STAFFORD ORGANIZATIONAL MEETING
January 9, 2023
Supervisor Clement called the meeting to order at 7:01 P.M., followed by Pledge to Flag.
Minutes of the Organizational Meeting of the Stafford Town Board for the purpose of making appointments for 2023, held at the Stafford Town Hall.
Town Clerk presented notice of publication and posting.
PRESENT
R. Clement -Supervisor
R. Pacer -Councilman
E. Schramm -Councilman
R. Panek -Councilman
J. Duyssen -Councilman
OTHERS
S. Boldt -Highway Supt.
Barbara Radley -Town Clerk
Others in addition to the meeting: Andrew Darling, Phyllis Darling, Gene Sinclair
OFFICERS to be NAMED BY THE TOWN BOARD
Prior year 2022 New Year 2023
Fire Wardens: Chief -Matt Hendershott Tim Eckdahl
1st Asst. Chief -Tim Eckdahl Mark Dougherty
2nd Asst Chief Mark Dougherty Brian Pocock
3rd Asst. Chief Brian Pocock Brian Breemes
4th Asst. Chief Brian Breemes Kari Breemes
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Fire Department Officers:
President James Call
Vice President Kari Breemes
Secretary Julie Bobo
Treasurer Stephanie Call
Trustees: Stanley Gere
Donald Hall
Jason Smith
Chad Rambach
Ashley Swartenberg
Auditors: Ben Fox
Randal Henning
Fire Police: Randal Henning
Deputy Supervisor Donald Mullen Ronald Panek
Deputy Town Clerk Michelle McEwen Jane Scott
Jane ScottMichelle McEwen
Registrar of Vital Statistics Barbara Radley Barbara Radley
Deputy Registrar
Sole Assessor Ann E. Sapienza Lori Frongetta
Legal Counsel Mark Boylan Mark Boylan
Auditor TBD TBD
Historian Colleen O’Connor Colleen O’Connor
Memorial Custodian Terry Young Terry Young
Emery Park Custodian Terry Young Terry Young
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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 Gerry Wood
2nd Code Enforcement Officer Gerry Wood
Zoning Officer Gerry Wood Gene Sinclair
2nd Zoning Officer Gene Sinclair
Planning Board Member William Van Alst – Chair William Van Alst – Chair
Sharon Valyear-GraySharon Valyear-Gray
Mary Ellen SchmidtMary Ellen Schmidt
Paul TenneyPaul Tenney
Anita TaylorAnita Taylor
Lindsay YoderLindsay Yoder
Carol QuealCarol Queal
Richard Squires-Alt.Richard Squires-Alt.
Secretary Walter Kershenski Walter Kershenski
Zoning Board of Appeals Michael Lathan – Chair Michael Lathan – Chair
Crista BoldtCrista Boldt
Leslie KrajewskiLeslie Krajewski
Jackie AliJackie Ali
James BalonekJames Balonek
Timothy Thomas – Alt.Timothy Thomas – Alt.
Secretary Walter Kershenski Walter Kershenski
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Recreation Director Samantha Call TBD
Custodian : Michelle McEwen Michelle McEwen
Assessment Board of Review: John Muehlbauer John Muehlbauer
Carol Queal Carol Queal
David Kent David Kent
Motion made by Councilman Pacer sec by Councilman Duyssen to accept the above list of officials for 2023.
ROLL CALL VOTE
Councilman Panek -Yes
Councilman Schramm – Yes
Councilman Duyssen – Yes
Councilman Pacer Yes
Supervisor Clement – Yes
Motion Passed 5 votes to 0
BOARD FIXED SALARIES OF ELECTED AND APPOINTED OFFICIALS AS FOLLOWS:
Prior year 2022 New Year 2023
Supervisor $14,560.00 $14,560.00
Town Clerk/Registrar $32,828.00 $36,000.00
Registrar of Vital Statistics $610.00 $610.00
Councilman (4 each) $5,616.00 $5,616.00
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Assessor $25,635.00 $22,500.00
Highway Superintendent $65,000.00 $67,500.00
Town Justice (2 each) $24,990.00 $25,740.00
Court Clerk $33,660.00 $36,422.00
Deputy Court Clerk $32,152.67 $33,112.00
Financial Clerk (2) $20,000.00 $20,000.00
Deputy Town Clerk (2) $11,000.00 $13,000.00
Emery Park Custodian $4,000.00 $4,000.00
Planning Board -Chairman $75.00/Meeting $75.00/Meeting
Secretary $75.00/Meeting $75.00/Meeting
Member $55.00/Meeting $55.00/Meeting
Alternate $25.00/Meeting $25.00/Meeting
Zoning Board of Appeals-Chairman $75.00/Meeting $75.00/Meeting
Secretary $75.00/Meeting $75.00/Meeting
Member $55.00/Meeting $55.00/Meeting
Alternate $25.00/Meeting $25.00/Meeting
Board of Assessment Review $100.00/Member $100.00/Member
Zoning Enforcement Officer $17,059.00 $17,500.00
Code Enforcement Officer $17,059.00 $17,500.00
Attorney – $8,000.00 $18,000.00
Historian $1,400.00 $1,400.00
Recreation Executive Director $3,000.00 $4,000.00
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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 $200.00 which would be deducted from the Code Enforcement Officer’s salary. Any other expenses that the Code Enforcement Officer accrued would have to be submitted to the Town Board.
Motion made by Councilman Duyssen, sec. by Councilman Schramm to accept the salaries of elected and appointed officials stated schedule of fees.
ROLL CALL VOTE
Councilman Panek -Yes
Councilman Schramm -Yes
Councilman Duyssen -Yes
Councilman Pacer -Yes
Supervisor Clement -Yes
Motion Passed 5 votes to 0
Motion made by Councilman Pacer, sec. by Councilman Panek to hold board meetings the 2nd Monday of each month at 7:30 P.M. at the Stafford Town Hall. Motion 5-0.
Motion made by Councilman Pacer, sec. by Councilman Schramm that mileage is paid at the rate of$.65.5 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 Pacer sec. by Councilman Duyssen that elected and appointed officials are paid biweekly. Payroll period for Highway Employees is from 0001 Monday to 2400 Sunday. Recreation employees to be paid weekly. Motion 5-0; Passed.
Motion made by Councilman Schramm, sec. by Councilman Panek authorizing the Highway Superintendent to spend $150,000.00 for General Repairs and Improvements. Motion passed 5-0.
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AGREEMENT FOR THE EXPENDITURE OF HIGHWAY MONEYS
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:
1. 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.
2. 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 _______________________________
___________________________________________________________________________
___________________________________________________________________________
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(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 9th day of January 2023.
Robert Clement -Town Supervisor, Robert Pacer-Councilman, Ronald Panek-Councilman, James Duyssen-Councilman, Edmund Schramm-Councilman
ROLL CALL VOTE
Councilman Panek -Yes
Councilman Schramm -Yes
Councilman Duyssen -Yes
Councilman Pacer -Yes
Supervisor Clement -Yes
Motion made by Councilman Panek sec, by Councilman Duyssen, authorizing the justices to hire stenographers and interpreters as needed. Motion passed 5-0
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Motion made by Councilman Panek, second by Councilman Pacer to accept the Fee Schedule, motion passed 5-0. 9
TOWN. STAFFORD SCHEDULE OF FEES TOWN CLERK
A. Dog License Spay/Neutered $6.00/year
Not Spay/Neuter$18.00/year
B. Dog Impound Fee $10.00
C. Marriage License $40.00
D. Copy of Marriage License $10.00
E. Death Certificate $10.00
F. Photo Copies $0.25 per copy
G. Genealogy $11.00
H. Lamination $1.00 per copy
I. Registrar Fee $10.00
J. Peddler Permit Fee $25.00
Motion made by Councilman Panek, second by Councilman Pacer to approve the Town of Stafford Schedule of Fees. Motion passed 5-0.
PROCUREMENT OF GOODS AND SERVICES
Resolution No. 92-03 was reviewed and amended as follows:
Request for Procurement Policy
RESOLUTION NO. 92-03
At a regular meeting of the Town Board of the Town of Stafford, Genesee County, New York held at the Town Hall, 6178 Main Road, 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.
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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 $3,000 require a written request for a proposal (RFP) and written/fax quotes from 3 vendors.
• Less than $3,000 purchases may be made without bids or quotes.
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 3 contractors.
• Less than $5,000 but greater than $500, 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.
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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.
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.
TOWN OF STAFFORD INVESTMENT POLICY
Motion made by Councilman Panek, sec. by Councilman Schramm, 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 Pacer, Sec. by Councilman Panek that the Stafford Town Board approves New York Youth Recreation Program for 2023, the expense not to exceed $34,000.00. Motion passed 5-0. 12
HIGHWAY EMPLOYEES’ LABORER
2022 rates 2023 RATES
1. Laborer $26.00/per hour $26.50/per hour
2. Part Time MEO $25.00/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, 2023, to December 31, 2023.
Motion made by Councilman Duyssen, sec. by Councilman Panek to accept the above Highway wage scale.
ROLL CALL VOTE
Councilman Panek -Yes
Councilman Schramm -Yes
Councilman Duyssen – Yes
Councilman Pacer -Yes
Supervisor Clement -Yes
Motion passed 5-0.
HEALTH INSURANCE:
Motion made by Councilman Panek sec. by Councilman Duyssen that the Health Insurance plan be accepted as stated in the current Teamsters Union Contract.
Motion passed 5-0.
Motion made by Councilman Pacer, sec. by Councilman Panek to close the Organizational Meeting at 7:41 P.M. Motion Carried 5-0.
January 9, 2023, Barbara Radley, Town Clerk