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HomeMy WebLinkAbout08.18.2021_Minutes 1 Minutes VILLAGE OF CAYUGA HEIGHTS Wednesday, August 18, 2021 Marcham Hall BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Present: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton; Police Chief Wright, Village Engineer Cross; Treasurer Laskaris; Attorney Marcus. Absent: Director of Public Works Wiese, Village Clerk Walker, Treasurer Laskaris. 1. Call to Order: Mayor Woodard calls the meeting to order at 7:08 p.m. 2. Approval of Meeting Minutes: July 21, 2021 (Exhibit 2022-044) Resolution # 9023 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves the July 21, 2021, Meeting Minutes as presented. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson and Salton. Nays: none Abstentions: none Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2022-045) •Fire Superintendent Tamborelle states that the new fire truck will not be ready for inspection this November as previously stated. •Trustee Salton inquires if there are any updates on the Village hydrant testing. •Fire Superintendent Tamborelle states that he has contacted the Town of Ithaca and Bolton Point to see if there have been any hydrants tested in the last three years. They claim to have checked all of the cap son the hydrants, but we have not seen them working in the Village. •B. Cross states that one of the scopes of services that he has requested from T.G Miller is a professional opinion on the water services, which will include mapping and age of the pipes in the system. •Trustee Robinson asks if the Village of Cayuga Heights Fire Department will keep the current ladder truck until the department feels comfortable letting it go. Fire Superintendent Tamborelle states that we will be able to keep the truck. Unfortunately, every delay from Emergency One (the new truck manufacturer) delays Command Fire Apparatus who has committed to purchase our old truck. a. Cayuga Heights Fire Company (CHFC) Annual Letter: Each year the CHFC requests Board approval to mail an annual fund-raising letter to Village residents. Resolution: 9024 2 BE IT RESOLVED THAT: The Village of Cayuga Heights Board of Trustees approves and authorizes the Annual Cayuga Heights Fire Company fundraising letter to be sent to Village residents as presented in exhibit 2202-046. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none •Trustee Robinson suggests that the last name and title of the sender be added to the letter. Motion Carried 4. Privilege of the Floor: No members of the public wish to speak. 5. Report of Treasurer Laskaris: Treasurer Laskaris was unable to attend tonight’s meeting and her only agenda item is to approve the August Abstract. Abstract # 3 Resolution: 9025 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves Abstract #3 for FYE2022 consisting of TA vouchers 14-21 in the amount of $21,341.85 and Consolidated Fund vouchers 133- 222 in the amount of $504,996.63 and the Treasurer is instructed to make payments thereon. Motion: Trustee Rennekamp Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried a. NYCLASS Funding: The account has been set up and the Finance Committee recommends funding this money market account. •Trustee Hubbell is still concerned that the Village could lose any principal invested and inquires whether or not the Village needs to seek legal counsel when investing in this type of money market. Mayor Woodard states that the Village does have a bond counsel firm and is familiar with NYCLASS. Trustee Rennekamp states that the Village cannot lose principal under the terms of investment in NYCLASS. •Trustee Hubbell has no objections to moving forward. Resolution # 9026 3 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes the funding of a money market account through NYCLASS. Motion: Trustee McMurry Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 6. Report of Mayor Woodard: a. Cornell Community Relations Update: Tabled until the September BOT Trustee’s Meeting. •Mayor Woodard states that Cornell will be attending the September meeting virtually. •During the Village Finance Committee meeting some members of the Village IT Committee also met with Paul Acosta from Link Multimedia/Audio Chef LLC who demoed a video conferencing unit. The Committee approved a new audio/video system to be installed by the September meeting. Exhibit 2022-048. b. Kline Road By-pass Update: Gang of six met last week to further discuss the closing of the Kline Rd By-pass. •Mayor Woodard states that, as part of the Gang of Six agreement, tonight at midnight, the Village will pay the City of Ithaca for any flow that travels to the IAWWTF at a rate of 3 times the normal rate. Mayor Woodard further states that by Friday, August 18, 2021 there should not be any more flow now that the Kline Rd. by-pass is complete. c. LED Update: NYPA has suggested the LED project is complete and has requested that the Village sign the Substantial Completion Agreement. •Mayor Woodard states that she has not signed the contract because the Village still has fixtures that need to be installed, the GPS light fixture coordinates are still not accurate, and NYSEG has not reconciled the street light account. •B. Cross states that the amount the Village will pay NYPA is determined by the financial benefit of the new system and, since we do have the July bill, we do not know what that will be. There is also a question of the exact number of streetlights in place, since there is a discrepancy in the number of units/poles between NYSEG and NYPA. •Mayor Woodard states that we have not had to pay anything up until this point because we bought the street light fixtures outside of the financial contract with NYPA. •Trustee Marshall asks if the Village is paying a tariff per pole or for the energy used. B. Cross states that we pay a tariff per fixture based on a Public Service Commission (PSC) regulated burn time. Our payments will be reduced based on the fact that we used to pay for the high-pressure sodium light that uses a much higher energy consumption and now, with the installation of the LED fixtures, the energy consumption is much less. 4 •Mayor Woodard states that another area of savings from NYSEG is that the Village is no longer under a maintenance contract with them. •B. Cross states that, as part of the initial LED project, the Village had NYPA install meters on each fixture in anticipation that the PSC will change the ruling and block NYSEG from continuing to bill users for unmetered energy. •Trustee Salton suggests more needs to be done to push this change forward. c. American Rescue Fund (ARFP) Update: The money has been received and Exhibit 2022-048 represents projects to be funded this fiscal year. •On a side topic, the Board discusses a recent article in the Ithaca Voice newspaper that the Village population increased ten percent. The Board cannot find any supporting facts and does not agree with what has been reported through the U.S. Census. •Mayor Woodard states that whatever ARF's are left from the master list will be allocated to sidewalk repairs. Trustee McMurry state that the Board also discussed adding streetlights to Wyckoff Rd. •Trustee Hubbell inquires whether money should be allocated to the Marcham Hall’s slate roof. B. Cross states that he budgets for annual maintenance to the roof, including repairing or replacing any loose or broken slate panels. Police Chief Wright states that, in order to reduce the liability of someone getting hurt, any repairs should be completed immediately, and the walkway exposed to falling slate should be eliminated. •B. Cross asks for the Board to change the amount of ARF requested for the Pleasant Grove sewer lining project through Precision Inc. The project needs more video camera work which is an additional three thousand dollars. •Trustee Marshall raises the question as to why we would we spend more money on camera work for this project when it will only discover additional problems. B. Cross states that Precision Inc. has to have a complete understanding of the section they are going to sleeve. •Trustee Salton askes that, if we do encounter more problems with this project, will additional money come from budgeted funded accounts? B. Cross states that, yes, money would be pulled from the sewer fund account. Resolution # 9027 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes the adjustment of the ARF’s allocated to the Pleasant Grove sewer lining project from $97,000 to $100,000. Motion: Trustee Hubbell Second: Trustee McMurry Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 5 d. Pocket Gardens: There are two flower “pocket gardens” in public areas of the Village that Mayor Woodard would like the Village to maintain. •Mayor Woodard would like to use her annual salary increase money that she gives back to the Village to fund the maintenance of these gardens. She has contacted a local landscaping company to provide a price. •Mayor Woodard also states that Village Clerk Walker and Village Engineer B. Cross both have plans for developing the medians and stonework at the entrance to the Village from N. Triphammer Rd. A proposal has been submitted to the Village from Cayuga Landscaping. 7. Report of the Trustees: No report at this time. 8. Report of Police Chief Wright: Submitted Report (Exhibit 2022-049) •Chief Wright states that part-time hours are up in order to cover vacations and training. •Currently we have two part-time positions available; interviews will be conducted the first week of September. Interviews are conducted by the Chief of Police, Sergeant, and highest-ranking full-time police officer. •Chief Wright states that the illegal dumping incident that occurred at 709 Triphammer Rd has been resolved. 9. Report of Director of DPW Wiese: Submitted Report (Exhibit 2022-050) •Director Wiese was unable to attend tonight’s meeting. •B. Cross states the only action item that needs to be addressed tonight was discussed earlier during the ARF discussion. The Board will need to vote to accept (Exhibit 2022-050) the contract with The Precision Group for the lining of the Pleasant Grove Rd sewer line. Resolution # 9028 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes Mayor Woodard to sign the purchase order with Precision Group for the scope of work for the lining of Pleasant Grove Rd sewer line not to exceed $100,000. The Contract piggybacks on the Onondaga County. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Mayor Woodard states that long-time DPW employee, Wayne Relyea, will be retiring at the end of the week. Director Wiese is working through the few applications submitted for a laborer with Commercial Drivers License (CDL) but has not yet identified any candidates. 10. Report of Village Engineer Cross: 6 a. NYSDOT Grant Application: Cayuga Heights Road Sidewalk Project. •B. Cross states that NYSDOT has a grant opportunity for roadway improvements for non-vehicle use (sidewalks). This is the same type of NYSDOT grant that we were awarded two years ago for Kline Road. This new grant project is for Cayuga Heights Road and T.G. Miller has completed an engineer’s report. The project cost is $2.7 million which if awarded, the Village would only be responsible for $547,000 (20%). •Trustee McMurry states that the $2.7 million dollar amount is on the high side but is a conservative number. Tonight’s request is to just approve the draft application and later modifications could still be made before a final application and final amount would be submitted to NYSDOT. •Trustee Salton states that this is a vital project that needs to be funded. •Trustee McMurry also states that there might be federal infrastructure money that could be used as well for this project. •Trustee Hubbell asks if this project will affect the property owner's land or Village right of way? •B. Cross States that North of Devon Road, the Village's right-of-way extends twenty-five feet either side of the road centerline, and this project will not affect landowners. As we continue on the Culvert Right-Sizing project for Cayuga Heights Road it is anticipated, through the final design report, that the Village will need to obtain 6-12 temporary easements from various landowners. B. Cross is hoping to present those easements at the September Board of Trustees Meeting. If successful, the project will take around five years. Resolution # 9029 WHEREAS, the Village of Cayuga Heights has long recognized the benefits of reducing the number of vehicles on Village streets and creating a more pedestrian and bicycle-friendly environment; and WHEREAS, Cayuga Heights Road is an important Village thoroughfare that connects the Village to the Town and Village of Lansing, the Town and City of Ithaca, and Cornell University; and WHEREAS, due to the lack of shoulders and sidewalks, pedestrians are forced to share the roadway with vehicular and bicycle traffic, creating an unsafe condition on Cayuga Heights Road; and WHEREAS, the Village is concerned with ensuring the safety of Village pedestrians including children attending Cayuga Heights Elementary School, Boynton Middle School, and Ithaca High School; and WHEREAS, The New York State Department of Transportation is making funding available to support bicycle, pedestrian, multi-use path and non-motorized transportation-related projects as well as programs and projects that reduce congestion and improve air quality through the State Transportation Alternatives Program (TAP); and WHEREAS, the TAP program provides reimbursement of up to 80 percent of project-related costs with the remaining 20% provided by project sponsors; and WHEREAS, the Village wishes to apply for TAP funding to support the construction of new sidewalks along Cayuga Heights Road, which project has been named Sidewalk Connections: Cayuga Heights; and WHEREAS, the Village estimates the total project cost to be $2,739,797.00; and WHEREAS, the Village is, therefore, prepared to provide the full 20% match from the Village's funds; 7 NOW, THEREFORE, BE IT RESOLVED, that, Linda Woodard, Mayor and the Board of Trustees of the Village of Cayuga Heights, New York, hereby agree to submit an application to the New York State Department of Transportation 2021 Transportation Alternatives Program (TAP) in an amount not to exceed $2,739,797.00 for the Village of Cayuga Heights for the Cayuga Heights Road Sidewalk Connections project. AND FURTHER BE IT RESOLVED, that the Village Board of Trustees will appropriate the necessary 20% matching funds and supply in-kind services as required by grant contracts. And be it further RESOLVED, Upon approval of said request, to enter into and execute a project agreement with the State and other entities for such financial assistance to the Village of Cayuga Heights for the Cayuga Heights Road Sidewalk Connections project. Motion: Trustee Salton Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Trustee McMurry states that, as part of this application process, we are required to hold a public information session. •B. Cross suggests that this meeting be separate from the regular scheduled Board of Trustees monthly meeting. •Trustee McMurry states that there will be a presentation by T.G. Miller and grant writer Michele Palmer. After a short discussion, the Board decided they will schedule a public information session at the regular September Board of Trustees meeting on September 15, 2021. •B. Cross states that another meeting was held with Fisher & Associates on the Kline Road sidewalk project. •Trustee McMurry states that, at this point in time, Fisher & Associates are in the process of producing an impact statement for the two properties that are eligible for the National Register of Historic Places. The impact of the project on the two properties is related to the landscaping that screens the properties from the street. In our report, we will be adding language that states that all the vegetation in question is on Village-owned property and not on the historic property. •In closing, B. Cross states that a new timeline for completing this project is 2022. •Trustee Salton states that we have still no idea where this project’s final cost will come in since we are now looking at another year before construction begins. Trustee McMurry states that it is unfortunate, but we are obligated to complete the design phase of the project at this point. After design in final, we can revisit the construction costs, including labor and materials, and decide how to move forward from there. Possibly in another year labor and material costs could be different. •Trustee McMurry also notes that failure to complete this project could negatively affect our ability to receive future federal funding for similar projects, such as the sidewalk on Cayuga Heights Road. 8 b. WWTP Phase 2 Update: •B. Cross states that the general contractor is not going to do any physical construction in this calendar year. The equipment they will be installing for the digestive covers is very unique and requires significant design time to make sure it works. This delay might be helpful since the IAWWTF plant is not able to take any of our liquid sludge during the time the current digesters are being replaced. •B. Cross states that the scope of work for Phase 3 is being drafted by GHD. •B. Cross states that the July WWTP monthly report reported some of the highest flows into the WWTP that have been seen in the last 10-12 years. C. 330 N. Sunset Drive Address change: there are two dwelling units on this property. The new owner is requesting separate addresses since one dwelling will be a rental. Resolution # 9030 WHEREAS, the Tompkins County Department of Emergency Response (DoER) oversees emergency dispatch and communications systems that allow residents to dial 911, and; WHEREAS, 911 is the number to report a police, fire, or medical emergency that requires the immediate presence of police officers, firefighters, or emergency medical personnel, and; WHEREAS, new address designations are approved by a municipality’s governing body. NOW, THEREFORE, BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorize and approve the change of 330 N. Sunset Drive, to 330 N. Sunset Drive Unit 1 and 330 N. Sunset Drive Unit 2 tax parcel 1.-2-3.5 as the new designated address. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 11. Report of Clerk Walker: Submitted Report (Exhibit 2022-051) •Clerk Walker was absent from tonight’s meeting. •Mayor Woodard states that there are two requests for relief of August water bills. a. J2440: The Account holder stated they were away and a caretaker left the hose running after watering plants. Bolton Point notified the homeowner, the homeowner contacted the Village Police Department, and had an officer turn off the outside water hose. 9 •In the past, the Board has only granted relief of a water and sewer bill when water does not enter the sanitary sewer line and is not then processed by the WWTP. After a short discussion, the Board agreed to take the average water and sewer consumption from the August 2020 billing cycle as a comparison and refund the homeowner for the difference, which is calculated to be a $132.32. Resolution # 9031 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves and authorizes the reduction of sewer charges for account J2440 that occurred at 507 The Parkway. The amount was determined by a daily average of the sewer rate before the spike of water consumption. An adjustment in the amount of $132.32 will be applied to the next quarterly water bill. Motion: Trustee Rennekamp Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried b. J2173: The account holder stated that he has had trouble with his tenant leaving the water running. Clerk Walker informed the account holder that, in order for the Board of Trustees to grant relief of any water and sewer bill, a case would have to be made for relief. The account holder did not want to elaborate on any further details. •The Board therefore declined the request for relief. c. Video Conferencing Equipment Proposal: Discussed in Mayor Woodard’s report. Resolution # 9032 BE IT RESOLVED THAT: The Board of Trustees approves the agreement and authorizes Mayor Woodard to sign the proposal from Link Multimedia/Audio Chef LLC for purchase and installation of a video conferencing monitor system for Marcham Hall. Funds are to be paid from the American Rescue Funds, and not to exceed $12,600. Motion: Trustee Rennekamp Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried d. Amending Public Officers Law: This resolution was passed on to the Village Board from County Legislator Deborah Dawson from the Town of Ulysses. Exhibit 2022-052. 10 •Trustee McMurry could support a resolution that under extenuating circumstances a hybrid open meeting law could be useful but cannot support this resolution as written. •Trustee Salton cannot support this resolution either. •Mayor Woodard asks the Board of Trustees for a motion to approve the resolution as presented in Exhibit 2022- 052. -No motion from the Board; the resolution is tabled. 12. Report of Attorney Marcus: •Mayor Woodard requests an attorney-client privilege session at 9:38 p.m. Resolution: 9033 BE IT RESOLVED THAT: The Board of Trustees approves Mayor Woodards motion to enter into an attorney- client privileged session. Motion: Trustee McMurry Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried -The Village Board of Trustees exits attorney-client privileged session at 10:25 p.m. Resolution: 9034 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes the removal of the fence located in the Right of Way on Sunset Drive. This removal will be completed at the soonest opportunity, and once completed, the Village is to notify Attorney R. Marcus, and he shall advise the attorney for the property owners of 205 Devon Road that the fence has been removed. Motion: Trustee Marshall Second: Mayor Woodard Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: Trustee McMurry Motion Carried 13. Executive Session: The Board enters Executive Session at 10:27 p.m. Resolution: 9035 11 WHEREAS: The NYS Open Meeting Law §105 prescribes matters for which a public body may conduct an executive session; and, WHEREAS: Upon a majority vote of its total membership, taken in an open meeting pursuant to a motion identifying the general area or areas of the subject or subjects to be considered; and, WHEREAS: The conduct an executive session for these enumerated purposes only, provided, however, that no action by formal vote shall be taken to appropriate public money: THEREFORE, BE IT RESOLVED THAT An Executive Session of the Village of Cayuga Heights Board of Trustees is conducted for the purposes of 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 McMurry Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried -The Village of Cayuga Heights Board of Trustees exits Executive Session and returns to an open meeting at 10:35 p.m. Resolution: 9036 BE IT RESOLVED THAT: The Board of Trustees approves and authorizes the posting of a part-time Village Treasurer position for 20 hours per week on the Tompkins County Personnel Website. The position is to be hired as soon as a qualified candidate is identified. Motion: Trustee Marshall Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Hubbell, Marshall, McMurry, Rennekamp, Robinson, and Salton Nays: none Abstentions: Motion Carried 13. Adjournment: Mayor Woodard adjourns the meeting at 10:37 p.m. 12