TOWN BOARD MEETING
January 5, 2015 Page 1 of 5
A special 2015 organizational meeting of the Richfield Town Board was held on Monday, January 5, 2014, at the Richfield Town Hall. The meeting was called to order at 6:00 PM by Supervisor Enjem. Board members in attendance were Bond, Eckler, Palumbo, and Snyder.
The Board reviewed organizational items as follows:
1. Reimbursement rate for 2015 will be .56 per mile. The Town will also adopt the unreceipted per diem meal and travel rates as used by the state. To receive the full per diem allowance travel must be for overnight.
2. The Daily Star will be the official newspaper; additional publications may be used in addition to the legal paper when deemed necessary.
3. Town claims and vouchers must be certified. Vouchers submitted to the clerk for inclusion on the monthly abstract will be filled out and signed by the individual responsible for the budget for that department, and coded with the proper account number to charge. Any vouchers not complete will be returned.
4. NBT and Bank of Cooperstown will be official depositories.
5. The regular meeting of the Town Board will be on the third Monday of the month at the Town Hall t at 6:00 PM.
6. The Superintendent of Highways may spend up to $1000.00 per purchase without Board approval. New materials and equipment must be purchased following procurement policy guidelines.
7. The Town will follow the procurement policy adopted March 12, 1992.
8. The Board of Health shall consist of the Supervisor and Town Board.
9. That Board member Eckler be appointed Health Officer for the Town of Richfield. (No salary associated with this position) Expenses for courses and mileage will be reimbursed.
10. The Town will continue its membership in the Association of Towns. The Supervisor represents the Town of Richfield at the annual Association of Towns Training School & Annual Meeting in NYC each year as a voting member. In the absence of the Supervisor, Paul Palumbo appointed as the voting delegate at the meeting. Representative attending will be reimbursed for incurred expenses to meetings with receipts accompanying bills, except as indicated in the New York State unreceipted travel guidelines. To receive the full per diem allowance travel must be for overnight.
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11. Supervisor, Board members, Town Clerk, Highway Superintendent, Assessors, Town Justices, Court Clerks, and any other appointee of the Town wishing to attend training schools and meetings related to their associated positions are encouraged to attend and be reimbursed for receipted bills or unreceipted per diem meal and travel rates as used by the New York State. To receive the full per diem allowance travel must be for overnight. Prior approval of the Town Board is required for all non-mandated training.
12. That heavy equipment operators paid at the rate of $17.35per hour, light equipment operators at the rate of $15.00 per hour.
13. Monica Harris appointed Historian with an annual salary of $400.00 payable annually.
14. Board of Assessment Review members paid $12.00 per hour.
15. That Monica Harris be Registrar of Vital Statistics with an annual salary $200.00, Veronica McCoy, Deputy Registrar at $100.00 both payable annually, and Michael Kress be appointed sub-registrar, no salary is attached to this position.
16. That Councilwoman Bond be in charge of the Town Hall and along with Supervisor Enjem will oversee arrangements for the proposed improvements/maintenance for the Town Hall/Garage.
17. That Douglas Brooks be appointed Deputy Superintendent of Highways at an annual salary of $600, payable semi-annually.
18. That Veronica McCoy and Richard Harris appointed deputy clerks with annual salaries of: Deputy Clerk McCoy $800.00 and Deputy Clerk Harris $2,600.00, payable semi-annually.
19. That David Weiss appointed Dog Control Officer for the Town at an annual salary of $2000.00, paid quarterly.
20. That Margaret Woodrow appointed Land Use Officer and FEMA Administrator for the Town at an annual salary of $3,500.00. Salary to be paid bi-weekly.
21. That Court Clerk will be paid $15.25 per hour; the Deputy Court Clerk will be paid $14.50 per hour.
22. That the Town follows the leave policy in the Personnel Policy adopted 12/29/03.
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23. The following salaries to be in effect for 2015: Supervisor - $10,000.00; Clerk/Collector - $12,700.00; Board members - $2,100.00; Highway Superintendent - $46,000.00; 1st Justice - $9,000.00; 2nd Justice - $11,500.00; Assessor Margaret Woodrow(appointed) $15,500.00.
24. That Land Use Permit applications are obtained from the Town Clerk or Land Use Officer. The completed application must be returned to the Clerk or Land Use Officer along with the $15.00 application fee before a permit may be issued. All applications will be numbered for audit and control purpose. The $35.00 fee for a Variance includes the $15.00 fee charged for a building permit. Special Permits are $25.00 and do not require a building permit.)
25. That David Merzig be appointed as Town Attorney, with $2,500.00 annual unlimited contact, hourly rate of $175.00 per hour for court representation, plus portal to portal mileage at the IRS rate.
26. The STAR assistant paid at the rate of $11.00 per hour.
27. Ag and Markets requires that the Town appoint a veterinarian who will be available 24/7. We appoint Herkimer Veterinary Associates.
28. Planning Board members plus the one alternate member of the Planning Board will be paid $30.00 per meeting in 2015. Members must be present when the meeting is called to order to get paid. If the secretary is a member of the Board, the secretary will receive an additional $25.00 per month; if the secretary is not a member of the board, the secretary will receive $600.00 per year. Land Use Board of Appeals members will be paid $25.00 per meeting. If the secretary for the Board is also a Board member, the secretary will receive an additional $35.00 per month. If the secretary is not a Board member, the Secretary will be paid $600.00 per year. The chairman of each board will be paid an additional $150.00 per year. Board members will be paid semi-annually.
29. That Supervisor Enjem and Councilwoman Snyder will oversee the maintenance of Bakers Beach structures/facilities.
30. That the Supervisor appoints Cindy Hall as confidential secretary with an annual salary of $8,400.00 payable bi-weekly.
31. Ames Insurance be appointed as a consultant and handle all insurance related items and liaison with the Towns insurance carrier, NYMIR.
32. Elected officials and employees will not be paid mileage for picking up supplies if the vendor provides free delivery
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33. The Supervisor is responsible for completing utility bill vouchers and authorized to pay utility bills without prior Board approval to avoid late fees; health insurance invoices may be paid without prior approval if they do not arrive in time for the regular board meeting; department heads may buy postage without prior board approval. Vouchers for these expenses must be submitted for board audit and approval at the next regular board meeting.
34. The following appointments were made to the Land Use Board of Appeals, all terms to begin on January1st and end on December 31st. For the Land Use Board of Appeals: Larry Frigault (01/01/2011 to 12/31/2015); William Berberick (01/01/2015 to 12/31/2016); Marjorie Walters (01/01/2015 to 12/31/2017); Tim Cantwell (01/01/2015 to 12/31/2018); Thomas Richvalsky (01/01/2010 to 12/31/2019). For the Planning Board: Cyndy Andela (01/01/2011 to 12/31/2015); Janet Sylvester (01/01/2012 to 12/31/2016); Dan Sullivan (01/01/2013 to 12/31/2017); Donald Urtz (01/01/2015 to 12/31/2018); R. Joseph Woodrow (01/012015 to 12/31/19); alternate Richard Harris (01/01/2015to 12/31/2019. Supervisor Enjem will contact the board members with expires terms and check to see if they still want to serve.
35. The Village of Richfield Springs is authorized to use the Town Hall for Village elections in March. The date for 2015 is March 17th.
36. The supervisor will let board members know the Wednesday preceding the board meeting that financial reports are done, and provide the board with Profit and Loss statements, balance sheets, and the agenda by the end of Friday before the regular board meeting. Board member Snyder reminded the board that last year she asked that reports be available early enough before the meeting that board members have time to review them but that did not happen. The clerk will provide minutes the same as this past year. The folder for the monthly financial audit will be available to board members by the first of the following month. The monthly bank statements will be available by the 28th of the following month.
37. Paul Palumbo is appointed as the Computer Information Security Officer. Supervisor Enjem informed Palumbo that the security officer needs to have HIPPA training. Palumbo is not certain about that; he will research the matter and get back to the board..
38. The supervisor may get a signature stamp to be used to sign checks. The confidential secretary may use the stamp in the absence of the supervisor.
Palumbo instructed the supervisor to pay for the website with the debit card and then cancel the card. The town should not be using a debit card.
Motion by Bond, second by Snyder to appoint Fred Eckler as a second signatory on the supervisor’s office bank accounts. Bond – yes, Eckler – yes, Palumbo – yes, Snyder – yes, Enjem – no.
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Motion by Eckler, second by Palumbo that public comment time will be moved to the end of the meeting and be limited to five (5) minutes. Bond – yes, Eckler – yes, Palumbo – yes, Snyder – yes, Enjem – no.
Motion by Snyder, second by Bond to approve organizational items #1 – 38 as amended. Bond – yes, Eckler – yes, Palumbo – yes, Snyder – yes, Enjem – no.
Judge Bartle and the board had a discussion on records the court must allow the board access to in order to complete required audits per the comptroller’s office. The board will be doing monthly, not annual audits. The judge will make original financial statements available to the board; he and the board can set up a day and time to meet. Judge Bartle told the board that court bank statements do not fall under FOIL laws; therefore he is not required to make copies. The board will get back to Judge Bartle.
Motion to adjourn at 8:08 PM by Bond, second by Snyder. Bond – yes, Eckler – yes, Palumbo – yes, Snyder – yes, Enjem – yes.
Monica Harris, Clerk