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Home My WebLink About1997-01-02r ORGANIZATIONAL MEETING �\ JANUARY 2, 1997 �. The Organizational meeting was called to order at 9:30AM Roll call way by Town Clerk Lloyd Present: Supv Schug, Clp Grantham, Clp T. Hatfield, Clp Roberts, and Clp C. Hatfield RESOLUTION #1 RULES OF PROCEDURE Clp Grantham offered the following resolution and asked for its adoption: RESOLVED; that this Town Board use Town Law Section #63 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #2 SALARY SCHEDULE Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the salaries of the elected Town Officials be set for the year 1997 as follows: Supervisor $8,405.00 Councilman (4) 02,000.00 Highway Superintendent $38,190.00 Town Clerk 814,677.50 Town Justice Clauson 811,125.00 ® Town Justice Valentinelli 87,500.00 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #3 SALARY PAYMENT Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that salaried employees of the Town of Dryden will be paid weekly, hourly employees and paramedics will be paid bi- weekly, the Supervisor and Councilman will be paid monthly and other appointed employees will be paid annually. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #4 TELEPHONE CREDIT CARDS Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that the telephone credit cards be renewed for the year 1997 for the Town Supervisor and Town Attorney. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #5 MILEAGE Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that the mileage will be paid to the Town Officials, including election inspectors at a rate of 30 cents per mile or such higher rate as may be authorized by the Internal Revenue Service when using their own car for official town business other than town meetings. 2nd Clp T. Hatfield Roll call vote - all voting Yes r OR1 -2 -97 Page 2 40 RESOLUTION #6 DESIGNATE OFFICIAL BANK Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the Town Board designate the First National Bank of Dryden and the Tompkins County Trust Company as the official banks for the Town of Dryden for the year 1997 . 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #7 OFFICIAL ADVERTISING Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Board designate the Ithaca Journal for official advertising for the year 1997. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #8 ADVANCE PAYMENT OF UTILITIES Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board authorize the Supervisor to pay in advance of the audited claims the utility bills, all claims to be presented at the next regular board meeting. 2nd Clp Grantham Roll call vote - all voting Yes is RESOLUTION #9 SERVICE OFFICER /FIRE WARDEN Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint the Supervisor as Service Officer and Fire Warden for the year 1997. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #10 SPECIAL FUND ASSESSMENT ADMINISTRATION Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the 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_ for the year 1997 . 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #11 PAYMENT OF CONTRACTS Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the Supervisor be authorized to pay the Fire, Ambulance Contracts for the year 1997 as per the budget and the • contracts. 2nd Clp Roberts Roll call vote - all voting Yes OR1 - -97 Page 3 0 RESOLUTION #12 SUBDIVISION CONTROL OFFICER AND MULTIPLE RESIDENCE INSPECTOR - Clp Roberts Offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Henry Slater as Subdivision Control Officer and MvItiple Residency Inspector for the year 1997 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #13 LzCENSQR FOR GAMES Off' CHANCE Clp Grantham offered the following resolution and asked for its adoption= RESOLVED, that this Town Board appoint Susanne Lloyd as licensor for Games of Chance for the year 1997. 2nd Clp T. Hatfield Roll call vote all voting Yea RESOLUTION #14 PETTY CASH Clp T. Hatfield offered the following resolution and asked for its adoption; as Senior Court RESOLVED, that this Town Board authorize a petty cash fund for the Town Clerk not to exceed 0100.00, and Receiver of Taxes and Assessments not to exceed 510.00. Petty cash as needed for postage meter, and Justice petty cash fund not to exceed 0100,00 for the year 1997. end Clp C. Hatfield Ball call vote - all voting Yes RESOLUTION #15 COURT CLERK Clp C. Hatfield offered adoption: RESOLVED2 that this Town Clerk for the year 1997 week as per thin budget. 2nd Clp Roberts the following resolution and asked for its 3oard appoint JaAn Ryan as Senior Court at a salary of $28,650.00 for a 40 hour work Roll call vote - all voting Yeas RESOLUTION #16 COURT CLERIC CI.p Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Debra Smiley as Court Clerk for the year 1997 at a salary $21,225.00 for a 40 hour work week as per the budget. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTIOU #17 RECEIVER OF TAXES & ASSESSMENTS Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Susanne Lloyd as Receiver of Taxes and Assessments at a salary of 06,283400 foz~ the year 1997 as per the budget. 2nd Clp T. Hatfield Roll call Grote - all voting Yes OR1 -2 -97 Page 4 RESOLUTION #18 APPOINT DEPUTY RECEIVER OF TAXES AND ASSESSMENTS /TOWN CLERK Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, Clerk and that this Town Deputy Receiver Board appoint of Taxes & Wanita Baldwin Assessments at a as Deputy Town salary of 810,450.00 2nd Clp C. for a 20 hour Hatfield week for the Roll call year 1997 vote - all as per voting the budget. Yes RESOLUTION #19 APPOINT DEPUTY RECEIVER OF TAXES AND ASSESSMENTS /TOWN CLERK Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Linda Woodin as Deputy Town Clerk & Deputy Receiver of Taxes & Assessments to be paid $10.00 per hour for the year 1997. be 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #20 APPOINT DEPUTY RECEIVER OF TAXES AND ASSESSMENTS /TOWN CLERK Clp Roberts offered adoption: RESOLVED, that this Town Clerk & Deputy 810.00 per hour for 2nd Clp Grantham the following resolution and asked for its Town Board appoint Stephanie Zerilli as Deputy Receiver of Taxes & Assessments to be paid the year 1997. Roll call vote - all voting Yes RESOLUTION #21 ASSISTANT BUDGET OFFICER Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Dianne McFall as the assistant Budget Officer at a salary of 85,500.00 for the year 1997 as per the budget. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #22 CONTRACT TOWN ATTORNEY Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board contract with Mahlon Perkins as the Town Attorney at the rate of 81,750.00 per month for the year 1997 to do regular agreed upon Town business. All other business will be billed at a rate of 8115.00 per hour as per contract. 2nd Clp C. Hatfield Roll call vote - all voting Yes 0R1 -2 -97 Page 5 RESOLUTION #23 ENGINEERING Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board contract with T. G. Miller P.C. for engineering services for the year 1997 as needed. 2nd Clp Roberts Roll call vote - all voting Yes Clp Roberts offered adoption: RESOLVED, that this inspectors who work 845.00 for registra 2nd Clp Grantham RESOLUTION #24 INSPECTORS the following resolution and asked for its Town Board authorize payment to the election in 1997 as follows: $50.00 for primary day, tion and $80.00 for election day. Roll call vote - all voting Yes RESOLUTION #25 PUBLIC WORKS SUPERINTENDENT Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Randy R. Riker as the Public Works Superintendent at a salary of $3,500.00 for the year 1997 as per the budget. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #26 CLEANING CONTRACT Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this person for the Town $45,00 per week for 2nd Clp C. Hatfield Town Board appoint Debbie Foote as Hall for the year 1997 to be paid three (3) hours per week. Roll Call vote - all voting RESOLUTION #27 APPOINT BINGO INSPECTOR the cleaning at the rate of Yes Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board Inspector for the year 1997 in annually. appoint Linda Woodin as Bingo the amount of $150.00 to be paid 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #28 DOG CONTROL CONTRACT Clp Roberts offered the following resolution and asked for its adoption: RESOLVED,that this Town Board contract with the SPCA in the amount of $14,698.00 for the year 1997 to be paid monthly. 2nd Clp Grantham Roll call vote - all voting E MMZ • OR1 -297 Page 6 RESOLUTION #29 DEPUTY HIGHWAY SUPERINTENDENT Clp Grantham offered the following resoluution and asked Eor its adoption: Dept. at a salary RESOLVED, that this Town Board, r4;�commended by the Highway Superinteadent, appoint Randy Riker as Deputy Supt of Highways for the year 1997 at a salary of 532,450,00 as per the budget. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #30 SECRETARY - BOOKKEEPER HIGHWAY DEPARTMENT Clp. T. Hatfield offered the following resolution and asked for its adoption; RESOLVED, that this Town Board appoint Secretary - Bookkeeper for the year 1997 per the budget, Teri McFall as Highway Dept. at a salary of 119,200,00 as 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #31 GADABOUT Clp C. Hatfield offered the following resolution and asked for its adoption: RE50LVEDo that this Town Board authorize payment to Gadabomt at a rate of 1�5, 076 .00 for the year 1997 a a per the budget when the funds are available. 2nd Clp Roberts Roll call vote - all voting yes RESOLUTION #32 TOMP IMS COUNTY SENIORS Clp Roberts offered the following resolution and asked for its adoption: RE,SOLVED, that this Town Board authorize payment to Tompkins County Seniors at a rate of $3,350.00 for the year 1997 as per the budget when the funds are available. 2nd CIp Grantham Roll call vote - all voting Yea RESOLUTION #33 RECREATION AND YOUTH SERVICES ADMINISTHATION Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that the Town of Dryden appoint Wanita Baldwin as the administrator for recreation and youth services for the year 1997 at a rate of 510.15 per hot4r, . 2nd Clp T. Hatfiield Roll call vote - all voting Yes RESOLUTION #34 PURCHASING OFFICER Clp T. Hatfield offered the following resolution and asked for its adoption; RESOLVED, that the Town of Dryden appoint Teri McFall as the Purchasing Officer at a salary of 435,625.00 for the year 1997 as per the budget . 2nd Clp C. Hatfield Roll call vote - all voting Yes • ORI °2 97 Page 7 RESOLUTION #35 SOUTHWORTH LIBRARY Clp. C_ Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the Supervisor be authorized to pay the Library Contract in the amount of $3,900.00 for the year 1997 when the fends are available* 2nd Clp. Roberts Roll call vote - all voting Yes RESOLUTION #36 LEARNING WEB Clp Roberts offered the fallowing resolution and asked for its adoption RESOLVED, that the Supervisor be authorized to pay the Learning Web L n the amount of $1,648400 for the year 1997 when the funds are available. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #37 AIDS WORK. Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that the Supervisor be authorized to pay AIDS Work in the amount of $567.00 for the year 1997 when the funds are available. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #38 DISPLACED HOMEMAKERS Clp T. Hatfield offered the following resolution and ask for its adoption: RESOLVED, that the Supervisor be authorized Homemakers- Center of Tompkins Center in the year 1997 when funds are available. to pay Displace amount of 0463.00 for the 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #39 APPOINT TOWN HISTORIAN Clp C. Hatfield offered the following resolution and asked for its adopts ort RESOLVED, that this Town Hoard appoint Harland Carpenter as Town Historian, in the amount of $200600 for the year 1997 to be paid annually. 2nd Clp Roberts Roll call vote all, voting Yes RESOLUTION #40 DRYDEN HISTORICAL SOCIETY 1p Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board authorize payment to the Dryden Historical Society in the amount of $1,100.00 for the year 1997 as Per the budget when the funds are available. 2nd Clp Grantham (toll call vote - all voting Yes OR1 -2 -97 Page 8 0 RESOLUTION #41 BUILDING CODE INSPECTOR /ZONING OFFICER Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Henry Slater as Building Code Inspector and Zoning Officer for the year 1997 at a salary of 840,060.00. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #42 APPOINT ASSISTANT BUILDING CODE INSPECTOR AND ZONING OFFICER AND CODE Clp T. Hatfield offered the following resolution and asked for its adoption. RESOLVED, that this Town Board appoint Clinton Cotterill as the assistant Building Code Inspector and Zoning Officer at the rate of 810.15 per hour for the year 1997 as per the budget . 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION the following resolution and #43 APPOINT SECRETARY TO ZONING OFFICER RESOLVED, AND CODE ENFORCEMENT OFFICER Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Wanita Baldwin as Secretary to the Zoning Officer and Code Enforcement Officer at a salary of $10,450.00 for the year 1997 for a 20 hour work week as per the budget. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #44 APPOINT SITE PLAN REVIEW SECRETARY Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town board appoint Susanne Lloyd as secretary to the Site Plan Review Board for the year 1997 at a rate of $10.15 per hour as per the budget. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #45 PLANNING BOARD CHAIRPERSON Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Barbara Caldwell as the Planning Board Chairperson for the year 1997 at a rate of $400.00 to be paid annually as per the budget. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #46 APPOINT PLANNING BOARD AND ZONING BOARD OF APPEALS SECRETARY ® Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Jean Ryan as secretary for the Planning Board and Zoning Board of Appeals for the year 1997 at a rate of $10.15 per hour as per the budget. 2nd Clp C. Hatfield Roll call vote - all voting Yes ORl -2 -97 Page 9 RESOLUTION #47 ZONING BOARD OF APPEALS CHAIRPERSON Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Charles Board of Appeals Chairperson for the year 1997 to be paid annually as per the budget. Hanley as the Zoning at a rate of $400.00 2nd Clp Roberts Roll call vote - all voting - Yes RESOLUTION #48 SPECIAL DISTRICT ADMINISTRATION Clp Roberts offered the following adoption: RESOLVED, that the Town Supervisor administration and supervision of Improvement District functions to Board. 2nd Clp Grantham Roll call resolution and asked for its has the power and duties of the Town of Dryden on Special be performed on behalf of the Town vote - all voting Yes RESOLUTION #49 HIGHWAY SALARIES Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that all highway employees will be paid in a range not to exceed 813.40 per hour, as recommended by the Highway Superintendent for the year 1997. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #50 CLOTHING ALLOWANCE Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the Highway Superintendent be authorized to have the full time permanent highway employees purchase work clothing in an amount not to exceed 8125.00 each for the year 1997. 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #51 PURCHASE OF SMALL TOOLS Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the Highway Superintendent be authorized to purchase small tools not to exceed $4,000.00 for the year 1997. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #52 APPOINT PLANNING BOARD MEMBER Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Richard Turecek to the Dryden Planning Board whose term will expire on December 31, 2003. 2nd Clp C. Hatfield Roll call vote - all voting Yes OR1 -2 -97 Page 10 RESOLUTION #53 APPOINT ZONING BOARD OF APPEALS MEMBER Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board reappoint Rita Harris to the Dryden Zoning Board of Appeals whose term will expire on December 31, 2001. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #54 APPOINT IDA MEMBER Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board reappoint Joan Curtis to the Dryden Industrial Agency whose term will expire on December 31, 2001. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #55 MANDATORY JUSTICE SCHOOLING Clp Grantham offered the following resolution and asked for its adoption. RESOLVED, that the Justices be authorized to attend training schools during the year 1997 and be reimbursed for actual expenses. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #56 INVESTMENT POLICIES AND GUIDELINES FOR THE TOWN OF DRYDEN Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that the objectives of the Investment policy of the Town of Dryden are to minimize risk; to insure that investments mature when the cash is required to finance operations; and to insure a competitive rate of return. In accordance with this policy, the Supervisor is hereby authorized to invest all funds including proceeds of obligations and reserve funds in: Certificates of Deposits 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: OR1 -2 -97 Page 11 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 Governments. 2. DELIVERY OF SECURITIES a. Payment shall be made by or on behalf of the Town of Dryden for obligations of New York State, obligations 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 deposits. 4. DESIGNATION OF CUSTODIAL BANK a. The First National Bank of Dryden and Tompkins County Trust Company both chartered by the State of New York are designated to act as custodial banks of the Town of Dryden's investments. S. FINANCIAL STRENGTH OF INSTITUTIONS a. All trading partners must be credit worthy. Their financial statements must 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 must 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 deposits 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. ORI -2 -97 Page 12 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 Hoard a quarterly investment report, which indicates the new investmentso the inventory of existing investments and such other matters as the Supervisor deems appropriate. d, Within 120 days of the and 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 Roa►rd, the board shall review and amend, if Necessary these investment policies. The provisions of these Investment Guidelines and any amendments hereto shall take effect prospectively and shall not invalidate the prior selection of any Custodial Bank or prior investment. 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOL'UT'ION 457 PROCUREMENT POLICY Ip C. Hatfield offered the following resolution and asked for its adoption RESOLVED, that the Town of Dryden does hereby adopt the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. I. a. Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. b_ Once that determination is made, a good faith effort shall be made to determine whether it is known or can reasonable be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking ±nto account past purchases and the aggregate amount to be spent in a year. • ORl -2 -97 Page 13 • c. The following items are not subject to competitive bidding pursuant to Section 102 of the General Municipal Law: purchase contracts under $10,000.00 and public works contracts under $20,000.00, 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 secondhand purchases from another governmental entity. d. The decision that a purchase is not subject to competitive bidding will be documented 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 the decision was arrived at, a copy of the contract indicating the source which makes the item or service exempt, a memo from the purchaser detailing the circumstances which led to an emergency purchase, or any other written documentation that is appropriate. e. This policy will apply to all equipment rentals made throughout the year with prior Town Board approval per rental. 2. All goods and services which are the subject of this procurement policy will be secured by use of written request for proposals, written quotations, verbal quotations, or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: purchase contracts over $10,000.00 and public works contracts over 820,000.00; 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; purchases under county contracts pursuant to Section 103(3) of the General Municipal Law; or purchases pursuant to subdivision 6 of this policy. 3. The time and documentation required to purchase goods and services under 81,000.00 through this policy may be more costly than the item itself and would therefore not be in the best interests of the taxpayer. In addition, it is not likely that such de minimis contracts would be awarded based on favoritism. The following are the minimum requirements and /or equipment rentals when the amount to year exceeds $1,000.00 as required by this the highest savings: necessary for purchases be expended in any one policy in order to achieve Amount of Purchase Contract or Rental (under 810,000.00) Method under 81,000.00 No action required $1,000.00 - $4,999.00 2 Verbal quotations or catalog pricing 850000000 - $9,999.00 3 written /fax quotations, written requests for proposals or catalog pricing Estimated amount of Public Works Contract (under 820,000.00) Method under 81,000.00 81,000.00 - $9,999.00 $100000.00 - 319,999400 No action required 2 written /fax quotations 3 written /fax quotations, written requests for proposals OR1 -2 -97 Page 14 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, the purchaser will document the attempt made at obtaining the proposals. 4. Documentation is required of each action taken in connection with each procurement. S. Documentation and an explanation is required whenever a contract is awarded to other than the lowest responsible offerer. This documentation will include an explanation of how the award will achieve savings or how the offerer was not responsible. A determination that the offerer is not responsible shall be made by the purchaser and documented. 6. Pursuant to General Municipal Law Section 104- b(2)(f), this procurement policy recognizes circumstances when, or types of procurements for which, in the sole discretion of the purchaser, the solicitation of alternative proposals'"or quotations will not be in the best interests of the Town. Those types or procurements include: 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, judgement, integrity, moral worth. These qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of these services are 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 the services are subject to State licensing or testing requirements; (b) whether substantial formal education or training is a necessary prerequisite to the performance of the services; and (c) whether the 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; and computer software or programming services for customized programs, or services involved in substantial modification and customizing of prepackaged software. b. Repair of equipment and machinery and maintenance items i.e.: toner, ribbons, oil filters, nuts and bolts etc. These can be specialized items. The purchaser will obtain at least two verbal, written, faxed or catalog prices. It is up to the purchase which product to purchase. 0R1 -2 -97 Page 15 c. Emergency purchases pursuant to Section 103(4) of the General Municipal Law. Due to the nature of this exception, these goods or services must be purchased immediately and a delay in order to seek alternate proposals may threaten life, health, safety or welfare of the residents. This section does not preclude alternate proposals if time permits. d. Purchases of surplus and secondhand alternate proposals are required, the purchase surplus and secondhand goods specific advertised sources where the obtained. Prior Town Board approval is 51,000.006 goods from any source. If purchaser is allowed to at auctions or through best prices are usually required for amounts over 7. This policy shall go into effect immediately and will be reviewed annually. 2nd Roberts Roll call vote - all voting Yes RESOLUTION #58 TOWN OF DRYDEN PURCHASE ORDER SYSTEM Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board adopt the following purchase order system for the Town of Dryden for the year 1997. TOWN OF DRYDEN PURCHASE SYSTEM 1 - A requisition form must be submitted to the budget officer by employees needing to place an order for materials, supplies or services. 2 - Thetbudget officer will check to be sure sufficient funds are available. a. If sufficient funds are available the requisition form is given to the purchase officer who will prepare the purchase order and return it to the requisitioner for ordering. b. If funds are not available the budget officer will reject the request and ask the Town Board for approval to transfer funds if they are available and if the item is needed within the current budget year. c. If bidding is necessary the budget officer will ask for approval of the Town Board to bid and then have the appropriate employee prepare the bid specifications. d. If per the procurement policy quotes are necessary the requisitioner will be notified and the quotes will be placed with the purchase order. 3 - No items will be received or services used by any employee unless a purchase order is in place. OR1 -2 -97 Page 16 4 - The purchase orders, quotes is necessary, packing slips and invoices will be given to the purchase officer who will check them for accuracy. The purchase orders with backup material will then be given to the Town Clerk's Office for entry and preparation for Town Board payment approval. 5 - No purchase orders will be necessary for utilities, bills from other municipalities, legal services, engineering services, water and sewer billings, election services, jury expenses, law book expenses, software /hardware contracts and insurance payments. If there is any doubt please check with the budget officer. 6 - The purchase officer will receive copies of all contracts and special resolutions of the board. A purchase order will be made for each of these specific cases. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #59 TOWN OF DRYDEN HAZARD MATERIALS PLAN Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board approve the HazMat Plan as presented and copies of the amended pages be distributed as per the plan. 2nd Clp T. Hatfield Roll call vote - all voting Yes 0 RESOLUTION #60 TOWN OF DRYDEN EMERGENCY PREPAREDNESS PLAN Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board approve the Emergency Preparedness Plan as presented and copies of the amended pages be distributed as per the plan. 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION Information #61 TOWN OF DRYDEN DRUG AND ALCOHOL POLICY vote - all voting Yes Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board approve the Drug and Alcohol Policy for the Town of Dryden and include it as part of the Town of Dryden Employee Information and Policies TOWN Guide. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #62 TOWN OF DRYDEN EMPLOYEE INFORMATION AND POLICIES Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board approve the Town of Dryden Employees Information and Policies Guide and distribute to each employee. 2nd Clp Grantham Roll call vote - all voting Yes 7 OR1 -2 -97 Page 17 RESOLUTION #63 TOWN OF DRYDEN FAIR HOUSING OFFICER Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board designate Supervisor Schug as the Fair Housing Officer to coordinate all actions of the Fair Housing Plan. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #64 SECURITY COURT OFFICER Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint James Milewski as the court security officer at a rate of 820.00 per hour for the year 1997. 2nd Clp C. Hatfield Roll call vote - all voting Yes RESOLUTION #65 PARAMEDICS - FULL TIME Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint James Bailey and Doug Smith as the full time paramedics at a rate of $10.00 per hour for the year 1997. 2nd Clp Roberts Roll call vote - all voting Yes RESOLUTION #66 PARAMEDICS - PART TIME Clp Roberts offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Erik Verfuss, Edward Binns and Ken Thompson as the part time paramedics at a rate of 89.65 per hour for the year 1997. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #67 PUBLIC WORKS SECRETARY /CLERK Clp Grantham offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint Teri McFall as the public works Secretary /Clerk at salary of $5,625.00 for the year 1997 as per the budget. 2nd Clp T. Hatfield Roll call vote - all voting Yes RESOLUTION #68 DRYDEN PARK PATROL Clp T. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board contract with Police Department in the amount of 83,650600 paid monthly. the Village of Dryden for the year 1997 to be 2nd Clp C. Hatfield Roll call vote - all voting Yes OR1 -2 -97 Page 18 RESOLUTION #69 TOWN BOARD MEETING SCHEDULE Clp C. Hatfield adoption: RESOLVED, that second Tuesday designated. 2nd Clp Roberts offered the following resolution and asked for its this Dryden Town Board hold its regular meeting on the of every month beginning at 7:30PM unless otherwise Roll call vote - all voting Yes RESOLUTION #70 SUPERVISOR'S CONFIDENTIAL SECRETARY /BOOKKEEPER Clp Roberts offered the following resolution and asked for its adoption% RESOLVED, that this Dryden Town Board authorize a salary of $29,800.00 to the Supervisor's Confidential Secretary- Bookkeeper appointment for the year 1997 as per the budget for a 40 hour week. 2nd Clp Grantham Roll call vote - all voting Yes RESOLUTION #71 ACCEPT FAIR HOUSING PLAN Clp Roberts offered the following resolution and asked for its adoption. RESOLVED, that this Town Board accept the Fair Housing Plan. Copy in minute book. 2nd Clp T. Hatfield Roll call vote - all voting Yes FAIR FIOUSTNG PLAN TOWN OF DRYDEN JANUARY 1997 Page 15 Introduction The Town of Dryden received a 1995 Small Cities CDBG grant to undertake a housing rehabilitation project in the Town. The Town anticipates further participation in the Small Cities program. As part of U.S- Department of Housing and Urban Development regulations for grantees, the Town must "take actions to affirmatively further fair housing," This Fair Housing Plan describes actions the Town will undertake to meet this requirement. Town Profile Location The Town of Dryden is located in the Finger Lakes region of New York State, and is part of the Southern Tier East Regional Planning and Development Board service area. The Town includes two villages, Dryden and Freeville. The center of the Town is approx. 40 miles southwest of Syracuse and 45 miles northwest of Binghamton. 2. Population The 1990 population of the Town of Dryden was 13,251, with 1,908 persons located in the Village of Dryden and 437 persons located in the Village of Freeville, for a total of 10,906 located outside the incorporated areas. The Town's population increased by 1,095, or nine (9) percent between 1980 and 1990, a slightly larger increase than the County's increase of eight (8) percent during the same period. A small portion of the Town with 979 persons is located in the Ithaca Urban Area, the remainder of the Town is rural (12,272 persons). The Village of Dryden, the Town's largest incorporated place, has 1,908 residents, or 14.4% of the Town population, Dryden's.population is largely white, with 12,783 (96.5 %) of the population being white. Asian and Pacific Islanders are the Largest ethnic minority in the Town, with 194 persons (1.5 %). There are also 187 Blacks, 55 American Indians, Eskimos and Aleuts and 131 persons of Hispanic origin in the Town. Tompkins County is 90% White, 5.5% Asian and Pacific Islander, 3.3 %.Black, 0.3% American Indian and 1.5% Hispanic, according to the 1990 U.S. Census. 3. Income Characteristics The Town had a per capita income of $12,850 based on 1990 U.S. Census data, and a median family household income of $39,578. Ten (10) percent of the persons in the Town of Dryden were below the poverty line in 1990. Six (6) percent of the households in the Town were on public assistance. Tompkins County had a per capita income of $12,709 in 1990, and a median family household income of $37,874, according to the U.S. Census. Seventeen (17) percent of the persons in the County were below the poverty line in 1990, and four and a half (4.5) percent of the persons were receiving public assistance. 4, Land Use The Town of Dryden covers 94 square miles, which is 14 percent farmland and 10 percent forest lands. Commercial and industrial uses in the Town are largely concentrated along State Routes 13 and 366, which go through the Town. The population density of Dryden is 141 per square mile. 0 Page 16 5. .Housing Characteristics The 1990 Census indicates there were 5,362 housing units in the Town of Dryden, of which 5,037 were occupied and 325 (6.1 %) were vacant. Thirty (30) percent of the housing of the • housing in the Town was renter - occupied, and seventy (70) percent was owner - occupied. Units included 2,901 single-family homes (54.1%), 951 units in structures with two to nine units, 236 units in structures with more than 10 units. There were 1,190 mobile homes in the Town in 1990 (22.2 %). 6. Substandard Housing Conditions There is no current, definitive data on housing conditions in the Town as a whole. 1990 U.S. Census data indicates that approximately half of the housing in the Town is 30 years older or greater, and the 'Tompkins County Planning Department and Better Housing for Tompkins County,lnc., a not - for -profit housing agency in the County, indicate that there are substantial numbers of deteriorated units in the rural portions of the County, including the Town of Dryden. Most recent estimates indicate that about 20 percent of the Town's housing stock can be classified as substandard. 7. Vacancy Rates The 1990 U.S. Census indicated a vacancy rate of 6.1 percent. 8. Economic Base The Town's economic base includes many persons who work at Cornell University, Tompkins County's leading employer. Portions of the University property are located in the Town, and employ many persons. In addition, several medium -sized companies and organizations, including Hi -Speed Checkweigher, Wilcox Press, Tompkins- Cortland Community College, New York State • Electric and Gas, George Junior Republic and XCP,Inc. are located in the Town. Fair Housing Problems The Town has not undertaken a formal study of fair housing problems in Dryden to date. Discussions with the Tompkins County Affordable Housing Advisory Board, Cornell University, the ' Compkins County Human Rights Commission and other interested agencies, have identified the following possible but not substantiated areas of concern: -- Possible discrimination against families with children. -- Possible discrimination against the mentally handicapped. -- Economic constraints which restrict housing for low and moderate - income persons. -- Possible problems associated with renting to students. Through the efforts outlined in the following section, the Town will attempt to quantify and address the above areas of possible concern. Actions to Affirmatively Further Fair Housing The Town of Dryden has undertaken the following actions to affirmatively further fair housing: 1. The designation of the Supervisor of the Town of Dryden as the Fair Housing Officer who will coordinate all actions described herein. 2. Maintain a dialogue with agencies and organizations that provide assistance to persons who feel they have been victims of discrimination, including but not limited to: Page 17 TOWN OF DRYDEN OFFICE OF THE SUPERVISOR 65 EAST MAIN STREET DRYDEN, NEW YORK 13053 -9505 FAX 607- 844 -9599 &MAIL dn:dent r+ hght1h -i :.mm TEL 607- 844 -8619 January 15; 1997 Kevin Kauffman SCLIWC 1402 East Shore Drive Ithaca, NY 14850 Re: Joint Capital Reserve Fund Dear Kevin: At the January 14'" Town Board meeting a resolution was passed supporting the subject. By copy of this letter I'm asking the Town Clerk to forward you a certified copy of the resolution as soon as practical_ As I discussed with my board all these resolutions should go to you and than you, as our representative, can forward them to our state representative. Sincerely, James F. Schug Supervisor /m cc: Town Board Mahlon Perkins Susanne Lloyd -- The Tompkins County I4uman Rights Commission Teddy Zimrot 301 Dates Dr. Ithaca, NY 14850 (607) 274 -5305 -- Legal Aid and Lawyer Referral Services Chemung Neighborhood Legal Services Mark Freedman Dewitt Mall Ithaca, NY 14850 (607) 273 -3666 -- The Community Dispute Resolution Center Judy Saul 120 W. Statc St. Ithaca, NY 14850 (607) 273 -9347 -- Neighborhood Legal Services Mark Freedman DeWitt Building Ithaca, NY 14850 (607) 273 -5521 -- Tompkins County Planning Department Karl Heck 121 East Court Street Ithaca, NY 14850 (607)274 -5560 3. Compile a list of all fair housing related services available to the Town residents. See attachment A. 4. Compile available documentation applicable to fair housing, including complaint forms, placards and copies of laws and regulations. See attachment B. 5_ Publicize the availability of assistance through newspaper publications at least twice annually in the official paper of the `town. This is done by Tompkins County Planning Department, 6. Solicit the cooperation of local banks and relators in maintaining a fair housing environment in the Town at least once annually. This is done by the Tompkins County Planning Department. 7. Preparation and distribution of a summery brochure that summarizes fair housing laws applicable in the Town and assistance available. This is done by the Tompkins County Planning Department. S. Undertake appropriate actions needed to respond to fair housing problems as they may occur. Page 18 OR1 -3 -97 Page 19 SUPERVISOR APPOINTMENTS Confidential Sec - Bookkeeper - - - - -- Deputy Supervisor --------------- - General Fund Bills Committee - - - -- Highway Fund Bills Committee - - - -- Building and Grounds Committee - -- Assessment Review Committee - - - - -- Insurance Committee -------- - - - - -- Representative to Bolton Point - -- Representative to Planning Board - Representative to Zoning Board - -- Representative to IAWTF ---- - - - - -- Representatives to Fire Dept. - - -- Public Relations Village of Dryden -------- - - - - -- Village of Freeville ----- - - - - -- Recreation & Youth Services Comm - Park & Conservation Committee - - -- Public Works Committee ----- - - - - -- January to June Audit of Books - - -- July to December Audit of Books - -- Village Water negotiations - - - - - -- Ambulance Review Committee - - - - - -- Community Block Grant Review Comm - Rep. to MPO Planning & Policy - - -- Airport Committee --------------- -- Bicentennial Committee ------ - - - - -- TOWN CLERK HOURS Monday thru Friday 9:OOAM to 4:30PM Dianne McFall Roberts Clp C. Hatfield Clp Clp C. Hatfield & Clp T. Hatfield & Clp C. Hatfield & Clp C. Hatfield & Clp C. Hatfield & Supv Schug & Steve Clp Grantham Clp Roberts Clp Roberts Clp Grantham Clp T. Hatfield Clp Grantham Clp Roberts Lipinski Roberts Supv Schug & Clp C. Hatfield Clp Roberts & Clp T. Hatfield Clp Clp Clp Clp Clp Clp Clp Clp Clp Supv Supv Supv Supv T. Hatf field Grantham T. Hatfield C. Hatfield Roberts T. Hatfield C. Hatfield C. Hatfield T. Hatfield Schug & Clp Schug Schug & Clp Roberts & Clp Grantham & Clp T. Hatfield & Clp Roberts Roberts Schug and Town Board members Saturday 9 :00 am to 12 noon Closed Saturdays for the month of June and July ZONING AND BUILDING INSPECTOR Office hours 8:00AM - 12:OOPM 2nd Saturday 9:00AM - 12 :00 noon Inspection and other business by appointment 1:OOPM - 5 :00PM Adjourned - 10:30AM Susanne Lloyd Town Clerk TOWN BOARD JANUARY Minutes of the town board meeting. MEETING 2, 1997 Board members have copies of IAWTP additional capacity. There was discussion regarding the contract to purchase extra gallons and the board decided to move forward. RESOLUTION #72 AUTHORIZE HWY SUPT GILBERT TO CORRECT PROBLEMS ON HALL WOODS ROAD Clp C. Hatfield offered the following resolution and asked for its adoption: RESOLVED, that this Town Board authorize Highway Superintendent Gilbert on direction from the County Superintendent of Highways to go over land as far as necessary to clean, relieve pressure and to stabilize the situation at Hall Woods Road. 2nd Clp Roberts Roll call vote - all voting Yes Adjourned: 10 :20AM Susanne Lloyd Town Clerk • I=