Mayor & Board of Trustees

AGENDA TUESDAY DECEMBER 19, 2023 BOARD OF TRUSTEES WILLIAM J. VESCIO COMMUNITY CENTER 1 LIBRARY ROAD WORK SESSION – 6:00 PM For those members of the public interested in viewing and/or participating in the meeting remotely, visit https://www.briarcliffmanor.gov/Calendar.aspx?EID=711 1. Review Agenda Items: a. Swearing in and Appointment of a Police Officer b. Public Hearing to Amend Chapter 207, Vehicles and Traffic, Articles: VII Snow Emergencies, VIII Storage and Retrieval of Vehicles and IX Miscellaneous Provisions c. Authorize Village Manager to Execute an Agreement with Westchester County – Mobile Radios d. Authorize Assignment of Rights and Obligations of Lamb & Barnosky, LLP Retainer Agreement to be Assigned to Keane & Beane, P.C. e. Capital Budget Transfers and Creation of New Project Line 2. DTS Provident Design Presentation – River Road at Route 9 3. Discuss: 1050 Pleasantville Road Geotechnical Proposals 4 Board of Trustees Concerns 5. Executive Session – Personnel and Contractual 1  Kathryn Nivins 1111 Pleasantville Road Village Treasurer Briarcliff Manor, NY 10510 knivins@briarcliffmanor.gov Telephone: (914) 944-2787 Facsimile: (914) 941-4837 December 15, 2023 From: Kathryn Nivins, Village Treasurer To: Board of Trustees, Village Manager RE: Capital Projects Dear Board of Trustees, Below are requests to create new capital projects, complete transfers between capital projects and an additional request for a capital budget amendment to decrease the General fund-fund balance to cover the final expendtires of the Cross Access CBD-Parking Lot capital project. A. Create New Capital Project 1. H3410.201.24660 - Fire & Amb Patio Upgrde BMFD$ The Fire Department is proposing an upgrade to the patio area behind Village Hall. This upgrade will include an new awning, fire pit, and concrete work. We recommend creating a new capital project expense line and budget to ensure that we capture the improvement of a Village asset separate from the FD Capital Reserve expense line. B. Capital Projects that require additional transfers from other capital projects and/or as otherwise indicated Expense GL/Project Description GL Balance 1. From: H3410.201.20680 - FD Capital Reserve $26,000.00 To: H3410.201.24660 - Fire & Amb Patio Upgrde BMFD $26,000.00 As discussed in Section A-1 above. 2 2|Page B. Capital Projects that require additional funding from other capital projects and/or as otherwise indicated (cont.) 1. H8397.201.CHAPP Design Work-Chapp Rd/NYS Rt 100 $15,250.00 Available Capital funds – H8397.201.21531 Long Hill SS Repairs – Design $19,597.17 Available Capital funds – H8397.201.21532 Pine Rd Pump St/SS-Design $18,056.50 The Chappaqua Rd/NYS Rt 100 Design project requires funding in the amount of $15,250.00. ($10,250.00 for a Topographical Survey and $5,000 in contingency funds). To prevent a reduction in the Water Fund-Fund Balance or Water contingency budget, we recommend closing open purchase orders for the above referenced water projects that are not currently active. Both projects have completed design work however they are awaiting funding for the construction phase. There is a possibility of exploring water grants however based on the denial of recent water grant applications and feedback from our grants coordinator of the criteria met for awarded water grants in other communities there is a low expectiation this type of assistance for these projects. Both projects will be reviewed in upcoming Capital Budget 24/25. Bond counsel has opined that the transfer between the projects is appropriate as the original intention for the bonded funds was design work. Any remaining balances, will remain in referenced capital projects, offsetting future obligations. 2. H1440.201.23280 Cross Access CBD - Parking Lot $51,289.70 Requires additional transfer from General Fund (A)-Fund Balance $51,289.70 We have received the final bill for the CBD project, indicating a total construction cost of $470,111.94, which exceeds the revised contract costs of $418,976.50 by $51,135.44. The main reason for these overages is field change orders for additional paving, lighting, and curb work. Previous budget transfer requests were based solely on the initial contract costs without overages on the item quantities compared to the original contract. Attached is a copy of the updated final project costs for your reference. Thank you for your attention to these matters. 3 Project 23280-Cross Access CBD -Parking Lot Amount Original Budget $ 408,000.00 Budget Transfer 9-5-23 From Paving H5110-201-24491 $ 100,000.00 Budget Transfer 11-28-23 From General Fund BOT 11/28/23 $ 14,744.96 From 23481 -River Rd Islands Intersection (30k) 24491- Annual Paving 23/24 (992.31) and 24290-Lib Budget Transfer 11-28-23 Parking Lot-Inc Drp at Crb (262.73) $ 31,255.04 Proposed Budget Transfer 12-19-23 From General Fund BOT 12/19/23 $ 51,289.70 Total Revised Budget $ 605,289.70 Expense Activity Misc Expense ORG OBJECT PROJECT DESCRIPTION AMOUNT CHECK NO WARRANT VOUCHER VDR NAME/ITEM DESC COMMENTS H1440 201 23280 Cross Access CBD - Parking Lot 1,160.00 97,238 11112022 135233 Arizent BondLegalAdvertising H1440 201 23280 Cross Access CBD - Parking Lot 5,262.00 96,893 09302022 135224 Fiscal Advisors & Marketing Inc PublicImprmtBonds2022 H1440 201 23280 Cross Access CBD - Parking Lot 1,578.00 96,934 09302022 135228 Premier Printing Inc PublicImprvSerialBonds2022B H1440 201 23280 Cross Access CBD - Parking Lot 3,051.00 100,376 10132023 142197 Expanded Supply Products, Inc. Frame&GrateCatchBasin H1440 201 23280 Cross Access CBD - Parking Lot 209.00 100,785 11242023 142800 Glenco Supply, Inc. Cross Access Signage H1440 201 23280 Cross Access CBD - Parking Lot 447.50 100,785 11242023 142802 Glenco Supply, Inc. CrossAccessSignageRoseParking 11,707.50 Total Misc Expense Design Expense ORG OBJECT PROJECT DESCRIPTION AMOUNT CHECK NO WARRANT VOUCHER VDR NAME/ITEM DESC COMMENTS H1440 201 23280 Cross Access CBD - Parking Lot 3,620.00 98,649 04142023 138608 DTS Provident Design Engineering LLP Cross Access - CBD Parking Lot H1440 201 23280 Cross Access CBD - Parking Lot 5,995.00 98,415 03172023 138149 DTS Provident Design Engineering LLP Cross Access - CBD Parking Lot H1440 201 23280 Cross Access CBD - Parking Lot 15,230.00 97,540 12092022 136535 DTS Provident Design Engineering LLP Cross Access - CBD Parking Lot H1440 201 23280 Cross Access CBD - Parking Lot 22,567.25 100,780 11242023 142922-142917 DTS Provident Design Engineering LLP Cross Access - CBD Parking Lot 47,412.25 Total Design Expense Electric Work ORG OBJECT PROJECT DESCRIPTION AMOUNT CHECK NO WARRANT VOUCHER VDR NAME/ITEM DESC COMMENTS H1440 201 23280 Cross Access CBD - Parking Lot 314.90 100,547 10272023 142526 PRM Electric Inc ConduitInstallEVVhargers H1440 201 23280 Cross Access CBD - Parking Lot 2,440.00 100,547 10272023 142526 PRM Electric Inc ConduitInstallEVVhargers EV Chargers -Reclass to grant when approved H1440 201 23280 Cross Access CBD - Parking Lot 28,232.20 100,547 10272023 142534 PRM Electric Inc VM2223-5E_Req#2 H1440 201 23280 Cross Access CBD - Parking Lot 17,432.50 100,415 10132023 142141 PRM Electric Inc Application#1- Cross Access Pr H1440 201 23280 Cross Access CBD - Parking Lot 2,553.41 PRM Electric Inc $ 50,973.01 Total Electric Expense 4 Construction Costs ORG OBJECT PROJECT DESCRIPTION AMOUNT CHECK NO WARRANT VOUCHER VDR NAME/ITEM DESC COMMENTS H1440 201 23280 Cross Access CBD - Parking Lot 146,119.50 100,792 11242023 142872 Jablko Construction LLC CrossAccessProjectReq#1 H1440 201 23280 Cross Access CBD - Parking Lot 296,229.18 100,515 12082023 143310 Jablko Construction LLC CrossAccess_REQ#2 10/1-11/3/23 H1440 201 23280 Cross Access CBD - Parking Lot 7,510.00 100,515 10272023 142332 Jablko Construction LLC EV Work VIllage Hall $ 449,858.68 Total Construction Expense Construction Inspection ORG OBJECT PROJECT DESCRIPTION AMOUNT CHECK NO WARRANT VOUCHER VDR NAME/ITEM DESC COMMENTS H1440 201 23280 Cross Access CBD - Parking Lot 570.00 100,843 11242023 142813 James Statini CrossAccessInspectionFinal H1440 201 23280 Cross Access CBD - Parking Lot 9,595.00 100,672 11102023 142698 James Statini ParkingLotRetainingWallInspect H1440 201 23280 Cross Access CBD - Parking Lot 7,410.00 100,425 10132023 142133 James Statini Cross Access - Construction In $ 17,575.00 Total Construction Inspection Expense Total Act Expense through 12/13/2023 577,526.44 Pending Expenses Retainage of Award of Bid to Jablko Constuction-BOT 7-25-23 $ 27,763.26 Estimated Total Expense 605,289.70 Est Net Project Fund Balance $ - 5