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HomeMy WebLinkAboutMinutes 11-21-2016.pdf EXHIBIT 2017-082 page 1 of 5 Minutes DRAFT VILLAGE OF CAYUGA HEIGHTS Monday, November 21, 2016 Marcham Hall BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Present: Mayor Woodard; Trustees: Friend, Marshall, McMurry, Robinson and Salton; Police Chief Steinmetz; Fire Superintendent Tamborelle; Superintendent of Public Work Cross; Assistant Superintendent of Public Works Wiese; Clerk & Treasurer Mangione; and Attorney Marcus Absent: Trustee Biloski Call to Order: Mayor Woodard calls the meeting to order at 7:04 p.m. 1. Approval of Meeting Minutes: October 17, 2016 (Exhibit 2017-074) Resolution #7912 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the Meeting Minutes of October 17, 2016 as presented in Exhibit 2017-074. Motion: Trustee Salton Second: Trustee Marshall Ayes: Mayor Woodard; Trustees Marshall, McMurry, and Salton Nays: none Abstentions: Trustee Robinson Motion carried 2. Report of Fire Superintendent Tamborelle (Exhibit 2017-075) Superintendent Tamborelle is not in attendance until later in the meeting. Mayor Woodard comments that the department sounds very busy. There is a full Fall Recruiting Class. 3. Privilege of the Floor No members of the public are in attendance. A decision is made to move to Agenda item #6. 6. Report of Police Chief Steinmetz - Submitted reports (Exhibits 2017-077 a, b, c) There are no questions on the Chief’s reports. The Law Enforcement Technology Shared Services (LETSS) Agreement is due for renewal. This group consists of all the law enforcement agencies in Tompkins County and membership has been of great benefit to the Village. Resolution #7913 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes Mayor Woodard to sign the intermunicipal Law Enforcement Technology Shared Services (LETSS) Agreement which extends the agreement for an additional five (5) years. Motion: Trustee Salton Second: Trustee McMurry Ayes: Mayor Woodard; Trustees Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried Tompkins County is recommending a restructuring of public safety technology implementation and support in order to avoid redundancy and conflicting software installations. Chief Steinmetz is committed to updating the Board as information becomes available A Special Events Permit application has been submitted by the Tompkins County History Center. They hope to hold their meeting and awards presentation at Marcham Hall during January 2017. Access to the building is needed from 3:00 – 6:30 p.m. the day of the event. They would like to have a wine tasting. The Board agrees that alcohol can be served only if the “tasting” purveyor has an appropriate license with liability insurance that exempts the Village from liability. A new speed sign is in place on the 700 block of Hanshaw Road. Positive comments have been received regarding the Smiley Face that flashes intermittently with the vehicle’s speed if measured at 35 mph or under. Data is being collected and analyzed as times permits. Trustee Friend arrives at 7:18 p.m. EXHIBIT 2017-082 page 2 of 5 It is possible that the officer on 207(c) compensation will be cleared for unrestricted work by the end of November, bringing the full-time force back to a complete contingent. The Law Enforcement Shared Services Initiative Task Force has met a few times. A Request for Proposal (RFP) was issued and two (2) responses have been received and reviewed. Each respondent agency presented to the Task Force. One group was selected; however, the proposed cost is significantly more than the $50,000 grant with which the Task Force planned to fund the study. Negotiations are on-going. Mayor Woodard asks Superintendent of Public Works Brent Cross to introduce Assistant Superintendent of Public Works (ASPW) Michael Wiese. ASPW Wiese is being assigned some of the tasks listed on the position description. As he becomes more familiar with the staff and work flow, additional tasks will be added to his schedule. The Information Technology Committee will need to schedule a meeting in preparation for budgeting. Many software products have annual maintenance fees and a schedule of costs will be prepared. An AutoCAD program for engineering is estimated to cost between $2,000 - $5,000. 4. Report of the Mayor a. Cornell University’s Community Advisory Committee Update: Graham Gillespie The advisory committee to Cornell’s Master Housing Plan met on October 21st. The initial processes and student surveys have been conducted. As far as on-campus housing, North Campus has been settled on for a first phase. There is significant deferred maintenance on Balch and Dickson Halls. The new construction will act as surge housing while these existing dorms are repaired and updated. Cornell guarantees housing for first and second year students. The sites highlighted in blue on the following map are potential building sites. Parking and traffic studies have not yet been conducted. Projected construction is likely to be 2-3 years out. Mr. Gillespie believes that this presentation on the 21st, may ver y well be the last to be given to the Advisory Committee. He will, however, bring any updates to the Board of Trustees as they become available. EXHIBIT 2017-082 page 3 of 5 b. Public Works Vehicle Inventory Superintendent Cross explains that in the past the former ASPW used one of the DPW vehicles which did not provide vehicle access for the Mechanic. While the ASPW position was open, the vehicle inventory balanced productively leading to the conclusion that adding a less robust vehicle for the ASPW will be beneficial to the department. Resolution #7914 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the purchase of a used vehicle for the use of ASPW Wiese not to exceed $10,000, debited from accounts to be designated. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried c. 2017 Village Water Rate Bolton Point is not changing its water rate for 2017. Mayor Woodard is strongly in favor of a reduction in the minimum use designation from 10,000 gallons to 5,000 gallons for 2018. Bolton Point estimates that instituting the minimum use change as well as other factors will require a 9% increase in the water rate for 2018. A discussion about the current Water Fund Balance prompts a recommendation that the Village’s multiplier used to determine its water rate should be raised. Resolution #7915 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a change in the 2017 rate multiplier, used to establish the water rate for the Village, from 79% to 83% resulting in an increase of $0.175 per 1000 gallons used. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried Fire Superintendent George Tamborelle arrives at this time. He had meetings with VFIS and ISO during the previous week. It has been recommended that driver training should be offered to the volunteers. d. Property Control Manager The Office of the State Comptroller stresses that a municipality’s governing board should designate a staff person as the Property Control Manager. This individual is responsible for tracking the capital assets of the local government. Mayor Woodard appoints Joan Mangione as Property Control Manager. Resolution #7916 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the appointment of Joan Mangione as Property Control Manager. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried 5. Report of the Trustees Trustee McMurry – Local Law Codification General Code’s initial reports were received 11/17/16; the Organizational Analysis is due back to them by 2/10/17. Trustees Biloski and McMurry will meet with Clerk & Treasurer Mangione and determine next steps to satisfy the requirements. Trustee Salton - Gifts A question of what gift value is appropriate to be accepted by Village officers and employees. Trustee Salton reads from NYS General Municipal Law §805-a Certain action prohibited. 1. No municipal officer or employee shall: a. directly or indirectly, solicit any gift, or accept or receive any gift having a value of seventy-five dollars or more, whether in the form EXHIBIT 2017-082 page 4 of 5 of money, service, loan, travel, entertainment, hospitality, thing or promise, or in any other form, under circumstances in which it could reasonably be inferred that the gift was intended to influence him, or could reasonably be expected to influence him, in the performance of his official duties or was intended as a reward for any official action on his part. Attorney Marcus adds that the Village has a Code of Ethics and it specifies a limit of $25. The Board may revise the Code of Ethics on this point in the future. One of the Village’s service providers invited the Mayor to attend a professional sporting event including food and beverage entertainment in a private skybox. It is agreed that all representatives of the Village should avoid even the appearance of impropriety whether or not it is prohibited. 7. Report of the Superintendent of Public Works Cross (Exhibit 2017-078) In his report Superintendent Cross shares that TCAT has announced that they are moving ahead with their “What is a Bus Stop” project. They are seeking comments from their ridership. No permission was asked for or granted for the placement of signs. TCAT will need to apply to the Board for a special license agreement in order to install permanent signs in the Village. The Public Works Committee (PWC) has reviewed the traffic study performed by the Cayuga Medical Center project applicant. That study indicates that the intersections in the Community Corners area do not perform optimally. The PWC wants to gather feedback on what professionals would recommend as possible traffic control solutions. In order to begin that investigation, a Request for Proposal (RFP) to prepare an opinion of how our intersections could perform better will be issued to a list of NYS DOT approved consultants. 8. Report of the Clerk & Treasurer Mangione (Exhibits 2017-079a, b and Exhibit-2017-080) Unpaid Village Taxes: A list of Village of Cayuga Heights taxes which remain unpaid as of November 18, 2016 is presented to the Board. Resolution #7917 WHEREAS, Diligent efforts to collect unpaid taxes by the Village of Cayuga Heights of the Town of Ithaca in the County of Tompkins have been made; and, WHEREAS, The Collector of Taxes has certified a list consisting of the taxes remaining unpaid upon the Village Tax Roll; and WHEREAS, Pursuant to the Real Property Tax Law of the State of New York § 1442, an alternative method for collection of delinquent village taxes exists. NOW, THEREFORE, BE IT RESOLVED THAT: This Board of Trustees requests the collection of delinquent Village of Cayuga Heights real property tax in the amount of $14,658.25 on six (6) properties with $1,172.67 in penalties and $12.00 in late fees totaling $15,842.92 be submitted to Tompkins County. Motion: Trustee McMurry Second: Trustee Marshall Ayes: Trustees Friend, Marshall, Robinson, Salton, and Woodard Nays & Abstentions: none Motion carried Resolution #7918 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees approves Mayor Woodard and Clerk & Treasurer Mangione to acknowledge support of NYS legislation which would require the mandatory rededication of monies remaining in the Local Government Records Management Improvement Fund at the end of every fiscal year. Motion: Trustee Salton Second: Trustee Robinson Ayes: Trustees Friend, Marshall, Robinson, Salton, and Woodard Nays & Abstentions: none Motion carried Resolution #7919 BE IT RESOLVED THAT: Abstract #006 for FYE2017 consisting of TA vouchers 42 - 50 in the amount of $14,133.15 and Consolidated Fund vouchers 417 - 519 in the amount of $525,876.77 is approved and the Treasurer is instructed to make payments thereon. Motion: Trustee Salton Second: Trustee Friend Ayes: Mayor Woodard; Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried EXHIBIT 2017-082 page 5 of 5 9. Report of the Attorney Attorney Marcus has no additional topics to discuss at this time. 10. Executive Session Resolution #7920 Executive Session Resolution WHEREAS: The NYS Open Meeting Law §105 prescribes matters for which a public body may conduct an executive session; and, WHEREAS: Upon a majority vote of its total membership, taken in an open meeting pursuant to a motion identifying the general area or areas of the subject or subjects to be considered; and, WHEREAS: The conduct an executive session for these enumerated purposes only, provided, however, that no action by formal vote shall be taken to appropriate public moneys: THEREFORE BE IT RESOLVED THAT: An Executive Session of the Village of Cayuga Heights Board of Trustees is conducted for the purposes of subsections (f) the medical, financial, credit or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation and (h) the proposed acquisition, sale or lease of real property or the proposed acquisition of securities, or sale or exchange of securities held by such public body, but only when publicity would substantially affect the value thereof. Motion: Trustee Salton Second: Trustee McMurry Ayes: Mayor Woodard; Trustees Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried Resolution #7921 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees ends Executive Session and returns to an open meeting. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried Resolution #7922 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees authorizes Mayor Woodard to sign a contract with Cornell University Department of Natural Resources to conduct a camera survey and analysis for the purpose of a deer abundance estimate with a total cost not to exceed $16,513. Motion: Trustee Friend Second: Trustee Marshall Ayes: Mayor Woodard; Trustees Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried Resolution #7923 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees authorizes accrual of vacation credit at the rate of three weeks per year to non-bargaining unit full-time employees who began their employment with the Village as a part-time employee, upon completion of five combined years of employment. Motion: Trustee Friend Second: Trustee Salton Ayes: Mayor Woodard; Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays and Abstentions: none Motion carried Mayor Woodard adjourns the meeting at 10:40 p.m.