Annual Meeting Village of Clayton Board of Trustees December 7, 2015 Page 1 of 10

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1 December 7, 2015 Page 1 of 10 The Annual Organizational Meeting of the was held on Monday, December 7, 2015 at 6:30 PM in the Municipal Building. PRESENT: Mayor Norma Zimmer (Re-Elected for 5 th Term now 4 yrs.) Trustee John Buker (Newly-Elected 4 yr. term) Trustee Tony Randazzo (Re-elected for 2 nd Term now 4 yrs.) Trustee Shauna Sherboneau ABSENT: Jeral Forger, (Appointed to Complete Term of Debra Rantanen Expiring 12/2016) OTHERS: VISITOR(S): Janet Brick, Village Justice See Sign-in Sheet on file in Clerk s Office OATH OF OFFICE: Judge Brick administered the oath of office to re-elected Mayor Norma Zimmer (5 th Term), Trustee Tony Randazzo (2 nd Term) and to newly-elected Trustee Buker. PLEDGE OF ALLEGIANCE AND CALL TO ORDER: led the pledge of allegiance and called the meeting to order. APPOINTMENTS: ON MOTION by Trustee Randazzo, 2 nd by Trustee Buker, it was unanimous to approve the following appointments as recommended by. Deputy Mayor Trustee Sherboneau Term Concurrent with Mayor (4 years) Village Clerk TBD Term Concurrent with Mayor (4 years) Village Treasurer TBD Term Concurrent with Mayor (4 years) Deputy Treasurer TBD Until the next annual meeting Acting Clerk and Acting Treasurer Geneva Phelps Miller Until appointments made for Clerk and Treasurer Deputy Clerk Pam Pavao Until the next annual meeting DPW Superintendent Terry Jones Until the next annual meeting Historian VACANT - TBD Until the next annual meeting ZEO (Part-Time) Richard Ingerson Until the next annual meeting Asst. ZEO (Part-Time) Kimberli Johnston Until the next annual meeting Associate Village Justice William Ramseier Until the next annual meeting Dog Control Officer Amy Funk Until the next annual meeting Harbor Enforcement Officer Chief of Police Until the next annual meeting EEOC Discrimination Contact Person Geneva Phelps Miller Until the next annual meeting Safety Officer DPW Superintendent Until the next annual meeting noted the Dog Control Officer serves under the direction of and at the discretion of the Chief of Police. BOARD APPOINTMENTS: made the following Board appointments: CLDC Representative (per bylaws/charter) LWRP Advisory Committee Representative Municipal Building Representative Library Board Representative Youth Commission Representative Chamber of Commerce Representative Tree/Beautification Committee Representative Audit Committee Representatives (2) Trustee Randazzo Trustee Forger Trustee Sherboneau Trustee Sherboneau Trustee Buker

2 December 7, 2015 Page 2 of 10 Purchasing Agent Shared Services Committee Geneva Phelps Miller Trustee Randazzo COMMUNITY APPOINTMENTS: ON MOTION by Trustee Sherboneau, 2 nd by Trustee Randazzo, it was unanimous to approve the following appointments: 1000 Islands Regional Dock/Riverwalk Committee Allen Benas Chris Bogenschutz, Chamber of Commerce Cary Brick Mike Folsom, Sailing Seaway Jack Stopper David Storandt, Town Supervisor Doc Withington Labor Relations Representatives (2) Paynter Center Board Representative Department Liaisons Trustee Buker Rotating Board Members, beginning with Mayor DPW Trustee Buker Water/Sewer Administration Trustee Forger Police Trustee Randazzo DESIGNATE OFFICIAL NEWSPAPER: ON MOTION by Trustee Randazzo, 2 nd by Trustee Sherboneau, it was unanimous to approve the Thousand Islands Sun (primary) and the Watertown Daily Times (secondary) as official Village newspapers. DESIGNATE LEGAL COUNSEL: ON MOTION by Trustee Buker, 2 nd by Trustee Sherboneau, it was unanimous to appoint the law firm of Menter, Rudin & Trivelpiece as Village Legal Counsel. DATES FOR REGULAR MEETINGS: ON MOTION by Trustee Sherboneau, 2 nd by Trustee Randazzo, it was resolved to hold regular meetings in the Municipal Building at 6:30 PM on the second and fourth Monday of each month, except where indicated on the Meetings Schedule. It is further resolved to accept the dates of the regular meetings as presented by the Clerk (Attachment A). OPEN MEETINGS LAW: ON MOTION by Trustee Buker, 2 nd by Trustee Sherboneau, it was resolved that the Clerk publish a Public Notice in the Thousand Islands Sun, the Village s primary official newspaper, indicating the schedule of the regular board meetings, stating the dates, place and time of the meetings. The regular board meeting schedule will also be posted to the Village website ( and on the Municipal Building bulletin board. SPECIAL MEETINGS: ON MOTION by Trustee Sherboneau, 2 nd by Trustee Randazzo, it was resolved that the procedure for calling special meetings be as follows: a. The Board member calling the meeting shall notify the Clerk, who will contact each member by letter, , phone or personally. b. If time permits, a notice of the special meeting will be published in one of the official newspapers. If time does not permit an official publication in the newspaper, the Clerk will post a public notice at the Municipal Building and on the Village website ( as soon as possible after the special meeting is called.

3 December 7, 2015 Page 3 of 10 RULES OF PROCEDURE: ON MOTION by Randazzo, 2 nd by Buker, it was resolved that Robert s Rules of Order be followed for Board meetings. ADVANCE APPROVAL OF CLAIMS: ON MOTION by Trustee Buker, 2 nd by Trustee Sherboneau, it was resolved that: WHEREAS, the Board of Trustees has determined to authorize payment in advance of audit of claims for public utility service, postage, freight and 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 authorizes payment in advance of audit of claims for public utility service, 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. MILEAGE ALLOWANCE: ON MOTION by Trustee Randazzo, 2 nd by Trustee Buker, it was resolved that: WHEREAS the Board of Trustees has determined to pay a fixed rate for mileage reimbursement to officers and employees of the Village who use their personal vehicles while performing their official duties on behalf of the Village; NOW THEREFORE BE IT RESOLVED: Section 1. That the Board of Trustees shall provide reimbursement to such officers and employees at the IRS standard business mileage rate of 57.5 cents per mile. Section 2. That this resolution shall take effect immediately. ATTENDANCE AT SCHOOLS AND CONFERENCES: ON MOTION by Trustee Sherboneau, 2 nd by Trustee Buker, it was resolved that: WHEREAS, there will be held during the coming official year various meetings, conferences and training schools; and WHEREAS, the Board of Trustees determines that attendance by certain municipal officials and employees at these meetings, conferences and training schools is a benefit to the municipality; NOW THEREFORE BE IT RESOLVED: Section 1. That the Board of Trustees will address attendance at meetings, conferences and training schools on an individual basis and authorize such as the need arises. Requests should be made and approved by the individual's supervisor and submitted to the Village Board for approval at least two (2) weeks prior to the training date. Section 2. That this resolution shall take effect immediately. SIGNING OF MINUTES: ON MOTION by Trustee Sherboneau, 2nd by Trustee Randazzo, it was resolved that minutes shall be signed by whomever transcribes them.

4 December 7, 2015 Page 4 of 10 DESIGNATION OF DEPOSITORIES: ON MOTION by Trustee Sherboneau, 2nd by Trustee Buker, it was resolved that: WHEREAS, the Board of Trustees has determined that Village Law 4-412(3)(2) requires the designation of banks or trust companies for the deposit of all 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. WSB Municipal Bank, Clayton, NY Community Bank, N.A., Clayton, NY First Niagara Bank, N.A., Syracuse, NY Section 2. That this resolution shall take effect immediately. POLICIES & PROCEDURES: ON MOTION by Trustee Sherboneau, 2nd by Trustee Randazzo, it was resolved that the Employee Handbook approved by the Village Board shall be distributed to all newly-hired Village employees. ON MOTION by Trustee Sherboneau, 2nd by Trustee Randazzo, it was resolved to continue the following policies, which are assembled in the Village of Clayton Policy Manual: Policies & Procedures Manual (Table of Contents Listed) DESCRIPTION Series 1000 BUSINESS Fiscal Management Series 2000 PERSONNEL Employer-Employee Relations Series 3000 TECHNOLOGY Electronic Data Series 4000 COMMUNITY RELATIONS Municipal Property Series 5000 WATER/SEWER DEPARTMENTS Fiscal Procedures Sewage Disposal Standardization SUBCATEGORY Audit Committee Investment Policy Procurement Procedure Identity Theft Prevention ("Red Flag Policy") Licensing Fees Harassment in the Workplace Performance Evaluation Drug and Alcohol Testing (Drug-Free Workplace Policy) Code of Ethics Employee Assistance Program Grievance Procedure Affirmative Action Employment of Relatives of Village Board Joint Planning/Zoning Boards (Training) Probationary Employee (Payroll Deductions) Organizational Chart Equal Opportunity Employment CyberSecurity Use of Municipal Building Billing and Collection Telemetry Services Contract Transportation Guidelines Remote Telemetry Units

5 December 7, 2015 Page 5 of 10 Series 6000 POLICE DEPARTMENT Administrative Procedures Series 7000 BOARD OF TRUSTEES Internal Procedures Series 8000 DEPARTMENT OF PUBLIC WORKS Standardization Organizational Chart United States Flag Protocol Types of Meetings ("Open Meetings") As-Built Record Drawings ("Guidelines for Construction Projects") Equipment John Deere Engines Equipment Snow Removal (Henderson) Manual: The following policies and plans (as updated) shall also be considered part of the Village of Clayton Policy Freedom of Information Requests (Adopted 01/12/2004) Standardization Equipment Flygt Pumps (Adopted 07/12/2004) Village of Clayton Standards (Adopted 08/22/2012) Health and Safety Plan (Adopted 02/25/2013) Emergency Response Plan (Adopted 08/22/2011) Revisions or additions to the Policy Manual will be reviewed by the Village Board prior to adoption, and approved by the Board at a regularly scheduled meeting. SET ANNUAL MEETING DATE: ON MOTION by Trustee Randazzo, 2nd by Trustee Sherboneau, it was resolved to set the date of the next annual meeting on December 5, 2016, at 6:30 p.m. at the Municipal Building. VILLAGE FEE SCHEDULE: ON MOTION by Trustee Sherboneau, 2nd by Trustee Buker, it was resolved to approve the current water and sewer rate schedule (Attachment B); the planning/zoning fee schedule (Attachment C), and the dock and mooring fee schedule (Attachment D). ADJOURNMENT: There being no further business to discuss, ON MOTION by Trustee Sherboneau, 2 nd by Trustee Randazzo, the meeting adjourned at 7:01 p.m. Respectfully submitted, Geneva Phelps Miller Acting Clerk/Acting Treasurer

6 December 7, 2015 Page 6 of 10 ATTACHMENT A VILLAGE OF CLAYTON BOARD OF TRUSTEES REGULAR MEETING SCHEDULE ( ) The regular meetings of the Board of Trustees of the Village of Clayton will be held at 6:30 PM in the Village Municipal Building, 425 Mary Street, Clayton, New York, on the 2 nd and 4 th Monday of every month, as follows: December 14, 2015 December 28, 2015 January 11, 2016 January 25, 2016 February 8, 2016 February 22, 2016 March 14, 2016 March 28, 2016 April 11, 2016 April 25, 2016 May 9, 2016 May 23, 2016 June 13, 2016 June 27, 2016 July 11, 2016 July 25, 2016 August 8, 2016 August 22, 2016 September 12, 2016 September 26, 2016 * October 11, 2016 TUESDAY (Legal Holiday on Monday, October 10) October 24, 2016 November November 28, Annual Organizational Meeting: December 5, 2016

7 December 7, 2015 Page 7 of 10 ATTACHMENT B WATER/SEWER BILLING SCHEDULE Statements are mailed to the property owner three (3) times a year: (After Hours Drop Box Available at WEST Side Entrance of Municipal Building) MARCH 1 (covering October 15 through February 15) PAYMENT DUE APRIL 5th JULY 1 (covering February 15 through June 15) PAYMENT DUE AUGUST 5th NOVEMBER 1 (covering June 15 through October 15) PAYMENT DUE DECEMBER 5th A 10% penalty is added to payments received or postmarked after the Due Date. NOTE: In the event the Due Date falls on a weekend, payment is due the following Monday. Accounts not paid in a timely fashion are subject to termination. FAILURE TO RECEIVE BILL DOES NOT WAIVE PENALTY. For further information, please contact the Village Clerk s Office ( ) WATER-SEWER RATES (Effective July 1, 2015) WATER RATES Metered Water Users Fixed (per EDU) Variable (consumption) Inside Village $ per year ($ per period) $4.20 per 1,000 gallons Outside Village (Inside Rate x 1.25) $ per year ($ per period) $5.25 per 1,000 gallons SEWER RATES Metered Sewer Users Fixed (per EDU) Variable (consumption) Inside Village $ per year ($ per period) $4.30 per 1,000 gallons Outside Village(Inside Rate x 1.25) $ per year ($ per period) $5.38 per 1,000 gallons (Includes CVCF & Cedar Pt.) Non-Metered Sewer Users FIXED (per EDU) Variable (consumption) Heritage Heights Sewer District $ (Annual Fee) $ (Annual Fee) 2015 Annual Rate: $ (Inside Rate x 1.25) Estimated at 200gpd $5.38 per 1,000 gals. OTHER CHARGES Water On/Water Off (per customer request) $25.00 Inside Village Water On/Water Off (per customer request) $50.00 Outside Village Metered Sales from Hydrant $12.00 per 1,000 gallons 1,000 gallon increments only Service Shutoff Fee (Non-Payment) $50.00 Tapping Fees (Water/Sewer) $1, (per connection) Plus offset fees, if applicable SEASONAL CUSTOMERS: In order to better serve you, please telephone the clerk s office ( ) at least 48 hours in advance of the date you wish to have your service turned on or off. THANK YOU!! Village water and sewer rates are based on the Equivalent Dwelling Unit (EDU) method of billing. All water and sewer customers (including seasonal customers) in the Village of Clayton are required to pay a fixed rate charge three (3) times per year. NYS law requires that the water fund and the sewer fund must be self-sustaining. That is, each of the funds is required to generate enough revenues to cover the expenditures required for debt service and operation. The fixed rate charge for each service generates enough revenues to cover debt service. This fixed rate charge is assessed to ALL customers. The variable rate charges generate the revenues which cover operating and maintenance costs (the day-to-day operations of the treatment plants). This amount will vary according to each user s consumption, and is billed accordingly. ALL CUSTOMERS WILL BE BILLED AT LEAST THE FIXED RATE CHARGE EVERY FOUR MONTHS. In the event a building is demolished, or anticipated to be demolished, the customer must contact the Clerk s office with the date of demolition and to billing charges for vacant parcels, if applicable Village Property Tax Rate (June 1, 2015) $6.51/$1,000 Village Clerk s Office: Equal Opportunity Employer and Provider Phone: (315) TDD: Fax: (315) vclayton@gisco.net Website: Clerk s Office Hours: Monday through Friday 8:00 a.m. 4:30 p.m.

8 December 7, 2015 Page 8 of 10 ATTACHMENT C Fee Structure for Zoning Permits DETERMINE SQUARE FOOTAGE: First, calculate value using Chart "A", value of structure per square foot Second, use Chart "B" to determine price of permit Third, obtain Permit from Zoning Enforcement Officer Chart "A" Value of structure per square foot Boathouse Carport Change in use of existing structure (with no change to size of structure) Church projects (recognized) Commercial Office/Retail Commercial Workshop/Manufacturing Deck Dock - crib Dock - floating Garage, Storage Building Government-sponsored projects (police, fire, etc.) Not-for-profit group projects (museums, etc.) Porch Residential/Modular Structure $25.00 per square foot $10.00 per square foot $15.00 per square foot $10.00 per square foot $50.00 per square foot $50.00 per square foot $5.00 per square foot $25.00 per square foot $15.00 per square foot $10.00 per square foot of coverage $10.00 per square foot $15.00 per square foot $25.00 per square foot $60.00 per square foot Manufactured Homes (mobile homes) $ (cost of permit, initial and replacement) Chart "B" Price of Permit based on value of Structure $0 to $2,000 $30.00 $2,001 to $25,000 $30.00 for first $2,000 + $2.50 for each additional $1,000 or fraction thereof $25,001 to $100,000 $87.50 for first $25,000 + $2.00 for each additional $1,000 or fraction thereof $100,001 to $250,000 $ for first $100,000 + $2.10 for each additional $1,000 or fraction thereof $250,001 to $500,000 $ for first $250,000 + $2.20 for each additional $1,000 or fraction thereof $500,001 to $1,000,000 $1, for first $500,000 + $2.30 for each additional $1,000 or fraction thereof $1,000,001 to $5,000,000 $3, for first $1,000,000 + $2.40 for each additional $1,000 or fraction thereof Over $5,000,001 $15, for first $5,000,000 + $2.50 for each additional $1,000 or fraction thereof Sign Permit 30 (payable to Village of Clayton) Flood Plain Develoment Permit $75.00 (payable to Village of Clayton) (added 12/08/2014) Annual License Fee (Mobile Home Parks) $ (payable to Village of Clayton)

9 December 7, 2015 Page 9 of 10 Zoning Board of Appeals Variance application Appeals application Special meeting called by applicant $ (includes Signboard to Advertise Public Hearing) $ (includes Signboard to Advertise Public Hearing) $ Planning Board Special Use Permit application Site Plan Review application LWRP Compliance Review Special meeting called by applicant $ (includes Signboard to Advertise Public Hearing) $ (includes Signboard to Advertise Public Hearing) $75.00 $ PROCEEDING WITHOUT PRIOR PERMIT APPROVAL WILL INCUR AN ADDITIONAL SURCHARGE EQUAL TO 20% OF THE PERMIT FEE * Additional fees may be required. Refer to chart below to determine additional amounts. These funds will be used to seek professional assistance, administrative costs and other expenses that may be incurred as a result of the review process. Left over funds will be returned to applicant with a receipt of explanation. It is the discretion of the Planning Board to determine the need for additional fees or the non-requirement of fees. Site Plan Review Deposit Amounts Further costs could be added dependent upon the complexity of project Up to $2,000 $2,001 to $10,000 No fee other than application fee $ $10,001 to $25,000 $ $25,001 and above: use a multiplier of $.005 times value of structure from Chart "B" NOTE TO PERMIT HOLDERS Zoning permits must be displayed in view before construction begins and until completion of project. OTHER VILLAGE FEES Village Zoning Law (copy) $22.50 Village Zoning Law (mailed) $25.50 Single sheet copies Tax Search $15.00 Peddler's Permit Fee $50.00 Excavation/Street Opening Fee $50.00 Tapping Fees (Water and Sewer) 90 $.25/pg. $0.25 per sheet $1, per tap NOTE: The Village Code Book (including Zoning) is available on-line ( Sewer Offset Fees Added 12/2012 Variable Assessed per Project (i.e., Single Family Residence $2 per gal. = $800.00)

10 December 7, 2015 Page 10 of 10 ATTACHMENT D VILLAGE OF CLAYTON PO Box 250 Clayton, NY (315) Office Hours: 8:00 a.m. 4:00 p.m., Monday through Friday MARY STREET DOCK (315) Daytime (7:00 a.m. 8:00 p.m.) Docking Electric Service Free $6.00 for 4 hours Overnight (8:00 p.m. 7:00 a.m.) Ramp Fees $1.25 per foot with electric $1.00 per foot without electric Reserved Dock Space (for Private Groups) Daily (per use) $ 6.00 (PER USE IN and OUT ) Weekly $ Seasonal (Individual) $ Seasonal (Commercial) $ $ per day (1 side) $ per day (both sides) ACCESS TO FIRE DEPT. SLIP MUST REMAIN OPEN AT ALL TIMES! NOTE: Payment must be received seven (7) days in advance of the event to guarantee reservation. RIVERSIDE DRIVE DOCKS (315) No Fees (utilize donation boxes) 3-hour limit NO OVERNIGHT DOCKING SEASONAL MOORINGS - $ CONTACT VILLAGE CLERK S OFFICE (315) Approved: 05/28/2001 per Board Approval Revised: 04/25/2005 per Board Approval Revised: 12/03/2012 per Board Approval FORM-Dock Fees 2014