Trustees present: Mayor Helen Day, Deputy Mayor Chris Ryan, Trustees Ron Erickson, Shane Ellis, and 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

Public: Rich Stevens, Steven Orchard, Dustin Roach, Mike Nicpon, Kevin Grish, Paul Crolick, Mathew Orchard, Kevin Thurston, William Sherman, Don Wilson. Sign in sheet available upon request

Mayor Helen Day 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 October 12, 2011 were approved as presented on aMotion by Trustee Ron Erickson, Second by Trustee Cheryl Ziegler-Greer. Motion approved 5/0.

B. OPEN TO PUBLIC:

Mayor Day invited Firefighter Rich Stevens of the Cayuga Volunteer Fire Department to make a presentation.

1. "It is the intent of the membership of the Cayuga Volunteer Fire department to incorporate as a 501(c)(3) Not-For-Profit-Corporation.

2. The membership of the Cayuga Volunteer Fire Company, is presenting to the Village Board; a signed copy of the certificate of incorporation; a blank public hearing notice for that incorporation; and a copy of the consent and approval letter from the Village Board permitting the membership of the Cayuga Volunteer Fire Department to incorporate.

3. The membership of the Cayuga Volunteer Fire Company is requesting that the Village Board consent to the formation of Cayuga Fire & EMS, Inc.

4. The membership of the Cayuga Volunteer Fire Company, request that the Village Board schedule a date for a public hearing two weeks from tonight on November 30, 2011 at 7:00 p.m.

5. The membership of the Cayuga Volunteer Fire Company, request that at its December 14, 2011 monthly meeting, the Village Board take up the matter of a vote on the approval for the incorporation of the membership of the Cayuga Volunteer Fire Department.

6. Reasons for Incorporation:
· Incorporation of the membership will help indemnify the chiefs and line officers from exposure to personal liability.

· Incorporation will allow the membership to purchase equipment for fire department, and lease to the village for $1.00 per year through a lease agreement.

· Incorporation will allow for greater funding opportunities and the anticipation of more success in securing grants for department expenses, equipment and capital projects.

· Incorporation will allow the membership legal status to continue as a fire department within the current village boundaries in the event that the village is ever dissolved and annexed into the Town.

Discussion: Trustees Ron Erickson, and Shane Ellis stated they were not prepared to make any decision tonight. Mr.Brad Pinsky, a Fire District Attorney from Syracuse had prepared the documents and it was the consensus of the Board to have Mr. Pinsky contact Village Attorney Charlie Lynch. The Department is hoping there can be a public hearing and appropriate paperwork completed by the end of the year. Mayor Day stated realistically the public hearing may have to be in January as there are time constraints for the Board with regard to the grant application paperwork that must be filed by December 31st. Village Attorney Charlie Lynch asked for a list of the bullet items and the Trustees will revisit the request at the December meeting upon the advice of Attorney Lynch.

C. EXECUTIVE SESSION - none

D. CORRESPONDENCE
· Cayuga County Sales tax check received for 3rd qtr - $26,683.91

· Municipal Solutions amendment to the Sewer Improvement Project - original contract is for $60,000.00 with a request for an additional expense not to exceed $25,000.00. Mary Chappell of Municipal Solutions provided a chart of the additional charges and an explanation of the cost. Discussion about the outstanding projects and the outstanding BANs. These expenses would roll into the project budget once the project is up and running.

· Municipal Solutions General Services proposal: proposed at an hourly rate of $100.00 per hour. Current NYS policy demands a contract be in place before Municipal Solutions can give advice for matters outside of the current contracted projects. It is based on an hourly rate, does not have a not to exceed, but could have one if the Trustees so choose. Discussion and consensus to have Attorney Charlie Lynch look at the proposal and revisit it at the December meeting.

· Association of Cayuga County Village officers dinner is November 29th, 2011 at the Sunset, host: Village of Port Byron. Mayor Day RSVP for 2.

· October 28, 2011 - Cayuga County Planning Board membership request - Jacquelyn Komanecky has been the representative for Cayuga. The Trustees instructed Clerk Debbie Pinckney to contact Ms. Komanecky and request she continue as the Village representative. Ethics Training for all new Planning Board members is scheduled for November 16th, 2011 at Cayuga Onondaga BOCES from 7-9.

· NYSERDA energy audit program - Municipalities are eligible for a free energy audit and a 50/50 cost share. Have Treasurer Lori Milne inquire about the program.

· High Trihalamethane Levels letter going out Friday to all Village of Cayuga water users.

· Cayuga Economic Development Committee invitation - Tuesday Nov 15th 12 noon at Old Erie in Weedsport for the final working draft of the Cayuga County Strategic plan.

· FYI rate increase from Blue Cross/Blue Shield for the 2012 medical and dental policies

E. FIRE DEPARTMENT
· Chief Mike Nicpon - see letter

F. TRUSTEE REPORTS

1. Trustee Shane Ellis - Streets and Cemetery

· Sidewalk installation is complete, landscaping will be completed in the Spring

· Chips reimbursement money should be available by mid December

· One cremains burial scheduled for this Saturday

2. Trustee Erickson - Sewer Utility

· As reported last month the grinder (monster muffin) is in and working

· Discussion about payment for the muffin monster. Engineer Shannon Walters said the initial plan was to set aside money to pay the interest on the BAN and transfer from the engineering and allocate some fund balance. Shannon will look at the sewer budget for allocations. Also spoke to amend the time line to start with the barley straw in April.

· Motion by Trustee Erickson to transfer $2,900 from GL Account G8130.46 to GL Account G8130.2 Second by Trustee Cheryl Ziegler-Greer. GL Account G8130.2 has $18,000.00 budgeted for equipment to pay for the muffin monster. Motion approved 5/0.

3. Trustee Christopher Ryan - Water

· Oct 21 Trustee Ryan had a conference call/ meeting with the State, the County Health Department, Aurelius Supervisor Ide, Village Engineer Shannon Walters and Town Engineer Jeff Rowe of B & L. The State and the County Health Department agree with the preliminary engineering report. The next step is to set up a meeting with the Town for a MOU, have the Town engage in an MOU with the City, and add all of that information to the hardship application hopefully by the December 31st deadline. If these steps cannot be completed it is Trustee Ryan's understanding that the funding offer will have to be withdrawn and the Village would have to re-apply. Discussion and consensus to move forward and meet the December 31st deadline. Too much time, effort and money has been expended thus far to re-apply. Tentative meeting dates with the engineers, municipal attorneys, and representatives from the Town and Village are set for Nov 15th and 30th. This is a work in progress, but as the project becomes a joint venture with the Town and Village there may be additional monies available.

4. Trustee Ziegler-Greer - Parks and Recreation

· No updates at this time

· The hall has been booked just about every night during the week and almost every weekend through December 31, 2011.

· Trustee Zeigler-Greer will have a revised Facilities Use application for the Trustees to review and approve at the December meeting. Application will be reviewed by Attorney Charlie Lynch prior to the meeting.

· Discussion about the "smoke free" resolution will be discussed under old business

G. SUPERINTENDENT'S REPORT - Dan Patterson

· Acid wash completed last week at the water plant and it seems to have alleviated some of the water quality concerns. Voucher is in this abstract for approval.

· Low Lift pump needs to be replaced. Will get prices for next months meeting.

· Sewer/Lagoon Ponds have no issues at this time. Will stop chlorinating on or about Nov 15th . Last month the fecal count was above 20 needs to be less than 10 to be in acceptable parameters.

· DPW Staff will continue collecting leaves through November 30th or as weather permits.

· Salt Shed has sufficient product at this time.

· Parks - tables will be taken down and stored later this month

· Cemetery - as noted by Trustee Ellis one cremain burial scheduled for this coming Saturday

· At this time there has not been any updates from the surveyor with regard to the new cremains section for the Cemetery. Discussion: Attorney Charlie Lynch recalls that the whole Village underwent a survey with GPS coordinates during the annexation of Manitau Road. Instruct Village Clerk Debbie Pinckney to contact Watkins Surveying for an update and research the engineering group that performed the survey. Possibly "Prudent Engineering"

· Dan and Bill Patterson installed the night drop box by the front door of the Village Hall.

G. OLD BUSINESS:

· Tobacco Free Resolution - last month it was tabled. Discussion about enforcement and correct verbiage, Trustee Ziegler-Greer will present a resolution to the Board of Trustees at the December meeting.

· PILOT with Cayuga Development - tabled until December

· Sharon Stratokas - Treasurer Lori Milne explained that during a conversation with Ms. Stratokas she had mentioned the Village had approved upgrading the Accounting/Payroll, Water Billing, and Tax Collection through Williamson Law Book Company. Ms. Stratokas informed Lori Milne she would not be able to support the upgrade. The process has begun, but the October financials cannot be presented tonight as the data has to be converted and balanced before any reports can be printed. Treasurer Lori Milne will be working with the appropriate staff at Williamson Law and hopes to provide the updated financial reports at the December meeting.

H. NEW BUSINESS:

· Sewer Law Interpretation - Attorney Charlie Lynch will provide Village Clerk Debbie Pinckney with the proposed updated sewer law. In the mean time, the current law will be reviewed and Charlie will contact Landlord Joe Kime with regard to his 3 unit building on 6166 Lake Street.

· Water Law Interpretation - Discussion about the current water law and the flat rate fee per customer as opposed to a "unit" fee when dealing with multiple units. The Village Trustees would like to review the law at a later date.

I. OPEN DISCUSSION BY VILLAGE BOARD

· Discussion about the need to clarify and or update the water law when addressing multiple dwellings, industrial, commercial, educational, and organizational buildings. Consensus to move forward collecting data, usage, and number of units within the Village to ensure the water and sewer fund will be self sustaining. Mayor Day requests the Village contact the Union Springs Central School Business Office with regard to the possible increase in water and/or sewer units charged to Cayuga Elementary School. Request copies of the Village of Springport water and sewer billing practices with AJ Smith Elementary School. It is noted that the Village is actively pursuing alternative avenues to provide affordable, potable water to its residents via an intermunicipal agreement with the Town of Aurelius to extend the West Genesee St water line to the village and along the water shore up to and including River Road North on Rt 90 and up to and including Wayne's Point South on Rt 90.

J. VILLAGE CLERK - no report

K. VILLAGE TREASURER - no report

L. TIME LINE

1. Picnic tables moved to the garage

2. Test pit meter on Rt 90N

3. Chlorination at sewer ponds, trim the trees

M. ABSTRACT OF VOUCHERS

A Fund $30,531.83
F Fund $14,558.22
G Fund $24,690.34
Total $69,780.39

Motion by Trustee Erickson to approve the Abstract of Vouchers, Second by Trustee Ryan, Motion approved 5/0.

N. ADJOURNMENT

Motion by Trustee Ron Erickson to adjourn at 9:27pm Second by Trustee Christopher Ryan Motion approved 5/0

Next meeting will be December 14, 2011 at the Village Office, 7:00pm.

Respectfully submitted by Village Clerk Deborah Pinckney