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Home My WebLink About01-07-2016 Town Board Organizational Meeting Minutes ApprovedTown Board Meeting 01/07/2016 pg. 1 TOWN OF VIRGIL ORGANIZATIONAL MEETING JANUARY 07TH, 2016 PRESENT: Supervisor John Kaminski, Board Members Eric Snow, Jereme Stiles and Matt Denniston, Member Gary Pelton was excused, Attorney for the Town Pat Snyder was excused, Town Clerk/Collector Alane Van Donsel, Highway Superintendent John Morse, Demont Lang Highway Department and Sarah Snow. 7:00 PM – ORGANIZATIONAL MEETING Resolution #16-001 Set Meeting Times- The Town Board set the meeting dates and times for 2016 as being the 2nd Thursday of every month. Hall Meetings will commence at 7:00 PM, Town Board will commence at 7:30 PM. A 2nd meeting may be held on 4th Thursday if needed. Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-002 Official Depository- The Official Depository shall be First National Bank of Dryden for the Virgil General Fund, Highway Fund, Capital Fund, Town Clerk/Tax Collector Fund, and Town Justice Fund. NBT shall be the depository for the Virgil Community Development Fund. Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Stiles and Kaminski. Abstain: Denniston Nays: None. Resolution #16-003 Pay Schedule for Elected Officials and Appointed Officials Pay Schedule for elected and appointed officials: Position Pay Pay Schedule Supervisor $6,000.00 Quarterly Clerk/Tax Collector $26,500.00 Bi-weekly -Sewer/Water $4,000.00 Bi-weekly Town Board (4) $2,000.00 Quarterly Town Judge $12 ,360.00 Monthly Highway Super. $47,425.00 Bi-weekly -Transfer $5,900.00 Bi-weekly Animal Control $10,320.00 Monthly Bookkeeper $14,000.00 Bi-weekly -sewer/water $12,000.00 Bi-weekly Code Enforcer $37,635.00 Bi-weekly Court Clerk $10,750.00 Bi-weekly Custodian $4,120.00 Bi-weekly Deputy Clerk $11.60/hr Bi-weekly -sewer/water $11.60/hr Bi-weekly Historian $1,400.00 Quarterly Board of Appeals $125.00 Annually Planning Board $15.00/mtng Annually Zoning Board $15.00/mtng Annually Transfer Attendant $16.43/hr Bi-weekly -Assistant $13.00/hr Bi-weekly Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-004 Rate of Pay for Highway Employees- The rate of pay for full-time Highway Employees has been set by the Highway superintendent and is approved by the Town Board. Highway employees are paid hourly on a bi- weekly schedule. Hourly rates are as follows: Rick Horner $20.44 an hour James Klingle $16.00 an hour Demont Lang $16.40 an hour Britt Morse $15.00 an hour Walt Nichols $17.16 an hour Aaron Peck $16.40 an hour Motion made by Member Snow, Member Stiles seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-005 Highway Purchases Authorization- The highway Superintendent is authorized to purchase new equipment, tools and other implements not to exceed $4500 and allow repairs up to $3000 without Town Board authorization. This authorization does not apply to building maintenance and or repair, a general fund item. Town Board Meeting 01/07/2016 pg. 2 Motion made by Member Snow, Member Denniston seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-006 Highway Superintendent equipment purchase authorization - The Highway Superintendent is authorized to purchase equipment through Piggybacking as laid out in Section IX of the Town of Virgil Procurement Policy. Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-007 Mileage Reimbursement- The mileage reimbursement rate will be the current IRS rate at any given time. Motion made by Member Stiles , Member Denniston seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-008 Official Newspaper- The official news paper for the Town of Virgil shall be the Cortland Standard. Motion made by Member Snow, Member Denniston seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Resolution #16-009 Appointment of Town Attorney- The Attorney for the Town shall be Patrick M. Snyder, Esq. Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Appointment of Bookkeeper- The Town Supervisor appoints Gina Nourse as the Towns Bookkeeper. Resolution #16-010 Bookkeeper authorization to pay bills- The Town’s bookkeeper shall be authorized to pay utility and contractual insurance bills prior to Board approval to avoid and late payment fees. Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Town Board agreement to pay portion of Bookkeepers health insurance -The Town Board tabled this item until it is determined if the bookkeeper will be reappointed in Truxton. In the past the Town of Virgil pays a portion of the Bookkeeper’s health insurance in cooperation with the towns of Truxton and Willet. Tabled Appointment of Deputy Clerk- Town Clerk Alane Van Donsel appoints deputy clerk Bernadette Karam. Appointment of Registrar of Vital Records- Town board appointed Town Clerk Alane Van Donsel as Registrar of Vital records. Appointment of Deputy Registrar- Town Clerk Alane Van Donsel appointed Bernadette Karam as Deputy Registrar of Vital records. Appointment of Records Management Officer- Town board appointed Alane Van Donsel Virgil Town Clerk as records office manager. Appointment of Deputy Supervisor- Supervisor Kaminski appointed Jereme Stiles as Deputy Town Supervisor. Appointment of Court Clerk- Town Justice Scott Elston shall appoint Deb Gallagher as Court Clerk. Appointment of Deputy Highway Superintendent- Highway Superintendent John Morse appointed Rick Horner as Deputy Highway Superintendent. Appointment of Animal Control Officer and Deputy Animal Control Officer - The Town Board appointed Lindsay Andersen as the animal control Officer and Suzzie Nalley as the Deputy Animal Control Officer. Appointment of Code Enforcement Officer- The Town Board appointed Craig Umbehauer as the Town’s Code enforcement officer and Zoning Officer. Motion Appointment of Planning Board Chair- The Town Board appoints Jeff Breed Planning Board Chair. Appointment of Planning Board Secretary- Will be appointed by the Planning Board. Appointment of ZBA Chair- Town Board authorizes the Zoning Board to appoint their own Chairman, as the current Chairman has resigned. Appointment of ZBA Secretary- Shall be appointed by the Zoning board. Resolution #16- 011 Appointment of Board of Assessment Review Member - The Town Board appointed James Pavero to the Board of Assessment Review for a five year term. Motion made by Member Stiles, Member Snow seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Town Hall Custodian Appointment- The Town Board appointed John Lellig as the Town Hall Custodian. Town Board Meeting 01/07/2016 pg. 3 Town Gardener Appointment- The Town Board sets the salary for a Town Hall gardener at the hourly rate of $10.00 an hour not to exceed $500.00 a year. Community Development Loan fund Membership- Town Board shall confirm appointments to the Community Development Fund Loan Advisory Committee as being Sheila Morse, Ronald Dennison, Howard Ford, Terri Flatt, Town Board Liaison Jereme Stiles. Hope Lake Park Advisory Committee- The Town Board wishes to reestablish the Hope Lake Park Advisory Committee. This item will be discussed at the next meeting. Town Clerk Van Donsel will contact former members to see if they are still interested in serving on the committee. Board of Ethics- The Town Board confirms the membership of the Board of Ethics Chair as Kathy Jensen, Gary Hoyt, Richard McMullin and Town Board Liaison as Matt Denniston. Code of Ethics- A copy of the code of Ethics and note that each new member of all the Virgil Town Boards shall receive a copy of the Code of Ethics from the Town Clerk. A signed receipt shall be given to the clerk from each board member. Sewer and Water District Operators- The contracted operator for the Town of Virgil Sewer District #1 shall be YAWS Environmental Process, LLC and the contracted operator for the Town of Virgil Water District #1 is W2Operator Training Group, LLC as determined by contract agreements . The Town board shall authorize representatives for the Town of Virgil Sewer Water Districts as Jerry Smith & John Mc Grath of Yaws and Douglas Withey of W2Operator. Water Quality Committee and Laboratory Testing- The representative for the Water Quality Coordination Committee shall be Douglas Withey. The testing Laboratory for the Town of Virgil Water and Sewer Districts #1 shall be Microbac and YAWS Environmental Process, Inc. Lab. Annual Report- The Town Supervisor shall be authorized to publish the annual report in the newspaper brief, as opposed to the long form. Auditor- The Town board shall give authorization to the Town Supervisor to hire an auditor, if deemed necessary. Emergency Awareness and HAZMAT Information- The Town Clerk will make the appropriate name changes for the Emergency Awareness Information for HAZMAT Seasonal Road Closings- The Town board shall authorize the Highway superintendent to advertize Seasonal Road closings in October. Resolution #16-012 Highway Funds- The board shall accept the Highway Funds Agreement section 284 of Highway Law as presented by the Highway Superintendent. Motion made by Member Stiles, Member Denniston seconded the motion. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. Town’s Investment Policy- The Town board shall affirmed the Town of Virgil’s Investment Policy. Town’s Liability Policy- The Town’s Liability Policy shall be reviewed at the Boards discretion. Town’s Procurement Policy- The Town board shall affirm the Town of Virgil’s Procurement Policy. : Resolution #16-013 Establishment of Water and Sewer Rates for 2016: Minimum rate for water shall be $60.00 quarterly and minimum rate for sewer shall be $95.00 quarterly. A Motion was made by Member Stiles, seconded by Member Snow. Vote: Ayes Snow, Denniston, Stiles and Kaminski. Nays: None. NEW BUSINESS FOR 2016 Audit Town Clerks Books: Town Board signed and audited the books for the Virgil Town Clerk’s Office to include the Town Clerk’s checking account, DECALS checking account and the Tax Collection checking account. Audit Town Supervisor’s Books: The Town Board signed and audited the Town Supervisors books. Audit Court’s Books: Supervisor John Kaminski and Town Councilman Jereme Stiles preformed an audit of the Court Justices books on Tuesday January 5th . The Town Board signed the Court Justices Books on January 7th, 2016 confirming the audit. Reaffirm Water and Sewer Policy: These items will be added on to the next board meeting to be held on January 14th 2016. Town Board Meeting 01/07/2016 pg. 4 Approve Animal Shelter Agreement: This item was tabled until the next board meeting so the Town’s Attorney Patrick Snyder can review it. Tabled Resolution #16-014 Appointment of Liaison to the Heath Care Consortium: The Town Board Appointed Eric Snow as the Liaison to serve on the board of the Greater Ithaca Health Care Consortium. Member Stiles made the motion to appoint Eric Snow. The motion was seconded by Member Denniston. Vote: Ayes Snow, Denniston, Stile s and Kaminski. Nays: None. Adjournment: With no further business to discuss Member Stiles made a motion to adjourn the Organizational meeting at 7:53 PM. The motion was seconded by Member Denniston. Vote: Ayes: Snow, Denniston, Stiles and Kaminski. Nays: None. Respectfully Submitted, Alane Van Donsel Virgil Town Clerk