Town of Hartwick
2012 Organizational Meeting
January 05, 2012
The Town of Hartwick 2012 Organizational meeting called to order at 7:03 p.m.
The Pledge to the Flag was led by Supervisor David Butler
Present: Supervisor David Butler, Councilwoman Anita Briggs Jones, Councilman Delos Field, Councilman Kenneth Hotaling, and Councilwoman Julianne Sharratt
Absent:
Others in attendance: Attorney Lynn Green, Administrative Assistant, Tavis Austin, Conservation Committee Chair, Martha Clarvoe, Planning Board Chair, Gregory Horth, Cooperstown Central School PIG students, and others from the community.
Resolution 1-A-2012 Blanket Undertaking
WHEREAS, Public Officers Law §11(2) provides that in lieu of any individual undertaking as required by law, the Town Board may approve the procurement of a blanket undertaking, and
WHEREAS, the Officers of the Board, the Town Clerk, and the employees of the Town, must be covered in the blanket undertaking, and
WHEREAS, it is the responsibility of the Town Board to approve the form, manner, execution, and amount of surety, and
WHEREAS, the blanket undertaking must indemnify against losses caused by the failure of the officers or employees to faithfully perform their duties and protect against their fraudulent or dishonest acts,
NOW BE IT RESOLVED, that the Town Board approves the blanket undertaking issued by Hughson Benson Insurance/NYMIR for the officers of the Board, the Town Clerk, and the employees of the Town for the sum of five thousand dollars [$5,000] and a surety of fifty thousand dollars [$50,000]
MOTION: Councilman Hotaling moved to pass Resolution 1-A-2012 Blanket Undertaking. Councilwoman Sharratt seconded and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Anita Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-B-2012 Appointments
WHEREAS, the Town Board has the responsibility to make specific appointments to carry out the duties as prescribed by law for operation of the Town of Hartwick
NOW BE IT RESOLVED, that the Town Board approve Annual Appointments listed below for the year 2012:
Town Board Appointments
Grants & Records Officer Sarah McGuire
Dog Control Officer Julie Polulech
Registrar of Vital Statistics Sarah McGuire
Town Attorney Lynn Green, Esq.
Town Supervisor Appointments
Deputy Supervisor Kenneth Hotaling
Historian TO BE APPOINTED AT A LATER DATE
Bookkeeper Doris Schlee
Budget Officer TO BE APPOINTED AT A LATER DATE
Town Clerk Appointments
Deputy Town Clerk Martha Clarvoe
Deputy Registrar Vital Statistics Martha Clarvoe
Highway Superintendent Appointments
Deputy Highway Superintendent Michael Chase
Special District Commissions
Fire District Commissioners:
David Butler, Commissioner
Anita Briggs Jones
Kenneth Hotaling
Delos Field
Julianne Sharratt
Sarah McGuire, Clerk
Water District Commissioners:
David Butler, Commissioner
Anita Briggs Jones
Kenneth Hotaling
Delos Field
Julianne Sharratt
Sarah McGuire, Clerk
Other Boards
Board of Health:
Supervisor David Butler
Health Officer Lee Robbins, MD (1/1/12-12/31/15)
Councilwoman Anita Briggs Jones
Councilman Delos Field
Councilman Kenneth Hotaling
Councilwoman Julianne Sharratt
Clerk Sarah McGuire
Board of Assessment Review
Jeff O'Handley ADVERTISEMENT NEEDED TO FILL (5 Year Term)
James Palmer 01/01/2004 - 09/30/2015
David Petri 12/00/2009 - 09/30/2015
Planning Board
Ferdinand Thering 01/01/06 - 12/31/12
Gregory Horth 01/01/2007 - 12/31/2013 [Co-Chair 2012]
Anthony Schleiser 05/15/2008 - 12/31/2014
Vincent Rozella 01/01/2009 - 12/31/2015
Glenn Schilling 01/01/10 - 12/31/16
Alex Thomas 01/01/2011 - 12/31/2017 [Co-Chair 2012]
Margaret Kennedy 01/01/12 - 12/31/18
Alternate Planning Board Members
ADVERTISEMENT NEEDED TO FILL (1 Year Appointment)
ADVERTISEMENT NEEDED TO FILL (1 Year Appointment)
MOTION: Councilman Field moved to approve Resolution 1-B-2012 Appointments. Councilman Hotaling seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-C-2012 Advisory Committees
WHEREAS, there is a need to protect and improve the quality of our environment, to promote interest and public awareness, to maintain a quality of life free of pollutants to our air and water, and to continue to advance and protect the beauty and culture throughout our Township,
NOW BE IT RESOLVED, that the Town Board does agree to create the following Advisory Committees for the year 2012,
Conservation Committee
Martha Clarvoe, Chair
Angelica Bley-Palmer
James Hermon
Lee Robbins
David Petri
Julianne Sharratt
Beautification Committee
Vicky West Co-Chair
Marian Striesse Co-Chair
Carol Niedzialkowski
Hartwick Clean Sweep Committee
Conservation Committee members
Beautification Committee members
MOTION: Councilwoman Briggs Jones moved to approve Resolution 1-C-2012 Advisory Committee Appointments. Councilman Field seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-D-2012 Required Employees (Union & Non-Union Full-time)/Allowance for Mileage Reimbursement
WHEREAS, the Town of Hartwick requires employees to carry out the necessary operations of the Township,
NOW BE IT RESOLVED, that the Town Board will require the following full-time employees for the year 2012:
Town Board Operations: Full-time
Maintenance Worker/Cleaner
Administrative Assistant
Highway Department: Full-time Employees
Highway Employee (HMEO) Five (5)
NOW BE IT FURTHER RESOLVED that the following officials and employees are eligible to receive mileage reimbursements at a rate of $0.55 per mile upon submittal of a voucher accompanied by a mileage log:
Town Board Members
Town Supervisor
Town Bookkeeper
Administrative Assistant
Town Clerk
Town Attorney
Maintenance Worker
Dog Control Officer
Planning Board Members
Appointed Sole Assessor
Town Justices
Justice Clerk
Library Manager
Fire Chief #1 not to exceed $500 annually
Fire Chief #2 not to exceed $500 annually
EMS Captain not to exceed $500 annually
MOTION: Councilwoman Sharratt moved to approve Resolution 1-D-2012 Required Employees of the Town/Allowance for Mileage Reimbursement. Councilwoman Briggs Jones seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-E-2012 Non-Union Full-Time Town of Hartwick Employee Vacation, Sick, Personal, Paid Time Off (PTO)
WHEREAS, the Town of Hartwick has adopted an Employee Handbook, and
WHEREAS, the Employee Handbook specifies vacation, sick, personal, and other away time practices.
NOW BE IT RESOLVED, that all Town of Hartwick Full-Time Non-Union Employees are expected to follow the vacation, sick, personal, and other away time procedures set forth in the Town of Hartwick Employee Handbook.
MOTION: Councilman Hotaling moved to pass Resolution 1-E-2012 Non-Union Full-Time Town of Hartwick Employee Vacation, Sick, Personal, Paid Time Off (PTO). Councilwoman Sharratt seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-F-2012 National Holidays of The Town Office Building
WHEREAS, the Town Board may establish a list of National Holidays that apply to the Town Offices of the Town of Hartwick
NOW BE IT RESOLVED, that the Town Office Building will be closed for business on the following National Holidays
•1. January 02, 2012 New Year's Day
•2. February 20, 2012 President's Day
•3. May 28, 2012 Memorial Day
•4. July 04, 2012 Independence Day
•5. September 03, 2012 Labor Day
•6. November 12, 2012 Veteran's Day
•7. November 22, 2012 Thanksgiving Day
•8. December 25, 2012 Christmas Day
MOTION: Councilman Field moved to approve Resolution 1-F-2012 National Holidays of the Town Office Building. Councilman Hotaling seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-G-2012 Filing of Officers and Assessor
WHEREAS, it is the Town Clerk's responsibility to file a certificate with the State Department of Audit and Control, specifying the names and addresses of all Town Officers, whether elected or appointed, and
WHEREAS, it is the Town Clerk's responsibility to file a certificate with the State Board of Equalization and Assessment specifying the names of all assessors, with their post office addresses, date of appointment or election and expiration of term of office,
NOW BE IT RESOLVED, that the Town Board directs the Town Clerk to file the necessary certificates "on or before" January 10, 2012.
MOTION: Councilman Hotaling moved to approve the Resolution 1-G-2012 Filing of Officers and Assessors. Councilwoman Sharratt seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-H-2012 Rules of Procedure
WHEREAS, the Town Board is authorized by Town Law §63 to determine its rules of procedure for conducting Town meetings, and
WHEREAS, the Town Board believes it is important to clarify its procedures and guidelines for conducting meetings at the beginning of each year,
NOW BE IT RESOLVED, that the Rules of Procedure listed are adopted for the year 2012
•I. Supervisor's Responsibilities
•a. The Town Supervisor will preside over all special and regular meetings of the Town Board
•b. The Supervisor shall call the Town Board to order
•c. Immediately following the opening of every regular meeting, the Town Supervisor shall conduct the order of business as follows:
•1. Monthly Abstracts
•2. Financial Reports
•3. Approval of Minutes
•4. Public Comments on the Agenda
•5. Supervisor's Comments
•6. Councilmember's Comments
•7. Correspondence
•8. Town Attorney's Report
•9. Public Issues
•10. Report from Town Officers/Employees
•11. Unfinished Business
•12. New Business
•13. Public Comment
•14. Executive Session
•15. Future Meetings of all Boards & Committees
•16. Agenda Items for Work Session
•d. The Supervisor shall prepare the agenda items and the resolutions for all Board meetings
•e. Agenda items under Unfinished Business and New Business presented in resolution format.
•f. Items for discussion from Council members, Standing Board Committee's, and all Advisory Committee's submitted, in writing, to the Town Supervisor on the Wednesday prior to the regular meeting. The Supervisor reserves the right to waive this requirement if matter is urgent or in the best interest of the town
•g. Correspondence received from the public will be filed in the Supervisor's office and may be read at the next Regular meeting by the Supervisor. All correspondence will be kept on file for one year.
•h. The Supervisor may offer a second on a motion without relinquishing the chair for such purpose.
•i. The Supervisor is responsible for preserving order and decorum when the Board is in session.
•II. Board Members Responsibilities
•j. A quorum must be present in order to conduct the business of the Town. A quorum is defined as three (3) members of the Town Board.
•k. Every resolution or motion must be seconded before being put to a vote by the Supervisor.
•l. No Board Member shall speak more than once on any question until every member choosing to speak shall have spoken. The Supervisor is responsible for conducting, and controlling the discussion.
•m. The Board Members must treat each other and the public with a proper decorum.
•n. To suspend any rule of procedure, or any resolution, a majority vote of the Board shall be required.
•III. Town Clerk's Responsibility
•o. All resolutions and motions shall be recorded in their entirety in the official minutes of the Board and all other official Town Board meetings, unless otherwise specified.
•IV. Municipal Law Responsibility
•p. If these Rules of Procedure should at anytime become in conflict with the statutory law, the statutory law shall take preference.
•V. Public's Responsibility
•q. Residents will be limited to speaking for two (2) minutes during public comment period, unless extended by permission of the majority consent of the Board.
•r. Any person speaking to the Board with the consent of the Supervisor shall address his remarks to the Town Board, not to other members of the audience.
•s. No member of the public shall engage in any demonstrations, booing, and hand clapping or otherwise disruptive behavior during a Town Meeting.
•VI. Board and Public Responsibility
•t. When the public is speaking, they will be given respect and treated in a courteous manner by the Board. The pubic in return, is expected to be respectful and courteous. The use of profane and inappropriate language is not acceptable.
MOTION: Councilwoman Sharratt moved to approve Resolution 1-H-2012 Rules of Procedure. Councilwoman Briggs Jones seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-I-2012 Establishment of Meeting Dates for all Boards and Committee's appointed by the Town Board for the Year 2012
WHEREAS, the members of the Town Board and Appointed Committee's must meet throughout the year to conduct official Town Business, and
WHEREAS, it is the responsibility of the Town Board and all Committee's to operate within the Open Meetings Law, the Town Board does hereby direct the Town Clerk to publish meeting dates in the Town's "official" newspaper and the Town's Website.
NOW BE IT RESOLVED, that the following days and times be approved for the respective meetings. Meeting dates may be cancelled or postponed if needed; Town Clerk must be notified of any changes or postponements.
Regular Board Meeting - 2nd Monday of each month at 6:30 p.m.
January 09, 2012
February 13, 2012
March 12, 2012
April 09, 2012
May 14, 2012
June 11, 2012
July 09, 2012
August 13, 2012
September 10, 2012
October 08, 2012 (Columbus Day - Highway HOLIDAY)
November 12, 2012 (HOLIDAY - Veteran's Day)
December 10, 2012
Work Session - 3rd Monday of each month at 7:00 p.m.
January 16, 2012
February 20, 2012 (HOLIDAY - President's Day)
March 19, 2012
April 16, 2012
May 21, 2012
June 18, 2012
July 16, 2012
August 20, 2012
September 17, 2012
October 15, 2012
November 19, 2012
December 26, 2012 (Special End-Of-Year Meeting)
Water District Meetings - 4th Monday every other month at 7:00 p.m.
January 23, 2012
March 26, 2012
May 28, 2012 (HOLIDAY - Memorial Day)
July 23, 2012
September 24, 2012
November 26, 2012
Fire District Meeting as listed at 7:00 p.m.
February 27, 2012 (Town Hall)
April 23, 2012 (FD #2)
October 22, 2012 (FD #1)
December 17, 2012 (Town Hall)
Planning Board Meeting - 1st Tuesday each month at 7:00 p.m.
January 03, 2012
February 07, 2012
March 06, 2012
April 03, 2012
May 01, 2012
June 05, 2012
July 03, 2012
August 07, 2012
September 04, 2012
October 02, 2012
November 06, 2012
December 04, 2012
Annual Town Budget Calendar
09/01/12 Budget Officer to furnish Department Heads with Budget Forms
09/20/12 Dept Heads to furnish Budget Officer with completed Est. Forms [Town Law §104]
09/30/12 Filing of Tentative Budget with Town Clerk [Town Law §106(2)]
10/05/12 Town Clerk to present Town Board with Tentative Budget [Town Law §106(3)]
Revision by Town Board; Preparation of Preliminary Budget [Town Law §106(4)]
Upon Completion of review and modification of Tentative Budget, and prior to Public Hearing, to be filed in Town Clerk's Office.
Notice of Public Hearing five days prior to Public Budget Hearing [Town Law §108]
11/15/12 Public Hearing by on or before the Thursday following Election 11/08/12; may be Adjourned but NOT beyond 11/15/12 [Town Law §108]
Final Revision of Preliminary Budget after Public Hearing, but prior to Final Adoption [Town Law §109]
11/20/2012 Adoption of Budget by [Town Law §109]
Hartwick Conservation Advisory Committee TBA
Hartwick Beautification Committee TBA
MOTION: Councilman Hotaling moved to approve Resolution 1-I-2012 Established Meeting Dates for 2012. Councilman Field seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-J-2012 Official Newspaper for Town Publications
WHEREAS, the Town Board should designate annually the Official Newspaper for Publications of the Town of Hartwick
NOW BE IT RESOLVED, that the Town Board designate the Daily Star as its Official Newspaper of Publication for the year 2012.
MOTION: Councilwoman Briggs Jones moved to approve Resolution 1-J-2012 Official Newspaper for Town Publications. Councilwoman Sharratt seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "".
Resolution 1-K-2012 Supervisor's Powers & Duties
•I. Payment of Bills By the Supervisor Without Prior Audit
WHEREAS, payments for services must be made at specific times throughout the year, and
WHEREAS, the Town Board desires to avoid penalties for late payments,
NOW BE IT RESOLVED, that the Town Board authorize the Town Supervisor to make payments or a recurring nature which will incur a late fee or terminate service in advance of the audit of claims.
•II. Payment of Monthly Abstract
WHEREAS, all payments for bills incurred from Town operations must be approved by the Town Board, and
WHEREAS, the Supervisor is responsible for preparing a monthly report of all receipts and disbursements,
NOW BE IT RESOLVED, that all bills and payments made between Regular Town Meetings are part of the next Regular Meeting Agenda under Financial Reports, and
BE IT FURTHER RESOLVED, that all payments of bills shall be available to the public for review at the respective Regular Meeting
•III. Supervisor's Monthly Budget Status Report
WHEREAS, Town Law §29, 34, and 125 allows the Town Board to designate the Supervisor to manage appropriation accounts and to prevent accounts from being overdrawn, and
WHEREAS, a report called the Budget Status Report should be presented at the monthly regular meeting,
NOW BE IT RESOLVED, that the Town Board direct the Supervisor to present a detailed Budget Status Report at each Regular Meeting to show the budgetary status of all accounts.
MOTION: Councilman Hotaling moved to approve Resolution 1-K-2012 Supervisor's Powers & Duties. Councilwoman Sharratt seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-L-2012 Designation of Depositories and Depositors
WHEREAS, the Town Board should designate each bank in which Town deposits may be made, and
WHEREAS, the Town Board should identify all officers authorized to receive money and to make deposits,
NOW BE IT RESOLVED that the depositories listed below are the Official Depositories for the Town of Hartwick for the Year 2012:
Key Bank Community Bank Bank of Cooperstown
Citizen's Bank NBT Bank
BE IT FURTHER RESOLVED, that the Officials listed below are authorized to deposit Town Funds received during the year 2012
Town Supervisor, David Butler
Town Clerk/Collector, Sarah McGuire
Bookkeeper, Doris Schlee
Deputy Supervisor, Kenneth Hotaling
Administrative Assistant, Tavis Austin
MOTION: Councilwoman Briggs Jones moved to approve Resolution 1-L-2012 Designation of Depositories and Depositors. Councilman Hotaling seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-M-2012 Town Credit Card Holder Designations
WHEREAS, many of the necessary purchases of the Town of Hartwick require credit card payment terms, and
WHEREAS, it is necessary for the Town Supervisor, the Clerk, and Highway Superintendent to possess a credit card to facilitate making purchases in a timely and cost conscious manner,
NOW BE IT RESOLVED, the Town Board authorizes the Town Supervisor, the Town Clerk, and Highway Superintendent to be listed as cardholders and authorized to make Town of Hartwick related purchases which limit of credit card will be one-thousand and 00/100 Dollars ($1000.00) for each cardholder.
MOTION: Councilman Hotaling moved to approve Resolution 1-M-2012 Town Credit Card Holder Designations. Councilman Field seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-N-2012 Investment Policy
WHEREAS, the Town Board desires that all monies received throughout the year be placed in safe investments and earn the highest possible rate of return,
NOW BE IT RESOLVED, that the Supervisor and Budget Officer be directed to schedule the investments for the money received by the Town during the fiscal year, and
NOW BE IT FURTHER RESOLVED, that the amount of money earned in 2011 be reported to the Town Board at the second Regular Meeting in 2012.
MOTION: Councilman Field moved to approve Resolution 1-N-2012 Investment Policy. Councilwoman Briggs Jones seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-O-2012 Petty Cash Funds
WHEREAS, Town Law §64(1-a) allows the Town Board to establish petty cash funds for Town Officers and appointees
NOW BE IT RESOLVED, that the Town Clerk/Collector have a Petty Cash Fund of one hundred dollars ($100.00).
MOTION: Councilman Hotaling moved to approve Resolution 1-O-2012 Petty Cash Funds. Councilwoman Briggs Jones seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye," Councilman Hotaling "aye," and Councilwoman Sharratt "aye".
Resolution 1-P-2012 Purchases by the Superintendent of Highways
WHEREAS, Highway Law §142(1a) allows the Town Board to authorize the Town Superintendent of Highways to purchase equipment, tools, and implements during the year without prior approval by the Board, and
WHEREAS, the Town Board may fix the annual amount
NOW BE IT RESOLVED, that the Town Board establish a sum of three-thousand dollars ($3000.00) per item for the Superintendent of Highways to purchase equipment, tools, and implements during the year without prior approval by Town Supervisor, or Deputy Supervisor
MOTION: Councilwoman Sharratt moved to approve Resolution 1-P-2012 Purchases by the Superintendent of Highways. Councilman Hotaling seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-Q-2012 Existing Contracts with the Town
WHEREAS, it is the responsibility of the Town Clerk to advise the Town Board of existing contracts for lighting, garbage collection, dumping facilities, hospitalization, and any leases currently held by the Town with expiration dates listed.
NOW BE IT RESOLVED, that the Town Clerk report at the second Regular Meeting provide a report of said contracts and leases with the Town of Hartwick and include the date of expiration and cost for each contract and lease.
MOTION: Councilwoman Sharratt moved to approve Resolution 1-Q-2012 Existing Contracts with the Town. Councilwoman Briggs Jones seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-R-2012 Town Supervisor's Annual Financial Report
WHEREAS, the Town Supervisor is responsible for preparing and submitting his report to the State Comptroller (AUD), and
WHEREAS, the Town Supervisor is responsible for the submittal of his report to the State Comptroller to the Town Clerk within sixty days (60) after the close of the fiscal year, and
WHEREAS, the Town Clerk is responsible to cause a summary of such report, ensure such report and summary is on file, and publish summary in the Town's official newspaper within ten days (10) after receipt.
NOW BE IT RESOLVED, the Town Supervisor is directed to submit the Annual Financial Report to the State Comptroller and is directed to submit to the Town Clerk, within 60 days (60) after the close of the fiscal year, a copy of the Annual Financial Report submitted to the State Comptroller, and
BE IT FURTHER RESOLVED, that the Town Clerk be directed to cause summary, file, and publish said summary in the Town's official newspaper within ten days (10) after submittal by Town Supervisor.
MOTION: Councilman Hotaling moved to approve Resolution 1-R-2012 Town Supervisor's Annual Financial Report. Councilwoman Sharratt seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-S-2012 Annual Accounting for Officers Receiving or Disbursing Town Funds
WHEREAS, on or before January 20, each Town Board must meet for the purpose of an annual accounting by each officer or employee who has received or disbursed Town Funds.
NOW BE IT RESOLVED, that the Town Clerk, Planning Board Clerk, and Town Justices, shall meet with the Town Board for an annual accounting of money received or disbursed in the year 2011.
MOTION: Councilwoman Sharratt moved to approve Resolution 1-S-2012 Annual Accounting for Officers Receiving or Disbursing Town Funds. Councilman Field seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-T-2012 Insurances
WHEREAS, the Town Board is responsible for the safety of Town property from exposures to liability, damages, and claims
NOW BE IT RESOLVED, that the Town Board should secure full and adequate insurance to protect the property of the Town against fire and theft and to protect the Town from the many exposures to liability for tort damages and other claims
MOTION: Councilwoman Briggs Jones moved to approve Resolution 1-T-2012 Insurances. Councilman Hotaling seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Resolution 1-U-2012 Agreement of Expenditures for Highways
WHEREAS, the Town Board and the Highway Superintendent should enter into an agreement relative to the expenditure of Highway money for repairs and improvements of Town Highways
NOW BE IT RESOLVED, that the Town Board will review the proposed agreement at the next regular meeting of the Town Board, and
NOW BE IT FURTHER RESOLVED that the agreement must be prepared in duplicate, signed by a majority of the Town Board members and the Highway Superintendent. In addition, the agreement must be filed in the Town Clerk's office and in the Office of the County Superintendent. [Highway Law §284]
MOTION: Councilman Hotaling moved to finalize Resolution 1-U-2012 Agreement of Expenditures for Highways. Councilwoman Briggs Jones seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
The Board reviewed the required Budget Amendments for fiscal year 2011.
General Fund
FROM AMOUNT TO AMOUNT
A1110.407 $1778.51 A1110.4 $1778.51
A1990.4 $717.50 A1355.4 $717.50
A1620.2 $2855.04 A1620.4 $2855.05
A1640.4 $354.02 A1640.42 $354.02
A1990.4 $2161.57 A1670.4 $2161.57
A1640.4 $3515.50 A1680.4 $3515.50
A1990.4 $7120.93 A1680.4 $7120.98
A1430.111 $2013.15 A3310.4 $2013.15
A1640.41 $2604.90 A4540.4 $2604.90
A5010.4 $39.81 A5132.4 $39.81
A5132.415 $78.47 A5132.40 $78.47
A5132.415 $3642.83 A5132.42 $3642.83
A5010.4 $327.46 A5132.46 $327.46
A7140.4 $2630.57 A7110.4 $2630.57
A7150.4 $1613.03 A7150.409 $1613.03
A7150.41 $6677.61 A7150.422 $6677.61
A7150.41 $98.08 A7510.4 $98.08
A8010.1 $2000.00 A7550.4 $2000.00
A8020.4 $1648.93 A8560.4 $1648.93
A8810.4 $830.00 A8810.4 $830.00
A1410.4 $100.04 A3510.1 $100.04
A1410.4 $427.53 A3510.4 $427.53
_______ _______
Total $43435.62 $43435.62
Library
FROM AMOUNT TO AMOUNT
A7410.2 $182.00 L7410.4 $182.00
A7410.14 $207.76 L7410.4 $207.76
A7410.40 $64.62 L7410.4 $64.62
A7410.42 $171.47 L7410.4 $171.47
L7410.47 $245.00 L7410.4 $245.00
A1990.4 $1878.63 L7410.4 $1878.63
L7410.14 $246.24 L7410.1 $246.24
L7410.14 $576.00 L7410.11 $576.00
L7410.14 $10.00 L7410.13 $10.00
L7410.46 $279.34 L7410.42 $279.34
L7410.49 $157.01 L7410.42 $157.01
L7410.49 $603.96 L7410.48 $603.96
L7410.49 $211.00 L9010.8 $211.00
L7410.49 $22.03 L9030.8 $22.03
______ ______
Total $4855.06 $4855.06
Highway
FROM AMOUNT TO AMOUNT
DA5112.2 $12886.09 DA5110.1 $12866.09
DA5112.2 $57242.27 DA5110.4 $57242.27
DA5112.2 $7600.00 DA5020.4 $7600.00
DA5130.2 $18508.99 DA5130.4 $18508.99
DA5142.1 $11463.50 DA5142.4 $11463.50
DA5112.2 $7034.16 DA5142.4 $7034.16
DA9010.8 $108.68 DA9030.8 $108.68
DA5112.2 $1986.81 DA9060.8 $1986.81
DA5112.2 $2281.03 DA9089.8 $2281.03
DA9720.7 $0.21 DA9720.6 $0.21
_____ _____
Total $119111.74 $119111.74
Fire
FROM AMOUNT TO AMOUNT
SF3411.417 $1441.12 SF3410.4 $1441.12
SF3411.418 $1259.83 SF3410.4 $1259.83
SF3410.2 $74.63 SF3410.4 $74.63
SF3410.46 $2138.84 SF3410.4 $2138.46
SF3410.47 $245.00 SF3410.4 $245.00
SF3410.416 $265.79 SF3410.4 $265.79
SF3410.416 $221.88 SF3410.40 $221.88
SF3410.416 $1045.89 SF3410.417 $1045.89
SF3410.416 $294.32 SF3410.418 $294.32
SF3410.416 $29.66 SF3410.49 $29.66
SF3411.46 $468.12 SF3411.4 $468.46
_____ _____
Total $7485.08 $7485.08
Water
FROM AMOUNT TO AMOUNT
SW8320.41 $883.08 SW8310.4 $883.08
SW8320.41 $0.04 SW8310.10 $0.04
SW8320.41 $250.00 SW8310.10 $250.00
SW8340.4 $3164.59 SW8340.2 $3164.59
SW8320.41 $175.93 SW9030.8 $175.93
_____ _____
Total $4473.64 $4473.64
MOTION: Councilman Field moved to accept the proposed budget amendments for fiscal year 2011. Councilman Hotaling seconded, and the motion passed with the following votes: Councilman Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
The Board discussed the necessity to change exiting locks at all Town Buildings.
MOTION: Councilman Field moved to direct Tavis Austin to work with Board members Hotaling and Butler to form a master plan for all Town Building locks. Tavis Austin is further directed to initiate lock plan after complete. Councilwoman Sharratt seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Floor opened to Public Comment
Martha Clarvoe asked for deadline to submit/request Committee Reports and Agenda items. It is determined all reports should be delivered to the Town Supervisor no later than the Monday prior to the scheduled meeting.
A resident asked when the Town Board will move forward in adopting a Zoning Commission. The Board explained, Zoning Commission will be discussed at the Town Board Work Session scheduled for January 17.
A resident asked when the Water Audit will be addressed by the Board. The Board explained the Water Audit will be discussed at the Water Commissioner's Meeting scheduled for January 24. It was also explained, the Town Board has a ninety day window to complete a plan based on Audit recommendations and submit the plan to the Office of State Comptroller.
MOTION: Councilman Field moved to adjourn the 2012 Organization Meeting of the Town of Hartwick at 8:30 p.m. Councilman Hotaling seconded, and the motion passed with the following votes: Supervisor Butler "aye", Councilwoman Briggs Jones "aye", Councilman Field "aye", Councilman Hotaling "aye", and Councilwoman Sharratt "aye".
Respectfully Submitted,
Sarah McGuire, Town Clerk
