2 months. She questioned why the Board has not done more to have the cart moved. Selectman Congdon explained that they’ve communicated to the Sheriff’s Dept. through Katie, but ultimately the equipment is owned by the Sheriff’s Dept. The Board is unable to go and move it themselves. Jan questioned if any of the Board members have spoken with the Sheriff’s Dept. Selectman Congdon responded that they communicate with them through Katie. Chairman Klopchin added that he called the Sheriff’s Dept. and spoke with the front desk lady and they said they would pass the information on. Jan questioned what could be done. She explained how people speed past her house and walking East Street feels dangerous. She would like to see more done.
Jan explained that speed radar signs (similar to the ones located in Brandon) are effective. Jan questioned if the Sheriff’s Dept. is shooting radar when they patrol East Street/Bump Road. She also shared that the Sheriff’s Dept. log refers to East Road and East Street which causes confusion. Selectman Ruane noted that the Sheriff’s log reports that they patrol Route 103 and 7. Selectman Congdon figured that if they are patrolling state highways it would be billed under state grants. Jan clarified that the last time the Sheriff’s Dept. was present for a Selectboard meeting they explained that state routes are billed to the towns. Katie mentioned that Sgt. Cross had reasoned that they patrol those routes because they do receive complaints/concerns from other town residents that live on those roads and they do their best to respond to all citizen requests. Jan’s read through the log extensively and noted that the Sheriff’s Dept. representatives that were present at the last meeting charged a total of 4.25 hours for their time.
Jan reiterated that they need law enforcement and that’s all she’s asking for. Selectman Ruane acknowledged that East Street does see a lot of pedestrian traffic. Jan confirmed that. Selectman Ruane explained the cart’s placement initially, by the railroad tracks on Alfrecha, and then the time it took for it to be moved. Jan said she probably will not come again [to a meeting], because “she’s done.” She felt there is a certain sense of accountability that’s lacking.
Chairman Klopchin asked Katie to call the Sheriff’s Dept. once a day and keep a record. Alf Strom-Olsen questioned if their contract states whether they are obligated to provide the speed cart. If so, he suggested withholding payment for breach of contract. Selectman Congdon reviewed the contract and found that speed cart usage is not in the contract. Jan said she’s trying to look out for her neighbors and hopefully the speeding issue dissipates when the bridge is reopened.
Chairman Klopchin concluded that Katie will call the Sheriff’s Dept. once a day and keep a record of it. Selectman Congdon added that when she does make contact, to remind them that the speeding on East Street and Bump Road is around commuter times.
Wetland Permit for Dry Hydrant, Firehouse Road
Clarendon Fire Association Chief Jakubowski explained that the fire department installed a dry hydrant near the fire station in Chippenhook in 2012. At that time the fire department called around and found that no permits were needed. Recently, someone from the wetlands discovered the hydrant and said its located in a buffer zone and now requires a permit. The permit is 27 pages long and there’s a fee attached. Matt explained they’re including a cover letter (signed by the SB Chair) to ask for a reconsideration on the fees. Selectman Congdon explained the gist of the letter is that back in 2012 there was an exemption for municipalities when it came to wetland permit fees and they’re asking for DEC to reconsider the permit fee. Katie clarified that the permit applicant is the Clarendon Fire Association, and the Board is requesting DEC to reconsider the fees on their behalf because the hydrant was placed in the municipality’s right of way. The town road crew put the hydrant in for the fire department back in 2012, so the town has worked jointly with the fire department in completing the permit application. Selectman Congdon motioned to authorize the Board Chairman to sign the permit and cover letter and Selectman Ruane seconded. The motion passed unopposed.
Guests
N/A
Public Comments
N/A
New Business
REMC Reappointments–
Katie explained that it’s that time of year where the Regional Emergency Management Committee members need to be reappointed. Matt Jakubowski and Craig Knapped served the last year and they’re interested in being reappointed for another term. Matt said that if any of the Board members would like his position on the committee then he would step aside. Selectman Congdon motioned to reappoint Matt Jakubowksi and Craig Knapp, Selectman Menard seconded and all Board members approved.
FY25 Cemetery Mowing–
The Board received 3 bids for FY25 Cemetery mowing. The results were as follows:
- Martelle Property Services- $13,875.00 for the number of estimated mowings. Anything additional per hour rate: $65/hour.
- Intrinsic Property Services-$13,050.00 for the number of estimated mowings. Anything additional per hour rate: $55/hour.
- Johnson’s Refuse and Lawncare-$8,375.00 for the number of estimated mowings. Anything additional per hour rate: $75/hour.
The Board looked to Kevin of the Cemetery Committee for his recommendation. Kevin explained that Johnson’s holds the current contract. The year before was Intrinsic. Johnson’s is a 2-man crew. Intrinsic had a larger crew. When Intrinsic held the contract, they did break a stone, but responded when reached out to, and paid for the stone’s repair. Kevin’s only concern with Johnson’s is completing spring cleanup with a smaller crew. Kevin’s had no problems with Johnson’s and they are responsive to Kevin’s concerns when he has had them. Kevin also has no issues with Intrinsic. Selectman Congdon motioned to award the FY25 Cemetery Mowing contract to Johnson’s, Selectman Ruane seconded and the motion passed unopposed.
Town Officer’s Report
Katie, Secretary-
Katie said last meeting for her report, she updated the Board that she would have an update from Shrewsbury regarding collaborating on a river maintenance plan with Clarendon. The update is, their Board has not discussed it yet, so hopefully by next meeting there is more of an update.
Kevin, Cemetery Committee-
Kevin reported that he took the door off of the receiving vault in the Clarendon Flats Cemetery. He plans to work on it. If anyone gets a call as to where it is, Kevin has it.
Select Board Member Concerns
N/A
Executive Session- Personnel
Selectman Congdon motioned to go into executive session at 6:38PM and Selectman Ruane seconded. All Board members approved.
Selectman Congdon motioned to come out of executive session at 6:59PM and Selectman Menard seconded. The motion passed unopposed.
Selectman Congdon motioned to have Katie close the part-time road crew search online and around town, and details discussed in the executive session will be finalized with their temporary hire. Selectman Ruane seconded. The motion passed unanimously.
Adjournment
Selectman Congdon motioned to adjourn at 7:01PM and Selectman Menard seconded. All Board members approved.
TOWN OF CLARENDON BOARD OF SELECTMEN FY25 BUDGET WORKSHOP
Monday, November 27th, 2023 Clarendon Town Hall @ 5:00 PM
Agenda
Call to Order
Agenda additions/deletions FY25 Budget discussion Public Comments
Recess
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday, November 27th, 2023 Clarendon Town Hall@ 6:00PM
AGENDA
Call to Order
Agenda additions/ deletions Approval of Meeting Minutes
Regular Meeting: November 13th, 2023
Highway
Road Commissioner Report Approval of Select Board Warrants Guests
Public Comments
Old Business
East Street/Bump Road speeding (Jan McCoy)
New Business
REMC Reappointments FY25 Cemetery Mowing
Town Officer’s Report
Select Board Member Concerns Executive Session- Personnel Adjournment
