TOWN OF HAGUE TOWN BOARD

ORGANIZATIONAL MEETING

JANUARY 4, 2005

6:30 P.M.

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

Members present:  Supervisor Belden, L. Megow, R. Meola, R. Gladu and R. Patchett.

SALUTE FLAG:

NEW BUSINESS:

          Resolutions for 2005

          Committee Appointments

          Holiday Schedule

          Procurement Policy

          Transfer Station                        Operated by Casella Waste Management – See attached schedule  

ADJOURNMENT:  Motion by R. Meola, seconded by L. Megow to adjourn meeting at 7:00 pm.  All voting yes.  Motion carried.

RESOLUTIONS FOR 2005

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 per mile for the year 2005.  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/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 2005. 

Resolution # 12 – 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 # 13 – Petty Cash/Supervisors Office 

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

MOTION BY COUNCILMAN R. Meola, SECONDED BY COUNCILMAN L. Megow TO ADOPT THE AFOREMENTIONED RESOLUTIONS

NUMBERED 1- 13

Resolution # 14 – 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 2005 in an amount not to exceed $300 as per attached agreement.

Resolution # 15 – Hague Volunteer Fire Department, Inc.

     Resolved, that the Supervisor is authorized to enter into a contract with the Hague Volunteer Fire Department for fire protection and ambulance services for the year 2005 in an amount not to exceed $185,000 as per attached contract.

Resolution # 16 – Veterinarian

     Resolved, that the Supervisor be authorized to enter into a contract with Dr. Mack, VMD for housing of seized animals for the year 2005 in an amount not to exceed $150.00 as per attached agreement. 

Resolution # 17 – Hague Senior Citizens

     Resolved, that the Supervisor be authorized to enter into a contract with Hague Senior Citizens for an amount not to exceed $2,500 for the year 2005 as per attached agreement.

Resolution # 18 – Senior Citizen Transportation

     Resolved, that Community Action Agency will provide transportation once per month to Glens Falls for Hague Senior Citizens for the year 2005 in an amount of $180.00 per trip but not to exceed $2160 annually.

Resolution # 19 – Budget Officer Appointment

     Resolved, that Daniel Belden is named Budget Officer for the year 2005.

Resolution # 20 – Code Enforcement Officer 

     Resolved that Graham Bailey is named Code Enforcement Officer for the year 2005.

Resolution # 21 – Town Naturalist

     Resolved, that David DeFranco is named Town Naturalist for the year 2005.  

Resolution # 22 – Community Center Coordinator

     Resolved, that Bertha Dunsmore is named Community Center Coordinator for the year 2005.

Resolution # 23 – Health Officer

     Resolved, that the Town Board is designated as the Board of Health for the year 2005.

Resolution # 24 – Care Program Officer

     Resolved, that Sheryl Bailey is named Care Program Officer for the year 2005 and Viola Vassalo is named as Deputy Care Program Officer.

Resolution # 25 – Dog Control Officer/Animal Control Officer/Dog Enumerator

     Resolved, that _Linda Benway be named Dog Control/Animal Control Officer and Dog Enumerator for the year 2005.

MOTION BY COUNCILMAN R. Gladu, SECONDED BY COUNCILMAN L. Megow TO ADOPT THE AFOREMENTIONED RESOLUTIONS

NUMBERED 14 – 25

Resolution # 26 – Zoning Board of Appeals Chairman Appointment

     Resolved, that Robert Goetsch is named Zoning Board of Appeals Chairman for the year 2005.

Resolution # 27 – Planning Board Chairman Appointment

     Resolved, that David Swanson is named Chairman of the Planning Board for the 2005 year. 

Resolution # 28 – Zoning Board of Appeals Appointment

     Resolved, that William Pittman is appointed as a member of the Zoning Board of Appeals for a term to expire December 31, 2011.

Resolution # 29 – Planning Board Appointment

     Resolved, that Catherine Clark is appointed as a member of the Planning Board for a term to expire December 31, 2011.

Resolution # 30 – Town Park Commission Appointment

     Resolved, that Martin Brown   is reappointed as a member of the Town of Hague Park Commission for a term to expire December 31, 2007.

Resolution # 31 – 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 # 32 – Holiday Schedule

     Resolved, that the Town of Hague Employees shall have the following Holidays for the year 2005.

January 1                     New Years Day   (closed Friday Dec. 31, 2004)

January 17                   Martin Luther King Jr. Day

February 21                 President’s Day (Washington’s Birthday -Floating)

May 30                        Memorial Day

July 4                           Independence Day

September 5                Labor Day

October 10                  Columbus Day Observed

November 8                Election Day

November 11              Veteran’s Day 

November 24              Thanksgiving Day

December 24               Christmas Eve (Offices will be closed Fri Dec. 23^rd)

December 25               Christmas Day (Offices will be closed Mon Dec 26^th)

One’s Birthday           Floating Holiday

The Offices will also be closed January 2^nd, 2006 for New Years Day.

Resolution # 33 – Supervisors’ Committee Appointments

     Resolved, that the following Town Board Committee appointments recommended by the Supervisor be approved for 2005:

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

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

Care Program --------------------------------------------------------Patchett/Megow

Finance ---------------------------------------------------------------Megow/Meola 

Fire Department -----------------------------------------------------Gladu/Patchett  

Highway --------------------------------------------------------------Megow/Gladu

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

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

Personnel -------------------------------------------------------------Meola/Patchett 

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

Recreation & Promotion -------------------------------------------Gladu/Patchett

School ----------------------------------------------------------------DELETED  

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

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

Transfer Station/Recycling Center--------------------------------Megow/Patchett 

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

Resolution # 34 – Salaries

     Resolved, that the Hague Town Board hereby fix salaries of the following Officers and employees for the year beginning January 1, 2005 at the amount respectively stated in the 2005 budget, and such salaries shall be payable at the stated time interval:

OFFICE		SALARY		PAYABLE
Supervisor		$      15,000.00	Annual	Weekly
Budget Officer		$        1,800.00	Annual	Monthly
Deputy Supervisor		$        3,000.00	Annual	Monthly
Supervisors Sec't/Bookkeeper		$            14.90	Hourly	Weekly
Clerk - Full Time		$            14.15	Hourly	Weekly
PT Clerks		$              8.80	Hourly	Weekly
Councilmen	4	$        5,750.00	Annual	Monthly
Justice		$        7,500.00	Annual	Weekly
Justice Clerk		$              9.05	Hourly	Weekly
Highway Superintendent		$      31,500.00	Annual	Weekly
Deputy Highway Superintendent		$        2,000.00	Annual	Weekly
MEO Hwy Full Time	3	$            15.20	Hourly	Weekly
MEO Hwy Full Time	1	$            14.01	Hourly	Weekly
MEO LT Hwy Full Time	1	$            12.71	Hourly	Weekly
MEO Hwy Part time		$            11.45	Hourly	Weekly
Laborer Hwy Full Time		$             10.47	Hourly	Weekly
Laborer Hwy Part Time		$              7.55	Hourly	Weekly
Dog Control Officer		$        2,600.00	Annual	Monthly
Animal Control Officer		$        1,900.00	Annual	Monthly
Dog Enumerator		$           350.00	Annual	Monthly
Assessor		$      18,000.00	Annual	Weekly
Assessor Clerk		$             10.50	Hourly	Weekly
Board of Assessment Review	5	$            80.00	each	Session
BAR Sec't/PL & ZBA Sect		$             10.00	Hourly	Weekly
Zoning/Code Enforcement Officer	PT	$      24,000.00	Annual	Weekly
Town Clerk		$       11,000.00	Annual	Weekly
Tax Collector		$        6,500.00	Annual	Weekly
Registrar of Vital Statistics		$           550.00	Annual	Semi-Annual
Records Management Officer		$           600.00	Annual	Semi-Annual
Sewer Rent Collector		$           800.00	Annual	Semi-Annual
Town Attorney		$       16000.00	Annual	Monthly
Com Ctr Cust & Park Maint Work		$            11.05	Hourly	Weekly
CCLab/SR ParkAtd  (40hrs/wk)	FT	$            10.00	Hourly	Weekly
Park Attendants  PT		$              7.30	Hourly	Weekly
Lifeguards	2	$              8.60	Hourly	Weekly
Visitor Center Attendants	2	$              7.55	Hourly	Weekly
Historian		$        2,200.00	Annual	Monthly
Board of Elections - Custodians	2	$            80.00	each	Session
Board of Elections - Inspectors	4	$           110.00	each	Session
Sewer Dist Plant Manager		$      29,000.00	Annual	Weekly
Sewer Dist Plant Operator		$           200.00	Weekly	Weekly
Sewer Dist Plant Laborer  PT		$            10.75	Hourly	Weekly
Summer Counselor 35x5wks		$              7.30	Hourly	Weekly
Plan Bd/ZBA  Reg mtngs only		$            25.00	Per diem	Monthly

Resolution # 35 – 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.

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

All purchases MUST be accompanied by a duly signed and completed purchase order. 

The Highway Superintendent should obtain Supervisor or Committee approval prior to the issuance of any general fund purchase order.  

MOTION BY COUNCILMAN R. Meola, SECONDED BY COUNCILMAN R. Gladu TO ADOPT THE AFOREMENTIONED RESOLUTIONS

NUMBERED 26 – 35

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 2005 will be Dominick Viscardi.   

The Supervisor names Rudolph Meola as the Alternate Delegate for the Association of Towns Meeting held in February 2005.