Candor Town Board Meeting January 4, 2010

The Candor Town Board met at the Town Hall, 101 Owego Road, Supervisor Darlene Cobler called the meeting to order at 7:00pm with pledge to the flag and Pastor Doug Brock offered prayer.

Present: Supervisor Darlene Cobler, Clm. Milton Dougherty, Clm. Dan Lindsay and Clm. Gary Whittemore. Clm. Joseph Bish was excused from the meeting.
Others present: Code Enforcement Officer James Douglas, Attorney Kurt Schrader and Town Clerk Connie Kulze.
Guest: 18 people from the public and 1 Press Representative
Town Clerk Connie Kulze had the privilege of swearing in the new officials.
Rules for Privilege of the Floor at Candor Town Board Meetings

Opening Privilege

Individuals wishing to speak must sign in prior to the start of the meeting.
When called, the individual will step forward to the podium.
A three minute time limit is set for each person.
At the sole discretion of the Board an individual can be held off until a specific agenda item.
The Board is not obligated to answer all questions presented.

Closing Privilege

Individuals will participate by a show of hands, and will wait to be called upon.
When called upon, the individual will step to the podium and state their name for the record before speaking.
Topics will be limited to Agenda items.
The three minute limit still applies.

WHEREAS, General Municipal Law 104-b requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML 103 or any other law; and
WHEREAS, comments have been solicited from those officers of the town involved with procurement; NOW THEREFORE, be it
RESOLVED: That the Town of Candor does hereby adopt the following Bidding and Procurement Policy:
R-1 Clm. Dougherty moved, seconded by Clm. Lindsay to adopt the Bidding and Procurement Policy

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Bidding and Procurement Policy

Prior to the procurement of any goods or services, the official responsible for making the procurement will make the initial determination of whether such procurement is subject to competitive bidding under General Municipal Law Section 103 (1).

Each Proposed procurement of goods and services, including all insurance policies, must be analyzed as to whether it fits into one of the following categories pursuant to General Municipal Law Section 104-b(2)(f):

All non-public works purchases equal to or exceeding $250 must have prior Board approval.
No commitments for purchases are to be made if funds are not available within the specific budget.

Purchase Contracts

Under $500.00 – As many verbal quotes as practical with no written record.
$500.00 - $999.99 – At least two (2) verbal quotes with written record of company names and prices quoted.
$1,000.00 - $2,499.99 – At least three (3) verbal quotes with written record of company names and prices quoted.
$2500.00 - $ 4,999.99 – At least two (2) written quotes. Vendors should provide date, description of item and price quoted.
$5,000.00 - $7,500.00 - At least three (3) written quotes. Vendors should provide date, description of item and price quoted.
Over $7,500.00 Subject to competitive bidding with the exception that with the approval of the Town Board, the Highway Superintendent may negotiate amounts up to $10,000.00 when it is felt that the negotiation will result in a better price.

Contracts for Public Work

Under $1,000.00 – As many quotes as practical with no written record.
$1,000.00 - $2,999.99 – At least two (2) verbal quotes with written record of company names and prices quoted.
$3,000.00 - $4,999.99 - At least three (3) verbal quotes with written record of company names and prices quoted.
$5,000.00 - $8,999.99 – At least two (2) written quotes. Vendors should provide date, description of services and price quoted.
$9, 000.00 - $12,000.00 - At least three (3) written quotes. Vendors should provide date, description of services and price quoted.
Over $12,000.00 Subject to competitive bidding with the exception that with the approval of the Town Board, the Highway Superintendent may negotiate amounts up to $20,000.00 when it is felt that the negotiation will result in a better price.

Leases

Procurement policies for leases will be the same as Public Work Contracts

Lowest Bidder

All bids granted to other than the lowest quote must be documented with proper justification as to the reason that the bid was not given to the lowest bidder.

Exemptions from Competitive Bidding

1. (A)Purchases from State or County Contracts. Purchases from these contracts shall be documented.
   
   
2. (B)Emergency situations where (1) the situation arises out of an accident or unforeseen occurrence or condition; (2) public buildings, public property, or the life, health, safety, and property of the political subdivision’s residents are affected; and (3) the situation requires immediate action which cannot await the competitive bidding process, as defined by General Municipal Law Section 103(4).
   
   
3. (C)Second hand equipment purchases from another governmental agency.
   
   
4. (D)Health Insurance and Workmen’s Compensation which are contracted through Tioga County.
   
   
5. (E)Procurement for which there is no possibility of compensation (sole source items).
   
   
6. (F)Professional services.
   
   
7. (G)Very small volume where solicitations of competition would not be cost effective.
   
   

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Authorization for Electronic Transfer of Funds

Whereas: General Municipal Law 5-a empowers Town Boards to authorize the transfer of municipal funds by electronic or wire transfer and
Whereas: It is the Town’s desire to authorize the Town Supervisor and the Deputy Town Supervisor to electronically or wire transfer funds between accounts as needed Now Therefore Be It
Resolved: That the Town Supervisor and Deputy Town Supervisor be Authorized to electronically or wire transfer funds between accounts.
R-3 Clm. Dougherty moved, seconded by Clm. Whittemore to adopt the Authorization for Electronic Transfer of Funds.

Roll Call Vote
Cobler- Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Petty Cash

WHEREAS, there is a necessity to have a petty cash fund established for small expenditures; and
WHEREAS, petty cash is needed in the Candor Town Clerk’s Office and the Candor Assessor’s Office; and
Whereas, with the submission of receipts for acceptable office expenses this petty cash can be replenished; NOW THEREFORE, be it
RESOLVED: that petty cash be established in the amount of $100 for the Candor Town Clerk’s Office and the amount of $25 for the Candor Assessor’s Office.
R-4 Clm. Lindsay moved, seconded by Clm. Dougherty to adopt the Petty Cash Resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Vouchers

WHEREAS, the Candor Town Board desires to set a work shop on the second Tuesday of each month at 6:00 pm at the Candor Town Hall, and;
WHEREAS, the sole purpose of this workshop is to audit the monthly vouchers to authorize payment; and NOW THEREFORE, be it
RESOLVED: that the Candor Town Board set a workshop for this purpose throughout the year 2010.
R-5 Clm. Dougherty moved, seconded by Clm. Lindsay to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Regular Meetings

WHEREAS, the Candor Town Board desires to set the Regular Meetings as the Second and Fourth Tuesday at 7:00 pm at the Candor Town Hall, and NOW THEREFORE, be it
RESOLVED: that the Candor Town Board set these as the Regular Meeting times for the year 2010.
R-6 Clm. Whittemore moved, seconded by Clm. Dougherty to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Mileage

WHEREAS, it is necessary to establish the rate of reimbursement for mileage for the Town of Candor; and
WHEREAS, it is also desirous of the Candor Town Board to clearly set rules of eligibility for reimbursement for mileage; NOW THEREFORE, be it
RESOLVED: That the Town of Candor does hereby set the rate of reimbursement for mileage at $.45 per mile and the qualifications for eligibility for reimbursement as follows:
Mileage may be claimed by elected, full time, part time or contractual people as permitted in the organizational meeting, appointment listing or a subsequent contract.
Mileage can be claimed for use of your personal vehicle for Town use when there is no Town vehicle provided and/or available for your use.
Mileage shall not be claimed for driving to or from work/Board Meetings.
Mileage shall not be claimed for driving on a personal trip even if while on that trip you pick up an incidental item for the Town.
For reimbursement purposes mileage needs to be submitted within 60 days.
If anticipating reimbursement, a mileage log must be kept to include the date, purpose, starting and ending point with odometer reading, and resulting mileage.
Log sheets can be obtained from the Clerk or the Supervisor.
R-7 Clm. Lindsay moved, seconded by Clm. Whittemore to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Official Newspaper

WHEREAS, it is required that an official newspaper be set each year for the purpose of publications and legal notices, and
WHEREAS, it is necessary that the paper chosen meet standards set by the state, NOW THEREFORE, be it
RESOLVED: that the Tioga County Courier be designated as the Town of Candor official newspaper for 2010.
R-8 Clm. Dougherty moved, seconded by Clm. Lindsay to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Authorization of Payment of Public Services

WHEREAS, it is not always possible to pay Utility bills and other necessary payments such as postage by the deadline if they are held until vouchers are audited, and
WHEREAS, we wish to maintain a positive relationship with the vendors, and
WHEREAS, this is a precedent that has been used for several years successfully; NOW THEREFORE, be it
RESOLVED: that the Bookkeeper be given authorization to pay public services in advance of auditing of claims when necessary.
R-9 Clm. Dougherty moved, seconded by Clm. Lindsay to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Recommended Appointments, Designations and Committees for the Town of Candor, NY

YEAR 2010 – Recommended by Supervisor Darlene Cobler
Deputy Town Supervisor – Joe Bish
Attorney – Kurt Schrader
Constable – Christopher Townsend, Brian Henry
C.E.O./Building Inspector & Fair Housing Officer – James Douglas
Deputy C.E.O./ Building Inspector – Mike Katchmir
Tax Collector/Vital Statistics Registrar – Connie Kulze
Deputy Clerk, Deputy Tax Collector & Deputy Registrar – Alice Kruse
2nd Deputy Clerk & Tax Collector – Virginia Dawson
Administrative Assistant – Alice Kruse
Dog Control Officer – Paul Zamoiski
Deputy Dog Control Officer – Gail Zamoiski
Bookkeeper & Budget Officer – Shirley Mayer
Deputy Bookkeeper – Sheila Middleton
Historian – Carol Henry
Deputy Historian – Donald Weber
Planning Board Clerk – Angela Smith
Court Clerk – Lynn Craig
Custodian – Stanley White
Planning Board Chairman – Hold until the First regular meeting in January

TOWN BOARD COMMITTTEES - 1^st name designated chairperson
Assessor’s Committee – Danny Lindsay & Milton Dougherty
Buildings & Grounds – Danny Lindsay & Gary Whittemore
Code Enforcement – Milton Dougherty & Gary Whittemore
Disaster Preparedness – Milton Dougherty & Joe Bish
Equipment, Cemeteries & Cable TV – Gary Whittemore & Milton Dougherty
Highways & Highway Contract – Joe Bish & Danny Lindsay
Planning Board Liaison – Gary Whittemore & Joe Bish
Dog Control & Kennel – Joe Bish & Danny Lindsay
Oil & Gas Activity – Darlene Cobler & Gary Whittemore

Other Appointments

TC Emergency Management Contact – Milton Dougherty
COG, REAP,TING – Darlene Cobler
Oil & Gas "Single Point Contact" – Kevin Noble

PAY SCHEDULE

Bi-weekly		Monthly		Quarterly
Contractual Highway Employees		Supervisor		Town Board Members
Highway Superintendent		Attorney		Planning Board Members
Assessor		Justice
Town Clerk		Court Clerk
CEO/Building Inspector		Dog Control Officers
		Deputy Town Clerk
		Administrative Assistant
		Planning Board Clerk
		Bookkeepers
		Cleaners
		Constable

WHEREAS, it is necessary to recommend appointments and, establish Town Board Committees, and other appointments, and
WHEREAS, it is required that frequency of payment for services be established, and NOW THEREFORE be it
RESOLVED: That the listed Appointments, Town Board Committees, Other Appointments and Pay Schedule be adopted for the year 2010.
R-10 Clm. Lindsay moved, seconded by Clm. Whittemore to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Recommended Salaries of Elected Officials and Appointees for the Town of Candor, NY Year 2010

Supervisor - $13,000 - plus mileage
Deputy Supervisor - $ 1,000 - plus mileage
Councilmen - $3,250 - each - plus mileage
Justice – $13,730
Court Clerk - $9.50 per hour
Town Clerk - $23,500 - plus mileage
Deputy Town Clerk – $9.25 per hour – plus mileage
Administrative Assistant - $9.25 per hour
Highway Superintendent - $45,500
Bookkeeper - $9,600 - plus mileage
Deputy Bookkeeper - $9.25 per hour
Budget Officer - $1,000
Attorney - $7,200 plus hourly for TAR and Court Hearings per agreement
Highway Employees – per contract agreement
Assessor – $19,500 - plus mileage
Assessment Board of Review - $100 per member
Cemetery Mowers - $8.00 per hour (using town equipment) plus mileage
Cemetery Mowers - $9.00 per hour (using own equipment) plus mileage
C.E.O./Building Inspector - $31,275 - plus mileage if necessary to use personal vehicle
Constable – tabled until next meeting
Deputy C.E.O./Building Inspector - $9.00 per hour - plus mileage
Dog Control Officer $3,300 - plus mileage
Deputy Dog Control Officer - $2,800 - plus mileage
Planning Board Chairman - $1,800
Planning Board Members - $1,000 each
Planning Board Clerk - $9.00 per hour
Town Hall Custodian - $9.00 per hour
Recommended by Supervisor, Darlene Cobler

WHEREAS, the Town Supervisor has recommended the attached salary schedule, NOW THEREFORE be it,
RESOLVED: that the Town of Candor does adopt the listed salary schedule.
R-11 Clm. Dougherty moved, seconded by Clm. Whittemore to adopt the above resolution.

Roll Call Vote
Cobler-Aye
Bish-Absent
Dougherty-Aye
Lindsay-Aye
Whittemore-Aye

Supervisor Cobler wanted the public to know she will be in the office Monday-9:00-2:00, Tuesday-1:00-6:00 and Thursday-11:00-4:00.

Clerk Kulze will be contacting the Town of Union regarding transportation to the Association of Towns Annual Meeting held in New York City. Supervisor Cobler would like to keep the cost down this year and will allow 2 from the Town Board and 2 from the Planning Board to attend.

Supervisor Cobler donated two file cabinets to the Town, which will be added to the inventory.

Code Enforcement Officer Douglas informed the Board of a grant to address current energy conservation needs for the Town. He thought that the Town Barns & Town Hall would be eligible. Richard Miller from Sure Temp will review the heating systems, help write the grant and perform the work if approved. The deadline is February 17, 2010, Mr. Douglas will supply more information at the next meeting.

M-1 Clm. Lindsay moved, seconded by Clm. Whittemore to adjourn at 7:56pm.

Post Script

"Because Mr. Collins' term expired 12/31/2009 and he, therefore, is no longer Town Supervisor and Mr. Dougherty has not been reappointed as Deputy Town Supervisor for the year 2010 they are no long eligible as signors on the bank accounts at Tioga State Bank.  New signature cards will be signed by the new Town Supervisor, Darlene Cobler and the new Deputy Town Supervisor, Joseph Bish.  Town Clerk Connie Kulze will also remain on the accounts as a signor.  The Supervisor and Deputy Supervisor will be listed as Principle Parties with the authority to open and close accounts"

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