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Home My WebLink About2015-01-07-ORG-minutesORGANIZATIONAL MEETING Town of Ulysses January 7, 2015 Audio of the minutes are available on the website at ulvsses.nv.us. The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg. PRESENT: Supervisor- Liz Thomas (8:40 a.m.) Board members- John Hertzler (8:15 a.m.), Nancy Zahler, Dave Kerness, Rich Goldman (excused at 10:05 a.m.) Clerk- Carissa Parlato 2nd Deputy Supervisor- Michelle Wright OTHERS: (none) Notice of Town Board meetings are posted on the town's website and clerk's board. Ms. Zahler called the meeting to order at 8:04 a.m. RESOLUTION 2015-1: 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 7:00 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 7:00 p.m. Moved: Mr. Kerness Seconded: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler absent Mr. Kerness aye Mr. Goldman aye Vote: 3-0 Date Adopted: 1/7/15 RESOLUTION 2015-2: 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 Town of Ulysses. NOTE: It was also suggested that the Trumansburg Free Press be alerted to important things. Moved: Mr. Kerness Seconded: Ms. Zahler Town of Ulysses TOWN BOARD 2015 Ms. Thomas absent Ms. Zahler aye Mr. Hertzler absent Mr. Kerness aye Mr. Goldman aye Vote: 3-0 Date Adopted: 1/7/15 RESOLUTION 2015-3: Review of claims BE IT RESOLVED, the Town Board will use the following procedure for review and audit of the monthly claims before presentation for Board approval at the Regular Monthly Meeting of the Ulysses Town Board: 1. Invoices are received in the Town Clerk's Office, through the mail, electronically, or personally delivered. 2. Town Clerk obtains approval of the expense, which is evidenced on the voucher cover sheet with the initials or signature of the department head or person who gave rise to the claim. The Town Clerk or the department head also indicates on the invoice the general ledger account that should be charged for the expense and checks to see that each invoice is properly itemized, mathematically accurate, and contains sufficient detail to ensure that the Board members auditing the claim can determine whether the proposed payment is proper and just. 3. Town Clerk gives invoices to the Bookkeeper who inputs the invoices into the accounting software and produces a listing of all vouchers (Abstract of Vouchers, or, Voucher Report) for Town Board approval at the Regular Monthly meeting. The Bookkeeper keeps an updated file of claims to be audited before the meeting, which the Town Board members can access. All claims to be submitted for approval by Board vote at the Regular Meeting shall, if at all possible, be processed and in the file of claims by the end of the day on the Monday before the Regular Meeting. 4. In addition to the Supervisor, a sub -committee of 2 Town Board members will audit the vouchers on behalf of the full board. Any other Town Board members who wish to audit the claims may to do so as well. The sub -committee rotates every 6 months (January to June, July to December) with Nancy Zahler and Rich Goldman serving from January to June and John Hertzler and Dave Kerness serving from July to December. Sub -committee members will initial each voucher cover sheet after review. Any questions should be brought to the attention of the Town Supervisor or Bookkeeper. 5. Audit by the Town Board does not have to happen all at once. Invoices will be entered throughout the month and can be approved periodically throughout the month. All claims shall be audited by board members by 5 p.m. on the day of the Regular Board meeting if at all possible. 6. The Bookkeeper produces a final Abstract of Vouchers the day of the Town Board meeting. 2 Town of Ulysses TOWN BOARD 2015 1 7. After the Town Board votes to approve payment of the claims, the Town Clerk signs the Abstract of Vouchers and the Bookkeeper cuts checks. 8. Supervisor signs checks. Checks are given to the Clerk's office and should be double-checked for accuracy against the abstract before mailing. 9. Invoices are then filed by vendor by the Town Clerk, with the most recent payment in front of the file. All claims must be approved for payment by the Town Board except for: (1) fixed salaries or compensation for services of offices or employees regularly engaged at agreed wages by the hour, day, week, or year; (2) principal or interest on indebtedness; (3) amounts becoming due on lawful contracts; (4) certain welfare payments (Town Law 125 & Social Services Law 86); (5) payments made pursuant to a court order; (6) mandatory payments to the State Comptroller for retirement. FURTHER RESOLVED that the Town Board authorizes the Supervisor to pay in advance of audit of claims for utilities, postage, and approved contractual agreements which if delayed may result in loss of discounts, the accrual of service charges, or cancellation of service. All such claims shall be presented at the next regular meeting, as per Town Law section 118. Moved: Mr. Kerness Seconded: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler absent Mr. Kerness aye Mr. Goldman aye Vote: 3-0 Date Adopted: 1/7/15 RESOLUTION 2015-4: 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. At a minimum, all minutes shall include all formal motions. 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 web site until approved by the Town Board. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler absent Mr. Kerness aye Mr. Goldman aye Seconded: Mr. Kerness 3 Town of Ulysses TOWN BOARD 2015 Vote: 3-0 Date Adopted: 1/7/15 RESOLUTION 2015-5: Mileage BE IT RESOLVED mileage at a rate of $0.575 cents per mile, based on the 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 form provided by the Town Clerk. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler absent Mr. Kerness aye Mr. Goldman aye Vote: 3-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness RESOLUTION 2015-6: Petty Cash BE IT RESOLVED that the Town Clerk and the Court Clerk's petty cash funds are each $300 for 2015. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler absent Mr. Kerness aye Mr. Goldman aye Vote: 3-0 Date Adopted: 1/7/15 (Mr. Hertzler arrived at this time.) Seconded: Mr. Kerness RESOLUTION 2015-7: Crime Coverage BE IT RESOLVED that the following crime coverage 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: ri Deputy Supervisor $650,000 Supervisor $650,000 Tax Collector/Town Clerk $650,000 Includes Faithful Performance Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 Town of Ulysses TOWN BOARD 2015 Seconded: Mr. Goldman RESOLUTION 2015-8: Financial report BE IT RESOLVED that an annual financial report be presented to the Town Clerk 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 time for filing the AUD is extended 60 days by the State Comptroller, the Supervisor's time for filing a copy of the AUD with the Town Clerk is extended for a like period. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-9: Financial reconciliations BE IT RESOLVED the Town follow the recommendation of auditor Ciaschi, Dietershagen, Little, Mickleson and Company and 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. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Seconded: Mr. Goldman 5 Town of Ulysses TOWN BOARD 2015 Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 RESOLUTION 2015-10: Financial institutions BE IT RESOLVED the 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 during the year and revised as necessary. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-11: Financial audit 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 15th, 2015 at 8 a.m. Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-12: Procurement policy BE IT RESOLVED that the Town Procurement policy as adopted on November 17, 2010 is the ruling document for purchases. The Town Clerk will direct all department heads and Town Board members to review the Procurement Policy. C$I Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 Town of Ulysses TOWN BOARD 2015 Seconded: Mr. Goldman ESTABLISHMENT OF PAY PERIODS AND SALARIES: RESOLUTION 2015-13: Pay periods BE IT RESOLVED the Town Board hereby establishes the following payroll periods: 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 Monthly: Councilpersons Annually: Historian & Deputy Historian Voucher: contractual workers and all others not listed above Moved: Ms. Zahler Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-14: Pay rates BE IT RESOLVED that the Town Board hereby establishes the following pay rates for employees and elected officials in 2015. If necessary to appoint a new employee or replace an elected official during the year of 2015, the Town Board will establish a salary commensurate with the experience and availability of funds: 7 2015 Budgeted Hourly rate if Position Appropriation a licable Town Board 7 Town of Ulysses TOWN BOARD 2015 1 Supervisor $16,238 - Budget Officer $15,808 - Second Deputy Supervisor $32,240 $20.00 Bookkeeper $20,800 $20.00 Councilperson $4,283 each - Clerk Town Clerk $49,612 - Deputy Town Clerk $33,950 $19.91 Court Town Justice $16,599 each - Court Clerk $40,085 - Planning, Zoning, Building Enforcement Officer for Building Code $31,564 - Deputy Enforcement Officer $15,000 $19.18 Zoning Officer $28,005 - Planner $28,005 - Planning and Zoning Clerk $5,000 $16.00 Planning and BZA Chairs $200 each Planning and BZA Members $100 each Highway Highway Superintendent $61,088 - Deputy Highway Superintendent multiple budget lines $22.62 Highway Machine Equipment Operators Laborer multiple budget lines multiple budget lines $18.84 - $20.47 $13.70 Water Water Distrib. & Maintenance Operator $15,500 $18.84 Water District Laborer $4,800 $18.84 History Historian $1000 - Deputy Historian $500 - Moved: Ms. Zahler Seconded: Mr. Kerness Ms. Thomas absent Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 4-0 Date Adopted: 1/7/15 (Ms. Thomas arrived at this time.) RESOLUTION 2015-15: Time records I Town of Ulysses TOWN BOARD 2015 1 BE IT RESOLVED that all hourly employees shall turn in a Town of Ulysses time card by the end of the last day of the pay period recording regular and overtime hours in accordance with the personnel policy. Salaried employees, and elected officials wishing to participate in the town's benefits programs, 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 employee's supervisor and submitted to the Bookkeeper. If the employee is submitting 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 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. Employee Employee Supervisor Supervisor Rotating Town Board member Second Deputy Supervisor Town Supervisor Bookkeeper Town Supervisor Deputy Town Clerk Town Clerk Court Clerk Town Justices Enforcement Officer for Building Code Town Supervisor Deputy Enforcement Officer Enforcement Officer Zoning Officer/Planner Town Supervisor Planning and Zoning Clerk Zoning Officer/Planner Deputy Highway Superintendent Highway Superintendent Highway Machine Equipment Operators Laborer Highway Superintendent Water Distribution & Maintenance Operator Town Supervisor Water District Laborer Water Distribution and Maintenance Operator Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness we Town of Ulysses TOWN BOARD 2015 TOWN LIAISON APPOINTMENTS: RESOLUTION 2015-16: Town Board 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: Moved: Ms. Zahler Ms. Thomas 2014 2015 A. Highway Department Mr. Kerness Mr. Kerness B. Trumansburg Village Board of Trustees Ms. Zahler Ms. Zahler C. Personnel Mr. Kerness Mr. Kerness D. Health Insurance Consortium Board Mr. Goldman Ms. Zahler E. Planning Board and Board of Zoning Appeals Members will rotate Mr. Goldman, Mr. Kerness (alternate) F. Village Fire Department Mr. Hertzler Mr. Hertzler G. County and other Emergency Management Mr. Hertzler Ms. Wright H. Town Court Mr. Goldman Mr. Kerness I. Trumansburg Ulysses Youth Commission Ms. Zahler Ms. Zahler J. EMS Billing Oversight Committee N/A Ms. Zahler, Mr. Hertzler K. Village EMS N/A Ms. Zahler L. Joint Sidewalk Committee N/A Ms. Thomas, Ms. Wright Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman Ms. Zahler made a motion to move into executive session at 9:12 a.m. to discuss matters relating to the appointment of particular persons, seconded by Mr. Kerness, passed unanimously. The board returned from executive session at 9:38 a.m. 10 Town of Ulysses TOWN BOARD 2015 RESOLUTION 2015-17: 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: Title 2014 2015 Planning Board Chairperson John Wertis John Wertis Board of Zoning Appeals Chairperson George Tselekis George Tselekis Clerk for Planning Board & Board of Zoning Appeals Louis DiPietro Louis DiPietro Board of Assessment Review C. Thompson, David Means C. Thompson, David Means Tompkins County Environmental Management Council (EMC) John Hertzler John Hertzler Tompkins County Water Resources Council (WRC) Bill George & Darby Kiley Bill George & Darby Kiley Tompkins County Stormwater Coalition Darby Kiley Darby Kiley Stormwater Officer Darby Kiley Darby Kiley Trumansburg Ulysses Youth Commission Reps Sharon Bilotta & Andrea Murray Sharon Bilotta & Andrea Murray Recreation Partnership representative Durand VanDoren Durand VanDoren Tompkins County Youth Services Board Nancy Zahler working on this with TCYS Director (vacant) Ithaca/Tompkins County Transportation Council Planning Committee Darby Kiley Darby Kiley Ithaca/Tompkins County Transportation Council Policy Committee Darby Kiley Darby Kiley Tompkins County Council of Governments Liz Thomas / Nancy Zahler Liz Thomas / Nancy Zahler Tompkins County Area Development (vacant) (vacant) Fair Board liaison John Hertzler John Hertzler Historian and Deputy Historian John Wertis, Michelle Mitrani John Wertis, Michelle Mitrani Water District 3 Advisory Board Chairperson Diane Hillman Diane Hillman Tompkins County Animal Control Liz Thomas Liz Thomas Cayuga Lake Water Shed Intermunicipal Org. Darby Kiley Darby Kiley Trumansburg Chamber of Commerce Nancy Zahler/Rich Goldman (alt) Nancy Zahler/Rich Goldman (alt) Moved: Ms. Zahler Seconded: Mr. Goldman 11 Town of Ulysses TOWN BOARD 2015 Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness nay Mr. Goldman aye Vote: 4-1 Date Adopted: 1/7/15 RESOLUTION 2015-18: Planning Board and Board of Zoning Appeals BE IT RESOLVED that the Town Board has appointed the following Planning Board and Board of Zoning Appeals with staggered annual appointments. Members whose terms expire in 2014 may be either replaced or reappointed. The following members being reappointed for 2015: ZONING BOARD OF APPEALS (5 year terms) Name/phone%mail Address Date Date of Term Appointed Oath Expiration GEORGE TSELEKIS, Chair 1575 Trumansburg Road 1/3/2013 2/16/2013 12/31/2017 Phone: 272-1808 Ithaca, NY 14850 GTSELEK1@twcLiy.rr.com ROBERT HOWARTH 4124 Reynolds road 1/7/2015 ...... 12/31/2019 Phone: 387-3318 Trumansburg NY 14886 howarth@comell.edu STEPHEN MORREALE 5360 Pine Ridge Road 12/9/2014 1/28/2015 12/31/2015 Phone: 387-3816 Trumansburg NY 14886 Sjmll@comell.edu DAVID MEANS 26 Prospect St. 12/9/2014 6/4/2014 12/31/2016 Phone: 387-5011 Trumansburg NY 14886 popmeansg,yahoo.com ANDREW HILLMAN 3315 Swamp College 1/28/2015 2/6/2014 12/31/2018 Phone: 351-7085 Road andrew.hillman@davey.com Trumansburg NY 14886 CHERYL THOMPSON 3112 Perry City Road 12/9/2014 12/17/2014 12/31/2015 (alternate) Trumansburg NY 14886 Phone: 387-4123 cher. lt�psonarchitectggmail. c om PLANNING BOARD (5 year term) JOHN WERTIS, Chair 8144 Searsburg Rd. 12/9/2014 1/8/2015 12/31/2019 Phone : 387- 4331 Trumansburg, NY 14886 B W W Farmto day(a, ao 1. c o m SARAH ADAMS 4 Falls Road 2/8/2011 2/2011 12/31/2015 Phone :387-5696 H Trumansburg, NY 14886 sarahadams85( amail.com 12 Town of Ulysses TOWN BOARD 2015 1 DAVID DIAZ 35 Elm St., Apt. 2 12/9/2014 12/15/2014 12/31/2017 Phone: 220-3046 Trumansburg NY 14886 aye Mr. Goldman aye Dmdiaz73@hotmail.com DAVID BLAKE 2057 Trumansburg Rd 5/13/2014 5/14/2014 12/31/2016 Phone: 387-5428 Trumansburg NY 14886 Davidblake73 (aggmail.com ANDY RICES 5360 Rice Road 1/28/2014 2/4/2014 12/31/2018 Phone : 387-5446/216-5780 Trumansburg NY 14886 andrewressgrackercenters. org CRAIG SALINO (alternate) 50A Cayuga St. 12/9/2014 1/20/2015 12/31/2015 Phone: 280-9039 Trumansburg NY 14886 Csalino48ggmail.com LOUIS DIPIETRO (Clerk) 88 W. Main St. 11/12/2014 11/25/2014 12/31/2015 Phone: (716)307-2096 Trumansburg NY 14886 Dipietro.louis cggmail.com Darby Kiley, Environmental N/A N/A N/A Planner/Zoning Officer Ulysses.planner gmail.com Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness 13 CONTRACT APPOINTMENTS: RESOLUTION 2015-19: Attorney 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 2015 Addendum to Retainer Agreement which sets hourly fees for billing at $200 (Attorney) and $130, (Paralegals) is adopted. All other provisions for the 2009 Retainer Agreement shall remain in full force and effect subject to revision. FURTHER RESOLVED that the Town Board authorizes the Town Supervisor to sign the Addendum to the Retainer Agreement for 2015. Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness RESOLUTION 2015-20: Information Tech services BE IT RESOLVED that the Town Board authorizes the Town Supervisor to sign the Information Technologies 2015 contract with Jeff Burns at the rate of $45/hour. Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness RESOLUTION 2015-21: Cleaning Be it resolved that the Town of Ulysses enter into a cleaning contract between the Town of Ulysses and Radhika "Vanessa" Zavatski for the purpose of cleaning the town hall on a weekly basis for a period from January 1St through December 31St in the amount of $440 per month. Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Seconded: Mr. Kerness Town of Ulysses TOWN BOARD 2015 2015 Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 RESOLUTION 2015-22: Maintenance BE IT RESOLVED that the Town Board authorizes the Town Supervisor to sign the Town Hall maintenance contract with Mainstay Builders, LLC at a rate of $42.50/hour for carpentry and $65/hour for mechanicals as specified in the 2015 contract. Moved: Ms. Zahler Seconded: Mr. Kerness Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 GENERAL PROCEDURES AND POLICIES: RESOLUTION 2015-23: Policies - general BE IT RESOLVED that the Town of Ulysses has adopted 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 and these documents shall be also be maintained on the internal part of the town website. Each employee or elected official shall sign the Code of Ethics form documenting that they have reviewed and understand the policy. Moved: Mr. Kerness Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 RESOLUTION 2015-24: ADA Seconded: Mr. Goldman 15 Town of Ulysses TOWN BOARD 2015 2015 BE IT RESOLVED any individual having any special needs and wishing to attend a meeting please advise the Town Clerk of the special requirements at least one week prior to the meeting (ADA). Moved: Mr. Kerness Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-25: Records 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. This index of resolutions will be updated at least quarterly. FURTHER RESOLVED that the Town Clerk will send a final electronic version of each certified resolution to the Town Board and place the final version on the Town's file sharing network and on the website. Moved: Mr. Kerness Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-26: Records retention BE IT RESOLVED that the Records Retention and Disposition Schedule MU -1, issued pursuant to Article 57-A of the Arts and Cultural Affairs Law and containing legal minimum retention periods for municipal government records, is hereby adopted for use by all municipal officers in disposing of municipal government records listed therein. In accordance with Article 57-A: (1) Only those records will be disposed of that are described in Records Retention and Disposition Schedule MU -1 after they have met the minimum retention period prescribed therein. (2) Only those records will be disposed of that do not have sufficient administrative fiscal, legal or historical value to merit retention beyond established time periods. Moved: Mr. Kerness Seconded: Mr. Goldman 16 Town of Ulysses TOWN BOARD 2015 2015 Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 RESOLUTION 2015-27: Records Access Officer BE IT RESOLVED that the Town of Ulysses appoints the Town Clerk, Carissa Parlato as Records Access Officer with the backup Records Access Officer of Michelle E. Wright. Moved: Mr. Kerness Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Goldman RESOLUTION 2015-28: Gifts 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 bonuses, 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: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness RESOLUTION 2015-29: Minutes of the OM BE IT RESOLVED that any and all of these Organizational Resolutions be and remain subject to amendment throughout the year by the Town Board. 17 Town of Ulysses TOWN BOARD 2015 2015 The Town Clerk shall provide a certified copy of the finalized Organizational Meeting minutes and any amended versions to all Town Board members, and place the most recent version on the web under Meeting Minutes. Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness SHARED HIGHWAY SERVICES AGREEMENT: RESOLUTION 2015-30: Highway 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; 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. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness Mr. Goldman was excused at this time (10:05 a.m.) IN Town of Ulysses TOWN BOARD 2015 2015 RESOLUTION 2015-31: Appointment of Delegates to the Association of Towns RESOLVED that the Town's delegate to the Annual Association of Town's Meeting shall be Liz Thomas and the alternate delegate shall be John Hertzler. Further RESOLVED that the Town Board authorizes the attendance of any Town Officer at this meeting and the payment of the actual and necessary expenses to do so. Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness RESOLUTION 2015-32: Payment of Contracts RESOLVED, that the Town Board contracts for the following and authorizes the Town Supervisor to pay for and sign contracts for the following: SPCA for Dog Control $18,134 Gadabout $2,000 Foodnet $2,250 Trumansburg Senior Citizens $850 Ulysses Philomathic Library $14,000 Tompkins County Recreation Partnership $7,970 Ulysses Historical Society $700 Community Science Institute $5,718 Trumansburg Conservatory of Fine Arts $1,000 Jacksonville Community Park $3,000 Moved: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 1/7/15 Seconded: Mr. Kerness Ms. Zahler made a motion to adjourn the meeting at 10:21 a.m., seconded by Mr. Kerness and passed unanimously. 19 Respectfully submitted By Carissa Parlato 1123115 MCI Town of Ulysses TOWN BOARD 2015 2015