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HomeMy WebLinkAbout10-8-2024 Town Board Meeting MinutesTOWN OF GROTON –MEETING MINUTES OF THE TOWN BOARD TUESDAY, OCTOBER 8, 2024, AT 7:30 PM Town Officers Present: Town Officers Absent: Also Present: Donald F. Scheffler, Supervisor David Durrett, Ithaca Times Crystal Young, Councilperson Josh Barron, Highway Richard Gamel, Councilperson Monica Carey, Planning Brian Klumpp, Councilperson Mike Neville, Highway Sheldon C. Clark, Councilperson Melody Scheffler, GCC Julie Graham, Bookkeeper Barry Siebe, Enviro. Management Robin Cargian, Town Clerk W. Rick Fritz, Code Official Ellard Keister, Highway Supt. Mack Rankin, Dept. Highway Francis Casullo, Attorney Robert Shurtleff, Highway Zach Tagliavento, Highway Tyler Murray, Highway The meeting was called into session with the Pledge of Allegiance at 7:30 PM. MOVED by Councilperson Gamel, seconded by Councilperson Klumpp to approve the Town Board Meeting minutes of September 10, 2024. Ayes – Clark, Young, Klumpp, Gamel, Scheffler Motion Passed MOVED by Councilperson Klumpp, seconded by Councilperson Young to approve the Town Board Meeting minutes of September 24, 2024. Ayes – Clark, Young, Klumpp, Gamel, Scheffler Motion Passed RESOLUTION #24-076‐ APPROVE PAYMENT OF INVOICES MOVED by Councilperson Gamel, seconded by Councilperson Sheldon WHEREAS vouchers for Abstract #10 for the Year 2024, numbered 363-404 were reviewed and audited by the Town Board, be it RESOLVED, that the Town Board hereby approves said vouchers which will make the accounts in the Total amounts as follows: A GENERAL FUND 22,546.16 DA HIGHWAY FUND 4,135.93 DB HIGHWAY FUND PART TOWN 75,336.72 SL2- PERUVILLE LIGHTING DISTRICT 103.89 SLl- MCLEAN LIGHTING DISTRICT 191.19 Total $102,313.89 Ayes – Clark, Young, Klumpp, Gamel, Scheffler Resolution Passed Nays - Town Board Meeting Minutes Page 2 October 8, 2024 Monthly Reports Julie Graham, Bookkeeper - You have my report and the tentative 2025 budget. There are a few budget adjustments necessary. RESOLUTION #24-077 - APPROVE BUDGET TRANSFER MOVED by Supervisor Scheffler, seconded by Councilperson Klumpp to approve the budget transfer to cover the remaining cost of the 2023 Town Audit. From: A1990.4 Contingency -$400.00 To A1320.4 Auditing $400.00 Ayes - Clark, Young, Klumpp, Gamel, Scheffler Resolution Passed Nays - RESOLUTION #24-078 - APPROVE BUDGET TRANSFER MOVED by Councilperson Klumpp, seconded by Councilperson Young to approve the budget transfer to cover the remaining retainer fee for the Attorney for the Town. From: A1990.4 Contingency -$2,170.00 To A1420.4 Attorney Contractual $2,170.00 Ayes - Clark, Young, Klumpp, Gamel, Scheffler Resolution Passed Nays - RESOLUTION #24-079 - APPROVE BUDGET TRANSFER MOVED by Councilperson Klumpp, seconded by Councilperson Gamel to approve the budget transfer to cover any additional fees for Harter Secrest LLP the attorney for the Yellow Barn Solar Project. From: A1990.4 Contingency -$6,000.00 To A1420.41 Attorney Miscellaneous $6.000.00 Ayes - Clark, Young, Klumpp, Gamel, Scheffler Resolution Passed Nays - W. Rick Fritz, Code/Fire Enforcement Officer: Submitted the following report. Everyone is cleaning up projects we have been super busy. Building Permits Issued: 9 New Businesses: 0 Permits Renewed: Building Inspections: 44 Permits Completed:7 Certificate of Occupancy/Compliance: 7 Site Plan Reviews: 0 Violation Notices: 0 Subdivisions: 1 Complaints: 0 Life Safety Inspections for September 2024: Inspected - 0; Completed - 0 Training Hours-6 Highway Superintendent, Ellard Keister: I will be working with Julie to apply for the CHIPS funding for the year, once this last round of invoices is finalized and paid. The 2011 truck posted on Auctions International sold for $4,300.00. We have the digital confirmation, but the check has not arrived. While looking at these municipal bid websites I noticed newer trucks are going for more than the original price. There is an older year identical truck to truck #10 on the site that went for $43,000. We paid $42,000. Town Board Meeting Minutes Page 3 October 8, 2024 This is something to keep in mind and something I will be keeping track of. It would be wise for us to flip these trucks every two or three years while they are under warranty as it won’t cost us anything. Putting a hold on them and refusing them is also an option. The last pickup truck we bought only took 6 weeks to arrive and ordering them with the better packages seems to be key to the best deal. Big projects are completed making us a little farther ahead than normal to move on to smaller projects. I have been helping Becky stay on track with the Trunk or Treat on Conger Blvd. as that is happening soon. You will see an invoice for architectural services in the bills which I am glad to report they have been in contact with me on the front entrance. Town Clerk, Robin Cargian: You have my report. I have been working with the Foodnet Director to get the agreement revised. It seems that COVID changed the congregate meal availability at Center Village Court according to their grant rules. They will see if it can be reinstated to encourage socialization. The wording in the contract will be adjusted to allow food service in whatever manner the grants they rely on will permit. Kathy Barron submitted her NY State Court Clerk recertification to me. Hunting licenses have slowed down and we are still getting good responses from the Dog enumeration. Recreation Coordinator, Crystal Young: Groton Recreation was working on the Trunk or Treat event. Dunkin Doughnuts will be handing out Munchkins and hot cocoa. There will be two food trucks with Porta Jons available. It was brought to their attention that the trails need support and maintenance in mid-summer and early fall so they are looking at attaining sponsorships for trail sections. The Cross Country and Track teams have adopted the trails behind the school, but we are looking for businesses or groups to attend to the ones on the other side. They will start with a form asking groups what they would be able to clear and where. As a sponsorship incentive, they may add kiosks to identify who has adopted portions of the trails. Becky appreciates the weed clearing done by the Town Highway Department. Youth programs, Yoga, and group fitness classes are all running well. Solar Projects, Supervisor Scheffler: Delaware River Solar projects #1 & #2 are moving forward. We are finishing up loose ends and plan to do the SEQR parts 2 and 3 on October 22nd. The Yellow Barn Solar project is now in its 4th year of the State expedited process that will allow solar arrays quickly. No clear end in sight. I recently finished studying their response to the Office of Renewable Energy Siting notice of incomplete application. It does not appear very different from the original application. There are still multiple redactions, and they are asking the State to supersede Town Laws and regulations that everyone else has to abide by. The response documents measure 20 inches high and weigh 20 lbs. should anyone else like to go through it. I will be meeting with Lansing tomorrow to go over the next steps. End of Monthly Reports United Way Presentation, Melody Scheffler: I feel like this is small in comparison to all that you have on your plate, but I am here for an adoption of sense and thank you for letting me present this situation to the Town Board tonight. Since 1986, the Groton Community Council, also known as the Groton Community Chest, has existed and served the members of the Town and Village of Groton by finding funding opportunities through United Way Donations. There were two facets of the United Way funds that are sent to the Towns. Community Care Funds which are ongoing, and they apply for grants that cover two years. There are also discretionary funds, when individuals donate or through workplace donations. Many Towns throughout Tompkins County have Community Councils which are made up of Chairs, Secretaries, and Treasurers who receive these community care funds or designated Town Board Meeting Minutes Page 4 October 8, 2024 discretionary funds into checking accounts. They oversee the distribution of funds in mini awards by seeking applications and once voted on will then gain the appropriate signatures on those checks to issue to the approved awardees. Many Groton groups have benefited from these funds, such as Groton Recreation, Groton Youth Services Commission as well as an ongoing fund to the Groton Food Pantry. Additionally, this year, mini-grants were awarded to the Groton Fire Department for the Junior Firefighter Camp as well as new building expenses, the Groton Olde Home Days event and Groton Youth Summer Camp scholarships for families unable to afford those expenses. The Groton Community Council would typically support another round of mini-grants for the holiday season. We have in the past supported the Christmas Tree Lighting and American Legion Post assisting families in need. The reason I am here is that the chairs of the councils met with United Way leaders and were told that as per instructions from the IRS, the United Way will no longer be able to send funds to an entity that is not a 5013c exempt entity. Through an arrangement between the United Way and the Village of Groton Treasurer, the Village will receive all the Community Care Funds, which are the two-year ongoing grant funds, and will write out the checks. The United Way will allow the Community Council to award the discretionary funds for the mini-grant funds but only if they are run through a 5013c entity which Community Council is not designated as one. We need a 5013c sponsor and they will make the checks out to that sponsor by putting in the memo line for the Groton Community Council. If we don’t find one, we risk losing those funds which have supported a lot of worthwhile causes. I came first to the Town because our committee considers all requests, Village and Town projects. I don’t need an answer right away but ultimately the United Way will go back to the discretionary donors and ask them to designate someone to donate to and it wouldn’t necessarily be Groton. Councilperson Young- I used to be the Chair of the Community Council and first I want to thank you for all the work you have done. So many people donate to this, and it is important for us to receive those funds. You stated that the Village is getting the Community Care funds, do you know why that happened? We used to get all of those funds. Mrs. Scheffler- I honestly don’t know how that happened, or the process that took place, or the reason, it just suddenly was. Councilperson Young- The only other thing that comes to my mind is a church because they are 5013c. Mrs. Scheffler- I did meet with a church pastor not about this but for something else and the only thing that is concerning is some of the language in the forms they must sign may cause a conflict as it gets more specific. Councilperson Gamel- Why do you think the Village only took one and not both? Mrs. Scheffler- I am not sure but know that the Community Care funds are set up to be distributed every two years where these discretionary funds have no strings attached to them and require an application process to award. I don’t need an answer right now as it may be a budgeting issue. Supervisor Scheffler- I contacted Benn Owens from our auditor group and he was not in favor of the Town becoming the sponsor as it is essentially someone else’s money. Town Board Meeting Minutes Page 5 October 8, 2024 Bookkeeper Graham- I know the Mclean Community Council became a 5013c if you would like me to talk to them about how they set it up or see if they could help in this situation? Mrs. Scheffler- I agree the better way of doing it is having the council set up the exemption, but I hope someone else can come forward and do that. We only have a few volunteers and none of us are willing at this point. Bookkeeper Graham- Way back when I was treasurer of the McLean Council the United Way had people who explained what tax reporting is necessary which was one paper per year. There was not a lot. I don’t think Mclean is receiving donations from the United Way at this point, but maybe other councils would be able to help. Councilperson Young- I will talk with Nick Totman to see if their Community Council in Mclean could help. Youth Commission Council Vacancy Supervisor Scheffler checked with the board or audience to see if anyone would be interested in representing the Town on the Youth Commission Council and to see him. RESOLUTION #24-080 – ESTABLISH DATE AND TIME FOR SEQR REVIEW OF PROJECTS #1 & #2 FOR THE APPLICATIONS SUBMITTED BY DELAWARE RIVER SOLAR. MOVED by Supervisor Scheffler, seconded by Councilperson Klumpp to set the Delaware River Solar SEQR review for October 22, 2024, from 7:30 - 8:00 PM- if it runs over to conclude after the Budget Hearings. Ayes - Clark, Young, Klumpp, Gamel, Scheffler Resolution Passed Nays - RESOLUTION #24-081 – ESTABLISH A PUBLIC HEARING FOR THE 2025 FISCAL BUDGET AS WELL AS FOR THE 2025 FIRE AND AMBULANCE CONTRACTS MOVED by Supervisor Scheffler, seconded by Councilperson Klumpp to set the 2025 Budget & Fire and Ambulance Contract Hearing for October 22, 2024, at 8:00 PM Ayes - Clark, Young, Klumpp, Gamel, Scheffler Resolution Passed Nays - Highway Association Mack Rankin, Deputy Highway Superintendent and President of the Highway Association asked the Town Board where they were with the pay rate numbers, what their thoughts were, and how they calculated that number. Supervisor Scheffler explained they looked at the overall picture with expenses and health insurance increases. There wasn’t positive feedback from the public to override the tax cap. The budget proposed stays under the cap, provides for raises, and has a small cushion as some numbers were estimates. The contract states a minimum, but more is allowed, and a $2.50 raise was included, which is about an 11% increase. Mr. Rankin reminded the board when they last met the talks were closer to $5.00 per hour, which was an initial boost to get this department closer to what other Town Board Meeting Minutes Page 6 October 8, 2024 towns are paying and asked what changed. Supervisor Scheffler stated the County gave a 17.5% increase last year but only 3% this year. Last year the Town of Groton gave a 10% increase and an 11% is budgeted this year. The County work rate for an Motor Equipment Operator (MEO) is $27.35, our work hire rate is $23.00, a $4.50 difference. Councilperson Klumpp felt the board was showing that they were trying to get there. He was unwilling to go over the tax cap because the situation did not happen in one year and he did not feel it was fair to the taxpayers to solve the situation in one year. Mr. Rankin asked what tax percentage increase on the overall budget gets us to the difference. Supervisor Scheffler estimated a $5.00 per hour wage increase including necessary employee taxes and workmen’s compensation would cost the town $100,000.00. The amount of overall tax increase to achieve that number was unknown and couldn’t be ballparked. Councilperson Gamel spoke to someone from the Town of Moravia which has only three highway workers. The 2024 salary schedule is paying them $26.24 per hour and they plan a 2-3% increase for this coming year. Our average salary ( among all highway employees) is $25.67 per hour. The Town of Caroline 2025 MEO rate is $24.53, their Deputy Superintendent is $26.67, 2024 the Town of Ulysses Deputy, is $26.75, and MEO is $26.25 and the Town of Danby MEO is $28.75. With the raises last year and this year, it was felt that next year the town would be within the ranges presented. Mr. Rankin pointed out that in the previous meeting, two major problems are the start rate which will admittingly be better than it was, at $23.75 per hour, and our longevity. A 10-year employee is currently making less than $25.00 per hour. Though this will bump him that seems to be a deterrent to new hires. Councilperson Gamel did not have the years the employees had worked for those towns but wished he had. Deputy Highway Superintendents were making between $25.64 to $30.50 per hour. It was thought that they were probably not “new employees.” Staying within the 2% cap and the increases in equipment, plus giving raises across the board is difficult. Supervisor Scheffler stated the board recognizes that it is not because the employees are not well worth it but there are limits and if done steadily, we can get there. Councilperson Young reiterated that other places did a market adjustment in 23’ and 24’ that gave them a higher increase in those years, but we are trying to do it a little bit and will keep doing that percentage increase over the next several years. Mr. Rankin agreed not looking at the percentages but at the hourly rates which are already so much higher than ours and now that they are up there, they have begun to level off. As we were talking about in our meeting, we were thinking of a larger increase this year and next year level off and do more of a maintenance increase, which was the goal going forward. Councilperson Klumpp was concerned about the average citizen’s increase to make the jump and why it went up so much. It might be a justifiable reason, but it might not be viewed that way. Councilperson Young thought a way to mitigate the increase they were looking for could be to eliminate the position they were trying to fill as that would free up that income to disperse to others. Mr. Rankin noted that one of the reasons they were looking at getting the new hire rate higher, was to fill that position. It has been open for close to 2 years with the low hourly rate we offer here. It was also suggested to fill the position with someone who does not have the training yet but would be interested in signing a contract and putting the money in the budget to have them trained. Councilperson Gamel would like to research new hire rates and those that come with training. It would not be fair to hire someone new at the same rate as an existing or seasoned employee. Mr. Rankin agreed as there is a similar situation with a 10-year employee here, making less than a new employee at the Village of Groton. That is why we are trying to retain these guys by boosting them up. Councilperson Gamel replied that there are a million reasons why other towns have more money and he was sure Skaneateles pays a whole lot more than Groton, but he wouldn’t want to work there. There are a million reasons, in his career he could have gone to other places and made a lot more money with no questions, but never thought about it once because he was happy. Mr. Rankin agreed that is why they were fighting so hard for this crew. Every single person here is from Groton. They were raised in Groton, went to school here and are now looking to raise a family in Groton. There is Town Board Meeting Minutes Page 7 October 8, 2024 hometown pride and that is the reason they work so hard and would like to see some of that back. It is hard when you can go right next door or to a neighboring township and make more than we are paying here, and it is why this retention is so important. It can not be stressed enough. Zack Tagliovento added the hiring rate for someone with a Commercial Driver’s License (CDL) and experience is getting better but is still not enough. If you plan to hire at a low rate and train, this individual will have a restricted license to an automatic transmission. The Town of Groton fleet only has one automatic transmission truck. There are added costs to be considered when putting someone through training to qualify for the manual transmission such as fuel and the time of the trainer which also takes someone off the job sites to do that. It is more than just hiring off the street, you likely won’t get the kind of experience as the ones who have been here. He agreed that whatever increase was set, is a step in the right direction. When you consider hiring a young person, you are also putting money and time into that person to get an unrestricted CDL. Councilperson Young noted she understood what was being said about people being taken away from their duties to train and the thousands and thousands of dollars spent out of pocket to train, but this was happening to many companies across the State, and it is not an unusual business practice. Mr. Tagliovento wanted the board to keep in mind if someone is hired now, more than likely, they will not have the needed certification and experience to plow snow and there is only one automatic truck available. Mr. Neville questioned the board how other towns were getting the needed funds to give raises. Was it because they were raising them previously or there was fear in doing this? There have been similar claims from the board for 10 years, that the employees are appreciated, and we are trying, but there comes a point when you have to jump, and you have to jump big. Some employees working here are going to leave. This is not a threat, it is honesty. He asked the board what they were going to do. You have to do something even if it means going over the tax cap. Councilperson Gamel pointed out the pay rate numbers he discussed from other towns were not that far off. If these employees go somewhere else, they will be starting at the start rate. A 10% increase last year and an 11% increase this year is a step in the right direction. Councilperson Klumpp stated the tax cap is a standard and it will make taxpayers upset if their taxes go up 8 or 6%. We didn’t get here in one year. We have next year and we can go up another whatever……..Councilperson Young added that these other places are not going to be jumping up as much as you guys are going to be jumping up in the next year or two or three or whatever it is. They are going to be at a 2% or 3% increase and you guys are going to be at 10 or 11%. These other places may have made a big jump in 23’ or 24’ whereas we are doing it over a few years instead of all at once. Councilperson Gamel pointed out that they were speculating on where they came up with a 17% increase. If they came up with money by switching things around that is on them. I don’t know where they got the extra money. Supervisor Scheffler agreed that was a speculation while they had money in hand. The 2% cap is a standard but was unaware of the number that can be reached before the public pushes back. He would hate to say we will do a $5.00 increase and then, after the public hearing, must cut it back because the public pushes back. We have been straight with you, and I will not promise you something we can’t do. If we get a windfall in the next couple of weeks, we will pass it along, but it is not there right now. Supervisor Scheffler asked the board if they had any modifications or changes to the 2025 Preliminary budget which they did not. Privilege of the Floor Barry Siebe, 800 South Main Street- At the last meeting that Delaware River Solar was here, there was a discussion about the completeness of their application. Can anyone tell me if the application is now complete? Town Board Meeting Minutes Page 8 October 8, 2024 Supervisor Scheffler- It is close; the engineer has stated that minus a couple of caveats, we can consider it complete. Hopefully, by the next meeting on the 22nd, it will be complete. Town Clerk, Cargian added the engineer was satisfied with the North Side, but the South Side needs a determination regarding an impervious to pervious designation of the road and was unsure if we were determining that or they were. Monica Carey 390 Lick St.- I want to say our Town Highway Department does an excellent job on our roads and would like to commend all those guys. Chris Skawski, Cooperative Extension Tompkins County- I have been working with Crystal and Robin, and the Town is eligible for up to $15,000 from NYSERDA through the clean energy communities funding program. This funding is intended to be used for energy efficiency and electrification measures which include rooftop solar and EVs. While$15,000 doesn’t buy you a lot of those, one option I wanted to highlight is that the funds can be used to support an energy audit. An engineer will be hired through the grant funding which will provide a list of energy efficiency measures and include cost savings depending on certain pathways. The Town is then allowed to use the remainder to implement upgrading the windows, LED lighting, and air sealing. I have sent over a primer and overview of other projects I have worked with in Tompkins County which I am happy to resend. I know that budget season is coming up and one more thing to think about is not exactly what you wanted but this funding is out there and eligible to apply for until mid-December. You would need to decide what you would like to put the grant funding towards by then. Councilperson Young asked if it had to be a new project or if it could be already completed. Chris Skawski- They cannot reimburse but if it is a project already in progress, they may be able to use some of the funding for something being phased in. If there are any quick questions about the types of projects, please email me. It would have to be for town operations. We are seeing a lot of electrical landscaping equipment, pole saws, and weed eaters being purchased. The grounds and parks employees seem to like them because they are quiet and don’t smell. If you get enough batteries the switch out is rather easy. Town Clerk, Cargian reminded the board the packet Chris sent was given to the board at the last meeting. There being no further business, Councilperson Gamel moved to adjourn, seconded by Councilperson Klumpp, at 8:36 PM Unanimous. Robin Cargian, RMC Town Clerk/Tax Collector