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HomeMy WebLinkAboutTB Minutes 2010-02-08 Regular Meeting of the Ithaca Town Board Monday, February 8, 2010 at 5 : 30 p. m . 215 North Tioga Street, Ithaca, NY 14850 Y Agenda 1 . Call to Order & Pledge of Allegiance 2 . Persons to be Heard and Board Comments 3 . Report from Tompkins County Legislature 4 . Report from City of Ithaca Common Council 5 . Presentation & Discussion re : Vine Street Cottages Development , 808 Mitchell St , with possible Planned Development Zone a . Consideration of referral to Planning Committee 6 . Presentation of Town Officials a . Annual Reports b . Discussion of Work Plan Priorities 7 , Consider Protocol and Procedures Manual Amendments 8 , Consider Approval to Proceed with Design of the Hanshaw Road Walkway Extension 9 , Consider Notice of Completion and Authorization to Close the Capital Project - Trumansburg Road Watermain Improvements Project 10 . Consider Notice of Completion and Authorization to Close Capital Project - Hanshaw Road Watermain Improvements Project 11 , Consider Authorizing the Town Supervisor to execute an agreement with Babe Ruth League for the use of Tutelo Park Ball Field 12 . Consider Conveyance of Inlet Valley Cemetery and Transfer of Assets from Inlet Valley Cemetery, Inc . a . SEAR b . Accept Conveyance 13 , Consider Library Week Proclamation February 3, 2010 14 . Consider Resolution Supporting a Tax on Sugared Beverages in the Governor's Proposed 2010-2011 Budget 15 . Consider appointment of Interview Committees for Planning Board and Zoning Board of Appeals Members 16 . Consent a . Town of Ithaca Abstract b . Bolton Point Abstract c . Approval of Minutes of November 5th , December 5th , 21St and 31St d . Acknowledge Highway Superintendent's appointment of a Part-Time Typist e . Acknowledge Appointment of Debra DeAugistine as First . Deputy Town Clerk f . Acknowledgement of Deputy Town Clerk appointment and establishment of duties assigned to Codes 17 . Report from Town Committees and Intermunicipal Organizations a . Health Consortium Update 18 . Review of Correspondence 19 , Consider Adjournment February 3, 2010 Regular Meeting of the Ithaca Town Board Monday, February 8, 2010 at 5 : 30 p . m . Present : Supervisor Engman , Deputy Supervisor Goodman , Councilwoman Pat Leary, Councilman Rich DePaolo , Councilwoman Tee Ann Hunter, and Councilwoman Susan Riha Absent : Councilman Levine Staff: Jonathan Kanter, Director of Planning ; Judy Drake , Personnel Manager; Bruce Bates , Director of Codes ; Al Carvill , Finance Officer; Paulette Terwilliger, Town Clerk and Jim Weber, Highway Superintendent and Susan Brock , Attorney for the Town Call to Order Supervisor Engman called the meeting to order and led the assemblage in the pledge of allegiance . Changes were made to the agenda ; adding a discussion on a possible Codes Department position and a discussion on a possible grant with the Ithaca Area Wastewater Treatment Plant ( IAWTP) IAWTP Grant. Dan Ramer from the IAWTP was available for questions and explained that they would like to apply for a grant with the Town as the official municipality or sponsor. The grant is through the American Reinvestment Act through NYSERDA . The deadline is next week . Each municipality has a ceiling of $500 , 000 and the City is using most of theirs for another grant . They could approach Dryden , but given that the Town is not applying for anything else , the money is there . The grant would be for facility-based improvements such as lighting , heating , etc . for $400 , 000 . Supervisor Engman stated that he had checked with Staff to make sure that the Town was not applying for anything else and since this project was planned anyway and the Town would be responsible for 43% of that project , he felt it was a good idea . Discussion followed . The bottom line is that these improvements need to be done and the Town has the opportunity to save the percentage that they would be responsible for. A resolution was drafted , moved and seconded . TB RESOLUTION NO . 2010 = 037 Authorizing the Ithaca Area Wastewater Treatment Plant to apply for NYSERDA RFP-10 funding in the name of the Town of Ithaca Motion made by Councilwoman Riha , seconded by Councilman DePaolo WHEREAS , the Town of Ithaca has the opportunity to apply for NYSERDA funding via Request For Proposal = 10 to help support renovations at the Ithaca Area Wastewater Treatment Plant , TB 2-8-2010 Page 2 of 32 Therefore be it RESOLVED , that the Town Board of the Town of Ithaca agrees to be the applicant for the grant funding . A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously. Persons to be Heard and Board Comments Resident # 1 Spoke against the Vine Street Cottages stating that he grew upon Vine Street and that the proposal he has heard about is too dense and he is against it . He felt it would change the character of the neighborhood too much , increase traffic and noise , and the infrastructure is not in place . He was also concerned about the property values in the area going down because of a change from a quiet street to a very dense housing development . He also mentioned the clear cutting that would have to happen to accommodate such a development . Supervisor Engman clarified for the public that what the Board was considering this evening was a referral to committee which is the first small step in a long process that would have a lot of opportunity for public comment throughout that process . Resident #2 She stated that she was reserving comment until after the presentation but some of her concerns are traffic congestion , stormwater issues , and design issues that will change the landscape and the noise level of the neighborhood . She had questions about setback requirements , road front green space and the target buyers . Would they be marketed to families or grad students etc . She worried about vehicle traffic and parking as well as increased mass transit trips down the street . She understood that these types of developments limit sprawl , but there are effects to the neighborhood that are important also . Resident #3 He stated that he would be keeping an open mind and listening to the presentation , but he knows that there are issues with parking on the street near Maplewood and he is concerned the same could happen to his neighborhood . He was also concerned about there being no access to Strawberry Fields which 'TB 2-8-2010 Page 3 of 32 is behind his house and people already cut through his yard and adding more people will exacerbate that . He added that the woods have shielded his view and he is concerned about that also . Resident #4 He was concerned when reading in the newspaper recently about the Town board and the Supervisor wrangling over changes to the Protocol and Procedures Manual and who controls certain key positions and who manages them . He thought that before getting into such a complex issue , he thought the residents should have more history and information on why the changes are being considered . He suggested everyone step back and look at the history of the issue to see what works in other municipalities because he couldn 't see staff "running around to elected officials to get a signature on a purchase order or something like that . " He didn 't want to see awkward management installed where it might not have been awkward before . There was no one else wishing to address the Board and Supervisor Engman asked the Board if they had any comments . They did not , and he returned to the agenda . Report from Tompkins County Legislature No report Report from City of Ithaca Common Council No report Presentation & Discussion Regarding the proposed Vine Street Cottages Development, 808 Mitchell St. with possible Planned Development Zone a. Consideration of referral to Planning Committee Toby Millman , President of Agora Development based in Skaneateles Mr. .Millman gave a PowerPoint presentation on the proposed project . (seee Attachment # 1 ) The proposal is for the development of approximately 28 townhouse-style houses to be built on the old Mix property located on Vine Street near the East Hill Plaza . Board discussion focused on density and affordability. The average price is estimated to be in the low $300 , 000's and although there is some wiggle room , there is not much to make the project feasible . There was some discussion regarding the drafting of the local law. Councilman DePaolo was concerned that the applicant would be drafting it and Jonathan Kanter responded that it is common to have the applicant do the draft to give Staff a starting document to then discuss and change. It saves Staff from doing the basics . TB 2-8-2010 Page 4 of 32 Again , the Board 's main focus was how to make some of the houses affordable housing and the applicant stated that he was open to any ideas . The Board suggested some kind of subsidizing from the college or other partnerships . Supervisor Engman closed the presentation portion of the agenda item and brought their attention to the draft resolution in their packets . The motion was moved by Councilman Goodman and seconded by Councilwoman Riha for discussion . Motion was made and seconded to delete the second "Resolved" clause which directed the applicant to draft a local law for rezoning . Amendment passed and the resolution as amended was voted on . TB RESOLUTION NO . 2010 = 038 Refer possible Planned Development Zone for the Vine Street Cottages to the Planning Committee Motion made by Councilman Goodman , seconded by Councilwoman Riha . Resolved , that the Town Board of the Town of Ithaca hereby refers consideration of the possible establishment of a Planned Development Zone ( PDZ) for the Vine Street Cottages proposal to the Town of Ithaca Planning Committee for a recommendation . MOVED : Councilman Goodman SECONDED : Councilman Riha A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . Annual Reports and Goals for Town Officials Written reports were sent out in the packets and Staff gave brief summaries of their reports and the goals they have set for their departments . (see Attachments #3) Agenda Item #7 Consider Protocol and Procedures Manual Amendments Supervisor Engman noted that there was a proposed resolution for the amendment . The resolution was moved and seconded for discussion . TB 2-8-2010 Page 5 of 32 Councilman DePaolo started the discussion by introducing an amendment to the amendment due to comments from Supervisor Engman , and the Personnel Committee . He distributed a track-change document with the proposed amendment . Councilman DePaolo added that the changes attempt to address Supervisor Engman Is concerns about a lack of specificity of roles of Board Members and the Supervisor. The amendment to the amendment was moved and seconded for discussion . Councilman DiPaolo started the discussion by stating that the modifications to Chapter 3 was undertaken several months ago and several efforts have been made to incorporate comments and feedback from Staff and Board Members . There is bound to be disagreement , but this has been an attempt at a collaborative effort . Supervisor Engman spoke on the subject , stating that as he had indicated at the Personnel Committee meeting , there needs to be a lot more clarity about the Supervisor's role in the administration of the Town . He contends that this amendment says that the Supervisor has historically "assumed" responsibility for coordinating the daily operations of Town government and he does not think that there should be an assumption about that . It ought to be clearly stated and the duties clearly stated . He felt that without that, there is the potential for misinterpretation about what the Board wants the administrator to due , regardless of whether it was the Town Supervisor or a Town Manager administrating the Town . Councilwoman Leary responded that the basic question that remained was the implementation of policies of the Town Board on a day-to-day basis and what they had tried to do was to clarify the Town Board 's role , the Supervisor's role and Department Head 's roles . She noted that in the original manual in 3 . 02 the final substantive sentence is "it is the role of staff to implement the policies and programs established by the Board and to conduct the day-to-day business of the Town . " She felt that anything having to do with the Supervisor or a Town Manager is about facilitating that work flow and the implementation of the policies . She hoped that the Board would not have to hire a Town Manager, but that it might be time to look at that option . She felt that because of questions of interpretation of the administrative role recently , this was an attempt to clarify the extent of the administrative role . The amendment to the amendment was passed 6 to 1 with Supervisor Engman dissenting . The Board returned to the main amendment to accept the amendment as amended . Supervisor Engman stated that he opposed the amendment because he felt that it was not complete or well thought out. He felt that there had not been any research on other towns of our size and he felt that in town ' s of our size where there are Department Heads and even Assistant Department Heads there is a TB 2-8-2010 Page 6 of 32 model of administration that has been tested by time and to suggest such a radical change without research with other towns of our size and business management practices is an incomplete attempt to address the procedures . He felt that it opened the possibility of seven different people telling staff what to do and he doesn 't know of anybody that has tried to run an organization who thinks that is a good idea . It leads to the possibility of committee chairs telling staff what to do which leads to problems with supervision in terms of performance reviews , accountability etc . Councilman DiPaolo responded by saying that they are not changing the structure of the Town and that in his estimation , they are redefining what the roles should have been and acknowledging that there are certain functions that are carried out by the Supervisor in his or her capacity as a liaison between the Town Board and Staff and it is not the intention of the Board to imply that they have unilateral authority to direct staff except in very limited situations and then only in cooperation with Department Heads . He stated that this isn 't a coup and this is an attempt at clarifying the structure not a revamping of the structure and a way to prevent certain disagreements from being arbitrated . He added that the document states that the authority for settling disputes rests with the Town Board , not with one individual . Councilwoman Leary added that hours and hours have been put into this document and these changes were not made lightly or without a lot of thought . She felt that the document accomplishes what the original document attempted to do but did not . She felt that it was much clearer now about what the roles are . She felt that problems have arisen with Town Boards because of the lack of clarity and this document clarifies them . Councilman Goodman added that he has also worried about staff thinking that they have many bosses but he believes that with the changes made to the document and the coordination with department heads and chairs and requiring them to coordinate with the department heads and the supervisor, they have addressed those concerns . He stated that no document is going to be perfect , but this is a good step forward . What is crucial is how everyone communicates with each other and improving those . Supervisor Engman stated that in several places in the document it says "a Town Board chair or a person assigned to a specific project from the Town Board will oversee staff . " He felt that there was no other interpretation to take from that other than that that Town Board Member would be overseeing and supervising Staff . Councilman DePaolo responded that that happens with the approval from the entire Town Board or in the committee structure where there is coordination with a department head in almost every case and this document goes much farther in resolving potential disputes than creating the likelihood that disputes will happen TB 2-8-2010 Page 7 of 32 to begin with . He went on to say that this revision was born out of needing an avenue to resolve disputes and this gives a mechanism for dispute resolution . He felt that there would not be a lot of trouble or difference in the day-to-day operations . He felt responsibilities needed to be defined in job descriptions not in this document and that was not the intent of the document . Councilwoman Leary added that this document put a limit on the Supervisor's authority to insert himself between a Town Board Member and Staff. It clarifies that it is the Town Board that is the head of the Town and what the Supervisor or Town Manager is aid to do is to implement and facilitate , not block , and the recent instances that have been referred to where when a Board Member, usually a Committee Chair was prevented from following through with the work of the Committee with Staff because the Supervisor said you can 't do that , I have absolute ultimate authority and this document is saying , no you don 't . Supervisor Engman responded that that stretched the instances quite a bit and that the Town Supervisor never said that he had absolute authority but what the Supervisor has done is hold people to the Protocol and Procedures Manual that has been in place . That , for example , if you don 't want the Supervisor to do that , that has to be clarified in whoever is going to be the manager of the Town . He stated that any administrator has to know what he is expected to do if he is able to do his job at all . He stated that he would not be able to satisfy the Town Board at all in this structure because he does not know how to interpret it and if he interprets it one way, somebody is going to get upset and if he interprets it another way, somebody is going to get upset . So as he has said before , if this amendment is passed , he will gladly help the Town Board transition to a different administrator or some other different structure that will enable the Town to make its administrative goals but he will not be the one to do it . He felt that this document would not work, based on his 30 years experience and extensive training in management practices . He felt that it would work for a month or two but then start to disintegrate and he would not be involved with it or try to make it work but he would help transition to whomever the Board wanted . Councilman DePaolo responded by saying that the other 6 members of the Board do not think that this is unworkable and to summarily call the judgment of those individuals into question based on his administrative experience elsewhere was not right and he suggested that they try this Manual and see what happens . He did not think there would be any substantive changes except in the event of a dispute . He went on to say that some of the issues that precipitated this document were not administrative decisions but executive decisions . He didn 't think the administrative line in the budget did not mean that the Board had delegated executive authority. He said that anything that is put out is going to be subject to interpretation and that he hoped that people would come back to work tomorrow and continue as they had been but knowing that there are some instances where Board Members can communicate with staff in a logical and rational fashion in coordination with Department Heads and that to pretend that TB 2-8-2010 Page 8 of 32 this is some radical reinvention of government is not right and it shouldn 't be characterized as such . Councilwoman Hunter commented that she does not know how to interpret Supervisor Engman Is statement and asked if he was in effect resigning his position , she would like some kind of a time line . She stated that her interest in making the amendments is so that all of the Town Board can have access to Staff . She added that they needed to work on their communication to work collectively for the constituents . Supervisor Engman clarified that he would be willing to work with the Town Board until a decision was made on how the town Board wants to administer the Town , but no later than December 31 , 2010 . After that , he would continue as Town Supervisor and Town Board Member and do those things which he is obligated to do under the elected office . It is not necessary for the Town supervisor to be the administrator of the Town and this is not a system that he believes can work , so there is no reason he should be in that position So he would work with the Board to develop a system for administering the Town . Councilwoman Hunter responded that they just presented that system and he was saying that he would not work with the Board . Supervisor Engman said that he can not make it work and he wouldn 't even try because he does not believe it will work. He added that there are financial implications because a salary of a Town Administrator will run $60-$70 thousand dollars . He reiterated that he would help the Board to that end , but that he felt it was unfair for him to pretend that he thought it would work when he didn 't . Councilwoman Leary stated that she thought it was unfair of him to say that he will not work with this system and she agreed with Councilman DePaolo that they should see how it works . She felt that it did limit the veto power he had been exercising before . She felt that they should try it out to see if it is really as awful as he thought . She went on to talk about Town Law and the clear delineation of roles . Supervisor Engman responded that Town Law has always been clear about the Supervisor's role but where it gets murky is when the Town Board wants the Town Supervisor to be the administrator and that has been the problem . If the Town Supervisor has the responsibility but not the authority to make things work , it is simply not workable and that is where he and the Town Board have a difference of opinion . He also did not agree with the characterization that he overruled anybody . He sated that in several instances he was invited in by the committee Chair and helped as best he could , but it was only in those instances where he was invited- in that he expressed an opinion and , that has been twisted around . He reiterated that he does not feel he can do the job with the constraints they are placing on him . Councilwoman Leary asked him if he felt that his role should be beyond that of coordinator and liason with some executive authority . He responded that the authority that has to be given to a town supervisor is that of supervision of staff , if TB 2-8-2010 Page 9 of 32 you don 't have that , you are done for and without that you can not make it work and when you have six other people coming into the Town and being able to tell individual staff members what to do , you have destroyed the capability of proper management . Councilwoman Leary stated that every other supervisor has worked under that model and there would be no model resolution prepared for the Town by the Association of Towns for towns that want to delegate that authority . Supervisor Engman stated that the Town did in 2000 by putting in place the Town Supervisor and Deputy Supervisor and reviewing and the conclusion that they did not want a Town administrator but wanted the Town Supervisor to be the administrator. He is saying that with these changes he does not know what he is supposed to do under that budget line where he is being paid to administer the Town . Councilman DePaolo stated that he felt they were intermingling the executive authority that some might feel is inherent with the supervisor position with the administrative roles of the Supervisor as the liaison of the Board . he felt that the resolution in 2000 showed that there was a general understanding that there were administrative responsibilities and as far as coordinating Town Board policy with Town Staff but it was never implied that the Supervisor became a unitary executive authority inherent in the position of the Town Supervisor and that is the distinction they are trying to make now. He felt that if he wanted to talk about the budget line and what it is for, it has a purpose , and the only difference is that the Board does not lump executive decisions in with the administration for Board policy. Supervisor Engman asked what the difference was between executive and administrative and Councilman DePaolo responded that in his mind , and executive decision is one that someone makes without answering to anyone else and that is what the Board is trying to prevent going forward . Administration has to do with making sure that policies set b this body are implemented by the paid staff of the Town . Either one takes it upon himself to make unilateral , binding decisions , or one relies on a board and committee structure . Supervisor Engman responded that he could not think of any executive decision that was made without the direction and consent of the Town Board and that is why he is perplexed and wants more clarification on what each other's duties are because he can not thin of one . Councilman Goodman suggested that if there is unclarity on the Town Supervisor's part on the changes and his role , then perhaps the board should look at section two where the Supervisor's role is defined . Perhaps the Personnel Committee to look at it . Supervisor Engman stated that that is what he asked at the last Personnel Committee . Councilwoman Leary stated that they are clarifying it in the Manual and what the Board sees the roles as . I TB 2-8-2010 Page 10 of 32 TB RESOLUTION NO . 2010 — 039 ACCEPT CHANGES TO THE TOWN OF ITHACA BOARD PROTOCOL AND PROCEDURES MANUAL BE IT RESOLVED That the Town Board of the Town of Ithaca adopts the following updated Chapter 3 of the Town of Ithaca Board Protocols and Procedures Manual : Chapter 3 . Interaction with Town Staff/Officials 3 .01 Overview Successful town governments depend upon positive relations amongst the Town Board , Town Supervisor and Town staff . Town Board policy is implemented by the staff . It is critical that the relationship between Town Board and staff be well understood by all parties so that their respective roles are recognized and that policies and programs may be implemented successfully . 3 . 02 Administration of the Town According to New York State Town Law, the Town Board is the legislative , executive and administrative head of the Town . The Town Board 's role is to establish Town policies and priorities , authorize the expenditure of funds , and provide for the proper administration of the Town . Approval of positions , salaries and benefits is the responsibility of the Town Board . Proposing the budget is one of the statutory fiscal responsibilities of the Town Supervisor. New York State Town Law places in the Town Board responsibility for the general management and control of finances of the Town . It is the role of staff to implement the policies and programs established by the Town Board and to conduct the day-to-day business of the Town , the aforementioned policies and programs prioritized , if necessary, by the Town Board . To facilitate the involvement of the Town Board in these implementation and administrative functions , the Town Supervisor and Department Head will discuss all significant changes or reassignments of individual staff duties or personnel problems with the chair of the Town Board committee (s) whose charge includes the responsibilities of the staff member(s) in question . In situations where the changes , reassignments or problems do not fall within the scope of any existing committee , the Town Supervisor (and Department Head , if applicable) will discuss the issues with the chair and members of the Personnel committee . In case of a disagreement between the Town Supervisor, Department Head , Town Board committee chair or Town Board committee , the final decision will be made by the Town Board . See Appendix 9 for the Town ' s Organizational Chart . TB 2-8-2010 Page 11 of 32 3 . 03 Town Board Relationship to Administration The Town Board as a whole makes policy , local laws and ordinances for the Town . Individual members of the Town Board must refrain from excessive involvement in the day to day administrative affairs of the Town . Except in their roles as committee chairs (as discussed in Section 3 . 09) , individual Town Board members do not oversee the activities of Town staff unless they are authorized to do so by the Town Board for specific projects , in which case scheduling considerations and coordination with other assigned projects for which the staff member is responsible should be discussed with the appropriate Department Head or, if there is no Department Head , the Town Supervisor. Unresolved disagreements will be resolved by the Town Board . 3 . 04 Town Board/Town Supervisor Relationship A Town Board may , by resolution , delegate to the Town Supervisor the authority to implement policies and undertake the administration of the organization . To date the Town Board has not done so . Pursuant to New York State Town Law, even under such resolution , a Town Board may not abdicate to the Town Supervisor or surrender to him or her the Town Board 's basic statutory (administrative , legislative or executive) responsibilities . By custom , the Town Supervisor has assumed responsibility for coordinating the daily operations of Town government , with the exception of the activities of Town Boards , Town Board committees and Citizen committees (see section 3 . 10) as well as the activities of elected Town officials and some of the activities of appointed Town officials . Notwithstanding such practice , the Town Board reserves the right at any time to direct the Town Supervisor as to how to implement specific policies and programs in the daily operations of Town government . The Supervisor's role in overseeing the daily operations of the Town is that of liaison between the Town Board and staff , and with other municipalities ; his or her function is to facilitate the work flow in implementing the policies of the Town Board . The Supervisor has no separate executive or administrative authority beyond his or her position as a member of the Town Board and that within the limited scope of carrying out his or her distinct statutory responsibilities ; the Supervisor may not supercede the functional role of other Town Board members in their interaction with Town staff , nor unilaterally execute his or her own interpretation of Town Board policy. Effective administration of the Town relies on cooperation between the Town Board and the Town Supervisor. Full cooperation between the Town Supervisor and Town Board members requires a free flow of information in addition to an atmosphere of mutual respect . With this in mind , all parties should strive to keep each other informed about all significant discussions they have had regarding Town issues . TB 2-8-2010 Page 12 of 32 3 . 05 Town Board/Town Staff Relationship Town Board members , including the Town Supervisor, are elected by the residents of the Town . The members of the Town Board are , therefore , direct representatives of Town residents in Town government . As such , the Town Board is ultimately responsible for the formulation , implementation , success or failure of policy and therefore must maintain ultimate authority and oversight over those functions as carried out by staff . In order to formulate policy , the Town Board requires information and support from Town staff . Staff , including Department Heads , will respond to requests for information and support in a timely manner. The workflow will be -determined by the Department Heads in consultation with their staffs , as long as Town Board priorities are being met . It is the responsibility of Town staff to implement the policies and programs established by the Town Board in a manner that complies with Federal , State and local laws and ordinances and to support the efforts of the Town Board as a whole and the members thereof , and other established Town boards and committees in the fulfillment of their responsibilities . Business contact between Town Board members and Town staff members should be conducted during regular business hours or before , in or after evening meetings , except in the case of an emergency or under mutually agreed upon circumstances . Staff's daily functions are under the supervision of their Department Head or the Town Supervisor, as applicable . This supervision follows the policy set by the Town Board as stated in this manual , including Section 3 . 03 . Questions or concerns regarding the actions or priorities of staff or individual Town Board members should be brought to the attention of the Department Head or Town Supervisor, as applicable , for discussion and consideration . Disputes that cannot be resolved through such consultation will be resolved by the Town Board . 3 . 06 Town Board/ Appointed Board Relationship The appointed boards are independent boards that have their own by- laws and governance responsibilities . Town Board members shall not use pressure to influence the vote of a Zoning Board of Appeals or Planning Board member in their role as an individual member of the Town Board . Refer to Chapter 2 . 07 (J ) Rules of Conduct , for information regarding addressing an appointed board . 3 . 07 Town Board/ Attorney Relationship The Town Board shall obtain legal counsel for the Town , either by appointing a Town Attorney on a full -time or part-time basis , or contracting for such professional services . The Town of Ithaca contracts for attorney services TB 2-8-2010 Page 13 of 32 annually. The Attorney(s) for the Town are the legal advisor(s) for the Town Board , its committees and boards , and all Town officers and employees with respect to any legal question involving an official duty or any legal matter pertaining to the affairs of the Town . The general legal responsibilities of the Attorney(s) for the Town are to : A . provide legal assistance necessary for formulation and implementation of legislative policies and projects ; B . represent the Town 's interest , as determined by the Town Board , in litigation , administrative hearings , negotiations , and similar proceedings ; C . prepare or approve as to form , local laws , ordinances , resolutions , contracts , and other legal documents to best reflect and implement the purposes and intentions of the Town Board , Zoning Board of Appeals and Planning Board ; and D . keep Town Board and staff apprised of court rulings and legislation affecting the legal interest of the Town . It is important to note that the Attorney(s) for the Town represents or gives opinions for the Town as a whole , and not for any individual connected to town government . The Attorney(s) for the Town may represent an individual member in a personal capacity as long as it does not result in a potential conflict of interest . . 3 . 08 Information Flow A variety of methods are used to share information with the Town Board . Town Board members will be provided minutes and agendas for and are welcome to attend Supervisor Advisory Committee (SAC) meetings . The Town Supervisor, individual Town Board members , and Department Heads also provide other information to the Board , such as status reports from inter- municipal entities and Town committees . Refer to Chapter 4 Town Board Meetings for more information . Informal meetings between Town Board members and the Town Supervisor or staff in groups or on a one-on -one basis are encouraged as long as such meetings do not involve a quorum of the Town Board in violation of the Open Meetings Law. In initiating such meetings , all parties should be respectful of each others' time commitments or scheduling conflicts . Individual Town Board members may request and receive information from staff that relates to their role and responsibilities as a Town Board member (see section 3 . 05) . Information requested shall be furnished in a timely manner. Efforts should be made to arrive at a mutually agreed upon timeframe and to inform the appropriate Department Head or Town Supervisor, as applicable , of TB 2-8-2010 Page 14 of 32 the request . Disputes regarding requests for information from a Town Board member may be discussed with the Department Head or the Town Supervisor, as applicable , and then decided on by the Town Board if necessary . Individual Town Board members should share information provided to them by staff with the rest of the Town Board , 3 .09 Staff Relationship to Boards , Town Board Committees, and Citizen Committees Boards and Committees often require staff support and assistance to effectively carry out their charge . When staff members are assigned to provide support and assistance to Boards and Committees , they will carry out assignments given by the Board or Committee chair. Support staff or their Department Head should inform the Board or Committee chair of scheduling conflicts , in order to identify an appropriate timeframe for assignments . While staff will work closely with the Board or Committee to which they are assigned , staff members remain responsible to their immediate supervisor or manager, who will facilitate coordination between the Board or Committee and the assigned staff . Concerns regarding unresolved scheduling issues should be brought to the attention of the Department Head or Town Supervisor, as applicable , and will be decided by the Town Board as needed . A . Town Board Committees For Town Board committees (for the purpose of this section , the Codes and Ordinances Committee will be considered a Town Board Committee) the Committee chair, Town Supervisor and the Department Head (overseeing such assigned staff) will agree on the staff member(s) who will provide support and assistance and agree , on an ongoing basis , upon the amount of staff time necessary to provide adequate committee support . If the Committee chair, the Town Supervisor and appropriate Department Head cannot come to an agreement , the Town Board will decide who will provide support and assistance , and the associated staff time commitment . The chair will oversee the work of the assigned staff member, in cooperation with the Department Head , for the projects and duties performed for the committee . If the staff member or Department Head believes that the assignment(s) or oversight by the chair are in conflict with the staff member' s other assigned duties , the staff member or Department Head will bring his or her concerns to Committee chair. If there is still disagreement , the Town Board will make the decision . B . Citizen Committees For these Committees (with the exception of the Codes and Ordinances Committee) the Department Head overseeing such staff member will make the staff assignment , subject to approval by the Town Board , and continue to oversee the activities of the assigned staff . The assigned staff member will make TB 2-8-2010 Page 15 of 32 every effort to carry out the assignments given by the Committee chair in the manner requested . If the Department Head believes that the assignment(s) or direction given by the chair of the Citizen Committee are in conflict with the staff member's other assigned duties , the Department Head will bring those concerns to the Committee chair. The Department Head will inform the Town Board of any dispute regarding the assignments given or the quality of support provided . If there is still disagreement between the Committee chair and the Department Head , the Town Board will make the decision . The chairperson is responsible for Committee compliance with the municipal code and/or Committee bylaws . Staff members are to advise the advisory body chair about compliance with state and local laws and regulations . 3 . 10 Restrictions on Political Involvement by Staff Professional staff formulates recommendations in compliance with Board policy for the good of the community, and may not be influenced by political factors . By working for the Town , staff members do not surrender rights to be involved in political activities . Employees may privately express their personal opinions . In the exercise of Town business , staff will refrain from public expressions of political opinions . MOVED : Councilwoman DePaolo SECONDED : Councilman Goodman A vote on the motion was as follows : Supervisor Engman , Nay ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent: Councilman Levine The motion passed 5 to 1 . Agenda Item #8 Consider Approval to proceed with the design of the Hanshaw Rd Walkway extension . Supervisor Engman explained that there is a timing issue because the County, wants the Town 's commitment that they are going forward . The draft resolution defines what the Town has paid so far and what is remaining . Jim Weber had distributed a breakdown of the funds and more details . Discussion followed . Changes were made to the draft resolution clarifying where the money was coming from . TB 2-8-2010 Page 16 of 32 TB RESOLUTION NO . 2010 = 040 Authorize Expenditure of Funds for the Design of a Walkway on Hanshaw Road from Salem Drive to Sapsucker Woods Road WHEREAS , at the January 2 , 2006 , Town Board meeting under Resolution Number 2006-031 , this governing Board supported the proposal of a Town - owned and maintained walkway in conjunction with Tompkins County; and WHEREAS , the Town Board resolved if sufficient funds are available , they would support the extension of the walkway all the way to the Town of Ithaca-Town of Dryden line at Sapsucker Woods Road ; and WHEREAS , Tompkins County has identified a design cost of up to $60 , 000 for the walkway extension from Salem Drive to Sapsucker Woods Road which would be performed by the County's consultant ; and WHEREAS , the Town of Ithaca and Cornell University have agreed to split the cost of design and construction of the walkway from Salem Drive to Sapsucker Woods Road , and WHEREAS , the Town of Ithaca has included $ 163 , 316 in the approved 2010 capital budget for the design and construction of the walkway along Hanshaw Road ; and now therefore be it ; RESOLVED , the governing Town Board of the Town of Ithaca does hereby support funding for the design of the walkway on Hanshaw Road from Salem Drive to Sapsucker Woods Road from the current budgeted $ 163 , 316 with the Town paying up to $30 , 000 to the County and Cornell agreeing to pay up to $30 , 000 for the cost of the design , and BE IT FURTHER RESOLVED That the Town ' s payment of $30 , 000 be appropriated from the 2010 General Town -Wide Fund Balance . MOVED : Councilman DePaolo SECONDED : Councilwoman Riha A,vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously. TB 2-8-2010 Page 17 of 32 Agenda Item #9 Consider Notice of Completion and Authorization to Close the Capital Project — Trumansburg Road Water Main Improvement Project . TB RESOLUTION NO . 2010=041 : NOTICE OF COMPLETION AND AUTHORIZATION TO CLOSE CAPITAL PROJECT — TRUMANSBURG ROAD WATER MAIN IMPROVEMENTS WHEREAS , at the June 27 , 2007 , Town Board meeting under Resolution Number 2007- 112 , this governing Board established and funded the Capital Project — Trumansburg Road Water Main Improvements ; and WHEREAS , the construction has been completed , punch list reviewed and completed , and final project costs reviewed with the Town Budget Officer; and WHEREAS , the Highway Superintendent/Director of Public Works is advising the Town Board that construction of the Trumansburg Road Water Main Improvements is completed ; and now therefore be it RESOLVED , after discussion with the Highway Superintendent/Director of Public Works , the Town Board of the Town of Ithaca does hereby declares this project complete ; and be it further 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 Hunter SECONDED : Councilwoman Riha A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo Aye Absent: Councilman Levine The motion passed unanimously . Agenda Item #10 Consider Notice of Completion and Authorization to Close the Capital Project — Hanshaw Road Water Main Improvement Project. TB 2-8-2010 Page 18 of 32 TB RESOLUTION NO . 2010 - 042 NOTICE OF COMPLETION AND AUTHORIZATION TO CLOSE CAPITAL PROJECT — HANSHAW ROAD WATER MAIN IMPROVEMENTS WHEREAS , at the June 27 , 2007 , Town Board meeting under Resolution Number 2007- 115 , this governing Board established and funded the Capital Project — Hanshaw Road Water Main Improvements ; and WHEREAS , the construction has been completed , punch list reviewed and completed , and final project costs reviewed with the Town Budget Officer; and WHEREAS , the Highway Superintendent/Director of Public Works is advising the Town Board that construction of the Hanshaw Road Water Main Improvements is completed ; and now therefore be it RESOLVED , after discussion with the Highway Superintendent/Director of Public Works , the Town Board of the Town of Ithaca does hereby declares this project complete ; and be it further RESOLVED , that this Board authorizes and directs the Town Budget Officer to close the accounting and financial records of this capital project by recording any and all necessary and appropriate transactions . MOVED : Councilman Goodman SECONDED : Councilwoman DePaolo A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . Agenda Item #11 Consider Authorizing the Town Supervisor to Execute an Agreement with the Babe Ruth League for the Use of Tutelo Park Field Supervisor Engman noted that there was a new copy of the agreement on the desk before the meeting . Councilman DePaolo asked about the drainage work on the infield and how much that would cost in labor and materials . Mr. Weber stated that there were issues with the original installation and it would take a 3 person crew 2 -3 days and they have been stockpiling the materials . REGULAR MEETING OF THE ITHACA TOWN BOARD MONDAY, February 8 , 2010 TB 2-8-2010 Page 19 of 32 TB RESOLUTION NO. 2010 - 043 : Authorization to execute agreement with Babe Ruth League for use of Tutelo Park Ball Field WHEREAS the Babe Ruth League has requested use of Tutelo Park Ball Field for its Cal Ripken Division play and ; WHEREAS the Town of Ithaca entered into a similar agreement for the 2008 and 2009 seasons which were determined to be mutually beneficial and ; WHEREAS the ball field was built for community use and the League provides an important recreational resource for the public ; now, therefore , be it RESOLVED the Town Supervisor is authorized to sign the memorandum of understanding and enter into agreement with the Babe Ruth League for use of Tutelo Park Ball field for 2010 use . MOVED : Councilman DiPaolo SECONDED : Councilwoman Riha A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . Agenda Item #12 Consider the Conveyance of the Inlet Valley Cemetery and Transfer of Assets from the Inlet Valley Cemetery. 1 . SEQR RESOLUTION NO , 2010- 044 SEOR : Acceptance of Conveyance of Inlet Valley Cemetery Property, Elmira Road (Tax Parcel No. 35-1 -20) WHEREAS , this action is the acceptance by the Town of Ithaca of conveyance of the 2 . 75 +/- acre Inlet Valley Cemetery property on Elmira Road (Tax Parcel No . 35 - 1 -20) in the Town of Ithaca , together with the assets of Inlet Valley Cemetery, Inc . ; and WHEREAS , Inlet Valley Cemetery , Inc . has requested through its one remaining director, pursuant to New York Not-for- Profit Law, that the Town of Ithaca accept the Inlet Valley Cemetery property and transfer the corporation 's TB 2-8-2010 Page 20 of 32 assets to the Town in order for the Town to assume the maintenance and administrative duties regarding the cemetery; and WHEREAS , it has been determined that the above -described action is an Unlisted action , pursuant to the State Environmental Quality Review Act , 6 NYCRR Part 617 , and Town of Ithaca Code , Chapter 148 — Environmental Quality Review , for which the Town of Ithaca Town Board is acting as Lead Agency in this environmental review; and WHEREAS , the Town Board at its regular meeting held on February 8 , 2010 , has reviewed and accepted as adequate the Short Environmental Assessment Form , Parts I and II prepared by Town Planning staff for this action ; RESOLVED , that the Town of Ithaca Town Board hereby makes a negative determination of environmental significance for the reasons set forth in the EAF Parts I and II in accordance with the New York State Environmental Quality Review Act (Article 8 of the Environmental Conservation law) and Chapter 148 of the Town of Ithaca Code for the above referenced action as proposed and , therefore , neither a Full Environmental Assessment Form , nor an Environmental Impact Statement will be required . MOVED : Supervisor Engman SECONDED : Councilwoman Riha A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously. 2 . Acceptance The Board discussed the responsibilities and future likelihood of receiving more cemeteries . Mr. Carvill also explained how the money is handled until it is gone , at which time the Town is responsible for any expenditures . Mr. Weber also added comments on the condition of the cemeteries he is aware of that the Town maintains . Councilwoman Leary noted that there is a session at the Association meeting in NYC on this topic and Ms . Brock stated that she would go to it . Discussion followed . TB RESOLUTION NO . 2010- 045 : Accept conveyance of Inlet Valley Cemetery and transfer of assets from Inlet Valley Cemetery, Inc. TB 2-8-2010 Page 21 of ;32 WHEREAS , there has been established in the Town a cemetery corporation known as Inlet Valley Cemetery, Inc . , which maintains a public cemetery known as the Inlet Valley Cemetery, and owns the real property on which the Cemetery is located at Elmira Road in the Town of Ithaca , Tompkins County , New York , Tax Parcel Number 35 . - 1 -20 , and WHEREAS , Inlet Valley Cemetery, Inc . has under its care certain funds for perpetual care , permanent maintenance , special trust , and general operations , in the following amounts and deposited in the following banks : $ 1 , 007 .48 -- Tompkins Trust Company checking account $ 11 , 004 . 80 — Tompkins Trust Company certificate of deposit , and WHEREAS , besides the aforementioned real property and funds , Inlet Valley Cemetery , Inc . has no other assets , and WHEREAS , Inlet Valley Cemetery , Inc . has been and still is unable to procure sufficient principal and income from the above funds , its members , and the representatives of the deceased persons interred in Inlet Valley Cemetery to provide ordinary and necessary care and maintenance for the Cemetery, and WHEREAS , the board of directors of Inlet Valley Cemetery , Inc . is no longer able to function , for a number of years has been able to fill only two of the six director positions required by its Certificate of Incorporation , and now has only one director, and WHEREAS , Section 1506 (j) of the New York Not-for- Profit Corporation Law permits a cemetery corporation to convey and transfer its real property held for burial purposes , together with its other assets , to the town in which such real property is located if all the directors of the cemetery corporation living and residing in New York State agree to the conveyance and transfer, and WHEREAS , pursuant to Section 1506(j ) of the New York Not-for- Profit Corporation Law, Inlet Valley Cemetery, Inc . has requested through its one remaining director, who lives and resides in New York State , that the Town of Ithaca accept the conveyance of the Inlet Valley Cemetery premises and the transfer of the corporation 's assets and assume the maintenance of and administrative duties regarding the Inlet Valley Cemetery, and WHEREAS , Inlet Valley Cemetery, Inc . has no lots left to sell (to the best of its knowledge) and no debts or outstanding liabilities , Now, therefore , be it RESOLVED , that subject to the Town 's acceptance of the deed for the Inlet Valley Cemetery premises , the Town of Ithaca accepts the conveyance of TB 2-8-2010 Page 22 of 32 the Inlet Valley Cemetery premises and the transfer of said assets from Inlet Valley Cemetery, Inc . , with such conveyance and transfer subject to all agreements as to lots sold and all trusts , restrictions , and conditions upon the title or use of the real property or assets , with such acceptance . MOVED : Supervisor Engman SECONDED : Councilwoman Riha A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . Agenda Item #13 Consider Library Week Proclamation Supervisor Engman explained that the Tompkins Library asked for support from local municipalities for Library week . He had prepared a proclamation and the Board agreed that it was a good idea and he should sign it and forward it to the Library. Agenda Item #14 Consider a resolution supporting a tax on sugared beverages in the Governor' s Proposed 2010-2011 Budget Councilwoman Leary submitted the resolution for the Board 's consideration and gave a brief background on the subject . There were some changes to the resolution because the actual amount of savings and the cost of health care for obesity were actually much higher than in the draft resolution . TB RESOLUTION NO. 2010=046: Supportinq a Tax on Sugared Beverages in Governor's Proposed 2010=2011 Budget WHEREAS , to help close a projected $7 . 4 billion deficit in the 2010-2011 budget , Governor Paterson has proposed massive cuts in state education and health care funding , as well as increased fees and taxes on a number of products , including a penny-an -ounce tax (68 cents per two- liter bottle ; $ 1 . 28 per gallon ) on sugared soda and non - milk beverages containing less than 70 percent fruit juice , expected to generate $465 , 000 , 000 in 2010- 11 and $ 1 billion in 2011 - 12 , all of which would be dedicated to offset cuts in health care funding ; and WHEREAS , according to statistics cited by the Governor's Office , one out of every four New Yorkers is obese ; the percentage of adults in New York State who are overweight or obese increased from 42 percent in 1997 to 60 percent in 2008 , and obesity among children and adolescents has tripled in the past three decades ; and TB 2-8-2010 Page 23 of 32 WHEREAS , obesity has serious and substantial public health costs : the New York State Comptroller has reported that New York spends an estimated $7 . 6 billion on adult obesity- related health problems such as Type 2 diabetes , more than almost every other state , approximately 80 percent of this cost paid through publicly funded health care programs such as Medicare and Medicaid ; and WHEREAS , based on research by the New England Journal of Medicine, the Governor's Office estimates that the penny-an -ounce tax would decrease consumption of sugared beverages by more than 10 percent ; and WHEREAS , the Town Board of the Town of Ithaca has an interest in safeguarding the health of its residents ; and WHEREAS , the Town of Ithaca , directly and indirectly through reduced state aid to Tompkins County , will be adversely affected by continued budget cuts at the state level and supports efforts for responsible revenue enhancement ; NOW , THEREFORE BE IT RESOLVED , that the Town Board of the Town of Ithaca declares its support for the tax on sugared beverages as proposed in the governor's 2010- 2011 budget and calls upon its state legislators to adopt the measure in the final budget . MOVED : Councilwoman Leary SECONDED : Councilman Goodman A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously. Agenda Item #15 Consider appointment of a interview committees for Planning Board and Zoning Board of Appeals Members Supervisor Engman noted that there are openings on both Boards and there needs to be an interview committee for each . Discussion followed and the committees were set . RESOLUTION NO . 2010 — 047 Appointment of Interview Committee for Planning Board and for Zoning Board of Appeals Vacancies. TB 2-8-2010 Page 24 of 32 WHEREAS , a vacancy exists in the position of Planning Board Member; / and WHEREAS , a vacancy exists in the position of Zoning Board of Appeals Alternate Member; and WHEREAS , the Town Board wishes to appoint Interviewing Committees to conduct interviews and make a recommendation for appointment for the positions ; Now, therefore , be it RESOLVED , the Town Board of the Town of Ithaca hereby appoints the following persons to the Planning Board Interviewing Committee for the Planning Board vacancy : Herb Engman , Town Supervisor Rich DePaolo , Town Board Member Susan Riha , Town Board Member Fred Wilcox , Chairman , Planning Board Jonathan Kanter, Director of Planning Judith C . Drake , Human Resources Manager And be it further RESOLVED , the Town Board of the Town of Ithaca hereby appoints the following persons to the Zoning Board Appeals Interviewing Committee for the Zoning Board of Appeals vacancy : Tee Ann Hunter, Town Board Member Eric Levine , Town Board Member Kirk Sigel , Chairman , Zoning Board of Appeals Bruce Bates , Director of Code Enforcement Judith C . Drake , Human Resources Manager MOVED : Councilwoman Leary SECONDED : Supervisor Engman A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . TB 2-8-2010 Page 25 of 32 Additional Agenda Item Discuss possible Code Enforcement Position Supervisor Engman gave a brief summary of the issue explaining that our electrical contract ends at the end of March and instead of continuing with an outside contractor, the proposal is to hire someone to do both electrical inspections and fire safety inspections . The Personnel Committee has discussed this and due to the timeline , some direction needed to be determined from the Board . Bruce Bates had distributed additional information on costs at varying levels of hours . Discussion followed . There had been some talk of sharing a position with the Village of Cayuga Heights , but they have since decided to hire their own person . Bruce Bates went over the information and the expected added revenue that would cover some of the cost to the Town . He stated that cost wise , the revenue generated would cover a 30 hour position . Discussion followed . The Board instructed Judy Drake and Bruce Bates to move forward with advertising for the position and not put part-time of full-time in the ad , and see what interest is generated . A resolution was drafted , moved and seconded . TB RESOLUTION NO. 2010-048 : Recommendation to Personnel to pursue a 30hour position for Codes Whereas the Town Board discussed the need for an additional Code position at the Town of Ithaca at their February 8 , 2010 regular meeting , NOW THEREFORE BE IT resolved that the Town Board is in favor of creating , and advertising for, an additional Code position at 30 hours a week with further information to come back to the Board . MOVED : Councilman Goodman SECONDED : Councilwoman Hunter VOTE : Supervisor Engman , aye ; Councilwoman Leary , aye ; Councilwoman Riha , aye ; Councilman DePaolo , aye ; Councilwoman Hunter, aye and Councilman Goodman . Councilman Levine , absent Carried unanimously . Additional Agenda Item Ithaca Area Wastewater Treatment Plant Supervisor Engman gave an update on the legal issues regarding the coal tar situation . The question that has come up is whether the Board wants Lorraine Moynihan Schmidt to monitor the situation as it goes forward . Right now, the City is not being forthcoming with status reports . Councilman Leary noted that she was very surprised that we are not getting information from the City as indicated by Mr. Hoffmann 's letter. It was decided that Ms . Schmidt would monitor the situation and he would report on the legal costs as they come in and TB 2-8-2010 Page 26 of 32 the Board could decided at that point what to do . Supervisor Engman would ask for some clarification on the hourly wage of Ms . Schmidt . Agenda Item # 16 Consider Consent No discussion . Motion made and seconded . TB RESOLUTION NO . 2010-049 : Consent Agenda Items BE IT RESOLVED , that the Town Board of the Town of Ithaca hereby approves and/or adopts the resolutions for Consent Agenda Items : a . Town of Ithaca Abstract b . Bolton Point Abstract c . Approval of Minutes of November 5 , December 5 t 21St, and 31St , 2009 d . Acknowledge Highway Superintendent's appointment of a Part- Time Typist e . Acknowledge Appointment of Debra DeAugistine as First Deputy Town Clerk f . Acknowledgement of Deputy Town Clerk appointment and establishment of duties assigned to Codes MOVED : Councilman Goodman SECONDED : Councilwoman Hunter VOTE : Supervisor Engman , aye ; Councilwoman Leary , aye ; Councilman Goodman , aye ; Councilwoman Hunter, aye ; Councilman DePaolo , aye ; Councilwoman Riha , aye . Councilman Levine , Absent Motion carried - unanimous TB RESOLUTION NO . 2010=49a : Town of Ithaca Abstract WHEREAS , the following numbered vouchers have been presented to the Ithaca Town Board for approval of payment ; and WHEREAS , the said vouchers have been audited for payment by the said Town Board ; now therefore be it RESOLVED , that the governing Town Board hereby authorizes the payment of the said vouchers in total for the amounts indicated . VOUCHER NOS . 7890 - 7999 General Fund Town wide 1397631 . 47 General Fund Part Town 17 , 935 .40 Highway Fund Part Town 53 , 399 . 67 TB 2-8-2010 Page 27 of 32 Water Fund 41 , 799 . 17 Sewer Fund 239860 . 63 Risk Protection Fund 39 . 00 Fire Protection Fund 272 . 00 Forest Home Lighting District 179 . 57 Glenside Lighting District 68 . 41 Renwick Heights Lighting District 95 . 01 Eastwood Commons Lighting District 19025 Clover Lane Lighting District 22 . 98 Winner's Circle Lighting District 64 . 87 Burlei h Drive Lighting District 78 . 22 Westhaven Road Lighting District 256 . 83 Coddin ton Road Lighting District 151 . 89 Trust and Agency 8150 . 48 TOTAL; 286 , 195 . 85 MOVED : Councilman Goodman SECONDED : Councilwoman Hunter A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . TB RESOLUTION NO. 2010=049b : Bolton Point Abstract WHEREAS , the following numbered vouchers for the Southern Cayuga Lake Intermunicipal Water Commission have been presented to the governing Town Board for approval of payment ; and WHEREAS , the said vouchers have been audited for payment by the said Town Board ; now, therefore , be it RESOLVED , - - that the governing Town Board hereby authorizes the payment of the said vouchers . Voucher Numbers : 1515 - 1575 Check Numbers : 12147 - 12207 SCADA project $ 883 . 87 Operating Fund $ 74 , 509 . 55 Bolton Point Road Project $ 11890 . 81 TB 2-8-2010 Page 28 of 32 TOTAL $ 771284 . 23 MOVED : Councilman Goodman SECONDED : Councilwoman Hunter A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously. TB RESOLUTION NO , 2010-049c : APPROVE TOWN BOARD MINUTES OF November 5 , 2009 , December 5, 2009, December 21 , 2009 and December 31 , 2009 WHEREAS , the Town Clerk has presented the minutes for the Town Board meeting held on November 5 , 2009 , December 5 , 2009 , December 21 , 2009 and December 31 , 2009 to the Town Board for its review and approval of filing ; NOW THEREFORE BE IT RESOLVED , the Town Board does hereby approve for filing the minutes of the meeting held on November 5 , 2009 , December 5 , 2009 , December 21 , 2009 and December 31 , 20098 MOVED : Councilman Goodman SECONDED : Councilwoman Hunter VOTE : Supervisor Engman , aye ; Councilwoman Leary, aye ; Councilwoman Riha , aye ; Councilman DePaolo , aye ; Councilwoman Hunter, aye and Councilman Goodman . Councilman Levine , absent Carried unanimously . RESOLUTION NO . 2010 = 049d — Acknowledge Highway Superintendent's Appointment of a Part-Time Typist . WHEREAS , there is presently a vacancy in the part time clerical support position for the Public Works Department ; and WHEREAS , the Interview Committee interviewed six candidates from the certified Keyboard Specialist eligible listing and one temporary employee for the position ; and TB 2-8-2010 Page 29 of 32 WHEREAS , the Committee has determined that Tanja Eie possesses the necessary knowledge and skills to satisfactorily perform the duties of the position as a part time Typist as a temporary appointment ; and WHEREAS , Tanja Eie would be required to take the next Civil Service exam for Keyboard Specialist for consideration of appointment under that title ; and WHEREAS , James Weber, Highway Superintendent appointed Tanja Eie as a part time Typist , effective February 16 , 2010 ; Now, therefore be it RESOLVED , the Town Board of the Town of Ithaca does hereby acknowledge the appointment made by the Highway Superintendent , of Tanja Eie as a part time Typist , effective February 16 , 2010 ; and be it further RESOLVED , this is a 20 hours a week position , at the hourly wage of $ 16 . 50 , which is an estimated annual salary of $ 17 , 160 , from account number A5010 . 100 , in Job Classification " i" , with part time benefits ; and be it further RESOLVED , that Tanja Eie will take the next Civil Service exam for Keyboard Specialist for consideration of appointment under that title ; and be it further RESOLVED , a mandatory minimum of twenty-six (26) week probationary period applies , with no further action by the Town Board if there is successful completion of the probationary period as determined by the Town Highway Superintendent , First : Councilman Goodman Second : Councilwoman Hunter A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously TB RESOLUTION NO , 2010= 049e: ACKNOWLEDGE APPOINTMENT OF FIRST DEPUTY TOWN CLERK WHEREAS , Debra DeAugistine was appointed Deputy Town Clerk September 21 , 2009 , under the prior Town Clerk ; and TB 2-8-2010 Page 30 of 32 WHEREAS , Paulette Terwilliger was appointed as Town Clerk January 11 , 2010 and has the responsibility to appoint a First Deputy Town Clerk and up to 2 additional Deputy Town Clerks ; and WHEREAS , Paulette Terwilliger, Town Clerk appointed Debra DeAugistine as the First Deputy Town Clerk effective January 18 , 2010 , which is in job classification " M " at the hourly rate of $23 . 25 with full time benefits ; Therefore , be it RESOLVED , the Town Board of the Town of Ithaca acknowledges the appointment made by the Town Clerk of Debra DeAugistine as First Deputy Town Clerk to serve at the pleasure of the Town Clerk ; and be it further RESOLVED , the First Deputy Town Clerk is a full time position at 37 . 5 hours per week, in job classification "M" at the 2010 rate of $23 . 25 per hour. MOVED : Councilwoman Goodman SECONDED : Councilman Hunter A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary , Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . TB RESOLUTION NO , 2010= 049f Acknowledge Appointment of Deputy Town Clerk and Approval of Duties of Deputy Town Clerk WHEREAS , there is a vacant clerical position in the Code Enforcement Department due to a promotion and a vacant Deputy Town Clerk position in the Town Clerk's Department ; and WHEREAS , the Town Clerk and Director of Code Enforcement have collaborated in the effort to have employees cross over departments providing better service to the customers and in the consolidation of clerical staff ; and WHEREAS , the Director of Code Enforcement and Town Clerk interviewed candidates interested in transferring from other municipal entities for the position ; and WHEREAS , the Town Clerk appointed Carrie Whitmore as a full time Deputy Town Clerk , effective February 22 , 2010 , with understanding that she would be performing the clerical work for the Code Enforcement office and Town Clerk's office ; and TB 2-8-2010 Page 31 of 32 WHEREAS , the Personnel Committee has reviewed and recommends approving the clerical work in the Code Enforcement Department in conjunction with the day to day work of the Deputy Town Clerk as a means of providing cross trained clerical staff ; Now, therefore , be it RESOLVED , the Town Board of the Town of Ithaca does hereby acknowledge the appointment made by the Town Clerk , of Carrie Whitmore as a Deputy Town Clerk , effective , February 22 , 2010 ; and be it further RESOLVED , the said position is in job classification "K" at full time status of 37 . 5 hours a week, at the hourly wage of $20 . 38 , with full time benefits ; and be it further RESOLVED , the Town Board of the Town of Ithaca does hereby approve the additional clerical work in the Code Enforcement Department to that of the day to day work of the Deputy Town Clerk, Carrie Whitmore . MOVED : Councilman Goodman SECONDED : Councilwoman Hunter A vote on the motion was as follows : Supervisor Engman , aye ; Councilman Goodman , Aye ; Councilwoman Leary, Aye ; Councilwoman Hunter, Aye ; Councilwoman Riha , Aye ; Councilman DePaolo , Aye Absent : Councilman Levine The motion passed unanimously . Agenda Item #17 Report from Town Committees and Intermunicipal Organizations Judy Drake gave an update on the Health Consortium stating that they are on the; final portion of the contract which is Article 47 that requires union representation on the Labor Management Committee , Agenda Item #18 Review of Correspondence — None Adjournment — Upon motion , the meeting was adjourned . Respectfully submitted , TB 2-8-2010 Page 32 of 32 Paulette Terwilliger, Town Clerk Town Board S . Attachment # 1 Z w • CL Cn ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ w a ■ ■ ■ ■ ■ ■ w 4 0 0 a � E ip m � � O 2 MENOMINEE a J J N EIMIIM L L J � MINES Low CIE y- •INNER w > O INNER E SIMON 0 i- - ._ •> � 4? 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Tioga Street, Ithaca, N.Y. 14850 1B 21 4� ¢� www .town. ithaca.ny.us TOWN CLERK 273- 1721 HIGHWAY (Roads, Parks, Trails, Water &Sewer) 273- 1656 ENGINEERING 273- 1747 PLANNING 273- 1747 ZONING 273- 1783 To: Herb Engman, Supervisor Town of Ithaca Susan Riha, Councilperson Pat Leary, Councilperson Tee Ann Hunter, Councilperson Bill Goodman, Councilperson Eric Levine, Councilperson Rich De Paolo Councilperson From: Mamie Kirchgessner, Recreation and Youth Coordinator 2010 Activity Report I prepared and provided to the board comprehensive reports on both the Community Garden and the Student Work Initiative Programs for 2009 thus I thought outlining plans and activities for this year would be more useful than another recap of last year. The civil service job description for the title Recreation and Youth Coordinator, like most job depictions, is a broad document with work activities of the position evolving as resources and program opportunities have identified themselves. The core focus of the work has been to support a sense of community for Town of Ithaca residents without duplicating activities that would compete with other municipalities or organizations. I collaborate on most activities building on extensive knowledge of the community utilizing appropriate assets. Resource Development To implement most activities I seek grant funds to support goals of Town of Ithaca Recreation and Human Service programs . Additionally Tompkins County is resource dense with student volunteers, interns and work study students who support the activities of the position. Local youth often become involved though the Student Work Initiative Program and maintain a positive relationship with the Town as a result. Andrew Sternglass is a classic example. I met him while monitoring a contracted activity, saw him in a community setting and spoke with his parents about his participating. He worked for both Babbage9s Basement and the Town where he created a power point presentation on the features of South Hill Recreation Way that has been provided to trail committees in both Caroline and Lansing. In subsequent years I was able to refer Andrew to TCA where he successfully provided technical computer support work after previously employed youth were unable to complete the requirements. Additionally Andrew came to the Town to complete his Eagle Scout Project (summer, 2009) which was landscaping a protective berm at the newly installed Don Ten Kate Memorial Playground at Eastern Heights Park. Andrew spoke about the positive effect all of these opportunities had on him at his installation event where I spoke in October, 2009. Page 1 of 6 i This year I have already completed a Celebrate Birds grant request as I tie in for youth programming at the community garden as part of the counting urban bird effort. I will also be submitting an online application to Fiskars for the garden project in an effort to obtain higher quality garden tools . The award is for $ 1000 credit for Fiskars garden tools and $ 1000 plant materials . The initial request is due by 2/ 19/ 10 to determine proposals that move to the second phase. In addition, by March 1 , 2010 Sustainable Tompkins has encouraged another proposal for a mini-grant for the garden for funding to purchase permanent plant material such as herbs and berries whose installation would also become part of the garden program planned for this year. Tee-Ann Hunter is working with Parks Maintenance Manager Rich Schoch to determine a recommended plant and price list. I will also be pursuing a Rotary grant for identified garden expenses that best meets the organizations intent. I plan to talk with some members to tailor an effective request. The number of gardeners who qualify for free plots is substantial and affects the operations ability to break even which was a goal of the initial proposal resulting in the need to seek community support. I will be reviewing revenues and expenses to be in a position to formulate a recommendation prior to the 2011 budget cycle. Rich is also coordinating with me for a Tompkins County Beautification Grant to continue efforts making a Town Hall an attractive and engaging addition to downtown Ithaca. Consideration is also being given to the newly acquired Inlet Valley Cemetery although the Town is awaiting input from the State DOT on its Route 13 reconstruction plan to determine what expenditures would best be supported by the request. Lastly Celebrations grants have been used to support town wide events such as the Native American Celebration at Tutelo Park and 2009 ' s award wining agriculture celebration A Day of the Farm. It is anticipated that the Native American Celebration will return to Tutelo Park this fall. As funding is limited I identify this activity as a priority for funding and will not submit a competing request. Event planning this year will support the Safe Routes to School Grant awarded in 2008 with such activities as a formal ribbon cutting and distribution of Healthy Passports to educate and encourage use of the walkway which is a condition of the grant. Administration Critical components of this position require communication with the Town Supervisor and Board, coworkers, colleagues, ancillary boards, targeted populations and the public at large. This is accomplished with monthly reports to the board and draft resolutions as appropriate. I prepare and author monthly reports for meetings as well as annual and project reports for grant funds . To accomplish those tasks I maintain records and documentation as well as information useful to pursue any funding or grant opportunities that support Town of Ithaca activities . Additional paperwork includes completing vouchers for program expenditures and routine correspondence. I participate in required •meetings that support the functions of position; given increased demands in workload with oversight of the Community Garden project. I will not be Page 2 of 6 w routinely attending meeting such as the Recreation Partnership or JYC where the Town is ably represented by Town Board members. I will continue to participate in CYS organized activities such as Recreation Coordinators meetings and the Youth Employment Network. As a point of contact for both recreation and development programs I attend trainings and community information topics on work related topics such as Whole Community Project offerings which lead to the cold frame project currently being done with New Roots School. (Featured in article by Karen Scott in the January 25 , 2010 edition of Tompkins Weekly) I author press releases as well as newsletter articles about programs for the town and community newsletters . These outreach communication efforts are often extended to the window displays in the lobby and other forums (i.e. GIAC youth work fair) . The success of many of the programs under my aegis has been because of extensive and effective outreach and partnerships. I work collaboratively with Park & Trail Maintenance Supervisor Rich Schoch on programming planning, brochure development and support activities of volunteers and community service projects such as the Adopt a Park or Trail Program and Cornell POST project. I maintain all administrative oversight for program areas creating forms and programs as required for activities reporting directly to the Town Supervisor and the Operations Committee of the Board. Some program monitoring occurs as directed. Supervision Supervisory responsibilities include oversight of both youth and sites active in Student Work Initiative Program. The value of this program to youth is the actual on the job training it provides. Youth are not well prepared to seek or obtain initial job opportunities and this effort addresses those issues requiring time and knowledge for interviews, counseling and site visits to address performance related issues. Feedback between site and participant is critical for the program to be effective. Initially sites maybe new to the idea of hiring youth and often have questions about how to deal with a particular behavior. If employments skills came naturally there wouldn' t be a need for this program but as education seems to be more and more technology based basic social skills to be successful at work can require a wide-ranging supervisory counsel. Youth want to know such things as "Should I tell them I' m disabled?" Sites may want to know "How do I keep the child on task?" Let alone routine administrative questions such as "When are time cards due?" or "When do I get paid?" The success of this program is not just the number of youth served but the quality of the experiences which requires comprehensive knowledge of best employment practices and the capacity to communicate them. In 2005 the former Recreation (Board) Committee recommended pursuing Ithaca College for Fieldwork & Student Interns. The first intern started in the spring of 2006 and assisted with the creation of orientation material on all the facets of the work for subsequent students. Each student picks a specific interest area and we develop goals for their educational experience. The students have worked on events, fund raising, preserve management plans and the community garden. This year the Town has been approached by a student wanting to complete a 480 ( 12 weeks at 40 hours) work experience with the Town this summer at the community garden. This is an exciting opportunity for both the Town and the student. I am investigating options for funding such an opportunity with Page 3 of 6 v some required tasks tied to possible funding sources. More details should be available in next month' s report. This should be an exciting expansion of service/work programming. New in 2009 I began the supervision of both Ithaca College and Cornell Work Study Students . I began aware of this resource after one of the SWI participants began attending Cornell and qualified for Work Study. She asked about working here with me. As a town resident the JYC reviewed and approved the use of SWI funds as the match for the initial placement so the opportunity could be actualized. Students are terrific resources for me as they have grown up with computers and assist by completing and/or training me how to accomplish tasks using that invaluable tool. By working closely with me they benefit from learning about government process and grant writing with actual experience. These students have also benefited from the orientation process. Currently one IC student is working on the history of Inlet Valley Cemetery with a goal of completing 2 lobby window displays by semesters end. The Town utilizes volunteers for both on going commitment (Adopt-a-park/trail), special projects (nutrition students from Cornell on the award wining Healthy Passports effort) and community service projects such as the POST program, church groups or an Eagle Scout endeavor. Most of these efforts involve collaboration with Rich Schoch as the efforts often focus on physical amenities addressing identified Town of Ithaca needs and goals that could not routinely be addressed by Town staff without an expansion of service. These efforts are community building at its best. Often I spend a minimal amount of direct supervision time producing thousands of dollars of actual work on a project such as Inlet Valley Cemetery or the Community Garden. Planning I plan and actualize many events and programs . To deliver an effective event (one where the uncontrollable i.e. the weather is successfully managed) requires a tremendous amount of planning and consideration of details. Experience with and understanding "flow" is useful. This is about smooth transitions and clear direction. What are the goals of an event and how can those goals be successfully addressed are essential elements requiring consideration and conversation. Knowledge of event management is a real skill. In 2009 the Town hosted the community garden opening, Don Ten Kate' s Memorial Playground Dedication as well "A Day on the Farm ". Each event was successful in terms of positive feedback and attendance. This year all currently anticipated events will be tied to the Safe Routes to School grant. All aspects of work of this position are framed by budgetary consideration. I work with the Town Supervisor and Budget Officer before launching any new efforts . Broad planning occurs around budget development and regular monitoring is done to assure operation within the budgeted allocations. In a program area such as the SWI program this can be a challenge to assure appropriated fund are spent without exceeding them. Funds have been moved from other program lines to assure spending is within budgeted appropriations. Program planning does not occur in isolation. I use existing networks such as those established by County Youth Services (CYS) and Cornell Cooperative Extension of Tompkins County to build and support program opportunities for town residents . For Page 4 of 6 example youth unemployment is on the rise at a time when both the county and the state are cutting funding for this activity. (Note: the Town of Ithaca maintained its financial commitment to this program.) Numbers of youth meaningfully and successfully engaged in work activities have been on the rise as a result of coordination of Youth Employment Partners . This same group has been meeting to plan alternative community service/job training options to engage youth and build skills to effectively seek employment. This effort will coordinate with the Joint Youth Commission (JYC) for additional input to address a critical need and position the community to seek federal grant support for an ongoing effort based on the anticipated success of this pilot venture with a site planned within the Town of Ithaca. Many program concepts are the result of this type on ongoing planning process. Programs In conjunction with its construction the Warren Road Walkway will be the focal point of significant program activity focusing on education and encouragement for youth and their families to use it as an element of the Safe Routes to School grant funding. Last year required data collection was completed by Northeast & Dewitt staff and families was completed and entered at the national collection point. Planning for these activities is inexorably tied to the implementation and actual construction of the walkway which is planned for this year. At a minimum a ribbon cutting event with the school principals and town designees will occur. I will be working with appropriate school representation (to date the principals with goal to include PTA' s and/or site based councils) to develop a comprehensive approach at each school to encourage walking/biking to school by youth. One identified tool for Northeast Elementary is the Healthy Passport and green wrist bands . I will be reporting on the ongoing progress of this effort over the course of the year with more required data-collection occurring to measure effectiveness of efforts. It has been my conscious intent to focus on "green recreation" since participating in forums of the Whole Community Project of the Cornell Cooperative Extension of Tompkins County .Community Garden. The initial intent of the Whole Community Project (WCP) was a collaborative effort of organizations and individuals in Tompkins County to support the health and well-being of our children and youth. The WCP did not embrace just one solution or strategy. It brings together the collective experience of community members to support existing and new initiatives that foster healthy children and families in our community. Childhood overweight and obesity is an increasing concern for our community locally and nationally especially because both can lead to long-term health problems, poor body image, and low self-esteem. By supporting our children in healthy eating and active play, we promote positive development for all. The belief was it would take the whole, diverse community to make a difference. The WCP goal was to be a place of dialogue and action for all the communities that make up Tompkins County. The Community Garden (as well as the Safe Routes to School grant) were direct outcomes of participation in this effort. The organization changed direction with the change in staff but the seed was planted that 73 % of youth nationwide never participate in an organized sport program. Hence Town resources solely directed to that type of activity was potentially missing huge segments of the population needing to engage in low cost physical activity. The green recreation Page 5 of 6 R concept is directed to that need and addressing the concept of the "nature deficit disorder" (to much time indoors). The garden' s success last year exceeded my expectations but my belief the project would manage itself was naive. This year it is was intent to build on the projects strengths and incorporate more children into the effort by offering a more structured program for them with the garden as a focal point. Skills and experience of the interested IC student lends itself to that goal. As referenced in this report specific details are in process and will be shared in future reports. The Student Work Initiative with supporting community service/job training component is alluded to in the previous paragraph. Last year Town of Ithaca numbers of interested youth exceeded my best planning efforts . Although funding is questionable from state and federal sources the need remains. I am working with Youth Employment Network partners to implement cohesive strategies to address the issue locally in an effective manner. The Town of Ithaca maintained funding to this highly successful effort but last year' s numbers were supported by referrals to partners with state & federal funding that may not be available. The Network hopes to offer constructive opportunities to meaningfully engage youth regardless of resource allocation. To that end I will be meeting with the Joint Youth Commission on 2/9/2010 to discuss best case alternatives to respond to the needs of the community' s youth. A program of Outreach continues with residents of Overlook, and Linderman Creek identified due to a number of community concerns surrounding "latch key youth". Local property managers have been receptive to making community spaces available for enrichment activities provided by Town of Ithaca and its affiliated organizations such as Cooperative Extension of Tompkins County. As previously mentioned I ' m also working with students of the New Roots School on identified needs (plot identification signs) for the community garden. Outcomes • Continued collaborations such as those resulting cold frames for the community garden • Expanded youth centered job training programs • Fully implemented Safe Routes to School education/encouragement effort • Continued commitment to resource development • Timely response to public inquiries • Complete & thorough reports • Effective & appropriate supervision of designated subordinates • Successful program management and implementation • Efficient use of community resources • Comprehensive planning • Considered resource allocation • Ongoing program delivery and evaluation Page 6 of 6 Human Resources 2009 Year End Report t ■ Civil Service : Remained compliant requirements o Received approved ,payroll certification o New position created : Director of Public Works , Sr. Civil Engineer o 13 positions between the Town and Public works turned� over: due to deaths; retirements and resignations/terminations o Worked with management on personnel related issues o Engineering Department folded into Public Works Department ■ Personnel Committee and Employee Relations Committee staff support - o Consistent meetings with both committees each month o Committee review of Engineering Department o Committee review of creation of Director of Public Works o Conducted employee satisfaction survey ■ Reviewed results with Bolton Point Personnel Committee o Discussed and recommended revisions to policies like the IT Policy o ERC started reviewing suggestion box comments and review of policies ■ Created a 360* performance review model for management staff and Town Supervisor o Organized a day of performance review and documentation training for managers ■ Worked with Negotiations Team members on PWD collective bargaining contract ■ Town Hall management representative on Safety Committee ■ Benefits Administrator for: o Health , Dental , Life , Long Term Disability Short Term Disability, Flex Spending Workers' Compensation , Deferred Compensation & NYS Retirement System o Great deal of time has been devoted to working on the Greater Tompkins County Municipal Health Insurance Consortium ■ Serve as the Director representing the Town and serves as Secretary ■ Member of TCCOG Health Benefit Steering Committee o Sent out a RFQ for Deferred Compensation Administrator- required after 5 yrs . ■ Risk Manager — Commercial insurance coordinator o Performed a RFP for insurance agency for Bolton Point o Worked with NYMIR on contract language re : insurance liability ■ Payroll management and law compliance o 159 w-2 's issued , increase over 2008 due to increase in Youth employees ■ Designed and coordinated staff training and picnic event and aided in the yr end lunch ■ Work with Brainteaser group for intermunicipal training opportunities ■ Bolton Point Human Resources support o Staff support to Personnel Committee = meets monthly o Support to managers regarding personnel issues o Advertised , organized and supported recruitment process for Distribution Operator Trainee - twice . o New employee orientations o Budget work for 2010 salaries and benefits ■ Served on TC Diversity Consortium as Treasurer and served on Society for Human Resources Management of Tompkins County as Vice President . 2010 Priorities for Human Resources : ' ➢ Evaluate Employee Satisfaction Survey ➢ Work on a computerized, performance review system ➢ Design and arrange supervisory training programs o How to work in a unionized setting ➢ Complete the RFP review of a Deferred Compensation Administrator ➢ Designate time to records managing office — lacking due , to 2009 schedule o Purge old personnel files and documents in files no longer required to keep ➢ Staff support to assure approved changes to the Protocol and Procedures Manual are made and new pages are provided to Board Members . ➢ Develop a Standard of Conduct policy ➢ Reprint of the updated Personnel Manual for all employees . _ Committee work priorities : Personnel : Items that still need discussing for the first half of 2010 : • . Review union contract for benefits for non union staff . • 4-day work week • Board member shadow staff member for a day or get a presentation by department on what is done or responsible for — establish a program . • Vacation Buy Back • Additional time use by salaried staff • Research completed by staff that should be referred to Attorney for the Town • Review positions and . how they fit in to the wage classification system ERC : • Discuss results from employee satisfaction survey • Discuss potential changes to personnel policies Safety Committee : • Do final reviews of the manual update • Review emergency management policies Network/Record Specialist 2009 Year End / 2010 Priorities Report 2009 Year- End Report Town Web site • Created new section of web site called Documents. This section contains pages such as Forms, Minutes , and the new Environmental Impact Statement ( E. I . S) page. • Posting all Town Committee meeting times and agendas. • Added (and now maintaining) new portions of web site: COC, ZBA, PB and TB minutes, as well as Comprehensive Plan Committee summaries Network Email Hosting Transition Project: • This was a large, two month undertaking of planning and implementing the transition from having Town's email hosted at the Time Warner Road Runner Business Class servers to an in-house managed email system . Installed new hardware and software and reconfigured all the client machines. o The benefits of this transition includes increased email storage and better control over spam . Most important benefit is full access to user's MS Outlook features from any browser, anywhere internet access is available. This was in response to staff request for this kind of access . Upgrades to Town Hall and Public Works Infrastructure: • Installed new file servers at Town Hall and Public Works facilities. These new servers were necessary due to increasing obsolescence, need for better performance and more data space demands from users. Town staff is saving more digital images , large GIS and sound files. • Replaced new switches at Town Hall and Public Works. This new hardware at Public Works was necessary because of the Town Engineers' move to Pubic Works facility. The Town Hall switch replacement was a scheduled replacement of obsolete equipment. • Installed new Symantec Endpoint Protection antivirus/antispyware at Town Hall & Public Works. The previous Computer Associates Integrated Threat Management application was too expensive and often missed spybot attacks. Symantec offers a better management tool and (so far) has performed better than previous antivirus/spyware protection . Additional Responsibilities • Completed edits to the Town's Information Technology Policy with the Human Resource Manager and Records Management Advisory Board Committee (RMAB). 2009 Year-End/2010 Priorities Report • Conducted demonstrations of an email archiving system and a Unified Communication System (enhanced phone system for Town Hall and Public Works) for the RMAB and Operations Committee. • Facilitated a pilot 99 paperlessIt project with Codes Dept. and Cornell student. • Provided software updates and hardware maintenance for Town Hall and Public Works networks and peripherals. • Provided daily Help Desk support for Town Hall and Public Works staff. • During the absence of the Town Clerk, stepped in as Town's Record Management Officer to oversee a NYS records management grant. • Assisted support staff with customer service while Town Clerk Department had two vacancies . • Continued as a working member of the Records Management Advisory Board Committee. Priorities/Goals/Expectations for 2010 • Gain more competency administering the new in-house email server — especially regarding spam filtering. • Assist Public Works staff with new "PubWorks11 software implementation . This application integrates with Town's GIS application . • Refurbish four PCs to replace computers for Town Supervisor, Recreation Specialist and student interns. • Work with the Records Management Advisory Board and Town Clerk to rework the 1993 Records Management Policy & Procedure Manual. • In collaboration with Sherpa Technologies , redesign and reconfigure the Town Hall and Public Works Wireless Access Points (WAP) and Remote VPN access to meet changing Town Staff and Board members needs. 2009 Year-End/2010 Priorities Report TOWN OF ITHACA PLANNING DEPARTMENT MEMORANDUM TO : TOWN BOARD FROM: JONATHAN KANTER, AICP DIRECTOR OF PLANNING RE: PRESENTATION OF 2009 ANNUAL REPORT AND OUTLINE OF SUGGESTED 2010 WORK PLAN PRIORITIES DATE: FEBRUARY 2, 2010 I am pleased to present the attached Annual Report for 2009 on behalf of the Town of Ithaca Planning Department. In summary, the major accomplishments during 2009 included the following: • Significant progress on update of the 1993 Town of Ithaca Comprehensive Plan, including completion of residents survey, holding of a number of focus group meetings, review of 1993 goals and objectives, and drafting of initial existing conditions sections ; • Completion of Town' s involvement in Cornell University t-GEIS with Planning Board' s adoption of Statement of Findings ; • Completion of Route 96 Corridor Management Study and Town Board adoption of a resolution supporting the Study; • Local Laws (Codes & Ordinances Committee) : ( 1 ) Completion and adoption of revised Lakefront Residential Zone provisions ; (2) completion of a draft stream setback law, holding of a public information meeting on the draft law, and review of public comments regarding draft of proposed stream setback law; and (3 ) adoption of revised zoning provisions regarding fences and walls , • Completion of a draft scenic resources inventory and an alysis for the Town of Ithaca; • Obtaining federal funding ($297 ,000) for and completion of design and engineering details for the Forest Home Traffic Calming Phase I project, with Cornell University contributing to funding of the project; • Cooperating with Tompkins County and Cornell University in obtaining federal transportation enhancement funds ($686,734) for Pine Tree Road Bicycle/Pedestrian Improvements ; • Trail Committee — completion of a survey of residents living near or adjacent to Town trails ; • Obtaining grant ($205 ,224) from NYS Department of Agriculture & Markets for purchase of development rights on Indian Creek Farm in the Town of Ithaca; • Significant progress working with Cooperative Extension on Town' s Agriculture and Farmland Preservation Plan ($25 ,000 funded by NYS grant), including surveys and meetings with farmers in the Town to update inventory of farms and identify issues regarding farming in the Town; • Completion of an inventory and mapping of sensitive natural features in the Town that could be impacted by gas drilling and completion of a letter to NYS DEC regarding the Draft Generic EIS on the Oil, Gas & Solution Mining Regulatory Program (Marcellus Shale Gas Drilling); • Planning Committee — recommendations and discussions regarding Northeast area conservation options, Route 96 Corridor Study, nodal development, West Hill residents concerns regarding traffic and growth, various rezoning proposals, and proposed amendments to Conservation Zone provisions . In addition, I have outlined possible Department priorities for 2010 and beyond as follows. Comprehensive Plan Update: Through the Comprehensive Plan Committee, continue the update of the 1993 Comprehensive Plan for adoption by the Town Board. Include Generic EIS format of analysis of growth scenarios, including traffic modeling and analysis . The current anticipated timeframe for completion of the majority of work on an updated Plan is the end of 2010 with final reviews, revisions and adoption perhaps in early to mid 2011 . This is the highest priority for the Planning Department and should take precedent over other items that may come up. Agricultural Protection Planning Grant: Complete Town' s Agriculture and Farmland Protection Plan and incorporate recommendations into the Town' s Comprehensive Plan update. Codes & Ordinances Committee: (a) complete and adopt stream setback law; (b) adopt Coy Glen Conservation Zone; (c) complete revisions to Conservation Zone language to clarify tree cutting and other provisions ; (d) complete revisions to the sign law (Chapter 221 Town of Ithaca Code) ; and (e) start research regarding possible tree preservation regulations. [COC is considering a more complete list of work plan priorities for 2010.1 Planning Committee: Work with the Planning Committee on various development proposals and rezonings. Follow up on Northeast conservation options and any zoning or other regulatory modifications that may be necessary. Complete review of scenic view inventory and analysis and provide follow-up recommendations to Town Board. Stormwater Management Program: Continue implementation of stormwater management program, including public education and awareness . Assist with implementation and monitoring of stormwater program, including site inspections. Continue participation in Stormwater Coalition of Tompkins County. 2 Transportation Projects : Participate in completion of transportation capital project planning and design that are currently underway, including Forest Home Traffic Calming Phase I, Pine Tree Road Bicycle/Pedestrian Improvements, and Hanshaw Road Walkway and Extension. 2010 Census : Participate in and assist with 2010 Census. Development Review: Continue providing staff support to Planning Board. Agendas have been extremely busy, and are expected to remain that way with projects like Carrowmoor and Holochuck Homes Draft EIS ' s in progress. Att. 3 TOWN OF ITHACA PLANNING DEPARTMENT ANNUAL REPORT FOR 2009 DEVELOPMENT REVIEW Planning_Board Actions : A major portion of Planning Department time was spent in support of the activities of the Planning Board in the review of subdivisions, site plans, special permits, recommendations to the Town Board & Zoning Board, and other planning activities . A "Summary of Town of Ithaca Planning Board Actions - 2009 " is attached to this report (Appendix A). The Planning Board approved a total of 80 actions during 2009. (an increase from 74 actions in 2008) . Many of the miscellaneous actions noted in the summary table were related to lead agency designations for various projects, acceptance of scoping documents for those projects, acceptance of environmental impact statements, and other decisions associated with the environmental impact statement process . All specific actions have been described in the Planning Department' s monthly reports that have been submitted to the Town Board in 2009. Anticipated residential, commercial and public development as a result of the final approvals granted by the Planning Board in 2009 include five potential new residential building lots, the construction of the 125-foot tall Verizon Telecommunications Tower located at 651 Five Mile Drive, and the establishment of the West Hill Community Garden located in the Town of Ithaca West Hill Park off of Conifer Drive. Anticipated institutional development includes construction of the Cornell University Plantations Welcome Center on Comstock Knoll Drive, including a +/-6,000 square foot building containing a visitor lobby, educational exhibit area, flexible classrooms, a seminar room, restrooms, gift shop, and other amenities; construction of the Cornell University Water System Improvements Project on Hungerford Hill Road, including a new water tank, pumps, and installation of nearly two miles of new water main; installation of the Ithaca College temporary modular residences located on the Ithaca College campus and including housing for up to 100 students per year over the next four years ; and construction of major modifications to the Lakeside Nursing Home to accommodate new Assisted Living and Adult Day Care facilities . Development Review Fees — 2009 : In 2009 , the Planning Department received 32 new development review applications. Some of these applications include multiple actions that were not counted separately for the development review accounting purposes . There were also multiple applications for projects started prior to 2009 that submitted applications for other stages of review and are not included in the number listed above. In 2009, a total of $9,445.00 was collected for site plan review, subdivision review, special permits and additional meeting fees . This includes all 32 new projects submitted in 2009 along with several older projects that submitted new applications in 2009 and were still active. Plan Compliance and Inspections : The Planning, Code Enforcement, and Public Works Departments continued to work together to coordinate development inspections and compliance issues relating to projects that were approved by the Planning Board and Zoning Board of Appeals. "PEZ" meetings were held monthly to coordinate development review follow-ups . Town Board SEOR Reviews : Staff prepared 6 SEQR reviews in 2009 for local laws and capital projects, including revised amendments to Lakefront Residential Zone, Warren Road Walkway/Safe Routes to School grant, Forest Home Traffic Calming Phase I, local law amending fence and wall requirements, local law amending Conservation Zone purpose section to include references to natural drainage and stormwater retention functions, and amendments to Comprehensive Plan regarding Northeast area. PARK, RECREATION AND OPEN SPACE PLAN IMPLEMENTATION Open Space Fund: The Open Space Fund, which is currently funded through the Town' s Operating Budget, had a balance as of December 31 , 2009 of $ 516, 827 . Funds are available for open space or park acquisition, purchase of conservation easements, and trail or park development. Agricultural Land Preservation Program: The Town was notified in May by the NYS Department of Agriculture and Markets that our grant application for purchase of development rights on the Indian Creek Farm (Trumansburg Road) was approved. The Town will receive $205 ,224 from the State to acquire an agricultural conservation easement on the 42 acre Indian Creek Farm. The Town will be responsible for a local share of $66,708 (to come from the Open Space Reserve Fund). The Town signed the State agreement in September but the completed agreement has not been returned. The Town will move forward with the project as soon as the completed agreement has been returned. In September, Planning Staff conducted the annual inspection of the Ferguson property on West Hill and found the property to be in compliance with the conservation easement. Agricultural Protection Planning Grant: The contract for the development of an Agricultural and Farmland Protection Plan was signed with NYS Department of Agriculture and Markets and the Town signed an agreement to work with Cornell Cooperative Extension of Tompkins County (CCETC) on portions of the plan. CCETC and the Town interviewed approximately 15 farmers in the Town and held one meeting with farmers in the fall. Multiple agricultural related maps were created for use at the meeting and will be incorporated into the plan. It is anticipated that the plan will be drafted during the winter and spring of 2010 with the final plan being adopted over the summer. Gateway Trail: Planning, Engineering, and Public Works staff met with representatives from the City of Ithaca to coordinate the planning and design of the Gateway Trail project. Staff prepared a project scoping document that was submitted to NYS Department of Transportation 2 (NYSDOT) for review in June. NYSDOT requested several changes to the document. The scoping document will be revised and returned to NYSDOT in 2010. West Hill Trail Connections : The Town' s Trail Committee continued to discuss the various possible trail connections on West Hill, specifically in the Elm Street / West Haven Road area. Discussions occurred with a couple landowners in the area to inform them of the project and to gauge possible interest of a trail on their property. Trail Survey: The Trails Committee and Planning staff developed a survey for residents who live near the existing Town recreation ways to gauge perceptions and needs regarding the existing trail system and to help plan for future Town trails . The survey was mailed out in May and we received a great response from the residents with 69% of the surveys returned. Planning staff developed a report summarizing the results which was distributed to the media and placed on the Town website. CONSERVATION BOARD The Planning Department provided regular staff support to the Conservation Board during 2009 . Staff coordinated and regularly attended Board meetings, as well as provided support to several Conservation Board (CB ) committees, such as the Environmental Review Committee, the Scenic Resources Committee, and R. Fischer Environmental Conservation Recognition Award Committee. Noteworthy items of 2009 : Membership: In 2009, the CB welcomed three new members : Andy Goodell, Nirav Patel, and Kristine Shaw. Andy is the Assistant Director for Membership for Ithaca Carshare and can often be seen bike commuting from the West Hill to the East Hill. Nirav is pursuing his PhD in the field of Natural Resources at Cornell University. Kristine is a local attorney and is the Town' s liaison to the Tompkins County Environmental Management Council. We recently learned that Susan McCutcheon is stepping down after five years . The Board has two vacant seats to fill. Richard B . Fischer Environmental Conservation Recognition Award: Tom Reimers was the recipient of the sixth annual Richard B . Fischer Environmental Conservation Award. Mr. Reimers was selected to receive the award in recognition of his many years of volunteer work with the Cayuga Trails Club, the Finger Lakes Trail Conference, the North County Trail Association and the Finger Lakes Land Trust. Mr. Reimers was held on May 29 2009 at the Mitchell Street A tree planting ceremony to honor M . e , P g Y Y entrance to the East Hill Recreation Way in the Town of Ithaca. The Autumn Brilliance Serviceberry tree was planted along the popular town trail by Mr. Reimers and Conservation Board members, with significant "behind the scenes" assistance from the Public Works Department. The tree holds a metal tag explaining that it was planted in honor of Mr. Reimers, and the R. B . Fischer Award plaque, located in the lobby of Town Hall, also bears his name. The Committee is currently seeking nominations for the 2009 Fischer award. The deadline for submissions is February 28 , 20100 Scenic Resources Committee: In a follow-up to the SRC ' s report, Saving Ithaca' s View, the Planning Department' s summer intern worked on the document, "Scenic Resources Inventory 3 and Analysis ." The Scenic Resource Committee continues to work on plans for an educational sigri/exhibit template that could be sited at various scenic locations in the Town; specifically, they are finalizing a draft sign for East Shore Park, Environmental Review Committee : The Environmental Review Committee (ERC) continued to provide useful comments to the Planning Board on various development proposals in 2009. ERC members conducted a number of site visits and produced comments for the Planning Board' s consideration on a wide range of projects. Other Special Projects : With recent concerns about the spread of invasive plant species , the Conservation Board heard presentations from Todd Bittner (Cornell Natural Areas Director) and Toni DiTommaso (Professor in Weed Ecology at Cornell) regarding pale swallow-wort, an invasive plant known to be found on Town-owned property and spreading into adjacent natural areas . In late May the CB visited the water tank off of Teton Court to see how the swallow-wort is spreading and heard recommendations from Todd Bittner for the possible eradication at that site. In June the Conservation Board passed a resolution with specific recommendations for the short and long term at the Teton Court water tank and to inventory and control invasive plants in other locations . However, these recommendations were not carried out in 2009. The CB is hopeful that action will be taken in 2010 as recommended in order to avoid an uncontrollable situation that threatens the ecological integrity of the nearby natural areas, including South Hill Swamp. The CB reviewed the NYS Department of Environmental Conservation' s (DEC) draft Supplemental Generic Environmental Impact Statement on the Oil, Gas, and Solution Mining Regulatory Program. In late December, the CB submitted comments to DEC on the following topics : Visual Resources, Invasive Species , Municipal Input, Wildlife, Water Resources, Concerns regarding chemicals and pollutants, and Setbacks. In addition, the CB representatives serving on the Six Mile Creek Volunteer Monitoring Program, the City Natural Areas Commission, and the Tompkins County Environmental Management Council continue to provide monthly reports to the Board, allowing the members to stay informed, and coordinate as necessary with the activities of these other local environmental organizations. CODES AND ORDINANCES COMMITTEE The Planning Department provided staff support to the Codes and Ordinances Committee in 2009. The following were completed by the Committee and sent on to the Town Board for adoption: • Amendments to Lakefront Residential Zone — Adopted • Zoning Code, Fence Provisions — Adopted • Zoning Code, Definition of Basement — Adopted In addition, significant progress in 2009 was made on the following: 4 • Stream Setback Law — Draft law was completed and most of the public comments were reviewed by the Committee. The Committee will finish reviewing the remaining public comments and will provide a draft revised law for the Town Board to consider for adoption in 2010. • Proposed Amendments to Conservation Zone — The Committee reviewed the existing language and has drafted proposed amendments, as recommended by the Conservation Board and Planning Committee. These amendments are under review and will be forwarded to the Town Board in early 2010 for consideration. COMPREHENSIVE PLAN STEERING COMMITTEE The Comprehensive Plan Steering Committee appointed by the Town Board met regularly in 2009 to coordinate an update to the 1993 Town of Ithaca Comprehensive Plan. Staff support was provided by the Planning Department. Accomplishments during 2009 included: Residents Survey: The Cornell Survey Research Institute (SRI) conducted the random- sample telephone survey of Town of Ithaca residents, including residents of Cayuga Heights, in January. Approximately 3 ,500 calls were made in order to complete 359 surveys . SRI completed the survey and prepared and submitted a draft report that includes the results and analysis of the survey. Staff reviewed the results of the survey with the Committee and prepared a summary of the survey results, which was reported in the Town' s Fall Newsletter and is available on the Town' s website. Press Conference: The Committee held a press conference on February 5 , 2009 to provide information on what the Committee has done so far on the Plan update, announce plans for the focus group meetings, and to discuss the next steps in the process. The press conference was attended by four representatives from the local media. Focus Groups : Planning staff coordinated the scheduling and organization of a number of focus group meetings during 2009, including neighborhoods, housing, agriculture, environment, energy, and recreation/museums. Other focus group meetings to be completed in 2010 include education, transportation, business/development, public safety, health, and inter-municipal cooperation. The Committee will also set up meetings in each neighborhood to focus more specifically on local neighborhood issues. Existing Conditions: Planning staff initiated drafting of text regarding existing conditions in the Town, which is an update of Chapter II in the 1993 Comprehensive Plan. Sections will include Land Use and Zoning, Natural Features, Agriculture, Demographics, Housing, Economy, Energy Resources, Education, Transportation, Public Facilities and Community Services, and Parks, Recreation and Open Space. Goals & Objectives : The Committee reviewed and discussed the goals and Objectives from the 1993 Plan, with the intent to update and revise these. Goals and objectives for energy and climate change will be addressed in 2010 (these were not part of the 1993 Plan). 5 PLANNING COMMTTEE The Planning Committee met monthly in 2009. The Planning Department provided staff support to the Committee. The following were discussed by the Committee in 2009, in many cases resulting in recommendations to the Town Board: Northeast Area: The Committee discussed and provided recommendations to the Town Board regarding possible Conservation zoning and other preservation options for the Northeast Study Area, Route 96 Corridor Management Study: The Committee heard presentations and had discussions regarding the Route 96 Corridor Management Study (see details below), and adopted a resolution recommending that the Town Board consider the Route 96 Corridor Management Study and that the Town Board discuss the scope, timing and costs associated with possible traffic analyses to supplement the traffic data in the Corridor Study. The Town Board followed up on this recommendation by supporting the Corridor Study and also setting aside $30,000 in the 2010 Budget to fund a study of traffic on West Hill . Carrowmoor Development & Planned Development Zone: The Committee discussed and provided comments to the Planning Board regarding the draft scoping document for the Carrowmoor Draft Environmental Impact Statement (DEIS ) , Nodal Development: The Committee heard a presentation by Ed Marx, Commissioner of Planning for Tompkins County, regarding the benefits of nodal development, and discussed the concept of nodal development (or development focus areas) . West Hill Residents Concerns : The Committee heard presentations by West Hill residents regarding concerns about traffic and growth and development on West Hill. West Hill residents had submitted a letter to the Town Board asking for a moratorium on development while the Comprehensive Plan update is being prepared. No actions or recommendations on a West Hill moratorium were taken. Marcellus Shale/Gas Drilling: The Committee reviewed a draft response to NYS Department of Environmental Conservation (DEC) on the EIS regarding the Oil, Gas & Solution Mining Regulatory Program (Marcellus Shale Gas Drilling). This was prepared by Planning staff, which included a series of maps and a narrative regarding sensitive and significant natural features in the Town that could be impacted by gas drilling. As a follow up to review with the Planning Committee and Town Board, Planning staff completed a letter to NYS Department of Environmental Conservation (DEC) with comments on the EIS regarding the Oil, Gas & Solution Mining Regulatory Program and sent the letter to DEC on December 23 , 2009 (comments were due by December 31 , 2009). Proposal to Rezone Parcel on Trumansburg Rd. from Residential to Commercial : The Committee discussed a proposal by Salvatore and Rosalind Grippi to rezone their property on Trumansburg Road from Medium Density Residential to commercial . The Committee passed a resolution recommending to the Town Board to consider the 6 possibility of establishing a new "limited historic commercial" zone to encourage use and maintenance of historic properties and to consider the possibility of such a zone for the Grippi property. This will be scheduled as a specific agenda for an upcoming Board meeting in 2010. Proposed Amendments to Conservation Zones : The Committee discussed possible amendments to the Conservation Zone provisions, including adding definitions for biological corridors, woods/woodlands, and wetlands ; strengthening provisions regarding tree clearing and earth moving; and possibly requiring clustering of residential units in Conservation Zones. These proposed amendments were forwarded to the Codes and Ordinances Committee for further review (see Codes and Ordinances description above) . OTHER PLANNING DEPARTMENT PROJECTS AND ACTIVITIES Cornell University t-GEIS — Statement of Findings : The Planning Board adopted its Statement of Findings for the Cornell Transportation-focused Generic Environmental Impact Statement (t- GEIS) . The t-GEIS includes an identification, examination and evaluation of transportation- related impacts of hypothetical Cornell University population growth scenarios over the next decade on transportation systems and neighborhoods. The t-GEIS addresses these impacts by evaluating and proposing mitigation measures to encourage alternatives to single-occupancy vehicle use by those traveling to and from Cornell . The adoption of the Statement of Findings completed the Planning Board' s review of the t-GEIS and the Planning Department' s involvement in the project. Ithaca-Tompkins County Transportation Council (ITCTQ : Planning staff attended regular meetings of the ITCTC Planning Committee and joint meetings of the Planning and Policy Committees. Projects initiated or completed in 2009 included preparation of the 2009- 10 Unified Planning Work Program, action on several . TIP amendments, completion and adoption of the ITCTC Long Range Transportation Plan, and updates regarding several new and on-going programs (e. g. , Ithaca Carshare, TCAT transit service) . Route 96 Corridor Management Study: Planning staff participated in the cooperative study of the Route 96 Corridor, involving the Town of Ulysses, Town of Ithaca, City of Ithaca, Tompkins County, TCAT and ITCTC . The Director of Planning was the Town' s representative on the Technical Review Committee, which coordinated the work of the consultants for the study. The Towns of Ulysses and Ithaca and the City of Ithaca each funded $ 8,000 toward the study, while Tompkins County funded $25 ,000 and provided staff to coordinate the study. The Technical Review Committee completed Technical Report #4, which includes strategies for implementation of study recommendations . All of the completed reports can be found on the Tompkins County Planning Department' s website (ht!p://www.tompkins- co.orgiplanning/transportation choices/Route96Ifno .htm). The Town Board adopted a resolution supporting the Route 96 Corridor Study in December 2009 , Stormwater Coalition of Tompkins County: Planning staff continues to participate in the Stormwater Coalition. This intermunicipal partnership was created to provide a means for MS4 regulated communities in Tompkins County to work collectively to meet the goals of the NYS DEC ' s stormwater management requirements . The Coalition is composed of MS4 representatives from the Town and City of Ithaca, Town' s of Dryden, Caroline, Ulysses, Newfield, Lansing, Village of Lansing and Cayuga Heights, and Tompkins County, with ex- 7 officio participants from other local groups having an interest in water resources including Tompkins County Soil and Water District, Cornell Cooperative Extension, and Cornell University. The group has been meeting monthly since 2003 . Accomplishments for 2009 include: • The Coalition worked collaboratively to assist individual MS4' s in the completion of their Stormwater Management Program Annual Report mandated by NYS DEC • Through Coalition funding and support, Tompkins County Soil and Water Conservation District (SWCD) staff created laminated field flashcards that could be used by contractors and staff working in the field to provide guidance on the proper installation of erosion and I edimentation control measures . • The Coalition began discussing the possibility of establishing a stormwater coordinator position in Tompkins County. This discussion was prompted by a presentation from Mark Watts of Chemung County Soil and Water. Chemung County municipalities came to realize the need for a cooperative stormwater management program. They developed a cost sharing program (with much emphasis on County allocation) which will result in establishment of three stormwater related staff positions ; an educator, engineer, and coordinator/technician, who will work out the SWCD office and assist the MS4 municipalities in implementing their State mandated stormwater management programs (inspections , project reviews, administration and education/outreach responsibilities) . Such a program could be a great help to MS4 communities in Tompkins County and better insure protection of water quality county-wide. The Coalition suspended discussion in light of current County financial conditions, but the Coalition hopes to broach the topic in the near future when conditions improve. • Grant funding awarded to the Coalition from four NYS Water Quality Improvement Project grants (awarded in 2004-2007) began trickling in at the end of 2009. The total award for the four grants is approximately $361 ,240, and was intended for a wide range of projects. The funding received to date is $43 ,250. Cayuga Lake Watershed Intermunicipal Organization: In 2009 the Town of Ithaca served as the Administrative Center for the Cayuga Lake Watershed Intermunicipal Organization (IO). Planning staff provided support to this regional group by preparing meeting materials, attending meetings, and maintaining financial records. The Town was reimbursed approximately $ 1 ,600 for staff time. On behalf of the IO, the Town submitted a grant application to the New York State Department of State Local Waterfront Revitalization Program for a project to evaluate and update the Cayuga Lake Restoration and Protection Plan. Grant funding was awarded for the proposed project, however the contract has not been received yet. As for other educational activities , the IO co-sponsored a number of presentations on the seasonal variations in the water level of Cayuga Lake, co-sponsored a phosphorus conference organized by the Cayuga Lake Watershed Network, and provided funding to the Floating Classroom. Scenic Resources Analysis and Report: As a follow-up to the Planning Committee ' s discussions regarding the Conservation Board' s report, "Saving Ithaca' s Views", the Planning Intern (Shannon Stone) completed a draft report regarding scenic resources in the Town of Ithaca. This 8 will be reviewed and revised by Planning staff and brought to the Planning Committee and Comprehensive Plan Committee in 2010 for follow-up action. TCAD Economic Development (ED) Collaborative: The Director of Planning attended quarterly meetings of the ED Collaborative. The agenda items and discussions included reports on various parts of the County' s economy, including tourism, work force development, housing, and the implications of the economic downturn on different sectors of the County' s economy. Conferences and Training Sessions : Planning staff and board members attended the following conferences and workshops during 2009. All Planning Board members met or exceeded the required four hours of training pursuant to the resolution adopted by the Town Board. Highlights of some of the conferences are described in the Planning Director' s monthly reports, and conference materials are available in the Planning Department: • Farms, Food & Energy Conference, Syracuse, NY — March 26, 2009 • New York Planning Federation Training Session, Lansing, NY — April 13 , 2009 • Management Development Program, TC3 Ithaca — May 29, 2009 • Agriculture Planning Workshop, Cooperative Extension of Tompkins County — July 16, 2009 Planning & Zoning Summer School, Onondaga Community College August 4, 2009 • New York Planning Federation Conference, Lake Placid, NY — September 13 - 15 , 2009 • American Planning Association Webinars — Various webinars throughout 2009 2010 Census — Preparation: The Planning Department participated in preliminary 2010 Census preparation programs , including the Local Update of Census Address (LUCA) program, boundary and annexation changes, and locations of emergency and transitional shelters and soup kitchens serving people experiencing homelessness. 2010 Budget: The Planning Department' s proposed 2010 Budget was completed and submitted to the Supervisor, and incorporated into the adopted 2010 Budget. Performance Reviews : Staff performance reviews were completed during July 2009 . Federal Stimulus Projects : The Planning Department in cooperation with the Public Works Department assisted the Supervisor with preparing a list of potential Town projects that could qualify for funding under the Federal Economic Stimulus program passed by Congress. None of the Town' s proposed projects were funded under this program, but the successful funding of Tompkins County' s Warren Road project freed up funds in the Transportation Improvement Program (TIP) , which then resulted in the Forest Home Traffic Calming Phase I project (see below) to be included for funding through an amended TIP. 9 Forest Home Traffic Calming Phase I - Design: Planning and Public Works staff coordinated efforts to advance the Forest Home Traffic Calming Phase I project that was approved by ITCTC in the TIP amendment (see description above) . The Phase I project includes six entrance features and four mid-block speed tables to help slow down traffic in the Forest Home neighborhood. Federal funds will cover 80 percent of the project cost ($297 ,000). The Town and Cornell will each contribute $37 , 125 as the local share of the project. Because of the short timeframe for State approval of TIP-funded projects, the Public Works Committee recommended that the Town hire a consultant to complete the detailed design of the project, and the Town Board approved this approach. Planning and Public Works staff also coordinated . the hiring of a consultant (McFarland Johnson) to prepare and submit design and engineering details to NYS Dept. of Transportation (DOT) for review and approval , and coordinated the administration of the consultant contract. The Town and Forest Home Improvement Association held a public information meeting on July 22nd at the Forest Home Chapel) to go over preliminary designs with the community and obtain public input regarding the project. The consultant completed the design and engineering details for the Forest Home Traffic Calming Phase I, the plans were approved by the Public Works Committee and Town Board, and plans were submitted to DOT. The process is on track to retain the federal funding in the TIP, and the Town is waiting to hear from DOT regarding approval. Blue Grass Lane Bicycle/Pedestrian Path Grant Application: Upon notification by the Ithaca- Tompkins County Transportation Council (TTCTC) that Congressman Hinchey' s office was requesting applications for High Priority Projects (HPP) as part of the new surface transportation authorization legislation being considered by Congress, the Planning Department preared and submitted an application on May 1 , 2009 for the Blue Grass Lane Bicycle/Pedestrian Path for this Federal funding. This proposed path would traverse Cornell property from Hanshaw Road on the north crossing Warren Road to Pleasant Grove Road connecting into Cornell' s North Campus . This path is part of the proposed "Sapsucker Woods to Cornell University Path" designated in the Town of Ithaca Park, Recreation & Open Space Plan and is also shown as a priority path in the Town of Ithaca Transportation Plan. The project had been submitted as a long range proposal in the Federal Stimulus funding list submitted to NYS Department of Transportation and is also on the Cornell/Community Transportation Initiative Program list of projects for which Cornell University has committed funding. The total estimated project cost is $600,000, of which 80 percent ($480,000) would be covered by the Federal grant if awarded. The remaining 20 percent of the cost would be shared by the Town of Ithaca and Cornell University ($60,000 each), and Cornell has committed to working with the Town to provide the necessary right-of-way for the path through Cornell property. Grant announcements will be announced upon the authorization of the new surface transportation bill . Pine Tree Road Bicycle/Pedestrian Improvements Project: Representatives from Tompkins County, Town of Ithaca and Cornell met in October 2009 to coordinate the Pine Tree Road Bicycle and Pedestrian Project. The project is the recipient of a Federal Transportation Enhancement Program grant with a total cost of $956,454. The County is coordinating the project, which includes replacement of one of the old railroad bridge abutments to make more room on Pine Tree Road for safe bicycle shoulders, replacement of the existing railroad bridge with a new and more attractive bridge for bicyclists and pedestrians using the East Ithaca Recreation Way, the addition of a 10-foot wide bicycle and pedestrian path connecting the existing Recreation Way with the Route 366 intersection to the north, and the addition of a separate 5-foot wide pedestrian path extending south from the bridge to Maple Avenue. The Town Board approved a resolution authorizing the Town to participate in this project, subject to 10 �I approval of the grant, and authorized the Town' s local share of $35 ,000 for the project. The County has executed the necessary agreement with NYS and is in the process of drafting an agreement among the participants (County, Town and Cornell) to proceed with the project and confirm responsibilities for funding the local shares, and defining ownership and maintenance responsibilities . The agreement will have to be approved by the Town Board in order for the project to proceed. Ithaca-Tompkins Regional Airport — Sustainable Master Plan Advisory Committee: The Director of Planning was invited to participate in the Advisory Committee for the Ithaca Tompkins Regional Airport Sustainable Master Plan. The kick-off meeting of the Advisory Committee was held on September 24, 2009, and included an overview of the Master Plan process, the overall approach to sustainable master planning, and discussion regarding possible goals for the Plan. Work will continue in 2010. Grant Application for Sustainability Planner: As a follow up to the Town Board' s authorization to submit a grant application to the Park Foundation for a Sustainability Planner, Planning staff completed the application and submitted it to the Park Foundation. If successful, the proposal is to share a position between the Towns of Ithaca and Dryden to coordinate sustainability efforts in order to become more energy efficient, support a green economy and develop a long-term commitment to climate protection. The responsibilities of the position would be to gather data, establish baselines, develop carbon-reduction goals, and create resulting long-range plans to achieve sustainability. The request is for the grant to provide 100 % of the funding for the position for three years, with the towns providing supervision and administrative support as in- kind match. The Towns of Dryden and Ithaca would formulate and sign an inter-municipal agreement to formalize the contractual relationship between the towns , espectfully submit ed, Jonathan Kanter, AICP, Director of Planning Susan Ritter, Assistant Director of Planning Michael Smith, AICP, Environmental Planner Christine Balestra, Planner Darby Kiley, Planner Sandy Polce, Senior Typist February 2, 2010 11 APPENDIX A SUMMARY OF TOWN OF ITHACA PLANNING BOARD ACTIONS — 2009 Preliminary Subdivision Approvals Granted 0 Final Subdivision Approvals Granted 9 (Includes actions where prelim. & final approvals were simultaneous) Sketch Plan Reviews (including Revised Sketch Plans) 5 Preliminary Site Plan Approvals Granted 1 Final Site Plan Approvals Granted 24 (includes actions where prelim. & final approvals were simultaneous) Site Plan Modifications 0 Recommendations (to Town Board, ZBA, etc. ) 8 Special Permits/Approvals 16 (includes actions where special permits were simultaneous with other approvals) Miscellaneous Planning Board Actions 17 TOTAL ACTIONS 80 1 12 TOWN OF ITHACA PUBLIC WORKS DEPARTMENT 1 2009 Annual Report 2009 saw a number of changes in the Public Works Department. The- Engineering Department was dissolved and put under the direction of the Highway Superintendent. The Highway Superintendent received a new title of "Highway Superintendent / Director of Public Works" . Fred Noteboom, Highway Superintendent for 16 years retired, and we welcomed Jim Weber to lead us into the future . Due to adding two Civil Engineers from Town Hall, the office space at the Public Works Facility had to be reconfigured . We also hired a part-time office staff for data entry. The office, although a little cramped, is working out well, Other Administrative projects included : ? Worked with the Safety Committee and updated the Safety Manual, #i Finished the Town's Spill Prevention Control and Counter-measure (SPCC) Plan. ' Hired a Laborer and Engineering Technician. Several in-house promotions were completed , Annual training, along with annual hearing tests, was performed , * The following equipment was purchased: a 2009 International 10-Wheeler Dump Truck, a 2009 Medium Duty Dump Truck, a 2009 Grasshopper Mower, a 2009 Kubota Tractor (which is also used for snow removal), and a 2009 Sure Trac Trailer. Annual rabies clinic was hosted at the Public Works Facility. In 2009, we lost a co-worker, a temporary co-worker, and a co-worker from Town Hall. Due to these losses, Public Works staff worked on memorials for each of them. Don Ten Kate had the new Eastern Heights Park playground dedicated to him . This playground was being erected using a grant from New York State Office of Parks, Recreation, and Historic Preservation. Work was done to get the playground, stone and plaque, bench, and flowers completed for a dedication on August 12, 2009 . An Eagle Scout project, led - by Andrew Sternglass, aided in completion of this project, Other memorials the Public Works staff worked on were one for Dani Holford and one for Ryan McGory. Dani's memorial is at the Town Hall site . Purple flowers of all types were planted there . Ryan's memorial is located at Tutelo Park behind Valentino Field . There is a bench ,with a - 'plaque omit; along 'with ornamental plantings . i Along with routine maintenance, other Park, Trail, and Preserve projects included : 51 As part of the grant from New York State, Public Works staff started working on a playground at Salem Park. The old one was taken down and some tree trimming was required . Q Work on another grant, called "Safe Routes to Schools", was started in 2009 . We are constructing a walkway on Warren Road from Uptown Road to Hanshaw Road . Prior to the construction of the walkway, a new drainage / collection system is being installed . 4 Site preparation for a community garden on West Hill behind Linderman Creek Apartments . This work included rototilling, fencing, mulching around the fence, and construction of 2 benches and a shed . Crews installed and maintained path and made sure water was available through the growing season. 4 A walkway was constructed on Honness Lane . The walkway connects Slaterville Road (Route. 79) to East Ithaca Recreation Way. 4 The Public Works staff prepared and maintained Valentino Field so that the Cal Ripkin League could use it for league play . During this time, the Babe Ruth Women's softball league rented the field for several games. 4 South Hill Recreation Way was trimmed, mowed, and otherwise prepared for the annual Rec . Way 5 and 10 K race held in May. 4 The Public Works Department hired an intern to collect GPS data on all park, trail, and preserve sites . The property lines were posted and digital photos were taken to link to our database . 4 Cornell POST Service Project for the Town was coordinated . This year they worked at Inlet Valley Cemetery filling holes, reseeding, trimming brush, and doing general clean up . Along with routine maintenance, other Road projects included : rk Participated in a webinar training on deicing techniques . We are ahead of the curve with our current practices . 4i The old wall at the Town Hall parking lot was removed . The area was cleaned up and mulched . J4. Our three Working Supervisors and two Engineering Technicians attended a storm water inspection training seminar put on by Tompkins County Soil and Water. 46 Hard surfacing, drainage work, and tree trimming were completed on Helen's Way . Storm water work and final landscaping on Haller Boulevard was ; completed . Joanne Drive, Sharlene Drive, and Landmark; Drive were repaved in 2009 . 4. Damaged guiderail on Sand Bank Road was replaced . Graffiti was removed from the Dangerous Curves signs. Several sections of Sand Bank Road were failing, so they were excavated out, drainage installed, and repaved . The deck plating on the upstream Forest Home Drive Bridge was repainted . Surface treatments were applied to Helen's Way, Coy Glen Road, Sand Bank Road, Compton Road, King's Way, Rich Road, Pearsall Place, and the parking lot at the Public Works Facility, 4- Worked with other municipalities on shoulders and hauling materials, etc. Engineering projects included : $ Design and prep work for the East Shore Drive water main replacement. This is schedule for work to begin in 2011 . $ In compliance with the Town's Stormwater Prevention Protection Plan, inspections at worksites throughout the Town were conducted by staff. $ In conjunction with Bolton Point, the Town provided construction administration / inspection services for Bolton Road . $ GPS data was collected on the Town's signs and a systematic database was developed . $ Staff went to a presentation on "pervious pavement / porous concrete . " We hope to use pervious pavement on the Warren Road Walkway for the surface . $ GPS location of sewer manholes on West Hill was worked on. $ Engineering Technician worked on the design for the Triphammer Road T-Main replacement which Bolton Point has scheduled . $ Worked on developing plans for the Ulysses Meter Building. $ Worked on developing plans for repairing and upgrading the PRV pit on Remington Road . $ Engineering Technicians collected data on sewer flows on West Hill. $ Staff worked on surveying and presentation on the drainage in the Northeast area of the Town. $ Worked with three Cornell University students on their Internship Program. They helped with surveying, etc. Along with routine maintenance, other Sewer projects included : 41w Responded to approximately 650 Dig Safely New York mark out requests. The Town staff has to mark where our sewer lines are when someone is going to do any underground work. 0 Inspection of a sewer line being installed on E . King Road was completed . As-builts were made . 0 Repairs to sewer pump stations throughout the Town were done . 0 The Public Works staff makes bluebird nesting boxes and installs the boxes as markers so we know here manholes are . Each year we clean the nesting boxes and replace any that are worn out. 0 Manholes on South Hill and West Hill were inspected and observed for ground water infiltration. Those needing repairs were grouted significantly reducing ground water infiltration in those areas . 0 Several sewer blockages were cleared . Along with routine maintenance, other Water projects included : Chi Involved with the repair of a large transmission water main line that broke in the Village of Cayuga Heights . Cayuga Heights Department of Public Works and the Town's Public Works Department worked at this site for 24 hours straight. Addressed 15 other water main breaks repaired . + Repairs to fire hydrants and valves were completed . e The Public Works Department hires three High School students for six weeks in the summer. As we did last year, they worked on painting fire hydrants and cleaning brush away from them. Larry Salmi supervised the crew. 2010 PUBLIC WORKS PROTECTS AND PRIORITIES ADMINISTRATION 1 . Continue intermunicipal/departmental cooperation . 2 . Addressing community concerns . HIGHWAY: 1 . Storm water piping on Snyder Hill Road, 2. Pavement overlays on Orchard Hill Road and Lois Lane. * 3 . Reconstruct Forest Home Drive from Warren Road to upstream bridge (depends on County' s bridge project) . * 4 . Surface treatment (to be determined) . 5 . Finish constructing access road to Circle Drive storm water structure. 6 . Complete landscaping of Eldridge Circle cul-de-sac when grading is finished. 7 . Lawn,repairs from snow plow damage . 8 . Hot patching as required. 9 . General ditching town-wide as required. 10. Rights-of-way mowing. 11 . Storm water stenciling. 12 . Crosswalk striping and paint stop bars . 13 . Shoulder work (various locations) . 14. Tree removals and brush cutting (where needed) . 15 . Replace culvert pipes and road crossing pipes in various locations . 16 . Upgrade intersection of Whitetail Drive, Saranac Way, and Teton Court, PARKS, TRAILS AND PRESERVES : 1 . Warren Road Walkway construction under Safe Routes to Schools grant. 2 . Forest Home Walkway reconstruction . 3 . Saunders Road Park/Michigan Hill Trail construction after neighborhood meeting. 4. Completion of Woolf Park (settle encroachment issue) . 5 . Completion of Salem Park playground. 6 . Construction of Northview Park playground. 7 . Valentino Field reconstruction and Cal Ripken storage closet with keypad option. 8 . Finish removal of old see-saw components at all play grounds . 9 . Replace damaged soccer goals at Eastern Heights and Tareyton Parks . 10. Surface treat with IA ' s at Eastern Heights Park all paved areas . 11 . Continue support of West Hill Community Garden 12 . Re-pave Summerhill Walkway by East Hill Plaza. 13 . Gateway Trail design, planning, and lay-out following scoping. 14 . Install Tutelo Park observation deck at wetland with Lowes volunteers . 15 . Install bicycle rack at Tutelo Park near comfort station . 16 . Install permanent signage from Fossil Inc . at Tutelo Park near pavilion. 2010 PUBLIC WORKS PROJECTS AND PRIORITIES . (contj WATER AND SEWER : 1 . Contract administration for Remington Road PRV and Ulysses Meter Building. * 2 . Replace water and sewer mains on upstream Forest Home Bridge project (depends on County) . * 3 . New coatings at Ridgecrest water tank. * 4. Continue GPS mobile mapping and surveys on Town sewer manholes . 5 . Replace approximately six hydrants . 6 . On-going valve box maintenance. 7 . Water pump station building maintenance . 8 . Paint piping in water pump stations . 9 . Repair leaks to sewer manholes and replace damaged frames and covers . 10. Clean sewers with sewer ' et town-wide . 11 . PRV maintenance (quarterly) . 12 . Lawn repairs and pavement repairs at water main break locations . 13 . Surface treat access roads to tanks and pump stations (to be determined after winter maintenance) . 14 . Sewer pump station maintenance. 15 . Mow water and sewer easements and rights-of-way. 16 . Infiltration and inflow (I &I) study of sewers with portable meters . ENGINEERING : 1 . Rewrite storm water law . 2 . Standardize development review standards from Public Works . 3 . Watershed delineation for MS4 . 4. System modeling for sanitary sewer analysis . 5 . Update bid documents . 6 . Continue utility mapping . 7 . GIS mapping : traffic counts and sign inventory. 8 . Official Town highway map . * Pending Capital Project Approval P\PUBLICWORKS\Administration\2010publicworksprojectsand priorities Created 1 /7/2010 2008 TOTAL HOURS WORKED FOR PUBLIC WORKS DEPARTMENT r ' Regular ( OT Water 21936.25 Water 520.50 St. Water 0.00 St. Water ! . .• � 0.00 Parks 14,249 . 75 Parks 289.50 Town Hall 1 ,198.25 Town Hall 76.50 Public Works 21433 .00 Public Works d 48.50 Fringe Benefits 81460.30 Fringe Benefits 0. 00 General Repairs 10,863.00 General Repairs 74. 75 Sewer 41083.25 Sewer 1 75 .50 Perm. Impv. 11552.50 Perm. Impv. 23 .00 Machinery 31436.00 Machinery 6.50 Br. & Weeds 41749.25 Br. & Weeds 42.50 Snow Removal 31391 .00 Snow Removal 11331 .00 Snow Removal 2009 Work Hours for Public Works Br. & Weeds 6% 8% Se er St. Water Parks Machinery 7% Wate 0% 25% 6% 5% Perm. Impv. 3% Town Hall 2% General Repairs Public Works 19% 4% Fringe Benefits 15% 2009 Overtime for Public Works Water St. Water 21 % 0% _ Parks Town Hall 12% 3% Public Works 2% Fringe Benefits 0% General Repairs Sewer 3% Br. & Weeds 3% 2% Perm. Impv. Machinery 1 % 0% 2/3/2010 1 IL of ;• 0 0 0 0 0 0 & 9 0 0 • • • • • • LJ g rl T • ED Nk 1,3 11 cI Ile Ile pt ,. � • e rr , ion IIA . ' . . . • � it � tl • f � • 0� x o • H d; e M ^r ? eo IW s~i3e d� a � .• t sxbb k1k k . M1 • • • • • • • • • • - f5or, ^s ++¢Ip�t ", h Y F It �IX at'6 Y� 1' . d%' W±t F 33 4yi4 # f t T x fsM • e 4 of 0,0�2 m" ❑ • N �• �• troll I '' { '{ �k y W Y 1 1 1 • • � 1 \ 1 I 1 1 I 1 • 1 1 1 \ \ O N O O N Q r r M q .�it. 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Y . 14850 ie21 www . town . ithamny. us Code Enforcement and Zoning - PHONE (607) 273- 1721 - FAX (607) 273-5854 Bruce W . Bates , Director CODE ENFORCEMENT/ZONING END OF YEAR REPORT 2009 The Town of Ithaca Code Enforcement Department enforces The Code of the Town of Ithaca and the New York State Fire and Building Code within the Town of Ithaca except: within the Village of Cayuga Heights . The year 2009 was the first full year of the Code Department being combined with the Zoning Department. However, the department went without clerical support until March. The clerical position was filled from within in early March, but this position was also assisting in the town clerk' s office. This person still had to learn the in and outs of the code enforcement and zoning within the department. Our budgeted staff consists of ( 1 )37 .5 hrs/wk clerk, (Paulette Terwilliger). ( 1 ) 40hrs/wk full time Code Enforcement Officer, (Steven Williams). ( 1 ) 37 .5hrs./wk full time Senior Code Enforcement Officer, (Kristie Rice). ( 1 ) Director of Code Enforcement and Zoning, (Bruce W. Bates) . In July, without notification, New York Board of Fire Underwriters ceased doing electrical inspections, sending the town scrambling to cover these inspections and sending our regulations out of compliance, new policies, procedures, forms and changes to local laws had to be made. By mid August we had a system up and running. While it was and is not perfect, we were able to move from a crisis mode to an operational mode while the bugs are worked out of the system. We are now looking at bringing the electrical inspections in-house. Along with the above, I have tried to deal with previous problems that have been unresolved, such as old complaints and old open permits. Some of these have been a problem for years and . have just been brushed aside due to work load. All of these items delayed the plans and progress of the goals that I as the Director had set for the year. However, on the bright side, some progress was made, with the assistance of a student from Cornell (Jonathan Lesser), working on a sustainable work project; we were able to incorporate Google Documents into our file note taking. His assistance and insight moved this project from an idea to a functioning useful tool . PERMITS : 277 Building Permits were issued during 2009 . This is down only 23 from 2008 (see appendix A) . The total reported estimated cost of construction was $23 , 2279910 , down some $ 131 , 000 , 000 from last year. This is mainly due to permits issued to larger project such as the Ithaca College's A& E center and Cornell' s Animal Health Diagnostic Center in 2008 . Each permit application is reviewed for compliance Annual report 2009 with the Code of The Town of Ithaca and NYS Fire and Building Code before being issued . It is often asked why it takes so long for applications to make their way to . permits . All applications (per the Town of Ithaca Code section 125=4 D ) must comply with all zoning and other town regulations , including but not limited to planning restrictions , soil and water protection plan , or sanitation requirements . This means consulting with other departments to confirm compliance . Large projects may require days or even weeks to confirm compliance . It is not uncommon for architects or engineers to consult with code officials throughout the design stages of a project. The review of simple projects may only require 30 to 45 minutes for review from the time all information is complete . PERMIT RENEWALS : 33 permits were renewed during 2009 ; this is down by only 5 over last year. The cost of a renewal in 2009 was the greater of $50. 00 or 25% of the original permit fee . The Town board has raised the fees as of the first of the year 2010 to $50 . 00 or 50% of the original fee for the first renewal and 100% of the original permit fee for any subsequent renewals . This fee change was to encourage completion of projects and cover the additional work required to extend permits . OPEN PERMITS : At year's end , there were a total of 486 open permits , down 1251 from last year. This large number of closed permits from last year is the result of our summer student worker (Saskya Caicedo) who was able to research building permits already archived and update our database files by properly closing the files and entering them into our data base . The project made our database more accurate and therefore a better tool for our research . CONSTRUCTION INSPECTIONS : 1034 reported construction inspections were conducted during 2009 ; this is down by 143 from 2008 . This figure includes progress inspections from footings to finals . COMPLAINTS . Our staff received 73 complaints during 2009 , a decrease of 26 complaints over 2008 . Of these , we investigated 52 of them . These complaints involved violations of zoning issues, landlord-tenant issues , and unsafe conditions in or near an occupied building . It is our duty to identify the problem , contact the responsible party, and resolve the situation . This is done without reimbursement of our costs related to the investigation and resolving these complaints . This year, we had 1 property maintenance complaint go through the court system , with the judge ordering compliance from the owner. Annual report 2009 2 FIRE SAFETY / OPERATING PERMITS INSPECTIONS : The department performed 67 fire safety/operating permit inspections during 2009 . These inspections do not include when Code Enforcement Officers were requested to respond to the scene of a fire . This was an increase of 25 inspections from 2008 . REPORT OF FIRE/EMERGENCY: There were a total of 14 reported fire/emergencies involving structures within the Department's jurisdiction for the year 2009 . This was an increase of 5 over 2008 . We are notified of fires that involve a structure or heating unit. Typically, we are asked to determine if the building is safe to occupy, or if a chimney is safe to be used again . The results of our investigation are recorded in our files and this information is used by investigators and insurance companies . Our response also ensures that we can start the process of getting the property secured and/or cleaned up and follow up on the completion of the process . MONTHLY REPORTS : This year we revamped the monthly report to reflect a more accurate view of the activities of this department. The report lists , building permit inspections , permit consultation , permit review, complaint and follow up, continuing education , fire incidents, fire safety /operating permit inspection and reinspection , legal , meetings, miscellaneous, storm water pollution , Zoning Board , and 911 addressing activities . Also included in the monthly report is the Town Clerk's report on monies taken in and a report indicating permits issued , certificates of occupancy issued ( new construction ) , complaints received and their disposition , and certificates of occupancy issued to existing building's. The monthly report is given to each Town Board member and the Tompkins County Assessment office . ZONING For the year 2009 the Zoning Board of Appeals dealt with a variety of issues; from pigeons in back yards, to sprinklers and a host of set back issues . Zoning Board applications take a lot of research and time . Previously, zoning was handled by the Planning Department with a larger staff to conduct this research , now it falls to the Codes Department staff. For the year 2009 there were a total of 43 applications presented to the Board for rulings , this is down by only by 5 applications from 2008 . Of these 43, there were 26 for area variances , with 21 granted , 2 adjourned , and 3 withdrawn . There were 7 use variances heard , 3 were granted , 1 was adjourned , and 3 were withdrawn . There were 5 applications for sign variances and all but one was granted and another one was adjourned . There were 2 applications for height variances , both of which were granted . The Board was also asked for 2 interpretations and 3 sprinkler variances , 1 was granted , 1 was adjourned to 2010 , and 1 was withdrawn (see appendix B) . CONCLUSION The year 2009 brought changes to the Building and Zoning Departments of the Town . Changes were made in our filing systems in an effort to stream line the process . Old Annual report 2009 3 records were added to our data base enhancing our ability to track previous permits . Google recordkeeping was instituted which allows all staff members to enter notes in the building permit file , even at the same time . This communication tool enables us to answer questions about permits regardless of whose it is as well as being much quicker and user-friendly than pulling the hard file . We were also able to give access to Google records to the engineering staff so they are able to enter notes and alert staff to problems . While we did see a small decrease in new single family homes and new commercial construction , there was a big jump in alterations and renovations in both categories . OBJECTIVES/GOALS While we had some set backs last year, some of the objectives for the department continue into the next year. The objectives for the up coming year are : ■ Strive to improve consumer relations and education . ■ Continue to evaluate the operation of the department and its records management system to developed a more effective and efficient department. ■ With Google Doc's records system and help from Lisa Carrier-Titti , the Town' s Information Technology Specialist, we are hoping to begin using the system in the field . ■ Strive to increase fire and property maintenance inspections . ■ Develop a standard to evaluate staff performance . ■ Bring electric inspections in house . Submitted 2/2/10 Bruce W . Bates Director of Code Enforcement and Zoning Annual report 2009 4 Appendix A CODE ENFORCEMENT/ ZONING Year End Report 2009 Permits Departmental Activities 2009 2008 2009* 2008 One and two Building permit Family 12 19 inspections 999 1034 Building Permit Consultation 127 Stop work Building Permit orders 14 12 Review 467 Complaint New Complaints 73 123 Investigation 52 91 Complaint Follow-Up 54 Continuing Education 30 Fire Incident Investigation 14 9 Fire Safety/Operating Permit Inspection 67 42 Fire Safety/Operating Permit Re- Inspection 28 Legal 27 Meeting 383 Miscellaneous 541 Stormwater Pollution Prevention Plan Review 4 31 Zoning Board of Appeals 66 Addresses 911 23 *does not reflex the full year started new system mid Feb . Annual report 2009 5 i gal +�+ c *w c c ea 3 c ,a Ora o IS 1 c CD C OW a Q n... Q C i /�� ' y Q i C ow CO O CU O) O) O) O O O O) N N U C N C U N U U ry c N c 3 c C C Co c c cxs " c o > 4 > > > > ca CO > > >Co ca t3I y c m c m co co c� m co c(D I d (k. 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P M 1.� � ^ i N O N G) d N Y Y Y Y Y Y Y _c0 cO �O• Q dd _cO CO x Q d d CL a O /ate d O d CL 0 0 0 O O O i O O Nlwl U U U IN IN MCI% INN '. O) 'E,�yr�a lol � �NR � � � Q t , fl. C 0 - a'. a C7 0 0 N N Q C N N CD Q O N a Q O N aM ^ d N 3 (O Ifto LID MAN n T CAD Co R M N Y M O Sc bF T r i } rR O >cu O a �w 0 d Y 3 LM OL e 'a y am p V 3 , � , c c c c •O c co C13 co .!g 50, 5 c a > > > > ° > c M M M cu (a vv 0 r . <t N C co d > L cu cc v O _U d � vi 3 • m O c p Q 10- M N as p N •- N M ; v` o c a: `m > o cna m .ca cn c ca v o > ca CO CD E c co E Uw •acn > E co cc cn � ccnrn Che Q y N CL Cl CL CL d N N 2 2 2 CL E o o o o c c c 0 0 0 0 U 000 kk °T 0 ornrno rn °� o O O N 0 0 O O O a C N N N N N a N (D M O +�+ T Tom Ch Z N TOM ca CD T r C Q CODES: DIVISION New York State Department of State 5ubrrtifi?y Emali ~ Division of Code Enforcement and Administration ...... ` T... 99 Washington Avenue, Suite 1160 Albany, NY 12231 Ph:(518)-474-4073 FAX:(518)-486-4487 Page 1 Of 6 3 f www.dos.state.ny.us 2009 pCFgRhNEkT Of?,9TA'n<�� Reporting Year: y 19 NYCRR PART 1203 UNIFORM CODE: MINIMUM STANDARDS FOR ADMINISTRATION AND ENFORCEMENT LOCAL GOVERNMENT Uniform Code Administrationr and Enforcement Re1 ort e r 31a r` �.�� a a� \ t ':> g u R '��3 = i d� � • �rtre x��,. 3\U. \ t\F � .t=` . < ,J�i `n � .F$ ' t = x tt i= FY iM1 ri� ..,- � � �• � al •va 3 yt J. , = � �, w; e Sri. ,�., 2\r ...,... � x� . __ t \\�.::=u�J i.�•�tw, •Je ' ,�•:�iw � � A.,...� � _., . .�\x\ � i \ .atq' < �n 5���\ -•ca.u� �` ..e x�^,a Town of Ithaca Name of Code Official Bruce. W. Bates Jurisdiction City/Town/Village or County Town Title of Code Official Director Address 215 North Tioga Street Code Official DOS Certification # 1199 74988 Address Ithaca Hours worked per weeke 40+ 147850 Phone Number: 607-273- 1783 Zip/Postal Code County: Tompkins E-mail Address: BBates @town.ithaca.ny.us To list additional Code Enforcement Officials enforcing the Uniform Code and Energy Code within your jurisdiction please use page 6 of this form e y 1 a. Does the jurisdiction utilize third-party contractors No 2a. Does the fire department perform fire safety inspections: No to meet the requirements of 19 NYCRR Part 12031 1 b. If Yes, does the third-party meet the educational Unknown 2b. If No, who is responsible for fire safety inspections: Code Official requirements per 19 NYCRR Part 12037 `' iax•=n �Z'r:$7RS•`,??'a �n�a ktt\'iyF'`"z4J",J' .^ _-r 'a��E*^ tm�.eR"Ma'ma5 eerEmvyi"t^xt '"fit "tee mw ixt^"a'S.»^'wr+�.R l�'?) _ v m a e myna J Please list the local law, ordinance or other appropriate regulation that provides for the Chapter 125 of the Code of The administration and enforcement of the New York State Uniform Fire Prevention and Building Town of Ithaca Code and Energy Conservation Construction Code in this Jurisdiction: 'i..`R ,- .« , '>rq r. ..�.we�^ _ ,.�. . � ��'zi. .�� .. 2 ...aT� . . . ... .. .x�?a .. .:.. `i r �E•.�, 3. New One or Two family residences: 12 7. Additions, alterations or repairs on existing residential buildings: 151 8. Additions, alterations or repairs on 4. New Commercial/Industrial buildings: 3 existing commercial buildings: 61 5. New Hazardous occupancies (H): 0 9. All other permits (pools, sheds, decks, 50 plumbing, HVAC and etc.) 6. New Multiple Residences R 10. Number of Certificates of Occupancy occupancies: 0 or Compliance issued for all occupancies: 251 �°f �r .. •Zd '��^ ' `a` ., a C�. 1 � 'z" i �- Yz f '"'z' a a� � �`,7� 1 isryrc .. 3 i3 � � ':' , t � ... .. s .�. _ �� a�u *� ' . :.._ 1a5 � • „ - -, � `Ht? z - a. et ".Y .a.�.....awL ' r,wa.B.v`\,xwl�➢.1ayWe,.aa. ��o �:'. . . .S"�: .�.`o�„w,3' �' v+:&: 11 . Number of Stop work orders issued this reporting year: 14 9�NYCR a�` i a,..aurl� 12. Have procedures been established for notification by the chief of your fire department(s) regarding fire Yes or explosion involving any structural damage, fuel burning appliance, chimney or gas vent: ..... --n .. '<. t1u»iw`uaa��aa"�`au � � dcs°•»�t,`�`=A`ay.Y ,e �k«aJ!...... ` a`Sa ;y5iy�.,�F..ae. ...`u'.•wina`.eiSL`��' � , 13. Have procedures been established for identifying and addressing unsafe structures and equipment: Yes DOS-1743 ( 08/09) Please type or print legibly - Incomplete or Illegible forms will be returned v , • 1 Suhmit b�Emall;", CODES DIVISION. New York State Department of State •��°y r Division of Code Enforcement and Administration 99 Washington Avenue, Suite 1160 „ Fri n FtirfTt Albany, NY 12231 Page Z Of 6 Ph:(518)-474-4073 FAX:(518)-486-4487 www.dosstate.ny.us ai 6tpAeTM[Nt OF STATL_?', 19 NYCRR PART 1203 UNIFORM CODE: MINIMUM STANDARDS FOR ADMINISTRATION AND ENFORCEMENT LOCAL GOVERNMENT Uniform Code Administration and Enforcement Report Reporting Year: 2009 Jurisdiction Town Of Ithaca =h 14a. Are operating permits required by the municipality: Yes 14e, buildings containing one or more areas of public assembly with an occupant load of 100 persons or more 16 14b. Manufacturing, storing or handling hazardous materials in quantities exceeding those listed in Tables 2703.1 .1 (1 ), 0 14f. Buildings whose use or occupancy classification 2703.1 .1 (2), 2703.1 .1 (3) or 2703.1 .1 (4), of the Fire Code of New may pose a substantial potential hazard to public York State (see 19 NYCRR Part 1225); safety, as determined by the government or agency Q charged with or accountable for administration and 14c. Hazardous processes and activities, including but not enforcement of the Uniform Code limited to, commercial and industrial operations which 0 produce combustible dust as a by-products, fruit and crop ripening, and waste handling: 14g . Other: 267 Please Specify: Multiple Residence , Day-care, p fY and assisted living. 14d. Use of pyrotechnic devices in assembly occupancies; 0 4$'kwitW f:IyDX1d�t � 1 ��.n , ti' . •4`v. Y, t , i'. �� 4\[4 \e N.. .i r.t� 'ti `l 5' 'A3ty , xis Area of Public Assembly (with occupant load of 50 or more and not an accessory use) 15a. Number of occupancies in this jurisdiction: El 15b. Number of occupancies inspected in this jurisdiction: Multiple Dwellings (not including dormitories): 16a. Number of buildings containing 3 or more dwelling units in this jurisdiction : 275 16b. Total number of dwelling units in multiple dwellings: 4,051 16c. Number of multiple dwelling buildings EHI (contained in Item 16a) inspected (from Item 16a): Commercial/Industrial buildings (not included above): 17a. Number of occupancies in this jurisdiction: 4g 17b. Number of occupancies inspected in this jurisdiction: 12 z f .� >tS '� mH a'+t ) ,xsx ? :a°" ) a 1 ��`- r ' - �• y a'�' c " ,rz �t ,xy:`• mom'. ".', .�...rzi...e '�, ��..�, ' �•%;..'� >tc�;&�. 18a. Are special inspections required by the municipality: Yes 18b. Does the municipality retain special inspection reports: Yes 18c. Is a statement of special inspections required as part of No 18d. Are special inspection reports required to be submitted prior Yes a condition for permit issuance: to the issuance of a certificate of compliance or completion: (�IY�� ��1�■ R p� r � "y�• Ye� t � iH)�� � � ... y4'yO �ut , t \? \ )> >u ...f 1 peA�' 3 19a. Has your municipality adopted more restrictive local standards (requirements ) to the Uniform Fire Prevention and Building Code (Uniform Code) ? r Yes, Residential only F' Yes, Commercial only r Yes, Commercial and Residential (— No 19b, If Yes, has a petition been filed with the State Fire Prevention and Building Code Council per Executive Law Article 18 Section 379? F Yes [7 No r Unknown 20. Has your municipality adopted more restrictive local standards (requirements) to the State Energy Conservation Construction Code (Energy Code)? r Yes, Residential only r Yes, Commercial only r Yes, Commercial and Residential (x No D05-1743 ( 08/09) Please type or print legibly - Incomplete or Illegible forms will be returned .J r " 1VISI New York State Department of State Submit b Email G�dESr. OiVIB1ON. UbmI ,� y ,Ema r Division of Code Enforcement and Administration ;Print,Form R- 4 99 Washington Avenue, Suite 1160 w Albany, NY 12231 Page 3 Of 6 � Ph:(518)-474-4073 FAX:(518)-486-4487 www.dos.state.ny.us 6EP:Rti#MCNT. Cf. SYA7L.:;,, 19 NYCRR PART 1203 UNIFORM CODE: MINIMUM STANDARDS FOR ADMINISTRATION AND ENFORCEMENT LOCAL GOVERNMENT Uniform Code Administration and Enforcement Report Reporting Year: 2009 Jurisdiction Town Of Ithaca YCRIi Pa , a3 G ClyCt C©IiP r N � .. .fir„.klb�.a` . ;u> '' .�:. : Ma;;.9+ti;5a ;t � . ..”' a ?;nai � . 5. fit'.• a 21 . Has your municipality adopted Green or Sustainable Building Standards for construction? r Yes, Residential only r Yes, Commercial only r Yes, Commercial and Residential r No 22. Please check any of the following procedures that your municipality uses to ensure compliance with the Uniform Code ? (check all that apply) F Field Inspections F Plan Reviews r Software Report/Print-out F' Compliance Check List r Other (Please Specify): 23. Please check any of the following procedures that your municipality uses to ensure compliance with the Energy Code ? (check all that apply) (— Field Inspections r! Plan Reviews - Sofware Report/Print-out [ Compliance Check List r Other (Please Specify): 24. On average, how many site inspections does your municipality conduct for Uniform Code compliance for each new residential building ? ( ' 0 ( ` 1 (7 2 { 3 ( ,, 4 or more 25. On average, how many site inspections does your municipality conduct for Uniform Code compliance for each new commercial building ? r 0 (1j 1 C; 2 () 3 {: 4 or more 26. On average, how many site inspections does your municipality conduct for Energy Code compliance for each new residential building ? 0 Q. 1 C') 2 (; 3 4 or more 27. On average, how many site inspections does your municipality conduct for Energy Code compliance for each new commercial building ? (`• 0 (: 1 t"> 2 (; 3 (': 4 or more k� api➢ ` `�i �.. - �M G r$� �h„S. , �a�?:� _ _ - 3 's 't � 3�,.. ` , ta ::, vy" 28. Based on your municipalities records, what method of Energy Code compliance is submitted most often for Residential construction? (rank in order 1 to 6, 1 being the most used method ) Software RESCheck Trade-off Method Prescriptive Method Other Software Method Worksheets (DOS Web site) Energy Analysis Method 29. Based on your municipalities records, what method of Energy Code Compliance is submitted most often for Commercial construction? (rank in order 1 to 6, 1 being the most used method ) Software COMCheck Trade-off Method Prescriptive Method Other Software Method Worksheets (DOS Web site) Energy Analysis Method DOS-1743 ( 08/09) Please type or print legibly - Incomplete or Illegible forms will be returned Su CDDEBtDIVIBIDN. New York State Department of State bm try 1E ' r Division of Code Enforcement and Administration - 7 : , 99 Washington Avenue, Suite 1160 ti T Albany, NY 12231 Page 4 Of 6 Ph:(518)-474-4073 FAX:(518)-486-4487 www.dos.state.ny.us ,,DCPAWK Wo't srara s 19 NYCRR PART 1203 UNIFORM CODE: MINIMUM STANDARDS FOR ADMINISTRATION AND ENFORCEMENT LOCAL GOVERNMENT Uniform Code Administration and Enforcement Report Reporting Year: 2009 Jurisdiction Town Of Ithaca A '...�� - ...x " iii �� .mz d •4d d., �1^i�M�p�ry4-�'�:����^ 3 ' . r.'3.„.s .. x r• .. X.::: �,• ..:?> .1i: 5 u �u..w:�>�..i.�u.uW. uw-.x�..s. 30b. Total number of all registered Uniform Code 30a. Total number of all registered Uniform Code 73 related complaints acted upon for this reporting 52 related complaints received for this reporting year year: 31 a. Total number of all registered Energy Code 31 b. Total number of all registered Energy Code related complaints received for this reporting year related complaints acted upon for this reporting 0 year: zzgpy i isi �i•,�e -:\ z; ��i �r.�'� i ; 4°z j i , 0 , x z d'E��r,,c .imp + s w ,e u:. , � P;n• s y�".iR .. A � y, . S �. o � i � - kt OY ..�tr4. �� ��� '�"�YE, t ., - . ;�i � $ Y '•Fr.1i ' w,ny � i,� ux, .; �s o e � � x :,..�. .wn�Fai�."• �. . °°xi jz �r o'ua �,.�`a\wme�. aia ''' � 32. Has a system of records of the features and activities specified in 19 NYCRR 1203.3(a) through (i) been established and maintained: Yes INFCtRNIUM t Additional information/comments: J !6a -cannot be broken out of our records without a lot of work. Also you need to specify what you mean commercial to be (it would be better to use the same letter designation as in the code A,B, E, m, etc. iy. , - 1, i E •• fi� C "`7�3Q�i"�t k.L L`. i� , t uW� v���� .�"z� £ ._ � ,;i klrlGiE°`�`ib \ • � �tt�'.+�-,s�`Ax : a^ I �. +ti. �c. : ai��--. Name and Title of person completing this form: Bruce W. Bates Director A Signature is not required when submitting this form electronically E-mail Address: BBates @town.ithaca.ny.us Phone: 607-273- 1783 Signature: Bruce W. Bates Director Date: Jan 29, 2010 Title 19NYCRR Part 1203, requires every city, village, town, and county, charged with administration and enforcement of the Uniform Code to annually submit a report of its activities to the Secretary of State.The information provided on this form is used to verify your municipality's compliance with the minimum standards for administration and enforcement of the Uniform Code contained in Part 1203. The information provided will also be used to develop education, outreach and support programs for municipalities and Code Enforcement Officials, PLEASE NOTE Please complete this form electronically and e-mail to the Division of Code Enforcement and Administration (Codes Division). Please use the submit by Email' button found on the upper right hand corner to submit the form. E-mail this form to the Division of Code Enforcement and Administration no later than January 30th of the year following the reporting year. (example: Deadline for 2009 Reporting Year is January 30, 2010.) Once the electronic form Is received, the Codes Division will respond with an e-mail acknowledging receipt of the form within three business days. If an acknowledgment e-mail is not received from the Codes Division, please fax or mail a copy of the form to the address below. If e-mail is unavailable, this form may be mailed or FAXed to the Department of State at the following address: New York State Department of State Division of Code Enforcement and Administration 99 Washington Avenue, Suite 1160 Albany, NY 12231 Ph:(518)-474-4073 FAX:(518)-486-4487 www.dos.state.ny.us DOS-1743 ( 08/09) Please type or print legibly - Incomplete or Illegible forms will be returned COOE' S 01vISION SUbrriti by Email 19 NYCRR PART 1203 r..._. ti- `: < UNIFORM CODE: MINIMUM STANDARDS FOR ADMINISTRATION AND ENFORCEMENT °Frlst VIVO LOCAL GOVERNMENT rt , StA Uniform Code Administration and Enforcement Report Page 5 Of 6 PLEASE NOTE Please complete this form electronically and e-mail to the Division of Code Enforcement and Administration (Codes Division). Please use the 'Submit by Email' button found on the upper right hand comer to submit the form. E-mail this form to the Division of Code Enforcement and Administration no later than January 30th of the year following the reporting year. (example: Deadline for 2009 Reporting Year is January 30, 2010.) Once the electronic form is received, the Codes Division will respond with an e-mail acknowledging receipt of the form within three business days. If an acknowledgment e-mail is not received from the Codes Division, please fax or mail a copy of the form to the address below. If e-mail is unavailable, this form may be mailed or FAXed to the Department of State at the following address: New York State Department of State Division of Code Enforcement and Administration 99 Washington Avenue, Suite 1160 Albany, NY 12231 Ph : (518)-474-4073 FAX:(518)-486-4487 www.dos.state.ny.us INSTRUCTIONS These instructions follow the order of requested information on Annual Local Code Administration Form, and are intended to clarify the response required for a complete application. After reading the application and these instructions, should you still have questions please call: The Department of State, Division of Code Enforcement and Administration at (518)-474-4073. General Information: 1 . The "Reporting Year" shall mean the calendar year (January through December) for which the reported data has been collected. 2. Enter the name of the Jurisdiction, including Address, Zip Code and County that thejurisdiction resides. 3. Provide the name, title and DOS Certification number of the primary Code Enforcement Official who enforces the code within the jurisdiction. If certification has not yet been completed by this individual please enter the expected completion date in lieu of certification number within the space.. 4. Enter the e-mail address and office phone number of the primary code enforcement official. 5. On page 6; Enter the name, title, e-mail and DOS certification for each Code Enforcement Official who enforces the Uniform Code within your jurisdiction. Enter the number of hours per week each individual works for the jurisdiction. If certification has not yet been completed by any individual please enter the expected completion date I sieu of certification number within the space. e one form for each municipality, please do not include multiple municipalities per form. e Enforcement: (Items 1 a through 2b) Answer questions 1 a through 2b based on third-party inspectors and fire safety inspections. Local Law, Ordinance, Regulation. Enter the name and number of the local law, ordinance and/or regulation that provides for the administration and enforcement of the New York State Uniform Fire Prevention and Building Code within this Jurisdiction. ( example: Local Law #12 of 2006 ) Permits: (Items 3 through 10) Enter the number of permits for each occupancy type listed for this reporting year. For permits not covered in questions 3 through 8 enter all other permits in question 9. Stop Work Order: (Item 11 ) Enter the number of stop work orders issued for this reporting year. If none have been issued enter 0. Notification of Fire and Explosion and Unsafe Structures and Equipment: (Items 12 and 13) Enter either 'Yes' or 'No' if procedures have been established. Operating Permits: (Items 14a through 14g) Enter the number of Operating Permits issued for each of the items listed 14a through 14f. If your jurisdiction requires addition operating permits not listed in questions 14a through 14g, please list the total number of operating permits issued in item 14f (Other). Enter a brief description of each of the additional operating permit in the space provided. Fire Safety and Property Maintenance Inspections: (Item 15 through 17) Enter the total number of occupancies in this jurisdiction for each occupancy type listed in items 15a, 16a, and 17a. If the exact amount is unknown please enter an estimated amount. In items 15b, 16c and 17b: enter the total number of buildings inspected this reporting year, for each type of occupancy as described in 15a, 16a and 17a. Special Inspections: (Items 18a - 18d) Answer questions 18a through 18d in reference to special inspections. Code Compliance: (Items 19 through 27) Answer questions 18 through 26 based on your municipalities, records in regards to the administration and enforcement of the Uniform Fire Prevention and Building Code and the State Energy Conservation Construction Code, Energy Code: (Items 28 through 29) Answer questions 27 through 29 based on your municipalities records in regards to the administration and enforcement of the State Energy Conservation Construction Code. Complaints: (Items 30 - 31 ) Enter the total number of Uniform and Energy Code related complaints received for this reporting year in Item 30a and 31 a. If the exact amount is unknown please enter an estimated amount. In item 30b and 31 b, enter the total number of Uniform and Energy Code related complaints, that were acted upon. trd Keeping: (item 32) Enter either 'Yes or 'No' if a system of records of features has been established and maintained. tional Information: Provide any additional information that may prove helpful in processing the form. Signature: Enter the name, title, e-mail and phone number of the person completing the form. If the form is being submitted electronically (via e-mail) no signature is required. Please use the 'Submit by Email' button found on the upper right hand corner to submit the form. DOS-1743 ( 08/09) CODEW DIv161OtJ SubmR by E di�x p j 19 NYCRR PART 1203 " ' UNIFORM CODE: MINIMUM STANDARDS FOR ADMINISTRATION AND ENFORCEMENT b , Print MEIJI LOCAL GOVERNMENT > �rM �1 srtt Uniform Code Administration and Enforcement Report page 6 Of 6 Reporting Year: 2009 Jurisdiction Town Of Ithaca List of additional Code Enforcement Officials Enforcing the Uniform Code within your Jurisdiction, Please do not include individuals whose duties are limited to Zoning and/or Planing functions. ;t � s� � x c , F.,x.e� ��r«.� \ .�. �t� hn Fwd � .✓.d' x �e ... cF � i ' �� c :?� �� -`, �^ �«e -- t �z Im � ��� @ � , • ',�,i'�.� U VIM c �� �iip' >S i.'.. :A1rsP . . b�sR. T�a r.�. ?x;: � . � '. .. � t� v� .: �� � v �. .< =�v. r Kristie Rice Senior Code Enforcem Krice @town.ithaca.ny.us 0199-7013B 37.5 .__--_- .__.._..._.._..._......_..._._..-.._.........._._._...____...__..._ _._____....._-_._.__......._._.__.___� .. _-.______ ......_ ........... ...___....... ..... ... .....__.._._. _ . .____ ._.._._ _._....... Steve Williams Code Enforcement Off SWilliams @town .ithaca.ny.us 0404-7298B 40 _... ..............__.._..._...__...__...__..._______ ...... ...___.__.____..._...._____.__ _ ____..________ _.__ _ .__ __ __.________.........__.__ ___.___........... ....... ..__......._.___._...__._....._.. ............... .. .... . .... .. . ......... ...... ...... ... . ....... . .................... ... . ................ ........................................................................ .......................................... ................................................................................................. .................................. . . ...................... ........ . ...... -................. .. . .. . .... .. . ......... ............ ........................................................... ...... .... .. .. . .. ................................................................... .................................................................................. .............. ...............-....................................................................................... . ......................................................................................................................................................... ................................................................................................. .......... ..................... ..... ... .... ..... ................. .. . . .. ...... . . ...... ... ... . ............. ........ . ..... .................................................................... ....................... ..................... ...... ................. . . ...... . . . ...... .. ... .. ................................................................................................................................................................ ............................................................... ............................... . .. ................ . ................................................................................................................................................................ ................................................................................................. ...................................... . ............................... ....................................................................... .......................................................................................................... .................................................... ................................................................................................... -- --......... ............... .............-...... ............................... ....... ....................... ................................ ............................................................. ....... Please use the 'Submit by Email' button found on the upper right hand corner to submit the form. DOS-1743 ( 08/09) TOWN OF ITHACA COURT DAVID . L. KLEIN, TOWN JUSTICE 215 N. TIOGA STREET ITHACA, NY 14850 January 27 , 2010 RE: YEARLY REPORT TOWN OF ITHACA COURT DAVID L. KLEIN , TOWN JUSTICE Activity for Justice Klein's part of the Town of Ithaca Court for 2009 is as follows: Number of cases closed : 2062 r = Number of Cases opened : 1983 Arraignments for other Courts 6 Charges Transferred to T.C. County 15 Pending Cases - (Includes Scofflaws) 2930 FINES AND FEES Criminal , Motor Vehicle $ 1103070 .00 NYS Surcharges $ 989510.00 Civil Charges $ 21720 .00 Bail Poundage $ 40 .50 f TOTAL REMITTED TO TOWN OF ITHACA $211 ,340.50 Bail Received $ 4400.00 Bail Forfeited $ .0. ADDITIONAL ACTIVITIES Arrest warrants and Bench warrants issued; search warrants issued ; orders of protections issued; conditional discharges; probation inquiries and documentation; jail terms; bench trials; ,jury trials; motion hearings; felony preliminary hearings held; small claims trials; summary proceedings and warrants of evictions; arraignments for other courts; certificates of dispositions; case researching; processing of scofflaws; decisions written; legal research, pre trial hearings, annual budget processes , implementing on-line access to various web sites , prepare written decisions on individual cases. Re ectfully ubmi , r David L. Klein Town Justice TOWN OF ITHACA COURT JAMES A. SALK, TOWN JUSTICE 215 N. TIOGA STREET ITHACA, NY 14850 January 26, 2010 RE: 2009 ANNUAL REPORT TOWN OF ITHACA COURT JAMES A. SALK, TOWN JUSTICE Activity for Justice Salk' s part of the Town of Ithaca Court for 2009 is as follows : Number of cases closed: 870 Number of Cases opened: 1295 Arraignments for other Courts 15 Charges Transferred to T . C . County 22 Pending Cases — (Includes Scofflaws) 2640 Judge Wallenbeck' s Scofflaws 230 FINES AND FEES Criminal, Motor Vehicle $ 42,975 .00 NYS Surcharges 469785600 Civil Charges 49125 .00 Bail Poundage 225000 TOTAL REMITTED TO TOWN OF ITHACA $ 949110.00 Bail Received $ 329500.00 Bail Forfeited $ -0- ADDITIONAL ACTIVITIES Arrest warrants and Bench warrants issued; search warrants issued; orders of protections issued; conditional discharges ; probation inquiries and documentation; jail terms ; bench trials ; jury trials ; motion hearings ; felony preliminary hearings held ; small claims trials ; summary proceedings and warrants of evictions ; arraignments for other courts ; certificates of dispositions ; case researching; processing of scofflaws ; decisions written; legal research, pre trial hearings , annual budget processes , implementing on-line access to various web sites, dictation d transcription of hearings and preparing written decisions on all. sp 11 mitted, Jams k. 9 wn Justice