HomeMy WebLinkAbout2020-01-02TB 1-2-20
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TOWN OF DRYDEN
TOWN BOARD MEETING
January 2, 2020
Present: Supervisor Jason Leifer, Cl Daniel Lamb, Cl Loren Sparling,
Cl Kathrin Servoss, Cl James Skaley
Elected Officials: Bambi L. Avery, Town Clerk
Other Town Staff: Ray Burger, Director of Planning
Supv Leifer called the meeting to order at 1:45 p.m.
Last month the board discussed the increased cost of the grit removal project at the
Ithaca Area Wastewater Treatment Plant and the need to adopt an order calling a public
hearing on the matter.
RESOLUTION No. 1 (2020): Order Setting Public Hearing Regarding an Increase in the
Maximum Amount to be Expended for the Town of Dryden’s Contribution to the IAWWTF
Grit Removal Improvements From $142,362 to $219,932.
Moved: Supv Leifer Seconded: Cl Lamb
WHEREAS, on January 10, 2019, the Dryden Town Board held a public hearing and
subsequently adopted a Public Interest Order authorizing the IAWWTF Grit Removal
Improvements (“the Improvements”) through Resolution 26 of 2019 covering the entire area of
the Town of Dryden sewer districts served by the jointly ow ned and managed Ithaca Area Waste
Water Treatment Facility (IAWWTF) in the City of Ithaca (hereafter “Sewer Improvement Area”);
and
WHEREAS, the notice of public hearing and subsequently adopted Public Interest Order
initially determined that the total project cost was $7,190,000 with the total estimated total cost
to the Sewer Improvement Area (for the Town of Dryden) being $142,362, and the adopted Public
Interest Order stated that the maximum amount proposed to be expended by the Town of Dryden
was $142,362, and
WHEREAS, subsequent to adoption of said Public Interest Order, the Town of Dryden
Town Board adopted a Sewer District Consolidation Plan pursuant to Town Board Resolution
140 of 2019 which consolidation took effect on January 1, 2020; and
WHEREAS, by Resolution dated December 18, 2019, a copy of which shall be attached
to the minutes of the Dryden Town Board adopting this Public Interest Order, the Sewer Joint
Commission (“SJC”) of which the Town of Dryden is a member, resolved that the tota l Grit
Removal Improvement Project costs had been under-estimated and the total project costs have
increased from an estimated total of $7,190,000 to $11,107,675, with the Town of Dryden’s total
cost increasing from $142,362 to $219,932, resulting in an in crease in cost to the Town of
Dryden of $77,570; and
WHEREAS, as outlined in a resolution of the SJC dated December 18, 2019 bids were
received for the IAWWTF Grit Removal and Miscellaneous Improvements Project on November
26, 2019, and Staff, in association with the Plant’s consulting engineers, GHD, have completed
the Post-Bid Project Cost Analysis, and have concluded that GHD's "opinion of probable project
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costs" (Engineers Estimate) was low, and the bids received were responsive and reflective of
today's reality, and
WHEREAS, based on the determination that the previously estimated cost of the project
was low, the SJC is requesting members Town of Dryden, Town of Ithaca and City of Ithaca to
approve an increase in their respective contributions to the total estimated cost of improvements;
and
WHEREAS, in light of the increase in estimated costs of the improvements, the Engineers,
GHD have prepared a new estimate of cost in a memo that amends the map, plan and report for
the Improvement by increasing the maximum estimated cost to the Sewer Improvement Area
from $142,362 to $219,932, and
WHEREAS, no other changes are proposed to any aspect of the Sewer Improvement Area;
and
WHEREAS, the Dryden Town Board now wishes to call a public hearing for the purp ose
of considering the maximum amount to be expended by the Town of Dryden from $142,362 to
$219,932 and to hear all persons interested in the subject thereof, all in accordance with the
provisions of Section 209-q of the Town Law;
NOW THEREFORE, IT IS HEREBY ORDERED by the Town Board of the Town of Dryden,
Tompkins County, New York as follows:
Section 1. A public hearing shall be held by the Town Board of the Town of Dryden,
Tompkins County, New York, at the Town Hall located at 93 East Main Street, Dryden, New York
on the 16th day of January, 2020, at 6:30 PM Prevailing Time, to consider the aforesaid increase
in the maximum amount to be expended by the Town of Dryden, on the Improvements, and to
hear all persons interested in the subject thereof concerning the same to take such action thereon
as is required by law.
Section 2. The Town Clerk is hereby authorized and directed to publish a Notice of Public
Hearing regarding the aforesaid increase in the maximum amount to be expended, with such
Notice to be published once in the official newspaper, and also to post a copy thereof on the town
signboard maintained by the Town Clerk, not less than ten (10) nor more than twenty (20) days
before the day designated for the hearing as aforesaid, all in accordance with the provisions of
Section 209-q of the Town Law.
Section 3. This Order shall take effect immediately.
The question of the adoption of the foregoing Order was duly put to vote on a roll call,
which resulted as follows:
Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #2 (2020) – RULES OF PROCEDURE
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board use Town Law Section 63. That section reads as
follows:
“The supervisor, when present, shall preside at the meetings of the town board. In the absence
of the supervisor, the other members shall designate one of their members to act as temporary
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chairman. A majority of the board shall constitute a quorum for the transaction of business,
but a lesser number may adjourn. The vote upon every question shall be taken by ayes and
noes, and the names of the members present and their votes shall be entered in the minutes.
Every act, motion or resolution shall require for its adoption the affirmative vote of a majority of
all the members of the town board. The board may determine the rules of its procedure, and
the supervisor may, from time to time, appoint one or more committees, consisting of members
of the board, to aid and assist the board in the performance of its duties.”
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #3 (2020) – OFFICIAL ADVERTISING
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board designate The Ithaca Journal as the official
newspaper of the Town of Dryden for the year 2020.
2nd Cl Sparling
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #4 (2020) – DESIGNATE OFFICIAL DEPOSITORY
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that the Town Board designate The First National Bank of Dryden as the
official depository for the Town of Dryden for the year 2020.
2nd Cl Servoss
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #5 (2020) – APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments:
▪ Bambi L. Avery as Receiver of Taxes and Assessments.
▪ Bambi L. Avery as licensor for Games of Chance and Bingo.
▪ Town Supervisor has the power and duties of administration and supervision of the
Town of Dryden Special Improvement District functions for all Special Improvement
Districts (Water, Sewer, Lighting) to be performed on behalf of the Town Board
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▪ Town Supervisor has the power and duties of administration and supervision of the
Town of Dryden on Special Assessment Fund functions to be per formed on behalf of
the Town Board.
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #6 (2020) – AUTHORIZATIONS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby authorizes the following individuals to sign on
Town of Dryden accounts: Jason Leifer, Bambi L. Avery, Lee Ann Parker and Chrystle
Terwilliger, and further
RESOLVED, that this Town Board authorizes the Supervisor to pay in advance of the
audited claims the utility bills any sewer/water district payments, and postage cost for purpose
of mailing tax bills, all claims to be presented at the next regular boar d meeting, and further
RESOLVED, that this Town Board authorize a petty cash fund for the Town Clerk not to
exceed $200.00, and Receiver of Taxes and Assessments not to exceed $200.00, as needed for
postage, and Justice's petty cash fund not to exceed $100.00, and for the Recreation
Department not to exceed $200.00 for the year 2020, and further
RESOLVED, that mileage will be paid to Town officials and employees when using their
own car for official town business (other than town meetings or tr avel to and from the job site)
at the rate set by the Internal Revenue Service and Treasury Department for the 2020 calendar
year, and further
RESOLVED, that the annual salaries for Town Officers as stated in the 2020 General
Town Budget be as follows:
Supervisor $27,810.00
Councilperson (4) $30,900 ($7,725.00 each)
Town Clerk $36,050.00
Highway Superintendent $75,280.00
Town Justice $44,400.00 ($22,200 each)
Deputy Supervisor $1,545.00
And the Supervisor is authorized to pay the above salaries, and further
RESOLVED, that the Town Board does hereby adopt the 2020 wages that were
discussed and agreed upon during the budget process, and further
RESOLVED, that the Justices be authorized to attend training schools during the year
and will be reimbursed for actual expenses, and further
RESOLVED, that because the Highway Superintendent, Deputy Highway
Superintendent, and Assistant Superintendent of Public Works are on call 24 hours a day,
seven days a week, the Dryden Town Board authorizes the use of town vehicles clearly marked
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with the Town of Dryden logo for travel to and from work, provided they are not used for
personal use, and further
RESOLVED, that this Town Board authorize the Town Supervisor to write to the New
York State Office of the State Comptroller and request a 60-day extension for the filing of the
2019 annual update document, if necessary.
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #7 (2020) – APPOINTMENTS AND AUTHORIZATIONS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board appoint the following:
▪ TG Miller Engineers & Surveyors as Town Engineer
▪ True Walsh as Town Attorneys
▪ Jennifer Case as Bookkeeper
▪ Jason Leifer as Budget Officer
▪ Bambi L. Avery as Marriage Officer for a term to expire December 31, 2020.
2nd Cl Skaley
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #8 (2020) – PLANNING BOARD APPOINTMENTS
Cl Servoss offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Daniel Bussmann to the Planning
Board for a term to expire December 31, 2026, Simon St Laurent and Alice Green to serve as
alternates to the Planning Board through December 31, 2020, and John Kiefer as Chair of the
Planning Board 2020. The Chair will be paid an annual stipend of $500.00.
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #9 (2020) – CONSERVATION BOARD APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby reappoints Nancy Munkenbeck, Jeanne
Grace, Craig Schutt, and Gian Dodici, to the Conservation Board for terms to expire December
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31, 2022, Milo Richmond to serve as an alternate to the Conservation Board through December
31, 2020, and Gian Dodici as Chair of the Conservation Board for 2020.
2nd Cl Servoss
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #10 (2020) – APPOINT DRYDEN RECREATION & YOUTH
COMMISSION MEMBERS
Cl Servoss offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby (re)appoints Joanne Holland and Alice Green
to the Recreation & Youth Commission with terms to expire December 31, 2022, Ronald
Szymanski with a term to expire December 31, 2021, and David Peck as Chair for the
commission.
2nd Supv Leifer
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Because there have been no applications for the Zoning Board of Appeals there will be a
vacancy until we have a candidate come forward.
RESOLUTION #11 (2020) – APPOINT ZONING BOARD OF APPEALS MEMBERS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Janis Graham as Chair of the
Zoning Board of Appeals as Chair for 2020 with an annual stipend of $500.00.
2nd Cl Skaley
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #12 (2020) – AG COMMITTEE APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments to the
Agriculture Advisory Committee: Brian Magee and Erin Bieber for terms expiring December 31,
2022, and Evan Carpenter as Chair.
2nd Cl Skaley
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
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Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #13 (2020) BROADBAND COMMITTEE APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments to the
BROADBAND Committee: John Kiefer, Sam Bouabane, Paul Lutwak, Fred Balfour and Jason
Liefer for terms expiring December 31, 2020, and Jason Liefer as Chair.
2nd Cl Skaley
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #14 (2020) – APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments:
• Historian – Harry Weldon, to be paid an annual stipend of $600.00
• Fair Housing Officer – Ray Burger
• Stormwater Management Officer – David Sprout
• Zoning Officer – Ray Burger
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Supv Leifer Yes
Cl Sparling Yes
Cl Lamb Yes
RESOLUTION #15 (2020) – APPOINT FIRE WARDEN
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Jason Leifer as Fire Warden and
Daniel Lamb as Deputy Superintendent of Fires.
2nd Cl Skaley
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #16 (2020) – APPOINT DOG CONTROL OFFICERS
Supv Leifer offered the following resolution and asked for its adoption:
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RESOLVED, that this Town Board hereby appoints Richard Leonard and Thelma Hefner
to serve as Dog Control Officers.
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #17 (2020) – REPRESENTATIVE TO ASSOCIATION OF TOWNS MEETING
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Kathrin Servoss as representative to
the 2020 Association of Towns Meeting, and Bambi Avery as alternate.
2nd Cl Servoss
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Supv Leifer asked that those attending the AOT conference make a report to this board.
RESOLUTION #18 (2020) – APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments:
▪ Tompkins County Council of Governments: Supv Leifer as representative and Cl
Lamb as alternate.
▪ Greater Tompkins County Municipal Health Insurance Consortium: Kathrin
Servoss as representative and Jennifer Case as alternate board member, and
Jennifer Case as representative and Kathrin Servoss as alternate to the Joint
Committee on Plan Structure and Design.
▪ Ithaca Tompkins County Transportation Council: Ray Burger as representative
and Kathrin Servoss as alternative to the Planning Committee, and Kathrin Servoss
as representative and Ray Burger as alternate to the Policy Committee.
▪ Southern Cayuga Lake Intermunicipal Water Commission: Jack Rueckheim and
Supv Leifer
▪ Ithaca Area Wastewater Treatment Facility: Supv Leifer as representative and Ray
Burger as alternate
▪ Recreation Partnership: Alice Green
2nd Cl Servoss
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
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RESOLUTION #19 (2020) - CONTRACTS
Cl Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby approves the following contracts for the
amounts indicated and authorizes the Town Supervisor to execute the same and pay under the
terms of the contract:
a. Dog Control Kennel ($40,345)
b. Neptune Fire Department ($400,000)
c. Freeville Fire Department ($176,400)
d. Etna Fire Department ($155,000)
e. Varna Fire Department ($281,238)
f. Brooktondale Fire Department ($29,107)
g. Dryden Ambulance ($838,893.98)
h. Gadabout ($7,500)
i. Dryden Seniors ($1,500)
j. Southworth Library ($13,000)
k. Dryden Town Historical Society ($1,300)
l. Dryden Veterans Memorial Home, Inc. ($1,100)
m. Community Science Institute ($10,761)
n. Town of Caroline – Brooktondale Gauge Station ($3,018)
o. Youth Services – as budgeted
p. Dryden Intergenerational Chorus and Band per grant notice
2nd Cl Skaley
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #20 (2020) – TOWN BOARD MEETING SCHEDULE
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that the Dryden Town Board will hold its abstract and agenda meeting on
the second Thursday of each month at 6:00 p.m. and its regular business meeting on the third
Thursday of each month at 6:00 p.m. at the Town Hall, 93 East Main Street, Dryden.
2nd Cl Servoss
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #21 (2020) - VOUCHER/INVOICE SUBMISSION DEADLINES
Supv Leifer offered the following resolution and asked for its adoption:
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RESOLVED, that vouchers/invoices shall be submitted to the Supervisor's Office for
processing and payment ten days prior to the regularly scheduled AGENDA meeting each
month as follows:
Voucher/Invoice Submission
Deadline Dates (by Noon) For Abstract Date:
Monday, December 30, 2019 Thursday, January 9, 2020
Monday, February 3, 2020 Thursday, February 13, 2020
Monday, March 2, 2020 Thursday, March 12, 2020
Monday, March 30, 2020 Thursday, April 9, 2020
Monday, May 4, 2020 Thursday, May 14, 2020
Monday, June 1, 2020 Thursday, June 11, 2020
Monday, June 20, 2020 Thursday, July 9, 2020
Monday, August 3, 2020 Thursday, August 13, 2020
Monday, August 31, 2020 Thursday, September 10, 2020
Monday, September 28, 2020 Thursday, October 8, 2020
Monday, November 2, 2020 Thursday, November 12, 2020
Monday, November 30, 2020 Thursday, December 10, 2020
Dates for submission of vouchers for abstract 13 to be determined; check with the
bookkeeper toward the end of the year.
2nd Cl Servoss
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #22 (2020) - INVESTMENT POLICIES/GUIDELINES FOR TOWN OF DRYDEN
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that the objectives of the Investment policy of the Town of Dryden are to
minimize risk; to insure that investments mature when the cash is required to finance
operations; and to insure a competitive rate of return. In accordance with this policy, the
Supervisor is hereby authorized to invest all funds including proceeds of obligations and
reserve funds in:
- Certificates of Deposit issued by a bank or trust company authorized to do business in New
York State;
- Time Deposit Accounts in a bank or trust company authorized to do business in New York
State:
- Obligations of New York State;
- Obligations of the United States Government;
- Only reserve funds may be invested in Obligations of the Town of Dryden.
All other Local Government officials receiving money in their official capacity must deposit such
funds in negotiable order of withdrawal accounts.
All investments made pursuant to this investment policy shall comply with the following
conditions:
1. COLLATERAL
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a. Certificates of Deposits shall be fully secured by insurance of the Federal Deposit
Insurance Corporations or by obligations of New York State or obligations of the United
States or obligations of federal agencies, the principal and interest of which are
guaranteed by the United States, or obligations of New York State local governments.
Collateral shall be delivered to the Town of Dryden or a custodial bank. The market
value of collateral shall at all times equal or exceed the principal amount of the cer tificate
of deposit. Collateral shall be monitored no less frequently than quarterly.
b. Collateral shall not be required with respect to the direct purchase of obligations of New
York State, obligations of the United States, and obligations of federal ag encies the
principal and interest of which are guaranteed by the United States Government.
2. DELIVERY OF SECURITIES
a. Payment shall be made by or on behalf of the Town of Dryden for obligations of New York
State, the principal and interest of which are guaranteed by the United States. United
States Obligations, certificates of deposits, and other purchased securities upon delivery
thereof to the custodial bank. All transactions shall be confirmed in writing.
3. WRITTEN CONTRACTS
a. Written contracts may be required for the purchase of all certificates of deposit.
4. DESIGNATION OF CUSTODIAL BANK
a. The First National Bank of Dryden and Tompkins Trust Company, both authorized to do
business in the State of New York, and having an office for the transaction in the Town of
Dryden, are designated to act as custodial banks of the Town of Dryden ’s investments.
5. FINANCIAL STRENGTH OF INSTITUTIONS
a. All trading partners must be credit worthy. Their financial statements may be reviewed
annually by the Supervisor to determine satisfactory financial strength or the Supervisor
may use credit rating agencies to determine credit worthiness.
b. Investments in time deposits and certificates of deposits are to be made with banks or
trust companies. Their annual reports may be reviewed by the Supervisor to determine
satisfactory financial strength.
6. OPERATIONS, AUDIT AND REPORTING
a. The Supervisor or Deputy Supervisor shall authorize the purchase and sale and execute
contracts for certificates of deposit on behalf of the Town of Dryden.
b. At the time independent auditors conduct the annual audit of the accounts and financial
affairs of the Town of Dryden, the independent auditors shall audit the investments of the
Town of Dryden for compliance with the provisions of this investment policy.
c. Within sixty (60) days of the end of each of the first three quarters of the fiscal year, the
Supervisor shall prepare and submit to the Town Board a quarterly investment report,
which indicates the new investments, the inventory of existing investments, and such
other matters as the Supervisor deems appropriate.
d. Within 120 days of the end of the fiscal year, the Supervisor shall prepare and submit to
the Town Board an annual investment report; recommendations for change in these
investment guidelines; the results of the annual independent audit, the investment
income record; and such other matters as the Supervisor deems appropriate.
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At least annually, at the Organizational meeting of the Dryden Town Board, the board shall
review and amend, if necessary these investment policies.
The provisions of these Investment Guidelines and any amendments hereto shall take
effect prospectively and shall not invalidate the prior selection of any Custodial Bank or prior
investment.
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #23 (2020) – ADOPT PROCUREMENT AND PURCHASING POLICIES
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby adopts the Procurement and Purchasing
Policies, as follows:
Procurement Policy
This resolution sets forth the policy and procedures of the Town of Dryden to meet the
requirements of General Municipal Law, section 104 -b.
Purpose
Goods and services that are not required by law to be procured pursuant to competitive
bidding must be procured in a manner as to assure the prudent and economical use of public
moneys in the best interest of the taxpayers; to facilitate the acquisition of goods and services
of maximum quality at the lowest possible cost under the circumstances; and to guard against
favoritism, improvidence, extravagance, fraud, and corruption. To further these objectives, the
governing board is adopting an internal policy and procedures governing all procurements of
goods and services which are not required to be made pursuant to the competitive bidding
requirements of General Municipal Law, section 103 or of any other general, special, or local
law.
Procedures for Determining Whether Procurements are Subject to Bidding
The procedures for determining whether a procurement of goods or ser vices is subject to
competitive bidding and documenting the basis for any determination that competitive bidding
is not required by law is as follows:
Procedure:
a. Each proposed purchase must be initially reviewed to determine whether it is a purchase
contract or a public works contract.
b. Upon determination, a good faith effort shall be made to determine whether it is known
or can reasonably be expected the aggregate amount to be spent on the item of supply or
service is not subject to competitive bidding, taking into account past purchases and the
aggregate amount to be spent annually.
c. The following items are not subject to competitive bidding pursuant to Section 102 of the
General Municipal Law: purchase contracts under $10,000; public works contracts under
$35,000; emergency purchases; goods purchased from agencies for the blind or severely
handicapped; goods purchased from correctional institutions; purchases under State and
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county contracts; and surplus and second-hand purchases from another governmental
entity.
d. For purchases determined to be exempt from competitive bidding, documentation of this
determination shall be provided in writing by the individual making the purchase. This
documentation may include written or verbal quotes from vendors, a memo from the
purchaser indicating how this determination was made, a copy of the contract indicating
the source making the item or service exempt, a memo from the purch aser detailing the
circumstances leading to an emergency purchase, or any other appropriate written
documentation.
e. This policy will apply to all equipment rentals made throughout the year.
Statutory Exceptions from Quotations/Proposals Requirements of This Policy and
Procedures
Except for procurements made pursuant to General Municipal Law, section 103(3) (through
county
contracts) or section 104 (through State contracts), State Finance Law, section 162, Correction
Law, sections 184 and 186 (from “preferred sources,” including articles manufactured in
correctional institutions), or the items excepted herein (see below), alternative proposals or
quotations for goods and services shall be secured by use of either written requests for
proposals, written quotations, verbal quotations or any other method of procurement that
furthers the purposes of the General Municipal Law, section 104 -b.
Methods of Competition to be Used for Non-Bid Procurements
The methods of procurement to be used are as follows:
The time and documentation required to purchase goods and services under $1,000.00 via this
policy may be more costly than the item itself and would therefore not reflect the best interests
of the taxpayer. In addition, it is not likely such de minimis contracts would be awarded based
on favoritism.
All goods and services subject to this procurement policy will be secured by use of written
requests for proposals, written quotations, verbal quotations, or any other method which assures
favoritism will be avoided and goods will be purchased at the lowest price, except in the following
circumstances: purchase contracts over $10,000 and public works contracts over $35,000;
which are required to be competitively bid.
The following are the minimum requirements necessary for purchases and/or equipment rentals expected to exceed $1,000
in one year as required by this policy in order to achieve the highest savings:
Amount of Purchase Contract or Rental (under $10,000) Method
Under $2,500 No action required
$2,501 - $4,999 2 Verbal quotations or catalog pricing
AND obtain a Purchase Order from
Bookkeeper
$5,000 -$9,999 3 Written/fax quotations,
or written requests for
proposals or catalog pricings
Estimated Amount of Public Works Contract (under $35,000) Method
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Under $2,500 No action required
$2,501 - $9,999 2 Written/fax quotations
$10,000 - $34,999 3 Written/fax quotations or
written requests
for proposals
A good faith effort shall be made to obtain the required number of proposals or quotations. If the
purchaser is unable to obtain the required number of proposals or quotations, he or she will
document all attempts made to obtain proposals.
Awards to Other than the Lowest Responsible Dollar Offerer
Whenever any contract is awarded to other than the lowest responsible dollar offerer, the
reasons that such an award furthers the purpose of General Municipal Law, section 104 -b, as
set forth herein above, shall be documented as follows:
Documentation will include an explanation of how the awarded contract will achieve savings or
how the lowest bidder was not responsible. Determination of a bidder being declared not
responsible shall be made and documented by the purchaser.
Items Excepted From This Policy and Procedures by the Board
The board sets forth the following circumstances when, or types of procurements for which, in
the sole discretion of the governing body, the solicitation of alternative proposals or quotations
will not be in the best interest of Town of Dryden.
a. Professional services or services requiring special or technical skill, training or expertise.
The individual or company must be chosen based on accountability, reliability,
responsibility, skill, education and training, judgment, integrity, and moral worth. These
qualifications are not necessarily found in the individual or company offering the lowest
price and the nature of these services is such that they do not readily lend themselves to
competitive procurement procedures.
In determining whether a service fits into this category the Town Board shall take into
consideration the following guidelines: (a) whether services are subject to State licensing or
testing requirements; (b) whether substantial formal education or training is a necessary
prerequisite to performance of said services; and (c) whether services require a personal
relationship between the individual and municipal officials. Professional or technical services
shall include but not be limited to the following: services of an attorney; services of a physician;
technical services of an engineer engaged to prepare plans, maps and estimates; securing
insurance coverage and/or services of an insurance broker; services of a certified public
accountant; investment management services; printing services involving extensive writing,
editing or art work; management of municipally owned property; computer software or
programming services for customized programs, or services involved in substantial modification
and customizing of pre-packaged software.
b. Repair of equipment and machinery and maintenance items i.e.: toner, ribbons, oil
filters, nuts & bolts etc., as these can be specialized items. The purchaser will obtain
at least two verbal, written, faxed or catalog prices. It is at the purchaser’s disc retion
which product(s) to purchase.
c. Emergency purchases pursuant to Section 103(4) of General Municipal Law. Due to
the nature of this exception, these goods or services must be purchased immediately
and any delay to seek alternate proposals may threaten the life, health, safety or
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welfare of the residents. This section does not preclude alternate proposals if time
permits.
d. Purchases of surplus and second-hand goods from any source. If alternate proposals
are required, purchaser is permitted to purchase surplus and second-hand goods at
auction or via specific advertised sources where the best prices are typically obtained.
Prior Town Board approval is required for amounts over $2,500
e. goods purchased from agencies for the blind or correctional institutions pursuant to
Section 175-b of the State Finance Law; goods purchased from correctional
institutions pursuant to Section 186 of the Correction Law; purchases under State
contracts pursuant to Section 104 of the General Municipal Law; county contracts
pursuant to Section 103(3) of the General Municipal Law; or pursuant to subdivision
6 of this policy.
Individual(s) Responsible for Purchasing
Highway Superintendent
Director of Planning
Town Clerk
Town Supervisor
Recreation Supervisor Marty Conger
Town Bookkeeper
Town Justice
34 Note that this is a new requirement, effective January 1, 2009 (General Municipal
Law, section 104-b(2)(f)). Division of Local Government and School Accountability (Must
be updated biennially)of the State Comptroller
Input From Officers
Comments have been solicited from officers of the political subdivision or district therein
involved in the procurement process prior to the enactment of this policy and procedures, and
will be solicited from time to time hereafter.
Annual Review
The governing board shall annually review and, when needed, update this policy and
procedures.
The Town of Dryden Town Board shall be responsible for conducting an annual evaluation of
the effectiveness of the procurement policy and procedures and an evaluation of the control
procedures established to ensure compliance with the procurement policy, and shall be
responsible for reporting back to the board.
Unintentional Failure to Comply
The unintentional failure to comply fully with the provisions of General Municipal Law, section
104-b shall not be grounds to void action taken or give rise to a cause of action against the
Town of Dryden or any officer or employee thereof.
Town of Dryden Purchasing Policy
With the exception of the Highway Department and the Town Clerk/Receiver of Taxes, the
Bookkeeper/Bookkeeper’s Assistant must be consulted to ensure sufficient funds are available
prior to placing any order.
The Bookkeeper / Bookkeeper’s Assistant will first verify whether or not sufficient funds are
available.
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• If funds are available, the Bookkeeper / Bookkeeper’s Assistant will notify the department
that they can proceed with their order.
• If funds are not available the Bookkeeper / Bookkeeper’s Assistant will notify the
requisitioner of such and request a budget modification form be completed to transfer
funds from another account. A budget modification should only be used if another
account has available funds and the requested item is necessary within current budget
year. The budget modification will then be presented to the Board for approval.
• If a bid is necessary, the requisitioner will ask for Board approval to bid; then initiate the
process of having the appropriate person prepare the bid specifications.
• Approval of the Supervisor or Bookkeeper is required for any purchase in excess of $500,
with the exception of the Highway Department, where the limit shall be $10,000, and
with the exception of the Town Clerk/Receiver of Taxes, where the limit shall be $2500.
Prior approval will not be required for standard monthly purchases for parts/supplies,
and vehicle/equipment repairs unless specifically requested by vendor. Prior approval of
either the bookkeeper or the Supervisor is required for purchases of equipment or
software (i.e. computers, printers, monitors, copy machines, and items that will be added
to the Town’s capital asset list) and employee training/conference attendance t hat
involves overnight lodging.
• With the exception of the Highway Department and the Town Clerk/Receiver of Taxes,
once a department has spent 90% of any non-personnel, annual contract, or utility
related budget line (i.e. discretionary spending), the department head must seek Town
Board approval prior to utilizing funds from that budget line.
• The Bookkeeper will prepare the purchase order, retain a copy and return the original to
the requisitioner for ordering.
Packing slips, delivery receipts, invoices, and statements should be compiled for each purchase,
stapled behind the purchase order or completed voucher form and submitted to the Bookkeeper
for verification and approval. After approval, vouchers will be forwarded to the Town Clerk's
office for data entry. After entry, purchase orders will be submitted to the Board for payment
approval.
Vouchers may be submitted weekly or upon completion, but must be submitted by 12am the
first Friday of the month. If Vouchers are received after this time we will try to include them in
the abstract if possible.
This system will not apply to utilities, bills from other municipalities, legal and engineering
services, water and sewer billing, election workers, jury expenses, law book expenses,
software/hardware contracts and insurance payments. Payments of this nature will continue to
use vouchers and be submitted to the Board for approval for payment.
The Bookkeeper will receive copies of all contracts entered into by the Town and all resolutions
allotting funds for any service or item.
2nd Cl Lamb
Roll Call Vote Cl Sparling Yes
Cl Skaley Yes
Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
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Supervisor appointments and committee assignments were discussed and made as
follows:
Deputy Supervisor ------------------------------------------------- Cl Daniel Lamb
Finance & Grants Committee ------------------------------------ Cl Servoss, Cl Skaley
Emergency Services Committee---------------------------------- Supv Leifer, Cl Lamb
Human Resources Committee------------------------------------ Cl Servoss, Cl Skaley
Infrastructure Committee (inc Highway/DPW liaison)-------- Supv Leifer
Representative to Planning Board-------------------------------- Cl Lamb, Supv Leifer
Representative to Conservation Board--------------------------- Cl Skaley, Cl Lamb
Representative to Ag Advisory Committee----------------------- Cl Sparling
Representative to Recreation & Youth Commission----------- Cl Sparling, Cl Servoss
Liaison to Village of Freeville-------------------------------------- Supv Leifer
Liaison to Village of Dryden--------------------------------------- Supv Leifer
Representative to Rail Trail Task Force-------------------------- Cl Lamb, Cl Sparling
Representative to Tompkins County Legislature--------------- Cl Servoss, Supv Leifer
Representative to Climate Smart Task Force------------------- Cl Sparling
There being no further business, on motion made, seconded and unanimously carried,
the meeting was adjourned at 3:30 p.m.
Respectfully submitted,
Bambi L. Avery
Town Clerk