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HomeMy WebLinkAboutTB Minutes 2018-06-25 MEETING OF THE ITHACA TOWN BOARD Monday, June 25, 2018 4:30 p.m. AGENDA 1. Call to Order 2. Discuss and consider award of contract—2018 Sanitary Sewer Manhole Rehabilitation Proj ect 3. Discuss and consider authorization for the Town Supervisor to sign a contract associated with the NYS DOS grant: Cayuga Lake Watershed Plan Intermunicipal Organization and Implementation Plan 4. Discuss and consider authorization for the Town Supervisor to sign an agreement with HOLT to begin a study of the Public Works Facility 5. Discuss and consider authorization to apply for two Community Forest grants: a. Remove invasive species b. Forest Management Plan 6. Discuss and consider a Resolution of Appreciation —Stanley Schrier 7. Committee Reports a. Planning Committee b. Public Works Committee i. Coddington Road Project c. Personnel and Organization Committee d. Budget Committee e. Ad Hoc Committees 8. Consent Agenda a. Approval of Town Board minutes b. Approval of Town of Ithaca Abstract c. Ratify permanent appointments —Public Works 9. Adjourn MEETING OF THE ITHACA TOWN BOARD Monday, June 25, 2018 Minutes Board Members Present: Bill Goodman, Supervisor; Pat Leary, Tee-Ann Hunter, Eric Levine, Rich DePaolo, and Rod Howe Absent: Pamela Bleiwas Staff Present: Susan Ritter, Director of Planning, Bruce Bates, Director of Code Enforcement; Mike Solvig, Director of Finance, Judy Drake, Director of Human Resources; Paulette Rosa, Town Clerk; and Jim Weber, Highway Superintendent 1. Call to Order —Meeting was called to order at 4:34 p.m. 2. Discuss and consider award of contract—2018 Sanitary Sewer Manhole Rehabilitation Project Mr. Weber reported that this is a new company out of Massachusetts but the checks came back fine. TB Resolution 2018 -086: Authorization to Award the Contract for the 2018 Sanitary Sewer Rehabilitation Proiect SE,E,, Whereas: The adopted 2018 Ithaca Town Budget included $300,000 for Sanitary Sewer Rehabilitation, which includes Manholes; and Whereas:pursuant to the New York State Environmental Quality Review Act ("SEQRA") and its implementing regulations at 6 NYCRR Part 617, it has been determined by the Town Board that approval, construction and implementation of the 2018 Sanitary Sewer Rehabilitation Project(the "Improvement" or"Project") are a Type 11 Action because the Action constitutes "replacement, rehabilitation or reconstruction of a structure or facility, in kind, on the same site," and thus approval, construction and implementation of the Improvement are not subject to review under SEQRA; and Whereas: On June 15, 2018, the Director of Public Works/Highway Superintendent (Director)received bids for the Project; and Whereas: The Director has reviewed the bids and qualifications of the bidders and has determined the lowest responsive bid in the amount of$174,450 was made by the lowest responsible bidder, National Water Main Cleaning Company, 25 Marshall Street, Canton MA 02021; now therefore be it Resolved: That the Town Board hereby authorizes the award of the contract for the Town of Ithaca 2018 Sanitary Sewer Manhole Rehabilitation Project to National Water Main Cleaning Company; and be it further TBS 2018-06-25 Pg. 1 Resolved: that the Town Supervisor is authorized to execute such contract subject to approval of the final contract documents by the Town Engineer and Attorney for the Town; and be it further Resolved: that the Director is authorized to approve change orders to such contract upon receipt of appropriate justification provided the maximum amount of such change orders shall not in the aggregate exceed $17,550.00 without prior authorization of this Board, and provided further that the total project cost, including contract, engineering, legal, inspection, and other expenses, does not exceed the maximum authorized cost of$192,000 for the project. Moved: Rod Howe Seconded: Eric Levine Vote: Ayes —Howe, Levine, Leary, Goodman, DePaolo and Hunter 3. Discuss and consider authorization for the Town Supervisor to sign a contract associated with the NYS DOS grant: Cayuga Lake Watershed Plan Intermunicipal Organization and Implementation Plan Ms. Hunter noted that this is a grant the IO got back in 2017 and the contract is finally here and ready to be signed. This focusses on looking at the IO structure and prioritizing and assisting with projects for the watershed municipalities. TB Resolution 2018 -087: Authorization for the Town Supervisor to sign the contract between NYS Department of State for the Cayu2a Lake Watershed Plan Intermunicipal Organization and Implementation Grant(Contract#010000945) Whereas the Cayuga Lake Watershed Intermunicipal Organization has applied for and received a grant"Cayuga Lake Watershed Intermunicipal Organization and Implementation" where the Town of Ithaca is acting as the Administrative Agency, now therefore be it Resolved that the Town Board authorizes the Tow Supervisor to sign any contracts and addendums associated with the grant, subject to the review of the Attorney for the Town. Moved: Tee-Ann Hunter Seconded: Rich DePaolo Vote: Ayes —Hunter, DePaolo, Goodman, Leary, Levine and Howe 4. Discuss and consider authorization for the Town Supervisor to sign an agreement with HOLT to begin a study of the Public Works Facility SE,E,, Mr. Weber noted that there may be an addendum after discussions with Mr. Goldsmith regarding the green/sustainability options tied to the NYSERDA grant monies we have identified will be used for this project. He also said that he did reach out to the company that did the original building and design but they are no longer in business and another company did not respond. HOLT will prepare different options between 5,000 and 10,000 square foot addition for the additional staff we have hired and intend to hire. TBS 2018-06-25 Pg.2 TB Resolution 2018 - 088: Authorizing the Town Supervisor to sign a contract with Holt Architects P.C. for Space Study for the Administration Expansion of the Public Works Facility Whereas, the Town Board approved and allocated funds in the 2018 Budget for the Space Study for the Administration Expansion of the Public Works Facility, and Whereas, a cost proposal has been prepared and submitted for approval for the Space Study which will include a needs assessment and options, not to exceed $20,995.00 now therefore be it Resolved, that the Town Board hereby authorizes the Town Supervisor to sign the contract with Holt Architects P.C. for the Space Study of the Administration Expansion at the Public Works Facility, subject to the approval of the Attorney for the Town. Moved: Rod Howe Seconded: Rich DePaolo Vote: Ayes —Howe, DePaolo, Hunter, Leary, Goodman and Levine 5. Discuss and consider authorization to apply for two Community Forest grants: Mr. DePaolo asked what effect this really has on invasives given the limited scope and money allocated and Ms. Ritter responded that any kind of work on getting rid of invasives is good and we focus on the trails and it keeps the trails clearer. Of course, more would be great, but any kind of removal is good, especially the planting of trees which increase the shade and hinders the invasives since they don't care for shade. SE,E,, TB Resolution 2018 -089: Authorization to Apply for Funding through the New York State Department of Environmental Conservation's 2018 Urban and Community Forestry Grant Program to Remove Invasives and Plant Native Trees and Shrubs Along the South Hill Recreation Way Whereas, the New York State Department of Environmental Conservation (NYSDEC) has announced the availability of funding under the 2018 Urban and Community Forestry Grant Program, which includes a category for Tree Maintenance, and Whereas, the maximum assistance allowed toward the cost of the project is $50,000 for Community Grants, with Tree Maintenance grants requiring a 25%local match, and Whereas, the past three years the Town has been budgeting funds to eliminate invasive plants and plant native trees and shrubs in Town parks and trails; and Whereas, the South Hill Recreation Way has a variety of woody invasive plants along the entire length and would be an ideal location to focus invasive removal and native plantings; and TBS 2018-06-25 Pg. 3 Whereas, the Town estimates the total cost to be less than $62,500 to remove the invasive plants and plant native trees and shrubs along the South Hill Recreation Way, outlined further in the application for this Tree Maintenance grant; and Whereas, grant applications are due by July 12, 2018; now, therefore, be it Resolved, that William Goodman, as Supervisor of the Town of Ithaca, is hereby authorized and directed to file an application for a Tree Maintenance grant under NYSDEC's 2018 Urban and Community Forestry Grant Program in an amount not to exceed $62,500, and upon approval of said request to enter into and execute a project agreement the NYSDEC for such financial assistance to the Town of Ithaca for Tree Maintenance. Moved: Tee-Ann Hunter Seconded: Pat Leary Vote: Ayes —Hunter, Leary, DePaolo, Goodman, Levine and Howe TB Resolution 2018 -090: Authorization to Apply for Funding through the New York State Department of Environmental Conservation's 2018 Urban and Community Forestry Grant Program to Develop a Community Forest Management Plan Whereas, the New York State Department of Environmental Conservation (NYSDEC) has announced the availability of funding under the 2018 Urban and Community Forestry Grant Program, which includes a category for Community Forest Management Plans, and Whereas, the maximum assistance allowed toward the cost of the project is $50,000 for Community Grants, with Community Forest Management Plans not requiring any local match, and Whereas, the development of a Community Forest Management Plan is an important step to promote the long term health of the Town's trees and forest lands; and Whereas, the Town estimates the total cost to be less than $50,000 to develop a Community Forest Management Plan, outlined further in the application for this Community Forest Management Plan; and Whereas, grant applications are due by July 12, 2018; now, therefore, be it Resolved, that William Goodman, as Supervisor of the Town of Ithaca, is hereby authorized and directed to file an application for a Community Forest Management Plan under NYSDEC's 2018 Urban and Community Forestry Grant Program in an amount not to exceed $50,000, and upon approval of said request to enter into and execute a project agreement the NYSDEC for such financial assistance to the Town of Ithaca for a Community Forest Management Plan. Moved: Eric Levine Seconded: Pat Leary Vote: Ayes —Levine, Leary, Hunter, Howe, Goodman and DePaolo TBS 2018-06-25 Pg.4 6. Discuss and consider a Resolution of Appreciation—Stanley Schrier TB Resolution 2018 - 091: Recognition of Stanley Schrier's Dedicated Years of Service to the Community Whereas, Stanley Schrier, Laborer, started his career with the Town the summer of 1984 as he worked at Town Hall through the County Summer Job Training Program; and Whereas, Stanley was appointed as a full-time Janitor for Town Hall effective September 28, 1984, and has served continuously since that date; and Whereas, with the purchase of a new Town Hall in 2000, Stanley was promoted to Laborer and began working for the Town's Public Works Department; and Whereas, effective June 30, 2018, Stanley has chosen to retire from his employment with the Town, after thirty three (33) years of dedicated service; and Whereas, Stanley was a responsible and highly dedicated to maintaining an effective recycling program for the Town's facilities; and Whereas, Stanley was always known for doing nice things for his fellow employees, which was appreciated; and Whereas, Stanley took a great interest in native trees, shrubs and plants and has helped install hundreds of flower bulbs at Town Hall and town parks; and Whereas, Stanley was always diligent about the safety of the crew when providing flagging coverage and skillfully handled some difficult assignments such as Sand Bank Road reconstruction; and Whereas, the Town of Ithaca has greatly benefited from Stanley's devotion and his desire to serve our community in order to make it a better place to live; now, therefore, be it Resolved, that the Town Board of the Town of Ithaca, on behalf of the Town and its citizens, expresses its sincere appreciation and gratitude to Stanley Schrier for his dedicated service to our community. Moved: Pat Leary Seconded: Eric Levine Vote: Ayes —Leary, Levine, Goodman, Howe, Hunter and DePaolo 7. Committee Reports a. Planning Committee—Mr. DePaolo reported that the next meeting is scheduled for August with Chainworks and a possible PDZ for the monastery as well as duplexes and possible outdoor burning again. The Town did receive a complaint about outdoor burning TBS 2018-06-25 Pg. 5 so the issue is back. Some discussion followed and outdoor burning was referred to Codes and Ordinances which will be starting up again to also look at noise ordinance. b. Public Works Committee—Mr. Howe reported that they talked about the Chase Lane ditches and the petition we received; the residents will talk with the neighborhood about adding fog lines. Mr. DePaolo did say that he took a fieldtrip up there and the dip is significant and an issue for him and asked if there is some way that it is not so precipice. Mr. Weber explained that there is not a lot of room because of the way the utilities were laid out when the development went in which puts a lot of constraints on how that area can be done. Mr. Goodman added that he would like to have a longer discussion at the next study session so the Board understands what the standards and options are for dealing with stormwater issues. The Amabel Sewer Transportation Corporation was discussed and a figure recommended and forwarded to counsel for review as well as project updates given. There is a sink hole at East Shore Drive which is between the railroad and the property owner and not a town issue. Meetings are happening but it is not a town issue and the railroad is saying it is not their issue. Drainage issues on Westview Lane were discussed which are due to a property owner needing to maintain his property correctly and Jim will talk to him. Bostwick Rd Cemetery request for additional work was discussion and Mr. Goodman will be talking to the property owner since the cemetery is on land not owned by the town. Ms. Hunter talked about starting the paper newsletter up again for things such as resident responsibility for ditches and other information we need to get out to our residents. Some discussion followed on cost and effectiveness and Ms. Rosa noted that in establishing the digital newsletter, the option was given for those that liked or wanted a hard copy to sign up for one and there were about 50 people that did. She added that we now have all of the Bolton Point email addresses added to the 200 or so email addresses we had and the last newsletter which had the rental registry on it, there was an uptick in calls from people asking questions about it who said they read it in the emailed newsletter. Social media outlets were briefly touched on also. i. Coddington Road Project—Mr. Weber explained that there is a County project happening which we were invited to participate in some of the planning meetings and it was determined that during the watermain work and re-profiling of the road, it would behoove the town to do some maintenance and completion of our watermain through the rest of the intersection. Our counsel stated that easements should be gotten and if that is required, the project would be stopped by the State. There is some question whether an easement is needed but because the bid has TBS 2018-06-25 Pg. 6 been opened, the town needs to decide whether easements are needed for utility improvements during this project. All the properties are served by the watermain right now. Because the watermain is under the pavement, the thought was probably that they weren't needed back when it was put it. Piggybacking on the County project will reduce the disruption to the residents and save the Town some money. The Board discussed different scenarios and postponed any decision until the July meeting when they could seek the advice of counsel. c. Personnel and Organization Committee—Ms. Drake reported that the staffing plan was discussed in advance of budget discussion and the noise ordinance was referred to COC. d. Budget Committee—Mr. Levine reported that May was on sales and mortgage tax collections and began talking about the 5 Year Capital Improvement Plan and the Staffing Plans which will continue at the June meeting this Wednesday. e. Ad Hoc Committees —Mr. Goodman reported on the SJC Committee briefly which focused on the Ithaca Beer discharge issue and Bolton Point budget meetings. 8. Consent Agenda TB Resolution 2018 -092: Adopt Consent Agenda Resolved that the Town Board of the Town of Ithaca hereby approves and/or adopts the following Consent Agenda items: a. Approval of Town Board minutes b. Approval of Town of Ithaca Abstract c. Ratification of permanent appointments —Public Works Moved: Eric Levine Seconded: Rich DePaolo Vote: Ayes — Levine, DePaolo, Hunter, Howe, Leary and Goodman TB Resolution 2018 -092a: Approval of Minutes of June 11, 2018 Whereas the draft Minutes of the June 11, 2018 meetings of the Town Board have been submitted for review and approval, now therefore be it Resolved that the Town Board hereby approves the submitted minutes, with changes, as the final minutes of the meetings of June 11, 2018 of the Town Board of the Town of Ithaca. TB Resolution 2018 - 092: Town of Ithaca Abstract Whereas the following numbered vouchers have been presented to the Ithaca Town Board for approval of payment; and TBS 2018-06-25 Pg. 7 Whereas the said vouchers have been audited for payment by 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. 788 - 850 General Fund Townwide 43,580.28 General Fund Part-Town 2,017.29 Highway Fund Town Wide DA 2,352.52 Highway Fund Part Town DB 13,827.24 Water Fund 5,622.54 Sewer Fund 9,299.92 Risk Retention Fund 187.33 Forest Home Lighting District 39.97 Glenside Lighting District 11.94 Renwick Heights Lighting District 20.63 Eastwood Commons Lighting District 27.94 Clover Lane Lighting District 3.70 Winner's Circle Lighting District 5.55 Burleigh Drive Lighting District 13.01 West Haven Road Lighting District 51.65 Coddington Road Lighting District 30.05 TOTAL 77,091.56 TB Resolution 2018 —092: Ratify Permanent Appointment of Senior Civil Engineer and Civil Engineer Whereas Daniel Thaete was provisionally appointed as the Senior Civil Engineer, effective June 5, 2016,pending the next civil service exam; and Whereas David O'Shea was provisionally appointed as the Civil Engineer, effective August 22, 2016,pending the next civil service exam; and Whereas the Tompkins County Civil Service office has provided the certificate of eligible listing for the Senior Civil Engineer and Civil Engineer titles and Daniel Thaete and David O'Shea are reachable candidates on the corresponding list; now, therefore be it Resolved the Town Board of the Town of Ithaca does hereby ratify the Director of Public Works permanent appointment of Daniel Thaete as Senior Civil Engineer and David O'Shea as Civil Engineer, effective June 12, 2018; and be it further TBS 2018-06-25 Pg. 8 Resolved an eight (8) week probationary period applies with no further action by the Town Board if there is successful completion of the probationary period as determined by the Director of Public Works. 9. Correspondence—Ms. Rosa noted that the Dandy Mart has submitted a 30-day notice for taking over the Rogans' Corners convenience store's liquor license. Some discussion followed and alcohol is served at the convenience store with the food service there. The Board had no issue with the renewal or issuance in their name. Ms. Rosa will send out notification of the Board's nonissue with the license. 10. Adjourn Meeting was adjourned upon a motion and a second at 5:1p.m. Unanimous SubmittpA by Paulette Rosa, Town Clerk TBS 2018-06-25 Pg.9 1-B IME,EAiir][g 06-25-2018 2018 Sanitary Sewer Rehabilitation Project rmain Cleaning Company Kenyon Pipeline Inspection,LLC Skanex Pipe Services Grant Street Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost $6,500.00 $5,000.00 $5,000.00 $5,300.00 $5,300.00 $4,000.00 $4,000.00 $5,000.00 $10,000.00 $10,000.00 $1,000.00 $1,000.00 $8,000.00 $8,000.00 $90,000.00 $16.45 $59,220.00 $27.00 $97,200.00 $18.00 $64,800.00 $16,100.00 $3,000.00 $21,000.00 $1,450.00 $10,150.00 $3,500.00 $24,500.00 $7,500.00 $2,500.00 $12,500.00 $1,000.00 $5,000.00 $2,200.00 $11,000.00 $2,750.00 $185.00 $10,175.00 $300.00 $16,500.00 $130.00 $7,150.00 $9,000.00 $1,800.00 $10,800.00 $1,500.00 $9,000.00 $3,000.00 $18,000.00 $11,200.00 $500.00 $16,000.00 $800.00 $25,600.00 $1,000.00 $32,000.00 $9,000.00 $800.00 $19,200.00 $1,000.00 $24,000.00 $1,000.00 $24,000.00 $11,400.00 $1,200.00 $14,400.00 $1,430.00 $17,160.00 $1,500.00 $18,000.00 $6,000.00 $3,200.00 $6,400.00 $4,000.00 $8,000.00 $7,000.00 $14,000.00 $174,450.00 TOTAL $184,695.00 TOTAL $218,910.00 TOTAL $225,450.00 1-B Attac.�hurnE'[It !#2 1-B ME,E,Ui1rI('J 06-25-2018 June 15,2OI8 Mr.James Weber Highway Superintendent/Director ufPublic Works Town of Ithaca Public Works 1U6Seven Mile Drive ii Ithaca, NY1406O Architecture Planning Interior Design Re:Feasibility&Options Study Proposal HOLT Architects ec. Ithaca office: Jim, u�9vvm��2uecl u�aco.wY�4SsO Syracuse office: It was a pleasure speaking with you to discuss expanding the Public Works Facility to better �aosjanm�on��mc� accommodate your growing employee base. s«movae.mvaooz phone.GUr3760 oup�ywwwxoiL c,,)in Enclosed please find our proposal,as well as a brief overview of our related experience. HOLT Architects has been doing business in Tompkins County for over 55 years of.We are committed to the Graham L.Gillespie,AIA Ithaca area and have strong working relationships with state and county government agencies,non- Steven VKHugo,AIA Paul A.Levesque U Am profit mrganizadons,and local businesses.All members ofour team are long-standing local residents A.Quay Tnunnpson'AIA of Tompkins County who work together toward the same common goal-to make Tompkins County an Cindy Kaufman,AIA increasingly �better ' David H.Taube Nathan Brown,AIA VVetake great pride inwhat wedoand indeveloping|onA�ermrp|addVV relationships Thomas Covell,AIA especially enjoy working within the local community and provide extremely responsive service. Sarah Galbreath,AIA Andrew M.Gil,AIA Gary LMyers,AIA Please let us know if you have any questions regarding the proposal or qualifications information. Richard 1Wagner,AIA Very truly yours, HOLT ARCHITECTS, PC Andrew Gil,AIA Associate amg@ho|t.00m Project Approach & Fee Your HOLT team will lead you through a collaborative, streamlined project process to help you understand your options and develop the right plan that helps you realize your facility goals on-time and on-budget. HOLT's philosophy is that we are not the creators of the project vision but rather the translators of your vision into meaningful and functional architecture. Our team also understands that public financial resources need to be used sensibly and therefore we propose this very efficient yet effective approach to your study. • STEP I -PROJECT KICK OFF-A project kick off is a critical milestone in great project delivery. In this meeting,we will establish the roles and responsibilities of the team members, outline the lines of communication for the team, and discuss and establish the vision and goals for the project,We will also set the make-up of the client committee and define how and when the group will engage with the design team, as well as create the road map and plot milestones for the overall project schedule. • STEP 2-BUILDING&SITE ASSESSMENT, DATA GATHERING-A conditions assessment will consist of a walk-through of the building with documentation and analysis of fixed and immovable items(load bearing walls, etc,), and materiality. It is important that this is accurately investigated and documented so that we truly understand what we have to work with moving forward.We will also review any historic documents and drawings, past reports and projects. • STEP 3-PROGRAM NEEDS ASSESSMENT-We begin our design process with a visioning/programming meeting where we will discuss the major programmatic elements within the context of your overall vision and mission.We will create a space program that quantifies each element in terms of square footage and other needs and attributes(adjacencies, MEP, etc).The visioning/programming work sessions are highly interactive and will help create elements that will support the development of the right design solution. • STEP 4- OPTIONS DEVELOPMENT-Once we have established a clear project vision and a quantitative space program of the intended spaces and uses,we will begin to develop ideas for the two distinct expansion options. We will help evaluate each option against the established vision and criteria such as functionality,flexibility, costs, and sustainability features; and present each option, along with their pros and cons,for selecting a concept with which to move forward. • STEP 5-CONCEPTUAL FLOOR PLAN&PRESENTATION-We will work with the client committee to develop and refine the selected option and present the final concept and conceptual estimate for approval.The team.will prepare a Final Draft Report and presentation. During that period a draft will be shared with the committee for approval.All deliverables will be shared electronically,with hard copies provided by request. Fee Based upon our project understanding, project scope and proposed work plan, our lump sum fee for the Feasibility& Options Study of the Public Works Expansion is $20,600 including architect and consultant services, as well as reimburs- ables.This fee is based on.the services listed on the previous page and the hours in the fee breakdown chart below. SurflmarY of NCNect& Cons9.11tnt Fee Discipline Feasibility Study Fee HOLT Architects $11,895.00 Structural Engineering,Elwyn Palmer $1,500.00 MEP Engineering,Sack Associates $4,500.00 Civil Engineering,TG Miller $1,500.00 Landscape Architecture,TWMLA $1,200.00 Subtotal $20,595.00 Reirnbursables; $400.00 TOTAL FEE 1$20,1995.00 Breakdown of HOU'Fed' by Hour,; Principal Project BIM Manager Modeler 2 Feasibility&Options Study $210 $125 $60 TOTALS Iniital programming meeting,consultants,Contracts 4 4 Revit Base Drawing 8 8 Coordination&Review with Structural 4 4 Coordination&Review with Civil and LA 2 2 Coordination&Review with MEP 4 4 Code Review 2 2 Design Options 1 10 11 Mtg with Owner 2 2 Design Development .1 16 17 Interior Elevations,RCP,Exterior Elevations 16 4 20 Progress review with subconsultants 2 2 Mtg with Owner 2 2 Town Board Presentation 1 3 4 Incorporate modifications 2 2 Cost Estimating 1 4 5 Report 1 8 9 Total Hours 5 81 12 98 HOLT FEE $1,060 $10,1261 $720] $11 1 895 1-B C E,E, 1r][CJ 06-25-2018 PLANNING DEPARTMENT MEMORANDUM TO: TOWN BOARD MEMBERS FROM: MICHAEL SMITH, SENIOR PLANNER DATE: JUNE 20, 2018 RE: GRANT APPLICATIONS NYSDEC 2018 URBAN AND COMMUNITY FORESTRY GRANT PROGRAM - COMMUNITY FOREST MANAGEMENT PLAN GRANT - TREE MAINTENANCE GRANT The New York State Department of Environmental Conservation (NYSDEC) recently announced the availability of funding under the 2018 Urban and Community Forestry Grants Program. In reviewing the funding categories, it appears that there are two potential opportunities that the Town could apply for. One of the funding categories is to develop a Community Forest Management Plan and the other is for Tree Maintenance. The application deadline for both grants is July 12, 2018. Community Forest Management Plan Grant: As you may recall, in 2015 the Town received funding ($23,000) from the Urban and Community Forestry Grants Program to conduct a complete tree inventory within the right-of- way of Town owned roads, a forest assessment of the Town's parks and preserves and a hazard tree inspection along the multiuse trails and walkways of the Town. The Town worked with Newleaf Environmental LLC on this project, which is now complete. With having the inventory, the next step would be to develop a community forest management plan which will help guide the long-term planning of the community forest. Currently, the Town does not have any type of community forest management plan, only minor references to woodlands in the 1997 Park, Recreation and Open Space Plan. The Town's 2014 Comprehensive Plan list several goals and recommendations that could be accomplished through the development of a community forest management plan. With approximately 50 miles of Town owned roads, approximately 12 miles of trail and walkways, approximately 99 acres of parks and approximately 141 acres of preserves, there is a considerable amount of trees and forests under the Town's responsibility. With the proposed grant funding, it is anticipated that we would hire a natural resources professional to prepare the plan with us. The plan could include elements such as: an analysis of the inventory that was just completed; plans to deal with invasive insects (Emerald Ash Borer, Asian Longhorn Beetle, Hemlock Woolly Adelgid, etc.), diseases (Oak Wilt, tree blights, Beech Leaf Disease, etc.), and natural disasters; management strategies aimed at improving/maintaining forest health, watershed protection, as well as wildlife habitat; recommendations for the maintenance and removal of Town owned trees; guidance for future plantings; financial planning; review and recommendations regarding Town regulations; and education of the public and Town staff. As part of developing the plan, the consultant could also prepare a webpage to be used during plan preparation and as a long-term educational page, conduct meetings, provide an executive summary version of the plan, and develop brochures/pamphlets/displays for public outreach and educational purposes. Having a plan could also enhance the Town's ability to apply for funding in the future for tree planting and/or maintenance, invasive species removal, and conducting invasive insect and disease detection surveys. The maximum assistance allowed toward the cost of the project is $50,000, with Community Forest Management Plans not requiring any local match. We are currently working to acquire informal estimates from a couple potential consultants, but anticipate they will be less than the $50,000 maximum. The Town submitted an application for this project last year, but we did not receive funding. Tree Maintenance Grant: For the past few years, the Town has been budgeting between $20,000 -$30,000 per year to help address the invasive plants in our parks, preserves and walkways. The Town has been hiring a certified pesticide applicator to cut and treat invasives along the East Ithaca Recreation Way and in a couple parks and preserves. The Town has been following this treatment with the replanting of native trees and shrubs. While progress has been made, virtually all of the Town's parks, preserves and walkways contain various types of invasive plants. After reviewing the tree maintenance grant description, it appears this could be a great opportunity to get a large amount of this invasive plant work completed with minimal funding from the Town. The maximum assistance allowed toward the cost of the project is $50,000, with the Tree Maintenance category requiring a 25% local match. So potentially using $12,500 of Town funds as the local match, the total project costs could be up $62,500. With the proposed funding, it is anticipated that we would hire a consultant to cut and treat the woody invasives plants with a herbicide on the stump. Following the removal of the invasives, we could hire a contractor to replant the area with native trees and shrubs, do the replanting with Public Works Department staff, or a combination of both. Along with purchasing the plants, we also anticipate purchasing tree tubes and stakes to be installed around the new native plants for protection. Public Works Department and Planning Department staff have discussed several potential Town properties that we could apply for, but recommend the South Hill Recreation Way for this application. The project would cover the entire 3.4 mile length of the trail and would go back at least 15 feet on each side of the trail. Attached are draft resolutions for the Board's consideration for both applications. If anyone would like a copy of the detailed guidelines and application instructions for these two grant opportunities, please let me know. Please contact me if you have any questions prior to the June 25th Town Board meeting.