Accident Investigation and Analysis Policy
Account Receivable Policy
Americans With Disabilities Act Policy Statement
Attendance Policy
Authority Credit Card and Charge Account Policy
Authority Whistleblower Policy
Board Member Travel Policy
Bridge High Wind Monitoring (MISSING)
Bulletin Boards Policy
Check Signing Policy (MISSING)
Code of Conduct Ethics Policy (MISSING)
Compensation – Salary – C.O.L.A. Policy
Compensation Program Policy
Disadvantaged Business Enterprise Policy Statement
Defense and Indemnification of Directors, Officers, and Employees
Designation of Contracting Officer Policy
Designation of Management Staff
Disability Plan Policy
Disaster Recovery Plan
Disciplinary Policy (MISSING)
Document and Record Retention Policy
Doing Business with Relatives Policy
Drug-Free Workplace (MISSING)
Employee Categories Policy (MISSING)
Employee Internet Use Policy

Accident Investigation and Analysis Policy
STATEMENT OF POLICY:
Accident investigation and analysis assists the Authority with the implementation of a proactive accident prevention and loss control program. This Policy details the necessary provisions for reporting and recording accidents. All employees of the Authority who witness or are involved in an occupational accident are required to report the accident as outlined in this Policy.
DESCRIPTION OF PROCEDURE:
1. ADMINISTRATION
  1. A. All employees of the Authority are covered by this procedure.
  2. B. This procedure will be implemented for all accidents, defined as follows:
  • Any accident which involves an employee of the Authority conducting business that causes injury or illness requiring first aid and/or medical treatment;
  • Any incident or "near miss" involving an employee which does not cause any injuries will be considered an accident if under a different set of circumstances (time, location, etc.) the same incident poses the threat of serious injury to employees (e.g., a scaffold system collapses during the lunch hour and no employees are injured due to their absence from the scaffold); and
  • Any vehicle accidents involving an employee of the Authority while conducting Authority business.
  1. C. For the purpose of this procedure, a major accident will be any accident involving a single employee hospitalization and/or fatality.
2. RESPONSIBILITIES
  1. A. Employees
  • Immediately report all accidents to their immediate supervisor or other responsible party as appropriate and assist in preparing the Accident Investigation Report.
  • Notify your immediate supervisor or other responsible party as appropriate if unsafe condition(s) exist.
  • Assist in implementing corrective action(s) to prevent future accidents.
  1. B. Supervisors/Responsible Parties
  • Immediately report all accidents to the Authority’s Chief Financial Officer.
  • Ensure that the examining medical facility is fully appraised of the site condition and/or hazard which caused the medical emergency (i.e., if appropriate, supply medical personnel with MSDS for chemical exposures).
  • Immediately investigate all accidents occurring directly under their control, and complete and sign an Accident Investigation Report for each accident and/or injured person. (A copy of the Accident Investigation Report follows this procedure).
  • Forward copies of all accident investigation reports and other accident related documentation to the Authority’s Chief Financial Officer.
  • Assist in selecting and implementing corrective action(s) to prevent future accidents.
  • Ensure injured employees receive proper written medical clearance prior to returning to work.
  1. C. Chief Financial Officer
  • Immediately report major accident status to the Authority's Legal Counsel.
  • Review and maintain records of all accident investigation reports received.
  • Prepare and submit required reports for outside agencies based on Accident Investigation Report with assistance from responsible supervisor and affected employee as needed.
  1. D. Authority Health and Safety Consultant
  • Provide training on accident investigation and analysis.
  • Develop corrective measures to prevent future accidents.
  • Periodically review all accident reports, to assist in safety program development and revision.
3. TRAINING
  1. A. All employees will be trained concerning accident reporting through the distribution and review of this Policy.
  2. B. All employees will be trained, as needed, regarding their responsibilities within this Policy.
  3. C. Supervisors will receive additional training as necessary concerning accident investigation methods.
  4. D. Training will be provided as needed to keep employees informed of changes in this Policy.

4. RECORDKEEPING
  1. A. Reportable injuries will be recorded on the OSHA 200 Log.B. Accident investigation reports will be maintained by the Chief Financial Officer for annual review.
C. Accident investigation reports will be maintained for five years after the year of occurrence.
Accounts Receivable Policy
  1. 1. The Authority’s Chief Financial Officer shall be responsible for the proper maintenance of accounting records in regards to accounts receivable aging. The Chief Financial Officer shall initiate early and consistent action on all overdue accounts noting the efforts made and the results achieved.
  2. 2. Accounts overdue by thirty (30) days shall be routinely followed-up by accounting staff with efforts being communicated to the proper department head on an informational basis only.
  3. 3. Accounts overdue by ninety (90) days shall be referred by accounting staff to the Chief Financial Officer. The Chief Financial Officer shall determine the appropriate steps necessary to effect collection. Steps may include involvement by the Executive Director and advice of Counsel.
  4. 4. Accounts remaining outstanding after thirty (30) days from date of invoice shall accrue interest charges at the rate of one and one-half percent per month on the unpaid balance. The Chief Financial Officer has the discretion to waive interest charges for due cause.
  5. 5. Authority contracts (leases, handling agreements, etc.) shall contain language complying with New York State Debt Collection Legislation (Chapter 55 of the Laws of 1992). Important provisions of this law address interest and late payment charges, referral of debt to the Tax Department, authority not to renew provisions, and returned check charges.
  6. 6. The Authority’s Chief Financial Officer shall initially determine when an account may be considered uncollectible. Upon such a determination, the Chief Financial Officer will consult with the Executive Director and obtain approval to classify an account as uncollectible. Accounts considered uncollectible shall be written off upon such determination. Collection efforts may continue after an account is considered uncollectible.
  7. 7. Notification shall be provided to the full Board.
Americans With Disabilities Act Policy Statement
The OBPA is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA). The OBPA’s policy is not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment because of such individual’s disability or perceived disability as long as the employee can perform the essential functions of the job with or without reasonable accommodations. The OBPA will provide reasonable accommodations, as defined by the ADA, provided that such accommodation does not constitute an undue hardship on the OBPA. Employees with a disability who believe they need a reasonable accommodation to perform the essential functions of their job should contact Human Resources. Any questions regarding the OBPA ADA policy should be directed to the Human Resources.
Attendance Policy
Management employees shall each maintain a “Time and Accrual Record,” noting the time worked and explanation/deduction for absences which shall be approved by the Executive Director. The Executive Director’s timecard shall be approved by the Chief Financial Officer. The standard workday shall be eight hours, excluding the noon lunch period, with a five-day workweek also standard.
Accruals will be recorded for work beyond the standard eight-hour day; however, no payment will be made for such accrual. Management employees may be required to work over the regular eight-hour day to meet workload and schedule demands. The Executive Director is authorized to handle unusual circumstances, e.g. travel status, attendance at evening meetings, weekend work, etc., and make adjustment to the standard workday or workweek, recognizing the time contribution.
Authority Credit Card and Charge Account Policy
The Accounting Department staff shall be responsible for reviewing any and all financial transactions.  The Accounting Department shall report in writing any financial inconsistencies to both the Executive Director and the Chairperson.
Credit Card and Charge Accounts shall only be used for the conduct of Authority Business.  The Accounting Department shall disallow any Credit Card/Charge Account expenditure which in its opinion is not for the conduct of Authority Business.
The Authority Board shall review all disallowed charges and make an independent determination as to the validity of each disallowed charge.
Only those designated Management Confidential shall possess a Credit Card.  All other charge accounts will be controlled by the Authority’s CFO.  The CFO shall not have a Credit Card or charge account.
Misuse of the Authority’s credit card is subject to disciplinary action by the Authority Board per the Authority’s Disciplinary Policy.
Authority Whistleblower Policy
Section 1.
Every member of the Board (the “Board”) of the Ogdensburg Bridge and Port Authority (“Authority”) and all officers and employees thereof, in the performance of their duties shall conduct themselves with honesty and integrity and observe the highest ethical standards of business and personal ethics as set forth in the Code of Ethics of the Authority (the “Code”) .
Section 2.
Each member, officer, or employee is responsible to report any violation of the Code (whether suspected or known) to the Authority’s Compliance Officer or Executive Director. Reports of violations will be kept confidential to the extent possible. No individual, regardless of their position with the Authority will be subject to any retaliation for making a good faith claim, and any employee who chooses to retaliate against someone who has reported a violation shall be subject to disciplinary action in accordance with the Authority’s Disciplinary Policy, which may include termination of employment. Regardless, any claim of retaliation will be taken and treated seriously, irrespective of the outcome of the initial complaint and will be treated as a separate offense.
Section 3
The Compliance Officer is responsible for immediately forwarding any claim to the Executive Director who shall investigate and handle the claim in a timely manner.
Section 4.
The Executive Director will report all findings to the Governance Committee of the Board.
This policy is not intended to exclude or limit in any manner an individual’s existing rights and protection under Federal and State law.
Board Member Travel Policy


RESOLUTION:



INITATOR/PREPARER: Vernon D, Burns/Tisha Haynes APPROVED BY:.,,,,,....,== = = -=- - -==-= =

MOTION PASSED BY=:

- - -- = = - ­
Unanimous: Yes No•
SECONDED BY:-- ---- --- ---- -



Bridge High Wind Monitoring (DAMAGED DOCUMENT)




Bulletin Boards Policy
Information of special interest to all employees is posted regularly on bulletin boards. Employees may not post any information on these bulletin boards without the express authorization of their Human Resources. All requests to place information on bulletin boards should be made directly to your Human Resources.
Human Resources maintains bulletin boards to provide Authority employees with information concerning State and Federal laws, as well as other information and notes regarding changes in policies. All job openings will be posted on these boards.
Check Signing Policy (DAMAGED DOCUMENT)
Code of Conduct Ethics Policy (DAMAGED DOCUMENT)

Compensation – Salary – C.O.L.A. Policy
The chief purpose of this salary policy is to attract and keep enthusiastic and skilled employees through the development and maintenance of a competitive compensation package. In consideration for the services rendered, management employees shall be paid a salary in bi-weekly installments.
The annual adjustment factor will be set annually by the Ogdensburg Bridge and Port Authority Board of Directors at the November Board Meeting.
The salary adjustment to individual salaries will be added to the base salary and paid in equal bi-weekly amounts effective from January 1
st of each calendar year.
Salary comparisons will be made periodically, once every three to five years, with other agencies. Salaries must be adjusted to maintain equity and fairness in compensation in order to retain and attract skilled employees.
Compensation Program Policy
The OBPA Compensation Program is designed to meet the following objectives:

  • Pay employees equitably according to the relative value of the work they perform;
  • Pay competitive salaries, establish and maintain competitive salary structures which attract, retain, and motivate people; and
  • Provide an incentive for employees to accomplish the OBPA business objectives, and to strive for and assume increased responsibility in higher level positions.
In order to accomplish those objectives, the OBPA has a formal compensation program which consists of job descriptions, job evaluation systems, and periodic wage surveys.
The job description is a written summary of the responsibilities, accountabilities, and hiring criteria associated with your position. Job descriptions relate to content, not individual performance; and the duties referred to therein reflect minimum, not maximum requirements
The job descriptions for each position are evaluated by Human Resources, and results are discussed with department managers. Positions are rated on experience and educational requirements, financial accountability, complexity, and other job-related factors. Points are assigned to each factor, and the total corresponds to a grade level.
Each position and grade level has a minimum and maximum rate of pay. The OBPA conducts wage and benefits surveys with NYS Civil Service and/or salary surveys on a regular basis. These surveys are evaluated to adjust the salary ranges and to ensure that our wages, benefits, and policies are fair and competitive.
Disadvantaged Business Enterprise Policy Statement
Section 26.1, 26.23 Objectives/Policy Statement
Ogdensburg Bridge & Port Authority has established a Disadvantaged Business Enterprise (DBE) Program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR Part 26. The Ogdensburg Bridge & Port Authority has received Federal financial assistance from the Department of Transportation, and as a condition of receiving this assistance, the Ogdensburg Bridge & Port Authority has signed an assurance that it will comply with 49 CFR Part 26.
It is the policy of the Ogdensburg Bridge & Port Authority to ensure that DBEs as defined in Part 26, have an equal opportunity to receive and participate in DOT-assisted contracts. It is also our policy:

  1. 1. To ensure nondiscrimination in the award and administration of DOT- assisted contracts;
  2. 2. To create a level playing field on which DBEs can compete fairly for DOT-assisted contracts;
  3. 3. To ensure that the DBE Program is narrowly tailored in accordance with applicable law;
  4. 4. To ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to participate as DBEs;
  5. 5. To help remove barriers to the participation of DBEs in DOT assisted contracts;
  6. 6. To promote the use of DBEs in all types of federally-assisted contracts and procurement activities;
  7. 7. To provide appropriate flexibility to recipients of Federal financial assistance in establishing and providing opportunities for DBEs.
The Chief Financial Officer has been delegated as the DBE Liaison Officer. In that capacity, the DBELO is responsible for implementing all aspects of the DBE program. Implementation of the DBE program is accorded the same priority as compliance with all other legal obligations incurred by the Ogdensburg Bridge & Port Authority in its financial assistance agreements with the Department of Transportation.
The Ogdensburg Bridge & Port Authority has disseminated this policy statement to the Ogdensburg Bridge & Port Authority management staff. We have distributed this statement to DBE and non-DBE business communities that perform work for us on DOT-assisted
Defense and Indemnification of Directors, Officers, and Employees
The Ogdensburg Bridge and Port Authority, as a public authority created by the State of New York, will provide for the defense and indemnification of its directors, officers, and employees who are involved in civil lawsuits as a result of his or her act or omission that occurred while he or she was acting within the scope of official duties.
The Authority will provide for his or her defense or provide reasonable attorney’s fees. Likewise, the Authority will indemnify employees in the amount of any judgment or settlement obtained against them, provided that the injury or damage did not result from intentional wrongdoing on their part. Directors or employees who are involved in any such lawsuit should notify the Executive Director or Chief Financial Officer immediately.
Designation of Contracting Officer Policy
Each year, the Authority is required to complete reporting to the Office of the New York State Comptroller. As part of that process, it is required by the State that the Authority designate a Contracting Officer to represent the Ogdensburg Bridge and Port Authority.
The Executive Director shall be designated as the Authority’s Contracting Officer, and this designation should be renewed yearly at the Authority’s Annual Board Meeting.
Designation of Management Staff
Management Supervisory and/or Confidential employees are designated as follows:
  1. 1. Executive Director.
  2. 2. Airport Manager.
  3. 3. Director of Operations.
  4. 4. Deputy Executive Director.
  5. 5. Director of Commercial and Industrial Development.
  6. 6. Business Developer.
  7. 7. Chief Financial Officer.
  8. 8. Accounting Manager.
  9. 9. Principal Stenographer.
  10. 10. Confidential Secretary.


Disability Plan Policy
The Ogdensburg Bridge and Port Authority has a self-insurance plan for disability benefits. The established policy requires Board approval to grant extended sick leave following application of all time accruals. This disability policy provides one additional week at half pay for each year of OBPA service to a maximum of 26 weeks.




Disaster Recovery Plan
Distribution
All Ogdensburg Bridge & Port Authority Employees CBP Warehouse room# 214/215
Port operations building Disaster:
A disaster is defined as any event that will render the workplace a threat to human health, or safety. This plan is to address what employees of the Authority are expected to do in reaction to that threat and from where they will conduct day to day operations in the event that their workplace is deemed unfit for occupancy. The term of the recovery and the use of this plan may require hours, days, weeks, or months, all depending on the type or scope of disaster that occurs.
The event causing the disaster can occur at any time. This plan outlines what employees are expected to do in the event of a disaster should the event occur while the building is occupied or vacant.
Safety Precautions:
The Bridge Administration Building (BAB) is equipped with a sprinkler system that is automatically activated by heat sensors. There are fire extinguishers strategically located throughout the building. The building has multiple exits and emergency lighting, (see building diagram attached for location of fire extinguishers and exits).
Occupied Building
If an event occurs whlle the building is occupied that is a threat to the occupants' safety, each occupant's primary responsibility is to insure his/her own safety. A secondary concern would be the safety of other occupants but only if such actior:i will not place ones self in danger. Occupants, if time permits, should gather personal belongings, shut and lock the vault, put away files or records and exit the building by way of the closest exit. Once clear of the building employees and occupants will be directed to a safe location so that an accurate head count can be taken. Suggestions for this assembly include:
  • The salt and sand storage garage on the \/Vest side of the BAB CBP warehouse facility.
  • Far comer of the BAB's parking lot
As soon as possible a call to 911 must be made to notify emergency personnel of the event.

If time permits you are to warn other occupants of the emergency and call 911 to report the incident.
If you are confident that you can safely eliminate or minimize the potential disaster by action you are comfortable taking, proceed to take what you deem to be necessary action, but only to the point that you are comfortable with your own safety.
Unoccupied Building
If a disaster occurs during the hours when the building is not occupied, you will be notified by phone and given instructions of when and where to report for work (see phone tree exhibit A)
Alternative Work Sites:
In the case where your normal work place becomes uninhabitable you will be contacted and told where and when to report to work.
Finance
and Office staff will be assigned to space on the second floor of the CBP warehouse. This space has hookups available for telephones, fax, and computers,
Maintenance
staff will be assigned to space in the maintenance building at the port or the garage behind the BAB if usable.
Exhibit A
Telephone Tree
Exhibit B
Floor plan of BAB
Location of fire extinguishers Exits and emergency lighting
Exhibit A
In the event of an emergency, the following telephone tree will be implemented.







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Disciplinary Policy (DAMAGED DOCUMENT)



Document and Record Retention Policy
The Authority is required by certain Federal and State laws and contractual agreements to maintain records and reports for future reference.
This policy describes the types of documents that must be maintained.

  1. A. File Records
  1. 1. All documents and records associated with legal and contractual requirements must be:
  1. a) Maintained in the Authority file rooms or electronically on the shared drive.
  2. b) Legible and identifiable to the product/service involved.
  3. c) Readily retrievable, and
  4. d) Protected from damage and loss.
All documents and records are the property of the Authority.

  1. B. Record Retention & Disposition
Any documents related to the Ogdensburg Bridge and Port Authority which are not specifically referred to are retained in accordance with the OBPA’s “Record Retention & Disposition Schedule M-1” as adopted by the Board on April 12, 2005.
Doing Business with Relatives Policy
The Ogdensburg Bridge and Port Authority does not prohibit relatives of Board Members or employees from bidding on public works contracts or supplying materials, supplies, or other items routinely purchased by the Authority to conduct its business.
A relative shall be defined as one by blood, marriage, or co-habitation.  No Board Member or employee charged with purchasing materials, supplies, or other items used by the Authority in the conduct of its business shall vote to accept the bid or authorize the purchase from a relative.



Drug-Free Workplace (Damaged)


Employee Categories Policy (DAMAGED DOCUMENT)



Employee Internet Use Policy

  1. 1. Purpose.
This policy establishes rules governing use of e-mail and internet services provided by the OBPA. E-mail and the internet are powerful communication tools and valuable sources of information and links to vendors, customers, competitors, technology, and new products and services. However, an employee’s improper use of OBPA-provided e-mail or internet services can waste time and resources and create legal liability and embarrassment for both the OBPA and the employee.
  1. 2. Policy Scope.
This policy encompasses, but is not limited to, the internet, e-mail, telnet, FTP, web browsing, and Usenet or newsgroups. This policy applies to any services that are:
  • Accessed on or from OBPA premises.
  • Accessed using OBPA computer equipment or via OBPA paid access methods; and/or
  • Used in a manner that identifies that individual with the OBPA.
  1. 3. Prohibited Activities.
Employees are strictly prohibited from using OBPA-provided services in connection with any of the following activities:
  • Engaging in legal, fraudulent, or malicious conduct, including sending or receiving copyrighted materials in violation of copyright laws or licensing agreements;
  • Working on behalf of organizations without any professional or business affiliation with the OBPA, including profit-making activities that accrue to the employee;
  • Use of internet or e-mail devices not authorized by the OBPA;
  • Sending, retrieving, or storing offensive, obscene, or defamatory material;
  • Annoying or harassing other individuals;
  • Sending uninvited e-mail of personal nature or personal activities that incur additional costs to the OBPA or interfere with an employee’s performance;
  • Sending OBPA proprietary or confidential materials to anyone not entitled to know or possess them;
  • Monitoring or intercepting the files or electronic communications of employees or third parties;
  • Obtaining unauthorized access to any computer system;
  • Using another individual’s account or identity without explicit authorization;
  • Attempting to test, circumvent, or defeat security or auditing systems of the OBPA or any organization without prior authorization;
  • Distributing or storing chain letters, jokes, solicitations, offers to buy or sell goods, or other non-business material of a trivial or frivolous nature; or
  • Downloading files or programs not authorized by the OBPA.
  1. 4. Personal Use.
All services are provided by OBPA for an employee’s business use. Very limited or incidental use of services for personal, non-business purposes is acceptable, but use should be limited to before and after scheduled work hours. Personal use must be infrequent and must not:
  • Involve any prohibited activity (see Section 3);
  • Interfere with the productivity of the employee or his or her co-workers;
  • Consume system resources or storage capacity on an on-going basis; or
  • Involve large file transfers or otherwise deplete system resources available for business purposes.
  1. 5. Employer Monitoring Rights.
Employees should not expect privacy with respect to any of their activities using the OBPA-provided services. The OBPA reserves the right to review all data on OBPA computers and related media and peripherals at any time search the employee’s work area, and seize all material pursuant to an investigation of possible criminal activities or non-compliance with OBPA policy.
  1. 6. Discipline.
Employees violating this policy are subject to discipline, up to and including termination of employment. Employees using OBPA computer systems for defamatory, illegal, or fraudulent purposes are also subject to civil liability and criminal prosecution.
  1. 7. Responsibility.
The Executive Director and department managers are responsible for their reports of adherence to this policy. Employees must be authorized in writing by their manager to use OBPA resources to access and use internet and e-mail services. Access to services may only be authorized after individuals agree in writing to abide by this policy.
Employee Recognition Policy
Employee recognition for years of service milestones and at retirement is important in any organization, and the Ogdensburg Bridge and Port Authority is no exception.
Following is the internal policy at the Authority relative to all employee which has been in effect since 1983, modified and updated in 2009 and again in 2011 through the CSEA/OBPA Labor Management Committee process:
Employee Recognition:
As an employee reaches milestone years of service starting at 5 years of service (5, 10, 15, 20, 25, 30, 35, etc.), the employee shall be publicly recognized by the Executive Director and the Ogdensburg Bridge and Port Authority Board of Directors through the presentation of a certificate of appreciation. The presentation shall be made at either the January or July meeting of the Ogdensburg Bridge and Port Authority Board of Directors, immediately following the date upon which the milestone was achieved.
In line with past practice, employees reaching 10, 15, 25, and 35 years of service shall be presented with a $50 gift (clothing, jewelry, clock, pen set, or gift certificate (retail or dinner), at the employee’s option.
Employees reaching 20 and 30 years of service shall be presented with a Betty Steele bridge print (winter or summer option), at the employee’s option.
Employees reaching 40 years of service shall be presented with a John Morrow “Upward Bound” print.
Employee Retirement:
At retirement, an employee shall be publicly recognized with a token of appreciation by the Executive Director and the Ogdensburg Bridge and Port Authority Board of Directors. This presentation will be made at the first scheduled meeting following the employee’s retirement date. In line with past practice, retiring employees will be presented with a Frederic Remington bronze which shall include a plaque with the employee’s name, dates of service, and the words, “Ogdensburg Bridge and Port Authority.”
Employee Records Policy (DAMAGED DOCUMENT)




Employment Policy (DAMAGED DOCUMENT)




Equal Employment Opportunity Policy
The OBPA provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran’s status, or any other protected characteristics in accordance with applicable Federal and State laws. This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
To further the principle of equal employment opportunity for all, the OBPA has developed an Affirmative Action Plan for minorities and women, the disabled, Vietnam-era and special disabled veterans. These plans are routinely reviewed with our managers to assure that goals and timetables are met.
The OBPA expressly prohibits any form of unlawful employee harassment based on race, color, religion, sexual orientation, gender, national origin, age, disability, veteran’s status, or any other protected characteristics as established by law. Improper interference with the ability of employees to perform their expected job is not tolerated.

Equipment Rental Policy
All requests for any equipment with manpower will be determined by the Director of Operations and the Chief Financial Officer or Executive Director. Rates associated with providing equipment with manpower will be at the rates set forth in the applicable Equipment Rental Rate Schedule published by the New York State Department of Transportation plus the cost of labor.
Exit Interviews Policy (DAMAGED DOCUMENT)



Fixed Asset Policy (DAMAGED DOCUMENT)
Fuel Inventory Policy
A physical inventory shall be taken on the last business day of each month. A record shall be made of each month’s inventory. All withdrawals from fuel sites shall be on a metered ticket system.
A monthly fuel inventory shall be forwarded to the Accounting Department. The monthly inventory shall show fuel use matched to equipment and/or vehicles from all locations.
The Accounting Department shall reconcile the monthly fuel reports and secure verification from the Chief Financial Officer or his or her designee. The Chief Financial Officer shall investigate discrepancies and file a written report with the Executive Director and the Chairperson of the Authority’s Board.
As Agents of the Authority, there are additional fuel inventory procedures at the Airport. The Agent records the inventory received into the accounting program and the daily tracking spreadsheet. Fuel tickets are created for all inventories received and bills of lading are collected from the trucking company. All gallons sold are tracked on a daily basis through the daily tracking spreadsheet; this spreadsheet is tied out to the sales activity report from the accounting and Point of Sale program.
Fuel transferred from the fuel farm to the Jet-A fuel trucks is tracked via the truck sheet log and entered into the accounting program (to be tied out). Simultaneously, a fuel ticket is created, which must match the truck sheet log. 100 LL inventory is tracked by reports, which are printed daily. These numbers are then recorded in the accounting program and tied out.
Full Disclosure Policy
The Ogdensburg Bridge and Port Authority does not prohibit relatives (whether by blood, marriage or cohabitation) of Board Members or employees from:

  1. 1) being hired as employees (so long as they are not hired into or transferred into positions where they directly or indirectly supervise or are supervised by another close family member);
  2. 2) bidding on public works contracts;
  3. 3) supplying materials, supplies, or other items; and
  4. 4) providing services, professional services and/or personal services.
However, no Board Member or employee charged with purchasing material, supplies, or items; awarding public works contracts; hiring or contracting for any such services utilized by the Authority in the conduct of its business shall vote to accept the bid or authorize the hiring of or purchase from a relative. Additionally, Board members who possess knowledge of such a business relationship, or a prospect thereof, shall disclose same at the next regular monthly public session of the Board. The failure to provide such disclosure may be grounds for termination of the contract or employment, as the case may be.
Guide for OBPA Disposition of Property Policy (DAMAGED DOCUMENT)
Guidelines Pertaining to Leases
  1. A. LEASE AGREEMENT DEVELOPMENT
  1. 1. Leases will be negotiated by the Director of Commercial & Industrial Development, Business Developer, and/or the Executive Director with the assistance of the Chief Financial Officer and the Director of Operations.
  2. 2. The Chief Financial Officer will provide the Director of Commercial & Industrial Development, Business Developer, and/or Executive Director with a break-even analysis and/or financial forecast for the proposed lease agreement as a basis for developing rates for the agreement. The Director of Operations will provide any information pertinent to the proposed lease that may impact the proposed cost of the lease, such as proposed building improvements, necessary repairs, time and materials estimates, etc.
  3. 3. Progress on leases will be discussed in weekly Management Team meetings.
  4. 4. Once the lease is negotiated the attached routing slip will be prepared by the Confidential Secretary and routed to the Management Team and for final approval by the Executive Director.
  5. 5. The Principal Stenographer will prepare Board Resolutions based on the final proposed lease agreement for Board consideration.
  1. B. TENANT IMPROVEMENTS

  1. 1. Unless otherwise approved by the Board of Directors, all alterations and improvements requested by an existing or future tenant of the Authority shall be at the Tenant’s expense.

  1. a. Such alterations and improvements shall be performed by the Tenant’s own contractors, or private contractors hired by the Authority.
  2. b. All alterations and improvements shall conform to all federal, state and local rules and regulations, including, but not limited to, the New York State Uniform Fire Prevention and Building Code. All alterations and improvements shall be conducted under the supervision and with the written approval of the Authority.

  1. 2. The Authority’s Code Enforcement Officer(s) shall issue construction permits for approved work undertaken by tenants. The CEO Director of Operations shall also be responsible for providing for the review of requests for construction permits, for inspections during the process of construction, and for inspection in response to complaints regarding work which is subject to the Uniform Code.
  2. 3. All structural alterations and improvements made by the Tenant are considered a part of the permanent structure and thus become the permanent property of the Authority. No improvements shall be removed by the Tenant at any time.

  1. C. LEASE RENEWALS

  1. 1. The lease renewal process will substantially follow the same process noted in Section A above.
  2. 2. On a monthly basis, the Confidential Secretary will distribute the lease Expiration Date Master List In addition, the Confidential Secretary will update and revise the Master List as leases are added, renewed, or removed. The critical function is to ensure that the monthly notification must include all lease renewals that have not been completed.
  3. 3. Copies will be provided to the Executive Director, the Director of Commercial & Industrial Development and the Chief Financial Officer.
  4. 4. Initial lease renewal activity should start within 60 – 90 days in advance of the termination date.

  1. D. MAINTENANCE INQUIRIES/COMPLAINTS
  1. 1. The Maintenance Inquiry/Complaint Form is to be completed by the Authority’s tenant or the Authority employee receiving the maintenance inquiry or complaint. A copy will be and sent to the Director of Operations for scheduling, with a copy to the Account Clerk/Maintenance Clerk and to the Principal Stenographer and Finance Department for recordkeeping.
  2. 2. Maintenance requests will be completed in an expeditious manner.

DOCUMENT ROUTING SLIP


File Name: Date:

File No.:
Lease:
Supplement:

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Term: Old Rate(s) New Rate(s)






Expiration Date:

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Action Required:





Special Provisions:





- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

LEASE AGREED TO:

DCD CFO DOO

AM

LEASE APPROVED BY:
ED AGENDA DONE:


RETURN TO
REPLACED WITH NEW FORM (ATTACHED)

MAINTENANCE INQUIRY/COMPLAINT FORM

DATE: RECEIVED FROM: COMPANY:
TAKEN BY: TIME: GIVEN TO:


PROBLEM/COMPLAINT:











CORRECTIVE ACTION TAKEN:







OBPA (Name): OR
PARTS $
MANHOURS SPENT:
OUTSIDE VENDOR (Name): COST $

COMMENTS:









Copy Distribution: White – Director of Operations
Yellow – Principal Stenographer
Pink – Finance Department









Health Insurance Opt-Out Policy
The Ogdensburg Bridge and Port Authority employees electing not to receive Authority-provided health insurance will be eligible for $10,500 (family), $7,000 (two-person), $3,500 (individual) annually in lieu of receiving the health coverage benefit. The opt-out provision will begin on September 1, 2017.
In order to receive an opt-out provision, the employee will provide written proof of non-Authority Health Plan coverage by August 15th of each Health Insurance Year (Opt-out form attached).
To receive an opt-out payment, an employee must not be covered under the Authority-provided health insurance plan during any period of the future Health Plan Year. Opt-out payments will be made annually on the first routine payroll period in September.
Health Insurance Policy – Retirees
Employees retiring prior to September 1, 2010
Employees retiring prior to September 1, 2010, have certain post-retirement health insurance benefits. These benefits vary depending upon the health insurance policy in effect at the date of retirement. Employees and/or spouses will continue receiving these benefits in accordance with the terms set forth at the time of retirement.
Employees retiring on or after September 1, 2010
Full-time employees retiring from the Authority with a minimum qualification of twenty (20) years of service will be eligible to receive post-employment health insurance benefits. Years of service will be calculated on a calendar year basis and to receive credit for a year of service an employee must have worked a minimum of 1,600 hours (including earned benefit time) during a calendar year. Partial years of service will not be granted.
Employees meeting the above years of service requirement who retire prior to their Medicare eligible age may opt to maintain coverage under the Authority’s employee health insurance plan after retirement. The Authority will be responsible for seventy-five percent of the cost related to the plan while the retiree will be responsible for the remaining twenty-five percent of the plan cost. Retirees participating in the plan will be required to make monthly payments to the Authority for their share of the plan cost. The Authority reserves the right to cancel insurance for any retiree delinquent in payments and re-enrollment will not be allowable. Retirees will have the option of choosing individual, two-person, or family coverage as allowed by the plan. The Authority reserves the right to choose the type of health insurance plan it deems most beneficial. Retirees may opt out of coverage with prior written notice. This benefit is only available until a retiree becomes Medicare eligible. Spouses and/or dependents may continue coverage under the plan at full cost to the spouse and/or dependent after a retiree becomes Medicare eligible or after the death of a retiree.
Upon reaching Medicare eligibility, a retiree may choose to obtain coverage under the Authority’s Medicare supplement insurance program. All costs associated with coverage under the plan will be the responsibility of the retiree. Retirees participating in the plan will be required to make monthly payments to the Authority. The Authority reserves the right to cancel insurance for any retiree delinquent in payments and re-enrollment will not be allowable. Future changes to Medicare may result in changes or elimination of this benefit.
Employees retiring with less than twenty (20) years of service as defined above will have the option of maintaining coverage under either the Authority’s employee health insurance plan or the Medicare supplement insurance program, as applicable, at full cost to the retiree.


High Wind Policy/Wind Monitoring Procedures

HIGH WIND ADVISORY. USE CAUTION ON
BRIDGE.
HIGH WINDS . REDUCE SPEED ON BRIDGE.
Bridge/Toll maintenance personnel are to be positioned at each end of the bridge to provide constant supervision of the crossing. Executive Director is to be notified.
HIGH WINDS . REDUCE SPEED TO 5 MPH
BRIDGE CLOSED

HIGH WIND POLICY/ WIND MONITORING

WIND SPEED
PROCEDURES



30 - 40 MPH

Bridge Foreman/Facility Manager monitor wind speeds. Periodically travel bridge to visually assess bridge conditions and safety concerns for the traveling public.


Message signs changed to:

40 - 50 MPH

Bridge Foreman/Facility Manager monitor situation and notify Executive Director to seek direction.


Message signs changed to:

50 - 60 MPH

Bridge Foreman/Facility Manager or designee is on site.


Message signs changed to:

60 + MPH

Executive Director or designee closes the Bridge. Appropriate authorities on both side of the bridge are to be notified.


Message signs changed to:


roved at December 14, 2016, Board Meeting




RESTRICTIONS





None





Escorted vehicles are to be individually assessed on the type of load.





Restrictions of recreational vehicles (motor homes and travel trailers), motorcycles, empty container type trucks as warranted by bridge foreman, Facility Manager or designee.





All Traffic






















































































































Incentive Policy for All Commercial Carriers
Airport fees shall be for the Airline’s operation at the Airport. The enplaned perpassenger fees include; all landing, office space, ticket counter, CAM, Voice, Data, Overtime, and intoplane fueling services. Fees excluded from the Incentive include fuel and other thirdparty services as defined by the FAA Air Carrier Incentive Program Guidebook. Airport fees will be waived for Qualifying Service for additional flights for the Waiver Period. Waiver Period shall be defined as twelve (12) months from the Effective Date of Service updated annually. In no case shall the Waiver Period extend beyond the Term of this Incentive Policy.
Fees shall be as follows:
Year 1: $2.50 per enplaned passenger (Waived for the first year [“Base Year”]) Year 2: $2.50 per enplaned passenger
Year 3: $2.80 per enplaned passenger
Year 4: [Yr 3 rate X (1+ CPI%)] per enplaned passenger Waiver of Fees:
Perenplanedpassenger fees will be waived for Airline that both (1) increase service above the prior year’s flights, and
(2) add new destinations. Computation of Waiver of Fees will be as follows:

  1. 1. The Airline’s number of operations will be computed at the end of its first twelve (12) months of operation. If such service is to new destinations, the Airline is entitled to waiver of all perenplanedpassenger fees in that year.
  2. 2. For each subsequent twelve (12) month period, the number of flights and destinations in the previous year are used as the base from which any waiver is calculated. A waiver of perenplanedpassenger fees is available each year in which (a) the number of operations increases from the base and (b) the number of new destinations increases from the base by at least one. All per-­enplanedpassenger fees are waived for such increased operations and new destinations. Such waiver is available only for one year since in the following year, such flights are included in the base from which the Airline’s entitlement to waiver of perenplanedpassenger fees is to be calculated for the next year.
  3. 3. If the Airline discontinues service to a destination, resumption of service to that destination is never considered to be service to a new destination.
    1. 4. In no event shall the Airline be entitled to Waiver of Fees beyond the expiration of the Term of this Incentive Policy.
    2. 5. All Waiver of Fees will be processed retroactively as refunds of prior year perenplanedpassenger fees.

In recognition of a good faith effort by the Airline to expand flights and destinations, if the Airline comes within 10% of the calculation for the subsequent twelve (12)-­‐month period, as detailed by point #2 above, Airport shall deem the Waiver of Fees are met for the year for the purpose of this Incentive Policy.



Investment Policy

  1. 1. Investment Objectives and Types of Investment Authorized

The primary investment objective of the Ogdensburg Bridge and Port Authority ("Authority") is to earn reasonable rates of return on its investments, while maintaining legality, safety and liquidity.


Authorized investments include and will primarily consist of:

  • - Certificates of Deposit;
  • - Treasury Bills;
  • - Other securities guaranteed by the U.S. Government; and
  • - Any other investments allowed under the Public Authorities Law that satisfy the investment objectives of the Authority.

  • 2. Diversification of Investments

The Authority will invest in any combination of authorized investments. The maturity dates of selected investments shall not exceed one year. Safety, liquidity and yield are the major factors used in determining the type and maturity of investments.


  • 3. Delegation of Investment .Management

All new investments must be reviewed and approved by both the Executive Director and the Chief Financial Officer.


  • 4. Internal Control and Procedures

The organizational structure of the Authority shall wherever practical, provide for the separation of the authorization and accounting functions and both of these activities shall be maintained separately from the custodial function. The Chief Financial Officer is required to develop and maintain a detailed operating procedures manual.


  • 5. Selection of Investment Firms

The Authority shall transact all business with full service commercial banking institutions . The Authority Board shall annually approve a list of banking institutions with which the Authority is authorized to transact business.

  • 6. Investment Procedures


Written documentation is required for all investments and the Authority shall insure that each investment is sufficiently secured or collateralized at the time of acquisition. Collateralization will be monitored on a monthly basis to insure that all investments are fully secured.


  • 7. Collateralization

All investments shall be fully secured or collateralized. The collateral should be segregated in the Authority's name and should be in the custody of the Authority or a third party custodian. The Authority should not accept a pledge of a proportionate interest in a pool of collateral. For demand deposits, time deposits and certificates of deposit, collateralization is required for amounts over and above the Federal Deposit Insurance Corporation coverage. The market value and the accrued interest of the collateral should equal the value of the investment and any accrued interest at all times. The recorded value of the collateral backing any investment should be compared with current market values (market-to-market) at the time of initial investment , and thereafter on a monthly basis, to be certain that it continues to be at least equal to the value of the investment plus accrued interest. There should be a written custodial agreement which, among other things, specifies the circumstances under which collateral may be substituted and provides that the custodian is holding the securities solely for the benefit of the Authority and makes no claim thereto.


  • 8. Performance Evaluation and Audit

Investment procedures will be reviewed annually for program compliance by the Authority' s independent auditor as part of the annual financial statement audit.


  • 9. Reporting

  1. (a) Internal Management Reporting - The Authority shall report to the Board on the investment program operations on a quarterly basis. The report, issued by the Chief Financial Officer should indicate any new investments, the inventory of existing investments and the selection of financial institutions.


  1. (b) Financial Statements - The Authority's annual financial statements will be audited by an independent auditor in accordance with auditing standards and the standards generally accepted in the United States of America applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.

  • (c) Reporting to Oversight Agencies - As required by the Public Authorities Law, an annual report shall be submitted to the Division of the Budget with copies to the Office of the State Comptroller, the Senate Finance Committee, and the Assembly Ways and Means Committee. Such report shall include:


    1. (1) the investment guidelines required by Section 2925 (3) and any amendments to such guidelines since the last investment report;
      1. (2) an explanation of the investment guidelines and amendments;
    2. (3) the results of the annual independent audit;
    3. (4) the investment record of the Authority; and
  • (5) a list of total fees, commissions or other charges paid to each financial institution rendering investment associated services to the Authority since the last investment report.


    • 10. Pledge of Investments

    The Authority reserves the right to pledge any and all investments as security or collateral to secure interim financing for economic development projects.





    Leaves of Absence Policy

    You will receive full pay for leaves that are attributable to deaths in the family and/or civic responsibilities. For military obligations, you will receive the difference between military pay and OBPA pay, when military pay is less than your OBPA pay.

    Bereavement.

    The following will serve as a guide in providing time off to full-time employees who suffer a loss in the family:

    Up to 5 days spouse, child, parent, sibling Up to 3 days mother-in-law, father-in-law,
    grandparent, grandchild
    Up to 1 day aunt/uncle, niece, nephew, cousin,
    brother-in-law, sister-in-law

    If you need additional bereavement time or time off to care for an estate or another member of the family, arrangements should be made through your supervisor and the Human Resources Department.

    Civil Responsibilities.

    If you are called to jury duty, you will receive your full pay. Should the travel and jury duty obligation not exceed one half of your scheduled work day, you are expected to return to work.

    A reasonable amount of paid time off will also be provided to employees who are required to give testimony at a court case, volunteer firefighters who are called out by their fire chief, or other civil responsibilities. Blood donors should notify their supervisor in advance of their scheduled appointment.

    Military Leave.

    Military reservists will receive the difference between their military and OBPA pay for a maximum of four (4) weeks for annual training. In the event you are called to active duty or volunteer for active duty, you will be compensated for the difference between your military pay and OBPA pay for up to six
    (6) months. Upon expiration of required military service, you may return to your former or comparable position with no loss of
    service credits provided you ask to return to work within 90 days of your honorable discharge and are still qualified to perform the duties of your former position. As a reservist, you will not be requested to use your vacation time for training.

    If you enlist in the military service while employed with us, you will be provided with a paid leave for your pre-induction physical.


    General.

    The OBPA will make a concerted effort to return employees who were on leaves of absence to the same or comparable position for the later of period of twelve weeks or the duration of their supplemental, short-term disability benefit.

    Any employee who is off the active payroll for more than six months will be terminated, unless the action is attributable to required military action.



    Lobbying Policy
    Policy

    It is the policy of the Ogdensburg Bridge and Port Authority to comply with and seek compliance with State Finance Law §139-j and §139-k relative to anyone contacting the Authority about an Authority procurement.

    Applicability

    OBPA Lobbying Policy applies to procurement contracts that have an annual value in excess of
    $5,000. The requirements of the Policy commence at the earliest written notice, advertisement, or solicitation of request for proposals, invitation for bids, or solicitation of proposals, or any other method for soliciting a response from offerers intending to result in a procurement contract and end with the final contract award.

    Procedures

    Pursuant to State Finance Law §139-j and §139-k, the Authority will designate person(s) who are the only staff that can be contacted relative to a procurement and will record all “contacts” by an Offerer or its representative regarding the procurement.

    A “contact” is any communication with the Authority under circumstances where a reasonable person would infer that the communication was intended to influence the procurement.
    Information that must be recorded in the procurement record includes: the name, address, telephone number, place or principal employment, and occupation of the person making contact; whether the person is retained or employed by the Offerer; and whether the contact is an attempt to influence a specific procurement.

    An impermissible “contact” is any communication that meets the definition above, other than the exceptions cited below, by the Offerer, or its representative, with anyone other than the Authority’s designated contact(s) for such procurement. Any Authority employee who becomes aware than an Offerer has violated the provisions of a permissible contact during a procurement must immediately notify the Authority’s Compliance Officer who shall investigate such incident.

    State Finance Law §139-j and §139-k recognizes specific communications and contacts that can go to other than the Designated Contacts, i.e. to Permissible Subject Matter Contacts.
    Approved at December 14, 2016, Board Meeting



    Management/Confidential Employee Benefits
    Available dental coverage and vision care and health insurance shall be provided by the Ogdensburg Bridge and Port Authority to all management employees. Contribution to be the same for all employees.

    The Ogdensburg Bridge and Port Authority also participates in the New York State Employees Local Retirement System.

    The OBPA is generally closed on all legal holidays recognized by the Federal Government. The following list is intended to serve as a guide. A schedule of actual holidays will be distributed in December of each year.

    New Year’s Day
    Martin Luther King’s Birthday President’s Day
    Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day
    Day After Thanksgiving Christmas Day

    Employees must work the day before and the day after a holiday to receive holiday pay, unless specifically excused by your supervisor for such absence. Employees will be granted a floating holiday when a holiday falls on a Saturday or Sunday. This time off must be authorized by your supervisor and scheduled as far in advance as possible.

    Religious Holiday

    The OBPA will make every reasonable accommodation to your religious practices. If you need time off for religious holidays, notify your supervisor well in advance of your anticipated absence.

    Severance Pay

    Severance pay shall be provided to Management/Confidential employees covered under this policy who are involuntarily separated from service.

    Involuntary separation refers to separation initiated by the OBPA without the employee’s consent for reasons other than cause or inefficiency which is defined as unacceptable performance or conduct that leads to separation in accordance with the OBPA Disciplinary Policy.

    To be eligible for severance pay, an employee must complete five years of continuous service. Upon completion of five years, severance determination date shall be same as hiring date. Severance pay

    allowance shall be one week of pay for each full year of service for years one through ten, and two weeks of pay for each year of service for years beyond ten years.


    Reduction in Force


    Displacement options for Management/Confidential employees are limited to Management/Confidential positions that are occupied by other employees who hold temporary, part-time, or probationary status.

    Employees affected by this policy may be eligible for outplacement assistance and severance benefits.

    Longevity Awards

    Longevity awards are not applicable to management/ confidential employees.



    Mission Statement
    Mission:

    While remaining self-sustaining, the Authority creates sound economic business development through the promotion of buildings, river, road, rail, and air transportation. This is accomplished by providing exceptional customer service, safe and secure facilities, good environmental stewardship, and focused professionalism.

    Performance Measurements:

    • Meet or exceed Federal, State, and local regulatory requirements.
    • Meet or exceed Federal, State, and local safety requirements.
    • Operate transparently and with accountability to partners and general public.
    • Practice environmental stewardship throughout all operations.
    • Provide value-added services to communities through competitive rate structures.
    • Manage the Authority’s assets in a prudent and fiscally responsible manner.
    • Explore and utilize technology in the operation of our infrastructure.
    Principles:

    • We will ensure customer service excellence in dealing with tenants, customers, suppliers, partners, contractors, and employees of the Ogdensburg Bridge and Port Authority.
    • We will provide safe and secure facilities for our employees, tenants, customers, and the general public.
    • We will provide responsible environmental stewardship to ensure, protect, and conserve our natural environment.
    • Provide focused professionalism when dealing with tenants, customers, suppliers, partners, contractors, and employees of the Ogdensburg Bridge and Port Authority.


















    Approved at December 14, 2016, Board Meeting


    Minority and Women Business Enterprise (MWBE) Plan

    1. I. POLICY STATEMENT and GENERAL PROVISIONS

    1. A. It is the policy of the Ogdensburg Bridge and Port Authority “Authority” to utilize Minority Business Enterprises in all aspects of contracting. This commitment is demonstrated by the efforts taken in the development of the Authority’s MWBE plan and in correspondence within the Authority stating such a position.


    1. B. The Authority is required to implement the provisions of New York State Executive Law Article 15-A and 5 NYCRR Parts 142-144 (“MWBE Regulations”) for all State contracts as defined therein, with a value (1) in excess of $25,000 for labor, services, equipment, materials, or any combination of the foregoing or (2) in excess of $100,000 for real property renovations and construction.


    1. C. As part of the General Provisions all Contractors to the subject contract will agree, in addition to any other nondiscrimination provision of the Contract and at no additional cost to the Authority, to fully comply and cooperate with the Authority in the implementation of New York State Executive Law Article 15-A. These requirements include equal employment opportunities for minority group members and women (“EEO”) and contracting opportunities for certified minority and women-owned business enterprises (“MWBEs”). Contractor’s demonstration of “good faith efforts” pursuant to 5 NYCRR §142.8 shall be a part of these requirements. These provisions shall be deemed supplementary to, and not in lieu of, the nondiscrimination provisions required by New York State Executive Law Article 15 (the “Human Rights Law”) or other applicable federal, state or local laws.

    2. II. MWBE PLAN GOALS

    1. A. For purposes of procurement, the Authority establishes an overall goal of 30% for Minority and Women-Owned Business Enterprises (“MWBE”) participation, 15% for Minority- Owned Business Enterprises (“MBE”) participation and 15% for Women-Owned Business Enterprises (“WBE”) participation (based on the current availability of qualified MWBE firms).


    1. III. DESIGNATION OF MWBE COMPLIANCE OFFICER

    1. A. MWBE Compliance Officer: Chief Financial Officer, Ogdensburg Bridge & Port Authority, One Bridge Plaza, Ogdensburg, NY 13669. Phone: (315) 393-4080.


    1. IV. MWBE PROCEDURES

    1. A. “MWBE RFP CONTRACTOR REQUIREMENTS” will be included in all Authority RFP’s (Request for Proposals) meeting the criteria outlined in Section II B of this policy. (“MWBE RFP Contractor Requirements” immediately follows this policy).


    1. B. “MWBE Appendix” will be included in all Authority Contracts meeting the criteria outlined in Section II B of this policy. (“MWBE Appendix” immediately follows this policy).


    1. V. MWBE RESOURCES

    1. A. Directory: For purposes of providing meaningful participation by MWBEs on the Contract and achieving the Contract Goals established by this policy, the directory of New York State Certified MBWEs found at the following internet address shall be utilized: http:// www.esd.ny.gov/mwbe.html


    1. B. Additional Resources: Division of Minority and Woman Business Development (518) 292-5250; (212) 803-2414; or (716) 846-8200).


    Record and Document Retention Policy for OBPA

    OBPA Documents and General Files

    The Ogdensburg Bridge and Port Authority is required by Federal and State law, local ordinances, and contractual agreements to maintain records and reports for future reference.

    This procedure describes the types of reports and records which must be maintained and the party responsible for maintenance.

    Policy: File Records:

    All documents, records, and files associated with legal and contractual requirements must be:

    -Maintained in the OBPA File Room or electronically on the shared drive.
    -Legible and identifiable to the product/service involved.
    -Readily retrievable, and
    -Protected from damage and loss.

    In addition, all records and files are the property of the Ogdensburg Bridge and Port Authority.

    Policy: Document Retention:

    Any documents related to the Ogdensburg Bridge and Port Authority which are not specifically referred to are retained in accordance with the OBPA’s “Record Retention & Disposition Schedule M-1” as adopted by the Board on April 12, 2005.






















    Approved at December 14, 2016, Board Meeting



    Ogdensburg International Airport Committee Charter
    Overall Roles and Responsibilities

    It is the mission of the Ogdensburg Bridge and Port Authority to operate, maintain, improve, expand and professionally manage the Ogdensburg International Airport for the convenience and benefit of the traveling public and economic development of Northern New York Community.

    In furtherance of the mission, the Authority shall seek both aviation and non aviation business and industry to utilize the land, services, and facilities located at airport and shall manage airport resources in a prudent, lawful, community -conscious and fiscally responsible manner. The Airport Committee is to receive status reports from Management regarding the Airport, review the strategic direction of the Airport, and review recommendations for equipment purchasing and airport-related items.
    The Committee will meet at least five times a year, with additional meetings as required to fulfill its duties. The Committee will be provided with the information it needs to efficiently discharge its responsibilities . This information will be provided by management in a form, timeframe and be of sufficient quality to enable Committee members to effectively discharge their duties.
    Annual Committee Goals

    The committee will establish goals each year specifying its principal work focus areas for the coming year. Typical examples may include:

    • Developing a long-range capital plan integrated with the organization's strategic plan for the airport.
    • Reviewing Airport profitability and recommending expansion opportunities.
    • Developing criteria for evaluating proposals for new business ventures and acquisitions.
      • Making adjustments to the airport plan based on operating margins, performance, and whether performance is consistent with the organization's strategic planning horizon.




    Open Door Policy
    We cannot emphasize too strongly our desire to have every employee feel free to seek help from any supervisor. If you have a problem, bring it out in the open. It is our firm policy to ensure that people are treated fairly, and no employee’s standing will be prejudiced because she/he used the “Open Door” Policy stated herein.

    We believe that most matters will be satisfactorily resolved between you and your supervisor; but if for any reason you are not satisfied with your supervisor’s response, we encourage you to discuss the matter with successive levels of management. If the issue is not resolved at those levels, you may review the matter with the Executive Director.



























    Approved at December 14, 2016, Board Meeting



    Overtime Policy
    While the OBPA tries to schedule your work so that it can be accomplished within your specified standard hours per week, projects and circumstances do arise that require extra time. We will try to give you reasonable notice of such requirements; in turn, we expect your cooperation.

    For those in non-exempt positions, you will be paid time and one-half for all hours worked in excess of forty (40) hours per week. Other overtime considerations are listed below:

    • Your supervisor may provide you with compensatory time off for extra hours worked during a particular week. Straight compensatory time off will be provided during the same week.
  • While the use of overtime pay or compensatory time off is at the supervisor’s
  • discretion, every effort will be made to accommodate your preference.
    • Sick days, personal days, vacation days, and holidays are not considered days worked for premium compensation purposes. Since no work is actually performed, the above days do not count as days worked when computing overtime hours.
  • You will be compensated at time and one-half for all hours worked during a
  • Saturday, Sunday, holiday, or interrupted vacation day unless you were scheduled to work one of these days as part of your regular work week. If an employee agrees to work on a Saturday in exchange for hours off during the week, then the Saturday hours will be paid at straight time.
    Approved at December 14, 2016, Board Meeting



    Paydays, Time Record, and Payroll Deduction Policy
    Paychecks are distributed bi-weekly on Thursdays. You may make arrangements for direct deposit into a checking and/or savings account(s) at all ACH receiving financial institutions.

    Non-exempt positions are subject to the overtime provisions of the Fair Labor Standards Act which requires that the OBPA retain records of the time worked by employees in these positions. Time records should be submitted to the Account Clerk.

    Your pay is subject to the following standard deductions:

    • State and Federal Withholding Tax
    • Social Security and Medicare Tax
    • New York State Disability Insurance








































    Approved at August 10, 2016, Board Meeting



    Pension Plan Policy
    The Authority participates in the New York State Retirement Sys tem. Currently Plan 75-i is in effect as of April 1, 2001.









































    Approved at October 5, 2006, Board Meeting


    Personal Appearance Policy
    The OBPA strives to achieve an image of professionalism.
    Each employee contributes to this image by his/her dress, grooming, and work habits.

    All work areas, especially those within public view, should be presentable and cleared of cans, cups, and other materials.
    There should be nothing on your desk or in your area which promotes other business, as this may offend other customers.

    Presenting a professional image to our customers includes appropriate, business-like attire. Extreme styles or those associated with leisure or after-hour dress are considered inappropriate professional attire. Discretion should be used with fragrances and other beauty products. Styles do change from year to year, but the image we present to our customers should not.

    Personal hygiene is a sensitive matter to all of us. Good personal hygiene includes clean and neat hair, neatly groomed beards and mustaches, daily bathing, and regularly laundered/dry-cleaned clothing. Individuals not properly attired or having unacceptable personal hygiene may be asked to return home to correct the problem.

























    Reviewed & Approved at August 10, 2016, Board Meeting


    Personal Day Policy – MC Hired Prior to 12-31-2006 (DAMAGED DOCUMENT)



    Personal Leave Policy – MC Employees Hired After 12-31-2006 (DAMAGED DOCUMENT)





    Procurement Contract GuidelineWHEREAS, the Ogdensburg Bridge and Port Authority, (hereinafter referred to as the “Authority”) is a Public Authority and Public Benefit Corporation, the Members or Directors (hereinafter collectively referred to as the “Board”), of which consist of persons appointed by the Governor of the State of New York, upon the advice and consent of the New York State Senate; and

    WHEREAS, Chapter 564 of the Laws of 1988, and specifically Subdivision 2 thereof, which amends §2879 of the Public Authorities Law, requires that the Authority adopt by resolution comprehensive guidelines which detail the Authority’s operative policy and instructions regarding the use, awarding, monitoring, and reporting of procurement contracts; and

    WHEREAS, the Authority intends to comply with this requirement of law;

    NOW, THEREFORE, LET IT BE RESOLVED, that the following constitutes the comprehensive guidelines setting forth the Authority’s operative policy and instructions regarding the use, awarding, monitoring, and reporting of procurement contracts.

    PROCUREMENT CONTRACT GUIDELINES


  • I. TITLE. The following comprehensive guidelines detailing the operative policy and instructions of the Ogdensburg Bridge and Port Authority (referred to as the “AUTHORITY”) regarding the use, awarding, monitoring, and reporting of procurement contracts, shall be known as “Procurement Contract Guidelines.” They shall also be referred to herein as the “Guidelines.”

  • II. DEFINITIONS.

  • A. Procurement Contract – any written agreement for the acquisition of goods or services of any kind, in the actual or estimated amount of $5,000 or more.

  • B. Contract for Goods and Services – any written agreement to provide a good or service (other than those hereinafter defined as personal services) pertaining to vehicle or building operation and maintenance, office equipment and supplies, fuel and consumable liquids, printing, promotional materials, or any other similar item or items.

  • C. Contract for Personal Services – any written agreement to provide a service, including but not limited to legal, accounting, management consulting, investing, banking, planning, training, statistical, research, public relations, architectural, engineering, surveying, or other personal services of a consulting, professional, or technical nature, for a fee, commission, or other compensation by a person or persons not providing such services as an officer or employee of a State agency or public benefit corporation.

  • D. Minority or Women-Owned Business Enterprises:
  • 1. For the purpose of these Guidelines, a minority business enterprise (MBE) is any business enterprise, including a sole proprietorship, partnership, or corporation that is:
  • a. At least 51 percent owned by one or more minority group members or in the case of a publicly-owned business at least 51 percent of the common stock or other voting interests of which is owned by one or more minority group members;
  • b. An enterprise in which the minority ownership is real, substantial, and continuing;
  • c. An enterprise in which the minority ownership has and exercises the authority to control independently the day-to-day business decisions of the enterprise; and
  • d. An enterprise authorized to do business in New York State, independently owned and operated, and not dominant in its field.

  • 2. For the purpose of these Guidelines, a minority group member means a United States citizen or permanent resident alien who is and can demonstrate membership in one of the following groups:

  • a. Black persons having origins of any of the Black African racial groups not of Hispanic origin;
  • b. Hispanic persons of Mexican, Puerto Rican, Dominican, Cuban, Central or South American of either Indian or Hispanic origin, regardless of race;
  • c. Asian and Pacific Islander persons having origins in any of the Far East, Southeast Asia, the Indian sub-continent, or the Pacific Islands; or
  • d. Native American persons having origins in any of the original peoples of North America.

  • 3. For the purpose of these Guidelines, a women-owned business enterprise (WBE) means a business enterprise, including a sole proprietorship, partnership, or corporation which is:

  • a. At least 51 percent owned by one or more United States citizens or permanent resident aliens who are women or in the case of a publicly-owned business at least 51 percent of the common stock or other voting interests of which is owned by a United State citizen or citizens or a permanent resident alien or aliens who are women;
  • b. An enterprise in which the ownership interest of women is real, substantial, and continuing;
  • c. An enterprise in which the women ownership has and exercises the authority to control independently the day-to-day business decisions of the enterprise; and
  • d. An enterprise authorized to do business in New York State, independently owned and operated, and not dominant in its field.

  • III. INTENT. It is the intent of the Authority that to the fullest extent practical, and except as otherwise provided for herein, the selection of procurement contractors shall be from the widest available selection of responsible procurement contractors for a particular good or service.

  • IV. RESPONSIBILITY FOR PROCUREMENT CONTRACTS. The Executive Director of the Authority or his duly appointed designee has the overall day-to-day responsibility and oversight regarding the awarding and monitoring of procurement contracts. Personal services contractorsshall be utilized in those areas where the Authority Board determines that such services may not reasonably be obtained by staff members of the Authority or by officers or employees of another State agency or public corporation. In making such determination, facts such as timing, costs, qualifications, or the nature of the services to be rendered shall be taken into consideration.
  • V. REQUIREMENTS REGARDING THE SELECTION OF PROCUREMENT CONTRACTORS.

  • A. Personal Services.

  • 1. The selection of personal service contractors shall be on a competitive basis except that the Board may waive competition if it is in the best interest of the Authority for the Board to do so. The standard of “Best Interest of the Authority” may, but need not be based upon one or more of the following criteria for the selection of personal service contractors:
  • a. Confidentiality.
  • b. Specialized expertise or unusual qualifications; or services obtainable from one source only.
  • c. Historical relationship with the Authority, the continuation of which is in its best interest.
  • d. Specialized knowledge.
  • e. Geographical proximity to the Authority.
  • f. Lack of responsible competition, in the sole opinion of the Authority to perform the desired services.
  • g. Nature, magnitude, or complexity of services required.
  • h. Lack of Authority resources, support staff, specialized facilities, or equipment.
  • i. Lower cost.
  • j. Short-term or infrequent need for services.
  • k. Selection which is necessary or convenient to the operations of the Authority.

  • 2. Any contract involving services to be rendered over a period in excess of one year shall require the approval of the Board by resolution, and an annual review of the contract by the Board.


  • 3. A personal service contract shall require approval of the Board by resolution when the amount thereof exceeds $10,000.

  • 4. Legal services need not be awarded on a competitive basis.

  • 5. A personal service contract over $5,000, which is to be awarded on a non-competitive basis, shall require Board approval. Reasons for a non-competitive award should be stated in approving the motion or resolution.

  • 6. A personal service contract of less than $5,000 need not be awarded on a competitive basis nor approved by the Board unless for a period in excess of one year. Reasons for a non-competitive award should be recorded for audit purposes.

  • 7. Exclusions: Project contractors for personal services which are paid for by the Authority’s tenants/marine users or through grants from local, State, and/or Federal
  • sources are excluded from these guidelines and reporting requirements. Sources of funds other than Authority sources generally have requirements that must be complied with that are different than Authority guidelines.


    1. B. Goods and Other Services.

    1. 1. Selection of contractors for goods and services other than personal services shall be made only on a competitive basis except as herein otherwise set forth. The level of competition and authorization shall depend upon the estimated or actual value of the goods or service as follows:
      1. a. Authority purchases not exceeding $1,000. The authority may purchase directly from a local vendor of its choice pursuant to the following conditions:
        1. (1) All purchases must be approved in advance by the immediate supervisor for any item of a non-recurring nature.
        2. (2) All purchases of recurring nature such as telephone service, fuel, and electric service are exempt from classification a(1).
        3. (3) All purchases of a non-recurring nature not previously budgeted can only be approved when an offsetting cost or budget reduction can be realized.
        4. (4) Supervisor is responsible for determining that a budget allocation (funds) is available prior to any purchase.
        5. (5) All delivery receipts and invoices must be authorized by the departmental supervisor prior to Authority effecting payment.
      2. b. Authority purchases in excess of $1,000 but not exceeding $2,500. No formal competitive bidding is required; however, a minimum of three telephone, internet, or written quotations must be solicited from responsible vendors in order to obtain the lowest price available. Please note, it is recommended that successful bidder’s quote be obtained in writing. Names of vendors and price quotes must be recorded for audit purposes.
        1. (1) All other purchasing procedures described in Section (a) above will be followed.

    2. c. Authority purchases in excess of $2,500 but not exceeding $5,000. Same as Section

    • (b) above, except a purchase order shall be issued and signed by the Executive Director or Chief Financial Officer.
    1. d. Authority purchases in excess of $5,000 but not exceeding $10,000. Same as Section
    • (c) above, except a written quotation must be submitted from responsible vendors. Quotations to be retained for audit purposes.
    1. e. Authority purchases in excess of $10,000 but not exceeding $15,000. Same as Section
    • (d) above, except specific Board approval is required.
    1. f. Authority purchases in excess of $15,000 shall be formally bid. Formally bid expenditures shall require an advertisement published once, not less than two weeks prior to the bid opening date, in one newspaper having a general circulation in the City of Ogdensburg. All such purchases in this category must have a minimum of three (3) bids solicited and specific Board authorization obtained pursuant to the following conditions:
      1. (1) Copy of the general specifications, proposal, and detailed specifications definitely worded as to grade, quality, quantity, delivery, and the date, hour, and place of the bid opening shall be forwarded to each responsible vendor from whom bids are requested. A minimum of three (3) bids shall be solicited.
      2. (2) Bids shall be in writing and sealed and shall be opened publicly at the time and place of bid opening.
      3. (3) A written tabulation of all bids received at the bid opening shall be prepared setting forth the identity of each bidder, the prices quoted, and all other pertinent information. Bids shall be tabulated by item number and unit price in such form as to afford a basis for strict comparison of the prices bid. Bids received subsequent to the time noticed for the bid opening shall be rejected and returned to the bidder.
      4. (4) The Authority may make a contract award to the lowest responsible bidder whose commodity best meets the Authority’s specifications and may prepare a purchase order addressed to such bidder.

      5. (5) All bids, tabulations, documents, correspondence, and other information pertaining to each Authority purchase under the subdivision (f), together with copies of the purchase order to the lowest responsible bidder shall be forwarded to the Department of Audit and Control for payment.
    2. g. State contracts let by the Office of General Services should be utilized whenever possible as long as product quality, delivery time, quantity, and price are equal or better than those materials solicited locally by the Authority.

    1. 2. Competition may be waived:

      1. a. On an emergency basis when the safety of life or property or business interruption is involved. A written explanation of the nature of the emergency must accompany the purchase order/contract, explaining the need for sole source acquisition.

      2. b. When only one source is available. A written statement must accompany the purchase order/contract, explaining the need for sole source acquisition.

    The level of approval required for such waivers of competition as set forth in subsections 2(a) and (b) herein shall be Executive Director within Categories B, C, and D above, and the Board of Directors for Categories E and F.
    1. c. When public procurement arrangements are used, such as:
    • i. City, Country, or regional supply contracts.
    • ii. Federal GSA contracts.
      • iii. State OGS contracts.
    1. d. Under a warranty, when the Authority may be required to obtain service from a manufacturer-designated entity.
    2. e. When the best interest of the Authority is clearly served, as determined by the Executive Director or the Board.

    1. 3. Any contract for goods or services other than personal services, awarded for a period in excess of one year, shall require the approval of the Board by resolution, and an annual review of the contract by the Board.

    • VI. MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES (“MBE/WBE”).

    • A. Minority business enterprises and women-owned business enterprises shall be given full opportunity to compete in all Authority contracts.

    • B. It is the policy of the Authority to foster and promote participation of certified minority business enterprises and women-owned business enterprises in its procurements and the development of such enterprises and to facilitate a fair share of the awarding of procurement contracts to such enterprises. In contracting, the Authority shall use its best efforts to give minority and women-owned business enterprises an opportunity to compete for Authority procurement, by soliciting or requesting offers from minority and women-owned businesses known to have experience in the types of goods or services, including professional services, being sought. Written solicitations or requests for bids or proposals for procurement contracts shall include an affirmative action statement. The Authority will consult with organizations that serve minority and women-owned business enterprises, will maintain lists, and will refer to known lists maintained by State agencies in an effort to reach minority and women-owned businesses.

    • C. In any procurement where an MBE/WBE submits a low bid which is equivalent to a bid from non-MBE/WBE firm, the MBE/WBE firm, if determined responsible, will be given preference.

    • VII. PROCEDURES FOR COMPETITIVE SELECTION – PERSONAL SERVICES.

    The procedures for competitive selection of personal services contracts when such method of selection is considered to be in the best interest of the Authority, is as follows:

    1. A. The Authority shall prepare a written statement containing a description of the services, the reasons why they are required, and the required or estimated schedule or duration of the services.

    1. B. A request for proposals (“RFP”) shall whenever practicable and desirable be sent to three or more firms as are in the best interest of the Authority to assure competition, including any MBE/WBE firms selected to receive the RFP pursuant to Authority MBE/WBE programs, unless there are less than three qualified firms or unless competition is waived as provided in the Guidelines.

    1. C. The RFP shall describe the services to be performed, any completion dates or time requirements, MBE/WBE requirements, if applicable, and the criteria to be utilized by the Authority in evaluating proposals; and shall contain a requirement for a cost proposal and the date, time, and place where proposals must be received.
    2. D. The Authority may select one or more proposers with which to interview after evaluation of the proposals received. The award shall be made to the proposer or proposers whose proposal(s) will be the most advantageous to the Authority. Price, qualifications, and other factors will be used as the basis for the decision.

    1. E. Architectural, Engineering, and Survey Contracts.

    1. 1. In the procurement of such architectural, engineering, and surveying services as the Authority determines should be received through the RFP process, the Authority shall evaluate current statements of qualifications and performance data. If desired, the Authority may conduct discussions with three or more professional firms regarding anticipated design concepts and proposed methods of approach to the assignment.

    1. 2. The Authority shall then comply with the provisions of subparagraphs “A, B, and C” of Section 7 of the Guidelines.

    1. 3. The Authority shall negotiate a contract with the highest qualified professional firm for architectural and/or engineering services and/or surveying services at compensation which the Authority determines in writing to be fair and reasonable. In making this decision, the Authority shall take into account the estimated value of the services to be rendered, the scope, complexity, and professional nature thereof. Should the Authority be unable to negotiate a satisfactory contract with the most qualified professional firm, that firm shall formally be terminated. The Authority shall then undertake negotiations with the second most qualified professional firm. Failing accord with the second most qualified professional firm, the Authority shall then undertake negotiations with the third most qualified professional firm. Should the Authority be unable to negotiate a satisfactory contract with any of the selected professional firms in order of their competence and qualification, it shall continue negotiations in accordance with this subparagraph until an agreement is reached.

    1. 4. The provisions of this subparagraph “E” shall apply only to engineering and/or architectural services and/or surveying services contracts in excess of Twenty Five Thousand Dollars ($25,000).

    1. 5. Contracts for engineering, architectural, or surveying services involving lesser amounts may be entered into pursuant to the provision of this section or any other applicable provisions of the Guidelines.

    • VIII. PROVISIONS TO BE CONTAINED IN ALL PROCUREMENT CONTRACTS.

    1. A. Procurement contracts shall set forth the nature, quantity, if applicable, and monitoring of the work performed, the use of Authority supplies and facilities, the use of Authority personnel, or other provisions considered to be in the best interest of the Authority. All requirement of law shall be incorporated by reference in the Authority’s Procurement
    contracts. Procurement contracts shall be awarded only to persons or firms deemed responsible to the Authority’s Procurement documents, as well as capable and responsible.

    The following types of provisions may be contained in all procurement contracts, except that any of the provisions listed which are inapplicable or unnecessary because of the nature or duration of services or goods to be delivered, the location or locations where they are to be performed or the type of compensation being paid therefor need not be included. Any other terms deemed applicable may be added.

    1. 1. Description of services.
    2. 2. Compensation.
  • 3. Time for performance or date of completion.
    1. 4. Liability of contractor or consultant; indemnification of Authority.
    2. 5. Reports of contractor or consultant.
      1. 6. Ownership of plans, drawings, or other products of the performance of the services (professional services).
    3. 7. No assignments or subcontracts without the express written consent of the Authority.
    4. 8. Maintenance of records, accounts.
      1. 9. Right of Authority to inspect and/or audit books and records of contractor or consultant (professional services).
      2. 10. Insurance Requirements.
    5. 11. Termination.
      1. 12. Monitoring of the performance of services.
      2. 13. Use of Authority supplies, facilities, or property.
      3. 14. Use of Authority personnel.
      4. 15. All provisions required to be included in Authority contracts by Federal, State, or local laws, ordinances, codes, rules, or regulations.
      5. 16. Involvement of former officers or employees.

    1. B. Contractors shall have the following responsibilities:

    1. 1. To perform the contract in accordance with its term;

    1. 2. To perform services required under a contract competently, efficiently, in a timely and first-class manner, at a reasonable cost and in a manner which is acceptable to the Authority, or to deliver goods or supplies in first-class condition, to the proper location, on a timely basis, and in a manner which is acceptable to the Authority.

    1. 3. To cooperate fully with Authority personnel who are directing, monitoring, or supervising the delivery of services or goods, or who are assisting in the delivery thereof.

    • IX. INVOLVEMENT OF FORMER OFFICERS OR EMPLOYEES.
    No procurement contracts shall be entered into with former officers or employees of the Authority except by a resolution adopted by a majority of the Members of the Board upon showing that such contract is in the best interest of the Authority, and then only to the extent permitted by section 73 of the Public Officers Law, the Authority Code of Ethical Conduct concerning outside activities, and other applicable provision of law.

    • X. ANNUAL REPORT ON PROCUREMENT CONTRACTS.

    • A. The Authority shall annually prepare and approve reports on procurement contracts which shall include the Guidelines, an explanation of the guidelines and any amendments thereto since the last annual report. Such report on procurement contracts may be part of any other annual report that the corporation is required to make. For the purposes of this report, only procurement contracts in the actual or estimated amount of $5,000 need be included.

    • B. Such report shall be submitted annually per regulatory requirements.

    • C. Copies of the annual report are to be made available to the public upon reasonable request.

    • XI. THIRD PARTY RIGHTS; VALIDITY OF CONTRACTS.

    • A. These Guidelines are intended for the guidance of officers and employees of the Authority only, and nothing contained herein is intended or shall be construed to confer upon any person, firm, or corporation any right, remedy, claim, or benefit under, or by reason, of any requirement or provision hereof.

    • B. Nothing contained in the Guidelines shall be deemed to alter, affect the validity or, modify the terms of, or impair any contract or agreement made or entered into in violation of, or without compliance with, the provisions of the Guidelines.

    • XII. MISCELLANEOUS.

    • A. Where applicable, Federal, State, or local laws, ordinances, codes, rules or regulations containing requirements which are in conflict with or impose greater obligations upon the Authority than these Guidelines, then such requirements shall take precedence over those contained herein.

    • B. Any specific provision of the Guidelines may be waived by the Chairman or Executive Director of the Authority or such individuals as they may designate, but only under extraordinary circumstances.

    • C. The Authority shall not be precluded from adopting additional requirements relating to the matters covered by these Guidelines.

    • XIII. EFFECTIVE DATE.

    The Guidelines shall be effective as of October 6, 2010.

    SUMMARIZED GUIDELINES FOR GOODS AND OTHER SERVICES


    Category


    Amount
    Required
    Authorization Required

    A

    $ -0- - $1,000

    None

    No

    Department Supervisor

    B

    $1,001 - $2,500

    Three

    No

    Department Supervisor

    C

    $2,501 - $5,000

    Three

    Yes

    Executive Director or CFO

    D

    $5,001 - $10,000
    Three (Written)

    Yes

    Executive Director or CFO

    E

    $10,001 -
    $15,000
    Three (Written)

    Yes

    Board Approval

    F

    Over $15,000

    Formal Bid

    No

    Board Approval


    Minimum Quotes Required

    Purchase Order




































    Prompt Payment Policy (DAMAGED DOCUMENT)


    Public Work Enforcement Fund Policy (DAMAGED DOCUMENT)



    Security Deposit Policy (DAMAGED DOCUMENT)


    Security Policy (DAMAGED DOCUMENT)



    Sexual Harassment Policy (DAMAGED DOCUMENT)



    Sick Day Policy – MC Hired Prior to 12-31-2006 (DAMAGED DOCUMENT)


    Sick Leave Policy – MC Hired After 12-31-2006 (DAMAGED DOCUMENT)











    OGDENSBURG BRIDGE & PORT AUTHORITY SMOKE FREE WORKPLACE POLICY
    New York State Public Health Law, Article 13-E, prohibits smoking in places of employment and public buildings. All of the Ogdensburg Bridge & Port Authority buildings are places of employment and/or public buildings.
    Therefore, all of the Authority’s buildings are non-smoking facilities.

    Smoking is also prohibited within 100 feet of the entrances to Authority buildings and in Authority-owned vehicles. No smoking signs will be prominently posted and maintained on Authority buildings in accordance with Public Health Law.



































    Approved at May 1, 2013, Board Meeting




    OGDENSBURG BRIDGE & PORT AUTHORITY SOLICITATION POLICY
    The OBPA recognizes the right of all employees to engage in solicitation and distribution activities during appropriate times. However, such activities must not interfere with the operation of our business. Accordingly, you are not permitted to solicit or distribute in areas accessible or visible to the public, nor are you permitted to engage in such activities during working time.

    Solicitation and distribution activities are to be performed between employees on scheduled breaks, and the distribution of any materials is limited to break areas.

    Non-employees and employees who are not scheduled to work may not solicit or distribute materials on OBPA property at any time.
















    Training and Development Policy December 2016 (DAMAGED DOCUMENT)




    Transfers and Promotions (DAMAGED DOCUMENT)



    Travel Policy with Attachments (DAMAGED DOCUMENT)


    Vacation Leave MC Employees Hired After 12-31-2006 (DAMAGED DOCUMENT)












    Approved at December 14, 2016, Board Meeting




    VACATION POLICY – Management/Confidential Employees Hired Prior to 12/31/2006

    The importance of vacation as a period of rest and relaxation is well recognized by the OBPA. Whenever possible, we will try to accommodate your vacation schedule request; however, we cannot allow a significant number of employees within a department to be off at the same time. Seasonal workloads may limit available vacation times in various departments. Where vacation time is limited, you will be notified by the Executive Director.

    Vacation Allowance

    Regular, full-time Management/Confidential Employees hired prior to 12/31/2006 will be eligible for vacation according to the following schedule:

    • 1 Year Anniversary 20 days (160 Hours)
    • 2 Years Service 20 days (160 Hours)
    • 3 Years Service 20 days (160 Hours)
    • 4 Years Service 20 days (160 Hours)
    • 5 Years Service 20 days (160 Hours)
    10 Years Service 22 days (176 Hours)
    15
    Years Service 23 days (184 Hours)
    20
    Years Service 24 days (192 Hours)
    30 Years Service 27 days (216 Hours)

    Please note, it is the number of years that will be completed during the calendar year that determines the vacation allowance for each year.

    Vacation Scheduling.

    Internal audit procedures require full-time employees who handle liquid assets to take off one full consecutive week of vacation during the calendar year.

    During your vacation time, you are not permitted to enter your own department. Other Management/Confidential employees may take their vacation in one (1) week or one (1) day intervals. All vacation days must be authorized by the Executive Director and scheduled as far in advance as possible. Vacation must be taken at a time that does not conflict with OBPA work requirements.

    In order to accommodate all employees, vacations should be planned by March 1 of each year. Employees with the greater length of service will be given the first opportunity to schedule their vacations.

    Vacation and Termination.

    Upon severance of employment, accrued vacation earnings will be provided to employees regardless of the employee providing proper working notice (two weeks). This also includes those who are terminated or resign in lieu of terminations for rule infractions. OBPA reserves the right to escort the employee off the premises immediately (with pay) for the duration of the notice period due to the sensitive nature of the work performed. This requires approval of the supervising manager and the Executive Director.

    Other considerations:
    • Unused vacation may be accumulated from one year to the next in accordance with policy.
    • Unused vacation days shall be eligible for vacation buy-back annually with buy-back requests submitted in writing by December 1 of the applicable year. Such payment shall be made on or about 12/31 of the applicable year. For example, if there are five (5) days, forty (40) hours of unused vacation available as of 12/1/2016 for buy-back, the annual salary shall be divided by 260 to determine the applicable per diem rate, and payment shall be made on or about 12/31/2016. This program shall be limited to 50 percent of an employee’s unused vacation balance annually.











    Vehicle Policy Updated 10-04-2017 (DAMAGED DOCUMENT)





    Workers Compensation Policy (DAMAGED DOCUMENT)



    Workplace Violence Prevention Program Policy (DAMAGED DOCUMENT)












    Approved at December 14, 2016, Board Meeting