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HomeMy WebLinkAbout01-16-2018 Meeting Minutes EXHIBIT 2018-106 page 1 of 9 Minutes VILLAGE OF CAYUGA HEIGHTS Tuesday, January 16, 2018 Cayuga Heights Fire Station BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Present: Mayor Woodard; Trustees: Biloski, Friend, Marshall, McMurry, Robinson, and Salton; Fire Superintendent Tamborelle; Superintendent of Public Works Cross; Assistant Superintendent of Public Works Wiese; Police Chief Steinmetz; Clerk & Treasurer Mangione: Deputy Clerk Walker; Attorney Marcus; Planning Board Chair Cowett. 1. Call to Order: Mayor Woodard calls the meeting to order at 7:09 p.m. 2. Report of Fire Superintendent Tamborelle: (Exhibit 2018-099) See Submitted Report. The OSHA training for the fire department is taking place at the end of January. The spring recruit class dates will be set soon. Fire Superintendent Tamborelle informed the Board that Donohue Halverson Plumbing and Heating is fixing a small shower leak in the upstairs women’s restroom. 3. Privilege of the Floor (POF)- No members of the public wish to speak. 4. Report of the Mayor SCLIWC Labor Contract for Bolton Point: (Exhibit 2018-100 a. As one of the municipalities who administers Bolton Point, the Board of Trustees needs to vote on approving the collective bargaining agreement with the United Auto Workers for Southern Cayuga Lake Intermunicipal Water Commission’s Employees for 2018-2020. WHEREAS; the Southern Cayuga Lake Intermunicipal Water Commission, in good faith, entered into contract negotiations with the United Auto Workers union for a renewed collective bargaining agreement for the contract that expired on December 31, 2017; and WHEREAS; on December 18, 2017, the Commission’s negotiating team reached tentative agreement with the union’s negotiating team; and WHEREAS; on December 20, 2017, the employees in the union bargaining unit ratified the tentative contract; and WHEREAS; the Commission reviewed and approved the tentative contract at the January 4, 2018, Commission meeting; and WHEREAS; the Village of Cayuga Heights Board of Trustees has reviewed the tentative agreement and determined it to be acceptable as required by the contract and the Public Employees Relation Board; now, THEREFORE, BE IT RESOLVED; the Village of Cayuga Heights Board of Trustees does hereby approve the tentative collective bargaining agreement between the Commission and UAW unit; and, be it further Resolution #8115 RESOLVED, the Village of Cayuga Heights Board of Trustees authorizes the Commission’s negotiating team to sign said contract as presented. Motion: Trustee McMurry Second: Trustee Marshall Ayes: Mayor Woodard, Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays: none Abstentions: none Motion carried EXHIBIT 2018-106 page 2 of 9 b. TCAT Bus Stop Signage: The Board reviewed the dimensions and heights of bus stop sign and materials (map attached). TCAT representative Matt Yarrow had placed cones throughout the Village for Superintendent of Public Works Cross to inspect the placement. The key issue on placement is sight view obstructions. The current height proposal for the signs is 7 feet. NYDIGS will also survey each location to verify there are no utilities under-ground. Mayor Woodard asked that Attorney Marcus draft a TCAT bus sign agreement for the next Board of Trustees meeting. Trustee McMurry inquired about sheltered bus stops at the intersection of Highland Road and Wyckoff Avenue (where the new road repair occurred). Superintendent of Public Works Cross is concerned about the weight of the buses on the current road surface. This proposal needs more study. c. Zoning: Chair of the Zoning Review Committee Cowett has incorporated all the requested changes to the zoning draft and this draft is available on our website (www.cayuga-heights.ny.us). Mayor Woodard would like to schedule a special board meeting to have a Public Hearing on the revised zoning law and to vote on this draft, if possible. Chair of the Zoning Review Committee Cowett will compile the SEQR forms for the February 6, 2018 Meeting. Resolution #8116 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the current draft of Proposed Zoning Law 2017, and authorizes a Special Board of Trustees meeting on Tuesday, February 6, 2018, at 7:00 p.m. at the Cayuga Heights Fire Station.. Motion: Trustee Friend Second: Trustee Biloski Ayes: Mayor Woodard, Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays: none Abstentions: none Motion carried Resolution #8117 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves scheduling a Public Hearing to be held on February 6, 2018 at 7:00 p.m. at the Cayuga Heights Fire Station during the Special Board of Trustees Meeting. Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard, Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays: none Abstentions: none Motion carried d. LED Street Light Conversion: This is a follow up conversation about the four benchmarks needed to qualify to be an Energy Smart Community. The City of Ithaca has hired an electrician who will be available to other municipalities for assistance in converting their current street lights to LED street lights. Superintendent of Public Works Cross said there are two types of street light ownership. Service Class 3 are lights NYSEG owns and maintains; the Village pays a monthly fee for maintenance and energy usage. Service Class 4 lights are owned by the municipalities, but NYSEG charges for energy usage. Most of our lights are Service Class 3; the Village needs to obtain the buyout costs from NYSEG including the asset value and monthly cost per pole. The Board has found NYSEG to be slow to repair street lights that are out. If we owned the lights, we would be responsible for servicing them. The Board agrees that more information is needed to continue the discussion. In the meantime, the Board would like a link on our website to NYSEG’s online public request for service form. EXHIBIT 2018-106 page 3 of 9 e. WWTP Update: Two meetings with GHD were held. The first included engineers from the municipalities serviced by our WWTP and discussed the inflow and infiltration (I&I) problems in the system. GHD will do a field study this spring looking for substantial I&I. The goal is to find any major sources of I&I and correct them where possible. Superintendent of Public Works Cross stated the summer intern could conduct a Village survey to find homes with sump pumps and/or footer drains that are illegally connected to the sewer lines. A public relations firm could be hired to educate the community on the importance of eliminating I&I originating in their residences. The second meeting with GHD focused on their evaluation of the condition of the WWTP and plans for addressing maintenance issues. Trustee Robinson reported most of the DEC flagged problems have been completed, but there is much deferred maintenance that need attention. The headworks engineering report needs to be completed. It will be submitted as a package along with the plans for updating the plant and possible expansion. Trustee Salton supports expansion of the plant to increase capacity. The maintenance plan cost is around $7.1 million and the headworks project cost is 2.5 million. Mayor Woodard informed the Board that the Village would still need to present this plan to the DEC for their approval as well as a financial plan for paying for it. f. Williamson On-line payments: Web Training from Williamson is scheduled at the end of the month. Deputy Clerk Walker will provide more information at the next Board of Trustees meeting. 5. Report of the Trustees: Trustee Marshall received the approved signed four-year contract for the electric charging station. The charging station equipment should arrive early in February. Trustee Salton stated the Cable Committee will meet with Spectrum in February. Trustees Biloski and McMurry are researching Codification questions, gathering input from the department heads and proofing the Village articles and local laws. Trustee McMurry found the DEC language on flood control is not a good match for Cayuga Heights and is working on more appropriate language. 6. Report of Police Chief Steinmetz: (Exhibit 2018-101 a, b, c) See Submitted report. Mayor Woodard asked Chief Steinmetz about a deer/car accident in the Village. An officer was involved in car accident due to slippery conditions; his car hit the guardrail on Cayuga Heights Road. An adjuster with NYMIR is working with Deputy Clerk Walker to make sure OME parts are used for the repairs. The new 2017 Explorer has arrived and is in service. The police department had two employees injured on the job this month. Chief Steinmetz is increasing part-time hours until these officers can return to duty. Chief Steinmetz submitted quotes for body cameras to the Board. The quote does not include training or staff to manage the data. Mayor Woodard asked Chief Steinmetz about what other police departments think of the cameras. Chief Steinmetz stated the consensus is, cameras are a good tool, cameras eliminate complaints and have training potential for how to handle difficult calls. Cameras 18 Cameras @ $399.00 each $7,182.00 12 Basic License @ $15.00 a month $2,160.00 2 Pro License @ $39.00 a month $ 936.00 1 Ultimate Licenses @ $55.00 a month $ 660.00 CAD/RMS Integration 16 Users @ $15.00 a month $2,880.00 3 Six-Bay Docking Stations @ 1495.00 each $4,485.00 $18,303.0 EXHIBIT 2018-106 page 4 of 9 POSSIBLE CAMERA BUNDLE PLANS Ultimate Plan INCLUDES EVERYTHING IN THE PRO LICENSES INCLUDES CAMERA UPGRADE EVERY 2.5 YEARS INCLUDES EXTANDED CAMERA WARRANTY 18 Licenses @ $55.00 a month $11,880.00 16 Users @ $15.00 a month (CAD/RMS Integration) $ 2,880.00 3 Six-Bay Docking Stations @ 1,495.00 each $ 4,485.00 $19,245.00 Unlimited Plan INCLUDES EVERYTHING IN THE ULUIMATE PLAN PLUS UNLIMITED HD STORAGE OF CAMERA UPLOADS UNLIMITED STORAGE OF CAPTURED UPLOADS 18 Licenses @ $79.00 a month $17,064.00 16 Users @$15.00 a month (CAD/RMS) $ 2,880.00 3 Docking Stations @ $1,495.00 each $ 4,485.00 $24,429.00 7. Report of Assistant Superintendent of Public Works Wiese:(Exhibit 2018-102) See Submitted report. The DPW had considerable overtime last month, and worked this past weekend as well. There were some water line breaks: one on E. Upland and another on The Parkway were the most serious. The DPW smoke heads have been replaced by Pleasant Valley Electric. Trustee Robinson asked about a maintenance schedule for smoke heads. On Country Club Road (Cornell property) the DPW discovered a lateral sewer line that was broken, work started today. Trustee Friend asked how the Clear-lane salt mix was working. Assistant Superintendent of Public Works, Wiese, stated it does make a difference on the roads, it lasts longer and binds to the road better. The DPW has ordered just over 600 of the 1000 tons of the salt mix we have agreed to purchase this year. Three quotes were received for the generators, MATCO Electric Corporation was the most complete. Resolution #8118 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the contract from MATCO Electric Corporation date 12/11/2017 in the amount of $23,207.00 whereas the additional services and detail that depart from the lowest bid, the contract is to be funded from capital budget fund and anything in excess would be from the contingency fund. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard, Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays: none Abstentions: none Motion carried EXHIBIT 2018-106 page 5 of 9 EXHIBIT 2018-106 page 6 of EXHIBIT 2018-106 page 7 of 9 8. Report of Superintendent of Public Works Cross The Village has been a charter member of the Storm Water Coalition since 2003. The annual dues are $1500. Resolution #8119 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign the contract and renew the 2018 agreement with the Storm Water Coalition. Motion: Trustee Marshall Second: Trustee McMurry Ayes: Mayor Woodard, Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays: none Abstentions: none Motion carried EXHIBIT 2018-106 page 8 of 9 The WWTP must replace the seals around the distributor arms of the trickling filters. The WWTP can buy the parts directly from the manufacture. The cost for the seals, bearing and trickling filters will be $13910.00. Superintendent of Public Works Cross will get quotes for the labor portion of this project. EXHIBIT 2018-106 page 9 of 9 Mayor Woodard, reminded the Board that the increased sewer rates will help offset some costs to the WWTP. NYCOM released a report on sewer rates and the Village is on the low end of the scale. Resolution #8120 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes Mayor Woodard to sign purchase order 20619-1 from Walker Process Equipment in the amount of $13,910.00 Motion: Trustee Robinson Second: Trustee Friend Ayes: Mayor Woodard, Trustees Biloski, Friend, Marshall, McMurry, Robinson, and Salton Nays: none Abstentions: none Motion carried Superintendent of Public Works Cross stated there is a Village water main line that will need to be relocated at the new Cayuga Medical Office (CMC) construction site. TG Millers is working on a survey map for the necessary easement. Superintendent of Public Works Cross stated the RFP for a traffic study at Corners Community will be presented and discussed in detail at the February Board of Trustees meeting. Superintendent of Public Works Cross and WWTP’s John McGrath visited Borg Warner and MACOM to observe their pre-treatment facilities. New contracts need to be drawn up. The Village will be seeking a new proposal for refinishing the floors in the court room of Marcham Hall. 9. Report of Clerk & Treasurer Mangione- Submitted Report Mayor Woodard asked if the Village was charging enough for trash tags? The garbage tipping fees should be covered by the trash tag receipts. Clerk & Treasurer Mangione will research the true costs. The Village trash tags have been $12.00 since the 1980’s. Bulky trash and brush pickup are paid by village taxes. The Budget Workshop will be held on March 17, 2018 from 9 a.m. to 12 p.m. The Organizational Meeting is set for April 2, 2018 at 7 p.m. Resolution #8021 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #08 for FYE2018 consisting of TA vouchers 79-87 in the amount of $17,098.87 and Consolidated Fund vouchers 544-606 in the amount of $219,019.00 and the Treasurer is instructed to make payments thereon. Motion: Trustee Robinson Second: Trustee Biloski Ayes: Mayor Woodard, Trustees Biloski, Friend, McMurry, Robinson and Salton Nays: none Abstentions: Motion carried 10. Report of the Attorney- There are no questions for Attorney Marcus 11. Executive Session- The Board did not enter executive session 12. Adjournment- Mayor Woodard adjourns the meeting at 10:22 p.m.