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HomeMy WebLinkAboutTB Minutes 2009-07-27 Final Study Session Meeting of the Ithaca Town Board Monday, July 27, 2009 at 4 :30 p.m. 215 North Tioga Street, Ithaca, NY Aurora Conference Room AGENDA 1 . Call to Order 2 . Discuss August 10, 2009 Town Board Agenda 3 . Fire Commissioner' s Report — in person, Bill Gilligan 4 . Consider contract award for construction of Warren Road Walkway Pervious Pavement 5 . Consider hiring an independent contractor for Electrical Inspections 6 . Consider Abolishment of Director of Engineering position 7 . Consider Appointment of Two (2) Senior Civil Engineers a. Appointment of Senior Civil Engineer — Walker b . Appointment of Senior Civil Engineer - Hebdon 8 . Consider Abolishment of Assistant Director of Engineering position 9 . Consider Approval to recruit a part time clerical position for PWD 10. Consider setting a Public Hearing for Noise Permit Application a. Ithaca College — Convocation Event b . Hillel at Ithaca College — Welcome Bar-B -Que 11 . Discuss Mail Out costs 12 . Discuss digital recording of meetings 13 . Report of Town Committees 14. Adjourn 811212009 Page 1 of I FINAL Study Session Meeting of the Ithaca Town Board Monday, July 27, 2009 at 4 : 30 p.m. 215 North Tioga Street, Ithaca, NY Aurora Conference Room Agenda Item No. 1 - Call to Order Supervisor Engman called the Study Session Meeting of the Town Board to order at 4 : 35 p .m. on Monday, July 27, 2009 , Town Board Members Present : Supervisor Engman; Councilwoman Leary; Councilman Stein; Councilman Goodman; Councilman Levine; . Councilwoman Hunter; Councilman DePaolo . Staff Present: Bruce Bates, Code Enforcement Director; Dan Walker, Engineering; Creig Hebdon, Engineering; Judy Drake, HR Director; Karen Billings, Town Clerk. Public : Bill Gilligan, Board . of Fire Commissioners Agenda Item No. 2 — Discuss the August 10, 2009 Town Board Agenda Supervisor Engman asked the board members if they had any questions or comments regarding the August 10, 2009 Town Board Agenda; hearing none, Supervisor Engman moved to the next agenda item. Agenda Item No. 3 — Fire Commissioner ' s Report, Bill Gilligan (Attachment Supervisor Engman introduced Bill Gilligan as the Town ' s second Commissioner. He described the process of Fire Commissioner selection : The Town recommends an appointment to the city of Ithaca; the mayor appoints and the city council confirms. Bill has been a Commissioner since 2005 . We are currently searching for a replacement to Bob Romanowski, and thus far have only received one application. We will soon begin the interview process. Supervisor Engman asked Bill if he knew any of the people sitting at the table; everyone introduced themselves one by one. Councilman Stein asked a question about whether or not Fire Commissioners are usually firefighters or just ordinary citizens without any special expertise. Commissioner Gilligan responded that this has been a challenge because in the past the majority of Fire , Commissioners had actual fire fighting experience. In recent years and currently Commissioner Gilligan is the only active fire fighter; the other two appointments have not had fire fighting experience or familiarity with the department. In the future it will be difficult to find people with that experience, because there has been such a decrease in the number of volunteers, unless we recruit from outside the area. Councilman Stein commented that there are quite a few firefighters in the area; Supervisor Engman said that the Commissioners we recommend are residents of the city of Ithaca or the town of Ithaca. Councilman Stein asked for clarification about the role of the Commissioners insofar as which municipality appoints. Commissioner Gilligan responded that the role of the Fire Commissioner was different because there were a significant number of volunteer companies; a lot of the City Charter deals with the structure of the volunteer companies and the role of the Bd. of Fire Commissioners , in both approval of the oversight of the organization of the company and the operation of the department. In the Town Board Study Session July 27, 2009 Page 1 of 18 FINAL best of times that was probably a 1960 ' s; maybe a 1970 ' s version of the way the world was. There have been significant changes since then, such as the Fire Chief has announced his retirement (end of August) , the recruitment of a new Fire Chief will probably be handled (mostly) as a City process . Perhaps the Board of Fire Commissioners will be involved somewhat. The Board as a whole, from Commissioner Gilligan ' s perspective will be looking for a clearer definition from the Town and City and also a clearer definition of the role of the Town' s appointments — will they be representing the Town ' s issue(s) to the Fire Department or representing the Fire Department ' s issues in relation to the Town. In the past it was fairly clear that we [Fire Commissioners] were representing the Fire Department and the organization of the Fire Department; now Commissioner Gilligan said he is not so sure. Commissioner Gilligan proceeded to give his report, (Attachment # 1 ) . He elaborated on the Bunker program, stating that it is a topic for further discussion. It ' s a volunteer organization, but not free. There ' s a fairly high cost for equipment ($2, 500-$ 3 , 500 to equip a firefighter) ; new requirements for firefighter safety are always coming forward, making the investment in a volunteer very high and a certain amount of payback is necessary. The last bunker left from Station 9 and Station 5 during the 2006-2007 timeframe (the last of our student bunkers) . This is one of the challenges facing the Board of Fire Commissioners along with City Government processes, etc. Commissioner Gilligan stated that the Board of Fire Commissioners is hurting for institutional knowledge, with the loss of Bob Romanowski and Paul Alexander. Brian Wilber' s exit will create another void and he is a tough act to follow. Commissioner Gilligan stated that because the Commission did not have a quorum at the last Fire Commissioner ' s meeting, no budget presentation took place; the presentation should occur tomorrow [July 28 , 2009] . He anticipates that he will be able to make a presentation of the proposed budget for the department to the Town Board at the August 10ffi meeting. Commissioner Gilligan invited questions from the board members and Supervisor Engman followed up by inviting questions from the board members and stated that the Fire Contract is a significant portion of the Town ' s budget, as over $3 million of the Town' s annual budget goes to Fire Protection. Councilman Goodman wanted to know why the Bunker Program was stopped in 2006/2007 . Commissioner Gilligan responded that it died of attrition. $40,000 to $ 50,000 funding required for the training, 2 and a half week program, and it was a casualty of the overtime cutbacks. It could probably be reinstituted. Commissioner Gilligan said that he thinks it was a valuable program. Councilwoman Hunter asked whether or not the training could take place during the fire department ' s work day and Commissioner Gilligan said that all depends upon who you talk to . Councilwoman Hunter wanted to know who should be asked at the Fire Department and then asked if the board should ask Commissioner Gilligan to ask. Commissioner Gilligan said that he has asked about a year ago and costs were calculated for a training program. The program Town Board Study Session July 27, 2009 Page 2 of 18 FINAL would resemble the Cayuga Heights program, if it were done over the course of the year. One question is whether or not people can be living in the fire station (no bunkers), which would be a contract arrangement and the individual would be covered under the same disability policy as a firefighter — there are liability issues. There are a number of questions and issues to consider. Hearing no further questions, Supervisor Engman thanked Commissioner Gilligan for his presentation and moved to the next agenda item. Supervisor Engman said that he had a couple of items to add to the agenda: ( 1 ) Digital recording of meetings, make it number l Oc on the agenda, and (2) add a very brief Executive Session at the end — mainly informational, so it should be very quick. Agenda Item No. 4 — Consider contract award for construction of Warren Road Walkway Pervious Pavement (Attachment #2) Supervisor Engman introduced agenda item no . 4 and Dan Walker explained the spreadsheet prepared for this meeting (attachment #) . He said that there was only one bidder on this job . The bid price is a little higher than the original estimate because additional work is needed, such as more sealing to the curb . Councilman Stein asked if the bidder was aware of being the only bidder and thus bid higher? Dan said that he knew he was the only bidder, but he does not think that had anything to do with it; the original estimate was for 18 , 000 square feet of flexipave. The additional amount is because the paving is against curbing, which requires more sealing. Councilman DePaolo asked if there ever was a mention of curbing during the initial discussions ; Dan said they did not make it a point to discuss that it was up against curb . He added that the asphalt driveways at each house require a better transition. Councilman Stein asked if the overage comes entirely to the town; Dan answered, "yes. " He said there were some savings from the granite curbing, which came in at $48 ,900 and the Town' s estimate was $ 50,000 plus the cost of the concrete sidewalk is about $ 10, 000 less than we had estimated. He said the maximum reimbursable is $323 , 000 and we' re showing items that are eligible for reimbursement total up to $ 326, 000. Dan said that drainage work is not reimbursable; that was an up front Town cost. Councilman DePaolo asked if there was a combination of line items on the spreadsheet adding up to $623 , 934. Dan responded that the original budget amount approved by the Town Board was $623 ,000 — including legal costs and design fees and we are still within the overall budget. Supervisor Engman called for a motion; upon a motion by Councilman Stein and a second by Councilman DePaolo the item was approved unanimously. TB RESOL UTION NO. 2009- 127: A UTHORIZATION TO A WARD CONTRACT FOR THE WARREN ROAD WALKWA Y PER VIO US PA VEMENT PROJECT WHEREAS, the Town of Ithaca, on July 8th, 2009, received bids for the Town of Ithaca 's Warren Road Walkway pervious pavement for the construction of a new walkway on Warren Road between Hanshaw Road and Uptown Road as part of the Federal Safe Routes to Schools Grant; and Town Board Study Session July 27, 2009 Page 3 of 18 FINAL WHEREAS, the Sr. Civil Engineer has reviewed the bids and qualifications of the bidder and has recommended that the responsible low bid is $198, 738 for the pervious pavement project made by James Ross and Son Contractors, Inc. , 204 N. Beech Street, Syracuse, NY 13203; and WHEREAS, the maximum amount authorized to be expended by the Town of Ithaca for the aforesaid construction " The Project, " is $623, 934; NO W THEREFORE BE IT RESOLVED, the governing Town Board of the Town oflthaca does hereby authorize the award of the contract for the Town of Ithaca 's Warren Road Walkway pervious pavement construction to James Ross and Son Contractors, Inc. , 204 N. Beech Street, Syracuse, NY 13203 for the amount of$198, 738; and FURTHER RESOLVED, that the Interim Highway Superintendent be, and is hereby, authorized to approve change orders to such contract, upon receipt of appropriate justification, provided that the maximum amount of such change orders shall not in the aggregate exceed $S, 000, without prior authorization of this Board; and FURTHER RESOLVED that the total project cost, including the contract, engineering, legal, and other expenses does not exceed the maximum authorized Project cost ($6231934). MOVED: Councilman Stein SECONDED: Councilman DePaolo VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Agenda Item No. 5 — Consider hiring an independent contractor for Electrical Inspections (Attachment #3) Supervisor Engman introduced this item as an emergency measure and asked for a motion. Upon a motion by Councilman Stein and seconded by Councilman Levine Supervisor Engman drew the Town Board member' s attention to the letter from the NY Board of Fire Underwriters (Attachment #), which announces they are going out of business. Supervisor Engman said this creates a bit of a problem and asked Code Enforcement Director Bruce Bates to explain this further. Bruce explained that the letter is dated July 13 , 2009 and as of July 14`h NYBFU was no longer taking applications; the Town of Ithaca never officially received the letter until the 20`h . He explained the problem is twofold : ( 1 ) We need a service right away; (2) There are other services out there, like the NYBFU, but the cost and services are not the same. Town Board Study Session July 27, 2009 Page 4 of 18 FINAL Councilwoman Hunter asked what Bruce means by different and Bruce said the prices are higher. This is the reason why we are trying to do a temporary measure of having an independent contractor do our electrical inspections so that we can evaluate this and see what' s going on and where we can go from here. Bruce went on to say that he tried to keep residential pricing at our current level we are doing this for now — our lowest cost is $ 75 ; on the commercial side there ' s a $ 100 application fee and then our flat rate is $70/hour. " Our contract for our inspections is $ 50/hour with $20 for just administrative costs, because we will be doing a lot of the administrative work such as the billing, paperwork generated, etc. We will be taking the C applications in. Chas Bruner is currently the Fire Inspector for the NY Board of Fire Underwriters; we trust his judgment, which is why we recommend this action. Bruce explained that this is urgent and he wants to evaluate this. Councilman Stein asked what others are doing about this ; Bruce said the Town and Village of Lansing, the Village of Groton have gone independent. Councilman DePaolo asked Bruce to provide the number of electrical inspections that are done in the town annually. Bruce said it can vary from 300 to 200, or something like that. Councilman DePaolo asked how long an inspection takes to do and Bruce said it takes one hour to do an electrical inspection, saying we based our $20,000 budget on one hour inspection/20 hours per week. Councilman DePaolo asked if the $70 fee includes travel time. Bruce said that the fee is on the site, but the inspector' s fee will probably be charged from the time he leaves home. Councilman DePaolo did some quick math and concluded that the cost for a commercial inspection is less than what one pays for a residential inspection in the Town. Bruce explained that the residential cost is for three inspections and the commercial rate is a flat rate. Councilman DePaolo asked how many inspections are required for a residential ; Bruce said three (3 ) : a rough in; the final and sometimes there is a follow up. Councilman DePaolo asked about the seven (7) day termination clause in the contract and was concerned about a backup plan; Bruce said there is not back up plan, but that there is an immediate need to have electrical inspections. Councilwoman Hunter wanted to know if our own staff could be trained to do this and Bruce said that his staff is trained to a certain level, but electrical requires additional expertise because there is so much to learn. NY code + international code and inspectors need to know everything from hot tub hook up to three phase circuits or animal health diagnostic, etc. Councilwoman Hunter recapped that it is a specialty requiring additional knowledge and Bruce concurred, adding that staff can learn this with training. Supervisor Engman added that this is an interim measure and that it will be studied over the next few months. He said that Counsel Susan Brock has reviewed the contract. Supervisor Engman called for a vote. Motion approved unanimously. TB RESOL UTION NO. 2009-128: A UTHORIZATION TO DESIGNATE AND CONTRACT FOR ELECTRICAL INSPECTION SER VICES (Attachment No. 4) WHEREAS, the Town of Ithaca learned on July 16, 2009 that the New York Board of Fire Underwriters, an electrical inspection agency, stopped taking new applications Town Board Study Session July 27, 2009 Page 5 of 18 FINAL for electrical inspections as of July 14, 2009, and it will cease business entirely effective October 16, 2009; and WHEREAS, until July 14, 2009, electrical inspections services had been provided to the Town of Ithaca by the New York Board of Fire Underwriters; and WHEREAS, the inability of Town residents to apply for and/or receive electrical inspections is disrupting the continuity of service to the Town residents; and WHEREAS, the Town Board acknowledges the need for a period of time to review its options; and WHEREAS the Town Board acknowledges the need for an interim measure to be put in place for the performance of said inspections; and WHEREAS, the Town Board of the Town of Ithaca has reviewed and discussed the recommendations of the Director of Code Enforcement; and WHEREAS, the Town Board has reviewed the attached contract for services; NO W THEREFORE BE IT RESOLVED, that the Town Board of the Town oflthaca designates Chas Bruner, Certified Inspector, as its provider of electrical inspections for the period of July 28, 2009 through December 31, 2009, to allow time for review of available options while continuing to provide services to its residents, and FURTHER RESOLVED, that the Town Board of the Town oflthaca authorizes the Town Supervisor to enter into the attached contract with Chas Bruner, Certified Inspector, to perform said electrical inspection services, with said contract subject to the approval of the Attorney for the Town. MOVED: Councilman Stein SECONDED: Councilman Levine VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. I Upon a motion by Councilwoman Hunter and seconded by Councilman Goodman, with no further discussion, Supervisor Engman called for a vote on the next item in the packet that Codes Director Bruce Bates submitted. TB RESOLUTION NO. 2009 - 1290o AUTHORIZATION TO ESTABLISH BUDGET LINE FOR ELECTRICAL INSPECTION SER VICES Town Board Study Session July 27, 2009 Page 6 of 18 FINAL WHEREAS, The Town Board of the Town of Ithaca has designated Chas Bruner as its interim provider of electrical inspection services; and WHEREAS, the Town could not have foreseen the need for these services and therefore there is no budget line for them; NO W THEREFORE BE IT RESOLVED, that the Town hereby adds a budget line to the Zoning and Code Enforcement Budget for interim electrical inspection services as follows: 88010. 402 Electrical Inspection Contract $20, 000 Rev 2109 Electrical Inspection Fees $20, 000 MOVED: Councilwoman Hunter SECONDED: Councilman Goodman VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Supervisor Engman introduced the Setting of the Interim Electrical Inspection Fee Schedule and asked for a motion. Upon a motion by Councilman Stein and seconded by Councilman Levine and with no further discussion, Supervisor Engman called for a vote. Motion approved unanimously. TB RESOL UTION NO. 2009 - 130 * SETTING OF INTERIM ELECTRICAL INSPECTION FEE SCHEDULE (Attachment No. 5) WHEREAS, the Town of Ithaca learned on July 16, 2009 that the New York Board of Fire Underwriters, an electrical inspection agency, stopped taking new applications for electrical inspections as of that date, and it will cease business entirely effective October 16, 2009; and WHEREAS, until July 14, 2009, electrical inspections services had been provided to the Town of Ithaca by the New York Board of Fire Underwriters; and WHEREAS, to assure the continuation of quality electrical inspection services, the Town Board of the Town of Ithaca has designated Chas Bruner as its interim provider of electrical inspection services and WHEREAS, because the New York Board of Fire Underwriters billed and collected all fees for its services from owners of inspected properties and retained all Town Board Study Session July 27, 2009 Page 7 of 18 FINAL such fees, the Town oflthaca has no fee schedule established for electrical inspections; and WHEREAS, pursuant to its contract with Chas Bruner the Town will bill and collect from owners of inspected properties all fees for electrical inspections; and WHEREAS, the Town Board has reviewed the attached Fee Schedule; NOW THEREFORE BE IT RESOLVED, that the Town Board hereby approves and adopts the attached Electrical Inspection Fee Schedule as its interim Electrical Inspection Fee Schedule for the period of July 28, 2009 through December 31 , 2009. MOVED: Councilman Stein SECONDED: Councilman Levine VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Councilwoman Hunter asked if any local laws would need to be changed regarding the fee schedule and Bruce Bates responded that the fee schedule would be done by resolution. Agenda Item No. 6 — Consider abolishment of Director of Engineering position Supervisor Engman introduced the next several resolutions dealing with Engineering saying they are meant to help the Town get in line with its plans. Supervisor Engman asked HR Director Judy Drake if she had any comments. Judy said this is the last step in the process that we have been walking through. Upon a motion by Councilman Stein and seconded by Councilman Goodman and no further discussion Supervisor Engman called for a vote on this item . Motion approved, unanimously. TB RESOL UTION NO. 2009-131: Approve Abolishing the Director of Engineering Position WHEREAS, the Town Board has approved the restructuring of the Engineering Department due to consolidation, economics and to increase efficiencies; and WHEREAS, with the restructuring the Engineering positions will be under the direction of the Highway Superintendent and apart of the Public Works Department; and Town Board Study Session July 27, 2009 Page 8 of 18 FINAL WHEREAS, the Personnel Committee recommends the abolishment of the Director of Engineering position; NOW THEREFORE BE IT RESOLVED, the Town Board of the Town oflthaca does hereby approve the abolishment of the Director of Engineering position, effective July 20, 2009; and be it further RESOLVED, the Human Resources Manager is directed to file all the necessary documentation with the Tompkins County Personnel Department. MOVED: Councilman Stein SECONDED: Councilman Goodman VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Agenda Item No. 7 — Consider appointment of two (2) Senior Civil Engineers Supervisor Engman introduced this item and called for a motion. Upon a motion by Councilman Stein and seconded by Councilman DePaolo, Supervisor Engman called for discussion. Councilman DePaolo asked about the salary level after 2009 and if it maintains through 2009 and gets adjusted in 2010? Judy Drake agreed. Hearing no further discussion, Supervisor Engman called for a vote. Motion approved, unanimously. TB RESOLUTIONNO. 2009 —132. Appointment of Senior Civil Engineer- Walker WHEREAS, the Town Board approved the creation of two (2) Senior Civil Engineer positions in the P+ classification, through the restructuring of the Engineering and Public Works Department; and WHEREAS, due to the abolishment of the Director of Engineering position based on consolidation and economics, Daniel Walker, PE, bumps to the next available regressive position in the engineering series at the Town of Ithaca, which is the Senior Civil Engineer position; and WHEREAS, the Personnel Committee recommends appointing Daniel Walker PE, to the available position of Senior Civil Engineer; and WHEREAS, the NYS Department of Civil Service has determined that no further exam is required when appointed to the Senior Civil Engineer position; and Town Board Study Session July 27, 2009 Page 9 of 18 FINAL WHEREAS, the Personnel Committee recommends no change in salary or benefits for Mr. Walker in 2009, however, they are recommending Mr. Walker 's job classification match that of the Senior Civil Engineer; NOW, THEREFORE, BE IT RESOLVED, the Town Board of the Town of Ithaca does hereby appoint Daniel Walker, PE, as a Senior Civil Engineer, retro active to July 20, 2009, in the P+ classification, with no change in current wages or benefits. MOVED: Councilman Stein SECONDED: Councilman DePaolo VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Supervisor Engman introduced the appointment of Senior Civil Engineer — Hebdon and called for a motion. Upon a motion by Councilwoman Hunter and seconded by Councilman Stein, Supervisor Engman called for discussion. Upon a question by Councilman Goodman about classification listed in this resolution and not in the previous resolution, HR Director Judy Drake clarified the changes in the hourly wage scale to the P++ classification. Councilman DePaolo asked why this is retroactive to the 20th and Judy Drake responded that they started in this new job role last Monday, July 20, 2009 . Hearing no further discussion, Supervisor Engman called for a vote. Motion approved, unanimously. TB RESOLUTION NO. 2009 - 133: Appointment of Senior Civil Engineer - Hebdon WHEREAS, the Town Board approved the creation of two (2) Senior Civil Engineer positions in the P+ classification, based on the restructuring of the Engineering and Public Works Departments; and WHEREAS, the Personnel Committee recommends the appointment of Creig Hebdon PE, Assistant Director of Engineering to the Senior Civil Engineer position; and WHEREAS, the NYS Department of Civil Service has determined that the exam Mr. Hebdon took as Assistant Town Engineer is a comparable exam to that of Senior Civil Engineer, therefore, no further testing will be required; and WHEREAS, the Personnel Committee recommends that Mr. Hebdon 's hourly wage be increased to the Job Rate for the P+ classification with no other changes in benefits; NOW, THEREFORE, BE IT Town Board Study Session July 27, 2009 Page 10 of 18 FINAL RESOLVED, the Town Board of the Town oflthaca does hereby appoint Creig Hebdon, PE, as a Senior Civil Engineer, retroactive to July 20, 2009, in the P+ classification, at the hourly wage of$31 . 48, with no other changes in benefits. MOVED: Councilwoman Hunter SECONDED: Councilman Stein VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Agenda Item No. 8 — Consider abolishment of Assistant Director of Engineering position Supervisor Engman introduced this item and asked for a motion. Upon a motion by Councilman Stein and seconded by Councilwoman Hunter, Supervisor Engman called for discussion. Hearing no further discussion, Supervisor Engman called for a vote. Motion approved, unanimously. TB RESOL UTION NO. 2009434: APPROVE ABOLISHING THE ASSISTANT DIRECTOR OF ENGINEERING POSITION WHEREAS, the Town Board has approved the restructuring of the Engineering Department due to consolidation, economics and to increase efficiencies; and WHEREAS, with the restructuring the Engineering positions will be under the direction of the Highway Superintendent and a part of the Public Works Department; and WHEREAS, the Director of Engineering position was abolished; and WHEREAS, the Personnel Committee recommends the abolishment of the Assistant Director of Engineering position; NO W THEREFORE BE IT RESOLVED, the Town Board of the Town of Ithaca does hereby approve the abolishment of the Assistant Director of Engineering position, effective July 20, 2009; and be it further RESOLVED, the Human Resources Manager is directed to file all the necessary documentation with the Tompkins County Personnel Department, MOVED: Councilman Stein Town Board Study Session July 27, 2009 Page 11 of 18 FINAL SECONDED: Councilwoman Hunter VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Agenda Item No. .9 — Consider approval to recruit a part time clerical position for PWD Supervisor Engman introduced this item and its relationship to the previous resolutions concerning Public Works and Engineering. Supervisor Engman called for a motion. Upon a motion by Councilwoman Hunter and seconded by Councilman Stein, Supervisor Engman called for discussion. Councilman DePaolo asked a question about the definition of "entry level", in terms of total compensation in the third whereas. HR Director Judy Drake responded that it will be around $20, 000 for the part time level . She explained that she left it vague because it allows her the ability to pull from various lists (Civil Service Titles : Keyboard Specialist or Account Clerk Typist) because they' re both in the same pay grade, saying this gives us the opportunity to look at possibly more people. Councilman Goodman asked if there was space at Public Works for a new person. Supervisor Engman said there is space. Councilman Stein asked why this position is needed, explaining that even though people are being moved around, we don ' t have more people to support. He asked, whether or not the current clerical staff (total of both locations) is not sufficient to support these people? Supervisor Engman explained that there are two reasons : ( 1 ) Public Works was already overloaded with just one person there (2) Some of the support that was given for the Engineers in Town Hall, will not be available any longer — that support will take place at Public Works resulting in a decrease in Town Hall staffing and an increase in staffing at Public Works. Judy Drake explained that the Town Clerk' s Office handled a lot of the support services to the Engineers (SWPP) and with the loss in staff, that service can no longer be provided. Supervisor Engman explained that we are currently down 1 . 5 FTE ' s in Town Hall and adding a half time person at Public Works . Councilman Stein confirmed that the staffing is not increasing and was pleased with this. Councilwoman Hunter queried whether it is better to wait for the new Public Works Director to do this hire. Supervisor Engman explained that this was examined and it was felt that a new person should be brought on now. Judy elaborated on this point by saying that an extra clerical at Public Works will free up Gail ' s time allowing her to work with a new Director more closely. Hearing no further discussion, Supervisor Engman called for a vote. Motion approved, unanimously. TB RESOL UTION NO. 2009-135: APPROVAL TO HIRE PART TIME CLERICAL POSITIONAT PWD WHEREAS, the Town Board has approved the restructuring of the Engineering and Public Works Department due to consolidation, economics and to increase efficiencies; and Town Board Study Session July 27, 2009 Page 12 of 18 FINAL WHEREAS, there are additional staff being added to the Public Works Department and facility, therefore, is a need for some additional clerical support for the department; and WHEREAS, the Personnel Committee recommends the hiring of apart time entry level clerical position at twenty (20) hours per week; NOW, THEREFORE, BE IT RESOL VED, the Town Board of the Town of Ithaca does hereby approve the hiring of a part time entry level clerical position at twenty (20) hours per week. MOVED: Councilwoman Hunter SECONDED: Councilman Stein VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Agenda Item No. 10 — Consider setting a Public Hearing for Noise Permit Application Supervisor Engman introduced the two noise permit applications submitted by Ithaca College and asked for a motion. Upon a motion by Councilman Goodman and a time set for 6 : 00 p.m. for the public hearing and a second by Councilwoman Leary, Supervisor Engman called for discussion. Councilman DePaolo proposed that the time period stated for the "noise" level should begin at 10 : 00 a.m. rather than 10 : 30 a.m. because a sound check will occur at 10 :00 a.m. With no objections, Supervisor Engman called for a vote. Motion approved, unanimously. 10a. — Ithaca College Convocation Event (Attachment #6) TB RESOL UTION NO. 2009-136: RESOLUTION TO SETA PUBLIC HEARING REGARDING A NOISE PERMIT APPLICATION RECEIVED FROM ITHACA COLLEGE FOR AN EVENT TO BE HELD ON THE ITHACA COLLEGE CAMPUS ON MONDAY, AUGUST 24, 2009 FROM 10: 00 a. m. TO NOON WHEREAS, the Town Clerk 's office received a Noise Permit application from Ithaca College requesting permission to hold an event on the Ithaca College Campus on Monday, August 24, 2009, from 10: 00 a. m. to Noon for the purposes of its Convocation; and Town Board Study Session July 27, 2009 Page 13 of 18 FINAL WHEREAS, the application states that the event begins with outdoor music to start the Convocation Ceremony and such music will be played between the hours of 10: 00 a. m. and 11 : 00 a. m. ; NOW THEREFORE BE IT RESOL VED, that the governing body of the Town of Ithaca shall set a public hearing for Monday, August 10, 2009 at 6: 00 p. m, to hear public comment regarding Ithaca College 's application for a Noise Permit; and FURTHER RESOLVED, that the Town Clerk shall post a notice of the time and place of this public hearing in the daily newspaper at least ten days prior to the public hearing. MOVED: Councilman Goodman SECONDED: Councilwoman Leary VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. 10b. — HMO at Ithaca College Welcome BBO (Attachment #7) Supervisor Engman introduced the second noise permit application submitted by Hillel at Ithaca College and called for a motion. Upon a motion by Councilwoman Hunter for a public hearing time of 6 : 02 p.m. and a second by Councilman Levine, Supervisor Engman called for discussion. Hearing no further discussion, Supervisor Engman called for a vote. Motion approved, unanimously. TB RESOL UTION NO. 2009-13 7: RESOL UTION TO SET A PUBLIC HEARING REGARDING NOISE PERMIT APPLICA TION RECEIVED FROM HILLEL AT ITHACA COLLEGE FOR AN EVENT TO BE HELD ON THE ITHACA COLLEGE CAMPUS ON SUNDAY, AUGUST 31, 2009 FROM 4:30 p. m. to 6:30 p.m. WHEREAS, the Town Clerk 's office received a Noise Permit application from Hillel at Ithaca College requesting permission to hold an event on the Ithaca College Campus on Sunday, August 31, 2009, from 4: 30 p. m. to 6: 30p. m. for the purposes of its welcome Bar-B-Que and outdoor event; and WHEREAS, the application states that the event will have amplified music; NO W THEREFORE BE IT Town Board Study Session July 27, 2009 Page 14 of 18 FINAL RESOLVED, that the governing body of the Town oflthaca shall set a public hearing for Monday, August 10, 2009 at 6: 02 p. m. to hear public comment regarding Hillel at Ithaca College 's application for a Noise Permit; and FURTHER RESOLVED, that the Town Clerk shall post a notice of the time and place of this public hearing in the daily newspaper at least ten days prior to the public hearing. MOVED: Councilwoman Hunter SECONDED: Councilman Levine VOTE: Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye; Councilman Goodman, aye; Councilman Levine, aye; Councilwoman Hunter, aye; Councilman DePaolo, aye. Motion Carried - Unanimous. Agenda Item No. 10c — Discuss Digital Recording of meetings (Attachment #n Supervisor Engman introduced this item. Councilman DePaolo suggested that Karen Billings introduce this item; he and Councilwoman Hunter would fill in as needed. Karen discussed the process that she has been using for the past few months as outlined in Attachment #. Councilwoman Hunter added that the question before the board becomes, can we move away from our current 30 — 40 pages of transcribed minutes and move to paper minutes comprised of a recap of the resolutions and a very brief statement that a discussion happened. Should we want to refresh our memories about the discussion, we could listen to the audio, as opposed to reading it. The discussions would be indexed, so that we could go directly to that portion of the audio — the indexing is an essential part of this. Councilwoman Hunter said that a great deal of resources is expended to type these minutes and she cannot see the value. The transcriptionist is often times tasked with trying to condense conversations that are not easily condensed, resulting in verbatim transcription. Councilwoman Hunter asked if there was a way that the Board members could get a digitized, indexed minutes posted to a private Web area (IntraNet) , so that the . board members could experiment with this new concept and figure out if this fits their needs. Councilwoman Hunter cautioned that we never want to walk away from the ability to have something transcribed and Board members should be able to go to the Town Clerk ' s office and ask for transcription of particular areas of a meeting, and the Board should maintain that ability. Councilwoman Hunter said that if the Board is attempting to cut costs, this might be a way to do it. Councilman DePaolo added that Lisa Carrier-Titti could create a potentially hidden Web page, which would be good practice for her as well ; allowing her to streamline her system . Councilman DePaolo stated that Lisa could post recordings of the meetings at a page that only this group has the address to . We could go listen and check out things behind the scenes. He explained that it ' s the easiest way to do this, allowing for people to check this out from home, instead of coming in to Town Hall , Councilman DePaolo ' s Town Board Study Session July 27, 2009 Page 15 of 18 FINAL larger question was about archiving of the audio — how long do we want to save them? He talked about the pros and cons of maintaining the audio and potential liability. Councilman Stein said that the amount of time spent on transcription is not worth what we pay and agreed that the digital recordings are more accurate and thought this is a great concept. Councilman Stein said that there is a problem concerning the ability to be easy going and the comments that are recorded, which could be misinterpreted. Councilman DePaolo said this should not matter; more people may appreciate colloquialisms than rue them and we don ' t have to post the meeting minutes the day after the meeting. We can provide the written minutes within a specified period of time; then the audio postings could lag by a month. We are not required to make every word available to everybody within thirty seconds. Councilwoman Leary said that eventually we do . Councilwoman Hunter said that we have two discussions going on : (1 ) operationally — do we want to continue with some kind of verbatim minutes; (2) do we want to post this up on the Web? Councilwoman Hunter said that she does not favor posting things up on the Web . People interested in what is going on at a Town Board meeting should go to the meeting. The tapes are here already, and available to people. Councilwoman Hunter said there are two different discussions, because we have always recorded the minutes; people have always been able to come and get them . This would merely change how we prepare our official copy of the minutes, which is a paper copy of the minutes. For our own purposes we would maintain this audio . As long as we have it, someone could ask for a copy of it. And then we want to discuss whether or not we want to put them up on the Web? Councilwoman Hunter gave an analogy to clarify her point in order to explain her concern for the public and how misspoken words at a meeting can play havoc in his/her life later on. She explained that people need to be able to talk to their representatives without having what they say go up on the Web . Councilman Goodman said that it ' s about time we did this, adding that we are way behind most legislative bodies. The County audio and video tapes its meetings. He said making this available to a great number of people is a wonderful idea. Councilman Goodman added that he would like to see our meetings put on public access, like the city' s, the county' s and the school district. If we 're getting the audio, Councilman Goodman said that putting them up on the Web is a good idea and he agreed with a time lag and saving the money is a great idea. He said that if we need to censor ourselves a little bit, so be it — that ' s the way the world is going. Everybody should be aware that anything said can be captured by cell phone, saying he doesn ' t think this will squelch our debate. Supervisor Engman summarized : there is support for going ahead, at least creating the beta of the design and we could go there and listen to it if we want to check out how the system works. We reserve the right to determine whether it will be put on the Web or simply kept as a recording on request only — we can decide that later. Supervisor Engman asked if additional equipment would be needed; Karen replied that additional software would be needed with perhaps a $200 price tag. Judy asked about the Planning Board and Zoning Board. Board members said they have the authority. Supervisor Engman suggested working on Town Board first and then migrate to the other Boards . Councilman DePaolo said it ' s a good idea to see how things go behind the scenes as a way of determining whether or not we want to go forward with making stuff available on the Web . Councilman DePaolo said that he is of the mind that we do ; as long as we tell Town Board Study Session July 27, 2009 Page 16 of 18 FINAL people up front that they' re being recorded, then there' s nothing to fear from their outburst. Councilman DePaolo spoke to Councilwoman Hunter to confirm what he position is, by asking if Councilwoman Hunter felt that the fact that these would wind up on the Web would be a deterrent and people wouldn 't come before the Board. Councilwoman Hunter said that actually people might feel less comfortable and it seems like an unfortunate by-product of coming to talk to your local government, is that your statement is now out there. Supervisor Engman said that one of the ways of dealing with that is that by law we're not able to require that somebody give their name and address. If somebody wishes not to, then we could just have Speaker # 1 ; Speaker #2, so it can be identified on tape. Speakers do not have to give their name, or where they live; that ' s very clear in state law. We could let people know in advance, if they do not want their name on the Web, then do not give your name at the meeting. Councilman Goodman said that he would assume, that ' s not an official part of our minutes because we just have to keep actions of the Town Board. Councilman Goodman went on to say that the fact that we give the public an opportunity to come in, doesn ' t mean that we have to report as an official part of our minutes what the public comes to tell us. We can just leave that out all together. Councilman DePaolo said he believes that Bob Freeman would disagree with this, saying it' s a record because it is a recording that we made with public money, with material that was funded by the public; therefore it' s a record. Councilman Goodman agreed that we may have to keep it as a record but it is not part of our official minutes, so we don' t have to make it available, Councilman DePaolo agreed and said that we would make it available if requested. Councilwoman Hunter added that this is what we would be putting on the Web . Councilman Goodman said that we don' t have to put that portion on the Web, if we don't want to . Councilman Stein added that much of this can be decided later. Supervisor Engman closed discussion by conveying that this is a test and we can always return to the old fashioned way. Karen Billings stated that we have been posting a sign at every meeting stating that digital recording is occurring and suggested that any of the board members who talk should either be introduced by the Supervisor or state his/her name prior to speaking. This introduces listeners to who is talking when they listen to the audio . Karen gave a brief demonstration of the digital recording with indexing that she has been doing. Councilman DePaolo elaborated about the recording and discussed the time bar in the recording program that allows listeners to go to the area of the recording they wish to hear. Supervisor Engman asked board members if the meeting could be moved along, because he has to attend a Common Council Committee Meeting at 7 p.m. Supervisor Engman asked the board members if item Agenda Item No . 11 could be skipped because he wanted to make sure the board had time for Report of Committees and Executive Session. Councilwoman Leary asked to hold an Executive Session to discuss the employment history of a particular person. Supervisor Engman said that there are actually two people to discuss and Councilwoman Leary said that she does not think it ' s just informational . Agenda Item No. 11 — Discuss mail out costs — CANCELLED Due to time constraints, Supervisor Engman asked to postpone discussion of mail out costs. Town Board Study Session July 27, 2009 Page 17 of 18 FINAL Agenda Item No. 12 — Report of Town Committees . Supervisor Engman asked if any board members had anything to report; Councilman Goodman reported that the Trail Committee is talking about an event in the fall to highlight town trails and also there was a survey. Councilman Goodman wanted to let board members know that Saturday, September 26th is the date they' re thinking about. There will be a press conference, a trail clean up and maybe a guided walk of various trails . More details to follow, but please put this on your calendars. Executive Session — Supervisor Engman called for an Executive Session to discuss the employment history of particular persons and asked for a motion. Upon a motion by Supervisor Engman and seconded by Councilman Stein the board members adjourned to Executive Session. The Town Clerk was asked to leave and Tee-Ann Hunter recorded the ending motions. Upon a move by Councilman Stein and seconded by Councilman Goodman the Town Board members ended Executive Session and returned to the regularly scheduled meeting. Adiourn - Upon a move by Councilman Stein and seconded by Councilman Goodman the Town Board Study Session of Monday, July 27, 2009 was officially adjourned. Respectfully Submitted, Karen M. Billings Town Clerk Town Board Study Session July 2Z 2009 Page 18 of 18 fC00000010 - Stu 0 gaol ( aza To : Town of Ithaca Board From : Bill Gilligan, Town Representative on the Ithaca Board of Fire Commissioners Subj : Ithaca BFC Report and Introduction Date : July 27, 2009 By way of transition from Bob Romanowski' s long tenure reporting to you on the items before the Board of Fire Commissioners and the operation of the Ithaca Fire Department, I'd like to introduce myself and provide a brief overview from my perspective of some of the upcoming items and challenges facing the Board and the Ithaca Fire Department. I've been a resident of the Town of Ithaca since 1978 and an active member of the Ithaca Fire Department since 1989 . 1 was appointed to the Board of Fire Commissioners in 2005 . I've worked at Cornell University in various financial and administrative capacities since 1986; currently, I' m the administrative manager for the Department of Mathematics. Prior to joining Cornell, I was Public Health Administrator for the Tompkins County Health Department and held other administrative position before that . Current Challenges facing the Board and the Ithaca Fire Department: The departure of two long term members from the Board of Fire Commissioners — Bob Romanowski and Paul Alexander, represents a significant loss, from the Board, in the institutional knowledge of the Board, the Ithaca Fire Department, and the Volunteer System . In addition, at the end of August, Fire Chief Brian Wilbur will be retiring from the department after 20 plus years in the department, most of them as Chief of the department — a significant loss to the department and to the community. Finding his replacement will be an important and critical issue in the long run . The good news, for the short term, is that there is a sound, well functioning team in place to manage the operation of the department while the search for a new chief occurs . The Fire Department is in the process of preparing its 2010 operating budget for the City. The BFC will be reviewing the plan developed by the Department, at the rescheduled July BFC meeting — on Tuesday, July 28, 2009 . The annual budget process is never easy, and will, I expect, be more challenging in the coming year for both the city council and town board to balance service needs with fiscal constraints . There are various items the Board has been discussing for several months that need to be resolved : Distribution of 2% Foreign Fire Insurance funds from town of Ithaca, resource recovery legislation, traffic calming/road blockages on South & Wood streets, review and update of the City Charter as it relates to the role and responsibilities of the Board of Fire Commissioners. A new contract for Fire Service between the City and Town is nearing completion . The Board of Fire Commissioners currently has 3 out of 5 positions filled and a quorum for Board action requires everyone to be present for a vote . It is important that the vacant positions on the Board be filled as quickly as possible . The current vacancies include one city representative and one town representative . Lone Ranee Items & Issues Review of the Role of the Board of Fire Commissioners. Updating City Charter and future agreements between City and Town on the role of BFC to reflect this role . Determining the level of fire/emergency service needed/desired in the community and determining how to fund it . Types and role of Volunteers in the Department . There are currently 3-4 active interior or fire ground support volunteers. In addition, there are approximately 8- 10 Fire Police Volunteers. Are there opportunities for increasing the number of volunteers — what level of support financial and administrative would be required for different options. Should/can the Bunker program that existed until 2006-07 be redeveloped . The role and responsibilities of the Volunteer companies. What are the facility and equipment needs of the department — replacement stations, fire engine and aerial truck needs, other support apparatus . Training facilities . Consideration of opportunities for inter- municipal cooperation and consolidation of services. Mutual aid arrangements with other departments in the area . Exploration of the possibility for a Fire District to serve the community. I look forward to working with the Town Board on these and undoubtedly a number of other items and issues that will arise over the coming months . r 40 w CD O C. m O 0 W V M M .P W N j 0 (D W V M (n ? 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O O O O O O O O O O O O O O O O O O O O O 0 01010101c:) 0 0 0 0 0 0 0 0 010 0 0 0 0 0 _ 3 \ O 6S fA ^a CA) 61) 1 L "��-- 1 . 1 1 1 ffl ffl E9 6i> fA -t O O 69 O O Ul W OD W H O p1 co O 40 (O V7 N O V V N V O O O O 07 V NUN Ul (p W O O O 0 0 0 O O O O O 0 0 0 0 0 0 0 0 0 0 0 0 r1 z 0 y1 CD N W N W -CO M 69 � � V N W N i N W (n 1 N O1 a rn 1 0 0 o rn 0 0 0 O O (D 0 0 0006000 0 0 0 0 C . 0 0 0 0 0 0 0 0 69fo69696fl69 fli (0 ffl6c) 6969f2f) 4EHfHEflfflffl6969 6fl r* a c v _ n �? o O7 �L ;hL O) i N W 1 N (0 1 1 1 1 ,46 1 (� O) O 1 N W N 1 N W (O (O W W OD W W Ul i ( 0 0 4 0 0 0 m Ln V (n V P O V (O O V V (o N W W 0 0 0 0 0 0 U1 CD O O M M M N O O V - O O o M 0 0 0 0 0 0 O M 0 0 0 0 0 OD W O W M O O O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0000000000000000 O O O O 00 �Q 'f� o CAJW mod, a(/I f A l�a�l�- A,/� :,e 'i > Poo 10 7j Je'71MV L7 . ✓ iQ JUL 16 2009 � I..: . IOtiYl4 .s . INCORPORATED 1867 CODEEPi `c NEW YORK BOARD OF FIRE UNDER 40 Fulton Street • New York • N. Y. 10038-1857 Telephone (212) 227-3700 Fax (212) 385-3740 Christopher S . Gill President Jut 1 '3 ,' 20W ` Bear Sir/Madam: After more than 200 years of existence,, I must regrettably inform you that the New York Hoard of Fire Underwriters will be no longer provide electrical inspection services effective October 16, 2009 . The New York Board of Fire Underwriters will discontinue receiving new applications for inspection. effective July 14, 2009. We will however honor and provide service for all pre — existing applications until October 16, 2009 . We respectfully ask and encourage you to make arrangements to have as many appropriate final inspections as possible within this ti.meframe. We will remain staffed until October 16, 2009 in an etTort to achieve a seamless transition in your inspection needs . 1 would like to take the opportunity on behalf of the Board of Fire Underwriters to thank all of the contractors, municipalities, and utilities that have supported us for many years. Our departure from the industry is most unfortunate but as a result of the poor economic climate and the transformation of the inspection business we are no longer able to sustain our efforts. Our customer service center in Syracuse as well as the administrative office in NYC will remain open and staffed during this time to assist you in any way possible. Should you have any questions or concerns regarding the Board' s dissolution, I ask that you contact the undersigned or any Chief Inspector for further information . Every attempt is being made to make this an organized, legal and honorable transition. Best Regards, i r >� T Christopher S . (Jill i� oUAr / a w7 1X0 0 l o J► At tom- SLR y � Town of Ithaca and Chas Bruner Agreement for Electrical Inspection Services THIS AGREEMENT is made this 28 day of July, 2009 between the TOWN OF ITHACA with offices at 215 N. Tioga St. , Ithaca, N.Y. 14850 (hereinafter referred to as the "Town") and Chas Bruner whose address is 602 Valley Rd. Brooktondale, New York 14817 (hereinafter referred to as the "Contractor"), The Town and Contractor agree as follows: 1 . Services to be Performed. Contractor agrees to perform the following services for the Town. To perform in a timely manner electrical inspections in the Town to determine whether work has been performed in compliance with the, requirements of the most recent versions of the National Electrical Code, local codes and laws, and the New York State Uniform Fire Prevention and Building Code or any other applicable State Code, and to complete and file with the Town in a timely manner all appropriate reports and certificates associated therewith. 2. Fees. The Contractor shall be paid $50/hour for travel and time associated with services to the Town. All time will be billed on an hourly basis, to the nearest one- half of an hour. The Town has no obligation to utilize the services of or pay the Contractor for any minimum number of hours. Mileage shall be reimbursable at the 2009 IRS Standard Mileage Rate. The Contractor will not bill for any other .disbursements, such as long distance telephone charges or meals . Town will bill and collect from the owners of inspected properties all fees for the electrical inspections and the Contractor shall not receive or have an interest in such fees . 3 . Term of Agreement. The term of this Agreement shall. be from July 28, 2009 to December 3.1 , 2009, unless earlier terminated by either party. .Notwithstanding the term set forth above, this ° Agreement may be terminated by either party at any time without cause upon seven (7) days prior written notice to the other party, in which case the Contractor shall be paid for the satisfactory work performed to the date of termination. This Agreement may be terminated immediately by either party upon the breach of any of its terms by the other party. Termination shall be effected by the breaching party' s receipt of a written notice of termination setting forth the manner in which the party is in default. In the event of the Town' s termination for Contractor' s default, the Contractor will be paid only for services performed in . accordance with this Agreement. If it is later determined by the Town that the Contractor had an excusable reason for not performing, such as a strike, fire, flood, or other events which are not the fault of or are beyond the control of Contractor, the Town may allow the Contractor to continue work, or treat the termination as a termination without cause. 4. Quality of Work. The Contractor shall perform services using that degree of skill and care ordinarily exercised under similar conditions by experienced, qualified, Town of Ithaca Agreement for Services competent and reputable professional electrical inspectors practicing in the same field in the same or similar locality at the time of performance. 5 . Certification. The Contractor shall provide to the Town proof that he is certified by the International Association of Electrical Inspectors for electrical inspection of residential and all other types of construction. 6 . Payment for Services. Payment for services shall be submitted on the standard Town voucher which will list the activities, expenses , the dates on which performed, supplied or incurred, and, if applicable, the time spent on each indicated date for which the Town is being billed. Unless otherwise agreed, the vouchers shall be submitted monthly covering services for the preceding month. The Town Board will review same and, if acceptable, pay for the services and/or products after submission of the vouchers to the Town Board and approval of same by the Board in compliance with the Town Board' s statutory duties to audit claims for payment. 7 . Relationship. The Contractor is, for all purposes (including, without limitation, withholding of income tax, payment of workers' compensation, and payment of FICA taxes) an independent contractor and no employer-employee relationship is intended, implied or created by this Agreement. Contractor shall determine the times and manner of performance of any services for the Town hereunder consistent with the overall obligations to complete the. work contemplated by this Agreement. Contractor shall be free to devote such portions of his time not required for the performance of services to the Town in such manner as Contractor sees . fit and for such other persons, firms, or entities as Contractor deems advisable, provided that such other services do not constitute a conflict of interest with the interests of the Town. 8 . Ownership of Products of Service. All work products of any services to be performed hereunder shall be the property of the Town, and the Town is vested with all rights therein, including the right to use, duplicate, distribute, share or sell such materials, without any further compensation of any nature to Contractor. If patents or copyrights may be obtained with respect to such work, the Town shall own same and have all rights to same without further compensation to the Contractor. The Contractor retains the right to use the information also. 9. Insurance Requirement. Throughout the term of this Agreement, Contractor shall procure and maintain the insurance described in this Section 8 . Upon execution of this Agreement, the Contractor hereby agrees to effectuate the naming of the Town as an unrestricted additional insured on the Contractor' s insurance polices, with the exception of workers' compensation and professional liability. The Contractor agrees to indemnify the Town for any applicable deductibles. The policies naming the Town as an additional insured shall. • Be purchased from an A.M. best rated "secured" New York State licensed insurer. • Contain a 30-day notice of cancellation, non-renewal or material change. 2 Town of Ithaca Agreement for Services • State that the organization's coverage shall be primary coverage for the Town, its Boards, officers, employees, agents and volunteers. • The Town shall be listed as an additional insured by using endorsement CG 2026 or broader. The certificate must state that this endorsement is being used. If another endorsement is used, a copy shall be included with the certificate of insurance. • Be written on an occurrence basis. Required Insurance: • Commercial General Liability Insurance $ 1 ,000,000 per occurrence/ $2,000,000 aggregate. • Automobile Liability $ 1 ,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles. • Workers' Compensation and N.Y.S. Disability Statutory Workers' Compensation, Employers' Liability and N.Y. S . Disability Benefits Insurance for all employees. • Professional Errors and Omissions Insurance $ 1 ,000,000 per occurrence/ $2,000,000 aggregate for the professional acts of the Contractor performed under this Agreement for the Town. Contractor acknowledges that failure to obtain such insurance on behalf of the Town constitutes a material breach . of contract. The Contractor is to provide the Town with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of the Town to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any and all rights held by the Town. The Town is a member/owner of the NY Municipal Insurance Reciprocal (NYMIR) . The Contractor further acknowledges that the procurement of such . insurance as required herein is intended to benefit not only the Town but also the NYMIR, as the Town' s insurer. 10. Workers Compensation and Disability Insurance. Upon execution of this Agreement, the Contractor shall present to the Town proof either that the Contractor provides the levels of workers ' compensation and disability coverage required by the State of New York or that the Contractor is not required to provide such coverage. 11 . Indemnity. The Contractor agrees to defend, indemnify and hold harmless the Town, its elected officials , public officers, employees, and agents from and against all losses or claims, and costs incidental thereto (including costs of defense, settlement and reasonable . attorney ' s fees) which any or all of them may incur, resulting from bodily injuries (or death) to any person, damage (including loss of.use) to any property, other damages , or contamination of or adverse effects on the environment, caused by the acts or omissions of Contractor or Contractor' s employees, agents or subcontractors, with respect to this Agreement. To the extent the Town is negligent, Contractor' s 3 Town of Ithaca Agreement for Services indemnification shall not extend to the proportion of loss attributable to the Town ' s negligence. 12 . Contractor May Not Assign. This Agreement may not be assigned by the Contractor without the previous written consent to such assignment from the Town, which consent may be withheld entirely at the discretion of the Town, it being understood that the Town is making this Agreement personally with the Contractor and is not intending that it be performed by any other person or entity. 13 . Binding Nature of Agreement. This Agreement is binding upon the parties, their respective representatives and successors and, when assignment is permitted, assigns. 14. Governing Law, Jurisdiction, and Enforcement. This Agreement is made in New York, and shall be construed under the laws of the State of New York without regard to, or the application of, New York State' s choice of law provisions. Both parties consent that if any action is brought to enforce this Agreement, it shall be brought in an appropriate Court in Tompkins County, New York, and both parties consent to the jurisdiction of such court. 15 . Notices. Any notices or other communications given under or in relation to this Agreement shall be deemed duly given if served personally or by commercial courier service upon the other party at the address set forth above, or, if the mails are operating, mailed by certified mail to the other party at the address set forth above, return receipt requested. All no shall be effective upon the date of receipt. Either party may change the address to which notices are sent by giving notice of such change in the manner set forth above to the other party. 16. Entire Agreement. This Agreement constitutes the entire agreement between the parties and supersedes any and all prior written or oral agreements, negotiations or understandings , existing between the parties. This Agreement may be amended only by written instrument signed by each party. 17 . Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating responsibility or liability between Contractor and the Town shall survive the completion of services hereunder and the termination of this Agreement. 18 . Claims and Disputes Arbitration. The Town may elect to subject disputes arising out of this Agreement to resolution by mediation or arbitration or litigation. This election can be made at any time up until sixty (60) days after the claim or dispute arises in writing. If the Town does not make an election, the dispute shall be subject only to litigation. Unless otherwise agreed by the parties at the time of such election, the rules governing mediation or arbitration invoked by the Town shall be the Commercial Arbitration Rules and Mediation Procedures of the American Arbitration Association. Contractor hereby waives the right to elect the method of dispute resolution and agrees that this waiver is supported by sufficient and appropriate consideration. 4 Town of Ithaca Agreement for Services 19. Severability. If any provision of this Agreement is deemed to be invalid or inoperative for any reason, that part may be modified by the parties to the extent necessary to make it valid and operative, or if it cannot be so modified, then it shall be deemed severed, and the remainder of this Agreement shall continue in full force and effect as if this Agreement had been signed with the invalid portion so modified or eliminated. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year written below. TOWN OF ITHACA CONTRACTOR By: By: erbert gms Chas Bruner Town pervis Independent Contractor Date. o2S` Date: 5 TOWN OF ITHACA o of � T'Sy� 215 NORTH TIOGA STREET, ITHACA, N . Y. 14850 7 /� ' /� y v www.town . ithaca. ny. us � a zi o4� CODE ENFORCEMENT - BRUCE W. BATES, DIRECTOR w w � Phone (607) 273- 1783 Fax (607) 273-5854 SINGLE , ONE & TWO FAMILY RESIDENTIAL OCCUPANCY FEES : Terms & Conditions • Applications are valid for a period not exceeding one year from the date of issue. • Open Wall/Trench inspections are mandatory before finish surfaces or final grade being established . • A visit fee of $50.00 will be charged for each additional visit over the number of visits included • Applicants who withdraw an application are subject to a withdrawal fee of $25 . 00 *Flat Rate Residential Inspection Fees Visits Cost Included Service Only** 2 $68. 00 100 — 400 am Square Ft 0-299 3 $75. 00 *" On a residential job inclusive of a 300-699 3 $90.00 service, and any other work, the residential 700- 1199 3 $ 120 .00 inspection fee category applies. 1200- 1799 3 $ 150 .00 1800-2399 3 $ 180 .00 2400-2999 3 $210 . 00 3000-4000 3 $240.00 Above 4000 3 $Reg . quote Swimming Pool 3 $90. 00 Residential Survey 1 $90.00 COMMERCIAL OCCUPANCIES FEES COMMERCIAL ELECTRICAL SERVICE INSPECTION Terms & Conditions: • Applications are valid for a period not exceeding one year from the date of issue. • Open Wall/Trench inspections are mandatory before finish surfaces or final grade being established. • Application fee of $ 100.00 • Flat fee of $70.00 per hour, charged to the nearest quarter hour/ 30 minute minimum • Applicants who withdraw an application are subject to a withdrawal fee of $25. 00 REGULAR MEETING OF THE ITHACA TOWN BOARD MONDAY, July 27, 2009 TB RESOLUTION NO . 2009 — /Po SETTING OF INTERIM ELECTRICAL INSPECTION FEE SCHEDULE WHEREAS , the Town of Ithaca learned on July 16 , 2009 that the New York Board of Fire Underwriters , an electrical inspection agency, stopped taking new applications for electrical inspections as of that date , and it will cease business entirely effective October 16 , 2009 , and WHEREAS , until July 14 , 2009 , electrical inspections services had been provided to the Town of Ithaca by the New York Board of Fire Underwriters, and WHEREAS , to assure the continuation of quality electrical inspection services , the Town Board of the Town of Ithaca has designated Chas Bruner as its interim provider of electrical inspection services , and WHEREAS , because the New York Board of Fire Underwriters billed and collected all fees for its services from owners of inspected properties and retained all such fees , the Town of Ithaca has no fee schedule established for electrical inspections , and WHEREAS , pursuant to its contract with Chas Bruner the Town will bill and collect from owners of inspected properties all fees for electrical inspections, and WHEREAS , the Town Board has reviewed the attached Fee Schedule , NOW THEREFORE BE IT; RESOLVED , that the Town Board hereby approves and adopts the attached Electrical Inspection Fee Schedule as its interim Electrical Inspection Fee Schedule for the period of July 28 , 2009 through December 31 , 2009 . MOVED : SECONDED : Le VOTE : 14 #261 a e lraAg 4 TOWN OF - ITHACA 215 NORTH TIOGA STREET, ITHACA , N . Y . 14850 � www . town . Ithaca . ny . us JUL '174 009 TOWN CLERK'S OFFICE PHONE (607) 273-1721 FAX (607) 273 =5854 Town of Ithaca Town Clerk TOWN OF ITHACA NOISE PERMIT APPLICATION NAME/ORGANIZATION : lthaaEa College Gs1}veeal } en PERSONS RESPONSIBLE FOR EVENT. Janet Wigglesworth / Peggy Termina ADDRESS : 953 Danby . Rd . , Ithaca NY PHONE NUMBER : 274 -3041 ADDRESS OF PROPOSED EVENT, 953 Danby Rd . , Ithaca NY PROPERTY OWNER : Ithaca College DATE PROPERTY OWNER NOTIFIED : July 11 , 2009 DATE APPROVAL OF PROPERTY OWNER GIVEN : Ju�y . } , _ 2po9 • DATE/TIME SCHEDULE OF PROPOSED EVENT, August 24 , 2009 ; 10 : 30 am - 12 : 00 pm ESTIMATED NUMBER OF PERSONS ATTENDING EVENT: 1250Q SIGNATURE . OF PERSON RESPONSIBLE FOR EVENT. REASONS FOR SUCH USAGE . . This event will require music prior to the start of the Convocation Ceremony Music will be played from 10 : 30 - 11. : 00 am . PLANS AND SPECIFICATIONS OF THE USE Convocation is an . annual Ithaca College event that begins with outdoor music and continues indoor ' s for the actual ceremony . A sound check is done at 10 . 00 am NOISE ABATEMENT AND CONTROL METHODS TO BE USED: Music will be controlled by Ithaca College and Northeastern Production Systems . Controllprs will be instructed to play the music to be heard in the academic quad on Town of Ithaca Noise Permit Approved May, 13, 2002 -072 TB Resolution No. 2002 STUDY SESSION MEETING OF THE ITHACA TOWN BOARD MONDAY, JULY 27 , 2009 TB RESOLUTION NO , 2009- : RESOLUTION TO SET A PUBLIC HEARING REGARDING A NOISE PERMIT APPLICATION ; RECEIVED FROM ITHACA COLLEGE FOR AN EVENT TO BE HELD ON THE ITHACA COLLEGE CA_ MPUS ON MONDAY, AUGUST 24, 2009 FROM 10 : 30 a . m . TO NOON WHEREAS , the Town Clerk' s office received a Noise Permit application from Ithaca College requesting per Lon to hold an event on the Ithaca College Campus on Monday, August 24 , 2009 , from % m . to Noon for the purposes of its Convocation ; and WHEREAS , the application states that the event begins with outdoor music to start the Convocation Ceremony and such music will be played between the hours of 9'w30" a . m . and 11 : 00 a . m . ; NOW THEREFORE BE IT RESOLVED , that the governing body of the Town of Ithaca shall set a public hearing for Monday, August 10 , 2009 at p . m . to hear public comment regarding Ithaca College' s application for a Noise Permit; and FURTHER RESOLVED , that the Town Clerk shall post a notice of the time and place of this . public hearing in the daily newspaper at least ten days prior to the public hearing . MOVED : �- SECONDED : � L VOTE : "�, Q DEMONSTRATION WHY APPLICANT CANNOT CONFORM TO THE ORDINANCE : N /A NAMES AND ADDRESSES OF NEIGHBORS NOTIFIED : An announcement of the event will be sent to the local media and posted on the Ithaca College website . AUTHORIZATION FOR PERMIT (From Town Noise Ordinance) : "Where the enforcement of this Ordinance would create an unnecessary hardship, the Town Board, in its discretion, is authorized to grant a permit for a specific waiver from the requirements of this Ordinance. Such waivers shall be granted only in those circumstances ' where the applicant demonstrates that the waiver is necessary for a valid purpose, that the proposed waiver is the minimal intrusion needed, that on balance the need for and benefits of the waiver outweigh the needs and rights of the surrounding neighbors to a peaceable and quiet environment. A public hearing before the Town Board shall be held in connection with the application not less than five (5) days after publication of notice of such hearing in the Town 's official newspaper. . The issuance of permits shall be discretionary. The Town Board may impose any conditions deemed necessary by such Board to minimize the intrusion of sound that might oc cur by the exercise of the privileges granted by the permit. " Applicant must conform to all provisions set forth in the "Ordinance Regulating Noise in the Town of Ithaca ". Please refer to the attached Noise Ordinance. THE UNDERSIGNED APPLICANT AFFIRMS THAT THE FOREGOING INFORMATION IS TRUE, COMPLETE AND CORRECT: SIGNATURE OF APPLICANT: DATE : DATE APPLICATION RECEIVED Y TO CLERK: DATE APPROVED BY TOWN OF ITHACA TOWN BOARD : RESOLUTION NUMBER GRANTING AUTHORIZATION FOR PERMIT : Town of Ithaca Noise Permit Approved May, 13, 2002 TB Resolution No. 2002-072 ,� RECEIVEDO JUL 1 z 2009 TOWN OF ITHACA 215 NORTH TIOGA STREET , ITHACA , N . Y . 14850 Toy0ex,www . town . ithaca . ny . us v i TOWN CLERKS OFFICE ,g PHONE (607) 273=1721 FAX (607) 273-5854 S L I TOWN OF ITHACA NOISE PERMIT APPLICATION This._form_must_be_sub...mitted.to the.._Town ,Clark_'.s... ffr..� :.._with .. . a _rrrent,._45.c��� s,_rn_4�r�v �r�c� ofthe tarrrr�ts r.�c#ivit L �i/ R7 Y i co ? . .... v NAME/ORGANIZATION : j L L�� A�( T RA�(:i �.1 k� PERSON ( S) RESPONSIBLE FOR EVENT : . lC(•��C . I /'r/ � ; ou!�c v �-- ADDRESS : '`Jlo� 0� l_,f PHONE NUMBER : ADDRESS OF PROPOSED EVENT: Vi-L c4g,`'Irt PROPERTY OWNER : ) DATE PROPERTY OWNER NOTIFIED : DATE APPROVAL OF PROPERTY OWNER GIVEN : co�� f } DATE/TIME SCHEDULE OF PROPOSED EVENT: 4J� � T �� �� T � �� t� ESTIMATED NUMBER OF PERSONS ATTENDING EVENT: SIGNATURE OF PERSON RESPONSIBLE FOR EVENT : ` REASONS FOR SUCH USAGE : PLANS AND SPECIFICATIONS OF THE USE . _ Vol U � [ L Sl�iv �UP ( L S NOISE ABATEMENT AND CONTROL METHODS TO BE USED : A xa- c t1 � U � Cc l a 'rn vnr j S Low — g© T /�� Cx :��/ �� ;Y s - j"1 STUDY SESSION MEETING OF THE ITHACA TOWN BOARD MONDAY, JULY 27 , 2009 • TB RESOLUTION NO . 2009 v RESOLUTION TO SET A PUBLIC HEARING REGARDING A NOISE PERMIT APPLICATION RECEIVED FROM HILLEL AT - ITHACA COLLEGE FOR AN EVENT TO BE HELD ON THE ITHACA_ COLLEGE CAMPUS ON SUNDAY, AUGUST 31 , 2009 FROM 4: 30 p . m . to 6 : 30 p . m . WHEREAS , the Town Clerk's office received a Noise Permit application from Hillel at Ithaca College requesting permission to hold an event on the Ithaca College Campus on Sunday, August 31 , 2009 , from 4 : 30 p . m . to 6 : 30 p . m . for the purposes of its welcome Bar- B-Que and outdoor event; and WHEREAS , the application states that the event will have amplified music ; NOW THEREFORE BE IT RESOLVED , that the governing body of the Town of Ithaca shall set a public hearing for Monday, August 10 , 2009 at ' dZp . m . to hear public comment regarding Hillel at Ithaca College' s application for a Noise Permit; and FURTHER RESOLVED , that the Town Clerk shall post a notice of the time and place of this public hearing in the daily newspaper at least ten days prior to the public hearing . MOVED : . SECONDED : L VOTE : . d Town of Ithaca Noise Permit Application Page 2 of 6 DEMONSTRATION WHY APPLICANT CANNOT CONFORM TO THE ORDINANCE : NAMES AND ADDRESSES OF NEIGHBORS NOTIFIED : Wr < < o AUTHORIZATION FOR PERMIT (From Town Noise Ordinance) : "Where the enforcement of this Ordinance would create an unnecessary hardship, the Town Board, in its discretion, is authorized to grant a permit for a specific waiver from the requirements of this Ordinance. Such waivers shall be granted only in those circumstances where the applicant demonstrates that the waiver is necessary for a valid purpose, that the proposed waiver is the minimal intrusion needed, that on balance the need for and benefits of the waiver outweigh the needs and rights of the surrounding neighbors to a peaceable and quiet environment. A public hearing before the Town Board shall be held in connection with the application not less than five (5) days after publication of notice of such hearing in the Town 's official newspaper. The issuance of permits shall be discretionary. The Town Board may impose any conditions deemed necessary by such Board to minimize the intrusion of sound that might oc cur by the exercise of the privileges granted by the permit. " Chapter 184 of the Town of Ithaca Code ( Noise) , Article III ( Permits) , Section 184- 12 , titled " Permit procedure : "B. The Town Board may in its sole discretion waive the 45 day application filing requirement upon good cause shown or for other unique, special or extenuating circumstances. * C. At the time of the filing of the permit application, the applicant shall pay the Town a nonrefundable noise permit application fee as specified in Chapter 153, Fees, of the Town of Ithaca Code. "* Chapter 153 of the Town of Ithaca Code , § 153- 14 . Noise permits . "§ 153- 14. Noise permits. A. The application fee for a noise permit shall be $50*. B. The application fee for more than 1 but no more than 6 noise permit applications submitted simultaneously by a single entity, representative or agent thereof, for events occurring at a single address within a consecutive 6-month period, shall be $ 100. No two 6-month periods shall overlap. ** Town of Ithaca Noise Perndt - Approved May, 13, 2002 - TB Resolution No. 2002-072 'Revisions: October 20, 2008 — Local Law # 200814 and 2008-15 "Revisions: Local Law 2009-4 T.,, Town of Ithaca Noise Permit Application Page 3 of 6 C. Applications submitted simultaneously shall be reviewed, and determinations shall be rendered, on an individual basis. "" Applicant must conform to all provisions set forth in the "Ordinance . Regulating Noise in the Town of Ithaca ". Please refer to the attached Noise Ordinance. THE UNDERSIGNED APPLICANT AFFIRMS THAT THE FOREGOING INFORMATION IS TRUE, COMPLETE AND CORRECT. SIGNATURE OF APPLICANT : �' DATE : I C� DATE APPLICATION RECEIVED BY TOWN CLERK: DATE APPROVED BY TOWN OF ITHACA TOWN BOARD : RESOLUTION NUMBER GRANTING AUTHORIZATION FOR PERMIT: 4 ; nt;o ::•: •;;•: ::::::R:: :•:; : Ottrer.:li?fArrnatlorY ;: :.: . . . Town of Ithaca Noise Permit - Approved May, 13, 2002 - TB Resolution No. 2002-072 'Revisions: October 20, 2008 — Local Law # 200&14 and 2008-15 "Revisions: Local Law 2009-4 o�y OF IT�� AlAzi� � ^+dd `TOWN OF ITHACA L18 21- 215 N . Tioga Street, Ithaca , N .Y. 14850 www .town .ithamny. us TOWN CLERK: (607) 273-1721 FAX: (607) 273-5854 townclerk @town .ithaca .ny .us July 27, 2009 To : Town of Ithaca Town Board Members Topic: Digital recording of meetings Narrative . In order to gradually move toward digital recording of Town Board meetings, we have been doing an experiment for the past few months. Town Board meetings have been dual recorded (digital and analog) . The reason for doing this is twofold : 1 . The cassette (analog) method of recording is archaic, costly and cannot be archived in a format that allows for availability to others across a wide spectrum, such as availability on the Web . 2 . The digital method of recording allows for indexing throughout the meeting and the audio can be made available on the Web . Those wishing to listen to a portion of the audio can refer to the index, go to that section of the recording and selectively listen to just the portion of the audio they wish to hear. We started moving into the digital realm, because it is a good reasonable alternative to the current system. Having the audio portion of meetings available can provide the advantage of less transcription. Under the current system it takes at minimum, 4-6 hours of transcription for every one hour of tape (refer to attachment). Based on this, the cost of transcription to the Town of Ithaca is equal to the annual wage of one full-time employee (approximately, $42 ,000/year) . If audio portions of meetings are available to electeds and to the public, via the Web site, minutes only need to reflect all proceedings of the Board (Resolutions, votes and other board actions) . The recording test has been very successful . The next step is to start posting the audio to the Town of Ithaca Web site and slowly begin to shorten the text portion of the meeting minutes . (Refer to attachment of Tompkins County Web page listing of audio recordings) Any change is difficult, and this change will proceed very cautiously and only with your approval . Part of the transition to producing audio recordings of the meetings and making them available on-line involves voice recognition. Individuals listening to an audio tape may not recognize the . voices of those speaking, therefore having a speaker state his/her name as s/he begins to speak, or be introduced by the meeting chair, is important. Digitally recording allows for indexing throughout the recording. This makes it very easy to go directly to a portion of the meeting and listen to just that portion later on. Additionally, the index of the meetings and the Agenda will be posted with the audio portion of the meetings, allowing for easy search of specific topics. We currently save the audio tapes of all meetings for four (4) months. Along with the move to digital, we are proposing to save the audio portions of meetings for a much longer period of time, and make that audio available at the Town of Ithaca Web site. Summary: For a minimal investment in software, we will be able to provide you with more meeting detail than ever before and save the equivalent of a full-time person' s annual salary. OF 1p _ TOWN OF ITHACA ie 21- - - , 215 N . Tioga Street, Ithaca , N .Y. 14850 �� W � ��' www .town .ithaca .ny.us TOWN CLERK 273-1721 ENGINEERING 273-1747 PLANNING 273- 1747 CODES 273- 1783 PUBLIC WORKS ( Roads , Parks , Trails, Water & Sewer) 273-1656 Fax: (607) 273-5854 e-mail : townclerk @town .ithaca .ny . us MEMORANDUM TO : Herb Engman , Town Supervisor FROM : Karen Billings , Town Clerk RE : Meeting Transcription DATE : Thursday, June 4 , 2009 Based on the question : How long does it take to transcribe a one - hour long recording ? I spent a fair amount of time researching this topic a couple of weekends ago . As this was a question I naturally assumed had a good deal of support and information , I was surprised by the relative lack of information . I was able to find three or four substantive resources and each of them reported essentially the same time ratio : "There is no definite answer to this . Transcription industry standards dictate that 10 to 15 minutes of speech takes one hour to type and therefore a 60 minute recording should take somewhere between 4 and 6 hours to transcribe , based on a good quality recording without any hindering factors . " ( Retrieved on May 15 , 2009 from http : //www . es - transcription co uk/fags htm # How% 201ona % 20does% 20it% 20take% 20to% 20transcribe% 20a % 20one hour% 201ong % 20recordinq) This ratio concurs with our own internal assessment of 1 : 5 - one hour recording : five hours transcription f . This is a low estimate , as meeting transcription deals with various voices , and the transcriptionist is multi- tasking throughout transcription . With this basis for computation , I averaged out the meetings transcribed along with hourly wages of those doing transcription and calculated that the Town of Ithaca meetings are : Town Board Meeting , average time of 4 hours x 1 meeting per month Town Board Study Session , average time of 2 hours x 1 meeting per month Planning Board Meeting , average time of 3 hours x 2 meetings per month Zoning Board Meeting , average time of 2 hours x 1 meeting per month Codes and Ordinances , average time of 2 hours x 1 meeting per month Planning Committee , average time of 2 hours x 1 meeting per month Other Meetings : Personnel , Conservation Board , Records Management, Operations , Public Works and other subcommittees . I calculate that the Town holds approximately 100 meetings per year at an average meeting time of 2 . 75 hours = 275 hours Next, I averaged the hourly wages of those doing transcription , inclusive of Jon Kanter, Sandy Polce , Paulette Terwilliger, Carrie Whitmore and myself and estimate that the average hourly cost for transcription is $ 30 . 50 Using the Ratio of 1 : 5 , the estimated cost to the town for transcription is : 275 hours ( actual taped meeting x 5 hours to transcribe = 1375 hours 1375 hours x 100 meetings per year = $ 41 , 937 . 50 cost of transcription After the meeting minutes are transcribed , they become a record of the town . In order to effectively respond to Freedom of Information law requests , it is necessary to index the meeting minutes . This project requires additional time and filing . Tompkins County New York Legislature - AV Archives Page 2 of 6 Committee meeting audio and video now online Date audio (MP3) video (Real Video) highlights duration (text) July 21 , 2009 audio (38 MB ) video (265 MB) highlights 2 hours , 49 minutes July 7 , 2009 part 1 - audio (38 part 1 - video (272 highlights 2 hours , 41 MB ) MB) minutes part 2 - audio (5 part 2 - video ( 33 19 minutes MB) MB ) June 16, 2009 part 1 - audio (36 part 1 - video (258 highlights 2 hours , 35 MB ) MB ) minutes part 2 - audio ( 15 part 2 - video ( 107 1 hour, 4 minutes MB ) MB) June 2 , 2009 audio ( 35 MB ) video (259 MB) highlights 2 hours , 46 minutes May 19, 2009 audio (28 MB ) video (201 MB) highlights 2 hours, 1 minute May 5 , 2009 part 1 - audio (33 part 1 - video (231 highlights 2 hours , 24 MB)l MB) minutes part 2 - audio ( 12 part 2 - video ( 88 54 minutes MB) MB ) April 21 , 2009 audio (53 MB) part 1 - video ( 174 highlights 1 hour, 41 (3 hours , 34 MB ) minutes minutes) part 2 - video ( 195 1 hour, 53 MB ) minutes April 7, 2009 part 1 - audio ( 39 part 1 - video (279 highlights 2 hours , 44 MB) I MB) minutes part 2 - audio ( 15 part 2 - video ( 106 1 hour, 1 minute MB ) MB) March 17 , 2009 part 1 - audio ( 16 part 1 - video ( 115 highlights 1 hour, 7 minutes MB ) MB ) 1 hour, 54 part 2 - audio (27 part 2 - video ( 196 minutes MB ) MB ) March 3, 2009 part 1 - audio (30 part 1 - video (225 highlights 2 hours , 11 — MB) MB ) minutes part 2 - audio ( 18 part 2 - video ( 133 1 hour, 17 MB) MB ) minutes February 17 , 2009 part 1 - audio (35 part 1 - video (260 highlights 2 hours , 27 MB ) MB ) minutes part 2 - audio (9 part 2 - video (63 37 minutes MB ) MB ) February 3 , 2009 part 1 - audio ( 35 part 1 - video (254 highlights 2 hours , 27 MB) MB ) minutes part 2 - audio ( 19 part 2 - video ( 133 1 hour, 17 http ://www.tompco .net/legislature/ 7/27/2009 Page 1 of 1 Karen Billings From : Lisa Carrier-Titti [LTitti @town . ithaca . ny. us] Sent: Monday, July 27, 2009 10 : 57 AM To: Karen Billings Subject: website space for audio Karen , Looks like we already have plenty of space to add audio files to our site . . . so space is a non-issue. Lisa Lisa Carrier-Titti Network/Records Specialist TOWN OF ITHACA 215 North Tioga St Ithaca , NY 14850 p : 607-273- 1721 ext 132 e: LTitti @town . ithaca . ny. us f: 607-273-1704 w: www.town . ithaca . ny. us 7/27/2009