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HomeMy WebLinkAbout5.17.2023 Minutes 1 VILLAGE OF CAYUGA HEIGHT May 17, 2022 Zoom ID # 411842540 BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Present: Mayor Woodard; Trustees: Biloski, Hubbard, Marshall, Rennekamp, Robinson, and Salton; Village Engineer B. Cross; Director of Public Works Wiese; Police Chief Wright; Attorney Marcus; Clerk Walker; Treasurer Dolch; 1. Call to Order: Mayor Woodard calls the meeting to order at 7:03 p.m. 2. Approval of Meeting Minutes: April 19, 2023 Meeting Minutes (Exhibit 2024-017) Resolution: 9450 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves April 19, 2023, Board Meeting Minutes as presented. Motion: Trustee Biloski Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Salton Nays: none Abstentions: Trustee Robinson Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2024-018) •Fire Superintendent Tamborelle states that the new F-150 Ford pickup truck is not on a schedule to be built yet. The department will be fine using the current pickup truck for now. •Fire Superintendent Tamborelle states that the roof project will start in mid-June and be completed by the end of August. •Village Clerk Walker noted that G. Tamborelle was honored at the Annual CHDF Installation Banquet for his 20 years of service. 4. Privilege of the Floor: No members of the public wished to speak 5. Report of Treasurer Dolch: Submitted Report (Exhibit 2024-019) •Village Treasurer Dolch states that Both G8130.410 (WWTP Contractual) and G8130.490 (WWTP Equipment Maintenance) are overdrawn due to higher-than-expected expenses for labor, supplies, and cost of repair and maintenance. We will need to move money from Fund Balance into these accounts to cover what we have overspent, to cover Abstract 12, and to cover upcoming Abstract 13. 2 •For G8130.410 - Overbudget $82,182. Abstract 12 expenses are $89,600. Abstract 13 estimated expenses are $85000. Resolution: 9451 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves moving $1739.20 from Sewer Contingency (G1990.400) and $255,060 from Fund Balance to cover expenses in G8130.410 Sewer Contractual. Motion: Trustee Robinson Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Village Treasurer Dolch states that account 8130.490 - Overbudget $4,022. Abstract 12 expenses are $1,900. Abstract 13 estimated expenses are $2000. Resolution: 9452 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves moving $8,000 from Fund Balance to cover expenses in G8130.490 Sewer Equipment Maintenance. Motion: Trustee Robinson Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Mayor Woodard states that the Village will need to increase the sewer rate in December of 2023. Approval of Abstract 12: Resolution: 9453 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Abstract #12 for FYE2023 consisting of TA 95-100 vouchers in the amount of $5,628.18 and Consolidated Fund vouchers 869-944 in the amount of $589,757.46 and the Treasurer is instructed to make payments thereon. Motion: Trustee Salton 3 Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 6. Report of Mayor Woodard: a. AOC Budget Resolution: The City of Ithaca's Franchise Agreement with Charter Communications d/b/a Spectrum Networks in NY (“Charter”), requires that the three participating municipalities (the City of Ithaca, the Town of Ithaca, and the Village of Cayuga Heights) approve a budget for equipment and facilities every year by June 30th while the Agreement is in effect. This Budget is funded with the PEG Fees that are charged to Subscribers in the Participating Municipalities ($0.15 / subscriber/month). Charter collects these fees and keeps them to make AOC-approved purchases. The AOC drafts a budget for these purchases, upon recommendations by Charter, and submits it to the respective municipalities for review and approval. •The Resolution proposes a $29,000.00 contingency to purchase equipment as needed for the functioning of PEG operations. This will probably go towards replacing the Studio’s old Nexus, the playback system that enables cable casting on Channel 13. Currently they are using the Nexus that was donated to us by the City of Ithaca when they updated their studio. This Nexus is no longer made or serviced by its manufacturer. •Wies van Leuken who is the Village of Cayuga Height appointed representative is present to answer any questions the Board might have. •Trustee Robinson asks how people can see the public access channel if they are using streaming services. •Wies van Leuken states that there is an App. However, there is one legal issue the AOC is facing which would allow the Pegasys App. to be available on streaming devices. AOC has been waiting for over a year for the City of Ithaca Attorney to make a ruling on this issue. As of now, the public access channel is not offered. •Trustee Salton states that the Village should be proactive and show support for expediting a decision to allow the public access channel to be offered on streaming services. •Wies van Leuken will send a copy of the letter for them to review at the June 21, 2023 Board meeting. Resolution: 9454 WHEREAS, Section 15.12 of the Franchise Agreement of January 2003 between the City of Ithaca and the franchisee Time Warner Entertainment-Advance/Newhouse Partnership (TWC) (“Franchise Agreement”), subsequently assigned to Charter Communications, Inc. d/b/a Spectrum Networks (Charter) after Charter's 2016 acquisition of TWC, requires the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights) to provide the franchisee with an annual written budget for Public, Educational and Governmental access operations (PEG) by June 30 of each calendar year; and WHEREAS, Section 15.12 of the Franchise Agreement requires that PEG Access Staff provide the Access Oversight Committee (AOC) with budget recommendations for the following year by April 30; and 4 WHEREAS, the City of Ithaca's Ordinance #2003-17, Par 18-4-G, requires the Access Oversight Committee (AOC) to provide the Participating Municipalities with a recommended budget for the following year by May 31; and WHEREAS, the Franchise Agreement authorizes Charter to collect $0.15 per subscriber per month to be used for the purchase of PEG equipment and facilities; and WHEREAS, the AOC has reviewed PEG’s current equipment and facilities and anticipates that new or replacement equipment and facilities will likely be needed, including certain playback equipment; now, therefore, be it RESOLVED, that the AOC recommends a $29,000.00 contingency to purchase equipment as needed for the functioning of PEG operations, pending receipt and AOC approval of line-item estimates, and be it further RESOLVED, that the AOC forwards its recommendations for approval by the Common Council of the City of Ithaca, the Town of Ithaca Board, and the Village of Cayuga Heights Board of Trustees, so that they may meet their obligation to provide Charter Communications with an annual written budget for Public, Educational and Governmental access operations no later than June 30, 2023. FURTHER BE IT RESOLVED, that the Village of Cayuga Heights Board of Trustees approves the AOC 2024 Budget for Public, Educational, and Governmental access operations as written. Motion: Trustee Salton Second: Trustee Robinson Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried b. T.G. Miller Rt. 13 Sewer Main Project: In 2021 The Village of Cayuga Heights Board of Trustees approved using $20,000 of American Rescue Funds to complete a study of the sewer main that travels under Rt. 13. •B. Cross states that all of the sewer pipes North, South, and East of Rt. 13 flow into a single pipe under R. 13 that exists in a “cattle tunnel” since the R. 13 project was completed in the 1970s. •B. Cross states that the opportunity is right for us to take a closer look at the conditions in that tunnel and the condition of the pipe itself with the idea of building a redundant system in case there is a failure. •Trustee Salton states that he understands that there is an older cast iron pipe there as well. •B. Cross states that yes, that is the original pipe and he hopes that the study will find a way to replace that pipe with a new one. Then install some type of valved system that we can divert the flow when needed. •Trustee Salton states that the Village should consider getting a cost analysis of replacing both pipes. •B. Cross states that he agrees with Trustee Salton. 5 •Trustee Robinson inquires about a contingency plan for the tunnel and would T.G. Miller be evaluating the tunnel's structural integrity as well. •B. Cross states there is no plan for an additional tunnel, and we definitely should ask T. G. Miller to take a look at the soundness of the tunnel. Resolution: 9455 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the T.G. Miller proposal for the Rt. 13 Sewer Main Study as presented in Exhibit 2024-022 which is not to exceed $12,500 and will be paid with ARFP funds. Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried c. MS-4 Annual Report: As a member of the Tompkins County Stormwater Coalition, the Village has to submit a completed Annual MS4 document and submit it to NYSDEC. The staff at the Tompkins County Soil and Water Conservation Department have drafted this report and the Board needs to pass a resolution supporting this report. Resolution: 9456 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the 2023 Municipal Compliance Certification form of the Annual MS-4 Stormwater document and submit it to the NYSDEC Motion: Trustee Hubbell Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried d. PBA/Teamsters Contracts: Both Village unions; the Police Benevolence Association and the Department of Public Works Teamsters had contracts up for renewal. The PBA has agreed to a Three-year contract and the DPW a two-year contract. •Mayor Woodard states that both negotiations went well. 6 Resolution: 9457 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the contract between the Village of Cayuga Heights and PBA Union for June 1, 2023, to May 31, 2026 Motion: Trustee Marshall Second: Trustee Salton Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried Resolution: 9458 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard to sign the contract between the Village of Cayuga Heights and Teamsters Union for June 1, 2023, to May 31, 2025 Motion: Trustee Robinson Second: Trustee Bilsoki Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried •Mayor Woodard states that two things that were discussed at the Teamsters negotiations that did not go into the contract were a summer schedule of a 4-day work week and the ability to have the working supervisor take a Village vehicle home. •Mayor Woodard states that she will need Board approval to allow the DPW staff to start a 4-day, 10-hour work week beginning on June 5, 2023, and ending on August 31, 2023. Resolution: 9459 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves the DPW staff moving to a summer 4-day, 10-hour work week beginning in June 2023 and ending August 31, 2023. Motion: Trustee Marshall Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Robinson Nays: Salton Abstentions: none 7 Motion Carried •Mayor Woodard states that as a way to show the Boards appreciation to the DPW Working Supervisor T. Eighmey, they would like to propose allowing T. Eighmey to take his work truck home as a way to save time and money. •M. Wiese states that this would help reduce the response time in emergencies. Resolution: 9460 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves allowing the DPW Working Supervisor Tim Eighmey to use his work vehicle for traveling to and from home for the 2023-2024 fiscal year. Motion: Trustee Robinson Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried 7. Report of Superintendent of Public Works Cross: a. Industrial Pre-Treatment Sewer Ordinance Update: •B. Cross states that the recent plant-to-plant agreement has a requirement that the Village provide a revised draft of the Village Sewer Use Law (in ecode 360) that identifies the industrial sewer users (not residential) located within the Old Village, which is connected to the Kline Road diversion, be regulated using the IAWWTF’s industrial sewer regulations. •B. Cross states that GHD has drafted language that will be added as a new section 226 (or as otherwise determined by General Code) that effectively makes “users” in the Old Village subject to the “current” (may change in future) IAWWTF industrial regulations. •B. Cross states that Susan Brock from the City of Ithaca does not see that our attempted proposed local law is adequate and suggested that we use the proposed local law she had previously drafted for the Village. b. WWTP Projects: •B. Cross states that one of the projects slated to repair or replace this year is the three 1970s Trickling Filter Pumps. The goal is to replace those pumps with new pumps in the next fiscal year. 8 •B. Cross states that as it turns out the new electric system that has been installed as part of the Phase 2 upgrades is causing the pumps to draw more electricity and is causing load issues for them to work properly. The plant is down to two working pumps right now and if they lose another pump it will be disastrous. •B. Cross states that he would like to declare this situation an emergency and contact the W2O operators and get the pumps ordered and installed. The lead time to get a pump built is four months. The pumps cost $75,000 each and installation will cost around $200,000. •B. Cross states that W2O will allow us to place a purchase order without any money down which will give the Village some time to secure finances. •Trustee Salton states that he does not think we can just declare this an emergency and circumvent the bid/quote process with such a large expense. •B. Cross states that normally he would go through those motions, but given the severity of the situation, he feels we need to move quickly before a disaster takes place. •Trustee Marshall states that he would defer to those who work closest with the mechanical realities on this issue. •Trustee Robinson states asks if it is possible that the installation of the new electrical interface has something to do with the pumps. •B. Cross states that he will have GHD and Matco inspect the system next week but there still needs to be some action on getting new pumps ordered as soon as possible. •Trustee Salton states that he still would want this to be a bidding process. •Mayor Woodard asks if other companies in the area could supply these pumps and perform the work. •B. Cross states the Village WWTP has worked well with W2O and in fact, they were the ones who rebuilt these pumps five years ago. •Trustee Salton and Robinson suggest we wait a week for further investigation and see if the issue can be corrected, and if not we could schedule a special Board meeting for next week if nothing changes. •Mayor Woodard states that the Board will table any action on this topic tonight. •Trustee Robinson states that he is comfortable with calling a special Board meeting next week if we cannot get any immediate answers to why the pumps are not working correctly anymore. 9 8. Report of the Trustees: a. Sunset Park Update: •Trustee Marshall states that the open house went well. The next step is to begin working on the grant application. The survey results will be available for the June 2, 2023, Enewsblast. •Mayor Woodard states that no one that attended the open house wanted to see much change to the park. •Mayor Woodard states that she is interested in holding some kind of Village-wide annual meeting where residents could come and tell the Board what they do and do not like about the Village. •Mayor Woodard states that one example that has recently come to her attention is a large firewood pile that sits on the front lawn of a Village resident. One option could be to put a law on the books that prevent wood piles and other things like “No Mow May” in front yards. 9. Report of Police Chief Wright: Submitted Report (Exhibit 2024-023) •Police Chief Wright states that he does not have any action items for tonight. •Police Chief Wright states that the department completed several traffic details this spring. •Trustee Robinson states that the last few monthly reports mention fraud cases the department has handled and if he could elaborate on those cases . •Police Chief Wright states that initially the office will take the complaint, but it is mostly for report purposes. The ability to investigate a fraud case that originates from outside the U.S. is limited. 10. Report of Director of DPW Wiese: Submitted Report (Exhibit 2024-024) •Director Wiese states that the guys did a great job preparing for paving work on Cambridge, Burleigh, Randolph, and Warwick, •Director Wiese states that the I Trackers have been installed and there is now enough data to see where sewer flows have changed enough to suspect we have groundwater entering the sewer line. The goal is to hire T.G. Miller to monitor and move them throughout the Village. •B. Cross states that T.G. Miller is currently working on an I & I project and is under budget so the thought would be to have them make up the difference with monitoring the sewer meters. •Director Wiese states that he is continuing to meet with contractors to schedule the hydro-excavation work to service the water curb valves. The current list of unknown services is down from 240 to 142 residents. 10 11. Report of Clerk Walker: Submitted Report (Exhibit 2024-025) •Clerk Walker states that 2023 Village Property Taxes have been prepared and are ready to be mailed out on May 25, 2023. •Mayor Woodard states that the number of Sump Pumps permits that have been issued over the last three years averages around 46 with no real findings of illegal hookups. 12. Report of Attorney Marcus: No report at this time. 13 Adjournment: Mayor Woodard adjourns the meeting at 8:55 p.m.