Town Board - Regular Meeting

um that we could bill right through payroll. But that way if you guys need any sort of HR work, we're there to help. Um did you want me to go through like the specifics of the package or does anyone have questions?

Okay. Well, yeah, one of the other things we talked about too was switching your payroll system. We have two platforms internally. One's called Evolution. It's a it's a simpler, older system moving over to our UKG platform. Um, so we're one of about about 80 companies in the country that can resell UKG software. Um, the difference between this and the old system is it would get your timekeeping and payroll all under one roof. Everything's serviced locally here in Western New York. The change um in cost to that is about $7 a pay period more. So, it's most likely what it would have gone to anyway with the um the inflation adjustments that we do every year. Um, and then the time clock is we'd just be I believe you're leasing a time clock now, just purchasing this and be being done with it. And again, if there's any issues with that, we warrant it and we service it all here in Buffalo. Um, in terms of what we're looking at for our HR packages, we would get some people out here on site for the first little bit um to do some of the file audits, make sure the I9's are all up to where they need to be, update the handbook. We looked at that a little bit. It looked like it hadn't been done in a while, which is normal. um people just don't get to them every year. It also includes like access to training software called Mineral, which is your New York State sexual harassment training, anti-bullying trainings included with that. Um labor posters, legal updates. Um we help with onboarding paperwork. Um we do the FSLA audit, I9 audit, wage and hour audit, file audit, um 80 ADA advertising, COBRA advertising. So just making sure that everything's where it needs to be. And then with these packages too, when there's any updates throughout the year, we we provide those too. So new posters or if there's new policies, we automatically update the handbook. This also comes with bimonthly touch points. So we're on call all the time, but we schedule a call every two weeks just to check in and see how things are going. So you can talk with our HR staff.

Yeah. Yeah. And it's all done in real time with UKG. So it's I mean if you want to check even like throughout the day where people are at, you can do that. And then people can check their balances. Um they can check it at the clock. They can even check it right from their phones or on a computer. So it's just a much more comprehensive system. I like the old system too, but it's two separate systems you have to manage. Um this is a lot easier all the way around and it's reporting the reporting capabilities are much greater than evolution. Now, the time clock, is that in-house? Um, those are those actually come from UKG. We handle them all. Like, we we stock them and all that, but it's it's called a 9100, I believe.

No, they're going to have to punch in in house, though. They can't punch in on their phones or anything. Or It has the capability if you want it, but I think what we talked about is not turning that on, so they physically have to be here to do it. Yeah. Yeah. Okay.

Yeah. Yep. Yep. All the all the PTO balances. So, that even can be like the like New York sick time and all that's available in there, too. I don't think we're going to put all of that. We'll probably just do like sick time um PTO.

Oh yeah. Yeah, we can print them on there. We always We have a digital backup as well, too. So, either way, we got to track those. It's just um But we print those out at EBC, so we can put on there whatever you'd like. I believe that's one that's in there on so it can covered one or two ways. I believe that's one that's in mineral but we also can do that with our HR team. They can come and do that kind of stuff on site. We can even do mediation and stuff like that and investigations if we have to. Mhm. So, there's a physical time clock that we mount on the wall. It's got a touchcreen on it. So, we'll probably I

don't know if we're going to go with numbers. We can go with facial recognition on it. There's a number of different ways that you can do it. And they clock in, clock out. They can request paid time off there, vacation time. Um, but it's all the idea is to have it in one location so people physically have to be here to punch in and out.

Um, they probably will. We haven't talked about that, but generally those proximity pad badges do work. We just have to test them. So, you can use that. There's there's a number of ways to do it. I have to test those though. Thank you. I believe Matt left this on. Is that true? Okay. How's everyone tonight? Good. I'm glad that the uh weather has turned to a little bit warmer, so hopefully it'll stay that way so we won't freeze. But anyway, I just wanted to uh make uh a remark about the new time clock and and uh the HR system. Having worked here now for, you know, the better part of a year, it's very apparent that there's just really no one here that can do those things, you know, do the HR. And uh I think I think it's well worth the money. And also with this new time clock and payroll system, I believe, and Matt, you could please correct me if I'm wrong, but the payroll will really be transfer or the time clock information will be transferred right over into the payroll. Is that correct?

Yes. So, right now I have to print out the time cards. We get them signed, but then I have to input the information into the payroll system. So now we can we'll still have to make sure everybody's approved, but once it's approved, it will, you know, I'm thinking I can press a button and it will go right over. So that will certainly be a time savings on my part when I do the payroll every other week. So I just wanted to let you know that. Um, and also tracking time, which I know is important to everyone right now. It it's it's catches catch can, you know, so to speak. there's really no I can tell what was paid out so I know what was used but I don't know what the beginning balances were so it makes it pretty hard and so that way we would be able to get something that would be everybody would know and there would be no questions because every you know Pam just said to me the other day I don't know if I have any more personal time yet left or not right so anyway that I think that will go a long time you know a long ways to answering everyone's questions questions and uh and resolving some some issues that as they come up. So that that's all that I really have for today.

Yes, that's correct. And that will when Matt when this gets it put into place, we'll have to have some training because right now I don't know if anybody's taking vacation time, personal time, comp time, sick time, holiday time until I'm doing the payroll. And that really what should happen is that should be put in, you know, in advance. So all the p all the holidays should be put in right away which is not the case now. you know, when someone wants to schedule vacation, it should get approved. There's, you know, should be some kind of a form. It should get they should fill it out, get it approved by the supervisor and given to whoever's, you know, monitoring the payroll, which I don't know if it would be me or someone else, but anyway, that could already be in the um time clock so that when that payroll comes through, it's already there and it we don't have to go around and oh, was so and so off, you know, what what kind of day did they take? you know that type of thing. So I think that it will be a tremendous help to everyone. Yes.

Mhm. Right.

Right. Right. Well, and the other thing that I want to weigh in on this is $8,000 for HR for a year. You could never hire someone for $8,000. Never, ever, ever. So, you know, and uh they have a availability 24 hours a day if something were to come up, you know, an emergency of some sort. Uh and um they also do that touch point, you know, every couple weeks. So, I think it it is certainly well worth the $8,000 that um has been budgeted for. So, okay. Yes.

Oh, you're very welcome. Thank you for the opportunity. Well,

I don't I I but but we could do that, couldn't We

Mhm. Yeah. You can set up the job and then um it can get charged. Now, that might be something that they might have to do on their um phone when as they're going or but if you're out on on the you know in the field so to speak, you might have to do some of that. Um and we well we'll have to well it it actually if you're just recording because I know we talked about not being able to punch in and out outside the building, but this is just allocating time. So would that be a different would that be would that be different than punching in and out? Okay. So it would be a we would be able to do that. Okay. But I think it's an a step in the right direction for sure. Okay. Thank you. All right, everybody hear me? Yep. Okay. Um, so there's a total of 16 homes on the market. 13 out of the 16 homes are pending. Um, four homes sold in the month of November. Four homes went on the market. Average sold price is

138100. Um, exemption letters are set to be sent out the first of the year. All exemptions are due March 1st. If you are applying for a new exemption, that application is also due March 1st. And that's all I got.

I don't have an exact date of when the letters will be mailed. Um I'm currently more than halfway through Shelby and then I will move on to Ridgeway. So my hope my plan is April um March April but I don't want to be tied to that um but that's my hope and then once the letters are issued you can call my office and that's when you can do an informal um and that would be meeting just with me you can do that so then I will also provide those dates when that will be available um we keep them to 15minute appointments ments. So, um I don't plan to do Monday through Friday all day long. I would like to space them out. Um but again, that will all be in the letter. And then grievance day is the last Wednesday in May. So, I don't know that exact date offhand. Um but that will be grievance day. And then those hours will also be printed on the letter. No. So the new tax rule starts July 1st. So the first tax bill that you will see with that increase will be the school bill in September. So for anybody that lives in the village, you will get that reassessment letter. You will still have your June tax bill, but that will not be reflective of the new assessment. The first assess the first tax bill that you will see with the assessment is the school bill. Then January for town and county and then school or then village. Yep. Anybody else? Yep. What do you mean? Every single one. I look at every single

house. I cannot physically go on any property um unless the homeowner requests that, which that would happen at informal. Um, but I I I did actually hear that comment. Um, I do drive by every house. It might not be within a day, an hour of when I'm looking at the house, but I believe me, I've been all over this town, up and down every single road. I know your house, and that's how I reassess it. Yes. So, percentage 100%. I look at every single house. Okay. Yep. testing. All right.

Yeah, I got a question here on the auction. And uh is there a breakdown of what we got uh for each item? How much Do you know what the total was uh everything or No, the only thing that was and that money goes back into the to the board or to the I mean it doesn't stay in the highway, right? I mean

go to the general fund maybe. Right. Right. I know this isn't a big surprise to anybody around it. We need to buy some more. Start.

I'll second. I'll move to approve it. Motion. Yeah. Most

Yes.

No, I'm good. I'll second.

Yes. Motion res officers 103-8 that is because of Linda's continued medical issues that cause her may cause her to miss meetings. She's a vital part of this organization and um so that's why Jim investigated this and maybe Kathy you can talk a little bit what the law is.

Yeah. So the resolution actually needs to be to introduce the local law which would be local law number one of 2026 and then schedule the public hearing. But yes, essentially what it does is it allows boards to say that they're going to set it up so that board members who have family emergencies, have illnesses, um are able to participate remotely. Um, and what that basically involves is you'd have to set up a Zoom meeting or a Teams meeting or some type of meeting where Linda would be on the screen and you could see Linda and Linda could see everybody and everybody could hear Linda and Linda could hear everybody. Um but that just allows for her to continue to participate um and have a a voice on or anyone right who was suffering from um an illness or had to be a way for some reason to part continue to participate and play a role in the town government.

Any questions or comments? Not going to jurisdiction

not under. So, generally, if you're going to allow someone to participate remotely, what the law requires if if a town doesn't do this and someone wants to participate remotely, they have to have their location also be open to the public, right? So if if the town didn't pass this law, Linda's home basically would have to be another meeting location which anybody from the public would be allowed to go and participate in the meeting at her location. This law and the provision of the public officers law that allows the town to pass this law basically says you don't need to do that if you follow this format. So she

she could be anywhere. Yep. So she could be out in Boston. Correct. Yep. She could be anywhere. It just can't it's not supposed to be used for someone taking a vacation. Right. So if someone's on vacation, no, they probably shouldn't participate this way. But if someone is ill or if they're out of the state tending to an ill family member, they would be able to use this law and this process to still be able to participate.

I would think that these would be able to be used. Yes, because I've participated that way in the past. So, participated in the other room. I didn't know I don't recall you participated. I I thought it was in this room when the town met with the village to discuss some of the water stuff, right? So, anyway, yes, you it we should be able to use these screens. Yeah. Thank you. And we have to get the electronics to work for us here. This is very frustrating.

We pay good money to have it done. And uh I will personally get on it the next day or two to make sure that we're doing everything that we should be doing. And I apologize that can't perform the way we're supposed to. So, um, that being said,

um, Ed, uh, I've got a thing here, uh, that was sent to us to review this, uh, remote meeting attendance by board members. Members of the public body shall be physically present at all meetings of such public body unless such member is unable to be physically present at any such meeting location due to the following extraordinary circumstances. Disability, illness, health concerns, caregiving responsibilities or or other significant or unexpected factor or event which precludes the member's physical attendance at such meeting. that was part of the sent to us to preview.

This law doesn't require that. With that being said, we need a resolution to approve local law to provide board members the option to participate in meetings using video conferencing conferencing in accordance with public officers law 103-8. So, it's a resolution to introduce local law number one of 2026 and to schedule a public hearing for whenever the January meeting is with respect to local law number one of 2026. I so move

second roll call. Motion is approved. Roll call. Roll call. Ed. Yes. Johni. Yes. John, yes. We need a resolution to approve the Hemlock Ridge Solar Road use agreement. I know Jim has been in discussion with uh Hemlock Ridge Solar and I believe we modified it somewhat. So maybe you could speak to that.

Yes. Um, so basically the agreement is very similar to the agreement they entered into with the town of Barry. So it sort of requires an assessment of the roads in advance of when they come in to build the solar project. Um, if it's determined that they've contributed to the wear and tear of the roads, then they will provide the funds to repair the roads to the town's standards. And then Jim's concern that resulted in modifications to the agreement was that if they created some condition that posed an imminent danger to the roads that there would be a certain specific time frame within which that would need to be corrected. It wouldn't be able to sort of sit out there for an extended period of time if there was an imminent um danger that was caused by their use of the roads. Any questions or comments? Not entertainment. We'll entertain a motion to approve the resolution for the Hemlock Ridge Road.

Just a just a quick comment on this, John. This I believe would fall into one of the reasons the highway superintendent should be here so he could have input in this. That's a good point. I don't know. I've expressed my feelings. I'm obviously very frustrated and disappointed. Yeah, I I understand the situation. Official. I can only appeal to his professionalism to be here. There's nothing that I can do or the gym can do or anybody else. So, I will continue to hammer that home and I will elevate my message. Uh I'm not happy and I agree with you. So, I don't I don't know what more to say.

Ask a question. Where is this project located? Uh that is on the Smith farm I believe.

Pardon me. Yes, it is. Uh I believe where the where the uh windows were going to go up. No, it's not. It's not that. No. No. They they should have specific roads that they Okay. This Okay. This is the the larger project. Yes. This is the larger project. Yeah. Yes. I'm sorry. They should. Yes. Yeah. That splits Barry and Shelby.

Yeah. They should have specific LA roads named I would think. I don't recall if there's an arbitration clause, but I I think it's if if the town feels like the roads have been damaged because of their use, we go back to them and, you know, demonstrate Hey, this is what it looked like before you started driving all over it with all of these heavy solar panels and this is what it looks like now. So that's why, you know, it would be kind of important for Dale to be here.

Yes. Or video, right? I would anticipate that it would be photos or videos that would be taken prior to the work starting and I don't want this as a matter of record but I believe that Dale said that he has done that but I will check with him and if you're not comfortable with this resolution we can table it the next agreement was that they were going to pay

it's been a while since I've read it. So, let me I should have reread it again for tonight. Let me bring it back up. Now, in Oak Oakfield, they got roads that are off limits to this solar project over there. Are they going to be posting roads? And that's another question. And then, uh they should have a name name of the road that they're going to be using, you know, so everybody knows, you know, I think that's in the agreement, but I think yeah, maybe we should have further discuss Yeah, maybe we should uh review it again. It wouldn't hurt.

We'll let you see what you can find.

I I have it. My computer's just slow. So, Hemlock Ridge is agreeing that it will be responsible for ensuring that all debris, garbage, and waste upon the roads related to the solar project construction activities are disposed of as soon as practicable in the appropriate manner. Um they'll they'll use commercially reasonable efforts not to block or obstruct or interfere with the flow of traffic in both lanes of traffic for any more than 15 minutes at a time. Uh temporary road closings will be properly coordinated in advance with the town. Why did my microphone There we go. No, it's uh it's on the um the town needs to designate a representative from the town to act as its designate.

That should probably be a board member. I would think

I know Jim's been involved heavily involved with negotiations and I think obviously knows more about it than I do. So, trucks are limited to use the roads from 7:00 a.m. to 8:00 p.m. Monday through Saturday and 8:00 a.m. to 8:00 p.m. on national holidays with the exception of construction and delivery activities which may need to occur during extended hours. If they need to use the roads outside of those hours, they'll notify the designate and describe in detail the reasons for such use. Notice will be given 24 hours in advance unless it's because of an emergency situation. parties acknowledge and agree that certain modifications and improvements to the road and related structures may be necessary to accommodate the use of the roads by the company. Um, including the widening of certain roads and modification and improvements necessary to accommodate the heavy equipment and materials to be transported on the roads and those improvements are noted in the E. So, hold on a second and I can tell you what that is. F E

Well, that's not very specific. Um, this I will ask for a motion. If I we cannot get a motion, we can table it until the next meeting. And uh I will ask that Dale be here to talk about what needs to be done, what has been done, and and Jim who again knows more about this than I do. So I don't have a problem if we cannot entertain a motion. So I I will ask if there's if there's a motion to approve this resolution.

No, but I'll I'll make a motion to table it for further review. I'll second it. All those in favor? Roll call. Roll call. Ed. Yes. Yes. Yes. I I'll go through in advance of the next meeting and highlight the key points. I'll do some bullet points so we can put it out for the public and and for the board.

Okay. Great. Thank you. We need a resolution to appoint Julie as the town assessor. I believe And that would be for six years. Yes. By statute. By statute. So to entertain a motion to approve. So So moved. Second. I'll second. Okay. Roll call. Roll call. Ed. Yes. John. Yes. John. Yes.

Thank you. I know it's a difficult job and we appreciate what you do. uh need a resolution to reappoint Marian Fry to a fiveyear term on the zoning board of appeals. Um before you do this, so is her current five-year term up? Yes. And there are only five people on the board, correct?

Okay. So, I just want I I've been working on this wonderful litigation case that involves planning board and zoning board member term limits. And I just wanted to make sure that we were doing it. So, yeah. Good question. Entertain a motion to approve Marian Pride for a fiveyear term on the zoning board of appeals. So move. I'll second. Roll call. Roll call. Ed, yes. John, yes. John, yes.

Resolution is approved. We need a motion to reappoint Markway as the planning board alternate. Any comments on that or questions? If not, entertain a motion. Just just a quick quick question, I guess. Uh do we know how many actual alternates there are for the planning board? Just one. Just one. Okay.

Okay. And I'll make a motion for the resolution. No second. Roll call, please. Roll call. Ed, yes. John, yes. John, yes.

Uh, couple of additions to the agenda. We need to schedule a year end meeting so we can approve approve the bills for 2025. and you would like to do that on Monday, uh, December 29th at 4 pm. There any comments or questions about having it then? Entertain a motion to approve the year end meeting. I so move

second call. Roll call. Ed. Yes. Yes. Yes.

Motion is approved. Uh and we need a motion to approve the organizational meeting for 2025 where Larry Waters will be sworn in and we have scheduled that for Tuesday, January 6th at 6 p.m. questions or comments about the entertain a motion to approve it.

Uh I got just one question on this. Uh, I'm wondering if this 6:00 p p.m. start or time for the board meetings is a necessity. They changed it from seven. Seven seemed to work pretty good. And they changed it to six. For what reason? I don't know. But there's a couple people that that work might have a tough time getting here. Linda being one, Larry being another. I wonder if we should in general look at this for the organizational meeting uh to have the meetings changed to 7:00.

Okay. Is that a discussion? Is that something we have to vote on now? No, I I think it's you do it at the organ I think John's right. You do it at the organizational meeting and what you would do is then say you're setting your board meetings for the second Tuesday of every month at whatever time you're going to set them for. Whatever the board decides at so maintain this meeting at six and then change it to seven at that meeting. You want to have that one at seven? It's up to you. It doesn't Right. You You could schedule that meeting for any time that was convenient. Okay. Well, then I suggest we do it at 7 o'clock for that meeting.

Feedback or comments? Yeah, I'm good with that. Organizational meeting. Organizational resolution to approve the organizational meeting on Monday, excuse me, Tuesday, January 6th at 7 p.m. Motion to approve. Moved. Seconded by second. Okay. Roll call. Pam. Roll call. Ed. Yes. Yes. John.

Yes. all comments. Uh yeah, we are we going to schedule a public hearing for the video um public officers law for the video or we want to wait till organizational or I I thought the motion was to schedule it for the first regular meeting. So that would be uh the first regular board meeting. Okay. On Tuesday the second Tuesday of the month. Okay. Yep. That's fine. You have any comments?

I can't think of any right off now. I have a couple comments. Uh I've been in here. This is my last board meeting except for the year end. It's been a very difficult uh experience because people that got up and left here made the task of a simple task that might take an hour or two turns into a day. Uh and I said before I don't want to look in the rear view mirror, but I don't want to go away without

So, I would make a motion to revise the date of the organizational meeting from January 6th to January 5th at 7 p.m. start. Yep. Good.

So move.

Yes. com. Are you going to get expired situally.

Everybody. Everything. I'll be right. It it wasn't me. Nobody consulted me on this because I I don't know why any of this would need to be redacted. Um, so I didn't see or review any of this before. It was No. Right. Right.

Somebody else should have be able to on the board.

So it's it's at the prerogative of the town board. Typically what happens is the chair of each of those boards makes recommendations. Um so you know if somebody else is interested they could approach the chair of that board to say hey you know if spot when spot comes available which is one person every five years and that's by statute but you could always approach the chairs of those boards and say hey I'm interested and then they can always you know consider going to someone on the board and saying hey you've been here for a long time you know would you mind if we but basically this board is also free not to necessarily follow the recommendation of the chair of each of those boards and to say, "No, we're going to appoint somebody different." But you can't do it in the middle of somebody's term. Right? I'm I'm just again, this is all because I'm like fresh into this with this litigation matter that I've got. So, it can't be during their term. It has to be at the end of each of the terms. Yeah, that that shouldn't have occurred.

They should be able Younger kids. I'll second.

Yes.