nextstep Meeting Minutes The regular semi-monthly meeting of the Board of Trustees of the Village of Menands was held on Monday, February 27th, 2023, and was called to order by Mayor Megan Grenier at 6:00 P.M. PRESENT: Megan Grenier, Mayor – Attended virtual illness Diane Foley, Trustee – Attended virtual illness Seth H. Harris, Trustee Timothy Lane, Trustee Brian Marsh, Trustee Donald Handerhan, Village Clerk William Smith, Treasurer Stephen Rehfuss, Village Attorney – Attended virtual Chief David Ognan, Fire Dept Mike Hagmann, DPW Also attending: Bill Garvey, Bill Nevins, Matt Rogers, Jen Nechaman, Chris Flint, Susan Dube, Brooke Johnson, Nicholas Daniels, Nick Kalogridis, and Steve Boulet The Deputy Mayor led the Pledge of Allegiance There was no Open Forum the following comments were submitted to the Board: TO: All Village Board Members From: Bill Garvey, Jr Important Village Items: Delighted door at 559 Broadway has been repaired. Request DPW replace the gravel and salt shed. Requesting tree be removed from the stop sign at Railroad Ave & Menand Rd Proposing anyone caught littering or damaging Village property be subject to 48 – 66 days of community service. He would like to see Railroad Avenue renamed. Requesting Local Law stating items should be 4’ away from extinguishers in all buildings and infrastructure in the Village. Proposing the use of biogas and biofuel or solar energy to power Village public buildings. His suggestions to improve Polk-Switzer Park build memorial markers dedicated to police, firefighters, rescue workers, and correction officers, who have lost their lives doing their jobs protecting life and property in local communities. Resolution Number 230138 A motion was made by Trustee Lane to accept the minutes of the February 6th, 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 230139 Trustee Lane made a motion to approve payment for the following, seconded by Trustee Marsh. WARRANT # 18: GENERAL totaling $51,630.03 WATER totaling $ 6,284.22 SEWER totaling $ 2,000.00 TOTALS $59,914.25 PAYROLL # 19: totaling $87,533.80 (01/27/23-02/09/23) PAYROLL # 20: totaling $99,322.89 (02/10/23-02/23/23) TOTALS $186,856.69 ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE Resolution Number 230140 A motion was made by Trustee Marsh, seconded by Trustee Lane, to accept the following resolution: RESOLVED, that the Treasurer be, and hereby is, authorized to make the following Budget Transfers Account Account From Acct: A.1990.0400 To Acct: A.1110.0401 Court Description Contingent Account Supplies $5,100.00 $1,000.00 Ink Cart, etc. From Acct: ” To Acct: A.1110.0402 Court Description ” Printing & Books Amount: ” $1,500.00 7500 REC From Acct: ” To Acct: A.1410.0104 Clerk Description ” P/T – O/T Amount: ” $600.00 Misc duties From Acct: ” To Acct: A.3410.0414 Fire Description ” Equipment repairs Amount: ” $1,000.00 Repairs to truck lights From Acct: ” To Acct: A.3410.0461 Fire Description ” Recruitment and Retention Amount: ” $1,000.00 Work shirts From Acct: A.3120.0108 Police To Acct: A.3120.0105 Police Description Lieutenant O/T Amount: $10,000.00 $10,000.00 No P/T available From Acct: A.3120.0140 Police To Acct: A.3120.0107 Police Description Court O/T DWI Patrol Amount: $2,000.00 $2,000.00 No Refund from cty yet From Acct: A.3120.0421 Police To Acct: A.3120.0418 Police Description Training Uniform Allow Amount: $1,500.00 $1,500.00 New Employees From Acct: A.8160.0445 Refuse To Acct: A.8160.0417 Refuse Description Landfill Charges Gas & Oil Amount: $3,000.00 $3,000.00 Price increases From Acct: A.9040.0804 Wrks Comp To Acct: A.9045.0806 Life Ins Description Village employees Employees Amount: $1,200.00 $200.00 Short in acct From Acct: ” To Acct: A.9089.0800 Compensated Description ” Absences Amount: ” $1,000.00 shortr last mtg WATER FUND From Acct: F.1990.0400 To Acct: F.8310.0208 Administration Description Contigent Acct Equipment Amount: $2,200.00 $1,000.00 Scada computer From Acct: ” To Acct: F.8310.0411 Administration Description ” Telephone Amount: ” $1,200.00 Had to add 1st light ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE The treasurer is requesting authorization to transfer $25,000.00 From the ARPA account to the General Fund to cover the cost of the Equipment and lettering of the new engine purchased from West Albany. Also, currently, the Treasurer requests an amendment to the budget in Account A.3410.0208 of $25,000.00 to cover the cost of the equipment and lettering of the new engine. Resolution Number 230141 After a discussion Trustee Lane moved the following resolution- a resolution authorizing the Treasurer to amend the 2022 – 2023 Village Budget account number A.3410.0208 by $25,000.00. The resolution was 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 Resolution Number 230142 Trustee Lane moved the following resolution authorizing the Treasurer to Transfer $25,000.00 from the ARPA saving account to the General Fund checking to cover the costs of new equipment for the Fire Department. The resolution was 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 Nicholas Daniels from Hershberg & Hershberg continued a discussion regarding the subdivision of 444 Broadway from the February 6th, Board Meeting. Due to the Drive-thru window, there are adjustments need to be made to the subdivision paperwork. Discussion followed. After a discussion, the Board decided to table until March 6th Board Meeting. Nicholas Daniels from Hershberg & Hershberg and Trustee Brian Marsh led a discussion regarding the property line adjustment of 51 Irving (also known as 339 Broadway). Discussion followed. After discussion, the Board decided to table until March 6th, to correct the paperwork needed for the property line adjustment. Matt Rodgers from LaBella led a discussion regarding the Board will have to look into open space provision in the subdivision law. Also, there is nothing in the codes regarding boundary line adjustments. Discussion followed. Resolution Number 230143 Judge Flint advised the Board after receiving and reviewing all applications for the Deputy Court Clerk position and following the interview process he would like to have the Board approve Brooke Johnson for the position of Deputy Court Clerk. Mayor Grenier appointed Brooke Johnson to the position of Deputy Court Clerk to begin on March 3rd, 2023. Trustee Marsh made a motion to approve the appointment of Brooke Johnson to the position of Deputy Court Clerk, 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 Board decided to hold the Budget Workshop on Thursday, March 9, 2023, at 5:30 P.M. The Budget Workshop will also be held via Google Meets. Resolution Number 230144 Trustee Lane made a motion to hold the Budget Public Hearing on April 3, 2023, at 6 P.M. second by Trustee Marsh. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Department Heads presented their Budget Proposals to the Board and answered all questions. Treasurer Bill Smith gave the Courts budget requests. Clerk Donald Handerhan introduced his budget requests for the Village Office and Buildings. Clerk Donald Handerhan introduced his budget requests for buildings. Treasurer Bill Smith introduced his budget requests for the Police Department. Chief Dave Ognan introduced their budget requests for the Fire Department. DPW Foreman Mike Hagmann introduced his budget requests for DPW, Water, Sewer, and Refuse Departments. Resolution Number 230145 The Clerk and Trustee Marsh led a discussion regarding converting all Village Building to LED lights and converting the streetlights to LED. Discussion followed. Trustee Marsh made a motion to convert all Village-owned buildings to LED Lights at a cost of $34,581.86, Second by Trustee Lane. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE Resolution Number 230146 Trustee Marsh made a motion to convert all streetlights to LED Lights at a cost of $40,523.02, Second 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 Clerk led a discussion regarding the rooftop units of the Firehouse needing to be replaced. The units are original to when the Firehouse was built. I sent out five requests for quotes and only received three quotes back. The Village of Menands is accepting bids to replace two (2) Gas / Electric rooftop HVAV units and modify existing ductwork. Scope of work: Disconnect and remove the existing two rooftop units. Install two new Rooftop Units with a Carrier – 50TC-D08A2A6-0A0A0 – 7.5 Ton or an equivalent. Reconnect high and low-voltage electricity to the units Modify existing ductwork and connect new insulated ductwork to new rooftop units. Furnish and install a weatherized protective coating on the existing and new ductwork. Start and test for proper operation. The following quotes were received: Dwight $30,575.00 Farrell Brothers $41,245.00 Family Danz $44,000.00 Crisafulli Bros Did not respond Roland J Down Did not respond Resolution Number 230147 Trustee Lane made a motion to have Dwight Plumbing and Heating replace the two rooftop HVAC units at the Firehouse at a cost of $30,575.00, Second by Trustee Foley. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE Mayor Grenier led a discussion regarding a law the New York State has approved to help improve the Recruitment and Retention of Volunteer Firefighters and EMS to receive a 10% reduction on their property tax. Discussion followed. After discussion, the Clerk and Village Attorney will draft a Local Law to be introduced at the March 6th Board Meeting. The Clerk led a discussion regarding the Filming Permit. Currently, there is no Filming Permit process. Film Permit Application Information A filming permit is required for individuals and businesses wishing to conduct commercial film, television, video, photography, and other media use projects on public or private property. Please find all pertinent regulations below. Complete the permit application and submit it to the Menands Village Clerk along with the following documentation: Signed Property Owner Consent Form Liability insurance certificate naming the Village of Menands as the additional insured Workers’ compensation coverage (C105.2 form) Disability coverage (DB-120.01 form) Parking plan sketch Once the application and required supporting documentation have been submitted, Menands Village Office will review and reply via email with the next steps of the application process. Work must not commence until the official permit has been issued. Once issued, the permit must be in the possession of the applicant on location at all times. Regulations Application regulations: A Permit is required to film, videotape, video record, televise or take still photographs for commercial purposes (including student and not-for-profit projects) on public or private property. All filming must adhere to Village Code regulations (i.e.: no graffiti or open fires). All activity associated with filming shall be fully disclosed on the application form and shall not be amended. Permits must be signed by the property owner, even if filming in a rented space/business, and their phone number must be provided. No permit shall be issued for filming on a property with an open Zoning Code, Building Code, Property Maintenance Code, and/or Fire Code violations. A Filming Permit application must be submitted in the completed form with all applicable fees, including a non-refundable $100.00 preliminary application fee, at least one week before the first day of proposed filming. This fee shall be applied to the final filming permit fees. Standardized fees including prep, restoration, photos/stills, TV, commercials, film/movies, and base camp range between $100.00 per day. Additional administrative and personnel costs are levied based on the details of the application. Fees are not refundable. The permittee shall provide the Village with the names, addresses, telephone, and cellular phone numbers of at least two contact people who are available 24 hours/day and who are authorized to act on behalf of the Permittee should the need arise. Location fees for filming on private property are between the property owner and the film company. A certificate of insurance and an endorsement naming the Village of Menands as an additional insured, with minimum coverage of $2,000,000 for public liability and $1,000,000 for property damage, together with evidence of statutory workers’ compensation coverage (C-105.2 form) and disability coverage (form DB-120.1) are required. Filming, including all setup and strike activities, shall only be conducted between the hours of 7:00 AM and 9:00 PM. No filming shall be permitted on legal and religious holidays. Off-duty patrol officers may be required, addressed on an individual shoot basis. If a Police Officer is needed the cost will be $65.00 per hour. If an off-duty patrol officer is required, the film company must contact the Chief of Police at 518 463-1681. Permittees are required to personally deliver, email, or mail a photocopy of the filming permit, and/or a letter of intent to film, to all owners of real property located within 100 feet of a property line of the filming and/or recording site as shown on the latest assessment roll of the Town of Colonie Assessor and to all owners of real property located on the same street as the filming and/or recording site who are located within 500 feet of a property line of such site, all at least two calendar days for personal delivery or four postmarked mail delivery days for mailing before the first day of filming and/or recording. The Village Clerk may require notice to additional owners of real property in the vicinity if conditions of the filming and/or recording so warrant. A list will be provided to you. MOTION PICTURE / TELEVISION/ STILL PHOTOGRAPHY /VIDEO This permit is issued to the applicant to film, televise or take still photographs on streets or property subject to the jurisdiction of the Village of Menands at the times and location designated below. This permit must always be in the possession of the applicant while on location. For additional information call the Menands Village Office: 518 434-2922. APPLICATION-PLEASE PRINT: DATE: ________________________ 1. Company: ___________________________________________________________________ Address: ____________________________________________________________________ 2. Production Contact: ____________________________ Telephone No. __________________ Two (2) 24 Hr. Contacts for the Day of Filming: Name: _________________________________________ Telephone No. __________________ Name: _________________________________________ Telephone No. __________________ 3. Location: ___________________________________________________________________ Signed Consent Property Owner: __________________________________________________ Printed: ________________________________________ Telephone No. __________________ 4. Dates of Filming: ______________________ Specify hours including set up, strike, and the arrival of production vehicles: ________________________________________________ 5. Dates and times Prep and Restoration: ___________________________________________ 6. Type of Production (Commercial/TV/Photos/Other) ________________________________ 7. Name of Production/Product: __________________________________________________ 8. Interior: __________ Exterior: _________ Both: _______ Scene Description(s) _________ ____________________________________________________________________________ 9. No.in cast/crew/background: ____________ No./Types of all vehicles: _________________ 10. Plan to Minimize Traffic Disruption: ___________________________________________ 11 Full Equipment List: __________________________________________________________ 12. Director __________________________ Production Manager________________________ 13. Insurance Company: ___________________________ Copy of Insurance Certificate: _____ 14. Anticipated Viewing Date: ___________________ Celebrities: _______________________ 15: Signature of Film Representative: _______________________________________________ Print: ___________________________________________ Office Use Only Copies Forwarded to: Police Department ______ Fire Department: _______ DPW: _________ Village Board: _______ Village Office: _______ Village Clerk: ___________________________________ Date: ___________ Police Chief: ____________________________________ Date: ___________ Resolution Number 230148 A motion was made by Trustee Marsh to approve the Filming Permit application, 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 Chief David Ognan requested permission to use apparatus for the St Patrick’s Day Parade. Resolution Number 230149 A motion was made by Trustee Lane to approve the use of apparatus for the St Patrick’s Day Parade, 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 Trustee Lane led a discussion regarding a letter that was received regarding changing an address number for the home at 421 ½ Broadway to 422 Broadway. Discussion followed. Resolution Number 230150 After a discussion Trustee Lane made a motion to approve renumbering 421 ½ Broadway to 422 Broadway and the current 422 & 424 Broadway will be numbered to 424 Broadway, second by Trustee Marsh. ADOPTED: Trustee Foley voting AYE Trustee Harris voting AYE Trustee Lane voting AYE Trustee Marsh voting AYE Mayor Grenier voting AYE Jen Nechaman, from LaBella, gave an update on the High Service reservoir. Plans have been submitted to the Board of Health. The plans are being prepared to go out to bid to make the necessary repairs. Discussion followed. The Clerk advised the Board that Park Rental Reservations will start on March 1st, 2023. At 7:19 P.M. Trustee Marsh made a motion to enter into Executive Session to discuss a Legal matter, 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 regular meeting reconvened at 7:25 P.M. A motion was made by Trustee Marsh to adjourn, 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 meeting was duly adjourned at 7:25 P.M. __________________ Donald Handerhan Village Clerk
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