DRAFT AGENDA
AGENDA
Monday, July 28, 2025
6:30 PM Call to Order
Roll Call
Pledge of Allegiance
The Marion Town Board will allow anyone who would like to speak for 3 minutes each with a maximum of 15 minutes of the meeting devoted to citizens’ comments. There will be time allocated at both the beginning and the end of the meeting.
Acknowledgements: Marion Highway Department – Mowing Sandhill Rd.
Correspondence: Compliant Letter from resident – Bill Norberg
Discussion:
- MEO Farmer’s Market (Councilwoman Taber)
- Fall Ball (Councilwoman Taber)
- Bathroom Door Town Park (Councilman Cramer)
- Windows 10 – new computers (Supervisor Johnson)
- Website RFP Review (Town Clerk)
- Car Show/Summer Recreation (Town Clerk)
- Workplace Violence Policy (Supervisor Johnson)
- Traffic Pattern Town Park (Supervisor Johnson)
- Port-a-potty at Town Park (Town Clerk)
- Positive Pay – Lyons National Bank
Citizen Comments:
Resolutions:
- Accept June 9th & 23rd Town Board Meeting Minutes
- Accept Resignation of employment of Rebecca Rossi
- Accept Resignation of employment for Hailey Hansen
- Authorize JCAP Grant
- Authorizing moving Sewer funds to Reserve Funds
- Authorize Advertising for Dog Control Officer
- Accept and Adopt the Town of Marion’s Internal Budgetary Process Policy
- Establish the Office of Deputy Town Highway Superintendent
- Appoint the position of the Office of Deputy Town Highway Superintendent
- Payment of Claims
Resolution #1 Accept Town Board Meetings Minutes for June 9th and 23rd 2025
Presented by: Moved by: Seconded by:
BE IT RESOLVED, that the Marion Town Board accepts the June 9th and 23rd , 2025 Town Board meeting minutes.
Resolution #2 Resignation of Employment of Rebecca Rossi
Presented by: Moved by: Seconded by:
BE IT RESOLVED, that the Marion Town Board accepts the resignation of employment of Town Cleaner, Rebecca Rossi effective immediately; and
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to Principal Account Clerk.
Resolution #3 Resignation of Employment of Hailey Hansen
Presented by: Moved by: Seconded by:
BE IT RESOLVED, that the Marion Town Board accepts the resignation of employment for Summer Recreation Counselor, Hailey Hansen effective immediately; and
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to Principal Account Clerk.
Resolution #4 Authorization to apply for the 2026 JCAP grant through the New York Unified Court System
Presented by: Moved by: Seconded by:
WHEREAS, the Justice Court for the Town of Marion is preparing an application for the Justice
Court Assistance Program Grant (JCAP) to renovate the courtroom; now
BE IT RESOLVED, that the Marion Town Board authorizes the Supervisor to sign all necessary documents regarding said grant; and
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a certified copy of this resolution to the Justice Court Clerk and the principal account clerk
Resolution # 5 Authorize Transfer of Sewer Funds to Sewer Reserve Funds
Presented by: Moved by: Seconded by:
BE IT RESOLVED, the Marion Town Board authorizes the Town Principal Account Clerk to transfer $352,934.00 of funds returned to the Town of Marion from Wayne County Water and Sewer Authority that had been set aside for the Regional Wastewater Treatment Plant ; and
BE IT RESOLVED, that the Marion Town Board would like the funds to go into the Sewer Reserve Fund account #230.07 for maintenance and Operational expenses; and
BE IT FURTHUR RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to Jeff Cragg, Marion Wastewater Treatment Plant Chief Operator; and Principal Account Clerk, Kathy Cauwels.
Resolution #6 Authorize Town Clerk to advertise for 2026 Dog Control Officer
Presented by: Moved by: Seconded by:
BE IT RESOLVED, the Marion Town Board authorizes the Town Clerk to advertise for the position of Dog Control Officer starting January 1, 2026; and
BE IT RESOLVED, that the Dog Control Officer will receive a bi-weekly payroll from account # 1635101.01.0.000; and
BE IT FURTHER RESOLVED, that the position will remain open until filled; and
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to the Principal Account Clerk.
Resolution #7 Accept and Adopt the Town of Marion’s Internal Budgetary Process Policy
Presented by: Moved by: Seconded by:
BE IT RESOLVED, that the Marion Town Board has reviewed and approved the new Internal Budgetary Process Policy below:
The Town of Marion
Budget Policy
Rev 2 6/27/2025
Section 1: Budget Process Initiation
1.1 The budget process shall formally begin when the Town Supervisor sends a letter of
acknowledgment to all department managers and relevant fiscal parties.
1.2 This letter must be sent by June 30th (end of Q2) of the fiscal year.
1.3 Budget worksheets for the upcoming fiscal year shall accompany the letter.
1.4 The Town Supervisor/Budget Officer shall meet with the Town Accountant to gather all
prepaid, contractual, insurance, and other pre-determined budget amounts.
Section 2: Budget Development
2.1 Department heads must contact the Town Supervisor/Budget Officer after drafting their
department budgets.
2.2 External funding requests (e.g., American Legion, Senior Club) must be submitted no later
than August 1st.
2.3 Advisory committee budget recommendations (e.g., Bicentennial, Parks and Rec) must be
submitted no later than August 1st.
2.4 The Supervisor/Budget Officer will schedule meetings with department heads to review
proposed budgets.
2.5 Final department budget proposals must be submitted by August 15th.
2.6 On or before September 20th, the Supervisor/Budget Officer prepares estimates for each
administrative unit or department that fails to submit a complete budget. (Town Law § 104)
2.7 The Town Supervisor/Budget Officer shall submit the tentative budget to the Town Clerk by
September 30th. (Town Law § 106)
- 2.7.1 The tentative budget will exclude the Marion Fire District budget, which is
reviewed and adopted by the third week of October. (Town Law – TWN § 181)
- 2.7.2 Within three days of the fire district’s annual budget adoption, the district secretary
shall deliver two certified copies to the Town Clerk. No changes may be made by town
officials. (Town Law – TWN § 181)
2.8 The Town Clerk will present the tentative budget to the Town Board by October 5th. (Town
Law § 106)
2.9 A list of all approved Reserve Funds must be affixed to the tentative budget and include:
- Date created
- Purpose
- Annual funding amount
Section 3: Review and Approval
3.1 Budget workshops will be scheduled at the first Town Board meeting in September.
3.2 The Town Clerk will publish approved workshop dates in the town’s official publication.
3.3 The Town Clerk will provide a certified copy of the tentative budget to all Board members
by October 5th.
3.4 The Town Accountant will attend all workshops to make amendments in real time.
3.5 The Accountant will be paid hourly or may flex regular work hours.
3.6 The Board, at its discretion, can review the budget items, line by line.
- 3.6.1 Objections or proposed amendments must be brought forward by motion.
- 3.6.2 Once an amendment is proposed, a motion to place the number item followed by a
second, then a long roll must take place (Roberts Rules of Order)
- 3.6.3 Only department managers may speak during review of their department.
- 3.6.4 Citizens may not comment during workshop sessions; may offer public comment
during the allocated time in the regular schedule agenda.
- 3.6.5 non-fiscal discussions with department heads or citizens are prohibited during
workshops.
3.7 Amendments to the tentative budget require motion and second by Board members:
- 3.7.1 Amendments require a majority vote.
- 3.7.2 A long roll call vote must be taken for all final amendments.
- 3.7.3 No amendments may be made to projected revenues or prepaid contractual items.
- 3.7.4 Once discussed and amended, a line item is considered final.
3.8 The preliminary budget is prepared based on approved amendments.
3.9 Once finalized, the preliminary budget is submitted to the Town Clerk.
3.10 Legal notice of public hearing must be published at least 5 days before the hearing. (Town
Law § 108)
- 3.10.1 The public hearing must occur on or before the Thursday after the general
election.
- 3.10.2 The hearing may be adjourned daily but must conclude by November 15th.
3.11 Revisions may still be made between the public hearing and formal adoption.
3.12 The final budget must be adopted by November 20th. (Town Law § 109)
Section 4: Implementation
4.1 The adopted budget must be published on the Town’s website.
4.2 Salaries for all elected officials must be published in the town’s official newspaper.
4.3 As of January 1st, all departments gain operational access to the new fiscal year budget.
Section 5: Monitoring and Evaluation
5.1 The Supervisor serves as the Town’s Chief Executive Officer and is responsible for the
administration of town affairs and enforcement of law and order. (Town Law – TWN § 52)
5.2 The Supervisor prepares the preliminary budget based on departmental estimates and
administers the budget post-adoption. (Town Law – TWN § 52)
5.3 Monthly financial reports from the accountant are reviewed by the Supervisor and submitted
to the Town Board at its first meeting each month.
5.4 The Supervisor will review monthly vouchers before the abstract is created.
5.5 A mid-year (6-month) financial report must be presented to the Board evaluating:
- Accounting errors
- Overspending
- GL account inconsistencies
- Gross fiscal negligence
5.5.1 If issues are found, the Supervisor will address them directly with the department heads
responsible.
5.6 The Accountant and Supervisor will apply Q4 revenue projections to forecast adjustments.
Summary
The Town’s annual budget process is designed to ensure transparency, accountability, and fiscal responsibility across all departments and functions. This policy establishes a clear and structured
timeline beginning with the initiation of the budget process in June and concluding with formal adoption by November 20th, in accordance with New York State Town Law.
Key features of this policy include:
- Defined responsibilities for the Town Supervisor, Accountant, Clerk, Department Heads,and Advisory Committees.
- Strict deadlines for submissions, reviews, and amendments.
- Provisions for public notice and hearing, while maintaining order and relevance during
budget workshops.
- Clear expectations for fiscal monitoring throughout the year, including monthly reporting and a mid-year review.
By following these procedures, the Town ensures not only compliance with legal requirements but also fosters collaborative planning, financial oversight, and long-term sustainability for town operations and services.
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to the Principal Account Clerk, Kathy Cauwels.
Resolution #8 Establish the Office of Deputy Town Highway Superintendent
Presented by: Moved by: Seconded by:
BE IT RESOLVED, that the Marion Town Board establishes the Office of Deputy Town Highway Superintendent in accordance with Town Law #32; and
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to Town of Marion Highway Superintendent Principal Account Clerk.
Resolution #9 Appoint the Position of Deputy Town Highway Superintendent
Presented by: Moved by: Seconded by:
BE IT RESOLVED, that in accordance with Town Law #32 Town Highway Superintendent, Tim Boerman, has 5 days to appoint the Office of Deputy Town Highway Superintendent, if after 5 days an appointment has not been made, the Marion Town Board appoints Steven Taber, 3535 Sandhill Rd, Marion to the position of the Office of Deputy Town Highway Superintendent; and
BE IT RESOLVED, this appoint will take place starting on Saturday, August 2, 2025; and
BE IT RESOLVED, that the Marion Town Board directs the Clerk of the Board to give a copy of this resolution to Town of Marion Highway Superintendent Principal Account Clerk.
Resolution #10 Payment of Claims
Presented by: Moved by: Seconded by:
WHEREAS, the Marion Town Board has received and audited the following claims; now
BE IT RESOLVED, that the Supervisor is hereby authorized to pay said claims upon receipt of the signed abstracts of audited claims from the Town Clerk.
Abstract
General $ 20,549.66
Highway $ 6,219.74
Library $ 207.67
Sewer $ 4,920.85
Street Lighting $ 235.24
Trust & Agency $ 598.00
Total $ 32,731.16
Additional Citizen Comments:
Executive Session:
Next Meeting Dates:
Monday, August 11, 2025 – Town Board Meeting at 6:30pm
Monday, August 25, 2025 – Town Board Meeting at 6:30pm