The regular meeting of the Groveland Town Board was held on Thursday August 13, 2009 at the Town Hall.

Present: James C. Merrick, Supervisor; Burt Lyon, Bill Carman, Craig Phelps, Councilman; Kevin Niedermaier arrived at 8:07 p.m., Councilman

Absent: Greg Adamson, Highway Superintendent

Other Attendees: Jan Rogers & Thomas Didas Insurance Agents

Town Clerk handed out the monthly clerk report.

 Supervisor handed out the monthly financial report along with the Livingston County Board of Supervisor minutes and communications updates: 2009-2010 JCAP grant was submitted on July 31^st. Justice Grant 2008-2009 construction grant submitted with a bench pending Member Item Money.

 Supervisor called the meeting to order @ 7:54 p.m.

Motion by Carman, seconded by Lyon the audited bills be paid. General Fund vouchers numbered 208-233 for $4,839.58; Cemetery Fund vouchers numbered 9-11 for $2,428.31; MVP voucher number 196 for $4,475.73; Highway Fund vouchers numbered 197-219 for $45,763.46. Motion carried unanimously.

Motion by Lyon, seconded by Phelps to approve the minutes of the regular meeting held on July 16, 2009 with a spelling correction. Motion carried unanimously.

Motion by Phelps, seconded by Carman to accept the monthly financial reports submitted. Motion carried unanimously.

Old/New Business:

HIGHWYAY REPORT – Greg was at the Federal surplus site and submitted a report in writing. (See attached)

EMPLOYEE HANDBOOK – Kevin stated it is complete and will bring it at next months meeting.

COMPETTIVE INSURANCE BIDS – letters were submitted to State Farm, Long Agency, Tomkin Insurance and Chanler Agency of which, State Farm does not handle municipalities because of liability and Chanler responded that they would need at least 60 days to review and submit a proposal. The board all agreed that in the future to send letters out earlier to give enough time for bids.

• TOMPKIN INSURANCE BID – Tom Didas of Tompkins Insurance presented his quote for the auto and town policy. The quote listed NYMIR as the underwriter to the policy which would require the town to pay for membership dues of $288/ year and a 5 year contract if the proposal is accepted. Didas stated the policy is very comparable to the existing in many cases it has higher coverage. Quote is for $17,850.29 for a one-year term, assuming all equipment is current. NYMIR is an A- rating.
• LIVINGSTON INSURANCE BID – Jan Rogers of Livingston Insurance presented two quotes for the auto and town policy. One listed Selective as the underwriter and Trident on the other policy as the underwriter. Jan stated that it is virtually impossible to get apples to apples policies. He feels that the Selective Company is stronger and better rated company because of the employment practices and would suggest staying with Selective. Quote is for $20,631.53 for a one year-term, excludes Terrorism policy. Selective is an A+ rating.
• Trident Quote: $19,320.09 but excludes many items that Selective offers mainly the Pubic Officials policy. Also, the autos are not covered under an Inland policy.

Jan pointed out a few differences between Selective and NYMIR: NYMIR offers excessive liability coverage plus umbrella. If something isn’t covered under liability the excess does not cover, but umbrella policy does, which offers a broader policy. NYMIR can asses 10 times the premiums if they have financial problems, they are not an insurance company, even though this is rare to happen, but it is something to think about.

Jan stated that currently we have paid out $22,000 so far with the highway accident with the

girl. He hopes to continue as the local agent and has been in the service for 31 years.

Tom recapped that he is also local in Dansville and recommended that the board consider reviewing policies and passing a Liability Resolution.

Supervisor recommended that a board member take home all the proposals and bring back recommendations at the next meeting. Phelps and Carman agreed to do so.

STREAMBANK RESOLUTION #8 – a letter from Liv. Cty Planning Department was passed around looking to apply for a grant to help develop and implement a program to restore and stabilize streambanks in the watershed. Motion by Phelps, seconded by Niedermaier to do a resolution in support of applying for the grant. Motion carried unanimously. (See resolution #8-2009)

PLANNING BOARD APPLICATION – Town Clerk received a letter from W. Daniel Rossborough who is interested in serving on the planning board. There is an open position.  Roxanne Adamson currently serves as the alternate. Board discussion was to write a letter to Adamson to give her the opportunity to move up to the regular position. Motion by Lyon, seconded by Phelps to appoint Rossborough as an alternate to the Planning Board. Motion carried unanimously.

BE LAKE FRIENDLY RESOLUTION # 9 – Phelps as the Groveland representative to the Conesus Lake Association presented the resolution to the board and expressed his support to make residents more aware of how they can help. Motion by Phelps, seconded by Niedermaier to do a resolution in support of Be Lake Friendly. Motion carried unanimously. (See resolution # 9- 2009)

HIGHWAY UNION CONTRACT – Supervisor reported that the highway contract is up at the end of the year. The union representatives are new this year but suggest appointing a committee to work with Mark Caldwell. Lyon and Niedermaier agreed to serve on the committee.

Communications:

Supervisor stated he has all department budget requests, which range from 2% - 16% salary increase requests. A letter was attached from the justices with explanation if anyone would like to read. He plans to present a flat rate increase if possible.

Niedermaier stated after seeing the recent Cattaraugus County flood damages it does raise great insurance concerns especially with the Public Official coverage.

Phelps reminded everyone of the Farmland Protection Kick-off meeting set on Tuesday August 18, 2009 at the town hall.

Town Clerk handed out a request from Association of Towns to go online and file out a survey how to eliminate or restructure unfunded mandates for local governments.

Town Clerk reported that Betty Sanderson will fully retire at the end of the year. I will be looking for a replacement. Betty will stay a few months into the next year while training a new deputy.

Town Clerk reported that the County Youth Intern has ended. It allowed progress in the records room and doing inventory of active records.

Town Clerk reported that hunting licenses go on-sale Monday August 17^th.

Town Clerk reported that she has had email correspondence with the 2008-2009 JCAP grant application that is still pending construction approval. The State Architect sent an email stating he had revised the sketch to show an ADA ramp leading to the judge’s bench. I have responded back asking if this approves the project or is there another phase of the approval process? We have received the furniture from that grant. The bench is still in boxes which are slated for the new bench.

Motion by Lyon, seconded by Carman to adjourn the meeting. Meeting adjourned at 9:51 p.m. The next regular meeting is on Thursday September 10, 2009 in the town hall.

Dated: August 17, 2009                                        _______________________________

Town of Groveland                                                Sandra L. Bean, Town Clerk