Germantown NY Democrats Organization

Board Members Present: Supervisor Dave Helsley, Council Member Austin Sullivan, Council Member Kaare Christian, Council Member Sarah Suarez

Staff Present: Town Attorney Corinne Smith, Town Clerk Joyce Vale

Others Present: Jan Andersen, Community Members

Public Hearing on 2026 Preliminary Budget

The board held a public hearing on the preliminary 2026 budget. Council Member Suarez raised the need for trail cameras at town parks, noting ongoing vandalism issues including vehicle donuts in the ball field parking lot.

Background: Vandalism at Palatine Park has been an ongoing concern since 2024, when the board began exploring camera installation through Verkada. The issue has escalated with repeated damage to park facilities including torn-up fields and parking lots.

The board discussed camera options, with debate between expensive LTE-enabled security cameras (estimated at $20,000 for 8-9 cameras) versus more affordable Wi-Fi cameras and trail cameras. Supervisor Helsley noted that the ball field area lacks internet access, making LTE cameras necessary for that location. The board agreed to reallocate $2,000 within the Parks Equipment budget line to add $4,000 total for trail and Wi-Fi cameras, representing a budget-neutral adjustment from 2025.

Additional budget discussion centered on IT infrastructure, with the board planning to move approximately $840 from Buildings Equipment to Data Processing lines to properly account for Columbia County’s computer services, which include Google Workspace, antivirus protection, and backups at $84 per machine for 10 town computers.

No public comments were received on the budget. The public hearing was closed, with final budget adoption scheduled for the November 6 board meeting.

Background: The 2026 budget process began with workshops in September following the September 23, 2025 budget workshop.

The board also scheduled a zoning workshop for Thursday, November 6 at 6:00 PM, immediately followed by the regular board meeting. The November meeting was moved to avoid  Veterans Day (November 11) and to accommodate the budget adoption deadline.

Old Business

Zoning and Subdivision Law Update

The board received revised materials from consultant Matthew Rogers of LaBella Associates, including model short-term rental regulations and signage regulations. Council members agreed to hold a workshop before the November meeting to review these new materials before scheduling public input sessions.

Background: The town has been working on comprehensive zoning law updates for nearly two years to align with the 2018 Comprehensive Plan. The draft includes provisions for multi-family dwellings to address housing needs, formula business restrictions to preserve local character, and historic overlay districts. The board has been working through multiple revision rounds with the consultant.

A new folder was created in the town’s Google Drive (October 2025) to organize the latest revision documents, including short-term rental and signage regulations that haven’t yet been discussed by the full board.

Bard Parcel (Theodore Robinson Community Forest)

The DEC title review identified encroachments on the property boundary, primarily a neighboring driveway and some lawn mowing over the property line. Attorney Smith explained that DEC is requiring the town to have the surveyor stake the boundary line at 50-foot intervals and send letters to neighboring property owners.

Background: This 23-acre parcel was purchased with state grant funds and formally named the Theodore Robinson Community Forest in July 2025 to honor the Civil War veteran who lived and worked adjacent to the property. The naming was recommended by the town’s History Advisory Committee. The DEC has been reviewing various aspects of the purchase, with the title policy being one of the final requirements.

Smith will draft letters on town letterhead to the affected property owners notifying them of the encroachments and requesting they stay within proper boundaries. For the driveway encroachment, the letter will request that any future improvements adhere to the actual property line. The surveyor will stake the boundary to provide clear markers. Once these steps are completed and documented to DEC, the final payment should be released.

Council member Saurez reported she recently walked the trail on the property.

Parsonage Roof Replacement

The contract has been fully executed with Better Homes Builders for $58,786.25. The contractor accepted the board’s color suggestion, and supplies have been ordered.

Background: The board awarded this bid in September 2025 after receiving seven bids ranging from $58,000 to $175,000. The selection of 24-gauge standing seam metal roofing over 26-gauge represents higher quality despite a $6,000 cost difference. The Invitation for Bids was issued in August following approval at the July meeting.

Work is expected to begin soon, with Supervisor Helsley awaiting notice from the contractor.

Salt Shed Solar Array Service

No start date has been confirmed for the solar installation. National Grid will be setting a new utility pole due to the existing pole being overloaded. Supervisor Helsley signed and notarized an easement form for National Grid.

Background: This project was awarded to SKJ Electric for $66,817.27 in August 2025, funded through the Green revolving grant account and fund balance. The solar installation will provide renewable energy for the town’s salt storage facility. The project includes a separate electrical service to enable proper interconnection with the grid ahead of the generator, as required by code.

Hudson Valley Solar submitted roof measurements last week, with installation expected within 7-10 days. The request to remove the town’s accounts from Community Solar has been sent to National Grid for processing.

Supervisor Helsley expressed confidence the project will be online by end of November, as required to maintain the $50,000 grant.

Franchise Agreement with Hilltop Communications

Attorney Smith has received no response from Hilltop (now Archtop) on the renewal agreement. The town received a franchise fee payment of $7,222.83, less than expected and later than the usual February payment. Smith will follow up with Hilltop/Archtop again, copying Supervisor Helsley.

Background: The original franchise agreement expired in July 2025. The board approved an extension through December 31, 2025 to allow time for legal review of updated terms.

Credit Card Payment Authorization

The board adopted a resolution authorizing the Town Clerk’s Office to accept credit and debit card payments in person for town-related fees and services. Processing fees will be borne by the payer, not the town. Supervisor Helsley is still seeking vendor responses, noting difficulty getting return calls from payment processors. Once a vendor is selected (subject to supervisor and attorney review), the Town Clerk can begin accepting card payments.

Background: This initiative has been discussed since July 2025, aiming to modernize payment options for residents while maintaining cost neutrality for the town.

Maple Avenue Sewer Extension

Supervisor Helsley will draft a letter to property owners on Maple Avenue regarding the possibility of connecting to the sewer system as out-of-district users. The letter will explain their options and recommend engineering firms, including Delaware Engineering (the town’s engineer) and other qualified firms.

Background: This project addresses both housing development needs and environmental concerns, as failing septic systems in this area potentially impact the lake that serves as the town’s water inlet. Four properties beyond the current district boundary are involved. The timing aligns with efforts to eventually reopen swimming at the lake.

Lasher Park Dock Installation and Lighting

Supervisor Helsley has not received updates from DEC contact Dennis regarding dock replacement and paving. He will follow up. The board wants to coordinate any lighting conduit installation before paving occurs.

Background: The DEC plans to replace docks at Lasher Park, potentially this fall. Supervisor Helsley noted three safety complaints regarding people pulling boats from the water after dark, prompting consideration of safety lighting. The town may also receive some of the old DEC dock sections for potential use at other locations.

Cheviot Park Signage

Council Member Suarez provided an update on park signage, noting she has begun documenting existing signs at each park. Cheviot Park’s kiosk currently states “park closes after dark” but does not include “no camping” language, despite resident complaints. Suarez suggested comprehensive signage updates for all town parks with clear, consistent rules.

Background: The parks currently have minimal signage following DEC’s removal of previous signs they deemed inappropriate for state-designated Greenway Water Trail sites. The Park Commission had started working toward unified signage through kiosks at each of the Town’s parks.

The board agreed to work with Highway Superintendent Anthony on designing uniform signage for all parks.

Hamlet Traffic Safety

Supervisor Helsley and Council Member Sullivan both observed increased sheriff patrol presence in the hamlet. The board appointed Alex Steer as the Germantown representative to the Columbia County Traffic Safety Board, filling a vacancy. The Traffic Safety Board meets bi-monthly on the fourth Thursday. Helsley will email Steer before the November meeting to brief him on current issues.

Background: This issue has been raised repeatedly by local business owners, particularly from Lawler’s Market, citing dangerous driving conditions and confrontational behavior from speeders. The town continues seeking enhanced patrol coverage and exploring traffic calming measures.

New Business

Computer Equipment Purchase

The board authorized Supervisor Helsley to purchase new computers and a new Owl (video conferencing device) for under $5,000 using budgeted funds. The equipment will replace the current laptop, Jamie’s dated machine, and the existing Owl which produces blurry video. The new Owl will be purchased directly from the manufacturer’s website at lower cost than through Columbia County. Helsley will place the order immediately, with hopes of having the new Owl operational for the next meeting.

Columbia County Land Bank Property Transfer

The board tabled a resolution supporting transfer of two tax-foreclosed parcels (one 2-acre parcel and one 5.5-acre parcel on Route 82) to the Columbia County Land Bank. Land Bank Chairman Chris Brown had presented information in January 2025, but the board requested more details about the Land Bank’s plans for the properties before formally supporting the transfer. Brown is expected to attend the November meeting after the election to provide additional information.

Background: The Land Bank typically uses acquired properties for affordable housing projects or similar community benefit purposes. The alternative would be for the properties to go through regular county tax foreclosure sales to the highest bidder.

Germantown Central School Indoor Adult Soccer League

The board approved a facility use agreement with Germantown Central School for an indoor adult soccer league. Jan Andersen will coordinate the program, running Wednesday evenings from 7:00-8:30 PM starting October 16, 2025, through the end of March (20 sessions total, excluding holidays).

The total cost is $1,200 (reduced from initial $1,600 by shortening sessions from 2 hours to 1.5 hours), payable in installments: $300 initial deposit, then $180 at the end of October, November, and February, with final payment of $180 by March 31, 2026. The town will pay the school on this schedule and collect fees from participants.

Participants can pay for the full season at $60 per person (at-cost rate) or drop-in for $10 per night. Andersen will collect payments via Venmo or check and reimburse the town. All participants must sign liability waivers for the town.

Background: This program emerged from Recreation Committee discussions about expanding recreational opportunities in Germantown. Council Member Suarez has been working with community members on various recreation initiatives, including a successful pickleball popup event in August that drew over 30 participants. The Recreation Committee was formed in 2025 to develop proposals for improved facilities and new recreational activities.

Attorney Smith will make minor revisions to the agreement (correcting references to “Germantown Adult Soccer Club” to “Town of Germantown” for insurance purposes) and provide a liability waiver template. The town’s insurance carrier (Finger Lakes Municipal Insurance) will add the school as an additional insured. Jan will pick up a key fob from the school for building access during the designated time window.

Germantown Central School Sewer Connection

The board authorized Germantown Central School to proceed with eliminating one of their pump stations and creating a gravity connection to a manhole near the bank on Route 9G, pending review by Delaware Engineering and Attorney Smith. This will reduce maintenance costs for the school while maintaining proper sewer system function.

Background: The school is undertaking renovations and identified this opportunity to simplify their wastewater infrastructure.

Beaver Dams on Best Lane

Council Member Sullivan raised concerns about beaver dams causing flooding on properties south of Best Lane. A resident reported water backup even during dry weather, suggesting blockages north of the road culvert. The issue requires investigation to determine if there are any town rights-of-way or drainage easements that would make it a town responsibility. Attorney Smith will research property records at the County Clerk’s office to determine the town’s obligations.

Background: Highway Superintendent Anthony has been on leave, so detailed investigation has been deferred. There was speculation about historical county drainage work in the area, but the exact nature and location of town infrastructure responsibilities remains unclear.

Supervisor’s Report

• Haunted Hay Rides scheduled for Saturday, October 18, 2025, from 5:00 PM to 9:30 PM with excellent weather forecast
• Election Day reminder for Tuesday, November 4, 2025
• Thanksgiving Community Dinner will not be held this year due to the passing of two key organizers, Donna Diehl and cook, Brad Renner. Supervisor Helsley will reach out to Jim Lawler to obtain contact information for families who traditionally received meals, with hopes of finding alternative arrangements to help those in need. Council Member Suarez suggested contacting Alex (interviewed for Traffic Safety Board) who has catering experience.
• Meeting with planning, zoning, and board chairs to discuss potential policy and fee changes, with recommendations to be circulated and discussed at November/December meetings for possible adoption at the January reorganization meeting
• Columbia County Budget update: The county currently needs to cut approximately $8 million to remain under the tax cap. Chairman Murell is confident they can achieve this through departmental reductions.

Comments from Council

Council Member Suarez asked about traffic control during the upcoming Haunted Hayrides event. Supervisor Helsley agreed to reach out to Tony DeMarco at the County Office to see about closing the road during the busiest part of the event.

Council Member Suarez also requested that the Activity Building bathrooms be regularly stocked with tampons, following a need identified during the recent school evacuation. Supervisor Helsley agreed to add dispensers and supplies to the building’s regular stock.

Comments from the Public

A resident raised concerns about excessive trash and recycling (particularly beer cans) along roadsides, especially on Roundtop Road. Council Member Kukon explained that garbage trucks are a major source of roadside litter, with items blowing out during collection. He noted that twisted tea cans appear regularly along certain routes, suggesting habitual littering by specific individuals. The town conducts one roadside cleanup in May, but acknowledged the persistent nature of the problem with no immediate solution available.