Organizational Meeting
Organizational Meeting
Town Board approves bid for new truck; settles appointments and policies for 2022
The Ellicottville Town Board wasted no time getting organized for the New Year when they met on Jan. 5th in a telephone session. The Town offices are currently closed due to the high rate of Covid-19 infections in the area.
The annual reorganizational meeting is held to make routine appointments for public offices and determine policy matters. A bid was also accepted from Emerling Ford of Springville for a 2022 F-350 Highway Truck and plow at a net cost of $11,106.50.
The Town will trade in its current truck, valued at $37,000, and receive a government price adjustment of $7,400, credited against the truck's cost of $48,436. The town will pay $6,973 for an 8-10-foot-wide Western plow, in addition to the $97.50 cost of inspection and title transfer. The bid was the only one received and opened Dec. 17, 2021.
During the reorganization, it was agreed to hold Board meetings at 6:00pm on the third Wednesday of each month at the Town Hall. However, future meetings will be over a phone connection and the building access is restricted to help reduce the spread of Covid-19. Members of the public may participate in the meetings by calling 1-978-990-5297, passcode 678680.
The Board ratified the town supervisor's appointment of Steve Crowley as deputy supervisor, and the town highway superintendent's appointment of Thomas Raab as deputy highway superintendent; and appointed Don Auge as officer-in-charge of the Police Department.
The Board then named the following: Robyn George as tax collector and registrar of vital statistics; Tracy Stokes as deputy registrar of vital statistics and summer recreational director; and Five Star Bank and M&T Bank as official depositories.
Named as official newspapers of record were EllicottvilleNOW, The Villager and Olean Times Herald.
The following Fire Department appointments were recognized as fire wardens: Fire Chief Robert Germain, 1st Assistant Chief Rick Jackson, and 2nd Assistant Chief Jim Golley.
The Board established an investment policy and adopted a pay rate schedule and a two percent pay rate increase for part-time police officers, while also empowering the supervisor to pay all utility bills, U.S. postage fees, bonds and bond anticipation notes without prior board approval. Officials will be reimbursed for expenses on official town business upon the Board's approval.
Also named were Matt McAndrew and Steve Crowley as official signatories on all supervisor banking accounts, and, along with Tracy Stokes on the justice wire transfer account; the town clerk and deputy clerk as official signatories on the town clerk's bank account and real property tax collection account.
The Board authorized the highway superintendent to participate in state and county bid prices for materials, and the Highway Department purchase of petroleum products and gravel at state, county or town bid, or less.
Reappointed to serve on the following boards due to term expirations were Darin Wiechman, Town Zoning Board of Appeals; Sheri Barrera, Town Planning Board; and Dan Covey, Board of Assessment Review
Per-meeting compensation for the following Planning Board and Zoning Board of Appeals members was approved as follows: Chairperson $100, Vice-Chairperson $90, Members (5 Planning Board, 3 Zoning Board of Appeals) $75, Secretary $75. Five members of the Board of Assessment Review will be paid $15 per hour.
The Board will seek the recommendations for chairpersons of the Town Planning Board and Zoning Board of Appeals prior to voting on their appointment.
The following annual contractual agreements were approved: Tronconi, Segarra & Associates as CPA; Lake Shore Employee Drug Testing; Cattaraugus County Youth Bureau, New York State Office of Children and Family Services to run youth programs for the year ending Dec. 31st.
The Board also adopted a 2022 procurement policy required under Section 104-B of the General Municipal Law to govern how decisions are made by the Board and department heads for purchases of specified values for supplies or equipment, non-emergency contracts for public works, emergency commodities and contracts for public work, and services.
A long list of requirements for purchases of different values are included in the policy. The lowest responsible proposal or quote shall be awarded; contracts may also be awarded on a "best value" basis when quality, cost, efficiency are offered by responsive and responsible bidders.
Formal solicitations will not be required under certain circumstances, for example, when acquiring professional services, in emergencies, when goods are purchased from the handicapped or correctional facilities, or other situations set out in the policy. The Town Board approval and contracts will not be required if the purchase has been budgeted and involve maintenance repairs and parts, or maintenance-related contracts, not exceeding $5,000.
In addition, as an alternative to soliciting competitive bids, policy allows "piggybacking" arrangements with county, state and local governments for procurement of supplies, equipment, technology, road salt, and other items.
The minutes and full details of the reorganizational meeting will be posted on the ellicottville.com website. The Board will hold its next regular meeting at 6:00pm on Wednesday, Jan. 19th and the public may attend by telephone.