HomeMy WebLinkAbout2019-06-11-TB-FINAL-minutes1
TOWN BOARD MEETING
Town of Ulysses
June 11, 2019
Audio of the minutes are available on the website at ulysses.ny.us.
The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg.
Notice of Town Board meetings are posted on the Town’s website and Clerk’s board.
ATTENDANCE:
TOWN OFFICIALS PRESENT:
Supervisor- Liz Thomas
Board members- Nancy Zahler, Michael Boggs, Richard Goldman, John Hertzler
Deputy Town Clerk- Sarah Koski
Bookkeeper- Nina Thompson
Project Assistant – Michelle Wright
Highway Superintendent – Scott Stewart
Environmental Planner – John Zepko
Planning Board Chair - Katelin Olson
OTHERS PRESENT:
Don Ellis
Michelle Couwenhoven
Linda Liddle
CALL TO ORDER:
Ms. Thomas called the meeting to order at 7pm.
APPROVAL OF MEETING AGENDA
RESOLUTION 2019-105: APPROVAL OF MEETING AGENDA
BE IT RESOLVED that the Ulysses Town Board approve the agenda for June 11, 2019 with
the addition of discussing an upgrade to the Town Hall electrical system.
Moved: Mr. Boggs Seconded: Ms. Zahler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
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PRIVILEGE OF THE FLOOR:
Don Ellis: Mr. Ellis is concerned about the Town Board’s proposal to delay the subdivision of
agricultural lands as part of the new proposed zoning. The purpose of the proposed subdivision
provision is to preserve farmlands and open space. Delaying the provision for a year invites land
owners to do the opposite of what the subdivision provision sets out to do. There is a concern that
subdivision applications can take a long time and may extend past the one year deadline the Town
Board has proposed. Mr. Ellis urges the Town Board to unanimously support the new zoning.
REPORTS FROM REPRESENTATIVES:
(none)
TOWN REPORTS:
(See Appendix)
OLD BUSINESS:
DECLARING SURPLUS HIGHWAY EQUIPMENT
RESOLUTION 2019-106: DECLARING SURPLUS HIGHWAY EQUIPMENT
BE IT RESOLVED that the Ulysses Town Board declares that the following equipment belonging to the
town is surplus and can be sent to auction, sold, used in trade for new equipment, or disposed of by
the Highway Superintendent:
• 1989 Mack Dump Truck, VIN number 1M2P141C6KW008188
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
PROPOSED PURCHASE OF REAR FLAIL MOWER
Discussion – Mr. Stewart explained that last year the highway department purchased a new tractor
with a new side flail mower and the plan was to use an older rear mower. However, the old rear
mower does not overlap the side flail mower resulting in a mowing gap. Mr. Stewart would like to
purchase a used offset rear flail mower that will be more compatible with the new tractor and with the
side flail mower. Ms. Zahler asked about the lifespan of the new rear flail mower, Mr. Stewart replied
that expected lifespan is 20 years.
RESOLUTION 2019-107: PROPOSED PURCHASE OF REAR FLAIL MOWER
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BE IT RESOLVED that the Ulysses Town Board authorizes the Town Supervisor and Highway
Superintendent to proceed with the purchase of a rear flail mower for the 2018 John Deere tractor as
requested by the Town Highway Superintendent per the quote from John Deere on May 21, 2019 of
$5,200, reduced to a total of $4,000 with the trade in of the old rear mount flail mower.
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
PROPOSED PURCHASE PLOW EQUIPMENT FOR THE 2020 MACK TRUCK
Discussion – Mr. Stewart explained that the newest plow belonging to the highway department is 10
years old and he is concerned that putting an old plow on a new truck will create a lot of unnecessary
wear and tear. He would like to purchase a new plow for the 2020 Mack truck which is currently being
built for the Town.
RESOLUTION 2019-108: PROPOSED PURCHASE PLOW EQUIPMENT FOR THE 2020 MACK
TRUCK
BE IT RESOLVED that the Ulysses Town Board authorizes the Town Supervisor and Highway
Superintendent to proceed with the purchase of plow equipment for the 2020 Mack truck being built,
per quote ID 954 from Viking Cives dated 5/8/2019 in the amount of $10,875.90
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
Discussion: Mr. Boggs asked if Mr. Stewart will be working on a new capital plan for equipment
replacement costs. Ms. Thomas explained that the highway has some leeway to make purchases as
needed as long as taxes do not rise above 2%. Mr. Boggs suggested a field trip to the Highway
department so Mr. Stewart could walk the board through all the highway equipment.
AUTHORIZING THE IMPLEMENTATION AND UPFRONT FUNDING COSTS OF 100% OF THE ELIGIBLE
COSTS OF A BRIDGE NY TRANSPORTATION PROJECT, WHICH MAY BE ELIGIBLE FOR FEDERAL AID
AND/OR STATE AID
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Discussion: Ms. Thomas explained that she attended the Cemetery Road Bridge kick off meeting with
engineer Ben Werner of Barton and Loguidice, members of the County highway department, Gene
Cilento from NYSDOT along with Town of Ulysses staff and board member Michael Boggs. To move
forward with the project, the Town needs to adopt the following resolution; the language in which is
mandated by NY State.
RESOLUTION 2019-109: AUTHORIZING THE IMPLEMENTATION AND UPFRONT FUNDING
COSTS OF 100% OF THE ELIGIBLE COSTS OF A BRIDGE NY TRANSPORTATION PROJECT, WHICH
MAY BE ELIGIBLE FOR FEDERAL AID AND/OR STATE AID.
WHEREAS, a project for the Cemetery Road over Trumansburg Creek Bridge Replacement, P.I.N.
375659 (“the Project”) is eligible for funding under Title 23 U.S. Code, as amended, that calls for the
apportionment of the costs of such program to be borne at the ratio of 95% Federal funds and 5% non-
federal funds; and
WHEREAS, the Cemetery Road over Trumansburg Creek Bridge is owned by Tompkins County, and is
located on a portion of Cemetery Road maintained by the Village of Trumansburg; and
WHEREAS, the Town of Ulysses is the Sponsor for the Project; and
WHEREAS, the Town of Ulysses will oversee the administrative requirements for design, let and
construction of the Project, and
WHEREAS, the Town of Ulysses desires to advance the Project by making a commitment to pay 100%
of the upfront costs of the work for the Project, or portions thereof, with the understanding that
qualified costs may be eligible for federal and/or state aid and county funding or reimbursement from
BridgeNY funds up to the estimated amount of $981,850.
NOW, THEREFORE, the Town Board, duly convened does hereby
RESOLVE, that the Town Board hereby approves the Trumansburg Creek Bridge Replacement Project
on Cemetery Road (P.I.N. 375659) and further
RESOLVED, that the Town Board hereby authorizes the Supervisor of the Town of Ulysses to pay 100%
of the upfront costs of Design, ROW and construction work for the Project or portions thereof, with the
understanding that eligible costs may be reimbursed from federal and/or state aid, Bridge NY and
Tompkins County funds; and it is further
RESOLVED, per Agreement with Tompkins County authorized by the Tompkins County Legislature at
their meeting on June 4, 2019, the County has committed to reimbursing the Town of Ulysses for the
entire 5% of non-federal funding for the Project based on the cost estimate for the entire project of
$981,850, and
RESOLVED, that the sum of $981,850 will hereby be appropriated from a combination of the Ulysses
bridge reserve (DA 232), and unassigned fund balances, for the period of time needed until reimbursed
through federal and/or state aid, the Bridge NY grant and Tompkins County and made available to
cover the cost of participation in the above phase(s) of the Project; and it is further
RESOLVED, that the Town Board hereby agrees that Tompkins County and the Town of Ulysses shall be
responsible for all costs of the project which exceed the amount of federal-aid, state-aid, or NY Bridge
funding awarded to the Town of Ulysses per the Agreement between the Town and the County; and it
is further
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RESOLVED, that in the event the Project costs not covered by federal-aid, state-aid, or NY Bridge
funding exceed the amount appropriated above, the Town of Ulysses shall act in accordance to the
Agreement between the Town and the County; and it is further
RESOLVED, that the Town of Ulysses hereby agrees that construction of the Project shall begin no later
than twenty-four (24) months after award and the construction phase of the Project shall be
completed within thirty (30) months; and it is further
RESOLVED, that the office of the Ulysses Town Clerk has been made aware of the requirement to
maintain records of the Project for thirty-six (36) years; and it is further
RESOLVED, that the Supervisor of the Town of Ulysses be and is hereby authorized to execute on
behalf of the Town of Ulysses all necessary Agreements, certification or reimbursement request for
federal-aid and/or state-aid with the New York State Department of Transportation in connection with
the advancement of approval of the Project and providing for the administration of the Project and the
Town of Ulysses’ funding of Project costs and permanent funding of the local share of federal-aid and
state-aid eligible Project costs and all Project costs within appropriations therefore that are not so
eligible; and it is further
RESOLVED, that a certified copy of this resolution be filed with the New York State Commissioner of
Transportation by attaching it to any necessary Agreement in connection with the Project; and it is
further
RESOLVED, that a certified copy of this resolution be sent to Gene Cilento (NYSDOT), Emily Peters
(Tompkins County Highway Department), John Webert (Tompkins County Highway Department), the
Tompkins County Facilities and Infrastructure Committee, and Benjamin Werner (Barton and
Loguidice).
RESOLVED, this Resolution shall take effect immediately.
DISCUSSION - Ms. Thompson asked a clarifying question: third “resolve” only mentions federal but not
state funding. Ms. Thomas replied that NYSDOT representative Gene Cilento approved this resolution
as written. Ms. Zahler asked if Tompkins County would share costs if the project goes over budget. Ms.
Thomas relayed that all the engineers feel that the current funding for this project should be sufficient.
Ms. Thomas said that if the project does go over budget they will go back to the county to renegotiate.
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
AUTHORIZING THE CONTRACT WITH BARTON AND LOGUIDICE AS THE ENGINEERING CONSULTANTS ON THE
BRIDGE-NY GRANT ON CEMETERY ROAD OVER TRUMANSBURG CREEK
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RESOLUTION 2019-110: AUTHORIZING THE CONTRACT WITH BARTON AND LOGUIDICE AS THE
ENGINEERING CONSULTANTS ON THE BRIDGE-NY GRANT ON CEMETERY ROAD OVER
TRUMANSBURG CREEK
WHEREAS the Town of Ulysses went through the approved process to select a consultant for their
BridgeNY grant (PIN 375659), and
WHEREAS the firm Barton and Loguidice was selected to be the consulting firm.
Therefore, be it
RESOLVED that the Town Board of Ulysses authorizes the Town Supervisor to sign an agreement with
Barton and Loguidice to provide engineering services for the BridgeNY project on Cemetery Road over
Trumansburg Creek, based on the draft agreement dated 4/1/2019 (File703.3654) after review by staff
and review and approval from the Attorney for the Town.
Moved: Mr. Boggs Seconded: Ms. Zahler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
ZONING
Ms. Thomas distributed the steps for adopting the proposed zoning, which include SEQRA
requirements, referring the proposed zoning to the county for review, setting a public hearing, notifying
neighboring municipalities and other stakeholders. Ms. Thomas stressed the importance of having a final
document before the Town proceeds with the next steps in the process.
Both the CSAC and the Planning Board have reviewed the draft zoning documents and have made comments.
Mr. Zepko and Ms. Thomas have incorporated the comments from the planning board into the draft zoning
document and had the document on a screen for reference.
Ms. Olson shared that the Planning Board draws from a diverse group of professionals and the board is very
much committed to preserving open space. Ms. Thomas suggested that Ms. Olsen could answer questions as
the Town Board went through the Planning Board comments. Ms. Olson agreed.
The Town Board had charged the Planning Board with reviewing the proposed zoning changes. Ms. Thomas
shared a letter from the Planning Board (see appendix).
The Town Board then went through the specific Planning Board suggestions (see appendix):
“Form” and “bulk” be removed. Mr. Zepko suggested “Form, Height and Size.” Ms. Olson agreed to the
compromise as did the Town Board.
Accessory buildings – anything under 120 square feet does not require a building permit per New York State
Building code. The board agreed to leave this provision in the draft.
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Stormwater management plan and septic system locations should be included for site plan review. Ms. Zahler
asked if planning board also asked about water sources. Mr. Zepko stated that yes, that is a requirement.
p. 16 – “…Project will be sited as to be harmonious with the surrounding area…” Planning Board concerned
that this language may be too vague. Ms. Olson shared that the PB is concerned that since the term
“harmonious” is arbitrary, future planning boards may not come to an agreement. Ms. Olson feels that specific
design guidelines would be less arbitrary. Ms. Thomas agreed that design guidelines would be ideal but the
board would not be able to develop these guidelines for this zoning update. Ms. Olson suggested referencing
other parts of the zoning to help planning boards make decisions. Ms. Thomas suggested leaving the language
as-is. Mr. Zepko prefers a little “wiggle room” for planning boards and feels the current draft language can be
helpful.
Low impact development such as bike rack provisions, solar panel installations – Ms. Thomas feels that there
is not time to develop language around these ideas for this draft of the zoning. Ms. Olson said orienting a
house so that future solar energy could be captured was an important element. Mr. Zepko will draft language
for site plan review that suggests orienting houses to capture solar energy.
Drainage tile location – added to draft.
Building height – Ms. Olson explained that steep slopes, either naturally occurring or engineered can skew a
building height. Mr. Zepko agreed on revised language.
Home occupations – Planning Board felt that list was antiquated, such as dress-makers. List of specific
antiquated business examples will be removed.
900 square foot footprint for accessory dwelling units. Ms. Olson shared that the Planning Board suggested
accessory building footprints be reduced to 900 square feet with a second story allowed. Ms. Thomas shared
that the board has debated this concept at length and decided that a 1500 square foot (total area) building
allowed the most flexibility for residents. Mr. Zepko suggested adding clarifying language that 1500 is the
total square footage for the accessory dwelling unit.
Lakeshore zoning – all buildings are limited to 6,000 square feet. No change needed.
Conservation zone – planning board feels that a 6,000 square footprint building for a residential dwelling could
result in an overly large house. Planning board suggested capping at a 2,000 square foot footprint for
residential dwellings. For reference, the new nursery school being built on Route 96 is 6400 square feet and it
is a very large building. Mr. Zepko reminded the board that maximum lot coverages should help regulate
oversized buildings. Mr. Goldman is concerned that if a lot is large enough (such as 10 acres), maximum lot
coverage could still result in an oversized building. Mr. Goldman has heard concerns that allowing oversized
houses could increase the tax burden on neighboring residents. Ms. Thomas suggested that a 2000 square
foot footprint residential dwelling limit in the lakeshore and conservation zones would allow for flexibility for
residents while considering the environmental sensitivity of these areas. Mr. Boggs and Mr. Zepko suggested
that a 5% lot coverage maximum addressed these concerns. Ms. Thomas suggested not putting any square
foot requirements on residential dwellings, but leaving the 5% lot coverage maximum. The board decided to
circle back to this issue at a later date.
Hamlet center – height of buildings. Planning board suggested that a church steeple, for example, would need
more allowable height. Allowing more height would also encourage more dense development, such as three
story buildings. Mr. Zepko also suggested clarifying height in regard to steeples, which are a rare design
element.
Architectural elements (hamlet center) – planning board wanted more flexibility. Town Board agreed.
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Adding special use permits (hamlet center) – planning board concerned that certain businesses such as
theaters may cause undue burden to neighboring properties. Special use permits would add a level of review
so that any negative impacts to neighboring properties could be mitigated. Ms. Thomas suggested leaving the
language as-is (site plan review instead of special use permit).
Marina zone – farm operation to be deleted as a permitted use.
Stream setbacks - Mr. Zepko and Ms. Thomas will develop a table that shows stream setbacks that residents
could reference.
Significant tree – planning board wanted some actual guidelines, such as circumference. Mr. Zepko suggested
a 24” diameter tree be considered “significant.”
Corridor – such as a wildlife corridor. Includes deer.
Resource analysis. Resource inventory for town already exists. Town cannot treat small or large scale
developers differently. Add licensed engineers, licensed surveyors along with landscape architects. The board
agreed to add these other professionals as those who could perform resource analysis.
Natural resources prioritized – Ms. Thomas wants to see these ideas move forward in the future, such as
looking at prime agricultural soils. Ms. Olson shared that there are often projects that come before the
planning board that deal with issues such as wetlands, and there needs to be more clarity on which wetlands
map is the official document.
Graduated time frame for development. Concern is over the cluster development provision – that land might
be locked up in an easement in perpetuity. Mr. Zepko explained that area density is regulated by town law.
70/30 method of subdivision: Mr. Goldman suggested taking a straw poll to see where the board stood on the
proposed 70/30 method of subdivision. Ms. Thomas suggested that given the late hour, the board come back
to the issue for further discussion. Ms. Zahler then asked Ms. Olson to elaborate on the Planning Board’s
comments on the 70/30 method. Ms. Olson shared that the Planning Board had concerns over water quality,
prime soils; that this method of subdivision is too much of a one-size-fits-all approach to parcels. The planning
board is concerned that there is not more of a watershed protection plan addressed in this subdivision
method. The planning board also feels there is not enough development pressure in the Town to justify this
subdivision method. School enrollment has dropped 6% since 2012; suggesting there is not a large population
boom. There is not widespread public water or sewer infrastructure to support widespread development. The
Planning Board is concerned that the 70/30 method of subdivision will create a false scarcity of land. There
have been subdivisions that have gone through recently out of fear that this subdivision method will be
enacted. Ms. Thomas asked if overlay zones (such as wetlands and prime soils) would help address the
concerns of the Planning Board. Ms. Olson suggested guidelines for environmentally sensitive zones, especially
the Cayuga Lake Watershed. Ms. Zahler thanked Ms. Olsen and the Planning Board for all their work on
reviewing the draft zoning.
Ms. Zahler wondered whether the Planning Board considered the conflicting goals: protecting the watershed
and preserving farming and farmlands. Ms. Olsen replied that much of agriculture is regulated by the state and
is outside the scope of zoning. A watershed overlay would help mitigate watershed damage for new
development in the watershed.
Ms. Thomas suggested that given the lateness of the hour, the discussion of the comments from the
Conservation and Sustainability Advisory Council (CSAC) should take place at the next meeting.
MONTHLY BUSINESS:
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BUDGET MODIFICATIONS
RESOLUTION 2019-111: BUDGET MODIFICATIONS
RESOLVED that the Ulysses Town Board approves the budget modifications as presented at the
6/11/2019 meeting.
A FUND BUDGET MODIFICATIONS
A7110.4 Parks CE INCREASE $5,000.00
To increase line to cover Jacksonville park expenses related to the Tompkins
County grant
A2706 Grants from Local Governments INCREASE $5,000.00
To reflect the increase to income from the Tompkins County grant for Jacksonville
Park
Moved: Ms. Zahler Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler nay
Mr. Boggs aye
Mr. Goldman aye
Vote: 4-1
Date Adopted: 6/11/19
OLD BUSINESS, CONTINUED:
APPROVAL OF REVISED RECREATION PARTNERSHIP BY-LAWS
RESOLUTION 2019-112: APPROVAL OF REVISED RECREATION PARTNERSHIP BY-LAWS
WHEREAS, the Ulysses Town Board received updated by-laws for the Recreation Partnership dated
April 23, 2019 from Tompkins County Youth Services Coordinator Janice Johnson, and
WHEREAS the Town of Ulysses Town Board ratified these by-laws at their meeting on 5/28/2019, and
WHEREAS, the Town of Lansing suggested minor edits to the by-laws after the Ulysses Town Board
ratified the Recreation Partnership by-laws
now therefore, be it
RESOLVED, that the Ulysses Town Board ratifies the Recreation Partnership by-laws with the edits by
the Village of Lansing as presented at the Town Board meeting on 6/11/2019.
Moved: Ms. Zahler Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
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Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
NEW BUSINESS:
CLARIFYING BENEFITS FOR THE APPOINTED HIGHWAY SUPERINTENDENT
RESOLUTION 2019-113: CLARIFYING BENEFITS FOR THE APPOINTED HIGHWAY SUPERINTENDENT.
WHEREAS, the former Deputy Highway Superintendent has been appointed as the Highway
Superintendent, and
WHEREAS the Ulysses Personnel Policy is silent on some aspects of an employee taking on the position
of an elected official.
Therefore, be it
RESOLVED that the 48 hours of compensatory time Scott Stewart accumulated as an employee may be
used in his position as an appointed elected official.
Moved: Ms. Thomas Seconded: Ms. Zahler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
RECOGNITION & APPRECIATION OF JOHN WERTIS
RESOLUTION 2019-114: RECOGNITION & APPRECIATION OF JOHN WERTIS
WHEREAS, John Wertis (the Elder) has submitted his resignation from the Town of Ulysses Planning
Board effective June 4, 2019 and
WHEREAS, John has faithfully served on the Planning Board since 2004 and
WHEREAS, John’s commitment to the Town and its agricultural community has helped guide countless
decisions that have made this community a better place to live and work and
WHEREAS, John has always been willing to spend additional time to help educate and challenge the
Town Board and
WHEREAS, John‘s thorough knowledge of the Town’s zoning and plans and his attention to detail have
been valued by his peers on the Planning Board and
WHEREAS, John will be continuing on in his role as Town Historian, for which he was recently honored
by the Tompkins County Center for History and Culture, now therefore be it
RESOLVED that the Ulysses Town Board officially extends its deep appreciation to John Wertis for his
fifteen years of service and many contributions to shape the future of the Town while preserving its
history.
Moved: Ms. Zahler Seconded: Mr. Boggs
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Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
APPOINTMENT TO THE ULYSSES PLANNING BOARD
RESOLUTION 2019-115: APPOINTMENT TO THE ULYSSES PLANNING BOARD
WHEREAS, John Wertis has resigned from his seat on the Ulysses Planning Board effective June 4, 2019
and
WHEREAS, this creates a vacancy in the seat with a term ending December 31, 2019 and
WHEREAS, the Ulysses Town Board and the Planning Board wish to have all seats filled to fulfill their
responsibilities, now therefore be it
RESOLVED, that Morris Klein be appointed to serve as a member on the Ulysses Planning Board
effective June 12, 2019 through December 31, 2019.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
AUTHORIZING ELECRICAL UPGRADES TO TOWN HALL
Discussion: Taitem Engineers submitted a proposal to upgrade the electrical system at Town Hall. The
upgrade is needed to power the heat pumps that will be installed.
RESOLUTION 2019-116: AUTHORIZING ELECRICAL UPGRADES TO TOWN HALL
RESOLVED that the Ulysses Town Board authorizes the Supervisor and the heat pump team to go
ahead with the electric upgrade to the Town Hall to handle the heat pump electric load.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
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Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
PRIVILEGE OF THE FLOOR:
(none)
MONTHLY BUSINESS, CONTINUED:
APPROVAL OF MINUTES
RESOLUTION 2019-117: APPROVAL OF MINUTES
RESOLVED that the Ulysses Town Board approves the minutes from the Town Board meeting on
5/28/19 with the following addition: a mention that if the union representative provides language
regarding flexible hours for the Highway Department, the Town Board is amenable to consider this
suggestion.
Moved: Mr. Goldman Seconded: Ms. Thomas
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
APPROVAL OF CLAIMS
RESOLUTION 2019-118: APPROVAL OF CLAIMS
RESOLVED that the Ulysses Town Board has reviewed claims #237-283 in the total amount of
$95,688.05
Moved: Seconded:
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 6/11/19
ADJOURN:
Mr. Goldman moved to adjourn the meeting at 10:10pm. This was seconded by Ms. Thomas and passed
unanimously.
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APPENDIX:
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TOWN REPORTS:
HIGHWAY SUPERINTENT REPORT – Submitted by Mr. Stewart
The Highway department rented a dumpster and has been cleaning out the barn. Continuing to mow
roadsides, County will be mowing their roadsides this week and next.
Buckhill and Maplewood road have been ditched and soil and water came out to hydra-seed those areas.
Graveled along Smith Woods to keep cars off the roads and would like to do the same on Maplewood Road.
Attended Highway School recently and learned quite a bit. Culvert replacement is planned for Van Dorn Rd.
Continued to conduct a sign survey. Some signs need to be replaced and he is working out cost for sign
replacement.
Mr. Boggs suggested using GIS/ database to create an inventory. Ms. Zahler asked about ditching school; did
Mr. Stewart learn any new techniques? Mr. Stewart replied that he learned about building step dams, which
the highway department will be applying to Garett Road. Ms. Zahler asked if Mr. Stewart received his new
computer and Mr. Stewart responded that he had.
PLANNER’S REPORT- Submitted by Mr. Zepko
Planning Board
• Staff to Planning Board meetings:
21 May 2019
28 May 2019
29 May 2019
Board of Zoning Appeals
• No BZA Applications for May 2019
Zoning Update
• See “Planning Board” section above. All meetings of the Planning Board for May 2019 were held to
discuss the Draft Zoning Update and make recommendations to the Town Board.
Planner Activity
• Responded to approximately 19 requests for information
• Reviewed 9 building permit applications for zoning compliance
• Resolved 1 complaint pertaining to localized flooding
• Requested quotes for municipal permitting software
CODE ENFORCEMENT REPORT – Submitted by Mr. Myers
Building Permits issued 9
Plan Reviews
7
Certificate of Occupancy issued 2
Certificate of Compliance issued 5
Complaints Received 0
19
Complaints Resolved 0
Inspections (Footers, Foundations, Plumbing, Insulation, roofing, Pools,
Etc.)
29
New Site Inspections 5
Building Review Consultations (pre-plan meetings, Future
Building/Remodeling)
8
Fire Safety Inspections Not in yet
Code Training Seminars 0
County Assessment, Town, DOS Reports 3
Open property in violation cases 6
Property violations resolved 0
Value of Permits issued: $751,362
Building Permit fees collected for month: $2,864
TOWN CLERK: Submitted by Ms. Parlato
LICENSES/PERMITS issued: #
Sporting licenses 11
Disabled parking permits 16
Dog licenses and renewals 104
Marriage licenses 4
Plumbing permits 1
Address assignments 1
Notarizations 8
FOIL requests-received 1
FOIL requests-completed 1
CLERK’s OFFICE TASKS:
• Notarizations
• Ordered supplies
• Answered inquiries on various topics
• Attended Town Board meetings and took minutes
• Kept website current
• Sent listserv messages to residents (~2/month)
• Mailed and posted dog licenses; issued tickets as needed
• Scheduling of various meetings
• Assist other departments when possible
• Health/dental insurance updates for staff as needed
• Vouchering: collecting bills, getting approvals, sorting out billing issues, entering into system
FINANCIAL REPORT:
$2055.50 TOTAL Collected for fees & licenses
$1673.00 stays in the town
$382.50 goes to the state
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TOWN HALL TASKS:
• Procure cost estimate for town hall repairs
• Creation of bid documents to rebid town hall maintenance
TAX COLLECTION:
• Turned over tax collections to Tompkins County
SALO HABITAT COMMITTEE:
• Attended regular meeting on 5/13
• Created sign mock-up for group review
WATER DISTRICT TASKS:
• Worked with Water District Operator on quarterly meter reads
• Created and mailed bills; collected and posted bills
• Updated water reports with test results
• Create draft letter for Supervisor for Annual Water Quality Report Certification
RECORDS MANAGEMENT TASKS:
• Continued to fold and file into banker boxes plans that have already been scanned into Laserfiche
• Research information for equipment inventory guidelines
• Schedule meeting with IT manager re: cybersecurity and inventory
SAFETY COMMITTEE/COORDINATION:
• Corresponded with insurance company and researched information for insurance policy for outside
building users
• Began coordination of annual trainings
COMMITTEES/ASSOCIATIONS:
• Health Consortium- attend May 2 meeting
HIGHWAY CAPITAL ASSETS:
• Work with Project Asst. and Highway Superintendent on document update and affiliated research
SUPERVISOR’S REPORT- Submitted by Ms. Thomas
Highway/DPW
• Bridge NY grant –Try to finalize agreement with County on financial liability for local portion of bridge repair.
o Kick off meeting with state, county, and local staff, along with engineer from B & L.
o Review bridge agreement with B & L, confer with Michelle on questions
o Review bridge resolution required by NYS for BridgeNY grant
o Consider options for cash flow for project
o Organize documents recent years of equipment purchases
• Work with Highway Dept on capital planning, equipment purchases, and other items.
• Personnel change documentation of benefits.
• Consider more flexible work hours – how would they work with current union contract.
Planning and Zoning update
• Review comments from Planning Board and CSAC.
Water Districts WD3
• Annual Water Quality Report – review and edit letter prepared by Water Clerk to send to WD3
customers.
Water Quality
• Work with TC Water Resource Council and Cayuga Lake Watershed Intermunicipal Organization on
water quality issues, primarily HABs
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Other
• Shared services suggestions based on past consensus between municipalities
• Many personnel issues with changes of personnel.
• Integrate Project Assistant into system.
• Jacksonville Park restroom project.
• Town Hall heat pumps – need upgrade to electric system.
• Town Hall signage
Concerns/questions/comments from residents
• Speed limit on Rabbit Run
• Assessment complaints (3)
• Paving question
• Zoning (1)
Repeating daily/weekly/monthly tasks:
• Work with each department on current topics.
• Respond to constant flow of questions from residents, volunteers and staff.
• Weekly review of topics with attorney for the town.
• Monthly review of county actions.
• Daily check-in with Town Hall staff.
• Communications – assist with listserv news
• Periodic discussions with Zoning Officer over a variety of topics.
• Prepare agendas, resolutions, and background documents. Review topics with TB members,
conduct meetings, and review minutes.
• Provide oversight and follow-through on decisions and requests made at Town Board meetings.
• Review claims and budget, make suggested budget modifications to be approved by TB, review payroll, sign checks,
• Review financial reports.
• Periodic check in with Town Clerk and Deputy Supervisor re work load and coordination.
• Respond to surveys when requested.
• Review county actions.
*Items in blue have taken a considerable amount of the time during the period of this report.
BOOKKEEPER REPORT: Submitted by Ms. Thompson
Regular Duties:
• Personnel
• Payroll
Processed and reconciled payrolls 10 & 11
Processed employee changes and made corrections as needed - many personnel changes this
month
• NYSLRS
Monthly Reporting – reporting delayed due to implementation of new online system
Produced, uploaded and submitted April report in new format
• Banking
• Completed regular bank deposits – in person for cash and with remote deposit system for checks
• Completed regular bank account transfers to cover payments
• Payments
• Produced vouchers for monthly pre-pays, insurance invoices and other miscellaneous payments
• Produced and processed TA account checks
• Reviewed monthly vouchers & abstracts
• Printed checks for pre-pays and scheduled voucher payments once approved
Trainings:
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• Month End Close Out – April
• Entered all Payroll entries (cash receipts, cash disbursements & general journal entries)
• Entered all cash receipts (general receipts, WD accounting, etc.)
• Entered all cash disbursements
• Entered all general journal entries (bank transfers, interest, WD billings, budget modifications & other general
journal entries)
• Close out steps (Load abstracts, close CR & CD journals & print reports)
• Worked with Clerks toward reconciliation of WD AR accounts
• Reviewed month end financial reports and distributed them to Town Board & Staff
• Worker Compensation Board – Webinar – PFL for Public Employers – May 14
• AOT Town Finance School – May 16-17
• PERMA Annual Conference – May 23-24
Meetings:
• 05/08/2019 – Highway Capital Plan Meeting
• 05/14/2019 – Clerks and Supervisor’s Office Meeting
• 05/14/2019 – Town Board Meeting
• 05/20/2019 – Meeting with Highway Superintendent
• 05/28/2019 – Town Board Meeting
• 05/29/2019 – Cemetery Road Bridge Project Kick-off Meeting
Non-Regular Duties:
• Personnel
• Retiree benefits
Further investigation and research regarding retiree benefits questions
Further communication with retirees and employees regarding retiree benefits
Drafted language for several communications related to retiree benefits
Created tracking document for retiree benefits
• Responded to HR related inquires
Significant time spent on questions related to personnel classification and benefits
Research and drafting of language related to possible benefitsResearch, review and respond to
changes requested to Collective Bargaining Agreement and standard work hours
Communications and document compilation around HR related employee request
• Employee Leave
Responded to inquiries regarding leave and benefits
Compiled leave paperwork packet for employee
• Tompkins County
Communicated with TC HR with regards to paperwork required for current personnel changes
Collected required documents
Completed and submitted Tompkins County HR paperwork
• NYSLRS
Completed and submitted paperwork related to employee retirement
• Capital Assets
• Passed along previously accumulated research as a starting point for meeting that I was unable to attend
• Bridge NY Grant – Cemetery Road Bridge
• Kick-off meeting with consultants B&L
• Research/investigations into financial impacts
B&L Contract
Options for project funding
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Implications related to the need for an independent audit
• Procedures
• Continued to update and refine written accounting procedures
• Budget Modification
• 5/14/2019
A fund – Additional personnel – Research as requested into sources of funds to pay for new position
of Project Assistant. Completed budget analysis, updated fund balance analysis schedules and
answered questions.
B Fund – Additional hours for Deputy Enforcement Officer – research and analysis
SW3 Fund – MRB Assistance with WD3 – research
Drafted budget modifications as request
Entered budget modifications into accounting system once approved
• 5/28/2019
A fund – Additional funds need in Highway Super CE to cover laptop computer purchase not in
budget.
Drafted budget modification to appropriate additional fund balance per request
Entered budget modification into accounting system once approved
• Other Accounting
• Continued to investigate, research and work on resolutions to outstanding accounting issues
• Updated sales tax tracking excel documents once checks received from county
• Communicated with Actuary with regards to GASB 75 update
Up Coming:
• Meetings & Training
• OSC Webinar – Capital Assets – June 13
• Cemetery Road Bridge Project – This is going to be on my plate, and therefore consistently on my report, for the foreseeable
future.
• Other Accounting
• Continue to work on how to handle outstanding accounting issues
TA Fund/Bank Account
Resolve remaining interfunds – SW1 & SW4 to repay B
Full GAAP Compliance
• Personnel
• Continue to review/clarify/update Personnel Policies
Michelle Wright, Special Project Assistant, reported the following:
Salo Drive Grant Reimbursement
In order to submit for reimbursement, a large amount of highly specific documentation is required. This
documentation is not necessarily fully explained in a single source as to what exactly needs to be submitted.
Current dated photos were required as part of this submission. Documentation was gathered and submitted on
May 16th. Follow up was required, to prompt the park administrative offices responsible for submitting to the
State, for feedback regarding completeness of documentation. Further delay was caused by the fact that a
portion of invoices for this project was received via the Town Attorney’s office, and that the state required
invoices directly from the vendor themselves. Due to the highly specific requirements for documentation, several
rounds of communication were required with Mariette’s office as well as the attorney office of the seller
(Habitat) Marcus Orkin Tesi. As of 6/6/19 the documentation is ready to go pending an original signature on a
piece of documentation that needed to be corrected. Estimated date of completion for this process is a
*hopeful* date for the week of June 10th.
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Cemetery Road Bridge Grant
Although the funding agreement with the county was approved, there is yet another agreement required
between the Town (“the sponsor”) and the State. These funds are actually federal grant money, similar to the
sidewalk grant, which adds a higher level of procedure, documentation, and process. A review of the
agreement and a subsequent phone call with our NYSDOT contact Gene Cilento revealed the need to pass a
resolution prior to signing and submitting the agreement with the State. A sample resolution was provided to
ToU by the state, and, per Gene, this resolution’s verbiage can adjusted slightly based on specific local details.
Adjustments have been made to the resolution included in the agenda packet. Once submitted to the NYOSC
the turnaround time could be “up to months” for processing. Two sets of agreements will need to be signed,
one agreement in case ROW acquisition is required, and another if not. The ROW acquisition requires a deposit
of $175. Research regarding laws on bridge ownership, along with other topics, were conducted in order to
enhance the resolution required to be sent along to NYSDOT. A thorough review of the agreement with Barton
& Logudice (B&L) was conducted, generating a list of clarifying questions that will be sent to a variety of
sources (B&L, NYSDOT, Tompkins County) upon review by the Town’s attorney. Additionally, documentation
was created to produce a reference document, that, once verbiage is finalized in the agreement, is to be used
as an easy access method to track vital minutia as the project progresses. The goal of this reference sheet is to
both track required actions at each timeline point in the design and construction process as well as to ensure
accountability for what was outlined in the agreement. A preliminary/draft cash outlay projection schedule
was drafted in anticipation of project funding conversations.
Aspects to remember regarding this project, as required with federally funded grants:
• Construction must begin within 24 months of signed NYSOSC award letter date (i.e. once ToU submits
agreement and it gets approved by OSC).
• Construction must be completed by 30 months of start of construction.
• Requests for reimbursement must be submitted at least every 6 months, expenses cannot be more than
15 months old.
• 36 years = the record retention requirement for all documents related to the project (this information
has been shared with the Clerk’s office).
Capital Asset GAAP Compliance & Multi-year Financial Planning
Summary: The driving force of this project is to become GAAP Compliant by producing a system
where capital assets can be reported accurately and on an annual basis. The primary goal is to
identify the optimal format for a single-source database to serve as the foundation of the capital
assets data management system.
Through obtaining the primary goal, a number of secondary opportunities present themselves: 1)
the creation of an on-going procedure for data maintenance [this includes a need, per NYS OSC, to
appoint a Property Control Manager—internal suggestion is to do this by department] 2) multi-
year financial planning for departments 3) annual insurance reporting.
At this point in the process we have eliminated two possibilities and have identified the best course of
action: development of an internally designed database which provides dynamic usability over time
(addition of data fields as we learn more about asset data management over the years, flexible
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exporting and importing, as well as overall buy in from current staff who would interact most often
with this data).
Activity to date: An initial meeting with Scott and Sarah K. produced a list of existing data resources
and action items that included assessment of a software program currently on the Town Barn
computer. An additional meeting with Nina further developed goals, working agreements, and data
fields to include in the database which will increase its functionality. A project management
document has been created on google drive to track action items, sequence of project activities, and
other project elements. Subsequent meetings have helped identify the currently existing data: much
of the required basic asset data exists, but just needs to be pulled together, formatted and then
put into a single source. Cornell Local Roads was contacted regarding a template for asset
management—this investigation led to the conclusion that our data management plan is, at this
point, more sophisticated than the example LRP provided. General project management of this
process includes: organization of action items by staff person, identification of available resources,
sequence of timeline, and contact with the developer of the (since eliminated) software (as well as
our own tech contractor) to assess the viability of use in the context of Town needs.
Other Activities
• General onboarding, organizational meetings and activities.
• 6/22/19 Attendance at an Emergency Response Plan (ERP) meeting in Liz’s absence, a
county group that has been meeting to develop an ERP for GrassRoots specifically. The
process this group has gone through is highly collaborative and demonstrates a good
model for building, updating, and looping-in all involved in a potential emergency
response. I suggest the Town investigates initiating in a similar process.
MS. ZAHLER reported the following:
Has been working with the Jacksonville Community Association, details forthcoming. A draft
agreement has been sent out to the Board to hire a coordinator for the JCA restroom project.
Received a detailed police call report that can be shared with the board. This Saturday (6/15/19) will
be Porchfest in the village, and the Town Hall will host a band.
MR. BOGGS reported the following:
Has attended several meetings regarding heat pump project. Met with Taitem engineers along with
members of the CSAC. Taitem also paid a site visit to Town Hall to figure out routing. There is a need
to upgrade electrical service at Town Hall. Commercial service of 400 amps is needed to handle the
electrical load of the new heat pump systems. There may need to be some funds that come from
building repair fund if work exceeds the $100,000 grant funds allotted to this project. Mr. Boggs also
attended the Cemetery Road Bridge kick-off meeting. IO meeting centered on the Owasco lake
watershed and how to apply to the same principals to Cayuga Lake. Received fire call information and
shared with the board. Installed a sensor to monitor the Internet of Things data that is coming
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through Town Hall. Wants to put something on the Town website so the Internet of Things is
accessible to all.
MR. GOLDMAN reported the following:
Attended planning board meetings. The Planning Board has given feedback on the proposed zoning
update. Mr. Goldman thanked the board for their hard work.
MR. HERTZLER reported the following:
Has been working on a fundraiser for the bathrooms at Jacksonville Park.
Respectfully submitted by Sarah Koski, 6/18/19