HomeMy WebLinkAbout4.9.2024 Organizational Meeting Agenda
Village of Cayuga Heights
Board of Trustees
Annual Organizational Meeting
Marcham Hall
Tuesday, April 09, 2024, 7:00 p.m.
AGENDA
EXHIBIT/PAGE
1. Affirmation of the Oath of Office by the following officials elected on March 19, 2024. Mayor Woodard
Trustees: Jennifer Biloski, Sam Conway, and Kristi Rennekamp. Village Justice: Kathy
Bergin.
The oath to be administered by Village Clerk Walker.
2. Public Hearing on Proposed Local Law C of 2024 – Tax Cap 2025 - 001
3. Public Hearing on Proposed Annual Budget FYE 2024-2025 2025 - 002
4. Appointments and Approvals 2025 - 003
5. Annual Resolutions 2025 - 004
6. VCHFD Slate of Officers 2025 - 005
6. Adjournment
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EXHIBIT 2025-001
PROPOSED LOCAL LAW C OF 2024
DRAFT
A LOCAL LAW TO OVERRIDE THE TAX LEVY LIMIT ESTABLISHED IN
GENERAL MUNICIPAL LAW §3-C
Be it enacted by the Board of Trustees of the Village of Cayuga Heights as follows:
Section 1 Legislative Intent: It is the intent of this local law to allow the Village of Cayuga
Heights to adopt a budget for the fiscal year commencing in 2024 that requires a real property tax levy in
excess of the tax levy limit as defined by General Municipal Law §3-c.
Section 2 Authority: This local law is adopted pursuant to subdivision 5 of General Municipal
Law §3-c which expressly authorizes a local governing body to override the property tax cap for the
coming fiscal year by the adoption of a local law approved by a vote of sixty percent (60%) of said
governing body.
Section 3 Tax Levy Limit Override: The Board of Trustees of the Village of Cayuga Heights,
County of Tompkins, is hereby authorized to adopt a budget for the fiscal year commencing in 2024 that
requires a real property tax levy in excess of the amount otherwise prescribed in General Municipal Law
§3-c.
Section 4 Severability: If a court determines that any clause sentence paragraph subdivision or
part of this local law or the application thereof to any person firm or corporation or circumstance is invalid
or unconstitutional the court order or judgment shall not affect impair or invalidate the remainder of this
local law but shall be confined in its operation to the clause sentence paragraph subdivision or part of this
Local Law or in its application to the person individual firm or corporation or circumstance directly
involved in the controversy in which such judgment or order shall be rendered.
Section 5 Effective Date: This Local Law shall take effect immediately upon filing with the
Secretary of State.
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EXHIBIT 2025-002
VILLAGE OF CAYUGA HEIGHTS ANNUAL PROPOSED FYE 2024-2025 BUDGET
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EXHIBIT 2025-003
Appointment of Trustee Rich Robinson as Deputy Mayor by Mayor Woodard for the Official Year 2024-2025.
Appointment by the Mayor and approval by Board of Trustees of the following:
Appointee Position/Term
Jeffrey D. Walker Clerk (4/2025)
Amy Jacot Deputy Clerk (4/2025)
Kiersten Perkins Deputy Clerk (4/2025)
Laura Dolch Treasurer (4/2025)
Kristi Rennekamp Deputy Treasurer (4/2025)
Jeff Walker Records Management Officer (4/2025)
Brent Cross Building Commissioner (4/2025)
Brent Cross Stormwater Mgmt. Officer (4/2025)
Brent Cross Engineer (4/2025)
Brent Cross Zoning & Code Enforcement Officer (4/2025)
Randy Marcus Bousquet Holstein Law Firm: Municipal (4/2025)
Thomas Kramer Village Prosecutor (4/2025)
Beatrice Szekely Historian (4/2025)
Fred Cowett Village Forester (4/2025)
George Tamborelle Fire Superintendent (4/2025)
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Appointments:
Bolton Point Water Commission Board of Directors:
Roy Staley and Mayor Woodard (4/2025)
Tompkins County Council of Governments (TCCOG) Board of Directors:
Mayor Woodard; Trustee Robinson, alternate (4/2025)
TCCOG subcommittee on CCA: Alice Wagenknecht-Wiesner
Greater Tompkins County Municipal Health Insurance Consortium Board of Directors:
Trustee Salton; Mayor Woodard, alternate (4/2025)
Greater Tompkins County Municipal Health Insurance Consortium Joint Committee:
Jeff Walker (4/2025)
Public Safety Committee: Trustees Biloski, Conway, and Salton, (4/2025)
Public Works Committee: Trustees Hubbell and Robinson; Mayor Woodard (4/2025)
WWTP Committee: Trustees Robinson, and Salton; Mayor Woodard (4/2025)
Finance Committee: Trustees, Rennekamp, and Conway; Mayor Woodard (4/2025)
I.T. Committee: Trustees Robinson, and Salton (4/2025)
Administrative Committee: Trustees Biloski, and Rennekamp; Mayor Woodard (4/2025)
Human Resources Committee: Trustees Robinson, and Biloski; Mayor Woodard (4/2025)
Climate Smart Taskforce: Trustee Hubbell, Alice Wagenknecht-Wiesner(4/2025)
Ithaca Tompkins County Transportation Counsel: Trustee Biloski, Brent Cross (4/2025)
*Brent Cross to the Policy Committee & Trustee Biloski to the Planning Committee; each as alternates for the
other.
Planning Board Member: Jenny Leijonhufvud to the Village Planning Board (4/2029)
Planning Board Alternate Member: Matt Johnston Alternate to the Village Planning Board (4/2025)
Planning Board Liaison: Mayor Woodard (4/2025)
Historic Preservation Committee: Village Historian Szekely
Shade Tree Advisory Committee: Trustee Hubbell, Village Forester Cowett, Scott Howard, Hazel Gunn,
Mayor Woodard (4/2025)
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EXHIBIT 2025-004
A. DESIGNATION OF THE VILLAGE’S OFFICIAL NEWSPAPER
WHEREAS: The Ithaca Journal has general circulation within the Village; and
WHEREAS: The Ithaca Journal is not published in the village, but the Board of Trustees determines that
it is broadly distributed with in the Village; and
WHEREAS: Designation of an official newspaper is generally effective for one year.
THEREFORE, BE IT RESOLVED THAT: That the Ithaca Journal is designated the official newspaper
of record for the Village of Cayuga Heights Official Year.
B. RULES OF PROCEDURE:
WHEREAS: New York State law does not establish meeting procedures for village boards of trustees;
and
WHEREAS: Village Law § 4-412 provides that the Board of Trustees may determine its own rules of
procedure.
THEREFORE, BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees
establishes the following Meeting Rules of Procedure:
I. REGULAR MEETINGS: The date, location, and time for regular meetings of the Board of
Trustees is established as the 3rd Wednesday of each month at Marcham Hall starting at 7:00 p.m.
as follows: Apr. 17th , May 15th , June 19st , July 17th, Aug.21st, Sept. 18th, Oct. 16th,Nov. 20th, Dec.
18th, Jan. 15th 2025, Feb. 19st 2025, March 19th 2025.
II. SPECIAL MEETINGS: Special meetings of the Board of Trustees are all Board meetings other
than Regular Meetings. A Special Meeting may be called by the Mayor or any Trustee member of
the Board of Trustees by telephone, in person, or email at least 24 hours in advance of the meeting
unless an emergency requires the meeting to be held on less than 24-hours’ notice.
III. QUORUM: A quorum of the Board of Trustees must be physically present to conduct business. A
quorum is a majority of the total legally authorized membership of the body, regardless of
vacancies or absences. Although a quorum is required to conduct a meeting, a majority vote of the
total legally authorized membership of the body is still required to pass most measures.
IV. EXECUTIVE SESSIONS: Executive sessions must be held in accordance with NYS Public
Officers Law § 105. All executive sessions must be entered by a motion made from a properly
noticed and conducted open meeting.
V. AGENDAS: The agenda is to be prepared by the Clerk at the direction of the Mayor. The Mayor or
any Trustee may have an item placed on the agenda. When possible, items for the agenda must be
provided to the Clerk in writing or via email at least 48 hours before the meeting’s start time. The
agenda must be prepared by noon on the day of the meeting. However, items may be placed on the
agenda at any time. If necessary, a supplemental agenda may be distributed at the beginning of the
meeting.
VI. VOTING: Pursuant to the New York State Village Law and General Construction Law, each
member of the Board has one vote. The Mayor may vote on any matter but must vote in case of a
tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise
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specified by State law. A vote upon any question must be taken by ayes and nays, and the names of
the members present, and their votes must be entered in the minutes.
VII. GENERAL RULES:
a. The Mayor presides at the meeting. In the Mayor’s absence, the Deputy Mayor presides at
meetings of the Board. The presiding officer may debate, move, and take any action that may
be taken by other members of the Board. Board members are not required to rise but must be
recognized by the presiding officer before making motions and speaking.
b. Every motion must be seconded before being put to a vote: all motions must be recorded in
their entirety in the Board’s minutes.
c. Once recognized, a member may not be interrupted when speaking unless it is to call him/her
to order. If a member is called to order, they must stop speaking until the question of order is
determined, and, if in order, they must be permitted to proceed. There is no limit to the
number of times a member may speak on a question. Motions to close or limit debate may be
entertained and require a two-thirds vote to pass.
d. Videoconferencing:
In compliance with Public Officers Law (POL) § 103-a(2)(a), the Board of Trustees/Planning
Board/Zoning Board of Appeals (the “Board”), following a public hearing, authorized by resolution on [insert
date] the use of videoconferencing as described in POL § 103-a.
The following procedures are hereby established to satisfy the requirement of POL § 103-a(2)(b) that any
public body which in its discretion wishes to permit its members to participate in meetings by videoconferencing
from private locations – under extraordinary circumstances – must establish written procedures governing
member and public attendance.
1. Board members shall be physically present at any meeting of the Board unless such member is unable to be
physically present at one of the designated public meeting locations due to extraordinary circumstances.
2. For purposes of these procedures, the term “extraordinary circumstances” includes disability, illness,
caregiving responsibilities, or any other significant or unexpected factor or event which precludes the member’s
physical attendance at such meeting.
3. If a member is unable to be physically present at one of the designated public meeting locations and wishes to
participate by videoconferencing from a private location due to extraordinary circumstances, the member must
notify the Mayor/Chairperson of the Planning Board/Chairperson of the Zoning Board of Appeals no later than
four business days prior to the scheduled meeting in order for proper notice to the public to be given.
4. If there is a quorum of members participating at a physical location(s) open to the public, the Board may
properly convene a meeting. A member who is participating from a remote location that is not open to in-person
physical attendance by the public shall not count toward a quorum of the Board but may participate and vote if
there is a quorum of members at a physical location(s) open to the public.
5. Except in the case of executive sessions conducted pursuant to POL § 105, the Board shall ensure that its
members 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. This requirement shall
include the use of first and last name placards physically placed in front of the members or, for members
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participating by videoconferencing from private locations due to extraordinary circumstances, such members
must ensure that their full first and last name appears on their videoconferencing screen.
6. The minutes of the meetings involving videoconferencing based on extraordinary circumstances pursuant to
POL § 103-a shall include which, if any, members participated by videoconferencing from a private location due
to such extraordinary circumstances.
7. The public notice for the meeting shall inform the public: (i) that extraordinary circumstances
videoconferencing will (or may) be used, (ii) where the public can view and/or participate in such meeting, (iii)
where required documents and records will be posted or available, and (iv) the physical location(s) for the
meeting where the public can attend.
8. The Board shall provide that each open portion of any meeting conducted using extraordinary circumstances
videoconferencing shall be recorded and such recordings posted or linked on the Board’s website (https://cayuga-
heights.ny.us) within five business days following the meeting and shall remain so available for a minimum of
five years thereafter. Such recordings shall be transcribed upon request.
9. If members of the Board are authorized to participate by videoconferencing from a private location due to
extraordinary circumstances, the Board shall provide the opportunity for members of the public to view such
meeting by video, and to participate in proceedings by videoconference in real time where public comment or
participation is authorized. The Board shall ensure that where extraordinary circumstances videoconferencing is
used, it authorizes the same public participation or testimony as in person participation or testimony.
10. Open meetings of the Board conducted using extraordinary circumstances videoconferencing pursuant to the
provisions of POL § 103-a shall be broadcast pursuant to the requirements of POL § 103(f) and shall utilize
technology to permit access by members of the public with disabilities consistent with the 1990 Americans with
Disabilities Act (ADA), as amended, and corresponding guidelines. For the purposes of this guideline,
“disability” shall have the meaning defined in Executive Law § 292.
11. The in-person participation requirements of POL § 103-a(2)(c) shall not apply during a state disaster
emergency declared by the governor pursuant to Executive Law § 28 if the Board determines that the
circumstances necessitating the emergency declaration would affect or impair the ability of the Board to hold an
in-person meeting.
12. These procedures shall be conspicuously posted on the Board’s website (cayuga-heights.ny.us).
VIII GUIDELINES FOR PUBLIC COMMENT: Privilege of the Floor guidelines are as established at
January 9, 2012 Board of Trustee meeting as follows.
Meetings of the Board of Trustees of the Village of Cayuga Heights take place in accordance with New York
State law, for the purpose of Village governance. Meetings are convened by the Mayor or by an appointed deputy.
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Discussion takes place among the members of the Board with the Village professional staff. Minutes are recorded
by the Clerk. As provided in the New York State Open Meetings Law, all Board meetings are open to the public,
and members of the public are welcome to attend.
Although not required by law, the Mayor and the Trustees of Cayuga Heights offer Privilege of the Floor in order
to provide individuals in the audience with the opportunity to voice their opinion on Village affairs.
In the interest of expediting the flow of Village business during its lengthy meetings, Privilege of the Floor is
open for 30 minutes only, ordinarily following any scheduled Public Hearings.
Fifteen (15) minutes prior to the commencement of any regularly scheduled Board of Trustee’s meeting, a sign-in
sheet will be placed on a table inside the meeting room. Upon arrival, all attendees are requested to sign in,
indicating if they wish to speak. The speakers may give their name and address if they choose. If a speaker does
not want to provide their name, they must sign in as “Anonymous Speaker” and then they are responsible for
remembering the number associated with their place on the list.
Attendees will be called to speak in the order shown on the sign-in sheet on a first-come, first to speak basis.
Speakers are asked to stand unless prevented by a disability, to give their name and address if they so choose and
must limit their remarks to two minutes of time. Please note that a speaker’s time may not be yielded to other
speakers.
Speakers are requested to observe standards of courtesy and good taste and may be asked to terminate remarks at
any time by the Mayor or another presiding officer. Audience members are asked not to engage with the speaker,
or with each other.
The Village Clerk keeps time and gives notice when 30 seconds are remaining. Occasionally, Board members
may ask a speaker for clarification.
Speakers are very welcome to submit their comments to the Board in writing for consideration and attachment to
the meeting minutes. The minutes will include all the speakers’ names, if provided by the speaker, with a brief
statement of their positions.
Although the public is only invited to speak during Privilege of the Floor, the Board may, at its discretion, allow
the public to speak at other times. Speakers must be recognized by the Mayor or by another presiding officer.
Anyone with an interest in any facet of Village government is encouraged to contact the Mayor, the Board of
Trustees and the Village staff through email addresses found on the
Village of Cayuga Heights web site (www.Cayuga-Heights.ny.us).
Adopted by the Board of Trustees, Village of Cayuga Heights, December 12th, 2011
IX MINUTES:
a. The Clerk is responsible for taking the minutes of the board. Minutes must consist of a record or
summary of all motions, proposals, resolution and any other matter formally voted upon and the
vote thereon. Minutes must be taken for an executive session of any action that is taken by formal
vote. Executive session minutes must consist of a record or summary of the final determination of
such action, and the date and vote thereon; provided, however, that such summary need not
include any matter which is not required to be made public by the NYS Freedom of Information
Law (FOIL).
b. Minutes must also include the following:
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i. Name of the Board;
ii. Date, place, and time of the meeting;
iii. Notation of the presence or absence of Board members and time of arrival or departure if
different from time of call to order and adjournment;
iv. Name and title of other village officials and employees present and the approximate
number of attendees;
v. Record of communications presented to the Board;
vi. Record of reports made by Board or other village personnel; and
vii. Time of adjournment; and signature of Clerk or person who took the minutes if not the
Clerk.
c. Minutes may contain a summary of the discussion leading to action taken but should not include
verbatim comments unless a majority of the Board resolves to have the Clerk do so.
d. The Clerk is responsible for creating a draft of the minutes within the timeframe provided for
under the New York State Open Meetings Law. The Board of Trustees approves the minutes at
the next board meeting. Amendments to the Clerk’s minutes require approval of the Board of
Trustees by a majority vote.
X ORDER OF BUSINESS OF THE BOARD OF TRUSTEES:
a. Call to order;
b. Approval of minutes of previous meeting(s);
c. Public comment period;
d. Report of officers and committees (Fire, Treasurer, Mayor, Engineer, Trustees, Police, Public
Works, Clerk);
e. Report of the Attorney;
f. Adjournment
XI GUIDELINES FOR USE OF RECORDING EQUIPMENT: All members of the public and all public
officials are allowed to tape or video record public meetings. Recording is not allowed during executive
sessions. Recording should be done in a manner which does not interfere with the meeting. The mayor
may determine whether the recording is being done in an intrusive manner taking into consideration, but
not limited to, brightness of lights, distance from the deliberations of the village board, size of the
equipment, and the ability of the public to participate in the meeting. If the recording is determined to be
intrusive and interferes with the meeting, the mayor may direct that the recording be stopped or
undertaken in a different manner or location.
XII ADJORNMENT: Meeting may be adjourned by motion.
XIII AMENDMENTS TO THE RULES OF PROCEDURE: The forgoing procedure may be amended from
time to time by a majority vote of the Board.
C. DESIGNATING DEPOSITORY:
WHEREAS: the Board of Trustees has determined that Village Law § 4-412 (3)(2) requires the
designation of banks or trust companies for the deposit of all village monies;
THEREFORE, BE IT RESOLVED THAT:
Section 1. That the Board of Trustees designates the Tompkins Trust Company, Ithaca, NY as official
depository for all Village funds received by the Village Clerk and receiver of taxes for the Fiscal Year
June 1, 2024 – May 31, 2025.
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Sections 2. That the Clerk is authorized to notify Tompkins Trust Company of the following names to be
honored on checks for the Fiscal Year June 1, 2024 – May 31, 2025 with two signatures required for each
check.
Mayor Linda Woodard, Deputy Treasurer Rennekamp, Clerk Jeffrey D. Walker, Treasurer Laura Dolch
Section 3. That this resolution is effective immediately.
D. DESIGNATING MEETIND DATES:
BE IT RESOLVED THAT: The date, location, and time for next regular Board of Trustees meeting is
April 17th 2024 at Marcham Hall, 7:00 p.m.
BE IT RESOLVED THAT: The date, location, and time for regular meetings of the Planning Board is
established as the 4th Monday of the month at Marcham Hall starting at 7:00 p.m.
BE IT RESOLVED THAT: The date and time for regular meetings of the Zoning Board of Appeals is
scheduled on an as needed basis (historically held the 1st Monday of the month at 7:00 p.m.).
E. CODE OF ETHICS:
BE IT RESOLVED THAT: The Mayor must ensure that a copy of the Code of Ethics is distributed to
each officer and employee of the village. In addition, the Village Mayor must ensure that a copy of
General Municipal Law §§ 800-809 is posted in each public building under the Village’s jurisdiction.
Failure to either distribute or receive a copy of the local Code of Ethics does not affect an
officer’s/employee’s duty to comply with the code, nor does it affect the enforcement of provisions of the
code.
F. ADVANCE APPROVAL OF CLAIMS:
WHEREAS: The Board of Trustees has determined to authorize payment in advance of audit of claims for
public utility services, postage, freight and express charges; and
WHEREAS: all such claims must be presented at the next regular meeting for audit; and
WHEREAS: this resolution is consistent with the Village of Cayuga Heights Procurement Policy; and
WHEREAS: the claimant and the officer incurring or approving the claim are jointly and severally liable
for any amount of Board of Trustees disallows.
THEREFORE, BE IT RESOLVED THAT:
Section 1. That the Board of Trustees authorized payment in advance of audit of claims for public utility
services, postage, freights and express charges. All such claims must be presented at the next regular
meeting for audit and the claimant and the officer incurring or approving the claim are jointly and severally
liable for any amount of Board of Trustees disallows.
Section 2. That this resolution is effective immediately.
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EXHIBIT 2025-005
The Village of Cayuga Heights Fire Department held their elections on March 24, 2024. Below is the Slate of Officers
to be approved by the Village Board of Trustees.
Fire Chief George Tamborelle
Asst. Chief Joe Price
Asst. Chief Mikael Garrett
Asst. Chief Sophie Janowsky
Lt. Macey Chasman
Lt. Titus Pierce
Lt. Gaelan Walsh
Lt. Jacob Miller