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HomeMy WebLinkAboutTB Packet 2017-02-27 Meeting of the Ithaca Town Board Monday, February 27, 2017 at 4:30 p.m. Agenda 1. Call to Order 2. Maplewood monthly update 3. Discuss and consider authorization for the Supervisor to sign an agreement for traffic calming monetary contribution associated with Maplewood project 4. Continue discussion regarding short-term rentals such as Air B&Bs 5. Discuss and consider adoption of Domestic Violence and the Workplace policy and revised Violence in the Workplace Prevention policy and procedures 6. Consider award of bid for the Christopher Circle Water Main Replacement Project 7. Consider award of bid for the Sapsucker Woods Water Main Replacement Project 8. Consider Consent Agenda items a. Approval of Town Board Minutes b. Town of Ithaca Abstract 9. Annual Reports of Town Management Team 10. Committee Reports a. COC b. P&O c. Planning d. Public Works e. Budget 11. Review of Correspondence 12. Adjournment Town of Ithaca Notice of and. Public Hearing The Ithaca Torun Board will hold public hearings on Monday, February 13, 2017 at Torun.. Hall, 215 N. Tioga St at 5:30 p.m. for the purpose of considering the following: A proposed resolution for the Alteration of Boundaries of Town of Ithaca Fire Protection District by Exclusion of Territory Owned by Ithaca College, and a proposed Local Law to amend Chapters 270 and 271 of the Torun of Ithaca Cade, to provide a Planned (Development Zone for the Maplewood development between maple Avenue and Mitchell Street, and a proposed a local law amending the Town of Ithaca Code, Chapter 270, entitled "Zoning", Exempting Town of Ithaca- Owned 'Water Infrastructure from Height, Setback, Buffer and. Lot Coverage Requirements at which time all persons interested in the above topics may be heard on the same. Copies of the draft local laws are available on the Torun website at www.town.ithaca,ny.us. Paulette Rosa Town Clerk TOWN OF ITHACA AFFIDAVIT OF POSTING AND PUBLICATION 1, Paulette Terwilliger, being duly sworn, say that I am the Town Clerk of theTown of Ithaca, Tompkins County, New York that the following notice has been duly posted on the sign board of the Town Clerk of the Town of Ithaca and the notice has been duly published in the official newspaper,Ithaca Journal: 1.1 ADVERTISEMENTINOTICE D NOTICE OF PUBLIC HEARINGS F) NOTICE OF ESTOPPEL 11 NOTICE OF ADOPTION OF PUBLIC INTEREST' ORDER P14 for Maplewood PDQ Location of Sign Board Used for Posting- The ININ14 r,11Wft) BOM11 Wri Town Clerk's Office b"'Ad 4 t,ub4c hooting'a lmv4piqv, F,4wmajry 13,2h'l 1 215 North Tioga Street ot favIvu,' k st Ael S3b P.M,uW 016 to'dr, Ithaca, NY 14850 � ,1 pro 0.vJ L.�d[ LaV,W aniond haptars 27n onO 271 ,7,f Town website at www,town.ithaca,nv.us Date of Posting; January 25, 2017 Date of Pit cation: January 28,2017 Paulette'rerwilriger and Town Clerk Ic STATE OF NEW YORK) COUNTY OF TOMPKINS) SS- TOWN OF ITHACA) Sworn to and subscribed before me this day of J, 6 12017. tic DpbrLI Wary F,J]'Ir SMN at raw York flo DIDW E8025 OtjnRfx,��al Tomptun,County My C�ornrnnsston Cxpires June 79,20 TOWN OF ITHACA AFFIDAVIT OF POSTING AND PUBLICATION 1, Paulette Terwilliger, being duly sworn, say that I ani the Town Clerk of the Town of Ithaca, Tompkins County, New York that the following notice has been duly posted on the sign board of the Town Clerk of the Town of 11baca and the notice has been duly published in the official newspaper, ftharea Jouruil 0 ADVERT]SEM ENTINOTICE U NOTICE OF PUBLIC HEARINGS 0 NOTICE OF ESTOPPEL 0 NOTICE OF ADOPTION OF PUBLIC INTEREST ORDER PH for Maplewood PDZ Town Exemption from Certain Zoning Regulations Ithaca Fire Protection District Boundaries Location of Sign Board Used for Posting: Town Clerk's Office 215 North,rioga Street `rvw Ithaca ToWvr aloold WI I161d p0bIll.' K,6al`10% on Ithaca, NY 14850 Id February,,11,3, 20j"? utrawyi df4p n 5 1 ojer to a Oyqf Il 11�P, Town website at WWWAQW11,ithaCaJIV.LIS V. of khoca, Al F -4 " , "'" 6t.ry O)Woll bV`WhA�e CY' 9 '-0 t I I to n 1v r, Men a a 0 mapi ve W Date of Posting; February 4,2017 7r s. P , 0 A 0 -uary 2, 2017 C h. 7 7 .7 .7 Date of P lication: Febiar Bt It t 'All 1 11 1 , Ile`lk"d Sea the t I 001l,AW* �t W�tivh 11me I he v t pIds pra,,be helfd 011+Ww ; orl'thl!' ab e�tl are . ......... Paulette eavwlh el Town Clerk VW40,17 STATE OF NEW YORK) COUNTY OF TOMPKINS) SS: TOWN OF ITHACA) Sworn-to and subscribed before me this j, day of 2017. KI-Q-qary Public Debra DeAll Notary PuWic-SIM,,,oi Nlaw York No.01 DE6T48035 CumflkxJ In Tompkins Cminry My carnmission Expires June la,2.0 6 a:- a H N C,' C ma m 0 0 0 0 d v ....................... 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Moved: Seconded: Vote: Age,n(hi Ihern No 15 Final Draft 12.22.16 Domestic Violence and the Workplace Policy 1. Policy Statement In December 2014, Town of Ithaca adopted a resolution recognizing that freedom from domestic violence is a fundamental human right and an issue of public concern. Domestic violence affects employees in the community and in the workplace. In addition to its multiple negative consequences for victims and survivors, domestic violence can spill over into the workplace, compromising the safety of both victims and co-workers. The purpose of this Policy is to establish practices that will promote safety in the workplace and respond effectively to the needs of victims of domestic violence. 2. Definitions and Persons Covered by this Policy For purposes of this Policy, the following terms are defined as outlined below. Domestic Violence: A pattern of coercive behavior, including acts or threatened acts that are used by a perpetrator to gain power or control which includes, but is not limited to, physical and/or emotional or sexual violence, physical and/or psychological intimidation, verbal abuse, stalking, economic control, harassment, threats, injury, or other related crimes. Victim: Persons of all gender identities and sexual orientations who are or were legally married to one another or who have a child together, or who are or were in an intimate relationship including but not limited to couples who live together or have lived together, or other members of the same family or household. Perpetrator: An individual who uses a pattern of coercive tactics, which can include physical, psychological, sexual, economic, and emotional abuse, including threats of abuse, with the goal of establishing and maintaining power or control over the victim. 3. Non-Discriminatory and Responsive Personnel Practices for Victimized Employees Victims of domestic violence are a protected class in the employment provisions of the New York State Human Rights Law §296. As such, Town/Commission will not discriminate against any employee for being, or appearing to be, a victim of domestic violence in hiring, promotions, or other terms, conditions, or privileges of employment. In addition, Town/Commission will not discriminate, retaliate, or take any adverse employment action against any employee who submits a complaint or discloses concerns about domestic violence to the human resources department or any supervisor or co-worker. If Town/Commission identifies that an employee is experiencing work performance difficulties that are a result of being a victim of domestic violence, the employee will be provided with clear information about performance expectations, priorities, and performance evaluation. If a disciplinary process becomes necessary, special consideration of all aspects of the employee's situation, and available options to resolve the performance problems will be considered. 4. Confidentiality for Victimized Employees Town/Commission will keep confidential information related to an employee being a victim of domestic violence,to the extent permitted by law, and will not divulge information without the written consent of the victimized employee, unless Town/Commission determines that disclosure is necessary to protect the employee or the safety of co-workers. Wherever practicable, notice will be given to the victimized employee in advance of disclosure. 5. Workplace Safety Plans for Victimized Employees a. The Human Resources Manager will assist the Department Head and victimized employee in developing and implementing a written individualized domestic violence workplace safety plan. The plan may include but is not limited to detailed options that may be available at the worksite [for example, developing procedures for alerting the police; relocating the victim to a secure area (temporarily); assessing the physical layout of the work site to identify possible threats to victim safety; and assessing changes that can be made to enhance safety, such as change of work schedule, reassignment of parking space, escort for entry to and exit from the building, responding to telephone, fax, email or mail harassment, and keeping a photograph of the perpetrator and a copy of any existing court orders of protection in a confidential onsite location and providing copies to reception staff and other pertinent personnel]. Plans must address additional concerns if the victim and the perpetrator are both employed by Town and/or Commission. b. In consultation with the victim, the Human Resources Manager will coordinate with the information technology personnel to address the victim's safety concerns. The above-described safety plan should address concerns including identifying information, such as the victim's telephone number and office location on the website or other social media. c. To maximize the safety of the workplace employees are strongly encouraged to bring their court orders of protection to the attention of the Human Resources Manager and Department Head. Order of protections will be stored in the employee's secured personnel file and accessible by the Human Resources office personnel only. d. Town/Commission will assist with enforcement of all known orders of protection, particularly orders in which perpetrators have been ordered to stay away from the work site. If requested by the victim or by law enforcement, Town/Commission will provide any information concerning an alleged violation of an order of protection. Town/Commission will respond to victim requests for information and documentation from the workplace that could support judicial protection efforts or help a victim obtain and maintain safety from an alleged perpetrator, to the greatest extent possible, subject to applicable privacy laws. 6. Workplace Accommodations for Victimized Employees a. It is an offense of NYS law for an employer to penalize an employee who, as a victim or witness of a criminal offense, is appearing as a witness, consulting with a district attorney, or exercising other rights provided by law. Therefore, with prior day notification, Town/Commission will allow time off for victims or subpoenaed witnesses to exercise such rights. b. When the need for time off is foreseeable, an employee should request time off providing reasonable notice prior to the leave unless advance notice is not feasible. When the need for time off is not foreseeable, the employee should contact their department head as soon as reasonably possible after commencing the leave and request permission for further time off. Town/Commission will attempt to provide paid leave before requiring the employee to utilize an unpaid leave. c. Town/Commission will make reasonable accommodations to permit a victimized employee to continue to perform their job. If a requested accommodation is not feasible, alternative accommodations will be considered before termination. d. Town/Commission will inform victimized employees when it is possible for them to make reasonable changes in employment benefits. Human Resources will assist employees with the necessary changes. 7. Holding Employee Offenders Accountable Employees who engage in or use his or her job-related authority or resources to knowingly assist a perpetrator to locate a victim; assist a perpetrator to perpetrate acts of domestic violence, or protect a perpetrator from appropriate consequences for his or her behavior, shall be subject to corrective or disciplinary action up to and including termination. In cases in which Town/Commission finds that an employee has threatened, harassed, or abused a victim by using job-related authority or resources such as work time, workplace telephones, fax machines, mail, email or other means, the employee shall be subject to corrective or disciplinary action up to and including termination. 8. Education and Training Town/Commission is committed to increasing awareness of domestic violence and informing employees of available sources of assistance, by posting information on domestic violence and integrating information into the Personnel Manual. Employees are encouraged to participate in trainings on domestic violence and the workplace. < E:rrci : IhernNo 15 Draft 2 1.19.17 WORKPLACE VIOLENCE PREVENTION POLICY Town of Ithaca/SCLIWC Revised: January 2017 Background: On June 7, 2006, New York State enacted legislation creating a new Section 27-b of State Labor Law that requires public employers to perform a workplace evaluation or risk evaluation at each worksite and to develop and implement programs to prevent and minimize workplace violence caused by assaults and homicides. The Law is designed to ensure that the risk of workplace assaults and homicides are regularly evaluated by public employers and that workplace violence protection programs are implemented to prevent and minimize the hazard to public employees. VIOLENCE IN THE WORKPLACE POLICY Description This section assists employees in the description of what is considered violence in the workplace and that the Town/Commission will not tolerate any type of workplace violence committed by or against the employees. Employees are prohibited from making threats or engaging in violent activities. Workplace violence is defined as harassment, verbal threats, aggressive or threatening behavior, physical assault, or abuse that takes place against people at work. Examples of workplace violence include, but not limited to: 1. Disruptive behavior is defined as the intent to disturb, interfere with or prevent normal work activities (such as yelling, using profanity, verbally abusing others, or waving arms and fists that may cause reasonable fear of injury or emotional distress, intimidation whether direct or implied). 2. Intentional behavior is defined as physical contact for the purpose of causing harm (such as slapping, stabbing, punching, striking, shoving, or other physical attack). 3. Menacing or threatening behavior (such as throwing objects, pounding on a desk or door, damaging property, stalking, or otherwise acting aggressively; or making oral or written statements specifically intended to frighten, coerce, or threaten) where a reasonable person would interpret such behavior as constituting evidence of intent to cause harm to individuals or property. 4. Possession of a weapon on any town/commission property. Prohibited behavior may include but is not limited to: 1. Injuring another person physically. 2. Engaging in behavior that creates a reasonable fear of injury to another person. 3. Engaging in behavior that subjects another person to extreme emotional distress. 4. Bullying, peer abuse, sexual harassment or harassment of any form. 5. Possessing, brandishing, or using a weapon while on government property or engaging in government business. 6. Intentionally damaging property. 7. Threatening to injure an individual or to damage property. 8. Committing injurious acts motivated by, or related to, domestic violence or sexual harassment. 9. Retaliating against any employee who reports a violation of this policy. The Town /Commission is committed to providing a safe workplace and a no tolerance policy to address violence, threats of violence, harassment, intimidation and other disruptive behaviors in the workplace. Violations of this policy will not be tolerated and discipline, up to and including termination, may be used to enforce this policy. Reporting Procedures: 1. An employee who feels they have been subjected to violence in the workplace shall report such act using an incident report to their Department Head or Human Resources Manager. 2. Human Resources Manager and Department Head will investigate all such complaints thoroughly and promptly. The complaints and the terns of their resolution will remain confidential, to the fullest extent practical. If an investigation confirms that workplace violence has occurred, corrective action will be taken, including disciplinary action up to and including termination of employment, if appropriate. Non-employees engaged in violent acts will be reported to the authorities. 3. An employee who obtains an Order of Protection/Restraining order that lists Town /Commission locations as protected areas are highly encouraged to provide a copy of the order to Human Resources. Refer to the Domestic Violence in the Workplace policy. 4. The Human Resources Manager is responsible for insuring that the Town and Commission maintain a complete file of incident reports and related documentation that may include one or more voluntary statements that may accompany an Incident Report. 5. The law prohibits an employer from retaliating against an employee who has: 1. Made a report under this section 2. Requested an inspection by Department of Labor officials 3. Accompanied Department of Labor officials during the inspection NOTIFICATION: If you have been injured due to an act of violence in the workplace, an Incident Report must be completed. See attached Incident Report form. A. Employee Role: It is extremely important, and every employee's responsibility, to see that Incident Reports are submitted to their Department Head. B. Management Role: The Department Head is responsible for reporting all incidents of violence and/or threatened violence to the Human Resources Manager. Affected employees will be notified of the actions Town/Commission has taken in response to the incident and what actions are possible regarding the individuals in question. Procedures: A. Threats or Threatening Behaviors: If there is a threat or threatening situation that arises in the workplace, any employee that is aware of the situation must follow facility procedures. This may include a formalized procedure or utilizing a panic alarm button available in some locations or by directly dialing 911. If an individual makes a threat in writing, by mail, e-mail, or on voice mail, DO NOT ERASE THE E-MAIL OR VOICE MAIL MESSAGE, follow the procedures described in this section under "Reporting". B. Domestic Violence and Orders of Protection: An employee who is involved in an incident of domestic violence either on Town property or while on personal time is strongly encouraged to advise their supervisor of the incident regardless if law enforcement is involved. Employees cannot be compelled to provide such information to their employer however employees need to be made aware that communicating such information to their supervisor is in their best interests and the interests of their fellow employees in order to provide the best possible safety and security for that employee and their co-workers while at the workplace. For further information refer to the Domestic Violence and the Workplace policy. C. Dangerous/Emergency Situations: Employees who are confronted by an armed or dangerous person should not attempt to challenge or disarm the individual. DO NOT put yourself in more danger by being aggressive. Recommended tips: 1. Employees should remain calm, and talk passively to the individual as to calm the situation. 2. Cooperate and follow the instructions given. 3. If possible, safely notify your supervisor or another employee of the situation. Utilize panic button, if available. 4. If possible, safely evacuate the area. D. Bomb Threats If any employee receives a bomb threat in person, or while talking with someone on the phone, the employee shall follow the procedures on the NY State Police bomb threat checklist provided to them. E. Potentially violent or violent person(s) in field If an employee meets, either in the office or in the field, with an individual known to have been violent or who the employee believes may be threatening or violent, the employee should: 1. Notify his/her supervisor of the need to meet with such an individual and of the possible threatening situation before the meeting takes place. 2. The employee should request assistance from their supervisor if the meeting or visit will take place on employer premises. 3. Management should make every attempt to provide an additional person be present for meeting, employee should be discouraged from meeting with such person alone. 4. The Department Head must notify Human Resources if they have asked for a Law Enforcement escort to a meeting or visit for safety reasons. 5. If an employee is working on Town business while off-site and a situation arises that poses a threat to his/her safety, the employee should call 911. Employees should use their own discretion as to when they feel the need to call 911. It is not required nor suggested that they contact their supervisor fust. They are the best judge of their own safety level. Management Responsibility: A. Town /Commission will ensure that all employees are made aware of their role in safeguarding employees, customers, and visitors. This will be done by reviewing the security policy and procedures at new employee orientation, through the distribution and availability of the policy and procedures in paper and electronic formats, through review of the policy and procedures, annual training, and through employee inquiry. B. The Department Heads, the Human Resources Manager, and Safety Committee will review Incident Reports to evaluate trends or necessary actions to improve safety. C. Any staff person who feels his/her safety is threatened because of work related issues could request to have that work reassigned because of such risk. Such requests must be made in writing to the employee's Department Head. The Department Head will meet with the employee, if necessary, to discuss the reasons for the request and explore options. Unless otherwise notified by the Department Head, an employee will have a response within five business days. D. Items of concern regarding safety and security will be brought to the Human Resources Manager who will review aggregate information regarding threats and incidents and will make recommendations regarding needed changes in facility policies and procedures. E. The Human Resources Manager will coordinate training in personal safety for all employees on a periodic basis. F. Any person who makes threats, exhibits threatening behavior, or engages in violent acts on Town /Commission property will be removed from premises as quickly as safety permits and reserves the right to ask the person to remain off the premises pending the outcome of an investigation. Town /Commission response to incidents of violence may include suspension and/or termination of any business relationship, reassignment of job duties, suspension or termination of employment, and criminal prosecution as appropriate. RISK EVALUATION AND PREVENTION: Town /Commission will evaluate the risks in the workplace including risks associated with: 1. Working in public settings 2. Working late night or early morning hours 3. Working alone or in small numbers 4. Uncontrolled access to the workplace 5. Areas of previous security problems Annual Training: A. Town /Commission will make this written program available to employees at orientation and union representatives upon request. B. Training will be held at the time an employee is initially hired and every year thereafter. The training will include the following items: 1. The requirements of the law 2. The risk factors in their workplace 3. The location and availability of the written plan 4. Measures employees can take to protect themselves from workplace risks and what the written violence prevention program specifies in that regard. See attached NYS Department of Labor suggestions for responding to violence and /or threats. DUTY TO WARN: In furtherance of this policy, employees have a "duty to warn" their supervisors, or human resources of any suspicious workplace activity, situation or incidents that they observe or that they are aware of, involving other employees, former employees, contractors, customers or visitors that appear problematic. This includes, for example, threats or acts of violence, aggressive behavior, offensive acts, threatening or offensive comments or remarks and the like. The Town/Commission will not condone any form of retaliation against any employee for making a report under this policy. WORKPLACE VIOLENCE INCIDENT REPORT To be completed by the individual investigating the incident. Return completed form within 2 days following incident to Human Resources /tttm h witness stakt mu mots ro thin form. Report submitted by: Date: General Description: Telephone: Date of Incident: Time: Address/Location of Incident: Individuals involved in the incident (use additional sheet(s) if necessary) Name: Name: ❑ Victim or❑Assailant ❑ Victim or❑ Assailant Title: Title: Division: Division: Phone: Phone: Immediate Supervisor: Immediate Supervisor: Assailant Relationship to Employee ❑ Co-worker ❑ Former Employee ❑ Other(specify) Possible Reason for Incident: (If known, check all that apply) ❑ Conflict with co-worker(s)/former co-worker ❑ Receiving corrective action ❑ Conflict with management ❑ Other(specify) Nature of Incident ❑ Stalking ❑ Engaging in actions intended to frighten,coerce, or induce duress ❑ Destruction of Property ❑ Phyisical Assault-Hitting, fighting,pushing, or shoving ❑ Armed Assault-Use of object as weapon(specify) ❑ Armed Assault-Use of weapon such as gun,knife, etc. (specify) ❑ Verbal Harassment ❑ Sexual Harassment ❑ Other(specify) How was the incident communicated? (Check one or more) ❑ Communicated directly to victim ❑ Verbal ❑ Mail ❑ Note ❑ Email ❑ Communicated to another person ❑ Verbal ❑ Mail ❑ Note ❑ Email ❑ Other(specify) Victim Injury (Check all that apply) ❑ Physical injury ❑ None ❑ Physical Injury-Medical care required Initial Response or Follow up Activity: (Check all that apply) ❑ Situation defused ❑ Employee Assistance Program referral ❑ Law Enforcement notified ❑ Other(specify) If Yes,Name of Agency and Report Number: Describe Incident in Detail Include what happened, where, who was involved, what you heard,saw, etc. List Names of Other Witnesses Signature Date Person Receiving Witness Statement Date Routing Yes No Name Signature Date ❑ ❑ Department Manager ❑ ❑ Hum an Resources t 1pon m omu pkf on of fn),,�sfig;afion,auffm h a fonditigs/ff'oflow....tip dm ummul#o#hv s formuv. NYS Department of Labor suggestions for responding to violence and/or threats: How can you help prevent violence? Anger and potential violence is often initiated by frustrated people who feel they are being treated unfairly or disrespectfully. An atmosphere of sincere caring and courtesy in the workplace can help to eliminate the cause of much violence. Be sensitive to the needs and feelings of others. Offer help and support — and seek the same if you need it. Seven steps to keeping someone cool: 1. Show respect and courtesy, no matter the person's attitude. 2. Stay calm. Avoid arguing. 3. Listen patiently; don't interrupt. 4. Acknowledge the person's feeling: "I see that you're angry." 5. Ask for details in order to take emotions out of the conversation. 6. If you can, involve the person in finding a solution. Ask, "What do you think would be fair?" 7. Be positive: "Let's see what we can do." If anger grows: • Excuse yourself for the restroom or use other delaying tactics that give the person time to calm down. • Establish ground rules if behavior becomes unreasonable: "I'll have to leave if you continue cursing." • Move to a spot where your exit is not blocked. • If you feel threatened, ask the person to leave, or leave yourself. • Advise nearby co-workers and follow County policies. Five "Don'ts" when dealing with an angry person: 1. Don't challenge, threaten or dare a person who is angry, or potentially violent. 2. Don't criticize or show impatience. 3. Don't attempt to bargain with a person who is threatening. 4. Don't make physical contact. Stay at least 3 feet away. 5. Don't try any "heroics" that could result in injuries to you or others. When strangers are an issue: Strangers commit many threats and/or violent acts in the workplace. It's vital to be aware of individuals at work who are not recognized co-workers, customers or vendors. Greet strangers with a friendly, "May I help you?" to determine why they are on the premises. Promptly report strangers who make you feel uncomfortable to supervisors. When co-workers are a concern: • Pay attention to behavior - Some behaviors indicate a co-worker may be troubled, which raises the risk for violent behavior. These behaviors include: poor personal hygiene; increased absence; decline in job performance; social isolation; angry outbursts, threatening statements or intimidating behavior; fascination with weapons; history of violence or intimidation; alcohol or drug abuse. • Take note of attitudes — Certain attitudes also point to an increased risk for violence. Among these are: constant complaining about unfair treatment; blaming others for mistakes and problems; inability to accept criticism; holding grudges; resistance to following rules or directions; defensiveness; depression; lack of concern for the safety and well-being of others. • Know when to take action —No one can predict if, or when someone may become violent. But worrisome behaviors and attitudes are warning signs that someone may be under high stress and potentially violent. Pay particular attention if a co-worker has a sudden change in behavior, is disruptive, or shows many warning signs — not just a few. If so, inform supervisors of your concerns. Keeping the peace with co-workers: Conflict at work is to be expected, but it must be handled effectively if it is to be resolved, or kept from growing into potential violence. If you have a disagreement with a co-worker, make time to talk together about it. Use these strategies for keeping the peace: • Express your concerns as soon as they arise — don't let them grow into anger. • Discuss the issue privately. Always use a respectful tone. • Avoid putdowns and blaming. Use "I" statements to explain how the situation affects you and makes you feel. • Stick with one point at a time. Stay on the topic. • Focus on solutions, not the details of negative incidents. Avoid falling into an argument. • Be willing to compromise. Seek help if you need it: If you and a co-worker are unable to resolve a conflict through a respectful discussion, ask for help from your supervisor, our employee assistance program or the Human Resources Department. In summary: • Read and/or review this procedure from time to time. • Follow your training if confronted with a potentially violent workplace incident. • In an emergency, or if you feel threatened call 911. • Report every workplace violence incident to Human Resources for follow- up. • After the incident, consider using critical incident stress de-briefing sessions and post-trauma counseling services that are available to all employees as part of the employee assistance program. Age,ri(hi IIVE:rn No 15 TOWN OF ITHACA/ SCLIWCommission WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES Town of Ithaca / Commission Workplace Violence Policy Statement Background: On June 7, 2006, New York State enacted legislation creating a new Section 27-b of State Labor Law that requires public employers (other than schools covered under the school safety plan requirements of the education law) to perform a workplace evaluation or risk evaluation at each worksite and to develop and implement programs to prevent and minimize workplace violence caused by assaults and homicides. The Law is designed to ensure that the risk of workplace assaults and homicides are regularly evaluated by public employers and that workplace violence protection programs are implemented to prevent and minimize the hazard to public employees. STANDARD PRACTICE INSTRUCTION DATE OF CREATION: 1p11201 SUBJECT: Violence Prevention Program GENERAL: This document details our policy for prevention and mitigation of fatal and nonfatal violence in the workplace. This standard practice instruction is intended to address the issues of workplace violence and provide uniform guidance for the welfare of all the employees. RISK FACTORS: Risk factors for workplace violence include dealing with the public, the exchange of money, domestic disputes that spill over into the workplace, disgruntled workers with a perception that they have been unfairly treated and many other similar scenarios. The workplace violence prevention program will include a system for documenting incidents, procedures to be taken in the event of incidents, and open communication between this employer and our employees. RESPONSIBILITY: Human Resources' is responsible for this program and has responsibility to make necessary decisions to ensure success of the program. Human Resources' will develop written detailed instructions covering each of the basic elements in this program. Page 1 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES LOCAL EMERGENCY RESPONSE RESOURCES RESOURCE NAME/REMARKS RESPONSE TIME PHONE Human Resources Manager Judy Drake Safety Coordinator-Town Hall Judy Drake, Human Resources 607-220-4879 Safety Coordinator- PWF Jim Weber, Dir. Public Works 607-220-7025 Safety Coordinator- SCLIWC Steve Riddle, Dist. Manager 607-592-4775 Ithaca City Police Department Call 9-1-1 in emergency 607-272-3245 Tompkins Co. Sheriff Department Call 9-1-1 in emergency 607-272-2444 Ambulance Service— Bang's Call 9-1-1 in emergency 607-273-1161 Ithaca Fire Department Call 9-1-1 in emergency 607-272-1234 Hospital —Cayuga Medical Center 607-274-4011 Poison Control Number 800-222-1222 Tompkins Co. Health Department 607-274-6600 Hazardous Waste Disposal 607-273-6632 Tompkins Co. Emergency Response 607-257-3888 Page 2 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES Violence Prevention Program 1. Written Program This standard practice instruction will be maintained in accordance with applicable regulations and updated as required. Where no update is required this document will be reviewed annually. Effective implementation of this program requires support from all levels of management within Town/Commission. This written program will be communicated to all personnel that are affected by it. It encompasses the total workplace, regardless of number of workers employed or the number of work shifts. It is designed to establish clear goals, and objectives. This will be reviewed and evaluated when any of the following occurs: • On an annual basis. • When changes occur to governing regulatory sources that require revision. • When changes occur to related company procedures that require a revision. • When organizational operational changes occur that require a revision. • When there is an incident, accident or close-call that relates to this area of safety. • Anytime the procedures fail. 2. NO Tolerance Policy Town / Commission has a NO tolerance policy for violence in the work place. Our policy firmly states that the Town/Commission will be free from the fear and danger presented by workplace threats, firearms and other weapons. 3. Responding To the Threat of Workplace Violence For a situation that poses an immediate threat of workplace violence, all legal, human resource, employee assistance, community mental health, and law enforcement resources will be used to develop a response. 3.1 Specific Threats: If a threat has been made that refers to a particular individual, time or place, supervisors will immediately report the incident to the human resources manager and facility safety coordinator. The following courses of action as a minimum will be considered: - Notification of local law enforcement. - Ensure no one works alone in remote facility areas. - Change or stagger departure times. - Implement a buddy system. - Change normal parking locations. - Ensure lighting in parking areas. - Other appropriate response as determined necessary. Page 3 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 4. Domestic Violence and Orders of Protection: An employee who is involved in an incident of domestic violence either on Town /Commission property or while on personal time is strongly encouraged to advise their immediate supervisor of the incident regardless if local law enforcement is involved. Employees cannot be compelled to provide such information to their employer however employees need to be made aware that communicating such information to their supervisor in the workplace is in both their best interests and the interests of their fellow employees in order to provide the best possible safety and security for that employee and their co-workers while at the workplace. An employee who obtains an order of protection/ restraining order that lists Town /Commission locations as protected areas are highly encouraged to provide a copy of the order to his/her supervisor and Human Resources. Included with the copy of the Order a picture of the person who is the topic of the Order shall be provided if at all possible. The employee or his/her supervisor is responsible for notifying Human Resources of incidents involving domestic violence or threats and incidents as soon as possible, but no later than the end of the business day. Human Resources must share appropriate information with other Department Heads when more than one department is or is likely to be affected by the threat or incident. 4.1 Human Resources notification - Provide copy of Order of Protection/Restraining order -Provide a photo of the subject of the Order of Protection/restraining order - Inform immediate supervisor -Obtain permission from victim to inform immediate employees who may be affected by the incident - Inform reception staff -Inform maintenance personnel and provide description of person involved and any possible vehicle they may own/operate -Advise employee to update Town with any changes or updates to the Order of protection/restraining order immediately. 5. Law-enforcement involvement — Appropriate response When it is determined that Police intervention is necessary the following procedures shall be followed: 5.1 Police notification: - Report who you are and what your phone number is. - Address of facility and location where officers are to meet representative. - Report known information about the situation. - Ask Police for recommendations. - Stay on the line with police or keep a dedicated and private phone line available for police to re-contact facility. Page 4 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 5.2 When the Police arrive, provide them with the following: - A location to work from to conduct their investigation. - A private phone line dedicated to the Police. - Assign liaison to stay with, and advise Police. - Provide a maintenance supervisor to Police in order to access all areas of facility. - Upon request, provide a detailed map of the facility. - Upon request, provide detailed blueprints of facility utilities. - Upon request, provide detailed location of doors, windows, type of locks. - Allow Police full access to facility. 6. Hostage - Response Actions Understand that hostage situations can end in any range of outcomes, from a peaceful surrender to violent extremes. These situations are extremely volatile. While no written quick response procedure can guarantee a favorable outcome to a hostage situation, the following guidelines may defuse the situation or delay violence until Police can arrive: 6.1 Make appropriate notifications, Call 9-1-1. If possible and safe, send a runner to the Human Resource office and Department Head to report the situation. Try to relay as much of the following information as possible: - Number, identification (if known) and description of assailant(s). - Exact location of assailant(s). - Type of weapon(s). - Any injuries. - Any demands the assailant has made. - How many hostages and the location of hostages - If there is a phone at that location and the phone number - Any other background information on the assailant(s), re: past problems with the assailant. - Assailants demeanor. - Possible motives. - Known vendettas against Supervisors/Employers etc. 6.2 Isolate the incident to keep it from spreading. 6.3 Obey the assailant's commands. Don't argue, provoke, or fight, be aware of your body language, assume a non-threatening posture. 6.4 Listen to the suspect. Listening may calm the assailant, listen to complaints and/or demands— information gleaned may defuse the situation. 6.5 Show concern. Try to show genuine concern for the assailant's well being. Do not lie or conspire. 6.6 Control Employees. Keep the Employees calm, calmness is contagious. Don't agitate the suspect. Page 5 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 6.7 Encourage release. Encourage assailant to release everyone. 6.8 Establish rapport. Use their first name. Encourage use of yours. Model your behavior— if you are calm they will be calm. 6.9 If you cannot send a runner: - Stay where you are. - Try to call 9-1-1 or a manager. (Provide them with the above information) - Others will become aware of the situation as time passes. - Be calm and patient and wait for help. - Sympathize with and calm the assailant. 6.10 Violence Prevention Techniques: - Be aware of employees who feel that they have been wronged. - Open lines of communication. - Document incidents of employee misconduct. - Report and resolve (if possible) any conflicts you have with employees. - Pay attention to the gossip among employees and investigate. - Encourage employees to report threatening remarks or behaviors. - Take any type of threat seriously, investigate until determined it is no longer a viable threat. Report & document it the moment you hear of it. - Involve others if you are not achieving the appropriate results. 7. Rape/Assault - Response Actions Call 9-1-1 immediately and notify Human Resources ASAP. Provide details of the incident. Send someone to direct emergency responders to the victim 7.1 Assign someone to meet and guide emergency responders to the victim. 7.2 Console, do not place blame on victim. 7.3 Try to determine severity and extent of injuries to the victim. 7.4 Use rubber gloves to handle victim, obtain first aid kits. 7.5 Treat only life threatening injuries. 7.6 Gently discourage the victim from washing until being seen by a doctor. Washing may destroy evidence. 7.6 Move the victim (if possible) to a comfortable setting (private office). 7.7 Don't leave the victim alone, assign an assistant, and provide emotional support. Page 6 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 7.8 Take notes of any information the victim is willing to offer. 7.9. Take notes of any witnesses in area 7.10 Obtain lists of employees present at time of incident and any visitors at the facility at that time. 7.11 If possible, obtain photograph of scene. Do not move or clean the area of the incident until advised to do so by law enforcement officials. 8. Burglary - Response Actions Call 9-1-1 immediately (or detail other). Provide details of the incident. Send someone to direct emergency responders to the scene. 8.1 Initial response actions: - Alert Human Resources. - Do not enter property, restrict access to the burglary location and await arrival of Police. - Write down details of the burglary for review by Police. - Notify safety coordinator for facility. - Consider lock down of facility and communicate with the supervisors. 8.2 Larceny of Town /Commission property - response actions: - Allow Police full access. - Obtain serial numbers and nomenclature of known stolen property. - Provide Police with a list of all personnel with keys/access to the area. - Provide Police with a list of possible suspects if available. - Assist Police with any additional requests for information. 8.3 Larceny of Private property - response actions: - Allow Police full access. - Arrange a meeting between the Police and the victim. - Obtain a list of known stolen property from the victim. - Provide Police with a list of all personnel with keys/access to the area. - Provide Police with a list of possible suspects if available. - Assist Police with any additional requests for information. 9. Bomb Threat - Response Actions Call 9-1-1 immediately. Provide details of the incident. Do not use 2 way radios or cell phones. Evacuate the area. Ensure someone meets emergency responders. Notify Human Resources ASAP. Page 7 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 9.1 Initial response actions: -Keep the caller on the line as long as possible, utilize bomb threat check list (Appendix A). - Note the time of the call immediately. - Alert someone else to call the Police on another line. - Alert Human Resources. - Evacuate employees to relocation points and begin roll call. - Take notes, using as many exact words as possible. - Write down description of background noise you may here. - If you have "caller ID", note any phone numbers. - Write down distinctive features of the caller's voice. - Sympathize with the caller. Don't antagonize. - Turn off all radios or other distracters. - Try and find out where the suspected bomb may be. - Lock down the facility and communicate with Supervisors. 9.4 Quick Response Actions - Supervisors. Understand that a Bomb Threat is a real danger. Bombers can and do set off explosions for a myriad of reasons. These situations are extremely volatile: - Do not use two way radios or cell phones. - Do not search for the bomb. Leave it to professionals however have volunteers available, preferably maintenance personal and supervisors. These people will be utilized by law-enforcement due to their familiarity with the facility. - Do not touch or move suspicious packages. Tell Employees to leave all unknown boxes, packages, etc., alone, note anything unusual & relay to Police ASAP. - When so ordered, evacuate Employees away from threatened area. - Control Employees. Keep the Employees calm. 9.5 When the Police arrive, provide them with the following: - A location to setup their command post. - Assign liaison to stay with, and advise Police. - Provide a detailed map of the facility. - Provide detailed blueprints of facility utilities. - Provide detailed location of doors and windows, and type of locks. - Allow Police full access to facility. - Understand that the police assume command and control upon arrival. Page 8 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 10. ACTIVE SHOOTER - Response Actions Call 9-1-1 immediately. Provide details of the incident. 10.1 Initial response actions, if safe and possible: RUN • Have an escape route and plan in mind • Leave your belongings behind • Evacuate regardless of whether others agree to follow • Help others escape, if possible • Do not attempt to move the wounded • Prevent others from entering an area where the active shooter may be • Keep your hands visible • Call 911 when you are safe Hide/Shelter in Place. • Hide in an area out of the shooter's view • Lock door or block entry to your hiding place • Silence your cell phone (including vibrate mode) and remain quiet and calm • Call 911 if you are sure it is safe to do so Report who you are and what your phone number is. Report number, identification (if known) and description of assailant(s). • Report exact location of shots fired or assailant(s). • Report type of weapon(s) and number of shots fired. • Report any known injuries. • Report any background information on assailant(s). • Escape if possible. FIGHT • Fight as a last resort and only when your life is in imminent danger • Attempt to incapacitate the shooter • Act with as much physical aggression as possible Improvise weapons or throw items at the shooter Work as a team and coordinate your response Commit to your actions o YOU MUST WIN Page 9 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES WHEN 911 ARRIVES • Remain calm and follow instructions • Keep your hands in view at all times —make no sudden movements • Avoid pointing and yelling • Know that help for the injured is on the way The first officers to arrive on the scene will not stop to help the injured. Expect rescue teams to follow initial officers. These rescue teams will treat and remove the injured. Once you have reached a safe location, you will likely be held in that area by law enforcement until the situation is under control, and all witnesses have been identified and questioned. Do not leave the area until law enforcement authorities have instructed you to do so 10.2 When the Police arrive, provide them with the following: - A location to setup their command post. - Assign liaison to stay with, and advise Police. - Provide a detailed map of the facility. - Provide detailed blueprints of facility utilities. - Provide detailed location of doors and windows, and type of locks. - Allow Police full access to facility. - Understand that the police assume command and control upon arrival. 11. Armed Assailant - Response Actions Call 9-1-1 immediately (or detail other). Provide details of the incident. Notify Human Resources ASAP. 11.1 Initial response actions, if safe and possible: - Do Not contact the individual!! Wait for the Police. - Do Not try and take the weapon!! Wait for the Police. - Do Not attempt to restrain or talk to the assailant!! Wait for the Police. - Stay on the phone with Police. - Report who you are and what your phone number is. - Provide an overview of the situation. - Provide description of individual. - Report exact location of individual. - Report type of weapon(s). - Report any background information on individual. - Isolate the incident from spreading - Evacuate employees from area. Page 10 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 11.2 When the Police arrive, provide them with the following: - A location to setup their command post with dedicated private phone line. - Assign liaison to stay with, and advise Police. - Upon Request, provide a detailed map of the facility. - Upon Request, provide detailed blueprints of facility utilities. - Upon Request, provide location of doors, windows, and types of locks. - Allow Police full access to facility. - Understand that the police assume command and control upon arrival. - Assign 1 person as media spokesperson to work in cooperation with Police. No one else is to speak with media except designee and with permission of Police. 11.3 Allow Police to handle situation. Police will generally try and isolate the individual from others and apprehend them. 11. Concealed Weapon - Response Actions. Understand that while no written quick response procedure can guarantee a favorable outcome to an Armed Employee/Assailant situation, the following guidelines may minimize the threat until Police can arrive. Call 9-1-1 immediately (or detail other). Provide details of the incident. 11.1 Initial response actions, if safe and possible: - Do Not contact the individual!! Wait for the Police. - Do Not try and take the weapon!! Wait for the Police. - Do Not attempt to restrain or talk to the Employee!! Wait for the Police. 11.2 Concealed weapon on Town /Commission property: - Do not alarm the individual! Wait for the Police. - Do not alarm other Employees. - Quietly send a runner to notify management. - Tell the runner to remain at that location. - Tell runner to include as much of the following info as possible: Who you are and your exact location. Identification of assailant. Description of assailant. Clothing, etc. Report type of weapon if known. Number of Employees in area. Demeanor of assailant. Any background information on the assailant. Page 11 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 12. Employee/Visitor Notification. Supervisors will support this policy and are required to provide this written procedure to any employee/visitor upon request. The following apply: 12.1 Employees will be informed of this policy during initial job orientation. Additionally, the safety program and orientation and training provided by their supervisors will be used to disseminate the policy. 12.2 Any violations of this policy will be handled through the standard disciplinary procedures in affect at Town /Commission. 13. Supervisor Responsibility. Management and supervisors will be responsible for ongoing compliance with this policy within their work areas. Supervisors are expected to adhere to standard practices in resolving issues of nonconformance (in addressing employee complaints) and maintaining expected levels of productivity within their respective work groups. 14. Preservation of Scene. Tape off area around the scene to protect evidence for the investigation team. Try not to disturb the scene any more than possible. Assign a guard until authorities take over the scene. 15. Witnesses to Incident. Gather and obtain names and addresses of witnesses to turn over to Incident Investigation Personnel and or local Police. Have as much information on the assailant(s) possible. 16. Notification of Next of Kin or Spouse. If police are involved provide information to the officer in charge. Locate the employee's emergency information card and notify the emergency contact. Advise them of the location of the victim. Advise them not to drive alone. Offer to send someone to drive them. 17. Transport to Hospital. Have a person the victim feels comfortable with accompany them to the hospital, if appropriate. Take notes of the time transported, name of transporter, name of hospital, and any other pertinent information that would be useful to arriving family members. 18. Incident Records. Keep any records of the incident in a confidential file. 19. Victim Support. Take steps to protect the victim's identity and right to privacy. Ask all involved not to share information with others. Designate an employee or friend close to the victim to talk to her/him about the types of support she/he needs, and the person the victim would like to provide that support. Consider referral to outside victim support or crisis intervention services. Page 12 of 13 TOWN / COMMISSION WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES 20. Long Term Follow-Up. Follow-up support may include the following: 20.1 Human Resource Manager should follow-up: - If acceptable to families, distribute hospital-stay or funeral info. - Provide opportunity for employee's to discuss feelings. - Discretely identify employees who may need mental health support. - Advise supervisors to monitor troubled employees. - Consider shortening or restructuring employee work assignments. - Discuss funeral arrangements, if appropriate. 20.2 Take care of administrative duties: - Update employees as new info becomes available. - Provide prepared statements to minimize rumors. - Refer media to the public information officer. - Send "thank-you' s" as appropriate. - Set up a system to answer cards and letters to the company. - Remember the anniversary of the crisis. - Plan a memorial as appropriate. Page 13 of 13 Age,ri(hi IIVE:rr: Coca. 4; MEETING OF THE ITHACA TOWN BOARD Monday, February 27, 2017 TB Resolution No. 2017-xxx: Authorization to Award Contract for Construction of the Town of Ithaca Christopher Circle Water Main Replacement Water Improvement Project Whereas on February 17, 2017, the Town of Ithaca Director of Public Works/Highway Superintendent received bids for the Town of Ithaca Christopher Circle Water Main Replacement Water Improvement(the "Improvement"), for the replacement of 1,300 feet of existing ductile iron main with new 8"water main made of Polywrapped Ductile Iron pipe, new valves, hydrant connections and related ancillary facilities, and Whereas the Director of Public Works has reviewed the bids and qualifications of the bidders and has determined that the lowest responsive bid of$359,807.00 for the total project was made by the lowest responsible bidder, R. B. Robinson Contracting, Inc. PO Box 121, 535 Ithaca Road, Candor, NY 13743, and Whereas at the November 7, 2016 Town Board meeting,the Town Board adopted a Public Interest Order(Resolution No. 2016-152) authorizing the maximum amount of$422,319.00 be expended by the Town of Ithaca for this Improvement, now therefore be it Resolved that the Town Board of the Town of Ithaca authorizes the award of the contract for the Town of Ithaca Christopher Circle Water Main Replacement Water Improvement project to R. B. Robinson Contracting, Inc., subject to final approval of the contract documents by the Town Engineer and Attorney for the Town, and be it further Resolved that the Town Supervisor is authorized to execute such contract upon such approval; and be it further Resolved that the Director of Public Works is authorized to approve change orders to such contract upon receipt of appropriate justification provided that the maximum amount of such change orders shall not in the aggregate exceed $35,980.00 without prior authorization of this Board, and provided further that the total project cost, including the contract, engineering, legal and other expenses does not exceed the maximum authorized cost of the project, and be it further Resolved that the Town Finance Officer is directed and authorized to record all necessary and appropriate budgetary and cash transactions, and transfer $359,807.00 bid amount plus a$35,980 contingency to the construction account, and $6,400 for ancillary project costs for a total capital project fund budget of$402,187.00. 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O O L W O O (6 L W c L O CO L O a CO � Q 0 W (6 (6 C L Q 0 W R N N a 0 c c N N 0 C ? ? n E N O O A c ? ? n E 2. d N n Age,ri(hi IIVE:rr: Coca. 7 MEETING OF THE ITHACA TOWN BOARD Monday, February 27, 2017 TB Resolution No. 2017-xxx: Authorization to Award Contract for Construction of the Town of Ithaca Sapsucker Woods Road Water Main Replacement Water Improvement Project Whereas on February 17, 2017, the Town of Ithaca Director of Public Works/Highway Superintendent received bids for the Town of Ithaca Sapsucker Woods Road Water Main Replacement Water Improvement(the "Improvement"), for the replacement of 2,400 feet of existing ductile iron main with new 8"water main made of Polywrapped Ductile Iron pipe, new valves, hydrant connections and related ancillary facilities, and Whereas the Director of Public Works has reviewed the bids and qualifications of the bidders and has determined that the lowest responsive bid of$454,665.00 for the total project was made by the lowest responsible bidder, D. E. Tarolli, Inc., 6602 Herman Road, Warners, NY 13164, and Whereas at the November 7, 2016 Town Board meeting,the Town Board adopted a Public Interest Order(Resolution No. 2016-151) authorizing the maximum amount of$579,578 to be expended by the Town of Ithaca for this Improvement, now therefore be it Resolved that the Town Board of the Town of Ithaca authorizes the award of the contract for the Town of Ithaca Sapsucker Woods Road Water Main Replacement Water Improvement project to D. E. Tarolli, Inc., subject to final approval of the contract documents by the Town Engineer and Attorney for the Town, and be it further Resolved that the Town Supervisor is authorized to execute such contract upon such approval; and be it further Resolved that the Director of Public Works is authorized to approve change orders to such contract upon receipt of appropriate justification provided that the maximum amount of such change orders shall not in the aggregate exceed $45,466.00 without prior authorization of this Board, and provided further that the total project cost, including the contract, engineering, legal and other expenses does not exceed the maximum authorized cost of the project, and be it further Resolved that the Town Finance Officer is directed and authorized to record all necessary and appropriate budgetary and cash transactions, and transfer $454,665.00 bid amount plus a $45,466.00 contingency to the construction account, and $8,700 for ancillary project costs for a total capital project fund budget of$508,831.00. 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'O N — d 7 O — -O N — d o c O o U U w c - m U w > w m -o w c - m O o U U w c - m U m > -o m Q m o -o m m m m o m -o m Q m o -o m m m c o 0 u E o c o m E o m U = `-' .`-' .� U) m L.� aEi +' o c ocif m -o E o m U = `-' .`2 U) m aEi U c -°o o T o ii -o m m Z m c w U c -°o o T O m m ii -o CO `m Z N c Age,ri(hi IIVE:rr: Coca. 8 MFFTING OF THE ITHACA TOWN BOARD Monday, February 27, 2017 TB Resolution No. 2017-xxb: 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. 195 - 250 General Fund Townwide 33,656.21 General Fund Part-Town 9,077.26 Highway Fund Part-Town 14,666.38 Highway Reserves Account Water Fund 8,900.68 Sewer Fund 19,864.62 Gateway Trail—H8 Trumansburg Water Tank Repl—H9 Park Lane Water Main Improv—HI I Sapsucker Woods Water Main—H12 Christopher Circle Water Main—H13 Sand Bank Road Reconstruction—H21 Risk Retention Fund 81.00 Fire Protection Fund Forest Home Lighting District 184.16 Glenside Lighting District 65.02 Renwick Heights Lighting District 75.44 Eastwood Commons Lighting District 165.10 Clover Lane Lighting District 19.26 Winner's Circle Lighting District 63.31 Burleigh Drive Lighting District 65.39 West Haven Road Lighting District 199.79 Coddin ton Road Lighting District 118.98 Trust and Agency Expendable Trust—Inlet Cemetery Debt Service TOTAL 87,202.60 Moved: Seconded: Vote: o w ° m ° a > Wi +, G ° . is. ° w Is. 8 o x v p It ¢ v Is. � P o 3 0Is.75 F o ° _C� N 3 o a a Is. y rNn ° O vx w V Lj V N -a 't p 3 3 cc Lr) ° 3 a V mV V VV SVG � V V � O p NGF� V V VaVVF� V m G N a Is. 0 0 � It W *�' +V+ .� (C Is. 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N � � w t^ OV ren Lr) 7 \ @7 § \ @ \ \ 2 \ \ 2 G \ 72@kg2 \ G R f , R = R m = R 9 q 06 0 M ^ * m ) 4 4a _ _ _ _ & _ _ & / \ 2 2 \ \ � \ \ / � � \ \ \ \ \\ \\ \\ / \ 2 = § § § § § § § j § \ 3 2 2 00 2 2 0- (D R E ƒ \ \ S S \ } 2 j / 7 _ \ c \ — g\ � \ CL 0 } } I / gg_ ) § \w ) / 33 ƒ ƒ{ 50mmC2 \ \ « / § § Lu >m ; _ 0 D \ § ¥ C 3 I @ f — ) » / c � cc ° { \ / } 5 c = = \ oo 003 3335 ( _ ƒ u ) CL CL j w / CL (D / / 8 e / -E EE \ / \ } & w § o \ ) eo \ 2 § / \ m / 0 \ 2 2 / j \ \ / j \ \ e OY 17' Cl TOWN OF ITHACA jre'z'tip 215 N. Tioga Street, Ithaca, N.Y. 14850 �Ftv 'jo4ti www.town.ithaca.ny.us FINANCE AND BUDGET - (607)273-1721 FAX - (607)273-1704 Date: February 22, 2017 Memo to: William Goodman, Supervisor, and Members of the Town Board From: Michael T. Solvig, Finance Officer Subject: Financial Report for the Fiscal Year Ended December 31,2016 The financial results for Fiscal Year 2016 were generally positive, with fund equity increasing in all funds except the Capital Project Funds and the Inlet Valley Cemetery Fund. For all funds, combined expenditures and other uses of $21,913,011 exceeded combined revenues and other sources of $21,459,874. Of concern is the continuing decline in revenue from sales tax collections. 2016 is the second year in a row where total collections declined from the prior year's total. 2016 collections of $3,003,943 have fallen 4.2%from the historical high total of$3,135,084 received in 2014. Results of Fiscal Year 2016 Operations by Fund: • GENERAL TOWNWIDE FUND - Fund equity increased by $228,834, with revenues of $4,461,753 exceeding expenditures of $4,232,919. Ending fund balance totaled $3,724,279, which includes reserves of $726,866 for the Parks, Recreation and Open Space Plan Reserve, $169,306 for the General Benefit Reserve, $40,097 for the Preserve Maintenance Reserve, and $10,018 for the Land Stewardship Reserve. The unreserved fund balance of$2,777,992 represents 56.7%of 2017 budgeted appropriations. • GENERAL PART-TOWN FUND - Fund balance increased by $82,973 as revenues of $1,433,344 exceeded expenditures of $1,350,371. Total expenses were significantly under budget, due in large part to contractual services being well below budget. The ending fund balance of $953,900 includes $59,979 for the General Benefit Reserve. The unreserved fund balance of $893,588 represents 51.8%of 2017 budgeted appropriations. • HIGHWAY PART-TOWN FUND - With revenues of $3,356,081 exceeding expenditures of $3,353,972„ fund equity increased by $2,108. Revenues were higher than expected, helped by increased receipts for sale of surplus equipment and state aid (CHIPS). Ending fund balance of $1,827,327 includes $62,516 for the Highway Equipment Reserve and $88,480 for the General Benefit Reserve. Unreserved fund balance totals$1,676,331 or 46.0%of 2017 budgeted appropriations. • WATER FUND - Fund balance increased by $243,797 as revenues of $4,257,104 exceeded expenditures totaling $4,010,307. Revenues were higher than expected, helped by increased receipts for metered water sales as a result of the dry summer. The ending fund balance of $2,575,525 includes $17,863 for the General Benefit Reserve. The unreserved fund balance of $2,629,976 represents 63.8%of 2017 budgeted appropriations. • SEWER FUND - With revenues of $2,713,467 exceeding expenditures of $2,647,353, fund balance increased by$66,114. Increased revenues were realized due to higher than budgeted sewer rent receipts. The ending fund balance of$2,807,504 includes$14,642 for the General Benefit Reserve and $1,307,910 for SJC projects account. The unreserved fund balance of $1,484,953 represents 51.7%of 2017 budgeted appropriations. 1 • CAPITAL PROJECT FUNDS- As of December 31, 2016, the Town of Ithaca had eight (8) active capital project funds with a combined fund balance of ($562,312). This negative fund balance will be addressed when the 2017 Public Improvement (Serial) Bonds are issued. Six (6) projects were completed and closed in 2016. An additional four (4) projects are expected to be completed and closed in 2017. Capital Project Fund Beginning 2016 2016 Ending Fund Balance (Revenues Expenditures -Fund Balance Hanshaw Road Walkway $ 100,602 $ 77 - $ 100,679 Pine Tree Road Walkway 69,904 53 - 69,957 Gateway Trail 73,811 5,415 6,704 72,522 Sand Bank Road knprvmnts 359,906 274 - 360,180 Winners Circle Reconstruction 40,762 10 40,773 - ChristopherLaneWaterTank 68,309 17 68,326 - Coddington Road Water Main 111,098 44 111,142 - Sapsucker Woods Water Tank 158,536 48 158,584 Honness Lane Irnprovements 35,363 18 35,381 - MercyCourtlmprovements (11,027) 11,027 - - Trumansburg Water Tank - 57,500 756,286 (698,786) Park Lane Water Main - - 465,621 (465,621) Sapsucker Woods Water Main - - 548 (548) Christopher Circle Water Main 695 (695) Total-Capital Project Funds $ 1,007,264 $ 74,483 $ 1,644,059 $ (562,312) • RISK RETENTION FUND - Fund balance increased by $6,591 as revenues of $20,126 exceeded expenditures of$13,535. Ending fund balance for 2016 totaled$166,908. • FIRE PROTECTION DISTRICT FUND - With revenues of $3,580,838 exceeding estimated expenditures of $3,244,644, fund equity increased by $336,194 to total $1,608,784 at year-end. The year-end fund balance represents 45.6%of 2017 budgeted appropriations. LIGHT DISTRICT FUNDS - Fund equity at year-end for all light district funds totaled $5,848. The results of 2016 operations for individual districts are presented on the table shown below. Light District Fund Beginning 2016 2016 Ending Fund Balance -.Revenues Expenditures Fund Balance Forest Home Light District $ 1,536 $ 4,000 $ 5,367 $ 170 Glenside Light District 144 1,301 879 566 Renwick Heights Light District 859 1,102 1,128 833 Eastwood Cmmns Light Dist 788 2,402 2,190 1,000 Clover Lane Light District 169 250 263 156 Winner's Circle Light District 385 801 754 432 Burleigh Drive Light District 271 1,201 901 571 Westhaven Road Light District 548 3,752 2,946 1,354 Coddington Road Light District 362 2,201 1,797 766 Total-Light District Funds $ 5,053 $ 17,010 $ 16,225 $ 5,848 • INLET VALLEY CEMETERY FUND-There was $4 In revenue and$4,670 in expenditures for this fund in Fiscal Year 2016. Fund balance at year-end totaled$4,417. • DEBT SERVICE FUND - With interfund transfers and other revenues totaling $1,548,664 exceeding debt service and other expenditures of $1,394,956, fund equity increased by $153,708 to total $429,910 at year-end. The year-end fund balance represents 30.5% of 2017 budgeted appropriations. 2 Reserve Accounts: • PARK. RECREATION AND OPEN SPACE PLAN ACCOUNT-The fund balance of the General Townwide Fund includes funds designated for the purpose of future park and recreation facilities development and the purchasing of development rights, as outlined in the Town's Park, Recreation and Open Space Plan adopted in 1997. This account is funded by the Town Board making an annual re- designation of a portion of the Fund Balance of the General Townwide Fund from unreserved to reserved. Additional income is received from interest earnings. During 2016 this account received a $75,000 re-designation of fund balance, plus $716 in interest income. Expenditures totaled $160,110 for purchase of the Meigs property on West Hill. The balance of this account as of December 31,2016 was $726,866. • GENERAL BENEFIT RESERVE ACCOUNT - The fund balance of the General Townwide Fund, General Part-Town Fund, Highway Part-Town Fund, Water Fund, and Sewer Fund includes funds established for managing unanticipated increases in employee fringe benefit costs (e.g. NYS Retirement, Health Insurance). The aggregate balance for the year ended December 31, 2016 was $350,269. The balance by fund is as follows: General Townwide Fund $ 169,306 General Part-Town Fund 59,979 Highway Part-Town Fund 88,479 Water Fund 17,863 Sewer Fund 14.462 Total - Benefit Reserve: $350,269 • PRESERVE MAINTENANCE ACCOUNT - The fund balance of the General Townwide Fund includes funds designated for the maintenance of the Pine Tree Wildlife Preserve, donated to the Town by a local family in 2013. In conjunction with the donation of the land, the amount of $40,000 was also donated to provide for future maintenance of the preserve. As of December 31, 2016, the balance of this account totaled$40,097. • LAND STEWARDSHIP ACCOUNT - In 2014 the Town purchased the development rights to the Indian Creek Farm with financial assistance through a State of New York grant. This grant included $10,000 to be held by the Town, designated for the future stewardship of the Indian Creek Farm lands. For the year ended December 31, 2016,the balance of this account totaled$10,018. • HIGHWAY EouIPMENT ACCOUNT - The fund balance of the Highway Part-Town Fund includes funds designated for the purchase/replacement of highway equipment and machinery. This account is funded by sale of surplus machinery and equipment, with additional income from interest earnings. During 2016 this account received $51,351 from the sale of surplus equipment, plus $86 in interest income. Expenditures from this account totaled$238,908 for purchase of a new Gradall Excavator. The balance at December 31, 2016 was $62,516. The Town Board set the maximum amount of this account at$250,000 in 2016. • SJC ACCOUNT IN SEWER FUND - The Fund Balance of the Sewer Fund includes funds designated for SJC purposes. In 2015 these purposes were defined by the Town Board as 1) to pay for expenditures related to the improvement of jointly-owned sewer interceptor lines, and 2) to pay the Town's share of the City of Ithaca's bonded debt issued to pay for Ithaca Area Wastewater Treatment Facility(IAWWTF) improvements. The balance in this account as of December 31, 2016 totaled$1,307,910. 1) Jointly-owned Sewer Interceptor Lines: $300,000 of the SJC account balance has been designated to pay for future improvement of jointly-owned sewer interceptor lines. 2) IAWWTF Bonded Debt: $1,007,910 of the SJC account balance has been designated to pay for the Town's share of the City of Ithaca's IAWWTF bonded debt. 3 Sales Tax and Mortgage Tax: • SALES TAx - Collections in 2016 totaled $3,003,943, a decrease of $63,393 or 2.1% from the previous year's total of $3,067,336. This is the second year now where sales tax collections have decreased from the prior year. From the historical high total of $3,135,084 received in 2014, collections have fallen by 4.2%. Sales tax revenues are split between the General Townwide Fund, General Part-Town Fund and Highway Part-Town Fund. Tax Collections Actual Actual Actual Actual. Actual Actual 2011 :2012 2013 2014 2015 2016 Sales Tax Collections: -General Fund $ 458,409 $ 438,630 $ 584,498 $ 550,000 $ 522,627 $ 400,754 -General P-T Fund 836,061 987,433 935,000 945,000 950,000 950,000 -HghwayP-T Fund 1,514,960 1,481,150 1,471,365 1,640,084 1594,709 1,653189 Total-Sales Tax $2,809,431 $2,907,213 $2,990,863 $3,135,084 $3,067,336 $3,003,943 Mortgage Tax $ 248,039 $ 279,560 $ 313,999 $ 329,274 $ 415,760 $ 286,227 • MORTGAGE TAx -Collections for 2016 totaled$286,277, a decrease of$129,533 or 31.2%, from the total of $415,760 collected in 2015. Note that $169,770 of the 2015 total was a one-time receipt from the expansion of Kendall at Ithaca. Without this one-time receipt, collections for 2015 would have totaled only$245,990. General Obligation Long-Term Debt: • OUTSTANDING DEBT - During 2016,the Town retired$1,058,000 in outstanding debt. As of December 31, 2016, the total outstanding general obligation long-term debt of the Town of Ithaca totaled $11,856,000,as shown on the following table: Description of Debt Amount of Amount. Year of Debt Issued Outstanding Maturity Public Inprovement(Serial)Bonds-2003 $ 1,000,000 $ 72,000 2017 Public Improvement(Serial)Bonds-2004-A 1,000,000 201,000 2019 Public Improvement(Serial)Bonds-2009 1,125,000 660,000 2024 Public Improvement(Serial)Bonds-2011 2,650,000 1,970,000 2031 Public Improvement(Serial)Bonds-2013 3,450,000 2,740,000 2028 Public Improvement Refunding Bonds-2014-A 910,000 790,000 2024 Public Improvement(Serial)Bonds-2014-B 3,000,000 2,645,000 2029 Public Improvement(Serial)Bonds-2015 2,950,000 2,780,000 2030 Total General Obligation Long-Term Debt S 16,085,000 $ 11,858,000 Of this total, $816,000 is for facility improvements, $2,750,000 is for road improvements, and $8,292,000 is for water infrastructure improvements. • BOND RATING-On September 30,2015, Moody's Investors Service assigned an Aa1 rating to the 2015 Bond Issue, and affirmed the Aai rating to the Town's $15.9 million of outstanding parity debt. The Aa1 rating reflects the Town's "moderately-sized tax base with above-average income levels and significant institutional presence, strong financial management and sound budgeting practices, ample reserve levels,and a modest debt profile." Moody's full report is available upon request. • CONSTITUTIONAL DEBT LIMIT-The Town of Ithaca maintains a very low direct debt burden. At year-end the Town had exhausted only 3.82%of its debt-contracting power. Please see page 7 for the detailed calculation of the Constitutional Debt Limit. 4 ' O Q .. .. ' N ' n b ' b N " " Q b " 0 0 0 0 ID O N ' N y , , � , O 0 b N N N m O e N O O 0 n 0 Q 77 _ N N N e 0 O Q n r m N N O N N i'9 l7 0 Q N N N N b N O N N j a¢ 25 25 S 1Qo C n 00 0 0 0 0 u m Ci Ci ci Ci .- e H Oi N O N 0 Cl C!N mN A A 1�a bb 0 Ir A n ? 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O �6O �Ot > W = ymj Z O ¢ H (- ¢ W H 9 W % O m W ¢ O x TOWN OF ITHACA CONSTITUTIONAL DEBT LIMIT Year Ended December 31,2016 DEBT LIMIT Assessed Full Valuation of Taxable Real Property: - For the Fiscal Year ended 12/31/2012 $ 1,281,218,066 - For the Fiscal Year ended 12/31/2013 1,294,998,380 - For the Fiscal Year ended 12/31/2014 1,323,741,670 - For the Fiscal Year ended 12/31/2015 1,366,007,677 - For the Fiscal Year ended 12/31/2016 1,409,739,322 Five-Year Average Full Valuation of Taxable Real Property: $ 1,335,141,023 Permitted Percentage of the"Average Full Valuation" 7% Town of Ithaca Constitutional Debt Limit: S 93,459,872 $93,459,872 represents the maximum amount of indebtedness that the Town of Ithaca can issue and have outstanding pursuant to Article VIII of the New York State Constitution, and Title 9 of Article 2 of the Local Finance Law. TOTAL NET INDEBTEDNESS OF THE TOWN Principal Borrowings Outstanding as of 12/31/2016: - $1,000,000 Public Improvement(Serial)Bonds,2003 $ 72,000 - $1,000,000 Public Improvement(Serial)Bonds,2004 201,000 - $1,125,000 Public Improvement(Serial)Bonds,2009 660,000 - $2,650,000 Public Improvement(Serial) Bonds,2011 1,970,000 - $3,450,000 Public Improvement(Serial) Bonds,2013 2,740,000 $ 910,000 Public Improvement Refunding Bonds,2014 790,000 $3,000,000 Public Improvement(Serial) Bonds,2014 2,645,000 $2,950,000 Public Improvement(Serial) Bonds,2015 2,780,000 Total Debt Outstanding as of 12/31/2016: $ 11,858,000 Less: Exclusion for Water&Sewer Indebtedness: (8,292,000) Total Net Indebtedness Subject to Debt Limit: S 3,566,000 NET DEBT-CONTRACTING MARGIN Constitutional Debt Limit: $ 93,459,872 Less:Total Net Indebtedness (3,566,000) Net Debt-Contracting Margin: S 89,893,872 Percentage of Debt-Contracting Power Exhausted: 3.82% 7 Human Resources 2016 Year End Report, by Judy Drake • Civil Service: Maintained compliant requirements o Received approved payroll certification as required by civil service law. o Reviewed changes for positions and reclassifications o Position changes at the Town and SCLIWC due to deaths, retirements, resignations/terminations. 5 retirements, 3 resignation, 0 termination, 5 internal promotions and 10 new hires. 2 new positions filled Deputy Town Clerk and Maintenance Supervisor. o Staff levels as of 12/31 (see page 2) • Town: 50 FT/ 1 PT (30hrs) Vacant: 2 MEO —1 back filled by Laborer 1 vacant • BP: 19 FT/ 1 PT (25 hrs) Vacant: Assistant Production Manager • Human Resources support to Bolton Point Commissioners and staff —attend weekly management team meetings. • Town and BP Personnel Committee and Employee Relations Committee staff support o Consistent meetings with each committee monthly- prepared minutes/agendas o Discussed and recommended revisions to policies approved- revised compensation scale, health insurance and retiree insurance policies, and longevity policy. Revised BP management salary scale. o Began review of Personnel Manual o ERC reviewed suggestion box comments and reviewed policies o Coordinated 2016 Employee Engagement Survey for Town and BP o Scheduled and arranged for Board/staff lunches, picnic and other events. • Town Hall management representative on Safety Committee- reviewed 6 accidents and Employee Workplace Safety survey for each location. • Benefits Administrator for: o Health, Dental, Life, Short Term Disability, Flex Spending, Workers' Compensation, Deferred Compensation & NYS Retirement System o Greater Tompkins County Municipal Health Insurance Consortium • Serve as the Director representing the Town and serves as Board Chair • Member of sub committees-Joint Committee on Plan Structure & Design, Audit & Finance Committee and the Executive Committee • Completed a recertification of eligible dependents for health insurance • Insurance coordinator for Town and Bolton Point - Worked on 6 insurance claims • Payroll management and law compliance — ran payroll collaboratively with Debby Kelly o 122 w-2's issued — Completed budget work for 2017 • Worked on Teamsters negotiations — finalized 1/1/15-12/31/18 contract, completed retro pays. • Coordinated town management team retreat, coordinated all staff communications training for BP for January and customer service training for December. • Represent Town on TC Diversity Consortium. 2017 Priorities: UAW Contract that expires 12/31/17 Revisions to Personnel Manual Set up and complete new 1095C reporting for health insurance offered to employees Succession planning for retirements in 2018 and 2019 TOWN OF ITHACA EMPLOYEES AND STAFFING CHANGES FOR FISCAL YEARS 2008 - 2016 Based on Full Time Equivalent FTE for non-elected positions as of December 31s' posiTION 2008 2009 2014 2011 2012 2013 1 2414 201,5 I 2016' Town Board Town Supervisor 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Town Board Members 6.00 6.00 6.00 6.00 6.00 6.00 6.00 6.00 6.00 Justices Town Justice 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Court Clerk 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Town Clerk Town Clerk 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 First Deputy Town Clerk 1.00 - 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Deputy Town Clerk 1.00 1.00 - - - - - - 1.00 Finance. HR and IT Budget Officer 1.00 1.00 1.00 - - - - - - Finance Officer - - - 1.00 1.00 1.00 1.00 1.00 1.00 Bookkeeper to the Supervisor 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Receiver of Taxes (Dec.- March) 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 Human Resources Manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Principal Account Clerk- Payroll 1.00 1.00 1.00 - - - - - - Network/Records Specialist 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Engineering -moved to PWF Director of Engineering 1.00 - - - - - - - - Asst. Director of Engineering 1.00 - - Sr. Civil Engineer - 1.00 1.00 Civil Engineer 1.00 - - Recreation Coordinator 1.00 1.00 1.00 Sub-Total -General Government 23.25 20.25 20.25 17.25 17.25 17.25 17.25 17.25 18.25 Code Enforcement Director of Code Enforcement 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sr. Code Enforcement Officer 1.00 1.00 1.00 1.00 - - - - - Code Enforcement Officer 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Electrical/Code Enforcement Officer - - 0.75 0.75 1.75 1.75 1.75 1.75 2.00 Administrative Assistant - - - - - - 1.00 1.00 1.00 Senior Typist 1.00 1.00 1.00 1.00 1.00 1.00 - - Sub-Total -Code Enforcement 4.00 4.00 4.75 4.75 4.75 4.75 4.75 4.75 5.00 Planning Director of Planning 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Asst. Director of Planning 1.00 1.00 1.00 1.00 1.00 1.00 - - - Senior Planner - - - - - - 2.00 2.00 2.00 Environmental Planner 1.00 1.00 1.00 1.00 1.00 1.00 - - - Planner 2.00 2.00 2.00 1.00 1.00 1.00 1.00 1.00 1.00 Senior Typist 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sustainability Planner (Grant) - - 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sub-Total -Planning 6.00 6.00 7.00 6.00 6.00 6.00 6.00 6.00 6.00 TOTAL-TOWNHALL 33.25 30.25 32;04 28.00 .; 28.00 .:28.00 28.00 28.00 29.25......: POSITION 2008 2009 2010 2011 2012 2013 2414 2015, 2016'. '. Public Works Department Highway Superintendent/Director PW 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Deputy Highway Superintendent 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Parks Maintenance Manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Water/Sewer Maint. Supervisor 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Maintenance Supervisor - - - - - - - - - Maintenance Worker 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Working Supervisor 3.00 3.00 3.00 3.00 3.00 3.00 3.00 3.00 3.00 Heavy Equipment Operator 4.00 4.00 4.00 4.00 4.00 4.00 4.00 4.00 4.00 Motor Equipment Operator 6.00 6.00 6.00 6.00 6.00 6.00 6.00 6.00 8.00 Laborer 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 3.00 Heavy Equipment Mechanic 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Automotive Mechanic Assistant 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sr. Civil Engineer - 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Civil Engineer - 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sr. Engineering Technician 1.00 - - - - - 1.00 1.00 - Engineering Technician 1.00 2.00 2.00 2.00 2.00 2.00 1.00 1.00 2.00 Administrative Assistant 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Keyboard Specialist - 0.50 0.50 0.75 0.75 0.75 0.75 0.75 0.75 TOTAL-POBLICWoRKsFAciuTY 28,00 30.60 30,50 30,75 30.75 30.75 30,75 30,75 30,75 TOTAL-TOWN 4FITHACA 61,25 60:75 62,50 58,75 58:75 58:75 58;7558;75 60104 TOTAL-TOWN OF ITHACA' wrp ELECTED 62;26 51.75 1 S160 1 49,75 1 49.7 149.7 1 49.75 1 49,76 51,00�.,„ POSITION " 2408 2009 1 2010 1 2011 1 2012: 12013 1 2p14 2415 2016 Bolton Point Wafer System(SOL IWC) General Manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Production Manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Production Manager - - - - - - - - - Water Treatment Plant Operator 4.00 4.00 4.00 4.00 4.00 4.00 4.00 4.00 4.00 Instruments &Controls Mech Oper 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Distribution Manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Distribution Manager - - - - - - - 1.00 1.00 Distribution Operator&Trainees 5.00 5.00 5.00 5.00 5.00 5.00 5.00 4.00 4.00 Water Maintenance Specialist 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 GIS/IT Specialist(2013 title change) 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Finance Manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Assistant III - - - - - 1.00 1.00 1.00 1.00 Senior Account Clerk Typist - - - - - - - 1.00 1.00 Account Clerk Typist 3.00 3.00 3.00 3.00 3.00 2.00 1.00 1.00 1.00 TOTAL=Bolton Point 20.00 20.0 20,00 20,00 20.00 20.00 20,00 20,00 20,00 ; Network/Record Specialist 2016 Accomplishments/ 2017 Priorities Report 2016 Accomplishments • New TH network switches and firewall to accommodate 2017 planned fiber connection between TH and PW facilities. • Refreshed Xerox equipment leases at TH and PW • Upgraded wireless access points to improve signal strength in TH. • Provided software updates and hardware maintenance for TH and PW networks/servers/PCs/mobile devices. • Provided daily Help Desk support for TH and PW staff. • Served as member of Tompkins County Shared Services Electronic Records Repository Group • Served as alternate member of Diversity Consortium of Tompkins County Priorities/Goals/Expectations for 2017 • Fiber connection between TH and PW facilities o Will allow for merging of phone/network systems • Cost savings by maintaining only one phone/network system o Faster data connection between facilities • Replace 20 yr old TH and PW analog phone system with digital phones o Will connect TH and PW phone systems o Will provide better customer service between facilities • Update Town Hall email server • Current server nearing end of life • Will provide better SPAM protection • Will better support email on mobile devices • Assist with Laserfiche and Municity software integration. • Serve as facilitator for Supervisor's Website Redesign committee Town of Ithaca Planning Department Planning Department 2016 Year End Report & Proposed 2017 Priorities The following provides an overview of the Planning Department's accomplishments/highlights in 2016 and proposed priorities for 2017. Activities & Accomplishment for 2016 DEVELOPMENT REVIEWS It was a busy year for development reviews in 2016. The Maplewood Redevelopment project alone was a scheduled topic of discussion on 19 Planning Board agendas,with much of that time devoted to the Environmental Impact Statement(EIS)process. Staff was involved in every aspect of the process,from scoping, guiding development of the preliminary and final EIS, drafting of the findings statement, handling public inquiries,managing public comments, and updating and overseeing the posting of the EIS material on the Town's website. The SEQR process for Maplewood began in March and was concluded in December. During this time, staff and the Planning Board were also responsible for reviewing and preparing comments on the Chain Works District Generic Environmental Impact Statement(GEIS)which was a scheduled discussion topic at several Board meetings in late spring. Overall,the Planning Department received 26 separate development review applications. This compares with 15 in 2015 and 27 in 2014. Notable projects, outside of Maplewood and Chain Works District, included the expansion of new 20,000 sq. ft. manufacturing building for Therm Incorporated,the new 70- room Sleep Inn Hotel on Elmira Road(final site plan approval is still pending), and the new 8,878 sq. ft. parish center for the St. Catherine of Siena Church. GRANTS—STATUS AND APPLICATIONS SUBMITTED Transportation Related • Gateway Trail(in process)—The consultants (Fisher Associates)have completed a final design report and are now finalizing drawings and bid documents, as well as working on obtaining rights-of-way easements/licenses. • Route 96B/Danby Road Pedestrian Corridor Study(nearing completion)—The preliminary report was provided to NYSDOT for review, as required by the grant agreement. NYSDOT responded that they would not support the consultant's recommendation for utilizing/replacing the 9 ft. northbound travel lane for the sidewalk segment between the IC entrance and City/Town municipal boundary. The consultants are now in the process of developing an alternative proposal(with cost estimates and cross section drawings)that does not utilize the northbound travel lane. • Route 96/Trumansburg Road Pedestrian Corridor Study(initiated)—Contract agreements were signed by the Town and now waiting final approval by DOT. The grant award was for $105,000; 80%DOT and 20%town. The study will be modelled on the Route 96B study. • Submission of a NYDOT TAP(transportation alternatives program) grant application for construction of Phase I(City/Town line to IC entrance)sidewalk along Route 96B/Danby Road. NYSDOT has not yet announced the awards (as of 2/23/17). 1 Date 2/23/17 Town of Ithaca Planning Department Park,Trails& Environmental Related • Tree Inventory project for Town parks and right-of-ways (nearing completion)—The consultant has prepared draft forest assessment reports for each of the Town-owned parks and preserves, along with a tree inventory and hazard tree inspection for Town-maintained trails,walkways and roads. • Playground structure replacement(Initiating)—After a long delay, NYS Parks has submitted to the Town a proposed contract agreement for the grant funding. Once agreements are finalized,the funding will be used to replace the playground structures at Grandview Park(Slaterville Rd.) and Hungerford Heights Park(Dove Drive)with new pre-manufactured,modular playgrounds. (Awarded $48,000; 50%State Parks and 50%town) Planning Related • Economic Development Feasibility Study and Strategic Planning Study(initiated)—The consultant selection process has gotten underway. Six firms responded to the Town's RFQ. Next steps are for a contract agreement with the preferred consultant team to be drafted and the terms and scope of work to be agreed upon. The project involves conducting a feasibility study and preparing a strategic plan for a +/-1.3 mile segment of the Inlet Valley/Elmira Road corridor. (Up to $30,000 to be funded by Empire State Development) DEPARTMENT GENERAL Comprehensive Plan Implementation Efforts • The Zoning Review and Approach Report has been edited and finalized,per guidance from the Planning Committee. The document provides an analysis of the Town's land use regulations and recommendations for modifications and improvements. • Staff coordinated meetings and communications with South Hill property owners (King Rd./Danby Rd)for the Form Ithaca multi-day charrette held in January 2016. The purpose of the charrette was to create a vision/plan for the South Hill area and to begin drafting a regulatory framework for future form-based zoning for the Town. Staff continues to meet and work with Form Ithaca representatives to develop proposed regulations for a"character code". • Staff has been regularly meeting and strategizing on a proposal for revisions to the Town's zoning map and zoning regulations. Local Law Development and Modifications Board and Committee Supported Activities • New Planned Development Zone language for the Maplewood Redevelopment housing project. • New solar law to address large and small scale solar facilities. • Modifications to the Light Industrial Zone to allow farm stand uses in certain LI zone locations. • New fee structure for Planned Development Zones. • New Planned Development Zone language for the Chain Works District;working with City staff and consultants on proposed language for consideration by City/Town officials. Agricultural Support • Coordinated a farm tour for Town Board members in late summer. • Performed annual inspections for Indian Creek and Laughing Goat Farms conservation easements; both found to be in compliance. 2 Date 2/23/17 Town of Ithaca Planning Department Miscellaneous • Provided continued GIS support to the Town; maintaining up to date GIS databases, coordinating database updates with the County GIS staff, and producing maps and information as needed. • Conducted annual inspection of the Ithaca College's Raponi and Rich Road Wetland Mitigation Sites, conservation easement;found the areas to be in compliance. • Senior Planner(Mike Smith) serves on the Electric Vehicle Feasibility Analysis Steering Committee which aims to develop a strategic plan for charging stations in Tompkins County. • Director of Planning continues to represent the Town on the Ithaca-Tompkins County Transportation Council Planning Committee. Planning Department Proposed Priorities for 2017 DEVELOPMENT The Chain Works District will continue to be a priority for 2017. Subsequent to completion of the EIS, the developer will be seeking preliminary and final site plan approval, as well as a rezoning to a Planned Development Zone by the City and Town. Additionally, once site plan approvals are granted, if the developer is unable to undertake redevelopment of the abandoned factory structures (pending NYSDEC determination)the development focus may be shifted to the undeveloped lands in the Town. No other large scale projects are on the immediate horizon,though given the desire to create more housing in the core areas of Tompkins County, it is anticipated that development proposals in the new year could remain very active. GRANT FUNDED PROJECTS Anticipated to be completed in 2017 • Gateway Trail Phase I(segment east of Stone Quarry Rd. to west of Home Depot)—final construction. • Route 96B/Danby Road Pedestrian Corridor Study-completion of final report. • Tree/forest inventory for Town-owned parks and right of ways —completion of individual reports for each park and survey of ROWS. Just getting underway and anticipated through 2017 • Playground structure replacements —as work can be scheduled by PWD. • Route 96/Trumansburg Road Pedestrian Corridor Study—consultant selection and public outreach to get underway. • Economic Development Feasibility Study and Strategic Planning for Elmira Rd.—project to get underway. Funding applications • NYS DOT Transportation Alternatives Program-for Phase I sidewalk construction on Danby Rd/9613 from City line to Ithaca College—award announcements expected in early 2017. • NYS DEC Community Forest Management Plan grant program—to guide longterm planning of Town forest resources (forest health and management,watershed management,wildlife habitat, etc). IMPLEMENTATION OF COMPREHENSIVE PLAN Anticipate getting underway with the drafting of a new land use regulations,to include: • New zoning map, updated uses and regulations; • New site design standards 3 Date 2/23/17 Town of Ithaca Planning Department • Revised subdivision regulations. • Development of a unified development plan Continue collaboration with Form Ithaca to develop standards and calibration for form-based zoning applicable to areas in the town recommended for traditional neighborhood development. Possibly begin the inventory of existing conditions and needs assessment for updating the Park, Recreation, and Open Space Plan. COMMITTEE/BOARD SUPPORT& REGULAR ONGOING ACTIVITIES • Continue staff support and coordination for the Planning Board, Conservation Board, Codes and Ordinances Committee,Planning Committee, and Agricultural Committee. 4 Date 2/23/17 ,ftp CITY OF ITHACA 310 West Green Street Ithaca, New York 14850-5497 OFFICE OF THE FIRE CHIEF Telephone: 607272-1234 Fax: 607272-2793 MEMORANDUM To: Board of Fire Commissioners From: Tom Parsons, Fire Chief Date: January 10`h, 2017 Re: Fire Chief's Monthly Report to the Board of Fire Commissioners ADMINISTRATIVE DIVISION Administration 1) Career Personnel Report PERSONNEL STAFFING LEVELS I Chief 1 Deputy Chief(per diem) 6 Assistant Chiefs 8 Lieutenants 46 Fire Fighters 62 Uniform Personnel 1 Administrative Coordinator Total employees as of December 31 st, 2016— 63 a) Vacancies • One firefighter position due to the retirement of Assistant Chief Schnurle b) Retirements: c) Hiring/Promotions • Effective December 111, 2016, Lt Brian Weinstein has been promoted to Assistant Fire Chief; and Firefighter Greg Stilwell has been promoted to Fire Lieutenant. Page 2 of 5 - Fire Chiefs Monthly Report January 10"', 2016 • Alexandra Gresov has been hired filling a vacant firefighter position that was the result of promotions filling the Assistant Chief position created by Assistant Chief Schnurle's Retirement 2) Budget Report a) 2016 Budget: Budget Summary— see accompanying report 3) County Communications and 911 Programs: a) In January, the Tompkins County Department of Emergency response will be reprogramming all county mobile, station, and portable radios. The reprogramming will include new interoperable channels for mutual aid, and reallocation of special events channels to additional coordination channels. Lt. Wheal is coordinating with Tompkins County the reprogramming process for IFD's radios 4) Grants and Donations a) No Update: On May 20t", 2016, 1 received word from U.S. Senator Charles Schumer's Office that the Ithaca Fire Department was the recipient of a grant under the 2015 Assistance for Firefighting Grant Program. We are approved to receive $45,455 towards the replacement of the compressor. The City Controller office has been delayed issuing the bid due to end of the year financial activities. b) On September 9"', 2016; Senator Charles Schumer's Office informed us that the Ithaca Fire Department is awarded a SAFER Grant for hiring firefighters. The award will fund salaries and benefits for four career firefighters for two years. The total award is$634,016. Contingent offers of employment have made to 4 persons, and I'm waiting on the results of thea medical exams before confirming their offer. 5) Collegetown Fire Station No Update 5) Apparatus a) Two new pumpers will be delivered to Ithaca the end of this week. Staff will be performing inspections on delivery, and assuming there are no issues with the vehicles, ownership will be transferred to the City of Ithaca. Page 3 of 5 - Fire Chiefs Monthly Report January 10`h12016 LIFE SAFETY DIVISION Fire Prevention Bureau 1) Code Enforcement Division: The following is a list of Activities for December 2016: Complaints Received 14 Referred to the City Building Division 8 Referred to the Town of Ithaca 1 Investigated by the Fire Prevention Bureau 5 Inspections: 86 City Fire Safety & Property Maintenance 39 City- Permit Required City Fire Safety 32 Town Fire Safety&Property 1 City- Sprinkler Inspections 7 City-Alternative Fire Protection Systems 1 City- Fire Alarm Inspection 2 City— Standpipe Hydrostatic Test 0 City- Standpipe Flow Test 0 City—Fire Pump Flow Test 0 City— Elevator 4 Permits or Certificates: 10 Operating Permit—Assembly Occupancy 10 Operating Permit—Hazardous Occupancy 0 Operating Permit—Lumber Yard 0 Operating Permit—Elevator 9 Operating Permit—Fireworks 0 Certificate of Compliance—Occupancy 0 Certificate of Compliance— School 0 Certificate of Compliance - Fire Alarm 0 Certificate of Compliance - Fire Sprinkler 0 Certificate of Compliance - Fire Pump 0 Certificate of Compliance—Fire Standpipe 0 Occupancy Posting Certificate 0 Certificate of Compliance - Alternative Suppression 0 2) Fire Investigation Unit: { Page 4 of - Fire Chiefs Monthly Report January 10"', 2016 There was one fire investigation in December for a fire at 800 University Ave. The cause of the fire was incendiary. 3) Public Education and Special Events Public Education Events: 2 Fire Drills Witnessed: 0 Child Safety Seat Inspections: 19 OPERATIONS DIVISION 1) Emergency Response: 2) Emergency Response: December 2016 Responses -405 Incidents City of Ithaca: 276 Incidents (68.15%) Fires: 7 Overpressure/Rupture 0 EMS/Rescue: 116 Hazardous Conditions: 17 Service Calls: I 1 Good Intent: 46 Alarms/No Fires: 78 Severe Weather: 0 Other: 1 Town ofIthaca: 124 Incidents (30.62%) Fires: 0 Overpressure/Rupture: 0 EMS/Rescue: 75 Hazardous Conditions: 4 Service Calls: 2 Good Intent: 22 Alarms/No Alarm: 21 Severe Weather: 0 Mutual Aid: 5 Incidents (1.23%) Fires: 2 Overpressure/Rupture: 0 EMS/Rescue: 0 Page 5 of - Fire Chief's Monthly Report January 10`h1 2016 Hazardous Conditions: 0 Service Calls: 0 Good Intent: 3 Alarms/No Fires: 0 Severe Weather: 0 Simultaneous Incidents: 65 Incidents (16.05%) 3) Emergency Management: No Report. 4) Mutual Aid Calls: Quarterly Report Support 1) Training Quarterly Report 2) Training Center Quarterly Report Volunteer Recruitment and Retention 1) Summaries of Service Hours: Quarterly Report 2) There are currently 12 Active Volunteer Firefighters and Fire Police 3) There are no applications pending review by the interview committee and Company 9. ` Ithaca ED Incident Type Period Comparisons Alarm Date Between {01/01/2016} and (12/31/20161 cident Type 01/01/2016 01/01/2015 01/01/2014 01/01/2013 to to to to 12/31/2016 12/31/2015 12/31/2014 12/31/2013 )0 Fire, Other 9 10 13 6 .1 Building fire 37 49 38 32 2 Fires in structure other than in a building 0 1 2 1 _3 Cooking fire, confined to container 17 25 23 24 .4 Chimney or flue fire, confined to chimney or 0 3 5 1 .6 Fuel burner/boiler malfunction, fire confined 1 1 0 1 .8 Trash or rubbish fire, contained 3 1 4 5 !l Fire in mobile home used as fixed residence 1 0 0 0 M Mobile property (vehicle) fire, Other 1 1 1 2 11 Passenger vehicle fire 12 14 14 14 12 Road freight or transport vehicle fire 0 1 2 2 14 Water vehicle fire 0 1 0 1 IB Off-road vehicle or heavy equipment fire 0 0 2 0 ,0 Natural vegetation fire, Other 14 4 4 2 :2 Brush or brush-and-grass mixture fire 6 2 2 2 :.3 Grass fire 5 2 1 0 ;0 Outside rubbish fire, Other 6 3 5 6 it Outside rubbish, trash or waste fire 8 8 12 8 A Dumpster or other outside trash receptacle fire 5 3 5 4 ;0 Special outside fire, Other 4 6 0 6 ;1 Outside storage fire 0 0 1 1 ;2 Outside equipment fire 0 0 0 1 '0 Cultivated vegetation, crop fire, Other 2 0 1 1 IO Overpressure rupture, explosion, overheat other 0 1 0 0 .2 Overpressure rupture of steam boiler 0 0 0 1 11 Overpressure rupture of air or gas pipe/pipeline 1 0 0 0 11 Chemical reaction rupture of process vessel 1 0 0 1 0 Explosion (no fire) , Other 0 0 1 1 i1 Excessive heat, scorch burns with no ignition 2 6 3 0 IO Rescue, EMS incident, other 6 14 11 15 IOlGorge Rescue, EMS incident, Ground Evacuation 3 2 1 1 102Gorge Rescue, EMS incident, Low Angle Rope 0 0 2 1 1 Medical assist, assist EMS crew 29 24 21 24 '0 Emergency medical service, other 87 61 66 47 '1 EMS call, excluding vehicle accident with injury 1959 2050 2057 1940 .2 Motor vehicle accident with injuries 85 74 101 102 3 Motor vehicle/pedestrian accident (MV Ped) 17 17 16 23 4 Motor Vehicle Accident with no injuries 42 31 34 39 :1 Lock-in (if lock out , use 511 ) 2 4 0 1 ;1lLock-in / Knox Box Access Required 4 1 1 0 :12Lock-in / Force Entry Required 1 3 0 1 1 Search for person on land 0 0 0 1 )1/09/2017 15:05 Page 1 Ithaca FD Incident Type Period Comparisons Alarm Date Between {01/01/2016) and (12/31/20161 ,cident Type 01/01/2016 01/01/2015 01/01/2014 01/01/2013 to to to to 12/31/2016 12/31/2015 12/31/2014 12/31/2013 42 Search for person in water 0 1 1 0 50 Extrication, rescue, Other 2 3 2 1 51 Extrication of victim(s) from building/structure 1 2 0 0 52 Extrication of victim(s) from vehicle 2 0 0 4 53 Removal of victim(s) from stalled elevator 18 13 13 9 54 Trench/below-grade rescue 1 0 0 0 561Gorge Rescue, High-angle Extrication 4 2 2 3 60 Water & ice-related rescue, other 1 1 0 1 61 Swimming/recreational water areas rescue 0 0 0 3 63 Swift water rescue 0 2 0 1 65 Watercraft rescue 3 2 0 1 31 Rescue or EMS standby 1 1 8 6 10 Hazardous condition, Other 54 45 67 52 10 Combustible/flammable gas/liquid condition, 3 2 9 7 11 Gasoline or other flammable liquid spill 14 12 17 9 12 Gas leak (natural gas or LPG) 86 76 76 69 L3 Oil or other combustible liquid spill 5 7 4 3 20 Toxic condition, Other 0 0 1 0 ?l Chemical hazard (no spill or leak) 3 2 3 2 22 Chemical spill or leak 1 3 3 2 23 Refrigeration leak 1 0 0 0 24 Carbon monoxide incident 20 27 25 25 10 Electrical. wiring/equipment problem, Other 17 13 16 19 11 Heat from short circuit (wiring) , defective/worn 5 7 6 6 12 Overheated motor 8 7 9 9 13 Breakdown of light ballast 2 1 1 4 14 Power line down 39 39 33 23 15 Arcing, shorted electrical equipment 13 16 21 19 51 Biological hazard, confirmed or suspected 1 1 1 1 50 Accident, potential accident, Other 2 3 1 2 51 Building or structure weakened or collapsed 0 1 1 0 53 Vehicle accident, general cleanup 9 6 5 7 71 Explosive, bomb removal (for bomb scare, use 1 1 0 0 30 Attempted burning, illegal action, Other 0 0 0 1 31 Attempt to burn 0 0 2 0 )0 Service Call, other 101 123 164 147 LO Person in distress, Other 9 16 20 12 L1 Lock-out 7 10 7 9 L2 Ring or jewelry removal 0 0 1 0 ?0 Water problem, Other 24 19 25 10 ?l Water evacuation 11 3 20 7 ?2 Water or steam leak 15 22 29 14 01/09/2017 15:05 Page 2 Ithaca FD Incident Type Period Comparisons Alarm Date Between 101/01/20161 and (12/31/2016} icident Type 01/01/2016 01/01/2015 01/01/2014 01/01/2013 to to to to 12/31/2016 12/31/2015 12/31/2014 12/31/2013 31 Smoke or odor removal 10 8 5 8 40 Animal problem, Other 1 2 1 0 41 Animal problem 1 1 1 0 42 Animal rescue 2 1 2 1 50 Public service assistance, Other 7 19 15 16 51 Assist police or other governmental agency 22 16 24 22 52 Police matter 6 7 7 3 53 Public service 11 8 9 5 54 Assist invalid 7 13 7 16 55 Defective elevator, no occupants 0 1 1 1 61 Unauthorized burning 8 12 8 12 71 Cover assignment, standby, moveup 4 3 2 i 30 Good intent call, Other 74 60 65 72 11 Dispatched s cancelled en route 9 8 7 5 111Dispatched S cancelled en route - By Dispatcher 20 12 19 8 112Dispatched s cancelled en route - By Bangs 304 261 218 218 113Dispatched 6 cancelled en route - By CUEMS 40 66 67 70 114Dispatched s cancelled en route - By CU EHSS 193 180 139 ill 115Dispatched s cancelled en route - By IC Safety 109 102 70 69 117Dispatched 6 cancelled en route - By MA Dept 19 5 10 4 116Dispatched E cancelled en route - By IPD 15 12 9 17 119Dispatched 6 cancelled an route - By Other 3 1 2 0 21 Wrong location 0 4 2 1 22 No Incident found on arrival at dispatch address 41 41 33 31 31 Authorized controlled burning 1 0 2 4 41 Vicinity alarm (incident in other location) 0 1 1 1 50 Steam, Other gas mistaken for smoke, Other 1 1 1 0 51 Smoke scare, odor of smoke 18 16 10 15 52 Steam, vapor, fog or dust thought to be smoke 4 5 3 5 53 Smoke from barbecue, tar kettle 1 0 1 2 51 EMS call, party transported by non-fire agency 1 1 2 1 71 HazMat release investigation w/no HazMat 47 47 46 24 )0 False alarm or false call, Other 38 24 13 8 )O1False alarm or false call, Other - Medical Alarm 74 82 64 47 10 Malicious, mischievous false call, Other 5 13 5 14 11 Municipal alarm system, malicious false alarm 3 2 0 4 12 Direct tie to FD, malicious false alarm 0 0 1 0 13 Telephone, malicious false alarm 0 2 1 1 14 Central station, malicious false alarm 34 35 40 49 L5 Local alarm system, malicious false alarm 3 4 4 3 ?1 Bomb scare - no bomb 0 1 1 0 30 System malfunction, Other 41 25 23 26 01/09/2017 15:05 Page 3 Ithaca FD Incident Type Period Comparisons Alarm Date Between {01/01/20161 and {12/31/2016} ,=dent Type 01/01/2016 01/01/2015 01/01/2014 01/01/2013 to to to to 12/31/2016 12/31/2015 12/31/2014 12/31/2013 31 Sprinkler activation due to malfunction 11 16 13 10 32 Extinguishing system activation due to 0 1 0 2 33 Smoke detector activation due to malfunction 93 95 69 49 34 Heat detector activation due to malfunction 6 7 7 13 35 Alarm system sounded due to malfunction 80 128 87 117 36 CO detector activation due to malfunction 31 30 23 20 10 Unintentional transmission of alarm, Other 92 26 54 102 11 Sprinkler activation, no fire - unintentional 18 24 13 19 13 Smoke detector activation, no fire - 519 523 497 519 14 Detector activation, no fire - unintentional 98 88 224 243 15 Alarm system activation, no fire - unintentional 136 178 166 174 16 Carbon monoxide detector activation, no CO 13 14 19 16 )0 Severe weather or natural disaster, Other 0 0 8 3 L2 Flood assessment 0 2 0 5 !3 Wind storm, tornado/hurricane assessment 0 1 9 0 )0 Special type of incident, Other 3 0 1 1 '1 Citizen complaint 2 0 0 0 Totals 5132 5149 5164 4994 01/09/2017 15:05 Page 4 Ithaca FD IFD Mutual Aid Responses by Department (Summary) Alarm Date Between {01/01/2016) And {12/31/2016} Te of Aid Count Type of Aid Count 1001 Brooktondale Fire Department 55018 Trumansburg Fire Department tual aid given 2 Mutual aid received 1 2 Mutual aid given 11 Automatic aid given 1 X002 Cayuga Heights Fire Department 13 tual aid received 8 tual aid given 3 55019 Varna Fire Department tomatic aid given 3 Mutual aid given 4 14 4 .004 Danby Fire Department tual aid received 1 tual aid given 7 8 ,006 Enfield Fire Department tual aid received 1 tual aid given 3 4 007 Freeville Fire Department tual aid given 1 1 011 Lansing Fire Department tual aid received 4 tual aid given 3 7 013 Newfield Fire 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A IiHm n Q nylon l m p \ .p' p ;?{' q '3 Silo' popuodx30I � `'Oi -4___ - VI II ti al OSBZL „�il „1i f f � �iI ' e n noa{n8 gury{al OMIL n In °d `.+� ... d n n m h s uof{aa5 PoddnS OOZE{ IUB{{]0505YBdS0y I f Cq' I i I l N i. m 'i bl� p iNI 1 N OSLLI _ .o vi r w uoIWS MOWS I Y I N h ! N P -. YI01 r OOLZL noam8 of g a l I N w '^ YOHYBAGJJ a{N 1 p ' o g 1� P i tV t0 f VO10 h p OSOLL Ouryuob 'n '` m m o Q j n — 1 •Y '^ 9 uolW4gulufPtl — i ! MgLUAN 1 {Ynaaatl O i � N tV N ' (V � Q Q i Y J Q i p � Q i 0 I Y 14 Q j Q Y Q Q 88 88 8 S 8 S SS 11�� f __.._.. PI OHO O '. O O O ' =, 0 M 6i0 NrI NI QNI p�QO OrQ .M. r _ 01 ¢ Oil w 0 O 6: d 0 a O O N �'. O V V a Board of Fire Commissioners Report to Ithaca Town Board February 13,2017 The following is a summary of the Board of Fire Commissioners quarterly report to the Ithaca Town Board for the fourth quarter of 2016. Included with this report are: • The Fire Chief's Report given at the January 10, 2017 BFC meeting. This includes the Fire Marshal's Report & Fire Prevention Bureau activity. • The department call activity reports for January 1- December 31. 2016. Total calls were 5,132 (slightly lower than prior 2 years—5,149 & 5,164). • The financial operations summary through December 31, 2016. Fire Department Operational Staffing (December 31, 2016). • As of December 31, 2016 the active Uniformed staff totaled 62 (1 Chief, 6 Assistant Chiefs, 8 lieutenants, & 46 Fire Fighters plus 1 Deputy Chief on per diem). In addition there is 1 Administrative Coordinator for a total of 63 personnel. As of December 3131, there was one vacant firefighter position created by the retirement of Asst. Chief Mike Schnurle in October. This position was filled by recruit firefighter Alexandra Gresov in January 2017. • Brian Weinstein was promoted to Assistant Chief and Greg Stillwell to Lieutenant in December 2016 to fill the openings created by Asst. Chief Schnurle's retirement. 2016 Budget—The total 2016 approved operating budget (excluding benefits and debt service) is $6,119,063. Expenditures as of December 31, 2016 were $5,877,122. This is approximately 96% of the department's operating budget, leaving a balance of approximately 4% for the final quarter with some additional expenditures/adjustments to be recorded when the City Controller's office finalizes its year end activity. A small budget surplus is expected at the end of the year. 2017 Budget- The 2017 Ithaca City budget was approved by Common Council in November 2016. The Ithaca Fire Department's budget increased by slightly less than 21/o, to $10,060,747 including debt service and employee benefits. The 2017 budget includes funding for a full time deputy chief position beginning in December of 2017. Station 9 (Collegetown)—Currently there is no specific alternate site under consideration for relocation of Station 9, but the future of this station is still an open issue. The BFC will be including this issue in its discussion of developing a strategic plan for the Ithaca Fire Department. (next item) Stratesde Plan for Fire Department - The Mayor has asked the Board of Fire Commissioners to take the lead in developing a strategic plan for the Fire Department. The Board began discussions of what the planning process would entail at its January meeting. Subsequent to the January discussion, a meeting was held with the Mayor to clarify the scope of this effort and the potential resources available to support the effort. Apparatus - The two new pumper engines ordered from Seagrave Fire Apparatus, LLC were delivered in January 2017. They have been placed into service and orientation on their operation has been conducted over the last few weeks. Board of Fire Commissioners Report to Ithaca Town Board February 13,2017 Grants The Department has received a grant for $45,455 towards the replacement of the 20 year old compressor that is used to refill the departments breathing air tanks. Specifications have been prepared for this equipment and is expected that.the Controller's Office will be sending out the bid request in the near future. The department has been awarded a$634,016 SAFER(Staffing for Adequate Fire and Emergency Response) grant to add 4 additional career staff to the department for a 2 year period. The positions are fully funded on the grant and require that no reduction from current staffing levels occur during the grant period. At the end of the period the City will have to determine if the positions will continue to be supported on the department's operating budget. Four individuals have been hired to fill these positions and will begin training at the Fire Academy later this month (along with the individual filling the previously vacant position discussed earlier.) Board of Fire Commissioners The BFC meeting agendas/minutes (dating back to October 1987) may be accessed from the Board of Fire Commissioner's section of the City Website at: http://www.cityofithaea.orgL367/Board-of-Fire-Commissioners BFC Vacancy There is currently one opening on the Board of Fire Commissioners available to be filled by an individual recommended by the Town Board. As noted previously, given the Board's role in overseeing the operation of the department and the effort to increase the effective use of volunteer's in the department it would strengthen the Board if the individual appointed had experience/knowledge/skills in one or more of the following areas —human resources/workforce/volunteer recruitment/working with volunteers/ organizational uses of social media/website development/organizational development/Marketing/previous experience with the fire service. A priority for the position would be to seek an individual with the aforementioned skills, who would also enhance the diversity of the Board and reflect the community served by the fire department. The time commitment for a board member is approximately 1-3 hours per month. The Board meets monthly on the second Tuesday of the month at 4 pm at Central Fire Station. day of the month at 4 pm at Central Fire Station. Volunteer Program Development There are currently 14 active members of Volunteer Company No. 9 who serve the department. In addition, there are 3 provisional members of the Company who are currently enrolled in the County's Basic Exterior Fireground Operations course (BEFO). This course is scheduled for 79 hours, primarily on Saturdays and runs through mid-May. All 3 are interested in becoming certified as interior firefighters and it is expected that the County will offer the interior training course later this year. Board of Fire Commissioners Report to Ithaca Town Board February 13,2017 There is an additional company member who completed the formal interior course in December and is receiving departmental training to allow him to also serve as an interior fire fighter. This will bring the number of interior volunteers to 5. An ad hoc committee consisting of 2 members of the Board (Commissioners Gilligan & Guttridge), Chief Parsons, Assistant Chief/Training Officer Weinstein, plus a member from Company 9 will continue working to address various volunteer issues including training, recruitment, and retention. Other Items & Items in progress 1 There has been an improvement in the on-going issue with the CAD (computer aided dispatch) system used by the 911 Center. It appears that software and hardware updates made by the dispatch center as well as quality control training have improved the Center's protocol for dispatching a Fire Engine to certain lower risk EMS calls. This will potentially allow a reduction in the number of EMS calls requiring a response from the Department. 2 The Board is holding information sessions regarding departmental operations prior to the beginning of the formal BFC meetings. The Board had a tour of central station and the apparatus maintained there prior to its October meeting. These sessions provide an opportunity to learn more about specific areas of department operations such as organization of department into shifts, protocols for dispatching apparatus based on criteria established with County 911 center, EMS call response protocols, Hazmat operations, Code division work, Rope rescue operations, water rescue, equipment and vehicles used by the department, etc. In conjunction with these sessions, the Board is also discussing with the Chief the possibility of scheduling an annual or semi-annual session at the training center that would provide an opportunity to provide a live demonstration of the responses required by the department to emergency incidents. 3 Charter Review-the Board is continuing its discussion of the role of BFC. We anticipate working with the Board's Common Council Liaison Gearhart, the Common Council, and Town Board to develop recommendations for clarifying and updating the role of the BFC. The Board has responded to a survey requested by the Common Council's Working Group looking into ways of making City Boards and Committees more effective and efficient. 4 Resource recovery/False Alarm Policy—Currently on hold pending review with the City Attorney. 5 County Fire-Disaster—EMS Advisory Board—no new action on this issue. 6 Training Center Facility Project—no construction has been authorized due to the training site being located on land designated as City Park land. The Training facility will be included in the strategic planning process. Respectfully Submitted, Bill Gilligan, Chair, Board of Fire Commissioners 2017 Town of Ithaca Historian Report In the past year, my activities have included the following: 1) Attendance at and participation in monthly meetings of the Municipal Historians of Tompkins County, including the October 1, 2016 meeting which included a talk by Devin Lander, the new NYS Historian. 2) Participated in preparation and proofreading of new Town history brochure. The brochures are in the final stage of preparation. 3) Spoke at the Grave Marker Dedication Ceremony for American Revolutionary War Soldier Zacheus Salyer on October 2, 2016 at Kings Cemetery, Ithaca. The event was sponsored by the Finger Lakes Chapter of the Empire State Society of the Sons of the American Revolution (SAR). I received valuable assistance from Town of Newfield Historian Alan Chaffee in researching the history of the cemetery which includes other veterans of the Revolutionary War. 4) Responding to new public inquiries: A) The Cornell Residential Club Fire of April 5, 1967 In the spring I received an inquiry about the Cornell Residential Club fire of April 5, 1967 from a Cornell alumnus conducting an independent investigation. I assisted by researching history of the deeds of the property located at 111 Country Club Road in Ithaca, by interviewing current and former government officials, by obtaining a copy of the official report on the fire, looking into memorial recognition of the professor who died in the fire while trying to save students trapped in the building, and by conducting searches for court, police and fire records related to the investigation. B) Sullivan Campaign marker In the summer, I received a request to try to locate an old historical marker that was not listed in the Town of Ithaca's 175`x'Anniversary Historical Markers publication dated November 1, 1996. The missing marker was part of a series of 29 monuments put up in 1929 marking the "Routes of the armies of General John Sullivan and General James Clinton." The marker was mentioned in a 1973 U.S. Department of Transportation manuscript on highway improvement. Also mentioned were the remains of the village of Coreorgonel described as consisting "mostly of scattered cabin sites." I talked to other historians and looked around the area of the intersection, but I did not find it. Then I contacted Rich Schoch of the Town of Ithaca Public Works Department. He not only knew of the marker, but he went out and photographed it. I passed the photos to the person who had inquired and who had feared the monument had disappeared. C) Directed a law office investigating a liability case to the correct jurisdiction: The City of Ithaca. D) Notified the City of Ithaca Historian of a new historical marker located in her jurisdiction. 5) Following up on an earlier case: Attended meeting of the Town of Ithaca Public Works Department in the summer in which I presented information about the Bostwick Road Cemetery, NYS Town Law, and previous Town investigations into the cemetery. It was decided that the Town would resume mowing the cemetery. I would recommend that the cemetery be mowed 3 times per year: before Memorial Day, July 4 and Veterans Day. Respectfully submitted, February 13, 2017, David George