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HomeMy WebLinkAboutTB 2024-01-11TB 1-11-24 APPROVED Page 1 of 17 TOWN OF DRYDEN TOWN BOARD ORGANIZATIONAL MEETING And First January Meeting January 11, 2024 Present: Supervisor Jason Leifer, Cl Daniel Lamb, Cl Spring Buck, *Cl Leonardo Vargas-Mendez, *Cl Christina Dravis Elected Officials: Bambi L. Avery, Town Clerk Rick Young, Highway Superintendent Other Town Staff: *Cassie Byrnes, Confidential Secretary to the Supervisor Ray Burger, Planning Director *attended via Zoom Supv Leifer called the meeting to order at 6:07 p.m. RESOLUTION #1 (2024) – APPROVE ABSTRACT #13 AND ABSTRACT #1 Supv Leifer offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby approves Abstract #13 (2023), as audited, general vouchers #1269 through 1343 totaling $850,330.01, and Abstract #1 (2024), as audited, general vouchers #1 through #1 through #42 ($852,959.64) and TA vouchers #1 through #4 ($7,022.74), totaling $859,982.38. 2nd Cl Lamb Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Board members have been provided with a proposed draft of the resolutions adopted at the organizational meeting each year. Supv Leifer reviewed those with board members and some changes were made. Resolutions #2 through #25 were moved as a group by Supv Leifer. RESOLUTION #2 (2024) – RULES OF PROCEDURE 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 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 TB 1-11-24 APPROVED Page 2 of 17 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.” RESOLUTION #3 (2024) – OFFICIAL ADVERTISING RESOLVED, that this Town Board designates The Ithaca Journal as the official newspaper of the Town of Dryden for the year 2024. RESOLUTION #4 (2024) – DESIGNATE OFFICIAL DEPOSITORY RESOLVED, that the Town Board designates The First National Bank of Dryden as the official depository for the Town of Dryden for the year 2024. RESOLUTION #5 (2024) – APPOINTMENTS 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.  Town Supervisor has the power and duties of administration and supervision of the Town of Dryden on Special Assessment Fund functions to be performed on behalf of the Town Board.  Town Supervisor has all the power and duties of administration and supervision of Dryden Fiber, to be performed on behalf of the Town Board, and to act under the authority granted in Resolution #188 of 2022.  Town Supervisor has the power and duties of administration and supervision of the Dryden Fiber Right of Way Access Agreements with property owners, an act under the authority granted in Resolution #195 of 2023. RESOLUTION #6 (2024) – AUTHORIZATIONS 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 Loren Sparling, 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 board 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 2024, 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 travel to and from the job site) at the rate set by the Internal Revenue Service and Treasury Department for the 2024 calendar year, and further RESOLVED, that the annual salaries for Town Officers as stated in the 2024 General Town Budget be as follows: TB 1-11-24 APPROVED Page 3 of 17 Supervisor $33,727.00 Councilperson (4) $37,472.00 ($9,368.00 each) Town Clerk $44,594.00 Highway Superintendent $93,121.00 Town Justice (2) $54,922.00 ($27,461.00 each) Deputy Supervisor $4,725.00 And the Supervisor is authorized to pay the above salaries, and further RESOLVED, that the Town Board does hereby adopt the 2024 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 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 authorizes 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 2023 annual update document, if necessary. RESOLUTION #7 (2024) – APPOINTMENTS AND AUTHORIZATIONS RESOLVED, that this Town Board appoint the following:  TG Miller Engineers & Surveyors as Town Engineer  Coughlin & Gerhart, LLP as Town Attorneys  Amanda Anderson as Bookkeeper  Jason Leifer and Amanda Anderson as Co-Budget Officers  Bambi L. Avery as Marriage Officer for a term to expire December 31, 2024.  Jason Leifer as System Administrator as referenced in the Computer Information Security Policy RESOLUTION #8 (2024) – APPOINT DRYDEN RECREATION AND YOUTH COMMISSION MEMBERS RESOLVED, that this Town Board hereby appoints Leslie Debo, Claudia Haferkamp- Wise, and David Peck to the Dryden Recreation and Youth Commission for terms expiring December 31, 2026. RESOLUTION #9 (2024) – APPOINT DRYDEN RECREATION & YOUTH COMMISSION CHAIR RESOLVED, that this Town Board hereby appoints Leslie Debo as Chair of the Dryden Recreation and Youth Commission for 2024. RESOLUTION #10 (2024) – APPOINT PLANNING BOARD MEMBERS RESOLVED, that this Town Board hereby appoints Brad Will and Chris Morrissey to the Planning Board for terms expiring December 31, 2026 and December 31, 2030 respectively. TB 1-11-24 APPROVED Page 4 of 17 RESOLUTION #11 (2024) – APPOINT PLANNING BOARD CHAIR RESOLVED, that this Town Board hereby appoints Tony Salerno as Chair of the Planning Board for 2024 with an annual stipend of $500.00. RESOLUTION #12 (2024) – APPOINT CONSERVATION BOARD ALTERNATE RESOLVED, that this Town Board hereby appoints Kate McKee to the Conservation Board as Alternate, for a term expiring December 31, 2024. RESOLUTION #13 (2024) – APPOINT AGRICULTURAL ADVISORY COMMITTEE MEMBERS RESOLVED, that this Town Board hereby appoints Kim LaMotte and Austin Beck to the Agricultural Advisory Committee for terms expiring December 31, 2026. RESOLUTION #14 (2024) – APPOINT ZONING BOARD OF APPEALS ALTERNATE RESOLVED, that this Town Board hereby appoints Henry Slater to the Zoning Board of Appeals as Alternate, for a term expiring December 31, 2024. There was discussion about the appointment of a Zoning Board of Appeals member and that appointment will be made next week. RESOLUTION #15 (2024) – APPOINTMENTS RESOLVED, that this Town Board hereby makes the following appointments: • Historian – Loren Sparling, to be paid an annual stipend of $1000.00 • Fair Housing Officer – Ray Burger • Stormwater Management Officer – David Sprout • Zoning Officer – Dillon Shults RESOLUTION #16 (2024) – APPOINT FIRE WARDEN RESOLVED, that this Town Board hereby appoints Jason Leifer as Fire Warden and Daniel Lamb as Deputy Superintendent of Fires. RESOLUTION #17 (2024) – APPOINT DOG CONTROL OFFICER RESOLVED, that this Town Board hereby appoints Jason Leonard, Mahoots Canine Care, to serve as Dog Control Officer. RESOLUTION #18 (2024) – REPRESENTATIVE TO ASSOCIATION OF TOWNS MEETING RESOLVED, that this Town Board hereby appoints Supv Leifer as representative to the 2024 Association of Towns Meeting. Supv Leifer asked that those attending the AOT conference make a report to this board. TB 1-11-24 APPROVED Page 5 of 17 RESOLUTION #19 (2024) – APPOINTMENTS RESOLVED, that this Town Board hereby makes the following appointments:  Tompkins County Council of Governments: Cl Lamb as representative and Supv Leifer as alternate.  Greater Tompkins County Municipal Health Insurance Consortium: Cl Vargas- Mendez as representative and Amanda Anderson as alternate board member, Amanda Anderson as representative to the Joint Committee on Plan Structure and Design, and Amanda Anderson as representative to the Finance Committee.  Ithaca Tompkins County Transportation Council: Ray Burger as representative and Supv Leifer as alternate to the Planning Committee, and Supv Leifer as representative and Ray Burger as alternate to the Policy Committee.  Southern Cayuga Lake Intermunicipal Water Commission: Jack Rueckheim and Supv Leifer  Owasco Lake Watershed Management Council: Anne Clark  Ithaca Area Wastewater Treatment Facility: Supv Leifer as representative and Ray Burger as alternate  Recreation Partnership: Marty Conger RESOLUTION #20 (2024) – CONTRACTS With respect to this resolution, Cl Dravis noted that she is a member of the Varna Fire Department. 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 ($23,602.92) b. Neptune Fire Department ($571,500.00) c. Freeville Fire Department ($234,500.00) d. Etna Fire Department ($241,000.00) e. Varna Fire Department ($400,000.00) f. Brooktondale Fire Department ($29,561.00) g. Dryden Ambulance ($1,222,659.00) h. Gadabout ($10,500.00) i. Dryden Seniors ($2,100.00) j. Southworth Library ($16,000.00) k. Dryden Town Historical Society ($1,870.00) l. Dryden Veterans Memorial Home, Inc. ($1,200.00) m. Community Science Institute ($11,648.00) n. Town of Caroline – Brooktondale Gauge Station ($3,497.00) o. Youth Services – as budgeted p. Dryden Intergenerational Chorus and Band ($750.00) RESOLUTION #21 (2024) – TOWN BOARD MEETING SCHEDULE RESOLVED, January meetings will be held on January 11 and January 18 beginning at 6:00pm. Beginning the month of February, the Dryden Town Board will hold its monthly meetings on the second and third Thursdays of each month at 6:00 p.m. Abstract approval will occur at the first monthly meeting. Meetings will be held at the Town Hall, 93 East Main Street, Dryden, and via Zoom, with notice being posted on the Town’s website. TB 1-11-24 APPROVED Page 6 of 17 RESOLUTION #22 (2024) - VOUCHER/INVOICE SUBMISSION DEADLINES RESOLVED, that vouchers/invoices shall be submitted to the Bookkeeper for processing and payment three days prior to the first regularly scheduled board meeting each month as follows: Voucher/Invoice Submission Deadline Dates (by Noon) For Abstract Date: Monday, January 8, 2024 Thursday, January 11, 2024 Monday, February 5, 2024 Thursday, February 8, 2024 Monday, March 11, 2024 Thursday, March 14, 2024 Monday, April 8, 2024 Thursday, April 11, 2024 Monday, May 6, 2024 Thursday, May 9, 2024 Monday, June 10, 2024 Thursday, June 13, 2024 Monday, July 8, 2024 Thursday, July 11, 2024 Monday, August 5, 2024 Thursday, August 8, 2024 Monday, September 9, 2024 Thursday, September 12, 2024 Monday, October 7, 2024 Thursday, October 10, 2024 Tuesday, November 12, 2024 Thursday, November 14, 2024 Monday, December 9, 2024 Thursday, December 12, 2024 Date for submission of vouchers for Abstract 13 is Monday, January 6, 2025 for the meeting on Thursday, January 9, 2025. RESOLUTION #23 (2024) - INVESTMENT POLICIES/GUIDELINES FOR TOWN OF DRYDEN 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 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 certificate of deposit. Collateral shall be monitored no less frequently than quarterly. TB 1-11-24 APPROVED Page 7 of 17 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 agencies 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 Community Bank, 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. 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. TB 1-11-24 APPROVED Page 8 of 17 RESOLUTION #24 (2024) – ADOPT PROCUREMENT AND PURCHASING POLICIES 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 services 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 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 purchaser 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 TB 1-11-24 APPROVED Page 9 of 17 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 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: TB 1-11-24 APPROVED Page 10 of 17 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 discretion 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 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 TB 1-11-24 APPROVED Page 11 of 17 Recreation Director 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 must be consulted to ensure sufficient funds are available prior to placing any order. The Bookkeeper will first verify whether or not sufficient funds are available. • If funds are available, the Bookkeeper will notify the department that they can proceed with their order. • If funds are not available the Bookkeeper 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 that involves overnight lodging. TB 1-11-24 APPROVED Page 12 of 17 • 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 the dates specified in RESOLUTION #22 (2024) – VOUCHER/INVOICE SUBMISSION DEADLINES. 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 Vargas-Mendez Roll Call Vote Cl Vargas-Mendez Yes Cl Dravis Yes Cl Buck Yes Cl Lamb Yes Supv Leifer Yes Supervisor appointments and committee assignments were discussed and made as follows: Deputy Supervisor ------------------------------------------------- Cl Lamb Finance & Grants Committee------------------------------------ Cl Vargas-Mendez, Cl Dravis Emergency Services Committee---------------------------------- Supv Leifer, Cl Lamb Human Resources Committee------------------------------------ Cl Vargas-Mendez, Cl Dravis Infrastructure Committee (inc Highway/DPW liaison)-------- Supv Leifer Representative to Planning Board-------------------------------- Cl Lamb, Supv Leifer Representative to Conservation Board--------------------------- Cl Buck, Cl Dravis Representative to Ag Advisory Committee----------------------- Supv Leifer, Cl Vargas-Mendez Representative to Recreation & Youth Commission----------- Cl Leifer, Cl Dravis Liaison to Village of Freeville-------------------------------------- Supv Leifer Liaison to Village of Dryden--------------------------------------- Supv Leifer Representative to Rail Trail Task Force-------------------------- Cl Lamb, Cl Dravis Representative to Tompkins County Legislature--------------- Supv Leifer, Cl Lamb Representative to Climate Smart Task Force------------------- Cl Dravis, Cl Buck Affordable & Workforce Housing Committee------------------- Cl Vargas-Mendez, Cl Dravis Broadband Committee--------------------------------------------- Supv Leifer, Cl Lamb TB 1-11-24 APPROVED Page 13 of 17 HIGHWAY/DPW DEPARTMENT Rick Young presented board members with his proposed §284 Agreement and asked them to contact him with any questions prior to next week’s meeting. He noted this is subject to change depending on changing conditions of the roads and that not all the work listed may be accomplished depending on pricing. R Young explained he would like to sell truck #3 that currently has about 70,000 miles. He is looking at options and would like authority to move forward. RESOLUTION #25 (2024) – AUTHORIZE SALE & PURCHASE OF PICKUP TRUCK Supv Leifer offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby authorizes the sale by the Highway Superintendent of Truck #3, a 2018 Chevy Silverado 2500 with 70,000 miles, with the value of that truck to go toward the purchase of a new pickup truck at a cost not to exceed $70,000 with funds to come from DA5130.2. 2nd Cl Dravis Roll Call Vote Cl Vargas-Mendez Yes Cl Dravis Yes Cl Buck Yes Cl Lamb Yes Supv Leifer Yes Progress on the cold storage building for highway/DPW equipment is on hold presently, but he expects to be able to move forward. The wetland delineation that was received shows this building would be in the 100’ buffer. He submitted a permit application to DEC and they visited the property. There will likely need to be a few modifications, but he expects to be able to proceed and will keep the board updated. R Young reported that he spoke with Nick Bellisario about trail work. They both agree that equipment cannot go on the trail at this point because it is so wet. He is willing to help once there is an agreement and at a time when the trail has dried up. The Army Corps has marked the areas that need to be avoided. Putting equipment on the trail now would do damage. The Red Mill Bridge is now in possession of the Caroline Drifters Snowmobile Club. Cl Lamb thanked Jeff Smith of Tompkins County Highway for facilitating that with the Corps of Engineers and DEC. FIRE COORDINATOR Chris O’Connor said he has been looking at records of structure fires within the town of Dryden for 2021, 2022 and 2023. During those years, all the town departments were sent to over 600 of what might have been structure fires according to the way the calls that come in are coded. That has been an issue for decades and there has been pressure to allow dispatch to give more information than simply coding it a structure fire. The discussion on that continues. C O’Connor went through all 600 calls and whittled it down and in those three years there were actually 20 structure fires in the town of Dryden, including McLean and Brooktondale. There is a lot of data in the details and he is in the process of getting the audio TB 1-11-24 APPROVED Page 14 of 17 files to listen to all the associated 911 calls and radio transmissions. He is figuring out what happened from the onset of the first 911 call to the end of the event. For example, if there is an extended period of time before specific actions are taken. About half of the calls that he is looking at were total loss fires. There were three fire deaths in the town during the years he is looking at. He will prepare a spreadsheet to share with the fire departments so they can use that information. With respect to mutual aid plans for structure fires in the town of Dryden, each department has its own plan. C O’Connor has talked with the county coordinator who manages this, and some of the plans have not been updated in a long time and are pretty much outdated. He will be talking with the chiefs about this. C O’Connor will be doing an analysis of all the fire departments in the county (by town) and look at how many calls they have a year, how many pieces of apparatus they have, how many active firefighters they have, the budget for each, and other statistical items. This will give a good comparison picture for how each town in the county is doing. C O’Connor received quotes from some organizations or people to come to Dryden and help each department come up with a strategic plan for moving ahead. Some have done this for fire departments and some have not. The goal is to teach the fire chiefs how to develop a strategic plan on their own. He expects more proposals for the board to review next week. DISCUSSION/ACTION ITEMS Employee Assistance Program Contract – The town is able to provide an Employee Assistance Program to employees (full and part-time) through its membership in the Greater Tompkins County Health Insurance Consortium at a minimum expense. The board will need to approve the contract. Resolution #26 (2024) - Approve Employee Assistance Program Contract Cl Dravis offered the following resolution and asked for its adoption: Whereas, the Greater Tompkins County Health Insurance Consortium contracted with ESI Employee Assistance Group to provide affordable Employee Assistance Program (EAP) for member municipalities; Whereas, the Town of Dryden has decided to participate and provide to all full and part time employees the opportunity to utilize the EAP; Therefore, be it resolved that the Board authorizes the Town Supervisor to sign the 2024 EAP Contract with ESI Employee Assistance Group. 2nd Cl Buck Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Town of Harford Accounting Services Agreement – The town of Harford would like to enter into an agreement for accounting services for 2024 at the same not to exceed cost as the prior year of $6,489.00. TB 1-11-24 APPROVED Page 15 of 17 Resolution #27 - (2024) Town of Harford Accounting Services Agreement Cl Dravis offered the following resolution and asked for its adoption: Whereas, the Town of Dryden Bookkeeper started in 2022 performing accounting services for the Town of Harford. Therefore, be it resolved that the Board authorizes the Town Supervisor to sign the 2024 Accounting Services agreement with the Town of Harford. 2nd Lamb Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Agreement for Services with Tompkins County Soil and Water Conservation District – The Planning Department would like to renew the agreement with Tompkins County Soil & Water to provide occasional professional services with respect to stormwater management. RESOLUTION #28 (2024) – Approve Agreement for Services with Tompkins County Soil and Water Conservation District Supv Leifer offered the following resolution and asked for its adoption: WHEREAS, the Town has need from time-to-time for professional services in the administration and enforcement of Town of Dryden Code Chapter 233, the Town of Dryden Stormwater Management, Erosion and Sediment Control Law; and WHEREAS, the Town wishes to obtain such professional services at the most cost- effective price; and WHEREAS, the Tompkins County Soil and Water Conservation District (“Soil and Water” ) is a municipal district with capacity to provide such professional services as may be requested by the Town, and has expressed its willingness to do so; NOW, it is hereby RESOLVED, that the Town enter into a non-exclusive, one-year agreement with Soil and Water for the provision of professional, non-engineering services concerning review of basic stormwater pollution prevention plans and monitoring erosion and sediment control measures as approved by the Town; and it is further RESOLVED, that the Town Supervisor is hereby authorized and requested to execute and deliver as the act of the Town an Agreement for Services with Soil and Water, as approved by the attorney for the Town. 2nd Cl Buck Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes TB 1-11-24 APPROVED Page 16 of 17 Legal Services Engagement Letter – Susan Brock has presented an engagement letter to provide legal services for the Special Joint Committee of Ithaca Area Wastewater Treatment Facility and the supervisor asked for authority to execute that on behalf of the town. RESOLUTION #29 (2024) – APPROVE ENGAGEMENT LETTER FOR LEGAL SERVICES FOR THE SPECIAL JOINT COMMITTEE OF ITHACA AREA WASTEWATER TREATMENT FACILITY Cl Buck offered the following resolution and asked for its adoption: RESOLVED, that this Town Board has reviewed the engagement letter presented by Susan Brock (dated January 4, 2024) to provide legal services for the Special Joint Committee of the Ithaca Area Wastewater Treatment Facility and the supervisor is hereby authorized to execute the same. 2nd Cl Lamb Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Charge to Recreation & Youth Commission – A wetlands delineation has been made for the lands behind Town Hall and it has been suggested that the board would charge DRYC to take the lead in creation of a plan for development of the land, beginning with drafting a request for proposals for a consultant to study potential uses. Cl Vargas-Mendez would like to see a portion of the property used by housing. R Burger noted that a consultant would be able to look at all this with their experience and determine how wetland may be traded around so that useful parts of the property could be accessed. The consultant can be advised of the town’s desired potential uses. After further discussion, the following resolution was presented. RESOLUTION #30 (2024) – CHARGE TO DRYC REGARDING USE OF THE LANDS BEHIND TOWN HALL Supv Leifer offered the following resolution and asked for its adoption: RESOLVED, that this Town Board charges the Dryden Recreation & Youth Commission to work with the Planning Department to draft a request for proposals to hire a consultant to study the potential uses of the lands behind Town Hall owned by the town in consideration of the recently completed wetlands delineation. 2nd Cl Lamb Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Reimbursement to the Recreation Reserve from NYS Parks Rail Trail Grant – The town allocated $182,000 from the Recreation Reserve in 2018 to fund the match for a grant to begin the rail trail work. The town has begun to receive funds from the grant and can begin to repay the reserve. TB 1-11-24 APPROVED Page 17 of 17 Resolution #31 (2024) - Designating NYS Parks Rail Trail Grant Reimbursement to Recreation Reserve Cl Dravis offered the following resolution and asked for its adoption: Whereas, the Town allocated $182,000 from the Recreation Reserve, Resolution #63 (3- 15-2018), to fund the matching portion of NYS Office of Parks, Recreation and Historic Preservation Environmental Protection Fund (EPF) grant for a portion of the Dryden Rail Trail; Whereas, the Town and local volunteers have been working on the trail since 2018 but the Town was unable to submit for grant reimbursement until 2023 due to waiting for the contract and other requirements; Whereas, the Town has had its first submission accepted by the NYS Parks office and will have future submissions that will start reimbursing the Town for expenses incurred for the portion Dryden Rail Trail covered by the grant; Therefore, be it resolved that the Board authorizes all reimbursements from the NYS Office of Parks, Recreation and Historic Preservation EPF grant will be deposited back in the Recreation Reserve up to $182,000. 2nd Cl Lamb Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes There being no further business, the meeting was adjourned at 7:21 p.m. Respectfully submitted, Bambi L. Avery Town Clerk