Garden City Board of Trustees Action: May 18, 2017 The Garden City Board of Trustees convened for a regularly scheduled meeting on Thursday, May 18, 2017 at 8:00 p.m. and took the following action: Volunteer Firefighter Approval The Board approved Volunteer Firefighters Bobby N. Juarbe and Nicholas J. Pena. Public Hearing: Parking The Board held a pubic hearing regarding 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 Planning Commission has been meeting with a parking consultant for the past two years to review existing regulations within commercial districts. The consultant, Georges Jacquemart, a principal with BFJ Planning, was present during the public hearing. The hearing will continue at the June 1, 2017 Board meeting. Public Hearing: Zoning The Board held a public hearing regarding a proposed local law to amend zoning on Seventh Street in the Village of Garden City. The Garden City Chamber of Commerce suggested and requested that the Board remove commercial zoning restrictions within the T-Zone, which primarily includes Seventh Street and Franklin Avenue. The proposed changes would no longer require Zoning Board of Appeals approval when a request is made for a storefront to become a restaurant or bank. The Board closed the public hearing but must await Nassau County Planning Commission approval before taking action. Approval of Minutes The Board approved the minutes of the May 4, 2017 Board meeting by a vote of 7-0 (Trustee John Delany was absent). Consent Calendar Finance Assessment of Unpaid Water Rent The Board passed a resolution directing the Village Clerk to include all unpaid water rents on the annual Village Tax Levy. Assessment of Unpaid Commercial Sanitation Charges The Board passed a resolution directing the Village Clerk to include all unpaid
commercial sanitation charges on the annual Village Tax Levy. Request to Close Capital Projects and Transfer Funds The Board passed a resolution to close certain completed capital projects and transfer the remaining balances to the Reserve for the bond debt and applied toward the debt service for their respective Capital Improvement Projects: Removal of Ellis Hall $161,585.28 Replacement of the Gas Pumps $59.46 Central Garage Boiler $41,191.58 Roller Hockey Rink $13,991.64 Fire Department Renovations $53,583.20 The Board passed a resolution to close certain completed capital projects for which there is no debt service and transfer the remaining funds to the General Fund: Salt Storage $3,220.15 Land Acquisition $643.80 Transfer of Funds The Board approved the following fund transfers: $5,600 from Fire-Maintenance of Equipment and $6,500 from Fire-Maintenance of Plant and $3,000 from Fire-Fire Prevention and $18,000 from Fire-Uniforms (totaling $33,100), to Fire-Equipment to fund the purchase of a Thermal Imaging Camera System to better detect heat and fire behind walls, and additional equipment upgrades (i.e.: tools, saws and fans). $3,000 from Street Administration-Telephone to Building-Natural Gas due to an underfunded account. $7,000 from Street Administration-Telephone to Street Maintenance-Materials and Supplies to fund asphalt for storm drain and road repairs. $2,500 from Street Administration-Telephone to Refuse and Garbage-Maintenance of Equipment to fund sanitation truck repairs. $350 from Snow Removal-Contractual Services to Engineer-Materials and Supplies to fund materials and supplies required for new interns. $2,000 from Snow Removal-Contractual Services to Recycling-Maintenance of Equipment to fund repairs to recycling truck. $4,000 from Refuse and Garbage-Contractual Services to Street Maintenance-Materials & Supplies to fund asphalt required for road repairs.
$4,000 from Refuse and Garbage-Contractual Services to Street Maintenance- Maintenance of Equipment to fund truck repairs due to excessive use in paving season. $4,000 from Refuse and Garbage-Contractual Services to Storm Sewers-Materials and Supplies to fund additional storm drain repairs. $4,173.82 from Water Administration-Banking Services to Source of Supply, Power and Pump-Regular Salary due to an underfunded account. $435 from Water Administration-Banking Services to Transmission and Distribution-Part time to fund additional coverage due to vacation scheduling. $70 from Water Administration-Banking Services to Transmission and Distribution-Other Payouts to fund meal allowances as a result of a water main break. $750 from Water Administration-Banking Services to Transmission and Distribution- Materials and Supplies to fund additional supplies as a result of a water main break. Personnel REMOVED: Annual Contractual Salary Step Increments Trustee Robert Bolebruch requested the following item be removed from the agenda: Annual Contractual Salary Step Increments for the CSEA, CSEA Supervisory Unit, PBA and Managerial. Village Administrator Waiving Permit Fees for Mandatory Sidewalk Improvements The Public Works Department from time to time directs owners of real property in the Village to repair and/or replace portions of sidewalk adjacent to their property. The Board voted to amend the current fee schedule in order to waive the $150 permit fee. Compensation for Per Diem Prosecutors in Village Court At the Board s authorization, Mayor Brian Daughney re-appointed the following individuals as independent contractors, per diem prosecutors, in Village Court, with compensation for each prosecutor set at $300 per Court Session, effective May 1, 2017 through May 1, 2018. This is a renewal of the prior agreement; Mayor Daughney extended the contract for an additional 60 days. The agreements are on file in the Village Clerk s Office. Joseph M. Terino, Syosset, New York Marybeth Malloy, Garden City, New York Christopher Gomoka, North Valley Stream, New York Kiersten Bartolotta, Sayville, New York
Adjustment and Penalty Removal - Water Bill - $26.26. The Board authorized the removal of a penalty charge on a certain resident's water bill. This penalty was part of a subset of high water bill complaints that required further investigation. As part of the investigation, the resident was advised not to pay the bill until the investigation was complete and a conclusion was reached and that any automatic penalties resulting from the non-payment would be subsequently removed. The Village continues to diligently work to resolve these issues and request the Board approve the removal of this penalty. Delegate the Village Clerk the Authority to issue Fair, Picnic and Block Party Permits The Board voted to delegate its authority to the Village Clerk with regards to granting permits with respect to fairs, picnics and block parties. Trustees believe such matters can be handled administratively without the need for application to and decision of the Board of Trustees. Long Island Railroad Third Track The Board engaged the services of The Vertex Companies, Inc. to assist the Village with review of the LIRR Third Track Project, the Final Environmental Impact Statement (FEIS) and the project s potential impact on the Village of Garden City at an amount not to exceed $15,000. The Board approved a $15,000 fund transfer from Contingent to Law-Consultant Fees to pay for services of The Vertex Companies, Inc. Sick Leave Trustees approved sick leave for seven employees in the Police (4), Fire (1) and Public Works (2) Departments. Recreation License Agreement Trustees approved a license agreement between the Village and Adelphi University for use of the University s Olmsted Theatre by the Garden City Recreation Annual Student Dance Showcase. Dress rehearsal is scheduled for Wednesday, May 31, 2017 and performances will take place on Friday, June 2, 2017 and Saturday, June 3, 2017. The Recreation Department has over 100 young women who have registered to receive special dance instruction over a four-month period. Rental fees charged by Adelphi University are offset by registration fees and ticket sales for the performances. Public Works Renewal of Street Lighting Maintenance Contract Trustees extended for an additional year a maintenance contract with Anker s Electric Service, Inc. for $141,380. This is for the second year of the contract with Anker s
Electric Service, Inc., for the period ending May 31, 2018. The contract was split into two one-year periods. Extension of Directional Drilling Contract Trustees extended a directional drilling contract with Island Cable Company for an additional year for a total cost of $43,900. Renewal of Hourly Rates - Water Quality Testing The Board approved updated hourly rates for laboratory analytical services for Pace Analytical Services, Inc. Water testing is required by Nassau County and New York State Health Departments. The Village is now required to sample for the Lead/Copper Program. There is no change in fee; rates are on file in the Clerk s office. Additional Contract Work The Board approved $2,987.50 in additional contract work at the Cedar Valley Pump Station. Bensin Contracting Inc. will install one explosion-proof light fixture for entry safety in the Grinder Vault. This work increases the project total to $97,387.50. Renewal of Professional Services Trustees renewed an agreement with Tri-State Transportation for $18,000 with regard to professional services for drug and alcohol testing for Phase II in compliance with Federal Department of Transportation Commercial Driver s License (CDL) requirements and the non-cdl employees as required by the CSEA contract. There has been no change in the fee. Fire SAM Grant The Fire Department Radio Infrastructure Upgrade Project is the first major upgrade of the Fire Department Radio System since 1998. With new technology available, it will allow better communications in the field and on the fire ground. In addition, this project will enable Village use as an Office of Emergency Management Center in the event of any natural disaster or emergency. The project has begun and is being implemented in three phases: (Phase 1) upgrade to the console system, point-to-point phone line replacements between the firehouse and its repeater and to Firecom; (Phase 2) upgrade to the Mutual Aid Radio Dispatching via a roof mounted antenna sled system; and (Phase 3) upgrade to remaining phone lines, and backup paging and repeater systems that will reduce and potentially eliminate the annual cost of leased lines. The Department is applying for a State Municipal Facilities Program (SAM) Grant for reconstruction of the radio room at Fire Headquarters located in Village Hall. According to 1 st Assistant Chief Thomas Strysko, the project was approved in the 2015-16 capital budget and the Department is seeking $118,112 in grant funds through Sen. Kemp
Hannon s office. Agreement The Board approved an agreement with Advanced Control Industries Inc. for $1,919.16. This company will provide door security and monitoring for the Fire Department through May 31, 2018. Agreement The Board approved an agreement with M. J. Barney Corporation, d/b/a, Long Island Fire Technology for $36,000. This agreement will provide commercial building inspection services and fire pre-planning services for the Fire Department through May 31, 2018. Professional Service Contract The Board approved a professional service contract with Alpine Software Corporation for $13,500. This system controls all of the department s functions from payroll to call tracking. This system is updated with new features to improve its use in the department. REMOVED: Professional Service Contract Trustee Robert Bolebruch requested the following item be removed from the agenda: a professional service contract with Above N Beyond Office Cleaning, LLC for $480 per month to clean Fire Headquarters, as well as $3,400 to strip/wax and maintain the newly installed flooring four times a year. Award of Bids Trustees awarded the following bids: Rubbish Removal 2017 Award Bid to Jamaica Ash & Rubbish Removal, Co., Inc., low bidder, for: 30 cu. yd. container loads of mixed rubbish at $594 per container at an amount not to exceed $308,880 30 cu. yd. container loads of miscellaneous yard waste at $594 per container at an amount not to exceed $21,384 Award Bid to County Ready Mix and Supply, LLC, low bidder, for: 400 cu. yd. container loads of used street, ice, control sand and mixed sweepings at an amount not to exceed $11,600 400 cu. yd. container loads of removal sweepings at an amount not to exceed $11,600 700 cu. yd. container loads of broken concrete at an amount not to exceed $14,000 1,200 cu. yd. container loads of mixed broken asphalt at an amount not to exceed $32,400 Total Bid Award - $399,864 Fourteen vendors were invited to bid; four bids were
received. New (Unused) Tires and Related Services Award bid to J & J Miles Rubber Corp., low bidder for: Items #1-8 at an amount not to exceed $30,458 Item #15 at an amount not to exceed $1,032 Items #17-28 at an amount not to exceed $6,636 Item #30 at an amount not to exceed $3,270 Items #32-35 at an amount not to exceed $3,906 Award bid to, Hempstead Tire Service, Inc., low bidder, for: Items #9-14 for an amount not to exceed $18,479.90 Item #16 at an amount not to exceed $540 Item #29 at an amount not to exceed $750 Item #31 at an amount not to exceed $850 Total Bid Award - $65,921.90 Five vendors were invited to bid; two bids were received. Permits Block Parties Trustees approved the following block parties: Adams Street between Chester and Salisbury Avenues on Saturday, June 10, 2017 from 11:00 a.m. to 11:00 p.m. (Rain date June 11) Cambridge Avenue between Edgemere and Middleton Roads on Saturday, June 17, 2017 from 12:30 p.m. to 11:00 p.m. (Rain date June 18) Cambridge Avenue between Middleton and New Hyde Park Roads on Saturday, June 17, 2017 from 12:30 p.m. to 11:00 p.m. (Rain date June 18) Formal Agenda Proposed Local Law Regarding Fences Trustees set a public hearing date of Thursday, June 1, 2017 with regards to a proposed local law to adopt Chapter 99 of the Village Code concerning fences. The proposed local law is intended to clarify the installation process to ensure that the finished side of a fence is always facing the adjacent property. This would also apply to any properties facing the public right of way. Most new fences have finished sides on both sides. However, older traditional fences like stockade or wood picket type fences are finished on one side only. These types of fencing would need to be installed with the finished side facing out when inspected by the Village. Trustees also declared themselves the lead agency and adopted a negative declaration
Presentation At the May 18th Board of Trustees meeting, Dennis Kelleher, P.E., a principal with the Village s consulting engineer, H2M, made a final presentation regarding alternatives and options for the construction of a new one million gallon elevated water storage tank. The presentation included three basic pedestal and tank designs, each offering different material and design characteristics that drive construction and maintenance costs over the lifetime of the asset. Bid specifications will be advertised in June and the project, once awarded, will take between six to 12 months to complete depending upon the design chosen. The next Board of Trustees meeting is scheduled for Thursday, June 1, 2017 at 8:00 p.m. at Village Hall.