STAFFORD ORGANIZATIONAL MEETING
January 8, 2024
Supervisor Clement called the meeting to order at 7:00 P.M., followed by Pledge to Flag.
Minutes of the Organizational Meeting of the Stafford Town Board is for the purpose of making appointments for 2024, held at the Stafford Town Hall.
Town Clerk Radley presented notice of publication and posting; Supervisor Clement read the posting.
PRESENT
- Clement -Supervisor
- Pacer -Councilman
- Young -Councilman
- Panek -Councilman
- Duyssen -Councilman
OTHERS
- Boldt -Highway Supt.
Barbara Radley -Town Clerk
Others in addition to the meeting: Cathy Worthington, Gene Sinclair, Don Mullen Andrew Duyssen, Ben Duyssen, Donna Voorhees
OFFICERS to be NAMED BY THE TOWN BOARD
Prior year 2023 New Year 2024
Fire Wardens: Chief Tim Eckdahl Tim Eckdahl
1st Asst. Chief Mark Dougherty Brian Pocock
2nd Asst Chief Brian Pocock Brian Breemes
3rd Asst. Chief Brian Breemes Kari Breemes
4th Asst. Chief Kari Breemes Jason Smith
Fire Department Officers:
President James Call
Vice President Kari Breemes
Secretary Julie Bobo
Treasurer Stephanie Call
Trustees: Stanley Gere
Stephanie Call
Jason Smith
Chad Rambach
Ashley Swartzenberg
Auditors: Ben Fox
Ken Collins
Fire Police: Don Hall
2023 2024
Deputy Supervisor Ronald Panek Ronald Panek
Deputy Town Clerk Michelle McEwen Jane Scott
Jane Scott
Registrar of Vital Statistics Barbara Radley Barbara Radley
Deputy Registrar
Sole Assessor Lori Frongetta Lori Frongetta
Legal Counsel Mark Boylan to Be Determined
Auditor Lumsden & McCormick Lumsden & McCormick
Historian Colleen O’Connor Colleen O’Connor
Memorial Custodian Terry Young Terry Young
Emery Park Custodian Terry Young Terry Young
Justice Court Clerk Terry Maid Terry Maid
Deputy Court Clerk Marilyn Weinert Marilyn Weinert
Financial Clerks (2) Heidi Librock Heidi Librock
Marcy Crandall Marcy Crandall
Code Enforcement Officer Gerry Wood Gene Sinclair
2nd Code Enforcement Officer Gene Sinclair
Zoning Officer Gerry Wood Donald Mullen
2nd Zoning Officer Gene Sinclair
Planning Board Member William Van Alst – Chair William Van Alst – Chair
Sharon Valyear-Gray Sharon Valyear-Gray
Mary Ellen Schmidt Paul Tenney
Paul Tenney Anita Taylor
Anita Taylor Lindsay Yoder
Lindsay Yoder Richard Squires
Carol Queal Carol Queal
Richard Squires-Alt. Lucas Torrey, Alt.
Secretary Walter Kershenski Walter Kershenski
Zoning Board of Appeals Michael Lathan – Chair Michael Lathan – Chair
Crista Boldt Crista Boldt
Leslie Krajewski Leslie Krajewski
Jackie Ali Jackie Ali
James Balonek James Balonek
Timothy Thomas – Alt. Timothy Thomas – Alt Secretary Walter Kershenski Walter Kershenski
Recreation Director Laurie Pocock Laurie Pocock
Custodian Michelle McEwen Carl Altman
Assessment Board of Review John Muehlbauer John Muehlbauer
Carol Queal Carol Queal
David Kent David Kent
Motion made by Councilman Panek second by Councilman Duyssen to accept the above list of officials for 2024.
ROLL CALL VOTE
Councilman Panek Yes
Councilman Young Abstain
Councilman Duyssen Yes
Councilman Pacer Yes
Supervisor Clement Yes
Motion Passed 4 votes, 0, 1 Abstention
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.
TOWN OF STAFFORD SCHEDULE OF FEES
BUILDING PERMITS
- RESIDENTIAL BUILDING PERMIT FEES
- ONE- AND TWO-FAMILY DWELLINGS. O55 CENTS PER SQ. FT. MINIMUM $150.00
MOBILE HOMES (MANUFACTURED OR MODULAR) $100.00
- MULTI-FAMILY DWELLINGS .065 CENTS PER SQ. FOOT MINIMUM $250.00
- DECKS UP TO 150 SQ. FEET BUT NOT OVER 3 FEET ABOVE GRADE $ 20.00
151-350 SQUARE FEET ………………………………………………………………… $ 35.00
351 SQUARE FEET AND UP …………………………………………………………. $ 50.00
- ACCESSORY STRUCTURES, ADDITIONS AND/OR ALTERATIONS SINGLE STORY
ATTACHED OR LESS THAN 5 FT. FROM HABITABLE DWELLING ………. $ 35.00
151-650 SQUARE FEET …………………………………………………………………. $50.00
651 SQUARE FEET AND UP ……………………………………………………………. $ 75.00
- INSPECTIONS AND OTHER MISCELLANEOUS FEES
- CHIMNEY, SOLID FUEL PERMITS AND GENERATORS ……………………… $ 35.00
- WORK COMMENCED WITHOUT A BUILDING PERMIT …………………… $100.00
- PERMIT RENEWAL ………………………………………………………………………… $ 40.00
- TEMORARY C OF O ………………………………………………………………………. $ 50.00
- DEOMOLITION PERMIT ………………………………………………………………… $ 50.00
- SWIMMING POOLS ………………………………………………………………………. $ 50.00
- FIRE AND SAFETY INSPECTIONS (MINIMUM 1 HOUR) PER HOUR …. $ 50.00
- REMODELING TO HABITABLE SPACE .065 CENTS PER SQ. FT. MIN…. $100.00
- MISCELLANEOUS INSPECTIONS (MINIMUM 1 HOUR) PER HOUR …. $ 50.00
- DECK ……………………………………………………………………………………………. $ 35.00
- HOT TUB ………………………………………………………………………………………. $ 25.00
- FENCES …………………………………………………………………………………………. $ 25.00
- SIGNS ……………………………………………………………………………………………. $ 20.00
- SOLAR POWERED EQUIPMENT ……………………………………………………… $ 35.00
- ROOF ……………………………………………………………………………………………. $ 25.00
- COMMERCIAL & INDUSTRIAL
- NEW STRUCTURES – FIRST 2,000 SQUARE FEET…065 CENTS PER SQ.FT. MIN. $130.00
- 2,001-10,000 SQUARE FEET ……………PLUS .065 CENTS PER SQUARE FT.
- EACH ADDITIONAL 1,000 SQUARE FEET…. $8.00 PER 1,000 SQUARE FT.
RENOVATIONS TO EXISTING STRUCTURES
- FIRST 2,000 SQUARE FEET ……….055 CENTS PER SQUARE FOOT MIN, $100.00
- 2,001-10,000 SQUARE FEET……………PLUS .040 PER SQUARE FT.
- EACH ADDITIONAL 1,000 SQUARE FEET…. $5.00 PER 1,000 SQ. FT.
- CELL TOWER ………………………………………………………………………………………… $200.00
- COMMERCIAL SOLAR ……………………………………………………………………………. $500 PER MEGA WATT
PURPOSE: It is the intent of the Town, in adopting the following fee schedule, that a portion of the cost of enforcing the International Code (ICC) is borne by the user.
ALL FEES ARE TO BE PAID AT THE TIME THE PERMIT IS ISSUED!
Motion made by Councilman Panek to adopt the Schedule of Fees Building Permits, second by Councilman Young and approved on a 5-0 vote.
TOWN OF STAFFORD ZONING SCHEDULE OF FEES
ZONING PERMIT SHALL BE ISSUED UPON PAYMENT OF $2.00 PER 100 SQ. FT. OF BUILDING STRUCTURE CONSTRUCTION, BUT A MINIMUM IN ANY EVENT SHALL BE $50.00
APPLICATION FOR AREA/USE VARIANCE………………………… $ 75.00
APPLICATION FOR SPECIAL USE PERMIT ………………………… $200.00
APPLICATION FOR AMENDMENTS …………………………………. $ 60.00
PUBLIC HEARING FEE ……………………………………………………… $ 75.00
SITE PLAN REVIEW …………………………………………………………. $ 75.00
RETURNED CHECK FEE ……………………………………………………. $50.00
LAND SEPERATION …………………………………………………………. $ 75.00
WORK COMMENCED W/O PERMIT …………………………………. $100.00
REVISED 5/2018
Motion made by Councilman Panek, second by Councilman Pacer to adopt the Town of Stafford Zoning Schedule of Fees, motion approved on a 5-0 vote.
STAFFORD SCHEDULE OF FEES TOWN CLERK
- Dog License Spay/Neutered $6.00/year
Not Spay/Neuter $18.00/year
- Dog Impound Fee $10.00
- Marriage License $40.00
- Copy of Marriage License $10.00
- Death Certificate $10.00
- Photo Copies $0.25 per copy
- Genealogy $11.00
- Lamination $1.00 per copy
- Registrar Fee $10.00
- Peddler Permit Fee $25.00
Motion made by Councilman Pacer, second by Councilman Duyssen to approve the Town of Stafford Schedule of Fees. Motion passed 5-0.
Motion made by Councilman Panek, second by Councilman Young to hold board meetings the 2nd Monday of each month at 7:30 P.M. at the Stafford Town Hall. Motion passed 5-0
Motion made by Councilman Pacer, second by Councilman Panek that mileage is paid at the rate of$.67 cents per mile, or as the IRS dictates; substantiated by a voucher with itemized bill, which must be submitted monthly, or quarterly. Motion passed 5-0
Motion made by Councilman Panek second by Councilman Pacer that elected and appointed officials are paid biweekly. The payroll period for Highway Employees is from 0001 Monday to 2400 Sunday. Recreation employees to be paid weekly. Motion passed 5-0
Motion made by Councilman Panek, second by Councilman Duyssen authorizing the Highway Superintendent to spend $150,000.00 for General Repairs and Improvements. Motion passed 5-0.
AGREEMENT FOR THE EXPENDITURE OF HIGHWAY MONIES
AGREEMENT between the Town 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:
- GENERAL REPAIRS. The sum of $150000 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.
- PERMANENT IMPROVEMENTS. The following sums shall be set aside to be expended for
The permanent improvement of town highways:
(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 on this 8th day of January 2024.
Councilman Duyssen made a motion to accept the Expenditures of Highway Monies, second by Councilman Young and approved 5-0 on a Roll Call Vote:
ROLL CALL VOTE
Councilman Panek Yes
Councilman Young Yes
Councilman Duyssen Yes
Councilman Pacer Yes
Supervisor Clement Yes
Motion made by Councilman Pacer second by Councilman Panek, authorizing the justices to hire stenographers and interpreters as needed. Motion passed 5-0.
Procurement Policy:
GUIDELINE 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML, PL 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 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 on pursuant to GML, 103.
GUIDELINE 3. All estimated purchase of:
- Less than $10,000 but greater than $3,000 require a written request for proposal (RFP) and written/fax quotes from three vendors.
- Less than $3,000 but greater than $1000 requires an oral request for the goods and oral/fax quotes from two vendors.
All estimated public works contracts of:
- Less than $20,000 but greater than $10,000 requires a written RPF and fax/proposals from three contractors.
- Less than $10,000 but greater than $3,000 requires a written RPF and fax/ proposals from two contractors.
- Less than $3,000 but greater than $500, is 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 are offered.
All information gathered in complying with the procedures of the 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 the 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)
- 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 $250.00.
- i) public works contracts for less than $500
GUIDELINE 7. The Town requires that consideration in the solicitation of bids or quotes for services, supplies or contracts be given to:
- Small and/or locally owned businesses, with priority to businesses owned by or which employ low- or moderate-income persons, as defined by HUD, and
- Qualify Minority and Women-owned Business enterprises (M/WBE) firms listed in the directory of certified minority and women-owned businesses maintained by the Empire State Development Corporation on its website at www.nylovesmwbe.ny.gov or at http://www.empire.state.ny.us/Small_and _Growing Businesses/mwbe.asp.
GUIDELINE 8. The Town is required, in accordance with OMB guidance in 2CFR part 180, Department and Suspension, to verify vendors with whom the Town purchases more than $25,000 of goods or services during the year with the Excluded Parties List System (EPLS) government website.
GUIDELINE 9. This policy shall be reviewed annually by the Town Board at is organizational meeting or as soon thereafter as is reasonably practicable.
These provisions shall apply to the procurement of goods and services related to the implementation of the federally funded programs and activities.
Motion made by Councilman Panek, second by Councilman Duyssen to accept the Procurement Policy as amended striking out two items. Motion passed 5-0.
TOWN OF STAFFORD INVESTMENT POLICY
Motion made by Councilman Panek, second by Councilman Pacer, to accept the investment policy dated December 2001, which applies, to all moneys and other financial resources available for investment are adopted. Motion passed 5-0.
Motion made by Councilman Panek, second by Councilman Pacer that the Stafford Town Board approves New York Youth Recreation Program for 2024, the expense not to exceed $34,000.00. Motion passed 5-0.
HIGHWAY EMPLOYEES’ LABORER
2023 rates 2024 RATES
- Laborer $26.50/per hour $26.50/per hour
- Part Time MEO $26.50/per hour $26.50/per hour
Full Time permanent M.E.O. – See Collective Bargaining Agreement Between the Town of Stafford and Teamsters Local 264 affiliated with International Brotherhood of Teamsters (January 1, , to December .)
Motion made by Councilman Pacer, sec. by Councilman Panek to accept the above Highway wage scale.
ROLL CALL VOTE
Councilman Panek Yes
Councilman Young Yes
Councilman Duyssen Yes
Councilman Pacer Yes
Supervisor Clement Yes
Motion passed 5-0.
Motion passed 5-0.
Councilman Panek made a motion to approve Resolution 1 Adoption of Salaries for 2024, second by Councilman Duyssen and approved on a 5-0 vote.
Councilman Panek made a motion to approve Resolution 2 Establishing Workday for Elected and Appointed Officials to fulfill State requirement of hours for State Pension System, second by Councilman Duyssen and approved on a 5-0 vote.
Councilman Panek made a motion to approve Resolution 3 Payroll Schedule for 2024, second by Councilman Pacer and approved on a 5-0 vote.
Councilman Pacer made a motion to approve Resolution 4 Authorizing for the Supervisor to Pay Certain Claims Prior to Audit, second by Councilman Panek and approved on a 5-0 vote.
Councilman Panek made a motion to approve Resolution 5 Designation of Official Depository, second by Councilman Young and approved on a 5-0 vote.
Motion made by Councilman Panek, second by Councilman Young to close the Organizational Meeting at 7:52 P.M. Motion Carried 5-0.
January 8, 2024 Barbara Radley
Town Clerk