imSEPTEMBER 18TH, 2017                                                            PUBLIC HEARING

 

                                                                                                VILLAGE OF GREENWOOD LAKE

                                                                                                PO BOX 7, 18 CHURCH STREET

                                                                                                GREENWOOD LAKE, NY 10925

 

 

PRESENT:            MAYOR:            JESSE DWYER

 

                        TRUSTEES:            THOMAS HOWLEY

                                                CHAD SELLIER

 

                        ATTORNEY:            JOHN BUCKHEIT

 

ABSENT:            TRUSTEES:            KATHELEEN HOLDER

                                                KELLI ANN KELM

 

 

 

THERE IS NOTHING CLEAR IN THE VILLAGE CODE ON THE PROCUREMENT POLICY.

 

ATTORNEY BUCKHEIT – THE VILLAGE CLERK HAD TO LEAVE FOR A FAMILY EMERGENCY, SO IF WE SEEM A BIT UNORGANIZED UP HERE, THAT IS WHY.

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MAYOR DWYER – THERE ARE TWO METHODS TO CLARIFY WHAT THE PROCUREMENT POLICY IN GREENWOOD LAKE AND NEW YORK STATE ARE AND TWO DIFFERENT CONTRACTS,; PURCHASE CONTRACTS AND PUBLIC WORKS CONTRACTS. AN EXAMPLE OF A PURCHASING CONTRACT WOULD BE BUYING A COPY MACHINE. A PUBLIC WORKS CONTRACT COULD BE PAVING A ROAD. THEY EACH HAVE DIFFERENT METHODS YOU HAVE TO ABIDE BY IN ORDER TO SECURE A CONTRACT.

 

MAYOR DWYER CONTINUED IN PURCHASE CONTRACTS, ANY PURCHASE UNDER $1000.00 WILL NOT REQUIRE A QUOTE. WE AS PUBLIC OFFICIALS APPOINT DEPARTMENT HEADS AND WE HAVE OUR OWN POLICY THAT WILL NOT ALLOW ANYONE OTHER THAN A DEPARTMENT HEAD TO PURCHASE ANYTHING OVER THAT AMOUNT. WE ARE PROPOSING ANYTHING BETWEEN $1001.00 AND 4,999.00 REQUIRE TWO QUOTES. FROM $5000.00 TO $9999.00 WILL REQUIRE THREE WRITTEN QUOTES. PURCHASES FROM $10,000 TO $19,900 WILL REQUIRE THREE REQUESTS FOR PROPOSALS. WE NEED TO PUBLISH THE REQUESTS FOR THOSE IN NEWSPAPER, ONLINE, ETC. PURCHASES FOR $20,000 OR MORE WILL REQUIRE THAT SAME LEVEL OF PUBLICATION, BUT WILL REQUIRE SEALED BIDS WHICH WILL NOT BE OPENED UNTIL THE SPECIFIED DATE.

 

MAYOR DWYER STATED PUBLIC WORKS CONTRACTS UNDER $5000.00 WILLNOT REQUIRE ANY SORT OF QUOTE BECAUSE TYPICALLY THE WORK CAN BE DONE IN HOUSE. IT WOULD COST THE TAXPAYER MORE. CONTRACTS BETWEEN $5000.00 AND $19,999.00 WILL REQUIRE THREE WRITTEN QUOTES. CONTRACTS FROM $20,000.00 AND 34,999.00 WILL REQUIRE WRITTEN REQUESTS FOR PROPOSALS. CONTRACTS FROM $35,000 OR MORE WILL REQUIRE SEALED BIDS TO BE OPENED. NEW YORK STATE’S PROCUREMENT POLICY IS ONLY IF IT EXCEEDS $20,000 FOR SEALED BIDS FOR PURCHASES AND SEALED BIDS FOR PUBLIC WORKS IF IT EXCEEDS $35,000.  

 

MAYOR DWYER – THIS IS REALLY JUST A SLIGHT ADJUSTMENT TO OUR CURRENT POLICY.

 

MAYOR DWYER OPENED THE HEARING TO THE PUBLIC FOR COMMENTS.

 

RESIDENT ASKED QUESTION, COULDN’T BE HEARD ON TAPE.

 

MAYORD DWYER STATED THERE IS A WRITTEN POLICY THAT SAYS ANY DEPARTMENT HEAD LOOKING TO PURCHASE ANYTHING OVER $1000.00 NEEDS MY APPROVAL.

 

MOTION TO CLOSE THE PUBLIC HEARING.

 

MOTIONED BY TRUSTEE SELLIER. SECONDED BY TRUSTEE HOWLEY. ALL AYE TO SAID MOTION, TWO ABSENT.

 

MEETING ADJOURNED.