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HomeMy WebLinkAboutTownBoard_Minutes_2014-10-20D a n b y T o w n B o a r d M i n u t e s o f R e g u l a r M e e t i n g O c t o b e r 2 0 , 2 0 1 4 Present: Supervisor: Ric Dietrich Councilpersons: Rebecca Brenner, Leslie Connors, Jim Holahan, Jack Miller Others Present: Town Clerk Pamela Goddard Bookkeeper Laura Shawley Code Officers Susan Beeners, Matt Cooper FL Land Trust Zack Odell, Kelly Makosch Public Ted Crane, Ronda Roaring 6:15 - Budget Review and Planning The board met for budget review and discussion with Bookkeeper Shawley. This discussion in- cluded considerations for meeting the tax cap and implications and conditions related to the majority of residents receiving a rebate on the county tax increase. The board had substantial Q&A regarding Youth Services and the 2015 Danby Community Council budget with Supervisor Dietrich and DCC representative Ted Crane. There were several questions regarding funding from outside agencies which flow through the DCC for program services. The bulk of the discussion related to choices which will need to be made in discretionary spending/support for other agencies such as the Danby Community Park Association and the Finger Lakes Land Trust. A final budget review and planning meeting was set for Monday November 3 at 7:30pm. The Danby Town Board Meeting was opened at 7:02pm Privilege of the Floor Ronda Roaring reported that it is no longer mandatory in schools to stand for the Pledge of Alle- giance during school functions. Roaring also complained about a mid-week morning disruption on Route 96b due to work by the NYS DOT. This disruption caused her to be late for work. She asked that there be advance notice of such disruptions so that residents are not inconvenienced. Supervisor Dietrich responded that this is a problem, and that there is inadequate communication between the state DOT and local municipalities. Ted Crane reminded the board that the Danby Community Council will be hosting a music con- cert on Sunday October 26. Crane also asked whether there were copies of the proposed Email Poli- cies and Procedures document for members of the public to see. He lastly noted that the Planning Board did not have a quorum for its October Public Hearing and Meeting and suggested that the TB might want to review the attendance records of several PB members. Finger Lakes Land Trust Presentation and Request Zachary Odell, Director of Land Protection with the Finger Lakes Land Trust made a presentation about the role and priorities of the Land Trust and request for two actions behalf of a desired acquisi- tion by the FLLT of property adjacent to the 510 acre Lindsay-Parsons Biodiversity Preserve. An ad- ditional 30 acres of pristine wetlands and undeveloped frontage on Route 34/96, directly across the road from the primary entrance to the Preserve is available for purchase from Mr. Hamilton Allport. Odell presented the FLLT request that the board consider passing a resolution of support for this acquisition. The FLLT is seeking an allocation of $10,000 from Tompkins County’s Capital Reserve Town Board_Minutes_20141020 • Tuesday, November 4, 2014 Page 1 of 4 Fund for Natural, Scenic, and Recreational Resource Protection. Financial support from Tompkins County is contingent, in part, on evidence of support from the local municipality. Q&A The second FLLT request was for $5,000 cash support from the Town of Danby for this land pro- tection purchase. Odell stated that the combined $15,000 of government support ($5,000 from Town of Danby and $10,000 from Tompkins County) would be matched by a Federal grant through the Fish and Wildlife Service. There was extensive Q&A regarding the financial request related to this acquisition and addition to the Lindsay-Parsons Biodiversity Preserve. Code Officer Beeners asked whether Mr. Allport would consider a Conservation Easement. Based on the current assessed value, Beeners thought that the ask- ing price was rather high considering that one third of the property is a wetland. She wondered whether there were alternatives to the Town of Danby contributing money to the project? Beeners also provided information related to the current NY Rural Water Association study of this area, draft water protection overlay zone and wellhead protection area, as it is adjacent to the West Danby Water District well and infrastructure. Odell responded that the primary motive is to “infill” the protection area and so to own the land in fee. He also stated that various options have been explored with Mr. Allport in the past and that he is not interested in a Conservation Easement as he needs to have some financial return on the property. Odell further stated that the FLLT will re-appraise the property as part of an application to a federal grant, and that they fear that the current asking price is actually somewhat low. The board discussed the two requests. Odell admitted that financial support is “hard to come by” from local municipalities and that the participation rate in financial support from municipalities is low. He recognized that there are many priorities in any community and land preservation is often low on the list. Communities which have been able to support land preservation are those who have planned for this. The board asked whether it need to be $5,000 or nothing? Odell assured the board that any level of support would be helpful to accomplish the goal of the FLLT. Community support, even in a lesser amount than the $5,000 requested, would still make a strong statement in the federal grant proposal. Dietrich suggested that the board might be ready to support the resolution, but would need addi- tional time to consider the financial request as part of its larger budget planning process. There was preliminary discussion regarding financial support from the town for this project. RESOLUTION NO. 108 OF 2014 - SUPPORT FOR FLLT PROPOSED ACQUISITION OF ALLPORT PROPERTY Whereas, the proposed Hamilton Allport acquisition will permanently protect significant natural resources and public access opportunity within the Town of Danby, and Whereas, the Allport property contains 30 acres of meadow, woodland, and a kettle lake and associated wet- lands, and is located within a natural resource focus area identified in Tompkins County’s Comprehensive Plan and also within the Emerald Necklace Greenbelt - a priority project of New York State’s Open Space Plan, and Whereas, funds are needed to cover transaction costs associated with completion of the acquisition, and Whereas, the Finger Lakes land Trust seeks an allocation of $10,000 from Tompkins County’s Capital Reserve Fund for Natural, Scenic, and Recreational Resource Protection, Now, Therefore be it Resolved, that the Town Board of the Town of Danby supports this allocation in furtherance of the conservation goals of both the Town of Danby and Tompkins County. Moved by Brenner, Second by Miller. The motion passed. In Favor: Brenner, Connors, Holahan, Miller, Dietrich Further discussion of the FLLT financial request will be held during the budget planning process. Email Procedures Policy A final electronic version of the draft policy will be distributed among the board and staff. There was a discussion regarding tasks and duties of a municipal “Computer Support Vendor” vs. a “IT Di- retor” as Danby does not have an IT Director as part of its staff. Currently, the “Computer Support Vendor” is DigitalTowpath. Further discussion and consideration on the draft Email Policies and Pro- cedures document will be held as part of a special meeting held on Monday, November 3 at 7:30pm. Town Board_Minutes_20141020 • Tuesday, November 4, 2014 Page 2 of 4 There was a related discussion regarding web site maintenance through the end of the year. There was a discussion between the town board and Ted Crane regarding what an acceptable rate of pay would be to retain the services of the previous web master through the end of the year. Crane re- quested a increase from a stipend of $1,000 per year to salary more in line with what the board is pay- ing the new webmaster (Jordie VanHam). Crane felt that the stipend he had been receiving was not fair. Brenner stated there has been a stipend of $1000 per year for the last four years for that role and since there is no additional role or responsibilities for Crane during the transition the increase was not warranted. Brenner also stated that this email and web change was openly discussed during public meetings. The town board offered to extend contract payment through the end of 2014, as per Resolu- tion #85 dated August 11, 2014, to the previous web master, Ted Crane. No vote was taken on this extension. Highway Department Request Shawley presented a request on behalf of the Highway Department. Shawley informed the board that the Highway Department has sold older vehicles at auction and added those funds to the equip- ment reserve. Those funds will be used to purchase a truck with water pumping capabilities from the Fire Department. RESOLUTION NO. 109 OF 2014 - PERMISSION FOR THE HIGHWAY DEPARTMENT TO PURCHASE A TRUCK FROM THE DANBY FIRE DISTRICT Whereas, the Town of Danby Fire District has a fire truck available for sale and the features of this truck include a pumping mechanism that would be beneficial to the Highway Department for spraying water on the roads, and Whereas, the offer price of the truck to the Highway Department is $7,500.00, Now, Therefore be it Resolved, that the Town Board of the Town of Danby gives permission for the Highway Department to purchase the truck from the Fire District for $7,500.00. This expenditure will be paid out of the Highway Equipment Re- serve. Moved by Holahan, Second by Connors. The motion passed. In Favor: Brenner, Connors, Holahan, Miller, Dietrich West Danby Water District Improvement Project -Update Matt Cooper made a report and gave an explanation of a need for a “last round” public hearing to satisfy requirements from the Community Block Grant funding agency. He requested that this hearing be set for the second regular TB meeting, November 17, so that he and Tod Sukontarak may attend. RESOLUTION NO. 110 OF 2014 - SET PUBLIC HEARING - WDWD IMPROVEMENT GRANT Whereas, the Community Development Block Grant requires that recipients of NYS CDBG funds must meet citizen participation requirements including a public hearing to be held during the administration of the grant to solicit comments on the effectiveness of the program’s administration, and Whereas, the West Danby Water District Improvement Grant, funded through the NYS CDBG, has neared com- pletion and expended at least 65% of CDBG funds, Now, Therefore be it Resolved, that the Town Board of the Town of Danby sets a Public Hearing related to the West Danby Water District Improvement Project for 7pm on November 17, 2014, to be held at the Danby Town Hall. This public hearing will furnish citizens with information including, but limited to, the amount of CDBG funds that were made available, a listing of the activities undertaken with CDBG funds, and progress towards program goals and objec- tives as identified in the original application. Moved by Connors, Second by Holahan. The motion passed. In Favor: Brenner, Connors, Holahan, Miller, Dietrich Town Board_Minutes_20141020 • Tuesday, November 4, 2014 Page 3 of 4 Meeting Room Drapes There was an extensive discussion with Code Officer Matt Cooper, regarding replacing the meet- ing room drapes. Cooper advocated for installing new draperies for the town meeting room windows for the purpose of light reduction (for day time presentations) and acoustics and sound reduction for meetings and events. According to fire code, draperies in a public meeting place must be fire retar- dant. This limits the choices available. Cooper presented two quotes with fabric samples, averaging $10,000 per installation. The quote prices include black-out lining and all installation and installation materials. Brenner asked whether this was an essential expenditure? Cooper described this as an important, though not essential, expenditure. His opinion was that, since the Town Hall is the primary meeting space and the social center in Danby, the room deserves the formality of good drapes. There was a discussion about this expenditure in relation to budget considerations. Miller asked whether blinds rather than drapes were an option? It was suggested that blinds would most likely cost less. Cooper advised that blinds would not be as effective for light and sound reduction. Miller asked Cooper to get a current quote for blinds, for comparison. It was agreed that Dietrich and Cooper will research different options. Bookkeeper Shawley offered to research whether this proposed expenditure would qualify for payment through the building reserve account. Town Hall Solar Report Cooper expanded on a written report regarding the effectiveness and cost savings of the town hall solar array. This is a leased system through Solar Liberty. Tracking electric rates and costs is a com- plicated as three different companies are involved. The town is currently paying a variable rate. The amount of electricity generated by the solar panels over the year is less than the amount used by the town hall during that time. The bulk of the electric usage seems to relate to the furnace in winter time. Based on a calculation of generated multiplied by the rate minus the lease payments through the leasing system, Cooper estimates that the town saved approximately $768 in energy costs during the past year. There was a brief discussion of ways to improve energy efficiency and reduce energy costs in the future. Dietrich explained some of the complexity in figuring out which companies offer the best service. This is a “hot topic” at Tompkins County Council of Governments meetings. Groundwater Protection Ordinance and Water Resources Meeting Clerk Goddard reminded the board that Steve Winkley, with the NY Rural Water Association, will make a presentation to the combined boards on Wednesday October 29 at 7pm in the Town Hall. Adjourn The meeting was adjourned at 8:45 pm. ____________________________________ Pamela Goddard, Town Clerk Town Board_Minutes_20141020 • Tuesday, November 4, 2014 Page 4 of 4