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HomeMy WebLinkAbout2010-01-04-ORG. MTG Town of Ulysses Organizational Meeting January 04, 2010 * * Note the audio version of this meeting is available on the Ulysses web page at www. ulysses .ny . us . Present : Supervisor Roxanne Marino ; Council Lucia Tyler, Kevin Romer, Liz Thomas and David Kerness ; Town Clerk Marsha L. Georgia; Deputy Supervisor Sue Poelvoorde; Bookkeeper Mary Bouchard Supervisor Marino called the meeting to order at 7 : 10 pm. Ms . Marino announced that she has appointed Sue Poelvoorde to be her Deputy Supervisor. Ms . Marino reminded the Board of the NYS Association meeting for newly elected officials that is being held January 13 , 14th and 15th, in Rochester and also the Annual Association of Towns meeting being held in NY City on February 9th, 2010. The Board will need to review the resolutions to be voted on at Annual AT meeting at the February 9th ,2010 Regular Town Board meeting. Ms . Marino distributed information on new regulations of NYS Retirerment system to keep track of time for a three (3 ) months period for employees and elected officials that belong to the NYS Retirerment System . Ms . Marino would like the Board to review the Rules and Procedures that were established several years ago and update those to reflect any changes they may want to make. Copies of the document will be provided to the Board and it can be discussed at the Regular Town Board meeting on January 12th, 2010 . Also Ms. Marino distributed "Management Team ' s Working Agreement" that she feels should be part of the Rules and Procedures . The Board will also review this document. The Board continued with the Organizational meeting as follows : Ms . Marino moved, seconded by Ms . Thomas the following : 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 : 30 PM in the Ulysses Town Hall at 10 Elm Street, Trumansburg, NY. Board review of monthly claims will begin at 7 : 00 p .m . prior to each scheduled Regular Board Meeting. A monthly working meeting will be held on the 4th Thursday of each month. Ms. Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . Ms . Marino moved, seconded by Mr. Kerness the following: BE IT RESOLVED the designated news media is advised of the foregoing schedule and those meeting notices are posted, in accordance with the open meeting law, on the clerk ' s bulletin board and the Town web site . FURTHER RESOLVED the Ithaca Journal, a newspaper regularly published and having general circulation in the Town, is hereby designated as the official newspaper of Town of Ulysses . Organizational Meeting 2 January 4, 2010 Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED , copies of the official minutes of the Town Board, prepared and distributed by the Town Clerk, shall be distributed [electronically unless otherwise requested] to each Town Board member, Town Justices, Highway Superintendent, Building Code Enforcement Officer, Chair of the Planning Board, County Representative, Attorney for the Town, and posted on the Clerk ' s Bulletin Board and on the Town of Ulysses Website within 2 days of approval by the Town Board . Draft meeting minutes, clearly labeled as such, will be posted on the Clerk' s Bulletin Board, the Town website, and distributed to Town Board members for review at least 14 days before the regular monthly Town Board meeting at which such minutes are to be approved . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED mileage at a rate of $0 . 50 cents per mile 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 appropriate forms provided. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Tyler the following: BE IT RESOLVED the Highway Superintendent is authorized to incur expenses not to exceed $ 3 ,000 . 00 for repairs and maintenance of highway equipment without prior Board approval . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Tyler the following: BE IT RESOLVED that the Town Clerk' s petty cash fund of $ 150 is extended for the year 2010 . Ms . Marino aye Organizational Meeting 3 January 4 , 2010 Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED the following bond undertakings for Town Officials and appointees are hereby approved as follows : A. Town Clerk/Tax Collector $250,000 B . Justices (2) $4,000 each C . Court Clerk $4,000 D . Code Enforcement Officer $ 1 ,000 E . Highway Superintendent $ 1 , 000 F. Town Supervisor $ 500,000 G. Deputy Supervisor $ 15 , 000 H . Deputy Town Clerk $ 15 ,000 Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Kerness the following: 6 BE IT RESOLVED in lieu of the report required by Town Law Section 29( 10), the Supervisor be and hereby is authorized to submit to the Town Clerk within 60 days after the close of the fiscal year a copy of his annual report 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 time for filing the annual report is extended 60 days by the State Comptroller, the supervisor' s time for filing a copy of the report with the town clerk is extended for a like period. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Thomas the following : BE IT RESOLVED the Tompkins County 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 by the Town Board during the year and revised as necessary. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Organizational Meeting 4 January 4, 2010 Adopted . Ms . Marino moved, seconded by Ms . Tyler the following : BE IT RESOLVED the Town Board authorizes the Supervisor to pay in advance of audit of claims for utilities , postage and contractual agreements which if delayed may result in loss of discounts or the accrual of service charges . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED that the Town Board of the Town of Ulysses will do the Annual Audit of the books for each department on January , 2010 (by law on or before 1 /20) TABLED until the January 12th, 2010 meeting. Ms . Marino moved, seconded by Mr. Kerness the following : Establishment of appointed offices and salaries Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED that the Supervisor is authorized to appoint a Town Bookkeeper, with an annual salary of $ 18 ,224 as set by the Town Board for 2010 . The Supervisor hereby appoints Mary Bouchard, CPA as the Town Bookkeeper. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . Ms . Marino moved, seconded by Ms . Tyler the following : BE IT RESOLVED that the Town Board has established the Office of Deputy Supervisor, to continue in 2010 . The Deputy Supervisor acts for and in place of the Supervisor in her / his absence . The annual salary of the Deputy Supervisor is set at $ 5 ,000 . In accordance with Town Law, the Supervisor appoints the Deputy Supervisor. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Romer the following : BE IT RESOLVED that the Town Board has established the Office of Deputy Town Clerk, to continue in 2010 at an annual salary of $28 ,403 . Further resolved that the responsibilities of this office are to assist the Town Clerk in Records Management, tax collection, producing meeting minutes, and to act for and in place of the Clerk during her / his absence. In accordance with Town Organizational Meeting 5 January 4, 2010 Law, the Town Clerk appoints the Deputy Town Clerk. The Town Clerk shall appoint a Deputy Town Clerk by January 7 , 2010 and notify the Supervisor as such, in order for the appointment to be reflected in the first payroll of 2010 . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Thomas the following : BE IT RESOLVED that the Town Board has established the office of Deputy Highway Superintendent, to continue in 2010 at an hourly pay rate of $20.27 . The Deputy Highway Superintendent acts for and in place of the Highway Superintendent in her / his absence . In accordance with Town Law, the Highway Superintendent appoints the Deputy Highway Superintendent. The Highway Superintendent shall appoint a Deputy Highway Superintendent by January 7, 2010 and notify the Supervisor as such, in order for the appointment to be reflected in the first payroll of 2010 . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Thomas the following: BE IT RESOLVED that the Town Justices are authorized to employ the services of a Court Clerk or Clerks to assist in the administration and bookkeeping, at an annual salary of $31 ,283 for 2010 . If the Town Justices find it necessary to employ more than one Clerk, the total salary paid shall not exceed the annual budgeted amount for Court Clerk. The Town Justices shall appoint a Court Clerk by January 7 , 2010 and notify the Supervisor as such, in order for the appointment to be reflected in the first payroll of 2010 . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Thomas the following : BE IT RESOLVED that the Town Board has established the position of Water Superintendent, to supervise and carry out all of the activities necessary for the day to day operation and maintenance of the Town ' s special improvement Water Districts, as outlined in the Town of Ulysses Personnel manual (Water Supervisor) . The 2010 annual salary for the Water Superintendent is $ 16,244 . The Town Board appoints Doug Austic as Water Superintendent for the 2010 calendar year. Ms . Marino aye Ms . Thomas aye Ms. Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . r . Organizational Meeting 6 January 4, 2010 Establishment of Payroll Periods and Pay Rates for Elected and Appointed Officials Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED the Town Board hereby establishes the following payroll periods : Bi-weekly: 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 and Support Staff, Town Board Coordinator, Water Superintendent, Water Clerk and laborers . Monthly: Councilpersons, Supervisor, Dog Control Officer Annually: Historian Voucher: Town Hall Custodian and all other employees if not listed above Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED that the Town Board hereby establishes the following salaries for 2010 : position budgeted salary hourly rate if applicable Supervisor $ 15 , 150 Councilperson $ 3 ,996 Highway Superintendent $ 55 ,609 Town Clerk $47, 114 Town Justice $ 15 ,334 Bookkeeper $ 18,224 Deputy Supervisor $ 5 ,000 Town Council Assistant $ 5 ,000 $20 Deputy Town Clerk $28,403 Court Clerk $31 ,283 Deputy Highway Superintendent multiple budget lines $20.27 Highway Employees multiple budget lines $ 14 . 14 - $ 16. 77 Code Enforcement Officer $28,706 Zoning Officer $21 ,769 Planning and Zoning Clerk $ 5 ,000 $ 15 . 76 Planning Manager $20,000 $20 - $25 Water District Superintendent $ 16,244 Water District Clerk $ 12,010 Dog Control Officer $ 8 ,000 Check contract Historian $ 1 ,500 Laborer $4212 $ 14 .44 — 18 .08 Deputy Zoning $6000 $20 Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Thomas the following: 4 Organizational Meeting . 7 January 4, 2010 BE IT RESOLVED all hourly employees shall turn in a time card by the end of the last day of the pay period, salaried employees shall do the same stating time used for vacation, sick time, holiday or other time off to maintain accurate records of benefit time used. No pay will be issued without a signed time card . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Town Board and Liaison Appointments The Supervisor proposes the following Town Board liaison appointments : A . Highway Department David Kerness B . Trumansburg Village Board of Trustees Liz Thomas C . Personnel Lucia Tyler D . Planning Board and BZA David Kerness E. Fire Department Kevin Romer F . Town Court David Kerness G. Trumansburg Ulysses Youth Commission Liz Thomas H. Ag & Farmland Protection Comm . Liz Thomas Ms. Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED that the Town Board makes the following appointments : A. Code Enforcement Officer Alex Rachun B . Deputy Code Enforcement Officer Mark Hasson C . Planning Board Chairperson Ken Zeserson D . Planning Board Member - 2010 to 2017 term Rod Hawkes E . Board of Zoning Appeals Chairperson George Tselekis F . Board of Zoning Appeals Member - 2010 to 2015 vacant term G. Health Insurance Consortium Board representative Lucia Tyler H . Clerk for Planning Board and Board of Zoning Robyn Carlisle-Peck Appeals I . Board of Assessment Review Dick Coogan vacant J . TC Environmental Management Council (EMC) Lucia Tyler K. TC Water Resources Council Ken Zeserson L. Cayuga Lake Watershed/ Stormwater (vacant) M. County Youth Bureau Representative vacant (check) N. Trumansburg Ulysses Youth Commission Reps Deb Austic (check) Michel Vonderweidt (check) O . Recreation Partnership representative vacant P . Tompkins County Youth Services Board vacant Q . Ithaca/Tompkins County Transportation Sue Poelvoorde Council Planning Committee R. Ithaca/Tompkins County Transportation Sue Poelvoorde Council Policy Committee S . TC Fire, Disaster, and EMS Advisory Board Kevin Romer T. TC Council of Governments R. Marino/ L. Thomas alternate U. Water District Clerk Marsha Georgia Organizational Meeting 8 January 4, 2010 V . Tompkins County Area Development Dave Kerness W. Fair Board liaison Kevin Romer X . Historian Nancy Dean Y . Agriculture and Farmland Protection Plan John Wertis Committee Chairperson Z . Lakeshore Zoning Committee Chairperson Don Smith AA. Water District Advisory Board Chairperson Diane Hillman Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . Ms . Marino suggested that the Clerk send an email to Carissa who writes an article for the Ithaca Journal and asked her if she could mention the vacancies that the Town has . Ms . Georgia said that she could also ask the Free Press to mention them . Contract Appointments Ms . Marino moved, seconded by Mr. Kerness the following : BE IT RESOLVED that the Attorney for the Town be Mariette Geldenhuys, Esq. and that she and her associates be consulted in accordance with the Retainer Agreement with the Town of Ulysses signed April 20, 2009, and FURTHER RESOLVED that the Town Board agrees to the Addendum to Retainer Agreement submitted by Ms . Geldenhuys for Board consideration, which changes the hourly fees for billing to $ 160 (Attorneys) and $ 105 (Paralegals) . All other provisions of the Agreement shall remain in full force and effect . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Ms . Thomas the following : WHEREAS the Town Government is in a time of major transition, BE IT RESOLVED that the Town Board authorizes the Supervisor to contract with former Supervisor and Bookkeeper Doug Austic as a consultant to provide advice to the Supervisor and the Bookkeeper appropriate for an efficient transition. Compensation is authorized at a rate of $25 per hour, not to exceed $2 , 000 . Ms . Marino aye Ms . Thomas aye Ms. Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Romer the following : Organizational Meeting 9 January 4, 2010 WHEREAS the Town Government is in a time of major transition, BE IT RESOLVED that the Town Board authorizes the Supervisor to contract with former Deputy Supervisor and Planning Manager Dick Coogan as a consultant to provide advice to the Supervisor and the Zoning Officer appropriate for an efficient transition. Compensation is authorized at a rate of $25 per hour, not to exceed $2 , 000 . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . General Procedures and Policies Ms . Marino moved, seconded by Ms . Thomas the following : BE IT RESOLVED that the Town of Ulysses has adopted and will adhere to policies for a Code of Ethics, Personnel and Benefits, Procurement, Claims, Meeting Rules and Procedures, Investment, Alcohol and Controlled Substance Testing, Planning Board and Zoning Board Attendance and Training, and Emergency Preparedness . The Town Clerk shall provide to each newly elected official and to any other elected or appointed official or employee these policies, and any other planning documents or local laws upon request . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Romer the following : BE IT RESOLVED any member of the public wishing to present a topic on the agenda advise the Supervisor of that intent at least one week prior to the scheduled meeting, if at all possible. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . Ms. Marino moved, seconded by Ms . Tyler the following : BE IT RESOLVED any individual having any special needs and wishing to attend a meeting please advice the Town Clerk of the special requirements at least one week prior to the meeting. (ADA) Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . Organizational Meeting 10 January 4, 2010 Ms . Marino moved, seconded by Mr. Kerness the following: BE IT RESOLVED that the Town Clerk will continue with the Resolution/Motion Index System initiated in 2009, identifying the Resolution/Motion number, date approved, and Title. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Ms . Marino moved, seconded by Mr. Romer the following : BE IT RESOLVED that any and all of these Organizational Resolutions be and remain subject to amendment throughout the year by the Town Board. Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. Shared Highway Services Agreement Ms . Marino moved, seconded by Ms . Tyler the following: 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 ; 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 to 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 . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . This resolution will be checked on. Before the meeting adjourned Ms . Marino had emailed the Board that Don Barber, Town of Caroline Supervisor, the Supervisors of Enfield, Danby and Ithaca are collaborating together to hire Guy Krogh the Attorney for Caroline who is considered a some what expert in local gas drilling issues, to write a generic road construction and excavation local law for Towns within Tompkins County to require road access permits for any construction including driveways, pipelines and any other industrial project activities (including water) . The law will be based on Section 136 of Organizational Meeting 11 January 4, 2010 Highway Law . Mr. Crow will work closely with the County Attorney be make sure the local law dove tails with roadway laws the County is working on . The permitting process can include\escrow or bonding mechanism to protect the tax payers . All different conditions in each Town prevent developing a one sided law local law on all detail . Developing a basic frame work can save everyone money. They are asking if the Town of Ulysses would like to share in this expense that is estimated at a total cost of $2000, which Ulysses ' s share would be $400 unless others wish to participate then it could be lower. Ms . Marino had the opportunity to talk with Attorney Geldenhuys about this and she feels that it would be a very sensible idea to save town attorney fee in the long run if the Town decided to work on road preservation laws . . Ms . Marino moved seconded by Mr. Kerness the following : BE IT RESOLVED that the Town of Ulysses join this collaboration effort with Danby, Caroline, Enfield and Ithaca to write a generic road construction and excavation local law for Tompkins County Towns at a cost not to exceed $ 500 . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted. What are left are the agenda items for the Regular Town Board meeting . The Natural Area resolution that Ms . Thomas brought to the December meeting needs to be addressed. If any other Board members have additional items for the meeting Ms . Marino would like them to contact her. Ms . Marino asked Ms . Georgia to order seven copies of the Town Law Manual from the Association of Towns . Ms . Marino read a thank you card to the Board from Doug Austic for open house at the Legion honoring his years of service to the Town of Ulysses . Ms . Marino said that the Town traditionally has given $20 for each year of service to a retiring individual from the Town of Ulysses . Ms . Thomas suggested that this be raised to $40 for each year of service to anyone retiring. Ms . Marino moved, seconded by Ms . Thomas the following resolution : BE IT RESOLVED that the Town Board change the policy of giving $40 per year of service for a retiring individual from the Town of Ulysses . Ms . Marino aye Ms . Thomas aye Ms . Tyler aye Mr. Kerness aye Mr. Romer aye Adopted . This will be sent to Mr. Austic with a thank you for his services . Ms . Marino asked if everyone got the letter from the Village of Trumansburg announcing an organizational meeting on the EMS billing. Ms . Marino will be attending this meeting the Village is urging the Town Board to address any questions they may have. If any Board member has Organizational Meeting 12 January 4, 2010 questions Ms . Marino would like to go into this meeting prepared and have the issues that they would like to have address . Mr. Kerness said that he would still like to see the formation of a Board of Directors for the fire district. This would need to be discussed with the other municipalities that have the Fire Contract with the Village. Ms . Marino said that the Village never has allowed our attorney to look at the legal opinion that this is allowed (the EMS billing) for the Village and Ms . Marino feels our attorney should get a look at that . Ms . Marino also mentioned Ms . Geldenhuys stated that a public hearing needs to take place with the Towns of Hector, Covert and Ulysses with regards to the Fire Contract with the Village of Trumansburg. The board discussed forming a subcommittee to discuss this topic and can be talked about more at the January 12`" Regular Board meeting. One last thing and that is Mr. Rachun ' s mother passed away and in lieu of flowers the Town Board agreed to send $ 100 in her name to Hospice. Hearing no further business Ms . Marino moved, seconded by Ms . Tyler to adjourn the meeting. Unanimously approved. Respectfully submitted, Marsha L. Georgia Ulysses Town Clerk MLG : mlg