TOWN OF NILES TOWN BOARD MEETING JANUARY 12, 2017 NILES TOWN HALL

TOWN OF NILES TOWN BOARD MEETING JANUARY 12, 2017 NILES TOWN HALL PRESENT: Joan Jayne, Supervisor Clarence Edmonds, Councilman Joseph MacDuffee, Councilman Tara Covert, Town Clerk Bernard Juli, Deputy Supervisor Steven Cuddeback, Councilman Brody Smith, Attorney OTHERS PRESENT: Tiffany Landis, Karen Porter, Jerry Vevone, Roger Slater Meeting called to order at 7:00 p.m. by Supervisor Jayne, with the Pledge of Allegiance APPROVAL OF MINUTES On a motion by Supervisor Jayne, seconded by Councilman Juli, resolved that the minutes for the regular (12/8/16) meeting and the year-end (12/29/16) meeting be approved as written. ADOPTED Ayes (5) Juli, Jayne, Cuddeback, Edmonds, MacDuffee OPENING REMARKS Supervisor Jayne received notice from Cayuga County Emergency Services that effective February 11 all phone calls will require the caller to dial all ten (10) numbers as the state introduces a new area code the only exception being 911. OPEN FLOOR TO THE PUBLIC Karen Porter concerned about the Hess property. Attorney Smith replied that there has been no response to Code Enforcement Officer Vevone violation notices of the Junkyard Law; therefore legal steps will be next course of action a court date has been set RESOLUTION #2017-1 BLANKET UNDERTAKING Be it resolved that in lieu of individual undertakings as required by Section 25 of the NYS Town Law, the Niles Town Board authorizes a blanket undertaking permitted by Section 11(2) of the Public Officers Law covering officers, clerks, and employees of the town. This blanket undertaking indemnifies the Town against losses caused by the failure of officers and all other employees to faithfully perform their duties or by their fraudulent or dishonest acts for the year 2017. On a motion from Councilman Cuddeback, seconded by Councilman MacDuffee, the following resolution was ADOPTED Ayes (5) MacDuffee, Juli, Jayne, Cuddeback, Edmonds Resolved that the Niles Town Board adopt RESOLUTION #2017-1 RESOLUTION #2017-2 APPOINTMENTS 1

Town Board has made its 2017 appointments to various boards and committees. New appointments include: Tiffany Landis as Deputy Town Clerk and Roger Slater as Deputy Highway Superintendent. Discussion to bundle all resolutions (changes to #4 and #14) into one On a motion by Councilman Cuddeback, seconded by Councilman Edmonds, the following resolution was ADOPTED Ayes (5) MacDuffee, Juli, Jayne, Cuddeback, Edmonds Resolved that the Niles Town Board adopt RESOLUTIONS #2017-2 thru #2017-21 RESOLUTION #2017-3 MILEAGE Resolved that any elected or appointed town official and town employee who uses a private vehicle in performing official duties for the Town of Niles may be reimbursed at the current rate set by the IRS pending approval by the Town of Niles Board. A trip log may be required. RESOLUTION #2017-4 COMMITTEES Resolved that the following committees are set forth by the Supervisor: 1. Highway Committee: Councilman Juli and Councilman MacDuffee. 2. Land Use Committee: Councilmen MacDuffee and Cuddeback and Supervisor Jayne 3. Garbage Committee: Councilman MacDuffee and Councilman Edmonds 4. Town Office Building Committee: Councilman Edmonds and Councilman Juli. 5. Broadband Committee: Councilman Cuddeback, Councilman Juli, and Supervisor Jayne 6. Watershed Committee: Councilman Edmonds and Supervisor Jayne (Skaneateles and Owasco Lakes) RESOLUTION #2017-5 2006 TOWN LAW MANUAL Resolved that the Niles Town Board will continue with the practice of using the rules as outlined in the 2006 Town Law Manual until such time as the majority of the board feels that more specific rules are needed RESOLUTION #2017-6 TOWN BOARD MEETINGS Resolved that the Niles Town Board shall convene for purposes of a regular Town Board Meeting on the second Thursday of each month at 7:00 pm at the Niles Town Hall, 5923 New Hope Road, Moravia, New York. RESOLUTION 2017-7 DESIGNATE OFFICIAL NEWSPAPER Resolved that the Auburn Citizen shall be designated as the official newspaper of the Town of Niles for all legal notices. The Moravia Shopper may be used for non-legal announcements RESOLUTION #2017-8 NYS & LOCAL GOVERNMENT RETIREMANT SYSTEM STANDARD WORK DAY Resolved that a standard work day and reporting procedure is established for the Town of Niles employees participating in the New York State and Local Government Retirement System. RESOLUTION #2017-9 OFFICIAL REPOSITORY Resolved that the official repository for the Town of Niles Supervisor and the Town Clerk/ Tax Collector shall be the First National Bank of Groton. 2

RESOLUTION #2017-10 AUTHORIZE SUPERVISOR TO PAY FOR PUBLIC UTILITY SERVICES Resolved that the Niles Town Board authorizes the Supervisor to pay for public utility services such as gas, electric, water, sewer, fuel oil and telephone service as well as for postage, freight and express charges, in advance of audit of claims. Claims for these payments shall be presented at the next regular meeting for audit. RESOLUTION #2017-11 TOWN CLERK PETTY CASH FUND Resolved that the Niles Town Board establishes a Town Clerk Petty Cash Fund of $200.00. RESOLUTION #2017-12 AUTHORIZE SUPERVISOR TO INVEST FUNDS Resolved that the Supervisor is authorized to invest any available funds, consistent with Town obligations, on a timely basis in such a manner that complies with the requirements of New York State. RESOLUTION #2017-13AUTHORIZE SUPERINTENDENT OF HIGHWAY TO SPEND UP TO $500 Resolved that the Superintendent of Highways is authorized to spend up to $500.00 in aggregate from the Highway Department budget without prior approval of the Board. RESOLUTION #2017-14 PURCHASES BY TOWN EMPLOYEES Resolved that any routine purchase by any Officer of the Town in excess of $1,000.00 must receive approval from a majority of the Town Board, at a duly-noticed meeting of the Town Board. Emergency purchases in excess of $1,000.00, but not exceeding $3,000.00, may be authorized by the Supervisor or the Deputy Supervisor upon consultation with at least two other members of the Board. The need to purchase an item or service shall be deemed an emergency if the health and safety of the public, or any Town employee, would be endangered by waiting until the next scheduled Town Board meeting to obtain approval for the purchase. Budgeted Public Works Contracts in excess of $3,000.00 also must receive Town Board approval. The officer must provide a budgetary line item number in connection with all requests for procurement. RESOLUTION#2017-15 RETURN CHECK FEE Resolved that any check rendered to the Town of Niles and returned for any reason may be charged per bank charge and appropriate fees. RESOLUTION #2017-16 AUTHORIZE DEPUTY SUPERVISOR TO SIGN CHECKS IN THE ABSENCE OF SUPERVISOR Resolved that the Deputy Supervisor be empowered to sign checks in the absence of and/or at the request of the Supervisor. RESOLUTION #2017-17 ANNUAL UPDATE DOCUMENT Resolved that the Supervisor shall file with the Town Clerk within 60 days after closing of the fiscal year, a copy of the Annual Update Document to the NYS comptroller. Be it further resolved that the Town Clerk shall publish in the official newspaper, within 10 days, notice that said report is on file for public inspection in the Clerk s Office RESOLUTION #2017-18 ADOPTION OF PROCUREMENT POLICY Resolved that the Town of Niles adopts the Procurement Policy dated January 1, 2012, and the Purchase by Any Officer of the Town Resolution dated February 13, 2014. 3

RESOLUTION #2017-19 TOWN CREDIT CARD Resolved that the Town will maintain its Visa credit card with First National Bank of Groton, with $2,000.00 limit, payable monthly. The Town Supervisor and the Deputy Town Supervisor shall be the signers on the account. The credit card is for use for and on behalf of the Town of Niles. RESOLUTION #2017-20 FOUR TOWN AGREEMENT Whereas the Four Town Ambulance Service agrees that it shall, upon called, use its equipment and personnel for the purpose of transporting the sick and injured persons found within the Town of Niles to the hospital, clinic, sanatorium or other place for treatment of such illness or injury. Now therefore be it resolved that the Town of Niles agrees to pay the Ambulance Service the sum of $285,873,for such service in the 2017 calendar year. RESOLUTION #2017-21 SCAT VAN AGREEMENT Resolved that the Town of Niles agrees to pay the Transportation Project for Cayuga County (Scat Van) the sum of $1,000.00 in 2017. Such funding for the Scat Van is included in the 2017 budget, A6772.42 RESOLUTION #2017-22 FINAL 2016 BUDGET MODIFICATIONS Discussion regarding the lack of use of specific accounts within a given budget item HIGHWAY DEPARTMENT Transfer $10,000 from DA8710.4 Contractual: Town Road Ditch To DA5130.2 Machinery and Equipment To cover purchase of 2017 CAT 938 M Southworth Milton in December $9,554. GENERAL FUND Transfer $22. From A1410.2 Town Clerk Equipment To A1410.12 Municipal Cleaner Personal Services To cover cleaning salaries posted to Historian in error May 2016 Transfer $1400 from A1410.2 Equipment To A1410.4 Town Clerk Contractual To cover cleaning service and other Dec expenses Transfer $4000 from Contingency A1990.4 To A1420.4 Attorney Contractual To cover actual expenditures Transfer $25. From Contingency A1990.4 To Shared Services A1620.4 To cover actual expenses Transfer $.04 From A3510.4 Dog Control Contractual To A3510.1 Dog Control Personal Services To cover expenses due to rounding Transfer.06 from A5010.4 Superintendent of Highways Contractual to A5010.1 Supt of Highways Personal Services To cover expenses due to rounding 4

Transfer $125.00 from A8989.1 Board of Appeals Personal Services To A8989.11 Board of Appeals Clerical Services To cover expenses Transfer $450 from A1990.4 Contingency To A1450.4 Elections Contractual Resolved that the Niles Town Board adopt RESOLUTION #2017-22 RESOLUTION #2017-23 BUDGETARY TRANSFERS On a motion by Supervisor Jayne, seconded by Councilman Cuddeback, the Town Board will make monthly budget transfers to encourage use of specific budget items ADOPTED Ayes (5) Juli, Jayne, Cuddeback, Edmonds, MacDuffee Resolved that the Niles Town Board adopt RESOLUTION #2017-23 RESOLUTION #2017-24 SUPERVISOR MONTHLY REPORT On a motion by Councilman Cuddeback, seconded by Councilman Juli, the Supervisor s monthly report for December was approved as submitted. ADOPTED Ayes (5) Juli, Jayne, Cuddeback, Edmonds, MacDuffee Resolved that the Niles Town Board adopt RESOLUTION #2017-24 DEPARTMENT REPORTS CODE ENFORCEMENT REPORT Code Enforcement Officer Vevone reports that both properties belonging to Adams and Hess have received violation notices and will be served to appear in court. Discussion of solar farms and windmills which are becoming the next energy initiatives in the area. Questions of planning board to do SEQR; no zoning board to do site planning. Attorney Smith to draft laws to discuss and forward to planning board HIGHWAY REPORT Superintendent Steger absent but distributed a thorough report of the departments daily activities. TOWN CLERK The Monthly Clerk s Report was provided to the Town Board. Total local revenues remitted for the month of December were $671.00 and have been deposited. Motion by Supervisor Jayne, seconded by Councilman Juli to accept all department reports. Unanimously approved Ayes (5) Juli, Jayne, Cuddeback, MacDuffee, Edmonds Request from Town Board to receive meeting minutes within 7 days via mail, email and website RESOLUTION #2017-25 ABSTRACTS: On a motion by Councilman Juli, seconded by Councilman MacDuffee, the following resolution was ADOPTED Ayes (5) Juli, Jayne, Cuddeback, MacDuffee, Edmonds 5

RESOLVED that the abstracts be paid in the following amounts: General Fund No. 470-484 $5,423.73 Highway Fund No. 493-498 $4,471.78 Garbage Fund No. 501 $11,375.00 Resolved that the Niles Town Board adopt RESOLUTION #2017-25 Motion by Supervisor Jayne, seconded by Councilman Juli seconded to adjourn. Unanimously approved. Ayes (5) Juli, Jayne, Cuddeback, MacDuffee, Edmonds The meeting was adjourned at 8:00 p.m. Respectfully submitted, Tara L. Covert Niles Town Clerk 6