Village Board

Village Board Meeting Minutes January 8, 2019 Present: Mayor Lee, Trustees Zabelny, Fowler, Speer Village Manager/Clerk Shari Pearce Village Treasurer Maryalice Edwards DPW Superintendent Mike McHenry Code Enforcement Officer Mike Lissow Deputy Clerk, Amy Harter Absent: Trustee Gates Guests: Dave Willard, Shaun Logue MRB Group Mayor Lee called the meeting to order at 5 p.m. with the pledge of allegiance followed by a moment of silence. Comprehensive Plan Dave Willard and Shaun Logue were present to discuss the proposal provided to the Board. The proposal contains a complete project overview including the outline of the issues to consider and the scope of services. Trustee Zabelny asked how specific the questions are to the community. Shaun answered that formulated questions, question/answer style, will be addressed at a kick off meeting. Comments will also be solicited. The length of the survey is expected to be approximately 12 questions. Trustee Fowler questioned why future development is on the list since the Village is 100% built out. Shaun explained it needs to be included if there were to be annexation in the future. 1 Trustee Speer noted the cost of the proposal is higher than he expected and questioned how it can it be reduced? Shaun Logue answered there are items that can be removed from the scope, including SEQR. Mike McHenry stated the advantage MRB Group has of being privy to our infrastructure information should pare down the costs. Shaun and Dave agreed. GIS mapping can be reviewed for the amount of hours that they will need to figure in. Shaun will resubmit the fee schedule with each individual allocation of costs. It is possible to structure the payments based on phases. Our staff can take on organization and administrative time allocation which would also reduce costs. The board will meet 1/15 at 4 p.m. Recreation Report Tom Venniro was not present and no report was provided. Code Enforcement ZBA: There is no formal business for January, therefore the meeting is cancelled. Salmon Creek erosion study from the Conservancy info should be provided to the Village by February. Building Department: Mike Lissow reported there are three businesses expected to begin reconstruction including M & T Bank consisting of an interior remodel and exterior handicap ramp, McDonald's Restaurant, exterior remodel, and CVS is expanding their interior pharmacy. Complaints: Mike explained there are complaints from residents about their neighbors (property maintenance) they wish to remain anonymous. This has caused issues in our office with FOIL requirements. A letter from Mike McHenry and Mike Lissow detailing property maintenance violations was sent to a homeowner; it escalated within the neighborhood and resulted in involvement of the sheriff's department. Mike Lissow explained that the Village of Brockport offers an online complaint form that requires the complainant's contact information. This has dropped the amount of complaints dramatically. A policy will be drawn up for the board to review. Treasurers Report Audit Findings: Maryalice Edwards spoke about the audit findings. Payroll software: Maryalice reported that upgrades are necessary for the payroll software; this will be an item in the upcoming budget. Superintendent Report Electric Service: Mike McHenry reported RGE is scheduled to connect the power wires to the transformers, allowing the electric contractor to complete the new connection. This work is planned for February 18th, which is President’s Day. The majority of the Community Center occupants will not be in the building that day. 2 Jennejahn Lodge project: There are 5 potential bidders for the remodeling project; bids will be opened on January 10th. A special Village Board meeting will be held on January 15th at 4 p.m. to review and award the contract. The schedule for the work is 90 days, and is not flexible. DPW Personnel: Mike provided the board with the labor distribution break down of 2018 work load. Water: There have been approximately 40 work orders regarding water readings and meter replacements in December. Shari Pearce and Mike McHenry both commented that Debbie Jones has done an excellent job following up on necessary readings. Managers' Report Historian: Shari Pearce is reconsidering the location for the extra display Dave Crumb requested. Shari and Keith Brown evaluated a recessed area near the Ingham Room where lockers were previously. Shari noted the suggested area for the main entrance is congested. There is no objection from the board to make the change. Clean Energy: Shari reported that the last action (10% reduction in emissions at the Community Center) item is still open. Her contact, Matt Halladay, feels it should not be an issue and will keep the board updated when the information is verified. Shared Services: Monroe County has requested that the Village submits a Municipal Savings Report to them by January 14th. There is a meeting scheduled on 1/17 for all municipalities, Mayor Lee and Mike McHenry will be attending the meeting. Recreation commission: There is a vacancy on the commission for a Village representative. There have been no applications. Shari has asked if anyone has a recommendation, please let her or Tom Venniro know. Special Election: The Village election to fill the term vacated by Craig Burritt for one year will be held on March 19th. Petitions are due to the County Board of Elections on February 12th. Budget Meetings: Shari is recommending two meetings to discuss the 2019-2020 budget to be held on March 14th and March 19th at 5:15 p.m. Due to voting at the Hilton Community Center, the March 19th meeting will be held at the Hilton Fire Department, 120 Old Hojack Lane. Resolution to authorize the Manager to advertise two Village Board meetings March 14th and March 19th at 5:15 p.m. to review the proposed budget. Motion made by Trustee Speer, seconded by Trustee Zabelny. Carried unanimously 4-0. Workers Comp: An audit from Freed Maxick began on Friday, January 4th. They will return to the Community Center on February 27th. This audit includes the bookkeeping and claims. HUD Grant: Monroe County is hosting a steering committee meeting on January 10th to discuss the requirements for the 2019 submissions for grant money. Mike McHenry will recommend a project suitable based on the information they provide. Submissions are due to the County by February 8th. 3 Computers: The computer in Shari’s office has failed. She cannot access her work from Springbrook and the Worker’s comp program; the hard drive must be replaced. The program used Worker's Compensation was restored onto a laptop that she can continue to use, unfortunately she has to re-enter much of her bookkeeping. It was recommended that other than two office computers must be upgraded. Resolution to upgrade two computers immediately, belonging the Manager and Assist DPW Superintendent, motion made by Trustee Speer , seconded by Trustee Zabelny, the funds are to be taken from the Contingency Fund. Carried unanimously, 4-0. Citizen of the Year: Mayor Lee suggested advertisement be made in the next few weeks to seek nominations for the 2019 Citizen of the Year. The award will be presented in March. Flags: Mike Lissow recently attended a round table meeting with the school district that included discussion regarding etiquette flying the US flag. It has been decided the HCSD and the Fire District will now be following the Federal Government guidelines. The Village Board agrees to follow them as well. Resolution to follow the US Federal Government guidelines when the United States flag is to be lowered, this allows the Mayor to use his discretion when a local decision is to be made regarding the flag, motion made by Trustee Fowler, seconded by Trustee Speer. Carried unanimously, 4-0. 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. Public Hearing Mayor Lee opened the public hearing at 6:02 p.m. to consider for the purpose of reviewing the proposed Cable Franchise Agreement. There was no one present from the public and there was no comment from the board. Resolution to approve the Spectrum Cable Franchise Agreement, motion made by Trustee Speer, seconded by Trustee Zabelny. Carried unanimously 4-0. The agreement is posted at the end of these minutes. 4  Vouchers Motion to approve the vouchers with the following additions: Life Sciences Laboratories $40, Hilton Parma Hamlin Chamber of Commerce $95, and Scenic View $1360. Motion made by Trustee Speer, seconded by Trustee Fowler. Carried unanimously, 4-0. Prepaid $ 9,393.12 T&A $ 26,040.20 General $ 40,336.81 Water $ 27,053.06 Sewer $ 12,625.50 Capital $ 12,191.00 Total $127,639.69 Minutes Trustee Speer made the motion to approve the December 4, 2018 meeting minutes as presented, seconded by Trustee Zabelny. Carried unanimously, 4-0. Trustee Fowler made the motion to approve the December 18, 2018 meeting minutes as presented, seconded by Trustee Zabelny. Carried unanimously, 4-0. Discussion The Village Board discussed vaping and agreed it shall be prohibited on the Community Center grounds under the current smoking policy. Shari Pearce will order new signs for the building. Flag Etiquette: The board discussed the amount of times the Governor has recently requested the American Flag be lowered in the last several months. It was agreed the Village will follow President Trump's orders only to raise and lower the flag, unless the matter involves a local event at which time will be up to the Mayor's discretion. The Fire Department and Hilton School District has also elected to follow the President's orders. Resolution to raise and lower the American Flag based on the orders of the President of the United States, motion made by Trustee Fowler, seconded by Trustee Zabelny. Carried unanimously 4-0. 5  Adjournment There being no further business, Trustee Fowler made a motion to adjourn the meeting at 6:50 p.m., seconded by Trustee Speer. Carried unanimously 4-0. Respectfully Submitted, Amy Harter, Deputy Clerk 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21