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HomeMy WebLinkAbout6.21.2023-Agenda1 Zoom Link 4118425407 Village of Cayuga Heights Board of Trustees Monthly Meeting June 21, 2023 7:00 p.m. 1. Call To Order EXHIBIT/PAGE 2. a. Approval of May 17, 2023 Meeting Minutes 2024-047 pgs. 2-11 b. Approval of May 25, 2023 Special Meeting Minutes 2024-048 pgs. 12-14 3. Report of the Fire Superintendent Tamborelle: Submitted Report 2024-049 pgs. 15-16 a. Fire Truck Purchase Order 2024-050 pgs. 16-21 4. Privilege of the Floor: 5. Report of Treasurer Dolch: Submitted Report 2024-051 pg.. 22 6. Report of Mayor Woodard: a. Granicus Renewal 2024-052 pgs. 23 b. Cayuga Heights Road Sidewalk Project Update 7. Report of the Trustees: 8. Report of Superintendent of Public Works Cross: Submitted Report 9. Report of Police Chief Wright: Submitted Report 2024-053 pgs. 24-25 10. Report of Director of Public Works Wiese: Submitted Report 2024-054 pg. 26 11. Report of Clerk Walker: Submitted Report 2024-055 pg. 27 12. Report of Attorney Marcus: 13. Adjournment 2 EXHIBIT 2024-047 VILLAGE OF CAYUGA HEIGHT May 17, 2022 Zoom ID # 411842540 BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Present: Mayor Woodard; Trustees: Biloski, Hubbard, Marshall, Rennekamp, Robinson, and Salton; Village Engineer B. Cross; Director of Public Works Wiese; Police Chief Wright; Attorney Marcus; Clerk Walker; Treasurer Dolch; 1. Call to Order: Mayor Woodard calls the meeting to order at 7:03 p.m. 2. Approval of Meeting Minutes: April 19, 2023 Meeting Minutes (Exhibit 2024-017) Resolution: 9450 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves April 19, 2023, Board Meeting Minutes as presented. Motion: Trustee Biloski Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: Trustee Robinson Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2024-018) • Fire Superintendent Tamborelle states that the new F-150 Ford pickup truck is not on a schedule to be built yet. The department will be fine using the current pickup truck for now. • Fire Superintendent Tamborelle states that the roof project will start in mid-June and be completed by the end of August. • Village Clerk Walker noted that G. Tamborelle was honored at the Annual CHDF Installation Banquet for his 20 years of service. 4. Privilege of the Floor: No members of the public wished to speak 5. Report of Treasurer Dolch: Submitted Report (Exhibit 2024-019) • Village Treasurer Dolch states that Both G8130.410 (WWTP Contractual) and G8130.490 (WWTP Equipment Maintenance) are overdrawn due to higher-than-expected expenses for labor, supplies, and 3 cost of repair and maintenance. We will need to move money from Fund Balance into these accounts to cover what we have overspent, to cover Abstract 12, and to cover upcoming Abstract 13. • For G8130.410 - Overbudget $82,182. Abstract 12 expenses are $89,600. Abstract 13 estimated expenses are $85000. Resolution: 9451 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves moving $1739.20 from Sewer Contingency (G1990.400) and $255,060 from Fund Balance to cover expenses in G8130.410 Sewer Contractual. Motion: Trustee Robinson Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried • Village Treasurer Dolch states that account 8130.490 - Overbudget $4,022. Abstract 12 expenses are $1,900. Abstract 13 estimated expenses are $2000. Resolution: 9452 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves moving $8,000 from Fund Balance to cover expenses in G8130.490 Sewer Equipment Maintenance. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried • Mayor Woodard states that the Village will need to increase the sewer rate in December of 2023. Approval of Abstract 12: Resolution: 9453 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Abstract #12 for FYE2023 consisting of TA 95-100 vouchers in the amount of $5,628.18 and Consolidated Fund vouchers 869-944 in the amount of $589,757.46 and the Treasurer is instructed to make payments thereon. 4 Motion: Trustee Salton Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 6. Report of Mayor Woodard: a. AOC Budget Resolution: The City of Ithaca's Franchise Agreement with Charter Communications d/b/a Spectrum Networks in NY (“Charter”), requires that the three participating municipalities (the City of Ithaca, the Town of Ithaca, and the Village of Cayuga Heights) approve a budget for equipment and facilities every year by June 30th while the Agreement is in effect. This Budget is funded with the PEG Fees that are charged to Subscribers in the Participating Municipalities ($0.15 / subscriber/month). Charter collects these fees and keeps them to make AOC-approved purchases. The AOC drafts a budget for these purchases, upon recommendations by Charter, and submits it to the respective municipalities for review and approval. • The Resolution proposes a $29,000.00 contingency to purchase equipment as needed for the functioning of PEG operations. This will probably go towards replacing the Studio’s old Nexus, the playback system that enables cable casting on Channel 13. Currently they are using the Nexus that was donated to us by the City of Ithaca when they updated their studio. This Nexus is no longer made or serviced by its manufacturer. • Wies van Leuken who is the Village of Cayuga Height appointed representative is present to answer any questions the Board might have. • Trustee Robinson asks how people can see the public access channel if they are using streaming services. • Wies van Leuken states that there is an App. However, there is one legal issue the AOC is facing which would allow the Pegasys App. to be available on streaming devices. AOC has been waiting for over a year for the City of Ithaca Attorney to make a ruling on this issue. As of now, the public access channel is not offered. • Trustee Salton states that the Village should be proactive and show support for expediting a decision to allow the public access channel to be offered on streaming services. • Wies van Leuken will send a copy of the letter for them to review at the June 21, 2023 Board meeting. Resolution: 9454 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 5 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 certain playback equipment; now, therefore, be it RESOLVED, that the AOC recommends a $29,000.00 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, 2023. FURTHER BE IT RESOLVED, that the Village of Cayuga Heights Board of Trustees approves the AOC 2024 Budget for Public, Educational, and Governmental access operations as written. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried b. T.G. Miller Rt. 13 Sewer Main Project: In 2021 The Village of Cayuga Heights Board of Trustees approved using $20,000 of American Rescue Funds to complete a study of the sewer main that travels under Rt. 13. • B. Cross states that all of the sewer pipes North, South, and East of Rt. 13 flow into a single pipe under R. 13 that exists in a “cattle tunnel” since the R. 13 project was completed in the 1970s. • B. Cross states that the opportunity is right for us to take a closer look at the conditions in that tunnel and the condition of the pipe itself with the idea of building a redundant system in case there is a failure. • Trustee Salton states that he understands that there is an older cast iron pipe there as well. • B. Cross states that yes, that is the original pipe and he hopes that the study will find a way to replace that pipe with a new one. Then install some type of valved system that we can divert the flow when needed. 6 • Trustee Salton states that the Village should consider getting a cost analysis of replacing both pipes. • B. Cross states that he agrees with Trustee Salton. • Trustee Robinson inquires about a contingency plan for the tunnel and would T.G. Miller be evaluating the tunnel's structural integrity as well. • B. Cross states there is no plan for an additional tunnel, and we definitely should ask T. G. Miller to take a look at the soundness of the tunnel. Resolution: 9455 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the T.G. Miller proposal for the Rt. 13 Sewer Main Study as presented in Exhibit 2024-022 which is not to exceed $12,500 and will be paid with ARFP funds. Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried c. MS-4 Annual Report: As a member of the Tompkins County Stormwater Coalition, the Village has to submit a completed Annual MS4 document and submit it to NYSDEC. The staff at the Tompkins County Soil and Water Conservation Department have drafted this report and the Board needs to pass a resolution supporting this report. Resolution: 9456 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the 2023 Municipal Compliance Certification form of the Annual MS-4 Stormwater document and submit it to the NYSDEC Motion: Trustee Hubbell Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried d. PBA/Teamsters Contracts: Both Village unions; the Police Benevolence Association and the Department of Public Works Teamsters had contracts up for renewal. The PBA has agreed to a Three-year contract and the DPW a two-year contract. • Mayor Woodard states that both negotiations went well. 7 Resolution: 9457 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the contract between the Village of Cayuga Heights and PBA Union for June 1, 2023, to May 31, 2026 Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9458 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the contract between the Village of Cayuga Heights and Teamsters Union for June 1, 2023, to May 31, 2025 Motion: Trustee Robinson Second: Trustee Bilsoki Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried • Mayor Woodard states that two things that were discussed at the Teamsters negotiations that did not go into the contract were a summer schedule of a 4-day work week and the ability to have the working supervisor take a Village vehicle home. • Mayor Woodard states that she will need Board approval to allow the DPW staff to start a 4-day, 10-hour work week beginning on June 5, 2023, and ending on August 31, 2023. Resolution: 9459 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves the DPW staff moving to a summer 4-day, 10-hour work week beginning in June 2023 and ending August 31, 2023. Motion: Trustee Marshall Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Robinson Nays: Salton Abstentions: none 8 Motion Carried • Mayor Woodard states that as a way to show the Boards appreciation to the DPW Working Supervisor T. Eighmey, they would like to propose allowing T. Eighmey to take his work truck home as a way to save time and money. • M. Wiese states that this would help reduce the response time in emergencies. Resolution: 9460 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves allowing the DPW Working Supervisor Tim Eighmey to use his work vehicle for traveling to and from home for the 2023-2024 fiscal year. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 7. Report of Superintendent of Public Works Cross: a. Industrial Pre-Treatment Sewer Ordinance Update: • B. Cross states that the recent plant-to-plant agreement has a requirement that the Village provide a revised draft of the Village Sewer Use Law (in ecode 360) that identifies the industrial sewer users (not residential) located within the Old Village, which is connected to the Kline Road diversion, be regulated using the IAWWTF’s industrial sewer regulations. • B. Cross states that GHD has drafted language that will be added as a new section 226 (or as otherwise determined by General Code) that effectively makes “users” in the Old Village subject to the “current” (may change in future) IAWWTF industrial regulations. • B. Cross states that Susan Brock from the City of Ithaca does not see that our attempted proposed local law is adequate and suggested that we use the proposed local law she had previously drafted for the Village. b. WWTP Projects: •B. Cross states that one of the projects slated to repair or replace this year is the three 1970s Trickling Filter Pumps. The goal is to replace those pumps with new pumps in the next fiscal year. 9 •B. Cross states that as it turns out the new electric system that has been installed as part of the Phase 2 upgrades is causing the pumps to draw more electricity and is causing load issues for them to work properly. The plant is down to two working pumps right now and if they lose another pump it will be disastrous. •B. Cross states that he would like to declare this situation an emergency and contact the W2O operators and get the pumps ordered and installed. The lead time to get a pump built is four months. The pumps cost $75,000 each and installation will cost around $200,000. •B. Cross states that W2O will allow us to place a purchase order without any money down which will give the Village some time to secure finances. •Trustee Salton states that he does not think we can just declare this an emergency and circumvent the bid/quote process with such a large expense. •B. Cross states that normally he would go through those motions, but given the severity of the situation, he feels we need to move quickly before a disaster takes place. • Trustee Marshall states that he would defer to those who work closest with the mechanical realities on this issue. • Trustee Robinson states asks if it is possible that the installation of the new electrical interface has something to do with the pumps. •B. Cross states that he will have GHD and Matco inspect the system next week but there still needs to be some action on getting new pumps ordered as soon as possible. • Trustee Salton states that he still would want this to be a bidding process. • Mayor Woodard asks if other companies in the area could supply these pumps and perform the work. •B. Cross states the Village WWTP has worked well with W2O and in fact, they were the ones who rebuilt these pumps five years ago. •Trustee Salton and Robinson suggest we wait a week for further investigation and see if the issue can be corrected, and if not we could schedule a special Board meeting for next week if nothing changes. •Mayor Woodard states that the Board will table any action on this topic tonight. •Trustee Robinson states that he is comfortable with calling a special Board meeting next week if we cannot get any immediate answers to why the pumps are not working correctly anymore. 10 8. Report of the Trustees: a. Sunset Park Update: • Trustee Marshall states that the open house went well. The next step is to begin working on the grant application. The survey results will be available for the June 2, 2023, Enewsblast. • Mayor Woodard states that no one that attended the open house wanted to see much change to the park. • Mayor Woodard states that she is interested in holding some kind of Village-wide annual meeting where residents could come and tell the Board what they do and do not like about the Village. • Mayor Woodard states that one example that has recently come to her attention is a large firewood pile that sits on the front lawn of a Village resident. One option could be to put a law on the books that prevent wood piles and other things like “No Mow May” in front yards. 9. Report of Police Chief Wright: Submitted Report (Exhibit 2024-023) • Police Chief Wright states that he does not have any action items for tonight. • Police Chief Wright states that the department completed several traffic details this spring. • Trustee Robinson states that the last few monthly reports mention fraud cases the department has handled and if he could elaborate on those cases. . • Police Chief Wright states that initially the office will take the complaint, but it is mostly for report purposes. The ability to investigate a fraud case that originates from outside the U.S. is limited. 10. Report of Director of DPW Wiese: Submitted Report (Exhibit 2024-024) • Director Wiese states that the guys did a great job preparing for paving work on Cambridge, Burleigh, Randolph, and Warwick, • Director Wiese states that the I Trackers have been installed and there is now enough data to see where sewer flows have changed enough to suspect we have groundwater entering the sewer line. The goal is to hire T.G. Miller to monitor and move them throughout the Village. • B. Cross states that T.G. Miller is currently working on an I & I project and is under budget so the thought would be to have them make up the difference with monitoring the sewer meters. • Director Wiese states that he is continuing to meet with contractors to schedule the hydro-excavation work to service the water curb valves. The current list of unknown services is down from 240 to 142 residents. 11 11. Report of Clerk Walker: Submitted Report (Exhibit 2024-025) • Clerk Walker states that 2023 Village Property Taxes have been prepared and are ready to be mailed out on May 25, 2023. • Mayor Woodard states that the number of Sump Pumps permits that have been issued over the last three years averages around 46 with no real findings of illegal hookups. 12. Report of Attorney Marcus: No report at this time. 13 Adjournment: Mayor Woodard adjourns the meeting at 8:55 p.m. 12 EXHIBIT 2024-048 VILLAGE OF CAYUGA HEIGHT May 25, 2022 Zoom ID # 411842540 BOARD OF TRUSTEES 10:00 a.m. SPECIAL MEETING Present: Mayor Woodard; Trustees: Hubbard, Marshall, Rennekamp, and Robinson; Village Engineer B. Cross; Clerk Walker; Yaw’s Manager M. Albro. 1. Call to Order: Mayor Woodard calls the meeting to order at 9:59 a.m. 2. W2O Trickling Filter Pump Replacement Quote: •Mayor Woodard states that at the May Board of Trustees Meeting it was discussed that if there was not a quick solution to the electrical issues with the current trickling filter pumps that the Board would call for a special meeting to declare an public emergency in order to approve the W2O quote. •B. Cross states that there still is no explanation to why the pumps are not running as they were previously. There may be some opportunities to continue to evaluate the issues. The reason we are here today is that time is of the essence to get production started on building the three new pumps since there is a three to four month build out. •M. Albro from YAWS Environmental states that when the new Master Control Centers (MCC) were installed they noticed that the Electrical Distribution Device was not supplying the same amount of electrical load to the pumps. •M. Albro states that the pumps now are running at a higher speed and amperage which will stress the pumps and shorten the life span. •B. Cross states that he spoke to Trustee Salton, and he wanted to let the Board know he was in support of this Public Emergency Resolution and that we should continue to exhaust all possibilities on why the pumps are now failing. •B. Cross states that he has reached out to GHD Engineering, Matco Electric, Eaton, and W 2O will all be taking a look at the situation in the next few days. •Trustees Marshall and Trustee Hubbell state that we should not only look at the electrical aspects of these pumps but also the mechanical aspects. •Trustee Robinson states that he knows that the third pump that is bad has a motor and could that motor be put in service. •M. Albro states that it is possible, but his worry is that it’s the pumps themselves that are causing the motors to struggle. 13 •Mayor Woodard asks if the pumps could have been having problems before last week? •M. Albro states that the staff collects daily readings on all outputting devices, so it is unlikely that we missed anything. •B.Cross states that as part of the Phase 2 work at the plant was to install new MCC Boards with Variable Frequency Drive (VFD) panels. The issue started when those parts were turn on. •Trustee Marshall inquired about the concrete work that would be needed to replace these pumps. •B. Cross states that the contractor is confident that the existing footprint will match up and there will not be a need for more work. •Trustee Marshall wonders if there will still be an opportunity to back out of this agreement to purchase the W2O pumps under an public emergency basis if we identify a simple fix to the current issue. •B, Cross states that there is still no reason to wait to place this order. These pumps are part of the budgeted items for the upcoming fiscal year. •Trustee Hubbell states that he would like to know what we are going to do if the pumps fail before the new pumps are ready. •M. Albro states that they will have to watch the pumps hourly, and he might have to turn the pumps down and alternate them running on maximum output. •M. Albro states that another reason we should ask now is due to the fact that if a pump goes down and our testing results fail the EPA and NYSDEC standards then we are subject to serious fines. •Mayor Woodard asks if we divert sewage down the Kline Rd. by-pass will that help us at all. •B. Cross states that everything we can do to reduce the stress on the pumps will help. Resolution # 9461 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees recognizes the public emergency rising out of a unforeseen occurrence with the trickling filter pumps at the Village Wastewater Treatment Plant and will bypass the normal bid process for replacement of the Village Wastewater Treatment Plant Trickling Filter Pumps. Motion: Trustee Robinson Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none 14 Motion Carried Resolution # 9462 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the W2O estimate to supply and install three Trickling Filter Pumps in the amount of $460,800.00 as presented in Exhibit 2024-026. Motion: Trustee Marshall Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none Motion Carried 3 Adjournment: Mayor Woodard adjourns the meeting at 10:45 a.m. 15 EXHIBIT 2024-049 June 20, 2023 Honorable Linda Woodard Board of Trustees Village of Cayuga Heights Monthly Report May 2023 The trend of busy months continued in May with a total of 58 calls! We had 35 calls in the Village of Cayuga Heights, 21 calls in the Town of Ithaca and 2 mutual aid requests for a total of 58 runs. There were 40 EMS calls and 18 fire responses. For a very busy month the calls were routine. We logged multiple calls nearly every day of the month. May training slowed a bit with the end of the school year. We have several members in the NYS EMT class and some time was spent working with them to ensure that they were comfortable with their skills in preparation for the practical part of their examination. All our members in the class passed and are now working on their rescue checklists to be cleared to run calls on their own. There were a couple of trainings on water supply and movement. We did have a call to Brooktondale and CHFD was tasked with setting up the water supply operations for the fire scene. Water supply training helps immensely in these situations. We have set the dates for our fall recruit class and will start looking for new members this summer. We have finalized the dates for the EMT class to be held at the station in the fall. We have 10 slots reserved for the class and hope that this will help with recruiting. We met with E-One several times to go over specifications for a new engine to replace E202 in 2025. If we want to take delivery of the new truck in 2025 we need to order it now. Several members of the department worked on the specification and have come up with plans for the engine that will meet our needs. We did experience some sticker shock with the new truck. In the past three years there has been a 49% increase in the cost of fire trucks. This is across the board with all manufacturers. We are hoping to order this truck now for a FY 25/26 delivery. The manufacturer is at 850 days for a build cycle. We do not need to put any money out for the truck until delivery, but we do need to get it ordered to keep on our replacement cycle. We had a leak in the ceiling in the downstairs hallway in May. We found that one of the toilets in the bunker area was leaking but the water was running through the wall to the first floor. We had to replace the fixtures and that seemed to take care of the problem. Several of our members decided to take on the project to paint some of the common areas on the first floor of the station. The company room looks great! The fifth-grade fundraiser at the station went very great. It was well attended, and they managed to raise several hundred dollars for their class trip. We are gearing up for summer movies at the station. We will be doing the movies on Thursday evenings through July. We are hoping to find a food truck vendor willing to come to the station for these nights. We held our annual graduates dinner for our members graduating from Cornell in May. It was very well attended. We have six members who graduated this year. Luckily four of them are not leaving the area and staying in the department. Two of them are taking the paramedic program that will keep them here for at least two years. Sumer is fast approaching, and our staffing looks good. We have many folks from the last recruit class who are staying in the area to take fire and EMS classes. The county is not running an IFO class until the fall so these members have been looking around in the surrounding counties and finding classes that they want to take. We fully support anything that maintains our staffing through the summer. 16 As I have said before, the busier we are the happier our members are. It is a strange phenomenon, but we find that it is always the case. More calls always equal more motivation. We are looking forward to a good summer. Sincerely, George Tamborelle Fire Chief/Fire Superintendent EXHIBIT 2024-050 Purchase Agreement This Agreement (“Agreement”) is made this __th day of ______, _____, by and between Premier Apparatus Inc., 68 Leggs Mill Rd, Lake Katrine, New York 12449 (hereinafter ''Company'') and Village of Cayuga Heights Fire Department, 836 Hanshaw Rd, Ithaca, New York 14850 (hereinafter ''Buyer''). 1.) Purchase: The Company agrees to sell, and the Buyer agrees to purchase, the 2024 E-One fire apparatus and equipment described in the Company's Proposal and the Specifications attached hereto and hereby incorporated by reference (the "Apparatus"), all in accordance with the terms and conditions of this Agreement. Changes to the Specifications attached hereto will only be executed by the Company if documented by a Change Order signed by both parties. In the event of any conflict between the Company's Proposal and the Buyer's Specifications, the Company's proposal shall prevail. 2.) Price: The Village of Cayuga Heights Fire Department, New York SW #125918 agrees to pay a Purchase Price of: Nine Hundred Fifty-Six Thousand Six Hundred Eighty-Six Dollars $956,686.00 per the E-One Sourcewell Contract #022818. Unless otherwise specified, this Purchase Price is exclusive of all Federal, State or local taxes of any nature. Any such taxes are the sole responsibility of the Buyer unless specifically added to the Purchase Price, at which time they will be paid by the Company; provided, however, if the Buyer claims the Order is exempt from any tax, Buyer agrees to furnish the applicable exemption certificate to the Company and to hold the Company harmless from any damage which may result from the Company ultimately having any such tax assessed against it. 17 Buyer agrees that the terms of payment shall be cash or cash equivalent due upon delivery at the Village of Cayuga Heights Fire Department, New York. If other than cash due upon delivery, check the appropriate box. Lease-Purchase Agreement - Financing * Other 100% prepay within 30 days of contract signing deduct $25,415.00 * Details of financing are covered under a separate section and are included as a part of this Agreement. IMPORTANT NOTICE – PLEASE READ CAREFULLY NO PAYMENT BY THE VILLAGE OF CAYUGA HEIGHTS IS REQUIRED UNTIL THE 2020 E-ONE HP75 LADDER TRUCK AND EQUIPMENT PURCHASED UNDER THIS AGREEMENT SHALL HAVE BEEN DELIVERED TO AND ACCEPTED BY THE Village of Cayuga Heights Fire Department. ALL CHECKS SHALL BE MADE PAYABLE TO Premier Fire Apparatus Inc. NO OTHER PAYEE(S) SHALL BE NAMED AND THERE ARE NO EXCEPTIONS TO THIS POLICY. ALL CHECKS SHALL BE REMITTED DIRECTLY TO THE PREMIER FIRE APPARATUS, INC AT 68 LEGGS MILL RD LAKE KATRINE, NEW YORK 12449, ATTN: ACCOUNTS PAYABLE DEPARTMENT. ALL WIRE TRANSFERS SHALL BE MADE TO AN ACCOUNT SPECFICALLY DESIGNATED BY THE COMPANY. CUSTOMER ASSUMES ALL RISK OF FAILURE TO COMPLY WITH THIS SECTION, INCLUDING REPOSSESSION OF ALL EQUIPMENT. CUSTOMER PLEASE INITIAL: “I HAVE READ AND I UNDERSTAND THIS SECTION”: _______________ If more than one Apparatus is included and they are delivered on different dates, the terms of payment shall apply to each delivery and an invoice covering each delivery shall be issued. 3.) Pre-Build: Upon request (at time of order) by either party, a pre-build conference may be conducted to ascertain and confirm customer requirements with respect to the Apparatus ordered by Buyer. Both parties agree that the pre-build conference will be conducted no later than sixty (60) business days from execution of this Agreement. 4.) Delivery: The Apparatus shall be delivered to the Village of Cayuga Heights Fire Department approximately 810 calendar days after execution of this Agreement by Buyer, final acceptation of the drawing and specification after the pre-build conference and the receipt and execution of same by the Company at its offices in Ocala FL. Full operating instructions, including all manufactures’ owner’s manuals shall be provided upon delivery. It is agreed that such delivery is subject to delays caused by war, acts of god, hurricane, labor shortages or strikes, inability to obtain materials, and other causes reasonably beyond the control of the Company and that the Company will not be liable for, and this Agreement may not be terminated on account of, such delays. The Village of Cayuga Heights Fire Department will be notified no less than fourteen (14) business days in advance of the delivery date. 5.) Customer Inspection/Acceptance: If requested at time of order, Buyer will have up to ten (10) business days from the notified delivery date to conduct Buyer’s final inspection and take possession of the Apparatus. Otherwise, delivery will be deemed to occur on the notified delivery date. In the event that Buyer fails to take possession of the Apparatus on the notified delivery date (or within the ten (10) business day period thereafter, if applicable), Company reserves the right thereafter, at Company’s option: a. to arrange for shipment of the Apparatus to Customer by the drive-away service of Company’s choice, at Buyer’s sole expense, and to charge the Customer the full invoice price for the Apparatus, which shall be paid for in the manner specified in paragraph 2; or 18 b. to dispose of the Apparatus by sale to any other party, and if the price received on account thereof shall be less than the price specified in paragraph 2, Buyer shall be liable for the difference together will all costs of disposal; or c. to hold the Apparatus at the Company’s plant until such time as Buyer takes delivery, and to charge Buyer a storage fee for each day, calculated pro-rata for each day at an annual rate of 18% on the price specified in paragraph 2. Buyer shall bear the risk of loss or damage to all Apparatus remaining in the possession of the Company after the notified delivery date (or more than ten (10) business days after the notified delivery date, if applicable) except when the Apparatus is in the possession of a Company contracted drive-away service. 6.) Buyer’s Cancellation for Convenience. If Buyer tenders any cancellation hereunder, Buyer shall nevertheless accept delivery of all products which are completed at the time of cancellation. Those products which constitute work-in-process inventory at the time of cancellation shall be paid for by Buyer at a price equal to the completed percentage of the product multiplied by the price specified in Paragraph 2. Buyer also shall pay promptly to Company the costs of settling and paying claims arising out of the termination of work under Company’s subcontracts or vendors, plus an additional 15% to defray Company’s accounting, legal, and clerical costs arising out of the cancellation. 7.) Title: The Company and Buyer agree that title shall remain with the Company until the Truck & Equipment has been paid in full. Provided that the Company has been paid in full, title shall remain with the Company until the Apparatus leaves Company premises in the physical custody of Buyer, the Buyer’s drive-away service, or common carrier as specified in paragraph four (4) above. Upon delivery to Buyer, Buyer’s drive-away service, or Buyer’s common carrier, all title, ownership and risk of loss shall pass from Company to Buyer. 8.) New York State “Piggyback” Tag On Provision: In an effort to allow other government entities to take advantage of the option to “Piggyback” or “Tag On” on to this bid, and in accordance with New York State General Municipal Law § 103 E- ONE, Inc. offers the following statement should we be awarded the contract for the proposed unit(s): This bid and contract have been let by the United States or any agency thereof, any other political subdivision or district therein. This bid and contract ae available for use by other governmental entities. The successful bidder will extend the terms and conditions of the contract to other government entities. Unilateral offers by vendors to extend contract pricing and other terms and conditions would not fall within the exception. Pricing, terms and conditions for said bud would be negotiated between the successful bidder and any potential governmental entities wishing to exercise the “Piggyback” option. The bid and subsequent contract have been “let to the lowest responsible bidder or on the basis of best value in a manner consistent with this section.” 9.) Warranty: The Company warrants each new Apparatus manufactured against defects in material and workmanship period of two years from the in-service date per the Warranty Registration Card. Warranties beyond one year may be applicable to certain components of the Apparatus as described in the Statements of Warranty previously provided to the Buyer. This warranty is in favor of the original user/purchaser, in accordance with the Company's preprinted Statements of Warranty which are either attached to the Agreement or have otherwise been delivered to Buyer. “The Buyer acknowledges receipt of the following warranties from E-One: Lifetime Frame and Cross-Members; Stainless Steel Structural; one Year Standard; Structural Warranty; Paint and Corrosion Warranty; Cab Paint and Perforation Warranty; and Zinc Plated Frame Components. The Company shall provide to the Buyer no later than at delivery of the Fire Apparatus warranties for third-party components as referenced in the specifications.” “A complete set of drawings shall be submitted to the City of Hudson Fire Department within Ninety (90) days after contract signing, detailing the work to be done. The City of Hudson Fire Department shall approve these drawings prior to the Company commencing any work. With respect to any Apparatus not manufactured by the Company, such items shall not be warranted by the Company but shall be subject to the warranty provided by the manufacturer. 19 Any used item of Apparatus is sold ''As-Is'' without any warranty by the Company. These warranties are in lieu of all other warranties, whether express or implied, and THE COMPANY EXPRESSLY DISCLAIMS ALL OTHER SUCH WARRANTIES, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 10.) Transportation of Apparatus Unit: The price quotation from Company includes $1500.00 for Delivery Service and a similar charge for “Drive Away Service.” As those terms are not defined in the specifications, the proposal letter or in the purchase agreement, it is important to understand what these charges are for. The following language should be included in this new section, “The Company’s proposal includes the complete cost of transporting the Apparatus from the Apparatus Factory to the delivery location at Premier Fire Apparatus. The Company will be responsible for any and all damages incurred to the Apparatus from the time of picking up the Apparatus for delivery to delivering the Apparatus at the final destination.” 11.) Performance Bond: , “A 100% performance bond if required shall be supplied to the Village of Cayuga Heights Fire Department within ten (10 days of execution of the Purchase Agreement) for a fee of $3,827.00 if required. The Performance Bond shall cover complete period of contract performance through final acceptance of the completed Apparatus by the Village of Cayuga Heights Fire Department If the bond company’s headquarters are located outside of New York State, a Certificate of Solvency and/or New York State License must accompany the bond showing that the company is authorized to transact business in NewYork State.” 12.) Notices: The parties to this Agreement designate __________________as representative of the Buyer and Kenneth Finke as representative of the Company for purposes of all communications regarding this Agreement. 13.) Waiver of Jury Trial: The parties to this Agreement agree that any dispute arising hereunder, if brought before a court having proper jurisdiction, shall be adjudicated in a bench trial and the parties expressly waive any right to have such matter(s) tried before a jury. 14.) Entire Agreement: This Agreement, including its attachments and exhibits, constitutes the entire understanding between the parties relating to the subject matter contained herein and supersedes all prior discussions and Agreements. No agent or representative of the Company has authority to make any representations, statements, warranties or Agreements not herein expressed and all modifications or amendments of this Agreement, including its attachments and exhibits, must be in writing signed by an authorized representative of each of the parties hereto. 15.) Acceptance by Company: This Agreement shall not constitute a valid and binding obligation of the Company until accepted in writing by an officer of the Company at its offices in Lake Katrine, New York. When requested by the Company, the Buyer shall furnish a satisfactory written opinion of the Buyer's attorney that the Buyer has the power to make the Agreement, that the individual signing is authorized to sign on behalf of the Buyer, and that this Agreement is a valid, legal and enforceable obligation of the Buyer. 16.) Certificate of Product Liability Insurance: “A Certificate of Product Liability Insurance (Certificate) for a minimum of ten (10) million dollars shall be supplied to the Village of Cayuga Heights Fire Department within ten (10) days of execution of the Purchase Agreement. The Certificate shall be from the prime builder only. Certificates for lesser amounts submitted from subcontractors to total ten (10) million dollars will not be accepted. The Certificate must be original and must show the Village of Cayuga Heights Fire Department, 836 Hanshaw Road 20 Ithaca, New York, 14850 as the Named Insured and Certificate Holder. Submission of a non-original Certificate or a Certificate that is not made out to the Village of Cayuga Heights Fire Department will not meet the requirements of this section.” IN WITNESS WHEREOF, The Company and the Buyer have caused this Agreement to be executed by their duly authorized representatives as of the date set forth by each. Village of Cayuga Heights Fire Department Premier Fire Apparatus Inc. Signature: ____________________________________ Signature: __________________________________ Printed: _________________________________ Printed: Kenneth Finke Title: ___________________________________ Title: President Date: ___________ Date: __________ June 8, 2023 Village of Cayuga Heights Fire Department 863 Hanshaw Road Ithaca, NY 14850 Ref: APPARATUS PROPOSAL - E-One Sourcewell Contract #022818-EOI Premier Fire Apparatus Inc. an authorized dealer for E-ONE Emergency Vehicles of Ocala Florida, with a Sourcewell Vendor Contract #22828-EOI are pleased to submit the enclosed proposal for one (1) 2024 E-ONE Typhoon Custom EMAX Top Mount stainless steel pumper with a 1500gpm pump and 780 of water per the attached specifications. Our proposal dated June 8, 2023 has been tailored to and around your parameters and we are confident that you will find it meets the design, quality and performance criteria of the equipment indicated within your specification. Base Price: Our proposed apparatus includes one (1) 2024 E-ONE Typhoon Custom EMAX Top Mount stainless steel pumper with a 1500gpm pump and 780 of water per the attached specifications. The base price of proposed model will be Nine Hundred Fifty-Six Thousand Six Hundred and Eighty-Six Dollars. $956,686.00 Note: Price does include a Performance Bond but are less any and all applicable local, state or federal tax. 21 The proposed truck shall be completed within approximately 810 calendar days after award, but is subject to the release of the final agreement after preconstruction conference date. Any other work like tool & equipment mounting shall be beyond that time and shall be completed at our facility after the truck is completed at the factory and will be beyond the 810 days. All pricing shall remain valid for 30 days from the date of the proposal. Contract payment of one hundred percent (100%) of the purchase price shall be paid upon final inspection of the completed apparatus at the local dealership or the day of delivery to the Village of Cayuga Heights Fire Department. All warranties have been included within our proposal and includes a 1-year Bumper to Bumper warranty. The authorized sales & factory service center for your Fire Department is Premier Fire Apparatus Inc. 108 Anderson Avenue Syracuse, NY 13208. Sincerely, Ken Finke Kenneth Finke President Premier Fire Apparatus Inc 22 EXHIBIT 2024-051 VILLAGE OF CAYUGA HEIGHTS TREASURER’S REPORT Revenues and Expenses: May 2023 bank to book reconciliations are nearly complete. Once the Board approves Abstract 13 (remaining expenses for FY2022-2023) closing the month and year should be straightforward. The May 2023 treasurers report will be included next month. Income: Our NY Class investments have been doing very well. Our year-to-date interest is just over 46K. Approval of Abstract 13 (final abstract of the 2022-2023 fiscal year) BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Abstract #13 for FYE2023 consisting of: • TA vouchers 101-103 in the amount of $3570.72 and • Consolidated Fund vouchers 945-1017 in the amount of $744,433.49 and the Treasurer is instructed to make payments thereon. Approval of Year-End Budget Modifications: BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes the Treasurer to make FYE2023 Final Budget Modifications as necessary to bring any overdrawn expenditure accounts to zero in the General, Water, and Sewer Funds. Approval of Abstract (first abstract of the 2023-2024 fiscal year) BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Abstract #1 for FYE2024 consisting of: • TA vouchers 1-3 plus 106-107* in the amount of $19,085.39 and • Consolidated Fund vouchers 1-32 the amount of $404,907.80 and the Treasurer is instructed to make payments thereon. *Vouchers 1, 2, and 3 were initially labeled as 104, 105, and 108. These were changed to 1, 2, and 3 to reflect the new fiscal year. Vouchers 106 and 107 have already been sent out as prepays and cannot be changed. Vouchers 104, 105, and 108 will be used later in the year. Respectfully Submitted Laura W. Dolch Treasurer 23 EXHIBIT 2024-052 24 EXHIBIT 2024-053 Village of Cayuga Heights Police Department Jerry L. Wright Chief of Police 6/15/2023 To: The Honorable Mayor Woodard Members of the Board of Trustees Village of Cayuga Heights Re: Report of the Police Department for May 2023 In the month of May, the police department received 468 calls for service. In addition to these calls, 187 uniform traffic tickets were issued, and 2 parking violations were cited. A breakdown of the calls for service is as follows: There were two Felony incidents handled in the month of May. The on-duty officer responded to a Robbery Complaint. After investigation the suspect was taken into custody under the Mental Hygiene 9.41 Law and charged with Felony Robbery 3rd and Resisting Arrest, a Misdemeanor. The second reported Felony came in as a Grand Larceny, Stolen Vehicle complaint. Upon the officer’s investigation of the complaint, it was discovered that the vehicle had not actually been stolen. Two Penal Law Misdemeanor complaints were reported. A Larceny incident was handled after a resident reported that two planters had been taken from their deck. After a few days, the resident called the police department stating that the planters had been located; they had been moved to another location at the home. The investigation of 21 Traffic Stops led to 25 Vehicle and Traffic Misdemeanor charges. 20 for Suspended Registration and Five for Aggravated Unlicensed Operation of a Motor Vehicle 3rd. One Penal Law Violation for harassment was handled. A complaint of harassment was received by an individual stating that a woman was yelling at her for parking too close to her vehicle in the parking lot. The complainant felt the interaction was uncalled for and wanted a report on file. No further interaction took place. 11 complaints of Local Law Violations were investigated. Six of these complaints were for reports of Loud Noise coming from outdoor parties. Officers responded to the locations and advised residents of the village’s ordinance and to keep the noise level down. No further complaints were made after the officer’s intervention. Three other complaints were made for loose dogs. While the dogs were secured in two of the incidents, the owner in the third incident was not able to get control of the loose dogs and they were issued a citation for a Dog Control Violation. Another incident involved an officer observing a subject in Sunset Park after hours. The subject was given a verbal warning of the park hours and they left the area. The final Local Law incident occurred after an officer located individuals drinking alcohol in Sunset Park. The individual was charged with Possession of Alcohol Where Prohibited. Two property damage Motor Vehicle accidents and one personal injury accident were handled, none involving deer. One of the property damage crashes occurred at the Cayuga Heights Rd. and Hanshaw Rd. intersection while the second crash was located in the parking lot of 903 Hanshaw Rd. The personal injury accident occurred at the intersection of Highland Rd. and 25 E. Upland Rd. No other incidents involving deer were reported. Three calls for service were completed under the Tompkins County Mutual Aid Agreement involving CHPD officers assisting other agencies and one call involving another agency assisting CHPD. Over the course of the month, Officers took part in the following training and/or events: On May 5th and 12th, Officers Derek Barr and Adam Langlois conducted Commercial Vehicle Details assisted by NYS DOT. On May 6th Officers Mike Gray and Mike Keegan provided a police presence and traffic control during the annual Cayuga Heights Elementary PTO 5K Fun Run. Lastly, throughout the month of May, CHPD took part in four special traffic details to complete the GTSC Enforcement Campaign, Buckle Up New York, Click it or Ticket. A multi-agency enforcement effort was included in these details on May 31st. The full-time officers worked a total of 13.5 hours of overtime and the part-time officers worked a total of 205 hours. Sincerely, Chief Jerry Wright 26 EXHIBIT 2024-054 Village of Cayuga Heights Mike Wiese – B.O.T Report June 21st, 2023 Code Enforcement – Attended code training in the first week of June in Nichols, NY. Received 12 hours of training. Street – Installing drainage at the intersection of Iroquois and Highland Road to resolve standing water issues. Exploring drainage replacement solutions for failing culvert on Iroquois Place. We discovered a gas line was installed at a height which will impact the installing of the properly sized drainage pipe. We are coordinating with NYSEG to find a resolution. Until then the road will remain closed. Repaired outlet walls on Winthrop drive. The outlet was constructed out of old timber which were failing. The timber was replaced with pre-made concrete blocks. Sewer – The new tracking devices are installed in the Village, and we are working through various small issues to allow us to better utilize them. 27 Clerks Report: EXHIBIT 2024-055 Property Taxes Escrow Accounts should be in by Friday.