Committee of the Whole

COMMITTEE OF THE WHOLE MEETING MINUTES TUESDAY, AUGUST 26, 2025 – 7:25 p.m. COUNCIL CHAMBERS – OLEAN MUNICIPAL BUILDING IN ATTENDANCE WERE: ALDERMEN ROBINSON, BENNION, KEARY, McCALL, AND ANASTASIA. OTHERS: MAYOR WILLIAM AIELLO; FRANK CAPUTO, CITY CLERK; BRIDGET MARSHALL, CITY ATTORNEY; JAMES SPRAGUE, DIRECTOR OF PUBLIC WORKS, AND TIFFANY TAYLOR, MANAGERIAL CONFIDENTIAL ADMINISTRATIVE SECRETARY. Alderman Robinson called the meeting to order at 7:25 p.m. and asked that the record show that all Aldermen were present except Aldermen Forney and Crawford, who were excused. 1. PL #92-25: (Aiello) To reassign the City of Olean Tree Removal Contract 2025-2026 to Decker Tree Service. Director Sprague explained earlier this year the city took bids for tree removal and selected Great Lakes Tree Service. He explained since then the owner and chief operator of the firm suffered a personal health crisis and the firm as a whole is pulling in the reins as the owner recovers. He explained they have withdrawn from the contract and we are moving onto the second firm. He noted there is a very small difference in pricing, and he is asking to rescind the award and re-award the contract to Decker Tree Service. Alderman Robinson explained Decker Tree Service has a background in Ward 6. He explained where they were located on North 12th Street there were a lot of issues with parking, but they have since moved. He explained in Ward 7 on Avenue B there have been complaints that Alderman Anastasia has brought forth about Decker Tree Service. He explained he drove by yesterday and there were two to three truckloads of sawdust in that region. He asked if we can condition the contract on getting that area cleaned up to get it back to grass. He explained he knows Code Enforcement is involved and people have complained about that situation. Ms. Marshall explained since it was not in the bid we can ask them to do better but we can’t force it. Alderman Bennion asked if there were any other bidders and Director Sprague explained there were only the two. Alderman Bennion asked if we can discuss this again in two weeks and in the meantime tell them they need to close the Order to Remedy before we decide to proceed. Director Sprague explained he does not object to that, although it will be a delay getting trucks into the field to cut trees. Alderman Bennion explained he would rather postpone this for two weeks and then if the Order to Remedy is not closed go back out to bid again. Alderman Robinson agreed. Alderman Anastasia explained this has been an ongoing issue and he would like to see the mess cleaned up before we give them this work. Alderman Bennion asked Director Sprague if he can have an RFP ready in case the Order to Remedy isn’t closed, and Director Sprague explained he would basically reissue the prior RFP with updated dates. Alderman Robinson explained we need to send the message that we are serious about this. A motion to approve postpone PL #92-25 until Committee of the Whole Tuesday, September 9, 2025 was made by Alderman Bennion, seconded by Alderman Keary. Voice vote, ayes all. Motion carried. 2. PL #93-25: (Aiello) To authorize the City of Olean to enter into a consulting design agreement with LaBella Associates, D.P.C. for the replacement of the salt shed. Director Sprague explained he published an RFP for a foundation designer for the fabric building already purchased. He explained we received four proposals and sent a memo to the Council to explain why LaBella is the recommended consulting firm. He explained they have provided the lowest cost that provides a greater degree of flexibility with their approach, and the next step is to award this contract. Alderman Bennion asked if we have inventoried and inspected the materials to ensure they are intact and usable, and Director Sprague explained we did make the rounds of both the Front Street lot and city garage, and have identified all of the pieces. He explained if we are missing any it is very few, and the fabric structure has been stored inside so it should be in good condition. He explained there is no reason to believe we cannot erect the fabric rof as soon as we have a reasonable foundation. Alderman Robinson explained he appreciates the updates from Director Sprague that come prior to the meeting. He explained we do understand we don’t know the future of the city garage and that area but for safety reasons we should not sit idly by and should proceed and move forward. Mayor Aiello asked about funding and Alderman Bennion asked what the contingency balance is. Mayor Aiello explained he believes the balance is still at $75,000. Alderman Robinson asked if we have funding for this set aside, and Mayor Aiello explained we will need to look into that, and if we need to take it from contingency there will be a PL in two weeks. A motion to approve PL #93-25 was made by Alderman Robinson, seconded by Alderman Forney. Voice vote, ayes all. Motion carried. Referred to tonight’s regular meeting. 3. Adjournment A motion to adjourn was made by Alderman Robinson, seconded by Alderman Bennion. Voice vote, ayes all. Motion carried. Meeting adjourned at approximately 7:40 p.m.