Village Board

Village Board Meeting Minutes of December 4, 2018 Present: Mayor Lee, Trustees Zabelny, Fowler, Gates, Speer Village Manager/Clerk Shari Pearce Village Treasurer Maryalice Edwards DPW Superintendent Mike McHenry Code Enforcement Officer Mike Lissow Deputy Clerk, Amy Harter Guests: Linda Viney Mayor Lee called the meeting to order at 5 p.m. with the pledge of allegiance followed by a moment of silence. Recreation Report Tom Venniro reported their department has two recently hired, full time employees. Kathleen Laskey and Dustin Young. Tree Lighting: The event was a success; Tom thanked the Village Board and the staff for their efforts. Code Enforcement Resolution: to authorize up to six members of the Zoning Board of Appeals to attend the NYPF Conference, April 28th through April 30th at a cost not to exceed $550 plus meals and travel. Motion made by Trustee Gates, seconded by Trustee Zabelny. Carried unanimously, 5-0. Storm water: Mike Lissow and Mike McHenry attending the final meeting with the group that has been working on the erosion/flooding issues on Salmon Creek behind Village II Apartments. The engineering firm presented more models of potential flood scenarios as well as erosion control options. It was decided a meeting with Monroe County Soil and Water has been scheduled to discuss funding options for potential projects. They expect a detailed report from the Engineering Company soon. Once this is received it will be presented to the Board. Clean Energy: Mike attended the Commercial Energy Code class, this is one of the requirements to become a clean energy designation community. Shari Pearce reported there is a question on one item of the benchmarking. She is working with her contact to clarify the issue. 3 Leith Lane: This property recently sold. Mike met with the new owner, Curt Christian. The building is expected to be converted to a residential duplex with a newly constructed detached garage. This is a permitted use in the PRD-S district. 1  Treasurers Report Resolution: To amend the 2018-19 budget as follows: Increase State Retirement expense and decrease contingency. Motion made by Trustee Fowler, seconded by Trustee Zabelny. Carried unanimously, 5-0. Increase expense A9010.40 $7,534 Decrease expense A1990.40 ( $7,534) Resolution: Re-appropriate $63,500 from 2017-18 budget and amend the 2018-19 budget for the Community Center electric upgrades, these funds are coming from the electric fund. Motion made by Trustee Speer, seconded by Trustee Zabelny. Carried unanimously, 5-0. Resolution: To amend the budget to accept the change order costs for the Community Center electric upgrades as follows: Hewitt Young $4,227.07 and RG&E $3,281.27, for a total of $7,508.34. Motion made by Trustee Zabelny, seconded by Trustee Gates. Carried unanimously, 5-0. Resolution: To amend the 2018-19 budget to record donations for the historian office and deposit into the historian savings account. Motion made by Trustee Gates, seconded by Trustee Fowler. Carried unanimously, 5-0. Increase revenue A2705 $100 Resolution: To amend the 2018-19 budget as follows: Increase expense for the Ingham Room floor and decrease contingency. Motion made by Trustee Fowler, seconded by Trustee Speer. Carried unanimously, 5-0. Increase expense A11620.20 $5,149 Decrease expense A1990.40 ($5,149) Resolution: Re-appropriate $20,000 from 2017-18 budget and amend the 2018-19 budget for the master plan. Motion made by Trustee Speer, seconded by Trustee Gates. Carried unanimously, 5-0. Resolution: In accordance with Section 802 (A) (4) of the Employee Handbook for health insurance, the Village Board hereby establishes that for calendar year 2019, the Village of Hilton will contribute 80% of the annual deductible amount for active full time employees. The Treasurer is authorized to deposit the Village’s share into the employee’s health saving accounts according to the following schedule: Within the first week of January the employees shall receive a pro-rated share for the months of January through May 31st; within the first week of June, the employees shall receive the balance of the Village’s contribution. Motion made by Trustee Speer, seconded by Trustee Zabelny. Carried unanimously, 5-0. 2  Superintendent Report Employee Raise: Mike McHenry is recommending to increase the pay of his employee Andy Steiger as he has successfully completed his third year of employment. Mike stated Andy is an excellent employee that is dedicated and hardworking. Mike feels Andy has a long future with the Village and is most deserving of a raise of $1.00 per hour. Resolution: to increase the wage of Andrew Steiger to $19.00 per hour based on his excellent work record and the completion of his third year with the Village of Hilton. Motion made by Trustee Fowler, seconded by Trustee Speer. Carried unanimously, 5-0. Jennejahn Lodge: Mike is seeking authorization to solicit bids for the Jennejahn Lodge expansion and renovation project. The bid opening will be January 10, 2019. Resolution to authorize the DPW Superintendent to solicit bids for the Jennejahn Lodge expansion. Motion made by Trustee Fowler, seconded by Trustee Speer. Carried unanimously, 5-0. Managers' Report Resolution to close the DPW and Village Office on December 14th at 1:15 p.m. for a safety meeting. Motion made by Trustee Fowler, seconded by Trustee Zabelny. Carried unanimously 5-0. Resolution to authorize the Treasurer to renew a 90 day CD at Canandaigua National Bank at a rate of 2.05% for $695,000. Motion made by Trustee Gates, seconded by Trustee Fowler. Carried unanimously, 5-0. Resolution to approve the 2019 Holiday schedule. Motion made by Trustee Fowler, seconded by Trustee Gates. Carried unanimously, 5-0. The schedule is posted at the end of these minutes. Electric prices: NOCO advised Shari Pearce that electric rates have increased by 33%, Shari explained there is an option to make one change in a twelve month period. Currently, the village is on the variable plan and historically has been the better of the two options. The board discussed this and agreed to switch to a fixed rate for a six month contract. Shari will confirm the exact duration for the contract. Resolution to enter into a six month contract with NOCO for electric, with the fixed rate of .0546/kw and to consider the options at the end of the contract. Motion made by Trustee Speer, seconded by Trustee Zabelny. Carried unanimously, 5-0. 3 Flooring: The Ingham Room floor was recently replaced with a no wax vinyl product. Currently, our floors are all hand mopped. This is a large task since this room is nearly 3,000 square feet. Shari and Mike McHenry met with a rep from Regional Distributors and our staff is scheduled to demonstrate a 20" walk behind floor machine. This has a universal brush that will clean tile, vinyl and hardwood. The quote for this machine is $4,035.54. Shari is recommending purchasing the unit if the team agrees that it works well. If it does not meet their needs, more machines will be reviewed. Resolution to authorize the Village Manager to purchase a floor machine for the community center at a cost not to exceed $4,035.54. The money is to be taken out of the contingency account. Motion made by Trustee Gates, seconded by Trustee Speer. Carried unanimously, 5-0. Recreation Office: A quote to replace the carpet in room 106 has been obtained for $4,493.24. This money would need to be taken out of the contingency fund. The director's office will not receive carpet per his request, he prefers to remove the carpet and have only the existing hardwood floor. Shari explained the office has an abundance of electric cords for their computers, the board agreed they will be responsible to dismantle and reassemble their own equipment during the carpet installation. Resolution to authorize the Village Manager to purchase new carpeting for the Recreation Office, room 106 at a cost not to exceed $4,493.24. The money is to be taken out of the contingency account. Motion made by Trustee Fowler, seconded by Trustee Zabelny. Carried unanimously, 5-0. Resolution to establish a policy for energy benchmarking requirements for the Village of Hilton’s Municipal Buildings as part of a designation to become a Clean Energy Community. Motion made by Trustee Speer, seconded by Trustee Fowler. Carried unanimously, 5-0. Gift: Mayor Lee suggests providing a gift card to each Village employee for Tops Market. This is in compliance with the Village of Hilton gift policy. Resolution to authorize the Village Manager to purchase a $25 gift card for each employee, there are 39 employees at a cost of $975. Motion made by Trustee Gates, seconded by Trustee Zabelny. Carried unanimously, 5-0. Master Plan: The board discussed and agreed to set up a meeting with MRB Group to discuss a possible proposal to create a Master Plan for the Village. Shari will set up a meeting on December 18th at 5 p.m. Public Forum Mayor Lee opened the public hearing at 6 p.m. With no one wishing to speak to the board; the Public Forum was promptly closed. 4  Vouchers Motion to approve the vouchers with the following additions: Jackson Welding $320.00, NYS Floodplain & Stormwater $30.00, Rachael B Cupcakes $600.00, SGM Co. $30.00, Tops $27.39. Motion made by Trustee Speer , seconded by Trustee Fowler . Carried unanimously, 5-0. Prepaid $ 8,516.62 T&A $ 25,748.56 General $234,175.76 Water $ 57,025.27 Sewer $ 34,462.04 Capital $ 5,993.01 Total $ 365,291.26 Minutes Trustee Fowler made the motion to approve the October 23, 2018 and the November 6, 2018 minutes as presented, seconded by Trustee Speer. Carried unanimously 5-0. Discussion Apple Fest: The Committee is seeking authorization to use the Community Center building and grounds October 5th and 6th for 2019 Apple Festival. Resolution to authorize use of the Community Center building and grounds to include up to 4 days before and after the event for preparation and clean up. Motion made by Trustee Speer, seconded by Trustee Zabelny. Carried unanimously 5-0. Adjournment There being no further business, Trustee Fowler made a motion to adjourn the meeting at 6:45 p.m., seconded by Trustee Speer. Carried unanimously 5-0. Respectfully Submitted, Amy Harter, Deputy Clerk 5 6 7 8 9  Village of Hilton ‐Holidays 2019 Holiday All Departments Closed Refuse & Recycling New Year’s Day Tuesday, January 1, 2019 Wednesday, January 2, 2019 Martin L. King Monday, January 21st Tuesday, January 22nd Presidents Day Monday, February 18th Tuesday, February 19th Good Friday Friday, April 19th Not Applicable Memorial Day Monday, May 27th Tuesday, May 28th Wednesday, July 3rd Independence Day Thursday, July 4th Friday, July 5th Labor Day Monday, September 2nd Tuesday, September 3rd Columbus Day Monday, October 14th Tuesday, October 15th Veterans Day Monday, November 11th Tuesday, November 12th Thanksgiving Thursday, November 28th Wednesday, Nov 27th Friday, November 29th Not Applicable Thursday, December 26th Christmas Wednesday, December 25th New Year’s Day 2020 Wednesday, January 1, 2020 Thursday, January 2, 2020 10