STAFFORD ORGANIZATIONAL MEETING
JANUARY 13, 2025 DRAFT
Supervisor Clement called the meeting to order at 7:00pm followed by the Pledge of Allegiance.
Minutes of the Organizational Meeting of the Stafford Town Board is for the purpose of making appointments for 2025, held at the Stafford Town Hall.
Town Clerk Radley presented notice of publication and posting: Supervisor Clement read the posting.
Present:
Robert Clement Supervisor
Ronald Panek Councilman
Terry Young Councilman
James Duyssen Councilman
Robert Pacer Councilman
Others:
Steven Boldt Highway Superintendent
Barbara Radley Town Clerk
Others in attendance: Steve McQuillen
Officers to be names by the Town Board
Prior Year 2024 New Year 2025
Fire Wardens:
Chief Tim Eckdahl Tim Eckdahl
First Assistant Mark Dougherty Brian Breemes
2nd Assistant Brian Pocock Brian Pocock
3rd Assistant Brian Breemes Jason Smith
4th Assistant Kari Breemes Randal Henning
Fire Department Officers
President James Call Robert Mattice
Vice President Kari Breemes Randal Henning
Secretary Julie Bobo Kari Breemes
Treasurer Stephanie Call Kathleen Henning
Trustees: Stanley Gere Stanley Gere
Stephanie Call David Rumsey
Jason Smith Jason Smith
Chad Rambach Chad Rambach
Ashley Swartzenberg Ashley Swartzenberg
Auditors: Ben Fox Ben Fox
Ken Collins Ken Collins
Fire Police: Don Hall Don Hall
Deputy Supervisor Ronald Panek Ronald Panek
Deputy Town Clerk Jane Scott Jane Scott
Registrar of Vital Statistics Barbara Radley Barbara Radley
Deputy Registrar
Sole Assessor Lori Frongetta Lori Frongetta
Legal Counsel David DiMatteo David DiMatteo
Auditor Lumsden & McCormick Lumsden/McCormick
Historian Colleen O’Connor Collen O’Connor
Deputy Supervisor Terry Young Terry Young
In Charge of Parks
Justice Court Clerk Terry Maid Terry Maid
Deputy Court Clerk Marilyn Weinert Marilyn Weinert
Financial Clerk Heidi Librock Christin Seaver
Marcy Crandall
Code Enforcement Officer Gene Sinclair Gene Sinclair
Zoning Officer Don Mullen John Pestillo
Planning Board Member William VanAlst/Chair W. Van Alst/Chair
Sharon Valyear-Gray Sharon Valyear-Gray
Mary Ellen Schmidt Paul Tenney
Paul Tenney Anita Taylor
Anita Taylor Lindsay Yoder
Lindsay Yoder Richard Squires
Carol Queal Carol Queal
Richard Squires-Alt Lucas Torrey-Alt.
Secretary Walt Kershenski Barbara Radley
Zoning Board of Appeals Michael Lathan-Chair Michael Lathan-Chair
Crista Boldt Crista Boldt
Leslie Krajewski Leslie Krajewski
Jackie Ali Robert Chapman
James Balonek Timothy Thomas
Timothy Thomas-Alt. Sherry Snell Alt.
Secretary Walt Kershenski Barbara Radley
Assessment Board of Review John Muehlbauer John Muehlbauer
Carol Queal Carol Queal
David Kent David Kent
Motion made by Councilman Young, second by Councilman Pacer to accept the above list of officials for 2025.
Roll Call Vote:
Councilman Panek Yes
Councilman Young Yes
Councilman Duyssen Yes
Councilman Pacer Yes
Supervisor Clement Yes
Motion passed on the Roll Call Vote 5-0.
CODE ENFORCEMENT OFFICER
If a replacement is needed due to absenteeism, the Town Would pay $20.00 per inspection up to $200.00 which would be deducted from the Code Enforcement Officer’s salary. Any other expenses that the Code Enforcement Officer accrued would have to be submitted to the Town Board.
TOWN OF STAFFORD SCHEDULE OF FEES BUILDING PERMITS
- RESIDENTIAL BUILDING PERMIT FEES
- ONE- AND TWO-FAMILY DWELLINGS. 055 CENTS PER SQ. FT. MINIMUM $150.00 MOBILE HOMES (MANUFACTURED OR MODULAR) $100.00
- MULTI-FAMILY DWELLINGS .065 CENTS PER SQ. FOOT MINIMUM
- DECKS UP TO 150 SQ. FEET BUT NOT OVER 3 FEET ABOVE GRADE
151-350 SQUARE FEET …………………………………………………………………
351SQUARE FEET AND UP ………………………………………………………….
$250.00
$ 20.00
$ 35.00
$ 50.00
- ACCESSORY STRUCTURES, ADDITIONS AND/OR ALTERATIONS SINGLE STORY ATTACHED OR LESS THAN 5 FT. FROM HABITABLE DWELLING ………. $ 35.00
151-650 SQUARE FEET ………………………………………………………………….
651SQUARE FEET AND UP …………………………………………………………….
$50.00
$ 75.00
- INSPECTIONS AND OTHER MISCELLANEOUS FEES
- CHIMNEY, SOLID FUEL PERMITS AND GENERATORS ……………………… $ 35.00
- WORK COMMENCED WITHOUT A BUILDING PERMIT …………………… $100.00
- PERMIT RENEWAL ………………………………………………………………………… $ 40.00
- TEMORARY C OF O ………………………………………………………………………. $ 50.00
- DEOMOLITION PERMIT ………………………………………………………………… $ 50.00
- SWIMMING POOLS ………………………………………………………………………. $ 50.00
- FIRE AND SAFETY INSPECTIONS (MINIMUM 1 HOUR) PER HOUR …. $ 50.00
- REMODELING TO HABITABLE SPACE .065 CENTS PER SQ. FT. MIN…. $100.00
- MISCELLANEOUS INSPECTIONS (MINIMUM 1 HOUR) PER HOUR …. $ SO.OD
- DECK ……………………………………………………………………………………………. $ 35.00
- HOT TUB ………………………………………………………………………………………. $ 25.00
- FENCES …………………………………………………………………………………………. $ 25.00
- SIGNS ……………………………………………………………………………………………. $ 20.00
- SOLAR POWERED EQUIPMENT ……………………………………………………… $ 35.00
- ROOF …………………………………………………………………………………………… . $ 25.00
- COMMERCIAL & INDUSTRIAL
- NEW STRUCTURES – FIRST 2,000 SQUARE FEET…065 CENTS PER SQ.FT. MIN. $130.00
- 2,001-10,000 SQUARE FEET PLUS .065 CENTS PER SQUARE FT.
- EACH ADDITIONAL 1,000 SQUARE FEET $8.00 PER 1,000 SQUARE FT.
RENOVATIONS TO EXISTING STRUCTURES
- FIRST 2,000 SQUARE FEET 055 CENTS PER SQUARE FOOT MIN, $100.00
- 2,001-10,000 SQUARE FEET PLUS .040 PER SQUARE FT.
- EACH ADDITIONAL 1,000 SQUARE FEET $5.00 PER 1,000 SQ. FT.
- CELL TOWER ………………………………………………………………………………………… $200.00
- COMMERCIAL SOLAR ……………………………………………………………………………. $500 PER MEGA WATT
PURPOSE: It is the intent of the Town, in adopting the following fee schedule, that a portion of the cost of enforcing the International Code {ICC) is borne by the user.
ALL FEES ARE TO BE PAID AT THE TIME THE PERMIT IS ISSUED!
Motion made by Councilman Panek to adopt the Schedule of Fees Building Permits, second by Councilman Young and approved on a 5-0 vote.
TOWN OF STAFFORD ZONING SCHEDULE OF FEES
ZONING PERMIT SHALL BE ISSUED UPON PAYMENT OF $2.00 PER 100 CONSTRUCTION, BUT A MINIMUM IN ANY EVENT SHALL BE $50.00 SQ. FT. OF BUILDING STRUCTURE
APPLICATION FOR AREA/USE VARIANCE………………………… $ 75.00
APPLICATION FOR SPECIAL USE PERMIT ………………………… $200.00
APPLICATION FOR AMENDMENTS …………………………………. $ 60.00
PUBLIC HEARING FEE ……………………………………………………… $ 75.00
SITE PLAN REVIEW …………………………………………………………. $ 75.00
RETURNED CHECK FEE …………………………………………………….$50.00
LAND SEPERATION …………………………………………………………. $75.00
WORK COMMENCED W/0 PERMIT ………………………………….$100.00
REVISED 5/2018
Motion made by Councilman Panek, second by Councilman Pacer to adopt the Town of Stafford Zoning Schedule of Fees, motion approved on a 5-0 vote.
STAFFORD SCHEDULE OF FEES TOWN CLERK
- Dog License Spay/Neutered $6.00/year
Not Spay/Neuter $18.00/year
- Dog Impound Fee $10.00
- Marriage License $40.00
- Copy of Marriage License $10.00
- Death Certificate $10.00
- Photo Copies $0.25 per copy
- Genealogy $11.00
- Lamination $1.00 per copy
- Registrar Fee $10.00
- Peddler Permit Fee $25.00
Motion made by Councilman Pacer, second by Councilman Panek to approve the Town of Stafford Schedule of Fees. Motion passed 5-0.
Motion made by Councilman Pacer, second by Councilman Young to hold board meetings the 2nd Monday of each month at 7:30 P.M. at the Stafford Town Hall. Motion passed 5-0
Motion made by Councilman Pacer , second by Councilman Duyssen that mileage is paid at the rate of $.67 cents per mile, or as the IRS dictates; substantiated by a voucher with itemized bill, which must be submitted monthly, or quarterly. Motion passed 5-0
Motion made by Councilman Young second by Councilman Pacer that elected and appointed officials are paid biweekly. The payroll period for Highway Employees is from 0001 Monday to 2400 Sunday. Recreation employees to be paid weekly. Motion passed 5-0
Motion made by Councilman Pacer, second by Councilman Panek authorizing the Highway Superintendent to spend $150,000.00 for General Repairs and Improvements. Motion passed 5-0.
AGREEMENT FOR THE EXPENDITURE OF HIGHWAY MONIES
AGREEMENT between the Town Superintendent of the Town of Stafford, Genesee County, New York and the undersigned members of the Town Board.
Pursuant to the provisions of Section 284 of the Highway law, we agree that moneys levied and collected in the Town for the repair and improvement of highways, and received from the State for State Aid for the repair and improvement of highways, shall be expended as follows:
- GENERAL REPAIRS. The sum of $150000 shall be set aside to be expended for primary work and general repairs upon 37.54 miles of town highways, including sluices, culverts and bridges having a span of less than five feet and boardwalks or the renewals thereof.
- PERMANENT IMPROVEMENTS. The following sums shall be set aside to be expended for The permanent improvement of town highways:
(a) On the road commencing at and leading to a distance of miles, there shall be expended not over the sum of $ _
Type Width of traveled surface _Thickness Subbase _
(b) On the road commencing at and leading to , a distance of miles, there shall be expended not over the sum of$ _Type Width of traveled surface _Thickness Subbase _
(c) On the road commencing at and leading to J a distance of miles, there shall be expended not over the sum of $ _Type Width of traveled surface _Thickness Subbase _
Executed on this 13th day of January 2025.
Councilman Pacer made a motion to accept the Expenditures of Highway Monies, second by Councilman Panek and approved 5-0 on a Roll Call Vote:
ROLL CALL VOTE
Councilman Panek Yes
Councilman Young Yes
Councilman Duyssen Yes
Councilman Pacer Yes
Supervisor Clement Yes
Motion made by Councilman Panek second by Councilman Pacer, authorizing the justices to hire stenographers and interpreters as needed. Motion passed 5-0.
Procurement Policy:
GUIDELINE 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of GMl, PL 103. Every town purchasing authority (hereinafter purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other town department and history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity.
GUIDELINE 2. All purchases of
- a) Supplies or equipment which will exceed $10,000 in the fiscal year or
- b) public works contracts over $20,000 shall be formally bid on pursuant to GMl, 103.
GUIDELINE 3. All estimated purchase of:
- less than $10,000 but greater than $3,000 require a written request for proposal (RFP) and written/fax quotes from three vendors.
- Less than $3,000 but greater than $1000 requires an oral request for the goods and oral/fax quotes from two vendors.
All estimated public works contracts of:
- Less than $20,000 but greater than $10,000 requires a written RFP and fax/proposals from three contractors.
- less than $10,000 but greater than $3,000 requires a written RFP and fax/ proposals from two contractors.
- Less than $3,000 but greater than $500, is left to the discretion of the Purchaser.
Any written RFP shall describe the desired goods quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes are offered.
All information gathered in complying with the procedures of the Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
GUIDELINE 4. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the town and its taxpayers to make an award to the other than the low bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement.
GUIDELINE 5. A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.
GUIDELINE 6. Except when directed by the Town Board, no solicitation or written proposals or quotations shall be required under the following circumstances:
- a) Acquisition of professional services.
- b)
- c) Sole source situations.
- d) Goods purchased from agencies for the blind or severely handicapped.
- e) Goods purchased from correctional facilities.
- f) Goods purchased from another governmental agency.
- g) Goods purchased at auction.
- h) Goods purchased for less than $250.00.
- i) public works contracts for less than $500
GUIDELINE 7. The Town requires that consideration in the solicitation of bids or quotes for services, supplies or contracts be given to:
- Small and/or locally owned businesses, with priority to businesses owned by or which employ low- or moderate-income persons, as defined by HUD, and
- Qualify Minority and Women-owned Business enterprises (M/WBE) firms listed in the directory of certified minority and women-owned businesses maintained by the Empire State Development Corporation on its website at www.nylovesmwbe.ny.gov or at http://www.empire.state.ny.us/Small_and
_Growing Businesses/mwbe.asp.
GUIDELINE 8. The Town is required, in accordance with 0MB guidance in 2CFR part 180, Department and Suspension, to verify vendors with whom the Town purchases more than $25,000 of goods or services during the year with the Excluded Parties List System (EPLS) government website.
GUIDELINE 9. This policy shall be reviewed annually by the Town Board at is organizational meeting or as soon thereafter as is reasonably practicable.
These provisions shall apply to the procurement of goods and services related to the implementation of the federally funded programs and activities.
Motion made by Councilman Pacer, second by Councilman Panek to accept the Procurement Policy as amended striking out two items. Motion passed 5-0.
TOWN OF STAFFORD INVESTMENT POLICY
Motion made by Councilman Panek, second by Councilman Pacer, to accept the investment policy dated December 2001, which applies, to all moneys and other financial resources available for investment are adopted. Motion passed 5-0.
Motion made by Councilman Young, second by Councilman Pacer that the Stafford Town Board approves New York Youth Recreation Program for 2025, the expense not to exceed $40,000.00. Motion passed 5-0.
HIGHWAY EMPLOYEES’ LABORER
2024 RATES 2025 RATES
- Laborer $26.50/per hour $28.50/per hour
- Part Time MEO $26.50/per hour $28.50/per hour
Full Time permanent M.E.O. – See Collective Bargaining Agreement Between the Town of Stafford and Teamsters Local 264 affiliated with International Brotherhood of Teamsters (January 1,2025, to December 31, 2027.)
Motion made by Councilman Panek, sec. by Councilman Young to accept the above Highway wage scale. ROLL CALL VOTE
Councilman Panek Yes
Councilman Young Yes
Councilman Duyssen Yes
Councilman Pacer Yes
Supervisor Clement Yes
Motion passed 5-0.
RESOLUTION NO. 1 DATED: JANUARY 13, 2025
ADOPTION OF SALARIES FOR 2025
RESOLVED, the Stafford Town Board hereby adopts the following salaries for 2025
ELECTED
Supervisor $14,560.00
Councilman (4 ) $5,981.00
Town Clerk/Tax Collector $43,000.00
Highway Superintendent $74,800.00
Town Justice (2) $27,000.00
APPOINTED
Assessor $25,000.00
Assessment Board of Review $100.00 per meeting
Budget Officer $637.00
Cleaner $22.44 per hour
Clerk – Typist $18.50 per hour
Code Enforcement Officer $11,700.00
Court Justice Clerk #1 $41,072.00
Court Justice Clerk #2 $11,076.00
Court Attendant $25.00 per hour
Deputy Clerk $18.50 per hour
Deputy Highway Supt. $29.50 per hour
Deputy Supervisor in Charge of Parks $4,500.00
Financial Clerk /Typist PT $7,000.00
Laborer $20.00 – $28.50 per hour
Motor Equipment Operator $28.50 per hour
Planning Board Chairman $75.00 per meeting
Planning Board Secretary $75.00 per meeting
Planning Board Members (7) $55.00 per meeting
Planning Board Alternate Member $25.00 per meeting
Recreation Director $5,000.00
Recreation Aide $15.00-$17.00 per hour
Recreation Assistant Director $15.00-$18.00 per hour
Recreation Leader $15.00-$17.00 per hour
Registrar of Vital Statistics $700.00
Tax Collector $6,000.00
Town Historian $1,400.00
Zoning Enforcement Officer $23,500.00
Zoning Board of Appeals Member (5) $55.00 per meeting
Zoning Board of Appeals Alternate Member $25.00 per meeting
Zoning Board Chairman $75.00 per meeting
Zoning Board Secretary $75.00 per meeting
Offered by: Councilman Panek
Second by: Councilman Young
Approved on a 5-0 vote.
RESOLUTION NO. 2 DATED: JANUARY 13, 2025
RESOLUTION ESTABLISHING WORKDAY FOR
ELECTED AND APPOINTED OFFICIALS
RESOLVED, the Stafford Town Board hereby establishes the following as a standard workday for elected and appointed officials for the purpose of determining days worked reportable to the New York State and Local Employees’ Retirement System:
ELECTED OFFICIALS
Supervisor
Deputy Supervisor
Councilperson
Town Justice
Five-day work week, six (6) hour a day.
Town Clerk/Tax Collector
Highway Superintendent
Five-day work week, eight (8) hour day.
APPOINTED OFFICIALS
Court Attendant
Assessment Clerk
Members of Board of Zoning Appeals
Members of Planning Board
Town Historian
Five-day work week, six (6) hour day.
Assessor
Assessment Board of Review
Cleaner
Clerk-Typist
Code Enforcement Officer
Court Justice Clerk
Deputy Supervisor in Charge of Parks
Deputy Town Clerk/Deputy Tax Collector
Financial Clerk/Typist PT
Laborer
Motor Equipment Operator
Recreation Director
Recreation Aide
Recreation Assistant Director
Recreation Leader
Registrar of Vital Statistics
Zoning Enforcement Officer
Five-day work week, eight (8) hour day.
Offered by: Councilman Panek
Second by: Councilman Duyssen
Approved on a 5-0 vote.
RESOLUTION NO. 3 DATED: JANUARY 13, 2025
PAYROLL SCHEDULE FOR 2025
RESOLVED, the Stafford Town Board hereby adopts the payroll schedule for 2025 to be bi-weekly for all employees.
Offered by: Councilman Duyssen
Second by: Councilman Young
Approved on a 5-0 vote.
RESOLUTION NO. 4 DATED: JANUARY 13, 2025
AUTHORIZATION FOR THE SUPERVISOR
TO PAY CERTAIN CLAIMS PRIOR TO AUDIT
RESOLVED, pursuant to Section 118 of the Town Law, the Stafford Town Board hereby authorizes the Supervisor to pay claims for public utilities, postage, freight and express charges, before they are audited; and be it
FURTHER RESOLVED, the Stafford Town Board also authorizes ACH payments to the United States Department of Agriculture Rural Development before they are audited for the following:
Water District #1
Water District #2
Water District #4
Water District #5
Water District #6
Water District #7
Water District #8
Water District #9
Water District #11
Water District # 12
Water District # 13
Offered by: Councilman Panek
Second by: Councilman Duyssen
Approved on a 5-0 vote.
RESOLUTION NO. 5 DATED: JANUARY 13, 2025
DESIGNATION OF OFFICIAL DEPOSITORY
RESOLVED, the Stafford Town Board hereby designates the following as the official depository of the Town of Stafford for all operational accounts:
Five Star Bank – LeRoy, New York
RESOLVED, that the Stafford Town Board hereby designates the following as the official depository of the Town of Stafford for Investment purposes:
- M&T Bank, Oakfield, New York
- Five Star Bank, LeRoy, New York
- Key Bank, Batavia, New York
- Bank of Castile, Batavia, New York
- First Niagara Bank, Batavia, New York
- J P Morgan Chase Bank NA
- NYCLASS
Offered by: Councilman Panek
Second by: Councilman Young
Approved on a 5-0 vote.
Motion made by Councilman Pacer, second by Councilman Duyssen to close the Organizational Meeting at 7:40 P.M. Motion Carried 5-0.
January 13, 2025 Barbara Radley
Town Clerk