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HomeMy WebLinkAbout2017-10-10-TB-FINAL-minutes1 TOWN BOARD MEETING Town of Ulysses October 10, 2017 Audio of the minutes are available on the website at ulysses.ny.us. The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg. Notice of Town Board meetings are posted on the town’s website and clerk’s board. ATTENDANCE: TOWN OFFICIALS PRESENT: Supervisor- Liz Thomas 1st Deputy Supervisor/Board member- Nancy Zahler at 7:03pm Board members- John Hertzler, Michael Boggs, Rich Goldman Town Clerk- Carissa Parlato Attorney for the Town- Mariette Geldenhuys Planner - Darby Kiley Bookkeeper- Nina Thompson Highway superintendent - Dave Reynolds CALL TO ORDER: Ms. Thomas called the meeting to order at 7 p.m. APPROVAL OF MEETING AGENDA RESOLUTION 2017-177: APPROVAL OF MEETING AGENDA BE IT RESOLVED that the Ulysses Town Board approve the agenda for Sept 12, 2017 with the addition of an executive session to discuss union negotiations. Moved: Mr. Boggs Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler absent Mr. Hertzler aye Mr. Bo ggs aye Mr. Goldman aye Vote: 4-0 Date Adopted: 10/10/17 PRIVILEGE OF THE FLOOR: Victoria Romanov, who lives near the town and village border, expressed her displeasure with the recent tree removal on Route 96 at the fairgrounds. She further stated her concerns with recent actions in Smith Woods. REPORTS FROM REPRESENTATIVES: (none) OLD BUSINESS: 2 Ms. Kiley shared the board’s previous suggest ions for the Clean Energy Community’s $100,000 grant. Ms. Marino and Mr. Carroll have been working together to determine what parts of the project might be replicable/could be used as a model. AUTHORIZING A GRANT APPLICATION SUBMISSION TO NYSERDA’S CLEAN ENERGY COMMUNITIES PROGRAM RESOLUTION 2017-178: AUTHORIZING A GRANT APPLICATION SUBMISSION TO NYSERDA’S CLEAN ENERGY COMMUNITIES PROGRAM WHEREAS, the Town of Ulysses was designated as a NYSERDA Clean Energy Community (CEC) by completing four high impact action items and is now eligible for $100,000 in grant funding; and WHEREAS, at a meeting on July 25, 2017, the Town Board discussed components for the CEC grant application: 1) to replace the Town Hall heating and cooling system to increase energy efficiency and 2) if funding allows, to establish a fund to help low and moderate income residents with energy improvements; and possibly 3) if funds for energy improvements on residents’ homes are unclaimed after 18 months, the remaining funds will be used to purchased additional solar energy to cover the additional electric needs for the Town Hall. WHEREAS, town staff, the chair of the Conservation and Sustainability Advisory Council, and Town Supervisor worked with the CEC coordinator to develop the grant application; NOW THEREFORE BE IT RESOLVED, that the Town Board of the Town of Ulysses authorizes the Town Supervisor to sign a letter of commitment and submit the CEC grant application to NYSERDA, and FURTHER RESOLVED, that t he town board needs to approve the system used to distribute funding to residents. Moved: Ms. Thomas Seconded: Ms. Zahler DISCUSSION: Mr. Goldman expressed concern about establishing a fund due to the unresolved details of how it would actually work. Ms. Thomas suggested that they collaborate with another organization that is already doing something similar. Mr. Carroll suggested that installers (for energy improvements) could be made aware of the fund so that they could refer residents in need to it. The town could determine incremental amounts to be made available, for example, $500 or $1000. Mr. Hertzler suggested changing the wording of the resolution to incorporate some flexibility for the board. Ms. Zahler agreed with Mr. Hertzler that the program needs to be targeted to low-income folks and have specific criteria. Ms. Thomas suggested an amendment to the resolution for the 2nd Whereas: “2) if funding allows, to establish a fund to help low and moderate income residents with energy improvements;” She also suggested adding a final sentence of “Further resolved that the town board needs to approve the system used to distribute funding to residents.” Mr. Boggs stated that the town should seek an engineer or designer for the town hall heating and cooling system to be sure that it will be effective. 3 Mr. Hertzler fears that if they hire an engineer to do an independent feasibility study, they may not have enough funds left for the project. Ms. Zahler feels that they would have enough for a study but then maybe not for the low- income fund. Mr. Carroll said that by the time they get to actually doing the project, prices may have fallen as that has been the trend. The board agreed to move forward with the amendments suggested by Ms. Thomas. Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 TOWN REPORTS: (See Appendix) HISTORIC PRESERVATION OF CHURCH IN JACKSONVILLE Ms. Zahler gave an overview on historic features of the church and their preservation options. Ms. Geldenhuys said that it seems like a historic covenant could accomplish the town’s goals. The board discussed whether internal as well as external key features should be preserved by the covenant . The group further discussed whether they can develop criteria to help select a buyer. The following criteria were suggested: • Whether it benefits the community • How it aligns with the comprehensive plan goals They considered setting up a subcommittee to make recommendations to the full board or setting up a rating system that everyone votes on. SETTING PUBLIC HEARING DATE FOR 2018 BUDGET RESOLUTION 2017-179: SETTING THE PUBLIC HEARING DATE FOR THE 2018 BUDGET WHEREAS the Town Supervisor presented the 2018 Tentative Budget to the Town Clerk and the Town Board on September 26, 2017, and WHEREAS the Town Board discussed and considered the 2018 Tentative Budget at meetings on 9/28, 10/5, and 10/10/2017, Now, therefore be it RESOLVED that the Town Board accepts the Preliminary Budget for 2018 as presented at the 10/10/2017 meeting for the Town of Ulysses, and further RESOLVED that the Town Board hold a public hearing at 10 Elm Street, Trumansburg, NY, on Tuesday, October 24, 2017 at 7:00 p.m. for the purpose of hearing public comments on the Town of Ulysses 2018 Preliminary Budget. Moved: Ms. Thomas Seconded: Mr. Goldman 4 Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 NEW BUSINESS: RELEVY OF DELINQUENT WATER FEES RESOLUTION 2017-180: RELEVY OF DELINQUENT WATER FEES WHEREAS Town Code Chapter 261 and Town Code Chapter 210 provide for all delinquent accounts for payment of water and sewer rents and related charges to be placed on the ensuing years tax roll as a re-levy; and WHEREAS, $5857.10 of delinquent water charges, inclusive of penalties and related surcharges, spanning from the last 4 billing periods (August 2016 to May 2017) remain unpaid and due to the Town as of Oct.1, 2017 and need to be re-levied onto the 2018 Town and County Tax Bills; NOW THEREFORE BE IT RESOLVED, that the Ulysses Town Board approves the relevy of delinquent water charges totaling $5857.10 for re-levy to the 2018 Town and County Tax Roll; and be it further RESOLVED, that a certified copy of this resolution along with a listing of those re-levied water charges will be delivered to Tompkins County Assessment Department by the Town Receiver of Taxes for the purpose of adding these delinquent charges to the 2018 Town and County Tax Roll. Moved: Ms. Thomas Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 APPROVAL OF RECREATION PARTNERSHIP CONTRACT RESOLUTION 2017-181: APPROVAL OF RECREATION PARTNERSHIP CONTRACT WHEREAS, the Town of Ulysses is currently a member of the Inter-municipal Recreation Partnership; and WHEREAS, the Recreation Partnership has been an excellent and cost efficient model of inter-municipal collaboration which enables municipalities to jointly plan, finance, and share a diverse set of high quality recreation programs; and WHEREAS, any municipality may withdraw from the Inter-municipal Recreation Partnership agreement upon a full calendar year’s notice,. 5 Now Therefore Be It RESOLVED that the Town of Ulysses agrees to enter into the Inter- municipal Recreation Partnership agreement for 5 years, beginning January 1, 2018 and expiring December 31, 2022 and further RESOLVED, that a copy of this resolution be sent by the Town Clerk of Ulysses to the Recreation Partnership Board care of Tompkins County Youth Services Department at 320 W. State/MLK Jr. St, Ithaca, NY 14850, attention Janice Johnson. Moved: Mr. Hertzler Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 PERSONNEL POLICY CHANGE FOR HEALTH SAVINGS ACCOUNT, SECTION 706 RESOLUTION 2017-182: CHANGE TO PERSONNEL POLICY SECTION ON HEALTH SAVINGS ACCOUNTS RESOLVED that the Town Board of the Town of Ulysses amends its Personnel Policy, section 706—Health Savings Accounts to the following: Health Savings Accounts (amended 11/22/16, 10/10/2017) The IRS allows employers and eligible employees to contribute to HSAs. The Town will contribute to a health savings account (HSA) for each employee who is eligible and signed up for health insurance through the town. Annually, the town board will contribute an amount not to exceed 50% of the in-network, out-of-pocket maximum. Employees or Elected Officials may contribute pretax dollars to their HSA in addition to funds the town has contributed up to the combined allowable limit as determined by the IRS. Funds belong to the employee or elected official, subject to IRS regulations. Moved: Mr. Hertzler Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 PRIVILEGE OF THE FLOOR: (none) MONTHLY BUSINESS APPROVAL OF MINUTES RESOLUTION 2017-183: APPROVAL OF MINUTES: 9/26 6 BE IT RESOLVED that the Ulysses Town Board approve the minutes of 9/26/17. Moved: Ms. Zahler Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 BUDGET MODIFICATIONS RESOLUTION 2017-184: BUDGET MODIFICATIONS BE IT RESOLVED that the Ulysses Town Board approve the following budget modifications. A FUND BUDGET MODIFICATIONS A1620.2 Town Hall EQ INCREASE $13,200.00 To cover remaining budget needed for Town Hall sidewalk project A1990.4 A Fund Contingency DECREASE $7,800.00 A fund contingency balance will be reduced to $0.00 A1450.4 Elections CE DECREASE $4,000.00 To move the budget from Elections CE to Town Hall EQ A1620.4 Town Hall CE DECREASE $1,400.00 To move a portion of the budget from Town Hall CE to Town Hall EQ Moved: Ms. Thomas Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler abstain Mr. Boggs aye Mr. Goldman aye Vote: 4-0 Date Adopted: 10/10/17 APPROVAL OF CLAIMS RESOLUTION 2017-185: APPROVAL OF CLAIMS BE IT RESOLVED that the Ulysses Town Board approve payment of claims #459-514 in the amount of $52,190.01. Moved: Ms. Thomas Seconded: Mr. Boggs Ms. Thomas aye Ms. Zahler aye 7 Mr. Hertzler aye Mr. Boggs aye Mr. Goldman aye Vote: 5-0 Date Adopted: 10/10/17 ADJOURN: Mr. Goldman moved to adjourn the meeting at 9:53pm; seconded by Mr. Boggs. APPENDIX: TOWN REPORTS: PLANNING/ZONING- Submitted by Ms. Kiley Planning Board On September 19, the PB continued review of sketch and site plan materials for a grading, retaining wall project at the Inn at Taughannock. On October 3, the PB held a public hearing and approved the project. Board of Zoning Appeals On September 20, the BZA granted a variance for lot width that was ~385 ft instead of the required 400 ft in the A1 District, and granted a side yard setback variance for an elevator addition, where the addition would be 5 feet instead of the required 15 feet for the Lakeshore District. Grants Zoning Updates Grant – The steering committee met on September 18, 21 and October 5 and continued to discuss the draft ag/rural zoning. We met with the various boards/committees on September 21 and discussed subdivisions in the ag zone. Clean Energy Communities – Close to completing the grant application and the deadline was extended from 10/13 until 10/27. Electric vehicle charging station – Met with Mainstay and highway department to prepare site for installation, which is scheduled for 10/6. Other Meetings/Issues Cayuga Lake Watershed Intermunicipal Organization (IO) – 9/27: the IO discussed options for holding a water summit and other outreach with municipalities and highway superintendents, and how to more fully engage with different groups at Cornell. The DOS grant contract for three years of funding should be finalized soon. Planning Advisory Board (PAB) – 9/27: the PAB approved two capital reserve fund projects - $5,000 to help the FLLT purchase approximately 12 acres from Greg Reynolds, and $15,000 to help the FLLT purchase 70 acres of Babcock property in the Town of Ithaca adjacent to Coy Glen. The PAB also discussed a draft map of known and potential housing development sites. Water Resources Council (WRC) – 9/18: The WRC took a tour of the City of Ithaca Water Treatment Plant. The Monitoring Partnership (a committee of the WRC) discussed water quality data and the not -yet -released TMDL for the lake (9/19). I also attended the Harmful Algal Bloom Forum on 9/30 and heard about the current status on the Finger Lakes and research and monitoring. Community Development Institute – 9/28 and 29: Attended the CaRDI event entitled Building Sustainable Communities: Global Forces, Local Focus, with sessions on climate change (focused on water), immigration and migration, local fiscal stress, and sustainable food systems. 8 Upper Susquehanna Coalition Watershed Forum – 9/21: attended sessions on wetlands, TMDL, and road networks. HIGHWAY: Submitted by Mr. Reynolds • Continued to mow roadsides • Worked on preparing snow equipment, refurbishing, painting, etc. • Worked on equipment inventory • Performed minor repairs & service to some trucks • Completed and submitted the CHIPS and Pave NY applications for funding reimbursement. • They are still waiting on FEMA funds for the March winter storm • Met with Angel and Mike from Soil and Water regarding water issues on Garrett Road that impact Maplewood Road TOWN CLERK - submitted by Ms. Parlato LICENSES/PERMITS issued: # Sporting licenses 131 Disabled parking permits 9 Dog licenses and renewals 40 Marriage licenses 4 Plumbing permits 1 Address assignments 1 Notarizations 7 FOIL requests-completed 1 CLERK’s OFFICE TASKS: • Budget preparation meetings • Helped with coordination of Bicentennial event on 9/23 • On-boarding of new cleaner • Issued many sporting licenses • Routine tasks: o Notarizations o Ordered supplies o Retrieved, sorted, vouchered mail o Answered inquiries on various topics o Took and wrote up meeting minutes o Kept website current o Sent listserv messages to residents (~2/month) o Mailed and posted dog licenses; issued t ickets as needed o Assist other departments when possible o Respond & fulfill FOIL requests- coordinate with other departments as necessary WATER DISTRICT TASKS: • Prepare water unit list for budgeting and assessment • Posted incoming bills • Updated testing spreadsheets • Sent notices to those with overdue bills re: possible relevy onto tax bills • Met with Village and MRB regarding Water District 1 FINANCIAL REPORT: $6261.00 TOTAL Collected for fees & licenses $1128.09 stays in the town $5132.91 goes to the state 9 COMMITTEES/ASSOCIATIONS: Bicentennial Committee • Met 2x to finalize plans for Sept. 23 event Health Consortium: • Attended Sept. 7 mtg. CODE ENFORCEMENT- Ms. Thomas stated that Mr. Myers has been busy so did not submit a report. SUPERVISOR REPORT – Reported by Ms. Thomas Budget • Review end of year spending. Compare budget requests to historical spending, • Review fund balances and reserves with bookkeeper. • Develop Tentative budget, work with Town Board to develop Preliminary Budget • Establish timeline for budget passage. • Budget narrative • Tax rates – compare to other municipalities Energy • LED streetlight replacements – assist with organization of county-wide shared service. • EV Charging Station – assist Darby in moving installation forward. • CEC – meet with CEC Coordinator and Ulysses Planner on grant application. Sidewalks • Safe Routes to School sidewalk work is initiated, involving construction meetings, arrange for office space for engineers and construction company representatives, notify others of when work is expected to begin, • Town Hall sidewalk – meet with construction company, gas co mpany, highway department to coordinate work for sidewalk repair outside Town Hall. • reserve funds to pay for sidewalks Town Property • Jacksonville church –historic preservation questions, how to market, Water Quality • Continued work on Harmful Algal Blooms and what can be done. Zoning update • Chair Zoning Update Steering Committee – finalizing Ag/Rural Zone and Jacksonville Hamlet zones. Other • Notify residents of opening for BZA • Tour Jacksonville old church • Assist with listserv news Meetings 9/13 – meet with Highway and Clerk Depts on Budget 9/18 – Trumansburg Conservatory of Fine Arts 9/19 – meet with Code Enforcement Officer - Budget 9/21 – Zoning Update meeting 10 9/23 – Bicentennial celebration 9/26 – TB meeting 9/27 – CEC 9/28 – Budget meeting with TB 9/28 – TCCOG 9/30 – Harmful Algal Bloom 10/4 – sidewalk meeting with contractors 10/5 – budget meeting with TB Questions from Residents • Harmful Algal Bloom • Camping in parks • Fairground trees (MANY!) • Private Property marker question • Sidewalks (many) BOOKKEEPER- Submitted by Ms. Thompson Regular Duties: • Payroll • Processed & reconciled payrolls 19 & 20 • Updated employee changes and made corrections as needed • Banking • Completed regular bank deposits – in person for cash with remote deposit system for checks • Completed regular bank account transfers to cover payments • NYSLRS • Monthly Reporting • Payments • Produced vouchers for monthly pre-pays, insurance invoices and other miscellaneous payments. • Reviewed monthly vouchers & abstract • Printed checks for pre-pays and scheduled voucher payments • Month End Close Out – August • Entered all cash receipts (general receipts, WD accounting, etc.) • Entered all Payroll entries (cash receipts, cash disbursements & general journal entries) • Entered all cash disbursements • Entered all general journal entries (bank transfers, interest, WD3 billings & other general journal entries) • Close out steps (Load abstracts, close CR & CD journals & print reports) • Reviewed month end financial reports and distributed them to Town Board and department heads • 2018 Budget – most of my time was spent here this month • Many hours of work on the budget • Budget meetings with each department • Input the YTD actuals through 08/31/2017 into budget worksheet • Calculations of end of year projections • Reserves and Fund Balance projections • Multiple versions of the salary & benefits calculations for 2018 • Input of these numbers into various versions of the budget document 11 • Conversion of the tentative budget to the preliminary budget • Trainings • NYS OSC Webinar – Fiscal Stress Monitoring – Sep 12 • NYSLRS Employer Retirement Online Training Webinar – Sep 22 Meetings: • 09/07/2017 – Fire & EMS Budget Meeting with Village • 09/08 /2017 – Safe Route to Schools Sidewalk Project Pre-Construction Meeting • 09/08/2017 – Sidewalk Stakeholder Meeting • 09/11/2017 - Water District 1 Meeting • 09/12/2017 – Town Board Meeting • 09/28/2017 – Town Board Budget Meeting Non-Regular Duties: • Trumansburg/Ulysses Sidewalk Project • Continued to prepare for the start of the construction phase of this project • Budget Modifications • Researched and drafted budget modifications for 9/12/17 Town Board Meeting • Entered 9/12/2017 approved budget modifications into accounting system • Reserve Funds • Continued work on cleaning up reserve funds • Consulted with Town Attorney and Accountant with regards to procedures and wording to clean up reserve funds • Drafted expenditure resolutions for pulling funds from reserves for both sidewalk projects • Audit 2016 • Received first draft of Financial Report  Entered adjusting entries  Reconciled reports  Communicated with Accountant in regards to discrepancies • Received and reconciled final draft version of Financial Report • Continued to compile information regarding what would be needed to reach full GASB 34 compliance • Distributed final draft version of Financial Report and associated letters to the Town Board • 2016 Financial Reports • Distributed adjusted 2016 Financial Reports to the Town Board • 2017 Financial Files • Adjustments made to 2017 beginning balances in light of corrections that needed to be made to 2016 financial records • 2018 Fiscal year • Continued to work on re-bid, renewal, and new quotes for various insurance products • Personnel • Further research and communication with Village regarding health insurance premiums payments for shared employee. • Youth Employee Program 12  Met with Youth Program Manager to start wrapping up the program for the season  Continued to follow-up on outstanding paperwork from Youth Employees  Communicated with Youth Program Manager in regards to budget status MS. ZAHLER- Jacksonville Old Church: • Solicited bids and selected contractor for repairs at Old Church • Met with Historic Preservation experts at the Church to review key features to be preserved and options for deed restrictions. • Shared deed restriction recommendations with Attorney to draft covenant • Contacted Historic Preservation Contractor to advise on any additional deed restrictions • Met with reporter for an article in the Free Press • Spoke to several interested individuals • Consulted with realtor and Town Board members re: asking price for the church • Met with an IC student reporter to do a short news story on the church Jacksonville Community Association and Park • Shared the approved Memo of Understanding with new leaders of JCA • Provided feedback on their efforts to re-organize • Next meeting of that group will be Wed. October 25 Village of Trumansburg • Attended October 2nd meeting. Trustees joined suit challenging DEC’s review of Cargill’s plans to expand. • Based on feedback, the Village will hold a new public hearing to adopt a local law enabling them to appoint alternates to BZA and Planning Boards. • Village is contracting to develop new sewer and water rates for users. Bicentennial • Assisted in planning group led by Town and Village Historians and Clerk. • 70-80 people attended the dedication of the new historical marker commemorating the County’s 200th anniversary and enjoyed local music and a dramatic re-creation of early settlement of the Town of Ulysses. Town Budget • Provided estimates to Supervisor for preliminary budget for Jacksonville, mowing, and union wages • Requested and forwarded health insurance premium and H S A information for budget. Health Consortium • Attended September 28th meeting as alternate for Rich and approved 2018 budget and health insurance rates. More than 90% of consortium expenses are for paying claims, with very small 13 administrative fees. 4 new municipalities joined bringing the total number of members to 31. Overall premium increase was 4%, lower than the 5% anticipated as compared with ~10% increases in the private sector. The Gold Plan coverage used by the Town increased by only 3.76% over 2017 rates. Union Negotiations • Next session will be October 16th to resume negotiations. Youth Commission • The Recreation Partnership Agreement is ready to be reviewed for another 5-year period. • Local youth programs reported at meeting Oct. 3rd; however, I was unable to attend. MR. BOGGS reported the following: • Attended the IO (intermunicipal water organization) meeting where they discussed HABS, TMDLS • Worked with Mr. Reynolds on the highway capital plan • Attended the EMS meet ing at firehall • The EMS calls for CARS showed an initial reduction, but has spiked again. Respectfully submitted by Carissa Parlato on 10/18/17.