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ORGANIZATIONAL MEETING
JANUARY 6, 2011
WEB SITE http://macedontown.net
The Organizational Meeting of the Town Board of the Town of Macedon held
January 6, 2011 at the Town Complex, 32 Main Street, in the Town of Macedon,
and 2599 US Highway 27 South, Clermont, Florida was called to order by
Supervisor William H. Hammond at 4:00 p.m.
Pledge of Allegiance.
Upon Roll Call, the following members of the Board were present:
Councilperson………………David Maul
Councilperson………………David McEwen-via web
Councilperson………………Sandy Pagano
Supervisor…………………..William
Hammond
Absent: Councilperson………………Paul Kenyon
Also Present: Highway
Supt………………Richard Roets
Police
Chief……..………….John Colella
Town
Clerk………………….Judy Gravino
RESOLVED that the Board acknowledges and approves the following
appointments:
1.
Assessing Review Board
Chairman Thomas
Littlefield PT
2.
Assessing Review Board
Clerk Dennine
Leeson PT
3.
Assessing Review Board
Member Kenon Jones PT
4.
Assessment Counsel Mary
Katherine Villani
5.
Assessor Clerk Dennine
Leeson FT
6.
Building Receptionist Sharleen
Flick FT
7.
Code Enforcement
Officer Michael
Nelson PT
8.
Director of EMS Todd
Blanchard FT
9.
Dog Control Officer Mark
Plyter PT
10. Fair Housing Officer Scott Allen PT
11. Fire Code Enforcement Kenneth Hammond PT
12. Gananda Sewer Collecting Clerk Judy Gravino PT
13. Highway Clerk Mary Beth Braman FT
14. Honorary Town Crier James Bush
15. Justice Clerk Judy Oaks PT
16. Justice Clerk Susan Gorman PT
17. Justice Court Attendant Robert Cunningham PT
18. Legal Counsel Mary Katherine Villani
19. Library Board Member Joan Hanfield PT (5 Yr.)
20. Library Board Member Catherine Read PT (5 Yr.)
21. Macedon Sewer Clerk Kim Leonard PT
22. Macedon Sewer Collecting Clerk Judy Gravino PT
23. Planning Board Chairman Doug Allen PT
24. Planning Board Member Mert Bartels PT (7 Yr.)
25. Planning Board Vice-Chairman Mert Bartels PT
26. Police Clerk Tyler Robinson FT
27. Police Chief John Colella FT
28. Police Sergeant Thomas Cooman FT
29. Recreation Director Norbert Miller FT
30. Registrar of Vital Statistics Judy Gravino PT
31. Sr. Citizen Trip Director Nancy Jennings PT
32. Storm Water Management Officer Scott Allen PT
33. Town Engineer/Building/CEO Clerk Susan Bush
FT
34. Town Engineer/CEO/Building Inspector Scott Allen FT
35. Water Collecting Clerk Judy Gravino PT
36. Wayne County Youth Bureau Nobert Miller PT
37. Zoning Appeals Board Chairman Warren Jefferies PT
38. Zoning Board of Appeals Member John Gravino PT (5
Yr.)
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
The Supervisor designates the following:
Deputy
Supervisor Paul Kenyon
Clerk to the
Supervisor Colleen Vogan FT
The Supervisor appoints the following committees:
Chairman Committee
Paul
Kenyon Fire, Human Resource &
Rec.
David
McEwen Library, Master Plan,
Buildings & Ground & Planning
Board
David Maul Assessor, Police, & Technology
Sandy
Pagano Court, Zoning Board of Appeals, Assessing Review Board
& Sewer
William
Hammond Building/Zoning Office, Fire,
Highway, Insurance,
Library,
Town Clerk, Ambulance & Police Commissioner
The Town Clerk designates the following:
Deputy Town
Clerk Linda
Habecker FT
Sharleen
Flick PT
The Highway Superintendent designates the following full time highway employees:
John Anderson, Andre Bellefontaine, Mike Bueg, Chris
Countryman,
James Ellis, D. Paul Everdyke, David Payne, Daryl
Quigley, Jeff VanderMallie, & Gary Wright and designates Chris Countryman
as Deputy Highway Superintendent.
RESOLVED that the following designations are
approved:
1.
Legal Newspaper – Times
2.
Bank Depositories –
Chase Manhattan, NA, Lyons National Bank, HSBC, and M&T Bank
3.
Supervisor authorized
to deposit Town funds in Certificate of Deposit and money market
4.
Town Board Meetings to
be held on the 2nd and 4th Thursdays @ 7:30 p.m. except
as amended
5.
Mileage paid to Town
employees on official Town business at $.50 per mile or per IRS rate
6.
Highway Superintendent
authorized to purchase tools, tires and equipment at a price not to exceed
$3,000.
7.
Supervisor authorized
to make application to NYS Division for Youth
8.
Town Clerk is directed
to make a master schedule for the year 2011 (per attachment)
9.
Set a regular 40-hour
week for Highway employees and time and a half for over 40 hours. Individual rates to be determined by Highway
Superintendent and approved by Town Board.
10. In the designation of full time and part time the
Town will adhere to Civil Service Rules.
11.The
following days will be 14 paid holidays for full time and year round part-time
Town employees:
1. New Years Day Monday January 3,
2011
2. Martin Luther King Day Monday January
17, 2011
3. President’s Day Monday February 21,
2011
4. Memorial Day Monday May 30, 2011
5. Independence Day Monday July
4, 2011
6. Labor Day Monday September 5, 2011
7. Columbus Day Monday October 10, 2011
8. Election Day Tuesday November 8, 2011
9.
Veterans Day Friday November 11, 2011
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
10.
Thanksgiving Day Thursday November 24, 2011
11.
Day After Thanksgiving Day Friday November 25, 2011
12.
Day Before Christmas
Friday December 23, 2011
13.
Christmas Holiday
Monday December 26, 2011
* One
floating holiday to be scheduled as in Resolution 5(10) “Absences Reported”
12. No appointment shall be made to fill a new or vacant
position of employment, including any new position established in the 2011 Town
budget, without prior authorization by the Town Board with the exception of
Highway Employees hired by the Highway Superintendent, Deputy Town Clerks hired
by the Town Clerk, and Deputy Supervisor, Clerks to the Supervisor &
Historian hired by the Supervisor.
13. The Town Board recognizes MAPO as the bargaining unit
of the police officers.
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
WHEREAS the Town of Macedon has procured a Public Employees Blanket
Protection Bond issued by NYMIR providing faithful performance blanket position
bond coverage for all Town officers and employees with a limit of $10,000 per
officer or employee, the tax collector at the level of $500,000, the Librarian
at $70,000 and the water/sewer collecting clerk at $150,000, now therefore be
it
RESOLVED, that the Town Board of Macedon hereby approves such bond as to
its form, manner of execution and sufficiency of the surety and accepts said
bond in lieu of any individual official undertaking required by law for any
Town officer or employee.
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the proposed Standing Rules submitted to this Board and
this day presented for action be and hereby are adopted as the Standing Rules
of the Board until rescinded, subject to amendments thereafter duly adopted.
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RULES OF ORDER
Rule 1. Regular Meetings
Regular
meetings will be held according to schedule approved at the
Organizational
Meeting to be held at 7:30 p.m.
Rule 2. Special Meetings
Special
meetings will be held at the call of the Supervisor or upon
request
of two or more voting Town Board Members.
Rule 3. Place of Meetings
All
meetings will be held in the Town Hall unless otherwise stated.
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
Rule 4. Quorum
Members convening, including the use of video
conferencing, possessing more than 50% of the total voting power shall constitute a quorum for the transaction
of business. If a quorum is not
convened within 45 minutes after the time set for a meeting, the members shall
adjourn. Council must notify the
Supervisor prior to any absence.
Rule 5. Presence of Legal
Counsel
Legal Counsel
shall be present during all meetings unless excused by
the
Supervisor.
Rule 6. Temporary Chairman
In
the absence of the Supervisor, the deputy will preside.
Rule 7. Order of Business
1.
Call to order by
Supervisor
2.
Pledge of Allegiance
3.
Roll Call
4.
Approval of minutes of
previous meeting
5.
Comments from visitors
and correspondence
6.
Old Business
7.
New Business
8.
Approval of bills
(first meeting of month)
9.
Reports from
Departments, Committees and Boards
10. Adjournment
Rule 8. Roll Call
On
Roll Call, the Town Clerk shall record by name all members present
or
absent; shall further record the arrival of any member listed as absent;
and
the departure of any member listed as present during the course of
each meeting.
Rule 9. Approval of Minutes of Previous Meeting
Minutes
of the previous meeting will not be read unless requested by
any
Town Board member, but will be approved by motion, second and
vote.
Rule 10. Payment of Claims
On the first meeting of each month, the Town Clerk
will present to the
Board all claims to be audited and coded by
fund. Each member of the
Board will review all claims and by motion, second
and vote, authorize
the Town Clerk to issue a warrant to the Supervisor
for payment.
Rule 11. Visitors
At all regular meetings, comments from visitors will
be permitted during
the appropriate section of the meeting (Rule 7) and
otherwise as
permitted by the Supervisor or majority of the Board.
Rule 12. Communications
All communications to the Board not included as
another agenda item
may be read by the Town Clerk to the Board.
Rule 13. Reports
Reports from Departments, Committees, Boards and
Commissions may
be presented to the Town Board for review at each
regular meeting
according to their individual publication schedules.
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
Rule 14. Resolutions and Motions
All old and new business will be acted upon in the
form of Resolutions,
which must be brought by motion and second before
discussion. A
resolution may be withdrawn before action is taken by
an
agreement of the members who motioned and seconded
the resolution.
Rule 15. Agenda
The Supervisor shall prepare a statement of the order
of business for
each meeting of the Board. Submission deadline to be heard at the
next scheduled board meeting shall be the close of
business on the preceding Wednesday.
The order of business shall be posted on the web site no later than
three-calendar days prior to the date of each meeting by the Clerk to the Supervisor.
Rule 16. Amendments
These rules of order shall be amended only by
majority vote of the
Board and only after ten days notice, which notice
shall be in writing
and be filed with the Clerk and shall specify the
particulars of such
proposed amendments.
Rule 17. Suspension of Rules:
Any rule may be suspended by the unanimous consent of
the members
present, but the suspension of such rule shall apply
only to those
matters which shall be before the Board at the time
of such
suspension.
Rule 18. Voting Requirement
Every member present when a motion is stated shall
vote thereon,
unless he is directly interested in the motion, in
which case, if he
chooses, he may be excused from voting. Every member
requested to be excused from voting may make a brief
and verbal
statement of the reason for his request.
Rule 19. Tabling a Motion
A motion or a motion for adopting a resolution may be
placed on the
table by a majority vote and a majority vote will be
necessary to take it
off the table.
Rule 20. Holding a Resolution
After a resolution is
stated and it is in possession of the Board, before
the discussion or
amendment, it may be held until the next meeting day
if requested by any
member of the Board, but only one such request
shall be granted on any
resolution. However, the Board may
elect to
proceed on such matter
with a two thirds vote of the total voting power
of the Board.
Rule 21. While a member is speaking, no member shall entertain any
private
discourse.
Rule 22. Required Ayes and Nays
The ayes and nays shall
be taken by vote on any resolution
appropriating money, confirming reports of committees
and making
appointments, disbursing monies, fixing salaries and
upon any
other motion or resolution when demanded by any
member of the Board
or indicated on the written resolution.
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
Rule 23. Speakers
Persons not members of the Board may by consent of
the Supervisor or
majority of the Board be permitted to speak in regard
to matters pending
before the Board.
Rule 24. Order of Voting
The order of voting shall be alternating alphabetical
or reverse alphabetical with the exception of the Supervisor, who shall always
vote last.
Rule 25. Special Committees
Special Committees may be authorized at any legal
meeting of the
Board. They
shall, unless otherwise ordered or directed by a majority of
the Board, be appointed by the Supervisor subject to
confirmation by the
Board. The
period of time that a special committee appointment shall
remain in effect shall be designated when the
committee is created.
Rule 26. Executive Session
On motion of any member, duly seconded and carried by
a majority
vote, the Board shall go into executive session,
presided over by the
Supervisor during which time legally permitted
matters may be
discussed and debated, but no action may be taken
thereon by motion
or resolution, except in accordance with the Public
Officers Law. Only
voting members of the Board shall participate in the
executive session
and such other persons may be called into the session
as may be
necessary.
Rule 27. Minutes
The minutes of the Board shall be delivered by the
Town Clerk on or
before the next regular meeting of the Board.
Rule 28. Parliamentary Law
All questions not covered by the rules shall be
decided according to the
generally prevailing rules of parliamentary law and
Robert Rules of
Order.
RESOLVED that the following salary schedule is established for the calendar
year 2011
Kim Leonard Accountant FT Biweekly 63,036
Kim Leonard Sewer PT Biweekly 1,314
Todd Blanchard Director of EMS FT Biweekly 18.39/hr.
George Lockwood Paramedic PT Biweekly 17.00/hr.
Susan Datthyn Assessor FT Biweekly 49,878
Dennine Leeson Assess Clerk FT Biweekly 24,000
Dennine Leeson Assess Rev Brd Clk PT Biweekly 321
Susan Bush Bldg/CEO Clerk PT Biweekly 24,164
Susan Bush Planning Board Clerk PT Biweekly 14.30/hr.
Susan Bush ZBA Clerk PT Biweekly 14.30/hr.
Sharleen Flick
Building Receptionist FT
Biweekly 21,522
Michael Nelson Code Enf Officer PT Biweekly 18.91/hr.
David McEwen Councilperson PT Quarterly 6,700
Paul Kenyon Councilperson PT Quarterly 6,700
David Maul Councilperson PT Quarterly 6,700
Sandy Pagano Councilperson PT Quarterly 6,700
Mark
Plyter Dog Control Off
PT Biweekly 14.42/hr.
Ken Hammond Fire Code Enf PT Biweekly 10,122
Stephanie Sixby Gananda Crossing PT Biweekly Sept-June 6,028
Richard Roets Highway Supt. FT Biweekly 63,437
Richard Roets Drainage PT Biweekly SD 5,175
Richard Roets Parks PT Biweekly 1,000
Richard Roets Sewer PT
Biweekly
2,101
Mary Beth Braman Highway Supt. Clk FT Biweekly 21,522
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
John Anderson Highway Employee FT Biweekly 18.43/hr
Andre Bellefontaine Highway Employee FT Biweekly 19.00/hr.
Michael Bueg Highway Employee FT Biweekly 18.40/hr.
Chris Countryman Highway Employee FT
Biweekly
22.48/hr.
James Ellis Highway Employee FT
Biweekly
18.43/hr.
D. Paul Everdyke Highway Employee FT Biweekly
23.33/hr.
David Payne Highway Employee FT
Biweekly
22.55/hr.
Daryl Quigley Highway Employee FT Biweekly 22.80/hr.
Jeff VanderMallie Highway Employee FT Biweekly 23.17/hr.
Gary Wright Highway Employee FT Biweekly 23.00/hr.
Chris Countryman Deputy Highway Supt. FT Biweekly 1.00/hr.
Historian PT Quarterly 3,094
Ronald Reinstein Justice PT Biweekly 18,695
Thomas Crowley Justice PT Biweekly 18,695
Judy Oaks Justice Clerk PT Biweekly 19.24/hr.
Susan
Gorman Justice Clerk Deputy
PT Biweekly 12.31/hr.
Bob Cunningham Justice Court Attend. PT Biweekly 11.74/hr.
James Youngman Mowing PT Biweekly 12.00/hr.
James Youngman Parks Concession PT Biweekly-Seasonal
12.02/hr.
John Gravino Parks Custodian PT Biweekly-Seasonal 14.65/hr.
John Gravino Parks Person PT Biweekly-Seasonal 2,188
Norbert Miller Recreation Director FT Biweekly
31,032
William Hammond Supervisor FT Biweekly $49,440
Colleen Vogan Supervisor Clerk FT Biweekly 24,109
Lorie Maul Tax Collector PT Biweekly 8,486
Judy Gravino Town Clerk FT Biweekly 39,553
Judy
Gravino Records Management
PT Biweekly 3,191
Linda Habecker Town Clerk Dep. FT Biweekly 24,164
Scott Allen Town Eng/CEO/ Biweekly A 10,716
Scott Allen Build
& Zoning FT B 53,581
Scott Allen SD 7,144
Assess. Rev. Board 5 Members PT Annually - June 495
Planning Board 6 Members PT Quarterly 1,701
Plan Board Chair 1 Member PT Quarterly
2,612
ZBA Brd. of Appeals 4 Members PT Quarterly 522
ZBA Brd. Of Appeals Chair1 Member PT Quarterly 575
Veteran Services (1) 250
Police Employees:
John Colella Chief FT Biweekly Per Contract
Thomas Cooman Sergeant FT Biweekly
Per Contract
David Demchuk Patrolman PT
Biweekly Per Contract
Scott Haines Patrolman PT Biweekly Per Contract
Ronald Hall Patrolman PT Biweekly Per Contract
Adam Husk Patrolman
Temp. PT Biweekly Per Contract
Earl Lergner IV Patrolman
FT Biweekly Per Contract
Charles Michels Patrolman FT
Biweekly Per Contract
William Powell Patrolman PT Biweekly Per Contract
Edward O’Konsky Patrolman PT Biweekly Per Contract
Tyler Robinson Police Clerk FT Biweekly 26,500
Senior Citizen President* 100
Senior Citizen Vice-President* 100
Senior Citizen Trip Director* 200
Senior Citizen Sunshine* 50
Senior Citizen Historian* 75
Senior Citizen Treasurer* 100
Senior Citizen Secretary* 100
Senior Citizen Chaplain* 50
(*Paid Quarterly By Voucher)
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION CARRIED
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
RESOLVED the Town Board designates the following
individuals as full time employees by department they report to:
Accountant: Kim Leonard
Ambulance: Todd Blanchard
Assessing: Susan Datthyn, Dennine Leeson
Building/Zoning: Scott Allen, Susan Bush
Highway: John Anderson, Andre’ Bellefontaine, Mary
Beth Braman, Michael Bueg, Chris Countryman, James Ellis, Paul Everdyke, Dave
Payne, Daryl Quigley, Richard Roets, Jeff VanderMallie, Gary Wright
Police: John Colella, Thomas Cooman, Earl Lergner IV,
Charles Michels, Edward O’Konsky, Tyler Robinson
Recreation: Norbert Miller
Supervisor: Sharleen Flick, William Hammond, Colleen
Vogan
Town Clerk: Judy Gravino, Linda Habecker
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that all Department Heads will be
responsible for their employees regarding any and all absences and be it
further
RESOLVED that ALL DEPARTMENT HEADS will report their
absences directly to the Supervisor’s Office by 9:15 a.m. and be it further
RESOLVED the Board hereby directs the Supervisor or
his designee to develop appropriate time keeping forms to be used as a record
of vacation and sick leave time and be it further
RESOLVED that
the Board requests all employees to
submit vacation and any floating holiday requests to their department head at
least 60 days prior to the request.
MOTION BY PAGANO, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the Town Board authorizes the agreement
to spend Town Highway Funds as presented by the Highway Superintendent.
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that any appropriate charges shall be
charged back to the developer – the Building Department is directed to utilize
a form contract implementing this resolution.
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
RESOLUTION NO. 10 (2011) DRUG FREE WORK PLACE POLICY
The Town Board at the Town of Macedon does not permit
the consumption, sharing and/or selling, use and/or possession of illegal
drugs, counterfeit, and designer drugs or alcoholic beverages in the work
place, or when the effects of such drugs may impair an employee’s job
performance. The inappropriate use of
prescription and over the counter drugs shall also be disallowed. The Town Board shall maintain a drug free
work place in accordance with the Drug Free Work Place Act of 1985.
The Town Supervisor or his designee shall establish a
drug free awareness program informing employees of the dangers of drug abuse in
the work place and established policy maintaining a drug free work place. Information about any drug and alcohol
counseling and/or rehabilitation about any drug and alcohol
counseling and/or rehabilitation programs shall be
made available to employees. Data will
also include the range of penalties, consistent with local, state, and federal
law, up to and including termination of employment and referral for prosecution
that will be imposed on employees who have transgressed the terms of this
policy. Confidentiality shall be
maintained as required by state and federal law.
Each employee shall be given a copy of this policy
and annually acknowledge receipt of said policy. The work place is defined as any site on town property, at
town-sponsored activities, or any place in which an employee is working within
the scope of his or her employment or duties.
Each employee, as a condition of employment, shall agree to abide by the
terms of this policy and shall also notify the Town Supervisor or his designee
of any criminal drug statute convictions for a violation occurring in the work
place within five (5) days of such conviction.
The Town Board may choose to initiate disciplinary action against any
employee violating this policy. Options
at the discretion of the Town Board may range from counseling to termination
and may require the employee’s satisfactory participation in an approved drug
abuse assistance or rehabilitation program.
The Town Supervisor shall notify the New York State
Emergency Management Office in writing within (10) calendar days after
receiving notice from an employee or otherwise receiving actual notice of such
conviction. Such notice shall include
the position/title of the employee and the federal identification number at the
Town of Macedon
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the following Employment Policy adopted
by the Town of Macedon August 26, 1993 remains in effect:
1.
No person shall be
hired, transferred, or promoted to Town position that would create a
supervisor/subordinate relationship between relatives.
2.
For the purposes of
this policy, the term “relatives” shall be defined to include a spouse, parent,
step parent, descendant, step son, step daughter, brother, sister,
mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, or
daughter-in-law.
3.
This policy shall not
apply to any person employed by Macedon prior to the effective date of the
policy.
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
WHEREAS it is a requirement of the New York State
Department of Audit and Control for governing boards to establish an investment
policy to provide a means for communicating intentions and to facilitate
adequate accounting and administrative control over execution, accounting and
reporting investment transactions.
NOW, THEREFORE, BE IT RESOLVED that the Town Board
hereby adopts the Investment Policy (copy attached) for the Town of Macedon
monies.
MOTION BY MCEWEN, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the following Procurement Policy
adopted by the Town of Macedon December 5, 1991 remains in effect:
TOWN OF MACEDON
PROCUREMENT POLICY
WHEREAS, Section 104-b of
the General Municipal Law requires the governing body of every municipality to
adopt a procurement policy for all goods and services which are not required by
law to be publicly bid, and
WHEREAS, comments have been
solicited from all officers in the Town involved in the procurement process,
now, therefore, be it
RESOLVED, that the Town of
Macedon does hereby adopt the following procurement policy which is intended to
apply to all goods and services which are not required by law to be publicly
bid.
The
decision that a purchase is not subject to competitive bidding will be
documented in writing by the individual making the purchase. This documentation may include written or
verbal quotes from vendors, a memo from the purchaser indicating how the
decision was arrived at, a copy of the contract indicating the source which
makes the item or service exempt, or a memo from the purchaser detailing the
circumstances which led to an emergency purchase.
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
Estimated
Amount of Purchase Contract Method
$250
- $2,999 2
verbal quotations
$3,000
- $9,999 3-written/fax
quotation
or written request for
proposals
$250
- $2,999 2
verbal quotations
$3,000
- $4,999 2-written/fax
quotations
$5,000
- $19,999 3-written/fax
quotations
or written request for
proposals
A
good faith effort shall be made to obtain the required number of alternate
proposals. If the purchaser is unable
to obtain the required number of alternate proposals, the purchaser will
document the attempt made at obtaining the proposals. But, in no event shall the failure to obtain the proposals be a
bar to the procurement.
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ORGANIZATIONAL MEETING
JANUARY 6, 2011
In
addition, in the following situations it is not in the best interests of the
municipality
to secure alternate proposals because of the time required
and
type of purchase:
a. Emergency purchases pursuant to Section 103(4) of the
General
Municipal Law;
b. Purchases of surplus and second-hand goods pursuant
to Section 103(6) of the General Municipal Law; and
c. Purchases under $100.
MOTION BY MCEWEN, SECONDED
BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the Town Board does hereby establish the following amounts
to represent the petty cash funds for the Town:
Appeals
Board 50
Assessor 100
Building
Inspector 175
Director
of Medical
Services 100
Dog
Control (TC) 100
Planning Board
50
Police 100
Recreation 150
Supervisor 150
Town
Clerk 275
Town
Justice 200
Tax
Collector 200
Total $1,650
The above funds to be audited randomly but at least
quarterly by the Supervisor or his designee.
MOTION BY MCEWEN, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the following appointments be made for the 2011 calendar
year:
Jim
Ortiz Adult Mens’s Basketball $15.00/session Charlene Lawrence Sr.
Citizen Arts & Crafts 25.00/month
Debbie
McEwen Adult Indoor Soccer 10.00/session
Amber Jenkins Adult Aerobics 15.00/session
Brittney Gilligan Dance 15.00/session
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
NO.
1 PAGE
13
ORGANIZATIONAL MEETING
JANUARY 6, 2011
RESOLVED the Board appoints
the following Recreation Cheerleading positions beginning January 2, 2011 as
budgeted:
Marcy Frey Cheerleading Director $10/hour
Emily Henning Cheerleading
Coach $10/hour
Elizabeth Malcolm Chearlead.
Choreographer 10/hour
MOTION BY HAMMOND, SECONDED
BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the Board appoints John Gravino to open
and close:
Bullis Bathrooms from March 15 through
October 15 (weather permitting) and
as
needed thereafter through October 30.
Park
Gates from March 15 through October 30 (Close at dark)
For a salary as per the salary schedule to be paid
biweekly from March 15 through November 1.
MOTION BY MAUL, SECONDED BY PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLUTION NO. 18 (2011) BULLIS PARK RESTROOM/FACILITY CLEANER
RESOLVED the Town Board authorize the hiring of John
Gravino as Bullis Park Restroom Facility Cleaner seven (7) days per week
beginning March 15 until October 15 (weather permitting) as needed thereafter
until park is closed at a rate as per the salary schedule to be expensed from
account A7110.1.
MOTION BY HAMMOND, SECONDED BY MCEWEN
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED the Board appoint the following to the Cable
Committee for the calendar year 2011:
Sandy Pagano
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the Town Board appoints the following
individuals to serve on a Records Advisory Board for the calendar year 2011:
_________, Judy Oaks, Judy Gravino, William Hammond,
Kim Leonard & Colleen Vogan
MOTION BY MAUL, SECONDED BY MC EWEN
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
RESOLVED that the Town Board appoint James Youngman
to mow the Town Complex grounds expensed thru A1620.100 not to exceed 10 hours
per week and Kristen Remillard as back-up if needed.
MOTION BY MAUL, SECONDED BY MCEWEN
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
NO.
1 PAGE
14
ORGANIZATIONAL MEETING
JANUARY 6, 2011
RESOLVED the Board appoint the following individuals
to serve on the Bullis Park Master Plan Advisory Committee:
Glen Amesbury, Aaron Cook , Andrew Bazinet
Norbert Miller, Paul Kenyon & David Maul
MOTION BY HAMMOND, SECONDED BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE
MOTION CARRIED
RESOLVED the Board appoint the following Senior
Citizen group individuals:
Historian Terri Loessberg
Leader Sandy Ciaccia
Leader
Assistant Ernestine
Rogers
Secretary Eunice Buss
Secretary
Assistant Joan Kiesinger
Sunshine Barbara Putnam
Treasurer Joscelyn Moody
Trip Director Nancy Jennings
Chaplain Karen Yatteau
MOTION BY MAUL, SECONDED BY MC EWEN
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
BE IT RESOLVED that the
following individuals as Town Officials or Budget Directors are entitled to
authorize overtime to employees who have engaged in authorized work beyond the
normally scheduled work period.
Overtime pay is defined by any hours or parts of hours worked and are to
be compensated at a rate either determined by collective bargaining agreement
or by statute:
William Hammond, Supervisor
John Colella, Police Chief,
Macedon Police Department
Richard Roets, Highway
Superintendent
BE IT FURTHER RESOLVED that
the above named individuals are not authorized to exceed the budget allocation
designated for overtime without prior approval of the Town Board unless an
emergency or contingency occurs necessitating such overtime. Should this happen the above named
individuals should make every effort to inform the Board and the Supervisor as
soon as practicable.
MOTION BY HAMMOND, SECONDED
BY MAUL
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
BE IT RESOLVED that the
Macedon Town Board appoints Steve Gilson, Ken Hammond, Kim Leonard, Mike Mosher
and Craig Welker as the board of Directors, Inc. for the Macedon Town Ambulance
and be it further
RESOLVED that the Director
of EMS is appointed as the representative on behalf of the Town Board
MOTION BY MAUL, SECONDED BY
PAGANO
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
NO.
1 PAGE
15
ORGANIZATIONAL MEETING
JANUARY 6, 2011
RESOLUTION NO. 26 (2011) TOWN OF MACEDON
OFFICIAL UNDERTAKING OF MUNICIPAL
OFFICERS
WHEREAS, William Hammond, of
the Town of Macedon, County of Wayne, New York, has been elected to the Office
of Supervisor of the Town of Macedon, and
WHEREAS, Colleen Vogan, of
the Town of Macedon, County of Wayne, New York, has been appointed to the
Office of Supervisor Clerk of the Town of Macedon, and
WHEREAS, Judy Gravino, of
the Town of Macedon, County of Wayne, New York, has been elected to the Office
of Town Clerk of the Town of Macedon, and
WHEREAS, Linda Habecker, of
the Town of Macedon, County of Wayne, New York, has been appointed to the
Office of Deputy Town Clerk of the Town of Macedon, and
WHEREAS, Sharleen Flick, of
the Town of Macedon, County of Wayne, New York, has been appointed to the
Office of Deputy Town Clerk and Receptionist of the Town of Macedon, and
WHEREAS, Lorie Maul, of the
Town of Macedon, County of Wayne, New York, has been appointed to fill the
elected Office of Tax Collector of the Town of Macedon, and
WHEREAS, Thomas Crowley, of
the Town of Macedon, County of Wayne, New York, has been elected to the Office
of Justice of the Town of Macedon, and
WHEREAS, Ronald Reinstein,
of the Town of Macedon, County of Wayne, New York, has been elected to the
Office of Justice of the Town of Macedon, and
WHEREAS, Judith Oaks, of the
Town of Macedon, County of Wayne, New York, has been appointed to the Office of
Court Clerk of the Town of Macedon, and
WHEREAS, Susan Gorman, of
the Town of Macedon, County of Wayne, New York, has been appointed to the
Office of Court Clerk of the Town of Macedon, and
WHEREAS, Richard Roets, of
the Town of Macedon, County of Wayne, New York, has been elected to the Office
of Highway Superintendent of the Town of Macedon, and
WHEREAS, Kim Leonard, of the
Town of Macedon, County of Wayne, New York, has been appointed to the Office of
Accountant of the Town of Macedon, and
WHEREAS, Scott Allen, of the
Town of Macedon, County of Wayne, New York, has been appointed to the Office
Town Engineer/CEO/Building Inspector of the Town of Macedon, and
WHEREAS, Susan Bush, of the
Town of Macedon, County of Wayne, New York, has been appointed to the Office of
Town Engineer/Building/CEO Clerk of the Town of Macedon, and
WHEREAS, Norbert Miller, of
the Town of Macedon, County of Wayne, New York, has been appointed to the
Office of Recreation Director of the Town of Macedon, and
NO.
1 PAGE
16
ORGANIZATIONAL MEETING
JANUARY 6, 2011
WHEREAS, Tyler Robinson, of
the Town of Macedon, County of Wayne, New York, has been appointed to the
Office of Police Clerk of the Town of Macedon, and
NOW, THEREFORE, we as
respective officers above, do hereby undertake with the Town of Macedon that we
will faithfully perform and discharge the duties of our office, and will
promptly account for and pay over all moneys or property received as a Town Officer,
in accordance with the law; and
This undertaking of the Town
Supervisor William Hammond is further conditioned upon that he will well and
truly keep, pay over and account for all moneys and property, including any
special district funds, belonging to the Town and coming into his hands as such
Supervisor; and
This undertaking of the
Supervisor Clerk Colleen Vogan is further conditioned that she will well and
truly keep, pay over and account for all moneys and property coming into her
hands as such Supervisor Clerk; and
This undertaking of the Town
Clerk Judy Gravino is further conditioned that she will well and truly keep,
pay over and account for all moneys and property coming into her hands as such
Town Clerk; and
This undertaking of the
Deputy Town Clerk Linda Habecker is further conditioned that she will well and
truly keep, pay over and account for all moneys and property coming into her
hands as such Deputy Town Clerk; and
This undertaking of the
Deputy Town Clerk and Receptionist Sharleen Flick further conditioned that she
will well and truly keep, pay over and account for all moneys and property
coming into her hands as such Deputy Town Clerk and Receptionist; and
This undertaking of the Tax
Collector Lorie Maul is further conditioned that she will well and truly keep,
pay over and account for all moneys and property coming into his hands as such
Tax Collector; and
This undertakings of the
Town Justice Thomas Crowley is further conditioned that he will well and truly
keep, pay over and account for all moneys and property coming into his hands as
such Town Justice; and
This undertakings of the
Town Justice Ronald Reinstein is further conditioned that he will well and
truly keep, pay over and account for all moneys and property coming into his
hands as such Town Justice; and
This undertakings of the
Court Clerk Judith Oaks is further conditioned that she will well and truly
keep, pay over and account for all moneys and property coming into her hands as
such Court Clerk; and
This undertakings of the
Court Clerk Susan Gorman is further conditioned that she will well and truly
keep, pay over and account for all moneys and property coming into her hands as
such Court Clerk; and
This undertaking of the
Highway Superintendent Richard Roets is further conditioned that he will well
and truly keep, pay over and account for all moneys and property coming into
his hands as such Highway Superintendent; and
This undertaking of the
Accountant Kim Leonard is further conditioned that she will well and truly
keep, pay over and account for all moneys and property coming into her hands as
such Accountant; and
NO.
1 PAGE
17
ORGANIZATIONAL MEETING
JANUARY 6, 2011
This undertaking of the Town
Engineer/CEO/Building Inspector Scott Allen is further conditioned that he will
well and truly keep, pay over and account for all moneys and property coming
into his hands as such Town Engineer/CEO/Building Inspector, and
This undertaking of the Town
Engineer/Building/CEO Clerk Susan Bush is further conditioned that she will
well and truly keep, pay over and account for all moneys and property coming
into her hands as such Town Engineer/Building/CEO Clerk; and
This undertaking of the
Recreation Director Norbert Miller is further conditioned that he will well and
truly keep, pay over and account for all moneys and property coming into his
hands as such Recreation Director; and
This undertaking of the
Police Clerk Tyler Robinson is further conditioned that she will well and truly
keep, pay over and account for all moneys and property coming into her hands as
such Police Clerk; and
The Town does and shall
maintain insurance coverage, presently with NYMIR Insurance Company, in the sum
of $675,000 for the Supervisor, Supervisor Clerk, Town Clerk, Deputy Town
Clerk, Deputy Town Clerk and Receptionist, Tax Collector, Justices, Court
Clerks, Highway Superintendent, Accountant, Town Engineer/CEO/Building
Inspector, Town Engineer/Building/CEO Clerk, Recreation Director and Police
Clerk to indemnify against losses through the failure of the officers, clerks
and employees covered there under faithfully to perform their duties or to
account properly for all monies or property received by virtue of their
positions or employment, and through fraudulent or dishonest acts committed by the
officers, clerks and employees covered there under.
Dated: January
, 2011
Town of Macedon
____________________ _____________________
William Hammond, Town
Supervisor Judith Oaks, Court Clerk
_____________________ _______________________
Colleen Vogan, Supervisor
Clerk Susan
Gorman, Court Clerk
_____________________ _______________________
Judy Gravino, Town Clerk Richard Roets, Highway
Superintendent
_____________________ _______________________
Linda Habecker, Deputy Town Clerk
Kim
Leonard, Accountant
_____________________ _______________________
Sharleen Flick, Scott
Allen,
Deputy Town Clerk and Receptionist Engineer/CEO/Building Inspector
_____________________ _______________________
Lorie Maul, Tax Collector Susan Bush,
Engineer/Building/CEO
Clerk
_____________________ _______________________
Thomas Crowley, Justice Norbert Miller, Recreation Director
NO.
1 PAGE
18
ORGANIZATIONAL MEETING
JANUARY 6, 2011
_____________________ _______________________
Ronald Reinstein, Justice Tyler Robinson, Police Clerk
MOTION BY MAUL, SECONDED BY
HAMMOND
ROLL CALL VOTE:
KENYON ABSENT, MAUL AYE, MCEWEN AYE,
PAGANO AYE, HAMMOND AYE MOTION
CARRIED
Town Clerk Judy Gravino
received notice that Flaherty’s, 113 Pittsford-Palmyra Road, Macedon has
applied to renew their liquor license.
MOTION BY HAMMOND, SECONDED
BY MAULTHE MEETING BE ADJOURNED AT 4:50 PM.
_______________________________________
Respectfully Submitted by
Judy W. Gravino, RMC
Macedon Town Clerk
MACEDON TOWN BOARD
2011 MEETING SCHEDULE
FEBRUARY 10, 2011
FEBRUARY 24, 2011
MARCH 10, 2011
MARCH 24, 2011
APRIL14, 2011
APRIL 28, 2011
MAY 12, 2011
MAY 26, 2011
JUNE 9, 2011
JUNE 23, 2011
JULY
14, 2011
NO 2ND MEETING
SCHEDULED
AUGUST 11, 2011
NO 2ND MEETING
SCHEDULED
SEPTEMBER 8, 2011
SEPTEMBER 22, 2011
OCTOBER 13, 2011
OCTOBER 27, 2011
NOVEMBER 10, 2011
NO 2ND MEETING SCHEDULED
DECEMBER 8, 2011
NO 2ND
MEETING SCHEDULED
ELECTED TOWN OFFICIALS
TOWN SUPERVISOR LENGTH OF TERM TERM EXPIRES
William H. Hammond 2 Years 12/31/2011
TOWN COUNCIL
Paul Kenyon 4 Years 12/31/2011
David Maul 4 Years 12/31/2011
David McEwen 4 Years 12/31/2013
Sandy Pagano 4 Years 12/31/2013
TOWN CLERK
Judy Gravino 4 Years 12/31/2011
HIGHWAY SUPERINTENDENT
Richard Roets 4 Years 12/31/2011
TOWN JUSTICE
Thomas Crowley 4 Years 12/31/2013
Ronald Reinstein 4 Years 12/31/2011
RECEIVER OF TAXES
Lorie Maul (Appointed) 4 Years 12/31/2011
TOWN BOARD COMMITTEES COMMITTEE
CHAIRMAN
Fire, Human Resource & Recreation Paul Kenyon
Library, Master Plan, Planning & Buildings &
Grounds David McEwen
Assessor, Police & Technology David Maul
Court, Zoning Board of Appeals, Assessing Review Board &
Sewer Sandy Pagano
Building/Zoning Office, Fire, Highway, Insurance, Library,
Town Clerk, William
Hammond
Ambulance & Police Commissioner
REVISED 01/06/11
Judy W. Gravino, RMC
Macedon Town Clerk
Registrar of Vital Statistics
INVESTMENT
POLICY
FOR TOWN
OF MACEDON
[Name of Local Government]
I. SCOPE
This investment policy applies to all
moneys and other financial resources available for investment on its own behalf
or on behalf of any other entity or individual.
II. OBJECTIVES
The primary objectives of the local
government’s investment activities are, in priority order,
|
· |
to conform with all applicable federal, state and
other legal requirements (legal); |
|
· |
to adequately safeguard principal (safety); |
|
· |
to provide sufficient liquidity to meet all
operating requirements (liquidity); and |
|
· |
to obtain a reasonable rate of return (yield). |
III. DELEGATION OF AUTHORITY
The governing board’s
responsibility for administration of the investment program is delegated to the CHIEF FISCAL OFFICER [Insert chief fiscal officer, treasurer, or other officer having
custody of money] who shall establish written procedures for the operation of
the investment program consistent with these investment guidelines. Such procedures shall include an adequate
internal control structure to provide a satisfactory level of accountability
based on a data base or records incorporating description and amounts of
investments, transaction dates, and other relevant information and regulate the
activities of subordinate employees.
IV. PRUDENCE
All participants in the
investment process shall seek to act responsibly as custodians of the public
trust and shall avoid any transaction that might impair public confidence in
the TOWN OF MACEDON [Insert Name of Local Government] to govern effectively.
Investments shall be made
with judgment and care, under circumstances then prevailing, which persons of
prudence, discretion and intelligence exercise in the management of their own
affairs, not for speculation, but for investment, considering the safety of the
principal as well as the probable income to be derived.
All participants involved in
the investment process shall refrain from personal business activity that could
conflict with proper execution of the investment program, or which could impair
their ability to make impartial investment decisions.
V. DIVERSIFICATION
It is the policy of the TOWN OF MACEDON [Insert Name of Local Government] to diversify its deposits and
investments by financial institution, by investment instrument, and by maturity
scheduling.