Trustees Present: Mayor Helen Day, Ron Erickson, Chris Ryan, Cheryl Ziegler-Greer, Shane Ellis
Staff Present: Marilyn Baader, Deputy Clerk
Dan Patterson, Superintendent of Public Works
Consultants Present: Shannon Walters, Sage Stone Engineering
Charles Lynch, Boyle & Anderson, PC. Village Attorney
Residents Present: Matt Romocki, Susan Harris
The Mayor called the meeting to order at 7:04PM. She then led those present in the Pledge of Allegiance.
APPROVAL OF MINUTES
The minutes of May 11, 2011 were approved on a Motion: by Erickson, second by Ellis. Approved 4/0.
OPEN TO THE PUBLIC
Susan Harris provided minutes of the Initial Scoping Meeting, Comprehensive Plan/Local Waterfront Revitalization Plan (LWRP) for the Village of Cayuga held on May 24, 2011. Minutes will be appended. To date, one resident has submitted an interest in being part of the Advisory Committee. Harris will develop a piece for the July Village Newsletter.
The Advisory Committee, once formed, will review the RFP (Request for Proposal), make revisions as necessary, and submit draft and names of Advisory Committee members to John Wimbush, LWRP Contact and Coastal Resources Specialist.
Matt Romocki attended to receive answers to his previous month's questions regarding his home at the south end of Harris Park. Trustee Ellis, who had been assigned to review the situation and make a recommendation to the Board, proposed the following: Develop a rental agreement that specifies a certain price. Within the lease agreement, the Village would give the owners a fixed price per year for "x" number of years based on the percentage of assessed land value. Currently, the recommendation is to review the rental charge every three years. Romocki was of the opinion that this would be acceptable. An agreement will be available at the July 2011 Board Meeting.
The Board agreed to mow the grass behind the three houses during the summer.
The tree referenced last month is actually a stump, which needs to be cut and removed.
Shore Erosion project permit with DEC expired. Preliminary work had been completed. Romocki needed support from the Village to proceed with renewing permit at no cost to the Village.
A. Thomas Vawter,. PhD and Chair of the Outreach Committee for Cayuga Lake Watershed Intermunicipal Organization provided a presentation on the Cayuga Watershed Floating Classroom. Resource availability can be found at www.floatingclassroom@cayugalake.com. Professor Vawter will provide information so that the Village can link to their web-site.
TRUSTEE REPORTS
Ron Erickson noted that Shannon Walters provided information regarding using barley straw at the lagoons. Erickson has contacted a local farmer to provide the barley straw.
Shane Ellis
· The trash collection situation on Towpath Rd. has been accommodated by the hauler backing down the lane instead of going in forward and then having to turn around. Residents are asked to be aware of this procedure to assure safety.
· Little League inquired as to whether electricity could be provided for the Ball Park. An estimated cost several years ago was $10,000. Ellis will get updated estimates to wire the concession stand. Mayor Day will also put this need into the letter she is developing for the Cayuga Foundation for 2011-2012 year.
Cheryl Ziegler-Greer indicated that the beach should open around the first of July. Prior to that, repairs need to be made to the beach and rock formation. The backhoe has been returned so repairs can start.
· Civil Service has reviewed the applications for the Life Guards. Approval to hire, based on Kelly Lyndaker's recommendations, will be provided at the Board meeting on June 23, 2011.
Chris Ryan reported that Steve Dunning has cleared the intake pipe and placed the buoys at both intake sites. The intake screen had only 3-inches exposed on the north side out of a possible 12-inch exposure. The south side of the screen was totally buried.
· Burns Brothers will start the repairs at the Water Plant on June 20, 2011.
· A draft of the Distribution Study being done by MRB Group will be ready for review by the end of the week of June 13, 2011. Once reviewed, a meeting with the Town of Aurelius will be called.
· Consideration is being given to participating in a water consortium of other municipalities not connected with the Cayuga County Water Authority.
· Standardization of water meters. The following resolution was approved 4/0 on a Motion by Ryan, second by Ziegler-Greer.
Resolution for Standardization for Water Meters
WHEREAS, the village of Cayuga (Village) operates and maintains a public water system that serves the Village and the Town of Aurelius Water District No. 3 (Village System); and
WHEREAS, as part of the Village system the Village utilizes/operates a number of Water Meters; and
WHEREAS, the Village Engineer, Ms. Shannon Walters - Sage Stone Engineering (Village Engineer), based on her experience and research, by Memorandum to the Village Board dated June 8, 2011, has recommended that the Village establish Master Meter as its standard Water Meters.
Now, Therefore, Be It Resolved As Follows:
1. The Village determines for the foregoing reasons that, in the interest of efficiency, safety and economy, it is in the best interest of the Village to select Master Meter Water Meters as a standard Water Meter to be used in the Village System; furthermore
2. The Village, when in its best interest, establishes Master Meter Water Meters as its standard for Water Meters, as well as replacement Water Meters and parts.
3. The Village reserves the right to assure that the price for said Master Meter Water Meters are competitive and reserves the right to reject any and all bids regarding said Water Meters.
· A Request for Quotes (RFQ) will be developed. The project will phase in over a period of two years.
· Two water meters are available currently and will be placed at the Village Office and Village Garage.
· Emergency Water Plan has be updated and will be sent to the Cayuga County Health Department.
Mayor Day indicated that all was quiet at the Fire Department.
SUPERINTENDENT OF PUBLIC WORKS - DAN PATTERSON
Water - Culligan has been asked to submit a price on media replacement for the filtration tanks.
· Rural Water Association checked Lake Street for leaks and did not find any. Dan Tolsley will be continuing this process with a new instrument that will be more definitive regarding leaks and where they are in the system.
· Located water turnoffs at Meyers property.
Sewer - Grout Tech reported that problems are in the manholes, not the sewer lines.
· The grinder pump has been ordered. There is a 6-8 week delivery time.
Streets - Backhoe has been returned. Repair bill is $5,400. A new backhoe would cost $20,000 including trade-in of the old backhoe.
Parks - Beach area at Harris Park will be prepared. Sand has arrived.
Cemetery - There is a fox with mange living in the cemetery. Control Officer will be contacted.
CLERK-TREASURER REPORT- JOAN RUSINKO (submitted)
Motion: by Erickson, seconded by Ellis to approve Abstract #13 dated May 26, 2011 as follows:
General Fund
..$2,156.63
Water Fund
.$1,278.37
Sewer Fund
.$ 250.00
Sewer Plant Renovation
. $3,675.57
Water System Improvement
$4,600.00
Motion approved 4/0.
Motion: by Erickson, seconded by Ellis to approve Abstract #14 dated May 31, 2011 as follows:
General Fund
..$1,553.92
Water Fund
.$ 513.91
Sewer Fund
.$5,411.40
Motion approved 4/0.
OLD BUSINESS
· Benn & Company came for a site visit and met with Rusinko, Chappell, and Walters regarding the original audit proposal. After reviewing the documentation available, they agreed to send in a new proposal. The new proposal is $15,500/year plus out of pocket expenses.
Motion: by Erickson, seconded by Ellis to approve the proposal at a cost of $15,500 plus out-of-pocket expenses for 2010-2011 audit. Motion approved 4/0.
Benn & Company can start the audit as soon as the AUD is filed with the State Comptroller's Office. This should be completed by the end of June 2011.
· Procurement Policy was revised after reviewing the recommendations of NYCOM.
Motion: by Ziegler-Greer, seconded by Ellis to approve the following Procurement Policy for 2011-2012:
. Any purchase contract with an anticipated cost of $500-$999 requires reasonable effort to obtain 3 verbal quotes.
. Any purchase above $1,000-$9,999 requires 3 written quotes/fax quotations.
Motion approved 4/0.
· Work Rules are to be placed on the July 13, 2011 agenda.
· Sewer Local Law will be "on hold" until the EDU assessment is finalized.
NEW BUSINESS
· Mayor Day read a letter of resignation from Deputy Clerk, Marilyn Baader. Motion: by Erickson, seconded by Ellis to accept the resignation as of September 1, 2011 with sadness and thanks. Motion approved 4/0. Mayor Day mentioned that in discussion with Baader, prior to the meeting, that she is willing to assist in the transition after September 1, 2011 if needed.
· Hiring of a part-time clerk and/or treasurer needs to begin immediately. Rusinko will need to check with Civil Service to obtain a current job description. Rusinko is also waiting for a response from NYCOM regarding the procedure for potentially splitting the position into two parts Clerk and Treasurer. The wording for the advertisement was developed and all applications will be directed to a blind box at The Citizen.
· Rusinko provided an employee annual evaluation form developed during a previous administration. Ellis will also send one that is used at his place of business. Discussion will occur at the July 13, 2011 Board Meeting.
· A Board meeting will be held on June 23, 2011 to discuss water/sewer issues. The meeting will be placed in the legal section of The Citizen.
· Items for the July Newsletter need to be to the Office by June 27, 2011.
OPEN DISCUSSION BY VILLAGE BOARD
Motion: by Ellis, seconded by Ryan to purchase a new backhoe from Five Star Equipment at a cost of $20,000 including trade-in of old backhoe. Motion approved 4/0.
Rusinko will pursue obtaining a 3-year statutory installment bond at the Board meeting of June 23, 2011.
TIME LINE REVIEW
All items for June have been or are in the process of being completed.
CORRESPONDENCE
· Cayuga Foundation has sent a letter requesting items to be considered for funding for 2011-2012. Mayor Day will be responding.
· CCAV meeting will be held at Fair Haven on June 21, 2011. This is the annual steak bake with program to be announced. Reservations need to be in by June 13th. Please let the Office know of your intentions by that date.
ABSTRACT OF VOUCHERS
Motion: by Erickson, second by Ziegler-Greer to approve the Abstract of Vouchers #001 dated June 8, 2011 with the exception of Invoice #004 and #005 for Account HP8130.2 to Rochester Museum & Science Center for completion of Phase IB Survey and Boyle & Anderson, P.C. until further information is obtained
General Fund
$5,052.01
Water Fund
... 751.87
Sewer Fund
359.39
Sewer Plant Renovations
5,488.84
Water System Improvement 3,775.20
Motion approved 4/0.
ADJOURNMENT
Motion: by Ziegler-Greer, second by Ellis to adjourn at 10:00PM. Motion approved 4/0.
Respectfully Submitted,
Marilyn Baader
Recorder
(