Town of Rochester Town Board
Regular Meeting
May 7, 2020 6:30pm
As of 5-05-2020
Livestream Broadcast on YouTube https://www.youtube.com/channel/UCg7ykop50cWmqPFUpgDjRSQ
Listening Dialin Number +1 929 205 6099 Meeting ID: 814 6053 7355 Password: 025387
I. Call to Order – Pledge to the Flag – Roll Call
II. Public Hearing Local Law 2-2020, Establishing Best Value Procurement
To Comment Call +1 929 205 6099 Meeting ID: 814 6053 7355 Password: 025387
III. Public Comment Report – Town Clerk
IV. Attorney for the Town Report
V. COVID-19 Report
VI. Supervisor’s Report
• April 2020 – Filed with the Town Clerk
• April 2020 – Receipts received from the Town Clerk’s office $ _______
VII. Annual Update Document (AUD) for the Fiscal Year Ended 12/31/2019 Presentation – Supervisor
Recommended resolution: The Town Board accepts the Annual Financial Report Update Document (AUD) for the fiscal year ended 12/31/2019, as prepared on behalf of the Town of Rochester by Sickler, Torchia, Allen & Churchill CPAs PC.
The AUD report was e-filed on May 1, 2020, on behalf of the Town Supervisor by Sickler, Torchia, Allen & Churchill CPAs PC to the State of New York, Office of the State Comptroller, Division of Local Government and School Accountability.
VIII. Announcement of April 2020 Payments
Abstract 16-2019
General Fund $ 13,709.00
Abstract 4-2020
General Fund $ 47,774.17
Highway Fund $ 40,208.31
Street Lighting Fund $ 400.22
Escrow Account $ 1065.00
IX. Tax Collector Report
X. Supervisor’s Update/Correspondence Report
• Supervisor Appointment – Councilwoman Enouen – Liaison to the Transfer Station
XI. Dept. Updates/Liaison Report
XII. Highway Supt. Report
XIII. Constabulary Report
XIV. Resolutions
A. Local Law 2-2020, Establishing Best Value Procurement
Recommended resolution: The Town Board adopts Local Law 2-2020, Establishing Best Value Procurement and requests the Town Clerk file the Local Law with the Department of State.
B. Action on Minutes
Recommended resolution: The Town Board accepts the minutes of the April 2, 2020 Regular Meeting
C. 2020 Budget Modifications
Recommended resolution: Upon recommendation of the Town Supervisor, the Town Board authorizes modification of the 2020 General Fund and Highway Fund budgets
D. Transfer of Funds
Recommended resolution: On advisement of Sickler, Torchia, Allen & Churchill CPAs PC, the Town Board authorizes the Supervisor to commence a transfer of $539.32 from General Checking account ending in 0266 into the Grant “Fund” account ending in 5857 to reconcile the account.
E. Transfer of Funds
Recommended resolution: On advisement of Sickler, Torchia, Allen & Churchill CPAs PC, the Town Board authorizes the Supervisor to commence a transfer of $105,000.00 from Grant “Fund” account ending in 5857 to Capital Projects Fund ending in 3024 to be labelled for Cable Improvement.
F. Acceptance of Auction Bids for Highway Equipment
Recommended Resolution: Upon recommendation of the Highway Superintendent, the Town Board accepts the bids received by Absolute Auction and Realty for the following items, approved for sale with resolution 69-2020
1. 1989 Champion grader $____________
2. 1971 John Deere Dozer 750 $____________
4. (2) Bulk 1,000-gallon plastic storage tanks with stand $____________
G. Acceptance of Auction Bids for General Fund Equipment
Recommended Resolution: Upon recommendation of the Supervisor, the Town Board accepts the bids received by Absolute Auction and Realty for the following items, approved for sale with resolution 70-2020
3. 2004 Chevy Cavalier $_____________
H. Town Highway Section 284 Agreement
Recommended resolution: The Town Board approves the expenditure of $182,000 in highway monies for the primary work and general repairs of 111 miles of Town highways, in accordance with section 284 of the Highway Law, and authorizes signature of the agreement. The expenditures have been verified as being budgeted Highway Fund amounts for 2020 by the Supervisor.
Single Chip Seal not to exceed $75,000
Sundale Road, Krum Road, Rock Mountain Estates, Fisher Road, Berme Road
Blacktop Pave 2” not to exceed $60,000
Vantine Road (entire road), Sundale Road (areas needed)
Stone not to exceed $27,000
Culverts not to exceed $10,000
Equipment Rental not to exceed $10,000
I. 2020-2021 Abrasive Sand Bid
Recommended resolution: The Town Board requests the Town Clerk post advertisement seeking sealed bids for abrasive screened sand for winter road use. Specifications of bids are available at the Town Clerk Office and on www.townofrochester.ny.gov. Bids are due on or before Thursday June 25, 2020 at 11:00am at the office of the Town of Rochester Clerk, PO Box 65 / 50 Scenic Road, Accord, New York 12404 where they will be opened and read aloud. A non-collusion form and certified testing results shall be included as a part of the bid package. The Town Board has the right to reject any and all bids.
Specifications
1. The sand shall be hard with 100% passing 3/8″ screen, not more than 15% passing #50 mesh and not more than 4% passing #200 mesh and must be readily usable in spreading equipment.
2. Certified testing results shall be submitted as a part of the bid package.
3. Bid prices shall be priced per ton; variations will not be accepted.
4. The bidder’s attention is called to the fact that if scales are not available at plant site, the bidder must state conversion factor-weight per cubic yard on bid conversion sheet.
5. Sand is to be made available for pickup by trucks designated by Town of Rochester authorized entities and operated by authorized personnel.
6. Bids shall be guaranteed valid for a period of 1 year from July 1, 2020 through June 30, 2021.
J. Authorizing Modification an Intermunicipal Agreement with the Accord Fire District
Recommended resolution: Based on Highway Superintendent recommendations, The Town Board authorizes the Town Supervisor to modify the Intermunicipal Agreement, originally dated February 13, 2019, between the Accord Fire District and the Town of Rochester, as presented, and to sign the modified agreement extending offer to continue the agreement through June 1, 2021.
K. Authorization for an Agreement
Recommended Resolution: Upon recommendation of the Attorney for the Town, the Town Board accepts the agreement between the Town of Rochester and the Rochester Food Pantry, a not-for-profit organization, for use of Town property and authorizes the Supervisor to sign the agreement.
L. Acceptance of Donation
Recommended resolution: The Town Board authorizes the Town Supervisor to accept a donation of $320.00 from Margaret Smith, with request to fund 2 hours of the Attorney for the Town billing hours.
XV. Discussion/Possible Resolutions TBD
• Landscaping Bond Amount – Borrego Solar
• Transition of Decommissioning Bonds from Borrego Solar to Nexamp
• Nexamp Community Solar Proposal – Town Electric Accounts
• American Tower – Lease Proposals
• Request for Proposal – IT Equipment and Consultant
• Safety Inspections
• UCRRA Contract
• Constabulary Report
XVI. Board Member Time
XVII. Public Service Announcement Video – Supervisor
XVIII. Adjournment
in memory of
• All suffering worldwide from the COVID-19 virus
• John Cross
• Jeremiah Flaherty
• Cathy Schoonmaker