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HomeMy WebLinkAboutTB Minutes 2010-07-26 Study Session of the Ithaca Town Board Monday, July 26, 2010 at 4 : 30 p. m . q 215 North Tioga Street, Ithaca, NY 14850 Agenda 1 . Call to Order 2 . Report of Town Officials 3 . 5 : 30p . m . DELTA Presentation — Steve Messmer 4 . Report of Town Committees a . Comprehensive Plan Committee b . Planning Committee i . Consider referring Vine Street Cottages Concept Plan to the Planning Board for sketch plan review c . Codes & Ordinances Committee d . Parks & Trails Committee e . Safety Committee f . Public Works Committee g . Budget Committee _ h . Operations Committee i . back up tape & audio recordings retention period and web access i . Employee Relations Committee j . Personnel Committee k. Conservation Board I . Planning Department Review Committee i . Consider approval of revised Director of Planning job description 5 . Discuss Town Board Committee Structure 6 . Intermunicipal Organizations 7 . Discuss draft letter re . : Mitigation Fees 8 , Consider Town of Ulysses request for contract with water haulers 90 Discuss Equipment Bid Process 10 , Consent Agenda a . Approval of Minutes b . Town of Ithaca Abstract 11 . Review of Correspondence 12 , Consider Adjournment Study Session of the Ithaca Town Board Monday, July 26 , 2010 at 4 : 30 p. m . 215 North Tioga Street, Ithaca, NY 14850 4 Minutes Board Members Present : Herb Engman , Bill Goodman , Pat Leary, Susan Riha , Rich DePaolo , and Tee -Ann Hunter Absent : Eric Levine Staff Present : Bruce Bates , Jonathan Kanter, Judy Drake , Paulette Terwilliger, and Jim Weber Call to Order Supervisor Engman opened the meeting at 4 ; 33 p . m . Agenda items were added . AGENDA ITEM Report of Town Officials -- None AGENDA ITEM Report of Town Committees Comprehensive Plan Committee — Herb Engman reported that the July and August meetings have been cancelled to give staff time to prepare write - ups from the various group meetings for the Committee to have concrete , written information to consider and act on . Planning Committee — Susan Riha reported on the various Planned Development Zones the Committee has been working on : a . Ithaca Beer PDZ — The Committee has given its comments for changes and also thinks it is ready to be given to legal for review. b . Conifer Proposal — This PDZ is in limbo at the moment because the Vitale Brothers have decided not to be involved and are instead looking at locations in Lansing . There were also issues and a lot of questions regarding the Park- N - Ride and its feasibility that will have to be looked at when and if the proposal moves forward . c . Vine Street Cottages — The general concept is moving along the process and modifications have been made to include more median income housing . The proposal now has 10 townhouse units which would fall in that range but there is nothing specific in the PDZ to definitively define median income and/or define the required percentage of the permanently affordable . For example 10% of 30 units is 3 units . The developers have actually talked about more , but there is nothing in the PDZ to define the number or require a certain number. Discussion followed on the Board 's concept of affordable and how affordability would or could be reached . Maybe a better term would be more affordable , not simple affordable . There is market- rate , which developers look at and then real median TB Study Session 7-26-2010 pricing . Who decides what the definition is and how is it reachable without subsidization ? Discussion followed . TB RESOLUTION NO . 2010=134 : Refer Vine Street Cottages Concept Plan to Planning Board for Sketch Plan Review WHEREAS , the Town of Ithaca Planning Committee met on July 14 , 2010 to discuss the Vine Street Cottages proposal , consisting of up to 22 single -family houses and 10 attached townhouse units on 3 . 4 +/- acres located on Mitchell Street , and voted unanimously to recommend that the Town Board consider referring the Vine Street Cottages concept plan to the Town of Ithaca Planning Board for sketch plan review and preliminary comments , now, therefore , be it RESOLVED , that the Town Board of the Town of Ithaca hereby refers the Vine Street Cottages concept plan to the Town of Ithaca Planning Board for sketch plan review and preliminary comments . MOVED : Councilman Goodman SECONDED : Councilwoman Riha Vote : Ayes — Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously. Codes & Ordinances Committee — Bill Goodman reported that discussion of the Limited Historic District took up most of the meeting and a number of changes were made to the draft which will hopefully be referred on to the full Board next month . Conservation Zone language changes were discussed at Committee and there were some changes requested and comments discussed from the Conservation Board especially regarding forest management that had to be worked out. So the topic is still on the agenda for more discussion on that aspect . Parks & Trails Committee — Bill Goodman reported that July's meeting was cancelled due to vacations . In August they will discuss the West Hill meeting the Town sponsored and he also noted that the neighborhood groups are having a meeting at the end of August which he hopes to be allowed to speak at . Herb Engman added that Cornell did a really nice job redoing the East Hill Trail that they disturbed doing their water main project and Dryden is still working toward extending it across Game Farm Rd and on to Dryden . Safety Committee — No Report Public Works Committee — Rich DePaolo reported that they are meeting tomorrow morning so most of his report might be known already. The Town Hall roof repairs still need to be discussed . There was some discussion on the status of the Warren Rd Walkway — waiting on the State ; Forest Home Traffic Calming Phase I — Bid opening Page 2of9 TB Study Session 7-26-2010 this week after some changes to the specifications in conjunction with the neighbors . The first bids were over budget and the changes were necessary . Rich DePaolo also noted that he had a conversation with a gentleman and he expressed his concern with the emerald ash borer and how it affects municipal budgets and what municipalities should be doing . Discussion followed . Budget Committee — Herb Engman reported that all departments have submitted their budgets , but he has not had a chance to talk to Al Carvill yet . He also reported that the Village of Cayuga Heights has requested a new fire truck. He did not realize the Town was responsible for some of that purchase and he will be looking into that . Tee -Ann Hunter and Susan Riha commented that this is another example of why we need an Asset Management program so that monies can be put aside every year. Mr. Engman added that there are different philosophies for major expenditures ; some think bonding is a better way because then the current users pay for the asset as opposed to past users who may not be there when the asset is purchased . Operations Committee — Herb Engman reported that the fire department is discontinuing the fire-pull -box monitoring system and we will need to decide on a different way to alert the FD of an emergency . There are companies that provide the service and this is a mandatory requirement by the state . Bruce Bates is looking at different companies and gave a brief explanation . The property maintenance law was also discussed . The Town can take someone to court but we have no mechanism or law that allows us to carry out the rulings . We are trying to develop a law that would allow the Town to be able to go in and clean it up and add the cost to the tax . Discussion followed . The subject of what to do about the digital audio recordings was also discussed . Paulette Terwilliger explained that the topic came up because a trial run of recording the minutes digitally was started last year and there was some confusion about what was happening with them . There are three questions ; 1 . Retention 2 . Web or not and 3 . Format/Indexing . (see Attachment) Discussion followed . Board members thought it was a topic that needed further discussion by the Board to determine what philosophy they wanted to go with . The topic of whether to keep them on the web is the issue that the Board will have to decide . The Web issue will go back to Operations and then onto the Town Board regular meeting for action . Employee Relations Committee — Tee-Ann Hunter reported that the bike rack was discussed ; A discussion on the difference between Class A and B driver' s licenses and what they can and cannot drive and any pay differences that should be associated with the different levels as well as what the load limits are for each . Jim Weber noted that a license holder is responsible for knowing what their license limits are . There is a question about combinations and he is looking for training on that. Peer reviews were also discussed . Page 3 of 9 TB Study Session 7-26-2010 Personnel Committee — Tee-Ann Hunter reported that the College Course Credit Policy was discussed and referred to the Town Board for approval . The Vacation Buyback policy was also discussed with no conclusions reached . The Comp-time use by salaried employees was discussed and no changes will be made . Suspended for presentation . AGENDA ITEM DELTA Presentation — Steve Messmer, Project Manager (689 AttachwAwt)-e Herb Engman gave an over view stating that the Town has to think about a Road Preservation Law which have associated Road Usage Agreements ( RUA' s) . DELTA is one of the companies tackling the problem of coordinating and preparing RUA's to recoup costs for fixing roads deteriorated by heavy equipment association with large projects such as the A& E Center, gas drilling rigs , wind farms , etc . DELTA has a package that they have presented to other municipalities . He turned it over to Mr. Messmer Summary The State has said municipalities have the right to control their own roads and this is one of the ways to do it . There are over 20 towns using the DELTA program which was developed over a 2 year period by Sullivan County using grants and they have released it for other municipalities to use because they want everyone to be able to protect themselves . The start-up cost is approximately $8 , 500 and the idea is that the more municipalities that join , the better the coordination will be and the solidarity/strength in any court action that may happen . It has not been tested in court yet , but there have been instances where Road Use Agreements ( RUA' s) have recaptured monies and they have not been sued . Developers generally, so far, do not want to stop work , so they will sign the RUA's and once that is done , it's done . This is only for large projects , not the routine or usual truck traffic that occurs in the Town now. For example , local milk carrier ALNYE , is a usual traffic even though he may have many trucks on the roads ; but , construction trucks for a new hotel would not be "usual and normal" traffic . Mr. Messmer called this the "fishnet theory" . Their system allows the small fish — normal and usual traffic — through the net while catching the large fish — big developers doing short-term heavy equipment traffic . Roads are reviewed and baselines which will be used to determine the deterioration , if any, after a project is done . They must return the road to the level it was in to start with . In some cases , the RUA determines that a project has to improve the road before the start of work to get it up to the standard required by their use . The RUA also allows the municipality to set truck routes based on what the Town decides is the safest and best route for the community. There would be a Permit Issued for road use , and therefore there would need to be a Permit Officer as the coordinator within the Town . Page 4 of 9 TB Study Session 7-26-2010 Conservation Board – none Planning Department Review Committee Herb Engman reported that the Review Committee has recommended some changes to the job description . There is a bigger emphasis on community involvement and typical work activities have been broken down into categories . Discussion followed . a. Consider approval of revised Director of Planning job description TB RESOLUTION NO . 2010-135 : Approval of Revisions to Job Description – Director of Planning WHEREAS , the Planning Department Review Committee recommends revisions to the Director of Planning job description to better describe the duties of the position ; Now , therefore , be it RESOLVED , the Town Board of the Town of Ithaca does hereby approve the attached revised job description for the Director of Planning position . MOVED : Councilwoman Riha SECONDED : Councilman DePaolo VOTE : Ayes – Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously . AGENDA ITEM Discuss Memo from Tompkins County regarding the Biggs B property (See Attachment) Herb Engman explained that we received a memo from the County with options for the property. The County is considering sending out an RFP to solicit ideas from developers based on their options and they are inviting comments from us . One of the options they are looking at is something akin to EcoVillage . Bill Goodman is working on a grant for an EcoVillage - like development , but that is a multi -year process . Discussion followed on whether a node on West Hill is really going to work and how the Town needs to take a wholistic view of West Hill . It seems all development proposed is residential instead of mixed , with the theory that residential will bring commercial , but will it? Discussion followed and the bullet points in the memo were gone over individually. If a PDZ is needed , the Town would have more input in the particulars , but if they build within current zoning , we would not . Affordable housing was discussed also . Rich DePaolo and Bill Goodman were designated as the contact persons for the Town who will communicate with the County and keep track of the property's status . AGENDA ITEM Discuss Town Board Committee Structure—Pulled due to time AGENDA ITEM Intermunicipal Organizations - None AGENDA ITEM Discuss draft letter re. . Mitigation Fees Tee-Ann Hunter reported that the letter already went out . Page 5 of 9 TB Study Session 7-26-2010 AGENDA ITEM Consider Town of Ulysses request for contract with water haulers Pulled , we did not receive a copy of the contract . AGENDA ITEM Discuss Equipment Bid Process On the agenda per Eric Levine , who was absent . Brief discussion followed . AGENDA ITEM Consider setting a Public Hearing regarding a Noise Permit TB RESOLUTION NO . 2010=136 : Set Public Hearing for consideration of a Noise Permit for the Hillel Foundation function on August 29, 2010 on Ithaca College Campus WHEREAS the Town of Ithaca has received a Noise Permit application from Hillel at Ithaca College for a BBQ with a band on Sunday, August 29 , 2010 from 4 : 30 - 6 : 30 p . m . , Therefore be it RESOLVED , that the Town Board of the Town of Ithaca hold a public hearing at the Town Hall , 215 North Tioga Street , Ithaca , New York , on the 9th day of August , 2010 , at 5 : 50 p . m , for the purpose of considering the above Noise Permit . , and FURTHER RESOLVED , that at such time and place all persons interested in the proposed permits may be heard concerning the same ; and FURTHER RESOLVED , that the Town Clerk of the Town of Ithaca is hereby authorized and directed to publish a notice of such public hearing in the official newspaper of the Town of Ithaca and to post a copy of same on the signboard of the Town of Ithaca . MOVED : Councilwoman Riha SECONDED : Councilman DePaolo VOTE : Ayes — Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously. AGENDA ITEM Consent Agenda TB RESOLUTION NO . 2010-137 : Consent Agenda Items BE IT RESOLVED , that the Town Board of the Town of Ithaca hereby approves and/or adopts the resolutions for Consent Agenda Items : Approval of Minutes of July, 12 , 2010 -- Pulled a . Town of Ithaca Abstract b . Dog Census Budget Amendment Page 6 of 9 TB Study Session 7-26-2010 MOVED : Councilwoman Riha SECONDED : Councilman DePaolo VOTE : Ayes — Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously TB RESOLUTION NO. 2010=137a : Town of Ithaca Abstract WHEREAS , the following numbered vouchers have been presented to the Ithaca Town Board for approval of payment ; and WHEREAS , the said vouchers have been audited for payment by the said Town Board ; now therefore be it RESOLVED , that the governing Town Board hereby authorizes the payment of the said vouchers in total for the amounts indicated . VOUCHER NOS . 8661 - 8755 General Fund Town wide 74 ,739.37 General Fund Part Town 31075 .62 Highway Fund Part Town 95 , 883. 16 Water Fund 16 ,027.63 Sewer Fund 61303 .70 Forest Home Traffic Calming PH1 48 . 97 Warren Road Walkway 11140 .00 Fire Protection Fund 258, 333. 00 Forest Home Lighting District 103. 66 Glenside Lighting District 38 . 37 Renwick Heights Lighting District 55 . 03 Eastwood Commons Lighting District 135 . 51 Clover Lane Lighting District 16 .06 Winner's Circle Lighting District 54 .53 Burlei h Drive Lighting District 54 .01 West Haven Road Lighting District 160. 78 Coddin ton Road Lighting District 96.08 Trust and Agency 3,264 .00 Debt Service _940.00 TOTAL 4601469 . 480, MOVED : Councilwoman Riha SECONDED : Councilman DePaolo VOTE : Ayes — Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously Page 7 of 9 TB Study Session 7-26-2010 TB RESOLUTION NO . 2010=137b : Budget Transfer and Amendment for Conducting A Dog Enumeration in 2010 WHEREAS : Under our contract with Tompkins County Animal Control , the Town of Ithaca is required to conduct a dog enumeration in the year 2010 , and WHEREAS : Funds were not provided in the 2010 to conduct an animal enumeration , and WHEREAS : The Ithaca Town Clerk is requesting funds to be budgeted for to meet this contractual obligation , and WHEREAS : the Town Clerk and Town Budget Officer together have reviewed the 2010 General Townwide Fund budget and recommends the following transfers and amendment to the 2010 General Townwide Operating Fund : FROM : A1410 . 403 Town Clerk Recording Fees $25841 . 00 A1410 . 410 Town Clerk Conference & Mileage $3 , 000 . 00 A1460 . 400 Records Mgmt Contractual $ 1 , 475 . 00 A1460 . 445 Records Mgmt Storage Supplies $29300 . 00 A1460 . 447 Records Mgmt Codification Updates $ 407 . 00 A1555 Dog Enumeration $ 1 , 750 . 00 A2544 Dog License $3 , 227 . 00 TO : A3520 . 402 Animal Control — Enumeration $ 15 , 000 Now therefore be it RESOLVED : that the Town Board approves , authorizes and directs the Town Budget Officer to record the appropriate budgetary amendment to establish funding to meet this expense . MOVED : Councilwoman Riha SECONDED : Councilman DePaolo VOTE : Ayes — Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously Pulled Item — Approval of Minutes A change was made to remove the words "at Town Hall" on page 8 in the benefits discussion . Agreed . TB RESOLUTION NO. 2010-138 : Town of Ithaca Minutes of July 12 , 2010 WHEREAS , the draft minutes of the July 12 , 2010 Regular Meeting of the Town Board have been submitted for review and approval ; Page 8 of 9 TB Study Session 7-26-2010 THEREFORE BE IT RESOLVED , that the governing Town Board hereby approves the ;submitted minutes , with correction , as the Final minutes of the July 12 , 2010 Regular Mee"ting of the Town Board of the Town of Ithaca . MOVED : Councilman DePaolo SECONDED : Councilwoman Riha VOTE : Ayes — Engman , Goodman , Hunter, DePaolo , Leary and Riha Absent : Levine Motion passed unanimously ` AGENDA ITEM Review of Correspondence - None Upon motion by Tee-Ann Hunter and seconded by Pat Leary, the Board entered ;F Executive Session to discuss the personnel history of a particular person at 7 :30 p :m : The Board came out of executive session upon motion by Bill Goodman and Susan Riha at 7 : 46 p . m . s Meeting was adjourned upon motion at 7 : 47p , m , Y: Respe t y fitted It bf JAL Paulette Terw" iger, Town Clerk rt, ti Page 9 of 9 t TOWN OF ITHACA AFFIDAVIT OF POSTING AND PUBLICATION I , Paulette Terwilliger, being duly sworn , say that I am the Town Clerk of the Town of Ithaca, Tompkins County , New York that the following notice has been duly posted on the sign board of the Town Clerk of the Town of Ithaca and the notice has been duly published in the official newspaper, Ithaca Journal: O ADVERTISEMENT O NOTICE OF PUBLIC HEARINGS Town of Ithaca Local Law Amending Chapter 230 of the Town Code "Streets and Sidewalks" Location of Sign Board Used for Posting : Town Clerk's Office Tom""'6ttTNAG1► ". 215 North Tioga Street Th9Tow ubf� Ne anng�¢n nBoardn, li1 P :July 121, 2010 at' 545 p m regard Ithaca , NY 14850 ing a loaal` lew ameridng= Chapter 23 .Iof !fie Town'. Code' 'Streetal 08; ; Side Date of P tinge June 30, 2010 walks to;revisep'ro6n anal elated to excavation and; cons'rij6&n in� municipal: roadways and' :higtway,,'c / pp, rights of viays The?draft Date f u n : J�tAe-3V, 2010 local law'is available for re _Z ;' wew at Ithaea Town' Nall ; \ 215 Wi Tioga www:town Ithaca rry:ua , PauletleTerwilllgeKrS` :y Town Paulette Terwilliger 61,30`2Q10 Town Clerk STATE OF NEW YORK) COUNTY OF TOMPKINS) SS : TOWN OF ITHACA) Sworn to and subscribed before me this 1St day of July, 2010 . otary Public DEBRA DEAUGISTINE NOTARY PUBLIC -STATE OF NEW YORK No, O1 DE6148035 Qualified In Tompkins County ,my Commisllon expires June 19, 201 oT Regular Meeting of the Ithaca Town Board Monday, August 9, 2010 at 5 : 30 p. m . 215 North Tioga Street, Ithaca, NY 14850 Agenda 1 . Call to Order & Pledge of Allegiance 2 . Report from County and City Officials 3 . Quarterly Report from the Fire Commissioner 4 . Persons to be Heard and Board Comments 5 , 5 :45 Public Hearing Regarding a Local Law Electing a Retirement Incentive Program as Authorized by Chapter 105 , Laws of 2010 for the Eligible Employees of the Town of Ithaca a . Consider adoption 6 . 5 : 50 Public Hearing re . : a Noise Permit for Hillel at Ithaca College a . Consider adoption 7 . 5 : 55 Public Hearing re . : a Noise Permit for Ithaca College : IC After Dark a . Consider adoption 8 . Consider setting a public hearing re . : a Noise Permit for Ithaca College Senior BBQ 95 Consider Authorization to Award the Bid for the Forest Home Traffic Calming Project Phase I 10 . Ridgecrest Water Tank Improvement Project a . Consider Authorization To Award Contract for Construction and to Establish the Ridgecrest Road Water Tank Improvement Capital Project Fund 11 . Consider Setting a Public Hearing for the Hungerford Hill Rd Pump Station Water Improvements 12 . Consider Amending the Public Interest Order for the East Shore Dr. Water Improvements Project 13 . Consider Approval of and Authorization to sign the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium 14 . Consider Authorization to Contribute to the Reserves of the Greater Tompkins County Municipal Health Insurance Consortium 15 . Consider Authorization for the Town Supervisor to sign the " Boulder Revocable License Agreement" 16 . Consider Budget Amendment to Transfer Unexpended Monies for Sand Bank Road Improvements 17 . Consider Approval of Revised College Credit Course Policy 189 Consent Agenda a . Town of Ithaca Abstract b . Bolton Point Abstract c . Approval of Minutes d . Consider appointment of ZBA Alternate e . Consider appointment of Sustainability Planner f . Approve Sale of Surplus Equipment — Public Works Department 190 Report of Town Officials 20 . Report of Town Committees 21 , Intermunicipal Organizations 22 . Review of Correspondence 23 . Consider Adjournment