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HomeMy WebLinkAbout2023-12-12-TB-FINAL-minutesTOWN BOARD MEETING Town of Ulysses Dec. 12, 2023 The meeting was held in person at the Town Hall at 10 Elm St., Trumansburg NY as well as via Zoom videoconference. 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 httlis://www.voutube.com/chcinnei/UCWV/s--ci9CIjH/Xdk9YxZvPw. CALL TO ORDER: Ms. Olson called the meeting to order at 6pm. ATTENDANCE: TOWN OFFICIALS: Supervisor- Katelin Olson Board members- Mary Bouchard, Liz Weatherby, Rich Goldman, Michael Boggs Town Clerk- Carissa Parlato MEMBERS OF THE PUBLIC: In person - Maureen Shallish, Roxanne Marino Via Zoom - Mark Kreydt- presenter (insurance) APPROVAL OF AGENDA: Motion: Ms. Olson requested the addition of a Bee Comm appt., and to move item b to i. Mr. Boggs requested an update on the comprehensive plan contract (item j). Mr. Boggs moved to approve the agenda as amended. This was seconded by Ms. Bouchard and passed unanimously. OLD BUSINESS: (none) CONSENT AGENDA (Resolutions #186-188): RESOLUTION #186 OF 2023: 2024 BUDGET MODIFICATIONS RESOLVED that the Ulysses Town Board approves the 2024 budget modifications as presented. A FUND BUDGET Account # Account Name Current Increase/ Budget Mod Budget Decrease Request Post Budget Mod. 1 A2750 AIM Related Payments $ - Increase 33,545.00 $ 33,545.00 Annual state aid to be included in A fund revenues. Account # Account Name Current Increase/ Budget Mod post Budget Mod. Budget Decrease Request TBD Assigned Fund: Records Mgm't $ - Increase 6 000.00 $ 6,000.00 To begin the practice of annually setting aside funds to offset records management expenses which have a multiple year cyclical nature, as per the adopted budget. Due to an inaccurate formula within the budgeting worksheet, this expense was not captured in the overall appropriations total in the A fund. Current Increase/ Budget Mod Account # Account Name Budget Decrease Request Post Budget Mod. Non -Property Tax Dist by $ A1120 County $ 215,000.00 Decrease 8,000.00 $ 207,000.00 A1120 aka Sales Tax, To both offset the expense in the 8 fund below as well as to divert a proportionally higher amount of sales tax to the 8 fund (aligning with mulityear budgeting goals), decrease the amount of sales tax in the A fund to account for the previously unbudgeted AIM revenue. Current Increase/ Budget Mod Account # Account Name Budget Decrease Request Post Budget Mod. A599 Appropriated Fund Balance $ 205,304.00 $ $ 185,759.00 Decrease 19,545.00 To account for the previously unbudgeted revenue in the A fund. B FUND BUDGET Current Increase/ Budget Mod Account # Account Name Budget Decrease Request Post Budget Mod. B1420.41 Attorney - BZA & PB $ - Increase 8 000.00 $ 8,000.00 As per the adopted budget, due to an inaccurate formula within the budgeting worksheet, this expense was not captured in the overall appropriations total in the 8 fund. Current Increase/ Budget Mod Account # Account Name Budget Decrease Request Post Budget Mod. B1120 Non -Property Tax Dist by $ 196 000.00 Increase $ $ 204,000.00 County 8,000.00 B1120 aka Sales Tax; To both offset the 81420.41 expense as well as to divert a proportionally higher amount of sales tax to the 8 fund (aligning with mulityear budgeting goals). RESOLUTION #187 OF 2023: SCHEDULE PUBLIC HEARING FOR 2024 FIRE CONTRACT RESOLVED that the Ulysses Town Board schedules the public hearing for the 2024 Fire Contract for January 9, 2024 at 7:05pm, and be it FURTHER RESOLVED that the Ulysses Town Board directs the Town Clerk to undertake the necessary public notification processes for the public hearing. 2 RESOLUTION # 188 OF 2023: SCHEDULE PUBLIC HEARING FOR THE USE OF AMERICAN RECOVERY PLAN ACT FUNDS RESOLVED that the Ulysses Town Board schedules the public hearing for the purposes of hearing the public's recommendations for how to use the Town's remaining allotment of the American Recovery Plan Act Funds for January 23, 2024 at 7:05pm, and be it FURTHER RESOLVED that the Ulysses Town Board directs the Town Clerk to undertake the necessary public notification processes for the public hearing. Moved: Mr. Goldman Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 NEW BUSINESS: APPRECIATIONS Seconded: Mr. Boggs RESOLUTION #189 OF 2023: APPRECIATION FOR MR. JEFF BURNS WHEREAS, Mr. Jeff Burns installed the very first server and other IT related systems at the Town Hall, and WHEREAS, Mr. Burns' dedication to the Town's IT environment provided the first generation of IT systems for the Town of Ulysses; NOW, THEREFORE, BE IT RESOLVED, that the Ulysses Town Board gratefully acknowledges Mr. Burns' many years of service and wishes him the very best in his well -deserved retirement. Moved: Mr. Boggs Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Ms. Weatherby RESOLUTION # 190 OF 2023: APPRECIATION FOR MR. LUCAS ALBERTSON WHEREAS, Mr. Lucas Albertson has ably served the Town since April 2018 as our Fire Inspector; and 3 WHEREAS, Mr. Albertson's knowledge and capabilities made an important contribution to keeping Ulysses properties safe; NOW, THEREFORE, BE IT RESOLVED, that the Ulysses Town Board extends its appreciation to Mr. Albertson for his years of service and wishes him the very best in his professional and personal life. Moved: Ms. Bouchard Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Mr. Boggs RESOLUTION # 191 OF 2023: APPRECIATION FOR TOWN BOARDS AND COMMITTEE MEMBERS WHEREAS, the Town of Ulysses is supported by a variety of appointed boards and committees; and WHEREAS, the Ulysses Town Board recognizes the combined hundreds of hours of work that these groups dedicate to the town on an annual basis; NOW, THEREFORE, BE IT RESOLVED that the Ulysses Town Board expresses appreciation for the hard work and dedication of all town boards and committees: • Bee Friendly Community Committee • Board of Zoning Appeals • Comprehensive Plan Steering Committee • Conservation and Sustainability Advisory Council • Habitat Nature Preserve Committee • Planning Board • Tree Advisory Council • Water Source Protection Plan Committee • Youth Commission Moved: Mr. Goldman Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Seconded: Ms. Weatherby E1 Vote: 5-0 Date Adopted: 12/12/23 MRB PROPOSAL FOR MAP, PLAN, & REPORT FOR PROPOSED GRASSROOTS WATER DISTRICT RESOLUTION #192 OF 2023: MRB GROUP PROPOSAL FOR MAP, PLAN AND REPORT FOR POTENTIAL WATER DISTRICT #5 (GRASSROOTS) WHEREAS, Fingerl-akes GrassRoots Festival Inc. has submitted an incomplete petition for a water district that lacks the necessary map, plan and report to complete the petition; and WHEREAS, the Town and the GrassRoots entered into an escrow agreement for the completion of professional services; and WHEREAS, MRB Group, designated as the Town's engineer, has prepared a proposal for the completion of these services to finalize the water district petition for $9,650; and WHEREAS, GrassRoots has deposited funds to pay for the necessary engineering services and there will be no cost to the taxpayer for the creation of the necessary documents; NOW, THEREFORE, BE IT RESOLVED, that the Ulysses Town Board authorizes the Town Supervisor to sign the contract with MRG Group for the creation of a map, plan and report for potential Water District 5; and be it FURTHER RESOLVED that the Town Clerk is directed to provide the signed contract to MRB Group and GrassRoots. Moved: Mr. Goldman Seconded: Ms. Weatherby Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 2024 EMS CONTRACT RESOLUTION #193 OF 2023: AUTHORIZATION TO SIGN 2024 EMERGENCY MEDICAL SERVICES (EMS) CONTRACT WITH THE VILLAGE OF TRUMANSBURG WHEREAS, the Village of Trumansburg (hereafter referred to as "The Village"), a municipal corporation, maintains an ambulance department with a basic and advanced life support transporting ambulance service; and WHEREAS, the Town wishes to provide ambulance services to its residents in the Town of Ulysses Ambulance District; and WHEREAS, such emergency services are vital and necessary to the health and welfare of the inhabitants of the Town; now therefore be it RESOLVED, that the Town Board of the Town of Ulysses, on behalf of the Town of Ulysses Ambulance District, hereby approves and authorizes execution of the 2024 EMS Services Agreement between the Village and the Town, and further RESOLVED that pursuant to the Agreement, the Town shall pay the Village the sum of $440,255 for EMS services. Moved: Mr. Goldman Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Ms. Weatherby APPLICATION FOR MATCHING FUNDS FROM TOMPKINS COUNTY YOUTH SERVICES RESOLUTION #194 OF 2023: APPLICATION FOR MATCHING FUNDS FROM TOMPKINS COUNTY YOUTH SERVICES WHEREAS, Tompkins County provides matching funds for youth services to municipalities in Tompkins County; and WHEREAS, the Town of Ulysses and the Village of Trumansburg cooperatively fund youth services in Ulysses, and the program is overseen by the Trumansburg/Ulysses Youth Commission; NOW, THEREFORE, BE IT RESOLVED, that the Town Board authorizes the Town Supervisor to apply on behalf of the Town for 2024 matching funds from Tompkins County, not to exceed $32,000. Moved: Ms. Weatherby Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Ms. Bouchard BRIDGE NY GRANT Ms. Wright believes that this grant would not require a local match. RESOLUTION #195 OF 2023: GATEKEEPER RESOLUTION FOR BRIDGE NY APPLICATION FOR MAPLEWOOD ROAD HAIRPIN CULVERT WHEREAS, funds have been made available to municipalities for bridge projects through the BRIDGE -NY funding stream; and WHEREAS, the Highway Superintendent and Budget Officer have determined that the Maplewood Road hairpin turn culvert is a priority project; and WHEREAS, New York State funds 100% of the cost for eligible project costs, not to exceed $1.5 million, through the BRIDGE NY culvert program; and WHEREAS, for each project, costs exceeding $1.5 million will be appropriated out of the DA232 / DA883 Bridge Repair Reserve Fund; and NOW, THEREFORE, BE IT RESOLVED, that the Ulysses Town Board authorizes the BRIDGE NY application for the Maplewood Road Hairpin Culvert. Moved: Mr. Goldman Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Mr. Boggs PROFESSIONAL ENGINEER CONSULTANT FOR BRIDGE NY APPLICATION RESOLUTION #196 OF 2023: ACKNOWLEDGING THE PROFESSIONAL ENGINEER CONSULTANT SELECTED TO ASSIST WITH THE 2024 BRIDGE NY APPLICATIONS WHEREAS, resolution 2022-177 authorized the selection of Barton & Loguidice, D.P.C. as the engineer firm to support the last round of BRIDGE NY applications, and WHEREAS, New York State Department of Transportation (NYSDOT) Region 3 Regional Local Programs Manager Richard M. Sawczak confirmed that the last round of solicitation of the engineering firms on the NYSDOT Local Design Services Agreement (LDSA) list for Region 3 was within an adequate timeframe and therefore the Town's previous selection of Barton & Loguidice, D.P.C. is acceptable; NOW, THEREFORE, BE IT RESOLVED, that the Ulysses Town Board approves Barton & Loguidice, D.P.C. to assist the Town in applying for the 2023 BRIDGE -NY funding. Moved: Mr. Goldman Olson aye Boggs aye Bouchard aye Seconded: Ms. Bouchard 7 Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 SUPPORT FOR BRIDGE NY APPLICATION FOR MAPLEWOOD HAIRPIN CULVERT RESOLUTION #197 OF 2023: SUPPORT FOR BRIDGE NY APPLICATION FOR MAPLEWOOD HAIRPIN CULVERT WHEREAS, funding programs like BRIDGE -NY recognize that infrastructure replacement costs exceed the ability of the local municipalities to maintain bridges and culverts in a timely fashion, and WHEREAS, the Town has sought multiple rounds of funding for the Maplewood hairpin culvert as it is highly prioritized for replacement and rehabilitation, and WHEREAS, the Town of Ulysses has demonstrated the ability to administer BRIDGE NY and other similarly funded projects; NOW, THEREFORE BE IT RESOLVED that the Ulysses Town Board enthusiastically supports the BRIDGE -NY applications for the Maplewood Road culvert, and FURTHER RESOLVED that the Ulysses Town Board wishes to express appreciation to New York State Department of Transportation for previous infrastructure funding as well as the continued funding opportunity through the BRIDGE -NY program. Moved: Mr. Goldman Seconded: Ms. Weatherby Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 AUTHORIZATION OF A PRE -PAYMENT FOR YOUTH DEVELOPMENT CIVIC INTERNSHIP RESOLUTION #198 OF 2023: AUTHORIZATION OF A PRE -PAYMENT FOR YOUTH DEVELOPMENT CIVIC INTERNSHIP STIPEND WHEREAS, the Youth Development Civics Internship program provides a budgeted maximum $250 stipend for participants; and WHEREAS, the stipend is prorated with the maximum $250 provided to participants who attend all sessions; and WHEREAS, the Civics Internship program is partially funded by Tompkins County; and WHEREAS, the last Town Board meeting of 2023 is the December 12th, 2023 meeting; and WHEREAS, the last program session will be December 13th, 2023; now therefore be it RESOLVED, that the Ulysses Town Board authorizes the pre -payment of stipends based on program attendance. Moved: Mr. Goldman Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Ms. Weatherby APPOINTMENT TO BEE COMMITTEE: RESOLUTION #2023-199: APPOINTMENT TO BEE COMMITTEE: Resolved that the Town Board appoint Bridget Brewer to the Bee Committee through 12/31/24. Moved: Ms. Weatherby Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Seconded: Mr. Boggs APPOINTMENT OF ULYSSES' CONSERVATION AND SUSTAINABILITY ADVISORY COUNCIL CHAIR AS THE TOWN'S CLIMATE SMART COMMUNITIES' COORDINATOR RESOLUTION #2023-200: APPOINTMENT OF ULYSSES' CONSERVATION AND SUSTAINABILITY ADVISORY COUNCIL CHAIR AS THE TOWN'S CLIMATE SMART COMMUNITIES' COORDINATOR WHEREAS, the Town of Ulysses was certified as a Bronze Level Community in 2018 in the New York State Department of Environmental Conservation's "Climate Smart Communities" Initiative; and WHEREAS, the Ulysses Town Board passed resolution (No. 2017-110) that appointed the Town's Environmental Planner as the Climate Smart Communities Coordinator; and WHEREAS, the Environmental Planner is no longer a position held at the Town of Ulysses; and WHEREAS, the Town's Conservation and Sustainability Advisory Council has provided leadership and initiative regarding sustainability projects and practices for the Town of Ulysses; and E WHEREAS, the Town will be undergoing an effort to get re -certified as a Bronze Climate Smart Communities; and WHEREAS, achieving Climate Smart Communities certification would help to promote sustainability at the local level, make the Town eligible for specific funding programs, increase competitiveness of applications to other state funding applications, and would provide good public relations opportunities for the Town; and WHEREAS, to become a Certified Climate Smart Community, one of the actions the Town of Ulysses must take is to appoint a Climate Smart Communities Coordinator; and WHEREAS, the duties of the Conservation and Sustainability Advisory Council Chair align with the goals of the Climate Smart Communities program; NOW, THEREFORE, BE IT RESOLVED, that the Chair of the Conservation and Sustainability Advisory Council of the Town of Ulysses is hereby appointed as the Town's Climate Smart Communities Coordinator for the New York State Department of Conservation's Climate Smart Communities Initiative; and be it FURTHER RESOLVED, that the Town Board wishes to thank Roxanne Marino for her dedication and continued efforts to promote sustainability in Town operations. Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 PAYMENT OF CLAIMS RESOLUTION #2023-201: PAYMENT OF CLAIMS RESOLVED that the Ulysses Town Board has reviewed and approves payment of claims in the amount of $118,063.48. Moved: Mr. Goldman Seconded: Ms. Bouchard Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 10 PRESENTATION: Broker Mark Kreydt, Tompkins Insurance Agencies, Inc. Mr. Kreydt said that rates have increased due to an increase in natural disasters. Mr. Goldman asked about the increase in the blanket limit. Mr. Kreydt responded that this is what the carrier has set and there is no negotiating. Mr. Goldman asked about self -insuring. Mr. Kreydt said it is not an option. Ms. Bouchard asked about increasing the deductible. Mr. Kreydt said it would not affect the premium much so is not worth it. Ms. Wright asked what claims would be subject to the deductible. Mr. Kreydt said just property not vehicles. Vehicles fall under Inland Marine for physical damage. Mr. Goldman asked whether the Inland Marine increase is due to the new truck. Mr. Kreydt said yes and also flood and earthquake insurance have been added. The board asked whether the $600,000 would cover all the vehicles. Mr. Kreydt said that not all of the vehicles are insured for physical damage due to age or other. AUTHORIZATION TO PRE -PAY FOR GENERAL LIABILITY AND CYBER INSURANCE COVERAGE RESOLUTION #202 OF 2023: AUTHORIZATION TO SECURE GENERAL LIABILITY AND CYBER INSURANCE FOR 2024 RESOLVED, that the Ulysses Town Board authorizes the Town Supervisor to sign documents to secure general liability and cyber insurance; and be it further RESOLVED, that the Ulysses Town Board authorizes the pre -payment of general liability and cyber insurance coverage for 2024. Moved: Mr. Goldman Seconded: Mr. Boggs Olson aye Boggs aye Bouchard aye Goldman aye Weatherby aye Vote: 5-0 Date Adopted: 12/12/23 Ms. Olson thanked the board and was excused at this time (6:50pm). UPCOMING EVENTS: December 26 — Regular Town Meeting @ 7pm --- CANCELLED January 4 — Organizational Meeting, 8:30am @ Town Hall January 9 — Regular Meeting, 7pm @ Town Hall January 23 — Regular Meeting, 7pm @ Town Hall MUNICIPAL BOARD & STAFF REPORTS: Mr. Boggs said that the WSPPC met yesterday and have received about 300 survey responses. Ms. Koreman shared the following: 11 • Thanked the board for trying to buy rec land and for their foresight and future thinking. Applauded the transparency and sharing of facts. • She believes that the county should pay for the rapid medical response vehicle as it would be difficult to try to parse out which community used it. A vehicle they already have will be used but will require about 3 staff members. A pilot program will run through 2024. • Reminder to get COVID & flu shots Ms. Bouchard: • Screening of Clear Day Thunder today (on American chestnut) is on Sat. at 1pm • Tree Committee is considering a Master Pruner program PRIVILEGE OF THE FLOOR (3 min limit per person): Maureen Shallish wanted to recognize Mr. Burns for his service. She was surprised that more people weren't in attendance tonight regarding the land purchase issue and believes that the board did its due diligence to secure recreation land for town's youth. She appreciates the respect the board has used to respond to criticism. The transparency of the board is exemplary. Krys Cail agrees with Ms. Shallish's sentiments but was concerned about the large section of the public that felt it was important to find land close to Trumansburg. She likes intermunicipal cooperation as with Boy Scout camp but wants to make sure town needs are not mixed with village needs. She would like to see exploration of recreation that could be shared with Town of Ithaca as she lives close to that line. All ages, not just kids. Linda Liddle asked whether there is a plan to form a committee to look at recreation and come up with a plan with the village. Mr. Goldman said that discussions are scheduled for Jan. for town funds but not necessarily with the village. Ms. Liddle recommends forming a committee now while energy is high as it can be difficult to get a committee up and running at other times. Roxanne Marino said that it would be a healing opportunity to consider a round table or some sort of activity for people to talk about recreation in advance of forming a committee and in the meantime gathering information to see what we need. Timing is also good for working on the comp plan update. These discussion should be decoupled from ARPA funds discussions. ADJOURN Mr. Goldman made a motion to adjourn at 7:22pm. This was seconded by Ms. Bouchard and passed unanimously. Respectfully submitted by Carissa Parlato, Town Clerk 114124 12 APPENDIX: 13 Building & Code Updates Mark Washburn, NYS CEO, Certification No. 1020-0364 November 1 -November 30, 2023 Plan Reviews ■ 10 discussions about upcoming projects ■ 18 site visits job site check in. Site Visits ■ Ongoing monitoring of Erosion Plan, visited 4 times no issues ■ 9 Site meetings with contractors ■ 1 visit regarding erosion issues CEO Activity • 6 Foundation/Footer inspections/ 2 reinspection's • 3 Framing inspections/ 1 reinspection's Issue resolved. • 2 Plumbing inspections/ 1 reinspection • 7 Final inspection/1 Reinspection • Code research for 12 different issues approximately 10 hours • Plan review for 1 new home builds • Started investigation into multiple code and zoning violations. • Follow up safety meeting with grassroots regarding 2023 festival. • 3CofO's-4CofCs pg 1 Building & Codes Monthly Report Z1191 a 12.-4-9 20.-3-9.22 Building & Code Updates Mark Washburn, NYS CEO, Certification No 1020-0364 Reporting Period November 1 — November 3, 2023 Violation Erosion control Rubbish, Vehicles, Fire road violation Protective covering violations Cars, Rubbish Code Property maintenance code 301.2, 302.3, 302.8, 304.2 Fire Code 503.4 Multiple Property Maintenance code, Fire Code violations Action 4x Site visit No issues Last pile being cleaned up Clean up and comply with DD regulations Status Ongoing Property is now in compliance with violations in red New information Working with property owner pg 2 Building & Codes Monthly Report Town of Ulysses Clerk's Office MONTHLY REPORT for NOVEMBER 2023 Submitted by Carissa Parlato LICENSES/PERMITS issued: # Sporting licenses 25 Disabled parking permits 7 Dog licenses and renewals 51 Marriage licenses 0 Plumbing permits 0 Address assignments 0 Notarizations 5 FOIL requests -received 1 FOIL requests -completed 0 CLERK's OFFICE TASKS: FINANCIAL REPORT: $4987.50 TOTAL fees collected $3300.88 stays in the town $1686.62 goes to the state • Routine tasks: o 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, participated in weekly Supervisor/Clerks office meetings, sent weekly e-newsletters, contract management, coordinated building use/equipment sign out, FOIL requests, ordered supplies, posted meetings & videos, monthly Community Leaders meeting • Water: o Continued transition to new billing and meter reading software o Qrtlry billing • Sporting Licenses: o Continue to sell hunting licenses • Dog Census: o paused until Feb. due to Spec Election • Social Media o Share info on Facebook • IT: o Meetings with A2K o Help transition to new email • Records Mgmt o Fulfill FOIL requests- coordination with other departments to fulfill • Special Election: o Work with attorney on voter registration, absentee voting, ... o Work with TC Board of Elections on machines, poll pads, absentee voting, various forms Town of Ulysses November 2023 Bookkeeper Board Report December 12, 2023, Town Board Meeting Prepared by Blixy Taetzsch, 12/6/2023 Greetings Board Members: I have completed the November 2023 financial statements and will share some financial highlights. Balance Sheet As detailed in the Supervisor's Report, total cash balances as of 11/30/23 were $1,043,154.88, a decrease of $194,035.10 from the prior month. A few notable items this month: Sales tax payments — We received October sales tax — payments are now being received on a timely basis. Disbursements: There were three payrolls in November, increasing the typical cash outlay for the month. We also made two large annual payments: NYS retirement system and the final payment for the highway department truck. In addition to cash balances, the Town had investments valued at a total of $2,432,939.56 as of November 30, 2023. Third quarter earnings (realized and unrealized) amounted to a total of $27,806.45, net of fees. This brings our year-to-date realized and unrealized income on investments to $72,490.54. Other than cash and investments there are no significant assets or liabilities in the Town's operational financial statements, other than the liability account where the ARPA funds reside until earned and recorded as revenue — this amounted to $313,997.89 as of November 30th. Income Statement Revenues through November 2023 are mostly as expected, with amounts unearned at or below the remaining 8.3% of the year. Some items to note: • Sales tax revenue is recorded through October, with 10% of the budget unearned — this is slightly ahead of the annual budget. • EMS revenue is ahead of budget, with 5% unearned as of October. • Mortgage tax is right on target with the annual budget. • CHIPS revenue in the highway department is not expected until December. • Building permit revenue exceeded the annual budget with revenue recorded through October. • Justice Court fines and fees are running behind budget, with revenue recorded through October. • Recreation Revenue has exceeded the annual budget. Expenditures through October 2023 are also as expected, with some spending being front loaded (such as payments for Fire and Ambulance services, and some insurance costs). Generally, expenditures for payroll and benefits are as expected or slightly lower than budget. Contractual spending also tends to be less than the budget. Overall, spending by fund is lower than the 92% of the year we have completed. Town of Ulysses November 2023 Bookkeeper Board Report December 12, 2023, Town Board Meeting Prepared by Blixy Taetzsch, 12/6/2023 Bookkeeper Activities • Personnel: I continue to support employees and retirees with payroll related questions and benefit administration. I provided a benefit information session to all staff on November 16'- I am also working with Carissa and Michelle to develop a more formal new employee orientation process. • Staff Training: I continue to assist with the development and delivery of staff training materials and maintain records of mandatory training for public officials and employees, including youth employees. • Budget: I continue to update data in budget documents to support Michelle in updating budget projections and planning. • Audit: The annual audit for 2023 is scheduled for the week of February 19'. 2 Town of Ulysses Finance Committee Meeting 11 /30/23; 8:00 AM Present: Mary, Rich, Michelle, Blixy • The committee spent some time talking about mortgage tax at the start of the meeting. It is still unclear why the first payment and the second payment were so dramatically different. Michelle shared that there is a recently formed Town finance professionals' group where representatives from the County will join one of our meetings and may shed some light on this issue. There is a Committee Policy draft that we will be circulating with the finance committee — hopefully will be presented in the next month or two. Fund Balance Policy Michelle distributed the fund balance policy document with some recommended changes. One key element of fund balance policy is to consider underfunded reserves. So, if there is excess fund balance — first priority would be to make sure reserves are adequately funded. Michelle distributed a spreadsheet outlining each of the reserves, current funding status, and funding goal. The committee reviewed the various reserves and discussed the funding goals for each. The Committee then moved on to discuss the proposed changes to the policy. The committee was comfortable with the target ranges for unappropriated fund balance. There was discussion about how to account for situations when unappropriated fund balance exceeds the target intentionally for a particular one-time purpose (for example, the comp plan). In this case, there would be a board resolution documenting the earmarked funds and recorded in the accounting records. The Finance Committee was notified of 2024 budget adjustment that will be presented for Board approval at the December 12th meeting. • Topic for Finance Committee in January — tools that we use for budgeting Upcominq Meetinq Dates: January 11, 2023, 8:00 am Highway Report Repairs: T21 Inspection Backhoe oil and filter change and new batteries T10 New thermostat and blower motor Undercoated T10, T21, T22, T23 Greased trucks Road Maint: Filled Potholes in various spots Salted Roads on Nov 27," and 28,1. Dec 6,1 and T, Mowed Back ditch on Rabbit Run Road Misc: Read Meters November 1T, Installed Meters Completed BAC sample and Water Report Hauled material for the village TOWN OF ULYSSES 10 Elm Street, Trumansburg, NY 14886 tt Huno fuly s se s ny..gov Town Supervisor (607) 387-5767, Ext 232 ■supervisnraDtow=nofulysscsnv.gov Town Clerk (607) 387-5767, 1 sxt 221 • cicrk((Dtownofuli,sscsn%,.gov Planning & Zoning November 2023 Report to Town Board Town Board Meeting Date, 12.12.2023 Submitted by Niels Tygesen, 12.05.2023 Planning Board The Planning Board held a meeting on November 7t" to discuss the following items: • The Board conducted site plan review for the 'Palmer Garage' project, a proposal to construct a new 576sf detached accessory building for use as a garage, located at 14 Willow Point Road, parcel 17.4-6, and approved the site plan. • The Board conducted a sketch plat review of the 'Thomas 2 Lot Land Division' project, a proposal to subdivide the subject 13.4 acre lot into two lots; 'Parcel A', approximately 6.75 acres, and 'Parcel B', approximately 6.65 acres, and scheduled a public hearing for November 21, 2023. • The Board heard a presentation from Crystyal Buck, Farmland Protection and Ag Marketing Educator with Cornell Co-op Extension, to discuss the 8-year comprehensive review and update to Ag District 2, and solicit input on specific parcels the Town thinks should be added to or removed from the district. • The Board discussed training requirements. The Planning Board held a meeting on November 215t to discuss the following items: • The Board conducted a public hearing of the 'Thomas 2 Lot Land Division' project noted above, and approved the subdivision. • The Board continued their discussion with Crystal Buck regarding the updates to Ag District 2 noted above. • The Board conducted a sketch plat review of the 'Burruss 2 Lot Land Division' project, a proposal to subdivide the subject 12.15 acre lot into two lots, and requested additional items from the applicant. • The Board discussed concerns with development districts, special events, tents, and noise issues. Board of Zoning Appeals The BZA did not conduct any business this month. Comp Plan Steering Committee The Committee held a meeting on November 2nd to discuss the following items: • The Committee continued their discussion of the Community Visioning process for the periodic update. • The Committee discussed training requirements. TOWN OF ULYSSES 10 him Struct, Trumansburg, NY 14886 roomofulyssesny.gov WASOF • Planning and prep for WinterFest participation. • The Committee scheduled their January meeting for Thursday the 111" at 5:30 PM. Planning Proiects • Longterm multi -year town -wide planning cycle. • Youth Internship Program and Periodic Comp Plan Update outreach —youth input/engagement Zoning Enforcement Ongoing research on existing code cases. Miscellaneous • Meeting with PW re utility -water permitting process and procedures and Debris Management Plan • Continued outreach and interviews for members for the Comp Plan Steering Committee, Planning Board, and Board of Zoning Appeals. • Continued training with Office Project Assistant. • Building, Planning, and Zoning permit reviews. • Updates to webpages and applications. • Customer support pertaining zoning information and permitting process. Recreation Department Report December 7, 2023 Created by: Will Glennon, Recreation Director Adult Recreation Programming • Registration for January -June adult recreation programming opened on December 4th. There will be three volleyball programs, one soccer, one basketball, and one pickleball program. • A second yoga session started on November 27th and will run for 4 weeks. Winter youth programming and administration • The youth basketball clinic began on December 2nd. The program has two sessions. • The K-1st grade session currently has 38 participants and 2 on the waitlist. • The 2nd-4th grade session currently has 39 participants and 6 on the waitlist. • The travel team based basketball program has four teams for this winter and will participate in the new basketball league formed. • Girls basketball - 10 players • Boys 3rd/4th - 15 players • Boys 4th/5th - 10 players • Boys 6th - 13 players • The basketball clinic will move to water bottles for this winter for participants of the basketball clinic. • The basketball jerseys have been ordered for the team based program. • A new winter track program will begin on Saturday, December 9th. The program will be coached by Bryce and Lara DeSantis. The program will train on Saturdays and take part in the winter track meets at Barton Hall, Cornell throughout the winter. General administration • The recreation department purchased another net in conjunction with the school district for adult recreation programming use. • Attended the November 28th Town Board meeting Final Recreation Registration Summary for 2023 • 1802 total registrations for 2023 youth and adult recreation programs • 66 total individual programs offered • 48 individual youth programs and 18 individual adult recreation programs. Report to Town Board Work between: 11/10—12/6/2023 Meeting date: 12/12/2023 Submitted by Michelle E. Wright Work Activities Insurance Related • 2024 coverage applications • Coordination with Highway Superintendent re: assets Financially Related • Investment related communications • Communications regarding the establishments of Local Finance Monthly Zoom lunch meeting Finance Committee • Finalization of Fund Balance Policy Update • 11/30 Finance Committee Meeting Multi -year Planning • No significant work this period Budget Related • Monthly financial statement review • Voucher review • 2024 Adopted Budget: modifications • Development of tax insert Asset Management • IT update related work, see active projects section Stormwater Long Term Planning • No significant work this period Water District 3 Related • Working group coordination and communications • Budget monitoring Recreation Department Administration • County grant related admin: camp scholarship Bookkeeper Supervision • Review of monthly financial statements • Budget related work • HR related matters • New employee orientation development support Compliance Related • ADA accessibility related work for Town website Miscellaneous/General Town Work • 2024 Organizational Meeting: resolution development • JCA County grant related communications • General support for 12/6 special election • New employee orientation development with Clerk and Bookkeeper • Standing weekly meetings: Clerk, Supervisor, Bookkeeper, Project Assistant • Resolution drafting, agenda packet related work • Organization of once -a -month staff walk • FOIL request related support • Draft policy development • Climate Smart Communities Recertification process related activities Transportation • No significant work activity for this period —place holder for future reports Emergency Planning & Hazard Mitigation • No significant work activity for this period —place holder for future reports Page 1 of 3 Procurement Related Updates • No significant work activity for this period —place holder for future reports Safety Committee • No significant work activity for this period —place holder for future reports General Water • No significant work activity for this period —place holder for future reports Active Proiects Update • IT Related: Modernization Strategic Plan Execution o Continued work with IT support provider and staff • DEC NPS Planning Grant o Status: still waiting to get contract from DEC o Communications regarding contract making • DEC Climate Smart Communities Comp Plan Update o Status: contract fully executed • BRIDGE NY Curry Road 0 11/17 Initial meeting with NYSDOT and B&L o Contract execution follow o Follow up communications with Barton and Loguidice and NYSDOT • Cemetery Road Bridge over Trumansburg Creek (NYSDOT 95% funded with FHWA money, Barton & Loguidice Engineers) Process update as of 12/7/23: with assistance from the Region 3 office, we have resubmitted the paperwork required to obtain the final payment. We hope to get it in the next few weeks. • USDOT Technical Assistance for Rural and Tribal Pilot Program o Received notification that this project will not be funded Upcoming • Grant Administration: o CSC DEC: admin and reporting o NPS DEC: contract making o BRIDGE NY: admin and initial action steps • End of year related activities Meeting Notes TCCOG's Energy Committee Zoom 11/30 3-4:30pm Purpose: to explore how collaboration and mutual support can enhance our climate change, energy, and sustainability initiatives. • Hailey Delisle EV Charging: County soliciting interest regarding larger local government group for installation bid o hdelisle@tompkins-co.org o Right now, they are trying to ascertain the level of interest and if the County should pursue this o County wide = better rates ■ Looking for "critical mass" for interest • critical mass not yet defined, double digits ■ Timeline not yet defined, in initial stages o EV charging stations ■ revenue share model ■ monthly subscription ■ turn -key solutions • Chris Skawski Clean Energy Communities (CEC) & Jerry Sheng Climate Smart Communities (CSC) o Via CCE o Clean Energy Communities description ■ NYSERDA ■ In general: apply for action, complete action, report metrics ■ New in 2023 • IRA Funding, "stack on top funding" Page 2 of 3 o Inflation Reduction Act: funding stream through federal money now more available for local government o Climate Smart Communities Coordinator ■ DEC ■ Broader topics than CEC • Community Choice Aggregate: TCCOG will have separate webinar when they are in a place to move forward o Rebecca Evans provided explanation to two pathways to participate • Alice Green Dryden o Going for Silver Certification o Upgrades to DPW office building CEC o Volunteer task force led many of their initiatives • Terry Carroll o If municipality is looking for renovations = reach out to Terry o EV questions = reach out to Terry o Rod Howe: EV fleets for local governments —hoping County can play a frontline role in converting o EV arcs = all in one solar charging solution, intention to buy 3 at County facilities; they are portable so they can use during emergencies elsewhere ($60-$70k) o Fast charger at the airport o Green energy upgrades throughout county facilities o EERP: electricity emergency response plan ■ Prelim research mode re: the electric grid in the future when there are more EVs and housing is electric o County collected information regarding upcoming new demands for electric and gave it to NYSEG • Ronny Hardaway o Village of Lansing o Working on bronze certification • Rebecca Evans from City of Ithaca o Phase 1, 3 or 4 have been involved o Digital twin city o Flood modeling: emergency service blockages, ground materials o Entire County mapped • Collaboration ideas o Potential for quarterly meetings ■ "lessons learned" sharing space / repertoire of knowledge Page 3 of 3