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HomeMy WebLinkAbout11.17.2021_MinutesMinutes VILLAGE OF CAYUGA HEIGHTS Wednesday, November 17, 2021 Zoom Meeting ID # 4118425407 BOARD OF TRUSTEES 7:00 p.m. SPECIAL MEETING Present: Mayor Woodard; Trustees: Hubbard, Marshall, McMurry, Rennekamp, Robinson, and Salton; Police Chief Wright; Village Engineer Cross; Director of Public Works Wiese; Clerk Walker; Treasurer Laskaris; Treasurer Dolch; Attorney Marcus; Planning Board Members, Chair F. Cowett, M. Johnston, E. Quaroni, Andy Monroe, R. Segelken 1. Call to Order: Mayor Woodard calls the Special Joint Board of Trustees meeting to order at 7:03 p.m. Planning Board Chair F. Cowett call the Village Planning Board Meeting to order as well. •The following minutes on the RaNic Gold Club Planned Development Zone were prepared by Planning Board Chair F. Cowett. 2. RaNic Golf Club Planned Development Zone Presentation (PDZ): •S. Whitaker, owner of RaNic Golf Club, states that his objective is to transform the former Ithaca Country Club into a full-service golf club with lodging. Over the last few months, he has learned that changes need to be made to support this type of operation. •N. Demarest, STREAM Collaborative, states that he will present some concepts for making changes to the property; consultants include STREAM Collaborative which will advise on architecture, landscape architecture, and golf course improvements, Jason Demerest who will advise on improvements to the existing clubhouse, and Marathon Engineering which will advise on stormwater management, utilities, and interaction with the NYS DEC; the property consists of 120 acres of which 15 acres are located in the Village of Cayuga Heights and 105 acres are located in the Town of Ithaca. •Any changes sought in Cayuga Heights will require the creation of a Planned Development Zone (PDZ) by the Village's Board of Trustees; a PDZ in Cayuga Heights requires a 5-acre minimum and, for the purposes of this PDZ, the entire 15 acres located in Cayuga Heights should be considered the PDZ; a PDZ would facilitate the best use of the property not permitted under existing zoning and is consistent with the purpose of a PDZ as articulated in § 305-43. An of Village E-Code in that it affords flexibility in land use encourages development in an imaginative and innovative way and promotes the objectives and recommendations of the Village’s comprehensive plan; •the Streamsong Resort in Bowling Green FL, the Sand Valley Resort in Nekoosa WI, and the Bandon Dunes Resort in Bandon OR are three golf-focused facilities serving as inspiration for this project; the Bandon Dunes clubhouse and its shingle roof are consistent with the architecture found in Cayuga Heights and may serve as a model for the changes needing to be made to the existing RaNic clubhouse. •S. Whitaker states that the plan for RaNic is to create a golf-focused operation that will become a destination for golfers coming to stay and play; this type of destination stay and play concept requires RaNic to transition to more of a lodging facility. •N. Demarest states that in keeping with the stay and play concept, RaNic's existing pool house will become a three-story boutique inn overlooking the golf course’s 18th green that will accommodate visitor stays; there will also be 9 stand-alone cabanas associated with the inn tucked into the nearby woods; RaNic would additionally like to incorporate condominium townhouses into portions of the property; this housing would be comprised of 32 townhouses and would include a mix of both two- story units and one-story aging-in-place units •S. Whitaker states that townhouses are being proposed partly in response to requests from current club members who are empty nesters wishing to scale down the size of their current housing and who may also be snowbirds interested in spending the winter months away from Ithaca in a warmer climate; the boutique inn will provide a lodging option not currently available to the Cornell community, including parents dropping off students on move-in day. •N. Demarest states that a presentation similar to this one will be made in December to the Town of Ithaca; the project team envisions a formal application being made to the Village in January, design and engineering plans to be finalized in the spring and summer of 2022, groundbreaking to begin in the fall of 2022, and the facility to open in the fall of 2023. •Trustee P. Salton asked if the drawings shown in the presentation can be shared with the Village. N. Demarest states that he will share the drawings with Code Enforcement Officer B. Cross for distribution to Board members; the drawings show the creation of a driveway leading from RaNic onto Hanshaw Road; this driveway will reduce the project’s potential traffic impact on Pleasant Grove Road. •Trustee M. McMurry asked about the approximate number of housing and lodging units and the demands to be placed on parking. N. Demarest states that 32 townhouses are currently envisaged, but that number may need to be reduced for stormwater management needs; the inn will be comprised of 24 to 32 rooms and 9 cabanas. •Trustee K. Hubbell asked whether there will be a relationship between RaNic and the adjacent Cornell golf course. N. Demarest states that there is a close relationship with the Cornell course; Cornell is in the process of renovating its course and there are discussions between RaNic and Cornell concerning drainage; the possibility of reciprocal playing privileges between the two courses will also be explored. •Trustee J. Marshall asked about the potential traffic impact on existing roads and neighboring intersections. N. Demarest states that the project team will be looking at traffic closely and will likely hire a traffic engineer to determine that impact but has yet to do so. •Planning Board Chair F. Cowett asked if the number of townhouses dwelling units is equivalent to the number of townhouses. N. Demarest states that they are equivalent and currently total 32. •Planning Board Member, M. Johnston asked if the townhouses will be privately owned. N. Demarest states that the townhouses will be privately owned, but owners will not be responsible for managing areas exterior to them, similar to a condo. •N. Demarest also states that there will be an increase in roadway surface, and the increase will not be insignificant, but the increase has not yet been calculated; emphasis has been given to introducing the housing and lodging proposals. •Planning Board Member, M. Johnston asked if there is a concern for creating a greater visual boundary between the RaNic and Cornell golf courses. N. Demarest states that there are ongoing discussions about the boundary between the two courses due to a large portion of the RaNic course draining across the Cornell course; a better definition between the two courses is therefore being considered. •Planning Board Member, E. Quaroni asked how the inn cabanas will be used. N. Demarest states that the cabanas should be considered to be stand-alone cabins associated with the inn which afford greater privacy than the rooms in the inn. •Trustee P. Salton asked if the cabanas will be offered for sale. N. Demarest states that the cabanas will not be for sale. •Trustee R. Robinson asked about the number of persons occupying the site with 80% in occupancy. N. •Demarest states that he would estimate townhouse occupancy to be one- and one-half persons per townhouse, or 48 persons, plus 39 hotel rooms at 80% occupancy, for an approximate 60 to 75 persons on site. •Trustee R. Robinson asked about the number of employees on-site and the increase from current staffing. S. Whitaker states that current golf course staffing is 4 full and 4 part-time employees and will increase to 8 full and 8 part-time employees; clubhouse staffing will increase from 8 to 15. •At this time the RaNic presentation was concluded. •Planning Board Chair adjourns the Village Planning Board meeting at 7:39 p.m. •The Village Board of Trustees resumes their agenda at 7:39 p.m. 3a. Approval of Meeting Minutes: October 20, 2021 (Exhibit 2022-083) Resolution # 9072 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the October 20, 2021 meeting minutes as presented. Motion: Trustee Marshall Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Rennekamp, Robinson, and Salton Nays: none Abstentions: Trustee McMurry Motion Carried 3b. Approval of Meeting Minutes: October 28, 2021 (Exhibit 2022-084) •The Board tabled approving October 28, 2021; Meeting Minutes until Trustee Salton had time to review them. 4. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2022-085) •Fire Superintendent Tamborelle states that things are going well at the fire station. He also states that the ladder truck will be delivered in the first week of February. •From Fire Superintendent Tamborelle’s report, Trustee Robinsons asks if there were any repercussions for the occupants at the sorority that had an activated carbon monoxide alarm but did not evacuate the building. Fire Superintendent Tamborelle states that his staff carry multi-gas detectors on all the heavy apparatus and when they entered the building the detector alarm activated almost immediately showing CO levels of 180 ppm. Any reading above 18 ppm is dangerous. At that point they evacuated the house and during the investigation found that the highest levels were in the furnace room. The furnace was turned off and NYSEG tagged the furnace out of service. •Trustee Hubbell is concerned that with winter coming someone should inspect the flue and make sure gases are not getting trapped. Chief Tamborelle states that this is a good idea, but beyond the scope of emergency services. •B. Cross states that he will inspect the property or if the Village Fire Inspector, Chris Hamilton is available he will ask him to go inspect the property. 5. Privilege of the Floor: No members of the public wish to speak. 6. Report of Treasure Laskaris: Submitted Report (Exhibit 2202-086) •Treasurer Laskaris introduces Village Treasurer L. Dolch to the Board. Treasurer Laskaris states that there are several budget modifications that need resolutions tonight. Resolution # 9073 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget increase of $30,692 in the EMPLOYEE BENEFITS Retirement account A9010.800 to be funded from the Police/Fire account A9015.800 budget surplus of $4,889 and the General Fund remainder of $25,803 from Contingency A1990.400 currently with a balance of $96,880; a Budget increase to Water Fund Retirement account F9010.800 of $2,500 funded from Water Contingency currently with a balance of $20,000 and a Budget increase to Sewer Fund Retirement account G9010.800 of $2,829 funded from Sewer Contingency currently with a balance of $35,000. •Treasurer Laskaris states that she does not know why our numbers were so far off since the amounts come from the NYS. •Trustee Salton asks if this information was discussed at the Village Finance Committee. Mayor Woodard states yes, these budget modifications are a result of those discussions. Motion: Trustee Salton Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Treasurer Laskaris states that the reason for the next several resolutions resulted from a retiree passing away and staffing changes that affect current health care expenses as well as the retiree healthcare plan. Resolution # 9074 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget increase of $4,587 in the Retiree Healthcare account A9060.820 to be funded from Contingency A1990.400 resulting in a Budget of $124,693; a Budget increase to Water Fund Healthcare account F9060.820 of $318 resulting in a Budget of $10,209 funded from Water Contingency and a Budget increase to Sewer Fund Healthcare account G9060.820 of $3,500 resulting in a Budget of $10,938 funded from Sewer Contingency. Motion: Trustee McMurry Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution # 9075 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget increase of $3,825 in the BRI Out-of-Pocket Subsidy account A9060.811 to be funded from Contingency A1990.400 resulting in a Budget of $102,744; a Budget increase to Water Fund BRI Out-of-Pocket Subsidy account F9060.811 of $1,513 resulting in a Budget of $8,461 funded from Water Contingency and a Budget increase to Sewer Fund BRI Out-of-Pocket Subsidy account G9060.811 of $2,232 resulting in a Budget of $9,670 funded from Sewer Contingency. Motion: Trustee Marshall Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution # BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget increase of $7,932 in the Police Health Insurance account A9060.800 to be funded from Contingency A1990.400 resulting in a Budget of $132,413. •The Board did not make a motion on this resolution and therefore this will be presented at the December Board of Trustees Meeting. Resolution # 9076 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget decrease of $11,847 in the Sewer Fund Non-Bargaining Employee Healthcare account G9060.800N to be transferred to Contingency G1990.400 resulting in a Budget of $5,228. Motion: Trustee Robinson Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution # 9077 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget increase of $1,535 in the General Fund Teamsters Healthcare account A9060.800T to be funded from Contingency A1990.400 resulting in a Budget of $105,730 and a Budget increase in Sewer Fund Teamsters Healthcare account G9060.800T of $3,820 resulting in a Budget of $9,951 funded from Sewer Contingency. Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Trustee Salton states that we have never had budget modifications during the year, why now. •Trustee Robinson states that in the past we (the Board) have always given the Village Treasurer a blanket resolution to make all budget modifications at the end of the fiscal year. Now, through a recommendation from the Village Finance Committee, we are requesting any budget modifications to be presented to the board at any given time. •Treasurer Laskaris states that the out of balance budget for non-bargaining healthcare had to be some kind was of carryover from the previous year. •Trustee Salton thanks Treasurer Laskaris and the Board for providing this information. •Treasurer Laskaris states that there is a September draft reconciliation on the agenda, and she is still working on closing October, and the last item on her report is the approving the monthly abstract. Abstract # 6 Resolution: 9078 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #6 for FYE2022 consisting of TA vouchers 38 - 45 in the amount of $20,688.48 and Consolidated Fund vouchers 394 - 481 in the amount of $895,938.80 and the Treasurer is instructed to make payments thereon. Motion: Trustee Rennekamp Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 7. Report of Mayor Woodard: . a. Report on Vaccination Testing: The Village began COVID-19 testing to Village employees who have not indicated that they are fully vaccinated. The Village has a total of 47 employees of which 5 have not shown their vaccination status. 4 within the police department and 1 in the administrative staff. •No discussion from the Board b. Employee Identification: In an effort for the public to identify Village staff the Village Department Heads suggested that the Board take up this discussion. •Mayor Woodard states that in the event that Village Engineer, B. Cross or Director of Public Works M. Wiese or Fire Inspector C. Hamilton or a summer intern has to go onto a Village residents’ property they should have some form of identification. •Police Clerk J. Carr has developed a lanyard identification card for the Village Fire Inspector which is passed around to the Board members. •Trustee McMurry states that a lanyard seems like a simple solution to offer but asks why we don’t have one for all staff members not just for the Village Engineer and a few select others. •Director of Public Works M. Wiese and Village Engineer both express that they have never had any negative experience with a Village resident not trusting who they say they are. •Trustee Salton states that the Public Safety Committee recommendation is if you are knocking on someone’s door unannounced that you have some form of identification such as a lanyard around your neck. •Trustee Robinson asks the Board if we are going to require identification for all staff? •Trustee McMurry states that she doesn't see a downside to every staff member having the identification and only wearing the identification when a staff member is going onto someone's property which is unusual and unlikely so just have the identification in the vehicles or at the barn. •Trustee Marshall states that he thinks this is helpful but wonders if it is worth the imposition for the number of times an employee would use it or need it. •Mayor Woodard states that she does not think the DPW staff needs to have a Village employee identification Lanyard. •Trustee Salton states that all Village employees need to either have identification or none at all. •Trustee Robinson states we should start with providing Village identification for the Village Engineer, Director of Public Works, Village Fire Inspector, and summer intern. •Director of Public Works M. Wiese states that he can attempt to have the DPW staff wear them when they are going onto private property. He could also just have the staff call him and he would approach the property owner. •Trustee Hubbell states that this is a kind of courtesy to the Village Community to have our employees identifiable. •Trustee Marshall states that we can provide Village staff with identification Lanyards, but it is not mandated for them to wear them. Trustee McMurry states that we should make it mandatory for the Fire Inspector, Village Engineer, Director of Public Works, and summer intern. •In closing Mayor Woodard states that going forward the Village Fire Inspector, Village Engineer, Director of Public Works, and summer intern will be given a Village identification that they will be required to wear when approaching a Village residents property. The DPW staff will also be given an identification lanyard and will wear theirs when the situation becomes reasonable. c. EMS Task Force Resolution: Mayor Woodard states that this came from the Tompkins County Council of Governments (TCCOG). The Dryden Town Board has drawn attention to the need to recognize the shortage of ambulance services in rural areas. Resolution: 9079 WHEREAS, the Village of Cayuga Heights Board of Trustees recognizes the critical role that ambulance services providers in rural communities, WHEREAS, the Village of Cayuga Heights Board of Trustees understands that rural ambulance companies are under unprecedented financial stress which is causing many rural companies to shut down and others to take on larger service areas, which increases response times, WHEREAS, the decreasing availability of ambulance service creates issues equity that impacts poorer disadvantaged communities in remote areas, WHEREAS, the Town of Dryden in Tompkins County, and many other rural municipalities have been forced to substantially increase their ambulance tax rates in 2020, causing a regressive tax burden on low- income households, WHEREAS, fewer people are pursuing the paramedic profession, primarily due to extremely low pay and a stressful work environment. Therefore, there is a growing shortage of Paramedics forcing ambulance companies to compete in recruiting and retaining qualified staff, WHEREAS, the problems facing Dryden are shared by rural municipalities throughout New York state, THEREFORE, BE IT RESOLVED, that the Villag of Cayuga Heights requests that the Honorable Kathy Hochul, Governor of the State of New York, sign pending legislation establishing the New York State Rural Ambulance Task Force, Senate Bill S3503C. ALSO RESOLVED, that a copy of this resolution, accompanied by a letter from the town, be sent to Governor Hochul, Senator Hinchey, Senator Helming, Senator Oberacker, and Assemblywoman Kelles. Motion: Trustee Robinson Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried d. Gang of Six Update: •Mayor Woodard states that the significant rain event from the other night resulted in the Village turning on the Kline Road By-pass which sent all flows from the Old Village directly to the Ithaca Area Wastewater Treatment Facility. As part of the new agreement with the " Gang of Six," the Village will be paying the City of Ithaca $10,500 annually for the ability to send sewage to the IAWTF Plant. •Mayor Woodard states that she is hopeful that Susan Brock will have the new draft agreement soon. 9. Report of The Trustees: a. Walking Safe Cayuga Heights Update: •Trustee McMurry states that the Walking Safe team met with NYSDOT regarding the most recent request for changes to the project resulting from the historic resources review. The meeting was productive and resulted in a new outlook on this project. The Village will be able to explain why the NYSDOT request to relocate the sidewalk to the other side of Kline Road does not make sense for this project and justify the reasons and submit that back to NYSDOT. •Trustee McMurry also states that it was good to hear from the NYSDOT that we have the opportunity to push back when there is an unreasonable request on a project and hopefully, we can apply this learning curve on future projects . b. Tompkins County Municipal Health Insurance Consortium Update: •Trustee Salton states that the Greater Tompkins County Municipal Health Insurance Consortium has increased the 2022 premium rate by five percent. 8 . Report of Police Chief Wright: Submitted Report (Exhibit 2022-088) •Police Chief Wright states that both of the new part-time police officers have started their two-month field training program. •Mayor Woodard asks Chief Wright if he had any comments on the article in the Ithaca Voice which criticized the amount of law enforcement deployment for the shooting suspects that were pulled over in the Village last week. •Chief Wright states that he did not view the article but has heard his name was mentioned in it. Chief Wright also states that he has discussed the incident with Sheriff D. Osborne but has not received any call from the individual who wrote that article. •Trustee McMurry states that she would like to commend Chief Wright and the Village Police Department for all the support with this incident. It reminded her of how fortunate we are to have a local police department. Trustee McMurry elaborated that the article was trying to make that point that in light of the charges that were ultimately filed was the law enforcement response proportionate. Trustee McMurry feels that the article did not accurately take into account the context of the incident, the timing of it, the nature of our Village, and the fact that we have a lot of residents who are out walking around at that time of day and that the tone of the article was unfair. •Trustee Salton states that he doesn’t think any law enforcement agency did anything wrong handling this situation. All agencies did a marvelous job with this. Trustee Salton further states that the takeaways as a member of the public is we are hearing about guns going off all the time downtown and we don't want this to be acceptable behavior in our Village. •Chief Wright states that given that type of circumstance is very dynamic and extremely stressful and there's a lot of different ways it can go and is something that changes very quickly, and we have to adapt to it with an understanding of worst-case scenarios and trying to protect the people we serve. •Chief Wright further states that the author of the article has not contacted him at any point regarding the incident. has a lot more he could say in regards to the individual that wrote that article. He has yet to see or hear anything positive ever written about law and order. He also finds it interesting that he's yet to ever call me at any point in regards to anything specifically since that incident obviously occurred in the village. •In closing Chief Wright states that it is very fortunate how the situation played out. We know who the other individual is and it is just a matter of time before he'll be held accountable for his actions, at least in this incident. •Mayor Woodard states that she didn’t mean to imply any criticism of Chief Wright or any other officers. She feels that Chief Wright all the staff did a really good job handling this situation. •Trustee Rennekamp states that at the Cayuga Heights Elementary School PTA meeting the principal had mentioned reaching out to the Village Police Department for a debriefing on the dismissal process from that incident. •Chief Wright states that he would be happy to meet to discuss that process. Once he knew the suspects were in a different area of the Village, he felt the next step was to get these kids and parents who obviously were in an extremely stressful state. We wanted to reunited them as efficiently and safely as possible. We sent two of our officers down to CHES, along with two of the Cornell officers, and we actually connected with the bus garage and school to try to facilitate recess as easily and safely as possible. 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2022-089) •Director Wiese states that the Precision Group started on October 26, 2021, and lined the Pleasant Grove Road sewer line. The project was completed on November 5, 2021. The Precision Group will now camera the line to make sure the sleeving was complete. •A fire hydrant that was damaged by a vehicle involved with the active shooter incident was fixed and upgraded with a commercial connection rather than a residential connection. At the same time, it was noticed that there were 2 other hydrants within 100 feet of each other. At first, Director Wiese thought he could just remove one hydrant but it turns out that the other two hydrants feed off of two different water mains which would be necessary if one water main went down while fighting a fire in the area. •Director Wiese states that Bolton Point has started their evaluation of hydrants in the Village. This process involves checking to ensure caps are accessible and ensuring the valves associated with the hydrant are operating. This has resulted in one hydrant needing to be replaced and 3 valves needing to be addressed. It is likely that a fair number of the Village hydrants will need to be replaced since a majority are forty to fifty years old. He is recommending Bolton Point hold off on any further work until Spring. The Board will need to budget for this cost in the next fiscal year. •Trustee Robinson asks if the hydrants that are in need of new valves, could be used if the fire department needed them? Director Wiese states that they would work but would not be able to be shut off once open. •Trustee Marshall asks if the hydrants could test properly during the flow testing that Bolton Point is performing but still need to be replaced because of its age? Director Wiese states that the answer is yes, but he would not have a reason to replace it if it was functioning properly. •B. Cross states that since Bolton Point is performing a flow test of all Village hydrants every three years, we could use their data for our own study on replacement costs. •Director Wiese states that the last item on his agenda is the Tompkins County Shared Services renewable agreement that the Village has supported over the years. Resolution: 9080 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the Intermunicipal Shared Services Agreement with the understanding that the word “sate” is corrected to “state” in section 4 of the agreement in Exhibit 2022-090 Motion: Trustee Salton Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 9. Report of Village Engineer Cross: a. The Cornell North Campus Residential Expansion Project Road Use Agreement: •B. Cross states that the work on Phase 2 of this project is winding down, the amount of heavy truck traffic is expected to taper off to “normal” levels with occasional trucks to/from the site. Cornell has asked to review the “wear and tear” on the Village roads for the purpose of establishing the amount of money that they will be responsible for reimbursement to the Village. We have received cost estimates from Seneca Stone for the replacement of the asphalt (grinding out and laying new) on Pleasant Grove Road and a new surface overlay on N. Triphammer Road. The total cost of this work, inclusive of some aggressive consideration for material cost escalation, came out to $500,000. This is including the cost of the paving work that was done by the contractor on Hanshaw Road which came out to about $30,000. •In an attempt to allocate a fair/reasonable amount of cost to the project vs the village's obligation to provide a road in good repair to the public, we arrived at a value of 50%. Therefore, we have unofficially discussed the amount of reimbursement to be $300,000, which was arrived at by taking 50% of $500,000, plus the avoidance cost of $50,000 for another Geotech study. •It is B. Cross’s understanding that Cornell is interested in paying this “reimbursement cost” ASAP. Cornell wants to write a check to the Village before the end of the year. •Mayor Woodard asks if the work performed by our own staff is incorporated into that amount. Director Wiese states that they have accounted for those expenses. •Trustee Salton questions the amount we are asking for to repair Pleasant Grove Road and would like more information before agreeing to a settlement check. •Trustee Hubbell states that maybe the Village should have a contingency amount of $100,000 on top of the current settlement number. •Director Wiese states that asking for a contingency could prompt Cornell to do an in-depth Geotech Studio which could potentially show that the road is actually in much better shape than we assume it to be. •Village Attorney R. Marcus asks if either B. Cross or M. Wiese has looked at the final agreement to see what the final process is for Pleasant Grove Road. •B. Cross states that as Trustee McMurry stated previously there might be another infrastructure bill coming our way and is now the time to open back up the discussions of the traffic circle intersection discussion. •Village Attorney R. Marcus states that the Board will make a final determination by resolution once B. Cross has received an offer from Cornell on the Pleasant Grove Road Use Agreement. b. Cayuga Heights Road Culvert Right-Sizing Project: •B. Cross states that he has sent out letters to 25 property owners (accommodating 9 culverts with an easement on both inlet/outlet ends). So far there have been about 5 owners who have responded and all but one have given verbal agreement over the phone. He anticipates that this will continue in a similar manner for most of the rest of the owners. There is one owner who has requested to see the detailed drawings for his property. Now that the easement process has been initiated, he will focus on the task of getting documents in order for the bidding process. •The total cost of all 9 culvert crossings is currently estimated at $638,803. The bidders will be providing a cost breakdown for each of the 9 culvert locations. Therefore, if the bids come in over the total budget, then one or more culvert locations can be "put on hold". In particular, it is anticipated that Site #1 will need to be put on hold because of its relationship with the NYSDOT Route 13 Exit Ramp(s). If Culvert #1 is put on hold, then the total cost of construction would be reduced to $530,323. The work at Culvert #4 may also be reduced or put on hold. •During the development of the plans for this project, it became evident that the concentration of "downstream" flow from culvert #7 has caused "flooding" conditions on N. Sunset Drive (next street to west). A plan has been devised to run a pipe along Cayuga Heights Road between locations #7 and #8 to allow culvert #8 to share in the distribution of the flow, thereby reducing the impact to N. Sunset downstream. The pipework between #7 & #8 has been identified as #7 Diversion. It is estimated to cost $64,951. If we end up putting Culvert #1 on hold and add #7 Diversion, the total project cost would be $595,274. •The NYSDEC Grant for this project is going to reimburse the Village for 50% of all costs up to $595,768. The next step in the process is to authorize TG Miller to prepare bid documents (including bid forms, prevailing wage schedules, bond requirements, contractual forms, etc). They would have these documents ready for bidders in early February with the bid opening in early March for consideration of award by the Trustees at the March 2022 meeting. •Trustee Salton asks if the Right-Sizing Culvert Project is the site work for the current TAP Grant submitted for the Cayuga Height Road sidewalk project. B. Cross states that "yes" we have clear coordination with T.G. Miller on both projects and that puts us in a good position when we are awarded the NYSDOT Grant. Trustee Salton is one hundred percent behind having a pedestrian walkway on Cayuga Heights Road and believes this project would be one of the biggest improvements to the Village and our residents. Resolution: 9081 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes T.G. Miller to prepare the bid documents associated with the T.G. Miller Right-sizing Culvert Project Design Plans on Cayuga Heights Road dates October 20, 2021. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 11. Report of Clerk Walker: Submitted Report (Exhibit 2022-091) •Village Clerk Walker states that the Board of Trustees will need to approve and sign the annual certificate of Trustees to allow the remaining unpaid Village property taxes to be relevied Tompkins County. Resolution: 9082 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 Section 1442, an alternative method for the collection of delinquent village taxes exists. NOW, THEREFORE, BE IT RESOLVED THAT: The Board of Trustees requests the collection of delinquent Village of Cayuga Heights real property tax in the amount of $21,352.10 on (12) properties with $1708.18 in penalties, totaling $23,060.28 to be submitted to Tompkins County. Motion: Trustee Rennekamp Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 12. Report of Attorney Marcus: No report at this time. 13. Executive Session: Mayor Woodard asks the Board for an Executive Session. Resolution: 9083 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 money: THEREFORE, BE IT RESOLVED THAT An Executive Session of the Village of Cayuga Heights Board of Trustees are conducted for the purposes of subsection (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. Motion: Trustee Marshall Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9084 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees exits the Executive Session and returns to an open meeting at 10:20 p.m. Motion: Trustee Salton Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none 14. Adjournment: Mayor Woodard adjourns the meeting at 10:20 p.m.