HomeMy WebLinkAbout2019-08-13-TB-FINAL-minutes
TOWN BOARD MEETING
Town of Ulysses
August 13, 2019
Audio of the minutes are available on the website at ulysses.ny.us.
The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg.
Notice of Town Board meetings are posted on the Town’s website and Clerk’s board.
ATTENDANCE:
TOWN OFFICIALS PRESENT:
Supervisor- Liz Thomas
Board members- Nancy Zahler, Richard Goldman, John Hertzler, Michael Boggs
Town Clerk- Carissa Parlato
Bookkeeper- Nina Thompson
Project Assistant- Michelle Wright
OTHERS PRESENT:
Casey Mastro (NYPA), Linda Liddle, Roxanne Marino
CALL TO ORDER:
Ms. Thomas called the meeting to order at 7pm.
PRESENTATION FROM CASEY MASTRO OF NY POWER AUTHORITY (NYPA)
Mr. Mastro introduced himself as the Central NY Energy Manager for NYPA. NYPA has been assisting
municipalities across the state with buying back streetlights.
Mr. Mastro provided an analysis for the town to show the savings of procuring streetlights from
NYSEG, and switching to LED lights with digital controls. NYPA provides low interest financing to buy
back the assets from NYSEG.
The board discussed Mr. Mastro’s analysis and whether it was more cost effective to just replace
NYSEG’s lights with LEDs.
LED STREETLIGHT CONVERSION
RESOLUTION 2019-145: AUTHORIZATION FOR LED STREETLIGHT CONVERSION
Resolved that the Ulysses Town Board authorizes the Town Supervisor and staff to complete
all documents and work needed to join the LED streetlight conversion effort through NYPA to
convert the Ulysses streetlights to LEDs to save money and energy.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs nay
Mr. Goldman aye
Vote: 4-1
Date Adopted: 8/13/19
APPROVAL OF MEETING AGENDA
RESOLUTION 2019-146: APPROVAL OF MEETING AGENDA
BE IT RESOLVED that the Ulysses Town Board approve the agenda for August 13, 2019 with the
additions of approval of claims, an Executive Session for the purpose of promotion of a
particular person, a resolution approving the Supervisor to sign the EFC/WIIA grant, and a
discussion of rifle approval in Tompkins County.
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler absent (stepped out for a moment)
Mr. Boggs aye
Mr. Goldman aye
Vote: 4-0
Date Adopted: 8/13/19
PRIVILEGE OF THE FLOOR:
(none)
REPORTS FROM REPRESENTATIVES:
Ms. Koreman shared the following updates from the Tompkins County Legislature:
• The Facilities & Infrastructure Committee meeting is on Thursday.
• A public hearing will be held to consider whether rifle use should be allowed in the county.
Ms. Koreman is not in favor.
• The legislature voted down a resolution to co-locate the Sheriff & Ithaca Police Department.
Ms. Koreman did not like the property that was suggested. They may look at other options.
Ms. Marino shared the following updates from the Conservation and Sustainability Committee:
• The committee submitted its plans for the NYSERDA grant to update the town hall HVAC and
received approval to move forward.
• The committee plans to work on water quality projects and may look for grants.
NEW BUSINESS:
DISCUSSION OF USE OF RIFLES IN TOMPKINS COUNTY
RESOLUTION 2019-147: OPPOSITION TO ALLOWING RIFLES IN TOMPKINS COUNTY
Resolved that the Town Board of the Town of Ulysses opposes allowing the expansion of rifles
for hunting within Tompkins County.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
SUPPORT FOR A COUNTY-WIDE WATER QUALITY STAFF PERSON
Ms. Thomas read a letter that she sent to Tompkins County on this topic.
RESOLUTION 2019-148: SUPPORT FOR A COUNTY-WIDE WATER QUALITY STAFF PERSON
BE IT RESOLVED that the Town Board of the Town of Ulysses endorses the letter presented at
the 8/13/2019 meeting asking the Tompkins County Legislature to add one staff person to
coordinate work to preserve and improve the water quality of Cayuga Lake and its watershed.
Moved: Ms. Thomas Seconded: Ms. Zahler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
TOWN REPORTS:
(See appendix)
OLD BUSINESS:
REQUEST FOR SPEED LIMIT REDUCTION ON RABBIT RUN ROAD
RESOLUTION 2019-149: REQUEST FOR SPEED LIMIT REDUCTION ON RABBIT RUN ROAD
WHEREAS Rabbit Run Road is a 1.2-mile road in the Town of Ulysses with an unposted speed
limit of 55mph, and
WHEREAS the easterly bordering road--South Street Extension--has a 30mph speed limit and
the westerly bordering road, State Route 96, has a 45mph speed limit, and
WHEREAS limited sight distances and several blind curves exist on Rabbit Run Road cause
dangerous situations for vehicles and pedestrians, and
WHEREAS the road borders an active fairground, and
WHEREAS the Town Board of the Town of Ulysses has received several requests from
residents of Rabbit Run Road to reduce the speed limit to 30mph from the current speed limit
of 55mph,
THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Ulysses requests that
the New York State Department of Transportation (NYS DOT) allow a reduction of the
maximum speed to 30mph to increase safety for residents, fairground visitors, drivers,
pedestrians, and other users of the Rabbit Run Road, and further
RESOLVED that the Town Clerk send this resolution to Tompkins County for their additional
approval of this speed limit reduction request, and if approved, send on to the NYS DOT for
their consideration and approval.
Moved: Ms. Thomas Seconded: Mr. Hertzler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs nay
Mr. Goldman aye
Vote: 4-1
Date Adopted: 8/13/19
RECREATION DIRECTOR
RESOLUTION 2019-150: SUPPORT FOR TRANSITIONING MUNICIPAL RECREATION PROGRAM
FROM THE VILLAGE OF TRUMANSBURG TO THE TOWN OF ULYSSES
WHEREAS, the Ulysses-Trumansburg Youth Commission was created to advise the Town and
Village about youth needs and to recommend effective programs using support from local,
county, and state funds and other revenues; and
WHEREAS, the Youth Commission has gathered feedback on the current recreation program
from users, community groups, and the Village; and
WHEREAS, the Youth Commission has identified a number of goals to address local concerns
including:
• Better and easier access to programs
• More varied options that are better designed to meet youth and family needs
• Better coordination of public and privately sponsored youth programs; and
WHEREAS, the Youth Commission has researched how other communities address these
needs and found that nearly every other town has at least a half-time year-round director that
takes guidance from their youth commission; and
WHEREAS, the Youth Commission, the Village of Trumansburg Mayor and Youth
Commissioner have asked the Town to consider sponsorship of the Recreation Program run by
a part-time year-round Recreation Director so that all youth programs can be coordinated and
administered by the Town for those in the Town, inclusive of the Village, and Trumansburg
School District; and
WHEREAS, the Youth Commission has submitted a Proposal for the Town Board to consider;
and
WHEREAS, the Town Board has reviewed the proposal, supplemental information requested,
and considered the recommendations of the Youth Commission and Village, now therefore be
it
RESOLVED, that the Ulysses Town Board agrees to administer the Recreation Program with a
part-time year-round recreation director starting in January 2020; and further
RESOLVED, that the Town of Ulysses Town Board approves the attached 2019 Memorandum
of Understanding which reaffirms the continued co-sponsorship of local youth programs with
the Village of Trumansburg and clarifies the terms and conditions of the transfer effective
January 1, 2020, subject to review and approval of the Village.
Moved: Ms. Zahler Seconded: Mr. Boggs
Discussion of budget and supervision
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
RESOLUTION 2019-151: AUTHORIZING THE TOWN SUPERVISOR TO SIGN THE GRANT
AGREEMENT (PROJECT NUMBER 18271) WITH NEW YORK STATE ENVIRONMENTAL
FACILITIES CORPORATION
WHEREAS the drinking water in Water District #3 has had elevated levels of trihalomethanes,
a known risk to human health, and
WHEREAS while the aerator in the water tank owned by the Town of Ithaca near the Cayuga
Medical Center has reduced the levels of TTHM to near the regulated limit, the levels still
occasionally exceed the TTHM limit, and
WHEREAS TTHM levels in the Ulysses tank build up to levels over the TTHM threshold and an
aerator would reduce those levels to below the limit, and
WHEREAS the Town of Ulysses was awarded a New York State Environmental Facilities
Corporation Grant through the Water Infrastructure Improvement Act (WIIA) Grant Program,
EFC project number 18217 that would cover 60% of the costs associated with installing an
aerator in the Ulysses water tank , and
WHEREAS a grant agreement from EFC is expected to arrive prior to the next Town Board
meeting on 9/10/2019, and
WHEREAS it is advantageous to both residents of Water District 3, and the timeline of the
project to avoid delays in the grant administration process,
THEREFORE, BE IT RESOLVED that the Ulysses Town Board gives the Town Supervisor
authorization to sign agreement for the EFC WIIA grant upon review by Town staff and
approval of the Town Attorney, as well as authorization to sign any and all related documents
pertaining to this grant.
Moved: Ms. Thomas Seconded: Mr. Hertzler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
NEW BUSINESS:
APPROVAL OF A WATER DISTRICT #3 CAPITAL PROJECT BANK ACCOUNT
RESOLUTION 2019-152: APPROVAL OF A WATER DISTRICT #3 CAPTIAL PROJECT BANK
ACCOUNT
WHEREAS the Town of Ulysses will be undertaking a capital project for the installation of a
Total Trihalomethanes (TTHM) Removal System in the Town of Ulysses Water District #3
Ground Storage Tank; and
WHEREAS an engineering firm has been selected and the project will begin shortly; and
WHEREAS the New York State Comptroller guidance requires that a separate account is
maintained for such a capital project; and
WHEREAS the Town of Ulysses Supervisor and Bookkeeper recommend opening a separate
new bank account to keep capital project funds segregated from other Town monies,
THEREFORE, BE IT RESOLVED that the Town Board approves opening a new bank account with
Tompkins Trust Company; and
RESOLVED that the signatories for this account will be the Town Supervisor, Elizabeth Thomas
and the Town Clerk, Carissa Parlato; and
RESOLVED that the Town Clerk will provide a certified copy of this resolution to the
Bookkeeper to submit with the paperwork needed to open the bank account.
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
SETTING A PUBLIC HEARING ON LOCAL LAW # __ OF 2019: TO OVERRIDE THE TAX LEVY LIMIT
ESTABLISHED IN GENERAL MUNICIPAL LAW §3-C
RESOLUTION 2019-153: SETTING A PUBLIC HEARING ON LOCAL LAW # __ OF 2019: TO
OVERRIDE THE TAX LEVY LIMIT ESTABLISHED IN GENERAL MUNICIPAL LAW §3-C
BE IT RESOLVED that the Town Board of the Town of Ulysses will hold a Public Hearing on the
proposed Local Law # ___ of 2019 to override the NYS tax levy limit as allowed by General
Municipal Law §3-C. The Public Hearing will be on Sept. 10, at 7pm at the Ulysses Town Hall at
10 Elm St. Trumansburg, NY.
LOCAL LAW # __ OF 2019: TO OVERRIDE THE TAX LEVY LIMIT ESTABLISHED IN
GENERAL MUNICIPAL LAW §3-C
Be it enacted by the Town Board of the Town of Ulysses as follows:
Section 1. Legislative Intent: It is the intent of this local law to override the limit on the
amount of real property taxes that may be levied by the Town of Ulysses, County of
Tompkins pursuant to General Municipal Law §3-c, and to allow the Town of Ulysses,
County of Tompkins to adopt a town budget for (a) town purposes, (b) fire protection
districts, and (c) any other special or improvement district, and Town improvements
provided pursuant to Town Law Article 12-C, governed by the Town Board for the fiscal
year beginning January 1, 2020 and ending December 31, 2020 that requires a real
property tax levy in excess of the “tax levy limit” as defined by General Municipal Law
§3-c.
Section 2. Authority: This local law is adopted pursuant to subdivision 5 of General
Municipal Law §3-c, which expressly authorizes the Town Board to override the tax
levy limit by the adoption of a local law approved by vote of at least sixty percent
(60%) of the Town Board.
Section 3. Tax Levy Limit Override: The Town Board of the Town of Ulysses, County of
Tompkins is hereby authorized to adopt a budget for the fiscal year 2020 that requires
a real property tax levy in excess of the limit specified in General Municipal Law §3-c.
Section 4. Severability: If any clause, sentence, paragraph, subdivision, or part of this
Local Law or the application thereof to any person, firm or corporation, or
circumstance, shall be adjusted by any court of competent jurisdiction to be invalid or
unconstitutional, such order or judgment shall not affect, impair, or invalidate the
remainder thereof, but shall be confined in its operation to the clause, sentence,
paragraph, subdivision, or part of this Local Law or in its application to the person,
individual, firm or corporation or circumstance, directly involved in the controversy in
which such judgment or order shall be rendered.
Section 5. Effective date: This local law shall take effect immediately upon filing with
the Secretary of State.
AND FURTHER RESOLVED, that the Town Clerk file this local law with the Secretary of
State as required by law.
SEQR ACTION: TYPE II-20
Moved: Ms. Thomas Seconded: Ms. Zahler
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
PRIVILEGE OF THE FLOOR:
(none)
MONTHLY BUSINESS:
APPROVAL OF MINUTES
RESOLUTION 2019-154: APPROVAL OF MINUTES
RESOLVED that the Ulysses Town Board approves the minutes of the regular Town Board
meeting on 7/23/19.
Moved: Ms. Thomas Seconded: Mr. Boggs
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
APPROVAL OF BUDGET MODIFICATIONS
RESOLUTION 2019-155: APPROVAL OF BUDGET MODIFICATIONS
RESOLVED that the Ulysses Town Board approves the budget modifications as presented at
the 8/13/19 meeting.
A FUND BUDGET MODIFICATIONS:
A7410.4 Library CE INCREASE $240.00
To increase line to cover additional funding for 3 Empire Passes at $80 each
A1450.4 Elections CE DECREASE $240.00
Budget available
SW3 FUND BUDGET MODIFICATIONS:
SW3-9950.9 Transfer to Capital Projects Fund INCREASE $45,000.00
To move funds so that they go directly into the Capital Project fund instead of reserve
SW3-9901.91 Transfer to Repair Reserve (SW3-
962/230)
DECREASE $45,000.00
To move funds directly into the Capital Project fund for the start of the project
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
APPROVAL OF CLAIMS
RESOLUTION 2019-156: APPROVAL OF CLAIMS
RESOLVED that the Ulysses Town Board has reviewed claims # 326-387 in the total amount of
$83,957.23.
Moved: Ms. Thomas Seconded: Mr. Goldman
Ms. Thomas aye
Ms. Zahler aye
Mr. Hertzler aye
Mr. Boggs aye
Mr. Goldman aye
Vote: 5-0
Date Adopted: 8/13/19
EXECUTIVE SESSION:
Ms. Thomas moved to go into Executive Session at 9:31pm to discuss the promotion of a particular
person. This was seconded by Mr. Goldman and passed unanimously.
Ms. Zahler moved to end Executive Session at 9:58pm. This was seconded by Mr. Goldman and
passed unanimously.
ADJOURN:
Mr. Goldman moved to adjourn the meeting at 9:58pm. This was seconded by Mr. Hertzler and
passed unanimously.
APPENDIX:
TOWN REPORTS:
HIGHWAY SUPERINTENDENT- Submitted by Mr. Stewart
1. Closed Off Yard and Brush Pile
a. I considered this a liability to have access to the yard and brush pile when we were closed.
b. We needed to police who dumped off Brush. Residents of the town should be the only ones
Allowed
c. Contractors were taking advantage of the yard. They would dump stumps, fill and yard waste
and not asking permission to do so.
d. The capacity to hold brush in our yard is becoming scarce.
2. Paved Rabbit Run I Maplewood Culvert Pipe
a. Shoulders on Rabbit Run should done within the next few weeks
3. Fixed bottom of Gorge Road
a. Intersection of Gorge road and State Rt 8g. Vehicles were cutting the corner and damaging the
shoulder of Gorge road. Water run off was not properly going to the storm drain. We replaced
the shoulder and dug a ditch to the storm drain, filled it in with gabion stone for proper run
off. Put up 3 delineator posts to keep vehicles off the shoulder.
4. Continue to Mow Roadsides and mow back intersections for sight visibility.
5. Ordered New Roadside Signs for replacement of bad signs. Should be replacing them in the next
few weeks.
6. Attended Ethics Meeting and Safety Meeting
7. Fixed Hole on Town Hall Roof and Put up new flagpole.
8. Have Been helping town of Enfield by sending 2 trucks to help haul item 4 to a culvert project.
9. Continue to clean up shop and Yard.
TOWN CLERK: Submitted by Ms. Parlato
LICENSES/PERMITS issued: #
Sporting licenses 23
Disabled parking permits 15
Dog licenses and renewals 88
Marriage licenses 7
Plumbing permits 1
Address assignments 0
Notarizations 12
FOIL requests-received 1
FOIL requests-completed 1
ROUTINE TASKS:
• Notarizations, ordered supplies, answered inquiries on various topics, attended Town Board
meetings and took minutes, kept website current, sent listserv messages to residents
(~2/month), mailed and posted dog licenses; issued tickets as needed, scheduling of various
FINANCIAL REPORT:
$2292.00 TOTAL Collected for fees & licenses
$1574.99 stays in the town
$717.00 goes to the state
meetings, assisted other departments when possible, health/dental insurance updates for
staff as needed, vouchering: collecting bills, getting approvals, sorting out billing issues,
entering into system
ADDITIONAL ACTIVITIES FOR THIS MONTH:
• Coordinate Ethics Training and staff compliance with policy sign off. Research other policies in
preparation for updating Ulysses’ policy.
TAX COLLECTION:
• Continued to reconcile tax account to $19.38 due to outstanding rebate checks from the
February Gov. Exec. Order to issue refunds on penalties due to winter storm.
SALO HABITAT COMMITTEE:
• Continued work on draft sign
WATER DISTRICT TASKS:
• Posted bills
• Updated water spreadsheets with test results
RECORDS MANAGEMENT TASKS:
• Continued to fold and file plans that have already been scanned into Laserfiche
• Coordinated with Tompkins County to digitize historic minutes books and subdivision plans
COMMITTEES/ASSOCIATIONS:
• Health Consortium- July meeting was cancelled
SPECIAL PROJECTS:
• (Deputy Clerk) continued work with Project Asst., Bookkeeper and Highway Superintendent
on creation of database for capital assets.
• Investigate first female Ulysses Town Clerk
• (Deputy Clerk) solicited quotes for Town Hall sign, working on Rural Beautification Grant from
the County to fund sign
TRAININGS:
(no trainings this month)
SUPERVISOR’S REPORT- Submitted by Ms. Thomas
7/9/2019 to 8/12/2019
Highway/DPW
• Bridge NY grant –contract with engineers for the project.
• Bonding and BAN work. Finalizing all paperwork required.
• Speed limit request change on Rabbit Run – learn process and initiate procedures to reduce
speed.
Water Districts WD3
• Coordinate with Michelle and MRB on grant details.
• Work with Nina and Michelle on bonding of project.
Water Districts – other
• Work with GrassRoots on water district, but this is off the table for now.
Water Quality
• Work with TC Water Resource Council and Cayuga Lake Watershed Intermunicipal
Organization on water quality issues, primarily HABs
• Observe and report if HABs are present for the monitoring network
Other
• Official Map of town – review again.
• Recreation Director
• Town Hall heat pumps
• IthacaTrails.org – migration to Convention and Visitor’s Bureau
• Snow and Ice contract with Tompkins County
• Cemetery maintenance.
• Streetlight conversion to LEDs
• Begin budget work for 2020 – check contracts, annual payments to affiliates, receive
preliminary budget requests, taxable assessed value, check sales tax, review spending and
revenues to date, tax cap override local law
• Empire Pass funding for 3 passes for Ulysses library
• Town hall – sign and landscape maintenance, plus tree removal for heat pumps.
• Jacksonville Park – potential water connection.
• Heat pump grant
• Review draft of zoning before sending to legal for review.
• EV charging stations – feedback for municipal station and info for others on funding.
Meetings
• 7/18 – PRI Advisory Board
• 7/23 – WRC – Watershed Rules and Regulations Subcommittee
• 7/23 – Town Board meeting
• 7/24 – Cayuga Lake Watershed Intermunicipal Organization meeting
• 7/25 – TCCOG
• 7/25 – Ethics training
• 7/31 – HABs Summit in Geneva
• 8/1—Conference call meeting with Taitem regarding Heat Pumps for Town Hall
• 8/6 – WRC – HABs subcommittee meeting
• 8/7 – Budget meeting – capital planning for Highway
• 8/8 – Streetlight conversion to LED meeting
• 8/9 – meet with statewide environmental group to plan fall meeting
Concerns/questions/comments from residents
• HABs (18)
• GrassRoots
• Trails (3)
• Rabbit Run speed limit (4)
• Hydrant testing request on Maplewood
• Navigable waters
• Intersection of Willow Creek and Gorge
• Dogs running loose
• Breakins (4)
• Ditch maintenance idea to help prevent runoff into lake.
Repeating daily/weekly/monthly tasks:
• Work with each department on current topics.
• Respond to constant flow of questions from residents, volunteers and staff.
• Weekly review of topics with attorney for the town.
• Monthly review of county actions.
• Daily check-in with Town Hall staff.
• Communications – assist with listserv news
• Periodic discussions with Zoning Officer over a variety of topics.
• Prepare agendas, resolutions, and background documents. Review topics with TB members,
conduct meetings, and review minutes.
• Provide oversight and follow-through on decisions and requests made at Town Board
meetings.
• Review claims and budget, make suggested budget modifications to be approved by TB,
review payroll, sign checks,
• Review financial reports.
• Periodic check in with Town Clerk and Deputy Supervisor re work load and coordination.
• Respond to surveys when requested.
• Review county actions.
ASSISTANT TO THE SUPERVISOR- 7/9/19-8/12/19-Submitted by Michelle Wright
Active Grant Updates
• Trying a new method of organization around organization-wide communication regarding
active grants via a regular “active grants” report—coming soon.
Cemetery Road Bridge over Trumansburg Creek
• Project Phase = getting a signed agreement with the design engineer:
o Received response from Ben at Barton and Loguidice regarding contract
questions. Follow up was required after a delayed response.
o Back and forth communication regarding specific verbiage of the contract, in
collaboration with Khandi.
o Confirmation regarding agreement of verbiage in agreement itself was sent to
B&L on 7/31 after receiving response from Khandi.
o Received final version of agreement, ran a compare doc via PDF and a hard copy spot
check.
o Signed version sent on 8/12 to Barton and Loguidice.
WD #3 WIIA Grant (EFC)
• Project Phase = getting a grant agreement from EFC, project cash flow projections,
financing details, grant administration details:
o Commenced involvement with this grant. Interactions with MRB regarding
agreement and documentation. MRB had been carrying the torch on this
application, various documents had to be obtained for internal record keeping on
server—including a letter between NYS DOH and MRB regarding the change in
scope of the project.
o Communication directly with EFC regarding required documentation and a maximum
grant award figure given the fact that it was not explicitly stated anywhere in
writing except for an old maximum figure in a letter based on the previous scope of
the project, which included the inlet/outlet design. Documentation has since been
received with an updated project budget and WIIA grant figure (60% of total project
costs, not to exceed $300,000).
o Phone meeting on 7/29 with EFC.
o Communications with RD regarding proof of de-obligation of funds from RD,
documentation required by EFC prior to moving forward with funding
agreement.
o Communications with EFC regarding required paperwork, budget updating, etc.
o Multiple internal meetings with Bookkeeper regarding budgeting related topics for this
project.
o Ongoing communications with MRB regarding grant logistics and billing procedures.
Capital Asset GAAP Compliance & Multi-year Financial Planning
• Met with Sarah K. to assess and plan next steps with data entry. Currently developing
the Access database for import. A standard data template was created for Sarah to
input data.
• Met with Nina regarding the coordinator for each data point: this is required in order to
know who the resident expert on each data point is. Nina is an expert on a variety of data
points: our planning
documents include a list of data fields and which ones she will need direct control over
development of. This meeting produced a point of clarification regarding how
improvements to an asset are tracked, which is that improvements to a facility or land are
considered a separate asset. There was follow up communication with Sarah K. regarding
the need to document improvements to assets separately from the assets themselves.
• Continued development to ready the Access database for data import for phase 1 = GAAP
compliance. Research required in order to develop a more complex data point of
“improvement asset” data, which will require a table or query within the database to
allow for accumulated costs of improvements to a particular asset over time.
• Continued development of scope regarding long-term asset tracking: to include
complete asset life cycle process—development of well communicated and
documented process of asset tracking from acquisition to disposal.
• Follow up quick meetings with Nina and Sarah throughout reported time in order to
maintain a high level of information sharing, momentum, and updates.
• Tracking down of currently existing water district inventory.
Budget Work
• Met with Nina on several occasions regarding budget specifics.
• Met with Nina and Liz on 8/1 to discuss parameters of the 2020 budget preparation.
• 8/7/19 Meeting with Scott, Nina and Liz regarding Highway Capital plan and organization
for Highway Department 2020 Budget preparation.
• Budgeting work: general work regarding getting reacquainted and familiarized.
Other Activities
• ITCTC attendance.
• Email back up process established.
• LED Conversion project: meeting attendance, communications pertaining to required
documentation needed for design engineers.
• Began process of getting acquainted with NYSERDA heat pump grant.
• Development of an update document regarding all active grants.
BOOKKEEPER REPORT: Submitted by Ms. Thompson
Regular Duties:
• Personnel
o Payroll
Processed and reconciled payrolls 14, 15 & 16
Processed employee changes and made corrections as needed
• NYSLRS
o Produced, uploaded and submitted June report in new format
• Retirees
o Quarterly reconciliation for retiree benefits
• Quarterly reporting to PERMA
• Banking
o Completed regular bank deposits – in person for cash and with remote deposit system for checks
o Completed regular bank account transfers to cover payments
• Payments
o Produced vouchers for monthly pre-pays, insurance invoices and other miscellaneous payments
o Produced and processed TA account checks
o Reviewed monthly vouchers & abstracts
o Printed checks for pre-pays and scheduled voucher payments once approved
• Month End Close Out – June
o Entered all Payroll entries (cash receipts, cash disbursements & general journal entries)
o Entered all cash receipts (general receipts, WD accounting, etc.)
o Entered all cash disbursements
o Entered all general journal entries (bank transfers, interest, WD billings, budget modifications &
other general journal entries)
o Close out steps (Load abstracts, close CR & CD journals & print reports)
o Reconciled WD AR accounts – this was much smoother for June
o Reviewed month end financial reports and distributed them to Town Board & Staff
• 2020 Budget
o Started to prepare for 2020 budget season
o Reviewed notes from last year for timeline and changes needed in 2020 budget
o Developed and revised budget development calendar
o Updated historical revenue and expenditure summary workbook
o Created and updated individual Department Budget Worksheets and compiled associated financial
reports
Trainings:
• Town of Ulysses Ethics Training – July 25
Meetings:
• 07/09/2019 – Town Board Meeting
• 07/15/2019 – New Hire Onboarding
• 07/23/2019 – Town Board Meeting
• 07/24/2019 – WD3 Capital Project Planning
• 07/29/2019 – WD3 Capital Project Phone Meeting with EFC & MTB plus follow up with Project Assistant
• 07/29/2019 - WD3 Project Phone Meeting follow up with Project Assistant
Non-Regular Duties:
• Personnel
o Responded to HR related inquires
o Retirees
Communication with retirees regarding quarterly reconciliations and missing paperwork
o New Hires & Departures
Completed paperwork and orientations with new hires–22 Summer YEP & 1 Other
Entered new hires into payroll system
Communicated with Tompkins County HR Dept with regards to new hires
Follow-up regarding missing paperwork
Lots of follow-up regarding NYSLRS registrations due to their new online system
• Capital Assets
o Multiple conversation around capital assets as information is starting to be compiled
• Additional Highway Equipment purchase request
o Entered budget modification and general journal entries for appropriation of additional reserve funds
in accounting system once permissive referendum period had expired
• Capital Projects
o Water District 3
Drafted resolutions for Board approval of new capital project bank account – 8/13/2019 board
meeting
Spoke with Municipal Solutions about plan for financing the WD3 capital project – discussed plan
to use funds budgeted to go into the WD3 Repair Reserve and instead to transfer them into the
new WD3 Capital Project fund
Drafted budget modification – see below
Multiple meetings and discussions about this project, especially around changes to the budget
and the impact that would have on the grant and the financing needed
o Bridge NY Grant – Cemetery Road Bridge
o Touched base briefly with Project Assistant as to the current status of this project
• Procedures
o Continued to update and refine written accounting procedures
• Budget Modification
o 06/25/2019
Entered budget modification for additional reserve appropriation into accounting system on
7/25/2019 once permissive referendum period had elapsed
o 08/13/2019
Drafted budget modification to cover an additional $240.00 to be paid to the Library for the
purchase of three Empire Passes as per the discussion at the 7/23/2019 TB Meeting
Drafted budget modification to move the money that was budgeted to be added to the WD3
Repair Reserve Fund instead to the new WD3 Capital Project Fund – see above
Sent budget modifications to Supervisor for inclusion on the 8/13/2019 meeting agenda
• Other Accounting
o Continued to investigate, research and work on resolutions to outstanding accounting issues
Up Coming:
• Budget - from now until the final budget is passed . . .
• Capital Projects
o Cemetery Road Bridge Project – This is going to be on my plate, and therefore consistently on my
report, for the foreseeable future
o Water District 3 TTHM Remediation Capital Project – Ditto
• Capital Asset project – continue to assist with/work towards asset tracking and valuation for GAAP
compliance
• Other Accounting
o Continue to work on how to handle outstanding accounting issues
TA Fund/Bank Account
Resolve remaining interfunds – SW1 & SW4 to repay B
Full GAAP Compliance
• Personnel
o Continue to review/clarify/update Personnel Policies
MR. BOGGS shared the following:
Items to consider for budget:
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• Fuel program to document where fuel is used (which vehicle).
• Custody transfer master meter
• Digital time clock for highway department
• More radio meters for the water district
• An ipad to inventory road signs
• Getting an engineering intern through the Cornell Local Roads program
• Getting an estimate for town hall parking lot/driveway
MS. ZAHLER shared the following:
Village board meeting highlights:
• Interviewed applicants for EMS coordinator
• Habitat for Humanity asked the Village to consider taxing the Salo properties at lower rate.
(The town passed a resolution regarding this)
• The impacts of a CARS water expansion
Other updates:
• She attended a census meeting- they are hiring census takers
• A chicken BBQ on Saturday will support the JCA park.
Respectfully submitted by Carissa Parlato, 9/4/19