HomeMy WebLinkAbout2013-01-03-ORG MTG Town of Ulysses
Organizational Meeting
January 3 , 2013
Present: Deputy Supervisor Elizabeth Thomas ; Councilpersons Lucia Tyler, David Kerness, and
Kevin Romer; Town Clerk Marsha L . Georgia; Attorney Marietta Geldenhuys .
- Absent: Supervisor Marino
I
Deputy Supervisor Thomas called the Organizational Meeting to order at 9 : 00 a. m .
Ms . Thomas moved, seconded by Mr. Kerness the following :
BE IT RESOLVED that the Town Board of the Town of Ulysses adjourn for executive
session for advice from counsel .
Ms. Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
The Town Board adjourned to executive session at 9 : 04 a. m .
The Town Board reconvened the Organizational meeting at 9 : 20 a.m.
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-1 : BE IT RESOLVED, the Regular Monthly Board meetings of the Ulysses
Town Board will be held on the second Tuesday of each month at 7 : 00 p . m . at the Ulysses Town
Hall at 10 Elm Street, Trumansburg, NY. A monthly working meeting will be held on the 4th
Tuesday of each month at 7 : 00 p . m .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Romer the following :
Resolution 2013-2 : BE IT RESOLVED, the Town Board will use the following procedure for
review and audit of the monthly claims before presentation for Board approval at the Regular
Monthly Meeting of the Ulysses Town Board :
1 . Invoices are received in the Town Clerk's Office, through the mail, electronically, or
personally delivered .
2 . Town Clerk obtains approval of the expense, which is evidenced on the invoice with
ill
the initials or signature of the department head or person who gave rise to the claim . The
Town Clerk or the department head also indicates on the invoice the general ledger
account that should be charged for the expense and checks to see that each invoice is
properly itemized, mathematically accurate, and contains sufficient detail to ensure that
the Board members auditing the claim can determine whether the proposed payment is
proper and just.
3 . Town Clerk gives invoices to the Bookkeeper who inputs the invoices into the -
accounting software and produces a listing of all vouchers (Abstract of Vouchers) for
Town Board approval at the Regular Monthly meeting . The Bookkeeper keeps an
Organizational Meeting. 2
1 /3/2013
updated file of claims to be audited before the meeting, which the Town Board members
can access . All claims to be submitted for approval by Board vote at the Regular Meeting
shall if at all possible be processed and in the file of claims by the end of the day on the
Monday before the Regular Meeting .
4 . In addition to the Supervisor, a sub-committee of 2 Town Board members will audit
the vouchers on behalf of the full Board. Any other Town Board members who wish to
audit the claims are welcome to do so as well . The sub-committee will rotate membership
every 6 months (January to June, July to December) as appointed by the Supervisor. Each
sub-committee member will initial each invoice after review is complete . Any questions
should be brought to the attention of the Town Supervisor or Bookkeeper.
5 . Audit by the Town Board does not have to happen all at once . Invoices will be entered
throughout the month and can be approved periodically throughout the month. All claims
shall be audited as in (4) above by 5 p . m. on the day of the Regular Board meeting .
6 . The Bookkeeper produces a final Abstract of Vouchers the day of the Town Board
meeting, after audit of claims is completed . The Town Clerk will review the Abstract of
Vouchers for accuracy against the claims, and initial it as such before presentation to the
Town Board at the Regular meeting .
7 . After Town Board votes to approve payment of the claims, the Town Clerk signs the
Abstract of Vouchers and the Bookkeeper cuts checks .
8 . Supervisor signs checks .
9 . Invoices are then filed by vendor, most recent payment in front of the file .
All claims must be approved for payment by the Town Board except for : ( 1 ) fixed salaries or
compensation for services of offices or employees regularly engaged at agreed wages by the
hour, day, week, or year; (2) principal or interest on indebtedness ; (3 ) amounts becoming due on
lawful contracts for periods exceeding one year; (4) certain welfare payments (Town Law 125 &
Social Services Law 86) ; (5 ) payments made pursuant to a court order; (6) mandatory payments
to the State Comptroller for retirement .
FURTHER RESOLVED that the Town Board authorizes the Supervisor to pay in advance of
audit of claims for utilities, postage, and approved contractual agreements which if delayed may
result in loss of discounts, the accrual of service charges, or cancellation of service . All such
claims shall be presented at the next regular meeting , as per Town Law section 118 .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-3 : BE IT RESOLVED the designated news media is advised of the foregoing
schedule and meeting notices will be posted, in accordance with the Open Meetings Law, on the
Town Clerk' s bulletin board and the Town Website .
FURTHER RESOLVED the Ithaca Journal, a newspaper regularly published and having general
circulation in the Town, is hereby designated as the official newspaper of Town of Ulysses .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Organizational Meeting. 3
1 /3/2013
Ms . Thomas moved, seconded by Ms . Tyler the following :
Resolution 2013-4 : BE IT RESOLVED, copies of the official minutes of the Town Board,
prepared and distributed by the Town Clerk, shall be distributed electronically unless otherwise
requested to each Town Board member, Town Justices, Highway Superintendent, Building
Inspector/Code Enforcement Officer, Environmental Planner/Zoning Officer, Chair of the
Planning Board, County Representative , Attorney for the Town, and posted on the Town Clerk ' s
Bulletin Board and on the Town of Ulysses Website within 4 days of approval by the Town
Board. In accordance with the Open Meetings Law, draft meeting minutes, clearly labeled with
the date and "DRAFT, not yet approved" will be available through the Town Clerk' s Office, but
not available on the web site, and distributed to Town Board members for review within 14 days
of the date of the meeting .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-5 : BE IT RESOLVED mileage at a rate of $ 0 . 565 cents per mile shall be paid
to Town Officials and employees for use of their personal vehicles for Town Business and that
such mileage shall be reported on the form provided by the Town Clerk.
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-6 : BE IT RESOLVED that the Town Clerk' s petty cash fund of $ 150 is
extended for the year 2013 .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-7 : BE IT RESOLVED that the following crime coverage for Town officials,
appointees and employees is hereby approved :
Money inside premises $ 100,000 ($ 1 , 000 deductible)
Money outside premises $ 100 , 000 ($ 1 ,000 deductible)
Forgery and alteration $ 100 , 000 ($ 1 ,000 deductible)
Employee Theft - Per Loss $ 50 ,000 ($2 , 500 deductible)
Excess Coverage :
Deputy Supervisor $ 650, 000
Supervisor $650,000
Tax Collector/Town Clerk $650,000
Includes Faithful Performance
Total Premium 2013 - $ 1 , 068 . 10
Organizational Meeting. 4
1 /3/2013
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-8 : BE IT RESOLVED in lieu of the annual financial report required by Town
Law Section 29( 10), the Supervisor is hereby authorized to submit to the Town Clerk, within 60
days after the close of the fiscal year, a copy of his/her annual report to the State Comptroller,
and that the Town Clerk shall cause a summary thereof to be published in accordance with the
law (Town Law Section 29( 10-a)) . If the time for filing the annual report is extended 60 days by
the State Comptroller, the Supervisor' s time for filing a copy of the report with the Town Clerk
is extended for a like period .
Ms. Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Tyler the following :
Resolution 2013-9 : BE IT RESOLVED the Tompkins Trust Company is designated as
depository in which the Supervisor, Town Clerk, Justices, and other employees by virtue of their
offices, shall deposit all monies coming into their hands and,
FURTHER RESOLVED the Town investments can be made at other banks and institutions as
outlined in the Towns investment policy. The Town investment policy shall be reviewed and
approved by the Town Board during the year and revised as necessary .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013- 10 : BE IT RESOLVED that the Town Board of the Town of Ulysses will do
the Annual Audit of the books for each department on Friday, February 8 , 2013 at 8 : 30am
Ms . Thomas aye
Ms. Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
PROCUREMENT POLICY FOR THE TOWN OF ULYSSES
Ms . Thomas moved, seconded by Mr. Romer the following :
Resolution 2013- 11 : BE IT RESOLVED that the Town Procurement policy as adopted on
November 17 , 2010 is the ruling document for purchases . The Town Clerk will direct all
„y1 .S '
Organizational Meeting. 5
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department heads and Town Board members to review the Procurement Policy on the internal
side of the Town website at http ://ulysses . ny .us/pages/intranet/.
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
ESTABLISHMENT OF APPOINTED OFFICES AND SALARIES
Ms . Marino moved, seconded by Mr. Kerness the following :
Resolution 2013- 12 : BE IT RESOLVED that the Supervisor is authorized to appoint a Town
Bookkeeper, with an annual budgeted salary as set by the Town Board . The Supervisor hereby
appoints Mary Bouchard, CPA as the Town Bookkeeper.
Ms . Marino aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Marino moved, seconded by Mr. Kerness the following :
Resolution 2013- 13 : BE IT RESOLVED that the Town Board has established the Office of first
Deputy Supervisor and second Deputy Supervisor in 2012 . The first Deputy Supervisor acts for
and in place of the Supervisor in her/his absence . The annual budgeted salary of the first Deputy
Supervisor and the second Deputy Supervisor is set by the Town Board . In accordance with
Town Law, the Supervisor appoints Elizabeth Thomas as the first Deputy Supervisors . The
position of the second Deputy Supervisor is left vacant.
adopted 1 /22/2013Ms . Thomas moved, seconded by Mr. Romer the following :
Resolution 2013- 14 : BE IT RESOLVED that the Town Board has established the Office of
Deputy Town Clerk, to continue in 2013 at an annual budgeted salary as set by the Town Board.
FURTHER RESOLVED Further resolved that the responsibilities of this office are to assist the
Town Clerk in carrying out the administrative responsibilities of the office including those
related to records management and tax collection, and to act for and in place of the Clerk during
her / his absence . Details of the Deputy Clerk job description are set and revised by resolution of
the Town Board and are outlined in Section I (Elected Officials and their Appointments) of the
Town Manual of Position Descriptions . In accordance with Town Law, the Town Clerk appoints
the Deputy Town Clerk. The Town Clerk appoints Patricia Halloran as Deputy Town Clerk for
2013 .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
1
Mr. Romer aye
Adopted.
Ms. Thomas moved, seconded by Mr. Kerness the following :
Organizational Meeting. 6
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Resolution 2013- 15 : BE IT RESOLVED that the Town Board has established the office of
Deputy Highway Superintendent, to continue in 2013 . The Deputy Highway Superintendent acts
for and in place of the Highway Superintendent in her/his absence . In accordance with Town
Law, the Highway Superintendent appoints the Deputy Highway Superintendent. The Highway
Superintendent shall appoint David Reynolds as Deputy Highway Superintendent.
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Romer the following :
Resolution 2013- 16 : BE IT RESOLVED that the Town Justices are authorized to employ the
services of a Court Clerk to assist in the administration and bookkeeping, at the 2013 budgeted
salary as set by the Town Board. If the Town Justices find it necessary to employ more than one
Clerk, the total salary paid shall not exceed the annual budgeted amount for Court Clerk. The
Town Justices shall appoint Michelle Townley as Court Clerk for 2013 .
Ms. Thomas aye
Ms. Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013- 17 : BE IT RESOLVED that the Town Board has established the position of
Water Distribution and Maintenance Operator, to supervise and carry out all of the activities
necessary for the day-to-day operation and maintenance of the Town' s Special Improvement
Water Districts, as outlined in the Town Manual of Position Descriptions (Section II, Employees
and Appointments by the Town Board) . The Town Board appoints Doug Austic as Water
Superintendent with a salary as set by the Town Board for the 2013 calendar year.
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
* *Note : Civil Service Appointment — not needed in Organizational meeting
ESTABLISHMENT OF PAYROLL PERIODS AND PAY RATES FOR ELECTED AND
APPOINTED OFFICIALS AND SALARIED AND PART-TIME HOURLY EMPLOYEES
Ms . Thomas moved, seconded by Mr. Romer the following :
Resolution 2013- 18 : BE IT RESOLVED the Town Board hereby establishes the following
payroll periods :
.ix
Organizational Meeting. 7
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Bi-weekly : Highway Superintendent, Town Clerk, Justices, Deputy Town Clerk, Deputy
Highway Superintendent, Deputy Supervisor, Highway Department Staff, Bookkeeper, Code
Enforcement Officer, Zoning Officer, Planning and Zoning Staff, Court Clerk, Temporary
student and other employees, part-time Clerical, Administrative, and Support staff, Water
Department staff
Monthly : Councilpersons, Supervisor
Annually : Historian
Voucher : contractual workers and all others not listed above
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Romer the following : amended to read 2013 Budgeted
Appropriations .
Resolution 2013- 19 : BE IT RESOLVED that the Town Board hereby establishes the following
pay rates for employees and elected officials in 2013 . If necessary to appoint a new employee or
replace an elected official during the year of 2013 , the Town Board will establish a salary
commensurate with the experience and availability of funds :
Position 2013 Budgeted hourly rate if
Appropriation applicable
Supervisor $ 15 , 608
Deputy Supervisor $25 , 557 $22 . 44/hr
Town Board Administrative Assistant $ 10, 000 $22 .44/hr
Bookkeeper $ 18 , 774
Councilperson $4, 116 . 72
Town Clerk $60, 175
Deputy Town Clerk $30 , 500
Town Justice $ 15 ,955 each
Court Clerk $ 33 , 192
Enforcement Officer for Building Code $29, 869
Deputy Enforcement Officer $ 10,400 $ 18 . 80
Zoning Officer $26 , 780
Planner $26,780
Planning and Zoning Clerk $6 , 120 $ 16, 39
Highway Superintendent $ 58 ,429
Deputy Highway Superintendent multiple budget $21 . 27
lines
Highway Machine Equipment Operators multiple budget $ 16 . 63 - $ 19 . 68
Laborer lines $ 13 . 04
multiple budget
lines
Water Distribution & Maintenance $ 15 ,085
•
Operator
Water District Laborer $4,426 $ 18 . 80
Historian $ 1 , 530
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Organizational Meeting. 8
1 /3/2013
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-20 : BE IT RESOLVED all hourly employees shall turn in a Town of Ulysses
time card by the end of the last day of the pay period. Salaried employees shall report time used
for vacation, sick time, holiday or other time off on a Town of Ulysses time card to maintain
accurate records of benefit time used. No pay will be issued without a time card that has been
signed by the employee and employee ' s supervisor and submitted to the Bookkeeper. If the
employee is submitting electronically to the Bookkeeper, the Department Head / Employee
Supervisor must give electronic approval as part of the time card submission. Salaried and hourly
employes (non-elected) should use this time card to submit sick, vacation, holiday and personal
time off It is the responsibility of the employee ' s supervisor to assure the time card is accurate .
FURTHER RESOLVED that to maintain accountability of all employees who work for the town,
and to clarify supervisory roles, the following listing specifies employee supervisors . Each
employee supervisor is responsible for approving time cards (if required) , vacation, personal , and
sick days used by each employee . Time off for each employee must be reported to Bookkeeper
who will maintain records.
Employee Employee Supervisor
Deputy Supervisor Town Supervisor Roxanne Marino
Town Board Administrative Assistant Town Supervisor Roxanne Marino,
Bookkeeper Town Supervisor Roxanne Marino ,
Town Clerk
Deputy Town Clerk Town Clerk Marsha Georgia,
Court Clerk Town Justices
Enforcement Officer Town Supervisor Roxanne Marino,
Deputy Enforcement Officer Enforcement Officer Alex Rachun,
Zoning Officer/Planner Town Supervisor Roxanne Marino,
Planning and Zoning Clerk Zoning Officer/Planner Darby Kiley,
Highway Superintendent
Deputy Highway Superintendent Highway Superintendent James Meeker
Highway Machine Equipment Highway Superintendent James Meeker
Operators
Laborer
Water Distribution & Maintenance Town Supervisor Roxanne Marino
Operator
Water District Laborer Water Distribution and Maintenance
Operator Doug Austic
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Organizational Meeting. 9
1 /3/2013
TOWN BOARD AND LIAISON APPOINTMENTS
Ms. Marino made the appointments as follows :
Resolution 2013-21A : BE IT RESOLVED that the Supervisor proposes the following Town
Board liaison appointments and request that each appointee report to the Town Board at least
annually :
A. Highway Department Kevin Romer
B . Trumansburg Village Board of Trustees Elizabeth Thomas
C . Personnel David Kerness
D . Health Insurance Consortium Board Lucia Tyler
E . Planning Board and Board of Zoning Appeals David Kerness
F . Fire Department Kevin Romer
G. County and other Emergency Management Kevin Romer
H . Town Court David Kerness
I . Trumansburg Ulysses Youth Commission Lucia Tyler/Elizabeth Thomas
Supervisor Appointed 1 /22/2013
Ms . Thomas moved, seconded by Mr. Romer the following :
Ms . Marino moved to amend, seconded by Mr. Romer the following :
Resolution 2013-21B BE IT RESOLVED that the Town Board makes the following
appointments and request that each appointee report to the Town Board at least annually :
A. Planning Board Chairperson Ken Zeserson
B . Board of Zoning Appeals Chairperson George Tselekis
C . Clerk for Planning Board and Board of Zoning Robin Carlisle-Peck
Appeals
D . Board of Assessment Review Cheryl Thompson,
David Means
E . Tompkins County Environmental Management Lucia Tyler
Council (EMC)
F . Tompkins County Water Resources Council Bill George & Darby Kiley
(WRC)
G. Tompkins County Stormwater Coalition Darby Kiley
H . Trumansburg Ulysses Youth Commission Reps Sharon Bilotta and vacant
I . Recreation Partnership representative Durand VanDorn
J . Tompkins County Youth Services Board Elizabeth Thomas
K. Ithaca/Tompkins County Transportation Darby Kiley
Council Planning Committee
L . Ithaca/Tompkins County Transportation Darby Kiley
Council Policy Committee
M . Tompkins County Council of Governments R. Marino/ L . Thomas alternate
Organizational Meeting. 10
1 /3/2013
N . Tompkins County Area Development Dave Kerness
O . Fair Board liaison Kevin Romer
P . Historian Nancy Dean
Q . Water District Advisory Board Chairperson Diane Hillman
R. Tompkins County Animal Control Roxanne Marino
S . Cayuga Lake Water Shed Intermunicipal Org . Darby Kiley
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted amended 1 /22/2013
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-22 : BE IT RESOLVED that the Town Board has appointed the following
Planning Board and Board of Zoning Appeals with staggered annual appointments . Members
whose terms expire in 2012 may be either replaced or reappointed . The following members
being reappointed for 2013 :
George Tselekis as Zoning Board of Appeals Member
Rebecca Schneider as Planning Board Member
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
ZONING BOARD OF APPEALS (5 year terms)
Name/phone/email Address Date Date of Term
Appointed Oath Expiration
GEORGE TSELEKIS , 1575 Trumansburg Road 01 /03 /2013 12/ 18
Chair Ithaca, NY 14850
Phone : 272- 1808
GTSELEK1@twcny. rr. com
BARBARA J. BRISTOW 3341 Krums Corners Road 4/ 14/2009 7/2006 12/ 13
Phone : 272-0224 Ithaca, NY 14850
E-mail : bjb4@cornell . edu
CARL MANN 49 Cayuga St. 09/ 11 /2012 10/ 11 / 12 12/ 15
Phone : 387-3883 Trumansburg, NY 14886
fawnsoda @yahoo . com
ANDY GLASNER 4260 South St. Ext. 12/ 19/2011 3 /2012 12/ 16
Phone : 266-5052 Trumansburg, NY 14886
aglasner(cr�,borgwarner. com
RICHARD COOGAN 1843 Trumansburg Rd 2/9/2010 2/2010 12/ 14
Organizational Meeting. 11
1 /3 /2013
Phone : 280-3275 PO Box 127
rcooganl @twcny. rr. com Jacksonville, NY 14854
PLANNING BOARD
(7 year term)
Ken Zeserson, Chairman 83 Maplewood Road 1 /9/2007 3 /2006 12/ 13
Phone : 256-7139 Ithaca, NY 14850
Kenz @zeserson. com
JOHN WERTIS 8144 Searsburg Rd. 2008 1 /2008 12/ 14
Phone : 387- 4331 Trumansburg, NY 14886
BWWFarmtoday@aol . com
PETER FRY 106 Tamarack Lane 2010 1 /2011 12/ 17
Phone : H 387-9546 Trumansburg, NY 14886
W 3877041
peter. fry@oprhp . state .ny . us
SARAH ADAMS 4 Falls Road 2/8/2011 2/2011 12/ 15
Phone : 387- 5696 H Trumansburg, NY 14886
sarahadams85@gmail . com
Rebecca Schneider 5630 Pine Ridge Road 01 /03 /2013 12/20
Phone : 387 -3816 Trumansburg, NY 14886
RLS11@comell . edu
Rod Hawkes 1554 Taughannock Blvd 2/ 12/2008 2/2008 12/ 16
Phone : 387-3726 Ithaca, NY 14850
hawkesrod @gmail . corn
Stanley Beames 3011 Halseyville Road 12/ 19/2011 3 /2012 12/ 18
Phone : 387-3930 Trumansburg, NY 14886
Cell : 229 -9157
stboomer24 @yahoo .com
Robin Carlisle Peck, Clerk rjcp019@yahoo . com
BZA/PB 8458 Main St, PO Box 244
Interlaken, NY 14847
CONTRACT APPOINTMENTS
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-23 : BE IT RESOLVED that the Town Attorney for the Town be Mariette
Geldenhuys, Esq. and that she and her associates be consulted in accordance with the Retainer
Agreement with the Town of Ulysses signed April 20, 2009 and
Further Resolved that the 2013 Addendum to Retainer Agreement which sets hourly fees for
billing at $ 180 (Attorney) and $ 120, (Paralegals) is adopted . All other provisions for the 2009
Retainer Agreement shall remain in full force and effect subject to revision.
Further Resolved that the Town Board authorizes the Town Supervisor to sign the Addendum to
the Retainer Agreement for 2013 .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Organizational Meeting. 12
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Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-24 : BE IT RESOLVED that the Town Board authorizes the Town Supervisor
to sign the cleaning contract at the rate of $654 . Per month with Melanie Steverson-Jarvis .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms. Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013- 25A : BE IT RESOLVED that the Town Board authorizes the Town
Supervisor to sign the Town Hall maintenance contract at the rate specified in the 2013 contract
with Mainstay Builders .
Ms. Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
GENERAL PROCEDURES AND POLICIES
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-25B : BE IT RESOLVED that the Town of Ulysses has adopted policies for a
Code of Ethics, Personnel and Benefits, Procurement, Claims, Meeting Rules and Procedures,
Investment, Alcohol and Controlled Substance Testing, Planning Board and Zoning Board
Attendance and Training, and Emergency Preparedness . The Town Clerk shall provide to each
newly elected official and to any other elected or appointed official or employee these policies,
and any other planning documents or local laws upon request and these documents shall be also
be maintained on the internal part of the town website . Each employee or elected official shall
sign the Code of Ethics form documenting that they have reviewed and understand the policy .
Ms. Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-26 : BE IT RESOLVED any member of the public wishing to add a topic to the
agenda of a Regular Town Board Meeting advise the Supervisor of that request at least one week
prior to the scheduled meeting, if at all possible .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Romer the following :
Organizational Meeting. 13
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Resolution 2013-27 : BE IT RESOLVED any individual having any special needs and wishing
to attend a meeting please advise the Town Clerk of the special requirements at least one week
prior to the meeting (ADA) .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Romer the following :
Resolution 2013-28 : BE IT RESOLVED that the Town Clerk will continue with the
Resolution/Motion Index System initiated in 2009, identifying the Resolution/Motion number,
date approved, and Title . This index of resolutions will be updated at least quarterly.
FURTHER RESOLVED that the Town Clerk will send a final electronic version of each
certified resolution to the Town Board and place the final version on the Town ' s file sharing
network and on the website .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-29 : BE IT RESOLVED that in accordance with the New York State
Constitutional prohibition against gifts by municipalities as described in Article III , Section 1 ,
the Town of Ulysses will not give bonuses, donations, or other gifts of recognition for service
(retirement, annual appreciation, or otherwise) to any organizations, volunteers, or other
individuals in the employment of the Town or otherwise providing service to the Town or the
community. The Town may, however, hold recognition events and provide refreshments .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Ms . Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-30 : BE IT RESOLVED that any and all of these Organizational Resolutions
be and remain subject to amendment throughout the year by the Town Board .
The Town Clerk shall provide a certified copy of the finalized Organizational Meeting minutes
and any amended versions to all Town Board members, and place the most recent version on the
web under Meeting Minutes .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Organizational Meeting. 14
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SHARED HIGHWAY SERVICES AGREEMENT
Ms. Thomas moved, seconded by Mr. Kerness the following :
Resolution 2013-31 : WHEREAS , Highway Law # 142-d allows co-operative agreements for
highway services and sharing of labor, equipment and supplies ; and
WHEREAS , General Municipal Law Article 5 -G allows and encourages municipal co-
operations, by joint or contract basis, performance of powers and duties among themselves ; and
WHEREAS , it is deemed beneficial to the Town of Ulysses to allow for shared highway
agreements of equipment and services with other nearby municipal highway departments ;
NOW THEREFORE BE IT RESOLVED that the Ulysses Town Board authorizes the Town
Supervisor pursuant to Highway Law #283 to enter into agreements for shared services and
equipment with other municipalities and authorize, within existing budget constraints , the
Town' s Highway Superintendent pursuant to Highway Law #284 to take such action to
implement said agreements consistent with Town highway needs and availability, and maintain
sufficient liability coverage to protect the town in such joint efforts .
Ms . Thomas aye
Ms . Tyler aye
Mr. Kerness aye
Mr. Romer aye
Adopted
Hearing no further business Ms . Thomas moved, seconded by Mr. Kerness to adjourn the
meeting . Unanimously approved . Meeting adjourned at 10 : 45 a. m .
Respectfully submitted,
Marsha L . Georgia
Ulysses Town Clerk