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October 23, 1997
A Special Meeting of the Board of Trustees of the Village of Croton-on-Hudson, NY was held on Thursday, October 23, 1997 at the Municipal Building, Van Wyck Street, Croton-on-Hudson, NY 10520.  At that time, the following officials were present:

Mayor Elliott                                   Trustee Grant
Village Manager Herbek                  Trustee Daubney
Village Treasurer Campbell                      Trustee Rickles
Village Attorney Waldman, absent                Trustee Watkins, absent

1. Call to Order:
The meeting was called to order at 1:05 p.m. by Mayor Elliott.

2. Budget modification:
Trustee Daubney made a motion to authorize the Village Treasurer to transfer $6,000. from 2-1990.0400 Contingent Account to 2-9950.0900 Capital Projects Account for the Fire Hydrant Replacement Program (3-8340-2095).  Trustee Grant seconded the motion.  Discussion:  Water Department Foreman Tom Ferguson explained that originally in late 1996 only 12 fire hydrants were identified as needing replacement when the water department budget request was being formulated for the subsequent FY 1997-98 Village Budget review meetings that occurred over the Winter.  However, since the passing of the FY 1997-98 budget this past Spring, 8 additional fire hydrants have been identified as in need of replacement.  This was the reason for the budget modification at this time.

Ferguson noted that the fire hydrants being replaced were first installed in early part of the century.  Daubney asked how old the fire hydrants were.  Ferguson replied that some were put in 1908, 1910 and 1930.  Fergusion mentioned that the Village maintains over 400 hydrants.  General Foreman Ken Kraft advised that this was the first time the Village had approached fire hydrant replacement in a comprehensive manner where the job would be “spec’ed” out and go out to bid.  In the past, fire hydrants were replaced on an individual basis usually by Village employees.  Kraft said that this comprehensive approach using an outside contractor should save the Village considerable money, as well as allow Village DPW workers to address other municipal duties such as leaf pickup, road maintenance, sanitation, etc.  Ferguson noted that the Village would be supplying the fire hydrants to the vendor since it was cheaper for the Village to purchase the fire hydrants on its own, rather than to get them through the contractor who would be installing them.  Trustee Grant asked if there were any fire hydrants currently in stock at the Village  of Croton Municipal Garage.  Kraft replied that there were and that they would be used in this replacement project.

Grant noted that she thought the DPW should budget on replacing 20 of the aging hydrants a year and to continue with this comprehensive, money-saving approach.  Daubney concurred.

Mayor Elliott called for the motion.  The motion to transfer $6000. from contingency account to capital projects passed by acclamation.  Copy of resolution attached.

3. Award of Bid for Fire Hydrant Replacement Program
Trustee Grant made a motion to award the contract for the Hydrant Installation Project to the lowest responsible bidder meeting specifications, Schipp Construction Company of Mahopac, NY, with a total bid amount of $36,000.  The motion was seconded by Trustee Daubney.  Discussion.

Special Meeting of the Board of Trustees
Village of Croton-on-Hudson, NY
October 23, 1997
page two

Village Manager Herbek gave a thumbnail sketch on the background of the Fire Hydrant Installation Program designed to replace failing, existing hydrants.  Ferguson noted that fire hydrant were both necessary for fire suppression, as well as for the annual flushing program of the Village’s water supply mains. Herbek reiterated that the comprehensive, cost effective approach discussed earlier would be applied to this project.  Herbek further added that all specifications and bid documents were handled by the Village Engineer’s Office.  Herbek further advised the Board that Schipp Construction was the lowest responsible bidder meeting specifications for the job and recommended them being hired by the Village for the fire hydrant installation project.

Daubney inquired as to why the Special Meeting was necessary to award this bid.  Village Engineer Kary Ioannou explained that his office was working to expedite this outdoor construction project before the Winter started so that it could be completed before the bad weather and cold temperatures set in.  He said that the contractor was ready to start right away.

Motion to award the contract for the Hydrant Installation Project to the Schipp Construction Company passed by acclamation.  Copy of resolution attached.

4. Adjournment
Mayor Elliot called for adjournment of the Special Meeting at 1:15 p.m.  The request was moved by acclamation.

Respectively submitted,

Edward J. Mills III
Acting Secretary to the Village Board