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Home My WebLink About2020-01-06-TB-ORG-FINAL-minutes TOWN BOARD ORGANIZATIONAL MEETING Town of Ulysses January 6, 2020 Audio of the minutes are available on the website at ulysses.ny.us. The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg. Notice of Town Board meetings are posted on the Town’s website and Clerk’s board. ATTENDANCE: TOWN OFFICIALS PRESENT: Supervisor- Liz Thomas Board members- Nancy Zahler, Richard Goldman, Michael Boggs, Katelin Olson Town Clerk- Carissa Parlato Deputy Supervisor- Michelle Wright Bookkeeper- Gloria Cassetti Highway Superintendent- Scott Stewart Attorney for the Town- Khandi Sokoni OTHERS PRESENT: (none) CALL TO ORDER: Ms. Thomas called the meeting to order at 8am. RESOLUTION 2020-1: DATES OF MEETINGS BE IT RESOLVED, the Regular Monthly Board meetings of the Ulysses Town Board will be held on the second Tuesday of each month at 7 p.m. at the Ulysses Town Hall at 10 Elm Street, Trumansburg, NY. A second monthly meeting will be held on the 4th Tuesday of each month at 7 p.m. Moved: Mr. Boggs Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-2: MEDIA BE IT RESOLVED the designated news media is advised of the foregoing schedule and meeting 2 notices will be posted, in accordance with the Open Meetings Law, on the Town Clerk’s bulletin board and the Town website. FURTHER RESOLVED the Ithaca Journal, a newspaper regularly published and having general circulation in the Town, is hereby designated as the official newspaper of the Town of Ulysses. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-3: MINUTES BE IT RESOLVED, draft minutes of the Town Board meetings will be produced by the Town Clerk within 14 days of the date of the meeting and sent to Town Board members for approval, and further RESOLVED in accordance with the Open Meetings Law, draft meeting minutes, clearly labeled with the date and “DRAFT, not yet approved” will be available to the public through the Town Clerk’s Office but not posted on the website until approved by the Town Board, and further RESOLVED that the printed minutes books are hereby designated as the official minutes. Moved: Mr. Boggs Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-4: MILEAGE BE IT RESOLVED mileage at a rate of $0.575 cents per mile, based on the 2020 IRS standard mileage rate, shall be paid to Town Officials and employees for use of their personal vehicles for Town Business and that such mileage shall be reported on the official town form (available from the Town Clerk). 3 Moved: Ms. Zahler Seconded: Ms. Olson Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-5: PETTY CASH BE IT RESOLVED that the Town Clerk and the Court Clerk’s petty cash funds are each $300 for 2020. Moved: Mr. Boggs Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-6: CRIME COVERAGE BE IT RESOLVED that the purchase of the following crime insurance coverage at the following levels through NYMIR for Town officials, appointees and employees is hereby approved: Money inside premises $100,000 ($1,000 deductible) Money outside premises $100,000 ($1,000 deductible) Forgery and alteration $100,000 ($1,000 deductible) Employee Theft - Per Loss $50,000 ($2,500 deductible) Excess Coverage: Deputy Supervisor $650,000 Supervisor $650,000 Tax Collector/Town Clerk $650,000 Deputy Town Clerk $650,000 Bookkeeper $650,000 Includes Faithful Performance Moved: Mr. Boggs Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye 4 Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-7: FINANCIAL REPORT BE IT RESOLVED that an annual financial report be presented to the Town Clerk by the Bookkeeper within 30 days of the end of the fiscal year as required by Town Law Section 29(10). In lieu of the financial report, the Supervisor is hereby authorized to submit to the Town Clerk, within 60 days after the close of the fiscal year, a copy of the annual update document (AUD) to the State Comptroller, and that the Town Clerk shall cause a summary thereof to be published in accordance with the law (Town Law Section 29(10-a)). If the state comptroller approves a 60-day extension of the AUD, the Supervisor’s time for filing a copy of the AUD with the Town Clerk is also extended. Moved: Ms. Zahler Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-8: FINANCIAL RECONCILIATIONS BE IT RESOLVED the Town follow the 2013 recommendations of auditor Insero and Company to have the Supervisor or Bookkeeper review the reconciliation of the Town Clerk’s bank statements and the Town Clerk’s office review the reconciliation of the Supervisor’s bank statements in order to safeguard the town’s finances. This shall be done at least quarterly and the results shall be reported quarterly to the Town Board. Moved: Ms. Zahler Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 5 Date Adopted: 1/6/20 RESOLUTION 2020-9: FINANCIAL INSTITUTIONS BE IT RESOLVED that Tompkins Trust Company is designated as depository, in which the Supervisor, Town Clerk, Justices, and other employees by virtue of their offices, shall deposit all monies coming into their hands and, FURTHER RESOLVED the Town investments can be made at other banks and institutions as outlined in the Towns investment policy. The Town investment policy shall be reviewed and approved by the Town Board periodically and revised as necessary. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-10: FINANCIAL AUDIT BE IT RESOLVED that the Town Board of Ulysses will perform an audit of the 2019 financials for the Town Court, Town Supervisor and Town Clerk on Friday, Jan. 24 at 8am. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-11: TOWN INTERNAL EMERGENCY PREPAREDNESS MEETING WHEREAS the Town’s Safety Committee has identified a need for an annual internal emergency preparedness meeting; BE IT RESOLVED that this meeting be held within the first 60 days of each year, and BE IT FURTHER RESOLVED that the Town Board of Ulysses schedules a meeting with all Town elected officials and staff to review emergency procedures on Thurs 2/13 at 8am. 6 Moved: Ms. Thomas Seconded: Goldman Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-12: COLLECTION OF BUILDING FEES RESOLVED that the Town Board designates the Building Inspector to collect building and code fees and the Fire Inspector to collect fire inspection fees using Town Board approved procedures established by March 31, 2020. Moved: Mr. Goldman Seconded: Ms. Zahler Amended to add “using Town Board approved procedures established by March 31, 2020”. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-13 COUNTERSIGNING OF CHECKS RESOLVED that checks dispersed by the Town of Ulysses in the amount of $5000 or greater will be signed by both the Town Supervisor and Town Clerk or other designated signatory per Town Law Section 29. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 7 Date Adopted: 1/6/20 RESOLUTION 2020-14: ESTABLISHMENT OF PAY PERIODS AND SALARIES BE IT RESOLVED the Town Board hereby establishes the following payroll periods beginning on December 29, 2019 and going through December 26, 2020: Annually: Historian, Planning Board, Board of Zoning Appeals Monthly: Councilpersons Bi-weekly: Town Supervisor, Highway Superintendent, Town Clerk, Justices, Deputy Town Clerk, Deputy Highway Superintendent, Deputy Supervisor, Highway Department Staff, Bookkeeper, Code Enforcement Officer, Zoning Officer, Planning and Zoning Staff, Court Clerk, Temporary student and other employees, part-time Clerical, Administrative, and Support staff, Water Department staff and other staff otherwise not mentioned that are later added to this list. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-15: PAY RATES No action taken at this time. This resolution was passed later in the meeting. Position 2020 Budgeted Appropriation Hourly rate, if applicable Town Board Supervisor $18,970 - Budget Officer $20,280 - Deputy Supervisor $20,280 - Bookkeeper $40,560 - Councilperson $4,822 each - 8 Clerk Town Clerk $56,290 - Deputy Town Clerk $20.60 / hour 2nd Deputy Town Clerk - $16.97 / hour Court Town Justice $18,687 each - Court Clerk $49,000 - Planning, Zoning, Building Enforcement Officer for Building Code $31,194 - Planner $63,000 - Deputy Enforcement Officer - $22.28 / hour Highway Superintendent $61,810 - MEO - See Union Contract Deputy Highway Superintendent - See Union Contract RESOLUTION 2020-16: TIME RECORDS BE IT RESOLVED all hourly employees shall turn in a Town of Ulysses time card by the end of the last day of the pay period. Salaried employees and eligible elected officials wishing to participate in the town’s benefits programs according to the Personnel Policy shall report time used for vacation, sick time, holiday or other time off on a Town of Ulysses time card to maintain accurate records of benefit time used. No pay will be issued without a time card that has been signed by the employee and the employee's supervisor and submitted to the Bookkeeper. If the employee is submitting the time card electronically to the Bookkeeper, the Department Head / Employee Supervisor must give electronic approval as part of the time card submission. Salaried and hourly employees (non-elected) should use this time card to submit sick, vacation, holiday and personal time off. It is the responsibility of the employee’s supervisor to assure the time card is accurate. FURTHER RESOLVED that to maintain accountability of all employees who work for the town, and to clarify supervisory roles, the following listing specifies employee supervisors. Each employee 9 supervisor is responsible for approving time cards (if required), vacation, personal, sick days and compensation time used by each employee. Time off for each employee must be reported to Bookkeeper who will maintain records. Elected officials must have the Town Supervisor or other Town Board member sign their time card. Employee Employee Supervisor Hours/ Week Town Supervisor Town Board 30 2nd Deputy Town Supervisor Town Supervisor 30 Highway Superintendent Town Supervisor or Town Board 40 Town Clerk Town Supervisor or Town Board 40 Deputy Town Clerk Town Clerk 30 Court Clerk Town Justices 40 Bookkeeper Town Supervisor 30 Enforcement Officer for Building Code Town Supervisor 23 Deputy Enforcement Officer Enforcement Officer 10 Zoning Officer/Planner Town Supervisor 40 Planning and Zoning Clerk Zoning Officer/Planner various Deputy Highway Superintendent Highway Superintendent 40 (combined) Highway Machine Equip. Operators Highway Superintendent 40/ various Highway Laborer Highway Superintendent various Water Dist. & Maintenance Operator Highway Superintendent 40 (combined with highway work) Water District Laborer Water Dist. Operator 40 (combined with highway work) Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 10 RESOLUTION 2020-17: INSURANCE RESOLVED the Town of Ulysses make the following insurance choices in 2020: insurance item carrier Town contribution policy expiration date Health insurance Greater Tompkins County Health Insurance Consortium Gold Plan through Excellus BCBS 90% for Class A employees 50% for Class B employees Dental insurance Excellus BCBS 50% of the premium 12/31/20 Medicare insurance Excellus BCBS Dependent upon experience and employee class (see Personnel Policy for details) 12/31/20 Health Savings Account (HSA) through Tompkins Trust Company single plan-$1,500 family plan-$3,000 n/a Worker’s Compensation PERMA 100% of premium 12/31/20 General liability NYMIR 100% of premium 12/31/20 Disability (including Paid Family Leave) Shelter point 100% of premium RESOLVED that the following table presents the 2020 premiums for Health Related Insurances: Plan Type Monthly Premium Health Insurance (Single Policy) $571.79 Health Insurance (Family Policy) $1,486.56 Dental Insurance (Single Policy) $47.36 Dental Insurance (Family Policy) $117.17 Medicare Policy (single policy) $386.87 11 RESOLVED that the Town Board requests that the Bookkeeper transfer the HSA contributions to eligible employees’ Health Savings Accounts within the first 14 days of 2020; and FURTHER RESOLVED that the Town Board directs the Bookkeeper that for any new employee who is eligible and chooses to enroll in Town-provided health insurance to transfer a prorated amount based on their start date to the new employee’s Health Savings Accounts within 30 days of the new employee opening an HSA account. Moved: Mr. Goldman Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-18: CELL PHONE REIMBURSEMENT FOR CODE ENFORCEMENT AND HIGHWAY DEPARTMENTS WHEREAS the Code Enforcement Officer and both the Highway Superintendent and Water District Operator are frequently out of their offices and away from their stationary phones during their regular duty hours, and WHEREAS carrying a cell phone is an important part of efficient communications and emergency response. THEREFORE BE IT RESOLVED that the Town of Ulysses hereby allows people who hold the positions of Code Enforcement Officer, Highway Superintendent, and Water District Operator to either have and use a town-owned cell phone at the town’s expense which will only be used only for town purposes OR be reimbursed for part of the cost of their personal cell phone at the rate of $40/month; and RESOLVED that if the Code Enforcement Officer, Highway Superintendent and Water District Operator elect to be reimbursed for their personal cell phone they will provide the Bookkeeper with proof of each monthly expense via invoice or bill along with the submission of the reimbursement form; and RESOLVED that the Town Clerk will provide a copy of this resolution to each of the three people to whom this resolution refers. Moved: Ms. Olson Seconded: Ms. Thomas 12 Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-19: TOWN BOARD MEMBER LIAISONS BE IT RESOLVED that the Town Board makes the following liaison appointments and requests that each appointee report to the Town Board at least annually: 2019 2020 A. Highway Department Michael Boggs Town Supervisor, Deputy Supervisor B. Personnel Liz Thomas, Nancy Zahler (alternate) Nancy Zahler, Rich Goldman C. Planning Board Rich Goldman, Michael Boggs (alternate) Rich Goldman, Michael Boggs (alternate) D. BZA (was combined with PB liaison) Katelin Olson, Michael Boggs E. Fire Department Michael Boggs, John Hertzler (alternate) Michael Boggs F. Tburg Ulysses Youth Commission Nancy Zahler Nancy Zahler G. Village EMS & EMS Billing Oversight Committee Michael Boggs, Nancy Zahler Michael Boggs, Nancy Zahler H. Town Hall Maintenance Michael Boggs Supervisor, Michael Boggs (alt) I. Sustainability Committee Nancy Zahler Katelin Olson J. Trumansburg Village Board Nancy Zahler Nancy Zahler K. Records Advisory Board Liz Thomas Supervisor L. Safety Committee Michael Boggs, Nancy Zahler (alternate) Michael Boggs, Nancy Zahler (alternate) M. Union negotiations Rich Goldman, Nancy Zahler Rich Goldman, Nancy Zahler 13 N. Agricultural Committee Nancy Zahler, Michael Boggs (alternate) Katelin Olson, Nancy Zahler Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-20: TOWN BOARD APPOINTMENTS BE IT RESOLVED that the Town Board makes the following appointments and request that each appointee report to the Town Board at least annually: 2019 2020 A. Health Consortium Board Rich Goldman, Nancy Zahler (alt) Rich Goldman, Nancy Zahler (alt) B. Planning Board Chairperson Katelin Olson Linda Liddle C. Board of Zoning Appeals Chairperson Robert Howarth Robert Howarth D. Clerk for Board of Zoning Appeals ouis DiPietro Louis DiPietro E. Clerk for Planning Board Maria Barry Maria Barry F. Tompkins County Environmental Mgmt Council Cait Darfler, Liz Thomas (alternate) Cait Darfler, Liz Thomas (alternate) G. Tompkins County Water Resources Council (WRC) Liz Thomas serving in an “at- large” position. Liz Thomas serving in an “at- large” position. H. Tompkins County Stormwater Coalition John Zepko John Zepko I. Stormwater Officer John Zepko John Zepko 14 2019 2020 J. Tburg Ulysses Youth Commission Reps Sharon Bilotta, Reanna Levine Sharon Bilotta, Reanna Levine K. Rec Partnership rep. Nancy Zahler Durand Van Doren, Nancy Zahler (alt) L. Tompkins County Youth Services Board Pete Angie vacant M. Ithaca/Tompkins County Transportation Council Planning & Policy Committees Michelle E. Wright Michelle E. Wright N. Tompkins County Council of Governments Liz Thomas & Nancy Zahler (alternate) Supervisor & Deputy Supervisor O. Fair Board liaison John Hertzler Michelle E. Wright P. Historian John Wertis John Wertis Q. Tompkins County Animal Control Liz Thomas, Carissa Parlato (alt) Supervisor, Carissa Parlato (alt) R. Cayuga Lake Water Shed Intermunicipal Org. (IO) Michael Boggs (Thomas alternate) Supervisor, Michael Boggs (alt) S. Chamber of Commerce Nancy Zahler, Rich Goldman (alt) Nancy Zahler, Rich Goldman (alt) T. Voucher Reviews Nancy Zahler & Rich Goldman (Jan-Jun) Michael Boggs & John Hertzler (July-Dec) Nancy Zahler & Rich Goldman (Jan-Jun) Michael Boggs & Katelin Olson (July-Dec) Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 15 Date Adopted: 1/6/20 RESOLUTION 2020-21: HIGHWAY SHARED SERVICE AGREEMENTS WHEREAS, Highway Law #142-d allows co-operative agreements for highway services and sharing of labor, equipment and supplies; and WHEREAS, General Municipal Law Article 5-G allows and encourages municipal co-operations, by joint or contract basis, performance of powers and duties among themselves; and WHEREAS, it is deemed beneficial to the Town of Ulysses to allow for shared highway agreements of equipment and services with other nearby municipal highway departments; WHEREAS the Agreement for the Expenditure and Repair and Improvement of Highway Moneys is authorized by Highway Law #284, and an agreement to cover Custody of Highway Moneys is authorized by Highway Law #283, NOW THEREFORE BE IT RESOLVED that the Ulysses Town Board authorizes the Town Supervisor pursuant to Highway Law #283 to enter into agreements for shared services and equipment with other municipalities and authorize, within existing budget constraints, the Town’s Highway Superintendent pursuant to Highway Law #284 to take such action to implement said agreements consistent with Town highway needs and availability, and maintain sufficient liability coverage to protect the town in such joint efforts. Moved: Ms. Thomas Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-22: AUTHORIZING SPENDING OF HIGHWAY FUNDS WHEREAS, the Town Board annually must approve expenditures for the maintenance of the roads, and WHEREAS by law, the Town Board must approve these expenditures for highway maintenance, Therefore, be it RESOLVED that the Ulysses Town Board approves the Agreement for the Expenditure of Highway Moneys as presented by the Ulysses Highway Superintendent at the January 6, 2020 Town Board Organizational meeting Moved: Ms. Thomas Seconded: Ms. Olson 16 Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-23: TOWN HIGHWAY DEPARTMENT HOURS OF OPERATION BE IT RESOLVED that the hours for the Town Highway Department, set by the Town Highway Superintendent, are 6:30am-3pm year-round. Moved: Mr. Goldman Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-24: PLANNING BOARD AND BOARD OF ZONING APPEALS APPOINTMENTS BE IT RESOLVED that the Town Board has appointed the following to be members of the Planning Board and Board of Zoning Appeals with staggered annual appointments. Members whose terms expire in 2019 may be either replaced or reappointed. The following members being reappointed for 2020: Name /email Date Appointed Date of Oath Term Expiration BOARD OF ZONING APPEALS ROBERT HOWARTH, Chair howarth@cornell.edu (Chair appts are for one year) 12/10/2019 12/31/2024 CHERYL THOMPSON cherylthompsonarchitect@gmail.com 1/4/2018 1/23/2018 12/31/2022 STEPHEN MORREALE Sjm11@cornell.edu 12/9/2014 1/28/2015 12/31/2020 DAVID TYLER Datyler123@gmail.com 2/27/2018 3/16/2018 12/31/2021 17 ANDREW HILLMAN andrew.hillman@davey.com 1/10/2019 3/25/2019 12/31/2023 THOMAS BUTLER Tom_Ryan@twcny.rr.com (alternate) 12/10/19 12/31/2020 LOUIS DIPIETRO (Clerk) Dipietro.louis@gmail.com 1/6/2020 12/31/20 PLANNING BOARD REBECCA SCHNEIDER rls11@cornell.edu 1/10/19 04/16/19 12/31/2023 JONATHAN FERRARI jonaferrari@gmail.com 2/27/18 2/29/18 12/31/2022 LINDA LIDDLE, Chair liddlela@verizon.net (Chair appts are for one year) 1/6/2020 12/31/2021 MORRIS KLEIN moxie@dr.com 1/6/2020 12/31/2024 RODNEY BENT rodney.bent86@gmail.com 1/6/2020 12/31/2020 Vacant (alternate) 12/31/2020 MARIA BARRY (Clerk) planningboardclerk@gmail.com 1/6/2020 1/16/19 12/31/20 Moved: Ms. Zahler Seconded: Ms. Thomas Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 18 RESOLUTION 2020-25: POLICIES WHEREAS the Town of Ulysses has adopted the following policies: Policy Last updated Notes Personnel various sections updated at various times includes vacation, sick leave, and holiday benefits Alcohol and Controlled Substance Testing 2015 (for Highway employees only) included in Personnel Policy Code of Ethics 2009 included in Personnel Policy Workplace Violence 2015 included in Personnel Policy Harassment & Discrimination 2019 included in Personnel Policy Procurement 2010 Claims 2012 Computer System Security (aka IT Breach Notification) 2012 Meeting Rules and Procedures 2018 Investment 1994 Planning Board and Zoning Board Attendance and Training 2012 Records Management 2017 Emergency Preparedness 1993 EMS Ambulance Billing 2019 Mailbox Replacement for Highway Dept. 2019 BE IT RESOLVED that these documents shall be maintained on the town website, and also provided in print upon request, and further RESOLVED that each employee and elected or appointed official shall sign off that they have read 19 and understand the following policies within one month of hire or taking office: ● Personnel- includes vacation, sick leave, and holiday benefits ● Alcohol and Controlled Substance Testing (for Highway employees only) ● Code of Ethics ● Workplace Violence ● Harassment & Discrimination, and FURTHER RESOLVED that ANNUALLY all employees and elected or appointed officials shall sign off that they have read and understand the following policies: ● Code of Ethics ● Workplace Violence ● Harassment & Discrimination FURTHER RESOLVED that the Town Clerk’s Office shall maintain these records and notify the Town Supervisor of anyone who has not complied with these requirements. Moved: Zahler Seconded: Goldman Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-26: RECORDS MANAGEMENT OFFICER BE IT RESOLVED that the Town of Ulysses appoints the Town Clerk, Carissa Parlato as Records Management Officer with the backup Records Management Officer of Sarah Koski. The Town Board shall be notified of Freedom of Information Requests. Moved: Zahler Seconded: Olson Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-27: GIFTS 20 WHEREAS, the Town Code of Ethics guides receipt of gifts to town staff & elected officials, BE IT RESOLVED that in accordance with the New York State Constitutional prohibition against gifts by municipalities as described in Article III, Section 1, the Town of Ulysses will not give donations, or other gifts of recognition for service (retirement, annual appreciation, or otherwise) to any organizations, volunteers, or other individuals in the employment of the Town or otherwise providing service to the Town or the community. The Town may, however, hold recognition events and provide refreshments. Moved: Ms. Zahler Seconded: Ms. Thomas Amended to include “WHEREAS, the Town Code of Ethics guides receipt of gifts to town staff & elected officials,” Moved: Ms. Zahler Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-28: FEE SCHEDULE 2020 RESOLVED that the Town Board approves the following fees for 2020: PLANNING & ZONING: ZONING: reference Development District $250 + costs Res. 2007-36 Re-zoning $250 + costs Res. 2007-36 BOARD OF ZONING APPEALS: reference Variance $150. (includes legal ad) LL 2 of 2015 PLANNING BOARD: Subdivison- Simple $50.00 Res. 2007-36 Subdivison- Minor (3 lots) $150.00 Res. 2007-36 Subdivison- Major (4 or more lots) $300.00 Res. 2007-36 Site Plan Review- Residential $100 + costs LL 2 of 2015 Site Plan Review- Commercial $200. + costs LL 2 of 2015 21 Site Plan requiring Special Permit $250.00 LL 2 of 2015 OTHER PLANNING & ZONING: reference SWPPP Review 3 $100+ engineering and Soil & Water Conservation Service Fees Res. 2007-36 Copies of Comprehensive Plan, Zoning, Farmland Protection Plan, etc. $15/copy of plan LL 2 of 2015 SWPPP Review 3 $100+ engineering and Soil & Water Conservation Service Fees Res. 2007-36 BUILDING/CODE: OPERATING PERMITS fee reference Operating Permit $75.00 LL 2 of 2015 Fireworks display $150.00 Res. 8/18/10 Special Event Operating Permit- for events with 2000 or more in attendance $150/day of event Res. 2019-32 Special Event Operating Permit- for events requiring a permit with under 2000 in attendance. $50/day of event Res. 2019-32 BUILDING PERMITS fee reference 1 & 2 Family Residences, includes finished basements $.30/sq ft or $3/thousand, whichever is greater. Res. 2018-25 Unfinished basements $.15/sq ft. Res. 2019-32 Multiple dwelling/Multi-residential $225 + $3/K Res. 2007-36 Commercial bldgs., bridges, tanks, and towers $425 + $4/K Res. 2007-36 Alterations, renovations, additions, pools $75 + 3/K LL 2 of 2015 Accessory Building- separate from a main building $55 + $3/K Res. 2007-36 Accessory Building – attached to 1 & 2 family residence $0.30/sq. ft. Res. 2018-25 Building Permit Renewal Half existing building permit fee Res. 2016-64 Any building begun without a valid building permit Double normal fee Res. 2018-25 Solar, wind or alt. energy permit- RESIDENTIAL $75.00 LL 3 of 2015 Solar, wind or alt. energy permit- $75 + $3/K LL 3 of 2015 22 COMMERCIAL Sign permit $50.00 LL 2 of 2015 Woodstove or heating unit $50.00 LL 2 of 2015 Demolition $2/K ($65 min) Res. 2007-36 Fire Inspection (includes one re-inspection if necessary) $50/inspection Res. 2018-25 Additional Fire Inspections (if more than 2 are necessary beyond initial inspection(s)) $50/inspection Res. 2018-25 EMERGENCY MEDICAL SERVICES: SERVICE PROVIDED FEE REFERENCE BLS Non-Emergency $500 Res. 2018-75 BLS Emergency $800 Res. 2018-75 ALS 1 Non-Emergency $850 Res. 2018-75 ALS 1 Emergency $1050 Res. 2018-75 ALS 2 Emergency $1150 Res. 2018-75 Specialty Care Transport $500 Res. 2018-75 Paramedic Intercept $325 Res. 2018-75 Ground Transport Miles $20.00/mi Res. 2018-75 CLERK: DOG FEES: reference Dog license/renewal (spayed/neutered) $13.50 Res. 12/14/10 (LL2 of 2010) Dog license/renewal (not spayed/neutered) $20.50 Res. 12/14/10 (LL2 of 2010) New dog tag $3.00 Res. 12/14/10 (LL2 of 2010) Purebred license (5-20 purebred dogs) $100.00 Res. 12/14/10 (LL2 of 2010) Purebred license (21 or more purebred dogs) $200.00 Res. 12/14/10 (LL2 of 2010) Dog impoundment fee $25 for 1st offense $50 for 2nd offense $75 for 3rd offense Res. 12/14/10 (LL2 of 2010) 23 Dog enumeration fee $5.00 Res. 12/14/10 (LL2 of 2010) OTHER FEES: reference Certified Copy of Marriage Certificate $10.00 set by NYS Marriage license $40.00 LL1 of 1980 Games of Chance license $50.00 set by NYS Hunting Licenses (varies by license) set by NYS Handicap Parking no fee set by NYS Returned check fee $20.00 Maximum allowed by NYS WATER: PERMITS: reference Plumbing permit (up to 5 inspections) $240.00 LL 2 of 2015 New contractor registration $15.00 Res. 9/15/03 TAPS: Main tap (Standard household tap) Current cost (billed by Bolton Point) LL 2 of 2015 >1" Tap Current cost (billed by Bolton Point) LL 2 of 2015 METERS: Standard Household Based on current cost LL 2 of 2015 RF Radio Reader Based on current cost LL 2 of 2015 Meter: pit type Based on current cost LL 2 of 2015 Meter: >3/4” Based on current cost LL 2 of 2015 Frosted meter replacement Cost of meter + 1 hr. labor LL 2 of 2015 BACKFLOW/CROSS CONNECTION: reference Annual backflow admin fee $32/first device; $16/additional Based on contract with Bolton Point Backflow application review $80.00 Res. 9/15/03 Backflow certification inspection $72.00 Based on contract with Bolton Point Backflow Inspection $72.00 Res. 2007-36 WATER SALES: reference Water sales to customers in Districts 3 and 4) $7.97/1000 gallons Based on Town of Ithaca’s 2020 water price 24 Out of District Users (only those with valid contracts with the Town of Ulysses may purchase water outside a water district) 1.1x the rate set for regular customers unless otherwise specified in a contract See contracts Moved: Ms. Thomas Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-29: MANDATORY JUSTICE SCHOOLING RESOLVED, that the Justices be authorized to attend training schools during the year and will be reimbursed for approved expenses provided the funding is available. Moved: Thomas Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-30: VEHICLE BENEFIT: RESOLVED, that because the Highway Superintendent and Water District Operator are on call 24 hours a day, seven days a week, the Ulysses Town Board authorizes the use of town vehicles for travel to and from work, provided they are not used for more than incidental personal use. Mileage should be recorded and submitted to the Town Clerk quarterly and shared with the Highway Department liaison. Moved: Mr. Boggs Seconded: Ms. Olson Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye 25 Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-31: COMMITTEES APPOINTED BY THE TOWN BOARD The following working groups or committees are appointed by the Town Board for specific purposes and may or may not have terms of office: COMMITTEE MEMBERS E-MAIL TERM SUSTAINABILITY & CONSERVATION ADVISORY BOARD Roxanne Marino - Chair Rmm3@cornell.edu All members appointed through 2020 (appointed on 12/10/19) Bara Hotchkiss baraHotchkiss@gmail.com Robert Oswald reo1@cornell.edu Don Ellis don@lakepassage.com Andy Hillman Terry Carroll andrew.hillman@davey.com tc629@cornell.edu YOUTH COMMISSION Sharon Bilotta – Chair (town appointment) seb@fltg.net Through 2020 Reanna Levine – Town (town appointment) reabug@gmail.com Through 2020 John Gregory - Village jgregory@ithaca.edu Ben Carver – Village Trustee Carver@trumansburg- ny.gov Nancy Zahler – Town Board liaison Zahler@ulysses.ny.us Through 2020 Vacant - County Paul Pennock – School liaison ppennock@tburg.k12.ny.us HABITAT NATURE PRESERVE COMMITTEE Nancy Zahler Carissa Parlato (vacant) Bara Hotchkiss (alternate) Aaron Rovitz Marvin Pritts Kira Lallas zahler@ulysses.ny.us clerk@ulysses.ny.us ------- barahotchkiss@gmail.com arovi25@gmail.com mpp3@cornell.edu kiralallas@yahoo.com Through 2020- All terms set to expire 12/31/2020 SAFETY COMMITTEE (AS REQUIRED BY PERMA) Scott Stewart– Highway Court Carissa Parlato – Safety Coord. Michelle Wright– HR Michael Boggs – TB Steve Manciocchi– Union (Nancy Zahler – TB highway@ulysses.ny.us --- clerk@ulysses.ny.us michelle@ulysses.ny.us boggs@ulysses.ny.us highway@ulysses.ny.us zahler@ulysses.ny.us 26 Alternate) RECORDS ADVISORY COMMITTEE: Moved: Ms. Thomas Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020---: GATEKEEPER RESOLUTION (ORIGINALLY ADOPTED 6/26/2006) WHEREAS the Town Board is the Executive body charged with speaking and acting on behalf of the Town (Town Law Section 64), unless such powers are specifically delegated by resolution to the Supervisor, as per Town Law Section 29(16), or to another individual, BE IT RESOLVED that effective immediately it is required policy in the Town of Ulysses that any application (full or partial, new or revised) for grant funding or financing, or request for evaluation of funding potential, or any request for review or approval of any project proposed by the Town of Ulysses to any government agency or other entity external Ulysses Town government be approved by the Town Board before it is submitted to the appropriate agency. It is also hereby the policy of the Town of Ulysses that a copy of this resolution will be provided to any engineering or other consulting firm engaged by the Town, at the time a contract is signed. This resolution hereby supersedes all previous Town Board resolutions which may be interpreted as giving the Supervisor, any other member of the Town Board, Highway Superintendent, or any professional contracted with by the Town of Ulysses the authority to make applications (full or partial) for grants, loans, or any other type of project financing, make contractual commitments (verbal or written) on behalf of the Town, or otherwise act in any legal or official capacity on behalf of the Town of Ulysses. All Town Board members including the Supervisor shall identify whether they are speaking by authority of the Board or as an individual when talking with third parties. THE TOWN BOARD FURTHER RESOLVES that at the organizational meeting of the Town Board each January, all resolutions passed from this date forward authorizing the Supervisor, individual Town board members, or any other agents or consultants of the Town to act on behalf of the Town will be reviewed. The Supervisor shall provide copies of all such resolutions in effect to seated and incoming 27 Town Board members at least two weeks prior to such meeting. TABLED. NOTE: An amended version was passed at the 1/14/20 meeting and is included as an appendix of this document. RESOLUTION 2020-32: TOWN BOARD ACCESS TO ATTORNEY SERVICES WHEREAS the Town of Ulysses has contracted with Khandikile Mvunga Sokoni, from True, Walsh, and Sokoni for legal services including attendance at monthly meetings of the Town Board and as well as regular calls with the Town Supervisor to prioritize and discuss legal work, therefore be it RESOLVED that any work requested by Town Board members that will require more than 2 hours of attorney time per topic to resolve needs to be routed through the Town Supervisor or be authorized by the entire Town Board. Moved: Ms. Zahler Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-33: TOWN BOARD ACCESS TO ENGINEERING SERVICES WHEREAS the Town of Ulysses has contracted with MRB for engineering services, therefore be it RESOLVED that any work requested by Town Board members that will require more than 2 hours of engineering time per project per year to resolve needs to be routed through the Town Supervisor or be authorized by the entire Town Board. Moved: Ms. Thomas Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs nay Mr. Goldman aye Vote: 4-1 28 Date Adopted: 1/6/20 RESOLUTION 2020-34: CONTRACTS RESOLVED that the Town Board approves the Supervisor to annually sign contracts with the following entities: Entity Estimated Contract Amount for 2020 Contract not to Exceed Amount for 2020 American Legion (Assistance for Veterans) $475 $475 BAS software annual agreement for water billing $700 $1,000 BAS software annual agreement for clerk program $650 $1,000 Cayuga Lake Watershed Intermunicipal Organization (IO) $900 $1500 Cemetery and Jacksonville Park Mowing $2750 & $2411 $7,000 Cleaning- Wednesdays $30/hr; $75/week Cleaning- Weekends $20/hr; $600/month + annual floor wax @ about $900 Community Science Institute $6,312 $6,500 Cooperative Extension (Youth Programming) $49,177 $50,000 Engineering - MRB See 2019 rate schedule Not to exceed rate schedule. Foodnet $2,250 $2,250 Gadabout $2,000 $2,000 General Code (for annual fee only, zoning update will be bid separately) $1,195 $2,500 IT Services $45/hr to $90/hr $95/hr 29 Landscaping $65/hr $65/hr Lifelong $1000 $1,000 Paychex n/a (varies by pay period based on number of employees) n/a (price per employee set to increase in Spring of 2020) Stormwater Coalition $1500 $2,000 Trumansburg Senior Citizens $850 $850 Tompkins County Recreation Partnership $8,229 $8,500 Tompkins County Animal Control $18,134 $18,300 Trumansburg Conservatory of Fine Arts $3,800 $3,800 Town Hall – Mainstay - Plumbing, electric and heating $42.50 - $60/hr (As needed) Tompkins County Soil & Water $1500 $1500 Attorney for the Town– Khandikile M. Sokoni, at True, Walsh, and Sokoni $200/hr- Attorney $145/hr- Paralegal $200/hr- Attorney $145/hr- Paralegal Ulysses Historical Society $700 $700 Ulysses Philomathic Library $12,250 $12,500 Ulysses Philomathic Library – Park Passes $250 $300 Williamson Law – Accounting Software $1100 $1,500 Williamson Law Book- Tax Glance software program $124 $200 Village of Trumansburg Police Contract $0 $0 Village of Trumansburg Sidewalk Maintenance $32.09/hr Up to $35/hr Youth – Summer reading program $4,000 $4,000 Winterfest $1000 $1,000 Moved: Thomas Seconded: Goldman 30 Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 RESOLUTION 2020-35: DISTRIBUTION OF ORGANIZATIONAL MINUTES RESOLVED that once all resolutions of the Organizational Meeting are completed, the Town Board will make a motion to accept the minutes as a whole. These minutes shall be the final minutes of the meeting and a certified version of the complete Organizational Meeting minutes will be distributed by the Town Clerk to ALL employees and elected officials within 14 days of completion and will be posted to the website. Moved: Mr. Goldman Seconded: Mr. Thomas Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 OTHER ANNUAL APPOINTMENTS Job title: Name of appointee: Appointed by: Bookkeeper Gloria Cassetti Town Supervisor Deputy Supervisor 1 Nancy Zahler Town Supervisor Deputy Supervisor 2 Michelle Wright Town Supervisor Court Clerk Angela Champion Town Justices Deputy Town Clerk Sarah Koski Town Clerk Second Deputy Town Clerk Michele Mitrani Town Clerk Deputy Highway Superintendent Chris Stevenson Highway Superintendent RESOLUTION 2020-15: PAY RATES Position 2020 Budgeted Appropriation Hourly rate, if applicable 31 Town Board Supervisor $18,970 - Budget Officer $20,280 - Deputy Supervisor $20,280 - Bookkeeper $40,560 - Councilperson $4,822 each - Clerk Town Clerk $56,290 - Deputy Town Clerk $20.60 / hour 2nd Deputy Town Clerk - $16.97 / hour Court Town Justice $18,687 each - Court Clerk $49,000 - Planning, Zoning, Building Enforcement Officer for Building Code $31,194 - Planner $63,000 - Deputy Enforcement Officer - $22.28 / hour Highway Superintendent $61,810 - MEO - See Union Contract Deputy Highway Superintendent - See Union Contract Moved: Ms. Zahler Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye 32 Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/6/20 EXECUTIVE SESSION: Mr. Goldman moved to go into Executive Session at 10:24am for the purpose of legal advice and a personnel issue related to a particular individual. This was seconded by Ms. Zahler. Respectfully Submitted by Carissa Parlato, 1/7/2020 33 APPENDIX Added on 1/14/20 RESOLUTION 2020-36 POLICY FOR APPLYING AND RECEIVING GRANT FUNDING AND ENGAGIN IN CONTRACTS (originally adopted 6/26/2006 as the “Gatekeeper” resolution) WHEREAS the Town Board is the Executive body charged with speaking and acting on behalf of the Town (Town Law Section 64), unless such powers are specifically delegated by resolution to the Supervisor, as per Town Law Section 29(16), or to another individual, BE IT RESOLVED that effective immediately it is required policy in the Town of Ulysses that any application (full or partial, new or revised) for grant funding or financing, or request for evaluation of funding potential, or any request for review or approval of any project proposed by the Town of Ulysses to any government agency or other entity external Ulysses Town government be approved by the Town Board before it is submitted to the appropriate agency, and; FURTHER RESOLVED that unless otherwise authorized, the Town Supervisor must also be given authority by the Town Board to accept grant funds on any successful grant applications, and; FURTHER RESOLVED that unless authorized in the Town of Ulysses Procurement Policy, or otherwise authorized, the Town Supervisor and Highway Superintendent must also be authorized by the Town Board to make contractual commitments on behalf of the town, and; FURTHER RESOLVED, all Town Board members including the Supervisor shall identify whether they are speaking by authority of the Board or as an individual when talking with granting agencies. This resolution hereby supersedes all previous Town Board resolutions which may be interpreted as giving the Supervisor, any other member of the Town Board, Highway Superintendent, or any professional contracted with by the Town of Ulysses the authority to make applications (full or partial) for grants, loans, or any other type of project financing, make contractual commitments (verbal or written) on behalf of the Town, or otherwise act in any legal or official capacity on behalf of the Town of Ulysses. Moved: Mr. Goldman Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Ms. Olson aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/14/2020