Town of Rochester Town Board
Workshop Meeting
February 16, 2022 6:30pm
Virtual on Zoom (No in-person meeting)
As of 02-14-2022
To Participate in the Meeting
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I. Call to Order – Pledge to the Flag – Roll Call
II. Resolutions
A. Acceptance of Agenda
Recommended Resolution: The Town Board accepts the agenda, as prepared by the Town Supervisor.
III. Discussion with Highway Supt
B. Storm Landon Cleanup
C. BridgeNY Grant – Boice Mill Road
Initial Project Proposal
Consultant Selection Committee
Selection of Consultant process and Request for Qualifications
Resolutions – BridgeNY
D. Establishing a Project Manager (PM) and Responsible Local Official (RLO) for project for the Boice Mill Road over Falls Mill Brook Bridge Replacement, P.I.N. 8762.64
Recommended Resolution:
WHEREAS, Title 23 CFR 635.105(b)5 requires the Sponsor to provide a full-time employee to be in responsible charge of the project even when using consultants to provide engineering and construction inspection services or project management.
WHEREAS, This employee is referred to as the Project Manager (PM).
WHEREAS, The PM will report to the Responsible Local Official (RLO) who will have ultimate oversight and responsibility for the project.
WHEREAS, The PM and the RLO may be the same individual, if the RLO has project management experience.
THEREFORE, The Town Board designates Supervisor Baden as the PM and RLO for the Boice Mill Road over Falls Mill Brook Bridge Replacement, P.I.N. 8762.64
E. Authorizing the implementation and funding of the costs of 100% of the costs of a transportation project, eligible for federal-aid reimbursement from BridgeNY funds
Recommended Resolution:
WHEREAS, a project for the Boice Mill Road over Falls Mill Brook Bridge Replacement, P.I.N. 8762.64 (the Project”) is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs such program to be borne at the ratio of 95% Federal funds and 5% non-federal funds; and
WHEREAS, the Town of Rochester will design, let and construct the Project: and
WHEREAS, the Town of Rochester desires to advance the Project by making a commitment of 100% of the costs of the work for the Project or portions thereof.
NOW, THEREFORE, the Rochester Town Board, duly convened does hereby
RESOLVE, that the Rochester Town Board hereby approves the above-subject Project; and it is hereby further
RESOLVED, that the Rochester Town Board hereby authorizes the Town of Rochester to pay 100% of the cost of preliminary engineering and right-of-way incidentals work for the Project or portions thereof, with the understanding that qualified costs may be eligible for federal-aid, state-aid, or reimbursement from Bridge NY funds; and it is further
RESOLVED, that the sum of $395,501 is hereby appropriated from Town of Rochester _________ and made available to cover the cost of participation in the above phase(s) of the Project; and it is further
RESOLVED, that the Rochester Town Board hereby agrees that the Town of Rochester shall be responsible for all costs of the Project which exceed the amount of federal-aid, state-aid, or NY Bridge funding awarded to the Town of Rochester; and it is further
RESOLVED, that in the event the Project costs not covered by federal-aid, state-aid, or NY Bridge funding exceed the amount appropriated above, the Rochester Town Board shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the Supervisor thereof; and it is further
RESOLVED, that the Town of Rochester hereby agrees that construction of the Project shall begin no later than twenty-four (24) months after award and the construction phase of the Project shall be completed within thirty (30) months; and it is further
RESOLVED, that the Town of Rochester Supervisor be and is hereby authorized to execute on behalf of the Town of Rochester all necessary agreements, certifications or reimbursement requests for federal-aid and/or state-aid with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the Town of Rochester’s funding of Project costs and permanent funding of the local share of federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible; and it is further
RESOLVED, that a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project; and it is further
RESOLVED, this Resolution shall take effect immediately.
F. Authorizing the Supervisor to circulate Request for Qualifications (RFQ) to the A/E Consultants Listed on the Region 8 Local Design Services Agreement (LDSA) List for _______ services for the project for the Boice Mill Road over Falls Mill Brook Bridge Replacement, P.I.N. 8762.64
Recommended Resolution:
WHEREAS, In each NYSDOT Region (excluding NYC and Long Island), the NYS County Highway Superintendents’ Association (NYSCHSA)16 has identified and selected a number of A/E consultants to provide services exclusively for locally administered federal aid transportation projects. Under this process, the Local Design Services Agreements (LDSA) were created.
WHEREAS, LDSAs provide Sponsors the flexibility in obtaining a consultant in the most effective manner.
WHEREAS,The Counties select up to 15 A/E consultants per LDSA to provide A/E services.
WHEREAS, These consultants are available to any Sponsor within the specific NYSDOT Region.
WHEREAS, Selection of consultants may be made from the current LDSA list for Counties in that specific Region for a three-year period typically as designated in the Request for Proposals (RFP).
WHEREAS, This process complies with both federal and State requirements.
WHEREAS, Selection of consultants may be made from the current LDSA for a two to three-year period as designated in the RFP
THEREFORE, the Town of Rochester Town Board authorizes the Town Supervisor to circulate a Request for Qualifications to the fifteen (15) vendors on the NYSDOT Region 8 LDSA list with a response date of ___________.
IV. (7:00 PM) Presentation OSI
G. O&W Trail Rehabilitation
V. (7:30 PM) Presentation (7:30 PM) Walnut Brook LLC
H. EEO Request for Zoning Designation
VI. (8:00 PM) Presentation Councilwoman Enouen/Councilman Paddock
I. Justice Court Audit Report
Resolution – Justice Court Audit
J. Authorizing Correspondance to the Unified Court System
Recommended Resolution; The Town Board authorize the Town Supervisor to send a copy of the audit of the Justice Court records for the fiscal year ending December 31, 2020 to the State of New York Unified Court System
VII. Discussion/Resolutions – Attorney Christiana
K. Amendment to Resolution 249-2021
Authorization to Sign a Land Lease Amendment- Airport Road Cellular Site
Recommended Resolution: The Town of Rochester Town Board, on request by American Towers LLC legal counsel and acceptance by the Attorney for the Town, authorizes the Town Supervisor to sign the amendment proposed to “THE FIRST AMENDMENT TO LAND LEASE AGREEMENT” by and between the Town of Rochester, a municipal corporation, (“Landlord”) and American Towers LLC, a Delaware limited liability company (“Tenant”) to extend a land lease entered into dated July 11, 2007, as the same may have been amended from time to time, and originally commenced on July 11, 2007. The property that is the subject of this lease is located at 100 Airport Road Accord, NY 12404. This lease amendment provides for up to Eight (8) renewal periods of five (5) years each. The Town of Rochester shall receive a lump sum payment of $ 30,000.00 in consideration for the lease amendment.
L. Amendment to Resolution 250-2021
Authorization to Sign a Land Lease Amendment- Route 209 Cellular Site
Recommended Resolution: The Town of Rochester Town Board, on request by American Towers LLC legal counsel and acceptance by the Attorney for the Town, authorizes the Town Supervisor to sign the amendment proposed to “THE FIRST AMENDMENT TO LAND LEASE AGREEMENT” by and between the Town of Rochester, a municipal corporation, (“Landlord”) and American Towers LLC, a Delaware limited liability company (“Tenant”) to extend a land lease entered into dated July 11, 2007, as the same may have been amended from time to time, and originally commenced on July 14, 2008. The property that is the subject of this lease is located at 6140 Route 209 Kerhonkson, NY 12446. This Lease amendment provides for up to Eight (8) renewal periods of five (5) years each. The Town of Rochester shall receive a lump sum payment of $ 30,000.00 in consideration for the lease amendment.
M. Virtual vs. In-person meetings
N. Fire & Safety Inspection Fees Report
O. 2023 Ambulance Improvement Districts
VIII. Discussion/Possible Resolutions
P. Broadband
Q. Accessory Dwelling Unit local law
R. Recreation Commission local law
S. RFP website vendor
T. 2022 JCAP grant award
U. Grant Manager Stipend
V. Hiring Policy
W. Accord Speedway request to amend permit and waiver of Chapter 107, Racetracks
IX. Resolutions
X. Executive Session
Recommended Resolution: The Town Board motions to enter into Executive Session at _____ pm for the purposes of discussion of
1. Matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of particular employees
2. Matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of particular appointed member of a Board
Y. Executive Session
Recommended Resolution: The Town Board motions to exit Executive Session at _____ pm
X. Adjournment