The regular semi-monthly meeting of the Board of Trustees of the Village of Menands, held on Monday, September 23, 2019 was called to order by Mayor Megan Grenier at 6:00 P.M

PRESENT:

Megan Grenier, Mayor
Diane Foley, Trustee
Seth H. Harris, Trustee
Brian Marsh, Trustee
Aileen Nicoll, Trustee
Donald Handerhan, Village Clerk
William T. Smith, Jr., Village Treasurer
Stephen Rehfuss, Village Attorney

Also attending: Nate Pannucci, Emily Mastinanni, Bill Garvey, Susan Sweeney, Mike Steurer, Kirk Montanye, Robyn Cotrona, Eric Johnson, Vince Commissio.

The Mayor led the Pledge of Allegiance.

Mr. Nate Pannucci and Emily Mastinanni of Teal Becker & Chairamonte, CPA’s, the Villages’ auditors, reviewed the Villages’ draft financial audit of the Village Funds and the Court Funds that they recently completed. He stated that both the Village and Court Funds were given an unqualified report, which is the best opinion they can issue. Nate answered all questions from the Board.

Trustee Marsh made a motion to accept the Auditor’s Report for the Village Funds for the 2018-2019 Fiscal Year and authorized the Treasurer to sign the representation letter for the Village, seconded by Trustee Harris.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Trustee Marsh made a motion to accept the Auditor’s Report for the Court Funds for the 2018-2019 Fiscal Year and authorized the Treasurer to sign the representation letter for the Village, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Open Forum:

Resident Bill Garvey reported to Menands Police about an open basement door on Harts Lane.

Mr. Garvey found ID Cards while in the park and turned them into the Menands Police.

Mr. Garvey asked the Clerk what has happened to street light # 64. The Clerk advised it was struck by a vehicle.

Mr. Garvey is in favor of the improvements to the trails, but does have concerns regarding climate changes, ticks, poison ivy, litter and vandalism.
Resident Robyn Cotrona expressed her concerns with the different rates being charged to single family homes vs apartment complexes. A discussion followed.

Resident Susan Sweeney asked for an update on her request for a more updated website. Mayor Grenier explained it is a work in progress and the goal is to have the website completely updated before the end of the year.

Resident Sweeney asked with the purchase of new trucks and the upcoming leaf season is there a plan so there is not a repeat of last year. Mayor Grenier explained the new trucks will not be here in time for leaf season.

In regards to last years leaf season many notices were sent out and the residents continued to put leaves out into roadway causing a hazard. The Village had no choice but to pick up leaves. A discussion followed.

Resident Mike Steurer asked for a Quiet Zone update. Mayor Grenier explained CP Rail is being difficult to work with to get permits to pave Simmons Lane. Once the paving is completed, road will be striped and new signs will be installed. Hopefully by Spring the Quiet Zone will be in place.

A motion was made by Trustee Harris to accept the minutes of the September 3rd, 2019 Board Meeting, seconded by Trustee Foley.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

A motion was made by Trustee Harris to approve payment for the following, seconded by Trustee Marsh.

WARRANT # 8:

GENERAL totaling $ 69,040.38
WATER totaling $ 9,140.84
SEWER totaling $136,985.00
TOTALS $215,166.22

PAYROLL # 8: totaling $ 79,046.85
(08/30/19-09/12/19)

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Treasurer is requesting authorization to transfer $7,300.00 from General Fund Unassigned Fund Balance to account A.1110-0404 Court Miscellaneous Expenditures. This was the amount of the JCAP Grant the Court received last fiscal year but was not spent due to getting quotes, etc. and will be spent this fiscal year.

Trustee Nicoll made a motion to authorize the Treasurer to transfer $7,300.00 from General Fund Unassigned Fund Balance to A.1110-0404 Court Miscellaneous Expenditures, seconded by Trustee Marsh.
ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

The Clerk advised the Board the Village received the following bids for a 25-yard loader garbage truck:

Albany Truck Sales (cab over engine) $220,447.28
Tracey Road Equipment (straight cab/engine) $200,797.67

After a discussion, Village requires a cab over engine due to the tight turning ratios of some of the village streets. Trustee Marsh offered the following resolution – a resolution authorizing the Village to accept the bid for the following Maintenance Equipment: 1-cab over engine 25-yard rear loader garbage truck for $220,447.28 from Albany Truck Sales, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

The Clerk advised the Village Board that the Village can piggyback on the Onondaga County Municipal Contract and purchase 2- heavy duty trucks with dump bodies, plows and salters for ($182,896.00 each) totaling $365,792.00.

After a discussion with Chief Steurer Trustee Marsh offered the following resolution – a resolution authorizing the Village to accept the bid for the following Maintenance Equipment: 2- heavy duty trucks with dump bodies, plows, and salters for a total of $365,792.00 under the Onondaga County Municipal Contract with H.L. Gage of Albany supplying the trucks, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

The Clerk advised the Board he has received quotations for Fire Equipment with state contract prices as follows:

23 Scott Pak’s from Municipal Emergency Services for $193,232.89; and from Pittsfield Communications Systems (Motorola) for 7 Mobil Radios and 23 Portable Radios $82,841.60 for a total of $276,074.49

After a discussion Trustee Marsh offered the following resolution – a resolution authorizing the Village to purchase the following firefighting equipment: 23 Scott Pak’s from Municipal Emergency Services for $193,232.89 and from Pittsfield Communications Systems the 7 Mobile and 23 Portable Radios for $82,841.60 for a total of $276,074.49, seconded by Trustee Nicoll.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

SECTION 001100

INVITATION TO BID
Sealed bids for the:

VILLAGE OF MENANDS
2019 VILLAGE ROAD IMPROVEMENTS
will be received at the following address:

Village of Menands
Attn: Don Handerhan, Clerk
280 Broadway
Menands, New York 12204

until 2:00 PM local time on September 17, 2019 and then at said office publicly opened and read aloud.
The Project generally consists of the following work:
Approximately 5,000-SY of milling, paving of 5,000-SY of 1.0-inch top course; pavement removal; pavement markings; erosion and sediment controls; site restoration; maintenance and protection of traffic; and record drawings.
Work shall be substantially completed and operational by November 4, 2019, and ready for final payment by November 18, 2019. The Work will be considered substantially completed when all paving, pavement striping, and associated site work other than final site restoration is complete. The Work will be considered ready for final payment when site restoration is complete.
The bidders must meet the qualification criteria listed in Section 321216. Documentation of the criteria must be submitted with Section 004113 – Bid Form.
Bids received by mail or by hand after the appointed time on the date specified shall be rejected, notwithstanding that such Bid may have been placed in a mail box or other mail receptacle regularly maintained by the United States Postal Service before such time and ordinarily in sufficient time to have been delivered on time.
Bid security in the amount of 5% of the Bid must accompany each Bid in accordance with the Instruction to Bidders.
The successful Bidder will be required to furnish a performance bond and a payment bond, each in an amount equal to 100% of the contract price. Bidders will also be required to furnish a Non-Collusive Affidavit.
Drawings and Specifications may be examined at the following locations:

Village of Menands
280 Broadway
Menands, New York 12204
Tel: (518) 434-2922
The Chazen Companies
547 River Street
Troy, New York 12180
Tel: (518) 273-0055

Eastern Contractors Association
6 Airline Drive
Albany, NY 12205
Dodge Reports
www.construction.com
(877) 784-9556

The contract documents for this Project are available on compact disc (CD) only. Copies of the documents may be obtained from The Chazen Companies at the address listed above at no charge. If contract documents are requested to be mailed, a $20.00, non-refundable payment must be provided to cover shipping and handling. Mail orders must include a cover letter specifically indicating which bid documents are being requested. Checks for the Contract Documents shall be made payable to “The Chazen Companies”.
Note that only bidders who obtain sets from and are registered with The Chazen Companies will receive notification of Addenda.
This project is publicly funded. The Bidders must comply with the New York State Department of Labor Prevailing Wage Rate Schedule and conditions of employment.
The Village Menands, as Owner, reserves the right to waive any informalities or irregularities in the Bid received, or to reject any or all Bids without explanation.
By Order of: Village of Menands

On Tuesday, September 17, 2019 at 2:00 P.M. the following bid was received for the 2019 VILLAGE ROAD IMPROVEMENTS:

Empire Paving $78,810.00

After a discussion Trustee Harris made a motion to reject the 2019 Village Road Improvements Bid received from Empire Paving, seconded by Trustee Marsh.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Fire Chief Mike Steurer asked the Board for $3,345.00 for Bulldog Fire & Emergency Apparatus to fabricate, install and mount trays for extrication tools in the Rescue 6. The Treasurer noted there is money in the budget to cover the cost.

Trustee Foley made a motion authorizing the $3,345.00 charge for Bulldog Fire & Emergency Apparatus to fabricate, install and mount trays for extrication tools in Rescue 6, seconded by Trustee Marsh.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

Eric Johnson from Chazen Companies told the Board there will be a pre-construction meeting at 10:00 A.M. Wednesday, September 25th at 280 Broadway for the Sage Estate Trails.

Mayor Grenier advised the Board that 12 letters were sent out to businesses regarding water meters. A discussion followed.

Mayor Grenier followed up on Louis Avenue complaints. The Mayor has spoken to Chief Lacosse and he has spoken to the State and Menands Police about complaints of people urinating behind 444 Broadway. The owners of 444 Broadway have cleaned up behind the building.

Treasurer Smith stated the Village of Menands has received Moody’s Investment Report for this year and the Village’s rating is AA3. This will be posted on the website.

Trustee Marsh stated the Village of Menands was in The Spotlight Newspaper and Business Review.

Trustee Marsh explained he attended the NYCOM Fall Conference and gain a wealth of knowledge.

Trustee Marsh asked Treasurer Smith the status of the Fixed Asset Audit. Mr. Smith stated the contract is signed, waiting for Asset Works to arrive to complete the audit.

A motion was made by Trustee Marsh to adjourn, seconded by Trustee Harris.

ADOPTED:

Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Trustee Nicoll voting AYE
Mayor Grenier voting AYE

The meeting was duly adjourned at 7:21 P.M.

____________________
Donald Handerhan
Village Clerk

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