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HomeMy WebLinkAboutTB Minutes 2025-07-28TB 2025-07-28 (Filed 7/29) 1 MEETING OF THE ITHACA TOWN BOARD July 28, 2025 MINUTES Board Members Present: Rich DePaolo, Deputy Supervisor; Members Eric Levine, Rob Rosen, Margaret Johnson Absent: Susie Gutenberger, Pamela Bleiwas Others Present: Judy Drake, Director of Human Resources; Marty Moseley, Director of Code Enforcement; CJ Randall, Director of Planning; Monica Moll, Deputy Town Clerk; Kelly Anderson, Finance Officer; Joe Slater, Director of Public Works; and David O’Shea, Director of Engineering 1. Ithaca Fire Department – Chief Covert (Report Filed with Fire Contracts) • The new fire station is open and in use. • Reviewed promotions, retirements and new hires. • New equipment ordered reviewed. • The East Hill fire station was also sold. Closing is set for August 2, 2025. • New system for reports and inspections is in place, increasing efficiency, safety and access to information. The Board asked about the water capacity of the new brush truck and Chief Covert responded that it holds 400 gallons of water, where a pumper truck holds between 750-1000. The brush truck has better maneuverability, and we are happy to have it. 2. Consider approval of 2026 Wage Scale TB Resolution 2025-075: Approval of 2026 Office and Field Classification Wage Scales Whereas, the Town Board established a Wage Scale, which sets the Hiring Minimum and Job Rate for each job classification, which may be increased each year based on a Cost of Living Adjustment (COLA); and Whereas, the collective bargaining agreement with the Public Works unit represented by Teamsters Local 317 established a 4.5% cost of living adjustment for 2026; and Whereas, after evaluating the Consumer Price Index (CPI-W) as well as other factors, the Town Supervisor and Human Resources Manager in preparation for the 2026 tentative budget recommended to the Personnel and Budget Committees a 4.5% Cost of Living Adjustment (COLA) to the Job Rates when establishing the 2026 Office and Field Wage Scales; and Whereas, the Personnel Committee reviewed and recommended the modified Job Rates due to the Reclassification project for the Office Wage Scale Classifications E, F & G; now, therefore, be it TB 2025-07-28 (Filed 7/29) 2 Resolved, the Town Board of the Town of Ithaca does hereby approve for the 2026 Wage Scales an overall 4.5% COLA on the Job Rates in the Office and Field Wage Scales; and further Resolves, that the classifications in the Office Wage Scale, E, F & G are modified to a value different from the 4.5% COLA (see attached sheet). Moved: Rich DePaolo Seconded: Margaret Johnson Vote: Ayes - DePaolo, Johnson, Levine, Rosen 3. Consider Authorization to Apply for Funding through the Pro Housing Supply Funds Program for SouthWorks’ Beacon Woods Housing Project Ms. Randall explained that the Town would like to assist the developers with grant applications; all costs would be borne by the developer, with the Town providing some administrative assistance only. TB Resolution 2025 - 076: Authorization to Apply for Funding through the Pro Housing Supply Funds Program for SouthWorks’ Beacon Woods Housing Project Whereas, the New York State Regional Economic Development Councils and the Consolidated Funding Application (CFA) were created to advance efforts to improve New York’s business climate and expand economic growth, and Whereas, Governor Kathy Hochul signed Executive Order 30 in July 2023, establishing the Pro- Housing Community Program to recognize municipalities actively working to unlock their housing potential, and Whereas, Empire State Development (“ESD”), in partnership with New York State Homes and Community Renewal launched a $100 million Pro Housing Supply Fund in this CFA round to help finance essential infrastructure projects needed to facilitate new housing development in certified Pro-Housing Communities, and Whereas, the Town of Ithaca has been Certified as a Pro-Housing Community since July 2024, and Whereas, Beacon Communities Services LLC has requested that the Town of Ithaca apply for a 2025 Pro Housing Supply Funds Program grant to assist them with the development of the SouthWorks Beacon Woods Housing site for affordable and mixed-income rental housing, and Whereas, the Town of Ithaca is an eligible applicant under the 2025 Pro-Housing Supply Funds Program, and Whereas, under the Pro-Housing Supply Funds Program eligible applicants, in the case of municipalities, are required to authorize an official representative to file the application and to provide ESD with certain assurance of compliance with applicable laws and regulations, and TB 2025-07-28 (Filed 7/29) 3 Whereas, the proposed project is consistent with goals outlined in the Town of Ithaca’s 2014 Comprehensive Plan, including seeking grants to fund affordable housing; the proposed financing is appropriate for the project; the project will facilitate effective and efficient use of existing and future public resources so as to promote both economic development and development of much-needed affordable housing; and the project develops and enhances infrastructure in a manner that will attract, create, and sustain employment opportunities in the Town, and Whereas, the Town of Ithaca is requesting $5,000,000 in funding assistance from the Pro Housing Supply Funds Program towards SouthWorks Beacon Woods Housing site which has a total anticipated construction cost of $70,975,000, which includes $10,563,000 for infrastructure; and Whereas, the owner of the property will make available half of the matching funds commitment as well as any fees associated with the Grant Disbursement Agreement, and now, therefore, be it Resolved, that the Supervisor of the Town of Ithaca, or designated representative, is hereby authorized and directed to submit an application, including a non-refundable application fee, for funding under the current (2025) CFA round for the SouthWorks Beacon Woods Housing Project with a total estimated infrastructure project cost of $10,563,000, and upon approval of said request to enter into and execute any agreements required by ESD for grant funding that results from the application. Resolved, that the Town will administer the grant in accordance with all applicable rules and regulations established by ESD. Moved: Eric Levine Seconded: Margaret Johnson Vote: ayes - DePaolo, Johnson, Levine, Rosen ADDED ITEM: Approval of and authorization to sign a contract with Edmunds GovTech Ms. Anderson explained that the software has already been vetted by two committees and will help streamline accounting, payroll and other financial responsibilities. TB Resolution 2025 – 077: Approval and authorization to sign a contract with Edmunds Gov Tech for conversion and roll out of new Human Resources/Payroll/Finance software system Whereas the Human Resources Manage and Finance Officer have reviewed multiple software systems to enhance and upgrade our current methods, and Whereas the Budget Committee has reviewed their choice of Edmunds Gov Tech and recommended approval by the Town Board, now, therefore be it TB 2025-07-28 (Filed 7/29) 4 Resolved that the Town Board approves of the proposal dated July 22, 2025, from Edmunds Gov Tech implement their software subscription for Human Resources/Payroll/Finance processes at $38,000 for the first year, which includes conversion and implementation fees, and a cost of $15,000 for years 2 and 3 for subscription fees of an initial term of 3years, and be it further Resolved that the Town Board authorizes the Town Supervisor to sign said contract, subject to review by the Attorney for the Town. Moved: Eric Levine Seconded: Margaret Johnson Vote: ayes - DePaolo, Johnson, Levine, Rosen 4. Committee Reports a. Budget - Eric Levine - Discussed the actions just taken by the Board re wage scale, grant, and new program. Interest earnings and sales tax receipts are higher than expected. CIP process will have a new format that will go live in the near future. Draft of the budget is expected in early September. Ms. Anderson will be reaching out to organizations funded by the town to assess their 2026 needs. b. Personnel and Organization/ERC: No meeting in July c. Public Works: Rich DePaolo - A representative from Enterprise Rental came to discuss a fleet leasing system. Talks are ongoing. d. Planning: Rich DePaolo - No July meeting. The committee would like to invite Jay Franklin to the August meeting to discuss community solar assessments. e. Codes & Ordinances: Rob Rosen - Preliminary draft of subdivision regulations is being finished by staff to be brought back to the committee, then on to the various boards for comment. Discussed side yard shed regulations in response to a request from the Zoning Board of Appeals as this is a very common variance request that is usually granted under the criteria. Some limitations on height and flat vs. pitched roof were discussed. f. Other: No CWIO meeting in July. 5. Consent Agenda TB Resolution 2025 - 078: Adopt Consent Agenda a. Approval of Town Board Minutes b. Approval of the Town of Ithaca Abstract c. Approve Permanent Appointment – GIS d. Approve Permanent Appointment – Finance Officer e. Approval of a Sewer Exemption – Hayts Rd f. Approval of Budget Amendments TB 2025-07-28 (Filed 7/29) 5 g. Revised 2025 Expenditure of Highway Funds Moved: Margaret Johnson Seconded: Rob Rosen Vote: ayes - DePaolo, Johnson, Levine, Rosen TB Resolution 2025 - 078a: Approval of Minutes Resolved that the Town Board accepts the draft minutes of July 14th as final with any non- substantive changes made. TB Resolution 2025 - 078b: Town of Ithaca Abstract 14 for FY-2025 Resolved that the Town Board authorizes payment of the audited vouchers for the amounts listed: VOUCHER NOS. 2025 645 - 687 General Fund Town Wide 53,025.64 General Fund Part-Town 24,204.49 Highway Fund Town Wide DA 1,966.91 Highway Fund Part Town DB 92,548.23 Water Fund 19,841.68 Sewer Fund 480,204.65 Fire Protection Fund 261.00 TOTAL 672,052.60 TB Resolution 2025 – 078c: Approval of Non-Competitive Permanent Appointment for GIS Analysist Whereas, the Town Board approved the provisional appointment of Max Villanueva as a GIS Analyst, effective February 10, 2025; and Whereas NYS Civil Service has developed the NY Hiring for Emergency Limited Placement Statewide (NY HELPS) Program, which allows for competitive positions to be filled via non- competitive appointment, which means examinations are not required, but candidates must meet the minimum qualifications of the titles for which they apply; and Whereas, the title of GIS Analyst has been approved under the NY HELPS program, which means those incumbents may no longer be required to take a civil service examination for their provisional positions as the position is being characterized as “Non-Competitive” unless an exam is advertised; now therefore be it Resolved that the Town Board of the Town of Ithaca hereby approves the non-competitive permanent appointment of Max Villanueva, GIS Analyst, effective June 11, 2025, with no changes to current wages and benefits. TB 2025-07-28 (Filed 7/29) 6 TB Resolution 2025 – 078d: Approve Permanent Appointment of Finance Officer Whereas, the Town Board approved the provisional appointment of Kelly Anderson as a Finance Officer, effective January 13, 2025; and Whereas the Tompkins County Civil Service office has provided the certificate of eligible listing for the said title and the staff were reachable candidates; now, therefore be it Resolved, the Town Board of the Town of Ithaca does hereby approve the permanent appointments of Kelly Anderson to the position of Finance Officer, with no change in current compensation or benefits, retroactive to July 23, 2025. TB Resolution 2025 - 078e: Authorization for the Town Engineer to Issue a Sewer Exemption for 262 Hayts Rd Whereas, the Town Engineer received a request for a Sewer Exemption from Valeria Jordan- Mount, owner of 262 Hayts Rd, indicating the residential home was built in 1976 and the current system is failing with water drainage and waste/sludge rising to the surface of the lawn. The owner indicated there is no access to town sewer and identified the difficulties associated with connecting to the municipal sewer due to the nearest sewer main(s) being approximately 4,500 +/- feet away, which would require a main extension at an estimated cost of $1,200,000, which is not feasible, and Whereas, the owner is working with a private contractor, and their engineer to prove a plan for replacement to the Tompkins County Health Department, now therefor be it Resolved, pursuant to Town Code Section 214-6, the Town Board finds the applicant has shown unusual and extreme practical difficulties in connecting to the municipal sewer for the reasons conveyed by town staff and the reasons detailed in the request for a sewer exemption submitted to the Town Engineer, dated July 22, 2025, and be it further Resolved, that the Town Board authorizes the Town Engineer to issue an exemption from Town Code Section 214-5 Connection required, for 262 Hayts Rd, for the installation of a new, onsite wastewater treatment system associated with the existing residential home, subject to the consent of the Tompkins County Health Department. TB Resolution 2025 - 078f: Approval of Budget Transfers, Amendments and Modifications for June 30, 2025 Whereas, the Town Finance Officer has reviewed all budgetary revenue and appropriation accounts for the period ending June 30, 2025, and Whereas, this review disclosed certain budgetary revenues and expenditures requiring transfers, amendments or modifications summarized below: GENERAL FUND - TOWNWIDE TB 2025-07-28 (Filed 7/29) 7 Budget Transfers ACCOUNT DESCRIPTION FROM TO AA1220.410 CONFERENCES & MILEAGE 521.00 AA1220.420 DUES & PUBLICATIONS 200.00 AA1316.408 POSTAGE 200.00 AA1330.485 PRINTING TAX BILLS 713.00 AA1410.410 CONFERENCES & MILEAGE 66.00 AA1410.420 DUES & PUBLICATIONS 66.00 AA1430.404 PAYROLL SUPPLIES 156.00 AA1430.428 COLLEGE COURSE REIMB PROGRAM 839.00 AA1620.444 SECURITY & FIRE ALARM 8,503.00 AA1620.442 JANITORIAL SERVICES 18,099.00 AA1620.448 ELEVATOR MAINTENANCE CONTRACT 99.00 AA1910.439 LIABILITY INSURANCE 3,611.00 AA1920.420 DUES & PUBLICATIONS 830.00 AA5132.444 SECURITY & FIRE ALARM 4,905.00 AA7110.273 LIGHT DUTY TRUCK 15,000.00 AA7110.271 HEAVY DUTY TRUCK 23,745.79 AA7110.272 MEDIUM DUTY TRUCK 10,396.05 AA7110.400 CONTRACTUAL 15,000.00 AA7110.456 PLANTINGS & LANDSCAPING 3,000.00 AA7110.457 PARKS & GROUNDS IMPROVEMENTS 6,319.00 AA7110.526 TRAIL OVERLAY 15,000.00 AA8540.273 LIGHT DUTY TRUCK 3,750.00 AA8540.271 HEAVY DUTY TRUCK 5,937.00 AA8540.272 MEDIUM DUTY TRUCK 2,600.00 AA8540.400 CONTRACTUAL 4,815.00 AA8540.420 DUES & PUBLICATIONS 2,754.00 AA8540.459 TOOLS & EQUIPMENT 5,648.00 AA8989.468 SENIOR CITIZEN PROGRAMS 1,000.00 AA9050.800 UNEMPLOYMENT INSURANCE 1,173.00 FIRE PROTECTION FUND Budget Transfers SF3410.482 DISTRIBUTE NYS FIRE INSURNACE TAX 3,094.31 SF3085.000 NYS 2% FIRE TAX FUNDS 3,094.31 Resolved, that this Town Board authorizes and directs the Town Finance Officer to record all budget transfers, amendments, and modifications, including all other changes deemed appropriate and necessary. TB 2025-07-28 (Filed 7/29) 8 TB Resolution 2025 – 078g: Approve Non-Competitive Promotional Appointment of Sr. Civil Engineer Whereas Justin McNeal was appointed as a Civil Engineer effective February 20, 2018; and Whereas the Director of Engineering recommends the promotional appointment of Justin McNeal, to the Senior Civil Engineer position, effective July 28, 2025; and Resolved, the Town Board of the Town of Ithaca does hereby approve the Non-Competitive Promotional appointment of Justin McNeal as a full-time Senior Civil Engineer, effective July 28, 2025; and be it further Resolved, this is a 40 hour a week position, at the hourly wage of $42.20, which is an estimated annual salary of $87,776, in Job Classification “F”, with no change in the full-time benefits. 6. Review of Correspondence/Reports of Officials - None Executive Session At 5:13 p.m., Mr. DePaolo moved to enter an executive session to discuss the employment history of a particular person, seconded by Mr. Levine, unanimous. At 5:23 p.m. Mr. DePaolo moved to reenter open session and adjourn the meeting, seconded by Mr. Levine, unanimous. Meeting adjourned at 5:23pm Submitted by Monica Moll Deputy Town Clerk