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HomeMy WebLinkAbout10-10-2000 TOWN OF GROTON MINUTES OF TOWN BOARD MEETING TUESDAY, OCTOBER 10, 2000 AT 7:30 PM Those present: Glenn E. Morey, Supervisor Ellard L. Sovocool, Councilman Donald F. Scheffler, Councilman Sheldon C. Clark, Councilman Duane T. Randall II, Councilman Francis Casullo, Town Attorney Also present: Colleen D. Pierson, Richard Case, Rick Beals, Tina Wright, Deana Lambert, Janet Toola (sp?), Dan Carey. MOVED by Councilman Randall, seconded by Councilman Clark, to approve the minutes of the September 12, 2000 meeting as corrected. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. General Fund Claim Numbers 267 – 294 of the in the amount of $10,006.32 were presented for audit. MOVED by Councilman Scheffler, seconded by Councilman Sovocool, to approve the General Bills for payment. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. Highway Fund Claim Numbers 147 - 168 of the in the amount of $97,798.19 were presented for audit. MOVED by Councilman Sovocool, seconded by Councilman Scheffler, to approve the Highway Bills for payment. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. Special Grant (HUD) Fund Claim Number (?) of the in the amount of $ 190.36 was presented for audit. MOVED by Councilman Randall, seconded by Councilman Clark, to approve the HUD bill for payment. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. Town Board Meeting Page 2 October 10, 2000 Supervisor Morey invited Privilege of the Floor. Tina Wright, Reporter for Groton Independent – I’m Tina Wright of the Groton Independent newspaper. I see audit on the agenda. Can the Board describe what steps you’re taking to respond to the State Audit? Supervisor Morey – The State Audit? Yes, we can. I’m trying to think of the two factions, because we haven’t done a written report yet on this. Tina Wright – One was just, it seems to me, that they said you had not documented some of the quotes in the bidding process, perhaps the verbal ones. Supervisor Morey – And what was the second one? Tina Wright – The other one was authorization for some bills… Clerk Pierson – Utility bills. Supervisor Morey – The first one, about the Audit, we redid our Purchasing Policy and procedures to increase the amount of what needed bids and what didn’t need bids. And as far as the Audit now, we have instituted a policy that I will be signing every invoice that comes through. The second one, there has been a policy instituted for all the utility bills and I think that’s what the State Audit said, is just utility bills. Each department head is now signing off on their portion of the utility bills. Tina Wright – You passed a resolution in August. Was that in response to this? Supervisor Morey – Yes, I believe so, it was August. (Someone produced a copy of the new Procurement Policy.) Yes, it was amended August 8, 2000, and this was prior to the report with the audit. Monthly Reports: Supervisor Morey – Liz is not here. She had an operation today and I have not been able to contact her. First report is the monthly report of the Supervisor. It has a balance as of th September 30. Any comments or questions? Also, I’d like to transfer some funds. Town Board Meeting Page 3 October 10, 2000 RESOLUTION #72 - TRANSFER OF FUNDS MOVED by Councilman Sovocool, seconded by Councilman Scheffler. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. RESOLVED , that the Town Board does hereby approve the following transfer of funds: Highway Fund, Part Town: From: Retirement DB9010.8…………………………….$4,266.73 To: General Repairs DB5110.1……………………….$3,725.71 Social Security DB9030.8………………………………...$ 257.32 Health Insurance DB9060.8………………………………$ 283.70 RESOLUTION #73 - AMENDMENT TO BUDGET MOVED by Councilman Scheffler, seconded by Councilman Randall. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. RESOLVED , that the Town Board does hereby approve the following amendment to the 2000 Budget to reflect exact amount of capital reimbursement for the CHIPS program: Debit: Revenue – CHIPS DB3501………………………$13.07 Credit: Expenditure – CHIPS DB5112.2…………………$13.07 Supervisor Morey – Also, Colleen had a note in here for the New York State Senate, from Jim Seward, about the 5% increase in capital aid. We did know that when we went through the budget. Mark Gunn is not here, but Rick Case is. Richard C. Case, Jr., Highway Superintendent – As of this date the Highway Department has completed the shoulders on Sharpsteen Road, Cobb Street, Torok Road, and Old Stage Road. My thanks goes to the Town of Cortlandville Highway Superintendent, Carl Bush, for allowing us to use his shoulder machine and crew. Clark Street Extension, from Salt Road to Champlin Road; Sovocool Hill Road, from Smith to Durfee Road; and Brown Road, east of Cobb Street have been chip sealed and broomed. Town Board Meeting Page 4 October 10, 2000 The shop crew is presently undertaking the changeover and maintenance program of the snow equipment for the upcoming season. The sediment tanks for the floor drains have had their annual pumping and everything looks good and meets specifications. Stevens Road bridge deck developed a hole last week and a portion of the deck was removed and replaced with a piece of new decking. This created a need for Stevens Road from Rt. 38 to Lick Street to be closed for three days. The crew is now trying to reclaim a section of ditch on a portion of Stevens Road by cutting trees and brush. That’s that south section, going up the hill that we talked about on the road tour….. Cemetery Lane, Fuller Road, Jacob’s Ladder, and Stevens Road have been grader-honed and rolled and a small amount of gravel added to get us through the winter. Stadium International has notified me that the new truck is on the assembly line and they will contact me with an update when the truck chassis gets shipped. I’ve been in contact with Manzari and Reagan Land Surveyors in regard to how they are progressing on the Spring Street property survey and at this time they are finishing their research and expect to start the fieldwork soon. Supervisor Morey – Rick, when do you get prepared with the salters and the plows? thth Richard Case – My normal clock, and it’s a personal thing, is October 15 and April 15 we start taking them apart. We have one truck, an older Brockway that we always keep harnessed up just in case. That’s what we’ve been going through this week. We start with that and………. (Didn’t use microphone.) Colleen D. Pierson, Town Clerk/Tax Collector – Submitted her monthly Town Clerk’s report for the Board’s review. Arland L. Heffron & Arthur D. Dawson, Town Justices – Submitted their monthly report for the Board’s review. Francis Casullo, Town Attorney – Had nothing to report. th Supervisor Morey – We did get a notice that the McKane trial is going to be October 25 at 7 PM. Rick Beals, of Kirby, Beals, & Maier CPA PLLC, Certified Public Accountants – This is Don Hilfiger. He did most of the audit from our office. I’d like to thank the Town Board for allowing us to conduct the audit for the year ending 1999. I’m a little later than usual and I apologize for that. We had some scheduling problems. You should have three reports in front of you. You should have the financial statement, which is the thick report, 18 pages. You should have the 2-page report letter and a 1-page Town Court report. Town Board Meeting Page 5 October 10, 2000 Mr. Beals went over some of the highlights of the financial statements so that the Board would have a better understanding of the contents. The following are final comments on the examination: “Comments from the Current Year’s examination A.Lack of approval on invoices During our review of cash disbursements, it was noted that 3 invoices out of 25 selected for review did not have proper supervisors approval before payment. Every voucher must be properly approved for payment before the payment is made. Otherwise payments for goods and services not received or billed incorrectly could occur. Recommendation: It is recommended that all invoices have the proper supervisors approval before payment. Obtaining the approval will allow the department to be in compliance with its internal policies and provide the Town Board assurance that all payments are valid and correct. B.Risk retention fund The unemployment reserves are deposited and recorded in the risk retention fund, which is not in compliance with state requirements. The state requires that unemployment reserves are to be held and recorded in the general fund. Recommendation: We recommended that the funds set aside for unemployment reserves be transferred from the risk retention fund to the general fund. The effect of this transaction will permanently close the risk retention fund and allow the Town to be in compliance with state requirements. These conditions were considered in determining the nature, timing and extent of the audit tests to be applied in our examination of the December 31, 1999 financial statements, and this report does not effect our report dated September 19, 2000 on these statements.” Rick Beals - …… And that’s the only thing we found during our audit. The last thing is the Town of Groton Justice Court audit on all the records that Peg Palmer provided us with. The purpose of doing the Court audit was to make sure that the Town Court was properly collecting and recording bail, fines and other charges, as well as reporting and remitting funds to the State. Peg’s real meticulous with the records and she’s doing a great job. Supervisor Morey – Rick, do you require a response to this? Rick Beals - I think you should, yes. Town Board Meeting Page 6 October 10, 2000 Clerk Pierson presented the Board with the Year 2001 Tentative Budget. Clerk Pierson – Everyone has a copy of it. This is the Tentative Budget and what we need to do th is accept it as our Preliminary Budget and set a public hearing date no later than November 9. Supervisor Morey – You will notice that the rate per thousand of assessed value has decreased 3½ % and I believe this is probably due to the increase in the overall assessment of the Town as a whole. Any questions? RESOLUTION #74 - SET DATE FOR PUBLIC HEARING ON PRELIMINARY BUDGET MOVED by Councilman Sovocool, seconded by Councilman Clark. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. RESOLVED , that the Town Board will meet and review the Preliminary Budget for the Year 2001 and hold a public hearing thereon at the Town Hall, 101 Conger Boulevard, Groton, NY, at th 7:30 PM on Monday, the 6 day of November 2000, and that at such hearing any person may be heard for or against any item therein contained. And be it further RESOLVED , that a Fire Protection and Ambulance Service hearing will be held on Monday, the th 6 day of November 2000, following the Preliminary Budget Hearing. Supervisor Morey – I’d like you to review the M&T Investment Statement. You have a copy of that in your packet. There’s no action on that. Also, we have to record the Alcohol Beverage Application for the Pizza Barn, which is Steve Howard. There’s no action on that. We just have to record it. Clerk Pierson – I have two more. One was from Gary Mandrino, of the Roman Village. He is reapplying to renew his license. The other one is also for the Roman Village and it’s Monica J. Todd. She is applying for a liquor license there. They both had to do it at the same time so that there is no lapse. She is going to purchase the Roman Village from Gary Mandrino. Consensus of the Board was that no one had any objections to the issuance of the aforementioned liquor licenses. ervisor Morey Sup– Any other questions? Comments? Sheldon, are you doing anything in tree foresting? Where are we on that? Councilman Clark – We’re just waiting for the survey and then we’re ready to go. Town Board Meeting Page 7 October 10, 2000 Announcements: th 1) ZBA is meeting, October 17. th 2) SEQR 2000 Training, November 6, 7-9:30 PM, Ramada Inn, Ithaca. th 3) Municipal Officials Meeting, October 24, 6 PM. Call Colleen if you want to go. 4) Copy of note from Travelers Property Casualty to Sherry Miller concerning insured, Richard Trinkle. th 5) Cayuga Lake Watershed Intermunicipal Organization meeting Wednesday, October 18, 7-9 PM at the Ithaca –Tompkins Co. Transit Center, 737 Willow Ave., Ithaca. 6) Proposal from General Code Publishers – codification of all rules, laws, codes, policies, etc., that the Town has. 7) Updated cost for McLean-Cortland Road and Bridge project. 8) Thank you from Cooperative Extension for help with Farm City Days. Appointments to Town of Groton Planning Board: RESOLUTION #75 – APPOINT BRADLEY ALBRO TO PLANNING BOARD MOVED by Councilman Clark, seconded by Councilman Sovocool. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. RESOLVED , that the Town Board does hereby appoint Bradley Albro to the Town of Groton Planning Board to fill out the term that expires on December 31, 2004 and was vacated by the resignation of April Scheffler on September 15, 2000. RESOLUTION #76 - APPOINT THOMAS GUIHAN TO PLANNING BOARD MOVED by Councilman Sovocool, seconded by Councilman Scheffler. Ayes - Sovocool, Scheffler, Randall, Morey. Nay - Clark RESOLVED , that the Town Board does hereby appoint Thomas Guihan to the Town of Groton Planning Board to fill out the term that expires on December 31, 2002 and was vacated by the resignation of Brenda Talbot on August, 17, 2000. Town Board Meeting Page 8 October 10, 2000 RESOLUTION #77 - APPOINT MARK BAXENDELL TO PLANNING BOARD MOVED by Councilman Randall, seconded by Councilman Sovocool. Ayes - Sovocool, Scheffler, Randall, Clark, Morey. RESOLVED , that the Town Board does hereby appoint Mark Baxendell to the Town of Groton Planning Board to fill out the term that expires on December 31, 2003 and was vacated by the resignation of George Totman on June 16, 2000. Clerk Pierson – I had a question on this. Tom Guihan lives in the Village. Can he be on the Planning Board? Supervisor Morey – I had the same opinion. But I called Fran and there was a court case, believe it or not, and they did say that they can, plus Tom is moving out to Lafayette Road within the next year. Tyke, you wanted to talk about the formulation of a new agenda? Councilman Randall – Actually, being a new Board Member, I feel a little frustrated about the timeliness of the agendas. I got this one when I got here tonight. I’ve served on a few boards and I just feel that especially with some of the matters that we have before us that we need at least a week before the meeting to have this in front of us. I realize that some things come up at the last minute and those are of course additions and we deal with them as they come, but other things aren’t. I wanted to get the other Board Members’ feelings on it because I feel like some of the issues we need more time to read through things and do our own research before we come here. I think we owe that to the taxpayers, to be honest. I’d like to know how other people feel about it. Supervisor Morey – I’ll give you my opinion. I totally disagree with you. First of all you are updated with all the information that comes across my desk and there are copies in your folders. Some people don’t check the folders every day or come in here every day to do it. Number one, this is the first time you have ever gotten a copy of the agenda on the night of the meeting and this was only because I was out last week at a seminar in Albany and I didn’t have time to do it. For the most part, you’ve always gotten drafts prior to the meeting, haven’t you? Councilman Randall – I think steadily, at first yes, we did get them, but as we’ve gone on I’ve gotten them maybe the Friday before or something, maybe two or three times, and I just don’t think that’s enough time, personally. Supervisor Morey – Well, are you informed before you come here? Councilman Randall – Not totally. As far as you calling me and telling me things, yes. You’ve been very good about that. I’m not complaining about that at all. Supervisor Morey – What about the paperwork that you get copies of? Town Board Meeting Page 9 October 10, 2000 Councilman Randall – I think we need more time with some of the weightier matters to do some research on. You know, that’s research by asking questions of people in positions. You know it’s nice to come down and talk to Colleen because she’s been there, or Louie or Don. I think I need more time. I need a week. Everything that I have served on before, that’s kind of been a set point, usually 10 days before. I think it’s just a courtesy that helps everybody be that much more prepared when they get here. Supervisor Morey – We don’t usually know what’s going to happen until a couple days before. I can’t give you the 10 days. I try to inform you prior to coming to these meetings to find out what’s on the agenda. Councilman Randall – What’s everybody else feel? Councilman Sovocool – I’ve been happy for years. I do like it, I would like an agenda, you know a couple, three days before or something. Councilman Scheffler – I like it before I get here. I understand that you were out so that time was a freebie. The only other thing that I have is sometimes it’s tough to get down here to get stuff out of my folder. Would it be possible like, twice a month, three times a month, to put it all in an envelope and mail it, or is the cost too much on that? That’s my problem, that I don’t get down here a lot. Supervisor Morey – Colleen can April grab it twice a month and just mail it out to the Board Members? Clerk Pierson – She could, but there’s a lot of info there sometimes. It’s really heavy. Councilman Sovocool – It’s costly, I think, because some of that stuff……. Clerk Pierson – I think that’s why Glenn said set up the folders. If I get things that I know you are going to want to see, I copy them right away and put them in there. I believe Glenn does the same thing at night when he comes in. Councilman Scheffler - That would be okay too. Councilman Sovocool – We get three or four copies of some stuff. I got some stuff in here, I bet I’ve got two or three copies of. Clerk Pierson – Could be I made one and Glenn made one. Councilman Sovocool – You make one, Glenn makes one, and I got a file at home about like that. Clerk Pierson – Quite a few things that come in here, Glenn will get a copy and I will get a copy and I don’t know that he’s got a copy. Councilman Scheffler – That would be okay too. Something that is obviously important and we ought to see, just mail it, and you do that occasionally, and Glenn does too. But if it’s just an invitation to the Municipal Officials Meeting, you don’t have to mail that to me. I can still stop in and get it. Town Board Meeting Page 10 October 10, 2000 Clerk Pierson – I’ll do whatever you want. If you want me to mail it, I will. Councilman Scheffler – Well, I don’t want to spend millions of dollars on postage either. I’ll still try to come down and get those. Councilman Randall – That’s partly my problem, also, is having time to get down here ahead of time too. So, I’ll share some of that blame. But it would help to have the stuff that’s pretty important mailed to us ahead of time. That would help me. Some of it, don’t waste the postage on it. Leave it in our folder. You know what’s important. Clerk Pierson – Between Glenn and I, we could decide what is important and see how it works for a while. Councilman Clark – I feel the same way. I support everybody’s statements. I can agree with everything everybody said. I’m the new kid on the block and I don’t want to shoot any feet here, and I’m not the best at stopping, even though I do come to town more, I’m just not good at stopping. I don’t know when the agenda’s going to be there. So, I kind of waited for the last minute and the last minute was too late for me this week. So, I guess I’ll just ask Glenn to do the best he can and we’ll roll with the punches, that’s for sure. Clerk Pierson – I do think now that you are really more informed on what is going on than you ever used to be. You never saw any correspondence. Councilman Scheffler and Councilman Sovocool indicated agreement. There being no further business, Councilman Sovocool moved to adjourn, seconded by Councilman Scheffler at 8:20 PM. Unanimous. Colleen D. Pierson Town Clerk