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HomeMy WebLinkAbout2014-03-11 - Board of Trustees Meeting Minutes VILLAGE OF RYE BROOK BOARD OF TRUSTEES MEETINGS VILLAGE HALL, 938 KING STREET TUESDAY, MARCH 11, 2014 AGENDA 7:15 P.M. —Executive Session: Legal Matters 7:30 P.M. —REGULAR MEETING PLEDGE OF ALLEGIANCE REPORT AFFORDABLE HOUSING PUBLIC HEARINGS: 1) Public hearing to consider a proposed local law to allow the use of best value award methodology for contracts RESOLUTIONS: 1) Considering a proposed local law to allow the use of best value award methodology for contracts 2) Considering a Contract for Cooperative Purchasing Agreement with Houston-Galveston Area Council 3) Considering approving a Use and Dissemination Agreement with the NYS Police for the use of TraCS (Traffic and Criminal Software) 4) Considering approving a contract with Westchester County for video recording equipment ADMINISTRATOR'S REPORT OLD BUSINESS Board of Trustees Meeting March 11, 2014 Page 1 of 10 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: March 25 and April 8, 2014 BOARD: Trustee Susan R. Epstein Trustee Jason A. Klein Trustee Jeffrey B. Rednick Mayor Paul S. Rosenberg Excused: Trustee David M. Heiser VILLAGE STAFF:Christopher Bradbury, Village Administrator David Burke, Assistant Village Administrator Chief Gregory Austin, Chief of Police Susan Volpe, Village Counsel Michal Nowak, Superintendent of Public Works Fred Seifert, Public Access Coordinator/IT Mayor Paul Rosenberg called the March 11, 2014 Board of Trustees meeting to order. He noted that the Board held an Executive Session prior to the meeting on legal and union matters. He announced that Trustee David Heiser was excused due to the passing of his wife, Janet. Mayor Rosenberg called for a moment and silence for Mrs. Heiser. Mayor Rosenberg called for the first item on the agenda under Public Hearings. PUBLIC HEARINGS: 1) Public hearing to consider a proposed local law to allow the use of best value award methodology for contracts Board of Trustees Meeting March 11, 2014 Page 2 of 10 On a motion made by Trustee Epstein, and seconded by Trustee Klein, the public hearing was opened. Mr. David Burke, Assistant Village Administrator, called the roll: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye Mr. Christopher Bradbury, Village Administrator, gave a brief overview of the matter. He noted that a local law must be passed so that the Village can use the best value methodology for contracts. The Village is looking to work with consortiums that offer more competitive pricing. The Village now puts out its own bids and accepts the lowest bid. This matter was discussed at the last Village Board meeting. This only applies to specific purchases as described in the resolution. Mayor Rosenberg noted that this will save the Village on big ticket items. This is another example of Village Staff looking for ways to save money for the tax payers. He called for comments from the Board, and/or members of the public There being none he called for a motion to close the public hearing. On a motion made by Trustee Epstein, and seconded by Trustee Rednick, the public hearing was closed. Mr. David Burke called the roll: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye Board of Trustees Meeting March 11, 2014 Page 3 of 10 Mayor Rosenberg called for the first resolution on the agenda: RESOLUTIONS: 1) Considering a proposed local law to allow the use of best value award methodology for contracts Mr. Bradbury read the following resolution: RESOLUTION CONSIDERING A PROPOSED LOCAL LAW TO ALLOW THE USE OF A BEST VALUE AWARD METHODOLOGY FOR CONTRACTS WHEREAS, on March 11, 2014 the Board of Trustees opened a public hearing on the subject local law and at which time all persons interested were given an opportunity to speak on behalf of or in opposition to said local law and the public hearing was closed on March 11, 2014. NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees hereby approves the local law to allow the use of best value methodology for contracts. On a motion made by Trustee Klein, and seconded by Trustee Epstein, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye Mr. Bradbury thanked Mr. Nowak for his hard work on this matter. Mayor Rosenberg called for the next item on the agenda: Board of Trustees Meeting March 11, 2014 Page 4 of 10 2) Considering a Contract for Cooperative Purchasing Agreement with Houston-Galveston Area Council Mr. Bradbury read the following resolution: RESOLUTION CONSDERING A CONTRACT WITH HOUSTON-GALVESTON AREA COUNCIL FOR A COOPERATIVE PURCASING AGREEMENT WHEREAS,the Village of Rye Brook desires to contract with Houston-Galveston Area Council for the use of their cooperative purchasing agreement in a manner so as to assure the prudent and economical use of public monies; and WHEREAS,the Village of Rye Brook Board of Trustees adopted a local law that would allow for the Village to use such an agreement that is based on the best value methodology. NOW,THEREFORE BE IT RESOLVED, the Village of Rye Brook Board of Trustees herby approves an agreement with Houston-Galveston Area Council for the use of their cooperative purchasing agreement; and be it FURTHER RESOLVED, that the Mayor and Administrator are hereby authorized to sign and execute said agreement. Mr. Michel Nowak, Superintendent of Public Works, addressed the Board. He noted that although the Agreement was with the Houston-Galveston area Council the items come from their local offices. Even if an item is shipped from Texas the shipping is not high and that purchase could still result in thousands of dollars of savings. Houston-Galveston writes the specs for the item — and this saves at least two (2) weeks of work. The purchasing alliance is specialized. The employees have the technical background needed when preparing the specifications for items such as automobiles and fire trucks. Mr. Bradbury noted that the Village has been able to make purchases using the best value approach from other states and it is much more flexible. Board of Trustees Meeting March 11, 2014 Page 5 of 10 Using other municipalities specs and contracts 'means savings. The bottom line is, "Who is providing the lowest cost?" Mr. Bradbury noted that the staff vehicles have been found through the consortiums at great savings. New York State does not have the resources to bid on every single piece of equipment but the national consortiums do contracts for everything from office furniture to vehicles. Some of these consortiums charge a fee for their services, but there is still a substantial savings. On a motion made by Trustee Epstein, and seconded by Trustee Klein, the resolution was adopted, as amended. Mr. Burke called the roll: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye 3) Considering approving a Use and Dissemination Agreement with the NYS Police for the use of TraCS (Traffic and Criminal Software) Mr. Bradbury read the following resolution: RESOLUTION CONSIDERING APPROVING A USE AND DISSEMINATION AGREEMENT WITH THE NYS POLICE FOR USE OF TRACS(TRAFFIC AND CRIMINAL SOFTWARE) RESOLVED, that the Village of Rye Brook Village Board herby approves the TraCS Use and Dissemination Agreement with the New York State Police; and be it FURTHER RESOVED, the Mayor is hereby authorized to execute all documents necessary or appropriate to accomplish the purpose of this resolution. Board of Trustees Meeting March 11, 2014 Page 6 of 10 Mr. Bradbury noted that this is TracCS (Traffic and Criminal Software) contract renewal with the New York State Police. There is no cost to use the system. On a motion made by Trustee Klein, and seconded by Trustee Epstein, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye 4) Considering approving a contract with Westchester County for video recording equipment Mr. Bradbury read the following resolution: CONSIDERING APPROVING A CONTRACT WITH WESTCHESTER COUNTY FOR VIDEO RECORDING EQUIPMENT WHEREAS, the Village of Rye Brook Police Department received a grant in the amount of$3,200 from Westchester County to purchase and install video recording equipment to be used to record interview and interrogations of suspects and/or crime victims. NOW, THEREFORE BE IT RESOLVED, the Village of Rye Brook Board of Trustees hereby authorizes the agreement with Westchester County for the purchase and installation of the video recording equipment to be used to record interview interrogations of suspects and/or crime victims; and be it Board of Trustees Meeting March 11, 2014 Page 7 of 10 FURTHER RESOVED, the Mayor, Administrator and Police Chief are hereby authorized to execute all documents necessary or appropriate to accomplish the purpose of this resolution. Mr. Bradbury noted that this resolution is pretty self-explanatory. The Village will receive $3,200.00 from Westchester County to be used to purchase video equipment to record interrogation of suspects and/or crime victims. On a motion made by Trustee Klein, and seconded by Trustee Epstein, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye Mr. Bradbury, with the consensus of the Board, added an additional resolution to the agenda: 5) Mr. Bradbury read the following resolution: RESOLUTION RESOLVED, that the public hearing to consider an application to the Public Service Commission to distribute the cost for infrastructure maintenance and acc3ess to be included in the United Water rate charges to all customer classes and apportioned among all customers located in the municipality is hereby amended to begin at 8:30p.m. on Tuesday, March 25, 2014. A hearing on this matter has been scheduled for 7:30 p.m. and because of this the Board of Trustees meeting will start at 8:30 p.m. There will be an email blast sent Board of Trustees Meeting March 11, 2014 Page 8 of 10 out and information will be posted on the Village's website. The public service commission will be making a decision to determine how united water will bill shortly. ADMINISTRATOR'S REPORT: Mr. Bradbury began his report by noting that Village election day is next week Tuesday, March 18, 2014. Trustee Susan Epstein is running unopposed. The Village continues to receive emails and phone calls about the smell from the de-icing fluid used on the planes at the airport. Concerned residents are unsure of what the smell is as it is similar to that of gas. The County has now installed an aerator in one of the two ponds detention ponds that will help with the smell of the de-icing fluid. A second aerator is on order. The County has established an oder hot line. That number is 939-8484 and additional information can be found on the Village's website. Budget workshops have been scheduled for March 27, 2014 at 6:00 p.m. and April 1, 2014 at 7:30 p.m. The fourth of four public workshops on the Comprehensive Plan is coming up. The draft comprehensive plan is on the Village's website. This is progressing very well. The Village Board will review the final draft and then set public hearings. The wall at Pine Ridge Park has been removed. None of the materials can be re- used. Residents have noticed that the wall is down and are now asking when it will be put back up. The next step is working with an engineer and then things will move forward from there. Realistically the wall will be completed over the summer. Mr. Bradbury noted that all night winter parking regulations end on the 15th. If there is a snow then cars are asked to be taken off the streets. Mayor Rosenberg noted that the next trustee meetings were scheduled for March 25th, and this meeting will start at 8:30 p.m., and the April 8, 2014, which will start at the regular time of 7:30 p.m. He called for members of the public wishing to address the Board. There being no one, and no additional business before the Board, he called for a motion to Board of Trustees Meeting March 11, 2014 Page 9 of 10 adjourn. On a motion made by Trustee Klein, and seconded by Trustee Epstein, the meeting was adjourned at 8:30 p.m. The roll was called: Trustee Susan R. Epstein voting aye Trustee Jason A. Klein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye Board of Trustees Meeting March 11, 2014 Page 10 of 10