Village of Sackets Harbor Board of Trustees
December 13, 2016
Regular Meeting
112 N. Broad St.
Sackets Harbor, NY 13685
Present:
Mayor Vincent Battista, Deputy Mayor Barbara Boulton, Trustee Daniel Frechette,
Trustee Molly Reilly, Trustee James Bray.
The
Meeting was called to order at 6:30 pm with the Pledge of Allegiance. Mayor
Battista welcomed new Trustee, James Bray.
ANNUAL
MEETING BUSINESS
The
following items are presented at the annual Village Board meeting held in
December of each year:
·
Authorize payment in advance of audit,
claims for public utility service, postage, freight, payroll taxes and express
fees, medical, dental, life and disability insurance premiums as well as
advance registrations for conferences and classes.
·
Designate the Regular Open Meeting dates
of the Board of Trustees as the second Tuesday of each month to commence at
6:30 PM.
·
Designate the Depository Institutions
for the Village of Sackets Harbor as:
Watertown Savings Bank and Community Bank.
·
Authorize the following check signing
procedure, the Treasurer or Mayor may sign checks.
·
Designate the official newspaper for the
Village of Sackets Harbor as the Watertown
Daily Times.
·
Authorize the mileage rate to be as set
by the IRS guidelines.
·
Authorize officials and employees to attend
meetings, conferences and workshops.
·
Authorize Village and Employee
co-payment of medical and dental insurance premiums (Village pays 90% of
premium, employee pays 10% premium). For employees hired after June 1, 2010,
the Village will pay 75% of premium and employees will pay 25% of premium.
·
Authorize the Village share of the
Treasurer’s health insurance premium to be paid to the Town of Wilna
·
Authorize the following appointments for
the following terms:
o
Deputy Mayor – Barbara Boulton –one year
o
Treasurer – James Yuhas - one year
o
Deputy Treasurer – Mary Ann Yuhas – one
year
Village of Sackets Harbor Board of
Trustees
Regular Meeting
December 13, 2016
Page 1 of 5
o
Village Clerk – Margaret Kelly – one
year
o
Deputy Clerk – Karyn Mintz Cordero – one
year
o
Village Registrar – Margaret Kelly – one
year
o
Deputy Registrar – Karyn Mintz Cordero
–one year
o
Zoning Enforcement Officer – James
Corbin - one year
o
Heritage Area Director – David Altieri -
one year
o
Visitor’s Center Director – Gail Gorgen
- one year
o
Village Historian – Jeannie Brennan
& Constance Brennan-Barone - one year
o
Village Attorneys – David Geurtsen &
Dennis Whelpley - one year
o
Village Engineer – Bernier, Carr &
Associates - one year
o
Village DPW Superintendent – Lonny
Reinhardt
Coin Deposit
Policy:
DPW staff is to
retrieve coins from the water dispensers, place them in the deposit bags to be
provided by Watertown Savings Bank, lock the bags and return them to the bank
to be counted and deposited.
The Investment
Policy is unchanged and follows the last page of these minutes.
The Acceptance
of Credit/Debit Card of ACH Payment for Village Taxes and Water/Sewer Bills
Policy is unchanged and follows the last page of these Minutes.
A motion was
made to approve the above presented items, appointments and policies by Deputy
Mayor Boulton and seconded by Trustee Bray. Vote 5 ayes (Battista, Boulton,
Frechette, Reilly and Bray), 0 nays.
The Procurement
Policy requires a Resolution (2016 12-01) and it follows the last page of these
minutes. The Policy was unchanged from last year.
Motion made by
Trustee Frechette and seconded by Trustee Reilly.
Village Board
Member Vote
Mayor Vincent
Battista Aye
Deputy Mayor
Barbara Boulton Aye
Trustee Daniel
Frechette Aye
Trustee Molly
Reilly Aye
Trustee James
Bray Aye
REVIEW OF MINUTES
The
minutes of the November 9, 2016 meeting were approved as presented in a motion
made by Trustee Reilly and seconded by Trustee Frechette. Vote 5 ayes
(Battista, Boulton, Frechette, Reilly and Bray), 0 nays.
Village of Sackets Harbor Board of Trustees
Regular Meeting
December 13, 2016
Page 2 of 5
The
minutes of the November 16, 2016 meeting were approved as corrected in a motion
made by Mayor Battista, seconded by Trustee Reilly. Vote 5 ayes (Battista,
Boulton, Frechette, Reilly and Bray), 0 nays.
MAYORS REPORT AND CORRESPONDENCE
A
presentation was given by Sensus and HD Supply on changing the water meter
records to a cloud based system.
Additional
seasonal “No Parking” signs were requested by OIC Paul Trudeau.
It
was requested that a “No overnight parking” notice be posted on the marquee.
Trustee
Reilly requested that a container of sand be located on Main St. for use by the
local businesses.
Village
Engineer, Kris Dimmick, gave an update on the Main St. project.
Trustee
Reilly had additional questions regarding the Tri-County Energy Consortium. She
will contact John Warneck and let the board know what she found. There will be
a special meeting to review this on Wednesday, December 21, 2016 at 6:30 pm.
PUBLIC COMMENT
The
meeting was opened for public comment at 7:25 pm.
Eric
Constance, 112 W. Washington St, is concerned about the impact the proposed
intake and seawall project will have on the water rates.
Public
comments were closed at 7:28 pm.
NEW BUSINESS
The application from the Chamber of Commerce for a
summer Farmer’s Market on Sundays from 9 am to 1 pm was approved in a motion
made by Trustee Bray, seconded by Deputy Mayor Boulton. Vote 4 ayes (Battista,
Boulton, Frechette and Bray), 0 nays, 1 abstained (Reilly).
For
the proposed Water Intake and Seawall Project, the Board approved the Negative
Declaration in the attached SEQR Resolution in a motion made by Trustee
Frechette and seconded by Mayor Battista. . Vote 5 ayes (Battista, Boulton,
Frechette, Reilly and Bray), 0 nays in a roll call vote.
The
attached Water Intake Improvements Bond and Authorization Resolution was passed
in a motion made by Trustee Frechette and seconded by Mayor Battista. Vote 5
ayes (Battista, Boulton, Frechette, Reilly and Bray), 0 nays in a roll call
vote.
TRUSTEE COMMITTEE REPORTS
Deputy
Mayor Boulton made a motion to pay the JMF printing invoice for the ½ page ad
in the 1000 Islands magazine for the Marketing committee. It was seconded by
Mayor Battista and passed with a vote of 5 ayes (Battista, Boulton, Frechette,
Reilly and Bray), and 0 nays.
Village of Sackets Harbor Board of Trustees
Regular Meeting
December 13, 2016
Page 3 of 5
She
reported that Tim Scee requested on behalf of the town, that a joint committee
be set up to coordinate efforts on the Galloo Island Wind Farm Project.
Trustees Bray and Frechette volunteered for the committee.
Trustee
Frechette reported that the DEC plans to have the State issue a Certificate of
Completion for the LDC project. The LDC is changing their bank to avoid the
service charges they are currently receiving.
Trustee
Reilly reported that the Can Am Committee will meet in January and are looking
for volunteers and sponsors.
The
Chamber of Commerce will be meeting January 3, 2017 and they are also looking
for new members.
Trustee
Reilly made a motion, seconded by Deputy Mayor Boulton, to have the Village
Clerk call any resident whose applications for variance be taken up by the ZBA
be mailed notice and called at the phone number indicated on their application
beginning immediately. Vote 4 ayes (Boulton, Frechette, Reilly and Bray), 1 nay
(Battista).
Trustee
Reilly also reported that Tom Dyckes, 448 Ontario St, would like Ontario St.
and Brown Shores Rd. to have a priority with the Tree Committee to replace
trees taken down in the water system infrastructure work.
The
new trustee, Trustee Bray, did not have anything to report.
TREASURER’S REPORT
The
Treasurer’s report was approved in a motion made by Trustee Reilly and seconded
by Deputy Mayor Boulton. Vote 5 ayes (Battista, Boulton, Frechette, Reilly and
Bray), 0 nays.
A
motion was made to pay the bills listed in Abstract #7 with vouchers 509 through
597 by Trustee Bray and seconded by Trustee Reilly. Vote 5 ayes (Battista,
Boulton, Frechette, Reilly and Bray), 0 nays.
DEPARTMENT HEAD REPORTS
DPW Superintendent, Lonny Reinhardt, reported that
Bach & Co. will be hauling sludge from the WWTP to the Rodman landfill this
week. The old sewer jetter brought $3,000 at auction. The Village took delivery
of the new snow plow truck last week. The UV Project will be shutting down for
the winter after receipt of the storage racks from the vender. The DPW is doing
maintenance at the WWTP blower room.
Village Police, OIC Paul Trudeau, reported that he
will determine the preferred locations for additional seasonal no parking
signs. His request to hire John Poggi as another Officer for the Department was
approved in a motion made by Mayor Battista, seconded by Deputy Mayor Boulton.
Vote 5 ayes (Battista, Boulton, Frechette, Reilly and Bray), 0 nays.
Planning Board Chair, Janet Quinn, reported that
their next meeting is December 21, 2016.
Village of Sackets Harbor Board of Trustees
Regular Meeting
December 13, 2016
Page 4 of 5
PUBLIC COMMENT
The
meeting was opened to public comment at 8:53 pm, with no comments offered.
The
meeting was adjourned in a motion made by Trustee Bray, seconded by Trustee
Frechette, at 8:54 pm. Vote 5 ayes (Battista, Boulton, Frechette, Reilly and
Bray), 0 nays.
Respectfully submitted,
Peggy Kelly
Village Clerk
Village of Sackets Harbor Board of Trustees
Regular Meeting
December 13, 2016
Page 5 of 5
INVESTMENT POLICY FOR
THE
VILLAGE OF SACKETS
HARBOR
Adopted December 13,
2016
I.
SCOPE
This investment policy applies to
all monies and other financial resources available for investment on its own
behalf or on behalf of any other entity or individual.
II.
OBJECTIVES
The primary objectives of the
Village of Sackets Harbor investment activities are, in priority
order;
-
to conform with all applicable federal, state
and other legal requirements(legal);
-
to adequately safeguard principal (safety);
-
to provide sufficient liquidity to meet all
operating requirements (liquidity); and
-
to obtain a reasonable rate of return (yield).
III.
DELEGATION OF
AUTHORITY
The Village of
Sackets Harbor Board’s responsibility for administration of the investment
program is delegated to the Village Treasurer, who shall establish written
procedures for the operation of the investment program consistent with these
investment guidelines. Such procedures
shall include an adequate internal control structure to provide a satisfactory
level of accountability based on a data base or records incorporating
description and amounts of investments, transaction dates, and other relevant
information and regulate the activities of subordinate employees.
IV.
PRUDENCE
All participants
in the investment process shall seek to act responsibly as custodians of the
public trust and shall avoid any transaction that might impair public
confidence in the Village Board to govern effectively.
Investments
shall be made with judgment and care, under circumstances then prevailing,
which persons of prudence, discretion and intelligence exercise in the
management of their own affairs, not for speculation, but for investment,
considering the safety of the principal as well as the probable income to be
derived.
All participants
involved in the investment process shall refrain from personal business
activity that could conflict with proper execution of the investment program,
or which could impair their ability to make impartial decisions.
V.
DIVERSIFICATION
It is the policy
of the Village of Sackets Harbor to diversify its deposits and investments by
financial institution, by investment instrument, and by maturity scheduling.
VI.
INTERNAL
CONTROLS
It is the policy
of the Village of Sackets Harbor for all monies collected by any officer or
employee of the government to transfer those funds to the Village Treasurer
with five (5) days of deposit, or within the time period specified in law,
whichever is shorter.
The Village
Treasurer is responsible for establishing and maintaining an internal control
structure to provide reasonable, but not absolute, assurance that deposits and
investments are safeguarded against loss from unauthorized use or disposition,
that transactions are executed in accordance with management’s authorization
and recorded properly, and are managed in compliance with applicable laws and
regulations.
VII DESIGNATION OF DEPOSITARIES
The banks and trust companies
authorized for the deposit of monies up to the following maximum amounts are:
Depository Name Maximum Amount Officer
Watertown
Savings Bank $
3,000,000 Treasurer
Community
Bank $ 50,000 Treasurer
VIII.
COLLATERALIZING
FOR DEPOSITS
In accordance with the provisions
of General Municipal Law, S10, all deposits of the Village of Sackets Harbor
including certificates of deposit and special time deposits, in excess of the
amount insured under the provision of the Federal Deposit Insurance Act shall
be secured:
1. By a pledge of “eligible securities” with an
aggregate “market value”, as provided by General Municipal Law, S10, equal to
the aggregate amount of deposits from the categories designated in Appendix A
to the policy.
2. By
an eligible “irrevocable letter of credit” issued by a qualified bank other
than the bank with the deposits in favor of the government for a term not to
exceed 90 days with an aggregate value equal to 140% of the aggregate amount of
deposits and the agreed upon interest, if any.
A qualified bank is one whose commercial paper and other unsecured
short-term debt obligations are rated in one of the three highest rating
categories by at least one nationally recognized statistical rating
organization or by a bank that is in compliance with applicable federal minimum
risk-based capital requirements.
3. By
an eligible surety bond payable to the government for an amount at least equal
to 100% of the aggregate amount of deposits and the agreed upon interest, if
any, executed by an insurance company authorized to do business in New York State,
whose claims-paying ability is rated in the highest rating category by at least
two nationally recognized statistical rating organizations.
IX.
SAFEKEEPING
AND COLLATERALIZATION
Eligible
securities used for collateralizing deposits shall be held by the depositary
bank or trust company subject to security and custodial agreements.
The security
agreement shall provide that eligible securities are being pledged to secure
local government deposits together with agreed upon interest, if any, and any
costs or expenses arising out of the collection of such deposits upon
default. It shall also provide the
conditions under which the securities may be sold, presented for payment,
substituted or released and the events which will enable the local government
to exercise its rights against the pledged securities. In the event that the securities are not
registered or inscribed in the name of the local government, such securities
shall be delivered in a form suitable for transfer or with an assignment in
blank to the Village of Sackets Harbor or its custodial bank.
The custodial
agreement shall provide that securities held by the bank or trust company, or
agent of and custodian for, the local government, will be kept separate and
apart from the general assets of the custodial bank or trust company and will
not, in any circumstances, be commingled with or become part of the backing for
any other deposit or other liabilities.
The agreement should also
describe that the custodian shall
confirm the receipt, substitution of securities when a change in the rating of
a security may cause ineligibility. Such
agreement shall include all provisions necessary to provide the local
government a perfected interest in the securities.
X.
PERMITTED
INVESTMENTS
As authorized by General Municipal
Law, S11, the Village of Sackets Harbor authorizes the Village Treasurer to
invest monies not required for immediate expenditure for terms not to exceed
its projected cash flow needs in the following types of investments:
-
Special time deposit accounts;
-
Certificates of deposit;
-
Obligations of the United States of America;
-
Obligations guaranteed by agencies of the United States of America
where the payment of principal and interest are guaranteed by the United States of America;
-
Obligations of the State of New York;
-
Obligations issued pursuant to LFL S24.00 or
25.00 (with approval of the State Comptroller) by any municipality, school
district or district corporation other than the Village of Sackets Harbor;
-
Obligations of public authorities, public
housing authorities, urban renewal agencies and industrial development agencies
where the general State statutes governing such entities or whose specific
enabling legislation authorizes such investments;
-
Certificate of Participation (COPs) issued
pursuant to GML, S109-b;
-
Obligations of this local government, but only
with any monies in a reserve fund established pursuant to GML, S6-c, 6-d, 6-e,
6-g, 6-h, 6-j, 6-k, 6-1, 6-m, or 6-n.
All investment
obligations shall be payable or redeemable at the option of the Village of
Sackets Harbor within such times as the proceeds will be needed to meet
expenditures for purposes for which the monies were provided and, in the case
of obligations purchased with the proceeds of bonds or notes, shall be payable
or redeemable at the option of the (unit of government) within two years of the
date of purchase.
XI.
AUTHORIZED
FINANCIAL INSTITUTIONS AND DEALERS
The
Village of Sackets Harbor shall maintain a list of financial institutions and
dealers approved for investment purposes and establish appropriate limits to
the amount of investments which can be made with each financial institution or
dealer. All financial institutions with
which the local government conducts business must be credit worthy. Banks shall provide their most recent
Consolidated Report of Condition (Call Report) at the request of the Village of
Sackets Harbor. Security dealers not
affiliated with a bank shall be required to be classified as Bank, as primary
dealers. The Village Treasurer is
responsible for evaluating the financial position and maintaining a listing of
proposed depositories, trading partners and custodians. Such listing shall be evaluated at least
annually.
XII.
PURCHASE OF
INVESTMENTS
The Village Treasurer is
authorized to contract for the purchase of investments:
1. Directly,
including through a repurchase agreement, from an authorized trading partner.
2. By
participation in a cooperative investment program with another authorized
governmental entity pursuant to Article 5G of the General Municipal Law where
such program meets all the requirements set forth in the Office of the State
Comptroller Opinion No. 88-46, and the specific program has been authorized by
the governing board.
3. By
utilizing an ongoing investment program with an authorized trading partner
pursuant to a contract authorized by the governing board.
All purchased
obligations, unless registered or inscribed in the name of the local
government, shall be purchased through, delivered to and held in the custody of
a bank or trust company. Such
obligations shall be purchased, sold or presented for redemption or payment by
such bank or trust company only in accordance with prior written authorization
from the officer authorized to make the investment. All such transactions shall be confirmed in
writing to the Village of Sackets Harbor by the bank or trust company. Any obligation held in the custody of a bank
or trust company shall be held pursuant to a written custodial agreement as
described in General Municipal Law, S10.
The custodial
agreement shall provide that securities held by the bank or trust company, as
agent of the custodian for, the local government, will be kept separate and
apart from the general assets of the custodial bank or trust company and will not,
in any circumstances, be commingled with or become part of the backing for any
other deposit or other liabilities. The
agreement shall describe how the custodian shall confirm the receipt and
release of the securities. Such
agreement shall include all provisions necessary to provide the local
government a perfected interest in the securities.
XIII.
REPURCHASE
AGREEMENTS
Repurchase agreements are
authorized subject to the following restrictions:
-
All repurchase agreements must be entered into
subject to a Master Repurchase Agreement.
-
Trading partners are limited to banks or trust
companies authorized to do business in
-
New
York State
and primary reporting dealers.
-
Obligations shall be limited to obligations of
the United States of America
and obligations guaranteed by agencies of the United States of America.
-
No substitution of securities will be allowed.
-
The custodian shall be a party other than the
trading partner.
Appendix
A
Schedule
of Eligible Securities
------- (i) Obligations issued,
or fully insured or guaranteed as to the payment of principal and interest, by
the United States of America, an agency thereof of a United States government
sponsored corporation.
------- (ii) Obligations issued or fully guaranteed by the International
Bank for Reconstruction and Development, the Inter-American Development Bank,
the Asian Development Bank, and the African Development Bank.
------- (iii) Obligations partially insured or guaranteed by any
agency of the United States of America, at a proportion of the Market Value of
the obligation that represents the amount of the insurance or guaranty.
------- (iv) Obligations issued
or fully insured or guaranteed by the State of New York, obligations issued by
a municipal corporation, school district or district corporation of such State
or obligations of any public benefit corporation which under a specific State
statute may be accepted as security for deposit of public money.
------- (v) Obligations issued
by states (other than the State of New York) of the United States rated in one
of the three highest rating categories by at least one nationally recognized
statistical rating organization.
------- (vi) Obligations of Puerto Rico rated in one of the three
highest rating categories by at least one nationally recognized statistical
rating organization.
------- (vii) Obligations of counties, cities and other governmental
entities of a state other than the State of New York having the poser to levy
taxes that are backed by the full faith and credit of such governmental entity
and rated in one of the three highest rating categories by at least one
nationally recognized statistical rating organization.
------- (viii) Obligations of domestic corporations rated in one of
the two highest rating categories by at least one nationally recognized
statistical rating organization.
------- (ix) Any mortgage
related securities, as defined in the Securities Exchange Act of 1934, as
amended, which may be purchased by banks under the limitations established by
bank regulatory agencies.
------- (x) Commercial paper
and bankers’ acceptances issued by a bank, other than the Bank, rated in the
highest short term category by at least one nationally recognized statistical
rating organization and having maturities of not longer than 60 days from the
date they are pledged.
------- (xi) Zero coupon obligations of the United States government marketed
as “Treasury strips”.
POLICY ACCEPTING
CREDIT/DEBIT CARDS OR ACH (e-check) PAYMENT
FOR VILLAGE TAXES
AND VILLAGE WATER AND
SEWER BILLS
VILLAGE OF SACKETS
HARBOR
Adopted December 13,
2016
WHEREAS, the Village Board of Sackets Harbor has been requested
by the Village Clerk to adopt a policy to allow credit
card/debit card or ACH payment for Village taxes and
water/sewer bills,
WHEREAS, the Village
Board of Sackets Harbor finds that authorizing such payment methodology will improve efficiency in the Village
Clerk's office and encourage prompt payment of those fees and bills, and provide a benefit to Village
residents,
Now, Therefore Be It
RESOLVED, that the Village Board of Sackets Harbor hereby adopts the following policy:
The Village Clerk
shall be authorized to receive payment
for Village tax and
water/sewer bills payable to the Village of Sackets Harbor in cash, check or credit card/debit card, or ACH and be it further,
RESOLVED, that the Village Clerk is authorized to enter into agreements on behalf of the Village with respect to credit card/debit card services or ACH
payment by which any fees charged by the credit card/debit card or ACH processing company
will be charged
to the holder of the credit card/debit card or bank account and not to the Village and that the same be done in such a manner that the Village will still receive
the full fee or bill and that any charges applicable to the use of the credit card/debit card or ACH processing will become the responsibility of the owner
of the credit card/debit
card or bank account, and be it further
RESOLVED, that the Village Clerk is hereby authorized to take all necessary steps
to implement this policy.
RESOLUTION 2016-12-01
RESOLUTION
WHEREAS, The New York State Legislature amended the General
Municipal Law by adding Section 104-b which requires all municipalities in the
State to adopt certain procurement policies; and
WHEREAS, said law requires the
governing Board of each municipality to solicit comments from all municipal
officers involved in the procurement process;
NOW, THEREFORE, BE IT RESOLVED THAT,
the Village of Sackets Harbor 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 Village of Sackets
Harbor
Adopted December 13, 2016
1.
Every purchase 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 is 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 aggregate amount to be spent in a year. 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 second-hand purchases from another
governmental entity.
The decision that a purchase is not
subject to competitive bidding will be documented in writing by the Village
official making the purchase. This
documentation may include written or verbal quotes from venders, a memo from
the purchasing official indicating how the decision was arrived at, a copy of
the contract or purchase order, a memo from the Village official detailing the
circumstances which led to an emergency purchase, or any other written
documentation that is appropriate.
2.
All goods and services will be secured by use of
written requests or proposals, 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, except in the following circumstances:
purchases under $500; goods purchased from agencies for the blind or severely
handicapped pursuant to Section 175-b of the State Finance Law; goods purchased
from correctional institutions pursuant to Section 186 of the Correction Law;
purchases under State contracts pursuant to Section 104 of the General
Municipal Law; purchases under County contracts pursuant to Section 103 (3) of
the General Municipal Law; or purchases pursuant to subdivision 6 of this
policy:
3.
The following method of purchase will be used
when required by this policy in order to achieve the highest savings:
Estimated Amount of Purchase Method
$ 500 - $2,500 3
Verbal Quotations
$2,501
- $19,999 3
Written Quotations
A good faith effort shall be made
to obtain the required number of proposals or quotations. If the purchasing Village official is unable
to obtain the required number of proposals or quotations, that official will
document the attempt made at obtaining the proposals. In no event shall the failure to obtain the
proposals be a bar to the procurement.
4.
Documentation is required of each action taken
in connection with each procurement.
5.
Documentation and explanation is required
whenever a contract is awarded to other than the lowest responsible
offeror. This documentation will include
an explanation of how the award will achieve savings, how the offeror was not
responsible or why the offeror was not responsive. A determination that the offeror is not
responsible or that the offeror was not responsive shall be made by the
purchasing official and may not be challenged under any circumstances.
6.
In the following circumstances, it is not in the
best interest of the Village of Sackets Harbor to solicit quotations or
document the basis for not accepting the lowest bid.
a. 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. These 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.
In determining whether a service
fits into a category, the Board of Trustees shall take into consideration the
following guidelines: (a) whether the services are subject to State licensing
or testing requirements; (b) whether substantial formal education or training
is a necessary prerequisite to the performance of the service; and (c) whether
the services require a personal relationship between the individual and
municipal officials. Professional or
technical services shall include but not be limited to the following: services
of attorneys; services of physicians; services of engineers; securing insurance
coverage; services of accountants; investment management services; printing
services involving extensive writing, editing or art work; 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.
b. It
is not in the best interest of the Village to solicit alternate proposals for
emergency purchases pursuant to Section 103 (4) of the General Municipal
Law. Due to the nature of this
exception, these goods or services must be purchased immediately because a delay
to seek alternate proposals may threaten life, health, safety or welfare of the
residents. This section does not
preclude alternate proposals of time permits.
c. It is not in the best interest of the
Village to solicit alternate proposals for purchases of surplus and second-hand
goods. If alternate proposals are
required, the Village is precluded from purchasing surplus and second-hand
goods at auctions or through specific advertised sources where the best prices
are usually obtained. It is also difficult
to try to compare prices of used goods and a lower price may indicate an older
product.
d. Any goods or services under $500 need not be
purchased competitively. The time and
documentation required to purchase through this policy may be more costly than
the item in this type of circumstance and would therefore not be in the best
interests of the taxpayer.
e. It
is not in the best interest of the Village to solicit alternate proposals for
the purchase of utility services or postage as they are sole source
acquisitions.
7. This policy shall go into effect January 1, 1992, and will be
reviewed annually.
Resolution
entered into motion, seconded and voted on this 13th day of
December, 2016.
Motion made by Trustee Frechette
and seconded by Trustee Reilly
Village Board Member Vote
Trustee James Bray Aye
Trustee Daniel Frechette Aye
Trustee Molly Reilly Aye
Deputy Mayor Barbara Boulton Aye
Mayor Vincent Battista Aye
STATE OF NEW
YORK )
)SS.:
COUNTY OF JEFFERSON )
I, Margaret Kelly, Village Clerk
of the Village of Sackets Harbor, County of Jefferson, State of New York do
hereby certify that I have compared the resolution attached hereto with the
original thereof filed in my office at 112 N. Broad Street, Sackets Harbor, New
York on the 13th day of December 2016 and that the same is a true and correct
copy of said original and of the whole thereof.
In
Testimony Hereof, I have hereunto set my hand and affixed the seal of the
Village of Sackets Harbor this 13th day of December 2016.
_____________________________
Village
Clerk of the Village of Sackets Harbor
County of Jefferson, State of New York
WATER I NTAKE IMPROVEMENTS
BOND AND AUTHORIZATION RESOLUTION
December 13, 2016
ARESOLUTION AUTHORIZING THE CONSTRUCTION, RECONSTRUCTION OF, AND IMPROVEMENTS TO THE WATER TREATMENT PLANT FOR THE VILLAGE OF SACKETS HARBOR INCLUDING REPLACEMENT AND INSTALLATION OF A NEW INTAKE LINE, A NEW INTAKE SCREEN,
RAW WATER PUMPING
SYSTEM AND SEAWALL RECONSTRUCTION, INCLUDING
SITE IMPROVEMENTS, ORIGINAL FURNISHINGS, EQUIPMENT, MACHINERY AND APPARATUS
(THE "PROJECT") AT A TOTAL
MAXIMUM
ESTIMATED
COST
OF
$3,600,000 AND AUTHORIZING THE ISSUANCE OF $3,600,000
SERIAL BONDS TO PAY THE COSTS THEREOF.
WHEREAS, the Board of Trustees
of the Village of Sackets
Harbor (the 11 Board11) has determined that the proposed
construction and financing
of the improvements to its Water Treatment Plant, including the replacement and installation of a new intake line, a new intake screen,
raw water pumping
system and seawall reconstruction, including
site improvements, equipment, original furnishings, machinery and apparatus thereto
as generally described
in the Preliminary Engineering Report of Water Intake Improvements by Bernier, Carr &
Associates, P.C., last revised
June 2016 (the 11 Project11), is a Type I Action as defined
in the State Environmental Quality
Review Act (SEQR)
pursuant to 6 NYCRR Part 61 7 and the State Environmental Review Process ("SERPA") and the Board has conducted
a coordinated review with all Involved Agencies
and has issued a negative declaration under SEQR and SERPA. The Project is consistent with the Village's
Local Waterfront Revitalization Program Policies and Goals.
WHEREAS, the Board now desires to provide for the authorization and financing of the Project;
NOW, THEREFORE, BE IT RESOLVED
by the Board of Trustees of the Village of Sackets Harbor as follows:
Section 1. The Project at a total maximum estimated
cost of $3,600,000 is hereby approved and authorized.
