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HomeMy WebLinkAbout2015-3-9 minutes.pdf EXHIBIT 2015-093 Minutes VILLAGE OF CAYUGA HEIGHTS Monday, March 9, 2015 Marcham Hall BOARD OF TRUSTEES MEETING 7:00 p.m. Present: Mayor Supron; Trustees: Friend, Hamilton, Robinson, Salton, and Woodard; Justice Glenn Galbreath; Fire Superintendent Tamborelle; Asst. Superintendent of Public Works Frisbie; Chief of Police Steinmetz; Superintendent of Public Works Cross; Clerk & Treasurer Mangione; Attorney Marcus. Absent: Trustee Crooker Call to Order: Mayor Supron called the meeting to order at 7:00 p.m. 1. Approval of Meeting Minutes: February 9, 2015 Resolution # 7566 BE IT RESOLVED THAT: Minutes of the February 9, 2015 Village of Cayuga Heights Board of Trustees Meeting are approved as written in Exhibit FYE2015-086. Motion: Trustee Salton Second: Trustee Hamilton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nay & Abstentions: none Motion carried 2. Annual Report of the Justice Court 2014: Justice Glenn Galbreath (Exhibit FYE2015-087) Justice Galbreath points out that his report is a delayed shadow of the Police Chief’s reports. The court doesn’t create cases; they come through the system and are addressed in that same year or occasionally the following year. The case load has jumped by approximately 40%, mainly due to vehicle and traffic law cases. Criminal cases remained about the same at thirty-two. There was one small claims case. The standard trainings were attended. Justice Galbreath extends his invitation annually to the public and trustees to observe court activities. The full report is available on the Village website. Mayor Supron asked if a Shared Services solution for municipal court operations would be a positive strategy. He feels that if he were to set up the system from scratch, he might propose three or four regional courts. The Village has a lower volume of cases, so he is able to devote additional time and thereby provides a better level of service to the residents of Cayuga Heights. As a virtually all residential area, traffic violations are handled more strictly than in some other areas of the county. That would by necessity change if court operations were to be consolidated. 3. Report of Fire Superintendent Tamborelle (Exhibit FYE2015-088) There will not be a spring recruit class; a big push will be made to bring in a larger class in the fall of 2015. The Annual Installation Banquet will be held on April 11th at the Ithaca Country Club starting at 5:30 p.m. Superintendent Tamborelle requests authorization to advertise for bids on a new fire truck. A specification document has been prepared. The build time on a vehicle of this nature is around 300 days. Therefore the vendor decision and expenditure will not occur until the budget for fiscal year ending in 2016 has been approved and enacted. The Town of Ithaca has been informed of the intention to replace #203 and agrees to the expenditure. The Town’s contract with the Village for fire protection contains provision for this required communication. Resolution # 7567 BE IT RESOLVED THAT: Authorization to seek bids for a replacement for CHFD Fire Truck #203 to be financed during the Village of Cayuga Heights Fiscal Year June 1, 2015 – May 31, 2016 is granted. Motion: Trustee Woodard Second: Trustee Hamilton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nay & Abstentions: none Motion carried In response to a question posed by Mayor Supron on behalf of her son, Superintendent Tamborelle explained why Cayuga Heights Fire Department trucks are yellow. There is no advantage to having emergency vehicles of any particular color. Studies have been conducted on high-visibility colors for first-responder vehicles. He does appreciate the easily distinguishable yellow when at a mutual aid call scene since Ithaca fire vehicles are red. There are no dangerous levels of mold to be found in the structure at 825 Hanshaw Road. A bid has been received to replace the heating unit. Other quotes will be sought. It has been difficult to arrange for other vendors to provide pricing. The building is also in need of new siding and insulation. The current tenant intends to move out. There is a small band of asbestos in the basement that will be encapsulated, but not removed. In order to move forward with an improved Operating Permit process, code training is planned for fire department personnel in the coming months. The training budget has been increased to provide for this. Operating permits can be issued at the time of the next fire inspection. The Village’s Local Law identifies itself as an enforcement agency of the NYS Uniform Fire Prevention Building Codes. Operating permits are part of enforcement of the code. At the time that enforcement needs to take place it is advantageous to have an individual on site that has the training to make the determination. It takes completion of three (3) one-week courses to become qualified. 4. Report of Asst. Superintendent of Public Works Frisbie (Exhibit FYE2015-089) It is hoped that the rash of water and sewer line breaks is slowing. Municipalities in the area have all had water and sewer system problems due to the extreme cold of the past months. The purchase of a full size six-yard truck compatible with a currently owned vehicle was discussed. Acquisition of this vehicle allows interchangeability of plow and other equipment. It is proposed that approximately $82,000 for the truck bed and plow equipment be funded by current remaining balances in .200 – Equipment accounts in the current fiscal year. The truck itself will be budgeted in the upcoming fiscal year ending May 31, 2016. The quote piggybacks on Onondaga County Heavy Truck Class 8 Statewide contract #7823. Resolution # 7568 BE IT RESOLVED THAT: Authorization to purchase a truck box to be delivered, equipped with mounted TENCO equipment, installed by Wayne’s Welding for $82,947.59 from Beam Mack Sales & Service Inc. under Onondaga County Heavy Truck Class 8 Statewide contract #7823 is granted. Motion: Trustee Hamilton Second: Trustee Woodard Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nay & Abstentions: none Motion carried 5. Privilege of the Floor No one present to speak. 6. Report of the Mayor a. Thanks primarily to the work of Village Forester Andre Bensadoun; the Village has again earned the designation of Tree City USA for a second year. b. A Procurement Policy draft has been distributed. Mayor Supron requests that each trustee make it at priority to review the document and make any recommendations for modifications as soon as possible. c. The Investment Policy draft has been distributed. The Clerk-Treasurer, using the current policy is empowered to place Village savings into certificates of deposit enabling a higher rate of return. d. Local Law to Override the Tax Cap 2015-A Each municipal body needs to submit a Government Efficiency Plan to the state by June 1, 2015 to document compliance with the governor’s Shared Services Program. Many local municipalities find onerous the level of control that the state is attempting to apply to local budgeting. Tompkins County has a long history of innovative cooperative efforts; these efforts are not recognized because they occurred prior to the look-back period stated in the Shared Services law. In order for a municipality to qualify for a small rebate of property taxes to its property owners, a law to override the tax cap must not be in place. Resolution # 7569 BE IT RESOLVED THAT: A Public Hearing on Local Law 2015-A to Override the Tax Cap will be held on April 6, 2015 at 7:00 p.m. at Marcham Hall. Motion: Trustee Robinson Second: Trustee Friend Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nay & Abstentions: none Motion carried 7. Report of the Trustees Trustee Woodard attended a meeting with the Policy and Public Affairs Committee of the Southern Cayuga Lake Intermunicipal Water Commission. She has committed to analyze the structure of water billing with a particular interest in a true demonstration of fixed cost assignment vis a vis the wholesale water rate and minimum water usage fee. 8. Report of Police Chief Steinmetz (Exhibit FYE2015-090a,b,c) The Annual Report of the Cayuga Heights Police Department has been distributed and is on the website. Chief Steinmetz is pleased with his department’s performance; productivity is high yet overtime has been reduced. Major investigations are ongoing and comment on them would be inappropriate at this time. The question of body camera use has been in the national news lately. The Public Safety Committee has discussed this. Chief Steinmetz is not prepared to take a position on use of body or dash cameras in the Village. Tompkins County is conducting research and developing a policy for use of cameras. It would be extra work for the officers and expenditure to acquire, review and store the data. A determination was made to wait and use the County’s data. The Dodge Durango that had been offered for sale will be re-advertised since the high bidder failed to complete the transaction. 9. Report of Superintendent of Public Works Cross The Public Works Committee meeting this month focused on the proposed budget. There were several water service freezes this season. The ground has frozen to depths as much as five feet. It has been a policy determination that a water service from the junction box to the residence is the responsibility of the property owner. In most cases a welder can be attached by a local service provider which will thaw the pipe and clear the blockage. In a related issue, a service on a private lane had a frozen service. If the main had been on Village property the situation would have been addressed by the DPW. The Board discussed the problem that past development of private lanes presents. It is believed that a permanent solution should be reached on this and similar situations. The DPW crew put in a significant number of overtime hours in brutally cold and wet conditions. They are to be commended for their outstanding effort. 10. Report of Clerk & Treasurer Mangione (Exhibits FYE2015-091a,b) A Budget Workshop to address the proposed budget for Fiscal Year Ending 2016 will be held on Saturday, March 28, 2015. It will be advertised in the Ithaca Journal. The calculations to accurately determine the overpayment of water and sewer charges attributable to 206 Overlook are not finalized. The property owner has requested refund of charges stemming from 1994 when the residence was converted from a three unit dwelling into a single family home. Billing generated from Bolton Point (BP) has continuously applied a three unit minimum to quarterly water billing. A three unit minimum has also been used to calculate quarterly sewer billing since fiscal year ending 2013 when it became based on water usage as opposed to an annual unit rate. The owner has requested a refund of $7,000. Bolton Point does not intend to consider this request; the contention is that BP depends on participating municipalities to communicate this information. Superintendent Cross points out that this type of change is usually generated by a plumbing permit issued by BP. In this instance, no permit was necessary therefore the usual exchange of information did not occur. The owner never questioned the amount of the bills until recently. Computation of overpayments during the range for which records are retained will be complete prior to the next regular meeting of the Board of Trustees. The Village’s Fiscal Stress Score as reported by the Office of the State Comptroller indicates that Cayuga Heights has an extremely low likelihood of experiencing fiscal stress. Several individuals were interviewed for the position of Information Aide in the Clerk’s office. Trustee Friend, Deputy Clerk Podufalski, and Clerk-Treasurer Mangione met the candidates and have determined that two of them would be qualified to fill the position. It is recommended that Mayor Supron and Trustee Friend invite these candidates to undergo a second interview prior to a decision in the upcoming week. Resolution # 7570 BE IT RESOLVED THAT: Authorization to fill the part-time position of Information Aide at the rate of $15.00 per hour, pending reference checks is granted. Motion: Trustee Salton Second: Trustee Friend Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nay & Abstentions: none Motion carried Resolution # 7571 BE IT RESOLVED THAT: Abstract #10 for FYE2015 consisting of Trust and Agency vouchers 79 - 87 in the amount of $29,910.80 and Consolidated Fund vouchers 673 - 752 in the amount of $232,567.16 is approved and the Treasurer is instructed to make payments thereon. Motion: Trustee Robinson Second: Trustee Salton Discussion: Additional back-up for the Fluid Kinetics voucher in required. The faxed invoice is not legible. Payment will be made dependent upon verification of charges. Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays and Abstentions: none Motion carried 11. Report of Attorney Marcus No report. 12. Executive Session Resolution # 7572 BE IT RESOLVED THAT: An Executive Session of the Village of Cayuga Heights Board of Trustees is deemed appropriate by virtue of §105 of the NYS Open Meeting Law 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 Salton Second: Trustee Hamilton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays and Abstentions: none Motion carried Resolution # 7573 BE IT RESOLVED THAT: An Executive Session of the Village of Cayuga Heights Board of Trustees is ended and returned to Open Session. Motion: Trustee Salton Second: Trustee Hamilton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays and Abstentions: none Motion carried 13. Adjournment: Meeting of the Village of Cayuga Heights Board of Trustees was adjourned by Mayor Supron at 9:35 p.m.