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DRAFT meeting minutes 3.11.2024

DRAFT

TOWN BOARD Meeting Minutes

Marion Court Room

Monday, March 11, 2024

A Town Board meeting of the Town of Marion, Wayne County, NY was held on Monday, March 11, 2024 at the Marion Court Room.

Supervisor Johnson called the meeting to order at 6:30pm and asked the Clerk of the Board to give a roll call.

PRESENT:         Summer Johnson, Supervisor

Michael Cramer, Councilman

Julie Herman, Councilwoman

Ronald Lonneville, Councilman

Margi Taber, Councilwoman

ABSENT:

OTHERS IN ATTENDANCE: Marcia Lonneville; Casey Carpenter; Samantha Starks; Gina Southcott; Debbie Smith; Ashley Tack; Chrissy Nelson; John Lonneville; Holly Bovet; Aidan Miller; Emma Erdeli; Joseph Casle; Jennifer Williams; Gary Shaw; Penny Shaw; Melanie Riveria; Ava Schubert; Landon Wertz.

Supervisor Johnson asked everyone to stand and give the Pledge of Allegiance.

Discussion:

  1. Protocols for communication between board members

Councilwoman Taber asked what are the protocols for board members communicating and asked if the board plans on continuing communicating via email and phone?  The Town Board members stated that yes it was best to communicate ahead of the meeting and openly discuss things at the meeting.  Councilwoman Herman stated that it was a great way to share ideas ahead of the meeting.  Town Clerk Heidi Levan stated no voting can take place via email or phone calls.  This must be done in a public meeting.

  1. Town Park Cleaner hours

Councilwoman Taber spoke next regarding the new position of park cleaner for the Town Park restrooms. Councilwoman Taber next asked the following questions.  Should the restrooms be checked daily?  If so, what times and how often?  What are the parameters of her hours and job description? What should her hours be?  Supervisor Johnson suggested that during peak hours of park use, the restrooms should be checked twice daily.  Supervisor Johnson also stated that her services would be needed during the eclipse as well as recreation sporting events. Councilman Cramer read the job description that was written by former Town Board member, Joan Fisher.  Councilwoman Taber next stated that after speaking with Highway Superintendent Tim Boerman, Mr. Boerman feels that ordering of supplies for this position should be done with Principal Account Clerk, Kathy Cauwels.  Councilwoman Taber also stated there should be an emergency contact phone number in the restrooms.  Who should be the emergency contact?  Supervisor Johnson and Councilwoman Taber will be speaking to the new staff member about this position and will get back to the Town Board on March 25, 2024.

  1. Town Projects

Councilman Lonneville gave an update on town projects.  The furnace has been installed at the Town Park.  Thank you to Jeff Cragg for all of his work cleaning and picking up the inside of pavilion A.  Councilman Lonneville went onto say that the epoxy floor will be done next week.  Supervisor Johnson stated that she had stopped up to the Town Park and the pavilion is looking good.

  1. Foundation Work @ Cemetery

Town Clerk Heidi Levan spoke next regarding foundation work at the Marion Cemetery.  Ms. Levan and Highway superintendent Tim Boerman have spoken many times regarding this subject.  The Marion Cemetery Association had been using a company out of Palmyra.  Does the Town Board want to continue using this company?  Supervisor Johnson suggested an RFP for this work.  Ms. Levan will have a resolution ready for the March 25th meeting to requests bids for proposal.

  1. Eclipse

Town Clerk Heidi Levan spoke regarding an email that was sent to the Town Board members.  The Marion Events Organization is having a poster contest for the Total Eclipse event taking place on April 8th.  How would the Town Board like to have posters hung.  The question came up about using ‘Poster Putty’ but the organization is concerned that it will stick to the particle board. Supervisor Johnson stated that if the ‘Poster Putty’ doesn’t work Supervisor Johnson is happy to purchase with her own money tri-fold poster boards. Chrissy Nelson in attendance suggested string and clothespins to hang the posters.

Ms. Levan next spoke regarding eclipse t-shirts that the Town of Marion have available for sale.  The Marion Events Organization contacted Ms. Levan regarding the shirts.  Supervisor Johnson would like a count as to how many shirts are available for purchase.

  1. Drainage Easements

Councilwoman Herman spoke next and stated that a drainage meeting was held last week.  A question was raised regarding property easements within the Town of Marion.  The Drainage committee would like to see a local law in place to give easements to the Town of Marion to go on residents’ property.  Councilman Cramer stated that many years ago there were easements on farmland but those lands have been sold and the easements don’t seem to be in place.  Councilman Cramer and Councilwoman Herman would like to speak to the Town Attorney.  Supervisor Johnson authorizes Councilwoman Herman to contact the Marion Town Attorney.

Town Business: 

Town Clerk Heidi Levan received an email from Dr. Lloyd Marion School District Superintendent and read the following:

I read the overview of the 2/12/24 Town Board meeting in the Wayne County Times, then went online and read the full minutes on the Town website.  After reading through them, I would like to clarify a few points.  I did have a good meeting on this topic with Supervisor Johnson a few weeks ago, but I felt like it would also be important to clarify with the full Board.  As I cannot attend in person for the March 11th meeting, I am emailing.

The District utilizes MLSchedules as the program for scheduling.  Any non-school group that would like to utilize the facilities must create an account within that program and provide proof of insurance.  Once that is completed, the group may enter requests to utilize school facilities.  Facilities in both buildings can be reserved.  Often, there are more open spaces at the Elementary School because of the number of athletic practices/games, clubs, and music groups that utilize the Junior/Senior High School.  The District does not charge for custodial support/facility use unless the activity is running outside of our normal staffing coverage hours or special staffing is needed (ex. AV support).

All District employees or groups (athletics, clubs, music) also utilize this program to reserve spaces for school activities or programming.  The District gives precedence to District sponsored activities within the reservation system.  If there are usage overlaps or day/time conflicts between school groups, the people in charge of those programs/activities work with each other to resolve the conflict and sometimes that means changing their plans (day/time) to when the space is available.

Any non-school group can log into the system and view a full calendar that shows when facilities are reserved and which group they are reserved by.  We recently changed our reservation window to run for just the current school year instead of for a full calendar year.  We do consider any non-school group who makes a reservation to be able to do those on a “first come, first serve” basis, in the interest of maintaining an equitable system for any community group that might like to utilize our facilities.  Requests are entered, then approved or disapproved by the staff member in charge of those spaces; typically the building principals or our Athletic Director.  In instances where a time slot is already reserved in the calendar, a second group cannot enter a request to reserve the space.  The District does not consider it its responsibility to sort out the reservation/scheduling conflicts of non-school groups.

I am aware that some of the current scheduling conflicts are between recreation programs.  If the Town Recreation Department would like to create a schedule for the offered programs, the District is happy to work with the Department to establish their own account in MLSchedules (rather than using individual recreation program groups), as long as there is an overarching insurance policy.  That could allow the Department to complete the facility reservation process once the schedules for all programs are set each season.  I am also happy to answer any questions the Town might have about facility reservations.

Thank you,

Dr. Lloyd

Citizens Comments:

Jennifer Williams spoke first on behalf of her son, and stated the following:

Hello, My name is Haden Williams. I attended the Feb 12th board meeting. Thanks for all that you do for our town first and foremost. But I have to say that myself and the rest of my classmates went back to class the next day and told the teacher about the different attitudes during the meeting. I could tell that our board was not the most cohesive group. Many of my classmates shared Mrs. Johnson’s sentiment regarding bringing our towns different organizations into the 21st century. I agree that we cannot have a successful rec program without some form of digital streamlining and am disappointed that you did our town A disservice by voting the proposal down. Thank you -Haden Williams Marion Senior

Ms. Williams next stated the following: Haden is polite and wanted to show you respect for the positions each of you hold. He is going to pursue law and possibly a career in politics. However, after talking to him, his classmates and some of their parents, one word kept coming up; petty.

Ms. Williams also stated she felt that the Town Board was being respectful today.

Debbie Smith spoke next and stated that she had read in the Times of Wayne County that Supervisor Johnson wanted to use funds from a grant that was received from Wayne County for Summer Recreation to be used for software.  Ms. Smith stated that she had worked with many grants and grants must be used according to the grant.  Supervisor Johnson stated she met with Wayne County Youth Services today and was made aware as to how the funds could be spent.

Gina Southcott spoke next on behalf of the Marion American Legion.  Ms. Southcott invited Supervisor Johnson and the rest of the Town Board members to march in the Marion Memorial Day Parade.

Committees:                                  Chair                        Co-Chair

Deputy Supervisor                                  Michael Cramer

Town Clerk                 Julie Herman               Summer Johnson

Water, Sewer          Ronald Lonneville                    Margi Taber

Public Safety              Summer Johnson

Judicial           Margi Taber                              Julie Herman

Library           Margi Taber

Parks, Recreation     Margi Taber          Summer Johnson

Assessor               Ronald Lonneville

Historian        Julie Herman                             Ronald Lonneville

Zoning, Planning         Michael Cramer          Summer Johnson

Highway           Summer Johnson                     Ronald Lonneville

Drainage              Julie Herman

Cemetery           Michael Cramer                       Julie Herman

Code Enforcement Officer      Ronald Lonneville        Michael Cramer

Supervisor Johnson:  Public Safety, Highway

Supervisor Johnson stated the public safety report is in each board members packet.  Supervisor Johnson also thanked the Marion Fire Department for their continued hard work.  There was a large structure fire on Ball Road.  No injuries, however the house was a total loss.  The Fire Department did a great job with this fire especially since the call came in at 3am for the fire.  The Fire Department is also helping at the Marion Eclipse event at the Marion Town Park.

Supervisor Johnson echoed Councilman Cramer’s comments on the Highway Department doing a great job being short staffed.  Supervisor Johnson also stated that the sweeper is almost complete on repairs.  Highway Superintendent Tim Boerman attended a state Highway meeting in Albany and attended Advocacy Day in Albany.  Governor Hochul has threatened to cut CHIPS funding across the state.

Councilman Cramer: Deputy Supervisor, Zoning, Planning, Cemetery

Councilman Cramer thanked the Marion Highway Department for all that they are doing especially short staffed.  Councilman Cramer also thanked Highway staff Steve Taber, Tim Boerman and Town Clerk Heidi Levan for their continued work on the Marion Cemetery.  It’s been a mild winter and some burials at the cemetery have been getting done.

Councilman Cramer stated that he has been attending meetings at the county planning board and there are many cell towers that being torn down for construction due to being to close to a roadway.

Councilwoman Herman: Town Clerk, Drainage, Historian

Councilwoman Herman asked Town Clerk Heidi Levan if she had anything to report.  Ms. Levan read the following statement:

It has been brought to my attention that there are board members who feel that the meeting minutes written by myself are not a true and accurate representation of what truly took place during the meeting. 

I would like to share a few things with all of you.

  • The meeting minutes are those of the Clerk of the Board.
  • Once a month, the Town Board passes a resolution to approve the prior month board meeting minutes. I am happy to start doing a long roll for these meeting minutes so it is on record which board member doesn’t feel the meeting minutes are written accurately.
  • Also – Meeting minutes are not taken for executive sessions unless a motion or resolution is presented during this time.

Thank you for your time on this matter.

Ms. Levan next stated that the Town Clerk report is in each board member’s packets.

Councilwoman Herman stated the Marion Historic Association will be having a meeting on March 14,2024 at 6:30pm at Jennie’s House.  The Marion Historic Association had a great group of volunteers during February and moved things from the old museum upstairs at the Town Hall over to the Jennie’s House.  The Historic Association is in the process of creating procedures for museum content.  Councilwoman Herman next introduced the new Marion Historian, Emma Erdeli.

Councilwoman Herman stated that at the Drainage meeting the Goosen Road project is getting bids for the drainage project that needs to be done.  The Drainage committee also discussed the flooding issues on Union Street and will speak to Highway Superintendent regarding the height of the culverts.

Councilman Lonneville:  Water, Sewer, Assessor, Code Enforcement

Councilman Lonneville stated that the meeting minutes from Wayne County Water and Sewer Authority were received from WCWSA Director Marty Amen.  A copy is in each board member’s packet.  Councilman Lonneville next stated that a trading card is being created for the K-9 dog that was donated to the Wayne County Sheriff’s office by Marion resident, Marg Erb.   Councilman Lonneville gave each board member a copy of what the trading card will look like.

Councilman Lonneville stated that Mike Rados the Town of Marion Assessor has been getting familiar with the Town and looks forward to a reevaluation in 2026.  Supervisor Johnson stated that Mr. Rados is currently putting information together to get ahead of the re-evaluation.

Councilman Lonneville next stated that Marion Code Enforcement Office, Daren Arrington has completed his training on Clean Energy and this has been reported to NYSERDA.

Councilwoman Taber:  Judicial, Library, Parks, Recreation

Councilwoman Taber stated that Supervisor Johnson, Councilwoman Herman, Councilman Cramer and herself all met with Marion Justices to review the Office of the State Comptrollers report regarding the former Court Clerk theft.  The meeting went well.  A comment was made by Town Clerk Heidi Levan stating that the audit company, Bonadio Group has been in and has been working on the independent audit for the Town.

Councilwoman Taber spoke next in regard to the Marion Public Library.  Councilwoman Taber attended their February meeting.  The Marion Library was awarded a grant from the OWWL library system and will be received bilingual Spanish books for their collection.  February 3rd was take your child to the library day.  A new story walk will be added to the Town Park before the eclipse event.  Councilwoman Taber praised the Marion Library on how well the programs are run at the library and engage with all levels of residents.

Councilwoman Taber next stated that she will be holding a Parks & Recreation meeting on Friday, March 29th with all recreation staff. Plans are in place and moving forward for baseball/softball sign ups.  Councilwoman Taber stated that after being pushed into the Parks & Recreation committee liaison, she would like to restart the recreation community group. This would be an advisory board and would make recommendations to the Town Board to help provide direction for the Marion Recreation programs. Supervisor Johnson stated she would like to see a temporary advisory board due to the fact the Town is 15 to 20 years behind in technology.  Supervisor Johnson asked what the responsibilities of the board will be?  Councilwoman Taber stated she doesn’t want the advisory board to have control just make recommendations.  Councilman Cramer stated this should be for guidance only.

Councilwoman Taber also stated that she would like to see a referendum on the election ballot to invest tax payer dollars.

Correspondence:  Letter received at meeting from Gina Southcott regarding the Memorial Day parade.

Reports:

  1. Town Clerk February 2024
  2. Accounting
  3. Money Market February 2024
  4. Operating Statement March 2024
  5. Trial Balance February 2024
  6. Marion Fire District N/A
  7. Assessor                                                                                                        N/A
  8. Code Officer February 2024
  9. Library February 2024
  10. Dog Control N/A
  11. Justice
  12. Bonafede               February 2024
  13. Bender February 2024
  14. Planning/Zoning Board February 2024

10.Sheriff                                                                                                                          February 2024

11.Historian                                                                                                                   N/A

12.WCWSA                                                                                                                 February 2024

Resolutions:

  1. Approve Town Board Meeting Minutes February 12th and 26th
  2. Receive and file all correspondence/reports for March 11th, 2024
  3. Set a Public Hearing to Authorize Purchase of Generac 30KW automatic
  4. Set a Public Hearing to Amend Local #1 2024 – Fee Schedule
  1. Authorize Road Closure for Memorial Day Parade
  2. Authorize Town Clerk to Attend NYS Town Clerk Conference
  3. Authorize Hiring Part Time Seconded Deputy Town Clerk Robyn Montanaro
  4. Payment of Claims

Resolution #301-24 Approve Town Board Meeting Minutes February 12th and 26th       

On a motion by Councilman Lonneville and seconded by Councilman Cramer

ADOPTED:       Ayes: 5

Nays: 0

Long Roll:

Councilwoman Herman – Aye

Councilman Cramer –  Aye

Councilman Lonneville  – Aye

Councilwoman Taber – Aye

Supervisor Johnson – Aye

The following resolution was adopted

BE IT RESOLVED, that the Marion Town Board approves February 12th and 26th Town Board meeting minutes.

Resolution #302-24 Receive and File all Correspondence/Reports for March 11th, 2024

On a motion by Councilwoman Herman and seconded by Councilman Cramer

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to receive and file all correspondence and reports for March 11th 2024.

Resolution #303-24 Authorize to Set a Public Hearing to Purchase a Generator for the Highway Department Utilizing Reserve Funds

On a motion by Councilman Lonneville and seconded by Councilwoman Herman

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to advertise the following in the legal newspaper for the Town of Marion:

WHEREAS, the Town of Marion Highway Superintendent needs to purchase a generator for the Highway Barns utilizing reserve funds; and

BE IT RESOLVED, Town Board hereby sets a public hearing to be held on March 25, 2024 @ 6:30 regarding the purchase of a Generac generator utilizing reserve funds; and

BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to Timothy Boerman and the Principal Account Clerk.

Resolution #304-24 Authorize the Town Board to Set a Public Hearing to Amend Local Law #1 2024 Fee Schedule

On a motion by Councilman Cramer and seconded by Councilwoman Herman

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

 BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to advertise the following in the legal newspaper for the Town of Marion:

WHEREAS, the Marion Town Board needs to hold a public hearing to amend Local Law #1 2024 – Fee Schedule; and

BE IT RESOLVED, Town Board hereby sets a public hearing to be held on March 25, 2024 @ 6:30 regarding Local Law #1-2024 Amend Fee Schedule; and

BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to the Principal Account Clerk.

Resolution #305-24 Authorize Road Closure for Memorial Day Parade

On a motion by Councilman Lonneville and seconded by Councilwoman Taber

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

BE IT RESOLVED, that the Marion Town Board received a request from the American Legion to close the roads for a Memorial Day Parade; and

NOW BE IT RESOLVED, that the Marion Town Board authorizes the closure of Mill Street at the Firehall, South Main at Mill Street, North Main Street to Cemetery Drive on May 27, 2024 from 11:00 am to 12:30 pm;

AND BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to the American Legion and the Principal Account Clerk.

Resolution #306-24 Authorize Town Clerk to Attend NYS Town Clerk Conference

On a motion by Councilwoman Herman and seconded by Councilwoman Taber

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

WHEREAS, the NYS Town Clerks Association conference will be held in Albany, NY on April 21-24, 2024; and

BE IT RESOLVED, that the Marion Town Board authorizes, Heidi Levan, Town Clerk, to attend above mentioned NYS Town Clerk’s Association training; and

BE IT FURTHUR RESOLVED, that the expenses incurred for registration, lodging and meals will be paid by the Town of Marion and be appropriated from Account # 14104.01.000.016 at a cost not to exceed the budgeted amount.

BE IT FURTHUR RESOLVED, that the Town Board directs the Clerk of the Board to give a copy of this resolution to Heidi Levan, Town Clerk, and the Principal Account Clerk.

Resolution # 307-24 Authorize Hiring Part Time Seconded Deputy Town Clerk Robyn Montanaro

On a motion by Councilman Cramer and seconded by Councilwoman Herman

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

BE IT RESOLVED, that the Marion Town Board approves hiring Robyn Montanaro, 5775 State Route 21, Unit 13, Williamson, NY 14589 as part time Deputy Town Clerk to be expended out of 14101.01.0.036; and

BE IT RESOLVED, that the Marion Town Board sets the 2nd Deputy Town Clerk’s hourly wage at $18 per hour for 14.5 hours per week; and

AND BE IT FURTHER RESOLVED, that the Marion Town Board of the Town of Marion authorizes the Clerk of the Board to give a copy of this resolution to Robyn Montanaro and the Principal Account Clerk.

Resolution #308-24 Payment of Claims

On a motion by Councilman Cramer and seconded by Councilman Lonneville

ADOPTED:       Ayes: 5 Cramer, Herman, Lonneville, Taber, Johnson

Nays: 0

The following resolution was adopted

WHEREAS, the Marion Town Board has received and audited the following claims: now

BE IT RESOLVED, that the Supervisor is hereby authorized to pay said claims upon receipt of the signed abstracts of audited claims from the Town Clerk.

Abstract                     

General                                                        $124,643.51

Highway                                                      $160,478.98

Library                                                                $3,504.02

Water                                                                  $2,704.00

Sewer                                                              $11,454.83

Street Lighting                                              $7,500.00

Arbor Road                                                      $2,038.68

Regional WWTP                                     $239,255.00

Regional Water Tank                              $51,130.00

Trust & Agency                                          $1,014.90

Total                                                             $603,723.92

 Additional Citizen Comments

 John Lonneville spoke on behalf of the Marion Historic Association.  The Historic Association is hosting a square dance at the old Second Reformed Church on March 16th.  Mr. Lonneville also spoke on behalf of the Zoning Board.  The Old Second Reformed is looking to remove the ramp in the front of the church and replace it with a lift system.  This does need zoning board variance given the proximity of the road.  Mr. Lonneville next stated if Councilwoman Taber would like to know what the Marion residents would like to see as far a recreation, she should consult the Marion Comprehensive Plan.  The plan was created with community input.

Melanie Rivera spoke next.  First, she thanked Councilwoman Taber’s kind words regarding the library.  She next stated that the Town Board could benefit from having team building exercises.

Ashley Tack spoke next regarding baseball/softball sign ups.  Currently 37 children have signed up for Youth Recreation Baseball/softball.  There are two more weeks of signs up.  Ms. Tack asked Town Clerk Heidi Levan to post on the Town’s Facebook page and will provide Ms. Levan with the information she wishes to have posted.

Debbie Smith commended Councilwoman Taber for her suggestion for an Advisory Board.  Ms. Smith stated this board should be made up of students, parents and senior citizens.

Councilman Lonneville stated that the Marion Merchants Meet & Greet will be taking place this coming Sunday, March 17th.  Please stop by and see all the great businesses in town.

With no further business, on a motion by Councilman Cramer and seconded by Councilwoman Herman, Supervisor Johnson closed the meeting at 7:32pm.

Next meetings are scheduled for:

Meeting/Workshop:             Monday, March 25, 2024 @ 6:30pm

Meeting/Workshop:              Monday, April 8, 2024 @ 6:30pm

_____________________________________________

Heidi M. Levan, Clerk of the Board