A Special Meeting of the Village Board was held on Wednesday, February 3, 2010 in the Village Hall, 8892 South Street at 6:00 p.m.
Present were: Mayor Jean Saroodis
Trustees: Perkins, Swim, Hinman, Lukins
Also present: Jim Saroodis, Superintendent, Ron Spingler, WWTPO; Barry Walters, Diane Scheufele, Treasurer; Susan Lamphere, Clerk
Mayor Saroodis called the meeting to order at 6:00 p.m.
The Board reviewed a copy of the Weedsport High School’s unusually high water/sewer bill for February. The consumption used was 1,660,400 gallons of water. The amount due is $20,951.04. A meeting with school officials is set for Thursday, February 11, 2010 at 10:30 a.m. to discuss this issue. Readings of the meter will be taken daily until the meeting with the school to gauge if use is back to normal.
Treasurer Scheufele presented the Board an amendment from New York Environmental Facilities for the Project Finance Agreement for the Wastewater Treatment Project to refinance the $1,000.000 BAN from Key Bank used for interim financing and to add $207,845 addition amount approved by the Board by Bond resolution in December 2009. Trustee Swim made the motion, seconded by Trustee Perkins, all ayes to approve the Treasurer to sign the Bond Anticipation Note with NYSEFC in the amount of $1,175.801 at 0% and the new updated Project Finance Agreement for $6,320,801.
Mayor Saroodis informed the Board the Cayuga County Chamber of Commerce has requested permission to do a signage study for the County. This would include the Village of Weedsport, the Gateway to Cayuga County from the Thruway. The Board had no problem with the Chamber performing this study. The Mayor will call the Chamber with the approval.
The Town of Sennett has requested to meet with the Board to work on getting an agreement in place concerning water rates for the Village of Weedsport. The Board agreed a meeting would be set with the Town of Sennett after Paul Chatfield meets with David Thurston to bring him up to date with what is happening in regards to the contracts.
Board members were given copies of a sample local law governing cat control to review. A public hearing would be set if the Board wishes to consider implementing such a law.
The Board reviewed bids received from four companies for the radio read system. Superintendent Saroodis, Ron Spingler and Barry Walters were present to answer questions the Board had in regards to the system. Trustee Hinman questioned how the radio reader worked, telephone support, onsite support and additional training. After discussions on the operation of the system were satisfied, the Superintendent presented a spreadsheet with bids received as follows:
Ti-Sales, Incorporated (Neptune) $250,802,80
Vellano (Master Meter) $155,976.55
Ramsco (Hersey) $139,653.06
Blair (Badger) $136,220.00
Ti-Sales, Ramsco, and Blair did not bid as specified. Items not included in bid package were:
· Provide parts breakdown,
· A twenty year accuracy warranty,
· Not able to retrofit existing meters wirelessly,
· Radio installed in SS and Glass
· No annual maintenance fees were disclosed.
The only company to meet bid specifications without exceptions was Vellano.
The bids specifications requested various items broken down, among them were prices for 537 new meters and an option of purchasing 300 meter registers, or 300 more new meters. The “Schedule of Bids” listed Vellano’s bid at $155,976.55. This amount reflected the price of the system as quoted with 537 meters totaling $82,885.95 and 300 meter registers totaling $39,600 and all other items totaling $33,490.60. The Board decided to purchase 837 new meters and Trustee Lukins made the motion, seconded by Trustee Hinman, all ayes, to approve Vellano’s bid for 837 new meters at a cost of $129,190.95 plus all other items totaling $33,490.60 for a total cost of $162,681.55 less credit of $5,200. for purchasing the handheld system and the laptop together for a total of $157,481.55.
The Board thanked the men for the time spent reviewing the Bids and the good job the Superintendent did putting the spreadsheet together.
Trustee Hinman made the motion to adjourn the meeting at 7:15 p.m., seconded by Trustee Perkins, all aye.
Susan Lamphere
Clerk