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HomeMy WebLinkAbout2022-2023_Organizational Meeting_Agenda Village of Cayuga Heights Board of Trustees Annual Organizational Meeting Marcham Hall Monday, April 04, 2022, 7:00 p.m. AGENDA EXHIBIT/PAGE 1. Affirmation of the Oath of Office by the following officials elected on March 15, 2022. Mayor Linda Woodard; Trustees: James Marshall, Kristi Rennekamp, and Charles Van Loan. The oath to be administered by Village Clerk Walker. 2. Appointments and Approvals 2023 - 001 3. Annual Resolutions 2023 - 002 4. Public Hearing on Proposed Local Law A-2022- Tax Cap 2023 - 003 5. Public Hearing on Proposed Annual Budget FYE 2023 2023 - 004 6. Adjournment 2 EXHIBIT 2023-001 Appointment of Trustee Rich Robinson as Deputy Mayor by Mayor Woodard for the Official Year 2022-2023. Appointment by the Mayor and approval by Board of Trustees of the following: Appointee Position/Term Jeffrey D. Walker Clerk (4/2023) Kiersten Perkins Part-Time Deputy Clerk (4/2023) Laura Dolch Treasurer (4/2023) Kristi Rennekamp Deputy Treasurer (4/2023) Jeff Walker Records Management Officer (4/2023) Brent Cross Building Commissioner (4/2023) Brent Cross Stormwater Mgmt. Officer (4/2023) Brent Cross Engineer (4/2023) Brent Cross Zoning & Code Enforcement Officer (4/2023) Bousquet Holstein PLLC Law Firm: Municipal (4/2023) David Klein Acting Village Justice (4/2023) Bousquet Holstein PLLC Law Firm: Labor (4/2023) Thomas Kramer Village Prosecutor (4/2023) Beatrice Szekely Historian (4/2023) Fred Cowett Village Forester (4/2023) George Tamborelle Fire Superintendent (4/2023) 3 Appointments: Access Oversight Committee: Wies van Leuken (4/2023) Bolton Point Water Commission Board of Directors: Roy Staley and Mayor Woodard (4/2023) Tompkins County Council of Governments (TCCOG) Board of Directors: Mayor Woodard; Trustee Robinson, alternate (4/2023) TCCOG subcommittee on CCA: Trustee Marshall Greater Tompkins County Municipal Health Insurance Consortium Board of Directors: Trustee Salton; Mayor Woodard, alternate (4/2023) Greater Tompkins County Municipal Health Insurance Consortium Joint Committee: Clerk Walker (4/2023) Tompkins County EMC Committee Clerk Walker (4/2023) Public Safety Committee: Trustees Hubbell, VanLoan , and Salton (Chair), (4/2023) Public Works Committee: Trustees Marshall and Robinson (Chair); Mayor Woodard (4/2023) Finance Committee: Trustees, Rennekamp (Chair), and Robinson; Mayor Woodard (4/2023) I.T. Committee: Trustees Robinson, and Salton, VanLoan (Chair); Mayor Woodard (4/2023) Administrative Committee: Trustees Rennekamp, and Hubbell (Chair); Mayor Woodard (4/2023) Ithaca Tompkins County Transportation Counsel: Trustee Marshall, Brent Cross (4/23) *Brent Cross to the Policy Committee & Trustee Marshall to the Planning Committee; each as alternates for the other. Planning Board Member: Meloney McMurry to the Village Planning Board (4/27) & Matt Johnston as alternate member Planning Board Liaison: Mayor Woodard (4/23) Zoning Board of Appeals: Rosemarie Parker (4/27) Shade Tree Advisory Committee: Trustee Marshall, Village Forester Cowett, Scott Howard, Mayor Woodard Climate Smart Community Task Force: Alice Wagenknecht-Wiesner; Trustee Hubbell (4/23) 4 EXHIBIT 2022-002 A. DESIGNATION OF THE VILLAGE’S OFFICIAL NEWSPAPER WHEREAS: The Ithaca Journal has general circulation within the Village; and WHEREAS: The Ithaca Journal is not published in the village, but the Board of Trustees determines that it is broadly distributed with in the Village; and WHEREAS: Designation of an official newspaper is generally effective for one year. THEREFORE, BE IT RESOLVED THAT: That the Ithaca Journal is designated the official newspaper of record for the Village of Cayuga Heights Official Year. B. RULES OF PROCEDURE: WHEREAS: New York State law does not establish meeting procedures for village boards of trustees; and WHEREAS: Village Law § 4-412 provides that the Board of Trustees may determine its own rules of procedure. THEREFORE, BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees establishes the following Meeting Rules of Procedure: I. REGULAR MEETINGS: The date, location, and time for regular meetings of the Board of Trustees is established as the 3rd Wednesday of each month at Marcham Hall starting at 7:00 p.m. as follows: Apr. 20th , May 18th , June 15th , July 20th, Aug. 17th, Sept. 21st, Oct. 19th,Nov. 16th, Dec.21st, Jan. 18th, Feb. 15th, March 15th 2023. Organizational Meeting on April 3rd 2023. II. SPECIAL MEETINGS: Special meetings of the Board of Trustees are all Board meetings other than Regular Meetings. A Special Meeting may be called by the Mayor or any Trustee member of the Board of Trustees by telephone, in person, or email at least 24 hours in advance of the meeting unless an emergency requires the meeting to be held on less than 24-hours’ notice. III. QUORUM: A quorum of the Board of Trustees must be physically present to conduct business. A quorum is a majority of the total legally authorized membership of the body, regardless of vacancies or absences. Although a quorum is required to conduct a meeting, a majority vote of the total legally authorized membership of the body is still required to pass most measures. IV. EXECUTIVE SESSIONS: Executive sessions must be held in accordance with NYS Public Officers Law § 105. All executive sessions must be entered by a motion made from a properly noticed and conducted open meeting. V. AGENDAS: The agenda is to be prepared by the Clerk at the direction of the Mayor. The Mayor or any Trustee may have an item placed on the agenda. When possible, items for the agenda must be provided to the Clerk in writing or via email at least 48 hours before the meeting’s start time. The agenda must be prepared by noon on the day of the meeting. However, items may be placed on the agenda at any time. If necessary, a supplemental agenda may be distributed at the beginning of the meeting. VI. VOTING: Pursuant to the New York State Village Law and General Construction Law, each member of the Board has one vote. The Mayor may vote on any matter but must vote in case of a tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise 5 specified by State law. A vote upon any question must be taken by ayes and nays, and the names of the members present, and their votes must be entered in the minutes. VII. GENERAL RULES: a. The Mayor presides at the meeting. In the Mayor’s absence, the Deputy Mayor presides at meetings of the Board. The presiding officer may debate, move, and take any action that may be taken by other members of the Board. Board members are not required to rise but must be recognized by the presiding officer before making motions and speaking. b. Every motion must be seconded before being put to a vote: all motions must be recorded in their entirety in the Board’s minutes. c. Once recognized, a member may not be interrupted when speaking unless it is to call him/her to order. If a member is called to order, they must stop speaking until the question of order is determined, and, if in order, they must be permitted to proceed. There is no limit to the number of times a member may speak on a question. Motions to close or limit debate may be entertained and require a two-thirds vote to pass. VIII GUIDELINES FOR PUBLIC COMMENT: Privilege of the Floor guidelines are as established at January 9, 2012 Board of Trustee meeting as follows. Meetings of the Board of Trustees of the Village of Cayuga Heights take place in accordance with New York State law, for the purpose of Village governance. Meetings are convened by the Mayor or by an appointed deputy. Discussion takes place among the members of the Board with the Village professional staff. Minutes are recorded by the Clerk. As provided in the New York State Open Meetings Law, all Board meetings are open to the public, and members of the public are very welcome to attend. Although not required by law, the Mayor and the Trustees of Cayuga Heights offer Privilege of the Floor in order to provide individuals in the audience with the opportunity to voice their opinion on Village affairs. In the interest of expediting the flow of Village business during its lengthy meetings, Privilege of the Floor is open for 30 minutes only, ordinarily following any scheduled Public Hearings. Fifteen (15) minutes prior to the commencement of any regularly scheduled Board of Trustee’s meeting, a sign-in sheet will be placed on a table inside the meeting room. Upon arrival, all attendees are requested to sign in, indicating if they wish to speak. The speakers may give their name and address if they choose. If a speaker does not want to provide their name, they must sign in as “Anonymous Speaker” and then they are responsible for remembering the number associated with their place on the list. Attendees will be called to speak in the order shown on the sign-in sheet on a first come, first to speak basis. Speakers are asked to stand unless prevented by a disability, to give their name and address if they so choose and must limit their remarks to two minutes of time. Please note that a speaker’s time may not be yielded to other speakers. Speakers are requested to observe standards of courtesy and good taste and may be asked to terminate remarks at any time by the Mayor or another presiding officer. Audience members are asked not to engage with the speaker, or with each other. The Village Clerk keeps time and gives notice when 30 seconds are remaining. Occasionally, Board members may ask a speaker for clarification. 6 Speakers are very welcome to submit their comments to the Board in writing for consideration and attachment to the meeting minutes. The minutes will include all the speakers’ names, if provided by the speaker, with a brief statement of their positions. Although the public is only invited to speak during Privilege of the Floor, the Board may, at its discretion, allow the public to speak at other times. Speakers must be recognized by the Mayor or by another presiding officer. Anyone with an interest in any facet of Village government is encouraged to contact the Mayor, the Board of Trustees and the Village staff through email addresses found on the Village of Cayuga Heights web site (www.Cayuga-Heights.ny.us). Adopted by the Board of Trustees, Village of Cayuga Heights, December 12th, 2011 IX MINUTES: a. The Clerk is responsible for taking the minutes of the board. Minutes must consist of a record or summary of all motions, proposals, resolution and any other matter formally voted upon and the vote thereon. Minutes must be taken for an executive session of any action that is taken by formal vote. Executive session minutes must consist of a record or summary of the final determination of such action, and the date and vote thereon; provided, however, that such summary need not include any matter which is not required to be made public by the NYS Freedom of Information Law (FOIL). b. Minutes must also include the following: i. Name of the Board; ii. Date, place, and time of the meeting; iii. Notation of the presence or absence of Board members and time of arrival or departure if different from time of call to order and adjournment; iv. Name and title of other village officials and employees present and the approximate number of attendees; v. Record of communications presented to the Board; vi. Record of reports made by Board or other village personnel; and vii. Time of adjournment; and signature of Clerk or person who took the minutes if not the Clerk. c. Minutes may contain a summary of the discussion leading to action taken but should not include verbatim comments unless a majority of the Board resolves to have the Clerk do so. d. The Clerk is responsible for creating a draft of the minutes within the timeframe provided for under the New York State Open Meetings Law. The Board of Trustees approves the minutes at the next board meeting. Amendments to the Clerk’s minutes require approval of the Board of Trustees by a majority vote. X ORDER OF BUSINESS OF THE BOARD OF TRUSTEES: a. Call to order; b. Approval of minutes of previous meeting(s); c. Public comment period; d. Report of officers and committees (Fire, Treasurer, Mayor, Trustees, Police, Public Works, Clerk; e. Report of the Attorney; f. Adjournment XI GUIDELINES FOR USE OF RECORDING EQUIPMENT: All members of the public and all public officials are allowed to tape or video record public meetings. Recording is not allowed during executive sessions. Recording should be done in a manner which does not interfere with the meeting. The mayor 7 may determine whether the recording is being done in an intrusive manner taking into consideration, but not limited to, brightness of lights, distance from the deliberations of the village board, size of the equipment, and the ability of the public to participate in the meeting. If the recording is determined to be intrusive and interferes with the meeting, the mayor may direct that the recording be stopped or undertaken in a different manner or location. XII ADJORNMENT: Meeting may be adjourned by motion. XIII AMENDMENTS TO THE RULES OF PROCEDURE: The forgoing procedure may be amended from time to time by a majority vote of the Board. C. DESIGNATING DEPOSITORY: WHEREAS: the Board of Trustees has determined that Village Law § 4-412 (3)(2) requires the designation of banks or trust companies for the deposit of all village monies; THEREFORE, BE IT RESOLVED THAT: Section 1. That the Board of Trustees designates the Tompkins Trust Company, Ithaca, NY as official depository for all Village funds received by the Village Clerk and receiver of taxes for the Fiscal Year June 1, 2022 – May 31, 2023, with a maximum deposit of $4,900,000. Sections 2. That the Clerk is authorized to notify Tompkins Trust Company of the following names to be honored on checks for the Fiscal Year June 1, 2022 – May 31, 2023 with two signatures required for each check. Mayor Linda Woodard, Deputy Treasurer Rennekamp, Clerk Jeffrey D. Walker, Treasurer Laura Dolch Section 3. That this resolution is effective immediately. D. DESIGNATING MEETIND DATES: BE IT RESOLVED THAT: The date, location, and time for next regular Board of Trustees meeting is April 20sst 2022 at Marcham Hall, 7:00 p.m. BE IT RESOLVED THAT: The date, location, and time for regular meetings of the Planning Board is established as the 4th Monday of the month at Marcham Hall starting at 7:00 p.m. BE IT RESOLVED THAT: The date and time for regular meetings of the Zoning Board of Appeals is scheduled on an as needed basis (historically held the 1st Monday of the month at 7:00 p.m.). E. CODE OF ETHICS: BE IT RESOLVED THAT: The Mayor must ensure that a copy of the Code of Ethics is distributed to each officer and employee of the village. In addition, the Village Mayor must ensure that a copy of General Municipal Law §§ 800-809 is posted in each public building under the Village’s jurisdiction. Failure to either distribute or receive a copy of the local Code of Ethics does not affect an officer’s/employee’s duty to comply with the code, nor does it affect the enforcement of provisions of the code. 8 F. ADVANCE APPROVAL OF CLAIMS: WHEREAS: The Board of Trustees has determined to authorize payment in advance of audit of claims for public utility services, postage, freight and express charges; and WHEREAS: all such claims must be presented at the next regular meeting for audit; and WHEREAS: this resolution is consistent with the Village of Cayuga Heights Procurement Policy; and WHEREAS: the claimant and the officer incurring or approving the claim are jointly and severally liable for any amount of Board of Trustees disallows. THEREFORE, BE IT RESOLVED THAT: Section 1. That the Board of Trustees authorized payment in advance of audit of claims for public utility services, postage, freights and express charges. All such claims must be presented at the next regular meeting for audit and the claimant and the officer incurring or approving the claim are jointly and severally liable for any amount of Board of Trustees disallows. Section 2. That this resolution is effective immediately. 9 EXHIBIT 2023-003 PROPOSED LOCAL LAW A OF THE YEAR 2022 A LOCAL LAW TO OVERRIDE THE TAX LEVY LIMIT ESTABLISHED IN GENERAL MUNICIPAL LAW §3-C Be it enacted by the Board of Trustees of the Village of Cayuga Heights as follows: Section 1 Legislative Intent: It is the intent of this local law to allow the Village of Cayuga Heights to adopt a budget for the fiscal year commencing in 2022 that requires a real property tax levy in excess of the tax levy limit as defined by General Municipal Law §3-c. Section 2 Authority: This local law is adopted pursuant to subdivision 5 of General Municipal Law §3-c which expressly authorizes a local governing body to override the property tax cap for the coming fiscal year by the adoption of a local law approved by a vote of sixty percent (60%) of said governing body. Section 3 Tax Levy Limit Override: The Board of Trustees of the Village of Cayuga Heights, County of Tompkins, is hereby authorized to adopt a budget for the fiscal year commencing in 2022 that requires a real property tax levy in excess of the amount otherwise prescribed in General Municipal Law §3-c. Section 4 Severability: If a court determines that any clause sentence paragraph subdivision or part of this local law or the application thereof to any person firm or corporation or circumstance is invalid or unconstitutional the court order or judgment shall not affect impair or invalidate the remainder of this local law but shall be confined in its operation to the clause sentence paragraph subdivision or part of this Local Law or in its application to the person individual firm or corporation or circumstance directly involved in the controversy in which such judgment or order shall be rendered. Section 5 Effective Date: This Local Law shall take effect immediately upon filing with the Secretary of State. 10 EXHIBIT 2023-004 FYE 2022-2023 Proposed Budget Public Hearing • 2022-2023 General Fund Tentative Village Budget • 2022-2023 Special Grants Tentative Budget • 2022-2023 Capital Fund Tentative Budget • 2022-2023 Sewer Fund Tentative Budget • 2022-2023 Water Fund Tentative Budget