Organization Meeting Agenda

TOWN BOARD PROCEEDINGS

REORGANIZATION MEETING

January 4, 2018

(6:00 p.m.)

1. Moved by ______________, seconded by _____________ that the elected Town Officials are salaried as follows:

Supervisor Sheila M. Meegan $72,500

Council Members (2) Eugene P. Hart $21,000

William Hanley $21,000

Town Clerk Jacqueline A. Felser $59,810

Highway Supt. Matthew D. English $90,861

Town Justices (2) Shannon Filbert $41,917.50 Jeffrey M. Harrington $41,917.50

1. Moved by_________, seconded by____________, that John J. Fenz be appointed as Town Attorney for a term set pursuant to Town Law §24 at an annual salary of $75,000 effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by _________, seconded by ___________, that Tina Hawthorne and Jon F. Minear be appointed as Town Prosecutors at an annual salary of $8,500, and John J. Fenz be appointed as Town Prosecutor without remuneration, each effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by_______, seconded by ________, that Tina Hawthorne be appointed Deputy Town Attorney at an annual salary of $4,000 effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms from Erie County Personnel, noting the Deputy Town Attorney’s services shall be limited to providing counsel to the Zoning Board of Appeals.

1. Moved by ________, seconded by __________, that Drescher & Malecki LLP be retained as accounting assistants to the Town of West Seneca. Services will be performed at the fees and charges described in the Drescher & Malecki LLP engagement agreement dated December 14, 2017, and the Supervisor hereby authorized to complete and execute said December 14, 2017 engagement agreement.

1. Moved by ________, seconded by __________, that Clark, Patterson and Lee be hired as the provider of Engineering Services to the Town at a cost not to exceed $125,000.00 per year.

• Moved by ________, seconded by __________, that Harris Beach PLLC, be retained as bond counsel to the Town of West Seneca for all financing matters. Services will be performed at the fees and charges as described in the Harris Beach bond counsel engagement agreement dated December 18, 2017, and the Supervisor is hereby authorized to complete and execute a retainer agreement with said firm for all financing matters in substantially the same form as said December 18, 2017 agreement, for the Town of West Seneca.
• Moved by ________, seconded by _________, to authorize the Supervisor to enter into a shared services agreement with the Town of Orchard Park effective January 1, 2018 through December 31, 2018, to share the services of the Town’s Electrical Inspector. Pursuant to the terms of the Agreement, the Town of Orchard Park shall reimburse the Town quarterly in an amount equal to forty-percent of all costs associated with the appointed Electrical Inspector.
• Moved by _____________, seconded by ________________, that the Town Board subject to the provisions of Section 284 of the Highway Law, enter into an agreement with the Superintendent of Highways 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 pursuant the terms set forth therein.

1. Moved by ________, seconded by __________, to authorize the Supervisor to sign the Assessor’s renewal agreement with the Town of Elma effective January 1, 2018 through December 31, 2018. The amount of this agreement is $46,523.84

1. Moved by ________, seconded by __________, to authorize the Supervisor to sign the grant consulting agreement with Connie D. Miner in the amount of $27,500 a year in equal monthly installments effective January 1, 2018 through December 31, 2018.

1. Moved by _________, seconded by ________, that Jacqueline A. Felser be appointed Registrar of Vital Statistics, at an annual salary of $4,062 effective January 1, 2018, all fees to go to the Town General Fund, and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by _________, seconded by __________, on the recommendation of the Town Clerk, that Amy Kobler, be appointed Deputy Registrar of Vital Statistics at an annual salary of $1,661 effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ___________, seconded by __________, on the recommendation of the Town Clerk Jacqueline A. Felser that Amy Kobler, be appointed First Deputy Clerk effective January 1, 2018, with an annual stipend of $2,500.

1. Moved by ___________, seconded by __________, on the recommendation of the Town Clerk Jacqueline A. Felser that Laurine Fischione, be appointed Second Deputy Clerk effective January 1, 2018, with an annual stipend of $1,000.

1. Moved by ______________, seconded by ______________, on the recommendation of Highway Superintendent Matthew English, that Gregory Zimmerman, be appointed Deputy Highway Superintendent effective January 1, 2018, at an annual salary of $6,000 and that he act in the capacity of the Highway Superintendent in the event of his absence for any reason, e.g. vacation, illness, etc. and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ___________, seconded by __________, that Dennis M. Osinski, Steven Disalvo, and Robert Borucki be appointed to the Board of Plumbing Examiners effective January 1, 2018, at an annual stipend of $500 each.

1. Moved by ____________, seconded by _______________, that Ed Simoncelli and Robert MacDonald be appointed to the Board of Electrical Examiners effective January 1, 2018.

1. Moved by ________, seconded by ________, that James Pace be appointed at Town Historian at an annual salary of 1,590 effective January 1, 2018.

1. Moved by ___________, seconded by ___________, that the following be appointed to the Environmental Commission:

2 year term effective January 1, 2017 – December 31, 2018

Evelyn Hicks (chair)

Richard Rutkowski

Karl Spencer

Michael Wass

Elizabeth Feeney

1 year term effective January 1, 2018 – December 31, 2018

Camie Jarrell P.E.

Lauren Masset

Emily Baker

Youth – 1 year term effective January 1, 2018 – December 31, 2018

Matthew Roche

Associate Members

Richard Corbetta

Amy Kobler

1. Moved by ___________, seconded by ___________, that Jennifer Dobe be appointed to the Library Board effective January 1, 2018 for a five (5) year term ending December 31, 2022.

1. Moved by ___________, seconded by ___________, that the annual salaries of the Zoning Board of Appeals and Planning Board be set at $5,946 for the Chairman of each Board, and$4,032 each for the other members of each Board effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel, noting that members of each board will be paid one-twelfth of the annual salary with absences paid at the discretion of the Chairman; however, three (3) missed meetings could be reason for removal from the board.

1. Moved by ___________, seconded by _________, that Raymond Kapuscinski be appointed to the Zoning Board of Appeals effective January 1, 2018 for a five (5) year term ending December 31, 2022.

1. Moved by ___________, seconded by _________, that Brendon Najm be appointed to the Planning Board effective January 1, 2018 for a seven (7) year term ending December 31, 2024.

1. Moved by ___________, seconded by _________, that Jacqueline A. Felser be appointed as Secretary to the Planning Board, at an annual salary of $4,300, effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ___________, seconded by _________, that Jacqueline A. Felser be appointed as Secretary to the Zoning Board of Appeals, at an annual salary of $4,300, effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ______________, seconded by __________, that Anthony Alessi, Michael Shea, and Mark Kwiatkowski, of West Seneca, New York be appointed Civil Officers of the Town of West Seneca effective January 1, 2018 for the purpose of service of process, etc. without remuneration from the Town.

1. Moved by ____________, seconded by ______________, that Thomas F be appointed to the Board of Assessment Review for a 5 year term effective January 1, 2017 for a term expiring September 30, 2021

1. Moved by ___________, seconded by ___________, that the members of the Board of Assessment Review be subject to the call of the Assessor, at an annual stipend of $500 each and the Chairman of the Board of Assessment Review at an annual stipend of $750, effective January 1, 2018.

1. Moved by ______________, seconded by ___________, that the following Officials and Employees not represented by the Collective Bargaining Agreement recognized by the Town of West Seneca are hereby appointed to the following positions with salaries effective January 1, 2018:

Megan Wnek Director of Finance $ 70,000

Daniel Denz Chief of Police $ 149,451

Michael Boehringer Assistant Chief of Police $ 132,501

John Gullo Senior Code Enforcement Officer $ 88,798

Dina Weixlmann Secretary to Highway $ 49,590.03

Superintendent

Emily Melski Chief of Staff / Secretary to $ 49,590.03

the Supervisor

Katie Hourihan Clerk to the Town Justices $ 47,133

Tammie Maurino Clerk to the Town Justices $ 49,590.03

and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ___________, seconded by______________, to kindly adopt a resolution authorizing the Supervisor to execute the agreement with the Chief of Police and Assistant Chief of Police. The agreement preserves the previous agreement and extends the term through December 31, 2021.

1. Moved by ___________, seconded by______________, that Matthew English be appointed as Dog Control Officer at an annual stipend of $7,000 effective January 1, 2018 and authorize the Supervisor to sign the necessary forms for Erie County Personnel.

1. Moved by ___________, seconded by ___________, that Donna Mazur, be appointed to a one (1) year term as Bingo Inspector for the Town of West Seneca at an annual salary of $1,800, with said terms commencing January 1, 2018 and expiring on December 31, 2018.

1. Moved by _____________, seconded by ________________, that Jon F. Minear, be appointed American with Disabilities Officer and Harassment Compliance Officer for the Town of West Seneca, with an annual stipend of $1,000.

1. Moved by ______________, seconded by _____________, that John Gullo be appointed Natural Disaster Services Coordinator Part-Time at an annual salary of $6,000 effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ___________, seconded by ______________, that Eric Conley and Daniel McCartan be appointed Assistant Disaster Coordinator at a stipend of $200 per incident effective January 1, 2018 and authorize the Supervisor to complete and sign the necessary forms for Erie County Personnel.

1. Moved by ____________, seconded by __________, that the Town funds be deposited in the West Seneca Offices of the following banks, effective January 1, 2018:

M & T Trust Co. - Operating, Trust & Agency, Payroll, Workers Compensation,

P & A, General Investment, Reserves Account

Evans National Bank - Operating

J.P. Morgan Chase - Operating, Capital

1. Moved by ___________, seconded by ___________, that the Town Board does hereby authorize all funds of the Construction and Improvement Account to be maintained by a consolidated bank account, but that the Town continues to maintain a separate Improvement Account at all times, as recommended by the State Auditors.

1. Moved by ______________, seconded by ____________, that the Town Board of the Town of West Seneca, pursuant to §25 of the Town Law and §11(2) of the Public Officers Law, hereby approves the execution of a Public Employee’s Blanket Bond issued by a Fidelity Deposit Company, covering all officers and employees including Supervisor, Town Clerk, Superintendent of Highways, Director of Finance and two (2) Town Justices for the sum of $500,000 per occurrence and be it further resolved that the undertaking shall be effective January 1, 2017, noting that a $2,500 deductible will apply to the Bond.

1. Moved by ______________, seconded by ___________, that the West Seneca Bee be designated as the Official Newspaper, and that the Buffalo News be used at the discretion of the Board.

1. Moved by _____________, seconded by __________, that the following titles of Town Department Heads, elected or appointed officials, and certain other full-time employees not covered by contract provisions between the Town and Blue and White Collar, CSEA or the West Seneca PBA be granted extended benefits including Blue Shield or equivalent plan costs, as well as other health and welfare fund related benefits in accordance with the CSEA White Collar Contract or equivalent with the exception of the Chief of Police and Assistant Chief of Police, who are granted benefits pursuant to the contract with the West Seneca PBA. These will include the following: Town Clerk; Highway Superintendent; (2) Town Justices; Town Attorney; Chief of Staff/Secretary to Supervisor; (2) Clerks to Town Justices; Secretary to Highway Superintendent; Senior Code Enforcement Officer; Director of Finance

1. Moved by ___________, seconded by _____________, that pursuant to §119(1) of the Town Law, the Town Clerk be authorized to draw warrants to pay any claims for fixed salaries, for principal and interest on bonded or refunded debt or other loans on the legal or stated compensation of Officers or Employees of the Town or accounts becoming due upon lawful contracts for periods not exceeding one (1) year.

1. Moved by _____________, seconded by ___________, that the Town continue its Procurement Policy n the manner set forth in the Procurement and Purchasing Policy adopted by the Town on July 27, 2015.

1. Moved by ____________, seconded by ____________, that all Vouchers for claims upon the Town shall be acceptable for audit, in the manner set forth in the Procurement and Purchasing Policy adopted by the Town on July 27, 2015.

1. Moved by ____________, seconded by ____________, that the mileage rate allowed to public officials and Town employees be tied to Internal Revenue regulations, and in the manner set forth in the policy adopted by resolution of the Town Board.

1. Moved by _____________, seconded by ___________, that Petty Cash Funds/Change Funds be created as follows:

Accounting and Financial Consulting

Services $ 250.00

Town Clerk $ 250.00

Receiver of Taxes $ 500.00

Highway Superintendent $ 250.00

Police Confidential Investigation $ 2,500.00

Police Department $ 500.00

Recreation $ 250.00

Justice Court $ 250.00

Senior Citizens $ 200.00

1. Moved by ____________, seconded by ___________, that the Town Hall offices be open 9:00 A.M. to 5:00 P.M. five (5) days per week.

1. Moved by ___________, seconded by _____________, that the West Seneca Senior Center be open to the public 8:30 A.M. to 4:30 P.M. Monday through Friday.

1. Moved by ____________, seconded by ____________, that R.A. Mercer & CO., P.C. be employed to prepare the annual audit and also any other services that may be called for by order of the Town Board at a fee not to exceed $45,000.00 & additional services involving accounting standards and consultations shall not exceed $10,000.00 and shall receive prior approval of the Town Board.

1. Moved by ____________, seconded by ____________, that the Town Supervisor be authorized to sign checks for the West Seneca Library, pursuant to §259 of the Education Law.

1. Moved by ____________, seconded by __________, that the Supervisor and/or Director of Finance to the Town be authorized to temporarily invest Town monies not needed for immediate expenditure. And further, the Town Board adopts and authorizes the Supervisor and/or Director of Finance to the Town to comply with the Investment Policy and Guidelines as originally adopted by the Town Board on 12/18/89 and amended on 12/17/12.

1. Moved by ____________, seconded by ___________, that the following list of Banks be added to the Town Investment Policy for use at the discretion of the Supervisor and/or the Director of Finance:

Key Bank of W.N.Y., N.A. Bank of America Citizens Bank

M & T Bank J.P. Morgan Chase

Evans National Bank

1. Moved by ___________, seconded by ___________, that to the extent possible, regular meetings of the Town Board, where not otherwise specified, be held in the West Seneca Town Hall Court Room or the future Community Program Room as follows:

and any emergency meeting at the call of the Supervisor. Special meetings shall be held at the call of the Town Clerk of the Town of West Seneca upon written request of at least two (2) members of the Town Board. Notice, in writing, stating the time, place and purpose of the special meeting shall be served personally upon each member of the Board at least forty eight (48) hours before the date fixed for holding the meeting. Only business specified in the notice thereof may be transacted at a special meeting. In accordance with the Open Meeting Law, the public and news media shall be given reasonable notice of any special meeting and all further executive sessions shall be public except for specific purposes allowed by law.

1. Moved by ____________, seconded by ___________, that no Town vehicles be used for personal use, and all Town vehicles including the equipment in the Highway Department, be identified by decals with the exception of the Police Department vehicles used for detective work and the Police Chief’s car and direct the Supervisor to insure that decals are placed on all cars except those mentioned. Town vehicles for take home use shall be provided to the Chief of Police and Highway Superintendent. Town vehicles shall not leave the Town limits except for use on official Town business.

1. Moved by ____________, seconded by ___________, that no Town equipment may be used for personal use.

1. Moved by ___________, seconded by ___________, that in the interest of energy conservation, that the operation of a log be continued for each Town-owned truck and vehicle, as relating to mileage, destination, and task accomplished. Said log to be reviewed by Department Head and forwarded monthly to Committee Chairman responsible for that office. Further, that no Town-owned vehicle, except Police Department vehicles, be left running, at any location for any reason; and further, that all Town vehicles of various Department Heads, except Police and Highway, be left at the Town Hall for general use while individuals are on vacation, or any extended time off.

1. Moved by ____________, seconded by ____________, that the Town Board sets the following rules relating to use of Highway personnel and equipment for emergencies:

1. West Seneca Highway Department is authorized to provide for emergency assistance to the local school systems, fire districts and other municipalities, if personnel or equipment are requested;

2. An emergency must exist and have been declared in the Erie County municipality requesting assistance;

3. Highway Superintendent will promptly notify the Supervisor of such action. A written summary will be immediately given to the Town Clerk and Town Attorney outlining the details of the emergency service; including the Emergency

Operations Center

4. Town equipment will be operated by West Seneca employees in the majority of work situations. However, slow-moving vehicles (roller), stationary equipment (air compressor or pumps) and light tools may be loaned to another Highway Department to be used and operated by their employees, and fees may be assigned to the Municipality that receives long term aid; and

5. West Seneca Highway Superintendent is authorized to request aid from other towns in Erie County. Non-West Seneca personnel and equipment will work under the supervision of the West Seneca Highway Superintendent.

1. Moved by ___________, seconded by _____________, that John Fenz, Town Attorney, be designated as the Step 3 Grievance Hearing Officer by the Town Board, effective January 1, 2017 without remuneration.

1. Moved by __________, seconded by _______________, that Mark Koller be appointed as the Town’s Fair Housing Officer & Affirmative Action Officer effective January 1, 2018 at an annual stipend of $1,200 and further direct Mr. Koller to submit a yearly report documenting matters handled.

1. The Supervisor announces the following personal appointments and committees for the year 2018, noting that she will also be a member of each committee:

Deputy Supervisor ______________________

COMMITTEES and or LIAISONS:

Utility Advisory Members Steve Amoia

William P. Hanely Jr

John Fenz Robert Niederpruem, Jr.

Engineering & Spec. Districts Sheila M. Meegan

Police & Public Safety Sheila M. Meegan

Senior Citizen Eugene P. Hart

Recreation William P. Hanley Jr.

Library Advisory Eugene P. Hart

Highway Sheila M. Meegan

Insurance Sheila M. Meegan

Capital Projects Sheila M. Meegan,

Eugene P. Hart

William P. Hanley Jr.

Matthew English

Richard Henry

John Fenz

Town Attorney Liaison William P. Hanley Jr.

Justice Courts Liaison Eugene P. Hart

Town Clerk’s Office Liaison Sheila M. Meegan

Town Assessor’s Office Liaison Eugene P. Hart

Building and Plumbing Dept. Liaison Eugene P. Hart

Revenue Development Committee Sheila M. Meegan

Eugene P. Hart

William P. Hanley Jr.

Safety & Accident Review William P. Hanley Jr.

Comprehensive Planning Committee Eugene P. Hart

William Hanley

Steve Tanner

Connie Miner

Liaison Members:

Environmental Conservation Committee Sheila M. Meegan

Eugene P. Hart

William P. Hanley Jr.

Band Shell Committee Eugene P. Hart

Solid Waste Committee Eugene P. Hart

Employee Assistance Program William P. Hanley Jr.

Laura Devine

Emily Melski

Human Resources Sheila M. Meegan

John Fenz

Emily Melski