July 11, 2008
“The main thing is to care. Care very hard, even if it is only a game you are playing."
--Billie Jean King, American tennis player
Board Letter
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| 1. Monroe County Sales Tax Issue: Attached is the article from the paper outlining the settlement. Although only 3 -4 counties continue to do this, it looks like our $8,000 from Monroe County is safe. As I said earlier, they
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| are even paying our attorneys.
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| 2. Wayne County Sales Tax Issue: This is back under discussion by some supervisors. We get about $835,000 annually in revenue from this source. The "highest Tax Rate in the Country" article has got them upset. I met with Bob Kelsch about this and provided him with some information to help in the discussions. The Wayne County Educational Coalition is setting up a meeting to ramp up for any potential run at the money. Ron Holdraker also came out in support of the take back.
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| Retreat: Just a reminder that we will meet at Casey Park on Monday at Five. Lori has promised a wonderful dinner with her famous appletinis |
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| 4.
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| Orchard Grove Trailer Park Update: For new members, we are working with the county and the town on an assessment dispute with the owner of Orchard Grove Trailer Park, located on Ridge Road in Ontario. This has been going on for some time. I received a letter today that we are still on track to meet with Judge Nesbitt on August 12, 2008. As we get closer to an actual trail date the possibility for a settlement generally improves. I think our appraisals are very good which should be a determining factor. We don't however know what the other side has. |
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| 5.
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| Wayne Teacher Center Grant: I just received word from SED that they have approved our $69,000 grant for the Wayne Teacher center. This will pay for the center expenses for the 2008-09 school school. Barb Heald, who is enrolled in the administrative program, is the current director of the center. |
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| 6.
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| Math Coach: One of the suggestions made at the Board presentation on the new elementary math program was that we consider having a teaching coach to help train and mentor teachers for their first year with the new program. I am pleased to report that Mrs. Cox has enough money left in one of her grants to hire such a person. This will be a one year position, under the direction of Kim who will provide ongoing training for all our elementary staff. This should alleviate any residual concern about the program. |
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| Model Schools Coordinator: The high school has selected Tracy DonVito as the model schools coordinator, replacing Nikki Miller who took an administrative position at Marion. Most of you know Tracy's work ethic and organization skills. While I wish we had another year before this occurred, I know Tracy is up to the task. We will now be advertising for an internship coach to replace Tracy. This person will be working closely with Tracy to make sure the program remains at the high quality that Tracy established. Remember that change is certain! |
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| 8.
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| Administrative Retreat: The administrative retreat is next Wednesday through Friday. We will be close by (Geneva) in case we are needed. Also I will be checking in with Lori. |
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| 9.
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| Population Trend: The US Census Bureau released some population trend information for our area. Over the last five years, every township in Wayne County lost population but two. The two that gained population were Walworth and Ontario, the two towns making up our district. It is another bit of confusing data about our future. |
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| 10. Project Update: I received an email from our architect stating that he heard from our project manager at SED and she is "almost" ready to meet with us. Sorry I haven't anything more to report.
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| 11. Upcoming Events:
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| 7/14 – Board/Administrative Goals Workshop – Lodge @ Casey Park – 5:00 –p.m.
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| 7/16-18 – Administrative Retreat – Out of District
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| July 26 – August 10 – Block Out Week – No meetings/activities scheduled
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| 12. Attachments:
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| a. D& C Article “County, Schools Settle Lawsuit”
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| b. Ontario Town Board Meeting Minutes – 6/23
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| c. Walworth Town Board Meeting Minutes – 6/19
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| d. Wayne’s World – June
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| e. NYSSBA Training – Fiscal Oversight
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| f. NYSSBA – Board Officers Academy
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JUNE 23, 2008
ONTARIO TOWN BOARD MEETING AND PUBLIC HEARING
A regular meeting of the Ontario Town Board was called to order by Supervisor Robert Kelsch at 7:00 PM in the Ontario Town Hall. Present were Supervisor Robert Kelsch, Council members: Jason Ruffell, Lori Eaton-Smith, James Switzer, Stephen Tobin, Associate Attorney for the Town Amy Reichhart and Town Clerk Debra DeMinck.
18 residents and visitors were present at portions of the meeting.
Mr. Ruffell led the Pledge of Allegiance.
Mr. Kelsch opened a public hearing at 7:00 PM to consider proposed Local Law # 3 of 2008 an amendment to Chapter 150 of the Town Code entitled “Zoning”. The legal notice of public hearing was published in the Wayne County Mail and posted on the Town Clerk’s bulletin board on 6/12/2008.
Mr. Jason Ruffell gave a presentation on the proposal. He stated the proposed changes are to refine the code. He went to the Town Board, Zoning Board of Appeals and the Planning Board for input.
Mr. Ruffell reviewed the following proposed changes:
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Definition of Alternative Energy Supply Systems
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Clarification of several definitions
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Addition of minimum 5 acre lot size for windmills
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Addition of section on site plan approval duration three (3) years
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Bulk Area Regulations amended
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Changes to Schedule 1 “Land Uses or Activities”
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Mr. Ruffell reviewed the entire proposal in detail with all the proposed revisions. He explained each proposed change with the use of charts. He opened the floor for discussion.
Mrs. Marian Wulfert, 1340 Lake Rd., asked about the growing movement of roof mounted wind turbines for home use.
Mr. Ruffell will look into it.
Mr. William Bridson, 7225 Lake Road, stated in the future solar was going to be everywhere. He was confused by the chart that stated Rural (R1) and Rural (R2) would not allow solar systems.
Mr. Ruffell explained that solar systems would be allowed in Rural (R1) and Rural (R2) with a special permit. The Town Board will rely on the Zoning Board of Appeals and the Planning Board to use their judgment on where they can be put.
Mr. Kevin Taillie, 1601 Lake Road, wanted to know if wind turbines could be put on the roof of a house and would the size be limited.
Mr. Ruffell explained that yes they would be allowed and as of today there is no size limit.
A motion was made by Mr. Ruffell, seconded by Mr. Switzer, to close the Public Hearing at 7:37 PM.
5 Ayes 0 Nays MOTION CARRIED
Mr. Kelsch opened a regular meeting at 7:37 PM. He asked for revisions to the agenda.
Revisions to the Agenda - A motion was made by Mr. Ruffell, seconded by Mr. Tobin, to approve the agenda with the following revisions: Remove item #13 from the agenda and add the appointment of Shelley LaRocca to the part time Justice Court position. 5Ayes 0 Nays MOTION CARRIED
Comments from the Public – Several residents were present from the area surrounding the Ginna Nuclear Power Plant. They were expressing their concerns over the added traffic, increase in noise levels and the decline in their overall quality of life with the changes made at the power plant after September 11, 2001. Mr. Kelsch is going to call his contact at the Ginna Nuclear Power Plant and state officials to discuss these issues.
Approval of Minutes – Mr. Kelsch asked for approval of the minutes of the June 9, 2008 Town Board meeting. A motion was made by Mr. Switzer, seconded by Mr. Tobin, to approve the minutes as presented. 4 Ayes 0 Nays 1 Abstain (Ruffell) MOTION CARRIED
Correspondence – None
Attorney for the Town Report – Ms. Amy Reichhart, Associate Attorney for the Town, would like to know how the last Town Subdivision Regulations were adopted- by Local Law or Resolution? She asked to be copied on any correspondence for the Attorney.
New Business - A motion was made by Mr. Switzer, seconded by Mr. Ruffell, to accept the Supervisor’s fiscal report for the month of May 2008 as presented. 5 Ayes 0 Nays MOTION CARRIED
A motion was made by Mr. Kelsch, seconded by Mr. Tobin, to accept the monthly Town Board report for the month of May from the Superintendent of Highways. 5 Ayes 0 Nays MOTION CARRIED
Budget Transfers/Adjustments – A motion was made by Mr. Switzer, seconded by Mr. Tobin, to approve the following budget transfer/adjustment:
GENERAL FUND transfer $10,000. from A8160.4 to A5132.4
GENERAL FUND budget adjustment: Increase 510/Revenue A2114 $1064.20 and increase 960/expense A1440.4 $1064.20. 5 Ayes 0 Nays MOTION CARRIED
Appointments/Resignations – A motion was made by Mr. Tobin, seconded by Mrs. Smith, to accept the resignation of Patricia Connorton from the position of part time Court Clerk, effective July 7, 2008.
5 Ayes 0 Nays MOTION CARRIED
A motion was made by Mr. Tobin, seconded by Mrs. Smith, to appoint Shelley LaRocca to the part time court clerk position in the Justice Court, at wage grade 8, with a starting wage of $11.50 per hour, effective June 23, 2008, with a 26 week probationary period as recommended by Judge Higgins and Judge Sucher. 5 Ayes 0 Nays MOTION CARRIED
Reports by Town Board Members – Mr. Kelsch received a call from Crowne Castle regarding their cell tower easement agreement with the town. The town receives $530 per month in accordance with the agreement and Crowne Castle proposes an easement agreement for a lump sum of $88,000. We would receive no more monthly revenue. Our current lease expires in 2018. The Town Board will look into the matter.
Mr. Kelsch responded to a question at the previous meeting from Mrs. Joan Stark regarding why Mr. Kelsch voted against the expansion of the ALS (Advanced Life Support) at the Wayne County Board of Supervisors meeting. Mr. Kelsch stated he is very much in support of ALS. He knew the proposition would pass, he voted no to make a statement. The county needs to build a better budget and follow it, rather than having mid-year budget adjustments.
Mr. Kelsch was asked by our economic development coordinator, Donna Burolla, if the town would consider putting a Chamber of Commerce page on our web site. There were concerns from various board members regarding content and potential liability issues. The Board needs to discuss this further. Mr. Switzer will follow up with Donna Burolla.
Mr. Switzer reported the Vision Plan is moving ahead and a steering committee has been formed. He also stated Timothy Lane is open and it is a realization of a 15 year “vision” for a parallel road and the expansion of the industrial park. Mr. Switzer received several calls regarding open burning over the weekend. It is the responsibility of the Department of Environmental Conservation (DEC). The public may not burn household garbage. The Ontario food pantry’s supply of food is low with the increase in usage.
Mr. Tobin reported on security items at the Justice Court that are being addressed, such as security cameras.
Mr. Ruffell stated the board will adopt Local Law #3 at the next business meeting.
Approval of Claims – A motion was made by Mr. Switzer, seconded by Mr. Ruffell, to approve the abstract of claims for June 23, 2008 including vouchers #1466 through #1588 (#1465 skipped) with a grand total of $180,147.61 and to authorize the Supervisor to issue payments for same.
5 Ayes 0 Nays MOTION CARRIED
Comments from the Public – Mrs. Joan Stark was very happy to see a snow fence up at the ore beds on Furnace Road to keep the geese from crossing the road.
Executive Session - A motion was made by Mr. Ruffell, seconded by Mr. Tobin, to move into an executive session at 9:05 PM on a personnel matter pertaining to a specific person. 5Ayes 0 Nays MOTION CARRIED
Reconvene – 9:15 PM.
Adjourn – A motion was made by Mr. Switzer, seconded by Mr. Tobin, to adjourn at 9:16 PM.
5 Ayes 0 Nays MOTION CARRIED
Respectfully submitted,
Debra DeMinck
Ontario Town Clerk
The above minutes will become official upon approval of the town board.
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| WALWORTH TOWN BOARD – REGULAR MEETING
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| Presiding Supervisor Plant called the regularly scheduled Town Board meeting, held at the Walworth Town Hall, 3600 Lorraine Drive, to order at 7:30 PM.
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| Present:
| Thomas Yale Councilman |
| Frank Maciuska Councilman
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| Patricia Marini Councilwoman
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| Susie Jacobs
| Town Clerk |
| Mike Frederes
| Highway Superintendent |
| Rob Burns
| Sewer Superintendent |
| Jacqueline Van Lare Recreation Director
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| Karen Ambroz Assessor
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| Carl Hewings Engineer for the Town
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| Denise Munson Attorney for the Town
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| Absent: Suzi Hawkins-Mance Councilwoman
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MINUTES:
Motion by Councilman Maciuska to approve the minutes of June 5, 2008, as presented.
Seconded by Councilman Yale.
Adopted: Vote Ayes 4 Nays 0
“CATCH A KID” AWARD:
Supervisor Plant presented a “Catch a Kid” Certificate to Joshua Malone for demonstrating compassion and care for those around him. He is always willing to give of himself to make something better for someone else.
CORRESPONDENCE:
Susie Jacobs, Town Clerk, stated that Council members had received copies of, and then read, the following item:
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Letter from Town of Ontario, dated June 13, 2008,
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Dear Ms. Jacobs:
Attached is a copy of the Town of Ontario’s proposed Local Law No. 3 – 2008 which would amend the Town Zoning Law: Chapter 150 of the Town Code Section 150-5-Definitions. A Public Hearing will be held by the Ontario Town Board at 1850 Ridge Road on June 23, 2008, at 7:00 PM. All interested persons shall have an opportunity to be heard.
If you have any questions, please feel free to contact me at 315-524-3441, extension 2000. Thank you. Debra DeMinck, Ontario Town Clerk.
Motion by Councilwoman Marini to accept and file. Seconded by Councilman Maciuska.
Adopted: Vote Ayes 4 Nays 0
SUPERVISOR’S REPORT:
Motion by Councilwoman Marini to approve and file the Supervisor’s Monthly Report for May, 2008, as presented. Seconded by Councilman Maciuska.
Adopted: Vote Ayes 4 Nays 0
PUBLIC PARTICIPATION:
No one present offered any comments.
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RESOLUTION 51-08 – AUDIT OF CLAIMS:
Councilwoman Marini offered the following Resolution 51-08 and moved its adoption. Seconded by Councilman Maciuska to wit:
WHEREAS, the following claims submitted at the scheduled Town Board Meeting of June 19, 2008, have been audited and approved by the appropriate Council Members.
BE IT RESOLVED that the claims be paid on Abstract #6, numbered 729 through 903, in the following amounts:
GENERAL FUND
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$ 55,220.37
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HIGHWAY FUND
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$ 180,656.94
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WALWORTH SEWER DISTRICT #1
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$ 29,029.00
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BROOKSIDE LIGHT DISTRICT
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$ 8.76
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GANANDA LIGHT DISTRICT
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$ 939.86
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HARVEST HILL LIGHT DISTRICT
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$ 600.37
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ORCHARD VIEW LIGHT DISTRICT
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$ 78.66
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WALWORTH LIGHT DISTRICT
CEMETERIES
ALBRIGHT/BUSHWOOD EXT #12
KUTT/CANANDAIGUA EXT #15
MILDAHN ROAD EXT #16
COUNTY LINE ROAD EXT #17
PLANK ROAD EXT #18
DAANSEN ROAD EXT #5
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$ 686.18
$ 404.00
$ 643.50
$ 570.37
$ 816.00
$ 1,394.00
$ 1,020.00
$ 131.63
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WALWORTH CONSOLIDATED DRAINAGE
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$ 3,574.70
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PARK SPECIAL REVENUE FUND
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$ 1,344.02
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BE IT FURTHER RESOLVED that the claims be paid on Abstract #6, numbered 80 through 101, in the following amounts:
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$ 25,392.28
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NOW THEREFORE BE IT RESOLVED that the Town Council of the Town of Walworth adopt resolution 51-08.
Adopted this 19th day of June, 2008, at the meeting of the Town Council.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Resolution carried.
DEPARTMENT HEAD REPORTS:
HIGHWAY DEPARTMENT –
Nothing reported at this time.
SEWER DEPARMENT –
Nothing reported at this time.
RECREATION DEPARTMENT – NEW “GINEGAW PARK” SIGN
Jacqueline Van Lare, Recreation Director, reported that the parks employees had constructed and installed a new “Ginegaw Park” sign.
RECREATION DEPARTMENT – OUTHOUSE BUILDING REMOVED
Jacqueline Van Lare stated that the outhouse building in Ginegaw Park had been removed, courtesy of the Walworth Sewer Department.
RECREATION DEPARTMENT – FRIENDS OF THE WALWORTH PARK
Jacqueline Van Lare reported that she had received notification from the State that all the necessary documentation had been filed for “Friends of the Walworth Park.” Phase two is getting the 501C(3).
ASSESSOR –
Nothing reported at this time.
ENGINEER FOR THE TOWN – UPDATE
Carl Hewings, Engineer for the Town, reported that Parrone Engineering had ongoing coordination with Planning Board applications and applications for the senior housing subdivision.
Carl Hewings stated that they were also continuing their coordination on the MS4.
ATTORNEY FOR THE TOWN – UPDATE
Denise Munson, Attorney for the Town, reported that she was working on some research projects for Phil Williamson, Code Enforcement Officer, and reviewing contracts.
TOWN CLERK –
Nothing reported at this time.
COMMITTEE REPORTS:
SEWER COMMITTEE – ENGINEER FOR SEWER UPDATE
Councilman Maciuska reported that they had reviewed and ranked the applicants for the Engineer for the Sewer Department. The committee had decided that they would like to conduct interviews over the next two (2) weeks. Discussion ensued. It was decided that each company would propose a Project Manager as the person to be interviewed. Appointment scheduling will be coordinated with Barb Kuelling. Rob Burns, Sewer Superintendent, will continue to consult with Parrone Engineering until an appointment has been made.
CABLE TV COMMITTEE – UPDATE
Councilman Maciuska reported that Time Warner is spinning off another company called “TWX,” and it should not affect our cable rates.
LIBRARY BOARD OF TRUSTEES MEETING UPDATE
Councilman Maciuska presented Council members and Department Heads with some “trinkets” from the “Walworth Seely Public Library Summer Reading 2008 – Catch the Reading Bug!” campaign.
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Reading Incentive starts June 23 (prizes for returning a reading log)
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Programs for all ages beginning the week of July 7 through August 11
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Summer Wrap-up with Special Friends – August 20
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Book and Movie Club on Tuesday’s and Thursday’s @ 3:00PM beginning
July 8
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Craft Program for Children of all ages – Monday’s and Friday’s @ 11AM
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New this year: Gaming Tournaments at the Library every Friday afternoon from 1:00 to 6:00PM
GRANTSMANSHIP TRAINING AUTHORIZATION:
Motion by Councilwoman Marini authorizing Jacqueline Van Lare, Recreation Director, to register for a Grantsmanship Training Program to be held November 3 – 7, 2008, in Oriskany, New York, at a cost not to exceed $437.50. Budgeted line to be supplied by Supervisor Plant and Jacqueline Van Lare at a later date.
Seconded by Councilman Maciuska.
Adopted: Vote Ayes 4 Nays 0
ASSESSMENT DEPARTMENT – EQUALIZATION RATE.
Councilman Yale reported that he had been notified by the State Board of Real Properties Services that the equalization rate for this year was 100%. Congratulations were extended.
ORCHARD VIEW LETTER OF CREDIT RELEASE APPROVAL:
Motion by Councilman Yale authorizing the release of $17,692.26 to the developer from the Orchard View Development Letter of Credit. Parrone Engineering reviewed the documents and was in agreement.
Seconded by Councilwoman Marini.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Motion carried.
WALWORTH LIONS CLUB 2008 FESTIVAL IN THE PARK PARADE:
Supervisor Plant stated that the Town Board had been invited to participate in the parade and inquired how many Council members would be riding in the car. Councilman Maciuska, Councilman Yale and Councilwoman Marini stated that they would be participating.
LICENSE AGREEMENT FOR MOBILE CONCESSION DISCUSSION – GINEGAW PARK:
Supervisor Plant explained that Jacqueline Van Lare had been approached by a vendor to sell concessions in Ginegaw Park during the soccer season July 7 - August 17. Supervisor Plant stated that a License Agreement Contract had been prepared and reviewed by the Attorney for the Town. The vendor presented his insurance policy to Supervisor Plant for review, and the area of concern was that the liability insurance was in the amount of $500,000.00. The vendor had asked if the Town would be interested in lowering the requested amount of $1,000,000.00 liability policy. The soccer season is for six (6) weeks, and this would not be a very large money-making venture; however, parents would be very appreciative. After research by the Town Clerk, no documents had been found pertinent to the amount of liability insurance required by the Town; some information was available pertaining to demolitions in the Town Code, requiring $2,000,000.00. Discussion ensued with Council members saying this was a wonderful idea; however, Councilman Maciuska commented that the Town had always required a $1,000,0000 policy for others, such as the Walworth Lion’s Club. Councilman Maciuska stated that he recalled $1,000,000.00 was the minimum amount the Town insurance representative had recommended years ago; Supervisor Plant stated that this was not in writing anywhere. Further discussion and negotiations took place, with the final decision being a motion.
Motion by Councilman Yale to approve the License Agreement with the allowance of $500,000.00 liability insurance, to include allowing the Supervisor to negotiate the terms of the contract.
Seconded by Councilwoman Marini.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Motion carried.
Comment: Councilman Maciuska commented during the roll call that he would “Aye” proviso that negotiations took place.
AMEND MOTION – LICENSE AGREEMENT MOBILE CONCESSION:
Motion by Councilman Yale to amend the License Agreement for Mobile Concession motion to include Resolution 50-08.
Seconded by Councilwoman Marini.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Motion carried.
RESOLUTION 50-08 – MOBILE CONCESSION WAGON GINEGAW PARK:
Councilman Yale offered the following Resolution 50-08 and moved its adoption. Seconded by Councilwoman Marini to wit:
WHEREAS, the Town of Walworth recognizes an opportunity for a mobile concession wagon for the sale of foods and soft drinks in Ginegaw Park in Walworth, New York; and
WHEREAS, the License Agreement will state such terms and conditions; and
WHEREAS, the Town of Walworth authorizes Supervisor Plant to enter into an agreement between Roger Wallace, dba Bubba’s Hots, and the Town of Walworth, New York, relative to a License Agreement for 2008.
RESOLVED, that Robert Plant, Town Supervisor, is authorized to sign the License Agreement.
NOW THEREFORE BE IT RESOLVED, that the Town Council of the Town of Walworth adopt Resolution 50-08.
Adopted this 19th day of June, 2008, at the meeting of the Town Council.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Resolution carried.
FARMLAND PROTECTION GRANT:
Motion by Councilwoman Marini to approve payment of expenses for the Farmland Protection Grant to Wayne County Planning for an amount not to exceed $1,200.00.
Seconded by Councilman Maciuska.
Discussion: Councilman Maciuska asked if there was money still available. Supervisor Plant replied, “yes.”
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Motion carried.
HIGHWAY & SEWER WIRELESS INTERNET DISCUSSION:
Supervisor Plant reviewed with Council members what had been emailed to them on June 10 regarding Integrated Services’ tests for wireless internet to link the Sewer Department and Highway Department to the Town Complex. Because of the crest in the hill between the Town Complex and the Highway Department, the Line of Sight Radio only will get us to the Sewer Department. We could scale back to go just to the Sewer Department and lower the cost by about $1,000.00 plus. To go to the Highway Department we would need an up-grade to Near Line of Sight Radio, which would provide a wider band width at an additional cost of $5,000.00 (from the already budgeted amount of $8,000.00). Discussion ensued with Council members stating that internet communication, access to a lot of information and access to the server at the Town Hall are prudent in these times. Work will begin in a couple of weeks.
Motion by Councilman Yale authorizing the expenditure for wireless connection for the Highway and Sewer Departments, with a change order increase of $4,500.00 from Resolution 30-08 on April 3, 2008, expending $8,000.00; the total amount not to exceed $12,500.00, from line items A1620.21R and SS8130.27R.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Motion carried.
NEW YORK STATE 2008/2009 MEMBER INITIATIVE PROGRAM GRANT FUNDING:
Supervisor Plant stated that he had received notice from Assemblymen Robert C. Oaks as follows:
June 4, 2008
Dear Supervisor Plant:
I am pleased to inform you that I have been able to direct $3,500.00 in grant funds for the Town of Walworth under the 2008/2009 Member Initiative Program.
It is my understanding that the Town of Walworth will utilize the resource to fund the wireless connection for the Town Hall to the Highway and Sewer Departments.
The grant is subject to review by the Governor, the New York State Comptroller and the State Attorney General’s Office to be certain that it corresponds to the appropriate criteria for this particular funding program.
It is my understanding that you should be in receipt of the grant paperwork or should be receiving it in the near future. I hope that the funding will assist you in your efforts to improve a quality of life for the residents of your area in the 128th Assembly District.
It is my privilege to be able to work with and support the Town of Walworth.
Best wishes.
Sincerely, Robert C. Oaks
EQUIPMENT SURPLUS AUTHORIZATION – REGIONAL COMPUTER RECYCLING & RECOVERY:
Supervisor Plant stated that the Sewer Department had the following:
1 Horizon computer, no serial number
3 monitors
The Town Complex had the following:
1 BENQ CGHKFY7YXR3XR – 3XT37HG8PR – XP26B
1 Soyata HJM97MPPKR6GCHQ4QKQ2 – 66F36
1 Nitsuko MLO1453NVM202EX
5 monitors
3 printers
Regional Computer Recycling and Recovery is sponsoring an electronic recycling on June 21, from 9:00AM to 1:00PM, and we would like to send these surplus items.
Motion by Councilman Maciuska to declare the above-mentioned equipment surplus and send them to Regional Computer Recycling and Recovery.
Seconded by Councilwoman Marini.
Adopted: Vote Ayes 4 Nays 0
MEETING ROOM TABLES PURCHASE AUTHORIZATION:
Motion by Councilman Maciuska authorizing the purchase of two (2) tables, 36” x 72” natural cherry banding with green laminate top, manufactured by Gunlocke Furniture at a cost not to exceed $1,200.00, from building equipment line A1620.22.
Seconded by Councilman Yale.
Adopted: Vote Ayes 4 Nays 0
RESOLUTION 53-08 – PROCUREMENT POLICY:
Councilman Yale offered the following Resolution 53-08 and moved its adoption.
Seconded by Councilwoman Marini to wit:
WHEREAS, Section 104-b of the General Municipal Law requires every town to adopt internal policies and procedures governing all procurement of goods and services which are not required to be made pursuant to competitive bidding requirements of Section 103 of the General Municipal Law, and
WHEREAS, the Town Board is desirous to comply with Section 104-b of the General Municipal Law and adopt internal policies and procedures governing all procurement of goods and/or services which are not required to be made pursuant to the competitive bidding requirements of Section 103 of the General Municipal Law.
WHEREAS, the Town Board adopted a procurement policy January 2, 1992, and amended it May 2, 1992; and
NOW, THEREFORE, IT IS RESOLVED, that the Town of Walworth does hereby adopt the following procurement policies and procedures:
Awarding Contracts
It is the policy of the town to award contracts for the purchase of goods and services to the lowest bidder at the lowest quote. However, exceptions may be made in the event that the lowest bid is not the lowest responsible bidder, or if there is a compelling reason to award the contract to another, such as there is a significant and measurable difference of quality between the lowest bidder and the lowest acceptable bidder, or there is a need for standardization of parts, et cetera. In each such occasion, the person responsible for the procurement shall set forth in writing the reason why the lowest bidder is not recommended or not awarded the contract, and such procurement shall be subject to the approval of the Town Board. No bid shall be solicited from any firm in which the officer or employee, or any member of his or her family, has any direct financial interest.
Solicitation of proposals or quotations not required
A. Acquisition of professional services
B. Emergency purchases as defined by General Municipal Law #103
C. Sole source situations
D. Goods purchased from agencies for the blind or severely handicapped
E. Goods purchased from correctional facilities
F. Goods purchased from another governmental agency
G. Goods purchased at an auction
H. Goods purchased under New York State contract
I. Original equipment replacement parts/service.
Bidding Requirements
It shall be the practice for all officials and employees of the Town of Walworth to procure goods and services by advertisement for sealed bids as set forth in the bidding requirements of the General Municipal Law #103.
Exceptions
Exceptions to this policy are allowable pursuant to the General Municipal Law where contract for public works projects are less than $20,000 and contracts for the purchase of goods are less than $10,000. In those cases, the exceptions to General Municipal Law #103 may be allowed pursuant to General Municipal Law #104 and the following:
A. The use of a bid, complying with Article 5-A of the General Municipal Law, from another agency to purchase goods and services which the Town of Walworth would benefit from utilizing.
B. In connection with the procurement of goods having a value of more than $2,000 but equal to or less than $10,000, and for the procurement of contracts for public works having a cost of more than $10,000 but equal to or less than $20,000, there shall be obtained three written/fax quotations which shall be maintained in a separate non-bid procurement file to be presented to and approved by the Town Board.
C. For the procurement of goods having a value of more than $1,000 but less than $2000, or services having a cost of more than $1,000 but equal to or less than $10,000, three oral quotations shall be obtained, and a written memorandum setting out the bidder, bid price, date the oral quotation was made and any conditions or limitations on the offer shall be prepared and maintained, to be presented to and approved by the Town Board unless within Department Head spending limit.
D. For goods having a value of less than $1,000, or services having a cost of less than $1,000, alternate price quotations are not required, provided that Department Head approval is obtained.
Written Request Form
In all cases, the Town shall create a written request form for all oral and/or written quotations for each non-bid item, and the same shall be maintained in the non-bid procurement file in the Town Clerk’s Office.
Recordkeeping
All information gathered in complying with the procedures of this guide shall be preserved and filed with the proper documentation supporting the subsequent purchase or service.
Further Action
Appropriate Town Officials shall take such further action as may be required.
Annual Review
This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as reasonably practicable.
TOWN OF WALWORTH
PROCUREMENT POLICY FORM
PURCHASE
Describe Item or services: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1. Will the cost for current fiscal year be less than $10,000 (purchases) or $20,000 (services)?
Yes ______ No ______ If no, competitive bidding required.
2. Have other departments’ needs been considered in determining the estimated total needs for the current fiscal year?
Yes ______ No ______
3. Use For Purchases Only
A. Less than $10,000 but greater than $2,000: List at least 3 vendors and amount of quotes.
Vendor Name Quantity Price
_____________________________ _____ __________ ____________
_____________________________ _____ __________ ____________
___________________________________ __________ ____________
Written or fax quotes must be attached.
B. Less than $2,000 but greater than $1,000. List at least three vendors and amount of quotes.
Vendor Name Price Quantity Date
________________________ ________ ________ __________
________________________ ________ ________ __________
________________________ ________ ________ __________
If written quotes, please attach.
4. Was the lowest quote accepted: Yes ______ No ______
If no, provide written explanation of reasons for accepting higher quote (must be in the best interest of the Town of Walworth). Use additional sheets for explanation if required.
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Date: ____________________ Signature: ______________________________
FINANCIAL TRANSACTIONS:
Councilman Maciuska offered the following Resolution 52-08 and moved its adoption. Seconded by Councilwoman Marini to wit:
BE IT RESOLVED that the Senior Account Clerk be authorized to modify budget as follows:
$285.00 from General Fund Balance to A6989.41 Farm Land Preservation Grant. To cover attorney fees.
Roll call vote: Councilman Maciuska Aye
Councilwoman Marini Aye
Councilwoman Hawkins-Mance Absent
Councilman Yale Aye
Supervisor Plant Aye
Resolution carried.
EXECUTIVE SESSION:
Motion by Councilwoman Marini to enter into executive session to discuss proposed, pending or current litigation. Seconded by Councilman Maciuska. Adopted: Vote Ayes 4 Nays 0
Time: 8:10 PM.
RECONVENE:
Supervisor Plant reconvened the regularly scheduled Town Board meeting.
ADJOURNMENT:
Motion by Councilman Yale to adjourn. Seconded by Councilwoman Marini and unanimously carried.
Time: 8:20 PM.
Respectfully Submitted,
Susie C. Jacobs
Town Clerk
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Letter to the Board
