[HISTORY: Adopted by the Town Board of the Town of Orchard Park 7-26-2006. Amendments noted where applicable.]
A. 
Number of members. The Committee shall consist of a minimum of three members and a maximum of six members.
[Amended 3-7-2007]
B. 
Term of service:
(1) 
The Committee shall be appointed annually by the Town Board for a one-year term at the annual organizational meeting.
(2) 
The Chairman of the Committee shall be appointed by the Town Board.
C. 
Duties.
(1) 
The Committee shall develop and recommend bid specifications for Town insurance.
(2) 
The Committee shall identify insurance companies able to underwrite policies suitable to the bid specifications.
(3) 
The Committee shall assist the Town Board in the selection of agents to represent each company interested in providing insurance for the Town.
(4) 
The Committee shall review bids from insurance companies which submit bids.
(5) 
The Committee shall make recommendations to the Town Board for coverage choices.
D. 
Compensation:
(1) 
The Committee members shall receive no compensation from the Town.
(2) 
The Committee members, their agencies, and relatives are prohibited from writing any insurance policy for the Town of Orchard Park.
(3) 
The Committee members are strictly prohibited from collecting commissions, fees, referral fees, and any other compensation as a result of placement of any insurance policy for the Town of Orchard Park.
If, for any reason, the Insurance Review Committee is unable to discharge its duties, the following shall apply:
A. 
The Town Board shall hire an insurance consultant.
B. 
The consultant shall perform the duties assigned to the Committee.
C. 
The compensation for the consultant shall be negotiated by the Town Board.
A. 
The Town Board, at its annual organizational meeting, shall appoint an agent to represent each company which is a potential underwriter of the insurance for the Town Clerk's office.
B. 
The qualifications to be an agent to represent insurance companies shall be as follows:
(1) 
Each agent must be licensed in the State of New York.
(2) 
Each agent shall have a good reputation.
(3) 
Each agent must have a staff which is sufficient to provide service to the Town.
(4) 
Each agent must be appointed directly by the insurance company.
(5) 
Each agent must have at least 10 years' experience as an insurance agent.
A. 
Bidding:
(1) 
The Town shall bid insurance contracts at least every three years.
(2) 
The Town may solicit bids at any time based upon the recommendations of the Committee.
(3) 
The Town shall award insurance contracts based on the lowest responsible bidder supplying the coverage and quality required by the Town of Orchard Park.
(4) 
The Town Board shall list all reasons for rejecting the lowest bidder.
B. 
Reiteration of state law. This policy and procedure for insurance procurement shall comply with all applicable state laws, including § 104 of General Municipal Law, (Procurement Policies and Procedures) and § 80 of the General Municipal Law, (Conflict of Interest).