HomeMy WebLinkAboutTownBoard_Minutes_20190916Danby Town Board
Minutes of Regular Meeting
September 16, 2019, 7pm, Danby Town Hall
Present:
Councilpersons: Ric Dietrich (Supervisor), Jim Holahan, Jack Miller, Matt Ulinski
Not Present:
Councilpersons: Leslie Connors
Others Present:
Town Clerk Pamela Goddard
Justices Garry Huddle, Theresa Klinger
Historian Mary Ann Barr
Code Officer John Norman
Bookkeeper Laura Shawley
Public Ted Crane, Julie Clougherty, Ronda Roaring, Sarah Schnabel, Pat Woodworth,
Alex Pfeifer, Bruce Richards, Joel Gagnon, Michael Rowell, Katharine Hunter.
Meeting Opened at 7:05 pm
Danby Community Park Association - Natural Playground grant update
Julie Clougherty made a report on progress installing the natural playground in the park. This project
is being funded by a $5,000 grant from the Tompkins County, co-written with the Town of Danby. The
natural playground was designed by Rusty Keeler for a five acre section near the front entrance of the
park. There are climbing hills with a slide, a boulder scramble, benches, a boardwalk, a willow tree
“secret entrance” and a story walk geared to younger readers.
Approximately $4,200 of the $5,000 grant has been spent to date on the first phase of the natural
playground. The remainder of the funds will cover the cost of signage for the playground areas.
Clougherty outlined some of the plans for phase II, including an amphitheater for youth-geared
productions and other ideas common to natural playground design. The natural playground will officially
open October 13 during the Harvest Festival.
Councilperson Ulinski asked whether there has been a noticeable increase in park use with the
installation of a TCAT bus shelter. Clougherty reported that she often sees cars at the shelter but it is
unclear whether there is increased use of the park. There has been an ongoing problem with occasional
dumping of garbage. The park is considering installing a motion detection camera, should this problem
increase. Board members voiced their encouragement and support for the playground project.
Privilege of the Floor
Mary Ann Barr, documents manager, reported to the Board. She presented a flowchart of document
retention and disposal for use by all departments, boards, and committees. The retention of all municipal
documents is covered in NYS law. She noted that there is sometimes confusion as to which documents are
to be filed as “original” and which are copies that may be recycled. Original documents should be filed in
the Town Clerk’s office. Barr additionally made a report/request as historian. It is recommended that all
municipal historians have a deputy historian. There is not currently a Danby deputy historian. All other
municipalities in Tompkins county have deputy historians to assist this work. She asked the Board to
encourage people to contact her about becoming involved in local history as a deputy historian.
Ronda Roaring requested that consideration of closing Travor Road to vehicle traffic be put on an
upcoming agenda. Dietrich stated that the Town has limited ability to monitor that area, as most of the
land is NYS park land. He stated that he would consider adding this to a future agenda for discussion.
Resolution to Authorize Renewal of Loader Contract
Bookkeeper Shawley presented a resolution on behalf of the Highway Department. This was
presented prior to approving the warrants, as the expenditure was included in the Highway Abstract,
pending TB approval. The contract program for replacing heavy equipment annually, particularly a loader,
is part of a multi-year program to reduce maintenance costs for highway vehicles and equipment. Shawley
has done a cost effectiveness analysis, to show that the program has been saving the Town money. A new
loader costs in the range of $170,000. The trade-in value of the current loader reduces the cost, and the
Town has avoided several thousand dollars in annual maintenance costs.
Ulinski asked whether maintenance is done quickly on equipment. Shawley pointed out that there is
no maintenance cost on the heavy equipment for this program. Additionally, this important piece of
equipment is always reliable in use during winter storms and road emergencies. Gagnon asked whether
the Town has a spare loader, in the case of emergencies. Yes, an older loader in the highway fleet can be
used as a spare. This program avoids the cost of expensive spare parts for the primary loader, in addition
to maintenance costs.
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RESOLUTION NO. 60 OF 2019 - APPROVAL BY THE TOWN BOARD TO ALLOW THE HIGHWAY SUPERINTENDENT TO
ENTER INTO AN AGREEMENT WITH VANTAGE EQUIPMENT FOR THE CONTRACT OF A NEW LOADER FOR 2019-2020
Whereas, the Highway Department has interred into agreements over the last four years for the annual replacement
of the loader, and
Whereas, the loader is a priority piece of equipment that must be in reliable condition from year to year to service
winter emergencies, and
Whereas, an analysis has been done to be certain that the price of replacing the loader each year is cost effective for
the town and it has been determined that the replacement in 2019-2020 will be comparable to a long-standing
ownership and actually save the town money by the elimination of maintenance costs;
Now Therefore,
Be It Resolved, that the Town Board of the Town of Danby gives permission to the Highway Superintendent to enter
into the sales contract with Vantage Equipment for the replacement of the loader for the remainder of the 2019 and
2020 years. The amount of the transaction will be $14,772.00, which will be paid out of the fund balance of the
highway fund.
Moved by Ulinski, Second by Holahan. The motion passed.
In Favor: Holahan, Miller, Ulinski, Dietrich
Warrants
ABSTRACT #14 OF 2019:
GENERAL FUND
#420-436 for a total of $20,205.81
Moved by Ulinski, Second by Miller. The motion passed.
In Favor: Holahan, Miller, Ulinski, Dietrich
HIGHWAY FUND
#271-279 for a total $21,093.49
Moved by Miller, Second by Ulinski. The motion passed.
In Favor: Holahan, Miller, Ulinski, Dietrich
Resolution to Authorize Court Grant Application - revised
Justice Klinger presented a revised resolution. There was a brief discussion of the language in the
final “resolved,” whether it should be further clarified that the amount being requested is less that
$30,000. Justice Klinger confirmed that the wording in the final sentence is as specified by the NYS
Court grant system. The amount actually being requested is in the range of $6,000.
RESOLUTION NO. 61 OF 2019 - AUTHORIZE TOWN COURT GRANT APPLICATION
Whereas, the Danby Town Court is eligible to submit a grant application to the New York State Office of Court
Administration for funding from the 2019-2020 Justice Court Assistance Program (JCAP) for the purchase of court
related items, and
Whereas, Town of Danby Justice Theresa Klinger and Town of Danby Justice Garry Huddle are requesting
authorization from the Town Board for the Danby Town Court to submit a grant application to the New York State
Court Administration for funding from the 2019-2020 Justice Court Assistance Program (JCAP) in the amount up to
$30,000, or the exact amount being requested;
Now Therefore,
Be It Resolved, that the Town Board of the Town of Danby approves the request from the Danby Town Court to
submit a grant application to the New York State Court Administration for funding from the 2019-2020 Justice Court
Assistance Program (JCAP) in the amount up to $30,000, or the exact amount being requested.
Moved by Dietrich, Second by Ulinski. The motion passed.
In Favor: Holahan, Miller, Ulinski, Dietrich
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Agreement to Spend Town Highway Funds - additional projects
Laura Shawley brought a report and motion on behalf of the Highway Department. The Highway
Department would like to add two roads to the 2019 list for general repairs. Due to an expansion of need,
following heavy rains in August, the HD would like to postpone work on Troy Road (already approved)
until 2020. Troy will need more and better drainage. This delay will add time for work on Nelson Road
and Lieb Road to be undertaken in 2019. The details of this work are described in the motion below.
This work will be done in the Fall of 2019, starting in September.
MOTION - AGREEMENT TO SPEND TOWN HIGHWAY FUNDS - 2019
Pursuant to the provisions of Section 284 of the Highway Law, we agree moneys levied and collected for the repair
and improvement of highways, and received from the state for repair and improvements of highways, shall be
expended as follows:
General Repairs:
1. A sum not to exceed $65,000 shall be spent on Nelson Road from Ridgecrest Rd. to Route 96B. The road will be
surfaced with three inches of cold-mix pave material and then further surface treated with one layer of 1A’s chip
sealing coating.
2. A sum not to exceed $70,000 shall be spent on Lieb Road from Comfort Rd. to Bald Hill Rd. The road will be
surfaced with three inches of cold-mix pave material and then further surface treated with one layer of 1A’s chip
sealing coating.
The funding for the projects listed above will come from the CHIPS Capital Improvement Program amount that is
awarded to the Town of Danby from New York State.
Moved by Ulinski, Second by Dietrich. The motion passed.
In Favor: Holahan, Miller, Ulinski, Dietrich
Highway Equipment to Auction
Bookkeeper Shawley presented a resolution, on behalf of the Highway Department, to send old
highway equipment to auction. The funds received for the auction sales returns to the highway equipment
reserve.
RESOLUTION NO. 62 OF 2019 - APPROVAL BY THE TOWN BOARD TO ALLOW THE HIGHWAY SUPERINTENDENT TO
SEND OLD EQUIPMENT TO AUCTION
Whereas, the Highway Department from time to time had old equipment that is not being used, as equipment has
been replaced by newer models, and the Highway Department has to reason to spend funds to maintain this older
equipment that is not in use, and
Whereas, in the past, older equipment has been sent to auctions and the price received has been fair and often
times more than expected;
Now Therefore,
Be It Resolved, that the Town Board of the Town of Danby gives permission to the Highway Superintendent to enter
the following pieces of equipment into auction through Auctions International:
2003 Volvo 10-wheeler Dump Truck with Plow Equipment
1993 10-wheeler Chassis
1969 John-Deere Backhoe
Appraisals will be obtained and the lowest price will be accepted based on those records.
Moved by Ulinski, Second by Holahan. The motion passed.
In Favor: Holahan, Miller, Ulinski, Dietrich
Code Enforcement Report
John Norman made a verbal report of building and code violation matters addressed in the past
month. There is new construction on Larue and Michigan Hollow Roads. All other building permits were
for renovations to existing structures. He noted that the year-to-date revenue for building permits is a bit
lower than the previous year, and that development is consistent for the Town. He has been very busy
with construction inspections.
Norman has been trying to keep up with complaints about unsightly properties and problems related
to salvage operations. He has contacted the NYS DEC regarding oil spills related to small operation auto
repair activities. The DEC is following up with these problems.
Norman has been in communication with Ag and Markets and other offices in NYS regarding tasting
room regulations related to cider and mead operations. There are multiple such businesses in the planning
and development stages in Danby. Determinations from the State may result in future zoning updates
related to this type of activity.
Norman is working on the Town emergency response plan. A preliminary action is to inventory
various assets which would be used in the event of an emergency. This includes inter-municipal
agreements for services and use of equipment. Having key personnel up-to-date with FEMA training is
important and needed.
Roaring asked whether Norman has instructed, by any person associated with the administration of
the Town, that he must sell building permits? Norman responded that no one has so instructed him.
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CDBG Housing Survey grant - Update
Holahan made a reported on a meeting he attended with the Town Supervisor, Town Planner, and Jim
Thatcher (representing the firm that has applied to conduce the CBDG grant housing survey project). This
$30,000 grant will survey the quality of housing stock in the town of Danby. The applicant has over 20
years of experience in this field and is well qualified. The proposal was reviewed and some adjustments
made. It is now with the Town Attorney for review. Holahan reviewed the various components of the
survey project, including a general “drive by” survey, reviewing senior housing and senior needs, a closer
look at housing in the Central and West Danby hamlets, attending “launch” meeting. The survey will
cover the entire Town and all types of housing. A survey form will be provided and sent to residents.
The information gathered through this grant project will support future grants for improving housing
in Danby. The current grant project is to be completed in February 2020. A presentation will be made to
the Town Board at that time.
Legislator’s Report
Legislator Klein submitted a written report to the Board via email. Sections of this report were read
into the record by Clerk Goddard.
In response to a request from a resident that the legislature coordinate a community “active shooter”
training, Klein reported that he has spoken with the Sheriff, who is willing to assist with this activity.
However, Klein will not pursue this due to his, “belief that focusing on mass shootings seems to have a
copycat effect. Also, the overall number of guns deaths in smaller incidents is far greater than the number
of deaths in mass shootings.” Klein noted that this is his personal view, and that he does not want to
organize an activity focused on mass shootings. [Additional discussion on this topic followed later.]
Klein reported that the County has begun its budget process. At the time of this meeting, there was an
anticipated 2.76% increase in the tax levy. This decreases the tax rate by 1.58%. Klein reported that this is
the sixth year with a decrease in the County tax rate. Klein further reported that there will be a $2 per
household increase in the solid waste fee this year. This is in response to a collapse in recycling markets.
Klein reported that several adjustments of the recycling program, over the next few years, will hopefully
stabilize the budget for the recycling program.
Klein further reported on capital expenditures anticipated at the County level, including a new
downtown office building, renovations to the County jail, upgrades to the Department of Emergency
Response, and efforts to make all county operations energy net-zero by 2035. Most of these expenditures
will actually take place in 2021 and 2022.
Active Attack Response and Emergency Management
In response to Klein’s communication, there was further discussion of “active shooter” and
emergency response training for the community. Ulinski noted that he had learned that the Village of
Trumansburg offered an “active shooter and natural disaster” training through the National Guard. He
wondered whether this is something a community organization such as the Danby Community Council
might consider organizing? This might be something which would come out of the emergency
management plan work currently being done. Active attack is a new area which needs to be addressed in
that plan.
John Norman responded that he had done several of these trainings as a SWAT officer. In his
experience, these are most effective when they are site specific. He noted that there is good general
information and training available online through the internet. Part of the comprehensive Emergency Plan
will be to identify locations likely to have an active attack. Once identified, training could be done there.
There was agreement that having this plan in place is a priority.
Roaring spoke regarding her concern about a major fire in the Danby State Forest and emergency
response for residents adjacent to the forest. There was a general discussion of different natural disasters
and emergency situations and their different needs. Dietrich noted the need to address emergency shelter
needs, both for Danby residents and in the event that the Town is asked to house people from other
locations during a natural disaster.
Crane, one of the Community Council Directors, asked for a clarification of the several different ideas
discussed: that the Community Council might arrange a training (Ulinski), that trainings might be seen as
leading to copycat effects (Klein), that site-specific training is most effective (Norman), and that the Town
has just held a fairly general training presented by the Sheriff’s Department. No guidance was given.
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Municipal Obligations and Ongoing Projects
There was continued discussion regarding transition of Town Supervisor in January 2020. Dietrich
outlined, in detail, information about agencies he’s involved with and meetings he has attended. Some of
these are monthly meetings. These include the Tompkins County Council of Governments (TCCOG), the
Health Care Consortium, meetings with County Planning, the Broadband Access Committee, and the
Cayuga Watershed Inter-municipal Organization (IO). There are several committees and initiatives that
have developed out of TCCOG, including the South Hill Trail expansion and an initiative to have
municipal Code Enforcement Officers meet and exchange information and support.
Dietrich noted that most of Danby’s major projects are intermunicipal in nature. This includes such
work as the Brown Road remediation project. He emphasized the importance of collaborative projects and
meetings as a way to get to know other municipal officers and build helping relationships. Some
collaborative projects have been in response to a NYS mandate for shared services and revenue sharing,
as a way to bring down the cost of government at the local level. Dietrich would like to see the County
commit to supporting a staff person who would help small municipalities oversee grant management.
There was related discussion about Danby’s involvement in TCAT, the Transportation Council, the
Recreation Partnership, Tompkins County Youth Services, and the Environmental Management Council.
Each of these will need continued involvement in 2020 and beyond.
Adjournment
The meeting adjourned at 8:55 pm. !!!!!!
______________________________________
Pamela Goddard, Town Clerk
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