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HomeMy WebLinkAboutFeb 13th 2012 draft mins revised 3-9-12.pdfVILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 1 DRAFT MINUTES PRIOR TO BOARD APPROVAL Present: Mayor Supron, Trustees Andolina, Crooker, Hamilton, Karns, Riesman and Szekely, Attorney Gutenberger, Treasurer Mangione, Clerk Mills Mayor Supron called the meeting to order at 7:06 PM Approval of Minutes Motion: Trustee Szekely Second: Trustee Karns Resolution #7016 to approve the December 12, 2011 minutes as amended to include the addition of the Privilege of the Floor statements. Discussion: none All approve – no nays or abstains – motion carried Motion: Trustee Szekely Second: Trustee Riesman Resolution #7017 to approve the January 9, 2012 minutes as amended. Discussion: none All approve – no nays – Trustees: Karns & Crooker abstain – motion carried Motion: Trustee Hamilton Second: Trustee Crooker Resolution #7018 to approve the January 24, 2012 minutes as submitted. Discussion: none All approve – no nays – Trustee Karns abstained – motion carried Report Justice Galbreath  Annual Report was submitted – There were minor changes between last year and this year. Judge Galbreath did point out that the Justice office did receive a Grant award for the $30,000 to install handicap bathrooms, and supplement the heating and air conditioning for the court room and some security issues will be addressed. The current police chief’s office will become a jury room/Village Hall meeting room and part of the addition will provide new space for the police chief. Court is scheduled for every Tuesday night beginning at 6PM and the first Thursday beginning at 5PM. These are public proceedings and any member of the public is welcome to come. Any questions you have will be answered at the end of the proceedings. Trustee Karns thanked Justice Galbreath for his efforts in being awarded the $30,000 grant for the Village Hall renovations. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 2 Trustee Szekely asked Justice Galbreath to explain his education teaching efforts to new and experienced judges and mandatory training for NYS and Village Justices. Justice Galbreath has recently taught a series on evidence. He has done ethics and an introductory on criminal procedure for new judges; juvenile offenders-youthful offenders and juvenile delinquents. There are approximately a dozen people who do this training across the state and this may drop due to the economy. Justice Galbreath indicated he spends about 50 hours to teach for one hour. Mayor Supron spoke on the new Open Meeting Law requirements. If you would visit the Village website, under Trustee Meeting Dates, Agenda & Minutes & Reports, you will find a copy of Justice Galbreath’s report (as well as all other reports) as submitted to this Board. For next month we hope to have a guest login for wireless so the public can access these reports. Report of Fire Superintendent Tamborelle  Submitted report – a former CHFD member, Josh Weismann, who joined the department when he was 16, was killed in the line of duty in Alexandria Virginia on February 9th. Some of the members of the CHFD will travel down to attend his service. Replacement of air packs will be included in this year’s budget. Our current equipment was purchased from Lansing used. However, these packs are no longer under warranty and the bottles are unable to be hydroed (recharged). This is a large addition – a one-time 20-year expense. There are currently 5 packs on each truck. And we will begin to replace a pack each year. Report of Asst. Superintendent of Public Works Frisbie  Submitted report – Currently there is 250 ton of salt at the building and have ordered 550 ton to date and believe we will be under budgeted salt use. We do however have to purchase 80% of the total ordered. The subfloor has been poured for the addition. The wall will be poured when Super’dent Cross returns. The water main break on Hanshaw was a surprise break and was repaired quickly. This repair should hold until a decision on the infrastructure work is made with the Town of Ithaca. The Pioneer products used are for the maintinance of the trucks used for the application of the salt. The fuel bills for diesel and unleaded gas are used for the DPW, CHFD, and CHPD vehicles by a key code and charges are divided between the three departments. Reading of Privilege of the Floor Guidelines (PoF) – Mayor Supron Privilege of the Floor - SIGN-UP begins at 6:45PM C. Stein – spoke about disagreeing with the information found in the mailing recently sent out by the Village office, in particular the one relating to Cayuga Heights Deer Population Management Program. M. Tabacchi – spoke with concerns about the mailing sent and against the deer killing. (see statement in appendix A) S. Shiffrin – spoke against the mailing being sent out from the Village office so close to an election as being unconstitutional. M. Mindlin – deferred the floor to others. G. Vehar – spoke against the killing of the deer. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 3 A. Baker – spoke against the censorship of posters within Village Hall. Mayor Supron closed PoF at 7:37PM Report of Mayor Supron  Marcham Hall addition - as was reported by Asst. Super’dent Frisbie, the DPW crew is working on demolition of the porch on the back and the site preparation and now the pouring of the foundation footings for the addition to Marcham Hall and the handicapped bathrooms, new space for the police chief as the current chief’s office will be used as a jury/conference room which was referred to by Justice Galbreath.  Deer management –Information Forum – Wed 2/29/12 @ Kendal – 7:15PM - This is not a public hearing but a time to have your written questions answered by the following panel Cornell Cooperative facilitator, Mayor Supron, Attorney Marcus, Region 7 wildlife biologist, State wildlife biologist with the DEC Trustee Andolina, Officer in charge Steinmetz  Courier Newsletter – seeking editor – the recent mailing was two-fold; 1 – was to provide a summary of information on the Local Law 9 of 2011 Fencing & Walls as discussed at the last Board of Trustee meeting; 2 – was to provide current Village information since a formal Courier news letter has not been sent since the September 2011. But, it did not contain any information regarding the March 20th elections. Mayor Supron expressed appreciation to Sarah Hatcher, the former editor, for all her hard work. Trustee Andolina said he may have someone in mind and would update the Board once the person had agreed to take on the job as editor. The Board is aware that not all people in the Village have access to e-mail. Also, not all people receive the Ithaca Journal, the Village paper of record. This is the reason for the Village to mail this information to the residents, as was just done. This is also a topic of discussion for the Tompkins County Council of Governments (TCCOG); how can municipalities get information to their residents. Even if the Village has met the legal obligation and has gone beyond this – there is not a guarantee that every resident will get the information. This is a concern of all municipalities as to how to keep the public informed in the best possible way.  Police Chief position update – Police Chief Boyce retired from the Cayuga Heights department as of January 27, 2012 after over 24 years of service, has taken a position with the Delaware State Police. Sgt. Steinmetz has been asked to serve as the Officer in charge by the Board of Trustees while the Board moves forward. The Board will enter into executive session to discuss personnel matters, which are privileged and be discussed in public. We will acknowledge Chief Boyce formally for his dedication and commitment to the Village by resolution at the next Board meeting in March. There was a request from someone asking for a copy of his letter of retirement and since this is a part of his personnel record and not a public record, was denied. The Mayor will work with Chief Boyce to get a statement or permission to release a copy of his letter to release to the public. His letter was a retirement not a resignation. There was a small gathering with several people in attendance; people told stories and jokes as everyone wished Tom well. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 4  Appoint Trustee Karns as liaison to TC Consortium Board of Directors Motion: Trustee Andolina Second: Trustee Hamilton Resolution 7019 to appoint Trustee Karns as a member of the Board of Directors for the Greater Tompkins County Municipal Health Insurance Consortium and Mayor Supron as the alternate member. Discussion: Trustee Karns commented that serving on this committee presents an opportunity too address the most interesting healthcare issues that she has worked on in years. We are self-insured as a group of municipalities and not paying Blue Cross 20% to do what we have to do. At the same time there is large obligation to figure out how to keep costs and peoples use lower and keep people healthier. She expressed that she is very exciting to be a part of this. Trustee Andolina has asked about the investment side of the organization, is there a manager? Trustee Karns responded – there has to be a certain amount of money in reserve, and that money is held by the State. Mayor Supron added that Tompkins County oversees the over all finances and billing. Trustee Szekely added that it was the size of the reserve that was a major issues was overcome. Trustee Karns continued to say that the Consortium is unique in the State. And, this sets a good model for other municipal services that could be delivered jointly, such as road works. Mayor Supron indicated that the Supervisor of Caroline, who was instrumental in applying for the State grant to get the Consortium started through TCCOG, is now working on an application to the State for a study grant on shared services for highways and public services. Mayor Supron and Superintendent Cross attended a meeting this week of local officials to discuss this issue which had mixed reviews. They are looking at what everyone is already doing well and how we can work with others across municipalities. All approve – no nays – motion carried  Discussion of proposed Local Law B – Tax Cap Override - Mayor Supron stated after attending workshops regarding the Tax Cap Override, she has suggested to the Board to look at a Tax Cap Override law. This does not mean that the Board is obligated nor has to act on the 2% override but that it would be in place if there is a need at the time the budget is adopted. We do not know what the budget will be, but can not exceed the 2% cap. Mayor Supron added that with this discussion on the table and we were willing, we would want to schedule a public hearing. Then if a public hearing is scheduled for March 12th there is not a guarantee that we would make a decision on this proposed local law at the March 12th meeting. This would allow the option for the Board. We will, by then, be further along in the budgeting process. Treasurer Mangione indicated she will meet with the Department Heads and give them direction rather than just send out the worksheets. Motion: Trustee Andolina Second: Trustee Hamilton Resolution #7020 to schedule a public hearing on proposed local law “B” of the year 2012 – A Local Law to Override the Tax Levy Limit Established in General Municipal Law §3-C, March 12, 2012 at 7PM, Marcham Hall. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 5 Discussion: Trustee Karns believes this is necessary. Trustee Andolina agreed that it doesn’t guarantee the Board use it. There are a lot of difficult decisions to address this year. This fiscal year’s budget includes use of reserve funds; it would be preferable to align annual expenditures with revenues. All lines will be looked at to cut expenses but this will provide an opportunity to breathe if there is a justifiable need to go over the 2% cap. All approve – no nays – motion carried  Update on the Comprehensive Plan – The Board needs to get all the comments and last edits to the Draft Comprehensive Plan to the Planning Board. The Comprehensive Plan has not yet been discussed by the Board of Trustees or considered. We are looking forward to receiving the draft from the Planning Board to make public so then the public will have the opportunity to give feed back to the Board. This is planned on the March 12th agenda. Chairman Harms has suggested the Board of Trustees, Planning Board, TC Planning Board representatives to discuss the Cayuga Heights’ plan fits in with the County’s plan at the Planning Board Feb 27th meeting or the Planning Board meeting March 26th meeting. Mayor Supron suggested it would be best if the Board of Trustees discussed this first at the Board of Trustee March 12th meeting and then work with the March 26th meeting as a group. Trustee Riesman’s thoughts – this is her third year sitting on the Town of Ithaca Comprehensive Plan committee, which promises to be done by July 2012 as a group. They have asked for a report what the Village is thinking of with Community Corners – as our business commercial district and plans to ask Graham Gillespie from our Planning Board to attend the meeting and give a five minute presentation – which will tie into the bigger picture with the County. Report of Trustees  Trustee Riesman – has spoken with people at the new bus shelter when it was raining and it seems to be a good solution for the Village.  Trustee Karns – would like to bring up the issue of a noise ordinance – the Village currently doesn’t have one. She believes it would assist the police department greatly as there were either eight or nine disturbances last month. There are not any good standards in place. Some parameters would be: how do you determine what a noise is? Do you use a decibel meter? A personal standard? There are several across the municipalities for the Village to evaluate. Some are very specific. Both the Town and City of Ithaca have these in place. Trustee Riesman recalls hearing the score board announcements from Schoellkopf Field on her street. Trustee Andolina confirmed her assertion. He will work with Officer Steinmetz in drafting a noise ordinance that will assist the police department in doing their job. Officer Steinmetz added that this ordinance would work for the Village, the citizens of the Village and the police department. There are also other areas where various events cause noise within the Village, such as Ithaca High School, Ithaca College, and Stewart Park.  Trustee Szekely – in Superintendent Cross’ absence the fencing survey is complete and as work schedules permit, the mailings are scheduled to go out the first week of March to the owners of illegal fences. Some have come in to get a zoning variance or permit for their fences. The street light is in at the Kendal entrance. Several people have approached Trustee Szekely indicating their appreciation for the deer mailing and felt it was the right tone and corrected misinformation that was out there. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 6 Former Trustee Donner on behalf of the Fire Company would like to hold their annual garage sale on May 12th and 13th. He will be writing to the Board asking to establish that date at the Board of Trustees March 12th meeting. Lastly, looking into the recodification of the Village articles and laws and she would like to speak with Justice Galbreath and Attorney Gutenberger to get their input on this project. Trustee Szekely has looked at other municipalities and how they provide for this information. Report of Officer in Charge Steinmetz  Submitted report – Trustee Andolina has notice a more significant presence of the police force and the traffic tallies seem to be higher. Officer Steinmetz indicated the officers are performing due diligence out there. Officer Steinmetz would like to work with the Clerk to put three additional spots on the website: o Crime Alerts – such as areas where vehicles a being broken into o Crime Tips – crime prevention and tips o Sex Offenders listed – a link directly to the NYS web page where there is full information The City and County are already doing this on their websites. There is a renewal of the Intermunicipal Law Enforcement Technology Shared Services (LETSS) Group Agreement. The County received a grant similar to TCCOG and law enforcement community is working together with this technology shared services. This is a collective data base holding reports, crimes, and suspects, anyone the department comes into contact with. The County has purchased this program called Spillman. This is a computer dispatch system. All cars are equipped with a computer which is connected to Spillman – a global data base and records management system. The committee, LETSS, is the oversight committee and the County has taken the lion’s share of the cost. Cayuga Heights participates in this program and when the department runs into technical difficulties, the County IT works out the problems. This renewal is also part of Tracs, which is a state-wide ticket issuing program. The budget resides at the County level, if there are over spends to the budget – it is presumed that all participants would have to agree on the overspend and then Cayuga Heights would provide its share of the agreed upon over spend. This contract has not gone over budget – so to date there hasn’t been a cost to the Village. The Spillman project began in 2010. Motion: Trustee Andolina Second: Trustee Riesman Resolution #7021 to authorize Mayor Supron to sign and enter into a five year renewable contract with the Intermunicipal Law Enforcement Technology Shared Services (LETSS) Group through December 31, 2016. Discussion: Officer Steinmetz is a strong advocate for the Village as he is the Vice Chair of the committee. All approve – no nays – motion carried Motion: Trustee Andolina Second: Trustee Riesman Resolution #7022 to enter into executive session to discuss personnel issues at 8:26PM All approve – no nays – motion carried VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 7 Motion: Trustee Riesman Second: Trustee Andolina Resolution #7023 to exit executive session at 9:20PM All approve – no nays – motion carried No action items were taken while in executive session Motion: Trustee Andolina Second: Trustee Crooker Resolution #7024, the Board of Trustees moves to promote James M Steinmetz to Interim Chief with the understanding that he will be internally promoted to Chief pending passing test results. Discussion: Trustee Karns fully supports the promotion and looks forward to working with Chief Steinmetz and his ideas as a benefit for the Village. Trustee Crooker indicated this serves as validation of Jim’s great service and is well deserved. It is a great day for the Village. All approve – no nays – motion carried Report of Superintendent of Public Works Cross (absent) Report of Clerk Mills  Submitted report – The office staff is monitoring calls and visits to the Village Clerk’s office. We will have more information in my next report as this has just been implemented. We are communicating and educating when needed. When there is a water main break, the office is able to alert the public when questioned. We work with the DPW and Bolton Point if there are questions. All fencing questions and or applications are given directly to Superintendent Cross. Report of Treasurer Mangione  Submitted report - the first quarter of the fiscal year is closed and making progress toward the remaining months.  Abstract - the abstract changed by $2,000 – you received a revised copy of the abstract. The only transfers that were necessary were from Savings to cover payroll and associated costs. We received the draft documents on the draft audit. The only advice we received was that the Treasurer should not make journal entries on their own. This had already been implemented once Treasurer Mangione began. CDLM did not recognize some of the inconsistencies with the financial statement from last year and Treasurer Mangione has advised them of this. She is also working with the State Comptrollers office to resolve. None of which are a major significance. Motion: Trustee Karns Second: Trustee Andolina Resolution #7025 to approve the Abstract dated February 13, 2012 in the amount of $289,538.37 and instructs that the Treasurer make payments thereon. Discussion: Trustee Karns asked about the cleaning services and was advised that the Village is looking for a new service. Trustee Szekely asked about Sherpa and their services. Clerk Mills indicated that there were some issues with the police department and logins. Mr. Salm is workingwith the police department VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 8 and the County IT person to move the Tracs software from server C to the new server in a smooth transition and little disruption for the police department. All approve – no nays – motion carried  Resolution is needed to create a gift reserve for the CHFD – when the fire department receives donations it is supposedly being held in the Trust & Agency account. I feel it would be better served to place the funds, such as the Hanselman Trust, into the General Account under a Special Reserve where it can earn interest. Motion: Trustee Andolina Second: Trustee Karns Resolution #7026 to authorize the Treasurer to establish a Reserve Account in the General Fund to hold those monies deposited on behalf of the Cayuga Heights Fire Department. Discussion – none All approve – no nays – motion carried Trustee Andolina voiced his appreciation to Treasurer Mangione for all the accomplishments since coming on board in November, which was agreed on by the rest of the Board. Trustee Szekely would like to schedule time with Treasurer Mangione to discuss the macro issues and what the Board is looking for in the budgeting season. Report of Attorney Gutenberger – no report Meeting adjourned at 9:40PM Submitted by Clerk Mills VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Agenda 836 Hanshaw Rd – Marcham Hall February 13, 2012 – 7PM Page 9