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2017-10-02Town of Wappinger Special Meeting Minutes 20 Middlebush Road Wappingers Falls, NY 12590 townofwappinger.us Joseph Paoloni (845)297-5771 Monday, October 2, 2017 7:30 PM Town Hall I. Call to Order Supervisor Lori A. Jiava called the meeting to order at 7:30 PM. Attendee Name Organization Title Status Arrived Lori A. Jiava Town of Wappinger Supervisor Present 7:30 PM William H. Beale Town of Wappinger Councilman Present 7:30 PM William Ciccarelli Town of Wappinger Councilman Present 7:30 PM John J. Fenton Town of Wappinger Councilman Present 7:30 PM Michael Kuzmicz Town of Wappinger Councilman Present 7:30 PM Joseph P. Paoloni Town of Wappinger Town Clerk Present 7:30 PM Al Roberts Consultant Attorney Present 7:30 PM II. Pledge of Allegiance III. Adopt Agenda 1. Motion To: Adopt the Agenda RESULT: ADOPTED [UNANIMOUS] MOVER: William Ciccarelli, Councilman SECONDER: William H. Beale, Councilman AYES: Jiava, Beale, Ciccarelli, Fenton, Kuzmicz IV. Minutes 1. Motion To: Acknowledge Minutes of September 25, 2017 RESULT: ADOPTED [UNANIMOUS] MOVER: Michael Kuzmicz, Councilman SECONDER: John J. Fenton, Councilman AYES: Jiava, Beale, Ciccarelli, Fenton, Kuzmicz V. Budget Distributed by the Town Clerk 1. Motion To: Acknowledge Receipt of the 2018 Budget Town of Wappinger Page 1 Printed 10/4/2017 Special Meeting Minutes October 2, 2017 RESULT: ADOPTED [UNANIMOUS] MOVER: Michael Kuzmicz, Councilman SECONDER: Lori A. Jiava, Supervisor AYES: Jiava, Beale, Ciccarelli, Fenton, Kuzmicz VI. Resolutions RESOLUTION: 2017-159 Resolution Authorizing Transfer Of Funds WHEREAS, Superintendent of Highways, Vincent Bettina, has requested a transfer of funds to cover costs associated with the removal of brush, weeds and trees. NOW, THEREFORE, BE IT RESOLVED, as follows: 1. The recitations above set forth are incorporated in this Resolution as if fully set forth and adopted herein. 2. The Town Board hereby authorizes the following budget line transfer: Amount From Line To Line $7,000.00 DB5142.401 DB5140.400 Sand Brush/Weeds CE Trees The foregoing was put to a vote which resulted as follows: ✓ Vote Record - Resolution RES -2017-159 ❑ Adopted Yes/Aye No/Nay Abstain Absent ❑ Adopted as Amended Lori A. Jiava Voter Q ❑ ❑ ❑ ❑ Defeated William H. Beale Voter Q ❑ ❑ ❑ Q Tabled William Ciccarelli Seconder Q ❑ ❑ ❑ ❑ Withdrawn John J. Fenton Mover Q ❑ ❑ ❑ Next: 10/10/17 7:30 PM Michael Kuzmicz Voter Q ❑ ❑ ❑ Dated: Wappingers Falls, New York October 02, 2017 The Resolution is hereby duly declared Tabled. RESOLUTION: 2017-160 Resolution Declaring Highway Equipment Surplus And Authorizing Its Sale At Public Auction WHEREAS, the Town of Wappinger Highway Department currently owns old, worn out and obsolete equipment that cannot be repaired, or is too costly to repair, but may have some salvage value; and WHEREAS, by memo dated September 15, 2017 to the Town Board, a copy of which is affixed hereto, Town Highway Superintendent, Vincent Bettina, has determined that the listed equipment is no longer useful for Town purposes and he recommended that the surplus equipment be sold and the proceeds from the sale be returned to the Town Highway Fund; NOW, THEREFORE, BE IT RESOLVED: Town of Wappinger Page 2 Printed 10/4/2017 Special Meeting Minutes October 2, 2017 1. The recitations above set forth are incorporated in this Resolution as if fully set forth and adopted herein. 2. The Town Board hereby authorizes and directs that the surplus equipment specified in the aforementioned memo, a copy of which is affixed hereto, be sold at public auction through a licensed auctioneer in the State of New York or a reputable online auction entity. 3. Said surplus equipment shall be sold in AS IS CONDITION without any warranty as to condition. 4. The Highway Superintendent is authorized, but is not required, to set minimum bids for each surplus equipment item to be sold. 5. Proceeds from the sale of the surplus equipment shall be first used to pay any debt service that is outstanding for the items; and any balance that remains shall be paid into the Highway Fund. The foregoing was put to a vote which resulted as follows: ✓ Vote Record - Resolution RES -2017-160 Yes/Aye No/Nay Abstain Absent Q Adopted ❑ Adopted as Amended Lori A. Jiava Voter Q ❑ ❑ ❑ ❑ Defeated William H. Beale Voter Q ❑ ❑ ❑ ❑ Tabled William Ciccarelli Voter Q ❑ ❑ ❑ ❑ Withdrawn John J. Fenton Mover Q ❑ ❑ ❑ Michael Kuzmicz Seconder Q ❑ ❑ ❑ Dated: Wappingers Falls, New York October 02, 2017 The Resolution is hereby duly declared Adopted. RESOLUTION: 2017-161 Resolution Awarding Bid For Building Department WHEREAS, the Town Board authorized the Engineer to the Town, Morris Associates Engineering and Surveying Consultants, PLLC, to solicit bids for the replacement of air conditioning in the Building Department at Town Hall; and WHEREAS, bids were duly solicited and the following bids were received on September 22, 2017 as follows: Contractor Bid Amount Airflow Air Conditioning, Refrigeration & Heating $49,950 Dutchess Tekcon Industries, Inc. $51,385 Simple Fix HVAC Professionals, LLC $55,200 Thermodynamics Corp. $77,500 HRR Industries, Inc. $91,400 Town of Wappinger Page 3 Printed 10/4/2017 Special Meeting Minutes October 2, 2017 D.J. heating and Air Conditioning, Inc. $99,490 WHEREAS, by letter dated September 26, 2017 from Morris Associates Engineering and Surveying Consultants, PLLC, a copy of which is affixed hereto, it was determined that the lowest responsible bidder is Airflow Air Conditioning, Refrigeration & Heating, with a bid in the amount of $49,950; and WHEREAS, the Town Board wishes to award the contract to Airflow Air Conditioning, Refrigeration & Heating, P.O. Box 941, Highland, New York 12528, in the proposed amount of $49,950. NOW, THEREFORE, BE IT RESOLVED, as follows: 1. The recitations above set forth are incorporated in this Resolution as if fully set forth and adopted herein. 2. The Town of Wappinger hereby awards the bid for the Building Department air conditioning replacement to Airflow Air Conditioning, Refrigeration & Heating, P.O. Box 941, Highland, New York 12528, in the amount of $49,950. In accordance with the authorized bid specifications, the Town Board hereby authorizes the Supervisor to execute the contract documents as prepared by Morris Associates, including the Notice of Award and Notice to Proceed and forward a copy to Airflow Air Conditioning, Refrigeration & Heating, after the Attorney to the Town has confirmed that Airflow Air Conditioning, Refrigeration & Heating, has duly executed the contract documents and has provided the necessary insurance certificates all as otherwise specified by the bid specifications. The foregoing was put to a vote which resulted as follows: ✓ Vote Record - Resolution RES -2017-161 Yes/Aye No/Nay Abstain Absent Q Adopted ❑ Adopted as Amended Lori A. Jiava Voter Q ❑ ❑ ❑ ❑ Defeated William H. Beale Voter Q ❑ ❑ ❑ ❑ Tabled William Ciccarelli Voter Q ❑ ❑ ❑ ❑ Withdrawn John J. Fenton Seconder Q ❑ ❑ ❑ Michael Kuzmicz Mover Q ❑ ❑ ❑ Dated: Wappingers Falls, New York October 02, 2017 The Resolution is hereby duly declared Adopted. 4. Motion To: Purchase New Mower and Budget Transfers COMMENTS - Current Meeting: Steve Frazier stated, "I've studied my current budget standings and have come up with several budget line transfers that will accommodate the purchase of a new Toro mower to replace an aged John Deere unit. Total cost of the mower is approximately $52,000. 1 have considered current budget reconciliation and what will be necessary to operate for the rest of the fiscal year and am comfortable with the following recommendations: Town of Wappinger Page 4 Printed 10/4/2017 Special Meeting Minutes October 2, 2017 Transfer $7000 fromA.7110.0106 Seasonal #4 to A.7110.0212 Equipment. The employee in this position has resigned and it doesn't make sense to fill the position again this late in the season. Transfer $18,000 from A.7110.00107 Full Time #3 to A.7110.0212 Equipment. The employee in this position is not earning the rate the position was calculated for and there remains enough to cover the rest of the year. Transfer $15,000 from A.7110.0239 Parks Contingency to A.7110.0212 Equipment. This will leave enough in Contingency to reconcile other deficient lines and leave a small balance for unforeseen needs Transfer $2000 from A.7110.0412 Camo Water Testing to A.7110.0212 Equipment. I have calculated usage for the year and this will be the surplus in this line. Transfer $3000 from A.7110.0420 Gas & Oil to A.7110.0212 Equipment. I've estimated our needs through the end of the year and this is the surplus These transfers total $45,000 leaving a shortfall of $7000 of the $52,000 purchase price. It has been suggested that this amount be transferred from A.1990.0402 Town Board Contingency. The mower will be purchased through a municipal contract which forgoes the need for competitive bidding. " RESULT: ADOPTED [UNANIMOUS] MOVER: Michael Kuzmicz, Councilman SECONDER: William H. Beale, Councilman AYES: Jiava, Beale, Ciccarelli, Fenton, Kuzmicz 5. Motion To: Transfer Money To Purchase Ford Transit Van COMMENTS - Current Meeting: Transfer from Supervisor's equipment (car) A1220.200_to Dog Warden equipment A3510.200 total of $ 25,000. Steve Frazier wrote in an email to the Supervisor, "I have received the results of the bid request for the Animal Control van, they are attached. The low bid is $22,542.16. 1 received a price quote of $1150 from DB Graphix to letter the van in a theme similar to the Building Dept. vehicles. A driver's partition to separate the operator from the rear compartment is less than $500 and I can install it. Total cost of the vehicle is in the area of $24,192. It will be a 2018 model that will need to be ordered, there are none available from dealer stock. Let me know if you would like to cover this along with the mower request at the special meeting this coming Monday. Thanks!" The following is an email sent from NYS Pro Vehicle Market Place: Attached please find the results of your recent Vehicle Marketplace mini -bids: Town of Wappinger Page 5 Printed 101412017 Special Meeting Minutes October 2, 2017 17090149 -(1) Ford Transit Connect XL Cargo Van, Existing I nventory - 0 Bids Received 17090150 - (1) Ford Transit Connect XL Cargo Van, Built to Specifications - 3 Bids Received Please note that one requirement of users is to submit a Form C, Report of Contract Use, to this email address, after you have evaluated the results and made a procurement decision. RESULT: ADOPTED [UNANIMOUS] MOVER: Michael Kuzmicz, Councilman SECONDER: William Ciccarelli, Councilman AYES: Jiava, Beale, Ciccarelli, Fenton, Kuzmicz VII. Adjournment 1. Motion To: Wappinger Adjournment & Signature COMMENTS - Current Meeting: The meeting adjourned at 7:53 PM. Joseph P. Paoloni Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Michael Kuzmicz, Councilman SECONDER: Lori A. Jiava, Supervisor AYES: Jiava, Beale, Ciccarelli, Fenton, Kuzmicz Town of Wappinger Page 6 Printed 101412017