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HomeMy WebLinkAboutTB Minutes 2003-05-12REGULAR MEETING OF THE ITHACA TOWN BOARD MONDAY, MAY 12, 2003 AT 5:30 P.M. 215 NORTH TIOGA STREET, ITHACA, NEW YORK AGENDA 1. Call to Order 2. Pledge of Allegiance 3. Report of the Tompkins County Board of Representatives - Dooley Kiefer and Steve DeWitt 4. Discussion of the Help America Vote Act of 2002 5. Report of Fire Commissioners 6. 6:00 p.m. - Persons to be Heard 7. Report on Joint Youth Commission - Diane Jayne 8. Consider Authorization to Sign Joint Youth Commission Agreement 9. 6:30 p.m. Public Hearing - Noise Permit Application - American Cancer Society Relay for Life at Ithaca High School Stadium and Track 10. Consider Setting Public Hearing regarding the 2003 Water System Improvement Program 11. a.) Consider Amendment No. 1 to Design Agreement Between City of Ithaca, Town of Ithaca, Town of Dryden and Steams & Wheler, LLC regarding Design of Treatment Facilities for Phosphorous Removal at the Ithaca Area Wastewater Treatment Plant b.) Consider Setting Public Hearing regarding the proposed Joint Sewage Treatment Plant Phosphorous Removal Improvement Project 12. Discussion of Systems Development Group (SDG) Contract 13. Announcement of Filing of Ethics Disclosure Statements 14. Consider Approval of Employee Assistance Program 15. Consider Recommendations for Revisions and Adoption of The Town's Five Year Capital Projects Plan from the Capital Projects and Fiscal Planning Committee 16. Consider Approval of Amended Agreement for the Expenditure of Highway Monies 17. Consider Amending the 2003 Sewer Fund Budget Pursuant to the Recommended Revision, in the Town's Five Year Capital Budget Plan 18. Consider Budget Amendments to the Capital Project Fund for the Town Public Works Facility 19. Consider 2003 Budget Amendment Adding Budgetary Funds for the Reimbursement to the Town General Townwide Fund for Incurred Excess Utility and Gas Expenditures During Construction and Renovation of the Public Works Facility Capital Project Fund 20. Consider 2003 Budget Amendment Increasing the Town Work Force Expenditure in the Public Works Facility Capital Project Fund 21. Consider Setting Public Hearing Regarding Proposed Rezoning of Property at Danby Road and West King Road in conjunction with the Proposed Holly Creek Subdivision 22. Consider Authorization to Hire a Consultant to Assist with Stream BufferA/Vatershed Analysis Using Arc View Spatial Analyst 23. Consent Agenda a. Town Board Minutes - April 7, 2003 _ b. Town Warrants c. Bolton Point Warrants I I d. Approval of Creation of Civil Service Classification: Project Assistant e. Appointment of Project Assistant f. Approval of Revisions to Job Description for Network/Records Specialist g. Approval of Attendance at New York Water Environment Association Technical Conference h. Authorization for Attending NYS SHRM Annual Conference i. Authorization for Attending Fundamentals of Compensation Course j. Authorization to Hire Summer Planning Intern k. Ratify Regular Appointment of Account Clerk/Typist - SCLIWC I. Ratify Position title Changes and Creation of Additional Distribution Operator Position - SCLIWC 24. Report of Town Officials a. Town Clerk b. Highway Superintendent c. Director of Engineering d. Director of Planning e. Director of Building/Zoning f. Human Resources Manager g. Budget Officer h. Network/Records Specialist i. Receiver of Taxes n j. Attorney for the Town 25. Report of Town Committees and Boards a. Capital Planning Committee b. Cayuga Lake Watershed Intermunicipal Organization 0. Codes and Ordinances Committee d. Human Services Coalition e. Personnel Committee f. Purchase of Development Rights Committee g. Public Works Committee h. Records Management Advisory Board 1. Recreation Partnership j. Safety Committee k. Sewer Contract Committee I. Sewer Joint Subcommittee m. Southern Cayuga Lake Intermunicipal Water Commission n. Special District Benefit Assessment Committee 0. Transportation Committee 26. Review of Correspondence a. March 27, 2003 letter from Cornell re lost State funding b. April 2, 2003 letter from NYS Dept of Public Service re public comment on proposed rules changes related to cable television service c. April 10, 2003 letter from Time Warner Cable re restructuring d. April 10, 2003 letter from Community Arts Partnership re grant recipients e. Copy of April 8 and 11, 2003 emails between Jim Adams, Cornell, and Rich DePaolo, resident, re lake source cooling f. April 15, 2003 engagement letter from Sciarabba Walker & Co. g. April 22, 2003 Invitation from County to New Voting Machine Demonstration 5/15/2003 h. April 22, 2003 letter from Bishop Sheen Housing requesting letter of support 1. Request from Ithaca Police Department for use of old town hall j. April 29, 2003 letter from Jeff Hanavan requesting consideration of rezoning of his parcel to Agricultural k. Financial Statement and Independent Auditors Report for Southern Cayuga Lake Intermunicipal Water Commission I. 2003-2006 Transportation Improvement Program Presentation 27. Adjournment REGULAR MEETING OF THE ITHACA TOWN BOARD 215 NORTH TIOGA STREET, ITHACA, NEW YORK MONDAY, MAY 12, 2003 AT 5:300 P.M. ADDITIONAL AGENDA ITEMS Consider Approving and Authorizing the Southern Cayuga Lake Intermunicipai Water Commission's Office Space Additional Capital Improvement Project Consider Executive Session regarding the sale of real property TOWN OF ITHACA TOWN BOARD SISN-IN SHEET DATE: Monday, May 12, 2003 (PLEASEPRINT TO ENSURE ACCURACY IN OFFICIAL MINUTES) PLEASE PRINT NAME ac- PLEASE ARJA/rADDRESS/AFFILIATION £JL J ) /o I .. V\Xry^'^ px. /7^ t/A-jErv'dU (y^d^XM s, mLli4t.^ y\^ r)Se3 (\\\n£. fl^LfF I dj'rJi SPPi.yhch '^y IV/ (Ua.'^^.a'^d '^hylU\ tj UkJk. C s3 "^a^iAa'c-<^ f^O- "PrrT5 Llh U)cJhy- /Per "'YTnA:CA. EkviyUi f\- rhvi l^g- n n /0;t| [/^[q^ /i2j /I ^ i\:r-v: k>^v?^/x^ Un -^yuu--j5" i^y\y gM- n .s\cA^ s-U A pV V '^Dyyir:^ ir / / TOWN OF ITHACA AFFIDAVIT OF POSTING AND PUBLICATION I, Tee-Ann Hunter, being duly sworn, say that 1 am the Town Clerk of the Town of Ithaca, Tompkins County, New York and that the following notice has been duly posted on the sign board of the Town Clerk of the Town of Ithaca and the notice has been duly published in the official newspaper, (Ithaca Journal): LEGAL ADVERTISEMENT:PUBLIC HEARING MONDAY, MAY 12, 2003 AT 6:30 PM REGARDING NOISE PERMIT APPLICATION SUBMITTED BY AMERICAN CANCER SOCIETY FOR EVENT AT ITHACA HIGH SCHOOL STADIUM AND TRACK Location of Sign Board Used for Posting:Town Clerk's Office 215 North Tioga Street Ithaca, New York 14850 of Posting: ate of Publication: Friday, April 25, 2003 Wednesday, April 30, 2003 Tee-Ann Hunter, Town Clerk, Town of Ithaca STATE OF NEW YORK ) COUNTY OF TOMPKINS ) SS: TOWN OF ITHACA ) Sworn to and subscribed before me this > day of T . 2003. Notary Public CARRIE WHITMORE Notary Public, State of New York No. 01WH6052877Tioga County "70^0 Commission Expires December Wednesday. April 30. 2003 The Ithana Journal NOTICE OF PUBUC HEARING The Ithaco Town Board will hold a public hearing on Monday, May 12, 2003 a! 6:30 p.m. ai Town Hall, 215 North Tiogo Street, Ithaca, NY regarding a Noise Permit Application submitted by the American Cancer Sociefy who are planning □ fund raising event at the Ithoca High School Stadium and Tro«. The event. Relay for Life, isscheduled to take place from 7:00 p.m. July 11,2003 through 10:00 a.m.July 12, 2003. At the oforementioned public hearing all persons in favor of or opposed to theapplication will be heord by the Town Board. Individuals with visual or hearing impairments or other speciolneeds will be provided with assistonce as necessaryupon request. People desiring assistance must moke a |request not less than 48 | J hours prior to the time of the .|public hearing. t Tee-Ann HunterTown ClerkDate: Apnl 25/ 2003 Ps ♦ • ; April 30, 200^ BP'OMTtHW --.I ' ^,dS nolset.TtmcO a May 12, 2003 Town Board Minutes Approved June 9, 2003 REGULAR MEETING OF THE ITHACA TOWN BOARD MONDAY, MAY 12, 2003 AT 5:30 P.M. 215 NORTH TIOGA STREET, ITHACA, NEW YORK THOSE PRESENT: Supervisor Valentino, Councilwoman Russell, Councilwoman Grigorov, Councilman Klein, Councilman Lesser, Councilman Burbank, Councilman Niederkorn STAFF PRESENT: Jonathan Kanter, Director of Planning; Dan Walker, Director of Engineering; Andy Frost, Director of Building and Zoning; Tee-Ann Hunter, Town Clerk; Judy Drake, Human Resources Manager; Al Carvill, Budget Officer OTHERS PRESENT: John Barney, Attorney for the Town; Marty Moses, American Cancer Society; Mike Raffee, American Cancer Society; Marilyn Edid, 22 Renwick Heights Road; Gregory Pitts, Rachel Carson Way; Dooley Kieffer, Tompkins County Board of Representatives; Stephen DeWitt, Tompkins County Board of Representatives. Call to Order The meeting was called to order at 5:30 p.m. Supervisor Valentino led the assemblage in the Pledge of Allegiance. Agenda Item No. 5 - Report of Fire Commissioners (Attachment #1 - written report) Mr. Romanowski appeared before the Board with the monthly Fire Commissioners' Report. Mr. Romanowski closed his report stating he would appreciate any help he could get from the Town to stress to the City that their Fire Protection Contract with the Town is specific regarding number of personnel and their duties. Supervisor Valentino stated she had copied that portion of the contract and spoken with Fire Chief Wilbur. Councilwoman Russell suggested a letter. Supervisor Valentino stated that Fire Chief Brian Wilbur would be talking with the Mayor first. Supervisor Valentino stated the Town may need to point out to the City that it would be a shame for them to breech the newly signed contract. Agenda Item No. 3 - Report of Tompkins County Board of Representatives Dooley Kieffer appeared before the Board with the County Board's monthly report. Representative Kieffer reported that the County will be holding a public hearing on a local law that will raise the local use portion of the Motor Vehicle Registration Free from $2.50 per vehicle to $10.00 for commercial vehicles and passenger vehicles over 3,500 pounds, $5.00 for passenger vehicles 3,500 pounds or less. At present, the fee collected goes to help support the local Department of Motor Vehicles Office. The additional money will go toward road / bridge maintenance, trying to make up for lost State money. Agenda Item No. 4 — Discussion of Help America Vote Act (Attachment #2 — NYS Board of Elections Memos) Representative Kieffer told the Board that the County is just beginning to look at how they are going to comply with the Help America Vote Act. They are waiting to hear what the State decides. The thing that the County is more likely to move forward on earlier rather than later is centralization. Representative Kieffer turned discussion over the Steve DeWitt, Republication Commissioner of the Tompkins County Board of Elections. May 12, 2003 Town Board NSutes Approved June 9,2003 Supervisor Valentino reported that the Town had been looking at this issue and has corfflrns about what is going to happen with the State and what the County is planning to do. She I ' stated that centralization was of concern to the Town and remarked that the carent coordination between the County and Towns seems to work very. She was unsure whtfher centralization would be an improvement stating the County would "have to convince 6 of that". Supervisor Valentino reported having heard concern about going to the eledonic machines. There has been discussion of their ability to function well and to give goodSack up. The machines that the Town has are already retrofitted for handicapped acces^lity. They have been reliable machines for a long and time and we are wondering about spading all that money. She asked that Mr. DeWitt give the Board an outline of what the Coirty is proposing. Representative Kieffer stated that the County Commissioners are waiting to hear whs the State is doing before formalizing a proposal. Mr. DeWitt introduced himself to the Board. Mr. Burbank asked Mr. DeWitt to state his interpretation of what we are being directed to do either by the Federal Government or the State. Mr. DeWitt stated the Help America Vote Act "seems" to dictate that we haie to replace the lever machines. Mr. DeWitt referred to a letter from Voting Machines, Siich indicated our existing machines could be retrofitted to comply, but stated the Stete's interpretation is that we have to replace the lever machines. At this point, the State has not certified any electronic machine that complies with HAVA (Help America Vote Act). Mr. DeWitt told the Board that the Americans with Disabilities Act component of the law mandates that any person with a disability needs to be able to vote independent and confidentially. The currently owned machines that are wheel chair accessible need to be cranked down and when the person is through must be cranked up. Mr. DeWitt comnwited that even for a healthy person this is a pretty strong task. Machines must also have aVoter verifiable printed audit record". This shouldn't be confused with a "voter verifiable Wlot". The difference is the voter verifiable ballot is that before a person votes they can sie on some printed piece of paper who they are voting for. A voter verifiable audit trail is%eing able to print out at the end of the day what every person voted for". To further descrihethis, Mr. DeWitt stated that "the ones that I've seen they (inaudible) random order and takeevery vote and they'll say this voter voted for this, this, this, this, this, and this; and this votereoted for this, this, this, and this; and then they add it up". The lever machine does not do tha Mr. Burbank reported there had been an instance when one of these electronic matfiines reset itself midway through the voting and there was no way of retrieving the lost vota. He told Representative Kieffer that he would find out the name of the municipality. There was discussion of the "full face ballot" that displays the entire ballot on one shaft Mr. DeWitt reported that the State seems to be leaning towards that. Mr. DeWitt reported that the State formed the Help America Vote Task Force that te met several times over the past two months. The task force is putting together a draft jplto that should be ready in the next ten days. When it is ready it will be available on the Stat^oard of Election's website www.elections.state.nv.us. At this point you can make commenteabout the plan and about HAVA. The State will be scheduling public hearings. n May 12, 2003 Town Board Minutes Approved June 9, 2003 Councilman Lesser asked for a range of costs to the Town. Mr. DeWitt responded that the one machine he had seen made by Sequoia will cost about $7,000 per machine. Mr. DeWitt reported on conversations he has had with Peter 8. Kosinski, Deputy Director of the State Board of Elections, who told him there was a 70 million dollar allotment coming this year and Mr. Kosinski is confident that he can get another 70 million. Mr. Kosinski is confident that probably all but about 3 y2% to 5% will be covered by the federal government on the purchase of the machines. Councilman Lesser asked what was the perceived benefit of centralizing the function of managing the machines and the organization of some of the voting arrangements? Representative Kieffer stated that with respect to the existing machines, the Town of Ithaca stores their machines "just fine". Not all towns have good storage facilities so the care of the machines is problematic. If the County does go to electronic machines, the "care and feeding of them" will be different. Mr. DeWitt stated his feelings that State legislation will require that at least the machine aspect of the operation will be centralized. Supervisor Valentino expressed concern in response to Representative Kieffer's and Mr. DeWitt's comments that, with centralization, the number of machine custodians could be reduced. Councilman Burbank stated a concern that maintenance of the machines will not be able to be done by the counties, rather it will have to be done by the manufacturers or their authorized agents. He asked whether Mr. DeWitt was aware that some companies are allowing localities to have access to the inner workings of the machines. Mr. DeWitt replied that there were a variety of arrangements: sometime the county will have a programmer on staff at the Board of Elections, in some cases the manufacturers are employed, and in other cases a third party agent has done it. Councilman Burbank related that he has read cases where the manufacturers have forced the users to sign contracts saying that they would not do any maintenance. That would be a very major concern for Mr. Burbank. Councilman Klein remarked that it seems like centralization will cost more money. The Town of Ithaca stores their equipment here. The County stores none. If the County is going to take on this role they will have to have a storage facility, which they do not have. Obviously, with taking care of these things throughout the year, the County will need more personnel. Our Highway people move the machines. They are already on our payroll and once or twice a year they are called in to move the machines back and forth. If all of a sudden there is a charge-back to the Town for County services it's a charge we don't have, it's a cost we have covered. Councilman Klein could see the need to centralize to deal with the electronic machine, but at the same time it is going to cost the Town more money. Supervisor Valentino commented that the people that maintain the machines are local people. Mr. DeWitt told her that the maintenance people would continue to be local people. Supervisor Valentino then asked what role Mr. DeWitt saw the Town's playing in the centralized system. Mr. DeWitt stated that, in regards to the machines themselves, he was May 12, 2003 Town Board N6nates Approved June 9,M)03 not sure that he saw much of a role. With regard to the election inspectors, Mr. DeWifiaaid ^ there would be some flexibility in setting up this relationship. M Supervisor Valentino stated she agreed with Councilman Klein and the County should lorik at this closely, it does not appear more efficient or a cost savings. Representative Kieffer stated that the burden was on the Election Commissioners to corwce the County Board. Supervisor Valentino stated she would not be very happy with charge-backs where theiate was set by one entity and then the other entity is obligated to pay that. If you're going tspay the bills you need to have authority to set the rate. Historically, the Town has workedarell, with recommendations from the County, setting those rates. Being charged-back som^ing over which we had no say on how much the charges will be or how they are adminisfered would be pretty difficult for the Town to go along with. Coordination between the Town Qferks and the County has always gone pretty smoothly in this County. If it is working well let'sly to keep it as close to that as we can. If there are some extra things we have to do to takecare of these electronic machines then let's lock in on that and figure out how do we best dedBwith that. Should that be handled solely at the County or someplace else, because that detetely would be a change from what we have been doing in the past? Commenting on Representative Kieffer's letter, Councilwoman Grigorov stated that it Icxfe as though everything except paying for it is done by the County and they would set the pay scales Countywide. The only thing that is our actual responsibility is the expenses. Councilman Burbank asked for the timeframe for a decision on this and who will be rad^ing that decision. Mr. DeWitt was unsure stating he gets the sense that this is probably notfoing to happen this year. Mr. Burbank stated he saw this as being very top-down. We'reteing forced to abandon a technology that has proven it's worth over many, many years and adopt one that is fraught with unknowns at best. He expressed concern not only about the coa and loss of control, but about the system we're being forced to adopt. Supervisor Valentino asked that, as the County works through this, they try to haveKJme meetings and visit with the Town Clerks and the people that have been working ob the elections for so many years. Agenda Item No. 6 - Persons to be Heard There was no one present for Persons to be Heard. Agenda Item No. 7 - Report on Joint Youth Commission Diane Jayne appeared before the Board on behalf of the Joint Youth Commissioa The Board received the commission's annual report in the their packets and Ms. Jaynefitriefly reviewed the commission's activities with the Board. Agenda Item No. 8 - Consider Authorization to Sign Joint Youth ComriBsion Agreement (Attachment #3 - Contract) n n May 12, 2003 Town Board Minutes Approved June 9, 2003 Supervisor Valentino brought the Board's attention to a change in the Agreement. Page 2 of the Agreement lists the programs and the amount of money being allocated to those programs. Programs and funding can be subject to change on an annual basis. Attorney Barney requested the addition of, "with such changes therein as the Town Supervisor may approve upon the advise of the Town Attorney". Councilwoman Russell thanked Ms. Jayne for her service on the Board. TB RESOLUTION NO. 2003-045 - Authorization to Sian 2003 County and Town Joint Youth Programming Agreement WHEREAS, the Town Supervisor, Deputy Supervisor and Budget Officer received and have reviewed the final County and Town Joint Youth Commission Program budget for 2003; and WHEREAS, the final budget figures provided to the Town by the County Joint Youth Commission total $102,871; and WHEREAS, this governing Town Board budgeted $99,155 to fund the Town's 2003 youth programs; and WHEREAS, the Supervisor, Deputy Supervisor, and Budget Officer met with Theresa Albert, Administrative Assistant, and Karen Coleman of the County Youth Services Department for the purpose of understanding and outlining youth service expenditures by program type including the reimbursement stream of State Aid coming to the Town of Ithaca by way of the County Youth Services Department; and WHEREAS, it was agreed that the Town of Ithaca will only provide $99,155 for 2003 Youth Programming and should additional programming funds be needed the County Joint Youth Commission will return to the Town Board with program detail and a funding request; now, therefore, be it RESOLVED, that this governing Town Board authorizes and directs the Town Supervisor to sign the 2003 County Joint Youth Bureau Agreement with such changes therein as the Town Supervisor may approve upon the advise of the Town Attorney and directs the Town Clerk to forward a certified copy of this resolution along with the signed agreement to the Director of the Tompkins County Youth Bureau. MOVED: Supervisor Valentino SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. May 12, 2003 Town Board N&iutes Approved June 9J003 Agenda Item No, 14 - Approval of the Employee Assistance Program (Attachments - Contract Options) TB RESOLUTION NO. 2003-046: - Approval of Contracting for an Employee AssisMice Program. WHEREAS, the Personnel Committee has discussed implementing an Empbyee Assistance Program (EAP) utilizing Family and Children's Services of Ithaca (F&C) as the provider and recommends this program to the Town Board; and WHEREAS, an EAP provides employees and eligible family members with up toiiree (3) in-person visits per year with a counseling professional for assessment, consultatioBand referral on financial, personal, professional, child or family issues; and WHEREAS, the base cost for this service is $1.70 per month per eligible empfcg/ee, which would result in an estimated cost of $83.30 per month or $999.60 annually for the 47 full time and 2 part time employees; NOW, THEREFORE BE IT RESOLVED, the Town Board of the Town of Ithaca does hereby approe of contracting for an Employee Assistance Program for the employees utilizing Family and Children's Services of Ithaca as the provider of the service; and be it further RESOLVED, the Town Supervisor, with the recommendation of the Attorney far the Town and the Human Resources Manager, is hereby authorized to enter into agreemeit with Family and Children's Services of Ithaca as the provider of an EAP for the employees; and be it further RESOLVED, the cost of the service will be expended from A1430.422. MOVED: Supervisor Valentino SECONDED: Councilman Lesser VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Gi^rov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Countflman Niederkorn, aye. Carried unanimously. Agenda Item No. 22 - Consider Authorization to Hire a Consultant to Assist wttn the Stream Buffer / Watershed Analysis Using Arc View Spatial Analyst (Attachment# 5 - Draft Agreement, S. Ritter Memo) Councilwoman Russell asked if the Town had all the data in-house that the consultatt will need to assemble the maps and whether more fieldwork needed to be done. Mr.Kanter stated that the work would be done with the Town's in-house staff; the purpose of hiri^ Ms. Tierny is to provide some training to the Town's GIS users so they will be able to comirttably use the Spatial Analyst Program. n May 12, 2003 Town Board Minutes Approved June 9,2003 Councilman Lesser asked what the overall cost of the undertaking would be. Mr. Kanter stated that was something they did not know yet and wouldn't know until they were able to hire Ms. Tierny and get a basic overview of how the program runs and what would be involved in it. It is sort of any initial effort to determine if this program is going to be able to help us do what we want to do. We're able to use the Spatial Analyst on a trial basis for two months. Part of the purpose of hiring Ms. Tierny is to determine if this is the way we want to go or not. We think it probably will become a good way to map out the stream corridors and their watersheds. TB RESOLUTION NO. 2003 ; Authorization to Hire a Consultant to Assist with Stream Buffer/Watershed Analysis Using Arc View Spatial Analyst WHEREAS, protecting the water quality in our streams and lakes is an important goal of the Town of Ithaca, and WHEREAS, preserving vegetated buffers along stream corridors has been demonstrated to: 1) improve water quality by filtering out pollution from stormwater runoff, 2) stabilize stream banks and thus substantially reducing soil erosion and the movement of sediments downstream, 3) reduce flooding by slowing down stormwater flow, and 4) provide important habitat for wildlife and aquatic organisms, and WHEREAS, the Town of Ithaca's Comprehensive Plan (1993) recommends stream corridor management as a means for protecting water quality from the impacts of erosion, sedimentation, and drainage impacts, and WHEREAS, the Conservation Board is completing work on a proposed stream buffer ordinance, but still needs to resolve how to identify and define three sizes of streams (small, medium, large) and apply a vegetated buffer requirement corresponding to these sizes in an easily understandable and easily implemented and enforceable manner, and WHEREAS, a watershed analysis technique is used by other communities in association with their stream buffer ordinances, and involves establishing stream size definitions based on drainage area calculations for entire stream reaches, and appears to be a viable option for the Town's proposed buffer ordinance, and a technique that the Conservation Board would like to pursue further, and WHEREAS, the watershed analysis will require the use of the GIS software known as Arcview Spatial Analyst, and WHEREAS, Planning staff is skilled in the use of the Arcview software, but not in the use of Spatial Analyst, nor in the technique of watershed analysis using GIS software, it is deemed necessary to obtain the assistance of a consultant who is knowledgeable in using Spatial Analyst and performing watershed analysis, and is capable of training staff, and WHEREAS, Geraldine Tierney, a former Town of Ithaca employee, has been identified as possessing skills in the use of Spatial Analyst software and has experience performing watershed analysis using Spatial Analyst, and has indicated that she could provide training May 12,2003 Town Board Minutes Approved June 9, 2003 assistance to Planning staff at a cost of $30/hour, and it is estimated that no more than 16 ^hours of consulting work would be necessary; and j t WHEREAS, it has been determined that there are sufficient funds in the Account #68020.407 Conservation Board to pay for this work, and the Conservation Board has recommended the expenditure of funds for the above-stated purpose, NOW THEREFORE BE IT RESOLVED, that the Town of Ithaca Town Board authorizes the Supervisor of the Town of Ithaca to sign a contract with Geraldine Tierney, to conduct the above-described work to assist and train Planning staff in the use of CIS Arcview Spatial Analyst for the purposes of performing watershed analysis and creating a map for use in the proposed stream buffer ordinance; and BE IT FURTHER RESOLVED, that the Town Board of the Town of Ithaca does hereby approve an amount of $30.00/hour, not to exceed $500.00 in total, to compensate Geraldine Tiemey for consulting services rendered, to be charged to Account #68020.407. MOVED; Councilwoman Grigorov SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. Agenda Item No. 9 - Public Hearing - Noise Permit Application - American Cancer Society Relay for Life at Ithaca High School Stadium and Track (Attachment # 6- Permit Application. Copy of 2002 Petition signed after 2002 eyent) Supervisor Valentino opened the public hearing at 6:30 p.m. Marty Moses. American Cancer Society Ms. Moses appeared before the Board on behalf of the Relay for Life. She distributed a packet of information to the Board. Included in the packet was the letter sent to Mr. Frost following last year's complaint from Relay for Life explaining how the group works with the community, with the police, with the fire department. They walk door-to-door deSvering information to the neighbors near the school. She estimated that they deliver between 60 or 70 fliers door-to-door. Ms. Moses invited questions from the Board and assured the Board they would attempt to satisfactorily address their concerns, stating every year when they plan the event they attempt to make improvements. Councilwoman Russell asked why they did not hold the event in the daytime. Ms. Moses stated they were following the national pattern. The event is for adults and childrer\ it is a family event and Ms. Moses felt they would not be able to get people to attend if it was held during the day. If it were to be held on Saturday it would be competing with manj other events. 8 n May 12, 2003 Town Board Minutes Approved June 9, 2003 This year will be the event's sixth year in Tompkins County. Ms. Moses stated she works at Cornell and is involved in planning all the big events. She stated organizers of the Relay for Life have covered all the bases that she would normally cover in planning a large event for a community: food, emergency plan, police, ambulance. Councilwoman Russell stated that it seemed like a wonderful event, however, the Town is hearing concern from the neighbors. She asked Ms. Moses if they had considered holding it at another local venue. Ms. Moses stated that they had. The biggest issue Is that it needs to be on a track because it is a walk. People bring tents and camp out over night, which is not allowed on the college or university turf. Ms. Moses further stated that this is not a college event, it is a community event for Tompkins County. The high school is a central location. Councilman Klein stated the biggest concern appears to be the amplified sound between 11 p.m. and 7 a.m. Councilman Lesser asked how much money they raised in association with this event. Mr. Raffee stated that over the 5 years it was $533,000. Ms. Moses stated that last year alone they raised $165,000. Mr. Raffee distributed his own written remarks, a memo from Relay for Life staff person June Losurdo, and a letter from Paul Reno, member of the relay's steering committee. Mr. Raffee read his remarks to the Board (copy attached). Mr. Raffee referred to Mr. Reno's letter and told the Board how they arrange the speakers, use remote speakers, and schedule acts and events in an attempt to lessen the noise. Ms. Moses told the Board that included in the letter that is distributed to the residents is the on-site phone number. She stated that no resident had ever called. Supervisor Valentino recommended that it be made more clear that the phone number given is an on-site number. She did not feel it was clear in the letter presented in the packet of materials. Mr. Raffee agreed to modify the letter to make that clear. Councilman Niederkorn commended Ms. Moses and Mr. Raffee on the success of the event, but stated that there was clearly a problem regarding the noise. He asked why they need amplification after 11 o'clock. Mr. Raffee stated that there were people walking the track throughout the event. It is part of the nature of the event to keep the energy level up. Returning to a question posed by Councilman Niederkorn, Councilwoman Russell asked what changes the organizers had made in the event from last year. Ms. Moses stated they would be turning down the volume. Mr. Raffee stated that some of the early moming announcements and events had been rescheduled. Councilman Klein stated that Mr. Renos letter mentioned the use of remote speakers and asked how many were put out. Mr. Raffee thought there were two large speakers by the main stage and 4 remote speakers. Mr. Klein recommended many more remote speakers so that the volume could be greatly reduced. Mr. Raffee stated that the remote speakers go away when the "sound professionals" go away at 12 o'clock midnight. With the remote speakers gone announcements come from the disc jockey's small speakers at the stage. Mr. Klein remarked that if the music and announcements are coming from a sole source clearly it 9 May 12, 2003 Town Board Minutes Approved June 9,2003 is broadcasting a very big distance. Mr. Raffee stated they would look into putting remote speakers out to reduce the volume. Randy Stark, Senior Investigator with the State Police, appeared before the Board. He stated that he was a 5-year veteran of the relay and a 3-year captain of the State Police team. Mr. Stark stated that in 3-years the State Police have answered 1 noise complaint. They immediately went to the disc jockey and told him to turn it down. There will be uniformed troopers and State Police volunteers walking the track this year. Marilyn Edid. 22 Renwick Heights Road. Ithaca Ms. Edid read her remarks to the board as follows: The residents of Renwick Heights appreciate the opportunity to be heard tonight before the Town Board issues a noise permit for the American Cancer Society's Relay for Life. While as individuals we certainly support this important cause both as a way to fund the fight against cancer and as a mean of building community. As residents of the neighborhood closest to the event we are concerned with other matters as well. Specifically for the last 5 years we have been bombarded with loud music and announcements coming from the Ithaca High School stadium during the entirety of an event that runs from 4 p.m. on Friday to 10 a.m. on Saturday morning. If the noise were confined to the hours that most of us are awake I suspect no one would voice any objections. After all we participate, however, vicariously in every football game and soccer game and track event that takes place at the field. We hear the cheers and the groans and the play-by-plays as if we were in the stands. Renwick Heights is several hundred yards away and nestled in the side of a hill. Noise carries and the bowl-like topography only amplifies the sound. But we cheerfully live with this disiuption because we all know that the din will fade away well before the midnight hour. The Relay for Life is something else. Despite the organizers' stated desires in letters to local authoi^es to minimize the potential for complaints about noise by turning down the volume around midnight this has rarely happened. Every year we call the Sheriff's office to compism and every year our complaints are met with minimal compliance. Every year many of us spend the night unable to sleep because of the music and announcements blaring from the stadium. Remember this is a summer night and most windows are wide open. Even closing ftem to stifle the sound doesn't help. Last year we sent the Board a petition signed by 25 nei^bors representing 18 individual residence units, and I might add I accomplished this in Just a couple of hours on one day because I really thought it was important and wanted to send it to you as quickly as possible, asking for some relief. We suggested severai alternatives, including finding a different venue, using preset radio bands that walkers could pidnip on their walkmans or simply dialing the volume way down after midnight and leaving it these until the event has ended. Organizers might even dispense with the p.a. system altogether and ask participants to join a sing-along as they round the track. The field is only 100 yards long. Only the participants need to hear what is going on. Non participating residents less than half a mile away do not, especially in the middle of the night. We urge the Board to cmsider these options and at the very least to impose some limitations on the noise disturbance that the Relay can impose on the neighborhood. Thank you again forgiving us the chance to have some input. 10 n n May 12, 2003 Town Board Minutes Approved June 9, 2003 Phyllis Highland. Renwick Drive, Ithaca Ms. Highland told the Board that her house was about as close to the football field as any, but she could not support what some of the neighbors say. She stated that early in the evening there is a lot of noise, but later on it dies down considerably. Supervisor Valentino closed the public hearing at 7:15 p.m. Councilman Lesser asked if Mr. Frost had received any complaints or tried to measure the noise. Mr. Frost reported that he had not received any complaints the day of the event, but did receive a call following last year's event. Regarding measuring noise, Mr. Frost stated that the Town does not have a decibel meter. Councilman Niederkorn suggested that the organizers prepare, for Board review, a written plan for how they are trying to mitigate the noise problem. Supervisor Valentino concurred and asked the organizers for such a written plan. Councilman Lesser stated he saw things a little differently. He was certainly sympathetic to the neighbors beings disrupted but, on the other hand, he felt an enormous amount of gratitude was owed to the organizers and participants. It is regrettable that some people lose some sleep and he agrees there should be continued efforts to minimize the disruptions, but clearly when you have developed a process or program that is successful Councilman Lesser can well understand the resistance to tamper too much with something that is so successful. Councilman Lesser would have a difficult time imposing too many restrictions on a program that he thinks is one of the most significant ones for public benefit in the community. The organizers agreed to submit a written mitigation plan by June 2"^ for circulation with the next Town Board packet. TB RESOLUTtON NO. 2003-048: GRANTING A NOISE PERMIT TO THE AMERICAN CANCER SOCIETY RELA Y FOR LIFE Resolved, that the Town Board grants the request of the American Cancer Society Relay for Life for a noise permit from 7:00 p.m. July 11, 2003 to 10:00 a.m. July 12, 2003 conditioned on submission of a written plan to the Town Clerk by June 2, 2003, for reducing the noise level of the event between the hours of midnight and 8:00 a.m. MOVED: Councilman Lesser SECONDED Councilman Burbank VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkom, aye. Carried unanimously. Agenda Item No. 10 - Consider Setting a Public Hearing regarding the 2003 Water System Improvement Program (Attachment #7 -Petition ) 11 May 12, 2003 Town Board Minutes Approved June 9,2003 In response to Supervisor Valentino's questions regarding the status of easements for the ^ project, Mr. Walker stated that Supervisor Valentino had signed the easement with the State M Parks and it was on the way to Albany. Regarding the Emerson easement, Mr. Walker stated I ' that although their local people did not have a problem with it, it has to go through headquarters. The site at EcoVillage is outstanding as is the Coy Glen area site. Supervisor Valentino and Attorney Barney discussed whether or not the Town could move ahead with the public hearing. Mr. Barney felt it would be alright as long as there were not changes in the cost of the project. Mr. Burbank asked if they could break out the Glenside portion of the project. Mr. Walker stated what he believed the Board would be considering in July is not the construction documents. What they will be considering is the funding level for a specific plan. The Board discussed the possibility of breaking out certain portions of the project for separate approval. Councilman Klein stated that they needed a solution to the Glenside issue for the project to proceed. Attorney Barney did not see much point in adopting resolutions on the rest of the project. Mr. Walker briefly reviewed the project for the Board. The fundamental objective is to get Bolton Point Water to the West Hill and make the Town's water system stronger on the West Hill. The current West Hill demand is about 350 million gallons per day and that water is supplied by the City. The Town pays the City for the water; and we pay them more than we turn around and charge the customers. There is, therefore, a strong economic incentive to | j provide Bolton Point water to West Hill. The project requires an easement from Emerson for a transmission line connecting Danby road down the railroad grade to Buttermilk Falls. We do not have a storage tank in the Inlet Valley, we have been depending on the City's Elm Street tank, which had it's roof collapse last year. A 200,000 gallon tank is proposed on Bostwick road. It will be the regulating tank to control the pressure and the flow from South Hill. Mr. Walker reported that he is in the process of negotiating the necessary easement for the Bostwick Road tank. They are in the process of surveying and getting appraisals. They will hopefully be going to the Planning Board in June for a subdivision approval. Councilman Burbank asked if any of the neighbors adjacent to the Bostwick Road sle had been consulted. Mr. Walker stated that the one neighbor (Mr. Bell) had been notified and wants the water. The owner of the property, Mr. Young, is satisfied. They hare not approached other neighbors. Mr. Walker stated the tank will be surrounded by trees on the roadside and behind it. It will be somewhat visible from the front. It will be a aqua-sto® tank; a steel tank with glass enamel coating on it; it will be forest green. Mr. Walker stated the third component is getting the water from Inlet Valley back up the West Hill. Because they need to reduce the pressure as the water comes down the hill, the^ have to boost the pressure to get back up West Hill. This requires a pump station. It viffl be a building approximately 18 feet by 27 feet. It could be partially buried on the sie and j landscaped. The Board talked about whether the noise of the pump station would be audible. ~ 12 May 12,2003 Town Board Minutes Approved June 9, 2003 Councilman Burbank stated he could hear the Oakwood pump "cycling on" from 90 feet away. Mr. Walker stated there were additional things that they could do for baffling. Mr. Walker has looked at 4 different sites: 1) On Coy Glen Road (owned by Tom Richards). This sits next to the existing water main. This will require an additional 2,700 feet of water main. Mr. Walker estimated half a million dollar cost for this pump station with the water main. This proved to be not a very popular site. 2) Site #2 (owned by the cemetery) is in the woods by the cemetery. It is fairly near the water main but would require an additional 400 feet of water main than option #1 above. That project would cost about $540,000. The site across the street from the cemetery. 3) A site on the old access road down by the old fish ladder and the old meat market. It's quite expensive. Councilman Klein stated this site was pretty remote from most residents. There are two houses within 200 feet of it. It has very little visual impact. Even if it's a tricky site, it seems to have the least impact on the residents. Councilman Klein felt they didn't have enough information about the relative costs of this specific site. Mr. Walker stated this site requires boring under the highway twice. Each boring is about $30,000 apiece. The estimated cost of this site is about $626,000. 4) The site Mr. Walkers favors is off the end of the short section of Glenside Road, adjacent to Councilman Burbank's property. This is about a $470,000 site. It lends itself to being banked into the ground, which would help with any noise. In response to questions from Councilman Lesser regarding noise, Mr. Walker stated that he has been near most of the Town's pump stations he might be able to hear them outside the building, but he can still talk in a normal tone and be heard. Inside the pump station you'd have difficulty conversing comfortably. Mr. Walker reported no resident complaints regarding Oakwood. No complaints have been received regarding the ones on Regency, Troy Road, or Coddington Lane. Councilman Klein stated he has been to the Christopher Lane pump station many times and never heard it. Councilwoman Russell asked when the pumps run? Mr. Walker stated the Town's smaller pump stations run periodically during the day. They try to run the bigger pumps off peak, but the Town doesn't have enough storage every place not to run some of the bigger tanks during the day. The proposed million-gallon tank at EcoVillage will resolve the storage volume issue. It will allow them to shut down the Trumansburg Road tank for much needed maintenance. The EcoVillage component is something separable from the rest of the project; something that Mr. Walker wants to move on as quickly as possible. . Councilman Russell asked if the Town wanted to move forward with that piece of the project while the other issues are resolved. Attorney Barney stated that the for this project the precursor to setting a public hearing is a report and a plan from the Engineer. 13 May 12, 2003 Town Board Minutes Approved June 9,2003 There were people present to speak to the Board. Supervisor Valentino invited them to come ^ forward. j j Greg Pitts. 219 Rachel Carson Way (EcoVillaqe Resident) Mr. Pitts appeared before the Board as a representative of the EcoVillage Board. Mr. Pitts stated he realized that there were no direct benefits to EcoVillage of having the tank on the property. There is an indirect potential benefit for future development of having the tank, especially as it relates to fire protection, because the tank will increase water pressure. That is one of the motivations for having this go forward, and they do recognize the public benefit of the tank to other residents of the Town. After a series of meetings, EcoVillage and the Town have arrived at a preferred site, which is the one least visible to the EcoVillage residents. They are now working with the Town to mitigate the negative impacts of having the tank and draw up the easement. The EcoVillage Board has approved acceptance of the tank and subsequently approved the specific sight based on certain agreed upon specifications. Final negotiations can be done with Supervisor Valentino and Mr. Walker and then brought to the Town Board. EcoVillage asked that the Town work with them to coordinate construction with some planned roadwork they are having done in May. Mr. Walker stated the project would begin in August at the earliest. Susan Harvill. 109 Cov Glen Road. Ithaca Ms. Harvill stated that she lives right across the street from proposed pumping sight #1 and spoke against the pump station at this location. Ms. Harvill stated the proposed site is where all the kids in the neighborhood play in the stream, build forts, they all feel safe there, within ! calling distance of their homes. Ms. Harvill values being able to see the woods from her windows, and she values the quiet. She stated she anticipated being able to hear to cycling of motors. Ann Kennv. 3 Hackberrv Lane Ms. Kenny spoke against locating the pump station at the Coy Glen site. Ms. Kenny described the neighborhood as a wonderful, rural, residential neighborhood, blessed with natural beauty. Ms. Kenny stated, in circulating the petition in the neighborhood, not one person approached was reluctant or refused to sign the petition. Ms. Kenny stated the neighborhood recognized the need for a pumping station and offered to work with the Town Board to identify a less conspicuous location. Beth Star. 5 Hackberrv Lane Ms. Star spoke against locating the pump station at the Coy Glen site. Ms. Star spokeof the natural beauty of the area and stated concerns about possible noise and did not feel the asphalt and concrete were compatible with the area. She hoped the Town would w®k with the neighborhood to explore a different site. Councilman Burbank told the Board the Glenside area is a wonderful neighborhood. One of the reasons that makes it wonderful is its natural beauty and also because people krww and support each other. It quickly became apparent to Mr. Burbank that the Town could rat have n chosen a worst site in terms of the perception of the project within the neighborhoocL Once I the neighbors made their opinion known to the Town, Mr. Walker began investigatini other - sites. Councilman Burbank reported visiting the Oakwood pump station site. Thedosest 14 May 12,2003 Town Board Minutes Approved June 9, 2003 neighbor has no problem with the site. Mr. Burbank found it surprisingly loud, but he is admittedly noise sensitive and stated other people may not be bothered at all. He felt aesthetically the Oakwood station looked to be "from the Army Corp of Engineers school of design". Councilman Burbank told the Board he was receptive to the site adjacent to his property ("literally in his back yard"). The site is part of a larger parcel that is under contract to be sold and Mr. Burbank does not know what will happen to that property. He has been in communication with the person who is buying the property. That person has indicated a willingness to perhaps sell off some parcels to neighbors as buffers, but the ultimate thrust of that will probably be some form of development. Councilman Burbank stated that there is concern about the impact that will have on his neighborhood. He suggested doing the project in tandem with a neighborhood park. That neighborhood does not have a park at present. There is a park designated for that area in the Town's Open Space Plan. Councilman Burbank saw this as an opportunity to create that park. Councilman Burbank stated, because he will be directly affected, when it comes to the pivotal vote he will rescues himself. The Board discussed the subdivision of the parcel that would be needed for the pumping station. Mr. Kanter reminded the Board that a parkland set-aside was not a condition of a simple 2-lot subdivision. Mr. Walker's "not to exceed" estimate for the entire project grew from 2 million to 3 million. Mr. Walker told the Board that number includes charge-backs for engineering time, legal costs, land acquisition. A bonding resolution will need to be before the Board at the public hearing. TB RESOLUnON NO. 2003-049: ORDER FOR PUBLIC HEARING IN THE MATTER OF THE PROVIDING OF A PROPOSED WATER IMPROVEMENT TO BE KNOWN AS THE TOWN OF ITHACA 2003 WATER SYSTEM IMPROVEMENT PROJECT IN THE TOWN OF ITHACA. TOMPKINS COUNTY. NEW YORK PURSUANT TO ARTICLE 12-C OF THE TOWN LAW. At a Regular Meeting of the Town Board of the Town of Ithaca, Tompkins County, New York, held at 215 North Tioga Street, in Ithaca, New York, on the 12th day of May, 2003, at 5:30 o'clock P.M. Prevailing Time. PRESENT: Supervisor Catherine Valentino Councilperson Mary Russell Councilperson David Klein Councilperson Carolyn Grigorov Councilperson William Lesser Councilperson Thomas Niederkorn Councilperson Will Burbank ABSENT: None WHEREAS, a plan, report and map has been duly prepared in such manner and in such detail as heretofore has been determined by the Town Board of the Town of Ithaca, Tompkins County, New York, relating to the creation and construction, pursuant to Article 12- 15 May 12,2003 Town Board Minutes Approved June 9,2003 C of the Town Law of water system improvements to be known and identiified as the Town of Ithaca 2003 Water System Improvement, and hereinafter also referred to as "improvement", to provide such water improvement including extensions, to the present Town-wide water improvement, such water system improvement to be constructed and owned by the Town of Ithaca, and WHEREAS, said plan, report and map have been prepared by Daniel Walker, P.E., the Town Engineer, a competent engineer duly licensed by the State of New York and have been filed in the office of the Town Clerk where they are available for public inspection, and WHEREAS, the area of said Town determined to be benefitted by said Town of Ithaca 2003 Water System Improvement consists of the entire area of said Town excepting therefrom the area contained within the Village of Cayuga Heights, and WHEREAS, the proposed Town of Ithaca 2003 Water System Improvement consists of the water improvements set forth below, and in the areas of the Town as set forth below, and as more particularly shown and described in said map, plan and report presently on file in the Office of the Town Clerk: Transmission Main Extension: Construction of a new 12 inch transmission line running from an existing 8 inch line on Danby Road at a point approximately 1500 feet south of the Coddington Road-Danby Road intersection downhill through the Emerson Electric property to the old railroad bed and then southerly along the railroad bed to an existing 8" line at Buttermilk Falls State Park, indtiding a control valve to be placed on the new water main near its connection at Buttermik Falls State Park. This valve will control the level of a new 250,000-gallon tank on Bostwick Road. Bostwick Road Tank: Construction of a new 250,000-gallon water storage tank on the south side of Bostwick Road approximately 1000 feet west of the Bostwick Road and Seven Mile Drive intersection, together with a new 8-inch water main running from the existing water main at the Bostwick Road and Seven Mile Drive intersection to the new tank. New West Hill Tank: Construction of a new 1,000,000-gallon water storage tank near Mecklenburg Road approximately 1700 feet west of West Haven Rd, together with a new 12" water line running from the existing 12" water main West Haven Rd to the new tank. Coy Glenn Pump Station: Construction of a new pump station in the Coy Glen Road area together with a new 12-inch water main along Coy Glen Road to West Haven Road to connect to the existing 12" main on West Haven Road. Together with related ancillary controls, service laterals, and other structures. WHEREAS, the maximum proposed to be expended by the Town of Ithaca for the aforesaid improvement is $3,000,000. The proposed method of financing t® 16 n May 12, 2003 Town Board Minutes Approved June 9, 2003 be employed by said Town of Ithaca consists of bonding all or a portion of the project cost, with such the remainder of such costs, if any, to be expended from current revenues and surplus funds from the Town of Ithaca Water System Benefitted Area. WHEREAS, it is now desired to call a public hearing for the purpose of considering said plan, report and map and the providing of said Town of Ithaca 2003 Water System Improvement, and to hear all persons interested in the subject thereof, all in accordance with the provisions of Section 209-q of the Town Law; NOW, THEREFORE, IT IS HEREBY ORDERED, by the Town Board of the Town of Ithaca, Tompkins County, New York, as follows: Section 1. A public hearing will be held at 215 North Tioga Street, in said Town, on the 9th day of June, 2003, at 6:30o'clock P.M., to consider the aforesaid plan, report and map and the question of providing of said Town of Ithaca 2003 Water System Improvement and to hear all persons interested in the subject thereof and concerning the same and to take such action thereon as is required by law. Section 2. The Town Clerk of the Town of Ithaca, Tompkins County, New York, is hereby authorized and directed to cause a copy of this order to be published once in The Ithaca Journal, and also to post a copy thereof on the Town signboard maintained by the Clerk, not less than ten nor more than twenty days before the day designated for the hearing as aforesaid, all in accordance with the provisions of Section 209-q of the Town Law. Section 3. This order shall take effect immediately. The question of the adoption of the foregoing order was upon motion of Councilwoman Russell, seconded by Councilwoman Grigorov, duly put to a vote on a roll call, which resulted as follows: Supervisor Valentino Voting Aye Councilperson Russell Voting Aye Councilperson Klein Voting Aye Councilperson Grigorov Voting Aye Councilperson Lesser Voting Aye Councilperson Niederkom Voting Aye Councilperson Burbank Voting Aye The order was thereupon declared duly adopted. The Board took a short break Agenda Item No. 11(a1 - Consider Amendment No. 1 to Design Agreement between the Citv of Ithaca. Town of Ithaca. Town of Drvden. Steams and Wheler regarding Design 17 n May 12,2003 Town Board Minutes Approved June9,M)03 of Treatment Facilities for Phosphorous Removal (Attachment # 8 Sunraarv. Amendment. Financial Statements) Supervisor Valentino told the Board that the Town will pay about 40% of the $230i©00 increase in the professional services contract. RESOLUTION NUMBER NO. 2003-050: AUTHORIZING THE SUPERVISOR TO EXBOUTE AN AMENDMENT NO. 1 TO THE DESIGN AGREEMENT WITH STEARNS & WIB£R. LLC FOR DESIGN WORK ON THE JOINT CITY-TOWNS OF ITHACA AND DWfDEN SEWAGE TREATMENT PLANT PHOSPHOROUS REMOVAL PROJECT WHEREAS, the Special Joint Sewer Committee (the "SJS") which oversees the operation of the City of Ithaca sewage treatment plant jointly operated by the City and the Towns of Ithaca and Dryden (the "Plant") has recommended that the City and Towns ftake steps to reduce the phosphorus generated by the Plant and discharged into CayugaLake; and WHEREAS, the engineering firm of Steams and Wheler has been retained tosludy the matter, make recommendations on same, and to prepare design documents for ap®ject that would accomplish the removal of a substantial portion of the phosphorus generated by the Plant (the "Project"); and WHEREAS, the City and two Towns believe that it is likely that the Project nil be authorized by all of such municipalities; and WHEREAS, the municipalities would like to begin construction at the earliest passible time; and WHEREAS, the municipalities believe it would expedite the process to aitorize Steams and Wheler, LLC to begin the bidding phase and to contract for the constoction phase services should the Project be ultimately authorized; and WHEREAS, a proposed Amendment No. 1 to the Agreement for Design SBM^ices between the City, the two Towns, and Steams & Wheler, LLC ("Amendment No. 1") haatoeen submitted to the Town Board for review and approval; NOW, THEREFORE, be it RESOLVED, that the Town Board approves Amendment No. 1 providing for adfiKional engineering services for bidding and construction phases of the Project at a mainnum additional cost of $235,000; and it is further RESOLVED, that the Town Supervisor, with the advice of the Director of Engiraering and the Attorney for the Town, is authorized to execute Amendment No. 1 on btelf of the Town with such minor changes in said Amendment as the Supervisor,her ' discretion, may approve, her execution of such Amendment to be due evidacje of - such approval. 18 May 12, 2003 Town Board Minutes Approved June 9, 2003 MOVED: Councilman Klein SECONDED: Councilman Lesser VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. Agenda Item No. 11(b) - Consider Setting a Public Hearing regarding the Proposed Joint Sewer Treatment Plant Supervisor Valentino asked if the Town had everything they need for the public hearing. Mr. Walker stated we have an engineering report from Steams and Wheler and they have a construction cost estimate. The total project cost is estimated at 4.1 million dollars. Of that 2.7 / 2.8 million dollars is supposed to be reimbursed by the State through the Bond Act. The Town will have to pay up front $1,681,000, but there will be reimbursement from the State, and the Town will have an out-of-pocket cost of $549,000. We will have to bond up front for the full amount. Attorney Barney recommended building in a bigger contingency. Dan Walker and Supervisor Valentino suggested $1,800,000. In answer to questions from Councilman Klein, Supervisor Valentino stated that the Town will bond their share separately. The Town of Dryden will be paying their share in cash. The City's bond rating has been reduced and the Town will be able to borrow at a better rate. Mr. Carvill is going to investigate a public improvement bond, which would allow the Town to put public water and sewer projects together to get a better rate. TB RESOLUTION NO. 2003-051: ORDER FOR PUBLIC HEARING IN THE MATTER OF THE PROVIDING OF A PROPOSED PHOSPHORUS REMOVAL PROJECT FOR THE SEWAGE TREATMENT PLANT IN THE CITY OF ITHACA SERVING THE TOWN OF ITHACA TO BE KNOWN AS THE JOINT SEWAGE TREATMENT PLANT PHOSPHORUS REMOVAL IMPROVEMENT PROJECT FOR THE TOWN OF ITHACA. TOMPKINS COUNTY, NEW YORK PURSUANT TO ARTICLE 12-C OF THE TOWN LAW. At a Regular Meeting of the Town Board of the Town of Ithaca, Tompkins County, New York, held at 215 North Tioga Street, in Ithaca, New York, on the 12th day of May, 2003, at 5:30 o'clock P.M. Prevailing Time. PRESENT: Supervisor Catherine Valentino Councilperson Mary Russell Councilperson David Klein Councilperson Carolyn Grigorov Councilperson William Lesser Councilperson Thomas Niederkorn Councilperson Will Burbank 19 r May 12,2003 Town Board Minutes Approved June 9,2003 ABSENT: None WHEREAS, a plan, report and map has been duly prepared in such manner and in such detail as heretofore has been determined by the Town Board of the Town of Ithaca, Tompkins County, New York, relating to the creation and construction, pursuant to Article 12- 0 of the Town Law of sewer system improvements to be known and identified as the Joint Sewage Treatment Plant Phosphorus Removal Improvement Project, and hereinafter also referred to as "improvement", to provide such sewer improvement, to the present sewage treatment plant in the City of Ithaca managed jointly with the Town of Ithaca providing sewage treatment services for the Town-wide sewer improvement, such sewer system improvement to be constructed and owned by the Town of Ithaca, Town of Dryden, and the City of Ithaca, WHEREAS, said plan, report and map have been prepared by Steams and Wheler, Professional Engineers, competent engineers duly licensed by the State of New York and have been filed in the office of the Town Clerk where they are available for public inspection, and WHEREAS, the area of said Town determined to be benefitted by said Joint Sewage Treatment Plant Phosphorus Removal Improvement Project consists of the entire area of said Town excepting therefrom the area contained within the Village of Cayuga Heights, and WHEREAS, the proposed Joint Sewage Treatment Plant Phosphorus Removal |—i Improvement Project consists of the sewer improvements set forth below, as more ! | particularly shown and described in said map, plan and report presently on file in the Office of ' i the Town Clerk: Concrete structure on piles at the end of the current process stream, adjacent to tfie final effluent channel at the jointly operated sewage treatment plant located at 525 Third Street, Ithaca, New York, together with associated controls, piping, and other structures. WHEREAS, the maximum proposed to be expended by the Town of Ithaca for the aforesaid improvement is $1,800,000. The proposed method of financing to be emplojped by said Town of Ithaca consists of bonding all or a portion of the project cost, with such the remainder of such costs, if any, to be expended from current revenues and surplus funds from the Town of Ithaca Sewer System Benefitted Area. WHEREAS, the implementation of this project will be through a joint agreemaat with the City of Ithaca and the Town of Dryden. WHEREAS, it is now desired to call a public hearing for the purpose of con^ering said plan, report and map, the providing of said Joint Sewage Treatment Plant Pho^orus Removal Improvement Project, and the execution of any related agreement, and to tear all persons interested in the subject thereof, all in accordance with the provisions of Sectioa 209- q of the Town Law; n NOW, THEREFORE, IT IS HEREBY ORDERED, by the Town Board of the "fown of — Ithaca, Tompkins County, New York, as follows: 20 May 12,2003 Town Board Minutes Approved June 9, 2003 Section 1. A public hearing will be held at 215 North Tioga Street, in said Town, on the 9^^ day of June, 2003, at 6:45 o'clock P.M., to consider the aforesaid plan, report and map and the question of providing of said Joint Sewage Treatment Plant Phosphorus Removal Improvement Project and to hear all persons interested in the subject thereof and concerning the same and to take such action thereon as is required by law. Section 2. The Town Clerk of the Town of Ithaca, Tompkins County, New York, is hereby authorized and directed to cause a copy of this order to be published once in The Ithaca Journal, and also to post a copy thereof on the Town signboard maintained by the Clerk, not less than ten nor more than twenty days before the day designated for the hearing as aforesaid, all in accordance with the provisions of Section 209-q of the Town Law. Section 3. This order shall take effect immediately. The question of the adoption of the foregoing order was upon motion of Supervisor Valentino, seconded by Councilwoman Grigorov, duly put to a vote on a roll call, which resulted as follows: Supervisor Valentino Vot ng Aye Councilperson Russell Vot ng Aye Councilperson Klein Vot ng Aye Councilperson Grigorov Vot ng Aye Councilperson Lesser Vot ng Aye Councilperson Niederkorn Vot ng Aye Councilperson Burbank Vot ng Aye The order was thereupon declared duly adopted. Agenda Item No. 12 - Discussion of the Systems Development Contract (Attachment # 9 - Memo. Agreement) Mr. Walker's presentation was tabled until the June meeting. Mr. Walker briefly described to the purpose of the proposed software to the Board. Attorney Barney recommended adding a paragraph 7 to the Software Support Agreement allowing the Town to terminated the agreement at any time. TB RESOLUTION NO. 2003-052: Authorization to Enter Into Agreement with Systems Development Group (SDG) for Professional Services and Software, and Authorization to Enter into Agreement with SDG for Software Support WHEREAS, Town staff has identified the need to have the ability to link Town databases and GIS information; and WHEREAS the Town Board appropriated $16,000 in the 2003 budget for the design, installation, and support of computer software for such purposes; and 21 May 12,2003 Town Board Minutes Approved June 9,2003 WHEREAS, Town staff has reviewed several cptions and concluded Systems Development Group (SDG) is able to provide professional services to build software for a front end to the Town databases and GIS system and provide 25 software user seats for a total cost of $13,865.00; and WHEREAS, SDG will provide one (1) year of technical support for all users, for a total cost of $2,200.00; now, therefore, be it RESOLVED, the Town Board authorizes the Supervisor to enter into an agreement with Systems Development Group (SDG) for Professional Services in designing frort-end software to Town of Ithaca databases and GIS systems for a cost not to exceed $13,865.00; and be it further RESOLVED, the Town Board authorizes the Supervisor to enter into an agreement with SDG for technical support at a cost not to exceed $2,200.00. MOVED: Gouncilwoman Grigorov SECONDED: Councilman Klein VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councflman Niederkorn, aye. Carried unanimously. Agenda Item No. 13 - Ethic Statements Ms. Hunter told the Board that the 2003 Ethics statements were on file in the Town Qerk's office and available for public review. Agenda Item No, 15 - Consider Recommendation for Revision and Adoption off the Town's 5 Year Capital Project Plan from the Capital Projects and Fiscal Ptaaning Committee (Attachment # 10 - Summary of Capital Expenditures & Revenue) Councilwoman told the Board that most of the changes before them were reflectiveof the realities that the Town is facing regarding its road system. Mr. Noteboom told the Boad that the unexpected cost of repairs to Stone Quarry Road disrupted the Capital Plan. TTb past winter was also a particularly difficult and affected the roads. The committee has ftad to adjust the Capital Plan to accommodate these factors. What has not been done yetwhich will be coming to the next Capital Planning Committee, is to move some of the pnposed projects out into the future. Mr. Noteboom told the Board they had applied to tf»TIPS schedule for Forest Home Drive between the bridges. That project will need to comean the Capital Plan schedule. Regarding that project, Mr. Noteboom reported that he had spiten to Mike Koplinka-Leahr who told him the final Forest Home traffic calming study will not be coming until sometime in September. Councilman Burbank stated he felt compelled to bring to the Board's re-attention the Sftzer's concrete wall. He told the Board he knew it was nowhere in the Capital Projects Plo. He asked if the Town was making any progress on this. Councilman Klein and Mr. Nctooom 22 n May 12,2003 Town Board Minutes Approved June 9, 2003 told Mr. Burbank it was part of the reconstruction. The Board discussed the legal issue of the deeds and right-of-ways. They are so old that we can't find anything that tells who the owner of that wall should be. Councilwoman Russell stated that we know that the deed gives the Seltzer's ownership to the centerline Forest Home Drive. Supervisor Valentino stated if there was ever any easement or anything regarding maintaining that wall, we don't have it. As far as we know, the Seltzers have ownership to the middle of the road. Councilman Burbank asked that the Town begin to address the issue. The Board discussed the complexities of the issue of ownership. Councilman Klein stated the Town has been waiting to see the traffic calming study to see if it makes any recommendations about how to handle that area. Supervisor Valentino stated that she would work with Councilman Burbank on the issue. Councilwoman Russell invited Mr. Carvill to speak about the changes to the Capital Plan. Mr. Carvill stated the $700,000 increase in the cost of the 2003 Water Improvement Project that came up at tonight's meeting would require a change not presented in the materials before the Board. Reviewing the materials before the Board, Mr. Carvill stated the projects highlighted in red are the new additions and Mr. Noteboom's assessment of the current needs of the highway infrastructure. There has been a shifting of priorities and a shifting of monies. Councilman Niederkorn had some concerns about the Plan as presented. He felt Board action on the Plan as it was presented was premature. He stated it was a good start but needed more work before being adopted as the 5-year capital plan. In specific. Councilman Niederkorn pointed out a $125,000 discrepency in totals. Mr. Kanter told the Board that one reason the Capital Projects Committee sent the resolution to the Board was because there are certain 2003 amendments that need to get approved so that they can get started. One is storm water management of the Ewing stream bank erosion project. The Board continued to discuss their concerns with the plans as presented and Attorney Barney recommended the followiong changes in the materials before them: for 2003 change the Total Capital Cost to reflect the $125,000; on the other page, the Capital Budget, add a Ewing Streambank Erosion, referencing the category expenditure, for $125,000; change the total to $3,663,700; on the resource Highway Fund again change the total to $3,663,700; then change the opening resolution. Councilwoman Russell asked if this would enable Mr. Noteboom to get started on the Highway Projects. The Board agreed that it would. 23 May 12, 2003 Town BoardMinutes Approved June9, 2003 TB RESOLUTION NO. 2003-053 - RECOMMENDATIONS FOR REVISIOt^ AND ^ ADOPTION OF THE TOWN'S FIVE YEAR CAPITAL PROJECTS PLAN FROM THE H CAPITAL PROJECTS & FISCAL PLANNING COMMITTEE WHEREAS, attached to this resolution are revisions and additions for the years 2003 ftrough 2008 to the Town's Five Year Capital Plan as recommended by the Capital Projects 4 Fiscal Planning Committee; now, therefore, be it RESOLVED, that this governing Town Board approves and adopts those recommended revisions for the year 2003 reserving until a future meeting those additions for the yeaes after 2003; and be it further RESOLVED, that this governing Town Board directs and authorizes the Town Supervisor and Town Budget Officer to record any and all appropriate budgetary adjus&nents necessary in implementing the 2003 planned capital projects. MOVED: Councilwoman Grigorov SECONDED: Councilman Klein n VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Gi^orov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; CouBilman Niederkorn, aye. Carried unanimously. Agenda Item No. 16 - Consider Amendment to Agreement for Expenditure of Hiihwav Monies RESOLUTION NO. 2003-054: Amendment to Agreement for Expenditure of IBUiwav Monies. WHEREAS, pursuant to the provisions of Section 284 of the Highway Law a gaerning Town Board is required to enter into an agreement with the Highway Superintendent catlining the expense of monies levied and collected in the town for the repair and improvenent of highways, and for monies received from the State of New York for Sate Aid for the repar and improvement of highways; and WHEREAS, the 2003 Agreement for Expenditures of Highway Monies was eiecuted on January 13, 2003, by the Town of Ithaca Town Board; and WHEREAS, the Public Works Committee has reviewed and approved via resriution, changes to the Agreement for Expenditure of Highway Monies as recommended I9 Fred Noteboom, Highway Superintendent; now therefore be it, RESOLVED, compliantly this governing Town Board hereby approves, adopfe, and authorized the Amendment to the Agreement for Expenditure of Highway Monies, for tfae year 2003, as follows: 1 Whitetail Drive Paving $ 18,000 24 May 12,2003 Town Board Minutes Approved June 9, 2003 Whitetail Drive Reconstruction $ 50,000 Marcy Court Paving $ 10,000 Forest Home Drive $ 24,000 Chase Lane $ 40,000 Dove Drive $ 70,000 Compton Road $ 35,000 MOVED: Councilman Klein SECONDED: Councilman Niederkorn VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. The Board discussed whether a resolution is needed for changes in the Highway budget. Mr. Carvill stated they did not. Agenda Item No. 17 - Consider Amending the 2003 Sewer Fund Budget Pursuant to the Recommended Revision in the Town's Five Year Capital Budget Plan Supervisor Valentino told the Board that this is the $661,000 that the Town has negotiated with the City for the purchase of the interceptor sewers. TB RESOLUTION NO. 2003-055 - Amending The 2003 Sewer Fund Budget Pursuant To The Recommended Revision In The Town's Five Year Capital Budgeting Plan By The Capital Projects & Fiscal Planning Committee WHEREAS: this budget amendment is pursuant to the Committee's recommendation to revise the Town's 2003 Capital Budget Plan by adding $661,000.00 to the 2003 Sewer Fund budget, and WHEREAS: the Committee recognizes that any monetary settlement figure(s) between the Town of Ithaca and the City of Ithaca have not been attained or finalized but are anticipated, and WHEREAS: it is the desire of the Committee to be fiscally prudent in planning for a potential settlement of the "Jointly Owned Interceptors, and WHEREAS: the Town Supervisor, and the Town Engineer is seeking the approval of this governing Town Board to approve the following 2003 Sewer Fund Budgetary Amendment BUDGET JOURNAL SEWER FUND ENTRY NO. 1 DEBIT G599 UNAPPROPRIATED FUND BALANCE $661,000.00 25 May 12, 2003 Town Board Minutes Approved June 9,2003 CREDIT G960APPROPRIATION $661,000.00 ^G8150.509 JOINTLY OWNED INTERCEPTORS $661,000.00 | INCREASE 2003 BUDGET FOR POTENTIAL INTERCEPTOR SETTLEMENT Now, therefore, be it RESOLVED: that this governing Town Board approves, authorizes and directs the Town Supervisor and Town Budget Officer to record this 2003 budget amendment. MOVED: Supen/isor Valentino SECONDED: Councilwoman Grigorov VOTE: Supervisor Valentino, aye, Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye. Councilman Niederkorn, aye. Carried unanimously. Agenda Item No. 18 - Consider Budget Amendments to the Capital Proiect Fund for the Town Public Works Facilltv TB RESOLUTION NO. 2003-056: - Budget Amendments To The Capital Proiect Fund For The Town "Public Works Facility." \ WHEREAS: the Town Highway Superintendent has assessed some additional expenditures to be incurred to complete construction and renovation of the Town's "Public Works Facility," and WHEREAS: these additional expenditures are, and Furniture & Furnishings $ 13, 700.00 Landscaping $ 7, 000.00 Parking Lot Paving $ 60,000.00 WHEREAS: during a joint budget review between the Town Budget Officer and the Town Highway Superintendent it has been determined that the "Public Works Facility Project Budget" has remaining unexpended "contract contingency funds" available to meet these additional capital construction costs, and WHEREAS: the Town Highway Superintendent is seeking the approval and authorizafon from this governing Town Board to establish a budget for these capital expenditures fnam the available unexpended "contract contingency funds, and therefore be it RESOLVED: that this governing Town Board approves, authorizes and directs the Tom Supervisor and Town Budget Office to amend the "Public Works Facility" capital proje<fi n budget by recording the appropriate budget transfers as detailed. | BUDGET JOURNAL 26 May 12,2003 Town Board Minutes Approved June 9, 2003 DEBIT CREDIT H14-960 HI 4-1620.265 HI 4-960 HI 4-1620.213 H14-1620.214 HI 4-1620.251 CAPITAL PROJECT FUND (Public Works Facility) ENTRY NO. 1 APPROPRIATIONS CONTRACT CONTINGENCY APPROPRIATIONS PARKING LOT PAVING LANDSCAPING FURNITURE & FURNISHING 80,700.00 80,700.00 80,700.00 60,000.00 7,000.00 13,700.00 MOVED: AMEND THE "PUBLIC WORKS FACILITY" CAPITAL PROJECT Supervisor Valentino Councilman KleinSECONDED: VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. Agenda Item No. 19 - Consider 2003 Budget Amendment Adding Budgetary Funds for the Reimbursement to the Town General Townwide Fund for Incurred Excess Utility and Gas Expenditures During Construction and Renovation of the Public Works Facilitv Capital Proiect Fund TB RESOLUTfON NO. 2003-057 - Budget Amendment Adding Budgetary Funds For The Reimbursement To The Town General Townwide Fund For Incurred Excess Utility And Gas Expenditures During Construction And Renovation Of The "Public Works Facilitv" Capital Proiect Fund WHEREAS: the Town Highway Superintendent and Town Budget Officer have reviewed the detail of excess electric and gas costs that have been incurred by the Town General Fund during the construction and renovation of the Town's Public Works Facility, and WHEREAS: an analysis and review of these costs are attached to this resolution for the Board's review and consideration in approving budgetary funds totaling $ 6,849.33 as reasonable and measurable costs to reimburse the Town's General Townwide Operating Fund, and therefore be it RESOLVED: that this governing Town Board approves this budget amendment, directing and authorizing the Town Supervisor and Town Budget Officer to record the appropriate and necessary budgetary amendment and to reimburse the General Operating Fund. BUDGET JOURNAL CAPITAL PROJECT BUDGET (Public Works Facility) 27 May 12, 2003 Town Board Mautes Approved June 9,2003 ENTRY NO. 1 DEBIT H14-960 APPROPRIATIONS $6,849.33 H14-1620.265 CONTRACT CONTINGENCY $6,849.33 CREDIT HI 4-960 APPROPRIATIONS $6,849.33 HI 4-1620.207 UTILITIES $6,849.33 INCREASE BUDGETARY FUNDING FOR CONSTRUCTION COSTS INCURRED BY THE GENERAL TOWNWIDE OPERATING FUND DURING CONSTRUCTION AND RENOVATION OF THE PUBLIC WORKS FACILITY MOVED: Supervisor Valentino SECONDED: Councilman Burbank VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councftman Niederkorn, aye. Carried unanimously. Agenda Item No. 20 - Consider Budget Amendment Increasing the Town Work Foice Expenditure in the Public Works Facility Capital Project Fund TB RESOLUTION NO. 2003-058: 2003 BUDGET AMENDMENT INCREASING THE "TOWN WORK FORCE" EXPENDITURE IN THE "PUBLIC WORKS FACILITY" CAPITAL PROJECT FUND WHEREAS: this governing Town Board budgeted and appropriated the sum of $40,008100 In the "Public Works Facility" Capital Project Fund, and WHEREAS: the Town Highway Superintendent and Town Budget Officer have reviewed the detail of those "in-house" highway labor charges that have been expended in the construction and renovation of the Town's Public Works Facility, and WHEREAS: a summary of both budget and reimbursable labor charges are presented for the Board's review and consideration in approving a request for additional funds ttaling $2,277.24, and therefore be it TOTAL BUDGET FOR UTILIZATION OF TOWN LABOR $ 40,000.00 LESS: DIRECT PAYROLL CHARGES 8/1 -12/31/02 23,546.62 DIRECT PAYROLL CHARGES 1/1 - 4/11/03 18.730.62 OVER EXPENDED BUDGET $ 2,277.24 RESOLVED: that this governing Town Board approves this budget amendment, direclig and authorizing the Town Supervisor and Town Budget Officer to record the appropriate aafc 28 n May 12, 2003 Town Board Minutes Approved June 9, 2003 necessary budgetary amendment. BUDGET JOURNAL CAPITAL PROJECT BUDGET (Public Works Faoillty) ENTRY NO. 1 DEBIT H14-960 APPROPRIATIONS $2,277.24 H14-1620.265 CONTRACT CONTINGENCY $2,277.24 CREDIT H14-960 APPROPRIATIONS $2,277.24 HI4-1620.206 TOWN WORK FORCE $2,277.24 INCREASE BUDGETARY FUNDING FOR CONSTRUCTION OF THE PUBLIC WORKS FACILITY MOVED: Supervisor Valentino SECONDED: Councilman Burbank VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried Unanimously. Agenda Item No. 21 - Consider Setting Public Hearing Regarding Proposed Rezoninq of Property at Danbv Road and West King Road in coniunction with the Proposed Holly Creek Subdivision Mr. Kanter reported that the Planning Board is still working on their recommendation. Mr. Kanter told the Board that the Planning Board is the lead agency and have issued a negative declaration of environmental significance. There were some materials that need to be updated by the applicant and will be submitted for the May 20, 2003 Planning Board meeting. There is a question about the number of bedrooms in the apartments and whether the apartments would be targeted for student rentals. The applicant has indicated definitely not, but the Planning Board is struggling with the issue of number of bedrooms. There was a petition submitted with about 30 signatures opposing the rezoning. TB RESOLUTION NO. 2003-059: Set Public Hearing to Consider a Local Law to Amend the Town of Ithaca Zoning Ordinance to Rezone Portions of the David Auble Premises on the Comer of West King Road and Danbv Road RESOLVED, that the Town Board of the Town of Ithaca hold a public hearing at Ithaca Town Hall, 215 North Tioga Street, Ithaca, New York on June 9^^ 2003 at 7:00 p.m. for the purpose of considering the adoption of a Local Law to Amend the Town of Ithaca Zoning Ordinance to Rezone Portions of the David Auble Premises at the corner of West King Road and Danby 29 May 12,2003 Town Board M&iites Approved June 9J))03 Road to Multiple Residence District, Business C District, and to Residence District Rl In Connection with the Proposed Holly Creek Subdivision Project; and it is further RESOLVED, that at such time and place all persons interested in such local law m%tbe heard concerning the same; and it is further RESOLVED, that the Town Clerk of the Town of Ithaca is hereby authorized and dirediil to publish a notice of such public hearing in the Ithaca Journal published in the City of IftEca, New York, said publication to occur not less that ten days before the day designated ^ve for the public hearing. MOVED: Supervisor Valentino SECONDED: Councilwoman Grigorov VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigrov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councinan Niederkorn, aye. Carried unanimously. Agenda Item No. 23 - Consent Agenda TB RESOLUTION NO. 2003-060: Consent Agenda Items. BE IT RESOLVED, that the goveming Town Board of the Town of Ithaca hceby approves and/or adopts the resolutions for Consent Agenda Items Numbers through as presented. MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Giip^rov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Counafrnan Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2002-160a - Town Board Minutes. WHEREAS, the Town Clerk has presented the minutes for the Regular Townfc^ard Meeting held on April 7, 2003, to the governing Town Board for their review and appmal of filing; NOW, THEREFORE. BE IT RESOLVED, the governing Town Board does tarreby approve for filing the minutes for the meeting held on April 7, 2003 as presentedal the October 3, 2002 board meeting. VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman G^rrov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; CouBifrman Niederkorn, aye. Carried unanimously. 30 n n May 12, 2003 Town Board Minutes Approved June 9, 2003 TB RESOLUTION NO. 2003-060(b): Town of Ithaca Warrants. 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 RESOLVED, that the governing Town Board hereby authorizes the payment of the said vouchers in total for the amounts indicated. VOUCHER NOS. 6698 through 6841 General Fund Townwide $67,019.74 General Fund Part Town $ 1,559.79 Highway Fund Part Town of Ithaca $ 28,063.64 Water Fund $118,676.86 Sewer Fund $ 3,302.16 Trumansburg Rd Sewer Improvement $203,333.51 Public Works Facility Renovation $127,517.92 Risk Retention $ 797.69 Fire Protection Fund $ 43,956.82 Lighting Districts $ 1,027.30 Trust & Agency $ 2,509.50 TOTAL $597.764.93 MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060fc) Bolton Points Warrants. 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. 31 Voucher Numbers: Operating Fund $ May 12,2003 Town Board Minutes Approved June 9,2003 n TOTAL 1 MOVED: SECONDED: Councilman Lesser Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(d): Creation of Civil Service Classification: Project Assistant WHEREAS, the Town of Ithaca established compliance under the New York State Civil Service Agency to qualify employment positions in the Town of Ithaca in accordance with Section 22 of Civil Service Laws, Rules and Regulations; and WHEREAS, by regulation of Civil Service Law the Town must create a position and approve the job description before making an appointment; now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby establish the following position in accordance with the applicable New York Sate and Tompkins County Civil Service rules: 1. The following position is established and is a position in the non-competitive class pursuant to Section 42 of the Civil Service Law: (a) One Project Assistant And be it further RESOLVED, the Town Board does hereby approve the attached job description for the said position, with the said position not being in the Job Classification system do to the temporary status of position; and be it further RESOLVED, the Human Resources Mananger is requested and directed to coordinate any necessary filing with Tompkins County Personnel Department to obtain certification of the position. MOVED: SECONDED: Councilman Lesser Councilwoman Russell n 32 May 12,2003 Town Board Minutes Approved June 9,2003 VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(0^: Appointment of Project Assistant. WHEREAS, there is presently a vacancy in the temporary position of Project Assistant in the Engineering Department, which is a position not to exceed six months as an internship opportunity working on a specific project; and WHEREAS, Kristin Taylor is a recent graduate from Cornell University with a Bachelor's degree in Bio and Environmental Engineering and has been a work study student with the Town since May 2002; and WHEREAS, Ms. Taylor will be continuing her Master's studies in the Fall at Cornell University and will be working on a watershed model and storm-water management plan utilizing her work with the Town as part of her Master's project; and WHEREAS, the Director of Engineering has determined that Kristin Taylor possess the necessary knowledge and skills to satisfactorily perform the duties of the Project Assistant and make the recommendation for appointment; now, therefore, be it RESCLVED, the Town Board of the Town of Ithaca does hereby approve the appointment of Kristin Taylor as Project Assistant for the Engineering Department, effective June 2, 2003; and be it further RESCLVED, this position is a temporary position not to exceed 35 hours per week, at the hourly wage of $10.25, from account number A1440.100. There are no benefits included with this appointment. MCVED: Councilman Lesser SECCNDED: Councilwoman Russell VCTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(f): Approval of Revisions to Job Description for Network/Records Specialist WHEREAS, the Human Resources Manager recommends revising the Network/Records Specialist job description due to organizational changes since the job description was created in 1998; and WHEREAS, the Network/Records Specialist has been under the direction of the Town Supervisor and not the Town Clerk since 2000, but the job description was not updated since the position was filled provisionally; and 33 May 12, 2003 Town Board Minutes Approved June 9, 2003 WHEREAS, Lisa Carrier-Tltti has a regular appointment to the Network/Records ^ Specialist position; now, therefore, be it l l RESOLVED, the Town Board of the Town of Ithaca does hereby approve the changes made to the job description for the Network/Records Specialist; and be it further RESOLVED, the Human Resources Manager is hereby directed to file the approved job description with Tompkins County Civil Service. MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(q): Approval of Attendance at New York Water Environment Association Technicai Conference. n WHEREAS, The Town Engineer is a member of the New York Water Environment Association (NYWEA), which is composed of Water a Wastewater professionals and provides a technical forum for issues dealing with watershed management and environmental issues, and WHEREAS, The NYWEA sponsors an annual Environmental Technical Conference which presents opportunities for iniformation transfer and educational opportunities on storm water and wastewater management, and WHEREAS, attendance by the Town Engineer will be beneficial to the Town of Ithaca, NOW, THEREFOR BE IT RESOLVED that the Town Board of the Town of Ithaca authorizes the Town Engineer to attend the NYSWEA Environmental Technical Conference and Exposition held in Saratoga Springs, NY on June 4-6, 2003 at a total cost not to exceed $700.00, charged against Budget Line A1440.410, Conferences and Mileage. MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(h): Authorization for Attending NYS SHRM Annual n] Conference 34 May 12,2003 Town Board Minutes Approved June 9,2003 WHEREAS, the NYS SHRM Annual Conference, is being held in Buffalo, NY, July 23- 25, 2003; and WHEREAS, attendance at the said program will benefit the Town of Ithaca by providing additional training to Judy Drake, Human Resources Manager; Now, therefore, be it RESOLVED, that the governing Town Board of the Town of Ithaca does hereby authorize Judy Drake, Human Resources Manager, to attend the NYS SHRM Annual Conference, which is being held in Buffalo, NY, July 23-25, 2003; and be it further RESOLVED, the cost, not to exceed $675, is to be expended from A1430.410. MOVED; Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(11: Authorization for Attending Fundamentals of Compensation Course WHEREAS, the Fundamental of Compensation Course, is being held at ILR School at Cornell University in Ithaca, NY, July 7 & 8, 2003; and WHEREAS, attendance at the said program will benefit the Town of Ithaca by providing additional training to Judy Drake, Human Resources Manager; Now, therefore, be it RESOLVED, that the governing Town Board of the Town of Ithaca does hereby authorize Judy Drake, Human Resources Manager, to attend the Fundamental of Compensation Course, being held at ILR School at Cornell University in Ithaca, NY, July 7 & 8, 2003; and be it further RESOLVED, the cost, not to exceed $675, is to be expended from A1430.410. MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. 35 n May 12, 2003 Town Board Minutes Approved June 9,2003 TB RESOLUTION NO. 2003-060(i): Authorization to Hire Temporary Summer Planning Intern WHEREAS, the Planning Department has recognized the need for additional staff to support the work of the Department during the summer of 2003, and WHEREAS, the Planning Department has budgeted funds to cover the cost of having student interns and has traditionally hired temporary interns to provide them with valuable work experience while the Town of Ithaca has received valuable technical support from the interns, and WHEREAS, Nicole Tedesco is an undergraduate student in the Department of City and Regional Planning at Cornell University and has been assessed as possessing the qualifications necessary for appointment to this temporary intern position, NOW, THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Ithaca authorizes the Planning Department to hire Nicole Tedesco as a temporary summer Planning Intern, to begin on or about May 21, 2003 at an hourly rate of $10.25, and based on a work schedule that will include approximately 5 weeks at 20 hours per week and 9 weeks at 37 1/2 hours a week. The total is not to exceed $4,500.00 and will be charged to Account # B8020.110, and if necessary also from Account #B8020.410. Benefits are limited to the temporary status of this position. MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. TB RESOLUTION NO. 2003-060(k): Ratify Regular Appointment of Account ClerkH'vpist-SGLlWO WHEREAS, there has been a vacancy in the Account Clerk/Typist position at the Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC) since April 2, 2003, and WHEREAS, there was a civil service eligible listing for the title, and WHEREAS, Amy Jackson was one of the top three reachable candidates on the listing and was appointed by SCLIWC at the May 2, 2003 commission meeting; Now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby ratify the SCLIWC fn appointment of Amy Jackson as an Account Clerk/Typist, retroactive to April 14, 2003; and i j be it further — n 36 May 12, 2003 Town Board Minutes Approved June 9, 2003 RESOLVED, the wage for the said shall be $12.00 per hour from account SW8310.101, with full time benefits. 26 week probationary period applies. MOVED: Councilman Lesser SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. Other Business Councilman Lesser, following up on the School of Massage sign, asked if the Town could amend any statement that an applicant receives on approval from any of the Town boards to say something like "this certifies the completion / resolution of a Town ordinance but it does not necessarily guarantee that there might not be other restrictions that are in place that are the responsibility of the applicant to be sure that all approvals have been secured". The Board concurred that it might be a good idea to alert the public that there may be other regulations they need to check into. Mr. Kanter asked for standardized town-wide wording. Agenda Item No. 25 - Report of Town Officials Budget Officer Mr. Carvill reported a 1% increase in sales tax revenue for the first quarter of this year as compared to last year. Our first semi-annual remittance from the County for mortgage tax is up 27% over last year. Agenda Item No. 26 - Reports of Town Committees Cayuga Lake Intermunlclpal Watershed Organization (Attachment #11 - Current Projects Newsletter) Councilwoman Grigorov circulated a flier from the organization with information on The Cayuga Lake Floating Classroom that will teach elementary to college level education programs related to the watershed. Purchase of Development Rights Committee Councilman Lesser reported they have had land owners express possible interest in the program. Transportation Committee The first round of the enhanced traffic patrolling is complete and they are planning for another round based upon where they have determined the biggest impact will be. The Transportation Committee has developed a draft sidewalk plan that is being reviewed by the Planning Committee. Upon completion of the review it will come to the Town Board. Joint Sewer Committee 37 May 12, 2003 Town Board Minutes Approved June 9,2003 Supervisor Valentino reported that attorney Susan Brock is drawing up the changes to the intermunicipal agreement that the City has pretty much accepted. Recreation Partnership Supervisor Valentino stated it is pretty clear that the County is going to cut their funding to the Recreation Partnership by 20% this year and most likely totally eliminate any contribution next year. Combining these cuts with increased costs per program, it looks like there are going to have to be some massive cuts in programming. Additional Agenda Item No. 1 - Consider Approving and Authorizing Concept of Adding to the Southern Cavuqa Lake Intermunicipal Water Commission's Office Space Addition Capital improvement Proiect RESOLUTION NO. 2003-061: Approving and Authorizing Concept of Adding to the Southern Cavuaa Lake intermunicipal Water Commission's Office Space Addition Capital improvement Proiect WHEREAS, the Southern Cayuga Lake Intermunicipal Water Commission (Commission) has identified the need to construct additional office space at its treatment facility, and WHEREAS, the Commission has identified the office space addition as a capital improvement project, and WHEREAS, all parties to the Agreement of Municipal Cooperation must approve and authorize capital improvements made by the Commission, and WHEREAS, the Town of Ithaca is a party to the Agreement of Municipal Cooperation, and WHEREAS, the Town of Ithaca Board supports the Commission's need to construct additional office space at its treatment facility, NOW, THEREFORE, BE IT RESOLVED, that the Town of Ithaca Town Board hereby approves the concept of adding office space to Southern Cayuga Lake Intermunicipal Water Commission's plant, and consents to the expenditure of funds for engineering and related studies for such a project. MOVED: Supervisor Valentino SECONDED: Councilman Klein VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman GIrgorov, aye; Councilman Klein, aye; Councilman Lesser, aye; Councilman Burbank, aye; Councilman Niederkorn, aye. Carried unanimously. Additional Agenda Item No. 2 - Consider Executive Session regarding the sale of real propertv 38 n n n i i May 12, 2003 Town Board Minutes Approved June 9, 2003 On motion by Supervisor Valentino, seconded by Councilwoman Grigorov, the Board entered into executive session at 10:25 p.m. for discussion of the purchase of real property. On motion by Councilman Lesser, seconded by Supervisor Valentino, the Board returned to regular session at 10:31 p.m. No action was taken. Adjournment On motion by Councilwoman Russell, the meeting was adjourned at 10:32 p.m. Respectfully submitted, Tee-Ann Hunter Next Regular Meeting scheduled for June 9^^, 2003 39 Attachment HI 5/12/03 JS Meeting .'ouzo ot^ /Z^ jzot>-3 -/C-6. /Oh^'^aJci.kjSZ-, w Qi^AfOAii^Tioi^s A-uo 9Zf • A srz>0y /s c^/OCt&euitfy /s c^ajs/£>^^'^ ^ ^ e£n)/i^/c6 7^ ^ ct?/-- ttv^: ^ojoTy Co^^uAjfCA9-77c^'s /i^io Oc cJ/ 7/^/jLl.^^ 4^)c.o£J:> y/h^/u.r t?Z^7Z >T/0£0/7-2.LY ^/J^cTo/^ ^F^C£L <^7 e ^f/^S*'Ury ^O/U^/Ay- f//*£ 57^, y7 y)£A2.\tC 4$ 7^ r?,^^ ^cc>^(y . ,^X'<-^t<5/'C/OS /aJ A-lx. z^-^^As ujzLL^ //^/:^/)<^ ■■■y£.s/^.je^y^ C-F- f-T-pr^j&c <»/3£AUf/76AX5 A -i AtcXiL^ ^TTSr^, ^Tl/lC7f€M7r^ /}S3/' CjA£f ^y COffCA/ltO MA6 ^7lJ^i>C^/Ay^j A'FnU'il. ^SfiSS OF xi-Vj'fC£ < /SSOiL*> AA£^ A^'T7c.ipal£t>^ A7lA7^£cJFF£7?f^:y3. c^zs^ /t'6 7~ TU-t. /fif2/C iTkyoT. loiLu Sa AiTccct.^ 7Z A/lu TH£~ VHot-A/c.y^ f^S ' ^ - 77*C. cf^ F/ht£. ai&uj SfTfTi. 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CoAztA) /zJ^/SCcSs 7}^^P/a^^c//U. /FfpAJCA77&As c/> A^"^z4iyo/A/& /iz<L%t^iO££C rr> tpe /774rk^s^At/L. f \ Ci f\{ p/SA^jTiM^ /4AiOAc^s^^H4l ' LO::z4M. e^juV,uci:s ^PpcXL-D^iEpS^ Ip4&/>£*CX>£AT CAJ C^ctjry Cc^z^zy Ci£jLTitA Fjci'£5 ^ Attachment #2 5/12/03 TB Meeting Dfl/aSUOClB SBBWDeS (3BC3DSB 0C3@. ~ P.O. Box 261 GERRY, NEW YORK 14740 Phone (716) 287-2090 Fax (716) 287-2092 E-mail vote@netsync.net Fax 1-800-343-VOTE (8683) Rentals, Sales & Service March 25,2003 Dear Election Officials, Voting Machine Service Center, Inc (VMSC) has had several inquiries regarding the new federal "Help America Vote Act of2002," the following are the simple fects regarding this bill. 1- This law does not require you to replace the Automatic Voting Machine. 2- This law is providing up to $4000.00 per voting precinct, not per voting machine for the replacement of punch card and lever voting machines. Matching fUnds by local municipalities are required. 3- This law is providing funds to modify your existing equipment to meet the standards of the bill by 2006. The specific requirements set forth by this bill that pertain to voting equipment are: PAPER AUDIT TRAIL: The voting machines must have a paper audit trail. Many of your AVM machines already feature this with the printomatic system. If not the printomatic system can be installed on all AVM machines from serial #115,000 and hi^er. VMSC also still carries a large amount of reconditioned printomatic AVM machines for sale. MULTI LANGUAGE BALLOT: You must have capabilities for a multi-language ballot. The AVM machine already meets this standard and has the ability to display multiple languages without any modifications. ADA REQUIREMENTS: -Wheelchair accessibility. VMSC has been providing the Fold-down panel since 1984. This panel can be adapted to all AVM machines. -Visually Impaired. The plastic strips which slide over the office title strip and candidate position can be imprinted with Braille, lliis has been available since the 1960's. For those visually impaired who cannot read Braille, VMSC is in the research and development stages of an audio system that can be adapted to the AVM machine. -Quadriplegic. A helmet type devise is being designed that will enable the voter to vote the levers by using their head. As you are well aware VMSC is looking into all of the options and we feel very strongly that we can meet all the requirements set forth in the bill at the lowest possible cost to you, our customer. VMSC will be here for you in the future as we have been in the past. If you should have any questions, please feel free to contact us. Sincerely, Dale L. Marshall President Your Complete Election Company. / \ Carol Berman Chair Neil W. Kelleher Vice Chair Helena Moses Donohue Commissioner Evelyn J. Aquila Commissioner FROM: TO: RE: DATE: ( \ State of New York STATE BOARD OF ELECTIONS 40 STEHBEN STREET ALBANY, N.Y. 12207-2108 Phone: 518/474-6367 Fax: 518/486-4068 URL: http://www.eleetions.state.ny.us Pat Murray, Deputy Counsel County Board Commissioners Summary of Federal Legislation: Help America Vote Act of 2002 28 January 2003 Thomas R. WHkey Executive Director Peter S. Kosinski Deputy Executive Director Todd Valentine Special Counsel Patricia L. Murray First Deputy Counsel The attached is a summary of the major provisions of the Help America Vote Act of 2002. I've attempted to prioritize the provisions, with the most immediate obligations being the first ones summarized. Ail the provisions and requirements apply to federal elections only. Some of the highlights: *A new registration form by January 1, 2003. *Mail registrants will have to submit additional documentation beginning January, 2003. *Boards must assign unique identifiers to all voters, and those voting for the first time, and who registered by mail without providing documentation, must produce identification at the polls, beginning January 1, 2004. *There must be a statewide, interactive computerized registration list, by January, 2004. * Voting systems must allow all voters, including those with disabilities, to vote independently and privately, by January 1, 2006. t \ REQUIREMENTS OF STATE PLAN Developed by a committee, pulled together by the State Chief Election Officer, and comprised of election officials from the two most populous jurisdictions, other local election officials, stakeholders, including representatives of various disabilities communities, and such other representatives as Chief Election Officer determines. Once developed, plan must be published in the Federal Register for the requisite comment period, [45 days], and the final plan must take into account comments received. Plan must include the following information; - how state plans to meet requirements of Title III using payments under this Act; - description of criteria for determining which localities are eligible to receive payments and methods for measuring performance/compliance; - plan for voter education, election official training/education, recruitment & training of poll workers; - guidelines & processes for selecting voting equipment meeting Title III requirements; - budget, including the establishment of a dedicated fund for managing payments under this Act for meeting Title III requirements; and, - whatever other certifications and information the newly created Commission requires, including certification that the plan developed according to the provisions of this Act and that the state is otherwise in compliance with this Act and all other federal laws relating to the administration of elections. Although no deadline given, an apparent earliest date is 6 months after enactment of the law as that is when the state must notify the Commission that it intends to use monies under the provisions of the Act. TITLE III: UNIFORM & NONDISCRIMINATORY ELECTION TECHNOLOGY& ADMINISTRATION REQUIREMENTS Defines voting system as the total combination of mechanical, electromechanical, or electronic equipment used to define ballots, cast and count votes, report/display results, I ^ / \ maintsin and produce audit trail information, and ail practices, procedures and documentation used to identify and test system components, maintenance records, including records of defects & errors, and used to produce materials for the voters, including, but not limited to notices, ballots, instructions & forms. By January 1, 2006, all voting systems must: - allow every voter, including voters with disabilities, [including visual disabilities], to vote independently and privately; - allow voter to change ballot and correct errors before vote is cast & counted; - notify voter of any overvote, the effect of such overvote, and allow them to make corrections before vote is cast & counted; - produce a paper record with audit capacity, that shall become an official record for recount/recanvass purposes; and, - provide alternate language access for voters with limited English proficiency, pursuant to Voting Rights Act of 1965, as amended. • By January 1, 2004, alt states must: ' ' _ provide for provisional voting for voters whose names are not on the records when they go to the polls to vote [NYS affidavit ballots, EL§8-302(3)(e)], for the prompt verification of the information in order to determine if the ballot can be cast & counted, and notification to the voter of the final decision and the reasons therefor; [EL§9-209(2);§5-403]; - on election day, post in every polling place, notices with sample ballot, instructions on use of the voting machines, date and hours of voting, instructions for first-time voters who registered by mail, general information on fraud & misrepresentation, and general infonnation on voting rights under federal & state laws; and, - adopt uniform definition of what constitutes a vote that will be counted for every category/type of voting machine used in the state. By January 1, 2004, all states must establish a central, statewide, computerized, voter registration list which: / \ - contains the name and address of every legally registered voter in the state, and assigns a unique identifier to each such voter; the identifier shall be either the voter's driver's license number, the last four digits of their social security number, or, if the voter has neither a driver's license nor a social security number, another number automatically assigned by the system; - serves as the single, official system for maintaining voter list; - can be immediately accessed by local election officials to electronically add or remove voters; - removal must be in accordance with NVRA, and shall be coordinated with other agency databases in the state to facilitate removal of felons and deceased persons and other ineligible voters pursuant to state law; - shall be maintained and supported by the Chief Election Officer of the state; and, - shall be inaccessible to unauthorized persons. The appropriate state or local official shall provide security to bar unauthorized access to the list and to assure that eligible voters are not wrongfully removed. i ^ By January 1, 2004, all states must adopt registration application forms and/or procedures which require: - each applicant to answer whether the person is a citizen and will be 18 years on or before election day; and the form must contain an instmction to not complete the form if the answer to either question is 'no'; - each application fomi must include a space for the applicant to provide either their driver's license number or the last four digits of their social security number; - each application form must provide information about the required identification documentation, and the consequences of failing to provide same when person votes for the first time; - every applicant, registering by mail, to provide proof of identity in the fonn of a current photo id or a copy of a utility bill, paycheck, government check, bank statement or government document showing the name and address of the voter; - procedures which allow the head of the state motor vehicles department to verily f \ social security numbers, names, dates of birth for a voter with the Commissioner of Social Services; - first-time voters who registered by mail, to present identification at the polls, either a current photo id or a copy of a utility bill, paycheck, government check, bank statement or govemment document showing the name and address of the voter; if the first-time voter presented such identification when they registered, then they do not have to present any at the polls; if the first-time voter registered at an NVRA agency and presented current photo id, a copy of a utility bill, paycheck, govemment check, bank statement or govemment document showing the name and address of the voter OR a driver's license number or the last 4 digits of a social security number, which can be verified, then they do not have to present id at the polls; - first-time voters who cannot meet the identification requirements must vote a provisional ballot at the polls; - first-time voters who vote by mail must submit with their ballot a copy of a ^ * current photo id or a copy of a utility bill, paycheck, govemment check, bank statement or govemment document showing the name and address of the voter, - first-time voters who do not meet the identification requirements will have their ballots treated as provisional ballots, subject to verification before they can be counted; first-time voters who are voting pursuant to Uniform Overseas Citizens Absentee Voting Act, [includes military and special federal voters] or the Voting Accessibility for the Elderly and Handicapped Act, [provisions for permanently disabled voters], do not have to meet these identification requirements; and, - registrars to provide voters an opportunity to complete incomplete forms in a manner that will allow completion of registration in time for the next federal election, subject to provisions of state law [EL§5-210(7)(8)] f \ TITLE I: PAYMENTS TO STATES FOR ELECTION ADMINISTRATION IMPROVEMENTS AND REPLACEMENT OF PUNCH CARD AND LEVER MACHINES General Services Administration, (OS A) has 45 days from enactment of legislation to create payment program; chief executive officer of state, or his/her designee, then has 6 months to notify GSA of intent to apply for funds under this Title; notification must be in conjunction or consultation with state's Chief Election Officer and include certification that payment used only for costs incurred affer November I, 2001; that the state is in compliance with the statutes listed in the next bullet; that replacement/improvement will be accomplished by federal elections of 2004; and such other information as GSA requires. • If a statutory change is required before state can meet all requirements, they must still make certification within the initial 6 months and make an additional certification when the required legislation is enacted. All payments must be used in a manner that is consistent with the Voting Rights Act of 1965, as amended, including pre-clearance requirements, the NVRA, the Voting Accessibility for the Elderly & Handicapped Act, the Americans with Disabilities Act, and the Rehabilitation Act. Payments may be used for the following purposes: to develop a state plan; to meet the requirements of Title III; to improve administration of federal elections; to train election officials, volunteers and poll workers; to improve or replace voting equipment and/or ballot counting equipment; improve number and accessibility of polling places; establish toll-free hotline for voter information and/or to report fraud and other abuses; and voter education. If payment is used to improve or replace voting and/or ballot counting equipment, the new equipment must meet the requirements of Title III, and to be eligible, state or precinct must have used punch card or lever machine in federal elections of 2000. I \ ' PAYMENTS TINDER TITLE HI AND TITLE I Title III payments, or requirement payments, are based upon a formula, and states have a 5% matching fund requirement. Allocations for Title III payments, if appropriated by Congress, are S1.4 billion for FY2003; $1 billion for FY 2004; $600 million for FY2005. Title I payments are the greater of $5 million or '/z of 1 % of the aggregate amount appropriated for the states and the District of Columbia. Allocations, if appropriated by Congress, is $650 million, one-half dedicated to replacing equipment and one-half dedicated to improving administration. TITLE II: ELECTION ASSISTANCE COMMISSION The four members of the Commission are appointed by the President by and with the consent of the Senate. The Commission is to be a national clearinghouse for research, information and for the review of procedures relating to the administration of elections. • Also created is an Election Assistance Commission Standards Board; an Election ' \ Assistance Commission Board of Advisors; and a Technical Guidelines Development Committee. The Commission, through its staff, the Board of Advisors, the Standards Board and the Technical Committee has many responsibilities, including, but not limited to following: - oversee and report on grant programs created by this Act; - develop voluntary technical guidelines/standards for voting equipment, including accessibility for persons with disabilities; - develop voluntary guidelines/procedures for elections administration, including registration and list maintenance; - conduct and publish studies on various aspects of elections administration, including but not limited to different types of equipment; poll worker training; voter education; registration procedures; accessibility for persons with physical or language challenges; feasibility of electronic voting; and, impact of provisions of this act on federal elections; and, - report annually to Congress on the status of voter registration and the administration of federal elections, identifying strengths, weaknesses, and recommending improvements, including legislation. ARTICLE VII: VOTING RIGHTS OF MILITARY MEMBERS AND OVERSEAS CITIZENS Requires each state to designate one offlce responsible for providing all information on registration and absentee voting procedures to members of military and citizens overseas. Makes an application for absentee ballot under Uniformed Citizens and Overseas Citizens Voting Act, (UCOCVA), good for the next two general federal elections; [i.e. 3-4 years]. Prohibits states from refusing registration or absentee ballot applications received prior to statutory date; requires all states to use a standardized oath for voting materials that is to be developed by the Presidential designee under the UCOCVA. • Requires the Secretary of Defense to ensure access to voting information, as well as ensure timely mailing and proper postmarking of voted ballots by military members and their dependents, including persons on vessels at sea. Recommends that the designated office also be responsible for taking absentee ballot applications, sending and receiving absentee ballots from military & overseas voters. Requires states to report annually on number of ballots sent to military/overseas voters, the number returned, and the number cast & counted. [EL§9-209]. • TITLE IV: ENFORCEMENT Attorney General may bring action for injunctive relief in the appropriate federal district court to enforce the requirements under Title III. Each state receiving funds under this Act must maintain a state complaint process which: - accepts written, signed and notarized complaints from any person who believes a provision of Title III has been or is being violated. - provides for a hearing on the complaint at the request of the complainant. - resolves the complaint within 90 days of the date it is received. Failure to provide the complaint procedure puts a state out of compliance with the Act. I \ I \ N TITLES V & VI: HELP AMERICA VOTE COLLEGE PROGRAM & FOUNDATION Program developed by the Election Assistance Commission no later than 1 year after the Commission is created, for the purposes of encouraging college students to serve as nonpartisan poll workers or assistants, and to encourage state and local governments to use students who participate in this program. Program to include workshops, seminars, grant program, development of educational materials and other, appropriate activity; subject to Congressional appropriation, sets aside $5 million for FY 2003. Creates a separate, charitable foundation for the purpose of engaging secondary school students in the election process as poll workers and assistants. Requires the foundation to work with the Chief Election Officer of the state as well as local election and education officials to develop programs for secondary students. All work of foundation must be nonpartisan. • Subject to Congressional appropriation, sets aside $5 million for FY2003. MISCELLANY All NVRA functions and all functions of the Office of Election Administration currently established within the Federal Election Commission, are transferred to the newly created Election Assistance Commission, along with the personnel, property, records and other assets. Transfer is effective as soon as the Commission is in place. Definition of'state' includes the District of Columbia, and the territories of Puerto Rico, Guam, American Samoa and the US Virgin Islands. The Attorney General must conduct a survey on the adequacy of federal and state criminal penalties for election fraud and other crimes, and report on its findings and make recommendations to the Senate & House Judiciary Committees, the Senate Committee on Rules and Administration and the House Committee on House Administration. Mandatory annual audit by the Comptroller General of all payment programs created by this Act. f \ , s NEW YORK STATE BOARD OF ELECTIONS INTRA-OFFICE MEMORANDUM TO: Peter Kosinski and Tom Wilkey FROM: Todd Valentine DATE: February 10, 2003 RE: Help America Vote Act State Implementation Plan (HAVASIP) PROCESS FOR DEVELOPMENT OF STATE IMPLEMENTATION PLAN. In order to implement the Help America Vote Act, and to be eligible to receive payments under §251, states are required to assemble a committee which includes the chief election officials of the two most populous jurisdictions within the State (New York City and Suffolk County), other local election officials, stake holders (including representatives of groups of individuals with disabilities), and other citizens, appointed for such purpose by the chief State election official. (§255(a)). A description of the committee which participated in the development of the State plan in accordance with section 255 and the procedures followed by the committee under such section ^ ^ and section 256 must be included in the description of the plan. (§254 (a)( 13)) STATE IMPLEMENTATION PLAN TOPICS 1. Generally a. The implementation of each topic must include a plan for the development of voter education, election official education and training, and poll worker training. (§254 (a)(3)) 2. Computerized Statewide Voter Registration Database (§303) a. Beginning January 1, 2004 - or 2006 if the State certifies for good cause that it cannot meet that deadline - States are required to implement and maintain an interactive, centralized, and official Statewide computerized voter registration list that contains registration information on every registered voter in the State and will be accessible to all election officials in the State. Page-1- 3. Voting Systems Standards (§301) ( \ a. The State must adopt voting system guidelines and processes which are consistent with the requirements of section 301. This includes ensuring that voting systems are accessible for individuals with disabilities, including the blind and visually impaired, in a manner that provides the "same opportunity for access and participation (including privacy and independence) as for other voters." To satisfy this requirement a state must have at least one voting system equipped for individuals with disabilities at each polling place. (§254 (a)(4)) 4. Election Administration a. Provisional Voting and Polling Place Information Requirements (§302) i. While New York State already allows for provisional voting in the form of the affidavit ballot system, the federal law requires that in addition to the provisional ballot. State or local election officials shall establish a free access system (such as a toll-free telephone number or an Internet website) to let any individual who casts a provisional ballot use to discover whether the vote of that individual was counted, and, if the vote was not counted, the reason that the vote was not counted. ii. Polling place information requirements mandate that on election day election officials shall post at each polling place: (1) a sample ballot that will be used for that election; (2) information regarding the date of the election and the hours during which polling places will be open; (3) instructions on how to vote, including how to cast a vote and how to cast a provisional ballot; (4) instructions for mail-in registrants and first-time voters under section 303(b); (5) general information on voting rights under applicable Federal and State laws, including information on the right of an individual to cast a provisional ballot and instructions on how to contact the appropriate officials if these rights are alleged to have been violated; and (6) general information on Federal and State laws regarding prohibitions on acts of fraud and misrepresentation. Page-2- ( \ ; ^ iii. A description of the uniform, nondiscriminatory State-based administrative complaint procedures in effect under section 402 where any person who believes that there is a violation of any provision of title III of the Act (including a violation which has occurred, is occurring, or is about to occur) may file a complaint.(§254 (a)(9)) b. Identification Reauirements for First Time Registrants who Register bv Mail (§303) i. Beginning in the first federal election after January 1, 2004 (§303(d)(2)), a first time voter who registered by mail, whether voting in person or by mail, must present: (1) a current and valid photo identification (a photocopy if voting by mail); . or (2) a copy of a current utility bill, bank statement, government check, paycheck, or other government document that shows the name and address of the voter. ii. If the voter fails to provide identification, the voter may cast a provisional ballot under section 302(a). If the voter cast a ballot by mail then the ballot shall be treated as a provisional ballot. 5. Implementation, Management and Funding of HAVASIP The State Implementation Plan must include descriptions of the following: a. How the State will use the requirements payment to meet the requirements of title III,[Voting Systems Standards(§301); Provisional Voting and Information Requirements (§302); Computerized Statewide Database and Voters who Register by Mail (§303)] and, if applicable under section 2S\{2i){T){Should be 251(b)(2)?], to carry out other activities to improve the administration of elections. (§254 (a)(1)) b. How the State will establish a fund described in subsection (b) [of §254] for purposes of administering the State's activities under this part, including information on fund management. (§254 (a)(5)) Page -3- c. How the State will distribute and monitor the distribution of the requirements payment to units of local government or other entities in the State for carrying out the activities described in paragraph (1) [of §254 (a)], including a description of- i. the criteria to be used to determine the eligibility of such units or entities for receiving the payment; and ii. the methods to be used by the State to monitor the performance of the units or entities to whom the payment is distributed, consistent with the performance goals and measures adopted under paragraph (8) [of §254 (a)] (§254 (a)(2)) d. The State's proposed budget for activities under this part, based on the State's best estimates of the costs of such activities and the amount of funds to be made available, including specific information on- i. the costs of the activities required to be carried out to meet the requirements of title III [Voting Systems Standards(§301); Provisional Voting and Information Requirements (§302); Computerized Statewide Database and Voters who Register by Mail (§303)]; ii. the portion of the requirements payment which will be used to carry out activities to meet such requirements; and iii. the portion of the requirements payment which will be used to carry out other activities. (§254 (a)(6)) e. How the State, in using the requirements payment, will maintain the expenditures of the State for activities funded by the payment at a level that is not less than the level of such expenditures maintained by the State for the fiscal year ending prior to November 2000. (§254 (a)(7)) f. If the State received any payment under title I, [Lever Voting Machine Buyout Program] a description of how such payment will affect the activities proposed to be carried out under the plan, including the amount of funds available for such activities. (§254 (a)(10)) g. How the State will adopt performance goals and measures that will be used by the State to determine its success and the success of units of local government in the State in carrying out the plan, including timetables for meeting each of the elements of the plan, descriptions of the criteria the State will use to measure perfonnance and the process used to develop such criteria, and a description of which official is to be held responsible for ensuring that each performance goal is met. (§254 (a)(8)) Page -4- I \ t ^ , y h. How the State will conduct ongoing management of the plan, except that the State _ may not make any material change in the administration of the plan unless the change- i. is developed and published in the Federal Register in accordance with section 255 in the same manner as the State plan; ii. is subject to public notice and comment in accordance with section 256 in the same manner as the State plan; and iii. takes effect only after the expiration of the 30-day period which begins on the date the change is published in the Federal Register in accordance with subparagraph (A)[of §254 (a)(l 1)]. (§254 (a)(l 1)) i. In the case of a State with a State plan in effect under this subtitle during the previous fiscal year, a description of how the plan reflects changes from the State plan for the previous fiscal year and of how the State succeeded in carrying out the State plan for such previous fiscal year. (§254 (a) (12)) / ^ Page -5- rs TO: FROM: Attachment § 3 5/12/03 TB Meeting MEMORANDUM CATHY VALENTINO MARY RUSSELL AL DATE: APRIL 17, 2003 SUB: JOINT YOUTH COMMISSION 2003 BUDGETED PROGRAMS & REIMBURSEMENT Attached is a workup of the County Youth Services 2003 programming budget allocation and reimbursement figures. This monetary outline highlights those points that were addressed in our meeting with Karen Coleman and Theresa Albert. Also attached are copies of the communication that has transpired since our meeting between Theresa Albert and myself. I believe we are all of the same understanding. Based upon this workup, Theresa is moving forward in drafting the 2003 agreement. May the three of us meet to go over this monetary program illustration together? As always, once numbers appear to us all in an understandable format, new questions arise. Thank you. TOWN OF ITHACA SUMMARY OF 2003 EXPENSE and REVENUE FOR TOWN OF ITHACA YOUTH PROGRAMS (MONITORED BY THE COUNTY JOINT YOUTH COMMISSION) PROGRAM ACCOUNT TOWN COMMISSION PERCENT DESCRIPTION CODE 2003 2003 2003 BUDGETED BUDGETED BUDGETED PROGRAM PROGRAM PROGRAM EXPENSES EXPENSES EXPENSES Coddington Rd Community Ctr A7320.404 $9,062 $11.262 11% Cooperative Extension A7320.405 $28.836 5 28.529 29% Learning Web / Youth Works A7320.406 $52.841 $54,426 55% Ithaca Invaders A7320.407 $1.500 $1.500 2% lYB Club Ithaca A7320.408 $2.036 $2.038 2% Science Ctr Programs A7320.411 $1.380 $1.200 1% West Hin Pilot Youth Program A7320.412 $3.500 $. Youth Mini Grants A7320.403 $.S . Boynton Collaborative A7320.402 $.$. Oi^gs (At Risk Youth)A7320.410 $•$- Total $99.155 $98.953 100% REVENUE (REIMBURSEMENT! Direct reimbursement from the Village of Lansing Direct reimbursement from the County Net Cost to the Town (10.124) (41.714) 47.115 HOW THE TOWN WILL BE REIMBURSED PROGRAM PERCENT STATE YOUTH REIMBURSEMENT DESCRIPTION 2003 PROGRAMMING BY BUDGETED AID VIA THE PROGRAM PROGRAM COUNTY BASED ON 2003 EXPENSES BUDGETED EXPENSES Coddington Rd Community Ctr 11%$41.714 $4.589 Cooperative Extension 29%S 41,714 S 12.097 learning Web / Youth Works 55%5 41.714 S 22,943 Ithaca Invaders 2%$41.714 $834 lYB Club Ithaca 2%$41.714 $834 Science Ctr Programs 1%$41.714 S 417 Reimbursement from the County $41.714 Reimbursement from the Village of Lansing $10.124 Total Reimbursements for Youth 2003 Youth Programming $51.838 What percent is reimbursement dollars? What percent is out-of-pocket (direct) Town dollars? 52% 48% I ^ TOWN OF ITHACA SUMMARY OF 2003 REIMBURSEMENT FOR THE RECREATION PARTNERSHIP Town's Budgeted Share for the Recreation Partnership $ less: State Youth Programming Reimbursement Via the County $ Net Cost to the Town $ What percent is reimbursement dollars? 16% What percent is out-of-pocket (direct) Town dollars? 84% Total County Reimbursment to the Town Total Village of Cayuga Heights Riembursement to the Town 47.638 (7.434) 40.204 49,148 10,124 / ^ Al Carvill Al Carvill ; ,t: Thursday, April 17, 2003 10:39 AM n ^ Theresa Albert' Subject: RE: Program & Reimbursement Good Morning Theresa, I believe your suggestion to include the worksheet in the 2 003 agreement is good idea. Thanks for your help. It is a good feeling when things get accomplished. I will be giving Cathy & Mary copies of the communications that has transpired between yourself and I as well as the worksheet for a final review. At this juncture, I believe we are all on the same page. I have no objections with your moving forward in preparing the 2 003 agreement but please be of the understanding that this must all be reviewed with Cathy Sc. Mary and then onto the Town Board for approval before anything is finalized. Our Town Board meeting is Monday, May 12th. Al Original Message From: Theresa Albert [mailto:talbert@tompkins-co.org] Sent: Tuesday, April 15, 2003 6:35 AM To: Al Carvill )ject: Re: Program & ReimbursementSub- f \ I have reviewed your worksheet. Great, clear and it does indeed mirror the contract wording I proposed! To go one step further, I would suggest that we include this worksheet as the last page of the contract. This way it will be layed out in words and numbers. Let me know if you have any objections to that. My plan is to prepare and send out contracts next week. If you have any changes, to your worksheet or my proposed wording, let me know. If not I will proceed. Thanks so much, I think this is much clearer and easier to understand for all. Theresa Theresa L. Albert Administrative Assistant Tompkins County Youth Services Department talbert@tompkins - co. org (607) 274-5310 (607) 274-5313 fax r \ ( \ Page 1 of 1 Al Carvill From: Al Carvill Sent: Tuesday, April 15, 2003 9:57 To: 'talbert@tompkins-co.org* Subject: Program & Reimbursement Good morning Theresa, Attached is my worksheet (sheet 2 - the color highlighted one) detailing my understanding of how the budget and reimbursement process applies to 2003. cuuuycicnu I would appreciate your review and comments. I want to be sure that my understanding is correct, the worksheet det^ls both the appropriate programs and their reimbursements for 2003 before reviewing it with Cathy & Marv In short, I want to be certain that you and I are on the same page. Like yourself, I too appreciated our meeting finally. I believe the meeting was quite productive For the first time I beheve everyone gained a working knowledge as to how this whole youth programming process works. It enhanced what understanding I had even more. I looked forward to our working together. Karen has been a great help to me and the Town. ® Your contract summation mirrors exactly what my worksheet illustrates. Regarding my individual contract question: These inquiry generated itself as I reviewed the Town's prior contract files. Apparently at one time there were separate contracts. Our mutual investigation may very well have that such separate contracts are no longer needed. Certainly that is something I will need to review with Cathv & Mary from the Town s perspective. ^ Yes, without their must be an individual Recreation Partnership Agreement, as well as Cooperative Extension Any unusual findings on my (our) part will be promptly communicated with you. As the saying goes "two heads are always better than one." / aa . wncau® ^ ^ Once again, I will appreciate your review comment(s) of my worksheet before proceeding. Thank you. Have a super day today. Al Al Carvill Town Budget Officer Town of Ithaca 215 Tioga Street Ithaca, NY 14850 Ph# (607) 273-1721 Ext#113 Email: ACarvill@town.ithaca.ny.us ! ^ 04/17/2003 Ai Carvill Theresa Albert [talbert@tompkins-co.org] I ^fit: Thursday, April 10, 2003 11:54 AM acarvill@town.ithaca.ny.us ^c: Kcoleman@tompkins-co.org Subject: draft contract wording AttachmenI draftofc.doc informatiofi..txt ^ First, it was very nice to finally meet you after all these years. I talk with so many people on the phone but hardly get a chance to meet them in person. I have attempted a draft of the part of the contract which refers to tiow much and how the Town will be reimbursed with county funding. I hope I have done this in the way you wanted. Let me just explain how I came up with the figures, feel free to make changes, suggestions, or clarifications as need. For example: Ithaca Invaders, they will be paid a total of $1,500. This is 2% of the gross expenditures, using the $98,953 vs the $101,596 (1500/98,953 = 2%). Then I applied this percentage to the $41,714, the total amount the county will reimburse the town on the youth budget (41714 x 2% = $834). So if you agree with that, let's clarify how the "claiming" will then proceed. Staying with t^e Ithaca Invaders, you'll show me you paid them the $1,500 (this would probably be all in one check, true?) , I would reimburse ^ a the $834. If you agree with this reasoning, know that in the 3e of Learning Web, you'll get all the funds you're eligible to be reimbursed (for this program) back after the 1st and 2nd quarter payments you make. Meaning, when you make the 3rd and 4th quarter payments, it is all out of the town's pocket, you wouldn't get any county reimbursement for those payments. Regarding the question about separate contracts with the programs vs. having sub-contracts to this one contract between the Town and County. 1)Cooperative Extension needs to have a separate contract. 2) Learning Web (Mary Ann) said they do not have/sign any contract with the town for their services. For auditing purposes, Karen writes them up something stating the amount they will be paid, etc. 3)Recreation Partnership definately needs to be a separate contract as well. Maybe we misunderstood what you meant, please clarify. Thanks. Theresa Theresa L. Albert Administrative Assistant Tompkins County Youth Services Department /^^.bertOtompkins-co. org , p) 274-5310 J7) 274-5313 fax Draft of contract clause #7 ( \ 7. County s reimbursement to the Town will not exceed the sum of $49,148. (a) Ithaca invaders - The Town agrees to pay the Ithaca Invaders a total of $1,500 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 2% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $834 with county funds. (b) lYB Club Ithaca - The Town agrees to pay the lYB Club Ithaca a total of $2,036 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 2% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $834 with county funds (c) Cooperative Extension - The Town agrees to pay Cooperative Extension a total of $28,529 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 29% of the town's youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $12,097 with county funds. (d) Learning Web - The Town agrees to pay the Learning Web a total of $54,426 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 55% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $22,943 with county funds. (e) Coddinqton Road Communitv Center - The Town agrees to pay the CRCC a total of $11,262 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 11% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $4,589 with county funds. (f) Sciencenter - The Town agrees to pay the Sciencenter a total of $1,200 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 1% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $417 with county funds. (g) Recreation - The Town agrees to pay into the Recreation Partnership a total of $47,638 as per the agreement. The Town and Village of Cayuga Heights' state aid recreation eligibility will be used towards this expense. Therefore, the Town will be reimbursed up to an amount not to exceed $7,434 with county funds. / \ ( \ TOWN OF ITHACA SUMMARY OF 2003 EXPENSE and REVENUE FOR TOWN OF ITHACA YOUTH PROGRAMS (MONITORED BY THE COUNTY JOINT YOUTH COMMISSION) PROGRAM ACCOUNT TOWN COMMISSION PERCENT DESCRIPTION CODE 2003 2003 2003 BUDGETED BUDGETED BUDGETED PROGRAM PROGRAM PROGRAM EXPENSES EXPENSES EXPENSES Coddington Rd Community Ctr A7320.404 $9.062 $11,262 11% Cooperative Extension A7320.405 $28.836 $28,529 29% Learning Web / Youth Works A7320.4CI6 $52.841 $54,426 55% Ithaca Invaders A7320.407 $1.500 $1.500 2% lYB Club Ithaca A7320.408 $2.036 $2.036 2% Science Ctr Programs A7320.411 $1.380 S 1.200 1% West Hill Pilot Youth Program A7320.412 $3.500 $. Youth Mini Grants A7320.403 $.S - Boynton Collaborative A7320.402 $-$. Outings (At Risk Youth)A7320.410 $-$- Total $99,155 $98.953 100% REVENUE tREIMBURSEMEN-n Direct reimbursement from the vmage of Lansing Direct reimbursement from the County Net Cost to the ToMnt (10.124) (41.714) 47.118 HOW THE TOWN WILL BE REIMBURSED PROGRAM PERCENT STATE YOUTH REIMBURSEMENT DESCRIPTION 2003 PROGRAMMING BY BUDGETED AID VIA THE PROGRAM PROGRAM COUNTY BASED ON 2003 EXPENSES BUDGETED EXPENSES Coddington Rd Community Ctr 11%$41.714 S 4.589 Cooperative Extension 29%$41.714 $12.097 Learning Web / Yoi^ Works 55%$41.714 $22.943 Ithaca Invaders 2%$41.714 $834 lYB aub Ithaca 2%$41.714 $834 Science Ctr Programs 1%$41,714 $417 Reimbursement from the County Reimbursement from the ViOage of Lansing Total Reimbursements for Youth 2003 Youth Programming What percent is reimbursement dollars? What percent is out-of-pocket (direct) Town dollars? $41.714 5 10.124 5 51.838 52% 48% TOWN OF ITHACA SUMMARY OF 2003 RHMBURSEMENT FOR THE RECREATION PARTNERSHIP Town's Budgeted Share for the Recreation Partnership $ less: State Youth Programming Reimbursement Via the County $ Net Cost to the Town ^ What percent is reimbursement dollars? What percent is out-of-pocket (direct) Town dollars? Total County Reimbursment to the Town Total Village of Cayuga Heights Riembursement to the Town 47.638 (7.434) 40.204 16% 84% 49.148 10,124 BUDGET ACTIONS TO BE TAKEN FOR 2003 YOUTH SERVICES / s BUDGETED REVENUE 1. ADD: REVENUE CODE A2351 - YOUTH SERVICES VCH THE BUDGET AMOUNT IS FOR $10,124 2. ADJUST: REVENUE LINE A2350 - YOUTH SERVICES COUNTY THE BUDGET AMOUNT IS FOR 47,714 ADOPTED BUDGET FIGURE IS: AMENDED BUDGET FIGURE - A2350 AMENDED BUDGET FIGURE - A2351 AMENDED BUDGET AMOUNT (DECREASE) ENTRY DEBIT A510 ESTIMATED REVENUE A2351 YOUTH SERVICES - VCH A599 UNAPPROPRIATED FUND BALANCE CREDIT A510 ESTIMATED REVENUE A2350 YOUTH SERVICES - COUNTY BUDGETED EXPENDITURES ($63,000.00) 47,714.00 10,124.00 ($5,162.00) 10,124.00 10,124.00 5.162.00 PROGRAM CODE TOWN BUREAU ADJUSTMT Coddington Road Community Center A7320.404 9,062.00 11,262.00 2,200.00 Cooperative Extension A7320.405 28,836.00 28,529.00 (307.00) Learning Web A7320.406 52,841.00 54,426.00 1,585.00 Ithaca Invaders A7320.407 1,500.00 1,500.00 - lYB Club Ithaca A7320.408 2,036.00 2,036.00 - Science Center A7320.411 1,380.00 1,200.00 (180.00) West Hill Pilot A7320.412 3,500.00 -(3,500.00) 99,155.00 98,953.00 (202.00) ENTRY DEBIT A960 APPROPRIATIONS 3,987.00 A7320.405 Cooperative Extension 307.00 A7320.411 Science Center A7320.412 West Hill Pilot CREDIT A960 APPROPRIATIONS A7320.404 Coddington Road Community Center A7320.406 Learning Web A599 UNAPPROPRIATED FUND BALANCE 180.00 3,500.00 3,785.00 2,200.00 1,585.00 202.00 15,162.00 15,162.00 I ^ RESOLUTION WHEN THE NEW AGREEMENT GOES BEFORE THE BOARD HAVE PREPARED A RESOLUTION AS WELL. HAVE TEE ANN PLACE ON AGENDA DIRECTLY FOLLOWING THE RESOLUTION WHICH AUTHORIZES CATHY TO SIGN. WITHIN THE BODY OF THE RESOLUTION INCLUDE... A CERTIFIED COPY TO GO TO THERESA ALBERT AT THE COUNTY YOUTH BUREAU.I \ Page 1 of 1 BUDGET ACTIONS TO BE TAKEN FOR 2003 YOUTH SERVICES BUDGETED REVENUE 1. ADD: REVENUE CODE A2351 - YOUTH SERVICES VCH THE BUDGET AMOUNT IS FOR $10,124 2. ADJUST: REVENUE LINE A2350 - YOUTH SERVICES COUNTY THE BUDGET AMOUNT IS FOR 47,714 ADOPTED BUDGET FIGURE IS; AMENDED BUDGET FIGURE - A2350 AMENDED BUDGET FIGURE - A2351 AMENDED BUDGET AMOUNT (DECREASE) ($63,000.00) 47,714.00 10,124.00 ($5,162.00) ENTRY DEBIT A510 ESTIMATED REVENUE A2351 YOUTH SERVICES - VCH A599 UNAPPROPRIATED FUND BALANCE CREDIT A510 ESTIMATED REVENUE A2350 YOUTH SERVICES - COUNTY BUDGETED EXPENDITURES ' \ 10,124.00 10,124.00 5,162.00 PROGRAM CODE TOWN BUREAU ADJUSTMT Coddington Road Community Center A7320.404 9,062.00 11,262.00 2,200.00 Cooperative Extension A7320.405 28,836.00 28,529.00 (307.00) Leaming Web A7320.406 52,841.00 54,426.00 1,585.00 Ithaca Invaders A7320.407 1,500.00 1,500.00 - lYB Club Ithaca A7320.408 2,036.00 2,036.00 - Science Center A7320.411 1,380.00 1,200.00 (180.00) West Hill Pilot A7320.412 3,500.00 -(3,500.00) 99,155.00 98,953.00 (202.00) ENTRY DEBIT A960 APPROPRIATIONS 3,987.00 A7320.405 Cooperative Extension 307.00 CREDIT A7320.411 A7320.412 A960 A7320.404 A7320.406 A599 Science Center West Hill Pilot APPROPRIATIONS Coddington Road Community Center Learning Web UNAPPROPRIATED FUND BALANCE 180.00 3,500.00 3,785.00 2,200.00 1,585.00 202.00 15,162.00 15,162.00 RESOLUTION WHEN THE NEW AGREEMENT GOES BEFORE THE BOARD HAVE PREPARED A RESOLUTION AS WELL. HAVE TEE ANN PLACE ON AGENDA DIRECTLY FOLLOWING THE RESOLUTION WHICH AUTHORIZES CATHY TO SIGN. WITHIN THE BODY OF THE RESOLUTION INCLUDE... A CERTIFIED COPY TO GO TO THERESA ALBERT AT THE COUNTY YOUTH BUREAU. Page 1 of 1 04/18/03 07:39:19 TOWN OF ITHACA GENERAL FUND TGUNWIDE DETAIL OF REVENUE o APRIL 16, 2003 f MODIFIED EARNED UNEARNED % BUDGET 2003 BALANCE UNEARNED REAL PROPERTY TAXES A1001 REAL PROPERTY TAXES 975.528.00 975.528.00 0.00 TOTAL REAL PROPERTY TAXES 975.528.00 975,528.00 0.00 REAL PROPERTY TAX ITEMS A1081 IN LIEU OF TAXES 3.700.00 1.417.18 2,282,82 61.7 TOTAL REAL PROPERTY TAX ITEMS 3.700.00 1.417.18 2.282.82 61.7 REAL PROPERTY TAX ITEMS A1090 INTEREST & PENALTIES 8.000.00 0.00 8.000.00 100.0 TOTAL REAL PROPERTY TAX ITEMS 8.000.00 0.00 8.000.00 100.0 NON-PROPERTY TAX ITEMS 78.0All20 SALES TAX 335.972.00 73.891.93 262.080.07 TOTAL NON-PROPERTY TAX ITEMS 335.972.00 73.891.93 262.080.07 / 78.0 DEPARTMENTAL INCOME A1255 TOWN CLERK FEES 2,900.00 865.45 2,034.55 70.2 A1260 PERSONNEL FEES - SCLIWC 900.00 252.99 647.01 71.9 A1289 COMMUNITY SERVICES - 1% SALES TAX 22,000.00 0.00 22.000.00 100.0 A1555 DOG ENUMERATION FEES 2,200.00 1,090.13 1,109.87 50.4 A1556 SPCA CONTRACT 3,400.00 1,210.01 2,189.99 64.4 A1557 DOG IMPOUNDMENT FEES 450.00 160.00 290.00 64.4 A2189 ENGINEERING FEES FOR SERVICES 2.000.00 541.05 1.458.95 72.9 TOTAL DEPARTMENTAL INCOME 33.850.00 4.119.63 29.730.37 87.8 INTERGOVERNMENTAL CHARGES -A2350 YOUTH SERVICES - COUNTY 63,000.00 15,909.88 47,090.12 74.7 A2389 OTHER COMMUNITY SERVICES 0.00 0.00 0.00 —^'1:0/ ymi i'ai TOTAL INTERGOVERNMENTAL CHARGES 63.000.00 15,909.88 47.090.12 74.7 USE OF HONEY AND PROPERTY A2401 INTEREST A2421 NEXTEL SITE RENTAL A2422 STORAGE DEWITT HISTORICAL 38,000.00 16,800.00 700.00 8,466.53 4,368.00 700.00 29,533.47 12,432.00 0.00 77.7 74.0 / I i \ DEJAIL OF EXPENDITURES - PAGE 9 APRIL 16, 2003 MODIFIED EXPENDED UNENCUMBERED % f BUDGET 2003 ENCUMBERED BALANCE REMAINING TOTAL PERSONAL SERVICES 103.500.00 24.149.75 0.00 79.350.25 76.7 EQUIPMENT/CAPITAL OUTLAY A7110.201 LARGE 27,000.00 634.99 0.00 26,365.01 97.6 A7110.202 SMALL 2,100.00 372.72 0.00 1,727.28 82.3 A7110.255 LAND ACQUISTION 0.00 0.00 0.00 0.00 TOTAL EQUIPMENT/CAPITAL OUTLAY 29.100.00 1.007.71 0.00 28.092.29 96.5 CONTRACTUAL EXPENSE A7110.401 CODDINGTON RD COMMUNITY CTR CONTRACT 6,700.00 6,700.00 0.00 0.00 A7110.402 MAINTENANCE 20,000.00 701.34 0.00 19,298.66 96.5 A7110.403 CONSTRUCTION 25,000.00 0.00 0.00 25,000.00 100.0 A7110.404 PLANTINGS & LANDSCAPING 5,000.00 0.00 0.00 5,000.00 100.0 A7110.405 YOUTH 1,300.00 0.00 0.00 1,300.00 100.0 A7110.410 CONFERENCES & MILEAGE 500.00 12.00 0.00 488.00 97.6 A7110.411 SAFETY EQUIPMENT & UNIFORMS 0.00 0.00 0.00 0.00 A7110.415 TELEPHONE 400.00 112.32 0.00 287.68 71.9 A7110.420 DUES & PUBLICATIONS 100.00 35.00 0.00 65.00 65.0 A7110.440 PERSONAL PROTECTIVE EQUIPMENT 2,000.00 597.69 0.00 1,402.31 70.1 A7110.490 PARKS & OPEN SPACE PROGRAM 60.000.00 0.00 0.00 60.000.00 100.0 TOTAL CONTRACTUAL EXPENSE 121.000.00 8.158.35 0.00 112.841.65 93.3 ^^0.501 WM & HANNAH PEW BIKE TRAIL 199.270.00 0.00 0.00 199.270.00 100.0 TOTAL 199.270.00 0.00 0.00 199.270.00 100.0 ' \ TO. TOWN PARKS 452.870.00 33.315.81 0.00 419.554.19 92.6 YOUTH & AGED 1PROJECTS CONTRACTUAL EXPENSE A7320.401 CASS PARK FACILITY 98,652.00 0.00 0.00 98,652.00 100.0 A7320.402 SUMMER PLAYGROUND 0.00 0.00 0.00 0.00 A7320.403 MUNICIPAL SUMMER JOBS 0.00 0.00 0.00 0.00 A7320.404 CODDINGTON RD COMMUNITY CENTER 9,062.00 0.00 0.00 9,062.00 100.0 A7320.405 COOPERATIVE EXTENSION 28,836.00 0.00 0.00 28,836.00 100.0 A7320.406 LEARNG WEB / YOUTH WORKS 52,841.00 13,210.25 0.00 39,630.75 75.0 A7320.407 ITHACA INVADERS 1,500.00 0.00 0.00 1,500.00 100.0 A7320.408 CLUB ITHACA 2,036.00 0.00 0.00 2,036.00 100.0 A7320.409 TOMPKINS CTY COMMUNITY ACTION 0.00 0.00 0.00 0.00 A7320.410 OUTINGS (AT RISK YOUTH)0.00 0.00 0.00 0.00 A7320.411 SCIENCE CENTER PC PROGRAMS 1,380.00 0.00 0.00 1,380.00 100.0 A7320.412 WEST HILL PILOT YOUTH PROGRAM 3,500.00 3,500.00 0.00 0.00 A7320.415 REC PARTNERSHIP CONSULTANT 0.00 0.00 0.00 0.00 A7320.416 REC PARTNERSHIP COUNTY 47.638.00 11.909.50 0.00 35.728.50 75.0 TOTAL CONTRACTUAL EXPENSE 245.445.00 28.619.75 0.00 216.825.25 88.3 TOTAL YOUTH & AGED PROJECTS 245.445.00 28.619.75 0.00 216.825.25 88.3 HISTORIAN /^RACTUAL EXPENSE \0.400 OEWITT HISTORICAL SOCIETY 8.400.00 8.400.00 0.00 0.00 ' A TOTAL CONTRACTUAL EXPENSE 8.400.00 8.400.00 0.00 0.00 i \ Tompkins County /-*\ YOUTH BUREAU > 320 West State Street Ithaca, New Ypi^k 14850 Telephone (607) 2^4-5310 • Fax (607)274-5313 E-mail youthbui^au @ tonipkiiis-co.org To; Catherine Valentino, Town of Ithaca, Supervisor From; Karen Coleman, Program Management Specialist Theresa Albert, Administrative Assistant Date; April 29, 2003 Re; 2003 Office for Children and Family Services State Aid 2003 County Youth Service Funds 2003 Municipal Jobs Funds 2003 Contract Enclosed please find your State and County aid amounts for 2003 and contract for use of these funds. Municipalities receive a combined amount of state and county funding. State aid to municipalities was increased slightly. Please review the information for your municipality. 2003 funds State Aid for Recreation; $ 7,434 State Aid for Youth Services; $ 7,635 County Youth Service Funds; $28,087 Amount transferred from V Lansing $ 1,872 Municipal Jobs Funds; $ 4.120 Total State and County Funds; $49,148 If you agree and understand the information recorded as accurate, please sign the enclosed contracts no later than Mov 30. 2003 and forward all three copies to Tompkins County Youth Services bepartment. 320 West State Street, Ithaca. NY 14850. Once we have received a signed contract, a packet on how to begin claiming for your 2003 funds will be forwarded to the appropriate persons. Please be aware that there are several requirements your municipality must comply with in order to receive County and State Funds. You must have an identified group Creating opportunities for youth: Our purpose, Our promise ... Since 1977. Recycled paper whose responsibility it is to assess what your municipality's high priority youth needs are and each program that is funded must submit a year end report. Annual report forms will be sent directly to the Joint Youth Commission Chair. A minimum of 50% matching funds are required for all funding categories, municipalities match these funds with a variety of resources. Be sure to notice any vacancies your municipality may have on the County Youth Services Board and or local Youth Commission, full rosters allow for better planning and helps to assure duties are completed. All contracts for State Aid and County Youth Service funds are due no later than May 30. 2003. Please mail your contracts to Tompkins County Youth Services Department, 320 West State Street, Ithaca, NY 14850. If you have any questions please call Karen or Theresa at 274-5310. f \ / \ Municipality; 2003 State and County Funding TOWN OF ITHACA 1. You are eligible to receive $7.434 in NYS Office for Children and Family Services Recreation Funds and $7.635 in NYS Youth Service Funds. As in the past recreation funds may be used for youth service programs, but youth service funds may not be applied to recreation programs. 2. You are eligible to receive $28.087 in County Youth Service Funds. 3. You are eligible to receive $4.120 in Municipal Jobs Funds. 4. You hove chosen to exchange your Office for Children and Family Services funds for an equivalent number of County tax dollars. This will allow for only one application, one budget, and one contract, and prompt payment of claims by the County. 5. The Village of Lansing will transfer $1.872 of their state aid eligibility directly to the Town of Ithaca. 6. Town plans to use their full allocation. 7. Your total youth service and recreation budget, as we understand, allocates county and/or state funds to the following programs. (Please correct any inaccuracies) Program: Ithaca Invaders lYB Club Ithaca Cooperative Extension Learning Web Coddington Rd Comm Cnt Sciencenter Recreation Partn Total allocated:Amt reimbursed: $1500 $2,036 $28,529 $54,426 $11,262 $1,200 $47,638 $834 $834 $12,097 $22,943 $4,589 $417 $7,434 TOTAL $146,591 $49,148 8. The following local residents serve on the Joint Youth Commission; Sandra Gittleman Diane Jayne Lorraine Moran ^ Scott Hamilton Barbara Nosanchuck 9. Your current County Youth Services Board Town representative is Sale Smith. Your current County Youth Services Board Village of Cayuga Heights representative is Mary Aones Hamilton. 10. As part of your contract, you agree to submit a 2003 year-end program report. Your Youth Commission Chair will complete this as part of their work. They will receive a copy of the report form to be used. If information is accurate please sign and date the County Contract and return to the County Youth Services Department. As always, if you have any questions, please call us at the Youth Services Department for assistance at 274-5310. cc: Diane Jayne, Chair, Joint Youth Commission Ai Carviii, Budget Officer, Town oflthaca VwVO)!" Contract No: Town Ithaca 2003 [j AGREEMENT AGREEMENT, made as of the first day of January, 2003, by and between the COUNTY OF TOMPKINS, a municipal corporation of the State of New York with main offices in the Tompkins County Courthouse at 125 E. Court Street, Ithaca, New York, hereinafter referred to as "the County" and TOWN OF ITHACA, a municipal corporation of the State of New York with offices at 215 N. Tioga Street, Ithaca, New York, hereinafter referred to as "the Town". WITNESSETH: WHEREAS, the parties hereto wish to enter into an agreement to participate in the Tompkins County Youth Services Program, NOW, THEREFORE, in consideration of the promises, covenants, and agreements contained herein, the parties agree as follows: 1. The term of this agreement shall be fi-om January 1 through December 31,2003. 2. The Town agrees to provide the youth services as described in its program proposals on file at the County Youth Services Department in accordance with locally approved planning group guidelines. 3. Town agrees to designate and maintain an active youth planning group to perform the functions outlined in the attached Tompkins County Youth Services Department Accountability Checklist. 4. The Town agrees to provide the necessary record keeping and monitoring to comply with the program reporting and claiming procedures of the County. 5. The Town and Villages have agreed that the Town will be the primary fiscal agent for the Joint Youth Commission programs, which shall entail: n making all program payments approved by the Town and Villages, and n billing the Villages for their local share of the Youth Services Programs. 6. Claims for reimbursement for payments made by the Town may be submitted monthly or quarterly. In any event the Town agrees to submit all claims within 30 days after the end of the calendar year. 7. The Town also agrees to submit all program reports required within 30 days after the end of the calendar year. 8. County's reimbursement to the Town will not exceed the sum of $49,148 as outlined in the approved program plan and budget on file with the Tompkins County Youth Services Dept. a. Ithaca Invaders - The Town agrees to pay the Ithaca Invaders a total of $1,500 for ^ services as described in the application on file with the Tompkins County Youth Services Department. This represents 2% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $834 with county funds. b. lYB Club Ithaca - The Town agrees to pay the lYB Club Ithaca a total of $2,036 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 2% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $834 with county funds c. Cooperative Extension - The Town agrees to pay Cooperative Extension a total of $28,529 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 29% of the town's youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $12,097 with county funds. d. Learning Web - The Town agrees to pay the Learning Web a total of $54,426 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 55% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $22,943 with county fimds. _ e. Coddington Road Community Center - The Town agrees to pay the CRCC a total ^ of $11,262 for services as described in the application on file with the Tompkins / County Youth Services Department. This represents 11% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $4,589 with county funds. / Sciencenter - The Town agrees to pay the Sciencenter a total of $ 1,200 for services as described in the application on file with the Tompkins County Youth Services Department. This represents 1% of the town youth budget's gross expenditures. Therefore, the Town will be reimbursed up to an amount not to exceed $417 with county funds. g. Recreation - The Town agrees to pay into the Recreation Partnership a total of $47,638 as per the agreement. The Town and Village of Cayuga Heights' state aid recreation eligibility will be used towards this expense. Therefore, the Town will be reimbursed up to an amount not to exceed $7,434 with county funds. 9. It is understood between the parties that any persons hired or contracted with by the Town are not employees of the County. 10. It is the responsibility of the municipality to execute any subcontracts with other providers authorized in the Program Plan and Budget and to provide the Tompkins County Youth Services Department with a copy. ^ ^ \ 11. No youth shall be denied access to any county-supported program because of race, creed, color, gender, sexual orientation, national origin, disability, or ability to pay. 12. The Town certifies to the County that the programs and services to be provided and described herein are accessible for the handicapped in accordance with the provisions of Section 504 of the Federal Rehabilitation Act of 1973. 13. The Town agrees that it will comply with federal, state, county and other applicable laws regarding work under municipal contracts, matters of employment, length of hours. Workers' Compensation and human rights, which pertain to this agreement and the services to be provided. 14. If any claim, action, injury, death or damage to property or persons arise as a result from performance of the locally approved youth program covered by this contract, the Town shall indemnify, hold harmless and defend Tompkins County and its officers, employees, agents and elected officials, with the exception of all actions and claims arising out of the negligence of Tompkins County. IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year first above written. DATED: Tompkins County DATED: Catherine Valentino Supervisor, Town of Ithaca Federal ID or Social Security # APPENDIX A: COUNTY OF TOMPKINS HOLD HARMLESS & INDEMNIFICATION ^ NO CONSTRUCTION (1991 EDITION) The Agency hereinafter referred to as Contractor, shall indemnify, hold harmless and defend Tompkins County and its officers, employees, agents and elected officials from and against any and all claims and actions brought against Tompkins County and its officers, employees, agents and elected officials for injury or death to any person or persons or damage to property arising out of the performance of this contract by the Contractor, its employees, subcontractors or agents with the exception of all actions and claims arising out of the negligence of Tompkins County. The Contractor shall maintain the following minimum limits of insurance or as required by law, whichever is greater. A. Workers' Compensation and New York Disability - Statutory Coverage Employer's Liability - Unlimited B. Commercial General Liability including, contractual, independent contractors, products/completed operations - Occurrence Form required. Each Occurrence $1,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $2,000,000 Personal and Advertising Injury $ 1,000,000 Fire Damage Legal $ 50,000 ^ _ Medical Expense $ 5,000 ^ General Aggregate shall apply separately to the project prescribed in the contract. Tompkins County and its officers, employees, agents and elected officials are to be included as Additional Insured. C. Business Auto Coverage Liabi 1 ity for Owned, $ 1,000,000 CSL or Hired and Non-Owned Autos $ 500,000 Per Person BI $1,000,000 Per Accident BI $ 250,000 PD Split Limits Tompkins County and its officers, employees, agents and elected officials are to be included as additional insureds. All insurance shall be written with insurance carriers licensed by the State of New York Insurance Department and have a Best's rating of A XI or better. Proof of insurance shall be provided on the Tompkins County Certificate of Insurance (copy attached) including the Contract Number. The accord Certificate of Insurance or insurance company certificate may be used for proof of Workers' Compensation and Disability. All Certificates shall contain a sixty- (60) day notice of cancellation; non- renewal or material change to Tompkins County. All Certificates must be signed by a licensed agent or authorized representative of the insurance company. Broker signature is not acceptable. Certificates of Insurance shall be submitted at the time of the bid/proposal agreement. / })Tompkins County Municipal Planning Group Vitality & Accountability AssessmentName of Municipal Youth Planning Group:YesNoCommentsPlanning group structure, membership & relationship to municipality1. The municipality has created or designated a planning group to make youth developmentrecommendations to local elected officials and Tompkins County Youth Board.2. The planning group has municipally approved by-laws or operating guidelines3. The Commission has officers with clear duties4. Committees or individuals are clear about their responsibilities so they can join in andknow what is expected of them.5. The group has an active core of at least 3-5 members6. Vacancies are filled in a reasonable amount of time.7. The Commission orients new members effectively so they feel welcome and are able toparticipate quickly.8. The planning group or a representative reports periodically to the municipal board(s)Organization. Meetings. & Leadership:1. There are meetings at least 10 times/year, and there is a quorum for all meetings.2. Meetings begin and end on time, has minutes & provides copies to the Youth Bureau3. All meeting have a well thought out agenda and relevant materials to make decisions.4. Meetings are characterized by free discussion, good questions about programs, needs,goals, & performance, participation by most members, and active thinking together.5. * The quality of decisions are high, meaning that enough time is allowed, numerousviewpoints are presented before voting, & creative tfednkittg is encouraged.6. New leadership is encouraged and developed.Planning:1. Uses organized surveys, community forums, parent/youth feedback to identify youth needs.2. The commission sets priorities, bases goals on data and discussion of diverse audiences,intensity of services, and develops plans of action to accomplish the annual work plan.3. Uses proven effective program models4. Programs have qualified staff or volunteers and supervision to support the planned services5. Understands basics of funding available and makes supportable fmancial decisions*8haded areas represent desired level of full, vital performance))) 333Oversielit, Guidance and Accountabilitv:1. Understands each program's purpose and direction2. Asks for appropriate and reasonable information about program activity3. Receives program reports made by providers on a regular basis4. Members do not directly oversee themselves or immediate family members5. Assures that sufficient & eligible matching funds are available for state and county aid6. Reviews financial reports on program services periodically7. Observes the programs in action to see how well they are operated.8. Compares program plans, reports and observations to assess whether the program isperforming adequately9. Has a way to gather feedback from parents and youth about the programs.10. Gives positive feedback and constructive criticism to programs11. Follows up to see that requests or concerns re: programs/staff are adequately addressed12. Makes/assures program and financial reports to funders in a timely wayAdvocacy, & Coordination1. Meets regularly with local elected officials, other funds, and stakeholders to keep themupdated about commissions efforts2. Has an annual report and distributes it to funders and key supporters3. Stays abreast of local programs to avoid duplication, initiates coordinated programmingwhen appropriate.4. Networks with schools, businesses, churches, other service groups.5. Has an easily identifiable logo/slogan that is used on all correspondence, programadvertising, etc. that is recognized in the community.6. Does advertising and "talking up" programs and the work of the commis.<?ion regularly.7. Participates in other groups who are planning for youth and report back to the commission.Youth Leadershio:1. Provides opportunities for youth to learn leadership skills in programs at the commissionlevel2. Uses youth as problem solvers3. Invites youth to recommend programs & identify needs.333 ! i PROGRAM ACCOUNT TOWN i COMMISSION PERCENT DESCRIPTION CODE 2003 I 2003 2003 BUDGETED ! BUDGETED BUDGETED PROGRAM PROGRAM PROGRAM EXPENSES i EXPENSES EXPENSES i Coddington Rd Community Ctr A7320.404 S 9,062 !S 11,262 11% Cooperative Exterrslon A7320.40S S 28,8361 S 28,529 29% Learning Web / Youth Works A7320.406 S 52,841 1 S 54,426 55% Ithaca Invaders A7320.407 $ 1,500 S 1,500 2% lYB Club Ithaca A7320.408 S 2,038 S 2,036 2% Science Ctr Programs A7320.411 S 1,380 S 1,200 1% West Hill Pilot Youth Program A7320.412 $ 3,500 $ YouOi Mini Grants A7320.403 S S Boynton Collaborative A7320.402 s s Outings (At Risk Youth)A7320.410 5 s Total S 99,155 S 98,953 100% REVENUE rREIMBURSEMENTT (10Direct fdmbureement from the Village of Lansing tJirect reimtwtsoment frpm the County TOWN OF ITHACA SUMMARY OF 2003 EXPENSE and REVENUE FOR TOWN OF ITHACA YOUTH PROGRAMS (MONITORED BY THE COUNIY JOINT YOUTH COMMISSION) .124) (41,714) HOVt H THE TOWN WIULBE REIMIIUR8ED PROGRAM PERCENT STATE YOUTH REIMBURSEMENT DESCRIPTION 2003 Bu'dGETCD PROGRAMMING - aid VIA THi BY Frogrwi PROGRAM COUNTY BASED ON 2003 EXPENSES BUDGETED EXPENSES Coddington Rd Community Ctr 11%$ 41,714 S 4,589 Cooperative Extension 29%S 41,714 S 12,097 Learning Web / Youth Works 55%S 41,714 S 22,943 Ithaca Invaders 2%S 41,714 S 834 lYBOub Ithaca 2%S 41,714 S 834 Science Ctr Programs 1%$ 41,714 S 417 Reimbursement ftem the County S 41,714 Reimbursement from the Village of Lansing S 10,124 1 Total Reimbursements for Youth 2003 Youth Programming ! S 51.838 What psrcsnt Is reimbursement dollars? What percent Is out-of-pocket (direct) Town dollars? S2% 48% TOWN OF ITHACA SUMMARY OF 2003 REIMBURSEMENT FOR THE RECREATION PARTNERSHIP Town's Budgeted Share for the Recreation Partnership less: State ^ Reimbursemem Via the County 47,638 (7,434) Net Cost to the Town I 1 What percent Is reimbursement dollars? I I What percent is out-of-pocket (direct) Town dollars? 40,204 18% 84% Total County Relmbursment to the Town 40.148 Total Vlllaae of Cavufla Hetflhts RIembursementto the Town 10.124 Town of IthacaSupervisor - Cathy Valentino215 N. Tioga StreetIthaca, NYphone: 273-1721 fox: 273-5854Village of LansingMayor - Donald Hartill2405 N. Triphammer Rd.Ithaca, NY 14850phone: 257-0424 fax: 257-3230Village of Cayuga HeightsMayor - Waiter R.Lynn836 Hanshaw Rd.Ithaca, NY 14850phone: 257-1238 fax: 257- 4910County Youth Board Representatives:Tovv'n - Gale SmithVillage of Cayuga Hts. - Mary Agnes HamiltonRecreation Partnership Represenatives:Catherine Valentino and William Burbank - Tovs^n of IthacaJanet Beebe - Village of LansingTechnical Assistance provided byThe Tompkins County Youth Services DepartmentJAgenda# 7 Members of the Joint Youth Commission are appointed by theBoards of the three municipalities they are charged to represent;the Town of Ithaca, Village of Cayuga Heights and the Village ofLansing. The Commission evaluates the needs of youth in theirmunicipalities and makes funding recommendations to the Townand Village boards. State, County and local funds are used tosupport these programs. Members actively engage in programmonitoring and evaluations to assure that programs are providingservices in an effective and efficient manner. Meetings are openand held on the third Monday of each month at the HumanServices Building, 320 West State Street, Ithaca. Meetings begin at7:00 PM.2002 MemberstilpDiane Jayne - Town of IthacaSandra Gittelman - Town of IthacaBarbara Nosanchuk - Village of LansingLorraine Moran - Town of IthacaOpenings for representatives from Villages of Lansing & Cayuga Hts.Commission Goals:• Advocating for all youth between the ages of 0-17• Directing first efforts toward middle school population• Improving access for youth to programs• Increasing awareness of program options for youth and theirfamilies• Developing programs in the following areas:Youth Employment and Employment readiness skillsService opportunities• Promoting youth involvement in the planning of programs• Monitoring to assure that programs are youth development* infocus and meet the identified needs of our youth.•Youth Development programs are purposefully designed tomeet the human development needs of youth and to build a set ofcore assets and competencies needed to participate successfullyin adolescent and adult life.Funding to support these programs is paid by the Town andVillages, Tompkins County, and New York State Office of ChildrenAnd Family Services.Total funds for 2002 youth service was $102,898.2002 Youth Programming Sponsored by theJoint Youth CommissionAgency : Ithaca Youth BureauOutings Programgroup and individual skill developmentYouth interns with outingsClub Ithaca - EmploymentAgency: Learning WebYouth Works:Apprenticeship Sen/ices (9 stipended)employment job skills and awarenessmentorstiips communication skillsCareer & Community Exploration ToursCommunity Service Projectyouth plan and implement service projectsAgencyiCornell Cooperative ExtensionYouth Developmentworkshops and activities Skill building and special InterestCommunity Youth EmploymentAgency : Ithaca InvadersTrack and Field opportunity for youthindividual skill development and team workEmploymentAgency: SciencenterComputer Club House workshops in computer technologyYouth employed after InternshipAgency: Coddington Road Community CenterCounselor in Training youth stipendsMorning camp for youth ages 5-10 yearsMiddle school camp including West Hill PilotTotalTotal number of youth participating in Youth Development activities areunduplicated for each program.Employment Total -(youth receiving stipends or wages) 67Examples of Community Employment and Service locations:Alternatives Credit Union, Community Fly Fisher, Bool's Flowershops,Alta Spa,Ithaca and Cortland SPCA, Jon Reis Photography, Comics for Collectors,Ithaca Journal, Caroline Craft Market, Town of Ithaca, Child Care programs,Video tech. Oak Hill Manor.YMCA, Cornell Plant Breeding. Willow. Hair Etc,Children's Garden, Landscaping, Loaves and Fishes and Boynton Recycle Project.3526423365753640251109121364) Attachment ff 4 5/12/03 TB Meeting Familx^hildren's SERVICE OF ITHACA %n£fa#i4' Employee Assistance Program Contract Options STANDARD SERVICES—ALL NON-HOURLY CONTRACTS All contracts are priced to include our contract administrative support, contract manager support and statistical reports as well as the services described below. \Co Work site Orientation Meetings—Arranged at the convenience of the employer, a member of our contract management staff will meet with groups of your staff, managers and supervisors to acquaint all employees with how to access and use the services provided through the Employee Assistance Program. Consultation Services—Supervisory and management staff have access to a contract manager by phone or in-person to discuss strategies for working with individual employees or employee groups where difficult personal or organizational problems are affecting performance. Promotional/Informational Materials—Brochures, posters and newsletters are provided to our contract employers. Crisis Appointments—Daily crisis appointments in person or by phone with a mental health professional are available Monday through Friday. Substance Abuse Professional (SAPL services include employer consultation, employee assessment, referral case management, and follow-up services, when an employee is found in violation of the workplace drug and alcohol policies. I \ CONTRACT SPECIFIC SERVICES Consultation and Referral —^This option offers eligible EAR participants up to t^i^ in-person visits a year with a counseling professional for assessment, coifsultation and referral on financial, personal, professional, child or family issues. The base cost for this service is $1.70/employee per month!"^ Consultation/Assessment/Problem Resolution—This option offers eligible EAP participants from six to eight in-person visits a year with a counseling professional for assessment, consultation and problem resolution for financial, personal, professional, child or family issues. The base cost for a six-session contract is $2.60/employee per month. The base cost for an eight-session contract is $2.80/ employee per month. Condition of Empioyment: services are offered to meet the needs of the employer referring an employee to the EAP as the result of a behavior problem at the workplace that jeopardizes his or her continued employment, including employer consultation, employee assessment and treatment recommendations as necessary and follow-up. Provider Network Services—Family and Children's Service has developed affiliate agreements with a number of other regional and state mental health practitioners and organizations offering access to EAP Consultation and Referral services in locations convenient to participants' homes or place of employment. On-Site Crisis intervention Services—This service is available to employers with an Employee Assistance Program contract. Designed to provide a mental health response to a traumatic event that has affected the workplace or a specific workgroup, employers can receive assistance when unexpected deaths, serious accidents, major organizational shifts or any other critical event occurs that creates a difficult work environment for employees. These services provide individual employees and eligible family members with access to a counseling professional for consultation, assessment, and referral to appropriate resources for assistance with personal or professional concerns. Additionally, EAP participants may access our specialized, professional staff for assistance with personal money management, adoption, or eldercare service issues. Family and Children's Service is also the premier provider in Tompkins County of services to parents and children when a child's social/emotional \ ^ development or behavior is of concern. f EAP Contract Managers typically provide the On-Site Training/Organizational Development Services. Depending on the request or need of the organization, other professional staff may also be asked to participate or provide the service. On-Site Traininq/Orqanlzationai Development Services—This service is available to employers either as part of a broader Empioyee Assistance Program contract or may be purchased separately when needed. Training events are tailored to your employee group. Group presentations may be either informational or skill building, depending on the topic and time allowed. The event is conducted at the employer's facility or another location convenient to the employer. Organizational development consultations are also designed to meet the needs of a particular employee group, issue and work situation. > When purchased without an EAP contract, this service costs $200.00/hour for each staff member assigned to directly provide the service at the time needed. > For our EAP contract employers, if this service is not covered in the contract, service may be requested when needed at a cost of $100.00/hour for each staff member assigned to directly provide the service. > When included as part of a comprehensive EAP contract, the service is priced as part of the per capita cost of the contract depending on number of hours the employer wishes to have available. Summary Family and Children's Service of Ithaca has managed Employee Assistance Program contracts with more than fifty area organizations and businesses over the past two decades. We are pleased to have the opportunity of proposing an EAP contract to meet the needs of your organization . We believe an Employee Assistance Program contract with our organization will provide timely, comprehensive, and cost-effective services. We look fon/vard to more discussion regarding your EAP contract with Family and Children's Service of Ithaca. 0 Attachment # 5 5/12/03 TB Meeting Agenda# 2 2 TOWN OF ITHACA PLANNING DEPARTMENT MEMORANDUM TO: Members of the Town Board FROM: Susan Ritter, Assistant Director of Planning DATE: May 6, 2003 RE: Hiring Consultant to Assist with Drainage Area Analysis/Stream Buffers Ordinance Project As many of you know, members of the Conservation Board have been working for some time on developing a stream buffer ordinance. This is a continuation of the work that the Water Resource Ordinance Committee (WROC), under the leadership of former Town Board member Ellen Harrison, had initiated several years ago, and involves revising and improving upon the originally drafted ordinance. Much of the Conservation Board's work is now complete, however, one important sticking point remains concerning how to legally define streams of different sizes so that different size buffer widths can be applied to them. After conducting research on this problem, we have found an approach that involves defining creek sizes based on drainage area. This approach is used by the state of Massachusetts and elsewhere, and appears to be a viable option for use with the Town's proposed stream buffer ordinance. In order to use this method, however, it will be necessary to obtain the assistance of a consultant who is knowledgeable in this procedure and can train staff to perform drainage area calculations using the Arcview CIS software with the Spatial Analyst extension. A Comell University researcher has been identified to assist with this project. The Conservation Board requests the Town Board's approval to hire this consultant in order to assist with the necessary training for the project. Initially, the Conservation Board committee working on development of the stream buffer ordinance had agreed to continue the recommendation for just two buffer widths. This included a 50 foot wide buffer (measured from each side of the creek) that would apply to the largest creeks, generally those that are named, such as Cascadilla, Fall Creek, and Six Mile Creek, and a 35 foot wide buffer (measured from each side of the creek) that would apply to all the remaining creeks. But after conducting field trips to view and measure creeks and creek buffers, the committee agreed that a third size buffer, applied to the smaller creeks, would be more appropriate. This buffer width would be somewhere between 10 and 25 feet, and though small, would at least help to protect the stability of the streambed and streambank of these smaller streams. The committee briefly considered developing written definitions for these three stream categories based on stream widths and depths, but this was found to be too complex and there was no precedent found for doing this. The preference was to create a map that would show the three different creek and buffer sizes, so that property owners and Town staff would have assurance as to the stream size and corresponding buffer width on properties in the Town. The t proposed watershed analysis project is expected to accomplish this objective. With the assistance of a consultant, the initial project effort will involve obtaining drainage area calculations for the entire reach of every creek in the Town, and will result in the creation of a preliminary map. This map will identify, by color code, three different size creeks, each based on a range of drainage area sizes. For instance, a "small" creek may be defined as having a drainage area between 5 and 45 acres in size, and a "medium" sized creek may be defined as having a contributing drainage area of 46 to 110 acres. Most creeks will be defined as "small" in their upper reaches, and "medium", possibly even "large", in their lower reaches. (This will allow a smaller buffer to be applied to the upper reach of a stream, and a larger buffer applied to the lower reach.) Initially these drainage area ranges will be approximate, but this should be adequate for an initial review by members of the Conservation Board (CB) to determine the suitability of the drainage area approach. If CB members are satisfied with the outcome, then the proposed stream buffer ordinance, with the new associated map, will be sent on to the Codes and Ordinance Committee (COC) for their review. If the CDC approves of the mapping approach, as well as the ordinance itself, then more effort will go into developing a final map by undertaking more detailed analytical investigation to determine the most appropriate drainage area ranges for small, medium, and large size streams. The consultant that has been identified to train Town staff and assist in this project is Geri Tiemey. Ms. Tiemey is a former Town of Ithaca employee. She worked as a Planning Intern in 1995 and 1996, and as a full time Planner from 1996 to 1997, and was responsible for bringing , ^ CIS technology to the Town. Ms Tiemey recently completed her PhD in Natural Resources at Comell University. She is skilled in the use of Arcview Spatial Analyst, and has experience performing drainage area calculations. Ms. Tiemey's consulting fee is $30/hour. We are estimating that it will take no more than 16 hours to complete the necessary training and support to start up this project. The initial training and map creation should take no more than 5 to 8 hours, but we are reserving additional funding for unanticipated problems that may arise, and for follow-up work. The total budgeted amount is $500. Members of the Conservation Board approved the expenditure from their budget line at their May U' meeting. We are planning to undertake this project at Town Hall, using Town owned computers. While the Town has the GIS Arcview software, and Planning staff is skilled in the use of this software, we do not currently have licenses for the Spatial Analyst extension. Through the ESRI software company, however, the Town has been provided with a 30 day trial offer of Spatial Analyst for each of the eight new upgraded versions of Arcview that the Town recently received. The 30 day trial period begins when ESRI is contacted. Depending on the outcome of this project, and the further need for Spatial Analyst, the Planning Department may propose to budget in 2004 for the Spatial Analyst software, or modify the 2003 budget if necessary, for earlier purchase. The cost of one license for Spatial Analyst is approximately $2500. A resolution granting approval for hiring the consultant, at a cost not to exceed $500, is attached to this memo. contract.nol, 5/6/03 /(Preliminary) DRAFT AGREEMENT THIS AGREEMENT is made this day of May. 2003, between the TOWN OF ITHACA with offices at 215 N. Tioga St., Ithaca, N.Y. 14850 (hereinafter referred to as the "Town") and Geraldine Tiernev whose address is Road. Ithaca. New York 14850 (hereinafter referred to as the "Contractor"). The Town and Contractor agree as follows: 1. Services to be Performed. Contractor agrees to perform the following services for the Town and/or to provide the following products to the Town: The contractor agrees to train Planning Department staff in the use of Arcview Spatial Analyst for the purposes of performing a watershed analysis, whereby the drainage areas are calculated along the reaches of those creeks in the Town of Ithaca that have been identified in the Tompkins County GIS hydrologic coverage, and also to assist in the creation of a map that will identify small, medium, and large creeks. As more fully described below. (Note: This section to be expanded upon.) 2. Fees. The Contractor shall be paid $30/hour at a total compensation of not more than $500. 3. Term of Agreement. The term of this Agreement shall be from approximately May 28. 2003 . to December 31. 2003 . unless earlier terminated by either party. Notwithstanding the term set forth above, this Agreement may be terminated by either party at any time for any reason of for no reason upon three days prior notice to the other party. This Agreement may be terminated immediately by either party upon the breach of any of its terms by the other party. 4. Quality of Work. The work to be performed hereunder shall be of good workmanship and quality. If this Agreement is for the performance of services, the services shall be performed diligently and in a proficient and efficient msinner. 5. Payment for Services. Payment for services shall be submitted on the standard Town voucher which will list the activities or products, the dates on which performed or supplied, and, if applicable, the time spent on each indicated date for which the Town is being billed. Unless otherwise agreed, the vouchers shall be submitted monthly on the first of each month covering services for the preceding month, and the Town will review same and, if acceptable, pay for the services and/or products after submission of the vouchers to the Town Board and approval of same by the Board. 6. Relationship. The Contractor is, for all purposes (including, without limitation, withholding of income tax, payment of workman's compensation, and payment of PICA taxes) an independent contractor and no employer-employee relationship is intended. contract.no I. 5/6/03 implied or created by this Agreement. Contractor shall determine the times and manner of performance of any services for the Town hereunder consistent with the overall obligations to complete the work contemplated by this Agreement. Contractor shall be free to devote such portions of his time not required for the performance of services to the Town in such manner as Contractor sees fit and for such other persons, firms, or entities as Contractor deems advisable provided that such other services do not constitute a conflict of interest with the interests of the Town. 7. Ownership of Products of Service. All work product of any services to be performed hereunder (including, for example and without limitation, survey results, statistical data, reports, drawings, plans, itemizations, documents, instruments, or any other written or magnetic medium results of such work) shall be the shared property of the Town and the Town is vested with all rights therein, including the right to use, duplicate, distribute, share or sell such materials, without any further compensation of any nature to Contractor. If patents or copyrights may be obtained with respect to such work, the Town shall own same and have all rights to same without further compensation to the Contractor. The Contractor retains the right to use the information also. 8. Indemnitv. The Contractor agrees to release and hold harmless the Town, its employees, and agents from and against any liability for injuries to the Contractor or to damage to the Contractor's property arising out of or in any way connected to the performance of this agreement. ^ \ f 9. Contractor Mav Not Assign. This Agreement may not be assigned by the Contractor without the previous written consent to such assignment from the Town, which consent may be withheld entirely at the discretion of the Town, it being understood that the Town is making this Agreement personally with the Contractor and is not intending that it be performed by any other person or entity. 10. Binding Nature of Agreement. This Agreement is binding upon the parties, their respective successors and, when assignment is permitted, assigns. 11. Governing Law. Jurisdiction, and Enforcement. This Agreement is made in New York, and shall be construed under the laws of the State of New York. Both parties consent that if any action is brought to enforce this Agreement, it shall be brought in Supreme Court in Tompkins County, New York, and both parties consent to the jurisdiction of such court. 12. Notices. Any notices or other communications given under or in relation to this Agreement shall be deemed duly given if served personally upon the other party at the address set forth above, or, if the mails are operating, mailed by certified or registered mail to the other party at the address set forth above. Either party may change the address to which notices are sent by giving notice of such change in the manner set forth above to the other party. REGULAR MEETING OF THE ITHACA TOWN BOARD MONDAY, MAY 12, 2003 TB RESOLUTION NO. 2003 : Authorization to Hire a Consultant to Assist with Stream BufferA/Vatershed Analysis Using Arc View Spatial Analyst WHEREAS, protecting the water quality in our streams and lakes is an important goal of the Town of Ithaca, and WHEREAS, preserving vegetated buffers along stream corridors has been demonstrated to: 1) improve water quality by filtering out pollution from stormwater rimoff, 2) stabilize stream banks and thus substantially reducing soil erosion and the movement of sediments downstream, 3) reduce flooding by slowing down stormwater flow, and 4) provide important habitat for wildlife and aquatic organisms, and WHEREAS, the Town of Ithaca's Comprehensive Plan (1993) recommends stream corridor management as a means for protecting water quality from the impacts of erosion, sedimentation, and drainage impacts, and ^ WHEREAS, the Conservation Board is completing work on a proposed stream A buffer ordinance, but still needs to resolve how to identify and define three sizes \ of streams (small, medium, large) and apply a vegetated buffer requirement corresponding to these sizes in an easily understandable and easily implemented and enforceable manner, and WHEREAS, a watershed analysis technique is used by other communities in association with their stream buffer ordinances, and involves establishing stream size definitions based on drainage area calculations for entire stream reaches, and appears to be a viable option for the Town's proposed buffer ordinance, and a technique that the Conservation Board would like to pursue further, and WHEREAS, the watershed analysis will require the use of the GIS software known as Arcview Spatial Analyst, and WHEREAS, Planning staff is skilled in the use of the Arcview software, but not in the use of Spatial Analyst, nor in the technique of watershed analysis using GIS software, it is deemed necessary to obtain the assistance of a consultant who is knowledgeable in using Spatial Analyst and performing watershed analysis, and is capable of training staff, and WHEREAS, Geraldine Tierney, a former Town of Ithaca employee, has been identified as possessing skills in the use of Spatial Analyst software and has experience performing watershed analysis using Spatial Analyst, and has indicated that she could provide training assistance to Planning staff at a cost of ' $30/hour, and it is estimated that no more than 16 hours of consulting work would be necessary; and WHEREAS, it has been determined that there are sufficient funds in the Account #68020.407 Conservation Board to pay for this work, and the Conservation Board has recommended the expenditure of funds for the above-stated purpose, NOW THEREFORE BE IT RESOLVED, that the Town of Ithaca Town Board authorizes the Supervisor of the Town of Ithaca to sign a contract with Geraldine Tierney, to conduct the above-described work to assist and train Planning staff in the use of CIS Arcview Spatial Analyst for the purposes of performing watershed analysis and creating a map for use in the proposed stream buffer ordinance; and BE IT FURTHER RESOLVED, that the Town Board of the Town of Ithaca does hereby approve an amount of $30.00/hour, not to exceed $500.00 in total, to compensate Geraldine Tierney for consulting services rendered, to be charged to Account #68020.407. MOVED: ^ SECONDED: ' DATED: Attachment # 6 5/12/03 TB Meeting TOWN OF ITHACA 215 NORTH TIOGA STREET, ITHACA, N.Y. 14850 WWW. town. ithaca. ny. us TOWN CLERK'S OFFICE PHONE (607)273-1721 FAX (607)273-5854 TOWN OF ITHACA NOISE PERMIT APPLICATION NAMBORGANIZATION: PERSONS RESPONSIBLE FOR EVENT: 0^^''^'-'-' ^ C;rr ADDRESS: I uj- c^L-'^ToJ ^T. rJj PHONE NUMBER: fc o7- -1^00 ADDRESS OF PROPOSED EVENT: i C/h 0(^ - ,STfO'.7^ . PROPERTY OWNER: CiT'/ (i i^PliLj DATE PROPERTY OWNER NOTIFIED: ^TE APPROVAL OF PROPERTY OWNER GIVEN: , ^ 'Tl^ ~ Z ji 'ME SCHEDULE OF PROPOSED EVENT: II ' i> - ESTIMATED NUMBER OF PERSONS ATTENDING EVENT: "76cP /o /XPO SIGNATURE OF PERSON RESPONSIBLE FOR EVENT: .oLuvl REASONS FOR SUCH USAGE: ^ -/l4-)Aw6 Ay PLANS AND SPECIFICATIONS OF THE USE: ^ '"'t- ^ C\ ^ -J yj <->76- O . NOISE ABATEMENT AND CONTROL METHODS TO BE USED: Town of Ithaca Noise Permit Approved May, 13, 2002 TB Resolution No. 2002-072 DEMONSTRATION WHY APPLICANT CANNOT CONFORM TO THE ORDINANCE: To VMf ^ /j-\J Lr^l) 'TKu iT ^ jl" TtJ NAMES AND ADDRESSES^^^NE<GHBORS NOTIFIED: 'l^ ^ r Y j uy£. j-^^AI'h^U T^g- ■7\o y-jvL*^C/l ( I-y I^-C-jCL— C//€>-^JL /^ () ) 0 (3 f (p j)-/ ^ /v>4 , AUTHORIZATION FOR PERMIT (From Town Noise Ordinance): "Where the enforcement of this Ordinance would create an unnecessary hardship, the Town Board, in its discretion, is authorized to grant a permit for a specific waiver from the requirements of this Ordinance. Sufitiwaivers shall be granted only in those circumstances where the applicant demonstrates that the waive^^ necessary for a valid purpose, that the proposed waiver is the minimal intrusion needed, that on balance, ^ need for and benefits of the waiver outweigh the needs and rights of the surrounding neighbors to a peacea< and quiet environment. A public hearing before the Town Board shall be held in connection with the application not less than five (5) days after publication of notice of such hearing in the Town's official newspaper. The issuance of permits shall be discretionary. The Town Board may impose any conditions deemed necessary by such Board to minimize the intrusion of sound that might occur by the exercise of the privileges granted by the permit." Applicant must conform to all provisions set forth in the "Ordinance Regulating Noise in the Town of Ithaca". Please refer to the attached Noise Ordinance. THE UNDERSIGNED APPLICANT AFFIRMS THAT THE FOREGOING INFORMATION IS TRUE,COMPLETE AND CORRECT: ^ 1 SIGNATURE OF APPLICANT: / I DATE;^ A-/q^ DATE APPLICATION RECEIVED BY TOWN CLERK: Apr\\/? 7C)0^ Qi Ak DATE APPROVED BY TOWN OF ITHACA TOWN BOARD: RESOLUTION NUMBER GRANTING AUTHORIZATION FOR PERMIT:^ Town of Ithaca Noise Pernm Approved May. 13. 2002 TB Resolution No. 2002-072 ' \ TESTIMONY BY MIKE RAFFE 2003 RELAY FOR LIFE NOISE PERMIT APPLICATION V . / PUBLIC HEARING: TOWN OF ITHACA 05/12/03 Good evening. My name is Michael Raffe, I am a resident of Varna in the Town of Dryden and I am employed of the Tompkins County Chapter of the American Red Cross as the Director of Emergency Services based in the city of Ithaca. My job responsibilities include: interaction with first response agencies including law enforcement, management of multi-use facilities, contingency planning, development of response, recovery and mitigation plans and volunteer management. I am here tonight m my role as a member of the ACS Relay steering committee and as the Logistics Co- Chair for the event, a position I have held for five years. I urge you to approve the request for a noise permit that in currently in front of this Board. ^ Before I proceed any further, I would like to present some information on the Tompkins County Relay for Life. Over the past five years, the Relay has raised over $553,000 in donations and has had approximately 4400 participants including over 175 cancer survivors last year. See the memorandum fi-om June Losurdo on the History of the Tompkins County Relay in the handout I have distributed to you. Our community's effort have placed us as one of the top 10 Relay's out of 110 in the New York/New Jersey region. The benefits fi-om our event are numerous and are quite apparent. To address some of the concerns stated by the neighbors in their petition dated July 30, 2002 and to submit proof of our ongoing efforts to mitigate the noise that is generated during the event I am presenting a copy of a letter from Paul Marino dated May 9, 2003, which is included in the packet I have provided to you. Mr. Marino is a Town of Ithaca resident and has been a member of the Steering Committee and the chair of the Entertainment Committee for the last five years. In his letter, Mr. Marino 2, speaks directly about the various activities that he has undertaken to niininiize the noise generated by the . /Relay in coniunction with the performers and sound professionals. He speaks about the modifications we have implemented over the years and how we discuss this issue on a regular basis at our monthly steering committee meetings. Clearly, we understand the concerns the residents of Renwick Heights have about the noise and we have made every effort assure that there is as minimal an intrusion as possible. At this time, I would like to speak about what I and the other Logistics Co-Chair do to mitigate the noise and its impacts on the neighbors. First, as the Renwick Heights petition states, we canvas the neighborhood prior to the event and later issue a letter stating the particulars about the Relay and even invite them to participate. The day before the event I submit a list containing the names of the three or four person's in charge (PIC) and their cell phone numbers and/or pagers to the various first response agencies, the County Office of Emergency Response and their 911 Center. We do this to provide a direct link between any and all of these agencies and the event's leadership to help address critical and time ^ \ sensitive issues that might arise during the 15 hours the Relay operates. Later, as one of the PICs during the event, we regularly monitor the noise level on the track and its immediate environs and also along Lake and N. Ca3aiga Streets, react to any concerns voiced by residents, participants, school district personnel or first response agencies, and communicate regularly with event leadership, first responders especially law enforcement and school district staff to assure that the event is proceeding along in a safe, efficient and effective manner. Lastly about two weeks after the event, we hold an after action review to examine and discuss how the event was run, find what we did right and what we can improve on and develop an action plan to put in place any changes and improvements. The Steering Committee members take their role very seriously and we make every effort to insure that the Tompkins County Relay for Life is a safe event that meets the goals set by the American Cancer Society while not interfering or impinging on the rights and needs of our neighbors. i i n I am available to answer any questions you may have. I urge you to grant this noise permit. MEMORANDUM RELAY ° FOR LIFE fr TO: Mike Raffe RE: June Losurdo History of American Cancer Society Relay For Life, Tompkins County The American Cancer Society Relay For Life is the largest non-profit event in the country, with over 3,800 communities participating in the fight against cancer and raising over $248 million dollars per year. Here in Tompkins County it has become the largest non-profit event in the county. Below are the historical numbers in connection with this event. 1998 Raised almost $20,000 1999 625 participants raised over $61,000 2000 900 participants raised over $126,000 2001 1,200 participants raised over $ 181,000 2002 1,300 participants raised over $ 165,000 The number of cancer survivors has increased every year, with over 175 participating in the 2002 event. MflY-12-2003 10:01 TOMPKINS TRUST COMPANY 6072578399 P.02/02 5/9/2003 ^ 1 / V t \ ( \ I m unable to attend the meeting tonight due to schedule conflict, but as a Town of Ithaca ^re^dent-^d member of Ihe-Tompkins County Sle^ng ComfhitteeTI strongly support the cfTorts of the American Cancer Society Relay for Life. As chair of the entertainment con^ttee, T am also responsible for musical entertainment as well as the hiring of sound professionals. We spend a great de^ of time at monthly meetings discussing sound arrdngemcnts with ^ Qyc toward i educing the effects on neighbors. We hire Calf Audio to provide sound; they have been in providing sound professionally for over 30 years. In 2001, against the advice of the sound professionals, we faced tlie stage and the speakers toward Cawga St to reduce the sound carrying to Lake Street. Calf Audio told us that they wouid not be able to coyer the entire field that way, and they were riglil. We received complaints from event participants that they could not hear music or aiinouncements, but we did reduce the sound heard along Lake Street. In 2002, we utilized small remote speakers along the football field to provide sound and ^wcfcd the volume from the main stage speakers. We faced the remote speakers toward Layuga St. to further reduce noise to neighbors. We plan to do this again in 2003. I schedule entertainment to reduce noise after 10:00pm by having solo artists or small acoustic bands (without drums) perform. Live music slops between 11:30-l2:00pm. I spend much of the night at or near the sound booth if we need to adjust sound for our neighbors. I also walk up and down Lake Street several times during the night to compare volume levels as the event progresses. The professionals at Calf Audio are very helpful and adjust accordingly when asked. We utilize a disc jockey for entertainment from 1:00am- 9:00am. The sound is kept at a ow vo ume, quite a few people sleep during that time. Occasional announcements are made over that sound system, primarily for fiindraising pinposes. The Tompkins County Relay will raise close to $200,000 to fight cancer this year. Thousands of Ithaca community members will leam a little more about prevention and cure, and thousands will come together in a way seldom seen at any other event. We are aw^e (hat we are in a neighborhood, and will do everything we can to balance the needs of the neighborhood while providing an exceptional event for over 1500 people in an outdoor environment. Come join us. Thunlc you, Paul Marino, 607-257-2656 Town Resident American Cancer Society Relay for Life f > TOTAL P.02 MAY-12-2003 09:45 607 257 8399 SBX p. 02 ' \ ' \ \ ! y August 19, 2002 Mr. Andy Frost Building & Zoning Director Town of Ithaca 215 No. Tioga Street Ithaca, N.Y. 14850 Dear Mr. Frost, Per our telephone conversation on August 14 regarding complaints about the American Cancer Society RELAY FOR LIFE event, I'm enclosing several background documents for your review: Letter to Renwick Hgts. Neighbors Letter to Tompkins CountySheriff s Dept Letter to Ithaca City Police Dept Letter to Ithaca Fire Dept Letter to Cayuga Heights Police Dept Core planning committee for T.C.Relay List of businesses making major donations On site parking plan with shuttle buses Letter to 911 Center National summary of RELAY Presentation to TCBoard of Reps I hope this is helpful in your information gathering process. Again, I would be glad to talk with you or others in person. Feel free to contact me if anything else is required. Sincerely, Ms. Marty MosgsJ^ 1746 Slatervill^dad Ithaca, NY 148^ Home: 273-0731 Ofice: 254-7105 ' \ f \ A yv CvwitutUm/to-jotw ovw CommuvUty event" ! \ f \ July 1,2002 Dear Ithaca High School Neighbor: The American Cancer Society is holding it's fourth annual Relay for Life at the Ithaca High School track on Friday and Saturday, July 12 & 13. We would like to extend you an invitation to join us for this exciting evening. We have planned live music for folks of all ages, lots of fun contests, a cancer survivors lap around the track and a very special candlelight ceremony to support those battling cancer and to memorialize loved ones who have lost their fight with cancer. The event will begin at 4:00 p.m. on Friday and runs through the evening until 10:00 a.m. on Saturday. Each team will have members walking, jogging or running around the track for 15 hours with a mission of raising hmds to fight cancer and raise awareness of cancer in our community. We will provide entertainment to our participants by having music to inspire them as they make their way aroimd the track. We hope that you will join us in supporting our fight against cancer! Please call June Lnrsnrdo at 227-2276 for more information on how to get involved. Sincerely, Ms. Marty Moses Community Volunteer American Cancer Society Relay for Life Logistics Committee i ^y 28, 2002 \ undersheriff Randy Haus Sheriffs Department Tompkins Coimty 779 Warren Road Ithaca, New York 14850 Dear Undersheriff Haus: I am writing you in regards to the 2002 American Cancer Society Relay for Life at Ithaca High School on July 12 and 13,2002. In years past, your department has provided a law enforcement presence at the event as well as an escort to the bank. For this year's event, we are requesting the following: 1. A law enforcement presence at our final captain's meeting on Tuesday July 9,2002. This is the night we are encouraging the team captain's to bring in their monies. This year, it will be held at the Smith Gym of TST BOCES off Warren Road. The event starts at 6 pm and runs until about 11 pm. At the conclusion of the coimting process, there will be a need to N provide an escort to the bank. On Friday night July 12,2002 the start of the event there will be a need for law enforcement presence as the remaining monies will be brought in. The monies then will be transferred to a counting area and fmally to the bank. As always, we are aware of the difficulties that might arise from the noise generated by the event. It is our intention to notify the neighbors about the event, its date and activities .with a letter. In addition, both the logistics co chairs and the music chair will monitor the noise levels and make sure we lower the sound level around midnight. A follow up letter will be sent to your office, IPD, Cayuga Heights PD, IFD, the 911 center and Bangs Ambulance about the event. Also included will be contact names and phone numbers for on site supervisory staff. Thank you for your consideration in this matter. Feel free to contact me at work at 273-1900 ext. 11 with any questions or comments. Respectfully, ^A^ichael Raffe , ^gistics Co Chair I \ ! \ July 1, 2002 Sgt. Russell Ithaca Police Dept. 120 E. Clinton St. Ithaca, NY 14850 Dear Sgt. Russell, The American Cancer Society is holding it's fourth annual Relay for Life at the Ithaca High School track on Friday and Saturday, July 12 & 13. The event will begin at 4:00 p.m. on Friday and runs through the evening until 10:00 a.m. on Saturday. The event will have both live music and a DJ, which will be presented as entertamment and inspiration for the participants. As is the possibility with any event of this size, there is the chance of complaints dealing with noise. The event logistics and management committees will make every effort to minimize the potential for these challenges to occur. We would like to extend you an invitation to join us for this exciting evening. We hope that you will join us in supporting our fight against cancer! In case there is a need to reach event management, the contacts are: Mike Raffe Logistics Coordinator Numeric Beeper 607-897-0352 June Losurdo Event Coordinator Cell Phone 607-227-2276 Thank you in advance for your assistance and understanding. Sincerely, Ms. Marty Moses Logistics Committee Volunteer t \ ^ s < \ t \ July 1,2002 Chiefs. Wilbur Ithaca Fire Dept. 310 W. Green Street Ithaca, N.Y. 14850 Dear Chief Wilbur, The American Cancer Society is holding it's fourth annual Relay for Life at the Ithaca High School track on Friday and Saturday, July 12 & 13. The event will begin at 4:00 p.m. on Friday and runs through the evening until 10:00 a.m. on Saturday. The event will have both live music and a DJ, which will be presented as entertainment and inspiration for the participants. As is the possibility with any event of this size, there is the chance of complaints dealing with noise. The event logistics and management committees will make every effort to minimize the potential for these challenges to occur. We would like to extend you an invitation to join us for this exciting evening. We hope that you will join us in supporting our fight against cancer! In case there is a need to reach event management, the contacts are: Mike Raffe Logistics Coordinator Numeric Beeper 607-897-0352 Jime Losurdo Event Coordinator Cell Phone 607-227-2276 Thank you in advance for your assistance and understanding. Sincerely, Ms. Marty Moses Logistics Committee Volunteer < \ f \ C \ July 1, 2002 Chief Ken Lansing Cayuga Heights Police Dept. 836 Hanshaw Road Ithaca, N.Y. 14850 Dear Chief Lansing, The American Cancer Society is holding it's fourth annual Relay for Life at the Ithaca High School track on Friday and Saturday, July 12 & 13. The event will begin at 4:00 p.m. on Friday and runs through the evening until 10:00 a.m. on Saturday. The event will have both live music and a DJ, which will be presented as entertainment and inspiration for the participants. As is the possibility with any event of this size, there is the chance of complaints dealing with noise. The event logistics and management committees will make every effort to minimize the potential for these challenges to occur. We would like to extend you an invitation to join us for this exciting evening. We hope that you will join us in supporting our fight against cancer! In case there is a need to reach event management, the contacts are: Mike Raffe Logistics Coordinator Numeric Beeper 607-897-0352 June Losurdo Event Coordinator Cell Phone 607-227-2276 Thank you in advance for your assistance and understanding. Sincerely, Ms. Marty Moses Logistics Committee Volimteer ' \ / N I \ July 1, 2002 Lee Shurtleff 911 Center Fire/Diaster Coordinator 72 Brown Road Ithaca, NY 14850 Dear Mr. Shurtleff, The American Cancer Society is holding it's fourth annual Relay for Life at the Ithaca High School track on Friday and Saturday, July 12 & 13. The event will begin at 4:00 p.m. on Friday and runs through the evening until 10:00 a.m. on Saturday. The event will have both live music and a DJ, which will be presented as entertainment and inspiration for the participants. As is the possibility with any event of this size, there is the chance of complaints dealing with noise. The event logistics and management committees will make every effort to minimize the potential for these challenges to occur. We would like to extend you an invitation to join us for this exciting evening. We hope that you will join us in supporting our fight against cancer! In case there is a need to reach event management, the contacts are: Mike Raffe Logistics Coordinator Numeric Beeper 607-897-0352 June Losurdo Event Coordinator Cell Phone 607-227-2276 Thank you in advance for your assistance and understanding. Sincerely, Ms. Marty Moses Logistics Committee Volunteer t \ ' \ ! \ Master of Ceremonies RELAY FOR LIFE 2002 - PLANNING COMMITTEE Tompkins County Volunteers—Core Team Casey Stevens / \ '' \ Logistics a) TafFic/Pkg. b) Cleanup c) Food a) Survivors Dinner Music& Tents Luminaries Relay Store Cancer Smart Shop Survivors Welcome Activities Registration Volunteer Recruitment Youth Recruitment Mike Raffe, Marty Moses Marlene Crockford, Karen McGreevy Georgian Leonard Paul Marino Dee Wall/Kim Payne Jeannie Vallely Cynthia & Charlie G. Dorothy Benedict / \ / \ f s > \ American Cancer Society Relay For Life Tompkins County Parking Lot Report Ithaca High School via Cavuga Street Color Blue # 1 (total 240) Main Parking Lot 210 spaces Front Circle Visitor Lot/Near Front Door 15 spaces 15 spaces Ithaca High School via Cavuga Street Color Orange # 2 (total 30) Main Parking Lot/North end Near Tennis Ct. Camper/RV Parking Ithaca High School via Lake Street Color Yellow # 3 (total 147) Lot E (Survivor Parking) 20 spaces 30 spaces Faculty Circle (Survivor Parking) Faculty Parking Lot (Survivor Parking) 18 spaces 89 spaces Ithaca High School via Lake Street Color White # 4 (total 20) Behind Gym and Administration (Committee Parking) Bovnton Middle School via Lake Street Color Pink # 5 (total 50) Front Lot 50 spaces Bovnton Middle School via Cavuga Street Color Pink # 5 (total 27) Boynton Circle 15 spaces 20 spaces Boynton Back Lot Near Field 12 spaces Overflow Parking Areas Color Green # 6 (total 1201 Chamber of Commerce 30 spaces Youth Bureau - Main Lot 30 spaces Stewart Park - Front Lot 60 spaces Ithaca High School Southeast Track Gate Color Red Unloading/Loading Area Ithaca High School via Lake Street Entrance Bv Track Color Red Southeast Side of Drive 15 min. pickup/dropoff 3 spaces / \ ,/ \ archive copy -I AUG -7 ATTEST 3anc N CLERK \ To: Cathy Valentino, Ithaca Town Supervisor ^ ^ Co: Andy Frost, Building and Zoning, Town of Ithaca Ann Barnes, Ithaca High School June Losurdo, Tompkins County Chapter American From: Renwick Heights residents Re: Noise levels during cancer fundraiser Date: July 30, 2002 On the evening of Friday, July 12, and continuing on until Saturday morning, the American Cancer Society's Relay for Life, sponsored by the Tompkins County chapter, held its annual fundraising event at the Ithaca High School track/football field. The goals of the organization and the 1,400 people who participated as walkers, sponsors, supporters, musicians, and service providers are certainly laudable and we are sure their hard work will benefit those who suffer from cancer. Unfortunately, the residents of the Renwick Heights neighborhood were forced to pay too high a price for this community effort. Despite the good-will gesture of the organizers in canvassing the \ neighborhood prior to the event, those onsite the night of the relay f \ nonetheless forgot that people live near the track and go to sleep (some even go to work on Saturday morning). Loud music and announcements blared from the loudspeakers all evening and into the night and early morning. Complaints to the sheriffs department were met with a slight dial-down of the volume, but not enough to afford neighbors a night of undisturbed sleep. (The coup de grace was the 5:15 am wake-up call to the walkers, which woke up most of Renwick Heights as well.) The neighbors are well acquainted with cheers and announcements emanating from the stadium: we hear the roars during football games and other athletic events. But those activities cease at an appropriate hour; this one went on and on and on. Perhaps the organizers can look for another venue where the activities will not interfere with the sleep of an entire neighborhood. Alternatively, they can reduce the volume. The sound need only travel 100 yards, the length of a football field;* there is no need for it to be loud enough to disturb residents through closed windows (on a , , summer night!) a half-mile or more away. Why not invite walkers to 5 ■h K4 X V ^ bring "walk-mans" and then broadcast the music and announcements over a pre-set radio band, as local health clubs do with TV broadcasts in their facilities? Surely with just a little thought, the Cancer Society could find a way to be a good neighbor. In a similar vein, town officials should consider the concerns of the residents; perhaps even ask for their input before awarding a permit for an ali-night, noisemaking event at the stadium. At a minimum, the town should grant such permits only with restrictions on the use of the public address system in the post- midnight hours. ; ' \ /Jf /.Az/V.- jm. /■'j: I L: V-J 3 tN t'' r t ' >L c Xn/ .'X 4 ■/ / I. fhy^':3 f-<i_ II t/'\P /L^inu' ' \ [[^U I', (..l /,., ,V- -- ^ irn. , ci pnv/<^ // ^ .' */' / XAw ■■■ ■// /,x /■V 12, Xr ■( V ' A,:-..,, •. .V /:■., * ] I 'a v-av "-ri- \0\c\ \fs. ' \ f ^ Attachemnt #7 5/12/03 TB Meeting f To the Town of Ithaca Town Board, As residents of the Glenside neighborhood, we wish to express strong \ opposition to the idea of placing a water pumping station on Coy Glen Road, near the intersection with Route 13-A. Though we would rather not have a pumping station here at all, we understand and accept that the Town has a need to build such a facility in the general vicinity, to serve the water needs of West Hill. We hope that you will understand that, from our perspective, this is one of the worst locations that could possibly be chosen. * This site is directly in front of the stream and lovely wooded area that now functions, informally, as the eastern entrance to the Glenside neighborhood and serves to define the aesthetic nature of our community. Putting a large, concrete, utilitarian structure (complete with driveway and parking area) in this location would be a significant and unwelcome intrusion, regardless of how it was designed and landscaped. * All homes in close proximity to this potential site will be within hearing distance of the pumps. Instead of enjoying the gentle gurgling of the nearby stream, as they do now, these households would be forced to endure the endless on/off cycling of large electric motors. > * People owning property on Hackberry Lane and along the first block of , ^ Coy Glen would likely see the value of their property and homes diminished due to their proximity to this facility. We ask that the Town stop considering this particular site—and others that directly impact this residential area—and work with us to find a location that is less prominent and far more acceptable to the neighborhood at large. NAME ADDRESS (jL^ecc^tt-C \ ^ \ Ni ADDRESS .^nUjiJli ^JuQL/:^ [ U f cLcx^ jJMdC^ . /y /-/' ^ ^ ^ > y0 6 6}^ Sf. €<//^.J3^^^-e^<^ y-iJJ{ji )e\i\/Ci,^/utlmj/LLy^ k: -f C-'h- / c(p K(l "1 lhux{ l/gVsL-l- j Hz ^Icn Sic(€'~i^c^. ./ -fitCc'C q^ ^^U.rv. ^1 /4 6(.,c^).r./?(f .i-^/lc/\ Cl^OyJ y tp^r^ ! nf-rrx_./\- f > S CcctJ5 'o^' i /i.*vrc^^ {dkjl<Jiff.yiAAjxA^ [ I J/\JIom^<.Xi ^J~ I QJLLmI^^ j'/^ ' A ] A^"i ^ ^ he.c u<:frfe viJt 1^. i^%g:o", V 7a , ■f~> ■ / vcV^^ ^ y ~\\j 'Us.Addv; \zM. criin'i'^xi, [vi w '"''^^(j3Q,\(v^/'C!, (j\^^ss/c.U. P-cl :;l|h--- Nw ^ /i/fciL/S(P^^y c^Af-n^ jrriWi^^ ,^^iC O, ^PcL>7 f \ f \ ' \ I \ ' \ To the Town of Ithaca Town Board, As residents of the Glenside neighborhood, we wish to express strong opposition to the idea of placing a water pumping station on Coy Glen Road, near the intersection with Route 13-A. Though we would rather not have a pumping station here at all, we understand and accept that the Town hgis a need to build such a facility in the general vicinity, to serve the water needs of West Hill. We hope that you will understand that, from our perspective, this is one of the worst locations that could possibly be chosen. * This site is directly in front of the stream and lovely wooded area that now frmctions, informally, as the eastern entrance to the Glenside neighborhood and serves to define the aesthetic nature of our community. Putting a large, concrete, utilitarian structure (complete with driveway and parking area) in this location would be a significant and unwelcome intrusion, regardless of how it was designed and landscaped. * All homes in close proximity to this potential site will be within hearing distance of the pumps. Instead of enjoying the gentle gurgling of the nearby stream, as they do now, these households would be forced to endure the endless on/off cycling of large electric motors. * People owning property on Hackberry Lane and along the first block of Coy Glen would likely see the value of their property and homes diminished due to their proximity to this facility. We ask that the Town stop considering this particular site—and others that directly impact this residential area—^and work with us to find a location that is less prominent and far more acceptable to the neighborhood at large. NAME ADDRESS 5■fdU) !0^1 Co Ipm /V^ /Vf6^' 7T~/ / -7 (1 I II ^ \/// c^iPAy/^J insd f \ f \ NAME ADDRESS ( ^ f \ pi^ f iy~Z, I(^(- l)/[ iJ-i-T^ /// i \ui A/-./V2i^7 ^/-"'., ' h^(r^ M^j (R^<Lr ^ ^ I2i <^c>[ 6Wft ^di. J-tUcty IH^'O £sl^fll'^ro V // S' TO .?3t Cc. rvf^. n cr / o- ^ J-Afl V'-y #, /^/'i C) '< ••«'s t^shh) 3 H^c IC^f f; f: V ^ ^ K- "(y f V .. - .4 ^/ti r^ J ( \ ( y C Pvj . /2<t >.x^-<- 9i2i^ ' A iri ' I djp; I ^^ ^ ( oJb ,/:vi''- a ■4-j2o'y' (^Lq-u, ^Tqi/'^'' A^<T^K'u, ■7^! 0 i C'-V-l1 ,'LL\- .'.^xjlv o76'7 CcjC-li',^ /Zcl ' \ ' \ Attcahment ffS 5/12/03 TB Meeting / \ ' \ ' \ Summary Of Phosphorus Reduction Project Status 1. Projects summary budgets in three municipalities hands for approval (reissued in attached packet. 2. Supplementary breakdown of Budget in attached packet. 3. Supplementary breakdown of hypothetical cash flow with July 2003 start in attached packet. Projected borrowing rates should be 1.10-1.35% for current BANs and 1.30-1.40% for any temporary reinvestment. Worst case should anticipate quarterly requests for reimbursement of construction costs and State payment twelve months later. EFC has been very responsive and is jointly reviewing the design of this project so the twelve month lag is very conservative. 4. All municipal actions should be contingent on the approval of the work plan for the project and reimbursement of the $2,771,000 in Bond Act commitment. The work plan is approved by Syracuse DEC and Albany approval is expected in June 2003. 5. This project has completed SEQRA review and should be progressed on its own merits especially at a time when the bidding climate is favorable to staying within budget. With the up and down economy and financial markets progress is our best insurance against the future uncertainties of inflation. 6. Project approval contingent upon the work plan approval by all partners is an essential first step to entertaining pre-purchasing and bid document preparation, activities that logically must proceed open competitive bidding. EVERYONE'S BEST COLLABORATIVE EFFORTS ARE NEEDED TO LAUNCH A SUCCESSFUL PROJECT. Special SJS meeting 4/30/03 1PM ' \ f \ APR--2b-03 Kkl 03:16 FM STEARNS&WHELER FAX NO. 3156554180 P. 02 CASH FLOW Bidding and Construction Phase Tertiary Phosphorus Removal Upgrade Project Ithaca Area WWTP, Ithaca, New York I \ f \ Month Rneineering Fees Construction Costs Total Costs May-03 $-$$- •' m Jun-03 $6,200 $$6,200 Jul-03 $12,400 $-$12,400 Aug-03 $17,010 $225,000 $242,mo Sep-03 $13,110 $250.000 $263^110 Oct-03 $16,760 $250,000 S 266,760 Nov-03 $16,760 $250,000 $266,760 1 )cc-()3 $16,760 $150,000 $166,760 Jan-04 $16.760 $150,000 $166,760 Fcb-04 $8,260 $150,000 $158,260 Mar-04 $9,160 $150,000 $159,160 Apr-04 $9,260 $750,000 $759,260 May-04 $11,960 $150.000 $161,960 /un-04 $12,060 $150,000 $162,060 Jul-04 $12,060 $150,000 $162,060 Aug-04 $12,060 $150,000 $162,060 Scp-04 $ 15,010 $100,000 $115,010 Oct-()4 S 15,010 $100.000 $115,010 Nov-()4 $6,500 $100,000 $106,500 'Occ-04 $3,400 $75,000 $78,400 Jan-05 $500 $15,000 $15,500 Fcb-05 $500 %175,000 $175,500 Mar-05 $ 500 $500 Apr-05 $500 $500 May-05 $500 $ 500 Jun-05 $ 500 $500 Jul-05 $ 500 $500 Aug-05 $ 500 $500 Scp-05 $500 $500 Oct-Of $$ Nov-0!$$ Dcc-0.'$-s - Totals $235,000 $3,490,000 $3,725,000 / 1 f \ ( \ APR-25-03 FRI 07:43 AH STEARNS&WHELER FAX NO. 3156554180 P. 02 PRE-BID PROJECT COST ESTIMATE Tertiary Phosphorus Removal Upgrade Project Ithaca Area Wastewater Treatment Plant Estimated Costs 1 Subtotals [Construction Costs Contract 1 - General Construction Mobilizalion, bonds, insurance and general conditions Site Work Paving Concrete sidewalks and site restoration Process Structure Excavation and backfill Foundation piles Ruiiilorccd concrete Handrails and grating Masonry walls Doors, windows and stairs Equipment ACriFLO equipment, instrumentation and controls lifflucnt pumps Tertiary sludge pumps Ferric chloride storage and feed equipment Polymer makeup and feed equipment Sump pumps Sluice and slide gales Process and Yard Piping Insiric process piping Underground yard piping Contract 2 - Electrical and Instrumentation Mobi!i/.alion, bonds, insurance and general conditions Variable frequency drives Motor control centers and panelboards Lighting Instrumentation Conduit and wiring Switches, receptacles and miscellaneous Contract 3 - Heating, Ventilation and Plumbing Mobilization, bonds, insurance and general conditions Heating and ventilating Plumbing ^ Subtotal (Construction Cost) Allowance for contingencies Total Construction Cost Fiscal, l.egal and Engineering Costs Fiscal and legal costs Design phase engineering services Bidding and construction phase engineering services Total Project Cost j;/100(«)/IO2K4/Shareil/l'nijci I Managcmcnl/Prc-Bid Cosl nslimatc.xls $ 2,825,000 200,000 20,000 5,000 $70,0001 $210,000 1 $650,000 1 $50,000 1 $85,000 1 $35,000 1 $965,000 1 1$220,000 1 $40,000 1 $70,000 j s 20,000 j $5,000 1 1$80,000 1 1$72.000 1$28,000 1$20,000 1$110,000 1$50,000 1$40,000 1$100,000 $50,000 $40,000 1$5,000 1$50,000 1$30,000 96,600 368,400 235,000 410,000 85,000 3,320,000 170,000 3,490.000 700,000 $ 4.190,000 11/16/02 Total Project Budget- Tertiary Phosphorus Removal Upgrade Contract 1 General Construction Mobilization, bonds, insurance, and general condition $ 200,000 Sitework $ 25,000 Process structure $1,100,000 Equipment $1,400,000 Process and yard piping $ 100.000 Subtotal $2,825,000 Contract 2 Electrical and Instrumentation $ 410,000 Contract 3 Heating, Ventilating, and Plumbing $ 85,000 Contingency $ 170,000 Fiscal, Legal, and Engineering $ 625.000 TOTAL PROJECT COST $4,115,000 ( ^ ( ^ < \ i \ f ^ r \ / s Project Funding Sources- Tertiary Phosphorus Project Total $ 4,115,000 Committed Bond Act Funding $(2,771,000) Revised Local Remainder $ 1,344,000 Approximate Partner Shares $1,344,000 of total $4,115,000 City of Ithaca 57.15% $ 768,096 of total $2,351,722,50 v Town of Ithaca 40,87% $ 549,292.80 of total $1,681,800,50 ^ ' TownofDryden 1,98% $ 26,611.20 of total $ 81,477 The above figures give the best project forecast of the respective municipal shares of the total project cost that must be temporary financed and the range of costs that would remain as local shares to permanently finance. The project is on an eligibility list for Environmental Facility Corporation financing at 50% reduced interest plus administrative fees. A representative borrowing rate given present long term rates around 5% would be an effective rate of 2.8% on a 20 year bond payment schedule. Since the project will be constructed during 2003, permanent financing should not be anticipated before early 2004, Project Management Budget - Construction Phase Bidding $24,800 '' 1 Consttuction Administration $ 63,900 Shop Drawing Review $ 35,100 Resident Representative $ 55,700 Concrete and Soils Testing $10,600 Change Orders $ 7,900 Record Drawings $ 6,000 Operations & Maintenance Manual $ 16,700 Plant Startup $ 5,900 Guarantee Period Services $ 5,500 Troject Closeout $ 2.900 Steams & Wheler Cost Not To Exceed $235,000 City & WWTP Resident Representative Services Already budgeted TOTAL $235,000 r ^ r \ Steams & Wheler, LLC .. , t Environmental Engineers and Scientists ^ AMENDMENT. NO. 1 '(T-C"* ' {.'i C' — I { 1/ r TO AGREEMENT BETWEEN ' CITY OF ITHACA, TOWN OF ITHACA, TOWN OF DRYDEN, NEW YORK ^ AND STEARNS & WHELER, LLC X ^ WHEREAS, Steams & Wheler, LLC (ENGINEER) and the City of Ithaca, Town of Ithaca, and Town of Dryden, New York (OWNERS) entered into an Agreement dated January 29, 2002, to perform professional engineering services required in connection with the selection and final design of treatment facilities for advanced phosphorus removal (effluent limit of 0.2 mg/L) at the Ithaca Area Wastewater Treatment Plant; and WHEREAS, ENGINEER has prepared final design documents consisting of Contract Documents (Specifications) and Contract Drawings dated September 2002, for construction of said treatment facilities for advanced phosphoms removal in accordance with said Agreement; and WHEREAS, OWNERS desire to proceed with bidding and constmction of the proposed tertiary phosphorus removal upgrade project as described in the Contract Documents and Contract Drawings prepared by ENGINEER. NOW, THEREFORE, ENGINEER and OWNERA agree to amend the Agreement to include Bidding ^ N Phase and Constmction Phase Services. SCOPE OF SERVICES Bidding Phase 1. Advertisement for Bids. Assist OWNERS in advertising for and obtaining bids for constmction. Based on the bidding of three (3) constmction contracts, ENGINEER shall provide up to fifty (50) sets of Contract Documents with fifty (50) sets of reduced-size Contract Drawings and ten (10) sets of full-size Contract Drawings for use by OWNERS during bidding. In addition, ENGINEER shall receive and process deposits for Bid Documents, maintain a record of prospective bidders to whom Bid Documents have been issued, and attend a prebid conference with prospective bidders. 2. Issue Addenda. Issue addenda as appropriate to interpret, clarify, or expand the Bidding Documents. 3. Tabulation and Review of Bids. Attend the bid opening, tabulate bids received, and assist OWNERS in evaluating bids and in assembling and awarding contracts. \V:\\Vordproc\Jlb\AgrceincnIs\AnKndinenls\H-M\City-Town llhaca. Drj'dcn Amend »I I0284.doc Steams &Whder Comoanics Construction Phase AMENDMENT NO. 1 CITY OF ITHACA, TOWN OF ITHACA, TOWN OF DRYDEN, NEW YORK (PAGE 2) r\ > ^ f General Administration of Construction Contracts. ENGINEER shall consult with and advise OWNERS and act as OWNERS' representative as provided in the Standard General Conditions of the Constmction Contract. The extent and limitations of the duties, responsibilities and authority of ENGINEER as assigned in said Standard General Conditions shall not be modified except as ENGINEER may otherwise agree in writing. All of OWNERS' instructions to Contractor(s) will be issued through ENGINEER who will have authority to act on behalf of OWNER to the extent provided in said Standard General Conditions. Site Visits and Observation of Construction. ENGINEER shall make visits to the site at appropriate intervals as ENGINEER deems necessary in order to observe as an experienced and qualified design professional the progress and quality of the various aspects of Contractor(s)' work. In addition, ENGINEER shall provide the services of a Resident Project Representative at the project site to assist ENGINEER and provide more continuous observation of such work. The services of the Resident Project Representative are based on a level of effort of 520 labor hours over a 15-month construction duration. The Resident Project Representative will be ENGINEER'S agent or employee and under ENGINEER s supervision. The duties and responsibilities of the Resident Project Representative are set forth in Exhibit A, "Duties, Responsibilities and Limitation of Authority of Resident Projec^i*^, Representative" which will be made a part of the Construction Contract Documents The purpose of ENGINEER'S visits to and representation by the Resident Project Representative at the site will be to enable ENGINEER to better carry out the duties and responsibilities assigned to ENGINEER during the Construction Phase, and, in addition, by exercise of ENGINEER'S efforts as an experienced and qualified design professional, to provide for OWNERS a greater degree of confidence that the completed work of Contractor(s) will conform generally to the Contract Documents and that the integrity of the design concept has been implemented and preserved by Contractor(s). ENGINEER shall not, during such visits or as a result of such observations of Contractor(s)' work in progress, supervise, direct or have control over Contractor(s)' work nor shall ENGINEER have authority over or responsibility for the means, methods, techniques, sequences or procedures of construction selected by Contractor(s), for safety precautions and programs incident to the work of Contractor(s) or for any failure of Contractor(s) to comply with laws, rules, regulations, ordinances, codes or orders applicable to Contractor(s) furnishing and performing their work. Accordingly, ENGINEER can neither guarantee the performance of the construction contracts by Contractor(s) nor assume responsibility for Contractor(s)' failure to furnish and perform their work in accordance with the Contract Documents. Defective Work. ENGINEER may notify OWNER to reject Contractor(s)' work while it is in progress if ENGINEER believes that such work will not produce a completed Project that conforms generally to the Contract Documents or that it will prejudice the integrity of the design concept of the Project as reflected in the Contract Documents. W \WordiJiocVJtb\Agrcemcnts\Atncndirk;ms\H-M\Cily-Towii lihaca, Drydcn Amend #1 10284 doc Steams & Wilder \ AMENDMENT NO. 1 CITY OF ITHACA, TOWN OF ITHACA, TOWN OF DRYDEN, NEW YORK (PAGE 3) 4. Clarifications, Interpretations, and Field Orders. ENGINEER shall issue necessary clarifwations and interpretations of the Contract Documents as appropriate to the orderly completion of the work. Such clarifications and interpretations shall be consistent with the intent of, and reasonably inferable from, the Contract Documents. 5. Change Orders and Work Change Directives. ENGINEER shall recommend Change Orders and Work Change Directives to OWNERS as appropriate and shall prepare Change Orders and Work Change Directives as required. 6. Shop Drawings and Other Submittals. ENGINEER shall review and approve (or take other appropriate action) Shop Drawings, samples and other data which Contractor(s) are required to submit, but only for conformance with the design concept of the project and compliance with the information given in the Contract Documents. Such reviews and approvals or other action shall not extend to means, methods, techniques, sequences or procedures of construction or to safety precautions and programs incident thereto. 7. Substitutes. ENGINEER shall evaluate and determine the acceptability of substitute and "or equal" materials and equipment proposed by contractors in accordance with the provisions of the Contract Documents. 8. Concrete and Soil Testing. ENGINEER shall provide concrete and soil testing services, including appropriate professional interpretations of test results, to aid ENGINEER in evaluating whether / S work performed by Contractor(s) conforms to the Contract Documents, 9. Claims. ENGINEER shall act as initial interpreter of the requirements of the Contract Documents and judge of the acceptability of the work thereunder and make decisions on all claims of OWNERS and Contractor(s) relating to the acceptability of the work or the interpretation of the requirements of the Contract Documents. ENGINEER shall not be liable for the results of any such interpretations or decisions rendered in good faith. 10. Applications for Payment. ENGINEER shall determine the amounts owing to Contractor(s) and recommend payments. Such recommendations will constitute a representation to OWNERS that the work has progressed to the point indicated, and that, to the best of ENGINEER'S knowledge, information and belief, the quality of such work is generally in accordance with the Contract Documents. By recommending payment, ENGINEER will not represent that exhaustive, continuous or detailed reviews or examinations have been made by ENGINEER to check the quality or quantity of Contractor(s) work. ENGINEER'S review of Contractor(s)' work for the purposes of recommending payments will not impose responsibility on ENGINEER to make any examination to ascertain how or for what purposes any Contractor has used the moneys paid on account of the Contract Price, or to determine that title to any of the work, materials or equipment has passed to OWNERS free and clear of any lien, claims, security interests or encumbrances. f \ \V.\Wordproc\Jlb\Agrccnienls\Aiiicndmenis\H-M\City-Town llhaca, Dryden Amend 01 I0284.doc Steams &Wheler Comnanics AMENDMENT NO. 1 CITY OF ITHACA, TOWN OF ITHACA, TOWN OF DRYDEN, NEW YORK (PAGE 4) 11. 12. 13. Operations and Maintenance Manual. ENGINEER shall prepare an^ Operations & Maintenanci' Manual for the new tertiary phosphorus removal system. ENGINEER shall prepare and submit foui (4) "copies of the Operations & Maintenance Manual in draft form for review and approval by OWNERS. ENGINEER shall revise the draft Operation & Maintenance Manual, as necessary, to address written review comments provided by OWNERS. ENGINEER shall submit five (5) copies of the final Operations & Maintenance Manual for use by OWNERS. The draft Operations & Maintenance Manual shall be submitted prior to the date of Substantial Completion. Substantial Completion and Final Inspection. ENGINEER shall conduct an inspection to determine if the work is substantially complete and a final inspection to determine if the completed work is acceptable so that ENGINEER may recommend final payment to Contractor. Limitations of Responsibilities. ENGINEER shall not be responsible for the acts or omissions of any Contractor, or of any subcontractor or supplier, or any of the Contractor(s)' or subcontractor's or supplier's agents or employees or any other persons (except ENGINEER'S own employees and agents) at the site or otherwise furnishing or performing any of the Contractor(s)' work. PAYMENTS TO ENGINEER For the Basic Services outlined in the above Scope of Services, or Additional Services, OWNERS shall pay ENGINEER an hourly rate equal to ENGINEER'S Salary Cost times a factor of 2.37 for all service^ rendered by principals and employees engaged directly on the Project, plus reimbursable expenses a., cost. f ^ The total cost for the Basic Services described above shall not exceed $235,000 without prior written authorization of OWNERS. Written authorization to be in the form of a document signed by a representative of the City of Ithaca and a joint representative of the Town of Ithaca and Town of Dryden. TASK ESTIMATED COST Bidding $24,800 Construction Administration $63,900 Shop Drawing Review $35,100 Resident Representative $55,700 Concrete and Soils Testing $10,600 Change Orders $7,900 Record Drawings $6,000 Operations & Maintenance Manual $16,700 Plant Startup $5,900 Guarantee Period Services $5,500 Project Closeout $2,900 Total Cost Not To Exceed $235,000 W:\Wordproc\Jlb\A6iccnicntsVAmendments\H-\l\Cily-Town llhaca. Dryden Amend »l 10284 doc Steams &\VheIer r \ AMENDMENT NO. 1 CITY OF ITHACA, TOWN OF ITHACA, TOWN OF DRYDEN, NEW YORK (PAGE 5) PERIOD OF SERVICE f The Bidding Phase will commence upon acceptance by OWERS of ENGINEER'S drawings, specifications, and other Final Design Phase documentations, including the most recent opinion of probable construction cost, and upon written authorization to proceed by OWNERS. The Bidding Phase will terminate and the services to be performed for furnished thereunder will be considered complete upon commencement of the Construction Phase, or upon cessation of negotiations with prospective Contractor(s). The Construction Phase will commence with the execution of construction contracts for the project, or any part thereof, and will terminate upon written recommendation by ENGINEER of final payment, ENGINEER'S level of effort for performing the Basic Services described for the Construction Phase is scoped for a fifteen-month (15) duration for all construction contracts. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment No. I as of the last date entered below. ENGINEER:OWNER: STEARNS & WHELER, LLC / N By: Title: Date: Gerald C. Hook, P.E. ^ President/CEO '//ijoz CITY OF ITHACA, NEW YORK By:. Title: Alan J. Cohen Mayor Date: TOWN OF ITHACA, NEW YORK By: Title: Catherine Valentino Supervisor TOWN OF DRYDEN, NEW YORK By: Title: Mark Varvayanis Supervisor Date:Date: GCH/NGH/jlb W:\Wordpi-oc\Jlb\Agieemems\Amciidnienls\H-M\City-Town llliaca, Dryden Amend #1 1028'l.doc Steams & Whaler Cnniniinips AMENDMENT NO. 1 CITY OF ITHACA, TOWN OF ITHACA, TOWN OF DRYDEN, NEW YORK (PAGE 6) STATE OF NEW YORK ) )SS: COUNTY" OF TOMPKINS ) day of f -s 2003, before me, the subscriber, personally appeared AlanOn this J. Cohen, to me known and known to me to be the Mayor of the City of Ithaca, New York one of the OWNERS described herein, and who executed the same on behalf of the OWNERS following formal resolution of the dated a copy of which is attached hereto. STATE OF NEW YORK ) Notary Public )SS: COUNTY OF TOMPKINS ) day of.2003, before me, the subscriber, personally appearedOn this Catherine Valentino, to me known and known to me to be the Supervisor of the Town of Ithaca, New York one of the OWNERS described herein, and who executed the same on behalf of the OWNERS following formal resolution of the dated ^ a copy of which is attached hereto. STATE OF NEW YORK ) )SS: COUNTY OF TOMPKINS ) Notary Public / day of._, 2003, before me, the subscriber, personally appeared Mark, to meOn this known and known to me to be the Supervisor of the Town of Dryden, New York one of the OWNERS described herein, and who executed the same on behalf of the OWNER following formal resolution of dated , a copy of which is attached hereto. STATE OF NEW YORK ) Notary Public )SS: 2003, before me, the subscriber, personally appeared Gerald C. COUNTY OF MADISON ) On this day of ( Hook, P.E., to me known' and known to me to be the President/CEO of the finn of Steams & Wheler, LLC, the ENGINEER described herein, and who executed the same for the act and deed of said firm. JOANNE L. BWlTELi. notary public - STATE OF NEW YORK ^ if ^ ^ N0.01-BA6G82052 ^ Notary Public r QUALIFIED IN MADISON COUNTr ^ ^ •vlV COMMISSION EXPIRES 07-30-20ALP W \Wo«ilpro<UIb\Agrcements\Ainendniems\H-Vr.Ciiy-Tottti Ithica. Dryden Amend fc'l 1028-4 doc Steams & Wheler EXHIBIT A ^ DUTIES, RESPONSIBILITIES AND LIMITATIONS OF AUTHORITY OF RESIDENT PROJECT REPRESENTATIVE Paragraph 1.01C of the Agreement is amended and,supplemented to include the following agreement of the parties. D6.02 RESIDENT PROJECT REPRESENTATIVE A. ENGINEER shall furnish a part-time Resident Project Representative ("RPR") to assist ENGINEER in observing progress and quality of the work. B. Through such additional observations of Contractor(s)' work in progress and field checks of materials and equipment by the RPR and assistants, ENGINEER shall endeavor to provide further protection for OWNERS against defects and deficiencies in the work. However, ENGINEER shall not, during such visits or as a result of such observations of Contractor(s)' work in progress, supervise, direct, or have control over the Contractor(s)' work nor shall ENGINEER have authority over or responsibility for the means, methods, techniques, sequences, or procedures selected by Contractor(s), for safety precautions and programs incident to the Contractor(s)' work in progress, for any failure of Contractor(s) to comply with laws and regulations applicable to Contractor(s)' performing and furnishing the work, or responsibility of construction for Contractor(s)' failure to furnish and perform the work in accordance with the Contract Documents. In addition, the specific limitations set forth in Section A.I.05 of Exhibit A of the Agreement are applicable. r \ The duties and responsibilities of the RPR are limited to those of ENGINEER in the Agreement with OWNERS and in the Contract Documents, and are further limited and described as follows/ 1. General. RPR is ENGINEER'S agent at the site, will act as directed by and under the supervision of ENGINEER, and will confer with ENGINEER regarding RPR's actions. RPR's dealings in matters pertaining to the Contractor(s)' work in progress shall in general be with ENGINEER and Contractor(s), keeping OWNERS advised on a periodic basis. RPR's dealings with subcontractor(s) shall only be through or with the full knowledge and approval of Contractor(s). RPR shall generally communicate with OWNERS with the knowledge of and under the direction of ENGINEER. 2. Schedules. Review the progress schedule, schedule of Shop Drawing and sample submittals, and schedule of values prepared by Contractor(s) and consult with ENGINEER concerning acceptability. 3. Conferences and Meetings. Attend meetings with Contractor(s), such as preconstruction conferences, progress meetings, job conferences and other project-related meetings, and prepare and circulate copies of minutes thereof. Page 1 of 4 Pages W:\WordprocVJIb\Agrcements\Ainendmcnts\H-M\Exhibil A City-Town Ithaca, Diyden Amend #1 10284 doc/jIb $103X115 & WhelCF Companies 4. Liaison. a. Serve as ENGINEER'S liaison with Contractor(s), working principally throuj^'^^ Contractor(s)' superintendent and assist in understanding the intent of the Contraf ^ Documents. t b. Assist ENGINEER in serving as OWNERS' liaison with Contractor(s) when Contractor(s)' operations affect OWNERS' on-site operations. c. Assist in obtaining from OWNERS additional details or information, when required for proper execution of the work. 5. Interpretation of Contract Documents. Report to ENGINEER when clarifications and interpretations of the Contract Documents are needed and transmit to Contractor(s) clarifications and interpretations as issued by ENGINEER. 6. Shop Drawings and Samples. a. Record date of receipt of samples and approved Shop Drawings. b. Receive samples that are furnished at the site by Contractor(s), and notify ENGINEER of availability of samples for examination. c. Advise ENGINEER and Contractor(s) of the commencement of any portion of the worL^ requiring a Shop Drawing ors submittal for which RPR believes that ENGINEER has nc approved the submittal. f 7. Modifications. Consider and evaluate Contractor(s)' suggestions for modifications in Drawings or Specifications and report with RPR's recommendations to ENGINEER. Transmit to Contractor(s) in writing decisions as issued by ENGINEER. 8. Review of Work and Rejection of Defective Work. a. Conduct on-site observations of Contractor(s)' work in progress to assist ENGINEER in determining if the work is in general proceeding in accordance with the Contract Documents. b. Report to ENGINEER whenever RPR believes that any part of Contractor(s)' work in progress will not produce a completed Project that conforms generally to the Contract Documents or will prejudice the integrity of the design concept of the completed project as a functioning whole as indicated in the Contract Documents, or has been damaged, or does not meet the requirements of any inspection, test or approval required to be made; and advise ENGINEER of that part of work in progress that RPR believes should be coiTected or lejected or should be uncovered for obseivation, or requires special testing, inspection or approval. r \ Page 2 of 4 Pages W \Wordproc\JIb\/\gicciiKnis\Amei»dnK-ms\H-M\Exliibil A City-Town hliaca, Diydeii Amend tf l 10284 doc/jlb SteamS & WhelCI* Companies 9. Inspections, Tests and System Startups. a. Consult with ENGINEER in advance of scheduled major inspections, tests, and systems ^ ^ startups of important phases of the work. ^ - b. Verify that tests, equipment, and systems startups and operating and maintenance training are conducted in the presence of appropriate OWNERS' personnel, and that Contractor(s) maintains adequate records thereof. c. Observe, record, and report to ENGINEER appropriate details relative to the test procedures and systems startups. 10. Reports. a. Furnish to ENGINEER periodic reports as required of progress of the work. b. Furnish to ENGINEER and OWNERS copies of all inspection, test, and system startup reports. d. Report immediately to ENGINEER the occurrence of any site accidents, any hazardous environmental conditions, emergencies, or acts of God endangering the work, and property damaged by fire or other causes while present on-site. 12. Payment Requests. Review Applications for Payment with Contractor(s) for compliance with the established procedure for their submission and forward with recommendations to ^ ENGINEER, noting particularly the relationship of the payment requested to the schedule of values, work completed, and materials and equipment delivered at the site but not incorporated in the work. 13. Certificates, Operation and Maintenance Manuals. During the course of the work, verify that materials and equipment certificates, operation and maintenance manuals and other data required by the Specifications to be assembled and fumished by Contractor(s) are applicable to the items actually installed and in accordance with the Contract Documents, and have these documents delivered to ENGINEER for review and forwarding to OWNERS prior to payment for that part of the work. 14. Completion. a. Before ENGINEER issues a Certificate of Substantial Completion, submit to Contractor(s) a list of observed items requiring completion or correction. b. Participate in a final inspection in the company of ENGINEER, OWNERS, and Contractor(s) and prepare a final list of items to be completed or corrected. r \ 0. Observe whether all items on final list have been completed or corrected and make recommendations to ENGINEER concerning acceptance and issuance of the Notice of Acceptability of the Work. Page 3 of 4 Pages W;\WordprocVflb\Agieements\Aincndmenls\H-M\Exhibit A City-Town Ithaca, Drydeii Anicnd d 10284.doc/jlb Steams &Wheler Companies D. Resident Project Representative Shall Not. 1. Authorize any deviation from the Contract Documents or substitution of materials or equipme (including "or-equal" items). ^ 2. • Exceed limitations of ENGINEER'S authority as set forth in the Agreement or the Contract Documents. 3. Undertake any of the responsibilities of Contractor(s), subcontractor(s), supplier(s), or Contractor(s)' superintendent. 4. Advise on, issue directions relative to, or assume control over any aspect of the means, methods, teclmiques, sequences or procedures of Contractor(s)' work unless such advice or directions are specifically required by the Contract Documents. 5. Advise on, issue directions regarding, or assume control over safety precautions and programs in connection with the activities or operations of OWNERS or Contractor(s). 6. Participate in specialized field or laboratory tests or inspections conducted off-site by others except as specifically authorized by ENGINEER. 7. Accept Shop Drawing or sample submittals from anyone other than Contractor(s). 8. Authorize OWNERS to occupy the project in whole or in part. 7 ^ Page 4 of 4 Pages WAWoi dpi oc\Jlb\AgieeiTK:nts\Aincndincnls\H-M\Exhibit A City-Town Ithaca. Drydcii Amend «1 10284 doc/jIb St6arns"&Wh0ler Companies Attachment 119 5/12/03 TB Meeting TOWN OF ITHACA 215 NORTH TiOGA STREET, ITHACA, N.Y. 14850 www.town.ithaca.ny.us TOWN CLERK'S OFFICE PHONE (607) 273-1721 FAX (607) 273-5854 9# I MEMORANDUM TO:Town Board FROM: Tee-Ann Hunter DATE; May 7, 2003 RE:SYSTEMS DEVELOPMENT GROUP CONTRACT The Town Board approved $16,000 in the 2003 budget for the development and implementation of a computer-based information management system. The purpose of the system is to link the various ''^oartmental databases and enable efficient and reliable access to information. ■e chosen software developer is Systems Development Group (SDG). This company developed and is currently maintaining assessment department software for Tompkins County's Assessment Department. Town staff has been using this software to access county information and has found it user friendly. The Town requested a proposal from SDG to create a similar system for accessing the Town's internal information. Included in your packet for discussion at the May meeting are proposed contracts for developing and installing software and a service agreement. SDG Image Mate GIS Software Support Agreement ^ Yis Support agreement is for the current 25 seats of SDG Image Mate software installed at the Town of Ithaca offices, ^215 N Tioga St. The Town of Ithaca agrees to pay SDG an annual fee of $2,200.00 for the following services. 1) SDG shall make available to the Town of Ithaca all standard Image Mate GIS software upgrades and fixes for the associated software application programs. 2) SDG shall provide telephone support during standard working hours (8:00 am -5:00 pm EST) with a guaranteed response time of 1 business day after call is received. 3) SDG field engineers will provide On-site support to resolve software problems that arise and that cannot be resolved via telephone support. This does not include the correction of induced problems including: # > Operator installation of additional programs that render the system inoperable > Reconfiguration of local area network (U\N) assets that render the system inoperable > Third party PC / Windows operating system upgrades that fail to transfer the Image Mate GIS software to the new system Resolution of induced problems will be billed at a rate of $75 per hour including any associated travel time. 4) SDG will also provide transition support to the Town of Ithaca for the new New York State RPS V4 data format. Data extraction utilities will be made available to the Town of Ithaca and Tompkins County to facilitate the transfer of RPS V4 data to the Town of Ithaca Image Mate GIS Microsoft Access database files. SDG system engineers will coordinate this ^siiajlpcess with the Town of Ithaca, Tompkins County Real Property and the Tompkins County ITS Department. f I SDG will also maintain Image Mate GIS software links to external Town of Ithaca Microsoft Access database files, .nould format changes or network access to the Town of Ithaca Microsoft Access database files occur, required Image Mate GIS programming changes will be billed at $75 per hour including any associated travel time. 6) SDG will provide the Town of Ithaca with requested custom enhancements to the existing SDG Image Mate software at a rate of $75 per hour. This Agreement shall be construed and inte!pre^edjiri£is<''3na accordipo^o-me^l^^ State^ofJ)Jpi^' York. Systems DevelopmenrGrouprinc. By: John F. Kelly, P*esident Fed. I.D. #16-14t3013 Town of Ithaca By: Catherine Valentino Town of Ithaca (' ^ 12- ^ AGREEMENT FOR PROFESSIONAL SERVICES AND SOFTWARE ^ > THIS AGREEMENT is made as of this of , 2003, by and between Systems Development Group, Inc. (SDG) located at 441 Trenton Avenue, Utica, New York 13502, and the Town of Ithaca, 215 North Tioga Street, Ithaca, New York 14850. 1. Description of Professional Services 1.1 SDG will provide and configure Image Mate Software for use in the Town of Ithaca. SDG shall work under the direction of the Town of Ithaca assigned Project Coordinator. The services to be provided by SDG to the Town of Ithaca are detailed in Attachment A. 1.2 SDG will modify the standard Image Mate Software system to provide additional retrieval, viewing and printing capabilities for existing Town of Ithaca Microsoft Access database files. The Image Mate system will utilize the existing Town of Ithaca Ethernet network infrastructure to allow information access for 25 system seats. Tabs within the Image Mate virtual document folder will provide for simplified retrieval of information residing in database fields in network accessible Microsoft Access 2000 databases. Standard Image Mate search capabilities (owner name, street address, tax map number) will allow for the simplified retrieval of existing Town of Ithaca municipal information resources. f \ ( \ 2. Contract Times. The maximum allowable time for completion and installation of software on the Town of Ithaca Server is set forth as 60 days after signing of the Agreement. All work on under this Agreement shall be completed within 90 days after signing of the Agreement. 3. Payment The Town of Ithaca shall pay SDG for software and services rendered pursuant to this contract, an amount of Thirteen Thousand Eight Hundred and Sixty Five Dollars ($13,865.00). The Town of Ithaca will pay SDG Eight Thousand Dollars ($8,000) after installation of the SDG software to the Town of Ithaca network. A final payment of Five Thousand Eight Hundred and Sixty Five Dollars ($5,865.00) will be paid to SDG within 30 days of the completion of software training and acceptance by the Town of Ithaca. 4. Obligation of the Town of Ithaca The Town of Ithaca shall designate a Project Coordinator, who will provide timely inspection of all deliverables, coordination of meetings, scheduling of Town of Ithaca resources/facilities, processing Engineering Change Orders (ECO's) and notifying SDG of deficiencies. If the Town of Ithaca desires changes of scope in the provided services, then such changes shall be requested in writing for evaluation with respect to price and schedule impact. If such written ECO's are approved in writing, then price modifications, if appropriate, will be processed by normal purchasing procedures. 5. Obligations of SDG — In addition to delivery obligatio^described herein, SDG shall designate a Pcoject Caaaxlinator who will act as project authority representing SDG, this Project Coordinator will provide status reports, ECO processing, resolution of scheduling issues and overall project coordination. ( \ ( ^ I ^ 6. Changes to Professional Services Neither SDG nor the Town of Ithaca shall make any modifications, alterations or changes (hereinafter collectively referred to as "Changes") to Deliverables without approval by the other party. Proposed changes (ECO's) will be described in writing and approved by the Town of Ithaca and SDG before implementation. Deviation from existing Town of Ithaca Microsoft Access database definitions and layouts by the Town of Ithaca, and included in Appendix B, shall be considered "Changes". 7. Software Licensing SDG warrants that all software licenses and royalties for software libraries utilized pursuant to this Agreement have been effectuated through payment by SDG as necessary for such use. The Town of Ithaca is strictly restricted from copying, reverse engineering or redistributing any and all SDG Image Mate software source or compiled program code to any person or entity without / \ the previous written consent of SDG. 8. Taxes The Town of Ithaca will provide SDG with a tax exemption certificate. 9. Force Maieure Neither SDG nor the Town of Ithaca shall be responsible for any failures or delays under this Agreement for causesH^eyond thcirTespective controls, to include without restrictions, fire, storm, flood, earthquakes-explosion, war,-strikes, eiflbmgoes, acts ot God, acts of the"^ederal Government or any agency thereof, acts of any State or Local Government or any agency thereof, f \ or judicial action. Upon the cessation of any force majeure, this Agreement shall continue in full force and effect for the remainder of the Term. 10. Notices Any required notices shall be in writing and shall be sent by registered or certified mail (return receipt requested) or else hand-delivered, addressed as: To Seller: SDG To Buyer: Town of Ithaca Attn: John Kelly - President Attn: Lisa Carrier-Titti 441 Trenton Ave. Project Coordinator Utica, New York 13502 215 North Tioga Street Ithaca, New York 14850 11. Insurance SDG herby indemnifies and holds harmless the Town of Ithaca from and against all claims, losses, damages, and expenses, including reasonable attorneys' fees, the Town of Ithaca may suffer as a result of negligence or willful act of SDG in completion of this contract. SDG agrees to obtain and maintain liability insurance naming the Town of Ithaca as an additional insured. The amount of insurance shall provide coverage for any loss of at least $1,000,000 per occurrence and $2,000,000 in the aggregate. SDG will provide the Town of Ithaca a certificate of insurance showing the above amounts. 12. Governing Law ~ ^ "ThiS^T^gfecmcnt- shall be construed and interpreted under and according to the laws of the State of New York. ( s ( \ ! \ f \ IN WITNESS WHEREOF, this agreement has been duly executed by the parties as of the day and year first above written. r \ Systems Development Group, Inc. By: John F. Kelly, President Fed. I.D.# 16-1473013 f \Town of Ithaca By: Catherine Valentino Town Supervisor (^ Attachment A Software and Associated Services / \ A / "I 1) SDG will provide the Town of Ithaca with SDG's Standard Image Mate GIS software. The software shall: Be Compatible with GIS information available to the Town of Ithaca from Tompkins / ^ County, New York State and Federal Govemment Agencies • Have ESRI ArcGIS data integration support • Provide for townwide inter-departmental information sharing • Provide New York State RPS Version 3 and Version 4 compatible real property data extraction support • Be compatible with the existing Town of Ithaca LAN and computer Operating Systems. The Town of Ithaca is using a Windows 2000 Server and Windows 2000 on individual Computers. 2) SDG will modify the standard Image Mate document selection screen by adding Tabs that will support read-only access to the data listed: • County maintained real property and assessment information • Building Codes Information • ZBA Information • Fire Safety Information • Town Clerk's Information • Sewer and Water Card Information • Easement Details • Town Map Information 3) SDG will add buttons to the main Image Mate screen to hyperlink to the Town of Ithaca Microsoft Access 2000 Databases listed: n Bngineering and Planning Department's map file location database —Map Information.mdb n Planning Departments-devol vc11ieTTrre^ievr3iit?tbase—Dev Rev.mdb n Town Clerk's record storage location database —Town Clerk.mdb f \ f > SDG will install the Image Mate GIS software to 25 computers designated by the Town of Ithaca. Installation will be considered complete when of the Image Mate software and modifications are working on the Town of Ithaca network. SDG will provide the Town of Ithaca with 2 separate on site (Town Hall 215 North Tioga Street) training f ^ sessions allowing the Town of Ithaca to split its employees to maintain it's normal business operations. Each session will cover the usage of Image Mate GIS software. Each training session will be 3 Hrs in length. ! \ ' ^ Attachment it 10 5/12/03 TB Meeting f s TOWN OF ITHACA CAPITAL BUDGET 2003-2008 REVISED MARCH 13, 2003 SUMMARY OF CAPITAL EXPENDITURES AND REVENUE RESOURCES BY CATEGORY CATEGORY CAPITAL COSTS BY PROJECT CATEGORY 2003 2004 I 2005 T 2006 2007 2008 TOTAL Cash Reserve For Parte & Open Space Preservation $ 35,000 $ Park Development & Construction Highway Infrastructures Storm Water Management Water Systems Infrastructures Sewer Systems Infrastructures TOTAL CM>ITAL EXPENDITURES 199,270 247,000 125.000 2.360.000 694.000 60.000 $ 70.000 $ 80.000 $ 90,000 $ 100.000 $ 435,000 228,090 260,000 100.000 450,000 530,000 1.767,360 409,750 20,000 - 200,000 - 876.750 125.000 910,000 120,000 520,000 60,000 - 3.970.000 33.000 33.000 33.000 33.000 626,000 $ 3.660JZ70 i 1.640,840 i 503.000 t 733,000 $ mOOO .t 630,q(B_$__g,000,lig_ RESOURCE 2003 FINANCING PLAN FOR ALL PROJECTS BY REVENUE SOURCE 12004I 2005 ~r 2006 2007 2008 I TOTAL f > ^ \ GENERAL TOWNWIDE FUND FEDERAL & STATE GRANTS Wm. & Hannah Pew Bike Trail OPERATING REVENUE I FUND BALANCE Parks and Open Space Preservation Reserve E King Rd/Hallberg Park & Chase Pd Trail Wooif Lane Park & Poyer Trail SHORT I LONG-TERM BORROWING Saponi Meadows Park Tutelo Park Buttemiilk Falls Trail SUBTOTAL GENERAL PART TOWN FUND INTERFUNO TRANSFER FROM HIGHWAY Storm Water Mgmt - Ewing Stream Bank Erosion SUBTOTAL GENERAL PART TOWN HIGHWAY FUND OPERATING REVENUE I FUND BALANCE Rich Road Orchard Hill Road Seven Mile Drive Whitetali Drive Paving WNtetall Drive Partial Reconstruction Marcy Court Paving Calkins Road Compton Road Snyder Hill Road Reconstruction Caldwell Road Forest Home Drive Chase Lane Dove Drive Communications System Upgrade SUBTOTAL 199,270 S 35.000 $ 125.000 S 125,000 $ - $ 18,000 50,000 10.000 35.000 24,000 40,000 70,000 43,090 60.000 $ 70.000 $ 80,000 $ 90.000 $ 100.000 S 100.000 10.000 85.000 175.000 175,000 300,000 150,000 530,000 242,360 435.000 100,000 95,000 300,000 350,000 680.000 $ 234.270 $ 288.090 $ 330.000 $ 180.000 S 540.000 S 630.000 $ 2.202.360i - $ 32.750 S 80.000 70,000 200.000 27,000 - $ - - $ 20,000 - $ - $ - s - $ 200,000 125.000 125,000 32.750 20,000 80,000 18,000 50,000 10,000 70,000 35.000 200,000 200,000 24,000 40,000 70,000 27,000 $ 247.000 $ 409.750 $ 20.000 S - $ 200.000 $- $876.750 Page 1 WATER FUND f \ ( \ OPERATING REVENUES I FUND BALANCE NorthView Water Tank Grid Improvement Manstiaw Road Water Main Improvement Danby Rd Water Main Imp (West Side) Trumansburg Water Main Improvement Water Tank Painting & Maintenance Danby Road Ridgecresl Road Norttiview Sapsucker Woods Road Christopher Circle Pinetree Road Hungerford Hill Troy Road Trumansburg Road SHORT I LONG-TERM BORROWING West Hill Interconnecting Water Line West Hill Water Tank SUBTOTAL SEWER FUND OPERATING REVENUES I FUND BALANCE Northeast & South Hill Improvement FUND BALANCE Jointly Owned Interceptors SUBTOTAL TOTAL CAPITAL RESOURCES - $ 25,000 25,000 661,000 $ 694.000 $ 100,000 s 10,000 250.000 450,000 - $ 20,000 - s 470,000 25,000 - $ 25,000 100,000 25,000 25,000 10,000 100,000 1,550,000 . . . - 760,000 .... S 2,360,000 $ 910,000 $ 120,000 $ 520,000 $ 60,000 r,- $ 33,000 $ 33,000 S 33.000 $ 33,000 $ 33,000 $ 33,000 $ 33,000 $ 33,000 $ 33,000 S: - $100,000 500,000 250,000 450,000 25,000 25,000 25,000 25,000 25,000 25,000 100,000 10,000 100,000 1,550,000 760,000 « $ 3,970,000 - $ $ 165,000 661,000 626,000 $ 3.660.270 $ 1.640.840 t 503.000 $ 733,000 $ 833.000 $ 630.000 $ S.OOO.IIOi Page 2 TOWN OF ITHACA f s CAPITAL BUDGET 2003 • 2008 REVISED MARCH 13. 2003 CAPITAL IMPROVEMENT PROGRAM BY PROJECT PROJECT CAPITAL COSTS BY PROJECT 2003 2004 1 2005 1 2006 1 2007 2008 TOTAL COMMUNITY PARKS. TRAILS and DEVELOPMENT RIGHTS GENERAL T0WNW1DE FUND Wm. & Hannah Pew Bike Trail $ 199,270 $43,090 $$$5 5 242,360 Parks and Open Space Preservation Reserve 35,000 60,000 70.000 80,000 90,000 100,000 435,000 E King Rd/Hallberg Park & Chase Pd Trail --100,000 --100,000 Wooif Lane Park & Poyer Trail 10.000 85.000 ---95,000 Saponi Meadows Park ---300,000 -300,000 Tutelo Park 175,000 175,000 -••350,000 Buttermilk Falls Trail -- n 150,000 530,000 680,000 SUBTOTAL $ 234,270 5 268.090 $330,000 5180.000 5540.000 5630.000 5 2,202,360 GENERAL PART TOWN FUND Slorm Water Mgmt - Ewing Stream Bank Erosion SUBTOTAL TRANSPORTATION PAVING & PARTIAL RECONSTRUCTION GENERAL PART TOWN HIGHWAY FUND Stone Quarry Road (Replaced with Ewing Prop) Rich Road Evergreen Lane S 125,000 $ % 125.000 5 - $ - 5 - $- $ • 5 32,750 - $- 5 $ 125.000 • $ 125.000 32.750 Orchard Hill Road .-20,000 -20.000 Seven Mile Drive .80,000 --80,000 WNtetail Drive Paving 18,000 ---18,000 Whitelail Drive Partial Reconstruction 50,000 •--50,000 Marcy Court Paving 10,000 n --10,000 Calkins Road -70,000 --70,000 Compton Road 35,000 •--35,000 Snyder Hill Road Reconstruction ---200,000 200,000 Caldwell Road -200,000 --200,000 Forest Home Drive 24,000 .--24,000 Chase Lane 40,000 .--40,000 Dove Drive 70,000 ---70,000 Communications System Upgrade n 27,000 -n 27,000 SUBTOTAL 5 247,000 5 409,750 S 20,000 $5200,000 $ • 5 876.750 INFRASTRUCTURE MAINTENANCE WATER FUND Northview Water Tank Grid Improvement 5 .$100,000 $$$$ • $ 100,000 Hanshaw Road Water Main Improvement -10,000 20.000 470,000 -500,000 Danby Rd Water Main Imp (West Side)0 250,000 ---250,000 Trumansburg Water Main Improvement •450,000 ---450,000 West Hill Interconnecting Water Line 1,550,000 ---•1,550,000 West Hill Water Tank 760,000 ---•760,000 Water Tank Painting & Maintenance: Danby Road -..-25,000 25,000 Ridgecrest Road .---25,000 25,000 Northview •-•25,000 -25,000 Sapsucker Woods Road 25,000 -•--25,000 Christop^r Circle 25,000 ----25,000 PInetree Road -•-25,000 -25,000 Hungerford Hill •-100,000 •-100,000 Troy Road •---10,000 10,000 Trumansburg Road - 100,000 •-• 100,000 SUBTOTAL 5 2.360,000 $910,000 $120,000 $520,000 $ 60,000 $ - $ 3,970,000 SEWER FUND Northeast & South Hill Improvement 5 33,000 5 33,000 $ 33,000 S 33,000 5 33.000 $ - 5 165,000 Jointly Owned Interceptor 661,000 n n n n 661,000 SUBTOTAL 5 694,000 $33,000 $ 33,000 $ 33,000 5 33.000 $ • 5 826,000 TOTAL CAPITAL COST 5 3.660.270 $1,640,840 5503,000 5733,000 5833.000 seao.ooo $8,000,110 Page 3 of 4 TOWN OF ITHACA CAPITAL BUDGET 2003 - 2008 REVISED MARCH 13. 2003 CAPITAL IMPROVEMENT PROGRAM > * / ^ ADDED & DELETED PROJECTS and COST REVISIONS PROJECT CAPITAL COSTS BY PROJECT 2003 2004 1 2005 2006 1 2007 1 2008 TOTAL OFNFRAt TOWNWIDF FUND Parks and Open Space Preservation Reserve 35,000 60,000 70.000 80,000 90.000 .335,000 Parks and Open Space Preservation Reserve 35.000 60,000 70.000 80.000 90,000 100,000 435,000 Increase (Decrease)....-100,000 100.000 Tutelo Park .350,000 ....350,000 Tutelo Park .175,000 175,000 .-•350,000 increase (Decrease).(175.000)175.000 -•-- Buttermilk Falls Trail .... Buttermilk Falls Trail ----150.000 530,000 660.000 Increase (Decrease)..--150.000 530,000 680,000 GENERAL FART TOWN FUND Storm Water Mgmt - EwIng Stream Bank Erosion $$$$s $$ Storm V/aler Mqmt - Ewing Stream Bank Erosion 125,000 .---125,000 Increase (Decrease)S 125,000 $$$s $$ 125.000 GENERAL PART TOWN HIGHWAY FUND Stone Quarry Road (Replaced with Ewing Prop) Stone Quarry Road (Replaced witti EwIng Prop) Increase (Decrease) Evergreen Lane Evergreen Lane Increase (Decrease) Marcy Court Paving Marcy Court Paving Increase (Decrease) Caldwell Road Caldwell Road Increase (Decrease) Forest Home Drive Forest Home Drive Increase (Decrease) Chase t^ne Chase Lane Increase (Decrease) Dove Drive Dove Drive Increase (Decrease) Communications System Upgrade Communications System Upgrade Increase (Decrease) WATER FUND Trumansburg Water Main Improvement Trumansburg Water Main Improvement Increase (Decreese) West Hill Interconnecting Water Line West Hill Interconnecting Water Line Increase (Decrease) West Hill Water Tank West Hill Water Tank Increase (Decrease) S 125,000 i $ (125,000) $ $ 30,000 $ $ (30.000) i s - s 10,000 S 10.000 s 200,000 • $ 200.000 $ - i 24,000 S 24.000 $ $ - s 40,000 t 40,000 $ $ • $ 70,000 S 70.000 S 27.000 » $ 27.000 450,000 $ 450,000 $1,500,000 $ 1,550.000 $ 50.000 $ 760,000 760,000 SEWER FUND Jointly Owned Interceptor Jointly Owned Interceptor Increase (Decrease] S • $ 661.000 S 661,000 $ Net Capltai Budget Cost Changes • Increase (Decrease) $ 825,000 S 502,000 175.000 S 125,000 $ (125.000) $ 30,000 $ (30.0001 $ 10.000 200,000 $ 200.000 24,000 S 24,000 40,000 S 40.000 70,000 $ 70,000 27.000 S 27,000 450.000 $ 450,000 $1,500,000 1,550,000 $ 50.000 760,000 760.000 661,000 S 661.000 150.000 $ 630.000 $2J«LOOO Attachment #11 5/12/03 TB Meeting AMENDED ' ^ AGREEMENT FOR THE EXPENDITURE OF HIGHWAY MONIES r \ 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 moneys 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: 1. GENERAL REPAIRS. The sum of $113,500 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 boardwalks or the renewals thereof. 2. PERMANENT IMPROVEMENTS. The following sum of $22,000 shall be set aside to be expended for the permanent improvement of town highways, including paving, guide rails, etc. The following sum of $18,000 shall be set aside to be expended for the permanent improvement of Whitetail Drive to repave approximately .31 miles of the road ^ from the intersection of Saranac Way/Whitetail Drive to the intersection of Teton Court/Whitetail Drive/Saranac Way. The following sum of $50,000 shall be set aside to be expended for the permanent improvement of Whitetail Drive to make drainage improvements and re-paving from East King Road to Saranac Way. The following sum of $10,000 shall be set aside to be expended for the permanent improvement of Marcy Court to pave and repair catch basins on the entire road. The following sum of $24,000 shall be set aside to be expended for the permanent improvement of Forest Home Drive between the bridges of road to apply an overlay of asphalt. The following sum of $40,000 shall be set aside to be expended for the permanent improvement of Chase Lane from E. King Road to the end on .37 +/- miles of road to apply an overlay of asphalt. The following sum of $70,000 shall be set aside to be expended for the permanent ^ ^ improvement of Dove Drive from Snyder Hill Road to the other side of Snyder Hill Road on .46 +/- miles of road to repair spots in the base and apply an overlay of asphalt. The following sum of $35,000 shall be set aside to be expended for the permanent 1 improvement of Compton Road from Danby Road to the end on .36 +/- miles of road to make drainage improvements and re-paving. Executed in duplicate this 12'^^ day of May 2003. Supervisor Councilperson Councilperson Councilperson Councilperson Councilperson Councilperson Councilperson Town Highway Superintendent ( \ I \ NOTE: This Agreement should be signed in duplicate by a majority of the members of the Town Board and by the Town Highway Superintendent. One copy must be filed in the Town Clerk's office and one in the County Superintendent's office. THIS FORM NO LONGER HAS TO BE SIGNED BY THE COUNTY SUPERINTENDENT (1994) . COPIES DO NOT HAVE TO BE FILED IN ALBANY. ( \ Attachment #12 5/12/03 TB Meeting Cayuga Lake Watershed Intermunicipal Organization 'urrent Projects The Cayuga Lake Floating Classroom Since January of 2002, the 10 Education and Public Outreach Committee (EPOC) has been working on the development of a floating classroom program for Cayuga Lake. The goal of this project is to provide a travelling shipboard classroom that provides educators with the necessary tools to leam and teach about Cayuga Lake and its watershed. A Floating Classroom Committee (FCC) was formed in March 2002, with representatives from EPOC, Cayuga Wooden Boatworks, Wells College, Cayuga Lake Watershed Network and TST BOCES. Dennis Montgomery is the owner and captain of the Haendel, a coast guard certified 43 foot and 32 passenger steel vessel ^>i6guired from the State of Vermont. The Haendel has fted its pilot education runs in Spring of 2003! / t What the Floating Classroom will Teach Elementary to college level educational programs related to the Cayuga Lake Watershed (including its history, geology, ecology and conservation) will be taught on the floating classroom. A Floating Classroom Curriculum Committee was formed with science teachers, EPOC members and an educator forom the Nature Center to ,jAvelop a variety of activities that will be offered on the -ating classroom. To collect valuable input from teach- ^ • • , start developing partnerships with area organizations, 1 promote the project, FCC members organized two meetings for teachers in September 2002 and met individually with representatives from various local organizations including the Cayuga Nature Center, Sciencenter, PRI, Science on Seneca, BOCES, Cornell Cooperative Extension, and the Community Science Institute. In September 2002, two FCC members visited the Lake George Association's Floating Classroom program, which is being used as the model for this project. A good idea for the Cayuga Lake Watershed There are several very successful regional floating classroom programs, such as Hobart & William Smith College's Science on Seneca program, the Lake George Association's floating classroom, and similar programs on the Hudson River and the Erie Canal. Although floating classrooms have shown to be very effective environmen tal education tools, there is no such program available to educators in the Cayuga Lake Watershed. The Cayuga Lake Floating Classroom will provide a hands-on water quality education experience for students that can be linked nicely with school curricula and can start watershed education early for long-term protection of the Cayuga Lake Watershed. The floating classroom will be instrumental in enhancing collaboration among education oriented organizations, which is a key role and interest of the 10. This project will also provide the 10 and other organizations more visibility and will promote public interest and involvement in protecting their watershed. Finally, offering watershed education on a boat will provide a whole new venue of public outreach which will complement land-based workshops and public meetings. How you can help If you, or anyone you know, is interested in helping with the floating classroom project, please contact Karin Harjes at kmharjes@yahoo.com. For more information and updates on the Floating Classroom Project please visit www.cayugawatershed.org. lO Responds to Phase II Stormwater Regulations Regulations recently promulgated by the US Environ mental Protection Agency and the NYS Department of Environmental Conservation impose new requirements for stormwater management on municipalities and on operators of construction sites for sediment and erosion control. In the Cayuga Lake Watershed, these Storm Water Phase 11 regulations affect nine municipalities in Tompkins County, which had to file a Notice of Intent and a Storm Water Management Plan by March 10,2003. A related opportunity The 10 responded to the Phase II regulations by convening a Joint Stormwater Committee with the Tompkins County Water Resources Council and the Cayuga Lake Watershed Network. The committee submitted a proposal on April 28, 2003 for funding from the NYS DEC (through Section 604 (b) of the Clean Water Act) to assist with implementation of the Storm Water Management Plans of municipalities in Tompkins County. The Tompkins County Soil and Water Conservation District is the fiscal agent for the proposal, which requested $157,000 for mapping, education, development of local ordinances, and construction of a demonstration storm water structure. Many thanks to the committee and particularly to Craig Schutt, Tompkins County Soil and Water Conservation District for the quick response and the many hours spent on the proposal. is the Watershed Local Laws / Project. The Genesee/Finger Lakes Regional Planning Council (Council), with Great Lakes Restoration Program^ funding through the NYS Department of State, is beginning work with the Cayuga, Canandaigua, and Conesus Lake Watersheds to develop local laws to protect the water quality of the Finger Lakes. Building on their respective watershed protection plans, the Council will develop specific stormwater control laws and/or ordi nances for key local governments within the Cayuga, Canandaigua, and Conesus Lake watersheds. The Council will also prepare a manual of model local laws and case studies to reduce or minimize water pollution from non-point sources as a resource for local governments. Finally, the Council will conduct a series of workshops throughout the state's Great Lakes watershed to stress die importance of local development controls as a means for addressing non-point sources of pollution, as well as to provide information and examples of local laws and controls appropriate to a variety of local circum stances. On behalf of the 10^ Deb Grantham, Chair, will be attending a meeting in May, 2003 to begin planning this project. Expanding the Cayuga Lake Watershed In 2002, the lO-TAC presented geographical and hydrological data to the 10 showing that the area around the Cayuga-Seneca Canal eventually drains into Cayuga Lake and thus may be part of the watershed. Cayuga-Seneca Canal Subwatershed The lO-TAC completed a preliminary Geographic Information System (GIS) delineation of diis subwatershed and will continue working to make the characterization compatible with that of other parts of the Cayuga Basin. This subwatershed has fallen through the cracks, having been overlooked by both the Keuka-Seneca and Cayuga watershed protection plans. Because of the large number of industries and denser populations along the canal, the 10 is considering approaching the municipalities to determine their interest in joining the 10 and signing on to the RPP. Reasons to include the Seneca Canal into the watershed: n it is a tributary of Cayuga Lake n industry along the Canal could affect the north end of die lake, especially in certain wind conditions n it was left out of the management process n it was voted on by the 10 in previous meetings Municipalities that may Ml within the new delineation: n Towns of Waterloo, Junius, Tyre and Phelps n Villages of Waterloo and Seneca Falls ' 1 n Ontario County ' TOWN CLERK'S MONTHLY REPORT APRIL, 2003 TAGE 2 Hotarv Public/Counciiraan \544 A2701 B2110 / N I \ B2115 79_. DOG LICENSES REFUND PRIOR YEAR EXPENS 15 „5 3 i 9 BUILDING PERMIT BUILDING PERMIT EXTENSIN FOUNDATION PERMITS CERTIFICATE OF OCCUPANCY TEMP. CERT. OF OCCUPANCY USE PERMITS OPERATING PERMITS FIRE SAFETY INSPECTIONS SIGN PERMITS ZBA AREA & USE VARIANCES ZBA ADDITIONAL MTG. FEE ZBA SPECIAL APPROVALS ZONING SIGN APPROVALS TOTAL B2110 SUBDV. REV. INITIAL APL. SUBDV. REV. PRELIM. PLAT SUBDV. REV. FINAL PLAT SBDV. REV. PLAN REAFFIRM SITE PLAN INIT. APL. FEE SITE PLAN PRELIM. PLAN SITE PLAN FINAL PLAN ADD. MTG. FEE AGENDA PRO ASS. MTG. FEE P.H. PROCE TOTAL B2115 2,365.00 125.00 450.00 50.00 500.00 800.00 262.50 160.00 200.00 75.00 140.00 100.00 158.00 4.912.50 315.00 Paid to Supervi.sor for General Fund Paid to Supervisor for Part Town Paid to County Treasurer for Dog Licenses Paid to Ag & Markets for Dog Licenses Paid to NYS Health Department for Marriage Licenses Paid to State Comptroller for Games of Chance Licenses Paid to State Comptroller for Bingo Licenses 1.285.5(1) 5.227.50 114.6^ 24.00 78.75 292.50 MAY 1, 2003 Total Disbursements 7,022.88 SUPERVISOR STATE OF NEW YORK, COUNTY OF TOMPKINS, TOWN OF ITHACA TEB-AUH miRTEE, being duly s?forn, says that she is the Clerk of the TOWH OF ITHACA the foregoing is a full and true stateraent of all Fees and Honeys received by her during the month above stated. f yting only such Fees the application and payment of vhich are otherfcise provided for by lav. ^ nbTfand sworn co befoll~fie~rhT? 20 \ \ \... Vu I r A n _ I day of /I A % K izmr CARRIE WHITMORE Notary Public, State of New York No. 01WH6052877 Tioga County 7 Town Clerk . TOWN OLERK * S MONTHLY RERORT TOWN OF ITHACA, NEW YORK 2003 TO THE SUPERVISOR; ^ PAGE Pursuant to Section 27, Subd ! of the Town Law, I hereby laake the following statement of all fees and moneys received by me^ ^ 0? »h\";'i;ro?:LHLVpr'oviderf"r bfi!r' ^ 2002 SPORTING LICENSES 2003 SPORTING LICENSES DECALS . MARRIAGE LICENSES NO. 03008 TO 03014 . AGRICULTURE REPORT COPY AERIAL PHOTOS 28 MISC, COPIES COMPREHENSIVE PLAN - — DRAFT ZO MAPS (PER MAP) 1... DRAFT ZONING MAP (EACH) DRAFT ZO MAP SET DRAFT ZO 1.. DRAFT ZO PACKAGE ENVIRONMENTAL REVIEW EXECUTIVE SUMMARY ZO 3_ MARRIAGE TRANSCRIPT NOISE ORDINANCE RETURNED CHECK - CLERK RETURNED CHECK-TAXES RETURNED CHECK- W&S OPEN SPACE REPORT 1984 1... POSTAGE PARK OPEN SPACE EXEC SUM PARK OPEN SPACE FULL RPT L_ SIGN ORDINANCE — SIX MILE CREEK REPORT SUBDIVISION REGULATIONS __33.. TAX SEARCH 2 USE OF PARKS & BLDG WETLAND GUIDELINES WATER & SEWER SEARCH ZONING MAP ZONING ORDINANCE ZONING ORDINANCE DRAFT TOTAL TOWN CLERK FEES 1 2 61.25 72.05 1.50 15.00 30.00 4.75 3.00 200.00 40.00 3. 50 17 .00 f \ I ^ 448 A1255 A1555 79 A1556 1 A1557 1 A2389 A2530 rt 2540 DOG ENUMERATION SPCA CONTRACT SPCA IMPOUND FEES VOTING MACHINE FEE GAMES OF CHANCE LICENSES _1.. BINGO LICENSES 1.. BINGO FEES TOTAL A2540 195.00 2.58 .05 79.00 362.88 40. 00 O 197. 5/ ^ Town of ifhaca • Mictosolt Internet Explorer File Edit View Favorites lools Help y I Town of Ithaca, NY Network/Record Specialist Report to Town Board May 12, 2003 March & April Web Site Visitors BMar BApr 2000 1500 i> 1000 - o * 500 0 Home Gov't Services Information Community Pages ease of navigability, an interactive Table of Contents has been added to the Proposed Zoning Ordinance »age. Visitors to this page can click on any hyperlinked section within the Table of Contents and be taken directly to that section within the ordinance. The Lake Source Cooling Monitoring Program page was added to the site with a link from the Home Page. The new page contains a summary of the monitoring program along with a report from Benchmark Environmental Engineering & Science. Network The Highway Department's new local area network (LAN) project has been completed. Orientation and training on how to use the network is being provided for the Highway staff. This project was completed under budget. A new project will be underway this summer to create a Virtual Private Network (VPN). The VPN will connect the Town Hall and Highway networks via the Internet through a secured encrypted tunnel. This VPN is being installed in order for staff to share resources and data between facilities as well as remote management and support for these networks. This project will be begin after the Windows 2000 client/server conversion is completed at Town Hall. The conversion will begin this month. Additional Items Our nine-year-old Town Hall plotter has been replaced with a new HP Design Jet 1005cm Plus plotter. The Town received $1,000 trade-in value from HP towards the cost of the new plotter. The new plotter is faster, has double the black and white print resolution and has a lower total cost of wnership than the old plotter. Downloauiiigpiciue hlip://wwwio!A!nithaca.ny.u$/Jeiived/con[actus.hlin_cfripJwc-ilhacaO^ {Start feilnbox • Microsoll Oiitlook ^Town of Ithaca - Micr. Internet ..14:2 ^54, Town Engineer's Report for 5/12/03 Town Board Meeting GENERAL t \ Records Management The Engineering Staff has been working with other departments and our student interns to set up the map filing system in the records storage areas. Map towers have been reconfigured and the new storage boxes have been set up for more efficient rolled storage of large documents. Approximately 80% of the maps and drawings have been filed in the new system. Student interns are continuing to transfer data from the paper record maps and field notes to accurately locate Town facilities on the Arc View GIS. Approximately 80% of Town sewer mains have been mapped and mapping of approximately 75% of Water mains has been completed to date. Park and Open Space Land acquisition for the Pew Trail is currently in process. Survey Work has been scheduled for the summer for the Saponi Meadows and Tutalo park sites. Public Works facility Construction is substantially complete and the Town Engineer has been providing technical support on construction inspection and contract administration. Several minor change orders are in process or have been approved for the various contracts as follows: General Construction - Streeter Associates 1. Changed Roof Panels to Butler Building CMR-24 Roof system, which is an equivalent roof system for a reduction of Contract Price by $8,000.00. APPROVED 2. Repair concrete floor on each side of the existing trench drain due to conditions discovered during demolition for an f > additional cost of $6,059.00. APPROVED ^ 3. Remove and replace overhead doorframes at doors 100/4 and 101/1 for an additional cost of $5,435.00. APPROVED 4. Change Trench Drain grate in main garage to 19W4 welded grating for a credit of $6,626.00 and Furnish and install two 3'x7'2" Hollow Metal doors with 10"xl0" wire glass, 'B' labeled. One each office type Best lock and one each Best passage set, reusing all other existing hardware, and furnish and install weather stripping with sweeps on two existing HM doors and two new doors for a charge of $2,922.00, for a net decrease in contract cost of $3,704.00. APPROVED 5. Remove and replace eave strut for a charge of $4,533, place one extra layer of roof blocking for a charge of $2,415.00, Credit for siding for a reduction of $3,000.00, Installation of additional gutter for a charge of $1,007.00, Change window in office to fire rated window for a charge of $864.00, resulting in a net increase to the contract cost of $5,819.00. APPROVED 6. Add Gypsum partition in Room 107 and laminate gypsum to emu in Room for a cost of $630.00, install 6"metal stud wall at corridor 9 for a cost of $176.00, Install column enclosure at W5 window for a cost of $145.00, Add insulation at roof structure col. Line 4 for a cost of $180.00, Add flat metal for fastening metal siding at col. Line 4 for a cost of 538.00, 5% overhead cost of $83.00, for an increase to the contract cost of $1,752.00. APPROVED 7. Additional work consisting of epoxy grout floor patching, modification of roof deck at entrances, additional low profile siding at O.H. door heads, changed weather stripping, add a base cabinet, 25 gallons of floor sealer, relocation of roof drains due to conflicts with other piping, all work done by general contractor at a cost of $2,561.00 with 15% overhead costs of $384.00. Additional work by subcontractor included replacement of wood framing above two existing O.H. doors and fabrication and installation of additional mullion covers at 4 windows at a cost of $ 1,815.00 with 5% overhead of $91.00 for a total increase in contract cost of $4,851.00 APPROVED pending Contractor's signature. The current contract cost as a result of change orders is $1,169,212.00, which is a net increase in contract cost of $ 12,212.00 above the original contract cost of $ 1,157,000. r ^ TOWN ENGINEERS REPORT 5/12/03 I \ HVAC - Kimble, Inc. 1. Install Fin Tube radiation heat in Mechanics Office rmllS, not in original contract drawings, for a cost of $1,362.00 APPROVED 2. Modify the infrared heating system for the Large Equipment storage area to avoid obstacles and improve area heating control, estimated additional cost of $2,500.00. PENDING The current contract cost as a result of change orders is $179,862.00, which is a net increase in contract cost of $1,362.00 above the original contract cost of $178,500.00 Electrical - Knapp Electric 1. Provide and install two additional 50 amp welding outlets, conduit and wiring in shop. Provide and install additional switched outlets, conduit and wiring under mezzanine, provide and install three additional circuits, conduit and wiring to split circuits in original shop area, at a cost of $2,231.00. Install 48 port cat 5e patch panel with wall bracket for data terminations, terminate and test 32 cat 5e data cables with wire scope 350 tester, install two 100 pair 110 punch down blocks and punch down phone cables at a cost of $1788.25. Install 30 additional cat 5e data wall outlets with home run cables back to com closet, install 9 additional cat 5e data outlets in office furniture and additional patch cable to wall outlet plug. Upgrade data patch panel to a 64 port patch panel for additional data wiring, install two 100 pr. Phone punch down blocks and terminate at a cost of $4,945.00. This work performed for a total increase in the Electrical contract cost of $8,964.25. APPROVED pending Contractor's signature. The current contract cost as a result of change orders is $ 131,919.25, which is a net increase in contract cost of $8,964.25 above the original contract cost of $ 122,955.00 ( ^ Plumbing - Buchanan, Inc. I. Remove existing gas water heater and replace with new Electric Water heater and install expansion tank for a cost of $1,010.00. APPROVED The current contract cost as a result of change orders is $136,529.00, which is a net increase in contract cost of $ 1,010.00 above the original contract cost of $ 135,519.00. Pre-Disaster Hazard Mitigation Plan The Town has provided Hazard information to the Tompkins County Planning department for use in completion of the Mitigation Planning Grant Application. The application was submitted in April and a meeting for development of an RFP for a consultant to prepare the plan has been set for May 29. EARTH FILL PERMITS One earth fill permit was issued in April 2003: Permit Number 100301 issued to Dave Church, for 138 Honness Lane, Permit issued for approximately 250 cy of excavation fill on the property to improve drainage and remove fill behind an existing retaining wall that has shifted. ^ t \ Town Engineer's Report May 12, 2003.doc Daniel R. Walker Page 2 5/7/2003 TOWN ENGINEERS REPORT 5/12/03 WATER PROJECTS Integrated Water System There has been no activity on the integrated water system in April. The Town Engineer and Bolton Point staff has met with the Cornell University Utilities department to evaluate opportunities for cooperation. The Town Engineering staff is completing the Final design for a proposed transmission main and SCLIWC tank on Cornell University Hungerford Hill Road property, and has been in discussions with landowners for property acquisition. This project is being done in conjunction with the design of a South Hill Transmission line extension to provide water to the West Hill and Inlet Valley water service area. West Hill Water System The Contract for replacement of the watermain behind the Biggs complex and the Hospital has been awarded to G. DeVincentis & Son Construction Co., Inc. of Binghamton. Work on replacing the water main was started during the week of April 21,2003 and should be completed the week of May 12'**. Several alternatives for a new water storage tank have been reviewed, and the Town Engineer is recommending one of the sites on the EcoVillage property. The engineering report for the project is being completed and will be presented to the Board at the May meeting. Bums Road Water Main Extension s The Bums Road water main site restoration work is nearing completion and a project sign off is expected at the June Town Board meeting. SEWER PROJECTS Intermunicipal Sewer System The Intermunicipal sewer Committee is continuing to work on the Draft Agreement for a regional sewage treatment solution. This agreement would allow the Town of Ithaca to Divert flow from the Northeast Area of the Town and from the Village of Cayuga Heights to the lAWWTF, freeing up capacity in the Village Treatment Plant. The agreement will include provisions for the Town of Ithaca to be compensated for use of its capacity diverted from the VCH plant generated by other users. Steams and Wheler have developed the final Design of the Phosphorus removal project at the Ithaca Area Waste Water Treatment Facility. The Contract Documents have been submitted to DEC in Syracuse for review. A capital Project proposal and budget is being submitted to the board for consideration at the May Town Board Meeting. West Hill Sewer System The Contract for replacement of the sewer main behind the Biggs complex and the Hospital is nearing completion. The Contractor has installed the sewer main pipe and is completing the connection of laterals to the new sewer main prior to abandoning the old pipe and manholes. Restoration of the work area should be completed in May. r ^ Town Engineer's Report May 12. 2003.doc Daniel R. Walker Page 3 5/7/2003 TOWN ENGINEERS REPORT 5/12/03 DEVELOPMENT REVIEW f ^ PRI Site work for the PRI Museum of the Earth is continuing with final grading and site restoration, along with building construction. The Town Engineering staff has been inspecting the site periodically to ensure compliance with the approved site plan. The contractor has installed the required sediment and erosion control measures and is maintaining them. No site related problems have been noted. ECOVILLAGE EcoVillage is nearing completion on the site work and buildings for the Second Residents' Group. Sediment and erosion controls have been maintained adequately during construction. Final site work and landscaping will be completed as the Buildings are finished. COLLEGE CIRCLE College Circle Phase 3 Site construction continued through the winter. The Storm Water Management plan for the site is being inspected for compliance by the Engineering Staff. Excess soil is being removed from the site and site restoration is proceeding. BAKER INSTITUTE The Town Engineering staff has been monitoring drainage work and sediment and erosion control systems at the Baker institute expansion project which is nearing completion. LINDERMAN CREEK PHASE TWO Linderman Creek Phase Two is continuing. The Town Engineering staff has been inspecting the site periodically to f \ ensure compliance with the approved site plan. The contractor has installed the required sediment and erosion contro^ ^ measures and is maintaining them with frequent inspection and reminders from the Engineering Staff. /—^ f \ > \ Town Engineer's Report May 12, 2003.doc Daniel R. Walker Page 4 5/7/2003 TOWN OF ITHACA REPORT OF BUILDING PERMITS ISSUED FOR THE MONTH OF APRIL 2003 1 MONTH YEAR TO DATE TVPI: OK PERMIT YEAR # OF PERMITS AMOUNT # AMOUNT Si;/*'^-AMILY Ki. ^CES 2003 2002 4 740,000 2 220,000 10 1,658,500 3 318,000 TWO l-AMILY RESIDENCES 2003 2002 I 225,000 0 0 2 375,000 1 95,000 RENOVATIONS 2003 2002 I 2,500 3 51,550 4 48,564 8 108,700 CONVERSIONS OE USE 2003 2002 0 0 1 1,245 0 0 3 35,829 ADDITIONS TO FOOTPRINT 2003 2002 2 78,090 0 0 3 93,090 0 0 MULTIPLE RESIDENCES 2003 2002 oo oo 0 0 3 1,200,000 BUSINESS 2003 2002 0 0 3 1,505,100 1 1,300,000 5 1,515,800 AGRICULTURAL 2003 2002 oo oo oo oo INDUSTRIAL 2003 2002 oo o o oo oo r \ EDUCATIONAL 2003 2002 0 0 0 0 0 0 0 e 0 0 1 82,000 1 14,000 2 2,882,000 MISCELLANEOUS CONSTRUCTION 2003 2002 1 Pole bam/accessory building 2,500 1 Freestanding sauna 3,000 2 Detached garage 25,000 1 Lakeside Nursing Home gardens with shed 4,000 1 Extend existing attached garage 2,000 6 36,500 3 51,700 9 69,000 10 110,800 TOTAL NUMBER OF PERMITS ISSUED 2003 2002 14 1,082,090 13 1,911,595 30 3,558,154 35 6,266,129 TOTAL l-EES RECEIVED 2003 2002 14 2,230 13 2,170 30 5,970 35 7,105 Date Prepared: May 1, 2003 Dani L. Holtbrd Building/Zoning Depanniem Secretary April 2003, Page 2 TOTAL CLRTIFICATES OF OCCDPANCV ISStED THIS MONTH -11 1. 123 Iradell Road - new three bedroom home. 2. 205 Tudor Road - bathroom adjacent to garage. 3. 239 Coy Glen Road - new two-family home - temporary. f 4. 624 Elm Street Extension - 675 ± square foot building addition. n \ 5. 206 Dubois Road - new single-family residence. 6. 5 John Street - new four bedroom home with attached garage. 7. 130 Forest Home Drive (CU) - remodel office space and upgrade fire alarm system. 8. 211 Rachel Carson Way (EcoVillage) - new two-family home - temporary. 9. 201 Rachel Carson Way (EcoVillage) - new two-family home - temporary. 10. 324 Forest Home Drive - remodel kitchen and enclose existing rear porch. 11. Ill Rich Road - enclosed cellar stairway. TOTAL CERTIFICATES OF OCCl!PA^C^ N EAR TO DATE, 2003 - 55 total certificates of OCCUPANCY YEAR TO DATE, 2002 - 58 INQUIRIES/COMPLAINTS INVESTIGATED THIS MONTH -5 1. 119 Woolf Lane - building code - abated. 2. 209 Tareyton Drive - property maintenance - pending. 3. 174 Troy Road - property maintenance - abated. 4. 803 Coddington Road - property maintenance - pending. 5. 215 Warren Road - fence/zoning - pending. From November 2002: 1. 329 Winthrop Drive - occupancy - enforcement deferred by ZBA until 6/30/03. From December 2000: ! \ 1. 172 Calkins Road - property maintenance - (partially abated) - limited timeframe agreed to for complete abatement. From May 1995: 1. 1152 Danby Road - zoning and building code - legal action pending. TOTAL COMPLAINTS LN\ ESTIGATED YEAR TO DATE, 2003 -I I TOTAL COMPLAI.NTS INVESTIGATED YEAR TO DATE, 2002 - 7 TOTAL FIELD VISITS THIS MONTH - 90 Uniform Building Code - 64 Local Law and Zoning Inspections -12 Fire Safety -10 (3 businesses, 2 churches, 2 apartments [7 units], 2 hotel/motel, 1 daycare) Fire Safety Reinspections - 3 (apartments) Fire/Emergency Occurrences - I (brush fire) Fire Occurrence Reinspections - 0 total field VISITS YEAR TO DATE. 2003-309 TOTAL FIELD N ISITS ^ E.AR TO DATE, 2002 - 312 TOTAL SIGN PERMITS THIS .MONTH (Soiilhwoods (King Rd E|) - 1 TOTAL SIGN PERMITS ^'E.AR TO DATE, 2003 - 3 TOTAL SIGN PERMITS Y EAR TO DATE, 2002 - 4 ZONING BOARD OF APPEALS I MEETING, 4 CASES, AGENDA ATTACHED a r r\ Granted Granted Gf\& Granted TOWN OF ITHACA ZONING BOARD OF APPEALS NOTICE OF PUBLIC HEARINGS MONDAY. APRIL 2U 2003 7:00 P.M. By direction of the Chairman of the Zoning Board of Appeals NOTICE IS HEREBY GIVEN that Public Hearings will be held by the Zoning Board of Appeals of the Town of Ithaca on Monday, April 21, 2003, in Town Hall, 215 North Tioga Street, Tioga Street Entrance, Ithaca, NY, COMMENCING AT 7:00 P.M.. on the following matters: APPEAL of John Lewkowicz, Appellant, requesting authorization from the Zoning Board of Appeals under Article XII, Section 54 of the Town of Ithaca Zoning Ordinance, to be permitted to demolish a 17' x 20' garage and rebuild it to a dimension of 24' x 36' on a non-conforming building lot located at 702 Coddington Road, Town of Ithaca Tax Parcel No. 46-1-7.1, Residence District R-30. Said building lot is non-conforming in that it lacks a 150-foot width at the maximum front yard setback. APPEAL of Patricia Alessi, Appellant, requesting a variance from the requirements of Article V, Section 23 of the Town of Ithaca Zoning Ordinance, to create a building lot by subdivision with 60 + feet of road frontage and 60 ± feet at the maximum front yard setback (100 feet and 150 feet required respectively) at Town of Ithaca Tax Parcel No. 36-2-3.2, Residence District R-30. Said parcel has its road frontage on Schickel Road. APPEAL of Southwoods Association, Carol Chaplin, Agent, requesting a variance from the requirements of Section 3.02-l(d) of the Town of Ithaca Sign Law to be permitted to place a 24 square foot sign (6 foot maximum allowed) identifying a neighborhood subdivision on King Road East, Town of Ithaca Tax Parcel No. 46-1-15.43, Residence District R-30. APPEAL of William Goodhew, Appellant requesting variances from the requirements of Article V, Section 18,21, and 23 to permit the creation of 3 building lots by subdivision resulting in one parcel without a primary residence, as required and containing accessory structures only. Said parcel will contain a bam with a 15-foot side yard setback (40 foot setback required). A second parcel will have a garage located 12 ± feet from the front yard and side yard (30 foot and 15 foot setbacks required respectively) and a carport with an 8 ± foot side yard setback (15 feet required) and a third parcel with a side yard setback from a house with 17 + feet (40 feet required). Said subdivision is to take place at 668 and 674 Coddington Road, Town of Ithaca Tax Parcels No. 49-1-16 and 49-1-17.2, Residence District R-30. Said Zoning Board of Appeals will at said time, 7:00 p.m., and said place, hear all persons in support of such matters or objections thereto. Persons may appear by agent or in person. Individuals with visual or hearing impairments or other special needs, as appropriate, will be provided with assistance, as necessary, upon request. Persons desiring assistance must make such a request not less than 48 hours prior to the time of the public hearing. Andrew S. Frost Director of Building and Zoning 273-1783 Dated: April 10,2003 Published: April 14,2003 Regular Meeting of the Ithaca Town Board, Monday, May 12, 2003 ^ Human Resources Report for April 2003 Personnel Committee: No meeting held in April. Safety Committee: There were no incident/accidents reported to review. The committee took out plow trucks for site visits on some of the dangerous intersections on west hill. The committee reviewed the listing that was broken down by priority and whether the road was a State, County or Town road. Some of the intersections will need brush removal only that could be done by town workforce after discussed with homeowners. Training and Development: I attended seminar on Legal Updates, specifically on ADA reasonable accommodations and how it interplays with Family and Medical Leave. Personnel - Civil Service: Amy Jackson was hired on a temporary basis to cover a medical leave for Cindy Vicedomini, Court Clerk for Justice Bordoni. Amy has in the past been a court clerk for the City of Ithaca. Amy was hired by SCLIWC to fill their vacant Account N Clerk Typist position. SCLIWC has graciously allowed Amy to work half days there and half days for the town while Cindy is out on a medical leave. Highway Department has hired two temporary seasonal laborers for the summer as budgeted for. NYS & Local Retirement: We have begun program tests to do monthly employee reporting via the internet. Commercial Insurance: No new claims to report. Workers' Compensation: There is one accident to report for April. A highway employee received stitches after getting his hand pinned in a chipper shoot while doing brush pick up. The employee was practicing safety precautions. We received an estimated billing for the workers' compensation renewal for June ist estimated cost has increased 48.6% due to the following: 20.9% payroll and rate changes, 23.2% Experience Modification (EMF) increase from .87 to 1.04, and 4.5% discount decreased for members. The EMF increased because^ we had a year with 0 claims drop off and a year with some lost time go on. ^ Submitted By; Judith C. Drake, PHR, Human Resources Manager TOWN OF ITHACA ^ Highway Department \ April Town Board Report for May 12,2003 Meeting Public Works Facility Work has continued on setting up the mechanic's shop, small equipment storage room, locked cage area, and grading for the parking and driveway. Additional plantings proposed for the site will be placed within the next two weeks. The plumbing contract is 100% complete. The electrical contract is also 100% complete. The overall project is approximately 98% complete. We have been having some problems with the fire alarm and we are working the bugs out of the system. We are still working with Kimble towards getting the air handling system started. The overhead door systems are not yet complete, but are operational. Roads ( \ Construction 2003: We are moving ahead on the construction plan for our summer projects. We have scheduled the recycling and base stabilization for Whitetail Drive and Compton Road for the middle of May. We are communicating with residents on these projects to attempt to keep them informed. In other years, we held public meetings so that they could look at our plans and respond to the impact at their property. This year with the construction of our facility and changes in the plan, we were not able to schedule public meetings prior to work being started. We are trying to fill the gap by putting letters in residents' doors to give them the opportunity to question what we are doing. We prefer the public meeting (depending on the size of the project) and will work to arrange some for our later projects. Storm Water Management: Surveying Winthrop Drive for the storm water project was completed in April. We resumed our storm water piping project on Indian Creek Road, which was started last fall. Brush and Leaf Pickup: Brush and leaf collection was extra long in duration due to the extensive winter damage this year. We began several weeks ahead of the scheduled pickup date due to the tremendous amount of material put out by landowners. In fact, some neighborhoods were collected three times as people continued putting out brush up to April deadline. Our crews gave away sixty 10-wheeler dump truck loads of \ ^ chips and an equal number of smaller dump truck loads to residents who requested Water and Sewer ghk r chips. We also donated many loads to the Lab of Ornithology for use on their nature trails. We continued to have the usual problems getting some residents to comply with / our rules regarding how to put their yard wastes out at roadside. / At the April Public Works Committee meeting our public drop-off policy for Town residents' yard waste was discussed. During our construction project at the Public Works Facility, we had to close the brush drop-off area. This placed a great burden on the County's Solid Waste Facility and overwhelmed their collection procedures. This has caused problems for many Town of Ithaca residents. We have not, as of yet, begun accepting brush at our Public Works Facility. The Committee felt strongly that this service should be resumed. It was felt that the purchase of adjacent land would be advisable to accommodate our yard waste program, as well as to provide additional room for stockpiling materials. This is being pursued with the landowner. Parks and Trails Considerable time was spent clearing tree damage at all our parks and trails. Spring clean-ups were done, lawn repairs made, and grounds maintenance equipment prepared for mowing. Picnic tables were constructed, stained and put out in the parks. ^ Lawn repairs from water breaks (and snow plow damage) were done during ^ ^ April. ' ' ^ Water breaks were repaired at 618 Elmira Road and 1002 Danby Road. The regular PRV pits inspections were performed with Bolton Point. East Shore Pump Station was pumped out and cleaned, also the air release valve was repaired and work was done on the control panel. We have been assisting New York State Parks on their water main extension project on West King Road to Upper Buttermilk Falls State Park. ^ We relocated a storm drain behind the hospital in conjunction with our West Hill sewer main replacement project. Tree damage at our water tanks, pump stations, and access roads was cut up and chipped in preparation for mowing season. r ^ TOWN OF ITHACA PLANNING DEPARTMENT I 215 NORTH TIOGA STREET, ITHACA, N.Y. 14850 Jonathan Kanter, A.I.C.P. (607) 273-1747 Director of Planning FAX (607) 273-1704 Planning Director's Report for May 12.2003 Town Board Meeting DEVELOPMENT REVIEW April 1. 2003 Meeting: Alessi 2-Lot Subdivision, Schickel Road: The Planning Board granted Preliminary and Final Subdivision Approval for the proposed two-lot subdivision located at the intersection of Schickel Road and N.Y.S. Route 96B (Danby Road), Town of Ithaca Tax Parcel No. 36-2-3.2, Residence District R-30. The proposal is to subdivide the vacant 34.7 +/- acre parcel into two parcels of 17.2 +/- acres and 17.5 +/- acres. Patricia Alessi, Owner/Applicant. Goodhew 3-Lot Subdivision, 668 and 674 Coddington Road: The Planning Board granted Preliminary and Final Subdivision Approval for the proposed three-lot subdivision located at 668 and 674 Coddington Road, Town of Ithaca Tax Parcel No.'s 49-1-16 and 49-1-17.2, Residence District R-30. The proposal is to subdivide the 12.2 +/- acre parcel (Tax Parcel No. 49-1-17.2) into three parcels including a 4.2 +/- acre parcel which involves various boundary disputes and corrections, a 2.0 +/- acre parcel which contains an existing house, garage, and carport, and a 6.0 +/- acre parcel which contains an existing bam and shed. The proposal also includes three subdivisions and consolidations between the two tax parcels to correct problems with the property line. William H. and Lee S. Goodhew and Steve R. Preheim, Owners; William H. Goodhew, Applicant. Longview Pavilion, Fill, and Sidewalks, 1 Bella Vista Drive: The Planning Board granted Preliminary and Final Site Plan Approval and Special Approval for the proposed pavilion, sidewalks, and the addition of fill at Longview, an Ithacare Community, 1 Bella Vista Drive, Town of Ithaca Tax Parcel No. 39-1-1.31, Special Land Use District (SLUD) No. 7. The proposal includes placing approximately 3,100 cubic yards of fill obtained from the College Circle Apartments project to the west of the existing building, constructing a 2,900 +/- square foot pavilion on a portion of the new fill, adding a restroom and storage area on to the existing shed, and adding two sidewalk extensions with a total length of 471 +/- feet located along the existing driveways. The proposal has been modified, with the addition of the fill and the pavilion being shifted, since receiving Preliminary Site Plan Approval on October 15, 2002. Ithacare Center Service Co., Inc., Owner/Applicant; Mark A. Macera, Agent. This was a continuation from the March IS, 2003 meeting. Recommendation to Town Board Regarding Comprehensive Revisions to the Town of Ithaca Zoning Ordinance and Map: The Planning Board issued an affirmative recommendation to the Town Board regarding the proposed Town wide comprehensive revisions to the Town of Ithaca Zoning Ordinance and Map. The public hearing was held and closed on March 18, 2003. The Planning board recommended that the Town Board adopt the revised Zoning Ordinance and Map as submitted by the Codes and Ordinance Committee in the January 15, 2003 Draft Zoning Ordinance and November 26, 2003 Draft Zoning Map, with the following modifications: (1) addition of "bed and breakfast" as a principal use authorized by special permit in Conservation Zones, and (2) addition of "any institution of higher learning" as a principal use authorized by special permit in Conservation Zones to clarify that university and college uses are intended to be permitted. The Planning Board also supported the study of a new lower density transition zone by the Town Board and Codes and Ordinances Committee as a future consideration and possible future amendment to the Zoning Ordinance and Map. The Planning Board expressed an interest in reviewing and commenting on the Draft Environmental Impact Statement upon its acceptance as complete by the Town Board. April 15, 2003 Meeting: Palmer 2-Lot Subdivision, 211 Hayts Road: The Planning Board granted Preliminary and Final Subdivision Approval for the proposed two-lot subdivision located at 211 Hayts Road, Town of Ithaca Tax Parcel No. 24-5-7, Agricultural and Residence R-15 Districts. The proposal is to subdivide off a 1.95 +/- acre parcel, which contains an existing house and shed, from the 257 +/- acre parcel. Miriam L. Palmer, Owner/Applicant; Richard B. Thaler, Agent. Drake 2-Lot Subdivision, Mecklenburg Road: The Planning Board granted Preliminary and Final Subdivision Approval for the proposed two-lot subdivision located on Mecklenburg Road to the west of 1362 Mecklenburg Road, Town of Ithaca Tax Parcel No. 27-1-15.2, Agricultural District. The proposal is to subdivide off a 4.04 +/- acre parcel from the 95.84 +/- acre parcel for a new residential lot. Robert A. Drake, Owner/Applicant. Recommendation to ZBA Regarding Sign Variance, Southwoods Subdivision, East King Road: The Planning Board recommended that the Zoning Board of Appeals (ZBA) deny the requested sign variance to allow a 24 square foot (3' x 8') neighborhood identification sign on the south side of East King Road to the east of the future Southwoods Drive, Town of Ithaca Tax Parcel No. 46-1-15.43, Residence District R-30. Southwoods Associates, Owner/Applicant; Carol Chaplin, Agent. Such signs are permitted to be a maximum of six square feet in single- family residential zones. The Planning Board recommended that the ZBA consider approving a sign not to exceed 12 square feet in size. Lakeside Nursing Home Garden Addition, 1229 Trumansburg Road: The Planning Board granted Preliminary and Final Site Plan Approval for the proposed conversion of a portion of the loading dock area into a garden at Lakeside Nursing Home located at 1229 Trumansburg Road, Town of Ithaca Tax Parcel No. 26-4-46.1, Residence District R-15. The proposed garden will be located on the southeast side of the building and includes a walkway, sitting areas, a tool shed, open lawn, and various plantings. Peregrine Companies, Owner; Dean Shea, President, Tompkins County Builders and Remodelers Association, Applicant/Agent. Discussion Regarding Future Water Service Improvements on West Hill: Dan Walker, Director of Engineering, presented an overview of several water projects intended to improve water service on West Hill, including a new water tank to improve water pressure in the West I Town of Ithaca Planning Director's Report | \ May 12, 2003 Town ^oard Meeting Haven Road area and a new interconnecting water main, tank and pump station to bring Bolton Point water to West Hill. CURRENT PLANNING DEPARTMENT PROJECTS/FUNCTIONS The following are accomplishments or issues that have been dealt with over the past month. SEOR Reviews for Zoning Board: Four new SEQR reviews for the Zoning Board were done since the April report: (1) authorization to demolish an existing garage and construct a new garage on a non-conforming lot, located at 702 Coddington Road, Residence District R-30, John Lewkowicz, Appellant; (2) variance to create a building lot with insufficient lot width at the street and setback lines, located at Schickel Road, Residence District R-30, Patricia Alessi, Appellant; (3) variance to permit a 24 square foot sign (6 square foot maximum allowed) identifying a neighborhood subdivision, located at East King Road, Residence District R-30, Southwoods Association, Appellant; and (4) variances to permit a three-lot subdivision resulting in a parcel containing accessory structures only without a primary residence, along with other minor setback variances, located at 668 and 674 Coddington Road, Residence District R-30, William Goodhew, Appellant. Codes and Ordinances Committee: The Committee met on April 24, 2003 to discuss the Planning Board's recommendation regarding the revised Zoning Ordinance and Map, additional public comments received regarding the revised Zoning, and to begin review of the Town's Environmental Review Law. The next meeting is scheduled for Thursday, May 29, 2003 (instead of the regular meeting date of Weds., May 2U" because several members would not be able to attend on May 2U'). Transportation Committee: The Committee met on April 17, 2003 to discuss the status of extra patrolling by the County Sheriffs Office and State Police, details of the Caldwell Road improvement project, a possible sidewalk policy, potential survey questions for a town-wide transportation survey, and possible work assignments for a summer intern. The next Committee meeting is scheduled for May 15, 2003. Initial Sheriff and State Police patrols began the week of April 14"\ The patrols covered approximately 20 hours per week. Areas included Ellis Hollow Road, Pine Tree Road, Snyder Hill Road, East King Road and Coddington Road. Traffic volume and speed counts were conducted by the Highway Department both before and after the patrolling, and a meeting is being scheduled with the enforcement officials to determine whether any trends in driving behavior are evident, and where and how to conduct the next round of patrolling. Conservation Board: The Board met on April 3, 2003. Agenda items included final revisions in the Conservation Board's brochure and discussion of work of the Viewshed Committee. The Environmental Review Committee conducted a site visit to the Holly Creek Subdivision (Auble Site) and submitted a report to the Planning Board for the May 6^*' Planning Board meeting. The next meeting of the Conservation Board is scheduled for Thursday, May 1, 2003. ^ay tl, 2003 Town Board Meeting „ "■ | Municipal Officials Association Planning Coalition: The Planning Coalition met on April 30, 2003 to discuss a number of County/municipal issues, including possible inter-municipal agreement to exclude certain planning and zoning actions from County review under Section 239 General Municipal Law, proposal to modify the way the County Planning Department funds local government services, update and feedback on the County Comprehensive Plan, and follow- up on County-wide map of municipal zoning districts. There was also an update on storm water management coordination activities of the Cayuga Lake Watershed Inter-municipal Organization. The next meeting is scheduled for Wednesday, May 28, 2003, at which the main topic will be discussion of open space preservation planning activities of municipalities in Tompkins County. Capital Projects and Fiscal Planning Committee: The Committee met on April 24, 2003 to discuss modifications to approved 2003 capital projects, confirmation of the list of proposed 2004 capital projects and 2004 - 2008 capital budget, review and evaluation of proposed Highway projects, and update on the status of West Hill Water Projects. Of particular note is the addition of $ 125,000 in 2003 for a storm water management project at the Ewing property to prevent further streambank erosion. This is a necessary precursor to having the Ewings approve an easement for the Pew Trail crossing their property. This is added to the General Part-Town Fund, and will be presented to the Town Board at the May 12'^ meeting as an amendment to the 2003 Capital Budget. The next meeting is tentatively scheduled for Thursday, June 12th, 2003 at 3:00 p.m. as the Committee felt that the May meeting would not be necessary. Lake Source Cooling Monitoring; Benchmark Environmental Engineering completed their report regarding 2000 and 2001 Lake Source Cooling Monitoring data and presented findings and recommendations to the Town Board at the April 1^^ meeting. The 2002 Annual Report prepared by Upstate Freshwater Institute is now available on Cornell's website, and a Data Sharing Group meeting will be scheduled in late May or early June. Pew Trail - Appraisal Review: The NYS Department of Transportation (DOT) provided comments on the appraisals and appraisal reviews that had been prepared for the Pew Trail properties. DOT basically agreed with the appraisal review that the original appraisals would have to be revised to meet their guidelines, but that they would not have to be completely re done. Based on this, staff contacted the original appraiser, who agreed to revise the appraisals. Those have been completed and sent to DOT for their approval. Upon acceptance by DOT, the next step will be to complete legal discussions and paperwork with the property owners involved. ITCTC Planning Committee: The Ithaca-Tompkins County Transportation Council Planning Committee met on April 15, 2003. Agenda items included review of updated public involvement procedures for ITCTC, several proposed TIP (Transportation Improvement Program) amendments, including increased funding for the City's Stewart Avenue Bridge, confirmation that the 2003 - 08 TIP Update will only consist of minor adjustments through 2006 and will not include 2007/08, and an initial discussion on the Long Range Plan update process. There was an announcement regarding a Walkable Communities Workshop being held on Monday, May 12*^ at 12:30 p.m. at the Tompkins County Public Library. There will be a special meeting of the ITCTC Planning Committee on May 20'^ just prior to the regularly scheduled Policy Committee [Town ofith'ada Piamin£^p'^ Report ^ May 12, 2003 Town Board Aleeting - | meeting to make a recommendation to the Policy Committee regarding the 2003 - 06 TIP Update. Zoning Revisions: Progress continues to be made (slowly but surely) on the Environmental Impact Statement (EIS) for the Zoning revisions. Draft sections have been completed or are underway on Introduction, Land Use, Natural Features, Agricultural Resources, Demographics, Transportation and Traffic, Public Facilities and Community Services, and Business and Commerce. Sections remaining to be initiated include Housing, Zoning, Regional Context, Open Space, Cultural Resources, Alternatives, and Growth Inducing Impacts (which will include a development potential analysis comparing the proposed and existing Zoning). An update of the status of the EIS will be included on the agenda at the May 29"^ Codes and Ordinances Committee meeting. TCAD Economic Development Strategv Coordinating Committee: The Economic Development Strategy Committee met on April 24, 2003 to discuss the update of the Economic Development Strategy Action Plan. There were also brief updates on tourism promotion activities, the City's downtown development projects, the State Department of Transportation maintenance facility relocation project, and the inter-municipal sewer project. The next meeting is scheduled for July 24, 2003. 2003 TAX COLLECTION RECEIVER OF TAXES MONTHLY REPORT ^ N AS OF APRIL 30,2003 \ TOTAL NO. OF TAX BILLS ON WARRANT: 5115 TOTAL TOWN WARRANT (LEVY): $ 4,049,790.61 01/21/03 l^'^ PAYMENT: TOWN OF ITHACA SUPERVISOR $2,400,000.00 01/27/03 2'''° PAYMENT; TOWN OF ITHACA SUPERVISOR $ 1,000.000.00 01/29/03 FINAL PAYMENT: TOWN OF ITHACA SUPERVISOR $ 649,790.61 TOTAL WARRANT BALANCE DUE: $ 00.00 MISCELLANEOUS PAYMENTS TO TOWN OF ITHACA SUPERVISOR: O1/3I/03 JANUARY INTEREST RECEIVER'S CHECKING ACCOUNT $ 786.27 02/28/03 FEBRUARY PENALTIES (PAID TO SUPERVISOR IN JUNE) $ 1,861.92 03/31/03 MARCH PENALTIES (PAID TO SUPERVISOR IN JUNE) $ 1,627.25 04/30/03 APRIL PENALTIES AND $2.00 SERVICE CHARGES (PAID TO SUPERVISOR IN JUNE) $ 2,462.39 05/31/03 MAY PENALTIES AND $2.00 SERVICE CHARGES ^ (PAID TO SUPERVISOR IN JUNE) $ 0,000,000.00 V 4:* 4c ^ * He 4:4: 4: He 4c * He ^ ^ He * 4c He 4:4c He 4! % 4: % 4c 4: »l« He * Hi 4c 4: He 4: He 4: % ^ ^ ^sR H: * He 4: He 4: ^ He ' "^^TAL TOMPKINS COUNTY WARRANT: $ 5,413,896.34 / \ U2/13/03 l^'^ PAYMENT: TOMPKINS COUNTY BUDGET/FINANCE $ 4,000,000.00 03/03/03 2'''° PAYMENT: TOMPKINS COUNTY BUDGET/FINANCE $ 100,000.00 04/01/03 3'^''PAYMENT: TOMPKINS COUNTY BUDGET/FINANCE $ 115,000.00 05/01/03 4™ PAYMENT: TOMPKINS COUNTY BUDGET/FINANCE $ 90.000.00 01/01/03 5™ PAYMENT: TOMPKINS COUNTY BUDGET/FINANCE $ 0,000,000.00 01/01/03 6™ PAYMENT: TOMPKINS COUNTY BUDGET/HNANCE $0,000,000.00 BALANCE DUE TOMPKINS COUNTY WARRANT: $ 1,108,896.34 MISCELLANEOUS PAYMENTS TO TOMPKINS COUNTY BUDGET/FINANCE: 02/28/03 FEBRUARY INTEREST RECEIVER'S CHECKING ACCOUNT $ 874.41 03/31/03 MARCH INTEREST RECEIVER'S CHECKING ACCOUNT $ 24.88 04/30/03 APRIL INTEREST RECEIVER'S CHECKING ACCOUNT $ 26.07 05/31/03 MAY INTEREST RECEIVER'S CHECKING ACCOUNT $ 0,000,000.00 \ RECEIVER OF TAXES2003 ACCOUNT REGISTERTOTAL WARRANT AS OF 1/1/03$4,049,790.61DEPOSIT JOURNAL #1$63,699.77DEPOSIT JOURNAL #2$25,597.74DEPOSIT JOURNAL #3$217,500.74DEPOSIT JOURNAL #4$237,078.71DEPOSIT JOURNAL # 5$118,120.89DEPOSIT JOURNAL # 6$4,056.32 DEPOSIT OVER $906.83REFUND BILL # 2684$(182.00) BROWN - OK # 634REFUND BILL #1895$(724.83) AVELLO - OK # 635DEPOSIT JOURNAL # 7$153,033.48DEPOSIT JOURNAL # 8$159,991.92DEPOSIT JOURNAL #9$222,681.38 DEPOSIT SHORT 40 CENTS - BILL # 2897DEPOSIT JOURNAL #10$208,918.66DEPOSIT JOURNAL #11$537.175.88 TOMPKINS TRUST COMPANY BANK CODESDEPOSIT JOURNAL #12$101,280.57DEPOSIT JOURNAL# 13$286,791.75DEPOSIT JOURNAL# 14$107,669.57PAID TOWN SUPERVISOR$(2,400,000.00) CK # 636 - FIRST PAYMENT OF WARRANTDEPOSIT JOURNAL #15$302,901.94DEPOSIT JOURNAL# 16$334,574.25 DEPOSIT OVER $3.00 - BILL # 3687REFUND BILL # 3687$(3.00) CK # 637 KENNETH & MARIE CARONDEPOSIT JOURNAL #17$1,818.90DEPOSIT JOURNAL #18$155,700.07DEPOSIT JOURNAL #19$201,340.48 DEPOSIT OVER $1.00 - BILL # 1351PAID TOWN SUPERVISOR$(1,000,000.00) CK # 638 - SECOND PAYMENT OF WARRANTDEPOSIT JOURNAL #20$888,366.56 DEPOSIT OVER $1627.39 - BILL # 4268 BANK CODESREFUND BILL # 4268 BANK M&T$(1,627.39) CK # 639 - M&T MORTGAGEDEPOSIT JOURNAL # 21$343,524.25DEPOSIT JOURNAL # 22$634,988.89 DEPOSIT OVER $2.00 - BILL # 2277REFUND BILL # 2277$(2.00) CK # 640 - ROBERT COFERPAID TOWN SUPERVISOR$(649,790.61) CK # 641 - FINAL PAYMENT OF WARRANTDEPOSIT JOURNAL #23$560.98 MCCLURE BILLS-REFUND DUE TO TOWN OF ULYSSESREFUND TO TOWN OF ULYSSES$(157.81) CK # 642 TOWN OF ULYSSES WATER DISTRICTDEPOSIT JOURNAL #24$620,492.53 DEPOSIT OVER 20 CENTS - BILL # 4528REMOVED BILL # 1460 1ST INSTALL$(467.07) OWNER PAID FULL PAYMENTDEPOqjj 'OURNAL # 25$889.65 BILL#146r'^'^.'^\YMENT) . ^ JD0URNAL#26 $ 696,319.02DEPOSIT JOURNAL #27 $ 484,946.78REUND BILL # 157 $ (200.00)RETURN CHECK BILL # 421 $ (1.981.29)RETURN BANK CHRG BILL # 421 $ (10.00)DEPOSIT JOURNAL #28 $ 807,052.74REFUND BILL # 2220 $ (2.00)REFUND BILL# 1289 & 1291 $ (290.99)JANUARY INTEREST TCT $ 786.27PAID TOWN SUPERVISOR $ (786.27)DEPOSIT JOURNAL # 29 $ 121,051.50REFUND BILL# 1518 $ (13.04)DEPOSIT JOURNAL #30 $ 15,603.27RETURN CHECK BILL # 4826 $ (1,242.16)RETURN BANK CHRG BILL # 4826 $ (10.00)REDEPOSIT BILL # 4826 $ 1,260.16REDEPOSIT REFUND BILL # 4826 $ (3.00)RETURN CHECK BILL # 224 $ (1,314.53)RETURN BANK CHRG BILL # 224 $ (10.00)DEPOSIT JOURNAL #31 $ 13,789.67ELLIS HOLLOW IN LIEU OF TAXES $ 30,903.21PD TOMPKINS COUNTY $ (7,269.44)PD TOWN OF ITHACA $ (1,417.18)PD ITHACA CITY SCHOOL $ (22,216.59)RETURN CHECK BILL #1208 $ (268.96)RETURN BANK CHRG BILL # 1208 $ (10.00)DEPOSIT JOURNAL #32 $ 12,813.77PD TOMPKINS COUNTY $ (20,427.65)PD TOMPKINS COUNTY $ (4,000,000.00)RETURN CHECK BILL #614 $ (2,261.85)RETURN BANK CHRG BILL # 614 $ (10.00)REDEPOSIT BILL # 1208 $ 283.96DEPOSIT JOURNAL #33 $ 20,050.38REDEPOSIT BILL # 614 $ 2,276.85DEPOSIT JOURNAL #34 $ 13,164.97DEPOSIT JOURNAL #35 $ 15.665.29REFUND BILL #235 $ (141.37)DEP # 36 FRANCHISES PD TO TC $ 279,266.34FRANCHISES PD TO TC $ (279,266.34)DEPOSIT JOURNAL #37 $ 49,608.47FEBRUARY INTEREST FROM TCT $ 874.41PAID TOMPKINS COUNTY $ (874.41)DEPOS. ^ )s SHORT BILL # 4536DEPOSIT 200.00 OVER - BILL # 157CK # 643 - GREENWALDDEPOSIT OVER $292.99 - BILL # 1289 290.00 & Bill # 2220 2.00CK # 644 - PARKCK # 645 - STANTONINTEREST TO PAY TO TOWN SUPERVISORINTERNET TRANSFER TO GENERAL FUNDDEPOSIT OVER 13.04 - BILL #1518CK # 646 - HOME PROPERTIESDEPOSIT SHORT 2 CENTSREDEPOSIT WAS 3.00 OVERCK # 647 - BILL # 4826)CK# 648 - IN LIEU OF TAXES - ELLIS HOLLOWCK# 649 - IN LIEU OF TAXES - ELLIS HOLLOWCK# 650 - IN LIEU OF TAXES - ELLIS HOLLOWCK# 651 - FIRST INSTALL SERVICE CHARGESCK# 652 - FIRST PAYMENT OF 2003 WARRANTDEPOSIT SHORT 1 CENT - BILL # 874DEPOSIT OVER 141.97CK # 653 - SETTLEMENT CORPNO MONEY TO THE TOWNJUST RECORDING PURPOSESCK # 654 - FEB INTEREST FROM TCTPage 2 PAID TOMPKINS COUNTY$(100,000.00)CK # 655 - #2 PAYMENT OF WARRANTDEPOSIT JOURNAL # 38$37,417.46DEPOSIT 5 CENTS OVER - LUCENTE BILLSDEPOSIT OK FROM TO BUD/FIN$154.95CHECK FOR 1ST INSTALL SERVICE CHARGESDEPOSIT JOURNAL # 39$8,604.19DEPOSIT JOURNAL # 40$6,043.25DEPOSIT OVER $46.77REFUND BILL# 1063$(46.76)CK # 656 - MILLERDEPOSIT JOURNAL #41$12,514.32MARCH INTEREST FROM TCT$24.88DEPOSIT JOURNAL #42$25,360,55DEPOSIT SHORT 2 CENTSDEPOSIT JOURNAL # 43$31,457.07DEPOSIT OVER 1 CENTPAID TOMPKINS COUNTY$(24.88)CK # 657 - MARCH INTEREST FROM TCTPAID TOMPKINS COUNTY$(115,000.00)CK # 658 - # 3 PAYMENT OF WARRANTDEPOSIT JOURNAL #44$8,167.21DEPOSIT JOURNAL #45$4,605.39DEPOSIT JOURNAL # 46$13,315.53DEPOSIT JOURNAL # 47$42,141.21DEPOSIT JOURNAL # 48$8,819.23DEPOSIT ONE DOLLAR OVERDEPOSIT JOURNAL #49$4,345.29DEPOSIT JOURNAL #50$5,450.04REFUND BILL #1440$(56.81)CK # 659 ADJUSTMENT TO 2003 ASSESSMENTAPRIL INTEREST FROM TCT$26.07PAID TOMPKINS COUNTY$(26.07)CK # 660 - APRIL TCT INTERESTPAID TOMPKINS COUNTY$(90,000.00)CK # 661 - 4TH PYMT OF WARRANTTOTAL IN CHECKING ACCOUNT$4,783.28AS OF 5/1/03333 TOWN OF ITHACARECEIVER OF TAXES2003 SETTLEMENT OF MONEYJanuary 31, 2003TOWN OF ITHACA WARRANTPD TOWN SUP 1ST PAYMENTPD TOWN SUP 2ND PAYMENTPD TOWN SUPER FINAL PAYMENT$ 4,049,790.61 TO BE COLLECTED FOR 2003 TAX YEAR$ (2,400,000.00) CK# 636 1 ST PAYMENT OF WARRANT$ (1,000,000.00) CK# 638 2ND PAYMENT OF WARRANT$ (649,790.61) CK# 641 FINAL PAYMENT OF TOWN WARRANT$ - TOTAL PAID TO TOWN SUPERVISOR 1/29/03PD TOMPKINSPD TOMPKINSPD TOMPKINSPD TOMPKINSPD TOMPKINSPD TOMPKINSCOUNTYCOUNTYCOUNTYCOUNTYCOUNTYCOUNTY1ST PAY2ND PAY3RD PAY4TH PAY5TH PAY6TH PAYTOMPKINS COUNTY WARRANTTOTAL PD TOMPKINS COUNTYFRANCHISES PAID TO TC2ND INSTALLS TO BE COLLECTEDADJUSTMENTS-CITY OF ITHACAUNPAID WHITE SHEETS$ 4,000,000.00 CK# 652 1ST PAYMENT OF WARRANT$ 100,000.00 CK# 655 2ND PAYMENT OF WARRANT$ 115,000.00 CK# 658 3RD PAYMENT OF WARRANT$ 90,000.00 CK# 661 4TH PAYMENT OF WARRANT$ - CK# 000 5TH PAYMENT OF WARRANT$ - CK# 000 6TH PAYMENT OF WARRANT$ 4,305,000.00 TOTAL PAID TO TOMPKINS COUNTY AS OF 3/3/03$ 5,413,896.34 TO BE COLLECTED FOR 2003 TAX YEAR$ (4,305,000.00) TOTAL PAID TO TOMPKINS COUNTY AS OF 6/10/03$ (279,266.34) NO MONEY TO US-PD TO TOMPKINS COUNTY BUD/FIN$ (408,550.85) TOMPKINS COUNTY TO COLLECT IN JUNE 2003$ (11,336.15) CITY OF ITHACA ADJUSTMENTS BY COUNTY$ - TOMPKINS COUNTY TO COLLECT$ 409,743.00 TOTAL LEFT TO PAY TOMPKINS COUNTY AS OF 5/1/03Page 4