City Council

Village of Westhampton Beach Board of Trustees Meeting Thursday, February 6, 2025, at 5 p.m. PLEDGE OF ALLEGIANCE PUBLIC HEARING: Lilac Road – change to 25 MPH speed limit RESOLUTIONS: 1. Accept minutes of Board of Trustees Meetings 2. Accept Departmental Monthly Reports 3. Approve Warrants for January 2025 4. Approve the purchase of DPW Equipment – Cold Planer 5. Authorize 3-year App renewal for DPW display sign 6. Authorize email upgrade 7. Authorize external network 8. Authorize hiring a temporary part time Court Clerk 9. Authorize renewal and increase Cyber insurance coverage 10. Authorize Awning contract for Village Hall 11. Budget Amendments 12. Authorize Budget Transfers 13. Authorize Employee to Attend Conference 14. Approve a Budget Transfer Policy 15. Authorize the purchase of Police SUV 16. Accept resignation 17. Authorize the Purchase of a replacement heat exchanger 18. Authorize the Mayor to sign Village Hall vestibule design proposal  19. Appointing members to the Pond Point Bulkhead Project Committee 20. Award Bid for Pond Point Bulkhead Project 21. Award Bid for the oversight of the Pond Point Bulkhead Project 22. Authorize Village Clerk-Treasurer to publish a notice of public hearing 23. Authorize the purchase of an AED PUBLIC COMMENT  Village of Westhampton Beach Board of Trustees Meeting Thursday, February 6, 2025, at 5 p.m. RESOLUTIONS: 1. Accept minutes of Board of Trustees Meeting RESOLVED, that the minutes of the Board of Trustees Meetings of January 15, 2025, are hereby accepted. 2. Accept Departmental Monthly Reports RESOLVED, that the Police Department’s, Building Inspector’s, and Treasurer’s January 2025 reports are hereby accepted. 3. Approve Warrant for January 2025 RESOLVED, that the warrants for January 2025 in the amount of $388,990.61 for the General Fund, $2,810.62 for the Capital Fund are hereby approved. 4. Authorize Purchase - DPW RESOLVED, that the Board of Trustees hereby authorizes the purchase of a 24” New Holland Cold Planer from Malvese Equipment in the amount of $26,611.10 to be paid out of GL account A5110.2 Equipment. 5. Authorize DPW App Renewal RESOLVED, that the Board of Trustees hereby authorizes the renewal of 36-month Traffic Suite App from All Traffic Solutions for the DPW Display Sign at a cost of $3,825.00 to be paid out of GL account A5110.402 Equipment Repairs and Service. 6. Authorize email upgrade RESOLVED, that the Board of Trustees authorizes the upgrade of the Village email system to Microsoft 365 at a fee of $8,010.00 to be paid out of GL A1680.4 Contractual Expenses. 7. Authorize External Network RESOLVED, that the Board of Trustees approves the installation of an external network for the DPW barn and for the department heads and appointed officials to have outside access at a cost not to exceed $3,410 to be paid out of A1650.2 Equipment. 8. Authorize hiring a temporary part time Court Clerk RESOLVED, that the Board of Trustees hereby approves the hiring of Susan Doyle, sub-contractor to temporarily fill in as needed at the Village Justice Court at an hourly salary of $21.25 an hour. 9. Authorize the additional Cyber Security Insurance RESOLVED, that the Board of Trustees hereby approves the renewal of Cyber Security insurance with coverage of liability up to $3,000,000 at a cost of $14,954.69 to be paid out of A1910 insurance. 10. Authorize the purchase of 3 awnings for Village Hall RESOLVED, that the Board of Trustees hereby authorizes the purchase and installation of 3 awnings over doorways at Village Hall from Abble Awning Co. at a cost of $12,126.00 to be paid out of A1620.2 Building Equipment. 11. Budget Amendments RESOLVED, that the Board of Trustees hereby authorize the following 2024–2025 Budget Amendments: NYS Law Enforcement Technology Grant Increase Revenue Code A4289.2 $132,672.00 Increase Expense Code A3120.2 $132,672.00 NYS Law Enforcement Technology Grant Increase Revenue Code A4289.2 $8,700.00 Increase Expense Code A3120.2 $8,700.00 Child Passenger Safety Grant Increase Revenue Code A3089.4 $2,713.11 Increase Expense Code A3120.103.2 $2,713.11 12. Authorize Budget Transfer RESOLVED, that the Board of Trustees hereby authorizes the following budget transfers: From G/L Account Code A1325.101 Part Time Clerical to G/L Code to A1325.406 Office Supplies in the amount of $10,000.00. From G/L Account Code A3089 NYS Dept of Parks Ria Del Bene Park Playground Grant to G/L Account Code CM7110 Parks in the amount of $343,061.00. From G/L Account Code A3089 Suffolk County WQRP, STP Upgrade Grant to G/L Account Code H9905 STP Upgrade Project in the amount of $250,000.00. 13. Authorize Employee to Attend Conference RESOLVED, that Andrew DeRubeis is hereby authorized to attend the Long Island Horticulture Conference at the Brookhaven Lab on Tuesday, March 4, 2025. The cost is $85 to be paid from G/L account code A5110.412 Training, Conventions & Publications. 14. Approve the Village Budget Transfer Policy RESOLVED, that the attached Budget Transfer policy is hereby approved. 15. Authorize the purchase of Police SUV RESOLVED, that the Board of Trustees hereby authorizes the purchase of a 2023 Police Interceptor SUV in the amount of $45,827.25, NYS Contract PC69843 paid out of GL account A3120.2 Equipment. 16. Accept Resignation RESOLVED, that the Board of Trustees hereby accepts the resignation of Police Officer Connor Raynor effective January 30, 2025. 17. Authorize the purchase of a replacement heat exchanger RESOLVED, that the Board of Trustees hereby authorizes the purchase of a replacement heat exchanger in the amount of $5,800.00 for Village Hall, from Dynaire Services to be paid out of GL account A1620.421 Repairs to Municipal Building. 18. Authorize the Mayor to sign Village Hall vestibule design proposal RESOLVED, that the Board of Trustees hereby authorizes the Mayor to sign the Village Hall vestibule design proposal with JRH Consulting Engineers and Architects, DPC not to exceed $7,500.00 to be paid out of GL account code A1440.4 Engineering and surveys. 19. Appointing members to the Pond Point Bulkhead Project Committee RESOLVED, that the Board of Trustees hereby appoints the following individuals to the Pond Point Bulkhead Project Committee: Chris Mensch Trustee, Brad Hammond Building and Zoning Administrator, Matt Smith Superintendent of Public Works and Ralph Urban Mayor. 20. Award Bid for the Pond Point Bulkhead Project WHEREAS, the Village of Westhampton Beach (the "Village") has authorized the replacement of the Pond Point bulkhead; and WHEREAS, a substantial portion of the cost of the Pond Point Bulkhead Replacement Project (the "Project") is being funded by a grant from the New York State Department of State; and WHEREAS, a bid package for the Project was prepared by the Village consultants, First Coastal Corp. and Thackoor Mootoo, P.E.; and WHEREAS, the Village received three bids; and WHEREAS, the Village has determined to award the Project to the lowest responsible bidder, that is, Brandt Marine, Inc., P.O. Box 196, Blue Point, NY 11715, for the sum of One Hundred Fifty-Six Thousand Five Hundred Forty-Four Dollars ($156,544.00) on the condition that Brandt Marine, Inc. utilize a material supplier that is certified by New York State as an MWBE for the minimum of $42,979.00 of the bid amount. NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees of the Village of Westhampton Beach hereby accepts the bid of Brandt Marine, Inc. and awards the Pond Point Bulkhead Replacement Project to Brandt Marine, Inc. for the sum of One Hundred Fifty-Six Thousand Five Hundred Forty-Four Dollars ($156,544.00), on the condition that Brandt Marine, Inc. utilize a material supplier that is certified by New York State as an MWBE for the minimum of $42,979 of the bid amount. 21. Award Bid for the oversight of the Pond Point Bulkhead Project WHEREAS, the Village of Westhampton Beach has awarded a bid for the Pond Point Bulkhead Replacement Project to Brandt Marine, Inc. (the "Project"); and WHEREAS, the specifications for the Project that were prepared by the Village's consultant, First Coastal Corp., require the Village to retain a firm with experience in marine construction to supervise the Project during construction; and WHEREAS, construction supervision is a professional service for which the Village Board of Trustees does not have an obligation to solicit alternative providers; and WHEREAS, First Coastal Corp. recommended Bay Environmental Consulting LLC to provide such construction supervision services for the Project; and WHEREAS, the Board of Trustees has examined the proposal dated January 30, 2025 from Bay Environmental Consulting LLC as well as the qualifications of Bay Environmental Consulting LLC's principals and is satisfied that Bay Environmental Consulting LLC is uniquely qualified to supervise the construction of the Project. NOW THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Village of Westhampton Beach agrees to retain Bay Environmental Consulting LLC for construction supervision services of the Pond Point Bulkhead Project at the rates set forth in Bay Environmental Consulting LLC's proposal dated January 30, 2025 with a budget of $16,000, and the Mayor is hereby authorized to enter into an agreement with Bay Environmental Consulting LLC consistent with said proposal. 22. Authorize Village Clerk-Treasurer to publish a notice of public hearing RESOLVED, that the Village Clerk-Treasurer is hereby directed to publish and post a Notice of Public Hearing to be held on Thursday, March 6, 2025, at 5:00 p.m. at the Village Hall, to consider the ratification of a lease of Village-owned property located at 172 South Country Road, Quiogue, New York, identified on the Suffolk County Tax Map as Parcel No. 0900-359.00-03.00-047.001, to CVE US NY Westhampton Beach 274 LLC and CVE North America Inc., as lessee, which lease was originally approved by the Board of Trustees by resolution adopted on February 3, 2023 and thereafter amended by the Board of Trustees by resolution adopted on December 7, 2023. 23. Authorize the purchase of an AED RESOLVED, that the Board of Trustees hereby authorizes the purchase of an AED from Stryker in the amount of $2,613.34 to be paid using the $2,500.00 donation received by the Police Department and the balance to be paid from GL code A3120.2. PUBLIC COMMENT