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HomeMy WebLinkAbout2026-04-16-Special Town Board Meeting MinutesTown of Danby Town Board Special Meeting Minutes Held Tuesday, April 16th, 2026, at the Danby Town Hall Board Members Present: Joel Gagnon, Town Supervisor DANI>Y Leslie Connors Mariah Dillon Zachary Larkins Mark Pruce Town Staff and Officials: Blake Savoy, Town Clerk Greg Hutnik, Town Planner Laura Shawley, Town Bookkeeper Ted Jones, Town Bookkeeper Steve Cortright, Town Code Enforcement Officer Garry Huddle, Town Justice Other Attendees: Marnie Kirchgessner Debbie Benson Atticus Johnson H. Katharine Hunter Sabine Lessmeister Pat Woodworth Capt. Charles Tilton Susan Perri Julie Clougherty Ted Crane C. King Katherine Meeting Called to Order at 4:02pm Reports and Presentations • Tompkins County Ethics Advisory Board (TCEAB) Opinion (Submitted previously, but discussed at this meeting) o The opinion was dated March 315t, formulated from a meeting held on March 6th, and was received by the Town Clerk and Town Board upon the Clerk's inquiry on April Pt. • Descriptions for Positions Reporting to the Supervisor (Appendix A) Business Audit Credit Card Bill and Authorize Payment Resolution 137 of 2026- To Approve Payment for Abstract 8 General Fund Vouchers #139-145 for $879.38 Vote Moved by Connors Seconded by Pruce Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 137 of 2026 passed on April 16th, 2026 Resolution 138 of 2026- To Approve Payment for Abstract 8 Highway Fund Voucher #57 for $49.97 Vote Moved by Connors Seconded by Pruce Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 138 of 2026 passed on April 16th, 2026 Revisit Hiring Process for Bookkeeper (continued from vrevious meetin Supervisor Gagnon stated that he had asked the Tompkins County Ethics Advisory Board for an opinion regarding a conflict of interest in his prospective appointment of his tenant to the Bookkeeper/Assistant to the Supervisor position. They found there would be a conflict of interest and created an advisory opinion that was shared with the Town Board, as well as publicly. He stated that he had written a statement for the record to be submitted for correspondence at the next meeting in which he acknowledged the opinion that there would be a conflict, and that he would agree to abide by their recommendations. Board Member Pruce presented resolutions relating to the hiring process. Resolution 139 of 2026- To Accept and Acknowledge the Tompkins County Ethics Advisory Board Advisory Opinion WHEREAS, the Tompkins County Ethics Advisory Board received a request for an advisory opinion from Town of Danby Supervisor Joel Gagnon regarding an ethics matter arising from the February 3, 2026 Town Board meeting; and WHEREAS, the Ethics Advisory Board met on March 6, 2026 and issued a unanimous advisory opinion dated March 31, 2026, finding violations of the Danby, County, and State codes of ethics, and referring the matter to the Danby Town Board for action pursuant to Town of Danby Code of Ethics Section V; and WHEREAS, the Town of Danby Town Board reaffirms its commitment to the Town of Danby Code of Ethics and its obligation to uphold the public trust, and believes that transparency, integrity, and accountability are fundamental to effective and ethical local governance; NOW, THEREFORE, BE IT RESOLVED that the Town of Danby Town Board hereby accepts and acknowledges receipt of the Tompkins County Ethics Advisory Board's Advisory Opinion for the Town of Danby, dated March 31, 2026; BE IT FURTHER RESOLVED that the Town Board acknowledges the following recommendations of the Ethics Advisory Board: 1. That Town Supervisor Joel Gagnon publicly disclose the actual or apparent conflict of interest in writing and at the next public meeting; 2. That the Town of Danby reopen the hiring process for the Bookkeeper position to other applicants, if it has not already done so, and consider all applicants based on their qualifications for the position; and 3. That Town Supervisor Joel Gagnon recuse himself from the hiring process for the Bookkeeper position and not participate in any discussion or decision regarding candidates for that position; and BE IT FURTHER RESOLVED that the Town Board extends its sincere thanks to the Tompkins County Ethics Advisory Board, and particularly to Chair Iris Packman, for their review of this matter. Vote 2 1 P a g e Moved by Gagnon Seconded by Dillon Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 139 of 2026 passed on April 16th, 2026 The Board invited Ted Jones to speak regarding his considerations for the position. He stated his credentials, including that he was retiring after working for a company that provides software for municipal bookkeeping, and that he had hoped to do part-time municipal bookkeeping as a consultant. He stated that he did not want a salaried position, citing concerns of being asked to do too much. Additionally, Jones offered to train a bookkeeper, noting a bulk of the time at his job was spent doing so. Several members of the Board seemed partial to the idea but noted that conducting another hiring process for the position would delay things further. The Board agreed to treat his role as that of a consultant, including the potential for a "gatekeeper" who would determine whether an inquiry needed to be directed to him. The method of payment, in the form of a salary rather than hourly as a consultant might receive, was kept with an intent to revisit the practice in a few months. Resolution 140 of 2026- To Approve the Hiring of Bookkeeper WHEREAS, the Town of Danby has a need for bookkeeping services; and WHEREAS, Ted Jones has been identified as a qualified candidate for the position of Bookkeeper; NOW, THEREFORE, BE IT RESOLVED that the Town of Danby Town Board hereby approves the hiring of Ted Jones as Bookkeeper for the Town of Danby, for an annual salary of $16,000, effective April 1, 2026; and BE IT FURTHER RESOLVED that the Town Supervisor is authorized to execute any employment documents necessary to effectuate this hire. Vote Moved by Pruce Seconded by Connors Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 140 of 2026 passed on April 16th, 2026 The Board discussed the role of "Accounting Clerk". They noted that this position is currently, in part, filled by Julia Hughes. The new role, as described, would increase her duties to include payroll and some limited HR functions. Clerk Savoy stated that Julia Hughes was appointed a second deputy for the purposes of tax collection and that she had requested to still be able to do that next year. A motion was made by Board Member Connors, seconded by Board Member Larkins to approve the following resolution with the language "accounting clerk". Bookkeeper Shawley cautioned about a change in job titles, referencing Hughes' current title of part-time accounting assistant/part-time typist. She noted that there are civil service implications for changes in title, but that the duties that were prospectively assigned would still be covered under her current title. The resolution was c amended to maintain her current title, with the understanding that the duties under "accounting clerk" would be assigned to her. Resolution 141 of 2026- To Approve the Hiring of Julia Hughes as Part -Time Accounting Assistant/Part-Time Typist WHEREAS Julia Hughes was hired to provide assistance to the Bookkeeper and has expressed a willingness and desire to take on additional duties as well as demonstrating in her performance white employed by the Town that she has the aptitude to do so, now therefore BE IT RESOLVED that the Town Board approves of her hire for Part -Time Accounting Assistant/Part-Time Typist, and BE IT FURTHER RESOLVED that compensation for the position be initially fixed at $24.82/hour. Vote Moved by Pruce Seconded by Connors Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 141 of 2026 passed on April 16th, 2026 Board Member Pruce stated that in light of the findings of a conflict of interest, while the position of Assistant to the Supervisor is appointed by the Supervisor, it was necessary to introduce a process for the hiring of the Assistant without influence from Supervisor Gagnon based on the recommendations by the Tompkins County Ethics Advisory Board. He noted that he hoped that future appointments for the position would include more transparency with the rest of the Board. Resolution 142 of 2026- To Establish an Ad Hoc Hiring Committee for the Assistant to the Supervisor Position WHEREAS the Town of Danby Town Board will be overseeing the search and hire of the new Assistant to the Supervisor as per the recommendations of the Board of Ethics; WHEREAS the Town Board wishes to ensure a structured and transparent process for filling the Assistant to the Supervisor position; NOW, THEREFORE, BE IT RESOLVED that the Town of Danby Town Board hereby establishes an Ad Hoc Hiring Committee for the purpose of filling the Assistant to the Supervisor position, to consist of members of the Town Board and town staff; BE IT FURTHER RESOLVED that the Ad Hoc Hiring Committee shall be responsible for the following: 1. Posting a position description for the Assistant to the Supervisor; 2. Reviewing applications and resumes received; 3. Conducting candidate interviews; and 4. Making a hiring recommendation to the full Town Board for its consideration and approval; and BE IT FURTHER RESOLVED that should a conflict of interest, or appearance of a conflict of interest, arise between any member of the committee and any candidate for this position, that the committee member will recuse themselves and remove themselves from the committee; BE IT FURTHER RESOLVED that the Ad Hoc Hiring Committee shall dissolve upon the Town Board's approval of a hire and acceptance thereof by the Supervisor. Vote Moved by Pruce Seconded by Connors Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 142 of 2026 passed on April 16th, 2026 The Board discussed who to appoint to the forementioned committee. Supervisor Gagnon noted some concerns regarding not being allowed on a committee to find his assistant. Board Member Pruce noted that his absence from the committee would the most direct way to follow the recommendations from the TCEAB, as well as that the decision is ultimately his as to who is accepted for the role. Resolution 143 of 2026- To Appoint Mariah Dillon, Leslie Connors, Julia Hughes, Ted Jones, and Laura Shawley to the Ad Hoc Hiring Committee for the Assistant to the Supervisor Position Discussion It was decided that Board Member Dillon would act as the chair for the committee. Vote Moved by Pruce Seconded by Connors Vote: Connors Yes Dillon Yes Larkins Yes Pruce Yes Gagnon Yes Resolution 143 of 2026 passed on April 16th, 2026 After the vote, Board Member Larkins noted that Supervisor Gagnon had not recused himself from the foregloing resolutions, including the one for the appointment of the "Bookkeeper", which was specifica ly mentioned by the TCEAB. Board Member Pruce acknowledged the mistake, but also noted that the opinion was created at a point when the position of `Bookkeeper" encompassed all three roles, and that the position for "Assistant to the Supervisor" was the relevant role, and that such recusal was based on the grounds of hiring his tenant, which was not Ted Jones. Code Enforcement Discussion The Board invited Steve Cortright to discuss the level of code enforcement. Officer Cortright asked the Board, noting the three new members, how they felt about the current level of enforcement being done. He encouraged the Board to talk to him about a perceived lack of enforcement but also noted that there are different stages of enforcement. Board Member Larkins asked about the costs relating to enforcement, including certified letters of violation and court fines. Cortright responded that it varied, but at least $100. He further noted that some of these are futile notifications, such as those served for properties that are owned by the deceased. Board Member Connors expressed weighing these factors with property values, as well as the risk of "attractive nuisances" and the potential for the Town liability. 5 1 P a g e Officer Cortright explained that while enforcement has been ongoing, he hasn't had the opportunity to take on new actions as he is still backlogged from a rush at the end of last year before tax credits for solar PV installations expired: He also noted that he had recently undergone a medical procedure, and that recovery was his top priority. Board Member Connors stated that she would like to see the enforcement steps taken included on the monthly report. Cortright noted that some of the violations that have not been resolved date back over 20 years, and that the long history therein speaks to the complexities of such enforcement. Board Members Pruce and Larkins inquired if or how they could assist, but Cortright noted that the process was mostly just long. Board Member Dillon stated that she would also like to see enforcement actions recorded on the monthly report, even small steps taken, such as sending a certified letter. The meeting was adjourned at 5:31 PM. Appendix A Descriptions for Positions Reporting to the Supervisor Bookkeeper • Responsibilities o Attend board meetings (zoom or in -person) at least monthly and in addition as requested o Reconcile bank statements o Prepare all monthly reports (Trial Balance, Detail of Revenue, Detail of Expenditure, Balance Sheet, Budget Comparisons, etc.) o Cash management between accounts o Review vouchers prepared by Accounting Clerk o Coordinate check printing and keep checking account funded o Coordinate with payroll clerk for cash management purposes o Work with the Supervisor and Board to prepare yearly budget o Close all books and prepare and submit the Annual Report to NYS Accounting Clerk • Up to 27 hours per week • Responsibilities o Vouchers & abstract o Payroll & Checks o Maintain employee records o Assist employees with payroll questions o Pay payroll taxes and payroll deductions bills o Coordinate with Bookkeeper, re: cash management o Making bank deposits Assistant to the Supervisor 5-15 hours per week Responsibilities o Correspondence with town depts, govt entities, vendors, etc. o NYS Retirement system and reports o Coordinate worker comp claims, disability filings o Prepare year end W2s o Maintain compensated absence balances for non -highway employees o Rep town on Health Insurance Consortium Meetings o Calculate solar credits o Prepare the quarterly reporting to the Federal and State Govts o Additional tasks at the discretion of the supervisor (research, etc.) 7 1 P a g e