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HomeMy WebLinkAboutTB Minutes 2000-10-02 q� TOWN OF ITHACA -� 18 21 _) 148 4,o� '> 215 NORTH TIOGA STREET , ITHACA , N . Y . 50 F1 HAL TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607) 273-1704 TOWN BOARD MEETING Monday , October 2 , 2000 5 : 30 O 'clock P . M . AGENDA 1 . Call to Order. 2 . Pledge of Allegiance . 3 . Report of Tompkins County Board of Representatives . 4 . Report of Fire Commissioners . 5 . 6 : 00 O ' clock p. m . - PERSONS TO BE HEARD . 6 . Discuss possible criteria and policy for use of the Town Hall by other organizations and agencies . 7 . Consider approval of Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC ) salaries for the year 2001 . 8 . Presentation of the 2001 Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC) Tentative Budget . 9 . Set date for public hearing to consider adoption of the 2001 SCLIWC Budget . 10 . Consider renewal of contracts for services in the year 2001 with the following agencies : a . Gadabout Transportation Services Inc . b . Tompkins County Society for the Prevention of Cruelty to Animals c. The DeWitt Historical Society 11 . Consider approval of Elected Officials Salaries for 2001 . 12 . Consider approval of employee salaries for 2001 . TB Mtg . - 10/2/00 Agenda Page 2 . 13 . Consider employee health insurance proposals for the year 2001 . 14 . Presentation : 2001 Town of Ithaca Tentative Budget . 15 . Set public hearing dates to consider the 2001 Assessment Rolls for Special Benefited Areas . 16 . Set public hearing date to consider the adoption of the 2001 Town of Ithaca Budget . 17 . Consider resolution authorizing a transfer of funds to the Parks & Open Space Reserve . 18 . Consider adoption of resolution related to State assistance under the Environmental Conservation Law, Article 56 , Title 3 , for the Joint Sewer Project . 19 . Consent Items - Consider resolution approving and/or authorizing the following : a . Town Board Minutes - 9/ 11 /00 b . Town of Ithaca Warrants c . SCLIWC Warrants d . Appointment Part Time Planning Intern e . Appointment Regular Laborer f. Appointment Part Time Laborer g . Approval Employment Extension of Part Time Typist h . Authorization of Payment - Training Hours i . Approval Attendance Planning Federation Annual Conference 20 . Report of Town Committees . 21 . Reports of Town Officials : a . Town Clerk/Receiver of Taxes b . Director of Engineering c. Highway Superintendent d . Director of Planning e . Director of Building/Zoning f. Human Resources Specialist g . Budget Officer h . Network/Records Specialist i . Attorney for the Town TB Mtg . - 10/2/00 Agenda Page 3 . 22 . Consider resolution of dedication in memory of former Town Supervisor Shirley A . Raffensperger. 23 . Review of Correspondence : ( See Folder) a . Hanshaw Road Residents - Speed Limit Reduction Request b . Forest Home Improvement Association - Consultant Selection Committee c . David M . Burbank , City of Ithaca Fire Lieutenant - Town Hall Address 24 . Consider motion to ADJOURN . TOWN OF ITHACA TOWN BOARD OCTOBER 2 , 2000 5 : 30 p . m . At a regular meeting of the Town Board of the Town of Ithaca , Tompkins County , New York held at the Town Hall , 215 North Tioga Street , there were present : PRESENT : Catherine Valentino , Supervisor; Mary Russell , Councilwoman ; Carolyn Grigorov , Councilwoman ; David Klein , Councilman ; Ed Conley, Councilman : Tom Niederkorn , Councilman . PRESENT : Debby Kelley , Deputy Town Clerk ; John Barney , Attorney for the Town : Dan Walker, Director of Engineering ; Fred Noteboom , Highway Superintendent , Jon Kanter, Director of Planning ; Andy Frost , Director of Building/Zoning ; Al Carvill , Budget Officer; Judy Drake , Human Resource Specialist . OTHERS : Jessica Schrier, 405 Lake Street . Call to Order : The Supervisor called the meeting to order at 5 : 32 p . m . , and led the assemblage in the Pledge of Allegiance . Agenda Item No . 3 - Report of Tompkins County Board of Representatives Supervisor Valentino - We will not have a report from the County . Mr. Joseph and Mr. Koplinka- oehr have a conflict . Agenda Item No . 4 - Report of Fire Commissioners . Bob Romanowski , Ithaca Fire Department - We received $68 , 000 from the sale of Station Number 7 . The Fire Department received $53 , 952 for direct use . The City's unrestricted contingency fund received $ 14 , 048 . Funds for building safety improvements are coming to the Fire Department from a separate capital project fund . It will be used to accomplish other work , including creating a handicap accessible entrance for the Green Street entrance to Central Station , The State Street parking lot entrance is handicap accessible . Brian Wilbur, Phyllis Ratke , and Mayor Cohen discussed consolidation of the Fire Department and Building Department . Mayor Cohen will refer the proposal to a committee of Common Council for further study. The City Disaster Management Plan meetings are continuing . Mayor Cohen has proposed traffic diverters that will not obstruct the passage of fire apparatus . Chief Wilbur was asked to attend the Board of Public Works meeting to comment . The training center was used for maintenance and repair work to be done on the facilities . TOWN BOARD PAGE 2 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Discussions have changed the Volunteer Coordinator position to Director of Development . This is t bring in more grant money to fund the Fire Department . This would shift the burden and duties of the volunteer recruitment and retention to the Ithaca Volunteers Fire Fighter's unit . The proposals are being looked at with caution . Recruitment and retention were also discussed . It is difficult to retain and recruit volunteer fire fighters . The proposal for the optional budget for this year was for 10 additional fire fighters . It is not likely to happen . Fewer people are willing to volunteer. The Fire Fighters Memorial service is Saturday ; October 14 , 2000 at the City Cemetery . The medals presentation will take place the same day . I provided Supervisor Valentino with a copy of the Board of Fire Commissioners special budget meeting minutes . We asked many questions about budgeting and monies . Supervisor Valentino also has the scenarios for no budget increase and optional budget for the Fire Department . This does affect what the residents of the Town of Ithaca will pay . Supervisor Valentino - Would changing the coordinator's position take more emphasis away from attracting volunteers ? Is the position being changed from part-time to full-time ? Mr. Romanowski - The position would be a full-time position . This position would be funded b , grants . The position would be eliminated if there were no grant money . I do not think the positio , could revert to a coordinator's job . Supervisor Valentino - There were some results in getting volunteers . The emphasis is moving away from recruiting volunteers and towards paid firemen . Mr. Romanowski - It is going to make it very difficult for the Fire Fighters Unit . They are being asked to do something that is next to impossible . It means more time . If they fail , it is a good excuse for not having a volunteer system . Supervisor Valentino - I am concerned about it . Mr. Romanowski - The board could make official comments to the Chief or Board of Fire Commissioners if there are concerns . Agenda Item No . 5 - PERSONS TO BE HEARD . . There were no persons present to be heard . Agenda item No 6 Possible Criteria and Policy for Use of the Town Hall by Other Orc� ani�ations and Agencies, TOWN BOARD PAGE 3 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED ttorney Barney - There are mechanical issues for the use of the building , which relate to janitorial , lighting and supervision of security . There are prohibitions under the Constitution for discriminating to types of groups . If the board chose to allow one political party to use the building ; then the board would have to allow any political party to use the building . The board could formulate an arrangement for use of the building . The board could also categorize groups or limit it to political parties . Religious organization can be excluded . The board cannot discriminate in terms of fees between groups . There could be a distinction between profit and non - for- profit organizations . The cost needs to be considered . There is a wide scope of what the board could do . Councilwoman Grigorov - What for- profit organization would we allow to use the building ? Councilman Conley - The Downtown Business group might be interested in using the building . Councilwoman Grigorov - It is not a for- profit organization . Supervisor Valentino - I would like to allow other elected boards to use the building . The City and the County have allowed us to use their facilities . I would also like to allow committees connected to the Town . We have an upcoming Recreation Partnership Re-organizational meeting that we are going to t old at Town Hall . The Town is an official part of the organization . e will start getting requests for those interested in using this facility . We need to do it fairly . Councilman Niederkorn - What spaces are available for community use ? Supervisor Valentino - We have two conference rooms and the Board Room . We could make rooms available for other municipalities . Historic Ithaca would like to hold their annual meeting in Town Hall . Councilman Conley - Is the Town a member of the organization ? Attorney Barney - The Town has contracted with Historic Ithaca . The board could allow any non -for- profit organization that is based in the City of Ithaca or Town of Ithaca . Councilwoman Russell - We could limit to groups we contract with . Attorney Barney - The Town contracts with many organizations . Councilwoman Russell - I would like to have restrictive use . Councilman Conley - This building would be attractive to groups holding public hearings . Supervisor Valentino - What does the board think about allowing Historic Ithaca to use the building ? TOWN BOARD PAGE 4 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Councilwoman Russell - We would be getting into the gray area . If we allow one organization to us the building then we need to open it up to other organizations . Supervisor Valentino - We have a connection with Historic Ithaca . We have helped them and they have helped us in many ways . It would be a nice way to feature this building by allowing them to hold their annual meeting here . Councilwoman Grigorov - We would need to define the connection that would exclude other organizations . Councilwoman Russell - We cannot discriminate against other organizations . Attorney Barney - The board could discriminate by categories as long as the organization is not based upon a Constitutional prohibition . The board could limit it to non -for- profit organizations based in the City of Ithaca or Town of Ithaca . Councilwoman Russell - There are a lot of groups based in the City of Ithaca . It makes sense to allow to non -for- profit historic organizations . Supervisor Valentino - We could allow other municipalities to use the building at no charge . The no for-profit historical organizations would include the DeWitt Historical Society and Historic Ithaca . Councilwoman Grigorov - It could include the Forest Home Preservation Group . Councilman Klein - Would we include civic groups ? They might be interested in using the building . Supervisor Valentino - We could make available the back meeting room . It is not that costly to maintain it . Councilman Conley - We could restrict the use at first . Then we could always grow into it . Attorney Barney - The non -for- profit historic and preservation organizations should have principle offices in the City or Town . The board might not want to open it up to all historic and preservation organizations . Councilman Klein - Should we include political parties ? Supervisor Valentino - I do not want to include political parties . We would have to open it up to all political parties . Councilman Niederkorn - Would we need to have someone here to turn off lights and lock the building ? It was not a concern in the other building . OWN BOARD PAGE 5 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED upervisor Valentino - Usually the group had someone connected to the Town . They had the responsibility of locking it up and turning off the lights . It is not that simple in this building . Councilman Conley - How would people get into the building ? Councilman Klein - The FOBS are programmed to allow access at certain times . Mrs . Drake - We would have a contact person . We would give them a FOB for access and general rules about the lights and locking the building . Councilman Conley - Can we secure the employee area ? Supervisor Valentino - Yes . It can be secured so that people cannot wander through the work area or Town Clerk's office . Mr. Walker - We cannot secure the boardroom . The emergency exit has to remain open . It goes through the employee workspace . There is an alarm on the door. If we have a group here that did not care about the alarm , they could go through the area . The alarm is heard locally . The back conference room in the building is secure . They can get into the vestibule from the back oor. We can lock the doors so that they cannot get beyond the conference room . We lock the levator and the door to the basement . I would recommend that if we were letting someone use this acility we have a staff member or board member check- in . Supervisor Valentino - Board members or staff could take the responsibility for groups they are part of . If it is a group someone is not associated with , we would need to have a staff member make sure everything is locked up . Attorney Barney - We would need to charge everyone the same fee . Then the fee could be waived if one of the staff members is present . Mr. Carvill - We could charge fees that would cover maintenance and staff time . Mrs . Drake - Will we charge the Department of Transportation ? Supervisor Valentino - They use the building during the day . We could have a daytime fee and a nighttime fee . It is not cheap to turn up the heat and turn on the lights . We need to make an analysis of what it would cost . We could draft the fees for the next board meeting . Attorney Barney - What about insurance coverage ? Drake - We have insurance to cover public meetings . We do not have to have an insurance ,Mrs , olicy when we use the County building . We have a blanket insurance policy that we send them TOWN BOARD PAGE 6 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED every January 1st. We need to provide a Certificate of Insurance when we use schools . We need tU ask for the same thing . Attorney Barney - Neighborhood organizations are not going to have insurance . Supervisor Valentino - They would be meeting in the back conference room . Larger groups would be using the boardroom . We would need to have a Certificate of Insurance from them . Attorney Barney - We are starting to discriminate . Councilman Klein - We did not ask for Certificate of Insurance in the other building . Councilwoman Grigorov - Who do we have people contact about using the building ? Councilman Klein - They would need to contact the Town Clerk's Office . Attorney Barney - The board might want to consider a formal application form . It could be signed as their waiver. Mr. Walker - Voter registration is being held here Saturday , October 7 t and Wednesday , October 11 t ' . Supervisor Valentino - They inform us when they are coming . Mrs . Kelley - We receive a letter from the Board of Elections indicating that all Town Halls need to be open on those dates . Councilman Conley - What are they going to do with parking on Tioga and Buffalo Streets ? Supervisor Valentino - It will remain the same . it is 14 minute parking . Mr . Kanter - What would we do about groups like the League of Women voters where they have educational forums? Councilman Conley - They also have candidates' forums . Attorney Barney - Would it include all candidates? Mr. Kanter - They invite all the candidates . Attorney Barney - Do we want to insist on Certificates of Insurance ? As the Attorney for the Town , I would prefer that Certificates of Insurance are required . TOWN BOARD PAGE 7 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6. 2000 - APPROVED - APPROVED - APPROVED ouncilman Conley - It is a public building . We are insured . If someone were to get hurt in the building , our insurance would cover it . Councilman Klein - We are protecting the insurance company by asking for the additional insurance . Attorney Barney - It would protect the cost to the Town . The primary insurance carrier would cover a fall . It would not need to go to the Town 's insurance company . Supervisor Valentino - Would it be discrimination to require a Certificate of Insurance from some groups and not others? Attorney Barney - The board could draw the line at a number. For 10 people or less , insurance is not required . It would be required for 11 people or more . Supervisor Valentino - We could set a reasonable number. Civic associations do not normally exceed 15 people . Councilman Conley - What is the capacity of the back conference room ? We should set it at that limit . upervisor Valentino - Any organization less than 25 people would need to use the back conference room . It is also difficult to decide how many people are going to show up . We could require groups f over 25 to have insurance . Mr. Kanter - How does the board determine the number of participants ? Would it be based on the number of people who attend meetings or the number of people who pay dues ? Supervisor Valentino - We would ask them to estimate how many people would be present . Agenda Item No . 7 - Approval of Southern Cayuga Lake lntermunicipaI Water Commission (SCLIWC) Salaries for Year 2001 . Mrs . Drake - The board has not received these in previous years . Civil service is requesting to see a resolution passed by this board after it is approved by Bolton Point , Supervisor Valentino - Mrs . Drake and I have worked with Mr. Tunison and Mr. Parlett . The salaries in this packet are consistent with our classification system . They have adopted our classification system . We are in compliance with Civil Service . Councilman Klein - Supervisor Valentino , have you reviewed the salaries ? ,Supervisor Valentino - Yes . Mrs . Drake and I reviewed them . We made sure they comply with the Town of Ithaca . The Bolton Point Commission reviewed them as well . TOWN BOARD PAGE 8 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Resolution No. 143 - 2001 Employee Waqes - Southern Cavuqa Lake Intermunicipal Wate Commission. WHEREAS, the Southern Cayuga Lake Intermunicipal Water Commission approved the wages for their employees as presented by their Personnel and Organization Committee at the September 7th meeting, now, therefore be it RESOLVED, the governing Town Board of the Town of Ithaca does hereby ratify the said wages for the employees of the Southern Cayuga Lake Intermunicipal Water Commission for the year 2001 as presented, and as filed in the Human Resources office. MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye, Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn; aye. Motion carried unanimously. Agenda Item No 8 - Presentation of 2001 Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC ) Tentative Budget. Supervisor Valentino - This has been worked through the committees . It is a mild budget . It does n need a fund balance . The anticipated revenues and anticipated expenses are matched . We are n using any fund balance . We have $650 , 000 of fund balance budgeted for capital projects . We coul . use the fund balance this coming year. We have a list of projects that are important for the partner to do . If we feel the joint organization is moving too slowly , we will be able to do the projects . We have in our agreement with the two potential partners that any costs we incur will be reimbursed . There is One problem we have not resolved . The 1999 funding balance of $3 , 585 ; 000 does not correspond . It is off by about $40 ; 000 from what our independent auditors show as the fund balance . This is something that we need to track down . We did not appropriate money from fund balance . It is not a lot of money . If we are coming up short , it means that our revenues are not meeting our expenses . We need to rectify it . There is something wrong with the fund balances . The estimate for December 31 , 2000 should be less . We could defer this because this is the tentative . Mr. Carvill - The employee benefit expenses have not been confirmed with Mrs . Drake . Supervisor Valentino - I would like the Town Board to defer this until the next meeting . Do we have to make this the tentative budget at this point ? Mr. Carvill - Their tentative budget has to be adopted . tOWN BOARD PAGE 9 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED pervisor Valentino - We could adopt the budget with the understanding that we need to rectify the problem with the fund balance . We need to verify the employee fringe benefits . We can adopt it with the provisions the problems are rectified in the preliminary budget . Councilwoman Russell - The personnel services on page 4 has a large gap between what is paid this year and what is paid next year. Mr. Walker - We only had to pay half of the salary this year. Mrs . Drake - Only a portion of Mr. Tunison 's salary is being paid from this fund . Councilwoman Russell - The next page has a substantial gap in the personnel services line between this year and the estimate for next year. Mrs . Drake - They have added a new position . Mr. Walker - The Plant Operator and the electrical/mechanical personnel are split up several ways . Supervisor Valentino - We need to verify the numbers with Mrs . Drake . t...�ouncilman Klein - There is a $50 , 000 line item for the East Hill tank land and design on the last age . Mr. Walker - It is a design service that is coming to the Town of Ithaca . If we have any acquisition cost from Cornell this money would be used . Councilman Klein - Is it reconstruction of a tank ? Mr. Walker - This would be a new tank to match the sister tank on Pine Tree Road . It would serve most of Cornell 's Precinct 7 area . Supervisor Valentino - Bolton Point has determined this is a Bolton Point wide benefit . It will be coming out of their budget . Resolution No. 144 - Acceptance of the Southern Ca vuqa Lake lntermunici al Water Commission Tentative Budget. WHEREAS, the Town Supervisor and the Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC) have presented the 2001 SCLIWC Tentative Budget to the Town Board for their review; and WHEREAS, the Town Board has reviewed the said 2001 SCLIWC Tentative Budget; now, therefore be it TOWN BOARD PAGE 10 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, the governing Town Board hereby adopts the 2001 SCLiWC Tentative Budge as the 2001 Preliminary SCLIWC Budget; and, be it further RESOLVED, the governing Town Board hereby requests more verification of fund balances and employee fund balances prior to the November Town Board meeting for acceptance of the Preliminary Budget to the Final Budget. iVIOVED Councilman Conley , SECONDED Supervisor Valentino . A vote on the motion resulted as follows : Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, ' aye; Councilman Niederkorn, aye. Motion carried unanimously. Agenda Item No 9 - Set Date for Public Hearing to Consider Adoption of the 2001 SCLIWC Budget. et. Supervisor Valentino - The public hearing date is set for Thursday , November 9th at 6 . 50 p . m . Resolution No 145 - Public Hearing Date Southem Cayuga Lake Intermunicipal Water Commission 2001 Budget. RESOLVED, the governing Town Board hereby authorizes and directs the Town Clerk t advertise for a public hearing to be held at the next regular meeting of the Town Board at 6:50 o 'ciocr p. m. , November 9, 2000, in order that they may consider the adoption of the 2001 Prelimina SCLIWC Budget as the 2001 SCLIWC Budget. MOVED Supervisor Valentino, SECONDED Councilwoman Grigorov. A vote on the motion resulted as follows: Supervisor Valentino, aye. Councilwoman Russell, aye,; Councilwoman Grigorov; aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye . Motion carried unanimously. Agenda Item No 10 - Renewal of Contracts for Services in the year 2001 : Supervisor Valentino - We do not have every contract . We have budgeted for the increases . We will be reimbursed for Gadabout Transportation monies from the County . Next month we will have more contracts . a . Gadabout Transportation Services Inc . Resolution No 146 Approval of Funding and Authorization to Execute Supplemental Agreement Gadabout Transportation Services, Inc. WHEREAS, Gadabout Transportation Services, Inc. provides transportation services to Tow of Ithaca residents who are 60 years of age and over and/or disabled; and OWN BOARD PAGE 11 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED WHEREAS, Gadabout Transportation Services, Inc. is requesting payment in the amount of $ 10, 446. 00 in the year 2001 to provide these services; and WHEREAS, it is necessary for the governing Town Board to approve the said payment amount and enter into a supplemental agreement with the Gadabout Transportation Services; Inc. ,to provide these said services pursuant to the agreement between the parties dated March 3, 1998; now, therefore be it RESOLVED, the governing Town Board does hereby approve the payment of $ 10, 446. 00 in the year 2001 to Gadabout Transportation Services, Inc. ; and, be it further RESOLVED, the Town Supervisor is hereby authorized and directed to execute a supplemental agreement for the year 2001 on behalf of the Town of Ithaca with Gadabout Transportation Services, Inc. , pursuant to the agreement between the parties dated March 3, 1998, MOVED Councilwoman Grigorov, SECONDED Councilman Conley. A vote on the motion resulted as follows; Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye. Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Tompkins County Society for the Prevention of Cruelty to Animals . Resolution No. 147 - Approval for 2001 Funding and Authorization to Enter Into Agreements Tompkins County Society for the Prevention of Cruelty to Animals (TCSPCA WHEREAS, the Tompkins County Society for the Prevention of Cruelty to Animals (TCSPCA) provides dog control and impoundment services, and administrates a stray cat control program for the Town of Ithaca ; and WHEREAS, the TCSPCA is requesting payment in the amount of $ 19, 924 , 00 in 2001 to provide the dog control and impoundment services; and the amount of $2, 920. 00 in 2001 to administrate the cat control program; and WHEREAS, it is necessary for the governing Town Board to approve the said payment amounts and enter into agreements with the TCSPCA to provide these said services; now, therefore be it RESOLVED, the governing Town Board does hereby approve the payment of $ 19, 924. 00 and $2, 920. 00 respectively in the year 2001 to the TCSPCA to provide dog control and impoundment services, and to administrate a stray cat control program for the Town of Ithaca; and, be it further TOWN BOARD PAGE 12 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, the Town Supervisor is hereby authorized and directed to execute agreements for the year 2001 on behalf of the Town of Ithaca with the TCSPCA upon the advice of the Attorney for the Town as to any changes or amendments that may be deemed necessary. MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley; aye; Councilman Niederkom, aye. Motion carried unanimously. c . The DeWitt Historical Society. Resolution No 148 - Approval of funding and Authorization to Execute Agreement DeWitt Historical Society of Tompkins County. WHEREAS, the DeWitt Historical Society of Tompkins County provides historical services to the Town of Ithaca; and WHEREAS, the DeWitt Historical Society of Tompkins County is requesting payment in the amount of $8, 037. 00 in 2001 to provide these services; and WHEREAS, it is necessary that the Town Board approve the said payment amount and ente. into an agreement with the DeWitt Historical Society of Tompkins County to provide these services i 2001 ; now, therefore be it RESOLVED, the governing Town Board does hereby approve the payment of up to $8, 037. 00 in the year 2001 to the DeWitt Historical Society of Tompkins County to provide historical services to the Town of Ithaca; and, be it further RESOLVED, the Town Supervisor is hereby authorized and directed to execute a supplemental agreement for the year 2001 on behalf of the Town of Ithaca with the DeWitt Historical Society of Tompkins County pursuant to the agreement between the parties dated March 3, 1998, MOVED Councilwoman Russell, SECONDED Councilman Niederkorn. A vote on the motion resulted as follows : Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye. Councilman Klein, aye, Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. OTHER BUSINESS : Supervisor Valentino - i have concerns about the sewer budget . It is a joint activity fund as with Bolton Paint . We never put it on the budget in the same way to have a public hearing . OWN BOARD PAGE 13 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED ttorney Barney - The budget for the sewer is technically a City budget . Bolton Point is a separate entity of which we are the operators . We are contracted with the City for sewer service . Supervisor Valentino - There is a rate in the budget . Mr. Walker indicated it is not a real rate in how we pay . They wanted to increase the rate of the sewer budget this year . Would we need to a have a public hearing ? Is it only needed if the increase is to our customers? Attorney Barney - We would need to have a public hearing if the rate increased to our customers . Supervisor Valentino - I looked at the sewer budget this year and saw that the City wanted to increase the amounts we are paying into it . The sewer budget is $ 1 . 7 million . We have a $2 . 2 million fund balance . We have $ 1 . 6 million for the capital projects fund that has no capital projects planned for at this point . I asked the City why we are proposing paying as partners more into the rate when we have an access balance . I did not feel I received a good answer . Larry Fabbroni commented that we would have to raise the rate when we bring in the new partners so it is better to raise it gradually . I do not see where the logic makes sense . When we bring in the new partners we know it is going to be a different rate based on the partners . The amount that is in the fund balance is going to be paid back to the original partners . We will be starting with a clean slate . It does not make sense to raise it gradually . The Town of Ithaca charges our partners $0 . 72 per 1 , 000 gallons . e charge to our own customers $2 . 20 because we have the infrastructure . 1looked at the amount of money Mr. Cafferillo indicated for interest earnings . The interest we are etting credited for is around 3 . 5 % . Mr. Carvill would not settle for 3 . 5%, 1 do not understand why 4.-L e joint entity is only getting credited with 3 . 5% . 1 am starting to feel like we are unable to get anywhere with the committee . The City wants to keep all the revenue . Councilwoman Russell - They are always trying to find ways to dig into our pockets . Supervisor Valentino - I am unable to get what I need from Mr. Cafferillo for us to feel comfortable with any budget . I would like our independent auditors audit their books . We would be able to get the numbers we need . I discussed it with Mr . Carvill . It would cost us about $4 , 000 , 1 could ask Dryden and Lansing to help pay for the audit . Councilwoman Russell - We need the basic information in order to move forward . Supervisor Valentino - We only know the amount in the allocated fund balance based on Mr. Cafferillo telling us . He does not write it down . The debt service does not show up in the budget . When we did the upgrade to the plant , Dryden and the Town decided to pay cash out of the fund balance . The City of Ithaca decided to bond and finance theirs . I do not know the breakdown that shows the Town 's fund balance and Dryden 's fund balance . It should be left out of these numbers . I also want to know how the City is paying the additional debt . I do not know where it shows up and how it is shown . Councilwoman Grigorov - Do you think the auditor could find it ? TOWN BOARD PAGE 14 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Mr. Carvill - Mr . Cafferillo has to show the numbers to an auditor . The auditor has to be able t determine where the numbers are being derived from . Councilwoman Grigorov - Could they refuse to let us do it ? Supervisor Valentino - It is public information . Mr. Carvill - It is a proposal that would have to be put before the committee . Attorney Barney - The legal answer is there is no way they could refuse an audit . We can only ask for documents that exist under Freedom of Information . Councilman Niederkorn - Do they have routine audits? Supervisor Valentino - They have an audit of their one fund . They do not have a separate audit of SJS funds . The City is using the same auditor. It is not separated out . The joint activity fund is separated out . Attorney Barney - It would be appropriate to have a meeting with Mr. Cafferillo , Mr. Carvill and Mr. Walker. Supervisor Valentino - We are at the end of our rope with this . Mr. Carvill and I have had meeting . with Mr. Cafferillo . The only way we received numbers with the Recreation Partnership was after Mf Carvill spent many hours working with the Youth Bureau to pull out numbers . The Fire Agreemer was the same way . I have been asking Mr . Cafferillo to straighten out the credit we are supposed to get . We have extended our Fire Contract for 2 years . We have not had a fire contract with them because we cannot get them to give us the numbers . I have no faith that Mr. Carvill and I can get the information we need . We cannot get details on anything . Councilman Niederkorn - Is the Mayor able to give us any information ? Supervisor Valentino - The Mayor does not know how to get passed Mr. Cafferillo . I would like to have an audit of the Joint Activity Fund . I think we can get Dryden and Lansing to help pay for it . Councilman Niederkorn - Could we write a letter to the Mayor from the Town , Dryden and Lansing ? Supervisor Valentino - We have written letters . We have detailed the information we would like . Councilwoman Grigorov - Have you requested an audit? Supervisor Valentino - No . We have requested the information in writing . Councilman Conley - The only alternative is to have an audit . TOWN BOARD PAGE 15 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Attorney Barney - It could bring a lawsuit against the Town . Councilman Niederkorn - We are supposed to be working together. Supervisor Valentino - We could approach Common Council and the Mayor. The information is going to be helpful to them and us . It will help us move forward on the agreement . We will have real numbers . City officials have trouble getting numbers from Mr. Cafferillo . Councilwoman Russell and I have a meeting with the City on Thursday . We can explain it is in everyone 's best interest to do this . Councilman Conley - It is the best thing to do . Supervisor Valentino - The City knows the problem with Mr. Cafferillo . We can explain the Town Board authorized us to get an independent auditor. Councilman Conley - This problem could jeopardize any future workings with them . Supervisor Valentino - The Mayor and others might welcome us to do the audit . Oouncilman Niederkorn - We should discuss it with the other municipalities before we approach the tRity . It would show the support . Supervisor Valentino - I would like a resolution from the board authorizing Councilwoman Russell and myself to move forward on authorization to hire an independent auditor of the SJS books . Attorney Barney - There are two issues . The first is to authorize a request to the City that the SJS books be audited . The second is to authorize Supervisor Valentino to obtain Scriabba and Walker to conduct the audit not to exceed $ 5 , 000 . Councilman Niederkorn - We could include some verbiage to reflect our frustration and attempts in the past to get the information . We have reached a point where there does not seem to be anything else to do . Councilwoman Russell - We need to include positive verbiage . Resolution loo, 149 - Other Business: City of Ithaca WHEREAS, there have been numerous requests made for the City of Ithaca to give detail figures to the other three municipalities participating in the Sewer Joint Subcommittee. NOW, THEREFORE BE IT RESOLVED, that the governing Town Board of the Town of Ithaca t ereby authorizes Supervisor Catherine Valentina and Deputy Town Supervisor Mary Russell to hire n Independent Auditor for the Sewer Joint Subcommittee for the City of Ithaca; and be it further TOWN BOARD PAGE 16 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, that the Town of Ithaca would seek Scriabba Walker, Inc. for the above services and not to exceed $5, 000. 00 for their services. MOVED Supervisor Valentino; SECONDED Councilwoman Russell. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Agenda Item No 11 - Approval Elected Officials Salaries for 2001 : Mrs . Drake - The Supervisor's Committee put together a recommendation for the Town Board . Councilman Klein - The resolution states the report of the committee . The lengthy report will be forthcoming . Mrs . Drake was able to get information from other municipalities . It was interesting to get their population size , whether they had Town managers , if the Town Supervisor's were part-time or full-time . Some towns are responsible for police departments , garbage collections , landfill , water and sewer. We have a good overview of where we stood with other townships . We did meet with Supervisor Valentino and Councilwoman Russell to discuss Supervisor and Deputy Supervisor responsibilities . The committee feels it is premature to consider a Town Manager at this time . We did not think the Town Manager would relieve the Supervisor of many duties and responsibilities The committee is recommending creating a Deputy Supervisor position appointed by the Superviso The position would get a salary that is half the rate of a Town Board member. Town Law allows th Deputy Supervisor to be an elector of the Town , not necessarily a Town Board member. It is up t the Supervisor. We felt it is desirable to have the Deputy Supervisor be a Town Board member. Supervisor Valentino - The yearly rate of 50% of the Town Board 's salary is too low . This could be one person or another position . If we could not get another person to come in and take the position , how could we ask someone who already has Town Board responsibilities to take on the extra workload at a low salary . Councilwoman Russell - I am spending much more time in the Deputy Supervisor position than I would as a Town Board member. It carries a lot of responsibilities that have increased over the years . Supervisor Valentino was looking for somebody to provide her with some relief from her duties . Meetings occur during the day . It makes it very difficult for someone to have another job . Supervisor Valentino - We might be able to find someone who is willing to fill in and go to meetings . They might be willing to take the wage . Councilman Niederkorn - Would the Supervisor determine the responsibilities of the Deputy Supervisor? Supervisor Valentino - We would need to do a job description . I would be looking to have the Depubr. Supervisor be appointed to the Joint Sewer Committee . The same City Representatives do nc always attend the meetings . We do not have continuity . There are budget items and bi , OWN BOARD PAGE 17 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED , esponsibilities for the Town of Ithaca . It is hard for me to cover everything . I would be looking for the Deputy Supervisor to take a bigger role . They would be Chair of the Records Management Committee . There would be more administrative responsibilities for that committee . I do not have the time to spend on the committee . The position would take more responsibility for the Capital Projects Committee . I have been helping to formulate the committee , but I do not have the time to spend on the committee . The Deputy Supervisor could use the extra workstation . It would allow them to be in the building during the week . I could confer with them on many issues , We cannot ask someone to do a large workload for a low wage . Councilman Niederkorn - Did Supervisor Valentino recommend $6 , 000 ? Supervisor Valentino - It would be the starting point . It was put in the budget for a cap this year. I did not say more or less . Councilwoman Grigorov - I thought that it had to be less . We could not increase it . Supervisor Valentino - The board could accept the amount or decrease it . Attorney Barney - The amount could not increased after the appointment . Once someone is appointed for the year the salary could not increase . Conley - The feeling of the committee was that we want to make this right now . touncilman upervisor Valentino - Would it be the starting salary now , or starting with the year 2001 ? Attorney Barney - It would start January 15t , 2001 . Councilman Conley - We wanted to make sure we had the figure right . The committee was in strong support of having the right figure . We recognized the need for the position . Supervisor Valentino - We do not need to decide on the salary tonight . Councilwoman Grigorov - We never tried to pay board members by how many hours they spend . Supervisor Valentino - The Deputy Supervisor is a separate position and separate line item from Town Board members . Councilman Klein - The committee discussed if the Deputy Supervisor was not a Town Board member. It would be hard to find someone for $3 , 000 a year. If it is a non -elected official , could we correct the salary during the year? ,Attorney Barney - It would be fixed for the year. Councilman Klein - We create positions during the year. We abolish positions during the year. TOWN BOARD PAGE 18 P OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Attorney Barney - Public Office positions are appointed for a period of time . This position would b appointed in the beginning of the year and would not change during the course of the appointment . Councilman Klein - The committee thought it would not likely happen that we would have a Deputy Supervisor that was not a Town Board member. The resolution is accurate in the sense that the committee said 50% . We can make any changes . We could have a formula to determine the salary . Supervisor Valentino - I would like to set a minimum salary for the position . We are creating a position . I would like to have minimum standards . Councilman Klein - If it is a board member, it could be a percentage of the board 's salary . Councilwoman Russell - I do not know if they are very many board members who are willing to put in the extra time . In order to give Supervisor Valentino the relief she needs , I would need to work a half-time position . Councilman Conley - The committee was talking about a position without taking into consideration that we are talking about a board member taking the position . Supervisor Valentino - We need to think of it as one person chairing two jobs . The board member ic being paid for the board member position . The person would also be paid for being the Deput , Supervisor. They have another job description and position that is part-time . Councilman Niederkorn - We could set the salary at a rate not to exceed 100% of the yearly salary of a Town Board member. It could be the same amount . We need the position . Mrs . Drake - It was my understanding the board would want to accept the resolution as a recommendation and then pass a separate resolution for the salary . Councilman Klein - The committee made a recommendation . We cannot change the recommendation of the committee . Attorney Barney - The Town Board needs to adopt the resolution . The Town Board could accept the recommendation subject to modifications of the salary . The board could then pass a separate resolution for the salary of the Deputy Supervisor. Councilman Klein - The resolution is factual . The " Whereas " are what the committee recommended . We could change the " Resolved " . Attorney Barney - It could be changed to , " Resolved , the Town Board does hereby accept the recommendation presented by the Supervisor's Committee subject to the following modifications " . " It is further Resolved that the salary for the position for the Deputy Town Supervisor be set in th - budget line item . " OWN BOARD PAGE 19 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED upervisor Valentino - We need to decide on a salary . We are approving the Elected Officials salaries for 2001 . We need to approve the salaries of the Supervisor and Town Board . Councilman Conley - The salary of the Supervisor and Town Board are low compared to other municipalities . Supervisor Valentino - What would the salary of the Town Board be at a 6 . 4 % increase ? Mrs . Drake - Their salary would be $6 , 860 . Supervisor Valentino - We could set the Deputy Supervisor's salary not to exceed $6 , 860 . Attorney Barney - The fourth " Whereas " needs to be amended to state " removed " in place of relinquish . This resolution is for the salary of the Deputy Supervisor. It does not include their salary as a Town Board member. We need to include ; " In addition to any other enumeration earned by said individual as a Town Board member. " Councilwoman Russell - Are we accepting the committee 's recommendation ? Attorney Barney - Yes . Councilman Conley - If we pass this resolution , we need to appoint a Deputy Supervisor. The Deputy Supervisor may or may not be a Town Board Member. We can set a salary depending on the circumstance . We need to compensate the Deputy Supervisor for relieving some of the duties of the Supervisor. Supervisor Valentino - I do not think that we should look at the position as relieving pressure from my position . The committee did a good job of reviewing this and saying there is additional need . We are trying to achieve the goals of the Town of Ithaca . It is difficult for me to accomplish all the things we want to do . There are not enough hours for the Supervisor to accomplish everything . I would like this position to accomplish the goals of the Town that the board has determined . Councilman Conley - How do we compensate ? Supervisor Valentino - Councilwoman Russell feels it is not enough compensation to take on the additional responsibilities . We are creating a new position without a real job description . We do not know how much the job needs . Councilman Niederkorn - Do we need to have a job description before we can act on this rationally? Supervisor Valentino - We could defer the matter. Attorney Barney - The board could accept the recommendation , but without the salary limitation . TOWN BOARD PAGE 20 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Mr. Carvill - I have to have a dollar amount for the line item in the Preliminary Budget . Attorney Barney - The dollar amount can change between now and the Preliminary Budget . Supervisor Valentino - We can increase the salary amount before we do the Final Budget . Attorney Barney - The resolution does not need to include the salary . The salary needs to be in the tentative budget . Supervisor Valentino - The only problem with the resolution is the " Whereas " regarding the salary to be 50% of a board members salary . Attorney Barney - The additional language indicates the board is accepting the resolution as a recommendation . The last resolved could state , " except for the salary recommendations" . The last " Whereas " is confusing . is the committee recommending a Town Board member hold the position ? Councilman Klein - Yes . It is the recommendation . Supervisor Valentino - I understand the recommendation . The committee is recommending it to be a Town Board member, but legally it could be a Town of Ithaca resident . Attorney Barney - The language should be changed to , "The Committee is recommending the Deput Supervisor be a Town Board member, recognizing that the law permits any elector to serve as Deputy Supervisor" . Resolution No. 150 - Acceptance of the Town Su ervisor Review Committee 's Recommendation . WHEREAS, The Town Supervisor Review Committee has reviewed the position of the Town Supervisor and idea of creating and appointing a Town Administrator, and WHEREAS, the said committee has reviewed other towns which have full time Town Supervisors; Town Administrators and paid Deputy Town Supervisors for a comparison ; and WHEREAS, the said committee recommends that the Town of Ithaca Town Supervisor should be a full time position at a minimum of 30 hours per week with full time employee status benefits; and WHEREAS, the said committee recommends not creating and appointing a Town Administrator or Manager at this time, since it would not remove any large amount of responsibility from the Town Supervisor as desired,4 and WHEREAS, the said committee recommends the Town Supervisor appoint a Deputy Towr Supervisor to aid in the workload of the position; and OWN BOARD PAGE 21 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED WHEREAS, the said committee recommends the Deputy Town Supervisor be paid a set salary for the yearly appointment at a rate of 50 % of the yearly salary for a Town Board Member in addition to any other remuneration earned by said individual in any other capacity at the town; and WHEREAS, the said committee recommends the Deputy Town Supervisor be a Town Board Member, recognizing the person may be any elector of the Town of Ithaca; now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby accept the recommendation presented by the Town Supervisor Review Committee, and will take into consideration the committees recommendations for the calendar year of 2001 , except for the salary recommendations for the Deputy Town Supervisor. MOVED Councilman Niederkorn, SECONDED Supervisor Valentino. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye: Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Councilwoman Russell - The Deputy Town Supervisor should not be included in the elected officials resolution . It is not an elected position . t upervisor Valentino - I asked Mrs . Drake to determine the salary at a 3 . 1 % increase and 6 . 4% crease . We need to try and increase the salaries of the Town Board , Justices ; Planning Board and oning Board of Appeals . We prefer giving the 6 . 4% increase . Mrs . Drake - The Supervisor's salary with a 6 . 4% increase would be $32 , 550 . The Town Board members salary would be $6 , 860 . The Town Justices salary would be $ 13 , 100 . We would have a small incremental increase for the Planning Board and Zoning Board of Appeals . Supervisor Valentino - I like to be consistent with the increases . Councilman Niederkorn - Where did the 6 . 4 % increase come from ? Supervisor Valentino - We looked at the salary pool for the adjustments we make using our classification system . We looked at the percentage . This year the percentage was 6 . 4% . Some employees are getting more . Some employees are getting less . Councilman Niederkorn - I am concerned the residents might be critical of us for taking an increase that is twice the cost of living . Councilman Conley - The Town of Ithaca has a lower wage than other towns . Supervisor Valentino - We want to do reasonable percentage raises based on reality . It would not be more than what we are giving to our employees . It would not be less than the cost of living . If we do it incrementally each year, then we are not faced with making $ 10 , 000 to $ 15 , 000 adjustments to TOWN BOARD PAGE 22 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED wages . We are not raising our salaries higher than our salary pool . We ,can show how we compare with other towns . Resolution No. 151 - 2001 Proposed Elected Officials Salaries. WHEREAS, the governing Town Board of the Town of Ithaca has reviewed the proposed salaries, indicated below, for the elected officials for the year 2001 ; now, therefore be it RESOLVED, the governing Town Board of the Town of Ithaca does hereby approve the said proposed salaries for the elected officials for the year 2001 ; and be it further RESOLVED, the Town Clerk is hereby authorized and directed to publish the said proposed salaries as required by Section 108 of the Town Law. SUPERVISOR $32, 550. 00 (Paid Biweekly) TOWN BOARD MEMBERS (6) $ 6, 860. 00 Each (Paid Quarterly) TOWN JUSTICES ' (2) $ 13, 100. 00 Each (Paid Biweekly) MOVED Councilman Klein, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell; aye; Councilwoman Grigorov, ay Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carrie unanimously. Agenda Item No 12 - Approval of Employee Salaries for 2001 . Supervisor Valentino - Some employees have higher increments because the department heads felt those employees were doing extra work . There were a few that received lower than their classification should be . Their department heads felt they were not doing as much as they should do . They are in the range of our classification system . Mrs . Drake - The Deputy Supervisor's salary is listed as $6 , 000 . Councilman Klein - Salaries can be changed . The elected officials cannot be higher than what is approved tonight . Supervisor Valentino - We have been working for 6 years to get the employees job in balance and their wages comparable . We try to be competitive . There is no change in classification or upgrades . Resolution No 152 - Approval of Year 2001 Employee 's Wages Town of Ithaca . WHEREAS, the governing Town Board of the Town of Ithaca has reviewed the proposed wages for the Town of Ithaca employees for the year 2001 as presented by the Town Superviso now, therefore be it OWN BOARD PAGE 23 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, the governing Town Board of the Town of Ithaca does hereby approve the said wages for the employees for the year 2001 as presented by the Town Supervisor, and as filed in the Human Resources Office. MOVED Councilman Niederkorn, SECONDED Councilwoman Grigorov. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. Agenda Item No. 13 - Employee Health Insurance Proposals for Year 2001 . Mrs . Drake - I have listed the monthly rate quotes for 2001 . Univera is changing their plan . They are going to the three -tier option . The first option is the regular HMO . The second tier is self- referral to any network provider and the employee pays the co-pay. This co-pay would be $20 . Option 3 allows patients to go out of the network , Univera would reimburse you . We would need to fill in a claim form . There is a deductible and co - insurance . It is allowing participants to choose coverage and whom they want to go to . We have always had a cap zip code restriction . If your zip code was listed within the cap area , you had to choose a primary care provider in the directory under the cap . This structure will eliminate the ap zip code restriction . Any of our employees should be able to use Univera at this point . here have been a few changes . The out patient surgical services now have a $ 10 co- pay . The x- rays were paid 100% . The employee will now have to pay a $ 10 co - pay . The ambulance coverage has a co-pay of $35 . 1 have had two prescription plans quoted for us . The first plan has a $ 5 generic co- pay, $ 15 co-pay for a formulary drug or preferred drug . It is $35 for a non - preferred drug . Many insurance companies are going to the three -tier drug system . The third tier is drugs that have not had complete testing and have not been on the market for a long period of time . They are going to cover non - preferred drugs at higher co- pay . We are presently paying $5 , $20 , and $35 co- pays . If we were to choose $ 5 , $ 15 ; and $35 co -pays there would be a 9 % increase . If we choose the second drug rider it would be an 11 % increase . I need the board to determine which drug rider we prefer . Supervisor Valentino - What did we include in the budget ? Mrs , Drake - They had originally given me higher quotes . The better prescription plan is lower than the original quote . Councilman Klein - It states the preliminary is subject to change . TOWN BOARD PAGE 24 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Mrs . Drake - This is what we are going to accept . In the past , we have run our open enrollment . Ir December , the Town Board decides what percentage the Town will cover. There are a lot of changes that have happened in the plan for next year. We have meetings set up for open enrollment . Councilman Klein - What would be the net savings to the Town ? Mrs . Drake - We would be saving about $ 12 , 000 a year if we were to choose the higher co-pay . Councilman Klein - I would like the higher co-pay . Mrs . Drake - In the resolution we need to include the amount of $238 . 23 for individual policies and $635 . 71 for family coverage . We are still paying 100% of the premiums for the employees , I do not know if it should be referred to the Personnel Committee . We need to make a decision if we are going to pay 100% up to a certain dollar amount or if we are going to look at it every year . Supervisor Valentino - We are able to pay 100% right now . I do not want to arbitrarily say that we are only going to pay so much . There needs to be some justification . Councilman Klein - Sometimes higher deductibles are introduced . The premium would be paid . I order to modify the premium increases , you start excepting higher deductibles . We are locked int the fact that a couple without children still has to pay the family rate instead of two individual rates . Some plans have single , couple , and family . Mrs . Drake - We have looked at that for the Town of Ithaca . They shift the costs . The single would be paying slightly more and the family would be paying slightly less . It is a saving at this point for the Town to remain with a two-tier system . Resolution No. 153 - Consider Approval. ,of 2001 Univera Health Care Health Insurance Contract. WHEREAS, the Town Board of the Town of Ithaca wishes to enter into an agreement with Univera Health Care, to provide health insurance for certain Town of Ithaca employees; elected officials and retirees; and WHEREAS, the Town Board has discussed the coverage and the premium increase as outlined by the quote for 2001 ; now therefore be it RESOLVED, the Town Board of the Town of Ithaca does hereby authorise, and direct the Town Supervisor to enter into an agreement with Univera Health Care to provide health coverage for Town of Ithaca employees, elected officials, and retirees upon the advice of the Attorney for the Town and the Human Resources Specialist; and be it further OWN BOARD PAGE 25 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, the Town of Ithaca shall pay 100 % of the monthly health insurance premiums for full time employees at the rate of $238. 23 for individual coverage and $635. 71 for family coverage. Elected Officials, part time employees, and retirees shall contribute based on the percentages described in the Town 's Personnel Manual. MOVED Councilman Klein . SECONDED Councilwoman Russell. A vote on the motion resulted as follows: Supervisor Valentino, aye: Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. Agenda Item No. 14 - PRESENTATION : 2001 Town of Ithaca Tentative Budget. Mr. Carvill — The most important piece to the budget is the prelude to the budget . Have we budgeted well ? Have we come out of 1999 and 2000 well ? Are we going into 2001 in an effective and efficient manner? Can we fiscally afford the changes , which are presented in the Tentative Budget? This information is in the worksheets , The Review of Fund Balance . It is extremely critical when putting the budget together. We need to review the available fund balance . The worksheet takes a snapshot of where we stand at this point at this time of year. It takes into consideration "What if" we had expended all of the money in the year 2000 that remains to be spent . t gives us a bird ' s eye view of the year-end in 2000 . The fund balance is critical to any ensuing year' s budget . It is also critical during the year. This tells us that we are going into the New Year able to spend $530 , 000 . This money is uncommitted , unappropriated and available . It is cash saving . We derive our tax rate from our assessed valuation . We fund some of it to inflate or deflate the budget . It has an impact of inflating , deflating or keeping the tax rate the same . It is our desire to keep the tax rate the same . It has been our initial approach . How much of our available fund balance can we take away from ending this year to achieve that goal ? We have available to us $530 , 000 . We are maintaining the same tax rate . We have taken away approximately 1 % of the available fund balance . It also tells us that after we have committed the money , we in a safe preserve level . Once we commit to the budget and enter into the year 2001 , we would have money readily available if need be . It provides us with a ratio to expense and budget for preserving 18 or 19% of the next year' s budget . Every week this will give us a rhythm of where we stand . The board does not have to have the pressure of reaching into the fund balance . This is the most important part of the budget . This is not just to preserve the tax rate . It ensures that once the tax rate is set , the operations of the Town have been met . We have adequate funding . Once the budget is adopted the Town is being managed well . We are in safe territory . Councilwoman Russell — Why is the sewer fund so high ? Mr. Walker — We have deferred some costs . We have been waiting on some projects . The City feels we owe them more money on some of the transportation cost . TOWN BOARD PAGE 26 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Supervisor Valentino - We have sewer projects planned for next year. The joint fund with the Cit has $ 1 . 6 million set aside for capital projects . We do not have capital projects budgeted . Mr . Carvill — We have been looking at sales tax . We did a review of the past 7 year' s cash receipts . The Town should appreciate sales tax of $ 1 . 9 million . We do not know if the County is going to eliminate sales tax on clothing . We do not want to overestimate the revenue . We pulled out $80 , 000 . If we do not get the sales tax , we have anticipated the expenditures and tax rate to cushion for it . In the year 2002 , we have earned an extra $80 , 000 in our accumulative fund balance . We are looking beyond 2001 . Supervisor Valentino — The sales tax is always a worry . We do not know . People could stop buying things , and the economy could turn around . We try to be conservative when estimating sales tax . Mr. Carvill — The sales tax has been appropriated in the general Townwide , general Part-town and Highway funds . Highway is 100% funded by sales tax revenue . Sales tax has supported parks in the general Townwide fund . The remainder of sales tax supports the general Part-town fund . The fire tax is the same rate as last year . Supervisor Valentino — I called Mr. Cafferillo to check on the number for Fire Department . The Mayor had included the zero increase and 2% decrease in the budget . Mr. Cafferillo said we would be safe using the same number as last year. Councilwoman Russell — Is the Recreation Fund under A7320 . 41 ? If so , I do not understand th amount . Mr. Carvill — The Recreation Partnership is a combination of 3 funds . Fund A7320 . 41 is the first line . We have $ 100 , 000 for the City . Fund A7324 . 16 has $46 , 250 that goes to the County. The combination is equal to the same amount of money we paid to the City for the 2000 . It is contracted this time . The consultant is the agreed portion that we will pay over to the County , Councilwoman Russell — We are putting aside money for the PDR program and parks , Mr. Carvill — It is located on Page 8 of the Townwide under Town Parks . The Parks and Open Space program has committed $25 , 000 to be moved at the board ' s discretion . Supervisor Valentino — How much money do we have for the Hannah Pew trail ? Mr. Kanter — We have about $ 165 , 000 in a State grant . We are paying 30% of the total project . Supervisor Valentino — We will be getting $205 , 000 for the Maple Avenue project , We are doing well with the Parks and Open Space program . Mr. Kanter — If the board authorizes the $25 ; 000 transfer to the PDR fund it will give us about. $ 110 , 000 . OWN BOARD PAGE 27 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED ouncilwoman Russell — How much of that have we been able to set aside during this budget ? Mr. Carvill — We have accumulated $83 , 000 . Supervisor Valentino — I do not think we need to transfer more money at this point . Mr. Kanter — If something were to come up , we could come back before the board . Councilwoman Russell — On Page 4 of the Sewer Fund , I do not understand the charges for sewer rents . Mr. Carvill — Sewer rents are metered consumption . Supervisor Valentino — It is the amount of money we generate from the quarterly bills . Mr. Carvill — The revenue that is being raised from water and sewer benefit are exceeding our debt . We should be doing the debt difference between the budgeted debt and the benefit assessment . We will get it from the taxes . It ensures the payment of debt . The portion should be going into reserve . It is part of the capital budgeting . For the last 10 years it has been accumulating . This is where part of the sewer money has been coming from . It has been sitting in operations . It is not supposed to be sitting in operations . It should be in reserve accounts so that we do not have to go to debt for nfrastructure . Supervisor Valentino — We were worried that we might have lowered the water and sewer benefit assessment too much . We did not . We are accumulating more money than what our debt is . We have been doing a good job with it . Councilman Klein — The utility costs for Town Hall have been significantly increased . I assume it is an estimate . There is some money budgeted for exterior building work . Is the exterior work painting the windows? Supervisor Valentino — Yes . It will be painting the trim . Councilman Klein — Is it enough to cover the costs ? Have we received tentative quotes ? Mr. Walker — If we spend that amount of money each year we will be on a 5 to 10 year maintenance cycle . It is adequate to cover the window trim . I estimated $8 , 000 for the window trim . We might be able to get a better cost . Councilman Klein — Do we have any additional costs? Do we have an elevator maintenance contract ? Mr. Walker — There will be some costs . We are warranted for the elevator until September. We put money into the budget for Town Hall . TOWN BOARD PAGE 28 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - /NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Councilman Klein — How long is the elevator maintenance contract? Mr. Walker — They have just approved the elevator. It is a one year maintenance contract . It will be about $ 1500 per year. Councilman Klein — Have we included a capital fund for the Highway Garage ? Mr. Noteboom — We have set aside money the last few years for construction improvements . Supervisor Valentino — We need to start a capital fund at some point Councilman Klein — We could use the money to hire design services next year. Supervisor Valentino — We will need a resolution at some point to close out the account and move the funds . Mr . Carvill — Historically the board has set money aside in a line item called construction improvement . It has never been expended . We budget $50 , 000 , but we do not touch it . It goes back into the fund balance . It is not accumulating in a reserve fund . It is accumulating in the fund balance . Councilman Klein — This year we have not appropriated $50 , 000 . Councilwoman Russell — Should we be moving the money into a reserve fund ? Councilman Klein — We could make a budget transfer this year. Mr. Carvill — The board has not set up a reserve . It will be moved to a capital project fund when the board decides it would like to build . Until such time , it stays in the general fund , but restricted in a separate savings account and away from the operating fund . The board needs to take the action to move the cash . Councilman Klein — Would moving the $ 50 , 000 lower the tentative fund balance ? Supervisor Valentino This y is a very conservative number . If we do not spend everything that is budgeted we will have more money . Councilman Klein — There would not be a problem moving it from the Townwide budget to the Highway budget . Supervisor Valentino — We are unable to move from the Highway budget to the Townwide budget . OWN BOARD PAGE 29 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED genda Item No. 15 — Set Public Hearing Dates to Consider the 2001 Assessment Rolls for Special Benefited Areas , Supervisor Valentino — We set these public hearings at one minute intervals . The public hearings will be held Thursday , November 9 , 2000 6 : 55 p . m . to 7 : 05 p . m . Resolution No. 154 - Public Hearing Dates Special Benefit Districts. BE IT RESOLVED, the Town Clerk is hereby authorized and directed to advertise for Public Hearings to be held at the next regular meeting of the Town Board on November 9, 2000, at the following times, for the consideration of the following 2001 Assessment Rolls for Special Benefit Districts: 6:55 p. m. - Forest Home Lighting District 6:56 p. m, - Glenside Lighting District 6:57 p. m. - Renwick Heights Lighting District 6:58 p. m, - Eastwood Commons Lighting District 6:59 p. m. - Clover Lane Lighting District 7: 00 p. m. - Winners Circle Lighting District 7:01 p. m. - Burleigh Drive Lighting District 7:02 p. m. - !Nest Haven Road Lighting District 7: 03 p. m. - Coddington Road Lighting District 704 p. m. - Water Improvement Benefit District 7:05 p. m. - Sewer Improvement Benefit District MOVED Councilman Klein, SECONDED Councilwoman Russell. A vote on the motion resulted as follows: Supervisor Valentino, aye, Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn , aye. Motion carried unanimously. Agenda Item No . 16 — Set Public Hearing Date to Consider Adoption of the 2001 Town of Ithaca Budget• Supervisor Valentino — The public hearing is set for Thursday , November 9 , 2000 at 7 : 10 p . m . Resolution No. 155 - Public Hearing Date - Town of Ithaca 2001 Budget WHEREAS, the Town Supervisor and the Budget Officer have presented the 2001 Town of Ithaca Tentative Budget to the Town Board for their review; and WHEREAS, the Town Board has reviewed the said 2001 Town of Ithaca Tentative Budget; NO War THEREFORE, be it TOWN BOARD PAGE 30 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, the governing Town Board hereby adopts the 2001 Town of Ithaca Tentative Budget as the 2001 Preliminary Town of Ithaca Budget; and be it further RESOLVED, the governing Town Board hereby authorizes and directs the Town Clerk to advertise for a public hearing to be held at the next regular meeting of the Town Board at 7: 10 o 'clock p. m. , November 9, 2000, in order that they may consider the adoption of the 2001 Preliminary Town of Ithaca Budget as the 2000 Town of Ithaca Final Budget. MOVED Councilman Klein, SECONDED Supervisor Valentino. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye, Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Agenda Item No 17 — Resolution Authorizing a Transfer of Funds to the Parks & Open Space Reserve . Supervisor Valentino — The board discussed transferring $25 , 000 to the Parks and Open Space Reserve . Resolution No. 156 - AUTHORIZATION TO TRANSFER FUNDS "PARKS AND OPEN SPAG RESERVE ". WHEREAS, this governing Town Board appropriated $25, 000 in the 2000 Budget in the General Townwide Fund for the purpose of funding the existing "Parks and Open Space Cash Reserve "; now, therefore be it RESOLVED, this governing Town Board hereby authorizes and directs the Town Supervisor and Town Budget Officer to record any and all budgetary transactions, and deposit the appropriated sum of $25, 000 to the "Parks and Open Space Reserve ". MOVED Supervisor Valentino; SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell; aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. A ends I#em No . 18 — Adoption of Resolution Related to State Assistance Under the Environmental Conserva#ion I_aw , Article 56 , Title 3 , for the Joint Sewer Project. Supervisor Valentino — This is the next phase of the Bond Act money for the sewer. It is the same resolution that we passed for the first phase . This additional funding is for $6 , 384 , 500 . This is a lower amount than what were asking for . We had interesting discussions about the real breakthroughs in technology for removing phosphorous . The first phase was for almost $ 3 million Due to improved methods , they were able to lower the number to $ 1 , 152 , 000 . Cayuga Heights is n OWN BOARD PAGE 31 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED hrilled about doing the project . They do not care if they get the funding . If they do not get the grant funding , they are not going to do phosphorous removal . Resolution No. 157 - 1996 Clean Water / Clean Air Bond Act — Title 3 Section 56- 0303 Water Quality Improvement Projects and Environmental Protection Fund Article 17- 14 Environmental Conservation Law; Performance Partnership Grants Public Law 104- 134 Nonagricultural Nonpoint Source Proiects Municipal Resolution. Resolution authorizing the items listed below pursuant to the Clean Water / Clean Air Bond Act of 1996. WHEREAS, the governing Town Board of the Town of Ithaca herein called the , "Municipality", after thorough consideration of the various aspects of the problem and study of available data , has hereby determined that certain work, as described in its application and attachments, herein called the "Project,", is desirable, is in the public interest, and is required in order to implement the Project; and WHEREAS! Article 56 of the Environmental Conservation Law authorizes State assistance to municipalities for water quality improvement projects by means of a contract and the Municipality deems it to be in the public interest and benefits under this law to enter into a contract therewith; NOW, THEREFORE, BE IT RESOLVED, that the governing Town Board of the Town of Ithaca : 1 . That the Town of Ithaca Town Supervisor, Catherine Valentino, or such person 's successor in office, is the representative authorized to act in behalf of the Municipality's governing body in all matters related to State assistance under ECL Article 56, Title 3. The representative is also authorized to make application, execute the State Assistance Contract. submit Project documentation, and otherwise act for the Municipality's governing body in all matters related to the Project and to State assistance; 2. That the Municipality agrees that it will fund its portion of the cost of the Project and that funds will be available to initiate the Project's field work within twelve ( 12) months of written approval of its application by the Department of Environmental Conservation , 3. That one ( 1) certified copy of this Resolution be prepared and sent to the Albany office of the New York State Department of Environmental Conservation together with the Application for State Assistance Programs; 4. That this Resolution take effect immediately. MOVED Councilman Conley, SECONDED Councilwoman Russell. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; TOWN BOARD PAGE 32 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carrie unanimously. Agenda Item No . 19 — Consent Items . Councilman Klein — I would like to discuss the Town of Ithaca Warrants . Mrs . Drake — The two additional agenda items are consent items . Mr . Kanter — We offered Susan Ritter the promotion to the Assistant Town Planner position . She accepted the position . We then offered Michael Smith , currently Planner, the position of Environmental Planner. Mr. Smith accepted the position . We now have a vacant Planner position . We will start advertising for a new Planner . Resolution No 's: 158 (a) — 158 (l) - Consent Agenda Items, BE IT RESOLVED, the governing Town Board of the Town of Ithaca hereby approves and/or adopts the resolutions for Consent Agenda Items No. 19 (a) and 19 (c) - 19 (k) as presented on the individual resolution . Consent Agenda Item No. 19 (b) will be considered separately. MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted a follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, ay Councilman Klein, aye, Councilman Conley, aye; Councilman Niederkom, aye. Motion carrie unanimously. a . Town Board Minutes — 9111 /00 Resolution No 158 (a) - Approval of Town Board Minutes. WHEREAS, the Town Clerk has presented the Town Board Meeting Minutes for the regular meeting held on September 11 , 2000 to the Town Board for their review and approval; and WHEREAS. the Town Board has reviewed the minutes for the said meeting; now, therefore be it RESOLVED, the governing Town Board does hereby approve and adopt the minutes as presented for the special meeting held on September 11 , 2000 as the official minutes for the said meeting. OWN BOARD PAGE 33 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED t OVED Councilman Niederkorn, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye. Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. c . SCLIWC Warrants Resolution No, 158 (b) - Approval (SCLIWC) Vouchers. 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 payment of the said vouchers. Operating Fund Vouchers: No. 536 - 592 $ 109, 269. 38 MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. d . Appointment Part Time Planning Intern Resolution No. 158 ( c ) - Authorization to Hire Temporary Part-time Planning Intern WHEREAS, the Director of Planning has recognized the need for additional staff support for the Planning Department during the Fall of 2000, and WHEREAS, the Planning Department has budgeted funds to cover the cost of having student interns and has traditionally hired temporary interns to provide them with valuable work experience while the Town of Ithaca has received valuable technical support from the interns, and WHEREAS, Nipawan Nitiprapa is a graduate student in Cornell University's Master of Regional Planning Program, has been assessed as possessing the qualifications necessary for appointment to this temporary, part- time intern position, and successfully completed an internship with the Planning Department during Summer 2000, NOW, THEREFORE, BE IT TOWN BOARD PAGE 34 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, that the Town Board of the Town of Ithaca authorizes the Director of Planning to hire Nipawan Nitiprapa as a temporary, part-time Planning Intem, to begin on September 25, 2000 through December 1 , 2000 at an hourly rate of $9. 00 based on approximately 15 hours per week. The total is not to exceed $ 1 , 400. 00 and will be charged to Account #68020. 110. Benefits are limited to the temporary, part-time status of this position. MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. e . Appointment Regular Laborer Resolution No . 158 d - A ointment of Hi 7hwaZ Laborer. WHEREAS, there is presently a vacancy in the Highway Department for a full time Laborer; and WHEREAS, Henry Eighmey has been working for the Highway Department as a seasonal laborer for the past two summers; and WHEREAS, the Highway Superintendent has determined that Henry Eighmey possesses th necessary knowledge and skills to satisfactorily perform the duties of a Laborer, and the Highwa Superintendent makes the recommendation for appointment; now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby approve the regular appointment of Henry Eighmey as a full time Laborer for the Highway Department, effective October 2, 2000; and be it further RESOLVED, this is a forty (40) hours a week position, at the hourly wage of $9. 50, which is an estimated annual salary of $ 19, 760, in Job Classification `D", with full time benefits; and be it further RESOLVED, if Mr. Eighmey successfully completes the mandatory twenty-six (26) week probationary period, there will no further action required by the Town Board. MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted as follows : Supervisor Valentino, aye; Councilwoman Russell; aye; Councilwoman Grigorov; aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye . Motion carried unanimously. t. Appointment Dart Time Laborer Resolution Now 158 le) - Appointment of Part-time Laborer. OWN BOARD PAGE 35 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED WHEREAS, Carl J. Valentino has been working for the Town Clerk 's Department through the Tompkins County Youth Bureau for the past year as a part time employee, and WHEREAS, Mr. Valentino will not be able to continue working through the said Youth Bureau program for the number of hours the Town would like to have him work; and WHEREAS, there is a vacant Laborer position available at the Town; now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby approve the regular appointment of Carl J. Valentino as a part time Laborer for the Town Clerk's Department, retroactive to September 111 2000; and be it further RESOLVED, this is a part time position of not more than fifteen ( 15) hours a week, at the hourly wage of ?8. 00, in Job Classification "D ', with the applicable part time benefits; and be it further RESOLVED, if Mr. Valentino successfully completes the mandatory twenty-six (26) week . probationary period, there will be no further action required by the Town Board. MOVED Councilman Niederkorn , SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; ouncilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried nanimously. g . Approval Employment Extension of Part Time Typist Resolution No. 158 (f) - Approval of Employment Extension of Part Time Typist WHEREAS, the Town Board of the Town of Ithaca passed Resolution # 108 on July 10, 2000 abolishing the two part time Typist positions for the Justices, effective August 12, 2000; and WHEREAS, Justice Bordoni has requested to keep his part time Typist employed for a longer period of time, due to the training of his new Court Clerk; now, therefore; be it RESOLVED, the governing Town Board of the Town of Ithaca does hereby approve the extension of employment for Catherine Wall, part time Typist, until October 21 , 2000; and be it further RESOLVED, that there will be no change in her hourly wage or benefits, and Ms. Wall will continue to be paid from account A 1114. 100. TOWN BOARD PAGE 36 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED MOVED Councilman Niederkor, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. h . Authorization of Payment — Training Hours Resolution Na 158 (g) - Authorization of Payment for Traininq Hours. WHEREAS, Cindy Wasleff was appointed by Judge Bordoni and the Town Board on July 10, 2000, as a Court Clerk; and WHEREAS, Mrs. Wasleff was appointed as an exempt employee with an annual salary of $ 16, 250, which was based on an estimated 25 hours per week schedule; and WHEREAS, Mrs. Wasleff has, and will work several hours past this estimated 25 hours every week due to training offered through other Town of Ithaca staff, a TC3 course, and two seminars offered by the New York State Association of Magistrates. Therefore, Mrs. Wasleff will have over 108 hours of training completed by the end of the year; now, therefore, be it RESOLVED, the goveming Town Board of the Town of Ithaca hereby authorizes payment t Cindy Wasleff, Court Clerk, of $ 1 , 350 for the said training hours, to be paid from account A1110. 10 and be it further RESOLVED, the said amount shall be paid in equal installments of $225 over the next six (6) pay periods, beginning October 13, 2000 and ending on December 22, 2000; and be it further RESOLVED, this payment shall in no way be considered an addition to her set annual salary, change her exempt status under the Fair Labor Standards Act or change her benefits status. MOVED Councilman Niederkom, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell; aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. i . Approval Attendance Planning Federation Annual Conference Resolution Na 158 (h ) Approval for Zoninq Board Members to Attend New York Planning Federation Annual Conference . WHEREAS, the New York Planning Federation (NYPF) is holding its 2000 Annual Conference from October 15th through October 18th, 2000, in Ellenville , New York, which provides program OWN BOARD PAGE 37 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED and workshops on a number of current planning and zoning topics and basic training for planning and zoning board members, and WHEREAS, it will be beneficial to the Town to send two members of the Zoning Board of Appeals to this program; and WHEREAS, the current BuiidinglZoning Department budget includes sufficient funds for this purpose; now, therefore be it RESOLVED, that the Town Board of the Town of Ithaca does hereby approve the attendance of David Stotz, Chair Zoning Board of Appeals and Kirk Sigel, member of the Zoning Board of Appeals, at the NYPF 2000 Annual Conference from October 15th through October 18th, 2000, at a total cost not to exceed $600. 00, which includes registration, accommodations with meals, mileage reimbursement, and other travel expenses, charged to Account 68010. 403. MOVED Councilman Niederkorn, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley; aye; Councilman Niederkorn, aye. Motion carried unanimously. Provisional Appointment of Assistant Town Planner. Resolution No. 158 (i) - Provisional Appointment of Assistant Town Planner WHEREAS, there is presently a vacancy in the full time position of Assistant Town Planner in the Planning Department; and WHEREAS, Susan Ritter has been the Town 's Environmental Planner, since January 12, 1998; and WHEREAS, the Director of Planning, Town Supervisor and Human Resources Specialist have determined that Ms. Ritter, possess the necessary knowledge and skills to satisfactorily perform the duties of the said position; and WHEREAS, the said position will be appointed provisionally, therefore, the appointee is required to be one of the top three reachable candidates from the next civil service exam for the said position; now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby approve the provisional appointment of Susan Ritter as the Assistant Town Planner for the Planning Department, effective, October 2, 2000; and be it further TOWN BOARD PAGE 38 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED RESOLVED, this is a full time position at 37% hours per week, at the hourly wage of $ 19. 75, which is an estimated annual salary of $38, 512. 50, from account number 88020. 100, in Job Classification "0". with full time benefits; and be it further RESOLVED, the said appointment is a provisional appointment pending the results from the next civil service exam for this position . MOVED Councilman Niederkorn, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye: Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. kK Provisional Appointment of Environmental Planner. Resolution Ho. 158 " -,Provisional Appointment of Environmental Planner. WHEREAS, there is presently a vacancy in the full time position of Environmental Planner in the Planning Department, due to the promotion of Susan Ritter; and WHEREAS, Michael Smith has been with the Town, since June 7, 1999, as a Planner: and WHEREAS, the Director of Planning, Town Supervisor and Human Resources Specialist ha determined that Mr. Smith possess the necessary knowledge and skills to satisfactorily perform th duties of the said position; and WHEREAS, the said position will be appointed provisionally, therefore, the appointee will need to be one of the top three reachable candidates from the next civil service exam for the said position; now; therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby approve the provisional appointment of Michael Smith as the Environmental Planner for the Planning Department, effective October 2, 2000; and be it further RESOLVED, this is a full time position at 37%2 hours per week; at the hourly wage of $ 15. 50, which is an estimated annual salary of x'30, 225, from account number B8020. 100, in Job Classification "N", with full time benefits; and be it further RESOLVED, the said appointment is a provisional appointment pending the results from the next civil service exam for this position . {MOVED Councilman Niederkorn, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov; aye OWN BOARD PAGE 39 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED t ouncilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. b. Town Ithaca Warrants Councilman Klein — I read the Engineer' s Report . Our warrants included the final retainage for the HVAC Contract , Plumbing Contract , and Electric Contract . I noticed that there is some conduit exposed in the workroom . It was to be replaced with wire mold . It has not been completed . Voucher 2563 is the final release of payment for the electrical contractor . I do not think it should be approved . I would also like to know how much retainage is left on the general contract . There is still a problem with the back wall . I am concerned because the conduit is an exposed area of the workroom . The Architects did detail a wireball enclosure from window to window . . It was only put in the middle window . There is also exposed conduit in the wall . It is not an attractive solution . It needs to be done . I would like it done before we release the final payment . I would like voucher 2563 pulled until it is taken care of . Resolution Ho. 159 - TOWN OF 1THACA WARRANTS. 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, the governing Town Board hereby authorizes the payment of the said vouchers. Voucher Numbers: 2424-2566 General Fund Vouchers: $ 1067041 . 59 General Part Town Vouchers: $ 10, 975. 03 Highway Fund Vouchers: $ 43, 147. 20 Water Fund Vouchers: $ 171 , 829, 77 Sewer Fund Vouchers: $ 108, 383. 03 Lighting District Fund Vouchers: $ 1 ; 986. 42 Ithaca Town Hall Capital Project: $ 614984 . 11 Trust & Agency Fund: $ 730. 00 Fire Protection Fund: $459, 238. 00 $964, 315. 15 TOTAL TOWN BOARD PAGE 40 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED MOVED Councilman Klein, SECONDED Supervisor Valentino. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley. aye; Councilman Niederkom, aye. Motion carried unanimously. A enda Item No . 22 — Resolution of Dedication in Memory of Former Town Supervisor Shirle A. Raffensperger, See Attachment # 1 . Supervisor Valentino — The board would like to name the boardroom in Mrs . Raffensperger' s honor. We should have a version of the resolution signed that could be displayed . Councilman Klein — Do we want a sign outside the room or inside the room ? Supervisor Valentino — We would like to get a nice plaque to put in an appropriate location . It would be appropriate to have it located within the boardroom . This room is a boardroom and courtroom . It would be appropriate to have it be addressed as our meeting room . Resolution No. 160 - RESOLUTION OF DEDICATION IN MEMORY OF FORMER TOWN SUPERVISOR SHIRLEY A, RAFFENSPERGER. WHEREAS, Shirley Raffensperger was instrumental in aiding the Town of Ithaca to acquir the former United States Post Office and to convert it into the new Town Hall; and WHEREAS, Mrs. Raffensperger had the foresight when she was Town Supervisor to have the Town establish a capital reserve fund for the purpose of acquiring a new Town Hall, and over the years she, as well as subsequent supervisors and town boards, provided for the funding of that reserve such that when the opportunity to acquire and remodel the Post Office arose, the entire project was accomplished without borrowing and without raising additional funds from the taxpayers, and WHEREAS, when another proposed site for a Town Hall was rejected by the voters, Mrs. Raffensperger graciously agreed to chair a community committee that considered the advisability of developing the Post Office as a new Town Hall and, when it was concluded that such development was desirable, the committee under her leadership educated various officials and the public on the merits of the adaptive reuse of the Post Office as a Town Hall, and WHEREAS, helping to bring to fruition the establishment of a new home for the Town of Ithaca is only one of the numerous contributions to the well-being of the Town of Ithaca and its citizens made by Mrs . Raffensperger during her many yeas of service to the Town, not only as Supervisor for four years and later Chair of the Community Committee on the New Town Hall, but also as a Councilwoman for fourteen years, Southern Cayuga Lake Intermunicipal Wate Commission member, and City- Town Special Joint Sewer Representative; and OWN BOARD PAGE 41 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED WHEREAS, it is appropriate that the accomplishments of Mrs. Raffensperger and her service to the Town be recognized in a tangible and lasting manner; NOVA, THEREFORE, BE IT RESOLVED that the Town Board of the Town of Ithaca, hereby names the main meeting room of the new Town Hall the Shirley A . Raffensperger Meeting Room in honor of Mrs. Raffensperger. in honor of the role she played in obtaining the new Town Hall, and in honor of the dedicated service she provided in a variety of roles to the Town, its citizens and residents, for over twenty years; and BE IT FURTHER RESOLVED that this resolution be included in the minutes of the Town Board meeting of October 2, 2000, and that the Town Clerk be requested to order and place an appropriate plaque in the main meeting room of the new Town Hall designating it the Shirley A . Raffensperger Meeting Room. MOVED Supervisor Valentino, SECONDED Councilwoman Grigorov. A vote on the motion resulted as follows: Supervisor Valentino, aye. Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye. Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Agenda Item No. 23 - Review of Correspondence : Circulated at Meeting ) . Hanshaw Road Residents - Speed Limit Reduction Request. Supervisor Valentino - It would be appropriate for the speed limit to be reduced . The board could send a letter of support . We looked at the model done by the NESTS study . It identified roads with excessive speed . Hanshaw Road was one of the identified roads . b. Forest Home Improvement Association - Consultant Selection Committee. c . David M . Burbank, City of Ithaca Fire Lieutenant - Town Hall Address . Agenda Item No . 20 - Report of Town Committees . Councilman Klein - I was a brief liaison with the Forest Home Improvement Association and the selection of a consultant for the traffic calming grant applicant . Ruth Mahr notified the selected consultant . It was a good process . They had a good response . The consultant is from Florida . There were 3 firms in the $25 , 000 range . The firm from Florida was originally $80 , 000 . When they spoke with the consultant , they reduced it to $27 , 000 . It was consistent with the other proposals . There was one firm from Vermont that had an initial higher number and then reduced it to $25 , 000 . They were going to do it on one trip . They would have spent 5 days in the area . They refused to budge from it . I spoke with the principal at the Florida firm . The principal said he was coming to do the work . They were going to come up twice . They did understand the scope of the work. The $27 , 000 included their transportation and expenses . Scott Whitham was confident the grant would be successful . This firm will do a good job . TOWN BOARD PAGE 42 OCTOBER 2 , 20 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED The COC is making progress on site plan approval issues . We will continue discussing residential zones at our next meeting . Mr. Kanter — We went through the site plan section for site plan modifications . The Committee came up with some recommendations that are going to come back to the Town Board ahead of the other zoning recommendations . We need to get some thresholds back into the Ordinance so that we could avoid some of the actions that are brought before the Planning Board . We are waiting for Attorney Barney to draft the revisions to bring before the Town Board . Councilman Klein — The Public Works Committee took a 2 hour tour of the Town to look at the public works that Mr . Noteboom and Mr. Walker have completed over the past year. We looked at drainage issues , road construction , and ditching . Councilwoman Grigorov — The Intermunicipal Organization has a strange relationship with the Cayuga Network . It is a citizen 's organization . They are trying to get municipalities to agree . The Cayuga Lake Network is mainly educational . They are good at raising money . Supervisor Valentino — I received an invitation for a dinner at Wells College . What is it for? Councilwoman Grigorov — It is Wells College ' s contribution to the 10 . Councilwoman Russell — The consultant' s on the incinerator alternatives came out with their grap technical memorandum last week . The committee members of COWMAC were given one week t respond . I have not been able to respond . I am upset that we were only given a week to comment . Mr. Kanter — Will they allow comment beyond the week limit? Councilwoman Russell — I objected to the short comment period . Councilman Klein — Who set up the short comment period ? Councilwoman Russell — Cornell . Councilman Klein — We need to write a letter. Councilwoman Russell has spent 3 years on the committee . It is ridiculous that committee members were only given one week to review the materials . Was the information in sink with the alternative measures ? Councilwoman Russell — I have only been able to see the comments that I have been given . It is not the same proposal . It does not sound like they are proposing an incinerator. They have changed the criteria around . They spent a portion of the memorandum justifying why they did so . The comments coming back from the citizen ' s group wanted to know why they did not come out and say that the criteria were different . OWN BOARD PAGE 43 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED upervisor Valentino — The County will be voting Thursday . October 5tr' on the Recreation Partnership . It sounds like the funding for the partnership and the additional money for the consultant will be approved . Communities have passed resolutions supporting the Partnership with the exception of the Town of Lansing and Town of Newfield . We are supposed to be making our appointments to the new board . They are going to meet at Town Hall for their transitional meeting . My recommendations for the 2 appointments from the Town of Ithaca should be Councilwoman Russell and myself . I ask this because for the next 2 years it is going to take a great deal of time and effort to make this work . Councilwoman Russell and I have been involved with all the negotiations up to this point . Councilwoman Russell was concerned members of the old board were people that really put forward their own agenda and personal interest instead of looking at the overall program . I spoke with the Supervisor of the Town of Danby . He is going to recommend to his board that they appoint himself and Board Member Joel Gagnon . Resolution No. 161 - APPOINTMENT TO RECREATION PARTNERSHIP. BE IT RESOLVED, the governing Town Board hereby appoints the following individuals to serve on the Recreation Partnership Board of the Town of Ithaca for the "Term of Office " indicated: atherine Valentino Term: January 1 , 2001 — December 31 , 2002 Town of Ithaca Supervisor 15 North Tioga Street Ithaca; New York 14850 Mary Russell Term: January 1 , 2001 — December 31 , 2002 Deputy Town Supervisor 215 North Tioga Street Ithaca, New York 14850 MOVED Councilman Niederkorn, SECONDED Councilwoman Grigorov. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye,- Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Mr. Walker — We had a request from Ulysses to join the water commission . Supervisor Valentino — Doug Austic and the Ulysses Supervisor talked to Mr. Walker and myself about their water. They are trying to figure out how to get water to the part of their community with failing wells . They wanted to know if it was possible to sell water to them through Bolton Point . Mr. Walker and I are going to continue conversations with them . The water tank and the water lines are in bad condition . We are unable to drain the tank to paint it . We do not have any redundancy or backup . Our main interest is if there is some way that they can help us and we can help them . We could take care of the concerns about sprawl . TOWN BOARD PAGE 44 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED Councilman Conley — How would we get the water out there ? Supervisor Valentino — They would get it from Bolton Point . Councilwoman Russell — They discussed with Supervisor Valentino how to change the zoning to be low density residential . Supervisor Valentino — There are many different things we could do . The main reason we want to explore this is because there is a possibility of them picking up the cost . It would solve a problem for them . We are aware of some of the problems connected with it . We talked with Jacksonville and Lansing to be added as customers . Attorney Barney — Any sale to Jacksonville or Genoa requires consent . Mr. Walker — The general consensus amongst the commissioners is that modifying the Intermunicipal agreements to allow outside water sales in a controlled and limited matter would be something they would recommend to municipal boards . Supervisor Valentino — We have a long ways to go , but it is worth exploring . Councilwoman Grigorov — The Town has been strict against extending water. I am shocked to thin of extending it out of the county . Supervisor Valentino — The district Ulysses is concerned about is a very limited district . Councilwoman Grigorov — Genoa has a lot of land that could easily become residential . Mr . Walker — The cost per unit is going to be $800 to $ 1500 per year for a residential unit . They are applying for a water district . They do not know if they will have approval . Supervisor Valentino — The discussions might not result in anything , but we felt it was worth listening to them . Councilwoman Grigorov — I do not know what the impact on the lake would be if we had water all around and no sewer . Agenda Item No 21 — Reports of Town Officials . a . Town Clerk/Receiver of Taxes — See Attachment #2 Councilwoman Russell — Have you heard anything about the codification system ? Mrs . Kelly — I have not heard anything . OWN BOARD PAGE 45 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED a . Director of Engineering — See Attachment #3 Mr. Walker — The HVAC contractor sent us details of a claim . We have gone through our laws and will respond . They claim they were put out of business for a period of time . Their claim is not valid . Most of the time they were charging was from May to July . They had difficulty giving us constructual details for the rooftop unit that they provided . It was a Carrier unit that was different than the design unit . The constructual loading was different . We asked them repeatedly for loading information . We did not get the information . It held up the roof work . Another issue is that they did not have people designing and building the ducts . They had a lot of space in the attic that they could have been working on . I do not feel it is a valid claim . We need to respond to them in 60 days . They have notified their attorney . The second claim is for $40 , 000 from the general contractor. They are claiming the asbestos abatement held them up for 9 weeks . There is no question there were a couple extra weeks ' work in there . They were paid for it . At the preconstruction meeting we held January 10th , the schedule for the Post Office removal of the floor the indicated they would not be done until the first of February . They had a clear work area . They completed a lot of demolition work in January . Their schedule indicated they would be doing exterior work . They did not start exterior work until the end of April . The work on the Buffalo Street ramp was not completed until after August . It was not started when it was scheduled to start . There was a lot of work they could have been doing . It took them longer to et done . They did have problems with subcontractors and scheduling . Some of the punch list items ere touchup painting . We were still doing it as of last week . Their subcontractor said they were elayed by 3 weeks . There were some delays , but they had a reasonable amount of time to finish the job . I have a letter from the Architect indicating that 1 carpenter crew and 1 laborer crew was not enough to get the work done on time . The doors were not delivered until the week before we moved in . They were installing hardware while we were moving in . There were some difficulties , but they did not proceed with all the effort they could have . We are still waiting for a final inspection on the roof . Councilman Klein — Was it their responsibility to close the hole on the roof? Mr. Walker — The problem with the roof was that we did not know what the final opening size would be . The general contractor is responsible for the structural support . They did not get answers for the plumbing contractor. They could have finished the roof without cutting the hole in it . They could have charged the HVAC contractor for cutting the hole . The roofers were a month off from when they said they would be there . They did not put sheet rock up because there was a hole in the roof . There was leakage throughout the roof . c . Highway Superintendent — See Attachment #4 Supervisor Valentino — The labels on the newsletter were put on today . It usually takes 3 days and it only took 3 hours . Staff worked together in the Tioga Conference room . TOWN BOARD PAGE 46 OCTOBER 2 , 200 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED d . Director of Planning — See Attachment #5 Mr . Kanter — We received a draft agreement from the Lake Source Cooling Consultant . We made some changes to the contract and they were agreeable to the changes . We will be receiving the signed copy of the agreement . Councilwoman Russell — Have you spoken with anyone about the DEC meetings? Mr. Kanter — I talked with Paul Werthman . They had not received a call from DEC . e . Director of Building/Zoning — See Attachment #6 Mr. Frost — We had a fire last Thursday night at Ithaca College . The Terrace Dining Hall has dormitories on each side . We had to evacuate the buildings . The fire originated from grease in a kitchen duct . f. Human Resources Specialist — See Attachment #7 g . Budget Officer. Mr. Carvill — The September statements will be available at the November meeting . We had a team effort in working on the budget this year. h . Network/Records Specialist — See Attachment #8 i . Attorney for the Town . Agenda Item No 24 — EXECUTIVE SESSION . Motion made by Councilwoman Russell , seconded by Councilman Conley to enter into executive session to discuss a personnel matter and real estate . Carried unanimously . The board entered into executive session at 9 : 45 p . m . Motion made by Councilwoman Russell , seconded by Councilman Niederkorn to resume regular session . The board resumed regular session at 10 : 45 p . m . Resolution No 162 - Executive Session : Acceptance of Resignation. WHEREAS, Joan Lent Noteboom, Town Clerk/Receiver of Taxes, turned in her Letter of Resignation to Supervisor Valentino on Thursday,. September 28, 2000, to be effective; December 31 , 2000; now; therefore, be it RESOLVED, the Town Board of the Town of Ithaca does hereby accept the resignation Joan Lent Noteboorn, Town Clerk/Receiver of Taxes, effective; December 31 , 2000. OWN BOARD PAGE 47 OCTOBER 2 , 2000 APPROVED - APPROVED - APPROVED - NOVEMBER 6, 2000 - APPROVED - APPROVED - APPROVED MOVED Councilman Conley, SECONDED Councilman Klein . A vote on the motion resulted as follows. Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye; Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkom, aye. Motion carried unanimously. Resolution No. 163 - Executive Session: Authorization of Paid Leave. WHEREAS, the Town Board of the Town of Ithaca has accepted the resignation of Joan Lent Noteboom, Town Clerk/Receiver of Taxes, to be effective December 31 , 2000, on October 2, 2000; now, therefore, be it RESOLVED, the Town Board of the Town of Ithaca; after discussion in executive session, authorizes a paid leave of absence for Mrs. Noteboom from October 2, 2000 through December 31 , 2000, MOVED Supervisor Valentino, SECONDED Councilman Conley. A vote on the motion resulted as follows: Supervisor Valentino, aye; Councilwoman Russell, aye; Councilwoman Grigorov, aye. Councilman Klein, aye; Councilman Conley, aye; Councilman Niederkorn, aye. Motion carried unanimously. Agenda Item No . 25 - ADJOURNMENT : As there was no further business to come before the Town Board , a motion was made by Councilman Niederkorn , seconded by Councilwoman Grigorov to adjourn . Carried unanimously. Supervisor Valentino adjourned the meeting at 10 : 55 p . m . Respectfully submitted , Joan Lent Noteboom , Town Clerk * NEXT REGULAR MEETING — November 9 , 2000 at 5 : 30 p . m . * # Minutes Transcribed by Carrie L . Whitmore . r Resolution of the Town Board of the Town of Ithaca Whereas, Shirley Raffensperger was instrumental in aiding the Town of Ithaca to acquire the former United States Post Office and to convert it into the new Town Hall; and Whereas, Mrs. Raffensperger had the foresight when she was Town Supervisor to have the Town establish a capital reserve fund for the purpose of acquiring a new Town Hall, and over the years she, as well as subsequent supervisors and town boards, provided for the funding of that reserve such that when the opportunity to acquire and remodel the Post Office arose, the entire project was accomplished without borrowing and without raising additional funds from the taxpayers; and Whereas, when another proposed site for a Town Hall was rejected by the voters, Mrs. Raffensperger graciously agreed to chair a community committee that considered the advisability of developing the Post Office as a new Town Hall and, when it was concluded that such development was desirable, the committee under her leadership educated various officials and the public on the merits of the adaptive reuse of the Post Office as a Town Hall; and Whereas, helping to bring to fruition the establishment of a new home for the Town of Ithaca is only one of the numerous contributions to the well-being of the Town of Ithaca and its citizens made by Mrs. Raffensperger during her many years of service to the Town, not only as Supervisor for four years and later Chair of the Community Committee on the New Town Hall, but also as a Councilwoman for fourteen years, Southern Cayuga Lake Intermunicipal Water Commission member, and City- Town Special Joint Sewer Representative; and Whereas, it is appropriate that the accomplishments of Mrs. Raffensperger and her service to the Town be recognized in a tangible and lasting manner, Now, Therefore, Be It Resolved that the Town Board of the Town of Ithaca, hereby names the main meeting room of the new Town Hall the Shirley A. Raffensperger Meeting Room in honor of Mrs. Raffensperger, in honor of the role she played in obtaining the new Town Hall, and in honor of the dedicated service she provided in a variety of roles to the Town, its citizens and residents, for over twenty years; and Be It Further Resolved that this resolution be included in the minutes of the Town Board meeting of October 2, 2000, and that the Town Clerk be requested to order and place an appropriate plaque in the main meeting room of the new Town Hall designating it the Shirley A. Raffensperger Meeting Room. Adopted Unanimously this 2nd day of October, 2000. V a Supervisor i Councilperson Councilperson Cr n C ouncilperson xT Councilperson ounci person ATTACHMENT # 1 Agenda Item No . 21 (a ) TOWN CLERK' S MONTHLY REPORT September 2000 Presented : Town Board Meeting , October 2 , 2000 Town Clerk/Records Management: Arrangements and planning are underway for the Town Hall Grand Opening Celebration to be held on Friday , October 27th from 3 : 00 p . m . to 7 : 00 p . m . The guest list is being prepared and will be reviewed by the Town Supervisor. Invitations are being designed and will be ordered upon finalization of the guest list. Meetings are being held with several caterers to obtain suggestions and pricing for refreshments . Matthew Braun , Director of the DeWitt Historical Society and Henry Cowan , Town Historian are coordinating preparation of the historical displays to be located in the lobby and throughout the building during the celebration . The New York State Police and Veterans of Foreign Wars have been notified and are making preparations for flag raising ceremony . Mary Russell , Deputy Supervisor and the Town Clerk met with Timothy Donovan , a representative of General Code Publishers to discuss codification and documentation of records , minutes , ordinances , and local laws . ( See attached sheets describing products and services . ) A demonstration of the product and services is being scheduled with the Department Heads and Town Board members . The Records Management Advisory Board met September 19th and discussed Web page maintenance/contents , the Records Management Electronic Media Systems Use Policy and User Agreement as amended in the Personnel Manual , staff assignments for organizing the Records Management Center, and the products and services of the General Code Publishers . Arrangements are being finalized with the Board of Elections for the Registration Days to be held on Saturday , October 7th , from 2 : 00 p . m . to 9 : 00 p . m . ; and on Wednesday , October 11th , from 4 : 00 p . m . to 8 : 00 p . m . at the Town Hall . Town Clerk Financial Report will be provided at meeting , (time frame of month end was not conducive to mail out deadline) . Tax Collection: Arrangements for the 2001 Tax Collection season are being made with the Tompkins County Assessment Department and with Budget and Finance . Supplies are being ordered and processing plans are being completed . esp g tfully submitted , - &+LCC-�� Joan Lent Noteboom ATTACHMENT # 2 Take Ad van to e of Our Experience The first and most critical phase of any General Code project is the part you don ' t even pay for - a free Needs Assessment . It can be a face-to -face meeting or a. telephone call — either way, our objective is to gather as much information as we can about your codification needs . 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You can query on singles words , groups of words , or numbers , and _ find every single reference . You can book- ; mark or highlight sections you refer to frequently, and leave pop - up notes for other users . A full multi - level Table of Contents t - and a Reference Window let you know -� where you are in the document at all times . _ f x. 6- 1. L, �=mob Y• '♦f • • K V _ i V uj ui of • • , A s I• t t �'. s, � . • ; i ' 'r :fist Li 'Pf^XT fad• " { . _ a �'"� i �,p • / ,Fe. Y ; '�.+. yL ,.n'�` { �/ _ "pis •! ^5j" • • • • / • • 7 q s f y t ^!_ate •wCalf• • • G 1 r~ „ h. + it C a � 9 1 y ' r ; a a n. � AF r - 3 . 1 . 111, d? 4 1 z� + - • I 5b . 1 • f � �-�?itts- v�. °� ems-_ ' • • - - a s �:- � �" f " `s*4 afar kt>f,_..r' • • • • A �7t .� f �� J 1 .f eY��. - • . . ' � 1 e�e.y�. 'ftrt�l ayS S(4a 'F _yiX.rf • �� �, f �t'ua • • • . ' x 3 it:'� } "^y'ent It's 'a. • - - ;a}33"K L � ��' E?X �i'l�'1„''_�i'�' S• �d' 6rc�t'�'M1q;}r_$J•' ,y�,R TABLE OF CONTENTS PART I ADMINISTRATIVE LEGISLATION 101 1 . General Provisions z _ . . . . . . . . . . . . . . . . . . . . . . . Article I Adoption of Code a } 2 201 . ( Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301 3 . (Reserved ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . <: f . . . . 401 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . -� �- 4. Assessment . . . . . . . . . . . . ' 1 Article I Board of Assessment Review s < S (Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 - 6 . (Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601 : •x_ 701 7 , (Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 . (Reserved) . . . . . . . . . . . . . . . . 801 9 . Defense and Indemnification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 901 ` .`.. 10. (Reserved) . . . . . . . . . . . . . . . . 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . 1001 11 . (Reserved) . 1101 12 . (Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1201 -_ 1301 p: 13 . (Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . -- 14 . Ethics, Code of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1401 Y ,. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1501 (Reserved) - s �� 1601 '. 16 . ( Reserved) . 17 . ( Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1701 1801 18 . (Reserved) 4kt` F �jC ` �. i � . 19 . (Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1901 s_= . ... 20. Investment Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _001 21 . ( Reserved ) . 2101 Y . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 . ( Reserved ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2201 23 . 2301 (Resew ed) 24. ( Reserved) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2401 3 zn V I I M'i tb RUTLAND INDEX ; . • ' DEFINITIONS NOTE : For the BOARD OF APPEALS _ C _ CCCCCCCCCCCC convenience of the Code user, all Appointments , 130- 53 " = CERTIFICATES OF COiMPL1 - terms defined in this Code are in- Creation, 130- 53 eluded in the Index under the Hearings, 130- 53 ANCE Flood damage prevention , 72- 13 heading Definitions. Membership, 130- 53 r 'C!, Powers and duties . 130- 53 Sewage disposal systems , individ - Tenns of office. 130- 53 ual , 98-6, 98- 14 Zoning, 130- 53 Zoning , 130- 52 t >^ � �E BOARD OF ASSESSMENT RE- CERTIFICATES OF OCCU- e - A - PANCY VIEW ABANDONi\iENT Assessment , 4 - I , 4- 2 Zoning, 130-49 Communications towers or facili - Meetings , 4- 2 CHARGES, see COSTS AND EX - tics, 130- 48 BONDS �# ADOPTION OF CODE CLERK , see TOWN CLERK Subdivision of land, 110- 33 . General provisions . Ch . I , An . 1 110- 34 CLUSTER DEVELOPMENT Multiple- family dwellings , 130-41 ADULT ENTERTAINMENT Zoning , 130- 30 USES BUFFERS CODE OF ETHICS , see ETHICS , Setbacks, 130-47 Hotels and motels, 130-39 CODE OF Signs, 130-47 Planned Development ( PD ) Zones, COMMUNICATIONS TOWERS OR FACILITIES Zoning, 130-47 130- 13 ADVERTISING Abandonment, 130-48 BUILDING CONSTRUCTION Games of chance, 76- 12 Flood damage prevention, 72- 15 Agricultural and Rural Residential :. AGRICULTURAL AND RURAL Town opts out of enforcement , ( ARR ) Zone, 130-48 ?< RESIDENTIAL (ARR) 60- 3 Application of regulations, 130-48 ZONE Uniform construction code , 60- 1 - Definitions. 130-48 Communications towers or facili - 60- 3 Design standards, 130-48 a+:q ties, 130-48 BUILDING INSPECTOR Fences, 130-48 AGRICULTURE Buildings, unsafe, 64- 14 Licenses and permits , 130-48 p Site plan review and approval , Lots, 130-48 p pp Salaries and compensation, 64 - 14 110- 12 BUILDING PERMITS, see LI - Notices, 130-48 ALCOHOLIC BEVERAGES Screening, 130-48 CENSES AND PERMITS { Games of chance , 76- 10, 76- 12 BUILDINGS, DEMOLITION OF Setbacks, 130-48 ANCHORING Buildings, unsafe , 64-6. 64-8, Site plans - 130-48 Flood damage prevention , 7 _ 15 64- 12 Zoning, 130-48 v 7 3 e +r., Manufactured horses. 2 _7 _ 18 BUILDINGS, UNSAFE COMPENSATION , see specific ANIMALS Assessment of costs. 64 - 12 boards, de p anmcnts, officers . Dogs, 50- 1 - 50-6 Building Inspector, 6.1 - 14 etc . ' APPEALS COMPREHENSIVE PLAN Buildings, demolition of, 64-6. Subdivision of land, 110- 23 t t Flood damage prevention, 72- 19 64-8 , 64- 12 CONFLICT OF INTEREST s . Games of chance . 76- 8 Definitions , 64- 5 ' =y Junkyards, 84 - 7 Duty of owner, 6-1-4 Ethics . Code of, 14 - 3 Records, public access to, 40- 9 Emergency cases, 6-4 - 13 COSTS AND EV'ENSIiS Sewage disposal systems, individ - Findings, 64- 1 Buildings , unsafe, 64- 12 See also FEES `."` . ual, 98- 17 , 98- 18 Infestation, 64- 6 `:C- APPEARANCE TICKETS Inspections , 64-6 r ,. Dogs , 50- 5 Minors , 64-6 - U { APPOINTMENTS , see specific Notices , 64 - 8 - 64 - 10 HN +; 5 boards, dzpartrnenIS , officers . Penalties for offenses. 64 - 8 , 64 - 15 DANGEROUS DOGS etc . Refusal to comply , 64- 11 Dogs , 50- 2 Ufa AREA, YARD AND BULK Reports, 64-6 OFFENSE AND INUEIINIFICA- REGULATIONS Rodents , 64 -6 TION �W Mobile home parks, 130- 37 Town Board action , 64 -7 Benefits confemd on employees , ¢+ eFZ Planned Development ( PD) Zone: , BUILDING SUPPLY SALES 9- 3 130- 13 AND STORAGE YARDS Definitions . 9- 2 Ay Travel trailer Parks, 130- 38 Glare , 130- W Indemnification . 9=4 Noise . 130- 4-1 Officers and employees. 9 - 1 - 9 -4 Zoning, 130- 10 - 130 - 13 ASSESSMENT Odors , 130-44 DEFINITION'S z4 rr Board of Assessment Revicw , 4 - 1 . Screening , 130- 44 Abandoned motor vehicle . 122 - 2 � t .L 4 -2 Scthacks, 130 4 t Accessory structure . 130 - 6. fc onin +=- 110- 44 130-48 "!_ g BULK RE( : ULA"PIONS, sec Accessory use. 1 30-6 x f - B - AREA . YARD AND BULK Adult entertainment use . 130- 6 BINCO REGULATIONS Agricultural business . 110- 6 "' Agricultural structure . 130- 6 Conduct authori 'r.cd . 56- I Agriculture , l ? tl - (i ' Sunday earues . 56- 2 k Alteration . 130-6 ��r - Town Engineer's Report for 10/2/00 Town Board Meeting EARTH FILL PERMITS The City of Ithaca has not filed an application for the proposed demolition and construction spoil disposal site on the Landstrom lot. I have talked to Rick Ferrell at the Streets and Facilities office, and he told me that he completed an application packet and has forwarded it to the City Engineer' s office for review and map preparation prior to submission to the Town of Ithaca. I expect that the application will be filed with the Town during October. WATER PROJECTS Integrated Water System Final project planning and design work on improvements for the integrated water system is on hold until completion of the revised SCLIWC agreement. SEWER PROJECTS The SJS partners are continuing to work on the revised agreement. The Town Engineer has been working with the other municipal Engineers and the SJS attorney on technical details of the agreement. TOWNHALL All Construction Contracts have received notice of substantial completion and most of the punch list items have been completed. Final release of retainage is being recommended for the HVAC, Plumbing and Electrical Contracts as punch list work and closeout documents have been received . Final Punch List items are nearly complete for the General construction contract and final closeout is anticipated for October. Piccirilli-Slavik and Vincent, the HVAC Contractor has submitted a letter of claim for additional costs incurred because of delays on the project. A copy of the letter is included with this report. The Town Engineer has reviewed the claim and recommends a refusal of the claim as an unjustified request. A formal letter to the contractor will be issued after review with the Town Board. The General Construction contractor has also submitted a claim for additional compensation based on delays due to asbestos abatement and other work. This letter is also attached to this report. Again the Town Engineer does not feel that the claim is justified. The general contractor for the Post Office continued to make slow progress on the Post Office Project. Completion of that work may be possible by the end of October, although a late November opening is more likely. C:WTSENGMERPT0008.REP ATTACHMENT # 3 AdIlk S E P 2 7 2000 SARKISIAN BROS., INC. September 25, 2000 GENERAL CONTRACTORS TOWN OF ITHACA 11 CHARLOTTE ST. PLANNING , ZONING , ENGINEERING P.O. BOX 1925 BINGHAMTON, NEW YORK 13902 Town of Ithaca 215 North Tioga Street FAX O. (607) FAX NO. (607) 771 -4175 Ithaca, New York 14850 ATTENTION : Daniel Walker REFERENCE : Ithaca Town Hall Ithaca , New York Dear Dan , Per our letters of February 7th and May 19th' we provided you with written notice that we experienced numerous delays which did not allow us to complete our work in accordance with our Contract Agreement. These delays were beyond our control and resulted in the extension of the Substantial Completion Date from May 15th to July 14th While there were a multitude of factors which were on-going throughout the Project which interrupted and delayed the work, there were three (3 ) specific items which impacted the Project's progress : I . ASBESTOS ABATEMENT Prior to the Bid and Contract award , it was understood that any asbestos abatement work would be performed by others and it would be removed prior to the start of our Contract. This did not occur. The abatement work did not allow for a clear work area until Monday , February 21 , 2000, or a five (5) week delay. II . FLOOR PREPARATION/GYPCRETE FLOORING As a direct result of the asbestos abatement work, the existing floors required to be prepared and leveled with gyperete flooring . This work was competed on Wednesday, March 8th but any equipment was not allowed on these areas until Monday , March 13 , 2000. This Change Order work extended the delay an additional three (3 ) weeks . Note : It was only at this time did we have the floor areas available to us to start framing of the interior walls . III . ROOF WEATHER TIGHT Due to the delays in finalizing the roof top unit support steel, resulting from a change in the equipment manufacturer, the roof top unit curb was not completed by the HVAC contractor until Thursday, April 20th and the unit was not set until Monday, May 1st. Also, the existing lookout roof opening went unresolved until Wednesday, June 21st. These items , to which we had no control , prevented us from having the roof weather tight until fifteen ( 15) weeks after anticipated . 4 Page 2 Sarkisian Bros . , Inc. Dan , as you are well aware, there were numerous other impacts on this Project which ran concurrently with the above mentioned delays . They are all well documented . In light of the above, we are herewith submitting our claim for extended General Conditions for the time period of May 15th to JUly 14th , or nine (9) weeks : GENERAL CONDITIONS SUPERINTENDENT . . • . $2 ,000/wk (SALARY, INSURANCES, FICA, ST. UNEMP. , W/E, ETC . ) SUPERINTENDENT PICK-UP. . . . . . . . . . . . . . . . . . . . . . . . . . . • . . . .$275/wk ( INCLUDING INSURANCE , GAS, MAINTENANCE , ETC .) FIELD OFFICE/EQUIPMENT, . .$2251wk ( PHONE/FAX LINES , SUPPLIES, MAN LIFT, ETC . ) MAIN OFFICE EXPENSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • • . 500/wk SUBTOTAL : $4,000/wk 5/15/00 — 7/14/00 x 9 weeks SUBTOTAL : $ 369000 SBI OH& P @ 15% 5,400 TOTAL : $419400 We would appreciate the prompt resolution of this matter so we can recover these costs which we have incurred . 5"ctfullyl Tom Jabl ka Vice Presi ent TJ : caf cc: #3390 Butch Esposito PIICCIRILLI = SLAVIK & VINCENT aJPv 2�� PLUMBING & HEATING INC . WORKMANSHIP Licensed Master Plumbers p 0 d May 15, 2000 MAY 1 7 1000 TOWN OF ITHACA PLANNING , ZONING , ENGINEERING Town of Ithaca Attn: Dan Walker 126 E Seneca Street Ithaca, NY 14850 Re: Ithaca Town Hall Extension of completion date Dear Mr. Walker: Piccirilli - Slavik & Vincent Plumbing & Heating, Inc. is writing this letter today to explain our position on your project, in regards to not meeting the completion date stated in the spec. book of August 28, 2000 and your construction schedule of February 16, 2000 showing completion date of May 14, 2000. Due to problems out of our control we feel a formal extension should be put on this project with an accurate schedule to show new completion dates . However, because our supervision labor time and overhead for this time has been used up, we are asking to be compensated for the additional cost in the form of a change order, starting from May 14, 2000 and extending to completion of the project as it pertains to Piccirilli-Slavik & Vincent Plumbing & Heating, Inc . Please advise me as soon as possible on this matter. j espectful , ,4L,�ncent Brigaglian President/Treasurer VB/tg Serving the Plumbing. Heating & Sprinkler Industry since 1985 Residential • Commercial • Industrial • Institutional Main Office: 33 Frederick Street • Binghamton, NY 13901 -2401 Telephone: (607) 724-8234 • FAX: (607) 724-9486 PICCIRILLI = SLAVIK & VINCENT oJ�v 2°9� PLUMBING & HEATING INC . Licensed Master Plumbers WORKMANSHIP July 21 , 2000 Town of Ithaca Attn: Dan Walker 126 East Seneca Street Ithaca, NY 14850 Re: Ithaca Town Hall Dear Mr. Walker: This is a summary of delays on this project beyond our control. Asbestos Abatement starts-Basement Area Feb . 7, 2000 Men must go out and around building, can't work in basement, can't run heating piping Feb. 8, 2000 No change from previous day Feb . 9, 2000 No change from previous day Feb. 10, 2000 No change from previous day Feb . 11 , 2000 No change from previous day Feb. 141 2000 Abatement completed in basement Town of Ithaca General Contractor checking floors Feb . 15 , 2000 Abatement of first floor, need walls built Feb. 16, 2000 No access to 85% of first floor, can't run heating piping no walls Feb . 17, 2000 No access to 85% of first floor, can't run heating piping no walls Feb - 18, 2000 No access to 85% of first floor, can't run heating piping no walls Feb . 21 , 2000 Abatement is done. There is questions on what to do with floors, can't put walls up on first floor until Town decides on flooring. Post Office not coming in until Feb. 25 , 2000 for demising walls. Feb . 22, 2000 Need walls up mezzanine abatement is being completed on first floor Feb. 23 , 2000 Need walls first floor and basement need demising walls. Need abatement on some piping. Today, last day of work can't go any further because of above. 24 2000 Need basement and first floor walls to be built to complete heating piping Feb . � and glycol piping to roof Feb. 25 , 2000 Same as above Serving the Plumbing. Heating & Sprinkler Industry since 1985 Residential • Commercial • Industrial • Institutional Main Office: 33 Frederick Street • Binghamton, NY 13901 -2401 Telephone: (607) 724-8234 • FAX: (607) 724-9486 PICCIRILLI = SLAVIK & VINCENT PLUMBING & HEATING , INC . Mr. Walker July 21 , 2000 Page 2 Feb . 28, 2000 Same as above, no Post Office work going on Feb . 29, 2000 Need floor poured, no Post Office work, no walls March 1 , 2000 General Contractor five weeks behind schedule, HVAC four weeks behind schedule Post Office is not on site. Floors and walls on first floor and basement are not being installed need floors and walls to continue with heating system and plumbing March 2, 2000 Still no walls and floors and mezzanine March 3 , 2000 Still no walls and floors and mezzanine March 6, 2000 Still no walls and mezzanine. No work possible by us, HVAC . March 7, 2000 Pouring basement today March 8, 2000 Pouring first floor, need walls and mezzanine March 9, 2000 Demising walls not going up. Kelly Atlantic not on site. No work March 10, 2000 Demising walls started March 14, 2000 Mezzanine still not going up If you have any questions .please call me at my office. Thank you;' Vincent Brigagliano President/Treasurer VB/tg Enclosure AN PICCIRILLI = SLAVIK & VINCENT 29� PLUMBING & HEATING INC . • Licensed Master Plumbers WORKMANSHIP ITHACA TOWN HALL Delay to Project HVAC May 14, 2000 4uly 14 , 2000 Total Hours: 277 Doug Smith-Foreman Base Salary plus benefits $45 . 00/hr. X 277 hrs. $ 123465 . 00 PLUMBING Total Hours: 29 Ken Doris-Foreman Base Salary plus benefits $45 .00/hr. X 29 hrs. $ 130305 . 00 PROJECT MANAGER Total Hours: 16 Vincent Brigagliano-Job Meetings (4) Base Salary $48 . 00/hr. X 16 hrs. $ 768 . 00 On Site Delays Total : $ 14 , 538 . 00 Off Site Delays Office Charges-Payroll, Monthly Requisitions $23 . 50/hr. X 8 hrs. $ 188 . 00 TOTAL : $ 14,726 . 00 Serving the Plumbing, Heating & Sprinkler Industry since 1985 Residential • Commercial • Industrial • Institutional Main Office: 33 Frederick Street * Binghamton, NY 13901 -2401 Telephone: (607) 724-8234 • FAX: (607) 724-9486 F SUMMARY OF DELAYS -P,S & V claims 26 working days of delay beyond their control, 26 wd' s = 208 HRS -Between the days of 2/07/00 & 3/ 14/00, Plumbing: 1 day no work, 8 HRS HVAC : 15 days no work, 120 HRS -Basement Remediation: 2/07/00-2/ 14/00, Plumbing & HVAC work all days except 2/ 11 /00. "no apparent delays caused by basement removals" - 0 Floor Remediation: 2/ 15/00-2/22/00, Plumbing work all days HVAC work all days but 2/18/00 "no apparent delays caused by 151 floor removals" -2/23/00 was last day of significant HVAC work until 3/21 /00. Work which could have been performed during this time: -Run perimeter S/R heating line (2days of work) -Plumb Liebert unit from Rm B14 to roof ( 1 -2 days) -Layout boiler room glycol/reheat systems and pipe ( 1 I days) -Insulate installed piping ( 1 -2 days) Schedule for asbestos remediation, floor leveling, demising wall 2/07/00 begin basement prep 2/10/00 begin basement removals 2/14/00 basement reopened 2/ 15/00 began 0 floor prep 2/ 16/00 begin 151 floor removals 2/22/00 151 floor reopened 3/07/00 basement floor leveling 3/08/00 1 ` floor leveling 3/07-3/10/00 K.A. erects demising wall Delays caused by P, S, & V 1 . Due to substitution of Carrier RTU, coordination drawings and new distributed loads were required for structural dunnage which was never submitted by P,S &V. Drawings were submitted by S.B. I. See letter dated 3/07/00 from HOLT to Dan Walker and coordination drawing dated 3/ 10/00 by SBI. Notes from meeting minutes : 2/02/00 15` mention by P, S &V of different curb and dunnage needed for RTU 1 , see engineer' s summary (Wilson Engineers) of RTU1 2/09/00 P, S, & V was directed to submit shop drawing for resizing of RTU dunnage 2/16/00 Project schedule handed out by TOI, P, S, & V indicated they would furnish dunnage information shortly 2/24/00 RTU Coordination meeting. P, S, & V says they are working on dunnage layout. At this point interior work can not progress until new roofing is in place. 3/01 /00 S .B .I . needs answers on RTU1 ASAP because this is holding up roof work, P, S, & V says has made submission of RTU I , and is awaiting a response. 3/08/00 Substitute dunnage still not coordinated, P, S, & V provided sketch with no actual dimensions. 3/ 15/00 SBI waiting for dunnage shop drawing to be returned from structural engineer. Roofing to begin 3/27/00 D:\Projects\Town_Hall\psv_claim_notes.doc 08/28/00 3/24/00 Structural dunnage erected. PSV will fax proposed RTU1 curb profile to Wilson Engineers. (Note: RTU1 curb was fabricated incorrectly three times ! ) 2. Ductwork shop drawings were submitted at late dates as was ductwork installation: -Basement Ductwork: Submitted to Wilson on 2/25/00, reviewed on 3/01 /00. Basement ductwork installation began on 3/20/00. - l " floor ductwork: Submitted to Wilson on 3/ 14/00, reviewed on 3/30/00, installation began on 4/ 13/00 -Attic ductwork: Submitted to Wilson on 5104100, reviewed on 5/ 12/00, installation began on 6/02/00 . All ductwork installation was completed on 7/06/00. D:\Projects\Town_Hall\psv_claim_notes.doc 08/28/00 Agenda Item 21c HIGHWAY DEPARTMENT' S MONTHLY REPORT, SEPTEMBER TOWN OF ITHACA TOWN BOARD MEETING, OCTOBER 2, 2000 Driver Training We had the National Tractor Trailer School from Syracuse evaluate our drivers and put on a defensive drivers course . The school sent an evaluator to ride with each of our CDL drivers, evaluate them, and help them if they had any questions . The evaluator was extremely pleased with our trucks and drivers . He said that if he had a trucking company , he would want this group of drivers to work for him. To quote the last paragraph of his letter " you have an excellent group of drivers . The cooperation, enthusiasm and input of your crew have exceeded my wildest expectations . " I think we were fortunate to be able to get an excellent trainer who was able to involve our people in the learning process . Renwick Drive Bridge The construction on Renwick Drive Bride has not been completed . Silverline Construction has the deck and the abutments poured . They are hanging the water line and gas lines and putting up guardrails . Silverline then will pave the approaches- 0 the road . Tareyton Drive The seeding of all lawns and ditches has been completed . The road will be paved October 4, 2000 . There is a drainage problem behind some of the houses on Tareyton. We are working with the neighbors involved to try to resolve this problem. Park Lane Storm Water Management We are slowly marching up Park Lane with the underground drainage . The progress is slow because there is bedrock, electric, gas, water, sewer, and cable lines to cross . We are hoping to make our connection this fall . We are going to be putting down the base asphalt course for this winter . The year 2001 we will put on the topcoat of asphalt and do the seeding finishing that portion of the project. The remaining item to do on the Park Lane project is to reinforce the gorge at Route 79 behind the Ewings . We would like to contract out that job as soon as a design is completed . Town Hall Landscaping New plantings were installed at the Town :Hall . Topsoil, weed cloth and mulch will be put down in existing beds which will have new plantings installed next year . ATTACHMENT # 4 Agenda Item 21c Lake Source Cooling Project' s Park Site The new park site associated with Cornell' s Lake Source Cooling project is under way . Site work, plantings, and pavilion layout have been started . The Park Manager has been working closely with Lanny Joyce and Cornell' s landscape contractor, Cayuga Landscape, during the construction of this facility . Upcoming Projects Finishing touches on Tareyton Drive and a portion of Park will be worked on during October . We will start preparing for winter plow runs, and our semi-annual brush pick-up will start October 10, 2000 . (Leaves will be picked up starting November 6, 2000) ■ Park Moving ■ POW Mowing ■ Ditching ■ Jet Podding ■ Water and Sewer Repairs Agenda Item # 21 (d) Planning Director's Report for October 2, 2000 Town Board Meeting DEVELOPMENT REVIEW The following are actions that were considered by the Planning Board. September 19, 2000 Meeting: Judd Falls Plaza Subway/Food Court, 350 Pine Tree Road: The Planning Board granted Final Site Plan Approval for the proposed alterations to the Judd Falls Plaza located at 350 Pine Tree Road, Town of Ithaca Tax Parcel No's . 62-1 -1 , 62-1 -2. 1 , 62-1 -2.2 and 62-1 - 3 .2, Business District C . Phase II alterations, which are the subject of the current application, include the El-Be's food operation expanding into the adjoining space formerly occupied by Judd Falls Paint & Hardware and adding the Subway food franchise and a food court to the business . In addition to the interior changes, outdoor seating and facade improvements are also planned. Scott M. Hamilton, Owner/ Applicant; David Bravo-Cullen, Cornerstone Architects, Agent. The Planning Board did not approve signs on the Pine Tree Road fagade, and requested that the applicant return at a subsequent Planning Board meeting to consider approval of signs with reduced lettering size. East Hill Citgo — Recommendation regarding Sign Variances, 301 Pine Tree Road: The Planning Board issued a negative recommendation to the Zoning Board of Appeals regarding sign variances to update the canopy and canopy signage at East Hill Citgo, located at 301 Pine Tree Road on Town of Ithaca Tax Parcel No. 62-2-1 . 13, Business District "D" . Cornell University, Owner; Andree Petroleum, Applicant; Robert Andree, Agent. The Planning Board found that the proposed letter size on the canopy would be too large, especially since there is already a freestanding sign at the intersection of Pine Tree and Ellis Hollow Roads. The appellant is scheduled to appear before the ZBA on October 1 Vh to request the sign variances. Cayuga Medical Center Modernization Project, 101 Dates Drive: The Planning Board granted Preliminary and Final Site Plan Approval for the proposed Cayuga Medical Center Modernization Project consisting of interior renovations and modifications, located at 101 Dates Drive, Town of Ithaca Tax Parcel No . 24-3-2. 1 , R-30 Residence District. All anticipated work will take place within the existing buildings . No site work and no alteration of the exterior facades of the buildings are proposed. Cayuga Medical Center at Ithaca, Owner/ Applicant; Lawrence Hoffman, HOLT Architects, P.C., Agent, CURRENT PLANNING DEPARTMENT PROTECTS The following are accomplishments or issues that have been dealt with over the past month. ATTACHMENT # 5 SEOR Reviews for Zoning Board:oard: No SEQR reviews for the Zoning Board were done since the September report. Codes and Ordinances Committee: The Committee met on September 20, 2000. The agenda focused on Article XXIH Site Plan Review and Approval in the draft revised Zoning Ordinance. In particular, proposed new provisions for site plan review thresholds to determine whether modifications have to go to the Planning Board for approval were "finalized", and the Committee agreed to forward the revised site plan modification section to the Town Board for consideration to enact and incorporate into the current Zoning Ordinance. This was considered important to enact separately from the other Zoning revisions to minimize the number of unnecessary actions that have been going to the Planning Board since the current Section 46-b of the Zoning Ordinance was amended this past year. The Attorney for the Town is revising that section based on the Committee's discussion, and will forward it to the Town Board as soon as it is ready, at which point the Town Board can consider forwarding the proposed amendment to the Planning Board for a recommendation. The next meeting is scheduled for October 18, 2000. The proposed agenda will include a review of the site plan checklists and review of revised Zoning chapters for all Residential zones. Capital Projects Committee: (This is a reminder that the October and November meetings of the Capital Projects Committee have been cancelled, and the next meeting will be December 6', 2000. ) North Campus Gateway Committee: The next meeting is tentatively scheduled for October 3`d, 2000 to review additional model results and to discuss future steps necessary to advance a Gateway proposal. ITCTC Planning Committee: The Ithaca-Tompkins County Transportation Council Planning Committee met on September 19, 2000. The Committee decided to recommend the hiring of a consultant for the Freight Transportation Study to the Policy Committee. This study is anticipated to begin in November 2000 . The 2001 -2006 TIP (Transportation Improvement Program) process will get underway this Fall. The ITCTC and NYSDOT will be holding a workshop for participants in the TIP process on October 191' at 9 :00 a. m. at the Best Western University Inn. A draft RFP (Request for Proposals) for the NESTS Transit Study was discussed . This will be ready for approval at the December joint meeting of the Policy and Planning Committees, and sent out to prospective consultants in early January 2001 . The total project cost is estimated to be $200,000. $160,000 is proposed to be funded through a Tompkins County TIP amendment (rescheduling of approved highway projects) and $40,000 committed by the local participants. South Hill Conservation Zone: Town officials met with representatives of Ithaca College on September 21 " to discuss preliminary results of the plant and ecological studies which the College has been conducting as a follow up to the Town's discussions regarding the proposed South Hill Conservation Zone. Ithaca College is working on a proposal to modify portions of the boundary of the Town' s proposed Conservation zone, based on the details of their study information. The Town indicated at that meeting that we would like to review the details of their study and continue working 2 with the College on their Master Plan preparation . We also indicated an interest in pursuing the possibility of developing a new Institutional zone, either for Ithaca College or one that could include other institutional uses, to focus more specifically on the needs of a university / college setting. PDR Foundation Grant: In addition to the State grant application that was recently completed and submitted, Planning staff has been revising and updating a grant application to a local foundation for funding for the Agricultural Land Preservation Program. The foundation Board will be meeting during October to determine funding allocations . Site Plan Compliance and Inspections : Planning staff has been spending significant time working with the Building and Zoning Department during this past month on site inspections and plan review to determine compliance of approved and constructed projects. These include Linderman Creek Apartments, Cornell Tennis Center Squash Court Addition, Trinity Lutheran Church Parking Lot and Landscaping, Judd Falls Plaza Subway / Food Court, P & C Supermarket Addition, East Hill Plaza Parking Lot Improvements, Big Al's Hilltop Quikstop, and Cornell Alumni Field Bleachers and Lighting. Newsletter: The Fall 2000 Newsletter has been assembled and sent to the printer. Mailing is scheduled for the week of October 2"d Historic Resources Survey: The Director of Planning met with the Cornell Historic Preservation class that will be conducting the Fall semester survey work on the West Hill. The only areas that they will not be able to cover this Fall are part of Mecklenburg Road and Taughannock Boulevard. These remaining areas will be surveyed by an intern in Summer 2001 who will also complete the remaining survey forms. A public presentation of the Fall class work will be scheduled sometime before December 15`h. Filename: 17p1an\ townbd\ tpreport1000.doc 3 Agenda #21e. TOWN OF ITHACA REPORT OF BUILDING PERMITS ISSUED FOR THE MONTH OF SEPTEMBER 2000 MONTH YEAR TO DATE TYPE OF PERMIT YEAR # OF PERMITS AMOUNT # AMOUNT SINGLE FAMILY ATTACHED 2000 0 0 0 0 RESIDENCES 1999 0 0 0 0 SINGLE FAMILY DETACHED 2000 0 0 14 29284,000 RESIDENCES 1999 3 340,600 13 172767600 2000 0 0 2 220,000 TWO FAMILY RESIDENCES 1999 0 0 1 1609000 2000 2 21 ,000 8 549527 RENOVATIONS 1999 1 17300 20 4039300 2000 0 0 1 5,600 CONVERSIONS OF USE 1999 0 0 12 12,850 2000 0 0 15 3889850 ADDITIONS TO FOOTPRINT 1999 0 0 7 201 , 197 2000 1 Linderman Creek storage building 6,200 7 196339200 MULTIPLE RESIDENCES 1999 0 0 9 2,7051146 2000 0 0 4 560,800 BUSINESS 1999 1 409000 8 27176,793 2000 0 0 0 0 GRICULTURAL 1999 0 0 0 0 2000 0 0 0 0 NDUSTRIAL 1999 0 0 0 0 2000 0 0 17 4,6059808 EDUCATIONAL 1999 0 0 13 109005,670 1 Screened porch 10 000 1 3 deck repairs 25.200 MISCELLANEOUS 2000 2 35,200 40 31016,363 CONSTRUCTION 1999 4 299140 33 4079863 TOTAL NUMBER OF 2000 5 629400 108 12,769, 148 PERMITS ISSUED 1999 9 411 ,040 106 17,3499419 TOTAL FEES 2000 5 215 108 189090 RECEIVED 1999 9 925 106 21 ,960 Date Prepared: September 29, 2000 Dani L. Holford Building/Zoning Department Secretary ATTACHMENT # 6 2 ' TOTAL CERTIFICATES OF OCCUPANCY ISSUED THIS MONTH - 35 1 . 798 Dryden Road (CU) - Pole barn (addition to existing). 2. Tower Road (CU) - lighting, bleachers, and decorative wall -temporary. 3 . 953 Danby Road (IC) - renovations to Campus Center dining facilities - temporary. 4. 953 Danby Road (IC) - renovations to Terrace dining facilities - temporary. 5. 301 Maple Avenue (Maple Hill Apartments) - parking lot renovations - temporary. 6. 120 East King Road (Montessori School) - classroom addition. 7 . 953 Danby Road (IC) - renovations to Campus Center dining facilities - temporary. 8. 1462 Slaterville Road - conversion of garage to occupied space (classroom) in a church. 9. 28 Renwick Heights Road - two-story building addition and attached garage addition. 10. 953 Danby Road (IC) - renovations to Terrace dining facilities - temporary. 11 . 305 Tareyton Drive - add bathroom in cellar. 12. 953 Danby Road (IC) - renovations to Campus Center dining facilities - temporary. 13. 104 Compton Road - remodel and add apartment - temporary. 14. 1059 Danby Road - replace entire single-family residence. 15 . 1466 Trumansburg Road - residential music studio/accessory building. 16. 24 Saunders Road - new single-family residence. 17. 208 Pennsylvania Avenue - new four-bedroom home - temporary. 18. 230 Pine Tree Road - Cornell squash courts addition. 19. 555 Warren Road - new three-bedroom home. (BOCES structure to be moved off site.) 20. 140 East King Road - 488 square foot addition - temporary . 21 . 983 East Shore Drive (CU) - chilled water plant - temporary . 22. 197 Bostwick Road - new church - temporary. 23 . 1010 Ellis Hollow Road - Burger King restaurant - temporary. 24. 407 Summerhill Lane - new multiple residence - temporary . 25 . 229 Summerhill Drive - new 8 unit multiple dwelling - temporary . 26. 208 Pennsylvania Avenue - new 4 bedroom home. 27. 104 Compton Road - remodel and add apartment. 28. 101 Conifer Circle - new community building for multiple residences. 29. 102 Conifer Circle - new 8 unit multiple dwelling - temporary. 30. 103 Conifer Circle - new 8 unit multiple dwelling - temporary. 31 . 104 Conifer Circle - new 8 unit multiple dwelling - temporary. 32. 105 Conifer Circle - new 8 unit multiple dwelling - temporary. 33 . 106 Conifer Circle - new 8 unit multiple dwelling - temporary. 34. 107 Conifer Circle - new 8 unit multiple dwelling - temporary. 35. 108 Conifer Circle - new 8 unit multiple dwelling - temporary. TOTAL CERTIFICATES OF OCCUPANCY YEAR TO DATE, 2000 - 175 TOTAL CERTIFICATES OF OCCUPANCY YEAR TO DATE, 1999 - 130 INQUIRIES/COMPLAINTS INVESTIGATED THIS MONTH . 6 1 . 410 Winston Court, #2 - building code - abated. 2. 111 Kendall Avenue - noise - abated. 3. 115 Salem Drive - building code - abated. 4. 1083 Danby Road - property maintenance - no violation found. 5 . 107 East King Road - building code - pending. 6. 611 Winston Court - property maintenance - pending. 3 From August 2000: 1 . 106 Pinewood Place - property maintenance - abated. 2. 654 Elmira Road - building code - abated. From June 2000: 1 . 277 Burns Road - fill - pending. 2. 3A Vista Lane - property maintenance - abated. 3 . 654 Elmira Road - building code - abated. 4. 165 East King Road - fill - pending - wetland issue addressed by Army Corp of Engineers. From May 2000: 1 . 703 Hudson Street Extension - noise - pending. From September 1999: I . 703 Hudson Street Extension - noise - pending. From April 1999: I . 172 Calkins Road - property maintenance - $200 fine imposed - abatement deadline extended to 4/ 19/00 - court date 5/3/00. (Fine not collected.) From May 1998: 1 . 155 West Haven Road - building code - application pending . 2 220 Haller Boulevard - building code - pending. From March 1998: 1 . 124 Haller Boulevard - building code (illegal apartment) - pending. (apartment occupied by family member) From February 1998: 1 . 803 Coddington Road - building code (illegal apartment) - pending. (apartment vacant) 2. 611 Elmira Road - building code (illegal apartment) - pending. (apartment vacant) From January 1998: 1 . 110 Winston Drive - building code (illegal apartment) - pending. (building vacant) From October 1997: I . 1447 Trumansburg Road - building code and zoning violation (illegal apartment) - abated. From Mav 1995 • 1 . 1152 Danby Road - zoning and building code - pending legal action. TOTAL COMPLAINTS INVESTIGATED YEAR TO DATE, 2000 - 41 TOTAL COMPLAINTS INVESTIGATED YEAR TO DATE, 1999 - 48 TOTAL FIELD VISITS THIS MONTH - 96 niform Building Code - 73 ocal Law and Zoning Inspections - 16 ire Safety - 2 ( 1 Ithacare/L.ongview, 1 restaurant) Fire Safety Reinspections - I (retail store) Fire/Emergency Occurrences - 2 ( 1 Cornell Laboratory, 1 Ithaca College [kitchen hood)) Y 4 Fire Occurrence Reinspections - 2 (Ithaca College [kitchen hood]) TOTAL FIELD VISITS YEAR TO DATE, 2000 - 869 TOTAL FIELD VISITS YEAR TO DATE, 1999 - 768 TOTAL SIGN PERMITS THIS MONTH - 0 TOTAL SIGN PERMITS YEAR TO DATE, 2000 - 5 TOTAL SIGN PERMITS YEAR TO DATE, 1999 - 7 ZONING BOARD OF APPEALS I MEETING, 3 CASES, AGENDA ATTACHED 1 TOWN OF ITHACA ZONING BOARD OF APPEALS NOTICE OF PUBLIC HEARINGS WEDNESDAY, SEPTEMBER 13, 2000 7 :00 P.M. By direction of the Chairman of the Zoning Board of Appeals NOTICE IS HEREBY GIVEN that Public Hearings will be held by the Zoning Board of Appeals of the Town of Ithaca on Wednesday, September 13 , 2000, in Town Hall, 215 North Tioga Street, (REAR Entrance), Ithaca, N . Y. , COMMENCING AT 7 :00 P. M . , on the following matters : G APPEAL of Cornell University, Appellant, Trowbridge and Wolf, Landscape Architects, Agent, requesting a Special u Approval under Article IV, Section 11 . 3 of the Town of Ithaca Zoning Ordinance, to be permitted to establish a school n use in an existing business/residential mixed use building at 130 Forest Home Drive, Town of Ithaca Tax Parcel No. 66- 1 -6, Residence District R- 15 . An approval under Article XII, Section 54 of said ordinance may also be requested as the a building and the property do not conform with current zoning regulations . Only minor modifications are proposed to the property. APPEAL of Ithaca Airline Limousine, Neil Wintermute, Owner/Appellant, requesting authorization from the Zoning ci Board of Appeals under Article XII, Section 54 of the Town of Ithaca Zoning Ordinance, to be permitted to place a 2,000 gallon diesel fuel skid tank on a nonconforming property located at 615 Five Mile Drive, Town of Ithaca Tax Parcel No. 31 -2-30, Residence District R-30. Said appeal also includes replacement of an old 600 square foot storage building with a new 3 ,200 square foot building. The property is nonconforming since it is used for commercial purposes in a residential zone. G APPEAL of Sam Peter Furniture, Sam Peter, Owner/Appellant, requesting authorization from the Zoning Board of r a Appeals under Article XII, Section 54 of the Town of Ithaca Zoning Ordinance, to be permitted to enlarge a A A nonconforming retail store located at 1083 Danby Road, Town of Ithaca Tax Parcel No. 43 - 1 -5 , Business District "C . " e d Said store is nonconforming as the building' s lot coverage exceeds the 30% maximum and the building setbacks to property lines are less than the required 30 feet. Said Zoning Board of Appeals will at said time, 7 :00 p.m. , and said place, hear all persons in support of such matters or objections thereto. Persons may appear by agent or in person. Individuals with visual or hearing impairments or other special needs, as appropriate, will be provided with assistance, as necessary, upon request. Persons desiring assistance must make such a request not less than 48 hours prior to the time of the public hearing. Andrew S . Frost Director of Building and Zoning 273- 1783 Dated: September 5, 2000 Published: September 8, 2000 a o0 0 0 vm� 0 0 . o0 0 0 tn ^ a rn F ^O � N � r � h h M C O O p H N M F � C A a c a con 04 04 C) <W 0 O 0 0 0 0 0 0 0 ° °� W o 000 C7 p0. °N z d oo O o N o0 0 00 v z Q Cl Z W N z W N r4 00 COD 00 h Cl) W O V1 a W o 0 o 0 0 0 0 0 0 0 °. O CD W W N o v o �i .- W tn r , M o 00 0 i cz x O a CN \V W W o C) CD o 0 0 0 0 W O 4 0 0. 0. Q Q o E w Z c W o W CD ~J w U z °o ° °0 0 0 °o, °o rQ�I Q Q O V d p O p O O N 00 h�M � O ►� U N N F U r W W ° u N U a cn 0 0 0 0 0 0 C) C a n N N ] w o n o °, o 0 0 o N ha a cz p, - o MCI w W .r O F E. C a z z cz w o ° 0 0° z Z 0 u N z O O N a E•r Q W (a tri O � � U O �D N N � ON 000 Q a O V v; t� V r� QW+ r �. v; M N N N CC y . N N E QQ a) Town Board Meeting 10/02/2000 Agenda Item Number 21 � (f) Human Resources Specialist Report for September, 2000 Personnel Committee : The Draft August minutes , are attached for your review . The committee has not yet met for September by the date this report was written . On the agenda is to discuss Supplemental Long Term Disability Insurance and Life Insurance as quoted by our insurance agent. We will also discuss changes made to the manual regarding health insurance being offered to all employees . Safety Committee : The committee in September worked on the Rabies Policy , Right-to- Know Policy and MSDS Policy. The committee will work on the Town Hall ' s Evacuation Plan at the October meeting . Wellness Program : The Wellness Fair has been finalized for October 27th . The Tompkins County Health Department will be present to check blood pressure , Cayuga Medical Center to check glucose and cholesterol , and Univera to do body fat analysis . The representative from Univera , Michelle Bruce , will also be present to discuss open enrollment with the staff. The fair will begin at Bolton Point at 8am , proceed to Town Hall at 10 am and finish up at Highway at Noon . Please feel free to attend the fair at any of the locations if you would like . Training and Development : Beginning training for Access has been offered to any employees interested through available seats the City of Ithaca had open . There are 4 employees signed up to take the training as the Town begins to index more items by using Access . I watched the teleconference regarding the changes being made by the State to the New York State and Local Retirement System benefits . The one change that has been approved by the Governor is the cessation of the 3 % contribution for Tier 3 and 4 members with 10 years of membership or credited service . This cessation will begin with the first payroll in October, and is applicable to 28 employees . Each month I will receive notification from NYS & LRS on who has reached the criteria in order to stop the 3 % contribution . It has been highly recommended that employees convert this money to their deferred compensation plan , if they have one , to continue to reduce their reportable gross income for Federal taxes . Other changes include a permanent Cost of Living increase for retirees . This COLA will be Y2 of the CPI % for the first $ 18 , 000 of a retiree ' s yearly pension . Comptroller McCall estimated that municipalities would have a zero % contribution on pension until at least 2003 , since the fund is doing so well . Also passed by the Governor is the Tier Reinstatement program . This also members ATTACHMENT X67 who left the retirement system and then rejoined in a later tier to regain their previous tier status . The Town had 6 employees return to Tier 1 or 2 after being in Tier 3 or 4 , and a few others went from Tier 4 to Tier 3 . Items that have not been passed by the governor yet, but are expected to are : New Rules for Service Credit , (this allows members to buy back previous service without the "continuous service" requirement) , Military Time Buyback, (allows up to 3 years of active military time to be added to a members service credit at a contribution based on their current salary) . For both of these there will be no charge to the employer, only the employee . The retirement system is also working on a program so that municipalities can do all their reporting via the internet, This would allow us to make corrections and such right on the system instead of paper corrections . They are also researching having payments made using an Automatic Clearing House (ACH ) system . Personnel — Civil Service : The Town has received back a signed payroll certification from County Civil Service . Cathy and I met with all the Department Heads , Judge Bordoni and Paul Tunison from SCLIWC to discuss employee salary projections for the 2001 budget . Commercial Insurance : Work began to get applications in for insurance coverage for 2001 . 1 used a projected 10 % increase in the Town ' s commercial insurance for the budget, since the insurance market is tightening . However, it is .looking like Titan (Town ' s present company) might come in at only a 3 % increase . I have also added to the insurance a building contents amount of $ 180 , 000 for the new Town Hall . Workers' Compensation : The workers' compensation audit has been completed by PERMA' s independent audit company for the premium year of, July 1999 to June 2000 . 1 have not received the report from the audit company as of yet. If there is a difference in the estimated amount versus the actual amount the Town will either owe more money or will be receiving a credit. Disability Insurance : There is nothing new at this time . Health Insurance : The Univera representative will be at the Wellness Fair in October to address any questions and cover what new changes will be happening with the January 1St renewal . Health Insurance coverage will be discussed more at the October 2nd Town Board meeting . Submitted By: Judith C . Drake , PHR Human Resources Specialist DRAFT DRAFT DRAFT Town of Ithaca Personnel Committee Meeting August 30 , 2000 12 : 00 noon At the regular meeting of the Personnel Committee for the Town of Ithaca, Tompkins County, New York held at the Town Hall , 215 N . Tioga St. , Ithaca , New York, there were present: Members : Supervisor Catherine Valentino ; Councilman William Lesser : Councilman Ed Conley; Dani Holford , Senior Typist ; Larry Salmi , Heavy Equipment Operator. Support Staff : Judith Drake , Human Resources Specialist , Others : Paul Tunison , General Manager, SCLIWC ; Larry Parlett , Administrative Manager, SCLIWC . Call to order: 12 : 05 . Agenda Item #2 : Minutes approved . Agenda Item #3 : Staff to be Heard : None Agenda Item #4 : Update on AFLAC . Mrs . Drake reported that there was no reply, by the staff , to the survey sent to them . Agenda Item #5 : Update on Supplemental Insurance and Other Insurance . Mrs . Drake stated that our insurance company sent out a quote that is not going to come back until this Friday, September 1 , 2000 . At the next meeting she will have more information concerning supplemental insurance available and the cost . She explained it would be an extension of our present short-term disability. We will look at some type of long-term disability. It will come here for discussion by the Personnel Committee and not to the employees directly. Mrs . Drake said she has mentioned to the employees that the Town is looking at long-term insurance . If the Committee decides , as the information comes in , to recommend that the insurance start in January , 2001 , we will have to move quickly to include the cost in the budget. Agenda Item #6 : Discussion of Projections of Retirees' Insurance Percentage , Mrs . Drake said she was asked to put together a projection of how much it would cost if we changed the percentages that the retirees are paying . In the draft Personnel Manual , the percentages have not been changed . She tried to take currently what would happen this year and possibly next year. It is too hard to project further because 1 I DRAFT DRAFT DRAFT of premium rises . We have retirees living out of state and they would have to be considered . They have a lower premium because they are buying at a lower rate Blue Cross/Blue Shield . They also have Medicare . Of the other seven retirees , two have spouses and the others have individual policies . Right now the retiree has to purchase an individual policy and then pay the difference between the Family and Individual policy. Of course , it is going to cost the Town money if we change the policy . The easiest way to make a difference for the retiree and save the Town money would be if the retiree could take out two individual policies . Mrs . Drake stated that she had talked to our agent and they take a blind eye to that. If we are saying that these two people are employees they will accept that . We do have the option to offer the two retirees the opportunity to purchase individual policies . It would be cheaper for the retiree who has a spouse . If it were a family that would not be helpful , or if it were a retiree and child , there would be no savings to the retiree . It is up to us to tell Univera who is an employee and who is not an employee . Supervisor Valentino stated that basically it makes us say something that is not true . She wondered why Univera does not have a policy concerning this situation . Mr. Salmi asked about a challenge to a claim on the policy. It maybe declared invalid if Univera looks into the claim and realized the individual was not an employee . The members felt that it would not be a good situation for the Town to say something that might be challenged later or jeopardize our insurance . Mrs . Drake said that we do have a policy in the Personnel Manual that if an employee passes on , the spouse can remain in the group if the employee had sick-time accrued . The person has had insurance the full time of employment . The health insurance Company' s position is that the Town is not adding someone who has not had insurance with them . The person has always had insurance , now there is different circumstances . You are just splitting it up into two policies instead of one . They are still covering the same person . That is an option for the Town to look at , two individual policies . Councilman Conley asked if the policy came from the insurance company . Mrs . Drake said that it did but they will not put it in writing . Mrs . Drake said that who we sign up under our insurance is our responsibility . Supervisor Valentino made the comment that if Univera says they are not going to cover this person because of a legality, we are stuck with that . Mr. Parlett made the point that what they may be trying to clarify , if the person had insurance through another employer, then it gets complicated . Mr. Tunison said that the individual would not be selecting family coverage and paying for it if the spouse had a separate policy. In that case neither of the policies wants to pay it would be in the best interest of the insurance company to clarify the situation . Mrs . Drake remarked that we do have employees that have family coverage their spouse has other coverage and Univera is secondary insurance . You are seeing a lot more employers saying that if some people have spouses who can obtain insurance through his employer, he has to get that and they would be secondary through our insurance . This would cost our insurance less , because they would only be paying what little was left of the claim . Borg Warner was a big one that just switched to that and NYSEG is another one . If the spouse can pick up other insurance then they have to pick up other insurance . I have had to write a couple letters saying "yes we do cover people . " It is another trend coming out . 2 DRAFT DRAFT DRAFT Mr. Lesser said it certainly helps to look at the costs of these things but he is new to this process and not entirely sure how we look at this . It is clearly a benefit to the retirees ; it is also a cost to the Town . Is this something when we are talking about annual employment packages we factor this in or we thinking about just adding it? How does this fit into the whole process? How does fringe benefits fit into the whole employment agreement. Benefits are transparent to all of us , the part we don 't pay and it is real money . How do you incorporate these considerations? Mrs . Valentino said that the only time we really look at our fringe benefits in relationship to our hourly wages other than every three years when Judy and I go through an evaluation . We look at other benefit packages . Then we look at all the benefit and wages we are giving our employees then we try to balance the two to see if we are staying competitive with other places . But on an every year basis , like right now we are going through looking at what wages increases we are going to be giving employees , we don 't really take their benefit package in consideration in that because we evaluated that last year. We only do that every three years . Mr. Lesser said he knows of some employers that say would you rather take your money in your check or some other flex schedule of benefits . It gets more complicated and more expensive . It' s something we might think about in the future . Mr. Conley asked if employees came in to negotiate . Mrs . Valentino explained that we do not have unions . We have meetings with the employees from time to time . At one time we had fairly regular meeting with the employees saying this is what we are going to propose , what do you think about this , what kind of benefits that are out there that people are getting nowadays and can we afford to do this . That is how the wellness program came about. We try to keep informed . Mrs . Drake talks to the Department Heads about new things that are out there that come to her through her office . We evaluate the cost and then decide if it might be something we might want to offer our employees . For instance the Wellness program . It costs the Town money but in the long run it benefits the Town . You look at what the trade off is in those kinds of things . Mrs . Valentino explained that when I was first Supervisor, what retirees were getting was a benefit that was all over the map . Everybody negotiated there own deal with whoever was Supervisor at the time and this doesn 't make sense . The Town Board wanted to get a handle on some kind of reasonable way of saying this is what the Town will offer people who are going to retire . At the time we did this , we looked at health insurance packages with other employers . This one was very competitive . We have not looked at it in awhile . Mrs . Drake reminded the Committee that we have talked to other municipalities . The members were given copies of the comparison at the previous meeting . . Mr. Conley asked as our employees retire with years of service and so forth , they tend to stay in the Retirement System do they not? Mrs . Valentino explained that is for their retirement not health insurance . The Retirement System is not in our area of responsibility. We can say what we do with sick time , what percentage and how we do it is totally our responsibility. Mr. Conley asked about the State Retirement and the things they give away are their costs ? Mrs . Drake said that we pay for it . Mr. Salmi commented about the early retirement incentives . We fund it. Essentially, it is a 3 DRAFT DRAFT DRAFT retirement bonus . Mrs . Drake stated that is why the Town has to decide to participate because it is a financial burden on the Town if they decide to offer it . Plus we have to show that we can reduce salary limit for two years in a row . It definitely comes out of the Town budget even though the State offers it. Mr. Salmi asked those who have retired , do they need to be not replaced or can they be replaced if they retire with a package like that offered by the State . Mrs . Drake stated that we have the option to replace them or not replace them .. If we replace them , we have to show the State that we have saved 50% in salary over a two year period . Mrs . Valentino said that you are hiring someone at an entry level in place of the higher paid employee who retired . Mrs . Drake said that in some aspects we have had to not hire somebody for length of time and then hire them late in the season as part of the next year to prove that we saved that much money. It is not easy to save the 50% . It used to be that you were going to eliminate the position . You used to have to show that you were eliminating at least one position . It makes it nicer that you just have to show a 50% savings . That is on the early retirement . If somebody retires on their own , we do not have to pay the incentive portion but there is still a portion that the Town has to pay for somebody retiring . Mr. Salmi asked if someone retires early on a package like the State offers , how does that effect the years of service regarding the health insurance Say it breaks out at 24 or 25 years , if somebody retired at say 23 years and they would have a couple years to go . Mrs . Drake explained that we look at the actual years of service that the employee puts in with the Town of Ithaca . What the Retirement System is looking at is the years they put in to the NYS Retirement , any years they brought in prior to coming . to the Town of Ithaca then they give the employee an incentive of three years . We look at the number of years of employment with the Town of Ithaca. Mrs . Drake said that brings up her second recommendation ; that is looking at the years of service and what their percentage would be . That is another thing that I thought could be improved upon if the Town opted for it . Now we leave part-time and elected officials get a certain percentage . Right now any kind of part-time employee or elected official pays 50% . After retirement the Town would say they would pay 80% . It would not matter how many years they were part-time or how many years they were an elected official . My recommendation is that elected officials and part-time employees pay 80% so they would pay more than when they were working . It would be based on years . of service . It would simplify the percentages . Currently we do not have any elected or part-time employees on our insurance . We have only full-time employees . Now if they have less than eight years they pay 100% , eight to fourteen they pay 95% and it goes down from there . Mrs . Holford asked if it would be years of service for full- time employees and not years of service for part-time employees? Mrs . Drake said that they would have to pay 80% . Mrs . Valentino remarked that others would pay a lower percent for years of service . You are offering an incentive for the employee to pay a small amount and would keep retirees insured rather than not insured . The amount of incentive would be small . Mrs . Valentino asked if once employees retire and go on Medicare doesn't our insurance become secondary? At Cornell , when we go on Medicare we have to switch from our preferred plan to the 80 / 20 plan . In our insurance plan our retirees are still able to stay on the preferred plan? Mrs . Drake said that what Univera used to have was a secondary coverage , that if they had Medicare , based on 4 DRAFT DRAFT DRAFT one on Medicare or both spouses on Medicare . Univera has dropped that for 2001 . We are going to have a straight fee whatever individual premium is or whatever Family premium is , it is not going to take into consideration anymore whether they have Medicare of not. Univera is getting rid of that whole other tier. It is good for the retiree because it costs them more money to have that second coverage . If an employee retires they would not go on another plan they would stay on the same plan , at the same benefits . Everything stays the same , you just have to work out the Medicare part of it when the employee reaches 65 or pick up Medicare . The Committee discussed the relationship of Medicare and Univera as it pertains to retirees . Mr. Lesser asked if it would be possible to get an assessment from the Town attorney whether following Mrs . Drake ' s recommendation would bring some uncertainty when putting two spouses on the policy individually . It seems there are legal questions concerning the proposed change in retirees' status . Is it an ethical or moral question or legal question ? Would there be a problem legally if it should become evident that the spouse of the employee did not actually work for the Town ? Mrs . Valentino summarized the recommendation made by Mrs . Drake regarding part-time and elected officials . Mrs . Drake explained the relationship to Retirement System and our health insurance regarding elected officials . Mrs . Valentino asked what the advantage to the retiree to stay on the health insurance if they are paying 80% ? Mrs . Drake asked if the Committee felt that the option for health insurance should be offered to elected officials . Mrs . Valentino explained that originally it was offered to part-time and elected officials as an incentive to have them covered by health insurance . Mrs . Drake mentioned that if they are on our health insurance and retire we are obligated to offer them COBRA . Mr. Salmi commented that if the employee or elected official was employed else where and did not have health insurance , this program would allow them to have insurance at a group rate . Mrs . Valentino asked if the Town has a cut-off of hours for part-time employees or do we pay 50% for every part-time employee ? Mrs . Drake said the employee must work more than one-half time , 18 . 75 hours or more . Mrs . Valentino asked if an employee works less than that can they be in the group if they pay 100% . Mrs . Drake said that situation applies only to dental . One of the reasons health insurance is not offered to part-time employees is because some health insurance companies are group rated so the more employees you add it is more expensive . However, Univera is community rated so the everybody in the Cayuga area plan , all of the premiums versus what is paid out goes together and that is how they come up with a rate for us . The Committee discussed the advantages and disadvantages of offering health insurance to part-time employees . Mrs . Valentino suggested that health insurance be offered to part-time employees for anyone working less than 18 . 75 hours at 100% of the premium . The Committee concurred . Mrs . Drake asked the Committee if they agreed that the percentage of the premiums be prorated for employees according to the number of hours worked between 18 . 75 hours and 37 . 5 hours . Elected officials would remain at 50% . The Committee agreed to the plan . The Committee discussed the length of service scale for the employee . Mrs . Valentino asked about the Town ' s experience with number of years of present retirees . She suggested that a category be added : 20 to 30 years and then over 30 years the Town 5 DRAFT DRAFT DRAFT percentage be larger. After discussion , the consensus of the Committee was to leave the years and percentages the same as they are in the Personnel Manual now but add "over 30 years the retiree would pay 25 % . " Mrs . Drake summarized the scale and percentages for retirees : Less than 5 years the retiree pays 100% 5 to 10 years the retiree pays 80% 11 to 20 years the retiree pays 65% 21 to 29 years the retiree pays 50% 30 and over the retiree pays 25% The Committee decided the years should be less than 5 years , 5 to 14 years , 15 to 30 years and over 30 years . Mrs . Drake asked the Committee their ruling concerning elected officials . After discussion the Committee decided that the elected officials should be consistent with the other policies . Mr. Lesser made some suggestions for editorial improvements in the draft Personnel Manual . Number the topics and label sections , add the Drug and Alcohol policy as an appendix and have a heading referring the employee to the appendix . Also make changes to table of contents . Announcements : Next meeting , September 27 , 2000 . -Meeting adjourned at 1 : 05 p . m . 6 OF If T� TOWN OF ITHACA 1\ f 18 z ' - �� '� 215 NORTH TIOGA STREET , ITHACA , N . Y . 14850 TOWN CLERK 273-1721 HIGHWAY 273- 1656 PARKS 273-8035 ENGINEERING 273- 1747 PLANNING 273-1747 ZONING 273- 1783 FAX (607) 273-1704 Agenda item : 21 ( h ) Network/Record specialist Report for Town Board Meeting October 2, 2000. Web site : Our web designer, Mike O ' Cello , has chosen to seek part-time employment elsewhere and will be training various in-house staff on how to continue maintaining the current website . Staff from various departments has expressed interest in learning the web design application Microsoft Front Page which the Town ' s website is built . etwork : ightly data backup procedures have been established . All staff email accounts have been activated nd Department Heads are still deciding on Internet access for each member of their staff. quipment rotation scheduling has begun with five Compaq Deskpro Ex PCs phasing out three year old Deskpro 4000s . Moving data from the local machines on to the server for sharing , security and backup continues . Xerox DC 265 digital copier has been configured as a network printer. Budget : Meetings with Cathy Valentino and Al Carvill have resulted in basis for 2001 Central Data Processing line items . Technology needs and requests for next year have been reviewed with all department heads and were considered and included in the 2001 Central Data Processing . Respectfully submitted , Lisa B . Titti Network/Record Specialist ATTACHMENT # 8