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ORGANIZATIONAL BOARD MEETING TOWN HALL JANUARY 7, 2026 7:30 P.M. Note: This holiday schedule does not apply to Highway employees. Highway employees please refer to current Collective Bargaining Agreement. Supervisor Keding Yes Councilwoman Martin Yes Councilman Penders Yes Councilwoman Selby Yes Councilman Stephan Yes five (5) Yes Carried A motion was made by Councilman Penders and was seconded by Councilwoman Selby, RESOLUTION 2026-01 PROCUREMENT POLICY NOW THEREFORE BE IT RESOLVED, that the Town of Boston does hereby adopt the following procurement policies and procedures for this year: Guideline 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, Sec. 103. Every Town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter "Purchaser") shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other Town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file documentation supporting the purchase activity. Guideline 2. All purchases of (a) supplies or equipment which will exceed $20,000 in the fiscal year; or (b) public works contracts over $35,000 shall be formally bid pursuant to GML, Sec. 103. Guideline 3. 1) All estimated purchases of supplies or equipment of less than $20,000 but greater than $10,000 require a written request for a proposal (RFP) and written/fax quotes from three vendors; less than $10,000 but greater than $5,000 require an oral request/fax quotes from at least three vendors; less than $5,000 but greater than $1,500 require an oral request for the goods and oral/fax quotes from 3 vendors if possible; less than $1,500 are left to the discretion of the Purchaser. 2) All estimated public works contracts of less than $35,000 but greater than $20,000 require a written request for proposal (RFP) and fax/proposals from 3 contractors; less than $20,000 but greater than $10,000 require a written request for proposal and fax/proposals from at least 2 contractors; less than $10,000 but greater than $5,000 require an oral or written request for quote and fax/proposals from 2 contractors; less than $5,000 but greater than $1,500 require an oral request for the goods and oral/fax quotes from 3 vendors if possible; less than $1,500 are left to the discretion of the Purchaser. 3) Any written RFP shall describe the desired goods, quantity and the particulars