Minutes of the Town of Lake George Regular Meeting held on February 9, 2015 at the Town Center, 20 Old Post Road, Lake George, New York

Transcription

1 Minutes of the Town of Lake George Regular Meeting held on February 9, 2015 at the Town Center, 20 Old Post Road, Lake George, New York Members Present: Absent: Others Present: Vincent Crocitto, Deputy Supervisor Marisa Muratori, Councilperson Dan Hurley, Councilperson Dennis Dickinson, Supervisor Nancy Stannard, Councilperson Deb Foley, Town Clerk; Jim Grey, John Carr, Dave Harrington, Sean Doty Deputy Supervisor Crocitto opened the meeting at 6:30 pm. The Pledge of Allegiance was led by Councilperson Muratori. Dave Harrington discussed the modifications to the current Intermunicipal Agreement with the Town for accepting waste. Currently, we are revising it every 5 years. The Environmental Facilities Corporation has requested that the Intermunicipal Agreement go the term of the financing which is 30 years. The biggest modification is the revenue. Currently the revenue is split 50/50 for the hauler s revenue. Since we pay by percentage of flow, they feel it is only fair that the revenue be split by percentage of flow. RESOLUTION TO AUTHORIZE SUPERVISOR TO SIGN INTERMUNICIPAL SEWER AGREEMENT RESOLUTION # , Introduced by Councilperson Hurley and seconded by Councilperson Muratori to authorize Supervisor Dickinson to sign the Intermunicipal Sewer Agreement. Sean Doty from The Chazen Companies addressed the board regarding the Caldwell Sewer District Capital Improvement Plan beginning with three slip lining projects. He stated that the intent of the project is to start slip lining from where it was started with the State project. This will be a project that will take 3 years. They also prepared cost estimates for this project and provided these estimates to the board. February 9, 2015 Page 1

2 A motion was made by Councilperson Hurley and seconded by Councilperson Muratori to approve the January 12, 2015 and January 20, 2015 minutes. All in favor. RESOLUTION TO SET PUBLIC HEARING FOR LOCAL LAW REGARDING FALSE ALARMS RESOLUTION # , Introduced by Councilperson Muratori and seconded by Councilperson Hurley to set a Public Hearing for Monday, March 9, 2015 at 6:00 p.m., to take public comment regarding a Local Law for False Alarms. RESOLUTION TO SET PUBLIC HEARING REGARDING SNOWMOBILE ACCESS ON CEDAR LANE RESOLUTION # , Introduced by Councilperson Hurley and seconded by Councilperson Muratori to set a Public Hearing for Monday, March 9, 2015 immediately following the Public Hearing to establish a Local Law for False Alarms. RESOLUTION APPROVING THE VOLUNTEER AMBULANCE WORKER SERVICE AWARD PROGRAM 2015 RESOLUTION # , Introduced by Councilperson Hurley and seconded by Councilperson Muratori. February 9, 2015 Page 2

3 RESOLVED, that the Town Board of the Town of Lake George approve the Lake George Emergency Squad Service Workers Award Program list of active Volunteer Ambulance Workers 2014 points earned. RESOLVED, also, that this list will be posted for thirty days in the Ambulance Company s principal headquarters in accordance with the New York State Law. RESOLUTION NOTICE OF ROADS CLOSED RESOLUTION # , Introduced by Councilperson Hurley and seconded by Councilperson Muratori. NOTICE OF ROADS CLOSED Highways in the Town of Lake George are closed to any vehicles with a gross weight in excess of 1 & ½ tons per wheel, under Article 40, Section 1650 of the Vehicle and Traffic Law. This order shall be in force from March 9, 2015 to May 15, Permits may be acquired at the Town Highway Department at 22 Gage Road, between the hours of 6:00 a.m. to 2:30 p.m., Monday through Friday. BY ORDER OF THE TOWN BOARD TOWN OF LAKE GEORGE DAN DAVIS, SUPERINTENDENT OF HIGHWAYS TOWN OF LAKE GEORGE, NEW YORK Superintendent of Highways, Dan Davis submitted a letter to the Town Board regarding his concerns of the Town s responsibilities for the Gateway Corridor Project. A copy of this letter is on file in the Town Clerk s Office. February 9, 2015 Page 3

4 RESOLUTION ADOPTING CHANGES TO PROCUREMENT POLICY RESOLUTION # , Introduced by Councilperson Crocitto and seconded by Councilperson Muratori that the Town Board adopt the following changes to the Procurement Policy. 1. (new addition which would allow town to piggyback on large county contracts which may get bulk deals better than state contract rates.) Section 6, i) Goods made through available State Contracts of the Office of General Services, Division Of Purchasing, or under County Government contracts pursuant to Section 408-a of the County law, whenever such purchases are in the best interest of the municipality. The Town, may, when permitted by law and applicable contract terms, utilize contracts let by the United States of America, any agency thereof, any state of any other county or political subdivision therein if such contract was let in a manner that constitutes competitive bidding consistent with NYS law and made available for use by the Town. 2. (updated credit card policy---includes language to allow for new stand-alone cc to be kept at town hall. 3 cards 1 for Dennis (to be kept by Patty) 1 for Vinnie (to be kept in comptroller safe) 1 in town clerks name (to be used by town--to be kept in comptroller safe)debit cards to be deactivated. Store cards to be kept primarily with Becky.) PROCUREMENT POLICY AND PROCEDURES PURSUANT TO 104-b OF THE GENERAL MUNICIPAL LAW (Adopted February 9, 2015 by Town Board Resolution ) WHEREAS, Section 104-b of the General Municipal Law requires every Town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of 103 of the General Municipal Law; and WHEREAS, comments have been solicited from those officers of the Town involved with procurement; and WHEREAS, the Town Board is desirous of procuring goods and services in a manner so as to assure the prudent and economical use of public monies in the best interests of the taxpayers of the Town of Lake George and to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances and to guard against favoritism, improvident extravagance, fraud and corruption, now therefore be it RESOLVED, that the Town Board of the Town of Lake George does hereby adopt the following procurement policies and procedures: February 9, 2015 Page 4

5 1) Every prospective purchase of goods or services shall be evaluated to determine the applicability of the General Municipal Law, 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. That estimate shall include the canvass of other town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. 2) All purchases of a) supplies or equipment which will exceed $20, or b) public works contracts in excess of $35, shall be formally bid pursuant to General Municipal Law ) Purchases under $1,000. require a purchase order. Purchases between $1001. to $1500. require a purchase order and approval of a councilperson. Purchases between $1501. and $3000. require a purchase order, approval of a councilperson and two (2) verbal or written quotes. Purchases between $3001. and $20,000 require a purchase order, approval of a councilperson, and three (3) written proposals. All estimated public works contracts of A) less than $35,000 but greater than $20,000 require a written request for a proposal and fax/written proposals from at least three (3) contractors. B) All estimated public works contracts under $1,500 can be done upon approval of the Supervisor. Between $1,500 and $20,000 you have to acquire two quotes from contractors. Any written request for proposals 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 these guidelines shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. 4) The lowest possible proposal or quote shall be awarded the purchaser or public works contract unless the purchaser prepares a written justification providing reasons why it is in the best interests of the town and its taxpayers to make an award to other than the lowest bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement. 5) 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 minimum required proposals or quotes be a bar to the procurement. 6) Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances: a) Acquisition of professional services; b) Emergencies; February 9, 2015 Page 5

6 c) Sole source situations; d) Goods purchased from agencies for the blind or severely handicapped; e) Goods purchased from other governmental agencies; f) Goods purchased at auction; g) Goods purchased for less than $750.00, but still needs a purchase order number; h) Public works contracts for less than $1, i) Goods made through available State Contracts of the Office of General Services, Division Of Purchasing, or under County Government contracts pursuant to Section 408-a of the County law, whenever such purchases are in the best interest of the municipality. The Town, may, when permitted by law and applicable contract terms, utilize contracts let by the United States of America, any agency thereof, any state of any other county or political subdivision therein if such contract was let in a manner that constitutes competitive bidding consistent with NYS law and made available for use by the Town. 7) This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable. 8) Vendors signatures are not required on vouchers when an invoice is provided. 9) Store Card and Credit Card Accountability Policy The terms store card, card and credit card shall be understood to also refer to store lines of credit where no physical card is used, but an agreement between the town and the vendor allow charges to be incurred against a line of credit, regardless of whether a physical card is involved or not. Credit card purchases are subject, at a minimum, to the same approvals, procedures and limits as established by the procurement policy and may be further limited by the following guidelines: a) The town board authorizes all credit cards b) The Purchasing Agent (Highway Secretary) or Comptroller is responsible for instructing and training staff in the use of cards and collecting written acknowledgement that users understand their responsibilities. (signature on these guidelines) c) The Purchasing Agent (Highway Secretary) will make a yearly analysis of individual credit card users to review the continued need for the card, and the nature and type of purchases being made, and cancel cards and/or lines of credit that are not needed or accounted for. d) The Purchasing Agent (Highway Secretary) will keep an annually updated master credit card list with all open lines of credit and credit cards, employees authorized to use such lines and limits per card. February 9, 2015 Page 6

7 e) No employee shall use a credit card for personal expenses under any circumstances, and charging personal expenses to be reimbursed to the town by the employee is strictly prohibited. f) No cards which allow cash back from purchases or cash advances will be authorized. g) The Purchasing Agent (Highway Secretary) will set appropriate credit limits for each purchase or transaction (via purchase order or written instructions). h) The Purchasing Agent (Highway Secretary) and Comptroller will establish reasonable credit limits for each card and a limit total for all cards with each vendor. Authorization for purchases above these limits will require prior approval from the department head. i) Phone, fax and internet purchases shall be subject to the same purchasing guidelines, approvals and review as brick and mortar credit card purchases. j) The Purchasing Agent (Highway Secretary) and/or Comptroller shall keep all credit cards in a locked, secure location. Only the purchasing agent or Comptroller is authorized to give a credit card to an employee, and only after a Department head has approved a purchase order or given verbal or written instructions for said purchase. In the event the purchasing agent or Comptroller is not available, the Highway Superintendent is authorized to give cards to employees for the Purchasing Agent and the PT Clerk in the Comptroller s Office for the Comptroller. k) All cards shall be returned to the Purchasing Agent or Comptroller following completion of any authorized purchase. l) An exception to (j) and (k) above is allowed for the Town Supervisor whose Secretary shall keep a card in his name in a locked secure location. The Town Supervisor shall sign a Town of Lake George Cardholder Agreement. The Deputy supervisor will sign a Town of Lake George Cardholder Agreement and a card in his name shall be kept in the Comptroller s office in a secure, locked location. m) The Purchasing Agent is responsible for reconciling the credit card bills to itemized receipts and submitting voucher for payment. The Comptroller is responsible for reviewing said voucher against attached receipts and generating payment. The Supervisor is responsible for reviewing claims and authorizing payment. n) Automatic payments deductions are not allowed for credit card bills. o) The town board shall be responsible for recouping inappropriate charges. p) Late fees will be avoided by paying bills within a timely manner. q) Lost or stolen cards shall immediately be reported to the Purchasing Agent (Highway Secretary) or Comptroller who will immediately notify the vendor and cancel the card. r) The Purchasing Agent or Comptroller shall verify that all items purchased were received. February 9, 2015 Page 7

8 s) All receipts for card purchases must be itemized. In the event that two receipts for the same purchase are generated, (one itemized and one not) both receipts must be submitted before the claim can be paid. RESOLUTION TO ACCEPT DONATIONS TO THE TOWN RESOLUTION # , Introduced by Councilperson Hurley and second by Councilperson Muratori to accept the following donations for December: HMB Area District 13 - $25.00 for use of the Town Center. Jennifer & Paul Sullivan - $ for use of Trolley. Rita Dorman - $55.00 for the LG Youth Commission Scholarship Fund LG Community Garden Club - $ for the LG Youth Commission Scholarship Fund Yonder Hill Group - $ for the use of Trolley. RESOLUTION TO APPROVE BUDGET TRANSFERS RESOLUTION # , Introduced by Councilperson Crocitto and seconded by Councilperson Hurley to approve the following budget transfers: 1. Will allow us to pay the final Unemployment bill for the last Q of ($6,948.12). I need to transfer $ from A contingency (A ) to Unemployment (A ) in order to make the payment. 2. (Becky) Transferring remaining funds for the clock box. $1100. from Engineer-CE (A ) to Ct House Repair Bdg/Prop (A ACH). February 9, 2015 Page 8

9 Councilperson Muratori COMMITTEE REPORTS Buildings & Grounds Crew is working at Town Hall; working with Jeff Adams to get the Courts internet secure; replacing desk and cabinets. They have been working at the Courthouse tearing up the old carpet and rebuilding the Judge s platform. They are also going to be sanding the floors. This is in conjunction with the $15,000 grant that we received to refinish the floors. The in-kind service is what the Town is doing now. Planning & Zoning The septic initiative training session On-site Wastewater Options for Small Communities in the Adirondacks in scheduled for Tuesday, March 3 rd at the Town Hall. Route 9 Gateway Plan The final plans have been submitted and accepted by DOT. Groundbreaking is scheduled for May Comprehensive Plan A draft plan has been issued to the committee and posted on line at the following link: This can also be accessed through our website at MS-4 Work plan to commence with the assistance of Beth Gillis of the Lake Champlain/Lake George Regional Planning Board. The Town/Village have procured a $60,000 water quality improvement funding program through this organization to be used for the establishment of a stormwater management plan for the MS-4. Councilperson Crocitto - Highway Been a busy month plowing and repairing. Truck 38 which is the 10 ton truck that they use for plowing runs very well however, the box on it is rusted. To replace it with a stainless steel box would be approximately $43,000. The board needs to start looking at this and make a decision. Youth Commission Ski program is going well. The bowling program is going well. February 9, 2015 Page 9

10 Councilperson Hurley Courts - $11, was received for 162 vehicle and traffic cases for Judge Reichenbach. Judge Stafford received $9, for 110 vehicle and traffic cases for a total of $21, Caldwell Sewer The Village spent 40 man hours checking the station and performing daily maintenance. 3 man hours were spent reviewing and training of the new sewer district map in Google Earth and ArcView. 2 man hours were spent on a high alarm at the upper pump station due to grease on the multitrobe. One man hour was spent marking out Dig Safe requests. Overall, the pump stations are operating well and had no alarms or repairs at the pump stations for the month. To date Chazen Companies are preparing some proposals for engineering services to the Town for the slip lining of the collection system and pump repair or replacement at the pump stations. The Village will be sending the camera through the collection system sometime after we complete the annual cleaning of the Village collection system. The flows are doing well. In January the flow was 7,587,000. The flows are going down. Diamond Point Water The month of January 896,000 gallons of water was treated. All samples are taken from Hillview Library and everything tested out fine. A motion was made by Councilperson Hurley and seconded by Councilperson Muratori to adjourn the meeting at 7:42 p.m. All in favor Minutes typed by Patty Schuster. Respectfully Submitted, Deborah Foley Town Clerk February 9, 2015 Page 10