GUILDERLAND — In unanimously adopting its sixth local law of the year, the Guilderland Town Board updated its procedures for budgeting, procurement, and purchasing.
The goal is to match existing state law, said Supervisor Peter Barber.

For the annual town budget, the supervisor is to file a tentative budget with the town clerk by Sept. 30 and the clerk is to present it to the town board by Oct. 5.

After workshops and revisions, a preliminary budget is to be submitted to the clerk by Oct. 26 with a public hearing to be held on or before the Thursday immediately after the general election. The town board is to adopt the final budget by Nov. 20.

On purchasing, contracts for goods and services are to be awarded to the lowest bidder unless there is a determination of “best value” to award a contract to another responsible bidder. Exceptions include products under $3,000, services that require special skills or expertise, emergency purchases, and procurement where there is only one possible source.

Contracts awarded for “best value” are to have documentation and be approved by the town board. 

Construction contractors are to have apprenticeship agreements and are to “make every effort” to employ apprentices that live in Guilderland.

The law states, “No Town employee shall be interested financially in contracts entered into by the Town … and shall adhere to the Town of Guilderland Code of Ethics.”

The law outlines rules for payment requests and says, “Any employee violating the policy regarding unauthorized purchases may be held personally accountable for the purchases.” Violations can also result in “disciplinary actions” including dismissal.

Town-issued credit cards may be used by authorized employees for authorized purchases; the total aggregate credit line request is not to exceed $30,000, the law says. Authorized uses include webinar fees; travel costs, including hotels, car rental, food, and gas expenditures; internet purchases; and dues and subscriptions.

Petty cash amounts are to be designated by the town board each year.

On conflicts of interest, the law says, “Any Town officer or employee who has, will have, or acquires an interest in any actual or proposed contract with the Town of which the person is an officer or employee shall publicly disclose the nature and extent of such interest in writing to the Town Board as soon as the personal has knowledge of an actual or prospective interest.”

Councilwoman Christine Napierski recommended expanding the conflict-of-interest portion to include not just employees but employees’ immediate family members. 

“Sure, sure,” said Barber.

Councilwoman Laurel Bohl said she was “a little nervous” about the town-issued credit cards. “I didn’t see anything about approvals,” she said.

Barber said there are “multiple checks,” noting if an item is not in the town budget, it can’t be purchased.

Councilwoman Amanda Beedle asked if there were lists of apprentices living in Guilderland that could be given to contractors.

No one spoke at the public hearing.

Before the board members voted, Barber said language would be added on family members, as Napierski had recommended, and on lists of apprentices, as Beedle had suggested.