TOWN OF HAGUE TOWN BOARD

ORGANIZATIONAL MEETING

 

JANUARY 5, 2009

 

6:30 P.M.

 

Members present:  Supervisor Belden, E. Frasier, R. Gladu, R. Meola, and M. Martucci.

 

Supervisor Belden opened the meeting at 6:30 pm.

 

Pledge of Allegiance to the Flag.

 

 

 

RESOLUTIONS FOR 2009

Moved  by M. Martucci, seconded by E. Frasier to approve Resolution 1-9 of 2008

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, Moved by

     Resolved, that the TD Bank North – 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 .40 cents per mile for the year 2009.  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.

 

Councilman Meola proposed that Diane Trudeau should be authorized to invest surplus funds and be the Budget Officer (Resolution #22).  Mr. Gladu believes that the Town Board should be involved in the investment of funds process.  It was agreed that the Finance Committee will work with the Supervisor to oversee the investing of funds.

 

Resolution # 7 – Payment of Bills ahead of Abstract.

     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. 

 

Resolution #8 – 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 Mark Martucci as the Alternate Delegate for voting purposes. 

 

Resolution #9 – Records Management Officer. 

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

All voting yes.  Motion carried.

 

Moved by M. Martucci, seconded by E. Frasier to approve Resolution #10 - #20 of 2009

 

 Resolution # 10 – Tax Collector. 

     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.

Moved by R. Gladu, seconded by R. Meola to approve that the Tax Collector is authorized to use  

The Electronic Transfers.  All yes.  Motion carried.

 

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 2009. 

 

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 $200.00 for his Office.

 

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 2009 in an amount not to exceed $300 as per 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 2009 in an amount not to exceed $252,305 as per contract.  The Board approved that the contract state that a quarterly accounting report be submitted to the Board.

 

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 2009 in an amount not to exceed $175.00 as per 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 2009 as per agreement.

 

Resolution #18 – Hague Sno-goers.

To enter into a contract with the Hague Sno-goers for an amount not to exceed $1,300.00 for the maintenance of the cross country ski trails. 

 

Resolution #19 – Hague Sno-goers. 

To enter into a contract with Warren County and the Hague Sno-goers.  The Warren County will pay an amount not to exceed $9,000.00 for maintenance and upkeep of the snowmobile trails. 

 

Resolution # 20 – Senior Citizen Transportation. 

     Resolved, that Community Action Agency will provide transportation once per month to Glens Falls for Hague Senior Citizens for the year 2009 in an amount of $205.00 per trip but not to exceed $2460 annually.

All voting yes.  Motion carried.

 

Moved by M. Martucci, seconded by E. Frasier to approve Resolution #21 - #33 of 2009

 

Resolution # 21 – Hague Chamber of Commerce. 

     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 2009 as per agreement.  The Board approved that the contract state that a quarterly accounting report be submitted to the Board. The money going to the Chamber is from the County Occupancy Tax.

 

Resolution # 22 – Budget Officer Appointment . 

     Resolved, that Daniel Belden is named Budget Officer for the year 2009.

 

Resolution # 23 – Zoning Enforcement Officer/Administrator.   

     Resolved that Catherine Clark is named Zoning Enforcement Officer/Administrator for the year 2009.

 

Resolution # 24 – Town Naturalist. 

     Resolved, that David DeFranco is named Town Naturalist for the year 2009.   AYES: 

 

Resolution # 25 – Community Center Coordinator. 

     Resolved, that Bertha Dunsmore is named Community Center Coordinator for the year 2009. 

 

Resolution # 26 – Health Officer. 

     Resolved, that the Town Board is designated as the Board of Health for the year 2009.: 

 

 

Resolution # 27 – Care Program Officer. 

     Resolved, that Edna Frasier is named Care Program Officer for the year 2009 and Bertha Dunsmore is named as Deputy Care Program Officer.

 

Resolution # 28 – Dog Control Officer/Animal Control Officer. 

Resolved, that _Linda Benway be named Dog Control/Animal Control Officer for the year 2009. 

 

Resolution # 29 – Zoning Board of Appeals Chairman Appointment.  

     Resolved, that Robert Goetsch is named Zoning Board of Appeals Chairman for the year 2009.

 

Resolution # 30 – Planning Board Chairman Appointment. 

     Resolved, that EJ Siwek is named Chairman of the Planning Board for the 2009 year. 

 

Resolution # 31 – Zoning Board of Appeals Appointment. 

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

 

Resolution #32 – Planning Board Appointment. 

Resolved, that Pamela Peterson is appointed as a member to the Planning Board for a term to expire December 31, 2014.

 

Resolution #33 – Warren County Youth Board Appointment.

     Resolved, designate Rudolph Meola to the Warren County Youth Board for a term to expire December 31, 2009. 

 

All voting yes.  Motion carried.

 

Moved by M. Martucci, seconded by E. Frasier to approve Resolution #34 - #39 of 2009

 

Resolution #34 – Attorney for the Town. 

     Resolved, that Dominick Viscardi is appointed Attorney for the Town for the year 2009.

 

Resolution #35 – Deputy Supervisor. 

     Resolved, that the Supervisor is appointing Edna Frasier as Deputy Supervisor for the year 2009. 

 

Resolution #36 – Deputy Highway Superintendent. 

     Resolved, that the Highway Superintendent appoints Daniel Steitz as Deputy Highway Superintendent for the year 2009.

 

           

Resolution # 37 – 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 # 38 – Holiday Schedule. 

     Resolved, that the Town of Hague Employees shall have the following Holidays for the year 2009.

 

January 1                     New Years Day  

January 19                   Martin Luther King Jr. Day

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

May 25                        Memorial Day

July 4                           Independence Day

September 7                Labor Day

October 12                  Columbus Day Observed

November 11              Veteran’s Day 

November 26              Thanksgiving Day

December 24               Christmas Eve

December 25               Christmas Day

One’s Birthday           Floating Holiday

 

The Offices will also be closed January 1st, 2010 for New Years Day.

 

 

Resolution # 39 – Supervisors’ Committee Appointments. 

     Resolved, that the following Town Board Committee’s for 2009.

 

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

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

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

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

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

Museum & Historian ----------------------------------------------- Frasier/Martucci

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

All voting yes.  Motion carried.

 

Moved by M. Martucci, seconded by E. Frasier to approve Resolution #40 of 2009

Resolution # 40 – Salaries. 

     Resolved, that the Hague Town Board hereby fix salaries of the following Officers and employees for the year beginning January 1, 2009 at the amount respectively stated in the 2009 budget, and such salaries shall be payable at the stated time interval:

OFFICE

 

SALARY

 

PAYABLE

 

 

 

 

 

Clerk to the Assessor Trainee     Barb

 

$               10.50

Hourly

weekly

Clerk Part Time                Kim

 

$               10.30

Hourly

weekly

Supervisor

 

 $      16,995.00

Annual

Weekly

Budget Officer

 

 $        1,906.00

Annual

Monthly

Deputy Supervisor

 

 $        3,090.00

Semi Annual

Monthly

Supervisors Sec't/Bookkeeper

 

 $            17.14

Hourly

Weekly

Clerk - Full Time

 

 $            16.34

Hourly

Weekly

PT Clerks, PL,ZBA,BAR     Judy                             

 $            10.82

Hourly

Weekly

Councilmen 

4

 $        5,923.00

Annual

Monthly

Justice

 

 $        8,240.00

Annual

Weekly

Justice Clerk

 

 $         1,820.00

weekly

Annual

Highway Superintendent

 

 $      36,050.00

Annual

Weekly

Deputy Highway Superintendent

 

 $        2,652.00

Annual

Weekly

MEO Hwy Full Time

4

 $            17.46

Hourly

Weekly

MEO LT Hwy Full Time

1

 $            14.89

Hourly

Weekly

MEO Hwy Part time

 

 $            15.00

Hourly

Weekly

Laborer Hwy Full Time

 

 $             12.16

Hourly

Weekly

Laborer Hwy Part Time

 

 $              8.80

Hourly

Weekly

Dog Control Officer

 

 $        2,758.00

Annual

Monthly

Animal Control Officer

 

 $        2,016.00

Annual

Monthly

Assessor

 

 $      20,590.00

Annual

Monthly 

Clerk  to the Assessor  Anne

 

 $             12.20

Hourly

Weekly

Board of Assessment Review 

5

 $            80.00

each

Session

Zoning/Code Enforcement Officer

PT

 $      30,124.00

Annual

Weekly

Town Clerk

 

 $       14,853.00

Annual

Weekly

Tax Collector

 

 $        8,487.00

Annual

Weekly

Registrar of Vital Statistics

 

 $           743.00

Annual

Semi-Annual

Records Management Officer

 

 $           955.00

Annual

Semi-Annual

Sewer Rent Collector Dist. 1 & 2

 

 $          2,073.00

Annual

Semi-Annual

Town Attorney

 

 $       25,000.00

Annual

Monthly

Com Ctr Cust & Park Maint Work

 

 $            13.05

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

 $              8.80

Hourly

Weekly

Historian

 

 $        2,060.00

Annual

Monthly

Sewer Dist Plant Manager

 

 $      38,110.00

Annual

Weekly

Sewer Dist Plant Laborer  PT

 

 $            14.00

Hourly

Weekly

Plan Bd/ZBA  Reg mtngs only

 

 $            25.00

Per diem

`Semi Annual

All voting yes.  Motion carried 

 

Moved by M. Martucci, seconded by E. Frasier to approve Resolution #41 of 2009

 

Resolution # 41 – Procurement Policy. 

     Resolved, that the Following Procurement Policy be adopted for the year 2009.

 

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 written and/or fax request for goods and an 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 fax/written Request    

    For Proposal (RFP) for public works and an 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 quotes have been requested and the written/fax 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.

All voting yes.  Motion carried.

 

Robert Patchett mentioned that the Comprehensive Plan should be reviewed.  The Board agreed that a committee should be formed to review the Comprehensive Plan.  The Board will discuss this at the regular monthly meeting.

 

 

 

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

 

 

Respectfully submitted,

 

 

 

Deborah F. Manning

Town Clerk