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HomeMy WebLinkAbout2015-05-12TOWN OF GROTON — MINUTES OF TOWN BOARD MEETING TUESDAY, MAY 129 2015 AT 7:30 PM THE TOWN HALL, 101 CONGER BOULEVARD Those present: Donald F. Scheffler, Supervisor Ellard L. Sovocool, Councilperson Kelly Smith, Councilperson Richard B. Gamel, Councilperson Sheldon C. Clark, Councilperson Victoria Monty, Attorney for the Town Also present: Ed Neuhauser, Glenn Morey, Joan Jurkowich, Ed Bugliosi, Fay Benson, Dan Carey, Charles Rankin, Richard C. Case, Jr., April Scheffler. MOVED by Councilperson Sovocool, seconded by Councilperson Gamel, to approve the minutes of the, April 14, 2015 meeting as presented. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler. Vouchers for the General Fund in the amount of $20,595.81 were presented for audit. MOVED by Councilperson Gamel, seconded by Councilperson Clark, to approve the General Bills for payment. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler. Vouchers for the Highway Fund in the amount of $23,336.3 1 were presented for audit. MOVED by Councilperson Clark, seconded by Councilperson Gamel, to approve the Highway Bills for payment. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler. Voucher for the Community Development Grant Fund in the amount of $13,604.91 was presented for audit. MOVED by Councilperson Sovocool, seconded by Councilperson Gamel, to approve the Community Development Grant Bill for payment. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Monthly Reports: Charles Rankin, Bookkeeper - Submitted monthly reports for the Board's review, and asked for a budget adjustment. Town Board Minutes Page 2 RESOLUTION #15-042 - 2015 BUDGET TRANSFER MOVED by Supervisor Scheffler, seconded by Councilperson Smith RESOLVED, that the Town Board hereby approves the following 2015 Budget Transfer General Fund, Town Wide: From: Contingency, A1990.4 ................ $L300.00 To: Judgments & Claims, A1930.4 ........ 1,300.00 Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Nays - Resolution Passed May 12, 2015 Gary Coats, Code/Fire Enforcement Officer - Was not present. Submitted monthly reports for the Board's review. Richard C. Case, Jr., Highway Superintendent - We received tentative contract amounts for Tompkins County and this year the snow contract will increase by 5.3%, which is $216,724.00. The New York State CHIPS money is going to be $128,351.00 and the extreme winter recovery money will be $18,847.00 and that was decreased. The CHIPS money is insignificant for the amount of money that's put into the highways. Mr. Case suggested that if anyone sees Barbara Lifton or Jim Seward, to tell them that we could use more money to keep our roads up. The new truck is in Fairfield and completion is expected by the end of June. Davis Road paving has been finished and they are working on driveways and shoulders. Mr. Case asked if the Board wished to schedule a highway tour. Councilperson Smith asked if Mr. Case had spoken to Mr. Rossignol who had complained last month about his section of road on Clark Street Extension. Mr. Case said he had inspected the road and it is passable. It is also a farm driveway. It is about two tenths of a mile and they grade it at least once, sometimes twice a year and maintain it with gravel. They have the same situation on Town Line Road and another road. He does not believe that the road condition had anything to do with fire equipment getting down the road. Councilperson Clark complemented on the Davis Road project as a nice piece of work. The Annual Highway Tour was discussed and the date was set for Monday, May 18th at 8:3 0 pm. April L. Scheffler, RMC, Town Clerk/Tax Collector - Submitted monthly reports for the Board's review. A grant had been received from the Tompkins County Tourism Program to support the Verne Morton Memorial Photography Show and Contest in the amount of $730.00. Money will go toward advertising and promotion. Victoria Monty, Attorney for the Town - Had nothing to report. Councilperson Kelly Smith as Representative to Joint Youth Program - Youth track is in progress with about 40 kids signed up. Baseball and softball is going well. The summer booklet is about ready to go to print. They are doing good in hiring lifeguards with 8 returning and 7 new applicants. They are in need of a golf instructor. The science camp is going to be cancelled due to the school remodeling. They will be doing the audit of the basketball program shortly. The sign that was on Main Street was damaged and someone threw it away, so they will need to by a new one. They will be helping to sponsor the Groton arts group that has been in existence for about 40 years and participates in the annual art show at the Groton Bank. Glenn Morey, County Legislator - Had nothing to report. Town Board Minutes Page 3 May 12, 2015 Councilperson Clark asked about the Groton City road and bridge and Mr. Morey said that they are on the schedule for this summer and both have been put out to bid. Privilege of the Floor: No one wished to speak. Ed Bugliosi, US Geological Survey - Gave a presentation on the Groton aquifer and a proposal to have the USGS do an aquifer study in conjunction with Tompkins County and the Town. Costs would be shared between the three. NYS DEC has an aquifer mapping program that they will be working on for the Owasco Lake area also, which would help save some money on the entire project. Mr. Bugluiosi showed a PowerPoint presentation and explained details of the proposed project. Cost to the Town is estimated at a total of $63,334.00 over a 4 to 5 -year period. Councilperson Gamel asked that Mr. Bugliosi send some of the information to the Board so they could review it further and they will discuss it at a later date. RESOLUTION #15-043 - ADOPT FINAL IMPLEMENTATION PLAN FOR 2014 CDGB HOUSING REHABILITATION PROGRAM MOVED by Councilperson Sovocool, seconded by Councilperson Gamel WHEREAS, the Town of Groton has been awarded a Fiscal Year 2014 CDBG Housing Rehabilitation Grant, now therefore be it RESOLVED, that the Town Board hereby adopts the Final Implementation Plan for Fiscal Year 2014 CDBG Housing Rehabilitation Program for the Town of Groton. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Nays - Resolution Passed FINAL IMPLEMENTATION PLAN FISCAL YEAR 2014 CDBG HOUSING REHABILITATION PROGRAM FOR THE TOWN OF GROTON I. OVERALL ADMINISTRATION PLAN The Town of Groton will follow the Implementation Plan to assure integration of grant management with the Town's existing organizational structure. A. Role of Chief Elected Official and Governing Body The Town of Groton has contracted with Thoma Development Consultants (Thoma) to provide project management services for its fiscal year 2014 Housing Rehabilitation Program (the "Program"). The firm has extensive experience managing Community Development Block Grant (CDBG) homeownership and housing rehabilitation programs. Thoma was selected through a competitive procurement process of Request for Proposals (RFP). Thoma will work with the Supervisor, Town Board, Town Clerk and Code Enforcer, as appropriate, to manage the CDBG program. It will be the role of the Supervisor to develop an informal system of contact and coordination with key Thoma staff during the life of the grant and as they provide administration and program delivery services for the Program. This will include, but not be limited to face-to-face meetings with Thoma staff, as requested, email contact with designated Thoma staff member assigned to various components of the Town Board Minutes Page 4 May 12, 2015 Program and with the company's President, Bernard Thoma and its Senior Consultant, Rich Cunningham. Thoma staff will also attend Town Board meetings, when necessary or requested by the Town, or when any Community Development related issue is on the Board's agenda. The Supervisor and the Town Board are responsible for approving program guidelines as well as applicants for participation after review and preliminary qualification by Thoma. The Supervisor will provide approval of agreements to be executed with program participants and will be responsible for the approval of the required environmental review record, semi-annual and annual reports, and other reports as required by the CDBG Program. Finally, the Supervisor will have oversight of all Town staff that will work with Thoma Development on the subject Community Development Program. The formal duties of the Supervisor and the Board with respect to the CDBG Program will be conducted at regularly scheduled Board meetings. The duties of the municipality will include, but not be limited to: finalizing program guidelines; approval of an applicant's participation in the Program; approval and execution of agreements with program participants; draw down of funds; approval of the expenditure of funds; establishment of a bookkeeping system in which CDBG funds are incorporate; and any requests to amend agreements, conditions of participation or conditions of the Program. The Supervisor will also be responsible for the approval of the required environmental review and the status reports, annual reports, federal assistance expenditure reports, Section 3 and MWBE reports, and any other report as required under the CDBG Program by the New York State Office of Community Renewal. After the completion of an applicant's intake the program manager will provide information with respect to the applicant and the pertinent application information to the Town Board. The Board will either approve or deny participation. If the project/applicant is approved for participation in the Program, Thoma's Housing Rehabilitation Specialist (HRS) will conduct a housing assessment and prepare a work scope, then assist with the contractor bidding process before a final budget is determined. Once the final budget is in place, the program manager/assistant will prepare the necessary documents for signature by the Supervisor. As incurred project costs become due for payment, the program manager will prepare all payment documentation including Request for Funds Forms 1-4 and 1-4a, as well as Town vouchers. Checks will be prepared by the Town. Payment documentation will be presented to the Town, which will approve all expenditures and the request for funds. Checks will be cut and held until funds are available. The Town's Chief Fiscal Officer is the Supervisor. This official and/or his staff will review all documentation and approve all Program payments. B. The Town Attorney will prepare and/or review all proposed agreements for the CDBG Program and will be involved in determining the need for conflict of interest waivers and issuing legal opinions with respect to conflicts, if necessary. C. Program Manager Refer to II following. D. Identification of key CDBG Program Administrators Chief Elected Official: Name: Donald F. Scheffler Telephone: 607-898-5102 Title: Supervisor Fax: 607-898-3086 E-mail address: Supervisor@grotontown.com Duties: Oversee CDBG program including all expenditures and oversight of project management firm. See also "Role of Chief Elected Official" above for further detail. Chief Financial Officer: Name: Donald F. Scheffler Telephone: 607-898-5102 Title: Supervisor Fax: 607-898-3086 E-mail address: Supervisor@grotontown.com Town Board Minutes Page S May 12, 2015 Duties: Incorporate all financial transactions in Town accounting system and budget; review and authorize execution and submission of drawdown requests; approve payments and payment documentation; oversee financial staff in preparation of all CDBG related financial reports and accounting. Authorized SiLynatures: Name: Charles V. Rankin Telephone: 607-898-3966 Title: Bookkeeper to the Supervisor Fax: 607-898-4177 E-mail address: crankingroton@gmail.com Name: April Scheffler Telephone: 607-898-5035 Title: Town Clerk Fax: 607-898-3086 E-mail address: townclerk@grotontown.com Name: Robin B. Cargian Telephone: 607-898-5035 Title: Deputy Town Clerk Fax: 607-898-3086 E-mail address: deputyclerk@grotontown.com Duties: Approve and/or sign request for funds. Project Manager: Name: Bernie Thoma Telephone: 607-753-1433 Thoma Development Consultants Fax: 607-753-6818 Title: President E-mail address: bernie(i�,thomadevelopment.com Duties: The Project Manager is Thoma Development Consultants. Thoma will use the services of Program Manager Annette Huskins and Housing Rehabilitation Specialists Phil Connery and Steve Triolo in the administration and delivery of grant services and activities for the Program. Other Thoma staff will be involved in the overall management and program delivery of this grant including, but not limited to Program Manager Ann Hotchkin and Linda Armstrong; Administrative Assistant Tina Hall, and Pam LeFever, Bookkeeper. The Thoma staff will be responsible for overall project management including but not limited to financial management, marketing, intake/qualification, assessment of housing, lead paint assessment, preparation of specifications, bid management, participants' documentation preparation, and required report preparation. Annette Huskins, Phil Connery and/or Steve Triolo, and Tina Hall will be responsible for the day- to-day overall management of this Program. Duties for the rehabilitation activity will include, but not be limited to intake and applicant assessment/qualification; qualification of contractors and MWBE contractor marketing; conflict of interest determination and preparation of request for waivers when necessary; scheduling and coordination of the housing assessment and lead risk assessment by the HRS; SHPO and flood plain reviews; coordination of other required testing such as energy audits and asbestos testing; preparation of drawdowns; preparation of status reports, annual reports and other CDBG required reports; reconciliation of the activity budgets, and oversight of other Thoma staff involved in the rehabilitation activity of the Program. Town Attorney: Name: Victoria Monty, Esq. Telephone: 607-756-7501 E-mail address: VMonty@cortlandattorneys.com Fax: 607-753-8913 Duties: Review and approval of agreements and program documentation. Advise Supervisor and Town Board in other legal matters relating to CDBG project, especially with respect to conflict of interest. See also I.B. above. Town Board Minutes Page 6 May 12, 2015 E. Conflict of Interest Policy The Town of Groton will follow federal regulations at 24CFR 85.36 and guidance provided by NYS OCR as outlined in the Grants Administrative Manual with respect to conflicts of interest, to determine possible conflicts of interest and submission of waiver requests. All Program applicants must complete a conflict of interest form as part of their application. Any potential participant that has or had a contractual relationship with the Town, and/or has or had business or family ties to the Town government, and/or is or was an appointed and/or elected official or associate of the Town may be deemed to have a potential conflict or perception of a conflict of interest. In some cases, the Town Board may decide to seek a waiver of conflict of interest for participants or contractors if such waiver and subsequent participation does not violate State or local law and if the waiver will serve to further the interests of the CDBG Program. This waiver request must be discussed openly at a Board meeting and the Town Attorney must conclude in a written Opinion of Counsel letter that the applicant's participation does not violate State or local law. Requests for waivers will be submitted to the NYS OCR for review and determination. Thoma will seek the input of the Town Attorney with respect to issues that must be satisfied with formal submission of a waiver request. In some cases, there may be a "perceived" conflict of interest due to a current or former relationship or employment situation. The Town Attorney may be requested to determine if these situations rise to the level of a need for disclosure of the relationship and potential for Program participation of an individual under the conflict of interest regulations. II. PROJECT MANAGEMENT As noted above, the Town of Groton has retained Thoma Development Consultants to provide comprehensive management for the above noted CDBG Program. Although the Town is ultimately responsible for compliance with all applicable State and federal laws, Thoma will facilitate the Town's compliance with applicable laws, regulations, and contractual requirements that relate to the CDB grant and the CDBG Program, in general. Thoma's duties will include, but will not be limited to the preparation of the environmental review record and guiding the Town through the environmental review process; acting as liaison with NYS OCR staff; all activities related to housing rehabilitation processes as described above in I. D. under "Project Manager" and as detailed more fully by heading below; insuring timely completion of the grant; trouble shooting issues; coordination of accounting for the program with the Town's financial staff; reporting to the Supervisor and Town Board on progress under the Program; and closeout of the grant. Thoma has a number of staff members that will be involved in the grant administrative process based on their expertise and what is required during the life of the grant, such as preparation of the environmental review record, preparation of closing documents, accounting and financial processes, report preparation, housing conditions and lead paint assessment, etc. Annette Huskins has been designated as the lead manager for the housing rehabilitation activity. Her duties are described further in I.D. above and immediately below. Ms. Huskins' major responsibilities are to provide intake and applicant qualification; to coordinate the activities of the HRS as they relate to the assessment of the subject home to insure the participant's house qualifies under the Program; coordinate all testing; and work with the HRS in the bidding and awarding of contracts. She will also oversee all other staff that works with the rehabilitation component of the Program. As project costs are incurred and become due for payment, Ms. Huskins and Thoma staff will prepare all payment documentation including Request for Funds Forms 1-4 and 1-4a, as well as Town vouchers. Payment documentation will be presented to the Town's financial staff, which will review the information for completeness and prepare the information for Board approval. The Board is charged with the approval of all expenditures and the request for funds. The Town will audit and approve the requests for funds after the Board approves payments. The Town will also prepare checks. A. Housing Rehabilitation Advisory Board The Town of Groton will create an advisory board or committee to review information of program applicants and make recommendations for participation in the Program. It will be their responsibility to approve all participants in the Program and to develop and amend program guidelines. The Board will Town Board Minutes Page 7 May 12, 2015 consider participants based upon the recommendation of the project manager. The Town Supervisor will appoint the members of the Advisory Board/Committee B. Marketing Thoma staff will market the Program to potential applicants Town -wide through established media outlets described below. After completion of the environmental review record, all pre -applicants on the waiting list will be sent a notice of grant award and will be encouraged to complete a final application. Marketing will not, however, be limited to the waiting list since it is the Town's intent to make the Program as inclusive as possible. An advertisement will be placed in the local newspaper and notices will be placed in Town Hall, on the Town's and Thoma's websites. Further notices are sent to interested agencies. Board members will be encouraged to spread the news of the award by word of mouth to their constituents and will be given applications for their use. After the first marketing notices, future advertisements will be place in the local media periodically until all funds are committed. The goal of the marketing program will be to assure every potential participant has received notice and that a waiting list of future participants is identified. C. Applicant Intake Thoma staff, specifically Annette Huskins, will be responsible for the intake and qualification process. Based upon a verbal or written request from a potential participant, a full application package is sent. The applicant is responsible for completing the Program application and for providing all required information to determine eligibility especially with respect to income eligibility. If information is incomplete, the applicant will receive a notice. Every effort will be made to provide technical assistance in completing the application and supplying the needed information. Upon the completion of an eligibility review by the program manger, the information will be forwarded to the Town for review by its Advisory Board/Committee. Once the applicant has been deemed eligible, and participation is approved, a commitment is issued, and the house is assessed for eligibility. The participants will then enter into the work write-up and contractor selection phase of the process. The HRS will work with the participant to determine the project work scope, the selection of contractors from which to solicit bids for the work, and the final selection of the contractors. The HRS will prepare specifications for bidding and will issue said specifications to the participant's chosen contractors. Once the bidding process is complete, Thoma staff will prepare the necessary contracts and agreements for the Town's, participants' and contractors' signatures. Once all documents are signed, a Notice to Proceed will be sent to the contractors and work can proceed. The Rehabilitation Specialist will oversee the work in progress, which includes working with the homeowner and overseeing the work of the contractor from project start to completion. As bills for work are submitted for payment, the HRS and participant will review work undertaken thus far. Upon the approval of the work by the participant, an authorization for payment will be prepared and provided to the Town. After all work in a project is complete, the project manager will close out each participant's file and provide information to the Town so they can tag the property and enter the participant in the Town's database -monitoring system. D. Financial Management Financial management is coordinated between Thoma's bookkeeper and the Town's Bookkeeper and/or Town Clerk. Thoma will prepare the necessary NYS OCR forms for payment and will provide (1) requests for payment for signatures, (2) drawdown forms, and (3) all back up from contractors and vendors (vouchers and invoices). Thoma will provide a status of funds to the Town with each drawdown request that provides information on costs paid, encumbered and unencumbered grant funds. The NYS OCR forms and back up will be provided to the Town for approval, signature and submission to the State. The Town will then prepare the checks and hold them until confirmation of receipt of funds by the Town's bank is received. Both the Town and Thoma maintain accounting of Program costs. E. Program Schedule The program schedule, as included in the application for grant funds, was provided to the NYS OCR and is available from the Town. Town Board Minutes Page 8 May 12, 2015 F. Program Income All funds for housing rehabilitation are provided as a deferred payment loan or DPL. A DPL is similar to a grant in that no monthly payment is required. There is no recapture of the funds if the participant remains in the home and uses it as its principal place of residence for a five-year period. If the Program participant moves, sells the home, or it is no longer the principal place of residence before the expiration of the five years, then recapture of all or a portion of the DPL may be triggered. If funds are recaptured, they are paid to the Town. If the amount recaptured in a fiscal year exceeds $35,000 it is considered "Program Income". It is possible that program income (based on HUD definition) may be generated as a result of the recapture of deferred payment loans or through direct loans. If program income is received, the Town Board will budget its use and or use it pursuant to HUD regulations as promulgated by the NYS OCR. G. Implementation Plan Adoption This CDBG Implementation Plan was adopted by the Town of Groton's Town Board on May 12, 2015. RESOLUTION #15-044 - ADOPT SECTION 504 GRIEVANCE POLICY AND PROCEDURES MOVED by Councilperson Gamel, seconded by Councilperson Sovocool WHEREAS, Section 504 of the Rehabilitation Act of 1973 prohibits discrimination on the basis of disability in programs and activities conducted by the U.S. Department of Housing and Urban Development (HUD) or by grantees that receive financial assistance from HUD, and WHEREAS, Part 8 of Title 24 of the Code of Federal Regulations (24 CFR) requires adoption of grievance procedures to address complaints of those who feel they may have been discriminated against on the basis of disability and also requires the provision of notice of said grievance procedures, and WHEREAS, it is the policy of the Town of Groton not to discriminate against any individual, person or group on the basis of disability and the intent of the Town to address any complaints that may arise pursuant to Section 504, NOW, THEREFORE, BE IT RESOLVED that the Town of Groton does hereby adopt the Town of Groton Section 504 Grievance Policy and Procedure for Filing Complaints (the "Policy and Procedures") providing for the prompt and equitable resolution of complaints alleging any action prohibited by Section 504 of the Rehabilitation Act of 1973 of the U.S. Department of Health and Human Services regulations implementing the Act, and BE IT FURTHER RESOLVED, that the Town of Groton does hereby designate the Town Supervisor as the Grievance Coordinator who shall be responsible for receiving and addressing complaints pursuant to the Policy and Procedures adopted hereby and attached hereto, and BE IT FINALLY RESOLVED, that the Town of Groton will place its employees, the public, and potential beneficiaries of certain federal public programs on notice by undertaking certain actions that will include, but may not be limited to (1) providing a copy of the Policy and Procedures to its employees, (2) putting the public on notice by placing a notice in the Town's official newspaper subsequent to adoption of this Policy and Procedures, (3) placing copies of the Policy and Procedures in the Town Clerk's Office for review and dissemination, and (4) adding language to federal program brochures to insure all potential program beneficiaries are aware of the Town adopted Policy and Procedures. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Nays - Resolution Passed Town Board Minutes Page 9 May 12, 2015 TOWN OF GROTON SECTION 504 GRIEVANCE POLICY AND PROCEDURE FOR FILING COMPLAINTS BACKGROUND: Section 504 of the Rehabilitation Act of 1973 (the "Act") as amended, prohibits discrimination on the basis of disability in programs and activities conducted by the U.S. Department of Housing and Urban Development (HUD) or that receive financial assistance from HUD. This includes the New York State Community Development Block Grant Program (CDBG) funded by HUD, and under which the Town of Groton has received financial assistance. The Act specifically provides that no qualified individual shall, solely by reason of his or her handicap, be excluded from program participation, including employment, be denied program benefits, or be subjected to discrimination. The Americans with Disabilities Act of 1990 (ADA) establishes provisions for assuring equality of opportunity, full participation, independent living and self-sufficiency of disabled persons relative to employment, benefits and services, accommodations, commercial facilities and multi -family housing. SECTION 504 POLICY/COMPLIANCE: Part 8 of Title 24 of the Code of Federal Regulations (24CFR) requires the adoption and notice/publication of ADA grievance procedures for municipalities with 15 or more employees, Sections 8.53 and 8.54, respectively. Therefore, be it known that it is the policy of the Town of Groton not to discriminate on the basis of disability. Towards that end, the Town of Groton has adopted by resolution an internal grievance procedure providing for prompt and equitable resolution of complaints alleging any action prohibited by Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) of the U.S. Department of Health and Human Services regulations implementing the Act. The subject law and implementing regulations may be examined in the Groton Town Hall. The Groton Town Supervisor has been designated to coordinate the efforts of the Town of Groton with respect to Section 504 compliance. This information can also be accessed on the World-wide Web at the following address: http://www.ada.aov/taman2.html#II-8.2000. The Town Supervisor's Office is located at 101 Conger Boulevard, Groton, New York. The Section 504 Coordinator can be reached at 607-898-5102. GRIEVANCE PROCEDURE: Any person who believes he or she has been subjected to discrimination on the basis of disability may file a grievance under the procedure adopted by the Town outlined below. • Grievances must be submitted to the Section 504 Coordinator within 60 days of the date the person filing the grievance becomes aware of the alleged discriminatory action. • A complaint must be in writing, containing the name and address of the person filing it. The complaint must state the problem or action alleged to be discriminatory and the remedy or relief sought. • The Section 504 Coordinator (or her/his designee) shall conduct an investigation of the complaint. This investigation may be informal, but it must be thorough, affording all interested persons an opportunity to submit evidence relevant to the complaint. The Section 504 Coordinator will maintain the files and records of the Town of Groton relating to such grievances. • The Section 504 Coordinator will issue a written decision on the grievance no later than 30 days after its filing. • The person filing the grievance may appeal the decision of the Section 504 Coordinator by writing to the Town Board within 15 days of receiving the Section 504 Coordinator's decision. The Town Board shall issue a written decision in response to the appeal no later than 30 days after its filing. Town Board Minutes Page 10 May 12, 2015 • The availability and use of this grievance procedure does not prevent a person from filing a complaint of discrimination on the basis of disability with the U. S. Department of Health and Human Services, Office for Civil Rights. The Town of Groton will make appropriate arrangements to ensure that disabled persons are provided accommodations, if needed, to participate in this grievance process. Such arrangements may include, but are not limited to, providing interpreters for the deaf, providing taped cassettes of material for the blind, or assuring a barrier -free location for the proceedings. The Section 504 Coordinator will be responsible for such arrangements. It is against the law for the Town of Groton to retaliate against anyone who files a grievance or cooperates in the investigation of a grievance. ADOPTED: May 12, 2015 RESOLUTION #15-045 - FAIR HOUSING IN THE TOWN OF GROTON MOVED by Supervisor Scheffler, seconded by Councilperson Clark WHEREAS, Town of Groton is committed to the provision of equal access and equal housing opportunities for all its residents, and WHEREAS, discrimination in the sale, rental or financing of dwellings on the basis of race, color,s ex, national origin, handicap, or familial status is prohibited by the federal Fair Housing Law of Title VIII 1968 Civil Rights Act and the Fair Housing Amendment Act of 1988, and WHEREAS, the Town of Groton wishes to further Fair Housing in the Town, now therefore be it RESOLVED, that the Town of Groton hereby adopts the attached Fair Housing Plan and designates the Town Supervisor to act as Housing Officer for the Town of Groton to carry out the activities of the attached Plan and deal with complaints related to the issue of Fair Housing in the Town of Groton. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Nays - Resolution Passed TOWN OF GROTON FAIR HOUSING IMPLEMENTATION PLAN The Town of Groton is committed to the provision of equal access and equal housing opportunities for all its residents. Discrimination in the sale, rental or financing of dwellings on the basis of race, color, religion, sex, national origin, handicap or familial status is specifically prohibited by the Federal Fair Housing Law of Title VIII of the 1968 Civil Rights Act and the Fair Housing Amendments Act of 1988. While the federal law protects us from discrimination housing, the Town recognizes that this is only the first step towards Fair Housing and that action to affirmatively further right is also necessary. The Town will further Fair Housing by focusing its attention in the following areas: 1. Educational Activities These activities will promote the education of Town residents as to the aspects of the Fair Housing Law and other pertinent housing issues. This would be accomplished by the preparation and dissemination of a brochure and quarterly advertisements in the local newspaper(s). Town Board Minutes Page 11 May 12, 2015 The Town will work cooperatively with any agencies directly involved with public housing in the Town. In addition, the Town will make known to attorneys, realtors, financial institutions or other agencies involved in housing issues in the Town about the Town's stand against discriminatory practices. 2. Local Compliance Activities This activity will include the designation of the Fair Housing Officer. The Fair Housing Officer will assist families and individuals with information regarding Fair Housing. The Fair Housing Officer will also network with local offices, which focus on housing issues to make known the Town's commitment to Fair Housing. 3. Assistance to Minority Families As stated Number 1 above, a successful educational program will make known the Town's stand against discriminatory housing practices. The Town's Fair Housing Officer will work cooperatively with any public housing in the Town and will notify County agencies of the Town's stand with respect to Fair Housing. This assistance to minority families will be aided by maintaining a list of attorneys, realtors or landlords who are willing to assist minority families who seek housing opportunities in the Town. 4. Special Programs Special programs may be varied. A letter writing campaign to disperse the Fair Housing brochure is the first step. Secondly, informing attorneys, realtors, landlords and financial institutions of the Fair Housing program in the Town may generate special programs. The Town may also want work in conjunction with any of the aforementioned agencies in a coordinated effort to offer a social program. An example would be to work with the Board of Realtors in helping to promote April as Fair Housing Month. Adopted: May 12, 2015 RESOLUTION 15-046 - ENDORSING THE DEVELOPMENT AND SUBMISSION OF A SINGLE, COUNTYWIDE GOVERNMENT EFFICIENCY PLAN, ESTABLISHING TOMPKINS COUNTY AS LEAD ENTITY IN THE DEVELOPMENT OF THE PLAN MOVED by Councilperson Clark, seconded by Councilperson Sovocool WHEREAS, the State of New York enacted legislation creating a Property Tax Freeze Credit as a part of the 2015 State Budget, and WHEREAS, the new law encouraged local governments to generate long-term property tax relief by sharing services, consolidating or merging, and implementing operational efficiencies, and WHEREAS, the law provides a "freeze credit" to qualified homeowners that is equal to the increase in property taxes levied by a taxing jurisdiction that limits any increase in its tax levy to a property tax cap set by State law and develops and implements a Government Efficiency Plan ("Plan") determined to be compliant by the New York State Division of Budget, and WHEREAS, to be determined compliant by the State, a Government Efficiency Plan must document actions that have been, or will be, taken that will result in a sustained three-year savings, beginning in 2017, that are equivalent to at least 1% of the combined 2014 property tax levies of all signatories to the Plan, and WHEREAS, in year one of the program, homeowners received a Freeze Credit if their local government stayed within the property tax cap, and Town Board Minutes Page 12 May 12, 2015 WHEREAS, in year two of the program, homeowners will receive the Freeze Credit for taxes from any taxing jurisdiction that stays within the property tax cap and that also puts forward a compliant Government Efficiency Plan, and WHEREAS, while allowing local governments to submit individual Plans, the State has encouraged local governments to submit a single, countywide plan that achieves a savings of at least 1% of the combined property tax levies of all of the participants, and WHEREAS, the State will recognize only savings associated with actions implemented after January 1, 2012, and WHEREAS, prior to 2012, local governments in Tompkins County pioneered shared services, mergers, and consolidations including the centralization of the property tax assessment function; a fully consolidated public safety dispatch and interoperable communication system; a consolidated public transit system; a two -county community college; and, most recently, an inter -municipal health benefits consortium that continue to generate multiple millions of dollars in annual savings for taxpayers within Tompkins County, and WHEREAS, in response to the State's directive, the Tompkins County Council of Governments (TCCOG) formed a shared services committee that continues to explore a variety of prospective shared services, but recognizes that time and careful thought is required to ensure that any shared service initiative will result in lower costs and higher quality, and WHEREAS, it is now estimated that savings well in excess of 1% of the $88.4 million levied by all local governments within Tompkins County in 2014, including the County itself, will be achieved and sustained during the period 2017-2019 by a combination of savings associated with a dependent eligibility certification process undertaken by every municipal member of the Health Benefits Consortium and changes made by Tompkins County to the cost structure of its health benefit plan and, WHEREAS, additional efficiencies may be identified by participating municipalities that may also be included in a countywide plan, and WHEREAS, in a resolution enacted April 23, 2015, the Tompkins County Council of Governments found that a consolidated countywide Plan that documents savings in excess of 1% of the combined 2014 property tax levies of all local governments within the County is the most efficient and effective way to respond to the State's directive and has therefore endorsed the development and presentation of a single countywide Government Efficiency Plan that includes all local governments within Tompkins County, now therefore be it RESOLVED, that the Town of Groton endorses the designation of Tompkins County as lead entity in the development and submission of the Government Efficiency Plan and agrees to be a signatory to that Plan. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Nays - Resolution Passed RESOLUTION #15-047 - APPOINT CDBG GRANT REVIEW COMMITTEE MOVED by Councilperson Smith, seconded by Councilperson Gamel RESOLVED, that the Town Board hereby appoints the following committee to review information fo program appicants and make recommendations for participation in the 2014 CDBG Housing Rehabilitation Program: Donald Scheffler, Ellard Sovocool, and R. Charlton Wright. Ayes - Sovocool, Smith, Gamel, Clark, Scheffler Nays - Resolution Passed Town Board Minutes Page 13 May 12, 2015 Announcements: ➢ Planning Board Meeting - May 21 St at 7:30 pm. ➢ Zoning Board of Appeals - May 28th at 7:00 pm ➢ Board of Assessment Review - May 14th 3:00 - 6:00 pm ➢ Congratulations to Clerk Scheffler for being re -certified as a Registered Municipal Clerk ➢ Next Board Meeting - June 9th at 7:30 pm There being no further business, Councilman Gamel moved to adjourn, seconded by Councilman Smith, at 8:45 pm. Unanimous. April L. Scheffler, RMC Town Clerk