HomeMy WebLinkAboutTB Minutes 2023-12-27YEAR END MEETING OF THE ITHACA TOWN BOARD
Wednesday, December 27, 2023 at 11:00 a.m.
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AGENDA
1. Call To Order
2. Public Hearing regarding a 3-year contract with the Village of Cayuga Heights for
Emergency Responses and Fire Protection in the Northeast portion of the Town outside
the Village.
a. Adoption
3. Consider approval and authorization for the Supervisor to sign a contract with Open Gov
for an Asset Management Program
4. Consider a Resolution of Appreciation recognizing Bill Goodman's many years of
service to the Town
5. Consent
a. Town Board Minutes
b. Town of Ithaca Abstract
c. Approval of Lead Senior Planner Duties and Stipend
d. Budget amendments
e. Set a public hearing regarding a local law authorizing a monetary gift to the City
of Ithaca for support of Cass and Stewart Parks
Adjourn
Year End Meeting of the Ithaca Town Board
December 27, 2023
Minutes
Board Members Present: Rod Howe, Supervisor; Members Rich DePaolo, Bill Goodman, and
Rob Rosen Absent: Margaret Johnson, Eric Levine and Pamela Bleiwas
Staff Present: Judy Drake, Director of Human Resources; Ashley Colbert, Deputy Town Clerk;
Joe Slater, Director of Public Works; Donna Shaw, Director of Finance; and
1. Call to order — Mr. Howe opened the meeting at 11:00 a.m.
2. Public Hearing regarding a 3-year contract with the Village of Cayuga Heights for
Emergency Responses and Fire Protection in the Northeast portion of the Town outside
the Village.
Mr. Howe opened the public hearing; there was no one wishing to speak, and the hearing was
closed.
TB Resolution 2023 - 196: Authorizing the Town Board to enter into a 3-Year Contract with
the Village of Cayuga Heights on behalf of the Town of Ithaca Fire Protection District, which
covers the Northeast portion of the Town outside the Village of Cayuga Heights, and is for
the provision of Fire Protection Services, Hazardous Material Incident Services, and
Emergency Medical First Response Services
Whereas, the Town of Ithaca, New York (the "Town") on behalf of the Town of Ithaca Fire
Protection District, which covers the Northeast portion of the Town outside of the Village of
Cayuga Heights, has negotiated with the Village of Cayuga Heights, New York (the "Village")
regarding a new fire contract for the provision of fire protection services, hazardous material
incident services and emergency medical services, pursuant to New York Town Law § 184, and
Whereas, a duly called and advertised public hearing was held on December 27, 2023 to hear all
interested parties in connection with the proposed fire contract, and
Whereas, the Town Board believes it to be in the best interests of the Town to enter into such fire
contract negotiated by Town and Village representatives, and
Whereas, pursuant to the New York State Environmental Quality Review Act ("SEQRA") and
its implementing regulations at 6 NYCRR Part 61.7, it has been determined by the Town Board
that approval of the fire contract is a Type II action because it constitutes "routine or continuing
agency administration and management, not including new programs or major reordering of
priorities that may affect the environment," and thus approval of the contract is not subject to
review under SEQRA, now, therefore be it
Resolved, that the Town Board approves the above -referenced fire contract and authorizes the
Town Supervisor to execute such contract, subject to review by the Attorney for the Town, on
behalf of the Town of Ithaca Fire Protection District.
TB 2023-12-27 (Filed 01/04) Pg. 1
Moved: Rob Rosen Seconded: Rich DePaolo
Vote: ayes — Howe, DePaolo, Rosen & Goodman
3. Consider approval and authorization for the Supervisor to sign a contract with Open
Gov for an Asset Management Program
TB Resolution 2023 - 197: Authorization for the Town Supervisor to Sign Amendment 1 to
the Software Services Agreement with OpenGov, Inc. for an Enterprise Asset Management
Platform and Professional Services
Whereas, staff has reviewed numerous software applications within the last twelve months to
replace the Town's current asset management software program that is in need of updating for
use by the Public Works and Engineering Departments, and
Whereas, staff reported to the Public Works Committee and Town Board that the current system
needs to be updated to include ArcGIS integration and updated workorder workflow, and
Whereas, the Directors of Public Works and Engineering, the GIS Analyst and the Network
Specialist were provided several demonstrations by multiple software systems/programs, and
they recommended the OpenGov Enterprise Asset Management platform, formerly Cartegraph,
to the Public Works Committee and now to the Town Board, and
Whereas, the Town's Management Team discussed and has recommended that it would be in the
Town's best interests to select OpenGov, Inc. to provide its Enterprise Asset Management
platform and professional services, due to the Town's existing relationship with OpenGov, Inc.
as well as the technical support capabilities, software functionality, highly configurable and
customizable software that will meet the Town's specific asset workflows, applications, ability to
mesh with existing permitting and documents, and the level of specialized training provided to
the Town from OpenGov, Inc. which will serve and be utilized by the Public Works and
Engineering Departments, and
Whereas, OpenGov, Inc. has proposed Amendment 1 to the Town's March 24, 2021 Software
Services Agreement to provide three years of software services and professional services for its
Enterprise Asset Management platform for use by the Public Works and Engineering
Departments at a total cost of $184,886.01 ($84,825.00 for professional services, and an annual
software subscription of $31,740.21 for 2024, $33,327.22 for 2025 and $34,993.58 in 2026),
now therefore be it
Resolved, that the Town Board hereby approves OpenGov, Inc. as the provider for said software
management platform and associated professional services, approves Amendment 1 to the
Town's March 24, 2021 Software Services Agreement, and authorizes the Town Supervisor to
execute Amendment 1 to the Town's March 24, 2021 Software Services Agreement and related
documents, subject to the approval of the Town Supervisor after consultation with the Attorney
for the Town.
Moved: Rich DePaolo Seconded: Rod Howe
Vote: ayes- Howe, DePaolo, Rosen & Goodman
TB 2023-12-27 (Filed 01/04) Pg. 2
4. Consider a Resolution of Appreciation recognizing Bill Goodman's many years of
service to the Town
TB Resolution 2023- 1.98: Recognition of William Goodman's Dedicated Years of Service to
the Town
Whereas Bill Goodman served on the Town Board from 2008-2015 and was Deputy Supervisor,
2012-201.5; was elected and served as Supervisor from 2016-201.9; and then continued as a Town
Board member from 2020-2024, serving as Deputy 2020-2021; and
Whereas, Bill's management style was collaborative, thoughtful, and creative resulting in
encouraging and eliciting the full talents of the professional staff, improving employee morale,
enhancing the working relationships between Town Board members and committees, and
promoting open, respectful and productive interactions with residents; and
Whereas, Bill's tireless networking with other government entities, educational institutions, and
organizations enhanced intermunicipal cooperation and informed town policymaking; and
Whereas, Bill's leadership as Supervisor and service on the Town Board advanced major town
initiatives, including: the development of form -based zoning to implement the Comprehensive
Plan; the advancement of policies to reduce the town's carbon footprint; the creation and
presentation of fiscally responsible budgets and fair labor agreements; the promotion of economic
development initiatives; the expansion of the town's sidewalk infrastructure; the facilitation of a
process that resulted in the creation of short-term rental legislation to preserve and better utilize
the town's housing stock while protecting neighborhood character; thoughtful work on a new
telecommunications law; his long tenure as Chair of the Codes and Ordinances Committee; and
Whereas, Bill's love of nature and hiking, and his understanding of the importance of
interconnected, multi -modal transportation corridors motivated his dedicated and successful
pursuit of a vibrant network of trails in and around the Town, including real -property research and
key acquisitions for the future extension of the South Hill trail and the Black Diamond Trail in the
Inlet Valley; and
Whereas, Bill's long tenure on the Special Joint Committee of the Ithaca Area Wastewater
Treatment Plant and his service as a Commissioner on the Southern Cayuga Lake Intermunicipal
Water Commission (Bolton. Point) ensured responsible management and oversight of critical water
and wastewater infrastructure; and
Whereas, Bill's experience as a mediator and his calm, rational demeanor were critical in crafting
intermunicipal agreements, incorporating public input, and resolving disputes; and
Whereas, the Town of Ithaca has greatly benefited from Bill's devotion and desire to serve our
community in order to make it a better place for us all to live; and
Resolved, that the Town Board of the Town of Ithaca, on behalf of the Town and all its citizens,
expresses its sincere appreciation, admiration, and gratitude to William Goodman for his sixteen
years of distinguished and dedicated service to our community, and extends its collective wishes
for his fulfillment in future endeavors.
TB 2023-12-27 (Filed 01/04) Pg. 3
Moved: Rob Rosen Seconded: Rod Howe
Vote: Ayes — Howe, DePaolo, Rosen & Goodman
5. Consent Agenda
TB Resolution 2023 - 199: Consent Agenda
Resolved that the Town Board adopts the following consent agenda:
a. Town Board Minutes
b. Town of Ithaca Abstract
c. Approval of Lead Senior Planner Duties and Stipend
d. Budget amendments
e. Set a public hearing regarding a local law authorizing a monetary gift to the City
of Ithaca for support of Cass and Stewart Parks
f. Acknowledge permanent appointment of Administrative Assistant IV — Public
Works — Becky Jordan
Moved: Rich DePaolo Seconded: Bill Goodman
Vote: ayes- Howe, DePaolo, Rosen & Goodman
TB Resolution 2023 - 199a: Approval of Town Board Minutes
Resolved that the draft minutes of the Town Board meetings of November 27 and December 11
of 2023 be approved as final with any non -substantive change made.
TB Resolution 2023 -199b: Town of Ithaca Abstract No. 24 for FY-2023
Resolved that the Town Board authorizes the payment of the following audited vouchers in total
for the amounts indicated.
VOUCHER NOS. 1115 - 11.82
General Fund Town Wide
68,808.70
General Fund Part -Town
22,460.69
Highway Fund Town Wide DA
4,164.14
Highway Fund Part Town DB
8,304.45
Water Fund
709,032.85
Sewer Fund
434,146.29
Risk Retention Fund
568.65
Fire Protection. Fund
296,620.00
TOTAL
1,544,105.77
TB Resolution 2023 -199c: Approval of Lead Senior Planner Duties and Stipend
TB 2023-12-27 (Filed 01/04) Pg. 4
Whereas, the Director of Planning requested to appoint one of the three Senior Planners
responsible for more duties for the Planning Department Office as described by the Lead Senior
Planner Duties listing; and
Whereas, the Human Resources Manager recommended to the Personnel and Organization
Committee during the 2024 Staffing Plan process establishing an internal duties listing and
creating a per week stipend in place of creating a different job description; and
Whereas, the Personnel & Organization Committee has reviewed the request and recommends
the approval of the internal duties listing for a Lead Senior Planner and a stipend for said at $25
per week as established in the 2024 budget; and
Whereas, the Director of Planning designates Michael Smith as the Lead Senior Planner due to
his years of experience at the Town of Ithaca as a Senior Planner and already serving in the role
without title or stipend since June 2013;.now, therefore be it
Resolved, the Town Board of the Town of Ithaca does hereby approve the Lead Senior Planner
duties and stipend at $25 per week and approves the designation of Michael Smith as the Lead
Senior Planner, effective January 1, 2024.
TB Resolution 2023—1.99d: Budget Transfers, Amendments and Modifications for 2023.
Whereas, the Town Finance Officer has reviewed all budgetary revenue and appropriation
accounts, and
Whereas, this review disclosed certain budgetary revenues and expenditures requiring transfers,
amendments or modifications summarized below:
General Town -wide Fund
Budget Transfers
Account
Description
From
To
A 1.11.0.412
Law Library & Publications
150
Al110.410
Conferences & Mileage
150
A1.220.410
Conferences & Mileage
1,291
A1320.401
Auditing Services
1,291
A1316.400
Contractual
50
A1.31.6.408
Postage
50
A1340.420
Dues & Publications
120
A1.340.416
Cell Phone Reimbursement
120
A1410.400
Contractual
120
A1.41.0.416
Cell Phone Reimbursement
120
A 1.440.110
Intern
15,000
A1440.400
Contractual
25,000
A 1.420.402
Legal Services
40,000
A1440.100
Regular
10,000
A1.620.100
Regular
10,000
A1620.441
Bldg & Grounds Maintenance
500
TB 2023-12-27 (Filed 01/04) Pg. 5
A] 620.445
Bus Pass Program
500
A1680.415
Telephone
1,500
A1.680.400
Contractual
1,500
A 1680.492
Software
200
A1680.496
Time Warner Cable RR
100
A1.680.497
Tools & Supplies
100
A1990.490
Contingency Account
270
A1.920.488
Taxes/Assessments on Town
Property
270
A501.0.449
Furniture & Furnishings
200
A501.0.410
Conferences & Mileage
200
A5132.441
Garage Maintenance
1,850
A5132.416
Cell Phone Reimbursement
1,850
A7110.450
Petroleum Products
5,000
A711.0.451
Vehicle Maintenance
5,000
A7320.464
Youth Employment Program
1,849
A7320.462
Youth Entrepreneurship Program
1,849
A7320.424
Youth Employment Program
495
A7320.465
Youth Development Program
591
A7320.465
Learning Web
361.
A7320.461
Coddin ton Rd CC
1447
A9040.800
Workers Compensation
8,797
A9010.800
NYS Retirement
8,797
General Part Town Fund
Buduet Transfers
Account
Description
From
To
B8020.403
Planning Study
30,000
B1420.402
Legal Services
30,000
B 1660.404
General Office Supplies
50
B 1670.408
Postage
50
B 1680.491
Hardware & Equipment
20
B 1680.492
Software
20
B8020.410
Conferences & Mileage
120
B8020.41.6
Cell Phone Reimbursement
120
Highway Fund
Budtet Transfers
Account
Description
From
To
DA191.0.439
Liability Insurance
500
DA1420.402
Legal Services
500
Highway Part -Town Fund
Buduet Transfers
Account
Description
From
To
DB 1670.405
Copier Paper
100
TB 2023-12-27 (Filed 01/04) Pg. 6
DB 1670.408
Postage
100
DB5110.450
Petroleum Products
100
DB 1910.439
Liability Insurance
100
DB5130.276
Park & Turf Equipment
15,000
DB5130.277
Leaf & Brush Equipment
2,000
DB5130.451
Vehicle Maintenance & Repairs
17,000
Now, therefore, be it
Resolved, that this Town Board authorizes and directs the Town Finance Officer to record all
budget transfers, amendments, and modifications, including all other changes deemed
appropriate and necessary.
TB Resolution 2023 - 199e: Set a public hearing regarding a proposed local law
"Authorizing_a monetary gift to the City of Ithaca to Support Cass Park and Stewart Park
recreational facilities
Resolved that the Town Board will hold a public hearing regarding a proposed local law
"Authorizing a monetary gift to the City of Ithaca to Support Cass Park and Stewart Park
recreational facilities at their meeting at Town Hall, Monday, January 8, 2023 at 5:30 p.m. at
which time all persons wishing to be comment on the proposed local law will be heard.
TB Resolution 2023 —199f: Acknowledge Permanent Appointment of Administrative Assistant
IV -Public Works Department
Whereas, Becky Jordan was promotionally provisionally appointed as Administrative Assistant IV
for the Public Works Department on May 21, 2023, pending the next civil service exam; and
Whereas, the Tompkins County Civil Service office has provided the certificate of eligible listing
for the said title and Becky Jordan was a reachable candidate; now, therefore be it
Resolved, the Town Board of the Town of Ithaca does hereby approve the permanent appointment
of Becky Jordan to the position of Administrative Assistant IV in the Public Works Department
with no change in current compensation or benefits, retro-active to December 21, 2023; and be it
further
Resolved, an eight (8) 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 Director of Public
Work.
6. Reports and Correspondence
Mr. Howe noted that the speed reduction in Southwoods was granted, Public Works Committee
had a presentation on the Forest Home Signage Study and starting to look at criteria for sewer
exemptions with a threshold where staff could approve them.
He noted that the election years have been changed by Gov. Hotchul and we will need to start
looking at how that will affect us.
TB 2023-12-27 (Filed 01/04) Pg. 7
Mr. Goodman reported that NYSEG has finally responded regarding the easement, and we did
have Zoorn meeting where they said they were still interested in granting the easement and lie is
hopeful it will be completed next year.
Over a year ago we did have counsel look at the draft easement and NYSEG did not agree to the
cross- indernnification we Suggested, but it is similar to other easeirients granted to other
municip,alifies,
We also did get the TV Tourisin Grant to begin looking at some of' the iSSLies brought, up by,
neighbors and address those.
Mr. Howe reported that NYS Parks is working on securing the payback for our recent trail land
purchases.
Submitted by
a'u 11 cw�
Ashley Colbert, Deputy "FoNvii Clerk
TB 2023-12-27 (Filed 0 1 /04) pg8
w
Public Notices
Originally published at ithacajournal.com on 12/14/2023
Town of Ithaca
Notice of Public Hearing
The Town Board will hold a public hearing regarding a 3-year renewal of the contract with
the Village of Cayuga Heights Fire Department for Various Emergency Responses and
Fire Protection Services on Wednesday, December 27, 2023 at 11:00 am at which time all
persons wishing to be comment on the proposed contract will be heard.
Paulette Rosa
Town Clerk
12/14/23