May 19, 2020 Organizational Meeting Minutes

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ORGANIZATIONAL MEETING – VILLAGE OF NORTHVILLE

Tuesday, May 19, 2020

The Village Board met Tuesday, May 19, 2020 at 7:00 PM via Zoom.

 

Present:            John Spaeth, Mayor

Steve Collins, Trustee

Sue Eckert, Trustee

John Markiewicz, Trustee

Sue Sedon, Trustee

                                                           

Wendy Reu, Clerk, Recording Secretary

                        Nathan Matthews, Treasurer

 

Mayor Spaeth called the meeting to order at 7:00 p.m.

 

PUBLIC COMMENTS

Owen Jensen attended the meeting but did not wish to address the Board during the Organizational Meeting.

 

MAYOR’S APPOINTMENTS

 

            APPOINTMENTS, AND ASSIGNMENTS OF TRUSTEES

The Mayor made the appointments and assignments listed below.

Position Incumbent Appointed
Deputy Mayor Trustee Markiewicz Trustee Eckert
Street Commission & Assistant Trustee Eckert Trustee Collins Trustee Eckert

Trustee Collins
Water Commission & Assistant Trustee Sedon

Trustee Eckert

 Trustee Sedon

Trustee Markiewicz
Fire Commissioner & Assistant Trustee Markiewicz

Trustee Collins

 Trustee Markiewicz

Trustee Collins
Police Commissioner & Assistant Trustee Collins

Trustee Eckert

 Trustee Collins

Trustee Eckert
Joint Youth Trustee Eckert

Trustee Sedon

 Trustee Eckert

Trustee Sedon
PR Commissioner & Assistant Trustee Sedon

Mayor Spaeth

 Trustee Markiewicz

Trustee Sedon
Intermunicipal Committee Mayor Spaeth

Trustee Markiewicz

 Trustee Collins

Trustee Markiewicz
Budget Officer Mayor Spaeth Mayor Spaeth
Cyber Audit Officer Mayor Spaeth

 

 Mayor Spaeth

 
Historian Gail Cramer Gail Cramer
Fire Chief Owen Jensen Owen Jensen
1st Asst Fire Chief Holly Downing Holly Downing
2nd Asst Fire Chief Greg Bedell Greg Bedell
Village Attorney Carmel Greco Carmel Greco
Dog Control Officer Vernon Duesler Vernon Duesler

 

 

Trustee Collins voiced concern with the re-appointment of Vern Duesler as Dog Control Officer. He stated he had a bad experience when he attempted to report a dog issue to him. Mayor Spaeth stated that currently, the Village has no one else trained to do dog control. He indicated that in doing some research, it was found that as the Village is not a licensing agent for dogs and the Town is, we could eliminate that position at the village level and then dog control falls onto the Town’s shoulders, but he pointed out that the Town Dog Control Officers are Vern Duesler and Heidi Darling. Mayor Spaeth stated he felt that the problems people are experiencing with Vern is getting in touch with him. He indicated that Vern runs the sugar house during the early spring and is often out of reach for the entire day. He suggested that perhaps the Clerk could be the clearing house for complaints and then she can text Vern when issues are reported. Trustee Collins stated that he was told by Vern that it would be two weeks before he could respond to complaints when he called him during sugaring season. Trustee Eckert asked who could respond if there was a problem of urgent nature. Mayor Spaeth stated that the Sheriff’s Department is the backup for dog complaints. Highway Superintendent Reidell suggested that we reach out the Edinburg’s Dog Control Officer if we were looking for additional coverage. After continued discussion, the Board agreed to leave the position of Dog Control Officer as is and have calls come to the Clerk’s office to be forwarded to Vern.

 

Motion to confirm was made by Trustee Collins, seconded by Trustee Eckert and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

            Motion was made by Trustee Sedon to appoint Dan Russom to the Zoning Board of Appeals for a 5-year term. The motion was seconded by Trustee Eckert, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

 

            Motion was made by Trustee Markiewicz to appoint Lauren Gritsavage to the Zoning Board of Appeals for a 5-year term. The motion was seconded by Trustee Collins, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

            Motion was made by Trustee Sedon to appoint Vicki Prager to the Planning Board for a 5-year term. The motion was seconded by Trustee Eckert, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

Motion was made by Trustee Markiewicz to appoint Don Wood, Jr. to the Tree Commission for a 3-year term. The motion was seconded by Trustee Collins, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

 

            Motion was made by Trustee Trustee Markiewicz that a board meeting be held on the third Tuesday of each month at 7:00 pm at the village offices. The motion was seconded by Trustee Collins, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Motion was made by Trustee Markiewicz that the Leader Herald be named the Village’s official newspaper. The motion was seconded by Trustee Eckert, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

                Motion was made by Trustee Markiewicz that Pioneer Bank, be named depository for the Village funds. The motion was seconded by Trustee Collins, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Motion was made by Trustee Sedon, to appoint Mayor John Spaeth as Records Appeals Officer. The motion was seconded by Trustee Markiewicz, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Motion was made by Trustee Sedon that the Village Investment Policy 2020 be adopted. The motion was seconded by Trustee Eckert, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Motion was made by Trustee Collins that the Personnel Policy, including Workplace Violence, Sexual Harassment, and Code of Ethics be adopted. The motion was seconded by Trustee Markiewicz, and passed by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

RESOLUTION #4-2020

Mileage Reimbursement

 

WHEREAS the Board of Trustees has determined to pay a fixed rate for mileage as reimbursement to officers and employees of the Village who use their personal automobiles while performing their official duties on behalf of the Village,

NOW THEREFORE BE IT RESOLVED:

            Section 1.        That the Board of Trustees shall approve reimbursement to such officers and employees at the current and effective State Rate established by the State Comptroller’s office.

Section 2.        That this resolution shall take effect immediately.

 

The above resolution was approved on a motion by Trustee Markiewicz, seconded by Trustee Eckert, and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

 

The following resolution was proposed by Trustee Markiewicz, who urged its adoption:

RESOLUTION #5-2020

Prepaying Some Utility Bills

            WHEREAS the Board of Trustees has determined to authorize payment in advance of audit of claims for public utility services, postage, freight and express charges, and

WHEREAS all such claims shall be presented at the next regular meeting for audit, and

WHEREAS the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees,

NOW THEREFORE BE IT RESOLVED:

            Section 1.        That the Board of Trustees authorizes payment in advance of audit of claims for public utility services, postage, freight and express charges and all such claims shall be presented at the next regular meeting for audit and the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees.

Section 2.        That this resolution shall take effect immediately.

 

The above resolution was seconded by Trustee Sedon and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Trustee Markiewicz proposed the following Resolution:

RESOLUTION #6-2020

Authorizing Attendance At Seminars

WHEREAS there is to be held during the coming official year, schools, conferences, and seminars conducted for the benefit of the Village of Northville, and

WHEREAS it is determined by the Board of Trustees that attendance by certain municipal officials and employees at one or more of these meetings, conferences or schools benefits the municipality,

NOW THEREFORE BE IT RESOLVED:

Section 1.        That municipal officials and employees be authorized to attend these schools, conferences and seminars conducted for the benefit of the Village of Northville.

 

Section 2.        That this resolution shall take effect immediately.

 

The above resolution was seconded by Trustee Sedon and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

 

The following resolution was proposed by Trustee Sedon who urged its adoption:

RESOLUTION #7 of 2020

Procurement Policy

 

WHEREAS, Section 104-b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by law to be publicly bid, and

 

Whereas, comments have been solicited from all officers in the Village of Northville involved in the procurement process, now, therefore, be it

 

Resolved, that the Village of Northville does hereby adopt the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid.

 

PROCUREMENT POLICY FOR THE VILLAGE OF NORTHVILLE

 

  1. Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to §103 of the General Municipal Law: purchase contracts under $20,000 and public works contracts under $35,000; emergency purchases; certain municipal hospital purchases; goods purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under State and county contracts; and surplus and second-hand purchases from another governmental entity.

 

The decision that a purchase is not subject to competitive bidding will be documented in writing by the individual making the purchase. This documentation may include written or verbal quotes from vendors, a memo from the purchaser indicating how the decision was arrived at, a copy of the contract indicating the source which makes the item or service exempt, a memo from the purchaser detailing the circumstances which led to an emergency purchase, or any other written documentation that is appropriate.

 

  1. All goods and services will be secured by use of written requests for proposals, written quotations, verbal quotations, or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: purchase contracts over $20,000 and public works contracts over $35,000; goods purchased from agencies for the blind or severely handicapped pursuant to §175-b of the State Finance Law; goods purchased from correctional institutions pursuant to §186 of the Correction Law; purchases under State contract pursuant to §104 of the General Municipal Law; purchases under county contracts pursuant to §103(3) of the General Municipal Law; or purchases pursuant to subdivision 6 of this policy:
  2. The following method of purchase will be used when required by this policy in order to achieve the highest savings:

 

Estimated Amount of

Purchase Contract

  

Method
$2,500 – $7,499.99 Verbal quotations
$7,500 – $19,999.99 Written/fax quotations or

written request for proposals

 

 

Estimated Amount of

Public Works Contract

  

Method
$2,500 – $7,499.99 Verbal quotations
$7,500 – $19,999.99 Written/fax quotations
$20,000 – $34,999.99

 

 Written/fax quotations or

written request for proposals

 

A good faith effort shall be made to obtain three proposals or quotations. If the purchaser is unable to obtain the required number of proposals or quotations, the purchaser will document the attempt(s) made at obtaining the proposals. In no event shall the failure to obtain the proposals be a bar to the procurement.

 

  1. Documentation is required of each action taken in connection with each procurement.

 

  1. Documentation and an explanation are required whenever a contract is awarded to other than the lowest responsible offeror.       This documentation will include an explanation of how the award will achieve savings or how the offeror was not responsible. A determination that the offeror is not responsible shall be made by the purchaser and may not be challenged under any circumstances.

 

  1. Pursuant to General Municipal Law §104-b(2)(f), the procurement policy may contain circumstances when, or types of procurements for which, in the sole discretion of the governing body, the solicitation of alternative proposals or quotations will not be in the best interest of the municipality. In the following circumstances it may not be in the best interests of the Village of Northville to solicit quotations or document the basis for not accepting the lowest bid:

 

    1. Professional services or services requiring special or technical skill, training or expertise. The individual or company must be chosen based on accountability, reliability, responsibility, skill, education and training, judgment, integrity, and moral worth. These qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of these services are such that they do not readily lend themselves to competitive procurement procedures.

 

In determining whether a service fits into this category the Board of Trustees shall take into consideration the following guidelines: (a) whether the services are subject to State licensing or testing requirements; (b) whether substantial formal education or training is a necessary prerequisite to the performance of the services; and (c) whether the services require a personal relationship between the individual and municipal officials. Professional or technical services shall include but not be limited to the following: services of an attorney; services of a physician; technical services of an engineer engaged to prepare plans, maps and estimates; securing insurance coverage and/or services of an insurance broker; services of a certified public accountant; investment management services; printing services involving extensive writing, editing or art work; management of municipally owned property; and computer software or programming services for customized programs, or services involved in substantial modification and customizing of pre-packaged software.

 

    1. Emergency purchases pursuant to §103(4) of the General Municipal Law. Due to the nature of this exception, these goods or services must be purchased immediately and a delay in order to seek alternate proposals may threaten the life, health, safety or welfare of the residents. This section does not preclude alternate proposals if time permits.

 

    1. Purchases of surplus and second-hand goods from any source. If alternate proposals are required, the Village of Northville is precluded from purchasing surplus and second-hand goods at auctions or through specific advertised sources where the best prices are usually obtained. It is also difficult to try to compare prices of used goods and a lower price may indicate an older product.

 

    1. Goods or services under $2,500. The time and documentation required to purchase through this policy may be more costly than the item itself and would therefore not be in the best interests of the taxpayer. In addition, it is not likely that such minuscule contracts would be awarded based on favoritism.

 

  1. This policy shall go into effect May 19, 2020 and will be reviewed annually.

 

The above resolution was seconded by Trustee Eckert, and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Trustee Markiewicz presented the following resolution:

 

RESOLUTION #8-2020

Authorizing Transfers for Adjustment of Budget Items

            WHEREAS the Board of Trustees has determined to authorize transfers for adjustment of budget items by the Treasurer

NOW THEREFORE BE IT RESOLVED:

            Section 1.        That the Board of Trustees authorizes the Treasurer to make adjustments to budget items in the amount of $ 3,000.00 or less without requirement of prior Board approval.

Section 2.        That this resolution shall take effect immediately.

The above resolution was seconded by Trustee Sedon and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

All current contracts and agreements were reviewed. It was noted that the Parking Lot Agreement with the Timeless Tavern was up for renewal in 2020. Mayor Spaeth reported that Tom and Lisa Wood were interested in renewing the current contract but would like the period of time reduced to two year intervals. Trustee Markiewicz made a motion to renew the Timeless Tavern Parking Lot Agreement with an expiration date of 2022.

The motion was seconded by Trustee Collins and carried by voice vote as follows:

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

Mayor Spaeth reported that as the remaining Parking Lot Agreements come up for renewal, we will work at keeping them all on a two year cycle.

 

The Board performed an annual review of WPV/Sexual Harassment Complaints. There were no complaints issued in 2019. It was reported by the Clerk that the Committee met with PESH representative regarding a 2017 complaint and a formal close out policy was adopted by the committee that will be utilized on any future complaints.

 

Trustee Markiewicz made a motion to close the Public Hearing on the Budget at 7:35 p.m. The motion was seconded by Trustee Collins and carried by voice vote as follows:

AYE:   Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

ADJOURNMENT:

 

All business being completed, motion to adjourn was made by Trustee Markiewicz, seconded by Trustee Eckert and passed by voice vote as follows.

AYE:               Trustee Collins, Trustee Eckert, Trustee Markiewicz, Trustee Sedon

NAY:               0

ABSTAIN:       0

 

 

The meeting was adjourned at 7:36 p.m.

 

 

Respectfully submitted,

 

 

 

Wendy Reu

Village Clerk