SCHUYLERVILLE/VICTORY BOARD OF WATER MANAGEMENT
Tuesday, December 18, 2007
The Schuylerville/Victory Board of Water Management held a meeting on December 18, 2007 at 6:30pm in the Village of Victory Meeting Hall.
Present: Commissioners Kori Siciliano, Whitney Colvin, and Douglas Pink, Alternate Leslie Dennison
Recording Secretary Buchanan, Attorney Phil Dixon, and Mayor Sullivan
Commissioner Siciliano led the meeting and started with the Pledge.
It was determined to have the January Meetings on Tuesday, January 15 in Schuylerville at 6:30pm and this would be the meeting for public comment. The second meeting would be a workshop to review the personnel manual on January 29th in Victory at 7pm.
Commissioner Colvin made a motion to approve the Nov. 13 & 29th, meeting minutes and it was seconded by Commissioner Pink, all ayes, motion passed.
There was a resolution #2007-24 presented to transfer $45,000.00 to apply to the outstanding vouchers, payroll and for those miscellaneous expenses this month and prior to the next meeting for the water department. This is to authorize a transfer from the water savings account to the water checking account. Alternate Dennison made a motion to approve and sign this resolution #2007-24 to transfer $45,000 from Savings to Checking, and it was seconded by Commissioner Colvin, all ayes, motion passed.
There was resolution #2007-25 authorizing DWSRF application and agreement; for project financing. This new resolution is required since the authorized individual is no longer with the BOWM. This new designee will be authorized to sign off on the PFA (Project finance agreements) and closing documents. Please designate one of the Commissioners for this task. Alternate Dennison made a motion to approve and sign this resolution #2007-25 and designate Commissioner Kori Siciliano as the authorized signature for such task, it was seconded by Commissioner Colvin, all ayes, motion passed.
Grant Writing Quote: We have received a quote in the amount of $2,100.00 from CT Male, which is a lump sum. This grant is not only for meters but it will cover the software required also. Treasurer Kemmet stated that the money is not designated in the budget but we do have moneys that can be moved around in appropriations, and this would be considered an operational expense. It was explained that up to $75,000 is available to single communities and up to $125,000 for joint projects. Alternate Dennison made a motion to enter into contract with CT Male for $2,100.00 to write the LGRMIF grant and it was seconded by Commissioner Colvin, all ayes, motion passed. The deadline was stated to be February 1, 2008. Commissioner Colvin asked Attorney Dixon to review the contract before it is signed.
December 18, 2007
Laberge Group: SRP/SPR (FYI) The application and fee of $150.00 has been submitted to NYSDEC as required and an executed copy of the application has been returned to Laberge Group. The updates will be required as items in the plan change. The original will be maintained at the Water Treatment Plant.
Self Insurance Plan: (FYI) A letter was received from Saratoga County to clarify that any injury to an employee of the BOWM be submitted under the BOWM and not either village.
Bid Awards: Project Coordinator Kemmet explained the spread sheets received by Fiscal Advisors on our budgeted status. She explained that there is a 10% retainage we don’t get until we close out on the project. There was some discussion on the Legal fees the board pays. There was some discussion on change orders for this project. Steve Adams estimated that there usually about 5% in change orders. The roofing for the current building was discussed. The outstanding BAN for $927,466 was discussed to payoff vs. keep for cash flow. Alternate Dennison asked what was advised by Fiscal Advisors. Ms. Kemmet explained that EFC and Fiscal Advisors need to talk and get back to her on this. She stated that the close out of the short term financing is by June 2008. The Deductible Alternates were discussed. On contract 1, Bid deductible alternate 1 was for $29,700 for the paving of the road. The discussion was the alternatives to paying for the extras now vs. at a later time. The deadlines were discussed and the February 2008 payment for $43,250.09 was discussed. The 76%/24% ratio on how the payment is made by each village and then reimbursed by the water was also discussed.
Alternate Dennison made a motion to award Contract #1 (General) to W. M. Schultz Construction, Inc less Deductible Alternate 1 for a total award bid of $868,160.00 and it was seconded by Commissioner Pink, roll was called, Dennison –ayes, Pink –ayes, Colvin –ayes, Siciliano, -ayes, motion passed.
Alternate Dennison made a motion to award Contract #2 (Mechanical) to D&E Technologies for a total award bid of $39,840.00 and it was seconded by Commissioner Siciliano, roll was called, Dennison –ayes, Pink –ayes, Colvin –ayes, Siciliano, -ayes, motion passed.
Alternate Dennison made a motion to award Contract #3 (Electrical) to Stilsing Electric, Inc. for a total award bid of $83,400.00 and it was seconded by Commissioner Siciliano, roll was called, Dennison –ayes, Pink –ayes, Colvin –ayes, Siciliano, -ayes, motion passed.
Alternate Dennison asked Ms. Kemmet to keep the board updated on the short term financing and the long term as they change. Ms. Kemmet explained that she will be requesting monthly updates from Fiscal Advisors through out the rest of the project.
Commissioner Colvin asked Steve Adams approximately when would the contraction begin and Mr. Adams stated he hoped early March of 08. Mr. Adams explained he will notify the bidders of the awards and get the bonds and insurance certificates and start on the agreements that need to be signed. He explained that the completion date is set for September 1, 2008.
December 18, 2007
Chief Water Operator’s Report: None
Commissioner Colvin stated he spoke with Ted Derby and things are all ok. He stated he did some plowing and did some shoveling. Mr. Colvin stated he asked that the Village do some sanding. Mayor Sullivan asked why the victory crew went down to the plant and did snow removal. He stated that he was told there were districts established and that would be Schuylerville’s district. He stated that the standing agreement on snow removal is Schuylerville handles Fort Hardy and Victory handles Victory Plant and Water Tower. Commissioner Siciliano read the minutes to the last meeting where the board approved the request from Foreman Dennison to authorized Bill Lloyd to do snow removal, as he stated he would. Mayor Sullivan wants to know why Schuylerville is not handling this. Alternate Dennison stated that they have been asked a number of times and they don’t do it. With the health issues on both operators at this time they are unable to do the hand snow removal. It was discussed and approved at the last meeting. She stated that they though this was a resolution to a problem and they didn’t know what else to do other than hire this out. After further discussion it was determined that Schuylerville needed to do Schuylerville Snow removal and Victory will take care of their areas.
Alternate Dennison stated that there is a problem with the water sampling that needs to be done on a daily basis. It has not being done. She stated that this must be done. Commissioner Colvin stated he did not know this was a problem and this was the first he is hearing of this. He stated he would look into this as soon as possible.
Outside water user not paid: There was a discussion on the letter the Attorney sent in regards to this matter. Phil Dixon stated he sent a letter yesterday. The board decided to see if there is any response before going forward.
Albertson’s Line: Steve Adams from Laberge was present and explained to the board he was only basically drawling a line where the archeology was done and contact with SHPO. He stated that in his opinion most likely SHPO will require some sort of dig. Other options were discussed. This issue was tabled for further discussion with Mark Dennison.
Morgan’s Run issues: There was a discussion on the easement for the Morgan’s Run area. Phil Dixon presented a revised letter for the board. Mayor Sullivan explained that we are unable to go on private property even if we have an easement. He read a portion of the Administration of Public Water and Sewer Utility systems booklet, from New York State Conference of Mayors and Municipal Officials. The concern was in the case of an emergency. Mayor Sullivan read to them, the section concerning emergencies and we have the right then to go on private property. After a discussion it was determined that we have what is needed in the case of any problems.
Tom Derby- Ferry St.: There was a further discussion on Mr. Derby’s request for help on his bill that he was charged for a repair to his system. This may or may not have had to occur at the time of the repair done on his neighbor’s line. Chief Water Operator Dennison sent his review of the situation in writing. This issue was tabled for further discussion with CWO Dennison and Commissioner Colvin stated he would try to speak to Mike Patrick from the Schuylerville DPW.
December 18, 2007
New Business: None
Personal Manual Review: Tabled
Wendy Lukas had some comments: She inquired about the February Payment that was due for the short term financing, water sampling and the Morgan’s run issue. Ms. Lukas asked about all the bids for the Victory Plant and stated she was disturbed that there is only one person available at the water plant. Ms. Lukas’ concerns were noted.
Alternate Dennison made a motion to adjourn the meeting and it was seconded by Commissioner Siciliano, all ayes, motion passed.
Brenda S. Buchanan,