Town of Rochester Town Board Workshop Meeting was held on March 25, 2021 6:00pm via Livestream Broadcast on YouTube https://www.youtube.com/channel/UCg7ykop50cWmqPFUpgDjRSQ
Listening Dial in Number+1 929 205 6099 Meeting ID: 827 3544 2888 Password: 182836

PRESENT:

Councilwoman Erin Enouen Councilwoman Bea Haugen-Depuy
Councilman Chris Hewitt( 6:30pm) Councilman Adam Paddock
Supervisor Michael Baden Town Clerk Kathleen Gundberg
Attorney Marylou Christiana

PLEDGE TO THE FLAG:

Supervisor Baden called the meeting to order and led in the Pledge of Allegiance to the Flag.

INTERVIEW:

The Town Board held interview an interview for the ZBA alternate position.

SUMMER RECREATION PROGRAM:

Ashley Sweeney, Recreation Director presented to the Board Summer Program outline;

• Time: 8:30am-1:00pm Mondays & Fridays/8:30-3:00pm Tuesdays, Wednesdays & Thursdays.
• Open only to Rochester Residents.
• Bussing: Each bus can only handle 20 people under the covid regulations.
• The bus will cost roughly $65.00 per hour plus tolls.
• Mike and I have been discussing bussing and have been thinking that it would be ideal for us to rent two busses so that we can accommodate at least 30 kids per session plus the counselors. I would like to do late registration in hopes that regulations will change and we may be able to allow even more children to participate.
• Two three-week sessions. You may only register for one session. That way the program can reach more kids. Each session will planned out the same. Whatever trips we take in the first session will also be taking in the second.
• Only visit outdoor locations; parks, walkways, beaches or farms. Possibly pools if they open this year. We are currently looking into whether or not these places will even consider allowing groups to visit.
• We will make adjustments accordingly for inclement weather.
• Masks will always be worn unless eating or maintaining social distance.
• On the days that the program is restricted to town property (Town Park), organized activities will be planned and performed in small groups through out the entire day.
• COVID paperwork must be filled out each morning at drop off.
• Temperature checks will be performed daily. (We will need to purchase thermometers)
• A syllabus will be put into place for COVID procedures and followed meticulously. I will research what needs to be done in order to operate as safely as possible and of course these documents will be edited and approved by Mike before the start of the program.
Staffing:
• If we are allowing 30 kids per session I would like to hire only 3 counselors. I already have those three in mind and that work within the school district so they already have experience with covid procedures and I believe they have all been vaccinated. Bethany and I would also help on trips whenever possible.
•
Registration:
• Make an appointment to register?
• Leave a deposit at time of registration. $100 will hold your spot for the entire session.
• Participants can sign up for one three-week session. $375 for entire session.
• In the event that someone tests positive, it is likely that the rest of the session will have to close. If that happens, participants will be reimbursed all monies besides their deposit. We will follow CDC/ Health Department guidelines to the best of our ability in the event that this happens.
Councilwoman Enouen stated that it was very well thought out plan and detailed. Great job.
Councilman Paddock stated that this was well thought out and positive that we will get the bugs worked out to run a successful program.
MILL HOOK BRIDGE DISCUSSION:

Award of Bid for the Demolition and Removal of the existing Steel Beam Bridge with Asphalt Deck (The Town will remove existing Wooden Deck and Railings) and Installation of Pre-Cast, Pre-Stressed Concrete Bridge Deck Beams, Steel Double Box Beam Bridge Rails, Modify Existing Concrete Abutment, and Blacktop Resurfacing of Approaches-Mill Hook Rd. Bridge

BIDS RECEIVED:
Parrot Enterprises, Inc. $134,431.00
Jorrey Excavating, Inc. $133,000.00
Alpine Construction LLC $197,643.00
Kingston Equipment Rental, Inc. $132,500.00
H. Osterhoudt Excavating $194,940.00

Highway Superintendent Frey stated Kingston Equipment Rental, Inc also known as Baker Brothers is a very reputable company, they have a lot of experience in this type of work.
Supervisor Baden asked the Board to think about how they want to pay for this project.
There is money in the unallocated Highway Fund in the amount of $ 280,000, we can BOND it with interest, we can split it. The Board agreed to wait on Supervisor Baden to come up with the interest rates and will make a decision at the next meeting.

Resolution # 129 -2021:

A Motion was made by Supervisor Baden;

Whereas, The Town of Rochester, Ulster County, New York, solicited bids for the Demolition and Removal of the existing Steel Beam Bridge with Asphalt Deck (The Town will remove existing Wooden Deck and Railings) and Installation of Pre-Cast, Pre-Stressed Concrete Bridge Deck Beams, Steel Double Box Beam Bridge Rails, Modify Existing Concrete Abutment, and Blacktop Resurfacing of Approaches meeting the minimum specifications as defined by the project engineer and the Town of Rochester Highway Superintendent, and

Whereas, the Town of Rochester Town Board sought bid proposals pursuant to the specifications and plans as developed by the project engineer, and

Whereas, Bids must include all costs including labor and materials for installation. The proposed bid specifications may be supplemented in whole or in part by at least equally superior parts, models and brands. Any specification to which the bidder cannot comply or believes not reasonable for compliance may be omitted or changed as seen fit by the bidder in order to meet the overall intent of the bidder’s vision for the bid item, and

Whereas, the Town of Rochester Clerk received 5 sealed bids prior to the bid Due Date of March 8, 2021 @ 12:00pm, and

Whereas, the public bid opening was conducted on March 8, 2021 at 2pm via videoconference in the presence of Town Clerk Gundberg, Town Supervisor Baden, Councilwoman Haugen-DePuy, Highway Superintendent Frey, and Thomas Kentop of Medenbach & Eggers, project engineer, and

Whereas, all bids received contained an affirmed non-collusive bidding certification and bid bond, and

Whereas, Jeffrey Frey, Highway Superintendent has reviewed the bid proposals, and

Whereas, Medenbach and Eggers has reviewed the bid statements from each bidder and has provided written recommendation to the Town Board to award contract of the project to the lowest bidder, and

Therefore, the Town of Rochester Town Board authorizes the Town Supervisor to initiate contract with Kingston Equipment Rental, Inc., 78 Stone Road, West Hurley, NY 12491. The Contractor shall furnish necessary labor, material, tools and equipment to install Pre-Cast Bridge Deck, Bridge Rail, Repair Abutment and Blacktop Resurfacing at Approaches per Plans and Spec’s. at Mill Hook Road, Accord, NY, at a total cost not to exceed $132,500.00. Contractor shall perform all work under this Agreement in accordance with the plans and specifications as provided to Contractor in the bid specification.
Second: Councilwoman Haugen-Depuy

ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock absent
Supervisor Baden aye 4-0 aye, motion carried
Paddock, absent

BOICE MILL ROAD BRIDGE DISCUSSION:

Supervisor Baden stated that we applied for a grant through the County for this project but there were concerns that the project was underpriced. It was recommended that the Town apply through Bridge NY. This grant would be 95% refundable whereas the County grant is 80/20. CTMale agreed they would come back to the testing site and test the abutments for $ 2, 000.00.

Resolution # 130-2021:

A Motion was made by Supervisor Baden that upon recommendation of the Highway Superintendent and Town Supervisor, the Town Board authorizes the Town Supervisor to sign a contract between C.T. Male Associates Engineering, Surveying, Architecture, Landscape Architecture, & Geology, D.P.C. 50 Century Hill Drive, Latham, NY 12110 and the Town of Rochester for engineering services to prepare and submit funding application to the NYS Department of Transportation for federal surface transportation funding to be made available under the 2020-2022 BridgeNY Program to facilitate the design and replacement of the Boice Mill bridge, a town maintained bridge located in the Town of Rochester. The cost for such services shall be a lump sum in the amount of $2,000.00, including any direct reimbursable expenses.
Second: Councilman Paddock
ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock aye
Supervisor Baden aye 5-0 aye, motion carried

TRANSFER STATION DISCUSSION:

The Board discussed the possibilities of the following;
– Open the Transfer Station a 4th day to alleviate the cluster.
– Increase the positions to 32 hours a week to match open hours Tuesday-Saturday.
– Start the process of hiring a third laborer
– Signage at the Transfer Station
– Considering changing the hours of operation because employees are working hours that they aren’t paid.
– Moving the transfer station paperwork and procedures into a more digital record keeping model. This will improve accuracy of tracking waste and payment recording freeing up time. We are able to use MUNICIPAY the company the Town currently is contracted with. This will allow additional payment options as well.
– Certain jobs will be designated to certain laborer positions.
– Requesting an additional bin from the UCRRA to be on hand.

ECONOMIC ENTERPRISE OVERLAY ZONE REQUEST- WALNUT BROOK LLC:

Representatives for the Walnut Brook discussed with the Board the outcome of the gateway meeting, the site plan of the project and what is expected of the developers in regards to water, septic and design flow.
Supervisor Baden stated that the applicants can make the proper corrections and submit to the Board by Tuesday so it can be placed on the agenda for Thursday April 1, 2021 board meeting.

PLAN FOR OPERATIONS IN THE EVENT OF A DECLARED PUBLIC HEALTH EMERGENCY INVOLVING A COMMUNICABLE DISEASE:
Resolution # 131 -2021:

A Motion was made by Supervisor Baden that the Town of Rochester Town Board adopts the policy “Plan for Operations in the Event of a Declared Public Health Emergency Involving a Communicable Disease” as dated March 22, 2021. The Town Board directs Supervisor Baden to circulate to IBEW 363 representative for review.
Second: Councilwoman Enouen
ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock aye
Supervisor Baden aye 5-0 aye, motion carried

NYS 2021-2022 BUDGET:

Supervisor Baden stated in the past, letters have been sent in support of or oppose budget items. He asked the Board if they would like to review the budget and they can talk about it at the April Board Meeting.

LOCAL CHAMPIONS GRANT:
Resolution # 132 -2021:

A Motion was made by Councilwoman Enouen that the Town of Rochester Town Board authorizes the Supervisor to sign the grant agreement ID 21-0109 accepting funding in the amount of $8,765.00 from the Lifeboats HV Fund of the New World Foundation in support of participation in the Local Champions program, a 1-year ICLEI Subscription, and first year domain registration and hosting for a stand-alone Squarespace website.
Second: Councilman Hewitt
ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock aye
Supervisor Baden aye 5-0 aye, motion carried

CHANGE IN WORK HOURS:
Resolution # 133-2021:

A Motion was made by Supervisor Baden that the Town of Rochester Town Board authorizes a change in hours worked per week for the position of Code Enforcement Clerk (PT) from 21 hours per week to 20 hours per week due to job classification requirements under Civil Service Law, effective April 4, 2021.
Second: Councilman Paddock

ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock aye
Supervisor Baden aye 5-0 aye, motion carried

WITHDRAWAL OF LOCAL LAW 3-2021:
Resolution # 134-2021:

A Motion was made by Supervisor Baden that The Town of Rochester Town Board cancels the public hearing for Local Law 3-2021, Amendment to Chapter 125, Subdivision, scheduled for April 8, 2021 and requests the Town Clerk post notice of cancelation on the Town website and notify the Ulster County Planning Board requesting removal of the referral for comment submission.
Second: Councilwoman Enouen
Discussion: Supervisor Baden stated based on the planning Boards reply we will wait until the ZRC finishes their recommendations.

ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock aye
Supervisor Baden aye 5-0 aye, motion carried

SETTING A SPECIAL WORKSHOP MEETING:
Resolution # 135-2021:

A Motion was made by Supervisor Baden that the Town of Rochester Town Board sets a special workshop meeting to be held April 8, 2021 at 6:30pm, to be held either in person at the Harold Lipton Community Center or via videoconference in compliance with the Governor’s Executive Order 202.1 and successors and requests the Town Clerk post legal notice.
Second: Councilwoman Enouen

ROLL CALL:
Councilwoman Enouen aye
Councilwoman Haugen-Depuy aye
Councilman Hewitt aye
Councilman Paddock aye
Supervisor Baden aye 5-0 aye, motion carried

DISCUSSION ITEMS:

AMERICAN RESCUE PLAN:

Supervisor Baden stated the Town of Rochester would qualify for $ 790,000.00. The limitations seem vague and the Treasury Department is issued the task of what the limitations are. Some examples are covid related expenses and revenues lost, water, sewer and broadband projects.
Councilwoman Enouen stated she likes the broadband idea but also thought of the idea of being able to invest in software technology for the Town or a water/sewer feasibility study.
The Board agreed they would discuss it further at the April regular meeting.

MINNEWASKA STATE PARK PRESERVE REQUEST:

A request was made by Minnewaska Park Superintendent to have the assistance of the Town Constables patrol during April 3- October 30, 2021. Supervisor Baden stated that this will be Saturday and Sundays plus Holidays from 8:30-4:30pm, 2 cars and 2 constables. It is a high end of $ 500.00 per weekend. Supervisor Baden also let the Board know that there will be a meeting on 4/8/21 with the State Police, Park Police and Rich Miller to discuss the process.

ADJOURNMENT:

A Motion was made by Councilwoman Enouen to adjourn the meeting at 8:56pm.
Second: Councilman Hewitt

RESPECTFULLY SUBMITTED,

KATHLEEN A. GUNDBERG
TOWN CLERK