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HomeMy WebLinkAboutTB 2026-01-02TB 1-2-26 Page 1 of 16 TOWN OF DRYDEN TOWN BOARD ORGANIZATIONAL MEETING January 2, 2026 Zoom Hybrid Present: Supervisor Jason Leifer, Cl Daniel Lamb, Cl Spring Buck, Cl Leonardo Vargas-Mendez, Cl Christina Dravis Elected Officials: Bambi L. Avery, Town Clerk Other Town Staff: Ray Burger, Director of Planning *Cassie Byrnes, Confidential Secretary to the Supervisor * Indicates attendance via Zoom Supv Leifer opened the meeting at 3:05 p.m. Supv Leifer introduced the following proposed a local law to extend the moratorium on cryptocurrency and data processing centers an additional two months and set the public hearing for 6:15 p.m. on January 15, 2026. DRAFT TOWN OF DRYDEN LOCAL LAW NO. 1 FOR THE YEAR 2026 A LOCAL LAW EXTENDING A MORATORIUM ON COMMERCIAL CRYPTOCURRENCY MINING OPERATIONS AND DATA PROCESSING CENTERS Be it enacted by the Town Board of the Town of Dryden as follows: Section 1. Enactment The Town Board of the Town of Dryden does hereby extend for an additional two months a moratorium on Commercial Cryptocurrency Mining operations and Data Processing Centers in the Town of Dryden, originally enacted on July 31, 2024 by Local Law No. 2 of 20 24. Section 2. Authority and Purpose This Local Law is enacted pursuant to the authority and provisions of Section 10 of the Municipal Home Rule Law of the State of New York, and all other powers and authority vested in the Town Board of the Town of Dryden to regulate and control land use and to protect the health, safety and welfare of its residents. It is the purpose of this Local Law to provide the Town of Dryden a short period of additional time to address through planning and legislation, the promotion of the protection, order, conduct, safety health and well-being of the residents of the Town which are presented as heightened risks associated with Commercial Cryptocurrency Mining operations and Data Processing Centers. Further, it is the purpose of this Local Law to facilitate the adoption of land use and zoning regulations and laws to protect and enhance the Town's natural, historic, cultural and electrical resources. Section 3. Extension of Moratorium TB 1-2-26 Page 2 of 16 Section 6 of Local Law No. 2 of 2024, entitled “Term,” is hereby amended as follows: Replace the phrase “eighteen (18)” with “twenty (20).” All other sections, terms and conditions of Local Law No. 2 of 2024 shall otherwise remain in full force and effect until expiration of the term, as amended, or termination of the moratorium by legislative action of the Town Board. Section 4. Severability If any word, phrase, sentence, part, section, subsection, or other portion of this Local Law, or the application thereof to any person or to any circumstance, is adjudged or declared invalid or unenforceable by a court or other tribunal of competent jurisd iction, then, and in such event, such judgment or declaration shall be confined in its interpretation and operation only to the provision of this Local Law that is directly involved in the controversy in which such judgment or declaration is rendered, and such judgment or declaration of invalidity or unenforceability shall not affect or impair the validity or enforceability of the remainder of this Local Law or the application hereof to any other persons or circumstances. If necessary as to such person or circumstances, such invalid or unenforceable provision shall be and be deemed severed herefrom, and the Town Board of the Town of Dryden hereby declares that it would have enacted this Local Law, or the remainder thereof, even if, as to particular provisions and persons or circumstances, a portion hereof is severed or declared invalid or unenforceable. Section 5. Superseding Intent and Effect It is the specific intent of the Town Board that this Local Law shall supersede any inconsistent provisions of Sections 267, 267-a, 267-b, 274-a, 274-b and 276 of the Town Law of the State of New York, as well as all other inconsistent provisions of local ordinances, local laws, or local resolutions or policies of the Town of Dryden, including but not limited to provisions of the aforementioned state and local laws, ordinances, resolutions or policies that require the approval, or affect a default approval of land use applications within certain statutory time periods. Section 6. Effective Date This Local Law shall take effect immediately upon filing with the New York Department of State in accordance with Section 27 of the Municipal Home Rule Law. Resolutions #1 through #33 were moved as a group by Supv Leifer. The board reviewed and discussed them. RESOLUTION #1 (2026) – 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 t he 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 1-2-26 Page 3 of 16 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 #2 (2026) – OFFICIAL ADVERTISING RESOLVED, that this Town Board designates The Ithaca Journal as the official newspaper of the Town of Dryden for the year 2026. RESOLUTION #3 (2026) – 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 2026. RESOLUTION #4 (2026) – 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. ▪ Dryden Fiber Executive Director David Makar and Town Supervisor have 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 (2022) and RESOLUTION #193 (2025). ▪ 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 (2023). ▪ Town Supervisor has the power and authority to execute temporary revocable permits on behalf of Dryden Fiber, when necessary, an act under the authority granted in RESOLUTION #122 (2025). RESOLUTION #5 (2026) – AUTHORIZATIONS RESOLVED, that this Town Board hereby authorizes the following individuals to sign on Town of Dryden accounts: Jason Leifer, Bambi L. Avery, Loren Sparling, and Allison Kjellander- Cantu, and further RESOLVED, that this Town Board authorizes the Supervisor to pay outside of the abstract approval for: ▪ Utility bills ▪ Any sewer/water district payments ▪ Postage cost for purpose of mailing tax bills ▪ Payments to contractors funded by CDBG funds 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 TB 1-2-26 Page 4 of 16 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 2026, 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 2026 calendar year, and further RESOLVED, that the annual salaries for Town Officers as stated in the 2026 General Town Budget be as follows: Supervisor $36,129.00 Councilperson (4) $40,104.00 ($10,026.00 each) Town Clerk $50,811.00 Highway Superintendent $105,096.00 Town Justice (2) $58,834.00 ($29,417.00 each) Deputy Supervisor $5,061.00 And the Supervisor is authorized to pay the above salaries, and further RESOLVED, that the Town Board does hereby adopt the 2026 wages that were set out in the 2026 pay schedule, 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 2025 annual update document, if necessary. RESOLUTION #6 (2026) – APPOINTMENTS AND AUTHORIZATIONS RESOLVED, that this Town Board appoint the following: ▪ T.G. Miller, P.C. Engineers & Surveyors as Town Engineer ▪ PMV Legal Group, PLLC as Town Attorney ▪ Amanda Anderson as Director of Finance and Personnel ▪ Jason Leifer and Amanda Anderson as Co-Budget Officers ▪ Bambi L. Avery as Marriage Officer for a term to expire December 31, 202 6 ▪ Jason Leifer as System Administrator as referenced in the Computer Information Security Policy ▪ David Makar as Executive Director of Dryden Fiber RESOLUTION #7 (2026) – APPOINT SECTION 3 COORDINATOR WHEREAS, the Town has needs to appoint a Section 3 Coordinator for community development programs in order to carry out all local town obligations relating to items that fall under Section 3, therefore be it TB 1-2-26 Page 5 of 16 RESOLVED, that this Town Board hereby appoints Ray Burger as the Section 3 Coordinator. RESOLUTION #8 (2026) – APPOINT LABOR STANDARDS COMPLIANCE OFFICER WHEREAS, the Town has needs to appoint a Labor Standards Compliance Officer for community development programs in order to carry out all local town obligations relating to Labor Standards Compliance, therefore, be it RESOLVED, that this Town Board hereby appoints Donald M. Harner of T.G. Miller, P.C. Engineers and Surveyors as the Labor Standards Compliance Officer. RESOLUTION #9 (2026) – APPOINT DRYDEN RECREATION AND YOUTH COMMISSION MEMBER RESOLVED, that this Town Board hereby appoints James Whalley to the Dryden Recreation and Youth Commission for a term expiring December 31, 2028. RESOLUTION #10 (2026) – APPOINT DRYDEN RECREATION AND YOUTH COMMISSION CHAIR RESOLVED, that this Town Board hereby appoints Leslie Debo as Chair of the Dryden Recreation and Youth Commission for 2026. RESOLUTION #11 (2026) – APPOINT PLANNING BOARD ALTERNATE RESOLVED, that this Town Board hereby appoints Pat Brenna to the Planning Board as Alternate, for a term expiring December 31, 2026. RESOLUTION #12 (2026) – APPOINT PLANNING BOARD CHAIR RESOLVED, that this Town Board hereby appoints Tony Salerno as Chair of the Planning Board for 2026 with an annual stipend of $500.00. The Planning Board has vacancies to fill on the Planning Board and will make those at a future meeting. RESOLUTION #13 (2026) – APPOINT AGRIGULTURAL ADVISORY COMMITTEE MEMBERS RESOLVED, that this Town Board hereby appoints Doug Antczak and Brian Magee to the Agricultural Advisory Committee for terms expiring December 31, 2028. RESOLUTION #14 (2026) – APPOINT AGRICULTURAL ADVISORY COMMITTEE CHAIR RESOLVED, that this Town Board hereby appoints Evan Carpenter as Chair of the Agricultural Advisory Committee for 2026. RESOLUTION #15 (2026) – 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, 2026. RESOLUTION #16 (2026) – APPOINT ZONING BOARD OF APPEALS CHAIR TB 1-2-26 Page 6 of 16 RESOLVED, that this Town Board hereby appoints Janis Graham as Chair of the Zoning Board of Appeals for 2026 with an annual stipend of $500.00. RESOLUTION #17 (2026) – APPOINT CONSERVATION BOARD MEMBERS RESOLVED, that this Town Board hereby appoints Jeanne Grace, Craig Schutt, Gian Dodici, and Nancy Munkenbeck to the Conservation Board for terms expiring December 31, 2028. RESOLUTION #18 (2026) – APPOINT CONSERVATION BOARD ALTERNATE RESOLVED, that this Town Board hereby appoints Naomi Cator-Szymanski to the Conservation Board as Alternate, for a term expiring December 31, 2026. RESOLUTION #19 (2026) – APPOINT CONSERVATION BOARD CO-CHAIRS RESOLVED, that this Town Board hereby appoints Anne Clark and Jeanne Grace as Co-Chairs of the Conservation Board for 2026. RESOLUTION #20 (2026) – APPOINTMENTS RESOLVED, that this Town Board hereby makes the following appointments: ▪ Historian – Loren Sparling, to be paid an annual stipend of $10 55.00 ▪ Fair Housing Officer – Gina Cassidy ▪ Stormwater Management Officer – David Sprout ▪ Zoning Officers – David Sprout, Gina Cassidy, Braden Wulf, and Matthew Branneman RESOLUTION #21 (2026) – APPOINT FIRE WARDEN RESOLVED, that this Town Board hereby appoints Christina Dravis as Fire Warden and Daniel Lamb as Deputy Superintendent of Fires. RESOLUTION #22 (2026) – APPOINT DOG CONTROL OFFICER RESOLVED, that this Town Board hereby appoints Amaretta Beardslee to serve as Dog Control Officer. RESOLUTION #23 (2026) – REPRESENTATIVE TO ASSOCIATION OF TOWNS MEETING RESOLVED, that this Town Board hereby appoints Cl Dravis as representative, and Supv Leifer as alternate, to the 2026 Association of Towns Meeting. Supv Leifer asked that those attending the AOT conference make a report to this board. RESOLUTION #24 (2026) – 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, and TB 1-2-26 Page 7 of 16 Amanda Anderson as representative to the Joint Committee on Plan Structure and Design and 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 ▪ Cayuga Watershed Intermunicipal Organization: David Sprout ▪ 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 ▪ Tompkins County Youth Services (1/1/25-12/31/27 term): Cl Vargas-Mendez ▪ Community Housing Development Fund: Cl Vargas-Mendez ▪ Tompkins Green Energy Network (T-GEN): Cl Dravis RESOLUTION #25 (2026) – CONTRACTS 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 ($25,161.84) b. Neptune Fire Department ($635,500.00) c. Freeville Fire Department ($443,000.00) d. Varna Fire Department ($481,000.00) e. Dryden Ambulance ($1,273,739.00) f. Gadabout ($11,500.00) g. Dryden Seniors ($2,300.00) h. Southworth Library ($17,000.00) i. Dryden Town Historical Society ($2,050.00) j. Dryden Veterans Memorial Home, Inc. ($1,200.00) k. Community Science Institute ($12,118.00) l. Youth Services – as budgeted m. Dryden Intergenerational Chorus and Band ($750.00) n. Lifelong ($6,000.00) RESOLUTION #26 (2026) – TOWN BOARD MEETING SCHEDULE RESOLVED, the Town Board will hold its monthly meetings on the second and third Thursdays of each month at 6:00 p.m. January meetings will be held on January 8 and January 15. Abstract approval will occur at the first monthly meeting, with an exception for January 2026, when the Town Board will approve the abstract at the second 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. RESOLUTION #27 (2026) - VOUCHER/INVOICE SUBMISSION DEADLINES RESOLVED, that vouchers/invoices shall be submitted to the Director of Finance and Personnel for processing and payment by the Monday prior to the first regularly scheduled board meeting each month. RESOLUTION #28 (2026) - INVESTMENT POLICIES/GUIDELINES FOR TOWN OF DRYDEN TB 1-2-26 Page 8 of 16 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 polic y, 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. 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 upo n 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, authorized to do business in the State of New York, and having an office for the transaction in the Town of Dryden, is designated to act as custodial bank of the Town of Dryden’s investments. 5. FINANCIAL STRENGTH OF INSTITUTIONS a. All trading partners must be creditworthy. 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. TB 1-2-26 Page 9 of 16 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, a nd 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. RESOLUTION #29 (2026) – AUTHORIZATION FOR PRE-PAYMENT/ELECTRONIC PAYMENT WHEREAS, all payments issued require town board approval; and WHEREAS, pre-payment of utilities and other specific categories are authorized via RESOLUTION #5 (2026) to be made outside the abstract; and WHEREAS, current technology makes electronic payments timelier than issuing/sending a paper check; and WHEREAS, there may be reduced cost for paying electronically; and WHEREAS, some vendors require payment via automatic, ACH withdrawal ; and WHEREAS, the list of approved payments and vendors will be reviewed annually at the Town Board Organizational Meeting, therefore, be it RESOLVED that this Town Board hereby authorizes: ▪ The town finance staff are authorized to initiate payments electronically to meet payment deadlines and/or reduce cost to the Town ▪ Approved vendors: TB 1-2-26 Page 10 of 16 o Energy o Telephone service and telephone equipment o Cell phone service o Internet service o Employee benefit providers o Credit card processing providers o BAN/Bond payments ▪ Any electronic payments made (automatic ACH and/or staff initiated) will be included in the existing voucher process for review and abstract approval even though the date of payment may have preceded the date of abstract. RESOLUTION #30 (2026) – GENERAL AUTHORIZATION FOR FUNDS TRANSFER BETWEEN NYCLASS AND CUSTODIAL BANK WHEREAS, there currently exists an investment policy that has been reviewed and passed by RESOLUTION #28 (2026); and WHEREAS, current banking systems for the Town provide investment opportunities without time restraints that typical Certificate of Deposits (CD) require; and WHEREAS, NYCLASS offers higher interest rates than the Town’s custodial bank can offer, therefore, be it RESOLVED, that this Town Board hereby authorizes the town finance staff to transfer funds into NYCLASS, and to transfer NYCLASS funds back to the custodial bank as needed to meet abstract and payroll obligations with the goal of maximizing interest earnings. RESOLUTION #31 (2026) – TRANSFER OF DA NYCLASS INTEREST TO DA EQUIPMENT RESERVE WHEREAS, in the current year budget, the Highway Superintendent budgeted to contribute the budgeted interest to the DA Equipment Reserve, therefore, be it RESOLVED, that this Town Board hereby authorizes the town finance staff to move the DA Fund NYCLASS interest earned to the DA Equipment Reserve. RESOLUTION #32 (2026) – 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 TB 1-2-26 Page 11 of 16 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 sev erely 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), al ternative 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 con tracts would be awarded based on favoritism. TB 1-2-26 Page 12 of 16 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 Director of Finance and Personnel $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: 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 skills, 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 TB 1-2-26 Page 13 of 16 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 trainin g 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 in seeking 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 Recreation Director Director of Finance and Personnel Town Justice Dryden Fiber Executive Director 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 TB 1-2-26 Page 14 of 16 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 these 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 Director of Finance and Personnel must be consulted to ensure sufficient funds are available prior to placing any order. The Director of Finance and Personnel will first verify whether or not sufficient funds are available. ▪ If funds are available, the Director of Finance and Personnel will notify the department that they can proceed with their order. ▪ If funds are not available, the Director of Finance and Personnel 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 the 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 Director of Finance and Personnel 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 $2,500. 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 Director of Finance and Personnel 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. ▪ 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. TB 1-2-26 Page 15 of 16 ▪ The Director of Finance and Personnel 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 Director of Finance and Personnel 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 #27 (2026) – 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 Director of Finance and Personnel will receive copies of all contracts entered into by the Town and all resolutions allotting funds for any service or item. RESOLUTION #33 (2026) – APPROVE AGREEMENT FOR SERVICES WITH TOMPKINS COUNTY SOIL AND WATER CONSERVATION DISTRICT 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 (renewable for 4 additional one-year terms through 2030) 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 Lamb Roll Call Vote Cl Vargas-Mendez Yes Cl Buck Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes TB 1-2-26 Page 16 of 16 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 Cl Dravis, Supv Leifer 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 Agricultural Advisory Committee Supv Leifer, Cl Vargas-Mendez Representative to Dryden Recreation and Youth Commission Supv Leifer, Cl Dravis Liaison to Village of Freeville Supv Leifer Liaison to Village of Dryden Supv Leifer Representative to Tompkins County Legislature Supv Leifer, Cl Lamb Representative to Rail Trail Task Force Cl Lamb, Cl Dravis Representative to Climate Action Committee Cl Dravis, Cl Buck Representative to Affordable & Workforce Housing Committee Cl Vargas-Mendez, Cl Dravis Representative to Broadband Committee Supv Leifer, Cl Lamb Representative to Zoning Board of Appeals Cl Buck Representative to Veterans Committee Cl Dravis There being no further business, the meeting was adjourned at 3:38 p.m. Respectfully submitted, Bambi L. Avery Town Clerk