Board Minutes - Monthly
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Board Minutes - Monthly |
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October
11, 2021 A regular meeting of the
Village Board held on the above date was called to order at 6:00 p.m. at the
Village Hall, 1 West Main Street, Clifton Springs, NY 14432.
Presiding:
Mayor
James Keyes Village
Trustees Present: Bryan Gray, Earl
Lincoln, Jeff Linsner, Brian Rickerson – via web ex Village Trustees Absent: None Also Attending: Street & Water
Supervisor Jason Lannon, Chief Sewer Operator Eric Merkley, Bryan White, Engineer
from Hunt Engineering – via web ex Minutes:
The
minutes of the meeting of September 13,
2021, were approved upon motion by
Trustee Lincoln 2nd by Trustee Linsner. All members present voted AYE. Carried. Vouchers:
General, Water and
Sewer Vouchers #291 through #349 were
approved for payment by Trustee Lincoln 2nd by Trustee Linsner. All members present voting AYE. Carried.
General Fund = $ 38,776.26 Water Fund =
$ 9,336.66 Sewer Fund = $ 25,756.41 Notice
of the web ex meeting was placed on the Village web site, Village sign Board,
Village front door (due to Covid) and THE DAILY MESSENGER was notified. PRIVILEGE OF THE FLOOR:
Jason Lannon – street and water report Jason Lannon, Street & Water Supervisor appeared
before the Board. Street report:
Supervisor Lannon presented to the Board an eight -year equipment
replacement schedule. This evening
Supervisor Lannon was looking to get permission to order a new loader to arrive
in 2022. At this time, with Covid and
shipping delays, it is anticipated the loader will take approximately one year
to arrive. The dealer (Monroe Tractor –
per state bid) has offered a fair price for a trade in, but the Board agreed as
the time draws closer for the new loader to arrive, the Board would like to see
what the loader would bring at an on -line auction. The Village can always refuse the on -line
price, if it is less than the trade in value that is being offered. Motion was made by Trustee Lincoln 2nd
by Trustee Gray to allow Supervisor Lannon to order one new loader, for
delivery in approximately one year. Supervisor Lannon received an email from A.
Prescott, 40 Silver Street, requesting new sidewalk in front of her home. A. Prescott recently found sidewalk there
that had been buried. Supervisor Lannon
has priced this out and estimates it would cost $6,500 for sidewalk to run this
home. Supervisor Lannon feels sidewalk
on Teft Avenue is a priority. The Board
agreed that next year sidewalk on Teft Avenue that needs replacement will be
completed and then the Village will see how much money is left in the sidewalk
budget and then look at the request from 40 Silver Street. The crew is preparing equipment for winter. Water report:
The two above ground water tanks on Pearl Street have been inspected and
reports have been received on each tank.
It is recommended that the tanks be inspected again in five years. There is sediment in the bottom of both
tanks. Supervisor Lannon will get quotes
to remove this. Also, a clamp needs
repair on one of the tanks. Meeting of October 11, 2021 continued: Supervisor Lannon needs Hunt Engineering to look at
a water main configuration on Crane Street.
Supervisor Lannon believes the plan to change the configuration may need
Department of Health approval. Bryan
White, Hunt Engineering was on the meeting via web ex and he will arrange to
meet with Supervisor Lannon. Sewer Plant – disinfection and possible upgrade Bryan White, Engineer from Hunt Engineering was part
of the meeting via web ex and Eric Merkley, Chief Sewer Plant Operator,
appeared before the Board. Mr. White updated the Board on the time frame for
applying for grant money, the deadline is November 22, 2021. The Village completed the SEQRA in 2020, so
the Village is in good shape with that portion.
Mr. White explained the Village will need to
complete the municipality authorizing resolution to apply for the grants, along
with the bond resolution at the November Board
meeting. Clerk Reals explained these processes need
assistance from Bond Counsel and a Financial Advisor. In the past the Village has used Attorney
Timothy McGill and Bernard Donegan Inc.
Clerk Reals will reach out to them and see if a remote meeting can be
arranged to get the processes moving forward.
Mr. White explained that EFC is now allowing up to a
30% contingency, due to the increased costs of material as well as shipping and
receiving problems. If the Village went
with a higher contingency this could protect the Village if costs went well
above where cost are now. The Village
can choose to go with a 10%, 20% or 30% contingency. The Board indicated at this time they would
like to go with a 30% contingency. Bryan White gave a verbal overview of the total of
the two projects. The required
disinfection and the requested headworks improvements are 2.3 million. It is anticipated the Village will receive approximately
700,000 toward disinfection. The Village
will be applying for WIIA and WQIP grants.
The Board asked Mr. White to provide the financial information in
writing. Mr. White agreed to do
that. Mr. White explained that the Village should get
contracts with the Financial Advisor and Bond Counsel as some of these costs
may be covered with grant funds. The final amount of the actual borrowing will be
determined once the Village is notified of grants funds. The Village will proceed with borrowing for
disinfection and headworks, with the understanding that items may be removed
from this project if grant funding is not available. Eric Merkley – sewer updates Lift station near Ashton Place Chief Operator Merkley informed the Board that the
concrete pad has been poured at the lift station. Chief Operator Merkley hopes a building can
be built around the existing lift station in the Spring of 2022. Chief Operator Merkley would like a rolly
door for this proposed building and the estimated cost is $12,000. The building size will be 8 x 12. The grinder pump in the wet well has ben fixed. G.W. Lisk G.W. Lisk had a violation with the violating a discharge
limit. G.W. Lisk has supplied a letter
showing this was by human error and at this time they are following the limits
allowed in the permit. Meeting of October 11, 2021 continued: Violations- fines Chief Operator Merkley informed the Board that he spoke
with the Village of Newark to see what fines they impose to users that violate
discharge permit limits. Newark fines
between $100 and $1,000 per violation per day.
The Board discussed if a fine should be from the time the sample is
taken. The Board agreed going forward
they could set a fine for $100/violation/day, starting with the day the sample
was taken. Chief Operator Merkley
explained that some samples can take 10 days to get results. Clifton Springs Hospital Discharge Permit The Village will be meeting via remote with
representatives from the hospital to discuss the hospital violations and the
hospital getting into compliance with the permit. The hospital is working on setting the
meeting date. DEC would like the
hospital to begin working on pre-treatment with their engineers. This will be part of the discussion with the
hospital. CORRESPONDENCES: Street Department –
proposed equipment replacement schedule Proposed
equipment replacement schedule for the street department with financial
recommendation on how to meet this request. Supervisor
Lannon reviewed this with the Board under privilege of the floor. The Board reviewed the proposal and agreed
that the loader for next year could be ordered thru state bid now. Local Law to amend
Zoning Code to allow for not- for- profit recreation facility Copy
of the proposed local law to amend the zoning code to allow for not-for-profit
recreation facility. The
Board reviewed the proposed local law. This
local law has been approved by the Village Planning Board. This proposed local law was sent to the
County Planning Board, the County
Planning Board did not act on this within the allowed time frame, so they had
no comment, and the Village can legally proceed. RESOLUTION
AUTHORIZING SCHEDULING OF PUBLIC HEARING FOR A PROPOSED LOCAL LAW ENTITLED “A
LOCAL LAW AMENDING CHAPTER 120 (ZONING) OF THE CODE
OF THE VILLAGE OF CLIFTON SPRINGS” WHEREAS, the Village Board of the Village of Clifton Springs,
after due deliberation, finds it in the best interests of the Village to
schedule a public hearing to solicit public comment upon a proposed Local Law
entitled “A Local Law Amending
Chapter 120 (Zoning) of the Code of the Village of Clifton Springs”; and WHEREAS, the Village Board of the Village of Clifton Springs
has reviewed the draft of the aforementioned proposed Local Law attached hereto
as Exhibit “1” and deems it in the best interests of the Village of Clifton
Springs to proceed in accordance with the Code of the Village of Clifton
Springs and the Laws of the State of New York in adopting said Local Law, NOW, THEREFORE, BE IT RESOLVED,
that the Village Clerk be, and she hereby is, directed to schedule a public
hearing to be held on November 8, 2021, at 6:05 p.m. at the Clifton Springs
Village Hall, 1 West Main Street, Clifton Springs, New York; and be it further RESOLVED, that the Village Clerk, be and hereby is, authorized
to forward to the official newspaper of the Village a Notice of Public Hearing
in the form substantially the same as that attached hereto as Exhibit “2”; and
be it further RESOLVED, that the Village Clerk be, and she hereby is, directed
to post a copy of the proposed Local Law on the Village of Clifton Springs sign
board and take any and all other necessary actions to properly bring the
aforementioned Local Law before the Village Board of the Village of Clifton
Springs for its consideration. Meeting of October 11, 2021 continued: I, Lori Reals, Village Clerk of the
Village of Clifton Springs do hereby certify that the aforementioned resolution
was adopted by the Board of Trustees of the Village of Clifton Springs on October
11, 2021 by the following vote:
Aye Nay
James Keyes
X
Earl Lincoln
X
Jeffrey Linsner
X
Bryan Gray
X
Brian Rickerson
X
Dated: October 12,
2021
______________________________
Lori
Reals, Village Clerk/Treasurer SEAL Proposed Short term rentals
and RV law Updated
and final draft of the short-term rentals and RV law. Reviewed. Clerk Reals reminded the Board that if the
Board finds this acceptable, it still requires SEQR, and review by the Village
Planning Board and County Planning Board before a public hearing can be
scheduled. The Board found this proposed
local law acceptable and authorized Clerk Reals to proceed with sending this on
to the Village Planning Board and Ontario County Planning Board. St. John’s Episcopal Church
asking for parking lines on Teft Avenue Letter
from St. John’s Episcopal Church asking for parking lines to be painted on Teft
Avenue, to ensure optimal number of parking spots. Reviewed. The Board agrees that painted parking lines are
a good idea. Chief Upchurch indicated
much of the overflow parking is from FLACRA and Chief Upchurch agrees lines
would help. The Board agreed that the
Village will paint or have lines for parking spaces painted in the area of the Episcopal
Church on Teft Avenue to allow optimal parking spots. Hunt Engineering
contract and staff rates Copy
of the agreement for services from Hunt Engineering, along with their staff
rates. Mayor Keyes is ironing out the
details of the contract with Attorney Graff and Frank Stowell, Insurance
Representative. The
Board reviewed the contract and the comments from Village Attorney Jeff Graff
and the Insurance Representative Frank Stowell at Anderson VanHorne
Agency. Clerk Reals was instructed to
send these comments on to Hunt Engineering and ask for a revised contract. Proposed Fire Contract
with the Town of Manchester. Copy
of the proposed fire district contract with the Town of Manchester. This contract provides an approximate
increase of 2.4% each year for three years.
Reviewed. Motion was made by Trustee Linsner 2nd
by Trustee Lincoln to authorize Mayor Keyes to sign the fire contract. All members present voting AYE. Clerk Reals will inform the Town of
Manchester that the contract is acceptable. Tax Cap override law
filed Letter
from the Department of State that shows Local Law 1-2021 was filed with the
State. Reviewed. Clerk Reals informed the Board that this is
the tax cap override law. Meeting
of October 11, 2021 continued: Thank you note from
Clifton Springs Library for park use Thank
you note from the Clifton Springs Library for use of the park to celebrate
their 125th anniversary celebration. Reviewed
and appreciated. Hunt Engineering
contract and comments from the Attorney and Insurance
Company Hunt
Contract, comments from the Insurance Company and Attorney Graff. Attorney
Graff advises that the Village Board decide what updates they want to the
contract, based on these comments. The
contract was included in the correspondence earlier in the meeting. The
Board reviewed the contract and the comments from Village Attorney Jeff Graff
and the Insurance Representative Frank Stowell at Anderson VanHorne
Agency. Clerk Reals was instructed to
send these comments on to Hunt Engineering and ask for a revised contract. STREET
DEPARTMENT: This report
was covered under privilege of the floor. WATER
DEPARTMENT: This report was covered under
privilege of the floor. SEWER DEPARTMENT: Trustee Rickerson report was covered under
privilege of the floor and correspondences. ZONING &
PLANNING DEPARTMENTS: Trustee
Gray had nothing to report. FIRE DEPARTMENT: Trustee Lincoln
reported the following: Concern about call on
Crane Street Trustee
Lincoln was concerned that there was a fire call on Crane Street, during the
day, and no volunteers were available to respond. Trustee Linsner was aware of this and
understands that during the day the department has limited volunteers, like
many Volunteer Fire Departments around the Village. Mayor Keyes agreed to reach out to G.W. Lisk
Company Inc. and inquire if employees there could become volunteer fire
fighters and have availability during the day to respond. In the past G.W. Lisk Inc. has been
exceptional about allowing this. PARK
– YOUTH DEPARTMENT: Trustee Rickerson reported the following: Rails to Trails Trustee Rickerson reported that the Rails to Trails
that has been being discussed along the Lehigh Valley railway will not be going
forward as at least one property owner will not give up their rights and
members of the committee do not feel that they can safely proceed at this
time. SOCIAL MEDIA: Nothing was reported.
POLICE DEPARTMENT: Trustee Gray reported the following: Health insurance
agreement with Chief Upchurch Discussion
was held on an agreement at the time of separation from full time work to part
time work for Chief Upchurch. Trustee
Gray informed the Board that an agreement had been reached with a former Police
Chief at his retirement that allowed him to give up his accumulated sick days
in exchange for a portion of health insurance coverage for a five-year
period. Attorney Graff has reviewed the
former agreement and, in his opinion, this former contract is not binding. Meeting
of October 11, 2021 continued: Trustee
Rickerson indicated the County offers a similar option for retirees. Chief Upchurch stated that this was a past
practice. Trustee Gray would like to get
something in
place, so the Village has a clear path going forward. Currently Chief Upchurch does not have enough
accumulated sick days to cover a five-year period, at the current amount the
Village pays toward a family policy, which is $9,500 annually. Chief Upchurch is not looking for a gift of
insurance in exchange for his sick time.
Chief Upchurch understands if his accumulated sick time covers 4 years
than that is acceptable to him. Mayor
Keyes stated that is hard to ignore this past precedent. The Board members present agreed. Motion was made by Trustee Lincoln 2nd
by Trustee Linsner to apply the $9,500 per year that is currently allotted for
family health insurance in exchange for the unused accumulated sick time of
Chief Scott Upchurch, so his accumulated time does not exceed the dollar value
that his sick time is equivalent too.
The Board understands this final value cannot be calculated until the
end of May 2022 when Chief Upchurch intends to retire from full time work. All present voting AYE. MAYOR KEYES REPORT: Mayor Keyes reported the following: Parking on
Pleasant Street between Coulter Road and Dewey Avenue Village resident M. Gilman has reached out to the Village Clerk and Mayor
Keyes regarding school buses having a challenging time on Pleasant Street
because of parked cars and difficulty for buses at the intersection of Dewey Avenue and
Coulter Road. Chief Upchurch said he would go and observe the area. CLERK REALS REPORT: Clerk Reals
provided the Board members a copy of the abstracts thru September and year to
date revenue and expenses thru September and bank statement for September. OTHER
BUSINESS: Boot Allowance Chief
Sewer Operator Eric Merkley would like the Board to consider a boot allowance
of $250 annually for DPW and sewer plant employees. The Board members present thought this dollar
amount seemed high. Clerk Reals was
asked to see what other municipalities around the Village offer for a boot
allowance. Court
Audit Clerk
Reals reminded the Board that the court audit needs to be completed. Trustee Linsner intends to work with the
court clerk to get this accomplished. Adjournment There
being no further business to come before the Board, motion made by Trustee Lincoln
2nd by Trustee Linsner to adjourn. All
members present voting AYE. Meeting
adjourned at 7:35 p.m. Respectfully submitted,
Lori
A. Reals Clerk/Treasurer |
