City Council

Village of Williamsville Village Board Meeting Agenda 5565 Main Street, Williamsville, New York January 8, 2024 at 7:30pm I. Call to Order Pledge of Allegiance Roll Call II. Approval of Minutes Regular Meeting December 11, 2023 III. Suspension of Rules for Public Participation IV. Village Board 1.) Mayor Hunt – Report and Resolution(s) 1.) Authorize 2023-2024 General Fund Budget Transfers 2.) Authorize Payroll and Vouchers from 12/4/2023 to 12/31/2023 3.) Appoint Kristine Voight as Deputy Treasurer effective January 2, 2024 4.) Approve fee adjustments effective January 15, 2024 5.) Designate office(s) to be filled and terms for the 2024 Special Village Election 6.) Designate date, hours for voting, voting district and polling location for the 2024 Special Village Election 2.) Deputy Mayor DeLano – Report and Resolution(s) 1.) Authorize and direct Mayor to file application for funds from NYSDOT Transportation Alternative Program (TAP) 3.) Trustee Torre – Report and Resolution(s) 1.) Authorize 2024 CDBG funding of $44,000 to be allocated to repairing and upgrading the Village Meeting House front entrance 2.) Authorize Administrator to approve proposal from Abstract Architecture in the amount of $6,500.00 for consultation on installation of new entry door/door frame at the Village Meeting House 4.) Trustee Celeste – Report and Resolution(s) 1.) Authorize Administrator to approve quote from Digital Surveillance Solutions in the amount of $10,015.98 for new server at Village Hall, backup configuration and restore, and update client workstations 5.) Trustee Hahn – Report and Resolution(s) VI. Staff Reports VII. Executive Session VIII. Adjournment This meeting is conducted according to the Rules of Procedure as adopted by the Village Board on 7/24/2023 1  Meetings Schedule Village Board Liaisons (NOTE: Dates/times are subject to change. Please call the Village (Updated 7/25/22) Clerk’s office at 632-4120 for the most up to date information) MAYOR HUNT: Co-Liaison DPW, Personnel, Insurance, Amherst Police Dept., Executive Safety Committee, Records Management Committee, 1st Mon. – Planning Board meeting at 7:30pm Fire Dept., Arts, Culture & Diversity Committee 2nd Mon. – Village Board Work Session at 6:00pm/Meeting at 7:30pm 3rd Mon. – Environmental Advisory Council at 7:15pm DEPUTY MAYOR DELANO: DPW, Co-Liaison Traffic & Safety, Tree 3rd Mon. - Mtg House Events Comm at 6:15pm (Mtg House) Board, Youth & Rec., Zoning Board of Appeals 4th Mon. – Village Board Work Session at 6:00pm/Meeting at 7:30pm 2nd Tues. – Beautification Committee at 1:00pm(Ad Hoc) TRUSTEE TORRE: Glen Park Joint Board, Environmental 3rd Tues. – Parks Committee at 7:15pm Advisory Council, Co-Liaison Youth & Rec., Historic Preservation 3rd Tues. – Tree Board at 6:30pm Commission 4th Tues. – Historic Preservation Commission at 6:30pm 4th Tues. – Youth & Recreation Committee at 7:00pm in Aud TRUSTEE CELEST: Inter-Governmental Agency, Parks, Meeting 2nd Wed.- Glen Park Joint Board at 7:00pm in Conference Room House Events Committee, Traffic & Safety Committee 3rd Wed. – Zoning Board at 7:00pm in Aud 1st Thur. – Traffic & Safety Committee at 6:30pm TRUSTEE HAHN: Williamsville Business Association, 2nd Thur. - Arts & Culture Committee at 7:00pm Beautification, Erie County Energy, Planning & Architectural Review Board Meetings & Events All meetings are at Village Hall unless otherwise noted. (NOTE: Dates/times are subject to change. Please call the Village Clerk’s office at 632-4120 for the most up to date information) January 2024 8 Village Board Work Session at 6:00pm 8 Village Board regular meeting at 7:30pm 10 Glen Park Joint Board meeting at 7:00pm 11 Arts, Culture & Diversity Committee meeting at 7:00pm 15 Mtg House Events Committee at 6:15pm (at Mtg House) 15 Environmental Committee meeting at 7:15pm 16 Tree Board Committee meeting at 6:30pm 16 Parks Committee meeting at 7:15 17 Zoning Board meeting at 7:00pm 22 Village Board Work Session at 6:00pm 22 Village Board regular meeting at 7:30pm 23 HPC Committee meeting at 6:30pm 23 Youth & Rec Committee at 7:00pm February 2024 1 Traffic & Safety Committee meeting at 6:30pm 5 Planning Board meeting at 7:30 (work session at 7:00pm) 8 Arts, Culture & Diversity Committee meeting at 7:00pm 12 Village Board Work Session at 6:00pm 12 Village Board regular meeting at 7:30pm 14 Glen Park Joint Board meeting at 7:00pm 19 Mtg House Events Committee at 6:15pm (at Mtg House) 19 Environmental Committee meeting at 7:15pm 20 Tree Board Committee meeting at 6:30pm 20 Parks Committee meeting at 7:15 21 Zoning Board meeting at 7:00pm 26 Village Board Work Session at 6:00pm 26 Village Board regular meeting at 7:30pm 27 HPC Committee meeting at 6:30pm 27 Youth & Rec Committee at 7:00pm Visit the Village website at March 2024 www.walkablewilliamsville.com 4 Planning Board meeting at 7:30 (work session at 7:00pm) For Village information, news & events. 7 Traffic & Safety Committee meeting at 6:30pm Follow us on 11 Village Board Work Session at 6:00pm www.Facebook.com/williamsville 11 Village Board regular meeting at 7:30pm 2 HUNT #1 RESOLVED, that the following budget transfers are hereby made in the General Fund for the 2023-2024 fiscal year: To: 001-1110-4190-0000 (Village Justices/Stenographer) ........................................................ $210.00 From: 001-1110-4161-0000 (Village Justices/Audit) .................................................................... $210.00 To: 001-1410-4161-0000 (Village Clerk/Audit) ..................................................................... $5,540.00 001-1410-4450-0000 (Village Clerk/Misc) ......................................................................... $186.00 001-1410-4600-0000 (Village Clerk/Computer Support) ................................................... $403.00 From: 001-1410-4030-0000 (Village Clerk/Printing & Advertising) ......................................... $3,129.00 001-1410-4055-0000 (Village Clerk/Tax Collection-Lockbox) ...................................... $2,000.00 001-1410-2000-0000 (Village Clerk/Equipment) ............................................................ $1,000.00 To: 001-1411-4810-0000 (Records Management/Electronics Records Storage) ................... $3,572.00 From: 001-1411-1110-0000 (Records Management/Service Contracts) .................................... $3,572.00 To: 001-1620-4071-0000 (Buildings/Sewer Charges) ............................................................... $172.00 001-1620-4230-0000 (Buildings/Buildings Maint.) ......................................................... $3,268.00 From: 001-1620-4070-0000 (Buildings/Utilities) ....................................................................... $2,500.00 001-1620-4160-0000 (Buildings/Building Repairs) ............................................................ $940.00 To: 001-3410-4160-3402 (Fire Protection/Truck Expense Engine 2) ....................................... $330.00 001-3410-4230-0000 (Fire Protection/Explorer Past) ......................................................... $200.00 From: 001-3410-4470-0000 (Fire Protection/Building Maintenance) ........................................... $530.00 To: 001-3410-4160-3409 (Fire Protection/Inspection Truck 9) .................................................. $21.00 001-3410-4160-3407 (Fire Protection/Inspection R7) .......................................................... $21.00 001-3410-4160-3404 (Fire Protection/Oil Change/Inspection R4) ..................................... $122.00 From: 001-3410-4160-0000 (Fire Protection/Truck Expense) ...................................................... $164.00 To: 001-5010-4450-0000 (Street Admin./Misc.) ......................................................................... $20.00 From: 001-5010-4111-0000 (Street Admin./Internet Access) ......................................................... $20.00 To: 001-5110-4161-0905 (Street Maint./Repairs 2007 Int’l Sander/Plow/Dump) ...................... $18.00 001-5110-4161-0906 (Street Maint./Repairs2007 Int’l 4300 Dump) .............................. $1153.00 001-5110-4161-0913 (Street Maint./Repairs 1993 GMC CJ-1600 Sewer Jet) ................. $1299.00 001-5110-4161-0914 (Street Maint./Repairs 2017 Wille Sidewalk Plow) ......................... $118.00 001-5110-4161-0916 (Street Maint./Repairs 2012 Chevy 2500 LTD 4x4) .......................... $21.00 001-5110-4161-0917 (Street Maint./Repairs 2018 Chevy 3500 HD 4x4) ............................ $26.00 001-5110-4161-0919 (Street Maint./Repairs 2021 Chevy Pickup) ....................................... $26.00 001-5110-4161-0921 (Street Maint./Repairs 2008 Ford F-250 Pickup Green) .................... $21.00 001-5110-4161-0926 (Street Maint./Repairs 2012 Chevy Tahoe) ...................................... $799.00 From: 001-5110-4161-0000 (Street Maint./Repairs to Equipment) ............................................. $3481.00 To: 001-8560-2000-0000 (Shade Trees/Equipment) ................................................................... $62.00 001-8560-4360-0000 (Shade Trees/Tress Replacement Regular)....................................... $701.00 From: 001-8560-4280-0000 (Shade Trees/Equipment Rental) ...................................................... $763.00 3 HUNT #2 RESOLVED, that payroll and vouchers in the amount of $257,989.81 covering the period from 12/4/2023 to 12/31/2023 are hereby approved as follows: PAYROLL COVERING 12/4/2023-12/31/2023 $ 74,929.56 VOUCHERS COVERING- 12/8/2023-12/31/2023 GENERAL FUND $ 140,796.76 WATER FUND- $ 0.00 SEWER FUND- $ 5,274.15 GLEN PARK FUND- $ 898.97 TRUST & AGENCY FUND- $ 36,090.37 DEBT SERVICE FUND- $ 0.00 $ 183,060.25 GRAND TOTAL $ 257,989.81 HUNT #3 RESOLVED, that Kristine Voight of 8 Michael Anthony Lane, Depew, NY, is hereby appointed as Deputy Treasurer with Village of Williamsville at $62.000.00 per year effective January 2, 2024. HUNT #4 RESOLVED, that the following Fee Schedule is hereby adopted as amended for the 2023-2024 official Village year: CLERK'S OFFICE: Bounced Check .................................................................................................. $20.00 Mayor’s Permit: Residential ........................................................................................................... $50.00 per event Business-Vendors................................................................................................ $75.00 per event Music on Main ................................................................................................. $500.00 per venue/per season Street Peddlers or Vendors (with or without a Vehicle) Background Check Required ........................................................................... $100.00 each person/90days Refundable Clean-up Deposit for Parades/Races/Walks ................................. $250.00 Snowplow Permit ................................................................................................ $40.00 per vehicle Tax Certificate..................................................................................................... $25.00 per property Unpaid Charges Placed On Tax Roll .................................................................. $40.00 Duplicate Tax Bill ................................................................................................ $1.00 Unpaid Tax Notice Letter .................................................................................... $2.00 4  PARK STRUCTURE FEES: Island Park Small Shelter: All uses:...................................................................................................................... $100.00 Refundable Security Deposit: ................................................................................... $100.00 Alcoholic Beverage Permit fee: .................................................................................. $75.00 Schlifke Large Pavilion: Personal/Family/Charitable ........................................................................................ $300.00 Refundable Security Deposit .................................................................................... $300.00 All Others .................................................................................................................. $750.00 All Others’ refundable security deposit .................................................................... $750.00 Alcoholic Beverage Permit fee: .................................................................................. $75.00 All-Island Event: (Requires Village Board Approval; Island cannot be closed off to general public) Not-for-Profit Event .................................................................................................. $500.00 Refundable Security Deposit .................................................................................... $500.00 All Others ............................................................................................................... $1,500.00 Refundable Security Deposit ................................................................................. $1,500.00 Alcoholic Beverage Permit fee: .................................................................................. $75.00 Alcoholic Beverage Permit fee Vendor Events ........................................................ $250.00 each vendor Garrison Park Gazebo: All uses ........................................................................................................................ $150.00 Refundable Security Deposit ...................................................................................... $150.00 Alcoholic Beverage Permit fee N/A (No alcohol allowed in Garrison Park) South Long Park Shelter: All uses ........................................................................................................................ $150.00 Refundable Security Deposit ...................................................................................... $150.00 Alcoholic Beverage Permit fee N/A (No alcohol allowed in South Long Park) Cancellation Fee: With 30 days written notice ............................................................................................ 50% With less than 30 days written notice ............................................................................. $0.00 (No refund) HUNT #5 WHEREAS, the next Special Village Election will be held on June 18, 2024; and WHEREAS, the offices to be filled and the terms thereof, are as follows: One (1) Trustee for a term of one (1) year NOW, THEREFORE, BE IT RESOLVED, that the Administrator is hereby authorized to publish a legal notice designating the date of the special election, the office to be filled, and the terms thereof in the January 17, 2024 Amherst Bee. 5 HUNT #6 WHEREAS, the next Special Village Election is to be held on Tuesday, June 18, 2024; and WHEREAS, the hours of voting shall be from 12:00 noon until 9:00 p.m. NOW, THEREFORE, BE IT RESOLVED, that said Village has one (1) election district which includes the entire area of the municipal boundaries of the Village of Williamsville; and BE IT FURTHER RESOLVED that the sole polling place of holding such election shall be at Williamsville Village Hall, 5565 Main Street, Williamsville. DELANO #1 WHEREAS, the Village Board desires to pursue funds opportunities to complete the Main Street Sidewalk Gap Project Phase II. WHEREAS, the Village Board desires to provide this type of facility to residents at the lowest possible cost to the Village and Village taxpayers, and WHEREAS, the Village Board desires to apply for financial assistance from the NYSDOT Transportation Alternative Program (TAP), and WHEREAS, the Village Board commits to providing the required local matching funds to insure the timely implementation of the proposed project. THEREFORE BE IT RESOLVED, that the Village Board authorizes and submits an application for the New York State Department of Transportation: 2024 Transportation Alternative Program funds for the Main Street Sidewalk Gap Project Phase II in an amount not to exceed $3,280,000.00 (80% of the total project cost of $4,100,000.00), and BE IT FURTHER RESOLVED, that upon approval of the application for financial assistance that the Village make available $820,000.00 (20%) in matching funds to satisfy the requirements of the funding program, and BE IT FURTHER RESOLVED that the Village Board authorizes the Mayor to sign all documents and agreements related to the Transportation Alternative Program (TAP) application RESOLVED, That Christine Hunt, as Mayor of the Village of Williamsville, is hereby authorized and directed to file an application for funds from the New York State Department of Transportation, Transportation Alternatives Program, in an amount no less than 20% of the approved funding and upon approval of said request to enter into and execute a project agreement with the State of New York for such financial assistance to the Village of Williamsville for the proposed Main Street Sidewalk Gap Project Phase II. 6 TORRE #1 WHEREAS, the Village Meeting House has been declared a local historic landmark; and WHEREAS, the front entrance of the Meeting House building needs upgrades to improve its sustainability against weather conditions; and WHEREAS, the current condition of the existing doors could lead to building security and accessibility issues; NOW THEREFORE BE IT RESOLVED, that the 2024 Community Development Block Grant (CDBG) funding of approximately $44,000 be allocated to repairing and upgrading the Village Meeting House front entrance. RESOLVED, that the Administrator is hereby authorized to approve proposal from Abstract Architecture in the amount of $6500.00 for the consultation on installation of new entry door and door frame at the Village Meeting House. 5655 Main Street. CELESTE #1 WHEREAS, the need to procure an additional IT server for Village Hall dedicated to the Village camera surveillance operating system and file storage has become evident; NOW THEREFORE BE IT RESOLVED, that the Board hereby approves the purchase and installation of a new Dell server to be located at Village Hall; RESOLVED, that the Administrator is hereby authorized to approve quote from current provider, Digital Surveillance Solutions, in the amount of $10,015.98 for new server at Village Hall, backup configuration and restore, and update of client workstations. 7