MARCH 6, 2019
REGULAR MEETING – 6:00 PM           

Present:
Deputy Mayor Hotchkiss, Trustees: Harter, Emery, and Linerode, John Power, Larry Barber, Regina Beavis (arrived 6:06 pm)
Absent: Mayor Grimshaw      

Deputy Mayor Hotchkiss opened the regular meeting at 6:03 pm.

Deputy Mayor Hotchkiss led the Pledge of Allegiance.

The Minutes of the Regular Meeting of February 6, 2019 were approved on motion of Trustee Emery, seconded Trustee Harter, all aye.

The following claims were approved for payment on motion of Trustee Harter, seconded by Trustee Linerode, all aye:

GENERAL FUND ABSTRACT:
9B:$10,067.87
10A:$13,192.98
WATER FUND ABSTRACT:
 9B:$37,103.23
10A:$7,121.57
SEWER FUND ABSTRACT:     
9B:$34,727.42
10A:$1,811.09
WWTP UPGRADE PROJECT ABSTRACT:
10A:$0.00

Reports were given by Deputy Mayor Hotchkiss on behalf of Arthur Babcock Zoning/Code Enforcement Officer and John Power/Village Administrator

Deputy Mayor Hotchkiss addressed the board in regards to some community members being interested in forming a community beautification committee.  He will be putting together a meeting in the near future for anyone interested in attending.

The board filed and verified the Final Assessment Roll on motion of Trustee Harter, seconded Trustee Emery, all aye.

The Village Clerk provided a copy of the tentative budget to the Village Board.

On motion of Trustee Emery, seconded Trustee Linerode, all aye, the Public Hearing on proposed 2019-2020 Village Budget will be held on April 3, 2019 at 6:00 pm at the Village Hall, 3236 Main Street, Mexico, N.Y.

On motion of Trustee Harter, seconded Trustee Linerode, all aye, the Public Hearing to increase the water rates and the sewer rates will be held on April 3, 2019 at the Village Hall, 3236 Main Street, Mexico, N.Y. immediately following the public hearing on the proposed Village Budget.

The following funds were transferred on motion of Trustee Harter, seconded Trustee Emery, all aye:

General Fund
From:
1990.4 Contingency $1,450.00
7310.4 Recreation $4,825.00
8560.4 Shade Trees $2,500.00

To:    
1410.4 Clerk Contractual $250.00
1325.4 Treasurer Contractual $1,000.00
4020.4 Registrar $200.00
8510.4 Community Beautification $7,325.00

On motion of Trustee Harter, seconded Trustee Linerode, all aye the board passed the SEQR part 1 application.

On motion of Trustee Linerode, seconded Trustee Harter, all aye the following resolution was passed:

RESOLUTION: WATER DISTRIBUTION SYSTEM IMPROVEMENT PROJECT (SEQR)

The following resolution was offered by Trustee Linerode and seconded by Trustee Harter:

                WHEREAS, the Village Board of the Village of Mexico has an improvement project known as the Water Distribution System Improvement project; and

                WHEREAS, the project will take place within the Village of Mexico; and

                WHEREAS, due to the aging infrastructure within the Village of Mexico, repairs are constantly necessary to keep the water distribution system working properly.  The proposed project includes replacement of distribution mains, water service laterals, fire hydrants, and valves.  Existing hydrants and valves will be removed and the existing mains will be abandoned in place.  Also included in the project is the replacement of the existing water storage tank with a new tank.  The project also includes improvements at the Village’s existing well field on Pumphouse Road in the Town of Mexico.

                WHEREAS, the Village Board has received a long Environmental Assessment Form, Part 1, and

                WHEREAS, the Village Board of the Village of Mexico wishes to act as lead agency in this matter and conduct a coordinated review under the State Environmental Review Act,

                NOW, THEREFORE, BE IT RESOLVED, that the Village Board of the Village of Mexico does hereby request that it be designated as lead agency for the purpose of performing environmental review on the aforesaid project and it is further,

                RESOLVED the Environmental Assessment Form be circulated to all other involved agencies to seek their approval of the Village as lead agency in order to conduct a coordinated review of the project.

On motion of Trustee Emery, seconded Trustee Linerode, all aye, the following resolution was passed:

RESOLUTION: WATER DISTRIBUTION SYSTEM IMPROVEMENT PROJECT (FUNDING)

The following resolution was offered by Trustee Emery and seconded by Trustee Linerode:

                WHEREAS, the Village Board of the Village of Mexico has an improvement project known as the Water Distribution System Improvement project; and

                WHEREAS, the project will take place within the Village of Mexico; and

                WHEREAS, due to the aging infrastructure within the Village of Mexico, repairs are constantly necessary to keep the water distribution system working properly.  The proposed project includes replacement of distribution mains, water service laterals, fire hydrants, and valves.  Existing hydrants and valves will be removed and the existing mains will be abandoned in place.  Also included in the project is the replacement of the existing water storage tank with a new tank.  The project also includes improvements at the Village’s existing well field on Pumphouse Road in the Town of Mexico.

                NOW, THEREFORE, BE IT RESOLVED, that the Village Board of the Village of Mexico does hereby request that BCA Architects and Engineers pursue funding applications in support of the Village’s Water Improvements Project.

The following Third Supplemental Bond Resolution was unanimously passed:

EXTRACT OF MINUTES OF MEETING OF THE VILLAGE BOARD ADOPTING A THIRD SUPPLEMENTAL BOND RESOLUTION

At a meeting of the Board of Trustees of the Village of Mexico, in the County of Oswego, in the State of New York on the 6th day of March, 2019:

Present:        
DEPUTY MAYOR JAMES HOTCHKISS, TRUSTEE ROBERT HARTER, TRUSTEE JAMES EMERY AND TRUSTEE SUSAN LINERODE

Absent:            MAYOR TERRY GRIMSHAW      

DEPUTY MAYOR HOTCHKISS presented the following resolution and moved that it be adopted:

THIRD SUPPLEMENTAL BOND RESOLUTION DATED MARCH 6, 2019 OF THE BOARD OF TRUSTEES OF THE VILLAGE OF MEXICO AUTHORIZING AN ADDITIONAL NOT TO EXCEED $601,000 AGGREGATE PRINCIPAL AMOUNT OF SERIAL GENERAL OBLIGATION BONDS PURSUANT TO THE LOCAL FINANCE LAW TO FINANCE PLANNING, DESIGN, ACQUISITION AND INSTALLATION OF UPGRADES AND IMPROVEMENTS TO THE WASTE WATER TREATMENT PLANT AND RELATED FACILITIES, SAID AMOUNT TO BE OFFSET BY ANY FEDERAL, STATE, COUNTY AND/OR LOCAL FUNDS RECEIVED, AT AN ESTIMATED ADDITIONAL MAXIMUM COST OF $601,000, THE EXPENDITURE OF SUCH SUM FOR SUCH PURPOSE, LEVY OF TAX IN ANNUAL INSTALLMENTS IN PAYMENT THEREOF, AND DETERMINING OTHER MATTERS IN CONNECTION THEREWITH.

WHEREAS, pursuant to a bond resolution duly adopted by the Board of Trustees of the Village of Mexico, Oswego County, New York (the “Village”) on July 9, 2013 (the “Original Bond Resolution”), the Board of Trustees of the Village authorized the issuance of not to exceed $2,716,000.00 aggregate principal amount of serial general obligation bonds pursuant to the Local Finance Law to finance planning, design, acquisition and installation of upgrades and improvements to the waste water treatment plant and related facilities (the “Purpose”), said amount to be offset by any federal, state, county and/or local funds received, at a maximum cost of $2,716,000.00, the expenditure of such sum for such purpose, the levy of tax in annual installments in payment thereof, and determined other matters in connection therewith; and

WHEREAS, pursuant to a supplemental bond resolution adopted by the Board of Trustees of the Village on May 3, 2017 (the “Supplemental Resolution”), the Board of Trustees of the Village authorized the issuance of an additional not to exceed amount of $1,173,000, and approved increasing the cost of the Purpose to an aggregate maximum estimated cost of $3,889,000; and

WHEREAS, pursuant to a second supplemental bond resolution adopted by the Board of Trustees of the Village on May 2, 2018 (the “Second Supplemental Resolution”), the Board of Trustees of the Village authorized the issuance of an additional not to exceed amount of $798,560, and approved increasing the cost of the Purpose to an aggregate maximum estimated cost of $4,687,560; and

WHEREAS the Village Board of Trustees has determined that the cost of the Purpose has increased by an additional $601,000 to an aggregate maximum estimated cost of $5,288,560; and

WHEREAS, the Village Board of Trustees desires to approve the increase in the maximum cost of the Purpose and authorize the issuance of an additional not to exceed $601,000 principal amount of serial general obligation bonds to finance the additional cost of the Purpose; and

NOW THEREFORE BE IT RESOLVED, by the Village Board of Trustees (by the favorable vote of not less than two-thirds of all of the members of the Board) as follows:

Section 1.  The Village shall upgrade and improve the waste water treatment plant and related facilities, at a maximum additional cost of $601,000, as more particularly described in Section 3 hereof.

Section 2.  The Village is hereby authorized to issue its serial general obligation bonds (the “Bonds”) in the additional aggregate principal amount of not to exceed $601,000 pursuant to the Local Finance Law of New York, in order to finance the class of objects or purposes described herein.

Section 3.  The class of objects or purposes to be financed pursuant to this Resolution is the planning, design, acquisition and installation of upgrades and improvements to the waste water treatment plant, remote pump stations and collection system manholes, and the acquisition of original furnishings, equipment, machinery or apparatus.

Section 4.  It is hereby determined and declared that (a) the maximum cost of said Purpose, as estimated by the Village Board, is $5,288,560, (b) $4,687,560 has heretofore been authorized to be applied to the payment of the cost of said Purpose, and (c) the Village plans to finance the costs of said Purpose entirely from funds raised by the issuance of the bonds and bond anticipation notes issued pursuant to the Original Resolution, the Supplemental Resolution, the Second Supplemental Resolution and this Third Supplemental Resolution (collectively, the “Bond Resolution”), said amount to be offset by any federal, state, county and/or local funds received.

Section 5.  It is hereby determined that the Purpose is one of the class of objects or purposes described in Paragraph 4 of Section 11.00 of the Local Finance Law, and that the period of probable usefulness of the Purpose is forty (40) years.  The Bonds are being issued to finance an assessable improvement, the cost of which is chargeable primarily to benefited real property.  The proposed maturity of the Bonds authorized herein will be in excess of five (5) years.

Section 6.  Subject to the provisions of the Local Finance Law, the power to further authorize the issuance of the Bonds and to authorize the issuance of bond anticipation notes issued in anticipation of the sale of the Bonds (including renewals thereof) and to prescribe the terms, form and contents of the Bonds and bond anticipation notes, including the consolidation with other issues and the use of substantially level or declining debt service, and to sell and deliver the Bonds and bond anticipation notes, is hereby delegated to the Treasurer of the Village, the chief fiscal officer.  The Treasurer is hereby authorized to sign and the Village Clerk is hereby authorized to attest any Bonds and bond anticipation notes issued pursuant to this Resolution, and the Village Clerk is hereby authorized to affix to such Bonds and bond anticipation notes the corporate seal of the Village.  The Treasurer of the Village also shall have the authority to cause the bonds issued pursuant to the Bond Resolution to be issued with substantially level or declining debt service.

Section 7.  The faith and credit of the Village, New York, are hereby irrevocably pledged for the payment of the principal of and interest on such Bonds and bond anticipation notes as the same respectively become due and payable.  An annual appropriation shall be made in each year sufficient to pay the principal of and interest on such obligations becoming due and payable in such year.  There shall be levied annually on all taxable real property in the Village, a tax sufficient to pay the principal of and interest on such obligations as the same become due and payable, to the extent the necessary funds are not provided from other sources.

Section 8.  This Resolution shall constitute the declaration of the Village’s “official intent” to reimburse expenditures authorized by Section 1 with proceeds of the Bonds and notes, as required by United States Treasury Regulation Section 1.150-2.

Section 9.  The Village hereby determines that the Purpose is a Type II Action pursuant to the State Environmental Quality Review Act, the implementation of which as proposed has been determined not to have a significant effect on the environment.

Section 10.  This Resolution (or a summary thereof) shall be published by the Village Clerk together with a notice in substantially the form prescribed by Section 81.00 of said Local Finance Law, and such publication shall be in the official newspapers of the Village.  The validity of the Bonds or of any bond anticipation notes issued in anticipation of the sale of the Bonds may be contested only if such obligations are authorized for an object or purpose for which the Village is not authorized to expend money, or the provisions of law which should be complied with at the date of publication of this Resolution, or summary thereof, are not substantially complied with, and an action, suit or proceeding contesting such validity is commenced within twenty (20) days after the date of such publication; or if said obligations are authorized in violation of the provisions of the Constitution.

Section 11. This Resolution shall take effect immediately. The Motion having been duly seconded by TRUSTEE JAMES EMERY, it was adopted and the following votes were cast:

AYES                                                 NAYS

DEPUTY MAYOR HOTCHKISS
TRUSTEE EMERY
TRUSTEE HARTER
TRUSTEE LINERODE

On motion of Trustee Emery, seconded Trustee Linerode, all aye, the board agreed to award the contracts for the WWTP phase 3 project to the following low bidders:

Contract #1/General Construction to Blue Heron Construction for $2,100,611

Contract #2/Heating &Ventilation to Hyde-Stone Mechanical Contractors, Inc for $15,950

Contract #3/Plumbing to Hyde-Stone Mechanical Contractors, Inc for $11,750

Contract #4/Electrical to Scriba Electric, Inc for $97,321

On motion of Trustee Emery, seconded Trustee Harter, all aye, the board authorizes the Village Clerk to sign the amendment #4 for the engineering contract.

The following Resolution was passed on motion of Trustee Harter, seconded Trustee Emery, all aye:

RESOLUTION-WWTP PHASE 3

On motion of Trustee Harter, seconded by Trustee Emery the following resolution was passed:

Whereas the Village is seeking financing and grant funding from the New York State Environmental Facilities Corporation (EFC) and the Section 1 of the Program Requirements and Bid Packet for Construction Contracts requires that the following documents be submitted and approved by the Village and EFC prior to the Contract Award:

      EEO Policy Statement

Documented Proof that EPA Form 6100-2 – DBE Subcontractor Participation Form was given to MWBE Subcontractors

EPA Form 6100-3 – DBE Subcontractor Performance Form
EPA Form 6100-4 – DBE Subcontractor Utilization Form
Lobbying Certification
AIS Contractor’s Certification
Executed Contracts, Subcontracts, agreements, and purchase orders
MWBE Utilization Plan and/or Waiver Request

And that the above be accepted by the Village and EFC, this Resolution to Award and execute the Contract shall be contingent upon the Contractor providing the above referenced documents and subsequent approval by the Village and EFC.  The deadlines indicated by EFC shall be observed in accordance with the contract documents.  An excerpt is provided below:

The MWBE Utilization Plan must be submitted to the Village no more than ten (10) business days after the Contractor receives notice from the Village that the Contractor has submitted a low bid.

A written notice of acceptance or deficiency will be issued by EFC within 20 business days of receipt of the Utilization Plan. Upon receipt of a notice of deficiency from either the Village or EFC, the Contractor shall respond with a written remedy to such notice within seven (7) business days of receipt.

The following leaf and brush polices were passed on motion of Trustee Emery, seconded Trustee Harter, all aye:

Curbside Leaf Removal Policy
October 10th – December 10th

  • Leaves will be removed from the curbside of the street edge of properties from October 10 through December 10, weather permitting.
  • Only leaves are to be placed for pick up. Piles containing sticks, stones, branches or anything other than leaves, WILL NOT BE PICKED UP. These objects damage the leaf vacuum equipment.
  • Leaves should be as close to the street as possible, but no further than 4’ from the edge of the street. Keep leaf piles at least 4’ from either side of poles, signs, mail boxes, fire hydrants, etc., as the hose cannot reach around these items.
  • If an early snow fall should occur prior to December 10th not allowing residents to finish getting their leaves picked-up, the village will pick up leaves again the following April. This will take place during the FIRST FULL WEEK OF APRIL ONLYweather permitting.

Curbside Brush Pick Up Policy

  • Brush pick up is scheduled for the 3rd Wednesday of the month from April – November. Weather conditions and other situations may alter the actual pick up day
  • Brush CANNOT be piled curbside during the months of December, January, February and March, as such piles could impede or alter snow removal operations
  • Brush CANNOT be piled curbside more than (7) seven days prior to the scheduled pick up
  • Brush must be cut into 4’ lengths and piled neatly within 5’ of the edge of the street. Piles shall not exceed 4’ in height
  • Brush shall not be piled around poles, signs, hydrants, fences or as to interfere with the sidewalk as it makes it difficult for our equipment to effectively pick it up and WILL NOT BE PICKED UP
  • Brush is defined as small limbs not to exceed 3” in diameter, branches, pruning’s, etc. Material that exceeds these dimensions WILL NOT BE PICKED UP
  • Any trees or material in excess of 3” in diameter that are removed by the homeowner or professionally from the property are the responsibility of the homeowner. Brush from these trees is also considered the responsibility of the homeowner
  • Any trees that are trimmed, cut down and/or removed by a contractor WILL NOT BE PICKED UP and are considered the homeowners responsibility
  • Yard waste, rocks, stumps, material resulting from stump grinding, construction debris, etc. are not considered brush and WILL NOT BE PICKED UP

The meeting adjourned at 7:10 p.m. on motion of Trustee Harter, seconded Trustee Linerode, all aye.

Respectfully submitted,

Traci Wallace
Village Clerk