Page 1 of 4 Village of Hermon Dissolution Implementation Committee ...
Village of Hermon Dissolution Implementation Committee (Post Study Phase) Meeting #6 – 5/19/2016 @ 6:00 p.m. @ the Hermon Town Hall Minutes Attendees: Nicole Bacon-Ward, Jeff Foster, Cathy Race, Robert Reed, Chris Stransky Consultants: Jason Pfotenhauer (SLC Planning), Hartley Bonisteel-Schweitzer (DANC), Star Carter (DANC), Carrie Tuttle (DANC) 1. Status of DOS Implementation Grants – 1st Disbursement Requests were submitted to DOS and as of meeting the Village and Town were awaiting reimbursement. C. Tuttle will follow up on the status of reimbursement. 2. Implementation Tasks – more information on the tasks identified during the Dissolution Study can be found at in the Report located on the web. See page 97 of the PDF document for the summary table of costs and tasks. http://www.danc.org/files/public/hermon/Final_Dissolution_Study_and_Plan.pdf A summary of the status of each item was provided. a. Comprehensive Planning Process ($25,555 budgeted) i. Overview of SWOT Results – J. Pfotenhauer provided an overview of the result of the 3/17/16 SWOT community meeting. A copy of the tabulated results are attached. ii. Current Land Uses in the Town and Village – SLC Planning presented a map of the Town and Village of Hermon that shows land use classifications. Of note, is that the majority of the land is classified as residential or agricultural; followed by vacant and forest properties. Another map showing 2014 imagery was also presented. Of note, there are several water bodies within the Town in addition to Trout Lake. Maps will be presented in the Comprehensive Plan on a smaller scale. iii. Next Steps - A draft Table of Contents was presented to the Committee for review and J. Pfotenhauer presented a description of each section of the report. SLC Planning will be performing a visual survey (i.e., windshield survey) of the houses in Hermon through June. A web-based survey will also be developed to get a little more input on the SWOT for people that were not able to attend meeting. July 21st will be the next public meeting to complete visioning portion of the comprehensive planning process. Two questions will be asked: 1) What would you like Hermon to look like in 10 years; and 2) How do we get there? Page 1 of 4
iv. Comments – Committee discussed the Village’s water supply and the importance of highlighting this resource and the opportunities it may bring to the community. C. Stransky provided some information about the quantity of water produced and noted that water quality has been recognized by St. Lawrence County and NYS and the Village has won several awards. The Committee also discussed the snowmobile and ATV trail network and highlighted that this could be an opportunity to further tourism. b. Asset Management Plan (budget of $16,555) i. S. Carter provided an update on the status of the AMP. DANC schedule to complete AMP that coordinates field work that is part of GIS into schedule (see below). A training will be held at the Town of Potsdam Municipal Offices 10:30-12:00 on June 15th and an invite will be sent out.
Scope of Work for Asset Management Plan Tasks Research and Review GIS fieldwork for water and wastewater infrastructure - Chris Stransky has completed locating GIS fieldwork for sidewalks, curbs, and pavement condition assessment Village-owned building condition assessment and photos Water & Wastewater Treatment Plants Village-owned equipment inventory and assessment and photos Village park and recreation equipment assessment and photos Assess old water tower and determine demo costs List Village-owned real property and value Draft Plan Draft AMP for Village Board Review Update draft with comments and corrections
Present Final Plan Present AMP to Village
Assigned To:
Completed By:
DANC - S. Carter
Scheduled to begin 5/23 May - June 2016
DANC - S. Carter DANC - M. Burt DANC - M. Burt
June 2016
DANC - M. Burt DANC - M. Burt DANC - M. Burt DANC - S. Carter
June 2016 June 2016 July 2016 July 2016
DANC - S. Carter DANC - M. Burt DANC - S. Carter DANC - M. Burt
August 2016
DANC - C. Tuttle DANC - M. Burt
September 2016
September 2016
c. District Formation (budget of $12,000) i. Town executed agreement with C2AE at Feb. meeting to complete district formation process for Water, Sewer and Lighting. ii. C2AE has met with Village Clerk to compare billing records to maps to ensure boundaries are set properly to include water/sewer customers. iii. C2AE plans to have draft Map, Plan and Reports for water, sewer and lighting completed by the end of May. Page 2 of 4
iv. Awaiting guidance from E. Gustafson on timing/language for approval resolutions. d. Real Property Disposition – The Village has approved contract with Pease & Gustafson to proceed with real property disposition and the Village has provided a list of the properties to be disposed. Awaiting E. Gustafson to proceed with disposition. e. Records Management (budget $10,000 for Village; $10,000 for Town; plus $5,000 for scanner) – Table below is an updated summary of the tasks and schedule that will be followed to complete the records management tasks associated with implementation. Scanning has been removed from the scope of services per recommendations from the NYS Archives. The RFP included a detailed records inventory; relocation of records in old Village and Town offices to the new municipal office; and recommendations for an electronic content management system and a document scanner. S. Carter provided a summary of the proposals received (attached). The Committee reviewed the proposals and recommended that we proceed with Alden Stevens for a total cost of $13,000. Agreement will be presented for acceptance at the Village and Town board meetings.
Scope of Work for Records Management Project Village and Town of Hermon Tasks Site Visit Determine general scope of work Site Visit by NYS Archives Regional Advisor for Records Inspection/Survey and Recommendations for Project RFP for Records Management Services Draft RFP for Records Management Project for Village and Town Board review. RFP to include Records Relocation, Records Inventory, and Records Management Recommendations Village Issues RFP for Records Management Project and selects contractor Village/Town Selects Consultant to Proceed with Work
Project Management Assist with Contractor Management Assist with QC and deliverable inspection Review of Records Management Recommendations and develop plan for implementation Implementation of Applicable Recommendations
f.
Assigned To:
Completed By:
DANC - S. Carter Village/Town Clerks DANC - S. Carter
COMPLETE COMPLETE
DANC - S. Carter DANC - C. Tuttle
COMPLETE
Village/Town
COMPLETE
Village/Town
5/19 Committee Recommendation
DANC - C. Tuttle DANC - S. Carter DANC - S. Carter Village/Town DANC - C. Tuttle DANC - S. Carter Village/Town
June-July 2016 June-July 2016 July 2016
August-September 2016
Local Law Review ($7,000 budgeted for Village; $8,000 budgeted for Town) – The Committee agreed that they would establish a sub-committee to work on the review of local Page 3 of 4
laws. The Village and Town approved an agreement with Pease & Gustafson to proceed with a NTE price of $7,500 with provisions to split costs proportionally between the Village and Town to match ratio of grant funds. A meeting has been scheduled for June 15, 2016 at 6:00 p.m. at the Town Offices. A copy of signed agreement was provided to DOS and they requested that a MWBE waiver be submitted for this along with the Records Management task. S. Carter will prepare and submit the waiver on the Village and Town’s behalf. g. IT Integration ($5,000 budgeted) – The Village and Town provided a list of existing software, phone, internet and fax service and fees. C. Tuttle will summarize this information and present next steps to address this item at next month’s Committee meeting. 3. Future Meeting Dates a. Next Meeting – June 16th at 6:00 p.m. at Village/Town Offices.
Page 4 of 4
Village and Town of Hermon Records Management Project Responses to RFP Summary The Authority issued the RFP for Records Management on behalf of the Town and Village of Hermon on April 25, 2016 with a submission deadline of May 6, 2016. The Authority received three proposals. The following is a summary of those proposals. Proposal #1: Alden Stevens Alden is based out of Rochester, NY but has completed nineteen records management projects in the Northern New York area in the past 10 years. Alden is currently working in Lake Placid and North Elba on a project to inventory, index, and store all of the Town and Village hardcopy records (a project very similar in scope to Hermon’s project). The NYS Archives has funded several municipal projects with Alden as the contractor and they have been very satisfied with his work. Alden’s references highly recommended him and were very satisfied with their completed projects. Alden demonstrated a very good understanding of the project requirements and his qualifications performing similar projects are excellent. Alden presents a caveat that he is not an expert on scanning devices and ECMS software, and would not be able to provide reliable recommendations for either. He recommends the Village and Town seek out vendors for these items. Alden’s fee for the project was $13,000, by far the lowest of the three proposals and under budget. As a condition of his employment, due to circumstances with Alden’s healthcare provider, remuneration would have to be after January 1, 2017. According to Rob Roeckle, DOS: this is can be arranged, but it will mean the State Contract will not be closed out and fully reimbursed prior to Village Dissolution, which will create some additional paperwork and contract reassignment. There will be other bills on Village accounts that don’t come in until after Dec. 31 (utility bills, etc.), and so the Town will have to have an account set up to pay these Village expenses. The check to Alden could be treated the same as these other payments that will need to be paid. Please see attached email from Rob detailing the steps that will be taken if this is what the Town and Village decide to do. Proposal #2: K Sickler-Murphy K Sickler-Murphy is based out of Schenectady, NY and has been in the records management business since 2001. Their past project list included many down-state municipalities and places in Connecticut. K Sickler-Murphy is a WBE with two employees. They have acted as the consultant for a NYS Archives funded project in Lake George that included a similar scope to Hermon’s project. K Sickler-Murphy demonstrated a good understanding of the project and their qualifications were excellent. The Village of Lake George provided a good reference and stated that they were happy with the work and the consultant. They did mention that they
wished the Excel datasheet was a little more detailed for locating specific records in their records room, but the system is very functional. K Sickler-Murphy will include recommendations for a scanner and ECMS as part of their written Records Management Plan. K Sickler-Murphy’s fee for the project is $22,950.
Proposal #3: Reltronics Reltronics is based out of Belle Mead, NJ with a supporting office in Rochester, NY. They have been in business since 2002 and they are a MBE. Reltronics is an electronic content management system (ECMS) software company that sells ReALTrack-RMS software. Their proposal focused primarily on digitizing the hardcopy records and uploading them into their ECMS, which is not the primary focus of Hermon’s project. Reltronic’s understanding of the project was not as good as the other proposals and they have not completed any projects in Northern New York. Reltronics fee for the project was $27,440, the highest of the three proposals.
iv. Comments – Committee discussed the Village’s water supply and the importance of highlighting this resource and the opportunities it may bring to the community. C. Stransky provided some information about the quantity of water produced and noted that water quality has been recognized by St. Lawrence County and NYS and the Village has won several awards. The Committee also discussed the snowmobile and ATV trail network and highlighted that this could be an opportunity to further tourism. b. Asset Management Plan (budget of $16,555) i. S. Carter provided an update on the status of the AMP. DANC schedule to complete AMP that coordinates field work that is part of GIS into schedule (see below). A training will be held at the Town of Potsdam Municipal Offices 10:30-12:00 on June 15th and an invite will be sent out.
Scope of Work for Asset Management Plan Tasks Research and Review GIS fieldwork for water and wastewater infrastructure - Chris Stransky has completed locating GIS fieldwork for sidewalks, curbs, and pavement condition assessment Village-owned building condition assessment and photos Water & Wastewater Treatment Plants Village-owned equipment inventory and assessment and photos Village park and recreation equipment assessment and photos Assess old water tower and determine demo costs List Village-owned real property and value Draft Plan Draft AMP for Village Board Review Update draft with comments and corrections
Present Final Plan Present AMP to Village
Assigned To:
Completed By:
DANC - S. Carter
Scheduled to begin 5/23 May - June 2016
DANC - S. Carter DANC - M. Burt DANC - M. Burt
June 2016
DANC - M. Burt DANC - M. Burt DANC - M. Burt DANC - S. Carter
June 2016 June 2016 July 2016 July 2016
DANC - S. Carter DANC - M. Burt DANC - S. Carter DANC - M. Burt
August 2016
DANC - C. Tuttle DANC - M. Burt
September 2016
September 2016
c. District Formation (budget of $12,000) i. Town executed agreement with C2AE at Feb. meeting to complete district formation process for Water, Sewer and Lighting. ii. C2AE has met with Village Clerk to compare billing records to maps to ensure boundaries are set properly to include water/sewer customers. iii. C2AE plans to have draft Map, Plan and Reports for water, sewer and lighting completed by the end of May. Page 2 of 4
iv. Awaiting guidance from E. Gustafson on timing/language for approval resolutions. d. Real Property Disposition – The Village has approved contract with Pease & Gustafson to proceed with real property disposition and the Village has provided a list of the properties to be disposed. Awaiting E. Gustafson to proceed with disposition. e. Records Management (budget $10,000 for Village; $10,000 for Town; plus $5,000 for scanner) – Table below is an updated summary of the tasks and schedule that will be followed to complete the records management tasks associated with implementation. Scanning has been removed from the scope of services per recommendations from the NYS Archives. The RFP included a detailed records inventory; relocation of records in old Village and Town offices to the new municipal office; and recommendations for an electronic content management system and a document scanner. S. Carter provided a summary of the proposals received (attached). The Committee reviewed the proposals and recommended that we proceed with Alden Stevens for a total cost of $13,000. Agreement will be presented for acceptance at the Village and Town board meetings.
Scope of Work for Records Management Project Village and Town of Hermon Tasks Site Visit Determine general scope of work Site Visit by NYS Archives Regional Advisor for Records Inspection/Survey and Recommendations for Project RFP for Records Management Services Draft RFP for Records Management Project for Village and Town Board review. RFP to include Records Relocation, Records Inventory, and Records Management Recommendations Village Issues RFP for Records Management Project and selects contractor Village/Town Selects Consultant to Proceed with Work
Project Management Assist with Contractor Management Assist with QC and deliverable inspection Review of Records Management Recommendations and develop plan for implementation Implementation of Applicable Recommendations
f.
Assigned To:
Completed By:
DANC - S. Carter Village/Town Clerks DANC - S. Carter
COMPLETE COMPLETE
DANC - S. Carter DANC - C. Tuttle
COMPLETE
Village/Town
COMPLETE
Village/Town
5/19 Committee Recommendation
DANC - C. Tuttle DANC - S. Carter DANC - S. Carter Village/Town DANC - C. Tuttle DANC - S. Carter Village/Town
June-July 2016 June-July 2016 July 2016
August-September 2016
Local Law Review ($7,000 budgeted for Village; $8,000 budgeted for Town) – The Committee agreed that they would establish a sub-committee to work on the review of local Page 3 of 4
laws. The Village and Town approved an agreement with Pease & Gustafson to proceed with a NTE price of $7,500 with provisions to split costs proportionally between the Village and Town to match ratio of grant funds. A meeting has been scheduled for June 15, 2016 at 6:00 p.m. at the Town Offices. A copy of signed agreement was provided to DOS and they requested that a MWBE waiver be submitted for this along with the Records Management task. S. Carter will prepare and submit the waiver on the Village and Town’s behalf. g. IT Integration ($5,000 budgeted) – The Village and Town provided a list of existing software, phone, internet and fax service and fees. C. Tuttle will summarize this information and present next steps to address this item at next month’s Committee meeting. 3. Future Meeting Dates a. Next Meeting – June 16th at 6:00 p.m. at Village/Town Offices.
Page 4 of 4
Village and Town of Hermon Records Management Project Responses to RFP Summary The Authority issued the RFP for Records Management on behalf of the Town and Village of Hermon on April 25, 2016 with a submission deadline of May 6, 2016. The Authority received three proposals. The following is a summary of those proposals. Proposal #1: Alden Stevens Alden is based out of Rochester, NY but has completed nineteen records management projects in the Northern New York area in the past 10 years. Alden is currently working in Lake Placid and North Elba on a project to inventory, index, and store all of the Town and Village hardcopy records (a project very similar in scope to Hermon’s project). The NYS Archives has funded several municipal projects with Alden as the contractor and they have been very satisfied with his work. Alden’s references highly recommended him and were very satisfied with their completed projects. Alden demonstrated a very good understanding of the project requirements and his qualifications performing similar projects are excellent. Alden presents a caveat that he is not an expert on scanning devices and ECMS software, and would not be able to provide reliable recommendations for either. He recommends the Village and Town seek out vendors for these items. Alden’s fee for the project was $13,000, by far the lowest of the three proposals and under budget. As a condition of his employment, due to circumstances with Alden’s healthcare provider, remuneration would have to be after January 1, 2017. According to Rob Roeckle, DOS: this is can be arranged, but it will mean the State Contract will not be closed out and fully reimbursed prior to Village Dissolution, which will create some additional paperwork and contract reassignment. There will be other bills on Village accounts that don’t come in until after Dec. 31 (utility bills, etc.), and so the Town will have to have an account set up to pay these Village expenses. The check to Alden could be treated the same as these other payments that will need to be paid. Please see attached email from Rob detailing the steps that will be taken if this is what the Town and Village decide to do. Proposal #2: K Sickler-Murphy K Sickler-Murphy is based out of Schenectady, NY and has been in the records management business since 2001. Their past project list included many down-state municipalities and places in Connecticut. K Sickler-Murphy is a WBE with two employees. They have acted as the consultant for a NYS Archives funded project in Lake George that included a similar scope to Hermon’s project. K Sickler-Murphy demonstrated a good understanding of the project and their qualifications were excellent. The Village of Lake George provided a good reference and stated that they were happy with the work and the consultant. They did mention that they
wished the Excel datasheet was a little more detailed for locating specific records in their records room, but the system is very functional. K Sickler-Murphy will include recommendations for a scanner and ECMS as part of their written Records Management Plan. K Sickler-Murphy’s fee for the project is $22,950.
Proposal #3: Reltronics Reltronics is based out of Belle Mead, NJ with a supporting office in Rochester, NY. They have been in business since 2002 and they are a MBE. Reltronics is an electronic content management system (ECMS) software company that sells ReALTrack-RMS software. Their proposal focused primarily on digitizing the hardcopy records and uploading them into their ECMS, which is not the primary focus of Hermon’s project. Reltronic’s understanding of the project was not as good as the other proposals and they have not completed any projects in Northern New York. Reltronics fee for the project was $27,440, the highest of the three proposals.
