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HomeMy WebLinkAbout09102012minutes.pdfVILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 1 Present: Mayor Supron, Trustees: Andolina, Crooker, Hamilton, Karns, Riesman, and Szekely, Fire Superintendent Tamborelle, Superintendent Cross, Asst. Superintendent Frisbie, Chief Steinmetz, Treasurer Mangione, Clerk Mills Absent: Attorney Marcus Call to Order – Mayor Supron called the meeting to order at 7:05PM Approval of Minutes for: June 11, 2012 minutes, August 13, 2012 minutes, August 24, 2012 special meeting minutes Motion: Trustee Riesman Second: Trustee Andolina Resolution #7162 approve minutes from June 11, 2012 as amended Discussion: no other comment All approve – no nays – abstain: Trustees: Crooker, Hamilton and Szekely – motion carried Motion: Trustee Szekely Second: Trustee Hamilton Resolution #7163 approve minutes from August 13, 2012 as amended Discussion: no other comment All approve – no nays – abstain: Trustee Andolina – motion carried Motion: Trustee Szekely Second: Trustee Hamilton Resolution #7164 approve minutes from August 24, 2012 special meeting as amended Discussion: no other comment All approve – no nays or abstains – motion carried Report of Fire Superintendent Tamborelle – 5 minutes • Submitted report Mr. Tamborelle also reported that the Open House is scheduled for October 20 th , the third Saturday in October. Mr. Tamborelle then turned his portion of the meeting over to Mr. Steven Felker, President of the Fire Company, who asked for the Board’s approval to mail out the Fire Company’s annual fundraising letter to Village residents. Motion: Trustee Szekely Second: Trustee Andolina Resolution #7165 authorizing the Cayuga Heights Fire Company to solicit donations by letter from the Residents of the Village of Cayuga Heights. Discussion: no other comment All approve – no nays or abstains – motion carried VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 2 Report of Asst. Superintendent of Public Works Frisbie – 5 minutes Asst. Superintendent Frisbie expressed his appreciation and thanks to the Board, Village Staff, the DPW crew and residents who sent their well wishes and support during his recuperation. • Submitted report – no other comments were made Asst. Superintendent Frisbie updated the Board on the two recent water main breaks, both repaired by the DPW crew. The repairs to Forest Dr water main break were not the responsibility of the Village and he will work with Superintendent Cross to determine the best course of action to recoup the cost of the repair. Trustee Szekely asked if the residents on Forest Dr were aware of the pending repair to the water main there. Superintendent Cross, working with Mr. Tennant, plotted the course of down Hanshaw Rd and part of Midway Rd. and estimates only 2 residents will be affected by the shutoff. Superintendent Cross and Asst Superintendent Frisbee will communication with affected residents prior to beginning work. DPW crew are working on the addition to Marcham Hall and plan to have the addition enclosed within two weeks time; and Asst. Superintendent Frisbie indicated he has plans to finish the work on White Park Rd. Trustee Crooker expressed appreciation for all the hard work being done by Asst. Superintendent Frisbie and the DPW crew relating to the Marcham Hall addition, as well as being able to juggle their regular workload. Privilege of the Floor – 30 minutes - SIGN-UP begins at 6:45PM There were no speakers for PoF. Report of Mayor Supron – 60 minutes • Comprehensive Plan – schedule next informal meeting Mayor Supron indicated that it was pre-mature to schedule a Comprehensive Plan meeting until the planning Board submits a revised draft, implementing changes discussed during the several meetings that have already been held. Mayor Supron indicated that the Planning Board will want to give a detailed presentation to the Board and Public on what the rationale was behind the ideas. Trustee Szekely indicated that one of the changes is the removal of the proposed R2 zoning – Orange district - from the plan. At the Planning Board meeting attended by the Mayor and Trustee Szekely, the Mayor noted the wide range of opinions and perspectives from the members of the Planning Board. • Sidewalks/walkability – Trustee Crooker, Planning Board Alternate, Deirdre Hay, who has expressed an interest in the Village walkability in the Village, and Mayor Supron are the initial committee members, and will seek additional members. The committee will look at the current inventory of the Village’s sidewalks that was undertaken by summer intern Andrew Tennant working with Superintendent of Public Works Cross and Assistant Superintendent Jeff Frisbie in order to propose a plan for sidewalk repair, replacement and extension. Where the money will come from is the key question. If we are to extend the sidewalks and keep them in good repair, we will have to find alternative sources of funding. Trustee Karns reported that the City of Ithaca has done a prioritization study of sidewalks based on condition and volume. Trustee Crooker stressed the need to develop a sidewalk plan that will include maintenance, future priorities and budgetary considerations, such as the construction cost per 10 feet . Trustee Riesman suggested Jennifer Teegan as a resident interested in sidewalks who might be interested in serving on the committee. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 3 Mayor Supron indicated, after a question from Ms. Mindlin, that the Board will seek residents to join the sidewalk committee, through informal newsletters, our website, and word of mouth. Chief Steinmetz suggested considering lighting issues in any proposed projects. Superintendent Cross added that it was originally the intention to have street lights on each street, though streets without utility poles do not have lighting. Cross explained that if there is a need for lighting then NYSEG is contacted, a price is quoted and the pole is placed; billing is monthly. • Marcham Hall – update Superintendent Cross reported that three men from the DPW crew have been working for three days and hope by the end of the week that the roof will be sheeted with felt and tyvek placed on the exterior. Ms. Mindlin asked when it was decided to use the DPW for construction of the addition. It was confirmed the Board made this decision at the August 24 th meeting. • Fire Company donation letter – covered under Fire Superintendent Tamborelle’s report. • Deer remediation update Mayor Supron reported that on Friday, Sept 7 th a letter accompanied by a copy of the landowner’s permission form was sent to all Village residents asking for consent to carry out elements of the deer program on their properties . (copies of each were available at this meeting, and are attached to the minutes for the record) Contract negotiations are underway with White Buffalo and Cornell. Trustee Szekely noted an article in the paper advising that hunting season is extended this year due to the damage the deer are doing – more information is available at the NYS DEC website. Trustee Andolina confirmed to date the Village has not finalized any contracts relating to deer control. • Bolton Point water rate Mayor Supron reported that the Bolton Point Water Commission is proposing an increase from $3.15 to $4.00/1000 gallons, or $40.00/10,000 gallons. This is a 27% increase in the current water rate. Mayor Supron handed out the following document showing the history of the rate increases. Based on the age of the infrastructure, projects are now being planned that will exceed currently established revenues. One project has already been put to a bond for 2.6 million that will be shared by all the municipalities. Treasurer Mangione indicated the Bond will be sold within the next couple of weeks. Mayor Supron gave a summary of some items Bolton Point is addressing in their budget, including the hiring of a water hydrant maintenance specialist in 2013. This position requires an extra $60,000 in equipment for hydrant servicing. All major elements of the Bolton Point facility: the raw water intake, the raw water pump station, the raw water main and the treatment plant are 40 years old. Last year a costly filter replacement that was not in the budget needed to be replaced at a cost of $60,000. While looking at the rate, the Commission is also looking at the minimum usage. Currently 10,000 gallons is the minimum quarterly usage; discussion is looking at 6,000 gallons to help those who do not use that amount, in order to keep their water bills down. The Bolton Point rate reflects only the raw water rate of 4.00/1000. The Village currently charges a 100% surcharge based on the raw water rate. The Village’s water expenses are not increasing at the same rate as Bolton Point’s. Mayor Supron suggests the Village may want to re-calculate the surcharge percentage in light of the 27% increase in Bolton Point’s raw water rate to take effect in January 2013 VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 4 Trustee Andolina asked if the rate increase was to build a capital expense and maintenance reserve. Mayor Supron responded that although this was the intent, last year’s expenses used all of the 10% increase in the operating budget. The proposed 2013 budget draws 100,000 out of surplus. Mayor Supron said the surplus was currently around 1,000,000 and has been dropping. The annual operating budget is $3 million plus for this year and $3,800,000 for next. Treasurer Mangione pointed out that the Village was currently part of a bonding of $2.6 million for the Burdick Hill tank, transmission on Triphammer Rd, the sale for which will take place shortly. A question was taken from the floor; Ms. Mindlin asked if the water main survey done a few years ago by TG Miller gives the Village an overview of infrastructure and needed work Superintendent Cross answered that that work focused solely on how to improve the flow of water needed for fire fighting capacity in the northern end of the Village, not on any maintenance scheduling for aging pipes.. Trustee Andolina asked for a schedule for Bolton Point proposed capital projects over a period of several years with projected rate increases. Mayor Supron indicated she would provide this in advance of the 10/09/12 meeting. Mayor Supron advised tabling the rate decision until the October 9th meeting. Additional discussion highlighted the need for a schedule of prioritized projects regarding the public works infrastructure of the entire Village that would provide information to residents and reasons for rate changes. Difficulties in locating trouble spots were noted. Opening the ground for spot checking isn’t feasible; we learn of problems through breaks in the system. Internal inspection by scoping does not detect areas where the soil is eating the pipes from the outside in. Some of the pipes in the VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 5 Village are between 80 and 100 years old. Many problems will begin to occur based on age. Superintendent Cross said that Bolton Point has not yet wanted to utilize a new technology of pipe- bursting – pulling a hydraulic head through an old pipe, crushing it out and dragging a new polyethylene seamless pipe behind. Cross is currently working towards replacing a section of Village water main on Forest Drive, based upon a pattern of repeated breaks. Report of the Trustees – 10 minutes • Trustee Szekely – brush policy update Trustee Szekely indicated there have been many large piles of brush left on individual properties this summer, including tree branches. The Website indicates the following policy: BRUSH /L EAF POLICY – small brush in containers (no plastic bags), and branches up to 3” in diameter will be collected the first Friday of each month, per the schedule listed on the back of this brochure. No tags required. An updated Brush/Leaf Policy is available at the Village office. Leaves will be collected for one week in April and fall between October 15 th and December 30 th . Trustee Szekely went on to say that formerly villagers were asked to bundle and tie brush leaving it perpendicular to the curb with roughly 95% compliance. Currently, it seems you can leave a mountain of brush. At times this may be the result of professional landscaping companies leaving the brush behind. Szekely questioned whether it is reasonable for the DPW crew to remove these large piles of four feet high or more created by the professional landscaping companies. In her opinion, landscaping companies should take away the trees and brush they have created. However, if the property owner is personally doing the cutting, then the Village is responsible to haul the trees and brush away. Trustee Crooker’s opinion was to look at the trees and brush left on the curb – regardless of who does the cutting and trimming. The Village brush policy needs to be specific and clarify to the homeowners who should be responsible. The Public Works committee will review our policy and recommend revisions to the Board. The discussion was tabled to the Public Works committee. Trustee Szekely also spoke about the West Nile virus. No one in Tompkins County has contracted the West Nile disease. However, several crows found dead in the Village have tested positive for the West Nile virus. An e-Blast will be sent with information. Szekely noted that Kevin McGowan of Cornell has been studying the crow population of the Village for 25 years. Anyone who finds a dead crow should call Cornell for retrieval. Trustee Andolina also spoke about the triple “E” virus and use of bug spray for all of this. Report of Superintendent of Public Works Cross - 5 minutes • Electrician contract Superintendent Cross asked the Board to consider the hiring of the electrician for the Marcham Hall addition. He requested three quotes for the project – one declined; Richardson Brothers was $18,400; Pleasant Valley Electric was $17,200. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 6 Motion: Trustee Andolina Second: Trustee Crooker Resolution #7166 authorizing Mayor Supron to sign a contract with Pleasant Valley Electric as the electrical contractor for the Marcham Hall project, not to exceed $17,200 as written in the submitted proposal. Discussion – no other comment All approve – no nays or abstains – motion carried Superintendent Cross indicted he would provide information on the supplemental heating and air- conditioning for the addition and the Court Room. He also gave an update on the phosphorus report to be filed with the DEC by the end of September regarding the allowable limit of phosphorus discharge that has not yet been met at the waste water treatment plant. He will work with GHD to assess possible liability of the company who designed the upgrade to the phosphorus system, Aqua-Aerobics. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 7 Report of Clerk Mills - 5 minutes The next Board meeting is scheduled for Tuesday, October 9 th , at Kendal in conference room A. Trustee Hamilton will not be at the October 9 th meeting and Trustee Riesman may be absent also. Motion: Trustee Karns Second: Trustee Andolina Resolution #7167 to hold the October 9, 2012 Board of Trustees meeting at the Kendal Conference Room A, 2250 Triphammer Rd, 7PM. Discussion – no other comment All approve – no nays or abstains – motion carried Report of Treasurer Mangione – 5 minutes • Submitted report • Abstract Motion: Trustee Andolina Second: Trustee Karns Resolution #7168 to approve Abstract #4 for FYE2013 consisting of vouchers TA30-TA40, 175-238 + 245 in the amount of $132,296.27 and instruct the Treasurer to make payments thereon . Discussion – no other comment All approve – no nays or abstains – motion carried Treasurer Mangione will be out of the office beginning September 11 th and back in the office on September 26 th . Trustee Andolina asked about the sales tax revenue. Treasurer Mangione reported the sales tax receipts are up, as are the sales of trash tags. Report of Attorney Marcus – not be in attendance Report of Chief Steinmetz – 20 minutes – asked to defer until the end of the evening due to two executive session items, with one action item coming out of the session. • Submitted report • On the recommendation of the Chief of Police and interview committee, officially appoint Jerry L. Wright to the office of Police Sergeant for the Village of Cayuga Heights effective August 29, 2012. Salary and other compensations will be in accordance with the current agreement between the Village and PBA. • On the recommendation of the Chief of Police and the interview committee, appoint Jaclyn D. Carr to the position of full-time Police Clerk, contingent on a satisfactory background check. Starting date shall be September 25, 2012. All rates are exclusive of Health Supplement and any other benefits. Chief Steinmetz reported on the contracted update of the Police Policy and Procedures plan currently underway. Following is a draft of a portion of the Executive Summary, submitted by contractor Doug Robertson. . Once complete, he will provide the executive summary for all the policies and procedures for the review of the Public Safety committee and Board of Trustees. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 8 The new Police Department computers are here and the Clerk will work with Sherpa to have them ready for use. Chief Steinmetz also asked the Board to officially appoint Jerry Wright as Sergeant, effective August 29, 2012 with the salary in accordance with the PBA. VILLAGE OF CAYUGA HEIGHTS BOARD OF TRUSTEES Minutes 836 Hanshaw Rd – Marcham Hall Sept 10, 2012 – 7PM Page 9 Motion: Trustee Karns Second: Trustee Hamilton Resolution # 7169 , on the recommendation of the Chief of Police and interview committee, officially appoint Jerry L. Wright to the office of Police Sergeant for the Village of Cayuga Heights effective August 29, 2012. Salary and other compensations will be in accordance with the current agreement between the Village and PBA. Discussion – no other comment All approve – no nays or abstains – motion carried Chief Steinmetz indicated the need to enter into executive session for the following reason(s): 1 - Discussion on the recommendation to appoint Ms. Jaclyn Carr and negotiations of salary and benefits package for the appointment 2 – Labor management negotiations between the Village and PBA. Motion: Trustee Andolina Second: Trustee Hamilton Resolution #7170 – to enter into executive session for the Discussion on the recommendation to appoint Ms. Jaclyn Carr and negotiations of salary and benefits package for the appointment; and Labor management negotiations between the Village and PBA, and one other personnel compensation issue at 9:05PM Discussion – no other comment All approve – no nays or abstains – motion carried Motion: Trustee Andolina Second: Trustee Karns Resolution #7171 – exit executive session at 9:56 pm Discussion – no other comment All approve – no nays or abstains – motion carried Motion: Trustee Andolina Second: Trustee Crooker Resolution #7172 on the recommendation of the Chief of Police and the interview committee, appoint Jaclyn D. Carr to the position of full-time Police Clerk, contingent on a satisfactory background check. Starting date shall be September 25, 2012. All rates are exclusive of Health Supplement and any other benefits. Discussion – no other comment All approve – no nays or abstains – motion carried Adjourn at 10:00 PM Submitted by Clerk Mills