ORGANIZATIONAL MEETING JANUARY 6, 2014

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1 ORGANIZATIONAL MEETING JANUARY 6, 2014 The Organizational Meeting of the Town Board of the Town of New Bremen, County of Lewis and the State of New York was held at the Town Municipal Office Building, 8420 State Rte. 812, New Bremen, New York on the 6 th day of January Town Officer s Present: Peter J. Keys, Supervisor David L. Becker, Councilman Susan J. Sauer, Councilwoman Joseph E. Aucter, Councilman Jonathan M. Bush, Highway Superintendent Elizabeth B. Jones, Clerk Errol A. Aucter, Justice Aimee L. Murphy, Deputy Clerk/Court Clerk Attended by: Approximately 6 people Supervisor Keys called the meeting to order at 6:30 p.m. with the Pledge to the Flag. TOWN OFFICERS SWEAR IN Judge Aucter swore in all newly elected and appointed Town Officials. RESIGNATION Supervisor Keys stated that Councilman Matthew Bush submitted his resignation to Clerk Jones effective January 1, APPOINTMENTS Councilwoman Sauer was appointed as Deputy Supervisor by Supervisor Keys Errol A. Aucter was appointed as Town Historian by Supervisor Keys Aimee L. Murphy was appointed as Deputy Town Clerk by Clerk Jones Donald L. Glenn was appointed as Deputy Highway Superintendent by Hwy. Superintendent Bush Elizabeth B. Jones was appointed as Highway Superintendent s Secretary by Hwy. Superintendent Bush Aimee L. Murphy was appointed as Court Clerk by Justices RESOLUTION NO. 1 OF 2014 DCO/DEPUTY DCO APPOINTMENT RESOLVED, the following appointments are set as follows: Dog Control Officer - Lindsay I. Burriss - 1/6/14 to 12/31/14 Deputy Dog Control Officer - Roger Burriss - 1/6/14 to 12/31/14

2 RESOLUTION NO. 2 OF 2014 REGISTRAR/DEPUTY REGISTRAR APPOINTMENT On a motion of Councilwoman Sauer, seconded by Councilman Aucter, the following resolution was RESOLVED, the following appointments are set as follows: Registrar of Vital Statistics - Elizabeth B. Jones - 1/6/14 to 12/31/15 Deputy Registrar of Vital Statistics - Aimee L. Murphy - 1/6/14 to 12/31/15 RESOLUTION NO. 3 OF 2014 RMO APPOINTMENT RESOLVED, the following appointment is set as follows: Records Management Officer - Elizabeth B. Jones - 1/6/14 to 12/31/15 There was no appointment made to the position of Assessor s Part-Time Assistant/Data Collector at this time. Assessor Ball will attend the January 13 th meeting and discuss further with the Board at that time. DECALS The Clerk gave an update on the new NYS DECALS program for selling conservation licenses. RESOLUTION NO. 4 OF 2014 AGREEMENT FOR THE EXPENDITURE OF HIGHWAY MONEYS RESOLVED, 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, shall be expended as follows: General Repairs. The sum of $366, shall be set aside to be expended for primary work and general repairs upon miles of town highways, including sluices, culverts and bridges having a span of less than five feet and boardwalks or the renewals thereof. COUNCIL MEMBER S TASKS Supervisor Keys issued a listing of tasks to be completed by the council members. Councilman Becker is to review the following policies: Procurement Policy, Investment Policy and Code of Ethics; Councilman Aucter is to review the insurance policies and special districts; Councilwoman Sauer is to review the Employment and Liability Guidelines along with Highway Superintendent Bush, Councilman Aucter and one member of the Highway Department and report at the next board meeting.

3 VACANCY Discussed the vacant Council seat due to Matt Bush s resignation. Supervisor Keys read a sample advertisement he compiled. After discussion it was agreed to place the ad for two (2) weeks in the Journal & Republican and the Citizen Committee will review/interview interested individuals and submit their recommendations/findings to the Board. The Town Board will then make an appointment to fill the term of office through the end of December The office will be put on the November 2014 ballot to fill the remainder of the term expiring 12/31/15. AUDIT COMMITTEE Councilwoman Sauer and Councilman Aucter to set a date and time to meet and audit town records. RESOLUTION NO. 5 OF 2014 MEETING DATES, TIME & PLACE SET RESOLVED, the regular Town Board Meetings will be held on the second Monday of the Month at 6:00 p.m. at the Town Municipal Office Building. RESOLUTION NO. 6 OF 2014 OFFICIAL NEWSPAPER On a motion of Supervisor Keys, seconded by Councilwoman Sauer, the following resolution was RESOLVED, the Official Newspaper will be the Journal & Republican. ATTORNEY Supervisor Keys stated that Timothy Farley, Attorney is interested in serving as Attorney for the Town. After discussion the following resolution was presented. RESOLUTION NO. 7 OF 2014 ATTORNEY FOR THE TOWN On a motion of Supervisor Keys, seconded by Councilman Aucter, the following resolution was RESOLVED, that Timothy A. Farley is hereby retained as Attorney for the Town for BANK DESIGNATION Clerk Jones contacted Community Bank in Lowville pertaining to municipal accounts. They do not charge any monthly fees to municipalities. Checks are free along with duplicate deposit slips. Councilman Becker feels that all the Town accounts should be with the same bank. Councilman Aucter agreed. After discussion the following resolution was presented.

4 RESOLUTION NO. 8 OF 2014 BANK DESIGNATION RESOLVED, the Bank Designation will be at Community Bank in Lowville. PETTY CASH Each Justice currently has a $100 petty cash for change purposes. The Town Clerk has two petty cash funds of $100 each. One for the purpose of making change and the second for purchasing stamps and other miscellaneous items. CHECK SIGNING AUTHORITY Supervisor Keys and Deputy Supervisor Sauer are hereby designated with check signing authority. RESOLUTION NO. 9 OF 2014 MILEAGE REIMBURSEMENT RATE RESOLVED, the mileage reimbursement rate will be the same rate as the federal/state government, which is currently 56 cents per mile. MILEAGE CHART It was suggested that a mileage chart be used by employees submitting mileage for reimbursement. Councilwoman Sauer will have examples for the next meeting. RESOLUTION NO. 10 OF 2014 DELEGATION OF AUTHORITY - GAMES OF CHANCE WHEREAS, the Town of New Bremen pursuant to Part 5600 of the rules and regulations of Games of Chance, must appoint a Licensing Officer and Chief Law Enforcement Officer for Games of Chance, therefore be it, RESOLVED, that Elizabeth B. Jones, Town Clerk is hereby appointed Licensing Officer to review applications, findings, determinations and supplemental papers in regard to issuing licenses, collecting and transmitting fees. Chief Law Enforcement Officer, Michael Carpinelli, Sheriff of Lewis County, will investigate complaints, conduct hearings and supervise the operation of Games of Chance. Appointments effective January 6, 2014 thru December 31, 2015.

5 RESOLUTION NO. 11 OF 2014 POLLING PLACE DESIGNATION RESOLVED, the Town of New Bremen Municipal Office Building is hereby designated as the polling place for District #1 and #2 for the Town of New Bremen for the 2014 year. RESOLTUION NO. 12 OF 2014 SPECIAL DISTRICTS AND SERVICES RESOLVED, Supervisor Keys is authorized and directed to pay amounts as specified below, to the Special Districts and Services, as money becomes available thru taxation. Beaver Falls Fire District - $ 13, New Bremen Fire District - $54, New Bremen Fire Protection - $16, New Bremen Light District - $4, Croghan Fire Dept. Ambulance Service - $8, Beaver Falls Light District - $6, Beaver Falls Fire Dept. Ambulance Service - $8, RESOLUTION NO. 13 OF 2014 TOWN SALARIES SET On a motion of Supervisor Keys, seconded by Councilman Becker, the following resolution was RESOLVED, the salaries of the Town Officers and appointees be set as indicated below, and paid in the manner stipulated. After each salary the payment schedule and expiration date of office follows: Supervisor Peter J. Keys $10, Monthly 12/31/15 Town Clerk Elizabeth B. Jones 21, Monthly 12/31/15 Justice Charles W. Stevens 8, Monthly 12/31/17 Justice Errol A. Aucter 8, Monthly 12/31/15 Highway Supt. Jonathan M. Bush 42, Monthly 12/31/15 Councilman David L. Becker 2, Quarterly 12/31/17 Councilman Vacant 2, Quarterly 12/31/15 Councilman Joseph E. Aucter 2, Quarterly 12/31/17 Councilwoman Susan J. Sauer 2, Quarterly 12/31/15 Assessor Robert B. Ball 18, Monthly 09/31/19 Tax Collector Elizabeth B. Jones 4, March & June 12/31/15 Health Officer Sean Harney Annual 12/31/16 Historian Errol A. Aucter Annual 12/31/15 Registrar Elizabeth B. Jones Annual 12/31/14 Hwy. Supt. PT Clerk Elizabeth B. Jones Annual 12/31/15 Dog Control Officer Lindsay I. Burriss 2, Monthly 12/31/14 Court Clerk Aimee L. Murphy hr. Monthly 12/31/14 Deputy Town Clerk Aimee L. Murphy hr. Monthly 12/31/14

6 RESOLUTION NO. 14 OF 2014 APPROVAL OF OFFICIAL UNDERTAKING On a motion of Councilman Aucter, seconded by Councilwoman Sauer, the following resolution was Whereas, Peter J. Keys, of the Town of New Bremen, County of Lewis, New York, has been elected to the Office of Supervisor of the Town of New Bremen, and Whereas, Elizabeth B. Jones, of the Town of New Bremen, County of Lewis, New York, has been elected to the Office of the Town Clerk/Tax Collector of the Town of New Bremen, and Whereas, Charles W. Stevens, of the Town of New Bremen, County of Lewis, New York, has been elected to the Office of Town Justice of the Town of New Bremen, and Whereas, Jonathan M. Bush, of the Town of New Bremen, County of Lewis, New York, has been elected to the Office of Superintendent of Highways of the Town of New Bremen, and Now, Therefore, we as respective officers above, do hereby undertake with the Town of New Bremen that we will faithfully perform and discharge the duties of our office, and will promptly account for and pay over all moneys or property received as a Town Officer, in accordance with the law; and This undertaking of the Town Supervisor is further conditioned upon that he will well and truly keep, pay over and account for all moneys and property, including any special district funds, belonging to the Town and coming into his hands as such Supervisor; and This undertaking of the Town Clerk/Tax Collector is further conditioned that she will well and truly keep, pay over and account for all moneys and property coming into her hands as such Town Clerk/Tax Collector; and This undertaking of the Town Justice is further conditioned that he will well and truly keep, pay over and account for all moneys and property coming into his hands as such Town Justice; and The Town does and shall maintain insurance coverage, presently with American Alternative Insurance Corporation, in the sum of $225, for the Tax Collector, Supervisor and Town Clerk to indemnify against losses through the failure of the officers, clerks and employees covered thereunder faithfully to perform their duties or to account properly for all monies or property received by virtue of their positions or employment, and through fraudulent or dishonest acts committed by the officers, clerks and employees covered thereunder. The next meeting of the Town Board of the Town of New Bremen will be held on January 13, 2014 at 6:00 p.m. at the Town Municipal Office Building. With no further business, on a motion of Councilman Becker, seconded by Councilman Aucter, the meeting was adjourned at 7:25 p.m. Carried unanimously. Elizabeth B. Jones, RMC Town Clerk/Tax Collector