Draft Town Board Meeting Agenda
Posted on: 1/05/2009
Meeting Agenda Date:
01/06/2009
2009 Re-Organizational Meeting
January 6, 2009
DRAFT
5:00 pm Call Meeting to Order
Pledge of Allegiance
Announcements:
Landfill will be open Saturday, January 10 for Christmas tree drop off and storm debris
Board of Assessment Review is seeking new member
Business
Establish twice monthly meetings as follows at 6:45 in Town Hall:
January 6 July 13
January 26 July 27
February 9 August 10
February 23 August 24
March 9 September 14
March 23 September 28
April 13 (to be announced) October 13 (to be announced)
April 27 October 26
May 11 November 9
May 26(Tues) November 23
June 8 December 14
June 22 December 30
Establish the first meeting of the month as a business meeting and the second of the month will be a workshop format.
Establish the following rules of procedures:
Call to Order
Pledge of Allegiance
Announcements/comments
Business before the Board
Old and new business with opportunity for public comments
Discussion
Adjournment
Approve the following holiday schedule for 2009
January 1st September 7th
January 19th October 12th
February 16th November 11th
April 10th November 26th
May 25th December 24, 25th
July 3rd (Tsf Sta July 4th )
Set annual accounting meeting for January 26, 2009 with reports due to Town Clerk on Friday January 16th
Authorize Supervisor to file the 2008 Supervisors annual report with the State Comptroller within 60 days after the close of the fiscal year.
One year appointments for 2009 (1/1/2009-12/31/2009)
a. Establish Office of Deputy Supervisor
b. Appoint Bruce Washburn as Deputy Supervisor
c. Authorize Dep. Supervisor to sign checks, deposit slips and withdrawal slips for 2009
d. Designate Kingston Daily Freeman and Gazette Advertiser as official
town newspapers.
e. Holdover Anthony Gasparini as Vanderburgh Cove Sewer operator at
$985 per month for 3 months (Jan-March 2009)
f Designate Citizens and M & T Banks as official Town banks
g. Authorize Supervisor to renew 2009 Columbia Greene contract at $305
per dog
- Appoint Art Brod as planner for 2009 at $112/hour zoning/planning, $124 for subdivision review and $160 for court proceedings.
i. Appoint Gellert & Klein as Attorney to the Town for 2009
j. Appoint Morris & Associates as Town Engineer for 2009
k. Appoint Zarin & Steinmetz as special counsel for zoning and planning issue on Comprehensive Plan and Zoning Law Review on an as needed basis
l. Appoint Greenplan as special consultant for the Comprehensive Plan and Zoning Law revisions.
m. Appoint AKRF as special consultant for Comp Plan and Zoning Law
n. Designate ________ as Association of Town voting delegate for the February 2009 conference in NYC with Tom Traudt as alternate
o. Set petty cash funds for Town Clerk $200, Court $100, Pool $120, Tax Collector $25 and Highway $100
p. Authorize expenditures by highway superintendent and transfer station up to the amount of $1,000 for mechanical tools and mechanical equipment without prior approval.
q. Assign liaisons as follows:
Tom Traudt - Emergency Plan, Town Hall personnel, fire departments,
Comp Plan, Vanderburgh Cove Sewer District, Committee on Aging
Dod Crane - Assessors, Assessment Review Board, Highway,
Rhinecliff Advisory Committee and Web
Ellen Silverstein - transfer station, police, landfill, Northern Dutchess
Alliance, Dog Control and C.A.C.
Dan Staley - Cemetery, Planning Board, Zoning Board of Appeals,
Chamber of Commerce, Building/Zoning Dept's and Quitman House
Bruce Washburn - facilities/maintenance, recreation, Finance
and Controls Committee, Justice Court, PANDA, Thompson
Mazzarella Park Committee and Waterfront Committee
r. BE IT RESOLVED BY THE TOWN BOARD of the Town of Rhinebeck, County of Dutchess, and State of New York, that the Office of Supervisor's Bookkeeper be established for the year 2009
s. Appoint Shelly Day as Supervisor's bookkeeper
t. New planning board member
Emery Ruger as Chairman of the Board of Assessors
Roger Newkirk as Dog Control Officer
David Baldauf as Zoning Board of Appeals chairman
____________ Waterfront Committee chairman
Barbara Cunningham as Records Manager Officer and Registrar
of Vital Statistics and Tax Collector
Alan Coon and David Queen as Cemetery Committee Co Chairs
Joan Winne as Deputy Registrar and Deputy Tax Collector
Shelly Day as Office Manager
Marsha DeBlasi as Committee on Aging Chairperson
Frank Dietrich as Assessment Review Board Chairman
Bill Dowden and Tom Mannix as Vanderburgh Cove Com Co Chairs
Bob Ellsworth as Thompson Mazzarella Park Chairman
Nancy Kelly as Historian
Jack Maasz as Zoning and Code Enforcement Officer
Al Dinga Building Inspector
Alice Cunningham as Recreation Director
Andrew Schulkind as Website Committee Chairperson
Committee on Aging members Sandra Blair, Marcella Briggs, Marsha DeBlasi,
Arthur Kaufman, Carol Leib, Mike Mazzarella, Mary Reid-Miller, Joan Quaderer
and Beverly Sloane
Finance and Control members Brandt Neuneker, Peter Hammond, Mike
Madigan, Bob Babirad, Alex Sabo, Jim Closs and Gary Bassett
Henry Campbell as Emergency Plan co-coordinator
Two year appointments 1/01/2009-12/31/2010
Cemetery Committee members John Lobotsky and Marie Wager
Rhinecliff Advisory Committee members Matthew Rosenberg, Bernard Lund, Mark Browne
Rhinecliff Waterfront Committee members Tony Todisco, Bill LaRosa and James Chapman
Thompson Mazzarella Park Committee members Kris Perry and Sally Mazzarella
Website Committee members David Hoffman, James Esler, David Kliphon, Andrew Schulkind, Kathy Kinsella and Kerri Karvetski
Three year appointments 1/01/2009-12/31-2011
Recreation members Rhonda Hammond and Dave Miller
New Planning Board member
Five Year Appointment 1/01/2009-12/31/2013
David Baldauf to Zoning Board of Appeals
Motion to approve 2009 Wage & Salary Schedule
|
SUPERVISOR |
|
|
6 hr / day |
$20,000.04 |
|
|
|
|
|
|
|
COUNCILMAN |
|
|
6 hr / day |
$5,753.00 |
|
|
|
|
|
|
|
COUNCILMAN |
|
|
6 hr / day |
$5,753.00 |
|
|
|
|
|
|
|
COUNCILMAN |
|
|
6 hr / day |
$5,753.00 |
|
|
|
|
|
|
|
COUNCILMAN |
|
|
6 hr / day |
$5,753.00 |
|
|
|
|
|
|
|
JUSTICE |
|
|
6 hr / day |
$13,160.04 |
|
|
|
|
|
|
|
JUSTICE |
|
|
6 hr / day |
$13,160.04 |
|
|
|
|
|
|
|
SUPERINTENDENT OF HIGHWAY |
|
|
8 hr / day |
$54,589.92 |
|
|
|
|
|
|
|
ASSESSOR Chairman |
|
|
6 hr / day |
$10,815.00 |
|
|
|
|
|
|
|
ASSESSOR |
|
|
6 hr / day |
$9,438.00 |
|
|
|
|
|
|
|
ASSESSOR |
|
|
6 hr / day |
$9,438.00 |
|
|
|
|
|
|
|
TOWN CLERK |
|
|
7 hr / day |
$42,436.08 |
|
|
|
|
|
|
|
DEPUTY TOWN CLERK |
|
|
7 hr / day |
$15.91 |
|
|
|
|
(inc web) |
|
|
REGISTRAR |
|
|
|
$500.00 |
|
|
|
|
|
|
|
DEPUTY REGISTRAR |
|
|
|
$500.00 |
|
|
|
|
|
|
|
OFFICE MANAGER |
|
|
7 hr / day |
$45,087.60 |
|
|
|
|
|
|
|
CLERK |
|
|
6 hr / day |
$13.73 |
|
|
|
|
|
|
|
PERSONNEL CLERK |
|
|
6 hr day |
$11.33 |
|
|
|
|
|
|
|
DEPUTY TAX COLLECTOR |
|
|
|
$525.00 |
|
|
|
|
|
|
|
TAX COLLECTOR |
|
|
6 hr / day |
$6,250.00 |
|
|
|
|
|
|
|
TAX PROGRAM CONSULTANT |
|
|
|
$500.00 |
|
|
|
|
|
|
|
SUBSTITUTE - Clerk (Assessor's or Transfer Station) |
|
|
6 hr / day |
$15.00 |
|
|
|
|
|
|
|
ASSESSOR'S AIDE |
|
|
7 hr / day |
$15.53 |
|
|
|
|
|
|
|
ASSESSOR'S AIDE - Provisional |
|
|
6 hr / day |
$12.36 |
|
|
|
|
|
|
|
SUBSTITUTE - Court Clerk |
|
|
6 hr / day |
$16.70 |
|
|
|
|
|
|
|
COURT CLERK |
|
|
6 hr / day |
$12.00 |
|
|
|
|
|
|
|
CLERK TO THE JUSTICE |
|
|
6 hr / day |
$15.04 |
|
|
|
|
|
|
|
SECRETARY TO ZONNING BRD |
|
|
6 hr / day |
$12.36 |
|
|
|
|
|
|
|
SECRETARY TO PLANNING BRD |
|
|
7 hr / day |
$15.91 |
|
|
|
|
|
|
|
TYPIST - Building Dept |
|
|
6 hr / day |
$12.36 |
|
|
|
|
|
|
|
SEC TO HWAY SUPER |
|
|
7 hr / day |
$12.36 |
|
|
|
|
|
|
|
CLERK - Sewer |
|
|
|
$832.00 |
|
|
|
|
|
|
|
COURT OFFICER |
|
|
6 hr / day |
$20.00 |
|
|
|
|
|
|
|
COURT OFFICER |
|
|
6 hr / day |
$20.00 |
|
|
|
|
|
|
|
BLDG INSPECTOR II |
|
|
6 hr / day |
$31.99 |
|
|
|
|
|
|
|
ZONING ADMINISTRATOR |
|
|
6 hr / day |
$30.89 |
|
|
|
|
|
|
|
GROUNDSKEEPER |
|
|
8 hr / day |
$30,297.12 |
|
|
|
|
|
|
|
CLERK - Cemetery |
|
|
6 hr / day |
$2,000.00 |
|
|
|
|
|
|
|
DOG CONTROL OFFICER |
|
|
6 hr / day |
$9,378.00 |
|
|
|
|
|
|
|
VIDEO TECHNICIAN |
|
|
6 hr / day |
$50.00 |
|
|
|
|
|
|
|
AUTO MECHANIC |
|
|
8 hr / day |
$24.29 |
|
HEAVY EQUIPMENT OPERATOR |
|
|
8 hr / day |
$22.68 |
|
MOTOR EQUIPMENT OPERATOR |
|
|
8 hr / day |
$21.60 |
|
WORKING FOREMAN |
|
|
8 hr / day |
$24.37 |
|
MOTOR EQUIPMENT OPERATOR |
|
|
8 hr / day |
$17.63 |
|
MOTOR EQUIPMENT OPERATOR |
|
|
8 hr / day |
$17.63 |
|
MOTOR EQUIPMENT OPERATOR |
|
|
8 hr / day |
$16.21 |
|
MOTOR EQUIPMENT OPERATOR |
|
|
8 hr / day |
$16.77 |
|
MOTOR EQUIPMENT OPERATOR |
|
|
8 hr / day |
$14.64 |
|
|
|
|
|
|
|
MOTOR EQUIPMENT OPERATOR - Transfer Station |
|
|
8 hr / day |
$23.93 |
|
|
|
|
|
|
|
CUSTODIAN OF TOWN DUMPS - Transfer Station |
|
|
8 hr / day |
$22.11 |
|
|
|
|
|
|
|
SUBSTITUTE - Transfer Station |
|
|
6 hr / day |
$12.00 |
|
|
|
|
|
|
|
SUBSTITUTE - Transfer Station |
|
|
6 hr / day |
$7.35 |
|
|
|
|
|
|
|
LABORER - Temporary as needed |
|
|
6 hr / day |
$11.00 |
|
|
|
|
|
|
|
MAINTENANCE MECHANIC |
|
|
8 hr / day |
$47,904.00 |
|
|
|
|
|
|
|
LABORER - Permanent Full Time |
|
|
8 hr / day |
$12.36 |
|
|
|
|
|
|
|
RECREATION DIRECTOR |
|
|
6 hr / day |
$17,000.00 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Resolution to Transfer Funds to Capital Projects
Whereas, the approved 2008 budget contained a provision to transfer $65,000 from the general fund; and
Whereas, without reason this transfer did not occur in 2008; and
Whereas, the town board is aware that the lining of the large pool needs to be replaced; and
Whereas, the town board is aware that the chemical controllers for the pools need to be replaced; and
Whereas, these replacements are estimated to cost $65,000; and
Whereas, there are insufficient funds in the H38-54 Parks/Rec/Pool capital fund to make these repairs; and
Therefore, be it resolved that the approved budget transfer of $65,000 from the General Fund shall be made to the H38-54 Parks/Rec/Pool capital project fund to enable these repairs.
Resolution to Create the Town of Rhinebeck Authorized Purchaser List
Whereas, General Municipal Law 5-A §104-b3.f.states that the town is required to identify the individual or individuals responsible for purchasing and their respective titles; and
Whereas, Town Code Chapter 30: PROCUREMENT POLICY § 30-8. c. states that The Town Supervisor, with the advice of town personnel shall, each year, shall create a list of authorized purchasers per General Municipal Law Article 5-A §104-b 3 f; and
Whereas, good practices cited by GASB, GAAP and NYS OSC require segregation of responsibilities for purchasing and payment for purchases; and
Whereas, the town supervisor is to recover for the town any funds expended without proper authorization of the town board;
Therefore, be it resolved only the following designated employees and/or elected officials of the town are authorized to commit funds or make purchases for the town:
|
|
Name |
Title |
|
1 |
|
|
|
2 |
|
|
|
3 |
|
|
|
4 |
|
|
|
5 |
|
|
|
6 |
|
|
|
7 |
|
|
|
8 |
|
|
|
9 |
|
|
|
10 |
|
|
|
11 |
|
|
|
12 |
|
|
|
13 |
|
|
|
14 |
|
|
|
15 |
|
|
|
16 |
|
|
|
17 |
|
|
|
18 |
|
|
|
19 |
|
|
|
20 |
|
|
|
21 |
|
|
|
22 |
|
|
|
23 |
|
|
|
24 |
|
|
|
25 |
|
|
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Supervisor Traudt Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to supervisor's bookkeeper, one copy to town board members, and one copy to town clerk file
Resolution to Require an Enhanced Monthly Statement of All Moneys Report
Whereas, Town Law 8.§125.2 states that the supervisor shall render to the town board at the end of each month a detailed statement of all money received and disbursed by him for such month, and shall file a copy in the office of the town clerk; and
Whereas, Town Law 3.§29.4 states that the supervisor shall keep an accurate and complete account of the receipt and disbursement of all moneys; and
Whereas, accounts receivable and investments are normally considered to be assets; and
Whereas, it is logical and practical for the town board to expect and to require timely and accurate financial information;
Therefore, be it resolved that the town board shall be provided with the supervisor's monthly expenditure detail report at least two business days before the first town board meeting of the month; and
Be it further resolved that the information in the report is to accurately report Opening Balances, Receipts, Disbursements, Closing Balances, Accounts Receivable, Opening Investment Balance and Closing Investment Balance for all funds of the town for the month being reported.
Resolution to Require an Enhanced Monthly Expenditure Budget Detail Report
Whereas, Town Law 3.§29.4 states that the supervisor shall keep an accurate and complete account of the disbursement of all moneys; and
Whereas, Town Law 8.§110 states that the town board may provide for the encumbering of appropriation accounts at more frequent intervals than the close of the fiscal year; and
Whereas, accounting of encumbrances throughout the year is practical as the current purchase order section regarding fiscal officer approval of funds states "I certify that there are moneys available to pay this order and the appropriation accounts have been encumbered for the amount of the order"; and
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, the town board requires timely and accurate financial information to properly weigh decisions about authorizing expenditures or commitments to incur financial obligations of the Town; and
Therefore, be it resolved that the town supervisor is to provide the town board with a monthly expenditure report at least two working days before the first town board meeting of the month; and
Be it further resolved that the information is to accurately and concisely report for each fund and each account the Approved Budget Appropriations, Modified Budget Appropriations, Outstanding Encumbrances, Expenditures Month to Date, Expenditures Year to Date, Available Balance, and Percentage of Modified Budget Used; and
Be it further resolved that the Outstanding Encumbrances column shall report all authorized yet unexpended commitments.
Resolution to Require an Enhanced Monthly Revenue Detail Report
Whereas, Town Law 3.§29.4 states that the supervisor shall keep an accurate and complete account of the receipt of all moneys; and
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, the town board requires timely and accurate financial information to properly weigh decisions about authorizing expenditures or commitments to incur financial obligations of the Town; and
Therefore, be it resolved that the town supervisor is to provide the town board with a monthly revenue report at least two working days before the first town board meeting of the month; and
Be it further resolved that the information is to accurately and concisely report for each fund and each account the Approved Budget Estimates, Modified Budget Estimates, Accounts Receivable, Revenue Month to Date, Revenue Year to Date, Unrealized Revenue, and Percentage of Modified Budget Estimates.
Resolution for Town Board Review of Personnel Related Expenditures
Whereas, personnel related expenditures are traditionally the largest category in the town budget; and
Whereas, employees are hired to perform duties during a number of hours each week that are specified and authorized by the town board; and
Whereas, employees may be afforded certain benefits at the time of hire as authorized by the town board; and
Whereas, the town board annually authorizes the total compensation, such as wages, salaries and benefits for employees; and
Whereas, the town board may require reports from the supervisor, pursuant to Town Law 3A-2-§ 51-3, concerning the conduct of the official business of the town and the performance by town officers and employees of their functions, powers and duties; and
Therefore, be it resolved that the town board authorizes and directs the supervisor to prepare a summary report for each employee containing the date of hire, authorized hours per week at date of hire, and benefits at date of hire; and
Be it further resolved that the summary report shall include, in addition to date of hire related information, any changes in hours per week and/or benefits that were authorized by the town board; and
Be it further resolved that attached to the report shall be copies of the minutes of the town board meeting where the date of hire related hours per week and benefits were authorized by the town board; and
Be it further resolved that attached to the report shall or copies of minutes of the town board meeting were changes were made to the authorized hours per week and/or to the authorized benefits; and
Be it further resolved that the supervisor may enlist the assistance of the town clerk and the supervisor's bookkeeper to prepare the report; and
Be it further resolved that the complete report shall be provided to the town board by February 15, 2009.
Resolution to Adopt Authorization Process
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3 requires that the procure process is determined the amount of estimated purchases; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board will use the following templates
□ up to $250 of Town Funds for supplies or equipment
□ $250 to $3,000 of Town Funds for supplies or equipment
□ $1000 to $3,000 of Town Highway Funds for supplies or equipment
□ up to $1000 of Town Highway Funds for supplies or equipment
□ $3,000 to $10,000 of Town or Town Highway Funds for supplies or equipment
□ up to $500 of Town Funds or Town Highway Funds for public works contracts
□ $500 to $1,000 of Town Funds for public works contracts
□ $500 to $3,000 of Town Highway Funds for public works contracts
□ $1,000 to $10,000 of Town Funds for public works contracts
□ $3,000 to $10,000 of Town Highway Funds for public works contracts
□ $10,000 to $20,000 of Town or Town Highway Funds for public works contracts
□ Refer to General Municipal Law §103 for supplies or equipment in excess of $10,000 or public works in excess of $20,000.
to authorize audit the commencement of the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board will use the template for Emergency Commitment of Town or Town Highway Funds in the case of a duly declared emergency.
Resolution to Delegate Authorization to Department Head or Liaison to Ameliorate Unforeseen Risks
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, there are unforeseen situations where waiting for written approval of the town board to incur financial obligations will, at the discretion of the department head, cause more risk to an asset, person(s), program objectives, or to the legal obligations of the town; and
Whereas, the department head estimates that there are sufficient appropriations to support this request; and
Whereas, the department head is named on the town authorized purchaser list; and
Whereas, the department head states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the department head will provide to the town board proof that the goods or services have actually been received; and
Whereas, the department head understands that the town board will audit the request prior to authorizing payment; and
Whereas, the department head understands that he/she is responsible to remit any or all expenses that are disallowed during audit by the town board;
Therefore be it resolved that the town board authorizes the department head to commence the appropriate procurement process in compliance with applicable policies; and
Therefore be it further resolved that in the absence of the department head, the assigned town board liaison may act for the department head and may use the authorization afforded to the department head to commence the appropriate procurement process in compliance with applicable policies; and
Therefore be it further resolved that the department head is required to inform the bookkeeper of the encumbrance within two business days; and
Be it further resolved that the town board authorizes the department head to commit the following expenditure(s)
|
|
Title |
Condition |
Limit ($) |
|
1 |
|
|
|
|
2 |
|
|
|
|
3 |
|
|
|
|
4 |
|
|
|
|
5 |
|
|
|
|
6 |
|
|
|
|
7 |
|
|
|
|
8 |
|
|
|
|
9 |
|
|
|
|
10 |
|
|
|
|
11 |
|
|
|
|
12 |
|
|
|
|
13 |
|
|
|
|
14 |
|
|
|
|
15 |
|
|
|
Supervisor Traudt Affirmation ____
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to file
Resolution to Waive Pre-approval of Town Board to Expend Town Funds or Town Highway Funds
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Law Article 8 §118 states that the Town Supervisor may pay certain specified claims; and
Whereas, Town Law Article 4 §64-1-a specifies that the town board may establish petty cash funds to be used in advance of approval and audit; and
Whereas, the town supervisor is to recover for the town any funds expended without proper authorization of the town board;
Therefore, be it resolved that under the following conditions designated employees and/or elected officials of the town are authorized to commit funds or make purchases for the town:
|
|
Title of Position |
Condition |
Limit ($) |
|
1 |
Town Supervisor |
Claims pursuant to Town Law 8-§118 |
|
|
2 |
Town Highway Superintendent |
Petty cash pursuant to Town Law 4-§64-1-a |
|
|
3 |
Town Clerk / Deputy Town Clerk |
Petty cash pursuant to Town Law 4-§64-1-a |
|
|
4 |
Tax Collector / Deputy Tax Collector |
Petty cash pursuant to Town Law 4-§64-1-a |
|
|
5 |
Recycling Center Custodian |
Petty cash pursuant to Town Law 4-§64-1-a |
|
|
6 |
Recreation Director |
Petty cash pursuant to Town Law 4-§64-1-a |
|
|
7 |
Pool Cashier |
Petty cash pursuant to Town Law 4-§64-1-a |
|
|
8 |
|
|
|
|
9 |
|
|
|
|
10 |
|
|
|
|
11 |
|
|
|
|
12 |
|
|
|
|
13 |
|
|
|
|
14 |
|
|
|
|
15 |
|
|
|
|
16 |
|
|
|
|
17 |
|
|
|
|
18 |
|
|
|
|
19 |
|
|
|
|
20 |
|
|
|
|
21 |
|
|
|
|
22 |
|
|
|
|
23 |
|
|
|
|
24 |
|
|
|
|
25 |
|
|
|
|
26 |
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to supervisor's bookkeeper, one copy to authorized position, and one copy to town clerk file
Whereas, the town board employs templates to determine if the claim is for a valid and legal purpose, if the claim is authorized, if there are sufficient appropriations to pay the claim, and if the claim meets the legal and policy requirements in relation to competitive bidding and the requirements of the town's procurement policy; and
Whereas, the Finance Department is responsible to determine if the claim has any sales tax charges for exempt expenses, if the claim includes all discounts that the town is entitled to, if the goods or services were actually received, that the claim has not been paid before, in whole or in part, and that the claim is mathematically correct; and
Whereas, signing each claim form is not required by statute; and
Whereas, a claim package should contain enough detail and documentation so that the town board is supplied with sufficient information to determine whether to allow or disallow the claim; and
Whereas, claim packages should be associated with the abstract being approved and said approval is to be duly recorded in the minutes of the town board; and
Therefore, be it resolved that the Finance Department/Supervisor's Bookkeeper shall prepare packets for each claim that include the appropriate, previously completed town board authorization template; and
Be it further resolved that each claim and supporting packet that was previously authorized by the town board shall be grouped with others of the same sort in a claim package and listed on a preliminary abstract; and
Be it further resolved that any claim and supporting packet that is disallowed by a town board member shall be removed from the package and given to the town clerk by the town board member and crossed off the preliminary abstract by the town board member and an explanation of the disallowance shall be made to the town clerk by the town board member; and
Be it further resolved that the town clerk shall prepare the final abstract from the preliminary abstract and cause the final abstract to approved by the town board at the next regular town board meeting; and
Be it further resolved that each claim and associated packet that was not previously authorized by the town board shall be grouped with others of the same sort and listed on a preliminary abstract that clearly states unauthorized claims and the same procedure used for authorized claims shall be used; and
Be it further resolved that each claim for goods or services provided in 2008 and associated packet shall be grouped with others of the same sort and listed on a preliminary abstract that clearly states 2008 claims and the same procedure used for authorized claims shall be used; and
Be it further resolved that the town clerk shall cause each approved final abstract package and associated claim packets to be properly filed for future review; and
Be it further resolved that the following template be used to approve each abstract:
(Preliminary / Final) Abstract ____________ for (Authorized / Unauthorized / Carry Over) Claims for Year ______
Vouchers ______ to _______ Checks ________ to _______
Voiding Checks _______________________________________________________________________________
I certify that the claims contained herein have sufficient appropriations to pay the claims, that the claims meet the legal and policy requirements in relation to competitive bidding and the requirements of the town's procurement policy, that there are no sales tax charges for exempt expenses, that all claims include all discounts that the town is entitled to, that the goods or services associated with each claim were actually received, that the claim has not been paid before, in whole or in part, and that the claim is mathematically correct.
Supervisor's Bookkeeper ________________________________________ Date ______________________
I certify that these claims were audited and allowed by the town board to be paid.
Town Clerk ___________________________________________________ Date ______________________
Request to Expend up to $250 of Town Funds for Supplies or Equipment
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-A-3 states that bidding procedures for estimated purchases of $250 or less are left to the discretion of the purchaser; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $250 to $3,000 of Town Funds for Supplies or Equipment
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-A-2 requires that estimated purchases of less than $3,000 but greater than $250 require an oral request for the goods and oral/fax quotes from two vendors; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend up to $1000 of Town Highway Funds for Supplies or Equipment
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-A-3 states that bidding procedures for estimated purchases of $1000 or less are left to the discretion of the purchaser; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $1000 to $3,000 of Town Highway Funds for Supplies or Equipment
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-A-2 requires that estimated purchases of less than $3,000 but greater than $1000 require an oral request for the goods and oral/fax quotes from two vendors; and
Whereas, Town Code Chapter 30-3-C requires that any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $3,000 to $10,000 of Town or Town Highway Funds for Supplies or Equipment
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-A-1 requires that estimated purchases of less than $10,000 but greater than $3,000 require a written request for a proposal (RFP) and written/fax quotes from three vendors; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, Town Code Chapter 30-3-C requires that any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend up to $500 of Town Funds or Town Highway Funds for Public Works Contracts
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-B-4 states that bidding procedures for estimated contracts of $500 or less are left to the discretion of the purchaser; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $500 to $1,000 of Town Funds for Public Works Contracts
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-B-3 requires that estimated purchases of less than $1,000 but greater than $500 require an oral request for the goods and oral/fax quotes from two vendors; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $500 to $3,000 of Town Highway Funds for Public Works Contracts
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-B-3 requires that estimated purchases of less than $3,000 but greater than $500 require an oral request for the goods and oral/fax quotes from two vendors; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $1,000 to $10,000 of Town Funds for Public Works Contracts
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-B-2 requires that estimated public works contracts of less than $10,000 but greater than $1,000 require a written request for a proposal (RFP) and written/fax quotes from two contractors; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, Town Code Chapter 30-3-C requires that any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $3,000 to $10,000 of Town Highway Funds for Public Works Contracts
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-B-2 requires that estimated public works contracts of less than $10,000 but greater than $3,000 require a written request for a proposal (RFP) and written/fax quotes from two contractors; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, Town Code Chapter 30-3-C requires that any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Request to Expend $10,000 to $20,000 of Town or Town Highway Funds for Public Works Contracts
Whereas, Town Code Chapter 30-9-A requires that expenditures and or commitment to make payment or incur financial obligations of the Town shall not be made or entered into without prior written approval of the town board; and
Whereas, Town Code Chapter 30-3-B-1 requires that estimated public works contracts of less than $20,000 but greater than $10,000 require a written request for a proposal (RFP) and written/fax quotes from three contractors; and
Whereas, the town supervisor or his/her delegate has verified that there are sufficient appropriations to support this request; and
Whereas, Town Code Chapter 30-3-C requires that any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered; and
Whereas, Town Code Chapter 30-6 provides for exceptions to solicitation and documentation requirements; and
Whereas, Town Code Chapter 30-3-D requires that all information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract; and
Whereas, the requestor is named on the town authorized purchaser list; and
Whereas, the requestor states that this/these expenditure(s) are for valid and legal purposes; and
Whereas, the requestor will provide to the town board proof that the goods or services have actually been received; and
Whereas, the requestor understands that the town board will audit the request prior to authorizing payment; and
Whereas, the requestor understands that he/she is responsible to remit any or all expenses that are disallowed by the town board;
Therefore be it resolved that the town board authorizes the requestor to commence the appropriate procurement process in compliance with applicable policies; and
Be it further resolved that the town board authorizes the requestor to commit the following expenditure(s)
|
|
To be completed following Town Board approval |
||||
|
Description of Requested Expenditure(s) |
Limit ($) |
Account Code |
P.O. Number if issued |
Requestor initial and date when applicable policies have been satisfied |
Requestor initial and date when goods or services are received |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to requestor, one copy to supervisor's bookkeeper, one copy to town clerk file
Emergency Commitment of Town or Town Highway Funds
Whereas, in a duly declared emergency of the town or duly declared town highway related emergency, it may be impractical to obtain proper authorization of the town board to expend town funds; and
Whereas, a duly declared emergency of the town can only be declared by the supervisor or in his/her absence the deputy supervisor; and
Whereas, a duly declared town highway related emergency can only be declared by the town supervisor, or in his/her absence by the deputy supervisor, or in his/her absence by the highway superintendent; and
Whereas, a duly declared emergency exists only for a finite period of time;
Therefore be it resolved that, in a duly declared emergency of the town or town highway related emergency declared by the supervisor, the town board authorizes, after the fact, the town supervisor to expend necessary funds to end the emergency; and
Be it further resolved that, in a duly declared emergency of the town or town highway related emergency declared by the deputy supervisor, the town board authorizes, after the fact, the deputy town supervisor to expend necessary funds to end the emergency; and
Be it further resolved that, in a duly declared town highway related emergency declared by the town highway superintendent, the town board authorizes, after the fact, the town highway superintendent to expend necessary funds to end the emergency; and
Be it further resolved that person to whom delegation has been made is required to provide for the purposes of the audit the following information:
|
To be completed within ten business days and submitted to Town Clerk for review at next Town Board meeting |
||
|
Description of Emergency:
|
Date of Emergency: |
|
|
Description of Expenditure(s): |
Account Code |
Actual Amount ($) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Supervisor Traudt / (Delegate______________________) Affirmation ____
Requestor Signature _____________________________ Requestor Initials _________
Councilperson Crane Affirmation ____
Councilperson Silverstein Affirmation ____
Councilperson Staley Affirmation ____
Councilperson Washburn Affirmation ____
Town Clerk Cunningham/Deputy Town Clerk Winne Date (mm/dd/yyyy) ___________
One copy to delegate, one copy to supervisor's bookkeeper, one copy to file
ADJOURNMENT