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HomeMy WebLinkAbout2015-01-02TB 1-2-15 Page 1 of 18 TOWN OF DRYDEN TOWN BOARD MEETING January 2, 2015 Present: Supervisor Mary Ann Sumner, Cl Joseph Solomon, Cl Jason Leifer, Cl Linda Lavine, Cl Gregory Sloan Elected Officials: Bambi L. Avery, Town Clerk Rick Young, Highway superintendent Other Town Staff: Dave Sprout, Code Enforcement Officer Supervisor Sumner called the meeting to order at 1:05 p.m. 4 Season Storage 1400 Dryden Road The board reviewed the application and information for 4 Season Storage special use permit for storage unit buildings at 1400 Dryden Road. The county has completed its review and has no concerns. There was some concern about the orange doors on the building and applicant Michael Moore explained the connection to his other business. The board reviewe d SEQR. Cl Lavine arrived. RESOLUTION #1 (2015) – NEG SEQR DEC – 4 SEASON STORAGE 1400 DRYDEN ROAD Supv Sumner offered the following resolution and asked for its adoption: WHEREAS, A. The proposed action involves consideration of the application of 4 Season Storage (Michael Moore) to construct two self-storage buildings at 1400 Dryden Road. B. The proposed action is an Unlisted Action for which the Town Board of the Town of Dryden is the lead agency for the purposes of uncoordinated environ mental review in connection with approval by the Town. C. The Town Board of the Town of Dryden, in performing the lead agency function for its independent and uncoordinated environmental review in accordance with Article 8 of the New York State Environmental Conservation Law – the State Environmental Quality Review Act “(SEQR), (i) thoroughly reviewed the Long Environmental Assessment Form (the “Long EAF”), Part I, and any and all other documents prepared and submitted with respect to this proposed action and its environmental review, (ii) thoroughly analyzed the potential relevant areas of environmental concern to determine if the proposed action may have a significant adverse impact on the environment, including the criteria identified in 6 NYCRR §617.7(c), and (iii) completed the Long EAF, Part II; NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS: TB 1-2-15 Page 2 of 18 1. The Town Board of the Town of Dryden, based upon (i) its thorough review of the Long EAF, Part I, and any and all other documents prepared and submitted with r espect to this proposed action and its environmental review, (ii) its thorough review of the potential relevant areas of environmental concern to determine if the proposed action may have a significant adverse impact on the environment, including the criteria identified in 6 NYCRR §617.7(c), and (iii) its completion of the Long EAF, Part II, including the findings noted thereon (which findings are incorporated herein as if set forth at length), hereby makes a negative determination of environmental significance (“Negative Declaration”) in accordance with SEQR for the above referenced proposed action, and determines that neither a full Environmental Assessment Form, nor an Environmental Impact Statement will be required, and 2. The Responsible Officer of the Town Board of the Town of Dryden is hereby authorized and directed to complete and sign as required the determination of significance, confirming the foregoing Negative Declaration, which fully completed and signed Long EAF and determination of significance shall be incorporated by reference in this Resolution. 2nd Cl Leifer Roll Call Vote Cl Sloan Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #2 (2015) – ACCEPT SKETCH PLAN 1400 DRYDEN ROAD Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby waives full site plan review for the Special Use Permit for 4 Season Storage at 1400 Dryden Road and accepts the sketch plan submitted by the applicant as a full site plan. 2nd Cl Leifer Roll Call Vote Cl Sloan Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes The board reviewed the special use permit checklist and the Planning Department’s recommendations. The buildings will be earth tones (as recommended by the design guidelines) but they are concerned with the orange doors. Applicant explained the connection to his other business and after discussion, the board agreed that orange would be acceptable. The number of parking spaces will be six (though regulations dictate there should be twelve). Applicant explained that there is driveway space completely around the buildings, tenants will park in front of their own space, and there will be no office or employees on site. Board agreed that six spaces would be acceptable. RESOLUTION #3 (2015) – APPROVE 4 SEASON STORAGE SPECIAL USE PERMIT 1400 DRYDEN ROAD Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby approves the special use permit application for 4 Season Storage at 1400 Dryden Road, subject to the Standard Conditions of Approval (8 - 14-08), allowing a reduction in the number of parking spaces to six, and acknowledging the TB 1-2-15 Page 3 of 18 Planning Department’s concern about the color of the doors to the storage bins, but allowing the orange color. 2nd Cl Leifer Roll Call Vote Cl Sloan Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes Cl Lavine would like Planning Department employees to encourage use of solar energy whenever possible when reviewing applications. Jim Zimmer, Mayor of the Village of Dryden, asked for the board’s support for a three - way stop at Ferguson Road and Mill Street. The Village has placed stop signs at the Ferguson Road and Berkshire Drive intersection, creating a 3-way stop. The Village needs permission from the Town to place a third sign at the intersection of Ferguson and Mill Street because as you come down Ferguson into the Village the sign would need to be placed on the Town side of the road. He is concerned because the Village has two stop signs at Ferguson Road and Mill Street, and people may assume that there is a stop sign in the eastbound lane and increase the risk of accidents. The board and Highway Superintendent Rick Young, agree that the stop sign is now necessary. R Young will see that it is installed. RESOLUTION #4 (2015) – INSTALL STOP SIGN ON FERGUSON ROAD Cl Sloan offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby approves a stop sign in the eastbound lane of Ferguson Road at its intersection with Mill Street, and directs the Highways Superintendent to install the sign. 2nd Cl Lavine Roll Call Vote Cl Sloan Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes David Sprout suggested that roundabout at the intersection of Irish Settlement Road and Ferguson Road would be beneficial to the travelling public. Cl Sloan would like to pursue that idea. INCODEMA3D Special Use Permit Amendment The board discussed this application at its December 18 meeting. They are applying for an additional use so they can rent part of the building for storage. There is no change to the footprint. This application is for a change of use. No site plan review is necessary. There may be an issue with siting of the argon tank, but that will be taken care of by code enforcement. The board reviewed the SEQR form. RESOLUTION #5 (2015) – NEG SEQR DEC – INCODEMA 3D 330 MAIN STREET, FREEVILLE Supv Sumner offered the following resolution and asked for its adoption: WHEREAS, TB 1-2-15 Page 4 of 18 A. The proposed action involves consideration of the application of Incodema3D, 330 Main Street, Freeville, for low hazard warehouse use. B. The proposed action is an Unlisted Action for which the Town Board of the Town of Dryden is the lead agency for the purposes of uncoordinated environmental review in connection with approval by the Town. C. The Town Board of the Town of Dryden, in performing the lead agency function for its independent and uncoordinated environmental review in accordance with A rticle 8 of the New York State Environmental Conservation Law – the State Environmental Quality Review Act “(SEQR), (i) thoroughly reviewed the Long Environmental Assessment Form (the “Long EAF”), Part I, and any and all other documents prepared and submit ted with respect to this proposed action and its environmental review, (ii) thoroughly analyzed the potential relevant areas of environmental concern to determine if the proposed action may have a significant adverse impact on the environment, including the criteria identified in 6 NYCRR §617.7(c), and (iii) completed the Long EAF, Part II; NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS: 1. The Town Board of the Town of Dryden, based upon (i) its thorough review of the Long EAF, Part I, and any and all other documents prepared and submitted with respect to this proposed action and its environmental review, (ii) its thorough review of the potential relevant areas of environmental concern to determine if the proposed action may have a significant adverse impact on the environment, including the criteria identified in 6 NYCRR §617.7(c), and (iii) its completion of the Long EAF, Part II, including the findings noted thereon (which findings are incorporated herein as if set forth at length), hereby makes a negative determination of environmental significance (“Negative Declaration”) in accordance with SEQR for the above referenced proposed action, and determines that neither a full Environmental Assessment Form, nor an Environmental Impact Statement will be required, and 2. The Responsible Officer of the Town Board of the Town of Dryden is hereby authorized and directed to complete and sign as required the determination of significance, confirming the foregoing Negative Declaration, which fully completed and signed Long EAF and determination of significance shall be incorporated by reference in this Resolution. 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes The board discussed their violation of the current permit because they leased a portion of the building for warehouse space. D Sprout said the Planning Department never actually sent the violation notice. Incodema has been removing stuff since the stop work order was issued. Typically the department will seek compliance rather than pursue formal action. The board reviewed the special use permit checklist. It was again noted that the argon tank was on the left side of the building in the original sketch plan, but the landscape plan shows it in a different location. D Sprout will clarify that. RESOLUTION #6 (2015) – APPROVE SPECIAL USE PERMIT AMENDMENT INCODEMA 3D, 330 MAIN STREET, FREEVILLE Supv Sumner offered the following resolution and asked for its adoption: TB 1-2-15 Page 5 of 18 RESOLVED, that this Town Board hereby approves the amendment to the special use permit for Incodema3D, 330 Main Street, Freeville, for low hazard warehouse use. 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes Cl Lavine distributed information about the “proposed West Dryden Road pipeline” (attached) and would like this as a discussion item on the agenda for next week. She suggested that there may be some leverage in our zoning law. She would like to ask Atty Perkins for a legal opinion in writing. There is some confusion about the nature of the easements and contradictory information. She would like this publicly clarified. Cl Solomon arrived at 2:10 p.m. RESOLUTION #7 (2015) – RULES OF PROCEDURE Cl Sloan offered the following resolution and asked for its adoption: RESOLVED, that this Town Board use Town Law Section 63. That section reads as follows: “The supervisor, when present, shall preside at the meetings of the town board. In the absence of the supervisor, the other members shall designate one of their members to act as temporary chairman. A majority of the board shall constitute a quorum for the transaction of business, but a lesser number may adjourn. The vote upon every question shall be taken by ayes and noes, and the names of the members present and their votes shall be entered in the minutes. Every act, motion or resolution shall require for its adoption the affirmative vote of a majority of all the members of the town board. The board may determine the rules of its procedure, and the supervisor may, from time to time, appoint one or more committees, consisting of members of the board, to aid and assist the board in the performance of its duties.” 2nd Supv Sumner Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #8 (2015) – AUTHORIZATIONS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby authorizes the following individuals to sign on Town of Dryden accounts: Mary Ann Sumner, Bambi L. Avery, and Erin Bieber, and further RESOLVED, that this Town Board authorizes the Supervisor to pay in advance of the audited claims the utility bills, all claims to be presented at the next regular board m eeting, and further TB 1-2-15 Page 6 of 18 RESOLVED, that this Town Board authorize a petty cash fund for the Town Clerk not to exceed $200.00, and Receiver of Taxes and Assessments not to exceed $200.00, as needed for postage, and Justice's petty cash fund not to exceed $100.00, and for the Recreation Department not to exceed $200.00 for the year 2015, and further RESOLVED, that mileage will be paid to Town officials and employees when using their own car for official town business (other than town meetings or travel to and from the job site) at the rate set by the Internal Revenue Service and Treasury Department, and further RESOLVED, that the annual salaries for Town Officers as stated in the 2015 General Town Budget be as follows: Supervisor $22,073.00 Councilman (4) $25,700.00 ($6,425.00 each) Town Clerk $31,323.00 Highway Superintendent $68,189.00 Town Justice $40,700.00 ($20,035 each) Deputy Supervisor $1,000.00 And the Supervisor is authorized to pay the above salaries, and further RESOLVED, that the Town Board does hereby adopt the 2015 wages that were discussed and agreed upon during the budget process, and further RESOLVED, that the Justices be authorized to attend training schools during the year and will be reimbursed for actual expenses, and further RESOLVED, that because the Highway Superintendent and Deputy Highway Superintendent are on call 24 hours a day, seven days a week, the Dryden Town Board authorizes the use of town vehicles clearly marked with the Town of Dryden logo for travel to and from work, provided they are not used for personal use, and further RESOLVED, that this Town Board authorize the Town Supervisor to write to the New York State Office of the State Comptroller and request a 60 day extension for the filing of the 2014 annual update document, if necessary. 2nd Cl Solomon Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #9 (2015) – APPOINTMENTS AND AUTHORIZATIONS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board appoint the following: o 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. TB 1-2-15 Page 7 of 18 o Town Supervisor has the power and duties of administration and supervision of the Town of Dryden Special Improvement District functions to be performed on behalf of the Town Board o TG Miller as Town Engineer o Mahlon R. Perkins as Town Attorney o Jennifer Case as Bookkeeper o Mary Ann Sumner and Jennifer Case as Co-Budget Officers o Bambi L. Avery as Marriage Officer. 2nd Cl Leifer Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #10 (2015) – PLANNING BOARD APPOINTMENTS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby reappoints Thomas Hatfield to the Planning Board for a term to expire December 31, 2021, Craig Schutt to serv e as an alternate to the Planning Board, and Joseph Laquatra as Chair of the Planning Board for 2015. 2nd Cl Leifer Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #11 (2015) – APPOINT CONSERVATION BOARD CHAIR Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby appoints Robert Beck to serve as Chair of the Conservation Board for 2015. 2nd Cl Lavine Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #12 (2015) – APPOINT DRYDEN RECREATION & YOUTH COMMISSION MEMBERS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby appoints Tracy Kurtz and Diane Pamel to the Recreation & Youth Commission for terms to expire December 31, 2017, and December 31, 2015, respectfully. TB 1-2-15 Page 8 of 18 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #13 (2015) – APPOINT ZONING BOARD OF APPEALS MEMBERS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby makes the following appointments to the Zoning Board of Appeals: Jeffrey Fearn for a term to expire December 31, 2019, Nelson Hogg as Chair, and Michael Ward as alternate. 2nd Cl Solomon Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #14 (2015) – APPOINTMENTS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby makes the following appointments:  Historian – Harry Weldon  Fair Housing Officer – David Sprout  Stormwater Management Officer – David Sprout  Zoning Officer – David Sprout 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #15 (2015) – APPOINT FIRE WARDEN Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby appoints Richard Young as Fire Warden and Jason Leifer as Deputy Superintendent of Fires. 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes TB 1-2-15 Page 9 of 18 RESOLUTION #16 (2016) – APPOINT DOG CONTROL OFFICER Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby appoints Richard Leonard to serve as Dog Control Officer. 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #17 (2015) – REPRESENTATIVE TO ASSOCIATION OF TOWNS MEETING Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby appoints Mary Ann Sumner as representative and Linda Lavine as alternate representative to the 2015 Association of Towns Meeting. 2nd Cl Leifer Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #18 (2015) – APPOINTMENTS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby makes the following appointments: Tompkins County Council of Governments: Jason Leifer as representative and Linda Lavine as alternate. Greater Tompkins County Health Insurance Consortium: Mary Ann Sumner as representative and Linda Lavine as alternate board members, and Jennifer Case as representative and Linda Lavine as alternate to the Policy Structure and Design Committee Ithaca Tompkins County Transportation Council: John Kiefer as representative and David Sprout as alternative to the Planning Committee, and Mary Ann Sumner as representative and Linda Lavine to the Policy Committee. Southern Cayuga Lake Intermunicipal Water Commission: Mary Ann Sumner and James Zimmer Ithaca Area Wastewater Treatment Facility: Mary Ann Sumner as representative and Linda Lavine as alternate Recreation Partnership: Jennifer Jones 2nd Cl Solomon Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes TB 1-2-15 Page 10 of 18 Cl Lavine Yes RESOLUTION #19 (2015) - CONTRACTS Supv Sumner offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby approves the following contracts for the amounts indicated and authorizes the Town Supervisor to execute the same: a. Dog Control Kennel ($34,800) b. Neptune Fire Department ($258,777) c. Freeville Fire Department ($169,575) d. Etna Fire Department ($135,000) e. Varna Fire Department ($243,543) f. Brooktondale Fire Department ($25,324 g. Dryden Ambulance ($384,451) h. Slaterville Ambulance ($3,500) i. Gadabout ($7,000) j. Dryden Seniors ($1,200) k. Southworth Library ($14,000) l. Dryden Town Historical Society ($1,100) m. Dryden VFW ($1,000) n. Community Science Institute ($12,779) o. Town of Caroline – Brooktondale Gauge Station ($2,498) p. Youth Services – as budgeted q. Dryden Intergenerational Chorus and Band per grant notice 2nd Cl Solomon Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #20 (2015) - VOUCHER/INVOICE SUBMISSION DEADLINES Cl Sloan offered the following resolution and asked for its adoption: RESOLVED, that vouchers/invoices shall be submitted to the Supervisor's Office for processing and payment one week prior to the regularly scheduled board meeting each month as follows: Voucher/Invoice Submission Deadline Dates (by Noon) For Abstract Date: Friday, January 2, 2015 Thursday, January 8, 2015 Friday, February 6, 2015 Thursday, February 12, 2015 Friday, March 6, 2015 Thursday, March 12, 2015 Friday, April 3, 2015 Thursday, April 9, 2015 Friday, May 1, 2015 Thursday, May 7, 2015 Friday, June 5, 2015 Thursday, June 11, 2015 Thursday, July 2, 2015 Thursday, July 9, 2015 Friday, August 7, 2015 Thursday, August 13, 2015 Friday, September 4, 2015 Thursday, September 10, 2015 Friday, October 2, 2015 Thursday, October 8, 2015 TB 1-2-15 Page 11 of 18 Friday, November 6, 2015 Thursday, November 12, 2015 Friday, December 4, 2015 Thursday, December 10, 2015 Dates for submission of vouchers for abstract 13 to be determined; check with the bookkeeper toward the end of the year. 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #21 (2015) - INVESTMENT POLICIES/GUIDELINES FOR TOWN OF DRYDEN Supv Sumner 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 Deposit 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: 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 Government. 2. DELIVERY OF SECURITIES a. Payment shall be made by or on behalf of the Town of Dryden for obligations of New York State, 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. TB 1-2-15 Page 12 of 18 3. WRITTEN CONTRACTS a. Written contracts may be required for the purchase of all certificates of deposit. 4. DESIGNATION OF CUSTODIAL BANK a. The First National Bank of Dryden and Tompkins Trust Company, both authorized to do business in the State of New York, and having an office for the transaction in the Town of Dryden, are designated to act as custodial banks of the Town of Dryden ’s investments. 5. FINANCIAL STRENGTH OF INSTITUTIONS a. All trading partners must be credit worthy. Their financial statements may 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 may 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 deposit 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. c. Within sixty (60) days of the end of each of the first three quarters o f the fiscal year, the Supervisor shall prepare and submit to the Town Board a quarterly investment report, which indicates the new investments, the inventory of existing investments, and such other matters as the Supervisor deems appropriate. d. Within 120 days of the end 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 Board, 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 Cl Leifer Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes RESOLUTION #22 (2015) – ADOPT PROCUREMENT AND PURCHASING POLICIES Supv Sumner offered the following resolution and asked for its adoption: TB 1-2-15 Page 13 of 18 RESOLVED, that this Town Board hereby adopts the Procurement and Purchasing Policies, as follows: Procurement Policy This resolution sets forth the policy and procedures of the Town of Dryden to meet the requirements of General Municipal Law, section 104-b. Purpose Goods and services that are not required by law to be procured pursuant to competitive bidding must be procured in a manner as to assure the prudent and economical use of public moneys in the best interest of the taxpayers; to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances; and to guard against favoritism, improvidence, extravagance, fraud, and corruption. To further these objectives, the governing board is adopting an internal policy and procedures governing all procurements of goods and services which are not required to be made pursuant to the competitive bidding requirements of General Municipal Law, section 103 or of any other general, special, or local law. Procedures for Determining Whether Procurements are Subject to Bidding The procedures for determining whether a procurement of goods or services is subject to competitive bidding and documenting the basis for any determination that competitive bidding is not required by law is as follows: Procedure: a. Each proposed purchase must be initially reviewed to determine whether it is a purchase contract or a public works contract. b. Upon determination, a good faith effort shall be made to determine whether it is known or can reasonably be expected the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent annually. c. The following items are not subject to competitive bidding pursuant to Section 102 of the General Municipal Law: purchase contracts under $10,000; public works contracts under $35,000; 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 second-hand purchases from another governmental entity. d. For purchases determined to be exempt from competitive bidding, documentation of this determination shall be provided 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 this determination was made, a copy of the contract indicating the source making the item or service exempt, a memo from the purchaser detailing the circumstances leading to an emergency purchase, or any other appropriate written documentation. e. This policy will apply to all equipment rentals made throughout the year. Statutory Exceptions from Quotations/Proposals Requirements of This Policy and Procedures Except for procurements made pursuant to General Municipal Law, section 103(3) (through county TB 1-2-15 Page 14 of 18 contracts) or section 104 (through State contracts), State Finance Law, section 162, Correction Law, sections 184 and 186 (from “preferred sources,” including articles manufactured in correctional institutions), or the items excepted herein (see below), alternative proposals or quotations for goods and services shall be secured by use of either written requests for proposals, written quotations, verbal quotations or any other method of procurement that furthers the purposes of the General Municipal Law, section 104-b. Methods of Competition to be Used for Non-Bid Procurements The methods of procurement to be used are as follows: The time and documentation required to purchase goods and services under $1,000.00 via this policy may be more costly than the item itself and would therefore not reflect the best interests of the taxpayer. In addition, it is not likely such de minimis contracts would be awarded based on favoritism. All goods and services subject to this procurement policy will be secured by use of written requests for proposals, written quotations, verbal quotations, or any other method which assures favoritism will be avoided and goods will be purchased at the lowest price, except in th e following circumstances: purchase contracts over $10,000 and public works contracts over $35,000; which are required to be competitively bid. The following are the minimum requirements necessary for purchases and/or equipment rentals expected to exceed $1,000 in one year as required by this policy in order to achieve the highest savings: Amount of Purchase Contract or Rental (under $10,000) Method Under $2,500 No action required $2,501 - $4,999 2 Verbal quotations or catalog pricing AND obtain a Purchase Order from Bookkeeper $5,000 -$9,999 3 Written/fax quotations, or written requests for proposals or catalog pricings Estimated Amount of Public Works Contract (under $35,000) Method Under $2,500 No action required $2,501 - $9,999 2 Written/fax quotations $10,000 - $34,999 3 Written/fax quotations or written requests for proposals 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, he or she will document all attempts made to obtain proposals. TB 1-2-15 Page 15 of 18 Awards to Other than the Lowest Responsible Dollar Offerer Whenever any contract is awarded to other than the lowest responsible dollar offerer, the reasons that such an award furthers the purpose of General Municipal Law, section 104-b, as set forth herein above, shall be documented as follows: Documentation will include an explanation of how the awarded contract will achieve savings or how the lowest bidder was not responsible. Determination of a bidder being declared not responsible shall be made and documented by the purchaser. Items Excepted From This Policy and Procedures by the Board The board sets forth the following circumstances when, or types of procurements for which, in the sole discretion of the governing body, the solicitation of alternative proposals or quotations will not be in the best interest of Town of Dryden. 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, judgment, integrity, and moral worth. These qualifications are not necessarily found in the individual or company offering the lowest price and the nature of these services is 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 services are subject to State licensing or testing requirements; (b) whether substantial formal education or training is a necessary prerequisite to performance of said services; and (c) whether 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; computer software or programming services for customized programs, or services involved in substantial modification and customizing of pre-packaged software. b. Repair of equipment and machinery and maintenance items i.e.: toner, ribbons, oil filters, nuts & bolts etc., as these can be specialized items. The purchaser will obtain at least two verbal, written, faxed or catalog prices. It is at the purchaser’s discretion which product(s) to purchase. c. Emergency purchases pursuant to Section 103(4) of General Municipal Law. Due to the nature of this exception, these goods or services must be purchased immediately and any delay to seek alternate proposals may threaten the life, health, safety or welfare of the residents. This section does not preclude alternate proposals if time permits. d. Purchases of surplus and second-hand goods from any source. If alternate proposals are required, purchaser is permitted to purchase surplus and second-hand goods at auction or via specific advertised sources where the best prices are typically obtained. Prior Town Board approval is required for amounts over $2,500 e. 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 TB 1-2-15 Page 16 of 18 pursuant to Section 186 of the Correction Law; purchases under State contracts pursuant to Section 104 of the General Municipal Law; county contracts pursuant to Section 103(3) of the General Municipal Law; or pursuant to subdivision 6 of this policy. Individual(s) Responsible for Purchasing Highway Superintendent Director of Planning Town Clerk Town Supervisor Recreation Director Town Bookkeeper 34 Note that this is a new requirement, effective January 1, 2009 (General Municipal Law, section 104-b(2)(f)). Division of Local Government and School Accountability (Must be updated biennially)of the State Comptroller Input From Officers Comments have been solicited from officers of the political subdivision or district therein involved in the procurement process prior to the enactment of this policy and procedures, and will be solicited from time to time hereafter. Annual Review The governing board shall annually review and, when needed, update this policy and procedures. The Town of Dryden Town Board shall be responsible for conducting an annual evaluation of the effectiveness of the procurement policy and procedures and an evaluation of the control procedures established to ensure compliance with the procurement policy, and shall be responsible for reporting back to the board. Unintentional Failure to Comply The unintentional failure to comply fully with the provisions of General Municipal Law, section 104- b shall not be grounds to void action taken or give rise to a cause of action against the Town of Dryden or any officer or employee thereof. Town of Dryden Purchasing Policy For department heads not monitoring their own budget; the Bookkeeper/Bookkeeper’s Assistant must be consulted to ensure sufficient funds are available prior to placing any order. The Bookkeeper / Bookkeeper’s Assistant will first verify whether or not sufficient funds are available.  If funds are available, the Bookkeeper / Bookkeeper’s Assistant will notify the department that they can proceed with their order. TB 1-2-15 Page 17 of 18  If funds are not available the Bookkeeper / Bookkeeper’s Assistant will notify the requisitioner of such and request a budget modification form be completed to transfer funds from another account. A budget modification should only be used if another account has available funds and the requested item is necessary within current budget year. The budget modification will then be presented to the Board for approval.  If a bid is necessary, the requisitioner will ask for Board approval to bid; then initiate the process of having the appropriate person prepare the bid specifications.  Purchase orders are required for any purchase in excess of $2,500, with the exception of the Highway Department, where the limit shall be $10,000. Purchase orders will not be required for standard monthly purchases for parts / supplies, and vehicle / equipment repairs unless specifically requested by vendor, or for purchases of equipment or software (i.e. computers, printers, monitors, copy machines, and items that will be added to the Town’s capital asset list).  The Bookkeeper will prepare the purchase order, retain a copy and return the original to the requisitioner for ordering. Packing slips, delivery receipts, invoices, and statements should be compiled for each purchase, stapled behind the purchase order or completed voucher form and submitted to the Bookkeeper for verification and approval. After approval, vouchers will be forwarded to the Town Clerk's office for data entry. After entry, purchase orders will be submitted to the Board for payment approval. Vouchers may be submitted weekly or upon completion, but must be submitted by 12am the first Friday of the month. If Vouchers are received after this time we will try to include them in the abstract if possible. This system will not apply to utilities, bills from other municipalities, legal and engineering services, water and sewer billing, election workers, jury expenses, law book expenses, software / hardware contracts and insurance payments. Payments of this nature will continue to use vouchers and be submitted to the Board for approval for payment. The Bookkeeper will receive copies of all contracts entered into by the Town and all resolutions allotting funds for any service or item. 2nd Cl Solomon Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes EMERGENCY PREPAREDNESS PLAN Supv Sumner would like a task force established to review and update the plan. This will be an item on the March agenda. TB 1-2-15 Page 18 of 18 RESOLUTION #23 (2015) – TOWN BOARD MEETING SCHEDULE Supv Sumner offered the following resolution an d asked for its adoption: RESOLVED, that the Dryden Town Board will hold its abstract and agenda meeting on the second Thursday of each month at 7:00 p.m. and its regular business meeting on the third Thursday of each month at 7:00 p.m. at the Town Hall, 93 East Main Street, Dryden. 2nd Cl Sloan Roll Call Vote Cl Sloan Yes Cl Solomon Yes Supv Sumner Yes Cl Leifer Yes Cl Lavine Yes The board discussed spending 30 minutes of each agenda meeting discussing the budget. Supervisor appointments and committee assignments will be made at next week’s meeting. There being no further business, on motion made, seconded and unanimously carried, the meeting was adjourned at 3:15 p.m. Respectfully submitted, Bambi L. Avery Town Clerk