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HomeMy WebLinkAbout1993 Organizational Resolutions 1993 ORGANIZATIONAL RESOLUTIONS 1. The 1993 Enfield Town Board Meetings to be held on the first Wednesday of each month at 7 : 30 -pm at the Enfield Community Building. 2. The Ithaca Journal is the official newspaper. 3. The Lorraine Bard will provide the services of dog control officer. 4. The Deputy Supervisor is Robert Linton. 5. The Deputy Town Clerk is Linda atilwell . 6. The Deputy Highway Superintendent is Ronald McFall . 7 . The Town Attorney is Robert Mulvey. S. The Town Historian is M. Clyde Hubbell . 9. The Court Clerks are Carolyn Thall and Betty Poole. 10. The Election Machine Custodians are James Bailey and Martin Schreiber. 11. The Fire and Building Code Enforcement Officer is Roger Rumsey. 12. The Town Bookeeper is Patricia Podufalski . 13. The Record Management Officers Representative is Virginia Bryant. The 1993 Salaries follow: 13. Machine Equipment Operator - (permanent, full-time highway employee) - $10 .00-$11.00 per hour paid every two weeks . 14. Deputy Highway Superintendent - $11. 50 per hour paid every two weeks. 15. Part-time Highway Employee - $7 .50 per hour paid every two weeks . 16. The Court Clerks: Carolyn Thall - $1, 900.00 per year. Betty Poole - $1 ,900 .00 per year. 17 . Bookkeeper - Patricia Podufalski - $3,600.00 per year paid monthly. 3.8. Fire and Building Code Enforcement Officer - $7 ,500.00 per year paid monthly. -2- 19. Elected Town Clerk/Tax Receiver - $8,000 .00 per year paid monthly. 20. Supervisor - $5,500 .00 per year paid monthly. 21. Town Councilman (4) $1,500 .00 per year paid semi-annually. 22 . Justice (2) - $8,000.00 per year paid quarterly. 23. Highway Superintendent - $28,350 .00 per year paid monthly. 24. Monthly, quarterly and semi-annual payroll checks shall be dated the last weekday of the respective payroll period. 25. Vacation for full-time Highway Employees only: Years of Service Vacation less than 1 none 1 - 2 1 week 3 - 9 '2 weeks 10 - 19 3 weeks 20 and over 4 weeks Vacation is credited to employees on their anniversary date. Vacation schedules must be approved by the Highway Superintendent. Vacation for the Highway Superintendent is 3 weeks . 26. Paid Holidays total 11 per year: New Year's Day Martin Luther King's Birthday Washington's Birthday Memorial Day Fourth of July Labor Day Columbus Day Election Day Veterans Day Thanksgiving Day Christmas Day Reimbursement for working a paid holiday is triple-time. (Double-time plus holiday pay. ) 27 . Sick Leave Policy: All full-time Highway Employees will be granted eight (8) hours sick leave per month which may be accumulated to 120 days . Upon retirement with ten years of service, an employee shall receive one (1) hour pay for each eight-hour day accumulated for a maximum of 120 hours (three weeks) . 28 . The current IRS mileage rate will be paid to an employee or elected official for use of a personal vehicle for Town -)- business. The Highway Superintendent must give prior approval to Highway employees , the Town Board must approve all others. A 29. Health Insurance: Coverage for full-time Highway Employees (family/'individual ) is provided by the Town. Any employees hired from this date foLch as a full-time Highway employee will be provided with single (individual ) coverage by the Town with family coverage available through the Town at the employee expense. 30. Health Insurance: Coverage for any future full-time Highway employees retiring from the Town having worked for the Town for at least 10 consecutive ,years, will be provided by the Town upon approval of the Town Board. This coverage will be individual with the option of family coverage at the retirees expense. 31. Committees and Boards: Assessment Review Board - Robert Linton and Pat Dougherty Highway Committee - Supervisor, Highway Superintendent, Donald Lovelace, Robert Linton. Personnel Committee - Supervisor, Highway Superintendent, Employee Representative, Donald Lovelace, Pat Dougherty. Fire and Building Code Committee - Robert Linton and Donald Lovelace. Fire Company Town Board Representative - (appointed quarterly) : 1st Qtr - Linda VanNederynon 2nd Qtr - Pat Dougherty 3rd Qtr - Donald Lovelace 4th Qtr - Robert Linton Commemorative Committee - Susan Thompson, Pat: Dougherty, Helen Smith, Ellen Hobbie, M. Clyde Hubbell (ex-officio) . Planning Board - Co-Chair Joella Moore and Michael Williams, Gene Endres, Marty Shapiro, Caroline Gritti-Bingham, John Rancich, Susan Webster. Conservation Advisory Council - Jessica Connors, William Westoven, Ralph Carpenter, Brenda Smith. Cemetary Committee - Ruth Miller, Roger and Donna Laue, Jack and Peggy Hubbell , Ron Updike, Frances Newhart, Helena Schaber, John and Pat Dougherty, James Bailey, Robert and Catherine Kellogg, Robert Kellogg, Jr:. , John and Helen Smith, and Roger and Beverly Brown. 32. The Planning Board shall adopt rules and regulations in respect to procedure before it and in respect to any subject matter over which it has jurisdiction under Town Law 272 or any other statute, after public hearing by the Planning Board and subject to approval by the Town Board. -4- 33. County Planning Board - Richard Chase 34. The Superintendent of Highways- is authorized to purchase competive bids on public works and purchase contracts required to be advertised. 35. The Tompkins County Trust Company is the official depository. 36. All public officers are required by law to take the oath "of , office. This includes all appointed as well as elected officials . If within 15 days of appointment or when office is taken, the official hasn't taken the oath of office, their position is by law vacant. 37 . The Town Attorney for Enfield does not have to be a resident of the Town of Enfield. 38. The Town Board authorises the payment of certain claims before audit namely: - public utility services - postage - freight and express service - funds deducted from payroll including social security, retirement; etc. 39. Procurement Policy: WHEREAS, Section 104-b of the General Municipal Law (GML) requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML, S103 or any other law; and WHEREAS, comments have been solicited from those officers of the town involved with procurement; NOW THEREFORE, be it RESOLVED: that the Town of Enfield does hereby adopt the following procurement policies and procedures: Guideline 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML, S103. 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 inf..ormation gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. Guideline 2. All purchases of a) supplies or equipment which will exceed $10 ,000 in the fiscal year or b) public -5- works contracts over $2.0 ,000 shall be formally bid pursuant to GML, $103. Guideline 3. All estimated-purchases of : Less than $10,000 but greater than $3,000 require a written request for a proposal (RFP) and written/fax quotes from 3 vendors . - Less than $3 ,000 but greater than $1,000 require an oral request for goods and oral/fax. quotes from 2 vendors. Less than $1,000 but greater than $250 are left to the discretion of the Purchaser. All estimated public works contracts of: Less than $20 ,000 but greater than $10 ,000 require a written RFP and fax/proposals from 3 contractors . Less than $10,000 but greater than $3,000 require a written RFP and fax/proposals from 2 contractors. Less than $3,000 but greater than $5QQ are left to discretion of the Purchaser. Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written/fax/oral quotes are 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. Guideline 4. The lowest responsible proposal or quote shall be awarded to 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, a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurement . Guideline 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. Guideline 6. Except when directed by the town board, no solicitation of written proposals or quotations shall be required under the following circumstances : ' w -6- 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 $250; i) Public works contracts for less than $500. Guideline 7. This policy shall be reviewed annually by the town board at its organizational meeting or as soon thereafter at is reasonably practicable. 40 . Investment Policy RESOLVED that the following banks he and hereby are designated as depositories for All Funds received by the Town of Enfield with permitted maximum deposits at any one time is any one bank of $800 ,000 : TOMPKINS COUNTY TRUST COMPANY BE IT FURTHER RESOLVED that the Supervisor be and hereby authorized to invest money, not needed temporarily, in United States Treasury Obligations, and various savings accounts and certificates of deposit of the Town of Enfield funds as per this resolution. The total deposits, excluding United States Treasury Obligations, are not to exceed the amounts authorized by this resolution, and are to be secured by obligations of the United. States of America, the State of New York, or political subdivisions thereof, to the extent deposits exceed FDIC", coverage, pursuant to Section II of the General Municipal Lake and State Comptroller's Financial Management Code. The Supervisor shall monitor monthly collateral pledged by banks as to adequacy and custodial arrangement.