Committee of the Whole

COMMITTEE OF THE WHOLE MEETING MINUTES TUESDAY, DECEMBER 9, 2025 – 6:00 p.m. COUNCIL CHAMBERS – OLEAN MUNICIPAL BUILDING IN ATTENDANCE WERE: ALDERMEN ROBINSON, BENNION, FORNEY, McCALL, CRAWFORD, AND ANASTASIA. OTHERS: MAYOR WILLIAM AIELLO; FRANK CAPUTO, CITY CLERK; LENS MARTIAL, CITY AUDITOR; BRAD CAMP, WATER AND SEWER SUPERINTENDENT, AND TIFFANY TAYLOR, MANAGERIAL CONFIDENTIAL ADMINISTRATIVE SECRETARY. Alderman Robinson called the meeting to order at 6:00 p.m. and asked that the record show that all Aldermen were present except Alderman Keary, who was excused. 1. Well Site M18 Deficiencies Mr. Camp explained an inspection was done on November 18, 2024 of the scrubbing tower at well site M18, and another was done on July 3, 2025. He explained both reports show the media within the tower is in need of replacement. He explained the deficiency noted by the Health Department during the last survey is that there are three leaks in the bottom of the tower, and once the water goes from the well through the tower is leaks onto the ground causing a hazard. He explained the ground is always saturated and causes difficulties mowing and ice buildup. He explained this is a violation of the Health Department sanitary code and we need to fix it. He explained he did get a quote from Pierce Steel to come in and do the repair to remedy the violation, but this does not address the other issues in the tower itself. He explained the repairs to get away from the deficiency involves replacing the bottom five feet of the tower and the cost for this would be $50,750. He explained the towers were installed in the mid-80’s and we really have not done a lot to them since then, so they are at the end of their useful lives. He explained the tower at well 37/38 is headed in this direction as well. He explained the new technology for the towers is more user friendly and maintenance friendly, and there is a quote of $400,000 per site for the turnkey system. Alderman Robinson asked if there are three sites, and Mr. Camp explained there are two sites with three wells. He explained the deadline to respond to the Health Department’s deficiency notification was this Monday, and the response did have to be endorsed by a Professional Engineer. He explained since the Director of Public Works has been off sick, he did contact the Health Department to let them know what is going on and they are alright waiting for Director Sprague to return to get his sign off on the plan. Alderman Bennion asked if $400,000 is per well or per site. Mr. Camp explained M18 will be around $400,000, and the cost will be more at 37/38 since the tower has to handle the flow of two wells, but it will not be double the cost. Alderman McCall asked where we are at fixing the deficiency and what the timeline is, as well as where the money is coming from. Mr. Camp explained we can allocate $50,000 of water fund contingency, and as soon as we allocate these funds we can give Pierce Steel the notice to proceed. He explained we do need to ensure that we are following the Procurement Policy. He explained when Director Sprague returns, the Health Department would also like a phone call with him to ensure he is on board. Alderman Robinson asked how long the five foot fix will last. Mr. Camp explained he does not know, but he assumes it would be a long time. He explained he can’t imagine the fix would fail in the next five years or so, but this only fixes the leak and not the media within the tower or other aspects of the tower that need replacement. Alderman McCall asked what an ideal timeframe to replace the technology in the towers would be. Mr. Camp explained it would be difficult for him to say he doesn’t want to do the repair, but he would like to expedite putting in the newer technology. Alderman Robinson asked if anyone has looked into grant funding for this, and asked if there is any assistance out there. Mr. Camp explained he has not looked into a grant specifically for this. Mayor Aiello explained he just sent out something today from Senator Borello’s office, and Mr. Camp explained he will look into this Alderman Robinson explained this should be made a priority. Mr. Camp explained we have to keep in mind Olean’s demand, and explained between the filtration plant and wells, we have to be able to meet the demand. 2. PL #121-25: (Bennion) To amend the City of Olean Code of Ordinances Section 2-38 to authorize the date, time, and location of Regular Common Council meetings to be amended by Council Resolution. Alderman Bennion explained there is currently no mechanism to move meetings if a Council meeting falls on a holiday as it did for Veteran’s Day, and he would like to memorialize this into the Code of Ordinances. He explained he did not read what was first sent, and asked that a holiday clause be added into the resolution. Alderman Robinson explained during the meeting when this was discussed, specifying holidays was not discussed. He explained he would like to remove that section from the resolution so that the date of a regular meeting can be changed without the specification that it falls on a holiday. He explained he feels if we add the wording about it falling on a holiday we are being too restrictive and would bound the Council to a meeting if something else comes up that would otherwise require a meeting to be rescheduled. He explained we should give ourselves flexibility and not restrict things too much. Alderman Bennion explained he was quite clear when he first proposed this that it be for holidays. He explained there is one thing to be too restrictive, and another to stick to guidelines. Alderman Robinson explained there are a lot of guidelines that are not followed. He explained it is up to the Council if they want to leave the wording in the resolution as-is, or if they want to remove the wording about holidays. Alderman Crawford explained when he read this again, he was also confused by the inclusion of the term “holiday.” He explained he re-watched the meeting and what was talked about was adding the wording date to time and place. He explained although he feels “time” is more than just hours and minutes, he was okay adding the word “date” to add clarity. He explained he does not recall holidays being a key factor in this. He explained these are Council meetings and the Council should be able to have flexibility to change meetings if the group sees fit. He explained the Council is entrusted to make a lot of decisions and as a legislative body he feels the majority of the Council agrees there should be flexibility of moving meetings going forward. Mayor Aiello explained he thinks you have to give the Council the right to reschedule a meeting without the restriction that it be just for holidays. He explained things do come up. He explained he thinks the Council has the right to move meetings when they feel that it is just to do so. Alderman Bennion explained the way the legislation is written, the meeting has to be rescheduled in advance, and this does not work for illnesses or snow storms, like has been mentioned. Alderman Robinson explained he feels adding another restriction handcuffs the Council to being able to do one thing only, and personally he thinks “holiday” should be omitted. He explained this has been done for numerous years, whether correctly or incorrectly, and we need to fix the Code, without restricting it too much. Alderman McCall explained she wants to make sure the public can follow the Council’s timeline and know when meetings are. She explained if we get in the habit of moving meetings then we lose any public participation, so we need to be mindful about when we are moving meetings. She explained a meeting on the 23rd of this month would result in few people coming. She explained she would like to see some flexibility. She explained past precedence and poor choices about how we run things should not inform the Council how they should move forward. She explained we need to have flexibility, not just for this Council, but for future Councils. Alderman Anastasia asked if we can’t just continue operating the way we always have and doing resolutions to change the meetings. Alderman Bennion explained this came up because Veteran’s Day was moved due to it being a holiday, and the Code technically does not allow for the date of a meeting to be moved. He explained just because we have always done it that way does not meant that it should continue to be done that way. He explained if we leave too much latitude, this could be abused down the road. Alderman Robinson asked why we should have a meeting if no one will be present and we won’t have a quorum. He explained we should just leave the wording that the Council can set the date, time, and place of the next meeting by Resolution. Alderman Crawford explained he appreciates that we don’t want to create a slippery slope where the situation can be taken advantage of. He explained before this was in place, the Council changed meetings as necessary for the past ten years and it was never abused. He explained he feels time is relative and does not mean just hours of the day. He explained at the end of the day it is important for the Council to have the discretion of moving their own meetings by majority vote. A motion to approve PL #121-25 with the term “holidays” removed was made by Alderman Robinson, seconded by Alderman Forney. Voice vote, ayes all except Alderman Bennion, who voted nay. Motion carried. Referred to Regular meeting for Resolution. 3. PL #131-25: (Robinson) To reschedule the December 23, 2025 meeting of the Olean Common Council to Tuesday, December 16, 2025. A motion to approve PL #131-25 was made by Alderman Robinson, seconded by Alderman Anastasia. Voice vote, ayes all. Motion carried. Referred to Regular meeting for Resolution. 4. PL #135-25: (Aiello) To appropriate $20,000 from Capital Fund #249, Sewer Study, as a local match for New York State Environmental Facilities Corporation Engineering Planning Grant #2279 for the phase I pump station inflow and infiltration improvements and evaluation. Mr. Camp explained the City of Olean received an engineering planning grant for $100,000 that has a $20,000 local match. He explained although we have already appropriated $50,000 for the sewer study associated with said grant, the grant agency requires a resolution that appropriates the $20,000 match. A motion to approve PL #135-25 was made by Alderman Anastasia, seconded by Alderman Forney. Voice vote, ayes all. Motion carried. Referred to Regular meeting for Resolution. 5. PL #136-25: (Aiello) To authorize free parking on West State Street and North Union Street, as well as in all City of Olean parking lots, on November 26, 2025 through January 2, 2026. Mayor Aiello explained this was not presented at the last meeting, and the City has not been ticketing in these areas in anticipation of the Council authorizing this. A motion to approve PL #136-25 was made by Alderman McCall, seconded by Alderman Anastasia. Voice vote, ayes all. Motion carried. Referred to Regular meeting for Resolution. 6. Adjournment A motion to adjourn was made by Alderman Robinson, seconded by Alderman McCall. Voice vote, ayes all. Motion carried. Meeting adjourned at approximately 6:30 p.m.