The regular meeting of the Varick Town Board was called to order by Supervisor Robert Hayssen at 7:00 p.m.  Present at this meeting were Councilmen Tom Fox, James Velie and Eric Riegel, Town Clerk, Donna Karlsen, Bookkeeper, Angela Testa, Highway, Ben Freier, Water Operator, Aaron Youngs, Attorney for the Town, Emil Bove, Planning Board, Linda Mastellar and Ann Kaminski, Assessor, Anne Morgan, MRB Group, Patrick Nicoletta, Varick Fire Department, Wesley Martin and Stanley Sensenig, and Edith B. Ford Memorial Library Director, Andrea Tillinghast. Also present were M. J. Persing Jr. and Coulter Freier. Absent:  Councilman Richard McCulloch.

Petitioners to Address the Board:  Andrea Tillinghast, Director for Edith B. Ford Memorial Library distributed a written 2025 Annual Report to the Community for the board’s review and presented statistics regarding the programs that they offer.  She thanked the board for their support.

Wesley Martin presented the board with a sample resolution for participation in the Seneca County Fire Mutual Aid Plan.  This sample resolution will be reviewed by the town attorney for his opinion and presented to the board at the September board meeting. 

Approval of Abstract:  A motion by Tom Fox, seconded by James Velie and so carried unanimously to approve Abstract No. 8 Vouchers in the amount of $244,881.64 and Abstract No. 200, Vouchers 1 and 2 in the amount of $1,140.

Highway:  Mr. Freier reported that the new ten-wheeler has been insured and on the road.  The Western Star had mechanical problems, but they were able to have it regenned.  He reported that he has $84,000 left in CHIPS funding and will begin resurfacing Deal Road working from East Lake Road up Deal Road in front of the homes.

He reported that he spoke to the engineer on the Culvert Project who reported that he will follow up with Matt Kelly at the state to see if the funding for this project has been unfrozen.  Once the funds become unfrozen the engineering firm will proceed with the engineering of the project. 

Emil Bove presented a 23-page Intermunicipal Agreement with Seneca County to make available cash advances to the town solely to permit the town to pay eligible projects costs pending state reimbursement for the Culvert Project. There were several items within this agreement that Attorney Bove questioned, and he could not recommend that the board accept the agreement as presented.  He will discuss with the county attorney his concerns and update the board at the September meeting.  Mr. Freier will contact other municipalities to obtain copies of agreements used when receiving cash advances from Seneca County for their projects.

Judge:  No report.

Supervisor/Bookkeeper Report:  A motion by Eric Riegel, seconded by James Velie and so carried unanimously to approve the June 2026 Monthly Report of the Supervisor.

Code Officer:  No report. 

Water and Sewer Operator’s Report:  July 2026

• Marked Out Dig Tickets as requested
• Read each master meter and did calculations of daily usage
• Answered customers question in each sewer and water district
• Did final reads as needed
• Changed out grinder pumps as needed
• Rebuilt sewer pumps
• Took Bac T samples in each water district
• Filled out and submitted monthly report to health department
• Did inventory for parts

Organized and cleaned shop and truck

• Cleaned shop out on East Lake rd.
• Updated lead and copper inventory
• Sent out Bills for Second Quarter
• Turning water on as needed
• Continuing of pinpointing leaks in Varick 1
• Received Quotes on Generators for pump Stations
• Received Quote for new Pick Up Truck
• Received Quotes for 3’’ Trash Pump
• Received Quotes for Hydrant Meter/Back Flow
• Repaired leak in Varick 4 (5540 Route 89)
• Repaired Curb Stop Rods in Varick 1
• Attended Class for FLWW (DOH Hours)
• Flushed Hydrants to maintain Residual
• Started weed eating around Hydrants
• Hydrant and valve maintenance
• Repaired Water main Break 4911 East Lake Road
• Cleaned, Painted Flag pole at Sewer Shop and put up new Flag and solar light
• Purchased new Colorimeter Tester
• Purchased new Men working/Work Ahead signs and 6 Cones

Mr. Youngs presented state bids for a Ford F150, F250 and F350 for the board’s consideration.  A discussion was held regarding the financing of a truck and it was noted that there is sales tax revenue in the general fund that could possibly be used if the truck were to be used to service the entire town’s residents. A follow-up discussion was held as to how the truck could be used to service the entire town to make it eligible for the sales tax revenue.

A motion by Tom Fox, seconded by Eric Reigel and so carried unanimously to approve the purchase of the 2027 F350 XL SuperCab 4X4X8 box in the amount of $49,055.51.

Mr. Youngs presented two quotes for a meter that can track water being used or flushed through a hydrant from EJP in the amount of $4,157.44 and FW Webb in the amount of $3,289.  This meter will replace the current one which is no longer operational. 

A motion by Eric Reigel, seconded by Tom Fox and so carried unanimously to approve the purchase of a hydrant meter from F. W. Webb in the amount of $3,289.

Mr. Youngs presented two quotes for a 3” trash pump from Finger Lake Equipment Rental LLC in the amount of $2,494.52 and JC Smith Inc. in the amount of $2,122.43.  He compared the two pumps and noted that the pump from Finger Lake Equipment Rental had additional features that would be useful in the field and the business was local.

A motion by Tom Fox, seconded by James Velie and so carried unanimously to approve the purchase of a 3” trash pump from Finger Lakes Equipment Rental LLC in the amount of $2,494.52.

Mr. Youngs questions Mr. Bove if he researched the policy approved by the town board at the July 1^st meeting on paying for on-call services.  Mr. Bove reported that the board was within their legal rights to offer four hours of compensation for on-call services while carrying the water and sewer cell phone after a forty-hour week. 

Varick Sewer District No. 1:  Mr. Youngs reported that he received two quotes for the installation of the two generators purchased for this district from Martins and Sloth Electric.  He reported that he had requested quotes from several other electricians with no submittals being made.  Due to the expense of the installation, the board requested Mr. Youngs to try to obtain further quotes and suggested two companies. Mr. Youngs also questioned if the generator for Varick Sewer District No. 2 can be exchanged for one of the generators purchased for ease of installation.  The attorney indicated that paperwork would have to be drawn up, but it is possible.    

Varick Sewer District No. 2:  Mr. Youngs reported that he has requested that quotes be submitted for hardwiring the generator for Varick Sewer District No. 2.

The board discussed Yaw’s current contract which stipulates they will provide on call 24 hours a day for emergencies which ends this week.  The newly presented contract states the duties of the contractor agrees to perform any and all services generally performed by a contractor in contractor’s usual line of business required or requested by owner and necessary for the maintenance of said sewer district as; maintaining all of the E-1 pump stations and the one main pump station which would include reading pump hours twice a week and checking the oil every six months.  They no longer will provide maintenance of the E-1 pump stations 24 hours a day for emergencies. 

Mr. Youngs stated that the sewer department can read the pump hours twice a week and have their phone number added to the dialer system in case the main pump station were to go down.  The concern is after hours and the need for two people to pull the E-1 pumps and replace them if they fail.  He reported that he spoke to Damon Nicholson who would be interested as an independent contractor to be on call when needed but requested the rate of pay being offered for on-call time and rate of pay when called in.  After some discussion, the board requested Mr. Youngs obtain a proposal from Mr. Nicholson for their consideration and present it to the board when it becomes available. 

The board agreed to not enter into an agreement with Yaws at this time.   

Proposed Capital Project:  Varick Sewer District No. 4:  Patrick Nicoletta from MRB reviewed the Memorandum he presented which serves as an amendment to the Preliminary Engineering Report for the proposed Sewer District No. 3/Sewer District No. 4 Sanitary Sewer Project in the Town of Varick prepared by Hunt Engineers, Architects and Surveyors on March 2019 and revised in June and July of 2024.  He reported on the following:

1. District Boundary and EDUs
2. Revised construction cost estimate and maximum WQIP Grant Eligibility
3. Funding Scenarios and Total User Costs
4. Sewage Treatment Costs
5. Total First Year User Costs
6. Project Schedule
7. Supplemental Engineering report Considerations,
8. SPDES Permits/POSs Registration

Mr. Nicoletta educated the board on the difference between going through the processes of a Permissive Referendum or a Petition when forming the sewer district. He reported that the Town of Fayette has not applied for additional funding for their Sewer District No. 2, which is the district that Varick Sewer District No. 4 would flow into.  He further reported that Fayette is submitting their 2026 funding applications for their sewer district number 1 which is along Seneca Lake and thought they may submit for funding next year for Sewer District No. 2 depending on the funding received this year.

The board discussed in length the total user cost based on different funding scenarios and the fact the town currently falls under hardship clause for SRF grant funding.  Mr. Fox wanted to move forward with the formation of the district and accept the Preliminary Engineering Report with MRB Memorandum with revision dated July 29, 2026. Mr. Nicoletta confirmed that if the board did not form the district tonight and chose to wait for the WQIP funding to be announced it would not slow down the project as the Town of Fayette is behind the Town of Varick with final design and funding.  The board chose to table the formation of the district until they find out if they have secured the WQIP funding in October or November.  Mr. Nicoletta did recommend the town move forward by securing a MOU with the Town of Fayette for taking the sewage from this proposed district. 

Supervisor Hayssen suggested that MRB discuss with the Seneca County Water Authority about funding a force main through the Town of Fayette to carry our sewage from Varick Sewer District No. 4. MRB would have to engineer this main upon approval from the water authority.   

Varick Water District No. 1:  Nothing further to report.

Seneca Lake Water District:    Mr. Youngs reported that they repaired a water main break and found the line not bedded according to specs but bedded in large stone.

Varick Water District No. 3:  Nothing further to report.

Varick Water District No. 4:  Mr. Youngs reported the department repaired a break at the curb stop where the original contractor had installed a short piece of copper and connected it to PVC.  Supervisor Hayssen reported that the original contractor was instructed not to complete the connections using that method.  It was reported the copper used was faulty and they have found multiple water leaks as a result. 

Discussion pertaining to the letter received from the Town of Fayette in June where they submitted water bills for past years was tabled. 

Town Clerk’s Report:  A motion by Eric Riegel, seconded by James Velie and so carried unanimously to approve the July 2026 Town Clerk’s Report: Supervisor: $25, NYS Department of Ag and Markets: $1, total disbursements: $26.

Minutes:  A motion by Eric Riegel, seconded by James Velie and so carried unanimously to approve the minutes of July 1, 2026. 

Personnel:  Mrs. Testa reported the Summer Recreation Program ends August 7^th. 

Assessor:  Mrs. Morgan reported she will be attending a meeting on new legislation on veteran exemptions and will be teaching an informational class on agriculture exemptions and the forms to be filled out.  The New York State computer program most recently provided to the assessors of chosen counties admitted by the State, has many computer programming flaws resulting in many issues with the program. 

Planning Board:  Mrs. Mastellar expressed her frustration with the length of time it has taken the Town Board to review and inform the Planning Board of the changes to their proposed zoning code revisions.  The board recapped the discussion that was held during the June meeting and agreed the only suggested revision they currently want removed is to the docks and hoist section of the code and asked that the 15-foot setback be reduced to 10-foot.

Mrs. Mastellar reported that the Planning Board is currently looking at updating the solar portion of the code and asked that the board provide their input prior to them spending hours researching and writing a revision that may not be in line with the board’s thoughts and opinion on the subject.   She reported that it was helpful when Councilman McCulloch was able to attend their meetings, but due to his schedule, he only attended a couple meetings.  She once again asked that a town board representative be chosen to attend their meetings.

Supervisor Hayssen also recommended that the board consider removing owner occupied/owner supervised Short Term Rentals.  It was explained that, although STR regulations have been put into place, residents are still not happy that the sense of community is being lost as the result of them.  It was also noted that monitoring of OO/OS STR’s is difficult and people interested in obtaining a OO/OS STR are working diligently to manipulate the system to operate this type of STR.   Mrs. Mastellar was not in favor of removing OO/OS STR’s but suggested looking at tightening the code.  It was noted that this will not answer the residents’ concerns about loss of community.  Further consideration will be given to this recommendation.

The board approved the suggested revisions with the updates and asked Mrs. Mastellar provide a clean zoning code document and asked Attorney Bove to prepare a resolution for the September  monthly meeting to hold a public hearing for a Local Law to adopt the amended Varick Zoning Code as presented. The public hearing would be scheduled for the October 6^th meeting. 

Old Business, New Business, Correspondence:  Attorney Bove reviewed the town’s Procurement Policy and provided an updated version to meet current law for the board’s approval.

PROCUREMENT POLICY FOR

TOWN OF VARICK

WHEREAS, Section 104-b of the General Municipal Law (GML) requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML Sec. 103 or any other law; and

WHEREAS, comments have been solicited from those officers of the town involved with procurement; NOW, THEREFORE, be it

RESOLVED: That the Town of Varick does hereby adopt the following procurement policies and procedures:

Guideline 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML Sec. 103. Every town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity.

Guideline 2. All purchases of  :: 

a) supplies or equipment which will exceed $20,000 in the fiscal year or b) public works contracts over $35,000 shall be formally bid pursuant to GML Sec. 103.

Guideline 3. All estimated purchases of:

*Less than $20,000 but greater than $5,000 require a written request for a proposal (RFP) and written/fax quotes from 3 vendors.

*Less than $5,000 but greater than $3,000 require an oral request for the goods and oral/fax quotes from 2 vendors.

*Less than $3,000 but greater than $250. are left to discretion of the Purchaser.

All estimated public works contracts of:

*Less than $35,000 but greater than $10,000 require a written RFP and fax/proposals from 3 contractors.

*Less than $10,000 but greater than $500 require a written RFP and fax/proposals from 2 contractors.

*Less than $500 are left to the discretion of the Purchaser subject to approval by the Town Board.

Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered.

All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.

Guideline 4. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the town and its taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible, facts supporting the judgment shall also be documented and filed with the record supporting the procurement.

Guidelines. A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.

Guideline 6. Except when directed by the town board, no solicitation of written proposals or quotations shall be required under the following circumstances:

1.  Acquisition of professional services;
2. Emergencies;
3. Sole source situations;
4. Goods purchased from agencies for the blind or severely handicapped.
5. Goods purchased from correctional facilities;
6. Goods purchased from another governmental agency;
7. Goods purchased at auction;
8. Goods purchased for less than $250.00;
9. Public works contracts for less than $500.00.

Guideline 7. This policy shall be reviewed annually by the town board at its organizational meeting or as soon thereafter as it is reasonably practicable.

A motion by Eric Riegel, seconded by James Velie and so carried unanimously to adopt the revised Procurement Policy for the Town of Varick dated August 4, 2026.

A motion by Eric Riegel, seconded by James Velie and so carried unanimously to adjourn the meeting at 10:20 p.m.

Respectfully submitted,

Donna Karlsen

Town Clerk