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WEST SENECA COURT ROOM DRAFT TOWN BOARD PROCEEDINGS 1300 Union Road Minutes Special Town Board Meeting West Seneca, NY 14224 September 22, 2026 ROLL CALL: Present: Supervisor Gary Dickson Councilmember Scott Robertson Councilmember Mary Sherman Absent: Councilmember Robert Breidenstein SUPERVISOR CALL TO ORDER 1. Pledge of Allegiance 2. Fire Safety Notification 3. Roll Call NEW BUSINESS 1. Responsibilities of the Town Clerk's Office and others as it pertains to agendas, minutes, etc. for the Planning Board, Zoning Board of Appeals, and all other boards. Motion by Supervisor Dickson, seconded by Councilmember Sherman, to approve the roles and responsibilities chart as attached as it pertains to agendas and minutes for the Planning Board, Zoning Board, and other boards with an amendment: the fifth line assigned to the Town Clerk's office to include "Preparing agenda packet" and publishing the agenda online for the public. On the question, Councilmember Robertson referred to the four boards that currently do not have a secretary and questioned if any individuals performing the secretarial duties may provide documents through email as opposed to accessing the CivcPlus software. Supervisor Dickson stated that would be a reasonable process. Supervisor Dickson added that any interpretation as to the meaning of the chart would be resolved by the Supervisor's Office in coordination with the Board's Liaison. Town Clerk Newton asked for clarification regarding the changes proposed for the newly added language on the roles and responsibilities chart. Supervisor Dickson withdrew the motion. Motion by Supervisor Dickson, seconded by Councilmember Sherman, to approve the roles and responsibilities chart attached as it pertains to agendas and minutes for the Planning Board, Zoning Board, and other boards with an amendment: the fifth line is now assigned to the Town Clerk's office to include "Preparing agenda packet" and publishing the agenda online for the public. Additionally, until secretaries are hired for the four smaller boards, the agendas and minutes will be provided to the Town Clerk's Office in "pdf" form and any future interpretation as to the meaning of the chat will be resolved by the Supervisor's Office in coordination with the Board's Liaison. Ayes: 3 Noes: 0 Abstain: 0 Motion Carried *Appendices* 2. Appointment of Councilmember Breidenstein as Liaison to the Zoning Board of Appeals Motion by Supervisor Dickson, seconded by Councilmember Robertson, to appoint Councilmember Breidenstein as Town Board Liaison to the Zoning Board of Appeals for the remainder of 2026. 1 Page 4 of 176