Approved Peru Town Board 2019 Organizational Meeting Minutes
(Please note- At the Board’s January 28th meeting last meeting date of the year was changed to December 30 at 6 PM and the Water/Sewer Superintendent’s salary was corrected)
The organizational meeting of the Town of Peru, Town Board was held on January 14, 2019 at 6:30 PM, at the Peru Town Hall. Those present were Mr. Brandy McDonald, Supervisor; Mr. James Douglass, Councilman; Mr. Melvin Irwin, Councilman; Mr. Richard Barber, Councilman; and Mrs. Dianne Miller, Town Clerk.
Also present, Mr. Mike Farrell, Highway Supervisor; Mr. Bob Guynup, Code Enforcement Officer; Mr. Courtney Tetrault, Water/Sewer Supervisor; Mr. Dave Drollette, Dog Control Officer; and Ms. Pamela Barber, Confidential Secretary to the Board.
Excused: Mr. James Langley, Councilman.
The meeting was called to order at 6:34 PM by Mr. McDonald, with the Pledge of Allegiance.
Resolution 19.01.14-1;
Resolution Establishing 2019 SALARY AND PAYMENT OF ELECTED OFFICIALS
BE IT RESOLVED that 2019 salaries for Town of Peru Elected Officials be set as follows:
Town Council Members $7,482.00 /Annually, Paid Monthly
Town Supervisor $24,600.00/Annually, Paid Monthly
Town Clerk/Tax Collector $25,519.00/Annually, Paid Monthly
Town Justices $19,125.00/Annually, Paid Monthly
Highway Superintendent $58,947.00/Annually, Paid Bi-weekly
Motion by: Mr. Douglass Second by: Mr. Barber
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes NO
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-2;
RESOLUTION ESTABLISHING 2019 APPOINTEES
BE IT RESOLVED that the following appointments for 2019 be made:
APPOINTMENTS POSITIONS
1. Courtney Tetrault Water & Waste Water Treatment Plant Operator
2. Robert Guynup Codes & Zoning Enforcement Officer
3. Pamela Barber Confidential Secretary to the Town Board
4. Dianne Miller Registrar of Vital Statistics
5. Judy Akey Deputy Registrar of Vital Statistics
6. Judy Akey Account Clerk/Receptionist
7. Holly Stone Clerk to the Town Justices
8. Christine Crawford Part Time Clerk to the Town Justices
9. James Douglass Deputy Supervisor
10. Brandy McDonald Budget Officer
11. Darlene Grigware Typist (Codes & Zoning Dept.)
12. Carlene Heipel Typist (Highway & Water/Sewer Dept.)
13. James Falvo Zoning Board of Appeals Chairperson
14. Sean Lukas Zoning Board of Appeals Vice Chairperson
15. Richard Williams Planning Board Chairperson
16. Ryan Davies Planning Board Vice Chairperson
17. Judy Akey Deputy Town Clerk/Tax Collector
18. Ron and Carol Allen Town Historians
19. John Flynn Recreation Director
20. TBD Assistant Youth Director
21. TBD Youth Commission Chairman
22. David Drollette Dog Control Officer
24. Department Heads Purchasing Agents General Fund
25. Mike Farrell, Hwy. Supt. Purchasing Agent Highway Fund
26. Courtney Tetrault, W/S Supt. Purchasing Agent Water/Sewer Fund
27. Darrell Martineau Highway Crew Supervisor
Motion by: Mr. Irwin Second by: Mr. Douglass
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-3;
RESOLUTION ESTABLISHING 2019 SALARIES AND PAYMENT FREQUENCY FOR TOWN OF PERU APPOINTEES
BE IT RESOLVED that the following 2019 salaries and payment frequencies be set as follows:
Water/Sewer Superintendent $57,486.00/Annually, Paid Bi-Weekly
Code/Zoning/Planning Officer $47,433.29/Annually, Paid Bi-Weekly
Confidential Secretary to the Board $43,598.35.00/Annually, Paid Bi-Weekly
Registrar of Vital Statistics (Under Town Clerk)
Deputy Registrar of Vital Statistics (Under Deputy Town Clerk)
Account Clerk/Receptionist $19.94/Hourly, Paid Bi-Weekly
Clerk to Town Justices $40,276.35.00/Annually/Paid Bi-Weekly
Part Time Clerk to the Town Justices $14.99/Hourly, Paid Bi-Weekly
Deputy Supervisor $1,342.75/Annually/Paid Monthly
Budget Officer $1,310.00/Annually/Paid Monthly
Typist – Codes/Zoning/Planning $13.97/Hourly, Paid Bi-Weekly
Typist – Highway & Water/Sewer $19.21/Hourly, Paid Bi-Weekly
Deputy Town Clerk/Tax Collector $1,760.95/Annually, Paid Monthly
Recreation Director $21,093.48/Annually, Paid Monthly
Groundskeeper $2,500.00/Annually/Paid 3 Times/Summer
Assistant Youth Director $3,000.00/Annually, Paid Seasonally
Dog Control Officer $13,243.00/Annually, Paid Monthly
Motion by: Mr. Barber Second by: Mr. Irwin
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-4;
RESOLUTIONS ESTABLISHING TOWN DEPARTMENT LIAISONS
BE IT RESOLVED that the following 2019 Town Board Liaison assignments are approved by the Town Board
PLANNING/ZONING James Langley & Mel Irwin
WATER/SEWER: James Langley & Mel Irwin
HIGHWAY: Mel Irwin & Richard Barber
PARKS/RECREATION: Jim Douglass & James Langley
YOUTH COMMISSION: Jim Douglass & Richard Barber
LIBRARY: Mel Irwin & Richard Barber
DOG CONTROL OFFICER: Jim Douglass & James Langley
JUSTICE SYSTEM Jim Douglass & Richard Barber
Motion by: Mr. Irwin Second by: Mr. Douglass
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused No
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-5;
RESOLUTION ESTABLISHING 2019 REGULAR TOWN BOARD MEETING DATES AND STARTING TIMES
BE IT RESOLVED that the following dates/times make up the 2019 Regular Town Board Meeting Schedule:
2019 REGULAR TOWN BOARD MEETING SCHEDULE
Monday January 14, 2019 7:00 PM
Monday January 28, 2019 7:00 PM
Monday February 11, 2019 7:00 PM
Monday February 25, 2019 7:00 PM
Monday March 11, 2019 7:00 PM
Monday March 25, 2019 7:00 PM
Monday April 8, 2019 7:00 PM
Monday April 22, 2019 7:00 PM
Monday May 13, 2019 7:00 PM
Thursday May 30, 2019 7:00 PM
Monday June 10, 2019 7:00 PM
Monday June 24, 2019 7:00 PM
Monday July 8, 2019 7:00 PM
Monday July 22, 2019 7:00 PM
Monday August 12, 2019 7:00 PM
Monday August 26, 2019 7:00 PM
Monday September 9, 2019 7:00 PM
Monday September 23, 2019 7:00 PM
Thursday October 17, 2019 7:00 PM
Monday October 28, 2019 7:00 PM
Thursday November 14, 2019 7:00 PM
Monday November 25, 2019 7:00 PM
Monday December 10, 2019 7:00 PM
Wednesday December 23, 2019 7:00 PM
Monday December 31, 2019 6:00 PM
Motion by: Mr. Barber Second by: Mr. Irwin
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-6;
RESOLUTION APPROVING 2019 CONTRACTS
BE IT RESOLVED that the Town Board gives approval for the Town Supervisor to sign the following contracts on behalf of the Town of Peru:
2019 ANNUAL CONTRACTS
JCEO of Clinton & Essex Counties
Life Flight
Clinton County Assessor (previously signed)
Community Development Coordinator, Adele Douglas
Web Site Manager, Don McBrayer
Cleaning Service, Robert Crawford
Grant/Project Consultant, Elizabeth Tedford
Attorney for the Town. Firm: Favro Law, Atty. Matthew Favro (previously signed)
Attorney for the Town Planning & Zoning Dept. Firm: Favro Law, Atty. Matthew Favro (previously signed)
Engineering/Consulting Services for Water/Sewer, Highway and Planning/Zoning Departments. Firm: Engineering Ventures Inc.
Peru Golden Apple Club
Animal Shelter, Elmore SPCA
Motion by: Mr. Douglass Second by: Mr. Barber
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
DISCUSSION:
Peru Free Library has not submitted their contract.
Mr. Irwin recommended to meet with JCEO concerning hours of operation in Peru.
Mr.McDonald stated that he has concerns also and has spoke with Mr. Garcia.
Resolution 19.01.14.7;
RESOLUTION ESTABLISHING 2019 TOWN OF PERU MILEAGE REIMBURSEMENT RATE
BE IT RESOLVED that employees of the Town of Peru using their personal vehicle for pre-approved official Town business will be reimbursed for such mileage as follows:
2019 Mileage Reimbursement Rate . . . . . . . . . $ .545 per mile
Motion by: Mr. Irwin Second by: Mr. Douglass
Roll Call:
Richard Barber, Jr. x Yes N0
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-8;
RESOLUTION DESIGNATING TOWN DEPOSITORIES
BE IT RESOLVED that the TD Bank, Peru, New York, hereby is designated as the official depository for all Checking, Savings, and Town Reserve accounts of the Town Supervisor, Town Clerk, Town Justice Kirby, and Town Justice Cabana and the Town Clerk/Tax Collector’s accounts for 2019,
Motion by: Mr. Barber Second by: Mr. Irwin
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
Resolution 19.01.14-9;
RESOLUTION NAMING THE OFFICIAL TOWN NEWSPAPER
BE IT RESOLVED that the Town of Peru names the Press Republican as its Newspaper of Record for 2019.
Motion by: Mr. Douglass Second by: Mr. Irwin
Roll Call:
Richard Barber, Jr. x Yes No
James Douglass x Yes No
James Langley Excused
Mel Irwin x Yes No
Brandy McDonald x Yes No
Motion Carried: 4 Ayes 0 Nays
RESOLUTION 19.01.14.10;
Approval of 2019 Town of Peru, Procurement Policy
WHEREAS, Section 104b of the General Municipal Law requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of the General Municipal Law 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 Peru does hereby adopt the following procurement policies and procedures:
Section 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law. Every town officer, department head or other personnel with the requisite 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 departments and past 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.
Section 2. All purchases of (a) supplies or equipment which exceed $20,000.00, in the fiscal year, or (b) public works contracts over $35,000.00 shall be formally bid pursuant to General Municipal Law Section 103.
Section 3. All estimated purchases of:
Greater than $10,000.00 but no more than $20,000.00 requires a written or faxed quote from three (3) vendors.
Greater than $1,000.00 but no more than 10,000.00 requires a written or faxed quote from two (2) vendors.
Any amount up to $1,000.00 is left to the discretion of the Purchaser.
Initial ___________
All Estimated Public Works Contracts of:
Greater than $10,000.00 but no more than $35,000.00 requires a written or faxed quote from three (3) contractors.
Greater than $5,000.00 but no more than $10,000.00requires a written or faxed quote from two (2) contractors.
Any amount up to $5,000.00 is to be left to the discretion of the Purchaser.
Any written request shall describe the desired goods, quantity and the particulars of deliver. The Purchaser shall compile a list of all vendors from whom written, or faxed quotes have been requested and the written, or faxed quotes.
All information gathered in complying with the procedures of this resolution shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
Section 4. Notwithstanding the provisions of Section 2 herein, any purchase contracts (including contracts for service work, but excluding any purchase contracts necessary for the completion of a public works contract pursuant to article eight of the labor law) may be awarded on the basis of best value, as defined in section one hundred and sixty three of the state finance law, to a responsive and responsible bidder or offerer. Goods and services procured and awarded on the basis of best value are those that the Town Board determines will be of the highest quality while being the most cost efficient. The determination of quality and cost efficiency shall be based on objectively quantified and clearly described and documented criteria, which may include, but shall not be limited to, any or all of the following: cost of maintenance; proximity to the end user if distance or response time is a significant term; durability; availability of replacement parts or maintenance contractors; longer product life; product performance criteria and quality of craftsmanship.
Section 5. 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 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.
Section 6. A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt(s) made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.
Section 7. Except when directed by the Town Board, no solicitation or written proposals or quotations shall be required under the following circumstances:
Acquisition of professional services;
Emergencies (See Section 7);
Sole Source situations;
Goods purchased from agencies for the blind or severely handicapped;
Goods purchased from correctional facilities;
Goods purchased from other governmental agency;
Goods purchased at auctions;
Goods purchased for less than $1,000.00; and
Public Works Contract for less than $5,000.00
Initial ________
Section 8. Items Not Subject to Competitive Bidding – For those items not subject to competitive bidding such as professional services, emergencies, purchases under State or County contracts or procurement from sole sources, documentation should include a memo to the files which details why the procurement is not subject to a competitive bidding and include
A description of the facts giving rise to the emergency and that they meet the statutory criteria;
A description of the professional services;
Copies of state or county contracts;
Opinions of municipal attorney;
A description of sole source items and how such determinations were made.
Section 9. The definition of Town officer, department head or other personnel in this document is as follows.
Supervisor;
Highway Superintendent;
Water/Sewer Superintendent;
Code Officer;
Town Clerk;
Youth Director;
Historian;
Justices;
Department heads will use service contract agreements
Section 10. This policy shall be reviewed annually by the Town Board at its Organizational meeting or as soon thereafter as is reasonably practicable.
Town of Peru by: __________________________________________ Brandy McDonald, Supervisor
Dated this 14th day of January 2019
Roll Call: Mr. Douglass-Yes Mr. Irwin-Yes Mr. Barber-Yes Mr. Langley-Excused
Mr. McDonald-Yes
Carried 4 Ayes 0 Nays
Motion by Mr. Douglass seconded by Mr. Barber to adjourn organizational meeting at 6:57 PM.
4 Ayes 0 Nays
___________________________Supervisor ____________________________Councilman
___________________________Councilman ___________________________ Councilman
___________________________Councilman _____________________________ Councilman
____________________________Town Clerk
Posted: January 30th, 2019 under Town Board News.