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HomeMy WebLinkAboutTB Minutes 2020-03-23Study Session of the Ithaca Town Board Monday, March 23, 2020 AGENDA This meeting will be held by video conferencing due to the Corona -19 Virus www.zoom.us Join Meeting Meeting ID 566 489 2655 1. Continue discussion on TC Affordable Housing Fund 2. Continue discussion on Green New Deal and resolution in support of same 3. Public Hearing regarding a proposed local law adding Canopy Sign Provisions in Residential and Conservation Zones to Chapter 270, Zoning, of the Town of Ithaca Code a. SEQR b. Adoption 4. Consider a bond resolution for the Winston Salem Water Main Replacement project 5. Consider award of Winston Salem Water Main Replacement Project 6. Committee Reports a. P&O b. COC c. Planning d. Public Works e. Budget f. Ad Hoc Committees g. Other 7. Consent Agenda a. Approval of Town Board Minutes b. Town of Ithaca Abstract c. Approval of revised job description —Highway Superintendent/Director PW d. Approval of changes to the Town's Sick Bank Policy 8. Review of Correspondence 9. Adj ourn Study Session of the Ithaca Town Board Monday, March 23, 2020 MINUTES This meeting will was held by video conferencing due to the Corona -19 Virus www.zoom.us Meeting ID 566 489 2655 Board Members Present: Rod Howe, Supervisor; Members Pamela Bleiwas, Rich DePaolo, Bill Goodman, Tee -Ann Hunter, Pat Leary and Eric Levine Staff Present: Susan Brock, Attorney for the Town; Judy Drake, Director of Human Resources; Marty Moseley, Director of Code Enforcement; Susan Ritter, Director of Planning; Paulette Rosa, Town Clerk; Mike Solvig, Director of Finance; and Dan Thaete, Director of Engineering Numbering is slightly out of order due to processing error. Mr. Howe called the meeting to order at 4:35 p.m. 1. Continue discussion on TC Affordable Housing Fund (Fund) Mr. Howe summarized the presentation by Ms. Robertson at the last meeting. Mr. DePaolo said it looks like the projects that have used the Fund are tax -credit eligible and he asked if this Fund has any aim toward the "missing middle housing" that isn't tax -credit eligible. Mr. Howe said he thought the answer was yes with Ms. Leary saying she remembered an emphasis on tax -credits and we should get some clarification on that. Ms. Hunter asked if the town would be able to use this to leverage adding affordable units in projects that otherwise would not have affordable units in them. She said she isn't really in favor of helping large affordable housing complexes but would rather see us help get affordable units in proposals that don't include them. Ms. Leary said that we have talked about the definition of "affordable housing" and she was thinking that this would apply to mixed affordability projects. The Board will look at this again during the 2021 budget process. 2. Continue discussion on Green New Deal and resolution in support of same Mr. Howe began the discussion saying that this draft came from the Green New Deal ad hoc committee, saying the goal was to be general enough yet send a message that we are serious about this. It is an opportunity to make a public statement that we are interested in working on this further through an action plan. TB 2020-03-23 Pg. 1 Mr. Goldsmith updated the Board on the City of Ithaca actions and the proposed position of a Director of Sustainability and establishing a Green Team by May 2020. There are also many external groups working for and advocating for a Green New Deal with the City. The draft resolution was moved by Mr. DePaolo and seconded by Ms. Hunter for discussion. Mr. DePaolo asked about the first resolved where there is a reference to "greenhouse gas emissions that are not mitigated will be offset" and his question was how and by whom? Are we saying that as a town we are responsible for purchasing energy from various sources to offset the carbon footprint of the town that isn't mitigated through green buildings and fleet management etc.? Are we saying we are going to assume the costs for that and presumably pass that cost on to taxpayers? Ms. Hunter said she isn't sure what is meant by that statement but she thought the town buying carbon credits is the offset. Mr. DePaolo said the reason he is asking is that as it is written, this is much more extensive than managing our own buildings and fleet. This says we are essentially putting taxpayers on the hook for carbon neutrality by a certain time and for bearing the cost of doing so and he wanted to make sure everyone is aware of that as it reads now. Mr. Goodman said he didn't think that was necessarily his intention as much as just an oversight. He said his intention was that the Town would offset just the Town's operations. Mr. Howe agreed and said the Committee did not interpret that statement as covering the whole community and he didn't think that that was what they were talking about quite yet. He asked Mr. Goldsmith to comment. Mr. Goldsmith stated that as it reads right now, it is for the whole town so that should be clarified if the Board wants to. He thought we should be on the hook for town operations and it is open for discussion what we want to do around the community. He said the City's goal has the same level of vagueness and there is a lot of discussion happening around that. Mr. Goldsmith said there is no guidance from the State about how to deal with it community -wide. Mr. Howe added that he thought the Action Plan would go into more detail on this type of question and he suggested the sentence be changed to "Adopts a goal of achieving and equitable transition to carbon neutrality for Town operations by 2030." instead of having any interpretation being community -wide. Mr. Goldsmith said it is important to be clear that we are setting a goal for the community even if we are not saying we will pay for the offsets. Ms. Hunter and Mr. DePaolo suggested stopping the sentence at 2030 to correct the chance at a different interpretation. TB 2020-03-23 Pg. 2 Mr. DePaolo moved to the next resolved and the reference to the Town meeting its electricity needs by renewable electricity and why aren't we doing that now? Mr. Goldsmith responded that there is no reason we can't do it by the end of this year; this is just mirroring the City's resolution, but he can put out an RFP to see which providers can meet our needs. Mr. Howe added that this is a statement of goals and there is nothing saying that we can't do different things before the stated goal date. Mr. DePaolo turned to the second to last bullet point; "Ensure that benefits and burdens of policies and programs are distributed fairly." and he asked if this means equally or commensurate to need and if it is the latter, how do we determine need and under what circumstance? Was the Committee thinking this would be based on need which would be determined in certain instances? Mr. Goldsmith responded that this language was mostly taken from a report that he has been using with the City and there is very vague language around "equity." The original language did have an additional sentence, but it is still vague. Mr. DePaolo said that is fine then because it gives us maneuverability. The changes were approved by the mover and seconder. TB Resolution 2020 - 049: Resolution in Support of a Green New Deal (GND) Whereas, human -caused climate change is causing an increase in extreme weather events that threaten human life, healthy communities, and critical infrastructure, and Whereas, there is a clear emerging international consensus that to avoid the most severe impacts of a changing climate, we should work together to limit global warming to 1.5 degrees Celsius, and Whereas, to accomplish this, scientists say that the entire world needs to get to net -zero greenhouse gas (GHG) emissions by 2050, and Whereas, the Town of Ithaca has demonstrated its desire and commitment to be a leader in sustainability through the following actions and initiatives: • Adopted the NYS DEC Climate Smart Communities Pledge (2009) • Created a shared Sustainability Planner position (20 10) • Performed GHG emissions inventories • Adopted the Government Energy Action Plan, which contains recommended actions to achieve a 30% reduction in GHG emission in government operations by 2020 and 80% by 2050 (2011) • Adopted the Comprehensive Plan (2014), which features sustainability as a thread -through theme and contains a chapter on Energy and climate protection TB 2020-03-23 Pg. 3 • The Ithaca Area Wastewater Treatment Facility, recognized by the U.S. DOE for its efforts, has improved the efficiency of its operations dramatically and offsets its energy needs on-site through the production and use of biogas • Currently working to upgrade its streetlights to LED technology, cutting GHG emissions and lighting costs dramatically • Purchasing renewable energy credits (RECs) to offset GHG emissions from purchased electricity • Accepted the Ithaca Green Building Policy report, with the intention of enacting legislation in 2020 • Installed an electric vehicle (EV) charging station at Town Hall, incorporated two EVs into the Town fleet, and partnered in EV Tompkins, which aims to double the number of local EV drivers • Led a collaboration with four other municipalities to develop a residential energy score program to improve the energy efficiency of existing homes. New York State is now rolling out regional pilot programs in several locations across the state, including Ithaca, thanks in part to these efforts • Adopted solar energy regulations to facilitate development and operation of solar systems • Currently developing a Form -based Code • Adopted a Green Purchasing Policy (2014) • Initiated composting programs at Town facilities • Achieved Clean Energy Communities and Climate Smart Communities designations • Leveraged and promoted local and national sustainability initiatives, and Whereas, versions of a Green New Deal, which have been proposed at the Federal level and adopted by New York State and the City of Ithaca, aim to address climate change and related social and economic issues; and Whereas, local sustainability professionals, activists, and a growing youth climate movement have urged local municipalities to more proactively address the climate change crisis, and Whereas, by working on a Green New Deal initiative, the Town can build on existing momentum, and Whereas, there would be multiple benefits besides greenhouse gas reduction, including improved community health and economic vitality through job creation in areas such as renewable energy, and Whereas, the Town of Ithaca acknowledges that to implement a Green New Deal will require collaborations with New York State and Federal governments as well as other municipalities, now therefore be it Resolved, that the Town of Ithaca hereby adopts a goal of achieving an equitable transition to carbon -neutrality town -wide by 2030, and be it further Resolved, that the Town of Ithaca adopts a goal to meet the electricity needs of Town government operations with 100% regionally sourced renewable electricity by 2025, and be it further TB 2020-03-23 Pg. 4 Resolved, that the Town of Ithaca adopts a goal to reduce emissions from the Town fleet of vehicles by 50% from the 2010 levels by 2025, recognizing that until battery or other technology is more advanced, this may require GHG offsets, and be it further Resolved, that the Town of Ithaca endorses the following strategies and actions to achieve these goals: • Create a Green New Deal Action Plan that provides details on how to achieve the Town of Ithaca Green New Deal goals for government operations and the broader community, update the Plan regularly, and assign staff as needed to implement the plan • Frame an approach that incorporates policy and cost implications and the costs of not taking action • Adopt a Green Building Policy for existing buildings in 2021/22 • Work with our partners to reduce energy consumption and greenhouse gas emissions related to treatment and distribution of water and wastewater • Encourage and facilitate the production and use of renewable energy • Build toward a resilient community by preparing for and adapting to unavoidable impacts and costs of climate change • Apply for grants, including federal and state, to help with implementation of GND initiatives • Track and annually report on progress towards the goals listed above, and be it further Resolved, that the Town of Ithaca commits to the following equity principles in the implementation of the GND: • Ensure that processes are fair and inclusive in the development and implementation of programs and policies • Ensure that benefits and burdens of policies and programs are distributed fairly • Institutionalize accountability processes and implement programs that sustain positive outcomes, and be it further Resolved, that the Supervisor and Town Board will work with a broad array of stakeholders, including, department heads and town staff, members of appropriate boards and commissions, businesses, community groups, academic institutions, organizations, town residents, and other local governments to achieve these goals. Moved: Rich DePaolo Second: Tee -Ann Hunter Vote: ayes — DePaolo, Hunter, Howe, Levine, Leary, Bleiwas and Goodman 3. Public Hearing regarding a proposed local law adding Canopy Sign Provisions in Residential and Conservation Zones to Chapter 270, Zoning, of the Town of Ithaca Code Mr. Howe opened the public hearing at 5:04 p.m. There was no one shown on the video conference wishing to address the Board and Ms. Rosa stated that she has not received any TB 2020-03-23 Pg. 5 comments via email. The hearing was left open to allow some small amount of time in case of a computer issue with anyone wishing to make a comment. Mr. Howe turned to the SEQR resolution and form. Mr. Mosely gave a brief overview saying this is dealing with canopy signs in residential and conservation areas with the intent to allow signage to be placed over an entranceway that is traditionally unlit, but if people were to come onsite, this would show where they should enter. It is not meant for advertising purposes but rather way -finding. TB Resolution 2020-053: SEAR rmardin2 the proposed local law adding Canopy Sign Provisions in Residential and Conservation Zones to Chapter 270, Zoning, of the Town of Ithaca Code Whereas, this action is the adoption of a local law adding provisions to the Town of Ithaca Code, Chapter 270 entitled "Zoning", to add canopy sign provisions; and Whereas, this is a Type I Action for which the Town of Ithaca Town Board is acting as Lead Agency in an environmental review with respect to the enactment of this local law; and Whereas, the Town Board, at its meeting held on March 23, 2020 has reviewed and accepted as adequate the Full Environmental Assessment Form (EAF), Parts 1, 2 and 3, for this action, prepared by the Town Planning staff, now, therefore, be it Resolved, that the Town of Ithaca Town Board hereby makes a negative determination of environmental significance in accordance with Article 8 of the Environmental Conservation Law, 6 NYCRR Part 617 New York State Environmental Quality Review, and Chapter 148 Environmental Quality Review of the Town of Ithaca Code for the above -referenced action as proposed, based on the information in the EAF Part 1 and for the reasons set forth in the EAF Parts 2 and 3, and, therefore, a Draft Environmental Impact Statement will not be required. Moved: Rich DePaolo Seconded: Eric Levine Vote: ayes — DePaolo, Levine, Leary, Hunter, Goodman, Bleiwas and Howe There was no one wishing to address the Board or emails received and Mr. Howe closed the public hearing at 5: 09 p.m. TB Resolution 2020 - 054: Adoption of a local law adding Canopy Sign Provisions in Residential and Conservation Zones to Chapter 270, Zoning, of the Town of Ithaca Code Whereas, the Ithaca Town Code does not currently permit canopy signs in Residential or Conservation Zones within the town, and Whereas, canopy signs are similar to awning signs, which are currently permitted in Residential and Conservation Zones, with similar criteria as the proposed local law, and TB 2020-03-23 Pg. 6 Whereas, at its meeting on March 9, 2020, the Town Board reviewed and discussed the proposed law and adopted a resolution for a public hearing to be held by said Town Board on March 23, 2020 at 5:30 p.m., to hear all interested parties on the proposed local law entitled "A Local Law Adding Canopy Sign Provisions in Residential and Conservation Zones to Chapter 270, Zoning, of the Town of Ithaca", and Whereas, notice of said public hearing was duly advertised in the Ithaca Journal, and Whereas, said public hearing was duly held on said date and time at the Town Hall of the Town of Ithaca and all parties in attendance were permitted an opportunity to speak on behalf of or in opposition to said proposed local law, or any part thereof, and Whereas, pursuant to the New York State Environmental Quality Review Act ("SEQRA") and its implementing regulations at 6 NYCRR Part 617, adoption of said local law is a Type I Action for which the Town Board of the Town of Ithaca, acting as lead agency in an environmental review with respect to adoption of this local law, has, on March 23, 2020, made a negative determination of environmental significance, after having reviewed and accepted as adequate the Long Environmental Assessment Form Parts 1, 2 and 3, and Whereas, the Town Board finds that allowing canopy signs in Residential and Conservation Zones further the health and welfare of the community and is in accordance with the Comprehensive Plan, now, therefore, be it Resolved, that the Town Board of the Town of Ithaca hereby adopts Local Law of 2020 entitled "A Local Law Adding Canopy Sign Provisions in Residential and Conservation Zones to Chapter 270, Zoning, of the Town of Ithaca". Moved: Rich DePaolo Seconded: Eric Levine Vote: ayes — DePaolo, Bleiwas, Hunter, Howe, Goodman, Leary and Levine 4. Consider a bond resolution for the Winston Salem Water Main Replacement project Mr. Thaete gave a brief overview saying that the recent increases in bid amounts necessitated this change in amount and this is standard verbiage for that. TB Resolution 2020 - 051: BOND RESOLUTION - In the Matter of the Town of Ithaca Winston-Salem Water Main Replacement Water Improvement Area Improvements, in the Town of Ithaca, Tompkins County, New York, pursuant to Town Law and the Local Finance Law. 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, in Ithaca, New York, in said Town, on the 23rd day of March, 2020, at 4:30 o'clock P.M., Prevailing Time. TB 2020-03-23 Pg. 7 The meeting was called to order by Supervisor Rod Howe, and upon roll being called, there were PRESENT: Supervisor Rod Howe, Council Members Pamela Bleiwas, Rich DePaolo, Bill Goodman, Tee -Ann Hunter, Patricia Leary and Eric Levine ABSENT: None Moved by Eric Levine; seconded by Rod Howe. BOND RESOLUTION: A RESOLUTION AUTHORIZING $1,000,000 IN SERIAL BONDS TO BE ISSUED BY THE TOWN OF ITHACA, TOMPKINS COUNTY, NEW YORK, TO PAY THE COST OF WATER SYSTEM IMPROVEMENTS FOR THE TOWN OF ITHACA WINSTON-SALEM WATER MAIN REPLACEMENT WATER IMPROVEMENT AREA, IN THE TOWN OF ITHACA, TOMPKINS COUNTY, NEW YORK. WHEREAS, pursuant to the proceedings heretofore duly had and taken in accordance with the provisions of Article 12-C of the Town Law, and more particularly a resolution dated April 8, 2019, said Town Board has determined it to be in the public interest to establish the Town of Ithaca Winston-Salem Water Main Replacement Water Improvement Area (the "Area") and to make certain improvements (the "Improvement") therefore at a maximum estimated cost of $875,000; and WHEREAS, said improvements have been determined to be a Type II Action pursuant to the regulations of the New York State Department of Environmental Conservation promulgated pursuant to the State Environmental Quality Review Act, because the Action constitutes "replacement, rehabilitation or reconstruction of a structure or facility, in kind, on the same site," and thus approval, construction and implementation of the improvement are not subject to review under SEQRA; and WHEREAS, due to unanticipated increased construction costs and scheduling issues, the Improvement was not constructed in 2019, and the Town of Ithaca must re -advertise for construction bids, with construction anticipated to take place in 2020; and WHEREAS, because of anticipated increased construction costs in 2020, the Town Engineer prepared a new estimate of cost in a memo that amends the map, plan and report for the Improvement by increasing the maximum estimated cost to the Water Improvement Area from $875,000 to $1,000,000; and WHEREAS, no other changes are proposed to any aspect of the Improvement or Water Improvement Area; and WHEREAS, pursuant to the proceedings heretofore duly had and taken in accordance with the provisions of Article 12-C of the Town Law, and more particularly a resolution dated February 10, 2020, said Town Board has determined it to be in the public interest to increase the maximum TB 2020-03-23 Pg. 8 estimated cost of the Improvement by $125,000; and WHEREAS, it is now desired to provide funding for such improvements for said Area; NOW, THEREFORE, BE IT RESOLVED, by the Town Board of the Town of Ithaca, Tompkins County, New York, as follows: Section 1. For the specific object or purpose of paying the cost of water system improvements, for the Town of Ithaca Winston-Salem Water Main Replacement Water Improvement Area consisting of the replacement of approximately 4,400 LF of existing 6" and 8" water main with new 6" and 8" water main under Winston Drive, Winston Court and Salem Drive, from Winston Court to the intersection of Winston Drive, and other related ancillary facilities, furnishings, incidental improvements and expenses in connection therewith, at a maximum estimated cost of $1,000,000 there are hereby authorized to be issued $1,000,000 serial bonds of said Town pursuant to the provisions of the Local Finance Law. Section 2. It is hereby determined that the maximum cost of said specific object or purpose is $1,000,000, with the plan for the financing of said specific object or purpose is by the issuance of the $1,000,000 serial bonds of said Town authorized to be issued to this bond resolution. Section 3. It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is forty years, pursuant to subdivision 1 of paragraph a of Section 11.00 of the Local Finance Law. It is hereby further determined that the maximum maturity of the serial bonds herein authorized will exceed five years. Section 4. The faith and credit of said Town of Ithaca, Tompkins County, New York, are hereby irrevocably pledged to the payment of the principal of and interest on such bonds as the same respectively become due and payable. There shall be annually apportioned and assessed upon the several lots and parcels of land within said Town of Ithaca Winston-Salem Water Main Water Improvement Area which the Town Board shall determine and specify to be especially benefited by the improvements, an amount sufficient to pay the principal and interest on said bonds as the same become due, but if not paid from such source, all the taxable real property in said Town shall be subject to the levy of ad valorem taxes without limitation as to rate or amount sufficient to pay the principal of and interest on said bonds as the same shall become due. Section 5. Subject to the provisions of the Local Finance Law, the power to authorize the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the serial bonds herein authorized, including renewals of such notes, is hereby delegated to the Supervisor, the chief fiscal officer. Such notes shall be of such terms, form and contents, and shall be sold in such manner, as may be prescribed by said Supervisor, consistent with the provisions of the Local Finance Law. Section 6. The powers and duties of advertising such bonds for sale, conducting the sale and awarding the bonds, are hereby delegated to the Supervisor, who shall advertise such bonds for sale, conduct the sale, and award the bonds in such manner as he or she shall deem best for the interests of said Town, including, but not limited to the power to sell said bonds to the New York TB 2020-03-23 Pg. 9 State Environmental Facilities Corporation; provided, however, that in the exercise of these delegated powers, he or she shall comply fully with the provisions of the Local Finance Law and any order or rule of the State Comptroller applicable to the sale of municipal bonds. The receipt of the Town shall be a full acquittance to the purchaser of such bonds, who shall not be obliged to see to the application of the purchase money. Section 7. All other matters, except as provided herein relating to such bonds, including determining whether to issue such bonds having substantially level or declining annual debt service and all matter related thereto, prescribing whether manual or facsimile signatures shall appear on said bonds, prescribing the method for the recording of ownership of said bonds, appointing the fiscal agent or agents for said bonds, providing for the printing and delivery of said bonds (and if said bonds are to be executed in the name of the Town by the facsimile signature of the Supervisor, providing for the manual countersignature of a fiscal agent or of a designated official of the Town), the date, denominations, maturities and interest payment dates, place or places of payment, and also including the consolidation with other issues, shall be determined by the Supervisor. It is hereby determined that it is to the financial advantage of the Town not to impose and collect from registered owners of such serial bonds any charges for mailing, shipping and insuring bonds transferred or exchanged by the fiscal agent, and accordingly, pursuant to paragraph c of Section 70.00 of the Local Finance Law, no such charges shall be so collected by the fiscal agent. Such bonds shall contain substantially the recital of validity clause provided for in section 52.00 of the Local Finance Law and shall otherwise be in such form and contain such recitals in addition to those required by section 52.00 of the Local Finance Law, as the Town shall determine. Section 8. The Supervisor is hereby further authorized, at his or her sole discretion, to execute an application, a project financing and/or loan agreement, and any other agreements with the New York State Department of Health/or the New York State Environmental Facilities Corporation, including amendments thereto, and including any instruments (or amendments thereto) in the effectuation thereof, in order to effect the financing or refinancing of the specific object or purpose described in Section 1 hereof, or a portion thereof, by a serial bond or note issue of said Town in the event of the sale of same to the New York State Environmental Facilities Corporation. Section 9. The power to issue and sell notes to the New York State Environmental Facilities Corporation pursuant to Section 169.00 of the Local Finance Law is hereby delegated to the Town Supervisor. Such notes shall be of such terms, form and contents as may be prescribed by said Town Supervisor consistent with the provisions of the Local Finance Law Section 10. The intent of this resolution is to give the Supervisor sufficient authority to execute those agreements, instruments or to do any similar acts necessary to effect the issuance of the aforesaid serial bonds or notes without resorting to further action of this Town Board. Section 11. The validity of such bonds and bond anticipation notes may be contested only if: 1) Such obligations are authorized for an objector purpose for which said Town is not authorized to expend money, or 2) The provisions of law which should be complied with at the date of publication of this TB 2020-03-23 Pg. 10 resolution are not substantially complied with, and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of such publication, or 3) Such obligations are authorized in violation of the provisions of the Constitution. Section 12. This resolution shall constitute a statement of official intent for purposes of Treasury Regulations Section 1.150 - 2. Other than as specified in this resolution, no monies are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set aside with respect to the permanent funding of the object or purpose described herein. Section 13. This resolution which takes effect immediately shall be published in summary form in the official newspaper, together with a notice of the Town Clerk in substantially the form provided in Section 81.00 of the Local Finance Law. The question of the adoption of the foregoing resolution was duly put to a vote on roll call, which resulted as follows: Rod Howe, aye; Bill Goodman, aye; Tee -Ann Hunter, aye; Pamela Bleiwas, aye; Rich DePaolo, aye; Pat Leary, aye and Eric Levine, aye. The resolution was thereupon declared duly adopted. 5. Consider award of Winston Salem Water Main Replacement Project There was no further discussion on this action item. TB Resolution 2020 -052: Authorization to Award Contract for Construction of the Town of Ithaca Winston-Salem Water Main Replacement Water Improvement Project Whereas on January 1, 2020, the Town of Ithaca Director of Engineering received bids for the Town of Ithaca Winston-Salem Water Main Replacement Water Improvement Project (Improvement), for the replacement of 4270 feet of existing ductile iron main with new 8"& 6" water main made of Polywrapped Ductile Iron pipe, new valves, hydrant connections and related ancillary facilities, and Whereas the Director of Engineering has reviewed the bids and qualifications of the bidders and has determined that the lowest responsive bid of $981,000.00 for the total project was made by the lowest responsive bidder, Vacri Construction Corp., One Brick Avenue, Binghamton, NY and Whereas at the February 10, 2020 Town Board meeting, the Town Board adopted a Public Interest Order (Resolution No. 2020-027) authorizing the maximum amount of $1,000,000.00 be expended by the Town of Ithaca for this Improvement, now therefore be it Resolved that the Town Board of the Town of Ithaca authorizes the award of the contract for the Town of Ithaca Winston-Salem Water Main Replacement Water Improvement project to Vacri Construction Corp., subject to final approval of the contract documents by the Director of Engineering and Attorney for the Town, and be it further TB 2020-03-23 Pg. 11 Resolved that the Town Supervisor is authorized to execute such contract upon such approval; and be it further Resolved that the Director of Engineering is authorized to approve change orders to such contract upon receipt of appropriate justification provided that the maximum amount of such change orders shall not in the aggregate exceed $19,000.00 without prior authorization of this Board, and provided further that the total project cost, including the contract, engineering, legal and other expenses does not exceed the maximum authorized cost of the project, and be it further Resolved that the Town Finance Officer is directed and authorized to record all necessary and appropriate budgetary and cash transactions, and transfer $981,000.00 bid amount plus a $19,000 contingency to the construction account, for a total capital project fund budget of $1,000,000.00. Moved: Eric Levine Seconded: Pamela Bleiwas Vote: ayes — Levine, Bleiwas, Hunter, Howe, Goodman, DePaolo and Leary 6. Committee Reports a. P&O — Ms. Bleiwas reported that they discussed the Post Office lease and job descriptions for the Highway Superintendent/Director of Public Works and the Network Specialist. Also discussed continuity and pay for our workforce during this COVID-19 crisis and anticipate that the March 31st date will be extended. Mr. Howe added that the Management Team will be meeting and planning for the next phase of the shutdown and we may need a special meeting to extend the policy in place. b. COC — Mr. Goodman reported that discussed revisions to telecommunications law dealing with the coming small cell technology. Verizon has already approached us to discuss their plans; these will be going on telephone and electric poles in our ROWS and there will be a lot of them. They are smaller than those on communication towers. We are allowed to have some regulations around aesthetics, but they are highly regulated by the Federal Government so there are some limitations to what we can and cannot do. He added that they were expecting to work more on the Ithaca Energy Code Supplement aka Green Building Code, which was to create stricter standards for new construction in the Town and the City. Turning it into code -language is taking longer than expected so more to come on that. c. Planning — Did not meet d. Public Works — Mr. Thaete reported that 635 Elmira Rd demolition is starting so that eyesore will be gone soon. He added that he reached out to the contractors for the PWF Renovation and they have the manpower available and are ready to go. The only issue is the supply chain because a lot of people are not working in their offices. We will be working ourselves on moving furniture and proceed as planned. TB 2020-03-23 Pg. 12 Mr. Thaete also reported that they talked about the review of all the water and sewer units and tracking those using our new GIS position. We have focused on Cornell right now and we are looking at why they are not being charged for their sewer units. They have their own water system but should still be paying sewer charges. There will have to be a discussion on whether we bill them for all those unpaid charges. Ms. Hunter reported that they had a brief discussion regarding the Community Garden and getting it more self-sufficient. The plan is to get a solid Garden Council up and running. Also talked about the offer from a resident to work on a landscaping plan for the areas around Town Hall and she is working with Mr. Talbut. Also talked about possible remote locations for mulch and compost pick-up and an executive session to discuss the possible acquisition of real property. e. Budget — Did not meet f. Ad Hoc Committees — Mr. Goodman reported that the STR Committee did not have a meeting but instead watched a webinar by one of the companies that does tracking of rentals and work with municipalities on enforcement. He didn't think we learned much from it as it was geared toward larger cities. He will continue talking to the City, County and Village of Cayuga Heights about using a company like this as a group. g. Other 7. Consent Agenda TB Resolution 2020 - 055: Adopt Consent Agenda Resolved, that the Town Board of the Town of Ithaca hereby approves and/or adopts the following Consent Agenda items: a. Approval of Town Board Minutes b. Town of Ithaca Abstract c. Approve Revised Sick Bank Policy (Pulled for discussion) d. Approve revised job description — Highway Superintendent/Director of Public Works Moved: Bill Goodman Seconded: Eric Levine Vote: ayes — Goodman, Howe, Hunter, DePaolo, Levine, Leary and Bleiwas TB Resolution 2020 - 055a: Approval of Minutes Resolved, that the Town Board hereby approves as final the draft minutes of March 9, 2020 with minor corrections as needed. TB 2020-03-23 Pg. 13 TB Resolution 2020 — 055b: Town of Ithaca Abstract No. 6 for FY -2020 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. 325-392 General Fund Town Wide 70,614.23 General Fund Part -Town 6,106.91 Highway Fund Town Wide DA 399.41 Highway Fund Part Town DB 29,905.81 Water Fund 583,275.37 Sewer Fund 7,669.6 Risk Retention Fund 1,550.00 Fire Protection Fund 280,000.00 Forest Home Lighting District 52.81 Glenside Lighting District 15.78 Renwick Heights Lighting District 26.38 Eastwood Commons Lighting District 36.98 Clover Lane Lighting District 4.90 Winner's Circle Lighting District 7.37 Burleigh Drive Lighting District 17.21 West Haven Road Lighting District 68.25 Coddin ton Road Lighting District 39.69 TOTAL 979,790.36 TB Resolution 2020-055c: Approval of the Revised Sick Bank/ Sick Time Donation Policy Discussion Mr. DePaolo asked about the language giving the Supervisor to make changes to the sick bank and then ratified at a later time; what if it isn't ratified? Either we are going to delegate this authority, or we aren't. Discussion followed and the ratification verbiage was struck. Moved by Mr. DePaolo, seconded by Ms. Hunter; unanimous. Whereas, the Personnel & Operations Committee has reviewed the Sick Bank/ Sick Time Donation Policy after discussion at Employee Relations Committee about the Corona virus; TB 2020-03-23 Pg. 14 Whereas, the Personnel & Operations Committee recommends the revised Sick Bank/ Sick Time Donation Policy, which would allow the Town Supervisor to approve Sick Banks, instead of requests going to the Town Board for approval; therefore, be it Resolved, the Town Board of the Town of Ithaca hereby approves of the revised Sick Bank/ Sick Time Donation Policy. TB Resolution 2020 — 055d: Approval of Revised Director of Public Works/ Highway Superintendent Job Description Whereas, the Director Selection Sub -Committee reviewed the revisions made and recommend approving the revised job descriptions for Director of Public Works / Highway Superintendent; now, therefore, be it Resolved, the Town Board of the Town of Ithaca does hereby approve the revised job description for Director of Public Works / Highway Superintendent. 8. Review of Correspondence At 5:36 p.m., Mr. Howe moved to enter executive session to discuss the acquisition of real property where disclosure would affect the value thereof and to discuss the employment history of a particular person, seconded by Ms. Hunter — Unanimous At 6:02 p.m., Mr. Goodman moved to reenter open session, seconded by Mr. Levine — Unanimous Mr. Goodman moved the following resolution. TB Resolution 2020 - 050: Authorization for the Town Supervisor to sign a Purchase Offer for 124 Seven Mile Drive, Ithaca, NY Whereas, the Public Works Committee has discussed the desirability of acquiring the parcel on Seven Mile Drive that is surrounded by the Public Works Facility; now, therefore, be it Resolved, that the Town Board authorizes the Town Supervisor to sign a Purchase Offer for 124 Seven Mile Drive upon the terms discussed. Moved: Bill Goodman Seconded: Eric Levine Vote: ayes — Goodman, Levine, Leary, Hunter, Howe, Bleiwas and DePaolo Some discussion followed on how to run Zoom meetings with public hearings and managing attendees for that and executive sessions and being able to switch hosts. Ms. Rosa will send the summary sheet of the abstract with the packet and resolution. Mr. Howe noted that we are all learning this Zoom platform and we will learn as we go. TB 2020-03-23 Pg. 15 9. Adjourn Meeting was adjourned at 6:09 p.m. upon motion and a second, unanimous. •u • TB 2020-03-23 Pg. 16