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HomeMy WebLinkAbout6-9-2004 Regular Meeting TB.pdf 1 TOWN OF ENFIELD REGULAR TOWN BOARD MEETING MINUTES WEDNESDAY, JUNE 9TH, 2004 7:00 P.M. The regular monthly meeting of the Town of Enfield Town Board was held Wednesday, June 9th, 2004 at 7:00 p.m. at the Enfield Community Building, 182 Enfield Main Road, Ithaca, NY with Supervisor Fisher presiding. Present: Supervisor Gary Fisher, Town Councilperson Greg Stevenson, Town Councilperson Peggy Hubbell, Town Councilperson Larry Lanning, and Town Councilperson Sandra Small. Town Clerk Alice Laue was also present. Pledge of Allegiance to the Flag Supervisor Fisher led the assemblage in the Pledge of Allegiance to the Flag. Privilege of the Floor Jack Rumsey - Harvey Hill Road Feels he is being harassed and expressed his displeasure about a complaint filed with the Code Officers about his property. David Jacobsen - Shudaben Road Expressed his concerns about the additional accumulation of steel items and the safety hazards of items on property at 19 Shudaben Road. He thanked the Board for their support. Chris Barner – Shudaben road Asked about the progress of work to be done on Shudaben Road. Communications Town of Ithaca Transportation Committee invitation to attend a transportation meeting. Department of Tompkins County Planning letter concerning closing out of two HUD Grants (1993 and 1994 grants) that weren’t closed out. Letter requesting supervisor sign documents indicating that to the best of the supervisor’s knowledge that the data presented is correct. Correspondence from Life Long (Tompkins County Office of the Aging) complaining about the obnoxious odors prevailing at the community building and their offensiveness to people using the community building. 2 TCAT correspondence that they have a special fare for multi-zoned travel on Saturdays and Sundays beginning June 5th, 2004 until the end of the year. State of New York Real Property Services 2004 State Equalization rate booklet available and can be accessed on the Internet. NYMIR 2003 Financial Report Equity in Operating Reserve fund $2232.00. Subscribers Surplus Capital contribution $10,460.00. Letter from Ray Bennett - Grey Road Letter and pictures complaining about water that pools along the state highway. Committees/Reports Code Enforcement written reports: Supervisor Fisher asked if the Board members would like the report read or if a copy distributed to each Board member would suffice. Board members decided they would like a copy of this report and future reports circulated via Town mailboxes. Highway Department – Superintendent Miller Finished our town spring clean up, we had sixteen trash dumpsters and two metal dumpsters taken out. Sent a truck to help the county for three days. We cut some trees on Shudaben Road, dug some ditch and hauled some stone. Have started grading roads and putting on dust oil. Personnel Committee Councilperson Small reported that she had nothing to report. Economic Clearing Councilperson Lanning is verifying list of businesses. Old Business Employee Handbook Prior to this Town Board meeting, Councilperson Small had presented to the Personnel Committee and Town Board members another revised copy of the Enfield Employee Handbook for consideration and approval along with a proposed resolution for adoption. She informed the Board that she had received a couple more requested changes from committee members and circulated three new pages for substitution of the old pages. Page no. 400-9 entitled Code of Ethics was substituted increasing the value of not accepting a gift from twenty-five dollars ($25.00 or more) to seventy-five dollars ($75.00 or more). The other two pages for substitution were pages 6 and 13 to include in Appendix A entitled: Town of Enfield Policies and Procedures Manual, under Policy 400.2 - Prepayment of Certain Bills which was amended at the January 14, 2004 Town 3 Board meeting to include in the list of bills, the “prepayment of contracts exceeding one year in advance of audit of claim”. The following resolution was then introduced: RESOLUTION #37 - Approval and Adoption of the Town of Enfield Employee Handbook - Resolution made by Councilperson Stevenson, seconded by Councilperson Lanning. WHEREAS, in 2002 the Town of Enfield contracted with AMTEK Management Services Corp. of Syracuse, New York for the development of an Employee Handbook for the benefit of the employees and elected officials of the Town; and WHEREAS, the Personnel Committee has devoted a considerable amount of time to editing and revising the Employee Handbook; and WHEREAS, the Personnel Committee recommends that the Town Board approve and adopt the final version of the Employee Handbook for all the employees and elected officials of the Town; NOW, THEREFORE, be it RESOLVED, that the Town Board of the Town of Enfield does hereby approve and adopt the Town of Enfield’s Employee Handbook for all the employees and elected officials of the Town. Discussion: The Board was in agreement with the substitution of the three pages mentioned above. Supervisor Fisher asked for an additional change to Exhibit B entitled: Affidavit of Intent to Participate in Health Insurance Buy-Out Program. He requested that the phrase “for the month” be eliminated from the box portion on the form. Board members were all in agreement to this change as well. Vote: Supervisor Gary Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye; Councilperson Small aye, Councilperson Stevenson aye. Resolution carried. Further Discussion: Since Amtek Management Services Corp. agreed to provide the Town with copies, the Board advised Councilperson Small to ask for 35 copies for distribution among present and future employees and elected officials of the Town. Councilperson Small said she will so notify Amtek. Councilperson Small also asked the Board to think about how they wanted future updates to the Handbook made. Does the Board want to obtain a disk and make changes ourselves or continue working with Amtek for future changes at a cost to the Town? IRS Tax Liability – Forms 941, W-2, and W-3 Discrepancy Cleared up liability on forms 941-W-2 and W-3 forms. We have another complicated liability on Raymond Poole’s 2001, 2002 and 2003 W-2”s. No withholding was done either from the employer’s/employee’s share. Supervisor to discuss with IRS how to handle this. 4 Policy 200.3 – Money in Lieu of Health Insurance Because the adoption of this policy as unchanged was inadvertently omitted from the February 11, 2004 regular Town Board meeting, Supervisor Fisher asked that the correction be noted in these minutes. School House Reunion Grant Contract signed. Town endorsed the grant, we sign the contract, sign the vouchers to the County, the County give us the money, and we have to account for and send the County a closeout certifying that the money has been spent with copies of all the documentation as to how the money was spent. Town Clean Up Superior hauled 57.87 tons out at a cost of $6,118.38. Weitzman’s hauled another 32,860 pounds of scrap metal out at no charge and the Highway Department took another truckload of metal to the scrap yard in Lodi. A special thanks of appreciation went out to William Eisenahrdt, Dave Miller and Jack Hubbell for their time and assistance in making this year’s Spring Clean Up a success. Supervisor Fisher asked Councilperson Stevenson to write up a follow up action report on what we did and what we need to do in the future for Spring Clean Up. Tire Recycle Three Enfield residents participated in the Town of Ulysses’ Tire Collection day bringing in a total of 37 tires. Nine Enfield residents participated in the Town of Newfield Tire Collection Day bringing in a total of 77 tires. Tompkins County Soil and Water Conservation District could possibly do a Tire Collection Day in the Fall if Enfield is interested. If not, they will contact us next Spring to check on our willingness. County Comprehensive Plan on website. Software Supervisor is looking at different accounting software programs. Standard Work Day/Hours Worked Elected/Appointed Officials After discussing how the number of hours can vary in a month it was the consensus to keep track of hours worked on town business for both the month of May and June and average the number of hours worked to find hours worked in a day. Garage on Highway Right of Way Supervisor to talk to Attorney for the Town. Voting Machines To date no voting machine is being made that meets New York State requirements. Cost unknown. 5 Floor in Community Building Bathroom No update. Community Building Clean Up On Saturday morning, May 15th, users of the Community Building took advantage of the Town’s Spring Clean-Up week by getting together to discard items that were no longer being used. Town/Highway Facilities Development Because Councilperson Stevenson’s past involvement with respect to this issue, Supervisor Fisher asked Councilperson Stevenson to compose a written report on the previous developments and progress made toward the discussions of a new highway, town and community building facilities. New Business RESOLUTION #38 - “Town of Enfield 2004 Budget Amendment No.17” - Recreational Partnership - Resolution made by Supervisor Fisher, seconded by Councilperson Hubbell. WHEREAS the Enfield Town Board voted to participate in the Recreation Partnership and to contribute $5650.00 as the Town’s share of the cost for the calendar year 2004; and WHEREAS only $2612.00 was appropriated for the cost of the Recreation Partnership in the Town of Enfield 2004 Budget Expenditure Account Code 7320.4, now therefore be it RESOLVED that the appropriation for Expenditure Account Code 1990.4 titled “Contingency” is reduced by $3038.00 and the appropriation in Expenditure Account Code 7320.4, titled “Youth Program – Recreation Partnership” is increased by $3038.00 to $5650.00. Discussion: Discussed County funding Recreational Partnership Program for the year 2004 only and the towns that participate in the Recreational Partnership Program paying what the county doesn’t pay. Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye. Resolution carried. RESOLUTION #39 - “Town of Enfield 2004 Budget Amendment No. 18” – School House Reunion - Resolution made by Supervisor Fisher, seconded by Councilperson Small. WHEREAS, the Town of Enfield supported and endorsed application of the One and Two Room School House Reunion Grant request for Tompkins County Celebration funds; and 6 WHEREAS, the grant was approved in the amount of $275.00, and WHEREAS, there is no appropriation code for celebrations in the Town of Enfield 2004 General Fund Budget NOW, THEREFORE BE IT RESOLVED, that Celebrations expenditure account code A7550.4, titled “School House Reunion” be added to the 2004 Town of Enfield General Fund Budget with an appropriation of $275.00 and revenue account code titled A2770 “Celebrations Grant” be added with an estimated revenue of $275.00. Discussion: None Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye. Resolution carried. RESOLUTION # 40 - “Town of Enfield 2004 Budget Amendment No. 19” - Resolution made by Supervisor Fisher, seconded by Councilperson Hubbell. WHEREAS, the Town Clerk contractual purchases from Williamson Law Book Company during June 2003 in the amount of $687.34 were deferred and not paid in 2003, and WHEREAS insufficient money was appropriated in the Town of Enfield 2004 Budget expenditure account code A1410.4, titled “Town Clerk – Contractual”, and pay the 2003 contractual expense of $687.34 in addition to budgeted 2004 contractual expense, NOW THEREFORE BE IT RESOLVED that the appropriation in expenditure account code A1410.2, titled “Town Clerk – Equipment”, is decreased by $837.06 leaving an appropriated balance of $1362.94 and that expenditure account code A1410.4, titled “Town Clerk – Contractual” is increased by $837.06 from $1500.00 to $2337.06 and FURTHER BE IT RESOLVED that expenditure account code A1110.4, titled “Justices – Contractual”, is decreased by $350.00 from $2000.00 to $1650.00 and that expenditure account code A1420.4, titled “Attorney”, is decreased by $300.00 from $3875.00 to $3615.00 and that expenditure account code A1410.4, titled “Town Clerk – Contractual”, is increased by the sum of the $350.00 and the $300.00 from $2337.06 to $2987.60. Discussion: Councilperson Small asked if this would pose a problem in the future to either the Town Justices account or the Attorney account. Supervisor Fisher confirmed that he had spoken with Justice Poole and that he did not see it as being a problem to either account. 7 Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye. Resolution carried. Appointments Supervisor Fisher asked for the Board to approve the appointment of Virginia Bryant to the Town of Enfield’s Planning Board with the term of office expiring 2010. Motion made by Councilperson Lanning, seconded by Councilperson Hubbell that the Town Board approve the appointment of Virginia Bryant to the Town of Enfield’s Planning Board, term of office expiring 2010. Discussion: None Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye. Motion carried. Monthly Bills Supervisor Fisher presented the monthly bills for payment. Motion made by Councilperson Stevenson, seconded by Councilperson Small that the Town Board of the Town of Enfield authorizes the Supervisor to pay General Fund vouchers #112-128, dated 6/9/04, in the amount of $16,330.45; Highway Fund vouchers #63-70, dated 6/9/04, in the amount of $6,788.66 and CDGF vouchers 13 – 14, dated 6/9/04, in the amount of $23,136.92. Discussion: None Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye, Motion carried. Announcements At the Planning Board meeting June 1, 2004, Supervisor Fisher directed the Planning Board to look at the tower project on Aiken Road and Leigh Marshall’s Site Development Plan on S. Applegate Road. Planning Board will be meeting the first Wednesday of the month at 7:00 p.m. at the Community Building. Privilege of the Floor No one wished to speak. Other Business Approval of Regular monthly Town Board Meeting minutes for the months of March 10th, 2004, April 14th, 2004 and May 12th, 2004. 8 Motion made by Councilperson Stevenson, seconded by Councilperson Small that the Town Board approve the adoption of the regular monthly Town Board Meeting minutes for the months of March 10th, 2004, April 14th, 2004 and May 12th, 2004. Discussion: None Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye. Motion carried. Adjournment Motion made by Councilperson Stevenson, seconded by Councilperson Lanning that the regular monthly meeting of the Town of Enfield Town Board adjourn. Discussion: None Vote: Supervisor Fisher aye, Councilperson Hubbell aye, Councilperson Lanning aye, Councilperson Small aye, Councilperson Stevenson aye. Motion carried. Meeting adjourned at 9:00 p.m. Respectfully submitted, Alice Laue Town Clerk