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HomeMy WebLinkAboutTB Minutes 2021-07-26 Meeting of the Ithaca Town Board Monday,July 26, 2021 AGENDA Meetings are now in person, or you can watch in real time or later via our ',2 ;t, ,L..n..k 1. Discuss CIP (Capital Improvement Plan) and Fleet Replacement Schedule—Public Works/Engineering 2. Consider award of contract—King Rd E Watermain Replacement Water Improvement Proj ect 3. Resolution of Appreciation—Sandy Polce 4. Committee Reports a. P&O b. COC c. Planning d. Public Works e. Budget f. Ad Hoc Committees g. Other Parks & Trails Short Term Rental 5. Consent Agenda a. Approval of Minutes b. Town of Ithaca Abstract c. Approval of permanent appointment of GIS Analyst d. Approval of temporary salary adjustment—Court Clerk e. Ratify appointment of Laborer—Public Works Facility 6. Review of Correspondence Meeting of the Ithaca Town Board Monday,July 26, 2021,4:30 p.m. Minutes Board Members Present: Members Eric Levine, Rich DePaolo, Bill Goodman, Pamela Bleiwas, Pat Leary and Tee-Ann Hunter; Absent, Rod Howe Staff Present: Judy Drake, Marty Moseley, Susan Ritter, Paulette Rosa, Joe Slater, Donna Shaw, Becky Jordan and Dan Thaete Mr. Goodman opened the meeting at 4:30 p.m. 1. Discuss CIP (Capital Improvement Plan) and Fleet Replacement Schedule—Public Works/Engineering—Pulled 2. Consider award of contract—King Rd E Watermain Replacement Water Improvement Project Mr. Thaete reported that the contractor has crews freeing up toward end of summer and hopes for a late summer/early fall start. The only potential issue will be getting the duct liner pipe due to supply issues. Mr. DePaolo inquired about the need for traffic control and lane closure. Mr. Thaete responded that they aren't allowed to close the road and the project was bid as a one lane closure with flaggers. TB Resolution 2021 -102: Authorization to award and execute contract for the Town of Ithaca King Road East Water Main Extension Water Improvement Project Whereas on July 20, 2021, the Town of Ithaca Director of Engineering received bids for the Town of Ithaca King Road East Water Main Extension Water Improvement Project (Improvement), for the construction of approximately 2,175 LF of 8" and 10" ductile iron water main and installation of two (2) pressure reducing valves and precast structure(s) along King Road East, construction of approximately 1,610 LF of 8" ductile iron water main along Troy Road, and associated appurtenances and other related ancillary facilities, furnishings, incidental improvements and expenses in connection therewith, and Whereas the portion of the project along Troy Road was bid as a bid alternate, and Whereas the Director of Engineering (Director) has reviewed the bids and qualifications of the bidders and has determined that the lowest responsive bid of$686,000.00 for the base bid of the project, and$325,000.00 for the bid alternate,with a bid total of$1,011,000.00 for the project was made by the lowest responsive bidder,Vacri Construction Corp., One Brick Avenue,Binghamton, NY and TBS 2021-07-26 (Filed 8/2) Pg. 1 Whereas at their meeting on February 8, 2021, the Town Board adopted a Public Interest Order (TB 2021-019) establishing the Improvement and authorizing a maximum amount of $1,050,000.00 to be expended on this Improvement, now therefore be it Resolved that the Town Board authorizes the Town Supervisor to award and execute the contract for the Town of Ithaca King Road East Water Main Extension Water Improvement project to Vacri Construction Corp., subject to final approval by the Director and the Attorney for the Town, and be it further Resolved that the Director is authorized to approve change orders to the contract, without further authorization of this Board, provided that the maximum amount of such change orders does not exceed$39,000.00 in aggregate and the total project cost,including the contract, engineering,legal and other expenses, does not exceed the maximum authorized cost of the project of$1,050,000.00, and be it further Resolved that the Town Finance Officer is directed and authorized to record a budget transfer of $100,000 from F8340.565 Campbell-Hopkins Water System Improvements to F8340.566 King Road East Water Main Extension. Moved: Rich DePaolo Seconded: Tee-Ann Hunter Vote: aye - Goodman, Levine, DePaolo, Bleiwas, Leary, Hunter 3. Resolution of Appreciation—Sandy Polce TB Resolution 2021- 103: Recognition of Sandra Polce's Dedicated Years of Service Whereas Sandra ("Sandy") Polce started her career at the town on April 12, 1999, as the Senior Typist for the Planning Department bringing over twelve (12)years of knowledge and experience as an administrative support person at Tompkins County; and Whereas Sandy's dedication, adept organizational skills and meticulous attention to details ensured that Planning Board and committee meeting mail outs were always well organized and ready for distribution on time; and Whereas Sandy's impeccable filing skills have made it easy for staff to quickly access past and present Planning Board application files, committee meeting materials, and special projects in the Department's physical files; and Whereas Sandy has shown steadfast dependability and loyalty as an employee throughout her career, and in 2020 reported for work each day without hesitation, helping to ensure that business with the Town could continue to function despite the pandemic; and Whereas Sandy's dedication to serve the public and consistently provide quality, courteous, and timely service has reflected well on the Town; and TBS 2021-07-26 (Filed 8/2) Pg. 2 Whereas Sandy for many years has also assisted the Code Enforcement Department with customer service contact, building permit preparation, and scheduling appointments, which has created a more efficient and overall effective customer experience; and Whereas the Town of Ithaca has greatly benefited from Sandy's loyalty, determination, and desire to serve our community; and Whereas after twenty-two (22) years of dedicated service, Sandy has chosen to retire from the Town of Ithaca effective July 31, 2021; now, therefore,be it Resolved that the Town Board of the Town of Ithaca, on behalf of the Town and its citizens, expresses its sincere appreciation and gratitude to Sandra Polce for her distinguished and dedicated service to our community. Moved: Tee-Ann Hunter Seconded: Eric Levine Vote: ayes - Goodman, Levine, DePaolo, Bleiwas, Leary, Hunter 4. Committee Reports a. P&O—Ms. Bleiwas reported that there was no July meeting therefore no updates. b. COC—Mr. Goodman reported that the committee did not meet in July. Will meet in August and will be returning to the topic of telecommunications ordinance and amendments around small cell facilities. c. Planning—Mr. DePaolo reported they heard from the person looking to start a learning farm in an ag parcel in the southwest part of town and she presented her ideas and took questions. She's asking for a residential use that isn't currently allowed and the committee is considering whether to approach this as a planned development zone request or to consider modifying the language in the ag zone to allow for certain residential uses such as farm retreats or other educational uses. Conversation to continue in August. We heard from Brian McCracken's staff support for the City's Landmark Preservation efforts where we are contemplating a joint landmarks preservation commission with the City where each municipality retains the authority to designate its own landmarks. We discussed Inlet valley zoning. The committee will review the documents from the consultant before it goes on to counsel and for Board review. d. Public Works—Mr. Goodman shared Mr. Howe's report saying that they discussed the possible acquisition of real property for preservation on South Hill and another in the Inlet Valley area and talking with the County regarding setting aside funds for water quality improvement and protection projects which would help Finger Lakes Land Trust get some grant funds for preserving the streambanks and water quality. TBS 2021-07-26 (Filed 8/2) Pg. 3 Ms. Hunter reported that they also discussed the American Rescue Plan funds. There will ongoing discussion with the recommendation that those funds be applied to water infrastructure capital improvement projects. Also discussed was the Public Works Facility open house scheduled for September 18th This will be a community event inviting the public and their families an opportunity to see the newly renovated facility and some of the equipment. e. Budget—Mr. Levine reported that they discussed the proposed 2022 capital budget (CIP) and fleet replacement plan. Of interest was that we're going to save millions of dollars going from 3-day to 1.5 day water storage policy if approved. Discussed COLA as recommended matching the collective bargaining agreement proposal at 2.5% for all staff. Discussed sales tax reports, which were higher than budgeted. Bolton Point advised us of a three percent water rate increase which will be passed through to town residents. f. Other/Ad Hoe Committees— i. SJC - Mr. Goodman reported that Cayuga Heights is making a change to how they're accepting sewage to accommodate the loss of input from Borg Warner. With this loss of income projected, they are looking to take in more sewage from the Old Village area that is currently sent to the IAWWTP,but they want to maintain the ability to send to IAWWTP during big weather events. Negotiations are ongoing. ii. Bolton Point is working on several transmission main projects to create redundancy under some of the big creeks and streams where transmission mains go. There are some issues for some locations. iii. Cable Access Oversight - Mr. DePaolo reported that the Community Access facility will be reopened to the public August 2"d. He stated that they are making some progress in getting our local access channels on to the Spectrum App which constitutes between 50-60% of the entire viewership of the franchise area that no longer have the set top box. Currently, every channel except the for the three local access channels, are available via the app and to access those three public channels you need to rent a set top box for $8.95 per month. There is a provision in the franchise that specifies that Spectrum/Charter is supposed to make those channels available to any subscriber at no additional cost and we have been in correspondence with the Public Service Commission and hope that will help bring a resolution to the issue. TBS 2021-07-26 (Filed 8/2) Pg. 4 iv. Parks & Trails—Mr. Goodman reported discussion on potential land purchases in terms of adding to the Town preserves as stated above. v. Short Term Rental—Mr. Goodman reported they have made progress reviewing and updating the draft. Next meeting will be August 9th starting at 3:30 pm. vi. Cayuga Lake Watershed Intermunicipal Organization—Ms. Hunter reported that the IO is nearing completion of their organizational assessment and the recommendations will be presented to the IO at the August meeting. 5. Consent Agenda TB Resolution 2021 -104: 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 Minutes b. Town of Ithaca Abstract c. Approval of permanent appointment of GIS Analyst d. Approval of temporary salary adjustment—Court Clerk e. Ratify appointment of Laborer—Public Works Facility Moved: Eric Levine Seconded: Pamela Bleiwas Vote: ayes—Goodman, Levine, DePaolo, Bleiwas, Leary, Hunter TB Resolution 2021 - 104a: Approval of Town Board Minutes Resolved that the Town Board hereby approves the draft minutes of the meeting on July 12, 2021 as submitted, with non-substantial changes suggested by the Board made. TB Resolution 2021 -104b: Town of Ithaca Abstract No. 14 for FY-2021 Whereas the following numbered vouchers have been presented to and audited by the Ithaca Town Board for approval of payment; now therefore be it Resolved that the Town Board hereby authorizes payment of said vouchers in the amounts indicated: VOUCHER NOS. 815 - 860 General Fund Town Wide 35,833.12 General Fund Part-Town 4,654.47 Highway Fund Town Wide DA 403.61 Highway Fund Part Town DB 5,224.31 Water Fund 9,296.97 Sewer Fund 2,730.51 TBS 2021-07-26 (Filed 8/2) Pg. 5 Risk Retention Fund 17.32 Forest Home Lighting District 170.72 Glenside Lighting District 70.91 Renwick Heights Lighting District 82.76 Eastwood Commons Lighting District 181.06 Clover Lane Lighting District 20.86 Winner's Circle Lighting District 71.71 Burlei h Drive Lighting District 70.82 West Haven Road Lighting District 210.63 Coddin ton Road Lighting District 126.13 TOTAL 59,165.91 TB Resolution 2021 - 104c: Approve Permanent Appointment of Geographic Information System (GIS) Analyst Whereas, Benjamin Coakley was provisionally appointed as the Geographic Information System (GIS)Analyst, effective February 10, 2020,pending the next civil service exam; and Whereas, the Tompkins County Civil Service office has provided the certificate of eligible listing for the said title and Benjamin Coakley was a reachable candidate; now, therefore be it Resolved, the Town Board of the Town of Ithaca does hereby appointment of Benjamin Coakley to the position of Geographic Information System(GIS) Analyst with no change in current compensation or benefits,retro-active to July 12, 2021; and be it further Resolved, a 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. TB Resolution 2021 - 104d: Approval of a temporary salary adjustment—Court Clerk Whereas there is currently a vacancy in the Court Clerk position for Justice Klein; and Whereas Penny Grant, Court Clerk, has agreed to keep the office running for both Judges with a per week stipend; and Whereas the Human Resources Manager recommends increasing Ms. Grant's salary by $500 per week temporarily until the new employee has passed their three-month probationary period; and Whereas the Town Supervisor has reviewed the request and recommends the approval of the temporary salary adjustment for Ms. Grant; now, therefore be it Resolved the Town Board of the Town of Ithaca does hereby approve the temporary salary adjustment of$500 per week for Penny Grant, Court Clerk, effective July 12, 2021, and will continue until the new employee has passed their three-month probationary period TBS 2021-07-26 (Filed 8/2) Pg. 6 TB Resolution 2021 — 104e: 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 eleven (11)candidates for the position; and Whereas the Committee has determined that Brian Cary possesses the necessary knowledge and skills to satisfactorily perforrn the duties of Laborer; and Whereas Joe Slater, Director of Public Works/ Highway Superintendent, appointed Brian Cary as Laborer, effective August 2, 202 1; 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 Brian Cary as Laborer, effective August 2, 202 1; 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. 6. Review of Correspondence - Mr. Goodman noted that the Town Clerk received a resignation letter from Jamie Vanucchi of the Planning Board. Ms. Rosa noted that newsletter and other means of advertising vacancies will begin shortly, Ms. Ritter and Mr. Goodman encouraged everyone to think about and reach out to potential members. Meeting was adjourned upon motion by Mr. Goodman, seconded by Mr. Levine, unanimous. Submitted by ecky,Jo U�*, eruty Town Clerk B TBS 2021-07-26(Filed 812) Pg, 7