HomeMy WebLinkAbout2017-01-10-TB-FINAL-minutesTOWN BOARD MEETING
Town of Ulysses
January 10, 2016
Audio of the minutes are available on the website at ulysses.ny.us.
The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg.
Notice of Town Board meetings are posted on the town's website and clerk's board.
ATTENDANCE:
PRESENT:
Supervisor- Liz Thomas
1St Deputy Supervisor- Nancy Zahler
2nd Deputy Supervisor- Michelle Wright
Board members- Michael Boggs, Rich Goldman
Town Clerk- Carissa Parlato
Water District Operator- Chris Stevenson (7-7: 1Opm)
Building/Code- Tom Myers (7:15-7:45pm)
CALL TO ORDER:
Ms. Thomas called the meeting to order at 7 p.m.
GENERAL BUSINESS:
APPROVAL OF MEETING AGENDA
RESOLUTION 2017-34: APPROVAL OF MEETING AGENDA
BE IT RESOLVED that the Ulysses Town Board approve the agenda for January 10, 2017 with
the addition of an Executive Session to discuss matters leading to the appointment,
employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular
person.
Moved: Ms. Zahler
Ms. Thomas
aye
Ms. Zahler
aye
Mr. Hertzler
aye
Mr. Boggs
aye
Mr. Goldman
aye
Vote: 5-0
Date Adopted: I/ 10/ 17
PRIVILEGE OF THE FLOOR:
Seconded: Mr. Goldman
REPORTS FROM REPRESENTATIVES:
TOWN REPORTS:
(see Appendix)
OLD BUSINESS:
AUTHORIZING SUBMISSION OF PRELIMINARY APPLICATION TO THE UNITED
STATES DEPARTMENT OF AGRICULTURE: RURAL DEVELOPMENT FOR POTENTIAL
PROJECT FUNDING FOR WATER DISTRICT #3
RESOLUTION 2017-35: AUTHORIZING SUBMISSION OF PRELIMINARY
APPLICATION TO THE UNITED STATES DEPARTMENT OF AGRICULTURE:
RURAL DEVELOPMENT FOR POTENTIAL PROJECT FUNDING FOR WATER
DISTRICT #3
WHEREAS, MRB Group, as authorized by the Town, has completed a Preliminary
Engineering Study on disinfection by-products in the water distribution system for Water
District #3 (WD #3), providing a recommended water improvement project that generally
includes the separation of the water storage tank inlet and outlet and the installation of a
Trihalomethane (THM) removal system; and
WHEREAS, the Preliminary Engineering Report and the recommended water improvement
project has been reviewed and approved by the Tompkins County Health Department; and
WHEREAS, the Town has been pursuing funding options for the water improvement project,
including submission of the project to the New York State Environmental Facilities
Corporation for potential funding; and
WHEREAS, the Town authorized the completion of an income survey to identify the Median
Household Income (MHI) specifically for WD #3; and
WHEREAS, the Town has authorized the completion of the Environmental Review of the
water improvement project.
NOW THEREFORE BE IT
RESOLVED, that the Town Board approves the submission of a Preliminary Funding
Application to Rural Development for the water improvement project; and further
RESOLVED that the Town Board does hereby authorizes the Supervisor to execute such
further documents as may be necessary, desirable, and/or appropriate to effectuate the purpose
and intent of the foregoing resolution, and further
RESOLVED that the Town Clerk will provide a certified copy of this resolution to the Town
Supervisor to include with the application package.
Moved: Mr. Goldman Seconded: Ms. Zahler
Ms. Thomas
aye
Ms. Zahler
aye
Mr. Hertzler
aye
2
Mr. Boggs nay
Mr. Goldman aye
Vote: 4-1
Date Adopted: 1/10/17
NEW BUSINESS:
MEETING DATE CHANGES
RESOLUTION 2017-36: MEETING DATE CHANGES
BE IT RESOLVED that the Ulysses Town Board changes the date of the Town Board
meeting on February 14 to Tuesday February 7.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas
aye
Ms. Zahler
aye
Mr. Hertzler
aye
Mr. Boggs
aye
Mr. Goldman
aye
Vote: 5-0
Date Adopted: 1/10/17
WORK PLAN 2017
The board and Deputy Supervisor discussed the procedure for creating the 2017 work plan.
WORKERS COMPENSATION INSURANCE
RESOLUTION 2017-37: ENTERING INTO MEMBERSHIP IN THE NEW YORK
STATE MUNICIPAL WORKERS' COMPENSATION ALLIANCE PLAN
WHEREAS there has been proposed a "NEW YORK STATE MUNICIPAL WORKERS'
COMPENSATION ALLIANCE PLAN DOCUMENT" pursuant to Section 50 3-a of the
Workers' Compensation Law (hereinafter "the Plan"); and
WHEREAS the Town of Ulysses is eligible for membership in the Plan; and
WHEREAS the Town of Ulysses has made an independent investigation of the Plan and
reviewed the Plan document, and has concluded that it would be in the interests of the Town of
Ulysses to participate therein; now, therefore, be it
RESOLVED that the Town of Ulysses enter into membership in the Plan pursuant to Section
50 Subdivision 3-a of the Workers' Compensation Law; and be it further
RESOLVED, that the Town Supervisor is hereby authorized and instructed to execute the
Plan's charter document on behalf of the Town of Ulysses; and be it further
RESOLVED, that the custody of all joint Plan moneys by the Plan Administrator under the
3
Plan be and the same hereby is approved; and be it further
RESOLVED, that the Town Clerk provide the signed charter document as well as a certified
copy of this resolution to the following:
Susan Comerford
Wright Insurance
333 Earle Ovington Blvd., Suite 505
Uniondale, N.Y. 11553-3624
Moved: Ms. Thomas Seconded: Ms. Zahler
Ms. Thomas
aye
Ms. Zahler
aye
Mr. Hertzler
aye
Mr. Boggs
aye
Mr. Goldman
aye
Vote: 5-0
Date Adopted: I/ 10/ 17
RESOLUTION 2017-38: ELECTING TO BECOME SELF INSURED FOR WORKERS'
COMPENSATION
RESOLVED, that the Town of Ulysses hereby elects, pursuant to Subdivision 3-a of Section
50 of the Workers' Compensation Law, to become a self -insurer as to Workers' Compensation
claims against this Municipality; and be it further
RESOLVED, that pursuant to Section 50 Subdivision 3-a of said Workers' Compensation Law,
notice of such election shall be filed forthwith with the Chairman of the Workers'
Compensation Board, Self -Insurance Section; and be it further
RESOLVED, that this election shall become effective immediately; and be it further
RESOLVED, that the Town Clerk provide a certified copy of this resolution to the following:
Susan Comerford
Wright Insurance
333 Earle Ovington Blvd., Suite 505
Uniondale, N.Y. 11553-3624
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
0
Mr. Hertzler
aye
Mr. Boggs
aye
Mr. Goldman
aye
Vote: 5-0
Date Adopted: I/ 10/ 17
PRIVILEGE OF THE FLOOR:
(none)
MONTHLY BUSINESS
APPROVAL OF MINUTES
RESOLUTION 2017-39: APPROVAL OF MINUTES: 12/13/16
BE IT RESOLVED that the Ulysses Town Board approve the minutes of 12/13.
Moved: Mr. Goldman
Ms. Thomas
aye
Ms. Zahler
aye
Mr. Hertzler
aye
Mr. Boggs
aye
Mr. Goldman
aye
Vote: 5-0
Date Adopted: 1/10/17
Seconded: Ms. Zahler
APPROVAL OF CLAIMS
RESOLUTION 2017-40: APPROVAL OF CLAIMS
BE IT RESOLVED that the Ulysses Town Board approve payment of claims #682-695 in the
amount of $8087.89; claims #696-723, in the amount of $38,972.77; and claims #1-24 in the
amount of $47,562.53.
Moved: Ms. Thomas
Ms. Thomas
aye
Ms. Zahler
aye
Mr. Hertzler
aye
Mr. Boggs
aye
Mr. Goldman
aye
Vote: 5-0
Date Adopted: I/ 10/ 17
Seconded: Mr. Goldman
EXECUTIVE SESSION:
Ms. Thomas made a motion to move into Executive Session at 9pm for the purpose of discussing the
appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a
particular person. This was seconded by Mr. Goldman and passed unanimously.
5
Mr. Boggs moved to end Executive Session at 9:43pm, seconded by Mr. Goldman and passed
unanimously.
ADJOURN:
Mr. Goldman moved to adjourn the meeting at 9:43pm; seconded by Ms. Zahler and passed
unanimously.
APPENDIX:
TOWN REPORTS:
WATER DISTRICT OPERATOR- submitted by Mr. Stevenson
2016 Annual Water District Report:
December 31, 2016 pump House Reading 180,055,100
January 1, 2016 Pump House Reading 164,292,100
Total Gallons of Water Pumped 15,763,000
Hydrant Water Gallons Sold 1,051,870
(Willy, Cardina, etc.)
Water usage up from 2015 1,769,520
Water billings by quarter:
1 st Quarter 3,146,820
2"d Quarter 4,090,750
3rd Quarter 4,852,250
4tn Quarter 3,560,050
2016 was a busy year we had 10 new water hook-ups (5) on Rte.96 (2) on cold springs rd (1) on
Vandoms Corners Rd (1) on Jacksonville rd and our first out of district hook-up on Swamp College rd
Cardina Ianswered 165 dig safe new York Tickets for marking out our
Water line for various contractors for 2016.
The chlorine pump at the tank on Vandoren rd was replaced this summer giving me better control of
the amounts of chlorine being injected.
Water Department took delivery of a new 2016 Chevy Silverado in late January.The truck has been
driven 10,600 miles this year around 3,200 miles were driven for Highway dept use.
Chlorine Residual Levels were maintained within the required limits set fourth of the New York State
Department of Health as were disinfectant byproduct level test.
This August we tested 5 sites for Lead and copper as directed by the Health Dept all sites came back
negative.
Water District continues to address the Thin levels which I believe were heading in the right direction
of fixing this issue soon.
The annual water district report was completed and mailed to all district residents as required by law.
BUILDING/CODE- submitted by Mr. Myers
In December, there were 7 Building Permits issued. Mostly for small remodeling projects. Total value
for the new Permits is $148,318. Total fees collected were $785. 8 Certificates of Compliance were
issued in December. There are 40 open Building Permits and 2 applications awaiting approval
I have mailed a new round of certified letters (3) to property owners whose properties rank the next
highest on my chart. Since then, I have been contacted by all three property owners. They are planning
on putting their properties on the market. I have been contacted by a prospective buyer for two of these
properties. One of the properties I sent notice to in the first round signed the first certified letter, not
the second and has not contacted me. I will consult with the Town attorney to decide on the next step,
most likely a court date.
One complicating issue with getting these properties into compliance is NYS Department of Labor
Code Rule 56. It requires an asbestos survey for any demolition project. These surveys cost in the
$2,000 range. If asbestos containing materials (ACMs) are found, then abatement protocol is required.
This can easily add many thousands of dollars to a project which can dramatically reduce the
feasibility of properly bringing the property into Code compliance. I am part of a County Code Officer
listserve where I have posted an inquiry about what other Code Officers have done to address this
issue. No great revelations, mostly sympathy for my situation. I am determined to get these properties
brought into Code compliance, so I will keep working on finding a solution.
ACTING HIGHWAY SUPERINTENDENT- reported by Dave Reynolds
• 13 days of snow of varying amounts
• Install new driveway pipe on Iradell Rd.
• Some new planning projects for 2017
• End of year paperwork
• Working on rebuilding one older snow plow
• Organizing better record-keeping systems
PLANNING BOARD/ZONING OFFICER- submitted by Ms. Kiley
Planning Board
At the 1/3 meeting, the Planning Board discussed a special permit and site plan for a residence at 1603
Trumansburg Rd.
Board of Zoning Appeals
There were no zoning appeals in December.
Grants
7
Zoning Updates Grant — The steering committee continues to review the ag section draft, discussing
the zoning map, and Jacksonville.
Other Meetin2s/Issues
ITCTC — (12/20): the council discussed special community mobility projects, heard a presentation on
transportation research by CCE, and made necessary amendments to the transportation improvement
program budget.
Stormwater Coalition — (12/14): the coalition discussed the draft MS4 general permit, which is open
for public comment through February 3rd
TCCOG Energy committee — (12/15): the group discussed benchmarking for municipal buildings —
training will be scheduled in the near future so that municipalities can work on this together.
Water Resources Council (WRC) — 12/19: the council approved a number of nominations for seats
for 2017 and heard year-end reports from committees.
TOWN CLERK- submitted by Ms. Parlato
LICENSES/PERMITS issued:
#
Sporting licenses
2
Disabled parking permits
13
Dog licenses and renewals
63
Marriage licenses
1
Plumbing permits
2
Address assignments
0
Notarizations
7
FOIL requests
1
FINANCIAL REPORT:
$1466.50 TOTAL Collected for fees & licenses
$1341.94 stays in the town
$124.56 goes to the state
CLERK's OFFICE TASKS:
• Tax season preparation and began collection
• Updated 2017 Organizational Meeting agenda and associated tasks
• Organized annual meeting of staff, elected and appointed officials
• Routine tasks:
o Notarized documents for citizens
o Ordering supplies
o Mailed Welcome brochures to new town residents
o Retrieved, sorted, vouchered mail
o Answered inquiries on various topics
o Took and wrote up meeting minutes
o Kept website current
o Sent listsery messages to residents (2/month)
o Mail and post dog licenses; issued tickets as needed
o Assist other departments as needed
RECORDS MANAGEMENT:
• Continued organization/upload of electronic files on town server as well as in Laserfiche
WATER DISTRICT TASKS:
• Updated water usage reports
• Gathered information for water grant
SUPERVISOR REPORT 12/14/16 to 1/9/2017- submitted by Ms. Thomas
Budget
• Review year end spending with Book keeper
Water Districts WD3
• Continue with Rural Development grant access – SEQR part 2 and 3,
accompanying forms and resolutions. Notice of intent information and formal
grant application announcement.
• Outside users – agreement completed. Outside user connected.
WD5 – Falls Road
• Met with village and MRB to talk about water costs for W135—hydrants, hookups,
maintenance, cost of water etc. All this information is necessary for the Map, Plan and
Report to move forward.
Energy
• TCCOG Energy Roadmap Committee – write minutes, prep agenda, chair meeting. Work on 4
goals for Clean Energy Community program.
• Community Choice aggregation – discuss RFP for administrator of program.
Parks and Recreation
• Trails Grant: Review trails website again, give feedback again.
o Work on final report.
o Set up meeting about the future of the TC Parks and Trails Network
Zoning update
• Attend zoning committee meetings to begin work on Jacksonville.
• How should development districts be reviewed.
Other
• New street lighting – how does the town give input and how does the lighting ordinance
intersect with NYSEG.
• Time cards – work on annual time card to better help employees to track time off to
compare to numbers on pay checks.
• Multiple personnel issues.
• Organizational Meeting – review contracts and organizational meeting template,
make requests for appointments of 2017,
• Spinoff from switching health insurance for town employees.
• Workers Compensation – take required steps to institute new policy.
• Assist with handout to tax payers explaining what taxes are used for.
0
Meetings:
o With Village about Falls Road water (12/14)
o Zoning Committee (12/19, 1/5)
o Town Board meetings Q
o TCCOG (12/15)
o TCCOG Energy Roadmap Committee (12/15)
o Community Choice Aggregation (12/16)
o Organizational Meeting (1/4)
Resident communications
o Lighting on Rabbit Run storage units
o Hearing aid for meeting room
1sT DEPUTY SUPERVISOR- submitted by Ms. Zahler:
Village
• Attended 1/9/17 meeting
• Annual State of the Village meeting is scheduled for Sat. 2/4 from 9-12pm
• Discussion of fire/EMS building plan expansion
Youth Commission
• A village representative is needed for the commission
• The new brochure is out and on town website
Exxon Properties- waiting to hear back
Ag committee- is doing some homework to prepare for new role as town board liaison to the
committee
Jacksonville park- would like to get garbage cans
2ND DEPUTY SUPERVISOR & BOOKKEEPER REPORT- December 13 2016 — January 9 2017
Submitted on 12/12/2016 by Michelle E. Wright
Deputy Supervisor
• Work plan: please send me your additions
• Reorganizational meeting: random administrative support work throughout that agenda
• Water District 3
o Continued work on RD Apply
o Clarifying parameters regarding financial advisor needs: see page 2 of this report
• TAP Sidewalk Project
o Communications with design engineers, Fisher Associates, upcoming meeting in
January
• Task force work and meetings:
10
o EMS task force
■ Meeting Attendance
Bookkeeper: the change of calendar year is a busy time for bookkeeping work
• Insurance
o Required communications and paperwork for change in Workers' Comp provider
o Resolutions for Workers' Comp
o Workers' Comp quarterly payment: initial across -fund calculation take a little bit of
time to do
o Annual payment
o Crime coverage background work for Organizational Meeting
o Cyber/ransomware coverage inquiries: application still needs to be submitted
Water District Accounting
o Regular monthly tasks
Employee Benefits Day: rescheduled for January 17th
o Continued work on logistics and rescheduling
• Health insurance
o Coordination of HSAs
o Employer contribution deposits into HSAs
o Communications with employees and retirees regarding health insurance (time
consuming)
o Communications regarding shared employee health coverage
o Participation in two meetings: CanaRx info session and Wellness Program
■ CanaRx, if approved by the Consortium is an international prescription
program that offers refills of prescriptions with no copay
■ As we are on a Gold Plan we can now offer a Wellness Program to our
employees
End of year expense line communications with department heads
o Due to the fact that our end of year estimates are external to the accounting system, i.e.
what we thought we were going to spend by the end of the year (i.e. what our fund
balance appropriation for the 2017 budget is based on) vs. what the accounting system
says we have left to spend are two different numbers. This creates some extra work at
the end of the year to ensure we are not over spending based on those end of year
estimates.
• Personnel
o Ongoing tasks related to personnel -related administration
o Several letters were developed to send with pay checks for the last couple payrolls:
information regarding change in health insurance and other issues
Regular duties
o Monthly close out: October and November
o Payroll
■ W2s mailed out
■ Payroll certification to the County
11
Calculations and data management of change -of -year payroll related items: rate
of pay changes, paid time off accrual, employee health care contribution
Despite my efforts to provide (in a timely fashion -2 weeks prior to the first
payroll of 2017) the aforementioned data changes to our payroll company, for
a third year in a row they made some mistakes. These mistakes resulted in
hours of work on my end.
• We are currently seeking other options for payroll services
■ Regular duties of processing and accounting
o Banking
o NYSLRS (retirement system)
■ Annual payment calculation
■ Monthly reporting
o Payments: regular appropriations & vouchers
■ Vouchered expenses
• Vouchering during the transition to a new year can be confusing (i.e.
what year [2016 vs. 2017] to pay a particular bill in isn't always straight
forward). Being tax season the Clerk's office and I decided that it
would be most appropriate if I took over the vouchering for the January
10th meeting.
■ Health Insurance
■ Other regular payments
MR. BOGGS:
Attended the fire department meeting and gave an update.
Respectfully submitted by Carissa Parlato on 1/19/17
12