HomeMy WebLinkAbout2018-01-04TB 1-4-18
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TOWN OF DRYDEN
TOWN BOARD MEETING
January 4, 2018
Present: Supervisor Jason Leifer, Cl Daniel Lamb, Cl Kathrin Servoss
Absent: Cl Linda Lavine
Elected Officials: Bambi L. Avery, Town Clerk
Other Town Staff: Ray Burger, Director of Planning
Supv Leifer called the meeting to order at 7:02 p.m.
PUBLIC HEARING
SEWER RATES
Supv Leifer opened the public hearing on the four local laws to amend the sewer rates
for all sewer districts except Cortland Road Sewer. There were no comments from the board
and there was no audience. The public hearing was left open.
The board needs to set a public hearing for the public interest order in connection with
improvements at the Ithaca Area Waste Water treatment plant.
TB Resolution No. 2018 - #1: Order Setting a Public Hearing Regarding Engineering and
Final Design Services for a Proposed Sewer Improvement for the Town of Dryden,
Tompkins County, New York, to be known as the Town of Dryden Grit Removal, Concrete
Restoration, Emergency Generator Replacement, and Miscellaneous Plant Improvements
Engineering and Final Design Services Sewer Improvement at the Ithaca Area Wastewater
Treatment Facility, pursuant to Town Law §202-b
Supv Leifer offered the following resolution and asked for its adoption:
Whereas, a map, plan and report, including an estimate of cost, have been duly
prepared in such manner and in such detail as has heretofore been determined by the Town
Board of the Town of Dryden, Tompkins County, New York, relating to the establishment and
construction, pursuant to Town Law §202-b, of sewer system improvements to be known and
identified as the Town of Dryden Grit Removal, Concrete Restoration, Emergency Generator
Replacement, and Miscellaneous Plant Improvements Engineering and Final Design Services
Sewer Improvement at the Ithaca Area Wastewater Treatment Facility (the “Improvement”), to
provide such sewer Improvement to the present Town sewer improvement, such sewer system
Improvement to be jointly constructed and jointly owned by the Town of Ithaca, City of Ithaca
and Town of Dryden, all of which are co-owners of the Ithaca Area Wastewater Treatment
Facility (“IAWTF”), to serve the Town of Dryden sewer districts that are served by the IAWTF;
and
Whereas, said map, plan and report, including estimate of cost, were prepared by a
competent engineer, duly licensed by the State of New York, and have been filed in the office of
the Town Clerk of said Town, where the same are available during regular office hours for
examination by any person or persons interested in the subject matter thereof; and
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Whereas, the area of said Town determined to be benefited by said Improvement
consists of the entire area of said Town sewer districts served by the IAWTF; and
Whereas, the proposed Improvement consists of engineering and final design services
for the potential sewer improvements set forth below, and as more particularly shown and
described in said map, plan and report presently on file in the office of the Town Clerk, at an
initially determined maximum estimated cost to said Town sewer districts of $8,596, it being
determined that the additional $425,579 of the $434,175 aggregate maximum cost shall be
apportioned and allocated to the City of Ithaca and Town of Ithaca, pursuant to the terms of
the December 31, 2003 Joint Sewer Agreement among the Town of Ithaca, City of Ithaca and
Town of Dryden:
The project will consist of engineering and final design services for potential
improvements to facilities at the Ithaca Area Wastewater Treatment Facility located at 525
Third Street in the City of Ithaca, including:
Concrete Restoration and Leak Repairs
Grit Removal and Miscellaneous Repairs
-Grit System
-Influent Building Improvements
-Stair Tower Improvements
-Structural Improvements
-Miscellaneous Improvements
-Instrumentation and Control
Emergency Generator Replacement; and
Whereas, said $8,596 maximum estimated cost of the project to be expended by the
Town of Dryden, shall be authorized to be paid, as follows: at the option of the Town, by use of
surplus funds and current revenues of the Town of Dryden sewer districts; or by temporary
financing under use of surplus funds and current revenues of the Town of Dryden sewer
districts, or a bond anticipation note issued by Ithaca Area Wastewater Treatment Facility Co -
owner City of Ithaca to pay for the City of Ithaca’s share of the Improvement as well as for the
Town of Dryden’s share, and upon maturity of a bond anticipation note, the issuance of serial
bonds with a maximum maturity not in excess of the forty (40) year period prescribed by the
Local Finance Law, or directly by the issuance of such bonds. The Town of Dryden will not co -
issue or be liable on the bonds. The Town of Dryden will reimburse the City of Ithaca through a
contract between the City of Ithaca and the Town of Dryden. The Town of Dryden’s contractual
payments to the City of Ithaca are proposed to be paid by expenditure of current revenues and
surplus funds from sewer rents and charges to be assessed, levied upon and collected from the
several lots and parcels of land within such sewer districts; and
Whereas, it is now desired to call a public hearing for the purpose of considering said
map, plan and report, including estimate of cost, and the providing of the Improvement, and to
hear all persons interested in the subject thereof concerning the same, all in accordance with
the provisions of Town Law §202-b;
Now, therefore, it is hereby ordered, by the Town Board of the Town of Dryden,
Tompkins County, New York, as follows:
Section 1. A public hearing shall be held by the Town Board of the Town of Dryden,
Tompkins County, New York, at the Town Hall, 93 East Main Street, in Dryden, New York, on
the 8th day of February, 2018, at 7:00 o’clock P.M., Prevailing Time, to consider the aforesaid
map, plan and report, including estimate of cost, and the question of providing the
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Improvement, and to hear all persons interested in the subject thereof concerning the same
and to take such action thereon as is required by law.
Section 2. The Town Clerk is hereby authorized and directed to publish a Notice of
Public Hearing regarding the aforesaid Improvement to be published once in t he official
newspaper, and also to post a copy thereof on the town signboard maintained by the Town
Clerk, not less than ten (10) nor more than twenty (20) days before the day designated for the
hearing as aforesaid, all in accordance with the provisions of Town Law §202-b.
Section 3. This Order shall take effect immediately.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #2 (2018) – APPOINT COUNCILPERSON TO FILL VACANCY
Cl Servoss offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Alice Walsh Green to fill the vacancy
left by the resignation of Deborah Cipolla-Dennis for a term to expire December 31, 2018.
2nd Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Supv Leifer noted that Cl Lavine was also in favor of this appointment.
RESOLUTION #3 (2018) – RULES OF PROCEDURE
Supv Leifer 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 entere d 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 Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #4 (2018) – OFFICIAL ADVERTISING
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Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board designate The Ithaca Journal as the official
newspaper of the Town of Dryden for the year 2018.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #5 (2018) – DESIGNATE OFFICIAL DEPOSITORIES
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that the Town Board designate The First National Bank of Dryden and the
Tompkins Trust Company as the official depositories for the Town of Dryden for the year 2018.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #6 (2018) – APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments:
Bambi L. Avery as Receiver of Taxes and Assessments.
Bambi L. Avery as licensor for Games of Chance and Bingo.
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
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.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #7 (2018) – AUTHORIZATIONS
Supv Leifer 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: Jason Leifer, Bambi L. Avery, and Lee Ann Parker, and further
RESOLVED, that this Town Board authorizes the Supervisor to pay in advance of the
audited claims the utility bills, any sewer/water district payments, and postage cost for
purpose of mailing tax bills, all claims to be presented at the next regular board meeting, and
further
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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 2018, 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 2018 General
Town Budget be as follows:
Supervisor $21,420.00
Councilperson (4) $26,520.00 ($6,630.00 each)
Town Clerk $32,914.00
Highway Superintendent $71,653.00
Town Justice $42,106.00 ($21,053 each)
Deputy Supervisor $1,500.00
And the Supervisor is authorized to pay the above salaries, and further
RESOLVED, that the Town Board does hereby adopt the 2018 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, Deputy Highway
Superintendent, and Assistant Superintendent of Public Works 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
2017 annual update document, if necessary.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #8 (2018) – APPOINTMENTS AND AUTHORIZATIONS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board appoint the following:
TG Miller Engineers & Surveyors as Town Engineer
True, Walsh & Sokoni as Town Attorneys
Jennifer Case as Bookkeeper
Jason Leifer and Jennifer Case as Co-Budget Officers
Bambi L. Avery as Marriage Officer for a term to expire December 31, 2019.
2nd Cl Lamb
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Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #9 (2018) – PLANNING BOARD APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby reappoints Joseph Wilson to the Planning
Board for a term to expire December 31, 2024, and Amy Crockford and James Skaley to serve
as an alternates to the Planning Board for 2018, and Marty Moseley as Chair of the Planning
Board for 2018. The Chair will be paid an annual stipend of $500.00.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #10 (2018) – CONSERVATION BOARD APPOINTMENT
Cl Servoss offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Jeanne Grace to the Conservation
Board to fill the vacancy left by the resignation of Joe Osmeloski for a term to expire December
31, 2019.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer No
Supv Leifer said he would recommend Tim Woods to fill the vacancy because he has
been involved with the board for a long time.
RESOLUTION #11 (2018) – CONSERVATION BOARD ALTERNATE APPOINTMENT
Cl Servoss offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Timothy Woods and David Bradley
and to serve as an alternates to the Conservation Board with terms to expire December 13,
2018.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #12 (2018) – APPOINT DRYDEN RECREATION & YOUTH
COMMISSION MEMBERS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby reappoints Paula Klaben, Claudia
Haferkamp-Wise, and David Peck to the Recreation & Youth Commission for terms to expire
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December 31, 2020, and appoints Michael Thompson and Ronald Szymanski for terms to
expire December 31, 2019, and Christian Sidle for a term to expire December 31, 2018.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #13 (2018) – APPOINT ZONING BOARD OF APPEALS MEMBERS
Supv Leifer 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: Janis Graham for a term to expire December 31, 2022, and Jeffrey
Fearn as Chair for 2018. The Chair will be paid an annual stipend of $500.00.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #14 (2018) – AG COMMITTEE APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints to the Kim LaMotte to the
Agriculture Advisory Committee for a term to expire December 31, 2020, and Evan Carpenter
as Chair.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #15 (2018) – APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments:
Historian – Harry Weldon, to be paid an annual stipend of $500.00.
Fair Housing Officer – Ray Burger
Stormwater Management Officer – David Sprout
Zoning Officer – Ray Burger
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
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RESOLUTION #16 (2018) – APPOINT FIRE WARDEN
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Richard Young as Fire Warden and
Kevin Ezell as Deputy Superintendent of Fires.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #17 (2018) – APPOINT DOG CONTROL OFFICERS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Richard Leonard and Thelma Hefner
to serve as Dog Control Officers.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #18 (2018) – REPRESENTATIVE TO ASSOCIATION OF TOWNS MEETING
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Daniel Lamb as representative to
the 2018 Association of Towns Meeting, and Linda Lavine as alternate.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Supv Leifer asked that those attending the AOT conference make a report to this board.
RESOLUTION #19 (2018) – APPOINTMENTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby makes the following appointments:
Tompkins County Council of Governments: Supv Leifer as representative and Cl
Lamb as alternate.
Greater Tompkins County Municipal Health Insurance Consortium: Kathrin
Servoss as representative and Jennifer Case as alternate board member, and
Kathrin Servoss as representative and Jennifer Case as alternate to the Joint
Committee on Plan Structure and Design.
Ithaca Tompkins County Transportation Council: Ray Burger as representative
and Kathrin Servoss as alternative to the Planning Committee, and Kathrin Servoss
as representative and Ray Burger as alternate to the Policy Committee.
Southern Cayuga Lake Intermunicipal Water Commission: Jack Rueckheim and
Supv Leifer
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Ithaca Area Wastewater Treatment Facility: Supv Leifer as representative and Mary
Ann Sumner as alternate
Recreation Partnership: Kathrin Servoss
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #20 (2018) - CONTRACTS
Cl Leifer 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 and pay under the
terms of the contract:
a. Dog Control Kennel ($38,028)
b. Neptune Fire Department ($282,773)
c. Freeville Fire Department ($169,575)
d. Etna Fire Department ($170,000)
e. Varna Fire Department ($266,054)
f. Brooktondale Fire Department ($28,536)
g. Dryden Ambulance ($420,165)
h. Gadabout ($7,000)
i. Dryden Seniors ($1,200)
j. Southworth Library ($11,000)
k. Dryden Town Historical Society ($1,078)
l. Dryden Veterans Memorial Home, Inc. ($1,000)
m. Community Science Institute ($10,550)
n. Town of Caroline – Brooktondale Gauge Station ($2,650)
o. Youth Services – as budgeted
p. Dryden Intergenerational Chorus and Band per grant notice
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #21 (2018) – TOWN BOARD MEETING SCHEDULE
Supv Leifer offered the following resolution and 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 Ha ll, 93 East Main Street, Dryden, except
that the December meetings shall be held December 6 and December 13, 2018.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
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RESOLUTION #22 (2018) - VOUCHER/INVOICE SUBMISSION DEADLINES
Supv Leifer 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 ten days prior to the regularly scheduled board meeting each month
as follows:
Voucher/Invoice Submission
Deadline Dates (by Noon) For Abstract Date:
Friday, January 5, 2018 Thursday, January 11, 2018
January 29, 2018 Thursday, February 8, 2018
February 26, 2018 Thursday, March 8, 2018
April 2, 2018 Thursday, April 12, 2018
April 30, 2018 Thursday, May 10, 2018
June 4, 2018 Thursday, June 14, 2018
July 2, 2018 Thursday, July 12, 2018
July 30, 2018 Thursday, August 9, 2018
September 3, 2018 Thursday, September 13, 2018
October 1, 2018 Thursday, October11, 2018
October 29, 2018 Thursday, November 8, 2018
November 26, 2018 Thursday, December 6, 2018
If any submission date above shall fall on a holiday the deadline will be the following day.
Dates for submission of vouchers for abstract 13 to be determined; check with the bookkeeper
toward the end of the year.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #23 (2018) - INVESTMENT POLICIES/GUIDELINES FOR TOWN OF DRYDEN
Supv Leifer 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:
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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 cust odial 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.
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 of 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
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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 Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
RESOLUTION #24 (2018) – ADOPT PROCUREMENT AND PURCHASING POLICIES
Supv Leifer offered the following resolution and asked for its adoption:
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 bid ding
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 int o 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
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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
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
the 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
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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.
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; servi ces 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 serv ices 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
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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 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 Supervisor or other person appointed by the Town Board (currently Marty Conger)
Town Bookkeeper
Town Justice
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
With the exception of the Highway Department and the Town Clerk/Receiver of Taxes, 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.
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If funds are available, the Bookkeeper / Bookkeeper’s Assistant will notify the
department that they can proceed with their order.
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.
Approval of the Supervisor or Bookkeeper is required for any purchase in excess of
$500, with the exception of the Highway Department, where the limit shall be $10,000,
and with the exception of the Town Clerk/Receiver of Taxes, where the limit shall be
$2500. Prior approval will not be required for standard monthly purchases for
parts/supplies, and vehicle/equipment repairs unless specifically requested by vendor.
Prior approval of either the bookkeeper or the Supervisor is required 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) and employee training/conference
attendance that involves overnight lodging.
With the exception of the Highway Department and the Town Clerk/Receiver of Taxes,
once a department has spent 90% of any non-personnel, annual contract, or utility
related budget line (i.e. discretionary spending), the department head must seek Town
Board approval prior to utilizing funds from that budget line.
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 ten days prior
to the abstract & agenda meeting. 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 Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
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Supervisor appointments and committee assignments were discussed and made as
follows:
Deputy Supervisor ------------------------------------------------- Cl Daniel Lamb
Finance & Grants Committee ----------------------------------- Cl Servoss, Cl Green
Assessment Review Committee---------------------------------- Cl Lamb, Supv Leifer
Emergency Services Committee--------------------------------- Supv Leifer, Cl Lamb
Human Resources Committee----------------------------------- Cl Servoss, Cl Green
Infrastructure Committee (inc Highway/DPW liaison)------ Supv Leifer
Representative to Planning Board------------------------------ Cl Lamb, Supv Leifer
Representative to Zoning Board of Appeals ------------------- Supv Leifer
Representative to Conservation Board------------------------- Cl Lamb, Cl Servoss
Representative to Ag Advisory Committee--------------------- Supv Leifer, Cl Lavine
Representative to Recreation & Youth Commission---------- Cl Servoss, Cl Green
Liaison to Village of Freeville------------------------------------- Cl Lamb
Liaison to Village of Dryden------------------------------------- Supv Leifer
Representative to Rail Trail Task Force----------------------- Cl Lamb, Cl Green
Representative to Tompkins County Legislature------------- Cl Servoss, Supv Leifer
RESOLUTION #25 (2018) – AUTHORIZE SJC CONTRACTS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby authorizes the Town Supervisor to sign on
behalf of the Town any project contracts approved by the Special Joint Committee of the Ithaca
Area Wastewater Treatment Plan in connection with construction contr acts such as the
digester improvements and studies.
2nd Cl
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Supv Leifer closed the public hearing on the sewer rent laws at 7:55 p.m.
RESOLUTION #26 – ADOPT LOCAL LAWS AMENDMENT SEWER RENT LAWS
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby adopts the following local laws and directs
the Town Clerk to file the same with the Secretary of State.
Amending Local Law #1 of 2013 Sewer use rate SS1
Be it enacted by the Town Board of the Town of Dryden as follows:
1. Subsection (b) of Section 6 (Calculation of Sewer Rent) of Local Law No. 1 of the year 2013
(Town of Dryden Sewer District No. 1 Sewer Rent Law) is hereby amended to read as follows:
“(b) Based upon the water usage, the calculation of the sewer rent shall be made by multiplying
the number of gallons consumed in the billing period by $.5151 per 100 gallons. The product
shall be the sewer rent for the billing period.”
2. Subsection (c) of Section 6 (Calculation of Sewer Rent) of such local law is hereby amended
to read as follows:
“(c) In the event that the product computed according to sub-section (b) above is less than
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$51.51 then the bill shall be rounded up to $51.51 which shall be a minimum bill for each
billing period.
In the event the premises are not connected to a water meter, then a minimum bill as set forth
herein shall be imposed for each billing period, until such time as a water meter is installed. All
premises served by a sewer system shall have a water meter installed within nine (9) months of
connection of the premises to the sewer system.”
3. This local law shall take effect for all sewer use beginning January 1, 2018 and after filing
with the Secretary of State.
Amending Local Law #2 of 1989 -Sewer use rate SS2
Be it enacted by the Town Board of the Town of Dryden as follows:
1. Subsection (b) of Section 6 (Calculation of Sewer Rent) of Local Law No. 2 of the year 1989
(Sewer Rent Law for Dryden Sewer District #2) is hereby amended to read as follows:
“(b) Based upon the water usage, the calculation of the sewer rent shall be made by multiplying
the number of gallons consumed in the billing period by $.2339 per 100 gallons. The product
shall be the sewer rent for the billing period.”
2. Subsection (c) of Section 6 (Calculation of Sewer Rent) of such local law is hereby amended
to read as follows:
“(c) In the event that the product computed according to sub-section (b) above is less than
$23.39 then the bill shall be rounded up to $23.39 which shall be a minimum bill for each
billing period. In the event the premises are not connected to a water meter, then a minimum
bill as set forth herein shall be imposed for each billing period, until such time as a water
meter is installed. All premises served by a sewer system shall have a water meter installed
within nine (9) months of connection of the premises to the sewer system.”
3. This local law shall take effect for all sewer use beginning January 1,
2018 and after filing with the Secretary of State.
Amending Local Law #2 of 1994 - Sewer use rate SS4, SS5, SS7
Be it enacted by the Town Board of the Town of Dryden as follows:
1. Subsection (b) of Section 6 (Calculation of Sewer Rent) of Local Law No. 2 of the year 1994
(Dryden Sewer Districts Sewer Rent Law) is hereby amended to read as follows:
“(b) Based upon the water usage, the calculation of the sewer rent shall be made by multiplying
the number of gallons consumed in the billing period by $.2339 per 100 gallons. The produc t
shall be the sewer rent for the billing period.”
2. Subsection (c) of Section 6 (Calculation of Sewer Rent) of such local law is hereby amended
to read as follows:
“(c) In the event that the product computed according to sub-section (b) above is less than
$23.39 then the bill shall be rounded up to $23.39 which shall be a minimum bill for each
billing period.
In the event the premises are not connected to a water meter, then a minimum bill as set forth
herein shall be imposed for each billing period, until such time as a water meter is installed. All
premises served by a sewer system shall have a water meter installed within nine (9) months of
connection of the premises to the sewer system.”
3. This local law shall take effect for all sewer use beginning Januar y 1, 2018 and after filing
with the Secretary of State.
Amending Local Law #2 of 2013 - Sewer use rate SS6
Be it enacted by the Town Board of the Town of Dryden as follows:
1. Subsection (b) of Section 6 (Calculation of Sewer Rent) of Local Law No. 2 of the year 2013
(Peregrine Hollow Sewer District Sewer Rent Law) is hereby amended to read as follows:
TB 1-4-18
Page 19 of 20
“(b) Based upon the water usage, the calculation of the sewer rent shall be made by multiplying
the number of gallons consumed in the billing period by $.3245 per 100 gallons. The product
shall be the sewer rent for the billing period.”
2. Subsection (c) of Section 6 (Calculation of Sewer Rent) of such local law is hereby amended
to read as follows:
“(c) In the event that the product computed according to sub-section (b) above is less than
$32.45 then the bill shall be rounded up to $32.45 which shall be a minimum bill for each
billing period. In the event the premises are not connected to a water meter, then a minimum
bill as set forth herein shall be imposed for each billing period, until such time as a water
meter is installed. All premises served by a sewer system shall have a water meter installed
within nine (9) months of connection of the premises to the sewer system.”
3. This local law shall take effect for all sewer use beginning January 1, 2018 and after filing
with the Secretary of State.
2nd Cl Lamb
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Board members agreed to pursue moving our IT/network needs to the cloud.
RESOLUTION #27 (2018) – APPOINT CHAIR FOR RAIL TRAIL TASK FORCE
Supv Leifer offered the following resolution and asked for its adoption:
RESOLVED, that this Town Board hereby appoints Robert Beck to serve as Chair of the
Rail Trail Task Force.
2nd Cl Servoss
Roll Call Vote Cl Servoss Yes
Cl Lamb Yes
Supv Leifer Yes
Stacy Murphy has asked to set up a meeting to discuss potential grant applications. Cl
Servoss noted there is a BridgeNY 2018 funding opportunity.
There is a meeting of the TCIDA on Monday. A new PILOT for Sun8 is being considered
at $6,000/MW for 30 years with a 2% escalator. Cl Lamb said he can live with the numbers
but would like to obtain a 50/50 split with the County.
Cl Lamb noted that the town lowered its tax rate this year an d if we keep our taxes
lower we lower the revenue from the solar. The town could pursue a sales tax offset with the
County like the towns of Newfield and Enfield do it. If the town let the County keep all the
sales tax, it could increase its revenue from state forest lands. The end result would be that
the town tax rate would increase and the County tax rate would decrease proportionately. It
would not result in an increase to the taxpayers. Cl Lamb said the town could be getting
$15,000 more from our state forests if we were taxing at a higher rate. He will investigate this
further. Getting extra revenue from the state forests will offset the loss on the IDA and result
in more revenue.
Cl Servoss said the bridge design consultants wanted to have th e board figure out what
it wanted to do and make a definitive stand if it is brought up at the public information
meeting about moving the existing bridge over for a pedestrian/bicycle bridge and constructing
TB 1-4-18
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a new bridge. She said the funding ($200,000-$300,000) for that would not be able to come
from the grant. There would also be additional expense for annual maintenance. The benefit
would be that the existing historical bridge would be retained, but it is in very poor shape.
Supv Leifer said that could only happen if a funding source was identified.
There will be a meeting with the new county Commissioner of Planning at town hall on
January 22 at 2:00 p.m.
Ray Burger reported they are wrapping up the SEQR analysis on the Delaware River
project and then the hearing will be scheduled, probably in February.
There being no further business, on motion made, seconded and unanimously carried,
the meeting was adjourned at 8:30 p.m.
Respectfully submitted,
Bambi L. Avery
Town Clerk