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HomeMy WebLinkAbout2014-10-14 minutes.pdf EXHIBIT 2015-055 Minutes VILLAGE OF CAYUGA HEIGHTS Tuesday, October 14, 2014 Ronald D. Anderson Fire Station BOARD OF TRUSTEES MEETING 7:00 p.m. Present: Mayor Supron; Trustees: Friend, Robinson, Salton, and Woodard; Superintendent of Public Works Cross; Assistant Superintendent of Public Works Frisbie; Chief of Police Steinmetz; Fire Superintendent Tamborelle; Clerk & Treasurer Mangione; Attorney Marcus. Absent: Trustees Crooker and Hamilton. Call to Order: Mayor Supron called the meeting to order at 7:06 p.m. 1. Approval of Meeting Minutes: September 8, 2014 Resolution # 7519 BE IT RESOLVED THAT: Minutes of the September 8, 2014 Village of Cayuga Heights Board of Trustees Meeting are approved as written in Exhibit FYE2015 -045. Motion: Trustee Salton Second: Trustee Friend Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried 2. Report of Fire Superintendent Tamborelle (Exhibit FYE2015-046) September was a steady month for the fire department. An Open House was held. The air handlers at the station have failed. HSC, a local heating contractor, has surveyed the equipment and may be able to use parts from one air handler to repair the other. As the equipment fails it will need to be replaced. The Contractual budget will support purchase of one air handler, but if additional ones fail it may be necessary to mod ify the budget. Due to recent events relating to infection control, new isolation kits have been provided to Village Police and Fire. Training on use will be held at the fire station Tuesday to reinforce the Infection Control Policy. There is ongoing training at Cayuga Medical Center. Whenever a call is handled for a sick person, caution must be observed. Since persons from all over the world travel to our area and semester break is on the horizon, the first question always needs to be about recent travel history. Proposed Local Law 2014-D: Provide for Issuance of an Operating Permit for Use of Areas of Public Assembly (Exhibit FYE2015-047): Operating Permits are referenced in the NYS Uniform Fire Prevention and Building Code. Currently Brent Cross, Jeff Frisbie, and Joe Lisi are certified Code Administrators. The position of Code Compliance Technician exists for which the Village can train several First Responders. Superintendent T amborelle is confident that 5 – 10 firefighters would be interested in the training. Superintendent Cross will try to coordinate a local training. The Village may need to appoint qualified persons to this position or at least recognize the position within the village framework. It is recommended that this Proposed Local Law be tabled until additional information is gathered. Fortunately there have been no problems this year that the proposed local law was intended to address. 3. Report of Asst. Superintendent of Public Works Frisbie (Exhibit FYE2015-048) Klein Road will be closed again for pavement surface grinding. NYSEG has identified that there are gas lines on both sides of the road. They have obtained their permit; the field engineer has shared with NYSEG’s staff that the Village has been waiting and should make efforts to complete their gas line work within the paving season. The Public Works crew has managed to reduce the number of outstanding small jobs from 22 to 6. Fall leaf pick-up would normally have begun this week on October 15th. It is delayed due to the longer than anticipated wait for repairs to the truck that is used. It is possible to build a special purpose “box” to use, but it is hoped that by waiting a few additional days that time and expense can be avoided. Trustee Robinson asked for clarification on charges for Morning Fresh and Lavender Bouquet attributed to the Public Works barn. These items were described as large quantities of hand soap. Note: Assistant Superintendent of Public Works Frisbie clarified the following day, 10/15/14, that these are part of an air cleaning system that was highly recommended by a PESH inspector. She feels that the system is necessary. 4. Privilege of the Floor No one was in attendance to speak 5. Report of the Mayor a. Amendment to the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium (Exhibit FYE2015-049) The Boards of all municipal members of the Consortium have approved the following resolution which was duly passed by the Consortium Board of Directors. It makes provision for the addition of At-large Labor Representation based on the number of municipalities in the group. Since there is the potential for an increase in the number of group members, it is set forth as an appropriate revision to the Municipal Cooperative Agreement. Resolution # 7520 To Approve the 2014 Amendment to the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium WHEREAS, The Village of Cayuga Heights is a Participant in the Greater Tompkins County Municipal Health Insurance Consortium (the "Consortium"), a municipal cooperative organized under Article 5-G of the New York General Municipal Law, and WHEREAS, the municipal participants in the Consortium, including this body, have approved and executed a certain Municipal Cooperation Agreement (the "Agreement"; effective date of Octob er 1, 2010) that provides for the operation and governance of the Consortium, and WHEREAS, Article 47 of the New York Insurance Law (the "Insurance Law") and the rules and regulations of the New York State Superintendent of Insurance set forth certain req uirements for governance of municipal cooperatives that offer self-insured municipal cooperative health insurance plans, and WHEREAS, Section 4705(a)(8) of the Insurance Law provides that the governing board of self -insured municipal cooperative must include representation of unions, which are the exclusive collective bargaining representatives of employees covered by the plan offered by such self -insured municipal cooperative, and WHEREAS, Section K of the Agreement currently in place provides for repr esentation on the Consortium's Board of Directors (the “Board”) by the Chair of the Joint Committee on Plan Structure and Design (as defined in the Agreement), and WHEREAS, by resolution adopted on September 26, 2013, the Consortium's Board approved an a mendment to the Agreement to (a) increase the number of labor representatives on the Board; and (b) provide for future increases to the number of labor representatives on the Board in the event the number of participants in the Consortium increases, as mor e fully set forth in the 2014 Amendment to the Municipal Cooperative Agreement attached hereto as Exhibit “A” (the “2014 Amendment”), and WHEREAS, Section T of the Agreement provides that any change or amendment to the Agreement shall require the unanimous approval of the Participants, as authorized by their respective legislative bodies, and WHEREAS, the Village of Cayuga Heights Board of Trustees has determined that it is in the best interest of its constituents who are served by the Consortium to ame nd the Agreement as set forth in the attached 2014 Amendment, now therefore BE IT RESOLVED THAT: on recommendation of the Government Operations Committee, that the Village of Cayuga Heights Board of Trustees approves the following: Section 1. The 2014 Amendment to the Municipal Cooperative Agreement of the Greater Tompkins County Municipal Health Insurance Consortium attached to this Resolution is approved. Section 2. The Clerk of the Village of Cayuga Heights is hereby authorized to execute this Resolution to indicate its approval, deliver a copy thereof to the Board of the Greater Tompkins County Municipal Health Insurance Consortium, and take any other such actions as may be required by law. Section 3. This Resolution shall take effect immediatel y. “EXHIBIT A” 2014 AMENDMENT TO THE MUNICIPAL COOPERATIVE AGREEMENT FOR THE GREATER TOMPKINS COUNTY MUNICIPAL HEALTH INSURANCE CONSORTIUM 5. The Union Members on the Joint Committee on Plan Structure and Design shall select from among the Union Members an individual to serve as an additional at-large voting Labor Member on the Board of Directors of the Consortium. If the number of municipal members on the Consortium rises to seventeen (17), the union members of the Joint Committee on Plan Structure and Design shall select from among the Union Members an additional at -large voting Labor Member on the Board of Directors of the Consortium. The at-large voting Labor Member(s) along with the Joint Committee Chair shall collectively be the “Labor Representatives” as defined in Section C(11) of this Agreement. If the number of municipal members on the Consortium rises to twenty-three (23), the Union Members may select from among their members a third At-Large Labor Representative to serve as a Director. Thereafter, for every increase of five (5) additional municipal members added to the Consortium Union Members may select from among their members one (1) At-large Labor Representative to serve as Director. Attached hereto as Addendum “B” is a table illustrating the addition of At -Large Labor Representatives as set forth in this Section. Any At -Large Labor Representative designated according to this section shall have the same rights and obligations as all other Directors. Addendum “B” Illustration of At-large Labor Representative Calculation Total Number of Participants Total Number of At -Large Labor Representatives <17 1 17-22 2 23-27 3 28-32 4 33-37 5 38-42 6 ___________________________________________________________________________________________________ Motion: Trustee Salton Second: Trustee Woodard Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried b. 2015 Water Rate Agreement Amendment (Exhibit FYE2015-050) A pledge had been made by the Southern Cayuga Lake Intermunicipal Water Commission a few years ago when the water rate was raised by 26% to the member municipalities, to keep rate increases under control. There is a need to raise the water rate for the forthcoming fiscal year by 6.6% due to personnel succession planning. Production Manager, Jack Rueckheim is retiring in mid -2015; an internal and external search for a replacement is planned. Due to the requirement to have a staff member with a 1A license, an additional position of Assistant Production Manager has been created. This extra staff position will mean a temporary increase to headcount; when a staff member leaves, that person’s position will not be backfilled. There is no prediction for when the return to current staffing will take place. A discussion of the Village’s surcharge took place; the related decision was tabled. Resolution # 7521 SOUTHERN CAYUGA LAKE INTERMUNICIPAL WATER COMMISSION BOLTON POINT WATER SYSTEM AGREEMENT TO CHANGE WATER RATE SCHEDULE THIS AGREEMENT to change Water Rate Schedule is made as of the 1st day of January, 2015, between the TOWN BOARD OF THE TOWN OF DRYDEN, Tompkins County, New York, on its own behalf and on behalf of all water districts in the TOWN OF DRYDEN served by the Southern Cayuga Lake Intermunicipal Water Commission, (hereafter referred to as “Dryden”), the TOWN BOARD OF THE TOWN OF ITHACA, Tompkins County, New York (hereinafter referred to as “Ithaca”), the TOWN BOARD OF THE TOWN OF LANSING, Tompkins County, New York, on its own behalf and on behalf of the Town of Lansing Consolidated Water District and the Town of Lansing Consolidated Water District Extension #1 & #2 (the Town of Lansing and such districts are hereinafter collectively referred to as “Lansing Town”), VILLAGE OF LANSING, on its own behalf and as successor to LANSING WATER DISTRICT 1, Tompkins County, New York, (hereinafter referred to as “Lansing Village”), and VILLAGE OF CAYUGA HEIGHTS, Tompkins County, New York, (herein after referred to as “Cayuga Heights”), all of the parties hereto sometimes collectively or individually referred to hereinafter as “Municipalities” or “Municipality”, WITNESSETH: WHEREAS, the above named municipalities have entered into an amended, supplemental, restated and consolidated agreement of municipal cooperation for construction, financing and operation of an intermunicipal water supply and transmission system dated as of June 5, 1979 as the same has been amended from time to time (the “Agreement”); and WHEREAS, pursuant to the Agreement each municipality agreed to pay to the Southern Cayuga Lake Intermunicipal Water Commission (hereinafter referred to as “Commission”), water revenues based upon, in part, a water rate schedule annexed as Exhibit I of Schedule A to the Agreement; and WHEREAS, based on changes in costs, the Commission believes it is advisable to adopt a new water rate schedule in the form annexed to this modification agreement; and WHEREAS, Schedule A of the Agreement provides that the water rate schedule may not be changed by the Commission without the written agreement to such change of all the parties; and WHEREAS, Exhibit I of Schedule A to the Agreement has been amended from time to time since the initial date of the Agreement; and WHEREAS, the parties believe it is necessary to amend Exhibit I of Schedule A further; and WHEREAS, the parties are willing to agree to such change; NOW, THEREFORE, in consideration of the premises and the mutual undertakings of the parties pursuant to the Agreement, the parties hereby agree that Exhibit I of Schedule A annexed to the Agreement be amended effective January 1, 2015 to read as set forth on the Exhibit I annexed hereto, and such exhibit is adopted as Exhibit I, the water rate schedule, for all purposes under the Agreement. This modification agreement may be executed in multiple counterparts which, when taken together, shall constitute a complete document even though each of the counterparts may not bear the signatures of all of the parties. IN WITNESS WHEREOF, the parties have executed this agreement to become effective as of the day and year set forth above. EXHIBIT I SCLIWC - BOLTON POINT WATER SYSTEM 2015 WATER RATE SCHEDULE EFFECTIVE JANUARY 1, 2015 RATE STRUCTURE: The flat rate charge per 1,000 gallons shall be non-fluctuating and equal to four dollars and thirty five cents ($4.35). This rate is equal to three dollars and five cents ($3.25) per 100 cubic feet. The foregoing rate will be the rate charged for all regular quarterly bills sent after January 1, 2015. Actual or base consumption may occur prior to January 1, 2015. MINIMUM BASE CHARGES: Notwithstanding the foregoing rate structure, the following minimum base charges shall be applicable to the meter size indicated below, for regular quarterly bills sent after January 1, 2015. The table below shows the amount of water consumption that is permitted before the minimum base charge would be exceeded: BASE MINIMUM BASE METER SIZE CONSUMPTION CHARGE (INCHES) (GALLONS) (DOLLARS) 3/4 10,000 43.50 1 30,000 130.50 1-1/2 45,000 195.75 2 90,000 391.50 3 140,000 609.00 4 200,000 870.00 6 350,000 1,522.50 Multiple Housing and mobile home parks of over two dwelling units, using a master meter, will be computed as follows: The quarterly master meter reading will be divided by the number of dwelling units and the water charge will be figured on this number as if the unit was individually metered. The water charge will then be multiplied by the number of units on the master meter and this will be the billing rendered. If the calculation of the water consumed per dwelling unit is less than the allowable consumption for a three-quarter inch meter, then the billing will be calculated by multiplying the number of units on the master meter times the minimum base charge for a three-quarter inch meter (e.g., if there were 20 dwelling units on the master meter, and total water consumption shown by the master meter was 100,000 gallons, the Commission billing would be $870.00 (20 units times $43.50) rather than $435.00 (100,000 gallons at $4.35/1000 gallons)) An annual charge for each fire protection main serving a fire suppression system will be billed along with the first quarterly water bill of the calendar year. The annual charge for this service shall be $20.00 per diameter inch of the pipe supplying the fire suppression system. The pipe supplying the fire suppression system is the pipe needed to supply the fire suppression system, installed downstream of the system control valve. The water application fee shall be $240.00 for each new service for which application is made after January 1, 2015, plus the cost of a meter, tap, accessory materials and installation costs in a location approved by the Southern Cayuga Lake Intermunicipal Water Commission. SCHEDULE A October 18, 2011 1. Water districts located in the Town of Dryden Dryden Water District #1-Varna area Snyder Hill Water District Monkey Run Water District Hall Road Water District Turkey Hill Water District Royal Road Water District Motion: Trustee Woodard Second: Trustee Salton Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried c. CHES PTA Fundraiser The following agreement has been forwarded to the Board of Trustees with a request to approve the event. Resolution # 7522 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees approves the request by the Cayuga Heights Elementary School PTA to hold their annual fundraiser at the Ronald D. Anderson Fire Station on November 1, 2014 provided a Special Events Permit form is completed with the companion Certificate of Liabil ity Insurance. Motion: Trustee Friend Second: Trustee Robinson Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried d. Deer Management Update Property Use Request Forms will not be sent to every Village property owner as has been the practice in past years. The Village of Trumansburg has been successful in its first year of a deer management program. 6. Report of the Trustees Trustee Robinson mentioned that the Public Works Committee had met on October 1st. He deferred the discussion until Superintendent Cross presents his report. 7. Report of Police Chief Steinmetz (Exhibit FYE2015-051a,b,c) Many tickets (238) were written this past month due to a NYS Grant (STEP) which provides funds to allow officers to focus on traffic enforcement. A discussion concerning the possible use of the old Dodge Durango as a surveillance vehicle took place. It could also be used as a DPW vehicle to obtain parts when necessary. A determination was made to withdraw the request in order to keep department expenses on budget. Phone records have been obtained for a suspect in Village break-ins. It appears that the individual has placed calls to local numbers with the possible intent to determine if anyone is present in the home. Fortunately there have been no additional burglaries recently. 8. Report of Superintendent of Public Works Cross Asbestos Abatement: Mayor Supron sent an update on asbestos testing to Trustees and Department Heads earlier in the day. The important information to be shared with all employees is that no asbestos is present in the plaster samples taken from several locations in Marcham Hall. Not surprisingly, asbestos is present in the tile flooring in the old police department bathroom. Whenever a project to rework that room is planned, the asbestos will have to be abated. The Abscope contract for basement asbestos abatement has been signed and countersigned and they have provided their Certificate of Liability Insurance. Work will begin once the permit has been approved by NYS DOL. Furnace Replacement: Three quotes for replacement of the Marcham Hall heating system with a high efficiency unit were reviewed. Trustee Salton will verify the necessity to pay prevailing wage for a maintenance activity such as this one. A capital improvement project would definitely require a case number from NYSDOL. Resolution # 7523 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees authorizes replacement of the Marcham Hall furnace for an amount not to exceed $15,000. Payment will be made from the A1620.460 Village Hall Maintenance account. Motion: Trustee Robinson Second: Trustee Friend Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried Slate Roof Repairs: Only one company will commit to scheduling the work for this year; their price is in line with other quotes. Resolution # 7524 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees authorizes repairs to the Marcham Hall slate roof per the Evans Scope #1 quote dated October 2, 2014 for a total of $4,455. Payment will be made from the A1620.460 Village Hall Maintenance account. Motion: Trustee Salton Second: Trustee Robinson Discussion: Trustee Friend asked whether this is a budgeted expense. The combination of furnace replacement and roof repair will likely over-expend the Village Hall Maintenance budget for the fiscal year. Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried Mayor Supron requested a motion to amend Resolution #7523 for furnace replacement to specify the source of funding. Resolution # 7525 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees amends Resolution #7523 authorizing replacement of the Marcham Hall furnace for an amount not to exceed $15,000 and to draw any budgetary difference from A1990.400 General Fund Contingency. Motion: Trustee Robinson Second: Trustee Salton Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried Kendal Project: The current Enabling Phase entails site work, demolition of parking garages, and new parking area paving. There has been a large stockpile of soil visible from North Triphammer Road; the process of leveling the mounds has begun. It is anticipated that the tax levy on the Kendal property will likely not change until 2017. 9. Report of Clerk & Treasurer Mangione (Exhibits FYE2015-052 & -053) A discussion of Laserfiche training for hourly, part-time Information Aide, Jennifer Zawislak ended with a recommendation to ask the Village’s HR attorney what standard should be used to compensate Jennifer. Trustee Woodard verified that the bank reconciliations are accurate. Resolution # 7526 BE IT RESOLVED THAT: Abstract #4 for FYE2015 previously approved and consisting of Trust and Agency vouchers 22 – 30 in the amount of $16,247.65 and Consolidated Fund vouchers 184 – 249 in the amount of $248,352.20 be reduced to $241,671.46 to exclude $6,680.74 paid by NYS in interest subsidy is re-approved. Motion: Trustee Salton Second: Trustee Woodard Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried Resolution # 7527 BE IT RESOLVED THAT: Abstract #5 for FYE2015 consisting of Trust and Agency vouchers 31 – 39 in the amount of $16,197.65 and Consolidated Fund vouchers 250 - 349 in the amount of $174,679.50 is approved and the Treasurer is instructed to make payments thereon. Motion: Trustee Salton Second: Trustee Robinson Discussion: The gas line at the Waste Water Treatment Plant was found to have a leak between one of the buildings and the meter resulting in required replacement. The DPW dug the ditch, DDS laid the pipe and Donahue-Halverson fitted the connections. Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried 10. Report of Attorney Marcus Research in response to a Board member’s question into what percentage of gas used in this area is produced via a method which involves fracking resulted in no definitive answer. No records were found on the origin of gas generation. The Board agrees that defense of the Home Rule Principle and equal treatment of road -use for all vehicles will guide future legislation. 11. Executive Session Resolution # 7528 BE IT RESOLVED THAT: An Executive Session of the Village of Cayuga Heights Board of Trustees is deemed necessary by virtue of the need to discuss the employment history of a particular person or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person. Motion: Trustee Salton Second: Trustee Woodard Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: none Motion carried Executive Session was concluded with no action(s) taken. 12. Adjournment: Meeting of the Village of Cayuga Heights Board of Trustees was adjourned by Mayor Supron at 10:45 p.m.