VILLAGE OF BERGEN
ANNUAL REORGANIZATION AND REGULAR MEETING
of the BOARD of TRUSTEES
APRIL 12, 2006

Absent: Trustee Virginia Adams

Also present were Linda Austin, Joe Chimino, Dale Leiter, Elizabeth L. Smith, George Filowick Sr., George Filowick Jr., Charles E. Dodson and Tom Williamson.

APPOINTMENT OF OFFICERS

PLANNING AND ZONING BOARD OF APPEALS MEETING
The following motion was made by Trustee Robert Bausch and seconded by Trustee Anna Marie Barclay. The regular meeting of the Village Planning Board will be the third Wednesday of each month at 7:30 p.m. in the Village Office. At the discretion of the Chairperson, the meeting may not be held due to lack of business before the Planning Board. The regular meeting of the Zoning Board of Appeals will be held the fourth Thursday of the month at 7:30 p.m. in the Village Office and will be held only when there is business before the Zoning Board of Appeals. The motion carried by unanimous vote.

APPOINTMENT OF REGISTRAR OF VITAL STATISTICS
The following motion was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper. The Village appoints Town Clerk Myrna List as Registrar of Vital Statistics. The Village also appoints any deputies the Town Clerk may have installed in office. The motion carried by unanimous vote.

LEGAL NOTICES
Trustee Paul Cooper made a motion, seconded by Trustee Robert Bausch that: All legal notices will be posted on inside bulletin boards at the Village Office and the Community bulletin board outside the Village Post Office. They will also be published in the official newspaper. The motion carried by unanimous vote.

SEWER ARREARS RELEVIED
A motion that unpaid sewer arrears as of May 15, 2006 will be relevied on the June 1, 2006 tax bills was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper. The motion carried by unanimous vote.

MILEAGE RATE
A motion was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper that the mileage rate be set at 48.5 cents per mile. The motion carried by unanimous vote.

BIDDING AND PURCHASING
A motion to utilize County and State bids and accept them in lieu of competitive bidding was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper. The motion carried by unanimous vote.

A motion was made by Trustee Paul Cooper and seconded by Trustee Robert Bausch to continue the procurement policies adopted and implemented by the Board continue the limit to $750.00 before 3 price quotes must be obtained. The motion carried by unanimous vote.

AUDIT AND APPROPRIATIONS
A motion to approve the payment in advance of audit payroll expenses, payments of principal and interest on lawful outstanding debt public utility service, postage, freight and express charges of the Village of Bergen was made by Trustee Robert Bausch and seconded by Trustee Anna Marie Barclay. All such claims shall be presented at the next regular meeting for audit and the claimant and officer incurring or approving same shall be jointly and severally liable for any amount disallowed by the Board. The motion carried by unanimous vote.

COMPENSATION OF REPRESENTATIVES AND OFFICIALS
A motion to approve the following compensation to representatives and officials was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper. The Village representatives and officials designated below shall be compensated as follows:

All officials are entitled to mileage and disbursement reimbursement when doing Village work or attending training appropriate to the Village official's position. The motion passed by unanimous vote.

Holiday Schedule
A motion was made by Trustee Anna Marie Barclay and seconded by Trustee Robert Bausch that the official holidays for the 2006-2007 calendar year will be as follows. The motion carried by unanimous vote.

RULES OF ORDER
A motion was made by the Trustee Robert Bausch and seconded by Trustee Paul Cooper that the Village will not abide by Robert's Rules of Order, but will adopt the following Rules Of Order for meetings of the Board of Trustees. The motion carried by unanimous vote.

RULES OF PROCEDURE
MEETINGS OF THE BOARD OF TRUSTEES
REGULAR MEETINGS
The Board of Trustees shall hold regular meetings on the 2nd and 4th Wednesdays of each month. Such regular meetings shall commence at 7:00 p.m. and be conducted in the boardroom at Village Hall.

The Board of Trustees shall determine any deviation of the foregoing paragraph.

SPECIAL MEETINGS
Special meetings of The Board of Trustees are all those Board meetings other than regular meetings.

The Mayor or two or more Trustees acting together upon notice to the entire Board may call a special meeting. Notice shall be given by telephone, in person, or in writing at least 24 hours in advance unless an emergency exists.

QUORUM
A quorum shall be required to conduct business. A quorum of the (5) member board of trustees shall be (3) three. In the absence of a quorum, a lessor number may adjourn and compel the attendance of the absent members.

EXECUTIVE SESSIONS
Executive sessions shall be held in accordance with the NYS Public Officers Law 105. All executive sessions shall be commenced in a public meeting.

AGENDAS
The Clerk at the direction of the Mayor shall prepare the agenda. The Mayor or any Trustee may have an item placed on the agenda. The public may make a written request stating the specific matter to be addressed, to the Mayor to have a matter placed on the agenda. The Mayor will advise the clerk whether to place such matters on the agenda. When possible, items for the agenda shall be given to the Clerk at least 24 hours before the meeting; however, items may be placed on the agenda at anytime upon the discretion of the Mayor.

The agenda shall be prepared by noon on the day of the meeting. If necessary, a supplement agenda shall be distributed at the beginning of the meeting.

VOTING
Pursuant to Village Law each member of the Board shall have one vote. The Mayor may vote on any matter but must vote in case of a tie.

A majority of the totally authorized voting power is necessary to pass a matter unless otherwise specified by State law.

An abstention, silence or absence shall be considered a negative vote for the purposes of determining the final vote on a matter.

A vote upon any question shall be taken by ayes and noes, the names of the members present and their votes shall be entered in the minutes or reflected as unanimous vote.

MINUTES
Minutes shall be taken by the Clerk or any other person designated by the Mayor.

Minutes shall consist of a record or summary of all motions, proposals, resolutions and any other matter formally voted upon and the vote thereon. Minutes shall be taken at executive session of any action that is taken by formal vote which consist of a record or summary of the final determination of such action, and the date and vote thereon; provided, however, that such summary need not include any matter which is not required to be made public by the NYS Freedom of Information Law.

Minutes shall also include the following:

Minutes shall not contain a summary of the discussion leading to action taken or include verbatim comments unless a majority of the Board shall resolve the Clerk to do so.

Minutes shall be approved at the next board meeting. Amendments to the minutes shall require Board approval.

ORDER OF BUSINESS
Call to order
Roll Call
Approval of Budget Adjustments
Approval of Bills
Privilege of the Floor
Report of officers and committees
Old Business
New Business
Adjournment

GENERAL RULES OF PROCEDURE
The Mayor shall preside at meetings. In the Mayor's absence the Deputy Mayor shall preside.

The Village Board will abide by the Open Meeting Law. Robert's Rules of Order will not govern the Board of Trustees' meeting.

The presiding officer may debate, move and take other action that may be taken by other members of the Board.

Board members are not required to rise but must be recognized by the presiding officer before making motions and speaking.

Motions require a second.

A member, once recognized shall not be interrupted when speaking unless it is to call him/her to order. If a member, while speaking, were called to order, they should cease speaking until the question of order is determined, and, if in order, he shall be permitted to proceed.

There is no limit to the number of times a member may speak on a question.

Motions to close or limit debate may be entertained but shall require a majority vote.

GUIDELINES FOR PUBLIC COMMENT
The public shall be allowed to speak only during the Privilege of the Floor period of the meeting or at such other time as a majority of the Board shall allow.

Speakers may only address items on the agenda unless otherwise determined by the presiding officer.

The presiding officer must recognize speakers.
Speakers must limit their remarks to five (5) minutes on a given topic, or as shall be otherwise determined by the presiding officer to keep the meeting orderly and allow time to attend to all of the matters or the agenda.

Speakers may not yield any remaining time they may have to another speaker.

Board members may, with the permission of the Mayor, interrupt a speaker during their remarks, for the purpose of clarification or information.

All remarks shall be addressed to the Board as a body and not to any individual member thereof.

Speakers shall observe the commonly accepted rules of courtesy, decorum, dignity and good taste.

Interested parties or their representatives may address the Board by written communications. The Clerk shall present all such communications to the Board at the next regularly scheduled meeting.

ADJOURNMENT
Meetings shall be adjourned by motion.

AMENDMENTS TO THE RULES OF PROCEDURE
The foregoing procedures may be amended from time to time by a majority vote of the Board.

REGULAR MEETING
of the BOARD OF TRUSTEES
APRIL 12, 2006

BUDGET TRANSFERS
A motion to approve the budget transfers was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper. The motion carried by the following vote:
Trustee Robert Bausch - aye
Trustee Anna Marie Barclay - aye
Trustee Paul Cooper - aye

APPROVAL OF BILLS
A motion to approve the bills as presented was made by Trustee Paul Cooper and seconded by Trustee Robert Bausch. The motion carried by the following vote:
Trustee Robert Bausch - aye
Trustee Anna Marie Barclay - aye
Trustee Paul Cooper - aye

APPROVAL OF MINUTES
A motion to approve the minutes of the Regular Meeting of March 22, 2006 and Worksession of March 23, 2006 was made by Trustee Anna Marie Barclay and seconded by Trustee Paul Cooper. The motion carried by the following vote:
Trustee Robert Bausch - aye
Trustee Anna Marie Barclay - aye
Trustee Paul Cooper - aye

DPW SUPERVISOR'S REPORT
Joe Chimino reported the following:

CEO/ZEO'S REPORT
Brett Wilcox gave Tom Williamson site plan map for Ralph Bobzin property across the street from his dealership. Wants to park cars around house and keep the house on the property.

Tim Loewke is going from a 2 family home to a 1 family home. Asking permission to write another permit. Everything else on his other permits are done. Mayor approved new permit.

Marvin property on S. Lake - we have had several complaints.
American Legion had some natural gas leaks. RG&E found 6 leaks. All the leaks have been fixed. Tom Williamson will be meeting with the Commander for fire inspection.

Tom Williamson stated that he is having problems with the new docking station on the new camera; he can't get pictures to transfer.

A motion to accept the oral reports was made by Trustee Anna Marie Barclay and Trustee Paul Cooper. The motion carried by the following vote:
Trustee Robert Bausch - aye
Trustee Anna Marie Barclay - aye
Trustee Paul Cooper - aye

TRUSTEE CONCERNS
Trustee Cooper talked to Barry Miller about new signs for the Village as you enter and leave the Village. There are different costs due to choices of material for the signs. More information coming.

Trustee Barclay said CAD will be on May 13th. Joe to order flowers and get flower boxes spray painted for event. Will meet in Zuber Park 8:00 a.m. Girl Scouts will help with planting flowers.
Peggy Denton volunteered to help supervise. Lunch will be served. Notice in the newsletter for volunteers and any senior citizen needing help with yard work.

Article about Tully Building and the letter from Mary Lou Rath awarding Village $5,000 will also be in the newsletter.

PRIVILEGE OF FLOOR

NEW BUSINESS

OLD BUSINESS
A motion to approve the Purchasing and Procurement Policy was made by Trustee Robert Bausch and seconded by Trustee Anna Marie Barclay. The motion carried by the following vote:
Trustee Robert Bausch - aye
Trustee Anna Marie Barclay - aye
Trustee Paul Cooper - aye

I. AUTHORITY
The Village of Bergen is authorized under the Manual of Purchasing Management Policies, Organizations and Procedures to make purchases and sales of all materials, supplies and equipment in direct authority from the Village Board, subject to the provisions of the General Municipal Law.

The DPW Supervisor, Village Clerk and Deputy Treasurer are the only personnel with authority to purchase for the Village.

II. PURPOSE
The purpose of this manual is to centralize all purchases of supplies, materials and equipment necessary to operate the Village of Bergen in a sound, professional, businesslike manner.

III. PROCUREMENT POLICY FOR THE VILLAGE OF BERGEN

IV. PURCHASING PROCEDURES
The following procedures are to be followed when a given supply, material or piece of equipment is needed:

V. PROCESSING OF PURCHASE ORDER

VI. RECEIVING OF GOODS AND PAYMENT
After merchandise or service is received the following takes place:

VII. RECEIVING OF EQUIPMENT FOR INVENTORY
Any piece of equipment with a value of $500.00 or more must be tagged and put into inventory.
A verification of receipt must be submitted to Superintendent/Clerk upon receiving these equipment items.

VIII. EMERGENCY PURCHASES
The definition of any emergency, as it pertains to the Village of Bergen, is "Where the situation is such that it impairs or jeopardizes the health, welfare or economy of the residents of the Village of Bergen."

Any "emergency" should be cleared by the proper supervisory personnel.

If a real emergency does exist then the following steps shall be taken:

IX. BLANKET PURCHASE ORDER

X. BIDDING REQUIREMENTS
The Village of Bergen is required, under the General Municipal Law, Section 103, to bid those items of like or similar nature, where it is reasonably anticipated that the aggregate (total) amount of such items will exceed the amount set by NY State Audit and Control.
The Village is also required to bid Public Works Contracts, that is, those contracts that include material and labor. The ceiling amount to be determined by NY State Audit and Control.

XI. PROCEDURES FOR BIDDING

XII. ANNUAL REVIEW
The Village Clerk and Superintendent shall be responsible for conducting an annual review of the procurement policy and for an evaluation of the internal control structure established to ensure compliance with the procurement policy. They shall make recommendations annually to the Board of Trustees who will be responsible for adopting any revisions to the policy.

ADJOURNMENT
A motion to adjourn the meeting was made by Trustee Robert Bausch and seconded by Trustee Paul Cooper. The motion carried by the following vote:
Trustee Robert Bausch - aye
Trustee Anna Marie Barclay - aye
Trustee Paul Cooper - aye

The meeting was adjourned at 8:00 p.m.

Respectfully submitted,

Linda Austin
Deputy Clerk