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HomeMy WebLinkAbout2021-07-13-TB-FINAL-minutes TOWN BOARD MEETING Town of Ulysses July 13, 2021 Audio of the minutes are available on the website at ulysses.ny.us. The meeting was held at the Town Hall at 10 Elm St., Trumansburg. Members of the public joined in person and via videoconference on the Zoom platform. Notice of Town Board meetings are posted on the Town’s website and Clerk’s board. CALL TO ORDER: Ms. Zahler called the meeting to order at 7pm. ATTENDANCE: The Town Clerk called the roll: TOWN OFFICIALS PRESENT: Supervisor- Nancy Zahler Board members- Michael Boggs, Katelin Olson, Rich Goldman, Mary Bouchard Budget Officer- Michelle E. Wright Town Clerk- Carissa Parlato Planning Board Chair- Linda Liddle Tompkins County Legislator- Anne Koreman OTHERS PRESENT: Cait Darfler, Marlaine Darfler, Courtney Kempski & Eric Whelpley (at 7:33pm) APPROVAL OF AGENDA: RESOLUTION #127 of 2021: APPROVAL OF MEETING AGENDA BE IT RESOLVED that the Ulysses Town Board approve the agenda for July 13, 2021, with the addition of payment of claims and the approval of out of district water users. Moved: Zahler Seconded: Boggs Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 PRIVILEGE OF THE FLOOR: Ms. Darfler expressed concern about the Trumansburg Fair Board’s allowance of Bengal tigers at this year’s fair. She shared information on abusive training practices, animal signs of distress, cage size and the practices that counter wild tiger behaviors. She requests that the board prohibit wild/exotic animals in the town and shared other town ordinances. The board discussed how ordinances, town laws and zoning laws could play a role. There was sentiment among board members to take action and Supervisor Zahler requested examples from Ms. Darfler to share with the Town’s attorney for future action. REPORTS FROM REPRESENTATIVES: Ms. Koreman gave the following updates from Tompkins County: • Pushing for kids 12-18 to get vaccinated • Starting budget season and trying to keep taxes low to help people and the economy recover • ARP funds – expected to get $20 million this year and $20 next year will be used to: o pay off debt o hire back staff o a small business incubator Ms. Zahler noted that the town will begin its discussion of how to spend its ARP funds at the 7/27 Town Board meeting. Ms. Koreman continued: • DMV open hours are still limited due to staffing. Appointments recommended • Room tax down 25% from 2019. Up 400% from 2020. Authorized $570K to tourism- mostly to convention & visitors bureau. Encouraging people to stay local • TC has 2nd highest vaccination rate in the state. Most others around 40% while Tompkins County is at 70% vaccinated STAFF REPORTS: (See attached) The Town Clerk shared highlights from the newly-created water report. Mr. Washburn shared the following in addition to his submitted reports: Grassroots Festival update • The first weekend of camping went smoothly and stayed within guidelines • Pedestrian crossing went smoothly • Lucas Albertsman, the town Fire Inspector, will monitor while Mark is on vacation. Ms. Olson asked how the 5,000 person maximum mandated by the health dept. will be monitored. Mr. Washburn said that they are not allowed to sell more than 4500 tickets to allow 500 for staff & volunteers. Ms. Zahler and other board members thanked him for his hard work and fairness. Mr. Washburn continued: • All other bldg. permits are busy and being handled. Ms. Wright gave an update on the asset database, ARP funds, and sales tax in addition to her submitted reports. Ms. Zahler gave a Summer Rec program update: • Camps are at capacity • A field trip to SeaBreeze is planned to avoid Grassroots conflict Ms. Bouchard gave an update on the following: Village of Trumansburg highlights: • Held public hearing on applying for a CDBG planning grant for stormwater mgmt. • The Criterion bike race is scheduled for Aug.14 Tompkins County Recreation Partnership • Will do an MOE (maintenance of effort) for next year- offer same number of programs for 2022 • Would like 1 year advance notice to end participation in the partnership Mr. Boggs shared that the following: He completed a 20 hour Diversity, Equity and Inclusion training for Cornell Ms. Zahler shared the following: • 2 Out of district water user requests • A subcommittee has been working on creating a policy/procedures for how to distribute funds to community groups PRIVILEGE OF THE FLOOR: Eric Whelpley shared his thoughts on Grassroots Festival: • questions about gray & black water retention at the camp site • traffic still an issue for them near GR with blind driveway and hedgerow in way Ms. Zahler responded that the Health Dept. inspects the water and has mandated a buried tank and that NYSDOT can be requested to do a speed study. OLD BUSINESS: ADOPTION OF 2021 DIVERSITY, EQUITY, & INCLUSION POLICY RESOLUTION 2021-128: ADOPTION OF 2021 DIVERSITY, EQUITY AND INCLUSION POLICY WHEREAS, a draft of the proposed Diversity and Inclusion Policy, subsequently renamed the Diversity, Equity and Inclusion Policy, was originally presented to and discussed by the Ulysses Town Board on June 8th as an action step consistent with the commitments made by the Town Board in June 2020 after the murder of George Floyd and WHEREAS, the draft statement was shared with employees and with the public via the Town’s electronic newsletter to seek feedback and comments and WHEREAS, the draft statement has been revised to reflect the input from the community, Town Board members, and staff, and WHEREAS, the members of the Ulysses Town Board support the policy as amended, now therefore be it RESOLVED, that the Ulysses Town Board adopts the 2021 Diversity, Equity and Inclusion Policy and further RESOLVED, the Ulysses Town Board designates _________________32 as the Diversity, Equity and Inclusion Advocate responsible for implementation, dissemination, compliance, and monitoring of the policy and further RESOLVED, that the language of the policy be integrated into and/or aligned with Sections 801-803 of the Town’s Personnel Policy, which includes the Town’s policies and procedures for adhering to the Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq; the Americans with Disabilities Act; and Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). Moved: Olson Seconded: Goldman DISCUSSION: Ms. Olson noted that the following changes were made from the previous draft: 3 • Added some protections (economic and first amendment) not already in current policy • Modified the Tompkins County portion to encourage all underrepresented groups to apply The board discussed the inclusion of first amendment language. Mr. Goldman was concerned that it opens up gray areas and potential litigation. Ms. Bouchard and Mr. Boggs agreed. MOTION: Mr. Goldman moved to amend the language by deleting “or protected first amendment activities”. This was seconded by Mr. Boggs. Zahler nay Olson nay Boggs aye Goldman aye Bouchard aye Vote: 3-2 Mr. Boggs made a friendly amendment to change the word “equality” to “equity”. Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 CONSENT AGENDA for RESOLUTIONS # 129-132: WHEREAS, the Ulysses Town Board has reviewed the following resolutions A-E thoroughly and is satisfied that the resolutions are sufficiently clear and do not require further explanation or discussion, now therefore be it RESOLVED that Resolutions 129-132 are hereby approved as printed. RESOLUTION 2021-129: NOTIFICATION TO TOWN BOARD, REQUEST FOR PROPOSALS FOR INSURANCE BROKER WHEREAS, to assure that the Town receives the highest quality services at the most cost- effective price, the Town periodically seeks competitive bids for professional services, now therefore be it RESOLVED, that the Ulysses Town Board recognizes that Town staff will be engaging in an RFP process to identify options for the Town Board for an insurance broker willing and able to provide the most comprehensive coverage possible for the Town at the most reasonable cost for coverage starting in 2022. RESOLUTION 2021-130: NOTIFICATION TO TOWN BOARD, SHORT TERM BORROW FROM SW3 FUND BALANCE FOR HA FUND WATER DISTRICT 3 TTHM REMEDIATION AERATOR PROJECT CASH FLOW WHEREAS, the Water District 3 TTHM Remediation Aerator Project partially funded by the New York State Environmental Facilities Corporation (EFC) Grant through the Water Infrastructure Improvement Act (WIIA) Grant Program, EFC project number 18217 has progressed through installation of equipment and testing, and, WHEREAS, Gerwitz & McNeil, the contractors who installed the aerator equipment, have successfully completed installation of the project components that have met performance testing standards and therefore have submitted an invoice for services to date, and WHEREAS, EFC retains 25% of the total project cost to be released at project closeout, and WHEREAS, the HA fund is in need of cash flow in anticipation of the 25% retainage, and WHEREAS, Water District 3 is the same tax base as the HA fund, and WHEREAS, an estimated $41,000 is needed for cash flow purposes for project closeout, and WHEREAS, there is an estimated $73,000 currently available in SW3 Unappropriated Fund Balance, NOW THEREFORE BE IT RESOLVED, that the Ulysses Town Board authorizes a temporary loan from the Water District 3 Fund Unreserved Fund Balance in the amount of $41,000 to be returned to WD3 Unappropriated Fund Balance upon project close out and reimbursement from the funder EFC is received. RESOLUTION 2021-131: NOTIFICATION TO TOWN BOARD, SHORT TERM BORROW FROM SM AND SF FUNDS TO THE HB FUND CEMETERY ROAD BRIDGE (BIN 3210360) REPLACEMENT PROJECT FOR CASH FLOW CONSTRUCTION PHASE FINANCING WHEREAS, the Village of Trumansburg Board of Trustees voted on February 8, 2021 to grant to the Town of Ulysses the ability to pay for contracted Fire protection and EMS coverage in two payments, as previously described, as a one-time exception to the 2021 Fire and EMS contracts, and WHEREAS, resolution 2021-62 approved the contract payment in two parts as a method of cash flow for the Cemetery Road Bridge replacement, which is on a Village Street, NOW THEREFORE BE IT RESOLVED, that the Ulysses Town Board authorizes a temporary loan from the SM and SF Funds to the HB Fund in the amount of $259,073 to be returned to the SF and SM fund upon project close out and reimbursement is received from the grant program BRIDGE NY and Tompkins County. RESOLUTION 2021-132: ENDORSEMENT OF TRUMANSBURG CONSERVATORY FOR FINE ARTS GRANT APPLICATION FOR HISTORIC RESTORATION AND ACCESSIBILITY WHEREAS, the Trumansburg Conservatory for Fine Arts (TCFA) is a center of cultural activity in downtown Trumansburg which supports our local economy by attracting young families and tourists to our area and has served over 3,500 people with art and dance instruction, exhibitions, concerts and community events in 2021; and WHEREAS, TCFA is applying for a grant from NYS Parks, Recreation and Historic Preservation to begin a multi-phase restoration of the building’s historic interior and exterior and to provide accessibility to the main entrance as well as an ADA compliant gender-neutral restroom; and WHEREAS, the Town of Ulysses values our history and supports active measures by all of our partners to improve accessibility for and inclusion for all in in community activities, now therefore be it RESOLVED, that as a supporter of the TCFA, the Ulysses Town Board offers its endorsement of the grant application being submitted by TCFA to NYS Parks, Recreation and Historic Preservation to enable the organization to restore this historic icon and to become more fully accessible to all in the community. Moved: Zahler Seconded: Goldman Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 RESOLUTION: 2021-133: APPROVAL OF JUNE 22 AND JUNE 25, 2021 MINUTES RESOLVED, that the Ulysses Town Board has reviewed and hereby approves the minutes of the June 22, 2021 and June 25, 2021 Town Board meetings as presented. Moved: Zahler Seconded: Goldman Zahler aye Olson aye Boggs aye Goldman aye Bouchard abstain Vote: 4-0 Date Adopted: 7/13/21 NEW BUSINESS: RESOLUTION 2021-134: AUTHORIZATION TO CONTRACT WITH BARTON AND LOGUIDICE FOR CONSTRUCTION INSPECTION SERVICES FOR THE CEMETERY ROAD BRIDGE (BIN 3210360) REPLACEMENT PROJECT WHEREAS, resolution 2019-65 selected Barton and Loguidice as the Design Engineers for the partially funded BRIDGE-NY Cemetery Road Bridge Replacement Project, and WHEREAS, Chapter Six section 6.2.3 of the Procedures for Locally Administered Federal Aid Projects (PLAFAP) states that “In the case of projects covering two or more distinct phases, when the cost of the second phase depends on decisions which will be made in the first phase, the original consultant contract should only cover in detail the terms and conditions of the first phase. Work associated with the second phase may be added to the original consultant contract by a supplemental agreement…The most common occurrence is the contracting for design services in the original contract and the addition of construction inspection services in a supplemental agreement. The Sponsor is neither obligated nor prohibited from using the same consultant to perform design work and construction inspection services.,” and WHEREAS, as the Professional Engineers for the design phase of the project, Barton and Loguidice has led the Town through the design phase of the project and therefore has obtained a high level of knowledge pertaining to the nuances of the Cemetery Bridge Replacement Project, the Town of Ulysses wishes to retain Construction Inspection services of Barton and Loguidice for the Construction Phase of the Cemetery Bridge Replacement Project, NOW THEREFORE IT BE RESOLVED that the Ulysses Town Board authorizes the Town Supervisor to enter into a contract, via a supplemental agreement to the design services contract, with Barton and Loguidice for Construction Inspection Services, and FURTHER RESOLVED that the Town Supervisor is authorized to sign the Construction Management plan pending approval from New York State Department of Transportation and FURTHER RESOLVED, that the Town Board acknowledges that the Supervisor signed a Dispensation Form on July 7, 2021 allowing the contractor to exceed the normal hours and/or days of a given work week on limited occasions to be able to expedite completion of the project. Moved: Zahler Seconded: Boggs Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 RESOLUTION 2021-135: APPROVAL OF JACKSONVILLE COMMUNITY ASSOCIATION’S PLAN TO EXPEND 2021 ALLOCATED FUNDS WHEREAS, the Town of Ulysses and the Jacksonville Community Association (JCA) executed a Memorandum of Understanding giving the public access to the JCA’s community park and allowing JCA to request Town support for park improvements and maintenance; and WHEREAS, the Ulysses Town Board allocated $5,000 in the approved 2021 Town Budget for Park Improvements in line A7110.4 Parks CE , contingent on a review of their spending plan; and WHEREAS, the JCA has presented an outline of their 2021 plans and estimated expenses related to completion of the public restroom project and plans for park maintenance developed by graduate students from SUNY Cortland referred by the Town’s Recreation Director; now therefore be it RESOLVED, that the Ulysses Town Board authorizes expenditures from A7110.4 Parks CE to implement the plans as outlined in the attached report and proposal of July 9, 2021 for up to a maximum of $5,000 and further RESOLVED, the Town Supervisor, Budget Officer, and Clerk are directed to coordinate billing and payments with JCA for such authorized expenditures. Moved: Zahler Seconded: Bouchard Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 DISCUSSION OF NEW PLANNER JOB DESCRIPTION: Board members shared thoughts on the job description. Input has also been given from Planning Board Chair Liddle, Conservation & Sustainability Advisory Committee Chair Marino, Supervisor Zahler, and Deputy Supervisor Olson. FUTURE MEETINGS: July 27, 2021: • Public and Board input to guide development of a Nuisance Ordinance & Special Event Permits • Presentation and Discussion of American Rescue Plan Funding August 10: • Discussion of Supervisor’s Office staffing September 14: • Public Discussion of Local Sales of Cannabis RESOLUTION #136 OF 2021: AUTHORIZATION TO CONSIDER REQUESTS FROM TWO HOUSEHOLDS SEEKING TO BECOME AN OUT OF DISTRICT USERS OF WATER DISTRICT #3 WHEREAS, as residents on Durling Road and Trumansburg Road have expressed interest in joining Water District #3 as an out of district user to gain access to safe potable water, and WHEREAS, if all conditions can be met, addition of an out of district user at the users’ cost benefits both the new users and the water district by increasing the volume of water used, now therefore be it RESOLVED, that the Town Supervisor, Town Clerk, and Water Department are hereby authorized by the Ulysses Town Board to work with the Town of Ithaca for approval to add new, out of district users and with the residents to prepare out of district user agreements to be voted on by the Town Board, on behalf of the water district. Moved: Zahler Seconded: Boggs Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 AUTHORIZE PAYMENT OF CLAIMS: RESOLUTION # 2021-137: AUTHORIZATION TO PAY CLAIMS RESOLVED that the Ulysses Town Board has reviewed and approves payment of claims for: HA Fund: Vouchers #36-37 for $27,769.06 and HB Fund: Vouchers #23 for $560 and A-SW Funds: Vouchers # 262-317 for $53,989.60 Moved: Zahler Seconded: Bouchard Zahler aye Olson aye Boggs aye Goldman aye Bouchard aye Vote: 5-0 Date Adopted: 7/13/21 PRIVILEGE OF THE FLOOR (3 min limit per person): (none) ADJOURN: Mr. Goldman moved to adjourn the meeting at 9:54pm. This was seconded by Ms. Bouchard and passed unanimously. Respectfully submitted by Carissa Parlato, Town Clerk 7/23/2021 pg 1 Building & Codes Monthly Report Building & Code Updates Mark Washburn, NYS CEO, Certification No 1020-0364 Reporting Period June 1 – June 30, 2021 Plan Reviews  1 home build Started  2 discussions about upcoming projects Site Visits  Ongoing monitoring of Erosion Plan, visited 4 times no issues  Pre-site visits x1 New Home builds CEO Activity • 12 Foundation/Footer inspections/ 1 reinspection’s needed issues fixed • 8 Framing inspections/ 1 reinspection’s • 4 Plumbing inspections/ 0 reinspection’s Issue resolved • 1 Final inspection • Total inspection time of 130 hrs. for June. • 1 C of O’s issued, 2 C of C’s issued • Continuing to work through back log • Completed 15 credit hours for recertification taken • Code research for 10 different issues approximately 12 hours • Field work Meeting with homeowners and engineer regarding Zoning issues • Falls Rd. Resident outreach regarding concerns with proposed special event permit • Research and meetings regarding Special Event Permit Application Zoning Enforcement SBL Violation Code Action Status 18.-1-3 Erosion control Not following site plan on file Reviewed plan Fixed/monitoring 2 visits were after heavy rain 4x Site visit No issues Ongoing Burned out house Safety Violation [NY] 108.1.1 Unsafe structure Letter of violation sent Awaiting response Town of Ulysses Clerk’s Office MONTHLY REPORT for JUNE 2021 Submitted by Carissa Parlato LICENSES/PERMITS issued: # Sporting licenses 20 Disabled parking permits 13 Dog licenses and renewals 79 Marriage licenses 4 Plumbing permits 0 Address assignments 0 Notarizations 8 FOIL requests-received 0 FOIL requests-completed 0 CLERK’s OFFICE TASKS: • Routine tasks: o retrieved, sorted, vouchered mail, answered inquiries on various topics, attended town board meetings and took minutes, kept website current, provide notary services, issued marriage & dog licenses and disabled parking permits, collect building & zoning fees, assign new addresses o participate in weekly Supervisor/Clerks office meetings • Assist with search & on-boarding of temporary planner • Send weekly e-newsletter messages to residents including COVID resources • Provide documents to NYS auditors as requested • Meet with Supervisor, Deputy Sup. And Bookkeeper to update Human Resources procedures • Facilitate Community Leaders meeting • Schedule meeting for community funding policy creation & prepare draft • Update asset database • Work on software inventory • Procurement training for Rec Director SAFETY/EMERGENCY COMMITTEE: No updates TAX COLLECTION TASKS: • Worked with Tompkins County on settlement of 2021 taxes WATER DISTRICT TASKS: • Tracked water usage/testing/consumption/billing for annual spreadsheet • Collected and posted water payments • Monthly reporting to the bookkeeper to reconcile accounting • Internal water working group meetings • Met with Town of Ithaca to reconcile water loss HABITAT NATURE PRESERVE COMMITTEE: • Next mtg scheduled for July 19 OTHER COMMITTEES/ASSOCIATIONS: • Health consortium- Joint Committee on Plan Structure & Design- attended June mtg. Discussion of wellness FINANCIAL REPORT: $1674.50 TOTAL Clerk fees & licenses collected $1110.43 stays in the town $564.07 goes to the state $4306.00 Building & Zoning fees collected and deposited in supervisor acct. • Tompkins County Clerks Assoc.- meeting held on June 9 Town of Ulysses MONTHLY WATER REPORT June 2021 WATER DISTRICT 3: Note to Town Board: this is the first report. Please let me know if you would like any other information included and whether you’d prefer a monthly or quarterly report. Testing The following tests are mandated by the Tompkins County Health Dept. Test Frequency This month’s result bacteria Monthly negative DBP/THMs Monthly 41ppm on Hyd. #60 (max of 80 allowed) chlorine Daily Within normal range Lead & copper Every 3 yrs (next due in 2022) Financials • Quarterly billings (Feb. May, Aug. & Nov.) Maintenance • Meters switched to radiohead (remote) meter readers: o 82 switched o 149 outstanding  # does not include trailer park sub-meters but does include master meter  estimated cost= $29,055 ($195 each) • # Water main breaks discovered – 0 • Hydrant flushing: o Perry City Rd, Jacksonville Rd., Swamp College completed o In progress: Rte. 96, Cold Springs & Van Dorn’s Rd. • Tank/aerator updates? Water hook ups • In process- 1 in district, 1 out of district • 250 users connected & using • 52 connected to water main but not using town water Trainings • Water District Operator is scheduled for training in August. Water notifications to customers • None this month Water notifications to town from DOH • None this month Meetings • Wright, Stevenson, Parlato & Zahler met on June 10 to discuss reporting & long-term water district planning Submitted by Carissa Parlato, Water District Clerk, 7/9/21 July 2021 TRUCK / HAUL 1a’s for oil and stone Item 4 for shoulders ROADS Trim Brush along right of way for sight visibility Mowing roadsides Working on shoulders Cold patching in various spots REPAIRS Water truck fuel injection replacement Tire on T20 Adjust brakes on T20 and T21 STORMS Clearing numerous trees from wind damage Assisting Fire dept with tree damage Building & Code Enforcement Office 607-387-9778 ext. 231 Buildings & Code Enforcement Report for June 2021 SUBMITTED AT JULY 2021 TOWN BOARD MEETING Building Permits issued 4 Plan Reviews 1 Certificate of Occupancy issued 1 Permits Renewed 0 Complaints Received Complaints Resolved 1 Inspections (Footers, Foundations, Plumbing, Insulation, roofing, Pools, Etc.) 25 Plus 2 Reinspection’s New Site Inspections 1 Building Review Consultations (pre-plan meetings, Future Building/Remodeling) 1 Fire Safety Inspections Ongoing Code Training Seminars 15 Hours completed County Assessment, Town, DOS Reports 3 Open property in violation cases 7 Property violations resolved 0 Value of Permits issued: $482,000.00 Building Permit fees collected for month: $1,801.00 Respectfully Submitted, Mark Washburn Mark Washburn – Building & Fire Code Enforcement Officer TOWN OF ULYSSES 10 Elm Street, Trumansburg, NY 14886 ulysses.ny.us Town Supervisor (607) 387-5767, Ext 232 supervisor@ulysses.ny.us Town Clerk (607) 387-5767, Ext 221 clerk@ulysses.ny.us Activity Report Town of Ulysses Fire Inspector Lucas Albertsman June 2021 Fire Inspections 6 Taughannock Farms Restaurant Taughannock Farms Inn Taughannock Farms wedding venue Racker Center Grassroots New Park Ithaca Invoices sent out 4 Notices sent 10 Operating permits issued 2 Recreation Department Report July 9th, 20201 Created by: Will Glennon, Recreation Director Summer Programs: Basketball Sports Clinic: June 28-July 2nd ●Instructors/coordinators: ○Paul Pennock, TBurg Varsity boys basketball coach ○Rob Reakes, TBurg Junior Varsity boys basketball coach ●32 participants (boys and girls, grades 4-8) ●Two sections. Volleyball Sports Clinic ●Instructor: ○Angela McClennan, Varsity girls volleyball coach ●25 participants (girls grades 4-12) ●Two sections Summer Programs/Camps: ●Week one completed 49/50 spots enrolled. ○Four day camp made it Taughannock for swimming 3 of 4 days due to weather. One day had to be cut short due to thunder. ○Campers have use of 10x20 pop up tents at Taughannock for inclement weather and fast moving storms. ○TCAT and School bus transportation system has been working well to date. ■TCAT provided 39 passes at a 50% discount for the summer. A savings of nearly $700.00 ●Week Two begins on Monday. ○50 campers ●Remainder of the camp is sold out with waiting lists. ●Total of 14 staff are working at the camp. ○We have a constant staff to camper ratio of 1:6 each day. ●Camp Director and Assistant Directors are performing very well. ○Assistant Directors are in charge of daily programming. ○One AD is a physical education teacher ○The other is a music and band teacher ●Shared fairgrounds space with grassroots has gone smoothly so far. A gate and sign has been posted at the entrance during camp hours to prevent vehicle and pedestrian traffic. ●July 23rd the camp will be taking a field trip to Seabreeze Amusement Park. Buses will leave Fairgrounds at 9:30 with a 4:30/5:00 return time. Page 1 of 2 Report to Town Board Work between: 6/5 – 7/8/21 Meeting date: 7/13/2021 Submitted by Michelle E. Wright Emergency Related • Tasks and communications pertaining to my work specifically have drawn down to near close regarding emergency related work activities. Bookkeeper Transition • Blixy is an incredible asset to the Town, I would like to express gratitude for her aptitude, skill set, and professional and friendly demeanor and work style. We are very lucky to have her on our team. • Ongoing training and delegation of tasks • HR/Payroll related: the idea is that this work will shift entirely to the Bookkeeper • Retiree benefits training Active Grant Updates • Cemetery Road Bridge over Trumansburg Creek (NYSDOT 95% funded with FHWA money, Barton & Loguidice Engineers) o Internal activities: ▪ Communications and work activities related to project budget, financing, construction inspection contract, communications with County and NYSDOT; subsequent resolution drafting ▪ 7/7 pre-construction meeting with engineers, Economy Paving, NYSDOT, Village, Town Highway, County Highway ▪ PR and community communications regarding construction schedule ▪ Learning a new system for reimbursement submission ▪ Communications with Bridge neighbors whom were experiencing disruption in driveway access due to NYSEG Cemetery Bridge Project Timeline When What Status September 2018 Project Awarded Bridge NY Funding Complete October 2018 Project Added to STIP/TIP Complete January 2019 State-Local Agreement Executed Complete January 2019 Design Consultant Contract Executed Complete January 2020 Design sent to NYSDOT for review Complete March 2, 2020 Public Meeting Meeting held 3/2 January 2021 ROW Acquisition Completed NYS will conduct, this is in process 11/10/2020 ADP Complete Complete 12/28/2020 PS&E Submitted Complete January 2021 PS&E Approved by County & State Complete April 2020 Construction Phase Authorized Complete April 2020 Advertisement Complete 5/14/2021 Bid opening Complete Spring 2021 Letting Complete 7/7/2021 Pre-Construction Meeting Complete 7/19/2021 Begin Construction Fall 2021 Construction complete • WD #3 WIIA Grant (EFC funded, MRB Engineers) o Engineer update: ▪ Guardrail installation: • Due to extended leave times created by the COVID emergency, the guardrail installation will not happen until later this year. Page 2 of 2 • MRB will pass along the drawings once they get them back from the manufacturer, we will pass along to the Board. o Work regarding internal cash flow financing, modeling and resolution drafting, documentation required for EFC reimbursement Other Work Miscellaneous • Standing weekly meetings: Clerk’s office, Supervisor • BRIDGE NY Submission o Durling Road, Curry Road Structure Replacement & Maplewood Hairpin Turn ▪ Curry Road and Maplewood culvert program applications submitted in May ▪ Durling Road bridge application submitted 6/8 Insurance Related • 6/14 NYMIR onsite facilities assessment tour • Communications regarding worker’s comp • Communications regarding RFP Financially Related • Continued communications and meetings pertaining to NYSOSC audit, 6/10 audit topic meeting, staff communications, supplying records • 6/16 & 6/23 meetings with Rec Director regarding 2021 budget projections and general conversations regarding procurement • Communications and procedures development for full implementation of asset database in collaboration with the Deputy Clerk • Collaboration on IT Asset Inventory with the Clerks Office • Continued work regarding ARPA funding o Set up new bank account o Research and analysis of allowable uses and other aspects of this fund Budget Related • 6/15 retreat preparation and modeling • Looking to isolate a later week in July dedicated to budget projects • 6/11 Community org funding meeting • Personnel modeling for current and 2022 budget year • TAV analysis • Sales tax analysis and projections Water District 3 • Water reconciliation meeting with Town of Ithaca • Upcoming: it would be amazing to prioritize development of a WD3 capital plan prior to budget season. o Timing of this unknown Upcoming • Preparations for the 2022 budget creation season including modeling concepts that came out of the 6/15 budget retreat • Construction process for Cemetery Road Bridge Meetings & Trainings • Multiple webinars on ARPA funding • 6/15 ITCTC joint planning and policy committee meeting, link to agenda packet: o https://www2.tompkinscountyny.gov/files2/itctc/agenda/2021/agen0621-Jnt.pdf o Meetings notes to be reported in August 1 Supervisor’s Report June 8 – July 13, 2021 N. Zahler Audit The auditors have concluded their in-person review of records and provided a verbal summary of their findings which included high praise for the qualifications and engagement of our Town Board members and the effectiveness of our Town staff and adherence to sound fiscal practices. The one area they are exploring in more depth is our information technology policies and practices and the staff are looking forward to their recommendations on how we can improve. Staffing Blixy Taetzch, our new Bookkeeper, has gotten up to speed quickly and has agreed to centralize all human resources and benefit management functions under the bookkeeper position, which has already streamlined employee hiring, enrollments in health insurance and retirement systems. Greg Hutnik, our part-time temporary Planner started on June 30th and will be working about 10 hours/week after hours. He has gotten oriented, introduced to our Planning Board and BZA members and has already reviewed our code to be able to respond to several different requests for action by the Planning Board which were in process and responded to other inquiries. In light of his limited hours, I did not request a formal report from him this month. Planner position: Requested feedback from staff, Planning Board, BZA, and Conservation and Sustainability Advisory Committee on planning tasks ahead, roles, duties, and skills needed to inform our search for our next planner/zoning officer. Preliminary feedback summarized for Town Board members in preparation for initial discussion on 7/13. Supervisor’s office staffing: The Supervisor and Budget Officer have begun to work on a task analysis and staffing options for this office to be discussed with the Town Board in preparation for the 2022 budget. Union Negotiations In-person negotiations have not yet begun but management held a preliminary meeting to prepare. The Bookkeeper has reviewed our current agreement in light of her extension labor management experience and comments will be shared with the management team. Awaiting scheduling from Teamsters. Grassroots Assisted Mark Washburn as he planned for, reviewed plans and input, and developed terms and conditions for the approved Special Events Permit for Grassroots camping and parking and pedestrian safety plan. Kudos to Mark for outreach to neighbors and for a balanced set of recommendations! Coordinated with Code Enforcement, Highway and Sheriff’s Department on parking enforcement. Accommodated a request from Smith Woods for custom signage on Cemetery Road with help from the Clerk’s office, Highway and Code Enforcement. Participated in a pre-concert series meeting convened by GR to coordinate with law enforcement, EMS, and Town. During the meeting, learned of another campground in a residential zone and worked with 2 Code/Zoning Enforcement Officer to follow up re: compliance with our Special Permit process to offer temporary camping for GR 3-day event July 23-25. Prepared an in-depth background update for Town Board members on June 30th and two additional updates for residents via the listserve. Provided support to the Recreation Director on coordinating summer camp at the Fairgrounds with expanded use of the facilities by Grassroots, including a field trip on July 23rd to avoid scheduling conflicts. Responded to neighbor complaints and suggestions. Met via Zoom with a representative from Assemblywoman Kelles office and Rich Goldman at the assemblywoman’s request to discuss Grassroots and water issues. Nuisance Ordinance Discussed issues related to noise and fireworks with Attorney Walsh and he recommended a broader nuisance ordinance. Scheduled and advertised a forum to seek public input on issues for July 27th. Carissa found sample ordinances from other municipalities and will work with Peter Walsh on structuring feedback on various categories in a potential nuisance ordinance. Capital Projects Aerator: requested and received more detail on Engineering services related to Amendment #2 approved in April. Briefed by Michelle on timing for guardrail. Cemetery Road Bridge: met with Michelle to review and sign contract documents; reviewed construction inspection contract; participated in pre-construction meeting with contractor, DOT, engineer and then with neighbors affected, and worked with Michelle E. Wright and Carissa Parlato on an update for residents. Bridge will be closed starting July 19th with completion anticipated by November 2021. Rt. 96 Culvert Project: DOT contractor has contacted the Town with a different plan for re-locating the WD3 water line along Rt 96. Working with MRB, M. Boggs, and Bolton Point and Highway to reconcile our recommended approach with the new proposal. Project work begins soon but DOT and contractor have not yet provided more details for us to share with WD3 users and Rt 96 travelers. ADA door for Town Hall: Will be coordinating with Court Clerk and Town Clerk to arrange for electrician bids to power back door and back up battery. Budget 2021 oversight: Reviewed and approved vouchers; received Clerk’s report and revenue; reviewed financial reports, provided feedback on contracting for Recreation Program. American Rescue Plan funding Michelle has registered our account information with NYS to prepare for first installment payment: 50% of $320,639 or $160,320. Reviewing FAQs from IRS, Tompkins County’s plans and working with Michelle on a Town Board presentation for July 27th. 3 Financial Reports Monthly closings are happening on time and a discussion of June financial report and highlights from the Bookkeeper will be scheduled for July 27th. Michelle and Blixy will work on a more user friendly monthly summary and we will begin to take action at monthly meetings to review and accept monthly financial report to fulfill our fiscal oversight duties. Planning for 2022 Preliminary meetings held with Budget Officer. Will be providing feedback and oversight of Community Grant Application Process. Water Reconciliation of water loss with Town of Ithaca- Held a productive meeting with the Town of Ithaca, Clerk and Budget Officer to review water loss figures and they identified Town of Ithaca parcels to be correctly billed. Once updated bill is received, Ulysses can invoice Town of Ithaca for reimbursement for their share of water loss. Water line re-location on Rt 96- addressed under Capital projects above Falls Road water district- Researching documents from previous effort WD3 Out of District User Request- a household on Durling Road wishes to connect and Health Department has confirmed water quality issue with their private supply. Working with Water Team to update process and to prepare a request for Town Board approval. Water report for Health Department- Submitted data and narrative water quality report for Water District 3 in early June- See report send under separate cover. Speed Control Requests In response to request for update from Krums Corners, wrote to DOT for progress and held a productive call with regional representative re: process they use when responding. Discovered DOT did not have 2019 request from Rabbit Run. Re-submitted. Received inquiry from Perry City Road resident re: lowering speed. Following up. Jacksonville Gas Station In response to community request, called Blue Ox, owner of Jville Gas Station to confirm upcoming sale of property to Stewarts Shops. Closing anticipated after Labor Day. Will ask Highway to trim tall weeds on corner for traffic safety if not cleared by owner this week. Notified JCA re: news of sale. Comprehensive Plan Update Requested and received from County Planning preliminary data for update of 2009 Plan Appendix C. Awaiting updated census data to complete socio-economic profile. Requested and received advice from County Planning on funding available for updates through the Consolidated Funding Application Process. Will share with Planner and Town Board members. Received an updated community profile from the Tompkins County Youth Services Department. Will circulate.