STAFFORD ORGANIZATIONAL MEETING
January 10, 2022
Supervisor Clement called the meeting to order at 7:15P.M.., followed by Pledge to Flag.
Agenda of the Organizational Meeting of the Stafford Town Board for the purpose of making appointments for 2022, held at the Stafford Town Hall.
Town Clerk presented notice of publication and posting.
PRESENT
R. Clement -Supervisor
R. Pacer -Councilman
J. Duyssen -Councilman
R. Panek -Councilman
D. Mullen -Councilman
OTHERS
S. Boldt -Highway Supt.
Barbara Radley -Town Clerk
OFFICERS to be NAMED BY THE TOWN BOARD
Prior year 2021 New Year2022
Fire Wardens: Chief -Matthew Hendershott Matthew Hendershott
1st Asst. Chief Tim Eckdahl Tim Eckdahl
2nd Asst Chief Mark Dougherty Mark Dougherty
3rd Asst. Chief Brian Pocock Brian Pocock
4th Asst. Chief Brian Breemes Brian Breemes
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Fire Dept. Officers
President James Call James Call
Vice President Kari Breemes Kari Breemes
Secretary Julie Bobo Julie Bobo
Treasurer Stephanie Call Stephanie Call
Trustees Stanley Gere Stanley Gere
Donald Hall Donald Hall
Jason Smith Jason Smith
Chad Rambach Chad Rambach
Chris Penkszyk Chris Penkszyk
Deputy Supervisor -Robert Pacer Donald Mullen
Deputy Town Clerk/Tax Collector Julie Bolas-Carasone Michelle McEwen
Jane Scott
Registrar of Vital Statistics Julie Scheuerlein Barbara Radley
Sole Assessor Ann E. Sapienza Anne Sapienza
Legal Counsel Mark Boylan Mark Boylan
Auditor Laura Landers, CPA TBD
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Historian Garth Swanson TBD
Memorial Custodian Terry Young Terry Young
Custodian (Parks) Terry Young Terry Young
Justice Court Clerk #1 Terry Maid Terry Maid
Justice Court Clerk #2 Marilyn Weinert Marilyn Weinert
Code Enforcement Officer Gerry Wood Gerry Wood
Zoning Officer Gerry Wood Gerry Wood
Planning Board Member Chair William Van Alst William Van Alst
Planning Board Member Paul Tenney Paul Tenney
Lindsey Yoder Lindsey Yoder
Anita Taylor Anita Taylor
Sharon Valyear-Gray Sharon Valyear-Gray
Carol Queal Carol Queal
Mary Ellen Schmidt Mary Ellen Schmidt
Richard Squires-Alt Richard Squires – Alt
Planning Board Secretary Walter Kershenski Walter Kershenski
Zoning Board of Appeals Secretary Walter Kershenski Walter Kershenski
Zoning Board of Appeals Mike Lathan Mike Lathan
Jackie Ali Jackie Ali
Jim Balonek Jim Balonek
Crista Boldt Crista Boldt
Nick Pascucci – Alt Tim Thomas – Alt
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Recreation Director Samantha Call TBD
Custodian Terry Maid TBD
Motion made by Councilman Mullen, second by Councilman Pacer to accept the above list of officials for 2022 and approved on a Roll Call vote 5-0 as follows:
Councilman Duyssen aye
Councilman Pacer aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
SAFETY INSPECTION
In the event that a citizen has a safety complaint and requests the Code Enforcement Officer/Zoning Enforcement Officer to inspect the facility, a $25.00 fee will be charged. In the event that the complaint is valid, the $25.00 will be returned to the complainant.
CODE ENFORCEMENT OFFICER
If a replacement is needed due to absenteeism, the Town would pay $20.00 per inspection up to $200.00 which would be deducted from the Code Enforcement Officer’s salary. Any other expenses that the Code Enforcement Officer accrued would have to be submitted to the Town Board.
Councilman Duyssen made a motion to nominate Councilman Mullen to the Deputy Supervisor position, Councilman Pacer second the motion and the motion carried on a 5-0 vote.
A discussion was held about the auditing of our town, Freed Maxick is no longer conducting audits; we are looking into other firms to conduct audits.
We were notified that our Town Historian, Garth Swanson has passed away; we will look for a qualified interested candidate to fill this position.
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The Recreation Supervisor will be revisited soon. Samantha Call did a wonderful job and we would like to retain her for the current year if possible.
Our Custodian of the Town Hall has resigned, we will advertise and bid out the job to obtain a qualified, interested person/firm to do this job, in the meantime the current staff will fill in as needed.
Councilman Mullen made a motion to send out bids and specs for a new Custodian, Pacer second; the motion passed on a Roll Call vote 5-0 as follows:
Councilman Duyssen aye
Councilman Pacer aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
Resolution 1 – Motion made by Councilman Mullen, second by Councilman Panek to accept Resolution 1 the salaries of elected and appointed officials stated schedule of fees; the motion passed on a Roll Call vote 5-0 as follows:
ROLL CALL VOTE
Councilman Pacer aye
Councilman Duyssen aye
Councilman Mullen aye
Supervisor Clement aye
Motion passed 5-0
Motion made by Councilman Mullen second by Councilman Pacer to hold board meetings the 2nd Monday of each month at 7:30 P.M. at the Stafford Town Hall. Motion Passed 5-0.
Motion made by Councilman Pacer, second by Councilman Duyssen that mileage is paid at the rate of .58.5 cents per mile, substantiated by a voucher with itemized bill, which must be submitted monthly, or quarterly. Motion passed 5-0.
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Resolution 2 – Motion made by Councilman Mullen second by Councilman Panek to accept Resolution 2 that elected and appointed officials are paid biweekly and the Highway Supt., Town Clerk, Court Clerk, Assessor and Highway Employees are paid biweekly. Payroll period for Highway Employees is from 0001 Monday to 2400 Sunday.
Resolution 3 Designation of Official Depository Councilman Pacer made a motion to accept Resolution 3, Councilman Duyssen second and carried on a Roll Call vote 5-0 as follows:
Councilman Duyssen aye
Councilman Pacer aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
Resolution 4 Resolution Establishing Workday for Elected and Appointed Officials, Councilman Panek made a motion to accept Resolution 4 with amendments, second by Councilman Pacer and carried on a Roll Call vote 5-0 as follows:
Councilman Duyssen aye
Councilman Pacer aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
Resolution 5 Part-Time Deputy Clerks Town Clerk Department, Councilman Pacer made a motion to accept Resolution 5, second by Councilman Duyssen and carried on a Roll Call vote 5-0 as follows:
Councilman Duyssen aye
Councilman Pacer aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
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Resolution 6 Part Time Clerk-Typist Town Clerk Department, Councilman Pacer made a motion to accept Resolution 6, second by Councilman Panek and carried on a Roll Call vote 5-0 as follows:
Councilman Duyssen aye
Councilman Pacer aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
Resolution 7 Authorization for the Supervisor to Pay Certain Claims Prior to Audit, Councilman Mullen made a motion to accept Resolution 7, second by Councilman Duyssen and carried on a vote 5-0
The Recreation employees are to be paid weekly. Motion Passed 5-0.
Motion made by Councilman Panek, second by Councilman Duyssen authorizing the Highway Superintendent to spend $160,000.00 for General Repairs and Improvements. Motion passed on a 5-0 vote.
AGREEMENT FOR THE EXPENDITURE OF HIGHWAY MONEYS
AGREEMENT between the Town Highway Superintendent of the Town of Stafford, Genesee County, New York and the undersigned members of the Town Board.
Pursuant to the provisions of Section 284 of the Highway law, we agree that moneys levied and collected in the Town for the repair and improvement of highways, and received from the State for State Aid for the repair and improvement of highways, shall be expended as follows:
1. GENERAL REPAIRS. The sum of $160,000.00 shall be set aside to be expended for primary work and general repairs upon 37.54 miles of town highways, including sluices, culverts and bridges having a span of less than five feet and boardwalks or the renewals thereof.
2. PERMANENT IMPROVEMENTS. The following sums shall be set aside to be expended for
The permanent improvement of town highways:
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(a) On the road commencing at ___________________________________________________
And leading to ______________________________, a distance of __________ miles, there
Shall be expended not over the sum of $____________________________.
Type ________________________________Width of traveled surface __________________
Thickness ____________________________Subbase________________________________
___________________________________________________________________________
___________________________________________________________________________
(b) On the road commencing at _____________________________________________________
And leading to _____________________________, a distance of ___________ miles, there
Shall be expended not over the sum of $____________________________.
Type ________________________________Width of traveled surface __________________
Thickness ____________________________ Subbase _______________________________
___________________________________________________________________________
___________________________________________________________________________
(c) On the road commencing at ____________________________________________________
And leading to ____________________________, a distance of __________ miles, there
Shall be expended not over the sum of $____________________________.
Type_______________________________ Width of traveled surface __________________
Thickness __________________________ Subbase _______________________________
__________________________________________________________________________
______________________________________________________________
Executed in this 10th day of January 20022
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A motion was made by Councilman Panek, second by Councilman Mullen to accept the Agreement for the Expenditure of Highway Monies. The motion was carried on a Roll Call vote 5-0 as follows:
ROLL CALL VOTE
Councilman Pacer aye
Councilman Duyssen aye
Councilman Panek aye
Councilman Mullen aye
Supervisor Clement aye
Motion made by Councilman Mullen second by Councilman Panek, authorizing the justices to hire stenographers and interpreters as needed. Motion carried 5-0
Town of Stafford Bank Deposit Resolution
NOW, therefore, be it resolved that the Five Star Bank be designated in which the Supervisor, Town Clerk/Tax Collector and Justices shall deposit money coming into their hands by virtue of oath of office.
Motion made by Councilman Panek, second by Councilman Pacer, the motion passed on a 5-0 vote.
PROCUREMENT OF GOODS AND SERVICES
Resolution No. 92-03 was reviewed and amended as follows:
Motion made by Councilman Mullen, second by Councilman Pacer, to accept the Town policy on purchasing goods and materials as follows: Motion passed on a 5-0 vote.
Town of Stafford
Request for Procurement Policy
RESOLUTION NO. 92-03
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At a regular meeting of the Town Board of the Town of Stafford, Genesee County, New York held at the Town Hall, 6178 Main Rd., in said Town of Stafford, on the 10th day of February, 1992, at 7:30 P.M., the following resolution was offered by Councilman Churchill, sec. by Councilman Stephens.
Carried.
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, §103 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 Stafford 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, §103. Every town 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 department 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.
Guideline 2. All purchases of a) supplies or equipment which will exceed $10,000 in the fiscal year or b) public works contracts over $20,000 shall be formally bid pursuant to GML, §103.
Guideline 3. All estimated purchases of:
• Less than $10,000 but greater than $5,000 require a written request for a proposal (RFP) and written/fax quotes from 3 vendors.
• Less than $5,000 purchases may be made without bids or quotes.
All estimated public works contracts of:
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• Less than $20,000 but greater than $10,000 requires a written RFP and fax/proposals from 3 contractors.
• Less than $10,000 but greater than $5,000 requires a written RFP and fax/proposals from 3 contractors.
• Less than $5,000, are left to the 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 have been requested and the written/fax/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.
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 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 judgment 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 or 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;
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h) Goods purchased for less than $250.00;
i) Public works contracts for less than $500.00
Guideline 7. This policy shall be reviewed annually by the town board at its organizational meeting or as soon thereafter as is reasonably practicable.
Councilman Panek made a motion to accept the report with corrections, second by Councilman Pacer and carried on a 5-0 vote.
TOWN OF STAFFORD INVESTMENT POLICY
Motion made by Councilman Pacer, second by Councilman Mullen, to accept the investment policy dated December 2001, which applies, to all moneys and other financial resources available for investment are adopted. Motion was carried on a 5-0 vote.
Motion made by Councilman Mullen, Second by Councilman Pacer that the Stafford Town Board approves New York Youth Recreation Program for 2022, the expense not to exceed 21,000.00. Motion carried on a 5-0 vote.
Motion made by Councilman Mullen, second by Councilman Panek to close the Organizational Meeting at 8:14 P.M. Motion Carried 5-0.
January 10, 2022 Barbara Radley
Town Clerk