VILLAGE OF AURORA BOARD OF TRUSTEE’S
ANNUAL ORGANIZATIONAL MEETING
April 21, 2010 
Held at the Aurora Firehouse Meeting Room

Present:  Mayor Bonnie Apgar Bennett; Trustees - George Farenthold,  Janet Murphy,
			Elisabeth MacCormick & Marie Taylor	   
Also Present:
		Village resident: David Brooks 
		Code Enforcement Officer Michael Piechuta
		Cayuga County Legislator George Fearon
		Deborah Brooks, Deputy Village Clerk/Treasurer

Ms. Brooks offered the Oath of Office to Mayor Bennett; Trustees Murphy & Taylor in which they swore to uphold the Local and NYS Laws to the best of their ability. 
		  
The Mayor called the Annual Organizational Meeting to order at 7:00 PM.  

Mayor Bennett recommended the following one year appointments:

	1] Deputy Mayor - George Farenthold
	2] Clerk/Tax Collector – deferred until next month
	3] Deputy Clerk/Deputy Tax Collector - Deborah Brooks
	4] Treasurer - Deborah Brooks
	5] Village Attorney - deferred until reviewing contract
	6] Village Historian - Sheila Edmunds

Mayor Bennett recommended the following five year appointments:

	1]  Community Preservation Panel -  Christopher MacCormick - renewal 6/1/10 to 5/31/15
	2]  Planning Board - Nancy Gil - renewal 6/1/10 to 5/31/15
	3]  Zoning Board of Appeals - Karen Hindenlang 6/1/10 to 5/31/15 to replace Robert Cerza.

Mayor Bennett recommended the following appointments:

	1]  Community Preservation Panel - Todd Zwigard -6/1/10 to 5/31/12 to fill the remainder of Attilio Rezzonico‘s term of office.
	2}  Planning Board - Ann Balloni - 6/1/10 to 5/31/12 to fill the vacancy of William Maloney, who resigned. 
	3]  Zoning Board of Appeals - Jeffrey Blum 6/1/10 to 5/31/12 to fill the remainder of Bonnie Bennett‘s term of office. 
		
	Trustee Farenthold moved the acceptance of the above names as recommended by Mayor Bennett.  Trustee MacCormick seconded the motion.  Motion Carried 5:0.

Mayor Bennett presented the following Resolutions:

Resolution No. 10-03
DESIGNATION OF VILLAGE NEWSPAPER

BE IT RESOLVED that The Citizen is hereby designated to be the official newspaper of the Village of Aurora.

BE IT ALSO RESOLVED that this resolution shall take effect immediately.

Motion by:  Trustee Farenthold
Seconded by Trustee Murphy
Motion Carried:  5:0.

Resolution No. 10-04
DATES OF REGULAR AND SPECIAL MEETINGS

WHEREAS the Open Meetings Law requires that the news media and public must have at least 72 hours notice prior to the holding of any regularly scheduled meeting [Public Officers Law 104(1)].  This can be accomplished by notifying the public and the news media of each specified meeting.  Alternatively, the board may authorize the clerk to send a single letter to the news media, with a corresponding public posting of a notice indicating the schedule of the Regular Board Meetings, as adopted by the Board of Trustees at the Organizational Meeting.  This notice to both the news media and the public should state the dates of the meetings, the place of the meetings and the times at which the meetings will be held, and 
WHEREAS no state law prescribes the number of frequency of meetings which must be held by a Board of Trustees.  The Board of Trustees decides, by resolution adopted at the Organizational Meeting, when they will meet, and also,
WHEREAS no state law prescribes the procedure for calling or holding a special meeting of the Board of Trustees.  There is often confusion as to who can call, or require a special meeting.  With regard to Special Meetings, the Open Meetings Law requires that notice be given to the news media and to the public as soon as practicable after the calling of the Special Meeting.  See Public Officers Law 104 (2), and
WHEREAS; notice requirements to village officials are not stated in stature, but case law has indicated that any notice procedure adopted must be reasonable calculated to ensure that all members of the Board of Trustees have notice of the meeting.  This may be accomplished by having the Village Clerk contact each member individually, or by having individual trustees contact other Trustees by letter, phone, or personally.  In adopting such rules, it is wise to remember that in some emergency situations it may be necessary to call a special meeting on quite short notice.  Thus, the procedure should be flexible, without any provisions which delay the meeting.  Thus, a mailing is usually not a good method of calling a special meeting, and 
BE IT RESOLVED that the Board of Trustees of the Village of Aurora shall meet on the third (3rd) Wednesday of the month at 7:00 PM in the Firehouse Meeting Room.  Notification of a change in date, time or place shall be timely.
BE IT ALSO RESOLVED that Special Meetings of the Aurora Board of Trustees may be called by the Mayor or by the Clerk upon request of two members of the Board.  If called by the Clerk, the Mayor, the remaining Board Members and the Public shall be given three (3) days notice unless an emergency exists, in which case notice shall be given as early as possible.
BE IT FURTHER RESOLVED that the Organizational Meeting for 2011 shall be held on the third Wednesday in April (April 20, 2011).

Moved by Trustee Farenthold
Seconded by Trustee Taylor 
Motion Carried 5:0.

Resolution No. 10-05
RULES AND PROCEDURES

BE IT RESOLVED that the meetings of the Board of Trustees of the Village of Aurora shall be governed by Roberts’ Rule of Order.

Moved by Trustee Taylor
Seconded by Trustee Farenthold
Motion Carried 5:0.

Resolution No. 10-06
PROCUREMENT POLICY

BE IT RESOLVED that the Board of Trustees continue the Procurement Policy which was adopted on April 10, 1998.

	Treasurer Brooks informed the Board that Superintendent of Public Works, Kurt Wilmot found a change has been made by NYS in November 2009 in which an amendment this law  now allows for $35,000 for competitive bidding for Public Works.   Discussion ensued.  Trustee Taylor moved to amend the Procurement Policy for the Village of Aurora to reflect the increase from $20,000 to $35,000.  Trustee Farenthold seconded the motion.  Motion Carried 5:0.

PURCHASING PROCEDURES ND POLICIES   AS OF April 21, 2010

All requests for Purchases of goods and services shall be referred to the Clerk.  Whenever possible, purchases shall be procured under county/state contracts.

I.  COMPETITIVE PROCUREMENTS:
	A.  A determination shall be made on the basis of estimates as to whether competitive bidding is necessary as follows:

	1.  Public Works (including Services) over $35,000.00
	2.  Purchase Contracts over $ 10,000.00

II.  NON-COMPETITIVE (NON-Bid) PROCUREMENTS:

	A.  Estimated amount of Purchase Contract		Method*

		$250 - $1,999				2 Verbal Quotations
		$2,000 - $4,499				2 Written/Fax Quotations
		$4,500 - $9,999				3 Written/Fax Quotations or
								Written requests for quotations

	B.  Estimated amount of Public Works Contracts	Method

		$500 - $2,999				2 Verbal Quotations
		$3,000 - $4,999				2 Written/Fax Quotations
		$5,000 - $19,999				3 Written/Fax Quotations or
								Written requests for quotations

A good faith effort shall be made to obtain the required number of proposals or quotations.  If unable to obtain the required number of proposals or quotations, documentation of the attempt made is required.

* Photocopied catalog pages will suffice as quotations.

III.  OFFICE PROCEDURES:
	A.  No Purchase shall be made until:
	      1.  Clerk checks availability of funds.
	      2.  Clerk provides Purchase Order Number, Vouchers and Tax Exemption 			Certificate.
	      3.  If purchasing by PHONE, give vendor Purchase Order Number assigned by 		Clerk.
	      4.  If purchasing in PERSON, have Vendor note Purchase Order Number on sales 		receipt.  Check sales receipt before signing to be sure items being charged are 		what is received.
	      5.  Forward delivery receipts and/or invoice to the Clerk.

	B.  Awards to other than the lowest priced Vendors:

	Whenever any contract is awarded to other than the lowest responsible dollar offered, reasons shall be documented.  The documentation will include an explanation of how the award will achieve savings or how the offered is not responsible.  A determination that the offered is not responsible shall be made by the purchaser and may not be challenged under any circumstances.

	All problems with vendors or service matters must be reported to the Clerk/Treasurer for reference in future procurement activities.

Resolution No. 10-07
ADVANCED APPROVAL OF CLAIMS

WHEREAS the Board of Trustees has determined to authorize payment in advance of audit claims for public utility services, postage, freight and express charges, and credit card claims, so as not to incur penalty fees, and

WHEREAS all such claims shall be presented at the next regular meeting for audit, and

WHEREAS the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees.

NOW, THEREFORE BE IT RESOLVED:

	Section 1:  That the Board of Trustees authorizes payment in advance of audit or claims for public services, postage, freight and express charges and all such claims shall be presented at the next regular meeting for audit and the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees.
	Section 2: that this resolution shall take effect immediately.

Motion made by Trustee Farenthold
Seconded by Trustee MacCormick
Motion Carried 5:0.

Resolution No. 10-08
MILEAGE ALLOWANCE

WHEREAS 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;

NOW THEREFORE BE IT RESOLVED 

	Section 1.  that the Board of Trustees shall approve reimbursement to such officers and employees at the going rate of the IRS limit.
	Section 2.  that this resolution shall take effect immediately.

Motion made by Trustee Farenthold
Seconded by Trustee Murphy
Motion Carried 5:0.

Resolution No. 10-09
ATTENDANCE AT SCHOOLS AND CONFERENCES

WHEREAS there is to be held during the coming official year a) the New York State Conference of Mayors Annual Meeting and Training School, b) the New York State Conference of Mayors and Fall Training School for Fiscal Officers and Municipal Clerks; c) County Association Meetings; d) Annual Meetings; e) Training Schools, and f) etc.
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 school, benefit’s the municipality.
NOW THEREFORE BE IT RESOLVED;
	Section 1.  That the following officers and employees are hereby authorized to attend the following schools:  the Mayor, Trustees, Clerk/Tax Collector, Treasurer, WWTP Operator, members of the Zoning Board of Appeals, Planning Board and Community Preservation Panel and the Village Attorney.
	Section 2.  That this resolution shall take place immediately.

Motion made by Trustee Farenthold
Seconded by Trustee Taylor
Motion Carried 5:0.

Resolution No. 10-10
DESIGNATION OF DEPOSITORIES

WHEREAS the Board of Trustees has determined that Village Law 4-412 (3) 2 require the designation of banks or treasuries for the deposit of village monies:

NOW THEREFORE BE IT RESOLVED:	Section 1.  That the Board of Trustees does hereby designate the following institutions as depositories of all monies received by the Village Treasurer, Clerk and Receiver of Taxes.

	Names of Institutions:  CAYUGA LAKE NATIONAL BANK
		                      	 TOMPKINS TRUST COMPANY
			        	 FIRST NIAGARA COMMERCIAL BANK                 

Section 2.  That this resolution shall take effect immediately.

Motion made by Trustee Murphy
Seconded by Trustee Farenthold
Motion Carried 5:0.

Resolution No. 10-11
BENEFITS PACKAGE
HOLIDAYS:

	*	New Years Day
	*	Memorial Day
	*	Independence Day
	*	Labor Day
	*	Thanksgiving Day and Friday
	*	Christmas

	When News Year’s  day, Independence Day and Christmas Day fall on Sunday, employees shall have Monday off, when they fall on Saturday, they shall have Friday off.
	When Christmas falls on a Tuesday, Wednesday or Thursday or Friday: employees shall have one-half (½) day on December 24th.

VACATIONS - NON-CUMULATIVE:

Ten (10) days after first year of employment
Fifteen (15) days after five (5) years of employment
Twenty (20) days after ten (10) years of employment

Vacation dates to be set in consultation with supervisor.

PERSONAL TIME - NON-CUMULATIVE: 

Two (2) days in each of the first five (5) years
Three (3) days in each year thereafter.

SICK TIME - NON-CUMULATIVE: 

One day per month worked, cumulative to a total of sixty (60) working days.

*Non-cumulative - Not reimbursable if not used.

HEALTH INSURANCE (1/16/94): 

1.  Active Employees:
	a.  Full-time:  village will pay full cost of individual or family policy, as provided through Excellus of Central New York.
	b.  Part-time:  part-time employees are eligible for coverage but must pay the premium through payroll deduction.

2.  Retirees:
	a.  Full-time employees who have served the village faithfully and conscientiously for at least fifteen (15) years shall be provided individual Medicare supplementary coverage upon retirement at age 65.
	b.  Full-time employees who have served the village faithfully and conscientiously for at least twenty (20) years and choose retirement at the age 62 shall have coverage continued until age 65 at which time the retiree shall be provided with individual Medicare supplementary coverage.

RETIREMENT: 

Coverage under the New York State and Employees Retirement System Tier I and Tier II coverage paid in full by the village.  Tier III and Tier IV coverage paid 97% by the Village and 3% by the employee.

SOCIAL SECURITY: 

Employer pays 7.65% of income earned by employee into system.  Employee has a like amount deducted from earnings.

WORKERS’ COMPENSATION: 

Coverage paid in full by employer for injury or illness of employee that occurs while at work.

NEW YORK DISABILITY INSURANCE: 

Coverage paid in full by employee for injury or illness of employee that occurs while not at work.

Motion made by Trustee Farenthold
Seconded by Trustee Taylor
Motion Carried 5:0.
		
Mayor Bennett made the following Board assignments:

	Buildings and Grounds - Trustee Murphy
	Recreation, Parks & Public Events - Trustee MacCormick
	Streets and Public Safety - Trustee Farenthold
	Water & Sewer - Trustee Taylor

Trustee Farenthold moved acceptance of the Board assignments.  Trustee MacCormick seconded the motion.  Motion Carried 5:0.

Trustee Farenthold motioned to adjourn the Annual Organizational Meeting at 7:22 PM.  Trustee MacCormick seconded the motion.  Motion Carried 5:0.

Respectfully Submitted by, 

Deborah M. Brooks
Deputy Village Clerk