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Village of Aurora Board of Trustees Regular and Organizational Meeting Minutes April 20, 2016
Meeting held at the Aurora Firehouse Meeting Room at 7:00 pm
Present: Mayor Bonnie Bennett, Trustees Grace Bates, Janet Murphy, Alan Ominsky, and Kit Van Orman
Others Present: Village Clerk Ann Balloni, Village Treasurer Deborah Brooks, Village DPW assistant Michael White, Village Historian Dr. Linda Schwab, Planning Board member Pat Foser, Zoning Board of Appeals members Karen Hindenlang & Laura Holland, Cayuga County Health Department representative Andrea Simmons, and local residents David Brooks, Kay Burkett, G. Alan Clugston, Kathy DeForest, Jeanne Herst, Linda Kabelac, Louise Rossman, and Ellen Schaffer
Call to Order: Mayor Bennett called the meeting to order at 7:02 pm and all rose for the Pledge of Allegiance
Changes to the Agenda:The Standard Workday Reporting Resolution is included with the Annual Organizational meeting resolutions.
Approval of Minutes: On motion by TrusteeOminsky, seconded by Trustee Van Orman, the Village Board voted to approve the March 16,2016 meeting minutes.
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Announcements
Mayor: Ms. Bennett received correspondence from NY State Assemblyman Gary Finch that the village is receiving additional Consolidated Local Street and Highway Improvement Program (CHIPS) funding through the Pave New York campaign.
Mayor Bennett also reported on a letter from the New York Conference of Mayors (NYCOM) criticizing the increase in unfunded mandates on local municipalities in the recently passed budget.
Mayor Bennett read a letter from village resident Kevin Van Orman requesting that the village ensure that during the Lafayette St renovations, that all heavy equipment is kept off of Court St and parked in the lot off of Sherwood owned by the Inns of Aurora.
Clerk: Ms. Balloni informed the trustees that included in their packets is a letter from Kathy Almeer expressing concern over the possibility of an apartment building, proposed by Robert Jetty, off of Court St extension and a thank you letter from the Cayuga Lake Watershed Network acknowledging the Village’s financial support.
Ms. Balloni also reminded the board that the upcoming Village Association dinner is April 26th and the topic is the heroin problem in Cayuga County. Trustee Bates is attending.
Visitor Recognition
Cayuga County Director of Community Health Services, Andrea Simmons, gave a presentation on the Zika Virus which is transmitted via mosquitos. The type of mosquito that carries the Zika virus has not made its way to the US yet, but has traveled as far north as Puerto Rico.
The virus is confirmed to cause birth defects and pregnant women in the United States are cautioned against traveling to areas with significant outbreaks, mainly in Central and South America as well as Puerto Rico. Ms. Simmons reminded those present that any standing water areas (birdbaths, wheelbarrows, old tires, etc) are breeding grounds for mosquitos.
Ms. Simmons distributed literature and recommended accessing the New York State Department of Health website (help.ny.gov) or the Center for Disease Control website (cdc.gov) for more information.
(Kabelac, Herst, Schaffer, DeForest, Rossmann, Burkett, Simons left 7:35 PM)
Treasurer’s Report: On motion by Trustee Ominsky, seconded by Trustee Bates, the village board voted to accept the February and March treasurer’s reports.
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Budget Modifications
General: On motion by Trustee Van Orman, seconded by Trustee Ominsky, the Village Board voted to accept the Budget Modifications in the General Fund.
$19.39 From: A1410.2 Clerk/Treasurer Equipment
To: A1410.4 Clerk/Treasurer Contractual
$240.19 From: A1460.1 Records Management Personal Services
To: A1420.4 Law – Contractual
$202.18 From: A1620.45 Fuel Oil – Contractual
To: A1620.42 Buildings – Water/Sewer
$410.18 From: A5110.21 Street Maintenance - Sidewalks
To: A5110.4 Street Maintenance – Contractual
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Sewer: On motion by TrusteeMurphy, seconded by Trustee Ominsky, the Village Board voted to approve the Budget Modifications in the Sewer Fund.
$380.13 From: G8120.4 Sanitary Sewers – Contractual
To: G8120.2 Sanitary Sewers - Equipment
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Bills
General: On motion by Trustee Van Orman, seconded by Trustee Ominsky, the Village Board voted to approve the General Fund Abstract #11 for payment.
Voucher #404-409, 411-420, 422-425, 427, 428, 430, 431, 433-435, 437, and 438
Total: $14,274.13
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Water: On motion by Trustee Ominsky, seconded by TrusteeVan Orman, the Village Board voted to approve the Water Fund Abstract #11 for payment.
Voucher #416, 418, 423, 432, 434, and 436
Total: $3,640.78
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Sewer: On motion by Trustee Ominsky, seconded by Trustee Van Orman, the Village Board voted to approve the Sewer Fund Abstract #11 for payment.
Voucher #404-406, 408, 410, 417, 418, 421, 422, 426, 429, and 432-434
Total: $4,051.85
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Committee Reports
Code Officer: No report
Historian (see attached): Dr. Schwab reported on her documentation of tech built houses in Aurora, two queries, two accessions, and gave an update on her interns’ progress.
Buildings and Grounds: Trustee Ominsky reported that he installed a security camera at the village office front door which allows office personnel to view the area via office computers.
Parks and Recreation: Trustee Murphy reported that she and Carolyn Connors have set the dates for the summer swim program (June 27 – August 21) and they are accepting applications for lifeguards.
A basketball hoop has been found at WWTP and will be placed at the dock for swim program.
Ms. Murphy also reported that she spoke with the Merry-Go-Round children’s theatre program and they are interested in performing in Aurora again this summer. As the group performed at Aurorafest last year, and currently there is not an Aurorafest committee in place, discussion ensued regarding when/where to schedule them and if other nonprofits could help offset the costs.
Ms. Murphy further reported that May 7th is designated as Love Your Park day and festivities are planned at Long Point State Park from 10:00am-2:00pm.
Streets and Public Safety: Trustee Van Orman notified NYSEG of two burned out streetlights.
Mayor Bennett informed the Board that the Lafayette Street Project has been postponed until the Fall of 2016. Ms. Brooks questioned what happened to the Memorandum of Understanding Agreement stating this project would be completed by July 2016. Mayor Bennett replied that the MOU would have to be amended.
Clerk Balloni informed the Board of an email from Bettina Arleo regarding the theft of their “no parking” sawhorse sign from their driveway.
Water and Sewer:Mayor Bennett informed the board that she and Village Attorney, Tom Blair, met with Assemblyman Finch to reviewlocalissues and discussed waterplanning. Trustee Van Orman questioned whether the Village would be eligible for the NYS Water Infrastructure Program. Mayor Bennett explain the process to qualify for funding. She added that Superintendent Wilmot has told her the Village doesn’t have enough points to get the loan.
Old Business
Public Hearing on the 2016-2017 Village Budgets
Mayor Bennett reminded those present that the public hearing was opened at the March 16, 2016 village board meeting and was kept open to allow for any additional public comment.
Ms. Bennett asked if there were any comments from the public and there were none.
On motion by Trustee Van Orman, seconded by Trustee Ominsky, the village board voted to close the public hearing at 8:05 pm
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB Resolution #16-10: Adoption of the 2016-2017 Village Budgets
WHEREAS: The Village of Aurora is mandated by New York State to adopt budgets each fiscal year; and
WHEREAS: The Village of Aurora Board of Trustees reviewed the 2016-2017 budgets in preparation for the adoption; and
WHEREAS: The Village of Aurora held a public hearing for consideration of the 2016-2017 village budgets on March 16, 2016 and continued the public hearing at the April 20, 2016 regular meeting;
NOW THEREFORE BE IT RESOLVED: that the Village of Aurora Board of Trustees adopt the 2016-2017 budgets with a tax rate set at $2.45/1000 assessment.
FIRST: Trustee Van Orman
SECOND: Trustee Ominsky
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Carried unanimously.
New Business
Painting bids for the firehouse: Village DPW assistant, Mike White, presented bids from 4 companies to paint the doors and trim around the outside of the firehouse. Duthie Painting submitted a bid of $8,850.00 that included two coats of paint. The three alternate bids ranged from $5,490.00 - $8,900.00 and included one coat of paint.
Harriger Painting - $8,368.00
Perfect Painters Heritage Builders, Inc - $8,900.00 (an additional $4,200.00 for two coats)
Pinkney & Pinkney - $5,490.00 (an additional $4,300.00 for two coats)
On motion by Trustee Bates, seconded by Trustee Ominsky, the village board voted to accept a bid of $8,850.00 from Duthie Painting to paint the outside doors and trim around the firehouse.
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Ethics Policy Update (see attached): On motion by Trustee Ominsky, seconded by Trustee Bates, the village board voted to update the 1971 Ethics Policy.
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Mayor Bennett remarked that the Village board should work toward updating policies and procedures throughout the year.
Zoning Amendment meetings: Mayor Bennett suggested scheduling work sessions for the village board to review recommended changes to the 2008 zoning law. Ms. Bennett also discussed holding public meetings to present ideas on issues such as housing with a follow up meeting for public comment.
The village board decided on the second and fourth Thursdays in May (12th & 26th) and June (9th & 23rd) at 7:00 pm in the Aurora Firehouse meeting room for the work sessions.
May Village Association Dinner: Mayor Bennett reminded the village board that Aurora hosts the May village association dinner it is scheduled for May 31st at the Aurora Inn. The speaker is TBD.
Adjournment: On motion by Trustee Bates, seconded by Trustee Murphy, the village board voted to adjourn the regular meeting at 8:44pm.
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
Village Board of Trustees Annual Organizational Meeting
Call to Order: Mayor Bennett called the Organizational Meeting to order at 8:45 pm.
Board Appointments
On motion by Trustee Bates, seconded by Trustee Ominsky, the village board approved the following appointments:
Annual
Deputy Mayor: Janet Murphy
Clerk/Tax Collector: Ann Balloni
Deputy Clerk/Treasurer: Deborah Brooks
Code/Zoning Officer: Patrick Doyle
Village Attorney: Thomas Blair
Village Historian: Dr. Linda Schwab
Five Year Term
Community Preservation Panel: Claire Morehouse
Planning Board: Pat Bianconi
Zoning Board of Appeals: Laura Holland
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously
VB RESOLUTION NO. 16-11
DESIGNATION OF OFFICIAL NEWSPAPER
BE IT RESOLVED that The Citizen is hereby designated to be the official newspaper of the Village of Aurora.
BE IT ALSO RESOLVED that this resolution shall take effect immediately.
Motion moved by Trustee Van Orman
Seconded by Trustee Ominsky
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB RESOLUTION NO. 16-12
DATES OF REGULAR and SPECIAL MEETINGS
WHEREAS; the Open Meetings Law requires that the news media and public must have at least 72 hours notice prior to the holding of any regularly scheduled meeting [Public Officers Law 104(1)]. This can be accomplished by notifying the public and the news media of each specified meeting. Alternatively, the board may authorize the clerk to send a single letter to the news media, with a corresponding public posting of a notice indicating the schedule of the regular board meetings, as adopted by the board of trustees at the organizational meeting. This notice to both the news media and the public should state the dates of the meetings, the place of the meetings, and the times at which the meetings will be held, and
WHEREAS; no state law prescribes the number of frequency of meetings which must be held by a board of trustees. The board of trustees decides, by resolution adopted at the organizational meeting, when they will meet, and also,
WHEREAS; no state law prescribes the procedure for calling or holding a special meeting of the board of trustees. There is often confusion as to who can call, or require a special meeting. With regard to special meetings, the Open Meetings Law requires that notice be given to the news media and to the public as soon as practicable after the calling of the special meeting. See Public Officers Law 104(2), and
WHEREAS; notice requirements to village officials are not stated in stature, but case law has indicated that any notice procedure adopted must be reasonably calculated to ensure that all members of the board of trustees have notice of the meeting. This may be accomplished by having the village clerk contact each member individually, or by having individual trustees contact other trustees by letter, phone, or personally. In adopting such rules, it is wise to remember that in some emergency situations it may be necessary to call a special meeting on quite short notice. Thus, the procedure should be flexible, without any provisions which might delay the meeting. Thus, a mailing is usually not a good method of calling a special meeting, and
BE IT RESOLVED that the Board of Trustees of the Village of Aurora shall meet on the third (3rd) Wednesday of the month at 7:00 PM in the Firehouse Meeting Room. Notification of a change in date, time or place shall be timely.
BE IT ALSO RESOLVED that Special Meetings of the Aurora Board of Trustees of the Village of Aurora may be called by the Mayor or by the Clerk upon request of two members of the Board. If called by the Clerk, the Mayor, the remaining Board Members and the Public shall be given three (3) days notice unless an emergency exists, in which case notice shall be given as early as possible.
BE IT FURTHER RESOLVED, that the Organizational Meeting for 2017 shall be held on the third Wednesday in April (April 19, 2017).
Moved by Trustee Ominsky
Seconded by Trustee Van Orman
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB RESOLUTION NO. 16-13
RULES and PROCEDURES
BE IT RESOLVED that the meetings of the Board of Trustees of the Village of Aurora shall be governed by Roberts’ Rules of Order.
Moved by Trustee Van Orman
Seconded by Trustee Murphy
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB RESOLUTION NO. 16-14
PROCUREMENT POLICY
BE IT RESOLVED that the Board of Trustees continue the Procurement Policy which was adopted on August 19, 2015.
Motion Moved by Trustee Ominsky
Seconded by Trustee Murphy
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB RESOLUTION NO. 16-15
ADVANCED 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 credit card claims so as not to incur penalty fees, and
WHEREAS, all such claims shall be presented at the next regular meeting for audit, and
WHEREAS, the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees.
NOW, THEREFORE BE IT RESOLVED:
Section 1: that the Board of Trustees authorizes payment in advance of audit or claims for public utility services, postage, freight and express charges and all such claims shall be presented at the next regular meeting for audit and the claimant and officer incurring or approving the same shall be jointly and severally liable for any amount disallowed by the Board of Trustees.
Section 2: that this resolution shall take effect immediately.
Motion made by TrusteeOminsky
Seconded by Trustee Bates
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB RESOLUTION 16-16
MILEAGE ALLOWANCE
WHEREAS, the Board of Trustees has determined to pay a fixed rate for mileage as reimbursement to officers and employees of the Village who use their personal automobiles while performing their official duties on behalf of the Village;
NOW THEREFORE BE IT RESOLVED,
Section 1. that the Board of Trustees shall approve reimbursement to such officers and employees at the current IRS rate per mile.
Section 2. That this resolution shall take effect immediately.
Motion made by Trustee Van Orman
Seconded by Trustee Bates
AYES: Bennett, Bates, Murphy, Ominsky, and Van Orman
NAYS: None
Motion carried unanimously.
VB RESOLUTION NO. 16-17
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 Conference of Mayors and Fall Training School for fiscal officers and municipal clerks; c) County Association Meetings; d) Annual Meetings; e) Training Schools, and f) etc.
WHEREAS, it is determined by the Board of Trustees that attendance by certain municipal officials and employees at one or more of these meetings, conferences or schools, benefits the municipality.