HomeMy WebLinkAbout2019-09-10-TB-FINAL-minutesTOWN BOARD MEETING
Town of Ulysses
September 10, 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, Richard Goldman, John Hertzler, Michael Boggs
Town Clerk- Carissa Parlato
Project Assistant- Michelle Wright
Attorney for the Town- Khandi Sokoni
OTHERS PRESENT:
Linda Liddle, Roxanne Marino
CALL TO ORDER:
Ms. Thomas called the meeting to order at 7pm and moved into a Public Hearing (see separate
minutes).
APPROVAL OF MEETING AGENDA
RESOLUTION 2019-157: APPROVAL OF MEETING AGENDA
BE IT RESOLVED that the Ulysses Town Board approve the agenda for September 10, 2019 with
the removal of the resolution for a generator; additions of an executive session for the
promotion or appointment of a particular person, and an MOU for the recreation director.
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 9/10/19
PRIVILEGE OF THE FLOOR:
(none)
REPORTS FROM REPRESENTATIVES:
2
(none)
TOWN REPORTS:
(see Appendix I)
OLD BUSINESS:
TAX CAP OVERRIDE LOCAL LAW
RESOLUTION 2019-158: LOCAL LAW # 2 OF 2019: TO OVERRIDE THE TAX LEVY LIMIT
ESTABLISHED IN GENERAL MUNICIPAL LAW §3-C
WHEREAS, municipalities of the State of New York are limited in the amount of real property
taxes that may be levied each year under the tax levy limit established in General Municipal l
Law §3-c, and
WHEREAS, subdivision 5 of General Municipal Law §3-c expressly authorizes a municipality to
override the tax levy limit if the town government decides to adopt a budget with a property
tax levy that exceeds the level set by the State, by the adoption of a local law approved by
vote of at least sixty percent (60%) of the governing body, and
WHEREAS, the Town Board of the Town of Ulysses reviewed and discussed a proposed local
law to override the tax levy limit and adopted a resolution on August 10, 2019 for a public
hearing to be held by said Town on September 10, 2019 at 7:00 p.m. to hear all interested
parties on the proposed local law entitled "A LOCAL LAW TO OVERRIDE THE TAX LEVY LIMIT
ESTABLISHED IN GENERAL MUNICIPAL LAW §3- C"; and
WHEREAS, in the event the Town of Ulysses annual tax levy exceeds the allowable tax levy
limit due to their own decisions or cost increases outside their control, New York State has the
authority to penalize the Town unless the Town has formally given itself permission to exceed
the tax cap, and
WHEREAS, adopting this local law is not predictive of the final tax levy but will provide the
Town of Ulysses Town Board the flexibility to exceed the Property Tax Cap if it is deemed
necessary, and
WHEREAS the Public Hearing on September 10, 2019 was publicized in the Ithaca Journal on
Friday, August 23, 2019,
Therefore be it
RESOLVED that the Town of Ulysses Town Board enacts a local law to override the tax levy
limit for the fiscal year 2020, as follows:
LOCAL LAW # 2 OF 2019: TO OVERRIDE THE TAX LEVY LIMIT ESTABLISHED IN GENERAL
MUNICIPAL LAW §3-C
Be it enacted by the Town Board of the Town of Ulysses as follows:
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Section 1. Legislative Intent: It is the intent of this local law to override the limit on the
amount of real property taxes that may be levied by the Town of Ulysses, County of
Tompkins pursuant to General Municipal Law §3-c, and to allow the Town of Ulysses,
County of Tompkins to adopt a town budget for (a) town purposes, (b) fire protection
districts, and (c) any other special or improvement district, and Town improvements
provided pursuant to Town Law Article 12-C, governed by the Town Board for the fiscal
year beginning January 1, 2020 and ending December 31, 2020 that requires a real
property tax levy in excess of the “tax levy limit” as defined by General Municipal Law
§3-c.
Section 2. Authority: This local law is adopted pursuant to subdivision 5 of General
Municipal Law §3-c, which expressly authorizes the Town Board to override the tax
levy limit by the adoption of a local law approved by vote of at least sixty percent
(60%) of the Town Board.
Section 3. Tax Levy Limit Override: The Town Board of the Town of Ulysses, County of
Tompkins is hereby authorized to adopt a budget for the fiscal year 2020 that requires
a real property tax levy in excess of the limit specified in General Municipal Law §3-c.
Section 4. Severability: If any clause, sentence, paragraph, subdivision, or part of this
Local Law or the application thereof to any person, firm or corporation, or
circumstance, shall be adjudged by any court of competent jurisdiction to be invalid or
unconstitutional, such order or judgment shall not affect, impair, or invalidate the
remainder thereof, but shall be confined in its operation to the clause, sentence,
paragraph, subdivision, or part of this Local Law or in its application to the person,
individual, firm or corporation or circumstance, directly involved in the controversy in
which such judgment or order shall be rendered.
Section 5. Effective date: This local law shall take effect immediately upon filing with
the Secretary of State.
AND FURTHER RESOLVED, that the Town Clerk file this local law with the Secretary of
State as required by law.
SEQR ACTION: TYPE II-20
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: 9/10/19
OFFICIAL MAP FOR TOWN OF ULYSSES
RESOLUTION 2019-159: OFFICIAL MAP FOR TOWN OF ULYSSES
WHEREAS having an accurate map of the Town of Ulysses provides a clear record of the town
roads and other features; and
WHEREAS the Town of Ulysses adopted an Official Map in 1972 and updated it in 1980; and
WHEREAS several roads have been added and one road abandoned since 1980 and other
details had changed,
Therefore, be it
RESOLVED that the Ulysses Town Board adopts the Official Map provided by T.G. Miller as
presented at the September 10, 2019 meeting, with two changes made if possible:
• Clarification of Cemetery Road to better reflect ownership of the road
• The addition of Tamarack and Larchmont roads in the Village of Trumansburg
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: 9/10/19
INTERFUND LOAN FROM DA FUND FOR CEMETERY ROAD BRIDGE
RESOLUTION 2019-160: INTER-FUND LOAN FROM DA FUND BALANCE TO CAPITAL FUND HB
FOR SEED MONEY FOR THE CEMETERY ROAD BRIDGE REPLACEMENT PROJECT
WHEREAS the DA and newly formed HB Capital Fund are the same tax base, and
WHEREAS General Municipal Law, §9-a allows for inter-fund loan which states that any such
temporary advance shall be authorized in the same manner as prescribed by general, special
or local law for making budgetary transfers between appropriations. And that suitable records
shall be kept of each temporary advance, and
WHEREAS Resolution 2019-120: Approval of Capital Project Bank Account approved the
opening of a bank account for the HB Capital fund for the Cemetery Bridge Replacement
project, and
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WHEREAS at this point in the year there is no foreseen short fall in revenue or proportionally
significant excess in expenditures, and
WHEREAS the bank account for the Cemetery Bridge Replacement Capital Fund (HB) requires
seed money to open the account, and
WHEREAS the HB fund will pay back the DA fund with money received by the grant from
reimbursement,
Therefore be it
RESOLVED that the Town of Ulysses Town Board approves the temporary fund loan of $30,000
from DA fund balance to the HB fund.
Moved: Ms. Zahler Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 9/10/19
APPROVAL OF MOU WITH VILLAGE FOR A RECREATION DIRECTOR
RESOLUTION 2019-161: APPROVAL OF MOU WITH VILLAGE FOR A RECREATION DIRECTOR
WHEREAS the Town of Ulysses wishes to continue and strengthen their joint support of local
youth and recreation programs and
WHEREAS, the Village’s Trustees voted to support the Updated version of the memorandum
of understanding but expressed a desire to finalize language with the Town, now therefore be
it
RESOLVED that the Ulysses Town Board authorizes Supervisor Elizabeth Thomas to sign a final
Memorandum of Understanding negotiated with the Village of Trumansburg to maintain
support for programs and transfer administrative responsibility to the Town of Ulysses
effective January 1, 2020.
Moved: Ms. Zahler Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
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Vote: 5-0
Date Adopted: 9/10/19
NEW BUSINESS:
INTERFUND LOAN FORGIVENESS
RESOLUTION 2019-162: INTER-FUND LOAN FORGIVENESS B FUND, SW-1, SW-4
WHEREAS two historic inter-fund loans exist in the Town’s municipal accounting software
between the B fund and Water District 1 for $1000 as well as the B fund and Water District 4
for $900, totaling $1900, and
WHEREAS throughout at least 12 years, multiple departments have attempted to locate any
documentation or resolutions passed regarding these inter-fund loans and have not located
any reference to these loans, and
WHEREAS according to research by staff of the State Comptroller’s guidelines, it is proper to
have a record of loan forgiveness if no records or documentation can be found,
WHEREAS, any further time and expense spent to find documentation of these loans would
exceed the cost of these loans,
Therefore, be it
RESOLVED that the Town of Ulysses Town Board approves the forgiveness of inter-fund loans
between the B fund and the SW-1 fund, and the B fund and SW-4 fund for the combined total
of $1,900, and
FURTHER RESOLVED that the Bookkeeper is authorized to make the proper journal entry for
this loan forgiveness.
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: 9/10/19
CEMETERY ROAD-CLARIFY OWNERSHIP
RESOLUTION 2019-163: CEMETERY ROAD OWNERSHIP
WHEREAS the ownership of roads within a municipality needs to be clear to know which
municipality maintains which part of what roads; and
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WHEREAS according to New York State, the Town of Ulysses owns 0.14 miles of Cemetery
Road; and
WHEREAS according to Tompkins County records found at
https://tompkinscounty.maps.arcgis.com/apps/InformationLookup/index.html?appid=d3cbf0
4ff83f45d5a29137514fd2aad8, the Town of Ulysses owns Cemetery Road from NYS Route 96
to the intersection of Falls Road; and
WHEREAS the Town of Ulysses recently paid to have its section of Cemetery Road paved,
Therefore, be it
RESOLVED that the Town of Ulysses clarifies that it owns both lanes of the section of
Cemetery Road from NYS Route 96 to the intersection of Falls Road.
Moved: Ms. Zahler Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 9/10/19
REQUEST REINSTALLATION OF STOP SIGN ON CEMETERY ROAD
RESOLUTION 2019-164: REQUEST TO RE-INSTALL THE STOP SIGN ON CEMETERY ROAD AT
THE INTERSECTION OF FALLS ROAD
WHEREAS the Village of Trumansburg recently removed a stop sign at the intersection of
Cemetery Road and Falls Road, an intersection it shares with the Town of Ulysses; and
WHEREAS for drivers turning left off Falls Road onto Cemetery Road, the sight distance is
dangerously impaired due to the elevation drop of Cemetery Road going north (right), and
also from the stone building in the cemetery that is set only a few feet from the edge of the
shoulder of Cemetery Road on the corner of Falls Road, blocking the view,
WHEREAS the Town Highway Superintendent feels that the safest situation would be a 4-way
stop sign,
Therefore, be it
RESOLVED that the Town authorizes the Highway Superintendent to install a stop sign at
Cemetery Road heading north to make this a 4 way stop,
RESOLVED that the Ulysses Town Board requests that the Village of Trumansburg reinstall the
stop sign at this shared municipal intersection to protect the safety of all residents and drivers
turning left onto Cemetery Road from Falls Road, and further
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RESOLVED that the Ulysses Town Board respectfully requests that the Village of Trumansburg
have a dialog in the future about decisions affecting traffic flow in areas where the municipal
roads meet.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs nay
Mr. Goldman aye
Vote: 4-1
Date Adopted: 9/10/19
PURCHASE OF GENERATOR FOR TOWN BARN
Ms. Thomas explained that the Highway Superintendent feels that it is important to have a generator
to operate tools and equipment in the event of an emergency. Mr. Boggs felt that it is important for
the department to have design for their needs. Ms. Thomas indicated that this will be taken up at the
next meeting.
RATE OF PAY FOR TRANSITIONAL BOOKKEEPING
Ms. Thomas read a resolution pertaining to the topic but suggested that the board discuss it in
executive session before taking action.
PRIVILEGE OF THE FLOOR:
(none)
MONTHLY BUSINESS:
APPROVAL OF MINUTES
RESOLUTION 2019-165: APPROVAL OF MINUTES
RESOLVED that the Ulysses Town Board approves the minutes of the regular Town Board
meeting on 8/13/19.
Moved: Mr. Hertzler Seconded: Ms. Zahler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
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Vote: 5-0
Date Adopted: 9/10/19
APPROVAL OF CLAIMS
RESOLUTION 2019-166: APPROVAL OF CLAIMS
RESOLVED that the Ulysses Town Board has reviewed claims # 388-433 in the total amount of
$143,623.00.
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: 9/10/19
EXECUTIVE SESSION:
Ms. Thomas moved to go into Executive Session at 8:42pm to discuss the appointment of particular
people. This was seconded by Mr. Hertzler and passed unanimously.
Ms. Zahler moved to end Executive Session at 9:31pm. This was seconded by Mr. Goldman and
passed unanimously.
RESOLUTION 2019-167: ESTABLISHING RATE OF PAY FOR TRANSITIONAL BOOKKEEPING
WHEREAS the Town of Ulysses currently has no Bookkeeper, but a Bookkeeper is essential to
keep the bills paid as well as other critical aspects of the Town; and
WHEREAS Michelle E. Wright is willing to temporarily take on the role of Bookkeeper until a
permanent Bookkeeper can be found; and
WHEREAS this will require her to increase her hours up to 31 hours/week; and
WHEREAS Nina Thompson, the former Bookkeeper, has agreed to assist during this time of
transition, but only for very limited hours,
Therefore, be it
RESOLVED that the Ulysses Town Board authorizes an increase in hours for Michelle E. Wright,
up to 30 hours/week at $25.40/hour for the rest of 2019, and
RESOLVED that the Ulysses Town Board authorizes an hourly rate of pay for the former
Bookkeeper, Nina Thompson, to be $25.40/hour for the time she spends assisting the town
for a short period of time during the transition to a new Bookkeeper.
Moved: Mr. Hertzler Seconded: Mr. Goldman
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Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 9/10/19
ADJOURN:
Mr. Goldman moved to adjourn the meeting at 9:35pm. This was seconded by Mr. Boggs and passed
unanimously.
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APPENDIX I:
TOWN REPORTS:
PLANNING/ZONING OFFICER-Submitted by Mr. Zepko:
Planning Board-
• Staffed meeting 2 July 2019
o Cayuga Addiction Recovery Services (CARS) is seeking relief from the maximum lot
coverage of 5% in the R1 zone to construct a new 25 bed facility at their existing
location on Route 227. As the project will also require Site Plan Approval, and is a
Type I action under SEQR, the Planning Board is acting as Lead Agency for the SEQR
review.
• 3 Simple Subdivisions were approved administratively, for a net creation of 3 new building
lots in the Town of Ulysses.
o 6171 Mayo Rd – simple subdivision
o 4120 Krums Corners – simple subdivision
o 24.-4-9.112 (Perry City Rd) – Simple Subdivision
Board of Zoning Appeals-
• Staffed 21 Aug 2019 BZA meeting
BZA granted relief for a side yard setback on Van Dorn Corners Rd.
Zoning Update-
• Updates were made to the Draft Zoning Code in any areas pertaining to stream buffers.
Definitions were added for “Perennial” and “Intermittent” streams. The code was made
consistent across all zones in requiring a 50’ buffer from Perennial Streams and a 25’
buffer from Intermittent. The zoning map was modified to more accurately portray road
name labels.
• Summary sheets were created for the AR and R zones, illustrating the major changes
proposed, as compared to the current zoning.
Planner Activity-
• Responded to approximately 35 requests for information
• Reviewed 24 building permit applications for zoning compliance
Enforcement Action-
• Resolved a Notice of Violation pertaining to non-compliance with a conditional approval for
an area variance on Taughannock Blvd in the Lakeshore District
• Resolved a Notice of Violation for pertaining to construction without a building permit and
within the required setback area on Taughannock Blvd in the Lakeshore District
• Resolved a Notice of Violation for the illegal subdivision of a property on Jacksonville Rd
• Resolved a Notice of Violation and Order to Remedy at a site of unpermitted filling on
Cayuga Lake, coordinating with DEC and ACOE on resolution - SEE ATTACHED SPECIAL
REPORT in Appendix II
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HIGHWAY SUPERINTENDENT- Submitted by Mr. Stewart
● Hauled in Stone Dust for the Trumansburg Fairgrounds. Fairgrounds use stone dust for the
track which holds many events
● August 17th we had a minor wind storm that produced some trees to fall. 3 roads were
affected ( Agard, Willow Creek and Willow Point Road. )
● Rt 96 and Perry City Rd intersection. Eastside of Intersection ( 96 to 89 ) We cut down
weeds and small trees that the state did not take care of. Visibility was very poor and
vehicles were creeping out into the intersection to see. Vehicles can now stop at the stop
sign and see much better.
● We continue to mow our town roads and intersections for sight visibility.
● Worked on Budget and attended meetings regarding the budget
● Helped Enfield Highway with stone and oil projects last week
● We oil and stoned 4 roads. Each road had wear and needed to be sealed.
• Gorge Road
• Willow Creek Road
• Willow Point Road
• Willow Creek Point Road
● We are in the process of replacing road signs that are either faded or very old. So far we
have replaced 19 signs. (17 signs on Cold Springs Road and Durling Road. ) (2 signs on Curry
Road) We have many more that are being replaced.
● Shoulders on Rabbit Run are scheduled to be done the week of Sept 13th
● Met with TC Engineer Dan Pichette regarding a couple of intersections (Cemetery Rd and
Falls Rd) (Willow Creek and Gorge Rd)
TOWN CLERK: Submitted by Ms. Parlato
LICENSES/PERMITS issued: #
Sporting licenses 80
Disabled parking permits 10
Dog licenses and renewals 53
Marriage licenses 2
Plumbing permits 0
Address assignments 1
Notarizations 13
FOIL requests-received 1
FOIL requests-completed 1
ROUTINE TASKS:
FINANCIAL REPORT:
$4097.00 TOTAL Collected for fees & licenses
$880.48 stays in the town
$3216.52 goes to the state
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• 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, assisted other departments when possible, health/dental insurance updates for
staff as needed, vouchering: collecting bills, getting approvals, sorting out billing issues,
entering into system
ADDITIONAL ACTIVITIES FOR THIS MONTH:
• Prep for 2020 budget:
o use past years’ data to project the water districts’ and clerk’s budgets
o reach out to town affiliates for 2020 contract estimates
TAX COLLECTION:
• Continued to reconcile tax account to $19.38 due to outstanding rebate checks from the
February Gov. Exec. Order to issue refunds on penalties due to winter storm.
SALO HABITAT COMMITTEE:
• Continued work on draft sign
WATER DISTRICT TASKS:
• Coordinate with Water District Operator to read meters and bill customers
• Posted bills
• Updated water spreadsheets with test results
• Pull 3rd quarter water information together for quarterly report for Health Dept.
RECORDS MANAGEMENT TASKS:
• Continued to fold and file plans that have already been scanned into Laserfiche
• Coordinated with Tompkins County to digitize historic minutes books and subdivision plans
COMMITTEES/ASSOCIATIONS:
• Health Consortium- attend August meeting
SPECIAL PROJECTS:
• (Deputy Clerk) continued work with Project Asst., Bookkeeper and Highway Superintendent
on creation of database for capital assets.
• (Deputy Clerk) solicited quotes for Town Hall sign, working on Rural Beautification Grant from
the County to fund sign
• Assist in interviews for bookkeeper
TRAININGS:
• Attend webinar on cyber security on 8/14/19
SUPERVISOR’S REPORT- Submitted by Ms. Thomas- 8/13/2019 -9/10/2019
Highway/DPW
• Bonding and BAN work. Continue with paperwork required.
• Concerns about stop sign removal on Cemetery Road
Water
District
s WD3
• EFC-WIIA contract finalization
14
• Budgeting for cash flow during aerator project
• Health Department progress reports for last 2 quarters.
Water Quality
• Work with TC Water Resource Council and Cayuga Lake Watershed Intermunicipal
Organization on water quality issues, primarily HABs
• Coordinate presentation of additional staffing request to the County.
• Observe and report if HABs are present for the monitoring network
Budget
• Enter estimates for year-end spending
• Meet with Dept heads to discuss year-end spending and 2020 requests
• Edit excel budget spreadsheet
• Work with Clerks and Michelle on annual contract requests
• Analyze sales tax.
• Finalize tax levy override local law, write public hearing script.
• Tax cap info – comparison to 2019
• Capital plan review and edit
• Fire/EMS – analyze budget info from Village
Other
• Official Map of town – review again.
• Recreation Director – how to budget for change
• Town Hall heat pumps
• Bookkeeper replacement – job description, interviews, follow-up.
• Paperwork and documentation for conversion of streetlights to LEDs.
Meetings
• 8/22 – Tompkins County Council of Governments – present about HABs
• 8/25 – Present at West Shore Homeowner’s Association meeting
• 8/28 – Bookkeeper interviews
• 8/28 – Cayuga Lake Watershed Intermunicipal Organization (IO)
• 8/29 – Bookkeeper interview
• 8/29 – Cayuga Lake Watershed IO – Project Advisory Committee
• 9/3 – presentation to County Legislature for staffing to help with water quality issues
• 9/3 – Fire and EMS budget meeting
• 9/5 – Special TB meeting – personnel appointment
• 9/10 – Water Resource Council – HAB subcommittee
• 9/10 – Town Board meeting
Concerns/questions/comments from residents
• HABs (2)
• Noise complaints (BBQ on Agard) (2)
• Jacksonville gas station closing (4)
• Cemetery Road stop sign removal concern (4)
• Complaint about road condition of Taughannock Park Road (county road)
• Complaint about confederate flag
• Complaint about intersection of Gorge and Willow Creek Road
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• Spelling of Van Dorn’s Corners Road
• Complaint about high property taxes.
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.
ASSISTANT TO THE SUPERVISOR- 8/13/19-9/7/19-Submitted by Michelle Wright
• Cemetery Road Bridge over Trumansburg Creek (NYSDOT funded with FHWA
money, Barton & Loguidice Engineers)
o Grant timeline status:
Received word from NYSDOT that the project has Federal authorization for
Right-of-Way and Design for the Cemetery Road over Trumansburg Creek
project (PIN 375659).
With these authorizations, B&L may begin work; but until the State-Local
Agreement is finalized by the NYS Attorney General / Comptroller’s Office,
billing requests can’t be sent in.
Last update from Ben Werner at B&L on 8/27: “Schedule-wise, Prudent
Engineering (the surveyor) is anticipating that they’ll be on site to survey the
bridge next week. I’m waiting for confirmation on that and I can report
back once I hear it. We’re also coordinating our driller for the soil borings,
but that will likely be 3-4 weeks out. We also discussed completing our
environmental screenings and are looking at the week of 9/12 for that. So
at this point it’s a lot of data collection type work that we’re kicking off.”
o Activities:
Communications with B&L: obtaining proof of insurance per contract
agreement.
Development of an accountability reference sheet, specific to the B&L
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agreement (see below). The purpose of this is a quick reference sheet that
distills highlights of the B&L agreement.
• My intent is to create a similar document based on the agreement
we have with NYSDOT.
Resolution development for seed funding, interfund loan research.
• NYSERDA Heat Pump Grant
o Minor work done on this, internal communications via email with group involved
re: electrical design and competitive bidding process. Still in the midst of
reviewing NYSERDA agreement, with the intent to create an accountability
reference document like the one with B&L
• WD #3 WIIA Grant (EFC funded, MRB Engineers)
• Grant Timeline Status: projected timeline at this point is that the bidding process
will start in November, with construction starting at the beginning of the year.
• Activities:
o Internal communications regarding cash flow, project schedule, and BAN/Bonding
o MRB communication
o Pending phone call with Municipal Financial Advisors (Municipal Solutions)
some point in September to discuss BAN/Bonding timing.
• Town Board members who would like to see the cash flow: this is available upon request.
• Project Timeline Estimate per MRB as of August 2019:
ITEM COMPLETION DATE STATUS
--------------------------------------------------------------------------------------------------------------------------------------
Begin Design 8/13/19 Beginning
Advertise to Town 10/27/19
Plans and Specs Available for Bidders 11/1/19
Pre-bid Meeting 11/15/19
Bid Opening 11/26/19
Provide Bid Tabulation & Summary of Bids to Town 12/3/19
Board Meeting to Award Contracts 12/10/19
Start of Construction 1/7/20
Substantial Completion of Construction (90 days) 5/1/20
Final Completion of Construction (30 days) 6/1/20
Capital Asset GAAP Compliance & Multi-year Financial Planning
• Continued work with Sarah on managing data in order to get it into a format that we can
import into Access database.
• Continued to identify resources for data: work with JZ on obtaining
Budget Work
• Meeting with Liz regarding budget worksheet, annual budget tasks
• Meeting with Nancy and Nina regarding Recreation Budget 8/14
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• Meeting with Nina on “big and new” budget items 8/14
o How capital funds and projects, along with other budget items will affect
fund balance appropriation and other budgeting nuances
• Scheduled department budget meetings.
• Participated in several pre-budget-worksheet-submission meetings with department heads.
• Began work on salary and benefits worksheet including reaching out to vendors,
insurance, etc. for updated 2020 rates.
• Fire and EMS budget meeting attendance on 9/3/19.
Bookkeeper Transition Activities
• Proportionally significant amount of time spent on administration related to this transition.
In collaboration with Clerks’ Office and Supervisor, edited and updated job description,
posted on Indeed, reviewed candidates, scheduled interviews, and internal
communications regarding continued development of process and job description.
• Retraining bookkeeper procedures and tasks with NT.
• Resolution drafting and research related to interfund loan forgiveness.
Other Activities
• 8/15/19 FLRWA meeting attendance:
o Emphasis of partnerships between lake associations and businesses: State Rep Pam
Helming (54th district) mentioned that Three Brothers Winery out of Romulus was
instrumental in helping to pass key water protection legislation.
o The smaller lakes seem to be highly organized.
MS. ZAHLER shared the following:
• Gas station in Jacksonville has closed. She confirmed that the gas station was not closing due
to contamination.
• Re: Rec program- the village agreed to the town’s MOU.
• Restroom construction in Jacksonville Park is under way.
• The village is exploring the idea of a grant coordinator or writer.
• 2020 TC budget does not include Parks & Trails funding. Ms. Zahler plans to let our rep know
that this funding was valuable in 2019.
APPENDIX II
<< INSERT JOHN’S REPORT .PDF >>
Respectfully Submitted by Carissa Parlato,
September 17, 2019