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HomeMy WebLinkAbout2003-10-14 - TB TOWN OF ULYSSES REGULAR TOWN BOARD MEETING OCTOBER 14, 2003 PRESENT : Supervisor Douglas Austic ; Councilpeople Lee Scott, Sue Poelvoorde, Carolyn Duddleston and Robert Weatherby; Highway Superintendent James Meeker; Code Enforcement Officer Alex Rachun; Town Clerk Marsha L. Georgia. OTHERS PRESENT : Eric Pond, Engineer Barton & Loguidice, Ithaca Journal Reporter Jarrett McLaughlin, Chairman Planning Board and President Jacksonville Association Richard Coogan, Glen Beardsley, Michael Lawless , Kaitlyn Mitchell and Vickie Hesson. Supervisor Austic called the meeting to order at 7 : 30 pm, and led those assembled in the Pledge of Allegiance to the Flag of the United States of America. APPROVAL OF MINUTES 9/9 RBM, 9/11 PH, 9/ 15 SBM, 10/2 BID After minor corrections and/or changes noted to the Town Clerk, Mrs . Duddleston moved, seconded by Mr. Scott to approve the minutes listed above. Mr. Austic aye Ms. Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. APPROVAL OF MONTHLY CLAIMS Ms . Poelvoorde moved, seconded by Mrs . Duddleston to approve the previously examined vouchers # 409 through 457 in the amount of $ 183 ,687 . 44 . Mr. Austic aye Ms . Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted . REPORTS OF REPRESENTATIVES County Representative Peter Penniman — absent Trumansburg Fire Department — absent Planning Board Chairman Richard Coogan — Mr. Coogan reported that the Planning Board had not met this month to date, but they have a Joint Meeting scheduled with the Town Board on October 16th, 2003 at 7 : 00 p . m. Others Barton & Loguidice Engineer Eric Pond — Mr. Pond reported on the progress of the construction of Water District #3 . Construction is moving along as well as can be expected for such a large job . At the end of last month Myers Construction completed more than two-thirds of the main line installation. They submitted the bill for the second payment of $ 614,214 . 40 and that amounts to about 43 % of the contract dollar award. Mr. Pond also noted couple of items of interest . This is a unit price contract and there are Regular Town Board Meeting 10/ 14/2003 some quantities that were included in the contract to cover special construction conditions- one is excavation below sub grade. If the soil in the area is not suitable for laying a pipe on, the contractor is instructed to dig below the specified depth and add additional soil . So far, as of the end of September that quantity was not used. Also, the item for backfill material where the existing sub grade is boney, or has big rocks, boulders etc . that are not suitable for backing filling the trench has not been used. Special backfill is also used in areas where the trench would crowd the road more when a more structural backfill for driveways etc . So far 46% of that has been used. Basically, if these items continue to trend, which is no guarantee that they will, but if they do it can be about a $ 123 ,000 savings, which will offset some of the additions to the job . Additions have been Honeybee Lane Construction; additional taps for properties added after the contract was finished, etc . Mr. Austic asked if savings mentioned, continue will there be money left to buy the additional meters? Mr. Pond stated that yes there would be . Mr. Pond went on to state that the Map, Plan and Report, as everyone recalls, included reasonable estimates of water line construction and user costs . The Town was very fortunate that bidding conditions and bidding requirements were so favorable as there was not a lot of activity in the construction market and contractors sharpened their pencils with prices and the Town benefited . So there are some extra costs that were in the Map , Plan and Report, that were pulled out of the price of the project and made a direct charge to the residents e . g . the meters, to get the annual charge to district customers below the Comptroller' s threshold of $ 501 . 00 . So if there are funds available at the close of the construction contract then the meters should be a charge that EFC will approve with their financing. Meters Barton & Loguidice, P . C . reviewed the bids received for the Town Ulysses Water Metering Equipment Purchase that were received and opened by the Town of Ulysses on October 2 , 2003 . A certified tabulation of all bids received has been turned over to the Town. The following is a summary of the bids received : CONTRACTOR BID ALTERNATE BID (RADIO) Ti-Sales, Inc . (Neptune) $24,215 . 16 $ 54,476 . 16 Blair Supply Corp . (Badger) $35 ,009 . 25 $44, 709 . 25 Everett J. Prescott, Inc . (Invensys) $31 , 520 . 00 $61 ,405 . 00 As shown above, Ti-Sales, Inc . submitted the low Base Bid for the Metering Equipment Purchase Contract. We have reviewed their bid and found no errors . We have confirmed their bid and have contacted Mr. Marty Mazzella of Ti-Sales, Inc . subsequent to the bid opening, who has indicated that they are comfortable with their bid and are therefore willing to enter into a Contract with the Town. It is noted that the base bid provided by Blair Supply Corp . does not meet the intent on the Specification, as Badger meters are not available with remote-mount touch pads . As remote radio-based automatic meter reading (AMR) systems have begun to enter the mainstream in recent years, the Town requested that an Alternate Bid be submitted which would meet the Specification provided for a complete AMR system, including a radio transmitter for each meter supplied under the base bid . However, based on the following analysis, it is estimated that with 280 meters, there would be no annual savings resulting from the installation of an AMR system at this time or in the foreseeable future as the below example shows : Estimated Annual Meter Reading Cost - Touch Read Average Meter Read Time : 3 minutes Time required for 280 meters : 14 hours (assume two 8 -hour ( lays) n Regular Town Board Meeting 10/14/2003 Reading frequency: 4 times per year Salary Cost : $20/hour Total Estimated Annual Meter Reading Cost : $ 1280 Estimated Annual Meter Reading Cost - Radio Read Time required for 280 meters : 4 hours Reading frequency: 4 times per year Salary Cost : $20/hour Battery Replacement - $ 35 per radio in 10- years, or $ 3 . 50/year/meter: Total Estimated Annual Meter Reading Cost: $ 1300 Therefore it is Barton & Loguidice ' s recommendation that the Town award the Base Bid Water Metering Equipment Purchase to Ti- Sales in the amount of $24,215 . 16 . It is noted that an AMR system could be added to existing meters should it become cost effective to do so in the future . Mr. Scott moved, seconded by Mrs . Duddleston the following : BE IT RESOLVED that the Town Board of the Town of Ulysses awards the Base Bid Water Metering Equipment Purchase to Ti - Sales, Inc . for the Neptune Meters for the Touch Read Style Water Meter in the amount of $24,215 . 16 . Mr. Austic aye Ms . Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. TOWN REPORTS James Meeker Highway Superintendent reported that they helped Newfield pave, took the old pick-up truck to the auction and got $ 5000 for it, mowed back roads, worked on hauling item #4 for shoulder material . They hope to start putting down shoulder material next week. They paved VanLiew Road, helped Enfield stone and oil, sealed Agard Road, Durling Road, VanLiew Road and a little bid of Colegrove Road and helped the Village haul hot mix for their paving project. Mr. Meeker talked to the State about putting a sign up on the posting of the bridge on Route 227 for truck traffic in the village near the NYS Rt. 96 intersection. Other than that we will soon have to start getting the trucks ready for winter. Mr. Austic asked if Mr. Meeker had received the letter from Michelle MacCarrick about her concern of the intersection on Frontenac Road, Cayuga St . Ext. and Lake Street. Mr. Meeker said that he has lined the intersection with white lines on each side of the road and will be putting up a couple of new signs . This will help identify the through street and should make the intersection less confusing. Alex Rachun Code Enforcement Officer reported that he issued a total of twelve permits, 4 single family, 6 for accessory buildings , 2 for business, those being the Cornerstone project and Maguire storage facility and 1 zoning only. Marsha L. Georgia Town Clerk reported that for the month of September a total of $ 8 , 769 . 50 was collected for fees and of that $ 970 . 23 was turned over to the Supervisor along with her month report. Of that total $ 7, 610 . 15 was sent to DEC for conservation fees . An additional $2730 was collected for water fees, 4 plumbing permits, 6 additional taps purchased and 6 registrations for contractors . The office has been doing many plumbing permits and reviewing the property owners ' plot plans that go along with the application. After the application is reviewed the permit is issued. The application is either e-mailed or forwarded to Bolton Point. .A Bolton Point employee lives in Ulysses and stops to pick up applications . After that if Bolton Point needs to contact the property owner for a further inspection of the property they 0 Regular Town Board Meeting 10/14/2003 make the arrangements or they call the office to ask additional questions about the property. Board Members and Committees - no reports Supervisor Austic reported that he had attended a Hazard Mitigation meeting where they reviewed different hazards that could affect this area. They carne up with a rating of the different hazards. This has to be done for the County or any municipality to be able to get reimbursed from the Federal Government when a hazard occurs and Federal money is made available for clean-up . Supervisor Austic reviewed his monthly report, no questions. OLD BUSINESS Water District #3 - previously reported under Mr. Ponds report . Water District #4 - Supervisor Austic stated that District #4 was started last week and they are installing the hydrant tomorrow or the day after. This 600 foot line district is virtually complete except hooking up to the houses . The meters will be ordered tomorrow for the three houses . Other none heard NEW BUSINESS R. Myers Construction Payment Request Supervisor Austic received the payment request and also the recommendation from the engineer for the second payment. Mr. Austic moved, seconded by Ms . Poelvoorde the following : WHEREAS, the Town of Ulysses has received the certified Second Submission for work completed through September 26 , 2003 , Contract No . lA — General Construction DWSRF Project No . 16097 and WHEREAS, the total amount of work done to date is $ 1 ,039 , 095 . 90, and the total amount of stored materials on-site for which payment is being requested is $94,003 . 96 and, WHEREAS, a retainage of five percent (5 %) of the value of work done to date and materials stored on-site, totaling $94,003 . 96, has been withheld from the payment per the Contract Specifications and WHEREAS, the total amount due the contractor for the second payment is $ 614,214 . 40 and, WHEREAS, Barton & Loguidice, after review, authorize the Town Board of the Town of Ulysses to make the second payment to R. Myers Construction, Inc . in the amount of $614,214 . 40 for work completed for the period ending September 26, 2003 , NOW THEREFORE BE IT RESOLVED, the Town Board of the Town of Ulysses authorizes Supervisor Austic to issue a check to R. Myers Construction, Inc . in the amount of $614,214 .40 for the second payment for Town of Ulysses Water District No . # 3 Water System Improvements . Mr. Austic aye Ms . Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. A Regular Town Board Meeting 10/14/2003 Bond Anticipation Notes Supervisor Austic explained that because the Town missed the schedule for the long term bond award this cycle to before January we had to do another Bond Anticipation Note, which when we did the original motion to approve we approved Notes up to the total project. So we did get another $ 1 . 9 million short-teen note . Schedule Joint Planning / Town Board Meeting Ms . Poelvoorde moved, seconded by Mrs. Duddleston the following : BE IT RESOLVED that the Town Board of the Town of Ulysses schedules a Joint Meeting for October 16 , 2003 at 7 : 00 p . m . with the Planning Board to continue the review of the Draft Zoning Ordinance . FURTHER RESOLVED that the meeting will be posted on the Official Board outside the Clerk ' s office . Mr. Austic aye Ms . Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. Budget Consideration Supervisor Austic stated the 2003 budget needs to be increased by $24,435 for the new pick-up truck. That amount comes from the reserve fund for machinery. A permissive referendum was advertised for this use back on January 22 , 2003 . Mr. Scott moved, seconded by Mrs . Duddleston the following: BE IT RESOLVED that the Town Board of the Town of Ulysses authorizes Supervisor Austic to transfer $24,435 from Equipment Reserve to DA5132 .2 . Mr. Austic aye Ms . Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. Other Meeting w/ Village of Trumansburg A meeting needs to be set up with the Village Board to discuss Water District #5 and/or the permission to allow the new house on South Street to hook up to the water system in the interim of a decision on this district . It was the general consensus of the Board a meeting needed to be set as soon as possible to resolve this situation. Resolution Support of Youth Budget Supervisor Austic read a resolution that was passed out at the joint budget meeting with the Village and Town ' s to discuss Youth Services and Fire Contract. The Town has been asked to pass a similar resolution for the support of the Youth Services to show the Town ' s support. Ms . Poelvoorde moved, seconded by Mr. Scott the following : Regular Town Board Meeting 10/14/2003 WHEREAS, Tompkins County provides a substantial portion of funding for the, Trumansburg Youth Services Program, and WHEREAS , it would be impossible for the Town of Ulysses to provide these programs without such assistance, and WHEREAS, the Town of Ulysses will continue to provide increased local funding to match County funds, and WHEREAS, the Tompkins County Legislature, through its County Administrator, has proposed the entire Municipal Youth Services System as a possible cut in the 2004 County budged, NOW, THEREFORE BE IT RESOLVED , that the Town Board of the Town of Ulysses opposes such cuts to the Tompkins County budget and that funding to the Youth Services Program arid the Recreation Partnership should be retained to the extent possible for 2004 and BE IT FURTHER RESOLVED, the Town Clerk forward copies of this resolution to our representative on the County Board the County Administrator, and the Health & Human Services Committee of the Tompkins County Legislature. Mr. Austic aye Ms . Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. 2004 Budget Review The Board reviewed the 2004 Budget fund by fund and had no changes at this time . Mr. Meeker did inform the Board that he has received a letter from the County with the 2004 contract for the re-payment of the mowing of roads and snow plowing that he does for the County. That figure for 2004 will be increased to around $ 100,000. Mr. Austic used the previous years figure of $40,000, so therefore when he makes this adjustment it will change the outcome of the amount to be raised by taxes . As presented the budget will result in an increase of approximately 3 % over last years tax rate . However, the additional highway repayment funds it. Mr. Weatherby moved, seconded by Mrs . Duddleston the following : BE IT RESOLVED that the Town Board of the Town of Ulysses moves the Tentative Budget to the Preliminary Budget and set the Public Hearing on the Preliminary Budget for November 5th, 2003 at 7 : 00 p .m . FURTHER RESOLVED that the Town Clerk advertises this Public Hearing prior to the Hearing. Mr. Austic aye Ms. Poelvoorde aye Mrs . Duddleston aye Mr. Scott aye Mr. Weatherby aye Adopted. Hearing no further business Ms . Poelvoorde moved, seconded by Mr. Weatherby to adjourn the meeting. Unanimously approved, meeting was adjourned at 9 : 45 p .m . Respectfully submitted, Marsha L. Georgia Ulysses Town Clerk ar C Regular Town Board Meeting 10/ 14/2003 MLG : mg