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HomeMy WebLinkAbout06-19-2017 Agenda 1 Exhibit No. 1. Approval of Meeting Minutes: April 4, 2017 * 2018-007 http://www.cayuga-heights.ny.us/ Text%20and%20PDFs/BOT/2017/Organizational%20Meeting%20Minutes%204-4-2017.pdf 2. Approval of Meeting Minutes: April 10, 2017* 2018-008 http://www.cayuga-heights.ny.us/ Text%20and%20PDFs/BOT/2017/Special%20Meeting%20Minutes%204-10-2017.pdf 3. Approval of Meeting Minutes: April 17, 2017* 2018-019 http://www.cayuga-heights.ny.us/ Text%20and%20PDFs/BOT/2017/Meeting%20Minutes%204-17-2017.pdf 4. Approval of Meeting Minutes: May 15, 2017 (available, not complete) 2018-029 5. Report of Fire Superintendent Tamborelle – Submitted Report* 2018-030 Permit Fee Waiver Request: Movie Night 6. Privilege of the Floor – 30 minutes - SIGN-UP at 6:45 p.m. unrevised Privilege of the Floor Guidelines VCH website 7. Report of the Mayor 2018-031 a. Colbert water/sewer billing b. Sunset Park fence c. Sewer Billing d. Village Seal e. Zoning Ordinance 8. Report of the Trustees a. Energy Smart 9. Report of Police Chief Steinmetz - Submitted reports  2018-032a, b, c 10. Report of Assistant Superintendent of Public Works Wiese 2018-033 11. Report of Superintendent of Public Works Cross 2018-034 12. Report of Clerk & Treasurer - Submitted reports  2018-035 a, b 13. Report of the Attorney 14. Executive Session: Personnel issue 2018-036 15. Adjournment  All Exhibits and Reports can be found at http://www.Cayuga-Heights.ny.us Agenda, unless otherwise noted  All Exhibits and Reports are located on http://www.Cayuga-Heights.ny.us/Package unless otherwise noted Village of Cayuga Heights Board of Trustees Monthly Board Meeting Marcham Hall June 19, 2017, 7:00 p.m. AGENDA 2 EXHIBIT 2018-030 October 24, 2017 Honorable Linda Woodard Board of Trustees Village of Cayuga Heights Monthly Report May 2017 We picked up the pace at the fire department in May with a total of 57 runs. We had 28 calls in the Village of Cayuga Heights, 26 calls in the Town of Ithaca and 3 requests for mutual aid. There were 36 EMS calls and 21 fire runs. Early in the month we received a call for a possible structure fire with a house filling with smoke. I felt like the story “Twas the Night Before Christmas” as the call was next door to my house. I responded rapidly and arrived to find the house was indeed filling with smoke. After a rapid and intense investigation, it was determined that the motor had burned out in the furnace causing a large amount of smoke that was distributed through the house in the HVAC duct work. Luckily there was no fire and after ventilating the house we were able to allow the homeowners back in. At the end of the month we responded to a request for mutual aid to Lansing for an apartment fire. E203 arrived first and after a rapid entry was made. Crews found that a pot left on the stove had started a kitchen fire. A neighbor had done a good job with two fire extinguishers to knock down the majority of the fire prior to our arrival and CHFD and Lansing Fire Department members worked to ensure the fire was completely out. May training went well. We did a large area search training at the mall. The training was wel l attended and was the first time many of our members were exposed to the difficulty of large area searching. This technique requires maximum communication, concentration, and situational awareness with all searchers. Picture trying to search a large empty room in the dark or a movie theater full of seats and obstructions while in full gear. This is a skill that takes much practice a nd equipment. Late in the month we did a road rally training. The road rally is basically a scavenger hunt around the district looking for difficult to find addresses and skills stations. The members are splint into engine company teams and sent out. First team to finish all stations without being caught speeding wins. We took delivery of three new 1000W Honda Generators in May. These generators have been on our wish list for some time. One of the difficulties fire departments face is providing electrical power in emergency situations. At our last structure fire, we needed to provide scene lighting for the investigators in the middle of the night. We have lights and power provided from the on-board truck generator but that requires the truck to stay on scene long after it is not needed for suppression. With the generators, we will be able to provide the power and ret urn the truck to service. Another anticipated use would be to power medical devices should the power go out. Several years ago, we had a family with chronically ill children who required ventilators to assist with ventilation. There were several times when we had to supply power from a fire truck during power outages when their battery backups would run low. We are pretty excited about this equipment. In May, we replaced all the bunker beds at the station. The beds and mattresses in the bunker rooms were original to the station from 2001. Instead of twin beds we have gone with full size units. We were able to piggyback our small order of 7 with Ithaca Rentings order for several hundred and save on shipping. We feel this will be a better fit for the bunker area. We have set the dates for the fall recruit class and have already had interest. We will be seeking the Board’s approval to have our “Movies at the Station” again this summer starting June 27th and running to August 15th. We have invited the Dos Amigos food truck back and they eagerly agreed. From the comments already received from the community it does sound like people are looking forward to movie night. Our plan is to show an outdoor movie one week and then opposite weeks show the movie on an inside screen. The inside screen will allow us to start the movie earlier so smaller kids can enjoy it as well. Our yard sale is coming right up on June 17th and we are looking forward to it. We are hoping for a safe summer. Sincerely, George Tamborelle Fire Chief/Fire Superintendent RESOLUTION The Cayuga Heights Fire Department seeks permission from the Board of Trustees to hold “Movies at the Station” from June 27, 2017 until August 15, 2017 skipping July 4th. Movie nights start at 1800 hours at the station. We ask that the Board waive the permit fee for this Fire Department function. 3 EXHIBIT 2018-031 Report of the Mayor a. Colbert water/sewer billing: faulty humidifier b. Sunset Park: fencing and signage c. Sewer Billing: calculation of exterior sewer invoicing d. Zoning Ordinance: signs, exterior lighting standards, off-street parking, property maintenance, fences and walls, and solar energy collectors (Articles 10-15) e. Village Seal: Designed by Terry Marcus A.B.C. 4 EXHIBIT 2018-032a June 12, 2017 To: The Honorable Mayor Woodard Members of the Board of Trustees Village of Cayuga Heights Re: Report of the Police Department for May, 2017 In the month of May the police department received 345 calls for service. In addition to these calls 60 uniform traffic tickets were issued and 15 parking violations were cited. A breakdown of the calls for service is as follows: There were no Felony complaints received. 4 Penal Law Misdemeanor complaints were handled. After investigation of 4 traffic stops the following arrests were made: 3 for Aggravated Unlicensed Operation of a MV 3rd and 1-Aggravated Unlicensed Operation of a MV 2nd. 2 Penal Law Violation reports were received. 1 for Drugs, and 1 for Trespass. A suspicious incident involving drug paraphernalia was handled. After investigation of the complaint, the officer found the scene to contain cleaning products with no evidence of drug materials. A trespass complaint was made when a resident reported that the neighbors had been allowing visitors to drive on the complainant’s property when turning around. The neighbor was contacted and stated they would make sure this did not happen in the future. 9 Local Law violations was received, 5 for Noise, 2 for Dog Control, and 2 for In the Park After Hours. One noise complaint came in as several gunshots fired. Upon officers arrival no other gun shots were heard. The officer advised the complainant that the shots could possibly have been fireworks in the nearby area. The other 4 noise complaints involved residents reporting that they heard loud music and/or gatherings from neighboring houses. Upon arrival at each of the complaint locations, the officers advised the residents of the village’s noise ordinance and were asked to keep the noise level down. 2 complaints for missing dogs were received. After a few hours, both owners reported that their dogs had returned. During 2 different patrols of the park, officer s found subjects to be parked in Sunset Park outside of the designated times. A warning was given and all subjects left the park without incident. There were no motor vehicle accidents reported. There were no incidents reported involving deer. In summary, 4 persons were arrested and the following 5 charges were filed: 1 LL-Barking Dog, 1-Suspended Registration, 1-Aggravated Unlicensed Operation of a MV, 1- Execution of an Arrest Warrant, and 1-LL-Noise/Loud Party or Gathering. Over the course of this month police department members took part in the following trainings and events: On May 23rd Police Clerk Jackie Carr completed and passed the NYS Notary Exam in Syracuse NY. The full time officers worked a total of 108.5 hours of overtime and the part time officers worked a total of 163 hours. Sincerely, Chief James Steinmetz 5 EXHIBIT 2018-032b CAYUGA HEIGHTS POLICE DEPARTMENT Uniform TRAF Tickets 5/1/17 to 5/31/17 Date Offense Location_____________ 5/2/17 1180b Speed Over 55 Zone State Route 13 5/3/17 1110a Disobeyed Traffic Control Device (Speed) Hanshaw Rd 5/3/17 3752a3 No/Insufficient Tail Lamps Hanshaw Rd 5/3/17 1110a Disobeyed Traffic Control Device Cayuga Heights Rd 5/4/17 1110a Disobeyed Traffic Control Device Pleasant Grove Road 5/5/17 306b Uninspect Motor Vehicle-Expir As Of 01/31/17 1000 Block Of Trip Rd 5/5/17 5091 Unlicensed Operator 1000 Block Of Trip Rd 5/5/17 5112aa Aggravated Unlic Oper-2nd Deg-Alc 1000 Block Of Trip Rd 5/5/17 3752a No Headlamps/Inclement (Rain) Hanshaw Rd 5/5/17 1110a Disobeyed Traffic Control Device (Speed) Hanshaw Rd 5/5/17 1110a Disobeyed Traffic Control Device (Speed) Hanshaw Rd 5/7/17 37540b Inadequate Or No Stop Lamps (Ds/Out) Hanshaw Rd 5/7/17 4011a Unregistered Motor Vehicle (Exp 08/25/16) Hanshaw Rd 5/7/17 306b Uninspect Motor Vehicle (Exp 08/2015) Hanshaw Rd 5/7/17 3191u Operating Without Insurance (Exp 01/24/17) Hanshaw Rd 5/7/17 5111a Aggravated Unlic Op 3rd (Misd) (Susp 12/04/16) Hanshaw Rd 5/7/17 3752a No Headlamps/Inclement (Rain/Clouds) North Trip Rd 5/8/17 1110a Disobeyed Traffic Control Device N Trip Rd 5/9/17 1110a Disobeyed Traffic Control Device (Stop) The Parkway 5/9/17 4011a Unregistered Motor Vehicle (Exp 04/02/17) North Trip Rd 5/9/17 3191u Operating Without Insurance (Exp 03/04/17) North Trip Rd 5/11/17 306b Uninspect Motor Vehicle Cayuga Heights Rd 5/12/17 1180d Speed In Zone Hanshaw Rd 5/14/17 1110a Disobeyed Traffic Control Device (Speed) Cayuga Heights Rd 5/14/17 306b Uninspect Motor Vehicle Pleasant Grove Road 5/14/17 37540b Inadequate Or No Stop Lamps N. Trip Road 5/14/17 1110a Disobeyed Traffic Control Device Pleasant Grove Road 5/14/17 1163b Insuff Turn Sig - Less Than 100' Pleasant Grove Road 5/14/17 3752a1 No/Inadequate Lights N. Trip Road 5/15/17 1110a Disobey Traffic Control Device(50/30) Trip Rd 5/21/17 5112a2 Aggravated Unlic Oper-2nd Deg. St RT 13 5/21/17 306b Uninspect Motor Vehicle St RT 13 5/21/17 5091 Unlicensed Operator St RT 13 6 5/22/17 1142a Fld To Yld Rt-Of-Way @ Stop Sign N Trip Rd 5/22/17 5111a Aggravated Unlic Op 3rd (Misd) N Trip Rd 5/24/17 306b Uninspect Motor Vehicle (06/16) Pleasant Grove Rd 5/26/17 1110a Disobeyed Traffic Control Device Hanshaw Rd 5/26/17 3191u Operating Without Insurance-No Proof In Veh Hanshaw Rd 5/26/17 37540 Inadequate Or No Stop Lamps Hanshaw Rd 5/26/17 1229c3 No Seat Belt N Trip Rd 5/26/17 1229c3a Lap/Shoulder Violation Or Dj Violation N. Trip Rd 5/26/17 1229c3a Lap/Shoulder Violation Or Dj Violation N. Trip Rd 5/27/17 1142a Fld To Yld Rt-Of-Way @ Stop Sign Highland Rd 5/27/17 3191u Operating Without Insurance Highland Rd 5/27/17 5091 Unlicensed Operator Highland Rd 5/27/17 1110a Disobeyed Traffic Control Device Cayuga Heights Rd 5/28/17 1110a Disobeyed Traffic Control Device Pleasant Grove Road 5/28/17 306b Uninspect Motor Vehicle Exp 04/2017 N Trip Rd 5/29/17 306b Uninspect Motor Vehicle Hanshaw Rd 5/29/17 3191u Operating Without Insurance (Exp 4/16/17) North Trip Rd 5/30/17 1110a Disobeyed Traffic Control Device Hanshaw Rd 5/30/17 306b Uninspect Motor Vehicle Pleasant Grove Rd 5/30/17 4011a Unregistered Motor Vehicle Pleasant Grove Rd 5/30/17 1225d Oper Mv While Using Portable Elec Dev (R-Hand) Pleasant Grove Rd 5/31/17 306b Uninspect Motor Vehicle Pleasant Grove Rd 5/31/17 306b Uninspect Motor Vehicle Pleasant Grove Rd 5/31/17 306b Uninspect Motor Vehicle Pleasant Grove Rd 5/31/17 306b Uninspect Motor Vehicle Pleasant Grove Rd 5/31/17 4011a Unregistered Motor Vehicle Pleasant Grove Rd 5/31/17 5091 Unlicensed Operator Pleasant Grove Rd EXHIBIT 2018-032c CAYUGA HEIGHTS POLICE DEPARTMENT May 2017 Total Traffic Citation Report, by Violation Violation Description Totals_ 7B LL#1-96 NO PARKING ZONE 2 7C LL#1-96 WRONG SIDE TO CURB OR EDGE 3 7D LL#1-96 OVERNIGHT PARKING 10___ Report Totals 15 7 EXHIBIT 2018-033 Village of Cayuga Heights Assistant Superintendent of Public Works Report 6/19/2017 Streets/Capital Improvement: ❖ Village Parking Lot has been painted and new parking signs have been installed. ❖ Drainage work along Texas lane has been completed. Water: ❖ There was a water break on Highland road on 5/24 around 9PM. A crew of 4 came in to fix the issue which was resolved in 6 Hours. General: ❖ Disconnect switch for street lights – Brent, Tim and I met with Ted Hanson of NYSEG to discuss the possibility of installing a disconnect switch. Ted was going to review the different feeds for the street lights and get us in contact with someone who could cut the power to the street lights for us. This would give the village a window to hire a contractor to install a disconnect switch. o In contact with NYSEG to discuss options of NYSEG taking ownership of the street lights. ❖ See the attached Work Order tracking sheet which shows all items that the DPW has address or will address. ❖ New temporary signs have been installed at the park to notify people that there is a steep slope. ❖ The new Volvo Loader arrived at the DPW in May: 8 EXHIBIT 2018-034 REPORT OF THE ENGINEER: MAY 1. I have received information that the NYS Planning Grant application still has a median household income level lower than the Village’s property owners (as per 2010 census). At one point, I had spoken to an agency who thought that they could do a blended income analysis that would allow us to use lower MHI from some of the other municipalities in the sewer service area. Unfortunately, when I got back to them about the current round of applications, they looked at it closer and said that this type of project was not eligible to prorate the MHI. 2. I participated in a webinar about the NYS Environmental Facilities Corporation’s eligibility for NYSDEC grants and financing. There is a $1.150 billion program that will be spread over 5 years. This summer, they will be awarding $255 million. It is unknown how much will be available next year, but I suspect it will be about the same. To be eligible for a grant/financing award, we will need an Engineering Report. We have a quote from GHD to provide such a report for the estimated cost of $27,000. Since we have already committed to doing some of the study at the Headworks Building, they have reduced the quote to $23,000 (I need to get that in writing). EFC strongly suggests that if we want to apply for a grant next year, then we should be moving forward with the Engineer’s Report this year. They are emphasizing “shovel ready” projects. 3. Based on the above information in items 1. & 2., it appears that we will need to move forward with the GHD Engineers Report proposal without the cost being subsidized by a state program. If we expend the $23,000 now, this will put us in a position to be eligible for a grant of up to 25% of the construction cost of a project. This will include the work we are already “engineering” for the Headworks Building. I believe that the current Sewer Fund has an adequate balance to pay for this study without borrow/bonding. 4. Immediately following last month’s Trustee meeting, there was a meeting the next morning to discuss options for awarding an small amount of sewer capacity to the Town of Lansing under a Memorandum of Understanding that they will be looking for more capacity as soon as the Village is able to get a better understand of what is the best way to meet this demand. Instead of issuing more than the 102 sewer units (dwelling units) that was previously discussed, they offer to accept a maximum metered volume of 33,050 gallons per day. GHD Engineers were on hand, and they agreed that the request (equivalent to 0.03 mgd) would not be a significant impact on the current flow trends at the VCH WWTP. Therefore, a verbal agreement was made to move forward under these conditions. The Town of Lansing attorney had previously drafted an MOU, but after reviewing it, both Attorney Marcus and myself had several recommended revisions. Since then, the Town Supervisor has requested that we edit the draft to meet the Village’s preferences and that the Town Board would then consider the same version of it at the next Board meeting on 6/21/17. I am currently working on the final version of the MOU with Attorney Marcus and will have it to distribute to the Trustees by the end of this week. 5. I have received confirmation from TG Miller that the design of the Kline Road diversion was based on a study of the then current (2005) number of dwelling units in the Village of Cayuga Heights that are in the “old village”. The number used in the design is 342 units. Since the Village of Lansing reimbursed the Village of Cayuga Heights for the cost of this project (about $130,000), the Village of Lansing has been receiving new sewer units without concern for exceeding the benefited capacity. Now that the Village of Lansing is in the planning review stage of a 140 unit apartment project, I did a summary of all activity since 2005. The Village of Cayuga Heights has issued 172 units to date. That leaves 170 units available to allocate to the current projects in Village of Lansing. I think this is a good point to document the sewer allocation to Village of Lansing at the same time we are entering into an MOU with the Town of Lansing for short term sewer needs. 6. TCAT has hired David West as a consultant for the bus stop sign project. He has provided a map (see attached) with the desired locations, but I have asked for closer details so that we can be more specific when it comes time to issue a license agreement that will need Trustee approval. I expect to continue development of this detail over the next 30-60 days. 9 EXHIBIT 2018-035a VILLAGE OF CAYUGA HEIGHTS CLERK & TREASURER’S REPORT June 19, 2017 1. Administration: Tax bills were mailed out on May 30th. Receipts have been strong and undeliverable ones are researched and redirected as appropriate. The Taxes Due legal notice was published in the Ithaca Journal for three days including a weekend. All third- party payables have been sent to the escrow holder of record. Review and approve invoicing for clerk, treasurer, building, court, attorney, deer management and others. 2. Records Management: Efforts are ongoing to migrate files from the server to Laserfiche this month. 3. Communication: eNewsBlasts are sent every other Friday. A print newsletter will only be produced once annually in September. 4. Computer System Administration: Mentoring on the use of Microsoft e365 needs to be scheduled. John Brehm, HPM Computer System consultant, will begin to spend time weekly performing system tasks which require expertise not available in -house. 5. Reporting and Audit: Preparation of the Annual Update Document (AUD) fiscal year reporting to the NYSOSC is underway. It is due within sixty (60) days from the end of fiscal year 2017 on May 31, 2017. Updated reporting software has been downloaded from the OSC online website. Supplemental reporting is in progress. 6. Policies and Local Laws: Breach Notification Policy (EXHIBIT 2018-035b) 7. Budget: Resolution needed for the Board to approve blanket modification authority of the FYE2017 Budget to the Treasurer for the purpose of end-of-year account balancing. 8. Debt: Interest payments on Water bonds and Fire Station bonds are due this month. 9. Revenues & Expenditures: April 2017 Bank to Book Reconciliation has been completed by Trustee & Deputy Treasurer Biloski (EXHIBIT 2018-035c). May 2017 Bank to Book Reconciliation by Trustee & Deputy Treasurer Biloski has been delayed due to complexity of fiscal year end close. All Sewer billings to other municipalities have been sent for current quarters per Mayor’s Report. 10. Current Expenses - Unaudited Abstract #13 for expenditures in Fiscal Year End May 31, 2017 and Abstract #1 for expenditures for Fiscal Year End May 31, 2018, both dated June 19, 2017 as distributed. 11. Approval of June Abstracts – BE IT RESOLVED THAT: Abstract #013 for FYE2017 consisting of TA vouchers 112 - 116 in the amount of $1,935.38 and Consolidated Fund vouchers 1014 - 1113 in the amount of $340,564.43 is approved and the Treasurer is instructed to make payments thereon. BE IT RESOLVED THAT: Abstract #01 for FYE2018 consisting of TA vouchers 1 - 6 in the amount of $20,117.23 and Consolidated Fund vouchers 1 - 21 in the amount of $304,664.41 is approved and the Treasurer is instructed to make payments thereon. Respectfully submitted, Joan M. Mangione 10 EXHIBIT 2018-035b page 2 of 3 Village of Cayuga Heights Security Breach Notification Policy The Village of Cayuga Heights (Village) Security Breach Notification Policy complies with the New York State Technology Law, Section 208 whereby the Village will notify an individual when any of his/her private information has been acquired without authorization. Private Information includes: 1. Social security number; 2. Driver's license number or non-driver identification card number; or 3. Account number, credit or debit card number, in combination with any required security code, access code, or password which would permit access to an individual's financial account. Private information does not include publicly available information that is lawfully made available to the general public from federal, state or government records. When the Village becomes aware that private information has been compromised, the Village will notify the affected individual as soon as possible by one of the following methods: 1. Written notice; 2. Electronic notice, provided that the person to whom notice is required has expressly consented to receiving said notice in electronic form and a log of each such notification is kept by the Village. 3. Telephone notification provided that a log of each such notification is kept by the Village. Regardless of the method by which notice is provided, such notice shall include contact information for the Village and a description of the categories of information that were, or are reasonably believed to have been, acquired by a person without valid authorization, including specification of which of the elements of private information were, or are reasonably believed to have been, so acquired. The Village will also notify the New York Attorney General, Department of State's Division of Consumer Protection, and the New York State Cyber Security and Critical Infrastructure Coordination Office, as to the timing, content and distribution of the notices and approximate number of affected persons. Such notice shall be made without delaying notice to the affected individuals. Policy to be in force upon Board of Trustee approval. 11 7. 12 EXHIBIT 2018-036 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.