Town of Stafford Organizational Meeting January 13, 2025

Jan 25, 2025 | News & Updates, Town Board Meeting Minutes

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

  1. RESIDENTIAL BUILDING PERMIT FEES

 

  1. ONE- AND TWO-FAMILY DWELLINGS. 055 CENTS PER SQ. FT. MINIMUM $150.00 MOBILE HOMES (MANUFACTURED OR MODULAR) $100.00

 

  1. MULTI-FAMILY DWELLINGS .065 CENTS PER SQ. FOOT MINIMUM
  2. 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

 

 

 

  1. 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

 

 

 

  1. INSPECTIONS AND OTHER MISCELLANEOUS FEES
  2. CHIMNEY, SOLID FUEL PERMITS AND GENERATORS ……………………… $ 35.00
  3. WORK COMMENCED WITHOUT A BUILDING PERMIT …………………… $100.00
  4. PERMIT RENEWAL ………………………………………………………………………… $ 40.00
  5. TEMORARY C OF O ………………………………………………………………………. $ 50.00
  6. DEOMOLITION PERMIT ………………………………………………………………… $ 50.00
  7. SWIMMING POOLS ………………………………………………………………………. $ 50.00
  8. FIRE AND SAFETY INSPECTIONS (MINIMUM 1 HOUR) PER HOUR …. $ 50.00
  9. REMODELING TO HABITABLE SPACE .065 CENTS PER SQ. FT. MIN…. $100.00
  10. MISCELLANEOUS INSPECTIONS (MINIMUM 1 HOUR) PER HOUR …. $ SO.OD
  11. DECK ……………………………………………………………………………………………. $ 35.00
  12. HOT TUB ………………………………………………………………………………………. $ 25.00

 

  1. FENCES …………………………………………………………………………………………. $ 25.00
  2. SIGNS ……………………………………………………………………………………………. $ 20.00
  3. SOLAR POWERED EQUIPMENT ……………………………………………………… $ 35.00
  4. ROOF …………………………………………………………………………………………… .            $ 25.00
  5. COMMERCIAL & INDUSTRIAL
  6. NEW STRUCTURES – FIRST 2,000 SQUARE FEET…065 CENTS PER SQ.FT. MIN. $130.00
  7. 2,001-10,000 SQUARE FEET PLUS .065 CENTS PER SQUARE FT.
  8. EACH ADDITIONAL 1,000 SQUARE FEET $8.00 PER 1,000 SQUARE FT.

RENOVATIONS TO EXISTING STRUCTURES

  1. FIRST 2,000 SQUARE FEET 055 CENTS PER SQUARE FOOT MIN,                  $100.00
  2. 2,001-10,000 SQUARE FEET PLUS .040 PER SQUARE FT.
  3. EACH ADDITIONAL 1,000 SQUARE FEET $5.00 PER 1,000 SQ. FT.
  4. CELL TOWER ………………………………………………………………………………………… $200.00
  5. 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

 

  1. Dog License Spay/Neutered                                                 $6.00/year

Not Spay/Neuter                                             $18.00/year

  1. Dog Impound Fee $10.00
  2. Marriage License $40.00
  3. Copy of Marriage License $10.00
  4. Death Certificate $10.00
  5. Photo Copies $0.25 per copy
  6. Genealogy $11.00
  7. Lamination $1.00 per copy
  8. Registrar Fee $10.00
  9. 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:

  1. GENERAL REPAIRS. The sum of $150000 shall be set aside to be expended for primary work and general repairs upon 37.54 miles of town highways, including sluices, culverts and bridges having a span of less than five feet and boardwalks or the renewals thereof.
  2. PERMANENT IMPROVEMENTS. The following sums shall be set aside to be expended for The permanent improvement of town highways:

(a)        On the road commencing at    and leading to  a distance of    miles, there shall be expended not over the sum of $          _

 

Type    Width of traveled surface       _Thickness      Subbase           _

 

 

 

 

 

(b)        On the road commencing at and leading to    , a distance of miles, there shall be expended not over the sum of$           _Type Width of traveled surface       _Thickness      Subbase           _

(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

 

  1. a) Supplies or equipment which will exceed $10,000 in the fiscal year or

 

  1. 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:

  1. a) Acquisition of professional services.

 

  1. b)

 

  1. c) Sole source situations.

 

  1. d) Goods purchased from agencies for the blind or severely handicapped.

 

  1. e) Goods purchased from correctional facilities.

 

  1. f) Goods purchased from another governmental agency.

 

  1. g) Goods purchased at auction.

 

  1. h) Goods purchased for less than $250.00.

 

  1. 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

 

  1. Laborer $26.50/per hour                                                           $28.50/per hour

 

  1. 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:

 

  1. M&T Bank, Oakfield, New York
  2. Five Star Bank, LeRoy, New York
  3. Key Bank, Batavia, New York
  4. Bank of Castile, Batavia, New York
  5. First Niagara Bank, Batavia, New York
  6. J P Morgan Chase Bank NA
  7. 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

 

 

UPCOMING EVENTS