Town of Nanticoke                                         Present:   Supervisor, Scott Ellis

Regular Meeting                                           Councilmen: D. Benjamin, E. Loveless

1/17/06  7 p.m.                                                S. Whittaker, Absent: C. Forkey Jr.

 

Also Present:  Jake Slack, Hwy. Supt, Ralph Forkey, Steven Swan.

 

Supervisor Ellis opened the meeting with the pledge to the flag.

 

Public Hearing opened for LL#1-2006 at 7:02 p.m. regarding extending the term of office for the Supervisor’s position from 2 years to 4 years which will be on the ballot in November, 2006 and if passed the term will begin on 1/1/07.

No one spoke for or against the local law; therefore the hearing was closed at 7:05 p.m.

 

Motion by Whittaker, Seconded by Loveless, Carried-Res. 1-2006

We do hereby accept the minutes of the December 30th, 05 meeting as presented.

4 ayes 1 absent

 

Motion by Benjamin, Seconded by Whittaker, Carried-Res. 2-2006

We do hereby accept the Supervisor’s report as read for the month of December, 2005.

Vote:  Whittaker, Loveless, Benjamin, Ellis,  all ayes   1 absent

 

Ellis reported he attended a meeting for the Landfill committee last week when the County of Broome was interviewing engineers to do a study on an overpass/underpass at the Dunham Hill Road sight and look into the best way the landfill may be run for the residents of Broome County.

 

Benjamin: reported he has talked to Whitney Point Central School to see if they could do a web page for the town.  He will meet with them soon to discuss it.

 

 

OLD BUSINESS:  None

 

NEW BUSINESS: 

Motion by Loveless, Seconded by Benjamin, Carried   Res.3-2006

We do hereby accept the Organizational Resolution as presented for the year

2006.    Vote: Whittaker, Benjamin, Loveless, Ellis,  4 ayes 1 absent

(Note:  Wages NYS $6.75 as of 1/1/06)  Resolution attached to minutes.

 

The Board discussed Fairbanks Road.  A letter was received from Attorney Krna representing Herb Bailey whether the Town is going to abandon the road or bring it up to road standards. 

Discussions:  To bring the road up to use for a Seasonal Road

                        The board agreed they would like the road to be maintained and be used as a seasonal road.

 

Supervisor Ellis asked the Hwy. Committee to research said road and any other roads that may fall into this same category to see what the town may want to do about them.  To do a mile of road could cost up to $40,000.00.  It could be quite a cost to the town.  It would be best to bring it up to a seasonal road use if the board decided not to abandon the roads.  (Roads would need a 50 ft. right of way.)

 

Motion by Benjamin, Seconded by Whittaker, Carried- Res. 4-2006

We do hereby authorize Supervisor Ellis to send a letter to Attorney Krna noting that it has been turned over to the Highway Committee for review.

Vote:  Whittaker, Loveless, Benjamin, Ellis, all ayes  1 absent

 

Ellis told that the discussion to backfill the position of the vacancy left by Gene Fralick with temporary help.  We are currently paying $7.10 per hour and he suggested perhaps going to $10.00 per hour if a raise was warranted and approved by the highway superintendent. 

 

Motion by Loveless, Seconded by Whittaker, Carried-Res.5-2006

We do hereby approve the hiring of a part time temporary seasonal help with a starting pay of $7.10 per hour and giving a range of up to $10.00 per hour if warranted by the highway superintendent’s approval.  Vote:  Whittaker, Loveless, Benjamin, Ellis, All ayes 1 absent

 

Historian Costley reported on some of the plans for events in the town for the 200 years birthday of the County of Broome.  

            To have special exhibits at the Town Hall

            To have an open house at the Fire Stations, presenting History with a time

            For refreshments.

            Displays of photos, memorabilia, and history.

            A Booth at the Broome County Fair, shared with the towns of Barker, Lisle,       & Triangle.

            Displays etc. will be planned on throughout the year and end with the celebration of our Town’s 175th birthday.

 

Motion by Whittaker, Seconded by Benjamin, Carried-Res. 6-2006

We do hereby authorize the payment of the bills as audited.

Vote:  Whittaker, Loveless, Benjamin, Ellis,  4 ayes  1 absent

 

OPEN TO THE PUBLIC:

Mr. Forkey asked how far they would do Fairbanks Road.   The board stated the full length of the road.

 

Motion by Benjamin,  Seconded by Whittaker, Carried-Res.8-2006

We do hereby adjourn this meeting.    4 ayes  1 absent

 

Joanne Costley, Town Clerk

 

 

RESOLUTION - 2006-

                                                                                                                                   

                                                                                     

 

 

 

 

                                           RESOLUTION ADDRESSING ORGANIZATIONAL

                                              MATTERS FOR TOWN OPERATIONS IN 2006.

                                                           

                                                          Offered by Councilperson  Loveless

                                                          Offered by Councilperson  Benjamin                  

           

 

WHEREAS, it is necessary and appropriate to establish certain organizational matters for the operation of the Town of Nanticoke for 2005.

            NOW, THEREFORE, BE IT,

            RESOLVED, that the Town Board hereby authorizes the following:

            1.  TOWN BOARD MEETING SCHEDULE.

                        The Town Board shall meet at the Town Hall, 755 Cherry Valley Hill Road, Maine, New York, for the purpose of conducting Town Business, on the following dates and at the following times:

                        January 17, 2006                                              7:00 PM

                        February 21, 2006                                           7:00 PM                      

                        March 21, 2006                                               7:00 PM

                        April 18, 2006                                                  7:00 PM

                        May 16, 2006                                                  7:00 PM

                        June 20, 2006                                                  7:00 PM

                        July 18, 2006                                                   7:00 PM

                        August 15, 2006                                               7:00 PM

                        September 19, 2006                                         7:00 PM

                        October 17, 2006                                            7:00 PM

                        November 21, 2006                                         7:00 PM

                        December 19, 2006                                         7:00 PM

 

            2.  TOWN HALL OFFICE HOURS.

                        The office hours for the Town Hall in 2005 shall be 9:00 a.m. to 12:00 p.m., 1:00 p.m. to 4:00 p.m., Tuesday, Wednesday and Thursday, except holidays.

            3.  HOLIDAYS.

                        The Town shall observe the following holidays during 2006:

                        Holiday                                                                        Date of Observance

                        New Year's Day                                                           January 2, , 2006     (Monday)

                        Martin Luther King, Jr. Day                                          January 16, 2006 (Monday)

                        President's Day                                                 February 20, 2006 (Monday)

                        Good Friday                                                                 April 14, 2006 (Friday)

                        Memorial Day                                                              May 29, 2006 (Monday)

                        Independence Day                                                        July 4, 2006 (Tuesday)

                        Labor Day                                                                    September 4, 2006 (Monday)

                        Columbus Day                                                  October 9, 2006 (Monday)

                        Election Day                                                                 November 7, 2006      

                        (Tuesday)

            Veteran's Day                                                               November 11, 2006

            (Saturday)

Thanksgiving                                                                 November 23, 2006                                                                                                                                                     November 24, 2005 (Thursday)

                        Designated Holiday                                                       November 24, 2006 (Friday)

                        Christmas                                                                     December 25, 2006 (Monday)

           

           

 

 

 

 

4.  OFFICIAL NEWSPAPER.

                        The Town & Country Pennysaver is designated as the official newspaper for the Town of Nanticoke for the year 2006. ** The Press & Sun Bulletin & the Owego Pennysaver  shall be used to inform the public of Town issues. 

            5.  DEPOSITORIES FOR TOWN MONEYS.

                        The following banks or trust companies in Broome County are designated as depositories for all moneys coming into the hands of the town officers by virtue of their office in the year 2006.

                                    JP Morgan Chase                                

                                    M&T Bank (Endicott Trust Division)

                                    NBT Bank of Norwich

 

            6.  INVESTMENT OF TOWN MONEY.

                        The Town Supervisor is authorized to deposit and invest moneys which are not required for immediate expenditure, in accordance with General Municipal Law Section 11, and Local Finance Law Section 165.00.   

                        7.  OPENING BIDS.                                                                          

                        The Town Supervisor and/or the Town Clerk are authorized to open all bids received for items requiring bidding by the Town for the year 2006.

           

 

 

8.  MILEAGE.

                        Authorized Town officials and employees designated by the Town Supervisor are authorized to use their automobiles for Town purposes, to be reimbursed at $0.35 per mile when said costs are submitted on a voucher accompanied by an itemized statement of the nature of the expense.  

            9.  HIGHWAY SUPERINTENDENT.

                        The Highway Superintendent shall be authorized to expend highway money as budgeted. 

            10. PURCHASE OF HIGHWAY EQUIPMENT.

                        Pursuant to Section 142(1)(a) of the Highway Law, the Superintendent of Highways is authorized to purchase equipment, tools, and implements to be used for highway maintenance, construction or reconstruction, or snow removal without prior approval of the Town Board at a cost not to exceed $3,000.00, provided the funds for said purchases are derived exclusively from the Highway Fund.

                        Pursuant to Section 32(2) of the Town Law, and subject to appropriation thereafter, there is established the office of Deputy Superintendent of Highways.

            11.  TOWN JUSTICE(S).

                        Town of Maine Justices McGill and Dingman shall be authorized to serve in those times Town of Nanticoke Justice Struble is unable to serve.  Compensation shall be at a rate of $25.00 for up to two hours.  If more than two hours are needed, the amount paid shall be an additional $5.00 per half hour or fraction thereof for the year 2005. 

           

 

12.  PETTY CASH FUND.

                        Petty cash funds are hereby established for 2006 for the following Town Officers or Town Offices: Town Clerk - $100.00; Highway Superintendent - $50.00.    

            13.  PLANNING BOARD.

                        Kenneth Barlow is hereby appointed to serve as Chairman of the Planning Board during 2006.

            14.  DEPUTY TOWN ATTORNEY

Stuart M. Pearis (a resident of Broome County, State of New York, with offices at 19 Chenango Street, Suite 1001, Binghamton, NY) is hereby appointed to serve as Deputy Town Attorney.    

                                    Stuart M. Pearis shall be considered an officer of the Town of Nanticoke in connection with issues relating to the Host Community Agreement (signed by the County Executive on December 3, 1996) between the County of Broome and the Towns of Nanticoke, Barker and Maine.  It is understood that the total salary paid to Stuart M. Pearis as Deputy Town Attorney of the Town of Nanticoke, and any related disbursements incurred, shall be shared and paid by the three towns in accordance with the following formula: Town of Nanticoke 37 ½ %; Town of Barker 37 ½ %; and Town of Maine 25%. 

           

 

 

 

 

 

 

 

            15. OFFICIALS AND EMPLOYEES.

 

 

 

                        The following officials and Employees are designated to serve in the respective positions for the Town of Nanticoke at the pleasure of the Town Board where no term is provided by law:           

 

                        Secretary to the Supervisor / Executive Asst.                 Ronda Ellis

                        Health Insurance Administrator                         Ronda Ellis

                        Deputy Supervisor                                                        Donald Benjamin

                        General Committee                                                       Donald Benjamin/ Charles Forkey, Jr.

                        Highway Committee                                                     Scott Whittaker/ Edward Loveless

                        Historian                                                                       JoAnn Costley

                        Deputy Historian                                                           LeRoy Youngs

                        Deputy Town Clerk                                                      TBD

                        Landfill Advisory Committee                                         Scott Ellis

                        Town Attorney                                                 Catherine C. Schaewe

                        Deputy Town Attorney                                     Stuart M. Pearis

                        Audit Committee                                                          Scott Whittaker/ Ed Loveless               

                        Code Enforcement Officer                                            Glenn Simpson

                        Dog Control Officer                                                      Charles Yesalusky

                        Assessor                                                                      Robert Hamlin

                        Clerk to the Justices                                                      Mary Waible

 

           

 

 

 

 

 

 

 

16.  SCHEDULE OF SALARIES.

                        The following schedule of annual salaries and hourly rates for the positions listed and payment thereof for the Town of Nanticoke for the year 2006 is hereby authorized:

                        Official/Employees                                                        Salary/Hourly Rate

                        Supervisor                                                                    $9,887.00/year

                        Deputy Supervisor                                                        No compensation

                        Board Members (4)                                                      $1,976.50 /year each

                        Justice (1)                                                                     $4,250.00/year each

                        Highway Superintendent                                               $40,073.00/year

                        Historian                                                                       No compensation

                        Deputy Historian                                                           No compensation

                        Town Clerk                                                                  $16,736.00/year

                        Deputy Town Clerk                                                      $    6.75/hour

                        Clerk to the Justices                                                      $4,664.00/year

                        Assessor                                                                      $5,009.00/year

                        Code Enforcement Officer                                            $2,363.00/year

                        Secretary to the Supervisor / Executive Asst.     $7,501..00/year

                        Laborer MEO                                                              $  14.32 /hour  

                        Planning Board Chairman                                              $   35.00/meeting

                        Planning Board Members (4)                                        $   25.00/meeting

                        Election Custodians (2)                                     $   75.00/set-up

                        Election Inspectors (20)                                                $   6.75/hour

                        Budget Officer                                                  $  700.00/year

                        Records Manager                                                         $   77.00/year

                        Building Custodian                                                        $   40.00 per cleaning

                        Dog Control Officer                                                      $2,721.00/year

                        Reg / Vital Stats                                                            $   273.00/year

                        Landfill Committee                                                        $   No Compensation

                        Health Insurance Administrator                         $   701.00     

                        Town Attorney                                                 $6,364.00/year

                        Deputy Town Attorney                                     $   145.00/hour

                        General Committee                                                       No compensation

                        Highway Committee                                                     No compensation

                        Audit Committee                                                          No compensation                    

           

 

 

            17.  TOWN BULLETIN BOARD/SIGN BOARD.

                        The official Town Bulletin Boards / Sign Boards for all proper, legal and official notices shall be located on exterior wall of Town Hall near the main entrance as well as inside the main entrance of Town Hall.

            18.  BIDDING POLICY AND PROCEDURES.

                        I.  Objectives

                        The following policies and procedures governing the procurement of goods and services not subject to the bidding requirements of the General Municipal Law (GML) Section 103 are adopted pursuant to GML Section 104-b.  The objectives of the Bidding Policy and Procedure of the Town of Nanticoke are to assure the prudent and economical use of public moneys in the best interests of the taxpayers of the Town of Nanticoke, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and guard against favoritism, improvidence, extravagance, fraud and corruption.  All procurements of goods and services by employees and officials of the Town of Nanticoke shall be made in compliance with the following conditions:

                        II.  Determining the Necessity for Competitive Bidding

                        Prior to the procurement of any goods or services by any employee or official on behalf of the Town of Nanticoke, a determination shall be made whether such procurement is subject to competitive bidding.  The procedure for making the determination shall be as follows:

                        A.  It shall be determined whether the proposed procurement is a contract for public work or a purchase contract.

                        B.  It shall be ascertained whether the proposed procurement is exempt from competitive bidding for one of the following reasons:

                                    1.  The cost falls below monetary thresholds as set forth in General Municipal Law Section 103(1);

                                    2.  It is a case of public emergency as defined by General Municipal Law Section 103(4);

                                    3.  The contract is for professional services or involves professional skill or knowledge;

                                    4.  The contract is for a true lease of equipment;

                                    5.  The contract is for standardized equipment, materials or supplies previously awarded by the Town Board to a supplier pursuant to General Municipal Law Section 103(5);

                                    6.  The contract is for goods or services for which there is only one source available at the time the contract is entered into;

                                    7.  The procurement is to be made under County or State contract;

                                    8.  The procurement is to be made pursuant to Correction Law Section 186 or State Finance Law Section 175-b;

                                    9.  The contract is for surplus or second-hand supplies, materials or equipment to be purchased from the State of New York, any other political subdivision or public benefit corporation.

                            10.  The contract falls within some other exemption from the competitive bidding requirements recognized by the laws of the State of New York.

                       C.  In the event there exists uncertainty as to the character or exemption status of the proposed procurement, advice and counsel of the Town Attorney and/or the Town Board shall be sought.

                        III.  Procedure to be Used When Competitive Bidding Not Required

 

                        A.  Each department within the Town shall maintain a Procurement Log which shall set forth the information and documentation required pursuant to this policy document.  It shall be the responsibility of each department head to keep the Procurement Log up-to- date.  The Procurement Log shall be available for inspection upon demand by any member of the Town Board.

                        B.  In the event a procurement is determined to be exempt from competitive bidding and its cost exceeds $2,500.00, the following procedure shall be followed:

                                    1.  At least two (2) proposals or quotations for goods or services shall be secured by use of written requests for proposals, written quotations, verbal quotations, or any other method of procurement which furthers the purposes of General Municipal Law Section 104-b.

                                    2.  Upon award of a contract, the following shall be entered into the Procurement Log:  the date of procurement, the goods or services procured and cost thereof, the basis for the determination that the procurement is exempt from competitive bidding, and all alternative quotations or proposals secured together with the name of the source of each quotation or proposal.

                                    3.  In the event a contract is awarded to other than the lowest dollar offer, it shall be set forth in the Procurement Log the justification and reasons such an award furthers the purposes of the Town of Nanticoke's bidding policy.

                        C.  The procedures set forth in paragraph III B(1) and (2) need not be followed when the procurement is:

                                    1.  For less than $2,500.00; or

                                    2.  For a standard replacement part; or

                                    3.  For standardized equipment, materials or supplies for which the contract has been awarded to a particular vendor by the Town Board pursuant to General Municipal Law Section 103(5); or

                                    4.  Made pursuant to any one of the following:

                                                a.   General Municipal Law Section 103(3) or Section 10 or

                                                b.   State Finance Law Section 175-b; or

                                                c.   Correction Law Section 168; or

                                                d.   The policies and procedures adopted by the Town of Nanticoke pursuant to General Municipal Law Section 104-b (2)(f) and paragraph IV of this Bidding Policy.

                        D.  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.

                        IV.  Exemption by Act of the Town Board

                        A.  It shall be within the sole discretion of the Town Board to grant by resolution an exemption from the requirement that alternative proposals or quotations be obtained pursuant to paragraph II B.

                        B.  In exercising its discretion, the Town Board shall consider whether such exemption may be granted and is in the best interest of the Town of Nanticoke.

                        C.  An exemption may be granted under any of the following circumstances:

                                    1.  When a public emergency exists as defined by General Municipal Law Section 103(4);

                                    2.  When the contract is for professional services or involves professional skills and knowledge;

                                    3.  When the contract is for goods or services for which there is only one source available at the time the contract is entered into;

                                    4.  When the contract is for goods or services for which a desired warranty or service contract is available from only one source at the time the contract is entered into;

                                    5.  Under such other and further circumstances determined to be sufficient justification by the Town Board.

                        V.  Noncompliance

                        The unintentional failure to comply with the provisions of this Bidding Policy and Procedure shall not be grounds to void action or give rise to a cause of action against the Town of Nanticoke or any officer or employee thereof.

           

 

 

            The question of the adoption of the foregoing Resolution was duly put to a vote on roll call which resulted as follows:

Ayes  4    , Nays  0   ,   1 Absent.                                                                                            

                        Councilman Edward Loveless voting _Aye____

                        Councilman Charles Forkey Jr. voting   Absent_                      

                        Councilman Scott Whittaker voting _Aye ____

                        Councilman Donald Benjamin voting _Aye____

                        Supervisor Scott Ellis voting   Aye             _

Dated: January _17____, 2006