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2009 ORGANIZATIONAL RESOLUTION TOWN BOARD TOWN OF CHARLTON
January 12, 2009
The Organizational Resolution meeting of the Town Board of Charlton, Saratoga County, New York was held at the Charlton Town Hall was called to order by Supervisor Grattidge at 7:20pm.
Present: Councilman Gardner, Councilman Lippiello, Councilman Salisbury, Councilman Verola, Supervisor Grattidge, Town Clerk Brenda Mills, Attorney VanVranken.
RESOLUTIONS No 1 - 50
Town Resolutions
RESOLUTION NO.1 Resolution setting meeting dates of the Town Board
The Board shall convene at 7:30 PM o’clock in the evening for the regular Town Board Meeting on the second Monday of every month and for the Town Board Agenda Meeting on the last Monday of every month, except holidays in which case the following day or as designated by the Board. Dates are to be as follows, location to be the Town Hall.
Town Board Meetings Dates:
Town Board Agenda Meeting Dates:
Special meetings of the Board shall be called in accordance with applicable provisions as provided in Town Law, with public notice in newspaper and posted at Town Hall.
RESOLUTION 2 Resolution adopting the proceedings of the Town Board
BE IT RESOLVED that the following rules shall govern the proceedings of the Town Board, Town of Charlton, County of Saratoga, State of New York.
Rule 1 The order of business shall be as follows: 1. Salute to the flag 2. Roll call 3. Approve minutes: Previous Town Board, Public Hearings, Agenda Meeting 4. Abstract of Claims 5. Town Clerk’s Report 6. Supervisor’s Report (Financial, County, Town, Communications, Announcements) 7. Department & Committee Reports: All department and committee reports will be filed with the Town Clerk and attached to the minutes. 8. Motions & Resolutions 9. Councilman Reports 10. Privilege of the Floor (Speaker limited to 5 minutes)
Rule 2 The Board shall be called to order by the Supervisor and a roll called taken. In the absence of the Supervisor, the Deputy Supervisor shall preside.
Rule 3 Any board member who enters the room after the roll call shall be recognized by the Supervisor and his presence noted in the minutes. Likewise, board members wishing to leave the meeting before adjournment must first be excused by the Supervisor and their time of departure note in the minutes.
Rule 4 No person except the members of the Board shall have the privilege of the floor without the unanimous consent of the Board members present and recognition by the chair.
Rule 5 All resolutions to be acted upon at a regular meeting will be presented to the Board members in proper form at least forty-eight (48) hours prior to the meeting. In case of emergency and with the unanimous consent of the board members present, the rule requiring forty-eight (48) hours prior submission may be waived.
Rule 6 Procedure not governed by these rules shall be governed by Roberts Rules of Order (Revised).
Rule 7 Video and audio recording only. Only one video camera and/or audio recording device is allowed, excluding the one used by Town Government, in only one location at the rear of the hall or behind the audience in a still position. No additional lighting is allowed. Town Government is to be provided with an unedited copy of the audio and video tapes within five (5) days of the meeting.
RESOLUTION NO.3 Resolution Naming the Daily Gazette as the Official Newspaper for the Town of Charlton
BE IT RESOLVED that The Daily Gazette be hereby named as the official newspaper for the Town of Charlton.
Committee and Board Appointments
RESOLUTION NO.4 Resolution to Appoint Members to the Assessment Review Board
BE IT RESOLVED that JOHN MAZUR is re-appointed as a member of the Charlton Assessment Review Board for a period commencing January 1, 2009 and terminating September 30, 2013.
In compliance with State requirements, expiration date of terms of office will be adjusted from December 31 to September 30 each year. Terms of other members of the Assessment Review Board are:
RESOLUTION NO.5 Resolution to Appoint Members of the Agricultural Task Force Committee
BE IT RESOLVED that BRUCE HODGKINS, JAMES LEUPOLD, RICHARD SMITH, DAVID WOOD, GUY MITCHELL, JOE GRASSO, AND DAWN SZUREK are appointed members of the Agricultural Task Force Committee to serve at the pleasure of the Town Board, and BE IT RESOLVED that DAVID WOOD be re-appointed as Chairman of the Agricultural Task Force Committee to serve at the pleasure of the Town Board .
RESOLUTION NO. 6 Resolution to Appoint Members of the Electronic Government and Technology Committee
BE RESOLVED that JOHN KELLEY, TORBEN AABO, AND JIM LEUPOLD, JOE EGRY, TERRY OSTRANDER and GEORGE EGGLESTON are appointed members of the Electronic Government Board and Technology Board for a period commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO. 7 Resolution to Appoint Members of the Town of Charlton Environmental Conservation Commission
BE IT RESOLVED that MARVIN SCHORR, THEODORA SMITH, ASILDA DUBE, ROBERT KILLEEN, JR., DOUGLAS RANALETTO AND LANE JASTREBSKI are hereby appointed as members of the Charlton Environmental Conservation Commission for a period commencing January 1, 2009 and terminating December 31, 2009 and BE IT RESOLVED that MARVIN SCHORR hereby is re-appointed Chairman of the Town of Charlton Environmental Conservation Commission for a period commencing January 1, 2009 and terminating December 31, 2009
RESOLUTION NO. 8 Resolution to Appoint Members to the Board of Ethics
BE IT RESOLVED, that the Town Board of the Town of Charlton hereby appoints JOHN SENNETT, CHARLES MCLOUGHLIN, JOHN PENNOCK, DON SCHERMERHORN and CLARENCE LINDER to serve as members of the Charlton Board of Ethics for the period January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO. 9 Resolution to appoint a Financial Advisory Committee
BE IT RESOLVED that DONALD SCHERMERHORN, KEITH FITZGERALD, JOEL LANDIS AND CLARENCE LINDER are appointed as members to a Financial Advisory Committee to serve at the pleasure of the Town Board for a period commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO.10Resolution to Appoint Members of the Town of Charlton Historic District Commission with SUCH POWERS AND DUTIES AS PRESCRIBED UNDER LOCAL LAW #2 OF THE YEAR 1973
BE IT RESOLVED that JAMES POIRIER, DOROTHY MITCHELL and ADA BAILEY are appointed as members of the Town of Charlton Historic District Commission for a period commencing January 1, 2009 and terminating December 31, 2010, and BE IT RESOLVED that JAMES POIRIER hereby is re-appointed as Chairman of the Town of Charlton Historic District Commission for a period commencing January 1, 2009 and terminating December 31, 2009.
Terms of other Historic District Commission members:
RESOLUTION NO.11 Resolution Appointing Members and a Chairman of the Park Committee
BE IT RESOLVED that ELINOR GEORGE, DAVID POHL and STACY CLARK are re-appointed to the Park Committee, to work as an advisory committee to the Town Board with special interest in the development and use of parklands in the Town of Charlton for the period commencing January 1, 2009 and terminating December 31, 2009 and BE IT RESOLVED that GEORGE EGGLESTON is re-appointed as Chairman of the Park Committee.
RESOLUTION NO.12 Resolution to appoint a Member and Two Alternate Members to the Charlton Planning Board.
BE IT RESOLVED that JAY WILKINSON is appointed as Chairman of the Charlton Planning Board for the period commencing January 1, 2009 and terminating December 31, 2009, and BE IT RESOLVED that CHRIS MITCHELL be re-appointed as a member of the Charlton Planning Board for the period commencing January 1, 2009 and terminating December 31, 2015, and BE IT RESOLVED that MICHAEL ARMER be appointed as a alternate member of the Charlton Planning Board for the period commencing January 1, 2009 and terminating December 31, 2009, and BE IT RESOLVED that GARY VANDERHORST be re-appointed as an alternate member of the Charlton Planning Board for the term commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO.13 Resolution to Appoint Chairman and Members of Records Advisory Board
BE IT RESOLVED that BRENDA MILLS be hereby appointed as Chairman and, CONNIE WOOD, LAURA LINDER, DOROTHY MITCHELL, ELLEN BOLTON and BARBARA NACHBAR are appointed as members of the Records Advisory Board for a period commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO. 14 Resolution appointing custodian and members to the Veterans Memorial Board Committee
BE IT RESOLVED, that ESTELLA VANDERZEE is hereby appointed as custodian of the Veterans Recognition Board in Gideon Hawley Park to serve at the pleasure of the Town Board for a period commencing January 1, 2009 and terminating December 31, 2009, and BE IT RESOLVED that CATHERINE CAINE, ESTELLA VANDERZEE, AND GEORGE EGGLESTON are appointed members of the Veterans Memorial Board Committee for a period commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO.15 Resolution to Appoint Members to the Zoning Board of Appeals
BE IT RESOLVED that MARK CHOTKOWSKIbe appointed as a member of the Charlton Zoning Board of Appeals for a period commencing January 1, 2009 and terminating December 31, 2013, and BE IT RESOLVED that CARLTON ELLMS be appointed as alternate member of the Charlton Zoning Board of Appeals for a period commencing January 1, 2009 and terminating December 31, 2009, and BE IT RESOLVED that ADAM TODD be appointed as Chairman of the Charlton Zoning Board of Appeals for a period commencing January 1, 2009 and terminating December 31, 2009.
Terms of the other members of the Zoning Board of Appeals are:
RESOLUTION NO. 16 Resolution to Appoint members of the Zoning Ordinance Review Committee
BE IT RESOLVED that MARVIN SCHORR, AND ROBERT VAN VRANKEN (ex-officio) are re-appointed members of the Zoning Ordinance Review Committee and DAVID LAFOUNTAIN, JAMES POIRIER, ADAM TODD, DON SCHERMERHORN, CARLTON ELMS III, MARK HODGKINS and JAMES LEUPOLD are appointed members of the Zoning Ordinance Review Committee for a period commencing January 1, 2009 and terminating December 31, 2009, and BE IT RESOLVED that MARVIN SCHORR is re-appointed as Chairman of the Zoning Ordinance Review Committee to serve at the pleasure of the Town Board.
Department Appointments
RESOLUTION NO. 17 Resolution Appointing a Deputy Supervisor
BE IT RESOLVED that the Supervisor is hereby authorized to appoint a Deputy Supervisor to serve at the pleasure of the Supervisor.
RESOLUTION NO. 18 Resolution appointing a full-time Secretary to the Supervisor Be it resolved that the Supervisor is hereby authorized to appoint a Secretary to the Supervisor at the rate of compensation of $40,480.00 dollars per a year to serve at the pleasure of the Supervisor.
Discussion: Bruce Gardner said that the title for this position is Secretary, however he feels that the position is more than that, more like an Administrative Assistant. Councilman Salisbury said that he felt that job could be split into 2 jobs, one as Secretary and one as Bookkeeper.
RESOLUTION NO. 19 Resolution to appoint a Town Historian and a Deputy Town Historian
BE IT RESOLVED that the Supervisor is authorized to appoint a part-time Town Historian at a rate of compensation of $1144.00 dollars per a year to serve at the pleasure of the Supervisor and, BE IT RESOLVED that the Supervisor is authorized to appoint a part-time Deputy Town Historian at a rate of compensation of $520.00 per a year to serve at the pleasure of the Supervisor.
RESOLUTION NO. 20 Resolution Appointing a part-time Deputy Town Clerk
BE IT RESOLVED that the Town Clerk is authorized to appoint not more than three (3) part-time deputies, at a rate of compensation of $11.00 to $11.85 per an hour to serve at the pleasure of the Town Clerk.
RESOLUTION NO.21 Resolution to Appoint a Registrar of Vital Statistics
BE IT RESOLVED that BRENDA MILLS is hereby appointed Registrar of Vital Statistics for a period commencing January 1, 2009 and terminating December 31, 2009 at a rate of compensation of $864.00 per a year.
RESOLUTION NO.22
Resolution to appoint a Deputy Registrar and Sub-Registrar of Vital Statistics
BE IT RESOLVED that PENNY HERITAGE is hereby appointed Deputy Registrar of Vital Statistics and for a period commencing January 1, 2009 to December 31, 2009.
RESOLUTION NO.23 Resolution to Appoint Freedom of Information Officer
BE IT RESOLVED that BRENDA MILLS is hereby appointed as Freedom of Information Officer for a period commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO. 24 Resolution to Appoint a Chairman of the Board of Assessors
BE IT RESOLVED that WESLEY WEAVER is hereby appointed as Chairman of the Charlton Board of Assessor’s for a period commencing January 1, 2009 and terminating December 31, 2009.
RESOLUTION NO. 25 A Resolution appointing a part-time Clerk to the Assessors
BE IT RESOLVED that the Chairman of the Assessors is authorized to appoint not more than two part-time clerks at a rate of compensation up to $11.85 per hour to serve at the pleasure of the Chairman of the Assessors.
RESOLUTION NO. 26 Resolution to Appoint a Water Superintendent and Assistant Water Superintendent
BE IT RESOLVED that JOHN P. MORGAN, JR. hereby is appointed Water Superintendent, Charlton Water District No. 1, Extensions 2, & 3 and Water District #2 to serve at the pleasure of the Town Board at a rate of compensation of $22,179.00 per a year and, BE IT RESOLVED that DENNIS RUSSELL hereby is appointed Assistant Water Superintendent to serve at the pleasure of the Town Board at a rate of compensation of $6812.00 per a year.
RESOLUTION NO.27 Resolution to Appointing a Zoning Administrative Officer and Assistant Zoning Administrative Officer
BE IT RESOLVED that DAVID LAFOUNTAIN hereby is appointed as Zoning Administrative Officer to serve at the pleasure of the Town Board at a rate of compensation of $8,809.00 per a year, and Be IT RESOLVED that KAREN ENGLISH hereby is appointed as Assistant Zoning Administrative Officer to serve at the pleasure of the Town Board at a rate of compensation of $4,264.00 per a year.
RESOLUTION NO. 28 A Resolution to Appoint Deputy Tax Collector
BE IT RESOLVED that the Tax Collector is authorized to appoint one (1) part-time Deputy Tax Collectors to serve at the pleasure of the Tax Collector, one to serve at a rate of compensation of $1,846.00 dollars per a year.
RESOLUTION NO. 29 Resolution to Appoint Constables/Peace Officers
BE IT RESOLVED that THOMAS PARKS be appointed as Senior Constable/Peace Officer to serve at the pleasure of the Town Board at a rate of compensation of $10,257.00 per year and, BE IT RESOLVED that THOMAS SCHMIDT, GARY PARKS AND KENNETH ALMY are hereby appointed Constable/Peace Officer for the Town of Charlton to serve at the pleasure of the Town Board at a rate of compensation per an officer of $8,802.00 per a year, and BE IT RESOLVED that RANDALL ANGEROSA be appointed as a Back-Up Constable to serve at the pleasure of the Town Board at a rate of compensation of $556.00 per year.
RESOLUTION NO.30 Resolution to Appoint Animal Control Officer
BE IT RESOLVED that LELAND BRAMER be appointed as Animal Control Officer to serve at the pleasure of the Town Board at a rate of compensation of $6, 453.00 per a year.
RESOLUTION NO.31 A Resolution to Appoint a Member to the Burnt Hills Youth Recreation Commission
BE IT RESOLVED that DOUGLAS SALISBURY be hereby appointed at the pleasure of the Town Board to serve as the Town of Charlton representative to the Burnt Hills Youth Recreation Commission.
Appointment of Contracts
RESOLUTION NO.32 Resolution Appointing a Town Attorney and a Planning Board Attorney
BE IT RESOLVED that ROBERT VANVRANKEN be re-appointed as Attorney for the Town and WILLIAM KENIRY be re-appointed Attorney for the Planning Board to serve at the pleasure of the Town Board, upon final approved annual agreement.
RESOLUTION NO.33 A Resolution to contract for Library Services
BE IT RESOLVED that the Supervisor be and hereby is empowered to contract for library services with the Town of Ballston Community Library for services during the Year 2009 at a fee not to exceed $48,700.00 Dollars, the Ballston Spa Village Library for services during the Year 2009 at a fee not to exceed $2,362.00 Dollars.
RESOLUTION NO.34 Resolution to Contract for Ambulance Service
BE IT RESOLVED that the supervisor be and hereby is empowered to contract for Ambulance services with the Galway Ambulance Corp. for services during the Year 2009 at a fee not to exceed $12,480.00 Dollars and the Ballston Lake Ambulance Corp. for services during the Year 2009 at a fee not to exceed $12,480.00 Dollars.
RESOLUTION NO. 35 Resolution to Contract for Building Inspector Services
BE IT RESOLVED that The Inspector, LLC be appointed as the Charlton Building Inspector for the enforcement of the Uniform Fire Prevention and Building Code of the State of New York to serve at the pleasure of the Town Board.
RESOLUTION NO. 36 Resolution to Appoint Town Health Officer
BE IT RESOLVED that DR. DAVID PHELPS be and hereby is re-appointed Town Health Officer to serve at the pleasure of the Board at a fee of $150.00 per year.
RESOLUTION NO. 37 A Resolution Appointing a Town Engineer and a Water District Engineer
BE IT RESOLVED that Environmental Design Partnership be appointed the Town and Water District Engineer to serve at the pleasure of the Town Board.
RESOLUTION NO. 38 A Resolution for contracted services with the Charlton Food Pantry and Galway Senior Trip Fund and Charlton Senior Citizens
BE IT RESOLVED that the Town of Charlton will contract for services, $2,500.00 Dollars to the Charlton Food Pantry, $150.00 Dollars to the Galway Senior Citizen Trip Fund and $2,080.00 to the Charlton Senior Citizens.
RESOLUTION NO. 39 Resolution to Contract Clerical Work to Certain Boards and Committees
BE IT RESOLVED that the KIMBERLY CARON be appointed to provide Clerical services to the Town of Charlton’s Zoning Board of Appeals and upon request of the Town Board to serve at the pleasure of the Town Board at a rate of compensation of $11.85 per an hour. BE IT RESOLVED that KIMBERLY CARON be appointed to provide Clerical services to the Town of Charlton’s Planning Board and the Assessment Review Board to serve at the pleasure of the Town Board at a rate of compensation of $11.85 per an hour.
Banking
Discussion: Councilman Salisbury requested that NBT Bank, which the Town has Time Deposit Savings in, be added to Resolution #40 (amended below)
RESOLUTION NO. 40 Resolution Designating Certain Banks as Depositories for Town Funds - Year 2009
BE IT RESOLVED that the Ballston Spa National Bank, having a principal office in Ballston Spa, Saratoga County, New York, is designated as the official depository for the following Town of Charlton accounts:
BE IT FURTHER RESOLVED that NBT Bank, having an office in Saratoga Springs, Saratoga County, New York is a depository bank for the purpose of Time Deposits, and
BE IT FURTHER RESOLVED that First Niagara Bank, having an office in the Town of Glenville, Schenectady County, New York is hereby designated as the official depository for any or all accounts of the Town Clerk of the Town of Charlton.
RESOLUTION NO.41
Discussion: Councilman Salisbury requested that the maximum amount be lowered to Two Million Five Hundred Thousand Dollars. (amended below)
Resolution Authorizing Time Deposits
BE IT RESOLVED that the Supervisor of the Town of Charlton, as Chief Fiscal Officer for the Town, is hereby authorized to deposit certain Town funds in time deposit accounts during calendar year 2009. The following guidelines and authorities are also approved:
The maximum amount authorized for such time deposits is Two Million Five Hundred Thousand Dollars ($2,500,000.00). Funds which the Supervisor may place in such time deposits shall include, but not be limited to, general Town of Charlton funds, Charlton Highway Department funds and Water District #1 funds. The Supervisor shall have discretion to combine funds in time deposits for the purpose of obtaining the highest interest rate yields on such accounts. The Supervisor shall maintain a record of all such time deposits, including the amount of such deposits and the interest earned. The Supervisor will provide a listing of such accounts to the Town Board on a monthly basis, which information shall include the deposit amounts, interest rate, banking institution and interest earned.
RESOLUTION NO.42 Resolution Establishing a Cash Management and Investment Policy
The objectives of the Investment Policy of the Town of Charlton are to minimize risk; to insure that investments mature when cash is required to finance operations; and to insure a competitive rate of return. In accordance with this policy, the supervisor is hereby authorized to invest all funds including proceeds of obligations and reserve funds in:
(a) Certificate of deposit issued by a commercial bank or trust company authorized to do business in New York State;
(b) Time Deposit Accounts in a commercial bank or trust company authorized to do business in New York State;
All other local government officials receiving money in their official capacity must deposit such funds in negotiable order of withdrawal accounts.
All investments made pursuant to this policy shall comply with the following conditions:
1. Collateral Certificates of deposit shall be fully secured by insurance of FDIC or by obligations of New York State, or obligations of the United States, or obligations of Federal Agencies, the principal interest of which are guaranteed by the U.S. or obligations of New York State local government. Collateral shall be delivered to the Town of Charlton or a custodial bank to the account of the Town of Charlton or to a Federal Reserve Bank. The market value of collateral supplied by any bank shall at all times equal or exceed the total principal amount of certificates of deposit and time savings deposits held by the bank less applicable FDIC coverage. The bank selling the investment shall provide a list of collateral with the Town of Charlton and report all changes in that list.
2. Written contracts shall be required for the purchase of all certificates of deposits. The supervisor shall review the annual reports of all banks holding town funds to determine satisfactory financial strength.
The supervisor shall authorize investments on behalf of the Town of Charlton. All investment agreements shall be confirmed in writing.
The supervisor may make a quarterly survey of CD rates in at least two area banks.
The supervisor’s annual financial report shall include an annual investment report.
This guideline shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable.
RESOLUTION NO.43 Resolution to establish a Petty Cash Fund for Certain Town Officials - Year 2009
BE IT RESOLVED that the Tax Collector be authorized a Petty Cash Fund in the sum of One Hundred ($100.00) Dollars to be utilized by her as provided by law in the performance of the duties of the Office of Collector and to be returned to the Supervisor prior to making her returns of unpaid taxes to the County Treasurer, and BE IT FURTHER RESOLVED that the Town Clerk be authorized a Petty Cash Fund in the sum of Six Hundred ($600.00) Dollars ($500.00) as a cushion to checking account & $100.00 petty cash at Town Hall, to be utilized by her as provided by law in the performance of the duties of Town Clerk.
RESOLUTION NO. 44 Resolution Accepting the Bonds of Various Town Officials
BE IT RESOLVED that the Town Board of the Town of Charlton approve and accept the undertakings of the below listed Town Officials and employees in the indicated sums and that a copy thereof is filed in the Saratoga County Clerk’s Office: Supervisor $ 300,000.00 Secretary to the Supervisor $ 300,000.00 Town Clerk $ 90,000.00 Tax Collector $ 300,000.00 All other Town Employees Blanket @ $10,000.00
RESOLUTION NO.45 Resolution Establishing Town Holiday for benefit eligible employees for 2009
Holidays – Benefit eligible employees receive the following paid holidays:
RESOLUTION NO. 46 Resolution Establishing Salaries for Appointive and Elective Officials for the Town of Charlton for Year 2009
RESOLUTION NO.47 Resolution Establishing Purchase and Receipt of Goods, Materials and Services
It shall be the policy of the Town to purchase goods, materials and services from reliable vendors at the lowest cost to the town.
All Departments, Boards, and Commissions budgeted to purchase goods, materials, and services will adhere to the following procedures in connection with the purchase and receipt of goods and services:
1. Major Purchases and Contracting Except where waived by the General Municipal Law, all contracts for the purchase of materials, supplies and equipment involving expenditures of $10,000.00 or more; contracts for the accomplishment of public works for more than $20,000.00 shall be let through advertised sealed bids in accordance with the General Municipal Law.
2. Purchase of other Materials, Goods, Equipment and Services (a) Purchase of goods and materials involving expenditures of less than $300.00 which are proper Town charges and covered by appropriations may be authorized by the heads of Departments, Boards, and Commissions having budget appropriations assigned to them. Claims will be processed through normal channels and audited by the Town Board. When the balances in contractual and/or equipment are reduced to $500.00 or less the effected department will be notified and no purchases can be made without prior approval of the budget officer.
(b) Quotations from at least two and preferably three vendors must be obtained for all Purchases over $300.00 for material, supplies and equipment not purchased on State, County or Town contracts or bids. Quotations may be obtained in writing or by telephone. In the latter case the purchaser will enter the quotations listing: (i) Date of Quote, (ii) Items Quoted, (iii) Vendor Name, (iv) Address and Phone number, (v) Prices Quoted, and (vi) Successful vendor. The Purchase Order will be subject to regular and periodic audit. Written quotes will be kept on file.
(c) All purchases of greater than $300.00 in value except, as noted below must be approved in advance by the Town Board. Exceptions are purchases of bulk operating material routinely delivered, such as fuel and heating Fuel, bulk materials for highway projects, or repair parts.
(d) Qualified Town of Charlton vendors or goods, services, or materials purchased by the Town must be given the opportunity to quote. This is not intended to eliminate vendors outside Town boundaries.
(e) Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances: 1) Acquisitions of professional services 2) Emergencies 3) Sole source situations 4) Goods purchased from agencies for the blind or severely handicapped 5) Goods purchased from correctional facilities 6) Goods purchased from another governmental agency 7) Goods purchased at auction 8) Goods purchased for less than $300.00 9) Public works contracts for less than $500.00
(f) Price quotations must be F.O.B. Town Hall, Highway Department or Town job site. In those cases where the Town must provide pickup services, these costs will be added to the price for evaluation purposes using the following formula: Pickup Truck = Total mileage x $.50/mile plus driver/helper hourly rates x trip time Large Truck = Total mileage x $1.50/mile plus personnel time as above
(g) Selection of vendor will be made on the basis of lowest delivered price assuming the vendor meets delivery and specification requirements. (h) Qualified Town of Charlton vendors will be awarded the order or contract in those cases where delivered prices are equal and delivery dates are satisfactory on a competitive basis. (i) Spare or renewal parts quotations should be obtained from the original equipment manufacturer/dealer and from “after market” vendors of like parts in order to obtain the lowest price.
(j) Vouchers submitted to the supervisor for payment must be accompanied by the vendor’s invoice where one
exists. The voucher will list each
detailed item received and will be signed in the “Department Approval” block by
the employee of the Town physically receiving the goods or services to verify
that the goods or services appearing on the invoice were in fact received. Alternately, the person actually receiving
the goods may sign off on the invoice or shipping document furnished by the
vendor. This must be attached to the
voucher. The voucher will further be countersigned by the head of the
responsible Department or Board involved to confirm receipt. (k) The Supervisor may in the case of any emergency situation and upon request of the department or agency head involved waive all or part of Paragraph 2 of this policy to authorize purchases necessary to protect the safety, health or general welfare of the Town or residents. Each emergency case must be documented and reported to the Town Board by the Department at the next regular meeting of the Board.
RESOLUTION NO. 48
Discussion: Councilman Salisbury requested that the Town Board watch the Federal mileage rate closely this year in case the rate is dropped because gas prices remain low.
Resolution to Establish a Mileage Compensation Schedule
BE IT RESOLVED that for the Year 2009 the rate of $.50 per mile be established as a mileage compensation for all Town and Water District officials to be paid to them upon submission of a warrant therefore when it becomes necessary for them to utilize their own conveyances in the performance of their duties.
RESOLUTION NO. 49 Resolution To Establish Quarterly Meetings of the Town Board For Consideration of Public Water District Matters
BE IT RESOLVED that the Town Board shall meet on the first Monday in March, June, September and December of each calendar year for purposes of considering any and all matters related to the Town of Charlton public water system, including maintenance, repairs, quality of the infrastructure, continuity of service and financial resources sufficient to meet the obligations of the Town Board acting in the capacity of Public Water District Commissioners.
RESOLUTION NO. 50 Resolution for the Supervisor to utilize option coding
WHEREAS, The Supervisor and the Town Board have determined that there is a need for greater detail within the Town’s financial accounting and reporting systems, and that said detail will enable the Town Board to make more informed management decisions.
IT IS THEREFOR RESOLVED that the Town Supervisor shall, for internal management purposes, utilize option coding to achieve this purpose and that the Supervisor shall administratively authorize transfers, as needed and issue memo of said transfer, within this detail so long as the total for the basic object of expenditure, as approved by the Board, is not exceeded.
The meeting adjourned at 7:55pm
Respectfully Submitted,
Brenda Mills Town Clerk
APPOINTMENTS
Deputy Supervisor Robert Lippiello
Deputy Town Clerk Penny Heritage Margo Jones Mary Ellen Bolton
Secretary to the Supervisor Kathy Hanley
Clerk to the Assessors Mary Beth Frewin
Deputy Tax Collector Lynn Christie
Town Historian Laura Linder
Deputy Town Historian Dorothy Mitchell
Clerk to the Planning Board Susan York
Secretary to the Zoning Board of Appeals Kimberly Caron
Secretary to the Zoning Ordinance Review Committee Kimberly Caron
Secretary to the Planning Board Kimberly Caron
TOWN SUPERVISOR’S COMMITTEE APPOINTMENTS 2009
*** Supervisor Ex-Officio on all committees
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