HomeMy WebLinkAbout1994-02-26 - TB `
y ;
TOWN OF ULYSSES
SPECIAL TOWN BOARD MEETING
February 26 , 1994
P resent : Supervisor Doug Austic ; Councilpeople Tom Reitz ,
Catherine Stover ; Deputy Clerk Paula Mount .
Mr . Austic opened the Special Town Board Meeting at 9 : 20am .
Travel Policy
Mr . Austic asked if there was any discussion concerning this
• proposed policy . Mr . Reitz said that he found a lack of
paperwork ( documenting information ) and distributed forms that
Cornell uses . The Board discussed incorporating some of the
ideas from these forms into the proposed document Mr . Austic
presented . The Board also discussed travel advances . . . the need
to be accountable and present receipts on return .
This proposed policy will be retyped and copied to all Department
H eads for input prior to the next Regular Town Board Meeting .
The following is the proposed Travel Policy :
TOWN OF ULYSSES
TRAVEL / TRAINING / EDUCATION POLICY
Whereas , the Town of Ulysses wishes to encourage its Town
o fficials and employees to pursue additional training and
e ducation which will enhance their ability to do their jobs , and
W hereas , the Town Board deems it appropriate to reimburse the
o fficial or employee for expenses incurred in pursuing this
training or education ,
B e It Resolved , that the Town of Ulysses will hereafter use the
g uidelines of this policy , listed below , in determining
✓ eimbursement for officials and employees who have attended an
approved training session or required meeting .
1 ) Travel by personal automobile may be desirable to save time ,
to transport equipment , to reduce costs when a number of persons
are traveling to the same destination together , or for
convenience . Those who must use their private vehicle for travel
w ill be reimbursed at a rate per mile equal to that established
by an annual board resolution . When possible , if another means
o f transportation is available to and from the meeting [ eg :
provided by a joint municipal effort or by the sponsor of the
meeting , etc . ] the travel reimbursement will be at the level
charged by that alternative transportation only .
2 ) The Town will pay all registration or tuition fees .
® 3 ) The Town will pay its employees wages at their normal rate
for time spent at meetings . Time over the normal work day ( 8
hours ) , employees will be given compensatory time off at a date
mutually agreed upon with the department head .
4 ) Overnight accommodations will be reimbursed or vouchered at a
✓ ate comparable to the rate charged at the facility at which the
meeting is held or at a rate of moderate accommodations of the
area .
5 ) A maximum meal allowance reimbursement will be as follows :
breakfast - $ 10 . , lunch - $ 15 . , dinner - $ 30 . In the event that
some meals are included in the registration fee , appropriate
d eductions from the maximum daily allowance will be made .
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TOWN OF ULYSSES 2
S PECIAL BOARD MEETING
FEBRUARY 26 , 1994
6 ) Miscellaneous Expenses :
A . Reimbursable : official telegram and telephone calls ,
including those necessary to obtain transportation and hotel
reservations . Expenses associated with baggage handling ,
storage and tips .
B . Non - reimbursable : personal entertainment expenses ;
spouse or other dependent expenses .
All attendances will require prior notification and approval by
the Department Head and Town Board . All reasonable expenses to
be reimbursed must be accompanied by original expense receipts .
In unusual and special circumstances , at least fourteen ( 14 )
w orking days before an official business trip is taken , travelers
may obtain an advance by submitting a Travel Advance Request
Form . Travel expenses paid in advance must be cleared within
thirty ( 30 ) days of the completion of each trip . This is done by
filing a Travel Expense Reimbursement Voucher on which the amount
of the advance is deducted from the reimbursement , if any , due
the traveler . Travel and training requests must be accompanied
by pertinent information as to conference / meeting time , place ,
topic , projected expenses and the budget line from reimbursement
w ill be deducted .
P rocurement Policy
The Board reviewed the proposed Procurement Policy and made a
couple of minor changes . This proposed policy will be retyped
and distributed to all ' Department Heads for comments .
TOWN OF ULYSSES
PROCUREMENT POLICY
WHEREAS , Section 104 - b of the General Municipal Law requires the
g overning body of every municipality to adopt a procurement
policy for all goods and services which are not required by law
to be publicly bid and
WHEREAS , comments have been solicited from all officers in the
Town of Ulysses involved in the procurement process , now ,
therefore , be it
RESOLVED , that the Town of Ulysses does hereby adopt the
following procurement policy which is intended to apply to all
g oods and services which are not required by law to be publicly
bid .
1 . Every purchase to be made must be initially reviewed to
determine whether it is a purchase contract or a public works
contract . Once that determination is made , a good faith effort
w ill be made to determine whether it is known or can reasonably
be expected that the aggregate amount to be spent on the item of
supply or service is not subject to competitive bidding , taking
into account past purchases and the aggregate amount to be spent
in a year . The following items are not subject to competitive
bidding pursuant to Section 103 of the General Municipal Law :
purchase contracts under $ 10 , 000 and public works contracts under
$ 20 , 000 ; emergency purchases ; goods purchased from agencies for
the blind or severely handicapped ; goods purchased from
correctional institutions ; purchases under State and county
contracts ; and surplus and second - hand purchases from another
g overnmental entity .
The decision that a purchase is not subject to competitive
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bidding will be documented in writing by the individual making
the purchase . This documentation may include written or verbal
quotes from vendors , a memo from the purchaser indicating how the
decision was arrived at , a copy of the contract indicating the
source which makes the item or service exempt , a memo from the
purchaser detailing the circumstances which led to an emergency
purchase , or any other written documentation that is appropriate .
2 . All goods and service will be secured by use of written
requests for proposals , written quotations , verbal quotations , or
any other method that assures that goods will be purchased at the
lowest price and that favoritism will be avoided .
3 . The following method of purchase will be used when required
by this policy in order to achieve the highest savings :
E stimated Amount of Method
P urchase Contract
$ 150 - 400 Prior approval of Supervisor .
$ 401 - 999 2 Verbal quotations .
$ 1 , 000 - 1 , 999 2 written / fax quotations and
prior approval from Supervisor
$ 2 , 000 - 10 , 000 3 written / fax quotations or
written request for proposal
and prior Town Board approval
E stimate Amount of Method
P ublic Works Contract
$ 500 - 1 , 000 Prior approval of Supervisor .
$ 1 , 001 - 3 , 000 2 Verbal quotations .
$ 3 , 001 - 4 , 999 2 written / fax quotations and
prior approval from Supervisor
and Town Board .
$ 5 , 000 - 19 , 999 3 written / fax quotations or
written requests for proposal and
prior approval from Supervisor
and Town Board .
A good faith effort shall be made to obtain the required number
o f proposals or quotations . If the purchaser is unable to obtain
the required number of proposals or quotations , the purchaser
w ill document the attempt made at obtaining the proposals . In no
e vent shall the failure to obtain the proposal be a bar to the
procurement .
4 . Documentation is required of each action taken in connection
w ith each procurement .
5 . Documentation and an explanation is required whenever a
contract is awarded to other than the lowest responsible
offeror . This documentation will include an explanation of how
the award will achieve savings or how the offeror was not
® responsible . A determination that the offeror is not responsible
shall be made by the purchaser and may not be challenged under
any circumstances .
6 . Pursuant to General Municipal Law Section 104 - b ( 2 ) ( f ) , the
procurement policy may contain circumstances when , or types of
procurements for which , in the sole discretion of the governing
body , the solicitation of alternative proposals or quotations
w ill not be in the best interest of the Town of Ulysses to
solicit quotations or document the basis for not accepting the
lowest bid :
pen,
a . Professional services or services requiring special or
technical skill , training or expertise . The individual
or company must be chosen based on accountability ,
reliability , responsibility , skill , education and
training , judgment , integrity , and moral worth . These
qualifications are not necessarily found in the
individual or company that offers the lowest price and
the nature of these services are such that they do not
readily lend themselves to competitive procurement
procedures .
In determining whether a service fits into this category the Town
Board shall take into consideration the following guidelines :
( a ) whether the services are subject to State licensing or
testing requirements ; ( b ) whether substantial formal education or
training is a necessary prerequisite to the performance of the
services ; and ( c ) whether the services require a personal
relationship between the individual and municipal officials .
Professional or technical services shall include but not be
limited to the following : services of an attorney ; services of a
physician ; technical services of an engineer engaged to prepare
plans , maps and estimates ; securing insurance coverage and / or
services of an insurance broker ; services of a certified public
accountant ; investment management services ; printing services
involving extensive writing , editing or art work ; management of
municipally owned property ; and computer software or programming
services for customized programs , or services involved in
substantial modification and customizing of pre - packaged
software .
b . Emergency purchases pursuant to Section 103 ( 4 ) of the
General Municipal Law . Due to the nature of this
e xception , these goods or services must be purchased
immediately and a delay in order to seek alternate
proposals may threaten life , health , safety or welfare
o f the residents .
This section does not preclude alternate proposals if
time permits .
c . Purchases of surplus and second - hand goods from any
source . If alternate proposals are required , the Town
o f Ulysses is precluded from purchasing surplus and
second - hand goods at auctions or through specific
advertised sources where the best prices are usually
o btained . It is also difficult to try to compare
prices of used goods and a lower price may indicate an
older product .
d . Goods or services under $ 150 . The time and
documentation required to purchase through this policy
may be more costly than the item itself and would
therefore not be in the best interests of the taxpayer .
In addition , it is not likely that such de minimis
contracts would be awarded based on favoritism .
7 . The unintentional failure to comply with the provisions of
this section shall not be grounds to void action taken or give to
a cause of action against the political subdivision or district
or any officers of employees thereof .
8 . This policy adopted by the Town of Ulysses on March 8 , 1994 .
TOWN OF ULYSSES
PURCHASE REQUEST FORM
PURCHASE CONTRACT
AMOUNT METHOD
t ai c46e6Ge -7,e) C5? .- 467 - 76/ l7
$ 150 . - 400 . Prior approval of Supervisor .
$ 401 - $ 999 2 Verbal quotations .
$ 1 , 000 - $ 1 , 999 2 Written / fax quotations and
prior approval from Supervisor .
$ 2 , 000 - $ 10 , 000 3 Written / fax quotations or
written request for proposal
and prior approval from Supervisor
and Town Board .
ESTIMATE AMOUNT OF
PUBLIC WORKS CONTRACT METHOD
$ 500 - 1 , 000 Prior approval of Supervisor .
I $ 1 , 001 - 3 , 000 2 Verbal quotations .
$ 3 , 001 - 4 , 999 2 Written / fax quotations and
prior approval from Supervisor
and Town Board .
$ 5 , 000 - 19 , 999 3 Written / fax quotations or
written requests for proposal
and prior approval from Supervisor
and Town Board .
FILL IN APPROPRIATE ITEMS : DEPT :
VERBAL QUOTE : $
$
WRITTEN / FAX : $
. $
REQUEST FOR PROPOSAL $
DATE : SUPERVISOR
( Attach this form with bill / voucher )
Payroll Policy
The Board reviewed the proposed Payroll Policy and requested this
be retyped and distributed to the Department Heads for comments
and input . The following is the proposed Payroll Policy :
TOWN OF ULYSSES
PAYROLL POLICY
The purpose of this policy is to develop a system which allows
accurate calculations of the amount gross pay , provide accurate
information for withholdings and retirement calculations , provide
employees with a means of having voluntary deductions , ensure
that proper appropriation accounts are charged , safeguard the
Town against fraud and abuse of compensated absences , and provide
for timely payment to employees and others .
1 . Personnel file - a separate file should be established for
each official or employee and contain the following :
a ) application form and method of selection
b ) authorization to hire
iy
c ) copies of voluntary and involuntary deduction forms
d ) employee evaluation information
e ) termination or retirement notices
f ) medical records
2 . Time - Attendance and Accrual Records
a ) All employees shall be required to maintain daily time
records showing actual hours worked . However , the board may
exempt employees from keeping such records . However , those
employees exempted shall maintain daily record of absences and
time and leave credits earned and used . These records to be
submitted monthly . The head of each department is responsible to
certify accuracy of time and accrual records submitted . The Town
Supervisor will assume responsibility of those department heads
and other unsupervised employees .
b ) Clerical accuracy of total hours charged and accrual
charges and credits then verified by Supervisor or Bookkeeper .
c ) A payroll time summary will be compiled each payroll to
allow verification of payroll checks .
d ) After issuing checks , a payroll summary including the
following will be printed from computer records :
1 ) Dates Payroll Covers
2 ) Account Charged
3 ) Gross Wages / Net Wages
4 ) Check # issued
5 ) Accrued sick & vacation time
e ) Yearly inventory of accrual credit and charges
f ) Written permission forms for withholding on file
g ) Yearly tax information shall be supplied to employees on
required forms .
h ) Two different persons should be charged with preparing
and issuing payroll checks . This will allow a simple system of
checks to protect against fraud .
Mr . Reitz moved , seconded by Mrs . Stover the following :
WHEREAS , the Town Board of the Town of Ulysses has established a
maximum income real property tax exemption eligibility
level , pursuant to Section 467 of the Real Property Tax Law ,
and
WHEREAS , BY RESOLUTION the Board extended eligibility by
establishing a sliding scale of exemption percentages for
those with income between $ 16 , 500 . and $ 21 , 299 . pursuant to
the Real Property Tax Law ,
NOW THEREFORE BE IT RESOLVED , that the resolution establishing a
maximum income exemption eligibility level for persons 65
years of age or older , adopted pursuant to Real Property Tax
Law Section 467 , are amended to read as follows :
" the maximum income eligibility is hereby established as
follows : "
Percentage Assessed
Valuation Exempt from
Income Range Taxation
To $ 16 , 500 50 %
16 , 501 - 17 , 100 45 %
17 , 101 - 17 , 700 40 %
17 , 701 - 18 , 300 35 %
18 , 301 - 18 , 900 30 %
18 , 901 - 19 , 500 25 %
19 , 501 - 20 , 100 20 %
20 , 101 - 20 , 700 15 %
i
20 , 701 - 21 , 299 10 %
21 , 300 and over 0 %
Mr . Austic Aye
Mr . Reitz Aye
Mrs . Stover Aye
Adopted .
H earing no further business the meeting was unanimously adjourned
at 11 : 15am .
Respectfully submitted ,
P aula J . Mount
D eputy Town Clerk
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PM
2 / 94
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