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HomeMy WebLinkAbout2022-09-27-TB-FINAL-minutes1 TOWN BOARD MEETING Town of Ulysses September 27, 2022 The meeting was held in person at the Town Hall at 10 Elm St., Trumansburg NY as well as via Zoom videoconference. Notice of Town Board meetings are posted on the Town’s website and Clerk’s board. Video recordings of meetings are available on Youtube at https://www.youtube.com/channel/UCWVIs--g9CpHIxdk9YxZyPw. CALL TO ORDER: Ms. Olson called the meeting to order at 7:01pm ATTENDANCE: TOWN OFFICIALS In person: Board members- Michael Boggs, Roxanne Marino, Mary Bouchard, Rich Goldman Town Clerk- Carissa Parlato Deputy Town Clerk- Casey Beck OTHERS: Via Zoom: Michelle Wright (left at 8:47) Liz Weatherby, Linda Little APPROVAL OF AGENDA: Motion: RESOLUTION # 142 OF 2022: Approval of Agenda RESOLVED that the Ulysses Town Board agenda for September 27, 2022 is approved as presented/amended. Moved: Ms. Olson Seconded: Mr. Boggs Olson aye Boggs aye Bouchard aye Goldman aye Marino aye Vote: 5-0 Date Adopted: 9/27/22 PRIVILEGE OF THE FLOOR: (3 minute limit) none 2 OLD BUSINESS: COMPREHENSIVE PLAN PROCESS UPDATE Ms. Marino presented a supporting document she had created sourcing information from surrounding municipalities to support the objectives within the tentative budget reserve additions. Ms. Marino expressed the interest to include more support for the comprehensive plan review committee including community members who work in local businesses or agriculture. Ms. Olson would still like to add 1-2 youth liaisons to the Comprehensive Plan Committee in addition to at least one town board member, 20-25% of our population is youth. Will reach out to high school to gauge interest and participation options. Resolution to adopt outline for the Town of Ulysses Comprehensive Plan Review and Update Project: (see Appendix) Moved: Ms. Bouchard Seconded: Mr. Goldman Olson aye Boggs aye Bouchard aye Goldman aye Marino aye Vote: 5-0 Date Adopted: 9/27/22 American Recovery Plan Act –discussion of proposed allocations. Ms. Wright explained that we have the comprehensive plan expenses budgeted in two ways depending on whether or not the grant is received. There is $10,000 in the Contingency Fund in the B Fund earmarked for the comprehensive plan update which is offset by ARPA funds. Ms. Marino emphasized the importance of having funds available for when public comments/input and concerns will be presented to the board in early 2023. She would prefer to have more available in the ARPA funds than the reserve funds to be able to utilize funds for more pressing community needs since we have until the end of 2024 to allocate ARPA funds (end of 2026 to have ARPA funds spent). Ms Olson reviewed and clarified what the ARPA funds are intended for versus what they are utilized for. Purpose of ARPA fund is to replace money lost by municipalities including Water, Sewer, and Broadband/IT during Covid. Ms. Marino is questioning why we don’t utilize the funds currently available to pay for building repairs in 2023 instead of putting such a large amount of funds into the reserves for future capital repairs. Ms. Olson stressed the urgency and importance of the IT repairs and that it has been an issue for 20 years that need to be addressed. She mentioned that in the past the board underfunded the capital 3 reserve account. The town’s salt barn will need to be replaced by the end of the decade which is a very large capital improvement cost that needs to be reserved in advance. Mr Goldman requested clarification on what the actual total of available A-funds are: $408, 352. Ms Olson elaborated on the Unassigned Fund balance and how significantly the sales tax was previously under- budgeted for, leaving next year’s budget to be the most aggressive sales tax numbers we’re ever had. It was leaving a large amount unused which was being put in the unassigned funds balance every year, being appropriated for other expenditures. The closer we get to accurately budgeting the sales tax means that in the future, we need to more accurately reflect our expenditures with the actual tax levy and sales tax mine. In 2023 the board will schedule with the Finance Committee as a steering committee to help us determine how to use the appropriated fund balance. Ms. Marino urged again to utilize current funds available and reduce the amount being put aside for Capital Reserves to $160,00 down from the originally allocated $220,000. Ms. Marino and Mr. Goldman suggested a new policy is created to clearly state what percentage of the budget is set aside for Fund Balance. Ms. Olson explained that the finance committee is working on that to be established by July of 2023 before 2024’s budget season begins. Ms. Marino urged funds be available to make a meaningful contribution to the community. Mr. Boggs suggested budgeting to have the driveway design done instead of simply budgeting for the repair/repaving. Ms. Olson said there are funds available for an engineer in the A Fund to pursue that further. A fund will be reviewed for the first meeting of October. Ms. Marino suggested to remove the $106, 000 from the ARPA Funds and instead utilizing Capital Equipment Reserve and the Repair Reserve funds currently available for 2023 budget for IT, exterior paint and repair and the back door and put that much less in the reserve accounts for next year. Ms. Wright noted that the capital plans are still under development and need much more attention but the money put aside for this year was based on our capital plans. While under review it was suggested to increase the capital plan reserve because of the salt barn that we know is coming in -7 years. Financial committee is trying to find a grant to assist with the cost of the salt barn, in addition to the Curry Road bridge and culvert. Mr. Boggs suggested adding the Salt Barn replacement planning and design be added to the 2023 budget for more accurate financial planning in going forward. 7:59 *****Ms. Marino suggested a motion to REMOVE from the ARPA Funds and utilizing Reserve Funds: $106, 250 from the ARPA funds to be paid for by the Reserve Funds instead. WITHDRAWN. Ms. Marino WILL TABLE DISCUSSION UNTIL NEXT MEETING. 4 Ms. Wright tentatively suggested to utilize the ARPA funds in addition with the fund balance towards the Capital repairs and long term capital planning. Ms. Bouchard asked what our requirements are for spending the ARPA Funds Ms. Wright explained that there are some restrictions around what we can use it for but general government services are all part of that since it under the $10,000,000 threshold. Ms Wright confirmed that ARPA Funds may not be used for Capital Reserves. NEW BUSINESS: a) Presentation of the Tentative 2023 Budget See appendix Ms. Olson wishes to discuss more in-depth allocations, at the next two meetings in Oct, _________ Mr. Goldman would like to discuss the Land Trust Fund Ms Bouchard would like to discuss community contributions. Mr. Boggs would like to discuss retiree health plan options. Ms. Wright said that is already prioritized for the 2023 budget. Ms. Marino would like to discuss the B Fund more for further espl. Mr. Boggs would like to discuss further the Capital improvement plans and who manages it - what does the rest of the board feel is right for the additional funds needed for the Water Fund, Code enforcement and Legal funds? Agenda will be submitted on 10/6 by Ms Olson for the next meetings. Needs any questions for A Fund submitted by next Tues, Oct 4. b) RESOLUTION #143 OF 2022: Employee Health Plan Change for 2023 WHEREAS, the Town of Ulysses contracts with the Greater Tompkins County Municipal Health Insurance Consortium (GTCMHIC), and WHEREAS, the Ulysses Town Board values Town Staff and recognizes the impact that the Town's health insurance plan has on the lives of Town employees, NOW, THEREFORE BE IT RESOLVED, that the Ulysses Town Board approves the transition from the GTCMHIC Gold Plan to the GTCMHIC Platinum Plan starting in 2023. Moved: Ms. Olson Seconded: Mr. Goldman 5 Olson aye Boggs aye Bouchard aye Goldman aye Marino aye Vote: 5-0 Date Adopted: 9/27/22 RESOLUTION # 144 OF 2022: Administrative Assistance for Planning, Zoning, and Supervisor’s Offices WHEREAS, the administrative assistance is necessary for both special and ongoing projects of the Planning, Zoning, and Supervisor’s offices, and WHEREAS, Planning and Zoning have been significantly understaffed for 2022, and _____________ WHEREAS, the Town Board allocated funding for administrative assistance in the 2022 adopted budget for these offices that has not been utilized to date; NOW, THEREFORE BE IT RESOLVED, that the Town Board of the Town of Ulysses hereby approves advertising for the position of Project Assistant at the rate of $22/hour for 20 hours/week. Moved: Ms. Olson Seconded: Ms. Marino Olson aye Boggs aye Bouchard aye Goldman aye Marino aye Vote: 5-0 Date Adopted: 9/27/22 Tompkins County Community Funding Grant –discussion of application option(s) Ms. Olson explained that the deadline is 10/31 but intentions must be submitted by 10/15. In reviewing the materials there appears to be a primary focus on disadvantaged communities and those impacted most by the pandemic. There is a list that was created for the primary objectives but we will not know until after November whether or not any of the grant money will be received. Summer camp program is something we have the potential to grow through outside funding. We were able to accommodate every child on the waiting list and cover all families that were in need of financial assistance. Previously we were at upwards of 100 children per week in attendance. This year was 72. 6 Ms. Olson would like to pursue funding for an increase in our enrollment, subsidized and increasing our ability to provide affordable summer care options for children in our area. Our area has a shortage of summer camps available and this is a way to increase that. Mr. Boggs brought up Jacksonville Park, which could potentially be utilized for camp but the bathrooms were never completed. Could we use any funds towards that? Ms. Wright – We could be a sponsoring agent but we do not own the Jacksonville Park. The park would be eligible for different funds/grants though not town funds as we do not have agency over the park. This grant has similar guidelines for ARPA funding where plans need to be submitted and funds need to be utilized by 2026. UPCOMING EVENTS October 10 – Town facilities closed for Indigenous Peoples’ Day/Columbus Day October 11 – Regular meeting October 25- Regular Meeting Board Member Announcements/Updates Ms Marino Health Department Community Announce Tomkins County Funding for septic system. Suggests the board begin looking into Clean Energy community funding opportunities. She has been working with the CSAC. As soon as we qualify then we submit the application. There is no specific timeline/deadline. Sarah K previously gathered a large portion of the documentation needed. Ms. Olson suggested the board review this topic again in October. Per the procurement policy we have to update the general code to reflect passing of 3 gen laws 1. Expanded geography to 2nd Deputy Supervisor, Deputy Highway and deputy clerk. 2. Exotic animal ordinance 3. Remote video conferencing law. $1,740 to be utilized from the Records Management Budget. APPROVAL OF MINUTES: RESOLUTION # 145 of 2022: Approval of Minutes RESOLVED, that the Ulysses Town Board approve the meeting minutes from September 13, 2022 (special meeting), September 13, 2022 (regular meeting), September 15, 2022 (special meeting), September 20, 2022 (special meeting), September 22, 2022 (special meeting #1), and September 22, 2022 (special meeting #2) as presented or amended. Moved: Ms. Bouchard Seconded: Mr. Goldman Olson aye Boggs aye 7 Bouchard aye Goldman aye Marino aye Vote: 5-0 Date Adopted: 9/27/22 Budget Modifications None PRIVILEGE OF THE FLOOR (3 min limit per person) none EXECUTIVE SESSION: 8:54 PM Ms. Olson moved to go into Executive Session for the purpose of pending litigation. 8:59 Out of session ADJOURN Mr. Goldman made a motion to adjourn at 9:00pm. This was seconded by Ms. Bouchard and passed unanimously. Respectfully submitted by Casey Beck, Deputy Town Clerk 9/23/22 Draft 9-22-2022 (RM) For discussion at 9-27 Town Board meeting Outline for the Town of Ulysses Comprehensive Plan Review and Update project Overall Objective: The Ulysses Town Board is committed to a review and revision of the 2009 Ulysses Comprehensive Plan with incorporation of sustainability elements, beginning in the fall of 2022 and continuing through approximately June of 2024. The Comprehensive Plan is an expression of the community’s vision for the future; it provides a flexible and adaptive basis for prioritizing government decision-making and policies for growth, development, and protection of resources and community resilience. The Board is committed to authentic and continued, comprehensive public engagement as a key to a successful process and outcome. Every comprehensive plan is unique for its community. In general, the scope of the plan and the process for development encompasses four broad topics: • Existing conditions • Goals and objectives • Implementation strategies • Future land-use map Key elements and assessments to be included in the Town of Ulysses Comprehensive Plan review and update: • Community Character, to prioritize future growth (such as for businesses and housing) and land preservation (such as for agriculture or recreation) and Smart Growth principles to guide appropriate development for the Town • Current infrastructure (for example water, electricity generation as per NYS goals, transportation) and whether it is meeting, or can meet future demands and how to incorporate these needs into future land use planning • Demographics, and social equity, including the availability of and future need for affordable housing for young families and seniors • Community resilience planning, to advance the communities goals while improving sustainability; identifying natural hazards and climate vulnerability and effective strategies to maintain essential services and minimize losses and recovery time • Economic development needs and opportunities, including retail, tourism, agro-tourism, local farm products and markets, appropriate-scale businesses • Parks and recreation needs and opportunities (for example community access playing fields, trails, open space preservation and natural areas) • Preservation of special places (such as scenic vistas, historic places, environmentally significant areas for protecting water and air quality) Process: The Town Board is responsible for determining the body responsible for preparing a draft CP update, and has the statutory authority for adopting a final Comprehensive Plan. Following a model used by many small and mid-sized municipalities, the Plan preparation will be guided by a Comprehensive Plan Steering Committee (CPSC), with the assistance of the Town Planner and a Planning Consultant, and in regular communication with, and feedback from the Town Board. Public Draft 9-22-2022 (RM) For discussion at 9-27 Town Board meeting input is critical to the comprehensive planning process and can be most useful early in the process, to help form the plans goals and recommendations. CPSC working with the Town Planner and Town Board, can schedule public workshops and forums to gain insight on the priorities and vision of the community. The CPSC is a completely advisory special committee to the Town Board. Meetings of the steering committee will noticed, open to the public, and recorded, minutes will be taken. There will be a page on the Town website for Comprehensive Plan Update project, to post information and keep the public updated. The Town Planner, Town Administrative Staff, and Consultants will assist with plan preparation and the public participation process by providing research on issues as needed, interfacing with other local government agencies and organizations to obtain necessary data, helping organize the plan into a document, facilitating community outreach, and assisting with meeting state requirements. Charge of the Comprehensive Plan Steering Committee: (taken in part from Comp Plan timeline and DEC proposal notes presented at TB mtg 8/09/22) The CPSC will meet regularly (1 x per month, with more or less, as needed depending on the stage of the project) working with the Town Planner and Planning Consultant (later stage) and with regular input from the Town Board to: • do project visioning (focus on areas most in need of updating, consider sustainability elements that are key to incorporate) and identify strengths, weaknesses, opportunities, and threats currently and for the future • chart the information needs, sources, and approaches to gathering necessary data and input • help develop a Comprehensive Plan Update area for the Town website • develop a public participation plan and identify stakeholders • hold an initial public information meeting on the CP revision effort and goals and assist with subsequent public forums as update work progresses • work on preparation of the draft CP update throughout the process, with assistance from the Town Planner and a Planning Consultant • discuss and develop implementation strategy recommendations Structure of the CPSC: Up to 9 voting members -- It is likely that as the project progresses members often need to drop off, want to be left with a committee of 5 – 7 through completion • 1 member from the Ulysses Town Board • 1 member from the Ulysses Planning Board • 1 member from the Ulysses Board of Zoning Appeals • 1 member from the Ulysses Conservation and Sustainability Advisory Council • 1 member from the local business community Draft 9-22-2022 (RM) For discussion at 9-27 Town Board meeting • 1 – 2 members from the Ulysses agricultural community (seek breadth across agricultural interests and enterprises) • 2 - 3 community members with strong interest in participating through the project and relevant experience or expertise; seek to have breadth of representation of different areas of the town, for example: lakeshore / water districts / Village / southern end of Ulysses toward Ithaca. Liaisons: • 1 Town Board member? • Village Comprehensive Plan / Zoning committee? • Other? Timeline draft: (as discussed for DEC CSC program grant application, approved by Town Board (oral agreement) at 7-12- 22 mtg, and discussed at 8/08/22 meeting) • Creation of the Comprehensive Plan Update Steering Committee (to occur prior to contract period): Sept – October 2022 • Initiate Steering Committee meetings (to occur prior to contract period): Nov & Dec 2022 (begin project visioning / charting of information needs, hopefully with Town Planner) • Steering Committee meetings; initial Public Information meeting on Comprehensive Plan Revision effort and goals (held by SC with assistance from Town Planner): January - March 2023 • DEC Contract Negotiations: January - March 2023; develop & release RFP for consultant • Prospective Consultant Outreach & Selection of Planning Consultant: April 2023 • Comprehensive Plan Update work with Consultant support: May 2023 – Jan 2024 - Draft Plan released, Public Forums • Draft Comprehensive Plan released: Feb 2024 • Public Forum and Draft Plan Refinement: March – April 2024 • Comprehensive Plan Update Finalization: (includes NYS- required reviews April 2024 – May 2024 • Plan adoption: May – June 2024 • Implementation Strategy Initiated (to occur outside of contract period): Starting June 2024 Consultant funding request: • May 2023 to May / June 2024 would be 13 – 14 mo of consultant work, to the draft plan (this is in line with the MRB timeline in their rough quote from earlier this year); Collaborations: • NYRWA (Source water protection study and protection plan) • Tompkins County Planning and Sustainability Department • Tompkins County Soil and Water Conservation