Milan Town Board - Minutes, October 30, 2026

From the RFTUV Meeting Record: the Town of Milan Town Board's official minutes, as published by the Town of Milan. Source: Town of Milan (milan-ny.gov). Captured by RFTUV on November 9, 2026. Original document: https://milan-ny.gov/wp-content/uploads/2026/11/10-30-26TBSpecMtgMinutesCourtClerkHireTouchet.pdf

Town of Milan – Special Board Meeting – October 30, 2026 Creating and Appointing Part-time Court Clerk; Settlement of Tax Certiorari Proceedings (Violet Rose Farm LLC); Appoint James Brodvig to the Planning Board

A Special Board Meeting was held by the Town of Milan Town Board on Friday, October 30, 2026 at 10:00 am.

Present: Councilpersons Debra Blalock, Clint Bond, Jr., Kevin Pike, Glenn Weinrich, Supervisor Bill Jeffway

Supervisor called the meeting to order at 10:01 am.

Town Clerk read the notice.

RESOLUTION CREATING THE POSITION OF PART-TIME COURT CLERK FOR THE TOWN OF MILAN JUSTICE COURT

MOTION by Supervisor Jeffway, seconded by Council. Blalock, to approve the following resolution:

WHEREAS, the Town of Milan Justice Court (the “Court”) currently employs two (2) clerks;

WHEREAS, the Town Board has determined that an additional part-time Court clerk is necessary for the efficient operation of the Court;

WHEREAS, the position of clerk is an exempt class position under the N.Y. Civil Service Law;

WHEREAS, the Town Board has reviewed the position description, a copy of which is attached hereto and made a part hereof (the “Position Description”);

NOW, THEREFORE, BE IT RESOLVED, that the Town Board hereby creates a third Court clerk position effective as of October 7, 2026;

BE IT FURTHER RESOLVED, that the compensation for this position shall be fixed by the Town Board by separate resolution upon the appointment of an individual to the position; and

BE IT FURTHER RESOLVED, that the Town Supervisor and Town Clerk are hereby authorized, directed and empowered to take any and all actions necessary to effectuate this Resolution, including making any necessary budgetary entries.

1 EXHIBIT A - COURT CLERK - DISTINGUISHING FEATURES OF THE CLASS:

This is a clerical position involving responsibility for handling various details of the court office and court of a town or village. This position differs from Clerk to the Justice in that a Clerk to the Justice works for a specific elected Town or Village Justice, while a Court Clerk works for all Justices in a Town or Village Court. Responsibilities may range from routine typing and filing to more difficult office management and bookkeeping work. Employees in this class may be required to attend court sessions at various hours of the day and night.

TYPICAL WORK ACTIVITIES: Typical work activities for incumbents in this title include those listed below in addition to those typical work activities performed by lower level titles in the series. They are indicative of the level and types of activities performed by incumbents in this title. It is not meant to be all- inclusive and does not preclude a supervisor from assigning activities not listed which could reasonably be expected to be performed by an employee in this title.

1. Maintains court calendar and notifies appropriate parties (i.e., jurors, court officers, private attorneys and defendants);
2. Opens and sorts mail, according to fines, tickets, parking notices, civil and criminal matters, for all Justices;
3. Completes forms, such as criminal summons and small-claims complaint forms, and submits to the proper authorities;
4. Receives and records fees and fines, keeps financial records, and issues receipts;
5. Enters all cases in the dockets (motor vehicle, civil, criminal);
6. Types letters and forms from clear copy, rough draft, or dictation machine/voice recorder;
7. May take and transcribe dictation of letters, memos and, if required, court proceedings;
8. Acts as receptionist and answers requests for routine information;
9. Files and maintains a variety of documents and court records;
10. Operates various office machines.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of office terminology, procedures and equipment; working knowledge of legal terminology and procedures; ability to type and take dictation, if required, at an acceptable rate of speed; ability to understand and follow detailed oral and written instructions; ability to get along well with others; ability to write legibly; clerical and numerical aptitude; neatness of appearance; tact and courtesy; integrity; dependability; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: None

Roll was taken and the motion carried: YES – 5 – Blalock, Bond, Jr., Pike, Weinrich, Jeffway NO – 0

2 RESOLUTION APPOINTING ROBIN TOUCHET TO THE POSITION OF PART-TIME COURT CLERK FOR THE TOWN OF MILAN JUSTICE COURT

MOTION by Supervisor Jeffway, seconded by Council. Bond, to approve the following resolution:

WHEREAS, by Resolution, duly adopted on the 30th day of October, 2026, the Town Board created a third court clerk position for the Town of Milan Justice Court (the “Court”);

WHEREAS, the Town Board has determined that Robin Touchet is qualified to fill the Position;

WHEREAS, the Town Justices of the Court have recommended and approve of her appointment; and

WHEREAS, the Town Board desires to appoint Robin Touchet to the position of Court clerk fix her hours and rate of compensation;

NOW, THEREFORE, BE IT RESOLVED, that Robin Touchet is hereby appointed to the position of part-time Court clerk for the Court, effective as of October 7, 2026, to serve at the pleasure of the Town Board;

BE IT FURTHER RESOLVED, that Robin Touchet is hereby authorized to work twenty (20) hours per week and shall be compensated at the rate of Twenty-Four Dollars ($24.00) per hour, payable in accordance with the Town’s regular payroll schedule and procedures; and

BE IT FURTHER RESOLVED, that the Town Supervisor and Town Clerk are hereby authorized, directed and empowered to take any and all actions necessary to effectuate this Resolution, including the completion of all employment and payroll documentation and the submission of the appropriate personnel change form (RPC) to the Dutchess County Department of Human Resources.

Roll was taken and the motion carried: YES – 4 – Blalock, Bond, Jr., Weinrich, Jeffway NO – 0 ABSTENTION – 1 – Pike

RESOLUTION: SETTLEMENT OF TAX CERTIORARI PROCEEDINGS (VIOLET ROSE FARM LLC)

MOTION by Supervisor Jeffway, seconded by Council. Pike, to approve the following resolution:

3 WHEREAS, there is now pending in the Dutchess County Supreme Court a tax certiorari proceeding relating to the property located at 122 Rowe Road, identified by Grid No. 133600- 6571-00-291345-0000, commenced in 2026 by Violet Rose Farm LLC (petitioner), seeking reduction of the assessment; and

WHEREAS, the Town Assessor and Town Attorney for tax certiorari matters have recommended a settlement of the instant tax review proceeding, identified by Index No. 2026-54690; now, therefore,

BE IT RESOLVED, that the Town Board of the Town of Milan hereby approves settlement of the tax review proceeding for the 2026 assessment roll as follows:

Assessment Original Revised Reduction in Year Assessment Assessment Assessment 2026 807,900 307,900 500,000

; and be it further

RESOLVED, that the Town Attorney for tax certiorari matters is authorized to execute a Consent Judgment for the 2026 tax roll consistent with this Resolution; and be it further

RESOLVED, that the Town Supervisor, Town Assessor, and Stenger, Glass, Hagstrom, Lindars & Iuele, LLP, by Karen E. Hagstrom, Esq., Town Attorney to the Town of Milan for tax certiorari matters, are hereby authorized to take all actions necessary and appropriate to effectuate the terms of this Resolution.

Discussion: Patricia Warren, Deputy Assessor, explained that the Building Permit was on the wrong parcel number due to the parcel being subdivided at a later time – a mistake in grid number. The assessor’s office used the wrong form for the notice of correction to the property owner - the final assessment correction form rather than the tentative correction form, thereby creating a technicality; when certified mail was sent, the property owner refused to accept the mail, so the property owner was technically not served. The property owner contested through the grievance process because they said that they were never served the notice. Once the property owner completes the project, the property will go back on the assessment role at full assessment. As a result, there were two issues – assessed on the wrong grid number, wrong form. By this action, the issue becomes fixed and does not go to court.

By this action, the issue becomes fixed and does not go to court.

Roll was taken and the motion carried: YES – 5 – Blalock, Bond, Jr., Pike, Weinrich, Jeffway NO – 0

4 APPOINT REPLACEMENT FOR HANNAH DIAMOND ON THE PLANNING BOARD

MOTION Debra Blalock, seconded by Glenn Weinrich, to appoint James Brodvig to the Planning Board to fulfill the unexpired term of Hannah Diamond.

Roll was taken and the motion carried: YES – 5 – Blalock, Bond, Jr., Pike, Weinrich, Jeffway NO – 0

WORKSHOP:

Reminder of Monday night Public Hearings –

1. Fire Protection Contract
2. Preliminary Budget

Flock Cameras –Kevin Pike has written a draft of the law, which he will forward to the Town Attorney for review.

Heating system at Town Hall – A full cleaning of the boiler that supplies heat to the first addition to the building was completed on October 29th, with new sensors installed. There should not be any maintenance work required other than an annual inspection. An appointment will be set up for early November to service the boiler that provides heat to the Court. Supervisor Clerk will place the annual boiler servicing on the master calendar.

EMS Services – Kevin Pike recommended engaging the Town Attorney to review the document that has come from the Association of Towns Lead Counsel regarding creating an Ambulance District.

ADJOURNMENT

MOTION by Debra Blalock, second by Clint Bond, to adjourn the meeting at 10:44 am.

Roll was taken and the motion carried: YES – 5 – Blalock, Bond, Jr., Pike, Weinrich, Jeffway NO – 0

Respectfully submitted,

Ingrid E. Kulick, Town Clerk

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