DPW - COMMITTEE

Monday, March 18, 2024 - 9:30 AM

 

Robin DeLoria, Chairperson

Clayton Barber, Vice-Chairperson

 

Chairman DeLoria called this DPW Meeting to order at 9:30 am with the following Supervisors in attendance: Clayton Barber, Matthew Brassard, Chris Clark, Robin DeLoria, Derek Doty, Shaun Gillilland, Charlie Harrington, Ken Hughes, Steve McNally, James Monty, Cathleen Reusser, Favor Smith, Matt Stanley, Ike Tyler, Davina Thurston, Margaret Wood and Mark Wright.Joe Pete Wilson was excused.†††

 

Department Heads present: Jim Dougan, Judy Garrison and Michael Mascarenas.

 

Also present: Alice Halloran

 

News media: None present.

 

DELORIA:Okay good morning everybody weíll start this March 18th meeting, stand for the pledge please.I want to thank everybody for putting up with my absence last week.Matt, thank you for taking that meeting.All is good.As long as I can chew food without it falling out of my mouth Iím doing well.Okay, Mr. Dougan.

 

DOUGAN:Good morning.Unless anybody has any questions on my monthly report I will just jump into resolutions.My first request issuing a permit to Ironman Lake Placid for use of the county roadways for the Ironman to be held on Sunday, July 21st.

 

RESOLUTION AUTHORIZING THE ISSUANCE OF A PERMIT TO IRONMAN LAKE PLACID FOR THE USE OF THE COUNTY ROADWAYS FOR THE 2024 IRONMAN TRIATHALON TO BE HELD ON SUNDAY, JULY 21, 2024.Stanley, Wright

 

DELORIA:Any questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN: Next Iíd like authorization to go out to bid or the purchasing agent to go out to bid for the Hurricane Road over Spruce Hill Brook Bridge. This is existing as a culvert.Itís going to turn into a bridge to meet DEC requirements located in the Town of Keene.

 

RESOLUTION AUTHORIZING THE PURCHASING AGENT TO GO OUT TO BID THE HURRICANE ROAD OVER SPRUCE HILL BROOK BRIDGE REPLACEMENT PROJECT, LOCATED IN THE TOWN OF KEENE.Thurston, Harrington

 

DELORIA:Any questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN:Number three is a contract amendment in an amount not to exceed $16,620.00, thatís to Technical Building Services.Thatís for control system upgrades at the Courthouse with funds to come from budgeted funds and further authorizing the county chair or county manager to execute that contract amendment.This was specifically budgeted for 2024 back in when we were first developing the budget back in September we had carried money in it. The whole system crashed in October.TBS is our contractor for these things but we moved forward with the work with TBS, they would have gotten the job through the normal process but the Purchasing Agent wanted me to bring it through this board because the dollar amount is more than the County Manager has the authority to sign.

 

RESOLUTION AUTHORIZING THE COUNTY CHAIRMAN OR COUNTY MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH TECHNICAL BUILDING SERVICE, INC. IN AN AMOUNT NOT TO EXCEED $16,620.00, FOR CONTROL SYSTEM UPGRADES AT THE ESSEX COUNTY COURTHOUSE WITH FUNDS TO COME FROM BUDGETED FUNDS.Wood, Clark

 

DELORIA:Any questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN: Number four is our ongoing Federal Aid project down in Newcomb at Tahawus Road over Sanford Lake.This is an amendment thatís bringing more funding into the Federal aid funding project so authorizing the implementation and funding in the first instance of a Federal-Aid and State ďmarchiselliĒ program-aid project. Really what this does it brought in that Marchiselli money for the overall project and reduced the countyís match from $468,000 down to $240,000.We need to do a formal resolution every time we accept any of this money from the State and Feds.

 

RESOLUTION AUTHORIZING THE IMPLEMENTATION AND FUNDING IN THE FIRST INSTANCE 100% OF THE FEDERAL-AID AND STATE ďMARCHISELLIĒ PROGRAMĖAID ELIGIBLE COSTS OF A TRANSPORTATION FEDERAL-AID PROJECT. (TAHAWUS ROAD OVER SANFORD LAKE BRIDGE REPLACEMENT PROJECT)Wright, Thurston

 

DELORIA:Any questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN:My next three are all budget amendments using carry over funds specifically budgeted in the 2023 budget.The first one which are regarding the pump stations both here at the main complex and at the courthouse. We had budgeted $230,000 to do that work. We bid it labor and materials complete twice.No bidders either time.We then have started to procure the long lead time items ourselves that we spend $63,287.00 so far, leaving a balance of $166,713, so Iíd like to and Iím still going to try and get those replaced this year and we use that budget money from last year.

 

DELORIA: Okay so this is a budget amendment.

 

RESOLUTION AUTHORIZING A BUDGET AMENDMENT IN THE DPW BUILDINGS AND GROUNDS INCREASING REVENUES AND APPROPRIATIONS IN THE AMOUNT OF $166,713.00, CARRY OVER 2023 REPAIRS BUILDING.Brassard, Clark

 

DELORIA:Any questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN:The next one again, specifically budgeted to seal the cracks in the asphalt at that the public building and then seal coat that asphalt and get another six, seven years of life out of that parking lot.It was bid last year.We received three bids.The low bidder was within budget. They were from down near Albany no one in my staff had worked with them. We tried to call references, got no references back or no calls from this bidder. That took probably a few weeks of getting no response from this bidder and then we went to the second low bidder they didnít feel they could get the work done before cold weather hit so Iíd like to move the money forward and rebid it for 2024.

 

RESOLUTION AUTHORIZING A BUDGET AMENDMENT IN THE DPW BUILDINGS AND GROUNDS INCREASING REVENUES AND APPROPRIATIONS IN THE AMOUNT OF $31,000.00, CARRY OVER 2023 PAVE PARKING LOT FUNDS.Clark, Harrington

 

DELORIA:Any questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN:Next one again, a budget amendment.Back in 2016 the county had an energy audit done.One of the recommendations was to change all the lighting to LED lights.The contractor that provided that study gave us a cost estimate of over $600,000 to have a company come in and do that.Back in 2017 there was a severe drop in the cost of gasoline, diesel and fuel oil after very high numbers just before that so we had some budgeted funds left over and we set those aside. Green committee at the time set those aside to do LED lighting improvements but do them ourselves over time with Buildings & Grounds staff so what we do is rather than replacing fluorescent bulbs we replace the whole fixture with LED just as we go.We have certain buildings that are completely done Community Resources, DPW administration, Mental Health those are all completely done.Public Health is probably 75% done. The main complex, quite a few areas are done where we are talking 2x4 and 2x2 trill filers and whenever somebody vacates an office and we upgrade the paint or the carpet we do that. This is, some of you recall I basically every year I ask to keep moving that money forward so this is just so we can continue with the LED lighting project.

 

RESOLUTION AUTHORIZING A BUDGET AMENDMENT IN THE DPW BUILDINGS AND GROUNDS INCREASING REVENUES AND APPROPRIATIONS IN THE AMOUNT OF $75,185.17, CARRY OVER 2023 LED LIGHTING FIXTURES.Stanley, Wood

 

DELORIA:Any questions?I have one, do you retrofit or are you doing any retrofitting at all?

 

DOUGAN:Thereís a couple places in the jail that we do retrofitting because the fixtures were set into a hard ceiling but most of the places where we have acoustical ceilings we just replace the whole fixture.

 

DELORIA:Makes sense.Okay, any questions?All in favor, any opposed Ė carried.

 

DOUGAN: The next one Iíd like authorization to apply for and accept a grant from New York State Department of Transportation. This is a traffic safety study for Old Military Road basically from where the Rails to Trails project just was installed over near Mill Pond and the Fire House back to the intersection with New York State Route 73.So weíre going to be looking at drainage improvements, pedestrian safety improvements to get some of the Ironman and people that are training on Old Military Road off the road and looking at the connection with Route 73, one of the highest number of accidents that we have on any county road is right in that weird intersection that goes back to 73.So this is a grant up to $100,000.00, itís going to be somewhere between $95,000 and $99,900 and itís all state money thereís no match.

 

DELORIA:Okay is that being farmed out or are we going to do that locally?

 

DOUGAN:Nope I do have to use one of the DOTís listed firms for the work.

 

DELORIA: I will move that.

 

RESOLUTION AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO APPLY FOR A NEW YORK STATE DEPARTMENT OF TRANSPORATION GRANT FOR THE STUDY OF TRAFFIC SAFETY IMPROVEMENTS ALONG COUNTY ROUTE 35 (OLD MILITARY ROAD) LOCATED IN THE TOWN OF NORTH ELBA IN AN AMOUNT NOT TO EXCEED $100,000.00.DeLoria, Stanley

 

DELORIA:Any other questions?Being none, all in favor any opposed Ė carried.

 

DOUGAN:And the last one, we received bids on the pod we agreed to surplus that a few months back as part of tearing down the old jail and we need to remove the pod so the bids were received on Friday.The high bidder, the name is Bristol and they bid $510.00

 

MASCARENAS: Let me explain a little bit more a lot of you are laughing about it.It is a bit comical zero dollars would have been sufficient for me if they are going to come in and move that structure so what we were seeing people that were coming to look at that were companies that specialize in moving facilities around the State which we would have had to obviously pay to do so if we wanted to relocate that we were looking at somewhere between $70,000 and $90,000 so for us just to demo it would have cost us money, time and energy even if we did that ourselves so if we can have somebody come in at their cost and relocate that itís a win Ė win for us and get $500 on top of it.Itís a win-win so Jim said, should I really bring this to the board, I said absolutely we need to let them understand. I know we talked about it before but it really is a no brainer.It seems like an awful low amount but when you look at what we would have had to done to relocate that and the cost that we would of Ė saving money is like making money.So yes, yes.

 

RESOLUTION AUTHORIZING THE PURCHASING AGENT TO AWARD BID TO BRISTOL IN THE AMOUNT OF $510.00, FOR THE REMOVAL OF THE POD. Wright, Thurston

 

DELORIA:All in favor, any opposed Ė carried.

 

DOUGAN:Thatís all I had for resolutions.I did hire someone to be our sign maintenance supervisor so for all of you who are asking for signs and I have been patient with me for the past few months hopefully we will have him started in the next couple weeks.He is someone who was the sign maintenance supervisor a few years ago and thought he would try it in the private construction world but decided working for me wasnít that bad.

 

HUGHES: Iím not on this committee but a quick question is the sign maintenance supervisor supervising other individuals in the sign shop or is it just this one person?

 

DOUGAN:No we have not filled the sign worker position yet that is still open.We did have a couple of applicants.When this person starts, because they are supervising Iím going to have him be part of the interviews.

 

DELORIA: Okay anything else for us Jim?

 

DOUGAN: No unless you want me to keep you busy for 15 minutes?

 

MASCARENAS: Weíve got other stuff to talk about.

 

DOUGAN: Thank you.

 

DELORIA:Alice Ė Soil and Water.

HALLORAN: Good morning.So highlights for us this past month we were awarded a WQIP hydro seeding grant so that should support our supplies for the next few years in that program.

We attended the water quality symposium thatís training for conservation districts last week that was great.

Two weeks ago we went to Legislative Day in Albany and talked to our Legislators and we also have updated our email so if you look at our address at the top of my report all of our emails are going to end in essexcountyswcd.org from now on and weíll be still forwarded our old ones until everybody gets updated. Any questions?

 

DELORIA:I do unrelated to your report.Do you have any educational material pertaining to composting or community composting anything or maybe we should reach out to Cornell or any suggestions on that?

 

HALLORAN:†† So I donít know if you talked to Compost for Good?

 

DELORIA:Well we have and Iím dealing with them but they are not very forthright in getting us the material so that people understand what they are getting into and thatís where I am at.Iím back peddling so we can fully understand.

 

HALLORAN: I can look and see if we have something.

 

DELORIA: Iím working with Sawyer but again I think I need to have other information brought in.

 

HALLORAN: Yeah we can talk more.

 

DELORIA: Okay you and I will get together.Anybody else have anything for Alice?Being none, thank you.

 

MONTY: Just to add on to what Alice said I think a year ago Cornell did put out some information on composting when somebody asked about it and they sent out a bunch of material on that but I think if you got ahold of Elizabeth she probably could help you out on that.

 

DELORIA: Good thank you Jim.I will be in touch.Anything else to come before this committee?

 

GILLILLAND: Iíd like to ask for an executive session to discuss current contract and permit issues with the Department of Environmental Conservation.

 

 

THE COMMITTEE MOVED INTO AN EXECUTIVE SESSION AT 9:45 A.M. TO DISCUSS CONTRACT AND PERMIT ISSUES WITH THE DEPARTMENT OF ENVIRONMENTAL CONSERVATION AND MOVED BACK INTO OPEN SESSION AT 10:10 A.M.

 

 

DELORIA:†† We have left executive session.Is there anything else to come before this committee?If not, we stand adjourned.

 

††††††††††† As there was no further discussion to come before this DPW committee it was adjourned at 10:10 a.m.

 

 

Respectfully submitted,

 

 

 

Judith Garrison, Clerk

Board of Supervisors