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HomeMy WebLinkAboutTB Minutes 2015-01-12 ORGANIZATIONAL MEETING OF THE ITHACA TOWN BOARD Monday,January 12, 2015 AGENDA 1. Call to Order and Pledge of Allegiance 2. Report of Tompkins County Legislature and Ithaca Common Council 3. Persons to be Heard 4. Consider Re-Appointment of Town Historian—Laura Johnson-Kelly 5. Discuss and Consider Approval of Town Board Meeting Schedule for 2015 6. Discuss 2015 Association of Towns' Resolutions and Consider Designation of 2015 Official Delegate and Alternate Delegate for the New York State Association of Towns 2015 Annual Meeting 7. Consider Membership and/or Chair Appointment(s) to the a. Planning Board b. Zoning Board of Appeals c. Conservation Board 8. Acknowledge Supervisor's Town Board Committee Appointments and Consider Town Board Appointments for Citizen Advisory Committees and Intermunicipal Organizations 9. Authorizing the Town Supervisor to Execute Certain Easements, Encroachment Licenses, and Stormwater Operation, Maintenance and Reporting Agreements 10. Consider authorization for the Town Supervisor to sign contracts for the following services: a. Legal Services b. Tompkins County Public Library c. Town Residents' use of City Park Facilities (Cass Park) MOU d. Cooperative Extension e. Coddington Road Community Center Summer Program f. Learning Web g. Gadabout h. Lifelong i. Human Services Coalition j. Community Science Institute (CSI)—Water Quality Monitoring k. Tompkins County Recreation Partnership 1. Ithaca Babe Ruth League MOU 11. Consider Agreement for the Expenditure of Highway Monies Page 1 of 2 12. Consider Authorization for Certain Expenditures by the Superintendent of Highways without Prior Town Board Approval 13. Discuss and consider annual approval of Ethics Disclosure Form and Distribution List 14. Discuss and consider annual approval of Town Board Protocol and Procedures 15. Discuss and consider annual approval of the Town Procurement Policy 16. Discuss and Consider Joining an Inter-Municipal Coalition re LPG Gas Storage on Seneca Lake 17. Consider Consent Agenda Items a. Approval of Town Board Minutes of December 31, 2014 b. Town of Ithaca Abstract c. Bolton Point Abstract d. Designation of Official Depositories of Town Funds e. Official Bonds of Town Officers and Employees £ Increase Open Reserves Fund g. Ratify Appointment of Engineering Technician I h. Ratify Appointment of Assistant Distribution Manager— SCLIWC i. Ratify Approval of SCLIWC 2015 Wages 18. Report of Town Officials 19. Report of Town Committees 20. Intermunicipal Organizations 21. Review of Correspondence Page 2of2 ORGANIZATIONAL MEETING OF THE ITHACA TOWN BOARD Monday,January 12, 2015 Minutes Board Members Present: Herb Engman, Supervisor; Bill Goodman, Deputy Supervisor; Rich DePaolo; Tee-Ann Hunter; Eric Levine; Rod Howe; Pat Leary(participated electronically) Staff Present: Susan Ritter, Director of Planning; Bruce Bates, Director of Code Enforcement; Mike Solvig, Director of Finance; Judy Drake, Director of Human Resources; Jim Weber, Highway Superintendent; Susan Brock, Attorney for the Town; Deb DeAugistine, Deputy Town Clerk Item 1: Call to Order and Pledge of Allegiance Item 2: Report of Tompkins County Legislature and Ithaca Common Council Item 3: Persons to Be Heard Bruce and Doug Brittain stopped by to say Happy New Year and to thank the board. Mr. Brittain said that members of the public typically come before the board only when they have something to complain about. Sometimes those complaints are valid,but the town board generally puts a lot of work into everything they do and people ignore that. Other than at election time when board members get re-elected, they don't hear much positive from the public. It's good that once per year, somebody show up and say, We appreciate the work that you and town staff do for us. You could all get paid more in the private sector, so it's a labor of love and essentially a volunteer effort. Keep up the good work. Mr. Engman reported that the town got $30,000 from Dryden for back sewer bills and should the new contract be approved, we'll get another back payment from July through January. We've also been promised the $20,000 payment for the sustainability planner from 2013. Item 4: Consider Re-Appointment of Town Historian—Laura Johnson-Kelly Ms. Hunter said that customarily the historians provide a report to the town board; last year, Ms. Johnson-Kelly said she would, but the board didn't receive one. Mr. Engman said she's been spending a lot of time on the Lakeview Cemetery,but he will ask her to write a report. TB Resolution No. 2015-001: Reappointment of Laura Johnson-Kelly as Town Historian Be it Resolved, that the Town Board of the Town of Ithaca does hereby reappoint Ms. Laura Johnson-Kelly as Town Historian for the term of January 1, 2015 through December 31, 2015. Moved: Tee-Ann Hunter Seconded: Rod Howe Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 5: Discuss and Consider Approval of Town Board Meeting Schedule for 2015 Town Board Minutes 01-12-2015 Page 1 of 22 Mr. Levine put forward a motion, seconded by Mr. Goodman, to cancel the January study session. TB Resolution No. 2015-002: Set Dates for 2015 Meetings of the Town Board Whereas the Town Board of the Town of Ithaca meets on the first Monday following the first Tuesday of each month at 5:30 p.m., and Whereas the Town Board also sets aside the fourth Monday of each month for an additional meeting; these second meetings are commonly called study sessions which begin at 4:30 and are held in a smaller meeting room. These study sessions focus on reports from committees and presentations to the board with action items added only when necessary, and Whereas the Town Board also sets aside the first Thursday in October for a meeting at 5:50 whose sole focus is the review and discussion of the Preliminary Town of Ithaca Budget, now therefore be it Resolved that the Town Board hereby approves the following schedule: January 12th February 9th and 23th March 91h and 23th April 13th and 27St May 11th No second meeting due to holiday June 8th and 22'd July 13th and 27th August 10th and 24th September 14th and 281h Labor Day October 1St Thursday—Budget Meeting October 19th and 26th November 5th Thursday—2nd Budget Meeting if needed November 9th and 23th December 7th December 31th Year-end meeting if needed Special time 11:00 a.m. Moved: Eric Levine Seconded: Tee-Ann Hunter Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 6: Discuss 2015 Association of Towns' Resolutions and Consider Designation of 2015 Official Delegate and Alternate Delegate for the New York State Association of Towns 2015 Annual Meeting Discussion of AOT Resolutions Resolution No. 1: Property Tax Cap Amendment#1: Mr. Engman stated that this resolution assumes that there will be another tax cap extension. Mr. Engman moved and Mr. Goodman seconded amending the resolution's first Resolved clause to say that the tax cap will not be renewed beyond June 15, 2016. His feeling is that the tax cap is Town Board Minutes 01-12-2015 Page 2 of 22 unnecessary: it tends to blame towns for budgetary issues that they have not had anything to do with. A comptroller's report issued the day of the meeting said that towns were successfully restraining their increases to the 2% level before the tax cap was passed. The unfunded mandates from the state force municipalities to raise our property taxes to do state, not local,programs. He sees no need to continue it. He thinks cities and towns are doing a fine job, and that it's accepted that the tax cap is really aimed at school systems, because their increases and tax dollars are much larger than local governments'. But in order to add a measure of respectability to it so Mr. Cuomo didn't seem like an anti-education governor, he proposed extending it to town, villages, and cities. Mr. Engman thinks the towns' association should be fighting against it instead of assuming it's going to continue. Local governments raise only the amount of taxes they need; you don't see crazy ideas coming out of local governments that cause huge jumps in taxes. We've managed much better than the State of New York, and yet we're getting blamed for property tax increases: it's blaming the victim. The town board voted unanimously in favor of the amendment. Amendment#2: Mr. Engman moved and Mr. DePaolo seconded an amendment to the second Resolved clause, which would strike "that in order to make the property tax cap work for all New Yorkers" and insert instead"if the tax cap continues." The town board voted unanimously in favor of the amendment. Ms. Hunter thought the June date was geared more toward villages because that's the start of their fiscal year. Mr. Engman said it's partially that, but it's also connected to regulating residential rent in New York City.NYC was brought into the fold by promising to hold rent control in place. That's the kind of deal-making that goes on in Albany in order to get things passed. Ms. Leary does not think they are related. She thinks they were linked in order to get affirmative votes from the NYC legislators because they don't care about municipalities or taxes. One affects private landlords and the other one affects municipalities. If they were decoupled and the tax cap decided on its own merits, it would be less likely to pass. Ms. Hunter asked whether NYC legislators want rent control to continue. Ms. Leary and Mr. Engman said they believe so. Ms. Hunter asked Ms. Leary whether she wanted rent control in NYC to remain, and that by decoupling these two, might it adversely impact the passage of rent control. Ms. Leary said she thinks the reason the tax cap was coupled with the rent control is to get the tax cap passed,because the rent control is very popular among NYC legislators and it would pass no matter what; so they don't need us, the tax cap needs them in order to pass because the tax cap is not popular upstate. Amendment#3: Mr. Goodman moved and Mr. Engman seconded a new bullet to the effect that if the tax cap were to be extended, it be considered based on its own merits, separate from legislation regulating residential rent in NYC or other unrelated matter. Town Board Minutes 01-12-2015 Page 3 of 22 The town board voted unanimously in favor of the amendment. Resolution No. 9: Clean Water Act Mr. Engman said the AOT wants to oppose the Clean Water Act jurisdiction for the US EPA and the US Army Corps of Engineers because a lot of non-environmentally oriented folks in upstate think that the Army Corps goes too far in regulating wetlands. But as we have learned, you have to start at the source of water, and no matter what kind of water course it is, it will eventually reach other bodies of water, like Cayuga Lake. He has never had an objection to the EPA or the Army Corps having regulations over waters of the US under the Clean Water Act. Mr. Engman made a motion to vote No on this resolution; Mr. Levine seconded. The board supported the motion unanimously. TB Resolution No. 2015-003: Naming of Official Delegate and Alternate for the Year 2015 to the New York State Association of Towns Annual Meeting and Support/Non Support for Reported Resolutions Whereas, the NYS Association of Towns Annual Meeting will be held in New York City and Whereas, the Town of Ithaca is a member in good standing with the NYS Association of Towns and is eligible to have voting rights at the said meeting and Whereas, it is necessary for the Town Board to appoint an Official Delegate and Alternate who will have voting rights on behalf of the Town of Ithaca at the said meeting and Whereas, the Town Board has reviewed the Reported Resolutions from the Association of Towns of the State of New York dated November 21, 2014 and received January 5, 2015, now therefore be it Resolved, that the Town Board of the Town of Ithaca hereby appoints Tee-Ann Hunter as the Official Delegate and Bill Goodman as the Alternate Official Delegate on behalf of the Town of Ithaca at the 2015 NYS Association of Towns Annual Meeting; and be it further Resolved, that the Town Board of the Town of Ithaca does hereby recommend the Reported Resolutions submitted by the Association of Towns except for No. 1, as amended, and No. 9 being "no." Moved: Rod Howe Seconded: Rich DePaolo Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 7: Consider Membership and/or Chair Appointment(s) to the a. Planning Board b. Zoning Board of Appeals c. Conservation Board: Rod TB Resolution No. 2015-004a: Reappointment of Planning Board Member and Planning Board Chair Town Board Minutes 01-12-2015 Page 4 of 22 Whereas, the Town Board recommends that Hollis Erb be reappointed to her current position as a regular member, and Whereas, the Planning Board has recommended that Fred Wilcox be reappointed as Chair of the Planning Board for 2015, now therefore be it Resolved, that the Town Board hereby reappoints Hollis Erb as a regular member of the Planning Board for a term beginning January 1, 2015 and ending December 31, 2021; and be it further Resolved, that the Town Board hereby reappoints Fred Wilcox as Chair of the Planning Board beginning January 1, 2015 through December 31, 2015. Moved: Rod Howe Seconded: Tee-Ann Hunter Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe TB Resolution No. 2015-004b: Appointment of Zoning Board of Appeals Member, Alternate Member and Chair Whereas, the Zoning Board of Appeals has unanimously recommended that Rob Rosen be reappointed as Chair for year ending December 31, 2015, and Whereas, Chairman Rosen and the Director of Code Enforcement have recommended that Christine Decker be re-appointed as a regular member and George Vignaux be reappointed as an Alternate member of the Zoning Board of Appeals, now therefore be it Resolved, that the Town Board of the Town of Ithaca hereby appoints Rob Rosen as Chair of the Zoning Board of Appeals beginning January 1, 2015 through December 31, 2015, and be it Further resolved, that the Ithaca Town Board hereby re-appoints Christine Decker, as a regular member to the Zoning Board of Appeals for a term beginning January 1, 2015 and ending December 31, 2019 and re-appoints George Vignaux as an alternate member to the Zoning Board of Appeals for a term beginning January 1, 2015 and ending December 31, 2015. Moved: Rich DePaolo Seconded: Tee-Ann Hunter Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe TB Resolution No. 2015-004c: Reappointments to the Conservation Board Resolved, that the Town Board hereby reappoints the following individuals to the Conservation Board for the term of January 1, 2015 to December 31, 2016: Eva Hoffmann James Hamilton Ellie Stewart as Chair Resolved, that the Town Board hereby reappoints Jonathan Meigs as an Associate Member of the Conservation Board for the term of January 1, 2015 to December 31, 2015, and Resolved, that the Town Board hereby reappoints Ellie Stewart as Conservation Board Chair beginning January 1, 2015 through December 31, 2015. Town Board Minutes 01-12-2015 Page 5 of 22 Moved: Rod Howe Seconded: Eric Levine Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 8: Acknowledge Supervisor's Town Board Committee Appointments and Consider Town Board Appointments for Citizen Advisory Committees and Intermunicipal Organizations Ms. Hunter asked whether the Economic Development Committee keeps minutes. Mr. Howe responded that they take notes. It's a proactive committee that meets at least quarterly. They've been focused on the Inlet Valley and will host a meeting on January 28th of the residents in the Inlet Valley to get feedback. Ms. Hunter said that at one point, our committees had mission statements. She wondered whether we should refamiliarize ourselves with that for new committees. New committees can consider a declaration of mission that the town board can look at. If she can't attend certain committee meetings, she doesn't know how she can be brought up to speed with their work. Mr. Engman said that unfortunately we hadn't had regular study sessions toward the end of the year, and that would be one way to keep up to date,but we can also share notes. Economic Development is an ad hoc and not a standing committee with staff support; we might want to make it one in the future if we see the need. The committee can do a better job of reporting out. Ms. Brock stated that all committees have to have official minutes that contain at a minimum the date, who attended, and votes on any actions. TB Resolution No. 2015-005: Acknowledge Supervisor's Town Board Committee Appointments and Confirm Citizen and Intermunicipal Committee Membership Appointments and Recommendations Resolved that the Town Board of the Town of Ithaca ratifies the following Town Supervisor's Town Board Committee appointments for a term beginning January 1, 2015 through December 31, 2015 and be it further Resolved that the Town Board of the Town of Ithaca makes the following Citizen Committee and Intermunicipal Organization appointments for a term beginning January 1, 2015 through December 31, 2015 unless otherwise noted. TOWN BOARD COMMITTEES Budget Eric Levine, Chair Herb Engman Pat Leary Personnel and Organization Bill Goodman, Chair Pat Leary Tee-Ann Hunter Town Board Minutes 01-12-2015 Page 6 of 22 (same TB members for Employee Relations) Planning Rich DePaolo, Chair Bill Goodman Rod Howe Public Works Rod Howe, Chair Herb Engman Rich DePaolo TOWN BOARD AD HOC COMMITTEES Economic Development Rod Howe, Chair Herb Engman Bill Goodman STAFF COMMITTEES Employee Relations Bill Goodman—Chair Pat Leary Tee-Ann Hunter *Staff representatives are appointed by fellow staff Records Management Tee-Ann Hunter Paulette Terwilliger—Chair Bill Goodman Lisa Carrier-Titti Laura Johnson-Kelly CITIZEN COMMITTEES Agriculture Bill Goodman(Liaison) Steep Hollow Farm(Christianne M. White) Rod Howe—Alternate Tree Gate Farm (Sharon Tregaskis) Sweyolakan Farm (Jamie Baker) Laughing Goat Fiber Farm(Lisa Ferguson) Forest Family Farm (Claire Forest) A.J. Teeter Farm(Debbie Teeter) Ithaca Equestrian Center(Russ Wedemeyer) Associate Members: Lance Ebel and Devon Van Noble Codes and Ordinances Bill Goodman—Chair Fred Wilcox—Planning Board Pat Leary Eva Hoffmann—Conservation Board Eric Levine Bill King—Zoning Board of Appeals Town Board Minutes 01-12-2015 Page 7 of 22 INTERMUNICIPAL Cayuga Lake Watershed Intermunicipal Organization Tee-Ann Hunter Rich DePaolo (Alternate) Cayuga Medical Center Rich DePaolo Ithaca-Tompkins County Transportation Council (ITCTC) Policy Herb Engman Bill Goodman (Alternate) Ithaca College Community Work Group Rich DePaolo Joint Youth Commission Rich DePaolo Eric Levine Alternate Cable Access Oversight Committee Rich DePaolo Recreation Partnership Eric Levine Tee-Ann Hunter Southern Cayuga Lake Intermunicipal Water Commission (Bolton Point) Herb Engman Bill Goodman Sewer Joint Committee of the Ithaca Area Wastewater Treatment Facility Herb Engman Tee-Ann Hunter Rich DePaolo Tompkins County Council of Governments Herb Engman Bill Goodman (alternate) Tompkins County Municipal Health Consortium Judy Drake Herb Engman (alternate) Subcommittee -- Joint Committee on Plan Design Judy Drake Herb Engman (alternate) Moved: Bill Goodman Seconded: Eric Levine Town Board Minutes 01-12-2015 Page 8 of 22 Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 9: Authorizing the Town Supervisor to Execute Certain Easements, Encroachment Licenses, and Stormwater Operation,Maintenance and Reporting Agreements TB Resolution No. 2015-006: Authorizing the Town Supervisor to Execute Certain Easements, Encroachment Licenses, and Stormwater Operation,Maintenance and Reporting Agreements Whereas the Town routinely enters into certain easements granted to the Town or, encroachment licenses granted by the Town, and Stormwater Operation, Maintenance and Reporting agreements for routine matters such as, but not limited to, the placement and maintenance of public and private sewer and water lines, encroachments into Town easements, and the construction, operation and maintenance of private stormwater facilities, and Whereas such easements, licenses and agreements as listed above are often required by the Town Planning Board as conditions of approval for a project, and they are often reviewed by various Boards, Committees, the Attorney for the Town and/or department heads, and Whereas such matters as listed above require a Town official's signature and, now therefore be it Resolved that the Town Board of the Town of Ithaca hereby authorizes the Town Supervisor to execute on behalf of the Town, until the 2016 Organizational Meeting of the Town Board, water, sewer, stormwater and access easements granted to the Town, and Stormwater Operation, Maintenance and Reporting agreements, where such easements and/or agreements are required by the Planning Board or Zoning Board of Appeals as conditions of approval for a project and, be it further Resolved that the Town Board of the Town of Ithaca hereby authorizes the Town Supervisor to execute on behalf of the Town, until the 2016 Organizational Meeting of the Town Board, encroachment licenses granted by the Town where structures encroach into Town easements or property,provided the licenses require the removal of all or any part of the encroachments as the Town in its sole discretion deems necessary for the exercise of the Town's rights or to respond to an emergency or other circumstance. Moved: Rod Howe Seconded: Tee-Ann Hunter Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 10: Consider authorization for the Town Supervisor to sign contracts for the following services: a. Legal Services b. Tompkins County Public Library c. Town Residents' Use of City Park Facilities (Cass Park) MOU--pulled d. Cooperative Extension e. Coddington Road Community Center Summer Program f. Learning Web g. Gadabout h. Lifelong i. Human Services Coalition Town Board Minutes 01-12-2015 Page 9 of 22 j. Community Science Institute (CSI)—Water Quality Monitoring k. Tompkins County Recreation Partnership 1. Ithaca Babe Ruth League MOU Mr. Engman said a subcommittee is looking at all the contracts, but most likely won't finish them this year. Ms. Ritter said that Ms. Moynihan-Schmitt, who has left Thaler& Thaler, fills in for Ms. Brock at planning board meetings. We would like to continue having her work with the planning board, so we need permission from the town board to bring a letter of engagement to the February meeting. Mr. Engman said that she worked with us on Steamboat Landing. Ms. Brock commented about an email exchange between her and Mr. Engman regarding the payments the town makes to the city for park facilities—the MOU doesn't really spell out what the benefits are to the town. She asked whether town residents get a reduced fee for use of the facilities, and if so,what the amount of the benefit is. Mr. Engman's response was that the town residents get a reduced fee, and the city calculated it to about $30,000 per year,but the payments the town makes to the city are considerably larger. So the question is: is the balance a gift to the city? Municipalities can make gifts of money to other municipalities if it furthers a public purpose of the donor municipality,but the comptroller has a number of opinions saying that needs to happen by local law because their authority to make those gifts of public money to further their own public interests is something they would do under their powers of the municipal home rule law. If, instead, we're saying this is really a jointly provided set of services under the intermunicipal cooperation provisions of General Municipal Law §119-0, then it wouldn't be a gift, rather the town is helping to fund these services. Nothing is jointly owned. Is the town considered to be jointly operating? Is the city doing all the work on behalf of the town? Is the town's standing any different than that of any other town besides the reduced fees being paid by town residents? Is there any indication that this is a joint service of the town and the city? This is just a purely legal question of how to give them the money. If it can be characterized as a joint service, then she thinks it's okay. If it can't be, we should set up a public hearing for a local law to authorize this gift of money. The resolution calls it a contribution,but if it's not a gift, we should not call it a contribution, but possibly a payment. If the benefit to the town is commensurate with the payment, it's not a gift. Ms. Hunter asked what we have operated under in previous years. She thought that initially the money was going to the city to support park infrastructure, then we fell into the conversation about getting a reduced rate, which was always part of the deal, but she didn't know if it was ever costed out so that those reductions offset the monetary contribution. Ms. Brock said it caught her eye this year because there were no benefits apparent on the face of the document. Mr. Levine thought the $30,000 was not to offset the reduced fees. That money was if we were going to go the full $111,000, we were going to get reduced costs on all the city programs that the Youth Bureau provides. We said that instead, we were going to give 75% of that $111,000. Town Board Minutes 01-12-2015 Page 10 of 22 Mr. Goodman said that when they met with the city representatives from the Youth Bureau and the mayor's office at the beginning of December, the MOU had the same wording we've used in prior years, with the exception of a statement to the effect that the figures were based on the percentage usage of the facilities by town residents. Since that wasn't really calculated accurately, we took out that sentence, but the benefit of the town residents paying the same rates as the city residents is the same as it has been in all the prior MOUs. In the past, we didn't really investigate the financial benefit of the reduced rates. But in Al Green's presentation, he thought the benefit was $38,000. We thought that by not giving them the full $111,000 again, they might take away that benefit,but when we met with them in December, they said they would still give us the reduced rate. So do we say that anything above the $38,000 is then going to be going for something different? Mr. DePaolo said that since we've already agreed on a budget amount and know what we're spending, there's no reason not to pull this agreement off the list and visit it once it's more ready for prime time. Mr. DePaolo moved and Ms. Hunter seconded holding a public hearing on February 9th at 5:30 to consider a local law authorizing a contribution to the City of Ithaca for expenses related to city parks. The town board supported the motion unanimously. TB Resolution No. 2015-007: Approval and Authorization for the Town Supervisor to Execute Annual Contracts Resolved, that the Ithaca Town Board hereby approves and authorizes the Town Supervisor to execute annual contracts, which were approved as part of the 2015 Town Budget, with the following service(s)providers: a. Legal Services— Susan H. Brock, and Guy Krogh b. Tompkins County Public Library c. Town Residents' Use of City Park Facilities (Cass Park)—pulled d. Cooperative Extension e. Learning Web f. Gadabout g. Lifelong h. Human Services Coalition i. Community Science Institute (CSI) Water Quality Monitoring j. Ithaca Babe Ruth League MOU k. Recreation Partnership Moved: Rod Howe Seconded: Eric Levine Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 11: Consider Agreement for the Expenditure of Highway Monies Mr. Engman noted that these monies are for general repairs and permanent improvements. This agreement is required by state law each year. Town Board Minutes 01-12-2015 Page 11 of 22 Mr. Goodman pointed out that on Honness Lane,the cost is $0.5 million for half a mile (which is $100,000 for a tenth of a mile) and on Marcy Court, the cost is $300,000 for .16 miles. They aren't proportional: it's a lot more expensive for the Marcy Court work. Mr. Weber said that on Marcy Court, it's the same reconstruction as was done on Whitetail, so we used the same numbers from that project. On Honness Lane, we're not doing any curbing or sidewalk work, we're just doing pavement. The scope of the work for each road is a little different. TB Resolution 2015-008: 2015 Agreement for the Expenditure of Highway Monies AGREEMENT between the Town Highway Superintendent of the Town of Ithaca, Tompkins County, New York and the undersigned members of the Town Board. Pursuant to the provisions of Section 284 of the Highway Law,we agree that monies levied and collected in the Town for the repair and improvement of highways, and received from the State for State Aid for the repair and improvement of highways, shall be expended as follows: HIGHWAY: 1. GENERAL REPAIRS. The sum of$175,000 shall be set aside to be expended for primary work and general repairs upon 7 miles of town highways, including sluices, culverts, and bridges having a span of less than five feet and walks or the renewals thereof. 2. PERMANENT IMPROVEMENTS. The sum of$175,000 shall be set aside to be expended for the permanent improvement of town highways, including paving, guide rails, etc. The sum of$500,000 shall be set aside to be expended for the permanent improvement of Honness Lane to re-establish shoulders, drainage facilities and replacement of gravels and asphalt of 0.5 miles of road. The sum of$300,000 shall be set aside to be expended for the permanent improvement of Marcy Court to re-establish shoulders, gutters and replacement of gravels and asphalt of 0.16 miles of road. The sum of$50,000 shall be set aside to be expended for the permanent improvement of Blackstone Avenue to re-establish shoulders and install an asphalt overlay of 0.34 miles of road. Executed in duplicate this 12th day of January 2015. Supervisor Councilperson Councilperson Councilperson Councilperson Councilperson Councilperson Town Highway Superintendent Town Board Minutes 01-12-2015 Page 12 of 22 Moved: Rich DePaolo Seconded: Rod Howe Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 12: Consider Authorization for Certain Expenditures by the Superintendent of Highways without Prior Town Board Approval Mr. DePaolo pointed out that even though we have this discussion on an annual basis, he thinks we need to at least revisit the idea that, as easy as it is to proceed with this system, there may be a threshold above which we would like to consider a more scrutinous look at purchases. We do approve budget amounts; we don't know much about the equipment being purchased—it's what we pay Mr. Weber and the staff to do. But public works is far and away the largest area of expense for the town, and it's a lot of money to relinquish responsibility for once per year. We talked last year about having more regular reporting of bid processes at the public works committee,but he didn't know whether this had occurred. Mr. Engman responded that we have been reviewing them through the public works committee and notifying people when bids will be open, so anyone who wants to observe and participate in bid openings can do that. Mr. Weber pointed out that they provided updates on all the purchases. The updates indicated what was approved in the budget,what was spent, and how they were purchased—whether it was a piggy back—and which other municipality we were piggy-backing onto—or whether we went out to bid. Those were done last year and will continue. Mr. Engman said we really ought to be looking carefully at these during the budget process when they're being requested because by the time you're putting things out to bid, you're so far down the pike, it's difficult to say, Wait, that's the wrong model. He would hope we would have those hard discussions during budget time. Ms. Hunter countered that during the budget process, we don't have those discussions. We have the name of a piece of equipment and an estimate provided to us by public works. It's the spec'ing out of the equipment that she thinks is where we need to have the discussion and a look at possible alternatives. And when we pass the budget, we don't have any information to inform that type of discussion. She asked Mr. Engman whether at budget time, we will be looking at more information relative to the proposed items we may possibly purchase: will we have the information for the budget or are we simply saying we need to replace, say, the paver, and this is what a paver costs. She has no idea whether we're buying the Cadillac of pavers or the Ford Taurus of pavers. For small-ticket items, it's not a problem,but for expensive pieces of equipment, it might behoove us to take a look at that information. Mr. Engman responded that we purchase items that fit the job they have to do, and it seems to him that it's the public works department's job to figure that out. If they screw up and get a lousy piece of equipment, it's on them. He doesn't see what individual town board members can add to that discussion—whether it be a Ford or a Volvo. That's more of a technical issue for the staff to figure out. He doesn't feel capable of making that determination; we hire staff who are capable of making that decision. It's the board's responsibility to say whether it's reasonable and whether we have the money. Town Board Minutes 01-12-2015 Page 13 of 22 Mr. DePaolo said that continuing the car analogy, if the purpose of the car is to go from point A to point B, there are a lot of cars that will do that. Some will make you feel better while you're doing it; some will make you look better to your friends while you're doing it. We don't know what any of those intangibles are. He doesn't know if the same variables exist in the world of heavy equipment. There must be some luxury amenities that are considered. He doesn't know what those variables are, and agrees that the board's inability to weigh in substantively is built in. Short of having this explained to us, we can't do anything except say, Okay, you want $300,000; we have $300,000. There must be some features of these high-ticket items that go beyond whether or not it's right for the job—things that have to do with comfort, etc. Maybe there are perceptions of quality and longevity, and maybe not. Right now, there's an element of blind faith. Mr. Engman responded that the same thing happens with computers. Are we really that expert in computers that we would override our IT staff? He doesn't know how we become experts in heavy equipment in order to make these sorts of judgments. Ms. Hunter pointed out that if we had discussions, we might educate ourselves a bit and become a better informed consumer. Mr. DePaolo argued that computers didn't provide the right analogy; some of us know as much about computers as Ms. Carrier-Titti does. Also, we're not spending $2 million per year on computers. Mr. Engman suggested finding a particular time of year to have that discussion,but it's not at the time of purchase. Mr. DePaolo said that maybe there's a study session at which these large-ticket items get focused on; maybe there's some form of presentation or pitch that could be made to the board that's more than, Our old one is beat up and we've got to buy a new one, and this is the cost. Mr. Weber said the fleet replacement program and policies have been discussed with the public works committee, and it comes up every year as we're going through that. We look at the physical condition of the vehicles,the mileage, the maintenance history. Although it is not specific at any one time, these discussions do take place and we do spend time with the budget committee discussing the vehicles and equipment. Mr. DePaolo said that to the extent that those considerations are happening at the public works department, it's a good thing,but when we see the fleet replacement program, it typically identifies, over a period of years, what we intend to replace, what we think we can get for the old one,what we're going to have to spend on the new one, and when it's going to happen. The other parameters go into why those items end up on the list to begin with and where they are on the list. We don't see the details. Mr. Weber said that those discussions take place at the committee level as we were developing, specifically, the policies for the fleet replacement, and one of the critical discussions we had was: how long do we keep them? It's a question of having a viable commodity and the timeframe under which you get rid of something that is worth money versus holding onto it and having it lose its value, thereby increasing the cost of maintenance to keep it running, and meeting all the Town Board Minutes 01-12-2015 Page 14 of 22 applicable laws now becomes a cost constraint. One of the vehicles we're replacing this year spent 8 months in a mechanic's shop. Ms. Hunter said that her concern is not with their identifying a piece of equipment—she's glad they are sharing the criteria Mr. Weber listed—it's what we choose to replace it with. That's what she'd be interested in learning more about. What are the options in this type of equipment? What is the price range in this kind of equipment? Why would we spend $250,000 instead of spending $198,000? There may be a valid reason for it, and she would love to hear what it is,but she doesn't feel like she's doing her fiscal due diligence by just taking a figure that someone has ascribed to a piece of equipment that's described in two or three words and simply saying, Yep, go buy it; I don't need to see or hear any more about it. Not that she would have a lot to add to the discussion, but she might, and at that level of expenditure, she thinks it's an exercise that the board should participate in in an efficient way. She doesn't want to waste time and doesn't think it would be necessary for items that were not particularly expensive,but she thinks we should figure out a way for discussion to happen. Mr. DePaolo asked the incoming chair(Mr. Howe)whether this was the kind of discussion they could have at the public works committee level to see whether there's a way to report out to a degree of specificity that would allow for some involvement by board members who aren't on the committee. Mr. Howe agreed that this is possible. TB Resolution No. 2015-009: Authorizing Certain Expenditures by the Superintendent of Highways without Prior Town Board Approval Whereas, Section 142, Subdivision- 1(a) of the New York Highway Law authorizes the Town Board to adopt a resolution permitting the Town Superintendent of Highways to purchase equipment, tools and implements without prior approval of the Town Board in an amount or amounts to be fixed by it from time to time; and Whereas, the Town Board adopted a 2015 Ithaca Town Budget which included monies for the purchase of vehicles, tools and equipment; and Whereas, it is determined by this Board to be reasonable and proper and in the best interests of the efficient functioning of the Public Works Department that the Town Superintendent of Highways be granted permission to purchase such items without its prior approval in amounts not to exceed the approved respective budgeted amounts; now therefore be it Resolved, that the governing Town Board of the Town of Ithaca does hereby authorize the Town Superintendent of Highways to spend amounts, not to exceed what is identified within the adopted 2015 Ithaca Town Budget, without the prior approval of this Board, for the purchase during fiscal year 2015 of vehicles, tools and equipment to be used for highway maintenance, construction, reconstruction, and/or snow removal; except when the lowest responsive and responsible bidder is not selected and be it further Resolved, that the authorization hereinabove granted shall be construed as meaning that the total amount spent on each item purchased by the Town Highway Superintendent during fiscal year 2015 shall not exceed the respective budgeted amount for that item in the adopted 2015 Town of Ithaca budget. Town Board Minutes 01-12-2015 Page 15 of 22 Moved: Rod Howe Seconded: Rich DePaolo Vote Ayes: Engman, DePaolo, Levine, Goodman, Howe Nays: Hunter Item 13: Discuss and consider annual approval of Ethics Disclosure Form and Distribution List TB Resolution No. 2015-010: Annual Approval of Ethics Disclosure Form and Distribution List Whereas the Town Board reviews the Ethics Disclosure Form and Distribution List of positions required to complete the Form annually at its Organizational Meeting as required by the Town Code, now therefore be it Resolved that the Town Board hereby approves the existing Ethics Disclosure Form and list of Town positions required to submit same. Moved: Rod Howe Seconded: Eric Levine Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 14: Discuss and consider annual approval of Town Board Protocol and Procedures TB Resolution No. 2015-011: Approval of the Town's Board Protocol and Procedures Manual Whereas the Town Board has adopted and approved the use of the Board Protocol and Procedures Manual and Whereas the Manual is to be reviewed and reaffirmed annually, now therefore be it Resolved, the Town Board of the Town of Ithaca does hereby reaffirm and approve the use of the Board Protocol and Procedures Manual as the rules of its procedures for the Town Board as authorized by Town Law Section 63. Moved: Bill Goodman Seconded: Eric Levine Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 15: Discuss and consider annual approval of the Town Procurement Policy TB Resolution No. 2015-012: Approval of the Town's Procurement Policy Whereas the Town Board has adopted and approved a Procurement Policy, and Whereas the Procurement Policy is to be reviewed and reaffirmed annually, now therefore be it Resolved, the Town Board of the Town of Ithaca does hereby reaffirm the Procurement Policy. Moved: Eric Levine Seconded: Tee-Ann Hunter Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Town Board Minutes 01-12-2015 Page 16 of 22 Item 16: Discuss and Consider Joining an Inter-Municipal Coalition regarding LPG Gas Storage on Seneca Lake Mr. Engman said that we received a request for support from those opposing the gas storage on Seneca Lake. Ms. Brock had pointed out that with the resolution as written, the town might expose itself to a potential cost, because even though the NRDC is doing pro bono work, it seemed to imply that some of the other costs, like expert witnesses, might come to bear on those who had joined in. The intention of this is to be friends of the court on behalf of those who are opposing the liquid petroleum gas storage under Seneca Lake, similar to support we gave the Town of Dryden in the situation with hydrofracking. He suggested alternative wording in the Resolved clause. Mr. DePaolo brought up the Representation Agreement. On the bottom of page 1, it discusses the authority for Mr. Engman and Mr. Goodman to act on behalf of the town. Considering that we're looking at potential litigation and what our involvement is going to be, he moved that we strike the phrase that gives them the ability to act unilaterally for the board, and instead agree to render decisions as a full board. He said that the town board meets every two weeks and if we need to pull together a special meeting to make a decision about something related to this, it's easy enough to do. Ms. Brock said she thought it would be okay because the board is able to act fairly quickly. Because of the way the Resolved clause of the resolution was amended, the town would not be a full party to the issues conference or any litigation: we would just be an amicus party. Mr. DePaolo said that if they refuse to ratify the agreement on their end,the board just needs to agree to ratify it on our end. Ms. Brock agreed that regardless of whether or not the language is striken, since the board has agreed that they will make decisions as a full board, there should not be a problem. TB Resolution No. 2015-013: Join Inter-Municipal Coalition in Seeking Party Status at DEC Issues Conference Regarding LPG Storage on Seneca Lake Whereas the storage of LP and Natural gas immediately adjacent to Seneca Lake in long abandoned solution mined salt caverns has been proposed and Whereas the Town Board of the Town of Ithaca is keenly aware of the potential environmental consequences to Seneca Lake that could result from any accidental leakage, mishandling and pressurization of such fuels and Whereas the Ithaca Town Board deems it unacceptable to put at risk the water supply of over 100 thousand Finger Lakes residents and Whereas the Town of Ithaca exercises jurisdiction over part of Cayuga Lake and thus is keenly aware of threats to drinking water and to recreational uses of the Finger Lakes and Whereas the Seneca County Board of Supervisors approved resolution#34-13, opposing this proposal in early 2013 and has since been joined in opposition by 12 neighboring municipalities in the Finger Lakes Region and Town Board Minutes 01-12-2015 Page 17 of 22 Whereas pro-bono legal representation in preparation for and at the DEC Issues Conference will be provided by the NRDC (Natural Resources Defense Council). Now, Therefore, Be It Resolved that the Town Board of the Town of Ithaca hereby authorizes the Town Supervisor to sign a representation agreement with the NRDC, subject to the approval of the Attorney for the Town, that limits the Town's participation to amicus curiae status in the Issues Conference and any litigation at no cost to the town for any expenses or fees, and to cosign a petition along with other Finger Lakes municipalities, seeking amicus curiae party status at the upcoming DEC Issues Conference on LPG Storage Under Seneca Lake. Moved: Herb Engman Seconded: Tee-Ann Hunter Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe Item 17: Consider Consent Agenda Items TB Resolution No. 2015-014: Adopt Consent Agenda Resolved, that the Town Board of the Town of Ithaca hereby approves and/or adopts the following Consent Agenda items: a. Approval of Town Board Minutes of December 31, 2014 b. Town of Ithaca Abstract c. Bolton Point Abstract d. Designation of Official Depositories of Town Funds e. Official Bonds of Town Officers and Employees f. Increase Open Reserves Fund g. Ratify Appointment of Engineering Technician I h. Ratify Appointment of Assistant Distribution Manager—SCLIWC i. Ratify Approval of SCLIWC 2015 Wages Moved: Rod Howe Seconded: Eric Levine Vote Ayes: Engman, DePaolo, Hunter, Levine, Goodman, Howe TB Resolution No. 2015-014a: Approval of Minutes of December 31, 2014 Whereas, the draft Minutes of the December 31, 2014 meeting of the Town Board have been submitted for review and approval, now therefore be it Resolved, that the Town Board hereby approves the submitted minutes as the final minutes of the meeting December 31, 2014 of the Town Board of the Town of Ithaca. TB Resolution No. 2015-014b: Town of Ithaca Abstract Whereas the following numbered vouchers have been presented to the Ithaca Town Board for approval of payment; and Whereas the said vouchers have been audited for payment by the said Town Board; now therefore be it Town Board Minutes 01-12-2015 Page 18 of 22 Resolved that the governing Town Board hereby authorizes the payment of the said vouchers in total for the amounts indicated. VOUCHER NOS. 1 - 46 General Fund Town wide 43,364.40 General Fund Part Town 6,282.44 Highway Fund Part Town 172,931.89 Water Fund 2,184.15 Sewer Fund 285,063.83 Sand Bank Road Reconstruction 7,259.00 Winners Circle Reconstruction 1,936.05 Christopher Circle Water Tank 8,226.50 Coddington Road Water Main Replace 11,614.35 Forest Home Lighting District 37.86 TOTAL 538,900.47 TB Resolution No. 2015-014c: Bolton Point Abstract Whereas, the following numbered vouchers for the Southern Cayuga Lake Intermunicipal Water Commission have been presented to the governing Town Board for approval of payment; and Whereas, the said vouchers have been audited for payment by the said Town Board; now, therefore,be it Resolved, that the governing Town Board hereby authorizes the payment of the said vouchers. Voucher Numbers: 607-653, 1-12 Check Numbers: 15671-15729 #013 #001 Burdick Hill Tanks Project $ 0 0 Capital Impr/Repl Project $ 2,916.00 0 Operating Fund $ 94,340.39 $53,408.94 TOTAL $ 97,256.39 $53,408.94 Less Prepaid $ 34,369.22 $ 210.00 TOTAL $ 62,887.17 $53,198.94 TB Resolution No. 2015-014d: Designation of Official Depository of Town Funds Resolved, that the Town Board of the Town of Ithaca hereby designates Tompkins Trust Company as the official depository for monies coming into the hands of the Town Supervisor, Budget Officer, Town Clerk, and Receiver of Taxes for the year 2015; and, be it further TB Resolution No. 2015-014e: Official Bonds for Town Officers and Employees Resolved, by the Town Board of the Town of Ithaca, that the Faithful Performance Bonds for the Town Officials and Employees for the year 2015 are approved as followed: Town Board Minutes 01-12-2015 Page 19 of 22 Town Supervisor/Fiscal Officer $3,000,000.00 Deputy Town Supervisor $3,000,000.00 Finance Officer $3,000,000.00 Receiver of Taxes $3,000,000.00 Town Clerk $ 25,000.00 Town Justice, James Salk $ 25,000.00 Town Justice, David Klein $ 25,000.00 Highway Superintendent $ 25,000.00 All Other Employees (Per Person) $ 25,000.00 Forgery& Alteration $ 5,000.00 TB Resolution No. 2015-014f: Increasing the Open Space Plan Reserve Whereas, the Open Space Plan Reserve was created by the Ithaca Town Board on October 2, 1997 for the future development of parks, preservation of open space, and acquisition of development rights; and Whereas, as of the year ended December 31, 2014 the balance of the Open Space Plan Reserve totaled approximately $735,544 in reserved Fund Balance within the General Townwide Fund; and Whereas, this Town Board indicated its intention to increase the Open Space Plan Reserve by the amount of$75,000 in the 2015 Town of Ithaca Budget; now, therefore,be it Resolved, that this governing Town Board hereby designates an additional $75,000 of unreserved Fund Balance of the General Townwide Fund as reserved for the Open Space Plan, and be it further Resolved, that the Town Board approves, authorizes and directs the Town Finance Officer to transfer $75,000 from the General Townwide Fund account to the Open Space Plan Reserve account. TB Resolution No. 2015-014g: Ratification of Highway Superintendent's Appointment of Engineering Technician I Whereas, there has been a vacancy in the full time position of Engineering Technician I for the Public Works Department, since August 22, 2014 due to a resignation; and Whereas, the Interview Committee interviewed five candidates from an open competitive recruitment; and Whereas, the Committee has determined that David O'Shea possesses the necessary knowledge and skills to satisfactorily perform the duties of Engineering Technician I; and Whereas, this would be a provisional appointment that requires the appointee to be one of the top three reachable candidates from the next civil service exam for the said position; and Town Board Minutes 01-12-2015 Page 20 of 22 Whereas, Jim Weber, Highway Superintendent/Director of Public Works, provisionally appointed David O'Shea as Engineering Technician I, effective January 12, 2015; now, therefore be it Resolved, the Town Board of the Town of Ithaca does hereby ratify the provisional appointment made by the Highway Superintendent/Director of Public Works, of David O'Shea as Engineering Technician I, effective January 12, 2015; and be it further Resolved, this position is at 40 hours a week, at the hourly wage of $24.31, which is an estimated annual salary of $50,564.80 from Public Works account numbers, in Job Classification "IV", with full time benefits; and be it further Resolved, the said appointment is a provisional appointment pending the results from the next civil service exam for this position. TB Resolution No. 2015-014h: Provisional Appointment of Assistant Distribution Manager - SCLIWC Whereas, the Southern Cayuga Lake Intermunicipal Water Commission has a vacancy in the Assistant Distribution Manager position in the Distribution Department; and Whereas, Gregg Weatherby has worked in the Distribution Department since his appointment as a Distribution Operator Trainee on March 19,2012 and has since obtained his D Certification and been appointed as a Distribution Operator; and Whereas, the Commission on January 8,2015, provisionally appointed Gregg Weatherby to the Assistant Distribution Manager position; now, therefore, be it Resolved, that the Town of Ithaca does hereby ratify the Commission's appointment of Gregg Weatherby to the position of Assistant Distribution Manager in the provisional status, effective December 28,2014 at the hourly rate of $25.48 with no change in benefits; and be it further Resolved, the candidate must take and be a reachable candidate from the next civil service exam for the position. TB Resolution No. 2015-0141: Approval of Southern Cayuga Lake Intermunicipal Water Commission Employee Wages for 2015 Whereas, the governing Town Board of the Town of Ithaca has reviewed the proposed wage scale and wages for Southern Cayuga Lake Intermunicipal Water Commission's (Commission) non- bargaining employees for the year 2015 and changes to bargaining employees due to receiving a step increase; and Whereas, Commission at their January 8, 2015 meeting approved the specific employee wages as detailed on the attached spreadsheet, with the understanding that the wages for the employees of the UAW unit will be determined through labor negotiations that are in process; and Town Board Minutes 01 -12-2015 Page 21 of 22 Whereas, the United Auto Workers (UAW) unit is in the process of negotiating a renewal contract, so changes to those employees' wages will be presented at a later time; now, therefore, be it Resolved, the governing Town Board of the Town of Ithaca does hereby approve the SCLIWC 2015 wage scale and wages as detailed on the attached spreadsheet, with the understanding that the wages for the employees of the UAW unit will be determined through labor negotiations that are in process. Item 18: Report of Town Officials Mr. Engman said we've been sitting on a grant from the Department of State for the Intermunicipal Organization to redo the watershed study for Cayuga Lake that was last done in 1998. Now things are moving very quickly. It looks like we'll be able to subcontract with the Cayuga Lake Watershed Network to do the study on behalf of the 10. What we still lack is DOS the approval of the contract between them and the town. Once they give approval, we have to accept the grant, which is $29,700, then we can update the plan. Item 19: Report of Town Committees Item 20: Intermunicipal Organizations Item 21: Review of Correspondence Adjournment On a motion by Ms. Hunter, seconded by Mr. Levine, the meeting adjourned at 7:15 p.m. Respectfully Submitted Debra DeAugikine^Deput) Clerk r\ Town Board Minutes 01-12-2015 Page 22 of 22 TOWN OF ITHACA FINANCIAL REPORTS FOR THE PERIOD ENDING DECEMBER 31, 2014 REPORTS: BALANCE SHEET REVENUE & EXPENSE SUMMARY and CASH & CASH EQUIVALENTS DETAILED CASH LISTING FOR FIDUCIARY FUNDS SUMMARY OF BANK COLLATERAL TOWN OF ITHACA rs BALANCE SHEET FOR THE PERIOD ENDING DECEMBER 31, 2014 GENERAL GENERAL HIGHWAY WATER FUND SEWER FUND CAPITAL DESCRIPTION TOWNWIDE PART-TOWN PART-TOWN PROJECTS FUND FUND FUND FUNDS ASSETS UNRESERVED CASH: CASH $2,197,392 $640,190 $1,173,173 $1,950,464 $1,978,434 $1,021,966 INVESTMENTS .-.. PETTY CASH 700 -200 .• TOTAL - UNRESERVED CASH $2,198,092 $640,190 $1,173,373 $1,950,464 S 1,978,434 $1,021,966 RESERVED CASH: PARKS & OPEN SPACE PLAN $735,544 $.$$$.$ GENERAL PURPOSE BENEFIT 180,391 63,548 99,876 14,220 8,003 . HIGHWAY EQUIPMENT ..212,109 . PRESERVE MAINTENANCE 40,036 ._ LAND STEWARDSHIP 10,002 .. INVESTMENTS .. FIDUCIARY FUNDS -n . TOTAL - RESERVED CASH $965,974 $63,548 $311,985 $14,220 $8,003 $- OTHER ASSETS: ACCOUNTS RECEIVABLE $.$$$.$$ -^ATER & SEWER RECEIVABLES ...179,339 263,512 . JE FROM OTHER FUNDS 78,044 87,654 58,512 STATE & FEDERAL AID RECEIVABLE ..•. DUE FROM OTHER GOVTS 119,537 87,852 344,111 32,646 . PREPAID EXPENSES 81,893 28,242 31,011 7,569 3,596 TAXES RECEIVABLE - CURRENT .--- TOTAL - OTHER ASSETS $279,474 $203,748 $433,634 $186.908 $299,754 $- TOTAL ASSETS $3,443.540 $907.486 $1.918.993 $2.151.592 $2.286.191 $1.021.966 UABILiriES and FUND BALANCE ACCOUNTS PAYABLE $$_$.$$$ ACCRUED LIABILITIES 63,963 51,810 128,670 1,771 80,662 40,325 DUE TO OTHER FUNDS 129,477 .21,781 40,396 32,556 BAN PAYABLE .. DEFERRED REVENUE -----• RESERVED FUND BALANCE 965,974 63,548 311,985 14,220 8,003 UNRESERVED FUND BALANCE 2,284,126 792,128 1,456,556 2,095,205 2,164,970 981,641 TOTAL LIABILITIES & FUND BALANCE $3,443.540 ?907.486 $1.918.993 $2.151.592 ?2.286.191 $1.021.966 1 ESTIMATED FUND BALANCE FUND BALANCE - 01/01/2014 $2,769,575 $787,884 $1,641,079 $1,633,344 $1,629,389 $617,587 Add: REVENUE 4,868,519 1,253,345 2,817,069 3,789,442 2,713,039 3,102,500 Less: EXPENSE 4,187,994 1,185,283 2,689,607 3,313,361 2,169,456 2,738,446 $ 3.250.100 $ 855.946 $ 1.768.542 $ 2.109.426 $ 2.172.972 $ 981.641 Page 1 of 4 TOWN OF ITHACA BALANCE SHEET FOR THE PERIOD ENDING DECEMBER 31, 2014 RISK FIRE LIGHTING DEBT TRUST &INLET DESCRIPTION RETENTION PROTECTION DISTRICT SERVICE AGENCY VALLEY FUND FUND FUNDS FUND FUND CEMETERY ASSETS UNRESERVED CASH; CASH INVESTMENTS PETTY CASH TOTAL•UNRESERVED CASH RESERVED CASH; PARKS & OPEN SPACE PLAN GENERAL PURPOSE BENEFIT HIGHWAY EQUIPMENT PRESERVE MAINTENANCE LAND STEWARDSHIP FUNDS FOR BOND REFUNDING FIDUCIARY FUNDS TOTAL n RESERVED CASH $ 141,875 $ 1,186,651 $ OTHER ASSETS: ACCOUNTS RECEIVABLE -CUSTOMER RECEIVABLE UE FROM OTHER FUNDS STATE & FEDERAL AID RECEIVABLE DUE FROM OTHER GOVTS PREPAID EXPENSES TAXES RECEIVABLE • CURRENT TOTAL - OTHER ASSETS $ 6,731 $ 507,634 $ $ 141,875 $ 1,186,651 $6,731 $ 507,634 $ 937,779 $ ITOTAL ASSETS $$$ 287.757 - $ 937,779 $ 287,757 $ - $ $ 9,076 9,076 $ 141.875 $ 1.186.651 $ 6.731 $ 1.445.412 S 287.757 S 9.076 LIABILITIES and FUND BALANCE ACCOUNTS PAYABLE ACCRUED LIABILITIES DUE TO OTHER FUNDS $ - $ 200.000 - $ 38 $ . $ 287,757 BAN PAYABLE DEFERRED REVENUE ---- RESERVED FUND BALANCE UNRESERVED FUND BALANCE 141,875 986,651 6,693 937,779 507,634 9,076 6,731 $ 1.445.412 $ 287.757 S 9.076 I ESTIMATED FUND BALANCE FUND BALANCE - 01/01/2014 Add: REVENUE Less: EXPENSE >^ND BALANCE • 12/31/2014 122,227 $ 25,109 5,460 774,434 $ 3,530,623 3,318,407 8,202 $ 425,799 $ 12,635 2,012,064 14,143 992,451 - $9,069 6 $ 141.875 $ 986.651 $6.693 $ 1.445.412 $9.075 Page 2 of 4 )TOWNITHACABALANCE SHEET for CAPITAL PROJECTSFOR THE PERIOD ENDING DECEMBER 31, 2014CLOSED CAPITAL PROJECTSACTIVE CAPITAL PROJECTSDESCRIPTIONFUNDH17Salt StorageBuildingFUND H19Forest Home OrImprovementsFUND H20Oanby RoadWater MainFUND H4Hanshaw RoadWalkwayFUND HSPine Tree RoadWalkway/BridgeFUND H8Gateway Trail(Grant Funding)FUND H14Forest Home OrUpstrni BridgeFUNDH1BWhitelail DriveImprovementsFUND H21Sand Bank RdImprovementsFIINDH??winners CircleImprovementsFUND H23Ctirlstopher CriWater TankFUND H24Coddlngton RdWater MainTOTALCAPITALPROJECTSASSETSUNRESERVED CASH;CASHINVESTMENTSTOTAL - UNRESERVED CASHOTHER ASSETS:ACCOUNTS RECEIVABLECUSTOMER RECEIVABLEDUE FROM OTHER FUNDSSTATE/FEDERAL RECEIVABLEDUE FROM OTHER GOVTSPREPMD EXPENSESBAN LOANSTOTAL - OTHER ASSETS• S- s- S 100,526 S 35,096 S 65,633 S 93,045 S 10,155 S 371,215 S 43,928 S 131,479 S 170,888 S 1,021,966• S- sS 100,526 S 35,096 S 65,633 S 93,045 S 10,155 S 371,215 S 43,928 S 131,479 S 170,888 S 1,021,966S -s -s -S -S -S -S -S -S -s- s- s- s- S- $- s- s- s- s• $TOTAL ASSETS• s- s' s 100,526 S 35,096 S 65,633 S 93.045 S 10,155 S 371,215 S 43.928 S 131^79_S__170j888_S__tj021j9e6LIABILlTtES & FUND BALANCEACCOUNTS PAYABLEACCRUED LIABILttTESDUETO OTHER FUNDSRETAINAGEBAN PAYABLERESERVED FUND BALANCEUNRESERVED FUND BALANCE• S- s- s- s- s - s1,269• S100,526 35,096 64,344 93,045- s - $ - s - s - s7,259 1,936 0,227 11,614 30,32510,000 - - . . 10,000155 363,956 41,992 123,253 159,274 981,641[TOTAL LIAB & FUND BALANCEESTIMATED FUND BALANCEFUND BALANCE • 01/01/2014Add; REVENUELess: EXPENSE[FUND BALANCE -12/31/2014- S- S- S 100.526 S 35,096 S 65,633 S 93,045 S 10.155 S 371,215 S 43,928 $ 131.479 S 170,888 S 1.021,966S 143,231 S 127,714 S 22,473 S 100,450 S 35,070 S 81,424 S 102,682 S 4,545 S • S - S n S n S 617,58727 53 76 11 775,521 206,804 878,918 1,240,823 3,102,500^27,798 22,488 - - 17,134 9,713 4,400 411,565 164,812 755,665 1,081,550 2,738,446S- S' ^ • S 100,526 S 35,096 S 64,344_S__93,g45_S^^_ 155 S 363,956 S 41.992 $ 123.253_$__^,274 S 981,641Page 3 of 4 )TOWNITHACABALANCE SHEET for LIGHT DISTRICTSFOR THE PERIOD ENDING DECEMBER 31, 2014FUNDSL-1FUND SL-9FUND SL-3FUND SL-4FUND SL-5FUND SL-6FUND SL-7FUND SL-8FUND SL.9TOTALDESCRIPTIONForestGlensldeRenwickEastwoodClover LaneWinner'sBurleighWesthavenCoddlngtonLIGHTHomeHeightsCommonsCircleDriveRoadRoadDISTRICTSASSETSUNRESERVED CASH:CASHINVESTMENTSTOTAL•UNRESERVED CASHOTHER ASSETS:ACCOUNTS RECEIVABLECUSTOMER RECEIVABLEDUE FROM OTHER FUNDSSTATE & FEDERAL AID RECEIVABLEPREPAID EXPENSESTAXES RECEIVABLE - CURRENTTOTAL - OTHER ASSETS406 $478 $1,134 $ 1,345 $263 $538 $478 S1,337 $- $- $- $752 $6,731S406 S478 $1,134 $1,345 S263 $538 S478 $1,337 $752 $6,731$- S- $- S- $- $- $- $- $- $-ITOTAL ASSETSS406S478S1.134S1.345S263S538S478$1.337S752s6.731 1LIABILITIES and FUND BALANCEACCOUNTS PAYABLEACCRUED LIABILIITESDUE TO OTHER FUNDSDEFERRED REVENUE$38S-s-S-S-$-$-$•$$38RESERVED FUND BALANCE•.._.UNRESERVED FUND BALANCE3684781,1341,3452635384781,3377526,693ITOTAL LIABILITIES & FUND BALANCE4064781.134s1.345S263$538$478S1.3377526.731 IESTIMATED FUND BALANCEFUND BALANCE - 01/01/2014Add: REVENUELess: EXPENSEiFiiNn RAi AMrp . to/'iinniA$4993,4003,532S670651843s1,2419521,059$1,6321,9022,189$299225261$608701771s571801693S1,7212,5022,886$9611,5011,709$8,20212,63514,1436.693Page 4 of 4 TOWN OF ITHACA REVENUE and EXPENSE SUMMARY FOR THE PERIOD ENDING DECEMBER 31, 2014 DESCRIPTION GENERAL TOWNWIDE FUND GENERAL PART-TOWN FUND HIGHWAY PART-TOWN FUND WATER FUND SEWER FUND CAPITAL PROJECTS FUNDS REVENUE BUDGETED REVENUE ACTUAL & ACCRUED $ 4,441,800 4,668,519 $ 1,328,350 1,253,345 $ 2,536,500 $ 2,817,069 3,811,924 S 3,789,442 2,309,669 2,713,039 $ 3,000,000 3,102,500 REVENUE OVER (UNDER)$ 226.719 $ (75,005)S 280,569 S (22,482) S 403,370 $ 102,500 1 % OF BUDGET EARNED 105.1%94.4%111.1%99.4%117.5%103.4% EXPENSE BUDGETED EXPENSE ACTUAL & ACCRUED $ 4,884,003 4,187,994 S 1,608,475 1,185,283 S 2,706,471 $ 2,689,607 3,394,650 $ 3,313,361 2,742,370 2,169,456 $ 3,293,607 S 2,738,446 $lEXPENSE OVER (UNDER) (696.009) $ (423,192) $ (16.864) $ (81.289) $ 1572.914) $ (555.161) % OF BUDGET EXPENDED 85.7%73.7%99.4%97.6%79.1%83.1% ^ ESTIMATED FUND BALANCE .-UND BALANCE-01/01/2014 $ 2,769,575 S 787,884 $ 1,641,079 $ 1,633,344 $ 1,629,389 $ Actual & Accrued Add: REVENUE Less: EXPENSE I FUND BALANCE - 12/31/2014 4,668,519 4,187,994 1,253,345 1,185,283 2,817,069 2,689,607 3,789,442 3,313,361 2,713,039 S $ 3,250.100 $ 855 617,587 3,102,500 2,169,456 $ 2,738,446 ,946 $ 1,768,542 $ 2,109,426 $ 2,172,972 $ 981.641 CASH and CASH EQUIVALENTS UNRESERVED CASH CASH (CHECKING/SAVINGS) CASH-SJC OPERATING INVESTMENTS PETTY CASH TOTAL - UNRESERVED CASH RESERVED CASH PARKS & OPEN SPACE PLAN GENERAL PURPOSE BENEFIT HIGHWAY EQUIPMENT PRESERVE MAINTENANCE LAND STEWARDSHIP INVESTMENTS FIDUCIARY FUNDS TOTAL • RESERVED CASH $2,197,392 700 S 640,190 $1,173,173 200 $1,950,464 S 1,673,127 305,307 $1,021,966 $2,198,092 $640,190 $1,173,373 $1,950,464 S 1,978.434 $1,021,966 s 735,544 $$.$S $ 180,391 63,548 99,876 14,220 8,003 --212,109 40,036 n . 10,002 -- n $965,974 s 63,548 $311,985 s 14,220 $8,003 s - OTAL CASH -12/31/2014 S 3.164.066 S 703.738 $ 1.485.359 $ 1.964.684 S 1.986.437 S 1.021.966 Page 1 of 4 TOWN OF ITHACA REVENUE and EXPENSE SUMMARY FOR THE PERIOD ENDING DECEMBER 31, 2014 DESCRIPTION RISK FIRE LIGHTING DEBT TRUST &INLET RETENTION PROTECTION DISTRICT SERVICE AGENCY VALLEY FUND FUND FUNDS FUND FUND CEMETERY REVENUE BUDGETED REVENUE S 25,000 $3,535,000 $12,625 S 1,073,979 $$ ACTUAL & ACCRUED 25,109 3,530,623 12,635 2,012,064 •6 REVENUE OVER fUNDER)$109 $(4,377)s 10 s 938.085 S S 6 % OF BUDGET EARNED 100.4%99.9%100.1%187.3%0.0% EXPENSE BUDGETED EXPENSE $15,500 $3,435,000 $14,020 $994,700 $$1,500 ACTUALS ACCRUED 5,460 3,318,407 14,143 992,451 - EXPENSE OVER /UNDER)$110,040) S (116,593)5 123 $(2,249) S $(1.500) % OF BUDGET EXPENDED 35.2%96.6%100.9%99.8%0.0% ESTIMATED FUND BALANCE UNO BALANCE - 01/01/2014 Actual & Accrued Add: REVENUE Less: EXPENSE 122,227 S 774,434 S 25,109 5,460 3,530,623 3,318,407 8,202 $ 425,799 S 12,635 14,143 2,012,064 992,451 ^UND BALANCE -12/31/2014 $ 141,875 $986,651 $6,693 $ 1,445,412 $ - $ - $ 9,069 9,075 I CASH and CASH EQUIVALENTS UNRESERVED CASH CASH (CHECKING/SAVINGS) CASH • SJC OPERATING INVESTMENTS PETTY CASH TOTAL - UNRESERVED CASH RESERVED CASH PARKS & OPEN SPACE PLAN GENERAL PURPOSE BENEFIT HIGHWAY EQUIPMENT PRESERVE MAINTENANCE LAND STEWARDSHIP FUNDS FOR BOND REFUNDING FIDUCIARY FUNDS TOTAL - RESERVED CASH $ 141,875 $ 1,186,651 $ S 141,875 $ 1,186,651 $ - $ 'OTAL CASH . 12/31/2014 6,731 S 507,634 $ 6,731 $ 507,634 $ - $ 937,779 - $ - $ - $ 287,757 - S 937,779 $ 287,757 $ $ 141,875 S 1,186.651 $ 6,731 S 1.445.412 S 287.757 S 9,076 9,076 9J)76 Page 2 of 4 TOWN)ITHACAREVENUE and EXPENSE SUMMARY for CAPITAL PROJECTSFOR THE PERIOD ENDING DECEMBER 31, 2014CLOSED CAPITAL PRC)JECTSACTIVE CAPITAL PHOJECTTSDESCRIPTIONFUND H17Salt StorageBulldinqFUND HISForest Home DrImprovementsFUND H20Danby RoadWater MainFUND H4Hanshaw RoadWalkwayFUND HSPirteTree RoadWallovav/BridaeFUND HAGateway Trail(Grant FundinolFUND H14Forest Home DrUpstrm BridgeFUND HlflWhitetail DriveImprovementsFUND H21Sand Bank RdImprovementsFUND H22Winners CircleImprovementsFUND H23Christopher CrIWater TankFUND H74Coddington RdWater MainTOTALCAPITALPROJECTSREVENUEBUDGETED REVENUEACTUAL & ACCRUEDIREWENUE OVER (UNDER^% OF BUDGET EARNED- S91841576• S27- S53769184 S15 $76 S27 S- $ 750,000 S 200,000 $ 850,000 S 1,200,000 $ 3,000,00011 775,521 206,804 878,918 1,240,823 3,102,50053 $76 S11 S25.521 $0.0%0.0%0.0%0.0%0.0%0.0%_6,804 S 28.918 $ 40.823 $ 102.5000.0%0.0%103.4%103.47o103.4%103.4%103.4%EXPENSEBUDGETED EXPENSEACTUAL & ACCRUED[EXPENSE OVER (UNDER)% OF BUDGET EXPENDED143,322 S143,322127,798 5127,79822,488 $22,488- $- s100.0%100.07o100.07o0.07o- s• s- s - s - s - $ 750,000 s 200,000 S 850,000 S 1,200,000 S 3,293,607J 17,134 9,713 4,400 411,565 164,812 755,665 1,081,550 2,738,446- S 17.134 $ 9,713 g 4.400 S (338,435) S (35.1881 S <94.335) $ (118.4501 $ (5S5.16Hl0.0%0.0%0.0%,0.0%54.9%82.4%88.9%90.1%83.1%ESTIMATED FUND BALANCEFUND BALANCE n 01/01/2014Actual & Accruedadd: revenueLess: EXPENSEIfUND balance -12/31/2014$ 143,231 $ 127,714 $91143,32284127,79822,473 S 100,450 $1522,488- $- $7635,070 $2761,424 $ 102,682 $5317,134769,7134,545 $114,400S 100,526 S 35.096 S 64,344 S 93.045 S775,521411,565155206,804164,812878,918755,665- $ 617,5871,240,8231,081,5503,102,5002,738,446S 363.956 $ 41,992 $ 123,253 S 159,274 $ 981.641CASH andCASH EQUIVALENTSCASH (CHECKING/SAVINGS)INVESTMENTS[TOTAL CASH -12/31^014- $- S- $ 100,526 $ 35,096 $ 65,633 S 93,045 S 10,155 S 371,215 $ 43,928 S 131,479 S 170,888 $ 1,021,966n S 100,526 $ 35,g96__$ 65,633 $ 93,04S_S_^^155 $ 371,215 S 43.928 S 131,479 S 170.888 $ 1.021,966Page 3 of 4 TOWNITHACAREVENUE and EXPENSE SUMMARY for LIGHT DISTRICTSFOR THE PERIOD ENDING DECEMBER 31, 2014FUND SL.1FUND SL-2FUNDSL-3FUNDSL-4FUND SL-SFUNDSL-6FUND SL-7FUND SL-8FUND SL-9TOTALDESCRIPTIONForestGlensideRenwtckEastwoodClover LaneWinner'sBurleighWesthavenCoddingtonLiGHTHomeHeiqhtsCommonsCircleDriveRoadDISTRICTSREVENUEBUDGETED REVENUE$ 3,400$ 650S 950S 1,900$ 225S 700S 800$ 2,500$ 1,500S 12,625ACTUAL & ACCRUED3,4006519521,9022257018012,5021,50112,635REVENUE OVER fUNDERI5 0S 1$ 1S 2S 0S 1S 1S 2S 1S 10 1% OF BUDGET EARNED100.0%100.1%100.2%100.1%100.2%100.1%100.1%100.1%100.1%100.1%EXPENSEBUDGETED EXPENSES 3,400S 750S 1,100S 2,200S 270$ 800S 900$ 2,900S 1,700$ 14,020ACTUAL & ACCRUED3,5328431,0592,1892617718932,8861,70914,143EXPENSE OVER /UNDER)S 132$ 93$ /41) S Ml)$ /9) S /29) S <7\ S M4) .H Q$ 123 1% OF BUDGET EXPENDED103.9%112.4%96.2%99.5%96.8%96.4%99.2%99.5%100.6%100.9%ESTIMATED FUND BALANCEFUND BALANCE n 01/01/2014ACTUAL & ACCRUEDadd: revenueless: expense499 $3,4003,532670 $ 1,241 $ 1,632 S6518439521,0591,9022,189299 $225261608 S701771571 $ 1,721 $8018932,5022,886961 $ 8,2021,5011,709[FUND BALANCE-12/31/2014 $ 368 S 478 S 1.134 $ 1.345 S 263 S 538 S 478 S 1.337 S 752 S12,63514,1436.693 ICASH andCASH EQUIVALENTSCASH (CHECKING/SAVINGS)INVESTMENTS(TOTAL CASH -12/31/2014406 $ 478 $ 1,134 $ 1,345 $263 $538 $ 478 S 1,337 $ 752 $ 6,731406 S 478 S 1.134 S 1.345 S 263 S 538 S 478 S 1.337 S752Page 4 of 4 TOWN OF ITHACA DETAILED CASH LISTING - FIDUCIARY FUNDS FOR THE PERIOD ENDING DECEMBER 31, 2014 DESCRIPTION TRUST & AGENCY FUND TA200C DISBURSEMENTS CHECKING TA200P PAYROLL CHECKING TA202 ON-LINE COLLECTIONS TA205 NEXTEL SITE LEASE DEPOSIT TA206 ITHACA TOWERS OPTION ESCROW TA207 WIRELESS ONE TA209 EMPLOYEE FLEXIBLE SPENDING TA210 STORMWATER COALITION TA211 VERIZON WIRELESS ESCROW TA212 CAYUGA LAKE WATERSHED INTERMUNICIPAL ORG TOTAL CASH: TRUST & AGENCY FUND AMOUNT 176,918.57 680.92 4,502.58 11,845.87 4,594.23 11,858.58 54,772.04 271.35 22.312.84 $ 287,756.98 INLET VALLEY CEMETERY FUND TE202 INLET VALLEY CEMETERY - EXPENDABLE TRUST TOTAL CASH: FIDUCIARY FUNDS $ 9,075.82 $ 296.832.80 TOWN OF ITHACA ^ SUMMARY OF BANK COLLATERAL FOR THE PERIOD ENDING DECEMBER 31, 2014 TOMPKINS TRUST COMPANY: CASH & CASH EQUIVALENTS $13,403,752 INVESTMENTS TOTAL CASH ON DEPOSIT $13,403,752 LESS: FDIC INSURANCE $250,000 LESS: FMV OF COLLATERAL ON DEPOSIT @ 12/31/2014 U.S. GOVERNMENT AGENCY OBLIGATIONS $14,939,450 OVER (UNDER) COLLATERALIZED $1,785,698 CASH ASSETS COLLATERALIZED @ FMV 12/31/2014 114% Collateral Is held by the Bank of New York, pledged for the Town of Ithaca, New York, for all deposits and/or repurchase agreements of Tompklns Trust Company. NOTE; For deposits In excess of FDIC coverage, General Municipal Law, section 10 requires that the excess amounts are to be secured by eligible collateral.