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HomeMy WebLinkAboutTB Packet 2021-03-22Study Session ofthe Ithaca 'rown Board Monday, March 22,2021 A(.1'rENDA JLM-LUP 1523 1. 2020 Report and 2021 Goals — JYC Presentation 2. Discuss Green New Deal Action Plan 3. Discuss Ithaca Energy Code Supplement progress 4. Consider approval of and authorization to execute a contract with OpenGov Integrated Parcel Management Software for professional services, installation, z:1 Support and maintenance S. Consider approval of budget amendments and transfers 6. Con,irnittee Reports a) Budget b) Codes & Ordinances c) Personnel and Organization/ERC d) Planning e) public Works Others • Short Term Rental • Economic Development • Bicentennial • Parks, Trails, Preserves & Recreation 7. Consent Agenda a. Al proval of Town of Ithaca Abstract b. Ratification of Appointment - Liborer S. Review of Correspondence Town of Ithaca Green New Deal Action Plan March 8, 2021 Overview/Context In March 2020, the Town of Ithaca adopted a resolution in support of a Green New Deal (GND) which included the development of a GND Action Plan to provide details on how to achieve the Town of Ithaca goals for government operations and the broader community. The Action Plan should be thought of as a road map that will be updated and re-evaluated annually. Statement about our approach that: • incorporates policy, cost and staffing implications • values community input and collaborative approaches • adheres to equity principles outlined in the Town's GND 3/23/20 resolution • supports exploration of grant opportunities, including federal and state, to help with implementation of GND initiatives • integrates across all components of the Town's organization and work • taps into knowledge, research and creativity • coordinates to the fullest extent possible with City of Ithaca, Tompkins County and other municipalities • utilizes a decision making process that factors in: Town's goals, meeting residents' needs, prosperity & vibrancy, and the environmental health of the community • considers the costs of environmental externalities • tracks and reports on progress towards achieving goals. Key Goals Meet the electricity needs of Town government operations with 100% regionally sourced renewable electricity by 2025 Reduce emissions, or create offsets, from the Town fleet of vehicles by 50% from the 2010 levels by 2025 o Reduce emissions by at least 10% o Offset remaining emissions Achieve an equitable transition to carbon -neutrality town -wide by 2030 o Reduce net emissions by at least 85% through efficiency, conservation, and renewable energy o Sequester carbon in the Town o Offset remaining GHG emissions through regional initiatives Goals for the next 2 years In order for the Town to achieve the goals stated above it will address a wide range of topics including Buildings and Facilities; Energy Sources; Fleet; Institutionalization and Implementation; Land Use; Transportation; Wastewater; Water; and Purchasing. Specific goals will be identified for 2-year periods and will be re-evaluated annually. The goals in the accompanying table are for 2021-2022. Statement about Roles and Responsibilities • Role of Town Board: to provide policy leadership for the Town's Green New Deal initiatives • Role of Management: to provide management direction for policies and initiatives • Town Board and Management Team: reevaluate priorities and initiatives annually • Role of Departments: to implement policies and initiatives • Role of Town Residents: to become aware and educated and work collaboratively with the Town toward a sustainable and vibrant community • Partnerships/Collaborations: through a number of arrangements with other municipalities and community institutions and organizations we will fully explore synergies to achieve mutual sustainability goals GND Action Items: 2021-2022* Goal/Objective Measurement Town led/major involvement Adopt Ithaca Energy Code Supplement Reduce emissions and Successful when adopted. improve energy efficiency in Immediate 40% reduction in GHG new construction for new buildings. 1) Explore Community Choice Aggregation Encourage and facilitate the 1) Increase renewable energy use production and use of for community, Economic 2) Explore renewable energy development for renewable energy development, Equity and Town operations affordability, Reduce GHG emissions, 2) Meet GND goal of 100% renewable energy for Town operations. Update Energy Audits for Town facilities Reduce energy consumption Will allow Town to set a specific, and GHG emissions in Town achievable target for reducing buildings nd infrastructure energy use and/or emissions. LED Streetlight Upgrade Reduce energy consumption Reduced electricity use and and GHG emissions in Town emissions for Town operations buildings and infrastructure Continue work on reducing GHG emissions, Reduce energy consumption Energy savings and GHG reduction energy & water use in existing buildings and GHG emissions in for Community Community buildings Produce GHG inventories for government Incorporate sustainability and Quantifies amounts and sources of operations and community. climate protection into long- GHG emissions, allowing tracking term planning of progress in all sectors Define equity goals and metrics consistent with To ensure that impacts of Allows tracking of progress toward GND resolution GND decisions are equitably GND goals distributed Town led, medium level of involvement Plan for fleet EV upgrades in 2022 and beyond Over -time to increase the Meet GND goal to reduce Fleet number of EV in Town's fleet emissions by 50% by 2030 Explore grant opportunities to support GND Grants needed to enhance Number of grants awarded, initiatives including via NYSERDA's Clean impact and efforts Amount of money awarded Energy Communities Program Partner led with minimum Town involvement Green Purchasing Policy: Assess compliance Reduce GHG emissions Reduce energy use and emissions, level and/or revise policy related to waste generation Economic Development, Equity and urchasin . Resident education To increase energy literacy of Size of newsletter list, Social media residents follows, Number of education sessions *refer to Town of Ithaca Green New Deal Action Plan, Near -Term Actions. 2021-22 for more details (note that there is a more robust spreadsheet that takes a longer timeframe and is a bit of a placeholder for potential initiatives) MEETING OF THE ITHACA TOWN BOARD March 22, 2021 TB Resolution 2021- : Authorization for the Town Supervisor to Sian a Software Services Agreement and Related Documents with OpenGov, Inc. for an Enterprise Resource Planning [ERPI System Whereas, staff has reviewed numerous software applications, within the last nine months, to replace the Town's current permitting program that will not be supported beginning in 2022, and Whereas, staff reported to the Town Board in 2020 that the current system will not be supported and embarked on the vetting and selection process for a replacement program, and Whereas, the Director of Code Enforcement and the Network Specialist were provided several demonstrations by multiple software systems/programs, and recommended three software systems/programs to the Management Team for a recommendation to the Town Board, and Whereas, the Management Team, and each department as a whole, was given a targeted interactive demonstration of the program/product from the final two entities, and Whereas, the Management Team discussed and has recommended that it would be in the Town's best interests to select OpenGov, Inc., due to OpenGov's technical support capabilities, software functionality, highly configurable and customizable software that will meet the Town's specific workflows, applications, permits, and documents, and the level of specialized training provided to the Town from OpenGov, which will serve and be utilized by multiple departments, and Whereas, OpenGov has proposed a three-year Software Services Agreement at a total cost of $197,249.00 ($150,000 was allocated in the 2021 budget and the amount to be paid this year will be $ 93,632 [which includes the software services payment and professional services payment for this year]), now therefore be it Resolved, that the Town Board hereby selects OpenGov, Inc. as the provider for the software management platform and associated professional services, approves the Software Services Agreement, and authorizes the Town Supervisor to execute the Software Services Agreement and related documents, subject to the approval of the Town Supervisor after consultation with the Attorney for the Town. Moved: Seconded: Vote: Meeting of the Ithaca Town Board Monday, March 22, 2021 TB Resolution 2021• : Approval of Final Budget Transfers, Amendments and Modifications for the Fiscal Year Ending December 31, 2020. Whereas, in preparation of closing the budgetary and accounting records of the Town of Ithaca, the Town Finance Officer has reviewed all budgetary revenue and appropriation accounts for the fiscal year ending December 31, 2020, and Whereas, this review disclosed certain budgetary revenues and expenditures requiring transfers, amendments or modifications needed to close the budgetary and accounting records of the Town of Ithaca for the fiscal year ending December 31, 2020, and Whereas, these findings are summarized below showing the net impact on the Fund Balance in each operating fund or fund group: General Townwide Fund Budget Transfers Account Description From To Al 110.400 Contractual 311 A1110.401 Auditing Services 311 A 1220.410 Conference & Mileage 495 A 1220.400 Contractual 19 A 1220.415 Telephone 476 A 1316.400 Contractual 371 A1316.410 Conference & Mileage 500 A1316.411 Bank Fees 599 A 1330.408 Postage 320 A1316.100 Regular 1,790 A 1330.410 Conference & Mileage 324 A 1330.400 Contractual 324 A1340.410 Conference & Mileage 1,576 A1330.485 Printing Tzx Bills 1,576 A 1410.410 Conference & Mileage 721 A 1410.408 Postage 481 A 1410.416 Cell Phone Reimbursement 240 A1430.410 Conference & Mileage 3,586 A1430.100 Regular 1,648 A1430.408 Postage 149 A 1430.420 Dues & Publications 2 A1430.421 Employee Education & Training 25 A1430.423 Employment Ads 1,762 A 1440.410 Conference & Mileage 3,779 A1440.102 Engineer -Overtime 820 A1440.415 Telephone 2,959 A1620.400 Contractual 3,158 A1620.440 Personal Protection Equipment 244 A 1620.441 Bldg & Grounds Maintenance 2,914 A 1650.415 Telephones 717 A1660.404 General Office Supplies 717 A 1680.490 Network Support 5,300 A1680.496 Time Warner Cable 4,951 A 1680.400 Contractual 1,067 A1680.415 Telephone 747 A1680.491 Hardware & Equipment 6,352 A1680.497 Tools & Supplies 2,085 A 1990.499 Contingency Account 6,290 A1910.439 Liability Insurance 6,290 A 1990.499 Contingency Account 3,710 A1920.420 Dues & Publications 385 A1920.488 Taxes/Assessments on Town Property 4,095 A3310.455 Road Signs 21 A3310.454 Warren Road Signal 21 A3989.460 Six Mile Creek Gorge Ranger Program 1,037 A3510.487 Dog Enumeration 1,037 A5010.400 Contractual 1,026 A5010.403 Consulting Services 1,000 A5010.100 Regular 2,026 A5182.400 Contractual 70,982 A5132.100 Regular 1,439 A5132.101 Public Works Dept 1,224 A5132.400 Contractual 21,050 A5132.415 Telephone 658 A5132.416 Cell Phone Reimbursement 420 A5132.444 Security & Fire Alarm 2,538 A5681.203 Route 79/Hector St Sidewalk 43,653 A7110.403 Consulting Services 25,000 A7110.441 Park & Grounds Maintenance 21,693 A7110.450 Petroleum Products 13,798 A7110.101 Regular - Public Works Dept 41,601 A7110.102 Overtime 4,990 A7110.273 Light Duty Truck 240 A7110.400 Contractual 13,660 A7320.463 Recreation Partnership 2,256 A7320.465 Youth Development Program 2,256 A7550.400 Contractual 95 A7550.405 Greetin s & Memorials 95 A7110.526 East Ithaca Rec-WayImprovements 100,000 A7110.527 I Forest Home Walkway Improvements 52,957 A7710.212 Land Acquisition 152,957 A8020.403 Consulting Services 617 A8020.100 Regular 617 A8540.100 Regular 1,140 A8540.102 Overtime 1,140 A8540.275 Excavating Equipment 60 A8540.273 Light Duty Truck 60 A8540.400 Contractual 5,000 A8810.400 Contractual 5,000 A9030.800 Social Security 2,931 A9010.800 I NYS Retirement 189 A9055.800 Disability Insurance 492 A9901.904 Risk Retention Fund 2,250 Changes in Fund Balance: Beginning Fund Balance 1/l/2020 $ 4,158,590 Add: Total Revenues $ 4,660,682 Less: Total Expenditures $ 4,963,449 Ending Fund Balance at 12/31/2020 $ 3,855,823 Net Increase (Decrease) to Fund Balance $ (302,767) General Part -Town Fund Budget Transfers: Account Description From To B 1650.415 Telephones 5,002 B 1320.401 Auditing Services 137 B 1420.402 Legal Services 4,865 B 1680.490 Network Support 6,996 B 1680.491 Hardware & Equipment 6,992 B 1680.497 Tools & Supplies 4 B 1680.494 Maintenance & Repairs 1,000 B 1680.496 Internet Service 3,578 B 1910.439 Liability Insurance 4,531 B 1920.488 Time Warner County Tax Credit 47 B8010.101 Board Members 2,380 B8010.410 Conference & Mileage 2,031 B8010.450 Petroleum Products 221 B8010.100 Regular 2,699 B8010.102 Overtime 504 B8010.415 Telephone 120 B8010.420 Dues & Publications 1,309 B8020.110 Student Interns 1,252 B8020.100 Regular 1 1,252 B9060.800 Group Health Insurance 14,310 B9062.800 Post Health Insurance 12,060 B9901.904 Risk Retention Fund 2,250 Changes in Fund Balance: Beginning Fund Balance 1/l/2020 $ 1,866,762 Add: Total Revenues 1,845,594 Less: Total Expenditures 1,589,029 Ending Fund Balance at 12/31/2020 $ 2,123,327 Net Increase (Decrease) to Fund Balance $ 256,565 Highway Fund Budget Transfers Account Description From To DA5130.451 Vehicle Maintenance & Repairs 1,582 DA1320.401 Auditing Services 24 DA1910.439 Liability Insurance 1,558 DA9030.800 Social Security 4,832 DA9010.800 NYS Retirement 2,464 DA9055.800 Disability Insurance 118 DA9901.904 Transfer to Risk Retention Fund 2,250 Changes in Fund Balance: Beginning Fund Balance 1/1/2020 $ 437,999 Add: Total Revenues $ 832,257 Less: Total Expenditures $ 617,739 Ending Fund Balance at 12/31/2020 $ 652,517 Net Increase (Decrease) to Fund Balance $ 214,518 Highway Part -Town Fund Bud et Transfers: Account Description From To DB 1420.402 Legal Services 101 DB 1320.401 Auditing Services 101 DB 1680.496 Time Warner Cable 3,325 DB 1680.490 Network Support 1,913 DB 1680.497 Tools & Supplies 1,412 DB5110.100 Regular 907 DB5110.101 Deputy Highway Superintendent 907 DB5112.548 Winthrop/Warren Improvements 63,739 DB5112.546 Lower Bundy Road Improvements 63,739 DB5130.275 Excavating Equipment 7,464 DB5130.100 Regular 2,170 DB5130.102 Overtime 4,693 DB5130.273 Li ht Duty Truck 600 DB5130.279 Miscellaneous Equipment 1 DB5130.451 Vehicle Maintenance & Repairs 57,089 DB5140.110 Regular Benefit Time 57,089 DB9040.800 Workers Compensation 30,426 DB9030.800 Social Security 9,753 DB9055.800 Disability Insurance 460 DB9062.800 Post Health Insurance 17,963 DB9901.904 Risk Retention Fund 2,250 Changes in Fund Balance: Beginning Fund Balance 1/1/2020 Add: Total Revenues Less: Total Expenditures Ending Fund Balance at 12/31/2020 Net Increase (Decrease) to Fund Balance Bud et Transfers: $ 3,770,660 $ 3,657,746 $ 2,163,705 $ 5,264,701 $ 1,494,041 Water Fund Account Description From To F1420.402 Legal Services 1,228 F1320.401 Auditing Services 1,228 F1680.496 Internet Service 3,056 F1680.400 Contractual 1,551 F1680.490 Network Support 133 F1680.497 Tools & Supplies 1,372 F8340.470 Line Repairs 12,090 F8340.475 Water Tank Maintenance 43,246 F8340.476 Pump Station Maintenance 7,429 F8310.400 Contractual 167 F8340.100 Regular 7,157 F8340.101 Labor 54,054 F8340.106 Compensated Absences 583 F8340.415 Telephones 684 F8340.416 Cell Phone Reimbursement 120 F8350.472 SCLIWC Water Charges 48,710 F9010.800 NYS Retirement 20,993 F9045.800 Life Insurance 73 F9045.800 Life Insurance 73 F9055.800 Disability Insurance 112 F9062.800 I Post Health Insurance 27,532 Changes in Net Position: Beginning Net Position l/1/2020 Add: Total Revenues Less: Total Expenditures Ending Net Position at 12/31/2020 $ 7,007,471 $ 4,761,164 $ 4,059,360 $ 7,709,275 Net Increase (Decrease) in Net Position Budget Transfers: $ 701,804 Sewer Fund Account Description From To G 1650.415 Telephone System 3,911 G1320.401 Auditing Services 710 G1420.402 Legal Services 183 G 1680.400 Contractual 1,513 G1680.490 Network Support 133 G1680.497 Tools & Supplies 1,372 G8120.403 Consulting Services 63,000 G8120.470 Repairs & Maintenance 2,615 G8120.100 Regular 656 G8120.101 Regular 1,218 G8120.102 Overtime 1,140 G8120.106 Compensated Absences 19 G8120.415 Telephones 1,033 G8120.416 Cell Phone Reimbursement 120 G8120.474 VCH Sewer Transmission 6,790 G9010.800 NYS Retirement 15,266 G9030.800 Social Security 1,561 G9055.800 Disability Insurance 17 G9062.800 Post Health Insurance 35,545 G9901.904 Risk Retention Fund 2,250 Changes in Net Position: Beginning Net Position 1/l/2020 $ 5,888,044 Add: Total Revenues 3,180,922 Less: Total Expenditures 2,766,952 Ending Net Position at 12/31/2020 $ 6,302,014 Net Increase (Decrease) in Net Position $ 413,970 Fire Protection Fund Budget Transfers: Account Description From To S173410.480 Fire Protection Contract - City 12,956 S171320.401 Auditing Services 145 SF3410.482 I Distribute NYS Fire Insurance Tax 12,811 Changes in Fund Balance: Beginning Fund Balance 1/1/2020 $ 1,807,884 Add: Total Revenues 3,274,939 Less: Total Expenditures 3,782,346 Ending Fund Balance at 12/31/2020 $ 1,300,477 Net Increase (Decrease) to Fund Balance $ (507,407) Now, therefore, be it Resolved, that this Town Board authorizes and directs the Town Finance Officer to record all year end budget transfers, amendments and modifications, including all other changes deemed appropriate and necessary, to close the financial records for the Town of Ithaca for the fiscal year ending December 31, 2020. Moved: Seconded: Vote: March 19, 2021 DRAFT Dear Park Foundation, Tompkins County municipalities often have to balance numerous interests and goals as we establish policies and initiate programs. We see great potential for achieving energy and sustainability goals while providing unique and forward - thinking opportunities to our constituents via Community Choice Aggregation (CCA). There are CCA components that need to be further explored and studied to achieve maximum benefits. If this proposal is funded, we will work in full collaboration with the Program Manager and Sustainable Tompkins. Municipal officials will commit time (in -kind) and effort to advancing CCA for our constituents. The following Tompkins County municipalities have signed on to this support letter for the Community Choice Application grant proposal: Village of Trumansburg; City of Ithaca and the Towns of Ithaca, Newfield, Caroline, Danby, Dryden and Enfield. Further, this effort is supported by Tompkins County Council of Governments. In 2020, the Tompkins County Council of Government's Energy Committee decided to focus on Community Choice Aggregation. The committee offered numerous educational webinars and discussions throughout the year working with Terry Carroll, Cornell Cooperative Extension, and Irene Weiser. In addition to committee members many of the webinars were attended by community members who had previously been involved with CCA explorations. The webinars were recorded and may be found here: https://southemtiercec.org/webinars-cca. Additionally, Terry has made CCA presentations to all our municipal boards. Toward the end of the year, TCCOG's energy committee reached out to municipalities to gauge interest in moving forward. The feedback received highlighted a definite interest with a focus on renewable energy and energy cost savings. The stated goal is to move forward in a way that aggregates benefits and alleviates the pressure of each municipality to work out details on their own. Further, there is a desire to outline a path that starts with CCA 2.0 and moves toward CCA 3.0 which would mean keeping revenue locally to invest in energy - related programs that advance the municipalities' equity- and environmental goals, such as subsidies for clean heating technology for lower -income households. There are also possibilities for development and local control of renewable energy sources, and the possibility to incorporate local priorities of job creation and workforce development into projects, such as new community solar projects. This funding would solidify a consortium of local municipalities and provide a mechanism to investigate and take concrete steps towards adopting CCA in the Tompkins County area. The combination of supportive state legislation, experiences elsewhere in the state, and the emergence of a motivated group of local municipalities will lead us towards adopting renewable energy in a way that not only sees savings but will also have financial benefits accrue to our communities and residents. It aligns with mutual sustainability goals as well as with the City and Town of Ithaca's Green New Deal initiatives. Please contact Rod Howe, Chair, TCCOG energy committee chair, if you have any questions (rhowe@town.ithaca.n�us, 607-273-1721, ext. 125). Sincerely, Town of Ithaca Town of Caroline Town of Danby Town of Dryden Town of Newfield Town of Enfield Village of Trumansburg City of Ithaca MEETING OF THE ITHACA TOWN BOARD March 8, 2021 TB Resolution 2021- : 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 of Ithaca Abstract b. Ratification of Appointment — Laborer Moved: Seconded: Vote: ayes — TB Resolution 2021- a: Town of Ithaca Abstract No. 6 for FY-2021 Whereas, numbered vouchers have been presented to the Ithaca Town Board for audit and approval of payment; now, therefore be it Resolved, that the governing Town Board hereby authorizes the payment of the audited vouchers in total for the amounts indicated: VOUCHER NOS. 308 - 356 General Fund Town Wide 25,385.12 General Fund Part -Town 1,579.11 Highway Fund Town Wide DA 10,196.08 Highway Fund Part Town DB 3,618.77 Water Fund 485,084.29 Sewer Fund 177,962.63 Fire Protection Fund 473,589.77 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 Burlei h Drive Lighting District 17.21 West Haven Road Lighting District 67.11 Coddin ton Road Lighting District I39.69 TOTAL 1 1,177,684.00 TB Resolution 2021— b: Ratify Appointment of Laborer Whereas there is a vacancy in the full-time position of Laborer for the Public Works Department due to internal promotions; and Whereas the Interview Committee interviewed Julie Hewitt, who is presently working as a Seasonal Worker and has been a Seasonal Worker for the past 3 years, for the position; and Whereas the Committee has determined that Julie Hewitt possesses the necessary knowledge and skills to satisfactorily perform the duties of Laborer; and Whereas Joe Slater, Director of Public Works/ Highway Superintendent, appointed Julie Hewitt as Laborer, effective March 14, 2021; now, therefore be it Resolved the Town Board of the Town of Ithaca does hereby ratify the appointment made by the Director of Public Works/ Highway Superintendent of Julie Hewitt as Laborer, effective March 14, 2021; and be it further Resolved the position is at 40 hours per week, at the hourly wage of $21.02, which is an estimated annual salary of $43,721 from Public Works account numbers, in Job Classification "I", with full time benefits; and be it further Resolved a mandatory twenty-six (26) week probationary period applies with no further action by the Town Board if there is successful completion of the probationary period as determined by the Director of Public Works/ Highway Superintendent.