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HomeMy WebLinkAbout2012-10-15 Danby Town Board Minutes of Regular Meeting October 15, 2012 Present: Supervisor: Ric Dietrich Councilpersons: Leslie Connors,Kathy Halton,Dan Klein,Dylan Race Others Present: Town Clerk Pamela Goddard Bookkeeper Laura Shawley Code Officer Sue Beeners Public Ronda Roaring,Ted Crane, and one other resident The Regular Meeting was preceded by a budget workshop. The TB continued its discussion of the Preliminary 2013 Town budget. Several new initiatives are to be funded through the 2013 budget, including funding for water monitoring(through the Commu- nity Science Institute and the Stormwater Coalition)and a budget line for Information Technology support. The budget will remain under the 2%tax cap increase. There was a general discussion about the purpose and vision for the General and Highway Fund Balance accounts. It is anticipated that additions will be made to both accounts at the end of 2012. Due to the Fund Balance,the Highway Department will be able to get a new snow plow without a loan. There was also a general discussion about options for pro-rated health insurance for some em- ployees (those who have dual coverage through a spouses'employment)as a way to reduce costs. The Meeting of the Danby Town Board was opened at 6:58pm. Privilege of the Floor Ronda Roaring request to lower the speed limit to 45 mph on South Danby Road to the Tioga County line. The southern section of the road is currently not posted, and so is assumed to be 55 mph. This is a County road, and so a request would need to be submitted to the County Highway Superin- tendent. Dietrich reported that residents at the northeastern end of the road, from Travor Road to Route 96B,have requested that the speed limit be reduced from 45 to 40 mph. TCAT and school bus stops,the trailer park, and other density concerns make this a high traffic area for pedestrians as well as vehicular traffic. He suggested that both of these requests be sent at the same time to the appropri- ate office. Klein suggestion that there be more information about this issue before action is taken.He would like to know more justification for lowering the speed limit and have more evidence that this action is supported by residents along the road. Dietrich reported that he has heard from residents on South Danby Road near Route 96B that they are for lowering the speed limit as a safety measure. Members of the Board suggested circulating a petition and putting an article in the Danby Area News. Clerk will write an information piece on this issue for the Danby Area News, asking residents to voice their views on this matter. Town Board_Minutes_20121015•Monday,October 22,2012 Page 1 of 4 Warrants The Board passed a portion of the General Fund Warrant on Oct. 8,without a total amount, so that vouchers could be paid. The Board reviewed the remaining portion of this warrant,representing pre-paid bills and passed with a total amount. GENERAL FUND #421-434 for a total of$64,337.63 Moved by Race, Second by Connors. The motion passed. In Favor: Connors, Halton, Klein, Race, Dietrich Computer Upgrades/Information Technology Support Sue McLellan presented information regarding a potential support system for computer support in the Town Clerk, Code Enforcement,and Highway Department offices. Several computers need to be replaced,particularly in the Town Clerk's office, and software upgrades are needed on other comput- ers. In addition,NYS Information Technology audits require municipalities to have servers on which data can be stored and backed up. This provides a more effective and secure computer system.An updated computer system will make Town operations less vulnerable to problems due to power out- ages and old hardware and software.A more up-to-date system will also enable off-site access to re- cords, in the case of emergency and if an employee wishes to work from home. The system will also provide automatic dual backup. As the estimated cost of a support system requires that three quotes be provided from three ven- dors. Quotes from SCT Computing,The Computer Center, and Black Box Computing were circulated among the Board members. Two quotes come in the range of$10,000-14,000. The SCT quote was in the range of$5,500.A recommendation was made to award bid to SCT Computing. SCT is a smaller company which has worked with several municipalities, and is highly recommended by the Town of Newfield. This vendor is familiar with the needs of municipal software and the requirements for small municipal offices. There was an extensive discussion about the proposed system and the difference between the quotes.Race was concerned about the quality of the hardware and maintenance provided by SCT for such a lower cost. The quotes from Black Box and The Computing Center are for larger systems with higher costs for maintenance and support. Members of the Board asked questions about what the Town's true needs are for a computer server. Is it necessary to go with one of the larger companies, although the cost is higher? There is a time concern for setting up this system, due to an imminent upgrade in the Windows system. Most of the Town office computers are running Windows XP.Windows 8 is due to be re- leased in November.Williamson Law municipal software will not run on Windows 8, and so the computers must be set up with Windows 7. RESOLUTION NO.97 OF 2012-TO AWARD COMPUTER SYSTEMS CONTRACT Whereas, The Town of Danby Office computers, including those in the Town Clerk's Office, Code Enforcement Office, and Highway Department, are in need of upgrades and replacement, and Whereas, Municipal Computer Systems and Information Technology upgrades are encouraged through periodic New York State"IT Audits", and Whereas, Computer Systems required for operating crucial Town software are required to upgrade to Windows 7 and older systems will no longer supported, and Whereas, The Danby Town Clerk's Office has gathered three quotes for computer systems support; including the establishment of a server, software upgrades, and the replacement of two office computers in the Town Clerk's office Now Therefore It Is Resolved,that the Town Board of the Town of Danby approves the Town Departments'decision to accept SCT Computers bid to set up a computer server system, upgrade software, and replace two computers in the Town Town Board_Minutes_20121015•Monday,October 22,2012 Page 2 of 4 Clerk's Office.The amount, no more than$5,500.00,to be paid two sevenths out of the Highway Department Fund Balance and five sevenths out of the General Fund Balance. Moved by Klein, Second by Halton. The motion was withdrawn. There was a continued discussion about the different quotes.Race expressed concern that this decision was being rushed and suggested that the Town purchase copies of Windows 7 to be installed on computers as needed. There were requests for additional research and information. There was a discussion as to whether sufficient information was already in hand and whether additional research was really needed. Members of the Board did not see the reason to rush the decision. The Clerk's office will undertake the requested research and provide this to the Board. The TB may reconvene for a special meeting, if needed,to vote on this issue. Otherwise, consideration of this request will continue at the November 12 TB meeting. Set Public Hearing-Town Budget The TB finalized its discussion of the 2013 Preliminary Budget.There were no further questions, and no further discussion needed. RESOLUTION NO.97 OF 2012-SET PUBLIC HEARING-2013 DANBY TOWN BUDGET Resolved,that the Town Board of the Town of Danby sets a Public Hearing for consideration of the Town of Danby 2013 Town Budget,to be held at 6:45pm on November 12,2012. Moved by Klein, Second by Connors. The motion passed. In Favor: Connors, Halton, Klein, Race, Dietrich Aquifer Study Report Beeners reported on findings from Todd Miller,USGS. Implications for a proposed Aquifer Pro- tection Ordinance.A series of maps were circulated and discussed. Everything in the northern part of Danby contributes to an important aquifer. Three quarters of Danby drains into an important aquifer. Beeners is reviewing the draft Aquifer Protection Ordinance in relation to these new aquifer maps. Her findings will be sent to those who previously worked on the draft ordinance a year ago. Some substantive things need to be reviewed. Beeners hopes that an updated draft Aquifer Protection Ordinance will be prepared before the end of the year. Beeners requested that some of the Compre- hensive Plan funds be used to contract with a GIS specialist to develop a set of maps that relate the aquifer study findings to other Planning maps. There was specific interest, from members of the Board, in having the aquifer information available as an overlay to merge with google maps, so that residents can see how this relates to their property. There was a discussion between Beeners and Halton regarding the purpose, intent, and focus of an Aquifer Protection Ordinance as compared to the Town's zoning ban on high impact industrial ac- tivity. The Aquifer Protection Ordinance is needed to protect water resources,particularly should the zoning ban on industrial activity be overturned. In addition,this ordinance would be based on solid scientific studies. Broadband Update Dietrich and Crane reported on citizen participation in a public meeting about Broadband infra- structure build-out.Approximately 30-50 people attended and numerous others expressed interest but could not attend.A burning issue for residents is, "Am I covered in the buildout grant proposal sub- mitted by Clarity Connect."There were also questions of, "what if/what are next steps?"should the grant proposal not be funded? Several residents expressed willingness to put up some of their own money, should that be necessary.A sub-group of those who attended the October 10 meeting might be willing to workout a"Plan B" should the grant not be awarded. Town Board_Minutes_20121015•Monday,October 22,2012 Page 3 of 4 Veteran's Exemption - Follow-up Discussion The Board continued its discussion regarding research into the Veterans'tax exemption. Dietrich expressed a strong interest in hearing feedback from Vets who live in Danby. It was decided that there is need to bring Jay Franklin in for Q&A.Klein noted that every taxpayer will be effected by this ex- emption. Information, and a request for feedback,will be put into Danby Area News. There was further discussion about the timeline for putting together a local law to enable a Vet- eran's tax exemption. Board members expressed an interest in having an exemption law which would be similar to that of other Tompkins County municipalities.A possible Informational Meeting be- tween Town Board,representatives of Veterans'organizations, and the general public,to be held sometime before the end of 2012,was briefly discussed. Code Report and Update on Building Maintenance. The September Code Enforcement Report was distributed. Beeners presented information about on-going building maintenance. Trim painting is being done by Blue Spruce painters. Improvements to the public restrooms,the meeting hall floor, and the ar- chives vault require additional research. These projects would be better done during the summer of 2013. Dietrich requested that Carl Seamon be contacted regarding Highway Department staff re- gradeing the area at the front of the Town Hall building. Adjournment The Meeting was adjourned at 8:24pm. Pamela S. Goddard,Town Clerk Town Board_Minutes_20121015•Monday,October 22,2012 Page 4 of 4