Village Board of Trustees

--Village of Massena BOARD OF TRUSTEES Meeting Minutes DATE/TIME: August 15, 2023 (5:30 p.m.) PLACE: Town Hall Building, 60 Main Street, Massena, New York PRESENT : Board of Trustees: Mayor Greg Paquin Trustee Christine Winston Trustee Shelyn Peets Trustee Chad Simpson Trustee Ken McGowan Staff: Monique N. Chatland (Village Administrator/Clerk) Kevin Felt (Treasurer) Marty Miller (DPW Superintendent) Aaron Hardy (Fire Foreman/Code Enforcement Officer) Nikki Debien (DPW-Clerk) Press: Bob Beckstead (Daily Courier Observer), John Michaud (Filming Massena), Jeff Chudzinski (North Country This Week) Residents/Other: Joe Gray, Jim Hidy, Hoss Fayad, Michael Kingsbury, Brenton LaGrow, Kevin Lynch (out 5:39 p.m.), Bill Helmer, Ryne Martin Following the Pledge of Allegiance, Mayor Paquin asked that all electronic devices be silenced, proceeded to call the meeting to order at 5:30 p.m. and conducted a roll call of Board members present. PRESENTATION: SLIC NETWORK SOLUTIONS FIBER OPTICS UPGRADES SLIC Representative Kevin Lynch was on hand to convey they are investing in building in the Village of Massena. Since early June have currently been working on residential internet & phone up to ten gig per second. Fiber Optics starting services in September or late fall where underground. Plan is to add four to five jobs in Massena area specifically. TREASURER ’S REPORT: Village Treasurer Felt presented the following: Village of Massena Treasurer ’s Report August 15, 2023 INFORMATION 1. INTERIM year-end projections have not been updated through May 31, 2023. Summary as follows: Net Favorable 2022/2023 Revenue % Collected Expense % Spent (Unfavorable) General Fund 11,639,759 103.87% 10,768,747 92.22% 871,012 Refuse Fund 1,060,305 82.08% 1,123,774 70.73% (63,469) Water fund 1,694,536 81.73% 1,924,480 80.55% (229,945) Sewer Fund 1,360,709 76.44% 1,650,308 83.06% (289,599) Joint Rec 1,222,912 100.84% 1,285,414 96.59% (62,502) 16,978,220 16,752,723 2. You have been provided with the Balance Sheet and Budget Report for July and the summary is as follows: 2122  Village of Massena Board of Trustees Meeting August 15, 2023 Net Favorable 2023/2024 Revenue % Collected Expense % Spent (Unfavorable) General Fund 6,367,609 56.89% 1,621,020 13.94% 4,746,589 Refuse Fund 255,821 19.40% 160,875 12.20% 94,946 Water fund 387,553 18.85% 232,951 10.39% 154,602 Sewer Fund 353,846 19.88% 258,306 12.91% 95,540 Joint Rec 265,634 26.14% 214,668 21.12% 50,966 7,630,463 2,487,819 Rescue Squad Activity Summary 23-24 YTD Resource Recovery Revenue 152,959.48 Equipment Expenses - Contractual Expense 104,425.68 Recruit & Retent 181.57 Net Profit (Loss) 48,352.23 3. Year-end projections have been updated through July. Projection spreadsheets have been distributed to the Mayor and Board as well as Department Managers. 4. The Annual State Report (AUD) for the Joint Recreation Commission has been filed with the NYS Comptroller for fiscal year 22-23. The Annual Report for the Village has not been started. I hope to begin working on the report in the next 3-4 weeks. Upon completion, both reports will be available in my office for your review. 5. Through close of business Thursday (8/10/2023), we had collected $6,067,700, approximately 88.6% of the total adjusted warrant of $6,846,178.39 (percentage last year at this time was 88.5%). We will continue to collect at the office until the end of September, at which time we turn the unpaid taxes over to the County. 6. Sales tax received from St. Lawrence County for the 4th quarter of our fiscal year was in the amount of $593,065 (a $47,608 increase, or 8.7%, from the same period last year), which brought our total tax revenue for the 22/23 fiscal year to $2,402,098. This is an overall increase of $195,146 (8.8%) from the amount received last year. In terms of the budget, we came in $147,098 over the budgeted amount of $2,255,000. 7. A bond payment was made on July 15th for the Sidewalk Plow bond in the amount of $30,000 principal and $518 interest. This bond is scheduled to mature on July 15th 2025. ACTION 8. At our last board meeting, it was agreed that the Village pay 10% down for our new ambulance. It was brought to our attention that if we, instead, pay 20% down plus $100,000, we will be able to lock in a lower price for the equipment being added to the chassis. Seek approval to change the amount that will be the down payment. PEETS/SIMPSON/CARRIED 9. Budget Amendments: The Treasurer is requesting that the DPW Superintendent transfer $6,000 from the Water Fund contingency account, 300-1990-400-000-00, to his Water Credit Card Fees account, 300-1375-400-000-00, to cover an expected shortfall in the annual credit card processing fees. Only $6,000 was budgeted, but it will likely be close to $12,000. SIMPSON/WINSTON/CARRIED 10. Budget Amendments: The DPW Superintendent is requesting to transfer $7,050 from the Refuse, Water Fund and Sewer contingency accounts (175-1990-400-000-00, 300-1990-400-000- 00, and 400-1990-400-000-00) to the his Central Garage equipment account (100-1640-200-000- 00), for the purchase of a JPRO Professional automotive scanner to diagnose vehicle repairs. MCGOWAN/PEETS/CARRIED 2123  Village of Massena Board of Trustees Meeting August 15, 2023 COMMITTEE REPORTS: Committee reports were presented for informational purposes only, the following was notable: CODE: Aaron Hardy (CEO), Trustee McGowan are looking at adding whole new chapter of registered rental properties, Attorney McArdle looking at it, plan to set public hearing in September. Public Nuisance code should also be updated to include especially out of town landlords. ECONOMIC DEVELOPMENT: Trustee Peets fall fest update, 40 Vendors, bands, food trucks, home decorating contest, would like to do fireworks display but need funding. FIRE: Training with new extraction equipment. POLICE: Working on integrating new equipment into vehicles. JOINT REC: Roof done mid December, “Rock the River” this weekend, disc golf at beach. RESCUE: New Ambo back on road. STREET: Truck route signage bigger on E. Hatfield, integrated supply @ DPW clear garbage bags, need to keep policy in place with clear. INITIAL PUBLIC COMMENT PERIOD: Michael Kingsbury what if have people volunteer for clean-up of properties? Mayor Paquin says not feasible too big of liability to go on private property. Joe Gray pleased to hear about rental registry, shocked not condemned, now influx with mohawk biz, ADA compliant? How does the Planning board approve without being ADA compliant? How are reservation businesses allowed to operate, don’t they have to follow federal/state law? Planning board needs more oversight on regulating accessibility (ADA), Fire escapes, parking, etc. Far too lax on Code Enforcement as well. Why are we not condemning more places? Complaint #1 today is ADA Compliant, #2 is not tough enough on code. Also want to mention concrete sidewalks in Massena no longer make sense. Why not black top cheaper & easier to maintain. Mayor Paquin will reach out to planning board chair for answers. Resident Jim Hidy questioned the recent news article where the local hotel (Quality Inn) owner urged the state to send migrants due to vacancy at his hotel. He feels it would put an awful burden on the community if it were to happen. Mayor reinforced to him that it was not going to happen, this area is not equipped with resources for them. RESOLUTION # 42-2023 : ENERGY BENCHMARKING REQUIREMENTS FOR CERTAIN MUNICIPAL BLDGS. A motion was offered by Trustee McGowan, seconded by Trustee Peets and carried, to adopt the following resolution to wit: Resolution#4 2-2023 ESTABLISHING ENERGY BENCHMARKING REQUIREMENTS FOR CERTAIN MUNICIPAL BUILDINGS WHEREAS, buildings are the single largest user of energy in the State of New York. The poorest performing buildings typically use several times the energy of the highest performing buildings—for the exact same building use; and WHEREAS, collecting, reporting, and sharing building energy data on a regular basis allows municipal officials and the public to understand the energy performance of municipal buildings relative to similar buildings nationwide, and equipped with this information the Village of Massena is able to make smarter, more cost-effective operational and capital investment decisions, reward efficiency, and drive widespread, continuous improvement; and WHEREAS, the Village of Massena’s Mayor and Board of Trustees desires to use Building Energy Benchmarking - a process of measuring a building’s energy use, tracking that use over time, and comparing performance to similar buildings - to promote the public health, safety, and welfare by making available good, actionable information on municipal building energy use to help identify opportunities to cut costs and reduce pollution in the Village of Massena and 2124  Village of Massena Board of Trustees Meeting August 15, 2023 WHEREAS, the Village of Massena’s Mayor and the Board of Trustees desires to establish procedure or guideline for Village staff to conduct such Building Energy Benchmarking; and NOW THEREFORE, IT IS HEREBY RESOLVED AND DETERMINED, that the following specific policies and procedures are hereby adopted; BUILDING ENERGY BENCHMARKING POLICY/PROCEDURES §1. DEFINITIONS (A) “Benchmarking Information” shall mean information generated by Portfolio Manager, as herein defined including descriptive information about the physical building and its operational characteristics. (B) “Building Energy Benchmarking” shall mean the process of measuring a building’s Energy use, tracking that use over time, and comparing performance to similar buildings. (C) “Commissioner” shall mean the head of the Department. (4) “Covered Municipal Building” shall mean a building or facility that is owned or occupied by the Village that is 1,000 square feet or larger in size. (5) “Department” shall mean the Superintendent of Public Works. (6) “Energy” shall mean electricity, natural gas, steam, hot or chilled water, fuel oil, or other product for use in a building, or renewable on-site electricity generation, for purposes of providing heating, cooling, lighting, water heating, or for powering or fueling other end-uses in the building and related facilities, as reflected in Utility bills or other documentation of actual Energy use. (7) “Energy Performance Score” shall mean the numeric rating generated by Portfolio Manager that compares the Energy usage of the building to that of similar buildings. (8) “Energy Use Intensity (EUI)” shall mean the kBTUs (1,000 British Thermal Units) used per square foot of gross floor area. (9) “Gross Floor Area” shall mean the total number of enclosed square feet measured between the exterior surfaces of the fixed walls within any structure used or intended for supporting or sheltering any use or occupancy. (11) “Portfolio Manager” shall mean ENERGY STAR Portfolio Manager, the internet-based tool developed and maintained by the United States Environmental Protection Agency to track and assess the relative Energy performance of buildings nationwide, or successor. (12) “Utility” shall mean an entity that distributes and sells Energy to Covered Municipal Buildings. (13) “Weather Normalized Site EUI” shall mean the amount of Energy that would have been used by a property under 30-year average temperatures, accounting for the difference between average temperatures and yearly fluctuations. §2. APPLICABILITY (1) This policy is applicable to all Covered Municipal Buildings as defined in Section 2 of this policy. (2) The Commissioner may exempt a particular Covered Municipal Building from the benchmarking requirement if the Commissioner determines that it has characteristics that make benchmarking impractical. §3. BENCHMARKING REQUIRED FOR COVERED MUNICIPAL BUILDINGS (1) No later than May 1, 2017, and no later than May 1 every year thereafter, the Commissioner or his or her designee from the Department shall enter into Portfolio Manager the total Energy consumed by each Covered Municipal Building, along with all other descriptive information required by Portfolio Manager for the previous calendar year. 2125  Village of Massena Board of Trustees Meeting August 15, 2023 (2) For new Covered Municipal Buildings that have not accumulated 12 months of Energy use data by the first applicable date following occupancy for inputting Energy use into Portfolio Manager, the Commissioner or his or her designee from the Department shall begin inputting data in the following year. §4. DISCLOSURE AND PUBLICATION OF BENCHMARKING INFORMATION (1) The Department shall make available to the public on the internet Benchmarking Information for the previous calendar year: (a) no later than September 1, 2017 and by September 1 of each year thereafter for Covered Municipal Buildings; and (2) The Department shall make available to the public on the internet and update at least annually, the following Benchmarking Information: (a) Summary statistics on Energy consumption for Covered Municipal Buildings derived from aggregation of Benchmarking Information; and (b) For each Covered Municipal Building individually: (i) The status of compliance with the requirements of this Policy; and (ii) The building address, primary use type, and gross floor area; and (iii) Annual summary statistics, including site EUI, Weather Normalized Source EUI, annual GHG emissions, and an Energy Performance Score where available; and (iv) A comparison of the annual summary statistics (as required by Section 5(2)(b)(iii) of this Policy) across calendar years for all years since annual reporting under this Policy has been required for said building. §5. MAINTENANCE OF RECORDS The Department shall maintain records as necessary for carrying out the purposes of this Policy, including but not limited to Energy bills and other documents received from tenants and/or Utilities. Such records shall be preserved by the Department for a period of three (3) years. §6. ENFORCEMENT AND ADMINISTRATION (1) The Commissioner or his or her designee from the Department shall be the Chief Enforcement Officer of this Policy. (2) The Chief Enforcement Officer of this Policy may promulgate regulations necessary for the administration of the requirements of this Policy. (3) Within thirty days after each anniversary date of the effective date of this Policy, the Chief Enforcement Officer shall submit a report to the Mayor and the Board of Trustees including but not limited to summary statistics on Energy consumption for Covered Municipal Buildings derived from aggregation of Benchmarking Information, a list of all Covered Municipal Buildings identifying each Covered Municipal Building that the Commissioner determined to be exempt from the benchmarking requirement and the reason for the exemption, and the status of compliance with the requirements of this Policy. §7. EFFECTIVE DATE This policy shall be effective immediately upon passage. §8. SEVERABILITY The invalidity or unenforceability of any section, subsection, paragraph, sentence, clause, provision, or phrase of the aforementioned sections, as declared by the valid judgment of any court of competent jurisdiction to be unconstitutional, shall not affect the validity or enforceability of any other section, subsection, paragraph, sentence, clause, provision, or phrase, which shall remain in full force and effect. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin , Trustee Winston, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: Mayor Paquin declared Resolution #42-2023 duly adopted (5:0). 2126  Village of Massena Board of Trustees Meeting August 15, 2023 DISCUSSION: UPGRADE OF WATER BILLING SOFTWARE DPW Supt. Miller reported they’re have been several issues with CUSI (Continental Utility Solution, Inc.) support and do not receive any resolution from them. Mayor Paquin would like to move forward with a software system at this time. Treasurer Felt commented it would be a three to four month implementation for a timeline and is in full support. APPOINTMENT: STEVE WIGGINS- MOTOR EQUIPMENT MECHANIC A motion was offered by Trustee Winston, seconded by Trustee Peets to appoint Steve Wiggins to the position of Motor Equipment Operator. (eff.08/16/23). Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). APPOINTMENT: KELLY ZAKARAUSKAS- DEPUTY TREASURER A motion was offered by Trustee Winston, seconded by Trustee Winston to appoint Kelly Zakarauskas to the position of Deputy Treasurer. (eff.09/05/2023). Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). AUTHORIZATION TO CANVASS: MOTOR EQUIPMENT OPERATOR A motion was made by Trustee Simpson, seconded by Trustee McGowan to authorize DPW Supt. Marty Miller to canvass for a Motor Equipment Operator for the street crew. Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). AUTHORIZATION TO CANVASS: MOTOR EQUIPMENT MECHANIC A motion was made by Trustee Winston, seconded by Trustee Peets to authorize DPW Supt. Marty Miller to canvass for a Motor Equipment Mechanic. Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). AUTHORIZATION TO REPLACE BOILER CONTROL BOARDS AT COMMUNITY CENTER A motion was made by Trustee McGowan, seconded by Trustee Simpson to authorize DPW Supt. Marty Miller permission to make repairs to boiler units at the community center (Trane cost estimate $6,300). Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). AUTHORIZATION AGREEMENT WITH USHERWOOD TECH FOR DPW MULTI-FUNCTION PRINTER A motion was made by Trustee McGowan, seconded by Trustee Winston to authorize DPW Supt. Marty Miller permission to enter into an agreement with Usherwood to lease a copier ($135 per month). Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). AUTHORIZATION AGREEMENT WITH USHERWOOD TECH FOR FOLDER/INSERTER IN WATER DEPT. A motion was made by Trustee McGowan, seconded by Trustee Peets to authorize DPW Supt. Marty Miller permission to enter into an agreement with Usherwood to lease a folder/inserter ($240 per month) due to have experienced issues with current one. Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). AUTHORIZATION TO PURCHASE PROFESSIONAL GUIDANCE & NEXT STEP REPAIR TOOLBOX A motion was made by Trustee McGowan, seconded by Trustee Winston to authorize DPW Supt. Marty Miller permission to purchase a scanning unit for mechanics in the shop to be more productive. ($7,042.26 cost of machine with an annual fee of $2,200) Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). RESIGNATION: ANTHONY DIAGOSTINO- ZONING BOARD OF APPEALS Trustee Peets offered a motion, seconded by Trustee Simpson to accept the resignation of Anthony Diagostino from the Zoning Board of Appeals (eff.08/11/23). Motion Carried 5:0. (AYE=Paquin/Winston/Peets/ Simpson/McGowan). ESTABLISH PUBLIC HEARING/APPOINTMENT: UNSAFE PROPERTY 23 ½ EAST ORVIS STREET A motion was made by Trustee Simpson and seconded by Trustee Winston to hold a Public Hearing on September 12,2023 at 5:00 p.m. to consider declaring 231/2 East Orvis Street unsafe 2127  Village of Massena Board of Trustees Meeting August 15, 2023 property, also to appoint Village attorney Matt McArdle as a hearing officer. Motion Carried 5:0 (AYE=Paquin/Winston/Peets/Simpson/McGowan). RESOLUTION #4 3-2023: EMERGENCY REPAIR/SECURING OF UNSAFE BUILDING 5 0 EAST ORVIS ST. Mayor Paquin stressed that the property owner is currently on-site cleaning, but with that said will give the owner credit and will hold off on acting until the end of day August 18th (Friday)just in case needed will still go ahead with resolution. A motion was offered by Trustee Peets, seconded by Trustee Simpson and carried, to adopt the following resolution to wit: Resolution #43-2023 Authorize Emergency Repair/and or Securing of Unsafe Building 50 East Orvis Street Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin , Trustee Winston, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: Mayor Paquin declared Resolution #43-2023 duly adopted (5:0). RESOLUTION #44-2023: CONTRACT W/ FRENCHIES FOR MAINT/REPAIR RESCUE SQUAD VEHICLES A motion was offered by Trustee Simpson, seconded by Trustee Winston and carried, to adopt the following resolution to wit: Resolution#44-2023 Authorize Service Contract for Maintenance & Repair on Massena Rescue Department Vehicles BE IT RESOLVED that the Village of Massena Board of Trustees hereby approves the Service Contract for Maintenance and Repair on Massena Rescue Department Vehicles, pursuant to Agreement dated August 15, 2023 between the Village of Massena and Frenchie’s for any and all service and maintence performed on Massena Rescue Department Vehicles at a labor rate of $90.00 per hour for heavy duty vehicles; and BE IT FURTHER RESOLVED that Frenchie’s will be the sole repair shop for service and maintenance performed from August 15, 2023 through August 1, 2024; and BE IT FURTHER RESOLVED that Gregory M. Paquin, as Mayor of the Village of Massena, is hereby authorized and directed to execute said Agreement. Question of the adoption of the foregoing resolution resulted as follows: AYE: Mayor Paquin , Trustee Winston, Trustee Peets, Trustee Simpson, Trustee McGowan NAY: Mayor Paquin declared Resolution #44-2023 duly adopted (5:0). APPROVAL SHARED SERVCES AGREEMENT WITH TOWN OF MASSENA& LOUISVILLE TO PAVE ROADS Mayor Paquin explained that due to unforeseen circumstances St. Lawrence County bailed on the Town of Massena and Louisville for paving roads. DPW Supt. Miller to put together a shared 2128  Village of Massena Board of Trustees Meeting August 15, 2023 services agreement similar to what we have with County for other services to allow the Village of Massena employees to assist in the County’s absence. A motion was made by Trustee Peets, seconded by Trustee Winston to authorize DPW Supt. Marty Miller permission to draft a shared services agreement with the Town of Massena and Louisville to assist with the paving of roads. Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). APPROVAL FOR FUNDING FOR “FALLFEST FIREWORKS ” A motion was made by Trustee Winston, seconded by Trustee Simpson to authorize $3,500 in funding for fireworks at the “Fall Fest taking place in October ($3,500 will be moved from contingency to publicity) Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). VOUCHER WARRANT: A motion was made by Trustee Winston and seconded by Trustee McGowan to approve Voucher Warrant #478. Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan) WARRANT#478 (Board Meeting 08/15/2023) 232831-232835 07/19/23 48,412.51 Prepaid Payroll 232836 07/20/23 23,150.64 CSEA Employee Benefit Fund 232837 07/20/23 20.00 NYS OTDA 232838 07/20/23 25.81 Sherwin Williams 232839 07/20/23 124.25 U.S. Bank National Assoc. 232840 07/21/23 8,025.45 ELAN Financial Services (NBT) 232841 07/21/23 1,032.29 Tractor Supply Credit Plan 232842 07/21/23 619.78 Verizon Wireless 232843 07/25/23 342.88 Verizon Wireless 232844-232848 07/26/23 42,781.17 Prepaid Payroll 232849 07/28/23 140.88 Blue360 Media, LLC 232850 07/28/23 303.37 GreatAmerica Financial Svcs. 232851 07/28/23 1,143.49 Liberty Utilities 232852 07/28/23 937.47 Massena Electric Dept. 232853 07/28/23 145.00 Mountain Medical Services, PLC. 232854 07/28/23 1,425.97 Twinstate Technologies, Inc. 232855 08/01/23 439.82 Charter Communication Holdings 232856 08/01/23 2,441.16 Pitney Bowes, Inc. 232857 08/01/23 170.30 U.S. Bank National Assoc. 232858 08/01/23 175.79 Verizon 232859 08/01/23 50.52 Verizon 232860-232864 08/01/23 49,153.13 Prepaid Payroll 232865 08/07/23 20,379.93 Massena Electric Dept. 232866 08/08/23 1,000.00 Pitney Bowes Bank Inc. (Reserve Account) 232867-232873 08/08/23 46,072.86 Prepaid Payroll 232874 08/14/23 1,457.67 U.S. Postal Service 249,972.14 Total Prepaid 232875-232996 08/15/23 573,153.54 Total Unpaid 823,125.68 Total Warrant#478 Including Prepaid Payroll MONTHLY REPORTS : The following monthly reports were presented and reviewed: Massena Rescue Squad (July 2023) Massena Perm. Firefighters/Village of Massena Code Enforcement Office (July 2023) Explore Massena Monthly Progress Report (July 2023) COMMUNICATIONS/CORRESPONDENCE Mayor Paquin reached out to the Village Attorney McArdle regarding all the excitement over the owner of the Quality Inn in Massena requesting NYS move migrants to his hotel to fill the occupancy’s. According to code it is not allowable, not deemed as a “Boarding House”. If community had more resources we would take them, but at this time it’s been a struggle to help our own homeless. CLOSING PUBLIC COMMENT PERIOD: No public comment heard at this time. ADJOURNMENT: With no further business, a motion to adjourn the Village Board meeting was made by Trustee Winston at 6:45 p.m. and seconded by Trustee Peets. Motion Carried 5:0 (AYE= Paquin/Winston/Peets/Simpson/McGowan). 2129  Village of Massena Board of Trustees Meeting August 15, 2023 MINUTES PREPARED B Y: Monique N. Chatland, Village Clerk 2130