HomeMy WebLinkAbout2015-03-24 - Board of Trustees Meeting Minutes VILLAGE OF RYE BROOK
BOARD OF TRUSTEES MEETINGS
VILLAGE HALL, 938 KING STREET
TUESDAY, MARCH 24, 2015
AGENDA
7:00 P.M. —EXECUTIVE SESSION: Board, Commission & Committee Appointments
7:30 P.M. —REGULAR MEETING
PLEDGE OF ALLEGIANCE
REPORT/PRESENTATIONS
AFFORDABLE HOUSING
PUBLIC HEARINGS
RESOLUTIONS:
1. Overview of the 2015-2016 Tentative Budget and setting a public hearing for
April 14, 2015.
2. Considering authorizing the purchase of playground equipment to be placed at
Pine Ridge Park.
3. Considering a budget transfer for Contract #14-06 Garibaldi Parking Lot.
4. Considering approving the use of Village Streets for the Annual Jarden
Westchester Triathlon.
5. Considering rejecting the bids for Contract #15-04 Lincoln Avenue Water Tanks.
6. Considering awarding the bid for Contract #15-02; Village Wide Sanitation.
7. Considering the approval of Minutes from March 10, 2015
8.
Board of Trustees Meeting
March 24,2015
Page 1 of 16
ADMINISTRATOR'S REPORT
OLD BUSINESS
NEW BUSINESS
DISCUSSION ITEMS
ACTION ON NON-AGENDA MATTERS SUBJECT TO THE CONSENT OF THE
TRUSTEES PRESENT AT THE MEETING
THE NEXT SPECIAL AND REGULAR TRUSTEES MEETINGS: April 14 and
April 28, 2015
BUDGET WORKSHOPS: March 25 and April 7, 2015
BOARD: Trustee Susan R. Epstein
Trustee David M. Heiser
Trustee Jason A. Klein
Mayor Paul S. Rosenberg
Excused: Trustee Jeffrey B. Rednick
VILLAGE STAFF: Christopher Bradbury, Village Administrator
Sarah Bledsoe, Assistant to the Village Administrator
Greg Austin, Chief of Police
Suzanne Volpe, Village Counsel
Robert Bertolacci, Parks and Recreation Superintendent
Michel Nowak, Superintendent of Public Works
Fred Seifert, Public Access Coordinator/IT
Marilyn Timpone-Mohamed, Village Consultant
Paula Patafio, Meeting Secretary
Mayor Paul Rosenberg called the Tuesday, March 24, 2015 meeting of Board of Trustees
meeting to order. He noted that the Board held an Executive Session prior to the meeting
on Board, Commission and Committee Appointments.
Board of Trustees Meeting
March 24,2015
Page 2 of 16
Mayor Rosenberg noted that Trustee Rednick was excused from the meeting.
Mayor Rosenberg called for the first item on the agenda:
RESOLUTIONS:
1. Overview of the 2015-2016 Tentative Budget and setting a public hearing for
April 14, 2015.
Mr. Bradbury, Village Administrator, read the following resolution:
RESOLUTION
SETTING A PUBLIC HEARING FOR APRIL 14, 2015 ON THE 2015-2016 TENTATIVE
BUDGET
RESOLVED, that a Public Hearing will be held by the Board of Trustees of the Village
of Rye Brook on Tuesday, April 14, 2015 at 7:30 p.m. at Village Hall located at 938 King Street,
Rye Brook, New York to consider the proposed 2015-2016 Tentative Budget for the Village of
Rye Brook; and
BE IT FURTHER RESOLVED, that the notice of public hearing shall state the time,
place, purpose of the hearing, and that a copy of the tentative budget is available in the office of
the Village Clerk, for inspection during regular office hours and posted on the village website
www.ryebrook.org.
Mayor Rosenberg thanked Mr. Bradbury and his staff, all the department heads, for their
work on this tentative budget. He noted that it seems to get harder and harder every year
to prepare the budget. There are two workshops scheduled and residents are invited to
attend. In addition, residents are welcome to review the budget on the Village's website.
Mr. Bradbury noted that a full overview of the Budget will be provided at the public
hearing. He gave a brief overview, noting that the tentative budget for the fiscal year
beginning June 1, 2015 and ending May 31, 2016 has been prepared and filed with the
Village Clerk. Now it is the Village Board's budget the Board must review and approve
changes to the budget before May 1St. The budget must be adopted by May 1St or the
tentative budget becomes the annual budget for the Village.
Board of Trustees Meeting
March 24,2015
Page 3 of 16
Mr. Bradbury noted that the two (2) Payment in Lieu of Taxes (PILOT) agreements at
Doral Arrowwood ("Doral") and Stonegate at BelleFair (now Atria) ("Stonegate") have
ended. As a result, these properties returned to the 2014 taxable roll along with
$56,215,700 in combined total taxable assessed value (AV). Instead of making PILOT
payments, these properties now pay over $450k in village property taxes and are included
as part of the tax levy. With the addition of these Doral and Stonegate properties onto the
taxable roll, the Village's total assessed value goes up $106.4M (+4.29%). Not including
these two properties, the taxable roll still went up $50.2M (2.02%). The Homestead
property values increased $53.6M (2.69%) over the prior year, while the non-homestead
property values either increase $52.9M overall if you include the two former PILOT
properties) or decrease $3.3M (-0.68%) if you exclude these two properties.
The goal is to keep the tax levy as low as possible while still providing superior services
to the residents. New York State has a tax cap and if the Village stays eligible property
owners can receive a property tax freeze credit check from NYS. In order to receive this
rebate check in FY 2016- 17, a municipality must stay within the tax cap and have a
Government Efficiency Plan submitted to the state by June 1, 2015. The village is
planning on submitting a consolidated Government Efficiency Plan with Westchester
County prior to that deadline.
The Village continues to reinvest. Replacing and renovating existing buildings, vehicles,
and parks. The total taxable value has gone up 2%. For the residents that means about a
$40 per year increase. There is a tax rebate program through the state.
Mayor Rosenberg noted that a much more detailed overview will be given at the public
hearing in April. The department heads have done a phenomenal job in pulling together
this budget. He reminded everyone that budget workshop meetings were open to the
public and he invited everyone to attend.
Mayor Rosenberg called for questions or comments from the Board. There being no
further comments, he clled for a motion to adopt the resolution.
On a motion made by Trustee Susan Epstein, and seconded by Trustee Jason Klein, the
resolution was adopted.
Board of Trustees Meeting
March 24,2015
Page 4 of 16
Sarah Bledsoe, Assistant to the Village Administrator, called the roll:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
2. Considering authorizing the purchase of playground equipment to be placed
at Pine Ridge Park.
Mr. Bradbury read the following revised resolution:
RESOLUTION
(REVISED 03-24-2015)
CONSIDERING AUTHORIZING THE PURCHASE OF PLAYGROUND
EQUIPMENT TO BE INSTALLED AT PINE RIDGE PARK
WHEREAS, the playground at Pine Ridge Park was installed approximately twenty
years ago and has since become outdated and requires significant improvements for safety; and
WHEREAS, the Parks and Recreation Advisory Council and Robert Bertolacci, Parks
and Recreation Superintendent, have recommended that the Village Board of Trustees authorizes
using Kompan Inc. for the purchase and installation of playground equipment at Pine Ridge
Park; and
WHEREAS, Kompan, Inc. has been awarded a contract for the purchase and installation
of playground equipment by the County of Mecklenburg in the State of North Carolina on the
basis of best value in a manner consistent with New York General Municipal Law Section 103
and said contract by its terms is available for use by other governmental entities if such entities
are registered with US Communities Government Purchasing Alliance (Contract #110171); and
WHEREAS, New York General Municipal Law Section 103(16) authorizes
municipalities to make purchases of apparatus, materials, equipment or supplies and to contract
for services related to the installation, maintenance or repair of apparatus, materials, equipment
and supplies through a contract let by the United States of America or any agency thereof, any
state or any other political subdivision or district therein if such contract was let to the lowest
Board of Trustees Meeting
March 24,2015
Page 5 of 16
responsible bidder or on the basis of best value in a manner consistent with New York General
Municipal Law Section 103 and made available for use by other governmental entities; and
WHEREAS, NYS Office of General Services has contracted with Kompan, Inc. by
piggybacking on Communities Government Purchasing Alliance Contract #110171 (NYSOGS
Contract#PC66666); and
WHEREAS, on March 11, 2014, the Village of Rye Brook Board of Trustees adopted a
local law pursuant to New York General Municipal Law §103(l) to authorize the award of
certain purchase contracts subject to competitive bidding on the basis of best value, as defined in
Section 163 of the New York State Finance Law; and
WHEREAS, the installation services of Kompan, Inc. are recommended, because this
work must be completed by an authorized vendor of Kompan, Inc. to maintain the warranty for
the playground equipment, the installation prices are already established in US Communities
Government Purchasing Alliance Contract #110171, the manufacturer has a reputation for
providing quality goods and services and the installer will be required to pay NYS prevailing
wages; and
WHEREAS,the Village of Rye Brook saves the cost and expense of seeking competitive
bids or requests for proposals for the purchase and installation of playground equipment for Pine
Ridge Park by utilizing the US Communities Government Purchasing Alliance Contract
#110171; and
WHEREAS, the total cost of the project is estimated to be $125,524 which includes the
removal of the old equipment and installation of the new equipment by Kompan, Inc.; and
WHEREAS, $100,000 would be allocated for the purchase and installation of the
playground from the proceeds of a BAN authorized in the 2014-15 adopted budget and the
remaining $25,524 would be deducted from the Recreation Trust Fund;
NOW, THEREFORE BE IT RESOLVED that, based upon the information set forth
above, the Village Board of Trustees hereby finds it is in the best interests of the Village to
purchase the playground equipment and installation services from Kompan, Inc. through the US
Communities Government Purchasing Alliance Contract#110171; and be it
FURTHER RESOLVED that the Village Board of Trustees hereby authorizes the
purchase of playground equipment from Kompan, Inc. through the US Communities
Government Purchasing Alliance Contract #110171, which was awarded on the basis of best
value, in an amount not to exceed $125,524, with $100,000 to be funded from a BAN authorized
in the 2014-15 adopted budget and up to $25,524 to be funded from the Recreation Trust Fund;
and be it
FURTHER RESOLVED that the Mayor and Administrator are authorized to sign any
documents necessary for the implementation of this resolution.
Board of Trustees Meeting
March 24,2015
Page 6 of 16
The Recreation Counsel met with vendors to see what types of programs were out there.
The Recreation Counsel and Superintendent of Parks and Recreation made
recommendations to the Village. The Village is piggy-backing on a New York State
contract, which offers discounts.
Mayor Rosenberg thanked the Recreation Counsel for their work on this project. He
noted that this is an interesting project. He called up Mr. Bertolacci, Superintendent of
Recreation, for an overview of the project.
Mr. Bertolacci noted that the existing playground was built in 1996. It definitely needs
upgrades. Discussions have been going on for six months. The plan before the Board
includes an explorer doom. Since the playground is going to be there for at least the next
20 years, then it should be the best playground possible.
The Village was able to get discounts, and lower demolition costs, to move this project
forward. Mr. Bertolacci reviewed the items that were included in the equipment that has
been purchased.
Mayor Rosenberg called for questions or comments from the Board.
Trustee Klein noted that the project includes wood fiber. Trustee Epstein felt that this
design was the best for the space. Mr. Bertolacci agreed, and noted that over the past six
months the original design has been changed. Things were taken out and moved around.
An updated schematic will be placed on the Village's website.
Mr. Bertolacci noted that as soon as the paperwork is in place it will take six weeks to get
the equipment. The work should be done in June/July and the playground will be shut
down for a few weeks during construction. The current playground will not be
disassembled until the contactor is ready to install the new equipment. No one wants the
playground to be shut down for longer than needed.
Attorney Suzanne Volpe, Village Counsel, was asked to review the contract.
This is going to be a very different looking and beautiful park.
On a motion made by Trustee David Heiser, and seconded by Trustee Epstein, the
resolution was adopted.
Board of Trustees Meeting
March 24,2015
Page 7 of 16
Ms. Bledsoe called the roll:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
3. Considering a budget transfer for Contract #14-06 Garibaldi Parking Lot.
Mr. Bradbury read the following resolution:
RESOLUTION
CONSIDERING A BUDGET TRANSFER
FROM CONTINGENCY TO GARIBALIDI PARKING LOT PROJECT
BE IT RESOLVED that the proposed budget transfer is hereby approved:
From:
Comprehensive Plan $5,000.00
2013 —2014 Police Vehicles $2,087.00
Air Compressor $326.54
2013 —2014 Resurface Basketball $500.00
Courts at Rye Hills Park
Construct Storage Shed at Rye Hills $400.00
Park
2014—2015 Resurface Tennis Courts
at Pine Ridge Park $500.00
Trailer for Parks $1,500.00
$10,313.54
To:
901.1620.005—Garibaldi Parking Lot $10,313.54
Board of Trustees Meeting
March 24,2015
Page 8 of 16
Mr. Bradbury noted that the funds are transferred from other accounts. The demolition of
the existing house has already been completed.
On a motion made by Trustee Klein, and seconded by Trustee Epstein, the resolution was
adopted.
The roll was called:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
4. Considering approving the use of Village Streets for the Annual Jarden
Westchester Triathlon.
Mr. Bradbury read the following resolution:
RESOLUTION
CONSIDERING APPROVING USE OF VILLAGE STREETS FOR THE ANNUAL
JARDEN WESTCHESTER TRIATHLON
RESOLVED, that the Jarden Westchester Triathlon is authorized to use the Village of
Rye Brook streets for the Jarden Westchester Triathlon on Sunday, September 27, 2015,
requested in a letter received March 13, 2015; and be it
FURTHER RESOLVED, that Village streets shall be used in compliance with the terms
and/or conditions established by the Village of Rye Brook Police Department.
Mr. Bradbury noted that this organization has hosted this event for several years. The
applicant has notified the police department, and the streets for the event have been laid
out.
Board of Trustees Meeting
March 24,2015
Page 9 of 16
On a motion made by Trustee Epstein, and seconded by Trustee Heiser, the resolution
was adopted.
The roll was called:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
5. Considering rejecting the bids for Contract #15-04 Lincoln Avenue Water
Tanks.
Mr. Bradbury read the following resolution:
RESOLUTION
CONSIDERING REJECTING THE BIDS FOR CONTRACT #15-04
LINCOLN AVE. WATER TANK PROJECT
WHEREAS, The Village of Rye Brook has solicited bids for Contract#15-04;Lincoln Ave.
Water Tank Project;and,
WHEREAS, at 10:00am on Friday,March 6, 2015, twelve (12) bids were received and
opened as summarized below:
Bidder Base Bid
Foley's Pump Service $ 325,836.75
American Petroleum $ 317,636.00
Landi $ 234,112.00
Paladino Concrete $ 243,680.00
Specialty Construction Systems, Inc. $ 431,000.00
Papito Construction $ 429,440.00
The Franklin Company Contractors,Inc. $ 597,478.61
Gemstar $ 331,250.00
Con Tech $ 297,401.22
Legacy Supply,LLC $ 246,790.00
Board of Trustees Meeting
March 24,2015
Page 10 of 16
Joker Development $ 239,982.34
UAP, Inc. $ 344,000.00
WHEREAS,upon review of the bids, the Village Administrator and Village Engineer have
determined that the lowest bid amount of$234,112 exceeds the funding available for the project.
NOW, THEREFORE BE IT RESOLVED, that all bids for contract#15-04 Lincoln
Ave Water Tank Project are hereby rejected.
Mr. Bradbury noted that the bid amounts exceed the funding for this budget. The Village
is attempting to get a water source near the compost site. When the warmer weather
comes around, the compost site is prone to fires. Although they are small, it would be a
good idea to have a water source close for safety reasons. This is a frustrating project. A
fire hydrant, which replenishes itself and has no maintenance, was the best source but it
was too expensive. The next idea was water tanks, and that was also too costly.
Mayor Rosenberg called for questions and/or comments from the Board. As there were
none, he called for a motion to adopt.
On a motion made by Trustee Heiser, and seconded by Trustee Klein, the resolution was
adopted.
Ms. Bledsoe called the roll:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
6. Considering awarding the bid for Contract #15-02; Village Wide Sanitation.
Mr. Bradbury read the following corrected resolution:
Board of Trustees Meeting
March 24,2015
Page 11 of 16
RESOLUTION
CONSIDERING AWARD THE BID FOR CONTRACT #15-02
VILLAGE WIDE SANITATION
WHEREAS, the Village of Rye Brook has solicited bids for Contract#15-02 for the Village
Wide Sanitation project;and,
WHEREAS, at 10 am on Wednesday,March 4, 2015 the Village Administrator opened four
(4) sealed bids as summarized below;
Bidder Bid 1, Option A- Rear Yard Collection Bid 2, Option B - Curb-Side Collection
2 Year Contract 3 Year Contract 2 Year Contract 3 Year Contract
Carlo Minuto Carting $ 2,190,720.00 $ 3,305,640.00 $ 1,877,760.00 $ 2,836,200.00
City Carting $ 2,304,000.00 $ 3,479,040.00 $ 1,944,000.00 $ 2,935,000.00
R& S Waste Services $ 1,575,842.00 $ 2,387,478.00 $ 1,535,442.00 $ 2,326,270.00
AAA Carting $ 1,387,344.48 $ 2,081,016.72 $ 1,127,344.48 $ 1,691,016.72
WHEREAS,upon review of the bids, the Village Administrator and Village Engineer have
determined the lowest responsible bidder meeting all the requirements of the bid document is AAA
Carting.
NOW, THEREFORE BE IT RESOLVED that that Village Board of Trustees hereby
awards Contract#15-02 "Village Wide Sanitation Collection Service" to AAA Carting for a three-
year, rear yard collection agreement for a total bid price of$2,081,016.72 subject to the following
condition:
1. That the Westchester County Solid Waste Commission approves the request by the Village
to enter into a three-year contractual agreement for solid waste collection services; and be it
FURTHER RESOLVED that should the Westchester County Solid Waste Commission
deny the submitted request, that the Village of Rye Brook Board of Trustees awards Contract#15-
02 to AAA Carting for a two-year contract,rear yard collection agreement for the total bid price of
$1,387,344.48
OR
NOW, THEREFORE BE IT RESOL VED that that Village Board of Trustees hereby awards
Contract#15-02 "Village ride Sanitation Collection Service"to AfJf1 Carting for a tbreeyear, curb-side
collection agreement for a total bid price of,$1,691,016.72 subject to the following condition:
Board of Trustees Meeting
March 24,2015
Page 12 of 16
1. That the Wl`estcbester County Solid Wlaste Commission approves the request by the Village to enter into a
three year contractual agreement for solid waste collection services;and be it
FURTHER RESOLVED that sbould the Wl`estcbester County Solid haste Commission deny the
submitted request, that the Village of Rye Brook Board of Trustees awards Contract#15-02 to AAA Carting for a
tavo year contract, curb-side collection agreement for the total bid price of,$1,127,344.48.
Mr. Bradbury noted that the lowest bidder was AAA Carting.
Mayor Rosenberg noted that Trustee Rednick asked that the matter not be closed at this
evening's meeting so that he could be part of the discussion.
It was noted that AAA Carting put in the low bid for both the rear yard and the curb side
bids. The decision must be made by May 31, 2015. The decision of curb or rear yard
causes a heated discussion. There are different issues involved. Mr. Bradbury noted that
there is a cost savings this year with the new contract. An additional savings could result
if the curb side option is chosen, however, there is opposition from residents.
Trustee Heiser noted that this is a major decision in that every resident of Rye Brook has
their garbage picked up twice a week. He asked if there was a way to split the cost. If a
resident would like rear yard pick up, then they could pay for this additional service.
Otherwise they would need to bring their trash to the curb.
Mr. Bradbury noted this project could be bid out with an a la carte service. He did note,
however, that different equipment is used for curb side versus rear yard pick up. Perhaps
the rear yard pick up could be done on a permit basis.
The Board discussed pick up when it is raining or snowing, and how the garbage pails
and/or the lids end up filled with water or snow. The lids are left off or turned upside
down to indicate that the pickup has been done.
Trustee Epstein noted that many people do not avail themselves of the rear yard pick up.
However, many of the elderly or disabled residents do.
Mr. Bradbury stated that this matter warrants further review. This is a very sensitive
issue.
Trustee Klein felt that rear yard pick up was important, especially for those residents that
cannot drag the container to the curb. Residents should receive notice of this matter so
that they can provide input.
Board of Trustees Meeting
March 24,2015
Page 13 of 16
It was the consensus of the Board to table the matter to the meeting of April 14th.
On a motion made by Trustee Epstein, and seconded by Trustee Klein, the resolution was
tabled.
The roll was called:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
7. Considering the approval of Minutes from March 10, 2015
Mr. Bradbury read the following resolution:
RESOLUTION
CONSIDERING THE APPROVAL OF MINUTES:
MARCH 10, 2015
NOW, THEREFORE BE IT RESOLVED, that the Village of Rye Brook Board of Trustees
hereby certifies the approval of the minutes for the meeting held on March 10, 2015.
On a motion made by Trustee Klein, and seconded by Trustee Heiser, the minutes were
approved as amended.
The roll was called:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee David M. Heiser voting aye
Mayor Paul Rosenberg voting aye
ADMINISTRATOR'S REPORT:
Mr. Bradbury noted that the Dissolution of Rye Town has been under consideration for
many years. Port Chester has voted against the Home Rule, and Mamaroneck overturned
Board of Trustees Meeting
March 24,2015
Page 14 of 16
their vote. Rye Brook is the only municipality that wants to move forward. As a result,
the project will not be proceed.
The opening day for the Little League is April 18th. It will commence with a Little
League Parade at 12:30 starting at Ridge Street School and going to Pine Ridge Park.
Westchester and Greenwich Task Force will re-start their monthly meetings. There is a
nice dialogue at these meetings and King Street corridor projects are discussed. There is
a lot of shared information that goes back and forth.
Mr. Bradbury congratulated the 6th grade boys' basketball team for their recent win at the
Westchester County Center.
It was noted that the Men's Softball Program is being cancelled as a result of not having
enough teams. This was discussed at a prior meeting, and the minimum number of teams
need to fund the program was not reached.
Mayor Rosenberg thanked Mayor Pagano and Trustee Gene Ceccarilli of Port Chester for
their positive votes on the Rye Town Dissolution. It is very disconcerting that this matter
will not move forward.
Mayor Rosenberg noted that the budget workshops, scheduled for April, are open to the
public. He urged residents to attend.
The next Board of Trustees meetings are scheduled for April 14 and April 28, 2015.
Mayor Rosenberg noted that there were no members of the public in attendance wishing
to address the Board. There being no further business before the Board, the meeting
was adjourned at 8:45 p.m.
The roll was called:
Trustee Susan Epstein voting aye
Trustee Jason Klein voting aye
Trustee Jeffrey Rednick voting aye
Mayor Paul Rosenberg voting aye
Board of Trustees Meeting
March 24,2015
Page 15 of 16
Board of Trustees Meeting
March 24,2015
Page 16 of 16