REGULAR TOWN BOARD MEETING, TOWN OF MOUNT HOPE, August 7, 2017
The regular meeting of the Town Board of the Town of Mount Hope was held at Town Hall on August 7, 2017 @ 7:30pm with the following present: Supervisor Chad Volpe, Councilman Matt Howell, Councilman Brian Carey, Councilwoman Janet Sutherland, Councilman Dominick Cambareri and Town Clerk Kathleen Myers.
OFFICIALS PRESENT: Highway Supt. Hassenmayer, Police Chief Rickard, Atty. D. Bavoso.
Supervisor Volpe started the meeting with the Pledge of Allegiance. He asked for cell phones to be silenced and/or turned off.
7:30PM PUBLIC HEARING FOR THE CABLE FRANCHISE AGREEMENT:
Supervisor Volpe stated the public hearing notice is on the table for anyone wanting to see it. He asked for comments.
Atty. Bavoso introduced Kevin Egan from Spectrum. Mr. Egan added that he would address any questions/concerns.
Supervisor is happy we’re adding additional customers on line. It’s been a long time coming. Board members did not have any questions.
Atty. Bavoso brought up a question on density requirements. He asked Mr. Egan to explain it. K. Egan: from a density perspective in the franchise agreement, there’s a requirement per the DSC within the agreement that we would serve a minimum density of 25 for the T/O Mount Hope. When there’s an area in the town that’s unserved, we measure from the nearest point that we have to connect into our network to serve that density. If it meets the 25, then we are obligated to serve. If it’s less, then there’s some calculations that go into it that’s per DSC, there’s an aid to construction that is identified for those residents for those homes. When we measure that 25, it is actually based on standard drops. Within the franchise agreement, there is a distance from the street to the house to within 200’ & if it’s in the 200’ then that counts as a standard drop. Anything over that is not a standard drop. The obligation of the franchise is to extend our network to any density area within the town that is 25 homes or greater.
Frank Ketcham wondered when he’s going online. He lives on Mountain Road. Mr. Egan is not familiar with Mountain Road. He’s not sure of communication on Mountain Road. Ketcham: the lines are all in – just waiting for the salesman to come around. Mr. Egan will take Mr. Ketcham’s info and will get back to him.
Jim Kowalczik asked if this was Time Warner.
Egan: TWC was purchased by Charter Communications. He is a legacy Time Warner Cable employee. Today we are all Charter Comm. employees. Kowalczik: will they go down Finchville Tpk?
Egan: not sure of that area either. He will get info from Mr. Kowalczik and get back to him. Kowalczik: it ends on Mill Pond & they wanted $9000 to go to his house.
Councilman Cambareri: the question that most people will have is who do they call to see if they qualify for the density rules to be hooked up. Rules have changed since the previous agreement- where does everyone start?
Egan: the 1st place a resident would start is the service ability center. He will provide that contact info for the town.
Cambareri: we would post that on our website.
Mr. Egan added that if there are areas such as you’re mentioning that the town thinks there might be a density item – you can contact him and he will get the info to his construction team.
Diane Loeven: spoke re: several little pockets within the town underserviced. There might be 10 homes that are within a mile either way of service but there’s a little pocket in the middle that is not. How does – they will never meet the 25 – would they get incorporated into one end or the other when they’re looking at the density of that?
Egan: a density or houses that are already built were in all likelihood taken into consideration in the last bill – a line extension or build out for those homes. We’re talking about 10 homes that are in the middle of an area that are unserved – we’d have to look at them. We’d have our construction team go out – look either way to decide whether or not it’s feasible/makes sense. You mentioned a mile – so you want to address that. When we’re talking about 25 homes/mile – if it’s a ½ mile – it’s 12 ½ homes/mile. You’re not looking at necessarily a whole mile. It’s increments of.
Loeven: that answers my question.
Kowalczik: we’re roughly 2000’. You end on Mill Pond. To our driveway another 1000’ to our house and it was $9000 to run it which is a little bit too much.
Kathy Hosking: the original agreement with Time Warner was every resident in the town of Mount Hope was supposed to be serviced.
Egan: I’m not familiar with that language in the original agreement. Bavoso: no, we saw one that we think had been proposed in the past but we weren’t able to find a fully executed one. It was well before his time here. Mary Maurizzio asked Mr. Egan if he could look back in his files. Egan: I don’t have all the files – he can look. Would the old agreement override this new one? Egan: no. Councilman Cambareri thanked Mr. Egan for coming.
MOTION TO CLOSE PUBLIC HEARING:
MOTION offered by Councilman Cambareri 2nd Councilman Howell to close the public hearing at 7:38pm. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO APPROVE CABLE FRANCHISE AGREEMENT:
MOTION offered by Councilman Cambareri 2nd Councilwoman Sutherland to approve the proposed cable franchise agreement. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
(Agreement will be on file in the town clerk’s office)
7:39PM PUBLIC HEARING ON PROPOSED LOCAL LAW #2 ENTITLED: ESTABLISHING THE PROCUREMENT POLICY OF THE TOWN OF MOUNT HOPE:
Supervisor Volpe opened the public hearing at 7:39pm. The public hearing notice is on the table. Councilman Howell explained that one of the main changes from the procurement policy that was passed in January 2017 was the increase in the thresholds that’s set by the state for the minimum dollar values for the bid process. The other thing we added was the ability for the town to use what’s known as the ‘best value’ practice. That will allow us to not necessarily just pick the lowest bidder but if we feel that the next highest or even the highest bidder has a better value for the town to use – it allows us to go down that avenue to make the choice to use a local contractor or any other # of stipulations which are defined by the ‘best value’ practice. This way just allows us something more to use within the procurement policy. Supervisor asked if any board members had questions. Councilman Cambareri: we went over everything last meeting. Alison Miller asked if there’s specific guidelines how to determine the best value. Councilman Howell: yes. He read the following: the basis for awarding the contract for services to the offerer which optimizes quality, cost & efficiency among responsive & responsible offerers; could be used for service and purchase of goods. Bavoso: basically section 163 of the state finance law actually defines the term. The basis is to reflect objective and quantifiable measures as much as it can. So, it is gonna be a little bit of a case by case basis but as long as the board puts it on record why that’s the best value – it will typically satisfy the state requirement. Howell: another section describes: best value will be thorough and accurate documentation & may include but not limited to the cost of maintenance, durability, availability of replacement parts, maintenance contractors, longer product life, product performance criteria, quality of craftsmanship or compatibility with existing town buildings or property.
MOTION TO CLOSE PUBLIC HEARING:
MOTION offered by Councilman Cambareri 2nd Councilwoman Sutherland to close public hearing at 7:43pm. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO APPROVE LOCAL LAW #2 ENTITLED: ESTABLISHING THE PROCUREMENT POLICY OF THE TOWN OF MOUNT HOPE:
MOTION offered by Councilman Howell 2nd by Councilman Cambareri to approve Local Law #2 entitled Establishing the Procurement Policy for the Town of Mount Hope. (copy at end of minutes) All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
RESOLUTION TO ACCEPT PRIOR MEETING MINUTES:
MOTION offered by Councilman Cambareri 2nd Councilman Howell to approve the minutes from July 17, 2017 meeting as submitted. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
- Invite from Cornell to Bountiful Harvest 9-16-17 5pm @ 4H property
- Letter from Real Property Tax office re: 2017 Tax Collector’s settlement
- Hold Harmless agreement for Otisville Country Fair
- Letter from Chief Rickard re: 2 resignations (Beebe/VanCura) 2 new hires (W. Sherwood/S. Winchell)
- 3 window estimates for town hall
- Highway budget modification
- County Public hearing notice re: Alteration of Town Boundaries Town of Monroe/Town of Palm Tree Aug 15, 2017 6:30pm at Central Valley Elem. School Auditorium
- Letter from DEC re: Annual inspection of HV Treatment plant – satisfactory
- Letter from DEC re: proposed lands of Lazier subdivision sewer extension
- T/O Wallkill public hearing notice Aug. 14, 2017 7:30pm at town hall re: area variance
- Mortgage tax receipts from county of Orange re: April, May, June
BOARD MEMBER REPORTS:
Councilman Cambareri reported that everything is in compliance with the SPEDES permit. Sewer extension for Lazier under the guidelines of our existing SPEDES permit we meet the guidelines so they will accept just the engineers’ drawings to be approved without applying for a separate SPEDES permit. That will speed up the process quite a bit. Can’t speak on summer camp because I was a way for 2 weeks.
Councilwoman Sutherland reported that there are 106 library cards. The ZBA has been quiet this summer. The planning board is scheduled for August 16. She met someone over the weekend that has an issue with water drainage/water runoff off of Highland Lakes Road. Part of that is Mount Hope and part is Wallkill. Supervisor asked Dean if we could go look at it. Dean said yes – he needs address. Sutherland: name is Pillet. He is not the T/O Mount Hope. The problem is on Highland Lakes road that he says its coming from. She met him at an engagement party this weekend. He lives on the Wallkill section of the road but he’s saying that the problem is from the T/O Mount Hope side. Supervisor: so it’s originating on our side. Sutherland: yes. Hassenmayer stated it’s new to him but he can look at it. She thanked him.
BOARD MEMBER REPORTS CONT.:
Councilman Carey apologized for missing the last meeting. He was upstate NY and couldn’t get out of a work thing. Minisink football just started this week. He will more to report next time. Four days left of summer camp. Everything going good so far.
Councilman Howell reported the master plan committee meeting was cancelled the day of on short notice. There’s a projected date & once it’s finalized he will pass it along. Two weeks ago he & Brian went to the OC Assoc. of Towns/Cities/Villages & Cty. Exec. Neuhaus spoke re: veteran’s services and the veteran’s van. They have scheduled pick up points within the county. They take veterans to their VA doctor appointments. He asked Mrs. Maurizzio if she knew of anyone in Mount Hope that uses this service. She did not know. There are various pick up points: Port Jervis, Greenville, Middletown, Montgomery, Newburgh, Goshen, Warwick, Greenwood Lake & Monroe. If anyone is interested – we could see about getting a pick up point. One of the topics was availability to get the veterans inside especially in the winter when the have to wait for the van to pick them up. They’re trying to find new places that are open extended hours. Supervisor Volpe added that we could use the senior center as a pick up point. Councilman Carey stated that one of the things they brought up was the police stations for pick up. Howell: If Lou or anyone else would like to look into having that service brought in to Mount Hope – if it’s not already utilized. Carey: believes they go to Castle Point & West Point. Howell: they also go to the Bronx leaving from Middletown.
Supervisor Volpe reported the hand dryers are in place in the restrooms here and in the senior center. He’d like to see more things go green this year. Before the end of the year we will break even on them. He asked Dean if summer rec supplies could be picked up on Friday. Hassenmayer asked if there’s a certain time or person to be contacted. The supervisor will set everything up for him. Everything will be ready. Hassenmayer stated that normal time would be after morning break. Supervisor: we’d be able to get 85-90% of it. Cambareri: what we don’t get on Friday – we’ll go back on Monday.
HIGHWAY DEPARTMENT by Supt. Hassenmayer:
He reported that he had 3 contractors come and look all the windows in town hall. The windows in the meeting room would remain an awning window. They crank out. The offices we talked about 2 double hung windows; they tilt in for cleaning. He recommends Northern Windows – they are under $10,000 but they have a time frame (10-12 weeks from the time of order). Install time is a couple days. The inside colors may not be gray. We would be responsible for painting the trim. The outside is a bronze color. Supervisor Volpe: in the winter when the heat is not blowing, you can feel the wind coming in. He knows Dean & Kathleen have been here significantly longer than he has, but he doesn’t know of anytime that they’ve been replaced. Dean: doesn’t think they have been. Cambareri: the Anderson windows come with 20 year warranty. Hassenmayer suggested holding off on approving the snow & ice contract from the county until he sees what the salt bids are. They should be open next week. By next meeting he should have an answer. Paving is complete. Hidden Valley was finished up in a rain storm. Our guys stayed until we were finished & also the T/O Greenville guys stayed. If you see anyone from Greenville – pass on our thanks. The roof update: we need 2-3 good days of weather. We have 2 days of application to do yet. All seams have been sealed. Primer coat of this material has been put over the seams. It’s the fact of spreading this material over the entire roof. It needs 48 hours to cure. Not sure if they’ll get to finish this week due to weather. Councilman Carey added that he’s still working on the internet at the park.
Their meeting is tonight.
POLICE DEPARTMENT by Chief Rickard:
Chief Rickard reported things went well with the yard sale. He met with the fair committee. He & Chad met with the moon festival committee. They’re both moving along. He spoke with fair committee and explained how they’ll go about it. He asked for the board to accept the resignations from Jason Beebe & Peter VanCura effective 8-8-17. He requested to hire 2 officers: William Sherwood & Steven Winchell. We can do any questions about them in executive session. Both are certified and would like them to be effective 8-8-17. Councilman Carey requested to meet them. Chief will try to have them all come in to the next meeting.
VILLAGE OF OTISVILLE:
Trustee Loeven reported the yard sale was a big success. Due to weather, probably wasn’t as overwhelming as it usually is – but steady all day. She will meet with Anna to have a recap meeting if she’s available Friday.
ROSE PHILLIPS – MAGIC BOOK BOX LITTLE LIBRARY:
Supervisor Volpe reported that the library dedication is July 10, 2017 at 5:00pm at the senior center approx. 15 minutes long. There will be light refreshments after. Open to everyone. Bring a book! Town Clerk added that so far the book box in the hallway has filled up 2x. Working on a 3rd. We’ve gotten a good response on it!
TOWN WIDE NEWSLETTER:
Supervisor Volpe reported the newsletter deadline is August 21. Any board members wanting to contribute an article may do so. Anything anyone wants to write about. It will take a week or so to get it. Kathleen did it in a week or so last time once we saw what would fit where. He would like to get them out sooner than later. He requested Dean to put the spring dates in there.
Supervisor Volpe reported that he & Paul met with their committee last week. It went well. They requested to borrow the highway cones for the day of the event. They will put them out -if we could get them to them. Supervisor will loan them our banner like we did last year to use as a back drop. We can inventory the # of cones. Dean said that is fine. The numbers they’re expecting – Paul thought it best that there’s 2 officers there for entire event. They had no objection. They’ll reimburse the town for any cost associated with 2 additional officers. He verified with Dean that they rented the pavilion for 3 days (Fri, Sat, Sun). They will get us proof of insurance. They were told that the attorney would write up a hold harmless agreement. They have no problem fully executing the hold harmless agreement. They requested that the basketball courts closed at noon that day. It was done last year just not for that length of time. Councilwoman Sutherland asked why they are renting for 3 days. Supervisor: they want to set up even more this year, more spots within there. Last year they started setting up at 6am and were barely done by the time they were opening @4. They think there’s going to be so many people and they’d like to have a raindate. If it rains Saturday, they’ll do it Sunday. She asked Paul if there was about 1,000 people last year. He said there was 350 cars paid at about 2-3 people/car. Paul added there’s no orchestra this year. Sutherland: if it rains on the 16th, they want the courts closed on the 17th? Supervisor: yes. No board members had an issue with this. Councilman Cambareri asked how the courts are closed off. Dean said normally we just put a sign. But he will lock them and the tennis courts this year.
MOTION TO CLOSE BASKETBALL COURTS ON SEPT. 16, 2017 AT 12:00 NOON:
MOTION offered by Councilwoman Sutherland 2nd Councilman Howell to authorize the closing of the basketball courts at the town park at 12:00 noon on 9-16-17; raindate 9-17-17 for the moon festival. All in favor: Howell, Carey, Volpe, Cambareri, Sutherland; carried.
Supervisor Volpe asked Kathleen if the # of cards is 20 or 25. She stated 25. He further stated that if we are at 106 now – once we hit 125 – he’d like to be done with it. It’s only good for the calendar year. 25 cards – last year for example – we went 2 over into the next 25. So we paid $2125 for 2 cards. We got 25 but they weren’t redeemed. Councilman Carey asked how much they cost. Town Clerk: $70 or $75. Supervisor: we still have 18 cards before we have to worry about it. Town Clerk: in the beginning we were cutting it off at Nov. 1st but there’s people that come in Nov. 2nd argue they were told they could come in. Sutherland: is that something that could go in the newsletter. Supervisor: yes. It’s a lot of money unless we use the whole 125. Councilman Howell suggested starting a waiting list. Atty. Bavoso: you’re talking about a soft cap. You limit the #’s until you get enough orders. Supervisor: they automatically bill us when we go over into the next 25. Sutherland: we’re at 107 so you want to cap it at 125? Supervisor: unless the board wants to do something different. Atty. Bavoso suggested a motion.
MOTION TO CAP THE LIBRARY CARDS AT 125:
MOTION offered by Councilman Carey 2nd Councilman Howell that the Town Board decided to cap the number of library cards at 125 for the calendar year 2017, however, it reserves the right to order more cards if it determines the demand for additional library cards is enough to justify the purchase of more. All in favor: Howell, Carey, Volpe, Cambareri, Sutherland; carried.
HOLD HARMLESS AGREEMENTS:
Supervisor Volpe stated the Moon Festival folks have no problem with the hold harmless agreement. David will write one for them for Friday-Sunday. The other 2 is for the fair committee. One is for the use of the highway garage. One is for the fair. Which one has changes to it? Bavoso: the one for the fair. Councilman Howell asked if the only difference is the address and the time frame. Bavoso: The time frame being the bigger one. For the barn we have through the 31st because they were still gonna be working on getting things outta there and there was gonna be certain storage there. One agreement was more specific to the use of that barn. The fair itself had more to do with the activities that go on at the fair. Sutherland asked if this was the new one. Supervisor said this is the new one proposed back to us. He asked about the insurance cert and said he was almost sure it has Otisville Lions Club on it & it lists us as additionally insured for the length of…Bavoso: is that the official entity that puts on the fair? Supervisor: that’s his question – this says fair committee. What is the fair committee in reference to the insurance that’s coming through the Lions Club. All of the references in here doesn’t say the Lions Club. Bavoso: we would change that. Supervisor: in essence, the hold harmless agreement for OCF wouldn’t even have insurance for the…Bavoso: we just needed to change the terminologies; instead of the OCF we would do Otisville Lions Club as a sponsor of the Otisville Country Fair.
It’s a matter of wording in knowing the entity that actually puts it on. Councilman Cambareri asked Jim Jennings if this is correct. The fair is an event of the Lions Club? Mr. Jennings: project of. Cambareri: Otisville country fair is an acronym not actually an entity? Jennings: no. Cambareri: then all that does have to be changed to the Otisville Lions Club. Councilman Howell questioned the dates 24-27? Jennings: that’s correct. Howell: we have to change that because this ends on the 26th. Bavoso: what day does that start? Discussion on dates. Cambareri: when do you actually have it rented for Jim? Jennings: the 21st. Councilwoman Sutherland recalled prior discussion where the dates were the 21-28. Davis will send to board and vote will be next meeting. Bavoso: you can approve it contingent upon the changes.
MOTION TO ACCEPT THE HOLD HARMLESS AGREEMENT WITH THE OTISVILLE LIONS CLUB FOR THE FAIR WITH AMENDMENTS:
MOTION offered by Councilman Cambareri 2nd Councilman Howell to authorize the supervisor to sign the updated hold harmless agreement with the Otisville Lions Club as the project sponsor of the Otisville Country Fair subject to requested changes. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
RESOLUTION TO APPROVE HIGHWAY DEPT.’S BUDGET MODIFICATION:
MOTION offered by Councilman Howell 2nd by Councilman Carey to approve the budget modification as follows: Increase unclassified revenue line D2770 by $268.32 and increase machinery equipment DB5130.4 by $268.32. (recycled scrap metal) All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
RECREATION CENTER ROOF BIDS AND COLUMNS BIDS:
Supervisor Volpe reported the bids were horrible. There were 2 bidders for the roof on the pool building. One was $284,000 and one for $333,000. The columns’ bid was $159,000. He wants to reject all of them. We got a price 2 ½ years ago and it was around $40,000 and we said it wasn’t prevailing wage & they came back with $81,000 to redo the roof and now it’s $284,000. Sutherland clarified the #’s. She asked why it was so much more. Supervisor did not know.
TOWN HALL WINDOW REPLACEMENT:
Supervisor called for a motion for the windows. Councilwoman Sutherland asked if this covers the labor as well. Councilman Howell added: each window has the pricing with the size, room it goes in & install price.
MOTION TO ACCEPT BID FROM NORTHERN WINDOWS FOR THE WINDOW REPLACEMENTS AT TOWN HALL:
MOTION offered by Councilman Carey 2nd Councilman Howell to accept the estimates for the town hall window replacements from Northern Windows for $9,704.00. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
Supervisor stated that he reached out to the attorney, asked him to pull out the fire contract from last year. His understanding is there are 2 options. One option is to put it out to bid like last year. In the contract we executed it also says we can renegotiate in good faith. He wanted to know board thoughts. 3 or 4 months ago we voted to allow Mount Hope Fire Company to dissolve. His recommendation is to give him one meeting so that he can sit with the village to renegotiate; see what # they come back with. If it’s not a # that satisfies the board then we can go to bid. We don’t have to do it that way. If you want to just go out to bid – he would be happy to do that. He doesn’t know who else is going to bid on it. If he’s able to negotiate a contract for 2018 at a reasonable price, he thinks it’s a waste of money to go out to bid and not like our surprise. Councilman Carey likes his 1st option. Councilman Howell thinks there’s enough time to explore the good faith avenue then we have other options from there. Councilwoman Sutherland thinks if he wants to attempt to negotiate that’s fine but she thinks it should go out to surrounding fire companies and put it out to bid. Supervisor asked what the closest fire company to us. Sutherland: Howells. Supervisor: Howells will not bid on it because it’s territorial in their district. Councilman Cambareri wants to start with the process of renegotiate. Supervisor added that the soonest the attorney could have a bid packet ready for us would be next meeting anyway. Supervisor will be away for a little bit but he will try to have something for next meeting.
BUDGET MEETING DATES:
Supervisor spoke re: possible budget meeting dates. Sept 13, Sept 18 & possibly Sept 25. Budget sheets went out to all department heads. He would like the 1st meeting to be just the board.
MOTION TO SET BUDGET MEETING DATES FOR 2018 TOWN BUDGET:
MOTION offered by Councilman Carey 2nd Councilman Howell to set budget meeting dates for the 2018 town budget on Sept. 13, Sept. 18 and Sept. 25 at 6:00pm at the town hall in the meeting room. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO ACCEPT RESIGNATION FROM POLICE OFFICER JASON BEEBE:
MOTION offered by Councilman Cambareri 2nd Councilman Howell to accept resignation from Jason Beebe effective 8-8-17. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO ACCEPT RESIGNATION FROM POLICE OFFICER PETER VANCURA:
MOTION offered by Councilman Cambareri 2nd Councilman Howell to accept resignation from Peter VanCura effective 8-8-17. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO APPROVE HIRING STEPHEN WINCHELL AS A PART TIME NON-COMPETITVE POLICE OFFICER:
MOTION offered by Councilman Carey 2nd Councilwoman Sutherland to approve the hiring of Stephen Winchell as a part time non-competitive police officer effective 8-8-17. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO APPROVE HIRING WILLIAM SHERWOOD AS A PART TIME NON-COMPETITIVE POLICE OFFICER:
MOTION offered by Councilwoman Sutherland 2nd Councilman Carey to approve the hiring of William Sherwood as a part time non-competitive police officer effective 8-8-17. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
MOTION TO AUDIT THE CLAIMS:
MOTION offered by Councilman Howell 2nd Councilman Carey to approve the following bills:
GENERAL A: #437-486 $106955.54
GENERAL B: #60-63 $ 1745.73
HIGHWAY: #114-117 $ 33787.45
SEWER: #57-61 $ 5519.82
CAP RES GEN A: #1 $ 40000.00
CAP RES GEN B: #10 $ 13760.96
All in favor: Howell, Carey, Volpe, Cambareri; nay – Sutherland; carried.
Diane Loeven: senior trip on August 20, 2017; she spoke re: Leo Ortiz/Veteran (she will give Matt his number); Hometown Helpers having a volunteer orientation for approx. 2 hours/no date yet but likely a week from Saturday at the village hall. She spoke re: moon festival and where the vendors set up. Chief explained the map given and where touch a truck was for community day. She added that they did come to a village meeting. Chief: they’re closing at 8 but giving until 9 to disperse. Supervisor asked her about the curtains for the senior center. She is waiting on the catalogs. Supervisor noted we are coming up on 2 year anniversary of CPR/AED class. He asked her to see if seniors would be interested. He spoke re: defensive driving class possibly. He had a couple requests. She noted that AARP holds the class for a nominal cost. Other people she contacted were much more expensive. She will ask the seniors. He asked her to let seniors know about the NARCAN class also on Sept. 23, 2017 at 2pm. Councilman Carey added that defensive driving needs approval for class size through the state. He uses Daytona and is sure if 25 people were committed he could probably get the instructor he pretty cheap but the other alternative is to go online and do it.
Mary Maurizzio thanked the town clerk for putting her letter in the minutes. She spoke re: amendment to print size to an attachment from the previous minutes. Councilman Carey asked the attorney about the print size of minutes. Atty. Bavoso stated there’s no provision in NYS law that dictates the font of minutes. Councilwoman Sutherland asked what they’re required to have. Bavoso: there’s nothing in NYS law that completely regulates content as long as it’s an accurate representation of what occurred at that particular meeting. There’s nothing that says minutes have to be verbatim nor nothing attached. The board can approve the minutes as presented.
Councilman Howell asked about the alarm system and the new windows. Cambareri: alarm company will have to be contacted. Window bands were done a long time ago.
Councilman Carey thanked everyone for community day. He went to a village board last week. He’s a contractor for the village. Today marks the 16th month that we’ve not had a village liaison at a village board meeting. April 7, 2016 was the last time someone went. He has an issue when certain things aren’t relayed back/forth.
Councilwoman Sutherland thanked Kathleen for all her hard work.
Councilman Cambareri asked Paul when he & Jim could meet with him to debrief about community day. He said they’re wide open and meet now that he’s back from vacation. Cambareri: there’s some things to go over for next time. They agreed on the 15th at 7pm.
Councilman Howell referred to the committee list. He went to an Assoc. of Towns meeting. He met with a rep from OC Partnership & talking with other officials in the county about how to get businesses into the town. This is something we looked into and will be part of the master plan.
If we’re not on the map they won’t come to town. He would like to have an additional duty to handle some economic development even if just to be the contact person with these agencies. Supervisor Volpe has no problem with that. Only thing coming to town now is solar. Some things he’s heard that people would like to see out here is a pharmacy, mom-n-pop things.
Supervisor Volpe reminded everyone of the library dedication at the senior center on Thursday at 5pm.
RESOLUTION TO ADJOURN MEETING:
MOTION offered by Councilman Howell 2nd by Councilman Carey to adjourn the meeting at 8:57pm. All in favor: Howell, Carey, Volpe, Sutherland, Cambareri; carried.
The next meeting is scheduled for August 21, 2017 at 7:30pm at the Mount Hope Town Hall, 1706 Rte. 211 West, Otisville.
Kathleen A. Myers, RMC
LOCAL LAW NO. 2 OF 2017
A LOCAL LAW ESTABLISHING THE PROCUREMENT POLICY OF
THE TOWN OF MOUNT HOPE
The Town of Mount Hope seeks to update its Procurement Policy to meet the monetary threshold standards of §103(1) of the General Municipal Law of the State of New York. The Town of Mount Hope also seeks to employ the “best value” approach to procurement. Pursuant to §103(1) of the General Municipal Law, any use of the “best value” approach must be authorized by local law.
The Town of Mount Hope does hereby adopt the following procurement policies and procedures:
- Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law 103. Every town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) 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.
- All purchasers of ) supplies or equipment which will exceed $20,000 in the fiscal year or b.) public works contracts over $35,000 shall be formally bid pursuant to General Municipal Law 103.
- All estimated purchases of:
*Less than $20,000 but greater than $5,000 require a written request for a proposal (RFP) and written/fax/email quotes from 3 vendors.
*Less than $5,000 but greater than $1,000 require an oral request for the goods and oral/fax/email quotes from 2 vendors.
*Less than $1,000 are left to the discretion of the purchaser.
All estimated public works contracts of:
*Less than $35,000 but greater than $10,000 require a written RFP and RFP and fax/email/proposals from 3 contractors.
*Less than $10,000 but greater than $1,000 require a written RFP and fax/email/proposals from 2 contractors.
*Less than $1,000 are left to the discretion of the purchaser.
Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of vendors from who written/fax/oral/email quotes have been requested and the written/fax/oral/email quotes offered.
All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentations supporting the subsequent purchase of public works contract.
- The quote representing the best value to the Town shall be awarded the purchase or public works contract. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement.
- A good faith effort shall be made to obtain the required number of proposals or quotations, the purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.
- Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances:
- Acquisition of professional services;
- Sole source situations;
- Goods purchased from agencies for the blind or severely handicapped;
- Goods purchased from correctional facilities;
- Goods purchased from another governmental agency;
- Goods purchased at auctions;
- Goods purchased for less than $1,000;
- Public works contracts for less than $1,000.
- This policy shall be reviewed annually by the Town Board at its organization meeting or as soon thereafter as is reasonable and practical.
- The Town Board may award purchase contracts and service contracts that have been procured pursuant to competitive bidding or otherwise under New York General Municipal Law § 103, Subdivision 1, or this chapter by either the lowest responsible bidder standard or the “best value” standard.
- “Best value” is defined in State Finance Law § 163 to mean “the basis for awarding contracts for services to the offerer which optimizes quality, cost and efficiency, among responsive and responsible offerers. Such basis shall reflect, wherever possible, objective and quantifiable analysis. Such basis may also identify a quantitative factor for offerers that are small businesses or certified minority- or women-owned business enterprises as defined in Subdivisions 1, 7, 15 and 20 of § 310 of the New York Executive Law to be used in evaluation of offers for awarding of contracts for services.” For purposes of this Guideline No. 9, the Town Board adopts the above definition of “best value,” as the same may be modified from time to time by the State Legislature.
- Pursuant to New York General Municipal Law § 103, Subdivision 1, the “best value” standard may be used for purchase contracts, including contracts for service work, but it excludes and may not be used for any purchase contracts necessary for the completion of public works contracts pursuant to New York Labor Law Article 8.
- Whenever any contract is awarded by the Town Board on the basis of “best value” instead of the lowest responsible bidder, the basis for determining “best value” will be thoroughly and accurately documented. Such documentation may include, but is not necessarily limited to, the cost of maintenance; durability; availability of replacement parts or maintenance contractors; longer product life; product performance criteria; quality of craftsmanship; or compatibility with existing Town buildings or property.
- If the monetary thresholds of New York General Municipal Law § 103 are increased or decreased in the future by the State Legislature, the monetary thresholds set forth herein will be deemed simultaneously amended to match the new General Municipal Law thresholds.
PLEASE TAKE NOTICE TO THE EXTENT THAT THIS LOCAL LAW MAY CONFLICT WITH APPLICABLE PORTIONS OF THE TOWN LAW OF THE STATE OF NEW YORK, IT IS THE STATED INTENTION OF THE TOWN TO EXERCISE ITS AUTHORITY TO SUPERSEDE AND AMEND, AS GRANTED UNDER THE MUNICIPAL HOME RULE LAW OF THE STATE OF NEW YORK, SECTION 10. THE TOWN HEREBY PROVIDES NOTICE THAT IT IS EXERCISING ITS AUTHORITY TO SUPERSEDE AND AMEND PURSUANT TO MUNICIPAL HOME RULE LAW OF THE STATE OF NEW YORK SECTION 22.