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HomeMy WebLinkAbout2023-03-09TB 3-9-23 Page 1 of 8 TOWN OF DRYDEN TOWN BOARD MEETING March 9, 2023 Zoom Hybrid Present: Supervisor Jason Leifer, Cl Daniel Lamb, Cl Loren Sparling, Cl Leonardo Vargas-Mendez, Cl Christina Dravis Elected Officials: Bambi L. Avery, Town Clerk Other Town Staff: Amanda Anderson, Bookkeeper Cassie Byrnes, Secretary to the Supervisor Chris O’Connor, Fire Coordinator Supv Leifer opened the meeting at 6:03 p.m. Financials & Human Resources RESOLUTION #61 (2023) – APPROVE ABSTRACT #3 Supv Leifer offered the following resolution and asked for its adoption : RESOLVED, that this Town Board hereby approves Abstract #3, as audited, general voucher #147 through #261 ($1,428,365.58) and TA vouchers #67 through #71 ($5,845.03), totaling $1,434,210.61. 2nd Cl Lamb Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes PUBLIC HEARING – PUBLIC INTEREST ORDER ITHACA AREA WASTEWATER TREATMENT FACILITY CAPITAL IMPROVEMENT FOR BOILER REPLACEMENT – PHASE 3 Supv Leifer opened the public hearing at 6:06 p.m. and explained this public hearing is to consider adopting a public interest order for the boiler replacement improvements at the Ithaca Area Wastewater Treatment Plant. There were no comments and the public hearing was left open. Highway/DPW Department - Supv Leifer received an email from a resident asking that there be lights installed at the park and ride (rest area) on Route 13 going toward Cortland. The resident called the state and they said they have never had a request for a light there. The town could request that a light be installed. The state will probably pay for it; if not Supv Leifer will talk to R Young about it. TB 3-9-23 Page 2 of 8 Fire Coordinator - Chris O’Connor has provided his report (attached). Cl Dravis asked C O’Connor if he would add which department he visited and the purpose of his attendance on his mileage sheet for meetings. There is a resolution for consideration tonight in support of a grant application for adequate staffing for our fire and emergency services. Resolution #62 (2023) – In support of SAFER (Staffing for Adequate Fire and Emergency Response) Recruitment and Retention grant application by Neptune Hose Co #1, WB Strong Volunteer Fire Company, Etna Volunteer Fire Company, and Varna Volunteer Fire Company Supv Leifer offered the following resolution and asked for its adoption: Whereas the Town of Dryden relies upon four principal Volunteer Fire Companies to provide fire protection, rescue, and EMS services to protect the lives and property of residents and visitors within the Town of Dryden; and Whereas volunteer recruitment and retention has been an ongoing concern for Dryden’s volunteer fire and rescue services; and Whereas the Town Board of the Town of Dryden supports the efforts of our volunteer fire and rescue companies to recruit and retain more members; and Whereas the SAFER grant will provide funding to assist Dryden’s fire and rescue services to recruit and retain volunteers. Therefore, be it resolved that the Town Board of the Town of Dryden, upon the advice of the Town Fire Coordinator, supports the grant application for the SAFER grant that is being made jointly by Neptune Hose Co #1, WB Strong Volunteer Fire Company, Etna Volunteer Fire Company, and Varna Volunteer Fire Company. 2nd Cl Vargas Mendez Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes At budget time WB Strong Fire Department requested $288,900 and the town granted $194,900 until the fire coordinator could review the request. That has happened , and the Fire Coordinator has requested that the town release the balance of the funding. Resolution #63 (2023) - Release $94,000 to WB Strong Fire Department Supv Leifer offered the following resolution and asked for its adoption: Whereas the Freeville Fire Department requested the sum of $288,900 to be the sum of their fire protection contract monies with the Town of Dryden, and Whereas the Town at the time chose to award a contract in the amount of $194,900 until such time as the Town Fire Coordinator could review the Freeville Fire Department’s request, and as the Town Fire Coordinator is wholly satisfied that the $288,900 request is TB 3-9-23 Page 3 of 8 completely justified given the relatively small increases that the Freeville Fire Department has historically sought and awarded, and given that the Freeville Fire Department has an urgent need to both replace a fire engine and have enough money in their apparatus fund to pay for it, Therefore be it resolved that a check for the additional $94,000 b e given to the Freeville Fire Department as soon as possible, with the understanding that that entire sum be deposited and encumbered into their apparatus reserve fund. It is also agreed and understood by to by the Town and the Freeville Fire Department that the entire second check in the amount of $64,967 that is already part of the 2023 contract shall also be encumbered and deposited into the Department’s apparatus reserve fund. 2nd Cl Lamb Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Discussion/Action Items Code of Ethics Amendment – The town’s Code of Ethics has been updated to include current employee titles. Resolution #64 (2023) - Update Town Code of Ethics Supv Leifer offered the following resolution and asked for its adoption: Whereas, when reviewing the Code of Ethics policy, it was discovered that there were outdated titles for fire chief and assistant fire chief in the definitions section. RESOLVED, that this Town Board hereby approves the updated Code of Ethics policy and the revised policy will replace the prior policy that was passed on September 10, 2020. 2nd Cl Vargas-Mendez Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Update Credit Card Policy – The town’s credit card policy has been updated to reflect current usage. Resolution #65 (2023) Update Town Credit Card Policy Supv Leifer offered the following resolution and asked for its adoption: Whereas, when reviewing the Credit Card policy for the Town, there were changes necessary to reflect the current usage of Town credit cards. RESOLVED, that this Town Board hereby approves the updated Cre dit Card policy (attached) and the revised policy will replace the prior policy that was passed on August 12, 2009. TB 3-9-23 Page 4 of 8 2nd Cl Sparling Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Town Court Audit – Board members have performed the required audit on the Justice Court records. Resolution #66 (2023) - Acceptance of Internal Court Audit Supv Leifer offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby accepts the report of the Finance Committee for the internal audit completed on March 8, 2023, of the Town of Dryden Court. 2nd Cl Vargas-Mendez Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes Court Security Minimum Hours – Supv Leifer has contacted other town supervisors to see if they pay minimum hours for court security. A 2-hour minimum for court seems reasonable. There is no written documentation about why we pay a 2.5 hour minimum for our security officers. The board will discuss further when Supv Leifer hears back from other towns. Appoint DRYC Member – There are two applications for one vacancy on the board. Cl Sparling reported the chair has made a recommendation. Both applications are good and he would like to have both. The Chair of the DRYC recommends Jenelle Carr. Mark Fitzgerald is the other applicant. The justification for the Chair’s reasoning is that geographically speaking the town is well represented on the DRYC, except for the northeast corner of town where Jenelle is from. She is also the offsite nurse for summer programs which would provide a different perspective. Fitzgerald is a teacher in Dryden Central School district so he would be able to be an alternate with the Superintendent’s approval according to the law that established the DRYC. RESOLUTION #67 (2023) – APPOINT DRYC MEMBER – CARR Cl Sparling offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby appoints Jenelle Carr as a member of the Dryden Recreation and Youth Commission. 2nd Supv Leifer Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes TB 3-9-23 Page 5 of 8 There were no further comments on the public hearing and it was closed at 6:29 p.m. R Burger reported the board adopted this order in error last month so will need to rescind it and then re-adopt it tonight. RESOLUTION # 68 (2023) – RESCIND RESOLUTION #48 (2023) Supv Leifer offered the following resolution and asked for its adoption: RESOLVED, that this Town Board hereby rescinds Resolution #48 of 2023. 2nd Cl Lamb Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes RESOLUTION #69 (2023) – ADOPT PUBLIC INTEREST ORDER Supv Leifer offered the following resolution and asked for its adoption: RESOLVED, that the Dryden Town Board hereby adopts the following public interest order: In the Matter of the Proposed Boiler Replacement Project Pursuant to Town Law §202-b for the Wastewater Treatment Plant in the City of Ithaca serving the Town of Dryden known as the Boiler Replacement Capital Project – Phase 3 PUBLIC INTEREST ORDER WHEREAS, on January 11, 2023, the Special Joint Committee (SJC) resolved to recommend, pursuant to Town Law § 202-b, that the City of Ithaca, Town of Ithaca and Town of Dryden (Owners), that the Owners authorize and construct at their jointly owned and management wastewater treatment facility known as the Ithaca Wastewater Treatment Facility (IAWWTF), located in the City of Ithaca, a project known as Capital Project 423j Boiler Replacement – Phase 3, in an amount not to exceed $255,000.00 (Capital Project), such improvements to be constructed and owned by Owners, and WHEREAS, the SJC thereby recommended authorization of this project contingent upon action by Owners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $145,707 Town of Ithaca 40.88 $104,244 Town of Dryden 1.98 $5,049 ============= TOTAL: $255,000.00 TB 3-9-23 Page 6 of 8 ============= WHEREAS, MRB Consultants, a duly licensed engineering firm, has prepared a plan and report in such manner and detail as required by the Town Board of the Town of Dryden, Tompkins County, New York, about the Capital Project, which provides wastewater treat ment services for portions of the Town’s Consolidated Sewer Districts; and WHEREAS, said plan and report are on file in the office of the Town Clerk, where they are available for public inspection, and WHEREAS, the maximum proposed to be expended for the improvements is $255,000.00 of which Town of Dryden’s share is $5,049, with the proposed method of payment being that the Town will reimburse the City of Ithaca for the former’s share pursuant to a contract between the Town and the City of Ithaca. The Town will not issue or co-issue any bonds but pay its share of expenses from sewer rents and charges from the Consolidated Sewer District, and WHEREAS, the Town Board of the Town of Dryden adopted an Order on February 9, 2023 calling a public hearing upon said plan and report and the question of providing said Capital Project, and the question of executing any related agreement, and to hear all persons interested in the subject thereof, all in accordance with the provisions of Town Law §202 -b and applicable provisions of the General Municipal Law and Local Finance Law, and WHEREAS, the Town Clerk of the Town of Dryden, Tompkins, County, New York, caused a copy of the said order to be published once in the official newspaper of the Town, and also posted a copy thereof on the Town signboard maintained by the Clerk, not less than ten (10) nor more than twenty (20) days before the day designated for the hearing as aforesaid; WHEREAS, said public hearing was duly held on March 9, 2023 at the time and in the manner set forth in said Order and all persons interested in the subject thereof were heard concerning the same, and WHEREAS, the Capital Project has heretofore been determined to be a "Type II Action" pursuant to the regulations of the New York State Depar tment of Environmental Conservation promulgated pursuant to the State Environmental Quality Review Act, the implementation of which as proposed, the Town Board has determined, will not require any environmental review for the following reasons: the Capital Project includes the purchase of equipment; replacement in kind of facilities on the same site; maintenance or repair involving no substantial changes in an existing structure or facility; and construction of accessory/appurtenant non-residential structures or facilities involving less than 4,000 square feet of gross floor area and not involving a change in zoning or a use variance and consistent with local land use controls ; and WHEREAS, it is now desired to authorize the Capital Project to be known as IAWWTF Capital Project 423j Boiler Replacement – Phase 3, NOW, THEREFORE, BE IT RESOLVED, by the Town Board of the Town of Dryden, Tompkins County, New York, as follows: Section 1. It is hereby determined that it is in the public interest to make the Capital Project hereinafter described and such improvement is hereby authorized. Section 2. The maximum proposed cost to be expended for the Capital Project is $255,000.00 of which Town of Dryden’s share is $5,049, with the proposed method of payment being that the Town will reimburse the City of Ithaca for the former’s share pursuant to a contract between the Town and the City of Ithaca. The Town will not issue or co-issue any bonds but pay its share of expenses from sewer rents and charges from the Consolidated Sewer District. TB 3-9-23 Page 7 of 8 Section 3. That this Order is subject to a permissive referendum in the manner provided in Town Law Article 7 and Town Law Section 209-q. Section 4. That the permission of the State Comptroller is not required because the Town of Dryden does not propose to finance the cost of the Capital Project by the issuance of bonds, notes, certificates, or other evidences of indebtedness of the Town. Section 5. That pursuant to subdivision 6(d) of Section 209-q of the Town Law, the Town Clerk is hereby directed and ordered to cause a certified copy of this Order to be duly recorded in the Office of the Clerk of the County of Tompkins within ten days of the date this Order becomes effective pursuant to Town Law Section 91, which when so recorded, shall be presumptive evidence of the regularity of the proceedings and action taken by the Town Board in relation to the aforesaid Capital Project. Section 6. This order shall take effect immediately. 2nd Cl Lamb Roll Call Vote Cl Sparling Yes Cl Vargas-Mendez Yes Cl Dravis Yes Cl Lamb Yes Supv Leifer Yes On motion made, seconded, and carried, t he board moved into executive session at 6:33 p.m. to discuss the employment history of a particular individual. No action was taken, and the board moved back to regular session at 6:44 p.m. COUNTY UPDATE Mike Lane reported that TC3 enrollment is up 9% which means things are moving in the right direction. The county had a town hall meeting at the airport last week and it was attended by 30- 40 residents. Airport director Roxan Noble, deputy director Josh Nalley and consultant Matt Colbert talked about the efforts to increase flights out of the airport. American Air Lines has pulled out. There is a problem with a shortage of pilots. During the Covid pandemic, airlines offered retirement incentives, leaving a shortage. Regional pilots moved to larger airlines, leaving a shortage at the local level. The airport has started flights into JFK and Newark, and they would like to get back into Charlotte. They continue to talk with airlines and know that we have a global market here because of the Cornell students traveling to and from Asia and Europe. Travelers from Ithaca are money makers for the international flights for the big airlines. With respect to the recovery grants, Newfield’s Second Wind project was set aside to see whether it could get through the SEQR process. They had been awarded close to $500,000 and then Second Wind asked to amend its application from a project to build campsites to a project that would build cabins. The committee discussed it and on a divided vote said they would not allow the change in the application. That upset supporters of Second Wind. Someone might bring a resolution to the legislature to overturn that decision. The legislature can overturn a decision by the committee, but M Lane doesn’t know if that will happen. It is still up in the air whether Dryden can get some of that money for its broadband project. There being no further business, the meeting was adjourned 6:53 p.m. TB 3-9-23 Page 8 of 8 Respectfully submitted, Bambi L. Avery Town Clerk Fire Coordinator Report to the Town Board 09 MAR 2023 All four of the Town’s principal fire departments (Dryden, Etna, Freeville, Varna) have agreed to cooperate and submit to the Federal Emergency Management Agency an Application for a SAFER ( Staffing For Adequate Fire and Emergency Response) Recruitment and Retention grant. Each department has agreed to contribute equally ($750) towards the $3000 the TenKate Grant Services LLC will be charging to prepare the exhaustive application. The grant award total is still somewhat of a moving target, as of now I’m looking at a total of $395,710 to be distributed over four years. Nancy TenKate rates our chances of receiving at least some of that amount as very good, evidently the Feds love it when fire departments work together to submit what is termed a “regional grant”. The grant reviewers also like to hear that there will be a professional and impartial employee of the Town actually ensuring that the monies are being distributed correctly and that all of the regular reports on progress made vis a vis the stated goals of the grant application. The goal of the grant will be to recruit and train to the Firefighter II level 100 new firefighters Town-wide over the coming four years. Another goal will be to retain at least 85 % of both the current firefighters in the Town as well as the newly recruited firefighters. Currently all of the Town’s fire departments fall well short of meeting the nationally recognized NFPA 1720 standard, the Standard for the Organization and Deployment of Fire Suppression Operations… to the Public by Volunteer Fire Departments. That standard calls for the Town’s fire departments to have assembled 6 trained FFs at a fire anywhere in the Town within 14 minutes 80 % of the time. Currently these objectives are seldom met, especially during the day M-F. The monies awarded will have to go towards meeting the standard by recruiting and retaining active firefighters, the numbers of which have declined at about an annual rate of 10% a year for at least the last five years. The grant money will be earmarked for paying for an effective and comprehensive recruiting program, designed to appeal to young and middle aged permanent residents of the Town. The bulk of the monies sought would go to purchasing the necessary turnout gear for the newly recruited members, as well as covering the costs associated with their basic training and required NFPA 1582 physical exams. Another major component of the grant application will be to directly reimburse the Town’s firefighters for each time they respond to an emergency call, at the rate of $3 per call. That amount should come close to at least covering the cost of their gasoline to drive to their fire station and home again. National studies align with many conversations I have had with Town firefighters; getting the cost of their gas covered for responding to calls is by far the best tool available to not only recruit and retain our firefighters, but also to increase their participation in emergency responses. The grant application needs to be postmarked by 17 MAR, at this point we’re 90% ready to go. All of the four fire departments have been very cooperative in terms of digging out and providing to me all of the myriad of details the Feds require for the application. Whatever information they could not immediately provide I was able to find out through research, so we are on track to get everything in well under the wire. I continue to be very happy with the degree of cooperation exhibited by the Dryden, Etna, Freeville, and Varna fire departments not only in terms of working with me, but also (at long last), with each other. More and more they are conducting joint trainings, especially with Dryden Ambulance. I have spoken with all four of the departments regarding the possibility of joining together to contract with a single provider for their mandated FF physicals. Doing so would not only likely result is a cost savings, it would make the physicals consistent Town-wide, and likely make it much easier for new FFs and those FFs who missed their department’s one scheduled physical per year an opportunity to get a physical in a timely fashion. I’m planning on making this happen by the end of this year. Cassie has been a huge help in reminding all of the departments of the new reporting requirements to the Town so that their first 2023 checks can be released. So far as I know, the Brooktondale Fire District is still trying to gather all of the necessary information, but that issue should be resolved soon. My final note is that after speaking with the Supervisor this morning a way has been made clear for the Freeville Fire Department (W.B. Strong Fire Company of Freeville, Inc.) to receive the balance of the contract money ($94,000) that they had requested for 2023. I offer as a draft resolution: Whereas the Freeville Fire Department requested the sum of $288,900 to be the sum of their fire protection contract monies with the Town of Dryden, and whereas the Town at the time chose to award a contract in the amount of $194,900 until such time as the Town Fire Coordinator could review the Freeville Fire Department’s request, and as the Town Fire Coordinator is wholly satisfied that the $288,900 request is completely justified given the relatively small increases that the Freeville Fire Department has historically sought and awarded, and given that the Freeville Fire Department has an urgent need to both replace a fire engine and have enough money in their apparatus fund to pay for it, therefore be it resolved that a check for the additional $94,000 be given to the Freeville Fire Department as soon as possible, with the understanding that that entire sum be deposited and encumbered into their apparatus reserve fund. It is also agreed and understood by to by the Town and the Freeville Fire Department that the entire second check in the amount of $64,967 that is already part of the 2023 contract shall also be encumbered and deposited into the Department’s apparatus reserve fund. I would ask that the Board do whatever needs to be done to fix my rough draft of a resolution, and to get the $94,000 to the Freeville Fire Department in a timely fashion. With thanks, Chris O’Connor Town Fire Coordinator 1 TOWN OF DRYDEN CREDIT CARD POLICY INTRODUCTION The Town recognizes the efficiency and convenience afforded the day-to-day operation of the Town through the use of credit cards. However, credit cards shall not be used to circumvent the purchasing and procurement procedures currently in place. In order to facilitate best business practices, the following policy sets forth the procedures for making credit card purchases for the Town. POLICY A credit card purchase will not replace the normal purchasing procedures. It will be used in instances where it is not advantageous or cost effective to use the current voucher system (when a vendor will not accept a Purchase Order and we do not have an open account with that vendor). It may also be used for online purchases and registering for conferences, training, hotel reservation guarantees, and emergency purchases necessary to conduct Town business. Credit card privileges may be rescinded at any time at the discretion of the Town Supervisor or the Town Board if policies and/or procedures are not followed. The Bookkeeper and Town Board will audit credit card usage and the cardholders will be personally liable for any unauthorized use that occurs on their credit card. This policy provides the guidelines under which cardholders may utilize their credit card. All cardholders should read the policy carefully. A cardholder’s signature on the Town of Dryden’s Cardholder Agreement indicates that the cardholder understands the intent of this process and agrees to adhere to the guidelines set forth in the policy. A master list of credit cards and cardholders will be reviewed during the organizational meeting every year. A master list of the credit cards and cardholders will be kept with the Town Clerk and the Bookkeeper and updated as necessary. The Town has authorized three four credit cards from a credit card issuer/bank. and Three of the credit cards will each have individual cardholders with a maximum credit limit of $2,000 on each credit card and one credit card will have a maximum credit limit of $5,000. Cardholders are authorized by board resolution. CARDHOLDER RESPONSIBILITIES • Ensure that card is kept in the vault a secure location when not needed for an immediate purchase • Ensure availability of funds • Obtain a purchase order prior to purchase other than for emergency purchases (submit requisition for PO as soon as possible after purchase has been made and provide explanation of emergency situation) • Order and receive materials/services • Ensure sales tax is not charged on purchases • Inspect all ordered goods and services to make sure no sales tax has been charged upon arrival to ensure the correct materials arrived or services were performed to satisfaction 2 • Obtain itemized transaction receipts/invoices from the vendor/merchant each time the credit card is used and sign the receipts/invoice certifying that you purchased/received goods and/or services • Collect and save itemized sales receipts and itemized invoices • Complete/update the purchasing log each time a purchase is made and attach all required documentation to support purchase • Match receipts with monthly card statement • Review monthly card statement for validity of all transactions • Process all billing statements in a timely manner • Ensure proper account codes are charged • Identify disputed charges and contact merchant/vendor to resolve • Comply with all purchasing and procurement policies and procedures DEPARTMENT HEAD RESPONSIBILITIES • Review monthly statement against purchasing log and receipts • Make sure no sales tax has been charged • Make sure no items have been back ordered and charged to the card • Ensure availability of funds in proper account codes • Approve monthly statement authorizing charges • Verify appropriateness of account codes (if not sure check with Bookkeeper) • Comply with all purchasing and procurement procedures and credit card policy BOOKKEEPER RESPONSIBILITIES • Monitor charges for proper account codes and fund availability • Receive consolidated purchasing logs and supporting documentation attached to monthly statement • Confirm that all charges are authorized by Department Head • Authorize voucher for payment of all undisputed charges • Monitor missing documentation and notify the Town Board Department Head • Notify the Town Board of any violations or discrepancies TOWN BOARD FINANCE COMMITTEE • Review monthly credit card vouchers to ensure all listed above responsibilities are followed TOWN BOARD AUDITING RESPONSIBILITIES The Town Board will perform audits to ensure that the cardholders and the Department Heads are adhering to proper policies and procedures. Internal audits will include: • Annual compliance audits of all departments using the credit card. Audit steps will include reviews to ascertain that: o Credit cards are used for authorized purchases related to Town business; o The Town is not being charged sales tax for goods and services received; o Proper documentation is maintained to support credit card transactions; o Verify that credit cards are kept in vault when not in use. 3 OWNERSHIP AND CANCELLATION OF CARD The credit card remains the property of the Town of Dryden. It may not be transferred to, assigned to, or used by anyone other than the designated cardholder. The credit card issuer, the bank or the Town of Dryden may suspend or cancel cardholder privileges at any time for any reason. The credit card shall be used only by the employee or official whose name is embossed on the card or their designee. The cardholder is responsible and accountable for all transactions that occur on his/her card. The cardholder shall be held personally responsible for inappropriate charges. Upon receipt of the credit card, the cardholder should sign their name on the back of the card or write, “See ID.” LOST OR STOLEN CREDIT CARD a. If a credit card is lost or stolen, the cardholder or Department Head must immediately notify the credit card issuer/bank and the Bookkeeper of the loss. b. The cardholder will be responsible for reporting all information necessary to reduce the liability to the Town for a lost or stolen card. c. Disciplinary action will be taken in the event that the credit card issuer/bank and/or the Bookkeeper are not notified. TERMINATION OF EMPLOYMENT When an employee or official ends his or her employment with the Town, they must turn his/her credit card in to his/her Department Head who will then turn it in to or the Bookkeeper so that it may be destroyed can be transferred to the new employee or official. The Bookkeeper must then submit the destroyed credit card to the credit card issuer/bank so that they can cancel the card. If the Department Head or Bookkeeper is unable to collect the credit card when the employee or official terminates employment, he/she must notify the Bookkeeper who will notify the credit card issuer/bank that the card must be cancelled immediately. COMPLIANCE WITH POLICY, Violations and Consequences Violations of this policy regarding the purchase of supplies or services for lawful and proper Town charges may result in one or more of the following actions: written warning, revocation of credit card privileges, disciplinary action up to and including termination and/or criminal prosecution. Any illegal or unauthorized expense or improper use of a credit card shall require payment by the employee or official that incurred the expense. Human error may be taken into consideration when investigating any violation to this agreement. The Town Board will take action as deemed appropriate, and as permitted by applicable law and/or Town of Dryden policy. Credit Card Violations include but are not limited to: • Exceeding credit card limit • Failure to keep the credit card in the vault a secure location at times when it is not required to make an immediate purchase 4 • Failure to report a lost or stolen card • Allowing unauthorized users to use credit card • Purchase of alcoholic beverages with credit card • Failure to submit proper documentation, itemized receipts/invoices, and purchasing log in a timely manner • Using the credit card for purchases which solely benefit the cardholder • Credit card transactions listed in “Prohibited Uses of Credit Card” Prohibited Uses of Credit Card • Purchase of items for personal use • Use of credit card for cash advances/cash back on purchases/refunds • Use of the credit card for any product, services or with any merchant considered to be inappropriate for Town funds • Making inappropriate, excessive or undocumented purchases PROCEDURES FOR MAKING AND PAYING FOR PURCHASES When using the credit card, the cardholder will make the purchase at the best possible price utilizing local businesses whenever possible. 1. MAKING A PURCHASE a. Submit a requisition for a purchase order to the Bookkeeper. b. Inform vendor/merchant that purchase is tax exempt. c. Make sure items are shipped/delivered to the Town of Dryden only or to one of the Recreation areas. Delivery to an employee or official’s home address is forbidden. d. Ensure that the card will not be billed until order is shipped. Back ordered items should not be charged to the card. 2. DOCUMENTATION OF PURCHASE a. When a purchase is made, the cardholder must obtain the customer’s signed copy of the charge slip in addition to the detailed invoice/receipt. The charge slip or related cash register slip/receipt must show in sufficient detail the type and number of items purchased with the unit cost along with the name of the vendor/merchant and the date of purchase. b. The cardholder will retain the signed charge slip and detailed invoice/receipt until they have reconciled them against the monthly statement. c. The purchasing log must be completed for each purchase made. The log must document the purchase date, vendor/merchant name, items purchased, purpose and the cost. d. If food or other items are purchased for a meeting, indicate what the meeting was for and who was at the meeting. 3. TELEPHONE/FAX ORDERS When placing a telephone order, the cardholder must confirm the vendor will charge the credit card when the item is shipped. Ask the vendor to fax an itemized copy of the 5 order (including shipping costs) or invoice as soon as possible. Ensure that the vendor knows the Town is exempt from paying sales tax. 4. ONLINE PURCHASES When placing an online order, the cardholder must confirm the vendor will charge the credit card when the item is shipped. Print a copy of the itemized order so there will be a record of the entire order including shipping cost. Ensure the vendor knows that the Town is exempt from paying sales tax. 5. MISSING DOCUMENTATION If for some reason the cardholder does not have documentation of the transaction to send with the purchasing log, the cardholder must try to obtain a copy and if this is not possible, a description of the purchase must be attached. The description will include a description of each item, the number of items purchased, the unit cost, the date of purchase, the vendor’s name and why there is no supporting documentation. Continued incidents of missing documentation shall result in the cancellation of the employee or official’s credit card. 6. STATEMENT AND PAYMENT PROCEDURES a. The statement will be reviewed and reconciled by each cardholder or their designee who has purchases listed for that month. The cardholder must review the statement and note any errors or disputes and will be responsible for taking care of them and documenting them. All supporting documentation should be attached to the purchasing log and the log should be attached to the statement. b. The Department Head shall review and approve the statement. By signing the statement, the Department Head is certifying that all charges are appropriate, funds are available, and payment is authorized based on the attached receipts/invoices and purchasing log. c. Once all reviews are completed, a voucher is created and the statement with all supporting documentation attached is forwarded to the Bookkeeper for review. d. The Bookkeeper will ensure that all supporting documentation is attached and signed and that it is duly authorized for payment. Any discrepancies will be noted and discussed with the Department Head. DISPUTES • If items purchased with the credit card are defective, the cardholder must return the items to the vendor/merchant for replacement or credit (no cash refunds). If the service paid for with the card is faulty, the vendor must be notified and asked to correct the situation or provide a credit (no cash refunds). If the vendor refuses to replace or correct the faulty item or service, the purchase will be considered to be in dispute. • It is essential that the timeframes and documentation requirements established by the credit card issuer be followed to protect the cardholder’s rights in a dispute. • The cardholder contacts the vendor/merchant about the transaction and supplies the necessary information to begin the resolution process; and only if a resolution can not be reached, the cardholder contacts the card issuer/bank. The bank will then place the transaction into a dispute status. 6 • A disputed item must be explained with a note on the cardholder’s purchasing log and noted on the statement before the statement is forwarded to the Bookkeeper for payment. Adopted August 12, 2009, Resolution #145 Revisions made 3/2/23 – NOT APPROVED YET