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Town of Ashland, NY Town Board Minutes |
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TOWN OF ASHLAND Richard E. Tompkins, Town Supervisor Town Board Present: Richard E Tompkins----------Town Supervisor Absent: Martin Blanden----------------Councilman Supervisor Richard Tompkins opened the meeting at 7:40 pm. Pledge of Allegiance RESOLUTION # 1-2009
TOWN OF ASHLAND TOWN BOARD RESOLUTION OF 2009 JANUARY 6, 2009 NEW YORK MUNICIPAL FORM BOOK SEALED BIDS A RESOLUTION ADOPTING A PROCUREMENT POLICY WHEREAS, Section 104-b of the General Municipal Law requires the governing body of every municipality to adopt internal policies and procedures governing all procurement of goods and services which are not required by law to be publicly bid, and Comments have been solicited from all officers in the Town of Ashland involved in the procurement process, NOW, THEREFORE, BE IT RESOLVED, by the Supervisor of the Town of Ashland in regular session duly convened that the Town of Ashland does hereby adopt the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. PROCUREMENT POLICY FOR THE TOWN OF ASHLAND a. Every prospective purchase of goods to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it si known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. b. The following items are not subject to competitive bidding pursuant to Section 103 of the General Municipal Law: purchase contracts under $10,000 and public works contracts under $20,000; emergency purchases; certain municipal hospital purchases; goods purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions, purchases under state and county contracts and surplus and secondhand purchases from another government entity.
c. The decision that a purchase is not subject to competitive bidding will be documented in writing by the individual making the purchase. This document may include written or verbal quotes from vendors, a memo from the purchaser indication how the decision was arrived at, a copy of the contract indication the source which makes the item or service exempt, a memo from the purchaser detailing the circumstances which led to an emergency purchase or any other written documentation that is appropriate. All goods and services not subject to competitive bidding will be secured by use of written requests for proposals (RFP), written quotations, verbal quotations or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided. a. The following method of purchase will be used when required by this policy in order to achieve the highest savings: Estimated amount of $250 TO $1,000 Discretion of purchaser $1,000 to $3,000 Oral request for the goods and oral/fax/quotes from two (2) vendors $3,000 to $10,000 A written request (RFP) and Estimated amount of $500 TO $3,000 Discretion of purchaser $3,000 to $10,000 Written RFP and written/fax/proposals from two (2) vendors $10,000 to $20,000 Written RFP and written/fax/proposals from three (3) vendors Any written RFP shall describe the desire goods, quantity and the All information gathered in complying with the procedures of this policy shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town of Ashland and its taxpayers to make an award to other than the low proposer. If a proposer is not deemed responsible, facts supporting that judgment shall also be documented and filed with the records supporting the procurement. Pursuant to General Municipal Law Section 104-b (2) (f) the solicitation of alternative proposals or quotations will not be required in the best interest of the municipality in the following circumstances where proper qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of these services are such that they do not readily lend themselves to competitive procurement procedures: Professional services or services requiring special or technical skill, training or expertise. The individual or company must be chosen based on accountability, reliability, responsibility, skill, education and training, judgment, integrity and moral worth. In determining whether a service shall fit into this category, the Town of Ashland shall take into consideration the following guidelines: Whether the services are subject to state licensing or testing requirements: Whether substantial formal education or training is a necessary prerequisite to the performance of the services; and Whether the services require a personal relationship between the individual and municipal officials. Professional and technical services shall include but not be limited to the following: services of an attorney; services of a physician; technical services of an engineer or architect engaged to prepare plans, maps and estimates; securing insurance coverage and/or services of an insurance broker; services of a certified public accountant; investment management services; printing services involving extensive writing, editing of artwork; management of municipally owned property; and computer software or programming services for customized programs or services involved in substantial modification and customizing of pre-packaged software. Emergency purchases pursuant to Section 103(4) of the TGeneral Municipal Law. Due to the nature of this exception, these goods or services must be purchased immediately and a delay in order to seek alternate proposals may threaten life, health, safety or welfare of the residents. This section does not preclude alternate proposals if time permits. Purchases of surplus and secondhand goods from any source. If alternate proposals are required, the Town is precluded from purchasing surplus and secondhand goods at auctions or through specific advertised sources where the best prices are usually contained. It is also difficult to try to compare prices of sued goods and a lower price may indicate an older product. Goods under $250 and public works contracts for less than $500. The time and documentation required to purchase through this policy may be more costly than the item itself and therefore not be in the best interest of the taxpayer. In addition, it is not likely that such de minimis contracts would be awarded based on favoritism. No portion of this resolution shall be construed as preventing the competitive bidding of purchase contracts under $10,000or public works projects under $20,000, if so desired. This policy shall be reviewed annually by the Town of Ashland at its organizational meeting or as to thereafter is reasonably practicable. A motion was made by Councilperson, James Lawrence and seconded by Councilperson, Robert C. Ferris accept the Procurement Policy. Motion Carried. Adopted: TOWN BOARD MEMBERS AYE NAY ____________________________
RESOLUTION #2-2009
TOWN OF ASHLAND TOWN BOARD RESOLUTION OF 2009 CASH MANAGEMENT AND INVESTMENT POLICY POLICIES AND PROCEDURES The objectives of the Investment Policy of the Town of Ashland are to minimize risk, to insure that investments mature when the cash is required to finance operations, and to insure a competitive rate return. In accordance with this policy, the chief fiscal Officer is hereby authorized to invest all funds including proceeds of obligations and reserve funds in: Certificates of Deposit issued by a bank, or trust company authorized to do business in New York. Time Deposit Accounts in a bank or trust company authorized to do business in New York State. Obligations of the United State Government (Treasury Notes) MANAGEMENT POLICIES Implementation of the Investment Policy should be delegated to the Chief Fiscal Officer. The Town Board and the Chief Fiscal Officer of the Town of Ashland shall periodically review the investment transactions for compliance with this policy. The Investment Policy shall be periodically reviewed and revised as necessary to reflect changes in available investment opportunities and market conditions. Certificates of Deposit shall be fully secured by insurance of the Federal Deposit Insurance Corporation or by obligations of New York State or obligations of the United States or Federal Agencies the principal and interest of which are guaranteed by the United States, or obligations of New York State Local Governments. Collateral shall be delivered to the Local Government or a Custodial Bank with which the local government has entered into a custodial agreement. The market value of collateral shall at all times equal or exceed the principal amount of the certificate of deposit. Collateral shall be monitored no less frequently than weekly, and market value shall mean the bid or closing price as quoted in the wall Street Journal or as quoted by another recognized pricing service. A motion was made by Councilperson, Robert C. Ferris, with a second by Councilperson, James Lawrence to accept the Cash Management and Investment Policy. Adopted: BOARD MEMBERS AYE NAY _____________________________
RESOLUTION #3-2009 TOWN OF ASHLAND At the Town Board meeting on January 6, 2009, Councilperson, Richard E. Tompkins Due to the fact that utility bills and other certain invoices may sometimes generate late fees because of the dates that the Town Board meetings fall on, this resolution authorizes the Town Supervisor to prepay approved utility bills and other certain invoices. A motion to adopt this resolution was made by Councilperson, James Lawrence and seconded by Councilperson, Robert C. Ferris. TOWN BOARD MEMBERS AYE NAY RESOLUTIONS # 4-2008 TOWN OF ASHLAND Deputy Town Supervisor – Robert C. Ferris Adopted: TOWN BOARD MEMBERS AYE NAY ___________________
RESOLUTION #5-2009 TOWN OF ASHLAND TOWN BOARD RESOLUTION OF 2009 JANUARY 6, 2009 At the Town Board meeting on January 6, 2009, Councilperson, Richard E. Tompkins offered the following resolution and moved its adoption. WHEREAS, no newspaper is regularly published in the Town of Ashland. THEREFORE, BE IT RESOLVED, that the Windham Journal, a newspaper having general circulation in this Town, be designated as the official newspaper of the A motion to adopt this resolution was made by Councilperson, Robert C. Ferris and seconded by Councilperson, James Lawrence.
Adopted: TOWN BOARD MEMBERS AYE NAY ________________________________ RESOLUTION #6-2009 TOWN OF ASHLAND TOWN BOARD RESOLUTION OF 2009 JANUARY 6, 2009 At the Town Board meeting on January 6, 2009, Councilperson, Richard E. Tompkins The following banks will be appointed as custodial banks: A motion to adopt this resolution was made by Councilperson, Robert C. Ferris and seconded by Councilperson, Wanda Partridge. Motion Carried. Adopted: TOWN BOARD MEMBERS: AYE NAY ________________________________ RESOLUTION #7-2009 TOWN OF ASHLAND TOWN BOARD RESOLUTION OF 2009 JANUARY 6, 2009 At the Town Board meeting on January 6, 2009 Councilperson, Richard E. Tompkins offered the following resolution and moved its adoption. That the Town Board of the Ashland approved the following petty cash allotments: Town Supervisor - $100.00 A motion to adopt this resolution was made by Councilperson, James Lawrence and seconded by Councilperson, Robert C. Ferris. Motion Carried. ADOPTED: TOWN BOARD MEMBERS AYE NAY _____________________________ PAY RAISES FOR FULL TIME EMPLOYEES CPA CONTRACT FOR END OF THE YEAR REPORT MOTION-A motion was made by Councilman James Lawrence to approve the contract with Sickler, Torchia, Allen and Churchill, contingent upon some negotiating, seconded by Councilman Robert Ferris, motion was; HIGHWAY SUPERINTENDENT UPDATE Supervisor Tompkins spoke to the board about maybe getting a couple of sample Ambulance’s for them to look at. Motion was made by Councilman James Lawrence to close the meeting at 8:48 pm.
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