On the agenda: Gasport 10-5.26 Special Meeting Minutes - Budget Presentation — Flock camera (Oct 5)

Town of Hartland – Special Town Board Meeting Minutes
Date: October 5th, 2026
Location: Hartland Town Hall – 8942 Ridge Road, Gasport, New York 14067
Time: 11:30 AM
Members present
Supervisor:

Margaret M. Zaepfel

Councilman:

David Huntington
Joseph Reed
Elizabeth Neadow
Sean Walp

Town Clerk:

Caitlin Clark

Presentation of 2027 Budget
• Town Clerk Caitlin Clark presented the 2027 tentative budget materials to the Town Board.
The Board proceeded with a detailed review of projected revenues, appropriations, and
individual funds.
General Fund — Revenues
• The proposed real property tax revenue was increased by approximately 6% as a planning
figure in response to rising expenses. Sales tax revenue was budgeted at approximately
$262,000, and franchise revenue was kept at approximately $45,000. The Town discussed
exploring whether additional sales tax distributions could be requested from the County or
State.
• Town Clerk fee revenue was revised to approximately $1,500 based on actual receipts. Higher
investment earnings were attributed to the Town’s use of NYCLASS. Court fines and penalties
were budgeted at approximately $40,000. An anticipated grant was conservatively budgeted at
$15,000. Mortgage tax and other recurring revenue estimates were discussed. A general fund
revenue figure of $1,086,879 was cited during the presentation.
General Fund — Appropriations
• A proposed 3.5% wage increase was discussed for various Town positions, with reference to
anticipated labor negotiations; no final union agreement was established in this discussion.
Town Board compensation was proposed without an increase, and training expenses were
reviewed. The Board discussed justice, assessor, clerk, attorney, elections, records
management, highway, historian, cemetery, and other departmental accounts.

• Several expenses previously grouped under buildings contractual were separated into more
specific categories, including payroll processing, mailings, and data processing, to improve
budget tracking. Insurance, retirement, Social Security, and workers’ compensation expenses
were also reviewed. Increased workers’ compensation costs were attributed to prior claims.
• The general fund was described as requiring approximately $92,762 in appropriated fund
balance to close the projected gap. Members questioned how the budget report displayed this
figure; the Town’s planned transition from KVS to Logics was also discussed.
Fund Balance and Building Needs
• The Town discussed retaining sales tax receipts exceeding the amount budgeted for the current
year in the general fund to strengthen reserves. This was described as a temporary approach,
with the usual distribution anticipated to resume the following year. The need for reserves was
emphasized in view of basement flooding, possible building and utility repairs, and uncertainty
regarding insurance coverage.
Police Protection Contract
• The Board discussed ongoing negotiations regarding the Middleport police protection contract.
A possible four-year arrangement with proposed annual adjustments of 10%, 10%, 3%, and
3% was described as under consideration, not approved. The Board also discussed including
traffic-control coverage for certain Town Park events and compared the potential cost of
alternative law enforcement coverage.
Other Budget Funds and Districts
• The Board reviewed additional funds, including highway-related accounts, fire protection,
refuse, and water. Fire protection expenses and available reserves were discussed. For the
refuse fund, a proposed 2% tax increase and use of approximately $10,986 in fund balance
were mentioned. Members also discussed concerns regarding Modern Disposal’s service.
• The water district discussion included maintaining the current tax amount in the presented
budget, preserving reserves for future infrastructure needs, and the possibility of changes in
metered water charges after County rate adjustments. No specific water rate increase was
adopted in the recorded discussion.
Budget Public Hearing
• The Board discussed scheduling a public hearing on the 2027 budget for October 28, 2026, at
7:00 p.m. Budget documents were expected to be made available to residents in advance,

including through the Town website. The Board discussed subsequent review and adoption of
the final budget.

Other Matters Discussed
• Hometown Hero banners: Members discussed returning aging veterans’ banners to participants
following the five-year program period and the future of the program.
• Community activities: A proposed holiday home-lighting activity and the annual employee
Christmas luncheon were briefly discussed; details were not finalized.
• Planning Board coordination: Members discussed ways to improve communication and
coordination between the Planning Board and Town Board, particularly for proposed local
regulations and owner-occupancy matters.
• Flock cameras: The status of the previously discussed cameras and related public reporting
was briefly raised. No new action was taken
Adjournment
• Motion made by Councilwoman Neadow, seconded by Councilman Reed at 12:48 PM

Respectfully submitted,

Caitlin Clark
Town Clerk
Town of Hartland