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HomeMy WebLinkAbout2023-03-14-TB-FINAL-minutesTOWN BOARD MEETING
Town of Ulysses
March 14, 2023
NOTE: The meeting was held via Zoom videoconference due to Gov. Hochul's declaration of a State of
Emerqencv for the snow storm.
Notice of Town Board meetings are posted on the Town's website and Clerk's board.
Video recordings of meetings are available on Youtube at
httos://www. voutube. com/channel/UCWVls--g9CI)Hlxdk9YxZvPw.
CALL TO ORDER:
Ms. Olson called the meeting to order at 7pm.
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TOWN OFFICIALS
Supervisor- Katelin Olson
Board members- Michael Boggs, Liz Weatherby, Mary Bouchard, Rich Goldman
Town Clerk- Carissa Parlato
Second Deputy Supervisor/Budget Officer- Michelle E. Wright
OTHERS:
Anne Koreman, Roxanne Marino, Bob Howarth, Linda Liddle
APPROVAL OF AGENDA:
Motion:
Mr. Goldman moved to approve the agenda at 7:03pm with the additions of an appointment to the
Planning Board and support for NYS Assembly bill regarding EMS. This was seconded by Ms.
Weatherby and passed unanimously.
PRIVILEGE OF THE FLOOR: (3 minute limit)
Mr. Howarth (BZA member) expressed concern over the BZA's recent minutes -taking, their legality,
and availability to the public.
LIAISON/CHAIR REPORTS:
Ms. Koreman -Tompkins County legislature:
• Women's history month proclamation honors Carol Kammen for her many years of valuable
service as historian
• Gov.'s current budget would wipe out Medicaid funding for the county creating a few million
dollar deficit
• Working on strategic plan for county to outline how to meet comp plan goals
• Dr. Stallone from CIVIC shared a review of COVID stats: have provided 2 million tests for about
100K people, saving 180 lives. Trying to find lessons learned and better ways for future
Is KeT0111X=XS21T•�
1
• Meets 15t wed of each month
• Working on organizing Earth day event (April 22)- will have trash pick, no -mow May and other
sustainability/environmental activities
SWPPC (Source Water Protection Plan Committee)- Linda Liddle
• Met on Monday
• Creating water survey for town
• Have new representative for NYRWA
Ag Committee mtg- Ms. Weatherby:
• 6 people attended this 2nd intro meeting- some of the original involved in creation of the
2009(?) Ag Plan
• Still don't have any commitment for the Ag seat on comp plan committee
• Will start to formalize things a bit more
Vllg Board mtg- Ms. Bouchard:
• Gave updates on Bee Committee and Earth Day activities
• Discussion on whether Vllg zoning/code would allow for no -mow May
• Discussion of water rates & conservation
Other- Ms. Bouchard:
• Attended rec partnership mtg- will share stats/usage
• Bee Committee- more community interest in the committee. Will do a pres on pollinator
gardens
Youth Commission & Recreation- Ms. Olson & Weatherby:
• RYS having difficulty getting applicants to fill local Youth Program Mgr vacancy
• Discussion around updating youth services model
• Rec sign ups open tomorrow
• Adult art program offered
OLD BUSINESS:
CAMP BARTON/THREE FALLS LDC UPDATE
Ms. Olson noted that Town of Covert approved joining the LDC. Had mtg with NYS regarding licensing
agreement. Final closing for will take place after licensing and LDC finalized.
GRANTS UPDATE:
• DEC Comprehensive Planning Grant-
o have been awarded grant but just received contract. Was holding off on starting
committee until contract terms better known
• DEC Non -Agriculture Nonpoint Source (NPS) Planning Grant
o this is a planning grant for replacing 7 different culverts. Will work with MRB on this.
• Ithaca -Tompkins County Transportation Council (ITCTC) Grant for Black Diamond Trail
(Scoping and Procurement)
2
o received $18K to prepare design options to bring trail to village
DISCUSSION ON LAND ACQUISITION FOR TRUMANSBURG COMMUNITY RECREATION /ARPA FUNDS
UPDATE
• Ms. Olson has spoken with TCR about this.
• TCR has done a survey to identify rec space needs for both youth and adults
• Ms. Weatherby commented that the school has been willing to share their space but there are
times when all fields are occupied.
• will continue this discussion on 3/28 when TCR is in attendance
Ms. Olson shared the ARPA funds planning document showing how funds for this may be spent.
Ms. Weatherby shared the benefits of this particular property for rec programming.
Ms. Olson added that maintenance will likely be via contract with a private entity.
RESOLUTION #75 OF 2023: AUTHORIZING SUPERVISOR TO NEGOTIATE FOR PROPERTY FOR
TRUMANSBURG COMMUNITY RECREATION (TCRI
WHEREAS, At a meeting of the Town Board of the Town of Ulysses, held on the 14th day of
March, 2023, at Town Hall, 10 Elm Street, Trumansburg, New York, the following resolution
was offered and seconded;
WHEREAS, the Town Board is interested in acquiring a parcel of land known as 0 Trumansburg
Road, Tax Map #34.-2-1.3, consisting of approximately 13.25 acres; and
WHEREAS, the Town Board desires to enter into negotiations with the property owner for the
potential purchase of said property;
NOW, THEREFORE, BE IT RESOLVED that the Town Board of the Town of Ulysses hereby
determines that it is in the best interests of the citizens of the Town to authorize the Town
Supervisor to enter into negotiations as set forth hereinabove; and be it further
RESOLVED that this resolution is effective immediately.
Moved: Ms. Weatherby Seconded: Ms. Bouchard
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
NEW BUSINESS:
ROUTE 96 CONCEPT STUDY FOR WATER SYSTEM INTERCONNECTION #2 FROM 2015 ENGINEERING
REPORT
Ms. Olson noted that she continues to receive requests from residents who would like public water.
RESOLUTION #76 OF 2023: RE-EVALUATE INTERCONNECTION #2 FROM 2015 ENGINEERING
REPORT FOR ROUTE 96
WHEREAS, multiple property owners along Route 96 between the Village line and Cold Springs
Road have expressed interest in accessing public water; and,
WHEREAS, the Town previously explored providing public water along this route, known as
Interconnection #2, in the 2015 Engineering Report created by MRB Group; and
WHEREAS, this re-evaluation would include:
• Evaluation of an Interconnection with Village of Trumansburg from Smith Woods to
Cold Springs Road
• Evaluation of creating a new water district south from the Village of Trumansburg to
Taughannock Park Road along Route 96, with water supplied from the Village of
Trumansburg
• Evaluation of creating a new water district north along Route 96 extending from Cold
Springs Road to approximately Smart Start, with water supplied from Bolton Point (like
Water District 3)
• Presentation of the findings at a Public Information Session to be scheduled with
property owners along the identified Route 96 corridor
THEREFORE, BE IT
RESOLVED, that the Town Board hereby authorizes the Town Supervisor to enter into an
agreement with MRB Group for a re-evaluation and public information session of the 2015
Engineering report pertaining to Interconnection #2, and be it further,
RESOLVED, that the Town Board authorizes the payment of $2500 to MRB Group for these
services.
Moved: Mr. Goldman
Olson
aye
Boggs
nay
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 4-1
Date Adopted: 3/14/23
MARRIAGE OFFICIANT FEE
Seconded: Ms. Bouchard
RESOLUTION #77 OF 2023: ONE DAY MARRIAGE OFFICIANT LICENSES
RESOLVED, that the Town Board sets the One Day Marriage Officiant License fee at $25 per
the requirements of the New York State Domestic Relations Law.
Moved: Ms. Bouchard Seconded: Mr. Boggs
0
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
APPOINTMENTS TO ITHACA-TOMPKINS COUNTY TRANSPORTATION COUNCIL (ITCTC)
RESOLUTION #78 OF 2023: APPOINTMENTS TO ITHACA-TOMPKINS COUNTY
TRANSPORTATION COUNCIL (ITCTCJ
RESOLVED, that the Ulysses Town Board designates Michelle E. Wright as the liaison to the
Tompkins County Transportation Council Policy Committee from the Town of Ulysses, and
FURTHER RESOLVED, that the Ulysses Town Board designates Niels Tygesen as the liaison to
the Tompkins County Transportation Council Planning Committee from the Town of Ulysses.
Moved: Mr. Goldman
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
Seconded: Mr. Boggs
OFFICIAL/STAFF REPORTS & ANNOUNCEMENTS:
(Staff Reports sent in advance)
Ms. Olson noted that:
• The new project assistants have begun
• IT assessment project has begun
• Grants awarded
NEW BUSINESS (Cont'd):
APPOINTMENT OF 1ST ALTERNATE FOR PLANNING BOARD
RESOLUTION #79 OF 2023: APPOINTMENT OF 1ST ALTERNATE TO PLANNING BOARD
RESOLVED, that the Ulysses Town Board appoints Matt Bishop as 111 Alternate on the Planning
Board for the duration of 2023.
Moved: Mr. Goldman Seconded: Mr. Boggs
5
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
SUPPORT OF EMS BILL
RESOLUTION #80 OF 2023: SUPPORTING ADOPTION OF ASSEMBLY BILL 01091 FOR EMS
WHEREAS, emergency medical service (EMS) is an essential service and necessary to help
protect the safety and welfare of Ulysses residents; and
WHEREAS, escalating costs make it challenging to provide these services at a reasonable rate
to our taxpayers; and
WHEREAS, municipalities throughout New York would benefit from funding and leadership at
the state level for EMS; and
WHERE, Assembly Bill 01091 is an "act to amend the public health law, in relation to
establishing the consolidated assistance program for EMS departments which creates a
sustainable state financing mechanism for emergency medical services,"
NOW, THEREFORE, BE IT
RESOLVED that the Ulysses Town supports the adoption of Assembly Bill 01091 and
encourages Governor Kathy Hochul to include this initiative in 2023-2024 New York State
Budget, and further
RESOLVED, directs the Town Clerk to provide a certified copy of the resolution to Governor
Kathy Hochul and Assemblyperson Anna Kelles.
Moved: Mr. Goldman
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
UPCOMING EVENTS
March 28 — Regular meeting
April 11— Regular meeting
Seconded: Ms. Bouchard
M
APPROVAL OF MINUTES:
RESOLUTION # 81 OF 2023: APPROVAL OF MINUTES
RESOLVED, that the Ulysses Town Board approve the meeting minutes from the two Public
Hearings on property tax exemptions and regular meeting Feb. 14 as amended.
Moved: Ms. Olson Seconded: Mr. Boggs
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
BUDGET MODIFICATIONS
RESOLUTION # 81 OF 2023: APPROVAL OF BUDGET MODIFICATIONS
RESOLVED, that the Ulysses Town Board approve the budget modifications (see appendix) as
presented.
Moved: Mr. Goldman Seconded: Ms. Bouchard
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
PAYMENT OF AUDITED CLAIMS
RESOLUTION # 82 OF 2023: PAYMENT OF AUDITED CLAIMS
RESOLVED that the Ulysses Town Board has reviewed and approves payment of claims for:
vouchers numbered 82 through 126 in the amount of $115,393.57
Moved: Ms. Olson Seconded: Mr. Boggs
Olson
aye
Boggs
aye
Bouchard
aye
Goldman
aye
Weatherby
aye
Vote: 5-0
Date Adopted: 3/14/23
7
PRIVILEGE OF THE FLOOR (3 min limit per person)
Linda Liddle is happy about the PB alternate appt. She urged caution regarding land purchasing and
getting accurate information out to the public.
Ms. Marino supports use of ARPA funding for land purchase or other things that benefit whole
community. She encouraged additional communication with comp plan committee volunteers.
ADJOURN
Mr. Goldman made a motion to adjourn at 8:54pm. This was seconded by Mr. Boggs and passed
unanimously.
Respectfully submitted by Carisso Parlato, Town Clerk
3123123
N.
APPENDIX:
BUDGET MODIFICATIONS:
2022 Budget Modifications Reauested at Town Board Meetine 2/14/2023
SW4 FUND BUDGET MODIFICATIONS
Increase/
Budget Mod
Post Modification
1 Account #
Account Name
Current Budget
Decrease
Request
Budget
SW4-8320.4
I WATER PURCHASES CE
$ 500.00 I
Increase
$ 164.94
$ 664.94
Increased water use billed out to users and offset by billing revenue.
Increase /
Budget Mod
Post Modification
Account #
Account Name
Current Budget
Decrease
Request
Budget
SW4-2140
I METERED WATER SALES
$ 500.00 1
Increase
$ 164.94
$ 664.94
See above.
W11111111►1117:1111J1Z0:11111ILTi[•Il]Idrdiler0r• OW
1 Account # Account Name
HA 1620.21 1 Engineer CE
Insignificant overage.
Account # Account Name
HA 1620.22 1 Legal & Bonding CE
See above.
Increase/ Budget Mod Post Modification
Current Budget Decrease Request Budget
$ 6,033.311 Increase 1 $ 0.25 1 $ 6,033.56
Increase / Budget Mod Post Modification
Current Budget Decrease Request Budget
$ 1,260.48 1 Decrease 1 $ 0.25 1 $ 1,260.23
9
TOWN OF ULYSSES
10 Elm Street, Trurnanshurg, NY 14886
townofulyssesnygov
Town Supervisor (607) 387-5767, Ext 232 • supervisor@townoMyssesny.gov
Town Clerk (607) 387-5767, Ext 221 • clerk@townofulyssesny.gvv
Building & Code Enforcement Office
607-387-9778 ext. 231
Buildings & Code Enforcement Report for Feb 2023
Building Permits issued
Plan Reviews
Certificate of Occupancy issued
Permits Renewed
Complaints Received
Complaints Resolved
Inspections (Footers, Foundations, Plumbing, Insulation, roofing, Pools,
Etc.)
New Site Inspections
Building Review Consultations (pre -plan meetings, Future
Building/Remodeling)
Fire Safety Inspections
Code Training Seminars
6
4
1 Cof O
3CofC
1
0
2 Resident
working on
compliance
28
3 Reinspection's
6
5
Ongoing
2 hours Batt.
Storage
County Assessment, Town, DOS Reports 4
TOWN OF ULYSSES
10 Elm Strcct, Trumansburg, NY 14886
townofulyssesny.gov
Open property in violation cases
Property violations resolved
VALUE OF PERMITS ISSUED: $138,000.00
Building Permit fees collected for month: $639.00
Respectfully Submitted,
n'4;z';Z� 7V14S4wMR&
Mark Washburn — Building & Fire Code Enforcement Officer
Ongoing
outreach
Building & Code Updates
Mark Washburn, NYS CEO, Certification No. 1020-0364 Feb. 1 -Feb. 28, 2023
Plan Reviews
■ 8 discussions about upcoming projects
■ permit review, passed along for zoning review, 4 Projects waiting on approval
■ 8 pre permit site visit
Site visits
■ Ongoing monitoring of Erosion Plan, visited 4 times no issues
■ 6 Site meetings with contractors
■ 1 visit regarding erosion issues
CEO Activity
• 4 Foundation/Footer inspections/ 1 reinspection's
• 7 Framing inspections/ 1 reinspection's Issue resolved
• 6 Plumbing inspections/ 1 reinspection
• 2 Final inspection/1 Reinspection
• Code research for 15 different issues approximately 24 hours
• Code research for taking the exemption for 150' fire access rd. Meetings with Chief, Engineers and
architects. CARS project
• 4 property investigations for Letters of violation, 1 letter issued code and zoning violations
(ongoing).
• Attended meeting with Zoning and Property owner regarding new home build
• Investigation of DD violations Photos taken, building code violations letter written for review.
• Investigation of complaint regarding building without permit. Stop work order issued
• Worked on Derelict property list. 3 properties working towards compliance. 1 Demolition permit,
Demolition complete. Fire Dept used this property donated by the home owner for training, 2
properties removing rubbish and unregistered cars.
• Investigation on 2 properties on the list to start action.
pg 1 Building & Codes Monthly Report
Building & Code Updates
Mark Washburn, NYS CEO, Certification No 1020-0364
Reporting Period Feb. 1 — Feb. 28, 2023
SBL Violation Code Action Status
4x Site visit Ongoing
Erosion control No issues
Clean up Ongoing
happening
around house
Burned out house Safety Possible Fire
Violation/ [NY] 108.1.1 Unsafe structure training
Rubbish, Vehicles,
Property maintenance code
Clean up and
Vast
Fire road violation
301.2, 302.3, 302.8, 304.2
remove vehicles
improvement
Protective covering
Fire Code
from side of
and cleanup
violations
503.4
roadway and
continue
12.4-9
property
20.-3-9.22 Cars, Rubbish
Clean up and
New information
Multiple Property Maintenance
comply with DD
Working with
code, Fire Code violations
regulations
property owner
pg 2 Building & Codes Monthly Report
pg 3 Building & Codes Monthly Report
Town of Ulysses Clerk's Office
MONTHLY REPORT for FEBRUARY 2023
Submitted by Carissa Parlato
LICENSES/PERMITS issued:
#
Sporting licenses
1
Disabled parking permits
10
Dog licenses and renewals
34
Marriage licenses
0
Plumbing permits
0
Address assignments
1
Notarizations
6
FOIL requests -received
1
FOIL requests -completed
1
CLERK'S OFFICE TASKS:
• Routine tasks:
FINANCIAL REPORT:
$1937.40 TOTAL Clerk fees & licenses collected
$1873.78 stays in the town
$63.62 goes to the state
o retrieved, sorted, vouchered mail, answered inquiries on various topics, attended town board
meetings and took minutes, kept website current, provided notary services, issued licenses
(marriage, dog, sporting) and disabled parking permits, collected building & zoning fees,
assigned new addresses as requested, participated in weekly Supervisor/Clerks office meetings,
sent weekly e-newsletter messages to residents, contract management, coordinated building
use/equipment sign out, fulfilled FOIL requests, ordered supplies, posted board meeting
(Planning, Town & BZA) videos to Youtube, monthly Community Leaders meeting
• Tax Collection:
o Collected about —$5 of $5.5 million
o Will collect through March 31 before turning collection over to TC
• IT RFP- review and interview candidates
• Water:
o Explored new billing software
o Completed water loss reconciliation process with Ithaca
o Completed quarterly billing
o Met with WD3 working group
• Facilities:
o Publicized RFP for Facilities Mgr
• Attended Health consortium mtg- Joint Committee for Plan & Design
Plow / Salt
We had 8 snow events where we had to Salt and Plow.
New edge on T21 wing, New spring for D-block on wing as well.
Washing trucks soon after taking trucks out to salt and plow to get Salt off the trucks.
Maintenance
5100E John Deere Roadside Mower / Changed oil and Filters
T3, F150 NYS Inspection
F350 - T1 Changed oil and Filter
T21 Remove surface rust and re painted in various spots
Greased Loader and All heavy duty trucks
Road Maintenance
Ditched Bottom end of gorge, Mostly leaves that plugged up pipe and catch basin
Filled potholes in various spots
Fixed 2-3 Mailboxes from heavy snow knocking them down
Misc
Working on Enclosure for the fuel pumps.
Tree Branch clean up at J-ville Cemetery
Met with Cayuga Watershed about new ditching methods
Met with NYSDOT regarding the replacement of a culvert at the intersection of Perry City and
NYS RT 96
Working on Capitol Plan updates
Water
Read Meters on Feb 16th
Attended WD3 meetings
BAC sample and TCHD report done on March 6th
Daily testing
Recreation Department Report
March 7, 2023
Created by: Will Glennon, Recreation Director
Winter Youth Programming
• Concluded February 25th.
Winter Adult Recreation Programming
• Ongoing.
Spring programming and administration
• Met with and created the template for an adult focused art program to begin in March.
The program lacked sufficient registrations to be viable for March. Program has been
delayed to start April 18th.
• Drivers education program part 11; driving education will begin March 27th.
• A pilot indoor baseball clinic for instruction for baseball players ages 8-12, started
February 25th. A pilot indoor softball clinic is currently in the planning stages. The
program is proposed to be offered beginning the end of March thru to the end of April.
• Summer camp and summer camp programs registration will open on March 15th.
o Space in the middle school has been requested.
o Re -hiring last year's staff has begun. The posting for the position has opened on
the Tompkins County vacancy page.
o Contacted the school district to post the positions in the office and in the high
school newsletter.
• Spring and summer program registration will open March 15th at 12:00 pm. Spring
program format for track, baseball/softball will be similar to last year. Track will once
again be on Tuesdays due to the track availability or lack thereof on Wednesdays. This
will keep baseball/softball etc. on different days from track. Not ideal, but the school has
scheduled home meets on Wednesdays again this spring.
• The coach pitch and hybrid programs will play at Cass Park on Saturday mornings
again, with practices in Trumansburg during the week. The kid pitch program will play a
slate of games against surrounding teams like last year. Tball will be Tues/Thurs
because it is preK-K and track is 1st-6th.
• I will be adding a youth and adult/child pickleball program in the spring. Exact times
have not been confirmed and I am waiting on the instructors to get back to me on
scheduling.
• There will also be tennis again for youth.
• Adult programming will continue through the second weekend in June.
o Pickleball will be open for play again beginning in April.
o Proposal for an adult outdoor tennis league has been suggested by members of
the community.
Report to Town Board
Work between: 2/7 — 3/6/2023
Meeting date: 3/14/2023
Submitted by Michelle E. Wright
AOT Conference: 2119-2122 attended and presented at annual Association of Towns conference, see notes attached.
Work Activities
Miscellaneous/General Town Work
• Standing weekly meetings: Clerk's office, Supervisor, Highway Superintendent
• Resolution drafting, agenda packet related work
• HR related matters
o New personnel onboarding related
• 2023 work plan development
• 2"d floor office space related work
• 2/9 SIREN training
• Various Youth Commission related communications
Bookkeeper Supervision
• Weekly meeting on Wednesday
• Review of monthly financial statements
• 2022 close out related support
Insurance Related
• Insurance related communications required for contract activity
Financially Related
• Audit related communication
• Funding related research, see notes below
• Development of grant/funding organizational knowledge; resources and documentation
Finance Committee
• Commence Fund Balance Policy related work: fund by fund SWOT analysis 2/23 meeting
Budget Related
• Voucher review
• 2022 budget modifications
• Personnel related modeling/projections
• Budget/finance into with Liz W.
• 2022 EOY estimates vs. actual prelim analysis
Asset Management
• Facilities Manager recruitment efforts: collecting applicants, screening phone calls scheduled
• Continued multi -year planning development
• BRIDGE NY review team work and submission of scores
IT Related: General, Strategic Plan/Update/Modernization, IT Committee
• Advance2000 Contract revisions and execution, scheduling and planning for onsite initial visit
Stormwater Long Term Planning
• No significant work for this period
• Pilot Ditch Program related work (Local Roads, CU, Soil and Water, 10, Watershed Network) 2/13 meeting
Water District 3 Related
• 2023 work plan: continued development
Page 1 of 9
• GIS licensing related work
General Water
• Policy update/creation related work
• Grant and financing research for future opportunities
Transportation
• Communications related to Route 96 summer culvert project
• ITCTC 2.5% set aside of federal funds related communications
• Black Diamond Trail
o RFP development and release on 3/3/2023
Compliance Related / Safety Committee / Procurement Related Updates
• No significant work activity for this period —place holder for future reports
Upcoming
• BDT RFP potential consultant communication
• IT Consultant: Strategic development / onsite portion and subsequent communications
• Facilities related work: recruitment of facilities manager
• Water related funding and financing program investigation
Active Grant Updates
• DEC Climate Smart Communities Comp Plan Update
o Continued work to try to connect with DEC office re: contract
• Cemetery Road Bridge over Trumansburg Creek (NYSDOT 95% funded with FHWA money, Barton & Loguidice
Engineers)
o Internal activities:
■ Communications with NYSDOT re: final reimbursement —still waiting on the administrative
process on their end.
• Update as of 1/18 from NYSDOT contact is that one of the administrative hurdles have
been completed on their end —so, progress is being made.
■ Local share owed by County received
Meetings & Professional Development
• Getting Started with NEPA: What communities need to know to engage with the National Environmental
Policy Act; SU EFC 3/6/23 11am — noon (notes available upon request)
• Federal Aid 101 CU Local Roads 31212023
o See handouts below
o Project eligibility for federal...
■ Safety issues also eligible
■ Entire project might not be eligible but safety improvement costs could be included with
supplemental funding specific to safety costs
o Process Loop
■ Planning > Scoping > Design > Construction > Ops & Maintenance
o PS&E Plans, Specifications & Estimates
o If you had someone doing just project management: 3-4 projects total
o What's the difference between TIP and STIP?
■ TIPs are put into statewide STIP
Page 2 of 9
o PLAFAP = LPM = same thing
• 2023 AOT Conference: sessions attended (notes available upon request)
o Communicating Drainage System Deficiencies and Flood Risk and ComprehensivelD-2D Models
■ Joseph Kirby, Woodard & Curran (15 years with FEMA doing flood studies)
• This was supposed to be a session on Climate Vulnerability Assessments but was
changed last minute
o Debt Issuance by Local Government
■ Robert Smith, Hawkins Delafield & Wood LLP
o Cybersecurity Insurance Primer
■ NYMIR, Wright Risk Management (Susan and Elizabeth)
o One on One meeting with Kyle Wilbur at the Department of State re: water funding
o Drinking Water Source Protection Program
■ DEC Joel Bernosky, Kristin Martinez
o Local Federal Aid
■ David Orr, CU Local Roads
o Internal Controls for Inventory and Equipment
■ OSC William Naylor
o Property Maintenance & Preservation
■ NYMIR, David Bloodgood
o State Revolving Fund and Implementation of the Infrastructure Investment and Jobs Act
■ NYS EFC
o State and Federal Funding, Financing and Resources for Municipal Infrastructure
■ NYS EFC, DOH, SU EFC
o Storm water Regulations for Local Review Boards Part 2
Page 3 of 9
Grants, State Aid, Federal Aid, and other sources of revenue
Cornell Local Roads
3/7/2023 9am -10am
Level
$ per CL rnilvl�
Quartile Range
Towns
-$14,000
$10-201000
Counties
-$35,000
$26-461000
Villages
-$31,000
$21-45,000
Cities
(not NYC)
-$37,000
$30-54,000
State Aid
• Through the NSYDOT "Local Programs Bureau"
o CHIPS
o PAVE -NY
o EWR
o State Touring Route Program
o POP (Pave Our Potholes) Program
• Governor's Traffic Safety Committee
o Highway Safety Grants
■ Safety training, seat belt programs
• DASNY
• Preserve New York Grants
• Department of State
• DEC
o Env't related
• DOH
• Parks and Rec
• "Don't limit yourself to just highway"
Federal Aid
• Most are 80:20
• STP: surface transportation program
Page 4 of 9
o Targeted to high volume, but safety eligible
• TAP
o Safe Routes from here
• CMAQ
• TIGER
• HSIP: Highway Safety Improvements
• BIL
o RAISE
o INFRA
o Safe Streets and Roads for All
■ Everyone is eligible
o Rural Surface Transportation
o Reconnecting Communities
• Inflation Reduction Act
• FEMA
Other Funding Sources non -Government
• National Grid
• Businesses and companies
• Bonds
• Leasing
• Capital reserves
DEC & Southern Tier Central Regional Planning & Development Board
Navigating Grant Funding: Municipal Success Stories
3/1/23 1-3pm
• Webinar goals: Strategies and access and administer/manage grants
• —260 attendees
• Recording link available sending over email
• Municipalities sharing their stories:
o Lake Champlain —Lake George Regional Planning Board Beth Gilles
o Chautauqua Soil and Water —Cassandra Pinkoski Grants Specialist
o Essex County —Community Resources, Anna Reynolds Director
o City of Kingston —Director and Grants Manager
• Lake Champlain Lake George Regional Planning Board
o Relationship building with funding agencies
0 3 FTE staff people wrote about 35 grants
• Chautauqua Soil and Water
o Partner with relevant organization
• Essex County
o Reapply multiple years
■ Follow up with agencies re: denied applications
o Prove commitment on Town's end: resolutions etc.
• City of Kingston
Page 5 of 9
o Office of Grants Management
■ Created by Mayor who wanted aggressive approach to funding
■ Centralization helps maximize opportunities
■ Current grant portfolio: 51 active grants—$30million
■ Grantstation.com
o Using staff time as match limits tax levy impact
■ Clockify helps staff keep track of time spent on grant
• Q&A
o Multiple funding sources for a single project
■ Implementation schedule
■ Tracking time: standardized time tracking for volunteers
Tompkins County
Municipal Grants Workshop
2/16 4-4:30pm
TC Dept of Planning & Sustainability Staff
Elliot, Terry Carroll, Darby, Abigail Conner, Katie B.
Business Energy Advisor (BEA) Program
Hailley Delisle Sustainability Coordinator
Facility managers, businesses
• point is to look at plans for new project or major renovation: step in and create an energy options report with
consultants free meet with engineer firm and then they provide report re: options less than 2000 sf = $1500 of
service; greater = $3000 of consulting fees
• municipalities have gone through program for Dryden and Ithaca Town Halls
• best time is to do this in the concept phase vs. any real work being done
Natural Infrastructure Capital Program
Abigail Connor = Env't Planner
• Focus is on downstream flooding funding, migratory quarters, long term protection, willing property owner,
easement must be help by qualified public non profit or municipality
• permanent protection of resource
• partially located in priority areas: list available.... natural feature focus area, priority protection area, habitat
connectivity plan, or high scenic/recreation or trail
• not a result of local land use regulations
• not to exceed 1/3 of recent TC assessment max of $200k
Tourism grant opportunities
Nick Helmhold
• Three programs
• Community Celebrations: application deadline of February 27th; second round = around labor day
• Tourism Advancement
o walking tours
Page 6 of 9
• Capital Grant
o major capital ($5k - $100k)
• early Sept 2023
• reach out to Nick if interested
• 50:50 match
Municipal Parks and Trails Grant Program
Darby
• 2019 was first and only year ($50k)
• up to $5k / municipality
Housing Affordability and Supportive Infrastructure Grant Program
• put money towards affordable housing
• Ulysses as program affiliate???
AOT Exec Budget Review
2/10/2023
Noon — 1pm
• Exec budget (aka the governor's budget) -> 30 day amendments -> senate and assembly one house bills will be
out in march -> budget due 4/1/23
• AIM was maintained at current level = no increase proposed
• Transportation maintained at current level = no increase proposed
• $500 mil for drinking and waste water = pot of money available for grants
• EPF = env't protection fund; parks and rec and climate change programs (grants)
• $42.6 for cyber security defense... doesn't seem like it's going to local governments so Sarah is not sure how it's
going to work ... grant program? Very nebulous at this point
• $100M for NY Forward for revitalization of more rural downtowns
• Tax Proposals
o RPT exceptions for affordable housing
o Standard appraisal methodology for solar and wind large scales farms (current lawsuit that state did not
comply with State Admin Procedure Act (SAPA)
o Local sales tax rate authorization permanent (Sarah doesn't think this is going to go anywhere, i.e. likely
not going through)
o Senior Citizens RPT exemption --shift thresholds to STAR exemptions; to qualify senior only has to submit
tax return
o Foreclosure proceeding changes re: who gets excess above liens, private debtors, former property
owner --Sarah's interpretation is that this will de-incentivize County's to commence foreclosing
proceedings
• Env't Related in Budget
o Waste reduction and recycling infrastructure Act: imposes more responsibility on the producers
o Expansion of Env't Restoration Program (ERP) to provide funding for "forever chemicals"; currently
identifies local gov't that go through restoration/ remediation projects
o Bonding for Lead Service Lines ... would make funding available for lead pipe replacement via EFC
Page 7 of 9
o Making New York Buildings More Sustainable: single and multi residents prohibition of using fossil fuel
equipment starting 12/31/25
o NYPA related legislation
• Other aspects of the budget
o Nominal fees for volunteer firefighters: incentivize people to volunteer ... AOT asking for a definition of
"nominal fee"
o Civil service continuous recruitment: online and continuously available; candidates wouldn't have to
wait for exam to be offered
o Bail reform: would provide judges more discretion
• Affordable Housing proposal
• Q: will this get passed?
o suggestion that everyone reaches out to legislators about your thoughts will know more once one house
bill comes out
• to get to "Safe Harbor"
• Either this...
o growth targets: improve/approve construction permits ... 1% of 2020 before end of 2026
o MTA commuter district / downstate = 3%
o certain projects count as more (ex. affordable housing 1 unit = 2 units)
o Or do (how many?) of these "preferable actions"
• adopt local law allowing affordable housing ADU's
o allow at least one ADU / lot
o lots of restrictions re: min/max square footage, ceiling height, set backs, parking, etc. requirements
o permit applications for ADU considered ministerial (aka as of right) review
o no hearings allowed, must make determination within 90 days
o appeals process for denied ADU applications required
o Lot Splits under specific conditions
o Remove certain restrictions
o Smart Growth Rezoning preferred action
o ability to review applications would be truncated
o repurposed commercial lands = must be a walkable community
o Increased requirements for Towns within 50 miles of city, or within 1/2 mile within non seasonal rail
station
o Funds available ... $250M to support infrastructure development and improvements to increased housing
production; $20M to assist with rezoning and permitting to increase housing opportunities
o Q: How is "Affordable" defined?
o there isn't really one..."it depends"
o critique of proposal is that it doesn't specify that growth targets are specific to "affordable housing"
■ secondary homes would count
o Q: how will transportation related infrastructure be fast -tracked with this affordable housing fast
tracked? AOT took note and will ask
o Provision that needs clarification re: retro active stuff ... If in 2021 through 2023 you hit the growth target
you might be considered in "Safe Harbor"
o AOT interpretation is that this proposed legislation:
o takes away home rule from local gov't
Page 8 of 9
o does not actually guaranteed more affordable housing based on parameters for growth not being
specific to affordable housing
Page 9 of 9
Why Webinars
Grants, State Aid, Federal Aid, and Other Sources of Revenue
Budgets and Responsibilities
o Highway Ownership and Costs
o Responsibilities
Highway Financing and Sources of Revenue
o Local Revenue
o State Aid
o Federal Aid
o Private -public partnerships
o Grants (government, private, or NGO)
o Borrow funds (bonds, loans, leases ...)
• What do we do next?
Resources
State
New York State Grant Opportunities https://grantsmanaoement.ny.gov/
NYSDOT Local Programs Bureau
httvs://www.dot.nv.gov /divisions/overatink(/ovdm/local-vrograms-bureau
Dawn Arnold dawn.arnold(@dot.nv.gov
Doreen Holsopple doreen.holsorppleodot.ny.gov
Governor's Traffic Safety Committee, Highway Safety Grants
https:,//trc�fficsafetv.nv.gov./hiahwav-safetv-arant-program
NYSDOT Functional Classification Viewer: httvs://gis.dot.nv.gov/html5viewer/?viewer=FC
Metropolitan Planning Organizations (MPOs) https://www.nvsmpos.org/about-us
Tug Hill Commission httvs://tuVhill.org/
Federal
Notice of Funding Opportunity (NOFO) htty_ s: //www.arants.aov
Safe Streets and Roads for All (SS4A)
httvs://www.transvortation.gov,/SS4A
Reconnecting Communities Pilot
httvs://www.transvortation.gov,/Urants/reconnecting-communities
Bridge Investment Program
https: //www.arants.aov/view-ovportunity.html?dvp=1&opvId=341050
New York State FFY 2023-2026 Statewide Transportation Improvement Program (STIP)
https:,/,/www.dot.ny,Vov,/proVrams/stip/
Bipartisan Infrastructure Law (BIL/IIJA) Resources
FHWA BIL site: https://www.fhwa.dot,gov/bipartisan-infrastructure-law/
httDs://www.fhwa.dot.gov/bipartisan-infrastructure-law/grant Drograms.cfm
NEWYORK Department of Local Technical
STATE OF }+� } OPPORTUNITY. Transportation Assistance Program
OCornell Local
Roads Program
New York State LTAP Center
Page 1
Why Webinars Grants, State Aid, Federal Aid, and Other Sources of Revenue Page 2
Why Webinars Schedule
Two-year cycle with 13 topics repeated each year (highlighted in green) and 11 held every other year (total
of 35 topics). The topics highlighted in yellow would be held in year 1 and blue in year 2.
* Anticipated to be worth 1 PDH for engineering continuing education. PDH credit worthiness and full
descriptions will be updated on the NYSLTAP-CLRP webinar webpave.Fall & Winter 2022-2023
November 8
1. Basics of a Good Road * - David Orr Summer 2023
November 15
2. Traffic Safety * - David Orr
November 29?
3. Budget Basics - Tim Hunt
December 6
4. Pavement Types & Materials
Asphalt * - John Rondinaro
December 13
5. Roads & Streets Legal Issues * - D. Orr
January 3
6. Department Duties - Marty Roberts
January 10
7. Pavement Management * - Geoff Scott
January 24
8. Worker safety - Phil Spiezio
January 31
9. Culverts * - Willy Grimmke
February 7
10. Highway Liability * - David Orr
February 14
11. Work Zone * - Guy James
February 21
12. Employee handbooks - Panel
February 28
13. Pavement Maintenance * - J. Rondinaro
March 7
14. Grants, State Aid, Federal Aid, and other
sources of revenue - David Orr
March 14
15. Erosion, Ditches, & Storm Sewers * -
Geoff Scott
June 13
16. Asset Management * - Geoff Scott
June 20
17. Guiderail * - David Orr
June 27
18. Planning process - David Orr
July 11
19. Equipment (Heavy & Small) - Tim Hunt
July 18
20. Bridge Basics * - Willy Grimmke
July 25
21. Shop Safety and PPE - Phil Spiezio
August 1
22. Complete Streets and ADA * - Ted Green
August 9
23. MUTCD - Al Bachner *
August 15
24. Snow & ice Overview * - David Orr
Other Foundational Webinars
25. Snow & Ice Control Strategy * - D. Orr
26. Finding, Retaining, and Motivating
Employees - Victoria Beale, Emily Wilder
27. Purchasing & Financing - Tim Hunt
28. Surface & Subsurface Drainage * - D. Orr
29. Flagging - David Orr
30. Emergency preparedness - D. Orr & J.
Dussing
31. Ethics * - David Orr
32. Alignment & Intersections * - David Orr
33. Communication tools - Jim Sheridan
34. Gravel and Base Materials * - David Orr
35. Managing the fleet - T. Hunt or G. James
NYS LTAP Center - Cornell Local Roads Program Printed: Monday, March 6, 2023
Local Federal Aid 101
An Overview of the Process
3.5 Professional Development Hours (PDH)
Spring 2023
David P. Orr, PE
Getting federal aid is only the first step in the process to complete a local project. To
make a project successful, the local agency needs to understand the steps and the
federal and state requirements. During these three morning webinars, David will walk
through the federal aid process from start to finish. As needed, the NYSDOT Local
Projects Manual will be cited and discussed. Attendees will learn the roles and
responsibilities and various critical issues to allow them to complete their project
successfully and reduce stress for themselves and the agencies overseeing the work.
• 9:30 Intro & Roles
• 10:30 Break
10:45 Planning & Design
• 11:45 Lunch Break
• 12:45 Construction & O&M
1:45 Break
• 2:00 Conclusions
• 2:30 Q&A with NYSDOT & FHWA
• 3:00 Adjourn
Contact Information:
NYSDOT Main Office
Local Programs Bureau
https://www.dot.nv.gov/divisions/operating/opdm/local-iDro5rams-bureau
Dawn Arnold dawn.arnold(a dot.nv.9ov
Doreen Holsopple doreen.holsopple( dot.nv.F!ov
Other Contacts
Wanda Anderson, Office of Diversity & Opportunity, Wanda.Anderson(a�dot.nv.'dov
Johnny Cisneros, Office of Civil Rights, Johnnv.Cisneros()dot.nv.F!ov
Carl Kochersberger, Office of Environment, Carl.Kochersbergeradot.nv.9ov
NYSDOT Regional Local Project Liaisons (RLPL's)
https://www.dot.nv.5ov/divisions/operating/opdm/local-programs-bureau/locally-
administered-federal-aid-proiects/lafap-contact-information
FHWA NY Division
Christopher W. Gatchell, Director of Engineering, Chris.GatcheLL a dot.gov
Kara Hogan, PhD, Civil Rights Specialist, Kara. Ho2lan(a dot.E!ov
NYS LTAP Center - Cornell Local Roads Program
David P. Orr, PE, Director david.orr(a cornell.edu
NEWYORK Department of Local Technical = Cornell Local
STA 1.F — Roads Program
°PP°RT..'TY, Transportation Assistance Program
New York State LTAP Center
clriD(&cornell.edu NYS LTAP Center - Cornell Local Roads Program http://nvsLtar).cLrr).cornell.edu
Local Federal Aid 101 Workshop December 2021
Resources:
Federal -Aid -Essentials
— A series of videos and other resources on the Federal -Aid process
httr)s://www.fhwa.dot.gov/federal-aidessentiaLs/
Local Projects Manual (LPM)
httr)s://www.dot.nv.gov/divisions/operating/oodm/local-programs-bureau/locally-
administered-federal-aid-proiects
httr)s://www.dot.nv.gov/plafar)
NYSDOT Project Development Manual (PDM)
httr)s://www.dot.nv.gov/divisions/engineerin,/desi5n/dgab/pdm
NYSDOT Highway Design Manual (HDM)
httr)s://www.dot.nv.gov/divisions/engineering/design/dgab/hdm
Manual of Uniform Record Keeping (MURK)
MURK Part 1A: https://www.dot.nv.�,sov/main/business-center/contractors/construction-
division/forms-manuals-computer-applications-general-information/murk 1a
MURK Part 1B: https://www.dot.nv.gov/main/business-center/contractors/construction-
division/forms-manuals-computer-applications-general-information/CI M
Local Highway Inventory:
• Local Roads: httr)s://www.dot.nv.gov/highwav-data-services/lhi-local-roads
• County Roads: httr)s://www.dot.nv.gov/highwav-data-services/lhi-county-roads
NYSDOT Standard Specifications
httiDs://www.dot.nv.5ov/main/business-center/enF-fineerin5/specifications
Contract Administration Core Curriculum Manual (CACC) — October 2014
httr)s://www.fhwa.dot.gov/r)rogramadmin/contracts/coretoc.cfm
EBO (Equitable Business Opportunities) Solution
https://ebo.dot.nv.5ov/
AAP 35 Workforce Participation Plan
https://www.dot.nv.5ov/main/business-center/contractors/construction-
division/construction-repository/AAP35.xls
Federal Code Rule and Regulations (Title 23 - Highways)
httr)s://www.5ovinfo.5ov/content/pkE!/CFR-2012-title23-vo11/pdf/CFR-2012-title23-vol1.r)df
What is the width of road right-of-way?
https://cals.cornell.edu/nvsLtar)-local-roads/what-width-road-right-wav
Smart Growth Screening Tool
httr)s://www.dot.nv.gov/portal/page/portal/content/deLiverv/regioni/proiects/108540-
Home/108540-Repositorv/Appendix%201%20-%20Smart%20Growth%20Checklist.pdf
Page 2 of 6
Local Federal Aid 101 Workshop
December 2021
NYSDOT's Public Involvement for Transportation Planning Manual
httr)s://www.dot.nv.gov/divisions/r)oLicv-and-strategv/plannin9-
bureau/MPO program update guide/repository/Planning%20PIFinal- Man ua12%201218.pdf
NYSDEC SEQRA regulations
https://www.dec.nv.gov/docs/permits ei operations pdf/searhandbook.Of
Endangered Species Act, Sec. 7, Essential Fish Habitat, & Marine Mammal Protection Act
httr)s://www.dot.nv.5ov/divisions/en5ineerin5/environmental-anaLvsis/manuals-and-
5uidance/epm/repository/4.4.9.3 AppG FHWA ESA Section 7.pdf
Essential Fish Habitat Mapper
httr)s://coast.noaa.5ov/d i5ita[coast/tools/efhmar)per.htmL
Preliminary Cost Estimating Worksheet for New and Replacement Bridges
httr)s://www.dot.nv.5ov/divisions/en5ineerin5/structures/manuals/r)reLiminarv-cost
Construction Inspection Estimate Calculator tool in LPM Chapter 6.
https://www.dot.nv.gov/portal/r)age/portal/plafaiD/view-document?id=1397
NYSDOT Item 697.030000BM-Field Change Payment (FCP)
https://www.dot.nv.gov/portal/page/portal/spec-rer)ositorv-local/697.030000BM.iDdf
NYSDOT Disadvantaged Business Enterprise (DBE) Program
httr)s://www.dot.nv.5ov/main/business-center/civil-ri5hts/dbe
Federal DBE program is a separate program and subject to different requirements than
the NYS Minority Business Enterprise (MBE) and Women -owned Business Enterprise
Program (WBE).
NYSDOT DBE Goal Setting Procedures
https://www.dot.nv.gov/main/business-center/civil-rights2/civil-rights-
repositorv/Tab/DBE%20Goal%20Setting%20Procedures%20Local%2020191220.r)df
Local Design Service Agreement (LDSA)
httr)://www.countvhwvs.org
httr)s://www.countvhwvs.or,d/ldsa
New York State FFY 2023-2026 Statewide Transportation Improvement Program (STIP)
httr)s://www.dot.nv.5ov/r)ro5rams/stir)/
Bipartisan Infrastructure Law (BIL/IIJA) Resources
httr)s://www.cti.uconn.edu/images/cti/images/T2Center/gv/Helpful%20Resources%20for%2
OBipartisan%201nfrastructure%20Law fall%202022.pdf
FHWA BIL site: httr)s://www.fhwa.dot.E!ov/bir)artisan-infrastructure-law/
https://www.fhwa.dot.gov/bipartisan-infrastructure-law/grant programs.cfm
https://www.fhwa.dot.gov/bipartisan-infrastructure-law/docs/BIL beinvolved.pdf
Page 3 of 6
Local Federal Aid 101 Workshop
Acronyms & Definitions:
AASHTO
M&PT
ADA
MURK
CAM
NEPA
CCAC
NHS
CEES
NICET
CFR
O&M
CIM
OSC
CMP
OSHA
CUF
PLAFAP
FHWA Division
PM
DAD
PMP
DBE
PoDIs
DWR
PS&E
EBO
QA / QC
EEO
QBS
EIC
RLO
FAIN
RLPL
FIRE
ROW
FMIS
SCM / PCCM
GAO
SHPO
GFE
Sponsor
HDM
STIP
IG
Title VI
LDSA
UWA
LPM
December 2021
Page 4 of 6
A>
Ln
O
h
m
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P
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PLANNING T
CORRIDOR 4 HOI
STUDY AS
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PUBLIC PARTICIPATION PROCESS=
Identify and Irnohe Allectad Pudic,
Interested Parties,
Local Official and Parties
Had Pudic IMormaton MaeEin9e
Conduct Inleragrgtey Coordiratlm
TECHNICAL INVESTIGATION AND
ALTERNATIVES DEVELOPMENT:
Twi,porratlon Physical Inventory
Ed96rg and F1.4we Social. Economic and
ErMronrtledal Characterlsocs
ExiSLAQ and Future TransWrlation CharactariSti s
Araysis of Etlsting i Future Conditias
Caeloi,Allametives and Evaluate Alta lies
DOCUMENTATION:
T hnical Memorandum
Project Development Report
Corridor Study A©port
LONG fwRGE RAPT OR •
TRAIL^-POFRATRON
-VA ROVEMENT PROGRAM'
Wue>«qai Meaopolu�
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Local Federal Aid 101 Workshop
December 2021
Federal -Aid Highway Reimbursement Process — Source NYSDOT Local Program Bureau
STEP 13:
Close
Project
Agreemer
STEP 12:
Construct &
Inspect
Project
STEP 11:
Bid &
Award
Project
STEP 1&:
Authorizatic
to Proceed
Constructio
STEP 1
Plan and
STEP 14:
Identify Project STEP 2:
Operate &
Obtain Project
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Documents v Detailed Design
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Page 6 of 6
Federal -Aid Highway Reimbursement Process NYSDOT Local Program Bureau
OPERATE & PLAN &
MAINTAIN O IDENTIFY
FACILITY PROJECT
CLOSE OBTAIN
PROJECT PROJECT
AGREEMENT FUNDING
iE� 5 ROA
-��7
DCONSTRUCT a EXECUTE
&INSPECT PROJECT
PROJECT AGREEMENT
4
BID & SELECT & HIRE
AWARD O CONSULTANT
PROJECT O
W
PREPARE
CONTRACT
DOCUMENTS
ACQUIRE
PROPERTY
PREPARE
DESIGN
A REPORT
NYSDOT Main Office Local Programs Bureau
httr)s://www.dot.nv.Lov/divisions/operating/oDdm/local-programs-bureau
Dawn Arnold dawn.arnold(adot.nv.5ov
Doreen Holsopple doreen.holsopple(ddot.nv.5ov
March 2022
Modifications to the original document from NYSDOT Local Programs Bureau are the
responsibility of the NYS LTAP Center - Cornell Local Roads Program.
NEWYORK Department of Local Technical
STATE OF f
OPPORTUNITY.. Transportation l Assistance Program
OCornell Local
Roads Program
New York State LTAP Center
clrr)(a�cornell.edu NYS LTAP Center - Cornell Local Roads Program htta://nvsLtar).cLrrD.cornell.edu
Federal -Aid Highway Reimbursement Process NYSDOT Local Program Bureau
INTRODUCTION
A number of required procedures accompany the introduction of federal funding to a project. Non-
compliance with these procedures will jeopardize federal participation in the project.
The information in this document is a brief overview of the processes that sponsors must follow
to develop their locally -administered federal aid project(s). Further information regarding process
details can be found in the Procedures for Locally Administered Federal Aid Projects@ (PLAFAP)
Manual. The current version is available on line at
httr)s://www.nvsdot.gov/portal/page/portal/divisions/operating/opdm/local-iDrograms-
bureau/locally-administered-federal-aid-proiects
PROJECT FINANCES
Federal funding of transportation projects is through a reimbursement program, and not a grant.
Sponsors are required to pay all project expenses first, then apply to NYSDOT for reimbursement.
NYSDOT, in turn, then applies to the Federal Highway Administration (FHWA) for reimbursement of
funds sent to sponsors. Requests for reimbursement can be made on a periodic basis or at the
end of a phase or project, at the option of the sponsor.
Federal funding consists of two parts: a federal share and a non-federal share. For most projects,
the funding is 80% federal and 20% non-federal. Local sponsors must provide the 20% non-federal
share. The non-federal share is an integral part of federal aid, and should not be considered as
separate funding. Sources for the non-federal share of project costs can include:
• Localfunds
• CHIPs capital funds
• Legislative Member Item funds
• other federal funds, but not other USDOT funds
• certain non -cash sources, such as donations of land, material, and labor, whose use and
values are pre -approved by NYSDOT
Note: Use of Multi -Modal Program funds as the non-federal share is prohibited by NYS law.
For some projects, Marchiselli program funding is available to offset a portion of the non-federal
share of project costs. The final funding for projects that meet the eligibility requirements for the
Marchiselli program is 80% federal, 15% Marchiselli, and 5% local. Funding must be used for work
which relates directly and exclusively to construction, reconstruction or improvements of
Highways, Bridges, or Highway -Railroad Crossings off the State System. Work done on sidewalks
and bike/pedestrian paths/facilities that are within the Municipalities ROW are eligible. (Facilities
that are separated from a road or bridge itself, regardless of whether its location is still on the
local highway ROW are not eligible). Refer to PLAFAP Chapter 3 for the list of eligible and ineligible
project types (For example, projects funded with monies from the Transportation Alternatives
Program (TAP) are not eligible).
In addition, even thou-ah a oroiect is determined to be eligible for Marchiselli fundin-a it is not
guaranteed. Due to the high demand for limited funds, Marchiselli aid may not be available for
every project phase. Generally, annual Marchiselli funds are allocated first to projects in the
construction phase, then to other projects in earlier phases.
Federal aid reimbursements are made by the Office of the Comptroller generally within 60 days of
receipt of an acceptable reimbursement request. Marchiselli payments are made on a quarterly
basis by the Thruway Authority, with payments made at the end of March, June, September, and
December.
Projects are funded through federal transportation legislation. In some programs, project funding is
capped; in other programs, federal funding may be increased to cover reasonable project cost
increases if approved by the appropriate MPO and/or NYSDOT. Since funding in each federal
program is limited, cost increases for a given project must be reduced by an offset to a different
project in the same program.
Page 2 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
All projects are expected to be advanced at the same scope
for which they were approved. Unavoidable modifications to
the scope of a project must be approved by NYSDOT. The
primary criteria for approval of the scope change request will
be the degree to which the initial project objective is still being
met.
OPERATE& PLAN&
MAINTAIN 0 IDE IFY
}FACILITY P CT M
CLOSE PROJECT SJ
AGREEMENT
CONSTRUCT &
INSPECT
PROJECT
4
Local officials should perform adequate planning before a
BID &
project is identified and federal and/or state funding is sought AWARD
PROJECT
for a specific project.
a
Project should be consistent with and help to implement: PREPARE
CONTRACT
DOCUMENTS
• municipality's comprehensive and/or master plan
Plan &
Identify
Project
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DESIGN
a ACQUIRE REPORT
a
PROPERTY
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FUNDING
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I
SELECT & HIRE
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L
• regional transportation plans [including the long range plan prepared by the appropriate
metropolitan planning organization (MPO)]
• municipality's land use plan,
• pedestrian plan,
Is asset management plans (e.g. - pavement management plan, bridge management plan, etc.).
Project objectives or goals should be defined for each project. Project objectives provide an overall
context for what the project will accomplish, and will guide project decisions.
Each project must have
• logical termini (The beginning and end points of the project must make sense.)
• independent utility (Project is not dependent on another project.)
Note: Projects that are dependent on each other should be progressed through the environmental
review process as a single action.
• public use (Improvements that do not serve a public use must be privately financed.)
• transportation function (Facilities that do not serve a transportation function cannot be
funded with transportation dollars.)
Staging should be considered, especially for long and expensive projects. Long bikeways, for
example, should be planned so that they can be built in stages, with each stage having logical
termini, independent utility, and appropriate trail head facilities.
Page 3 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
OPERATE& PLAN& MAINTAIN IOENTIN
Once a project is identified, the funding source needs to be
�
j�FACIUTV PROJECT established . The first step in this process is to develop a
CLOSEPROJECTOBTAIN good, detailed estimate of
AGREEMENT P
ING
�y • design costs
CONSTRUCT& Obtain EXECUTE . property acquisition costs
INSPECT PROJECT
PROJECT project AGREEMENT construction costs (Contracting and wage
4 1 requirements should be considered.)
BID & Funding SELECT& HIRE
AWARD CONSULTANT construction supervision/inspection costs
PROJECT
a miscellaneous costs (e.g. - utilities, railroad, etc.)
PREPARE PREPARE
CONTRACT OES IGN
DOCUMENTS ACQUIRE REPORT
0( �
PROPERTY v
Project costs should
• be estimated by appropriate professionals
• include contingencies
• account for inflation over the expected project timeline
After adequate planning has been done, a viable project has been identified, and a good detailed
cost estimate prepared, then funding can be sought. Seeking funds at this point makes sense,
because the merits of the project and its costs can be accurately presented to those making
funding decisions.
When seeking funding, it is important to
• become familiar with potential fund sources and their associated requirements and rules
• consider sponsor's willingness/ability to comply with those requirements
• consider timing, as some programs require the obligation of funds within a certain
timeframe (Since design approval is a prerequisite to the obligation of funds for right of way
acquisition and construction, requesting federal funds for these project phases before
design approval has been obtained may be fruitless.)
When preparing the application for funding, it is important to
• clearly describe the project scope (Generally, projects need to be developed at the same
scope for which funding was approved. Changes in project scope may be allowed under
certain circumstances, but will need approval of one or more of the following: the
appropriate metropolitan planning organization(s), NYSDOT, the Federal Highway
Administration and/or the U.S. Congress.)
• quantify realistic benefits
• be sure that the cost estimate is up to date and adequately describes needed funds
Note: Many fund sources (including the Transportation Enhancements Program) cap funds
for a project, making it difficult or impossible to obtain additional funds to overcome
financial shortfalls.
1 Reference Local Projects Manual, Chapters 2, 3, and 4
Page 4 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
Project agreements between NYSDOT and the project
sponsor (e.g. - a local government)
• are required
• define how each
OPERATE& PLAN&
MAINTAIN O IDENTIFY
Si FACILITY PROJECT M
CLOSE PROJECT U
AGREEMENT
phase of the project is to be funded 'E�
(by federal, state, local matching, private funds,
CONSTRUCT &
donations, etc.) INSPECT
• identify project costs by project phase (e.g. -
PROJECT
preliminary engineering, right-of-way acquisition, 4
construction and inspection/supervision, etc.) AWARD
• identify project tasks and allocation of responsibility PROJECT
• have a standard format designed by NYSDOT
Note: Each NYSDOT/sponsor agreement must contain a
resolution passed by the sponsor's governing body.
Before a project agreement can be executed
OBTAIN
PROJECT
FUNDING
Execute TE
Project EMEN
117
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SELECT & HIRE
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PROPERTY
the project must be formally initiated. (Projects are initiated by Initial Project Proposal (IPP)
a smart growth screening tool and attestation form must be completed. New York State
Smart Growth Public Infrastructure Policy Act of 2010 (SGPIPA) applies to all projects. The
purpose of the act is to minimize the unnecessary costs of sprawl -inducing development
and requires public infrastructure projects to under go a consistency evaluation and
attestation using Smart Growth Infrastructure Criteria. Consistency evaluation is measured
with the Smart Growth Screening Tool (PLAFAP Manual Chapter 7) which the Sponsor is
required to complete and submit to the Region. It will be reviewed by the NYSDOT, and a
determination will be made, and attested to, by the Region as to whether the project
complies with intent of the act.
a project management plan must be developed and submitted to NYSDOT. (Sponsors are
required to prepare a Project Management Plan (PMP) to document their strategy for
implementing a given project. The plan identifies the lead agency for the project, the
person/party responsible for key project development tasks, and all project fund sources.)
the project must be listed on the TIP, if necessary, and on the STIP. (A TIP is a
transportation -related capital program outlining projects that will be undertaken over a
designated time period. The State Transportation Improvement Program, or STIP, is a
compilation of the TIPs developed by all of the MPOs and the transportation programs
developed for non -urbanized areas. The STIP is the document that enables FHWA to
obligate funds for a specific project. FHWA cannot authorize the use of any federal funds
unless the project, and the correct phase, is listed on the STIP.)
Authorization for the appropriate project phase(s) must be obtained from FHWA. NYSDOT
obtains federal authorization to begin the appropriate project phase(s).
The agreement must be signed by
• the Sponsor
• NYSDOT
• the Attorney General's office
• the Office of the State Comptroller
NOTE: NYSDOT will grant the sponsor an authorization to proceed with the appropriate project
phase(s) after the agreement is signed. Reimbursement of eligible project costs can only be made
to the sponsor after the agreement is fully -signed.
All work done before receipt of written authorization to begin work from NYSDOT will be
ineligible for federal reimbursement. This authorization to proceed cannot be granted until
the agreement between the State and the proiect sponsor is executed.
2 Reference Local Projects Manual Chapter 4
Page 5 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
OPERATE & PLAN &
MAINTAIN O IDENTIFY
FACILITY PROJECT The local project process developed by NYSDOT is founded
CLOSE PROTECT OBTAIN on certifications provided by professionals licensed to
AGREEMENT PROJECT
FUNDING perform work in New York State.
Select & Professional engineers' certifications are acceptable
CONSTRUCT & EXECUTE
INSPECT PROJECT for all types of projects.
PROJECT Hire AGREEMENT
Q ■//�-_ I Professional landscape architects' certifications are
BID& VOnSU`- &HIRE acceptable for landscaping project.
AWARD PROJECT tan ONSULTANT Registered architects' certifications are acceptable
a only for work involving buildings.
PREPARE PREPARE
CONTRACT DESIGN
DOCUMENTS /n"' REPORT
ACQUIRE V
PROPERTY
Licensed professionals can be
• Municipal employees
• Employees of consultants on retainer by municipalities (Consultants retained by
municipalities can be used to perform project work only if the firm was selected within the
past three years in an open, competitive process that complies with federal law. Absent a
municipal engineer, a sponsor can utilize a retained consultant to provide technical
guidance and to manage a consultant hired to perform project work. Costs incurred by the
sponsor for the retained consultant's services are federally reimbursable.)
• Employees of consultants selected for this project
o Consultants must be selected using one of the following qualifications -based
selection processes where cost is not a selection factor:
• a project specific selection process
• the County Highway Superintendents Association's (NYSCHSA) LDSA list
• a sponsor's process that has been pre -approved by NYSDOT
NOTE: If the cost of work to be done by a consultant is borne solely by the sponsor without
use of federal aid (including the non-federal share) then the sponsor can hire a firm using
its process.
o After selection, the sponsor negotiates tasks and resources with consultant and
executes an agreement making sure that applicable Federal language is included
3 Reference Local Projects Manual Chapter 6
Page 6 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
A design report must be prepared for each project. The
design report provides documentation for project eligibility,
technical decisions, environmental review, public
involvement, coordination with affected municipalities and
regulatory agencies, and costs. For projects that have
significant impacts, a Design Report/Environmental
Assessment or a Design Report/Environmental Impact
Statement may be necessary.
CLOSE PROJECT
AGREEMENT
CONSTRUCT &
INSPECT
PROJECT
4
OPERATE& PLAN&
MAINTAIN O IDENTIFY
$1FACIUW PROJECT
State Environmental Quality Review Act (SEQRA) regulations, AWARD
6 NYCRR Part 617, apply to all projects. The sponsor, as lead PROJECT
agency, is responsible for compliance and for making the a
PREPARE
final SEQRA determination. CONTRACT
DOCUMENTS
OBTAIN
PROJECT
FUNDING
Prepare E) ECUTE
PROTECT
Design AGREEMENT
Report4
SELECT & HIRE
CONSULTANT
ACQUIRE
REPORT
a
National Environmental Policy Act (NEPA) regulations, 23 PROPERTY
CFR 771, apply to all federally funded projects. Sponsors are required to complete environmental
documentation4 and include it in the design report. NEPA determinations are made by NYSDOT or
FHWA.
L
For projects which involve historic property, FHWA and NYSDOT must ensure that all requirements
of Section 106 of the National Historic Preservation Act4have been met by the Sponsor. This could
be a very important part of the project and affect the project schedule.
All design reports must also include a statement on endangered species, as well as a
determination on the project's impact to endangered species. FHWA must concur with each
project's Section 106 and Endangered Species Act determination.
As a minimum, an informal public information meeting must be held to solicit input regarding
potential environmental impacts from the general public and to allow the public an opportunity to
comment on the proposed project. In some cases, a formal public hearing may be required.
A Right of Way (ROW) Table of Acquisitions and plan showing existing property lines and proposed
acquisitions must be included in the design report. The table identifies property to be acquired
and affected owners.
After final SEQRA and NEPA determinations are made and the preferred alternative is selected,
then design approvals is granted by the sponsor, the NYSDOT Regional Director or FHWA. A
certification, signed and sealed by the responsible professional, stating that the project was
developed in accordance with current requirements, must accompany the Final Design Report.
Property owners' rights must be respected throughout the course of project development.
Sponsors must identify existing right of way and/or property boundaries and either avoid
encroachment onto private property or acquire rights to use property necessary for the project,
either temporarily or permanently, from property owners in accordance with the Uniform
Relocation Assistance and Real Property Acquisition Policy Act and the New York State Eminent
Domain Procedure Law (EDPL).
4 Reference Local Projects Manual Chapters 7 and 8
5 Reference Local Projects Manual Section 8.1.4.1
Page 7 of 13
Federal -Aid Highway Reimbursement Process NYSDOT Local Program Bureau
OPERATE& PLAN&
Activities associated with the Right of Way (ROW) Incidental
MAINTAIN 0 IDENTIFY
j�FACIUTY PROJECT
Phase can begin upon receipt of a written authorization to
CLOSE PROJECT OBTAIN
AGREEMENT PROJECT
proceed with these activities from NYSDOT. This usually
FUNDING
occurs when preliminary engineering work is authorized.
Acquire
CONSTRUCT & EXECUTE
INSPECT PROJECT
PROJECT P ro pe rty6 AGREEMENT
ROW Incidental Phase activities include:
4
• title searches,
BID & SELECT & HIRE
AWARD CONSULTANT
• creation of a brochure explaining land acquisition
PROJECT
procedures and distribution to potentially affected
1
PREPARE PREPARE
property owners
CONTRACT DESIGN
DOCUMENTS AC E REPORT
PROPERTY �(
. map and deed preparation
• property appraisals and reviews by independent
qualified appraisers (NYSDOT has a list of State approved consultants who can assist in the
appraisal process)
• completion of ROW Table of Acquisitions for inclusion in the project design report,
• development of conceptual stage relocation plans (when displacements of people and/or
personal property are necessary)
• public hearings (when project results in significant environmental impacts or displacements
of people and/or businesses)
Project sponsors cannot begin property negotiations, make any commitments or offers, or
acquire property prior to the receipt of a written authorization to proceed with right-of-
way acquisition phase activities. Failure to comply with this rule will jeopardize federal
Prerequisites to the Right of Way Acquisition Phase Authorization are
• design approval
• completion of an estimate of right of way acquisition costs
• development of acquisition stage relocation plans (when displacements of people and/or
personal property are necessary)
Acquisition Phase activities include
• written offers of just compensation (based on results of the appraisals) to property owners
• payments to property owners (Owners can donate property, but they must first be advised
of their rights and sign a waiver.)
• acquisition of title or rights to property
• written diaries for contact made with all persons affected by property acquisition
• completion of the ROW Clearance Certificate
6 Reference Local Projects Manual, Chapter 11
Page 8 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
After design approval, the project sponsor will receive
authorization to proceed with detailed design from NYSDOT.
At this point, construction plans, specifications, contract
documents and a detailed construction estimate can be
prepared. Prior to advertising for bids or proceeding to
construction, the sponsor must submit the following
documents to NYSDOT:
• final contract documents (plans, specifications, and bid
documents)
- standard federal language must be included in the
contract documents
- Federal Davis -Bacon wage rates and NYS prevailing
wage rates must be included and be current within 10
days of the projects letting.
OPERATE & PLAN &
MAINTAIN IDENTIFY
} PROJECT
7FACILITY
W 11
CLOSE PROJECT
OBTAIN
AGREEMENT
PROJECT
FUNDING
CONSTRUCT &
Prepare
EXECUTE
INSPECT
PROTECT
PROJECT
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AGREEMENT
4
Docu-
610 &
SELECT &HIRE
AWARD
PROJECT
mentS7
CONSULTANT
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PREP
PREPARE
CON
CT DESIGN
DOCUMENTS
REPORT
a ACQVIRE a
PROPERTY
- all projects must follow NYSDOT standard specifications including section 100.
- the use of alternate bidding procedures is permitted in limited circumstances with
approval of NYSDOT.
- if a project involves the rehabilitation or construction of a building and the total project
value is $500,000 - $1,500,000 by county, then the Wicks Law may apply
• an engineer's estimate showing an itemized breakdown of costs.
• a construction management plan, which indicates how the sponsor proposes to oversee
construction to insure that the project is built according to specifications and ensure
conformance with federal requirements
• a ROW Clearance Certificate, indicating the status of property acquisitions. Rights to
property (except releases) must be acquired and payment made to property owners or
funds placed in an escrow account prior to the sponsor advertising for bids
• appropriate certifications from the licensed professionals responsible for project design
• a copy of fully executed agreements with affected utility companies and railroads
• a copy of all required environmental permits
Federal Disadvantaged Business Enterprise (DBE) language is required in all federal aid contracts
regardless of project cost. Formal DBE goals are required in all federal aid contracts estimated at
$500,000 or higher. Minority/Women's Business Enterprise (M/WBE) language and/or goals cannot
be included in federal aid contracts.
Equal Employment Opportunity (EEO) requirements govern the use of individual workers (not
firms) and are required in all federal aid construction contracts valued at $100,000 or greater. A
certain percentage of the total work hours on the construction site must consist of minorities and
females. Female goals are always 6.9%; minority goals are determined by project location.
Contract documents for all projects must be approved by the sponsor's responsible local official.
Projects that are on an NHS roadway or a state highway will require approval by NYSDOT or FHWA.
A NYSDOT Highway Work Permit is required for any project that involves any work in the right-of-
way of a state highway.
Page 9 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
OPERATE& PLAN&
MAINTAIN O IDENTIFY
7FACIUTY PROJECT M
CLOSE PROJECT
AGREEMENT
CONSTRUCT& B I d
INSPECT Aw a r d
PROJECT
4 Project$
BID &
AW
PROJECT
OBTAIN
PROJECT
FUNDING
V
EXECUTE
PROJECT
AGREEMENT
SELECT&HIRE
CONSULTANT
PREPARE
PREPARE
CONTRACT
DESIGN
DOCUMENTS
ACQUIRE
/^�'
REPORT
PROPERTY
,
Generally, the construction of a project is performed by
professional contractors. However, in rare cases when it is
more cost effective and expedient, construction work may
be done by municipal personnel. Sponsors must have the
legal right to use their local forces instead of awarding a
construction contract and obtain NYSDOT concurrence
before beginning construction.
Construction activities, including advertising for bids, cannot begin prior to the receipt of written
authorization to proceed with these activities from NYSDOT. This authorization to proceed cannot
be granted until design approval and contract document approval have been obtained. Performing
construction work prematurely will jeopardize federal funding for all construction -related phases.
Once the authorization to proceed with construction activities has been granted, advertisements
soliciting bids from general contractors can be published4. Advertisements must
• include DBE Goals
• be placed in the New York State Contract Reporter and in a newspaper published in the
county in which the project is located
• be published a minimum of three weeks prior to the bid opening
A construction contract must be awarded to the lowest responsive and responsible bidder as
determined by a competitive bidding process. Bids must be opened and read aloud in public.
Negotiation with the low bidder is strictly prohibited under federal law.
Prior to award of the construction contract the sponsor must
• analyze the low bid
• evaluate the responsibility of the low bidder
• review the low bidder's proposed DBE plan and obtain NYSDOT approval
• obtain NYSDOT concurrence with contract award if the project is on a NHS roadway or a
state highway
After the sponsor's review has been completed, the sponsor submits a contract award
documentation package to NYSDOT.
8 Reference Local Projects Manual, Chapter 14
Page 10 of 13
Federal -Aid Highway Reimbursement Process
NYSDOT Local Program Bureau
The project sponsor is responsible for providing adequate
oversight and inspection of construction work to ensure
compliance with the construction management plan,
contract plans and specifications, and federal requirements.
Documentation must be kept to satisfy possible future
audits.
Prior to beginning of construction work, a preconstruction
meeting is required. Required attendees include
representatives from the sponsor, the construction
inspection team, the contractor(s), and NYSDOT.
OPERATE& PLAN&
0
MAINTAIN IDENTIFY
Z1FACILITY PROJECT M
5J
CLOSE PROJECT
OBTAIN
AGREEMENT
PROJECT
FUNDING
Construct
CONSTRU
EXECUTE
INSPE
PROJECT
&Inspect
PROJECT
AGREEMENT
4
Project9
BID &
SELECT & HIRE
AWARD
CONSULTANT
PROJECT
a
�
PREPARE PREPARE
CONTRACT DESIGN
DOCUMENTS REPORT
ACQUIRE ( ?
PROPERTY V
Any modifications to the work shown in the contract documents require a Change Order. All
change orders must be submitted to NYSDOT. NYSDOT must approve change orders that:
• contain significant new items
• involve significant changes
• provide for work outside of the contract limits
• involve work that is outside of the contract scope
• raise the contract total to a level that exceeds the amount of funding contained in the
State/local agreement
All other change orders may be approved by the sponsor.
Change orders may be processed using the sponsor=s procedures and forms or NYSDOT forms may
be adopted. The change order must
• provide sufficient explanation to ascertain that the work is necessary,
• be consistent with specifications
• be within the scope and intent of the State/Local agreement.
All subcontractors must be approved by the sponsor prior to the start of any work. Subcontractor
review is identical to prime contractor review.
Final inspection of the project is performed by the sponsor. NYSDOT should be invited to attend
the final inspection.
When construction is complete, the sponsor is responsible for
• formally accepting construction of the project
• closing all agreements with contractor(s), utility companies, railroads, consultants, etc.
• notifying NYSDOT of project acceptance
9 Reference Local Projects Manual Chapter 15
Page 11 of 13
Federal -Aid
Highway Reimbursement Process NYSDOT Local Program Bureau
OPERATE& PLANIF
O
MAINTAIN IDENTIFY
To close the project agreement, the sponsor submits the
CLOSEP JECT
$IFACILIW PROJECT
OBTAIN
PROJECT
following documentation to NYSDOT:
AGREEM
FUNDING
CONSTRUCT &
INSPECT
C Lo S e
EXECUTE
PROJECT
PROJECT
4
Project
AGREEMENT
Agree75
-
BIO &
AWARD
PROJECT
men t
SELECT &HIRE
CONSULTANT
T�
W
PREPARE PREPARE
CONTRACT DESIGN
DOCUMENTS /n"� REPORT
ACQUIRE
V
PROPERTY
• a final reimbursement request
• a Final Acceptance Form, indicating completion of all project related contracts including
construction, engineering services, utility agreements, railroad agreements, and right of way
transactions
• a Certification of Construction Inspection
• a Certification of Construction Acceptance
• a Project Financial Summary
• an acknowledgement of the date of completion of the most recent Federal Single Audit
Report
• an acknowledgement of the date of completion of the Consultant Audit Report for projects
with consultant contracts greater than $300,000
• if work is on a state highway, a copy of the Highway Work Permit indicating acceptance by
NYSDOT
• as -built plans are required for projects that involve
o work on a state highway or national highway system
o bridges (a load rating report and a request for a bridge inspection are also required)
• a final Disadvantaged Business Enterprise (DBE) Utilization Report
• a final Prime Contractor Report of Contract Payments
• a final Equal Employment Opportunity (EEO) Utilization Report
Upon receipt of the above documentation, NYSDOT will make final reimbursement to the sponsor
and will close the State/sponsor project agreement.
Page 12 of 13
Federal -Aid Highway Reimbursement Process NYSDOT Local Program Bureau
A federally funded facility must be operated and maintained
OPERATE& PLANIF
MAINTAIN � IDENTIFY
for its useful life. In the event that a federally funded facility
�7FA
Y PROJECT M
does not perform as intended for its useful life, the sponsor
CLOSE
A REEM N1TCT
PROJECT
will be asked to pay back the prorated portion of project
FUNDING
funds.
CONSTRUCT & Operate EXECUTE
Federal funds cannot be used for routine maintenance, but
INSPECT PROTECT J�PROTECT
& AGREEMENT
can be used for resurfacing, rehabilitation, or reconstruction
work.
4
M al ntal n 'Cl
Generally, fees cannot be charged for access to projects or
BID & SELECT & HIRE
AWARD
PROJECT CONSULTANT
Faci ity
activities funded with federal monies. In those rare
a L
instances when a minimal fee may be charged, proceeds
PREPARE PREPARE
from the charge must not be excessive and, by agreement,
CONTRACT DESIGN
DOCUMENTS REPORT
aACQUIRE a
are solely used for the maintenance and operation of the
PROPERTY
facility.
Sponsors may be required to prepare maintenance and operation plans for inclusion in appropriate
project documents.
Page 13 of 13
TOWN OF ULYSSES
10 Elm Street, Trumansburg, NY 14886
townofulyssesny.gov
Town Supervisor (607) 387-5767, Ext 232 • supervisor@townofulyssesny=.gov
Town Clerk (607) 387-5767, Ext 221 . clerk@townofulyssesny.gov
Planning & Zoning February 2023 Report to Town Board
Town Board Meeting Date, 03.14.2023
Submitted by Niels Tygesen, 03.07.2023
Planning Board
The Planning Board held a meeting on February 71h to discuss the following items:
• Sketch plat review for 'Shursave 2 Lot Land Division', a propsoed minor subdivision located at 2081-2085
Trumansburg Road, parcel 13.-3-2;
• Review of the 'Klankowski Setback Varaince', a proposal to construct an 80' tram within required setbacks,
subject site is located at 1375 Taughannock Blvd, parcel 28.-1-5. The Board drafted comments that were
submitted to the BZA; and
• Operational items pertaining the Board's procedural items for the year.
Board of Zoning Appeals
The BZA held a meeting on February 15th to discuss the following items:
• Review of the 'Klankowski Setback Varaince', a proposal to construct an 80' tram within required setbacks,
subject site is located at 1375 Taughannock Blvd, parcel 28.-1-5. The Board requested additional
information from the applicant and did not open a public hearing; and
• Operational items pertaining the Board's procedural items for the year.
Planning Proiects
• Planning with Ann DiPetta re: Comp Plan Steering Committee (CPSC) membership, outreach, etc.
• Interviews for CPSC membership
• Planning with Mary Bouchard and Liz Weatherby re: Ag Committee outreach, 2nd intro meeting, etc.
• Sketch plan conference with applicants for proposed Development District at the Inn at Taughannock Falls
Zoning Proiects
• New accessory building for parcel 14.-3-14.31, will require BZA approval
• New accessory building for parcel 245.-4-9.115, will require BZA approval
• Pre -submittal meeting for potential land division
TOWN OF ULYSSES
I 10 Mrn Street, Trumansburg, NY 14886
townofulyssesnygov
Zoning Enforcement
Research on existing code cases
Miscellaneous
• Stormwater Considerations for Solar Development in NYS presentation by DEC
• Continued outreach for members for the Comp Plan Steering Committee, Ag Committee, Planning Board,
and Board of Zoning Appeals
• Prepping for and onboarding new project asst. staff
• Planning & Zoning permit application updates
• Customer support pertaining zoning information and permitting process