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Home My WebLink About07-02-2008130 JULY 02, 2008 7:00 P.M. TOWN BOARD MEETING The Regular Town Board Meeting of the Town Board of the Town of Cortlandville was held at the Raymond G. Thorpe Municipal Building, 3577 Terrace Road, Cortland, New York, with Supervisor Tupper presiding. Members present: Absent: Supervisor, Richard C. Tupper Councilman, Theodore V. Testa Councilman, Edwin O'Donnell Councilman, John C. Proud Town Clerk, Karen Q. Snyder Councilman, Ronal L. Rocco Others present were: Town Attorney, John Folmer; Mark Pietrowski from Paychex; Grace Meddaugh; and Sharon Stevans for Channel 2, Access TV. Supervisor Tupper called the meeting to order. Councilman Proud made a motion, seconded by Councilman O'Donnell, to approve the Town Board Minutes of March 19, 2008 as written. All voting aye, the motion was carried. Councilman Proud made a motion, seconded by Councilman O'Donnell, to receive and file the Cortlandville Planning Board Minutes of March 25, 2008. All voting aye, the motion was carried. RESOLUTION #134 AUTHORIZE PAYMENT OF VOUCHERS — JULY Motion by Councilman O'Donnell Seconded by Councilman Proud VOTES: ALL AYE ADOPTED BE IT RESOLVED, the vouchers submitted have been audited and shall be paid as follows: General Fund A Vouchers #337 - 362 $ 56,260.71 General Fund B B 101 - B 112 $ 6,151.28 Highway Fund DB D 196 - D225 $ 89,697.56 Water Fund W149 - W159 $ 3,688.70 Sewer Fund S76 - S78 $ 22,137.35 Supervisor Tupper offered privilege of the floor to those in attendance, however no requests were made. The monthly reports of the Town Clerk, Tax Collector, and Code Enforcement Office for the month of June 2008 were on the table for review and are filed in the Town Clerk's Office. Under the agenda item "Old Business," Councilman Proud apprised the Board a meeting was conducted regarding an increase to the water and sewer rates. Bob Martin, Consultant for the Town's water and sewer computer program, Water Works, devised a program that would help the Town determine how the rates should be adjusted. On an experimental basis, the rates and usage levels could be changed to accurately predict the outcome. New rates were forthcoming. Councilman Proud apprised the Board he read through the information provided by Councilman Rocco at the last Town Board Meeting regarding windmills. He agreed an ordinance was necessary in the Town. Attorney Folmer informed the Board that he and CEO Williams were working on a draft ordinance. Ordinances from over ten municipalities were reviewed and taken into consideration. The Planning Board would also be consulted regarding the proposed ordinance. The Board discussed windmills and the positive/negative impact they could have in the community. 1 1 In 131 JULY 02, 2008 TOWN BOARD MEETING PAGE 2 Attorney Folmer reported: Conveyance of Land — Ambrose to Town of Cortlandville: Attorney Folmer apprised the Board he was in receipt of the recorded deed that transferred property located off Davinci from Dr. J. Lee Ambrose to the Town of Cortlandville. Attorney Folmer presented Town Clerk Snyder with the recorded deed. Contract for Town Attorney Secretarial Service: Attorney Folmer discussed the 2008 contract between the Town and himself, which included secretarial services at his law firm. Because Attorney Folmer's private law firm was now closed, he requested the Board terminate the contract regarding secretarial services, effective June 30, 2008. RESOLUTION #135 AUTHORIZE SUPERVISOR TO TERMINATE 2008 CONTRACT AGREEMENT BETWEEN THE TOWN OF CORTLANDVILLE AND ATTORNEY JOHN B. FOLMER FOR SECRETARIAL SERVICES PROVIDED BY HIS LAW FIRM Motion by Councilman Testa Seconded by Councilman Proud VOTES: ALL AYE ADOPTED WHEREAS, the Town Board approved the 2008 contract agreement between the Town of Cortlandville and Attorney John B. Folmer for secretarial services provided by his law firm for the 2008 calendar year, and WHEREAS, effective June 30, 2008, Attorney Folmer closed his private law firm, therefore BE IT RESOLVED, the Town Board does hereby authorize and direct the Supervisor to terminate the contract agreement between the Town of Cortlandville and Attorney John B. Folmer for secretarial services provided by his law firm, as of June 30, 2008. Attorney Folmer requested the Board convene to an Executive Session at the conclusion of the meeting to discuss a contract negotiation. There was a brief discussion regarding correspondence received from Town residents regarding connection to Town Sewer as a result of recent sewer improvement projects. Councilman O'Donnell questioned what action was being taken on the matter other than the correspondence being received and filed. Supervisor Tupper explained that the Town Clerk's Office/Water & Sewer Dept. mailed letters to all property owners who were not connected to Town sewer as required. Upon completion and acceptance of each sewer project in the Town, notices are mailed to property owners advising that sewer was available and that connection must be made within one year from the date of notification. The County Health Department requires connection to a community sewage system within 90 days after notice. Supervisor Tupper stated the Board could grant an extension of time or a waiver to the property owner. Town Clerk Snyder informed the Board she provided John Helgren, Cortland County Health Department, a list of property owners who were not connected to Town sewer after the completion of the Highland Road Sewer Improvement Project. Copies of correspondence concerning connection to Town sewer were also being forwarded to Mr. Helgren. Town Clerk Snyder explained that Mr. Helgren would work with the Town and the residents to accomplish connection to sewer, or would recommend the Board issue an extension of time or waive the connection all together. Town Clerk Snyder suggested the Board allow Mr. Helgren to handle the issue at this time. Councilman Proud made a motion, seconded by Councilman Testa, to receive and file correspondence from Phil Houck, 4001 Kinney Gulf Rd., dated June 20, 2008, regarding connection to Town sewer. All voting aye, the motion was carried. 132 JULY 02, 2008 TOWN BOARD MEETING PAGE 3 There was discussion regarding approval of a contract between the Town and Clough Harbour & Associates LLP. With the help of Senator James L. Seward, the Town was awarded a grant in the amount of $250,000.00 for the Ted Testa Park, formerly named the Cortlandville Starr Road Park & Recreation Center. The Town would be utilizing the grant money to construct a concession/storage building, a restroom building, two picnic pavilions, and a picnic area. Supervisor Tupper explained that Clough Harbour & Associates LLP would be providing additional services to design the new construction at the park. RESOLUTION #136 AUTHORIZE SUPERVISOR TO EXECUTE EXTRA WORK CONTRACT WITH CLOUGH HARBOUR & ASSOCIATES LLP FOR DESIGN SERVICES ASSOCIATED WITH THE TED TESTA PARK Motion by Councilman Proud Seconded by Councilman O'Donnell VOTES: ALL AYE ADOPTED WHEREAS, the Town of Cortlandville was awarded a Capital Improvement Project Grant in the amount of $250,000 for the Ted Testa Park located on Starr Road, and WHEREAS, the grant money would be utilized to construct a concession/storage building, a restroom building, two (2) picnic pavilions and a picnic area, therefore BE IT RESOLVED, the Town Board does hereby authorize and direct the Supervisor to execute the Extra Work Contract with Clough Harbour & Associates LLP, dated May 27, 2008, for design services associated with the construction of the concession/storage building, restroom building, two (2) picnic pavilions and picnic area for the Ted Testa Park located on Starr Road, for a total amount not to exceed $18,000.00. Councilman Proud made a motion, seconded by Councilman Testa, to receive and file correspondence from Senator James L. Seward, dated June 24, 2008, notifying the Board he secured a capital improvement project grant in the amount of $250,000 for the Ted Testa Park. All voting aye, the motion was carried. There was discussion regarding correspondence from John McNerney, Director of the Cortland County Youth Bureau, regarding the management of the new Ted Testa Park located on Starr Road. Councilman Testa informed the Board that after much discussion a new intermunicipal agreement was proposed between the Town and the City of Cortland for additional services to manage and oversee the daily operation of the Ted Testa Park. The new agreement would include services such as the following: maintain a written reservation and scheduling system; report all maintenance issues to the Town Highway Superintendent; provide annual data on park usage; promote use of the Park; provide Park Patrol service and patrol car from May 1st to September lst from 6:00 p.m.-11:00 p.m.; provide certified pesticide applicator spray as needed; make a wooden park entrance sign for Ted Testa Park. Supervisor Tupper informed the Board the Town's 2008 contract with the City for the Youth Bureau was in the amount of $19,500.00, and had already been paid. He explained that the proposed contract was for additional services to be provided by the City. The Town does not have a large recreation department, while the City does. He explained it would be more practical to utilize the City's knowledge rather than build a larger Town recreation department. Councilman Testa questioned whether the park patrol would include Citizen's Park and Blodgett Mills Park. Supervisor Tupper believed the contract included Citizen's Park, but not Blodgett Mills Park. Councilman Proud stated he liked the idea of consolidating services rather than starting a new service in the Town. He also voiced his concern regarding possible damage to the Park as it was quite a financial investment. He questioned whether the public would be blocked from entering the park when it was closed. Supervisor Tupper stated it would be possible to install a locked gate at the entrance to prevent cars from entering the park after hours. He suggested they discuss the issue at a later date. 133 JULY 02, 2008 TOWN BOARD MEETING PAGE 4 RESOLUTION #137 AUTHORIZE SUPERVISOR TO EXECUTE AN INCREASE TO THE INTERMUNICIPAL AGREEMENT WITH THE CITY OF CORTLAND TO ADD MANAGE AND OVERSEE THE OPERATION OF THE TED TESTA PARK AND OTHER TOWN PARKS Motion by Councilman Testa Seconded by Councilman Proud VOTES: ALL AYE ADOPTED BE IT RESOLVED, the Town Board does hereby authorize and direct the Supervisor to execute an increase to the Intermunicipal Agreement with the City of Cortland to add manage and oversee the operation of the Ted Testa Park as a community facility and other Town parks, for a total amount not to exceed $40,000.00 for said facilities management, and it is further RESOLVED, the agreement shall commence January 1, 2008 and terminate December 31, 2008, and it is further RESOLVED, the Supervisor is authorized and directed to execute the agreement subject to Town Attorney approval. Supervisor Tupper offered privilege of the floor to Mark Pietrowski to discuss services offered by Paychex for human resources. Mark Pietrowski, representing Paychex Premier Human Resources, apprised the Board that Town Bookkeeper, Marcia Hicks handles most of the human resources for the Town of Cortlandville. Mrs. Hicks expressed her concern that as HR constantly changes, she does not have a resource to refer to other than the Department of Labor website. Mr. Pietrowski explained that Paychex has a program to train Mrs. Hicks and teach her how to stay in compliance. Mr. Pietrowski apprised the Board that Paychex submitted a proposal for the Town of Cortlandville to provide HR knowledge to the Bookkeeper. The cost to the Town was estimated at $19,000 annually, with a set-up fee of $3000. The service would be month -to -month, with no contract involved. Supervisor Tupper commented that the Town's employee handbook was written in 2002. Paychex would continue to update the employee handbook every time the law changed. Mr. Pietrowski explained than an Employee Assistance Program (EAP) was also included, which was an added benefit to the employees. The EAP would provide employees with access and discounts for financial consultations, lawyers, psychologists, and doctors. The EAP would also provide a personal assistant to the employees, which was a morale booster. Employees could use a personal assistant to do things such as send flowers, make travel reservations, or find a daycare provider. The Board was satisfied with the information provided regarding the HR service, and felt it would be a benefit not only to the Bookkeeper, but to the Town and its employees. RESOLUTION #138 AUTHORIZE SUPERVISOR TO ENGAGE THE SERVICES OF PAYCHEX PREMIER HUMAN RESOURCES ON A MONTH - TO -MONTH BASIS Motion by Councilman Testa Seconded by Councilman Proud VOTES: ALL AYE ADOPTED BE IT RESOLVED, the Town Board does hereby authorize and direct the Supervisor to engage the services of Paychex Premier Human Resources to provide comprehensive human resources and benefits administration to the Town of Cortlandville, on a month -to -month basis, for an estimated amount of $19,000.00 annually, with a one-time set-up fee of $3000.00. Supervisor Tupper announced that the Town was awarded the 2008 Small Cities Community Development Program — Town -wide Senior Housing Rehabilitation Program, in the amount of $384,000.00. 13 � JULY 02, 2008 TOWN BOARD MEETING PAGE 5 Supervisor Tupper apprised the Board that Bookkeeper Hicks arranged for the Town's insurance company to give a presentation to Town retirees regarding a supplemental insurance policy. The supplemental policy was available to retirees at the age of 65, and was considerably cheaper than the Town's current Blue Cross Blue Shield policy. Mrs. Hicks would send notification to those who would qualify. No further comments or discussion were heard. Councilman Proud made a motion, seconded by Councilman O'Donnell, to recess the Regular Meeting to an Executive Session to discuss contract negotiation. All voting aye, the motion was carried. The meeting was recessed at 8:00 p.m. The following information was received from the Supervisor's office. Councilman Proud made a motion, seconded by Councilman Testa, to adjourn the Executive Session and reconvene to the Regular Meeting. All voting aye, the motion was carried. No action was taken. Councilman Proud made a motion, seconded by Councilman Testa, to adjourn the Regular Meeting. All voting aye, the motion was carried. The meeting was adjourned at 8:15 p.m. Respectfully submitted, Karen Q. Snyder, RMC Town Clerk Town of Cortlandville *Note: The draft version of this meeting was submitted to the Town Board for their review onAugust 20, 2008. LJ