TOWN OF HAGUE TOWN BOARD

ORGANIZATIONAL MEETING

JANUARY 5, 2010

6:00 P.M.

CALL TO ORDER:  Supervisor Belden opened the meeting at 6:00 pm

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

SALUTE FLAG 

RESOLUTIONS FOR 2010

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

     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 voting yes.  Motion carried.

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

     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 voting yes.  Motion carried.

Resolution # 3 – Official Depository, Moved by R. Meola, seconded by R. Gladu

     Resolved, that the TD Bank – Bolton Landing Office is designated official depository for the Town Funds.  Glens Falls National Bank will be an alternate choice of use.  All voting yes.  Motion carried.

Resolution # 4 – Official Newspaper.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that the Glens Falls Post Star is designated as the official newspaper for legal advertisements.  All voting yes.  Motion carried.

Resolution # 5 – Mileage Rate. Moved by M. Martucci, seconded by R. Gladu.

     Resolved, that the mileage rate be established at the Warren County rate per mile for the year 2009.  Individuals claiming mileage MUST submit for reimbursements monthly, or payment will not be made.  All voting yes.  Motion carried.

Resolution # 6 – Investment of Surplus Funds.  Moved by R. 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. All voting yes.  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.  All voting yes.  Motion carried.

Resolution #8 – Association of Towns.  Moved by E. Frasier, seconded m. Martucci.

     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.  The Attorney for the Town will pay his own expenses to attend the Associations of Towns.  All voting yes.  Motion carried.

Resolution #9 – Records Management Officer.  Moved by R. Meola, seconded by m. Martucci.

     Resolved, that Deborah F. Manning is named as Records Management Officer and the Supervisor to be the Appeals Officer. All voting yes.  Motion carried.

 Resolution # 10 – Tax Collector.  Moved by M. Martucci, seconded by R. Gladu.

     Resolved, that the Tax Collector deposit in her name as Tax Collector of the Town of Hague at the TD Bank, 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.    All voting yes.  Motion carried.

Resolution # 11 – Petty Cash/Town Park.  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 Park for the period May to September 2010. 

Resolution # 12 – Petty Cash/Justice.  Moved by R. Gladu, 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.  All voting yes.  Motion carried.

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

     Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $200.00 for his Office. All voting yes.  Motion carried.

Resolution # 14 – 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 2010 in an amount not to exceed $300 as per agreement. All voting yes.  Motion carried.

Resolution # 15 – 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 2010 in an amount not to exceed $252,305 as per contract.   All voting yes.  Motion carried.

Resolution # 16 – Veterinarian .  Moved by E. Frasier, seconded by R. Meola.

     Resolved, that the Supervisor be authorized to enter into a contract with Dr. Mack, VMD for housing of seized animals for the year 2010 in an amount not to exceed $180.00 as per agreement.  All voting yes.  Motion carried.

Resolution # 17 – Hague Senior Citizens. Moved by M. Martucci, 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 2010 as per agreement. All voting yes.  Motion carried.

Resolution #18 – Hague Sno-goers. Moved by M. Martucci, seconded by R. Meola

To enter into a contract with the Hague Sno-goers for an amount not to exceed $1,500.00 for the maintenance of the cross country ski trails.  All voting yes.  Motion carried.

Resolution #19 – Hague Sno-goers.  Moved by R. Meola, seconded by E. Frasier

To enter into a contract with the Hague Sno-goers for an amount not to exceed $9,000.00 for maintenance and upkeep of the snowmobile trails.  These funds are provided by Warren County.  All voting yes.  Motion carried.

Resolution # 20 – Senior Citizen Transportation.  Moved by E. Frasier, seconded by M. Martucci.

     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 $205.00 per trip but not to exceed $2460 annually. All voting yes.  Motion carried.

Resolution # 21 – Hague Chamber of Commerce.  Moved by R. Gladu, seconded by R. Meola.

     Resolved, that the Supervisor be authorized to enter into a contract with the Hague Chamber of Commerce for an amount not to exceed $8,000.00 for the year 2010 as per agreement.  All voting yes.  Motion carried.

Resolution # 22 – Budget Officer Appointment .  Moved by R. Meola, seconded by M. Martucci.

     Resolved, that Daniel Belden is named Budget Officer for the year 2010. All voting yes.  Motion carried.

Resolution # 23 – Zoning Enforcement Officer/Administrator.  Moved by M. Martucci, seconded by R. Gladu. 

     Resolved that Catherine Clark is named Zoning Enforcement Officer/Administrator for the year 2010. All voting yes.  Motion carried.

Resolution # 24 – Town Naturalist.  Moved by M. Martucci, seconded by E. Frasier.

     Resolved, that David DeFranco is named Town Naturalist for the year 2010.   All voting yes.  Motion carried.

Resolution # 25 – Community Center Coordinator.  Moved by M. Martucci, seconded by R. Gladu.

     Resolved, that Bertha Dunsmore is named Community Center Coordinator for the year 2010.  All voting yes.  Motion carried.

Resolution # 26 – 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 2010. All voting yes.  Motion carried.

Resolution # 27 – Care Program Officer.  Moved by M. Martucci, seconded by R. Meola.

     Resolved, that Edna Frasier is named Care Program Officer for the year 2010 and Bertha Dunsmore is named as Deputy Care Program Officer. All voting yes.  Motion carried.

Dog Control Officer/Animal Control Officer:  The Board will advertise the open position in the Times of Ti. 

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

     Resolved, that Robert Goetsch is named Zoning Board of Appeals Chairman for the year 2010.  All voting yes.  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 2010 year.  All voting yes.  Motion carried.

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

     Resolved, that  George Ianson is appointed as a member of the Zoning Board of Appeals for a term to expire December 31, 2016. All voting yes.  Motion carried.

Resolution #31 – Planning Board Appointment.  Moved by R. Gladu, seconded by M. Martucci.

Resolved, that Bruce Clark is appointed as a member to the Planning Board for a term to expire December 31, 2016.  All voting yes.  Motion carried.

Resolution #32 – Warren County Youth Board Appointment. Moved by Supervisor Belden, seconded by R. Gladu.

     Resolved, designate Rudolph Meola to the Warren County Youth Board for a term to expire December 31, 2010.  All voting yes.  Motion carried.

Resolution #33 – 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 2010.  A letter will be sent to the Attorney for the Town stating that the salary amount will be all inclusive (attending meetings as requested and litigation), except for extensive litigations.  All voting yes.  Motion carried.

The Supervisor is appointing Edna Frasier as Deputy Supervisor for the year 2010. 

The Highway Superintendent appoints Richard Myers as Deputy Highway Superintendent for the year 2010.

Resolution # 34 – Conferences & Training Sessions .  Moved by M. Martucci, seconded by E. Frasier.

     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.   All voting yes.  Motion carried.

Resolution # 35 – Holiday Schedule.  Moved by R. Meola, seconded by E. Frasier.

     Resolved, that the Town of Hague Employees shall have the following Holidays for the year 2010.

January 1                     New Years Day  

January 18                   Martin Luther King Jr. Day

February 15                 President’s Day (Washington’s Birthday -Floating)

May 31                        Memorial Day

July 4                           Independence Day

September 6                Labor Day

October 11                  Columbus Day Observed

November 10              Veteran’s Day 

November 25              Thanksgiving Day

December 24               Christmas Eve

December 25               Christmas Day

One’s Birthday           Floating Holiday

The Offices will also be closed December 31, 2010 for New Years.  All voting yes.  Motion carried.

Resolution # 36 – Supervisors’ Committee Appointments.  Moved by M. Martucci, seconded by R. Gladu.

     Resolved, that the following Town Board Committee’s for 2010.

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.

Resolution # 37 – Salaries.  Moved by R. Gladu, seconded by M. Martucci.

     Resolved, that the Hague Town Board hereby fix salaries of the following Officers and employees for the year beginning January 1, 2010 at the amount respectively stated in the 2010 budget, and such salaries shall be payable at the stated time interval:

OFFICE		SALARY		PAYABLE
Clerk Part Time                Kim		$              10.61	Hourly	weekly
Supervisor		$     17,505.00	Annual	Weekly
Budget Officer		$        1,963.00	Annual	Monthly
Deputy Supervisor		$        3,183.00	Semi Annual	Monthly
Supervisors Sec't/Bookkeeper		$            17.66	Hourly	Weekly
Clerk - Full Time		$            16.83	Hourly	Weekly
PT Clerks, PL,ZBA,BAR :  Barbara Belden/Judy		$            11.15	Hourly	Weekly
Councilmen	4	$        6,101.00	Annual	Monthly
Justice		$        8,487.00	Annual	Weekly
Justice Clerk		$        1,872.00	Annual	Weekly
Highway Superintendent		$      37,132.00	Annual	Weekly
Deputy Highway Superintendent		$        2,732.00	Annual	Weekly
MEO Hwy Full Time	4	$             17.98	Hourly	Weekly
MEO LT Hwy Full Time	1	$             15.34	Hourly	Weekly
MEO Hwy Part time		$             15.45	Hourly	Weekly
Laborer Hwy Full Time		$             12.53	Hourly	Weekly
Laborer Hwy Part Time		$              9.06	Hourly	Weekly
Dog Control Officer		$        2,758.00	Annual	Monthly
Animal Control Officer		$        2,016.00	Annual	Monthly
Assessor		$      21,208.00	Annual	Monthly
Assessor Clerk		$             10.82	Hourly	Weekly
Board of Assessment Review	5	$           247.20	Each	Session
Zoning/Code Enforcement Officer	PT	$      31,028.00	Annual	Weekly
Town Clerk		$      15,299.00	Annual	Weekly
Tax Collector		$        8,742.00	Annual	Weekly
Registrar of Vital Statistics		$           765.00	Annual	Semi-Annual
Records Management Officer		$           984.00	Annual	Semi-Annual
Sewer Rent Collector Dist. 1 & 2		$        2,135.00	Annual	Semi-Annual
Attorney for the Town		$       25,000.00	Annual	Monthly
Com Park Maint Work PT		$            12.00	Hourly	Weekly
Park Attendants  PT		$             10.30	Hourly	Weekly
Lifeguards	2	$             10.30	Hourly	Weekly
Lifeguard – Senior	1	$              11.33	Hourly	Weekly
Visitor Center Attendants	2	$              9.06	Hourly	Weekly
Historian		$        2,122.00	Annual	Monthly
Wastewater Treatment Plant Operator		$      39,253.00	Annual	Weekly
Wastewater Treatment Plant  Operator Trainee		$            15.00	Hourly	Weekly
Plan Bd/ZBA  Reg mtngs only		$            25.00	Per diem	`Semi Annual

All voting yes.  Motion carried.

Resolution # 38 – Procurement Policy.  Moved by R. Gladu, seconded by E. Frasier.

     Resolved, that the Following Procurement Policy be adopted for the year 2010.

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.

All voting yes.  Motion carried.

OTHER:

Motion by Supervisor Belden, seconded by R. Meola that the following committee is appointed to review options available for the possible use of the Darrin property located across from the Town Park:

Councilman Meola

Councilman Gladu

Vivian Den Bleyker

David Dunn

A. Graham Bailey

Ken Schult

Michele Gautreau

All voting yes.  Motion carried

Motion by R. Meola, seconded by M. Martucci to adjourn meeting at 7:00 pm.  All voting yes.  Motion carried.

Respectfully submitted,

Deborah F. Manning

Town Clerk