AGENDA

 

TOWN OF HAGUE TOWN BOARD

 

ORGANIZATIONAL MEETING

 

JANUARY 2, 2004

 

6:30 P.M.

 

 

 

CALL TO ORDER:  Supervisor Belden called meeting to order at 6:30 pm.

 

MEMBERS PRESENT:  Supervisor Belden, Rudolph Meola, William Bothe, and Richard Gladu.

ABSENT:  L. Megow.

 

SALUTE FLAG:

 

NEW BUSINESS:

 

          Resolutions for 2004

 

          Committee Appointments

 

          Holiday Schedule

 

          Procurement Policy

 

          Transfer Station Schedule     

                                                      

 

 

 

ADJOURNMENT:  Motion by R. Meola, seconded by R. Gladu to adjourn meeting at 7:20 pm.  All voting yes.  Motion carried.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TOWN OF HAGUE

 

Organizational Meeting – January 2, 2004

 

MOTION BY COUNCILMAN, R. Meola,  SECONDED BY COUNCILMAN R. Gladu TO ADOPT THE FOLLOWING RESOLUTIONS # 1- 14 of 2004

 

Resolution # 1 – Regular Meeting

     Resolved, that the regular meeting of the Town Board of the Town of Hague shall be held on the second Tuesday of each month at 6:30 p.m. at the Hague Community Center.

 

Resolution # 2 – Meeting to Review Claims

     Resolved, that the Town Board of the Town of Hague will meet to review claims at 6:00 p.m. prior to the regular monthly Board Meeting at the Hague Community Center.  All claims will be verified with purchase order system.

 

Resolution # 3 – Official Depository

     Resolved, that the Evergreen Bank – Bolton Landing Office is designated official depository for the Town Funds.

 

Resolution # 4 – Official Newspaper

     Resolved, that the Glens Falls Post Star is designated as the official newspaper for legal advertisements.

 

Resolution # 5 – Mileage Rate

     Resolved, that the mileage rate be established at $.36 /mile for the year 2004.  Individuals claiming mileage MUST submit for reimbursements monthly, or payment will not be made.

 

Resolution # 6 – Investment of Surplus Funds

     Resolved, that the Supervisor be empowered to invest surplus funds to draw interest for the accounts from which the funds were drawn.

 

Resolution # 7 – Association of Towns

     Resolved, that Town Officials are permitted to attend Association of Towns meeting in NYS in February at Town Expense and naming the Supervisor the regular delegate, authorizing the Supervisor to name an alternate for voting purposes.

 

Resolution # 8 – Records Management Officer

     Resolved, that Deborah Manning is named as Records Management Officer and the Supervisor to be the Appeals Officer.

 

Resolution # 9 – Tax Collector

     Resolved, that the Tax Collector deposit in her name as Tax Collector of the Town of Hague at the Evergreen Bank, Bolton Landing Office within 24 hours after receipt, all monies collected by her which are to the Supervisor.  All monies so deposited shall be paid to the Supervisor within 15 days after receipt.

 

Resolution # 10 – Petty Cash--Town Clerk/Tax Collector 

     Resolved, that the Supervisor be authorized to establish a petty cash fund for the Town Clerk not to exceed the amount of $25.00 and for the Tax Collector an amount not to exceed $100.00.

 

Resolution # 11– Petty Cash/Recycling Center 

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $100.00 for the Recycling Center.

 

Resolution # 12 – Petty Cash/Town Park 

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $50.00 for the Town Park for the period May to September 2004. 

 

Resolution # 13 – Petty Cash/Justice

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $50.00 for the Town Justice. 

 

Resolution # 14 – Petty Cash/Supervisors Office 

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $100.00 for his Office.

 

All voting yes.  Motion carried.

 

MOTION BY COUNCILMAN R. Meola, SECONDED BY COUNCILMAN W. Bothe TO ADOPT THE FOLLOWING RESOLUTIONS #’S 15 – 29 of 2004

 

Resolution # 15 – American Legion Contract

      Resolved, that the Supervisor is authorized to enter into a contract with the American Legion Post #1538 for Memorial Day Celebrations for 2004 in an amount not to exceed $200.

 

Resolution # 16 – Hague Volunteer Fire Department, Inc.

     Resolved, that the Supervisor be authorized to enter into a contract with the Hague Volunteer Fire Department for fire protection and ambulance services for the year 2004 in an amount not to exceed $185,000.

 

Resolution # 17 – Veterinarian

     Resolved, that the Supervisor be authorized to enter into a agreement with Dr. Mack, VMD as per attached contract for the year 2004.

 

Resolution # 18 – Hague Senior Citizens Club, Inc.

     Resolved, that the Supervisor be authorized to enter into a contract with Hague Senior Citizens Club, Inc. for an amount not to exceed $1,850 for the year 2004.

 

Resolution # 19 – Senior Citizen Transportation

     Resolved, that Community Action Agency will provide transportation once per month to Glens Falls for Hague Senior Citizens for the year 2004 in an amount of $175.00 per trip but not to exceed $2100 annually.

 

Resolution # 20 – Tax Collector

     Resolved, that Deborah Manning is named Tax Collector from 1/1/2004-12/31/2007.

 

Resolution # 21 – Registrar Of Vital Statistics

     Resolved, that Deborah Manning is named Registrar of Vital Statistics from1/1/2004-12/31/2007.

 

Resolution # 22 – Deputy Registrar of Vital Statistics

     Resolved, to permit the Town Clerk to name Bertha Dunsmore as Deputy Registrars of Vital Statistics and Mary Jo Keeler as Deputy Town Clerk. from 1/1/2004-12/31/2007.

 

Resolution # 23 – Budget Officer Appointment

     Resolved, that Daniel Belden is named Budget Officer for the year 2004.

 

Resolution # 24 – Zoning Administrator/Code Enforcement Officer 

     Resolved that A. Graham Bailey is named Zoning Enforcement Officer for the year 2004.

 

Resolution # 25 – Town Naturalist

     Resolved, that David DeFranco is named Town Naturalist for the year 2004.  

 

Resolution # 26 – Community Center Coordinator

     Resolved, that Bertha Dunsmore is named Community Center Coordinator for the year 2004.

 

Resolution # 27-03 – Health Officer

     Resolved, that the Hague Town Board is designated as the Town Board of Health for the year 2003.

 

Resolution # 28 – Care Program Officer

     Resolved, that Georgina Lindquist is named Care Program Officer for the year 2004 and Janet Hoffay is named as Deputy Care Program Officer.

 

Resolution # 29-03 – Dog Control Officer/Animal Control Officer

     Resolved, that Linda Benway is named Dog Control Officer/Animal Control Officer for the year 2004.

 

All voting yes.  Motion carried.

 

MOTION BY COUNCILMAN Bothe, SECONDED BY COUNCILMAN Gladu TO ADOPT THE FOLLOWING RESOLUTIONS # 30 – 42 of 2004

 

Resolution # 30 – Zoning Board of Appeals Chairman Appointment

     Resolved, that Robert Goetsch is named Zoning Board of Appeals Chairman for the year 2004.

 

Resolution #31 – Zoning Board of Appeals Deputy Chairman Appointment

            Resolved, that Bettina King is named Zoning Board of Appeals Deputy Chairman for the year 2004.

 

Resolution # 32 – Planning Board Chairman Appointment

     Resolved, that David Swanson is named Planning Board Chairman for the year 2004.

 

Resolution #33 – Planning Board Deputy Chairman Appointment

            Resolved, that Roland Allen is named Deputy Chairman of the Planning Board for the year 2004.

 

Resolution #34 – Board of Assessment Review Chairman Appointment

     Resolved, that Mary Jo Keeler is named Chairman of the Board of Assessment Review for the 2004 year.

           

Resolution # 35 – Zoning Board of Appeals Appointment

     Resolved, that Bettina King is appointed as a member of the Zoning Board of Appeals for a term to expire December 31, 2010.

 

Resolution # 36 – Planning Board Appointment

     Resolved, that John Brown is appointed as a member of the Planning Board for a term to expire December 31, 2010.

 

Resolution # 37-03 – Town Park Commission Appointment

     Resolved, that Dottie Henry is reappointed as a member of the Town of Hague Park Commission for a term to expire December 31, 2006.

 

Resolution # 38 – Conferences & Training Sessions

     Resolved, that attendance at all conferences and training sessions be authorized by the Town Board prior to departure.  All receipts for expenses must be attached to purchase order prior to reimbursement and filed with the Bookkeeper immediately upon completion of Conference, Course or training session.  Reimbursement requests more than 45 days after sessions will not be paid.   

 

Resolution # 39 – Town Board Committee Appointments

     Resolved, that the following Town Board Committee appointments recommended by the Supervisor be approved for 2004:

Assessor & Justice --------------------------------------------------Meola/Gladu

Buildings & Grounds/Community Center -----------------------Megow/Bothe 

Care Program --------------------------------------------------------Bothe/Megow

Finance ---------------------------------------------------------------Bothe/Meola 

Fire Department -----------------------------------------------------Bothe/Gladu 

Highway --------------------------------------------------------------Megow/Bothe

Insurance -------------------------------------------------------------Meola/Gladu

Museum & Historian -----------------------------------------------Meola/Megow

Personnel -------------------------------------------------------------Bothe/Meola 

Planning/Zoning/Storm water Mngmt/------------- -------------Gladu/Bothe 

Recreation & Promotion -------------------------------------------Gladu/Meola

School ----------------------------------------------------------------Gladu/Bothe 

Sewer District # 1 ---------------------------------------------------Belden/Megow

Town Park & Beautification -------------------------------------- Meola/Gladu 

Transfer Station/Recycling Center--------------------------------Megow/Bothe 

Youth -----------------------------------------------------------------Meola/Gladu

 

Resolution # 40 – Holiday Schedule

     Resolved, that the Town of Hague Employees shall have the following Holidays for the year 2004.

Thursday         January 1                     New Years Day

Monday           January 19                   Martin Luther King Jr. Day

Monday           February 16                 President’s Day (Washington’s Birthday -Floating)

Monday           May 31                        Memorial Day

Monday           July 5                           For Independence Day

Monday           September 6                Labor Day

Monday           October 11                  Columbus Day Observed

Thursday         November 11              Veteran’s Day 

Thursday         November 25              Thanksgiving Day

Thursday         December 23               For Christmas Day

Friday              December 24               Christmas Eve

One’s Birthday                                   Floating Holiday

Also, will be closed January 1st, 2005 New Years Day.

 

Resolution # 41 – Salaries

     Resolved, that the Hague Town Board hereby fix salaries of the following Officers and employees for the year beginning January 1, 2004 at the amount respectively stated in the 2004 budget, and such salaries shall be payable at the stated time interval:

OFFICE

 

SALARY

 

PAYABLE

 

 

 

 

 

Supervisor

 

 $      14,000.00

Annual

Weekly

Budget Officer

 

 $        1,600.00

Annual

Monthly

Deputy Supervisor

 

 $        1,500.00

Annual

Monthly

Supervisors Sec't/Bookkeeper

 

 $            13.90

Hourly

Weekly

Clerk - Full Time

 

 $            13.15

Hourly

Weekly

PT Clerks, Court, PL, ZBA, BAR

 $              8.55

Hourly

Weekly

Councilmen 

4

 $        5,250.00

Annual

Monthly

Justice

 

 $        7,200.00

Annual

Weekly

Highway Superintendent

 

 $      30,000.00

Annual

Weekly

Deputy Highway Superintendent

 

 $        1,900.00

Annual

Weekly

MEO Hwy Full Time

3

 $            14.45

Hourly

Weekly

MEO Hwy Full Time

1

 $            13.26

Hourly

Weekly

MEO LT Hwy Full Time

1

 $            11.96

Hourly

Weekly

MEO Hwy Part time

 

 $            10.95

Hourly

Weekly

Laborer Hwy Full Time

 

 $              9.72

Hourly

Weekly

Laborer Hwy Part Time

 

 $              7.05

Hourly

Weekly

Dog Control Officer

 

 $        2,300.00

Annual

Monthly

Animal Control Officer

 

 $        1,700.00

Annual

Monthly

Assessor

 

 $      17,000.00

Annual

Weekly

Assessor Clerk

 

 $              9.00

Hourly

Weekly

Board of Assessment Review 

5

 $            80.00

each

Session

Bd of Assess Review Sec't

 

 $              8.25

Hourly

Weekly

Zoning/Code Enforcement Officer

PT

 $      23,000.00

Annual

Weekly

Planning & Zoning Bds Sect

 

 $              8.25

Hourly

Weekly

Town Clerk

 

 $        9,400.00

Annual

Weekly

Tax Collector

 

 $        6,000.00

Annual

Weekly

Registrar of Vital Statistics

 

 $           500.00

Annual

Annual

Records Management Officer

 

 $           500.00

Annual

Annual

Town Attorney

 

 $       13,000.00 

Annual

Monthly

Com Ctr Cust & Park Maint Work

 

 $            10.30

Hourly

Weekly

Community Center Laborer

FT

 $            10.04

Hourly

Weekly

Park Attendants

 

 $              7.05

Hourly

Weekly

Lifeguards

2

 $              7.85

Hourly

Weekly

Visitor Center Attendants

2

 $              7.05

Hourly

Weekly

Recycling Laborer Full Time

 

 $            10.04

Hourly

Weekly

Recycling Laborer Part Time

 

 $              7.05

Hourly

Weekly

Transfer Station Operator

 

 $            11.55

Hourly

Weekly

Historian

 

 $        2,100.00

Annual

Monthly

Board of Elections - Custodians

2

 $            80.00

each

Session

Board of Elections - Inspectors

4

 $           110.00

each

Session

Sewer Dist Plant Operator

 

 $      28,000.00

Annual

Weekly

Sewer Dist Plant Operator Consultant

 

 $           200.00

Weekly

Weekly

Sewer Dist Plant Laborer

 

 $            10.50

Hourly

Weekly

Sewer Dist Permit Officer

 

 $        1,000.00

Annual

Semi-Annual

 

Resolution # 42 – Procurement Policy

     Resolved, that the Following Procurement Policy be adopted for the year 2004.

 

PROCUREMENT POLICY

 

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, Section 103 or any other law, and

 

Comments were solicited from those officers of the Town involved with procurement policies and procedures:

 

Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML Section 103. Every Town Officer, Board, Department Head or other personnel with the requisite purchasing authority shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. The estimate shall include the canvass of other Town Departments and past history to determine the likely yearly value of the conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity.

 

All purchases of supplies or equipment that will exceed $10,000 in the fiscal year and public works contracts over $20,000 shall be formally bid pursuant to GML Section 103.

 

(A)  All estimated purchases of :

Greater than $1.00 but less than $500 may be authorized by Town Officials with purchasing authority, namely: the Supervisor, The Deputy Supervisor, Town Board Committee Chairpersons and the Highway Superintendent.

 

Greater than $500 but less than $4500 requires an oral and/or fax request for goods and an oral/written/fax quotes from a minimum of (two) 2 vendors and approval from the Committee overseeing the Department ordering.

 

Greater than $4500 but less than $10,000 requires a written request for proposal (RFP) and written/fax quotes from a minimum of three (3) vendors and approval of the Town Board.

                       

(B)   All estimated public works contracts of:

      Greater that $1.00 but less than $1500 may be authorized by Town Official

      with purchasing authority: namely: The Supervisor, The Deputy Supervisor,

      Town Board Committee Chairperson and the Highway Superintendent.

 

    Greater than $1500 but less than $5,000 requires an oral/fax/written Request    

    For Proposal (RFP) for public works and an oral/fax/written quotes from a

    minimum of two (2) vendors and approval from the appropriate Committee.  

 

      Greater than $5,000 but less than $10,000 requires a written Request For

      Proposal (RFP) and written/fax quotes from a minimum of two (2) vendors

      and approval of the Town Board. 

 

                               Greater than $10,000 but less than $20,000 requires a written RFP and

                               fax/proposals from a minimum of three (3) vendors and approval of the Town

                               Board.

 

     Any written RFP (Request for Proposal) shall describe the desired goods, quantity and the

     particulars of delivery.  The purchaser shall compile a list of all vendors from whom

     written/fax/oral quotes have been requested and the written/fax/oral quotes offered.

 

     All information gathered in complying with the procedures of this guideline shall be

     preserved and filed with the purchase order in the Office of the Supervisor with the

    documentation supporting the subsequent purchase or public works contract.

 

     The lowest responsible proposal or quote shall be awarded the purchase of 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 award to other than the low bidder.  If a

     bidder is not deemed responsible; facts supporting that judgment shall also 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.

 

     Except when directed by the Town Board, no solicitation of written proposal or quotations

     shall be required under the following circumstances: 

 

a.       Acquisition of professional services;

b.      Emergencies:

c.       Sole source situations:

d.      Goods purchased from another government agency.

 

     The Town Board shall review this policy annually.

 

     All purchases of the Town MUST be accompanied by a duly signed and completed purchase

     order.  The above guidelines will not deem it unnecessary to obtain a purchase order.

 

     The Highway Superintendent MUST obtain Supervisor or Committee approval prior to   

     issuance of any general fund purchase orders.

 

The Supervisor is appointing Rudolph Meola as Deputy Supervisor. 

 

The Highway Superintendent is appointing Chester Frasier as Deputy Highway Superintendent.

 

The Town Attorney for the year 2004 will be Dominick Viscardi.  Salary will be a set annual rate payable monthly. 

 

The Supervisor names Rudolph Meola as the Alternate Delegate for the Association of Towns Meeting held in February 2004.

All voting yes.  Motion carried.

 

Respectfully submitted,

 

 

Deborah F. Manning, Town Clerk