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HomeMy WebLinkAbout06.15.2022_Agenda1 Zoom Link 4118425407 Village of Cayuga Heights Board of Trustees Monthly Meeting June 15, 2022 7:00 p.m. 1. Call To Order EXHIBIT/PAGE 2. Approval of April 20, 2022 Meeting Minutes 2023-026 pgs. 2-12 Approval of May 18, 2022 Meeting Minutes 2023-027 pgs. 13-24 3. Report of the Fire Superintendent Tamborelle: Submitted Report 2023-028 pgs. 25-26 a. Movie Night – Special Event Permit Fee 4. Privilege of the Floor: 5. Report of Treasurer Dolch: Submitted Report 2023-029 pgs. 27-28 6. Report of Mayor Woodard a. RaNic Update 2023-030 pgs. 29-32 b. Definition of Lawn / Vacant Properties c. Ithaca Women Writers of Silent Films Weekend d. DPW Staff Work Hours e. Rightsizing Culvert Contact 2023-031 pgs. 33 f. Revenue Reconciliation 2023-032 pg. 34 g. Airbnb h. Plant to Plant Agreement 7. Report of the Trustees: 8. Report of Police Chief Wright: Submitted Report 2023-033 pgs. 35-36 9. Report of Director of Public Works Wiese: Submitted Report 2023-034 pg. 37 10. Report of Superintendent of Public Works Cross: 11. Report of Clerk Walker: Submitted Report 2023-035 pgs. 38-49 a. IT Policies 12. Adjournment 2 Minutes VILLAGE OF CAYUGA HEIGHTS Wednesday, April 20, 2022 Zoom Meeting ID # 4118425407 BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING EXHIBIT 2023-026 Present: Mayor Woodard; Trustees: Hubbard, Marshall, Rennekamp, Robinson, Salton, and VanLoan; Village Engineer B. Cross; Director of Public Works Wiese; Clerk Walker; Treasurer Dolch; Police Chief Wright; Attorney Marcus. 1. Call to Order: Mayor Woodard calls the meeting to order at 7:02 p.m. 2a. Approval of Meeting Minutes: March 16, 2022 (Exhibit 2023- 005) Resolution # 9194 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the March 16, 2022, meeting minutes as presented. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried 2b. Approval of the Annual Organizational Meeting Minutes: April 4, 2022 (Exhibit 2023-006) Resolution # 9195 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the Annual Organizational Meeting Minutes April 4, 2022 meeting minutes as edited with the corrected number of appointment years for the Village Planning Board. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried •Clerk Walker states that at the Village Organizational Meeting we neglected to re-appoint Scott Howard to the Village Shade Tree Committee. •Mayor Woodard states that she would like to appoint Scott Howard to the Village Shade Tree Committee. Resolution # 9196 BE IT RESOLVED THAT: The Board of Trustees approves the appointment of Scott Howard to the Village Shade Tree Committee for one official year. (4/2023) 3 Motion: Trustee Hubbell Second: Trustee Rennekamp Ayes: Mayor Woodard, Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays and Abstentions: none Motion carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2023-007) •Fire Superintendent Tamborelle states that things are going well at the station. •Fire Superintendent Tamborelle states that the engineering firm has finished the proposal for re-vamping the fire station heating and air conditioning and expects that the cost will be between one hundred fifty and two hundred thousand dollars. •Village Engineer B. Cross states that there will be two different options. One option is the replacement cost of the existing system with new units and the other option is to abandon the boiler system that feeds the individual rooftop units and convert the existing rooftop units to electric coils instead of gas fired. •Trustee Marshall suggests that the proposal include the expected lifespan of the equipment. •In closing, Fire Superintendent Tamborelle states that he needs the Board to approve the newly elected Slate of Officers. Resolution # 9197 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees approves the following Cayuga Height Fire Department Slate of Officers as voted on by the Cayuga Heights Fire Company and approved by the Cayuga Heights Fire Department Fire Council. Fire Chief George Tamborelle Assistant Fire Chief Joe Price Assistant Fire Chief Michael Garrett Assistant Fire Chief Brendan Bloodnick Lieutenant Sophie Janowsky Lieutenant John Gregory Lieutenant Macey Chasman Lieutenant Daniel Halstead Motion: Trustee Hubbell Second: Trustee Rennekamp Ayes: Mayor Woodard, Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays and Abstentions: none 4 Motion carried 4. Privilege of the Floor: No members of the public wish to speak. 5. Report of Treasurer Dolch: Submitted Report (Exhibit 2023-009) •Village Treasurer Dolch states that the March bank to book reconciliations are complete and the only action item that needs to be approved is this month’s abstract. Approval of Abstract # 11 Resolution: 9198 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #11 for FYE2022 consisting of TA vouchers 80-87 in the amount of $21,737.32 and Consolidated Fund vouchers 791- 878 in the amount of $572,754.15 and the Treasurer is instructed to make payments thereon. Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none •Mayor Woodard states that the auditors have all of the information requested and the audit should be done very soon. Motion Carried 6. Report of Mayor Woodard: a. 2021 Village Court Report: Village Justice Galbreath presents his Annual Court Report to the Board of Trustees. •Village Justice Galbreath states that he would like to point out that there was a period back in 2020 – 2021 that court was completely virtual. Case numbers were down but time spent on cases was about the same. This year we are holding all court sessions in person. •Village Justice Galbreath states that the centralized court arraignment for Tompkins County has consumed a lot of his time since other court justices do not volunteer their time as often. •A discussion was had of whether Judge Galbreath finds it desirable that non-lawyer magistrates are handling complex arraignments that have securing orders for bail or remand to jail that they make mistakes on and other complex matters of law in the centralized arraignment part (CAP) court. •It was acknowledged that the system is still imperfect by Judge Galbreath and Trustee Salton opined that it’s progress but improvements are still needed, implying that a lawyer magistrate should be handling the CAP court. •In closing, Village Justice Galbreath states that the Village Court has finally received approval to begin shredding older court documents. He also asks the Board to stop in and observe court at any point in time. 5 b. Village Historian Update: 1001 Hanshaw Road. •Village Historian B. Szekely states that with the knowledge of the potential expansion project at the RaNic Golf Club she feels that it would be of interest to the Board about the background of this property. •Village Historian B. Szekely presented her findings on the Land use and Zoning History: Between 1823 and 1923, the property at 1001 Hanshaw Road was the site of the public school in District Number 22 (later Number 6) of the Town of Ithaca. The triangular lot at the intersection of Hanshaw and Pleasant Grove Roads was given to the school district in 1823, the same year 170 acres surrounding it were bought by Philip Kline. Because the lot was surrounded by the Kline farmland, the school that opened there in 1823, or shortly after, was known as the Kline School and the building as the Kline Schoolhouse. Whether the two-room building that has been a dental office since the early 1970s is the original school or a later one is not known. Two doors fronting on Pleasant Grove (formerly Kline) Road—one for girls and one for boys—and a bell on the front porch recall its initial use. School District 22 was renumbered District 6 sometime between 1857 and 1868. Jared T. Newman bought the Kline farm in 1907. The Kline School closed in 1923 when the Cayuga Heights School opened. In 1941, the estate of Jared Newman deeded the property to School District Number 6, the district sold it, and it became a private residence. When the village was enlarged by annexation in 1953, the property was zoned for residential use. Sold for a third time, in 1974, the former school building has been a dental office since. Chronology of Deeds 1. Conveyed by Jacob Cradit to Trustees (Richard Manning, John Shaw, and Samuel Seaman) of School District Number 22, 1823 Book R of Deeds, page 470, August 26, 1823 2. The Kline Farm purchase in 1823 160 acres purchased by Philip Kline (1781-1874), who moved to Ithaca from New Jersey early in the nineteenth century: 117 acres bought from Benjamin Cradit in 1823, and 43 acres from John and Elizabeth Sharp in 1831. See: “The Sources of Title,” Abstract of Title of Lands on Cayuga Heights, East of Highland Road, citing, for the Cradit purchase, the Tompkins County Book F of Deeds, page 546, dated 23 April 1823 and, for the Sharp purchase, Book S, page 107 dated 29 March 1831. The Kline Farm took up most of the land in the northern third of Military Lot 90. The lot at 1001 Hanshaw Road was part of the 117 acres that Philip Kline purchased from Benjamin Cradit. 2. Kline Farm purchased by Jared Treman Newman, 1907 New York Land Records, Index to Deeds – Grantees – Ithaca, N. Y., 1860-1913: Jared T. Newman et. Ano., from Heirs of Jacob Winters Kline, August 14, 1907, Tompkins County Book of Deeds 168, page 96, 159.6 acres on Lot 90. 3. Grant and Release of the Lot to School District 6 in 1941 6 Indenture dated March 4, 1941 between Charles H. Newman, Executor of the estate of Jared Treman Newman and the Board of Education of Union Free School District Number 6, Ithaca, Tompkins County Book of Deeds, Book 260, page 402. 4. Sale to Philip and Frances P. Krebs by Board of Education of Union Free School District Number 6, Town of Ithaca, May 21, 1941, Tompkins County Book of Deeds 260, page 402. 5. Sale by the Krebs to Daniel and Katherine Ann Marvin, April 13, 1973, Tompkins County Book of Deeds 507, page 913. 6. Sale by the Marvins to Peter Patrick, January 14, 1974, Tompkins County Book of Deeds 513, 148. Additional sources For inclusion in residential zoning district: Zoning Map of Cayuga Heights Village, August 15, 1953. For the history of the Kline School: https://www.cayugaheightshistory.org/kline-schoolhouse.html. On land use and early village zoning: https://www.cayugaheightshistory.org/land-use-and-zoning.html c. RaNic Golf Club Update: Planned Development Zone •Mayor Woodard states that the Board would like to hold a joint meeting with the Village Planning Board at the RaNic Golf Club to physically walk through the property and see the proposed changes. •RaNic Golf Club Owner S. Whittaker states that he is very flexible after May 5, 2022. Resolution: 9199 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees hereby schedules a Public hold a Special Joint Meeting with the Village Planning Board at the RaNic Golf Club (189 Pleasant Grove Road) on Tuesday, May 10, 2022, at 3:00 p.m. with a rain date of Wednesday, May 11, 2022, at 3:00 p.m. The purpose of this meeting is to review the request of RaNic Golf Club to create a Planned Development Zone (PDZ). Motion: Trustee Hubbell Second: Trustee VanLoan Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried d. Lead Update: There are 226 Village Residents that Bolton Point cannot determine if they have any lead water pipes. •Mayor Woodard states that the Village Public Works Committee has reviewed and edited a letter that will be mailed to those who Bolton Point cannot confirm there is or is not lead pipes. •Mayor Woodard states that the Village has also applied for a “shovel ready” grant which will help offset the cost of digging up the waterlines at the curb box. The more difficult situation is when there is lead at the curb box and in the lateral line to the house. It is recommended that both lines be replaced at the same time. 7 •Trustee Salton asks if that is required under this new federal law. •Village Attorney R. Marcus states that no, it is not required, but the Village could adopt a local law that would require an inspection before any transfer of title. This could be something similar to the sump pump inspection. •B. Cross states that this grant was put together and submitted with the help of Michelle Palmer and David Herrick over a weekend since the deadline was so close. The Village staff also was valuable in making this opportunity possible. •Mayor Woodard states that if the Board agrees to the letter in Exhibit 2023-011, then the Village Clerk's Office will mail it out this week. •Trustee Rennekamp is wondering if there is any concern that during the excavation portion of identify the water pipes that it could cause unintentional damage to the mainline to the house. •B. Cross states that it is the intention for the municipal supplied system to be a Village obligation to the curb box which falls mainly in the Village's right of way. •Clerk Walker states that his office will collect any correspondence related to the letter and post them to the water account and Laserfiche repository. The office will also update the website project section and include information in the next eNewsblast. •Mayor Woodard states that she will handle any correspondence as a result of a resident calling about the letter. •Mayor Woodard states that the Village has until 2024 to complete the inventory of the water lines. After that, we are obliged to replace 3% of the total each year after. •Trustee VanLoan suggests that the Village set up a frequently asked question (FAQ) section on the website. The Board agreed that we should incorporate this on the website. e. Plant to Plant Update: The Draft of the new agreement is almost complete. •Mayor Woodard states that the agreement language on how and when the Village sends sewage to the Ithaca Area Waste Water Facility (IAWWF) facility still needs to be finalized. •Mayor Woodard also states that this spring has proven to be an example of why we need to have the ability to use the by-pass to prevent our plant from going over the allowed influx for sewage which included large amounts of I & I. •Mayor Woodard states that in the next phase of renovation at the Village WWTP we will be turning off the sewage digesters and in doing so we will have to send sewage to the IAWWTF. •Mayor Woodard also states that due to this new unknown I & I issue the Village will not be issuing any large project sewer permits. The Village is convinced that there are pipes near streams that when we have a large rain event the water levels allow stormwater into the sewer lines. •Trustee Salton that there is a lot of demand for new housing construction, and we need to attack this situation immediately. 8 •Directory Wiese states that they did some sewer line camera work on the sewer line between Forrest and Comstock hoping that they would find an I & I issue. It turns out that this section was in good shape. Kendall will be the next place to investigate. •Mayor Woodard states that each municipality has a grasp on their sewer lines and I & I but something has changed considerably. •B. Cross states that through various forms of communication with staff and elected officials from the other municipalities, they are all in support of finding a solution to this issue. •Village Attorney R. Marcus suggests that the Village inform RaNic Golf Club about the temporary hold on issuing any sewer permits. •B. Cross also believes that the new sewer meters in place providing real-time data has helped tremendously in tracking flows in different parts of the Village. f. Schedule a Public Hearing on Proposed Local Law B -2022 Video Conferencing: •Village Attorney R. Marcus states that New York State has just enacted a law that will supersede the various executive orders and prior legislation regarding public bodies holding meetings with video conference capabilities. •Village Attorney R. Marcus will draft a local law to present to the Board for the May 18, 2022, monthly meeting. •Trustee Robinson asks if the quorum of the public body has to be present or virtual. Village Attorney R. Marcus states that where there is a quorum that location has to be open to the public. The result isn’t any different than what the Village has been doing in recent months it's just that it has to be encapsulated in local law. Resolution: 9200 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees hereby schedules a Public Hearing on Proposed Local Law B of 2022- A local law to allow for video conferencing on May 18, 2022, at 7:05 p.m. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried 7. Report of The Trustees: •Trustee Salton states that would like to know why the Cayuga Heights Elementary School still has shipping containers on the property. •B. Cross states that he has reached out to the school principal already but with no response. He is willing to reach out once again. •Trustee Hubbell states that he has been approached by a Village resident who voiced a complaint about the 9 volume of the CHES loudspeakers playing music and making announcements after school •Village Attorney R. Marcus states that ultimately the Village does not have any jurisdiction over the school district. •B. Cross will inform them that the Village finds this situation not consistent with what we would expect from other Village property owners to comply with and if they choose not to comply then we have a base on what to do next. 8 . Report of Police Chief Wright: Submitted Report (Exhibit 2023-012) •Chief Wright thanked the Board for the prior conversations and approval of the seventh patrol officer •Chief Wright states that he appreciated Seargent Manning's input and different perspectives at the last meeting. •In Closing Chief Wright would like to propose filling the newly formed seventh position with a Part-Time Officer Raven Miller. Resolution: 9201 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes Mayor Woodard to offer Raven Miller the newly created seventh Full-Time Patol Officer Position with the Village of Cayuga Heights Police Department. Officer Miller will move from the current part-time status to full-time status starting on June 1st, 2022 at the annual base salary of $59,568.00 Motion: Trustee Salton Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none •Chief Wright states that he greatly appreciates the support and will work from his position to make sure that this change is as effective as he believes it will be. •Trustee Salton thanks Chief Wright and the department for their efforts in presenting to the Board the merits of doing this. Motion Carried 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2023-013) •Director Wiese states that the Village will “piggyback” off the Village of Lansing paving a small section of Highland Road and Highgate Place as well as a section of E. Remington Road. In June we will be concentrating on the upper part of the Village which includes Randolph, Cambridge Road, Warwick, and Winthrop Place. •Director Wiese states that the asphalt costs are not as high as he anticipated but is still going to wait to decide if the paving will be done this summer or next spring. 10. Report of Village Engineer Cross: •B. Cross states that Cayuga Heights Rightsizing Culvert Project is out to bid and to date, we have 4-6 contractors who have taken out plans. The bid opening date is May 12, 2022, at 2:00 p.m. 10 a. Walking Safe Cayuga Heights Sidewalk Grant: •The Engineer's Report has finally been approved by NYS Historic Preservation Organization, and subsequently, NYSDOT has filed the documentation with the Federal Highway Administration. Minor editing was needed by Fisher Engineering. Before moving onto the full final design phase, Fisher will prepare an updated schedule and opinion of cost. b. Marcham Hall Greenhouse: •The current estimate to get the heat fixed and to do additional framing/glazing repairs is $5,500 (plus ongoing heating expenses). The cost to remove the greenhouse and install a new weather-tight door is approximately $3,500 plus DPW labor. •Mayor Woodard states that we need to make a decision and decide one way or another. Energy consumption is her biggest concern. •Trustee Robinson states that if we are going to keep the greenhouse then we need to have a plan on maintaining it. •Clerk Walker states that the last thing he wants to see happen is the greenhouse being torn down. The greenhouse is an intricate part of Marcham hall and part of his plan for the restoration of Marcham Hall is to have a working greenhouse. •B. Cross states that last week we had a visit from Dorothy Cornell’s Neice who stopped in to take a tour of the old homestead. She even had a picture of the greenhouse. She was filled with joy to see that the Village has preserved the house so well. c. Wastewater Treatment Plant Operational Report: •B. Cross states that the Phase 2 Renovation Project work at the site has picked up with workers from all trades engaged in daily activity. The secondary digester has been decommissioned and Blue Heron is in the process of cleaning out the stored sludge. •During the renovation of the secondary digester, Yaws will continue to dewater the sludge from the primary digester. There is an expected delay in the project due supplier delays. The extent of the delay is unknown at this time. This will cause a change order to be issued to the general contractor to later be approved by the Board. 11. Report of Clerk Walker: •Clerk Walker states that the Village HR Committee met and conducted interviews for the Village Deputy Clerk position. •Clerk Walker states that the Board will need to pass a resolution supporting the Annual Village Justice Report. •Mayor Woodard states that she will be interested in discussing a change with our audit firm. Resolution: 9202 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves the 2022 11 Village Justice Report as presented in Exhibit 2023-010. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none 12. Report of Attorney Marcus: •Village Attorney R. Marcus states that he has been working with B. Cross on the Right-Sizing Culvert Project Easements. 13. Executive Session: Mayor Woodard asks the Board for an Executive Session at 9:20 p.m. Resolution: 9203 WHEREAS: The NYS Open Meeting Law §105 prescribes matters for which a public body may conduct an executive session; and, WHEREAS: Upon a majority vote of its total membership, taken in an open meeting pursuant to a motion identifying the general area or areas of the subject or subjects to be considered; and, WHEREAS: The conduct an executive session for these enumerated purposes only, provided, however, that no action by formal vote shall be taken to appropriate public money: THEREFORE, BE IT RESOLVED THAT An Executive Session of the Village of Cayuga Heights Board of Trustees are conducted for the purposes of subsection (F), the medical, financial, credit, or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal, or removal of a particular person or corporation. Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried Resolution: 9204 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees exits the Executive Session and returns to an open meeting. Motion: Trustee Hubbell Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none 12 Motion Carried Resolution: 9205 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes Mayor Woodard to appoint Amy Jacot as the full-time Village Deputy Clerk at an hourly rate of $22.00 per hour. Subject to a successful background investigation. Motion: Trustee Salton Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none 14. Adjournment: Mayor Woodard adjourns the meeting at 9:32 p.m. 13 Minutes VILLAGE OF CAYUGA HEIGHTS Wednesday, May 18, 2022 Zoom Meeting ID # 4118425407 BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING EXHIBIT 2023-027 Present: Mayor Woodard; Trustees: Hubbard, Marshall, Rennekamp, Robinson, Salton, and VanLoan; Village Engineer B. Cross; Director of Public Works Wiese; Clerk Walker; Treasurer Dolch; Attorney Marcus. Absent: Chief Wright 1. Call to Order: Mayor Woodard calls the meeting to order at 7:02 p.m. 2. Approval of Meeting Minutes: April 20, 2022 (Exhibit 2023-015) •Meeting minutes were tabled until the June 15, 2022 meeting. 2b. Approval of the May 10, 2022, Special Joint BOT/Planning Board Meeting Minutes: (Exhibit 2023-016) Resolution # 9206 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the Special Joint BOT/Planning Board Meeting minutes as related to the section on RaNic Golf Club. Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: Hubbell Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2023-017) •Fire Superintendent Tamborelle states that things are going well at the station. A fair number of CHFD students are staying for the summer. •Fire Superintendent Tamborelle states that the trip to the Indianapolis convention was great. The CHFD members attended several hours of training each day. 4. Privilege of the Floor: No members of the public wish to speak. 5. Report of Treasurer Dolch: Submitted Report (Exhibit 2023-009) •Village Treasurer Dolch states last week members of the Village Finance Committee met with INSERO as well as the Office of the State Comptrollers to answer more questions on the Annual Update Document submitted by former Village Treasurer J. Laskaris. •Village Treasurer Dolch states that the April bank to book reconciliations are complete and the only action item that needs to be approved is this month’s abstract. Approval of Abstract # 12 Resolution: 9207 14 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #12 for FYE2022 consisting of TA vouchers 88-93 in the amount of $19,951.85 and Consolidated Fund vouchers 879- 961 in the amount of $591,211.27 and the Treasurer is instructed to make payments thereon. Motion: Trustee Rennekamp Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none •Mayor Woodard states that the OSG auditors informed the Village that the AUD was submitted with known errors. There is still a discrepancy of $119,000 in the fund balance. •Trustee Salton wants to make sure that Village Treasurer Dolch is getting all the resources she needs to find the answer to this discrepancy. •Clerk Walker states that INSERO has been performing the Village audits for several years and they should be able to resolve this issue. Motion Carried 6. Report of Mayor Woodard: a. Public Hearing on Proposed Local Law B of 2022- Resolution on Video Conferencing.: •Village Attorney R. Marcus states he has consulted with an attorney at NYCOM and agrees that the new state law provides municipalities the option to authorize meeting via videoconferencing by resolution. Resolution: 9208 Authorizing the Use of Videoconferencing for the Conduct of Meetings WHEREAS, as of April 9, 2022, the previous videoconferencing provisions found in Public Officers Law § 103(c) were removed, and public bodies wishing to conduct meetings via videoconference must comply with the new requirements of Public Officers Law § 103‐a; and WHEREAS, Public Officers Law § 103‐a(2) authorizes public bodies to conduct meetings using videoconference technology so long as a quorum of the public body is physically present at one or more of the locations where the public can also attend in person; and WHEREAS, in order for public bodies to conduct meetings via videoconferencing, certain requirements of Public Officers Law § 103‐a(2) must be satisfied; and WHEREAS, among the requirements of Public Officers Law § 103‐a(2) is that the public body must adopt a local law or a resolution after a public hearing authorizing the use of videoconferencing for itself and its committees or subcommittees; and WHEREAS, the Board of Trustees of the Village of Cayuga Heights desires to authorize the use of videoconferencing for itself and its committees or subcommittees; and 15 WHEREAS, the Board of Trustees has conducted a public hearing to hear comments on the use of videoconferencing to conduct public meetings; NOW, THEREFORE, be it resolved by the Board of Trustees of the Village of Cayuga Heights as follows: 1. The Board of Trustees of the Village of Cayuga Heights, as well as each of its committees and subcommittees, is hereby authorized to conduct meetings via videoconferencing in accordance with the requirements of Public Officers Law § 103‐a(2), including, but not limited to: A. A quorum of the members of the Board of Trustees must be physically present at one of the meeting locations at which the public can attend in person unless the member is unable to be physically present due to extraordinary circumstances, which include disability, illness, caregiving responsibilities, or any other significant or unexpected factor or event which precludes the member's physical attendance at such meeting. B. Except in the case of executive sessions conducted pursuant to Public Officers Law § 105, the Board of Trustees shall ensure that members of the Board of Trustees can be heard, seen, and identified while the meeting is being conducted, including but not limited to any motions, proposals, resolutions, and any other matter formally discussed or voted upon. C. The minutes of meetings involving videoconferencing must include which, if any, members participated remotely and must be made available to the public pursuant to Public Officers Law § 106. D. The public notice for the meeting must (i) inform the public (a) that videoconferencing will be used, (b) where they can view and/or participate in such meeting, and (c) where required documents and records will be posted or available, and (ii) identify the physical location(s) where members of the Board of Trustees will be participating in the meeting and where the public can attend the meeting in person. E. The Board of Trustees must record each meeting that uses videoconferencing and such recordings must be posted or linked to on the public body’s website within five business days of the meeting. The recordings must remain available for a minimum of five years thereafter, and recordings must be transcribed upon request. F. At meetings where public comment or participation is authorized, members of the public must be able to participate in the proceedings via videoconference in real-time. G. If the Board of Trustees broadcasts its meetings or conducts its meetings via videoconference, it must use technology that permits members of the public with disabilities to access the video in a manner consistent with the 1990 Americans with Disabilities Act (ADA). Motion: Trustee Salton Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Marshall, Hubbell, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried 16 b. Schedule a Special Joint Meeting with the Planning Board about the proposed RaNic Planned Development Zone (PDZ). •Mayor Woodard states the RaNic Golf Club owners are interested to know if the Village Board of Trustees is open to amending the current Village Zoning law to allow Townhouses and a Hotel. •Village Attorney R. Marcus states that the only way the Board can authorize the creation of a PDZ is if the Board decides that amending the Village Zoning Law has a direct benefit to the Village and follows the Village Compressive Plan. •B. Cross states that he has talked to the developer, and they is ready to provide that information to the Village Board at the June 15, 2022 meeting. But before that plan is developed any further, they would like to know if the Board is open to the idea of a hotel and townhouses. •Trustee Salton states that he recalls from a past conversation that there is a first right of refusal on this property, and he would like to know the specific language on that first right of refusal for the RaNic Golf Club property. •Mayor Woodard suggested that each Board member state their own thoughts about the proposed RaNic PDZ project. To summarize, the Board is concerned with the following: the increase in density, the increase in traffic, a concern for wetland protection, and the loss of a community swimming pool. •In conclusion, the consensus of the Board is that they are willing to consider allowing townhouses and a small hotel to be included in the PDZ proposal. •The Board agreed that the scope of the project is too large and needs to be scaled back. •Mayor Woodard states that B. Cross will get back to the developer and inform them that the scale and density are too large. There should not be any changes to the wetlands and the current setbacks need to be followed. •B. Cross states that RaNic will need to format their program in such a way that not only demonstrates why the village would want to allow this use. He will inform the developer of the Board's wishes and they can then decide where to go from there. c. Sunset Park Proposal: The Village Board has agreed to make some important improvements to the park. •Mayor Woodard states the Board of Trustees budgeted $28,000 for Sunset Park improvements. •Mayor Woodard also states that Michele Palmer formally of Templeton Design has now joined the Whitham Planning Design Landscape Architecture Firm and is putting together a proposal for Sunset Park. •Village Attorney R. Marcus states that for the record he has done business with Whitham Planning Design Landscape Architecture Firm and would like the Village Board to understand that there could be a potential conflict of interest and waive any potential conflict of interest. Resolution # 9209 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves waiving any conflict of interest associated with Village Attorney Randy Marcus with the Whitham Planning Design Landscape Architecture 17 Firm in association with the Sunset Park improvement describes in Exhibit 2023-021 Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried •Mayor Woodard states that the goal of this work includes a re-design of parking, eradicating invasive plant species, and re-pointing of stonework and plantings as described in Exhibit 2023-021. •Trustee Marshall states that they are also going to look at the paved surfaces and address the need for re-planting. He also states that there is a link to see some of the original plans for Sunset Park that can be found on the Village Historical website. ttps://www.cayugaheightshistory.org/sunset-parkwestern-slope.html •Trustee Marshall states that the first fifteen feet of the slope portion of the park will be replanted with low growing native vegetation. Resolution # 9210 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the Whitham Planning Design Proposal for Sunset Park. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried d. Lead Update: There are 226 Village Residents that Bolton Point cannot determine if they have any lead water pipes either in the main to the house or at the curb box. •Mayor Woodard states that Bolton Point has recently determined 18 of the 226 to be free of any lead piping. •Mayor Woodard states that this summer the DPW staff will be cataloging where the curb boxes are located on the remaining properties. •Director Wiese states that the contractor has several trucks available to provide the work if we run into a shortage of time to complete this project. e. AOC Budget Resolution: The Access Oversite Committee operates under the City of Ithaca franchise agreement with Charter Communications and as a participating municipality the Village votes on the AOC equipment budget recommendations each year. Resolution: 9211 18 WHEREAS, Section 15.12 of the Franchise Agreement of January 2003 between the City of Ithaca and the franchisee Time Warner Entertainment-Advance/Newhouse Partnership (TWC) (“Franchise Agreement”), subsequently assigned to Charter Communications, Inc. d/b/a Spectrum Networks (Charter) after Charter's 2016 acquisition of TWC, requires the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights) to provide the franchisee with an annual written budget for Public, Educational and Governmental access operations (PEG) by June 30 of each calendar year; and WHEREAS, Section 15.12 of the Franchise Agreement requires that PEG Access Staff provide the Access Oversight Committee (AOC) with budget recommendations for the following year by April 30; and WHEREAS, the City of Ithaca's Ordinance #2003-17, Par 18-4-G, requires the Access Oversight Committee (AOC) to provide the Participating Municipalities with a recommended budget for the following year by May 31; and WHEREAS, the Franchise Agreement authorizes Charter to collect $0.15 per subscriber per month to be used for the purchase of PEG equipment and facilities; and WHEREAS, the AOC has reviewed PEG’s current equipment and facilities and anticipates that new or replacement equipment and facilities will likely be needed, including the “mini studio,” and certain playback equipment; now, therefore, be it RESOLVED, that the AOC recommends earmarking up to $1,000.00 to facilitate a new PEG website, and be it further RESOLVED, that the AOC recommends a $50,000.00 contingency to purchase equipment as needed for the functioning of PEG operations, pending receipt and AOC approval of line-item estimates, and be it further RESOLVED, that the AOC forwards its recommendations for approval by the Common Council of the City of Ithaca, the Town of Ithaca Board, and the Village of Cayuga Heights Board of Trustees, so that they may meet their obligation to provide Charter Communications with an annual written budget for Public, Educational and Governmental access operations no later than June 30, 2022. FURTHER, BE RESOLVED that the Village of Cayuga Heights Board of Trustees approves of the 2022 AOC budget recommendations as written. Motion: Trustee Rennekamp Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried f. Brush and Bulky Trash Pickup: A Village resident has requested that the Board discuss increasing the number of pickups in the Spring / Summer months. •Mayor Woodard states that she thinks this is a fair request but is concerned about the amount of staff time it takes. •Directory Wiese states that brush and bulky trash pickups independently take two full days to complete. If we were to add more dates, then we will fall behind with other work scheduled within the Village. 19 •Trustee Marshall states that this would only add to the confusion on when is the right time to place items out for pickup. Trustee Robinson agreed. •Mayor Woodard also states that she will also address the issue of dog waste in bags and trash in the next eNewsBlast. 7. Report of The Trustees: •No report at this time. 8 . Report of Police Chief Wright: Submitted Report (Exhibit 2023-022) •In Police Chief Wright's absence Police, Sergeant Manning was in attendance via Zoom to answer any questions from the Board. •Trustee Salton states that at the Village Public Safety Committee a discussion took place about the County Sheriff’s Office pilot program to hire two non-armed civilians to respond to certain calls from the County Dispatch Center. •Trustee Salton states that he believes that it will be very difficult to decipher whose responsibility it is to answer the calls between triage, mental health, medical and law enforcement. Many in the County are committed to giving this a try and we will just have to see how it works. •Sergeant Manning states that unfortunately there are a lot of the responses where a law enforcement officer has to respond. Seargent Manning is eager to see how this pilot program works in real-time. In actuality, the on-duty supervisor Sergeant, or Lieutenant will likely decide on who to dispatch. •Mayor Woodard asks Sergeant Manning if he is aware of the type of assistance calls outside the Village and if anywhere during a shift change. •Sergeant Manning states that none of the calls were to cover another municipality during a shift change. Most were for assistance at the Ecolodge. •Trustee Salton asks what is going on at the Ecolodge. •Sergeant Manning states that the Ecolodge is one of three hotels that the City of Ithaca is using for homeless and parolees. The department is seeing a lot of calls for domestics, drug overdoses, and assaults. •Sergeant Manning states that when the departmtne is called for support from another agency CHPD is typically the closest car. 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2023-023) •Director Wiese states that he has been working with the County to create an online system to handle all the building permits. •Director Wiese states that the DPW has been utilizing the village camera to investigate I&I in the village. They have examined lines on the Right of Way behind Forest Drive, Spruce Lane, and the Kendall field which resulted in no measurable findings of Inflow and Infiltration. •Director Wiese states that he is holding off on scheduling any paving work until later in the year. This is an effort to ride out the oil prices. If things don’t change by spring, he will schedule the paving. 20 •Trustee Salton asks if there are areas that if we don’t pave now they will get worse. •Director Wiese states that is a risk we are going to have to take. Pleasant Grove for example needs more than a topcoat. However, it will be several years before we can completely replace the road with new asphalt. Bolton Point and NYSEG both have underground projects that will affect the surface if we pave now. •B.Cross states that the skip coat could be also used as a reinforcement base for the final paving. •In closing, Director Wiese states that the following is a list of all the sidewalk repairs planned for the upcoming fiscal year. 906 Triphammer Road, Hillside Road, East Upland (School Corner), East Upland (Triphammer Corner), West Upland, Highland Road (North of Cayuga Park), The Parkway (North of School driveway), Hanshaw Road (Between school driveway and Comstock), Pleasant Grove (near fire department) 10. Report of Village Engineer Cross: Rightsizing Culvert Project: •B. Cross states that Cayuga Heights Rightsizing Culvert Project bids were opened on May 12, 2022, at 2:00 p.m. and the results are listed below. Vacri Construction base bid: $711,000 Add culvert#1: $69,000 Add culvert#4: $107,000 Add culvert#7A: $82,000 Economy Paving base bid: $884,000 Add culvert#1: $48,000 Add culvert#4: $66,000 Add culvert#7A: $100,000 F.P. Kane base bid: $499,000 Add culvert#1: $84,000 Add culvert#4: $116,000 Add culvert#7A: $47,000 •FP Kane is the apparent low bidder, and T.G. Miller is in the process of evaluating the company. •B. Cross states that we will want to award the base bid plus culvert 7A for a total of $583,000. The original estimate for the project (inclusive of #1 and #4 minus #7A) was $595,768 submitted in the grant 21 request. The Trustees would be approving to “award” the low bid to FP Kane and then authorize TG Miller to prepare a contract that would be approved by the Trustees at the June meeting. •Trustee Hubbell asks if B.Cross is comfortable with the FP Kane bid since it came in so much lower than the other two. •B. Cross states that TG Millers is requesting references from other projects that FP Kane has completed. He also states that there does not seem to be a concern, and the contractor has secured a Bid Bond that would cover any monetary differences. Resolution: 9212 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves accepting the Rightsizing Culvert Project bids received on May 12, 2022, opened and read by Village Clerk Walker. The Board further resolves and awards the project bid to FP Kane Construction Inc. 241 Front St. Vestal, NY 13850 in the amount of $546,000. Motion: Trustee Marshall Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried Resolution: 9213 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves T.G. Millers to prepare the Rightsizing Culvert Project contracts for FP King Constructions Inc. Motion: Trustee Hubbell Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried •In Closing B. Cross states that he is pleased with the way this project has progressed. b. The MS4 Annual Stormwater Report: •B. Cross states that the Tompkins County Stormwater Coalition has completed the Annual MS4 document and is ready to submit it to NYSDEC. At this point, the Board would need to pass a resolution supporting this document. Resolution: 9214 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves the 2021 22 MS4 document and authorizes Mayor Woodard to sign the Municipal Compliance Certification form within the 2021 MS4 document. Motion: Trustee Hubbell Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none •Trustee Salton states that he has read the document and wonders who will be completing some of the blanks. •B. Cross states that he provides the information, and the Tompkins County Soil and water commission tabulates and enters that information. Motion Carried c. Bergmann Associates: •B. Cross has requested Bergmann Associates to give us a proposal to update the previous study that was done as well as factor in a potential impact for the RaNic added traffic. There is a short window of time to submit a grant pre-application for an NYSDOT Transportation Improvement Project through the Ithaca/Tompkins County Transportation Council. •At the advice of the ITCTC director he suggested we would increase our odds of obtaining a grant if we could break down the project into two parts and request funding for only one of the parts. •B. Cross was able to discuss with Kelly Thompson of Bergmann Associates and estimated that we could get the Triphammer Road intersection done for $1,000,000 or less (adjusted for inflation). This application was due on 5/10/22. Since then, he has learned that 10 other projects have been submitted within our area. •B. Cross states that there is a new federal aid program called Safe Routes For All coming through NYSDOT. The goal is to have Bergmann Associates take our existing traffic study and reshape it for these new grant opportunities. •Trustee Marshall inquires to when will the information we need to submit in an application be available. •B. Cross states that he hopes to have something for the Board to approve by the June 15, 2022 Meeting. Resolution: 9215 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Bergmann Associate's Proposal to update the 2019 Village Traffic Study not to exceed $6,400.00 and to be paid out of the contingency fund. 23 Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried d. WWTP Phase 3 Improvement Project: •B. Cross states that GHD Engineers have prepared an Engineering Report for a proposed WWTP Phase 3 project. There are several different elements of the project, but the combined total cost inclusive of engineering fees and estimated inflation is approximately $10,000,000. •Until we know if we can get a grant to help pay for some of this project, the Village is not obligated to move forward with the project, but the next step to being eligible for a grant is to have GHD Engineers submit this report to the NYS Environmental Facilities Corporation to have it placed on the Intend Use Plan List. •This list is a placeholder on the state level to show them where money is needed to help communities meet their permit compliance. This will give us a ranking that will be used by the EFC to determine who will be awarded grants from the Water Infrastructure Improvement Act or other sources. Resolution: 9216 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves the GHD Phase 3 WWTP Engineering Report to be submitted to the Environmental Facilities Corporation for inclusion in the intended use plan. Motion: Trustee Hubbell Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried •B. Cross states that he wanted the Board to know he spoke to the principal at the Cayuga Heights Elementary School and she anticipates most of the storage containers will be relocated in late August when teachers return. 11. Report of Clerk Walker: •Clerk Walker states that our new Village Deputy Clerk will start next week. •Clerk Walker states that the 2022 Village Taxes will be mailed out on May 26, 2022. 12. Report of Attorney Marcus: •Village Attorney R. Marcus states that he would like to request a client/attorney session. 24 13. Client/Attorney Session: Resolution: 9217 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees enters a client/attorney session at 9:39 p.m. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, Salton, and VanLoan Nays: none Abstentions: none Motion Carried 13. Adjournment: Mayor Woodard adjourns the meeting at 10:00 p.m. 25 EXHIBIT 2023-028 May 10, 2022 Honorable Linda Woodard Board of Trustees Village of Cayuga Heights Monthly Report May 2022 May had a brisk pace with 50 runs for the month. We had 28calls in the Village of Cayuga Heights, 19 calls in the Town of Ithaca and 3mutual aid requests. There were 34 EMS calls and 16 fire responses. The majority of the fire calls for the month were for alarm activations are fraternities and sororities. This seems to happen as school winds down and they are packing up and leaving. Dust from uncleaned rooms sets off the smoke detectors. Training May had a lot of focus on getting the probationary members through their checklists before the summer break. Early in the month we did a department wide training on chainsaw use and maintenance. For many of our members, their first opportunity to run a chainsaw came when they joined the department. We have a fair amount of calls that we use chainsaws on so we spend a lot of time training for safe use and proper maintenance. Our FAST members did a skills and drills night on firefighter extrication from difficult situations. This training requires a high skill level and the ability to think under an increased level of stress. In the middle of the month we did a scene size up and simple steps for the first five minutes of an incident. This was a training that several of our lieutenants took at FDIC and brought back to teach our members. While at FDIC we purchased a portable pond fill valve. Portable ponds are used by rural departments to get standing water supplies at scenes of fires outside of hydrant districts. The portable ponds are folding vinyl bladders supported by a metal frame. When deployed they will hold thousands of gallons of water depending on the size. We purchased one of these devices last year to train on because our district is completely covered by hydrants and we rarely have to draft to supply water to fires. One of the problems with training with the pond is filling it. At fires water tankers pull up beside the pond and dump into the pond, we have to fill from a hydrant. The problem with filling from the hydrant is that we have to use an attack hose and this requires at least one person to control the fill hose. The appliance we purchased attaches to the side of the pond and the hose attaches to the appliance. This allows for a safer filling cycle and does not require someone missing training to hold the hose. This also allows us to train with our master stream devices since we can draft from the pond and not shock the village water system. This has been a great purchase for us. The new windows were ordered for the training room and have been delivered. We will install the windows some time in June. We are waiting for the study on the station HVAC system to determine what we will need to do for air conditioning this summer for the bunker rooms that are affected by the broken unit. In May we had a cleaning company come to the station to do a deep clean of the kitchen, strip and wax the floors in the training room and they did a pressure wash and steam clean of all the showers. The deep cleaning of the kitchen was long overdue. Our members do a good job of keeping the station clean but the inside of the cabinets and the hood in the kitchen are an area that needed extra attention. We were extremely pleased with the job that the cleaning crew performed. 26 We have two bunkers leaving in June. Two new bunkers have been appointed. FF Gaelan Walsh is from Ithaca and has been a member since he was 16. He is an interior firefighter. The second room was filled by FF Blaine McCollum. Blaine is a newer member but he comes to us from a downstate department where he is an interior firefighter. He is currently working on his interior checklist and we expect him to be advancing to interior status soon. With the approval of the gathering permit from the board we hope to start up Movies at the Station on June 30th. We hope to have a food truck but have not been able to secure one yet. Many food truck vendors are finding stationary spots to park their trucks due to gas prices. Our members are looking forward to hosting this event again. Summer has started but we are fairly stable on our manpower as many of our student members have decided to stay in the area. We are very pleased with this situation. We look forward to a productive summer. Sincerely, George Tamborelle Fire Chief/Fire Superintendent 27 EXHIBIT 2023-029 VILLAGE OF CAYUGA HEIGHTS TREASURER’S REPORT Audit: We received word last month that the audit is nearly complete and that they have found the source of our large discrepancy in fund balance. On 6/13/22 I got a list of adjusting entries that will need to be made and we should have the final audit report in the next few days. AUD: No update as of 6/13/2022 Revenues and Expenses: May 2022 bank to book reconciliations are complete. They have been reviewed and approved by Trustee and Deputy Treasurer Rennekamp. Copies of the accounting system generated Monthly Treasurer’s Reports are attached. Approval of Abstract 12 (revised) BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #12 for FYE2022 consisting of: • TA vouchers 88-93 in the amount of $19,951.85 • Consolidated Fund vouchers 879-961 in the amount of $550,944.92 and the Treasurer is instructed to make payments thereon. This is a revised resolution due to the late addition of vouchers 959, 960, and 961. Only Consolidated Fund vouchers 879-958 were approved to be paid last month. Approval of Abstract 13 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #13 for FYE2022 consisting of: • TA vouchers 95-100 in the amount of $5,996.59 • Consolidated Fund vouchers 963-1029 in the amount of $350,529.17 and the Treasurer is instructed to make payments thereon. Approval of Abstract 1 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #1 for FYE2023consisting of: • TA vouchers 1-6 in the amount of $10,667.44 • Consolidated Fund vouchers 1- 28 in the amount of $232,850.36 and the Treasurer is instructed to make payments thereon. Vouchers Voucher #962 number from Consolidated and #94 from TA (both in between Abstracts #12-13) are missing from the Williamson software program. BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the deletion of these 2 vouchers numbers from the voucher sequence. Respectfully Submitted Laura W. Dolch 28 29 EXHIBIT 2023-030 Hi Sue, Brent, and all, Please find attached a revised site plan for RaNic that responds to comments we've collected from staff, board members, and the general public over the past few months as well as some adjustments to the overall program. I am also attaching a draft PDZ document based on the most recent PDZ approved in the Town that includes some of my own comments embedded. We like the format and are hopeful that we can use this as a template for each municipality (eventually separate as two documents). We recognize this document will require some vetting by staff before it becomes part of the package to be reviewed by the boards. A few notes about the updated plan. 1. We identified two separate subzones. One for the medium intensity uses and the other for the low intensity/golf/open spaces. 2. We have moved the bulk of the townhomes largely into the Town as it is likely that we will need to reserve the area along Pleasant Grove for stormwater management. That is still being studied so we don't want to rule out the possibility of putting some housing in that northwest location but it seems less likely at this point. 3. No changes to the hotel at this point. However, it is most likely that the north wing would be treated as a potential future phase with just the surface level parking being built out in the first phase. The priority is to build the housing first with the hotel intended to be a smaller boutique inn (30+/- rooms). The future additional 22 rooms will depend on the success of the housing and first phase hotel. 4. The clubhouse remains the same (major renovation but essentially the same footprint as exists today). 5. The Townhomes are intended to be privately owned. The project is somewhat dependent on selling homes to help fund the clubhouse and hotel projects. However, some rules around the number of townhomes being included as part of the hotel operation makes sense. For example the hotel could purchase X number of townhomes and use them as fully managed short term stays. Other townhome owners would have to follow the current short term rental laws in both the town and village. 6. We are showing townhomes on what is currently the driving range. This requires the 9th hole to be shortened to a Par 3 instead of a Par 4. The existing 9th green would become the short game practice area with a virtual driving range (nets with simulators). 7. A small number of individual home lots are shown scattered along the periphery of the property and those are intended to be subdivided off and sold as private homes. 8. The area around the horse barn property is intended to operate as part of the hospitality functions with some short term stays and small event space in the existing barn so we are including that in the medium intensity subarea. 9. The main entrances to the property off Pleasant Grove and Hanshaw are intended to function as local streets. We are proposing to significantly upgrade the character of the streetscape to transform it from what currently feels like a wide open parking lot into a hybrid local street where parking is limited to just one side of the street with tree lawns, sidewalks, and accommodations for a golf cart / bike lane. We need to maintain as much parking as we can but 30 we are committed to making this feel more like a walkable neighborhood street with the main clubhouse parking lot being isolated and buffered from the local streets. More design work on this will happen during the site plan review process. I think that captures the main revisions at this point. Please let me know if you have any questions or additional comments for us to consider or address in advance of or during the upcoming meetings. Thanks, Noah NOAH DEMAREST AIA, ASLA, LEED AP, CNU Principal + CEO STREAM COLLABORATIVE architecture + landscape architecture dpc 108 West Martin Luther King Jr St 2nd Floor Ithaca, NY 14850 31 32 33 EXHIBIT 2023-031 Notice of Award and Contract 34 EXHIBIT 2023-032 35 EXHIBIT 2023-033 Village of Cayuga Heights Police Department ___________________________________________________ Jerry L. Wright Chief of Police 6/13/2022 To: The Honorable Mayor Woodard Members of the Board of Trustees Village of Cayuga Heights Re: Report of the Police Department for May 2022 In the month of May, the police department received 313 calls for service. In addition to these calls, 52 uniform traffic tickets were issued, and 4 parking violations were cited. A breakdown of the calls for service is as follows: A Felony arrest was made on charges of Criminal Possession of a Controlled Substance 3rd and Tampering with Physical Evidence. During the investigation of a traffic stop, the driver was found to have an active Arrest Warrant out of a collaborating agency. While in custody the subject was found to be in possession of a large quantity of a controlled substance. The subject was turned over to the CAP on both the warrant and Felony charges. 5 Misdemeanor Penal Law Incidents for Fraud were reported although one was deemed a Civil matter. 3 of the remaining 4 were for reports of scam phone calls. Another complaint was for fraudulent email correspondence using a Village resident’s email account. Any legitimate criminal activity in these reports was unfounded. The last complaint was of an individual reporting a known subject had forged some of his personal checks. This investigation is ongoing. Investigation into 2 Traffic Stops led to 1 charge of Aggravated Unlicensed Operation of a Motor Vehicle 3rd and 1 charges of Suspended Registration. 1 Penal Law Violation of Harassment was reported. An individual who works at a location in the Village reported that she was receiving harassing text messages from her boyfriend while she was at work. The incident was deemed domestic with no violation of harassment founded. 3 Local Law Violations were handled including 2 for Noise and 1 for a Loose Dog. On 2 occasions officers received complaints of a loud party and music in the area. The officers responded to the locations and did observe music and loud noise coming from parties. Contact was made with responsible persons who were then advised to keep the noise down or be issued a citation. No further complaints were received. A report of a Loose Dog was received. After a significant amount of time searching for the dog, officers were unable to locate it. 1 Motor Vehicle accident was reported, not involving deer. 36 No other incidents involving deer were reported. 3 Warrant arrests were made, 2 Arrest Warrants and 1 Bench Warrant. CHPD officers were notified that a subject having an active Bench Warrant out of the Village of Cayuga Heights Court had been taken into custody by another agency. The subject was turned over to CHPD officers who then transported the subject to CAP Court for arraignment. 1 Individual was taken into custody under the Mental Hygiene 9.41 Law after officers investigated a check the welfare complaint. In summary 6 persons were arrested on the following 8 charges: 1- Criminal Possession of a Controlled Substance 3rd 1-Tampering with Physical Evidence, 1-AUO 3rd, 1-Suspended Registration, and 3-Execution of a Warrant and 1-MHY9.41. A total of 17 calls for service were completed under the Tompkins County Mutual Aid Agreement. 13 of these calls involved CHPD officers assisting other agencies while 4 involved other agencies assisting CHPD within the Village. Over the course of the month, Officers took part in the following trainings and/or events: On the 5th Officers Langlois and Barr issued 9 speeding tickets while on a PTS Traffic Detail. On the 13th Officers conducted a Commercial Vehicle Detail. From May 17th through June 2nd CHPD hosted a 3-week internship with a student enrolled in the Criminal Justice Program at TST BOCES. On the 26th Chief Wright and Sgt. Manning took part in Mock Job Interviews for the students enrolled in the Criminal Justice Program at TST BOCES. On the 31st full time officers completed bi-annual firearms qualifications. The full-time officers worked a total of 53 hours of overtime and the part-time officers worked a total of 244 hours. Sincerely, Chief Jerry Wright 37 EXHIBIT 2023-034 Village of Cayuga Heights Mike Wiese – B.O.T Report June 15th, 2022 Code Enforcement – A Training was attended in person in Tioga Downs. The building permit inspection process continues to move towards an all-electronic process with the help of Tompkins County. Sump Pump Inspections – 0 inspections were performed since the May board meeting. All homes were found to comply. The sump pump inspection process has now been moved to a fully electronic system with the help of Tompkins County Street - Working with the Village of Lansing to pave small sections of Highland Road and Highgate Place this fiscal year. We are also scheduling to pave East Remington Road this year. Sewer – We have been utilizing the village camera to start our investigation for any additional I&I in the village. We have examined the offroad lines in the Winthrop area as well as the Cayuga Heights Road area. 38 EXHIBIT 2023-035 Clerk Report: Tax Collection: Website: 39 40 A. Village of Cayuga Heights Internet and Acceptable Use Policy Introduction: Village of Cayuga Heights Acceptable Use Policy specifies policies and procedures for the use of information resources and information technology systems. Enforcement of this Acceptable Use Policy is consistent with the policies and procedures of this municipality. Being informed is a shared responsibility for all users of the Village of Cayuga Heights information systems. Being informed means, for example: - Knowing these acceptable use policies and other related rules and policies, - Knowing how to protect your data and data that you are responsible for, - Knowing how to use shared resources without damaging them, - Knowing how to keep current with software updates, - Knowing how to report a virus warning, a hoax, or other suspicious activity, and - Participating in training. Policy: Compliance with this policy is mandatory for all officials, employees, and contractors of the Village of Cayuga Heights. This policy applies to all Village of Cayuga Heights information, computer systems and data that are used for official Village of Cayuga Heights business regardless of location. 1. Authorized Use Users must not use other users’ passwords, user IDs, or accounts, or attempt to capture or guess other users’ passwords. Users are also restricted from using business equipment for personal use, without authorization from the Village. Users must not hide their identity for malicious purposes or assume the identity of another user. 2. Privacy User files may be subject to access by authorized employees of the Village of Cayuga Heights during the course of official business. Accordingly, users should have no expectation of privacy and their activity may be monitored. 3. Restricted Access Users must not attempt to access restricted files or portions of operating systems, security systems, or administrative systems to which they have not been given authorization. Accordingly, users must not access without authorization: electronic mail, data, programs, or information protected under state and federal laws. Users must not release another person’s restricted information. 41 4. Proper Use of Resources Users should recognize that computing resources are limited, and user activities may have an impact on the entire network. They must not: ● misuse email – spread email widely (chain letter) and without good purpose (“spamming”) or flood an individual, group, or system with numerous or large email messages (“bombing”). Email accounts are for business purposes only. ● use streaming audio, video or real-time applications such as: stock ticker, weather monitoring or Internet radio. 5. Protecting Information and Shared Resources Users must: ● Follow established procedures for protecting files; including managing passwords, using encryption technology, and storing back-up copies of files. ● Protect the physical and electronic integrity of equipment, networks, software, and accounts on any equipment that is used for Village of Cayuga Heights business in any location. ● Not visit non-business related websites. ● Not open email from unknown senders or email that seems suspicious. ● Not knowingly introduce worms, viruses or other malicious code into the system; nor disable protective measures (i.e.: antivirus, spyware fire- walls). ● Not install unauthorized software. ● Not send restricted or confidential data over the Internet or off the locally managed network unless appropriately encrypted. ● Not connect unauthorized equipment or media, which includes but is not limited to: laptops, thumb drives, removable drives, wireless access points, pdas, and mp3 players. 6. Civility Users must not harass other users using computer resources, or make repeated unwelcome contacts with other users. Users must not display material that is inappropriate in an office environment for example, consistent with Village of Cayuga Heights policies. 7. Applicable Laws Users must obey local, state, and federal laws including laws on copyright and other intellectual property laws. 42 B. Village of Cayuga Heights Internet and Acceptable Usage Policy (For Confidential Information) 1. Authorization Employees requesting access to the Village of Cayuga Heights Internet connection must complete an Application for User Internet Access (see Appendix A). Employees shall not access the Village of Cayuga Heights Internet connection without approval. Authorization for Internet access will be determined by the managers directly reporting to the Village Mayor or Village Department Head. 2. Training After receiving approval to use the Village of Cayuga Heights Internet connection, training will be provided. 3. Security A unique IP address is assigned to each authorized user. The unique address does not guarantee privacy rights to the user. Downloading Internet data is allowed only with prior written approval from the Village Mayor or Department Head. Users who need to download information should write, “requesting download privileges”, on their application. Users should be aware of the risk of proper file storage procedures and of receiving computer viruses. Up-to-date virus scanning software must be running while the user downloads information. Employee information inquiries (i.e. references, employee verification, etc.) are only permitted via the Internet as part of a potential new employment background check provided by the Village Police Department. 4. Monitoring Usage Employee Internet use may be monitored through mechanical safeguards or direct observations. Each user must use discretion when using the Internet. The authorizing manager may request a user to maintain the Internet Activity Log. 5. Policy Compliance All employees including officials and auxiliary boards shall comply with this policy. 6. Policy Exception Policy exceptions shall be brought to the Village Mayor attention for review. Exceptions may result in the withdrawal of the user’s authorized Internet use. 43 C. Village of Cayuga Heights Security of Information Policy Statement Introduction The Village of Cayuga Heights recognizes the importance of securing various types of information in order to reduce the risk of identity theft and fraud. The Village of Cayuga Heights is required to protect and secure various types of information as defined in the Federal Trade Commission Identity Theft Act Red Flag Legislation (“FTC Act”), the Criminal Justice Information Services Security Policy and through contractual obligations related to merchant services (credit card acceptance). Under state statute, the Village of Cayuga Heights also has an obligation to secure and limit access to other private information involving customers and employees. Definitions Sensitive Information Sensitive information includes the following items, as well as any other information that may be included in the State Act or the FTC Act: • Social Security Information • Tax ID Information • Credit Card Information • Bank Account Information • Driver’s License Information • Criminal Justice Information • Health Information Private Information Private information includes employee, residents, vendors, and customers information that is protected by state statute or other regulatory agencies. This may include, but is not limited to addresses, phone numbers and other personnel file contents. Policy The Village of Cayuga Heights will adhere to all applicable requirements regarding the protection of sensitive information as stated in the FTC Act, Criminal Justice Information Services Security Policy and merchant services agreements. As a part of these efforts, the Village of Cayuga Heights will do the following: • Develop and maintain standard procedure(s) to provide guidance on the protection of sensitive information in order to reduce fraud and identity theft. • Develop and maintain a formal breach response plan. • Develop and maintain a training program in order to effectively communicate information provided in the standard procedure(s) and breach response plan to necessary staff. • Review and update (as needed) all procedures, plans and training programs on an annual basis. 44 • Ensure service providers, who are in contact with sensitive information, are aware of security requirements as well as the need for confidentiality, through proper contractual agreements and arrangements. The Village of Cayuga Heights will also adhere to all applicable requirements regarding the protection of private information as stated in State and Federal guidelines and will provide proper security and confidential treatment of this information, while still adhering to all public record requirements. Efforts may include special contractual language to ensure service providers are aware of statutory requirements and the need for confidentiality. Program for the Security of Sensitive Information The procedures surrounding the program for the security of sensitive information shall include: • Identification and definition of risk factors regarding customer accounts and all other systems that include the management, storage and handling of sensitive information. • Measures to adequately detect these risk factors on a timely basis and in an efficient manner. • A detailed breach response plan to respond appropriately when detection occurs in order to prevent and/or mitigate identity theft. • Methods for reviewing and testing the program on an annual basis, including the communication of information to appropriate personnel and the testing of the incident response plan. Detailed procedures related to this program will be approved by the Village Mayor or Village Clerk through the Village of Cayuga Heights standard procedure process. 45 New York State Technology Law 208 Policy For the Village of Cayuga Heights 1. This policy is consistent with the State Technology Law, section 208, as added by Chapters 442 and 491 of the laws of 2005. This policy requires notification to impacted New York residents and non-residents. The Village of Cayuga Heights values the protection of private information of individuals. The Village of Cayuga Heights is required to notify an individual when there has been or is reasonably believed to have been a compromise of the individual’s private information in compliance with the Information Security Breach and Notification Act and this policy. 2. The Village of Cayuga Heights, after consulting with CSCIC to determine the scope of the breach and restoration measures, shall notify an individual when it has been determined that there has been, or is reasonably believed to have been a compromise of private information through unauthorized disclosure. 3. A compromise of private information shall mean the unauthorized access or acquisition of unencrypted computerized data with private information. 4. If encrypted data is compromised along with the corresponding encryption key, the data shall be considered unencrypted and thus fall under the notification requirements. 5, Notification may be delayed if a law enforcement agency determines that the notification impedes a criminal investigation. In such case, notification will be delayed only as long as needed to determine that notification no longer compromises any investigation. 6. The Village of Cayuga Heights will notify the affected individual. Such notice shall be directly provided to the affected persons by one of the following methods: • Written notice; • Electronic notice, provided that the person to whom notice is required has expressly consented to receiving said notice in electronic form and a log of each such notification is kept by the Village of Cayuga Heights who notifies affected persons in such form; • Telephone notification provided that a log of each such notification is kept by The Village of Cayuga Heights who notifies affected persons; or • Substitute notice, if the Village of Cayuga Heights demonstrates to the State Attorney General that the cost of providing notice would exceed two hundred fifty thousand dollars, or that the affected class of subject persons to be notified exceeds five hundred thousand, or the Village of Cayuga Heights does not have sufficient contact information. Substitute notice shall consist of all the following: A. E-mail notice when the Village of Cayuga Heights has an e-mail address for the subject persons. 46 B. conspicuous posting of the notice on the Village of Cayuga Heights’s web site page, if the Village of Cayuga Heights maintains one; and C. notification to major statewide media 7. The Village of Cayuga Heights shall notify CSCIC as to the timing, content, and distribution of the notices and approximate number of affected persons. 8. The Village of Cayuga Heights hall notify the Attorney General and the Consumer Protection Board, whenever notification to a New York resident is necessary, as to the timing, content, and distribution of the notices and approximate number of affected persons. 9. Regardless of the method by which notice is provided, such notice shall include contact information for the Village of Cayuga Heights making the notification and a description of the categories of information that were, or are reasonably believed to have been acquired or accessed by a person without valid authorization, including specification of which of the elements of personal information and private information were, or are reasonably believed to have been, so acquired or accessed. 10. This Policy also applies to information maintained on behalf of the Village of Cayuga Heights by a third party. 11. When more than five thousand New York residents are to be notified at one time, then the Village of Cayuga Heights shall notify the consumer reporting agencies as to the timing, content, and distribution of the notices and the approximate number of affected individuals. This notice, however, will be made without delaying notice to the individuals. 47 Cyber Incident Response Policy Reported by: Name: Phone: E-mail: Date & Time of incident detection: Nature of Incident: □ Denial of Service  Unauthorized Access □ Malicious Code (worm, virus)  Website Defacement □ Scans and Probes  Other (describe) Incident Descriptions (What were the signs?): Details (e.g. virus name, events, etc.): Business Impact (e.g. what information or services are impacted?): Course of Action: Additional Notes: This policy is established to clarify roles and responsibilities in the event of a cyber incident. The availability of cyber resources is critical to the operation of government. A swift and complete response to any incidents is necessary in order to maintain that availability and protect public and private information. Responsible Elected Official: If the incident affects multiple departments, the Village of Cayuga Heights Mayor shall be the responsible Elected Official. If only one department is impacted, the Village of Cayuga Heights will still responsible for that department shall fill this role. The responsibilities of the elected official include, but are not limited to: • Receiving initial notification and status reports from the Incident Response Manager. • Consulting with other elected officials on public notification, involvement of the municipal attorney and notification of law enforcement. • Preparing and delivering press releases. • Consulting with other elected officials and appropriate staff on priorities for response and recovery. • Advising the Incident Response Manager on priorities. • Incident Response Manager: The Village of Cayuga Heights designates that the Village IT Committee has responsibility for preparing for and coordinating the response to a cyber incident. Responsibilities include, but are not limited to: • Training users to recognize and report suspected incidents. • Developing and testing response plans. • Being the point of contact should any employee or official believe an incident has occurred. • Involving the identified Technical Support to address the incident. • Notifying the appropriate elected officials that an incident has occurred, if significant. • Advising Elected Official(s) regarding notification of law enforcement and the Village of Cayuga Heights attorney if appropriate. • Providing information to Elected Official(s) responsible for notifying the press and public. • Coordinating the logging and documentation of the incident and response to it. • Making recommendations to reduce exposure to the same or similar incidents. Technical Support Staff: The Village of Cayuga Heights shall provide Technical Support to the Incident Response Manager. Responsibilities include, but are not limited to: • Assessing the situation and providing corrective recommendations to the Incident Response Manager. • Helping the Incident Response Manager make initial response to incidents. • Responding to the incident to contain and correct problems. • Reporting to the Incident response Manager on actions taken and progress. • Participating in review of the incident and development of recommendations to reduce future exposure. • Consulting with other Elected Official(s) on public notification, involvement of the municipal attorney, and notification of law enforcement. • Assisting with preparation of press releases. • Consulting with other Elected Official(s) and appropriate staff on priorities for response and recovery. • Advising the Incident Response Manager on priorities. Legal Counsel: The Village of Cayuga Heights attorney shall provide advice as called upon.