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HomeMy WebLinkAbout02.16.2022_Agenda1 Zoom Link 4118425407 Village of Cayuga Heights Board of Trustees Monthly Meeting February 16, 2022 7:00 p.m. EXHIBIT/PAGE 1. Call To Order 2. a. Approval of December 15, 2021 Meeting Minutes 2022-115 pgs. 2-10 b. Approval of January 19, 2022 Meeting Minutes 2022-116 pgs. 11-26 3. Report of the Fire Superintendent Tamborelle: Submitted Report 2022-117 pgs. 27-28 4. Privilege of the Floor: 5. Report of Treasurer Dolch: Submitted Report 2022-118 pgs. 29-32 6. Report of Mayor Woodard a. Bolton Point Water Pipes Update: Steve Riddle b. Right Sizing Culvert Update: Dave Herrick c. Budget Update: d. Schedule The Budget Workshop e. Special Project List 2022-119 pg. 33 7. Report of the Trustees: 8. Report of Police Chief Wright: Submitted Report 2022-120 pgs.34-36 9. Report of Director of Public Works Wiese: Submitted Report 2022-121 pg. 37 10. Report of Superintendent of Public Works Cross: 11. Report of Clerk Walker: Submitted Report 2022-122 pg. 38 a. General Code Proposal 2022-123 pgs. 39-41 12. Report of Attorney Marcus: 13. Adjournment 2 EXHIBIT 2022-115 Minutes VILLAGE OF CAYUGA HEIGHTS Wednesday, December 15, 2021 Zoom Meeting ID # 4118425407 BOARD OF TRUSTEES 7:00 p.m. MONTHLY 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; Deputy Treasurer Dolch; Attorney Marcus; Absent Treasurer Laskaris 1. Call to Order: Mayor Woodard calls the meeting to order at 7:04 p.m. 2a. Approval of Meeting Minutes: October 28, 2021 (Exhibit 2022-092) Resolution # 9085 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the October 28, 2021, special meeting minutes as presented. Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Trustee Marshall Motion Carried 2b. Approval of the Joint Planning Board / BOT Meeting Minutes: November 17, 2021 (Exhibit 2022- 093) Resolution # 9086 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the November 17, 2021, joint Planning Board and Board of Trustees meeting minutes as presented. Motion: Trustee McMurry Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2022-094) 3 •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 but if the spike in COVID-19 cases keeps increasing then he might conduct that inspection virtually •Trustee McMurry asks if some of the volunteers go home for break. and has that changed in light of the recent spike in COVID-19 cases? Fire Superintendent Tamborelle states that his core bunker staff will be leaving for a brief period of time but back after the holidays. •In closing Fire Superintendent Tamborelle states that the CHFD fall recruit class is almost done with their required training. 4. Privilege of the Floor: No members of the public wish to speak. 5. Report of Treasurer: Submitted Report (Exhibit 2202-095) •Deputy Treasurer Dolch states that she has two resolution requests for the Board tonight. The first item is a budget modification for the Village Police Health Insurance account that was presented at the December Board of Trustees Meeting but never voted. Resolution # 9087 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. Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Deputy Treasurer Dolch states that the second resolution she is presenting to the Board is the December Abstract # 7 Resolution # 9088 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #7 for FYE2022 consisting of TA vouchers 46 - 53 in the amount of $21,944.13 and Consolidated Fund vouchers 482 - 558 in the amount of $305,768.14 and the Treasurer is instructed to make payments thereon. Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 4 6. Report of Mayor Woodard: a. Joan Laskaris Resolution: Village Treasurer Joan Laskaris will be retiring at the end of this month, She is absent tonight, but the Board would like to recognize her for all her contributions to the Village. •Mayor Woodard states that we would normally have a farewell party but given the current increase in COVID-19 cases we cannot take that chance. •Trustee Marshall inquires about the format of this resolution and will it require the Trustee's signatures. Clerk Walker states that normally a certified resolution would have the motions and the Village Seal and Clerks signature. However, there is time to collect each Trustee’s signature and incorporate that into a final resolution that we could also present to Joan. •The Board agreed that this would be a nice addition to her resolution. RECOGNITION OF THE PAST AND CONTINUED OUTSTANDING PUBLIC SERVICE OF JOAN LASKARIS Resolution # 9089 WHEREAS, Joan Laskaris has served the Village of Cayuga Heights with honor since November 2011, providing the Village with exceptional stewardship as Village Clerk & Treasurer; and Chief Financial Officer; and WHEREAS, Joan has brought respect, honor, and integrity in her roles as the Village Clerk & Treasurer; and WHEREAS, Joan was also appointed Village Clerk in July 2013 and served through April 2018; and WHEREAS, Joan previously served as a member of the Greater Tompkins County Municipal Health Insurance Consortium Design Committee from April 2014 until April 2018; and WHEREAS, Joan sat on various Village Committees and served for three years on the Code Codification Committee where she contributed to re-drafting and codification of all local laws; WHEREAS, Joan has consistently applied her meticulous attention to detail, utmost professionalism, and unwavering dedication to the various roles she has played in Village government; NOW, THEREFORE, BE IT RESOLVED, that the Cayuga Heights Board of Trustees does hereby commend Joan Laskaris for her dedication, commitment, and outstanding past and continued public service to the Village of Cayuga Heights. Motion: Trustee McMurry Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton 5 Nays: none Abstentions: none Motion Carried b. Williamson Accounting Training: In an effort for Treasurer Dolch to better understand the Village Accounting Software and how it integrates with the other municipal programs, Clerk Walker suggested some one-on-one training. (EXHIBIT 2022-097) •Clerk Walker states that if there is not enough in the treasurer's training account then we could pull money from the clerk training account. He also recommends 4-5 hours strictly devoted to the Williamson Accounting Program. c. NYSDOT Right of Way Renewal: NYSDOT requires the Village to have a permit to conduct work in the State’s right of way. •Director of Public Works Wiese states that the NYSDOT permit allows the Village to work in the Rt-13 or East Shore Drive NYSDOT’s right of way. Resolution: 9090 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the 2022 NYSDOT annual maintenance permit for the NYSDOT right-of-way as presented in EXHIBIT 2202-098. Motion: Trustee McMurry Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried d. J2326 Water Bill: The property owners of 1018 Triphammer Road are requesting a reduction of their water bill because of two leaking toilet seals. •Mayor Woodard states that from the letter presented it is clear that they did not think to turn water off at the base of the toilet. •Trustee Robinson states that this differs from some previous requests, especially the ones where an outside faucet was left on. In this case, water actually went down to the wastewater treatment plant and was treated, which has a cost to the village. He does not see that this is a cost we can forgive. •Trustee Salton does not see this as an outrageous amount of money. •Mayor Woodard states that the property owner also neglected to pay the bill on time and now has a ten percent penalty added to the current bill. 6 •The Board agrees to deny the request for a reduction of water charges for account J2326. •Clerk Walker states that when he has a request like this, he informs the property owner of the criteria needed to submit to the Board for consideration. Clerk Walker further states that he always explains the fact that once metered water goes into the sewer drain it is processed as sewage. e. Climate Smart Community (CSC) Update: Participating in CSC supports our local government with building climate action programs. The Village can be awarded grant money for climate-smart actions using a point system. •Mayor Woodard states that a resident has approached her and is willing to start a Climate Smart Community Task Force to help the Village obtain grants through the CSC. •Mayor Woodard further states that our LED streetlight project will generate a thousand points towards a three-thousand-point system that will qualify the Village for a ten-thousand-dollar grant. •Trustee Hubbell is willing to join this task force since he no longer sits on the Cayuga Lake Inter-Municipal Organization Committee since their committee meetings fall on the same night as the Village monthly Board of Trustees meetings. •Trustee Marshall asks Mayor Woodard if this funding could be used for more charging stations. Mayor Woodard states that yes, this is a component of that grant, and we could certainly use more stations. 7. Report of The Trustees: a. Tompkins County Democratic Gun Violence Zoom Meeting: The Tompkins County Democratic Committee wanted to know more about the plan to address the increase in gun violence in Ithaca and how does it fit into communication with the community justice center and emergency response and dispatch center. Gun violence has doubled this year over last year, and it is not clear how this should be addressed within the context of police reform. •Trustee Salton states that he attended this virtual meeting with the City of Ithaca's elected officials. •The incident that took place in the Village on November 9, 2021, was part of the conversation and the Trustee Salton voiced his opinion that all law enforcement departments involved did a good job. •At this meeting Trustee Salton expressed his concern on how information needs to be shared at the emergency response and dispatch center. He further states that this will be a vital, integral part of reimaging policing here in Tompkins County. •Trustee McMurry asks what was the response when the question was raised, how did gun violence get treated differently from other crimes in the context of the police reform process that the City of Ithaca is undertaking? •Trustee Salton states that it depended on who responded, Mayor Myrick has a different perspective than other elected officials in the 1st Ward where a lot of gun violence has taken place. He also states that the 7 process of communication with these incidents is key to helping law enforcement. Communication lends itself to having the right people respond to an incident, as it is critical to not lose minutes and seconds and therefore you lose lives too. •Mayor Woodard asks Trustee Salton how many law enforcement officials attended this meeting? Trustee Salton states that Tompkins County Sheriff D. Osborne was the only elected law enforcement official in attendance. •Trustee Marshall states that he is reminded of a product called Shot Tracker which is an acoustic device that has been used in bigger cities. This product can immediately detect gunshots and the exact location of that shot. Washington D.C. was using this a few years ago. •Trustee McMurry states that when they have another meeting, she hopes that they make it open to the public. We should certainly share it with our community since we were the center of the November 9th, 2021 incident. •Trustee Salton will keep the Board informed when the next meeting will be held. b. Park Foundation Grant to the Cayuga Lake Inter-Municipal Organization: •Trustee Hubbell states that the Cayuga Lake Inter-Municipal Organization just received a grant of $100,000 from the Park Foundation to support hiring a staff member. 8 . Report of Police Chief Wright: Submitted Report (Exhibit 2022-100) •Police Chief Wright states that in reference to the November 9, 2021 incident, one subject still has not been located. Law enforcement knows who the individual is and a warrant has been issued for his arrest. •An in-depth investigation has been completed on a vehicle tire theft at Kendall. •In closing Chief Wright states that the field training of the new part-time officers is going extremely well and he is looking forward to the point where they will be on their own schedule. 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2022-101) •Director Wiese states that this month’s main focus has been leaf pick up and today was the last day. •Director Wiese states that a hydrant costs roughly four thousand dollars with parts and materials. The twenty-thousand-dollar voucher presented to replace the hydrant damaged in November represented four new hydrants, not one. •Trustee Robinson asks about leaves that are put out after today, what should residents do with them? Director Wiese state the proper protocol will be for the resident to bag them and put them out the Friday before brush pickup. 9. Report of Village Engineer Cross: a. The Cornell North Campus Residential Expansion Project Road Use Agreement: •B. Cross states that 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 8 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 $35,000 for another Geotech study. •Cornell University has agreed to $285,000 and Cornell Council will draft the close-out agreement for Village Attorney R. Marcus to review. •Village Attorney R. Marcus states that the changes he has requested are incorporated in this agreement. Resolution: 9091 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the Close Out Agreement from the Road Use Agreement dated June 17, 2019, in connection with Cornell's North Campus Residential Expansion project as recommended by the Village Public Works Committee in the amount of $285,000. Motion: Trustee Salton Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Trustee McMurry inquires about the work on Pleasant Grove Road that is anticipated to begin next year. •B. Cross states that we know that there is a larger project that we want to undertake in the future so for next year we will do some paving maintenance and save the majority of that money for a bigger project including, any changes at RaNic Gulf Club entrance or pedestrian enhancements. •Director Wiese states that Bolton Point has scheduled a transition water main project next year as well on Pleasant Grove Road. •Trustee Robinson states that another thing to consider is a traffic study and traffic patterns that are going to emerge with Cornell North Camus Residential Expansion project completion and if it's going to be any different than what was projected and especially now with the possibility of a RaNic Golf Club project. •Trustee Marshall asks if the money from Cornell has to be spent in a given timeframe? Mayor Woodard does not think so, but it might make sense to create a reserve fund for that money to keep it separated. b. Marcham Hall Greenhouse Update: •B. Cross reached out to an independent contractor who is going to fix two isolation valves in the basement that controls the heat in the greenhouse. c. RaNic Update: •Trustee Salton asks B. Cross for an update on the RaNic tree removal project. 9 •B. Cross states that we have to remember that a majority of the golf course is in the Town of Ithaca. The most recent clearing of trees on Pleasant Grove Road only borders the Village edge of the Pleasant Grove Road right-of-way. •Trustee Hubbard states that he is concerned with road hazards from golf balls hitting cars. B. Cross will inquire whether or not there will be new plantings along Pleasant Grove Road. 11. Report of Clerk Walker: Submitted Report (Exhibit 2022-102) •Clerk Walker states that typically we would have held our Village holiday party where we recognize employee milestones. Since we are not doing that this year, he would like to recognize the following employees. •Tim Eighmey from the DPW for fifteen years of service, James Landon from CHPD for ten years of service, and Director of Public Works Mike Wiese for five years of service. •Clerk Walker also states that the new Village website will go live on December 27, 2021, and he will send out the link for all Board members to review the new site. •In closing Clerk Walker states that there have been several monetary donations to the Village Police Department including an anonymous donation for $13,900. The Village Fire Council has also received donations. 12. Report of Attorney Marcus: No report at this time. 13. Executive Session: Mayor Woodard asks the Board for an Executive Session. Resolution: 9092 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. 10 Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9093 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees exits the Executive Session and returns to an open meeting at 8:50 p.m. Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9094 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the letter of engagement for services contracted by former Village Treasurer Joan Laskaris at an hourly rate of $45.00 subject the final contract draft to be approved by Village Attorney R. Marcus. Motion: Trustee Hubbell Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 14. Adjournment: Mayor Woodard adjourns the meeting at 8:51 p.m. 11 EXHIBIT 2022-116 Minutes VILLAGE OF CAYUGA HEIGHTS Wednesday, January 19, 2022 Zoom Meeting ID # 4118425407 BOARD OF TRUSTEES 7:00 p.m. MONTHLY 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 Dolch; Attorney Marcus. 1. Call to Order: Mayor Woodard calls the meeting to order at 7:03 p.m. 2. Approval of Meeting Minutes: December 15, 2021 (Exhibit 2022-103) Resolution # 9095 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the December 15, 2021, meeting minutes as presented. Motion: Trustee McMurry Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, McMurry, Rennekamp, Robinson, Nays: none Abstentions: Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2022-104) •Fire Superintendent Tamborelle states that things are going well at the fire station. The department has been very busy fighting other departments' fires as well as several of our own. •Mayor Woodards asks Fire Superintendent Tamborelle if our fire department assisted with the house fire on Freese Road. Fire Superintendent Tamborelle states that yes, not only on that house fire but assisted other departments with a car fire as well as a house fire in the Village. The house fire in the Village was caused by a candle that tipped over onto a bed. Luckily the homeowner shut the bedroom door and call 911. CHFD was able to keep the fire contained to that bedroom, but the rest of the house had significant smoke damage. •Trustee McMurry asks Fire Superintendent Tamborelle if the department was extra busy because there were more fires or more calls for mutual assistance. Fire Superintendent Tamborelle states that there is no one reason for the uptick in calls. -Trustee Salton arrives at 7:07 p.m. •Trustee Salton states that he as a minor correction to the approved December Board of Trustees Meeting Minutes. •Trustee Robinson makes a motion to re-open the December Meeting Minutes. 12 Resolution # 9096 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves re-opening the December 15, 2021, meeting minutes as presented. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, McMurry, Rennekamp, Robinson, Salton Nays: none Abstentions: Motion Carried •Clerk Walker offers Trustee Salton time tomorrow to go over his concerns with the meeting minutes. •Trustee Robinson suggests that the meeting minutes can be approved with corrections. •After a short discussion the Board decided to retract the previous resolution approving the December Board of Trustees Meeting minutes and table them until the February Board meeting. •Trustee Salton states that he will then have time to show Clerk Walker where the four words are that he recommends changing. 4. Report of Treasurer: Submitted Report (Exhibit 2202-105) •Mayor Woodard states that a few months ago there were some budget modifications brought to the Board from the Village Finance Committee. After further investigation, it turns out that there are further budget modifications to the same accounts and Treasurer Dolch will be asking for the Board to approve these changes after approval of Abstract #8. Approval of Abstract # 8 Resolution: 9097 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #8 for FYE2022 consisting of TA vouchers 54-63 in the amount of $24,351.54 and Consolidated Fund vouchers 559-637 in the amount of $376,400.24 and the Treasurer is instructed to make payments thereon. Motion: Trustee Rennekamp Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Motion Carried Resolution: 9098 General Fund: BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget decrease of $5,854.00 in the Police Health Insurance account A9060.800 resulting in a Budget of $126,559.00 and 13 a Budget decrease of $24,039.00 in the NBU Health Insurance account A9060.800N resulting in a Budget of $29,682.00 and a Budget increase of $6,045.00 in the Teamsters Health Insurance account A9060.800T resulting in a Budget of $111,775.00 and a Budget increase of $9,784.00 in the General Fund Retirees Health Insurance account A9060.820.00 and a Budget increase of $665.00 in the Gold Plan Out of Pocket account A9060.811. The decreases in these accounts more than offset the increases and allow the Contingency account A1990.400 to be restored to the original $100,000.00 •Mayor Woodard states that when former Treasurer Laskaris made the initial changes we took money out of the contingency fund. This resolution restores the contingency fund to $100,000.00. •Trustee McMurry clarifies that we are making corrections to these funds based on the new budget numbers which reflect the additional employees to the Consortium Gold Plan. Motion: Trustee Marshall Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Motion Carried Resolution: 9099 Water Fund: BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves a Budget increase of $12,627.00 in the NBU Health Insurance account F9060.800N resulting in a Budget of $17,302.00 and a Budget increase of $624.00 in the Teamsters Health Insurance account F9060.800T resulting in a Budget of $9,205.00 and a Budget decrease of $6,698.00 in the Water Fund Retirees Health Insurance account F9060.820 resulting in a Budget of $3,511.00 and a Budget increase of $665.00 in the Gold Plan Out of Pocket account F9060.811 resulting in a budget of $9126.00 and a total decrease in the Contingency account F1990.400 of $15,679.00 leaving the Water Contingency at $4321.00 Motion: Trustee Salton Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9100 14 Sewer Fund: BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the restoration of the original Budget of $17,075.00 and adding $227.00 to the NBU Health Insurance account G9060.800N resulting in a total increase of $17302.00 and a Budget increase in the Sewer Fund Teamsters Healthcare account G9060.800T of $569.00 resulting in a Budget of $10,520.00 to be funded from Sewer Contingency G1990.400. and a Budget decrease of $7,339.00 in the Sewer Fund Retirees Health Insurance account G9060.820 resulting in a Budget of $3,599.00 and a Budget increase of $51.00 in the Gold Plan Out of Pocket account G9060.811 resulting in a budget of $9721.00 and a total decrease of $5355.00 to be deducted from Sewer Contingency G1990.400 leaving $29645.00 •Mayor Woodard states that these corrections represent new information that the current retirees make up primary police and therefore no water or sewer money is allocated to their portions of healthcare costs. Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Village Attorney R. Marcus asks if there is any member of the public who wishes to speak. Clerk Walker thanks Village Attorney R. Marcus for the reminder. 5. Privilege of the Floor: No members of the public wish to speak. Report of Mayor Woodard: a. Village Historian Annual Report: Village Historian Bea Szekely is in attendance virtually to present the annual historian’s report. •Village Historian B. Szekely states that she is in the final paragraphs of the conclusion of the book she has been writing. She informs the Board that she will also be including a list of the first one hundred residents, the first seventeen roads, and a map of where they lived. •Village Historian B. Szekely wants to publicly thank Village Attorney R. Marcus for his time discussing Carl Crandell’s map and reviewing the well-detailed meeting minutes of the first Village Clerks and Presidents (Mayor) prove to be such a valuable source of information of the Villages beginnings. •Trustee Salton states that he would like to speak to Village Historians B. Szekely’s report on the topic of a dinner with former United States President William Howard Taft. Trustee Salton informs the Board and Village Historian B. Szekely that William Howard Taft was a member of Acacia Fraternity, and his picture is on the wall of the stairwell of the fraternity at Cornell University. Village Historian B. Szekely states that she also has a wonderful photo of former President Taft at a dinner with one of the founders of Cayuga Heights, Jared T. Newman. 15 •In closing Village Historian B. Szekely states that she is very interested in the property where Dr. Patrick’s Dental Office is located, which from 1823-1942 was one of two schools in the Village. She hopes to write about this for the Village Annual Newsletter. Motion Carried b. Cayuga Lake WIO Resolution: To support and protect the Cayuga Lake Watershed the Village, as required by the bylaws of the CWIO representatives, will approve a budget each year and the Participating Member Entity will pay their dues annually. •Mayor Woodard would like Board approval to sign this agreement. Resolution: 9101 MEMORANDUM OF AGREEMENT With THE CAYUGA LAKE WATERSHED INTER-MUNICIPAL ORGANIZATION THIS MEMORANDUM OF AGREEMENT (Agreement or MOA), effective as of January 19, 2022, by and between the Village of Cayuga Heights to be a "Participating Member Entity" in the Cayuga Lake Watershed Intermunicipal Organization (CWIO). WHEREAS, pursuant to Article 5-G Section 119-o of the General Municipal Law of the State of New York, municipalities have the authority to enter into contracts and inter-municipal agreements and jointly perform services regarding subjects each separately has the power to perform, which are necessary to carry out for the benefit of the municipality; and WHEREAS, a Participating Member Entity finds that promoting watershed protections and stewardship of the Cayuga Lake watershed resources is in the public interest and for the common benefit of all within the watershed; and WHEREAS, Cayuga Lake and its surrounding ~860 square mile watershed provides numerous benefits to the region including drinking water for approximately 120,000 people, varied recreational opportunities, scenic beauty, natural capital, and ecological significance; and WHEREAS, as of 2021, the CWIO includes many local governments as depicted by the boundaries of the appended map; and WHEREAS, the purpose of the CWIO is to bring the local governments within the entire Cayuga Lake watershed together to work collectively and collaboratively on monitoring, protecting, and restoring the health of the watershed; and WHEREAS, Participating Member Entities desire to continue the cooperative agreement that formed the CWIO in 1999; and WHEREAS, Participating Member Entities will work together cooperatively in the decision-making process and share the leadership and ownership in implementing the Cayuga Lake Watershed Restoration and Protection Plan (RPP) or other plans endorsed or adopted by NYS or the watershed counties to protect the water quality of the Cayuga Lake watershed; and WHEREAS, Participating Member Entities recognize that an inter-municipal organization can best facilitate partnerships across political boundaries to promote the ecological vitality of the Cayuga Lake watershed, and that it is 16 to their mutual advantage and benefit to develop and implement cooperative restoration and protection efforts in general throughout the watershed and promote a regional alliance among governments and county programs; and WHEREAS, Participating Member Entities recognize the value and efficiency of using common resources effectively. NOW, THEREFORE, in consideration of the terms and conditions herein contained, the parties to this Agreement do hereby agree as follows: 1. The Cayuga Lake Watershed Intermunicipal Organization (CWIO) is an official inter-municipal entity recognized by New York State and created by the local governments in the watershed in 1999 to implement a watershed management plan, now called the Cayuga Lake Restoration and Protection Plan (RPP), its mission, goals, and objectives. The implementation of the RPP conveys various benefits to Cayuga Lake and its watershed. Sustainable watershed management includes local involvement in planning and management of the natural resources and is a shared responsibility of all governments. The Participating Member Entities will work together cooperatively in the decision-making and share the leadership of the CWIO. 2. This inter-municipal Memorandum of Agreement is voluntary and will not be construed as to interfere with or diminish any governmental powers, authority, or regulatory authority of any of the Participating Member Entities. 3. A Participating Member Entity, having paid its CWIO annual dues is considered a Voting Member and appoints its own representative, and if it chooses, an alternate representative to the CWIO. 4. As required by the bylaws, the CWIO representatives will approve a budget each year and the Participating Member Entity will pay their dues annually based on the fair share funding formula adopted by the CWIO. The CWIO will send a copy of the budget and funding formula and calculations to each Participating Member Entity annually. 5. The 5-year term of this Agreement shall commence January 19, 2022, and terminate December 31, 2026 This Agreement shall be automatically renewed for an additional five-year term, unless either party notifies the other party of its intent not to renew within 90 days of the expiration of any term or renewal term. 6. This Agreement authorizes the CWIO to enter into contracts within the limits of, and subject to, the appropriations provided by the Participating Member Entity and other funding sources. 7. The CWIO shall indemnify, defend, and hold harmless the Participating Member Entity named in this Agreement, its officers, employees, and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorneys’ fees or loss arising directly or indirectly out of the negligent acts or omissions hereunder by the CWIO or its staff. 8. The Participating Member Entity named in this Agreement shall each indemnify, defend, and hold harmless the CWIO, its officers, employees, and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorneys’ fees or loss arising directly or indirectly out of each Participating Member Entity’s proportionate negligent acts or omissions. This obligation is several and not joint. 9. Any staff hired by the CWIO will be hired with no discrimination by reason of race, creed, color, sex, sexual orientation, age, physical disability, or national origin. 10.The CWIO membership will ensure CWIO staff are overseen. Duties of staff may include but not be limited to: partnering and networking between municipal entities within the watershed to help implement watershed plans, give input into water quality research on the lake and streams, provide assistance to the municipalities on water quality and flood control projects, investigate sources of pollution and develop management strategies to solve those sources of pollution in partnership with other relevant agencies, apply for and administer grants to benefit the watershed or assist Participating Member Entities in grant application, coordinate educational outreach, assist with legislative actions, and act as a spokesperson for CWIO. 17 11. Any party to this Agreement may terminate its participation with the CWIO at any time but must do so upon giving written notice to the CWIO that such party will terminate its participation in the CWIO, the reasons for the termination and the effective date of such termination, such written notices to be given at least 90 days prior to the date such termination shall take effect. No refunds will be provided to any party that terminates its participation for that year. Withdrawal from the Agreement by one party shall not affect the agreements with other Participating Member Entities in the Agreement. 12. If any term or provision of this Agreement or the application thereof shall, to any extent, be invalidated or unenforceable, the remainder of this Agreement or the application of such term or provision, other than those to which it is held invalid or unenforceable, shall be unaffected thereby, and each term and provision of the Agreement shall be valid and enforceable to the fullest extent permitted by law. 13. If the CWIO should cease to exist, the funds still available will be returned to the parties to this Agreement under the same formula as originally gained after existing obligations are met. 14. This Agreement supersedes any other previous agreements between the municipality and the CWIO. IN WITNESS WHEREOF, the following Participating Member Entity through their chief elected officials have executed this Agreement: Motion: Trustee Marshall Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried c. Budget Process: Mayor Woodard has requested that all Village departments submit their anticipated budget by March 1, 2022. •Mayor Woodard states that she will be asking for an Executive Session tonight for the Board to consider the Non- Bargaining Group employees annual hourly base increase for the next fiscal year. •Mayor Woodard also states that all the Village staff did an absolutely wonderful job of only spending money if they absolutely had to. This has resulted in a pretty healthy fund balance. Mayor Woodard would like to discuss at the February Board meeting different projects they think should be funded in the next fiscal year and plan for them at the FYE 2022-2023 Budget Workshop. •The Village will also be receiving the second round of American Rescue Funds (ARF) - $184,000.00 •Trustee Marshall suggests that the Board allocate the ARF money prior to establishing the new fiscal year’s budget. d. Climate Smart Update and Appointments: The Village would like to establish a Climate Smart Communities Tasks Force. •Clerk Walker states that the Board needs to adopt the pledge and then appoint the task force. Resolution: 9102 18 WHEREAS, the Village of Cayuga Heights, formally adopted a "Climate Smart Communities" pledge on April 17, 2017, recognizing the threat of climate change to our Village operations, citizens, and the planet and outlining initial steps that should be taken to mitigate this threat, increase energy efficiency, and build resilience and sustainability in our Village, and WHEREAS, the Village of Cayuga Heights, continues to see the effects of climate change of our infrastructure, economy, and livelihoods; harm our farms, orchards, and ecological communities, including native fish and wildlife populations; spread invasive species and exotic diseases; reduce drinking water supplies and recreational opportunities; and pose health threats to our citizens; and WHEREAS, we believe that our response to climate change provides us with an unprecedented opportunity to save money, and to build livable, energy-independent and secure communities, vibrant innovation economies, healthy and safe schools, and resilient infrastructures. NOW, THEREFORE BE IT RESOLVED, that the Board of Trustees of the Village of Cayuga Heights hereby creates a task force which shall be known as the "Climate Smart Communities Task Force" (CSCTF) to meet and create climate actions within our community. Motion: Trustee McMurry Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Trustee McMurry inquires to how many points the Village would receive for a bike rack? •Village Resident Alice Wagenknecht-Wiesner states that the point system varies depending on the project. •Mayor Woodard would like to appoint Village resident Alice Wagenknecht-Wiesner as the coordinator to the Village CSCTF. Resolution: 9103 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Village resident Alice Wagenknecht-Wiesner as the Coordinator for the Village CSCTF. Motion: Trustee Marshall Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Mayor Woodard would like to appoint Village Clerk Jeffrey D. Walker to the CSCTF. Resolution: 9104 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Village Clerk Jeffrey D. Walker to the Village CSCTF. 19 Motion: Trustee McMurry Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Mayor Woodard would like to appoint Village Trustee Kent Hubbell to the Village CSCTF Resolution: 9105 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Village Trustee Kent Hubbell to the Village CSCTF. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Trustee Hubbell Motion Carried •Mayor Woodard would like to appoint Village resident Marian Van Loan to the Village CSCTF Resolution: 9106 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Village resident Marian Van Loan to the Village CSCTF. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried e. TCAT Route Changes: TCAT Consultants have reviewed all of their routes and the changing demographics of Tompkins County and have made a final set of recommendations. There are just a few places in the system where they proposed to cut the overall level of service by more than 20% and one of those corridors is in Cayuga Heights. The Parkway/Northway corridor will experience fewer trips a day for a few block stretch. Generally, TCAT does not get a lot of ridership in this area, and this is part of the reason that the consultants recommended moving the 30 to Pleasant Grove and Jessup, rather than the Parkway/Northway/ Highland Corridor. There will still be hourly service in this corridor on routes 31-41. The change to route 30 was done in summer 2021 so that we could accommodate additional students on North Campus in the Fall of 2022. •In the southern part of the Village, where more students are living, TCAT has gotten numerous complaints about moving route 30. As a result, we have planned an adjustment to route 83, which will take it past the heavily used Highland @ Lakeland stop, then it will use White Park to connect to Triphammer, returning to Cornell's campus and serving the Triphammer @ Oak Hill and Triphammer @ Country Club stops. Both of these stops have nearby housing for graduate and undergraduate students and can use more than one trip per hour on route 32. •Mayor Woodard states that she has mailed a letter informing residents on White Park of this change. She also states that she attended a local leader’s breakfast last Friday and brought this subject up. Gary Stewart from Cornell 20 University Community Relations sits on the TCAT Board of Directors and was interested in hearing more about moving TCAT's route, currently proposed along White Park Road, and instead moving it to the paper road known as Country Club Lane. •Mayor Woodard further states that it is a complicated situation because of multiple property owners on Country Club Lane. •Village Attorney R. Marcus states that his preliminary thoughts are that he does not see that there are several property owners on Country Club Lane. The information he has gathered so far suggests that the Village owns that road. •Trustee McMurry asks Director Public Works if the Village maintains that road? Director Wiese states that no, the Village does not maintain that road. He further states that there are some major hurdles such as a stream and parking lot that would need to be addressed in any development of a road. •Village Attorney R. Marcus states that this “unopened paper street” shows up on all the historical maps going back at least to the 1940s, and perhaps even longer ago than, and that it's identified on those filed maps as being a Village road, and is currently identified on the Tompkins county assessment department tax map as being a Village Road. •Village Attorney R. Marcus states that he would have to do title research on each parcel to determine how the ownership was derived and where it ends. He suspects that each of those joining owners, owns up to the edge of the road and that there's never been a deed in place conveying that road area to anyone, including to the Village. But because these plats have been filed over the years, identifying it as a Village road would make it a Village road. •Village Attorney R. Marcus also states that there may come a point that he will have to step aside on this subject because of a conflict of interest with other property owners on Country Club Lane. •Once ownership is determined, the next step would be to get a cost analysis for the construction of this road. •Mayor Woodard states that the reason she brought this subject to the Board tonight was that TCAT was interested in hearing more about another bus route option other than White Park. She would like Village Engineer B. Cross to reach out to the property owners to feel out their thoughts about opening this road. •Village Historian B. Szekely states that a Carl Crandall map from 1929 shows Country Club Road from Highland to Triphammer. She also notes that sometime between 2009 and 2011, former Trustee Diana Riesman and herself investigated the possibility of opening up Country Club Road because of the reasons laid out this evening. However, there was little interest from the people who owned the land at the time. •Trustee McMurry suggests that the Village should also inform the residents of the apartment buildings affected and allow them the same ability to express their thoughts as we did for those who reside on White Park Place. •B. Cross states that there are a number of complexities associated with this topic and we are just scratching the surface on this idea. •Trustee Salton suggests that the Board allow Village Attorney to conduct the title searches of the adjoining owners to the right of way on Country Club Lane. He further states that there are a lot of moving parts and his suggestion is to go deliberately, slowly, methodically and knows this could take a few years to get done right. •Trustee Robinson states that regardless of TCAT, he would like to determine the ownership of this paper street and is supportive of moving ahead with title searches. 21 •Trustee Hubbell states that TCAT is not going to change anything at this point. •Trustee Rennekamp states that she supports the decision to get a better understanding of who owns the road but does not see the justification to spend money to open the road for a TCAT bus. •Trustee McMurry agrees and states that it is a lot of trouble and effort to keep a bus from driving on another Village road with 6-10 houses, which goes by only twice an hour for eight or nine months of the year and doesn't run in the summer. •Trustee Salton states that TCAT wants bus stops where people will get on and off. Westview Apartments should be a stop. •Trustee Marshall asks Mayor Woodard if the preliminary indications of support for this idea from the TCAT Board and executive director Gary Stewart from Cornell suggest, whether they might hold off using White Park in the interim? •Mayor Woodard states that no, they plan on using White Park starting in February and reminded the Board that there will be a Public Hearing on January 27, 2022. •The Board agrees to have Village Attorney R. Marcus begin title searches of adjacent property owners to County Club Lane. e. Short-Term Renal Permits: The Village is still waiting for Tompkins County to share the software that will allow municipalities to track Airbnb hosts. •Clerk Walker states that the Village has about 12-15 residents that are authorized to rent short-term in the Village. Each January they are required to renew their permit. One resident did not renew their permit in 2021 and is subject to a violation of up to $250.00. In the past, we've issued a first-time violation fee which is basically what permit fees were. The resident would like the Board to reconsider the violation and wave any fine. •Mayor Woodard states that our local law states you must have a valid permit to advertise and promote your short-term rental. In this case, they had their rental available for all of 2021. It is not relevant that they did not actually rent it. •Trustee Hubbell states that this permit is not refundable. •Village Engineer and Code Enforcement Officer B. Cross states that there are two ways to treat this. One is to say they were in violation, charge them a penalty which establishes a threshold that in case something else happens. If there was another violation, they would then be at a second level. Another way to look at it would be to allow them to purchase their permit from last year which would put them back into compliance. •Trustee Salton asks if the issue at hand is that the resident advertised without a valid permit and that is a violation of our local law. Code Enforcement Officer B. Cross states that yes, that is the case. •Trustee Robinson points out that the resident was upfront about the fact that they did not have a permit and were not trying to avoid the fee. •The Board agrees to not treat this case as a violation of the Short-Term Rental Law rather than request that the resident submit payment for their 2021 permit. 22 f. Lead Water Piping: A new Environmental Protection Agency law that prohibits any lead water pipes has Bolton Point evaluating all Village properties that might be affected by this new law. The Village is the oldest community serviced by Bolton Point Water Commission and therefore we are likely to have more properties affected by this new law. •Mayor Woodard states that currently, Bolton Point has informed twenty households that they have lead water pipes. Those houses are utilizing a different method of drinking water. The results of the remaining 200 homes in the Village are unknown. To narrow down this massive investigation Bolton Point knows there is no possibility of lead piping for any home construction after 1985, and two years ago they installed the smart meters and photos were taken of the connections so they can use that information too. •Mayor Woodard further states that she is hopeful that federal money will be available. •Trustee Robinson asks Mayor Woodard and Village Attorney R. Marcus what the obligation of the Village is to notify the 20 residents that Bolton Point acknowledges has lead water pipes. He asserts that we should notify these residents as soon as possible. •Village Attorney R. Marcus states that that is exactly what he suggested as well. •Mayor Woodard will contact Bolton Point tomorrow to request the names and addresses of the 20 residents that we now know have lead water pipes. •Director of Public Works M. Wiese states that the Village does not have any responsibility from the curb valve to the house, so should we be getting involved with that section? •Village Attorney R. Marcus states that if we have information that has a bearing on potential health risks of a property owner, and they don't have that information, then the Village must inform them. Mayor Woodard also states that it is also an ethical obligation. •B. Cross states that he is going to reach out to Bolton Point to determine that if, in the process of identifying that maybe there's lead in either portion of the service line, that the Village would not have to go and do what we call “potholing” where we would have to go and dig up every water line. This whole process is complicated, and we need to have more information. •Trustee Marshall states that he thinks there is a moral responsibility for public education and exercising that neither implies nor exacerbates pending liability on the Village’s part. •Trustee Hubbell states that we now know this is a federal priority and therefore the Village needs to make this a priority and find out what type of piping there is from the main to the service at the sidewalk. At the same time, the homeowner can check their service. Bolton Point needs to be forthcoming with this information and we need to act on it. •Mayor Woodard will contact Steve Riddle from Bolton Point tomorrow to get a better understanding of where they are with the knowledge that at least 20 households have been determined to have lead water pipes. •Director of Public Works M. Wiese states that this is a massive labor undertaking to discover any issues. He personally knows that Bolton Point is working very hard trying to understand all of the regulations in this new law. They're trying to make sure all areas are covered and are taking on the bulk of this responsibility, which is beneficial for the village. 23 •Trustee Hubbell requests that Bolton Point attend the next Board meeting. 7. Report of The Trustees: a. Walking Safe Cayuga Heights Sidewalk Project: •Trustee McMurry states that the NYSDOT Environmental Division has indicated that the only mitigation request with the historical resources to get a “no adverse effect" is to protect a Japanese Maple Tree located at 903 Wyckoff Road. •Trustee McMurry further states that she is optimistic to get a final design approval of the preliminary design and therefore a possibility of construction this fall. 8 . Report of Police Chief Wright: Submitted Report (Exhibit 2022-110) •Mayor Woodard requested Chief Wright to explain the overtime hours for January. •Chief Wright states that there were two different circumstances, both during holidays where COVID-19 impacted our staff, requiring additional shift coverage. The other reason was that we are still conducting field training for the two part-time officers. 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2022-111) •Director of Public Works states that he is currently working with a Village resident to resolve an illegal sump pump connection. To date, the Village has inspected 97 homes with a total of 3-4 illegally hooked up. •Director of Public Works M. Wiese states that one of the newest members of the DPW staff has passed the CDL course which will prove to be a big help going forward. •In closing Director of Public Works M. Wiese states that he is appreciative of the working relationship with the Cornell University Grounds Department, and they may be looking at using the Clear Line Salt compound that the Village uses. 9. Report of Village Engineer Cross: a. Village Planning Board Update: •B. Cross states that the vacant building next to Sciarabba Walker LLP was bought by Sciarabba Walker LLP and they are proposing to take down the existing building and build a new building of the equivalent size and footprint, but they're looking to shift the building site to better improve the parking. The other application before the Village Planning Board is a single-family dwelling at a vacant lot on Highland Road. •B. Cross states that he has not received a formal PDZ application from RANIC Golf Club. a. WWTP Update: •B. Cross states that he is working on a proposed change of work order for additional services related to mapping all underground piping associated with the WWTP property. GHD will be working on collecting quotes for the Board to address at the February Board of Trustees Meeting. 11. Report of Clerk Walker: Submitted Report (Exhibit 2022-113) •Clerk Walker states that he is presenting a resolution offering a Medicare Retiree Plan. This would take the place of the Classic Blue Retiree Plan once a retiree was Medicare eligible. As a member of the Greater Tompkins County 24 Municipal Health Insurance Consortium (Consortium) the Board must pass a resolution allowing the Consortium to engage on our behalf with Excellus Blue Cross Blue Shield. Resolution: 9107 WHEREAS, the Greater Tompkins County Municipal Health Insurance Consortium (Consortium) has a menu of medical and prescription benefit plans available to participating municipalities, and WHEREAS, participating municipalities are required to notify the Consortium of any change in its plan offering to employees or retirees, and WHEREAS, the Village of Cayuga Heights Board of Trustees has discussed and wishes to offer or the Tompkin County Municipal Health Insurance Consortium Medicare Supplement plans MS3 & MS4 for eligible retirees, THEREFORE, BE IT RESOLVED THAT, the Village of Cayuga Heights Board of Trustees hereby approves offering the Consortium's Medicare Supplement Plans known as MS3 & MS4 plan effective January 19, 2022, as a health insurance plan option for retirees, RESOLVED FURTHER THAT, a copy of this resolution shall be submitted to the Greater Tompkins County Municipal Health Insurance Consortium to initiate the adoption. Motion: Trustee Marshall Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Clerk Walker also states that the last thing on his report is the appointment of himself to join the Village Finance Committee and the Village Public Safety Committee. •Clerk Walker further states that it might be helpful to participate with these additional committees since the Clerk is also involved with the training of the Village Treasurer and his office plays a vital role in the flow of Village finances. His office is also involved with any communication to the public on safety concerns and therefore joining the Village Public Safety Committee would be beneficial as well. •Mayor Woodard appoints Village Clerk Jeffrey D. Walker to the Village Public Safety Committee. Resolution: 9108 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Village Clerk Jeffrey D. Walker to the Village Public Safety Committee. Motion: Trustee McMurry Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Trustee Hubbell Motion Carried •Mayor Woodard appoints Village Clerk Jeffrey D. Walker to the Village Finance Committee. 25 Resolution: 9109 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Village Clerk Jeffrey D. Walker to the Village Finance Committee. Motion: Trustee Rennekamp Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Trustee Hubbell 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: 9110 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. As well as subsection (D) discussions regarding proposed, pending, or current litigation; Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9111 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees exits the Executive Session and returns to an open meeting at 10:05 p.m. Motion: Trustee Robinson Second: Trustee Kristi Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton 26 Nays: none Abstentions: none Motion Carried 14. Adjournment: Mayor Woodard adjourns the meeting at 10:05 p.m. 27 EXHIBIT 2022-117 February 15, 2022 Honorable Linda Woodard Board of Trustees Village of Cayuga Heights Monthly Report January 2022 A steady start to 2022 with 46 calls. We had 25 calls in the Village of Cayuga Heights, 12 calls in the Town of Ithaca and 9 mutual aid requests. There were 26 EMS calls and 20 fire responses. We continued into 2022 with a high number of mutual aid requests. Early in the month we did have a structure fire on White Park Road. At 0143 in the morning, we were dispatched for a reported fire in the bedroom of a home. Arriving units found the homeowners to be out of the house and a quick attack was made on the fire. The fire started in the bedroom and as the homeowner exited the room, she closed the door and that contained the fire to that room. There was smoke and water damage to the home, but all other areas of the house were saved. The speed of response and rapid attack on this fire as well as the closed door kept this incident to only a room and contents situation. We did run multiple fires in our neighbor’s district in January. There seemed to be many chimney fires that extended into homes and caused house fires. We did start to pick up the pace of training as our members returned to the area after break. We did a hazmat refresher training during the month. This training was prompted by a mutual aid response to Lansing where there was a potential chemical release at a commercial site. We stood by as the decontamination team for this incident. Hazmat response is difficult due the unpredictable situations that arise during the call. It is hard at time to determine the extent of the call and the Ithaca Fire Department is the Hazmat team for the county so many time departments must wait for the team to be formed and respond to the scene. We also did some consumption drills during the month. Consumption drills are used to teach members how to conserve breathing air during stressful situations. Air packs are designed to have 30 minutes of air. Some members can get much more time out of the bottles by controlling their breathing and that is what the consumption drills teach. We will design the training to get the heart and breathing rates up and work to control the breathing to get the most time out of the air available. All members did complete their OSHA recertification in January. We usually do this training in person but due to Covid concerns we moved it on-line for the second year. The new ladder truck is complete, and we did travel to Florida to inspect it. It looks amazing. While we were there for the inspection, we went through the entire specification line by line in the morning to ensure that everything was done as we wanted it. In the afternoon we drove it, pumped it, and used the ladder. The truck performed very well, and we approved it as complete. It will be driven to the dealer’s shop in Syracuse where the radios and loose equipment will be installed. We should have the truck in our station in mid-February and we have the manufacturers training scheduled for the fire week in March. It has been a long process, but we are finally coming to the end. The current ladder will be leaving the village the week of February 14th. We will be running a Spring 2022 Recruit Class. There have been many inquiries from people about joining the department and the decision was made to hold the spring class. It does appear that it will be a smaller class and that will work out well for our members. 28 We are planning to take some members to the Fire Department Instructors Conference in Indianapolis in April. FDIC is the largest fire training conference in the United States. They offer a wide variety of hands on and classroom training opportunities. E-One will be displaying our ladder truck at the conference and have asked that a representative of the department be on hand for questions. The conference is in the last week in April. All members are doing well. Our student members and all but 2 resident members have been gotten their Covid boosters. We are all looking forward to some warmer weather. Sincerely, George Tamborelle Fire Chief/Fire Superintendent 29 EXHIBIT 2022-118 VILLAGE OF CAYUGA HEIGHTS TREASURER’S REPORT Audit: The Village’s FYE2021 Financial Audit by Insero, Inc. is still in process. Joan is working to finish the remaining open items. Debt and Financing: There is a payment due this month on the Fire Truck BAN. $100,000 in principle and $6400 in interest will be paid. We will get a new BAN of $300,000, interest rate of 2.3%. Revenues and Expenses: December and January bank to book reconciliation is complete. They have been reviewed and approved by Trustee and Deputy Treasurer Rennekamp. Copies of the accounting system generated Monthly Treasurer’s Report are attached. Approval of Abstract #9 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #9 for FYE2022 consisting of TA vouchers 64-71 in the amount of $21,938.39 and Consolidated Fund vouchers 638-710 in the amount of $404,508.66 and the Treasurer is instructed to make payments thereon. Respectfully Submitted Laura W. Dolch Laura W. Dolch Village Treasurer 30 31 32 33 EXHIBIT 2022-119 Special Project List 1. Replace Unit Heater in Warm Storage Bay - $4,000 2. Marcham Hall Roof 3. Air Conditioning at DPW – $5,500 4. New Used Garbage Truck - $75,000 5. Replace Overhead Door opener in Garage Areas (7 Openers @ $2,000 per opener) - $14,000 5. Sewer Lining for Palmer Woods - $68,000 ARF? 6. North Triphammer Street Lights - $40,000 ARF? 7. Replace AC units at the Fire Station -$100,000 8. N. Triphammer Median Planting proposed by Cayuga Landscaping $24,000 ARF ? 9. 7th Full-time Patrol Officer 10. Planning Study to evaluate the condition and options for installing a redundant sewer pipe under NYS Route . The cost is estimated at $20,000 by TG Miller Engineers. 11. Construction of a new stone landscape structure at the N. Triphammer Road entrance to the Village to incorporate “Welcome to Cayuga Heights” signage and other possible features such as plantings or a flagpole. This work would be done by a combination of DPW and outside contractor(s). I have estimated the cost at $20,000. 12. Installation of new air sealing and insulation under the Court Room at Village Hall. We had a preliminary cost estimate of $10,000 from Snug Planet from at least 2 years ago. I have reached out to get another price check from Midstate Basement Authority, but I suspect that the cost of materials and labor have escalated, and the probable cost is more likely $15,000. 13. Installation of two new streetlights (including poles) on the lower part of Wyckoff Road where the new sidewalk will be installed. 14. Installation of new paving, striping, and delineation (posts/plants/curb) at Sunset Park. Paving (including road/parking areas) = 225 tons @ $80/ton (subject to escalation) = $18,000 (some preparation labor by DPW) Replace existing 6x6 bollards = 70 ea @ $50/ea = $3,500 (labor by DPW) Or Granite Curbing 350 LF @ $35/LF = $12,250 (some preparation labor by DPW) Or 5’ wide Concrete Sidewalk with integral curb along parking area = 35 cy @ $150/CY (materials) = $5,250 (labor to be done by DPW) 15. Installation of new plantings including the slope. I have requested that Michelle Palmer provide a proposal for the landscape/planting planning. 34 EXHIBIT 2022-120 Village of Cayuga Heights Police Department ___________________________________________________ Jerry L. Wright Chief of Police 2/10/22 To: The Honorable Mayor Woodard Members of the Board of Trustees Village of Cayuga Heights Re: Report of the Police Department for January 2022 In the month of January, the police department received 352 calls for service. In addition to these calls, 58 uniform traffic tickets were issued, and 2 parking violations were cited. A breakdown of the calls for service is as follows: 1 Complaint of Felony Grand Larceny was reported. Officers are involved in the investigation of the unauthorized use of a credit card. There is a suspect, and the investigation continues. 2 Misdemeanor Penal Law Incidents were handled, 1 for Petit Larceny and 1 for Possession of Stolen Property. The reported Larceny came in as a resident stating that their unsecured vehicle was entered unlawfully, and an amount of money was said to be missing. There are no suspects in this case. During a traffic stop the on-duty officers found an individual to be in possession of a stolen trailer. The subject was arrest for Criminal Possession of Stolen Property. Investigation into 3 Traffic Stops led to 3 Misdemeanor charges; 2- Aggravated Unlicensed Operation of a Motor Vehicle 3rd and 1-Suspended Registration. 1 Penal Law Violation for Harassment was reported involving a resident receiving threatening emails from subjects demanding money. The emails were deemed to be spam and the complainant was advised to delete and block the sender. 1 Local Law violation for Noise was investigated. The on-duty officer was called to a report of a loud party. Upon arrival no violation was observed. 2 Motor Vehicle accidents were reported, 1 involved a driver that was found to be driving under the influence of alcohol and was arrested for Driving While Intoxicated. Neither of the MVAs involved deer. No incidents involving deer were reported. 1 Warrant Arrest was executed after a subject with an active Arrest Warrant was identified by a neighboring police agency during a traffic stop. The defendant was arraigned before Cayuga Heights Court and remanded to Tompkins County Jail on bail. In summary 6 persons were arrested on the following 6 charges: 1-DWI, 1-Criminal Possession of Stolen Property, 2- Aggravated Unlicensed Operation of a Motor Vehicle 3rd, 1-Suspended Registration, 1-Execution of a Warrant, 35 Over the course of the month, Officers took part in the following trainings and/or events: On the 11th, all officers attended a Financial Exploration Training Webinar. The full-time officers worked a total of 38.5 hours of overtime and the part-time officers worked a total of 259 hours, including 95 FTO hours. Sincerely, Chief Jerry Wright 36 37 EXHIBIT 2022-121 Village of Cayuga Heights Mike Wiese – B.O.T Report February 16th, 2021 COVID-19 – Every individual working for the DPW has been given a mask. The DPW facility is disinfected daily and the trucks are disinfected nightly. Precautions are being taken to maintain the six-foot distancing when possible. Code Enforcement – No training events were attended. Water – A water break was discovered on Devon Road between North Sunset and Cayuga Heights Road. The main was repaired on 2/2/2022. Sump Pump Inspections – 1 inspection was performed since the December board meeting. This home was found to be in compliance. Street – We have been dealing with excess ground water on Hillside Drive this winter. We have now installed a drain line under the roadway to help with the water. Snow – The DPW worked a total of 246.5 hours of overtime due to snowstorms in the month of January. Personnel – Terence O’Pray has successfully received his CDL-B license. Due to this I would like to move Terry up to the appropriate position of Laborer with a CDL. 38 EXHIBIT 2022-122 Clerks Report • I attended the Village Finance Committee, Public Safety Committee Meeting, Tompkins County EMC Committee, UNA Committee meeting, the CAC Committee meeting and the newly formed Village CSCTF Committee. Next month I will be presenting our Sump Pump law and process to the EMC. • The office is currently working through a water billing cycle. • Our Village retirees have received their letter discussing the opportunity to change to a Medicare Plan (for those eligible) and no one at this time would like to make any changes to their coverage. • The Village IT Committee will meet this Wednesday with HPS Tech Services to discuss moving forward with some additional security measures for Microsoft 365. •The office has handed out all 150 COVID-19 rapid tests and we have received 500 additional KN-95 masks to distribute for all residents of Tompkins County. •General Code Employee Handbook Codification Proposal: EXHIBIT 2022-124 Example: https://ecode360.com/14103518 •As a reminder Village office will be closed next Monday in observance of Presidents Day. •Village Elections will be held on March 15, 2022 Polls are open from 12 noon to 9:00 p.m. at the First Congregational Church. 39 EXHIBIT 2022-123 Executive Summary A thorough review of your request has given us a better understanding of your unique needs and helped us determine ways that we can partner with you to make the Village of Cayuga Heights’s Employee Handbook a more useful and effective resource for your community. The executive summary below serves as an overview for building a collaborative codification solution that can help the Village achieve its goals. Situation Analysis The Cayuga Heights Employee Handbook has never been professionally codified or published. The Village of Cayuga Heights wishes to undertake an updating of the Employee Handbook and include all personnel policies through February 7, 2022. The scope of services is to include the incorporation of any necessary revisions; the creation of an index; and a disposition list to document the final disposition of all Code-relevant legislation. The Village is also interested in a fully searchable online version of the Employee Handbook to join the rest of their Code. Our Solution Our comprehensive codification solution for Cayuga Heights includes: > Create an Updated Employee Handbook General Code will provide the Village with an updated Employee Handbook that is clear and easy for your community to access and use. > Update your online Code housed on our innovative eCode360 platform Once your new Employee Handbook is ready, we will update your eCode360 site to make it available online to your community and staff. Solution Benefits A comprehensive codification solution from General Code will: 1. Deliver an Employee Handbook that is always accessible to the public and up-to-date 2. Help you keep Cayuga Heights’s Employee Handbook enforceable 3. Improve transparency with constituents 4. Save Cayuga Heights’s staff time and resources by empowering constituents to find Employee Handbook information independently Who Benefits? 1. Constituents—Citizens will be able to find and use laws in a 40 comprehensive, up-to-date and understandable format 2. Staff—All staff members will be able to gather the information they need to answer questions from both citizens and other municipal officials 3. Planners/Developers—Your new Employee Handbook will provide a clear view of existing regulations and make it easier to determine the impact of proposed changes and amendments on development and growth initiatives 4. Attorneys—Legal staff can draft and amend legislation more efficiently by using eCode360 to research similar laws that other communities have passed Authorization and Agreement The Village of Cayuga Heights, Type II-Employee Handbook, February 7, 2022 Investment Details and Options Codification Project Price $1,650 Services included with the codification project: > Creation of a New Employee Handbook, with Project Scope Including Legislation listed on page 7 > Editorial Work > Proofreading > Shipping Initial deliverables included with the codification project: > Organization > Administrative Analysis > Manuscript > Draft Final deliverables included with the codification project: > Updated Premium eCode360 > eCode360 Search App > Comprehensive Index > Disposition List > Derivation Table > Code Adoption Legislation Administrative Fees $0 General Code does not charge administrative fees; you will only pay for products and services you actually use. 41 Codification Project Price $1,650 The Village of Cayuga Heights, New York, hereby agrees to the procedures outlined above, and to General Code's Codification Terms and Conditions, which are available at http://www.generalcode.com/terms-and-conditions-documents/. Village of Cayuga Heights, Tompkins County, New York By: Title: Date: GENERAL CODE, LLC By: Title: Date: Witnessed by: Title: Date: Witnessed by: Title: Date: This document serves both as a proposal and as an agreement. To accept this proposal and delegate authority to General Code to administer the codification project, complete the form above, including authorized signatures. A signed copy of this agreement will be mailed back to Cayuga Heights for its records. Scan and email the completed form to contracts@generalcode.com. You may also fax the completed form to General Code at (585) 328-8189 or return it by mail to General Code, 781 Elmgrove Road, Rochester, NY 14624.