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HomeMy WebLinkAboutAgenda 3-9-2015.pdf Exhibit No. 1. Approval of Meeting Minutes: February 9, 2015 2015-086 Resolution #7558 2. Annual Report of Village Justice Galbreath 2015-087 3. Report of Fire Superintendent Tamborelle 2015-088 Submitted Report* a. Resolution to request bids for new fire truck b. Resolution for furnace replacement at 825 Hanshaw Road 4. Report of Asst. Superintendent of Public Works Frisbie 2015-089 Submitted Report* a. Resolution to procure bids for truck box 5. Privilege of the Floor – 30 minutes - SIGN-UP at 6:45 p.m. unrevised Website – Privilege of the Floor Guidelines 6. Report of Mayor a. Tree City U.S.A. 2014 designation b. Procurement Policy c. Investment Policy 7. Report of the Trustees 8. Report of Police Chief Steinmetz Submitted reports * 2015-090 a, b, c 9. Report of Superintendent of Public Works Cross 10. Report of Clerk & Treasurer 2015-092 a, b Submitted reports* Monthly Report of the Treasurer a. OSC Fiscal Stress Report Attachment A b. Resolution to fill Information Aide position 11. Report of Attorney 12. Executive Session (as necessary) 13. Adjournment * All Exhibits and Reports are located on http://www.Cayuga-Heights.ny.us/Minutes/Agenda Packet unless otherwise noted Village of Cayuga Heights Board of Trustees Regular Meeting Marcham Hall March 9, 2015 7:00 p.m. AGENDA EXHIBIT 2015-086 Minutes VILLAGE OF CAYUGA HEIGHTS Monday, February 9, 2015 Marcham Hall BOARD OF TRUSTEES MEETING 7:00 p.m. Present: Mayor Supron; Trustees: Friend, Hamilton, Robinson, Salton, and Woodard; Asst. Superintendent of Public Works Frisbie; Chief of Police Steinmetz; Clerk & Treasurer Mangione; Attorney Marcus. Absent: Trustee Crooker; Fire Superintendent Tamborelle; Superintendent of Public Works Cross. Call to Order: Mayor Supron called the meeting to order at 7:00 p.m. 1. Approval of Meeting Minutes: January 12, 2015 Resolution # 7558 BE IT RESOLVED THAT: Minutes of the January 12, 2015 Village of Cayuga Heights Board of Trustees Meeting are approved as written in Exhibit FYE2015-079. Motion: Trustee Salton Second: Trustee Woodard Discussion: Draft minutes had been modified prior to the meeting. Revised minutes are presented in Exhibit 2015-079. Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nay & Abstentions: none Motion carried 2. Approval of Meeting Minutes: January 28, 2015 Resolution # 7559 BE IT RESOLVED THAT: Minutes of the January 28, 2015 Village of Cayuga Heights Board of Trustees Meeting are approved as written in Exhibit FYE2015-080. Motion: Trustee Woodard Second: Trustee Friend Discussion: none Ayes: Trustees Friend, Robinson, Salton, and Woodard Nays: none Abstentions: Hamilton Motion carried 3. Report of Fire Superintendent Tamborelle (Exhibit FYE2015-081) Mayor Supron raised the topic of the Village-owned rental property at 825 Hanshaw Road. It has been used for several years to house Fire Company Officers at sub-market rent. The property has been found to have mold issues which will need to be addressed. Other repairs/improvements (siding, insulation) may be necessary in the coming months. Superintendent Cross will develop proposals for repair. 4. Report of Asst. Superintendent of Public Works Frisbie (Exhibit FYE2015-082) Report of Superintendent of Public Works Cross (Exhibit FYE2015-084) There were no specific questions on the report. Ground shifting due to frost depth has caused sewer and water line breaks. Repair on these lines along with regular snow clearing activities has kept the department busy. Six hundred (600) tons of salt were ordered this week; crews have tried to minimize the amount of salt being spread. The sewer main that runs through Kendal property has backed up; a Public Works crew will be working to clean the line tomorrow. Stanley Security will be preparing an estimate to repair the broken lock and crossbar on a door at the DPW facility. A resident has contacted Superintendent Cross, who is on vacation, to report an issue with a manhole cover located in a Village easement. The resident had a blocked sewer line which required access to the manhole; her neighbor on whose property the easement lays, had planted a tree which restricted access. The tree needed to be removed and the property owner with the sewer line blockage is seeking assistance with the cost of tree removal. More information needs to be gathered before the Board can address this issue; Asst. Superintendent Frisbie will follow-up. Agenda Item #9, Superintendent of Public Works Cross’ report was also discussed at this time. Options for relocating the computer server room in light of heat generated by the furnace and its pipes in the basement were discussed. Repairs on the sidewalk plow transmission should be complete in the next few days. Purchase of Building Code Enforcement software is being pursued as a Shared Service; no decision will be made in the near term. A resident realized that their single-family home which had been renovated from a three-family structure is being billed for water and sewer on a three meter basis. Additional calculations and discussion with the homeowner will be forthcoming. 5. Privilege of the Floor No one present to speak. 6. Report of the Mayor Mayor Supron would like to refocus attention on formation of a Business Advisory Committee (BAC). The committee would create a vehicle for communication between Village business owners and the Board of Trustees. Resolution #7486, passed by the Board of Trustees at the meeting held on May 12, 2014 created the BAC; said resolution is included here. BUSINESS ADVISORY COMMITTEE WHEREAS the Village’s Comprehensive Plan adopted January 13, 2014 stated as an objective to improve the business climate for property and business owners in the Village, and that the plan also recommended establishment of an advisory committee to facilitate communication and encourage collaboration between Village officials and commercial property and business owners, THEREFORE BE IT RESOLVED, That a Business Advisory Committee (BAC) be established to advise the Board of Trustees on policy matters pertaining to the business community in the Village of Cayuga Heights, and That the BAC will be comprised of no fewer than 5 (five) and no more than 7 (seven) volunteer members, a majority of whom will be from the business community, appointed by the Mayor for two year terms, one of whom will be named Chairperson by the Mayor and one of whom will be a member of the Village of Cayuga Heights Planning Board, and That the BAC will meet on a periodic basis as determined by its members and Chairperson, but not less than once every three months, and That the BAC will report to the Board of Trustees as needed, but not less than once every three months. Motion: Trustee Friend Second: Trustee Woodard Ayes: Friend, Robinson, Salton, and Woodard Nays & Abstentions: none Motion carried 7. Report of the Trustees Trustee Salton recommends that the Board of Trustees renew its affiliation with the Greater Tompkins County Municipal Health Insurance Consortium based on his review of the Municipal Cooperative Agreement (MCA). Resolution # 7560 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees affirms its support of the Greater Tompkins County Municipal Health Insurance Consortium and agrees to the Municipal Cooperative Agreement (MCA). Motion: Trustee Hamilton Second: Trustee Salton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays & Abstentions: none Motion carried 8. Report of Police Chief Steinmetz (Exhibit FYE2015-083a,b,c) A resident has complained about speeding in a specific area of the Village. Three officers have submitted preliminary reports based on observations in the area of concern. Chief Steinmetz will communicate with the resident. The phone system which was updated in 2011 is difficult to update. Police Clerk Carr has been attempting to reprogram the system and encountered problems. AllMode will come in to assist with reprograming for a fee; it is agreed that they should be brought in to assist and train. Bids for sale of the 2009 Durango were opened and read. Resolution # 7561 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees accepts the bid of $8,790 submitted by John Carter, 300 East Upland Road, Ithaca, NY for the purchase of a 2009 Dodge Durango, the surplus police vehicle. Motion: Trustee Salton Second: Trustee Robinson Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays & Abstentions: none Motion carried 9. Report of Clerk & Treasurer Mangione (Exhibits FYE2015-085a,b) Resolution # 7562 as follows: Motion: Trustee Salton Second: Trustee Woodard Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays & Abstentions: none Motion carried Resolution # 7563 BE IT RESOLVED THAT: Abstract #9 for FYE2015 consisting of Trust and Agency vouchers 71 - 78 in the amount of $2,117.88 and Consolidated Fund vouchers 586 - 672 in the amount of $207,166.54 is approved and the Treasurer is instructed to make payments thereon. Motion: Trustee Salton Second: Trustee Hamilton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays and Abstentions: none Motion carried 10. Report of Attorney Marcus No report. 11. Executive Session Resolution # 7564 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 Woodard Second: Trustee Hamilton Discussion: none Ayes: Trustees Friend, Hamilton, Robinson, Salton, and Woodard Nays and Abstentions: none Motion carried Resolution # 7565 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 12. Adjournment: Meeting of the Village of Cayuga Heights Board of Trustees was adjourned by Mayor Supron at 9:10 p.m. EXHIBIT 2015-087 EXHIBIT 2015-088 March 9, 2015 Honorable Kate Supron Board of Trustees Village of Cayuga Heights Monthly Report January 2015 There were 41 calls for the fire department in February. There were 17 calls in the Village of Cayuga Heights, 15 calls in the Town of Ithaca and 9 mutual aid requests. We had 22 EMS runs and 19 fire calls. Once again, in February, we ran multiple mutual aid calls. While we do not get many structure fires in our district it is extremely beneficial to our department that we are requested to fires outside our district. Not only do we help our neighbors when they need us, but it allows our firefighters to get a lot of experience with structural firefighting. When we respond to mutual aid fires we staff the truck with all interior firefighters. When we arrive with six interior firefighters at the scene of a working fire our entire crew is usually assigned, as a full crew, to a section of the fire and tasked with suppression. We gain a huge amount of experience at other people fires. Checklist work is done from the Fall 2014 Recruit Class. We started the class with ten recruits and seven made it through their checklists and have moved to exterior firefighter status. Of the seven who made it through the process, four are in the Firefighter 1 class and two are enrolled in the EMT class at TC3. It was a good group and they are motivated and moving on with more advanced trainings. We are not going to run a spring recruit class. We had our dinner in February and four people attended. We identified that three of the attendees would be eligible for membership and decided that the commitment to run an entire class for three people would not be the best utilization of our spring. Instead we are planning on using the spring to work on getting our exterior firefighters trained up and moved to interior status. We are planning several live burns at the training center throughout the spring. We trained similarly two years ago when we did not run a spring class and it worked out very well for us. We will be having a memorial service for Fleet Morse at the station on March 28th. Fleet was the last surviving founding member of the department. Fleet has been carried on our rolls as Member #1 for many years. We have been in contact with his family and they have asked if the fire department would host the service at the station. Fleet was an amazing man and extremely dedicated member of our department. Fleet’s nephew called from his apartment at Longview after he passed away and during our conversation the department got a call and I heard Fleet’s pager in the background. Family and staff state he carried his pager every day. He will be much missed around the station. We are looking forward to the 2015/16 budget process. We have a meeting scheduled with the Town of Ithaca to keep them informed of upcoming budget plans. There is a bid spec prepared for the new engine that we will be requesting this coming year. I would like to ask permission to advertise for the new engine and send out the bid March. In speaking with several truck vendors they did say that there is a good chance at better pricing if a truck is bid and prices are set before June when the parts prices are raised. I did confirm this information with Jeff Frisbee. We would like to release the spec in March for a June bid opening. There has been an ongoing problem at 825 Hanshaw Road with a moldy smell in the house. We had Enviro Tech come in and do mold testing and found that there are not high levels of mold in the house. At this time we have determined that the smell is possibly coming from the furnace in the basement. The furnace is original to the house and is rusting and has not been cleaned or serviced in recent memory. The furnace is an old “gravity feed” unit with no filters in place. We have contacted HSC and received a quote to remove the old furnace and put in a new forced air unit with a charcoal filter system. We are also getting quotes to replace the siding on the house and to insulate it properly. To our knowledge there is currently no insulation in the walls of the house. The plan would be to remove the old siding, insulate and then reside with vinyl. These projects should solve the issues we are having with the house. No work has been done on the house since the windows were replaced and the house painted five years ago. We will hold fire department elections on April 5th and our Annual Installation Banquet on April 11th. We hope all trustees will be able to attend the event. Sincerely, George Tamborelle Fire Chief/Fire Superintendent EXHIBIT 2015-089 REPORT OF PUBLIC WORKS Monday, March 02, 2015 TO: BOARD OF TRUSTEES FROM: Jeffrey Frisbie; Asst. Superintendent of Public Works PERIOD: February 2015 Street System: The crew has been working the on-call rotation to keep the roads clear of snow and treated as necessary for safety. Storm Water System: We have been continuously cleaning catch basins and monitoring our creeks to keep them clear of debris. Water System: Five distribution line breaks were repaired. The department has also assisted in thawing 5 lines in the Sunset Drive area. Sewer System: We have plans to continue line flushing. We responded to 3 plugged lines, and were able to open them within 2 hrs each. Buildings and Grounds: completed several small jobs at Marcham Hall. Personnel: Matt Townsend has returned to work. Safety: No additional training scheduled at this time. EXHIBIT 2015-090a March 4, 2015 To: The Honorable Mayor Supron Members of the Board of Trustees Village of Cayuga Heights Re: Report of the Police Department for February, 2015 In the month of February the police department received 302 calls for service. In addition to these calls, 58 uniform traffic tickets were issued and 8 parking violations were cited. A breakdown of the calls for service is as follows: 3 felony complaints were handled including 1 for possession of stolen property and 2 for burglary. After investigation of a larceny complaint that originated from another police agency, the items reported as missing were found at a residence in the Village of Cayuga Heights. The suspect was identified and charged with Criminal Possession of Stolen Property and held on bail at Tompkins County Jail. The 2 burglary complaints originated from the same complainant at the same apartment reporting that their apartment had been broken into. There is a suspect in this case and the investigation is ongoing. 1 misdemeanor charge of petit larceny was filed after a subject was reported as taking an item from a convenient store without paying for it. After locating a suspect through a matching description, the officer took the suspect into custody and an appearance ticket was issued on charges of Petit Larceny. A Vehicle and Traffic stop led to the misdemeanor charge of Aggravated Unlicensed Operation of a Motor Vehicle 3rd. 1 Local Law violation of Noise was received. The complainant stated that several people were outside a residence yelling. Upon officer arrival no noise was observed. The persons interviewed at the residence were advised of the Village’s ordinance and were told to keep noise levels down when outside. There were 8 Motor vehicle accidents investigated. One accident consisted of one of the two drivers involved driving away from the scene. Upon locating the fleeing vehicle, the driver was issued a citation for the misdemeanor charge of Leaving the Scene of a Personal Injury Accident. There were no incidents involving deer reported, MVA or other. In summary, 6 persons were arrested and the following 6 charges were filed: 1-Felony Criminal Possession of Stolen Property. 1- Petit Larceny, 1-Aggravated Unlicensed Operation of a Motor Vehicle 3rd, 1-Operator Leaves the Scene of a Personal Injury Accident, 1-Execute Bench Warrant, and 1-Taken into Custody/Mentally Ill. Over the course of this month police department members took part in the following trainings and events: The week of February 23rd, Officer Brandon Manheim completed Field Training Officer School at Elmira Police Academy. The full time officers worked a total of 39.5 hours of overtime and the part time officers worked a total of 101 hours. Sincerely, Chief James Steinmetz EXHIBIT 2015-090b CAYUGA HEIGHTS POLICE DEPARTMENT February 2015 Total Traffic Citation Report, by Violation Violation Description Totals_ 7C LL#1-96 WRONG SIDE CURB OR EDGE 2 7D LL#1-96 OVERNIGHT PARKING 6 Report Totals 8 EXHIBIT 2015-090c CAYUGA HEIGHTS POLICE DEPARTMENT Uniform Traffic Tickets 2/01/15 to 2/28/15 DATE OFFENSE LOCATION MPH/MPH ZONE 02/26/15 UNINSPECTED MOTOR VEHICLE NORTH TRIPHAMMER RD 02/26/15 NO/INSUFFICIENT TAIL LAMPS (PASS-OUT) PLEASANT GROVE RD 02/26/15 UNREGISTERED MOTOR VEHICLE (EXP 12/31/13) PLEASANT GROVE RD 02/25/15 OP MV- MOBILE PHONE PLEASANT GROVE RD 02/25/15 OP MV- MOBILE PHONE PLEASANT GROVE RD 02/25/15 UNINSPECTED MOTOR VEHICLE HANSHAW RD 02/25/15 OPERATING WITHOUT INSURANCE (EXP 02/23/14) HANSHAW RD 02/25/15 OP MV- MOBILE PHONE (RIGHT-EAR) HANSHAW RD 02/25/15 UNINSPECTED MOTOR VEHICLE HANSHAW RD 02/25/15 DISOBEYED TRAFFIC CONTROL DEVICE PLEASANT GROVE RD 02/24/15 FOLLOWING TOO CLOSELY HANSHAW 02/24/15 INADEQUATE OR NO STOP LAMPS (L-OUT) PLEASANT GROVE RD 02/24/15 NO/INSUFFICIENT TAIL LAMPS (BOTH OUT) PLEASANT GROVE RD 02/24/15 NO/INADEQUATE LIGHTS TRIPHAMMER RD 02/23/15 NO/INADEQUATE LIGHTS CAYUGA HEIGHTS RD 02/23/15 UNINSPECTED MOTOR VEHICLE PLEASANT GROVE RD 02/23/15 NO/INADEQUATE LIGHTS N TRIPHAMMER RD 02/20/15 UNINSPECTED MOTOR VEHICLE NORTH TRIPHAMMER RD 02/20/15 OPERATING WITHOUT INSURANCE (EXP 09/17/07) WINTHROP DRIVE 02/20/15 DISOBEYED TRAFFIC CONTROL DEVICE (STOP) WINTHROP DRIVE 02/19/15 SPEED IN ZONE HANSHAW RD 45 30 02/19/15 SPEED IN ZONE HANSHAW RD 47 30 02/18/15 UNINSPECTED MOTOR VEHICLE NORTH TRIPHAMMER RD 02/18/15 UNINSPECTED MOTOR VEHICLE NORTH TRIPHAMMER RD 02/18/15 DISOBEYED TRAFFIC CONTROL DEVICE TRIPHAMMER RD 02/18/15 UNINSPECTED MOTOR VEHICLE TRIPHAMMER RD 02/18/15 UNINSPECTED MOTOR VEHICLE 3/14 PLEASANT GROVE RD 02/18/15 UNINSPECTED MOTOR VEHICLE NORTH TRIPHAMMER RD 02/18/15 UNREGISTERED MOTOR VEHICLE TRIPHAMMER RD 02/17/15 UNINSPECTED MOTOR VEHICLE - SEPT 2014 PLEASANT GROVE RD 02/17/15 OPERATING WITHOUT INSURANCE-NO PROOF IN V PLEASANT GROVE RD 02/17/15 UNINSPECTED MOTOR VEHICLE 12/14 HANSHAW RD 02/17/15 UNINSPECTED MOTOR VEHICLE CAYUGA HEIGHTS ROAD 02/17/15 OPER MV WHILE USING PORTABLE ELEC DEV (R-HA PLEASANT GROVE ROAD CAYUGA HEIGHTS POLICE DEPARTMENT Uniform Traffic Tickets 2/01/15 to 2/28/15 02/17/15 DISOBEYED TRAFFIC CONTROL DEVICE (SPEED 46/ TRIPHAMMER RD 02/17/15 AGGRAVATED UNLIC OP 3RD (MISD) PLEASANT GROVE RD 02/14/15 LEAVING/SCENE PERSONAL INJURY ACC. N TRIPHAMMER RD 02/14/15 FOLLOWING TOO CLOSELY N TRIPHAMMER RD 02/14/15 UNREASONABLE SPEED/SPECIAL HAZARDS N TRIPHAMMER RD 02/14/15 UNLICENSED OPERATOR N TRIPHAMMER RD 02/14/15 UNINSPECTED MOTOR VEHICLE HANSHAW RD 02/14/15 UNINSPECTED MOTOR VEHICLE NORTH TRIPHAMMER ROAD 02/13/15 OPERATING WITHOUT INSURANCE E UPLAND RD 02/13/15 SPEED IN ZONE TRIPHAMMER RD 63 30 02/11/15 NO/INADEQUATE LIGHTS ST RT 13 02/10/15 NO DISTINCTIVE PLATE/INSECURE/DIRTY HANSHAW RD. 02/10/15 OPER MV/MC/BIC W/MORE 1 EARPHONE HANSHAW RD. 02/09/15 UNSAFE TIRE KLINE/CAYUGA HEIGHTS ROAD 02/07/15 UNINSPECTED MOTOR VEHICLE WINTHROP DRIVE 02/06/15 NO/INADEQUATE LIGHTS HANSHAW RD 02/06/15 UNREGISTERED MOTOR VEHICLE HIGHLAND RD 02/06/15 UNREGISTERED MOTOR VEHICLE (EXP 06/01/14) CAYUGA HEIGHTS ROAD 02/06/15 UNINSPECTED MOTOR VEHICLE CAYUGA HEIGHTS ROAD 02/01/15 UNLICENSED OPERATOR PLEASENT GROVE RD 02/01/15 UNINSPECTED MOTOR VEHICLE EXP 9/2014 PLEASENT GROVE RD 02/01/15 UNINSPECTED MOTOR VEHICLE EXP 11/2014 JESSUP RD 02/01/15 UNINSPECTED MOTOR VEHICLE EXP 11/2014 TRIPHAMMER RD 02/01/15 DISOBEYED TRAFFIC CONTROL DEVICE TRIPHAMMER RD EXHIBIT 2015-091a VILLAGE OF CAYUGA HEIGHTS CLERK & TREASURER’S REPORT March 9, 2015 1. Audits: Draft Audit Report received from NYS OSC. Village Board response due by March 13th. 2. Budget: FYE2016 Preparation: Department Heads’ worksheets have been returned. Proposed Budget will be distributed on or before March 23rd. Budget Workshop: TBD 3. Water and Sewer Billing: 206 Overlook Road. 4. Banking Activity as of February 28, 2015 Beginning Balance Deposits Withdrawals Ending Balance Consolidated Checking $ 719,076.57 $326,470.01 $342,790.36 $ 702,756.22 Consolidated Savings $2,113,302.49 $ 202.65 $ 0.00 $2,113,302.49 Trust & Agency $ 4,434.94 $134,086.50 $130,556.24 $ 8,171.14 $2,836,814.00 $2,824,229.85 Reconciled Bank Balance: $2,823,408.98 5. Transfers: During the month of February 2015, $133,104.44 was transferred from Consolidated Fund checking to Trust & Agency for payroll and payroll processing fees. 6. Revenues, Expenditures, and Balance by Fund - February See attached accounting module report titled Monthly Report of Treasurer 7. Current Expenses: Unaudited Abstract #10 dated March 9, 2015: as distributed. 8. Approval of March Abstract: 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. Respectfully submitted, Joan M. Mangione Village Clerk & Treasurer EXHIBIT 2015-091b ATTACHMENT A