October 23, 2018

Present: Mayor Pulver, Trustee Horning, Trustee Bough-Martin, Trustee Kopp, Trustee Baldwin, Counsel Bell, Mr. J. Cunningham, Mr. D. Cunningham, Mrs. Kendall, Mrs. Doss

The Mayor called the Board meeting to order at 7:04 p.m.

The Pledge of Allegiance was recited.

Minutes

The Board members reviewed the minutes of September 25, 2018. Upon the motion made by Trustee Bough Martin, seconded by Trustee Horning, minutes of September 25, 2018 approved as written. All members present voting in favor.

The Board members reviewed the minutes of October 1, 2018. Upon the motion made by Trustee Kopp, seconded by Trustee Baldwin, minutes of October 1, 2018 approved as written. All members present voting in favor.

Reports

Codes – The Board reviewed the report

Court – The Board reviewed the reports for August and September 2018 for the Court.

WWTP – Mr. Cunningham presented the report for WWTP. He commented that the ammonia levels with the leachate had been running a little high due to the drier weather, but now are back on track. He commented that there is a great deal of metal scrap stockpiled at the Plant, including the old screw pump. He will compile a listing of all the metal surplus in order to dispose of it. He also reported that the Plant had met all the regulatory requirements. The Board discussed the letter that had been sent out and the responses that had been received in regard to the industrial sewer users in the Village. Approximately one-third of the letters sent had returned responses. The Board asked the next step in the process. A follow-up letter should be sent to those who have not responded. Mr. Cunningham will speak with Mr. Gregory and Mrs. Thayer about sending out the second request. He also commented that many of those who did respond did not fill in the SIC codes. Mr. Cunningham said he’d set up a meeting to go over the information collection. The Board discussed the invoice for the new boiler installation. The engineer and installer are currently working on this information.

New Business

National Grid street light audit results discussed at the last meeting; the concern that signing this agreement might impact the purchase of street light discussions. This is not the case with this agreement. The Board authorizes the Mayor to sign the agreement in regard to the National Grid audit results.

Mayor’s Dinner Meeting

Upon the motion made by Trustee Bough Martin, seconded by Trustee Horning, any interested Board member that wants to attend the November 14, 2018 Onondaga Mayor’s Association Dinner meeting; a check is authorized to be issued if anyone wishes to attend. All members present voting in favor.

Copier Disposal

The Village purchased a new copier from Eastern Copy. The old copier was the Village’s. It still works. It was suggested that the Village find out the value of the old copier and put it up on the Auction International site for disposal. It was suggested that a reserve or minimum bid amount be placed on the copier.

Williamson Law Book -Sewer Billing software agreement

The Board discussed the renewal of the annual software support for the sewer billing program with Williamson Law Book for the year beginning 11/1/18 in the amount of $968. Upon the motion made by Trustee Kopp, seconded by Trustee Baldwin, the Board approves the Mayor signing the software agreement with Williamson Law Book. All members present voting in favor.

Sexual Harassment Prevention Form

The Board discussed the form for recording any complaints received in regard to the sexual harassment prevention policy. Upon the motion made by Trustee Baldwin, seconded by Trustee Bough-Martin the Board approves the form presented this evening. All members present voting in favor.

Tower Lease

This will be discussed in Executive Session.

December meeting

The Board discussed the meeting for December. December 25 is the fourth Tuesday. Upon the motion made by Trustee Horning, seconded by Trustee Baldwin, the December Board meeting will be held on Thursday, December 20, 2018 at 7 p.m. All members present voting in favor.

Trash Pickup Schedule Changes

Christmas Day and New Year’s Day both fall on Tuesday this year. The Clerk advised that she had spoken with the DPW crew about trash/recycle pickup for those two days and they determined that they would do pickup for December 25 on Monday, December 24 and for January 1 they would do pickup on Monday December 31. This information will be posted on the electronic sign board, the website and is already included in the newest Village newsletter.

The Board spoke of the Village trash/recycling brochure that is currently used. It does need to be updated in some areas. One item is the recycling of Styrofoam, which our brochure does not address. It was suggested a meeting be set up with the County after the first of the year to discuss new changes. Trustee Baldwin said she would like to be a part of this discussion.

Village Event Program flyers

Trustee Baldwin stated that she had approached the School in regard to distribution of flyers for the Fall Festival. They have a new process in place that requires payment of $25 per school and the flyers are sent electronically through the Peach Jar Program. Because the Village and the School work together so much, she wondered if perhaps a letter should be sent to the School asking that the Village not have to pay the fee or a reduced amount. Trustee Bough Martin commented that she had spoken with Supt. Eiffe about this issue recently and because the Village and School are community partners and we don’t do a lot of promotion they wouldn’t charge us; as we promote them and they promote us. The Mayor will put together a letter and send to Supt. Eiffe sharing the supply of the resource officer and directing the buses during release time by the Village are some of things that the Village does for the School.

Walnut Grove Cemetery

The Mayor reported that based on an update from Mr. Gregory Steve Sloan has been contacted and he is willing to work with the Village DPW in moving the monument at the cemetery in the spring. The Village would provide machine for the process that would involve moving of the monument.

Refund Request

Steve Just of Just Did It paid a fee a building permit recently in the amount of $62. The Code Officer advised that the fee paid was $27 too much and is requesting that the Board authorize a refund back to Mr. Just in the amount of $27 for this overpayment. Upon the motion made by Trustee Baldwin, seconded by Trustee Bough Martin, the Board authorizes a refund of $27 to Steve Just for building permit overpayment. The Clerk requested that the amount be added to the abstract for payment. The Board authorizes adding the $27 to the General Abstract this evening. All members present voting in favor.

John McCann 1 Virginia Lane – sewer adjustment request

Trustee Baldwin reviewed the request from John McCann for an adjustment to his current sewer bill due to a swimming pool fill. The pool holds 24,000 gallons of water and the reading for the current sewer bill shows the additional usage. Upon the motion made by Trustee Baldwin, seconded by Trustee Bough Martin, the Board authorizes a 24,000-gallon reduction in the October 2018 quarterly sewer bill for account #55272 – 1 Virginia Lane. All members present voting in favor.

Unpaid Tax Levy

The Clerk presented to the Board the list of unpaid Village taxes for 2018-19 in the amount of $45,590.71, plus penalty of $3647.26 and $100 in second notice fees. The Board members reviewed the tax roll for 2018-19 and accompanying list that the Clerk provided. Upon the motion made by Trustee Bough Martin, seconded by Trustee Baldwin, the Board authorizes the list of unpaid Village taxes be submitted to the Madison County Treasurer for collection. All members present voting in favor.

Chipping/Grinding Brush

The Mayor reported that the Village has taken over the last several years the brush from the Village to the Town site on Bolivar Road. Recently, they hired a company to chip/grind the brush and the Town and Village agreed to split the cost for doing this. The cost to the Village (1/2 of the bill) is $4701.56. Account A8160.4 was charged which would put the account over by $3201.56. The Mayor recommends that a budget modification be done to cover this shortfall. He recommends that A5142.4 Snow Removal account be used for this $3201.56. Board discussed. Upon the motion made by Trustee Baldwin, seconded by Trustee Horning the Board authorizes a budget modification from A5142.4 to A8160.4 in the amount of $3201.56 to cover the cost of chipping and grinding brush by Clifton Recycling. All members present voting in favor.

Administrator Report

The Mayor advised that Race Street restoration has been completed, leaf pickup has begun, and that the Administrator has had difficulty in connecting with the IT person at Madison County. The pedestrian bridge anticipated delivery is the 5^th or 12^th of November. National Grid needs two weeks lead time for the power in this area for the bridge to shut down power during the installation. The Administrator also contacted NYCOM about the procurement levels that were discussed at the September meeting. NYCOM suggested $20,000 for procurement. The parking area at Kirschenheiter Park is completed; creating nine parking spaces.

Drone

The Mayor reported that the drone that Pete from Town of Sullivan Parks & Rec owns was not working the day they were out. The plan was to get aerial information about the newly installed drainage facility on the Lanzafame property. He also reported that he recently walked the area in the Creek to review the work that Trout Unlimited had completed. Gill Street trees will be replaced in the Spring. The Village will need to pay for shipping the replacement trees.

Court Security

The Mayor reported there has been a great deal of discussion in regard to the issue of security for the Court. Currently, there is no dedicated person for the Court, but there has been coverage from the Police Department when an individual is available to cover. This information will be discussed further in Executive Session.

National Grid

The Mayor reported he has continued to work on this. His thought was to try and minimize the engineering and bid with contractors for disconnects and lamp installations etc. He discussed setting up a group of volunteers to discuss this project and how to best handle the various aspects. He stated the Village has until January to act on the quote.

October 30

Mayor Pulver and Trustee Bough Martin will be attending a budgeting workshop on October 30 sponsored by the NYSOSC.

Chittenango DG, LLC

Forrest Seguin had completed the plots. Trustee Bough Martin would like to set up a meeting soon with Chittenango DG, LLC.

Abstract #5 General Fund $92,673.01 265-333. Also add voucher for Steve Just for $27 for building permit refund, pull two bills Sunoco Inc for more information and First Bank Card awaiting more receipts from the Police Dept. (Trustee Horning will contact Police Department for the additional paperwork). Upon the motion made by Trustee Bough Martin, seconded by Trustee Baldwin, the Board approves for payment Abstract #5 General Fund with addition of refund and submission of additional paperwork for two vouchers noted. All members present voting in favor.

Travel Expense Procedure

The Board discussed travel and conference attendance procedures. The Board would like to see something in writing.

Abstract #5 Sewer Fund $65,462.97 vouchers 65-80. Upon the motion made by Trustee Horning, the Board approves for payment Abstract #5 Sewer Fund as noted above. Trustee Horning, Kopp and Baldwin in favor. Trustee Bough Martin abstaining as there is a payment for Airside Technology which her husband works for. Motion carried.

Neighborhood Trail Committee Fund Aspinall’s $488.25 Upon the motion made by Trustee Baldwin, seconded by Trustee Bough Martin, Aspinall’s invoice approved for payment from Neighborhood Trail Fund. All members present voting in favor.

Payroll Account – The Hartford for disability insurance $52.70 Upon the motion made by Trustee Kopp, seconded by Trustee Baldwin, invoice for the Hartford approved for payment as noted. All members present voting in favor.

Next Board meeting

The next meeting will be November 27, 2018.

Executive Session.

Upon the motion made by Trustee Bough Martin, seconded by Trustee Baldwin, the Board went into Executive Session for discussion of contracts negotiation and personnel. All members present voting in favor.

Upon the motion made by Trustee Bough Martin, seconded by Trustee Baldwin the Executive Session concluded at 10:05 p.m. with no action being taken. All members present voting in favor.

The Mayor advised that the Village had received two SEQR forms from the Town of Sullivan in regard to the Sleepy Hollow Water District Extension No. 1 and Sleepy Hollow maximum amount to be expended for improvement of facilities. The Board discussed both documents. The Town of Sullivan has advised that they intend to be lead agency for purposes of the SEQR review for this project. Upon the motion made by Trustee Bough Martin, seconded by Trustee Kopp, the Board authorizes the Mayor to sign the documents and return to the Town of Sullivan. The Board recognizes that the Town will be lead agency for purposes of SEQR. All members present voting in favor.

With no further business, meeting adjourned at 10:12 p.m.

Respectfully submitted,

Jill A. Doss

Village Clerk-Treasurer