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HomeMy WebLinkAbout09.15.2021_Minutes1 Minutes VILLAGE OF CAYUGA HEIGHTS Wednesday, September 15, 2021 Marcham Hall BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Zoom Link 4118425407 Present: Trustees: Hubbell, Marshall, McMurry, Rennekamp, and Salton; Police Chief Wright, Village Engineer Cross; Director of Public Works Wiese; Village Clerk Walker; Treasurer Laskaris; Attorney Marcus. Absent: Mayor Woodard and Trustee Robinson. 1. Call to Order: Deputy Mayor McMurry calls the meeting to order at 7:12 p.m. 2. Approval of Meeting Minutes: August 18, 2021 (Exhibit 2022-052) Resolution # 9037 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the August 18, 2021, Meeting Minutes as presented. Motion: Trustee Rennekamp Second: Trustee Marshall Ayes: Trustees: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton. Nays: none Abstentions: none Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2022-053) • Fire Superintendent Tamborelle states that the fall 2022 recruit class dates are set. • Fire Superintendent Tamborelle states that he will be contacting a roofing contractor to repair a leak that has appeared at the fire station. • Deputy Mayor McMurry asks how this year’s recruitment class compares to previous years. Fire Superintendent Tamborelle states that this class seems to be made up more of community members. He would prefer to run a smaller class but, if there a lot of prospects, he will attempt to run a larger class. 4. Privilege of the Floor: No members of the public wish to speak. 5. Report of Treasurer Laskaris: Abstract # 4 Resolution: 9038 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #4 for FYE2022 consisting of TA vouchers 22-28 in the amount of $15,569.86 and Consolidated Fund vouchers 223- 300 in the amount of $320,672.14 and the Treasurer is instructed to make payments thereon. 2 Motion: Trustee Salton Second: Trustee Marshall Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried a. Schedule a Public Hearing on 2022 water and sewer rate: Bolton Point has notified the Village of their 2022 water rate. • Treasurer Laskaris states that the Village Finance Committee met to discuss Bolton Point's decision to raise water rates by 3.0% in January 2022. The committee recommendation is to pass that 3% increase on to the consumer without an additional Village surcharge as presented in Exhibit 2022-055. • This will continue to increase our fund balance for any water infrastructure projects. We anticipate that a portion of this fund balance will be used to repay the loan on the current WWTP renovation projects. • Trustee Hubbell asks if annual budgeting is meeting annual expenditures in a given year. Treasurer Laskaris states that, historically, we have always had enough fund balance to meet expenditures. She also states that it has been two years since the Village made the last $100,000 payment of a $1,000,000 bonded water infrastructure project. • Director of Public Works Wiese states that as we prepare for the findings from water the flow study of all Village hydrants, we could potentially have new a water infrastructure project which would cut into fund balance. • The Village Finance Committee is also recommending a 3% increase to the Village sewer rate. • The Board will discuss this rate recommendation at the October Board of Trustees Meeting. Resolution: 9039 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees hereby schedules a Public Hearing on October 20, 2021, at 7:05 p.m. to seek comments on a Proposed Local Law to increase the Village’s sewer rate by 3%. Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried • Village Treasurer Laskaris states that the NYCLASS account is earning twice as much interest as the TCTC saving account. 3 • Village Treasurer Laskaris also states that she will need to present two budget modifications at the October Board of Trustees meeting for the NYSLRS system. 6. Report of Deputy Mayor McMurry: a. Cayuga Heights Road TAP Update: It has been determined that holding a public information meeting on the proposed Cayuga Heights Rd. sidewalk project at this time would be premature since we are not sure if we will be awarded the grant, and this meeting is not required by the NYSDOT as part of the application process. • Clerk Walker asks Deputy Mayor McMurry if the office should still promote the public survey on pedestrian needs for Cayuga Heights Rd. Deputy Mayor McMurry states that, yes, we should still promote the survey. • The Village is still on track to submit the TAP application on September 29, 2021. • Trustee Marshall asks when will the Village know the level of acceptance from property owners affected by this project. Deputy Mayor McMurry states that there are only two properties that would require an easement. Those two easements would likely be obtained during the Rightsizing Culvert project that is currently in the final design phase. • Deputy Mayor McMurry further states that if and when the Cayuga Heights Rd. TAP Grant is awarded, then we will hold a public meeting and accept feedback from residents. • Trustee Salton asks when will the Rightsizing Culvert project begin. B. Cross states that the project is ready for bidding and anticipates the construction phase will begin next spring. As a follow up, Trustee Salton asks why then do we have all the culvert piping at DPW if it is going to sit for another year. B. Cross states that we had hoped to get the bids out earlier this year. • B. Cross states that the new challenge is researching the permanent easements that will be required for the culvert project. The Board will discuss this further under the Village Engineers Report. b. Posting of the Treasurer Position: At the August Board of Trustees Meeting, a resolution was passed to post a part-time Treasurer position. • Deputy Mayor McMurry states that we neglected to establish a salary rate for this position. The Village Human Resources Committee recommends a salary range of $30,000 - $35,000. The position will also require vaccination from COVID-19 before employment. Resolution: 9040 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes the posting of a part-time Village Treasurer position for 20 hours per week at a base salary of $30,000 on the Tompkins County personnel website. The position is to be hired as soon as a qualified candidate is identified and 4 the candidate must complete a successful background investigation and has been fully vaccinated against COVID- 19 two weeks before starting employment. Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried • Clerk Walker states that he contacted Tompkins County HR and they see no reason why we could not promote our open position through our website as well as the E-newsblast. c. General Code Update: There are several Village Local Laws that need to be codified into the Village Code. Exhibit 2002-056 • Clerk Walker states that two times a year the Village should submit to General Code any legislation that has been passed to incorporate it into the Village Code. Since the beginning of the COVID-19 pandemic, which fell at the beginning of our budget season, it was decided by Mayor Woodard not to fund this expense. • Tonight, we are asking the Board of Trustees to move money from the continency account in the amount of $2,700 to fund account A1460.200. • Deputy Mayor McMurry states that when a new piece of legislation is submitted to E-code it is listed in the “new laws” section and is not codified into the appropriate section of the code. Going forward we will submit any new laws for codifications in May and November. This unbudgeted cost is to make up for the last three years. Going forward the cost will be much less. Resolution: 9041 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes moving $2,700 from contingency to the A1460.200 account for codifying into E-code (8) Village Local Laws. Motion: Trustee Salton Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried 7. Report of the Trustees: No report at this time. 8. Report of Police Chief Wright: Submitted Report (Exhibit 2022-057) • Chief Wright states that interviews were held on September 7, 2021 for two new part-time officers, and two qualified candidates have been selected. Both currently work for the Dryden Police Department, one as a full- time officer and the other as a part-time officer. 5 Resolution: 9042 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Police Chief Wright to offer a part-time Patrol Officer position with the Village of Cayuga Heights Police Department to Raven M. Miller, at the current PBA contracted rate subject to a successful background check. Motion: Trustee Salton Second: Trustee Rennekamp Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9043 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Police Chief Wright to offer a part-time Patrol Officer position with the Village of Cayuga Heights Police Department to Geoffrey K. Trimm, at the current PBA contracted rate subject to a successful background check. Motion: Trustee Marshall Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried • In Closing, Chief Wright states that after several repairs his new patrol vehicle is back in service. 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2022-058) • Director of Public Works Wiese states that the laborer position has been posted on the County website for two months and has received 12 applications. Director Wiese will have a candidate for Board approval at the October Board of Trustees meeting. • All work associate with the Kline Road bypass has been completed. A metal plate was installed to act like a dam for any flow directed to the City of Ithaca. At this point, everything is working correctly. • Precision Group has completed the camera work on Pleasant Grove Road and will be returning in three weeks to begin lining the sewer pipe on Pleasant Grove Road. 10. Report of Village Engineer Cross: a. WWTP Update: • B. Cross states that the general contractor is not going to do any physical construction in this calendar year. The equipment they will be installing for the digestive covers is very unique and requires significant design time to- 6 make sure it works. This delay might be helpful since the IAWWTF plant is not able to take any of our liquid sludge during the time the current digesters are being replaced. b. Cayuga Heights Road TAP Continued Discussion: • B. Cross states that, as a follow-up to the earlier conversation on the Cayuga Height Road TAP application, the Culvert Rightsizing project is ready to have easements prepared before we send it out to bid. • Trustee asks why, given the scarceness of contractors given the current climate during the pandemic ,, we wouldn’t send the project out to bid sooner rather than later. • B. Cross states that there are no more than twelve easements that need to be completed for this project. • Village Attorney, R. Marcus asks B. Cross if the design of the project is advanced enough to describe the areas that are necessary for developing and mapping easement documents. B. Cross states that T.G. Miller has the mapping completed, but not the descriptions. It is a balancing act to see if you get cooperation from the property owner versus having to draft formal easement documents. • Deputy Mayor McMurry asks B. Cross what is the advantage to waiting to negotiate the easements before obtaining bids versus bidding the project now and stating the project is subject to future easements. • B. Cross states that there is a possibility that disclosing that ahead of time would scare off bidders. If there is any delay in getting the easements after the bids are in, then the bidder is only obligated to hold his bid price for a certain number of days. On the positive side, T.G. Miller has formatted the project into seven different projects and bids could be done separately if there was a delay due to obtaining an easement. • Trustee Hubbell would like to know more about the nature of negotiations with the property owners. • Village Attorney, R. Marcus states that this would be an official granted easement that will describe the property owners and property. The hope is that the property owner will participate in the project for the good of the Village. There is no precedent where the Village could or would offer a monetary payment in exchange for use of their property. If the resident will not sign the easement, then it would become an issue of eminent domain. If the Village has to go that route, it could take six to twelve months to complete an easement. • B. Cross states that he will reach out to the property owners and report back to the Board at the October meeting. He will also request that T.G. Miller be ready to advertise the bid for this project right after the October Board Meeting. • Trustee Marshall asks if there is a requirement that the bids mention that rights-of-way from property owners are required. Village Attorney R. Marcus states that he is confident that T.G. Miller would incorporate that language into the bid documents. c. Fire Inspector Position: • B. Cross states that he has received two applications for the Fire Inspector position that is currently posted on the County website. B. Cross anticipates asking for Board approval to hire at the October Board of Trustee Meeting. 7 d. Kline Rd. By-pass Update: • B. Cross states that the Kline Rd By-pass meter has been working well but might need some calibration adjustments. • In closing B. Cross states that Mayor Woodard was notified by the City of Ithaca’s IAWTF that the Village needs to update our local law on pre-treatment standards. We will be drafting the language in the next few months. There are two companies (Borg Warner and Odyssey) that utilize the WWTP and will need to comply with our updated pre-treatment standard. GHD will be assisting the Village with drafting these standards. 11. Report of Clerk Walker: Submitted Report (Exhibit 2022-059) • Clerk Walker reports that the only action items he has tonight are approving the Village Justice JCAP grant application for a new HP All-in-One copy machine and the Village Justice FYE 2019-2020 Annual Audit. Resolution: 9044 WHEREAS, The State of New York in 1999 established the Justice Court Assistance Program (JCAP) Grant to provide State assistance to Town and Village Courts, and WHEREAS, the Village of Cayuga Heights Board of Trustees has determined that participation in the JCAP Grant application is desirable, and is in the public interest, and WHEREAS the maxim JCAP award is $30,000 and WHEREAS, the Village of Cayuga Heights Board of Trustees authorizes the Village Justice Court to submit a 2021 JCAP Grant application, NOW THEREFORE BE IT RESOLVED that the Village of Cayuga Heights Board of Trustees approves the submission of a JCAP Grant application in the amount of $498.88 for an HP Officejet Pro Premier All-in-One printer, copier, and fax machine with cartridges. Motion: Trustee Salton Second: Trustee Marshall Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nay & Abstentions: None Motion Carried Resolution: 9045 BE IT RESOLVED THAT: The Board of Trustees acknowledge that they have reviewed the FYE Annual Village Court Audit as presented in Exhibit 2022-070. • Trustee Salton would like Clerk Walker to follow up with some details as to why the Village Court was able to accept online payments. 8 Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried 12. Report of Attorney Marcus: Attorney Marcus requests an attorney-client privilege session. • Deputy Mayor McMurry requests a motion for an attorney-client privilege session at 8:50 p.m. Resolution: 9046 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes Attorney Marcus’s request to enter into an attorney-client privileged session. Motion: Trustee Rennekamp Second: Trustee Marshall Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried • The Village Board of Trustees exits attorney-client privileged session at 9:04 p.m. Resolution: 9047 BE IT RESOLVED THAT: The Board of Trustees exits the attorney-client privileged session at 9:04 p.m. and returns to the open meeting. Motion: Trustee Marshall Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried 13. Adjournment: Deputy Mayor McMurry makes a motion to adjourn the meeting at 9:04 p.m. 9 Resolution: 9048 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes adjourning the meeting at 9:04 p.m. Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Deputy Mayor McMurry; Trustees: Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: none Motion Carried