Village Board of Trustees

Village of Massena BOARD OF TRUSTEES Meeting Minutes DATE/TIME: May 16, 2023 (5:30 p.m.) PLACE: Town Hall Building, 60 Main Street, Massena, New York PRESENT : Board of Trustees: Mayor Greg Paquin Trustee Christine Winston (Excused) Trustee Shelyn Peets Trustee Chad Simpson Trustee Ken McGowan Staff: Monique N. Chatland (Village Clerk/Administrator) Kevin Felt (Treasurer) Marty Miller (DPW Supt.) Aaron Hardy (Fire Foreman/Code Enforcement Officer) Jason Olson (Chief of Police) Press: Bob Beckstead (Courier Observer), Jeff Chudzinski (North Country this Week) Residents/Other: Ryne Martin (via phone), Brenton LaGrow (MVEU) Following the Pledge of Allegiance, Mayor Paquin asked that all electronic devices be silenced, proceeded to call the meeting to order at 5:30 p.m. and conducted a roll call of Board members present. PUBLIC HEARING : AMEND CHAPTER 2 90 (WATER) INCREASE WATER RATE SCHEDULES Trustee Simpson offered a motion, seconded by Trustee Peets to open the meeting to a public hearing to amend chapter 290 (Water) to consider adopting a local law to increase water rate schedules at 5:31 p.m. Motion Carried 4:0 (AYE=Paquin/Peets/Simpson/McGowan) (Clerks Note: See page xxxx for Notice of Public Hearing.) Hearing no public comments, Trustee Simpson made a motion, seconded by Trustee Peets to close the public hearing at 5:32 p.m. Motion Carried 4:0 (AYE=Paquin/Peets/Simpson/McGowan) RESOLUTION # 20-2023: ADOPT LOCAL LAW TO AMEND CHAPTER 2 90 (WATER) TO INCREASE RATE SCHEDULES A motion was offered by Trustee Peets, seconded by Trustee McGowan, and carried, to adopt the following resolution to wit: Resolution# 20-2023 Adopt Local Law #0 5-2023 CHAPTER 290 – WATER ARTICLE I – General Provisions Section 290-10. Rates and Charges A. General rates and minimum allowed usage. Water shall be charged to all consumers/ owners, users or takers of water on an equivalent dwelling unit (EDU) basis and actual usage in accordance with the following rates: (1) Water rate schedule: inside Village. AMEND (c) AS FOLLOWS: c. Rate Schedule. Water Used in Any Calendar Rate Per 1,000 Gallons Month (Gallons) First 3,000 $4.70 $4.89 Next 17,000 $3.99 $4.15 Excess of 20,000 $3.09 $3.21 2206  Village of Massena Board of Trustees Meeting May 16, 2023 NOTE: The minimum allowed usage is 3,000 gallons per month or $14.10 $14.67 per month or $28.20 $29.34 bimonthly (every two months). (2) Water rate schedule: outside Village. AMEND (b) AS FOLLOWS: b. Rate Schedule. Use Rate Residential $4.94 $5.14 per 1,000 gallons per month; $14.82 $15.42 per month for 3,000 gallons, or minimum $29.64 $30.84 bimonthly (every two months) for 6,000 gallons Commercial $8.99 to $9.35 per 1,000 gallons per month; minimum $67.43 $70.13 per month for 7,500 gallons, or minimum $134.85 $140.26 bimonthly (every two months) for 15,000 gallons Industrial $8.99 $9.35 per 1,000 gallons per month; minimum monthly usage per contract agreement Institutional $4.94 $5.14 per 1,000 gallons per month; minimum $98.80 $102.80 per month for 20,000 gallons, or minimum $197.60 $205.60 bimonthly (every two months) for 40,000 gallons (3) Water rate schedule: outside Village not within a water district. AMEND (b) AS FOLLOWS: Non-district fee: $14 $20 per month per EDU; $28 $40 every two months per EDU; as determined by the Village. AMEND (c) AS FOLLOWS: c. Rate Schedule. Use Rate Residential $6.18 $6.43 per 1,000 gallons per month; minimum $18.54 $19.29 per month for 3,000 gallons, or minimum $37.08 $38.58 bimonthly (every two months) for 6,000 gallons Commercial $11.23 $11.68 per 1,000 gallons per month; minimum $84.23 $87.60 per month for 7,500 gallons, or minimum $168.45 $175.20 bimonthly (every two months) for 15,000 gallons Industrial $8.99 $9.35 per 1,000 gallons per month; minimum monthly usage per contract agreement Institutional $6.18 $6.43 per 1,000 gallons per month; minimum $123.60 $128.60 per month for 20,000 gallons, or minimum $247.20 $257.20 bimonthly (every two months) for 40,000 gallons Effective Date: This local law shall take effect on July 1, 2023. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: None Mayor Paquin declared Resolution #20-2023 duly adopted (4:0). TREASURER ’S REPORT: Village Treasurer Felt presented the following: 2207  Village of Massena Board of Trustees Meeting May 16, 2023 Village of Massena Treasurer’s Report May 16, 2023 INFORMATION 1. I have provided you with the Balance Sheets and Budget Report for April and the April summary follows: Net Favorable 2022/2023 Revenue % Collected Expense % Spent (Unfavorable) General Fund 10,042,092 89.61% 9,171,732 79.17% 870,359 Refuse Fund 817,538 63.29% 930,263 58.55% (112,725) Water fund 1,350,063 65.11% 1,756,703 73.53% (406,640) Sewer Fund 1,084,533 60.92% 1,496,955 75.35% (412,422) Joint Rec 1,165,401 100.76% 1,170,815 91.84% (5,414) 14,459,627 14,526,469 Rescue Squad Activity Summary YTD Resource Recovery Revenue 785,878.19 Equipment Expenses 35,807.31 Contractual Expense 485,315.65 Recruitment & Retention - Village Debt Payments - Debt Paid to Town 82,380.52 Net Profit (Loss) 182,374.71 2. Year-end projections (containing actual figures through April) for the major funds have been submitted to each of you as well as the Department Managers. 3. We made principal and semi-annual interest payments on our Water Treatment Plant Upgrade serial bond on April 15th. The total amount was $202,000, which consisted of $195,000 in principal and $18,900 in semi-annual interest. The balance remaining on this bond is $645,000 and is scheduled to be paid by October 2026. 4. Sales tax received from the County the first of May was in the amount of $555,283. This compares to $505,911 for the same quarter last year, or a 9.8% increase. Year-to-date, we have received $1,809,033. Last year we received $1,661,495 during this timeframe; therefore, we are up $147,538 (approximately 9%). 5. The re-levy resolution being approved tonight is in the amount of $620,112.38. This amount is up $63,711.48 from the $683,823.86 re-levied last year. The reason for the large jump was last year we were not allowed to re-levy water amounts (pandemic). 6. The SLC Real Property Office is in the process of completing our tax roll: the final tax rates for the Village of Massena, West Massena, and Norfolk are: $16.672678, $21.604034, and $20.451831 per thousand, respectively. The reason these may be slightly different than what was used through the budget process is recent assessment changes in the final assessment rolls reported from the county. 7. Due to the increased need for printing, copying and scanning in the Clerk/Administrator’s office, they are looking to get a small multi-function machine. Three years ago, we obtained quotes for the larger machine across the hall, and Usherwood was selected as the best choice for our needs. They would like to add the new machine to our existing arrangement with Usherwood for repairs/servicing efficiency, etc. It would be a 60-month lease. ACTION 8. Budget Amendments: The approved 384e retirement plan option for the fire employees that takes effect 6/1/2023, requires the village to pay a catch-up cost of $92,282, which was budgeted for in the 23-24 budget, however the bill was received from NYS and is due by 5/19. I am requesting to appropriate $92,282 from the general fund balance and increase the Police & Fire Retirement Expense account (100- 9015-800-000-00). This will allow the village to pay the cost from the 22-23 budget, instead of the 23-24 budget. McGowan/Peets/Paquin/Simpson/Carried 2208  Village of Massena Board of Trustees Meeting May 16, 2023 COMMITTEE REPORTS: WATER: Administrator Chatland questioned why Water, Sewer and Garbage is showing negative? Treasurer Felt said exports are not being done. Trustee McGowan & Treasurer feel should look at new software to integrate systems. POLICE : Applied for Grant for in-car computers & printers, hopefully will save money for Village. CODE ENFORCEMENT : Mayor would like to include bids for property clean ups for 2024. RESCUE : Discussions regarding man-power & billing. STREET: Start to mill Parker Ave. to Alvern & Church St. Trustee McGowan feels people are abusing brush pick up. DPW Spt. Miller says there is abuse but will continue to pick up as in years past, present & future. Next year will map areas & each area will be given two weeks in spring and fall. Administrator Chatland questioned where they are with use of paper bags for leaves? DPW Supt. Miller said code will need to be changed, currently workers have to rip open plastic bags to dump leaves and brush. INITIAL PUBLIC COMMENT PERIOD: Reporter Bob Beckstead questioned what paper bags they were referring too? Mayor and DPW Supt. explained they will need to change code if they switch from plastic to paper bags for brush and leave pick up. Will need to hold a public hearing before changes can be made. ESTABLISH PUBLIC HEARING DATE: CHANGE BRUSH/LEAVE PICK UP FROM PLASTIC TO PAPER BAGS A motion was made by Trustee Peets and seconded by Trustee Simpson to hold a Public Hearing on July 18,2023 at 5:30 p.m. to consider changing code to reflect Paper bags instead of plastic for use during brush/leave pick up. Motion Carried 4:0 (AYE=Paquin/Peets/Simpson/McGowan). RESOLUTION #2 1-2023: AGREEMENT WITH LABELLA FOR GRASSE RIVER SEWER SHED EVALUATION A motion was offered by Trustee Simpson, seconded by Trustee McGowan, and carried, to adopt the following resolution to wit: RESOLUTION #2 1-2023 Approve Professional Services Agreement with LaBella Associates, D.P.C. for the Grasse River Sewer Shed Evaluation BE IT RESOLVED that the Village of Massena Board of Trustees hereby approves the Professional Services Agreement with LaBella Associates, D.P.C. pursuant to LaBella Proposal No. P2300168, dated May 9,2023 for the purposes of the Grasse River Sewer Shed Evaluation in relation to the 2022 NYS Environmental Facilities Corporation Engineering Planning Grant award (CFA #120705); and BE IT FURTHER RESOLVED that in consideration of services provided by LaBella Associates, D.P.C, a lump sum amount not to exceed $50,000 is hereby appropriated; and BE IT FURTHER RESOLVED that Gregory M. Paquin, as Mayor of the Village of Massena, is hereby authorized and directed to execute said Agreement. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: None Mayor Paquin declared Resolution #21-2023 duly adopted (4:0). RESOLUTION #21-2023: AGREEMENT WITH DREW ARCHITECTURE FOR STRUCTURAL/BLDG. ANALYSIS REPORT FOR 22-24 MIN STREET A motion was offered by Trustee Simpson, seconded by Trustee McGowan, and carried, to adopt the following resolution to wit: RESOLUTION#21-2023 Approve Professional Services Agreement with 2209  Village of Massena Board of Trustees Meeting May 16, 2023 Drew Architecture for Building Structural Analysis and Report BE IT RESOLVED that the Village of Massena Board of Trustees hereby approves the Professional Services Agreement with Drew Architecture dated May 10, 2023, for the purposes of a Building Structural Analysis and Report at 22-24 Main Street; and BE IT FURTHER RESOLVED that in consideration of services provided by Drew Architecture, a fixed rate fee of $2,500 is hereby appropriated; and BE IT FURTHER RESOLVED that Gregory M. Paquin, as Mayor of the Village of Massena, is hereby authorized and directed to execute said Agreement. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: None Mayor Paquin declared Resolution #21-2023 duly adopted (4:0). AWARD BIDS: WATER TREATMENT PLANT SUPPLIES A motion was made by Trustee Peets and seconded by Trustee Simpson to award the Water Treatment Plant materials and supplies as recommended below. Trustee McGowan questioned why still making fluoride additions to the water, he stressed he is not in favor of additions of fluoride and believes it is an outdated process. Claims it is a medicine so why are we adding to the water? If you can’t dose then shouldn’t force it. Mayor Paquin stressed the American Dental Association is in favor. Trustee McGowan can see both sides. DPW Supt. Marty Miller recalled back in 2010 or 2011 the Village of Massena tried to end fluoride additions and realized it is a major process. It would be wise to meet with the Department of Health prior to taking any action to understand the process involved because you can’t just stop all at once. A motion was made to amend the motion made by Trustee Simpson, seconded by Trustee Peets to award the Water Treatment Plant materials and supplies as recommended below. Motion Carried 3:1 (AYE=Peets/Simpson/McGowan) (NAY= Paquin) (Clerks Note: See page XXXX for legal notice ) 2210  Village of Massena Board of Trustees Meeting May 16, 2023 AWARD BID CUSTODIAL SERVICES COMMUNITY CENTER: MIKE RAIMONDI CLEANING SERVICES A motion was offered the by Trustee Peets, seconded by Trustee McGowan to award the bid for Cleaning Services at the Massena Community Center to Michael Raimondi Cleaning Service (MRCS)($580.00/weekly). Motion Carried 4:0 (AYE=Paquin/Peets/Simpson/McGowan (Clerks Note: See page XXXX for legal notice ) RESOLUTION #22-2023: ADOPT TAX WARRANT A motion was offered by Trustee McGowan, seconded by Trustee Peets, and carried, to adopt the following resolution to wit: Resolution#22-2023 ADOPT TAX WARRANT BE IT RESOLVED, that Gregory M. Paquin, Mayor of the Village of Massena, is hereby authorized and directed to execute the FY23-24 Tax Warrant as follows: You are hereby commanded to receive and collect from the several persons named in the Tax Roll hereunto annexed, the several sums stated in the last column hereof opposite their respective names, being a total of $6,850,533.38 for the following purposes: For the Current Budget ------------------------------- $6,230,421.00 For Charges for Services ---------------------------- 36,758.69 For Relevied Water Rents and Charges --------- 216,314.65 For Relevied Sewer Rents and Charges -------- 207,168.69 For Relevied Garbage Charges -------------------- 159,870.35 TOTAL ------------------------------------------------------ $6,850,533.38 You are further commanded to receive and collect such sums without additional charge between the 1st day of June and the 3rd day of July 2023, both inclusive, and thereafter to collect with such of the sums as have not been theretofore collected, an additional charge of five per centum for the first month or fraction thereof and one per centum for each month or fraction thereof thereafter until paid. You are further commanded to return the Tax Roll and Warrant to the Village Clerk on a date established in October 2023 by St. Lawrence County, and to deliver to the Board of Trustees at the same time an account of the taxes remaining due and unpaid, describing each parcel of real property upon which taxes are unpaid, showing the person or persons to whom the parcel is assessed and showing as to each parcel the amount of tax unpaid. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: None Mayor Paquin declared Resolution #22-2023 duly adopted (4:0). RESOLUTION #23-2023: RE-LEVY TO VILLAGE TAXES A motion was offered by Trustee Peets, seconded by Trustee Simpson, and carried, to adopt the following resolution to wit: Resolution# 23-2023 RE-LEVY TO VILLAGE TAXES BE IT RESOLVE, that the Village of Massena Board of Trustees hereby authorizes the Village Treasurer to re-levy unpaid sewer use charges plus penalties of $207,168.69 unpaid water charges plus penalties of $216,314.65 and unpaid trash collection and other charges plus penalties of $196,629.04 totaling $620,112.38 to the June 2023 Village Tax Roll. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: NONE Mayor Paquin declared Resolution #23-2023 duly adopted (4:0). 2211  Village of Massena Board of Trustees Meeting May 16, 2023 RESOLUTION #24-2023: AUTHORIZE FIRE EQUIP. RESERVE FUNDS TO PURCHASE VEHICLE EXTRACTION BATTERY SPREADERS A motion was offered by Trustee Simpson, seconded by Trustee Peets, and carried, to adopt the following resolution to wit: Resolution#24-2023 Resolution Authorizing the Expenditure of Funds from the Fire Equipment Capital Reserve Fund to Purchase Vehicle Extrication Battery-Powered Spreaders. WHEREAS, pursuant to Section 6-c of the General Municipal Law, as amended, the Village of Massena Board of Trustees duly established a Capital Reserve Fund on April 17, 1984, for the purpose of financing the future purchase of fire fighting vehicles/equipment for use by the Village of Massena, St. Lawrence County, New York; and WHEREAS, the Village Treasurer has been given authorization to invest, from time to time, the monies from this fund for the specific purchase of fire fighting vehicles/equipment contingent upon approval by the Village Board of Trustees; and WHEREAS, such expenditure of monies approved by the Village Board of Trustees from the Fire Equipment Capital Reserve Fund are subject to a Permission Referendum; NOW, THEREFORE, BE IT RESOLVED, that the Village Board of Trustees hereby authorizes the Village Treasurer, upon the recommendation of the Massena Fire Department, Inc., (and/or the Village of Massena Fire Department) to expend an amount of $15,000.00 for the purchase of a Battery-Powered Hydraulic Extrication Spreader from Extrication Concepts, Inc. 645 Main Street, Franklin, NY 13775; and BE IT FURTHER RESOLVED, that this action by the Village Board of Trustees authorizing an expenditure from the Fire Equipment Capital Reserve Fund to finance the purchase of a Battery-Powered Hydraulic Extrication Spreader is subject to a Permissive Referendum. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: NONE Mayor Paquin declared Resolution #24-2023 duly adopted (4:0). 2023 SPRING CLEAN UP RESULTS DPW Supt. presented the following to the board: 2212  Village of Massena Board of Trustees Meeting May 16, 2023 RESOLUTION # 25-2023: MILEAGE ALLOWANCE DURING FY 202 3/2024 A motion was offered by Trustee McGowan, seconded by Trustee Peets, and carried, to adopt the following resolution to wit: Resolution# 25-2023 Mileage Allowance During FY202 3/24 WHEREAS Village Law § 5-524(7) provides that the actual and necessary expenses of all officers and employees incurred in the performance of their official duties shall be a Village charge; and WHEREAS the Board of Trustees may, in lieu of auditing and allowing a claim for actual and necessary expenses for travel, determine by resolution to pay a reasonable mileage allowance for use of personal automobiles in the performance of official duties; and WHEREAS the Board of Trustees has determined to pay a fixed rate for mileage as reimbursement to officers and employees of the Village who use their personal automobiles while performing their official duties on behalf of the Village; NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees hereby adopts the following policy: VILLAGE OF MASSENA MILEAGE ALLOWANCE POLICY [Excerpt from Village of Massena Personnel Policy Manual] 407 Expense Reimbursement Travel - The preferred method of travel is by Village owned vehicle using the Village’s credit card or gas card as appropriate. Advance Department Head approval is required for any other method. If the Village credit card is not available, reimbursement for gas and approved incidentals will be by itemized receipt. Mileage - In the rare event that a Village vehicle is not available, and an employee is authorized to travel by personal vehicle, the Village will pay the actual mileage of the trip at the reimbursement rate set by the IRS at the time of travel. All travel by personal vehicle must be pre-approved by the Mayor. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: NONE Mayor Paquin declared Resolution #25-2023 duly adopted (4:0). RESOLUTION# 26-2023: ATTENDANCE AT SCHOOLS AND CONFERENCES DURING FY202 3/2024 A motion was offered by Trustee Simpson, seconded by Trustee Peets, and carried, to adopt the following resolution to wit: 2213  Village of Massena Board of Trustees Meeting May 16, 2023 Resolution#2 6-2023 Attendance at Schools and Conferences During FY202 3/24 WHEREAS various educational and informational meetings, conferences, seminars, workshops and training schools will be available to village employees and officials throughout the fiscal year; and WHEREAS it has been determined by the Board of Trustees that attendance by certain municipal officials and employees at one or more of these events benefits the municipality; and WHEREAS Chapter 19 of the Code of the Village of Massena (Convention, Conference and School Attendance) as adopted the by Village Board on September 22, 1969, delegates to the Mayor the power to authorize attendance of municipal officers and employees at conventions, conferences and schools conducted for the betterment of local government; NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees hereby authorizes municipal officials and employees to attend meetings, conferences, seminars, workshops and training schools throughout the fiscal year with prior approval granted by the Mayor as he deems will be for the betterment of local government; and BE IT FURTHER RESOLVED that this Resolution shall take effect immediately. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: NONE Mayor Paquin declared Resolution #26-2023 duly adopted (4:0). RESOLUTION#2 7-2023: ADVANCE APPROVAL OF CLAIMS DURING FY2023/2024 A motion was offered by Trustee Simpson, seconded by Trustee Peets, and carried, to adopt the following resolution to wit: RESOLUTION#2 7-2023 Advance Approval of Claims During FY202 3/24 WHEREAS the Board of Trustees has determined to authorize payment in advance of audit of claims for public utility services, postage, freight and express charges; and WHEREAS all such claims shall be presented at the next regular meeting for audit; and WHEREAS the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees; NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees authorizes payment in advance of audit of claims for public utility services, postage, freight and express charges and all such claims shall be presented at the next regular meeting for audit and the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees; and BE IT FURTHER RESOLVED that this Resolution shall take effect immediately. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: NONE Mayor Paquin declared Resolution #27-2023 duly adopted (4:0). RESOLUTION #2 8-2023: ADOPT PROCUREMENT POLICY FY202 3/24 A motion was offered by Trustee Simpson, seconded by Trustee McGowan, and carried, to adopt the following resolution to wit: RESOLUTION#2 8-2023 Procurement Policy During FY202 3/24 WHEREAS Section 104-b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by law to be publicly bid; NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees adopts the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. VILLAGE OF MASSENA PROCUREMENT POLICY 2214  Village of Massena Board of Trustees Meeting May 16, 2023 BACKGROUND A. Section 104-b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by law to be publicly bid, and; B. Comments have been solicited from all officers in the Village of Massena involved in the procurement process; C. The Village of Massena has adopted the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. POLICY A. Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to Section 103 of the General Municipal Law: 1. purchase contracts under $10,000 and public works contracts under $20,000; 2. emergency purchases; 3. certain municipal hospital purchases; 4. goods purchased from agencies for the blind or severely handicapped; 5. goods purchased from correctional institutions; 6. purchases under State and County Contracts; and 7. surplus and second-hand purchases from another governmental entity. The decision that a purchase is not subject to competitive bidding will be documented in writing by the department head. This documentation may include written or verbal quotes from vendors, a memo indicating how the decision was arrived at, a copy of the contract indicating the source which makes the item or service exempt, a memo from the department head detailing the circumstances which led to an emergency purchase, or any other written documentation that is appropriate. B. All goods and services will be secured by use of written requests for proposals, written quotations, verbal quotations, or any method that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: 1. purchase contracts over $10,000 and public works contracts over $20,000; 2. goods purchased from agencies for the blind and severely handicapped pursuant to Section 175-b of the State Finance Law; 3. goods purchased from correctional institutions pursuant to Section 186 of the Correction Law; 4. purchases under State Contracts pursuant to Section 104 of the General Municipal Law; 5. purchases under County Contracts pursuant to Section 103(3) of the General Municipal Law; or 6. purchases pursuant to Subdivision 6 of this policy. C. The following method of purchase will be used in order to achieve the highest savings: PURCHASE CONTRACTS ESTIMATED AMOUNT METHOD $ 1,000 - $ 2,999 Verbal quotations $ 3,000 - $ 9,999 Written/fax quotations or written request for proposals PUBLIC WORKS CONTRACTS ESTIMATED AMOUNT METHOD $ 1,000 - $ 2,999 Verbal quotations $ 3,000 - $ 4,999 Written/fax quotations $ 5,000 - $ 19,999 Written/fax quotations or written request for proposals 2215  Village of Massena Board of Trustees Meeting May 16, 2023 A good faith effort shall be made to obtain at least three (3) proposals or quotations. If the department head is unable to obtain three (3) proposals or quotations, he/she will document the attempt made at obtaining the proposals. In no event shall the failure to obtain the proposals be a bar to the procurement. D. Documentation is required of each action taken in connection with each procurement. E. Documentation and an explanation is required whenever a contract is awarded to other than the lowest responsible offeror. This documentation will include an explanation of how the award will achieve savings or how the offeror was not responsible. A determination that the offeror is not responsible shall be made by the appropriate department head and may not be challenged by any offeror under any circumstances. F. Pursuant to General Municipal Law Section 104-b(2)(f), the Board of Trustees determines that it is not in the best interests of the Village of Massena to solicit quotations, or document the basis for not accepting the lowest bid, in the following circumstances: 1. Professional services or services requiring special or technical skill, training or expertise. The provider may be chosen based on accountability, reliability, responsibility, skill, education and training, judgment, integrity, and moral worth. Decisions for these services shall be made only by the Mayor subject to approval of the Board of Trustees. In determining whether a service fits into this category, the Board of Trustees shall consider the following guidelines: a. whether the services are subject to State licensing or testing requirements; b. whether substantial formal education or training is a necessary prerequisite to the performance of the services; and c. whether the services require a personal relationship between the individual and municipal officials. Professional or technical services shall include but not be limited to the following: services of an attorney and physician; technical services of an engineer engaged to prepare plans, maps and estimates; securing insurance coverage and/or services of an insurance broker; services of a certified public accountant; investment management services; printing services involving extensive writing, editing or art work; management of municipally-owned property; and computer software or programming services for customized programs, or services involved in substantial modification and customizing of pre-packaged software. 2. Emergency purchases pursuant to Section 103(4) of the General Municipal Law. 3. Purchases of surplus and second-hand goods from any source. 4. Goods or services under $1,000. The time and documentation required to purchase through this policy may be more costly than the item itself and, therefore, would not be in the best interest of the taxpayer. In addition, it is not likely that such de minimis contracts would be awarded based on favoritism. This policy shall go into effect January1,1992, and will be reviewed annually. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: NONE Mayor Paquin declared Resolution #28-2023 duly adopted (4:0). DISCUSSION: PROPOSED CANNABIS LEGISLATION Code Enforcement Officer Aaron Hardy communicated changes are close to municipal code which is fair. Mayor Paquin if shop is operating illegally “tough” penalties, which will be defined in code changes. AUTHORIZE EMERGENCY REPAIR AND/OR SECURING OF UNSAFE BUILDING: 13 DOVER ST. A motion was offered by Trustee Simpson, seconded by Trustee McGowan to approve the request to secure the open cellar located at 13 Dover. St. in the Village of Massena. No response after several tries to property owner. Cellar has been open for a while and needs to be secured for safety of the neighborhood. Motion Carried 4:0 (AYE= Paquin/Peets/Simpson/McGowan) RESIGNATION: JOSHU A TREMBLAY- MEO- DPW A motion was offered by Trustee Simpson, seconded by Trustee Peets to accept the resignation of Joshua Tremblay- Motor Equipment Operator -DPW. (eff.05/12/23) Motion Carried 4:0(AYE= Paquin/Peets/Simpson/McGowan) 2216  Village of Massena Board of Trustees Meeting May 16, 2023 AUTHORIZATION TO CANVAS FOR MEO- DPW A motion was offered by Trustee Simpson, seconded by Trustee Peets to authorize DPW Supt. Miller to canvas for Motor Equipment Operator for DPW in light of the recent resignation. Motion Carried 4:0(AYE= Paquin/Peets/Simpson/McGowan) RESOLUTION # 29-2023: AGREEMENT WITH WRIGHT-PIERCE ENGINEERING-WWTP FACILITY PLAN A motion was offered by Trustee Simpson, seconded by Trustee Peets and carried, to adopt the following resolution to wit: Resolution#29-2023 2217 Village of Massena Board of Trustees Meeting May 16, 2023 2218 Village of Massena Board of Trustees Meeting May 16, 2023 2219  Village of Massena Board of Trustees Meeting May 16, 2023 Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson , Trustee McGowan NAY: None Mayor Paquin declared Resolution #29-2023 duly adopted (4:0). RESOLUTION # 30-2023: AUTHORIZE 2-YEAR AGREEMENT WITH H3 DESIGNS FOR BRANDING & IDENTITY A motion was offered by Trustee Peets, seconded by Trustee McGowan and carried, to adopt the following resolution to wit: Resolution#30-2023 Authorize Two-Year Agreement for Branding & Identity Provided by H3 Designs BE IT RESOLVED that the Town of Massena Town Council has entered into a contract for Branding & Identity with H3 Designs for the period of July 1, 2023 through June 30, 2025 for a fee of $52,000 in accordance with the project proposal “Branding & Identity (2023-2025)”; and BE IT FURTHER RESOLVED that the Village of Massena Board of Trustees wishes to appropriate the amount of $9,000 (Annually)towards the total cost of $18,000 for services provided by H3 Designs and further described in the above referenced project proposal; and NOW, THEREFORE, BE IT RESOLVED that the Village of Massena Board of Trustees hereby appropriates $9,000 towards Branding & Identity and directs Mayor Gregory M. Paquin to execute any and all necessary documents concerning this matter. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: None Mayor Paquin declared Resolution #30-2023 duly adopted (4:0). 2220  Village of Massena Board of Trustees Meeting May 16, 2023 VOUCHER WARRANT: A motion was made by Trustee Peets and seconded by Trustee McGowan to approve Voucher Warrant #474. Motion Carried 4:0 (AYE=Paquin/Peets/Simpson/McGowan). WARRANT#474 (Board Meeting 05/16/23) 232245-232249 04/19/23 41,243.77 Prepaid Payroll 232250 04/20/23 23,236.86 CSEA Employee Benefit Fund 232251 04/21/23 150.00 Mountain Medical Services 232252 04/21/23 122.27 The Home Depot Credit Svcs 232253 04/21/23 1,970.36 Verizon Wireless 232254 04/24/23 547.56 Verizon Wireless 232255-232259 04/26/23 44,334.67 Pre-paid Payroll 232260 05/01/23 303.37 GreatAmerica Financial Svcs. 232261 05/01/23 1,657.63 Liberty Utilities 232262 05/01/23 280.40 Massena Electric Dept. 232263-232267 05/03/23 43,003.10 Prepaid Payroll 232268 05/08/23 24,143.94 Massena Electric Dept. 232269 05/08/23 5,002.63 Powerplan 232270 05/08/23 3,030.00 Reserve Account 232271 05/08/23 130.00 Verizon 232272 05/08/23 50.35 Verizon 232273-232279 05/09/23 44,144.17 Prepaid Payroll 232280 05/12/23 1,391.99 U.S. Postal Service 234,743.07 Total Prepaid 232281-232382 05/16/23 189,434.71 Total Unpaid 424,177.78 Total Warrant#474 Including Prepaid Payroll MONTHLY REPORTS : The following monthly reports were presented and reviewed:  Massena Permanent Firefighters/ Village of Massena Code Enforcement Office (Apr 2023)  Massena Rescue Squad (Apr 2023)  Explore Massena Monthly Progress Report (April 2023) COMMUNICATIONS/CORRESPONDENCE: The American Legion Post 79 (40 East Orvis Street Massena, NY 13662) has announced they will lead the fundraising efforts for the Veteran’s Memorial Park (Andrews St.) project that will be completed by the Village of Massena Department of Public Works and will happen in phases. DPW Supt. Miller explained that two- three drawings will be submitted and will solicit opinions. There are ADA compliance issues, etc. Craft and Vendor show at Massena Rescue -June 3,2023 10am-3pm CLOSING PUBLIC COMMENT PERIOD: No comments heard at this time. EXECUTIVE SESSION: A motion was offered by Trustee Simpson, seconded by Trustee McGowan to enter into an Executive Session to discuss Contractual (2), & Personnel at 6:32 p.m. Motion Carried 5:0 (AYE= Paquin/Peets/Simpson/McGowan). Others in attendance included Jason Olson, Marty Miller (exit 6:59 pm) and Kevin Felt (exit 6:50 pm). A short Executive Session was held and No action was taken. At 7:05 p.m. a motion was made by Trustee Simpson and seconded by Trustee Peets to close executive session and return to the open meeting. Motion Carried 4:0 (AYE=Paquin/Peets/Simpson/McGowan). ADJOURNMENT: With no further business, a motion to adjourn the Village Board meeting was made by Trustee Simpson at 7:05 p.m. and seconded by Trustee McGowan. Motion Carried 4:0 (AYE= Paquin/Peets/Simpson/McGowan). MINUTES PREPARED BY: 2221  Village of Massena Board of Trustees Meeting May 16, 2023 Monique N. Chatland, Village Clerk NOTICE OF PUBLIC HE ARING: INCREASE WATER RATE SCHEDULES: 2222 Village of Massena Board of Trustees Meeting May 16, 2023 2223  Village of Massena Board of Trustees Meeting May 16, 2023 LEGAL NOTICE: WATER TREATMENT PLANT SUPPLIES : LEGAL NOTICE: COMMUNITY CENTER RFP CUSTODIAL SERVICES: 2224 Village of Massena Board of Trustees Meeting May 16, 2023 2225