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HomeMy WebLinkAbout2007-02-26 - TB TOWN OF ULYSSES SPECIAL TOWN BOARD MEETING FEBRUARY 26 , 2007 Present : Supervisor Douglas Austic ; Town Council Roxanne Marino , Don Ellis, and Lucia Tyler; Rod Ferrentino absent ; Town Clerk Marsha L. Georgia; Deputy Supervisor Richard Coogan . Reserve Fund Resolutions 1 Resolution to Establish a Snow and Ice Reserve Mr. Austic moved, seconded by Ms . Marino the following resolution ; Whereas the Town of Ulysses desires to protect its taxpayers from the unexpected cost of the additional snow and ice removal for an unusual winter storm and the additional tax burden associated with such a clean up, and Whereas General Municipal Law (GML) section 6-f allows and encourages municipal corporations to create such a reserve for taxpayer protection, and Whereas General Municipal Law creates specific guidelines for the funding and use of such reserve in the event of such a storm, and Whereas the Town of Ulysses has budgeted money for a reserve to cover the cost of such unexpected costs in the 2007 budget, Now Therefore Be It Resolved that The Town of Ulysses Town Board create a Snow and Ice Removal Reserve within the Town-wide Highway (DA) Fund as provided for in GML section 6-funding it with the budgetary amount of $ 10000 . 00 (line DA9950 . 93 ) for the year 2007 and if needed add to the reserve in subsequent years to a level of comfort in having sufficient funds to cover expenses of such a winter storm or to replace fiends used as prescribed in GML section 6-d (2) . Mr. Austic aye Ms . Tyler aye Mr. Ellis aye Ms . Marino aye Adopted . Resolution to Establish an Em 1 to ee Benefit Accrued Liabilit A Reserve Fund Mr. Austic moved, seconded by Ms . Tyler the following : Whereas the increasing cost of accrued employee benefits and their potential burden upon an annual budget as employees retire or are separated from town employment may create a burden on the taxpayer of Ulysses, and Whereas the Town of Ulysses required to pay accrued benefits amounting to tens of thousands of dollars upon such terminations of service as dictated by the Town's Personnel Policy, and II Whereas General Municipal Law section 6 -p allows municipal corporations to create and fund such a reserve . Now Therefore Be it Resolved that the Town of Ulysses Town Board establishes all Employee Benefit Accrued Liability Reserve Fund as allowed under GML section 6 -p for all Town Employees in General A Fund and DA Fund and, Special Town ■Board Meeting 2 02/26/2007 Further Be It Resolved that the contribution to the establishment of this reserve be $ 6000 (line A9903 . 9) as established in the 2007 budget and gradually increased by appropriations in future years budgets to an amount equal to at least one half of the outstanding accrued employee benefit liability as established through the personnel records and Supervisor's accounting. Mr. Austic aye Ms . Tyler aye Mr. Ellis aye 1.Ms . Marino aye i Adopted. Resolution to Establish an Employee Benefit Accrued Liability B Reserve Fund Mr. Austic moved, seconded by Ms . Tyler the following : Whereas the increasing cost of accrued employee benefits and their potential burden upon an annual budget as employees retire or are separated from town employment may create a burden on the taxpayer of Ulysses, and Whereas the Town of Ulysses required to pay accrued benefits amounting to tens of thousands of dollars upon such terminations of service as dictated by the Town's Personnel Policy, and Whereas General Municipal Law section 6-p allows municipal corporations to create and fund such a reserve. Now Therefore Be it Resolved that the Town of Ulysses Town Board establishes all Employee Benefit Accrued Liability Reserve Fund as allowed under GML section 6-p to cover all Town Employees in B Fund and DB Fund and, Further Be It Resolved that the contribution to the establishment of this reserve be $6000 (from unreserved B Fund balance) as established in the 2007 budget and gradually increased by appropriations in future years budgets to an amount equal to at least one half of the outstanding accrued employee benefit liability as established through the personnel records and Supervisor's accounting. Mr. Austic aye Ms . Tyler aye Mr. Ellis nay Ms . Marino aye Adopted. Energy Reserve Mr. Austic informed the Board that an Energy Reserve fund is not allowed by the State Comptroller. The Town Board had allocated money in the 2007 budget in the A fund to be put in an energy reserve . Ms . Marino moved, seconded by Ms . Tyler the following: BE IT RESOLVED that the Town Board of the Town of Ulysses transfer $ 10,000 to A1990 . 4 Contingency from the Energy Reserve A9901 . 91 . Mr. Austic aye Ms . Tyler aye Mr. Ellis aye Ms . Marino aye Special Town Board Meeting 3 02/26/2007 Adopted. Payroll and Personnel Record Policy Mr. Austic moved, seconded by Ms . Marino the following : WHEREAS, payroll and personnel records may contain items which are exempt from disclosure under the Freedom of Information Law (Public Officers Law Article 6) because the information, if disclosed, would constitute an unwarranted invasion of personal privacy; and WHEREAS , payroll and personnel records of the Town of Ulysses are maintained under strict control of the Town Supervisor ' s office to maintain the privacy of the Town ' s employees ; and WHEREAS , by nature of their office, Town Board members have the right to view all records of the town at any time upon request to ensure that records are kept as required by applicable laws, policies and regulations ; and WHEREAS , the Town Board wishes to establish a policy regarding duplication of payroll and personnel records which will protect town employees from an unwarranted invasion of personal privacy; NOW, THEREFORE BE IT RESOLVED that 1 . Originals of payroll and personnel records of Town employees will be maintained in the Town Hall at all times . 2 . Upon request, Town Board members may receive copies of such records, provided that such records are redacted to remove any information which would result in an unwarranted invasion of personal privacy, as defined in § 89(2)(b) of the Public Officers Law, or any subsequent amendment thereof, and further provided that the redacted records will contain all information necessary for Town Board members to review the total payroll expenses and exercise their responsibility to oversee the Town budget . A lengthy discussion followed, including consideration of the opinion written for the Board on this matter by Ms . Geldenhuys , the Attorney for the Town . Mr. Austic aye Ms . Tyler aye Mr. Ellis nay Ms . Marino aye Adopted. The Board discussed the building behind the Town Hall . Mr. Austic stated that he had made an offer on the Building of $ 10, 000 . Ms . Marino requested that Mr. Austic keep the Board apprised of the information on the status of this offer and any follow up negotiations regarding this building. Mr. Ellis asked if the Board was with him about requesting that Mr. Coogan gather information on zoning and financial information in relationship to public information on Water District #5 . Mr. Ellis felt that at the last meeting not all Board members were on Board with Mr. Coogan gathering this information. Ms . Marino said she certainly does not have anything against gathering information for the public but she needs to know if the Town has a plan as to what they are doing with the water district . Ms . Marino asked if the Town is moving forward with it and in which Special Town Board Meeting 4 02/26/2007 case great then get all this information . But the Town Board has already voted not to do the Map , Plan' and Report and now we are in some kind of strange limbo and she thinks that the Board needs to discuss what the plan is . Mr. Austic suggested finishing what they have on tonight ' s agenda. Formalizing ]Paper Information Mr. Austic is not sure what this is . He will let Ms . Marino explain because it is something she has been talking with Mr. Coogan about. Ms . Marino feels that in the past there have been several problems with the flow of information and thinks that she and Mr. Coogan may have come up with a solution if everyone is in agreement and it would solve not getting quite so much paper, and organizing information as it comes in to the Town. Ms . Marino said there should be a physical file drawer where current large project information could be put where the Board could come in and look at it and if they wanted a copy they could make it and take it with them . When information comes in the Board can be emailed that it is here. Some information would not go into files but Mr. Coogan could have folders for it such a water testing reports . Possibly try and get more information electronically. Another thought Ms . Marino had was to have a calendar that is updated and possibly have it on the web page . The Board thought that this idea of the file could work and thought they should give it a try. Ms . Marino said that another thing that she had discussed with Mr. Coogan is to have a gathering of the Boards to meet all the different people like a social event like maybe a picnic when it gets warm . Mr. Austic will look into getting a locking file cabinet and the Board can work with Mr. Coogan on how they would like the information organized . Ms . Marino said she would like everyone to think about creating a newsletter for the public to be mailed like twice a year. Ms . Marino said she could work on this . Mr. Ellis would like to work up information on a financial model for Water District #5 and get it all organized . Lay out how the revenue flows, have it on paper how selling water to the Village could work, put the numbers down on paper. Ms . Marino would like to ask the attorney what happens if you form a water district based on so many users and later that number changes and the EDU ' s are reduced who takes on the 'debt service? Ms . Marino would like to get a clear answer to this and if the Board does riot object she will ask the attorney. Ms . Tyler asked Mr. Austic if Chief Fulton had stopped in and talk to him about the risk management with the Fire Department and the additional cost . Mr. Austic said he had not come in to talk . Mr. Ellis said that now that he sees more interest from the Board about the numbers for j Water District # 5 he will come in and sit down with Mr. Coogan and get something started on that and report back to the Board . I Ms . Marino said she will email any questions that she would like to see answered . Storm Water Law Ms . Marino would like some additional time to have more questions answered . Special Town Board Meeting 5 02/26/2007 Mr. Austic said he would like to take a vote on the Storm Water Law at the Regular Town Board meeting to be held on March 13th, 2007 . Set Dates for Zoning Law Review The Board set two dates for the review of the Zoning Law as follows : • March 20th at 7pm • March 26th at 7pm Hearing no further business Ms . Tyler moved, seconded by Mr. Austic to adjourn the meeting. Meeting adjourned at 8 : 55 pm . Respectfully submitted, Marsha L. Georgia Ulysses Town Clerk MLG : mlg TOWN OF ULYSSES PUBLIC INFORMATIONAL MEETING HOUSING REHABILITATION PROGRAM FEBRUARY 26 , 2007 Present : Supervisor Douglas Austic ; Town Council Roxanne Marino , and Lucia Tyler; Don Ellis, Rod Ferrentino absent; Town Clerk Marsha L . Georgia; Deputy Supervisor Richard Coogan. Others Present : John Spence, Executive Director Better Housing, Residents of Ulysses ; Lesia VanHouten, Curtis Banta, Margaret Trudeau, Susan Terry, and Robert Brown . Supervisor Austic introduced Mr. Spence from Better Housing and turned the informational meeting over to him . Mr. Spence gave the following presentation. The Community Development Block Grant (CDBG) Program is a federal program that provides funding for housing and community development . In 1974, Congress passed the Housing and Community Development Act, Title 1 which authorized the development of the CDBG Program . The program, administered by the U . S . Department of Housing and Urban Development, consists of two components an entitlement program that provides funding directly to urban areas and a Small Cities Program which funds rural communities . In New York State, the Governor' s Office for Small Cities (GOSC) administers the Small Cities component of the CDBG Program . Funds Available Approximately $40 million of GDBG funds are available for Program Year 2007 . The State intends to make grants to eligible applicants . • 60% of the funds will be awarded through the annual round competition involving the funding categories of Housing, Public Facilities and Micro Enterprise . • 35 % of the funds will be disbursed throughout year on a non-competitive open round basis for Economic Development. Maximum Grant Amounts for Housing and Public Facilities : • Towns, Cities or Villages : $400 ,000 • Joint Applications : $ 600 ,000 for public facilities or $400 ,000 for housing • Counties : $600 ,000 • Micro Enterprise grants : $400 ,000 • Comprehensive grants : $ 650 , 000 Program Objectives and Eligible Activities The Primary Objective of the CDBG program is the development of " viable communities by providing decent housing and a suitable living environment and expanding economic opportunities , principally for persons of low-and moderate-income (LMI) " . CDBG fund uses also must comply .with national objectives; benefiting low to moderate income persons, or preventing or eliminating slums or conditions that cause blight in a community. Consistent with these objectives, communities may apply for "Single Purpose" projects in one of the following areas : Housing Rehabilitation Public Facilities Micro enterprise Economic Development Private water/wastewater assistance Direct Homeownership New Construction of housing Public Informational Meeting 2 Better Housing Grant 02/26/2007 Single Purpose Programs : A single-purpose grant may provide funds for one of the above purposes, consisting of an activity or set of activities and designed to meet a specific community development need . Comprehensive Program : A Comprehensive program must involve two or more related activities which address a substantial community development need within a defined area or areas to be carried out in a coordinated manner. Activities must be very clearly linked, and have a beneficial impact within a reasonable period of time . Application Requirements For Program Year 2007, New York State's CDBG Small Cities Program is divided into two separate components : the Annual Competitive Round and the Open Round for Economic Development grants . Applicants applying for a grant in the Annual Competitive Round must address and resolve a specific community development need within one of the following three areas : (a) Housing, (b) Public Facilities, or (c) Micro Enterprises . Applicants should only apply for funding for those activities that can be completed within the grant agreement term of 24 months . Applications are due no later than April 9 . 2007 . Awards will be announced in early fall of 2007 . Assistance with Proposals : The GOSC staff is available to provide technical assistance to groups representing low- to-moderate income persons that request help in developing proposals . Mr. Spence opened the meeting up for questions . A couple of the residents had not received the survey previously mailed to the Ulysses residents . Applications were provided and Mr. Spence urged the residents in the audience to inform their neighbors to call the Town Clerk if they had not received them. The deadline for applying will be extended until March 15th, 2007 . Mr. Spence said that Better Housing has received around 100 applicants and they are starting to make appointments to inspect the properties . Mr. Spence said that about 15 people that have the most compelling need will be used in the grant application, but everyone who sent in an application will receive a letter from Better Housing. The time frame for a successful application is; • Spring of 2007 Application • Fall of 2007 notification • Winter of 2008 ovefsight committee formed • Spring of 2008 work begins The residents had other questions that Mr. Spence will find out the answers to and let the Town Clerk know. Ms . Georgia will get the answers to them . j The Town Board announced that there will be a second informational meeting in March. It was discussed that this meeting maybe more available for the public if done on a Saturday morning. The Board decided that March 17`h, 2007, Saturday at 10AM would be the next public informational meeting. The Board thanked Mr. Spence for coming. The informational meeting closed . Public Informational Meeting Better Housing Grant 02/26/2007 Respectfully submitted, Marsha L. Georgia Ulysses Town Clerk MLG : mlg •