TOWN OF HAGUE TOWN BOARD

ORGANIZATIONAL MEETING

 

JANUARY 3, 2008

 

6:30 P.M.

 

 

 

CALL TO ORDER:  Supervisor Belden called the meeting to order at 6:40 pm.

 

MEMBERS PRESENT:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci, and R. Meola.

 

OATHS OF OFFICE:  Oaths of Office were given prior to the meeting.

 

MOMENT OF SILENCE:  None.

 

SALUTE FLAG:  Councilwoman Frasier lead the pledge of Allegiance.

 

RESOLUTIONS FOR 2008

 

Resolution # 1 – Regular Meeting, Moved by R. Meola, seconded by R. Gladu

     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. All yes. Motion carried.

 

Resolution # 2 – Meeting to Review Claims, Moved by R. Meola, seconded by M. Martucci.

     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. All yes.  Motion carried.

 

Resolution # 3 – Official Depository, Moved by E. Frasier, seconded by M. Martucci

     Resolved, that the TD Bank North – Bolton Landing Office is designated official depository for the Town Funds.  The Finance Committee will contact Glens Falls National & TD Bank North and have them present a proposal for the Town Board to evaluate. AYES:  Supervisor Belden, E. Frasier, M. Martucci, and R. Gladu.  NAYS:  R. Meola.  Motion carried.

 

Resolution # 4 – Official Newspaper.  Moved by M. Martucci, seconded by R. Gladu.

     Resolved, that the Glens Falls Post Star is designated as the official newspaper for legal advertisements. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 5 – Mileage Rate. Moved by E. Frasier, seconded by R. Meola.

     Resolved, that the mileage rate be established at the Warren County rate per mile for the year 2008.  Individuals claiming mileage MUST submit for reimbursements monthly, or payment will not be made. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 6 – Investment of Surplus Funds.  Moved by R. M. Meola, seconded by E. Frasier.

     Resolved, that the Supervisor be empowered to invest surplus funds to draw interest for the accounts from which the funds were drawn. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 7 – Payment of Bills ahead of Abstract.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that authorization is given for payment of utilities, postage, and other similar expenses as the bills come in and previous to audit, by the Supervisor on recommendation of the Town Board.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution #8 – Association of Towns.  Moved by Supervisor Belden, seconded R. Gladu.

     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 Mark Martucci as the Alternate Delegate for voting purposes.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution #9 – Records Management Officer.  Moved by E. Frasier, seconded by M. Martucci.

     Resolved, that Deborah Manning is named as Records Management Officer and the Supervisor to be the Appeals Officer. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 Resolution # 10 – Tax Collector.  Moved by R. Meola, seconded by E. Frasier.

     Resolved, that the Tax Collector deposit in her name as Tax Collector of the Town of Hague at the TD Banknorth, Bolton Landing Office within 24 hours after receipt, all monies collected by her which are due to the Supervisor.  All monies so deposited shall be paid to the Supervisor within 15 days after receipt. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 11 – Registrar of Vital Statistics.  Moved by E. Frasier, seconded by M. Martucci.

    Resolved, that Deborah Manning is named as Registrar of Vital Statics.  Term to expire 12/31/2011.   AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 12 – Petty Cash/Town Park.  Moved by E. Frasier, seconded by M. Martucci. 

     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 2008.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 13 – Petty Cash/Justice.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $50.00 for the Town Justice.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci, and R. Meola.  Motion carried.

 

Resolution # 14 – Petty Cash/Supervisors Office.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $200.00 for his Office. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci, and R. Meola.  Motion carried.

 

Resolution # 15 – American Legion Contract.  Moved by M. Martucci, seconded by E. Frasier.

      Resolved, that the Supervisor is authorized to enter into a contract with the American Legion Post #1538 for Memorial Day Celebrations for 2008 in an amount not to exceed $300 as per attached agreement. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci, and R. Meola.  Motion carried.

 

Resolution # 16 – Hague Volunteer Fire Department, Inc. Moved by R. Gladu, seconded R .Meola.

     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 2008 in an amount not to exceed $226,800 as per attached contract.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution # 17 – Veterinarian .  Moved by R. Meola, seconded by E. Frasier.

     Resolved, that the Supervisor be authorized to enter into a contract with Dr. Mack, VMD for housing of seized animals for the year 2008 in an amount not to exceed $175.00 as per attached agreement.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 18 – Hague Senior Citizens. Moved by R. Meola, seconded by E. Frasier.

     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 2008 as per attached agreement. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution # 19 – Senior Citizen Transportation.  Moved by R. Gladu, seconded by E. Frasier.

     Resolved, that Community Action Agency will provide transportation once per month to Glens Falls for Hague Senior Citizens for the year 2008 in an amount of $210.00 per trip but not to exceed $2520 annually. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 20 – Hague Chamber of Commerce.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that the Supervisor be authorized to enter into a contract with the Hague Chamber of Commerce for an amount not to exceed $10,000.00 for the year 2008 as per agreement.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution # 21 – Budget Officer Appointment .  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that Daniel Belden is named Budget Officer for the year 2008. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution # 22 – Zoning Enforcement Officer/Administrator.  Moved by R. Gladu, seconded by M. Martucci. 

     Resolved that Catherine Clark is named Zoning Enforcement Officer/Administrator for the year 2008. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 23 – Town Naturalist.  Moved by R. Meola, seconded by R. Gladu.

     Resolved, that David DeFranco is named Town Naturalist for the year 2008.   AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 24 – Community Center Coordinator.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that Bertha Dunsmore is named Community Center Coordinator for the year 2008.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 25 – Health Officer.  Moved by R. Gladu, seconded by E. Frasier.

     Resolved, that the Town Board is designated as the Board of Health for the year 2008. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution # 26 – Care Program Officer.  Moved by R. Gladu, seconded by M. Martucci.

     Resolved, that Edna Frasier is named Care Program Officer for the year 2008 and Bertha Dunsmore is named as Deputy Care Program Officer. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 27 – Dog Control Officer/Animal Control Officer.  Moved by R. Gladu, seconded by R. Meola.  

     Resolved, that _Linda Benway be named Dog Control/Animal Control Officer for the year 2008.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 28 – Zoning Board of Appeals Chairman Appointment.  Moved by R. Gladu, seconded by M. Martucci.  

     Resolved, that Robert Goetsch is named Zoning Board of Appeals Chairman for the year 2008. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 29 – Planning Board Chairman Appointment.  Moved by R. Gladu, seconded by M. Martucci.

     Resolved, that EJ Siwek is named Chairman of the Planning Board for the 2008 year.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 30 – Zoning Board of Appeals Appointment.  Moved by R. Gladu, seconded by M. Martucci.

     Resolved, that  Robert Goetsch is appointed as a member of the Zoning Board of Appeals for a term to expire December 31, 2014.

 

The Board Committee will be conducting interviews at the end of January to fill the vacancy on the Hague Planning Board.

 

Moved by R. Gladu, seconded by R. Meola to disband and delete the Town of Hague Park Committee.  Letters will be sent notifing the members.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution #31 – Warren County Youth Board Appointment. Moved by Supervisor Belden, seconded by E. Frasier.

     Resolved, designate Rudolph Meola to the Warren County Youth Board for a term to expire December 31, 2008.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution #32 – Attorney for the Town.  Moved by R. Gladu, seconded by R. Meola.  

     Resolved, that Dominick Viscardi is appointed Attorney for the Town for the year 2008.

AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution #33 – Deputy Supervisor.  Moved by Supervisor Belden, seconded by M. Martucci.

     Resolved, that the Supervisor is appointing Edna Frasier as Deputy Supervisor for the year 2008.  AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

 

Resolution #34 – Deputy Highway Superintendent.  Moved by R. Meola, seconded by R. Gladu.

     Resolved, that the Highway Superintendent appoints Daniel Steitz as Deputy Highway Superintendent for the year 2008. AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

           

Resolution # 35 – Conferences & Training Sessions .  Moved by R. Gladu, seconded by R. Meola.

     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.   AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 36 – Holiday Schedule.  Moved by R. Gladu, seconded by M. Martucci.

     Resolved, that the Town of Hague Employees shall have the following Holidays for the year 2008.

 

January 1                     New Years Day  

January 21                   Martin Luther King Jr. Day

February 18                 President’s Day (Washington’s Birthday -Floating)

May 26                        Memorial Day

July 4                           Independence Day

September 1                Labor Day

October 13                  Columbus Day Observed

November 11              Veteran’s Day 

November 27              Thanksgiving Day

December 24               Christmas Eve

December 25               Christmas Day

One’s Birthday           Floating Holiday

 

The Offices will also be closed January 1st, 2009 for New Years Day.

 AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 37 – Supervisors’ Committee Appointments.  Moved by Supervisor Belden, seconded by M. Martucci.

     Resolved, that the following Town Board Committee’s for 2008.

 

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

Buildings & Grounds/Community Center ----------------------- Martucci/Frasier

Care Program & Enhancement ------------------------------------ Frasier/Meola

Finance & Insurance  ----------------------------------------------- Frasier/Martucci

Fire Department ----------------------------------------------------- Gladu/Martucci

Highway -------------------------------------------------------------- Martucci/Gladu

Museum & Historian ----------------------------------------------- Frasier/Meola

Personnel ------------------------------------------------------------- Frasier/Gladu

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

Recreation & Promotion & Youth -------------------------------- Meola/Martucci

Sewer District # 1 & 2 ---------------------------------------------Belden/Frasier

Town Park & Beautification -------------------------------------- Meola/Martucci

Transfer Station/Recycling Center-------------------------------- Martucci//Gladu

AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 38 – Salaries.  Moved by R. Meola, seconded by E. Frasier.

     Resolved, that the Hague Town Board hereby fix salaries of the following Officers and employees for the year beginning January 1, 2008 at the amount respectively stated in the 2008 budget, and such salaries shall be payable at the stated time interval:

OFFICE

 

SALARY

 

PAYABLE

 

 

 

 

 

Supervisor

 

 $      16,995.00

Annual

Weekly

Budget Officer

 

 $        1,906.00

Annual

Monthly

Deputy Supervisor

 

 $        3,090.00

Annual

Monthly

Supervisors Sec't/Bookkeeper

 

 $            16.64

Hourly

Weekly

Clerk - Full Time

 

 $            15.86

Hourly

Weekly

PT Clerks, PL,ZBA,BAR                                  

 $            10.82

Hourly

Weekly

Councilmen 

4

 $        5,923.00

Annual

Monthly

Justice

 

 $        8,240.00

Annual

Weekly

Justice Clerk

 

 $             35.00

Weekly

Weekly

Highway Superintendent

 

 $      36,050.00

Annual

Weekly

Deputy Highway Superintendent

 

 $        2,575.00

Annual

Weekly

MEO Hwy Full Time

4

 $            16.95

Hourly

Weekly

MEO LT Hwy Full Time

1

 $            14.46

Hourly

Weekly

MEO Hwy Part time

 

 $            15.00

Hourly

Weekly

Laborer Hwy Full Time

 

 $             11.81

Hourly

Weekly

Laborer Hwy Part Time

 

 $              8.55

Hourly

Weekly

Dog Control Officer

 

 $        2,678.00

Annual

Monthly

Animal Control Officer

 

 $        1,957.00

Annual

Monthly

Assessor

 

 $      19,990.00

Annual

Monthly  

Assessor Clerk

 

 $             11.85

Hourly

Weekly

Board of Assessment Review 

5

 $            80.00

each

Session

Zoning/Code Enforcement Officer

PT

 $      29,247.00

Annual

Weekly

Town Clerk

 

 $       14,420.00

Annual

Weekly

Tax Collector

 

 $        8,240.00

Annual

Weekly

Registrar of Vital Statistics

 

 $           721.00

Annual

Semi-Annual

Records Management Officer

 

 $           927.00

Annual

Semi-Annual

Sewer Rent Collector

 

 $          1236.00

Annual

Semi-Annual

Town Attorney

 

 $       23,000.00

Annual

Monthly

Com Ctr Cust & Park Maint Work

 

 $            12.67

Hourly

Weekly

Park Attendants  PT

 

 $             10.00

Hourly

Weekly

Lifeguards

2

 $             10.00

Hourly

Weekly

Lifeguard – Senior  

1

 $             11.00

Hourly

Weekly

Visitor Center Attendants

  2

 $              8.55

Hourly

Weekly

Historian

 

 $        2,000.00

Annual

Monthly

Sewer Dist Plant Manager

 

 $      37,000.00

Annual

Weekly

Sewer Dist Plant Laborer  PT

 

 $            1300

Hourly

Weekly

Plan Bd/ZBA  Reg mtngs only

 

 $            25.00

Per diem

`Monthly

AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

Resolution # 39 – Procurement Policy.  Moved by R. Gladu, seconded by M. Martucci.

     Resolved, that the Following Procurement Policy be adopted for the year 2008.

 

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 $1,500 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 $1,500 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.

 

 

AYES:  Supervisor Belden, E. Frasier, R. Gladu, M. Martucci and R. Meola.  Motion carried.

 

UNFINISHED BUSINESS:

The Town Board reaffirmed its procedure of having meeting agendas with supporting materials available by Friday noon before the meeting.  Additional items will be listed on an addendum prior to the meeting.

 

The Town Board Committee will be made up of Board Members and the Citizen Committees will consist of residents and one Board Member may be included.  All recommendations from the Town Board and Citizen Committee’s must be in writing.

 

The Town Board did not agree with Councilman Meola on his recommendation to Videotape regular meetings to be aired on the public access channel in Ticonderoga.

 

Councilman Meola emphasized that part of the Procurement Policy which states that all purchased materials must be accompanied by a duly signed and completed purchase order, prior to purchase and prior to audit meetings.  State and County contracts will have first priority.

 

Supervisor Belden and the Town Board thanked Art Steitz for all of his time and work as a member of the Hague Town Board.

 

Motion by E. Frasier, seconded by M. Martucci to adjourn meeting at 7:45 pm.  All voting yes.  Motion carried.

 

 

Respectfully submitted,

 

 

 

Deborah F. Manning

Town Clerk