VILLAGE OF UNION SPRINGS BOARD OF TRUSTEES MEETING, Annual Organizational Meeting, and Budget Hearing for Fiscal Year April 16, 2013

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1 VILLAGE OF UNION SPRINGS BOARD OF TRUSTEES MEETING, Annual Organizational Meeting, and Budget Hearing for Fiscal Year April 16, 2013 A regular meeting of the Board of Trustees was held in the Village Meeting Room. Mayor Trufant called the meeting to order at 7:00 pm and began with the Pledge of Allegiance. Former Deputy Mayor/Trustee Dean Tanner and resident Kim Willis were present. In attendance: Mayor Ed Trufant Trustees: Jim Vreeland, Dawn Locastro, Diego Ruiz, John Wade Village Employees: Joanne Fleming, Clerk/Treasurer Chad Hayden, Village Attorney Bob Kneaskern, Dept. of Public Works OPENING OF THE ANNUAL ORGANIZATIONAL MEETING, REGULAR BOARD MEETING AND PUBLIC HEARING FOR THE BUDGET: Mayor Trufant opened the regular meeting and the Public Hearing for the budget for the Fiscal year. Mayor Trufant also commented that he was glad to be back and would try to keep the length of the meetings to a minimum. A budget message was distributed by Mayor Trufant. Two budget workshops which were previously held on March 20 th and April 9, 2013 called for a tax rate of $4.19 per $1,000 of assessed value. This represents an increase of 1.86% from the budget. This increase meets the state mandated requirement of keeping the tax levy less than 2%. The budget calls for $87, to come from the General Fund unexpended fund balance which is necessary to balance the budget. The Water Fund has shown signs of improvement with no immediate need for a rate increase in With regards to the Sewer Fund, the Village needs to make mandated improvements in the Wastewater Treatment Plan Facility. The Village has made application to the Environmental Facilities Corporation to obtain a low interest loan to pay for the $1.2 million improvements. MRB Group, engineers for the project, have recommended increasing the sewer rate to $11.00 to cover the cost of debt service. HEAR FROM THE FLOOR: Dean Tanner, 7 Park St., and Kim Willis,172 Cayuga St. Kim Willis: Informed the Board that her family has purchased the former Cavi s Restaurant. They will continue to operate it as an eatery and they have applied for a beer and wine license. Their target date to open is around May 15 th. Hours of business will be from 11am 10pm. Kim would like to know if she would be allowed to have outdoor seating. She showed the Board a photo of what the establishment will look like with tables and chairs in front of the building. The Board suggested that she check her deed to see how far from the front door to the sidewalk is owned by her. The sidewalk cannot be obstructed for pedestrians. The Board was positive about the outdoor seating as long as they are in compliance with 1

2 open container laws and the area is free from trash and debris. The business will be named after Ms. Willis father; Gus s. Dean Tanner: Commented that he attended the meeting in support the adoption of the budget and to answer any questions since he had been involved with the budget process earlier in the year. ANNUAL ORGANIZATIONAL MEETING: APPOINTMENTS: Motion made by Ruiz, second by Wade and carried 4-0 to approve the following one year term appointments. Village Attorney Chad Hayden Village Tax Collector Joanne Fleming Village Deputy Clerk Jean Lanning Chestnut Hill Cemetery Registrar Joanne Fleming Historian Jean Lanning Registrar of Vital Statistics Deborah Waldron RETENTION OF EMPLOYEES: Motion by Vreeland, second by Locastro and carried 4-0 to retain the following employees: Superintendent of Public Works Robert Kneaskern, Jr. Wastewater Treatment Plant Op. Evan Tyler Clerk/Treasurer Joanne Fleming Deputy Clerk Jean Lanning Code Enforcement Officer pending (Steve Downing) NOTATION OF CURRENT TWO YEAR TERM for the following: Village Clerk/Treasurer Joanne Fleming Term expires 4//14 OFFICIAL NEWSPAPER, BANK & MEETING NIGHT Newspaper The Citizen Meeting Night Third Tuesday Official Bank Cayuga Lake National Bank Official Undertakings: Pursuant to Village Law, the Village Clerk/Tax Collector/Treasurer, and Deputy Clerk are bonded as per NYMIR contract up to $360,000 less a $250 deductible, cost to be paid by the village. Motion made by Ruiz, second by Wade and carried

3 ESTABLISH THE DATE OF THE NEXT VILLAGE ELECTION: Motion made by Vreeland, and second by Locastro and carried 4-0 to hold the General Election on Tuesday, March 18, 2014 and to move the regular monthly board meeting to Wednesday, March 19, ESTABLISH THE DATE OF THE NEXT ANNUAL ORGANIZATIONAL MEETING: Motion made by Wade, second by Locastro and carried 4-0 to have the meeting on April 15, AGREEMENTS WITH THE TOWN OF SPRINGPORT: Motion by Wade, second by Locastro and carried 4-0 to approve the following agreements with the Town of Springport and authorize the Mayor to sign a contract with the Town and make application to the NYS Division for Youth for matching Youth Program funds, and the Village will administer the Youth Program; The Village will participate in the Program for the Aging with the Town, and the Mayor is authorized to sign a contract with the Town and make application to the NYS office for the Aging for matching funds, and the Town will administer the Program for the Aging. PROCUREMENT POLICY: Motion by Wade, second by Locastro and carried 4-0 to adopt the existing procurement policy. EMPLOYEE HANDBOOK: Adopt the existing employee handbook and approve the policy that all employees sign the employee handbook annually in May. The following policies are to be incorporated into the employee handbook once the policies have been written and reviewed by the board: Cell phone use Internet use Sexual Harassment Policy Workplace Violence Prevention Policy Policy to include the addition of NYS Retirement for Tiers 5 & 6 pending Motion by Locastro, second by Wade and carried 4-0. AGREEMENTS TO ASSIST OTHER MUNICIPALITIES: Motion by Vreeland, second by Locastro and carried 4-0 to authorize the Superintendent of Public Works to render such assistance to other municipalities and to receive such assistance from other municipalities, as he deems necessary. IMPLEMENTATION OF POLICIES: Whereas the Board of Trustees has determined to authorize payment in advance of audit claims for public utility services, postage, freight and express charges; and Whereas all such claims must be presented at the next regular meeting for audit; and Whereas the claimant and the office incurring or approving the claim are jointly and severally liable for any amount the board of trustees disallows. NOW THEREFORE BE IT RESOLVED: Advance Approval of Bills Bills for postage, freight, utility payments, revolving credit accounts, express charges, attendance of Mayor, Trustees, Clerk, and Deputy Clerk at Cayuga Co. Assoc. of Villages monthly meeting, Blue Cross/Blue Shield premiums, NYCOM Fall Training School attendance, and NYS DOT highway work permit deposit shall be deemed to have been pre-approved for payment by the Board of Trustees. 3

4 Mileage Allowance Reimbursement The mileage reimbursement rate for village officials and employees using their personal vehicle while performing the official duties on behalf of the Village at the current rate adopted by the U S Internal Revenue Service as amended by the IRS from time to time. As of January 1, 2013, the rate is $.565 per mile. Motion made by Vreeland, second by Locastro and carried 4-0. ATTENDANCE AT SCHOOLS AND CONFERENCES: Pursuant to General Municipal Law 77-b, municipal officials and employees may attend schools, conferences, and seminars conducted for the benefit of the local government. However, attendance is not authorized no reimbursement can be applied for, unless the Board of Trustees approves of the attendance in advance. This would include such meetings as NYCOM S Annual Meeting and Training School, the NYCOM Fall Training School for Fiscal Officers and Municipal Clerks, The NYCOM Public Works School, etc. Whereas there is to be held during the coming official year a)the New York State Conference of Mayors Annual Meeting and Training School; b) the New York State Conference of Mayors and Fall Training School for Fiscal Advisors and Municipal Clerks; c) the New York Conference of Mayors Public Works School, d) the following county association meetings; etc. and Whereas attendance by certain municipal officials and employees at one or more of these meetings, conferences or schools benefits the municipality; Motion made by Vreeland, second by Locastro and carried 4-0. NOW THEREFORE BE IT RESOLVED: Section 1. That the following officers and employees are authorized to attend the following schools: _Office of the State Comptroller, NYCOM. Section 2. That this resolution is effective immediately. APPOINTMENTS BY MAYOR: Deputy Mayor Jim Vreeland 2015 Water Commissioner John Wade 2015 Sewer Commissioner Jim Vreeland 2015 Park Commissioner Dawn Locastro 2014 Street Commissioner Diego Ruiz 2014 ZONING BOARD OF APPEALS: PLANNING BOARD: Chris Zippel Term expires 2018 Melinda Kostreva Term expires 2017 Jason Guy Term expires 2016 Angela Kneaskern (Chair) Term expires 2015 Romayne LaBaron Term expires 2014 Dale Katovitch Term expires 2018 Katie Fleury Eldridge Term expires 2017 Chris Yorkey Term expires 2016 Sidney Wolff (Chair) Term expires

5 John Becker Term expires 2014 ADJOURNMENT OF ANNUAL ORGANIZATIONAL MEETING AT 7:40PM. APPROVAL OF MINUTES: No additions/deletions/corrections were made to the March 2013 minutes. Motion to accept the minutes as presented was entered by: Trustee Wade and 2 nd by Trustee Locastro. Motion passed unanimously. CLERK/TREASURER S REPORT: The March 2013 financial reports for the General, Water, and Sewer funds were distributed to the Mayor and Board of Trustees for their review. Motion to accept the Treasurer s Report along with the budget modifications as outlined on the agenda was made by Trustee Wade, second by Trustee Locastro, motion passed unanimously. GENERAL FUND: $.04 from A (Board of Trustees Contractual) to A (Board of Trustees Personal Services). $26.28 from A (Clerk Personal Services) to A (Clerk Contractual). $ from A (Records Management Personal Services) to A (Records Management Contractual). $79.92 from A (Street Lighting Contractual) to A (Off street Parking Contractual). $ from A (Contingent Account) to A (Parks & Recreation Contractual). $ from A (Mill Ponds Personal Services) to A (Youth Program Personal Services). $ from A (Refuse Collection Contractual) to A (Refuse Collection Personal Services). $ from A (Contingent Account) to A (Worker s Compensation). WATER FUND: No modifications necessary. SEWER FUND: $42.17 from G Sewage Collection Capital Outlay to G Sewage Administration Contractual). $2, from G Contingent Account to G Disposal Plant Misc. Contractual). $98.56 from G Hospital & Medical Insurance to G Workmen s Compensation). RELEVY OF UNPAID WATER&SEWER BILLS TO THE 2013 PROPERTY TAXES: The unpaid water & sewer bills as of 5/15/13 will be relevied at the May 2013 meeting. The question of property maintenance came up. In the past, the Village has been able to add lot mowings and trash removal to property owner s village tax bills. Cayuga County established a policy in 2012 and they are unwilling to make the Village whole for these types of assessments. Attorney Hayden feels our only option is to take the property owner to court and sue them civilly. The Board recommended that Mr. Hayden should contact County Legislator George Fearon and pursue the situation. 5

6 Mr. Hayden continues to work on issues with the Anstee property on Grove St. The property has property maintenance issues, delinquent water & sewer, and unpaid taxes. Motion to accept Clerk/Treasurer s Report made by Wade, second by Locastro and carried 4-0. AUDIT OF BILLS: Abstract #11 vouchers: # o General Fund: $29, o Water Fund: 12, o Sewer Fund: 14, o Trust & Agency 6, o Total Claims $62, Motion to pay the bills on Abstract 11 as presented by Clerk/Treasurer Fleming. Motion entered by Trustee Locastro and 2 nd by Trustee Ruiz. Motion passed unanimously. CLERK S REPORT: The application for the Records Management Grant has been submitted to NYS. Grant recipients are notified over the summer. The Village s grant request was for approximately $4500. If Village receives the grant, it will pay for the labor for managing active records. SUPERINTENDENT S REPORT: No report given. ATTORNEY S REPORT: Mr. Hayden discussed the legality of appointing a non-resident if member of Planning Board or Zoning Board of Appeals. This may be established in a Local Law of the Village. For example, former Trustee Dean Tanner also served as the Zoning Commission Chairperson. It would be greatly beneficial to have him continue to serve in an advisory capacity to maintain continuity until the Zoning Draft is adopted. Mr. Tanner has plans to move to the village of Elbridge once his home in Union Springs is sold. MAYOR S REPORT: Mayor Trufant continues working on the Code Enforcement issues. He feels strongly there is a need to have more access to Code Enforcement with a focus on property maintenance. He has received resumes for the Code Enforcement position from Rick Fritz and Howard Tanner. The current Code Officer is adequate with new construction, sheds, decks, pools, etc. However, property maintenance is of great concern. A question arose in that does the Village need to segregate the position i.e. Code Enforcement Officer and a Building Inspector? His recommendation is to return the sewer rates to the $80.00 per unit per quarter fee. MRB Group, engineers for the treatment plant project had recommended the cost to be $11.00 per unit. The Board is 6

7 in hopes that the project will come in under $1.2 million and the Village would not have to borrow as much money. OLD BUSINESS: CONTAMINATION SUIT AGAINST GENERAL ELECTRIC: Mr. Hayden reported that Faraci & Lange are petitioning the EPA and the DEC to come to a resolution to take care of future operating and maintenance costs for the air stripper tower. F&L is suggesting that the Board draft a letter of what the Village would like GE to do. Board should authorize Mayor to send a letter. Need support of local legislators in the negotiation process. Mr. Tanner also suggested garnering the support of Shumer and Gillibrand s office. Mr. Hayden felt that was an excellent idea. Resume received from Steve Lehtonen Laborer. Superintendent Kneaskern remarked that Dick Tallcot will be retiring this summer but no decision has been made to fill that position. Mr. Lehtonen s resume will be kept on file. ZONING COMMISSION: A pre-presentation of the proposed Zoning Ordinance meeting will take place at the Village Office on April 27, All elected and appointed Village Officials are encouraged to attend. The draft of the Ordinance will then be given to the Planning Board for review and a date for a Public Hearing(s) to be set. NEW BUSINESS: Zoning Board of Appeals: The ZBA recently held a hearing for an applicant on Spring St. who was applying for use variance to be allowed to raise a flock of chickens in a residential zone. The applicant was unanimously denied by the ZBA. The ZBA recommended the applicant pursue boarding the chickens at the Union Springs Academy as some of their property is zoned agricultural residential. TRUSTEE S REPORTS: Trustee Wade said that he had received a complaint about trash left from where Gillespie Chevrolet demolished a mobile home on Center St. He suggested that Steve Downing follow up on this issue. Trustee Ruiz: Reported on the surveillance cameras system with the proposed locations of the cameras. He said that Menzo Case, CEO for Generations Bank, gave a green light to proceed. The units need to be faster than normal speeds, the system needs alot of bandwidth. Cost for the internet connection will be approx. $150 per month along with a $100. set up fee. Trustee Ruiz was able to get them to come down a bit on price. Proposal calls for 8 cameras downtown. Installation will be $6000. Discussion about hardwiring is it feasible? What are our options? Mayor will call a special meeting for a future date when more details are available. Trustee Dawn Locastro-Park Commissioner: Trustee Locastro remarked that Todd Salls schedule does not allow him the time to supervise the park and the lifeguards this year. Gretchen Weir, Arts and Crafts Coordinator has expressed an interest in becoming the Recreational Supervisor. Clerk Fleming 7

8 advised Trustee Locastro to have Mrs. Weir complete an application and submit a resume. The Clerk reminded the Board members that all applicants whether it is a FT, PT, or seasonal position, must have completed applications submitted and approved by Cayuga County Civil Service. Even though the applicant is an employee of the Village, the applicant must meet the standards set forth by the Civil Service Commission. Payroll is certified by the County during the first week of June and then again in December. Having the proper identification and paperwork on file for the employees is critical. MISC. CORRESPONDENCE: The following correspondence was received and reviewed by the Board of Trustees; the documents will be kept on file in accordance with the records retention schedule. a) Letter from the Memorial Day Committee to block off the boat launch during the Memorial Day ceremony. Motion to close the launch made by Vreeland, second by Locastro and carried 4-0. b) Invitation to Climate Smart, Climate Ready conference April 18-21, Ithaca & Cortland, NY. c) Association of Villages of Cayuga County April dinner meeting. Tuesday, April the Sunset Restaurant. 6:30pm Social Time, 7:00 pm Dinner. Guest Speaker, Susan Dwyer, Cayuga County Clerk. RSVP by April 16. The Board reviewed the Cayuga County Assoc. of Villages March meeting minutes. d) Memorandum from Assemblyman Gary Finch s Office for CHIPS funding for the next two years. e) Letter from Town Supervisor Dave Schenck requesting water & sewer hookup for David Palmer. Mayor and Superintendent Kneaskern have discussed this request. Both were in favor of allowing the hook up to take place. The Mayor will have a letter sent approving the request. ADOPTION OF BUDGET AND TAX RATE SET: Motion to adopt as proposed with a tax rate of $4.19 per $1, of assessed value and to increase the sewer rate to $80.00 per quarter effective with the 10/1/13 billing. General Fund: $637, Water Fund: $155, Sewer Fund: $339, ADOPTION OF THE SALARY SCHEDULE Frequency Position Rate proposed Paid Board of Trustees (Locastro, Ruiz, Vreeland, 1, , quarterly 8

9 Wade) Mayor (E. Trufant) 3, , salaried pd monthly Clerk/Treasurer FT( J. Fleming) bi weekly hourly Superintendent of Public Works (R. Kneaskern) 48, , bi weekly salaried WasteWater Treatment Plan Operator (E. Tyler) 38, , bi weekly salaried Laborer (Tallcot) bi weekly hourly Laborer (Weaver) bi weekly hourly Laborer (Willis) bi weekly hourly Dep. Clerk PT bi weekly hourly Laborer PT Seasonal (R. Hill) bi weekly hourly Historian PT (J. Lanning) bi weekly annual Lifeguard bi weekly hourly Lifeguard biweekly hourly Frontenac Park PT Seasonal biweekly hourly Laborer PT Seasonal biweekly hourly Recreational Supervisor PT Seasonal biweekly paid Village Attorney PT (Chad Hayden) 6, , annually monthly Code Enforcement Officer PT biweekly Motion made by Vreeland, second by Ruiz and carried 4-0. Motion to close regular board meeting and the Public Hearing for the Budget made by Vreeland, second by Ruiz and carried 4-0. Meeting 8:59 PM Respectfully Submitted, Joanne Fleming, Village Clerk/Treasurer 9