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Board Minutes - Monthly

Previous Board Minutes

February 12, 2018

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:                              Bill Hunter, Mayor

Board Members Present:   Melissa Kumkey, Dan Blondell, Jeff Linsner

Board Members Absent:     Earl Lincoln

Minutes:                                 The minutes of the meeting of January 12, 2018 were approved upon motion by Trustee Linsner 2nd by Trustee Kumkey.   All members present voted AYE.  Carried. 

Vouchers:                              General, Water and Sewer Vouchers #612 through #695, approved for payment by Trustee Linsner 2nd by Trustee Kumkey.  All members present voting AYE.  Carried.                                                                                                                                   

General Fund =                    $   65,878.77

Water Fund =                        $    5,372.89

Sewer Fund =                       $    7,455.82   

 

Approximately 12 boy scouts and leaders attended this meeting, along with Steve DeHond, Jacob Amidon, Brian Rickerson, Jaylene Folkins and Jim Tears.

 

PRIVILEGE OF THE FLOOR: 

 

Bob Raeman – Hunt Engineers “Inflow and Infiltration Grant”

Bob Raeman, Hunt Engineers, appeared before the Board to discuss the “Inflow and Infiltration Study”.  This is a grant the Village has received from NYS Environmental Facilities Corporation and NYS Department of Environmental Conservation for $50,000. 

 

Mr. Raeman explained to the Board that with this grant, the Village will target certain parts of the Village for flow isolation and televise these areas.  The sewer system will then input the flows and will hope in the future to receive additional grant money for repairs. 

 

Mr. Raeman explained that 50% of the grant money will come upfront and the remaining 50% will come when the grant work is completed.  The Village is required to provide a 20% match, which equals $10,000.  Mr. Raeman explained that this can be done with in kind services from the Village employees who will be working on the grant. 

 

Mr. Raeman handed out the project budget and plan of finance and also the proposed budget for engineering. 

 

After discussion the Board agreed to the following resolutions:

 

Trustee Linsner offered the following resolutions 2nd by Trustee Blondell:

 

Authorization for Representative to Execute Grant Agreement

 

Whereas, the Village of Clifton Springs desires to accept the Inflow and Infiltration Study, Planning Grant #72831:

 

Whereas, the Village of Clifton Springs intends to work Hunt Engineering, Contact Robert Raeman, 4 Commercial Street, Suite 300, Rochester, NY  14614

 

Whereas, the primary purpose of this grant will be for engineering, televising sanitary sewers, flow isolation/measurement with the Village of Clifton Springs employees providing in kind services for flushing the sewers prior to televising, manhole inspection and documentation of defects and use of equipment and manpower.

Meeting of February 12, 2018 continued:

 

NOW, THEREFORE, BE IT:

RESOLVED that the William A. Hunter, Mayor is authorized to execute the Grant Agreement with the NYS Environmental Facilities Corporation and any and all other contracts, documents and instruments necessary to bring about the Project and to fulfill the Village of Clifton Springs  obligations under the Engineering Planning Grant Agreement. 

 

AND

Authorization and Appropriation of Local Match (20% Local Match)

Calculation Tips:

Please note, the minimum local match is 20% of the Grant Award. For example: A project with a grant award of $30,000 requires a 20% local match of $6,000, and must have a minimum total eligible project cost of $36,000.

 

NOW, THEREFORE, BE IT:

RESOLVED that the Village of Clifton Springs authorizes and appropriates a minimum of 20% local match as required by the Engineering Planning Grant Program for the (Planning Grant #72831, Inflow and Infiltration Study project. Under the Engineering Planning Grant Program, this local match must be at least 20% of the grant award of $50,000). The maximum local share appropriated subject to any changes agreed to by the Mayor, William A. Hunter, shall not exceed $10,000. The total estimated maximum project cost is $60,000. The Mayor, William Hunter, may increase this local match through the use of in-kind services without further approval from the Village of Clifton Springs.

 

AND

SEQR Type II Determination

Whereas, 6 NYCRR Section 617.5 (Title 6 of the New York Code of Rules and Regulations) under the State Environmental Quality Review Act (SEQR) provides that certain actions identified in subdivision (c) of that section are not subject to environmental review under the Environmental Conservation Law;

 

NOW, THEREFORE, BE IT:

RESOLVED that the Village of Clifton Springs hereby determines that the proposed engineering report for the Planning Grant #72831, Inflow and Infiltration Study project is a Type II action in accordance with 6 NYCRR Section 617.5(c) (cite specific subparagraph or subparagraphs which apply (18) and/or (21)) which constitutes the (provide quotation of the text of the cited subparagraphs (s) above which apply) and is therefore not subject to review under 6 NYCRR Part 617

 

Mayor Hunter called for a roll call vote, which resulted in:

 

Trustee Linsner voted                     AYE

Trustee Blondell voted                    AYE

Trustee Kumkey voted                    AYE

Trustee Lincoln                                was absent

Mayor Hunter voted                         AYE

 

Mayor Hunter declared the resolution CARRIED.

 

Lucas Smith – proposed Eagle Scout Project

Walking Trail at Village Park

 

Lucas Smith, Boy Scout, appeared before the Board to discuss a possible Eagle Scout project.  Mr. Smith would like to develop a walking trail beginning in the John Fabrizi Park (east side of park); the trail would be 300 feet long, 4 feet wide and 6 inches deep.  Mr. Smith would be starting a trail and hopes other scouts would complete 300 feet or

 

Meeting of February 12, 2018 continued:

 

more at a time to keep the trail going from the east side of the park to the west side of the park. 

 

Mr. Smith discussed using wood chips from the wastewater plant as a base for the trail.  Mayor Hunter was concerned with this idea because this would require maintenance from the Village in the next couple years.  Mr. Smith indicated that Hanson Concrete maybe willing to donate 2 to 2 ½ dump truck loads of stone.  Mr. Smith asked if the Village could haul the stone to reduce the expense of hauling.  Mayor Hunter felt the Village could haul the stone to park.  Trustee Linsner will see if the Village could haul the stone directly to the proposed path.  The Board was unsure about this hauling of stone because of the underground drainage at the park and the time of year the project is proposed, the area may be too wet to drive heavy equipment across. 

 

Mr. Smith indicated a small piece of the project maybe on the hospital property.  Mr. Smith will look into this and if the project is partially on hospital property Mr. Smith will obtain permission from the hospital as well.

 

Mr. Smith has until July 1, 2018 to complete the project, per his scouting regulations.  Mayor Hunter indicated he is concerned there may not be enough time to get this project done to meet the July 1 deadline. 

 

The Board asked Mr. Smith if he had any other projects that he could complete.  Mr. Smith did have a couple other ideas for projects at the park and Trustee Blondell had an idea for a project at the House of John.  Mr. Smith would prefer to do the trail project he is proposing.

 

The Board agreed to allow Mr. Smith to do this walking trail at the park.  Mr. Smith will need to make arrangements with the Scouts to be responsible for trash pick- up at this trail.  The Board agreed that Trustee Jeff Linsner will be the liaison between Mr. Smith and the Village Board. 

 

 

John Steinmetz and Molly Gaudioso – Steinmetz Planning Group

Regarding proposed Zoning code

 

At the Village Board’s request, John Steinmetz and Molly Gaudioso, from Steinmetz Planning Group appeared before the Board. They provided a presentation to introduce the draft zoning code to the Village Board.  Ms. Gaudioso provided the history on how the code update process has progressed since 2013.  Ms. Gaudioso informed the Board this document is still in draft form and would need a local law drafted by the Village Attorney, along with a public hearing, before adoption could occur. 

 

Clerk Reals has emailed this in electronic format to the Village Board, Planning Board and Zoning Board members.  Hard copies were also available on the Board table and in the Village office.

 

Ms. Gaudioso also explained that the proposed code works with the Comprehensive Plan that many people have been working on for some time as well.  The Village Board is waiting for the Town Board to complete the SEQR process and time frame given to the public.  Once the Town Board has completed the SEQR process, then the Village Board can adopt the Comprehensive Plan.  Clerk Reals estimates this may be able to be adopted at the April 9th Board meeting.

 

Mr. Steinmetz and Ms. Gaudioso reviewed the proposed code and answered questions from those present.  Steinmetz Group would like comments and questions by February 26, 2018.  This requires a local law and public hearing, along with SEQR and referral to Ontario County Planning.  Given the items that still need completion, it is possible the public hearing may be at the April 9, 2018 of May 14, 2018 meeting, but this is dependent on everyone being comfortable with proposed code.

 

Meeting of February 12, 2018 continued:

 

CORRESPONDENCES:

 

Draft Zoning Code

Clerk Reals advised members to bring the proposed zoning code with them.  The code has been sent to all members electronically. 

 

Parts of the proposed code were reviewed under privilege of the floor.  Village Board, Planning Board and Zoning Board members should review the code and direct any questions to Steinmetz Group or Trustee Dan Blondell.

 

Draft Code – questions from Steve DeHond, CEO

Email from Steve Dehond, Code Enforcement Officer, with a couple questions on the new code.

 

Steve DeHond, Code Enforcement Officer, addressed the Board. Some of Mr. DeHond questions were answered under privilege of the floor and some of the questions Steinmetz Group will look into.

 

Letter of resignation from Jaylene Folkins – ZBA Chairperson

Letter of resignation from Jaylene Folkins, Zoning Board of Appeals Chairman. 

 

This letter was reviewed and accepted with regrets.  Mayor Hunter thanked Ms. Folkins for her many years of exceptional service.  Ms. Folkins has been instrumental in the update of the Comprehensive Plan and the proposed zoning code.

 

Appointments of Brian Rickerson to ZBA Chairman and

Dan Delpriore as ZBA member

Discussion was held and Trustee Blondell offered a motion to appoint Brian Rickerson to the office of Zoning Board Chairman and to appoint Dan Delpriore to office of Zoning Board member. (Dan Delpriore has been serving as an alternate).  This motion was 2nd by Trustee Linsner.  All members present voting AYE.  Carried.

 

Annual exemption questionnaire from Ontario County

Annual exemption questionnaire from the Ontario County Real Property Tax Office. 

 

Reviewed.  The Board made no changes to the exemptions and dollar amounts offered. 

 

Sewer – Inflow and Infiltration Grant

Carry over from the last meeting:  Letter from NYS EFC that indicates the Village has been awarded a $50,000 grant for the sewer plant for and “Inflow and Infiltration Study”. 

 

Reviewed and accepted under privilege of the floor. 

 

Sewer – Inflow and Infiltration Grant

Carry over from last meeting:  Additional information on the sewer grant that will need to be completed, if the Village is accepting the grant.

 

Reviewed under privilege of the floor.  The Board did accept this grant.

 

Sulphur Springs Festival

Letter from the Sulphur Springs Festival. 

 

Discussion was held.  Board members are unsure who can attend as this is a few months away.

 

Historical Society Agreement

Annual agreement with the Historical Society. No change in the amount the Village gives them for their service.

 

 

Meeting of February 12, 2018 continued:

 

Historical Society Agreement

Copy of the annual agreement between the Village and the Clifton Springs Historical Society.

Trustee Kumkey offered the following resolution 2nd by Trustee Linsner:

WHEREAS, the Village desires to enter into a contract with the Historical Society whereby the Historical Society will furnish such historical privileges to the people of the Village, and

WHEREAS, the Historical Society desires to enter into a contract with the Village to furnish such Historical Society privileges to the people of the Village,

NOW THEREFORE BE IT AGREED AS FOLLOWS:

  1. The Historical Society agrees to furnish Historical Society privileges to the people of the Village for a sum of $3,500 for the year commencing on the 1st day of June 2017, such sum to be paid to the Historical Society after the first day of July 2017 and before the last day of May 2018.

 

  1. In consideration of the furnishings of such Historical Society privileges by the Historical Society, the Village agrees to pay the Historical Society the sum specified in paragraph one at the time so specified.

 

All members present voting AYE.  Carried.

Lisa & Jim Maslyn – Newark agrees to water outside the Village

Copy of an email from the Village of Newark, regarding supplying water to a proposed house and in the near future livestock outside the Village to Jim & Lisa Maslyn at 1703 Pearl Street.

 

Newark is agreeable to allowing water to the proposed Jim & Lisa Maslyn home that they would like to build outside the Village on Pearl Street and also have livestock.

 

2017 Building Department Report

Copy of the 2017 Building Department Report – prepared by Steve DeHond.

 

Reviewed.  The Board finds this information useful and appreciates the report.

 

Training certificate for D. Delpriore

Copy of the certificate of training for Dan Delpriore, ZBA Alternate Member.

 

Reviewed.  The Village appreciates Mr. Delpriore attending the training.

 

Sewer – Inflow and Infiltration Grant

Copy of the project budget and plan of finance, from Bob Raeman, Hunt Engineers.

 

Reviewed and accepted under privilege of the floor.

 

Sewer Plant – SPDES permit – plant will change from 2A to 3A plant

Certified mail that came from NYS Department of Environmental Conservation that shows the SPDES permit for the sewer plant will have a new requirement that includes “disinfect sewage treatment plant effluent”. 

 

This is a very important item.  Adding the disinfection to the sewer plant effluent will change the classification of the plant from a 2A to a 3A.  This change will also require the sewer employees to re-test and obtain a new sewer license with a 3A certification.  Chief Operator Eric Merkley will be working with the DEC on how this process will affect the Village and the two employees with 2A licenses.  Chief Operator Merkley is hopeful that grant money will be available to assist with this change as DEC is mandating the change.

 

Meeting from February 12, 2018 continued:

Sewer - Letter from Clifton Springs Hospital regarding

Violations to the sewer discharge permit

Letter from Clifton Springs Hospital/RGH with their response to the hospital being in violation of the sewer discharge permit on some discharge limits.

 

This letter was reviewed.   Clifton Springs Hospital was also instructed to begin working on a pre-treatment process.  This was not mentioned in the response letter, but the hospital has until March 1, 2018 to respond.  Chief Operator Eric Merkley will continue to follow this.

 

STREET DEPARTMENT: Trustee Kumkey had nothing to report.

 

SEWER DEPARTMENT:   See correspondences and privilege of the floor.

JCB Loader

Re:  Mater Lease Purchase Agreement dated February 7, 2018 between ROC Leasing LLC dba Real Lease (Lessor) and the Village of Clifton Springs (Lessee) and Schedule No. 001 thereto dated as of February 7, 2018.

 

At a duly called meeting of the Governing Board of the Village of Clifton Springs (as defined in the Agreement) held on February 12, 2018 the following resolution was introduced and adopted:

 

BE IT RESOLVED by the Governing Body of the Village of Clifton Springs as follows:

 

1.Determination of Need.  The Village of Clifton Springs has determined that a true and very real need exists for the acquisition of the Equipment described on Exhibit A of Schedule No. 001 to the Master Lease Purchase Agreement dated as of February 7, 2018, between the Village of Clifton Springs (Lessee) and ROC Leasing LLC dba Real Lease (Lessor).

 

2.Approval and Authorization.  The Village of Clifton Springs has determined that the Agreement and Schedule, substantially in the form presented to this meeting, are in the best interests of the Village of Clifton Springs for the acquisition of such equipment, and the Village of Clifton Springs hereby approves the entering into of the Agreement and Schedule by the Village of Clifton Springs and hereby designates and authorizes Mayor William A. Hunter to execute and deliver the Agreement and Schedule on Village of Clifton Springs behalf with such changes thereto as such person(s) deem (s) appropriate, and any related documents, including any Escrow Agreement, necessary to the consummation of the transaction contemplated by the Agreement and Schedule. 

 

Authorized Individual:  William A. Hunter

 

3.Adoption of Resolution. The signatures below from the designated individuals from the ROC Leasing LLC dba Real Lease evidence the adoption by the Village of Clifton Springs of this resolution.

 

Lori A. Reals, Village Clerk/Treasurer

 

WATER DEPARTMENT: Trustee Blondell had nothing to report.

 

ZONING & PLANNING DEPARTMENTS:  See privilege of the floor.

 

FIRE DEPARTMENT: Trustee Linsner reported the following:

 

NYCOM Training

Trustee Linsner and Clerk Reals attended training on January 31, 2018 in Palmyra NY. This training was taught by NYCOM and the primary discussion was on Volunteer Firefighter cancer coverage (Chapter 334 of the Laws of 2017) along with other fire related topics.  Discussion was held on the unknown cost of the required cancer coverage because as of this time no one is offering the coverage, although it will be required as of January 1, 2019. 

Meeting of February 12, 2018 continued:

 

PARK – YOUTH DEPARTMENT:   Nothing was reported.

 

POLICE DEPARTMENT:  Trustee Lincoln was not present.  Chief Upchurch provided the Board with a monthly report for January 2018.

 

MAYOR HUNTER REPORT:  Mayor Hunter’s report was covered thru out the meeting.

 

CLERK REALS REPORT: Clerk Reals provided the Board with fire department report for January, copies of zoning violation letters, payroll worksheets, and trial balances for January, year to date revenue and expenses thru January, bank statements and a spread sheet on solar power thru February 12, 2018.

 

OTHER BUSINESS: 

 

Proposed budget 2018-2019

The Board received the draft budget prior to this meeting.

 

Discussion was held.  This proposed budget increases the tax rate on the Phelps side of the Village by .14/1,000 and increase the tax rate on the Manchester side of the Village by .26/1,000.  The proposed tax rates would be $7.02/1,000 for the Manchester side of the Village and $7.33/1,000 for the Phelps side of the Village.  There is no proposed change in water or sewer charges.  Discussion was held on the proposed budget and changes were made to the water fund and general fund. 

 

Trustee Blondell questioned the need for a new F550 truck in the general fund and why more discussion had not been held this.  That led to discussing the sale of the 2012 F350.

 

Sale of truck to Town of Manchester

Mayor Hunter informed the Board that the Village is intending to sell the 2012 F350 truck in the next fiscal year.  The original plan was to send this truck to auction.  The Town of Manchester has expressed interest in purchasing this truck after June 1, 2018 and has offered $19,500.  A discussion was held and Board members were concerned about selling this truck to the Town of Manchester because some members are concerned this is a conflict of interest because the Village Street Supervisor is now the part time Town Highway Supervisor.  Some Board members were unaware that this appointment by the Town occurred after the January Village Board meeting with no discussion with the Village Board.  The Village Board is not pleased with how this was handled by the Town of Manchester.  After a lengthy discussion motion was made by Trustee Linsner 2nd by Trustee Blondell to sell the 2012 F350 to the Town of Manchester for $19,500.  All members present voting AYE. 

 

Once the truck issue was resolved and the budget was reviewed and questions were answered, motion was made by Trustee Kumkey 2nd by Trustee Linsner to accept this budget as the tentative budget and to hold a public hearing on the proposed budget on March 12, 2017.  All members present voting AYE. 

 

Executive Session

Motion was made by Trustee Linsner 2nd by Trustee Kumkey to enter into executive session to discuss a personnel matter.  No decisions were made in executive session.  Motion was made by Trustee Linsner 2nd by Trustee Kumkey to exit executive session and resume the regular Board meeting.  All members present voting AYE.  Carried.

 

Transfer of Funds

Motion was made by Trustee Linsner 2nd by Trustee Kumkey that Clerk Reals be and she is hereby authorized to transfer funds between the following appropriations as follows:

 

From A5110.2 to A5110.4                             $6,684.33

 

Meeting of February 12, 2018 continued:

 

All members present voting AYE.  Carried.

 

Adjournment

There being no further business to come before the Board, motion made by Trustee Linsner 2nd by Trustee Blondell to adjourn.  All members present voting AYE.  Meeting adjourned at 8:50 p.m.

 

Respectfully submitted,  

 

Lori A. Reals

Clerk/Treasurer   

 

 

 

 

 

 

1 West Main Street
Clifton Springs, NY 14432
(315) 462-5151
Fax number (315) 462-6235
Email: villcs@fltg.net