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HomeMy WebLinkAbout2015-07-14-RTB-minutes REGULAR TOWN BOARD MEETING Town of Ulysses July 14, 2015 Audio of the minutes are available on the website at ulysses.ny.us. The meeting was held at the Ulysses Town Hall at 10 Elm Street, Trumansburg. Notice of Town Board meetings are posted on the town’s website and clerk’s board. PRESENT: Supervisor- Liz Thomas 1st Deputy Supervisor- Nancy Zahler Board members- John Hertzler, Rich Goldman, Dave Kerness Town Clerk- Carissa Parlato Highway Superintendent - Jim Meeker Planner/Zoning Officer- Darby Kiley Attorney for the Town- Mariette Geldenhuys ABSENT: 2nd Deputy Supervisor- Michelle Wright OTHERS PRESENT: Diane Hillmann, Phil Antweiler CALL TO ORDER: Ms. Thomas called the meeting to order at 7p.m. GENERAL BUSINESS: APPROVAL OF MEETING AGENDA RESOLUTION 2015-108: BE IT RESOLVED that the Ulysses Town Board approve the agenda for July 9, 2015 with the following changes- adding the Day of Giving, moving Approval of Vouchers, adding an Executive Session, and removing or abbreviat ing the discussion of town fees. Moved: Ms. Thomas Seconded: Mr. Kerness Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 APPROVAL OF CLAIMS REGULAR TOWN BOARD July 14, 2015 2 RESOLUTION 2015-109: BE IT RESOLVED that the Ulysses Town Board approve payment of claims 206-246 in the amount of $52,329.25. Moved: Ms. Thomas Seconded: Ms. Zahler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 PRIVILEGE OF THE FLOOR: Ms. Hillmann inquired about the old church in Jacksonville. Ms. Thomas responded that they were not discussing that tonight but will let her know when it is on the agenda. REPORTS FROM REPRESENTATIVES: (none) TOWN REPORTS: (see appendix) RESOLUTION 2015-110: Ms. Zahler moved that the Town Board authorize the EMC liaison, John Hertzler, and the Supervisor, Liz Thomas, to draft and sign a letter on behalf of the Town Board advocating for geothermal tax credit incentives for New York State. Mo ved: Ms. Zahler Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 OLD BUSINESS CHANGE IN WATER RATE FOR WD3 RESOLUTION 2015-111: ADJUSTING WATER RATE FOR WATER DISTRICT 3 REGULAR TOWN BOARD July 14, 2015 3 WHEREAS the Town of Ithaca has increased the rate of the water it sells to the Town of Ulysses to supply Water District 3; and WHEREAS since January 2015, the new rate is $6.38/1000 gallons however due to an oversight, the Town of Ulysses was not notified of this rate change for the first two billing quarters; and WHEREAS by law, Water Districts must be self-supporting, THEREFORE, BE IT RESOLVED that to make up for the delay in increasing the water rate, the new water rate for Water District 3 customers will be $6.76/1,000 gallons for the third and fourth quarter of 2015; and RESOLVED the Town Clerk will contact the Town of Ithaca to request the 2016 water rates in time for the first billing in 2016. Moved: Ms. Thomas Seconded: Mr. Kerness Mr. Goldman inquired whether it is in the town’s agreement with Ithaca that they have to inform the town of any changes in fee. Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 HEALTH CARE CONSORTIUM 5-YEAR AGREEMENT RESOLUTION 2015-112: Approval of the 2015 Amendment to the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium WHEREAS, the Town of Ulysses is a Participant in the Greater Tompkins County Municipal Health Insurance Consortium (the "Consortium"), a municipal cooperative organized under Article 47 of the New York Insurance Law, and WHEREAS, the municipal participants in the Consortium, including this body, have approved and executed a certain Municipal Cooperation Agreement (the "Agreement"; effective date of October 1, 2010) and Amendment (2014) that provides for the operation and governance of the Consortium, and WHEREAS, Article 47 of the New York Insurance Law (the "Insurance Law") and the rules and regulations of the New York State Department of Financial Services set forth certain REGULAR TOWN BOARD July 14, 2015 4 requirements for governance of municipal cooperatives that offer self-insured municipal cooperative health insurance plans, and WHEREAS, the Agreement sets forth in Section Q2 that continuation of the Consortium under the terms and conditions of the Agreement, or any amendments or restatements thereto, shall be subject to Board review on the fifth (5th) anniversary of the Effective Date and on each fifth (5th) anniversary date thereafter (each a “Review Date”), and WHEREAS, by motion 005-2015, adopted on May 28, 2015, the Consortium's Board of Directors recommends approval of the 2015 amended agreement based on review of the document by the Municipal Cooperative Agreement Review Committee, the New York State Department of Financial Services, and the Consortium’s legal counsel, and WHEREAS, the Municipal Cooperative Agreement requires that amendments to the agreement be presented to each participant for review and adopted by its municipal board, WHEREAS, the Town of Ulysses) is in receipt of the proposed amended Agreement and has determined that it is in the best interest of its constituents who are served by the Consortium to amend the Agreement as set forth in the attached 2015 Amended Municipal Cooperative Agreement, now therefore be it RESOLVED, that the Town of Ulysses approves and authorizes the Town Supervisor to sign the 2015 Amendment to the Municipal Cooperative Agreement of the Greater Tompkins County Municipal Health Insurance Consortium, and RESOLVED, further, that the Clerk of the Town of Ulysses is hereby authorized to execute this Resolution to indicate its approval, transmit a copy thereof to the Board of Directors of the Greater Tompkins County Municipal Health Insurance Consortium, and take any other such actions as may be required by law. Moved: Ms. Thomas Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 NEW BUSINESS: APPOINTING A COMMITTEE TO SELECT A PLANNING FIRM TO ASSIST WITH GRANT TO UPDATE ZONING REGULAR TOWN BOARD July 14, 2015 5 RESOLUTION 2015-113: Forming a committee to select a consultant and authorize the Town Supervisor to sign an agreement with the selected consultant . WHEREAS: 1. The Town of Ulysses has an executed contracted with NYSERDA for a project to update the Zoning regulations and funding for a consultant to complete a majority of the work; and 2. A Request for Qualifications has been released in order to find a qualified consultant; and 3. A Consultant Selection Committee should include the Town Supervisor, the First Deputy Supervisor, the Environmental Planner, and a current or former Planning Board, Zoning Board of Appeals, and Comprehensive Plan Committee member; NOW THEREFORE BE IT RESOLVED that the Town of Ulysses Town Board appoints a Consultant Selection Commit tee of Supervisor Elizabeth Thomas, Deputy Supervisor Nancy Zahler, Environmental Planner Darby Kiley, Zoning Board of Appeals member David Means, former Comprehensive Plan Committee member Sue Poelvoorde, and Planning Board member David Blake; and FURTHER RESOLVED that based on the Consultant Selection Committee’s decision, the Town Board authorizes the Town Supervisor to sign an agreement with the selected consultant, subject to approval from NYSERDA, for the scope of services outlined in the Request for Qualifications and the executed contract with NYSERDA. Moved: Ms. Thomas Seconded: Mr. Goldman Mr. Goldman inquired whether the selected consultant is truly subject to approval from NYSERDA. Ms. Kiley replied in the affirmative but noted that it is a quick process. Mr. Goldman moved a Friendly Amendment to change the wording in #1 of the first Whereas to clarify that NYSERDA is funding “a project” to enable the Town to update its zoning ; seconded by Mr. Kerness. Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 APPROVAL OF ADDITIONAL SAVINGS ACCOUNT RESOLUTION 2015-114: REGULAR TOWN BOARD July 14, 2015 6 WHEREAS the Town of Ulysses Supervisor and Bookkeeper recommend opening a separate new savings account to keep assigned funds (reserves) and unclaimed exonerated bail in a separate account would increase clarity and accounting transparency. THEREFORE BE IT RESOLVED that the Town Board approves opening new savings account with Tompkins Trust Company; and RESOLVED signatories for this account will be the Town Supervisor, Elizabeth Thomas and the Town Clerk, Carissa Parlato; and RESOLVED that the Town Clerk will provide a certified copy of this resolution to the Bookkeeper to submit with the paperwork needed to open the savings account. Moved: Ms. Thomas Seconded: Ms. Zahler Mr. Goldman moved a friendly amendment to change the word “feel” to “recommend” in the first paragraph; seconded by Mr. Kerness. Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 COMMENT ON TIME WARNER AND CHARTER COMMUNICATION MERGER RESOLUTION 2015-115: RESOLVED that the Town Board of Ulysses authorizes the Town Supervisor to sign the attached letter regarding the Time Warner and Charter Communications merger. Moved: Ms. Thomas Seconded: Mr. Hertzler Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 AUTHORIZING A LETTER IN SUPPORT OF A GRANT APPLICATION FOR STORMWATER CONVEYANCE SYSTEM MAPPING RESOLUTION 2015-116: REGULAR TOWN BOARD July 14, 2015 7 WHEREAS: 1. New York State Department of Environmental Conservation Water Quality Improvement Project Program has funding available for Municipal Separate Storm Sewer Systems (MS4) comprehensive system mapping; and 2. On behalf of the Stormwater Coalition of Tompkins County, of which the Town of Ulysses is a member, the Tompkins County Soil and Water Conservation District is submitting an application titled “Stormwater Conveyance System Mapping, and Sewershed Delineatio n;” 3. The benefit to the Town of Ulysses will be a complete stormwater conveyance system map, including sewershed delineation, access to the information through an online mapping application, and 4. The cost to the Town will be staff time to work with the Stormwater Coalition program coordinator regarding the data collection and project implementation; BE IT RESOLVED, that the Town of Ulysses Town Board authorizes the Town Supervisor to sign a letter of intent in support of the application and that the Town of Ulysses will participate in this project if funding is awarded. Moved: Ms. Thomas Seconded: Mr. Goldman Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 DAY OF GIVING: The board discussed this issue but did not resolve it due to concerns about endorsing specific non- profits. PRIVILEGE OF THE FLOOR (10 MIN). (none) MONTHLY BUSINESS APPROVAL OF MINUTES: 6/23 RESOLUTION 2015-117: BE IT RESOLVED that the Ulysses Town Board approve the minutes of 6/23 as edited by Ms. Zahler. Moved: Ms. Thomas Seconded: Ms. Zahler REGULAR TOWN BOARD July 14, 2015 8 Ms. Thomas aye Ms. Zahler aye Mr. Hertzler aye Mr. Kerness aye Mr. Goldman aye Vote: 5-0 Date Adopted: 7/14/15 EXECUTIVE SESSION: Ms. Thomas moved to enter into Executive Session at 8:25pm for the purposes of acquisition or sale of real property; and for matters leading the appointment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person. This was seconded by Mr. Goldman and passed unanimously. Mr. Goldman moved to end executive session at 9:44pm, seconded by Ms. Zahler and passed unanimously. ADJOURN: Ms. Zahler moved to adjourn the meeting at 9:45pm; seconded by Mr. Goldman and passed unanimously. APPENDIX: TOWN REPORTS: TOWN ENGINEER- (none) PLANNING BOARD / ZONING OFFICER HIGHWAY SUPERINTENDENT TOWN CLERK CODE ENFORCEMENT OFFICER SUPERVISOR DEPUTY SUPERVISOR / BOOKKEEPER TOWN BOARD MEMBERS AND COMMITTEES ATTORNEY FOR THE TOWN TOWN ENGINEER: (no report) PLANNING BOARD/ZONING OFFICER- Darby Kiley Planning Board At the June 21st meeting, the PB concluded discussion on the open development area proposal for five properties along the lakeshore that do not have access to an official road. On July 7 th the PB reviewed and approved the Site Plan for the Kearl’s vacant property in the O DA. REGULAR TOWN BOARD July 14, 2015 9 On June 21st, the Planning Board continued Sketch Plat review for a five-lot subdivision in Jacksonville (the property fronts on Cold Springs Rd and Trumansburg Rd). On July 7 th, the PB reviewed the Preliminary Plat and scheduled a public hearing for August 4th. On July 7th, the PB approved the freestanding sign for Renovus. The Site Plan was approved in February, but the sign design was not complete at that time. The Planning Board continues to review solar regulations. Pace Law Center held a webinar on July 9th on Zoning for Solar Energy. Board of Zoning Appeals At the June 17th meeting, the Board of Zoning Appeals granted an area variance for the lot width of a parcel in the R2 District on Van Dorn Corners Rd. Enforcement actions Zoning violation: 1942 Trumansburg Rd – Keith Dodge appealed the zoning violation, which is STILL under review by the County Court. Grants Residential Energy Score Project Grant – Public outreach will begin soon. Zoning Amendments Grant – We received the executed contract from NYSERDA. An RFQ was released on June 30th. The applications are due by July 20th. Other Meetings/Issues Stormwater – The Stormwater Coalition is pursuing grant funding for a mapping project that will meet the goals of each of the regulated MS4s in the county. Materials were submitted on time for the EPA audit of our stormwater program, and the EPA staff will be in Ulysses starting on July 14 (today). Water Resources Council (WRC) – The items on the WRC agenda included the following: Stormwater (SPDES) Annual Report; Coal Ash Landfill discussion; and Status of the Cayuga Inlet Dredging Project. Cayuga Lake Watershed Intermunicipal Organization (IO) – At the June 24th meeting, the IO discussed the members of a proposed Technical Advisory Committee that will be reviewing and providing inputs on the Restoration and Protection Plan. HIGHWAY SUPERINTENDENT- Jim Meeker Mr. Meeker reported that the highway department performed the following tasks:  The crew helped Newfield with flood damage; open up ditches, cleaned culverts and debris  Checked own culverts  Ditch cleaning  Installed driveways for residents  Mowed road signs  Put up signs for the Grassroots festival TOWN CLERK- Carissa Parlato FINANCIAL REPORT for June: $1668.00 Collected in fees for licenses (dog, marriage, sporting) $976.56 Of that amount stays in the town REGULAR TOWN BOARD July 14, 2015 10 LICENSES issued in June: Sporting licenses 13 Disabled parking permits 9 Dog licenses and renewals 64 Marriage licenses 8 Plumbing permits 0 CLERK TASKS:  Facilitated landscaping at TH  Updated contractor liability insurance  Had to issue dog license tickets  Compiled fee list with help from other staff and towns  Routine tasks:  retrieving, sorting, vouchering mail  Answering inquiries on various topics  Cross –reconciliation of town bank accounts with Michelle  Meeting minutes  Records Mgmt.  Coordinating meetings  Updated webpages  Sent a listserv mssg. to keep residents updated.  Assigned new addresses WATER TASKS:  Posted water bills  Coordinated meeting to hear engineer modeling findings COMMITTEES:  Health Consortium- attended the June 4 meeting:  Looked at draft Silver and Gold plans  discussed upcoming retreat on Benefit Plans  discussed wellness plans  (there will be no July meeting) TRAINING:  Invited the County Clerk and Deputy to come out and share their digitization project (Laserfiche). Hoping to help move Ulysses forward on this. CODE ENFORCEMENT OFFICER- Alex Rachun Date: Name Project Cost fee 6/2/15 Scibilia-Carver Photovoltaic solar $8,000 $79 REGULAR TOWN BOARD July 14, 2015 11 6/3/15 Lupo/Nolte New duplex $225,000 $425 6/3/15 Przgocki Renovation/addition $110,000 $385 6/5/15 Wertis Photovoltaic solar $24,000 $130 6/5/15 Sliker House addition $50,000 $205 6/11/15 Sheerer Pool & deck $4,000 $55 6/17/15 Robertson New single family $250,000 $325 6/18/15 Sopchak Photovoltaic $24,000 $127 6/23/15 Romer Photovoltaic $18,000 $112 6/24/15 Srnka New single family $360,000 $425 6/24/15 Fritz House renovation $50,000 $305 6/25/15 Sawester House addition $6,000 $72 DEPUTY SUPERVISOR- Michelle Wright:  Developed response to media for emergency prep plan inquiries  TAP Sidewalk project o Final interviews with engineer firms o Follow up with NYSDOT o Continued work on MOU with Village and reimbursement process  Utilities o Coordinated and hosted site visit with Solar Liberty  Coordinated Workplace Violence and Sexual Harassment required workshop for employees through PERMA  Laser fiche training  Communications with PERMA  Coordination obtaining proof of insurance for NYSERDA grant  Documentation of County Roads that are in bad shape o 2016 budget request report developed for the County  Attended health consortium meeting with Nancy and Carissa BOOKKEEPER  New software o Sent out RFQ for CPA/accounting help with conversion to Williamson  Reserve calculations  Preliminary planning with Liz regarding 2016 budget timeline needs  EMS billing o Worked with Eric Dodge on developing system for quarterly reconciliation of billing  Work with NYSLRS regarding historically incorrectly reported ROA from as far back as 1996- 2013  Work with NYSLRS on days reported issues from the past year  Attended webinar from NYSOSC re: common problems with the AUD  Payroll changes o Continued work with youth payroll paperwork  Help with onboarding new Youth Employment Program Coordinator Neil DeRaiche REGULAR TOWN BOARD July 14, 2015 12 o Pay check deductions for employee  Regular duties o Banking  Bank reconciliation o Payroll o NYSLRS (retirement system) monthly reporting o Payments: regular appropriations & vouchers  Vouchered expenses  Health Insurance  Regular payments SUPERVISOR- Liz Thomas: Shared Services  Court Shared Service Task Force – (6/10, 6/24) as a member, read materials to be prepared for meetings and contribute to discussions as representative of town courts. Sidewalks (6/9, 6/16, 6/24, 6/25)  Part of committee interviewing 4 engineering and design firms for the sidewalk project. Each interview was approximately 5 hours long including a presentation, Q&A, site visit at 2 locations, lunch and debriefing with committee.  Take input from many residents on which side of the road sidewalks are preferred.  Solidify reimbursement process via MOU with Village. Many passes back and forth.  With Trumansburg Mayor, check references of top firms Water Quality  6/26 - Attend Finger Lakes Watershed Alliance meeting in Geneva to point out to state and federal lawmakers the need for increased funding for NYS DEC water quality oversight. Water District 3  Finish collecting documents for FOIL request. My time alone on this = 8 hrs. Carissa put in many more hours as did others.  Meet with Tim Steed to discuss modeling results.  Organize and attend meeting (s) with DOH, engineers, Town of Ithaca, Village of Trumansburg, Bolton Point, Ulysses Water District Operators to d iscuss best options for TTHM reduction.  Water rate – how to be notified earlier for rate changes in 2016. Calculate new rate. Talk to Bolton and Trumansburg about how rates are set.  Field call from resident about chlorination question. Trails  RFP – large edit based on feedback from management team. Planning  Open development districts – much discussion with many people.  Help set up committee to select planning firm to help with zoning update. Other  Admin: work on time card template REGULAR TOWN BOARD July 14, 2015 13  Meetings: o Sidewalks (6/9, 6/16, 6/24, 6/25), o Town Board (6/9 and 6/23), o TCCOG (6/25), o Harassment and violence training (6/25), o Court task force (6/24), o Finger Lakes Regional watershed alliance (6/26), o Tim Steed to go over engineering of water system (6/26), o Laserfiche training (7/1), o Solar Liberty (7/7),  Website: check out new community calendar and give feedback  Policies and procedures – (6/30) – webinar from NYS Office of the State Comptroller on proper procedures and importance of following updated polices.  Jacksonville – continued movement on vacant Exxon properties.  Constituent communications – Field and respond to questions and complaints about o Ag/neighbor complaint (2 totaling 3 hrs together) o Ditches o Chlorine in water o Stormwater o Poor road conditions on county roads o Grassroots – posting of Rabbit Run  Town hall – o Move back into office after repainting and change of desk o Interface with landscape company to trim shrubs and trees. o With Michelle taking the lead, meet with Solar Liberty to be trained o n solar panels monitoring.  Tax cap override – prepare and check override documents to insure adherance with state law.  Budget – with Michelle, begin preparations to migrate financial data to new software.  Respond to constant flow of questions from resid ents, volunteers and staff.  Weekly review of topics with attorney for the town.  Daily check-in with Town Hall staff.  Periodic discussions with Zoning Officer over a variety of topics.  Prepare agendas, resolutions, background documents, review topics wit h TB members, conduct meetings, and review minutes.  Review claims and budget, make suggested budget modifications to be approved by TB, review payroll, sign checks,  Periodic check in with Town Clerk and Deputy Supervisor re work load and coordination. TOWN BOARD MEMBERS AND COMMITTEES- Ms. Zahler:  Was not able to attend the village meet ing this month.  Would like to revisit the idea of a public info rmation session for Falls Road residents to share information about the village’s new water line on that road. REGULAR TOWN BOARD July 14, 2015 14  Distributed the Police Chief’s report.  Has continued her research on Jacksonville properties. Mr. Goldman inquired about the Waterburg bridge project. He understands that the replacement will probably not start until next year but wondered about safety. Mr. Meeker offered to contact the county to discuss it. Mr. Hertzler reported:  The EMC chairman has asked towns to write letters to encourage Gov. Cuomo to adapt regulations for geothermal energy in an effort to incentivize program.  The EMC will also be designating more UNAs ATTORNEY FOR THE TOWN- (no report beyond the agenda items) Respectfully submitted by Carissa Parlato on 7/20/15.