Organizational Meeting

JANUARY 3, 2011

The meeting was called to order at 3:01 PM.

Supervisor Boisen led us in the Pledge to the Flag.

Board members present on roll call were Councilwoman LaPine, Councilman LaForest, Councilman Wrisley and Supervisor Boisen.  Also present was Audrey Hoskins, Town Clerk.

Check Oath Book /Roll call Councilwoman LaPine, Councilman LaForest, Councilman Wrisley and Supervisor Boisen

Greet visitors and offer courtesy of floor.

Visitors included Jim Morgan, Highway Superintendent, Tina Gardner, Norma Goff, MaryAnn Schultz, Grace Drummond, Patricia French, Steve Phillips, Frank Walls, Colleen Van Hoven, Rose Fine, Carolyn Walker, Larry Deso and Paul Gray.

Motion made by Councilwoman LaPine, seconded by Councilman LaForest the regular Board meeting of the Essex Town Board will be held on the second Thursday of each month at 7:00 p.m.  In the event of a holiday or necessary postponement, a new date will be determined by approval of the majority. Roll Call:  Councilwoman LaPine-yes,      Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

The designation of the official newspaper was discussed.

Motion made by Councilman Wrisley, seconded by Councilman LaForest                  , the Valley News and Press Republican are designated as the official newspapers for the town. Roll Call:  Councilwoman LaPine-abstain, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilwoman LaPine, seconded by Councilman LaForest, Supervisor and Deputy Supervisor shall be empowered to sign checks. The Supervisor shall be empowered to invest idle funds and to register a facsimile signature. The Champlain National Bank and CLASS are designated as official depositories for the town. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and

Councilman Wrisley-yes.

Motion made by Councilman LaForest, seconded by Councilman Wrisley, a mileage allowance of 50 cents, is authorized and will be paid to town officials using personal vehicles on town business. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

Motion made by Councilman Wrisley, seconded by Councilman LaForest, authorizing the Supervisor to pay utility, telephone, postage and health insurance bills upon receipt and therefore avoiding unnecessary service charges. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

Motion made by Councilwoman LaPine, seconded by Councilman LaForest, that elected officials should be entitled to ordinary and necessary expenses, paid by the town, for attendance at the annual Association of Towns meetings and training with prior approval from the Supervisor and the Board.  Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilwoman LaPine, seconded by Councilman LaForest, the Highway Superintendent is granted permission for rentals of machinery as necessary.    Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman Wrisley, seconded by Councilman LaForest                       , the purchase order system will remain in effect for all purchases exceeding $1,000.  Approval signatures of at least three Board members, prior to purchase, are necessary for payment of such purchases to be authorized. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilwoman LaPine, seconded by  Councilman Wrisley, that petty cash fund be authorized as follows:  Town Clerk/Tax Collector $200.00. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman Wrisley, seconded by Councilman LaForest, the Town Office will be open for business 8:30 a.m. to 3:30 p.m. Monday – Friday (except holidays). Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman LaForest, seconded by Councilman Wrisley, the copier service will be provided to the public at 25 cents per copy charge for 2011.  Non-profit organizations will be provided this service at 10 cents per copy charge. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman Wrisley, seconded by Councilwoman LaPine, the fax machine service will be provided to the public at $1.00 per page for 2011.  Non-profit organizations will be provided this service at 50 cents per page charge. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman LaForest, seconded by Councilman Wrisley, 2011 salaries are established and approved as follows:

Supervisor                                                        19,652  P/A

Clerk to the Supervisor                                    20,397  P/A

Deputy Supervisor                                                746  P/A

Town Clerk/Tax Collector                                17,313 P/A

Deputy Town Clerk                                             2,112 P/A

Justice                                                                11,255 P/A

Councilman (4)                                                    2,388 P/A

Chairman – Assessors                                          4,039 P/A

Assessors (2)                                                        3,460 P/A

Superintendent of Highways                              34,610 P/A

Animal Control Officer                                        1,542 P/A

Health Officer                                                         500 P/A

Zoning Officer/Building Inspector                     11,255 P/A

Water Superintendent                                           7,500 P/A

Assistant to the Water Supt.                                 1,329 P/A

Clerk, Water District                                            1,337 P/A

Budget Officer                                                         742 P/A

Planning Board Secretary                                          12.00   per hour                                   Deputy Highway Superintendent                        1,000  P/A

Board of Assessment Review                                   77.25   per day

Court Clerk                                                               12.00   per hour

Town Highway Employees

HEO                    –     $16.61 P/H

HEO overtime     –       24.92 P/H

Laborer                –       13.97 P/H

Laborer overtime –       20.95 P/H

Transfer Site Employees

Transfer Station Manager           –  $12.10 P/H

Transfer Station Attendant         –    10.17 P/H

Buildings & Grounds

Laborer –                                         $10.17 P/H

Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman Wrisley, seconded by Councilman Sayward, the Board accepts the following appointments:

BY SUPERVISOR:

Deputy Supervisor –  Mark Wrisley

Clerk to Supervisor – Kellie Petrie

Town Historian –       Shirley LaForest

Budget Officer  –       Sharon Boisen

 

BY HIGHWAY SUPERINTENDENT:

Deputy – Gerald Pierce

BY TOWN CLERK:

Deputy –  Grace Drummond

Deputy Tax Receiver –  Grace Drummond

Deputy Registrar –  Grace Drummond

Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

BY THE TOWN BOARD

Water Superintendent  – Emmett Coonrod

Health Officer – Smith House

Attorney for Town

Zoning Board of Appeals

Zoning Officer/Bldg. Inspector

Animal Control Officer  – Ed Hoskins

Assistant to Water Superintendent

Planning Board Secretary

Chairperson – Assessors

Chairperson – Panning Board

Deputy Chairperson – Planning Board

Youth Commission

Motion made by Councilman Wrisley, seconded by Councilman LaForest, that Emmett Coonrod be appointed as Water Superintendent at a salary of $7500 for 2011.  Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes

Motion made by Councilman LaForest, seconded by Councilman Wrisley, Smith House is appointed Health Officer for 2011 with annual salary of $500.00 paid directly to the Smith House Health Care Center. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

The need for a Town attorney was discussed.  Supervisor Boisen said that she feels we need a Town attorney. Councilwoman LaPine asked if all the Towns in the County have an attorney.  Supervisor Boisen said we are one of the few without a Town attorney. Councilman LaForest said we have not had an attorney on retainer for years and feels we should go on a case by case basis. Councilwoman LaPine said we should check with the other Towns and see what the have.  Councilman LaForest said we should call Bill Finucane and see if he interested.  Appointment of a Town attorney was tabled, so further research can be done.  This will be discussed at the Regular Board meeting on January 13.

Zoning Board of Appeals was discussed.

Zoning Officer/Bldg. Inspector – interviews will be conducted for this appointment.

Motion made by Councilman LaForest, seconded by Councilman Wrisley, Ed Hoskins is appointed Animal Control Officer for 2011. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

Assistant to Water Superintendent – interviews will be conducted for this appointment.

The Planning Board Secretary appointment was discussed.  Jim Van Hoven said that

Kellie Petrie was an acceptable choice.

Motion made by Councilman Wrisley, seconded by Councilman LaForest, Kellie Petrie is appointed Planning Board Secretary for 2011. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

Motion made by Councilman LaForest, seconded by Councilman Wrisley, to appoint David Sayre as Chairperson for the Assessors for 2011. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

Chairperson to the Planning Board – This will be appointed on January 13, 2011.

Youth Commission – no applicants

Motion made by Councilman Wrisley, seconded by Councilman LaForest, the Supervisor is authorized to sign a memorandum with N.Y.S. DEC relating to permit requirements for stream disturbance. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

Resolution # 1 of 2011 – adding Councilman Wrisley as a signer on the Town accounts.

THE FOLLOWING RESOLUTION WAS OFFERED BY Councilman LaForest

WHO MOVED ITS ADOPTION.

BE IT RESOLVED that the Town Board of the Town of Essex authorizes the Champlain National Bank to add Deputy Supervisor Mark Wrisley as a signer on all Town of Essex accounts.

THIS RESOLUTION WAS DULY SECONDED BY Councilwoman LaPine AND

ADOPTED.

Roll Call:

Supervisor Boisen – yes

Councilman Wrisley- abstain

Councilman LaForest -yes

Councilwoman LaPine- yes

Resolution # 2 of 2011 – adding Deputy Town Clerk/Tax Collector as a signer on the Town Clerk/Tax Collector accounts.

THE FOLLOWING RESOLUTION WAS OFFERED BY Councilwoman LaPine

WHO MOVED ITS ADOPTION.

BE IT RESOLVED that the Town Board of the Town of Essex authorizes the Champlain National Bank to add Deputy Town Clerk/Tax Collector as a signer on all Town Clerk/Tax Collector accounts for the Town of Essex.

THIS RESOLUTION WAS DULY SECONDED BY Councilman LaForest AND

ADOPTED.

Roll Call:

Supervisor Boisen – yes

Councilman Wrisley- yes

Councilman LaForest -yes

Councilwoman LaPine- yes

KEYTROL

Supervisor Boisen and Jim Morgan have discussed not offering gas and diesel to anyone other than Town of Essex vehicles.  There are a number of problems with billing and pricing. The Highway Department must eat any loss.  The Board discussed this issue.  There were concerns about the Fire Departments not being able to get their gas and diesel at the Highway.  Frank Walls voiced his concerns.

Once a month billing was discussed.  This issue was tabled so more research could be done.

Motion to give Jim Morgan, Highway Superintendent permission to hire highway personnel made by Councilman LaForest.  Seconded by Councilwoman LaPine. Roll Call:  Councilwoman LaPine-yes, Councilman LaForest-yes, Supervisor Boisen-yes and Councilman Wrisley-yes.

The following committees were appointed by the Supervisor:

Highway

Jim Morgan

Gerry Pierce

Sharon Boisen

Mark Wrisley

Water

John Coonrod

Assist water super.

Jim LaForest

Mark Wrisley

Waste Water Committee

Wastewater Treatment plant operator

Mark Wrisley

Jim LaForest

Tom Ducca

Buildings & Grounds

Sharon Boisen

Jim Morgan

Shirley LaForest

Claire LaPine

Personnel

Sharon Boisen

Mark Wrisley

Kellie Petrie

State of Emergency Committee

Sharon Boisen

Jim LaForest

Claire LaPine

Mark Wrisley

Board member

Youth Commission Advisor

Claire LaPine

Zoning Committee

Ted Cornell

Don Hollingsworth

Claire LaPine

Jim Van Hoven – chair

Jim LaForest

Sewer Law Committee

Mark Wrisley

Tom Ducca

Jim LaForest

OTHER BUSINESS:

Review Policies: Supervisor Boisen would like to have the Board members get copies and review them before discuss them at a future meeting.

1. Purchasing
2. Procurement
3. Code of Ethics
4. Emergency
5. Investment
6. Personnel
7. In future we need to establish a Fixed Asset policy

Councilman LaForest said he would like to see a committee formed to work on long range planning for the Town. We have very talented people in Town, who would hopefully serve on this kind of committee. The committee would be called Long Range Vision Committee.  Councilman LaForest said we should announce it in the paper and ask for volunteers.  The Board members could talk with residents and see if anyone would be interested.  Councilman LaForest will write up something for the Board to look at.

Councilwoman LaPine said that she would like to see action taken to put into place the recommendations of the different committees rather than just continued discussions.

Supervisor Boisen said she would like to see the committees meet monthly or quarterly and report back to the Board with their recommendations. Then the Board can discuss the recommendations and decide what action needs to be taken and implemented.

Colleen Van Hoven brought up the issue of job descriptions and salary. Supervisor Boisen said yes the job descriptions and salary issues will need to be address. Councilwoman LaPine was concerned that a new employee was starting at the same salary as the person that held the position for quite sometime.

Councilwoman LaPine said she received a phone call from Lois Sayward, she had met with the Department of Labor and she has a list of items that she is due.  Supervisor

Boisen said that this would be discussed privately, it is a personnel issue.

Councilwoman LaPine said she received information on payroll.  She called three other Towns and asked how their payroll is done.  Payroll in Lewis is done in house.

payroll in Westport is done with their accounting program in house.  Willsboro has no time clock.  Councilwoman LaPine said she check with the school and they said yes you can outsource the payroll but you still need some one in house to furnish them with the information. Willsboro School does payroll in house. How is this going to be a savings?   Supervisor Boisen said the reason she would like to out source the payroll is our in house procedure has a lot of flaws.  I recommend each of you meet with Kevin Rowland, OSC auditor and discuss the issues. We have problems keeping track of the hours employees’ work time. This was discussed with Jim Morgan, Highway Superintendent and he is in favor of the time clock. The Board discussed the use of a time clock. Supervisor Boisen said we have three quotes on payroll. Supervisor Boisen said many municipalities are out sourcing their payroll due to the reporting and labiality. Councilwoman LaPine said you still have to have a person in house to collect the information and send to the payroll company.  Councilwoman LaPine said she had spoken to Mr. Rowland and he said there was nothing wrong with using QuickBooks for payroll.  Maybe we could have him come and talk to the Board. Supervisor Boisen said he will only meet with the Board and he has plans to meet with the Board in the next two weeks.  Councilwoman LaPine said she has a problem without sourcing.  This country does too much out sourcing.  Supervisor Boisen said it will not be done outside of the USA.  Councilwoman LaPine said she felt this needed more study.  Supervisor Boisen said the details of the problems need to discussed in private not in public.  Councilwoman LaPine said she feels all the Board needs to sit down and listen to what Kevin Rowland, OSC auditor has to say.   There was further discussion on this issue.  Supervisor Boisen said she would like to spend time seeing if she could figure out the general ledger system and get it to work properly.  We would not need new software other than for the water if this can be accomplished.   Couniclman LaForest said he needs to see that out sourcing payroll will be cost effect.  If it is an improvement I am not against improvements. Councilman LaForest said he felt the issue needs more study.  Supervisor Boisen is very concerned about the liability to the Town for the payroll not being accurate is huge.

ADJOURNMENT

The meeting was adjourned at   5:24 PM

Respectfully submitted

Audrey Hoskins, Town Clerk