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HomeMy WebLinkAbout2022-01-05-ORG-FINAL1 ORGANIZATIONAL MEETING OF THE TOWN BOARD Town of Ulysses January 5, 2022 Audio of the minutes are available on the website at ulysses.ny.us. The meeting was held via videoconference on the Zoom platform. Videoconference chat is saved in the appendix. Notice of Town Board meetings are posted on the Town’s website and Clerk’s board. CALL TO ORDER: Ms. Olson called the meeting to order at 8:03am. ATTENDANCE: The Town Clerk called the roll: TOWN OFFICIALS PRESENT: Supervisor- Katelin Olson Board members- Michael Boggs, Rich Goldman, Mary Bouchard Town Clerk- Carissa Parlato Budget Officer- Michelle E. Wright Highway Superintendent- Scott Stewart APPROVAL OF AGENDA: RESOLUTION #1 of 2022: APPROVAL OF MEETING AGENDA BE IT RESOLVED that the Ulysses Town Board approve the agenda for Jan. 5, 2022 Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 PRIVILEGE OF THE FLOOR: (none) RESOLUTION 2-4: RESOLUTION 2022-2: HIGHWAY- SHARED SERVICE AGREEMENTS WHEREAS, Highway Law #142-d allows co-operative agreements for highway services and sharing of labor, equipment and supplies; and 2 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. RESOLUTION 2022-3: 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 attached Agreement for the Expenditure of Highway Moneys as presented by the Ulysses Highway Superintendent at the January 5, 2022 Town Board Organizational meeting. RESOLUTION 2022-4: TOWN HIGHWAY DEPARTMENT HOURS OF OPERATION BE IT RESOLVED that the hours for the Town Highway Department, set by the Town Highway Superintendent, are Oct 1st - April 30th: 6:00 am until 2:30 pm, Monday- Friday; and May 1st – Sept. 30th: 6:00 am until 4:30pm, Monday through Thursday, with flexible scheduling to cover water and emergencies. Moved: Ms. Bouchard Seconded: Mr. Boggs Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-5: VEHICLE BENEFIT 3 RESOLVED, that because the Highway Superintendent is on call 24 hours a day, seven days a week, the Ulysses Town Board authorizes the use of a town vehicle for travel to and from work, provided it is not used for more than incidental personal use. Mileage should be recorded and submitted to the Town Clerk annually. Moved: Mr. Boggs Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-6-7: RESOLUTION 2022-6: DATES OF MEETINGS BE IT RESOLVED, the Regular Monthly Board meetings of the Ulysses Town Board will be held on the second and fourth Tuesdays of each month at 7pm. While NYS executive order or legislative action allows, meetings will continue virtually. If that expires, the board will meet at the Town Hall at 10 Elm Street. RESOLUTION 2022-7: MEDIA BE IT RESOLVED the designated news media is advised of the foregoing schedule and meeting 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: Ms. Bouchard Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-8: MINUTES & OTHER MEETING RECORDS 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 4 RESOLVED in accordance with the Open Meetings Law, draft meeting minutes 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, and further RESOLVED that when meetings are held by videoconference, the platform’s “chat” record will be saved along with the minutes, and further RESOLVED that audio records of minutes will be saved for one year, and that FURTHER RESOLVED that additional video records of meetings may be posted online in an effort to expand public access to meetings. Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 9-10: RESOLUTION 2022-9: MILEAGE BE IT RESOLVED mileage at a rate of $0.585 cents per mile, based on the 2022 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). RESOLUTION 2022-10: PETTY CASH BE IT RESOLVED that the petty cash amount for the Town Clerk is $300 and the amount for the Court Clerk is $150. Moved: Mr. Boggs Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-11: CRIME COVERAGE 5 BE IT RESOLVED that the following crime insurance coverage through Houston Casualty 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 $100,000 ($2,500 deductible) Excess Coverage: First Deputy Supervisor $650,000 Supervisor $650,000 Tax Collector/Town Clerk $650,000 Deputy Town Clerk $650,000 Bookkeeper $650,000 Court Clerk $650,000 (Includes Faithful Performance). Moved: Mr. Goldman Seconded: Mr. Boggs Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 11-13: RESOLUTION 2022-11: FINANCIAL REPORTING: ANNUAL UPDATE DOCUMENT (AUD) BE IT RESOLVED that an annual financial report must be presented to the Town Clerk within 30 days of the end of the fiscal year as required by Town Law Section 29(10), and further RESOLVED, in lieu of the financial report, the Supervisor is hereby required and authorized to submit an annual update document (AUD) to the state comptroller and Town Clerk within 60 days after the close of the fiscal year, and further, RESOLVED, that the Town Clerk shall cause a summary thereof to be published in accordance with the law (Town Law Section 29(10-a)), and further RESOLVED that 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. RESOLUTION 2022-12: 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 6 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. RESOLUTION 2022-13: 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 Town’s investment policy. The Town investment policy shall be reviewed and approved by the Town Board periodically and revised as necessary. Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-14: FINANCIAL AUDIT WHEREAS Town Law Section 123 requires that on or before the twentieth day of January an audit is performed for each Town department, or alternately, prior to the twentieth day of January the town may schedule an annual audit with a certified public accountant to take place within sixty days after the close of the town’s fiscal year; BE IT RESOLVED that the Town Board of Ulysses will perform an audit of the 2021 financial records for the Town Court, Town Supervisor and Town Clerk at 8am on 1/19/21 at the the Ulysses Town Hall. The 2022 audit committee will be “the entire Town Board FURTHER RESOLVED, that the audit committee shall report their recommendations to the full Town Board. Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-15: TOWN INTERNAL ALL STAFF EMERGENCY PREPAREDNESS MEETING 7 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 90 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 March 30 at 8am. Moved: Mr. Goldman Seconded: Mr. Boggs Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-16: COLLECTION OF BUILDING FEES WHEREAS payments for building and zoning are collected by the building and zoning officers, and WHEREAS building and zoning officers are prohibited from collecting cash payments when outside the office, RESOLVED that for the purposes of checks and balances, the building and zoning officers will give payments and documentation to the Town Clerk for deposit, and further RESOLVED that the Town Clerk will give reports to the Bookkeeper for reconciling. Moved: Mr. Goldman Seconded: Mr. Boggs Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 17-18: RESOLUTION 2022-17: COUNTERSIGNING AND MAILING OF CHECKS RESOLVED that checks dispersed by the Town of Ulysses in the amount of $5,000 or more will be signed by both the Town Supervisor and Town Clerk or other designated signatory per Town Law Section 29, and further RESOLVED, that as an internal policy for security and due to slow-downs in the United States Postal Service, checks over $15,000 will be sent via certified mail. RESOLUTION 2022-18: ESTABLISHMENT OF PAY PERIODS AND SALARIES BE IT RESOLVED the Town Board hereby establishes the following payroll periods beginning on 8 December 26, 2021 and going through December 26, 2022: Annually: Historian, Planning Board, Board of Zoning Appeals at the first meeting in December 2022. 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, Recreation Staff, Temporary student and other employees, part-time Clerical, Administrative, Support staff, Water Department staff and other staff otherwise not mentioned that are later added to this list. Moved: Mr. Goldman Seconded: Mr. Boggs Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-19: 2022 PAY RATES Position 2022 Budgeted Appropriation Hourly rate, if applicable Town Board Town Supervisor $37,440 - Budget Officer $45,445 Bookkeeper to the Supervisor $35,504 - Councilperson $5,065 each - Clerk Town Clerk $59,126 - Deputy Town Clerk TBD Court Town Justice $19,629 each - 9 Court Clerk $51,470 - Recreation Director of Recreation (part-time or seasonal) - $23.23 / hour Planning, Zoning, Building Enforcement Officer for Building Code and Zoning $49,856 - Planner TBD - Code/Fire Enforcement Officer (part- time) - $23.40 / hour Typist (part-time) $17.83-$21.17/hour Highway Highway Superintendent $67,460 - Motor Equipment Operator - $24.50 / hour Per Union Contract Deputy Highway Superintendent - $25.00 / hour Per Union Contract MEO/Water/Sewer Maintenance Worker - $24.75 / hour Per Union Contract Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-20: 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, and FURTHER RESOLVED that salaried employees and eligible elected officials wishing to 10 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, and FURTHER RESOLVED that 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 and FURTHER RESOLVED that COVID precautions allow submission of electronic timecards FURTHER RESOLVED that 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 and FURTHER RESOLVED that salaried and hourly employees (non-elected) should use this time card to submit sick, vacation, holiday and personal time off and FURTHER RESOLVED that it is the responsibility of the employee’s supervisor to assure the time card is accurate, and 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 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 Budget Officer Town Supervisor 32 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 Budget Officer 19 Enforcement Officer for Building Code & Zoning Town Supervisor 35 Deputy Enforcement Officer Enforcement Officer 5 Zoning Officer/Planner Town Supervisor TBD Planning and Zoning Clerk Zoning Officer/Planner Various Deputy Highway Superintendent Highway Superintendent 40 Motor Equipment Operators Highway Superintendent 40/ various Highway Laborer Highway Superintendent Various Water Dist. & Maintenance Operator Highway Superintendent 40 (combined with highway work) 11 Water District Laborer Highway Superintendent hourly up to 40 Recreation Director Town Supervisor Varies seasonally Recreation Department Employees Recreation Director Various Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-21: INSURANCE RESOLVED the Town of Ulysses make the following insurance choices in 2022: Insurance type Carrier Town contribution Policy or rate exp. Health insurance Greater Tompkins County Health Insurance Consortium Gold Plan through Excellus BCBS 90% for Class A employees 50% for Class B employees 12/31/22 Dental insurance Excellus BCBS 50% of the premium 12/31/22 Medicare insurance Excellus BCBS Dependent upon experience and employee class (see Personnel Policy for details) 12/31/22 Health Savings Account (HSA) through Tompkins Trust Company single plan-$1,750 family plan-$3,500 n/a Worker’s Compensation Comp Alliance 100% of premium 12/31/22 Short Term Disability Shelter Point 100% of premium 12/31/22 Long Term Disability Unum 100% of premium 12/31/22 General Liability Houston Casualty 100% of premium 12/31/22 Cyber & Data Security Hiscox 100% of premium 12/31/22 12 RESOLVED that the following table presents the 2022 premiums for Health-related insurances: Plan Type Monthly Premium Health Insurance (Single Policy) $623.28 Health Insurance (Family Policy) $1,620.51 Dental Insurance (Single Policy) $46.55 Dental Insurance (Subscriber & Child Policy) $86.65 Dental Insurance (Subscriber & Spouse Policy) $93.09 Dental Insurance (Family Policy) $140.97 Medicare Policy $408.01 RESOLVED that the per Town Personnel Policy, the Town shall pay 50% of the in-network out of pocket maximum as outlined in the current Gold Plan Health Insurance for employees enrolled in either a family or individual plan and further RESOLVED that Town Board requests that the Bookkeeper transfer the HSA contributions to eligible employees’ Health Savings Accounts within the first 14 days of 2022; 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 to the new employee’s Health Savings Accounts within 15 days of the new employee opening an HSA account. Moved: Ms. Bouchard Seconded: Mr. Goldman DISCUSSION: Mr. Boggs asked whether the town should do monthly HSA deposits instead of annual lump sum. The board agreed to discuss this further at another time. Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 13 RESOLUTION 2022-22: CELL PHONE REIMBURSEMENT FOR CODE/ZONING ENFORCEMENT AND HIGHWAY DEPARTMENTS WHEREAS the Building/Code & Zoning 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, and WHEREAS this benefit must be claimed on the employees’ personal tax return as a taxable fringe benefit unless the employee provides bill documentation showing work use versus personal use, THEREFORE, BE IT RESOLVED that the Town of Ulysses hereby allows people who hold the positions of Code/Zoning Enforcement Officer, Highway Superintendent, and MEO Water/Sewer Maintenance Worker 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/Zoning 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: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2021-23: TOWN BOARD MEMBER COMMITTEES & 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: 2021 2022 14 A. Highway Department Katelin Olson Katelin Olson B. Finance N/A Rich Goldman, Mary Bouchard C. Planning Board Rich Goldman, Michael Boggs (alternate) Rich Goldman, Michael Boggs (alternate) D. Board of Zoning Appeals Katelin Olson, Mary Bouchard (alternate) Rich Goldman, Mary Bouchard (alternate) E. Fire Department Michael Boggs Michael Boggs F. Town Court Nancy Zahler Katelin Olson G. Trumansburg/Ulysses Youth Commission- Rec. Department Katelin Olson, Mary Bouchard (alternate) Katelin Olson, Mary Bouchard (alternate) H. Village EMS & EMS Billing Oversight Committee Michael Boggs, Mary Bouchard Michael Boggs, Mary Bouchard I. Town Hall Maintenance Nancy Zahler, Michael Boggs, (alternate) Katelin Olson ,Michael Boggs, (alternate) J. Sustainability Committee Mary Bouchard Mary Bouchard K. Trumansburg Village Board Mary Bouchard, Katelin Olson (alternate) Mary Bouchard L. Records Advisory Board Nancy Zahler Katelin Olson M. Safety Committee Michael Boggs, John Zepko (alternate) Michael Boggs N. Agricultural Committee Katelin Olson, Mary Bouchard Katelin Olson, Mary Bouchard O. Infrastructure Committee N/A Katelin Olson, Michelle Wright P. Cyber and IT Committee N/A Katelin Olson Q. Comprehensive Plan Committee N/A Katelin Olson, Michael Boggs, Rich Goldman (alternate) R. Tree Advisory Committee & Habitat Committee N/A Mary Bouchard 15 S. Voucher Review Rich Goldman and Katelin Olson (Jan.-June); Michael Boggs and Mary Bouchard (July-December) Rich Goldman and Mary Bouchard (January-June); Michael Boggs and TBD (July- December) Moved: Ms. Bouchard Seconded: Mr. Goldman Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2021-24: TOWN BOARD ANNUAL 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: 2021 2022 A. Health Consortium Board Mary Bouchard, Rich Goldman (alternate) Rich Goldman, Mary Bouchard, (alternate) B. Planning Board Chairperson Linda Little Pete Angie C. Board of Zoning Appeals Chair Steven Morreale Steven Morreale D. Clerk for Board of Zoning Appeals Louis DiPietro Louis DiPietro E. Clerk for Planning Board Maria Barry Maria Barry F. Tompkins County Environmental Mgmt Council Cait Darfler Marc Devokaitis G. Tompkins County Stormwater Coalition John Zepko Town Planner TBD H. Stormwater Officer John Zepko Town Planner TBD I. Trumansburg/Ulysses Youth Commission Reps. Zaun Marshburn, (Vacant) Zaun Marshburn, Linnea Burgevin J. Recreation Partnership rep. Mary Bouchard, Katelin Olson (alternate) Mary Bouchard 16 K. Tompkins County Youth Services Board (Vacant) (Vacant) L. Ithaca/Tompkins County Transportation Council Planning & Policy Committees Michelle E. Wright, Katelin Olson (alternate) Michelle E. Wright, Katelin Olson (alternate) M. Tompkins County Council of Governments Nancy Zahler, Katelin Olson (alternate) Katelin Olson, Rich Goldman (alternate) N. Broadband Study Advisory Comm (vacant) Linda Little O. Fair Board liaison Michelle E Wright Michelle E. Wright P. Historian John Wertis John Wertis Q. Tompkins County Animal Control Carissa Parlato, Nancy Zahler (alternate) Carissa Parlato, Katelin Olson (alternate) R. Cayuga Lake Water Shed Intermunicipal Org. (IO) Liz Thomas, Roxanne Marino (alternate) Liz Thomas, Roxanne Marino (alternate) S. Chamber of Commerce Katelin Olson, Rich Goldman (alternate) Michael Boggs T Board of Assessment Review N/A Cheryl Thompson, David Means U. Diversity, Equity, and Inclusion Officer Katelin Olson (as of July 2021) Katelin Olson V. Safety Committee Town Planner (TBD) (alternate), Scott, Michelle, Carissa W. Cyber & IT Linda Little, Michelle Wright, Carissa Parlato Moved: Mr. Goldman Seconded: Mr. Boggs Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 17 Date Adopted: 1/5/22 RESOLUTION 2021-25: 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 2020 may be either replaced or reappointed. Chair appointments are for one year only. Name / email Date Appointed Term Expiration BOARD OF ZONING APPEALS STEPHEN MORREALE, 1/5/2022 12/31/2022 Chair (One year term) Sjm11@cornell.edu (Member Term 5 years) 1/5/2021 12/31/2025 CHERYL THOMPSON cherylthompsonarchitect@gmail.com 1/4/2018 12/31/2022 ROBERT HOWARTH howarth@cornell.edu 1/28/2020 12/31/2024 DAVID TYLER Datyler123@gmail.com 1/5/2022 12/31/2027 ANDREW HILLMAN andrew.hillman@davey.com 1/10/2019 12/31/2023 THOMAS BUTLER (alternate) Tom_Ryan@twcny.rr.com 1/5/2022 12/31/2022 LOUIS DIPIETRO (Clerk) Dipietro.louis@gmail.com 1/5/2021 12/31/2022 PLANNING BOARD Chair –One year appointment 1/5/2022 12/31/2022 PETE ANGIE PeteAngie3138@gmail.com Members-5 year terms 1/5/2022 12/31/2027 REBECCA SCHNEIDER rls11@cornell.edu 1/10/19 12/31/2023 JOHN WERTIS bwwfarmtoday@aol.com 1/6/2021 12/31/2022 18 RODNEY BENT rodney.bent86@gmail.com 1/6/2021 12/31/2025 MORRIS KLEIN moxie@dr.com 12/10/2019 12/31/2024 Vacant (1st ALTERNATE) 12/31/2022 Vacant (2nd ALTERNATE) 12/31/2022 MARIA BARRY – Clerk planningboardclerk@gmail.com 1/5/2022 12/31/2022 Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-26: POLICIES WHEREAS the Town of Ulysses has adopted the following policies: Policy* Last updated Notes Vaccination & Testing 10/12/21 May need to be amended in 2022 to recognize shifting definitions of what constitutes full vaccination and testing rates per Tompkins County. Diversity, Equity and Inclusion Policy 7/13/21 Personnel various sections updated 2015- 2019 Includes insurance & retiree benefits 19 *Alcohol and Controlled Substance Testing 2015 (for Highway employees only) included in Personnel Policy; will need to be updated in 2022 to refer to legalized marijuana * Code of Ethics 2009 included in Personnel Policy * Workplace Violence 2015 included in Personnel Policy * Harassment & Discrimination 2019 included in Personnel Policy * Sexual Harassment Prevention 2019 included in Personnel Policy * Sick, vacation, overtime, and leave 2019 included in Personnel Policy * Expense reimbursements (for mileage, travel, food and lodging) 2017 included in Personnel Policy * Procurement 2010 *must be reviewed annually * Use of Municipal Equipment (town- owned vehicles; computer use; municipally issued cell phones/smart phones/tablets/computers; social media) 2015 included in Personnel Policy Claims 2012 * Computer System Security (aka IT Breach Notification) 2012 * Information Technology Policies: • Use of and Access to Personal, Private and Sensitive Information • Wireless Security Policy • Password Security Policy • Internet, Email, and Personal Computer Use • Mobile Computing and Storage Device Policy • Online Banking 2015, 2017 Pieces included in both Personnel Policy and Records Mgmt policies with the exception of: • Wireless Security Policy • Mobile Computing and Storage Device Policy • Online Banking Meeting Rules and Procedures 2018, amended 2021 20 *Investment 1994 Planning Board and Zoning Board Attendance and Training 2012 Records Management 2017 * Local Comprehensive Emergency Management Plans (Emergency Preparedness) 1993 EMS Ambulance Billing 2019 Mailbox Replacement for Highway Dept. 2019 *Title IV Anti-discrimination Plan Town does not have this policy * Defense and Indemnification Town does not have this policy * Capital Asset Policy Town does not have this policy *indicates policy is required by law BE IT RESOLVED that these documents shall be maintained on the town website, provided in print upon request, and further RESOLVED that each employee and elected or appointed official* shall sign off that they have read 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 ● Sexual Harassment FURTHER RESOLVED that ANNUALLY all employees and elected or appointed officials** shall sign off that they have read and understood the following policies: ● Code of Ethics ● Workplace Violence ● Sexual Harassment 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. 21 **Town Justices not subject to these as they report to/are overseen by NYS OCA Moved: Ms. Bouchard Seconded: Mr. Goldman Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-27-28: RESOLUTION 2022-27: RECORDS MANAGEMENT OFFICER BE IT RESOLVED that the Town of Ulysses appoints the Town Clerk, Carissa Parlato as Records Management Officer. The Town Board shall be notified of Freedom of Information Requests. RESOLUTION 2022-28: GIFTS FROM TOWN TO OTHER PARTIES 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. Bouchard Seconded: Mr. Goldman Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-29: 2022 FEES and PENALTIES RESOLVED that the Town Board approves the following fees and penalties for 2022 and FURTHER RESOLVED that the Town Board directs Planning, Zoning and Code Enforcement staff to research and recommend updated fees by August 2022. PLANNING & ZONING: 22 ZONING: NOTES: Development District $250 + costs Re-zoning $250 + costs BOARD OF ZONING APPEALS: Variance $150. (includes legal ad) PLANNING BOARD: Subdivison- Simple $50.00 Subdivison- Minor (3 lots) $150.00 Subdivison- Major (4 or more lots) $300.00 Site Plan Review- Residential $100 + costs Site Plan Review- Commercial $200. + costs Site Plan requiring Special Permit $250.00 OTHER PLANNING & ZONING: SWPPP Review 3 $100+ engineering and Soil & Water Conservation Service Fees Copies of Comprehensive Plan, Zoning, Farmland Protection Plan, etc. $15/copy of plan SWPPP Review 3 $100+ engineering and Soil & Water Conservation Service Fees BUILDING/CODE: OPERATING PERMITS Fee Operating Permit $75.00 Fireworks display $150.00 Special Event Operating Permit- for events with 2000 or more in attendance $150/day of event Planned adjustment in 2022 Special Event Operating Permit- for events requiring a permit with under 2000 in attendance. $50/day of event Planned adjustment in 2022 BUILDING PERMITS Fee 1 & 2 Family Residences, includes finished basements $.30/sq ft or $3/thousand, whichever is greater. Modular $.20/sq ft Suggested by code officer 23 Unfinished basements $.15/sq ft. Multiple dwelling/Multi- residential $225 + $3/K Commercial bldgs., bridges, tanks, and towers $425 + $4/K Alterations, renovations, additions, pools $75 + 3/K Accessory Building- separate from a main building $55 + $3/K Accessory Building – attached to 1 & 2 family residence $0.30/sq. ft. Building Permit Renewal Half existing building permit fee Any building begun without a valid building permit Double normal fee Solar, wind or alt. energy permit- RESIDENTIAL $75.00 Solar, wind or alt. energy permit- COMMERCIAL $75 + $3/K Sign permit $50.00 Woodstove or heating unit $50.00 Demolition $2/K ($65 min) Fire Inspection (includes one re- inspection if necessary) $50/inspection Additional Fire Inspections (if more than 2 necessary beyond initial inspection(s)) $50/inspection EMERGENCY MEDICAL SERVICES: SERVICE PROVIDED FEE BLS Non-Emergency $500 BLS Emergency $940 ALS 1 Non-Emergency $850 ALS 1 Emergency $1405 ALS 2 Emergency $1612 Specialty Care Transport $n/a Paramedic Intercept $725 24 Specialty Care $500 Ground Transport per Mile $25.50 CLERK: DOG FEES: Dog license/renewal (spayed/neutered) $13.50 Dog license/renewal (not spayed/neutered) $20.50 New dog tag $3.00 Purebred license (5-20 purebred dogs) $100.00 Purebred license (21 or more purebred dogs) $200.00 Dog impoundment fee $25 for 1st offense $50 for 2nd offense $75 for 3rd offense Unlicensed dog/Failure to renew license $25 for 1st offense $50 for 2nd offense $75 for 3rd offense 2022- after 3 years of no offense, customer is cleared of any priors and begins with $25 Dog enumeration fee $5.00 OTHER FEES: NOTES: Certified Copy of Marriage Certificate $10.00 set by NYS Marriage license $40.00 Marriage license for active duty military no fee Games of Chance license $50.00 set by NYS Hunting Licenses (varies by license) set by NYS Disabled Parking no fee set by NYS Returned check fee $20.00 Maximum allowed by NYS WATER: PERMITS & HOOK-UPS: Plumbing permit (up to 5 inspections) $240.00 New contractor registration $15.00 Engineering fees for out-of- district/extension requests Based on engineer’s estimate. TAPS: Main tap (Standard household tap) Current cost (billed by Bolton Point) 25 >1" Tap Current cost (billed by Bolton Point) METERS: Standard Household Based on market cost RF Radio Reader Based on market cost Meter: pit type Based on market cost Meter: >3/4” Based on market cost Frosted (frozen) meter replacement Cost of meter + 1 hr. labor BACKFLOW/CROSS CONNECTION: Backflow application review $80.00 Backflow Inspection $72.00 WATER SALES: NOTES: Water sales to users in Districts 1 & 2 Set by the Village of Trumansburg (1.5x the Village rate) Water sales to users in Districts 3 and 4 $9.91/1000 gallons Based on Town of Ithaca’s 2022 water price of $8.51/1000 gl, + 14% for water loss Water District 3 Out of District Users 1.1x the rate set for regular customers unless otherwise specified in a contract See contracts CODE AND PLANNING/ZONING PENALTIES: Activity Penalty Resolution/Law Notes OPERATING PERMITS Penalty for failure to apply for Special Permit- 1st offense $1,000.00 LL#1 of 2010 Penalty for failure to apply for Special Permit- 2nd offense $2,000.00 LL#1 of 2011 CODE (Building and Zoning) Code violation No less than $100/day and no greater than $250/day for each day of violation, in addition to penalties prescribed by state law LL1 of 2016 PLANNING BOARD 26 Non-Compliance $100/day and/or Stop Work Order Res. 2007-36 STORM WATER Storm sewers- 1st offense up to $500 and/or imprisonment up to 15 days LL1 of 2012 each day constitutes a new violation. GC 149-14D Storm sewers- 2nd offense up to $1000 and/or imprisonment up to 15 days LL1 of 2012 Stormwater Mgmt and Erosion Sediment Control- 1st offense up to $350 and/or imprisonment up to 6 days LL1 of 2012 each week constitutes a new violation. GC 156-13D Stormwater Mgmt and Erosion Sediment Control- 2nd offense $350-700 and/or imprisonment up to 6 months LL1 of 2012 each week constitutes a new violation. GC 156-13D Stormwater Mgmt and Erosion Sediment Control- 3rd offense $700-1000 and/or imprisonment up to 6 months LL1 of 2012 each week constitutes a new violation. GC 156-13D OTHER Flood damage prevention: No structure shall hereafter be constructed, located, extended, converted, or altered and no land shall be excavated or filled without full compliance with the terms of this chapter and any other applicable regulations. up to $250; or imprisoned up to 15 days LL2 of 1987 GC 89-8 Radio communications protection: to prevent interference with the countywide public safety radio communications system which is used by emergency service providers in this municipality and throughout Tompkins County. up to $250 LL2 of 2007 GC 129 Watercraft 73-c of the New York StateNavigation Law 4/13/2004 GC 205-7 Zoning No less than $100/day and no greater than $250/day for each day of violation, in addition to penalties prescribed by state law 2017-59 GC 212-4 E WATER PENALTIES: WATER Water bill late fee (penalty) 10% Res. 2014-67 can also shut off water. 27 Late fee for new water hookup fees 5% 2017-118 any user who is found to have violated any provision of this article, or permit or administrative order up to $1000 LL1 of 2003 GC 200- 14A(4) CIVIL PENALTIES: Any person who violates any of the provisions of or who fails to perform any duty imposed by this article, or any administrative order or determination of the Superintendent promulgated under this article, or the terms of any permit up to $1000 LL1 of 2003 each day constitutes a new violation. GC 200- 14B(1) CRIMINAL PENALTIES: Any person who willfully violates any provision of this article or any final determination or administrative order of the Water District Operator made in accordance with this article shall be guilty of a Class A Misdemeanor and, upon conviction thereof not less than $500 nor more than $1,000, or imprisonment not to exceed one year, or both. Each offense shall be a separate and distinct offense, and, in the case of a continuing offense, each day's continuance thereof shall be deemed a separate and distinct offense LL1 of 2003 GC 200- 14B(3) CRIMINAL PENALTIES: Any user who knowingly makes any false statements, representations, or certifications in any application, record, report, plan or other document filed or required to be maintained pursuant to this article, or permit, or who falsifies, tampers with, or knowingly renders inaccurate any monitoring device or method required under this article shall be guilty of a Class A Misdemeanor and, not more than $1,000 per violation per day or imprisonment for not more than one year, or both. LL1 of 2003 Moved: Ms. Bouchard Seconded: Mr. Goldman upon conviction, shall be punished by a fine of 28 Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2021-30: 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 CONSERVATION & SUSTAINABILITY ADVISORY BOARD Roxanne Marino Bara Hotchkiss Andy Hillman Terry Carroll Marc Devokaitis- CHAIR Mary Bouchard, TB Rmm3@cornell.edu baraHotchkiss@gmail.com andrew.hillman@davey.com tc629@cornell.edu mdevokaitis@gmail.com 12/31/2022 12/31/2022 12/31/2023 12/31/2023 12/31/2024 12/31/2024 YOUTH COMMISSION Paul Pennock– Chair 1 yr term ppennock@tburg.k12.ny.us Through 2022 Zaun Marshburn- Town Linnea Burgevin - zaun001@gmail.com linnea@learning-web.org 12/31/2022 Town Vacant – Village appt 12/31/2022 12/31/2022 Ben Carver – Village Trustee Carver@trumansburg-ny.gov Katelin Olson – Town Board Olson@ulysses.ny.us 12/31/2022 Meghan Lyons - mlyons@tompkins-co.org Ex-officio staff County support HABITAT NATURE PRESERVE COMMITTEE Carissa Parlato, CHAIR Mary Bouchard, TB Aaron Rovitz Marvin Pritts Kira Lallas Marc Devokaitis arovi25@gmail.com mpp3@cornell.edu kiralallas@yahoo.com mdevokaitis@gmail.com 12/31/22 29 TREE ADVISORY COMMITTEE Don Ellis Andrew Hillman Greg Peck Pamela Markham Marvin Pritts John Wertis don@lakepassage.com andrewhillman5@icloud.com greg.m.peck@gmail.com pamelakaymarkham@gmail.com mpp3@cornell.edu Bwwfarmtoday@aol.com 12/31/2025 12/31/2025 12/31/2023 12/31/2023 12/31/2024 12/31/2024 SAFETY & EMERGEN CY COMMITT EE Scott Stewart– Highway Carissa Parlato – Co- chair Michelle Wright– Co- chair Michael Boggs – TB Steve Manciocchi– Union Katelin Olson – TB highway@ulysses.ny.us clerk@ulysses.ny.us michelle@ulysses.ny.us boggs@ulysses.ny.us highway@ulysses.ny.us supervisor@ulysses.ny.us 12/31/2022 Moved: Ms. Bouchard Seconded: Mr. Goldman Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-31: POLICY FOR APPLYING AND RECEIVING GRANTS AND ENGAGING IN CONTRACTS (Originally Adopted 6/26/2006 As The “Gatekeeper” Resolution), (Amended 1/14/2020) 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 any application (full or partial, new or revised) for grant funding or financing above $2,000, 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 Town Board resolution before it is submitted to the appropriate agency, and; FURTHER RESOLVED that all funding applications should be evaluated for future impact on Town staff time and resources before being submitted, 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; 30 FURTHER RESOLVED that unless authorized in the Town of Ulysses Procurement Policy (or otherwise), 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: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-32-33: RESOLUTION 2022-32: TOWN BOARD ACCESS TO ATTORNEY SERVICES WHEREAS the Town of Ulysses has retained legal services that include attendance at monthly meetings of the Town Board as needed, 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 to resolve needs to be routed through the Town Supervisor or be authorized by the entire Town Board. RESOLUTION 2022-33: TOWN BOARD ACCESS TO ENGINEERING SERVICES WHEREAS the Town of Ulysses has contracted 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 to resolve needs to be routed through the Town Supervisor or be authorized by the entire Town Board. Moved: Mr. Goldman Seconded: Mr. Boggs Olson aye 31 Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-34: CONTRACTS AND ANNUAL PAYMENTS Resolved that the Town Board authorizes the Supervisor to annually sign contracts and letters of agreement with the following entities: Entity Contract Amt approved for 2022 budget Contract not to Exceed Amt for 2022 Notes Regarding Payment American Legion (Assistance for Veterans) $475 n/a Annually by 5/31 BAS software annual agreement for water billing $721 n/a annually BAS software annual agreement for clerk program $670 n/a annually Cayuga Lake Watershed Intermunicipal Organization $1,365 n/a As invoiced Cleaning- Wednesdays $30/hr; $75/week monthly Cleaning- Weekends $20/hr; $600/month + annual floor wax @ about $900 monthly Community Science Institute $6,438 n/a As invoiced Cooperative Extension (Youth Programming) $52,766 n/a As invoiced 32 Engineering – MRB See Current rate schedule Not to exceed rate schedule. As invoiced Foodnet $2,250 n/a Annually by 5/31 Gadabout $2,500 n/a Annually by 5/31 General Code (for annual fee) $1,195 n/a As invoiced IT Services $45/hr to $90/hr $95/hr As invoiced Lifelong $1,100 n/a Annually by 5/31 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 $1,575 $2,000 As invoiced Trumansburg Senior Citizens $850 n/a Annually by 5/31 Tompkins County Recreation Partnership $7,838 $8,500 As invoiced Tompkins County Animal Control $18,134 $18,300 Monthly Trumansburg Conservatory of Fine Arts $4,100 n/a As invoiced Tompkins County Soil & Water $50/hr $50/hr As invoiced Attorney for the Town– Nathan D. VanWhy, Coughlin and Gerhart, LLP $200/hr Attorney $145/hr Paralegal $250/hr Attorney $180/hr Paralegal As invoiced Ulysses Historical Society $1,000 n/a Annually by 5/31 Ulysses Philomathic Library $12,500 n/a Annually by 5/31 Williamson Law – Accounting Software $1,188 n/a Annually 33 Williamson Law Book- Tax Glance software program $125 n/a As invoiced Village of Trumansburg Sidewalk Maintenance $ 32.73/hr Up to $35/hr As invoiced RecDesk Software Subscription $3,480 $3,500 Annually Youth – Library Summer reading program $4,000 $4,000 By 5/31 Charge Point Fees (EV charging station) S1,778 annual cloud svcs; $2,064 for 3yr warranty 3 yr warranty paid in 2021 Trumansburg Farmers Market $3,000 2022 amt payable by 5/31 Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 RESOLUTION 2022-35: 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: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 34 OTHER ANNUAL APPOINTMENTS, NOT SUBJECT TO TOWN BOARD APPROVAL: Job title: Name of appointee: Appointed by: Bookkeeper to the Supervisor Blixy Taetzsch Town Supervisor 1st Deputy Supervisor Richard Goldman Town Supervisor Budget Officer Michelle E. Wright Town Supervisor Secretary to the Supervisor TBD Town Supervisor Court Clerk Angela Champion Town Justices Deputy Town Clerk TBD Town Clerk Second Deputy Town Clerk Michele Mitrani Town Clerk Deputy Highway Superintendent Dave Snyder Highway Superintendent RESOLUTION 2022-36: DESIGNATING MR. BOGGS AS DELEGATE TO AOT MEETING RESOLVED that Michael Boggs is authorized to vote on behalf of the town at the Associations of Towns’ annual meeting. Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Goldman aye Bouchard aye Vote: 4-0 Date Adopted: 1/5/22 PRIVILEGE OF THE FLOOR: None ADJOURN: Mr. Goldman made a motion to adjourn at 9:10am. This was seconded by Ms. Bouchard. Respectfully submitted by Carissa Parlato, Town Clerk 1/18/22