Regular meeting of the Village of Carthage Board ofTrustees

       Held in the Board Room of the Carthage Municipal Building

December 5, 2011

 Present: President G. Wayne McIlroy, Deputy President Michael Astafan, Trustees Kathleen Latremore, Linda Smith-Spencer and Rebecca Vary.

 

Guests: Kathy Amyot, Tug Hill Commission and Tiffany Watts, Johnson Newspapers.

 

President McIlroy called the meeting to order at 7:00 pm followed by the Pledge of Allegiance to the Flag.

 

Motion by Trustee Latremore and Seconded by Trustee Vary to approve the minutes of the November 21, 2011 Regular Meeting as presented by the Clerk/Treasurer. Motion carried unanimously.

 

PUBLIC FORUM:

None.

 

CORRESPONDENCE:

President McIlroy read the invitation to the Carthage Free Library “Then and Now” Holiday Social on Friday, December 9, 2011 from 5:00 pm – 8:00 pm.

 

OLD BUSINESS:

President McIlroy discussed the draft of the local law regarding dogs in public areas tailored by Attorney Gebo using the example from the City of Watertown. Trustee Latremore reiterated that her original intent was to ban dogs at the Farmer’s Market where food is prepared and sold. After considerable discussion, no action was taken therefore the Board asked the Clerk/Treasurer to hold this issue over until the December 19, 2011 Regular Board Meeting when Attorney Gebo will be present.

 

The board discussed the JCIDA Railroad PILOT agreement including other Municipalities adding this property back on their tax roll. The Board asked the Clerk/Treasure to hold this issue over until the December 19, 2011 Regular Board Meeting when Attorney Gebo will be present.

 

NEW BUSINESS:

The Clerk/Treasurer received a call from the NYS Comptroller’s Office because the Village of Carthage failed to file required Standard Workday and Reporting Resolution Reports regarding the NYS Retirement since 2008. The Clerk/Treasurer explained to the Trustees the process needed to bring the Village into compliance.

 

Motion by Deputy President Astafan and Seconded by Trustee Latremore to adopt the Standard Work Day and Reporting Resolution number 12 - 2011. Motion carried unanimously. (Attachment A).

 

Motion by Trustee Vary Seconded by Trustee Latremore to adopt the 2012 Official Board Meeting Schedule. Motion carried unanimously. (Attachment B).

 

Motion by Trustee Latremore and Seconded by Trustee Vary to accept the annual appointments and designations as presented by the Board and to be kept on file in the official Village Minutes. Motion carried unanimously.

 

Clerk/Treasurer:                                   Kristy O’Shaughnessy

Deputy Clerk:                                                 Wendy Oliver on a probationary basis until May 5, 2012

Justice Court Clerk:                           Lori Borland

Acting Court Justice:                          Raymond Taylor

Code Enforcement Officer:                Rick Soluri until December 31, 2011

Dog Warden:                                      Vacant

DPW Superintendant:                         Danny Trembley

Historian:                                            Laura Prievo

Registrar:                                             Kristy O’Shaughnessy

Deputy Registrar:                                Wendy Oliver

Planning Board Recorder:                  Wendy Oliver

Village Attorney:                                Mark Gebo

 

President McIlroy presented his list of Trustee Appointments.

Michael Astafan – Deputy President, DPW Liaison, Chairman of the Joint Utility Board, EDCC Board member and Review of the Bills.

Rebecca Vary – Buildings/Grounds, Joint Utility Board member, RACOG member and RACOG Retail Committee.

Kathleen Latremore – Recreation Liaison and Utility Board member

Linda Smith Spencer – Water Department Liaison, Code Enforcement Liaison, Joint Utility Board member, Review of the Bills.

 

                        Designation of Official Newspaper Resolution

 

            WHEREAS the Board of Trustees for the Village of Carthage have determined that the “Carthage Republican Tribune” and/or the “Watertown Daily Times” aka Johnson Newspapers shall be designated at the official newspaper.

            NOW THEREFORE BE IT RESOLVED:

            Section 1. That the Board of Trustees does hereby designate the “Carthage Republican Tribune and/or the Watertown Daily Times” as the official newspaper for any/all legal notice deemed necessary.

            Section 2. That this Resolution shall take effect immediately.

 

Motion by Trustee Latremore Seconded by Trustee Vary the foregoing resolution number 13 - 2011 was duly adopted. Motion carried unanimously.

 

                        Designation of Official Depositories Resolution

 

            WHEREAS the Board of Trustees for the Village of Carthage has determined that Village Law 4-412(3)(2) requires the designation of banks or trust companies for the deposit of Village of Carthage monies:

            NOW THEREFORE BE IT RESOLVED:

            Section 1. That the Board of Trustees does hereby designate the following institutions as official depositories of all moneys received by the Village Clerk / Treasurer and Receiver of Taxes: HSBC Bank USA

            Section 2. That this Resolution shall take effect immediately.

Motion by Trustee Smith-Spencer Seconded by Trustee Latremore to adopt the foregoing resolution number 14 - 2011 was duly adopted. Motion carried unanimously.

 

                        Official Policy on Advanced Approval of Claims

 

            WHEREAS the Board of Trustees for the Village of Carthage has determined to authorize payment in advance of audit of claims for public utility services, postage, freight, express charges, 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 of the Village of Carthage authorized payment in advance of audit claims for public utility services, postage, freight & 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 upon approval.

 

Motion by Rebecca Vary Seconded by Michael Astafan to adopt Resolution # 15 -2011 to adopt the advanced approval of claims policy. Motion carried unanimously.

 

Check Signing Authorization

Motion by Trustee Latremore and Seconded by Trustee Vary to authorize President G. Wayne McIlroy or in his absence the Deputy President Michael F. Astafan and Village Clerk/Treasurer Kristy L. O’Shaughnessy or in her absence the Deputy Clerk/Treasurer Wendy C. Oliver to have check signing authority on all Village accounts. Motion carried unanimously.

 

                        Investment Policy                             

Motion by Deputy President Astafan and Seconded by Trustee Vary to adopt the official Village of Carthage Investment Policy as presented. Motion carried unanimously. (Attachment C).

 

Procurement Policy

Motion by Trustee Latremore and Seconded by Trustee Vary to adopt the annual Procurement Policy as presented. Motion carried unanimously. (Attachment D).

 

                        Mileage Allowance Resolution

 

            WHEREAS the Board of Trustees for the Village of Carthage has determined to pay a fixed rate for mileage as reimbursement to officers and employees of the Village of Carthage who use their personnel 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 rate allowable by the Internal Revenue Service at the time the mileage expense incurred.

            Section 2. That this resolution shall take effect immediately upon approval.

 

Motion by Deputy President Astafan Seconded by Trustee Latremore to adopt Resolution # 16-2011 to adopt the Mileage Allowance policy.

 

                        Attendance at School, Conferences and Meetings Resolution

 

            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) New York State Association of City and Village Clerks’ workshops’ d) North Country Association of Village Clerk’s and Clerk/Treasurer’s meetings; ….

WHEREAS it is determined by the Board of Trustees for the Village of Carthage that attendance by certain municipal officials and employees at one or more of these meetings, conferences, or schools, benefits the municipality:

            NOW THEREFORE BE IT RESOLVED:

            Section 1. That the following officers and employees are hereby authorized to attend the schools, conferences, and /or meetings as listed above; President, Trustees, Clerk /Treasurer, Chief of Police, Water Superintendant, and Department of Public Works Superintendant.

            Section 2. That this resolution shall take effect immediately upon approval.

 

Motion by Trustee Latremore and Seconded by Trustee Vary the foregoing resolution number 17 - 2011 was duly adopted. Motion carried unanimously.

 

Motion by Trustee Vary and Seconded by Trustee Latremore to provide $40 Carthage Market gift certificates for all full-time Village employees and the part-time office clerk for their hard work throughout 2011. Motion carried unanimously.

 

The Treasurers Report was reviewed and there were no questions. The General Fund cash balance is $1,165,958.41 with Reserves of $149,639.72; Water Fund cash balance is $211,383.26 with Reserves of $46,774.24 and the Sewer Fund cash balance is $113,814.62 with Reserves of $30,443.43.

 

Motion by Trustee Latremore and Seconded by Trustee Smith-Spencer to approve payment of payrolls and bills as follows: General Fund P/R #A 30, 31, 31A, 31B and 32 $34,256.02; Water Fund, #F 30, 31, 31A, 31B, and 32 $5,929.22; Sewer Fund, #G 30, 31, 31A and 31B $4,285.74; Joint Fund, #J 14 and 32 $9,139.31 and General Fund Abstracts, $55,015.11; Water Fund Abstracts, $20,218.34; Sewer Fund Abstracts, $62,547.23; and Joint Fund Abstracts, $683.42. Motion carried unanimously.

 

PRESIDENT McILROY UPDATE:

There will be a CIDC meeting on December 7, 2011 at 4:00 pm. President McIlroy spoke with the Supervisor for the Town of Croghan regarding their request to use fire hydrants and is awaiting further clarification. The Dog Control Officer position is still vacant as we look for ways to provide the service to Village residents. President McIlroy asked the board if they wished to prosecute the four youths who set fire to leaves outside of the Village Recreation Building which caused damage. The consensus of the board is to press charges for the damages caused to the Recreation Building. Four of the new street lights have been enacted and may be turned to be perpendicular to State Street instead of parallel. President McIlroy commended Wendy Oliver, Deputy Clerk/Treasurer and her son Jordan for the beautiful Christmas tree they obtained for the board room.

 

LIAISON REPORTS AND COMMENTS:

Deputy President Astafan, on behalf of the DPW invited the Trustees to the Annual Christmas Party luncheon at the Recreation Building on Friday, December 09, 2011.

 

Trustee Latremore stated the new tree at near the gazebo looked very nice.

 

MEDIA QUESTIONS:

None.

 

EXECUTIVE SESSION:

Motion by Trustee Vary and Seconded by Trustee Latremore to enter Executive Session at 7:30 pm to discuss two personnel issues. Motion carried unanimously.  

 

Regular session resumed at 7:59 p.m.

 

ADJOURNMENT:

Motion by Trustee Latremore and Seconded by Trustee Vary to adjourn at 8:00 p.m. Motion carried unanimously.

 

Respectfully Submitted,

 

 

 

Kristy L. O’Shaughnessy

Village Clerk/Treasurer