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Page 1 of 5 Village of Fair Haven Budget Hearing & Organizational Meeting April 13, 2015 Board members present Mayor William McVea, Deputy Mayor Walter Krehling, Trustee Judith Dunaway, Trustee Holley Webster-Goolden and Trustee Pete Hanford. Also present DPW Superintendent Roger Granatiero, Clerk-Treasurer Terri DiGregorio, Deputy Clerk Johanne Van Der Linden, CCWSA Executive Director Michelle Baines, Jay Sawyer, Village Historian Susan Parsons, Frank Perkins, Catherine Byers, Richard Bills, Glenn Zimmerman, Jeramy Lozier, Luke Burgess, David James, Vivian Sciarabba, David Nanda Speciale and Rhett Myers Jr. Public Hearing on Budget 6:00 p.m. The 2015-2016 budget has been prepared and ready for adoption with a tax rate of $3.67091 per 1000 to raise $336,438.00 in tax revenue (last year’s tax rate was $3.70718). This year’s village assessment is $91,649,548.00 (up by $2,903,951.00 from last year). The total 2015-2016 Village budget is $1,382,729.00 (up $139,069.00 from last year). Clark CPA PC is in receipt of tentative budget with a positive response. A shortfall in water fund revenue will result in utilizing $21,600.00 of the un- appropriated fund balance and raising water rates. Organizational Meeting COMMUNICATIONS: The 2014 Annual Quality Water Report has been prepared. The 2015 Village newsletter was approved on a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden. All aye, motion carried. Mayor McVea mentioned the Village will apply for a Main Street Grant Study. This will involve the input of the Architectural Review and Beautification Committee. In receipt of $8,824.76 2014 relevied village taxes, water & property maintenance. The property maintenance portion was for the property clean-up on Fancher Ave. aka Mayview. The Board of Trustees reviewed the Special Permit issued to Fair Point Marina regarding the expansion of nine more RV sites. One site was approved at the hearing. Additional documentation is needed to approve the remaining eight. In receipt of the annual $200.00 refund from the Wayuga Recreation program. The April CCAV meeting will be held 6:00 p.m. April 21st at the Lakeside Grill in Moravia. Speaker Mark Manzari with NYLD Infrastructure (NY Leak Detection Inc.) RSVP 4/16. Also in receipt of the February and March minutes. In receipt of notification of liquor license renewal from Pleasant Beach Hotel. In receipt of April 8th Fair Haven Library Trustee’s Meeting minutes. PUBLIC FORUM: Frank Perkins updated the Board on the Legion Community Center. They had hoped for better attendance as people are showing up from time to time. The computers are available and the wide screen TV is there. It was hopeful when the Lake Shore News did a story there would be more interest. Mayor McVea suggested someone do another story for the newspaper. Trustee Dunaway suggested scheduling more events as they have been well attended. Ideas were bounced around such as having the Senior Nutrition Meals there again, buying some board games, investing in a OUI, etc. Frank also inquired when the handicapped ramp would be built. Mayor McVea responded the contractor was extremely busy and hopes he will start on it soon. There have been complaints regarding the curb in front of the bank as it is difficult for some to step up to the walkway. The NYSDOT changed the steps to a slope when they modified the street a few years back. It is doubtful the State would install a railing there now. MINUTES: The March 9th meeting minutes were approved on a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden. All aye, motion carried. ---PAGE BREAK--- Page 2 of 5 Abstract #11 Vouchers: The following vouchers were approved for payment on a motion by Deputy Mayor Krehling and seconded by Trustee Hanford. All aye, motion carried. General Fund $19,579.27 Water Fund $13,426.65 Trust & Agency $2,849.71 CDBG $11,995.00 March Payroll $45,388.10 The following budget modifications were approved on a motion by Deputy Mayor Krehling and seconded by Trustee Dunaway. All aye, motion carried. Budget Modifications General Fund: Transfer $374.04 from Street Maintenance Contractual to Buildings Capital Improvements Transfer $2,157.66 from Fire Dept. Contractual to Buildings Contractual Transfer $150.00 from Planning Board Contractual to Unallocated Insurance Transfer $75.24 from Sale of Equipment to Safety Inspection Contractual Transfer $4,049.99 from Consolidated Hwy Aid & $2,510.09 from Sale of Equipment to Ambulance Contractual Transfer $2,755.73 from Refunds of Prior Years Expenditures to Snow Removal Contractual Transfer $619.48 from Refunds of Prior Years Expenditures & $250.81 from Insurance Recoveries to Snow Removal Personal Services Budget Modifications Water Fund: Transfer $104.49 from Serial Bonds Interest to Water Administration Contractual Transfer $368.01 from Serial Bonds Interest & $1,727.09 from Contingent to Source of Supply Contractual Transfer $10,543.90 from Un-appropriated Fund Balance to Transmission & Distribution Contractual COMITTEE REPORTS: March DPW report submitted by Roger Granatiero. Daily check of the pump house; collected water samples and took to Auburn lab for testing; read & replaced water meters; plowed & sanded roads; cleaned sidewalks with snow blower; turned on/off seasonal water; cleaned chlorine hose and pump in pump house pushed back snowbanks regularly; cleared fire hydrants of snow several times; cleared drainage culverts during the warm spell; painted John Deere blower & ditching blade; washed vehicles & machinery; repaired man hole on Meade St. from plow damage; F550 truck was inspected, oil change & emissions tank replaced due to a defect; lawn mower, chain saw and leaf blower tuned up, oil/filter changed for summer use; water dig cleanup (spoils taken away and raked out); pump house #1 floor painted. The street broom will be here tomorrow. The beaver problem at the pump house is being remedied. Cleaned out the 12th St. drain and found a dead muskrat had plugged it up. The DPW crew has training in Weedsport one day next week. April 22nd – 24th Cayuga County Jail inmates will be cleaning up the parks. The week of April 27th Greg & Carrie will be attending water class in Cortland to obtain their Class B water license. The water department is still waiting on one more bid for the pump house water meter. In receipt of a letter from RCCS Board of Education thanking the Village DPW for keeping the roads clear for the school buses. Carrie will begin training on the International to obtain her CDL. The report was accepted on a motion by Deputy Mayor Krehling and Trustee Dunaway. All aye, motion carried. Treasurer’s report submitted by Terri DiGregorio for period ending 3/31/2015. Account balances are as follows: General fund is $424,467.65, Water fund $62,460.70, CDBG $31,688.65, Trust & Agency $1,301.15, $888.07 and Victory Street CDBG $1.00. The municipal CD becomes due April 29th. $23,596.00 will be transferred from A232A Ambulance Reserve to A4540.2R Ambulance Equipment Reserve for purchase of 2012 Ford Explorer Fly Car. The transfer of funds was authorized and the report accepted on a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden. All aye, motion carried. March Ambulance report submitted by Stan Total ambulance calls 28. Nature of calls: 6 BLS, 17 ALS, 4 not transported, 1 cancelled call. Average response time 3.11 minutes. Mayor McVea thanked the fire department for providing volunteer drivers. Location of calls: 9 Village of Fair Haven, 14 Town of Sterling, 5 mutual aid to Lakeshore Ambulance and 3 mutual aid to CIMVAC. The following units responded: Ambulance #1 - 21 times, Ambulance #2 - 3 times, Medic Car - 4 times, Ambulance & Medic Car - 4 times. The report was accepted on a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden. All aye, motion carried. Mayor McVea announced that the purchase of a new ambulance is planned in the 2015-2016 budget pending Senator Nozzolio is able to assist with a $50,000.00 grant as the remainder of the money will come from the ambulance reserve. ---PAGE BREAK--- Page 3 of 5 March Code Enforcement report submitted by Stan Issued 4 building permits; wrote 10 violation letters; issued 38 Non Sufficient Premise Identification notices; issued 3 Certificates of Compliance; conducted 4 on-site inspections; performed 1 fire inspection. The report was accepted on a motion by Trustee Webster-Goolden and seconded by Trustee Dunaway. All aye, motion carried. UNFINISHED BUSINESS: An inquiry was received by the Village regarding holding dance classes at the Legion/Community Center. Since a fee would be charged to attend the proposed class the instructor was advised to call the American Legion representatives for permission. A proposed local law regarding sewers to replace the present law has been prepared by the village attorney. A letter of support favoring these changes from the Cayuga County Health Department has been received. The Trustees will seek better clarification for Section 307 paragraph A. regarding the mention of 100 feet. The proposed law will require home owners and business owners within the bay front district to connect to the public sewer by August 15th of this year with a 90 day grace period. Home owners and business owners within the central business district will be required to connect to the public sewer by August 20, 2016. The balance of the home owners and business owners in the village will be required to connect by August 20th of 2017. On a motion by Deputy Mayor Krehling and a second by Trustee Hanford a public hearing will be scheduled for May 11th which is the date of the next board meeting. All aye, motion carried. This hearing will be highly advertised in the local paper and posted around the village. This public hearing may be held at the fire hall. According to Thoma Development there are presently 8 or 9 CDBG grant recipients. There are enough funds available for 4 or 5 more people. Mayor McVea has taken on the task of asking Thoma to notify by mail and send grant applications to a few home owners with homes in the village that appear to qualify for the grant. He is also for the second time bringing before the Board of Trustees the Proposed local law regarding exemptions for capital improvements. This is a 5 year plan (already passed by the Town of Sterling) to provide a 5 year partial exemption for home owners who invest at least $3,000.00 in alterations or improvements. This would especially help ease into the higher assessment for the CDBG grant recipients for improvements to their homes. Mayor McVea motioned to consider passing the above mentioned local law regarding assessments. There was no second therefore the local law will not be considered. NEW BUSINESS: The Board of Trustees act as Fire Commissioners for the Fair Haven Fire Department. The fire department recently held their 2015-2016 elections. The new line officers are as follows: Fire Chief Dave Mendenhall, 1st Assistant Chief Alex Stevens, 2nd Assistant Chief Rhett Myers Jr., 3rd Assistant Chief Dick Bills, Captains are Rick Ryan and Sheila Ryan, Lieutenant is David James. The officers were accepted on a motion by Trustee Dunaway and seconded by Trustee Webster- Goolden. All aye, motion carried. Mayor McVea initiated a discussion regarding the need for more volunteer drivers. Trustee Dunaway asked if the fire department felt the same way and David James explained there are 3 more volunteers that have recently come to his attention. It was mentioned that the Fly Car has been beneficial regarding drivers. Mayor McVea mentioned possibly involving senior citizens to train as volunteer ambulance drivers. The members of the fire department attending the meeting gave the impression that they were happy with the relations between the Advanced Life Support Technicians and the department. On a motion by Trustee Webster-Goolden and seconded by Trustee Dunaway the fee to apply for a Special Permit and the fee to apply for a Variance will now be $100.00. All aye, motion carried. The Board approved the 2015 $3,000.00 contract for flowers & landscaping submitted by Sawyer Associates, LLC on a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden. All aye, motion carried. The renovation of the lighthouse in Phillips Park is still under consideration. On a motion by Trustee Webster-Goolden and seconded by Deputy Mayor Krehling the application by Susan Kuck for water service at a vacant property located in the Town of Sterling known as tax map #11.00-1-20 was tentatively approved pending DPW Superintendent Roger Granatiero’s approval as details still need to be worked out involving location of existing water mains. All aye, motion carried. On a motion by Trustee Dunaway and seconded by Trustee Hanford the application for water service at 14397 South Fancher by Steve Bolton was approved. All aye, motion carried. On a motion by Deputy Mayor Krehling and seconded by Trustee Dunaway the application by Francis Penna for water service at a vacant property in the village known as tax map 8.08-1-16 on North Hadcock Drive was tentatively approved pending DPW Superintendent Roger Granatiero’s approval pending additional details. All aye, motion carried. ---PAGE BREAK--- Page 4 of 5 On a motion by Trustee Webster-Goolden and seconded by Trustee Dunaway the application by Frances Penna to install a culvert on North Hadcock Drive at tax map #8.08-1-16 was approved. All aye, motion carried. On a motion by Trustee Webster-Goolden and seconded by Trustee Hanford the charge of $36.50 in water usage for water account A2700 was removed due to village error. All aye, motion carried. A request was received from water account holder C1270 to remove the penalty of $5.70 due to not receiving the water bill in a timely manner while in Florida. The penalty was removed on a motion by Trustee Webster-Goolden and seconded by Trustee Dunaway. All aye, motion carried. In 2008 water accounts regarding businesses were updated concerning the amount of units each should be charged as some have one or more users, apartments, seasonal uses, campgrounds, etc. The Board re-examined the list of businesses and decided to contact the CCWSA and obtain their list of EDU’s. Mayor McVea will draw up a comparison for review at a future meeting. The Board reviewed a proposal submitted by Williamson Law Book to allow village residents and water customers the capability to pay their water bills and tax bills on line through the Village of Fair Haven website. There would be an online fee for the customer to pay by credit card or Echeck. Presently there is a fee to pay by credit card. The Board of Trustees decided against the service due to the cost and didn’t feel there was enough need. An Emergency Preparedness Plan has been drawn up utilizing a 2006 template obtained from Cayuga County Emergency Management office. After a brief review the Board tabled the plan for further study and approval at a future meeting. APPOINTMENTS & ANNOUNCEMENTS: Heidi Smalling was reappointed to the Planning Board for a 5-year term on a motion by Trustee Webster-Goolden and seconded by Trustee Hanford. All aye, motion carried. Mayor McVea appointed Walter Krehling as Deputy Mayor. On a motion by Trustee Hanford and seconded by Deputy Mayor Krehling Board of Trustees meetings are held on the 2nd Monday of the month at 7:00 p.m. with the exception of special meetings which would be posted and advertised in the Lake Shore News. All aye, motion carried. On a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden the Board of Trustees agenda meetings are held on the Thursday before the 2nd Monday of the month at 4:00 p.m. All aye, motion carried. On a motion by Deputy Mayor Krehling and seconded by Trustee Webster-Goolden the Planning Board meetings are held quarterly at 7:00 p.m. and on an as needed basis. All aye, motion carried On a motion by Trustee Dunaway and seconded by Trustee Hanford the Zoning Board of Appeals meets as needed. All aye, motion carried. The following were appointments were approved on a motion by Trustee Dunaway and seconded by Trustee Webster-Goolden. All aye, motion carried. Johanne Van Der Linden appointed Deputy Village Clerk Terri DiGregorio appointed Registrar of Vital Statistics Johanne Van Der Linden appointed Deputy Registrar of Vital Statistics Matthew Osterhaudt appointed Official Town Crier The official newspapers are Lake Shore News & Auburn Citizen The official banks are Savannah, Chase & Key The official village attorney is Christopher Palermo The official engineering firm is PLS Engineering P.C. The official accounting firm is Clark CPA, P.C. RESOLUTION FOR ADVANCE APPROVAL OF CLAIMS WHEREAS the board of trustees has determined to authorize payment in advance of audit of 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 officer incurring or approving the claim are jointly and severally liable for any amount the board of trustees disallows. NOW THEREFORE BE IT RESOLVED that the Board of Trustees authorizes the Village Clerk- Treasurer to make payment in advance of audit of claims for public utility service, postage, freight and express charges on a motion by Deputy Mayor Krehling and a second by Trustee Hanford. All aye, motion carried. ---PAGE BREAK--- Page 5 of 5 RESOLUTION FOR MILEAGE ALLOWANCE WHEREAS the board of trustees has determined to use the same rate for mileage as the IRS establishes, which is .57.5 cents per mile as of January 1, 2015 and will update accordingly for reimbursement to Village officers and employees who use their personal automobiles while performing their official Village duties; NOW THEREFORE BE IT RESOLVED that the Board of Trustees has determined to use the same rate for mileage as the IRS establishes effective immediately upon a motion by Trustee Dunaway and a second by Trustee Webster-Goolden. All aye, motion carried. RESOLUTION FOR ATTENDANCE AT SCHOOLS AND CONFERENCES 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 Officers and Municipal Clerks; c) the New York State Conference of Mayors Public Works School; d) Municipal Clerks Institute at Cornell; e) 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; NOW THEREFORE BE IT RESOLVED that the Board of Trustees authorizes designated employees to attend training effective immediately upon a motion by Deputy Mayor Krehling and a second by Trustee Hanford. All aye, motion carried. ADOPTION OF BUDGET: The 2015-2016 budget was adopted on a motion by Trustee Webster-Goolden and seconded by Trustee Dunaway. All aye, motion carried. ADJOURNMENT: The meeting was adjourned at 8:30 p.m. on a motion by Trustee Webster-Goolden and seconded by Trustee Dunaway. All aye, motion carried. Unapproved minutes respectfully submitted. Terri M. DiGregorio Village Clerk-Treasurer