MINUTES OF THE 2016 TOWN OF BRANT ORGANIZATIONAL MEETING


MINUTES OF THE 2016 TOWN OF BRANT ORGANIZATIONAL MEETING Minutes of the 2016 Organizational Meeting held Tuesday January 5, 2016, at 7:00 PM, at the Brant Town Hall, located at 1272 Brant North Collins Rd, Brant, NY. Present were: Leonard K. Pero Supervisor Chad Kaczmarek Councilman Donald Clark Councilman Mark DeCarlo Councilman Michael Muffoletto Councilman Barbara J. Daniel Town Clerk, Recording Secretary Absent: William J Trask, Sr. - Town Attorney ALSO PRESENT / SIGNED IN WERE: Brian Rott Resident Debra Ritz Resident Lee Brunelli Resident Janice Ross Planning Board member Joseph DeCarlo Assessor John Grennell Town Prosecutor Lynda Ostrowski Secretary to the Boards Joseph Ostrowski Planning Board chairman Frank Broughton ZBA Chairman Donald Hepkins Chief of Police Ed Dinkuhn Resident Patty Friend Town Historian Kirk Ritz Resident Janet Bowman Assessor’s clerk Joe Giambrone Highway Superintendent Allen Nolan Building Superintendent The 2016 Town of Brant Organizational meeting was called to order by Supervisor Leonard Pero at 7:00 PM with the Pledge of Allegiance. The Town Clerk read aloud the “Notice of Public Hearing” that was used to advertise of the meeting. PUBLIC NOTICE OF ORGANIZATIONAL AND REGULAR TOWN BOARD MEETING JAN 5th, 2016 Notice is hereby given that the Brant Town Board will hold their 2016 Organizational Meeting on Tuesday January 5th @ 7:00 PM. Notice is hereby also given that the first regular meeting will take place immediately following the Organizational meeting. Meetings will be held at the Brant Town Hall located at 1272 Brant North Collins Rd, Brant, NY 14027, unless otherwise posted. Please call the Town Clerk’s Office for information. The posting of this notice and advising the legal newspaper, complies with Article 7 of the Public Officer’s Law…relating to open meetings.” By Order of the Brant Town Board Barbara J Daniel Brant Town Clerk December 17th, 2015 Supervisor Pero announced that following items would remain the same as was adopted in 2015. These items were not read aloud, therefore, for convenience of the reader, they are listed below as adopted in 2015. They appear in bold italics: PARLIAMENTARY PROCEDURE Robert’s rules of order shall prevail, except where such rules are inconsistent with any local rule or resolution pertaining to the conduct of town business. PROCEDURE FOR THE AGENDA of regular monthly meetings in the year 2015 shall be adopted as follows: MOTION to adopt rules of procedure for the agenda of regular monthly meetings in the year 2015 as follows: 1.) Call to order by the Supervisor 2.) Pledge of Allegiance to our Flag 3.) Announcement of Public Hearings or Bid Openings (which usually start at 8 pm or as posted) 4.) Minutes of Last Meeting(s) Approved or corrected 5.) Monthly Reports from Department Heads 6.) Acknowledgement of Dignitaries and Invited Guests 7.) Old Business 8.) New Business 9.) Reports of Committees 10.) Action on Committee reports 11.) Appointment of New Committees to fill vacancies 12.) Reports of the Town Board 13.) Privilege of the floor with rules of Civility (See Rules Below & Read 6 steps)) 14.) Correspondence & Communications Read --- communications filed with the clerk shall be prior to 12:00 PM (noon) of the day prior to a meeting shall receive consideration for review 15.) Actions taken on Communications 16.) Miscellaneous 17.) Approval of Abstract 18.) Adjournment “Privilege of the Floor” at Town Board Meetings Public comment shall be during the “Privilege of the Floor.” In addition to the “Rules of Civility” noted above, the following rules and procedures apply to participation in the Privilege of the Floor portion of the meeting. 1. Persons wishing to speak should raise their hand to be recognized. 2. Speakers should stand and identify themselves for the record. 3. Comments are to be directed to the Town Board and speakers may be required to speak from a specified location so their comments may be properly recorded. 4. To allow time for all points of view, speakers are allotted three (3) minutes to speak. 5. Failure to abide these rules may result in forfeiture of a speaker’s exercise of Privilege of the Floor. The Brant Town Board encourages everyone to take the initiative to make things better and help to create an atmosphere which fosters fair discussion and exchange of ideas without fear of personal attacks. ORDER OF ROLL CALL Supervisor Pero read the rules of conduct for the order of roll call shall be the following by the clerk present at the meeting; the board member who moves the resolution shall be called upon first to vote, the board member who seconds the resolution shall be called upon second to vote. The remainder of the roll call shall be at the discretion of the clerk with the Supervisor voting last unless he moved or seconded the resolution. DESIGNATION OF OFFICIAL NEWSPAPER “The Hamburg SUN” will remain as the official newspaper, and as needed alternates, the Buffalo News and the Dunkirk Observer for a one year term, as adopted in 2015. SUPERVISOR PERO MOTIONED TO APPROVE THE ABOVE ITEMS AS A GROUP. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. MONTHLY MEETING SCHEDULES Supervisor Pero designated the monthly meeting schedule as follows: Second Tuesday of each month at 7:00 PM January through May. October through December & (7:30 PM June through September) to be held at the Town Hall unless otherwise notified in advance. The Board will also hold work sessions ˝ hour prior to each monthly meeting as needed. RULES OF CIVILITY: Supervisor Pero noted that the “Rules of Civility” have been revised to include #7 and #8. They are added below in the list: Rules of Civility: “Rules of Civility for Participation in Board and Committee Meetings in the Town of Brant” The Brant Town Board declares that the business of town government is a community endeavor requiring an environment that fosters the exchange of ideas in an atmosphere of civility and mutual respect. Recognizing that public discourse is essential to the effective functioning of a representative democracy, the Brant Town Board hereby adopts the following “Rules of Civility” which will apply to every official, member of the public, visitor and guest attending or participating in meetings of the Brant Town Board and other duly-constituted boards or committees of the Town of Brant. 1. We seek to understand one another’s point of view. 2. Speakers who have the floor are permitted to deliver their comments without interruption. 3. Comments should focus on Town of Brant issues or the particular issue before the board or committee, not on persons or personalities. 4. Anger, shouting, rudeness, cursing, vulgarity, ridicule, impatience and lack of respect for others are not acceptable behavior. 5. Sidebar discussions while others are speaking must be removed from the meeting room so as to not be disruptive to those conducting or participating in Board business. 6. Demonstrations in support of or in opposition to a speaker or idea such as clapping, cheering, booing or hissing, as well as any form of intimidating body language is not acceptable. 7. All comments and questions must be directed to the Town Board and no one else unless permitted by the Town Board. 8. Violation of the rules of Civility could have the perpetrator removed from the meeting room as soon as possible for the safety and well-being of all. Supervisor Pero motion to approve the Rules of Civility with the addition of #7 and #8. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. SUPERVISOR PERO OFFERED THE FOLLOWING ITEMS UNCHANGED FROM THEIR ADOPTION IN 2015. NO CHANGES WERE MADE FROM THE 2015 ORGANIZATIONAL MEETING. THOSE ITEMS ARE IN BOLD AND ITALIC: DESIGNATION OF BANKS Designation of banks for depositories: as Evans Bank and KEY Bank for a one year term. Authorizing the Deputy Supervisor to dispense funds in the absence of the Supervisor, and give Supervisors’ secretary authority to transfer funds between accounts but not authorized to dispense any funds. INVESTMENT & PROCUREMENT POLICIES The objective of the investment policy of the Town of Brant is to minimize risk, to insure that investments mature when the cash is required to finance operations, and to insure a competitive rate of return. To keep In accordance with this policy, the Chief Fiscal Officer is hereby authorized to invest all funds, including proceeds of obligation and reserved funds in Certificates of Deposits issued by a bank or trust company authorized to do business in New York State. Repurchase agreements involving the purchase and sale of Direct Obligations of the United States; and Time Deposit accounts in a bank or trust company authorized to do business in New York State, and to participate in Municipal Cooperation Agreement Investment pools legally permissible under New York State statutes and NYS general municipal law articles 3-A and 5-G. COLLATERAL – certificates of deposit shall be fully secured by insurance of the Federal Deposit Insurance Corporation (FDIC) or by obligations of New York State or obligations of The United States of America or obligations of Federal agencies in which the Principal and Interest of the Town’s investment are guaranteed by the United States of America or obligations of New York State local governments. Collateral shall be held by the seller bank’s trust department or it’s designate. The market value of collateral shall at all times equal or exceed the Principal amount of the certificate of deposit. Collateral shall be monitored no less frequently than quarterly. Investments in Time deposits, CD’s & Repurchase agreements are to be made with banks or trust companies, and at the time and when Independent Auditors conduct an Annual Audit of the accounts and financial affairs of the Town, the Independent Auditors shall audit the investments of the Town for compliance with the provisions of these investment guidelines. Department Procurement policy The procurement & Pre pay policy was read by Supervisor Pero as follows: that all department heads, elected and appointed officials must consult with the Supervisor prior to the purchase of any item or groups of items costing $500.00 or more. Exception: Highway Department must consult with the supervisor prior to the purchase of item or items of $1250.00 or more. All department heads elected and appointed must also consult with the supervisor before the hiring of any contractor for any emergency repair job of the town. All department heads must sign vouchers for all purchases and then submit to Supervisor’s office for review, upon review it must be approved by auditing committee before purchase will be paid. All prepaid vouchers must be approved by Supervisor. PRE PAY POLICY Supervisor Pero read the following regarding the Town’s pre-pay policy: • Prepays should be noted as “prepaid” on the Abstract of Claims and should be audited as soon as possible and presented to the Town Board at the next regular meeting. • The entire Town Board is responsible for the Town’s finances. “Officers or employees approving these claims may be personally liable if they are subsequently rejected” (Town Law §118) • The following are the claims made that MAY be paid before action by the Audit Committee and the Town Board. • National Grid (Electric) • National Fuel (natural gas) • Disability Insurance/Workman’s Comp • Verizon Wireless • Land line Phone service • Debt Service, Serial Bonds, e.g. USDA Rural Development • Postage fees • Crystal Rock (water) • Health, Dental Insurance • NY State Mandates, Fees, Penalties, Court fines, etc. • NYS Retirement • Payroll and other taxes • CREDIT CARD & Freight & Express Charges • Contracts of more than one year - No contracts of one year or less, e.g. Refuse Collection, Park upkeep, etc. may be considered for prepayment. Any Bills that will incur a late fee or penalty because it was missed in the previous audit and approved by the board by phone. Also Honor all Contracts that state ˝ down and pay in full at the completion of work and only upon inspection and approval of the work completed. This final approval must be approved by the entire town board by phone. TOWN of BRANT CREDIT CARD POLICY RESOLVED: That the Town of BRANT does hereby adopt the following Credit Card policies and procedures: Authorization for all purchases with a Town Credit Card shall follow the Town of Brant Procurement Policy All Town Cards will be issued to the Town Supervisor or Town Clerk only and be used with the permission of the Supervisor or Town Clerk and with Town Board approval. Any cards being used by town officials or workers other than the Supervisor or Town Clerk must sign a voucher stating that they will take full responsibility for the use of the card All Items must be broken down by the user and verify that the purchase was actually received All purchases must follow the Department & Town Procurement Policies. The Town of Brant prohibits: the use of Town credit cards • for personal expenses • For cash advances. • Without proper documentation on Town Voucher  All Cards should be kept in a secure location  Never allow anyone to review and approve their own transactions  Cancel existing cards that are not needed or accounted for  Incorporate procedures for card cancellation of lost or stolen cards, or upon termination of authorized user of the card  Audit committee shall review bills and watch for red flags such as unusual destinations or Items on the card and Appropriately follow up on any identified discrepancies  Never pay claims without proper documentation  Require the names of individuals for whom expenditures were incurred., for example, if food was supplied at a meeting, indicate who was there Review and update master credit card lists and this policy annually Pay bills on time to avoid paying fees and late charges Any employee found guilty of illegal or unauthorized use of a town credit card may be subject to penalties allowed by law and/or disciplinary action(s) under the Town’s Personal Policies up to and including termination. TOWN of BRANT PROCUREMENT POLICY WHEREAS, General Municipal Law (GML) § 104-b requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML § 103 or any other law; NOW THEREFORE, be it RESOLVED: That the Town of BRANT does hereby adopt the following procurement policies and procedures: Guide line 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML § 103. Every town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter “Purchaser”) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. Guide line 2. All purchases of: goods, supplies or equipment which will exceed $20,000 the fiscal year or (b) public works contracts over $35,000 shall be formally bid pursuant to GML § 103. Guide line 3. All estimated purchases of goods, supplies or equipment: -- Less than $20,000 but greater than $10,000 require a written request for a proposal (RFP) and written/fax quotes from three vendors. - Less than $10,000 but greater than $4000 requires an oral request for the goods and oral/fax quotes from two vendors. -- Less than $4000 but greater than $1000 are left to discretion of the Purchaser but all steps taken to solicit prices must be documented in writing by the Purchaser. All estimated public works contracts of: -- Less than $35,000 but greater than $20,000 require a written request for proposal (RFP) and written/ fax/email quotes from three (3) vendors. -- Less than $20,000 but greater than $5,000 requires a written RFP and written/fax/email proposals from two (2) vendors. -- Less than $5000 but greater than $2500 is left to the discretion of the Purchaser. But all steps taken to solicit prices must be documented in writing by the Purchaser. Any written RFP shall describe the desired goods or public works services, quantity and the particulars of delivery or completion. The Purchaser shall compile a list of all vendors from whom written/fax/email/oral quotes have been requested and the written/fax/ email /oral quotes offered. All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. Guide line 4. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the town and its taxpayers to make an award to other than the low bidder. If the lowest a bidder is not deemed responsible, facts supporting that judgment shall be documented and filed with the record supporting the procurement. Guide line 5. A good-faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. Guide line 6. Except when directed by the town board, no solicitation of written proposals or quotations shall be required under the following circumstances: (a) Acquisition of professional services; (b) Emergencies; (c) Sole-source situations; (d) Goods purchased from agencies for the blind or severely handicapped; (e) Goods purchased from correctional facilities; (f) Goods purchased from another governmental agency; (g) Goods purchased at auction; (h) Goods purchased for less than $1000 (i) Public works contracts for less than $2500 (j) Purchases under State or County contracts. Guide line 7. This policy shall be reviewed annually by the town board at its organizational meeting or as soon thereafter as is reasonably practicable. ------------------------------------------------------------------------------------------------------- BLANKET BOND & OFFICIAL UNDERTAKING To approve the Blanket Bond for all town officials as the Official Undertaking. ---------------------------------------------------------------------------------------------------------- SUPERVISOR SIGNATURE AUTHORIZED: To authorize Supervisor Pero to be hereby permitted to sign his signature by Facsimile & or E-Mail. -------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve the above items which were unchanged from their adoption in 2015. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Supervisor Pero reiterated a motion to adopt the items above as they were adopted in 2015. No changes were made to the items listed above, except adding #7 & # 8 to the “Rules of Civility”. Councilman Kaczmarek seconded the motion. ISSUE PAYROLL CHECKS Supervisor Pero motioned to authorize Computer Search Corporation to issue payroll checks for the Town of Brant, New York under a facsimile as has been designated as long as their services are needed by the town, with all payrolls paid bi-weekly unless otherwise stated due to circumstances. Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ---------------------------------------------------------------------------------------- ACKNOWLEDGEMENT OF SALARIES FOR ELECTED TOWN OFFICIALS 2016 Supervisor Pero acknowledged the salaries of the elected officials as advertised and per adopted Budget (.1), the designation of 2016 salaries for elected town officials: Supervisor @$19,770.00 /yr, Councilmen (4) @$4,777.25 each /yr Town Justices (2) @ $12,082.05 each/yr. Town Clerk @ $28,281 Highway Superintendent.@ $30,425.00/yr No vote taken. --------------------------------------------------------------------------------------------------------- Supervisor Pero read the following: PERMISSIBLE EXPENSES & MILEAGE RATE FOR TOWN OFFICIALS MOTION: to pay legal and permissible expenses for town officials with documentation of mileage & receipts as required and limited by budgeted amounts and to approve mileage rate for town officials’ .55/mi. for the use of their cars for official town business upon presentation of a mileage log & voucher to the town. Supervisor Pero motioned to approve the above permissible expenses as noted above. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. -------------------------------------------------------------------------------------------------------- Supervisor Pero read the following: PERMISSION TO ATTEND THE ASSOCIATION OF TOWN’S MEETINGS That it is desirable and important to attend the Association of Town’s meeting on February 14 – 17, 2016 in New York for training purposes. MOTION: that the Supervisor & one Town Board member, each Judge, the Town Clerk, Highway Superintendent and Town Attorney may attend by permission of the Town Board, that each official attending will be allowed a maximum of $1,750.00 for all expense incurred. Reimbursed expense will include; registration, travel, room and meals only, everything else is the responsibility of the attendee, and receipts and vouchers are required for reimbursement. Supervisor Pero motioned to permission to attend the Association of Town’s Training at a maximum of $1,750.00 for approved expenses. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ----------------------------------------------------------------------------------------------------------- Supervisor Pero requested the Board appoint a delegate and alternate to Association of Towns meeting in New York City in February 2016. Supervisor Pero motioned to appoint himself as the delegate and Councilman Muffoletto as Alternate. Councilman DeCarlo seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ----------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve the Town Clerk’s attendance at the Town Clerk & Tax Collector Association conference at maximum of $1200.00 or Association conference in New York at $1,750.00. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ------------------------------------------------------------------------------------------------------------ TOWN APPOINTMENS & AUTHORIZATIONS: JUSTICE Acknowledge JUSTICE’S appointments of clerks to the justice per recommendation of Judges for a one year term, Based on 39 hours/week and court night clerks based on 40 hours per month. Acknowledge Judge Borngraber clerk to the Justice / Diane Czyz @ $13.40 per hour with a cap of $27,175 total per year. (A1110.12) Acknowledge Judge Gier clerk to the Justice / Julie Sager @ $13.40 per hour with a cap of $27,175 total per year. (A1110.11) Acknowledge the Justice appointment of Office Aux clerk / Tammy Czyz up to 19 hours per week @12.00/per hr with a cap of $11,856.00 total per year. (A1110.13) Acknowledge Bench clerks (NONE TO BE NAMED) for court nights @ 12.00/per hr with a cap of $5,846.00 total per year. (A1110.14) STENO APPOINTMENT: Supervisor Pero motioned to approve the appointment of court stenographers McCann & McCann, for a one year term @ $100.00 per occasion for 4 hour session & extra $35.00 over 4 hours. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. TOWN PROSECUTOR APPOINTMENT: Supervisor Pero motioned to Appoint Town Prosecutor John Grennell for a one year term: annual salary of $13,863. (term to end 12/31/2017) Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------------------------------- TOWN ATTORNEY APPOINTMENT: Supervisor Pero acknowledged the two year appointment of Town Attorney William J. Trask Sr. at an annual salary $13,863. (Term ends December 31, 2017). Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------------------------------- SUPERVISOR Acknowledge SUPERVISOR: appointment of Personal Secretary ____________________with compensation of annual salary of $21,000 as per budget approval. (A1110.11) Acknowledge SUPERVISOR: appointment of Bookkeeper/Town Accountant with auditing duties to do Supervisors annual reports and to make minor changes at end of year: R. A. Gryksa & Associates for a one year term: Acknowledge and approve annual contract R.A. Gryksa & Associates for a one year term at $17,500.00 as per adopted budget (A1320.4). Supervisor Pero motioned to approve annual contract R. A. Gryksa & Associates for a one year term $17,500.00 per adopted budget. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------------------------------- Councilman DeCarlo motioned to authorize Supervisor to negotiate ban’s (Bond Anticipation Notes) for 2016. Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ------------------------------------------------------------------------------------------------------------------------- ASSESSOR Acknowledge: appointment of Sole Assessor Joseph DeCarlo with term ending Sept. 30, 2019 annual salary $14,718.00 (original Appointment was in Oct.-2013) A1355.11 Supervisor Pero motioned to appoint Assessor’s Clerk per recommendation of Assessor, Janet Bowman for a one year term @ $13.20 /per hr. /cap at $10,983.00 (based on 16 hrs. per week). Councilman Muffoletto seconded the motion. Councilman DeCarlo-abstained. 4 AYES, 1 ABSTAIN. MOTION CARRIED. --------------------------------------------------------------------------------------------------------------- TOWN CLERK Acknowledge TOWN CLERK appointments of Deputy Town clerk Karen Herc & Angela Joy, for a one year term each per A1410.11 budget cap of $19,964.00 as adopted. Supervisor Pero motioned to approve annual agreement with MUNICIPAY for credit card processing services at rate of $20 per month unless we meet their minimum requirement. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Acknowledge: Records Management Officer, Barbara Daniel, for a one year term, with an annual salary of $1,579.00 as per adopted budget A1320.4). Acknowledgement of Barbara Daniel as Registrar of Vital Statistics, with Karen Herc and Angela Joy as Deputy Registrars for term to coincide with elective term of Town Clerk --------------------------------------------------------------------------------------------------------------- CARETAKER Supervisor Pero motioned to approve appointment of caretakers: Goldie Disaverio for town hall, community & recreation bldg: for a 1 year term @$11.48/hr/total cap at $10,530 and/or Sheila Rauker at $10.70/hour with a total cap of $10,741.00 per budget A1621.1. Councilman DeCarlo seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero motioned to approve appointment of Buildings and Grounds & Maintenance & Caretaker Superintendent: Alan Nolan @ 17.60 per/hr based on 39 hrs per week total budget cap (A1620.1) at $35,693. Duties shall be to oversee and is responsible for the maintenance of buildings & Park Cleanup, and Community Bldg. (Responsible for health dept. testing of water & sewer and maintain water, sewer & plumbing necessities). Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero motioned to approve Scott Kaczmarek at $15.52/hour total cap $15,334 & Nicholas Burbige at $12.25/hour total cap $12,103.00 both based on 19 hours and total budget (A1620.11) cap of $27,437.00. ---------------------------------------------------------------------------------------------------------- POLICE Supervisor Pero acknowledged the appointments of Part time police officers whose compensation for hours worked may not exceed 19.5 hours per week -- Mark Slawek (Lieutenant & investigator) @ $21.43/per hr-Rick Lopez (patrolman), @ $18.54/ per hr – John Lopez (patrolman), @ $18.22- -Nick Nesci &Tom Kurdziel (patrolmen) each at $17.42/per hr; Ray Ashton (patrolmen) at $17.15/per hr; Tracey O’Donnell at $16.65/per hr; Joshua Nolan & Cameron Dawley & Ray Maslach (patrolmen) each at $16.54/per hr; Brian Hanner, Sam DePasquale (patrolmen) each at $16.33/per hr; Phillip Tremblay (Patrolman) at $16.01 per hour; Michael Petritz, Kevin Dalton and Patrick O’Donnell (patrolmen) at $15.76 per hour; with a total budget cap of all officers at $114,173.00 per year(A3120.11). Supervisor Pero acknowledged the funding for Court Bailiff at $2,250.00 per year. ------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve compensation for all above Patrolmen and Court Bailiff as per budget (A3120.11 & 3120.12 and A3310.1 & A3315.1)total cap of $123,623.00. Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero motioned to approve the acknowledgement of Donald Hepkins as Chief of Police at $29.66 per hour plus health insurance with a cap of $30,000 per year, per the December 2014 employment agreement. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Acknowledge: appointment of Supervisor Leonard K. Pero as POLICE COMMISSIONER per New York State (Town Law # 150) to work with Grant writer and Police Chief in obtaining Grants for term of Office. No compensation. ------------------------------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve appointment and salary of Code Enforcement Officer/ Building Inspector: Gary Brecker for a one year term at annual salary $7,800.00 per budget line B8010.1). Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve appointment of Dog control Officer Barb Daniel for a one year term at annual salary $6,527.00. (A3510.1) Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve appointment of Connie D. Miner as grant writer for a one year term with annual contract of $16,000.00 per adopted budget (A1480.4). Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. -------------------------------------------------------------------------------------------------- Supervisor Pero motion to appoint police matron - Amy Hamm @ $50.00 per occasion. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero noted that a second police matron should be appointed. ----------------------------------------------------------------------------------------------------- Supervisor Pero motioned to appoint Bingo inspector Gail Schwartz for a one year term @$40.00/ per occasion. Councilman Kaczmarek seconded the motion. 5 AYES, 0 ABSTAIN, 0 NAYS. MOTION CARRIED. ----------------------------------------------------------------------------------------------------- Supervisor Pero motioned to appoint Rosa Gullo as Spanish interpreter. The position would be a one year term @ $50.00 per occasion. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. -------------------------------------------------------------------------------------------------------- HIGHWAY Acknowledge Highway Superintendent appointment of Deputy HIGHWAY SUPERINTENDENT: Marion Kijek for a one year term @ $20.79 PER HR Acknowledge Highway Superintendent appointment of HIGHWAY Driver/Worker: Cody Gould for a one year term @ $15.61/per hr Acknowledge Highway Superintendent appointment of Part Time HIGHWAY Laborers/Drivers Sam Sicurella Sr., Sam Sicurella Jr., Zachary Kruger and William Wesp as needed for a one year term @ $12.00. Acknowledge Highway Superintendent appointment of HIGHWAY SUPERINTENDENT CLERK Janice Ross for a one year term, annual salary $2,000.00 Supervisor Pero motioned to approve the above listed compensation for all above Highway Department employees. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. -------------------------------------------------------------------------------------------------- RECREATION Supervisor Pero motioned to approve appointment of Recreation Director Vincent Fininzio Jr. for a one year term @ $17.35/per hr. capped at annual salary of $4164 based on 240 hours. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. -------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to table compensation for Lifeguards for the 2016 season. --------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to table compensation for Recreation Attendants for the 2016 season. ----------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve the appointment of Allen Nolan as Parks Commissioner at $1500.00 annual salary. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. The following is taken from the 2015 Organizational minutes. They were unchanged for 2016: Duties of Parks Commissioner: SUPERVISE and oversee ALL Park FUNCTIONS 1 Check the park everyday for abnormality & Safety 2 Know when functions are scheduled 3 On call everyday 7 days 4 Trash Picked up 5 Benches Tables & Shelters Clean 6 Grounds are clean 7 Take complaints 8 water safety w/ health dept 9 Pool set up cleaned, maintained in order 10 Recreation is running smoothly 11 Park enhancements & Park projects 12 Make sure Park is Open & Closed Properly 13. Work with grounds superintendent -------------------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve the following 2016 RECREATION FEES: RESIDENTS/ ONE CHILD: $75.00, SECOND CHILD: $60.00, THIRD CHILD: $50.00 WITH A CAP OF $200.00 FOR FOUR.( $55.00 FOR BUS PICK UP). NON RESIDENTS: $140.00 ONE CHILD, SECOND CHILD $125.00, THIRD CHILD $115.00 WITH A CAP OF $410.00 FOR FOUR OR MORE. ($70.00 FOR BUS PICK UP). Supervisor Pero announced the dates for the recreation program and pool opening: The six week recreation program will start on Tuesday July 5, 2016 and ending Friday August 12, 2016. Recreation Appointments after Meeting and interviews in May. Pool will open Saturday June 25, 2016 and close Sunday August 28, 2016 – 9 weeks Supervisor Pero motioned to adopt the following POOL FEES: Day passes: $3.00, Season Pass: $40.00, Family of 4 season pass: $90.00 (add $20.00 ea. additional family member), Senior season pass $20.00/season. Councilman Kaczmarek seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. ----------------------------------------------------------------------------------------------- Supervisor Pero motioned, and was seconded by Councilman Clark to approve the appointment of Town Electrician Billy Hamm @ $15.00 per hour as needed. Responsibility/authority to call for services is given to Superintendent of Buildings and Grounds and Town Supervisor or maintenance & care keeper Superintendent. 5 AYES, 0 NAYS. MOTION CARRIED. ---------------------------------------------------------------------------------------------------------------------------------------- Acknowledge: Appointment of Town Historian Patricia Friend & Deputy Town Historian Leonard K. Pero for a one year term ----------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve an agreement with David Sink for IT (info technology) services as needed at rate of $40.00 per/hour. Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------- Longevity Recognition: No employees were eligible in 2016 No changes were made to the following Park rules as adopted in 2015. They are listed in these minutes for reader convenience: Park Rules  Speed Limit not to exceed 10 MPH within the Park,  Obey all posted signs, including HANDICAPED Parking.  No Food or Beverage within Fenced Pool Area  No Beverages in glass containers  No papers or food should be left on floors or grounds.  Please clean up your own garbage & put into plastic bags  No Littering  INSIDE garbage cans Must be left INSIDE, and OUTSIDE garbage cans Must be left OUTSIDE.  No fireworks or open fires on Town property without proper authorization  Horseshoes in designated areas ONLY! No digging of new pits!  No unlicensed vehicles in park without permission of Town Board which includes Trail Bikes, ATV’S, Snow Mobiles  Please park ONLY in designated areas, use Parking Lots & do not park on grass  Please be courteous and respect others – No Profanity  Park Hours 7am – 11 pm  Violators will be Prosecuted No changes were made, and no vote was taken on the Park Rules. Supervisor Pero motioned, to approve the following fees for Community & Recreation building rentals: FEES: Community building rental fee: $175 Recreation building which includes Pavilion & Gym, rental fee: $200 Security deposit/confirmation deposit: $175.00 refundable Fees and security/confirmation are doubled for non residents Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------- Supervisor Pero moved, and was seconded by Councilman Clark to permit the Town Clerk to approve various community groups use of the buildings free of charge with A Security Deposit confirmation as long as there are no conflicts with regular rentals. 5 AYES, 0 NAYS. MOTION CARRIED. ------------------------------------------------------------------------------------------------ Supervisor Pero motioned to adopt the following large shelter and small Grove fees: Large Grove: $100.00 Small Grove: $75.00 Security deposit /confirmation is $75.00 refundable All fees and deposits doubled for non- residents, also $200 Deposit & $200 Rental for Business & Corporations Insurance certificate required Fees and security/confirmation are doubled for non residents Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. The three Small shelters outside of grove available on a 1st come 1st serve basis ------------------------------------------------------------------------------------------------ HOLIDAYS THE TOWN SHALL OBSERVE in 2016 & HOURS TOWN HALL WILL BE OPEN TO PUBLIC Supervisor Pero motioned to approve the following list of 11 holidays the town shall observe in 2016: MARTIN L. KING DAY: (Monday, January 18); PRESIDENTS DAY:(Monday, February 15); GOOD FRIDAY: (Friday March 25th); MEMORIAL DAY: (Monday, May 30); INDEPENDENCE DAY: (Monday, July 4); LABOR DAY: (Monday September 5); COLUMBUS DAY: (Monday, October 10);VETERANS DAY: (Friday, November 11); THANKSGIVING: (Thursday, November 24 & Friday, November 25); CHRISTMAS EVE: (Saturday, December 24); CHRISTMAS DAY: NO OBSERVANCE; NEW YEARS EVE (Saturday December 31, 2015) NEW YEARS DAY: NO OBSERVANCE. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Supervisor Pero motioned to approve Part time office clerks to be paid their normal scheduled hours for any day that falls on a holiday. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Halloween: Supervisor Pero acknowledged that the Town shall observe Halloween on Monday October 31st from 4 PM to 8 PM. Supervisor Pero acknowledged THE TOWN HALL HOURS (Town Clerk’s Office) WHEN WILL BE OPEN TO PUBLIC (9:00 am to 4:00 pm Mon, Tues, Thursday, Friday & Saturday 9:00 am to noon) Closed on Wednesdays & Holidays. -------------------------------------------------------------------------------------------------------- APPOINTMENT of BOARDS BOARD of REVIEW Meets in May Supervisor Pero acknowledged the upcoming appointment of Board of Review member Janice Ross for a term of 5 years from 10/1/16 to 9/30/21 @ $100.00 annually. Supervisor Pero acknowledged the appointment Board of Review member Virginia Schilling for a term of 5 years from 10/1/15 to 9/30/20 @ $100.00 annually. Supervisor Pero motioned to appoint Board of Review Alternate member Joseph Ostrowski for a 1 year term. Councilman Muffoletto seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Supervisor Pero motioned to appoint Secretary to the Board of Review Lynda Ostrowski for a one year term @ $ 11.00 per hour. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero acknowledged the compensation for Active Board of Review members @ $100.00 annually. No vote taken. --------------------------------------------------------------------------------------------------------------- Zoning Board of Appeals 5 year terms Supervisor Pero motioned to approve appointment of Zoning Board of Appeals member Kathy Vespa for a new term 1/1/16 (5 years) ending on 12/31/20. Councilman Kaczmarek. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero motioned to appoint Steven Kohl as Alternate member of the Zoning Board of Appeals for a one year term. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Supervisor Pero motioned to approve the appointment of Zoning Board of Appeals Chairman Frank Broughton for a one year term. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ----------------------------------------------------------------------------------------------------------------------------- PLANNING BOARD 7 year terms (Meets every 1st Tuesday) is an advisory board only Supervisor Pero motioned to approve the appointment of Planning Board member Jamie Solecki for a new term 1/1/16 (7 years) ends 12-31-2022. 5 AYES, 0 NAYS. MOTION CARRIED. -------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve the appointment of Tish Brady as Planning Board member for a five year term starting 1/1/15 and ending 12/31/2020 to replace Michael Muffoletto. He was seconded by Councilman Kaczmarek. 5 ayes, 0 nays. MOTION CARRIED. Supervisor Pero motioned to appoint Brenda Giacchino as Planning Board member for a six year term starting 1/1/15 and ending 12/31/2021 to replace Ed Dinkuhn. Councilman DeCarlo seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. Supervisor Pero motioned to approve the appointment of Joseph Ostrowski as Planning Board Chairman for one year term. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Supervisor Pero acknowledged the compensation for planning and zoning board members at $40/mtg. and $50. for the chair person per meeting as approved in the budget. 5 AYES, O NAYS. MOTION CARRIED. Supervisor Pero motioned to Appoint Lynda Ostrowski as Secretary for the Planning Board for a one year term @ $11.00 per hour. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------------- APPOINTMENT OF AUDITING COMMITTEE: Supervisor Pero motioned to authorize auditing committee to audit all financial records of the Town/bookkeeper yearly. Councilman Kaczmarek and Councilman Muffoletto are assigned the duty for 2016. Councilman DeCarlo seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. --------------------------------------------------------------------------------------------------------- CONTRACTS Councilman Kaczmarek motioned to authorize Supervisor Pero to Sign Contract for Community Concern and To Approve the Payment in Sum of $1,000.00 to Community Concern. Councilman DeCarlo seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ------------------------------------------------------------------------------------------------------ Councilman Kaczmarek motioned to authorize Supervisor Pero to Sign Contract for Meals on Wheels and To Approve the Payment in Sum of $1,000.00 to Meals on Wheels. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ___________________________________________________________ Councilman Kaczmarek motioned to authorize Supervisor Pero to Sign Contract with the County of Erie for Stop DWI program through 2016. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ------------------------------------------------------------------------------------------------- Councilman Kaczmarek motioned to authorize Supervisor Pero to Sign Contract with the South Towns Haz-Mat, and to approve the payment of Dues through 2016 of $1300.00. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. --------------------------------------------------------------------------------------------------------- Councilman Kaczmarek motioned to approve payment of dues for 2016 In the amount Of $1,000.00 to Southtowns Community Enhancement Coalition. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ----------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve payment of dues for 2016 In the amount Of $126.23 to N.E.S.T. Waste Management Board based on 2000 census and .05 cents per Capita. Councilman Clark seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. ----------------------------------------------------------------------------------------------------------- Supervisor Pero motioned to approve payment of dues for 2016 In the amount of $900.00 to New York State Association of Towns. Councilman Kaczmarek seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ------------------------------------------------------------------------------------------------------------ Supervisor Pero motioned to approve payment of $840 to Business Automation Service (BAS) for BAS Licensing system support maintenance fee. Councilman Muffoletto seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. Councilman Kaczmarek motioned to authorize Supervisor Pero to sign a Contract for Dispatch/Evans. The contract will be for January 1 2016—December 31, 2016 for Dispatch services from the Town of Evans and approval of payment in the amount of $2,750.00. Councilman Clark seconded the motion. 5 AYES, 0 NAYS. MOTION CARRIED. ----------------------------------------------------------------------------------------------------------------------------- Various Board Appointments & LIAISONS: Supervisor Pero Acknowledged the following Town Supervisor appointments and then Motion to accept DISASTER COORDINATORS: Leonard K. Pero ASSISTANT DISASTER COORDINATORS: Gary Brecker & Jimmy George DISASTER COMMITTEE: Gary Brecker, Jim George, Don Hepkins, Brant Fire Chief David Pero, Farnham Fire Chief Peter Chiavetta, Supt. Highway Joseph Giambrone, Town Supervisor Leonard K. Pero APPOINTMENT OF AFFIRMATIVE ACTION OFFICER: Supervisor Pero motioned to approve the appointment of Michele Hy as Affirmative Action officer for a one year term. Councilman Muffoletto seconded the motion. 5 ayes, 0 nays. MOTION CARRIED. FIRE WARDENS: Brant Code Officer, Brant & Farnham Vol. Fire Chiefs for a one year term. SUPERVISOR PERO WILL REPRESENTATIVE TO THE FOLLOWING ASSOCIATIONS: Association of Erie County Government, Supervisor Summit Group, N.E.S.T., Southtowns Community Enhancement Coalition, Erie County Environmental Management Council, Erie County Quality Water Committee, Lake Erie Water Protection Alliance, CDBG Advisory Board, Rural Transit Steering Committee for the duration of his term of office. ------------------------------------------------------------------------------------------------- SUPERVISORS’ EXECUTIVE APPOINTMENTS FOR 2015 Appointment of Deputy Supervisor: Chad Kaczmarek for one year term --------------------------------------------------------------------------------------------- Chairs of Committee: Supervisor on all committees with the Chairs except Auditing AUDITING COMMITTEE: Kaczmarek, Muffoletto FIRE & AMBULANCE: Mark DeCarlo REFUSE & STREET LIGHT COMMITTEE: Don Clark PARK includes: POOL, PLAYGROUND, GROVE AREAS, & GROUNDS: Kaczmarek INSURANCE COMMITTEE & EMPLOYEE BENEFITS: DeCarlo POLICE COMMITTEE: DeCarlo BUILDINGS: Muffoletto RECREATION COMMITTEE: Kaczmarek HIGHWAY COMMITTEE: DeCarlo WATER & SEWER COMMITTEE (Existing Districts): Don Clark TELECOMMUNICATIONS & UTILITIES: Don Clark TOWN BOARD REPRESENATIVE or LIAISON TO: TOWN CLERK'S OFFICE: Muffoletto ASSESSOR'S OFFICE: Donald Clark BOARD OF ASSESSMENT & REVIEW: Donald Clark TOWN JUSTICE COURT: DeCarlo POLICE: DeCarlo CODE ENFORCEMENT OFFICER: Pero DOG CONTROL OFFICER: Muffoletto HIGHWAY: DeCarlo RECREATION: Kaczmarek PLANNING BOARD: Muffoletto ZONING BOARD OF APPEALS: Don Clark VOL. FIRE DEPT. LIAISON: Don Clark CENSUS LIAISON: Don Clark BRANT-FARNHAM SENIORS: Don Clark VILLAGE OF FARNHAM: Muffaletto BEAUTIFICATION & EVENTS: Kaczmarek RECREATION PARENT ADVISORY: Kaczmarek LAKE SHORE YOUTH FOOTBALL: Pero ERIE COUNTY GOVERNMENT: Pero CONCERT IN THE PARK: Muffoletto SCHOOL DISTRICTS: Pero, Kaczmarek --------------------------------------------------------------------------------------------- Supervisor Pero then recapped those who passed away throughout the 2015 year. January: Ted Schaffer, Else Sager, Gloria Slawek, Grace Dienstbler, George Castle, Sr. February: Ward Weiser, Jessie Ciminesi March: Rose Trask April: Anna Chiavetta, Harold Conklin Sr, Samantha Morales May: June: July: August: Jean Winters, Jordan Capitano September: Herman Ciminesi October: Dorothy Renaldo November: December: Blanche Sicurella, Cookie Wilson, Frank Pinker, Sr., Robert McCabe, Sr. At 7:41 PM, the entire Town Board motioned to adjourn in memory of all those who passed away in 2015. The entire Board seconded the motion. Meeting adjourned. Respectfully submitted, Barbara Daniel Brant Town Clerk