Penn Yan Municipal Board Meeting Minutes

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Ralf Norman
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1 I. Attendees: Chairman Rom French, Commissioners Dan Banach, David Payne and Lee Sackett, Village Trustee Willie Allison, Clerk-Treasurer Gary Meeks, Deputy Clerk-Treasurer Holly Pealer, Director of Public Works Brent Bodine, Assistant Director of Public Works Bill Jensen, Mayor Leigh MacKerchar, Village Engineer Robert Elliott II. Call to Order at 8:30 a.m. III. Review/Approval of the last month s meeting minutes: MOTION to approve the Minutes: first David Payne, seconded by Lee Sackett; carried. IV. Municipal Employee: Ron Keech Install new sewer main on McKinley Ave. and extended the water a couple weeks ago Installed new endpoints for the meters for remote reading Discussion about the meters being replaced with the board Watermain on Seneca St. is completed Working on Sheppard St. plan review for the upcoming CDBG project; meeting with them today MRB has been here doing manhole inspections (about 150 were inspected) Took netting to Barhdeen s to have it sewn to fit gates at the pump stations Charles Hermann Way watermain project will be coming up soon Rom mentioned the work at the fireman s field; Ron said we do not have anything in the right of way; board had brief discussion about the upcoming project Regular maintenance V. Public Requests and Comments: Adam Folts came to introduce himself as the new Union President and Bill Wigsten as the new Vice-President (Bill was not present). VI. Executive Session: Move to enter into Executive Session for a discussion with legal counsel at the beginning of the meeting with Rom French, Lee Sackett, Dan Banach, David Payne, Gary Meeks, Holly Pealer, Willie Allison, Bill Jensen, Brent Bodine and Danette Eatherton; first Ban Banach, seconded by David Payne; carried. Enter Executive Session at 8:43 a.m. (Leigh MacKerchar arrived at 8:45 a.m.); exited Executive Session at 10:04 a.m. Move to enter into Executive Session to discuss work history of an employee at the end of the meeting with Rom French, Lee Sackett, Dan Banach, David Payne, Gary Meeks, Holly Pealer, Willie Allison, Bill Jensen, Brent Bodine and Danette Eatherton; first David Payne, seconded by Dan Banach; carried. VII. Audit dated 7/18/17 Summary: Paid Before Audit: General: $34, Electric: $142, P a g e

2 Sewer: $7, Water: $7, CRC: $ 0.00 Capital Projects: $ 0.00 Total Paid Before Audit: $192, Current Audit: General: $138, Community Development CRC: $20, Electric: $198, Sewer: $35, Water: $62, Capital Projects: $ Total Current Audit: $455, TOTAL AUDIT: $647, MOTION to approve the Audit as presented: first Lee Sackett, seconded by Dan Banach; carried. VIII. Treasurer s Report Gary Meeks Electronic Billing update (Holly): 38 payments so far; 29 credit cards and 9 were e-checks Gary mentioned what we are tracking monthly to monitor progress Discussed the savings and working on trend charts and we could report back quarterly or twice a year Holly feels that the word will get out and more customers will begin using the electronic payment and billing system IX. Department Business A. Electric - Brent 1. FYI: NYPA Firm Hydro Energy for August: No Reduction. 2. FYI: Lorie Campbell, Secretary for the MEUA has resigned; Narin Ly is the new secretary. 3. YCSW request for service: Followed up with YCSW regarding the strip of land that touches 14A property where they want to install a pole barn They have contacted NYSEG about service; they were reminded that NYSEG can t provide service in our service area No further communication since, but will continue to work with them 4. Lights for dedicated trail: PY Boat property has a new owner now and public works are now continuing with the planned work in the area 2 P a g e

3 Penn Yan Municipal Board Meeting Minutes Discussed the types of trail lights to be used and that we have previously purchased concrete bollard LED lights for this, since a portion of the trail was going to be dedicated to the Village; Brent suggested that we offer the lights to them Willie suggested that we request that they pay the difference between what lights the owner was going to purchase with the ones that we have purchased for the bollards Brent clarified that all we will do is offer the bollards for the trail portion that will be dedicated to the Village and the owner will cover the costs of installation of the bollards Brent will have the discussion with the owner about paying the difference for the lights 5. Wood pole bid results: bid opening was yesterday and we had 2 valid bids; the biggest difference was the amount of poles needed would not fill the truck for Cox and it would for Bridgewell MOTION to the Village Board to authorize issuing a Notice of Award to Bridgewell Resources, LLC in the amount of $10, for (25) 35 Class 5 wood poles and (20) 40 Class 4 wood poles; first Dan Banach, seconded by David Payne; carried. 6. Overhead Distribution Transformer bid results: bid opening yesterday and we are in need of these transformer; we had received 7 qualified bids; brief discussion about the bids received MOTION to the Village Board to authorize issuing a Notice of Award to Irby to purchase (6) 25KVA, 2400/4160Y-120/240V and (4) 50KVA, 2400/4160Y 120/240V GE overhead distribution transformers for the total amount of $10,778.00; first Lee Sackett, seconded by Dan Banach; carried. B. Water/Sewer Bill 1. Manhole Repair/Replacement Update: All permits have been finalized and the project will start July 24 th and should take about 5-12 days 2. Remee Casting sewer forgiveness request in the amount of $317.29: Water filter broke and spilled 65,500 gallons lost and it mostly flowed into a hole in the floor slab by the water service entry no other floor drains or sump pumps located Recommend forgiveness MOTION to the Village Board to recommend to grant sewer forgiveness in the amount of $312.29; first Lee Sackett, seconded by Dan Banach; carried. 3. TV Sewer System along Keuka Outlet bid results (Brent): Discussed the bid and why we need this done Received one qualified bid that was $1, over the budget that was in the capital plan for this project for the siphons Gary asked if we could video with the sewer camera that we purchased; Brent said no to the siphons but we may be able to do the trunk lines Recommendation would be to award only the siphon section of the bid submitted MOTION to the Village Board to authorize issuing a Notice of Award to Subsurface Utility Imaging, LLC for the Television of the Sanitary Sewer along Keuka Outlet, Item 1, Section 1 as per the submitted bid in the amount of $11,400.00; first Dan Banach, seconded by Lee Sackett; carried. 3 P a g e

4 C. Water Treatment Plant - Bill No report at this time Penn Yan Municipal Board Meeting Minutes D. Wastewater Treatment Plant Bill 1. Discussed the article written by John Christensen with the Chronicle Lee S. feels that they quantity should be unlimited to the people wanting the compost and does not see us running out of the supply any time soon Board agreed to remove the limit of 2 yards per pickup X. Other: None. XI. Payment Agreements: MOTION to the Village Board to accept the payment agreements in the amount of $6,565.64; first Dan Banach, seconded by David Payne; carried. XII. Village Engineer s Report Bob Elliott 1. WWTP Notice of Violation (NOV) from DEC: Discussed the phone call received from Karis Manning about the NOV and the new requirements for the SPDES requirement (we are hoping to get out of having to prepare 4 years worth information into a spreadsheet since we do the monthly DMR); Karis ed Albany about that and she will get back to us Discussed the NOV and what we have done and are doing The response to the NOV is due by 7/15/17; the response is drafted and has been reviewed by the public works office; will be sent out by Elliott Engineering prior to July 15 th deadline XIII. XIV. Reminder the Village Board Meeting is July 18 th at 6:00 p.m. Service Request Review and Discussion, if needed. XV. Executive Session: Motion to enter executive session at 10:47 a.m. first Dan Banach, seconded by David Payne; carried. Motion to exit executive session at 11:23 a.m. Brent proposed the following after executive session concluded: Motion to the Personnel Committee to create a temporary chief wastewater treatment plant operator position; first Dan Banach, seconded by David Payne; carried. Motion to the Personnel Committee to be giving permission to recruit for a typist position; first Dan Banach, seconded by David Payne; carried. Motion to the Personnel Committee to hire Clifton Chase as a wastewater treatment plant operator trainee; start date 8/7/17; Group IV, rate $20.40/hr.; first Dan Banach, seconded by Lee Sackett; carried. 4 P a g e

5 XVI. Next Meeting Thursday, August 10 th at 8:00 a.m. MUB Meeting Room (same day as the FLWWC Summer Meeting) XVII. Adjournment: MOTION to adjourn at 11:26 a.m.: first Dan Banach, seconded by David Payne; carried. Danette Eatherton Transcribed on7/13/17 5 P a g e

Penn Yan Municipal Board Meeting Minutes

Penn Yan Municipal Board Meeting Minutes I. Attendees: Chairman Rom French, Commissioners Dan Banach, Ray Hamilton, David Payne and Lee Sackett, Clerk-Treasurer Gary Meeks, Deputy Clerk-Treasurer Holly Pealer, Director of Public Works Brent Bodine,