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HomeMy WebLinkAboutTB Minutes 1996-12-31 TOWN OF ITHACA YEAR -END TOWN BOARD MEETING DECEMBER 31 , 1996 10 : 00 A. M. At a Year-End Meeting of the Town Board of the Town of Ithaca , Tompkins County, New York held at the Town Hall , 126 East Seneca Street , Ithaca , New York there were present : PRESENT : Catherine Valentino , Town Supervisor; Carolyn Grigorov, Councilwoman ; David Klein , Councilman ; Ellen Harrison , Councilwoman ; Edward Conley, Councilman . EXCUSED : Mary Russell , Councilwoman ; John P . Wolff, Councilman . ALSO PRESENT . Joan Lent Noteboom , Town Clerk/ Director of Administrative Services ; John Barney , Attorney for the Town ; Daniel Walker , Director of Engineering ; Fred Noteboom , Highway Superintendent ; Jonathan Kanter, Director of Planning ; Alfred Carvill , Secretary to the Supervisor. EXCUSED : Andrew Frost , Director of Building and Zoning . OTHERS : Lauren Stanforth , Ithaca Journal . CALL TO ORDER : Supervisor Valentino called the meeting to order at 10 : 00 a . m . , and led the assemblage in the Pledge of Allegiance . AGENDA ITEM NO. 3 = PERSONS TO BE HEARD . There being no one present to speak, this segment of the meeting was closed . AGENDA ITEM NO. 4 = REVIEW OF CORRESPONDENCE. A correspondence from Thomas Salm of Ithaca College was supplied to each member of the Board . The letter was in regards to a thank you after a luncheon meeting , that was submitted to the Town Supervisor . AGENDA ITEM NO 6 - RESOLUTION OF APPRECIATION TO CHERYL SMITH, CONSERVATION BOARD MEMBER . RESOLUTION NO. 204: Motion made by Councilwoman Harrison, seconded by Councilman Conley that the Town Board of the Town of Ithaca on behalf of the Town, its citizens and residents, expresses its sincere gratitude to Ms. Cheryl Smith for her distinguished service to our community as a member of the Conservation Board from January 9, 9995 to December 39, 19960 A vote on the resolution resulted as follows : TOWN BOARD MINUTES 2 DECEMBER 31 , 1996 Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoma Harrison , aye ; Councilman Conley , aye . Motion carried unanimously . AGENDA ITEM NO. 6 - RESOLUTION OF APPRECIATION TO LOREN TAUER CONSERVATION BOARD MEMBER . RESOLUTION NO. 205: Motion made by Councilwoman Harrison, seconded by Councilman Klein that the Town Board of the Town of Ithaca on behalf of the Town, its citizens and residents, expresses its sincere gratkude to Mr. Loren Tauer for his distinguished service to our community as a member of the Conservation Board from March 93, 9995 to December 39, 9996 . A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Motion carried unanimously. AGENDA ITEM NO. 7 = APPOINTMENTS TO THE FOLLOWING : A. Conservation Board - RESOLUTION NO. 206: Motion made by Councilwoman Harrison, seconded by Supervise Valentino that the Town Board of the Town of Ithaca hereby appoints the following individual to sery on the Town of Ithaca Conservation Board as listed for the term of office indicated: Conservation Board: Eva Hoffmann January 9, 9997 through December 39, 9998 4 Sugarbush Lane ( Two Year Term) Ithaca, NY 94850 A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov, ' aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Motion carried unanimously. Be Ethics Board - There were no responses from the public requesting appointment to the Ethics Board . C . Planning Board - Councilwoman Ellen Harrison - Were there any responses from the public from people wishing t serve ? i TOWN BOARD MINUTES 3 DECEMBER 31 , 1996 Joan Lent Noteboom - Just the ones supplied in your packets . Councilwoman Harrison - Mr. James Niefer was interested in being considered for any Board? Mrs . Noteboom - That is correct . Councilwoman Harrison - Has Mr. Niefer been interviewed by the Town before? Councilman David Klein - Mr. Niefer was appointed to the Solid Waste Board . Councilwoman Harrison - If the Town Board reappoints Eva Hoffmann to the Planning Board , then there would not be any vacancies on that board? Supervisor Valentino - That is correct , but Mr. Niefer could be interviewed for the Zoning Board of Appeals seat . Councilwoman Harrison - Would it be inappropriate to reappoint Eva Hoffmann to the Planning Board before interviewing Mr. Niefer? Councilwoman Carolyn Grigorov - No , because he would be considered for the Zoning Board of Appeals . Councilman Klein - Are there any vacancies due to resignations ? Supervisor Valentino - "No . " Councilman Klein - Eva Hoffmann's term is the only one that is up , and she is requesting to be reappointed? Supervisor Valentino - That is correct . RESOLUTION NO. 207: Motion made by Supervisor Valentino, seconded by Councilwoman Grigorovthat the Town Board of the Town of Ithaca hereby appoints the following individual to serve on the Town of Ithaca Planning Board as listed for the term of office indicated: Planning Board: Eva Hoffmann January 1, 1997 through December 31, 2003 4 Sugarbush Lane (Seven Year Term) Ithaca, NY 14850 A vote on the resolution resulted as follows : TOWN BOARD MINUTES 4 DECEMBER 31 , 1996 Supervisor Valentino , aye ; Councilwoman Grigorov, aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. D. Zoning Board of Appeals - The Tom Board will be setting up an interview with Mr. Niefer for the Zoning Board of Appeals seat . There were no other responses from the public for appointment to that board . AGENDA ITEM NO. 8 = APPOINTMENTS OF CHAIR FOR THE FOLLOWING . A. Ethics Board - Mrs . Noteboom we Robert Aronson has moved out of Town so he will no longer be able to serve as Chair of the Ethics Board . Councilwoman Harrison - How many people were on the Ethics Board? Mrs . Noteboom - There were five people on that Board . Robert Aronson , Laura McClellan , Earl Thomas , John Taylor, and Max Pensky were the members . Attorney for the Town John Barney we Mr. Pensky is in Pennsylvania now. There are two vacancies on this Board . Councilwoman Harrison - Does the Ethics Board meet regularly? Councilman Klein - They meet once a year to review the Ethics Disclosure Statements , Councilwoman Harrison we What would it take to make the Ethics Board a three person board? Attorney Barney - It would require a new law. Supervisor Valentino - The Town tries to balance the Ethics Board with two registered Republicans and two registered Democrats . Mrs. Noteboom on The local law says that no more than two Ethics Board Members can be from the same political party . The Town Board decided to ask friends and neighbors if they would be interested in serving on the Ethics Board . Be Planning Board - i TOWN BOARD MINUTES 6 DECEMBER 31 , 1996 RESOLUTION NO. 208: Motion made by Supervisor Valentino, seconded by Councilman Conley that the Town Board of the Town of Ithaca hereby appoints Fred T. Wilcox 111, 109 Juniper Driver, fthaca, New York 14850, to serve as the Chair of the Town of Ithaca Planning Board for a term of office commencing January 1, 199 7 through December 31, 199 71 A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. Co Zoning Board of Appeals - Mrs. Noteboom - David Stotz mentioned that he would like to serve in the same capacity as Chair of the Zoning Board of Appeals . Councilwoman Harrison - Has Mr . Stotz been doing a good job as Chair of the Zoning Board of Appeals? Attorney Barney - "Yes . " RESOLUTION NO. 209: Motion made by Supervisor Valentino, seconded by Councilwoman Harrison that the Town Board of the Town of Ithaca hereby appoints David J. Stotz, 4 Evergreen Lane, Ithaca, New York 14850, to serve as Chair of the Town of Ithaca Zoning Board of Appeals Chair for a term of office commencing January 1, 1997 through December 31, 1997. A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye $ Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. AGENDA ITEM NO. 9 = APPOINTMENTS AS TOWN OF ITHACA REPRESENTATIVES ON THE FOLLOWING : RESOLUTION NO. 210: Motion made by Supervisor Valentino, seconded by Councilwoman Grigomvthat the Town Board of the Town of Ithaca hereby appoints the following persons to serve as mpmsentatives of the Town of Ithaca on the listed commissions and committees; and be it further RESOLVED, the term of office for the said persons shall be for a period commencing January 1, 199 7 through December 31, 199 7, unless otherwise indicated. Agriculture Committee: James Ainslie, 245 Hayts Road, Ithaca, New York 14850 TOWN BOARD MINUTES fi DECEMBER 31 , 1996 Government Access Channel Cable Television Committee: Councilman John P. Wolff, 998 Honness Lane, Ithaca, New York 14850 Recreation Partnership Board: Councilwoman Mary Russell, 955 Coddington Road, Ithaca, New York 14850 JoAnn Cornish, 124 Poole Road, Ithaca, New York 14850 Southern Cayuga Lake Intermunicipal Water Commission: Supervisor Catherine Valentino, 110 Eastern Heights Drive, Ithaca, New York 94850 Shirley A . Raffensperger, 139 Pine Tree Road, Ithaca, New York 94850 Sewer Joint Sub-Committee: Supervisor Catherine Valentino Councilwoman Ellen Z . Harrison, 115 East Upland Road, Ithaca, New York 14850 Frank Liguori, 1210 Trumansburg Road, Ithaca, New York 14850 A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. AGENDA ITEM NO. 10 = RECOMMENDATIONS OF APPOINTMENT TO THE TOMPKINS COUNTY BOARD OF REPRESENTATIVES FOR THE FOLLOWING . RESOLUTION NO. 211. Motion made by Supervisor Valentino, seconded by Councilwoman Harrison that the Town Board of the Town of Ithaca hereby recommends to the Tompkins County Board of Representatives the appointment of the following persons to serve as representatives of the Town of Ithaca on the listed boards and committees, and be it further RESOLVED, the term of office for the said persons shall be for a period commencing January 1, 1997 through December 31, 1999, unless otherwise indicated. Tompkins County Airport Master Plan Land Use Committee: Eva Hoffmann, 4 Sugarbush Lane, Ithaca, NY 14850 Tompkins County Planning Federation . Fred T. Wilcox, 111., 109 Juniper Drive, Ithaca, NY 14850 TOWN BOARD MINUTES 7 DECEMBER 31 , 1996 Tompkins County Youth Board: Gale Smith, 930 Coddington Road, Ithaca, NY 94850 A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov, aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Motion carried unanimously. AGENDA ITEM NO. 11 - CONSIDER PARTICIPATION IN THE ITHACA AREA WATER TREATMENT FACILITY CAPITAL IMPROVEMENTS. Supervisor Valentino - Jonathan Kanter ( Director of Planning) and Daniel Walker ( Director of Engineering) have collected information about the projections of the Town's future needs for sewer. Director of Planning Jonathan Kanter - The idea was to discuss some of the issues and bring it back to the Town Board in January to make a decision . These projections were split up between three different categories . The first was straight growth population projections which translates into. residential units . The second category was unmet residential sewer leads which equates to the number of housing units in the Town that are not currently connected to public sewer. The third category was non-residential development projections . To summarize the numbers on the first page of the memorandum : Total Treatment Facility Capacity with everyone that participates in the plant is 10 million gallons per day (MGD) . The Town of Ithaca currently owns 4 . 08 MGD . The current amount that the Town is using (2 . 9 MGD) does not include the Village of Cayuga Heights . The plant improvements that the City has been discussing with the Town would increase the plant's capacity by approximately 13 MGD . After reviewing the these growth projection categories it looks like the Town of Ithaca may need approximately 4 .4 MGD . This would be a base line to compare with the current owned capacity. If the Board agrees , the 4 .4 MGD the Town would need is already surpassing the 4.08 MGD the Town currently owns . In the residential growth projections staff used the population projections from the 1993 Comprehensive Plan . Those are beginning to be outdated because they projected the population to the year 20100 The staff needs to do some new population calculations soon . The existing projections were based on the 1980 census data , but the projections have not been updated since then . This projection gives the Town an idea of what to expect . The Town may expect a 1 . 1 percent annual increase of population over the next 15 years or so . Councilwoman Harrison - What date does the anticipated 4 .4 MGD capacity take the Town to? Mr. Kanter - It is all targeted for the year 2010 . The development potential projections are not targeted . to a specific year. This is conservative because it is mixing and matching . It takes residential projections to the year 20100 It takes non-residential development projections to an unspecified year. This report is not exact . Councilwoman Harrison - Do you mean that this is a relatively "conservative" direction? TOWN BOARD MINUTES 8 DECEMBER 31 , 1996 Mr . Kanter - Conservative in the sense that we could have put more in some of the development potential numbers . That could easily happen . The numbers could have been a lot higher. Councilman Klein - It is more of an opinion based on past trends? Mr. Kanter - That is correct . The population growth in the Town of Ithaca between 1980 and 1990 were approximately 1 . 1 to 1 . 2 percent per year. Councilman Klein - The Town does not have the population to build out all the R- 15 zones to create more housing units ? Some of the 1980 engineering reports were done that way. Mr. Kanter - That is why these are conservative estimates , to give the Board an idea of the Town's current capacity to see if that would be enough for what could happen . Supervisor Valentino - We need to consider that anything could happen with the Village of Cayuga Heights in the future . The Village of Cayuga Heights is not included in the current calculations . Mr . Kanter - On the liberal side of the analysis , the unmet residential sewer needs look at the. possibility of all the unconnected existing residential units to be connected to the sewer system . This would give an over all magnitude . the Town is a townwide sewer service area because that was th way the system was set up . It is likely that a good number of existing units would some day be connected . That would throw the equations the other way . If the unconnected housing units were connected , it would almost be twice the amount of the new housing units expected . Director of Engineering Daniel Walker - The current capacity of 2 . 9 MGD shows the lean average of high flow that the Town had last year in April . This was measured by the actual flow going into the system. The Town's actual consumption was calculated by the operation and maintenance share of the plant (approximately 1 . 5 MGD) . Staff has been looking at actual flow of the plant , as opposed to water meter readings . That is why 2 . 9 MGD was a high day to look at . Councilwoman Harrison - These were not estimated on a single day in terms of capacity and calculations , it was to be a rolling average . Mr . Walker - The plant capacity of 10 MGD is a higher figure . The design master plan is approximately seven and eight MGD . The highest peak flow that the Town could have over 30 days is 10 MGD . The average annual flow should only be approximately seven or eight MGD . Councilwoman Harrison - Is the 2 . 9 MGD a one day figure? Mr. Walker - No , that is an average for a high month . Supervisor Valentino - It has been mentioned that the meters either shut down or do not accuratel show the real high volume under those conditions . TOWN BOARD MINUTES 9 DECEMBER 31 , 1996 Mr. Walker - There have been concerns , and there have been some problems with the original meters that were installed. It was very difficult to keep them calibrated to read accurately. They have replaced all the units with a different type of meter having a better installation . The old ones were under reading considerably. Councilwoman Harrison - It was indicated at the last meeting of the SJS that was still an issue . Mr . Walker - The City is saying that all the infiltration did not come from the City, and the higher percent of it should have been allocated back to the. Town . The Town's flow meters are reading very accurately. Councilman Klein - How long have the meters been correct? Mr. Walker - They started to replace meter heads three or four years ago . The report from the plant is not very specific . Supervisor Valentino - It would be a good idea for Mr. Walker to check on this matter further because it seems like an important implication . Mr. Walker - A verbal report was given that all the monitoring stations were updated several months ago . Councilman Klein - It would also be a good idea to know how long these. meters have been accurately reporting . Mr. Walker - Within the past two years , they put monitors at each station with a radio transmitter to send real time data back to the plant's computer. They can now get real time information to monitor. Supervisor Valentino - They have a bid on the project that came in under the anticipated amount . Mr. Walker - The engineer's estimate was approximately $60090006008 The total bid was for general at $400 , 000 . 00 and electrical at $ 100 , 000 . 00 . The plan is to sign the agreement in the middle of January. Councilman Klein - What if this Town Board needs longer to go to understand how the Town will pay for it? Supervisor Valentino - The Town could either pay cash from the Capital Reserve or the town could bond it . The Town would need to do their own bonding . It could be bonded by using a portion that was going into the Capital Reserve as the Town's bond payment . It seems to make sense to use the cash from the Capital Reserve since there are adequate funds there . z TOWN BOARD MINUTES 10 DECEMBER 31 , 1996 Councilwoman Harrison - This Board should look at the projections from Mr. Walker and Mr. Kanter to project enough capacity for future interest 20 years from now. The Town could be short of capacity. That would be undesirable . If there is excess capacity in the plant , then the Town has the right to buy it at an insider's price . Supervisor Valentino - Other partners mentioned they would be more than happy to buy any capacity the Town does not buy. Councilwoman Harrison - Would that be the same for the present time and in the future? Supervisor Valentino - That is correct . 'Councilwoman Harrison - Would the Town want to own the future capacity needs , or own more than what the Town share would be by paying for it now? It has not been mentioned how that would be sold, and who will benefit from it . Both the City of Ithaca and the Town of Dryden mentioned that they would be happy to buy more of the capacity . In some ways there is no great advantage for the Town owning more than what the Town will actually need , with some safety margins . Mr. Walker - The definition of what the Town needs is the policy issue . The Town has capacity in excess of what the current consumption is . If these projections of future consumption hold true in 15 years, the Town would be needing more than what the Town currently owns . This would put the Town in a situation to buy additional capacity, which may or may not be available at a lower rate . The need is based on what happens within the Town . I recommend as Town Engineer that the Town have an excess of 25 percent reserve additional capacity. Councilwoman Harrison - Beyond the 2 . 9 MGD or beyond the projection of 4 .4 MGD? Mr. Walker - Beyond the 4 .4 MGD , if the Town is projecting to consume more . If the Town gets a health care facility on the West Hill that is connected with the Cayuga Medical Center there could be very high consumption. If that is the type of development that the Town wants to see we need to make sure facilities are available to provide those services to the land owners and residents of the Town . With very high flows, we need to prepare the sewers and make the infiltration' lower. The Town should get . as much capacity as possible . Councilwoman Harrison - Would these sales of capacity have a time limit? If the Town received the whole capacity of the plant could we sell excess capacity to the Village of Cayuga Heights or the Town of Lansing? Are these sales likely to be permanent? Mr. Walker - I do not think the State will let the Town sell it temporarily. The State looks unfavorably at any temporary utilization of a central system like this . Attorney Barney - The Town would not be able to give up capacity unless the capacity exceeds the reasonable estimate of future needs of the Town or any municipality selling the capacity. If the Town TOWN BOARD MINUTES 11 DECEMBER 31 , 1999 feels that in 15 years they would be needing excess capacity, then they should not be selling the capacity . Councilman Klein - Out of this increase , what would the Town be increasing to? Councilwoman Harrison - That is what the Board is trying to determine now. This should be used as an opportunity to get the partners in balance for projected future needs rather than assuming the Town will be buying 40 percent of the new capacity . Mr. Walker - If the Town buys based on the capital formula , the Town would be buying 40 percent of the three MGD. If the Town buys on the operation and maintenance ratios (approximately 30 percent) the Town would be buying just under one million gallons , depending on the available funds . Councilwoman Harrison - If the Town bought the capacity to get everyone up to what they project , then the Town would need to figure out a new number? Mr. Walker - That is correct . Councilwoman Harrison - The Town should project what they would need and buy that amount of capacity. In the agreement the partners do not have to pay a premium , but if everyone is at capacity then you can not get it . They can buy excess capacity from each other at cost . Councilman Klein - The Town would get another 1 . 2 MGD added to the 4 . 08 MGD under the 40 percent scenario ? Mr. Walker - That is correct . Councilwoman Harrison - If the Village of Cayuga Heights wanted to buy into this plant , how would they come in? Would it be the way the Village of Lansing came in , or is there an opportunity for Cayuga Heights because they are part of the Town of Ithaca ? Mr. Walker - The Village of Cayuga Heights is outside the plant area so they would not be considered inside users . This would go the same for the towns in the northeast area . The hope would be to renegotiate this agreement to eliminate the plant area boundary to include it townwide . Getting the Village of Cayuga Heights in the plant area would be bad . Getting the northeast part of Ithaca in the plant area would be complicate , but not impossible . If they decided that their plant could not be upgraded then the Village of Cayuga Heights would need to buy in at a higher rate than a member. Councilwoman Harrison - It does not mention in the agreement that a partner could decide to sell their excess capacity , but it mentions that as a group a decision could be made on who to sell to . Attorney Barney - The Town could surrender some excess capacity to the Village of Cayuga Heights because it is part of the Town , as opposed to the Town surrendering excess capacity to the Town of Danby. TOWN BOARD MINUTES 12 DECEMBER 31 , 1996 Councilwoman Harrison son The agreement states if it is determined there is excessive capacity, then it is there to be sold . How much capacity would be needed to serve the northeast area without the Village of Cayuga Heights? Mr. Walker - It would be approximately 300 , 000 to 350 , 000 MGD . Councilwoman Harrison - How much capacity is needed to serve the Village of Cayuga Heights? Mr . Walker - The whole plant is graded at two MGD . The figures are not in for the Lansing and Dryden portions . Based on the water consumption records there are approximately 250 , 000 to 300 , 000 MGD coming from outside . The Town has 1 , 112 units being put into the plant . One household equates to one unit . It was figured to be 300 to 350 MGD per unit . Mr. Kanter - The 1990 census of housing units in the Village of Cayuga Heights was 1 ,425 . Supervisor Valentino - What are the arrangements with the Village of Cayuga Heights in using sewer for the northeast? Mr. Walker - The Town contracts with them on an annual basis , and the Town pays a flat rate per unit . This year it was $ 112 . 50 per unit . The Village of Cayuga Heights used to fall into the City's system until they built their own plant . When the Village of Cayuga Heights plant was built they blocked sewers to make the flow go in the other directions . The engineers from different municipalities all met and worked out some possibilities several years ago . A proposal was put forth to divert the flow from Cayuga Heights into the Ithaca Area Plant to allow additional capacity for outside users on a short term basis. The Town Board agreed to talk about this type of agreement , but it has never been formalized and no action has been taken . The person who is spearheading that drive is now working for the City in a responsible position . Councilwoman Harrison - Does the Town want to purchase the capacity projecting that it would be needed in the future by the partners? Mr. Walker - A lot depends on what the Village of Cayuga Heights decides to do . Councilwoman Harrison - Where does the Board go from here? Attorney Barney - The issue was whether this Board could get an agreement from the City of Ithaca and the Town of Dryden as to the ownership interests before the Town commits monies . The Town needs to get an agreement from the partnership that the Town bought that percentage of the excess capacity. Supervisor Valentino - The Town has not heard back from the City. This Board needs to resolve thi matter at the January Town Board meeting . i i i I I TOWN BOARD MINUTES 13 DECEMBER 31 , 1996 Councilwoman Harrison - How could the Town purchase the capacity provided if there is documentation that the ownership plays out this way? Attorney Barney - It would be useful to have the City sit in on the January meeting for their input . The Town Board adjourned this matter to the January Town Board meeting for a final decision . AGENDA ITEM NO. 12 - CONSENT ITEMS : CONSIDER RESOLUTIONS APPROVING AND/OR AUTHORIZING THE FOLLOWING : RESOLUTION NO. 2120 and 212(e) - 21211): Motion made by Councilwoman Grigorov, seconded by Councilwoman Harrison that the Town Board of the Town of Ithaca hereby approves and/oradopts the resolutions for Consent Agenda Items 12(b), and 12(e) through 12(1) as presented. Consent Agenda Item No . 12(a) is approved with the amendments as noted on the resolution. Consent Agenda Items No. f2 (c) and 12(d) shall be considered separately. Consent Agenda Item No. 12Q) is removed from consideration . A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov, aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. RESOLUTION NO. 212(a): Motion made by Councilwoman Grigorov, seconded by Councilwoman Harrison that the Town Board of the Town of Ithaca approves and adopt the said minutes wrth corrections and amendments as noted within the document as the official minutes of the Town Board for the regular meeting held on December 9, 19969 Page 9, fourth paragraph, which reads "Councilwoman Russell - At the last meeting of the Citizens Advisory Committee the ground rules for the group were ratified by the Committee. ", shall read "Councilwoman Russell - At the last meeting of the Citizens Advisory Committee Cornell Incinerator) the ground rules for the group were ratified by the Committee. ' Page 9, fourth paragraph, which reads, "Linda Finley from CDRC emphasized how extremely important it was for the representatives on that committee to keep their contingency informed as this process goes on. " shall read "Linda Finley from CDRC emphasized how extremely important it was for the representatives on that committee to keep their constituencies informed as this process goes on, " Page 9, sixth paragraph, which reads " These. comments are being compiled to send to the representatives on the Board for discussion. " shall read " These comments are being complied to send to the groups who are represented on the Board for discussion. " There was a brief discussion on the MonkemeyerlTown of Ithaca Parkland section of the Town Board TOWN BOARD MINUTES 14 DECEMBER 31 , 1996 Minutes of December 9 , 19960 A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov, aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Motion carried unanimously. AGENDA ITEM NO. 12 ( c) - 1996 BUDGET TRANSFERS. Alfred Carvill - The resolution states municipal accounting for year end needs to be taken into consideration by the Town Board as declared by the New York State Comptroller's office . The normal accounting practice is to review all of the transfer line items that have occurred during the operating year ending December 31 , 1996. These are accurate overdrafts that appear in the financial statement as of 9 :00 p.m. last night . All resolutions that have been passed by the Town Board from January to September have been reviewed to be assured that they were recorded properly to reflect transfers during 1996 and/or grant funds coming into the Town . Those findings indicated that all resolutions were recorded , except for two . Those resolutions were in the Water and Sewer Funds that raised revenues through a program under Resolution Number 13 of the January 8 , 1996 Town Board meeting . That finding disclosed that the Sewer Fund was improperly accounted for and was sho $13,001 .00, and there was $7 , 712 . 00 in the Water Fund which was accounted for improperly. Thes have been adjusted and reflected in the accounting books . The resolution provided to the Boar identifies each line item within each department for the 1996 Budget that are over drawn . This resolution addresses those over drafts before filing the financial report with the State Comptroller's office to make sure they do not appear. This is the conclusion of those transfers , and it requires the Board to review these actions as presented to be up date . RESOLUTION NO. 213: Motion made by Supervisor Valentino, seconded by Councilman Klein that the Town Board appmves the said budget transfers for the operating year ending December 31, 1996; and be it further RESOLVED, that the Town Board hereby authorizes and directs the Chief Fiscal Officer to record these year end budgetary transfers and other operating budgetary transfers deemed necessary to the Town's accounting financial records. A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov, aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. Mr . Carvill - All fourth quarter final payments have been reviewed and analyzed from the Town and the County . Payments for the final fourth quarter contracts have been made to the Recreati o Partnership and the Town Justices . The deposit to the Capital Reserve Fund for the new Town Ha was $ 160 , 000 . 00 . The City has been paid their annual payment of $ 163 , 000 . 00 for the sewer. All TOWN BOARD MINUTES 16 DECEMBER 31 , 1996 current year revenues agree and match with all the current year operating expenditures . A brief review of the historical reference of the Town indicates that the Town of Ithaca may have surplus revenue this year and that expenditures were not properly adjusted in the respective year. Attempting to correct these mistakes , all highway grant money has been recorded as revenue to State Aid for damage repairs of approximately $24 , 050 . 00 . Other State and County receivables have been recognized for various programs that the Town has entered into agreement for, such as the Coddington Road Youth Program , the Learning Web Program , the Recreation Partnership , the Conservation Corp , the Intermunicipal Summer Job Programs , the County Youth Programs , and any balances of the County Youth Joint Community Programs shared with the County . These revenues total approximately $28 , 000 . 00 to $30 , 000 . 00 , which were reflected in the operating year of 1996 . There were some reasonable figures assumed and transferred to the General Fund and the Lighting District from the Water Fund for their share of telephone and electrical expenditure reimbursements during that period of time . All Sales Tax Revenue has been accounted for and recognized in the books for 1996 in the A, B , and DB Funds . The fourth quarter has accrued $447 , 000 . 00 . The Town's total annual Sales Taxis $1 .7 million , and the Town has earned $ 128 , 581 . 00 in excess Sales Tax Revenue for the year 1996 . All Mortgage Tax monies have been received and accounted for. The Town had budgeted $ 125 , 000 . 00 for 1996 , and the Town ended up with approximately $ 153 , 0008000 The Town has a surplus of current revenues of approximately $28 , 000 . 00 . All contracts have been reviewed , and all expenditures have been paid to date . There is a great deal of work that needs to be done before closing out 1996 . By the January 13 , 1997 Town Board Meeting a resolution will be made to close the accounting records for 1996 . Supervisor Valentino - My comfort level with the accounting and finances is very good . There has been a great deal of work accomplished in the short period of time Mr. Carvill has been working for the Town . He has done a wonderful job . Councilman Klein - At the January meeting the Town Board will have a real figure of how much is in the Town Hall Fund? Supervisor Valentino - "Yes . " AGENDA ITEM NO. 12(d) - DESIGNATION OF OFFICIAL NEWSPAPER. Councilman Klein - The Town of Ithaca is a small town , and can only support a single full-time newspaper. The Town Board does not have a choice in designating the Ithaca Journal as the official newspaper. Knowing that my colleagues will vote in majority to approve it , I will be voting against it as a protest. At the Public Works Committee meeting in December there were discussions about dog parks for the Town of Ithaca . In an informal way a Town staff member had put together a report for discussion . Some how the Ithaca Journal obtained an unofficial report and wrote an extremely irresponsible editorial on the dog parks . As Chair of the Public Works Committee , I did not even receive a courtesy phone call from the Ithaca Journal for an opinion about the dog parks . The Ithaca Journal , very often , is very lazy in their editorial department and they do not investigate very well . The Ithaca Journal may have thought it was funny, but I was extremely irritated. There were not any major TOWN BOARD MINUTES 16 DECEMBER 31 , 1996 negative comments , I have not received many phone calls . Being the only newspaper in .Town , the Ithaca Journal committed a community disservice in that editorial . It was incredibly unfactual . I may agree with the Ithaca Journal more often than I disagree with it , but every now and then they just come up with a lazy approach resulting in a disservice to the townspeople . Councilman Edward Conley - It was a major disservice to the person in the Planning Department who went through a lot of trouble to gather the information for this type of proposal . Councilman Klein - The Town Board has no choice but to approve them as the official newspaper. I will vote against it . Supervisor Valentino - The most upsetting point of the editorial , more than the subject matter was that it was not researched . The dog park concept was only for discussion . The Town works hard to get public input and to have a free flow of information . People should not be afraid to express their ideas to have them recognized as just ideas and not as solid proposals . If the Ithaca Journal is interested in free flowing dialogue , and the Town does try to promote that dialogue , then the Ithaca Journal has a responsibility to be careful what they identify as a discussion item and what is a real proposal . It makes it hard for people who want to speak freely. Councilwoman Harrison - Could this section of the minutes be submitted tolthe editor? Supervisor Valentino - "Yes . " The Town Clerk was instructed by the Town Board to forward a copy of this section of the minutes to the Ithaca Journal . RESOLUTION NO. 2U: Motion made by Supervisor Valentino, seconded by Councilwoman Harrison that the Town Board of the Town of Ithaca hereby designates the Ithaca Journal as the official newspaper for the Town of Ithaca for the year 999 7; and be it further RESOLVED, the Town Clerk is hereby authorized and directed to forward a certified copy of this resolution to the Ithaca Journal. A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov, aye ; Councilman Klein , nay; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried . ADDITIONAL AGENDA ITEM = YEAR -END TAX BILLS. Mrs . Noteboom - The tax bills were delivered on December 23 , 1996 late in the afternoon with n warrant. I called the County for the warrant , and they said they did not have it available as it had no been signed yet because the person who signs and authorizes the Town to collect the money was out i } TOWN BOARD MINUTES 17 DECEMBER 31 , 1996 of town for the holidays . The County said they would deliver the warrant on the following Monday. I called County Assessment to have them fax the back copy of the warrant so we could check the Town's numbers with their numbers to make sure they were correct . During that discovery everything was right on the penny and the rates were perfect , except they left off $40 , 816 . 39 of the delinquent water and sewer levy. When I informed them of this , they said it was impossible . The County said to send the papers over . I informed them that we had the sheet they sent to us confirming what was going to put on the tax bills . They said they would check it . They called back to say that they left the $40,816.39 delinquents off. The County had to reprint the warrant and all the tax bills . The 4 , 800 bills that were delivered the first time were not correct : In the meantime the County sent another sheet , and I talked to Ed Hughes over the phone to compare the numbers to make sure they were correct . After comparing the numbers over the phone , everything was fine . The new reprinted bills were delivered to the Town Hall late Friday afternoon and we started to sort them . We discovered the amount to be raised in all the lighting districts were $ 2 . 00 or $3 . 00 off compared to before the delinquents were left off. The most the lighting districts are off is $5 . 89 . The other problem discovered is that the Fire Protection District was perfect before there was a problem with the delinquents . It had the proper rate of $3 . 59 . Now the Town has a Fire Protection District that is $703 . 64 short even though the rate is correct. The County said it is because of rounding off the numbers in the new software program when they had to fix the $40 ,816.39 . It must have affected the fields so the rounding is different in the other funds . I made the decision to send the bills anyway since it was just a few dollars off in the lighting districts and there was no way of correcting the Fire District numbers before the legal mailing deadline There was not much else to do . Councilman Klein - The delinquent tax bills threw the other rates off? Mrs . Noteboom - That is correct . Supervisor Valentino - The Town has been working with the County since last April to correct problems . Some of the staff have gone to the County to make sure it was put in properly so that when the printouts come back they would be correct . The Town of Ithaca is not the only town that has experienced problems . At least two or three other towns have experienced some problems with the accuracy of the County' s calculations and printing of the tax bills . Councilwoman Grigorov - Is it the new program that is causing the problems? Mrs. Noteboom - Ed Hughes was not in the office yesterday. The gentleman that I spoke to said he would talk to Mr . Hughes tomorrow, he had been ill all weekend . The gentleman said he would get back to us after they found out what had happened . The warrant is off $703 . 64 for the Fire Protection District . Councilman Klein - What are you checking , the assessed valuation total times the rates? Mrs. Noteboom - I need to make sure that the budget adopted by this Board at the public hearings for every district matches the amount to be raised by tax and that the tax rates match what the Board TOWN BOARD MINUTES 18 DECEMBER 31 , 1996 adopted at the public hearings . This Board may have to make a decision , based on Mr. Carvill' recommendation as to how to fund the $703 . 00 the Town is not going to receive . Ed Hughes at the County Assessment Department is really doing everything he can and was very cooperative . Mr. Hughes was very upset by this , and he offered to have his staff come over and help us put the bills together if needed. I would like to thank my staff for their hard work getting the bills prepared and sent out in such a short time . ADDITIONAL AGENDA ITEM NO. 1 - APPROVAL OF AGREEMENT HOFFMAN O' BRIEN LOOK TAUBE & CHIANG P. G. - U. S . POST OFFICE - TOWN HALL PROPOSAL. Supervisor Valentino - The Town is actively negotiating with the Post Office again . The people from the real estate office are in the process of getting an appraisal of the building now. Sometime after January 20 , 1997 , the real estate people would like to help the Town and the Post Office authorities negotiate the sale of the building . I have asked the Town Engineer if it might be appropriate to have the Town's architects do an evaluation of the building to make sure there is nothing missed that might be important for the Town to look at . The evaluation of the Post Office building by the architect should not exceed $5,500.00. Hiring the architect seems appropriate to keep this proposal moving at a good pace . Councilwoman Harrison - Would it be a good idea to contract with the architect before hearing bac from the Post Office about leases to make sure the Town is interested? Supervisor Valentino - "Yes . " Councilman Klein - It is not that much money: The Town might as well start this . Supervisor Valentino - There is no reason for the Town to spend a lot of staff time on heavy duty negotiations . Councilman Conley - Is the search committee . in agreement with this? Supervisor Valentino - Yes , the Post Office was their first choice , and they agreed the Town should move ahead . The Committee also recommended an evaluation of the building . Councilman Conley - Was this building the committee's choice ? Supervisor Valentino - "Yes . " RESOLUTION NO. 215: Motion made by Counclwoman Grigorov, seconded by Councilman Klein that the Town Board of the Town of Ithaca hereby authorize the Town Supervisor to enter into agmement with Hoffman O'Brien Look Taube & Chiang, P. C. to do the examination of the downto Past Office as outlined in their proposal dated December 99, 9996, subject to the agreement bei reviewed and accepted by the Town Supervisor with the advice of the Attorney for the Town and t TOWN BOARD MINUTES 19 DECEMBER 31 , 1996 Town Engineer, and be it further RESOLVED, payment for the said services a described in the agreement shall not exceed $5, 500. 00 and shall be expended from the Capital Projects Fund - Town Hall, H1620 . 400, Buildings - Contractual. A vote on the resolution resulted as follows : Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Motion carried unanimously. OTHER BUSINESS : Mr. Carvill - In reviewing all the annual bills and receivables , there is one voucher rendered to Mr. Parlett from SCLIWC. The bill was hand delivered to the Town with an invoice of $225 , 000 . 00 . Does this Board want this bill to be reflected as an expense of the 1996 year? Mr. Walker - That is the normal water bill for the billing that went out December 1 , 1996 . This is the bill for the water that was charged to the Town's customers for the December 1 , 1996 water billing . It should be reflected for the 1996 year . Mr. Carvill - Would this be revenue? Mr. Walker - Yes . This is their expense charging the Town for the water. The Town needs to pay Bolton Point for the water. Supervisor Valentino - When does the Town receive the revenue ? Mr. Walker - The Town is starting to receive it now. It should be vouchered for the January meeting . The Town Board members thanked Supervisor Valentino for a wonderful year and all her hard work and diligence in the performance of her duties . AGENDA ITEM 19 : ADJOURNMENT. As there was no further business to come before the Town Board a motion was made by Councilman Conley, seconded by Councilman Klein to adjourn . Motion carried unanimously. TOWN BOARD MINUTES 20 DECEMBER 31 , 1996 Supervisor Valentino adjourned the meeting at 11 : 55 p . m . Respectfully submitted , Joan Lent Noteboom , Town Clerk/ Director of Administrative Services . Next Regular Meeting - Monday, January 13, 1997 a@ 5 : 30 p. m. **** Minutes Transcribed by Deborah A. Kelley. OF 171 _ 9 TOWN OF ITHACA �,� zi O4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y STOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 5 Resolution of Appreciation Cheryl Smith , Conservation Board Member Resolution No . 204 WHEREAS , Cheryl Smith was appointed to the Town of Ithaca Conservation Board on January 1 , 1995 , and has served continuously on the Board since that date ; and WHEREAS , in recognition of her contributions to the Conservation Board and her abilities Ms . Smith was appointed and served as Vice Chair of the Conservation Board for the year 1996 , and assisted with the taking of the official minutes ; and WHEREAS , Ms . Smith has also served as a member of the Park and Greenway Committee , the Park & Open Space Committee , and the View Shed Committee ; and WHEREAS , Ms . Smith has chosen not to continue on the Conservation Board beyond December 31 , 1996 ; and WHEREAS , Ms . Smith has served as a member of the Conservation Board and the various said committees in a diligent and dedicated manner, seeking to protect the Town ' s open spaces and attractive natural features ; and WHEREAS , the Town of Ithaca is indebted to Ms . Smith for her capable and exemplary service as a Conservation Board Member and Vice Chair and wishes to express its appreciation to her for her contributions ; Now, Therefore, Be it RESOLVED , that the Town Board of the Town of Ithaca, on behalf of the Town , its citizens and residents , expresses its sincere gratitude to Ms . Cheryl Smith for her distinguished service to our community. MOVED : Councilwoman Harrison SECONDED : Councilman Conley Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Carried unanimously . DATED : December 31 , 1996 n Joan Lent Noteboom , Town Clerk OF 1P _ 9 TOWN OF ITHACA �,� n o4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 6 Resolution of Appreciation - Loren Tauer , Conservation Board Member Resolution No , 205 WHEREAS , Loren Tauer was appointed to the Town of Ithaca Conservation Board on March 13 , 1995 , and has served continuously on the Board since that date ; and WHEREAS, Mr . Tauer has also served as a member of the Environmental Review Committee ; and WHEREAS, Mr. Tauer has chosen not to continue on the Conservation Board beyond December 31 , 1996 ; and WHEREAS, Mr. Tauer has served as a member of the Conservation Board and the Environmental Review Committee with diligence and distinction seeking to protect the Town ' s open spaces and attractive natural features ; and WHEREAS, the Town of Ithaca is indebted to Mr . Tauer for his work for the benefit of the Town and wishes to express its appreciation to him for such work; Now, Therefore , Be it RESOLVED, that the Town Board of the Town of Ithaca, on behalf of the Town , its citizens and residents , expresses its sincere gratitude to Mr. Loren Tauer for his distinguished service to our community. MOVED : Councilwoman Harrison SECONDED : Councilman Klein Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk �Zy OF 1 r TOWN OF ITHACA � zi o4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 Pr Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 7 (a) Conservation Board Appointment Resolution No . 206 BE IT RESOLVED , the Town Board of the Town of Ithaca hereby appoints the following individual to serve on the Town of Ithaca Conservation Board as listed for the term of office indicated : CONSERVATION BOARD : Eva B . Hoffmann January 1 , 1997 through December 31 , 1998 4 Sugarbush Lane (Two Year Term ) Ithaca , NY 14850 MOVED : Councilwoman Harrison SECONDED : Supervisor Valentino Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF 1P a TOWN OF ITHACA ,�,� �04� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y STOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 7(c) Planning Board Appointment Resolution No , 207 BE IT RESOLVED , the Town Board of the Town of Ithaca hereby appoints the following individual to serve on the Town of Ithaca Planning Board as listed for the term of office indicated : PLANNING BOARD : Eva B . Hoffmann January 1 , 1997 through December 31 , 2003 4 Sugarbush Lane ( Seven Year Term ) Ithaca , NY 14850 MOVED : Supervisor Valentino SECONDED : Councilwoman Grigorov Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OFIr _ 9 TOWN OF ITHACA Z1044- 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273-1704 Town Board Meeting 12/31 /96 Agenda Item No . 8 (b) Appointment 1997 Planning Board Chair Resolution No . 208 BE IT RESOLVED , the Town Board of the Town of Ithaca hereby appoints Fred T. Wilcox , III . , 109 Juniper Drive , Ithaca , New York 14850 to serve as Chair of the Town of Ithaca Planning Board for a term of office commencing January 1 , 1997 through December 31 , 1997 , MOVED : Supervisor Valentino SECONDED : Councilman Conley Supervisor Valentino , aye ; Councilwoman Grigorov , aye; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF I r TOWN OF ITHACA ,�� n 04� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No , 8 (c) Appointment 1997 Zoning Board of Appeals Chair Resolution No . 209 BE IT RESOLVED , the Town Board of the Town of Ithaca hereby appoints David J . Stotz , 4 Evergreen Lane , Ithaca, New York 14850 to serve as Chair of the Town of Ithaca Zoning Board of Appeals Chair for a term of office commencing January 1 , 1997 through December 31 , 19978 MOVED : Supervisor Valentino SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF 17v F 9 TOWN OF ITHACA ,�,� �04� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y STOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 9 1997 Appointments Town of Ithaca Representatives Commissions and Committees Resolution No . 210 BE IT RESOLVED , the Town of Ithaca Town Board hereby appoints the following persons to serve as representatives of the Town of Ithaca on the listed commissions and committees ; and be it further RESOLVED , the term of office for the said persons shall be for a period commencing January 1 , 1997 through December 31 , 1997 , unless otherwise indicated . Agriculture Committee : James S . Ainslie , 245 Hayts Road , Ithaca , NY 14850 Government Access Channel Cable Television Committee: Councilman John P . Wolff , 118 Honness Lane , Ithaca , NY 14850 Recreation Partnership Board : Councilwoman Mary Russell , 955 Coddington Road , Ithaca, NY 14850 JoAnn Cornish , 124 Poole Road , Ithaca , NY 14850 Southern Cayuga Lake Intermunicigal Water Commission : Supervisor Catherine Valentino , 110 Eastern Heights Drive , Ithaca , NY 14850 Shirley A. Raffensperger, 139 Pine Tree Road , Ithaca , NY 14850 Sewer Joint Sub-Committee : Supervisor Catherine Valentino Councilwoman Ellen Z . Harrison , 115 East Upland Road , Ithaca , NY 14850 h ca NY 14850 1 Trumansbur Ithaca ,Frank Liguori , 12 0 9 Road , It TB Mtg . 12/31 /96 Agenda Item No , 9 Res , No , 210 Page 2 . MOVED : Supervisor Valentino SECONDED : Councilwoman Grigorov Supervisor Valentino , aye ; Councilwoman Grigorov , aye; Councilman Klein , aye ; Councilwoman Harrison , aye; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF 1P 9 TOWN OF ITHACA 21 04� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No's . 12 (a) , 12 (b) , 12 (e) = 12 ( i) Consent Agenda Items Resolution No' s , 212 (a) , 12 (b) , 12 (e) - 12 ( i) BE IT RESOLVED , that the Town Board of the Town of Ithaca hereby approves and/or adopts the resolutions for Consent Agenda Items 12 (b) , 12 (e) - 12 (i) as presented . Consent Agenda Item No . 12 (a) is approved with the amendments as noted on the resolution . Agenda Item No . ' s 12 (c) and 12 (d) shall be considered separately. Agenda Item No . 120 ) is removed from consideration . MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk fly OF 1P _ 9 TOWN OF ITHACA 21 04� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (a) Approval Town Board Minutes Resolution No . 212 (a) WHEREAS , the Town Clerk has presented the Town Board Meeting Minutes for the regular meeting held on December 9 , 1996 , to the Town Board for their review and approval ; and WHEREAS , the Town Board has reviewed and made certain corrections and amendments in the said minutes ; now therefore be it RESOLVED , that the Town Board does hereby approve and adopt the said minutes with the corrections and amendments as noted within the document as the official minutes of the Town Board for the regular meeting held December 9 , 1996 , MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye. Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF 1p 9 TOWN OF ITHACA ,�,� �04� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (b) Monthly Financial Reports , 10/96 & 11 /96 Resolution No . 212 ( b) WHEREAS , the Town Supervisor/Fiscal Officer has reviewed the October and November 1996 Financial Reports and recommends that the Town Board approve the said reports as an accurate reflection of the Town of Ithaca' s finances for the said months ; now therefore be it RESOLVED , that the Town Board of the Town of Ithaca does hereby approve the October and November 1996 Financial Reports as recommended by the Town Supervisor/Fiscal Officer as an accurate reflection of the Town of Ithaca's finances for the said months . MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 y Joan Lent Noteboom , Town Clerk 4 OF 1p a TOWN OF ITHACA 126 EAST SENECA STREET , ITHACA , N . Y . 14850 044 Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (e) Designation of Official Depository of Town Funds Resolution No . 212 (e) BE IT RESOLVED , that the Town Board of the Town of Ithaca hereby designates the Tompkins County Trust Company as the official depository for all monies coming into the hands of the Town Supervisor, Town Clerk, and the Receiver of Taxes for the year 1997 ; and be it further RESOLVED , the Town Clerk is hereby authorized and directed to forward a certified copy of this resolution to the Tompkins County Trust Company. MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 a Joan Lent Noteboom , Town Clerk OF 1 r� F _ 9 TOWN OF ITHACA �,� 21 044- 126 EAST SENECA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (f) Schedule of 1997 Town Board Meetings Resolution No . 212 (f) BE IT RESOLVED , that the Town Board of the Town of Ithaca hereby adopts the following schedule of meetings for the Town Board for the year 1997 : The Town of Ithaca Town Board meets the first Monday, following the first Tuesday of each month , with the exception of those meetings related to the budget , and year end . Monday, January 13 Monday, February 10 Monday March 10 Monday , April 7 Monday, May 12 Monday , June 9 Monday , July 7 Monday , August 11 Monday, September 8 Thursday , October 2 - Presentation Tentative Budget Thursday , November 6 - Consideration of Final Budget Monday , December 8 Wednesday , December 31 - Year End and be it further, RESOLVED , that all such meetings will be scheduled to commence at 5 : 30 p . m . , except the December 31 , 1997 meeting which will be scheduled for 10: 00 a . m . MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley , aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF 1p TOWN OF ITHACA ,�� 2i o4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 10 Recommendations of Appointments Tompkins County Boards and Committees Resolution No . 211 BE IT RESOLVED , the Town of Ithaca Town Board hereby recommends to the Tompkins County Board of Representatives the appointment of the following persons to serve as representatives of the Town of Ithaca on the listed boards and committees ; and be it further RESOLVED , the term of office for the said persons shall be for a period commencing January 1 , 1997 through December 31 , 1999 , unless otherwise indicated . Tompkins County Planning Federation : Fred T. Wilcox, III . , 109 Juniper Drive , Ithaca , NY 14850 Tompkins County Youth Board : Gale Smith , 930 Coddington Road , Ithaca , NY 14850 Tompkins County Airport Master Plan Land Use Committee : Eva B . Hoffmann , 4 Sugarbush Lane, Ithaca , NY 14850 MOVED : Supervisor Valentino SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 ' loan Lent Noteboom , Town Clerk OF 1p TOWN OF ITHACA ,�� zi o4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (g ) Official Bonds for Town Officers & Employees Resolution No . 212 (g) BE IT RESOLVED , by the Town Board of the Town of Ithaca , that the - Faithful Performance Bonds for the Town officials and employees for the year 1997 are approved as follows : Town Supervisor, Catherine Valentino $ 1 , 000 , 000 . 00 Town Clerk/Receiver of Taxes , Joan Lent Noteboom $ 1 , 0001000 . 00 Secretary to the Supervisor, Alfred F . Carvill $ 1 , 000 , 000 . 00 Town Justice , Clarence Larkin $ 25 , 000 . 00 Town Justice , Raymond Bordoni $ 25 , 000 . 00 Highway Superintendent , Fred Noteboom $ 25 , 000 . 00 All Other Employees , per person $ 25 , 000 . 00 Forgery & Alteration $ 51000 . 00 MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk �1y OF 1p _ 9 TOWN OF ITHACA ,�� 2i o4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (h ) Civil Service Reclassifications for Highway Employees Resolution No . 212 ( h ) WHEREAS , Timothy Eighmey, Jeffrey Hulbert , Robert Strosnider, and Edward Merrick have worked for the Town of Ithaca for several years as Laborers and have performed their duties in an exemplary manner; and WHEREAS , these employees possess the appropriate license and skills necessary to operate the Town of Ithaca' s motor equipment ; now therefore be it RESOLVED , on the recommendation of the Highway Superintendent the Town Board of the Town of Ithaca does hereby appoint Timothy Eighmey, Jeffrey Hulbert , Robert Strosnider , and Edward Merrick to the vacant positions of Motor Equipment Operators effective January 1 , 1997, Per Civil Service requirements , an eight week minimum probationary period applies , not to exceed 26 weeks , after which time a performance review will be made to determine regular employment status . Full time benefits apply. MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. f DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk �Zy OF I r _ TOWN OF ITHACA 21 126 EAST SENECA STREET , ITHACA , N . Y . 14850 4, 04 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 ( i) Ratification of Creation of Account Clerk/Typist and Senior Typist Positions Pursuant to Civil Service Laws Southern Cayuga Lake Intermunicipal Water Commission Resolution No , 212 ( 1 ) WHEREAS , the Southern Cayuga Lake Intermunicipal Water Commission ( SCLIWC) at their December 5 , 1996 meeting approved the establishment of the following positions in accordance with applicable New York State and Tompkins County Civil Service classification rules as positions in the competitive class pursuant to Section 44 of the Civil Service Law: (a ) One Account Clerk/Typist ( b ) One Senior Typist and , WHEREAS , the Town of Ithaca Town Board serves as the administrating municipality for the SCLIWC related to payroll and New York State Civil Service requirements ; now therefore be it RESOLVED , the Town Board of the Town of Ithaca does hereby ratify the creation of the said positions in accordance with applicable New York State and Tompkins County Civil Service classification rules as positions in the competitive class pursuant to Section 44 of the Civil Service Law; and be it further RESOLVED , the Town Clerk is hereby authorized and directed to forward a certified copy of this resolution to the Tompkins County Personnel Department and to the SCLIWC . MOVED : Councilwoman Grigorov SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk �zy OF I r TOWN OF ITHACA 21 �- 126 EAST SENECA STREET , ITHACA , N . Y . 14850 Y04 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (c) 1996 Closing Budget Transfers Resolution No . 213 WHEREAS , compliant with standard year end closing practices established and required by the NYS Comptroller's Office and Governmental Accounting Auditing and Financial Reporting Standards the Chief Fiscal officer of the Town of Ithaca has reviewed all over expended appropriations for all operating funds for the year ending December 31 , 1996 ; and WHEREAS , this review has disclosed certain over expended appropriations requiring a transfer of funds from other under expended appropriations . These expenditures and the required budget transfer (s) are presented for the Town Board ' s consideration and approval : GENERAL FUND To : Al 110 . 405 Town Justices - Law books , Shared Supplies $ 1750 . 47 From : A1110 . 100 Town Justices - Personal Services $ 1750 . 47 To : All 3300100 Tax Collection - Personal Services $ 947 . 72 From : Al 330 . 400 Tax Collection - Contractual $ 947 . 72 To : A1450 . 402 Elections - Election Inspectors $2056 . 40 From : A1450 . 200 Elections - Election Equipment $ 986 . 07 From : Al 450 . 401 Elections - Supplies $ 1070 . 33 To : A1460 . 200 Records Management - Equipment $ 1045 . 00 From : A1460 . 400 Records Management - Contractual $ 1045 . 00 To : Al 620 . 100 Buildings - Personal Services $ 22 . 42 To : A1620 . 200 Buildings - Equipment $ 150 . 00 From : A1620 . 412 Buildings - Bldgs . & Grounds Maintenance $ 172 . 42 To : A3510 . 400 Dog Control = Contractual $ 1409 . 00 From : A3520 . 400 Dog Control - Other Animal Control $ 7 . 00 From : A1670 . 407 Shared Services - Equipment Maintenance $ 1402 . 00 TB Mtg . 12/31 /96 Agenda Item No . 12 (c) Res . No . 213 Page 2 , GENERAL FUND - Continued To : A5132 . 410 Highway Garage - Electric $ 103 . 24 From : A5132 . 412 Highway Garage - Bldgs . & Grounds Maint . $ 103 . 24 To : A5630 . 415 Gadabout - Contractual $ 1092 . 00 From : A1670 . 430 Shared Services - Education $ 1092 . 00 To : A7140 . 401 Playgrounds/Recreation - Personal Services $ 1427900 From : A1670 . 430 Shared Services - Education $ 908 . 00 From : A1670 . 205 Shared Services - Misc . Equipment $ 500 . 00 From : Al 670 . 411 Shared Services = Computer Supplies $ 19 . 00 To : A7320 . 404 Youth/Aged Projects - Community Services $3043 . 57 From : A1670 . 407 Shared Services - Equipment Maintenance $ 1455003 From : Al 670 . 411 Shared Services - Computer Supplies $ 1588 . 54 To : A9010 . 800 Employee Benefits - State Retirement $ 1023 . 88 From : A9060 . 800 Employee Benefits - Group Health Insurance $ 1023 . 88 GENERAL FUND PART-TOWN To : B1670 . 409 Shared Services - Legal Ads $ 315 . 57 From : B1670 . 407 Shared Services - Equipment Maintenance $ 315 . 57 To : B7140 . 101 Park Maintenance = Personal Services $5456 . 71 From : B7140 . 102 Park Maintenance - Personal Services/Const . $5456 . 71 To : 87140 . 104 Park Maintenance - Conservation Corps/Personal $ 697 . 20 From : B7140 . 102 Park Maintenance - Personal Services Planning $ 697 . 20 To : B7140 . 202 Park Maintenance - Equipment Construction $ 136 . 76 To : B7140 . 405 Park Maintenance - Conservation Corp YCC $ 92 . 18 To : B7140 . 407 Park Maintenance - Donations Parks YCC $ 850 . 53 From : B7140 . 402 Park Maintenance - Contract/Plan Construction $ 1079 . 47 To : 68010 . 100 Zoning - Personal Services $ 1889 . 50 From : B8010 . 405 Zoning - Miscellaneous $ 1889 . 50 TB Mtg . 12/31 /96 Agenda Item No . 12 (c) Res . No . 213 Page 3 . GENERAL FUND PART-TOWN - Cont 'd To : B8020 . 407 Planning - CAC Committee $ 1 . 58 From : B8020 . 405 Planning - Miscellaneous $ 1 . 58 To : 89010. 800 Employee Benefits = State Retirement $ 3116426 From : 89060 . 800 Employee Benefits - Group Health Insurance $ 3116 . 26 HIGHWAY FUND PART-TOWN To : DB5110 . 100 General Repairs - Personal Services $ 1530 . 39 From : DB5110 . 102 General Repairs - Personal Services Overtime $ 637 . 33 From : D135110 . 451 General Repairs - Road Repairs $ 893 . 06 To : D135140 . 102 Brush & Weeds - Personal Services Overtime $ 153 . 53 From : DB5140 . 100 Brush & Weeds - Personal Services $ 153 . 53 WATER FUND To : F8340 . 101 Transmission & Distribution - Personal Services $ 2043 . 44 From : F8340 . 100 Transmission & Distribution - Personal Services $ 2043 . 44 To : F8340 . 404 Vehicle Maintenance/Gas - Contractual $ 506 . 17 From : F8340 . 410 Electric - Contractual $ 506 . 17 To : F8340 . 489 Master Meter T Main - Contractual $ 111 , 245 . 70 From : F8340 . 470 Repairs to Lines - Contractual $ 37 , 608 . 03 From : F8340 . 481 Tank Painting Maintenance $ 35 , 425 . 00 From : F8340 . 485 Tank Security $ 8000 . 00 From : F8340 . 486 Tank Pump Station Access $ 797 . 57 From : F8340 . 487 System Telemetry $ 8000 . 00 From : F8340 . 488 Safety Improvements Pits $ 8000 . 00 From : F8340 . 499 Miscellaneous $ 311 . 52 From : F8340 . 480 Capital Improvement Reg . Ext . $ 1310 . 36 TB Mtg . 12/31 /96 Agenda Item No . 12 (c) Res . No . 213 Page 4 . WATER FUND - Cont d . To : F9010 . 800 Employee Benefits - State Retirement $ 1113 . 26 To : F9055 . 800 Employee Benefits - Disability Insurance $ 0 . 72 To F9060 . 800 Employee Benefits = Group Health Insurance $ 9975 From : F9030 . 800 Employee Benefits - Social Security $ 1080 . 96 From : F8310 . 400 Administration - Contractual $ 42077 SEWER FUND To : G8110 . 410 Administration - Utilities $ 162 . 91 From : G8110 . 400 Administration - Contractual $ 162 . 91 To : G8120 . 101 Administration - Personal Services $ 1012 . 84 From : G8120 . 100 Administration - Personal Services $ 1012 . 84 To : G8120 . 410 Sanitary Sewers - Power & Lights $ 630 . 12 From : G8130 . 480 Sanitary Sewers - Repairs and Maintenance $ 630 . 12 To : G9010 . 800 Employee Benefits = State Retirement $ 963 . 25 To : G9060 . 800 Employee Benefits - Group Health Insurance $ 10 . 75 From : G9030 . 800 Employee Benefits = Social Security $ 827 . 22 From : G9055 . 800 Employee Benefits - Disability Insurance $ 9 . 28 From : G8110 . 400 Administration - Contractual $ 137 . 50 and , WHEREAS , the Town Board has reviewed these transfers as recommended ; now therefore be it RESOLVED , the Town Board approves the said budget transfers for the operating year ending December 31 , 1996 ; and be it further RESOLVED , that the Town Board hereby authorizes and directs the Chief Fiscal Officer to record these year end budgetary transfers and other operating budgetary transfers deemed necessary to the Town ' s accounting financial records . TB Mtg . 12/31 /96 Agenda Item No . 12 (c) Res , No . 213 Page 5 . MOVED : Supervisor Valentino SECONDED : Councilman Klein Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk OF IT� TOWN OF ITHACA 21 126 EAST SENECA STREET , ITHACA , N . Y . 14850 j 0 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273-1704 Town Board Meeting 12/31 /96 Agenda Item No . 12 (d) Designation of Official Newspaper Resolution No . 214 BE IT RESOLVED , that the Town Board of the Town of Ithaca hereby designates the Ithaca Journal as the official newspaper for the Town of Ithaca for the year 1997 ; and be it further RESOLVED , the Town Clerk is hereby authorized and directed to forward a certified copy of this resolution to the Ithaca Journal , MOVED : Supervisor Valentino SECONDED : Councilwoman Harrison Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , nay; Councilwoman Harrison , aye ; Councilman Conley , aye . Motion carried . DATED : December 31 , 1996 Joan Lent Noteboom , Town Clerk i i 0F1 F a TOWN OF ITHACA ,�,� �04�- 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 Town Board Meeting 12/31 /96 Additional Agenda Item No . 1 Approval of Agreement Hoffman O' Brien Look Taube & Chiang , P . C . US Post Office = Town Hall Proposal Resolution No . 215 BE IT RESOLVED , the Town Board of the Town of Ithaca does hereby authorize the Town Supervisor to enter into an agreement with Hoffman O' Brien Look Taube & Chiang , P . C . to do the examination of the downtown US Post Office as outlined in their proposal dated December 19 , 1996 , subject to the agreement being reviewed and accepted by the Town Supervisor with the advice of the Attorney for the Town and the Town Engineer; and be it further RESOLVED , payment for the said services as described in the agreement shall not exceed $5 , 500. 00 and shall be expended from the Capital Projects Fund - Town Hall , H1620 . 400 , Buildings = Contractual . MOVED : Councilwoman Grigorov SECONDED : Councilman Klein Supervisor Valentino , aye ; Councilwoman Grigorov , aye ; Councilman Klein , aye ; Councilwoman Harrison , aye ; Councilman Conley, aye . Carried unanimously. DATED : December 31 , 1996 Q., L- + oil-.= Joan Lent Noteboom , Town Clerk , . , 23 ►�r � Hoffman O' Brien Look Taube & Chiang, P. C. T _ Lawrence Holtman, AIA Robert J. O'Brien, AIA ARCHITECTS, PLANNERS, AND INTERIOR DESIGNERS `. .`. = -- ` °= `- "-` 0 uglas G. Look, AIA 217 North Aurora Street, Ithaca, New York 14850 607.273.7600 David H. , AIA Grace N. ChKiangiang, AIA 19 December 1996 Graham L. Gillespie, AIA Stephen G. Wilson, AIA Mr. Daniel R . Walker, PE Town Engineer, Town of Ithaca 126 East Seneca Street Ithaca, New York 14850 Reference: New Town Hall Proposal for Evaluation of Post Office HOLT&C Project No . 96057 Dear Dan : I am pleased to respond to your request for a proposal to evaluate the Ithaca Post Office for the suitability of renovation for the new Town Hall . Our understanding of the project scope , the services we will provide , and . our proposed fee are outlined below. I. Proiect Scope We will examine the feasibility of renovating the downtown Ithaca branch office of the US Postal Service located at Tioga and Buffalo Streets , Ithaca , New York, for use as the new Town Hall . II. Scope of Services A. Investigation 1 . Examine and Review Existing Documents. We will examine the existing building and review any available construction documentation . Our review will include general observation of structure envelope, architectural elements , site and mechanical and electrical systems. We anticipate that the Town of Ithaca will request existing drawings of the Ithaca Post Office building from the US Postal Service and submit them to us. 2. Conduct Code Overview. With the Town Hall program as a standard for use and occupancy, HOLT&C will conduct an overview of code issues for general compliance with local zoning requirements and with the New York State Uniform Fire Protection and Building Code . B . Documentation 1 . Develop Conceptual Plan . Using the program developed in the previously completed Facility Needs Evaluation , HOLT&C will review the appropriateness of conversion of the building to meet the needs for a Town Hall , 2. Develop Conceptual Opinion of Probable Construction Costs. We will develop a conceptual cost evaluation of the conceptual plan , based on assigning square foot costs. C. Consultants HOLT&C will retain the following Consultants as required for this project and as part of the services: 1 . Mechanical/Electrical Engineering : Charles R. Wilson Engineering , Ithaca , New York 2. Structural Engineering : Ryan-Biggs Associates , P .C . , Troy, New York D. Schedule of Services Our proposed services will last a period of six (6) weeks commencing upon receipt of an executed Agreement or Notice-to- Proceed Letter. f 19 December 1996 New Town Hall Proposal for Evaluation of Post Office 02 III. Fee Compensation A. Not-to-Exceed Fee Compensation 1 . Total Compensation . We will provide the services described above on an Hourly Basis, Not-to- Exceed Five Thousand Five Hundred Dollars ($5,500.00) . 2. Consultants' Compensation . Our Consultants' fees are included in the fee stated above . B. Reimbursable Expenses 16 Basis of Reimbursement. Reimbursable expenses are included in the fee stated above, billable at 1 . 1 times cost. 2. Reimbursable Definition . Reimbursable expenses include: all long distance telephone calls and facsimile transmissions ; project related renderings, photography, reproductions, printing ; duplicating and binding ; postage and handling; and travel as required . After you've reviewed our proposal , please let me know if you have any questions about the terms. We'll then put together a HOLT&C agreement if you wish us to proceed . We look forward to continuing our work with you towards a new Town Hall for the Town of Ithaca . Sincerely, HOFFMAN O'BRIEN LOOK TAUBE & CHIANG , P .C . Douglas G . Look, AIA Vice President xc: Joan Costello OF 1p TOWN OF ITHACA ,�� n o4� 126 EAST SENECA STREET , ITHACA , N . Y . 14850 � Y TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273- 1704 TOWN BOARD YEAR END MEETING December 31 , 1996 10: 00 a. m . 1 . Call to Order . 2 . Pledge of Allegiance . 3. PERSONS TO BE HEARD . 4 . Review of Correspondence : a . Ithaca College 5 . Consider resolution of appreciation to Cheryl Smith , Conservation Board member. 6 . Consider resolution of appreciation to Loren Tauer , Conservation Board member. 7 . Consider appointments to the following : a . Conservation Board . b . Ethics Board . c . Planning Board . d . Zoning Board of Appeals . 8 . Consider appointments of Chair for the following : a . Ethics Board . b . Planning Board . c . Zoning Board of Appeals . 9 . Consider appointments as Town of Ithaca representatives on the following : a . Agriculture Committee . b . Government Access Channel Cable Television Committee . c . Intermunicipal Youth Commission . d . Recreation Partnership Board . e . Southern Cayuga Lake Intermunicipal Water Commission . f. Sewer Joint Sub-Committee. g . Town of Ithaca/Cornell University Transportation Committee. TB Mtg . 12/31 /96 Agenda Page 2 , 10 . Consider recommendations of appointment to the Tompkins County Board of Representatives for the following : a. Tompkins County Airport Master Plan Land Use Committee . b . Tompkins County Planning Federation . c . Tompkins County Solid Waste Management Advisory Committee . d . Tompkins County Youth Board . 11 . Consider participation in the Ithaca Area Waste Water Treatment Facility capital improvements . 12 . Consent Items : Consider resolutions approving and/or authorizing the following : a . Town Board Meeting Minutes = 12/9/96 . b . Monthly Financial Reports - 10/969 11 /96 . c . 1996 Budget Transfers . d . Designation of Official Newspaper. e . Designation of Official Depository of Town Funds . f. Schedule of 1997 Town Board Meetings . g . Official Bonds for Town Officers & Employees . h . Change of classification of certain highway employees . I . Creation Civil Service Classifications = Bolton Point . j . Appointment Account Clerk - Bolton Point . 13. Consider ADJOURNMENT. ADDITIONAL ITEMS 1 . Consider new Town Hall evaluation proposal from Hoffman O' Brien Look Taube & Chiang , P . C . 2 . Update 1997 Tax Collection billings . 1