nextstep Meeting Minutes The regular semi-monthly meeting of the Board of Trustees of the Village of Menands held on Monday, April 17th, 2023, was called to order by Mayor Megan Grenier at 6:00 P.M. PRESENT: Megan Grenier, Mayor Diane Foley, Trustee Seth H. Harris, Trustee Timothy Lane, Trustee Brian Marsh, Trustee Donald Handerhan, Village Clerk William T. Smith, Jr., Village Treasurer Stephen Rehfuss, Village Attorney – Virtual Ryan St. Gelais, Police Chief Also attending: Bill Garvey, Charles Ansert, Steve Boulet, Nicholas Kalogridis, Mike Magguilli, Bill Nevins, Doug Ruther, Jen Nechamen, Molly Harbour- virtual, Kevin O’Connor-virtual, Kevin Schwebki. The mayor led the Pledge of Allegiance. The mayor opened the Public Hearing regarding Increasing the Wate/Sewer Rates at 6:00 P.M. The Clerk read the following notice: A public hearing will be conducted at 250 Broadway, Menands, NY for the said Village on Monday, April 17, 2023, at 6:00 P.M. by the Board of Trustees of the Village of Menands to consider increasing Water / Sewer rates. All are encouraged to attend and comment at or to present comments in writing to Clerk Handerhan before noon on April 17, 2023, at email hidden; JavaScript is required. Such public hearings are open to the public and accessible to the handicapped. You may attend the Public Hearing in person in the Village Hall second floor of 250 Broadway or via the Google Meets link: meet.google.com/mre-txbp-btk or Join by phone (US) +1 401-646-0768 PIN: 541 841 494# The regular Board meeting to follow. The increase in the Water and Sewer Rates will be needed to cover bond the costs of the South End project. We have received grants from the Environmental Facilities Corporation so the bond amount will be less than the project. The treasurer recommends an increase in the water rates of 5% and an increase of 5% in the sewer rates. This will equate to an increase in the minimum bill for 6 months of $27.70 or about 15 cents per day. Resident Steve Boulet asked if a percentage of the water/sewer is for maintenance and upgrading the water/sewer system. A discussion followed. After answering all questions, the mayor closed the Public Hearing at 6:12 PM. Open Forum: To: All Menands Village Board Members From: Bill Garvey Jr. Important Village items: Thanked the Village Board for approving LL #1 of the 2023 Zoning Law Update. Thanked the Village Board for approving LL #2 of 2023 Tax exemptions for firefighters and rescue workers. Thanked the Village Board for changing Railroad Avenue to Station Street. He thanked the Village Board for approving the 444 Broadway subdivision. He is in favor of installing LED lights in all Village buildings and streetlights. He is opposed to the Village Board’s decision to override the 2% Tax Cap. He reported a utility pole that is leaning to the Police Department. He closed an open gate on Glenwood Road and reported it to the Police. Street light marker #69 located on the bridge is not on during the night. He has started his lower Menands litter collection. Resolution Number 230185 A motion was made by Trustee Lane to accept the minutes of the April 3rd, 2023, Board Meeting, seconded by Trustee Marsh. ADOPTED: Trustee Foley voting ABSTAINED Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE Resolution Number 230186 A motion was made by Trustee Marsh to approve payment for the following, seconded by Trustee Foley. WARRANT # 22: GENERAL totaling $ 30,408.96 WATER totaling $285,032.69 SEWER totaling $ .00 TOTALS $315,441.65 PAYROLL # 23: totaling $ 90,438.43 (03/24/23-04/06/23) ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The Clerk led a discussion regarding a proposal from the General Code Enhanced Graphics Proposal for the Zoning Law update. Project Build Price $5,998 Enhanced Graphics includes the following: > Conversion of Zoning Chapter into an XML Document > Enhanced Presentation of Graphic Content > Code Analysis > Editorial Work > Duplication and Publication of 5 Sets of Supplemental Legislation > Updated eCode360 > Shipping Performance Schedule The updated Code supplements will ship within 8 to 12 weeks of authorization of this agreement. Approval of the General Code proposal was tabled to allow the Board and LaBella Associates to review the proposal. Resolution Number 230187 After the discussion, Trustee Harris offered the following – a resolution authorizing an increase in the water rates by 5% and an increase in the sewer rate by 5%. These rate changes will begin with the May 1, 2023, billing period. The resolution was seconded by Trustee Lane. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The Mayor led a discussion regarding some confusion regarding the Park Rental fees for Village Departments who rented the park. In 2019 a $50.00 fee was attached to the Park Rental. Village Departments were not supposed to be charged. Resolution Number 230188 Trustee Marsh made a motion to reimburse Village Departments $50.00 charges for park use, seconded by Trustee Harris. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The mayor advised the Board that the Fire Company held its Elections on April 4, 2023, and the following have been elected to the following positions: David Ognan Fire Chief Michael Steurer 1st Assistant Chief Jonathan Dudley 2nd Assistant Chief Harvey Bender Captain TJ Robertson Captain Sherri Archambault Lieutenant Resolution Number 230189 Trustee Lane made a motion to approve the 2023-2024 Fire Line Officers, seconded by Trustee Foley. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The Clerk led a discussion regarding Dwight Plumbing and Heating’s annual service contract. The contract went up $125.00 from last year to $4,400.00. COMMERCIAL ONE-YEAR PREVENTATIVE MAINTENANCE AGREEMENT BEGINNING MAY 1. 2023 THROUGH APRIL 30. 2024 *250 BROADWAY* REPLACE THE AIR FILTERS 4 TIMES YEARLY. CLEAN EVA PORATOR COOLING COILS ONCE PER YEAR. CLEAN THE CONDENSOR COILS ONCE PER YEAR OIL THE MOTORS ON AIR CONDITIONING EQUIPMENT, (BLOWERS, CONDENSOR, AND CHILLER MOTORS), IN THE COOLING SEASON ONCE EVERY THREE MONTHS. REPLACE THE BELTS, ADJUST SHEAVES FOR THE ROOFTOP UNIT, AND EXHAUST FANS, ONCE PER YEAR TEST FOR PROPER OPERATION OF THE ROOFTOP UNITS, CHILLER, AND INDIVIDUAL ROOM UNITS IN THE SPRING FOR THE COOLING SEASON AND IN THE FALL FOR THE HEATING SEASON GREASE THE PUMP FOR THE CHILLER SYSTEM FOUR TIMES DURING THE ONE-YEAR PERIOD. SERVICE THE PNEUMATIC PUMP TWICE YEARLY CHECK ALL THERMOSTATS AND UNITS FOR PROPER OPERATION. CHECK ALL SAFETY CONTROLS ON EQUIPMENT IN AIR CONDITIONING MODE. OIL MOTOR PERTAINING TO HEATING EQUIPMENT DURING THE HEATING SEASON. OIL THE EXHAUST FAN MOTORS ONCE EVERY 3 MONTHS CLEAN THE TWO BOILERS IN THE FALL. TEST FOR PROPER OPERATION OF THE SAFETY AND OPERATING CONTROLS *280 BROADWAY* REPLACE AIR FILTERS 4 TIMES YEARLY CLEAN EVAPORATOR COOLING COILS ONCE PER YEAR. CLEAN THE CONDENSOR COILS ONCE PER YEAR OIL THE MOTORS IN THE COOLING SEASON FOR THE HVAC EQUIPMENT REPLACE THE BELTS AND ADJUST SHEEVES FOR THE ROOFTOP UNIT. TEST THE ROOFTOP UNIT FOR PROPER OPERATION CHECK THE THERMOSTAT FOR PROPER OPERATION. CHECK ALL OPERATING AND SAFETY CONTROLS IN A/C MODE. OIL MOTORS IN THE FALL FOR HEATING SEASON. CLEAN THE BURNERS, AND CHECK THE HEAT EXCHANGER ON THE ROOFTOP UNIT AND THE FURNACE IN THE BASEMENT. CLEAN THE STEAM BOILER, AND TEST FOR PROPER OPERATION OF THE SAFETY CONTROLS AND OPERATING CONTROLS. CLEAN AND FLUSH THE LOW WATER CUT-OFF CONTROL ON THE BOILER. ONE-YEAR PREVENTATIVE MAINTENANCE AGREEMENT $4,400.0 ALL OF THE ABOVE PREVENTIVE MAINTENANCE WORK IS DESIGNED TO KEEP YOUR HEATING AND AIR-CONDITIONING SYSTEM WORKING AT MAXIMUM EFFICIENCY. ALSO, UNIT CLEANINGS, OPERATIONS, AND SAFETY CHECKS WILL HELP TO ADD TO THE LIFE OF YOUR EQUIPMENT. NO PARTS OR LABOR OTHER THAN THOSE STATED ABOVE ARE INCLUDED IN THIS AGREEMENT. Resolution Number 230190 Trustee Foley made a motion to approve the service contract with Dwight Plumbing and Heating at a cost of $4,400.00, seconded by Trustee Harris. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The clerk led a discussion regarding the mailing machine. Mailing machine the lease coming to an end. The Clerk looked at NYS Contract for the mailing machine and does not have a lease option. The Village is a member of Sourcewell. Sourcewell is a cooperative purchasing in which procurement is conducted by or on behalf of, one or public procurement units. The Clerk checked with Steve Rehfuss using Sourcewell to meet the Village Procurement Policy. The Clerk recommends the Village enter a 60-month lease with Pitney Bowes for a SendPro C500 Automatic Mailing System. The new machine meets all the Post Office requirements. 60 Month First (12) Months $ 131.63 Per Month** Lease Plan Next (48) Months $ 164.72 Per Month** Meter Rental & Subscription – Included – Maintenance – Included – There is a 365 Warranty with the Lease Option Offered under Sourcewell Contract # 011322-PIT. This results in lower costs for the first (12) months. Billing will continue a quarterly cycle. Postage is easily transferred from the current unit to the new system of your choice. Current DM400 Ink Cartridge Supplies are compatible with NEW SendPro C500. The SendPro C500 uses different tape strips. Delivery, installation, and operator training included. Resolution Number 230191 Trustee Marsh made a motion to approve the lease from Pitney Bowes for $134.63 per month for the first twelve months and $164.72 per month for the next 48 months for the postage machine, seconded by Trustee Foley. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The clerk gave an update on the rooftop units for the firehouse. The units are being delivered within the next two weeks. Dwight hopes to install the units in the first week of May. Mayor Grenier led a discussion regarding EV Charging Stations Grant. The Village of Menands was awarded $32,934 for four Level 2 charging ports. The purchase of the EV Charging Stations is another step toward the Village’s goal of being a Climate Smart Community. A discussion followed. The clerk advised the Board that LED lights have been installed in all Village owned buildings. The only area left to complete the project is the firehouse hallway near the elevator, which should be done by the end of the week. Treasurer Smith advised the Board that he has received a quote for the accounting system. The estimate to convert to Springbrook is $50,000.00 and ARAP Funds could be used. A discussion followed. The clerk informed the Board that the Fire Department will be using apparatus for the Little League Parade which was approved at the annual meeting. At 7:31 P.M. Trustee Marsh made a motion to enter into Executive Session to discuss three legal matters, seconded by Trustee Harris. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The regular meeting reconvened at 7:31 P.M. Trustee Harris made a motion to adjourn, seconded by Trustee Marsh. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The meeting was duly adjourned at 7:47 P.M. ______________________ Donald Handerhan Village Clerk
Village Board Meeting Monday, May 6th, 2024 The Menands Village Board Meeting will be held on Monday, May 6, 2024 in the Village Municipal Building located second floor at 250 Broadway. To... READ MORE
