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2013-11-25- Sp Mtg 43 REGULAR TOWN BOARD MEETING 11-25-2013 MTG#43 557 SPECIAL TOWN BOARD MEETING MTG. #43 NOVEMBER 25, 2013 RES. 463-465 6:30 p.m. TOWN BOARD MEMBERS PRESENT SUPERVISOR RONALD MONTESI COUNCILMAN ANTHONY METIVIER COUNCILMAN BRIAN CLEMENTS COUNCILMAN JOHN STROUGH COUNCILMAN TIM BREWER WATER SUPERINTENDENT BRUCE OSTRANDER WASTEWATER SUPERINTENDENT CHRIS HARRINGTON RESOLUTIONS RESOLUTION AUTHORIZING ENGAGEMENT OF GTM PAYROLL SERVICES, INC. FOR PROVISION OF PAYROLL SERVICES RESOLUTION NO.: 463,2013 INTRODUCED BY: Mr.Anthony Metivier WHO MOVED ITS ADOPTION SECONDED BY: Mr. Tim Brewer WHEREAS, the Town of Queensbury's Budget Officer requested quotes for professional payroll services effective from 2014 -2017, and WHEREAS, the Purchasing Agent received, evaluated and ranked the three (3) received proposals and the Town Budget Officer and Purchasing Agent have recommended that the Town Board accept the proposal of GTM Payroll Services, Inc., (GTM) as, among other things, GTM submitted the lowest proposal that meets the Town's requirements and specifications, and WHEREAS, a proposed Service Agreement between the Town and GTM is presented at this meeting and such Service Agreement is in form acceptable to Town Counsel, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby authorizes engagement of GTM Payroll Services, Inc., for provision of professional payroll services from 2014-2017 at an annual cost of approximately $18,800 to be paid for from the appropriate account(s) as will be determined by the Town Budget Officer, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes the purchase of time clocks through REGULAR TOWN BOARD MEETING 11-25-2013 MTG#43 558 GTM, the number of which will be determined at a future date, at a cost of$1,399 per time clock with a lifetime warranty, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to sign the Service Agreement substantially in the form presented at this meeting along with any other needed documentation and the Town Supervisor, Town Budget Officer and/or Town Purchasing Agent to take any and all action necessary to effectuate the terms of this Resolution. Duly adopted this 25th day of November, 2013, by the following vote: AYES Mr. Metivier, Mr. Clements, Mr. Strough, Mr. Brewer, Mr. Montesi NOES None ABSENT: None Discussion held before vote: Supervisor Montesi-The reason that we are doing this is, is that we pay weekly, the lady that was doing this may be retiring in May, we decided to look for a payroll service just to see what the costs would be. Interviewed three or four of the payroll services and the one that we selected was GTM Payroll, which Mr. Rolly Merrill works for. Mr. Merrill-Reviewed his company and what duties they perform, they are 22 year old business located in Clifton Park, NY. We have management controls and special audits that are done at our business independently. We have a good secure atmosphere for all the data collected. We can help the Town save a lot of money by bringing in some automation. Supervisor Montesi- Questioned back up for the company. Mr. Merrill-We have a main server in Clifton Park, and mirrored in Albany, and again in Ohio. Supervisor Montesi-If an employee needs a copy of their payroll receipt is there an extra charge forgetting that. Mr. Merrill-No extra charge, actually we introduced a service, called employee self-service we give an on line user name and password for an employee to log in on line and they can see their paystubs and look at their W2 forms. We have a time and attendance system will automate the process so every time an employee punches in that information will go into the payroll system, that will eliminate a lot of work and a lot of errors. It does give administrator of the payroll to take a last look at it before it is sent. You can have supervisors from their departments put eyes on it if you want it set it up that way. The GTM Office will also take a look at it if we see something that looks unusual we will make a call on it, all these checks and balances along the way. Supervisor Montesi-Will be purchasing at thirteen hundred ninety nine dollars per clock for five or six, life time guarantee. Mr. Merrill these are biometric clocks series 400 clock algorithm on the size of the employee's finger and can read out who it is. Supervisor Montesi-Total cost eighteen thousand eight hundred dollars. Mr. Merrill-There is a weekly payroll processing fee that we would bill and some upfront costs in terms of equipment and set up fees. There is a charge once a month based on the number of employees. Councilman Strough-read into the minutes; Our accounting office led by Barb Tierney our Budget Officer, evaluated three companies ADP, GTM and Keena. Keena was not able to meet the town's requirements leaving ADP and GTM. After reviewing the services and costs proposal from both companies we unanimously agreed that we feel more comfortable with GTM than ADP. Aside from a cost savings approximately thirteen K per year then approximately 3K per year we feel that GTM provided superior customer service. I checked five references all similar size of municipalities or authorities for GTM and they were all favorable. During the conversion process new universal time clocks with a life time warrantee are going to be installed which will eliminate the need for paper time cards improper buddy punching will save the department heads from driving from remote REGULAR TOWN BOARD MEETING 11-25-2013 MTG#43 559 locations to town hall to deliver paper time cards. She also had an assessment, below is a potential cost savings that could be realized. The savings comes to about thirty two thousand five hundred dollar savings. Supervisor Montesi-If we said yes how quickly will GTM gear up. Mr. Merrill-We are looking six weeks to twelve weeks. Target is six weeks....If we start at the beginning of the new year will simplify it a little bit. With the time and attendance clock system we may be able to work a couple of payrolls with what you have in place to keep that going and then get it up and running. Vote taken RESOLUTION AMENDING RESOLUTION NO.: 462, 2013 REGARDING SALARIES OF CODE COMPLIANCE OFFICER AND RECREATION PROGRAM ASSISTANT RESOLUTION NO.: 464,2013 INTRODUCED BY: Mr. Tim Brewer WHO MOVED ITS ADOPTION SECONDED BY: Mr.Anthony Metivier WHEREAS, by Resolution No.: 462,2014, the Queensbury Town Board adopted its part- time hourly wage and annual stipend, non-management, non-union full-time staff and management staff salary schedules for 2014, such salary schedules including the salaries for the Town's Code Compliance Officer and Recreation Program Assistant, and WHEREAS, the 2014 salaries listed for such positions were incorrectly listed, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby amends Resolution No.: 462, 2013 such that the 2014 annual salaries for the following positions shall be: • $50,532—Code Compliance Officer; • $37,425 -Recreation Program Assistant; and BE IT FURTHER RESOLVED, that the Town Board hereby affirms and ratifies Resolution No.: 462,2013 in all other respects. Duly adopted this 25th day of November, 2013, by the following vote: AYES Mr. Clements, Mr. Strough, Mr. Brewer, Mr. Montesi, Mr. Metivier NOES None REGULAR TOWN BOARD MEETING 11-25-2013 MTG#43 560 ABSENT: None DISCUSSION ON WATER BILLING AND SEWER DEPARTMENT POTENTIAL BONDING Supervisor Montesi-Discussed charging West Mountain and Great Escape the rate we are charging the other communities after four million gallons, it would make a forty-eight hundred dollar difference in West Mountain. Water Supt. Ostrander-We always just had the same rate above four million gallons for years. Councilman Brewer-How much water do they use at the Mountain? Engineer Harrington- One thousand three hundred gallons a minute, or two million gallons a day. Councilman Brewer-Any idea what they use in a year? Engineer Harrington-Seventy five million ... Councilman Brewer-How much does the Great Escape use? Engineer Harrington-About double that. Water Supt. Ostrander-Their time period is longer. Councilman Strough-There would be an overall savings. Supervisor Montesi-Both are important entities in our community ... Engineer Harrington-When you include the advelorum do all the numbers by gallons we sell them, West Mountain, I did this morning, ninety nine cents per thousand gallons. Water Supt. Ostrander-We would be charging ninety two is what it costs us to produce and this is over the four million gallons. Councilman Strough-So, up to four million they pay the same as everybody. Engineer Harrington-Ninety nine cent per thousand gallons, you can't beat that... Supervisor Montesi-Two other issues-Al Boychuck, property on Quaker Road within the sewer district next to Garvey Volkswagon, he would like us to extend the line up to his property line. Engineer Harrington-It ends in front of Albany Engineering...seven hundred feet away. Supervisor Montesi-He has paid the full shot, sixty nine thousand dollars over the years, I am reluctant to say no we are not going to run seven hundred feet for him. He has a potential client for the property and wants to hook it up. Councilman Brewer-How much to run the pipe? Engineer Harrington-For directional drill thirty dollars a linier foot, about one thousand feet, looking at thirty thousand dollars, it does not have to go out to bid it is under thirty five thousand. I need an engineer to do a plan and wetland permits. Spoke on the financing of the district; request no administration fees on this pipe laying... Councilman Strough-Thinking about taking fifteen thousand out of administration fees per year, in two years it would pay for the sewer extension. REGULAR TOWN BOARD MEETING 11-25-2013 MTG#43 561 Supervisor Montesi-I need your support on this concept and take it to Barbara and see if we can make it work. The last item, George Stark owns Royal Hostility, on 149..he is hooked up water and sewer, he had a concern about getting an easement through a neighbor's property and easement concerns with State and Town. He has resolved all of the easement issues and he would like to give the pipe to the Town. Our agreement with water states clearly that once he gets it we would take it over and the same with sewer. Engineer Harrington-We take it over as long as we get it all the way over to the northern border without any entanglement and we are not taking anything over on his property, the lateral or the grinder pump, that is his. Supervisor Montesi-As long as we get the proper easement clearance with these guys from our Attorney then we will do it. Is there anything more you wanted to talk about? Councilman Ostrander-We have a spot for the next water tank right on the property we own where the cell tower is. We were looking further down the road long term planning. Engineer Harrington-As far as the water tower stands I do not think we need it. RESOLUTION ADJOURNING TOWN BOARD MEETING RESOLUTION NO. 465, 2013 INTRODUCED BY: Mr.Tim Brewer WHO MOVED FOR ITS ADOPTION SECONDED BY: Mr. Brian Clements RESOLVED, that the Town Board of the Town of Queensbury hereby adjourns its Special Town Board Meeting. Duly adopted this 25th day of November, 2013 by the following vote: AYES: Mr. Metivier, Mr. Clements, Mr. Strough, Mr. Brewer, Mr. Montesi NOES: None ABSENT: None Respectfully submitted, Miss Darleen M. Dougher Town Clerk-Queensbury