HomeMy WebLinkAboutMeeting Notes 6-21-2017
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BUDGET COMMITTEE
Meeting Notes - June 21, 2017
Committee present: Eric Levine - Chairman, Pat Leary, Pam Bleiwas
Staff present: Mike Solvig, Judy Drake, Jim Weber
Others present: Bill Goodman
Meeting was called to order at: 12:03 p.m.
AGENDA ITEMS:
• Review and approve meeting notes from May 10, 2017.
Committee members reviewed and approved the revised meeting notes from May 10, 2017.
• Continue Discussion of Five-Year Capital Improvement Plan.
Bill Goodman asked to continue the discussion from last month on how the Town will fund future
road improvement projects. The Town currently includes $500,000 in the Highway Fund annual
Property Tax Levy to pay for capital improvement costs. However, the preliminary 2018 Capital
Budget lists three road improvement projects with a total estimated cost of $1,050,000; leaving a
funding gap of $550,000. He is asking how does the Town close this funding gap? We can 1)
decrease the projects scheduled for next year to meet the available funding; 2) increase the
available funding by increasing the tax levy or issuing new bonds; or 3) a combination of
decreasing the scheduled work and increasing the available funding.
Mr. Solvig distributed a spreadsheet and informed the Committee that he had run some
preliminary 2018 Property Tax Levy figures in preparation for this discussion. In this example, the
tax levy would increase by $1 Million in the Highway Funds, and decrease $302,000 for the
General Fund and $200,000 for the Fire Protection Fund. This net increase of $498,000 in the tax
levy is a 6.35% increase over 2017, and provides $750,000 to fund the new Highway Townwide
Fund and $800,000 for Road Improvements in the Highway Part-Town Fund. The tax levy
decrease in the General Fund would be largely made up by shifting sales tax revenues back to
2016 ratios, and the decrease in the Fire Protection Fund would be covered that fund’s healthy
fund balance. The property tax bill for a typical property in the Town would increase from
$1,400.20 in 2017 to an estimated $1,497.62 in 2018. This $97.42 increase includes a $25.00
increase in the Water Benefit Assessment Fee (discussed below), for a total increase in the
property tax levy of $72.42, or 5.2%. This calculation was also done using last year’s assessed
valuations, so we would expect the tax rates to be less once we receive this year’s assessed
valuation figures from the Assessor’s Office.
After discussion, the consensus of the Committee was as follows:
1) That the use of long-term debt to finance road improvements, and the payment of
interest associated with such debt, be avoided except under unusual circumstances; and
2) That the Town annually provide an average of $800,000 to finance capital improvements
to Town roads; and
3) That the source of funds would be from the annual property tax levy in the Highway Part-
Town Fund in the amount of $800,000.
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• Discuss 2018 Ithaca Town Budget process.
Mr. Solvig informed the Committee that budget worksheets will be distributed to department
heads in early July, to be returned by July 31. A first draft of the Preliminary 2018 Ithaca Town
Budget will be reviewed by the Budget Committee at the August 17 meeting. The first Town
Board Budget Meeting is scheduled for Thursday, October 5.
The Committee will review the Five-Year Capital Improvement Plan / 2018 Capital Budget with the
Town Board at the June 26 Study Session.
• Review and Discuss Town Department Staffing Plans for 2018 - 2021.
The Committee reviewed the 2018 - 2021 staffing plans for Town departments. This item was
referred to the Budget Committee by the Personnel & Organization Committee at their May 17
meeting.
Judy Drake and Jim Weber reviewed the current staff levels of the Public Works Department, and
presented the preliminary plan increasing staff from the current level of 31.75 FTE’s in FY-2017 to
41.0 FTE’s in FY-2021. The preliminary staffing plan for the Public Works Department includes the
following:
• FY-2018: Add one (1) additional Working Supervisor and one (1) additional Laborer; annual
cost: $100,900 + benefits. This would complete an additional full crew, increasing the
number of full crews from three to four. Add one (1) additional Civil Engineer; annual cost:
$62,200 + benefits. Add funding to allow for a 90-day training overlap of the new Deputy
Highway Superintendent with the retiring Deputy Highway Superinten-dent; one-time cost of
$17,000 plus $8,500 est. vacation payout. Total annual cost of $163,100 + benefits, plus one-
time costs of $25,500.
• FY-2019: Increase current Administrative Assistant I (Information Aide) position from part-
time, 30 hours per week to full-time, 40 hours per week; additional annual cost: $11,000. Fill
vacant Sr. Engineering Technician position; annual cost: $62,100 + benefits. Add funding to
allow for a 9-month training overlap of the new Parks Maintenance Manager with the retiring
Parks Maintenance Manager; one-time cost of $42,000 plus $5,000 est. vacation payout.
Total annual cost of $73,100 + benefits, plus one-time costs of $47,000.
• FY-2020: Add and fill one (1) additional Heavy Equipment Operator and one (1) additional
Laborer: annual cost: $100,600 + benefits. This would create a specialized crew responsible
for sidewalk/trails/parking lot snow removal in the winter, and for trail maintenance and
road signage/striping/crack-filling during the other seasons. Eliminate two (2) Seasonal
Laborer positions for an annual saving of $32,000. Total additional annual cost: $68,600 +
benefits.
• FY-2021: Add and fill one (1) additional Motor Equipment Operator and two (2) additional
Laborers: annual cost: $140,100 + benefits. This would create a smaller crew that could
complete jobs not requiring the full 5-member crew and/or any heavy equipment, such as
sidewalk/trails snow removal in the winter, and parks/trails maintenance during the other
seasons. Eliminate two (2) Seasonal Laborer positions for an annual saving of $32,000. Total
additional annual cost: $108,100 + benefits.
Judy Drake reviewed the current staff levels of the Town Hall Departments, and presented the
preliminary staffing plan which includes the following:
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• FY-2018: Add additional part-time Administrative Assistant I position at 20 hours per week;
annual cost: $21,250 + benefits. Increase hours for existing Planning Intern position to cover
fall semester at an additional annual cost of $2,500.
• FY-2019: There are anticipated retirements in the Director and Code Enforcement Officer
positions. The two temporary positions filled in 2017 for Senior Code Enforcement Officer
and Electrical/Code Enforcement Officer will be held over into 2019. The Director position
may be filled internally through promotion; the Code Enforcement Officer position will not be
filled. This will bring the total staffing level down to 5.5 FTE’s at the end of 2019, which is
comparable to the 2016 staffing level.
• FY-2020: Add additional part-time Electrical/Code Enforcement Officer position at 20 hours
per week; annual cost: $33,050 + benefits. Make Deputy Town Clerk position, created in
2016 as a temporary 2-year records management project position, a permanent position.
• FY-2021: Increase Administrative Assistant I position, added in 2018, from part-time, 20
hours per week to full-time, 40 hours per week; annual cost: $19,400 + benefits.
The estimated cost for implementing this plan (not including employee benefits) is shown below:
2018 2019 2020 2021
Town Hall Departments:31.75 FTE's 29.75 FTE's 30.25 FTE's 30.75 FTE's
Administrative Assistant I 21,250$ -$ -$ 19,400$
Electrical/Code Enfrcmnt Offcr - - 33,050 -
Planning Intern 2,500 - - -
Total - Town Hall Departments:23,750$ -$ 33,050$ 19,400$
Public Works Department:34.75 FTE's 36.00 FTE's 38.00 FTE's 41.00 FTE's
Working Supervisor 60,800$ -$ -$ -$
Heavy Equipment Operator - - 58,700 -
Motor Equipment Operator - - - 54,500
Laborer 40,100 - 41,900 85,600
Seasonal Laborers - - (32,000) (32,000)
Civil Engineer 62,200 - - -
Sr. Engineering Technician - 62,100 - -
Admin. Asst. I (Information Aide)- 11,000 - -
Total Annual Wages 163,100$ 73,100$ 68,600$ 108,100$
Training Overlap 17,000 42,000 - -
Vacation Payout 8,500 5,000 - -
Total - Public Works Department:188,600$ 120,100$ 68,600$ 108,100$
Annual Total - All Departments:212,350$ 120,100$ 101,650$ 127,500$
TOWN OF ITHACA
CHANGES IN ANNUAL WAGES FOR 2018 - 2021 STAFFING PLAN
Does not include Employee Benefits
POSITION
Ms. Drake stated that this plan will be reviewed each year and staffing will be discussed during the
budget process. The 2018 personnel budget will be prepared with adding the Working
Supervisor, Laborer, and Civil Engineer positions for Public Works, and part-time Administrative
Assistant I position for Code Enforcement.
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• New Water Rate Structure and Preliminary 2018 Water & Sewer Rates.
The Bolton Point Commission has approved implementing the new Rate Structure effective
January 1, 2018. The new rate structure lowers the minimum usage billed from 10,000 gallons per
quarter to 5,000 gallons per quarter. Billable gallons “lost” in moving to the lower minimum has
been calculated at 9.4% of current usage. In calculating the new water rate for 2018, Bolton Point
will first determine what the rate would be based on the old rate structure, and then multiply this
rate by 1.094 to account for the “lost” billable gallons and collect the same revenue under the
new rate structure as would have been collected under the old rate structure.
The Town will use the same method to determine its 2018 Water and Sewer Rates under the new
rate structure. The table below shows the preliminary calculations of 2018 Water and Sewer
Rates based on a 1%, 2% and 3% increase in the Bolton Point budget/water rate. The Bolton Point
budget has not yet been adopted.
New Rate Structure:
2018 - 3%5.00$ 2.38$ 7.38$ 4.86$ 61.20$
2018 - 2%4.95$ 2.36$ 7.31$ 4.81$ 60.60$
2018 - 1%4.91$ 2.33$ 7.24$ 4.76$ 60.00$
Old Rate Structure:
2017 4.44$ 2.11$ 6.55$ 4.31$ 99.98$
2016 4.44$ 2.11$ 6.55$ 4.31$ 99.98$
2015 4.35$ 2.03$ 6.38$ 4.27$ 97.96$
WATER AND SEWER RATES
PER 1,000 GALLONS OF WATER CONSUMPTION
Preliminary Calculation of 2018 Water and Sewer Rates
YEAR BOLTON TOWN TOWN OF ITHACA MINIMUM
POINT OPERATING W ATER SEWER CHARGE
• Water Benefit Fees for 2018 - 2022.
The Committee reviewed and discussed the Water Benefit Assessment Fees memo. The revenues
received from Water and Sewer Benefit Assessment Fees are used to pay for capital expenditures
and/or for the annual debt service payments on long-term debt issued to finance past capital
expenditures. As the Town continues to issue new long-term debt to finance capital projects,
annual debt service payments will continue to increase. At the close of 2017, the Town’s
outstanding water-related long-term debt will total $9,476,000 with annual debt service payments
of $1,082,844 to be made in 2018. By the close of 2021, outstanding water-related long-term
debt will total an estimated $14,730,000 with related debt service payments of $1,843,300 to be
made in 2022.
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In 2017, there were 8,033.96 Water Units on the county tax roll. At a Water Benefit Fee of
$110.00 per unit, the Town collected revenues in the amount of $883,736. This revenue will cover
99.1% of the $891,973 in debt service payments made in 2017 for principal and interest on long-
term debt issued to finance past water projects. For the Water Benefit Assessment Fee to
continue to provide 100% of the revenue to cover the annual debt service payments, the annual
fee would have to increase from $110.00 in 2017 to over $220.00 in 2022. Shown on the schedule
below is one possible progression of annual increases to raise the Water Benefit Assessment Fee
from the current $110.00 to $220.00 by FY-2022.
2017 2018 2019 2020 2021 2022
ASSESSED WATER UNITS 8,033.96 7,863.96 8,303.96 8,303.96 8,303.96 8,303.96
TOTAL ANNUAL DEBT SERVICE 891,972.77$ 1,082,843.67$ 1,304,394.57$ 1,438,475.77$ 1,677,324.28$ 1,843,301.40$
BENEFIT ASSESSMENT FEE 110.00$ 135.00$ 160.00$ 180.00$ 200.00$ 220.00$
ANNUAL REVENUE RECEIVED 883,735.60$ 1,061,634.60$ 1,328,633.60$ 1,494,712.80$ 1,660,792.00$ 1,826,871.20$
% OF EXPENSE COVERED 99.08%98.04%101.86%103.91%99.01%99.11%
Revenue Over (Under) Required (8,237.17)$ (21,209.07)$ 24,239.03$ 56,237.03$ (16,532.28)$ (16,430.20)$
DESCRIPTION
• Other Items.
- Status of Town Audit: The audit by Sciarabba Walker & Co. of the year ended December 31,
2016 is nearing completion. We should be receiving the draft report in the next couple
weeks.
- Status of Court Audit: The audit by Sciarabba Walker & Co. of the court records for the year
ended December 31, 2016 has been completed. and the draft report has been received and
distributed to Judge Klein and Judge Salk for review. The findings for this past year are much
improved over the previous two years. The Town Board will need to adopt a resolution
acknowledging receipt of the final report at the July meeting.
- Surplus Equipment Auction: Mr. Solvig reported that the Town sold three (3) pieces of
surplus equipment at the Palmyra Municipal Auction on May 13. Gross amount for the sale
of the equipment was $63,000, less 10% commission to the auction company, Roy
Teitsworth, Inc., for a net amount of $56,700 to the Town.
Fleet Equipment Selling Auctioneer's Net Amount
No.Description Price Commission to Town
2 2012 International 6x4 Dump Truck 41,500.00$ 4,150.00$ 37,350.00$
40 2004 Gradeall Wheeled Excavator 14,000.00 1,400.00 12,600.00
80 2006 Dynapack Roller 7,500.00 750.00 6,750.00
56,700.00$ SUB-TOTAL: PALMYRA MUNICIPAL AUCTION ON 5/13/2017:
- 2017 Billing to Post Office for 2011 Roof Repair Project: Mr. Solvig reported that the annual
billing was sent to the USPS on June 1 for the amount of $2,343.93.
The meeting was adjourned at 1:29 p.m.
Next Meeting: Wednesday, July 19, 2017 at 12:00 pm, Town Hall - Aurora Room
TOWNOFITHACABUDGETCOMMIHEEWednesday,June21,2017-12:00pmTownHall-AuroraConferenceRoomAGENDA•ReviewandapproveMeetingNotesfromMay10,2017.•ReviewFive-YearCapitalImprovementPlanand2018CapitalBudget.•Discuss2018IthacaTownBudgetProcess.•ReviewandDiscussTownDepartmentStaffingPlansfor2018—2021.(fromMay17,2017Personnel&OrganizationCommitteemeeting)•DiscussnewWaterRateStructureandpreliminary2018Water&SewerRates.•DiscussincreasestoWater&SewerBenefitFeesfor2018.•Otheritems.-StatusofTownAudit.-StatusofCourtAudit.-SurplusEquipmentAuction.-2017BillingtoCityforReimbursementforEnvironmentalPlannerExpenses.-2017BillingtoPostOfficeforReimbursementfor2011RoofRepairProject.NextMeeting:Wednesday,July19,2017at12:00pm
BUDGETCOMMIUEEDraftMeetingNotes-May10,2017Committeepre5ent:EricLevine-Chairman,PamelaBleiwas,PatLearyStaffpresent:MikeSolvig,JudyDrake,JimWeberOtherspresent:BillGoodman(departat12:30)MeetingwascalledtoorderbyChairmanLevineat:12:01pm.AGENDAITEMS:ReviewandapprovemeetingnotesfromMarch22,2017.CommitteemembersreviewedandapprovedthemeetingnotesfromMarch22,2017.UpdateonSalesTaxandMortgageTaxcollectionsforFirstQuarterof2017.SalesTaxCollections:TheCommitteereviewedtheSalesTaxcollectionsreportforthefirstthreemonthsof2017.Mr.Solvigreportedthatcollectionsincreasedby11.9%overthesameperiodlastyear,from$661,979in2016to$741,126in2017.Thiswasapleasantchangeafterwatchingfirstquarterrevenuesdecreasefromtheprioryearinboth2015and2015.TotalSalesTaxcollectionswerebudgetedat$3,000,000for2017.Firstquartercollectionsrepresent24.7%ofthebudgetedamount.MortgageTaxCollections:TheTownreceived$121,758forthefirstinstallmentofMortgageTaxcollectionsin2017.Thisisanincreaseof1.1%over2016collectionsof$115,240forthesameperiod.Thisisthesecondyearthatfirstinstallmentcollectionshaveincreasedfromtheprioryear.MortgageTaxcollectionswerebudgetedat$250,000for2017,withfirstinstallmentcollectionsrepresenting48.7%ofthatamount.•InitialReviewofFive-YearCapitalImprovementPlan/2018CapitalBudget.TheCommitteereviewedanupdatedCIPschedulereceivedfromPublicWorks.Capitalprojectsscheduledfor2018includethefollowing:-WATERTANKS-CornellUniversity’sapprovedrebuildingandexpansionoftheMaplewoodApartmentswilltriplethenumberofresidentsinthecomplex.Ananalysisofexpectedwaterusageshowedthatthe200,000galloncapacityoftheexistingPineTreeWaterTank,whichservesboththeMaplewoodApartmentsandCornell’sEastHillPlazacomplex,willbeunabletoservethenumberofresidentsintheexpandedcomplex.TheTownwillconstructtheEllisHollowWaterTank,anew600,000galloncapacityglass-linedWaterTank,neartheintersectionofEllisHollowandHungerfordHillRoads.Theestimatedcostofthisprojectis$1,500,000,whichwillbefundedbyissuingnewlong-termdebt.-WATERMAINS-TotalcostforWaterMainimprovementsfor2018isestimatedat$1,000,000forthenewEllisHollowWaterMain,runningfromtheEllisHollowWaterTanktothewaterdistributioncontrolbuildinglocatedneartheintersectionofEllisHollowandPineTreeRoads.Thisprojectwillalsobefinancedbyissuingnewlong-termdebt.1
-SEWERANDMANHOLEREHABILITATION-Theseon-goingmaintenanceprojectswillreducewaterinfiltrationandblockagesinagingsewerlinesandmanholes.Theamountof$300,000willIbebudgetedin2018,whichwillbefinancedfromcurrentyearrevenues/fundbalance.-ROADIMPROVEMENTS-Totalcostforscheduled2018RoadImprovementProgramisestimatedat$1,050,000.Projectsscheduledfor2018includethereconstructionofPerryLane($650,000),overlayofChaseLane($250,000)andoverlayofLaGrandCourt($150,000).BillGoodmannotedthatthe$i.smillionForestHomeDrivereconstructionprojecthasnowbeenremovedfromtheCIP.-TOWNFAcILITIES-Noprojectsarescheduledfor2018.-PARKS&TRAILS-TheHungerfordHeightsParkPlaygroundReplacementisbudgetedat$50,000.BudgetedintheGeneralFund,thisprojectwillbefinancedwithupto$24,000ingrantfundingandtheremainderfromcurrentyearrevenue/fundbalance.TotalestimatedcostsfortheCIPforFiscalYears2018-2022arepresentedonthescheduleshownbelow:INFRASTRuCTuRE[201620192020(20212022TOTALWATEReFRASTRUCTURE$2.500.000$2,100,000$2,550,000$1,550,000$1,700,000$10,400,000SEWERbNFRASTRLCTURE850.000550,000650,000550,000550.0003.050.000STORFSWATERDRAJNAGE-250,000250,000250,000250,0001.000,000ROADtvFR0VEI€NTS1.050.000500.0001050,000500,000950,0004.050,000TOWNFACILrTES-900,000-600,000-1,500,000PAJRKS&WAIS50.000185,000140,000100,000-475,000TOTALMINU*LCOST$4,450,000$4,485,000$4,540,000S3.550,000$3,450,000$20,475,000FUNDINGSOURCE:-CurrentYearRevenue51,926,000$1,461,000$1,940,000$1,600,000$1750,000$8,677,000-GrantsaDonatons24,00024.00060,000-95()QQ-NewLong-TemiDebt2,600,0003,000.0002.550,0001.950,0001.700,00011,700.000TOTALFUNDING$4,450,000$4,485,000$4,540,000$3,550,000$3,450,000$20,475,000Ofthe$20,475,000totalestimatedprojectcosts,$8,677,000wouldbefinancedwithcurrentyearrevenues,$98,000withgrantsanddonations,andtheremaining$11,700,000bytheissuanceofnewlong-termdebt.Mr.Goodmancommentedthatthe$1,050,000costforroadimprovementsin2018ismorethandoublethe$500,000amountleviedannuallyintheHighwayFundforcapitalprojects,alsonotingthatthecostofroadimprovementsoverthenextfiveyearsisestimatedatjustover$4million,anaverageof$800,000eachyear.TheCommitteediscussedthecostoffutureroadimprovementsagainsttheexpectedfundingavailablefromtheannualpropertytaxlevy.JimWeberstatedthatPublicWorkscanreducetheamountofworkdoneeachyeartomatchtheavailablefunding,butcautionedthatat$500,000averageannualexpenditurestheTownwillbegintofallbehindonnecessaryroadimprovements.BasedontheInfrastructureAssetsmemodonein2015,theTownspendsmuchlessannuallyforroadimprovementsthanweshouldbe.ChairmanLevinecommentedthathedoesnotwanttoseeanyfuturebondingforroadimprovementsexceptunderextraordinarycircumstances.Mr.Solvigcommentedthatpriortothe$500,000increaseintheHighwayFundpropertytaxlevyinFY-2016,theTownhadbeenspending,onaverage,about$800,000annuallyforroadimprove-2
ments,mostofwhichwasbonded.PatLearyaskedwhytheTownonlyincreasedthetaxlevyby$500,000ifwewere,infact,spendingmorethanthat.Mr.Solvigexplainedthatfor2016,the$500,000increasewasa50%increaseintheHighwayFund’staxlevythatyear,whichwasasignificantincreaseonapercentagebasis,andwouldshowonthepropertytaxbills.Additionally,thepropertytaxcapin2016wasat1.01%whiletheTown’sactuallevyincreasewassignificantlyabovethatatalmost6.6%.Bothheandthen-SupervisorHerbEngmanexpectedtherewouldbeconsiderablenegativepublicityandpublicreactiontotheincreaseasproposed.Asitturnedout,therewasnoreactiontotheincreasebythepublic.Mr.Levinecommentedthatifweneedtospendmorethanthe$500,000leviedintheHighwayFundonanon-goingbasis,thenweshouldlookatincreasingthelevyfor2018.Mr.GoodmansaidhewouldliketodiscussthiswiththeTownBoardatafuturestudysession.JudyDrakecommentedonthePublicWorksFacilityexpansionshownintheCIPfor2021.InviewofthePublicWorksstaffadditionstobediscussedatthePersonnel&OrganizationCommitteemeetingonMay17,ifthesestaffadditionsareapprovedfor2018thisprojectmayneedtohappensoonerthan2021.Sheaskedifitwouldbepossibletomovethisprojectupto2019,anddothisinconjunctionwiththerebuildingofthefuelstationandbuildingofthetruckwashbayscheduleforthatyear.ThescheduleshownbelowidentifiesthecapitalequipmentscheduledforreplacementinFiscalYear2018atatotalestimatedcostof$754,000.Fundingofcapitalequipmentreplacementswillcomefromcurrentyearrevenues/fundbalance.FLEETMODELUSEFULLORIGINALREPLACEMENTCPPITALEQUIPMENTNo.YEARLiFECOSTCOST2018REPLPCEMENTS:JeepLiberty4x4(Codes)2620067$14,711$32,000JeepCherokee4x4(PublicWorks)6420051518,08740,000Inlernational6x4HighwayTruck1520108199,000250,000GMC17500Leaf-PackerTruck6120001534,950150,000FordF4504x4One-TonDumpTruck182011745,68965,000FordF2504x4PickupTruckwJPlow662008628,79245,000GrasshopperMowerw/MowingDeck442015315,08917,000IngersollRandVibratoryRoller3920011576,463155,000Total-2018Vehicle&EquipmentExpenditures$754,000•DiscussResolutionsandLocalLawforPropertyTaxCapOverrideforFY2018.TheCommitteereviewedtheresolutionsandlocallawforthepropertytaxcapoverrideforFY2018.TheresolutiontosetthepublichearingwillbeontheJune12TownBoardagenda,settingthepublichearingforJuly10at5:30pm.ConsiderationofadoptionofthelocallawwillbescheduledfortheJuly10TownBoardmeetingfollowingthepublichearing.•DiscussnewWaterRateStructureandWaterRates.ThisitemwaspostponedpendingfurtherdiscussionsatBoltonPoint.•OtherItems.-TownAudit:Mr.SolviginformedtheCommitteethatfieldworkwascompletedMay4.3
-CourtAudit:Mr.SolvigreportedthatfieldworkisscheduledforJune5&6.ThecostofthisauditisincludedinthecostoftheTown’sannualaudit.-HighwayEquipmentReserveAccount:Mr.Solvigreportedthatthefirst$30,000installmentofthe$180,000Badgersettlementhasbeenreceived.TheTownwillreceive$30,000eachmonthforthenextfivemonths.ThesettlementreceiptswillbedepositedtotheHighwayEquipmentReserveAccounttoreimburseitforthe$238,908usedtopurchaseoftheCradallD152Excavatorin2016.TheHighwayEquipmentReserveAccounthada2017beginningbalanceof$62,517.Togetherwiththe$180,000Badgersettlementreceiptsandexpectedproceedsfromthesaleofsurplusequipmentin2017,theyear-endbalanceoftheHighwayEquipmentReserveAccountshouldbeatthe$250,000maximumamountestablishedforthisaccountbytheTownBoardin2015.-Reserve10-WheelSnowPlowTruck:Mr.SolvigdistributedamemofromMr.WebertotheCommitteeregardingkeepinganadditional10-WheelSnowPlowTruckinthefleetasareserve.Mr.Weberexplainedthatournewerheavysnowplowtrucks,designedtomeetcurrentemissionstandards,areexperiencingmorefrequentmalfunctions,sometimesforextendedperiodsoftime,whichthedealer/manufacturerhavebeenslowtodiagnoseand/orcorrect.Duringthispastwinter,twotruckswereunavailableduringasizeablesnowevent,challengingPublicWorksstafftomaintainsnowplowingoperationswithsmaller,lessefficientequipment.Mr.Weberhasproposedtoincreasethenumberof10-WheelSnowPlowTrucksinthefleetbyone,keepingoneoftheoldertrucksinlieuofsendingittoauction,andholdingthisvehicleasareservetobeusedinemergencysituations.ThishasbeendiscussedwiththePublicWorksCommitteewithoutanysignificantconcerns.ItwastheconsensusoftheBudgetCommitteethatinviewoftheproblemsbeingexperiencedwiththesetrucks,itwouldbeprudenttoretainoneasareserve.Themeetingwasadjournedat1:14pm.Subsequenttoadjournment,PatLearyaskedforacopyoftheInfrastructureAssetsmemoreferredtobyJimWeberundertheFive-VearCapitalImprovementPIan/2018CapitalBudgetdiscussion.ThismemowasoriginallypreparedbyMr.WeberinJune2013,andupdatedinFebruary2015.Acopyofthememoisattachedtotheseminutes.NextMeeting:Wednesday,June21,2017at12:00pm,TownHall-AuroraRoom4
TownofIthacaDepartmentofPublicWorksTo:TownBoardFrom:JamesWeber,DirectorofPublicWorksDate:June2013-UpdatedFebruary2015Re:TownofIthacaInfrastructureAssetsIncludedyouwillfindageneralInfrastructureSummaryfortheTown.Althoughthelistisnotcompleteanddoesnotincludetheminutedetailsoftheinfrastructuresystems,itwillprovideanaccurateoverviewoftheTownAssets.Thelifecycleswillvarybasedonindustryrecommendationsandinsurancerequirements,andcostsarebasedon2013dollars.Roads:AsreportedtoNewYorkState,theTownhasapproximately:•51centerlanemiles.•Typicallifecyclesforpavedroadsare25years,assumingstandardmaintenance.•Replacementcostsforatypicalroadwaysection,includingpavement,gravels,shouldersandopenditchdrainageisS165.00/ftofroadway.•Therefore,theTownhas$44,431,200inRoadassets.StormSewer:Workinginconjunctionwiththeopenditchestoconveystormflows,theTownalsohasapipedsystem.ThisStormSewersystemincludes:•1,524CatchBasins.•Typicallifecyclesdependonthetypeofpipeandrangefrom20to75years.Ihaveassumed50yearaverage.•34.75miles(183,480ft)ofpipe,rangingfrom15”to36”indiameter,asreportedintheTown’sannualstormwaterreportrequiredbyNewYorkState.Thepipematerialsvary,dependingonwhentheywereinstalled,andincludemetal,concreteandplastic.•Dependingonthepipematerialthelifecycle,willvaryfrom25to75years,assumingnormalmaintenance.•ReplacementcostsformaterialsandinstallationareS1,500.00forcatchbasinsand$65.00/ftofpipe.•Therefore,theTownhas$14,212,200inStormSewerassets.
WaterDistribution:TheWaterDistributionsystem,maintainedbytheTown,rangesinagefrom1930topresentandincludes:•119.5miles(630,960ft)ofpipe(6”to12”)•20PressureRegulatingValves•9PumpStations•700Hydrants•12WaterTanks-TotalStorageCapacity:5.05milliongallons.•Atypicallifecycleforwaterfacilitiesis50years.•ReplacementcostsforWaterMains,includingValvesandHydrantsisS135.0O/ft,I.PressureRegulatingValves,560,000each.2.PumpStations,includingbuilding,controls,pumpsandpiping,$450,000each.3.Tanksare$1.00/gallon;wehave5.05milliongallonsofstoragecapacity.•Therefore,theTownhas$95,479,600inWaterDistributionassets,ofwhich$85,159,600isinWaterMains.SanitarySewer:TheSanitarySewersystem,maintainedbytheTown,rangesinsizebetween8”and10”forGravitySewerand4”and8”forForceMainswhichconveys1.8milliongallonsperdayincludes:•62.3miles(328,888ft)ofGravitySewer,and9,420ftofForceMain.•1,334Manholes•11PumpStations•ReplacementcostsforGravityMains,includingManholesare$125.00/ft,ForceMainsare$135.00/ft,andPumpStations,includingcontrols,structureandpumps,are$100,000each.•Atypicallifecycleforsanitaryfacilitiesis50years.•Therefore,theTownhas$43,482,600inSanitarySewerassets,notincludingtheTownshareintheIthacaAreaWastewaterTreatmentFacility,meterstationsandjointinterceptorsmaintainedbytheCity.RecreationalFacilities:TheRecreationalFacilitiesmaintainedbytheTownarevariedinsizeanddevelopment,andincludeawidevarietyofplantedtreesandshrubs.•19ParksandPreservestotalingapproximately103Acres,(developedandundeveLoped)•12ParkingLotfacilities•10PlayStructures•5PicnicAreas•5NatureTrails7
•ITimberBridge•IFull-Courtand1Half-CourtBasketballCourts.•5PlayFieldsforyouthbaseball,softballandsoccer.•10.5miles(55,440ft)oftrailsandwalkways,bothpavedandgravel.•Replacementcostsforaplaystructureare$35,000/each;basketballcourt,$30,000;Trailsandwalkways,$40.00/ft;parkingfacilities$20,000/each;thitherbridge,$2,500/each.•Atypicallifecycleforparkfacilitiesis15years.•Therefore,theTownhas$2,855,100inRecreationalFacilitiesassets.Thisnumberdoesnotincludethevalueoftheproperty,playfields,drainagefacilitiesassociatedwithtrailsandwalkwaysandbuildingstructuresastheyareidentifiedwithintheinsuredlist,preparedbyJudyDrake.TotalValueofInfrastructureAssets:AssetCategoryApprox.ValueRoadAssetsS44,431,200StormSewerAssets14,212,200WaterDistributionAssets95,479,600SanitarySewerAssets43,482,600RecreationalFacilities2.855.100TotalApproximateValue:$200,460,700AnnualReplacementCostsofInfrastructureAssets:AssetCategoryAnnualCostRoadAssets$1,777,250StormSewerAssets284,250WaterDistributionAssets1,909,600SanitarySewerAssets869,700RecreationalFacilities190,350AnnualReplacementCost:$5,031,1503
TownofIthacaDepartmentofPublicWorksTo:TownofIthacaBudgetCommitteeFrom:JamesWeber,DirectorofPublicWorksDate:May1,2017Re:Reserve/Spare10-WheelPlowTruckWiththeevolutionoftheofemissionstandardsandcomputerintergradedoperations,ourfleethasexperiencedmultipleeventseveryyearwhereoneortwoofour10-WheelPlow/Dumptruckshavebeenoutofoperationwhilemalfunctionsarebeingdiagnosedandthesystemcleared.Thisisespeciallycriticalduringthewintermonthswhensnowremovaloperationsareundertaken.Currentlya10-wheelplowtruckcanmakeonepassaroundaroute,approx.4hrs,withouthavingtoreturntothePublicWorksfacilitytorefillwithsalt.Whena10-wheelplowtruckisoutofoperation,ittakestwosmallertruckstocompleteonepassaroundtheroute.Thisissignificantlylessefficientandeffectiveinthatthesmallertruckscannotclearthesnowawayfromthetravellanes,theyneedtoreturntothePWfacilitytoreloadsaltmoreoftenandtakesstaffandequipmentawayfromothermaintenanceneeds.Thispastwinterwehadtwo10-wheelplowtrucksdownforrepairsatthesametimeandwereinthemidstofasizeableplowingeventandstaffwaspushedtoitslimitstokeepupwiththesmallerequipmentToinsurethatTownstaffcanmaintaintheroadsatthelevelexpectedbyourcustomers,Iamaskingforconsiderationtoincreasethe10-wheelfleetbyonevehicle.Thiscanbeaccomplishedbykeepingtruck#13,whichisapre-emissionsstandardscomputercontrolledvehicle.Thisvehiclewillthenbekeptforemergencysituationsorwhenthereisaneedforhaulingtoassistinroadwayprojects,butwillnotbeusedasaneverydayvehicle.Withthisproposaltherewillnotbeanyimpacts/changestothecurrentproposedexpendituresidentifiedwithintheFleetReplacementprogramwhichincludesreplacinga10-WheelPlowTruckin2018.Withthisproposaltherearenoplanstoincreasethenumberofplowroutes,currentlythereare5,butshouldthesituationschangetherewouldbethatopportunityinthefuturetoutilizethisvehicle.ThisitemwasdiscussedatthePublicWorksCommitteeandtherewerenotanysignificantconcernswiththisrequest.Shouldyouhaveanyquestionsorconcerns,Iwillmakemyselfavailabletoaddressthem.
PUBLICWORKSDEPARTMENTSTAFFINGPLAN-2018-2021CurrentPositionsTitleName(s)NumberJobClassHighwaySuperintendent/DirectorofPWJim1Office-DeputyHighwaySuperintendentGene1Field-VIParksMaintenanceManagerRichS1Field-VIWater/SewerMaintenanceSupervisorJoeS1Field-VISeniorCivilEngineer/TownEngineerDanT1Office—CCivilEngineerw/PElicense(promotionalonly)vacant0Office-PCivilEngineerDave01Office-ESr.EngineeringTechnicianvacant1Field-VEngineeringTechnicianISam&Taran2Field-IVMaintenanceSupervisorJoeH1Field-VMaintenanceWorkerPat1Field-IVHeavyEquipmentMechanicJohnW1Field-VAutomotiveMechanicAssistantBernie1Field-IllWorkingSupervisorRichT/JohnS3Field-VJeffHHeavyEquipmentOperatorJeffD/Dave4Field-IVMike/JamieMotorEquipmentOperatorEric/Monty/Matt8Field-IllJon/Sam/Bill2Vacant(BackfilledasLaborer)LaborerStanley/RichH3Field-I&IITravis/Jason/DustinAdministrativeAssistantIVLaura1Office-DAdmin.Asst.I(InfoAide)Lori1Office-AWorkCrewsarecomprisedof:Numbercurrentlyonstaff:1=WorkingSupervisor31=HeavyEquipmentOperator4(1additional)2=MotorEquipmentOperator8(2additional)1=Laborer3PublicWorkscurrentlyhas3fullcrews.Originalstaffingplanin1996wastohave4full5-membercrews.Wecurrentlyhave1additionalHeavyEquipmentOperatorand2additionalMotorEquipmentOperatorsabovethenumberneededfor3fullcrews.Wewouldneed1WorkingSupervisorand1Laborertoreachthe4fullcrewlevel.1
PUBLICWORKSDEPARTMENTSTAFFINGPLAN-2018-20212018StaffingRequest:Add3full-timepositions•AddadditionalWorkingSupervisorpositionforfourthfullcrew.IncreasesthenumberofWorkingSupervisorsfrom3to4.Additionalannualcost(atcurrentwages):$60,800+benefits.•AddadditionalLaborerpositiontocompletethefourthcrew.IncreasesthenumberofLaborersfrom3to4.Additionalannualcost(atcurrentwages):$40,100+benefits.•AddadditionalCivilEngineerpositiontoassistwithWater&Sewerprojectdesignandoversight,PlanningBoardprojectreview,.IncreasesthenumberofCivilEngineersfrom1to2.Additionalannualcost(atcurrentwages):$62,200+benefits.Totaladditionalannualcost(atcurrentwages):$163,100+benefits.•CurrentDeputyHighwaySuperintendentplanstoretireinMarch2018.ThisrequestwouldprovidefundingtoappointnewDHS,likelyaninternalpromotion,inJanuarytoallowfora90-dayoverlapfortrainingpurposes.Costforoverlap:$17,000+$8,500est.vacationpayout.2019StaffingRequest:Add1full-timeposition-Increase1positionfrompart-timetofull-time•IncreasecurrentAdministrativeAssistantI(InformationAide)positionfrompart-time30hoursperweektofull-timeat40hoursperweek.Additionalannualcost(estimated):$11,000.•FillvacantSr.EngineeringTechnicianpositiontoassistwithWater&Sewerprojectsandfieldmaintenance,Parks&Stormwatersitelayout,andfieldsupervisionoftwo(2)EngineeringTechnicians.Additionalannualcost(estimated):$62,100+benefits.Totaladditionalannualcost(estimated):$73,100+benefits.•CurrentParksMaintenanceManagerplanstoretireinNovember/December2019.ThisrequestwouldprovidefundingtoappointnewPMM,likelyaninternalpromotion,inMaytoallowforan8-monthoverlapfortrainingpurposes.Costforoverlap:$42,000+$5,000est.vacationpayout.2020StaffingRequest:Add2full-timepositions-Eliminate2seasonallaborerpositions•AddadditionalHeavyEquipmentOperatorposition.IncreasesthenumberofHeavyEquipmentOperatorsfrom4to5.Additionalannualcost(estimated):$58,700+benefits.•AddadditionalLaborerpositions.IncreasesthenumberofLaborersfrom4to5.Additionalannualcost(estimated):$41,900+benefits.•Eliminatetwo(2)SeasonalLaborerpositions.Annualsavings(estimated):$32,000+benefits.Totaladditionalannualcost(estimated):$68,600+benefits.Thiswouldcreateaspecializedcrewresponsibleforsidewalk/trails/parkinglotsnowremovalinthewinter,andfortrailmaintenanceandroadsignage/striping/crack-fillingduringtheotherseason5.Thesetasksnowarebeingaccomplishedonanintermittent/emergencybasisandarenotatthelevelnecessaryforprovidingannualmaintenance.2
PuBLIcWORKSDEPARTMENTSTAFFINGPLAN-2018-20212021StaffingRequest:Add3full-timepositions-Eliminate2seasonallaborerpositions•AddadditionalMotorEquipmentOperatorposition.IncreasesthenumberofMotorEquipmentOperatorsfrom8to9.Additionalannualcost(estimated):$54,500+benefits.•Addtwo(2)additionalLaborerposition5.IncreasesthenumberofLaborersfromSto7.Additionalannualcost(estimated):$85,600+benefits.•Eliminatetwo(2)SeasonalLaborerpositions.Annualsavings(estimated):$32,000+benefits.Totaladditionalannualcost(estimated):$108,100+benefits.Thiswouldcreateasmallercrewresponsiblethatcouldcompletejobsnotrequiringthefull5-membercrewand/oranyheavyequipment,suchassidewalk/trailssnowremovalinthewinter,andparks/trailsmaintenanceduringtheotherseasons.PUBLICWORKSDEPARTMENTEMPLOYEESANDSTAFFINGCHANGESFORFISCALYEARS2016-2022BasedonFullTimeEquivalent(FTE)asofDecember31’POS0N2016201720182019202020212022PUBLICWORKSFACILITYPublicWorksOneratlonsHighwaySuperinlendent’DirectorPW1.001,001.001.001.001.001.00DeputyHighwaySuperintendent1.001.001.001.001.001.001.00ParksMaintenanceManager1.001.001.001.001.001.001.00Water/SewerMaint.Supervisor1.001.001.001.001.001.001.00MaintenanceSupervisor-1.001.001.001.001.001.00Maintenanceworker1.001.001.00I1.001.001.00‘1.00WorkingSupervisor30€)3004.004.004.004.004.00HeavyEquipmentOperator4.004.004.004.005.005.005.00MotorEquipmentOperatorBOO8.008.008.008.009.009.00Laborer‘3.003.004.004.005.007.007.00HeavyEquipmentMechanic1.001.001.001.001.001.001.00AutomotiveMechanicAssistant1.001.001.001.001.001.001.00Sub-Total:PublicWorksOperations25.0026.0028.0028.0030.0033.00I33.00EngineeringSr.CivilEngineer1.001.001.001.001.001.001.00CivilEngineerw/P.E.License..---.-CivilEngineer1.001.002.002.002.002.00.2.00Sr.EngineeringTechnician1.00--1.001.001.00I1.00EngineeringTechnician1.002.002.002.002.002.002.00Sub-Total:Engineering4.004.005.006.006.006.006.00AdministrativeSupoortAdministrativeAssistaniIV1.001.001.001.001.001.001.00Admin.Assi.I(InformationAide)0.750.750.751.001.001.001.00Sub-Total:AdministrativeSupport1.751.751.752.002.002.002.00TOTAL-PUBLICWORKSFACILITY30.7531.7534.7536.0038.0041.0041.003
TOWNOFITHACACHANGESINANNUALWAGESFORPUBLICWORKSSTAFFINGPLANDoesnotincludeEmployeeBenefitsPOSITION2018I201920202021WorkingSupervisor$60,800---HeavyEquipmentOperator--55,700-MotorEquipmentOperator---54,500Laborer40,100-41,90085,600SeasonalLaborers--(32,000)(32,000)CivilEngineer62,200---Sr.EngineeringTechnician-62,100--Admin.Asst.I(InformationAide)-11,000--TotalAnnualWages$163,100$73,100$68,600$108,100TrainingOverlap17,00042,000--VacationPayout8,5005,000--ANNUALINCREASEINWAGES$158,600$120,100$68,600$105,100INCREASETNTOTALANNUALWAGESFORFISCALYEARS2018-2021POSITION2018201920202021WorkingSupervisor$60,800$62,000$63,600$65,150HeavyEquipmentOperator--58,70060,150MotorEquipmentOperator---54,500Laborer40,10040,90083,800171,500SeasonalLaborers--(32,000)(64,000)CivilEngineer62,20063,40065,00066,650Sr.EngineeringTechnician-62,10063,65065,250Admin.Asst.I(InformationAide)-11,00011,25011,550TotalAnnualWages$163,100$239,400S314,000$431,050TrainingOverlap17,00042,000-I-VacationPayout8.5005,000--ANNUALINCREASEINWAGES$188,600$286,400$314,000S431,050FUNDGENERALFUND-FUNDAHIGHWAYFUND-FUNDDA/DBWATERFUND-FUNDFSEWERFUND-FUNDGANNUALINCREASEINWAGES2018S(20,257)85,03164,94058,886S188,6002019S37,28360,71197,29091,116S286,4002020S17,197$89,599109,76597,419S314,000202123,532175,444126,585105,489S431,0504
TOWNHALLDEPARTMENTSSTAFFINGPLAN-2018-2021CODEENFORCEMENTDEPARTMENTDirectorofCodeEnforcementSeniorCodeEnforcementOfficerCodeEnforcementOfficerElectrical/CodeEnforcementOfficerAdministrativeAssistantIVNumberJobClass1Office—‘1Office-C1Office-E3Office-E1Office-DIn2017theTownBoardaddedaSeniorCodeEnforcementOfficerandanElectrical/CodeEnforcementOfficeronatemporarybasisfor2017and2018fortheMaplewoodApartmentsexpansionproject.2018StaffingRequest:Add1part-timeAdministrativeAssistantIposition•CreateanadditionalAdministrativeAssistantIpositionat20hoursperweek.Additionalannualcost:$21,258+benefitsAsweincreasestafftherecontinuestobeaneedtoprovideadditionaladministrativeservices.Therearealsoadditionalrecordkeepingrequirementsbeingmandatedonmunicipalitiesforfirealarmtests,elevatorinspectionsandboilerinspections.2019StaffingRequest:NoneIn2019thereareanticipatedretirementsintheDirectorandCodeEnforcementOfficerpositions.Thetwotemporarypositionsfilledin2017forSeniorCodeEnforcementOfficerandElectrical/CodeEnforcementOfficerwillbeheldoverinto2019.TheDirectorpositionmaybefilledinternallythroughpromotion;theCodeEnforcementOfficerpositionwillnotbefilled.Thiswillbringthetotalstaffingleveldownto5.5FTE’sattheendof2019,whichiscomparabletothe2016staffinglevel.2020StaffingRequest:Add1part-timeElectrical/CodeEnforcementOfficerposition•AddanadditionalElectrical/CodeEnforcementOfficerpositionat20hoursperweek.Additionalannualcost:$33,051+benefitsThisadditionalstaffwouldalsoprovidecoveragetoallowtheDirectortospendlesstimecoveringforstaffandmoretimeavailableforcustomerrelationsandinvestigatingcomplaints.2021StaffingRequest:Increasepart-timeAdministrativeAssistantIpositiontofull-time•IncreaseAdministrativeAssistantIposition(addedin2018)frompart-time20hoursperweektofull-timeat40hoursperweek.Additionalannualcost:$19,400+benefitsAsweincreasestafftherecontinuestobeaneedtoprovideadditionaladministrativeservices.Thegeneralformulaisoneadministrativesupportpositionforeverythreecodeofficers.PLANNINGDEPARTMENTDirectorofPlanningSeniorPlannerPlannerAdministrative-SeniorTypistSustainabilityPlanner-1/2timeNumberJobClass1Office—I2Office—F1Office—E1Office—B1GrantName(s)BruceMartySteveWMartin/Dana/MarkLoriKName(s)SueMike/DanChrisSandyNick1
PUBLICWORKSDEPARTMENTSTAFFINGPLAN-2018-20212018staffingRequest:Add3full-timepositions•AddadditionalWorkingSupervisorpositionforfourthfullcrew.IncreasesthenumberofWorkingSupervisorsfrom3to4.Additionalannualcost(atcurrentwages):$60,800+benefits.•AddadditionalLaborerpositiontocompletethefourthcrew.IncreasesthenumberofLaborersfrom3to4.Additionalannualcost(atcurrentwages):$40,100+benefits.•AddadditionalCivilEngineerpositiontoassistwithWater&Sewerprojectdesignandoversight,PlanningBoardprojectreview,includingstormwaterdetailed/finalplanreviewandconstructionoversight,andinfrastructurereview/finaldesignapproval,constructionoversight,andTownacceptance.IncreasesthenumberofCivilEngineersfrom1to2.Additionalannualcost(atcurrentwages):$62,200+benefits.Totaladditionalannualcost(atcurrentwages):$163,100+benefits.•CurrentDeputyHighwaySuperintendentplanstoretireinMarch2018.ThisrequestwouldprovidefundingtoappointnewDHS,likelyaninternalpromotion,inJanuarytoallowfora90-dayoverlapfortrainingpurposes.Costforoverlap:$17,000+$8,500est.vacationpayout.2019staffingRequest:Add1full-timeposition-Increase1positionfrompart-timetofull1ime•IncreasecurrentAdministrativeAssistantI(InformationAide)positionfrompart-time30hoursperweektofull-timeat40hoursperweek.Additionalannualcost(estimated):$11,000.•FillvacantSr.EngineeringTechnicianpositiontoassistwithWater&Sewerprojectsandfieldmaintenance,Parks&Stormwatersitelayout,andfieldsupervisionoftwo(2)EngineeringTechnicians.Additionalannualcost(estimated):$62,100+benefits.Totaladditionalannualcost(estimated):$73,100+benefits.•CurrentParksMaintenanceManagerplanstoretireinNovember/December2019.ThisrequestwouldprovidefundingtoappointnewPMM,likelyaninternalpromotion,inMaytoallowforan8-monthoverlapfortrainingpurposes.Costforoverlap:$42,000+$5,000est.vacationpayout.2020staffingRequest:Add2full-timepositions-Eliminate2seasonallaborerpositions•AddadditionalHeavyEquipmentOperatorposition.lncrea5esthenumberofHeavyEquipmentOperatorsfrom4to5.Additionalannualcost(estimated):$58,700+benefits.•AddadditionalLaborerpositions.IncreasesthenumberofLaborersfrom4to5.Additionalannualcost(estimated):$41,900+benefits.•Eliminatetwo(2)SeasonalLaborerpositions.Annualsavings(estimated):$32,000+benefits.Totaladditionalannualcost(estimated):$68,600+benefits.Thiswouldcreateaspecializedcrewresponsibleforsidewalk/trails/parkinglotsnowremovalinthewinter,andfortrailmaintenanceandroadsignage/striping/crack-fillingduringtheotherseasons.Thesetasksnowarebeingaccomplishedonanintermittent/emergencybasisandarenotatthelevelnecessaryforprovidingannualmaintenance.2
TOWNHALLDEPARTMENTSSTAFFINGPLAN-2018-2021OtherOffices:INFORMATIONTECHNOLOGYName(s)NumberJobClassNetwork/RecordsSpecialistLisa1Office-F•AddtheuseofWorkforceNYprogramsforsomeassistanceinproiects:nocost.•ThereispotentiallytheabilitytoaddinternsandworkstudystudentsfromTC3’sComputerScienceprogram.Costsdependentontheprogramandlivingwage.FINANCE&HUMANRESOURCESName(s)NumberJobClassHumanResourcesManagerJudy1Office-HFinanceOfficerMikeIOffice-HBookkeepertotheSupervisorDeborah1Office-D•Maintaincurrentstaffinglevels.Dependingonthestaffinggrowththerecouldbeaneedtoaddresspayrollassistance.ITHACATOWNCOURTName(s)NumberJobClassCourtClerkPenny/Shannon2Office-D•Maintaincurrentstaffinglevels,withassistanceonrecordsmanagementissues.OtherAreasofInterest:Mostofthesedepartmentshaveahighprobabilityofretirementsoverthenexttwotofiveyears.Inpreparationforthevacanciestherewillbeanevaluationastotheneedtomodifypositiontitlesandtypicalduties.Theseevaluationsandrecommendationsmayleadtoadditionalcosts.3
TOWNHALLDEPARTMENTSSTAFFINGPLAN-2018-2021TOWNOFIThACATOWNHALLDEPARTMENTSANDOFFICESEMPLOYEESANDSTAFFINGCHANGESFORFISCALYEASS2016-2022BasedonFullTimeEquivalent(FTE)fornon-electedpositionsasofDecember3lP0S0N2016201720182019202020212022TOWNHALLBUILDINGTownBoardTownSupervisor1.001.001.001.001.001.001.00TownBoardMembers6.006.006.006.006.006.006.00JusticesTownJustice2.002.002.002,002.002.002.00CourtClerk2.002.002.002.002.002.002.00TownClerkTownClerk1.001.001.001.001.001.001.00FirstDeputyTownClerk.1.001.001.001.001.001.001.00DeputyTownclerk1.001.001.001.001.001.001.00Budget&FinanceBudgetOfficer...--.-FinanceOfficer1.001.001.001.001.001.001.00BookkeepertotheSupervisor1.001.001.001.001.001.001.00ReceiverofTaxes(Dec.-March)0.250.250.250.250.250.250.25HumanResourcesHumanResourcesManager1.001.001.001.001.001.001.00PrincipalAccountClerk-Payroll--i-----InformationTechnologyNetwork/RecordsSpecialist1.001.001.001.001.001.001.00Sub-TotalGeneralGovernment18.2518.2518.2518.2518.2518.2518.25CodeEnforcementDirectorofCodeEnforcement1.001.001.001.001.001.001.00Sr.CodeEnforcementOfficer-1.001.00----CodeEnforcementOfficer1.001.001.00----Electrical/CodeEnforcementOfficer2.003.003,003.003.503.503.50AdministrativeAssistantIV1.001.001.001.001.001.001.00AdministrativeAssistantI--0.500.500.501.001.00Sub-Total-CodeEnforcement5.007.007.505.506.006.606.50PlanningDirectorofPlanning1,001.001.001.001.001.001.00Asst.DirectorofPlanning-..-..-SeniorPlanner2.002.002.002.002.002.002.00EnvironmentalPlanner...-.---Planner1.001.001.001.001.001.001.00SeniorTypist1.001.001.001.001.001.001.00SustainabilityPlanner(Grantfunded)1.001.001.001.001.001.001.00Sub-Total-PlannIng6.006.006MG6.006.006.006.00TOTAL-TOWNHALLJ29.2531.2531.75)__29.7530.2530.7530.75)1134
WATERANDSEWERRATESPER1,000GALLONSOFWATERCONSUMPTIONBOLTONTOWNTOWNOFITHACAMINIMUMYEARPOINTOPERATINGWATERSEWERCHARGE2018-3%$5.00$2.38$7.38$4.86$56.342018-2%$4.95$2.36$7.31$4.81$55.792018-1%$4.91$2.33$7.24$4.76$55.2420174.442.116.554.3199.9820164A42.116.554.3199.9820154.352.036.384.2797.9620144.081,915.994.2593.9020134.001.845.644.2092.0020123.151.844.994.1983.4220112.871.834.703.6177.4820102.651.674.322.2060.8020092.561.674.252.2060.1020082.321.233.552.2053.102018$0.51$0,25$0.76$0.50$(44.19)INCREASE11.6%12.1%11.6%11.6%44.2%2017$.$-S.$.$INCREASE0,0%0.0%0.0%0.0C%O.O%2016$0.09$0.08$0.17$0.04$2.02INCREASE2.1%3.9%2.7%0.9%2.1%
ESTIMATEDWATERANDSEWERRATEINCREASESFORFY-2018REDUCEMINIMUMBILLEDCONSUMPTIONFROM10,000GALLONS/OTHTO5,000GALLONS/OTRWATER&SEWER20172018Percentage2018Percentage2018PercentagePer1,000Gallons1%IncreaseChange2%IncreaseChange3%IncreaseChangeWaterRate$6.55$7.2410.53%$7.3111.59%S7.3812.68%SewerRate$4.31$4.7610.49%$4.8111.59%S4.8612.68%Total/MGallons$10.86$12.0010.52%$12.1211.59%$12.2412.68%MinimumBill$99.98S55.25-44.74%$55.78-44.21%$56.3343.66%ConsumptionQuarterlyQuarterlyPercentageQuarterlyPercentageQuarterlyPercentageinGallonsPaymentPaymentChangePaymentChangePaymentChange5,000$99.98$55.25-44.74%$55.78-44.21%$56.33-43.66%10,00099.98120.0220.05%121.1821.21%122.3722.40%15,000162.90180.0310.52%181.7811.59%183.5612.68%20,000217.20240.0510.52%242.3711.59%244.7512.68%25,000271.50300.0610.52%302.9611.59%305.9312.68%30,000325.80360.0710.52%363.5511.59%367.1212.68%35,000380.10420.0810.52%424.1511.59%428.3012.68%40,000434.40480.0910.52%484.7411.59%4594g12.68%45,000488.70540.1010.52%545.3311.59%550.6612.68%50,000543.00600.1110.52%605.9211.59%611.8612.68%100,0001,086.001,200.2310.52%1,211.8511.59%1,223.7312.68%250,0002,715.003,000.5710.52%3,029.6111.59%3,059.3212.68%500,0005,430.006,001.1510.52%6,059.2311.59%6,118.6312.68%1,000,00010,860.0012,002.2910.52%12,118.4611.59%12,237.2712.68%2
SouthernCayugaLakeIntermunicipalWaterCommissionPlanningandPublicAffairsCommitteeMeetingNotesFriday,May12,2017-11:00AMBoltonPointConferenceRoomPresent:CommissionersJackRueckheim,DonHartill,BillGoodman,RoyStaley,LindaWoodward,MikeNewmanStaffMembersJoanFoote,SteveRiddle,GlennRatajczak.AgendaTopicAttachmentItem#1.ProposedWaterRateStructureandMinimumBillinga.2016dataPowerPointpresentation.Lindapresentedthe2016datainformation.SheupdatedherpreviousPowerPoint,adding2016to2014-2015data.Hermainpresentationpointsincluded:•The2016datashowsthatwhenlookingat¾”meters,54%areundertheminimumwhenusingthe10,000gallonminimumand20%areundertheminimumwhenusingthe5,000gallonminimum.•Thedatacontinuestoshowacloseralignmentofconsumptionandamountpaidwiththethirdyearofdata.•Customerswith¾”meterscurrentlywillseeadecreaseintheirwaterbilliftheyremainunder9,100gallons/quarter.•Customerswith1”meterscurrentlywillseeadecreaseintheirwaterbilliftheyremainunder27,500gallons/quarter.•Thethreeyearsofdataconsistentlyshowaneedtomultiplythecurrentwaterrateby1.0940tocollectthesameamountofrevenueoncethewaterrateiscalculatedusingthecurrentformula.AlloftheCommitteememberssupportLinda’srecommendationofloweringthewaterrateminimumfrom10,000gallonsperquarterto5,000gallonsperquarter,andraisingtherate9.4%duetothischange.b.ProposedratechangeplantopresenttoCommission.i.Waterratepercentageincreaseduetoratestructurechange.TheCommitteerecommendeda9.4%increase.ii.Dateofratechangeimplementationandtimelineneeded.TheCommitteerecommendedadateof1/1/18.TheCommitteememberssuggestedatimelineofdiscussingtheserecommendationsattheJuneCommissionmeetingandpresentingamotiontoapproveintheJuneorJulyCommissionmeeting.TheCommitteewouldliketohaveapprovalpriortothe2018proposedbudgetcompletion,sobothmotionscouldgoouttomunicipalitiesatthesametime.
iii.Customernotificationandpublicoutreach.TheCommitteerecommendedanewsbulletinonthewebsite.asentenceonthebillsreferringcustomerstothewebsite,newsarticlesinmunicipalitynewsletters,townandvillageeblastsifavailable,andphonecallstotownandvillagelargeusers.BillstatedthathehasalreadyspokentoIthacaCollegeandtoldthemtoexpecta10%increaseintheirwaterrate.iv.Employeeeducation.TheCommitteerecommendedthisitembeaddressedinthefallbystaff.Membersdiscussedtheimportanceofwordingwhenexplainingthewaterratestructurechangetocustomers.c.Additionalpointstoconsider.i.2016summerdroughtandconservationefforts—demandcontinuestoremainlowandwillaffecttotalwaterproducedportionofdeterminingwaterrate.Linda’sdatareflectedthisisnotasignificantchange.ii.Timelinewillneedtoincluderatestructurechangeapprovalatall5municipalboards.TheCommitteerecommendedapprovingtwomotions,oneforthewaterrateandoneforthewaterratestructurechange,atthesametimeandmovingboththroughthemunicipalityboardsatthesametimeforvoting.iii.Numberofunitsvs.accountsandmetersizefactorswhichinfluenceeffectofminimumbilltotals.Linda’sdataaccountsforthesefactors.iv.Willbea2018ratestructurepercentagechangeandanoperatingbudgetpercentageincrease.-TheCommitteerecommendskeepingthetworatechangesseparate.Forexample,recommendinga9.4%increaseduetothewaterratestructurechangeinonemotion,andX%waterrateincreaseduetotheoperatingbudgetinanothermotion.-Lindarecommendedcalculatingthewaterrateamountaswecurrentlycalculateit,andthenaddinga9.4%increaseofthatamountforthewaterratestructurechange.Other:AdiscussionfollowedbetweenseveralCommissionersconcerningsewerratesfortheVOl.NextMeeting—Nonescheduled2
TOWNOFITHACA2018-2022WATERBENEFITASSESSMENTFEESTherevenuesreceivedfromWaterandSewerBenefitAssessmentFeesareusedtopayforcapitalexpenditures,orfortheannualdebtservicepaymentsonlong-termdebtissuedtofinancepastcapitalexpenditures.WATERBENEFITFEES:In2017,therewere8,033.96WaterUnitsonthecountytaxroll.AtaWaterBenefitFeeof$110.00perunit,theTowncollectedrevenuesintheamountof$883,736.Thisrevenuewillcover99.1%ofthe$891,973indebtservicepaymentsmadein2017forprincipalandinterestonlong-termdebtissuedtofinancepastwaterprojects.TOWNOFITHACACOVERAGEOFANNUALDEBTSERVICEEXPENSEBYWATERBENEFITASSESSMENTFEEREVENUEDESCRIPTIONACTUALESTIMATEDESTIMATEDESTIMATEDESTIMATEDESTIMATED201720182019202020212022ASSESSEDWATERUNITS:8,033.967,863.968,303.968,303.968,303.968,303.96EXPENSE:-BONDEDDEBTOBLIGATION:PubliclrprowmentBondS2004-A$73,499.00$70,899.40$68,299.80$-$.$PubliclirovemenlBondS200996,256.2594,193.7596,943.7594,543.7597,043.7594,281.25Publicln’proemenIBondS2011128,831.25132,031.25134,906,25132,656.25135,406.25143,031.25PubliclrrçroemenlBondS2013135,657.50138,617.50138,618.00149,555.00143,787.50137,790.502004-BRefundingBond-2014-A122,443.76120,343.76113,293.76111,293.76108,293.76100284.38Publiclrrcroi€mentBond.2014-B168,713.75169,353.75167,513.75169,033.75170,473.76168193.76PubliclrrprovementBond.2015166,571.26168.09126168531.26165.911,26167,291.26167,591.26ExIstIngAnnualDebtService$891,972.77$893,530.67$888,106.57$822,993.77$822,296.2$$811,172.40PubliclrrproemenlBond-2017-$189,313.00$185,78800$162,264,00$183,739.00$780,082.00PublicIrrprowmentBond-2018--230,500.00225,9t8,00225,336.00220,638.00Puticln’proementBard-2019.--207,306.002o2,9saoo202,606.06PtklclnproementBond-2020----243.060,06237,8.06Ptklclnprovem,enlBond-2021--..-197,175.06Eat.NewAnnualDebtService-S189,313.00S416,288.00S615,48200Sfl5,28X$1,0-3Z129.X-TOTALANNUALDEBTSERVICE$891,972.7751,082.843.6751,304,394.57I$1,438,475.7751.677,324.2851,843,301.40REVENUE:II-COVER100%OFANNUALDEBTSERVICEEXPENSE:AnnualRevenueRequIred5883,735.60$1,082,843.6751,304,394.57$1,438,475.77S1,677,324.2851,843,301.40BenefitAssessmentFee$110.005137.705157.06$173.23S201.99S221.98.COVER95%OFANNUALDEBTSERVICEEXPENSE:AnnualRevenueRequired51,028,701.49$1,239,174.8451,366.551.9851,593,458.07S1,751,136.33BenefitAssessmentFeeS130.81S149.23S164.575191.89S210.88,-COVER90%OFANNUALOEBTSERVICEEXPENSE:AnnualRevenueRequired$974,559.30$1,173,955.11$1,294,628.19$1,509,591.8551,658,971.26BenefitAssessmentFee$123.93$141.37S155.90$161.795199,78-COVER85%OFANNUALDEBTSERVICEEXPENSE:AnnualRevenueRequired$920,417.1251,108,735.38$1,222,706.40$1,425,725.64$1,566,806.19BenefitAssessmentFee$117.04S133.52$147.24$171.69$188.681
AstheTowncontinuestoissuenewlong-termdebttofinancecapitalprojects,annualdebtservicepaymentswillcontinuetoincrease.Atthecloseof2017,theTownsoutstandingwater-relatedlong-termdebtwilltotal$9,476,000withannualdebtservicepaymentsof$1,082,844tobemadein2018.Bythecloseof2021,outstandingwater-relatedlong-termdebtwilltotalanestimated$14,730,000withrelateddebtservicepaymentsof$1,843,300tobemadein2022.Pleasenotethatthenumberofwaterunitsfluctuatesbetween2017and2019.Waterunitsdecreasein2018duetothelossof170unitsduringtheMaplewoodApartmentsreconstruction.Weareestimatingthatwaterunitswillincreaseby440unitsin2019astheexpandedMaplewoodProjectiscompleted,butthatcouldbedelayedbyayeardependingonconstructionschedules.Asshownontheaboveschedule,fortheWaterBenefitAssessmentFeetocontinuetoprovide100%oftherevenuetocovertheannualdebtservicepayments,theannualfeewouldhavetoincreasefrom$110.00in2017toover5220.00in2022.ShownontheschedulebelowisonepossibleprogressionofannualincreasestoraisetheWaterBenefitAssessmentFeefromthecurrent$110.00to$220.00byA’-2022.BENEFITASSESSMENTFEE5110.00S883,735.6099.08%S135.0051,081,834.6098.04%S160.0051,328,633.60101.86%5180.00$1,494,712.80103.91%S200.00$1,660,792.0099.01%S220.0051,826,871,2099.11%DESCRIP11ON201720182019202020212022ASSESSEDWATERUNITS:8,033.967,863.958,303.988,303.968,303.968,303.96TOTALANNUALDEBTSERVICE$81,97Zfl$1,082,843.67S1,304,394.5751,438,475.77$1,577,324.28$1,843,301.40ANNUALREVENUERECEIVED%OFEXPENSECOVEREDRevenueOver(Under)Required5(9,237.17)5(21,209.07)S24,239.03556,237.035(16,532.28)S(16,430.20)TheWaterBenefitAssessmentFeecouldbesettoprovidelessthan100%coverage.ThiswouldrequireadditionalrevenuefromMeteredWaterSalestomakeupthedifference,whichwouldrequireincreasedwaterrateseachyear.2