Trustees present: Mayor Helen Day, Deputy Mayor Chris Ryan, Trustees Ron Erickson, Shane Ellis,
Cheryl Ziegler-Greer
Staff Present: Debbie Pinckney, Clerk
Lori Milne, Treasurer
Dan Patterson, Superintendent of Public Works
Charlie Lynch - Village Attorney
Shannon Walters - Sage Stone Engineering
The Mayor called the meeting to order at 7:00pm. She then led those present in the Pledge to the Flag.
A. APPROVAL OF MINUTES
The minutes of September 14, 2011 were approved with a correction to the spelling of Linda Uebelman on a Motion by Ron Erickson, Second by Cheryl Ziegler-Greer Motion approved 5/0
B. OPEN TO PUBLIC - no public in attendance
C. EXECUTIVE SESSION - none
D. CORRESPONDENCE
· 09/30/2011 - Cayuga County Snow Removal Contract - Discussion about the price of $4568.00.
Motion by Trustee Chris Ryan, Second by Trustee Shane Ellis to instruct Mayor Helen Day to sign the Snow Removal Contract between the Cayuga County Highway Department and the Village of Cayuga. Motion approved 5/0.
· 10/01/2011 - Cayuga Lake Watershed - Network news
· 10/01/2011 - Cayuga Career Works Workshop schedule - suggest it be placed on Village office bulletin Board and Hall Bulletin Board.
· 10/05/2011 - NYS DOT - Annual Maintenance Permit request - Dan Patterson will sign and submit
· 10/06/2011 - NYS Municipal Workers Comp Alliance - Quarterly Loss Runs as of September 30, 2011
· 10/07/2011 - Trespasz & Marquardt LLP - record of the 64,000.00 BAN
· 10/10/2011 - Waterloo Rotary Club use of facilities request last year the maze was outside, Mayor Day will inquire if the Village Meeting Room will be needed.
E. TRUSTEE REPORT
1. Mayor Helen Day - Fire Department
· Mayor Day stated the Cayuga Ambulance went in for service. Initially it was thought all that was needed was new tires, but it has to go in for more work.
· Win-A-Ton results Gary Searing won $50,000.00 and Paul Crolick won $25,000.00
· Bill from Tyler is for turnout gear but the order is not complete, please create the voucher but do not send the check until all items are received. Mayor Day will contact Lori Milne once the gear has been received. Approximate cost is $7500.00.
· October 29th, the Ladies Auxiliary will be selling donuts to aid former resident and auxiliary member Carol Witchey. Her house was destroyed by fire.
2. Trustee Shane Ellis - Streets and Cemetery
· DePalma Construction should have the sidewalks completed by the end of the week and request a motion to disbursed the funds per the contract. Motion by Trustee Shane Ellis to approve the $14,400 payment to DePalma when the work has been completed satisfactorily. Second by Trustee Ron Erickson. Motion approved 5/0.
· There were 2 burials this month at the cemetery. Paul Jayne and Richard Gaffney.
· Discussion about payment for the Backhoe. Trustee Ellis recalls that $20,000 is to be paid by a bond. Motion by Trustee Ellis to instruct Treasurer Lori Milne secure a BAN in the amount of $20,000.00 with the remaining $1300.00 to be allocated between A5110.2, A8810.2, and F8340.44. Motion approved 5/0.
· Trustee Ellis attended the Workplace Violence Prevention Program and is prepared to hold a work session in the near future with the Trustees and all Village Employees.
3. Trustee Ron Erickson - Sewer utility
· September 29, 2011 the Citizen printed an article about the success of the barley straw bales working as a filter at the ponds. As an aside, Ron was contacted by an engineering group that offered their services to upgrade the lagoon ponds. Ron explained that the Village had an engineer!
· Muffin Monster has been delivered and installed and it seems to be working well
4. Trustee Chris Ryan - Water
· Discussion: Trustee Ryan would like to allow Steve Dunn of C & C Diving to move the intake flow pipe, clean the screen, check for damage and remove the buoy. Motion by Trustee Ryan, Second by Trustee Erickson. Motion approved 5/0 charge to F8320.4.
· Plant run times are down, not enough filtering, there is a need to inspect, top off and replace the "media". Estimate is $5650.00 to top off 5 of the 6 tanks and replace the media. This recommendation/mandate has been requested by the Health Department. Motion by Trustee Ryan to go ahead with the recommendation, with a budget transfer from F8330.46 of $2000.000 to F8330.47 with full payment from F8330.47. Second by Trustee Erickson. Motion approved 5/0.
· Discussion, Dan Patterson attempted to get three quotes per our procurement policy, the Culligan System makes it difficult to find parts as it is exclusive to Culligan. Culligan did not respond. Winter Industrial Water treatment was the only one to quote for the media.
· Joint Village Town Water Extension - The Town Board meets Thursday October 13, 2011 for the regular monthly meeting. Barton & Loguidice along with Sage Stone Engineering have worked together for a preliminary report on extending the water line from Hoskins Farms on West Genesee St Rd to the Village along with areas of the Town to the north and south. Jeff Rowe of Barton & Loguidice will make a presentation to the town and Shannon Walters of Sage Stone Engineering will make the same presentation to the Village tonight.
Shannon Walters presented a map of the proposed water line extension.
a. Preliminary study suggests the water tower be moved to the top of the hill, the Town loop the water line from the corner of Limekiln Rd and Clark Street Road to West Genesee St Rd.
b. This loop would increase pressure and correct the "dead end" issues and reduce the THM levels.
c. It will be necessary to replace the existing water lines as the pressure would result in breaks to the current flagging pipes.
d. Discussion about water rates and the uncertainty with the City of Auburn, it was noted the villagers are currently paying $8.50 per thousand gallons and even if the City tripled the current rate of $2.50 per 1000 gallons it is still cheaper and the cost of the upkeep of the water plant goes away.
e. There will be a meeting Friday between Terry Deuel of EFC, the County Health Department, Barton & Loguidice, Sage Stone Engineering, Trustee Chris Ryan and Town Supervisor Edward Ide to provide a clear description of the joint venture. Shannon explained that the project has 2 years to close on any funding through EFC.
f. The next step is to have the Town on board ASAP. The Village would take the lead for SEQR as they already have the BAN for the WTP, the legal question is what would happen to that BAN if the Town takes the lead as both entities move forward. Attorney Charlie Lynch would like to contact City Attorney John Rossi and get back to the mayor.
5.Cheryl Ziegler-Greer- Recreation
· Tammy Humphrey has volunteered to maintain the Hall Bulletin Board
· Fall Program has begun with programs Monday and Wednesday nights
· There will be a Family Fun Night as stated in the newsletter November 30, 2011 from 5:30pm - 7:30pm with games for all ages including BINGO! Discussion, the Town Board would like an accounting of the number of participants and if possible where they live. Cheryl will contact Kathy Feocco for the information.
· Trustee Ziegler-Greer presented a suggested resolution to ban smoking at all public parks in the Village as suggested by the Tobacco free Coalition presentation at the August 2011 meeting. Discussion about the difficulty to enforce this type of ban. Tabled.
F. SUPERINTENDENT'S REPORT - Dan Patterson
1. Water- The plant is running, contacted DEC about cleaning out the basin, need to fill out form 365 "Beneficial Use Certificate" Talked about where to haul the sludge, Shannon stated if a sample could be tested, there may be a nutrient value where it could be used as a soil enhancer. Dan said the last time there were 7 loads removed at approximately 3500 gallons a load.
2. Sewer - ponds are okay. Grinder pump is in took 2 days longer to install and the labor costs will be absorbed by Koester.
3. Streets - hope to begin picking up leaves and brush next week
4. Parks - mowing and maintaining
5. Cemetery - as Shane stated there were 2 burials
G. OLD BUSINESS
· Sidewalk Installation: DePalma - Trustee Ellis mentioned the detail of expenditures does not reflect the budget transfer of $8000.00 from A5110.4 to A5410.4 to pay for the sidewalks.
· Salato Gardens Pilot Program - Discussion. The rules governing the facility do not allow for an increase in rents, it is low income housing for senior citizens. No action taken.
· Attorney Charles Lynch presented the final RFP for the Village Comprehensive Plan. Motion by Trustee Chris Ryan to approve the RFP as presented, second by Trustee Cheryl Ziegler-Greer. Motion approved 5/0.
· Auditors Benn & Co have submitted an invoice for $5000 without a detailed report. Mayor Day is not sure what the original contract stipulations were for payment. Instruct Clerk Pinckney to research, suggest that the voucher and check be processed and payment held until the contract is verified.
· Treasurer Lori Milne presented a quote from Williamson Law Book Company to upgrade the Accounting, Taxes, Water, and Payroll to windows. Cost of $1000.00 plus tech support. Motion by Trustee Shane Ellis to upgrade the existing programs, second by Trustee Cheryl Ziegler-Greer, Motion approved 5/0.
· Association of Cayuga County Village dinner meeting is October 18, 2011 at the Sunset. The dinner is hosted by Meridian, guest speaker is Bob Wallace of Eastern Shore Associates/NYMIR and he will talk about Workers Comp. Reservations are required by October 18th. Mayor Day and guest, and Lori Milne will attend. Voucher created and approved.
H. NEW BUSINESS
· Resume - Code Enforcement - Discussion and consensus to talk with the Town Board to share services with their code officer, 2-3 hours per week at $20.00 per hour. Budget is $2300.00. Mayor Day will report back to the Trustees.
I. OPEN DISCUSSION BY VILLAGE BOARD
J. CLERK'S REPORT
· Cayuga Hall reservation form - Clerk Pinckney would like the Trustees to revise the current form. It is not clear with regard to the cost for using just the gym, the whole building, and the number of hours. The old form will be in each Trustees mailbox and discussed at the November meeting.
· Night Deposit - Quote from Seibold is $729.00. The Village of Groton has offered us a drop box they purchased and never used. Mike Andersen will bring it down next Wednesday. Price will be cheaper.
Motion by trustee Ron Erickson to purchase a night drop, Second by Trustee Cheryl Ziegler-Greer, motion approved 5/0.
· Clerk Pinckney submitted a letter to the Cayuga County Sheriff on behalf of Mayor Day requesting the Cayuga County Sheriff's work crew do some clean up duties at the Village Hall and Office building.
K. TREASURER'S REPORT
· Treasurer's Report through 9/30/2011 Motion by Trustee Ron Erickson to accept the treasurer report as presented, second by Trustee Chris Ryan, motion approved. 5/0
L. TIME LINE REVIEW
· Flush Hydrants
· Chlorine sewer
· Lab analysis/water samples
· Board up the stairs
M. ABSTRACT OF VOUCHERS
A Fund... $ 38,552.02
F Fund... $ 2,486.35
G Fund... $ 1,348.32
J Fund... .$ 30.65
HP Fund... $ 625.00
TA Fund... $ 6,466.50
Total... $49,508.84
Motion by Trustee Chris Ryan to approve the bills as submitted, second by Trustee Shane Ellis, motion approved 5/0.
N. ADJOURNMENT
Motion to adjourn by Trustee Ron Erickson at 11:00pm, second by Trustee Chris Ryan, motion approved 5/0.
Next meeting is November 9, 2011 at 7:00pm.
Village Clerk
Deborah Pinckney