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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 1 /3 /2013 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 1 /3/2013 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 1 /3/2013 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 1 /3 /2013 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 1 /3/2013 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 1/3/2013 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