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HomeMy WebLinkAbout1992-01-08 --------------- January 8 , 1992. The regular meeting of the Enfield Town Board was called to order at 7 : 35 pm with the following members present ., Elected officials: Other officials : Supervisor Jean Owens Town Historian M. Clyde Hubbell Councilman Linda VanNederynen Town Clerk Jean Scofield Councilman Robert Linton Town Justice Dale Townley Councilman Patricia Dougherty County Rep. Daniel Winch Councilman Donald Lovelace ., PLEDGE OF ALLEGIANCE TO THE FLAG Supervisor Owens stated that the agenda for the monthly meeting of the Town Board should be completed 10 days before the meeting. The minutes of the meeting should be posted 15 days after the meeting. -he will post them on the window of the Town Hall . MINUTES OF THE DECEMBER MEETINGS The minutes to the Special Meeting on. the Proposed Cellular `Power held on December 2 , 1992 were read by Town Clerk Jean Scofield. Councilman Linton made a motion to approve the minutes as read. Councilman VanNederynen seconded the motion. Motion carried. The minutes to the Special Meeting on the Proposed Cellular Tower held on December 3 , 1992 were read by Town Clerk Jean Scofield. Corrections : change wording to read: There will 'be a visual impact from this 350 ' tower. Councilman Linton made a motion to accept the minutes with the correction. Councilman VanNederynen seconded the motion. Motion carried. t• The minutes to the Regular Town Board Meeting of December 4, 1992 were read by Town Clerk Jean Scofield. Correction: John Smith was not working at the Community Building but was there.. M:r, Wortman will be contributing $250 to match the town's contribution of $250 for work on the cemeteries . Change Environment Management Committee to Council . Councilman Dougherty made a motion to accept the minutes with the correction. Councilman Lovelace seconded the motion. Motion carried. . COMMUNICATIONS SPRAGUE INSURANCE COMPANY PRESENTATION Harry Bower of the Sprague Insurance Co. stated that the insurance company insures 19 municipalities and various fire departments with Cigma Insurance Company. He presented a folder with a proposed policy and rates to Supervisor Owens . LAMA INSURANCE COMPANY . Robert Lama presented the insurance policy for the Town for 1992 . • There is an increase in the rates on the workman' s Compensation policy. He suggested that the town board review the Sprague Insurance policy and the Lama Insurance policy . He stated he would review the two policies and report back to the town board later in the meeting. Supervisor Owens reported that the Annual Meeting of the Association of Towns will be February 16 - 18 , 1992 in New York City. She would like to be a delegate for the town to go to the meeting. Councilman Linton made a motion to appoint Supervisor Owens as the official town delegate . Councilman Lovelace seconded the motion. Motion carried. Councilman Linton made a motion to make the necessary transfers from the Town Attorney contractual expense account A1420 . 4 to the Supervisor 's contractual expense account A1220 . 4 to cover the expenses of the meeting. Councilman Dougherty seconded the motion. Motion carried. Supervisor Owens stated that a bill was received from the Tompkins County Board of Elections for $5 ,882 . 20 for 1991 election expense. .The bill was paid from 1991 money. A check, was received for $3 , 745 . 50 for CHIPS. BILLS i Councilman Linton made a motion to pay General Fund Warrant 1-92 for $12. , 463 . 29 and Highway Fund Warrant for $1 , 939. 40 . Councilman Dougherty seconded the motion . Motion carried. REPORTS i COUNTY BOARD OF REPRESENTATIVES County Representative Dan Winch reported that the County Board :of Representatives appointed Representative Robert Watr.os as the 1992 chairman. Representative Jim Mason has stepped down as chairman after 4 years . Representative Mason was appointed Vice-Chairman. The 1992 county budget was passed with a 15% increase . A sales tax committee was formed. Representative Winch is opposed to an increase in sales tax. Representative Winch stated that the #3 landfill site is Enfield. Richard Chase asked Supervisor Owens if he could be placed on the agenda for the Proposed Chipping Program. Supervisor Owens asked that Highway Superintendent Ron Updike look into his proposal and submit his recommendation. HIGHWAY SUPERINTENDENT + Highway Superintendent Ron Updike said that the highway men are cooperating with him 100%. There has not been much bad" weather yet . They are in the process of "Spring Fix-up" . Councilman Linton } commented that Superintendent Updike was learning his new job 3 - 4 weeks before he took office. Supervisor Owens said that the Fire Department 's monthly meeting was January 14th. Councilman Linton will attend the meeting representing the Town Board to substitute for Councilman. VanNederynen. The Planning Board' s monthly meeting will be January 15th. Caroline ► Bingham stated that the Planning Board would also like to interview ' the attorney candidates . The Enfield Fire Department presented the end of the year financial statement to the Town Board. A tentative date for a meeting with the Fire Department., Supervisor; Town Board, Accountant , and Town Attorney was scheduled for January 15th at 8 : 30 pm in the Community Building . The Town Board will meet + with the Planning Board at 7 : 30 pm on the same evening . PLANNING BOARD Caroline Bingham stated that the Planning Board uses the Town Hall for i long distance calls . She would like approval to use the phone again or be issued a telephone credit card. The town board stated that they could use the phone in Town Hall for long distance calls . Rick Chase has spoken to her on being appointed to the County Planning Board. ENVIRONMENT MANAGEMENT COUNCIL Ashley Miller reported on a request from Councilman Linton on what was the classification of Enfield Creek . She found that presently it has a "D" classification, but will be soon upgraded to a "C" . LAMA INSURANCE i Robert Lama returned from reviewing the two insurance policies . He stated that Sprague Insurance Co . was missing one autocar on the + Policy and several small exclusions. He figured back in the deficiencies . The revised amount would be approximately $1 , 300 more than Lama Insurance Co. He stated that Sprague gave just a brief proposal to the town . The voucher for $41 , 9,68 . 04 for Lama Insurance Company was included with Lama' s proposal . Councilman Lovelace made a motion to stay with Lama Insurance Company this year and to get proposals from other insurance companies later in 1992 for 1993 and amend the General Fund warrant to include payment to Lama for $41 , 968 . 04 . Councilman Dougherty seconded the motion . Motion carried. NEW BUSINESS The Annual Update Document Review Meeting was scheduled for January 20 , 1992 at 7 : 30 pm in the Community Building . Superintendent Updike reported can prices, of ##2 Fuel oil . Agway would give the town: a 10 cents per gallon discount on the cash price. -- Bowers would give the town a price of $ . 799 per gallon until April 15 , 1992 . Councilman Lovelace made a motion to change to Bowers for fuel oil . Councilman Dougherty seconded the motion. Motion carried . ORGANIZATIONAL RESOLUTIONS •Councilman Linton made a motion to adopt the Organizational Resolutions for the 1992 year . Councilman Dougherty seconded the motion. Roll call vote: Councilman VanNederynen - yes , Councilman Linton - yes , Councilman Dougherty - yes , Councilman Lovelace - yes , Supervisor Owens - abstained . Motion carried. 1992 ORGANIZATIONAL RESOLUTIONS 1 . The 1992 Enfield Town Board Meetings to be held on the first Wednesday of each month at 7 : 30 pm at the Enfield Community Building . 2 . The Ithaca Journal is the official newspaper . 3 . The Tompkins County SPCA will provide the services of dog control officer . 4 . The Deputy Supervisor is Robert Linton . 5 . The Deputy Town Clerk is Linda Stilwell . 6 . The Deputy Highway Superintendent is Ronald McFall . 7 . The Town Attorney is Robert Mulvey . 8 . The Town Historian is M . Clyde Hubbell , 9 . The Court Clerks are Carolyn Thall and Betty Poole . 10 . The Election Machine Custodians are James Bailey and Martin Schreiber . 11 : The Fire and Building Code Enforcement Officer is Roger Rumsey . The 1992 Salaries follow: 12 . Machine 'Equipment Operator - (permanent , full -time highway employee) - $10 . 50 per hour paid every two weeks . 13 . Deputy Highway Superintendent - $11 . 00 :per hour paid every two • weeks . 14 . Part-time Highway Employee - $7 . 50 per hour paid every two weeks . 15 . The Court Clerks : Carolyn Thall - $1 , 900 . 00 per year. . — Betty Poole - $1 , 900 . 00 per year . 16 . Bookkeeper - $3 , 600 . 00 per year paid monthly . 17 . Fire and Building Code Enforcement Officer - $7 , 500 . 00 per year paid monthly . 18 . Elected Town Clerk/Tax Receiver - $8 , 000 . 00 per year paid monthly . 19 . Supervisor - $5 , 500 . 00 per year paid monthly . 2C , Town Councilman ( 4) $1 , 500 . 00 per year paid semi-annually. 21 . Justice ( 2) Smithers - $8 , 000 . 00 per year paid quarterly. Townley - $8 ,000 .00 per year paid quarterly. 22 . Highway Superintendent - $27 , 000 . 00 per year paid monthly. 23 . Monthly, quarterly and semi-annual payroll checks shall be dated the last weekday of the respective payroll period. 24 . Vacation for full -time Highway Employees only : Years of Service Vacation less than 1 none 1 - 2 1 week 3 - 9 2 weeks 1.0 - 19 3 weeks 20 and over 4 weeks Vacation is credited to employees on :.heir anniversa.r.y date. • Vacation schedules must be approved ?D'7 the Highway Superintendent . Vacation for the Hig;iway Superintendent is 3 weeks . 25 . Paid Holidays total 11 per year: New Year' s Day Martin Luther King' s Birthday Washington's Birthday Memorial Day Fourth of July Labor Day Columbus Day Election Day Veterans Day Thanksgiving Day Christmas Day Reimbursement for working a paid holi.clay is triple-time . (Double-time plus holiday pay. ) 26 . Sick Leave Policy: All full-time Highway Employees will be granted eight (8) hours sick leave per month which may be accumulated to 120 days . Upon retirement with ten years of service, an employee shall recei,•,e on. (1) hour pay for each eight-hour day accumulated `or a maxii:1un: of 120 hours ( three weeks ) . 27 . The current iRS mileage rate will be ;:paid to an employee or elected officiai for use of a personal vehicle for Town business . The Highway Superintendent must give prior approval to Highway employees , the Town Board must approve all others . 28 . Health Insurance : Coverage for full -time Highway Employees (family/individual ) is provided by the 'down. 29 . Committees and Boards : Assessment Review Board - Robert Linton and Pat. Dougherty Highway Committee - Supervisor , Highway Superintendent , Donald Lovelace, Pat Dougherty. Personnel Committee - Supervisor , Highway Superintendent., Employee Representative, Donald Love ace , Pat Dougherty . • Fire and Building Code Committee - Robert Linton and Donald Lovelace . Fire Company Town Board Representative - (appointed quarterly) : Linda VanNederynen. Commemorative Committee - Susan Thompson, Pat Dougherty , Helen Smith, Ellen Hobbie, Nina Linton , M. Clyde Hubbell (ex- officio) . Planning Board - Co-Chair Caroline Gritti-Bingham, Joella Moore, Gene Endres , Michael Williams , Marty Shapiro , Davie. Thompson, John Rancich, Susan. Webster (other co-chair Position will be filled by the Panning Board at the January 14 meeting . ) Conservation Advisory Council - to be appointed. 30 . The Planning Board shall adopt rules and regulations in respect to procedure before it and in respect to any subject matter over which it has jurisdiction under Town :yaw 212 or any other statute, after public hearing by the Planning Board and subject to approval by the Town Board. 31 . County Planning Board - Richard Cruse 32 . The Superintendent of Highways is authorized to purchase equipment , tools , and implements during the year without prior approval of the Town Board. 33 . The Superintendent of Highways is authorized to open competitive bids on public works and purchase contracts required to be advertised. 34. The Tompkins County Trust Company is the official depository . • 35 . Agenda items may be added to the Town Board meeting by motion with a majority of the board. 36 . All public officers are required by law 'to take the oath of office . This includes all appointed as well as elected officials . If within 15 days of appointment or when office is taken, the official hasn' t taken the oath of office, their position is by law vacant . 37 . The Town Attorney for Enfield does not have to be a resident of the Town of Enfield. 38 . The Town Board authorizes the payment of certain claims before audit namely: - public utility services - postage - freight and express service - funds deducted from payroll including social security, retirement , etc . 31 , Procurement Policy : WHEREAS, Section 104=b of the ( e_neral Municipal Law (GML) requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML , 5103 or any other law; and WHEREAS, comments have been solicited from those officers of the town involved with procurement ; NOW THEREFORE, be it RESOLVED: that the Town of Enfield does hereby adopt the following procurement policies and procedures : Guideline 1 . Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML, S103 . Every town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year . That estimate shall i.nc? 1zde. the canvass of other town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reaches; shall be documented and kept with the file or other documentation supporting the • purchase activity . Guideline 2 . All purchases of a) supplies or equipment which will exceed $10 ,000 in the fiscal year or b) public works contracts over $20 , 000 shall be formally bid pursuant to GML , $103 . Guideline 3 . All estimated"; purchases o` : Less than $10 , 000 but greater than $3 , 000 require a written ,request fo_ a proposal (.RFr) and written./fax quotes from 3 vendors . Less than $3 , 000 but greater than $1 , 000 require an oral request for goods and oral/fax quotes from 2 vendors . - Less than $1 ,000 but greater than $250 are left to the discretion of the Purchaser . r All estimated Pil. lic works contracts of : - Less than $20 ,000 but greater than. $10 ,000 require a written RFP and fax/proposals from 3 contractors . Less than $10 , 000 but greater than $3 ,000 require a written RFP and fax/proposals from 2 contractors . Less than $3 , 000 but grea'.er than $500 are left to discretion of the purchaser . Any written RFP shall describe the clesired good, , quantity and the particulars of delivery , The Purchaser shall compile a list of all vendors from whom written/fax/oral quotes are offered . All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the. documentation supporting the subsequent purchase or public works contract . Guideline 4. The lowest responsible proposal or quote shall be awarded to the purchase o�' public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best in.terest of the town and its than n the low bidder . I f taxpayers to make air award toother: t�:�L. bidder is not deemed respons .'s_-=e. , racts supporting that ;,_ldgement shall also be documen-�ed and filed with the record supporting the procurement . Guideline 5 . A good faith effort shall be made .to obtain the required number of proposals or quotations . Tf the Purchaser is unable to obtain the required number of proposals or quotations , the Purchaser shall document '-he attempt :made at obtaining the cx esal In no event shall the inability to obtain the proposals or quotes be a bar to the procurement . Guideline 6. Except when directed by the town board, no solicitation of written proposals or quotations shall be* required under the following circumstances : a) Acquisition of professional services ; b) Emergencies ; c) Sole source situation.: ; d) ^oods purchase�i from. agencies, for the blind or c 5-tv!F-re1v h andicappe':_ _. e) Goods purchase . from facilities; f ) Goods purchased r_om c2='- _ `' ':Y governmental agency; g) Goods purchased at auct::on; h) Goods purchased for 1 cuss ti_an $250 ; i ) Public works contracts :`_:or less than. $500 . Guideline 7 . This policy Shall :.e reviewed annually by the teF:n board at it crga nisationa.. riieeti-ng or as soon ..:--`-'=.e rte= as is .reasonably p_.:1 tJca�:� rc,uncill-ia __nto n., I::ade a motion to ad]oi _ -- `-•he mee,ti=1g colan- c man Lovelac.? seconded' . t'e motion. Meet':::g a ,c,u rued at i 1 . 10 pm. F:espec _.=u i y submitted, J e a?� _ �f i_. ._.o l ta.. 02./16/3?