Board of Trustees

Village of Millbrook Board of Trustees Friday, 10/27/2023- 3PM Special Emergency Meeting- Sidewalks Village Hall, 35 Merritt Ave, Millbrook NY,12545 1. Roll Call: Mayor Collopy, Deputy Mayor Doro, Trustee Contino, Trustee Herzog, and Clerk Witt Absent: Trustee Murphy 2. Open meeting – 6:00 PM with Pledge of Allegiance and Roll Call. 3. Sidewalk Project- Tom Harvey- Rennia Engineering: Mr. Harvey explained there have been changes to the original work order for the Sidewalk project for phases 1 and 2. The changes will increase the cost of the project by $32,025- see attachments for details. Mayor Collopy says a plan to use Village funds to make up for the change work order is ‘to be determined’. Mr. Harvey also noted the trees that have been removed will be replaced in the Spring (2024) by a landscaper- not the construction company. Trustee Herzog stated there will be a couple of Shade Tree Commission meetings to discuss tree options. Trustee Contino asked if there was a way to get the biggest and tallest tree allowable- as she has received complaints that the trees that have been removed provided shade for the North-side residents. Trustee Herzog said options will be discussed by the Shade Tree Commission and from there they will bring the options to the Board of Trustees but cautioned that buying bigger trees will likely cost more. Motion made by Mayor Collopy to accept the work change order that will increase the project amount from $173,510 to $205,535 (an increase of $32,025) with a substantial completion date of December 1, 2023, seconded by Trustee Contino and all were in favor. Public Comments- None. 4. Give a book take a book box: Mayor Collopy explained the Millbrook Central School District approached him about putting a book box somewhere in the Village. It was determined that one at the Village Hall would work out well. Mayor Collopy asked the Board if there would be any objections to having one placed at the Village Hall- there were none. 5. Next board meeting: Business Meeting: November 8, 2023 at 6 PM – Millbrook Firehouse (20 Front St) 6. Adjournment: Motion to adjourn at 3:30 PM was made by Mayor Collopy seconded by Deputy Mayor Doro and all were in favor. Respectfully submitted by Village Clerk Sarah J. Witt 1|P a g e October 27, 2023- Village Board of Trustees- www.villageofmillbrookny.com- for video of meeting  Change Order No. #1 Date of Issuance: 10/27/2023 Effective Date: 10/30/2023 Owner: Village of Millbrook Owner's Contract No.: NA Contractor: Sun Up Construction Corp Contractor’s Project No.: NA Engineer: Rennia Engineering Design, PLLC Engineer's Project No.: 21-032 Project: Franklin Ave. ADA Sidewalk Improvements Contract Name: Franklin Ave. ADA Sidewalk Improvements The Contract is modified as follows upon execution of this Change Order: Description: Price reduction for excluding street trees, rubber matting and concrete grinding, and price increases for miscellaneous additional sidewalk and curbing replacements, based on found conditions. Attachments͗ See attached costs breakdown, as per the unit pricing privided in the original bid. ;hƉĚĂƚĞĚ^ĐŚĞĚƵůĞƌĞƋƵŝƌĞĚĨŽƌĂŶLJĐŚĂŶŐĞŝŶŽŶƚƌĂĐƚdŝŵĞͿ CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES [note changes in Milestones if applicable] Original Contract Price: Original Contract Times: 60-days Substantial Completion: October 31, 2023 $ 173,510.00 Ready for Final Payment: days or dates [Increase] [Decrease] from previously approved Change [Increase] [Decrease] from previously approved Change Orders No. to No. : Orders No. to No. : None Substantial Completion: 0 $ Ready for Final Payment: days Contract Price prior to this Change Order: Contract Times prior to this Change Order: 60 Days Substantial Completion: October 31, 2023 $ 173,510.00 Ready for Final Payment: days or dates [Increase] [Decrease] of this Change Order: [Increase] [Decrease] of this Change Order: +30 Days Substantial Completion: December 1, 2023 $ +32,025.00 Ready for Final Payment: days or dates Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: 90 Days Substantial Completion: December 1, 2023 $ 205,535.00 Ready for Final Payment: days or dates RECOMMENDED: ACCEPTED: ACCEPTED: By: By: By: Engineer (if required) Owner (Authorized Signature) Contractor (Authorized Signature) Title: Project Engineer Title Mayor Title President Date: 10/27/2023 Date Date Approved by Funding Agency (if applicable) By: Date: Title: EJCDC® C-941, Change Order. Prepared and published 2013 by the Engineers Joint Contract Documents Committee. Page 1 of 1