HomeMy WebLinkAbout1997 Organizational Resolutions 219
Town of Enfield
168 Enfield Main Road • Ithaca, NY 14850 • (607) 273-8256
1997 Organizational Resolutions 8 January 1997
1. The monthly meeting of the Enfield Town Board shall be held on the first Wednesday of each
month, at 6:30 p.m., at the Enfield Community Building, 182 Enfield Main Road, Ithaca, NY.
2. The Ithaca Journal is designated as the official newspaper for the Town of Enfield.
3. The following appointments are recommended:
a. Deputy Supervisor: Garry Achilles
b. Deputy Clerk: Michelle Humphries
C. Deputy Highway Superintendent: Ronald McFall
d. Town Attorney: Mr. Robert Mulvey. The Town Board specifically waives the requirement
that the Town's Attorney be a resident of the town.
e. Code Enforcement Officer: appointment deferred
f. Assistant Code Enforcement Officer: appointment deferred
g. Court Clerks: designated by the Town Justices:
Michelle Townley by Justice Poole
Carolyn Thall by Justice Warden
h. Election Machine Custodians:, (2)
Martin Schriber and Roger Hubbell
i. Town Historian: Sue Thompson
4. Salary Schedule for 1997
Elected Officials:
Town Supervisor: $5,250/year, paid monthly
Highway Superintendent: $31,975/year, paid monthly
Town Clerk; $8,500/year, paid monthly
Town Justices; (2) $8,760/year, paid monthly
Members of the Town Board: (4) $1,672/year, paid quarterly
Town Employees:
Court Clerks: (2) $2,672/year, paid monthly
Deputy Highway Superintendent: $12.92/hour, paid biweekly
Deputy Town Clerk: $7.00/hour, paid biweekly
Machine Equipment Operator: (3) $10.00 - $12.41/hour, paid biweekly.
Highway Department part-time employees: $6.00 - $8.25/hour, paid biweekly.
Contract Services:
Town Attorney: $110.00 per hour.
(Organizational Resolutions for Town of Enfield contintued)
5. Committees and Boards
Assessment Review Board: Councilmen Clark and Fisher
Highway Committee: Councilman Achilles, Chair, Councilman
Lovelace, Superintendent Updike, Supervisor Mather
Personnel Committee: Councilman Lovelace: Chair, an employee
representative (selected by the town employees), Councilman Fisher, Superintendent
Updike, Supervisor Mather
Fire and Building Code Committee: Councilman Clark, Chair, Code
Enforcement Officer, Assistant Code Enforcement Officer, Fire Company Representative,
Planning Board Representative, Supervisor Mather
Fire Company Liaison:
1 st quarter:
Councilman Lovelace / Alternate, Supervisor Mather
2nd quarter:
Councilman Clark / Alternate, Supervisor Mather
3rd quarter:
Councilman Achilles / Alternate, Supervisor Mather
4th quarter:
Councilman Fisher / Alternate, Supervisor Mather
Commemorative Committee: Councilman Fisher, Chair, Sue Thompson,
Ellen Hobbie, Alice Laue, one vacancy.
Conservation Advisory Council: vacant
Tompkins County Transportation Council: vacant
Planning Board: Michelle Humphries, Chair, Eugene Enders,
Secretary, Michael Williams, Virginia Bryant, Richard Chase, Calvin Rothermitch, Ann
Chaffee.
Cemetery Committee: Peggy Hubbell, Chair, Ruth Miller, Roger and
Donna Laue, Ron Updike, Helena Schaber, Pat Dougherty, Roger Hubbell, Francis
LaBombard, Robert and Katherine Kellogg, Robert Kellogg, Jr. (The residency
requirement for Robert and Katherine Kellogg and Robert Kellogg, Jr. is specifically
waived.) At the option of the cemetery committee, caretakers for the cemeteries may be
added to this committee by letter of recommendation to the Town Board.
Committee on Resources and Infrastructure: Tom Drew Chair (E.C.C.
Representative), Fire Department Representative, Senior Citizens Representative, Highway
Superintendent, Planning Board Representative, Peggy Hubbell, Ellen Ricketson, Pat
Dougherty, Supervisor Mather.
Tompkins County Planning Federation Advisory Board: Richard Chase
Ithaca Youth Bureau: Joe Schehr (2nd year of 3 year term)
220
Policy 100.1 Banking Institutions
Adopted 01/01/97
A. The official bank for Town of Enfield accounts shall be the Tompkins County Trust
Company, Trumansburg Branch, Trumansburg, NY.
B. The Town, as a member of the Municipal Banking Investment Association, (MBIA), shall
have the right to open/close accounts in this organization as deemed necessary by the Town
Supervisor.
C. The Town Supervisor shall maintain on file in the Town Hall all bank statements related to
town activities. The opening and closing balances of all accounts shall be listed on the
Supervisor's Monthly Operations Report.
D. Only the Town Supervisor, or in his/her absence, the Deputy Supervisor, shall have the
authority to sign checks on town accounts.
Policy 100.2 Payroll Activities
Adopted 01/01/97
A. The Town engages the services of an independent payroll service for the computation and
issuance of Town Payroll checks. Only the Town Supervisor, or (in his/her absence) the
Deputy Town Supervisor, has the authority to sign payroll checks.
B. Payroll checks shall be issued in accordance with the payroll schedule adopted on an
annual basis by the Town Board.
C. The Town Supervisor is authorized to pay upon,demand all payroll related items such as
taxes, retirement contributions, any type of withholding, voluntary payroll deductions, or
any other payroll related cost, other than the cost of the payroll service. (Payroll service
costs shall be paid via the usual abstract/warrant process.)
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Town of Enfield
168 Enfield Main Road,Ithaca,NY 14850
607-273-8256 Fax 607-277-2639
Payroll Schedule for 1997
Quarterly Payrolls
4/l/97, 7/1/97, 10/1/97, 12/23/97
Monthly Payrolls
1/31/96, 2/28/97, 4/l/97, 5/l/97
6/2/97, 7/1/97, 8/l/97, 9/1/97
10/1/97, 11/3/97, 12/1/97, 12/23/97
Biweekly Payrolls
1/3/97, 1/17/97, 1/31/97, 2/14/97
2/28/97, 3/14/97, 3/28/979 4/11/97
4/25/97, 5/9/97, 5/23/97, 6/6/97
6/20/97, 7/3/97, 7/18/97, 8/l/97
8/15/97, 8/29/97, 9/12/97, 9/26/97
10/10/97, 10/24/97, 11/7/97, 11/21/97
12/5/97, 12/19/97
Policy 100.3 Vacation and Holiday Policy
Adopted 01/01/97
A. Highway Department Employees shall be eligible for paid vacation according to the
following schedule.
Length of Service Vacation Time
less than one year none
1-2 years 1 week
3-9 years 2 weeks
10-19 years 3 weeks
20 or more years 4 weeks
B. Vacation time is credited to employees on their anniversary date.
C. All vacation schedules require the approval of the employee's supervisor.
D. Vacation time may accumulate up to a maximum of four weeks carried over at the
employment anniversary date.
E. Employees are entitled to eleven paid holidays per year.
They are as follows:
New Year's Day
Martin Luther King Jr.'s Birthday
Washington's Birthday
Memorial Day
Fourth of July
Labor Day
Columbus Day
Veteran's Day
Thanksgiving Day
Christmas Day
One floating holiday per year.
F. The Highway Superintendent is entitled to three weeks vacation per year.
G. Overtime Rate: Payment for working over forty hours per week shall be at a rate equal to
one and one half times the employee's normal pay rate.
H. Holiday Rate: Pay for working on a holiday shall be at a rate equal to two times the
employee's normal pay rate, plus the holiday pay.
222
Policy 200.1 Sick Leave Policy
Adopted 01/01/91
A. Sick leave shall be granted at the rate of eight hours per calendar month and may be
accumulated to a maximum of one hundred and twenty days. Upon retirement with a
minimum of ten years of service to the Town of Enfield, an employee shall receive one
hour of pay for each eight hours of unused sick leave, up to a maximum of 120 hours.
N
Policy 200.2 Health Insurance Policy
Adopted 01/01/97
A. Health insurance for employees hired prior to 1 January 1993, and currently insured by the
Town of Enfield, either with individual coverage or family coverage, shall continue to be
provided at the Town's expense.
B. Health insurance for employees hired on or after 1 January 1993 shall be provided for the
employee only, at the Town's expense. Family coverage shall be available through the
Town at the employee's expense.
C. Health insurance coverage for full time employees retiring from the town with a minimum
of ten consecutive years service to the Town of Enfield shall be provided by the Town.
Said coverage shall be individual coverage with the option of family coverage at the
retiree's expense. Upon reaching age sixty-five, the retiree's health coverage provided by
the Town shall be converted to a supplemental medicare policy and continued to be paid by
the Town for the life of the retiree.
Policy 400.1 Investment Policy 223
Adopted 01/01/97
The Town Supervisor is authorized to invest Town funds, not temporarily needed, in United
States Treasury Obligations, and/or various savings accounts or certificates of deposit, on behalf
of the Town. The total of said deposits, exclusive of treasury obligations, shall not exceed
$800,000 at any one time. All obligations shall be secured by obligations of the United States,
the State of New York, or any political subdivisions thereof, to the extent of FDIC coverage,
pursuant to Section II of the General Municipal Law and State Comptroller's Financial
Management Code.
Policy 400.2 Prepayment of Certain Bills
Adopted 01/01/97
The Town Supervisor is authorized to pay upon receipt certain bills presented to the Town prior to
the submission of said bills for approval of payment by the Town Board.
The list in its entirety is as follows:
Utility bills
Postage/freight/or express service
All funds deducted from payroll
All funds payable to government agencies attributable to payroll activities
NYS retirement contributions
As a matter of procedure, the Town Supervisor shall include on the next abstract submitted to the
Town Board, following the payment of any such bills, all bills paid under the authority granted in
this policy except for payroll related.items.
224
Policy 400.3 General Policy on Procurement
Adopted 01/01/97
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 bidding
requirements under GML, S 103 or.any other law. Accordingly:
Guideline l:
Every prospective purchase of goods or services shall be evaluated to determine the
applicability of GML,,S 103. Every Town officer, board member, department head, or
other personnel with the requisite purchasing authority shall estimate the cumulative
amount of items of supply or equipment needed in a given fiscal year. Said.estimate shall
include a canvass of other town departments and a past history to determine the probable
yearly value of the commodity to be acquired. The information gathered and the
conclusions derived shall be documented and kept on file to support the purchasing
activity.
Guideline 2:
All purchases of equipment or supplies which exceed $10,000 is a single fiscal year shall
be subject to formal bid. For public works projects the bid process shall start at $20,000.
Said policy is in compliance with GML S 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 three vendors,
• less than $3,000. but greater than $1,000. require an oral/fax quote from two vendors,
and
• less than $1,000 are left to the discretion of the purchaser.
All estimated Public Works contracts for:
• less than $20,000 but greater than $10,000 require a written RFP and quotes/fax from
three vendors,
• less than $10,000 but greater than $3,000 require a written RFP and quotes/fax from
two vendors, and
• less than $3,000 are left to the discretion of the purchaser.
Any written RFP shall describe the desired goods or services, quality, quantity, timetables,
and any particulars of delivery. The purchaser shall compile a list of all vendors from
whom quotes are offered and/or solicited.
All information gathered in complying with the procedures of this guideline shall be
preserved and filed with the documentation supporting the subsequent purchase of goods or
services or a public works contract.
Guideline 4:
The lowest responsible proposal or quote shall'be awarded the purchase or public works
contract unless the Purchaser prepares a written justification providing exact reasons why it
is in the best 'interest of the Town to make the award to a bidder other than the low bidder.
If a bidder is not deemed responsible, facts supporting that judgement shall also be
documented and filed.
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/quotes, the Purchaser
shall document the attempt made. In no event shall the inability to obtain quotes or
proposals be a bar to procurement.
Guideline 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. Emergency Situations
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 governmental agencies
g. Goods purchased at auction
Guideline 7:
The Superintendent of Highways is authorized to open competitive bids on public works
contracts.
Guideline 8:
The Superintendent of Highways is authorized to purchased tools, parts, supplies,
equipment, and other items normally required in the completion of departmental work
without the approval of the Town Board.
225
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