TOWN OF HAGUE TOWN BOARD

ORGANIZATIONAL MEETING

JANUARY 3, 2012

6:00 P.M.

 

 

 

The meeting was called to order at 6:00 pm by Supervisor Frasier. 

 

MEMBERS PRESENT:  Supervisor Frasier, R. Meola, S. Ramant, M. Martucci.

 

SALUTE FLAG

 

The Republican committee recommended Martin Fitzgerald II to fill the vacancy on the Town Board with term to expire 12/31/2012.

 

The Democratic committee recommended A. Graham Bailey to fill the vacancy on the Town Board with term to expire 12/31/2012.

 

Motion by Steve Ramant, seconded by Supervisor Frasier that Martin Fitzgerald II be appointed to the Town Board of the Town of Hague, term to expire 12/31/2012.

AYES:  Supervisor Frasier, Steve Ramant, Mark Martucci.

NAYS:  Rudy Meola

Motion carried.

 

Supervisor Frasier welcomed the guest and reported on the following projects that were completed in 2011.

Sewer #2 was completed

Installation of the Cell tower

Dedication of Veterans Memorial Park

The Town received a $44,000.00 grant to be used for the 2 parking lots and the boat dock.

Lakeshore Garage & Trout House Village celebrated 40 years in business.

New play ground equipment at the Town Park

Dedication of “Peggy’s Point”

 

The Memorial Day Parade, Triathlon, Oktoberfest and the Swim were all very successful.

 

For 2012 we will be working on the 2 parking lots and the upgrade of the Town Boat Dock.  Work will continue on the solar panels for the Community Center and Highway Department and we will revisit the Comprehensive Plan with a Citizen Committee.

 

Supervisor Frasier also mentioned that there will be a new procedure for Town Board meetings.  Anyone wishing to address the Board needs to have a written request in by the Friday before the regular meeting stating what they wish to discuss. 

 

RESOLUTIONS FOR 2012

 

Resolutions 1 – 9 of 2012 were introduced by M. Martucci, seconded by R. Meola

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 6:00 p.m. at the Hague Community Center.  The Town Board will review claims at the beginning of the regular meeting.  All claims will be verified with purchase order system.

 

Resolution # 2 – Official Depository,

            Resolved, that the TD Bank – Bolton Landing Office is designated official depository for the Town Funds.  Glens Falls National Bank in Ticonderoga will be the alternate choice.

 

Resolution # 3 – Official Newspaper. 

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

 

Resolution # 4 – Mileage Rate.

            Resolved, that the mileage rate be established at 51 cents per mile for the year 2012.  Individuals claiming mileage MUST submit for reimbursements monthly, the travel voucher form provided or payment will not be made.

 

Resolution # 5 – 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 # 6 – Payment of Bills ahead of Abstract. 

            Resolved, that authorization is given for payment of utilities, postage, Health Insurance and other similar expenses on a 2nd Warrant to be audited at the next regular meeting. 

 

Resolution # 7 – 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. 

 

Resolution # 8 – 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 # 9 – Petty Cash/Supervisors Office. 

            Resolved, that the Supervisor be authorized to establish a petty cash fund not to exceed $200.00 for her Office.

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

RESOLUTIONS 10- 17 were introduced by M. Martucci, seconded by S. Ramant

 

Resolution # 10 – 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 2012 in an amount not to exceed $300 as per agreement.

 

Resolution # 11 – 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 2012 in an amount not to exceed $337,305.00 as per contract. 

 

Resolution # 12 – Veterinarian  

            Resolved, that the Supervisor be authorized to enter into a contract with Dr. Mack, VMD for housing of seized animals for the year 2012 in an amount not to exceed $200.00 as per agreement. 

 

Resolution # 13 – Hague Senior Citizens.

            Resolved, that the Supervisor be authorized to enter into a contract with Hague Senior Citizens for an amount not to exceed $2,500.00 for the year 2012 as per agreement.

 

Resolution #14 – Hague Sno-goers.

            Resolved, that the Supervisor be authorized to enter into a contract with the Hague Sno-goers for an amount not to exceed $1,000.00 for the maintenance of the cross country ski trails. 

 

 

Resolution #15 – Hague Sno-goers. 

            Resolved, 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.  Funds for this contract will come from Warren County.

 

 

Resolution # 16 – Senior Citizen Transportation. 

            Resolved, that Community Action Agency will provide transportation once per month to Glens Falls for Hague Senior Citizens for the year 2012 in an amount not to exceed $2,000.00 annually.

 

Resolution # 17 – 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 $8,000.00 for the year 2012 as per agreement. 

DULY ADOPTED BY THE FOLLOWING VOTE:

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

 

RESOLUTIONS 18-37 Introduced by M. Martucci, seconded by S. Ramant

 

Resolution # 18 – Budget Officer Appointment. 

             Resolved, that Edna Frasier is named Budget Officer for the year 2012.

 

Resolution #19– Records Management Officer. 

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

 

 Resolution # 20 – Tax Collector.      

            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.

 

Resolution #21 - Registrar of Vital Statistics

            Resolved, that Deborah F. Manning is named Registrar of Vital Statistics.

 

Resolution #22 – Deputy Registrar of Vital Statistics

            Resolved, that Bertha Dunsmore is named Deputy Registrar of Vital Statistics.

 

Resolution # 23 – 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, 2018.

 

Resolution #24 – Planning Board Appointment. 

            Resolved, that E. J. Siwek is appointed as a member to the Planning Board for a term to expire December 31, 2018.

 

Resolution # 25 – Zoning Board of Appeals Chairman Appointment. 

            Resolved, that Robert Goetsch is named Zoning Board of Appeals Chairman for the year 2012.

 

Resolution # 26 – Planning Board Chairman Appointment. 

            Resolved, that EJ Siwek is named Chairman of the Planning Board for the 2012 year

 

Resolution # 27 – Zoning Board of Appeals Deputy Chairman

            Resolved, that Jon Hanna is named Zoning Board of Appeals Deputy Chairman for the year 2012.

 

Resolution # 28 – Planning Board Deputy Chairman

            Resolved, that Richard Frasier is named Planning Board Deputy Chairman for the year 2012.

 

Resolution # 29 – Town Naturalist. 

     Resolved, that David DeFranco is named Town Naturalist for the year 2012. 

 

Resolution # 30 – Community Center Coordinator. 

     Resolved, that Bertha Dunsmore is named Community Center Coordinator for the year 2012. 

 

Resolution # 31 – Health Officer. 

     Resolved, that the Town Board is designated as the Board of Health for the year 2012.

 

Resolution # 32 – Care Program Officer. 

     Resolved, that Lindsay Mydlarz is named Care Program Officer for the year 2012 and Bertha Dunsmore is named as Deputy Care Program Officer.

 

Resolution # 33 – Dog Control Officer/Animal Control Officer. 

Resolved, that Daniel Steitz is named Dog Control/Animal Control Officer for the year 2012. 

 

Resolution #34 – Attorney for the Town. 

     Resolved, that Dominick Viscardi is appointed Attorney for the Town for the year 2012.

Councilman Meola requested that the monthly bill include an itemized list of work performed by the Attorney for the Town.  Supervisor Frasier will discuss this with the Attorney prior to signing of the final agreement.

 

Resolution #35 – Deputy Supervisor. 

     Resolved, that the Supervisor is appointing Mark Martucci as Deputy Supervisor for the year 2012. 

 

Resolution #36 – Deputy Highway Superintendent. 

     Resolved, that the Highway Superintendent appoints Richard Myers as Deputy Highway Superintendent for the year 2012.

           

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.  

DULY ADOPTED BY THE FOLLOWING VOTE:

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

 

RESOLUTIONS #38 Introduced by M. Martucci, seconded by S. Ramant

 

Resolution # 38 – Holiday Schedule. 

     Resolved, that the Town of Hague Employees shall have the following Holidays for the year 2012.

 

January 2                     New Years Day  

January 16                   Martin Luther King Jr. Day

February 20                 President’s Day (Washington’s Birthday -Floating)

May 28                        Memorial Day

July 4                           Independence Day

September 3                Labor Day

October 8                    Columbus Day Observed

November 12              Veteran’s Day 

November 22              Thanksgiving Day

December 24               Christmas Eve

December 25               Christmas Day

One’s Birthday           Floating Holiday

 

The Offices will be closed January 1, 2013 for New Years.

DULY ADOPTED BY THE FOLLOWING VOTE:

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

RESOLUTIONS #39 Introduced by M. Martucci, seconded by R. Meola

Resolution # 39 – Supervisors’ Committee Appointments. 

     Resolved, that the following Town Board Committee’s for 2012.

 

Assessor & Justice --------------------------------------------------  Meola/Ramant

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

Finance & Insurance  ----------------------------------------------- -Meola/Martucci

Fire Department ----------------------------------------------------- -Martucci/Fitzgerald

Highway --------------------------------------------------------------- Martucci/Fitzgerald

Museum & Historian ----------------------------------------------- -Frasier/Ramant

Personnel -------------------------------------------------------------- Fitzgerald/Meola

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

Recreation & Promotion & Youth --------------------------------- Ramant/Meola

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

Town Park & Beautification -------------------------------------- -Ramant/Martucci

Transfer Station/Recycling Center--------------------------------- Meola/Ramant

DULY ADOPTED BY THE FOLLOWING VOTE:

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

RESOLUTIONS #40 Introduced by M. Martucci, seconded by S. Ramant

Resolution # 40 – Salaries. 

     Resolved, that the Hague Town Board hereby fix salaries of the following Officers and employees for the year beginning January 1, 2012 at the amount respectively stated in the 2012 budget, and such salaries shall be payable at the stated time interval:

 

                               OFFICE                                               SALARY                                 PAYABLE

Community Center Cleaner

 

$             15.00

Hourly

weekly

Clerk Part Time                Kim

 

$             11.15

Hourly

weekly

Supervisor

 

 $      18,031.00

Annual

Weekly

Budget Officer

 

 $        2,022.00

Annual

Monthly

Deputy Supervisor

 

 $        2,500.00

Annual

Semi-Annual

Supervisors Sec't/Bookkeeper

 

 $            18.55

Hourly

Weekly

Clerk - Full Time

 

 $            17.68

Hourly

Weekly

PT Clerks, PL,ZBA,BAR  Barb Belden/Judy Stock        

 $            11.71

Hourly

Weekly

Councilmen 

4

 $        6,284.00

Annual

Monthly

Justice

 

 $        8,917.00

Annual

Weekly

Justice Clerk -Barbara Mizer

 

 $            37.74

Weekly

Weekly

Highway Superintendent

 

 $      39,011.00

Annual

Weekly

Deputy Highway Superintendent

 

 $        2,870.00

Annual

Weekly

MEO Hwy Full Time:  Rate 1

3

 $            18.89

Hourly

Weekly

MEO LT Hwy Full Time:  Rate 2

1

 $            16.12

Hourly

Weekly

MEO Hwy Part time

 

 $            15.45

Hourly

Weekly

Laborer Hwy Full Time

 

 $            13.17

Hourly

Weekly

Laborer Hwy Part Time

 

 $            10.00

Hourly

Weekly

MEO Hwy Full Time: Rate 3 (new hire)

 

$             16.25

Hourly

Weekly

Dog Control Officer

 

 $        2,898.00

Annual

Monthly

Animal Control Officer

 

 $        2,118.00

Annual

Monthly

Assessor

 

 $      22,281.00

Annual

Monthly 

Assessor Clerk –Barbara Mizer

 

 $           11.36

Hourly

Weekly

Board of Assessment Review 

    5

 $            82.40

each

Session

Zoning/Code Enforcement Officer

 

 $      32,598.00

Annual

Weekly

Town Clerk

 

 $      16,073.00

Annual

Weekly

Tax Collector

 

 $        9,184.00

Annual

Weekly

Registrar of Vital Statistics

 

 $           804.00

Annual

Semi-Annual

Records Management Officer

 

 $      1,035.00

Annual

Semi-Annual

Sewer Rent Collector Dist. 1 & 2

 

 $        2,243.00

Annual

Semi-Annual

Attorney for the Town

 

 $      26,000.00

Annual

Monthly

Com Park Maint Work PT

   

 $            12.50

Hourly

Weekly

Park Attendants    PT

    2

 $            10.30

Hourly

Weekly

Lifeguards

2

 $            10.30

Hourly

Weekly

Visitor Center Attendants

    2

$             10.30

Hourly

Weekly

Historian

 

 $        2,230.00

Annual

Monthly

Wastewater Treatment Plant Operator

 

 $            25.00

Hourly

Weekly

Wastewater Treatment Plant  Operator Trainee

 

 $            17.50

Hourly

Weekly

Wastewater Treatment Plant Attendant

 

$             12.50

Hourly

Weekly

Plan Bd/ZBA  Reg mtngs only

 

 $            25.00

Per diem

`Semi Annual

DULY ADOPTED BY THE FOLLOWING VOTE:

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

RESOLUTIONS #41 Introduced by M. Martucci, seconded by S. Ramant

Resolution # 41– Procurement Policy. 

     Resolved, that the Following Procurement Policy be adopted for the year 2012.

 

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:

 

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 $20,000 in the fiscal year and public works contracts over $35,000 shall be formally bid pursuant to GML Section 103.

 

A)  All estimated purchases of: Greater than $1.00 but less than $2,000 may be    

      authorized by Town Officials with purchasing authority, namely: the Supervisor,    

      Deputy Supervisor, Town Board Committee Chairs, and Highway Superintendent.

 

      Greater than $2,000 but less than $10,000 requires an written/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 $10,000 but less than $20,000 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 $2,000 may

                   be authorized by Town Official with purchasing authority: namely: The Supervisor,

                   Deputy Supervisor, Town Board Committee Chair and the Highway Superintendent.

 

                   Greater than $2,000 but less than $10,000 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 Chair.  

 

                   Greater than $10,000 but less than $20,000 requires a written Request For

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

                   and approval of the appropriate committee.  

 

      Greater than $20,000 but less than $35,000 requires a written RFP and fax or written   

       proposal 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.

e.       State or County Contracts.

 

     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.

 

DULY ADOPTED BY THE FOLLOWING VOTE:

AYES:  Supervisor Frasier, M. Martucci, R. Meola, S. Ramant and M. Fitzgerald.

NAYS:  None.

Carried.

 

Motion by R. Meola, seconded by M. Martucci to adjourn meeting at 6:15 pm.  All voting yes.  Motion carried.

 

Respectfully submitted,

 

 

 

Deborah F. Manning

Hague Town Clerk