Annual Organizational Meeting
April 2, 2018
Present: Mayor Horning, Trustee Kopp, Trustee Baldwin, Mr. Pulver, Counsel Bell, Mr. Freunscht, Mrs. Pulver, Pastor Keville, Pastor Vollmer, Pastor Doerr, Justice Button, Mr. & Mrs. Keville and family, Mr. & Mrs. Bex, Mr. & Mrs. Foxenberg, Marian Pulver, Erica, Tom, Marjorie, Brian and families, Mrs. Longnecker, Mrs. Doss
Absent: Trustee Bough Martin
The Pledge of Allegiance was recited.
Pastor Mick Keville led the gathering with an Invocation.
Judge Button was invited forward to swear in Mark Pulver as Mayor. Judge Button then performed the swearing into office for Wayne Horning and Colleen Baldwin as Trustees. The Board thanked Judge Button for his service.
Mayor Pulver called the Annual Organizational meeting to order at 7:15 p.m.
Mayor Mark Pulver 2 year term
Trustee Wayne Horning 4 year term
Trustee Colleen Baldwin 4 year term
Village Justice John Button 4 year term
Deputy Mayor Elizabeth Bough Martin 1 year term
Sewer Commissioner Colleen Baldwin 1- year term
DPW Commissioner Melinda Kopp 1- year term
Park/Comm. Events Commissioners Elizabeth Bough-Martin & Colleen Baldwin 1- year term
Police Commissioners Wayne Horning 1-year term
Legal Counsel Costello, Cooney & Fearon 1-year term
Legal Counsel PB/ZBA Costello, Cooney & Fearon
Nadine Bell 1-year term
Village Physician Oneida Health Care 1-year term
Village Historian Charles Albee 1-year term
Deputy Historian Richard Sullivan 1-year term
Police Chaplains Pastor Dan Maxfield 1-year term
Father Zach Miller 1 year term
Zoning Board of Appeals Gene Dayton 5 year term
Jason Tardio, Alternate 1 year term
Planning Board Bob Lake 5 year term
Karl Anderson, Alternate 1 year
Engineer(s) Barton & Loguidice 1-year term
C&S Engineer’s 1-year term
Tim O’Hara Engineering 1-year term
Trail Committee Elizabeth Bough-Martin 1-year term
Donna Lynch 1-year term
Acting Village Justice Christina Sudol 1-year term
Surveyor Forrest Seguin 1 year term
Upon the motion made by Trustee Horning, seconded by Trustee Baldwin, appointments as outlined above approved. All members present voting in favor.
The Board of Trustees has determined that Village Law §4-412 (3) (2) requires the designation of Community Bank and M & T Bank for the deposit of all village moneys. The Board of Trustees hereby designates Community Bank and M & T Bank as depository of all moneys received by the village clerk- treasurer, deputy clerk-treasurer, receiver of taxes and court clerk. Now, therefore be it resolved:
The Board of Trustees does hereby designate the following institutions as depositories of all moneys received by the village clerk- treasurer, deputy clerk-treasurer, receiver of taxes and court clerk. Names of Institutions: Community Bank and M & T Bank. Upon the motion made by Trustee Kopp, seconded by Trustee Baldwin, Official Depositories as outlined above approved. All members present voting in favor.
The Post Standard is designated as the official newspaper for the Village. Upon the motion made by Trustee Kopp, seconded by Trustee Horning, the official newspaper is the Post Standard. All members present voting in favor.
Official Village Mail Box
The official mailbox for Village Officials and Department heads is located in the Village Clerk’s Office. Each mail slot is noted with the official’s/department heads name. This will be where all village correspondence will be placed for officials and department heads. Upon the motion made by Trustee Horning, seconded by Trustee Baldwin, the official mailbox as outlined above approved. All members present voting in favor.
Board meeting schedule
- Village Board meetings- Typically the 4th Tuesday of each month, unless there is a schedule conflict. The meetings will begin at 7 p.m.
- Zoning Board meeting - Typically the 3rdt Monday of each month, unless there is a schedule conflict. The meetings begin at 7 p.m.
- Planning Board meeting - Typically the 1st Monday of each month unless there is a schedule conflict. The meetings begin at 7 p.m.
- Trail Committee – The meeting date will be determined at a later date. The meetings begin at 7 p.m.
- Special Meetings will require practical notice to the newspaper and posting a notice on the Village Hall bulletin board.
- If someone wishes to be on the agenda, the Clerk needs to be notified so that the name/item is placed on the agenda. Individuals requesting to be on agendas need to call ahead/before the meeting to the Clerk. Notation will be made on the Village website of the meeting schedules, and to the extent practicable; there will be a notation that copies of documents that will be reviewed at the Board meetings will be available at the Village Clerk’s office for review on the website.
Upon the motion made by Trustee Kopp, seconded by Trustee Baldwin, meeting schedules and procedure for being placed on meeting agendas approved as outlined. All members present voting in favor.
Trustees Bough Martin and Trustee Kopp are appointed to conduct monthly audits of the Village Court/Justice Court Clerk records and Trustee Horning and Trustee Baldwin to conduct audits of the Treasurer’s records for each budget quarter of the year and will also include counting of cash drawers. They will also be responsible for doing a quarterly audit of the payroll time cards. Upon the motion made by Trustee Baldwin, seconded by Trustee Horning, audits will be conducted as outlined by the designated Trustees. All members present voting in favor.
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. The Board of Trustees shall approve reimbursement to such officers and employees at the rate of $.545 or as prescribed by the IRS. Upon the motion made by Trustee Kopp, seconded by Trustee Horning, mileage rate as noted above approved. All members present voting in favor.
Attendance at Schools and Conferences
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 benefit the municipality. The Board discussed attendance at the NYCOM conferences, Mayor’s Association dinner meetings, DPW, Codes and Court conferences as well as, the Clerk’s Association Dinner, Clerk/Treasurer Conferences, or meetings. The Board authorizes attendance at these schools that will not require separate approvals each time a meeting or conference occurs. 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 benefit the municipality. This resolution shall take effect immediately. Upon the motion made by Trustee Kopp, seconded by Trustee Horning, attendance at schools and conferences as outlined above approved. All members present voting in favor.
Advance Approval of Claims
The Board discussed the approval to authorize payment in advance of an audit of claims for public utility services and postage, shipping/freight charges. Upon the motion made by Trustee Kopp, seconded by Trustee Baldwin, advance approval of claims approved as outlined above. All members present voting in favor.
The Mayor reminded the group of the procurement policy. A copy of the policy is in each Trustee folder this evening and Department heads will receive copies in their official mailbox.
The Organizational meeting was closed upon the motion made by Trustee Horning, seconded by Trustee Baldwin. All members present voting in favor.
The Mayor called the public hearing to order for the General and Sewer Fund proposed budgets for 2018-19.
Proposed Budgets for General and Sewer Fund 2018-19
The Mayor reviewed the proposed General Fund Budget for 2018-19. The proposed tax rate is $6.82, remaining the same as last year. The total appropriations are $3,272,112, appropriated fund balance at $571,627, with revenues at $2,700,485. Pay rate increases averaged at 2.75%. The Mayor explained the Host Community allocation in the budget as being the funds given to the Village through the Town of OIN funds. He also explained the Capital Asset Plan being developed for the DPW. A report of the current assets for the DPW has been compiled by Nelson Smith. The Board talked about the compensated absences line and which individuals were covered and the amount of funds that should be planned for setting aside. It appears that the list that is in the notes might include individuals not entitled to this compensation or at a lower rate. This list will be reviewed to be certain the right amounts are indicated in the breakdown report that Mayor Pulver had provided to the Board as backup information for the budget. The Board also discussed the payment of Police staffing at the High School and overall Police costs. With the anticipated increase of an additional full-time officer and the individual being paid to be at the Chittenango High School, there is an approximate increase of 125,000 for the Police personnel services line. The money shown in the CHIPS revenue line was reviewed. Mr. Freunscht commented that the actual numbers should be on-line later this week with the passing of the State budget.
The Mayor reviewed the proposed Sewer Fund budget for 2018-19. The sewer upgrade fee is proposed at $.90 /thousand of assessed value, the sewer quarterly rate is proposed at $6.25/thousand gallons, a minimum quarterly sewer bill will be $35. The total appropriations are proposed at $1,148,386. Total proposed revenues $1,041,414.96 with an appropriated fund balance of $106,971.94. The Board spoke about the problem with the newest clarifier and the issues with corrosion and being out of balance. The planned life expectancy was about 40 years; it is only 8-9 years old and in bad shape. The group also talked about the monthly billing for CPP (formerly Gray Syracuse) which has been at $3,410. This rate needs to be adjusted. The rate charged for John Sorbello (he is also billed monthly for sewer) for his garden center watering needs to be reviewed as well. The Clerk was asked to review when these two monthly bills began to determine the rate used for calculating the monthly bill for sewer.
The Mayor asked if there were any more questions or concerns on either the General or Sewer budgets. No one had any questions. Upon the motion made by Trustee Horning, seconded by Trustee Baldwin, public hearings closed. All members present voting in favor
The Board spoke about the Police Contract briefly. The question was raised if the previous union contract was de-certified correctly. This will be checked into.
With no further business and upon the motion made by Trustee Horning, seconded by Trustee Baldwin, meeting adjourned at 8:35 p.m. All members present voting in favor.
Jill A. Doss
©2018 Village of Chittenango, New York