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HomeMy WebLinkAboutMay 14 2012 minutes.pdfVILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 1 Present: Trustees: Andolina, Crooker, Hamilton, Karns, Riesman and Szekely, Attorney Peter Grossman, Superintendent Cross, Asst Superintendent Frisbie, Fire Superintendent Tamborelle, Chief Steinmetz, Treasurer Mangione, Clerk Mills Absent: Mayor Supron Deputy Mayor Szekely called the meeting to order at 7:05PM Approve of Minutes Motion: Trustee Riesman Second: Trustee Karns Resolution #7085 approve the April 16, 2012 minutes as amended. Discussion: none All approve – no nays – Trustee Hamilton abstains – motion carried Motion: Trustee Karns Second: Trustee Riesman Resolution #7086 approve the April 23, 2012 minutes as amended. Discussion: none All approve – no nays – Trustee Hamilton abstains – motion carried Report of Fire Superintendent Tamborelle • Submitted report • There was a house fire where the CHFD had to call for mutual aid – the Towns of Lansing and Ithaca responded quickly and the fire was under control is less than an hour. • The Fire Truck dedication was very moving and emotional. Mayor Supron gave a quiet, supportive speech on behalf of herself and the Board of Trustees. This was followed by the installation dinner which went well and everyone who attended had a great time. Deputy Mayor Szekely thanked Fire Chief Tamborelle for inviting the Trustees to both events. • The garage/yard sale at the CHFD went well. The weather cooperated and it is estimated that the company took in $7300 gross. There was great community participation and again everyone had a great time. Report of Asst. Superintendent Frisbie • Submitted report • There are no major water or sewer line breaks. • The DPW is moving forward on the capital improvements. • The Trash Tag policy is being actively enforced. Some of the comments from the residents believe the tags cover 50lbs instead of 15lbs. The trash tipping fees have been reduced to half with the enforcement of policy. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 2 • Brush/Pruning policy will begin October 15 th and continue through December 30 th (excepting holidays and weekends, this is the same schedule as the Leaf pickup). The DPW goes to the Village right-of-way – from edge of pavement – 12 foot high and straight up trimming. Brush pickup can’t be over 6 inches in diameter, bundled – watch the length. Anyone noticing low hanging branches in the Village right-of-way needs to call the DPW to have it removed. Deputy Mayor Szekely read the guidelines of Privilege of the Floor (PoF) Anonymous #1 – spoke about concerns related to Open Government Meeting Law and Village compliance. Deputy Mayor closed PoF at 7:25PM Report of the Mayor – Deputy Mayor Szekely in attendance for Mayor Supron • Ethics Policy and Employee Handbook – review and revision Major changes: moving from 10 to 15 years of service to accrue in order for a full-time employee to earn full health care benefits at retirement. Plus, the addition of the Ethics Policy as adopted in March 2010. The second change is the addition of the ethics policy as noted on page 11 under section 8 – Purchasing (which was a resolution approved 3/15/2010). And, military leave will be researched by the Chief and Clerk. Please review the Employee Handbook as provided by the Clerk. We may or may not want to vote on these changes at the June 11 th meeting. • Emergency Management training – this is a mandate with the first two courses being IS0- 100 and IS0-700. It was determined that some Trustees would complete these courses on-line and some will complete these courses at Marcham Hall, beginning May 24 th for one course and May 31 st for the other. Mayor Supron and Beth Harrington with the County Emergency office will be contacted to set up times. • Mary & David Call are giving a presentation regarding the Food Bank on May 21 st from 3-4:30 PM at Kendal. Report of the Trustees Trustee Riesman commented on the Privilege of the Floor statement regarding the Ithaca Journal. The Ithaca Journal is the only daily newspaper in the City and as being the Village of Cayuga Heights’ paper of record has nothing to do with editorials but this is the paper that is used to publish the Village’s notices. With this being the only daily newspaper – there isn’t another way to convey the Village’s notices to the public. Trustee Hamilton spoke against the continual comments where individuals of the Board are being compared to being Nazis’. This is insulting, offensive and in bad taste to those being accused of this and those who have lived under Nazis rule. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 3 Report of Chief Steinmetz • Submitted a report • Trustee Andolina indicated that the numbers of listed traffic violations indicates that there is a lot more energy being put into the enforcement of our codes and appreciates the presence of the officers being out there. It is being noticed and people are driving slower and are paying attention to their surroundings. • Acting Mayor Szekely questioned how the crossing signs were working out. Chief Steinmetz has noticed that traffic has begun to take notice and have slowed down. Drivers are also stopping to let people cross the street. There is a possibility to add another sign at Triphammer and Klinewoods Rd. We will have to see if there will be available funds for the additional sign. These signs cost $400 each and then there is the need to secure them to the site. They seem to be working and it seems well worth the money. • The Court contract has been reviewed by Attorney Marcus and finalized with the Ithaca Town Clerk and Judge Klein. There will be some orientation training to those officers who have attended the court room proceedings before. The fee has been adjusted to reflect a more accurate time of duty from 3 hours @ $150.00 to 4 hours at $200.00 as a minimum. If there are times where the hours exceed 4 hours, then a special charge of $60. per hour will be charged. This is a three year contract with a 30 day escape clause in the event of manpower questions. This occurs every Wednesday unless court is not in session. The original contract was Motion: Trustee Andolina Second: Trustee Crooker Resolution # 7087 to authorize Mayor Supron to enter into the Court contract with the Town of Ithaca. Discussion: none All approve – no nays or abstains – motion passed • Parking Violation Fees – Chief Steinmetz has provided a list of parking violations and associated fee structure for Board approval. The current fees have been in place for a very long time and are overdue for updating. The monies for these violations stay in the Village. If a UTT (Uniform Traffic Ticket) is written, there is an $85.00 surcharge that would go to the State as well as paying the Village violation fine. Cornell’s handicap fine is $50.00; the City of Ithaca has $100, $150, & $200 for progressive offenses. Cornell charges $50 for wrong side of the curb and the City charges $15; Cornell charges $50 for fire hydrant and the City charges $25. If the Board passes this change, new tickets will have to be ordered and will take two to three weeks to be delivered. The Clerk is training the Police Clerk to post these changes on the website. Current Requested No Parking Zone 7b LL #1-96 $10.00 $30.00 Wrong Side to Curb or Edge 7c LL #1-96 $10.00 $30.00 Overnight Parking (2AM-6AM) 7d LL #1-96 $ 5.00 $25.00 On Sidewalk 1202-1b VTL $15.00 $40.00 VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 4 Fire Hydrant 1202-3(b) VTL $25.00 $50.00 Abandoned Vehicle 1224 VTL $10.00 $30.00 Uninspected Motor Vehicle 306-b $15.00 $40.00 Other Violations $ 5.00 $25.00 Handicapped Zone 1203-c-4 VTL 1ST Offense - $50.00 $75.00 2nd Offense - $75.00 $100.00 Motion: Trustee Andolina Second: Trustee Hamilton Resolution # 7088 to authorize Chief Steinmetz to increase and enforce revised parking violations fees listed to be effective once amended parking tickets are received. Discussion: none All approve – no nays or abstains – motion passed • Chief Steinmetz would like authorization to order weapons light replacements on the officer’s hand guns. Currently they are 10 to 12 years old. They are starting to break and the lenses are starting to fade. The cheapest to replace them is through CamoHut, which is owned and operated by the Tompkins County Sheriff, Ken Lansing. Mr. Lansing was the former Chief of Police and is not a problem with the Ethics clause, but his son, Chad Lansing is one of the full-time officers – so this is a problem. Mr. Lansing has filed letters in the past indicating he charges the Village “at cost” and will provide an invoice to show that there is no profit to him. The next closest would be via the internet and would cost approximately $10.00 more plus shipping costs on top of this. Trustee Andolina pointed out that members of the Village and or their family members may do business with the Village as long as the request is passed by a majority of the Board. Funds will come from the maintenance account. Motion: Trustee Andolina Second: Trustee Crooker Resolution # 7089 to authorize Chief Steinmetz to replace the weapon lights through CamoHut, recognizing the conflict of interest and approve the transaction at cost – supplying a copy of the invoice. Discussion: none All approve – no nays or abstains – motion passed • The farewell luncheon for former Police Chief Boyce was attended by a diverse cross- section of the law enforcement community. Chief Steinmetz thanked Acting Mayor Szekely for representing the Village and Mayor Supron and she gave an excellent speech. A great time was had by everyone. Acting Mayor Szekely read a resolution passed at the last Board meeting formally thanking Chief Boyce for his 24 plus years of dedicated service to the Village of Cayuga Heights. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 5 Report of Superintendent of Public Works Cross • Update on the pricing for the Village of Cayuga Heights addition project. One other task that has been put off until another meeting is the survey of the encroachments within the Village right – of – way. Mr. Cross passed out a list of vendors and what their estimated prices to do the work. These estimates are not coming in at the same type of prices that were received by Mr. Sharpsteen when he requested quotes from the same vendors. That was done in February. (see following page for information being discussed) This sheet is quoting labor only. It may be that Mr. Sharpsteen didn’t use the NYS mandated Department of Labor – Union Rates. Trustee Andolina asked if Crown Construction was contacted. Mr. Cross said they have not made the effort to view the plans and provide a bid for the project. Advertising was placed in the Ithaca Journal for procurement, but Mr. Cross didn’t receive a response. In view of the prices listed, it may be best to revisit the general contractors to re-quote their bids to bring the price down. These bids were not done in a sealed bid format. Discussion continued and the end result was Mr. Cross will be contacting vendors to redo their quotes. There needs to be more information before making a determination of how to continue or revise the plan. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 6 VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 7 Report of Clerk Mills • On May 1 st collection for water payments began. • In response to Treasurer Mangione attending a government accounting, the Village Clerk’s office will be amending some procedures to be in compliance with government accounting best practices. • Tax bills will be sent to be received June 1 st . At this time, it would be a good included the pruning procedures and information, VCH E-Blast information, a revised brochure, and a newsletter. • Clerk Mills is now the Village Public Information Officer, as appointed by Mayor Supron. A meeting was attended by a variety of people not only across the county but a few other outside towns were represented. Report of Treasurer Mangione • April 2012 closing is a work in progress. Everyone is watching their accounts very closely as the end of the year approaches. • Treasurer Mangione will be out of the office until May 23 rd to attend to a personal matter. • The Abstract was distributed – but there are a couple of changes. Discussion on various accounts – voucher 1115 for Bangs Ambulance was deleted from the abstract – to be paid at a later date; voucher 1092 for BPJS, the new cleaning service – is billing for an entire month of cleaning services but has only actually cleaned for 2 weeks. The bill will be a partial payment – for half only. Clerk Mills will send a letter of explanation with the partial payment. Motion: Trustee Riesman Second: Trustee Karns Resolution # 7090 to approve Abstract #12 consisting of vouchers #1084 – 1165 in the amount of $234,858.30 with the subtraction of voucher #1115 and revision of voucher #1092 to $482.50 adjusting the original abstract to a total of $233,526 and instruct the Treasurer to make payments thereon. Discussion: none All approve – no nays or abstains – motion passed • The Bond and Ban Financing – The Finance Committee recommends full payment of the $230,000 BAN financing the Fire Truck. The BAN is due on May 31, 2012. General Village funds will be used for the payment. The Town of Ithaca has reimbursed the Village for their share of the truck. Motion: Trustee Andolina Second: Trustee Karns Resolution #7091 to approve payment in full to Chemung Canal Trust Company in the amount of #233,680 to retire debt on Bond Anticipation Note 2011 financed for the VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 8 acquisition of a fire engine, including apparatus and incidental costs from General Fund Surplus. Discussion – none All approve – no nays or abstains – motion passed • The Finance Committee further recommends the payment of $75,000 to Tompkins Financial to reduce the debt incurred for the repair of the Village Water System and renewal of a BAN for the remaining $850,000 at 1.5% for one year. Water funds are to be used for the payment. Motion: Trustee Andolina Second: Trustee Karns Resolution #7092 approves payment of $75,000 to Tompkins Financial to partially retire debt on Bond Anticipation Note, 2011 financed for upgrades to the Village’s water system from Water Fund Surplus. Discussion – none All approve – no nays or abstains – motion passed Clerk Mills to contact Ms. Debbie Bell with results of the resolution. Motion: Trustee Andolina Second: Trustee Riesman Resolution #7093 approves renewal of a Bond Anticipation Note for the remaining $850,000 at 1.5% for one year with Tompkins Financial financed for upgrades to the Village’s water system. Discussion – none All approve – no nays or abstains – motion passed • Revenues as listed on the report VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 9 • Budget – Adopted and submitted to NYS OSC. FYE2012 Budget Modifications: Appropriate from A1990.400 Contingency A1110.410 Justice – Contractual Additional $1,000 due to computer issues A1325.410 Treasurer – Contractual Additional $1,000 due to use of contractor A1410.410 Clerk – Contractual Additional $2,330 due to training and higher cost of supplies A1420.410 Attorney – Contractual Additional $5,000 due to ZBA issues A1620.410 Village Hall – Contractual Additional $1,000 due to unforeseen costs A1640.410 Central Garage – Contractual Additional $6,500 due to unforeseen equipment repairs A1680.410 Info Tech – Contractual Additional $4,000 due to computer issues A5142.490 Snow – Equipment Maintenance Additional $4,643.69 due to unforeseen equipment failure A8020.400 Planning – Contractual Additional $2,625 due to preparation of Comprehensive Plan A8160.490 Refuse – Equipment Maintenance Additional $2,500 due to unforeseen equipment repairs Motion: Trustee Andolina Second: Trustee Crooker Resolution #7094 to approve Budget modification for FYE2012 from the submitted Budget to NYS OSC as outlined in the report of Treasurer Mangione. Discussion – none All approve – no nays or abstains – motion passed VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 10 • FYE2013 Budget Modification: Remove Mayor’s mobile phone plan from the Village’s group plan and add monthly reimbursement. Motion: Trustee Karns Second: Trustee Riesman Resolution #7095 to approve modification of the Mayor’s compensation to include $100 a month for mobile phone reimbursement. Discussion – none All approve – no nays or abstains – motion passed • Request for a Special Board Meeting May 31, 2012 for review and approval of Abstract #13. Abstract #13 will cover vouchers received and processed representing expenses for FYE2012 enabling a “cleaner” close of the Fiscal Year. This meeting will be at 9AM and will be followed by the Emergency Training second session for the Trustees. Clerk Mills will advise Beth Harrington of potential residents also in attending the ET meeting. Motion: Trustee Karns Second: Trustee Andolina Resolution #7096 to move into executive session to discuss non-bargaining unit salary increases for the new fiscal year of June 1, 2012. 9:15 PM Discussion – none All approve – no nays or abstains – motion passed Acting Mayor Szekely advised the Clerk go home at 10PM. She said the Board would not be making any action items once they left executive session. Submitted by Clerk Mills VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall May 14, 2012 – 7PM Page 11