The meeting was called to order at 7:05 p.m. Jim Frisch arrived at 7:10 p.m.

THOSE PRESENT:

William Dugan III, Supervisor
Lynn Odell, Councilman
Mark Jordan, Councilman
Darwin Snyder, Councilman
Jim Bailey, Highway Superintendent
Rose Marie Belforti, Town Clerk

OTHERS PRESENT:

Wade Marvin, North Syracuse
Del Wayne, Tully
George Fearon, C.C. Legislator

PLEDGE-REMEMBER TROOPS

CONVOCATION

APPROVE MINUTES: On motion by Mark Jordan, seconded by Lynn Odell, the minutes for November 2005 were approved and amended: page 1, in "Privilege from the floor" change Genoa parcels to lakeside parcels; after vote on inter-municipal agreement, take out (the following resolution was written by Bill Dugan after the meeting, and sent to Rich Harrison); add the word "Ledyard" to the "Resolution to Further Interact with the Town of Genoa"; in "Highway Report", add the optional items that were to be bid on for each of the 4 bidders.
VOTE: 5 Ayes, 0 Nays

APPROVE REPORTS: On motion by Lynn Odell, seconded by Mark Jordan, the Supervisors, Clerks, and Code Enforcement Officers monthly reports and the Justice's quarterly report were approved as submitted.
VOTE: 5 Ayes, 0 Nays

PRELIMINARY FLOOD PLAIN INSURANCE MAPS: Supervisor Bill Dugan informed the Town Board that the Federal Emergency Management Agency will have a meeting in Auburn on December 12 and 13, 2005 to review the proposed new flood plain insurance maps. Jim Bailey said he would go to the meeting a review the map as it relates to Ledyard.

EXCAVATOR BIDDING PROCESS: Highway Superintendent Jim Bailey received a call on November 22, 2005 from Vantage Equipment concerning the legitimacy of the Town Board accepting an incomplete bid from Monroe Tractor. The Town Board accepted the Monroe Tractor bid at the November Regular Town Board Meeting without the mower listed in the bid, and negotiated at the November 14, 2005 Regular Town Board Meeting for the mower. On November 29, 2005, Jim Bailey sent a letter to Monroe Tractor informing them that the purchase of the excavator and attachments would be put on hold until further notice. Bill Dugan called Town Attorney Charlie Lynch Jr. for a legal opinion. Atty. Lynch advised Jim Bailey, by phone, to either take the second best bid or throw out all the bids and start the bidding process over again.
A representative from DaeWoo, Del Wayne, and Wade Marvin, Monroe Tractor salesman, requested to be heard from the floor. According to Wade Marvin the price for the mower was not included because he did not have it at the time the bid was due. Del Wayne said that because of the use of the word "options" in the bid request legal posted in the Citizen, he did not feel it was necessary to deal with optional items on the bid. Jim Frisch motioned to accept the bid from Monroe Tractor with the thumb quoted in the bid, but without the mower. Darwin Snyder seconded the motion.
VOTE: 2 Ayes, 3 Nays (Jim Frisch, Bill Dugan and Lynn Odell)
The Town Board discussed purchasing an excavator in 2006.

PRIVILEGE FROM THE FLOOR: Cayuga County Legislator George Fearon informed the Town Board of a meeting regarding the Cayuga Nation filing an application for the acquisition of certain land in Cayuga County by the United States to be held in trust for the use and benefit of the Cayuga Nation, scheduled for December 13, 2005. Councilmen Jim Frisch and Darwin Snyder said they would attend the meeting.

HISTORIC PLACES DESIGNATION- NORTH STREET MEETINGHOUSE/BRICK CHURCH ROAD: Following a detailed review, the State Review Board has recommended to the Commissioner of Parks, Recreation and Historic Preservation, that the property identified as North Street Meetinghouse on 2960 Brick Church Road, Ledyard, New York, Cayuga County, be listed on the New York State Registrar of Historic Places and nominated to the National Register of Historic places. The nomination will be forwarded to the Keeper of the National Register in Washington, D.C. If they approve the nomination, the property will be listed on the National Register. The Town of Ledyard will be notified of the decision.

SHARED MUNICIPAL SERVICES INCENTIVE GRANT PROGRAM: Bill Dugan circulated a grant application and reference materials for a Shared Municipal Services Incentive Grant Program. Due date January 13, 2006.

INTERNAL AUDIT OF THE TOWN CLERK: Councilmen Lynn Odell and Darwin Snyder conducted an internal audit of the Ledyard Town Clerks office on November 28, 2005. The report is as follows:

Town of Ledyard
Review of Town Clerk's Books
Conducted 11/28/05
By Darwin Snyder and Lyndon Odell

Scope of the review:

We examined bank account statements, check book entries, deposits and disbursements for the clerk's checking account and for the clerk's DECALS account. We also reviewed cash account activity for trash stickers and other cash taken in by the Town Clerk. Records reviewed included the period from 1/1/05 through the end of October 2005.

We note the following specific items: Clerk checking accounts appeared to be balanced regularly upon the receipt of the monthly bank statements.

Cash Book Transaction Report do not always match the bank statement or deposit slips for a given deposit ie. 4/6/05 to 4/14/05 off by $2. Looks like this error or inaccuracy is carried to the next period and then corrected or adjusted. Should attempt to find an alternative way to do this accounting as it creates the opportunity for confusion.

DECALS account is not balanced on a regular basis. NYS does a ACH transfer of funds from the DECALS account on about the 15th day of the month. The amount withdrawn apparently is determined by the computer keyed license sales information that is accumulated at the time of sale. It appears the time and effort associated with the sale of sporting licenses on the part of the town is cost prohibitive and should be discontinued. Commissions to the Town since the beginning of the year totaled $177 for $3220 of license sales.

Trash sticker accounting process does not currently have a method to reconcile the number of stickers sold to the number of stickers distributed. The stickers are not numbered and the opportunity for some stickers or cash to slip through the cracks exists. In additional, the Town is current providing 200 stickers to Wilcox's store. The stickers are sold at the store and then the Town is paid for the stickers the next time the store comes to replenish their supply. Wilcox store is given 10 stickers as "commission" for their sales.

The handling of cash for misc. items tendered through the clerk does not have a formal control program. "Only one set of eyes" is aware of some of the pay for services provided by the Town.

Suggestions:

· Limit sale of trash stickers to the Collection site only. They do not need to be sold at the Town Office or at Wilcox Store.
· Discontinue DECALS activity at the Town level.
· Develop a cash control system to handle cash transactions.

SOFTWARE FOR TOWN CLERK & CODE ENFORCEMENT: Supervisor Bill Dugan informed the Town Board that he called five towns that currently use the BAS software program, and reported that they are pleased with the software. The Town Board requested that Rose Marie Belforti, Town Clerk, do additional comparison on the software that is available for municipalities.

CORRESPONDENCE: Supervisor Bill Dugan received a letter from the Environmental Facilities Corporation informing the Town of Ledyard that Aurora Ridge Dairy, LLC has received a state assistance grant from the Environmental Farm Assistance and Resource Management Program (EFARM) in the amount of $8,000.00.

New York Municipal Insurance Reciprocal (NYMIR) has completed a loss control inspection on the Ledyard Town Hall building. No recommendations were generated as a result of this inspection.

NYMIR also informed the Town of Ledyard of an insurance rate adjustment effective January 1, 2006 that will only affect those subscribers who have a law enforcement department. All other towns will have the rates remain the same as in 2005.

COMMITTEE REPORTS:

HIGHWAY: Mark Jordan, no report.

BLDS & GROUNDS: Lynn Odell; ICS Press, Inc. has been contacted to see how much more it will cost to have consecutive numbers added to the trash stickers. The quote lists: $585.00 for 5,000 stickers printed, and $745.00 for 10,000 stickers printed. The Town now pays $605.00 for 10,000 stickers without numbers. The cost will be an increase of $140.00 per 10,000 sticker order to add the consecutive numbers.

GRANTS: Darwin Snyder, no reports

ASSESSMENT: Lynn Odell, to send letter to the Assessor this month.

PLANNING & CODE: Jim Frisch, no report.

END OF YEAR MEETING DATE: The Town Board set the End of Year meeting for Saturday, December 31, 2005 at 9:00 a.m. at the Ledyard Town Hall.

THOUGHTS FROM OUR NEW SUPERVISOR: Mark Jordan said he would like to have monthly scheduled meetings on a posted calendar at the Town Hall. He would also ask the Chairmen of Town Boards, the Town Assessor, and the Code Enforcement Officer to attend meetings more frequently. Mark arranged breakfast for the End of Year Meeting!

LEDYARD TOWN BOARD CHAIR AND MEMBER TERMS UP FOR REAPPOINTMENT IN 2006: Darwin Snyder checked his list of officials for the Town of Ledyard and indicated that Steve Morse is due for reappointment on the Zoning Board of Appeals. According to the list in the Town Clerks office, it would be Bruck Mosher.
Zoning Board of Appeals: Chair, Bruck Mosher, and member Bruck Mosher.
Planning Board: Chair, Ron Buxenbaum, and member Paul Simkin.
Board of Assessment Review: Chair, George Yann, member George Yann.

BUDGET TRANSFERS: On motion by Lynn Odell, seconded by Jim Frisch, the Town Board approved the following budget transfers:

From A1410.2 to A1410.4 $218.36
" A599 " B3510.4 $800.00
" A599 " B5182.4 $150.00
" A599 " B9030.8 $330.00
" A599 " B9035.8 $75.00
" DA5140.1 " DA5130.1 $385.80
" DB9060.8 " DA9060.8 $2095.68
" DB5110.4 " DB5110.1 $1686.80
" DB9060.8 " DB9030.8 $232.20
VOTE: 5 Ayes, 0 Nays

PAY BILLS: On motion by Jim Frisch, seconded by Darwin Snyder, the bills on Abstract #012, #309-348; General Fund A=$4,237.73; B=$2,117.31; DA=$849.93; DB=$19.50 were approved for payment.
VOTE; 5 Ayes, 0 Nays

ADJOURN: On motion by Darwin Snyder, seconded by Bill Dugan, the meeting was adjourned at 9:30 p.m.

Respectfully Submitted

Rose Marie Belforti
Ledyard Town Clerk