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HomeMy WebLinkAboutTB Minutes 2003-08-07 REGULAR MEETING OF THE ITHACA TOWN BOARD THURSDAY, AUGUST 7, 2003 AT 6 : 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 — Mike Koplinka- Loehr 4 . Report of Fire Commissioners 5 . 7 : 00 p . m . — Persons to be Heard 6 . 7 : 15 p . m . - Report on Town Audit — Sciarabba & Walker 7 , Consider Conditional Award of Contract for 2003 West Hill Water Tank Improvement Project 8 , Consider Conditional Award of Contract for Bostwick Road Water Tank and Transmission Line 9 , Consider Authorization to Solicit Proposals from Fiscal Advisor for Preparation of Bond Issue 10 . Authorization For Inter- Fund Cash Advances For Interim Short-Term Financing Of The "2003 West Hill Water Tank Improvement" And The "Bostwick Road Water Tank And Transmission Line" Projects 11 . Consider Adoption of Order Setting Public Hearing regarding Coy Glen Pump Station and Water Main 12 . Consider Approval of the 2004 Wage Scale 13 , Consider Authorization to Close Capital Project — Stone Quarry Road Reconstruction 14 . Consider Approval of Dedicated Cash Fund for Recording Fees 15 , Distribute Information regarding Decibel Meter 16 . Consider Awarding Deferred Compensation Provider '17 . Consider Setting Public Hearing To Amend Local Law Number 10 of the Year 1 Relating to Marriage License and Marriage Certificate '18 . Consent Agenda a . Town Board Minutes b . Town of Ithaca Warrants c . Bolton Point Warrants d . Fall Brush and Leaf Collection e . Declaration of Equipment As Surplus And Approve Sale At Auction f . Attendance at TCCC Accounting 102 WI 9 . Report of Town Committees a . Agricultural Land Preservation Advisory Committee b . Capital Projects and Fiscal Planning Committee c . Cayuga Lake Watershed Intermunicipal Organization d . Codes and Ordinances Committee e . Lake Source Data Sharing Committee f . Personnel Committee g . Public Works Committee h . Recreation Partnership i . Records Management Advisory Board j . Safety Committee k . Sewer Joint Subcommittee I . Sewer Contract Committee m . Southern Cayuga Lake Intermunicipal Water Commission n . Transportation Committee 20 . Report of Town Officials a . Town Clerk b . Highway Superintendent c . Director of Engineering d . Director of Planning e . Director of Building and Zoning f . Human Resources Manager g . Budget Officer h . Network/Records Specialist i . Attorney for the Town 21 . Review of Correspondence a . 7/ 1 /03 Letter from Sally Lockwood , South Hill Civic Association , re beautification grant b . 7/21 /03 Letter from Brian Weinstein , President of the Ithaca Paid Fire fighters Association , regarding filling the vacated Assistant Chief position c . 7/28/03 Sciarabba Walker & Co Engagement Letter for Justice Court Audit 22 . Consider Adjournment TOWN OF ITHACA TOWN BOARD SIGN - IN SHEET DATE : Thursday , August 07 , 2003 (PLEASE PRINT To ENSURE ACCURACY IN OFFICIAL MINUTES) PLEASE PRINT NAME PLEASE PRINT ADDRESS / AFFILIATION _ ml lf0 L I AIXI Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Regular Meeting of the Ithaca Town Board Thursday , August 7 , 2003 at 6 : 30 p . m . 215 North Tioga Street, Ithaca , New York THOSE PRESENT : Supervisor Valentino , Councilwoman Russell , Councilwoman Grigorov , Councilman Klein , Councilman Burbank . STAFF PRESENT : Tee-Ann Hunter , Town Clerk ; Dan Walker , Town Engineer; Fred Noteboom , Highway Superintendent; Judy Drake , Human Resources Manager; Andy Frost , Director of Building and Zoning ; Al Carvill , Budget Officer EXCUSED : Councilman Lesser, Councilman Niederkorn , Jonathan Kanter, Director of Planning . OTHERS PRESENT : John Barney , Attorney for the Town ; Tim Reynolds , 5101 Jacksonville Road , Trumansburg ; Mike Koplinka-Loehr, Tompkins County Legislature ; Herb Engman , 120 Warren Road ; Peter Stein , 101 Brandywine Drive ; Dave Stinton , Sciarabba & Walker Call to Order Supervisor Valentino called the meeting to order at 6 : 35 p . m . and led the assemblage in the Pledge of Allegiance . Agenda Item No . 3 — Report from Tompkins County Legislature Mike Koplinka- Loehr appeared before the board . The Tompkins County Legislature voted in July to hold the sales tax holiday August 26 through September 1 , 2003 . The board also voted to decrease the voter registration fee charged by the Board of Elections for the list of registered voters . The County passed a ban on smoking in large restaurants and places of employment . Maintaining the Recreation Partnership is going before the full board August 19th . Mr. Koplinka- Loehr predicted the County will continue to participate in the Recreation Partnership , but there might be a decrease in the funding . The committee recommended stable funding and continued participation . The Board is challenged by the 2004 budget . The County is looking at a 46 % tax increase to keep up with status quo , State mandates and State retirement . Assessment has gone up 6 % as well . The Board is looking at 20 % cut in department costs . Debt service , the E-911 mitigations projects , and jail options add to the budget challenge . Tompkins County Finance received an audit and received a clean bill health . A public hearing will be held August 19th on Off-Track Betting . It is a good income source for the County . People who presently want to make bets have to go out of Tompkins County . Supervisor Valentino asked if it would have to be a referendum vote again . Mr. Koplinka- Loehr explained it doesn 't have to be . The Board will debate it . A certain number of petitions would need to be passed to defeat it , and then it would have to be on the ballot . 1 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Supervisor Valentino mentioned she had a few constituents contact her regarding the Off. Track Betting ( OTB ) . They think that it is a bad idea to do the OTB and she concurs with that opinion . The County would receive a small amount of money compared o the large profits of the OTB . It might not be worth the County' s effort . The profits are not shared equitably . She personally does not see the real value of looking to an OTB as a budget source . Councilman Klein explained the Public Works Committee has discussed the rather tardy consultant report regarding Caldwell Road . It is important for the Town to get the report to see if reasonable alternatives are provided to consider. Supervisor Valentino remembered the Public Works Committee had asked her if they could at least get the current report . It would give the Town something to look at and make their own judgments about it . Mr. Koplinka-Loehr responded it is not the consultant' s responsibility for the delayed report . An internal report was delivered December 31 , 2001 . A committee has worked on that report through May 2002 . They are waiting to send the report out with updated maps . He would try to get the ball rolling on getting the consultant' s response back . Councilman Klein asked if the Town has the same type of maps . Mr. Walker responded the Town has the County base map for the whole Town . The zoning map came from the GIS with general information from the parcels . More survey work was done to generate these maps . Councilman Klein asked if the Brittain brothers have the same equipment as the Town . Mr . Walker noted they have looked the Town ' s equipment . Engineering staff has worked with them on some things . The Brittain brothers drew up very detailed maps and provided them to Mr . Noteboom . Supervisor Valentino wished Mr . Koplinka- Loehr good luck with the budget process . Agenda Item No . 4 — Report of Fire Commissioners Bob Romanowski appeared before the board and gave a copy of his report to Mrs . Hunter (Attachment # 1 ) . Supervisor Valentino mentioned that there is a $393 , 000 check in the abstract as payment to the Fire Department for the first 6 months of 2003 . The City was asked to provide the Town with the expense accounts on a monthly basis . Supervisor Valentino just receive the first 6 months of expense accounts . The Town paid the City over $466 , 000 earlier in 2003 . The voucher being approved should go directly to the Fire Department , and then another $ 63 , 000 goes to the City General Fund for overhead costs . Supervisor Valentino thanked Mr . Romanowski for coming to the Town Board meeting each month . It makes it easier for the Town Board to participate at the level they do because of the monthly updates . Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Mr. Romanowski mentioned the Fire Department is becoming more responsible for marine rescue . The responsibilities are growing for the Fire Department , but are hindered due to budget restraints . He felt there is a lack of priorities in the City . Councilman Klein noted the Board received a letter ( published in the Ithaca Journal ) from the President of the Fire Fighters ' Association stating he had not seen any of Cornell ' s contributions to the Fire Department . Mr. Romanowski explained $600 , 000 plus comes from Cornell University in lieu of taxes . It goes into the general fund and Mr. Romanowski was not sure what happened to funding after that , but it is supposed to come to the Fire Department . Supervisor Valentino explained this was one of the big controversies during the fire contract negotiations . The Town wanted to see the monies in a dedicated fund . She is now receiving the exact expenditure accounts . The expense accounts she received do not show a revenue income from Cornell . Supervisor Valentino called Cornell and inquired about when the monies are paid and Cornell sends the check in October. There should have been carry-over money from October into the 2003 budget . All of the money would not have been spent in October. The information was not in the expense accounts . Supervisor Valentino wrote Steve Thayer, City Comptroller , a letter inquiring about Cornell 's contribution . Mr . Romanowski suggested a fire district would solve these problems . It is special legislation that takes a lot of preparation . The fire district would levy the taxes and are responsible for the monies . Supervisor Valentino stated the board is looking into that . It is not currently legal and it takes special legislation between a city and a town . It would clean things up because it would be a special line item on the city tax bills as it is on town tax bills . The money would have to be totally dedicated to the Fire Department . A commission would be set-up to oversee it . It would take it out of the political arena . The Town is going to talk to its legislators to see if there is some way to do special legislation and are hopeful of convincing the new City Council and Mayor that it is in the best interest of the whole community . Mr . Romanowski feels it would be beneficial for the taxpayers and the municipalities . Councilman Burbank wondered if there has been any response from the City regarding the Town ' s proposal to meet about the Fire Contract. Supervisor Valentino replied that they have been trying to set up meetings . The downside is the City group to meet with the Town does not consist of the same members who participated in the negotiations of the contract. The Town is already faced with a difficult problem in trying to make them understand the intent of the contract . So far, there has not been a date when everyone can meet . Supervisor Valentino mentioned the planning intern mapped out each fire department building throughout the County . The Town of Ithaca and Cayuga Heights has three fire stations that are in a good location . Ulysses has mentioned a couple of times that they would be interested in contracting with the Town . The Town needs to look at every possible alterative that is going to make sure that the residents of the Town of Ithaca receive adequate fire coverage . The City is talking about cutting four or five more fire fighter positions . It would be disastrous for the Town of Ithaca . The Board thanked Mr . Romanowski for his report . 3 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Agenda Item No . 5 — Persons to be Heard . Mr. Rogan , Rogan ' s Corners Mr . Rogan is leasing the property to King Subs . They are trying to obtain a liquor license for King Subs as soon as possible . Tim Reynolds , King Subs Mr . Reynolds and his business partner would like to obtain their liquor license as soon as possible for several reasons . It is the last item needed to finalize the acquisition with the Rogans . It is a contingency of the bank loan to have received the liquor license . Mr . Reynolds has closed his business and currently does not have an income . He and his partner are working up to Rogan 's voluntarily to learn the ropes . Rogan 's Corners does have a current license and it should expedite things for them . It is a requirement to notify the municipal board . Notification needs to be completed and submitted to the Board 30 days prior to sending in the application . The 30 -day requirement would leave Mr. Reynolds and the Rogans in a bind . The Liquor Authority stated the municipality would be able to waive the 30-day notification if they so chose . Councilman Klein asked if Franco 's would remain separate . Mr . Rogan responded that they are keeping Franco 's . Mr . Reynolds explained it would be separate from Franco ' s and the other businesses up there . It is specifically for Rogan ' s Corners and it is only a license to sell beer. Supervisor Valentino asked if it is a convenience store . Mr. Reynolds said it is currently a convenience store and they will be incorporating their menu into the current menu available . Councilman Burbank asked Mr. Reynolds if he had experience with a liquor license . Mr . Reynolds responded it is his first. He sold food for Cisco prior to this and then he opened up his concession and catering business . Councilman Burbank asked if there have been complaints from neighbors about the establishment and the sales of liquor. Mr. Frost was not aware of any complaints . Mr . Reynolds submitted notice of the application to the Ithaca Journal and provided proof of publication . Attorney Barney mentioned the Town needed to have a copy of the liquor license application . TB RESOLUTION NO. 2003-093 : Waiver of 30-Day Notice for Liquor License The motion is to waive the necessity of this notice being provided to the Town at least 30 days prior to the filing of the application for a liquor license conditional upon the Town receiving a copy of the notice . MOVED: Councilwoman Russell SECONDED: Councilwoman Grigorov 4 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Thomas Edwards , Executive Director for Mutual Housing Association of Tompkins County Mr . Edwards thanked Town staff for being helpful and provided materials to the Board about their association . He offered for the board to call him with any questions . Supervisor Valentino reminded the Board that this would be on the agenda for the September Board meeting . Agenda Item No . 6 — Report on Town Audit — Sciarabba & Walker Dave Stinton , Sciarabba & Walker Sciarabba & Walker has prepared the Financial Statements for the Year Ended December 319 2002 . The firm did not find anything in their decision . During the process of the audit , it was noted everything was orderly and there was good documentation . A management letter was issued with the audit . The letter noted the prior year' s comment on deficit fund balance and the capital project fund . Mr. Stinton felt it was not that much of an issue last year. It was a more involved timing issue between when payments were recognized and when some of the funding was received . Overall , the Capital Project Fund has a positive fund balance . Additional information was included on pages 26 and 27 that show the breakdown by project . Mr. Stinton noted the Town will have one more year of reporting under the old standards , year ending December 31 , 2003 . A different presentation of financial statements will be required for the year ending December 31 , 2004 . It will also involve more management discussion and analysis . The objective is to get a clearer presentation of the activities . Supervisor Valentino thanked Mr . Stinton and Sciarabba & Walker for their hard work . Agenda Item No . 7 — Consider Conditional Award of Contract for 2003 West Hill Water Tank Improvement Project (Attachment #2 — bid sheet) Mr. Walker apologized for not being able to get the resolution to the Board before the meeting . The first contract is for the West Hill Water Tank and the Town received two bids on the project . The engineer' s estimate was for $ 808 , 000 and Natgun bid the project for $ 738 , 000 . The next low bidder was Preload with a $ 6 , 000 difference from the low bidder. Mr . Walker asked the Board to consider authorization for the award of contract for the West Hill Water Tank to Natgun Corporation as stated in the resolution for a bid price of $738 ,455 . The cost is covered under the capital project figures approved at the July Town Board meeting . Mr. Walker checked the references and Natgun is a reputable contractor . The subcontractor is a local contractor , LRS , who has done a lot of work in the area . Councilman Burbank asked what has been budgeted for the project . Mr. Carvill responded the total budget for West Hill is $ 1 , 053 , 000 , but it does not include the landscape work and the contingencies . The landscaping work will be done separately using Town staff and buying the materials . Supervisor Valentino added that it is all within the budget . 5 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 .Attorney Barney added to the resolution that no permissive referendum was needed and final approval be conditional upon final approval of the documents by the Town Engineer. The resolution also needed to be conditioned upon receiving all necessary easements . TB RESOLUTION NO. 2003-094 : Authorization for Award of Contract for West Hill Water Tank WHEREAS, The Town of Ithaca on August 5, 2003 received bids for construction of the West Hill Water Tank, as shown on the plans and contract specifications prepared by the Town of Ithaca Engineering Department and dated July 2003, and; WHEREAS, Natgun Corporation, 11 Teal Road, Wakefield, MA 01880, submitted the low bid of $ 738, 455. 00 for the project, and WHEREAS, the Town Engineer has reviewed the bid and qualifications of the Contractor and found them satisfactory, and; WHEREAS, the Value of the Construction Contract is within the approved project budget, now THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Ithaca hereby authorizes the award of the contract for construction of the West Hill Water Tank, to Natgun Corporation, 11 Teal Road, Wakefield, MA 01880, for the contract amount of $ 738, 455. 00 conditional on obtaining all required property interests and subject to final approval of the contract documents by the Town Engineer and the Town Attorney. MOVED: Councilman Burbank SECONDED: Councilwoman Grigorov VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. Agenda Item No 8 — Consider Conditional Award of Contract for Bostwick Road Water Tank and Transmission Line (Attachment #3 — bid sheet) Attorney Barney mentioned this resolution also needed to be conditional upon obtaining all necessary easements . Mr . Walker added the Town has received an easement from the State Park and the Emerson easement is pending . The Town has reached an agreement with Mr . Young and they are waiting for the closing . Mr. Walker informed the board that the Town only received one bid for the project , which surprised him . The bid tabulation shows the water tank portion of the project came in $ 100 , 000 under the engineer' s estimate . The transmission line was about $30 , 000 below the engineer' s estimate . He is comfortable that they are good bids . Procon is a reputable contractor and their references have been checked . Mr . Walker recommends award of the contract to Procon . 6 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Supervisor Valentino mentioned the Bostwick Road water tank is a different tank from the West Hill water tank . Mr. Walker explained it is a bolted steel tank . It is identical to the Troy Road tank . There is 6 , 000 feet of water main and 1 , 200 feet on Bostwick Road is involved in the project . The Bostwick project consists of two components . The first is the transmission main between Danby Road to the railroad grade to Buttermilk Falls . The second part is a water main from the intersection of Seven Mile Drive and Bostwick Road up to the tank site . Councilman Klein asked if it was bid as two projects . Mr . Walker explained it was done as one contract , but it was broken out as two separate projects . The tank is 20 percent of the total cost , which is the primary cost of the West Hill project . The tank contractor bid the contract and then subbed out the site work . TB RESOLUTION NO. 2003-095: Authorization for Award of Contract for Bostwick Road Water Tank and Transmission Main WHEREAS, The Town of Ithaca on August 5, 2003 received bids for construction of the Bostwick Road Water Tank and Transmission Main, as shown on the plans and contract specifications prepared by the Town of Ithaca Engineering Department and dated July 2003, and; WHEREAS, Procon Contracting, P. O. Box 1037, Vestal, New York 13851 submitted the low bid of $ 1 , 060, 230. 00 for the project, and WHEREAS, the Town Engineer has reviewed the bid and qualifications of the Contractor and found them satisfactory, and; WHEREAS, the Value of the Construction Contract is within the approved project budget, now THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Ithaca hereby authorizes the award of the contract for Construction of the Bostwick Road Water Tank and Transmission Main to, Procon Contracting, P. O. Box 1037, Vestal, New York 13851 , for the contract amount of $ 1 , 060, 230. 00 conditional upon the Town obtaining all required property interests and subject to final approval of the contract documents by the Town Engineer and the Town Attorney. MOVED: Councilwoman Russell SECONDED: Supervisor Valentino VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Attorney Barney complimented the staff on the engineer' s estimate with both proposals . The bids did not come in too far below the estimate . Supervisor Valentino concurred that engineering staff deserved a lot of credit because this was not an easy project to estimate and Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 put together. It really showcases how competent the engineering staff is and what a good job they do . Agenda Item No . 9 — Consider Authorization to Solicit Proposals from Fiscal Advisor for Preparation of Bond Issue Supervisor Valentino asked Attorney Barney to explain why it is important to solicit a fiscal advisor. Attorney Barney explained the Town was contemplating bonding for the three water projects , which will total approximately $ 3 , 000 , 000 . Once the cost is over $ 1 , 000 , 000 in some instances , the municipality needs to go to public sale of the bonds . A Prospectus has to be prepared in order to do that . It is an intricate , technical document . The resolution authorizes the Supervisor and Mr. Carvill to solicit proposals from fiscal advisors . Councilman Burbank asked approximately what is the cost . Attorney Barney responded it is between $ 20 , 000 and $ 25 , 000 . The fiscal advisor also guides the Town on what to do with the money and they also make sure the information gets out there . Supervisor Valentino asked what role Mr. Goodfriend played . Attorney Barney explained he is the bonding attorney and he renders the opinion as to the validity of the bonds . Supervisor Valentino asked what would the fiscal advisor be able to do for the Town . Attorney Barney explained that the fiscal advisor would prepare the official statement and would be someone the Town could talk to . The resolution is allowing the Town to solicit an advisor and see what. it might cost . Supervisor Valentino said the Town has to have the bonding attorney , but she is not sure why they would need the financial advisor. Attorney Barney suggested that the Town solicit the proposals and they will bring examples of what they have done . The Prospectus is not something that is compiled in a short period of time . It is a very comprehensive description . Councilwoman Russell added Mr. Carvill had already done that work . Attorney Barney , with no disrespect to Mr. Carvill , doubted it was in the form that is normally accepted . Mr. Carvill mentioned he had worked with the Fiscal Bond Council . It is called a Debt Management Team in putting together a serial bond issue . The major players required are the Bond Council and a local attorney . All bonds that are sold to the FCC in the open market place require an attorney regardless of the size of the issue . The Fiscal Advisor is usually part of the Debt Management Team as well as the Underwriter . Their function is to put together the bond issue and solicits that information from the Town . The information is not created . Mr , Carvill has worked with Fiscal Advisors in the past and they have given him the form to fill out . The underwriter insures the integrity of the issue . They will solicit the marketplace for a bond rate to get it as low as possible . The lower they get it , the better their fee . There are five or six different ways the Fiscal Advisor will map out their fees . The last two players that are important to a bond issue are accounting/finance and engineering . The project description also needs to be explained in the issues . Tompkins Trust does not want the whole issue . It changed the mechanics and the rates are elevated . In view of that , they want the $ 1 , 000 , 000 issue as part of the private sale , but he recommended to Supervisor Valentino and Councilwoman Russell to go out for the full issue to the marketplace and let the Fiscal Advisors and Bond Councils drive the rates down . They s Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 are going to wine and dine the New York City Bankers . They are the social celebrities in the investment market. Councilman Klein commented that the Town ' s credit is very good . Mr. Carvill checked the Town ' s credit with the bank and two stockbrokers in Rochester. A company in Rochester said they would take the whole issue right away based on the bond ratings . The Town cannot do that , if they want it they have to solicit for it. The Fiscal Advisor, Underwriter and Bond Council are going to attempt to drive the rate down . The resolution is authorizing the Town to solicit proposals and see what the Town can do to get a good advisor at an inexpensive price . Attorney Barney felt it would be worth the investigation . Attorney Barney amended the resolution to include all of the Town ' s capital projects . TB RESOLUTION NO. 2003-096; Authorizing Solicitation of Proposals for Financial Advisor for Water System Bonding WHEREAS, the Town has authorized two water improvement projects with a combined anticipated maximum cost of $ 2, 550, 00. 00 and is considering authorizing a third project with an anticipated maximum cost of $ 560, 500. 00; and WHEREAS, it is anticipated such projects will be financed by issuance of serial bonds by the Town; and WHEREAS, there would be savings to the Town by issuing bonds for all three projects simultaneously, and WHEREAS, to offer the bonds in a public sale requires preparation of an "official statement" disclosing the financial condition of the Town and various other matters; and WHEREAS, the Town Board believes it would be appropriate to retain the services of a financial advisor to assist in the preparation of the official statement and to advise on various other aspects of the bonding process including the timing of issuance of the bonds; NOW, THEREFORE, be it RESOLVED, that the Town Supervisor, with the assistance of the Budget Officer and the Attorney for the Town, is hereby authorized to solicit proposals from financial advisors for services to be rendered in connection with the issuance and placement of the bonds for all of the Town 's capital projects and to make a recommendation to this Board upon receipt of such proposals for the appointment of such an advisor. MOVED: Councilman Klein SECONDED: Councilwoman Russell 9 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Agenda Item No . 10 — Authorization for Inter-Fund Cash Advances for Interim Short= Term Financing of the " 2003 West Hill Water Tank Improvement" and the " Bostwick Road Water Tank and Transmission Line " Projects Supervisor Valentino explained this resolution allows the Town to have money to pay the bills . The sewer fund has over $ 3 , 000 , 000 in it at this point and the water fund does not . The water fund does not have enough money to carry the start up cost of the water projects . The Town is able to borrow short-term from the sewer fund to supplement the water fund and then pay the sewer fund back . TB RESOLUTION NO. 2003-097: AUTHORIZATION FOR INTER-FUND CASH ADVANCES FOR INTERIM SHORT- TERM FINANCING OF THE "2003 WEST HILL WATER TANK IMPROVEMENT" AND THE "BOSTWICK ROAD WATER TANK and TRANSMISSION LINE" PROJECTS WHEREAS: Under Resolution No . 2003-075, Section 4 and Resolution No, 2003-083, Section 4, this governing Town Board approved and authorized the General Obligation Serial Bond financing plan for the "2003 West Hill Water Tank Improvement' and the "Bostwick Road Water Tank and Transmission Line, " capital projects, and WHEREAS: It is anticipated that construction of these respective projects will commence before long-term financing is affected, and WHEREAS : Since the Ithaca Town Sewer Fund has a fiscally supportable fund balance it is the recommendation of the Town Supervisor and Town Budget Officer to make initial temporary inter-fund cash advances from the Sewer Fund to each Capital Project Fund as allowed under General Municipal Law, Article 2, Section 9 -a, and WHEREAS: The Town Supervisor and Town Budget Officer also recommend that any inter- fund borrowing be repaid to the Town Sewer Fund at the prevailing market savings rate ( 1 . 20 %) as prescribed under Section 3 of GML , Article 2, Section 9-a , and be it RESOLVED: That this governing Town Board approves, authorizes and directs the Town Supervisor and Town Budget Officer to make temporary inter-fund cash advances during the initial construction of the "2003 West Hill Water Tank Improvement' and the "Bostwick Road Water Tank and Transmission Line " projects, and be it further RESOLVED: That this governing Town Board approves, authorizes and directs that these inter-fund cash advances are to be repaid to the Town Sewer Fund at the current money savings rate of 1 . 20 % along with the principal borrowings to be repaid in full once permanent project financing has been obtained. MOVED. Supervisor Valentino SECONDED: Councilwoman Grigorov 10 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Agenda Item No . 11 — Consider Adoption of an Order Setting a Public Hearing Regarding Coy Glen Pump Station and Water Main (Attachment #4 — memo from Dan Walker Supervisor Valentino explained that the Town met with the neighbors and looked at the site . Mr. Walker provided nice drawings and maps for them to look at . The neighbors are not totally thrilled at having this pump station , but they seem acceptable . The site will work well for the Town and the neighborhood . Mr. Walker added a lot would be subdivided off a piece of property that is owned by Mr. Young . He also owns the property on Bostwick Road . The lot meets zoning regulations for R15 and the pump station will be centered on the property . It is also going to be set into the ground . It is identical to the Oakwood structure . Councilman Burbank clarified that it would not be an identical structure . Mr. Walker responded that is what is proposed , but the board could give him another direction . Councilman Burbank meant visually it would not be identical . Mr . Walker stated it is comparable . They are looking at an earth tone color to blend in with the area . A peaked roof can be put on the building . Councilman Burbank added or another kind of facade . Supervisor Valentino mentioned renderings would be done to take back to the neighborhood . Councilman Burbank thought it was unclear where the land transfer with Mr. Young had happened . Mr. Walker responded the other option would be to get permission from the Ciaschi ' s , who are the current owners . The legal arrangement needs to be worked out . The project will be before the Planning Board in September for subdivision approval . Councilman Burbank commented that Mr. Walker has been very patient with the neighborhood and has given them tours of the pump stations . He also reminded the board that one of the things that are making the neighborhood more receptive to this is the awareness that Mr . Young is possibly interested in giving land for a neighborhood park . TB RESOLUTION NO. 2003=098 : ORDER FOR PUBLIC HEARING: IN THE MATTER OF THE PROVIDING OF A PROPOSED WATER IMPROVEMENT TO BE KNOWN AS THE TOWN OF ITHACA 2003 COY GLEN PUMP STATION AND WATER MAIN IMPROVEMENT PROJECT IN THE TOWN OF ITHACA, TOMPKINS COUNTY, NEW YORK PURSUANT TO ARTICLE 12- C OF THE TOWN LAW. At a 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 7th day of August, 2003, at 6:30 o 'clock P. M. Prevailing Time . PRESENT: Supervisor Catherine Valentino Councilperson Mary Russell Councilperson David Klein Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Councilperson Carolyn Grigorov Councilperson Will Burbank ABSENT., Councilperson William Lesser Councilperson Thomas Niederkorn 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- C of the Town Law, of water system improvements to be known and identified as the Town of Ithaca 2003 Coy Glen Pump Station and Water Main Improvement, and hereinafter also referred to as "improvement ", to provide such water system improvement, to the present Town water improvement, such 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 Coy Glen Pump Station and Water Main 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 Coy Glen Pump Station and Water Main 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: Construction of an approximately 17 foot by 28 foot pre-cast concrete pump station building on a lot on Coy Glen Road approximately 600 west of the intersection of Coy Glen Road with Glenside Road and construction of approximately 2, 200 feet of 12 inch ductile iron pipe water main along Coy Glen Road from the existing water main at Glenside Road to the existing water main approximately 500 feet from West Haven Road. WHEREAS, the maximum proposed to be expended by the Town of Ithaca for the aforesaid improvement is $560, 500 . 00. The proposed method of financing to be employed by said Town of Ithaca for the aforesaid improvement is issuance by the Town of serial bonds not to exceed $560, 500. 00. 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 Coy Glen Pump Station and Water Main 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 : 12 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Section 1 . A public hearing will be held at the Town Hall, 215 North Tioga Street, in the City of Ithaca, Tompkins County, New York, on the 8th day of September, 2003 at 6:30 o 'clock P. M. , to consider the aforesaid plan, report and map and the question of providing of said Town of Ithaca 2003 Coy Glen Pump Station and Water Main 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 Councilman Klein, 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 Burbank Voting aye The order was thereupon declared duly adopted. Agenda Item No . 12 — Consider Approval of 2004 Wage Scale (Attachment #5 — Proposed wage and salary scale) Mrs . Drake distributed the 2004 Wage Scale to the Town Board . Supervisor Valentino explained the budget process is to set the wages first . The department heads then have those numbers to plug in and the rest of the budget seems to fall into place . Supervisor Valentino and Mrs . Drake worked through the numbers with the Board . The year 2004 has an anomaly because 2004 there are 27 pay periods instead of 26 , which occurs every 11 years . The proposal was first taken to the department heads and they made recommendations . Supervisor Valentino and Mrs . Drake then looked at the wage scale again . The proposal was then taken out to the employees at the Public Works Facility and the Town Hall employees with the understanding it still needed final board approval . Supervisor Valentino proposed that every employee receive an increase of $ 0 . 65 an hour over the 2003 wage scale . The hourly employees , by law , receive the 27th pay period . It is optional for salary staff. The raise could be spread out over 27 pay periods . Supervisor Valentino did not want to do that because it would lower everyone ' s paycheck . Mrs. Drake presented a visual calculation to the board. 13 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Mrs . Drake explained that the employee wages would jump up in 2004 and then drop back down in 2005 if the 27th paycheck was not calculated into the base amount for 2005 . The 2005 wage scale would be based upon the 27 pay periods . The employees would see an additional $ 52 per paycheck in 2004 . Then , the employees would receive an additional paycheck the last day of the year. The raise increase in 2005 is going to be smaller during the year , but at least the bring home would not drop . The employees understood the concept and were comfortable with it . Supervisor Valentino felt it is important to keep the same paycheck amount . The total percentage increase over last year' s budget to do this would be 6 . 4 percent . This includes some employees who will be going up to job rate , the 27 pay periods and the $0 . 65 raise . Mrs . Drake has surveyed wages in other areas . The Town is in the middle range of wages . The numbers have been gone over with Mr. Carvill . This is a package that the Town can handle without any problem . Councilman Klein was unsure of the proposal . He felt the 27th paycheck was a bonus . The 'take home pay is not going to drop down because the paycheck is still going to go up . Supervisor Valentino responded the annual salary would drop . She felt that moving the :salaries up a little more helps the Town keep pace with the salary ranges with other places . 'The Town is not paying outrageously high salaries . Councilman Klein said h was looking at six , seven , eight , ten percent increases . Councilwoman Grigorov agreed with Councilman Klein . The money one notices is the money received each paycheck , not the yearly amount. ' Peter Stein Mr . Stein added the extra check does not have a real affect on the individual . Mr. Stein 's comments not audible . Supervisor Valentino felt that they have thought it through very carefully and they have gone over it many times . Sixty-five cents an hour when you get to the top grade people , is not a huge increase in their wages . It is only 1 . 8 percent for the top paid person . Adding the 27th paycheck works out very nicely for leveling out things and going into the following year for employees . Supervisor Valentino felt strongly that it is a very equitable solution to the anomaly problem . The wage increase the employees are going to get from that is not a substantial wage increase . Supervisor Valentino explained by not doing this , it throws the program that the Town has put together and the wage scale completely out of whack . It helps to keep the stability of the program . It is a package that the Town can afford to do . Town employees are well paid and receive good benefits , but they are not the highest paid . Councilwoman Grigorov commented if the percent increase for the two years are added together , then it is more like the usual wages . Supervisor Valentino explained the package is misleading . It is 6 . 4 percent including the 27th pay period . The rate decreases to 4 percent without the 27th pay period . This gives the employees a little more money upfront and helps them with their retirement . It keeps the integrity of the classification system . Councilwoman Grigorov felt that the proposal averages out over 2004 and 2005 . Supervisor Valentino added that percentages are always misleading . The percentage also includes 3 percent for 14 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 the board . It makes it look higher than it really is . Realistically , the actual increase is probably 3 . 5 percent without the board ' s wages and employees moving up to job rate . Councilman Burbank asked if this was just informational . Supervisor Valentino responded the board needed to make a decision for the budget process . This has been worked through with the budget and the budget projection for next year . The Town can afford to do it . The Town is very fortunate to have an extremely dedicated staff. She pointed to the Stone Quarry Road Reconstruction project as a project that had to be done . It was going to put a dent in the Town of Ithaca of around $ 500 , 000 to do the project . The Highway crew did the project in - house and did a beautiful job for under $200 , 000 . They were also able to go out and do all the other work that needed to be done for the Town of Ithaca this year. The fact is , in -house staff saves the Town money every day . The Town does well on the budget each year because staff does everything they can to help the board be economical and do a good job . Supervisor Valentino feels the Town gets every penny of the salaries back from the employees and the work they do for the Town and more . There is no way the Board would be able to keep the tax rates where they are if it was not for the kind of staff the Town has . It is a very fair and equitable package for the staff to have . The sales tax money is coming in at least $250 , 000 over what was budgeted . The mortgage tax money is coming in over what was estimated . The increase in assessed value without raising the property tax rate will generate an additional $ 77 , 000 that the Town did not count on . This is the year to maintain the equity for the employees . The Town is coming into the year with over $ 2 , 000 , 000 in unreserved funds . The Town received more money last year than anticipated . Councilman Klein asked that the resolution include language explaining wages for 2005 would be lower . The language was added to the resolution . Supervisor Valentino added it was explained to the employees that the raises were dependent upon the expectations in revenues . The Board tabled voting on the resolution while Mrs . Drake re-worked the language . Agenda Item No . 13 — Consider Authorization to Close Capital Project — Stone Quarry Road Reconstruction TB RESOLUTION NO. 2003-099: Notice of Completion and Authorization to Close Capital Project — Stone Quarry Road Reconstruction WHEREAS, at the June 10, 2002 Town Board meeting under Resolution No . 084, this governing Board established and funded the Capital Project — Building and Reconstruction of Stone Quarry Road. Monetary funding came from the General Part-town Highway Fund, and WHEREAS, the Town Highway Superintendent is advising this governing Board that the building and reconstruction of Stone Quarry Road is completed, and therefore be it RESOLVED, after discussion with the Town Highway Superintendent this governing Board declares this project complete, and be it further 15 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 RESOLVED, that this Board authorizes and directs the Town Supervisor and Town Budget Officer to close the accounting and financial records of this capital project by recording any and all necessary and appropriate transactions. MOVED: Councilwoman Grigorov SECONDED: Councilman Burbank VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Agenda Item No 14 — Consider Approval of Dedicated Cash Fund for Recording Fees Supervisor Valentino explained the Town Clerk files documents with the County Clerk on a regular basis . The fees can be expensive and petty cash has a limit of $25 . The last filings cost $ 144 . The Supervisor and Budget Officer felt it made more sense to establish a fund for recording and filing fees . TB RESOLUTION NO. 2003400: ESTABLISHMENT OF A "RECORDING & FILING FEE " CASH ACCOUNT WHEREAS: The establishment of a Three Hundred ($300. 00) dollar cash-on-hand account is being requested by the Town Budget Officer, and WHEREAS : This cash account is to be used exclusively by the Town Clerk for the purpose of paying "Recording and Filing Fees " to the County Clerk 's Office when necessary to record Town property easements, deeds or other appropriate Town document(s), and WHEREAS : This cash account will be internally controlled and maintained in the Accounting/Finance department, and WHEREAS : The Town Clerk 's Office is to forward all County Clerk receipts to the Accounting/Finance department for the purpose of fund replenishment, and WHEREAS : The "Recording and Filing Fee " account will be replenished in the same manner and timing as a petty cash account, and be it RESOLVED: That this governing Town Board approves, authorizes and directs the Town Budget Officer to establish a "Recording and Filing Fee " cash -on-hand account. MOVED : Councilwoman Russell SECONDED: Councilwoman Grigorov VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. 16 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Agenda Item No . 15 — Distribute Information Regarding Decibel Meter Mr. Frost had provided the Board with detailed information about Decibel Meters and what they do . Mr. Frost gave a general overview of the materials provided . He was troubled with the Town obtaining a sound meter . The meters need to be calibrated and if there is any discrepancy in the calibration of the meter, it might not hold up in court . The Town Board , at the time of the adoption of the Noise Ordinance , felt that the ordinance gave the Town some opportunity even if the decibel levels were below the limits that are stated in the Noise Ordinance would give opportunity to make an enforcement action . Mr. Frost recommended that the agenda item be tabled until the Board had an opportunity to read materials provided . Supervisor Valentino asked Mr . Frost to come back to the Board with a recommendation on what equipment to purchase . Mr. Frost said he has additional information available that gives the different meters available and their cost . Councilwoman Russell mentioned there are decibel standards in the Noise Ordinance . The meters would give opportunity for the Town to let someone know that they are in violation of the Noise Ordinance and give them a chance to correct it . Mr. Frost had more technical information available on the decibel meters , but he recommended that the Town not go the route of decibel meters and rely on unreasonable noise as a mechanism for enforcing . Renwick Heights called the Town and thanked them for helping with the Relay for Life . The residents were happy with the noise level of this year's event . The participants kept the sound down after Midnight . Supervisor Valentino asked Mr. Frost to come to the September Board Meeting with a real recommendation as to what the Town should buy and what the cost would be . The Board would like to look at the equipment and what it could do for the enforcement of the Noise Ordinance . Agenda Item No . 12 Cont' d . Supervisor Valentino felt the resolution should acknowledge the bonus of the 27th pay period . Mrs . Drake added "substantially lower raise" in the last sentence of the last resolved . Mr . Carvill said the language in the resolution gave direction for 2005 . He thought the language was locking the board into giving substantially lower raises in 2005 . Mrs . Hunter felt "substantially" was unnecessary wording . Attorney Barney provided the Board with softer language for the resolution and removed "substantial " from the wording . Supervisor Valentino explained to the board that the employees know that they are receiving an extra paycheck for 2004 and that raises for 2005 have to take into consideration the extra paycheck in 2004 . Mrs . Drake added that the employees really are not receiving the raise until 2005 . Councilman Klein said the salary employees could have their annual salary divided into 27 pay periods instead of 26 pay periods with the extra paycheck . Supervisor Valentino asked if 17 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 he really wanted to do that to people ; it would be a lower bi-weekly paycheck . Councilman Klein thought that they would not be receiving less . Mrs . Drake disagreed ; the salaried employees would actually receive less because they would not be getting the 271h paycheck. Councilman Klein has a problem with the $ 0 . 65 because it is fairly unequal , if someone were making more money the percentage would be higher . Supervisor Valentino argued that is what causes there to be a gap between the salaried and hourly employees at the City and County . The salaried employees are making $ 100 , 000 plus and the hourly staff make below living wage . The Town worked hard on the classification system to make sure that did not happen . All employees in the Town of Ithaca are above the living wage . Employees will not see the additional paycheck as being a raise until 2005 . At that point , the Town Board will have already decided what the raise for 2005 would be . Councilman Burbank was voting in favor of the resolution , but shared some of Councilman Klein ' s frustration . The information had been presented to the employees before the Board . Supervisor Valentino said the employees knew that it would have to go before the Board for approval . Councilman Burbank felt that it would be very negative for morale . He asked that for 2005 , this kind of discussion be in tandem at the time the Board is talking . At this point , he felt the Board would need to go right ahead with it . Supervisor Valentino explained that they have thought about that . Town staff has asked that salaries be negotiated . The Board agreed to do that . Staff decided that they did not wanted to unionize if the Board agreed to negotiate and work with them on those things . It is different from the way others do business . This was a negotiation with staff. Councilwoman Russell pointed out that it would be beneficial to have the Board involved earlier in the discussion . TB RESOLUTION NOm 2003- 101 : Approval of 2004 Wage Scale WHEREAS, on May 7, 2001 , the Town Board established a Hiring Minimum and Job Rate for each Job Classification creating a Wage Scale program, which set the rates for each job classification with specific weights or values separating each letter grade; and WHEREAS, the approved program is to have the Hiring Minimum and Job Rate increased annually based on a percentage or an amount as determined by the Town Board; and WHEREAS, after evaluating other municipals contracts and the Consumer Price Index the Town Supervisor and Human Resources Manager are recommending a $0. 65 per hour increase for all grades and a 3. 0 % increase for elected officials and appointed board members; and WHEREAS, in 2004 there will be 27 pay dates contrasted to the normal annual 26 pay dates giving all hourly employees one ( 1) extra paycheck in 2004 . Based on this fact the Town Supervisor is recommending that the salaried employees also receive the one ( 1) extra paycheck versus dividing their salary by 27 pay dates; and is a Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 WHEREAS, the Town Supervisor and Human Resources Manager recommend using the actual paid gross wages in 2004 as the base plus raise for 2005 wages; now, therefore be it RESOLVED, the Town Board of the Town of Ithaca does hereby approve the recommendation of setting the 2004 employee wage increase amount at $0. 65 per hour, effective for all payrolls being paid in 2004 as described in the attached 2004 Job Classification Wage Scale and wage worksheets, and a 3 % increase for all elected officials and appointed board members; and be it further RESOLVED, the Town Board approves the salaried staff receiving one extra paycheck versus having their salary divided into 27 paychecks; and be it further RESOLVED, the Town Board approves using the paid gross wages in 2004 for all employees as the base for 2005, anticipating that raises for 2005 on an annualized basis will be lower. MOVED: Councilwoman Russell SECONDED : Supervisor Valentino VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, nay; Councilman Burbank, aye . Carried. Agenda Item No . 16 . Consider Awarding Deferred Compensation Provider Mr. Carvill and Mrs . Drake looked over the model plans for Deferred Compensation . A requirement of a model plan is to go out to bid for the Administrative Agency every five years . The Town has had Nationwide Retirement Solutions . Four bid packages were sent out , but two were received back . Nationwide and the New York State Deferred Compensation Board returned the bid packages . Mr . Carvill provided a comparison of the two agencies to the board . Mr. Carvill and Mrs . Drake recommended staying with Nationwide Retirement Solutions . The fees are less and there are more investment options for employees . TB RESOLUTION NO, 2003- 102 : Acceptance of Proposed Model 457 Deferred Compensation Plan WHEREAS, the Town of Ithaca as a public employer is eligible to have a Deferred Compensation Plan in accordance with Section 457 of the Internal Revenue Code and Section 5 of the State Finance Law of New York State with the purpose of encouraging employees ' career continuance with the Town by providing eligible employees with a convenient and tax-favored method of saving on a regular long-term basis to thereby provide for their retirement; and WHEREAS, Nationwide Retirement Solutions has been the provider of the Model 457 Deferred Compensation Plan since 9997, and as a requirement of the "Model Plan " every 5 years the municipality has to administer a Request For Proposals; and 19 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 WHEREAS, the Town advertised as duly required and has accepted proposals for a 457 Deferred Compensation Plan for employees of the Town for the voluntary participation of all eligible employees; and WHEREAS, the Budget Officer and Human Resources Manager have reviewed the two proposals submitted and have deemed it advisable to accept the proposed model plan of the current provider Nationwide Retirement Solutions; now therefore be it RESOLVED, the governing Town Board hereby adopts the Model 457 Deferred Compensation Plan as submitted by Nationwide Retirement Solutions; and be it further RESOLVED, that the Town Supervisor is hereby authorized and directed to enter into such agreements as are required or necessary for the implementation and maintenance of the Nationwide Retirement Solutions Model Deferred Compensation Plan; and be it further RESOLVED, The Town Board hereby authorizes the Administrative Service Agency to Me a copy of this resolution and other required documents with the State Deferred Compensation Board, and The President of the State of New York Civil Service Commission . MOVED: Supervisor Valentino SECONDED: Councilman Klein VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye, Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Agenda Item No . 17 — Consider Setting public Hearing to Amend Local Law Number 10 of the Year 1994 Relating to Marriage Licenses and Marriage Certificates Mrs . Hunter explained the State of New York raised its fee for Marriage Licenses . The State ' s share is being increased to $22 . 50 and the Town ' s share would be $ 7 . 50 . The Town currently receives $ 8 . 75 per license ; the Town will be losing money . The Marriage License fee is in the Fee Law . The Law needs to be amended before the Clerk' s office can increase the Marriage License Fee . Mrs . Hunter recommended charging for the Certificate of Marriage Registration . Currently , the Town does not charge for the Certificate , but can charge up to $ 10 for a Certificate of Marriage Registration . The Town does charge $ 10 for a Transcript of Marriage . The Clerk' s office currently receives $20 for each Marriage License and $ 11 . 25 is given to the State . Councilman Burbank asked how many Marriage Licenses are issued each year . Mrs . Hunter responded the Town issues about 100 licenses per year . It is a long process and the applicant' s have to bring in a lot of paperwork . The Town can collect between $ 30 and $40 . Councilman Klein suggested that the advertisement for the public hearing include the change in the fees . Attorney Barney added that it would be helpful . Mrs . Hunter recommended charging $ 30 for the Marriage License and $ 10 Certificate of Marriage Registration , totaling $40 . 20 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Councilman Burbank objected to the mandated increase implemented by the State , but it does not in any way diminish the important work of the Clerk's office . He felt it was a huge increase and a regressive form of hitting people in the worst kind of way . Councilman Burbank suggested charging the minimum amount that would cover the real cost of doing Marriage Licenses . He encouraged the Board to charge less . After some deliberation , the Town Board decided to charge $ 35 for the Marriage License and the Certificate of Marriage Registration , TB RESOLUTION NO. 2003= 103 : Setting a Public Hearing to Consider a Local Law Amending Local Law Number 10 of The Year 1994 to Increase Fees for Marriage Licenses and to Establish Fees for Marriage Certificates RESOLVED, that the Town Board of the Town of Ithaca hold a public hearing at the Town Hall, 215 North Tioga Street, Ithaca, New York, on the 8th day of September, 2003, at 6:45 p. m. for the purpose of considering a proposed local law amending Local Law Number 10 of the year 1994, which amendment would increase the fees for marriage licenses and establish a fee for marriage certificates; and it is further RESOLVED, that at such time and place all persons interested in the proposed amendment and fees may be heard concerning the same; and it is further RESOLVED, that the Town Clerk of the Town of Ithaca is hereby authorized and directed to publish a notice of such public hearing in the Ithaca Journal published in the City of Ithaca, Ithaca, New York, and to post a copy of same on the signboard of the Town of Ithaca, said publication and posting to occur not less than ten days before the day designated above for the public hearing; and it is further MOVED: Supervisor Valentino SECONDED: Councilwoman Grigorov VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. Agenda Item No . 18 - Consent Agenda TB RESOLUTION NO. 2003= 104 : Consent Agenda Items. BE IT RESOLVED, that the governing Town Board of the Town of Ithaca hereby approves and/or adopts the resolutions for Consent Agenda Items Numbers through as presented. MOVED: Councilwoman Grigorov SECONDED : Councilwoman Russell 21 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. TB RESOLUTION NO. 2003- 104a : Town Board Minutes WHEREAS, the Town Clerk has presented the minutes for the Regular Town Board Meeting held on July 7, 2003, to the governing Town Board for their review and approval of filing; NOW, THEREFORE, BE IT RESOLVED, the governing Town Board does hereby approve for filing the minutes for the meeting held on July 7, 2003 as presented at the August 7, 2003 board meeting. MOVED: Councilwoman Grigorov SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. TB RESOLUTION NO. 2003404b : 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. 7106 - 7267 General Fund Townwide $ 49, 511 . 70 General Fund Part Town $ 37, 274 . 73 Highway Fund Part Town $ 204, 568. 50 Water Fund $ 22, 628. 27 Sewer Fund $ 265, 072. 97 Stone Quarry Rd Reconstruction $ 26, 071 . 33 Public Works Facility Renovation & Construction $ 3, 996. 24 Risk Retention $ 115. 50 Fire Protection Fund $ 49, 656. 60 Forest Home Lighting District $ 171 . 52 Glenside Lighting District $ 62. 79 Renwick Heights Lighting District $ 87. 74 Eastwood Commons Lighting District $ 180. 57 Clover Lane Lighting District $ 20. 81 Winner's Circle Lighting District $ 60. 98 22 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Burleigh Drive Lighting District $ 65. 15 West Haven Road Lighting District $ 239. 50 Coddington Road Lighting District $ 141 . 45 Debt Service $ 744. 72 Fire Protection Fund (Manuel, Voucher # 7265) $ 63, 841 . 52 Fire Protection Fund (Manuel, Voucher # 7266) $ 393, 023. 87 Sewer Fund (Manuel, Voucher # 7267) $ 68, 512. 00 TOTAL $ 1 . 186. 048. 46 MOVED : Councilwoman Grigorov SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. TB RESOLUTION NO. 2003404c: 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. Voucher Numbers: 368, 432-492 Check Numbers: 6592, 6656-6721 Operating Fund $ 163, 633. 48 1998 SCADA Capital Project $ 81307. 87 2002 Office Space Addition $ 11912. 81 TOTAL $ 173. 854 . 16 MOVED: Councilwoman Grigorov SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, Councilwoman Rus se l 1, aye; Counalwoman Grigorov, aye, Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. 23 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 TB RESOLUTION NO, 2003= 104d: Set Fall Yard Waste Collection Dates WHEREAS, the Highway Department provides yard refuse disposal services for the Town of Ithaca residents; WHEREAS, twice annually the Highway Department collects yard waste from roadsides; WHEREAS, this year the Highway crews will use the leaf vacuums the first week and go around the Town once, thereafter, residents will be allowed to put biodegradable paper bags at curbside on the each Monday in November, now therefore be it; RESOLVED, that fall brush collection will start on October 14, 2003, until finished; and RESOLVED, that the fall leaf and yard waste collection will commence on November 3, 2003, until finished. MOVED: Councilwoman Grigorov SECONDED : Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. TB RESOLUTION NO. 2003= 104e : Declaration of Equipment As Surplus And Approve Sale At Auction WHEREAS, a municipal auction is held every year at the Lansing Town Barns; and WHEREAS, The Highway Department will put the following in the auction in September: 1985 Tampo Roller (#49) , 1995 Ford F150 Pickup (#24) , Old Office Trailer, Drill Press, 2 weed eaters, Stone Jumping Jack, and a Homelite Generator; now therefore be it, RESOLVED, that the Town Board of the Town of Ithaca does hereby declare the above mentioned items to be "surplus '; and further, RESOLVED, that 1985 Tampo Roller (#49) , Old Office Trailer, Drill Press, 2 weed eaters, Stone Jumping Jack, and a Homelite Generator be placed in the auction with the money from the sale going into the Cash Reserve—Highway Equipment (DB230) account; and further, RESOLVED, that 1995 Ford F150 Pickup (#24) be placed in the auction with the money from the sale going into Sale of Equipment (A2665) account. MOVED: Councilwoman Grigorov SECONDED : Councilwoman Russell 24 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 VOTE. Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. TB RESOLUTION NO. 2003404f: AUTHORIZATION TO ATTEND ACCOUNTING 102 COURSE WHEREAS, Accounting 102 course is being offered by the Tompkins County Community College ( TC3), on Monday and Wednesday mornings from 10:00 a. m. to 12:00 p . m . from September to December 2003; and WHEREAS, attendance at the said program will benefit the Accounting Office by providing additional training to Deborah Kelley, Bookkeeper to the Supervisor; now, therefore, be it RESOLVED, that the governing Town Board of the Town of Ithaca does hereby authorize the attendance of Deborah Kelley, Bookkeeper to the Supervisor, to the Accounting 102 course at TC3 on Monday and Wednesday mornings September to December 2003; and be it further RESOLVED, that the program cost is not to exceed $500. 00 expended from and chargeable to budget line item A 1330. 410. MOVED: Councilwoman Grigorov SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. Newsletter : Supervisor Valentino asked for ideas or articles for the fall newsletter. Additional Agenda Items : Supervisor Valentino explained the resolution the Board passed in July authorizing the Supervisor to pay amounts due to the City for the Joint Sewer on an as needed basis had an error in it . The Joint Agreement is based upon master meters for sewer. She asked the Board to amend the resolution . Attorney Barney suggested a motion be made to amend the prior motion on July 7 th TB RESOLUTION NO, 2003405: Authorizin_g the Supervisor to Pay Amounts Due to the City of Ithaca for the Joint Sewer Operation on an "As Needed" Basis WHEREAS, the Town and City of Ithaca and the Town of Dryden are parties to an agreement (the "Joint Agreement ') whereby the three municipalities share in the costs of operating the Ithaca Area Wastewater Treatment Plant in the City of Ithaca (the "Plant '); and 25 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 WHEREAS, the Joint Agreement contemplates that each municipal partner will approve the budget for the operation of the Plant and contribute their respective shares to such operation; and WHEREAS, the Joint Agreement further provides that if there is a fund balance in the operating budget for any year, the balance is to be credited against the contributions of the municipal partners in the next fiscal year; and WHEREAS, it appears that for a number of years the City of Ithaca, as custodian of the funds has not credited the fund balance to the next years operating budget but instead has retained said fund balance; and WHEREAS, this year the Towns of Dryden and Ithaca have not paid their budgeted share of the operating and maintenance expenses of the Plant but instead have directed the City to pay the amounts due from said Towns out of the fund balance that should have been credited to the Towns over the past several years; and WHEREAS, the Town Supervisor and Deputy Town Supervisor in a March 2002 meeting with the Mayor of the City told the Mayor that the City needed to apply the fund balance from previous years to each succeeding year's budget; and WHEREAS, notwithstanding that communication and many others along the same lines the City maintains and refuses to budget in the manner required by the Joint Agreement regarding the use of fund balances; and NOW THEREFORE, BE IT RESOLVED, that the Town Board authorizes and requests the Town Supervisor to decline to approve the current budget for the Plant, and it is further RESOLVED, that until a budget acceptable to this Board is provided by the City that the Town pay it 's share of the ongoing expenses of the Plant strictly on an as-incurred as- needed basis as the Town Supervisor in here discretion may reasonably determine . MOVED: Supervisor Valentino SECONDED: Councilwoman Russell VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye . Carried unanimously. Joint Youth Bureau . Supervisor Valentino explained the amount of money in the budget spent every year for youth services had $ 2600 allocated , but was not attached to a specific program due to changes made during the year . The Joint Youth Commission is considering putting together an after school program at Boynton . Councilwoman Russell was involved with the discussion regarding the after school program . It is a nice program for $ 2600 . The money had been budgeted , but it has not been appropriated . Supervisor Valentino was unsure if she needed to bring it back to the Board , but thought the Board should hear about . Supervisor Valentino 26 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 asked for confirmation from the Board to allocate $2600 for an after school program at Boynton . She felt after school programs in the school system are excellent ideas . Supervisor Valentino read statistics that the highest crime rate and problems with youth occur during the time period after school . TB RESOLUTION NO. 2003= 106: Approval of Allocation of Funds for an After School Program at Boynton Middle School RESOLVED, that the Town Board authorizes the allocation of $2600 to fund an after school program at the Boynton Middle School. MOVED: Supervisor Valentino SECONDED: Councilwoman Russell VOTE., Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Storm Water Management Plan . Supervisor Valentino thought it would be good for the Town Board to pass the proposed resolution . It is cooperation with the County . Supervisor Valentino read the proposed resolution to the Town Board. The resolution came from Deb Grantham from the I . O . Ms . Grantham mentioned in her email that there is a fair amount of money available . The I . O . would expand their applications and ask for $250 , 000 . Mr . Schutt does a great job and will be doing the proposal writings and run the funds through his office . Mr. Walker added they , have filed the Notice of Intent and have included the Village of Cayuga Heights as part of it . It is not committing the Town to anything . Supervisor Valentino responded the resolution is allowing them to seek funds . Mr. Walker did not have a problem with the Town cooperating with other municipalities . The grants for storm water management plans are basically doing what the Town is already doing with stream bank protection buffers and sediment erosion control requirements for development . There may be funding opportunities available . Supervisor Valentino asked the Board to pass the proposed resolution . TB RESOLUTION NO. 2003407: Resolution of Cooperation in Seeking Funding and Implementation of Storm Water Management Plan WHEREAS, Phase ll Stormwater Regulations have been promulgated by the US Environmental Protection Agency and the New York State Department of Environmental Conservation; and WHEREAS, the Town of Ithaca is part of the urbanized area of Tompkins County and is a Municipal Separate Storm Sewer System (MS4) as defined by the Phase ll Stormwater Regulations; and 27 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 WHEREAS, the Phase ll Stormwater Regulations requires that all MS4s implement a Storm Water Management Plan (SWMP); and WHEREAS, the MS4s are strongly encouraged by the New York State Department of Environmental Conservation to collaborate in SWMP implementation, including applications for funding; and WHEREAS, the New York State Department of Environmental Conservation has issued a Call for Applications for funding that may be used towards SWMP implementation, Therefore , be it Resolved, that the Town of Ithaca will cooperate with the other municipalities and school districts in the urbanized area of Tompkins County in seeking funding and implementing SINMPs and other activities relating to the control of stormwater impacts on water bodies. MOVED: Councilwoman Russell SECONDED: Supervisor Valentino VOTE: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Burbank, aye. Carried unanimously. Agenda Item No . 19 — Report of Town Committees Public Works Committee : Councilman Klein stated the committee has been discussing the Winston Court Apartments . When the complex was built , the apartment buildings were built on private property , but the roads that go through it and the parking areas are on Town roads . The Town basically plows the parking lots . Supervisor Valentino added the worst part is the storm water sewers and the maintaining of it is extremely expensive . It should have never happened , but it did . As far as she can tell , the Town is stuck with it . Councilman Klein was not sure if the Town had any legal recourse to abandon it . Attorney Barney responded that it would not be that easy . Councilwoman Russell researched it and there are three different ways to abandon a road . The first method only applies if the road has not yet been opened . The second one applies if less than two cars per day use it . The third way is a partial abandonment , but it requires the consent of all the adjoining landowners . Also , there is a requirement that what is left of the road not be abandoned if there are a certain number of lots . Sewer Joint Subcommittee . Supervisor Valentino gave the Board an overview of the public hearing held on the DEIS at the Ramada . Four people at the public hearing felt that the DEIS needed additional information and there were eight or nine who spoke in favor of it . The comment period ends August 11th . The Committee is in the process of putting together the other municipal agreements . There is a Draft for the Interceptor proposal . Substantial changes have been . 2s Wr. T Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 made to the proposal being made to the Town . The Town agreed on $ 661 , 000 to pay for the interceptors that the City had not gone through the proper hearings on . The City now wants the Town to pay $ 661 , 000 plus they want the Town to pick up a share of the grant money that they did not receive from the State . Supervisor Valentino is concerned about what went wrong . The City has not received the money and the project was completed in 1998- 1999 . The money was authorized . The grant application submitted by Larry Fabronni was sent back because it was not really documented . Supervisor Valentino does not want to get caught up in the maze of trying to pick up money they should have received from the State that the City somehow did not get . She does not know why they are pushing it unless they never did get the documentation . There are some other items the City wanted that are not in the best interest of the Town . The City wanted the Town to commit to all Phases of the projects . The Town cannot legally commit to the projects because they are all subject to public hearings . Supervisor Valentino received the agreement with the changes to the original Joint Sewer. They were going to change the governance so that it is closer to the model of Bolton Point . She has not had a chance to review the agreement . There is a lot of negotiating to take place before it comes together . Agenda Item No . 20 — Report of Town Officials (Attachment #6 ) Highway Superintendent . Mr. Noteboom informed the Board that the Public Service side of OSHA stopped in . The Town did receive some write-ups . There was a guard missing on one of the table saws and a guard missing on a pulley . There was a real with torches over the workbenches and the hoses need to be piped properly . They were all fixable write- ups . Supervisor Valentino added most of the citations have been fixed . Councilman Burbank assumed Mr. Noteboom had seen the letter circulated about the drainage problem on Park Lane . Mrs . Drake said it is an unresolved insurance claim . Supervisor Valentino added it is a problem of the property owner's own making . There are things that the Town wanted to do to fix the drainage problem in his yard to keep the water away from his house . He did not want to do that . The Town has been trying to deal with the problem for five years . Director of Building and Zoning . Mr. Frost highlighted there was an incident this past month at Ithacare . A woman was smoking ; the sprinklers went off and put out the fire . It is an example of the sprinklers working . Other Business . Pat Prior and Dan Cogen talked with Supervisor Valentino on Monday about the West Hill Water connection . They appealed to the Town to delay going forward on the project . 29 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Supervisor Valentino pointed out to them that the Town was opening the bids the next day and that the Town would be awarding the contract August 7th . She explained the Town has contractors who want to complete the job this fall . Supervisor Valentino asked them what the City had to offer to make the Town want to consider delaying the project . The City acknowledged that they have been over charging the Town for water, but they did not offer to lower the charge . They did not have a proposal . The project will cause the City to lose $400 , 000 . Dan Cogen did not ask the Town to delay after he understood the project. Mr. Walker researched it further and according to the agreement that the Town has with the City , the Town is allowed to take 100 , 000 , 000 gallons of water a year from them and currently the Town is taking just under 100 , 000 , 000 gallons of water per year. Under the terms of the agreement , the Town is almost at the maximum water usage . The Town has to find another source at this point. Mr. Walker did a cost analysis on the water costs . The cost for the 100 , 000 , 000 gallons of water from City is $ 392 , 000 and equivalent water costs from Bolton Point for the same water would be $ 180 , 000 . The Town will be saving $2 per 1 , 000 gallons by buying water from Bolton Point. Supervisor Valentino could not , in good faith , say there was anything the City could offer the Town to delay the project . Mr. Walker talked with Mr. Fabronni after the DEIS meeting at the Ramada . Mr. Fabronni felt the Town should not be doing the project because it was only going to hurt the City . His comment to Mr . Walker was that the Town should not be competitive ; the Town should be happy to work with Mr. Fabronni and the City . The City is not able to sell the Town water at $ 2 per 1 , 000 gallons and not tell the Town where they can use it . Councilwoman Russell added that there are also issues with the quality problems and the failing infrastructure . The Health Department has notified the City that the Water Plant is in bad condition . The City is being encouraged to come up with a new plant or receive Bolton Point water . The Cornell water plant was shutdown by a slug of sediment that came down . Bolton Point supplied them with water until everything was cleared out . Councilman Burbank felt it was important to note that there was a sense within the City of surprise . Some people knew what was happening , but many others were feeling blindsided . He feels it is a real shock to their budget. Supervisor Valentino responded the Mayor was informed of the project a long time ago and the City Engineer was informed over one and a half years ago . The Mayor and City Staff should have informed the City Council . Mr. Walker wrote the official letter six months before the Town needed to . The agreement called for a year's notice . The Town is following the agreement and the Town is supposed to take at least 59 , 000 , 000 gallons per year . It would be about half the consumption on West Hill . As the new operations are phased in , the Town will still be taking water from the City for that period of time . The City is not going to lose it all at once . Bolton Point is willing to sell the City water on a long term agreement at a good rate or Bolton Point might entertain a partnership with the City . The letter was sent to the City three years ago and there has not been a response . 30 Regular Town Board Meeting August 7, 2003 Approved September 8, 2003 Agenda Item No . 22 — Consider Adjournment On motion by Councilman Burbank the meeting was adjourned at 10 : 00 p . m . Respectfully submitted , aj�m L Uj Carrie Whitmore Deputy Town Clerk Next regular meeting September 8, 2003. 31 � ( '. 7 zCiC' 3 3 � /� '0 S , 17 Cdy' tt lSi�.. ATTACHMENT # 1 �,�%/i4� AJG'f ! - C1/�E'�rA`1d /'I lrtll#� .c?�rJi• /j1 5605� ,ek Y �50.2�vs�[ �rfa i a,Fi� l4CrAl.46 ejoLvo4U io T 7' Wr., .� `/cc u ,�CkL t5CJ41PV4s 1 &4!S . rIOV, i���;r /-f4$ ! 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(6 W 69 Co (D d CO N N ~ c0 - 69 b9 69 69 69 M N M 69 M O U c 69 69 69 69 69 69 69 F- O L a cn o O o 0 0 0 o O o o O o 0 0 0 0 0 0 0 0 0 o O o o O . o 0 x 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O N C 0 0 0 0 0 0 0 (!7 (!7 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O (D O O o 0 h N O 1,1000000000000 0 0 CD O O M O O O O M O (D N O O v7 0 0 0 N r- 0 0 0 0 Cn O N U O (C) v (D O O O M N 1- b9 CO N r- 0 M N b9 69 67 (f) O N M Cn �- N Qs 69 N 0 (n O M 69 69 69 (U9 N 69 � 69 N 69 69 � 69 69 69 69 O O� 0 69 W 69 v69 69 69 69 69 b9 0 d H � ++ 69 f0 E O O O O O O O O O O O O O O O o o o 0 0 0 0 0 0 0 o ++ O O Co O O O O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N N r O O v 0 0 0 0 (n U') O CO 0 0 0 0 0 0 0 0 0 0 0 0 0 CD v W w woo M m O ao Or� r� O 69 O O O O M O O O O O O O O O 69 fn O O O 69 W � 69 M M M M O N LO O 69 O N *- O O O O In 0 J (9 69 69 69 i U p L M (O N 69 r- N 69 W L7 L7 O N M vi O r � 69 69 69 69 69 N 69 69 � 69 69 69 �-- C C 69 69 W 0 io O = m (9 w U1 C7 r 0 0 0 O CD r M N O O M O O + , 0 0 0 0 0 M O O «, r� r� LO O M r- C m 3 O ±+ 7 _ (n (n p (n (n (n (n (n (n co co d " } LL LL LL O L L W L L L L C- t t C. a a C. C. C_ E E E v v v v c E v E E E E E E J J (n U J J J J W I W J IN W W I W I W F— J W W J J J J J J J O CIO O p y O Cn In ^ N _C O Lo + m o a - + + co E U. O E o N c L) a) O o � o 03 U m cn Co NO F- 0 L a. co rn � .c °° m ca m O c y (D o �, x C (n (n E 3 E v o aEi a c c O a� a� a� a� d m is g o co E c m m > o �' Q) 0) (D . . .. c c ao o o > cm o E E E d m io C Y o c = m b b — m m > > > o c m o Y c c m o o Z Z Z cm o c c — o �° m � � UU can co mm � '� d o o o a D a> _> > U - -o a C N > - - 0 C U > N C A L C w N N C C J C C C M N C FU > O C C C M O N N to O C) m Q o a�i a� d o — > o U U o 0 o U c c p> x o C cn o o m aD M t �o m U U U O N a) .0 W C 7 O O ~ �- .r m (0 N _ - > > Y Y Y U) Y 0 C) N c CO _N U U c`o io U ca m 'c (P C «+ cO (0 _� p N N C O N X N > - N L1 to to C a) a) N N Q) C L U Q' r �- _ CO r co > = Co `- (n d C C U. Ir af U U U W h C m F. F . F- N co qt to CD � CO O O • N M •7 C1) (D N- CO M O r- N CO v Cn CD O E r r r r r r N . N . N .N N O C) t� 8 / 7 / 2003 Town Board Meeting ATTACHMENT # 4 O F I T� TOWN OF ITHACA 1921 215 N . Tioga Street , Ithaca , N . Y . 14850 www . town . 1thaca . ny . us TOWN CLERK 273- 1721 HIGHWAY ( Roads , Parks, Trails, Water &Sewer) 273- 1656 ENGINEERING 273-1747 PLANNING 273- 1747 ZONING 273-1783 FAX (607) 273- 1704 ENGINEERING MEMORANDUM FROM : Dan Walker TO : Town Board DATE: August 7 , 2003 RE : Coy Glen Pump Station On August 6 the Town Engineer and Town Supervisor met with a group of Coy Glen neighborhood residents including Town Board Member Will Burbank, to review the proposed Coy Glen Pump Station . This was the second neighborhood meeting held to address the concerns of the residents . The Town Engineer reviewed the alternate locations considered for the pump station described in the attached summary. The Town Engineer has recommended locating the pump station on a lot on Coy Glen Road, which is a portion of tax parcel 30.- 1 - 1 . The proposed preferred alternate is to locate the pump station at elevation 590 approximately 40 feet from the front yard line and approximately 50 feet from the boundary of Tax parcel 30 . - 1 - 15 . This location will have the floor of the structure approximately 6 feet below grade at the back (west end) , lowering the profile of the building. The driveway would be approximately 60 feet long and 20 feet wide on the east side of the building. The proposed building is a pre-cast concrete building 17 feet wide by 28 feet long with flat roof and a 9-foot total height from floor level . The building will be colored an earth tone and the site will be graded and landscaped to provide the maximum screening. The residents are in concurrence that this is an acceptable plan with the neighbors having an opportunity to have input for the final landscaping plan . I :\Projects\Coy Glen Pump Sta\memo on Neighborhood meeting 8-6-03 .doc DWakker Page 1 817/2003 COY GLEN PUMP STATION ALTERNATIVES High Pressure main from South Hill Danby Road tank ( base elev . 980 ) is not high enough to fill new West Hill Tank (top elev . 1090 ) ➢ Not Viable alternative Rte 13a Site ➢ Requires 2 - 12 " pipe crossings of State Highway ( Borings ) ➢ Additional 1300 feet of 12 " water main and major stream crossing ➢ State Owned land is for maintenance of Stream Crossing and building would limit access for DOT ➢ $625 , 000 Cemetery Site ➢ Site in open area is committed for grave sites ➢ Site in wooded area between the streams is available but would require special approval from NYS due to cemetery ownership ➢ Clearing of approximately . 25 acres of woods ➢ Additional 1100 feet of 12 " water main ➢ $ 540 , 000 Coy Glen Road near Hackberry Lane ➢ Very visible site ➢ Limited ROW width , would be close to road ➢ Additional 675 feet of 12 " water main ➢ $ 510 , 000 Young Property - North of Creek ➢ Long Access from public Road increased maintenance costs and intrusion into woods with new creek crossing ➢ Would disturb 25 ' wide by 900 feet ( approx . 5 ac) of wood land cleared for water line ➢ Easement required across private property ➢ $485 , 000 North of Turco — Upper site ➢ Long access from public road ➢ More intrusive into residential area ➢ Easement required across private property ➢ Disturbance of trees ( approximately . 4 ac yard and woods ) ➢ $485 , 000 I :\Projects\Coy Glen Pump Sta\memo on Neighborhood meeting 8-6-03.doc DWalker Page 2 8/7/2003 Glenside @ Turco — Lower Site ➢ More intrusive into residential area ➢ Additional 420 feet of 12 " water main along Glenside Road ➢ $470 , 000 Intersection of Glenside and Coy Glen ➢ Very visible and intrusive into residential area ➢ Would require subdivision of occupied lot ➢ $450 , 000 Coy Glen site West of Cook ➢ Adjacent to Town Road ➢ Along water main extension route ➢ Building can be partially hidden by building into bank ➢ Upper Site o Set low into ground roof line at grade o Disturbs approximately 11 , 000 Square feet ( . 25 ac ) of site o Requires additional drainage as entrance is below grade and not naturally drained o $470 , 000 ➢ Lower Site o Floor of building approx . 5 feet below grade in back at grade in front o Disturbs approximately 3600 Square Feet ( . 1 ac ) of site o Driveway at grade and free draining o Can be effective screened with landscaping o $450 , 000 I :\Projects\Coy Glen Pump Sta\memo on Neighborhood meeting 8-6-03.doc DWalker Page 3 8/7/2003 i L i / 1 QNo LI IN IN I- tN- r C) ♦ , \ 1 \ • p LL , 0 - - \` U U n m z O A X N m ao ao (C Q p D o n = * C T cn cn m D z = --1 03 o a 0 it (D r 7 0 o v ° N 7 :3 < n n :E 0. 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TC I- .. E> �' .F. c- G�:+ -:� Iik� i !�. S'. l.., f Y , 'zt b.' Y '_� F cic rf' • T _ s If Wc r. I , 11 �. 0 l -° C ^, .. . 0 1; _ .. .- . � r . . . J F L, ' I. if m rt C) " T [dC If C' t S E (:) ; a. t . RT' "!= i 'T LTCF- N L :; T=iFC:ATJ MAC r . n �: 1:_ I `-, IT (7) ; !;? I , ' rI At" RTC' ! TT, TC.' R' F , FPIDuT -; T - r . 14 - 70 C: 0 M P P FJH R N S T si F ° '_, in 14 r? RAa .� � MAPS f P13P MAP — - ) RAFT nCj _ F N V T R.O K M E ? TAE, R F '«: T Fvq P RC UT TIVE SUMMARY ZO _ . MARF:' IAGrPj 'J- F ANSCR T PT 6C, , 00 NOT ' F Rk3TIiRN D CIRRC c CLERK ( F-7 IRTi FD 1` HEC° r: '4'A1� F: RR TURNED HUK - W & S 0 PF *vT S AC; F REPOPT :1_ `x `.34 T r-5 !. H G .; PAR-, r r N SPA CE '` s{ R CI SUM FAR `. OPE21j ':.'l SPACE; 17, UIJL Ftt T STTGNTT 0ET T)lNFN (7E q ` lpRD1VT ^ Tt2N RFG, Ir , *- mT N SEAFTIR Th7 '! n � sy KT) r T ,-) P T r S W A f' FR S ? CA'IT R Sk TAnA, R ' H If OFO ' NA f0 N 0NITG, 0 g7i: , ICTAR` C'F. rlRr' `I' q c r {{� ! I G ? U } tom. � 4 1` 1 ' 12 0 Cl j R Ty PY ,: ;:.' 3.'.! l R. _ I • I NT ` P >:°e �' i��� 1. RI r r; r_} r Pj4_T P E 7_� M T M, ra x 17 P; S T I,J {) G FOUNDATION PERMITS F ' TIi? ICAr1' ._ � _ t:: t.. ' ,_ ' t1PAa ". "✓ - r' ;;. MP _ C' EFT . C " r t� t ' ? r T ." V 3 ' . 5 32 . . 00 1: ; 51' PERMI c C! PERAT :[ NG PRRM : , T > G . OG M IRE SAFETY T NSPFCTIONS 7G , GG ... ' T (3N PERMITS % P. A AREA & USE VARIANCES 160 , 00 BA ADDITIONAL MTG, FEE _ . _. _... .... 1 - ZRA SPECIAL APPROVALS 100 . CiG ZONING SIGN APPROVALS u 11 {) TOTAL B21 1. 0 t €3 5 5 . 10 0 S [I _ DV . REV . INITIAL APL . SUP V , REV , PRFLTiM , PLAT .. nURr) V . RFV . FTNAL PLAT 130 , 00 SBD . REV . PLAN REAFFIRM -- ST. TE PLAN TtoIT , APL . FEE SITE PLAN PRF' LIM . PLAN - S iTR PLAN FINAL PLAN ATOID . h `I' GT . F FE AG Efff) A PPOj ASS' . MTG . PEE P . H . PROCE r-. TOTAL P 7 7 s . n c np i. = nr * or eY ar .i . Fund ! " 5 > 9 r _ _ P ,a � � lupPr `� ZS . or Pte .; t Tr, lorn 4 , U • 47 c r' n '_417t Y Treasurer for Dog Licenses c.e t� S1 P a11-1 to Ac ?, .M.47arJs. ets for Do a, L c - rises 3 _. . _. Pi'a d t. o N V S Hnla t F_} +spar t. rnenL for Marri .aC�. e L _1. t� ense ;. y'. ( / = (1 T m � � ( � Chance L1.. CF15 ° �P ;atd t7 State { ' omp a C? � _. . . - to ^ D, i s h u r se 174 P r; � z 1, 414 , 32 A Ir �, e"`S G.t a . Z i - �. 'c' t i t1 P C C N S tl 7 ?.! _ . - - L h_--; .� \ . : ., � .. C_. 0 .� Iy 'i"r ,_ ._ T .� [�fP T �'t ! : , ,._, t.: r: • err a - h , mr; ni ', * , � � i ^ t r, y ^. r ;, ;, -. rt 7r � n . -acc •, r - r ] ° - _ - r , 7 TOWN OF ITHACA Highway Department July Town Board Report for August 7, 2003 Meeting Public Works Facility The Public Works Facility grand opening will be August 8, 2003, starting at 11 : 30 a . m . Roads We completed all our paving projects in the beginning of July . During July we put down shoulders and top soiling and seeding along the roads that we paved . We also surface treated many of the roads that were due for preventative maintenance . We used a new surface treatment on Wildflower Drive and Strawberry Hill Road . This treatment is new to this area, although it has been used out West for 30 years . It looks good and appears like it can work for us . The reason we tried the material was that it is supposed to do everything we need it to do, the price was more reasonable than the material we have been using, and residents are not happy with the oil and stone surface treating we have been using . We will monitor the treatment's performance through the winter to see if its use will benefit the Town . Storm Water Management: The Winthrop Drive project is continuing and moving along well. We need to keep that project going to have it finished by the start of school . The severe storm that hit this area disrupted our workflow . Due to the high winds and about 4 inches of rain, there was some water damage around the Town but not a significant amount . We had most of our crews out that week cleaning up and chipping all the branches that came down during the high winds . We still have some trees to remove that were destroyed during the storm . Parks and Trails The rainy weather in June created havoc with our normal maintenance of the parks and trails . The tremendous growth of the shrubs and brush is still creating extra work to keep it all trimmed back, but our crews are keeping up . We will be working on Lisa Lane Trail to rebuild the section between Lisa Lane and Siena Drive and are looking forward to starting work on the William and Hannah Pew trail section of the :East Ithaca Recreation Way . Water and Sewer The Town has an inspector for the Town of Ulysses' Water Line Project for the section that is in the Town of Ithaca . We also have had an inspector on the Southwoods project to make sure all installations are to the Town's specification. We accomplished our regular pressure relief value tour inspections during July . We also accompanied ITT Flygt to the Inlet Valley and East Shore Drive pump stations for regular maintenance and upgrades for those pump stations . There was a sewer blockage behind Sesame Street that the Town crews fixed, and there were water main breaks on Wildflower Drive, at the intersection of Snyder Hill and Sharlene Drive, and on Route 366 by Cornell's seed lab . We also raised and repaired manholes and water valves on all the roads that were paved . Intermunicpal Work During the month of July, we also helped the Village of Cayuga Heights in many ways . The Town of Ithaca has used their small roller for hot patching our roads . We provided some trucking for NYS DOT. We received asphalt grindings that we were able to use for shoulder material instead of purchasing gravel . We also helped the Town of Dryden with some trucking and grinding, as they have helped us when we needed an extra truck. ghk Town Engineer' s Report for 8/7/03 Town Board Meeting GENERAL Records Management 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 Survey Work has been completed for the Tutalo park site and site design work is underway been started. Public Works facility Construction is substantially complete and the Town Engineer has been providing technical support on construction inspection and contract administration. Pre-Disaster Hazard Mitigation Plan The Tompkins County Planning department is preparing the RFP for consultant services for the Hazard Mitigation Plan development. EARTH[ FILL PERMITS No Fill permits were issued in July 2003 WATER PROJECTS Integrated Water System 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 , awarded to G . DeVincentis & Son Construction Co . , Inc. of Binghamton, has been completed except for final punch list items on restoration . Bids have been received for construction of the South Hill transmission main and Bostwick Road Tank and the West Hill Tank projects . Award recommendations will be presented to the Board at the August 7, 2003 Town Board Meeting. SEWER PROJECTS lntermunicipal Sewer System Stearns 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 reviewed by DEC staff in Syracuse and have been forwarded with an approval recommendation to Albany. The Contract documents are being prepared for bid. West Hill Sewer System The Contract for replacement of the sewer main behind the Biggs complex and the Hospital is substantially complete . Restoration of the work area is nearing completion with a few punch list items remaining. TOWN ENGINEERS REPORT 8/07/03 DEVELOPMENT REVIEW 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 is nearing completion with rough grading complete and finish grading underway. The Storm Water Management plan for the site is being inspected for compliance by the Engineering Staff. Site restoration is nearing completion . 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 ensure compliance with the approved site plan . The contractor has installed the required sediment and erosion control measures and is maintaining them with frequent inspection and reminders from the Engineering Staff. Town Engineer's Report August 7, 2003 .doc Daniel R. Walker Page 2 8/7/2003 OFIr�9 9 TOWN OF ITHACA PLANNING DEPARTMENT M- - 4, 215 NORTH TIOGA STREET, ITHACA, N .Y . 14850 Jonathan Kanter, A .LC .P. (607) 273-1747 Director of Planning FAX (607) 273-1704 Planning Director ' s Report for August 7 , 2003 Town Board Meeting DEVELOPMENT REVIEW July 1 , 2003 Meeting : Cornell University Precinct 8 Athletic Fields, Game Farm Road : The Planning Board granted Preliminary Site Plan Approval and issued an affirmative recommendation to the Zoning Board of Appeals regarding Special Approval for the proposed construction of two lighted athletic practice fields in the first phase and two unlighted athletic practice fields at a future date, a support building, stormwater facilities, and parking to accommodate 30 vehicles . The fields are proposed to be located off of Game Farm Road south of Cascadilla Creek, Town of Ithaca Tax Parcel No . ' s 62-2 - 3 , 62 -2 -4 , 62 -2-5 , and 62 -2 -6 , Residence District R- 30 . Cornell University , Owner/Applicant ; Peter D . Paradise, P . E . , Agent. July 15 , 2003 Meeting : Mecenas Two-Lot Subdivision, Elm Street Extension : The Planning Board granted Preliminary and Final Subdivision Approval for the proposed two-lot subdivision located off of Elm Street Extension, Town of Ithaca Tax Parcel No . 29-6- 13 . 1 , Residence District R- 15 . The proposal is to subdivide the 2 . 396 +/- acre parcel into two lots of 1 . 26 +/- acres (Parcel 1 ) and 1 . 13 +/- acres (Parcel 2) . Mark Mecenas and Carolyn Theodore, Owners/Applicants . Cornell University Two-Lot Subdivision , East Shore Drive : The Planning Board granted Preliminary and Final Subdivision Approval for the proposed two-lot subdivision located on the site of the Lake Source Cooling Plant at 983 East Shore Drive , Town of Ithaca Tax Parcel No. 19- 1 - 5 . 2 , Multiple Residence , Special Land Use District No . 11 ( SLUD) , and Business "E" District. The proposal includes subdividing 7 . 151 +/- acres , which is zoned Multiple Residence , from the 13 .43 +/- acre parcel . The remaining 6 . 279 +/- acre parcel , which contains the Lake Source Cooling Plant on 3 . 12 +/- acres , zoned SLUD, and an additional 3 . 159 +/- acres zoned Business "E" District, will be retained by Cornell University, while the 7 . 151 +/- acre parcel is proposed to be sold. Cornell University, Owner/Applicant ; Thomas P . LiVigne , Agent. Walsh 4-Lot Subdivision , Elm Street Extension : The Planning Board granted Preliminary and Final Subdivision Approval for the proposed four-lot subdivision located on Elm Street Extension, Town of Ithaca Tax Parcel No . ' s 28 - 1 -28 . 51 and 28 - 1 -28 . 52 , Residence District R- 30 . The proposal includes consolidating the two existing parcels into one parcel, and then subdividing the entire 12 +/- acres into four new residential lots with one shared driveway. Vincent Lane Walsh, Owner/Applicant. Sketch Plan Review for Westview 34-Lot Subdivision , Schickel Road and Danby Road : The Planning Board reviewed a Sketch Plan for the proposed 34-lot Westview Subdivision located at the intersection of Schickel Road and NYS Route 96B (Danby Road) , Town of Ithaca Tax Parcel No . 36-2 -3 . 2 , Residence District R- 30 . The proposal includes extending Schickel Road towards the east and creating a loop road for 33 residential lots and one 3/4 +/- acre lot for a park site in the southeast corner of the property. Igor Cheikhet, Owner; Boris Simkin, Applicant. CURRENT PLANNING DEPARTMENT PROJECTS/FUNCTIONS The following are accomplishments or issues that have been dealt with over the past month . SEQR Reviews for Zoning id : Two new SEQR reviews for the Zoning Board were done since the July report : ( 1 ) height variance to place an 8 foot high deer fence (6 foot height limit) , located along West Haven and Meckelnburg Roads , R- 15 and R-30 Residence Districts, EcoVillage at Ithaca, Appellant; and (2) variances to create building lots that do not have frontage on a public road, located on Sesame Street, Residence District R- 15 , Richard Leonardo, Appellant . Codes and Ordinances Committee : The July 16 , 2003 meeting was cancelled, and the meeting originally scheduled for August 20, 2003 has been tentatively re-scheduled for Wednesday, September 3 , 2003 at 7 : 30 p .m . Transportation Committee : The Committee met on July 17 , 2003 to discuss the Caldwell Road capital project , an update on speeding data and the Sheriff' s speed enforcement efforts, follow-up discussion regarding the proposed sidewalk policy incorporating comments from the Public Works Committee, and discussion regarding the draft residents survey (which is planned to be circulated in the Fall Newsletter) . The Committee also discussed possible needs for the 2004 Budget, such as funds to continue the trial speed enforcement program with the Sheriff' s Office and funding for some of the elements of the transportation plan that is being prepared . The Transportation Committee will discuss more specific funding amounts that could be requested in the 2004 Budget at the next meeting, which is scheduled for Thursday, August 21 , 2003 . Conservation Board : The Board met on July 17 , 2003 . Agenda items included a report of the Environmental Review Committee (which included reviews of the Walsh Subdivision on Elm Street Extension, the Cornell Subdivision on East Shore Drive, and the Westview Sketch Plan on Schickel Road, all of which were on the July 15 , 2003 Planning Board agenda) , a report by the Stream Buffer/Wetlands Protection Committee, a review and continuing discussion of the viewshed survey work, and a brief discussion regarding the draft, revised Lighting Ordinance proposal . The next meeting of the Conservation Board is scheduled for Thursday, August 7 , 2003 . ITCTC Planning Committee : The Ithaca-Tompkins County Transportation Council Planning Committee met on July 15 , 2003 . The main agenda item focused on the 2025 Long Range Transportation Plan Update . A subcommittee has been formed to work with the ITCTC Director on details of the Plan Update (the subcommittee met on July 8 , 2003 to begin work on the Plan) . Initial work has focused on updating the goals and objectives of the Plan, which were originally prepared as part of the 1995 Long Range Plan (updated in 1999) . Public part] cipati on/outreach efforts will 2 r begin with an initial public meeting (tentatively targeted for late September 2003) with publicity preceding that. The next meeting of the Planning Committee is scheduled for September 16 , 2003 . Inter-municipal Sewer Group — Environmental Impact Statement (EIS ) : A public hearing on the EIS is scheduled for July 31 , 2003 . Copies of the EIS are available at the municipal offices of each of the Group of Six municipalities, at the Tompkins County Public Library, the Lansing Community Library and on the City of Ithaca website (www . cityofithaca .org) . The public comment period will close on August 11 , 2003 , after which a Final EIS will be prepared . Zoning Revisions : Preparation of the draft Generic Environmental Impact Statement (EIS) on the proposed Zoning Revisions is progressing . Staff is targeting the September 8 , 2003 Town Board meeting for consideration of acceptance of the draft EIS as complete, which would begin the public review and comment period. A public hearing on the EIS could then be set by the Board for either a late September special meeting or at the October 2nd regular meeting . Proposed 2004 Budget : Initial department work on the proposed 2004 Budget has begun. MOA Planning Coalition : The July and August meetings of the Planning Coalition have been cancelled . The next meeting is tentatively scheduled for Wednesday , September 24 , 2003 at 4 : 15 p .m . Fall Newsletter: Initial planning efforts have already started in preparation for the Fall Newsletter. Please let Chris Balestra know if anyone is interested in submitting an article . A memo regarding the Fall Newsletter has been distributed. The deadline for submission of articles is August 29 , 2003 . We are hoping to get the Newsletter out so that residents receive it by the last week in September. Pending Development Reviews : Interest in development appears to be picking up . There are a number of significant development proposals in early stages coming before the Town, including the Remington Inn and Restaurant on East Shore Drive (current zoning Business "E") , the Westview Subdivision (34 lots at Schickel Road off of Danby Road — current zoning R-30 Residence), low- moderate income rental apartments (number not known) on the Kyong property on Trumansburg Road (current zoning R- 15 Residence ; portion of site would involve rezoning to MR Multiple Residence), another low-moderate income apartment project (30 units initially with an additional 30 units possible in a future phase) at the Indian Creek site on Trumansburg Road (currently zoned SLUD No . 6 ; portion of site would involve rezoning to MR Multiple Residence — entire site is proposed for new Agricultural Zone in revised Zoning) , and a market rate apartment development on a portion of the former Eddy property on Mecklenburg Road (next to Linderman Creek — number of units unknown) with the remainder of the property in a single- family subdivision (current zoning mostly Agricultural with a narrow strip of R- 15 Residence on the eastern edge — the apartment development would involve a rezoning to MR Multiple Residence — the entire property is proposed for the new Agricultural Zone in the revised Zoning) . Some of the proposals involving rezonings may be scheduled for the September 8t" Town Board meeting for initial consideration . No applications or details have been submitted on the last three proposals as of yet. 3 Regular Meeting of the Ithaca Town Board August 7 , 2003 Human Resources Report for July 2003 Personnel Committee : (see attached draft May 14 , 2003 minutes ) I have been complying the information from the salary and benefit survey that we sent out to several other municipalities . The key issues being complied at this time are wages , percentage increase for 2003 and 2004 , employee' s share of health insurance premiums and shift pay . The main benefits will be looked into further as a comparison for the town . I have been evaluating different Long Term Care insurance plans as an additional employee benefit. Safety Committee : committee does not meet in the summer. Attached is a copy of the draft minutes from the June meeting . Training and Development : I attended a two day workshop at Cornell ILR school on Compensation and attended the NYS Society for Human Resource annual conference in Buffalo . The training group that I have been working has been developing a leadership series program for key top leaders . As this program develops it will be also offered for the Department Heads . The makeup of the program is discussing Harvard Business Review cases with other top leaders in the community . Personnel — Civil Service : I have been doing the preliminary work on the 2004 wage scale and budget projections . Commercial Insurance : I have begun the preliminary work on the Request for Proposals that will be occurring this fall . Submitted By: Judith C . Drake , PHR Human Resources Manager is Draft Draft Draft Town of Ithaca Personnel Committee Meeting May 14, 2003 1 : 30pm Members Present : Supervisor Catherine Valentino ; Don Ten Kate , Working Supervisor; Larry Salmi , Heavy Equipment Operator; Dani Holford , Senior Typist Absent : Cindy Vicedomini , Court Clerk ; Councilman Bill Lesser Support Staff: Judith C . Drake , Human Resources Manager Others Attending : Larry Parlett , SCLIWC Call to order: 1 : 37 p . m . Agenda Item #2 : Review Minutes of March 18 , 2003 meeting : Approved as read . Judy Drake asked if the format of the minutes were okay. Too much/little information . Committee agreed to leave them as they are . ® Agenda Item #3 : Persons to be heard : Larry Parlett spoke on behalf of Amy Jackson , a new employee at Bolton Point . Amy had asked about glasses for people who don 't need safety glasses and flexible spending for daycare . Judy explained that the first $60 . 00 for the cost of glasses or contacts are covered under our health insurance policy. The vision rider also allows for one office visit per year, with a $ 10 . 00 co- pay. Judy has looked into different flex benefit plans and will continue to do so . You set aside money pre-tax and then you get reimbursed as you turn in receipts or explanation of benefits ( EOB ) . It' s basically a savings account for medical expenses . The daycare is a little different , but it all comes off pre-tax . For dependent care you can set aside up to $ 5 , 000 . 00 a year, but you can only submit for reimbursement what you have in the account from payroll deduction . Agenda Item #4 : Discuss Alternative Insurance Coverage 's : Judy stated that the information on the AFLAC insurance went out to all employees . There were two people who expressed interest: one in the Cancer Plan and the other in the Short Term Disability Plan . AFLAC is still interested in coming in to do a presentation on all three plans . Larry Salmi said that people understood so little about the Personal Accident Plan , that they didn 't know if they were interested in it or not . 1 Draft Draft Draft Larry Parlett shared his notes on all three plans : 1 .) Personal Short Term Disability Plan — plan only pays when you cannot do the activities of daily living . Those are continence , transferring from bed and chair/wheelchair, dressing/clothing and eating . All of those are in a formula that the hospital uses called a PRI to determine whether or not you should be a nursing home placement . In order to receive money under this plan , you would have to qualify for nursing home placement according to their definition of activities of daily living . Personal Accident Expense Plan — the things they really pay a lot on , like hospital confinement . The hospital confinement is defined as a 24-hour stay of a covered person confined in a hospital as an inpatient for which a charge is made . For the last three years the state has said a person can be an outpatient and in the hospital for 48 hours . Most people who go to Cayuga Medical Center are evaluated and observed as an outpatient for the first 48 hours . Then they make the decision whether to admit them as an inpatient . Judy did not agree with this . She has been dealing with an insurance claim where someone was held for 23 3/4 hours as an outpatient and the insurance company is claiming it differently then the hospital . The hospital is listing it as outpatient and the insurance company says that it is inpatient. Larry drew on his and his wife' s employment experience in the healthcare profession . Bottom line is just because you spend a couple of days in the hospital does not automatically make you eligible for benefits under this plan — it depends on your status during that stay — inpatient or outpatient . Cancer Plan — Larry referred to the part of the literature that says THE FIRST STEP IN PREPARATION : APPRECIATING THE RISKS , which AFLAC uses statistics from Cancer Facts & Figures — 2002 , American Cancer Society . The statistics that are listed are a mixture of "American " and "Worldwide" . The way this reads tends to make you think that there is more of a risk then there is . Cathy asked if people can sign up for these policies on their own instead of going through an employer? Yes . Judy explained that all we are offering is payroll deduction for these plans . Cathy suggested that if people are interested they should contact the agent directly for the information so they could then make the decision independently , keeping us out of the loop , but offering to do the deductions . Cathy went on to say that if people still have questions after talking to an agent , they could probably refer them back to us since the agent will give the most rosy scenario — their job is to sell insurance which is not always the best "deal " for the individual . Cathy does not think very highly of the AFLAC plans . Don TenKate said that he was the one that had been interested in the Short Term Disability , but from today' s discussion he doesn 't think he is any longer interested . Larry closed on these plans stating that if you have a family history of cancer he would not hesitate one minute in signing up for the Cancer Plan . 2 Draft Draft Draft 20 ) Long -Term Care Insurance - Judy has received more information from MedAmerica , which is a subsidiary of Excellus . This is long-term care insurance , which is a much different kind of plan . Premiums are based on the age of the group . She has sent a census in and is waiting for the rates to come back . This insurance pays for services unlike the previous plans discussed . Cathy asked if this policy pays for nursing home and home health . Judy responded that the plan establishes a pool of money ($ 100 . 00/day for 3 years ) . How it is spent depends on you . If you want home health or require nursing home placement you can use this pool of money . What makes this policy different is that when a person is enrolled the policy automatically covers your parents , children , grandchildren , parents- in-law , it goes vertical , but not horizontal — siblings ( New York only) . Larry Parlett asked if the $ 100 . 00 was the maximum that they would pay, per day, if you were in a nursing home . Yes . If that is the plan level that you choose . Larry countered that Medicaid currently reimbursed at a rate of about $ 150 . 00 per day to the nursing homes . You would not get a nursing home for $ 100 . 00 per day . Judy explained that you could get other amounts per day it just depends on the premium level you purchase . Long-term planning is becoming more and more popular especially with all the baby boomers getting older. Cathy offered some insight into the plan she has and said that they are nice if you can afford to get into them at a young age and there is no increase in the premium . Larry Parlett said that statistically only 5 percent of Americans will need a nursing home in their lifetime , but he is interested in the coverage for the home health care . Agenda Item #5 • Discuss Salary/ Benefit Survey : Judy handed out , to the committee members , the salary & benefit survey (attached ) that she sent out to more than 20 towns through out New York State and scattered counties . She also received a list from Paul Tunison of cities and villages that have water plants , to send them to also . Discussion of the results will be on the next agenda . Agenda #6 : Others : Judy updated the group on the Employee Assistance Program . The Town Board did approve the program and we will contract for the services later this summer . There was discussion regarding an intake procedure . There will be meetings held for employees introducing the program and how to access help . Adjourned : 2 : 40pm 3 Draft Draft Draft is Town of Ithaca Safety Committee Minutes , Friday, June 6 , 2003 Present: Fred Noteboom , Dave Boyes , Tim Eighmey, Judy Drake , Kristie Rice , Creig Hebdon The meeting began at : 8 : 10 am Agenda Item #1 : Review Minutes of May 2 , 2003 meeting & others . Creig questioned the MSDS notes section . He thought it was going to be left up to each place how the books were put together. Kristie thought Dave & Tim were going to ask the highway staff what they thought . To update : Fred looked up on the Internet MSDS programs and found most were alphabetical by product name . The group decided each building would organize their MSDS book the way they it would work best for that building . It was also stressed that training would need to include how to look up items in that building' s MSDS book . Kristie wanted it corrected that she was concerned about why someone wasn ' t wearing a vest or orange shirt when doing flagging on a busy road . To update : Tim did speak with the guys after the May meeting . Most likely they had them on , but they got torn or cut up from the brush . This lead to a discussion regarding PPE and the question asked during a crew meeting about a " penalty" for not wearing Personal Protective Equipment ( PPE ) . Fred responds was that it is up to the Working Supervisors to use their judgement and guide the crew . Ultimately , it will be their responsibility if the crews aren 't wearing it and get hurt . There is the " penalty" of disciplinary action but Fred doesn 't want to have to be the PPE police . There was also discussion regarding other articles of clothing like sweatshirts and coats . Some lime green may be transitioned it for clothing and signs . Signs are not required , but will probably use some . Will move toward getting stuff from RAK , which has a replacement program as things break . Agenda Item #2 : Incidents : • Cut knuckles on file cabinet- no recommendation made except to be more careful and slow down . • Back injury — needed to use proper technique — employee realized this during follow-up paperwork. Lost time injury of 8 calendar days . Recommended continued work on reducing back injury training . • Fire Drill at Town Hall — took longer then in the past — employee stopped to use the facilities . The front ( lobby) entrance was blocked , so the employees that would normally exit that way had to decide on an alternative exit . Good lesson on finding alternative exits . 1 Draft Draft Draft Agenda Item #3 : Review Information Received on Purchasing First Aid Kits : Gail Kroll received quotes on different kits . 35 basic first aid and CPR kits for a cost of $591 . 16 . Dan Walker asked to add flashlights to the list of items to be kept in each Town vehicle . New vehicles are not getting the items they need . Items from old vehicles are not moved over, especially if we keep the old vehicle . Part of this is the driver' s responsibility. Kristie has made a list of Town Hall vehicles and what they need . Mechanics while checking vehicles for NYS inspection and tune-ups could also have on the checklist to check on up-to-date first aid kits , fire extinguishers and flashlights . Tim and Dave will check all the Highway Facility vehicles , on a rainy day, to update first aid kits . They will also make sure all have a fire extinguisher and flashlight . All the items will have the Town ' s vehicle # on them . (See listing prepared by Gail ) . Kristie will be responsible to do the same with the Town Hall vehicles . Agenda #4 : Review Dangerous Intersection Information : Creig is working on right-of-way and ownership . About half is on a large- scale map and should be done by the September meeting . Interns will be surveying and looking at intersections this summer. Others : * PEZ agenda to go to Fred (all department heads ) . Question asked : Status on cell phones for Working Supervisors and the Planning vehicle? Lisa Carrier-Titti is meeting with Verizon today . Will update on this topic as things occur over summer. Fred gave update on the repeater — looks like the Capital Project Committee is in favor of moving it forward . Fred will write a memo to the Capital Projects Committee , on behalf of the Safety Committee , in support of moving it forward . Questioned asked : Who is subject to drug & alcohol testing and when ? Employees with a CDL are tested as required by law . Why don 't we test everyone who drives a Town vehicle? CDL employees should not be isolated as they are not the only ones in vehicles or using Town equipment out in field . Testing should be broader. Judy questioned if non-CDL employees could be part of a consortium and cost associated . Judy will gather more information regarding the cost and details . This topic to be discussed further by committee . Tim will report to highway crew that we are looking into enhancing the Drug and Alcohol policy by having all employees who operate Town equipment in a safety sensitive function on a random drug -testing basis . Meeting adjourned at 9 : 30 am to watch PERMA awards video . 2 'Town I thaca-Miciosolt Inteinet Exploiet . p Fk Edt View FayWes Tools Hey TOU of I Network/Record Specialist Report to Town Board August 7, 2003 June & July Web Site Visits p JUNE ■JULY 2000 1500 r > 1000 O 500 0 Home Gov't Services Information Community Pages Website • Maintenance and updating of the Town's website continues. Network • The Town Hall router's hardware and software has been upgraded; readying it for Virtual Private Network(VPN) between Town Hall and the Public Works Facility. Sherpa Technologies will be doing more work offsite and then we will test the connection between facilities. This VPN will enable staff to share resources and data between our two locations. • A silent auction of the surplus computer equipment was held this month. Three monitors were purchase by staff. The rest of the equipment on the Surplus Computer Equipment resolution will be sent to the County's auction in September. Additional Items SDG Database Project • SDG and Town staff met this month to answer questions and begin project implementation. Next step is for Beta version of the product to be installed and tested at Town Hall before going live. SDG will provide training to staff after final product is approved. Records Management • The subcommittee of the Records Management Committee to revamp the 1993 Records Management Policy and Procedure Manual have met. Project objectives have been established and tasks identified. Dowrro*Fichte htlallwww.town.ifhacany.usl derived m tactus.Mkanp_twc#a 90 h6tn.O.. I ; j Intmet IStartI E�;.Cachew IMInin-Miciod0ki I'Townof Ithaca-Micr... I i=: @MOO 1154, TOWN OF ITHACA REPORT OF BUILDING PERMITS ISSUED FOR THE MONTH OF JULY 2003 �ti1O �;TI; YFAR TO DATE T) PGRMIT \ % I( )[-' NT = -AM (-)I �NT SIN A1`9IL) 2003 3 514,000 19 31250,500 Rl I . S 2002 2 457,000 9 11412,000 2003 0 0 3 6009000 TWO I .ANgILI RESIDENCES 2002 0 0 4 935,000 2003 3 106,000 12 309,786 RINOVATIONS 2002 0 0 10 116,834 2003 1 79000 3 114,500 CONVERSIONS OP US1:_ 2002 1 6,500 4 421329 2003 1 19,870 5 157,720 ADDITIONS TO FOOTPRINT 2002 2 557000 11 469, 137 2003 0 0 0 0 MULTIPLE I SID [ NCI : S 2002 0 0 25 7,081 ,925 2003 0 0 4 3,491 ,000 13USINIISS 2002 1 20,000 9 1 ,787,800 2003 1 Indian Creek Fruit Farm extend ag building/cider room 2,500 1 2,500 AGRICULTURAL 2002 0 0 0 0 2003 0 0 0 0 INDUSTRIAL 2002 0 0 0 0 2003 0 0 12 806,500 I DU IONAL 2002 1 260,000 4 3 ,9221000 1 New detached garage 1709 1 Convert attached garage into storage and workshop 49250 1 Accessory carport 21800 1 Above ground pool 81500 1 Rebuild deck and wall 12 ,500 1 New deck addition 3_ MISCELLANEOUS 2003 6 49,059 27 2075496 CONSTRUCTION 2002 15 519645 23 5519945 TOTAL NUMBER OF 2003 15 698,429 86 899409002 PERMITS ISSUED 2002 112 8505145 99 16,318,970 TOTAL l I_ I'S 2003 111 11670 86 149420 RL- CFIVID 2002 12 1 ,675 99 23,710 Date Prepared : August 4 . 2003 Dani L. Holliml Building/Zoning Department secretary t July 2003, Page 2 TOTAL CERTIFICATES OF OCCUPANCY ISSUED THIS NION-TH - 29 1 . 406 Coddington Road - replace existing deck with summer room. 2 . 156 Troy Road - existing two-family home. 3 . 401 Winthrop Drive - building additions and interior renovations. 4 . 130 West Haven Road - new second floor bedroom - temporary. 5 . 261 Coddington Road - existing two-family home. 6. 1 Winners Circle - new addition to two-family home and create recreation room. 7. 15 College Circle - new 6 unit multiple dwelling. 8 . 16 College Circle - new 8 unit multiple dwelling. 9. 17 College Circle - new 6 unit multiple dwelling. 10. 18 College Circle - new 8 unit multiple dwelling. 11 . 19 College Circle - new 6 unit multiple dwelling. 12 . 20 College Circle - new 8 unit multiple dwelling. 13 . 21 College Circle - new 6 unit multiple dwelling. 14. 30 College Circle - new 6 unit multiple dwelling. 15 . 32 College Circle - new 6 unit multiple dwelling. 16. 110 Briarwood Drive - new two-family home with attached garage. 17. 104 Halcyon Hill Road - 1 ,350 square foot, 2 story building addition. 18 . 224/226 Rachel Carson Way (EcoVillage) - new two-family home - final. 19. 1030 Hanshaw Road - 16' x 32' inground swimming pool. 20. 841 Taughannock Boulevard - second floor building addition. 21 . 167-3 Calkins Road - add studio in existing accessory building. 22 . 106 Seven Mile Drive - addition to and renovation of Public Works Facility - temporary. 23 . 105 Valley View Road - new rear deck addition. 24. 305 Roat Street - remodel kitchen and entry. 25 . 202 Cypress Court (Linderman Creek) - new 8 unit multiple dwelling - temporary. 26. 222 Sapsucker Woods Road - renovate and repair fire damage. 27 . 258 Dubois Road - front covered porch. 28. 201 Coddington Road (IC) - renovations to office space - temporary. 29. 164 West Haven Road - single-family modular with attached garage. TOTAL CERTIFICATES OF OCCUPANCY YEAR TO DATE. 2003 - 121 TOTAL CERTIFICATES OF OCCUPANCY YEAR TO DATE. 2002 - 95 INQUIRIES/COMPLAINTS INVESTIGATED THIS MONTH - 5 1 . 654 Elmira Road - burning - no violation found. 2 . 183 King Road East - foundation hole - pending. 3 . 210 Sapsucker Woods Road - property maintenance - abated. 4. 203 Roat Street - work without Building Permit, Permit applied for - abated. 5 . 1030 Hanshaw Road - occupancy of swimming pool without Certificate of Occupancy - abated. From June 2003 : 1 . 891 Taughannock Boulevard - property maintenance - no violation found. From Mav 2003 : 1 . 203 Bostwick Road - fill - pending. From April 2003 : 1 . 803 Coddington Road - property maintenance - pending. e July 2003, Page 3 Lfiiwii December 2000 : 72 Calkins Road - property maintenance - (partially abated) - limited timeframe agreed to for complete abatement. Mav 1995 : 1 . 1152 Danby Road - zoning and building code - legal action pending - Building Permit applied for corrections. TOTAL COMPLAINTS I \ \ ESTIGATED YEAR TO DATE. 2003 - 21 TOTAL COMPLAINTS INVESTIGATED YEAR TO DATE. 2002 - 19 TOTAL FIELD VISITS THIS MONTH - 109 Uniform Building Code - 94 Local Law and Zoning Inspections - 9 Fire Safety - I (group home) Fire Safety Reinspections - 0 Fire/Emergency Occurrences - 3 (fire hydrant access, Best Western fire alarm activation, Longview at Ithaca fire caused by smoking) Fire Occurrence Reinspections - 2 (220 Tareyton Drive old house fire) TOTAL FIELD VISITS YEAR TO DATE. 2003 - 583 TOTAL FIELD VISITS YEAR TO DATE. 2002 - 555 TOTAL SIGN PERMITS THIS MONTH - 0 TOTAL SIGN PERMITS YEAR TO DATE, 2003 - 3 TOTAL SIGN PERMITS YEAR TO DATE, 2002 - 4 ZONING BOARD OF APPEALS I MEETING, 4 CASES, AGENDA ATTACHED TOVYN OF ITHACA ZONING BOARD OF APPEALS NOTICE OF PUBLIC HEARINGS MONDAY , .DULY 21 , 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, July 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 Richard Leonardo, Appellant, requesting variances from Article IV, Sections 14 and 16 and Section 280A �djowcned of New York State Town Law to create building lots, by subdivision that does not have direct lot frontage on a Town, County, or State highway off of Sesame Street, Town of Ithaca Tax Parcels No. 37- 1 -20. 5 , -20.6, and 20.7, Residence District R- 15 . Access to said lots will be provided for by a 60-foot right-of-way. APPEAL of Cornell University, Appellant, Peter Paradise, Agent, requesting a special approval and variance from the 3rantE,d Zoning Board of Appeals under Article V, Sections 18 .3 and 18 . 10 to be permitted to construct university athletic fields with accessory structures, along with light poles 80 feet tall (30 foot height limit) on Game Farm Road, Town of Ithaca Tax Parcels No. 62-2-3 , 4, -5, and -6, Residence District R-30. APPEAL of EcoVillage, Appellant, Robert Champion, Agent, requesting a variance from Article XIII, Section 65 of Wanted the Town of Ithaca Zoning Ordinance, to be permitted to place an 8 foot high deer fence (6 foot height limit) on land along West Haven and Mecklenburg Roads, Town of Ithaca Tax Parcel No. 28- 1 -26 .22 , Residence District R- 15 and R-30. APPEAL of Mark Mecenas, Appellant, requesting a variance from Article IV, Section 14 and 16 and Section 280A of New York State Town Law to create two building lots, by subdivision without having the required road frontage along ranted a Town, County, or State highway on the Elm Street Extension, Town of Ithaca Tax Parcel No. 29-6- 13 . 1 , Residence District R- 15 . 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 : July H ., 2003 Published : July 14 , 2003