Consent Calendar. Finance

Transcription

1 Garden City Board of Trustees Action: June 1, 2017 The Garden City Board of Trustees convened for a regularly scheduled meeting on Thursday, June 1, 2017 at 8:00 p.m. and took the following action: Public Hearing: Closed Trustees closed a hearing on a proposed local law to amend Chapter 200 of the Village Code with respect to off-street parking requirements for commercial and residential uses in the Village and to amend the Village District Map to create the Downtown Parking District. The Board took no action at this time. Public Hearing: Postponed Trustees postponed a public hearing on a proposed local law to adopt Chapter 99 of the Village Code concerning fences due to publication timing issues. It will be rescheduled for a date to be determined. Adoption of Proposed Local Law Trustees unanimously adopted a Local Law that amends zoning on Seventh Street in the Village of Garden City. The law removes certain commercial zoning restrictions within the Village s T-Zone, which primarily includes Seventh Street and Franklin Avenue. The lifted restrictions are intended to, among other things, streamline the process, enhance the pedestrian environment and achieve greater land-use efficiencies. The new code changes were not expanded to include general office uses beyond those that already existed in the code. The law permits banks and restaurants to replace empty storefronts as of right and eliminates Zoning Board of Appeals approval. Approval of Minutes Trustees voted 7-0 to approve the minutes of the May 18, 2017 meeting. (Trustee John Delany abstained from voting as he was not in attendance at the May 18, 2017 meeting.) Consent Calendar Finance Re-engagement of Professional Services Trustees re-engaged the professional services of Capital Markets Advisors, LLC to provide financial advisory services related to debt issuance and continuing disclosure. Appropriation of Funds Trustees authorized the appropriation of $21, to Program Expenses in the Fiscal Year. Under New York State Civil Practice Law, certain funds received from forfeiture of assets are restricted to fund under-budgeted Police expenditures. At the close of the fiscal year , the Village had $21, held in Reserve. Appropriation of Termination Reserve Trustees authorized the appropriation of $4, from Reserve for Compensated Absences to Termination Payout for payments from the Reserve maintained for that purpose for a Public Works employee who retired.

2 Transfer of Funds Trustees approved the following fund transfers: $18,000 from Water Administration-Banking Services and $1,300 from Water-Administration- Contractual Services (totaling $19,300) to Social Security to fund under-appropriated Water Fund Social Security Account. $975 from Water Administration-Contractual Services to MTA Payroll Tax Account. Personnel Annual Contractual Salary Step Increments Trustees approved annual salary increases to the next higher step within the salary range of the position classification based upon the recommendation of the Department Head and Board of Trustees approval for the following: o CSEA Supervisory Unit o PBA o CSEA Rank & File o Managerial The date of the step increase is tied to the employee s date of hire (payroll which is closer to June or December). Village Administrator Engagement of Professional Services The Board engaged the professional services of Total Technology Solutions for a total cost of $67,557 to provide the Village with 24x7 network monitoring and alerting support, network management tools to manage all network devices, infrastructure, alerts and troubleshooting, a Help Desk ticketing system for employee issues, IT notes and creation of a knowledge base, technical advisors for emerging technologies, virtualization of servers, budgeting, quarterly onsite technology review, antivirus, malware, spyware protection and cyber security vulnerability and penetration testing, remote application deployment for security patches and software changes, network management reports for better decision making regarding changes to the network and reallocation of system resources to provide a smoother, faster running network. This engagement also includes business continuity/disaster recovery/icloud Backup, which includes monitoring, support and applicable software licensing with offsite data retained for one year. These combined services are a monthly cost of $5,103 for annualized cost of $61,236. In addition, the Village will purchase a 10-hour technical support time block for onsite remediation for times when problems cannot be resolved remotely. $4,621 of this amount is for the purchase of disaster recovery hardware, which will be coming from the Technology Capital Account.

3 Rainbow Monument Restoration Trustees approved a $10,500 transfer from Contingent to Parks Contractual Services to fund the restoration of the Rainbow Monument for the 100th anniversary of Camp Mills, which was located in the southeast area of the Village and received troops from across the country for deployment to France, including the famous 42nd (Rainbow) Division. (The contractual price quote is $9,625 and an allowance of $875 was added to the project budget as contingency.) Sprung Monuments of West Babylon will power wash and chemically clean the World War One Memorial as well as the concrete benches surrounding the memorial for $9,625. Pointing and re-caulking, color and contrasting designs and highlights are all included in the scope of the work. The monument is located on St. James Street South. The project should take approximately two weeks to complete. Fund Appropriation The Board authorized the appropriation of $12, to fund the payment to TRI, Utility Cost Reductions. The Village entered into an agreement with TRI on October 1, 2015 to perform an audit of utility charges to the Villages. All overcharges they recovered from the utilities for the Village were to be split with TRI equally. Funds in the amount of $24, were received from the State of New York. Therefore, payment shall be issued to TRI in the amount of $12,275.35, as per the Agreement. Sick Leave Trustees approved sick leave for an employee of the Public Works Department. Recreation Senior Center Project Trustees voted to increase the capital project for the Senior Center project by $750. During the Phase II renovation of the moved building, additional design services were required for an alternate HVAC System. The cost of this service exceeded the original contract amount of $151,000. This brings the total cost of this project to $151,750. In addition, this additional cost increases Phase II of the overall project, including design services, from $1,458,363 to $1,459,113. Trustees authorized to pay the change order for debruin Engineering, P.C. in the amount of $750 for the design services with regard to the alternate HVAC System. Funds are available in the 2016/17 Capital Budget. Building Engage Consultant Trustees approved a $25,000 fund transfer from Contingent to Safety Inspection Contractual Services to fund the engagement of International Code Council (ICC) for plan examination for the proposed Marriott Hotel. The Building Department is requesting the services of the consulting firm International Code Council (ICC) for plan examination for the proposed Marriott Hotel. OTO Development has

4 requested an expedited review and will be submitting plans and requesting (Fast Track) which will subsidize the encumbered cost through our fast track revenue line. The estimated amount is $21,500 as a preliminary estimate but the Department requested it be approved at an amount not to exceed $25,000, as the exact cost will not be known until the formal submission has been submitted. Public Works Amend Fee Schedule Trustees approved amendments to the fee schedule for road opening permit fees for utility companies: Change from: Change to: Sidewalk Openings/Sidewalk Sidewalk/Apron and Drop Curb Replacement Remove entire section: Replacement/Curb and Gutter Work/Sewer Add Section: Utility Work Right of Way Gas/Electric/Communications and other Right of Way Water and Sewer Service Replacement and Repair Bellholes: Up to 25 sq. ft.: $12.50 per sq. ft. Openings over 25 sq. ft: $750 flat fee (includes openings in road/sidewalk and utility area) Trenching: $1 per l.f. Deposit: Check or Bond required (see office) $150/first $1,000 plus $15 for each add l $300 deposit/first $1,000/$15 each add l Engagement of Cleaning Service Trustees engaged the professional services of Above N Beyond Office Cleaning, LLC to clean Village Hall at the rate of $1,350 per month for three days a week beginning June 1, Sidewalk and Curb Construction Charges 2017 Valente Contracting Corp., 77 Jackson Avenue, Mineola, New York. 4" Sidewalk $9.00 per square foot 6" Sidewalk $11.00 per square foot Drop Curb $30.00 per linear foot The awarding of the bid is pending the Estoppel Period for the bonding of Road Improvements. Maintenance Bond Trustees accepted a $145,000 maintenance bond, which guarantees for one year work ThyssenKrupp Elevator Corporation did for the Village. ThyssenKrupp Elevator Corporation was the contractor for the Elevator Modernization Project at the Garden City Library.

5 Bid Awards Police Department Uniforms Awarded bid to J. & A. Uniform Supplies, Inc., only bidder, at a cost not to exceed $35,000. Eight vendors were invited to bid; one bid was received. Bulk Liquid Caustic Soda Awarded bid to Univar USA, Inc., low bidder, for a total cost of $56,250. Eight vendors were invited to bid; three bids were received. Sewage Pump for the Meadow Street Pump Station Awarded bid to GP Jager Inc., low bidder, for a total cost of $24,345. Eight vendors were invited to bid; two bids were received. Transferred $7,245 from Sanitary Sewers Contractual Services to Sanitary Sewers-Equipment, as the new sewer pump exceeded the estimated cost. Concrete Ready Mix Awarded bid to Universal Ready Mix, Inc., low bidder, for an amount not to exceed $26,656. Public Works Uniforms Awarded bid to J & A Uniform Supplies, Inc., low bidder, at a cost of $17, Five vendors were invited to bid; four bids were received. Permits Street Fair Trustees granted a request by Dennis Donnelly, executive director of the Garden City Chamber of Commerce to hold the Belmont Festival on Seventh Street in Garden City on Friday, June 9, 2017 (Rain date June 16) from 6:00 p.m. to 10:00 p.m. and to close Seventh Street prior to 6:00 p.m. to allow time for the set up. The Chamber is contributing $5,000 to the Village to off-set expenses incurred by the Village, $1,500 in June, 2017 $1,500 in July, 2017 and $2,000 in August, Friday Night Promenades Trustees granted a request by Dennis Donnelly, executive director of the Garden City Chamber of Commerce, to hold Promenades on Seventh Street beginning on Friday, June 16, 2017 and ending on September 15, Seventh Street closure will be between Franklin and Hilton Avenues from 6:00 p.m. to 10:00 p.m. Formal Agenda

6 Final Site Plan Approval Trustees granted final site plan approval for Perennial Restaurant, to be located at 990 Franklin Avenue. This includes a waiver of off-street parking for 35 spaces at the above referenced location. Work Session Board Priorities List Trustees, in a public work session, discussed a list of priorities intended to help set, maintain and keep priorities during the next year to 18 months. Members of the Board discussed the list and the projects, and sought input from Department Heads, including Village Administrator Ralph Suozzi, as to the scope of the project and the timelines. Mayor Brian C. Daughney explained, The purpose of this list is to keep us and staff focused on certain matters and to commit to deadlines to get things accomplished. Generally, the list is comprised of items that are long term in nature, or involve a large sum of money, or may change the way a department operates, or part of the way a department operates." Members of the Board stressed that list is intended to be, and necessarily has to be, fluid. As time progresses and matters are investigated and addressed and information is learned, the scope of the matter may well change. Numerous priorities are included on the list, including St. Paul s, integrating the Village s three major financial systems, hiring a Human Resources attorney, the Recreation and Parks Department s Strategic Plan and more. To read the list in full, visit the Alerts section of the Village s website, Public comment and questions were not included in the work session. The next regularly scheduled Board of Trustees meeting is Thursday, June 15, 2017 beginning at 8:00 p.m. at Village Hall.