HomeMy WebLinkAboutReg Mtg. Minutes 5/17/2004Minutes of Regular Meeting
May 17`x', 2004
Village of Cayuga Heights
Board of Trustees
Present: Mayor Lynn, Trustees Antil, Staley, Mount, McNeil, Tavelli and
Collyer. Atty. Johnston (sitting in for Arty. Tyler), Fire Supt. Tamborelle,
Police Chief Lansing, Supt. Cross, Treasurer Silber, Clerk Manning & Deputy
Clerk Kessler.
Absent: Supv. Quick.
Others: Ed Marx - Tompkins County Planning, Jim Larounis — The Heights
Cafe, Joe StAngelo — Town of Van Etten, Bruce Ganem, David Herrick — T.G.
Miller P.C., Ashley Ferro- Murray — I.H.S., Kadin McAree — I.H.S.
At 7:00 pm, Mayor Lynn introduced Ed Marx from Tompkins County
Planning Department. The Planning Department set up a display of
Comprehensive Planning in the main foyer for people to see and ask questions
if needed.
At 7:05 pm, The Board of Trustees met as the Planning Board
Mayor Lynn opened the Public Hearing on the request of the owners of the
Heights Cafe for a Resolution to Approve Outdoor Seating /Service at their
restaurant.
Supt. Cross introduced the Proposed Resolution 6074 to Approve Outdoor
Seating /Service at the Heights Cafe. The Village has received an application
from the Heights Cafe to add outdoor seating to their restaurant operation.
The Village's Zoning Ordinance requires that restaurants have a special permit.
The restaurant has a special permit and this change in use requires the Planning
Board to do a site plan review before their existing special permit can be
modified. The restaurant's proposal is considered to be exempt from NYS
SEQRA according to NYCRR 617.50. Therefore, this project does not
require die Planning Board to provide any further environmental review.
There were no comments from the public. The Public Hearing portion was
closed. Trustee McNeil requested the resolution be amended to limit the
maximum number of seating as not to exceed 40.
Page 1 of 15
Motion by Trustee Antil
Seconded by Trustee McNeil
Move to pass Resolution 6074: To Approve Outdoor Seating /Service at
The Heights Cafe as amended.
RESOLUTION 6074: TO APPROVE OUTDOOR
SEATING /SERVICE AT THE HEIGHTS' CAFt
Whereas, the Village has received an application by the
owner /operator of
The Heights Cafe at 903 Hanshaw Road to add outdoor seating, not to exceed
40 patrons,
and service to their existing restaurant business which currently has a special
permit
approved by the Village, and
Whereas, the Village's Zoning Ordinance requires the Planning
Board to
perform a site plan review for such a request within the Commercial Zoning
District, and
Whereas, the Village has duly advertised and conducted a public
hearing on
the application, and
Whereas, the Village has determined that the project is exempt
from SEQRA
review according to NYCRR 617.50, and
Whereas, the Planning Board has considered the potential impacts
of this
request and have determined that there are no negative impacts to the health,
safety and
general welfare of the community, and now
Therefore, the Village of Cayuga Heights' Planning Board hereby
approves
the application by The Heights Cafe and authorizes the Zoning Officer to add
outdoor
seating /service to their list of conditions on their current special perniit.
Page 2 of 15
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES.
Mayor Lynn called the meeting of the Trustees to order at 7:16 p.m.
Mayor Lynn asked the Trustees to approve the Minutes of the April 12 "'
Meeting which were previously distributed to the Trustees. The changes were
as follows:
Page 7, Voted to Approve Resolution 6073, It should read "Authorize the.
issuance of bonds for the purchase of a ladder truck for the Cayuga Heights
Fire Department"
Treasurer Silber reported that there was also an error on the March 15'"
Minutes, previously approved at the April 12`' Meeting. The changes were as
follows:
Page 4, Moved to Pass Resolution 6059, it should read "at a cost not to exceed
$4,000"
Motion by Trustee Antil
Seconded by Trustee Mount
Move to approve the minutes of April 12 "i, 2004 with the above
corrections and amend the March 15"' Minutes previously
approved.
Trustees Antil, Staley, Mount, McNeil and Tavelh voted YES.
Trustee Collyer ABSTAINS.
Privilege of the Floor —
Bruce Ganem, President of Pleasant Grove Lane Association and resident of 3
Pleasant Grove Lane attended the meeting on behalf of all of the residents of
this Private Lane. The residents of Pleasant Grove Lane would like to have
their Lane incorporated into the Village and to no longer be a Private Lane and,
would like the Trustees to take this into consideration. He believes that the
Page 3 of 15
standards of the Village for Village Roads were met when the Lane was paved
in 1981. He also reported that the Village Map subdivision of the properties
differs from any survey maps or tax maps within the County. So transfer of
titles would be a potendal.problem. Trustee Mount questioned Mr. Ganem as
to why they would like to be part of the Village, and Mr. Ganem's response was
"why shouldn't we be ?" Mayor Lynn also added that they receive all of the
same services of other roads of the Village except for snow plowing and road
maintenance of the Lane.
Announcements of the Mayor — No Report or Announcements
Report of the Police Chief — Report on File
******************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Report of the Fire Superintendent — Report Distributed and on File
Fire Supt. Tamborelle reported that the Garden Club Dedication at the Fire
Station on May 13'x' went very well. There was a good turn -out despite the
weather conditions.
The Supt. also attended the funeral of fallen firefighter Bruce Neff of Harford
Fire Department on Saturday May 8"'. Fire Fighter Neff was killed by accident
on the scene of a house fire on February 23`d, 2004.
Cayuga Heights Fire Council approved a 4°i Lieutenant Position, # 284.
Lieutenant Andrew Magenheim was voted into this position. Fire Council is
looking for approval of the Board of Trustees.
Motion by Trustee Antil
Seconded by Trustee Mount
Move to approve Andrew Magenheim as 0' Lieutenant, # 284 at
Cayuga Heights Fire Department
Trustees Antil, Staley, Mount, Tavelli, and Collyer voted YES.
Trustee McNeil ABSTAINED.
Page 4 of 15
In reviewing the bids for the replacement ladder truck, E -One was awarded the
bid. They had the best price and the best trade in upon review. Town of
Ithaca passed a resolution on May 10`x', 2004 in support of purchasing the new
Ladder truck, the resolution is attached to these minutes. Attorney Johnston,
Fire Supt. Tamborelle and E -One are currently working on a contract. Supt.
Tamborelle is asking for the Trustees to approve Resolution 6075 in approving
the purchase of the new ladder truck.
Motion by Trustee Collyer
Seconded by Trustee Staley
Move to pass Resolution 6075 to purchase new 2004 Ladder Truck
from E -One.
WHEREAS the Cayuga Heights Fire Department (CHFD) has
determined that it is in the best interest of the public safety to replace its
1990 Pierce Ladder Truck (Quint), and;
WHEREAS the Public Safety Committee of the Board of
Trustees of the Village of Cayuga Heights has worked with CHFD on the
development of a specification for a new truck, and;
WHEREAS the Board of Trustees of the Village of Cayuga
Heights authorized the seeking of bids for a replacement vehicle, and;
WHEREAS Emergency One, Inc., through its dealer, Absolute
Emergency Vehicles and Equipment, is the lowest compliant responsible
bidder at $518,707 for a new Emergency One Sidestacker 75' Aerial with
Cyclone II Chassis (Quint) with the options selected by CHFD, and;
WHEREAS Emergency One, has offered to acquire the CHFD
1990 Pierce for $125,000 upon signing of a purchase agreement, and;
WHEREAS the Village of Cayuga Heights Board of Trustees
authorized a Bond Resolution for the financing of a replacement apparatus
Page 5 of 15 .
and no petitions were received during the period for which the resolution
was subject to permissive referendum, and;
WHEREAS the Town of Ithaca has agreed to amend its
Contract for Fire Protection with the Village of Cayuga Heights to allow for
sharing the acquisition cost of a new vehicle, then;
LET IT BE RESOLVED that the Village of Cayuga Heights
Board of Trustees authorizes the Mayor to sign a contract with Emergency
One, Inc. for the above - described trade -in and purchase, and approves the
capital project entitled "2004 Ladder Truck Replacement."
Trustees Antil, Staley, Mount, Tavelli, Collyer voted YES
Trustee McNeil OPPOSED
Report of the Supt. of Public Works — Report Distributed and on File
Action Item # 1 —The Village opened the bids for the WWTP Trickling Filter
Project on May 6"', 2004 in the presence of the bidders and Stearns & Wheeler.
Stearns & Wheeler has written a report to summarize the bids and has
recommended that we accept the low bidder and award the contract to
Henderson Bros. Construction (results attached to minutes). Treasurer Silber
received financial reports for Henderson Bros. Construction and the financial
condition of the company seems satisfactory. This project is a big project for
them, one of the largest they have done. Henderson Bros. Construction will
provide us with a performance and bid bond. It is recommended that the
following resolution be passed authorizing Mayor Lynn to sign the final
contract and award the bid to Henderson Bros. Contracting, Inc.
Motion by Trustee Antil
Seconded by Trustee Tavelli
Move to pass Resolution 6076 awarding the contract for the
WWTP Trickling Filter Project to Henderson Bros. Contracting,
Inc.
Whereas, the Village has determined a need to upgrade the
trickling filters at the WWTP and have hired Stearns & Wheeler to prepare
plans and specifications for such project, and
Page 6 of 15
Whereas, the Village has duly advertised and received bids for
construction
of the trickling filters in conformance with the plans & specifications, and
Whereas, Stearns & Wheeler has reviewed the bids and has
determined that
Henderson Bros. Contracting, Inc. is the lowest responsible bidder, and
Whereas, Henderson Bros. bid of $683,036.00 is within the
budget and
financing that has already been approved for this project, and now
Therefore, The Village of Cayuga Heights Board of Trustees
hereby accepts
the bid of $683,036.00 by Henderson Bros. Contracting, Inc. for the Village's
WWTP
Trickling Filter Upgrade Project, and
Therefore, the Trustees direct Stearns & Wheeler to prepare the
contract
with Henderson Bros. and authorizes the Mayor to sign said contract.
Trustees Antil, Staley, Mount, McNeil, TaveW and Collyer voted YES.
Action Item #2 — As part of the Intermunicipal Sewer Project, the Town of
Ithaca will divert some /all of its sewer flows from the Northeast, which is
currently treated at the VCHWWTP, to IAWWTP via a new connection
between the Village and the City located in Kline Road. As this project will
free -up capacity at the VCHW\VTP for Lansing to make new connections, the
Village of Lansing has agreed to pay for the entire cost of the Kline Road
Bypass Project (Letter attached to Minutes). This includes engineering services
to prepare the plans and specifications. Village of Lansing has expectations to
recover funds from Town of Lansing with the Bond Act. Since the project is
located within the Village of Cayuga Heights right of way, VCH will have to be
the contracting agency for the construction project. This project will generate
some loss of revenue, in the beginning, to the Village of Cayuga Heights from
the Town of Ithaca, but potentially could be made up by other municipalities.
Mr. Dave Herrick of T.G. Millers, P.C., was available to answer any questions
the Trustees may have and to give a brief overview. Mr. Herrick would like to
begin this project early summer and have completed by mid October.
Page 7 of 15
Treasurer Silber asked if there was a way to receive data from the meter of
water flow with the new bypass, data that would be available to all
municipalities. Supt. Cross stated he would bring this up at the next
Intermunicipal Meeting being held on Thursday May 20, 2004. Supt. Cross
recommends that Resolution 6077 be passed To Advertise Bid for
Construction of the Kline Road Bypass Project.
Motion by Trustee Mount
Seconded by Trustee Antil
Move to pass Resolution 6077 to Advertise Bid for Construction of
the Kline Road Bypass Project
Whereas, the Village of Cayuga Heights has entered into an
Intermunicipal
agreement to divert sewer flows from the Towns of Ithaca and Dryden, to free -
up
treatment capacity in the VCHWWTP for new connections in the Town and
Village of
Lansing, and
Whereas, the Village of Lansing has commissioned T.G. Miller,
PC
Engineers to prepare plans and specifications for the Kline Road Bypass
Project, and has
agreed to pay all costs associated with the construction of the project, and now
Therefore, the Village of Cayuga Heights Board of Trustees
hereby agrees to
be the contracting agency for the Kline Road Bypass Project, and
Therefore, approves the plans and specifications be advertised for
bids to be
opened on June 16, 2004 at 3:30pm at the Village Hall.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES.
Action Item #3 — The Village is considering an increase in the budget for street
reconstruction. To help determine the condition of all Village Streets and an
estimated cost for repairs, the Village has budgeted to hire an engineering firm
to provide such services. Supt. Cross met with 3 engineering firms to discuss
the scope of the services. The 3 engineering firms provided proposals. All
Page 8 of 15
three met the scope of these services and all have met the requested level of
effort. Resource Associates proposal met the minimum requirements and had
the lowest quote for the project, This project will take a maximum of
approximately a week to walk /drive all streets and assess their conditions.
Resource Associates will take all information and enter into a database to
provide us with the information we need. Supt. Cross recommends Resolution
6078 be passed to Accept Proposal by Resource Associates for Road Condition
Survey.
Motion by Trustee Antil
Seconded by Trustee McNeil
Move to pass Resolution 6078 to Accept Proposal by Resource
Associates for Road Condition Survey
Whereas, the Village wishes to conduct a survey -to understand the
overall condition of the streets located in the Village for the purpose of long
term planning and budgeting, and
Whereas, the Village has received three proposals from three engineering
firms to perform such survey, and
Whereas, Resource Associates has provided the lowest quote for the
requested services and the Village Engineer has determined that their proposal
satisfies the requested scope of services, and now
Therefore, the Village of Cayuga Heights Board of Trustees hereby
accepts the proposal of $3,250 from Resource Associates for a Road Condition
Survey in accordance with their submittal dated 02/25/2004, and authorizes
the Clerk to issue a purchase order for the proposed services.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES.
***************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Report of the Working Supervisor — Report Distributed and on file
In Working Supervisor Quick's absence, Supt. Cross will give report.
Page 9 of 15
The Department of Public Works Committee met and have changed
Household Refuse (Garbage) pickup from 4 days a week to 2 days a week.
Garbage will be picked up throughout the Village on Tuesdays and Thursdays
effective June 14, 2004. Also, Yard and Bulky pick up will be once a month
instead of twice a month. Yard pick up will be the 1" Friday of each month
and Bulk pick up will be the 3'd Friday of each month. Department of Public
Works Committee hopes that doing the Yard pick up once a month will
eliminate the large yard refuse pick up twice a year, once in the spring and once
in the fall. The new schedule and guidelines for all changes will be in
distributed in brochures in the taxes being sent out June 1 ", 2004.
The 2004/2005 Budget was approved with the expected purchase of a new
garbage packer body and new dump truck. If ordered now, they will be
delivered after the 1" of the new fiscal year. Since both purchases are on
NYSOGS contract, they can be purchased without a local bid. The new
garbage packer body will go onto the garbage packer previously purchased by
the Village. Supt. Cross recommends Resolution 6079 to Authorize the
Purchase of a New Garbage Packer Body from Hackers Packers and
Resolution 6080 to Authorize the Purchase of a New Dump Truck from
Tracey Road Equipment.
Motion by Trustee Antil
Seconded by Trustee McNeil
Move to pass Resolution 6079 to Authorize the Purchase of a New
Garbage Packer Body from Hackers Packers
Whereas, the Village of Cayuga Heights DPW has determined that the
existing side -load garbage packer body should be replaced with a new rear -load
unit, and
Whereas, Hackers Packers has a New Way Cobra 18 cy Rear Load
Refuse Packer Body for sale on NYSOGS contract for $31,928.84 (with
options and installation), and
Whereas, the Village has already approved the '04205 fiscal budget with
this unit planned to be replaced, and now
Therefore, the Village of Cayuga Heights Board of Trustees hereby
authorizes the purchase of one new and unused New Way 18 Cubic Yard Rear
Load Refuse Packer Body from Hacker's Packers for $31,928.84.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES.
Page 10 of 15
Supt. Cross presented the Resolution to purchase the new Dump Truck.
Treasurer Silber questioned if the old Dump Truck will be sold. Supt. Cross
stated it would be sold at the Municipality Auction in the Fall in the Town of
Lansing. The new Dump Truck will be paid through four departments
according to Treasurer Silber and are as follows: A05110.200, A05142.200,
F08350.200, and G08120.200.
Motion by Trustee Antil
Seconded by Trustee McNeil
Move to pass Resolution 6080 to Authorize the Purchase of a New Dump
Truck from Tracey Road Equipment
Whereas, the Village of Cayuga Heights DPW Mechanic has determined
that the Village should replace a dump truck, and
Whereas, Tracey Road Equipment has a new Sterling L9500 Single Axle
Dump Truck for sale on NYSOGS contract for $103,825 (including options),
and
Whereas, the Village has already approved the '04205 fiscal budget with
this unit planned to be replaced, and now
Therefore, the Village of Cayuga Heights Board of Trustees hereby
authorizes the purchase of one new and unused, Sterling L9500 Single Axle
Dump Truck from Tracey Road Equipment for $103,825.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES
Treasurer Silber also brought up the discussion about hiring summer help for
the Department of Public Works. The Village is going to look into hiring its
own temporary seasonal employees instead of hiring through temporary
agencies. There has been a problem in the past with hiring through temporary
agencies. Supt. Cross stated he would start looking into this so people can be
hired.
***************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Report of the Treasurer — Report Distributed and on file
Treasurer Silber and Mayor Lynn attended a meeting at Olver & Associates on
Friday May 14`h, to receive a proposal from them to become the Village's
insurance carrier. The Village's current carrier is the Ithaca Agency, based out
Page 11 of 15
of Syracuse. The Village has to make a decision before the week is out and
hopes to accept the proposal at a meeting with them next week. Date to be set.
Treasurer Silber advised the Trustees that premiums will go up substantially
due to an increase in Worker's Compensation. Treasurer Silber stated that we
will implement our new policies as of June 1 ", 2004. Treasurer Silber will
prepare a recommendation along with Mayor Lynn.
As of June 1 ", 2004 Department Heads will he able start using the purchasing
credit cards we received through Tompkins County Trust Company. Treasurer
Silber has proposed a Policy, effective June 1 ", on the use of these cards. It is
the responsibility of the Department Heads to make sure they give all receipts
to Deputy Clerk Kessler for processing of the monthly statement. Purchasing
Card Policy attached to Minutes.
Treasurer Silber reminded all Department Heads that the fiscal year. ends May
313t, 2004. Invoices for purchases made in the previous fiscal year that come in
after the 1 ", will still be paid out of the 2003/2004 fiscal year. Treasurer Silber
has advised department heads to keep track of your budget line items.
Treasurer Silber proposed to the Trustees that threshold for Capital Equipment
be increased from $500 to $1,000. This will help reduce the fixed assets
records for the Village of Cayuga Heights. Treasurer Silber recommends that
Resolution 6081 to increase the Fixed Asset Threshold from $500 to $1,000.
Motion by Trustee Staley
Seconded by Trustee Antil
Move to pass Resolution 6081, which resolves that the threshold for
capitalization of equipment in the fixed assests records of the Village of
Cayuga Heights shall be $1,000 effective 05/31/2004
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES.
Treasurer Silber asked the Board to approve the following transfers:
From:
To:
Amount
A01990.400
Contingency
A1110.100 Court
A01990.400
Contingency
A1110.410 Court
A01990.400
Contingency
A01210.410 Mayor
A01990.400
Contingency
A01325.410 Treasu
A01990.400
Contingency
A01410.100 Clerk l
A01990.400
Contingency
A01410.410 Clerk
Page 12 of 15
A03620.100
Code Enf Pets Sery
A01440.100
SPIV F
A01990.400
Contingency
A01620.410
Village
A08160.100
Refuse Pets Services
A01640.100
Ccntra
A05112.410
Cap Impr Contr Exp
A01640.410
Centra
A01990.400
Contingency
A01640.440
Contr
A01990.400
Contingency
A01680.410
Info T
A03410.200
Fire Dept Equipment
A03410.410
rire D
1108160.410
Refuse Contr Exp
A08160.460
Refuse
A01990.400
Contingency
A08160.490
Refuse
G01990.400
Sewer Contingency
A08130.480
Plant I
Cap Fund Balance
H01620.200 Village Hall
Cap Exp
445
Motion by Trustee Antil
Seconded by Trustee Collyer
Move to pass Resolution 6082 approving the above transfers dated
05/17/2004.
Treasurer Silber then stated that he transferred $5,500 out of Capital
Improvement Contractual Expense to Central Garage Conttactual Expense,
this account has been over budget for several months. Supt. Cross stated that
he is concerned about this transfer because it will take away from road repairs
this year. Supt. Cross wanted this on record.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted
YES
Treasurer Silber presented the abstract of vouchers.
Motion by Trustee Staley
Seconded by Trustee Tavelh
Move to pass Resolution 6083 approving the Abstract of Vouchers
dated 05/17/2004 in the amount of $65,809.92 and instruct that the
Treasurer make payments thereon.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted
YES..
Page 13 of 15
Clerk's Report - The Clerk reported on the following:
Village Taxes will be sent out on May 28`x', 2004.
***************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Report of the Attorney - Attorney Johnston reported on the following:
Attorney Johnston and Mayor Lynn reported that negotiations for the CHPBA .
(Cayuga Heights Police Benevolent Association) contract went very well. A
new contract was reached in three negotiating sessions. The contract was
ratified by the CHPBA. Attorney Johnston will provide a copy of the final
contract to the Trustees on request.
On behalf of the Public Safety Committee, Trustee Collyer recommended that
Resolution 6084 to Approve the CHPBA Contract for 2004 -2008.
Motion by Trustee Collyer
Seconded by Trustee Antil
Move to pass Resolution 6084 approving the CHPBA Contract for 2004-
2008.
WHEREAS, the current collective bargaining agreement between the
Village of Cayuga Heights and the Cayuga Heights Police Benevolent
Association (CHPBA) expires on May 31, 2004; and
WHEREAS, a new agreement has been negotiated between the
Village and the CHPBA by committees appointed by the Mayor and the
CHPBA; and
WHEREAS, the CHPBA has ratified the agreement negotiated by the
committees; and
WHEREAS, the Village negotiating committee and the Public Safety
Committee of the Trustees recommends approval of the agreement,
Page 14 of 15
IT IS HEREBY RESOLVED that the collective bargaining agreement
between the Village and the CHPBA recommended by the negotiating
committee and the Public Safety Committee for period of June 1, 2004 -May
31, 2008 be approved by the Trustees and the Mayor is authorized to sign
the agreement on the Village's behalf.
Trustees Antil, Staley, Mount, McNeil, Tavelli and Collyer voted YES.
Mayor Lynn stated he would like to start working on the List Serve. Mayor
Lynn will work with 'Treasurer Silber on working out the details. Mayor Lynn
will write up an article to go into the Courier.
Motion by Trustee Mount
Motion to adjourn the meeting at 9:07 p.m.
Trustees Antil, Staley, Mount, McNeil, Tavelh and Collyer voted YES.
Respectfully Submitted,
Lynn Kessler
Deputy Clerk
Page 15 of 15