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HomeMy WebLinkAbout8.16.2023-Agenda1 Zoom Link 4118425407 Village of Cayuga Heights Board of Trustees Monthly Meeting August 16, 2023 7:00 p.m. 1. Call To Order EXHIBIT/PAGE 2. a. Approval of July 19, 2023 Meeting Minutes 2024-066 pgs. 2-10 3. Report of the Fire Superintendent Tamborelle: Submitted Report 2024-067 pg. 11 4. Privilege of the Floor: 5. Report of Treasurer Dolch: Submitted Report 2024-068 pgs. 12-13 6. Report of Mayor Woodard: a. Granicus Renewal 2024-069 pgs. 14 b. Lawn Maintenance Zoning Changes 2024-070 pgs. c. Walking Safe Cayuga Heights Sidewalk Project Ready to Seek Bids 2024-071 pgs. 15-17 d. IAWWTF Pre-Treatment Agreement e. Retiree Healthcare Plan Change 2027-072 pg. 18 7. Report of the Trustees: 8. Report of Superintendent of Public Works Cross: Submitted Report 9. Report of Police Chief Wright: Submitted Report 2024-073 pgs.19-20 10. Report of Director of Public Works Wiese: Submitted Report 2024-074 pg. 21 11. Report of Clerk Walker: Submitted Report 2024-075 pgs. 22-23 a. Water Bill Y2879 12. Report of Attorney Marcus: 13. Adjournment 2 EXHIBIT 2024-066 VILLAGE OF CAYUGA HEIGHT July19,2023 Zoom ID # 411842540 BOARD OF TRUSTEES 7:00 p.m. MONTHLY MEETING Present: Mayor Woodard; Trustees: Biloski, Hubbard, Marshall, Rennekamp, Robinson; Village Engineer B. Cross; Director of Public Works Wiese; Police Sergeant Manning; Attorney Marcus; Clerk Walker; Treasurer Dolch Absent: Trustee Salton 1. Call to Order: Mayor Woodard calls the meeting to order at 7:03 p.m. 2. Approval of the June 21, 2023 Meeting Minutes (Exhibit 2024-057) Resolution: 9472 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees approves June 21, 2023, Board Meeting Minutes as presented. Motion: Trustee Biloski Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Bilsoki, Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none Motion Carried 3. Report of Fire Superintendent Tamborelle: Submitted Report (Exhibit 2024-058) •Fire Superintendent Tamborelle states that they have been busy. •Fire Superintendent Tamborelle states that two fire trucks have been serviced and the station has completed its annual maintenance program. •Fire Superintendent Tamborelle the roof project should kick-off at the beginning of August and the new pickup truck has been built and should arrive soon. •Mayor Woodard asks Fire Superintendent Tamborelle if movie night could be extended into the fall. •Fire Superintendent Tamborelle states that is a lot of work and students will be back in school so it would be hard to keep going. 3 4. Privilege of the Floor: No members of the public wished to speak 5. Report of Treasurer Dolch: Submitted Report (Exhibit 2024-059) •Village Treasurer Dolch states that the bank to book reconciliations are complete for May and June. •Village Treasurer Dolch states that our NYCLASS investments are doing well and we put a lot of the property tax money into that account to take advantage of the interest rate. •Village Treasurer Dolch states that the annual Village Audit has been scheduled for early October. Approval of Abstract 2: Resolution: 9473 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Abstract #13 for FYE2023 consisting of TA vouchers 4-10 in the amount of $14,648.45 and Consolidated Fund vouchers 33-125 in the amount of $556,537.00 and the Treasurer is instructed to make payments thereon. Motion: Trustee Biloski Second: Trustee Rennekamp Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none Motion Carried 6. Report of Mayor Woodard: a. Cayuga Heights Road Sidewalk Project Selection: The Village was awarded a grant to put sidewalks on Cayuga Heights Road. A Village taskforce has been evaluating the three engineering firms ( Fisher & Associates, Hunt EAS, and Erdman/Anthony) to engage for this project. •Mayor Woodard states that we are still working through some of the information and do not feel that we need to make a decision here tonight. •B. Cross states that one of the other reasons to wait is that the Village does not have the NYS Cayuga Heights Road Sidewalk Road Contract from NYSDOT yet. •B. Cross states that he is hopeful that Michele Palmer will be able to be the grant administrator for this project as well. b. Retiree Healthcare Benefit Language for Non-Bargaining Group: In an effort to have all Village’s 4 employee’s retirement healthcare benefits the same, the Non-Bargaining groups handbook needs updating. •Mayor Woodard states that the main issue is in the event an employee dies and has a sick time banked of time current language states they lose that benefit. We would like that language to state the following. If the employee dies prior to retirement, or after retirement, their spouse can continue to receive health insurance by paying the same rate as outlined in Section 12.13. The spouse shall pay their share of the premium to the Village in advance on a quarterly basis as outlined in Section 12.13. Should an employee die prior to retirement, all unused sick time can be used by the spouse to pay for their 25% responsibility of health insurance. 8 hrs. will equal one (1) month of full health insurance. Should an employee die after retirement, all unused sick time will be able to be used by the spouse to pay for their 25 % responsibility of health insurance. Eight (8) hours will equal one (1) month of full health insurance. At the conclusion of exhausting all sick time, payment of premium will be paid by the spouse as outlined above. Resolution: 9474 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves changing the Village Employee Handbook to reflect the same sick benefit in case of an employee death as the Village of Cayuga Heights bargaining groups. Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none Motion Carried •Mayor Woodard states that the other section pertains to the Medicare Supplement Plan that is now offered by the Village. This would switch any retirees who are Medicare eligible to the Medicare Supplement Plan from the Retiree Classic Blue Plan. When an employee or their spouse becomes eligible for Medicare, they must enroll in Medicare Part A, and switch to the GTCMHIC MS3 (Medicare Supplement), which is single coverage. If they are a couple and one of them is not Medicare eligible, that person can continue using the PPO 10/35 (3T6) single coverage plan. The village will pay 75% of this premium. Dental coverage is optional in all situations. If an employee has a spouse and a dependent under their health insurance coverage in retirement, the person who is Medicare eligible must switch to the GTCMHIC MS3 (Medicare Supplement), which is single coverage. The other members of the family will continue with family coverage under the GTCMHIC PPO 10/35 (3T6) until both spouse and retiree are of Medicare age and no dependents are covered under their insurance. When the retiree and spouse both reach Medicare age and have no dependents covered under their health insurance, they will both be covered under Medicare with the GTCMHIC MS3 supplement coverage. 5 If a Medicare eligible retiree is single with a dependent, they can continue with family coverage under the GTCMHIC PPO 10/35 (3T6) until their dependent is no longer eligible for health insurance coverage with their parent. Afterwards, the retiree must switch to the GTCMHIC MS3 (Medicare Supplement). Resolution: 9475 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves changing the Village Employee Handbook to reflect the language that states any Medicare eligible employee must move to the Village Medicare Supplement Plan. Motion: Trustee Biloski Second: Trustee Marshall Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none Motion Carried c. RaNic Golf Club Update: It has come to the Villages attention that Warren Real Estate has the club listed for sale and there is some concern about the language in that listing of a PDZ available. •Mayor Woodard states that the listing states that whoever buys the property has the Villages permission to continue with the proposed PDZ as presented from the current owners. •Attorney R. Marcus spoke to Mr. Warren about the misleading information on the listing and he was understanding and was willing to make the changes to the listing. •Attorney R. Marcus states that it is clear that more communication needs to happen because this was not what Village Attorney R. Marcus requested. •Mayor Woodard states that she spoke to the Town of Ithaca Supervisor R. Howe and he is hoping Cornell University will purchase the golf course. •Trustee Marshall states that he heard that Cornell University’s first right of refusal was dissolved when the current owners purchased the property. Click here for more information. d. IAWWTF Pre-Treatment Agreement: •Mayor Woodard states that the agreement is making some progress. The sticking point right now is that the IAWWTF would like the ability to at any time open Village manholes and inspect or correct any issue that they might find. •Mayor Woodard states that the Village does not support that type of language. Village Attorney R. Marcus made 6 some changes to that section and is waiting for C. Brock to respond. •Mayor Woodard also states that she has reminded Ithaca’s C. Brock that they have not billed the Village for the Kline Road by-pass flows first two quarters of 2023. e. Zero Waste Ithaca: A public meeting was held to explain the next 10-year Tompkins County Waste Reduction Program. •Mayor Woodard states that there was some misinformation circulating that the Village WWTP was hauling sludge to Steuben County farms and having it spread on Farmland. •Mayor Woodard states that the was a contractor that had brought our sludge to a NYSDEC permitted farm back in 2016. The main concern about this practice is the “forever Chemicals” PFAS. •Mayor Woodard states that she thinks it is a bad idea to put sewer sludge on farmland. We all need to find different ways to reduce waste. •Trustee Marshall states that it is not a one-sided equation, because the use of sludge at that state reduced the amount of chemicals to break down the sludge which are heavy in PFAS’s. 7. Report of the Trustees: a. Sunset Park Grant Application Resolution: •Trustee Marshall states that the grant submission is ready and the budget amount for this project to be $235,500. This grant is a 75% -25% and if the Village is awarded it will result in a Village obligation of $58,854. Resolution: 9476 WHEREAS, the Village desires to undertake the Cayuga Heights Sunset Park Restoration Project to restore the park and promote ecological sustainability, WHEREAS, the State of New York has various grant programs available to help fund such projects and, WHEREAS on or about May 15, 2023 the State of New York issued a request for applications under Round XIII of the Consolidated Funding Application program, and WHEREAS the Governor has directed over $225 million in State resources to be made available in 2023 to support the economic development priorities of the regions and spur job creation across the state, including $225 million in competitive funds from Empire State Development. NOW THEREFORE BE IT, RESOLVED, that the Village Board of Trustees of the Village of Cayuga Heights hereby agrees to submit a 2023 Consolidated Funding Application for the implementation of the Sunset Park Restoration Project, and, be it further RESOLVED, that the Village Board of Trustees of the Village of Cayuga Heights hereby agrees to enter into contracts with the State for potential grant disbursements for the Sunset Park Restoration Project, and, be it further RESOLVED, that the application will request no more than $235,500 in total project cost, and, be it further 7 RESOLVED, the Village Board will appropriate the necessary matching funds and supply in-kind services as required by the grant contracts, and, be it further RESOLVED, that the Mayor of the Village of Cayuga Heights is hereby authorized and directed to file a Consolidated Funding Application requesting funds from the State agency, the New York State Office of Parks, Recreation, and Historic Preservation Environmental Protection Fund, in accordance with the provisions of Title 9 of the Environmental Protection Act of 1993, as applicable, and, be it further RESOLVED, that upon approval of said request, the Mayor of the Village of Cayuga Heights is hereby authorized and directed to enter into and execute a project agreement with the State and other entities for such financial assistance as is made available to the Village of Cayuga Heights for the Sunset Park Restoration Project; and, be it further RESOLVED, if appropriate, the Village shall enter into and execute any conservation easement and/or preservation covenants for the benefit of the assisted property(ies) owned by the Village that is the subject of the Sunset Park Restoration Project. Motion: Trustee Hubbell Second: Trustee Biloski Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, and Robinson Nays: none Abstentions: none •Clerk Walker inquires to the possibility of the Village DPW helping complete any work that might result in a cost savings. •Trustee Marshall states that the grant would allow for reimbursement of money for supervision and management of this project. Motion Carried 8. Report of Superintendent of Public Works Cross: •B. Cross states that the only action item needed tonight is the bid breakdown for Walking Safe Cayuga Heights Kline Road sidewalk project. We have been advised by Fisher and Associated that the 2018 Grant award of 80% reimbursement is currently $150,000 over that budget. •B. Cross states that the design team has decided to break down the job into five segments and use that money to cover the most critical sections (1-3) in Exhibit 2024-063. The lower two sections could be completed by our Village DPW staff section (4-5) in Exhibit 2024-063. •B. Cross states that by doing this we do not have to adjust the budget at all. After a discussion with the Village Finance Committee, we agreed that the Village could support increasing the budget to $487,000 by adding $28,945.This will allow us to receive the full grant award of $535,000. •Trustee Marshall asks what the timetable is for the Village DPW staff to complete the lower two segments and is there a deadline imposed by the grant to complete that work. 8 •B. Cross states that is a great question and right now the contract doesn’t expire until December 31, 2024. This would give us enough time to complete that work. Or since it is not part of the awarded contract, we could complete that on our own timeline. •B. Cross states that we also set aside $30,000 in ARFP funds for sidewalks. Ideally, we need to wait until the first three segments are complete before we start. Resolution: 9470 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves increasing the Walking Safe Cayuga Heights Sidewalk Project Budget $28,945 for increase costs. Motion: Trustee Rennekamp Second: Trustee Hubbell Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none Motion Carried WWTP Phase II Project: •B. Cross states that the WWTP digesters have been cleaned out of all the old sludge and are ready for their upgrades. After accounting for all the costs, thanks to yaws cleaning out that area we have saved almost $300,000. This keeps the project within the bonding limits of 12.4 million dollars. •B. Cross states that the next step is for Environmental Facilities Corporation (EFC) to determine what our long- term loan amount and payment will be. The Village is hoping to move our project to the next round of financing since we are not close to finishing Phase 2. Village of Lansing: •B. Cross states that that there is a new company named Menio Micro Transistor Company that is coming to the Village of Lansing. Chip manufacturing is considered a hazardous process and the EPA has stiff regulations and we will need to be the front line of defense for regulating that. •Trustee Robinson asks if there is some way from a County level or others that we could be briefed on the manufacturing process and disposal process. •B. Cross states that it’s a good question, the key is to work as close as we can with the Village of Lansing on industrial discarding waste into the sanitary sewer lines. Bridge New York Grant Update: •B. Cross states that we were not awarded the $1,000,000 grant for the Renwick Creek Culvert Pipe Project that we submitted in December. He does not think it is a good idea to wait another year and apply at the risk of not getting it. 9 •B. Cross states that the Cayuga Heights Road Sidewalk Project will go right over this culvert. We will have until the end of 2024 to put a plan together and complete replacing that culvert. 9. Report of Police Sergeant Manning: Submitted Report (Exhibit 2024-063) •Police Sergeant Manning states that the month was busy with several felony arrests and a few misdemeanors as well. •Mayor Woodard asks about the MVA involving a deer. •Police Sergeant Manning states that there was an accident down by the Stewart Park exit. 10. Report of Director of DPW Wiese: Submitted Report (Exhibit 2024-064) •Director Wiese states that he has met with two contractors that can do the lead service material discovery. He is selecting Hydro-X to preform the work. A letter will be sent out to all residents that are listed as unknown materials and work should begin in two weeks. •Director Wiese states that the I Trackers are still having trouble reading data correctly. As a result, the company is providing a cellular connection so that we can monitor them remotely. •Director Wiese states that he has found a traffic rated plastic manhole covers which are water tights, lightweight and allow for better communication with the meters in the sewer drains. •Director Wiese states that there has been a private sewer line backup at the house on the corner of The Parkway and E. Upland. We are helping in any way we can, but it does not fall on the Villages responsibility. •Director Wiese states that the Town of Lansing is submitting a grant application for money to purchase a vacuum truck. The Town of Lansing will share the truck with area municipalities. •In closing, Director Wiese states that he needs the Boards approval to authorize Mayor Woodard to sign a letter of support to the Town of Lansing as presented in Exhibit 2024-064. Resolution: 9477 BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Mayor Woodard signing the letter of support to the Town of Lansing for a WQIP Grant Application for the purchase of a vacuum truck in MS4 areas. Motion: Trustee Hubbell Second: Trustee Bilsoki Ayes: Mayor Woodard; Trustees: Biloski, Hubbell, Marshall, Rennekamp, Robinson, and Salton Nays: none Abstentions: none 10 Motion Carried 11. Report of Clerk Walker: Submitted Report (Exhibit 2024-065) •Clerk Walker states that the 2023 Village Property Taxes collection is going well, to date we have only $108,000 outstanding. The Office will be emailing those residents who still have not paid. •Clerk Walker states that the google analytics is up and running for the Village website. The Website averaging just over 1000 users each month and the top hits tend to be associated with Village Refuse Schedules. 12. Report of Attorney R. Marcus: No report at this time. Motion Carried 14. Adjournment: Mayor Woodard adjourns the meeting at 8:45 p.m. 11 EXHIBIT 2024-067 August 16, 2023 Honorable Linda Woodard Board of Trustees Village of Cayuga Heights Monthly Report July 2023 Another busy month with 52 calls! We had 30 calls in the Village of Cayuga Heights, 14 calls in the Town of Ithaca and 8 mutual aid requests. There were 24 EMS calls and 28 fire responses. Much of the month, while busy, was routine. We did have a storm roll through the area on July 24th. The storm brushed the edge of our district and generated a couple of calls, but it really hit the city hard. We assisted the Ithaca Fire Department on several of their calls on the edge of our district. July training slowed a bit due to the high heat, poor air quality and many of our members being out of town. We did manage to get two of our newer members through their interior checklists and several other have gotten very close to completion. We are preparing for our Fall Recruit Class. We have already gotten many requests for information about the class. We will change our sign out front, which seems to be our best way of advertising, in early August. We are planning to take a larger class this fall. We had such amazing success with the class from last fall we are hoping for a repeat performance. We are planning to utilize many of those members to train the new members and try to instill the sense of comradery that they all have. We have gotten word that the F150 that we ordered last August has finally arrived in Syracuse and it will be delivered to us some time in August. We will take delivery of the new truck and send it out for upfitting. Hopefully by early September we will be able to place it in service. We are planning to have our vendor MSA come in to demonstrate the capabilities of the newest generation of air packs with the plan to budget for them in FY 24/25. As previously reported the packs we have now are over 20 years old and are dur for replacement. We are also planning to start looking at battery powered rescue tools. Most departments are moving away from hydraulic tools that are powered by a generator and pump and require hydraulic hoses. The new tools allow for easier use and less maintenance and much less equipment that we must keep on the apparatus. We will be looking to replace both of our current tools, one of which predates my membership in the department, and the other that we purchased used 20 years ago. We had a great summer of Movies at the Station. We postponed our last movie in July to early August because of the intense heat and humidity on the planned date. We had amazing attendance all summer and our new screen and projector exceeded our expectations. This has really become a popular weekly event. We have been in close contact with the roofing contractor through the summer. He is behind schedule on jobs he had planned before ours due to the rain through June and the heat and air quality through July. He was also waiting to place the order for shingles until he was assured that he would get all the shingles from the same lot as to ensure all of them are the same color. He said he is really hoping to start the project in mid-August and be done in September. As we say all the time. The busier it is the happier our members seem to be. Motivation is high around the station, and everyone is excited and ready to jump into the fall recruiting and training schedule. George Tamborelle Fire Chief/Fire Superintendent 12 EXHIBIT 2024-068 VILLAGE OF CAYUGA HEIGHTS TREASURER’S REPORT August 2023 Revenues and Expenses: July month end bank-to-book reconciliation is complete and has been signed off by Deputy Treasurer Rennekamp. The treasurers report from Williamson is attached to this report. Income: Our NY Class investments continue to do well. Most of the money that the Village collected from Property taxes has been put into this account to take advantage of the high interest rates. In July our accounts in NY Class earned about 18k in interest. The bulk of our property taxes have been collected. Approval of Abstract 3: BE IT RESOLVED THAT: the Village of Cayuga Heights Board of Trustees authorizes and approves Abstract #3 for FYE2024 consisting of: • TA vouchers 11-18 in the amount of $14,3734.94 and • Consolidated Fund vouchers 126-206 in the amount of $668,609.16 and the Treasurer is instructed to make payments thereon. Respectfully Submitted Laura W. Dolch Laura W. Dolch Treasurer #1 13 14 EXHIBIT 2024-069 15 EXHIBIT 2024-071 CAYUGA HEIGHTS – NOTICE TO BIDDERS – INVITATION TO BID WALKING SAFE – CAYUGA HEIGHTS Notice is hereby given that the Village of Cayuga Heights will accept sealed bids for: Walking Safe – Cayuga Heights Project PIN 3950.69 D036447 The Owner is the Village of Cayuga Heights and the work site is/are located in the Village of Cayuga Heights. The projects limits extend from: Wyckoff Road from the Lakeview Cemetery entrance to Kline Road and from Kline Road to Highland Road. The work includes providing all labor, materials, machinery, tools, equipment and other means of construction necessary and incidental to the completion of the work shown on the plans and described in these specifications including, but not necessarily limited to the following: • Installation of approximately 2,000 feet of sidewalk including ADA curb ramps • Drainage upgrades and replacements including pipes, structures, and manholes • Installation of new concrete curb • Signage and striping upgrades to accommodate new pedestrian facilities • Fencing installation This is a Federal Aid Project and NYSDOT Standard Specifications, officially finalized and adopted on May 1, 2023 as posted on the New York State Department of Transportation’s website must be followed by the successful bidder. The DBE goal for this project is: 6% There are no M/WBE goals for this project. The EEO Employment goals for this project are: 1.2% Minority Employment Goal 6.9% Women Employment Goal The use of the NYSDOT approved civil rights reporting software, Equitable Business Opportunities (EBO), is required. Access authorization to EBO can be found at https://ebo.dot.ny.gov/. No residential or geographical restrictions will be in effect for this project. Applicable Federal requirements take precedence over State and local requirements unless state and local requirements are deemed to be more stringent. Contract Documents, including Invitation to Bidders, Instructions to Bidders, Wage Rates, Bid Documents, Agreement, Special Notes, Specifications, Contract Drawings, and any Addenda, may be examined, at no expense, at the office of: Village Offices, Marcham Hall, 836 Hanshaw Road, Ithaca, NY between the hours of 9:00am and 3:00pm Monday through Friday. 16 Plans, Specifications, and Proposal Forms may be obtained electronically from Fisher Associates. Download instructions for the Contract Documents may be obtained from Fisher Associates, by providing a valid email address to Guin Sealy (gsealy@fisherassoc.com). All prospective bidders are required to register with Guin Sealy, Fisher Associates to ensure receipt of any addenda. No questions or inquiries regarding this bid will be accepted within three (3) business days prior to the bid opening. Contractors that obtain Contract Documents from a source other than the issuing office must notify the issuing office in order to be placed on the official Plan Holder List, to receive Addenda and any other Bid correspondence. Bids received from Contractors other than those on the official Plan Holders List will not be accepted. Addenda will be emailed from the Village of Cayuga Heights or their representative to Bidders listed on the official Plan Holders List. An emailed response from the Bidder, to the Addendum sent by the Village of Cayuga Heights or their representative will act as proof that the Bidder received the Addendum. In addition to an emailed response, Bidders must acknowledge receipt of all Addenda by signing and dating each Addendum on page BR-12 of the Bid Form and the Acknowledgement of Receipt of Addenda provided in the addenda. Failure of any Bidder to receive any such Addendum or interpretation shall not relive such Bidder from any obligation under this Bid submittal. All Addenda so issued shall become part of the Contract Documents. Questions regarding the Contract Documents should be directed to Peter Wlodarczyk either through email at: pwlodarczyk@fisherassoc.com or by telephone at 585-334-1310. Bidders shall promptly notify Peter Wlodarczyk of any errors, omissions, conflicts or ambiguity within the Contract Documents within 7 days of bid opening. All bids must include the completed Bid Form, Non-Collusive Bidding and Disbarment Certifications, and Lobbying Certifications. This is a unit price bid as described in the Instructions to Bidders. No bidder may withdraw his/her bid within forty-five (45) calendar days after the actual date of the opening thereof. Each bid must be accompanied by security in an amount not less than five percent (5%) of the amount of the bid in the form and subject to the conditions provided in the Instructions to Bidders. Bids to be considered must be received in a sealed envelope at Village Offices, Marcham Hall, 836 Hanshaw Road, Ithaca, NY by 1:00PM local time, on August 31, 2023, at which time they will be publicly opened and read aloud in Marcham Hall. Bids received after the above noted time will not be accepted. All sealed envelopes should be clearly labeled “Walking Safe – Cayuga Heights”. The Bidder to whom the Contract is awarded will be required to furnish Performance, Payment and Guarantee Bonds from an acceptable Surety Company for an amount not less than 100% of the accepted bid. The successful Bidder and all subcontractors must have an approved CCA-2 on file with NYSDOT prior to being awarded a contract. If the successful Bidder does not currently have a CCA-2 on file with NYSDOT, the Bidder may find the CCA-2 forms and instruction for completion online at https://www.osc.state.ny.us/state-vendors/vendrep/vendor-responsibility- forms?redirect=legacy#Construction. The successful Bidder will be required to comply with all provisions of the Federal Government Equal Employment Opportunity clauses issued by the Secretary of Labor on May 2, 1968 and published in the Federal Register (41 CFR Part 60- 1, 33 F.2 7804). Successful bidders will be required to pay prevailing wage rates on this contract. The Village of Cayuga Heights reserves the right to consider the bids for forty-five (45) days after receipt before awarding 17 any Contract, and to waive any minor informalities in, and to reject, any and all bids. All bids are subject to final review and approval by the Village of Cayuga Heights before any award of contract may be made. Receipt of bids by the Village of Cayuga Heights shall not be construed as authority to bind the Village of Cayuga Heights. The work will be substantially completed within 110 days of contractor mobilization and no later than August 30, 2024. The work shall be completed and ready for final payment within 160 days of contractor mobilization and no later than October 25, 2024. Once the contractor has mobilized and begun work no shutdowns will be permitted through the completion of construction. The New York State Department of Transportation, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C 2000d to 2000d-4 and Title 49 Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation and Title 23 Code of Federal Regulations, Part 200, Title VI Program and Related Statutes, as amended, issued pursuant to such Act, hereby notifies all who respond to the related solicitation, request for proposal or invitation to bid that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, disability/handicap and income status in consideration for an award. Owners Contact Engineer’s Contact Brent Cross Peter Wlodarczyk, PE Village Engineer Project Manager 607-257-5536 585-749-0703 bcross@cayuga-heights.ny.us pwlodarczyk@fisherassoc.com 18 EXHIBIT 2024-072 19 EXHIBIT 2024-073 Village of Cayuga Heights Police Department Jerry L. Wright Chief of Police 8/11/2023 To: The Honorable Mayor Woodard Members of the Board of Trustees Village of Cayuga Heights Re: Report of the Police Department for July 2023 In the month of July, the police department received 371 calls for service. In addition to these calls, 71 uniform traffic tickets were issued, and one parking violation was cited. A breakdown of the calls for service is as follows: A Felony Stolen Vehicle incident was investigated leading to two suspects being arrested on Felony Tampering with Evidence charges. See below for other charges associated with this incident. During the investigation of the Stolen Vehicle incident mentioned above, officers obtained information that led to Misdemeanor charges of Criminal Possession of Stolen Property 5th, Criminal Possession of a Weapon 4th, and Conspiracy 6th. Three other Misdemeanor complaints were handled; two for Criminal Mischief and one for Fraud. The two Criminal Mischief reports involved damage to residential mailboxes. The incidents were not found to be related and it is unclear what caused the damage to occur. There are no suspects in either incident. The report of Fraud was made by an individual stating that money was taken out of her account without her knowledge. The complainant stated that her bank denied her claim, believing she was falsely reporting. The incident report was filed for information only. A Theft complaint of a stolen bicycle was filed. There are no suspects or leads. Lastly, an individual stated that their handicapped parking permit had been stolen out of their unsecured vehicle. A new permit was issued however there is no other information to support the item actually being stolen from the vehicle. The investigation of Six Traffic Stops led to Eight Vehicle and Traffic Misdemeanor charges. Four for Suspended Registration and Four for Aggravated Unlicensed Operation of a Motor Vehicle 3rd. Two Penal Law Violations were reported. A complaint of Trespass was received. The property manager of a residential facility reported that a subject was on the premises, and they did not have permission to be there. After contact was made with the property owner, it was determined that the subject was in fact authorized to be on the property. A report of Disorderly Conduct was made by a store clerk who stated that a customer was being rude and swearing at the clerk. The on- duty officer made contact with the suspect who was advised that they should contact the store manager if they did not agree with how their matter was handled. 5 complaints of Local Law Violations were investigated. One complaint of a loose dog was reported. The Chief and the officer on duty were able to locate the animal and return it safely to its owner. Two complaints for barking dogs were made by the same complainant; this matter is still being investigated. Two noise complaints were received. One complaint involved loud music; the officer was able to make contact with the individual responsible for the noise and the music was 20 turned down at the officer’s request. No further complaints were made regarding this location. A second complaint of noise was received. The officer responded to the reported location; however no noise was observed within the CHPD jurisdiction. Faint sounds of laughter and fireworks could be heard at a location outside of the village. Lastly, an arrest for local law loud construction/other machinery was made from an incident reported at the end of June. An Arrest Warrant was executed on the charges filed after investigation of the Felony Motor Vehicle Theft incident. Lastly, after investigation of a psychiatric and a check the welfare complaint, two individuals were taken into custody under the Mental Hygiene 9.41 Law and transported to the hospital for evaluation. The following 18 arrest charges were filed: 1- Noise-Construct/Other Machine; 2-Tampering with Physical Evidence, 2- Criminal Possession of a Weapon 6th, 2-Possession of Stolen Property 5th, 4-Aggravated Unlicensed Operation of a MV-3rd, 4-Suspended Registration, 2-MHY 9.41, and 1-Execution of an Arrest Warrant. One property damage Motor Vehicle accident was handled and occurred at the intersection of Sunset Park and Sunset Drive. There were no incidents involving deer reported. Six calls for service were completed under the Tompkins County Mutual Aid Agreement involving CHPD officers assisting other agencies while there was one call involving another agency assisting CHPD. Over the course of the month, Officers took part in the following training and/or events: On July 5th Officers Barr and Langlois conducted an aggressive driving detail and on the 12th they executed a commercial vehicle inspection detail, assisted by NYS DOT. The full-time officers worked a total of 28 hours of overtime and the part-time officers worked a total of 223 hours. Sincerely, Chief Jerry Wright 21 EXHIBIT 2024-074 Village of Cayuga Heights Mike Wiese – B.O.T Report August 16th, 2023 Code Enforcement – No code trainings were attended this month. Street – Exploring drainage replacement solutions for failing culvert on Iroquois Place. We discovered a gas line was installed at a height which will impact the installing of the properly sized drainage pipe. We are coordinating with NYSEG to find a resolution. Until then the road will remain closed. NYSEG has determined that they can eliminate this gas main and reroute it down Triphammer road. They are currently designing the project. Continue preparing North Sunset for scheduled paving. Finished the installation of the sidewalk on Hillside Drive which connects Highland Road and Hanshaw Road. This included a new drainage structure to be installed on the East side of hillside drive to divert water into the ditch along Overlook Road. Water – Started to repair water main isolation valves along North Sunset Road. What we have historically found within the village is the bolts that hold the valve together have deteriorated and need to be replaced. This resolution is labor intensive but low cost. Unfortunately, the valves we are encountering have failed in their entirety and need to be replaced. This has resulted in longer than planned work. The hydro excavating company has started work in the Village. The original scheduled intended on having them work August 9th and 10th however due to the difficulty of excavation and required work within the Village we rescheduled the August 10th date to August 16th. Personnel – The DPW intended on hiring a seasonal worker to work from June to December however with a lack of sufficient applications we decided to not proceed with hiring anyone. This has resulted in the DPW being short handed over the course of the summer. We also intended on hiring an individual full time on January 1st to replace a retiring Motor Equipment Operator however with the team being shorthanded I would like to hire someone earlier than January. I would like to open up the application process for a Laborer with a CDL. I would like this individual to be hired by October 1st which would give the individual time to learn the village before the winter responsibilities begin which includes leaf pick up. 22 Clerks Report: EXHIBIT 2024-075 Y2879 Dear Ms. Jacot, This is Qingzhen Jiang (102 Burleigh Dr.). I see you are a deputy clerk. I am not sure you are the authority that could help my situation. If not, could you please direct me to the right person? I have just realized that I missed 2 cycles of payments for my water bill. So there are some penalties. The reason I missed the payments was because I enrolled for e-bill, but never received any information regarding the bills from then and I lost track of how long I have not received/paid the bills because of the quarterly billing frequency. We just bought our house in April 2022 and we didn’t know how things worked. I counted on the e-billing and thought I should get notifications when bills are ready, but I never got any. I called the village office and learnt that there are a lot of people that are affected with this e-bill system. When I asked the clerk to see if she could be understandable enough to help waive the penalties, she said No. I was very disappointed the way she replied. I believe most people didn’t intend to ignore the bill. We would have paid on time if we got the billing info. I know I could not say I am out of responsibility for this, but we should be able to receive information about the bills so we can pay them. They should have tested their e-bill system before ruling out or given us a transition period to make sure nothing happened like what we experienced. Anyway, I hope you could listen to our complaint and help waive the penalties for everyone. At least myself never missed any payment for all my bills including utilities, credit cards, etc. I believe the village office is there to help us, right? I already set up the payment for the amount on my current bill. If you could consider waiving the penalty, I hope I can have a credit of the penalty amount on my next bill. I will appreciate your thoughtful consideration for the situation! Sincerely, Qingzhen 23 GOLD PLAN UPDATE: • The Design Committee met this month and recommended to increase the deductible of the Gold Plan to bring it back into the actuarial value that meets the ACA requirements. The new amounts will be $1800 for single and $3600 for family. The CMS base deductible minimum is $1700 for a HAS or HRA Plan. •The Committee also was made aware that we should expect a 7.5-8.5% premium increase for 2024. 24 PROPERTY TAX UPDATE: