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TOWN OF NORTH COLLINS NEW YORK THE ORGANIZATIONAL MEETING OF THE TOWN BOARD OF THE TOWN OF NORTH COLLINS MONDAY, JANUARY 12, 2026 AT 5:00 PM IN THE NORTH COLLINS TOWN HALL, 10569 MAIN STREET, NORTH COLLINS, NEW YORK. Section I WAGES & SALARIES The elected Town Officials are salaried for the year 2026 as per budget as follows: Position Official Salary Supervisor John M. Tobia, Jr. 29,195.00 Council Members (4) Ellen M. Mathis * 8,442.00 Miguel E. Ortiz 7,124.00 Peter D. Robbins 7,124.00 Vicki Kehr 7,124.00 Town Clerk Lynn M. DiVincenzo 53,697.00 Highway Supt. David J. Winter 67,486.00 Town Justice (2) John M. Stevens 13,601.00 Wayne E. Luther 10,300.00 * Includes stipend of $1,318.00 for Deputy Supervisor Position RESOLVED that compensation of employees of the Town of North Collins Highway Department, effective January 1, 2026, are to be paid at the following rates: Motor Equipment Operators per Hour Rate: First year $ 25.00 Second year $ 25.75 Third year $ 26.52 Fourth year: $ 27.32 RESOLVED that hourly recreation/after school employees will be compensated at the rate of $16.00 per hour unless named individually in a separate resolution. RESOLVED that Heidi Kibler will be paid at the rate of $28.39 per hour for any work performed in relation to any grants received by the Town and assistant to the bookkeeper/accountants. RESOLVED that compensation of Fire Wardens is hereby fixed at the rate of $16.00 per hour for time actually spent in extinguishing forest fires. RESOLVED that Town of North Collins full-time employees summoned for Jury Duty or subpoenaed to appear in court for other than personal issues will be paid their full salary for the duration of their obligation. Employees must submit proof from the court of their attendance to receive payment. Section II APPOINTMENTS RESOLVED that Ellen Mathis is to be appointed the Deputy Town Supervisor and shall be compensated with an additional $1,318.00 annually to be paid monthly. RESOLVED that Heidi Kibler be appointed the Deputy Town Clerk and shall be compensated at the rate of $20.14 per hour, paid bi-weekly. RESOLVED that the Supervisor John Tobia is the Budget Officer at a salary of $1.00 for the year. RESOLVED that Supervisor John Tobia appoints Bahgat Laurito Bahgat as the Accountant /Bookkeeper to the Supervisor for the year 2026 according to the contract dated 3/2/2024 RESOLVED that Highway Supervisor Winter appoints Zach Bergan as Deputy Superintendent of Highways. The Deputy Superintendent shall be compensated at the rate of $29.64 per hour with an additional $1 for the position of Deputy Superintendent for a total of $30.64 per hour. RESOLVED that Richard Schaus is hereby retained contractually as Attorney for the Town to serve as needed at an annual contract amount of $19,467.00 paid monthly. One (1) year term ending December 31, 2026. RESOLVED that Richard Schaus is hereby appointed as Town Prosecutor for the year beginning January 1, 2026, and be it further RESOLVED that Rachel Scanlon is hereby appointed Deputy Town Prosecutor for the year beginning January 1, 2026, and they shall be paid monthly at the rate of $432.60 per occasion. RESOLVED that Jeneen Hill is hereby retained as Town Assessor for the town of North Collins per the term of the fully executed contract for Shared Services with the Town of Evans. RESOLVED that Jeneen Hill and Tyler Hill are hereby appointed as New York State Code Enforcement Officer and Building Inspector for the year beginning January 1, 2026 for the Town of North Collins, at an annual salary of $8,857.00 each, paid monthly. RESOLVED that Teresa Baskerville are hereby appointed as Clerk to the Town Justices for the year beginning January 1, 2026, at annual salary of $20,078.10, paid monthly. RESOLVED that Lindsay Demmerley is hereby appointed to the position of Co-Recreation Department Leader for the year beginning January 1, 2026, with a monthly salary of $454.23 RESOLVED that Mitchell Warsaw is appointed to the position of Co- Recreation Department Leader, for the year beginning January 2026, at a monthly salary of $454.23. BE IT RESOLVED that Margaret Orrange is hereby appointed as Town Historian, according to State Education Law, sec. 248, for the year beginning January 1. 2026, at an annual salary of $2555.43 paid monthly. RESOLVED that Lynn M. DiVincenzo is hereby appointed as Affirmative Action Officer, for the year 2026, to serve with no compensation. RESOLVED that Lynn M. DiVincenzo is hereby retained to a four-year term as Registrar, to be compensated by a salary of $1,404.00 for the year 2026, paid bi-weekly. Term commenced January 01, 2025 and concludes December 31, 2028. RESOLVED that the following shall be appointed to be retained to a four-year term as Marriage Officers for the Town of North Collins, term commenced January 01, 2024 and concludes December 31, 2027: Paul Lawton, Lynn M. DiVincenzo, Margaret Orrange, John Tobia. RESOLVED that the following Police Officers are approved as court Bailiffs paid by the Village of North Collins: Richard Cooper, Michael Davis, James Duffy, Michael Livecchi and Reid Smith. ALSO RESOLVED that Thomas Harrison and Glen Kerwin are appointed to serve as Constables at a rate of $18.54 They shall have all the duties of the Constabulary as previously established effective January 01, 2026 through December 31, 2026. RESOLVED that Rick Myers is hereby appointed as Town Coordinator of Disaster Preparedness for the year 2026, to be compensated by an annual salary of $2,869.00, paid monthly. The following have been appointed as Fire Police for the year 2026: North Collins: Cecil A. Lee, Richard Bley, Chris Caruana, Jeff Mathis, Trey Bley Langford-New Oregon: Don Koch, Ronald Geiger, Andre Kowal, Ralph Mertle, Cindy Simon, Timothy Simon, Richard Spengler, Charlie Hohman Lawtons: Norm Dotzler, Jim Fyock, Al Kornowicz, Mark Lisowski, Mike Lisowski, Curt Mancuso, Dwayne Morosey, Ray Prieschel, John Schmit, Bob Spengler, Herb Wittmeyer, Tim Wagner, Mike Ortiz, Bill Emke RESOLVED that Keith Ayers, District #1, John Armbruster, District #2, and Dwayne Morosey, District #3, are hereby appointed as Fire Wardens for the year beginning January 1, 2026, RESOLVED that Langford-New Oregon Fire Chief John Armbruster is hereby designated to act as Superintendent of Forest Fires in the absence of the Supervisor for the year beginning January 1, 2026, to serve with no compensation. RESOLVED John Tobia will serve as the Fair Housing Officer effective January 1, 2026, to serve with no compensation. RESOLVED Ronald Miller and Brian Schroeder appointed as Maintenance Personnel effective January 01, 2026, at an hourly rate of $22.50. Section III BOARD PROCEDURE ( Policy) RESOLVED THAT the regular Monthly Meeting of the North Collins Town Board shall be held on the second MONDAY of each month at 5:00 PM in the Town Hall located at 10569 Main Street North Collins. RESOLVED that the North Collins Town Board will conduct its business under the guidelines printed in the New York State Division of Local Government Services publication Conducting Public Meetings and Public Hearings. RESOLVED THAT All Board members receive a copy of the unapproved Board Minutes (from all Town Board meetings) for public review within ten business days from the date of such meetings. (Open Meeting Law 106) Also RESOLVED that all Board Members wishing to add items to the agenda should notify the Town Supervisor 48 hours prior to the meeting. RESOLVED that a notice of all regular and special meetings and all public hearings held by the Town Board, shall be published in the "Dunkirk Observer" and the cost of such publications shall become a proper charge of the Town of North Collins. Section IV AUTHORIZATIONS & RESPONSIBILITIES Town Board RESOLVED THAT this Board approve as the form and amount the Employee’s Blanket Bond—which includes the offices of Supervisor & his Bookkeeper, Highway Superintendent, Town Justices, Court Clerk, Town Clerk—Tax Collector, and her Deputy, Peace Officer, Councilmen, Youth Supervisors, Code Enforcement Officers, Animal Control Officer & Emergency Manager. RESOLVED THAT pursuant to Section 118 of NY Town Law the Town Board authorizes payment of claims presented to the Town Board and such voucher shall be accompanied by a statement by the officer who originates the claim that he approves the claim and the services were actually rendered or supplied and the equipment actually delivered in lieu of the verification of the creditor. Supervisor RESOLVED THAT pursuant to Section 118 of NY Town Law the Town Board permits the Supervisor to pay claims for public utilities, insurance, debt service, postage, freight and express charges, before they are audited or reviewed by the Town Board. RESOLVED THAT the Supervisor be authorized to pay the bills for all funds including payroll and the Town Board shall audit the bills every month prior to the Town Board meeting. RESOLVED THAT the Supervisor is authorized to use electronic signatures on payroll checks. RESOLVED that Supervisor Tobia and Deputy Supervisor Mathis shall have the authority to hire subcontractors for emergencies related to the Town buildings, not to exceed $1,500 per incident. Any amount above $1,500 would require Town Board approval. RESOLVED that Supervisor Tobia may transfer monies between funds to meet obligations at his discretion. All monies transferred shall be classified as “Due to” or “Due from” other funds, and promptly repaid as finances allow. RESOLVED that the Supervisor is hereby authorized and directed to pay the amount equal to 75% of the full cost of single policy Blue Cross Health Insurance per month for the full-time Highway employee’s and Highway Superintendent and 75% of the Family Plan per month for the duration of the current enrollment period which concludes April 30, 2026. Rate changes will become effective May 01, 2026 and the Town will continue to pay 75% of the adjusted premium and Employees will pay 25% of the adjusted premium. RESOLVED THAT the Supervisor be authorized to invest any surplus monies and tax monies as prescribed by law, wherever most advantageous rates are available. RESOLVED THAT warrants and abstract checks to be paid within terms of invoice or within seven days of authorization. RESOLVED THAT BLB is hereby authorized by the Supervisor to obtain information and direct transfers for all Town of North Collins Checking and Savings accounts. RESOLVED THAT Supervisor John Tobia is authorized to endorse checks, withdraw or transfer funds with Community Bank, N.A and that Deputy Supervisor Mathis is authorized to endorse checks in the event the Supervisor is not available. Town Clerk RESOLVED that Lynn M. DiVincenzo, as Tax Collector for the Town of North Collins, shall deposit all sums of money received by her as tax collector, in Community Bank N.A., North Collins as required by Sec. 35 of the Town Law. RESOLVED THAT the Town Clerk will retain petty cash funds of $100 during 2026. Highway Superintendent RESOLVED THAT the Highway Superintendent is required to provide with all vouchers, signed invoices showing who received what material and on what date. RESOLVED THAT David J. Winter, Supt. of Highways, is hereby authorized and directed to purchase gasoline and diesel fuel through the State Department of Standardization and Purchase. “State Contract” Animal Control Officer RESOLVED THAT the Animal Control Officer be authorized to accept and obtain all information and certificates pertaining to the licensing of a canine in order to release a seized canine to the owner outside of regular business hours. All information and certificates collected will be turned over to the Town Clerk on the next regular business day for processing. RESOLVED THAT the Animal Control Officer shall submit a monthly report to the Village and Town. Code Enforcement Officer RESOLVED THAT said Code Enforcement Officer shall have all powers and duties designated by the North Collins Town Board, including those previously designated. RESOLVED THAT the Code Enforcement Officer shall attend all Town board meetings and shall be required to submit a monthly report to the board. RESOLVED THAT the Code Enforcement Officer shall be available to attend all planning board meetings when requested by the planning board chairman. Town Assessor RESOLVED THAT the Town Assessor shall attend at least one town board meeting quarterly to include the first meeting following the mailing of tax statements. Section V CONTRACTS & ASSIGNMENTS RESOLVED that "The Dunkirk Observer", Dunkirk, NY is hereby designated as the official newspaper of the Town of North Collins, and all official reports and all other papers required by law to be published shall be published therein, and the expense thereof shall be charged against the Town of North Collins. RESOLVED that a notice of all regular and special meetings and all public hearings held by the Town Board shall be published in the "Dunkirk Observer" and the cost of such publications shall become a proper charge of the Town of North Collins. RESOLVED that reports or Official Papers may also be published in supplemental newspapers or advertising media as provided by Sec. 64 of Town Law at the discretion of the Town Board. RESOLVED that Evans Agency is the insurance agent for the Town of North Collins for the year 2026. RESOLVED that Community Bank, N.A., be designated as the official depository for all Town of North Collins funds, in which Supervisor John Tobia, shall deposit all of the monies received by him as Supervisor. RESOLVED that Bahgat & Laurito-Bahgat is the provider of payroll services that include withholding for retirement and insurances, as well as, on the direction of employees, dispersing or crediting savings or checking to a direct deposit to any bank as designated by the employee as per Banking Law 96-b; General Municipal Law 93-d, Town Law 29 (3). RESOLVED that the retirement coverage, currently in effect under the New York State Employees' Retirement System, be continued for all Town employees. RESOLVED that the 2026 annual contract between the Town of North Collins and the Village of North Collins for Police Services with the Village Police Department in the amount of $39,500.00 is hereby approved and shall be executed by the Town Supervisor RESOLVED that the 2026 annual contract between the Town of North Collins and the North Collins Emergency Squad, Inc. for the sum of $52,500 is hereby approved and shall be executed by the Town Supervisor. RESOLVED THAT THE 2026 annual contract between the Town of North Collins and the Langford-New Oregon Volunteer Fire Company, in the amount of $62,600 is hereby approved and shall be executed by the Town Supervisor. The Town of North Collins will pay the cost of the NYS Volunteer Cancer Benefit at an amount not to exceed $137.00 for each Certified Interior Fire-Fighter. RESOLVED that the 2026 annual contract between the Town of North Collins and the Lawtons Volunteer Fire Company in the amount of $62,600 is hereby approved and shall be executed by the Town Supervisor. The Town of North Collins will pay the cost of NYS Volunteer Cancer Benefit at an amount not to exceed $137.00 for each Certified Interior Fire-Fighter. RESOLVED that the 2026 annual contract between the Town of North Collins and the Village of North Collins and the North Collins Volunteer Fire Company in the amount of $32,550. is hereby approved and shall be executed by the Town Supervisor. BE IT RESOLVED that the 2026 annual contract between the Town of North Collins and the North Collins Historical Society, Inc. in the amount of $300 is hereby approved and shall be executed by the Town Supervisor. RESOLVED that the 2026 annual contract for the provision of animal control services to the Village of North Collins in the amount of $3,450.00 is hereby approved and shall be executed by the North Collins Town Supervisor. RESOLVED that the Town Board shall have the responsibility for the hiring and firing of cleaning and maintenance personnel, with compensation to be paid at the rate of $19.57 per hour. The Board has the authority to contract with an outside firm if they so desire. RESOLVED that the Town enter into a lease with Erie County Board of Elections for use of the Senior Center for Primary and Election days at the rate established by Erie County. (According to Federal HAVA law, the Erie County Board of Elections will select the Polling Places for 2024). RESOLVED that the 2026 annual contract between the Town of North Collins and the Town of Eden for Animal Control Services in the amount of $8,800.00 is hereby approved shall be executed by the Town Supervisor. RESOLVED that the 2026 annual contract between the Town of North Collins and the Eden Veterinary Clinic in the amount of $30.00 per day per animal is hereby approved and shall be executed by the Town Supervisor. RESOLVED that the Town Board commits to a $15,000.00 donation to the North Collins Library for the fiscal year 2026. Section VI COMMITTEES RESOLVED THAT Town Law Section 6 authorizes the Supervisor to appoint solely in his or her discretion, committees consisting of the members of the Town Board. Since the Supervisor has the discretion in regards to the creation of these committees as well as appointments of the Town Board member, the Supervisor also has the discretion of which matters are referred to the committee. The Board liaisons for the year 2026 will be as follows: Supervisor Tobia Association of Erie County Governments Marriage Officer Public Safety Seniors Grant Writers Emergency Squad Ellen Mathis Deputy Supervisor Co-Parks & Recreation North Collins Fire Dept. Zoning Board of Appeals School Board Miguel Ortiz Building Maintenance & Repair Street Lighting Northeast South Towns Solid Waste Management Code Enforcement Lawton’s Fire Company Highway Vicki Kehr Dog Control North Collins American Legion Recycle & Garbage Flags Justice Courts Historian Peter Robbins Langford – New Oregon Fire Company Library Town Clerk Assessor Co- Park and Recreation The Town has appointed the following five individuals to a five-year term on the Planning Board, which meets as requested by the Town Board. Appointee Appointment Expiration Matt Sweet December 31, 2030 Michael Drumm December 31, 2029 Ryan Maggio* December 31, 2028 Curt Mancuso December 31, 2027 Trevor Trovato* December 31, 2026 Appointed by Village as per Local Law The Town has appointed the following eight individuals to a five-year term on the Library Board Appointee Appointment Expiration Charlene Tretyak December 31, 2030 Sarah Friedrich December 31, 2030 Ellen Franz December 31, 2026 James Mardino December 31, 2027 Patricia Dole December 31, 2028 Anne Maggio December 31, 2029 The Town has appointed the following five individuals to a five-year term on the Zoning Board which meets as requested by the Town Board. Appointee Appointment Expiration Ryan Sheehan December 31, 2030 Ron Guest December 31, 2029 Ron Miller December 31, 2028 James Lint December 31 ,2027 Ann Moritz December 31, 2026 The Town has appointed the following five individuals to a five-year term on the Board of Assessment Review, which meets on the 1st Thursday of June. Appointee Appointment Expiration Sam Sheehy September 30, 2030 William Moritz September 30, 2029 Logan Halewski Reed September 30, 2028 Charlene Weiss September 30, 2027 Diana Mathis September 30, 2026 The Town has appointed the following five individuals to a five-year term on the Recreation Board. Appointee Appointment Expiration Jenn Ebersole December 31, 2029 Lynn DiVincenzo December 31, 2026 Sharon Woronowski December 31, 2026 Alyson Laing December 31, 2026 Bonnie Noto Senior representative Section VII POLICY RESOLVED that the Town Board Meeting Schedule for 2026 shall be as follows: January 12, 2026 February 9, 2026 March 9, 2026 April 13, 2026 May 11, 2026 June 8, 2026 July 13, 2026 August 10, 2026 September 14, 2026 October 5, 2026 * 1st Monday due to Columbus Day November 9, 2026 December 14, 2026 RESOLVED that the Town Board Rules of Order for the Town of North Collins (as included in Appendix I) be adopted. RESOLVED that the Cash Management and Investment Policy for the Town of North Collins (as included in Appendix II) be adopted. RESOLVED that the Procurement Policy for the Town of North Collins (as included in Appendix III) be adopted. RESOLVED that the Personnel Policy for the Town of North Collins (as included in Appendix IV) be adopted. RESOLVED that the Workplace Violence Prevention Policy for the Town of North Collins (as included in Appendix V) be adopted. RESOLVED that the Drug & Alcohol Policy for the Town of North Collins (as included in Appendix VI) be adopted. RESOLVED that the Personnel Policy – Highway Department for the Town of North Collins (as included in Appendix VII) be adopted. RESOLVED that the Community Center Policy for the Town of North Collins (as included in Appendix VIII) be adopted. Appendix I Town Board Rules of Order for the Town of North Collins Roberts Rules of Order will be followed at all public meetings for Calendar year 2026. A Public Forum Session will be held at all meetings. Adopted: January 12, 2026 Appendix II Cash Management and Investment Policy for the Town of North Collins WHEREAS, the Office of the Comptroller of the State of New York has determined that an investment policy of a local government is meant to minimize risks, to ensure a competitive rate of return, and to ensure that investments mature when the cash is required to finance operations; therefore, BE IT RESOLVED that the Town Board of the Town of North Collins hereby authorizes the Town Supervisor to invest all funds, including general funds (fire protection district funds, highway moneys) not obligated or required for immediate expenditure, proceeds of obligation and reserve funds in: a. Savings account/certificates of deposit issued by the following banks or trust companies authorized to do business in New York State, to wit, Community Bank, North Collins, and Key Bank, Eden, NY. b. Obligations of New York State c. Obligations of the United States Government. Said investments are to be payable or redeemable at the option of the Chief Fiscal Officer of the Town within such times as the proceeds may be needed to meet expenditures for which moneys were provided. BE IT FURTHER RESOLVED that other Town officials receiving money in their official capacity must deposit funds in negotiable order of withdrawal accounts. All investments made pursuant to this investment policy shall comply with the following conditions: COLLATERAL a. Certificates of deposit shall be fully secured by insurance of the Federal Deposit Insurance Corporation or by obligations of New York State or obligations of the United States or obligations of federal agencies, the principal and interest of which are guaranteed by the United States, or obligations of New York State local governments. Collateral shall be delivered to the Town or a custodial bank with which the Town has entered into a custodial agreement. The market value of collateral shall at all times equal or exceed the principal amount of the certificate of deposit. Collateral shall be monitored no less frequently than monthly, and market value shall mean the bid or closing price as quoted in the Wall Street Journal or as quoted by another recognized pricing service. . b. Collateral shall not be required with respect to the direct purchase of obligations of New York State, obligations of the United States, and obligations of federal agencies, the principal and interest of which are guaranteed by the United States Government. 2. WRITTEN CONTRACTS a. Written contracts shall be required for the purchase of all certificates of deposit. b. A written contract shall be required with the custodial bank. 3. ACCOUNTS The Town Board of the Town of North Collins, at its annual meeting, shall designate the custodial bank(s) for accounts of the Supervisor and the Town Clerk/Tax Collector. 4. FINANCIAL STRENGTH OF CUSTODIAL BANK AND TRADING PARTNERS All trading partners must be creditworthy. Their financial statements must be reviewed at least annually by the Chief Fiscal Officer of the Town to determine satisfactory financial strength. 5. OPERATIONS, AUDIT AND REPORTING The Chief Fiscal Officer of the Town shall authorize the purchase and sale of all certificates on behalf of the town. The Town Board of the Town of North Collins shall review and approve the annual investment report within 120 days of the end of the fiscal year. The provisions of these investment guidelines shall take effect prospectively and shall not invalidate the prior selection of the custodial bank or prior investment. Adopted: January 12, 2026 Appendix III Procurement Policy for the Town of North Collins TOWN OF NORTH COLLINS PROCUREMENT POLICY Whereas, Section 104-b of the General Municipal Law (GML) requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML §103 or any other law; NOW THEREFORE, BE IT RESOLVED, that the Town of North Collins does hereby adopt the following procurement policies and procedures: 1. Operational Necessity Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML §103. Every town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. All purchases require a Voucher with a valid department head approval. The department approval includes an assertion that there are appropriations available in the budget 2. Purchasing limitations and requirements All purchases of (a) supplies or equipment which will exceed $20,000 in the fiscal year or (b) public works contracts over $35,000 shall be formally bid pursuant to GML §103. All estimated purchases of goods, supplies and equipment shall be purchased as follows: Less than $20,000 but greater than $8,000- requires a written request for proposal (RFP) and written/fax/email quotes from three (3) vendors. Less than $8,000 but greater than $3,000 - requires an oral request for the goods and oral/fax/email quotes from two (2) vendors. Less than $3,000 but greater than $500- are left to the discretion of the Purchaser, but all steps taken by the Purchaser to solicit prices must be documented in writing by the Purchaser. All estimated public works contracts shall be purchased as follows: Less than $35,000 but greater than $20,000 - requires a written request for proposal (RFP) and written/FAX/email proposals from three (3) contractors Less than $20,000 but greater than $5,000 - requires a written request for proposal (RFP and written/FAX/email proposals from two (2) contractors Less than $5,000 are left to the discretion of the Purchaser, but all steps taken by the Purchaser to solicit prices must be documented in writing by the Purchaser. 3. Request for proposal (RFP) process and selection Any written RFP shall describe the desired goods, quantity and the particulars of delivery. Purchaser shall compile a list of all vendors from whom written/FAX/oral/email quotes have been requested and the written/FAX/oral/email quotes offered. All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contracts. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the town and its taxpayers to make an awarded to other than the low bidder. If the lowest bidder is not deemed responsible, facts supporting that judgment shall be documented and filed with the record supporting the procurement. A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. 4. Exceptions Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances: 1. Acquisition of professional services 2. Emergencies 3. Sole source situations 4. Goods purchased from agencies for the blind or severely handicapped 5. Goods purchased from correctional facilities 6. Goods purchased from another governmental agency 7. Goods purchased at auction 8. Goods purchased for less than $500 9. Public works contracts for less than $1,000 10. Purchases otherwise permitted by law, including under State or County contracts, or as provided under GML§103(16) (“piggybacking” provision). 5. Subcontractor Requirements All vendors earning above $600 annually, prior to providing a service or job must submit a W-9; vendors that do not submit W-9’s prior to payment, payment will not be mailed until proper documentation is received by the Supervisor’s Office. Subcontractors that are hired by the Town must provide a certificate of insurance for liability and compensation, naming the Town as additionally insured prior to starting any work. All requirements listed in the policy must be provided prior to starting work. 6. Employee Reimbursements All employee reimbursement requests are submitted within 60 days of said expenditures to be eligible for payment within the budgetary year. Town officials using his automobile on Town Business shall be reimbursed on the basis of $.72.5 per mile, upon submission of a duly executed voucher, stating the date, reasons for travel and the number of miles. A Map-quest document will be submitted with voucher showing starting and ending route to substantiate the mileage request. Receipts will be required for reimbursement for tolls. 7. Public Officials Responsibilities The Highway Superintendent is required to provide with all vouchers, signed invoices showing who received what material and on what date; as well as what the materials were used for and the disposition of the replaced materials. Warrants and abstract checks to be paid within terms of invoice or within seven days of authorization. This policy shall be reviewed annually by the town Board at its organizational meeting or as soon thereafter as is reasonably practicable. Adopted: January 12, 2026 Appendix IV Personnel Policy New Hires: Newly hired employees of the Town of North Collins effective January 1, 2022, are hired at a probationary status for a period of 90 days. During such probationary period, the employee is not entitled to employee benefits, and may be terminated at any time without cause. Employee Benefits: (Excluding Highway See Appendix VII) Full-time Town employees shall be entitled to receive the following twelve paid Holidays for the year 2026: New Year's Day, Martin Luther King Day, Presidents’ Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veterans' Day, Thanksgiving Day, and Christmas Day, and shall be entitled to receive wages at their regular rate prescribed for the classification of the week. Holidays will be paid at eight (8) hours per day. Effective January 1, 2022, full-time employees’ anniversary dates are their dates of hire. Each Town employee with one year of service shall be entitled to one week vacation (forty, (40) hours). Each employee with three or more years of service, shall be entitled to two week’s vacation (eighty, (80) hours) each employee with ten years of service, shall be entitled to three weeks of vacation (one hundred twenty, (120) hours) and each employee with 15 years of service shall be entitled to four weeks of vacation (one hundred sixty, (160) hours). All vacations must be used in the current year and cannot be carried over, and said vacations shall be subject to the general welfare of the public and approved by their Direct Supervisor. Each full-time employee of the Town of North Collins with one full year of service, shall be entitled to 12 sick days each year, accumulated at the rate of one day per month (eight, (8) hours is equal to one day) not to exceed 150 days. Full-time employees are entitled to four personal leave days (eight (8) hours is equal to one day) each year at the approval of the direct supervisor and is accumulated as personal time. Any unused personal leave days will be rolled into the employees’ sick accrual at the close of each calendar year. Health Care Newly hired full-time employees are entitled to healthcare benefits after a period of 90 days from the date of hire at a cost of 25% of the premium by the employee through payroll deduction. All full-time employees of the Town who retire with thirty (30) years of service to the Town shall receive paid health insurance as a post-employment benefit. Any full-time employee eligible for Health Insurance that chooses not to enroll will be eligible for an opt-out each calendar year. Single employees will receive $1,500.00 and married employees will receive $2,500.00. One half of payment will be made the second pay of June, and the other half will be made the second pay of December. If opt-out is not for a full 12 months payment will be pro-rated 1/12 for each month. Retirement Retirement coverage, currently in effect under the New York State Employees' Retirement System, be continued for all town employees. All full-time employees of the Town who retire with thirty (30) years of service to the Town shall receive paid health insurance with a cap of $537.00 per month. Appendix V Workplace Violence Prevention Policy for the Town of North Collins The Town strives to ensure a safe and secure environment and reduce the risk of violence to our employees and citizens. Therefore, it is our policy to have a Zero Tolerance Policy for any actual, attempted, or threatened workplace violence. Acts or threats of physical violence, including intimidation, harassment, and/or coercion toward another Town employee or citizen, or which occur on premises, will not be tolerated. Any Town employee determined to have committed any act listed above will be subject to disciplinary action, up to and including, the termination of employment. Citizens that have engaged in any type of violent act in will be reported to the New York State Police. Town employees terminated for violating a provision of this policy will not be eligible for rehire. Any person who engages in a violent or threatening manner, either verbal or physical in nature, will be removed from the Town premises as quickly as safety permits. At the Town’s discretion, employees and/or the public may be barred from the Town’s premises pending the outcome of an investigation. Any employee who engages in such behavior may be subject to disciplinary action, up to and including termination, criminal penalties or both. Definition of Workplace Violence – The term “workplace violence” is defined as any conduct which may cause an employee or citizen to fear for their personal safety, or the safety of their family, friends and/or property. Examples of workplace violence include, but are not limited to, the following: Threats or acts of violence occurring on Town premises, regardless of the relationship between the parties involved in the incident. Threats or acts of violence occurring off Town premises, by a Town employee or involving someone who is acting in the capacity of a representative of the Town. Forms of Workplace Violence – Specific examples of conduct that may be considered threats or acts of violence under this policy include, but are not limited to, the following: Hitting, shoving, or any similar act of physical aggression; Threatening physical or aggressive conduct directed toward another individual; Surveillance or stalking; Unwelcome, threatening or harassing contact with another individual via phone calls, via a social media website, via email, via text message or on the internet; Acting in a hostile manner through unwelcome words, actions or physical contact not resulting in physical harm to another person; Threats of, causing or attempting to cause physical injury to another person; Intentional destruction or threat of destruction of Town property; Possession of a weapon while on Town property or while on Town business without proper authorization; Expression of suicidal or homicidal intent or thoughts; Unusual agitation or excitement, which may be accompanied by incoherent and/or irrational behavior or harassment. Employee Responsibilities – Any Town employee who sees, hears or learns of any conduct or statement that seems threatening or suspicious or who believes that they are a victim of workplace violence must immediately report such conduct to their immediate supervisor. Any Town employee who obtains a restraining order against another person, or who is the subject of a restraining order, must immediately report this to the Supervisor’s Office. Reports should be made regardless of whether the potentially dangerous person is a Town employee or citizen. Reports or incidents warranting confidentiality will be handled appropriately and information will be disclosed to others only on a “need to know” basis. This policy does not prevent employees from directly notifying law enforcement officials of the situation. Any employee who in good faith reports any of the above types of matters will not be retaliated against. Furthermore, if a Town employee is confronted by someone who is armed, they should not attempt to challenge or disarm the individual. Instead, they should use their best judgment to avoid injury or escalate the situation and should contact the New York State Police Department as soon as possible. Town Responsibilities – Once the employee’s immediate supervisor is notified of a potentially dangerous situation, they must immediately report the employee’s concern to the appropriate Department Head. The Department Head is responsible for investigating the situation to: Take immediate action to end the dangerous or harassing behavior; Notify the Supervisor’s Office and Town Attorney; Work with the Supervisor’s Office and Town Attorney to resolve the situation and take disciplinary action, if appropriate. The New York State Troopers will be immediately notified of a situation that has the potential for immediate danger to the safety of a Town employee or citizen. The Town will cooperate with law enforcement authorities during any investigations. Adopted: January 12, 2026 Appendix VI Drug & Alcohol Policy for the Town of North Collins SECTION I: PURPOSE Town of North Collins recognizes that the use and/or abuse of alcohol or controlled substances by drivers of commercial vehicles or employees in safety-sensitive positions present a serious threat to the safety and health of employees and the general public. It is the policy of the Town of North Collins that its drivers and safety-sensitive support personnel should be free of drugs and alcohol in compliance with the Omnibus Transportation Employee Testing Act of 1991. The Town has implemented a drug and alcohol testing program which is designed to help reduce and avoid traffic accidents and injuries to our employees and the public, to discourage substance and alcohol abuse and to reduce other drug and alcohol - related problems. SECTION II: COVERED EMPLOYEES For purposes of this policy, the Town strictly prohibits the use of alcohol and/or controlled substances by its employees who are performing, ready to perform, or ceasing to perform the following safety-sensitive job functions: Operation of commercial motor vehicles and those who are subject to commercial driver license law pursuant to 49 CFR Part 383. SECTION III: TESTS ·FOR DRUGS AND ALCOHOL. GENERAL. The Town shall test employees for drug and alcohol use in accordance with the Federal Highway Administration regulations, 49 CFR Parts 40,382,391,392,395, that pertain to employees who operate commercial motor vehicles and are subject to commercial driver’s license law pursuant to 49 CFR Part 3 83. The Town testing program· shall exceed what is mandated by the Federal Regulations in that it will conduct a base line test in addition to the mandated program. The program and its procedures shall be implemented for the Town employees effective January 1, 1996. RANDOM TESTING. The Town shall select a qualified consultant to identify employees for random drug and/or alcohol testing in accordance with the Federal regulations. REASONABLE SUSPICION TESTING. The Town has the right to test an employee in the event it has a reasonable suspicion that an employee may be under the influence of drugs or alcohol. If disciplinary action is probable, the Town Highway Superintendent will inform the employee of his/her right to consult with legal counsel. However, failure to provide that information will not preclude the Town from taking appropriate disciplinary action. The employee may consult with legal counsel as long as counsel can respond without causing a delay in the testing process. SECTION IV: POST-ACCIDENT TESTING. When a post-accident test is required, the employee may consult with legal counsel as long as counsel can respond without causing a delay in the testing process. If a test result of the primary specimen is positive, the Town shall immediately request that a qualified medical review officer direct that the split specimen be tested in accordance with the procedures set forth in 49 CFR Part 40, sections 40.25(f)(l O)(ii), 40.29(b )(2)(3), and 40.33 (f). An employee may contact the medical review office prior to analysis of the split specimen. SECTION V: PAYMENT OF WAGES The Town shall pay the employee for the time required to comply with post-accident, random selection, reasonable cause/suspicion and return to duty testing. Such testing shall include, but not be limited to providing a breath sample, a urine sample, and shall include travel time to and from the test site. However, all follow up testing shall be at the expense of the employee. SECTION VI: CALL-IN PROCEDURE At the time an employee is called to report to duty, the employee shall acknowledge the use of alcohol, any drug, or other substance which might impair the employee's ability to perform job duties. In. such cases the employee will not be required to report to work. This section, however, shall not in any manner reduce, eliminate or otherwise affect any existing duty of employees to be reasonably available and capable of reporting to work without any drug or alcohol impairment. SECTION VII: EVALUATION AND TREATMENT Any cost involving an initial evaluation by the substance abuse professional, selected by the Town, shall be borne by the Town. All follow-up testing directed by the substance abuse professional shall be paid for by the employee and will be on the employee's time. The expense of such follow up testing may be submitted to insurance providers if the employee so chooses and if covered. This in no way is a guarantee by the Town that such claim will be paid by the insurance providers. When a follow-up test is to be performed, the employee may consult with legal counsel, as long as counsel can respond without causing a delay in the testing process. Unless the employee is terminated, an unpaid leave of absence will be allowed for follow-up testing and treatment on an in-patient or out-patient basis, provided that the employee may use accumulated sick leave, vacation and/ or personal time in accordance with the current personal and sick leave policies. This provision shall in no way preclude the right of the Town to prefer appropriate charges and bring disciplinary proceedings against an employee with the full range of potential penalties. Reinstatement to the employee's position or an equivalent position may only occur upon certification that the employee has satisfactorily completed evaluation and followed recommended program and that the program recommends return to regular assignment. Department heads shall retain the right to assign and manage personnel to best serve the department’s needs. SECTION VIII: PREVIOUS POLICIES AND PROCEDURES In the event of a conflict, the federal regulations and this Memorandum of Policy shall supersede previous policies and procedures pertaining to drugs and alcohol. SECTION IX: COPIES OF AGREEMENT The Town shall provide each affected employee with a copy of this Memorandum of Policy. SECTION X: SEVERABILITY If any provision of this Memorandum of Policy conflicts with a statutory or regulatory provision or is declared inoperative by a court of competent jurisdiction, the remaining provisions of this Memorandum of Policy shall remain in full force. The parties shall thereafter meet within 90 days to renegotiate said negated clause. Adopted: January 12, 2026 Appendix VII Personnel Policy – Highway Department Position Requirements: All motor equipment operators must have a commercial driver (CDL) license prior to his/her hire date and provide a copy of said CDL to Town Supervisor with initial employee paperwork. If at any time the CDL is not valid, employee will be subject to suspension without pay until resolved to a valid status. Any new Deputy Superintendents of Highways shall be appointed by the Superintendent of Highways from the current motor equipment operators and shall be compensated at the rate of $1 per hour above their current hourly rate of pay. Highway employees shall work a 40-hour work week as scheduled and determined by the Highway Superintendent. Highway employees shall be subject to calls twenty-four (24) hours per day to deal with town emergencies. New Hires: Newly hired employees of the Town of North Collins effective January 1, 2021, are hired at a probationary status for a period of 90 days. During such probationary period, the employee is not entitled to employee benefits and may be terminated at any time without cause. Employee Benefits: Town Highway employees shall be entitled to receive the following twelve (12) paid Holidays each calendar year: New Year's Day, Martin Luther King Day, Presidents’ Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veterans' Day, Thanksgiving Day, and Christmas Day. All holiday pay will be paid at eight (8) hours per holiday. Employees shall be entitled to receive wages at their regular rate prescribed for their classification and as set each year at the Annual Re-Organization Meeting. Straight time will be paid for the first 40 hours of work and time and one half will be paid for all hours in excess of 40 in the 7 day pay period. Work on all holidays will be paid at double time regardless of other hours worked in that pay period. Effective January 1, 2023, employees’ anniversary dates are their dates of hire. Each Town employee will be entitled to vacation as per the following schedule: One Year One (1) Week (40 hours) Two to Ten Years Two (2) Weeks (80 hours) Ten to Fifteen Years Three (3) Weeks (120 hours) Fifteen Plus Years Four (4) Weeks (160 hours) All vacations must be used in the current year and cannot be carried over, and said vacations shall be subject to the general welfare of the public and approved by the Superintendent of Highways. Each Full-Time employee of the Town of North Collins Highway Department with one full year of service, shall be entitled to 12 sick days each year, accumulated at the rate of one day per month (eight (8) hours per day) not to exceed 150 days. Accrued sick time is to be used for personal illness or disability only. Any employee who absents him/herself for three (3) consecutive days or more than (6) days in any one calendar month, shall present a written report from his/her physician certifying the absence. Employees must call their supervisor no less than two (2) hours prior to the start of their shift to report their absence. Full-Time employees of the Town of North Collins Highway Department are entitled to four personal leave days (eight (8) hours per day) each year with the approval of the Highway Superintendent and accumulated as personal time. Any unused personal leave days will be rolled into the employees’ sick accrual at the close of each calendar year. Full-Time employees of the Town of North Collins Highway Department will be granted a maximum of four (4) consecutive workdays for bereavement and will receive their full pay for the absence. The employee shall give notice to the Highway Superintendent of a claim of bereavement as soon as reasonably possible. Bereavement pay is permitted upon the death of any of the following relatives: spouse, child, sibling, parent, grandparents, grandchild. These categories shall include step relative and in-law status. Employees shall be given time off without loss of pay for the date of the funeral of the employee’s aunt or uncle. Health Care Newly hired Full-Time employees of the Town of North Collins Highway Department are entitled to healthcare benefits after a period of 90 days from his/her date of hire at a cost to the employee of 25% of the premium to be taken through payroll deduction. Effective January 01, 2024 all employees enrolled in healthcare benefits will contribute 25% of the cost of the premium through payroll deduction. All Full-Time employees who retire with thirty (30) years of service to the Town of North Collins may continue to be enrolled in the towns policy while maintaining the 25% contribution as a post-employment benefit this benefit will be capped at $537.00 per month. Any full-time employee eligible for Health Insurance that chooses not to enroll will be eligible for an opt-out each calendar year. Single Employees will receive $1,500.00 and Married employees will receive $2,500.00. One half of payment will be made the second pay of June and the other half will be made the second pay of December. If opt-out is not for a full 12 months payment will be pro-rated 1/12 for each month. Retirement Retirement coverage, currently in effect under the New York State Employees' Retirement System shall be continued. Jury Duty Employees that are called to Jury Duty or Subpoenaed to appear in court for other than personal issues will be paid their full salary for the duration of their obligation. Employees must submit proof from the court of their attendance to receive payment. Longevity Longevity payments will be issued to Full-Time Highway Employees on the paycheck that follows their anniversary date per the following schedule: 5 years to 9 years $300.00 10 years to 14 years $400.00 15 years to 19 years $500.00 20 or more years $600.00 Re-Call a. All Full-Time Highway Employees who work their daily shift and are re-called to work after completion of their normal shift will be paid a minimum of 3 hours pay. A written report will be turned in with the corresponding payroll detailing the purpose of the Re-Call. Vehicle Use Policy All Town of North Collins Highway Employees will be required to sign the Vehicle Use Policy and comply with the contents contained within, Drug & Alcohol Testing All Town of North Collins Highway Employees will be required to comply with Appendix VI – Drug and Alcohol Policy for the Town of North Collins. Workplace Violence Prevention for the Town of North Collins All Town of North Collins Highway Employees will be required to comply with Appendix V – Workplace Violence Prevention Policy for the Town of North Collins Adopted: January 12, 2026 Appendix VIII Community Center/Recreation Building Rental centercenter00 Motion by Vicki Kehr, seconded by Peter Robbins, to approve the change to the meeting time to 6 pm. Carried. MOVED: Peter Robbins BE IT RESOLVED, the North Collins Town Board approves the reorganizational meeting minutes as presented. SECONDED: Mike Ortiz ROLL CALL: Ayes: Ortiz, Robbins, Kehr, Mathis and Tobia Noes : Item 2. ADJOURNMENT Motion by John Tobia, seconded by Mike Ortiz, to close the Re-Organizational meeting at 5:30 pm. Respectfully Submitted By, Lynn DiVincenzo Town Clerk