HomeMy WebLinkAboutTB Packet 2026-05-11 MEETING OF THE ITHACA TOWN BOARD
May 11, 2026 @ 5:30 p.m.
Town Hall Boardroom
215 N Tioga St
htt2s://zoom.us/j/98910958241 YouTube Link
(Members may attend by videoconferencing)
AGENDA
1. Call to order and Pledge of Allegiance
2. Persons to be Heard and Board Comments
3. Consider Approval of contract for legal services- PMV Legal Group
4. Consider award of contract—2026 Townwide Pavement Markings
5. Consider approval and authorization to sign the Intermunicipal Wastewater Agreement
6. Consider Consent Agenda
a) Approval of Town Board Minutes
b) Approval of the Town of Ithaca Abstract
c) Approval of the Bolton Point Abstract
d) Approval of NYSLRS Work Day resolution
e) Approval of revised Personnel Manual Policies
f) Approval of the designation and sale of Surplus equipment—Low Boy trailer
g) Proclamation designating May as Historic Preservation Month
h) Approval of setting a public hearing regarding a local law amending Town of Ithaca
Code, Chapter 135
7. Reports of Town Officials
8. Review of Correspondence
Item 3
MEETING OF THE ITHACA TOWN BOARD
May 11, 2026
TB Resolution 2026 - :Appointment of PMV Legal Group, PLLC as an Attorney for the
Town for general legal counsel
Whereas Susan H Brock, a longtime Attorney for the Town, has announced her retirement as of
July 1, 2026, and
Whereas the Budget Committee, Personnel Committee and Management Team discussed the
options for retaining new legal services, and
Whereas a Request for Qualifications was published and the Town received 4 responses and held
multiple interviews with 2 responding firms, now, therefore be it
Resolved that the Town Board approves the Letter of Engagement with PMV Legal Group,
PLLC as submitted on May 4, 2026.
Moved: Seconded:
Vote:
Item 4
MEETING OF THE ITHACA TOWN BOARD
May 11, 2026
TB Resolution 2026-xxx: Authorization to award the 2026 Town Wide Pavement Markings
Contract
Whereas on April 131h and May 4th, 2026, the Town of Ithaca Director of Public Works
(Director) received bids for the 2026 Town Wide Pavement Markings contract which included
supplying the materials, equipment, and labor for the installation of NYSDOT compliant
pavement markings such as road striping,parking lines, ADA symbols, yield triangles, and other
miscellaneous pavement markings throughout the Town of Ithaca; and
Whereas pursuant to the New York State Environmental Quality Review Act ("SEQRA") and its
implementing regulations at 6 NYCRR Part 617, it has been determined by the Town Board that
approval, construction and implementation of the pavement marking services is a Type II Action
because the Action constitutes "Installation of Traffic Control Devices on Existing Streets, Roads
and Highways," and thus the Project is not subject to review under SEQRA; and
Whereas no bids were received at the time of either bid opening; and
Whereas, a late bid was received on May 51h, 2026 that was post parked for May 1st, 2026 the
Director reviewed the sole bid and qualifications received and has determined the bid in the
amount of Sixty-Seven Thousand Five Hundred Sixty-One Dollars and Seventy-Two Cents
($67,561.72) made by Apex Striping Inc. 6500 New Venture Gear Dr. East Syracuse, NY 13057,
is both responsive and responsible, now, therefore be it
Resolved that the Town Board awards the contract and authorizes the Town Supervisor to
execute such contract with Apex Striping Inc., subject to final approval of the contract
documents by the Director, and be it further
Resolved that the Director is authorized to approve change orders to such contract upon receipt
of appropriate justification,provided the maximum amount of such change orders shall not in the
aggregate exceed Six Thousand Seven Hundred Fifty-Seven Dollars and Zero Cents ($6,757.00),
without prior authorization of this Board, and provided further that the total project cost,
including contract, engineering, legal, inspection, and other expenses, does not exceed the
maximum authorized cost of Seventy-Four Thousand Three Hundred Eighteen Dollars and
Seventy-Two Cents ($74,318.72) for this project.
Moved: Seconded:
Vote:
Item 5
MEETING OF THE ITHACA TOWN BOARD
May 11, 2026
TB Resolution 2026- :Approval and authorization to renew the Intermunicipal Wastewater
Agreement— City of Ithaca, Village of Cayuga Heights, Village of Lansing, and the Towns
of Lansing, Ithaca, and Dryden
Whereas the 2003 Intermunicipal Wastewater Agreement by and between the Village of Cayuga
Heights, Town of Dryden, City of Ithaca, Town of Ithaca, Town of Lansing, and Village of
Lansing, expires May 16, 2026, and
Whereas, the involved municipalities have made minor revisions to the existing Agreement and
submitted said Agreement to their respective legislative entity for review and approval; now,
therefore be it
Resolved that the Town Board approves the revised Intermunicipal Wastewater Agreement as
submitted, and authorizes the Town Supervisor to sign said Agreement.
Moved: Seconded:
Vote:
1
INTERMUNICIPAL WASTEWATER AGREEMENT
This Agreement is made this 15th day of May, 2026, by and between the VILLAGE OF
CAYUGA HEIGHTS, Tompkins County, New York, TOWN OF DRYDEN, Tompkins County,
New York, CITY OF ITHACA Tompkins County, New York, the TOWN OF ITHACA,
Tompkins County, New York, TOWN OF LANSING, Tompkins County, New York, and
VILLAGE OF LANSING, Tompkins County,New York(hereafter collectively referred to as the
"Parties"').
WHEREAS, the Village of Cayuga Heights constructed, owns and operates the Village of
Cayuga Heights Wastewater Treatment Plant, located in the Village of Cayuga Heights, which
serves its Village as well as certain areas in the Town of Dryden,Town of Ithaca,Town of Lansing
and Village of Lansing; and
WHEREAS, pursuant to Article 5-G of the N.Y. General Municipal Law, the Town of
Dryden, City of Ithaca and Town of Ithaca jointly constructed, own and operate the Ithaca Area
Wastewater Treatment Facility, located in the City of Ithaca,which provides wastewater treatment
services in certain areas in their respective jurisdictions; and
WHEREAS, the Village of Cayuga Heights Wastewater Treatment Plant operates at full
capacity during certain parts of the year, and the Ithaca Area Wastewater Treatment Facility has
excess capacity; and
WHEREAS, the Town of Lansing and Village of Lansing wish to obtain additional
wastewater capacity, and the Town of Ithaca and Town of Dryden wish to utilize some of their
excess capacity in the Ithaca Area Wastewater Treatment Facility instead of continuing to utilize
capacity in the Village of Cayuga Heights Wastewater Treatment Plant; and
WHEREAS, the Parties wish to provide wastewater services to their respective
communities and meet their wastewater discharge permit requirements in the most efficient
manner; and
I
WHEREAS, the respective legislative bodies of the Parties have determined that joint
actions and cooperation among the Parties to meet their respective needs are in their best interests,
will benefit their respective citizens, and will help protect the water quality of Cayuga Lake, and
such legislative bodies having authorized their respective Mayors and Supervisors to sign this
Agreement;
NOW, THEREFORE, in consideration of the promises and the mutual covenants and
agreements contained herein, the Parties agree as follows.
1. Definitions. These words and phrases shall have the following meanings:
A. Agreement. This Intermunicipal Wastewater Agreement.
B. Effective date of this Agreement. The date on which this Agreement is fully executed
by all of the Parties.
C. Consent of a Party or Parties. Whenever consent of a Parry is required under this
Agreement, a majority vote of the full possible voting strength of the Party's governing body
shall be necessary for that Parry to give its consent. Whenever this Agreement requires the
consent of all of the Parties, all of the Parties must give their consent before the proposed
action can be undertaken.
D. Flow meter. A device that measures the flow rate and volume of sanitary sewage and
provides a record of the flow data on a continuous basis.
E. IAWWTF.The Ithaca Area Wastewater Treatment Facility,which is located in the City
of Ithaca and is jointly-owned and operated by the Town of Dryden, City of Ithaca, and Town
of Ithaca.
F. IAWWTF permit holders. Those municipalities that are or will be listed on the
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IAWWTF SPDES permit (the Town of Dryden, City of Ithaca, and Town of Ithaca).
G. Jointly-Owned Interceptors. Interceptors co-owned and maintained by the City and
Town of Ithaca, pursuant to the bilateral Joint Interceptor Agreement, which convey sewage
originating outside the City, through the City to IAWWTF.
H. Metrics. Measurements of system performance that form a basis for management
decisions and actions.
I. O&M. Operation and maintenance.
J. Party or Parties. `Party"means one of the municipalities signing this Agreement.
"Parties"means the six municipalities who are signing this Agreement, collectively, unless
specifically referenced hereunder as a lesser number of municipalities.
K. Service area. Those areas within the Parties'jurisdictions that are delineated as such
on the map annexed to this Agreement as Exhibit A.
L. SPDES Permit. State Pollutant Discharge Elimination System Permit issued by the
New York State Department of Environmental Conservation.
M. Treatment Facilities. The wastewater treatment plants located in the Village of Cayuga
Heights and City of Ithaca, together with equipment, interceptors and facilities required to be
used in the exercise of this Agreement, regardless of where such are located. "Treatment
Facility" shall refer to either of these wastewater treatment plants, together with equipment,
interceptors and facilities serving that plant, which are required to be used in the exercise of
this Agreement, regardless of where such are located.
N. VCHWWTP. The Village of Cayuga Heights Wastewater Treatment Plant located in,
and wholly owned and operated by, the Village of Cayuga Heights.
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2. For purposes of this Agreement, the service areas for the VCHWWTP and IAWWTF are
treated as one service area, and are shown on Exhibit A. Any future changes to the service areas
may be made only upon the written consent of the Parties relevant to a proposed change.
3. Pursuant to a separate agreement or agreements by the IAWWTF permit holders and one
or more of the other Parties, and contingent upon confirmation of current and anticipated future
capacity availability, the IAWWTF shall accept flows from areas that, prior to the effective date
of this Agreement, were served by the VCHWWTP or were not served by public sewers.
4. The Village of Cayuga Heights shall maintain separate agreements with the Town of
Lansing and the Village of Lansing regarding the acceptance of flows from those two parties at
the VCHWWTP.
5. Two or more of the Parties may enter into separate agreements that provide for the use of
jointly-owned interceptors to collect and convey previously separate flows,contingent upon a prior
determination by the owner(s) of the interceptors that there is adequate interceptor capacity and
IAWWTF capacity to accommodate anticipated flows.
6. The Parties agree to utilize the concept of"equivalent flows" in the separate agreements
referenced in paragraphs 3 through 5 above so that the Parties can collect and treat flows in the
most efficient manner. The concept of"equivalent flows"means a Party's flows may be treated at
one Treatment Facility, and to make room for those flows,flows from another Party or Parties may
be diverted to the other Treatment Facility. As a consequence, the first Party may be required to
(i) use or purchase capacity and/or pay for treatment of the diverted wastewater at the Treatment
Facility receiving the diverted flows, even though the flows came from another Party or Parties;
and/or (ii) use or purchase capacity and/or pay for the transmission of the diverted wastewater
through a jointly-owned interceptor even though the flows came from another Party or Parties.
7. The Parties shall develop metrics to measure flows from each Party to each of the
Treatment Facilities. The Parties shall utilize flow meters,master water service meter readings and
other appropriate information to determine each Party's flows to each Treatment Facility.
4
8. Each Treatment Facility will set its own O&M rate for each of the Parties it serves. The
O&M rates shall include an economic incentive to reduce inflow and infiltration. The Treatment
Facilities may adjust the O&M rates periodically to account for collection system improvements
made by one or more Parties that reduce infiltration and inflow.
9. The governance of the two Treatment Facilities will not change on the effective date of this
Agreement. The Parties will continue to utilize the committee created pursuant to the 2003
Agreement to help coordinate and synchronize operations between the two Treatment Facilities,
help plan for system improvements that benefit the Parties, and assist the Parties in the efficient
provision of wastewater treatment services.
10. The Parties will maintain common pretreatment standards throughout the two Treatment
Facilities' Service Areas. Any changes to the standards can be made only upon consent of all the
owners of the Treatment Facilities.Any municipality that physically discharges into the IAWWTF
and is not an IAWWTF permit holder shall enter into a multijurisdictional agreement with the
IAWWTF permit holders to assign responsibility for pretreatment program implementation and
enforcement in that municipality.
11. This Agreement shall continue in force until May 15, 2036.
12. If a Parry wishes to terminate its participation in the Agreement, it must give at least five
(5) years written notice to the other Parties, and such notice shall contain the reason for such
termination.
13. This Agreement constitutes the entire Agreement of the Parties. It may be amended only
by the written consent of all of the Parties, with each Parry executing and acknowledging the
document containing the amendment through its duly authorized representative.
14. This Agreement shall be governed by the laws of the State of New York.
5
IN WITNESS THEREOF, the Parties have caused this Agreement to be executed by their
duly authorized officers and sealed with their corporate seals on the day(s)and year set forth below.
Robert Cantelmo, Mayor, City of Ithaca Date
Rod Howe, Supervisor, Town of Ithaca Date
Jason Leifer, Supervisor, Town of Dryden Date
Linda Woodard, Mayor, Village of Cayuga Heights Date
Ronny Hardaway, Mayor, Village of Lansing Date
Ruth Groff, Supervisor, Town of Lansing Date
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7
Item 6
MEETING OF THE ITHACA TOWN BOARD
May 11, 2026
TB Resolution 2026 - : Consent Agenda
Resolved that the Town Board approves, accepts, or acknowledges the following Consent
Agenda action:
a) Approval of Town Board Minutes
b) Approval of the Town of Ithaca Abstract
c) Approval of the Bolton Point Abstract
d) Approval of NYSLRS Work Day resolution
e) Approval of revised Personnel Manual Policies
f) Approval of the designation and sale of surplus equipment—Low Boy trailer
g) Proclamation designating May as Historic Preservation Month
h) Approval of setting a public hearing regarding a local law revising Town of Ithaca Code,
Chapter 135
Moved: Seconded:
Vote: ayes—
TB Resolution 2026- a: Approval of Town Board minutes
Resolved that the Town Board approves the draft minutes of the meeting on April 27, 2026, as
final with any non-substantive changes made.
TB Resolution 2026 - b: Town of Ithaca Abstracts Nos. 9 of FY-2026
Resolved that the Town Board authorizes the payment of the following audited vouchers in total for
the amounts indicated:
VOUCHER NOS. 2026 398 - 456
General Fund Town Wide 206,650.56
General Fund Part-Town 22,478.83
Highway Fund Town Wide DA 1,588.76
Highway Fund Part Town DB 31,717.61
Water Fund 9,002.59
Sewer Fund 1,041,019.20
Capital Projects 16,876.74
Fire Protection Fund 66,652.50
Trust and Agency .36
TOTAL 1,395,987.15
TB Resolution 2026 - c: Approval of Bolton Point Abstract
1
Item 6
Resolved that the governing Town Board approves and authorizes payments of the following
audited vouchers in the amounts listed:
TB Resolution 2026 - d: Approval of the Standard Work Day and Reporting Resolution
for Elected and Appointed Officials
Resolved that the Town of Ithaca hereby established the following standard work days for these
titles an will report the officials to the New York State and Local Retirement based on their
record of activities (posted NYSLRS Form filed and available from Human Resources)
TB Resolution 2026 - e: Adoption of Revised Personnel Policies
Whereas, the Employee Relations Committee and Personnel & Organization Committee have
reviewed the revised personnel policies and recommend their approval, now, therefore, be it
Resolved, that the Town Board approves the revised personnel policies listed below, effective
immediately, to replace the current policies in the Personnel Manual.
Revised Policies:
Weather Related Time-Off Procedures-PWF- clarifying that hours given are to be paid out and
can't be banked or exchanged for compensatory time and that salaried staff get the day as
straight time not at a time and one half calculation.
Workplace Violence Prevention Policy- clarifying that certain positions are required to carry a
weapon on Town property.
TB Resolution 2026— f: Designation and Sale of Surplus Items
Whereas a Low Boy Trailer has become surplus/no longer needed by the Town and a properly
posted and published Solicitation for Bids on the trailer was held, with no bids received, and
Whereas the Town of Caroline Highway Department's Highway Superintendent has offered
$35,000 for the Trailer,payable when the Town of Ithaca receives its new Low Boy Trailer, and
Whereas the Town of Ithaca's Highway Superintendent and Staff have discussed the offer and
determined that it is acceptable, given it is the same price offered by Tracy's Road Equipment on
a trade in,now therefore be it;
Resolved, that the Town Board declares said Trailer to be surplus and no longer needed by the
Town and authorizes its sale to the Town of Caroline Highway Department as described above.
TB Resolution 2026 - g: Proclaiming May as Historic Preservation Month
Whereas, the Town of Ithaca is proud of its rich history and heritage as reflected in its historic
architecture and landscapes, including Town Hall; and
2
Item 6
Whereas, 2026 marks the 60th anniversary of the passage of the National Historic Preservation
Act of 1966, establishing a national preservation program and a system of procedural protections,
which encourage both the identification and protection of historic resources at the federal level
and indirectly at the state and local level; and
Whereas, on May 5, 1973, President Richard Nixon signed a Joint Congressional Resolution
(Public Law 93-30) "designating the calendar week beginning May 6, 1973, as "National Historic
Preservation Week"; and urging Federal, State, and local government agencies, as well as citizens
and private organizations, especially the preservation organizations, historical societies, and
related groups, to observe that week with educational efforts, ceremonies, and other
appropriate activities which
(a) are designed to call public attention to the urgent need to have our historic landmarks
for the enjoyment and edification of the citizens of this Nation, present and future; and
(b)will demonstrate lasting respect for this unique heritage"; and
Whereas, in 2005 the National Trust for Historic Preservation (NTHP) designated the month of
May as Preservation Month, for communities across the country to recognize the importance of
their historic places, promote heritage tourism, and showcase the social and economic benefits of
historic preservation; and
Whereas, The Town of Ithaca's 2014 Comprehensive Plan stated goal HR-1 is to preserve,
enhance, and promote the Town's historical resources; and
Whereas, this month serves to promote the social, cultural, and educational value of the Town's
historic resources and to inspire current and future generations to care for and protect these
irreplaceable assets; now, therefore be it
Resolved that each year, the month of May is hereby designated as Historic Preservation Month
in the Town of Ithaca in conjunction with the celebration of National Preservation Month.
TB Resolution 2026 - h: Setting a public hearing regarding a proposed local law revising
Chapter 135 of the Town of Ithaca Code
Resolved that the Town Board sets a public hearing to be held on June 8, 2026, at their meeting
which begins at 5:30 p.m. at Town Hall, 215 N Tioga St. to hear all interested persons regarding a
proposed local law revising the Distributed Energy Resource(s) and Eligible Investors Definitions
intown of Ithaca Code, Chapter 135, Community choice Aggregation (Energy) Program and
Distributed Energy Resources Program
3
Office of the New York State Comptroller Received Date Standard Work Day and
ANYSLRS Reporting Resolution for
New York State and Local Retirement System Elected and Appointed Officials
110 State Street,Albany,New York 12244-0001
Please type or print clearly
in blue or black ink
Employer Location Code RS 2417-A
3
❑N
❑❑ SEE INSTRUCTIONS FOR COMPLETING FORM ON REVERSE SIDE 2 2 L2] (Rev.11/19)
BE IT RESOLVED,that the Town of Ithaca / 30222 hereby established the following standard work days for these titles and will
(Name of Employer) (Location Code)
report the officials to the New York State and Local Retirement based on their record of activities:
Social Current Term Record of
Name Security NYSLRS ID Title Begin&End Standard Work Activities Not Pay Tier 1
Number Dates Day Result Submitted Frequency
Elected Officials:
David McCune xxxx RXXXXXX Town Councilperson o1/01/2026-12/31/2028 6 4.20 ❑ biweekly ❑
Diana Sinton XXXX RXXXXXX Town Councilperson 01/01/2026-12/31/2028 6 4.20 ❑ biweekly ❑
Eric Levine XXXX RXXXXXX Deputy Town Supervisor 01/01/26-12/31/26 6 ❑ biweekly ❑
Appointed Officials:
❑ ❑
❑ ❑
❑ ❑
Paulette Rosa secretary/clerk of the governing board of the Town of Ithaca of the State of New York,
(Name of Secretary or Clerk) (Circle one) (Name of Employer)
do hereby certify that I have compared the foregoing with the original resolution passed by such board at a legally convened meeting held on the 11 day of May 2026
on file as part of the minutes of such meeting,and that same is a true copy thereof and the whole of such original.
IN WITNESS WHEREOF, I have hereunto set my hand and the seal of the Town of Ithaca on this 12 day of May 2026
(Name of Employer)
(Signature of Secretary or Clerk)
Affidavit of Posting: I, Paulette Rosa being duly sworn,deposes and says that the posting of the Resolution began on
May 12 2 02 6 (Name of Secretary or Clerk)
and continued for at least 30 days. That the Resolution was available to the public on the:
(Date)
❑� Employer's website at: www.town.lthaca.ny.us
❑■ Official sign board at: Town Hall, 215 N. Tioga Street, Ithaca (seal)
10 Main entrance Secretary or Clerk's office at: Town Hall Page 1 of 1 (for additional rows, attach a IRS 2417-B form.)
Instructions for completing the Standard Work Day and Reporting Resolution
A B C D E F G H I J
Name Social NYSLRS ID Title Current Standard Record of Not Pay Tier 1
Security Term Begin Work Day Activities Submitted Frequency
Number & End Date Result
Elected Officials
John 0000 R11111111 Highway 1/1/2018- 8.00 32.79 Weekly
Smith Superintendent 12/31/2019
Michell 1111 R11111111 Town Justice 1/1/2018- 6.25 X Bi-Weekly X
eJones 12/31/2018
Appointed Officials
Joseph 2222 R22222222 Planning Board 1/1/2018- 7.00 17.54 Monthly
Grey Member 12/31/2018
A. Name: The official's complete first and last name must be included for identification purposes.
B. Social Security Number: The last four digits of the official's Social Security Number must be included for identification purposes.
For security purposes,the last four digits of the Social Security Number can be omitted from the publicly posted version.
C. NYSLRS ID: The official's NYSLRS ID must be included for identification purposes. For security purposes, the NYSLRS ID can be
omitted from the publicly posted version.
D. Title:All paid elected and appointed officials(who are active members of the Retirement System)and are not paid hourly and do not
participate in a employer's time keeping system that consists of a daily record of actual time worked and time charged to accruals
must be listed. For the purpose of the regulation, an "appointed official" is someone who is appointed by an elected official, an
appointed official or governing board. They hold an office in an organization or government and participate in the exercise of
authority.This also includes appointees of elected and appointed officials such as deputies,assistants or confidential secretaries.
E. Current Term Begin & End Dates: All officials listed on the Resolution must have a specified Term End date. Leaving this column
blank or listing 'Tenure/At Pleasure' is not acceptable. If the official does not have a designated term, the current term for the official
who appointed them to the position should be used. If they are appointed by the governing board, the chairman of the board's term
should be used.
F. Standard Work Day: The minimum number of hours that can be established for a standard work day (SWD) is six, while the
maximum is eight. A SWD is the denominator to be used for the days worked calculation; it is not necessarily always the number of
hours a person works. For example, if a board member only attends one three-hour boarding meeting per month, you must still
establish a SWD between six and eight hours as the denominator for their record of activities(ROA)calculation.
G. Record of Activities Result":This column must be left blank if an official does not submit their required sample three-month ROA.
To determine the average number of days worked per month, you must divide the total number of hours documented on the three-
month ROA by three months to get a one-month average number of hours worked. Then, the one-month average number of hours
worked must be divided by the SWD to get the average number of days worked per month.
H. Not Submitted: This column must be checked if an official has not submitted the required sample three-month ROA within the 150
day requirement, regardless of whether they are being reported by another employer for the same period. If the Retirement System
receives such a Resolution, it will contact the official to notify them of the consequences of not submitted the ROA.
I. Pay Frequency: This column should be filled in with one of the following options: Annually, Bimonthly, Biweekly, Monthly, Quarterly,
Semi-annually or Weekly.
J. Tier 1: If the official is a Tier 1 member,this box should be checked. Tier 1 members are not required to keep a ROA.
Once passed, the Resolution must be posted on your public website for a minimum of 30 days or if a website isn't available to the public,
on the official sign-board or at the main entrance to the clerk's office. A certified copy of the Resolution and Affidavit of Posting must be
filed with the Office of State Comptroller within 45 days of the adoption. The Resolution and Affidavit can be submitted via the Submit
Resolution for Official link in Retirement Online.
*To determine the number of days worked to include on the monthly report for the various payroll frequencies, please refer to the
Calculating Days Worked instructions available in the'Reporting Elected&Appointed Officials'section of our website:
http://www.osc.state.ny.us/retire/emplovers/elected appointed officials/index.php
20) WEATHER RELATED TIME-OFF PROCEDURES -clean draft version for P&O 3/23/26
&TB 5/10/26
A. EMERGENCY CLOSING PROCEDURES
The Town Supervisor (Town), General Manager (Commission) and Executive Director
(Consortium) make the final decision for closing offices and facilities during inclement
weather or other unusual incidents. This decision will be based on information provided by
the Director of Public Works/ Highway Superintendent, Sheriffs Department, Tompkins
County and other sources.
1.) If the Town Supervisor closes any Town facility, then they will notify the Human
Resources Manager and the media. If the General Manager closes that facility, then
they will notify the media and the Human Resources Manager. If the Executive
Director closes the office, then they will notify the Human Resources Manager.
2.) The Human Resources Manager (Town), the General Manager (Commission), the
Executive Director (Consortium) (or their designee) will notify employees as soon as
possible that the office/facility is closed. If staff is not notified that the facility is closed
then the facility is considered opened and they should report to work at their regular
time (see below, road closures.)
B. OFFICES OFFICIALLY CLOSED
The Town Supervisor (Town)/ General Manager (Commission)/ Executive Director
(Consortium) may officially close the public offices due to weather or other issues.
Town Hall: Non-Essential staff not required to work will be dismissed from their duties and
paid in full, using "Other" time for the length of time the offices were officially closed to the
public up to their normal workday, e.g.: 7.5 or 8.0 hours. If any work is performed at the
office or remotely when the office is officially closed, that time shall be recorded on the
employee's timesheet as hours worked in addition to the "Other" time hours.
Public Works Facility: Due to specific job duties and responsibilities, some employees
might be essential and be required to come into work or remain at work during weather
events. All essential Public Works Facility employees are required to remain at work or
report to work, unless specifically notified otherwise by their Department Head.
Employees already off using paid time off leave and not required to come to work will use
"Other" time.
Essential Public Works Facility employees required to work when Town Hall offices are
officially closed will receive overtime at time and one half for the total number of hours Town
Hall is closed in addition to any other overtime they would earn that day. For example: if
Town Hall offices closes at noon, Public Works Facility essential staff would be paid at time
and one half for those 4 hours and any hours worked before or after their regular hours.
Full day closures would be eight (8) hours of overtime pay. Employees scheduled to work
any shift during the day of closure will receive the extra overtime hours. At no point shall
any essential non-exempt employee be able to bank this time under the Banked
Overtime policy or have it calculated under the Compensatory Time policy.
In accordance with the Additional Time Policy for Exempt(Salary Level) Employees
Department Heads are not eligible for overtime compensation at the time and one-
half rate. Therefore, regarding this policy, they will receive additional time at an
hour for hour basis. For full day closures they will receive eight (8) hours of
Additional Time.
Commission: If the Commission, closes certain departments, then only notified essential
personnel are required to remain at work or to report to work. Essential Commission
employees required to work when some departments are officially closed will receive, over
and above their regular pay"Other Time-snow"to use at a later date equal to the number of
hours the departments were closed. For example: if Administration department is closed at
noon, other essential Commission staff working would receive four(4) hours of"Other Time-
snow". Full day closures would be eight (8) hours of"Other Time-snow". Employees already
off using paid time off leave will use "Other" time for the number of hours of the closure, up
to their regular scheduled hours. Employees scheduled to work any shift during the day of
closure will also receive the "Other" time. Employees working a different schedule and
therefore, not scheduled to work the day of the closure, will not receive "Other" time. For
example, an employee that works Monday through Thursday would not receive "Other"time
if the closure was on a Friday. Use of"Other" time shall be requested off (preferably within
30 days of the closure) using the same procedure as requesting Vacation time. The "Other"
time must be taken all at one time and not spread out over multiple days.
• Official Road Closures:
If the roads are officially closed by the County Sheriff, then only essential positions are
required to report to work during road closures. Essential staff members should be sure
to have their employer ID cards when commuting on closed roads. All non-essential
positions will not be required to report until the roads have re-opened. Non-essential
positions will use "Other" time for the time that the roads are closed. Once the roads are
opened employees should report to work within 60 minutes. For time beyond the 60
minutes the employee may use paid time off leave. Time should not exceed a regular
work shift. Employees should contact their department manager if they are not going to
come in and are requesting to use paid time off leave, or the remote work option or are
going to be later than the 60 minutes. Refer below for listing of positions that are
considered as Essential and Non-Essential for each location.
* This policy includes counties other than Tompkins, which staff may live in or drive
through to arrive at the facility.
* During some emergency situations non-essential staff may be notified to report to work
to aid in coverage by providing relief time of essential staff or due to their particular skills,
e.g.: Code Enforcement, Engineering, IT, administrative positions.
C. OPEN DURING INCLEMENT WEATHER-WEATHER ADVISORY:
The safety of employees is of great importance. Therefore, during inclement weather when
offices remain open, and the employee does not feel they should attempt driving to work
or want to leave early then they should contact their department manager. The employee
shall notify them that they will be using paid time off leave and will not be in due to the
weather; will be coming in late/leaving early (specifying an approximate time), or
requesting to work remotely. No payment will be made for this time off unless paid time off
leave is used.
Essential and Non-Essential Position Listing
Commission:
Essential Staff: General Manager, Production Manager, Distribution Manager, Water
Treatment Plant Operators, Sr. Electrical & Mechanical Technicians, Electrical &
Mechanical Technicians, Distribution Operators, Sr. Water Maintenance Specialist, and
Assistant Production and Distribution Managers
Non-Essential: Finance Manager, GIS/IT Specialist, Water Maintenance Specialist,
Assistant Finance Manager Drn^- t I AGGo CTler�;s , Sr.AcG^tCk Ty Clerk
AGGe t Clerk Typist ndr, ni.s r.,+„��istant M and any etheraccount clerk and/ or
administrative positions created.
Public Works Facility:
Essential Staff: Highway Superintendent/ Director of Public Works, Deputy Highway
Superintendent, Water/Sewer Maintenance Supervisor, Parks Maintenance Manager,
Working Supervisor, Sr. Heavy Equipment Mechanic, Heavy Equipment Mechanic,
Heavy Equipment Operator, Motor Equipment Operator, Laborer, Maintenance
Supervisor, Maintenance Worker, Administrative Assistant IV.
Non-Essential: Director of Engineering, Sr. Civil Engineer, Civil Engineer, Sr. Engineering
Technician, Engineering Technician I, GIS Analyst, Administrative Ase;eta and any
other administrative titles or positions created.
Town Hall:
Essential Staff: none
Non-Essential: Town Clerk, Deputy Town Clerk, Court Clerk, Director of Code
Enforcement, Sr. Code Enforcement Officer, Electrical/ Code Enforcement Officer, Code
Safety Inspector, Director of Planning, Sr. Planner, Sustainability Planner, Planner,
Human Resources Manager, Human Resources & Finance Specialist, Finance Officer,
Deputy Finance Officer, Bookkeeper to the Supervisor, Network Manager, Network
Specialist, all Administrative Assistant and Account Clerk titles or positions created.
Consortium:
Non-Essential: All Consortium employees
Revised for ERC&TB 5.11.26
WORKPLACE VIOLENCE PREVENTION POLICY
Town of Ithaca/SCLIWC/GTCMHIC Revised: February 2017
Background:
On June 7, 2006, New York State enacted legislation creating a new Section 27-b
of State Labor Law that requires public employers to perform a workplace
evaluation or risk evaluation at each worksite and to develop and implement
programs to prevent and minimize workplace violence caused by assaults and
homicides. The Law is designed to ensure that the risk of workplace assaults and
homicides are regularly evaluated by public employers and that workplace
violence protection programs are implemented to prevent and minimize the hazard
to public employees.
VIOLENCE IN THE WORKPLACE POLICY
Description
This section assists employees in the description of what is considered violence in the
workplace and that the Town/Commission/Consortium {employer} will not tolerate
any type of workplace violence committed by or against the employees. Employees
are prohibited from making threats or engaging in violent activities.
Workplace violence is defined as harassment, verbal threats, aggressive or
threatening behavior, physical assault, or abuse that takes place against people at
work.
Examples of workplace violence include, but not limited to:
1. Disruptive behavior is defined as the intent to disturb, interfere with or prevent
normal work activities (such as yelling, using profanity, verbally abusing
others, or waving arms and fists that may cause reasonable fear of injury or
emotional distress, intimidation whether direct or implied).
2. Intentional behavior is defined as physical contact for the purpose of causing
harm (such as slapping, stabbing, punching, striking, shoving, or other physical
attack).
3. Menacing or threatening behavior (such as throwing objects, pounding on a
desk or door, damaging property, stalking, or otherwise acting aggressively; or
making oral or written statements specifically intended to frighten, coerce, or
threaten) where a reasonable person would interpret such behavior as
constituting evidence of intent to cause harm to individuals or property.
4. Possession of a weapon on any employer property. During shift hours those
positions required to possess a weapon-would be exempt.
Prohibited behavior may include but is not limited to:
1. Injuring another person physically.
2. Engaging in behavior that creates a reasonable fear of injury to another person.
3. Engaging in behavior that subjects another person to extreme emotional
distress.
4. Bullying, peer abuse, sexual harassment or harassment of any form.
5. Possessing, brandishing, or using a weapon while on government property or
engaging in government business.
6. Intentionally damaging property.
7. Threatening to injure an individual or to damage property.
8. Committing injurious acts motivated by, or related to, domestic violence or
sexual harassment.
9. Retaliating against any employee who reports a violation of this policy.
The Town /Commission/Consortium is committed to providing a safe workplace
and a no tolerance policy to address violence, threats of violence, harassment,
intimidation and other disruptive behaviors in the workplace. Violations of this
policy will not be tolerated and discipline, up to and including termination, may be
used to enforce this policy.
Reporting Procedures:
1. An employee who feels they have been subjected to violence in the workplace
shall report such act using an incident report to their Department Head or Human
Resources Manager.
2. Human Resources Manager and Department Head will investigate all such
complaints thoroughly and promptly. The complaints and the terms of their
resolution will remain confidential, to the fullest extent practical. If an
investigation confirms that workplace violence has occurred, corrective action
will be taken, including disciplinary action up to and including termination of
employment, if appropriate. Non-employees engaged in violent acts will be
reported to the authorities.
3. An employee who obtains an Order of Protection/Restraining order that lists
Town Commissio the employer's locations as protected areas are highly
encouraged to provide a copy of the order to Human Resources. Refer to the
Domestic Violence in the Workplace policy.
4. The Human Resources Manager is responsible for insuring that the Town an
Commissio employ maintains a complete file of incident reports and related
documentation that may include one or more voluntary statements that may
accompany an Incident Report.
5. The law prohibits an employer from retaliating against an employee who has:
• Made a report under this section
• Requested an inspection by Department of Labor officials
• Accompanied Department of Labor officials during the inspection
NOTIFICATION:
If you have been injured due to an act of violence in the workplace, an
Incident Report must be completed. See attached Incident Report form.
A. Employee Role: It is extremely important, and every employee's responsibility,
to see that Incident Reports are submitted to their Department Head.
B. Management Role: The Department Head is responsible for reporting all
incidents of violence and/or threatened violence to the Human Resources
Manager.
Affected employees will be notified of the actions T,.wrX,,mm issi ,,,the employer
has taken in response to the incident and what actions are possible regarding the
individuals in question.
Procedures:
A. Threats or Threatening Behaviors:
If there is a threat or threatening situation that arises in the workplace, any
employee that is aware of the situation must follow facility procedures. This
may include a formalized procedure or utilizing a panic alarm button available
in some locations or by directly dialing 911.
If an individual makes a threat in writing, by mail, e-mail, or on voice mail, DO
NOT ERASE THE E-MAIL OR VOICE MAIL MESSAGE, follow the
procedures described in this section under "Reporting".
B. Domestic Violence and Orders of Protection:
An employee who is involved in an incident of domestic violence either on
T&wft-the employer's property or while on personal time is strongly encouraged
to advise their supervisor of the incident regardless if law enforcement is
involved. Employees cannot be compelled to provide such information to their
employer_, hHowever employees need to be made aware that communicating
such information to their supervisor is in their best interests and the interests of
their fellow employees. This allows the employer toorder--to provide the
best possible safety and security for that employee and their co-workers while
at the workplace. For further information refer to the Domestic Violence and
the Workplace policy.
C. Dangerous/Emergency Situations:
Employees who are confronted by an armed or dangerous person should not
attempt to challenge or disarm the individual. DO NOT put yourself in more
danger by being aggressive.
Recommended tips:
1. Employees should remain calm, and talk to the individual, as appropriate, to
calm the situation.
2. Cooperate and follow the instructions given.
3. If possible, safely notify your supervisor or another employee of the situation.
Utilize panic button, if available.
4. If possible, safely evacuate the area.
D. Bomb Threats
If any employee receives a bomb threat in person, or while talking with
someone on the phone, the employee shall follow the procedures on the NY
State Police bomb threat checklist provided to them.
E. Potentially violent or violent person(s) in field
If an employee meets, either in the office or in the field, with an individual
known to have been violent or who the employee believes may be threatening
or violent, the employee should:
1. Notify his/her supervisor of the need to meet with such an individual and of
the possible threatening situation before the meeting takes place.
2. The employee should request assistance from their supervisor if the meeting
or visit will take place on or off employer premises.
3. Management should make every attempt to provide that an additional person
be present for the meeting; employees should be discouraged from meeting
with such person alone.
4. The Department Head must notify Human Resources if they have asked for
a Law Enforcement escort to a meeting or visit for safety reasons.
5. If an employee is performing working while off-site
and a situation arises that poses a threat to his/her-their safety, the
employee should call 911. Employees should use their own discretion as to
when they feel the need to call 911. It is not required nor suggested that they
contact their supervisor first. They are the best judge of their own safety
level.
Management Responsibility:
A. Employer will ensure that all employees are made aware of their role in
safeguarding employees, customers, and visitors. This will be done by
reviewing the security policy and procedures at new employee orientation,
through the distribution and availability of the policy and procedures in
paper and electronic formats, through review of the policy and procedures,
annual training, and through employee inquiry.
B. The Department Heads, the Human Resources Manager, and Safety
Committee will review Incident Reports to evaluate trends or necessary
actions to improve safety.
C. Any staff person who feels their safety is threatened because of work
related issues could request to have that work reassigned because of such
risk. Such requests must be made in writing to the employee's Department
Head. The Department Head will meet with the employee, if necessary, to
discuss the reasons for the request and explore options. Unless otherwise
notified by the Department Head, an employee will have a response within
five business days.
D. Items of concern regarding safety and security will be brought to the Human
Resources Manager who will review aggregate information regarding threats
and incidents and will make recommendations regarding needed changes in
facility policies and procedures.
E. The Human Resources Manager will coordinate training iron personal
safety for all employees on a periodic basis.
F. Any person who makes threats, exhibits threatening behavior, or engages in
violent acts on employer property should be removed from the premises as
quickly as safety permits. Employer reserves the right to direct the person to
remain off the premises pending the outcome of an investigation.
Employer's response to incidents of violence may include suspension and/or
termination of any business relationship, reassignment of job duties,
suspension or termination of employment, and criminal prosecution as
appropriate.
RISK EVALUATION AND PREVENTION:
Town /r,,m,. fission% GenseA �The Employer will evaluate the risks in the
workplace including risks associated with:
• Working in public settings
• Working late night or early morning hours
• Working alone or in small numbers
• Uncontrolled access to the workplace
• Areas of previous security problems
• Working with cash
Annual Training:
A. Employer will make this written program available to employees at orientation
and union representatives upon request.
B. Training will be held at the time an employee is initially hired and every year
thereafter. The training will include the following items:
1. The requirements of the law
2. The risk factors in their workplace
3. The location and availability of the written plan
4. Measures employees can take to protect themselves from workplace risks
and what the written violence prevention program specifies in that
regard.
See attached NYS Department of Labor suggestions for responding to violence and
/or threats.
DUTY TO WARN:
In furtherance of this policy, employees have a "duty to warn" their supervisors, or
human resources of any suspicious workplace activity, situation or incidents that
they observe or that they are aware of, involving other employees, former
employees, contractors, customers or visitors that appear problematic. This
includes, for example, threats or acts of violence, aggressive behavior, offensive
acts, threatening or offensive comments or remarks and the like.
The Tewp%s ien/ GefiseftiufngnTloyer will not condone any form of
retaliation against any employee for making a report under this policy.
WORKPLACE VIOLENCE INCIDENT REPORT
To be completed by the individual investigating the incident. Return completed form within 2 days following
incident to Human Resources. Attach witness statements to this form.
Report submitted by: Date:
General Description: Telephone:
Date of Incident: Time:
Address/Location of Incident:
Individuals involved in the incident (use additional sheet(s) if necessary)
Name: Name:
❑Victim or❑Assailant ❑ Victim or❑ Assailant
Title: Title:
Division: Division:
Phone: Phone:
Immediate Supervisor: Immediate Supervisor:
Assailant Relationship to Employee
❑ Co-worker ❑ Former Employee
❑ Other(specify)
Possible Reason for Incident: (If known, check all that apply)
❑ Conflict with co-worker(s)/former co-worker ❑ Receiving corrective action
❑ Conflict with management ❑ Other(specify)
Nature of Incident
❑ Stalking
❑ Engaging in actions intended to frighten,coerce,or induce duress
❑ Destruction of Property
❑ Physical Assault-Hitting,fighting,pushing,or shoving
❑ Armed Assault-Use of object as weapon(specify)
❑ Armed Assault-Use of weapon such as gun,knife,etc. (specify)
❑ Verbal Harassment
❑ Sexual Harassment
❑ Other(specify)
How was the incident communicated? (Check one or more)
❑ Communicated directly to victim ❑ Verbal ❑ Mail ❑ Note ❑ Email
❑ Communicated to another person ❑ Verbal ❑ Mail ❑ Note ❑ Email
❑ Other(specify)
Victim Injury (Check all that apply)
❑ Physical injury ❑ None
❑ Physical Injury-Medical care required
Initial Response or Follow up Activity: (Check all that apply)
❑ Situation defused ❑ Employee Assistance Program referral
❑ Law Enforcement notified ❑ Other(specify)
If Yes,Name of Agency and Report Number:
Describe Incident in Detail
Include what happened, where, who was involved, what you heard,saw, etc.
List Names of Other Witnesses
Signature Date
Person Receiving Witness Statement Date
Routing
Yes No Name Signature Date
❑ ❑ Department Manager
❑ ❑ Human Resources
Upon completion of investigation,attach a findings/follow-up document to this form.
NYS Department of Labor
Suggestions for responding to violence and/or threats:
How can you help prevent violence?
Anger and potential violence are often initiated by frustrated people who feel they
are being treated unfairly or disrespectfully. An atmosphere of sincere caring and
courtesy in the workplace can help to eliminate the cause of much violence. Be
sensitive to the needs and feelings of others. Offer help and support— and seek the
same if you need it.
Seven steps to keeping someone cool:
1. Show respect and courtesy, no matter the person's attitude.
2. Stay calm. Avoid arguing.
3. Listen patiently; don't interrupt.
4. Acknowledge the person's feeling: "I see that you're angry."
5. Ask for details in order to take emotions out of the conversation.
6. If you can, involve the person in finding a solution. Ask, "What do you
think would be fair?"
7. Be positive: "Let's see what we can do."
If anger grows:
• Excuse yourself for the restroom or use other delaying tactics that give the
person time to calm down.
• Establish ground rules if behavior becomes unreasonable: "I'll have to leave
if you continue cursing."
• Move to a spot where your exit is not blocked.
• If you feel threatened, ask the person to leave, or leave yourself.
• Advise nearby co-workers and follow Co vt�- mg lover policies.
Five "Don'ts" when dealing with an angry person:
1. Don't challenge, threaten or dare a person who is angry, or potentially
violent.
2. Don't criticize or show impatience.
3. Don't attempt to bargain with a person who is threatening.
4. Don't make physical contact. Stay at least 3 feet away.
5. Don't try any "heroics" that could result in injuries to you or others.
When strangers are an issue:
Strangers commit many threats and/or violent acts in the workplace. It's vital to be
aware of individuals at work who are not recognized co-workers, customers or
vendors. Greet strangers with a friendly, "May I help you?" to determine why they
are on the premises. Promptly report strangers who make you feel uncomfortable
to supervisors.
When co-workers are a concern:
• Pay attention to behavior - Some behaviors indicate a co-worker may be
troubled, which raises the risk for violent behavior. These behaviors
include: poor personal hygiene; increased absence; decline in job
performance; social isolation; angry outbursts, threatening statements
or intimidating behavior; fascination with weapons; history of violence
or intimidation; alcohol or drug abuse.
• Take note of attitudes — Certain attitudes also point to an increased risk for
violence. Among these are: constant complaining about unfair treatment;
blaming others for mistakes and problems; inability to accept criticism;
holding grudges; resistance to following rules or directions; defensiveness;
depression; lack of concern for the safety and well-being of others.
• Know when to take action — No one can predict if, or when someone may
become violent. But worrisome behaviors and attitudes are warning signs
that someone may be under high stress and potentially violent. Pay
particular attention if a co-worker has a sudden change in behavior, is
disruptive, or shows many warning signs — not just a few. If so, inform
supervisors of your concerns.
Keeping the peace with co-workers:
Conflict at work is to be expected, but it must be handled effectively if it is to be
resolved, or kept from growing into potential violence. If you have a disagreement
with a co-worker, make time to talk together about it. Use these strategies for
keeping the peace:
• Express your concerns as soon as they arise — don't let them grow into
anger.
• Discuss the issue privately. Always use a respectful tone.
• Avoid putdowns and blaming. Use "I" statements to explain how the
situation affects you and makes you feel.
• Stick with one point at a time. Stay on the topic.
• Focus on solutions, not the details of negative incidents. Avoid falling into
an argument.
• Be willing to compromise.
Seek help if you need it:
If you and a co-worker are unable to resolve a conflict through a respectful
discussion, ask for help from your supervisor, our employee assistance program or
the Human Resources Department.
In summary:
• Read and/or review this procedure from time to time.
• Follow your training if confronted with a potentially violent workplace
incident.
• In an emergency, or if you feel threatened call 911.
• Report every workplace violence incident to Human Resources for follow-
up.
• After the incident, consider using critical incident stress de-briefing sessions
and post-trauma counseling services that are available to all employees as
part of the employee assistance program.
TOWN OF ITHACA/ SCLIWC/ GTCMHIC
WORKPLACE VIOLENCE PREVENTION PROGRAM PROCEDURES
Workplace Violence Prevention Policy Statement
Background
On June 7, 2006, New York State enacted legislation creating a new Section 27-b
of State Labor Law that requires public employers (other than schools covered
under the school safety plan requirements of the education law) to perform a
workplace evaluation or risk evaluation at each worksite and to develop and
implement programs to prevent and minimize workplace violence caused by
assaults and homicides. The Law is designed to ensure that the risk of workplace
assaults and homicides are regularly evaluated by public employers and that
workplace violence protection programs are implemented to prevent and minimize
the hazard to public employees.
The Town of Ithaca is the employer of record for all employees working for Town
of Ithaca (Town), Southern Cayuga Lake Intermunicipal Water Commission
(Commission) and Greater Tompkins County Municipal Health Insurance
Consortium (Consortium). The "employer" and "employee" references throughout
this document will indicate the Town, Commission and Consortium collectively as
employer and collectively as employees.
STANDARD PRACTICE INSTRUCTION
DATE OF CREATION: 2/2017
SUBJECT: Violence Prevention Program
GENERAL: This document details our policy for prevention and mitigation of fatal and
nonfatal violence in the workplace. This standard practice instruction is intended to
address the issues of workplace violence and provide uniform guidance for the welfare
of all the employees.
RISK FACTORS: Risk factors for workplace violence include dealing with the public,
the exchange of money, domestic disputes that spill over into the workplace, disgruntled
workers with a perception that they have been unfairly treated and many other similar
scenarios. The workplace violence prevention program will include a system for
documenting incidents, procedures to be taken in the event of incidents, and open
communication between this employer and our employees.
RESPONSIBILITY: Human Resources' is responsible for this program and has
responsibility to make necessary decisions to ensure success of the program. Human
Resources' will develop written detailed instructions covering each of the basic
elements in this program.
LOCAL EMERGENCY RESPONSE RESOURCES
RESOURCE NAME/REMARKS RESPONSE TIME PHONE
Human Resources Manager Judy Drake 607-220-4879
Safety Coordinator-Town Hall Judy Drake, Human Resources 607-220-4879
Safety Coordinator- PWF Joe Slater, Dir. Public Works 607-220-7025
Safety Coordinator-SCLIWC Greg Weatherby, Dist. Manager 607-592-4775
Safety Coordinator-TCMHIC Elin Dowd, Executive Director 626-893-2276
Ithaca City Police Department Call 9-1-1 in emergency 607-272-3245
Tompkins Co. Sheriff Department Call 9-1-1 in emergency 607-272-2444
Ambulance Service— Bang's Call 9-1-1 in emergency 607-273-1161
Ithaca Fire Department Call 9-1-1 in emergency 607-272-1234
Hospital —Cayuga Medical Center 607-274-4011
Poison Control Number 800-222-1222
Tompkins Co. Health Department 607-274-6600
Hazardous Waste Disposal 607-273-6632
Tompkins Co. Emergency Response 607-257-3888
Violence Prevention Program
1. Written Program
This standard practice instruction will be maintained in accordance with
applicable regulations and updated as required. Where no update is required, this
document will be reviewed annually. Effective implementation of this program requires
support from all levels of management within Town/Commission/Consortium. This
written program will be communicated to all personnel that are affected by it. It
encompasses the total workplace, regardless of number of workers employed or the
number of work shifts. It is designed to establish clear goals, and objectives. This will
be reviewed and evaluated when any of the following occurs:
• On an annual basis.
• When changes occur to governing regulatory sources that require revision.
• When changes occur to related company procedures that require a revision.
• When organizational operational changes occur that require a revision.
• When there is an incident, accident or close call that relates to this area of safety.
• Anytime the procedures fail.
2. NO Tolerance Policy
Town/Gernmossmen/Gensertiu rnEmployer has a NO tolerance policy for violence
in the work place. Our policy firmly states that the Town/Commission/Consortium
employer workplace will be free from the fear and danger presented by workplace
threats, firearms and other weapons.
3. Responding To the Threat of Workplace Violence
For a situation that poses an immediate threat of workplace violence, all legal,
human resource, employee assistance, community mental health, and law enforcement
resources will be used to develop a response.
3.1 Specific Threats: If a threat has been made that refers to a particular
individual, time or place, supervisors will immediately report the incident to the
human resources manager and facility safety coordinator. The following courses
of action as a minimum will be considered:
- Notification of local law enforcement.
- Ensure no one works alone in remote facility areas.
- Change or stagger departure times.
- Implement a buddy system.
- Change normal parking locations.
- Ensure lighting in parking areas.
- Other appropriate as determined necessary.
4. Domestic Violence and Orders of Protection:
An employee who is involved in an incident of domestic violence either on
employer property or while on personal time is strongly encouraged to advise
their immediate supervisor of the incident regardless if local law enforcement is
involved.
Employees cannot be compelled to provide such information to their
employer however employees need to be made aware that communicating such
information to their supervisor in the workplace is in both their best interests and
the interests of their fellow employees in order to provide the best possible safety
and security for that employee and their co-workers while at the workplace.
An employee who obtains an order of protection/ restraining order that
lists T^�,�„--roommiss+onemployer locations as protected areas are highly
encouraged to provide a copy of the order to his/her supervisor and Human
Resources. Included with the copy of the Order a picture of the person who is
the topic of the Order shall be provided if at all possible.
The employee or hertheir supervisor is responsible for notifying
Human Resources of incidents involving domestic violence or threats and
incidents as soon as possible, but no later than the end of the business day.
Human Resources must share appropriate information with other department
management when more than one department is or is likely to be affected by the
threat or incident.
4.1 Human Resources notification
- Provide copy of Order of Protection/Restraining order
-Provide a photo of the subject of the Order of Protection/restraining order
- Inform immediate supervisor
-Obtain permission from victim to inform immediate employees who may
be affected by the incident
- Inform reception staff
-Inform maintenance personnel and provide description of person involved
and any possible vehicle they may own/operate
-Advise employee to update Human Resources with any changes or
updates to the Order of protection/restraining order immediately.
5. Law-enforcement involvement— Appropriate response
When it is determined that Police intervention is necessary the following
procedures shall be followed:
5.1 Police notification:
- Report who you are and what your phone number is.
- Address of facility and location where officers are to meet representative.
- Report known information about the situation.
- Ask Police for recommendations.
- Stay on the line with police or keep a dedicated and private phone line
available for police to re-contact facility.
5.2 When the Police arrive, provide them with the following:
- A location to work from to conduct their investigation.
- A private phone line dedicated to the Police.
- Assign liaison to stay with, and advise Police.
- Provide a maintenance supervisor to Police in order to access all areas
of facility.
- Upon request, provide a detailed map of the facility.
- Upon request, provide detailed blueprints of facility utilities.
- Upon request, provide detailed location of doors, windows, type of locks.
- Allow Police full access to facility.
6. Hostage - Response Actions
Understand that hostage situations can end in any range of outcomes, from a
peaceful surrender to violent extremes. These situations are extremely volatile. While
no written quick response procedure can guarantee a favorable outcome to a hostage
situation, the following guidelines may defuse the situation or delay violence until Police
can arrive:
6.1 Make appropriate notifications, Call 9-1-1. If possible and safe, send a
runner to the Human Resource office and Department Head to report the situation. Try
to relay as much of the following information as possible:
- Number, identification (if known) and description of assailant(s).
- Exact location of assailant(s)-
- Type of weapon(s).
- Any injuries.
- Any demands the assailant has made.
- How many hostages and the location of hostages
- If there is a phone at that location and the phone number
- Any other background information on the assailant(s), re: past
problems with the assailant.
- Assailants demeanor.
- Possible motives.
- Known vendettas against Supervisors/Employers etc.
6.2 Isolate the incident to keep it from spreading.
6.3 Obey the assailant's commands. Don't argue, provoke, or fight, be aware of
your body language, assume a non-threatening posture.
6.4 Listen to the suspect. Listening may calm the assailant, listen to complaints
and/or demands — information gleaned may defuse the situation.
6.5 Show concern. Try to show genuine concern for the assailant's well-being.
Do not lie or conspire.
6.6 Control Employees. Keep the Employees calm, calmness is contagious.
Don't agitate the suspect.
6.7 Encourage release. Encourage assailant to release everyone.
6.8 Establish rapport. Use their first name. Encourage use of yours. Model your
behavior— if you are calm they will be calm.
6.9 If you cannot send a runner:
- Stay where you are.
- Try to call 9-1-1 or a manager.
(Provide them with the above information)
- Others will become aware of the situation as time passes.
- Be calm and patient and wait for help.
- Sympathize with and calm the assailant.
6.10 Violence Prevention Techniques:
- Be aware of employees who feel that they have been wronged.
- Open lines of communication.
- Document incidents of employee misconduct.
- Report and resolve (if possible) any conflicts you have with employees.
- Pay attention to the gossip among employees and investigate.
- Encourage employees to report threatening remarks or behaviors.
- Take any type of threat seriously, investigate until determined it is no
longer a viable threat. Report & document it the moment you hear of it.
- Involve others if you are not achieving the appropriate results.
7. Rape/Assault - Response Actions
Call 9-1-1 immediately and notify Human Resources ASAP. Provide details of
the incident. Send someone to direct emergency responders to the victim
7.1 Assign someone to meet and guide emergency responders to the victim.
7.2 Console, do not place blame on victim.
7.3 Try to determine severity and extent of injuries to the victim.
7.4 Use rubber gloves to handle victim, obtain first aid kits.
7.5 Treat only life threatening injuries.
7.6 Gently discourage the victim from washing until being seen by a doctor.
Washing may destroy evidence.
7.6 Move the victim (if possible) to a comfortable setting (private office).
7.7 Don't leave the victim alone, assign an assistant, and provide emotional
support.
7.8 Take notes of any information the victim is willing to offer.
7.9. Take notes of any witnesses in area
7.10 Obtain lists of employees present at time of incident and any visitors at the
facility at that time.
7.11 If possible, obtain photograph of scene. Do not move or clean the area of
the incident until advised to do so by law enforcement officials.
8. Burglary - Response Actions
Call 9-1-1 immediately (or detail other). Provide details of the incident. Send
someone to direct emergency responders to the scene.
8.1 Initial response actions:
- Alert Human Resources.
- Do not enter property, restrict access to the burglary location and await
arrival of Police.
- Write down details of the burglary for review by Police.
- Notify safety coordinator for facility.
- Consider lock down of facility and communicate with the supervisors.
8.2 Larceny of Tewn /Gemmissionemployer property - response actions:
- Allow Police full access.
- Obtain serial numbers and nomenclature of known stolen property.
- Provide Police with a list of all personnel with keys/access to the area.
- Provide Police with a list of possible suspects if available.
- Assist Police with any additional requests for information.
8.3 Larceny of Private property - response actions:
- Allow Police full access.
- Arrange a meeting between the Police and the victim.
- Obtain a list of known stolen property from the victim.
- Provide Police with a list of all personnel with keys/access to the area.
- Provide Police with a list of possible suspects if available.
- Assist Police with any additional requests for information.
9. Bomb Threat - Response Actions
Call 9-1-1 immediately. Provide details of the incident. Do not use 2 way radios
or cell phones. Evacuate the area. Ensure someone meets emergency responders.
Notify Human Resources ASAP.
9.1 Initial response actions:
-Keep the caller on the line as long as possible, utilize bomb threat check
list (Appendix A).
- Note the time of the call immediately.
- Alert someone else to call the Police on another line.
- Alert Human Resources.
- Evacuate employees to relocation points and begin roll call.
- Take notes, using as many exact words as possible.
- Write down description of background noise you may here.
- If you have "caller ID", note any phone numbers.
- Write down distinctive features of the caller's voice.
- Sympathize with the caller. Don't antagonize.
- Turn off all radios or other distracters.
- Try and find out where the suspected bomb may be.
- Lock down the facility and communicate with Supervisors.
9.4 Quick Response Actions - Supervisors. Understand that a Bomb Threat is a
real danger. Bombers can and do set off explosions for a myriad of reasons.
These situations are extremely volatile:
- Do not use two way radios or cell phones.
- Do not search for the bomb. Leave it to professionals however have
volunteers available, preferably maintenance personal and supervisors.
These people will be utilized by law-enforcement due to their familiarity
with the facility.
- Do not touch or move suspicious packages. Tell Employees to leave
all unknown boxes, packages, etc., alone, note anything unusual & relay
to Police ASAP.
- When so ordered, evacuate Employees away from threatened area.
- Control Employees. Keep the Employees calm.
9.5 When the Police arrive, provide them with the following:
- A location to setup their command post.
- Assign liaison to stay with, and advise Police.
- Provide a detailed map of the facility.
- Provide detailed blueprints of facility utilities.
- Provide detailed location of doors and windows, and type of locks.
- Allow Police full access to facility.
- Understand that the police assume command and control upon arrival.
10. ACTIVE SHOOTER - Response Actions
Call 9-1-1 immediately. Provide details of the incident.
10.1 Initial response actions, if safe and possible:
RUN
• Have an escape route and plan in mind
• Leave your belongings behind
• Evacuate regardless of whether others agree to follow
• Help others escape, if possible
• Do not attempt to move the wounded
• Prevent others from entering an area where the active shooter may
be
• Keep your hands visible
• Call 911 when you are safe
Hide/Shelter in Place.
• Hide in an area out of the shooter's view
• Lock door or block entry to your hiding place
• Silence your cell phone (including vibrate mode) and remain quiet
and calm
• Call 911 if you are sure it is safe to do so
• Report who you are and what your phone number is.
• Report number, identification (if known) and description of
assailant(s).
• Report exact location of shots fired or assailant(s).
• Report type of weapon(s) and number of shots fired.
• Report any known injuries.
• Report any background information on assailant(s).
• Escape if possible.
FIGHT
• Fight as a last resort and only when your life is in imminent
danger
• Attempt to incapacitate the shooter
• Act with as much physical aggression as possible
• Improvise weapons or throw items at the shooter
• Work as a team and coordinate your response
• Commit to your actions
o YOU MUST WIN
WHEN 911 ARRIVES
• Remain calm and follow instructions
• Keep your hands in view at all times —make no sudden movements
• Avoid pointing and yelling
• Know that help for the injured is on the way
The first officers to arrive on the scene will not stop to help the injured.
Expect rescue teams to follow initial officers. These rescue teams will treat and
remove the injured.
Once you have reached a safe location, you will likely be held in that area
by law enforcement until the situation is under control, and all witnesses have
been identified and questioned. Do not leave the area until law enforcement
authorities have instructed you to do so
10.2 When the Police arrive, provide them with the following:
- A location to setup their command post.
- Assign liaison to stay with, and advise Police.
- Provide a detailed map of the facility.
- Provide detailed blueprints of facility utilities.
- Provide detailed location of doors and windows, and type of locks.
- Allow Police full access to facility.
- Understand that the police assume command and control upon arrival.
11. Armed Assailant - Response Actions
Call 9-1-1 immediately (or detail other). Provide details of the incident. Notify
Human Resources ASAP.
11.1 Initial response actions, if safe and possible:
- Do Not contact the individual!! Wait for the Police.
- Do Not try and take the weapon!! Wait for the Police.
- Do Not attempt to restrain or talk to the assailant!! Wait for the Police.
- Stay on the phone with Police.
- Report who you are and what your phone number is.
- Provide an overview of the situation.
- Provide description of individual.
- Report exact location of individual.
- Report type of weapon(s).
- Report any background information on individual.
- Isolate the incident from spreading
- Evacuate employees from area.
11.2 When the Police arrive, provide them with the following:
- A location to setup their command post with dedicated private phone
line.
- Assign liaison to stay with, and advise Police.
- Upon Request, provide a detailed map of the facility.
- Upon Request, provide detailed blueprints of facility utilities.
- Upon Request, provide location of doors, windows, and types of locks.
- Allow Police full access to facility.
- Understand that the police assume command and control upon arrival.
- Assign 1 person as media spokesperson to work in cooperation with
Police. No one else is to speak with media except designee and with
permission of Police.
11.3 Allow Police to handle situation. Police will generally try and isolate the
individual from others and apprehend them.
11. Concealed Weapon - Response Actions. Understand that while no written quick
response procedure can guarantee a favorable outcome to an Armed
Employee/Assailant situation, the following guidelines may minimize the threat until
Police can arrive. Call 9-1-1 immediately (or detail other). Provide details of the
incident.
11.1 Initial response actions, if safe and possible:
- Do Not contact the individual!! Wait for the Police.
- Do Not try and take the weapon!! Wait for the Police.
- Do Not attempt to restrain or talk to the Employee!! Wait for the Police.
11.2 Concealed weapon on employer property:
- Do not alarm the individual! Wait for the Police.
- Do not alarm other Employees.
- Quietly send a runner to notify management.
- Tell the runner to remain at that location.
- Tell runner to include as much of the following info as possible:
-- Who you are and your exact location.
-- Identification of assailant.
-- Description of assailant. Clothing, etc.
-- Report type of weapon if known.
-- Number of Employees in area.
-- Demeanor of assailant.
-- Any background information on the assailant.
12. Employee/Visitor Notification. Supervisors will support this policy and are
required to provide this written procedure to any employee/visitor upon request. The
following apply:
12.1 Employees will be informed of this policy during initial job orientation.
Additionally, the safety program and orientation and training provided by their
supervisors will be used to disseminate the policy.
12.2 Any violations of this policy will be handled through the standard disciplinary
procedures in affect at employer.
13. Supervisor Responsibility. Management and supervisors will be responsible for
ongoing compliance with this policy within their work areas. Supervisors are expected
to adhere to standard practices in resolving issues of nonconformance (in addressing
employee complaints) and maintaining expected levels of productivity within their
respective work groups.
14. Preservation of Scene. Tape off area around the scene to protect evidence for
the investigation team. Try not to disturb the scene any more than possible. Assign a
guard until authorities take over the scene.
15. Witnesses to Incident. Gather and obtain names and addresses of witnesses to
turn over to Incident Investigation Personnel and or local Police. Have as much
information on the assailant(s) possible.
16. Notification of Next of Kin or Spouse. If police are involved provide information
to the officer in charge. Locate the employee's emergency information card and notify
the emergency contact. Advise them of the location of the victim. Advise them not to
drive alone. Offer to send someone to drive them.
17. Transport to Hospital. Have a person the victim feels comfortable with
accompany them to the hospital, if appropriate. Take notes of the time transported,
name of transporter, name of hospital, and any other pertinent information that would be
useful to arriving family members.
18. Incident Records. Keep any records of the incident in a confidential file.
19. Victim Support. Take steps to protect the victim's identity and right to privacy.
Ask all involved not to share information with others. Designate an employee or friend
close to the victim to talk to her them about the types of support shetheLhey need,
and the person the victim would like to provide that support. Consider referral to outside
victim support or crisis intervention services.
20. Long Term Follow-Up. Follow-up support may include the following:
20.1 Human Resource Manager should follow-up:
- If acceptable to families, distribute hospital-stay or funeral info.
- Provide opportunity for employee's to discuss feelings.
- Discretely identify employees who may need mental health support.
- Advise supervisors to monitor troubled employees.
- Consider shortening or restructuring employee work assignments.
- Discuss funeral arrangements, if appropriate.
20.2 Take care of administrative duties:
- Update employees as new info becomes available.
- Provide prepared statements to minimize rumors.
- Refer media to the public information officer.
- Send "thank-you' s" as appropriate.
- Set up a system to answer cards and letters to the company.
- Remember the anniversary of the crisis.
- Plan a memorial as appropriate.
To: Supervisor Rod Howe, Town of Ithaca
Fr: Paul Fenn, Local Power LLC
Re: Amendments to DER Local Law- REVISED update for CCA supplier pause
Dt: May 6, 2026
Greetings Rod,
Per our email exchange following the meeting with DPS staff, below is the suggested amendment to the
Town's DER Local Law, in the Definitions (§ 135-2):
1. Please amend the emphasized words below in one of the Definitions (of"Distributed
Energy Resources") contained in the current DER Local Law:
"DISTRIBUTED ENERGY RESOURCE(S) (DER(s))—Local renewable energy projects and
energy efficiency measures, shared renewables like community solar and shares and
cooperatives, renewable heat and hot water systems, energy management, energy storage,
microgrid projects, geothermal heat loop projects, electric vehicles and charging systems, local
renewable hydrogen fuel cells, and other innovative Reforming the Energy Vision (REV) initiatives
that optimize system benefits, target and address load pockets/profile within the Town of Ithaca,
and reduce cost of energy for Participating Consumers."
Proposal: The term "Participating Consumers" should be replaced by the term "Eligible Investors,"thus
the new Local Law will read:
"DISTRIBUTED ENERGY RESOURCE(S) (DER(s))—Local renewable energy projects and
energy efficiency measures, shared renewables like community solar and shares and
cooperatives, renewable heat and hot water systems, energy management, energy storage,
microgrid projects, geothermal heat loop projects, electric vehicles and charging systems, local
renewable hydrogen fuel cells, and other innovative Reforming the Energy Vision (REV) initiatives
that optimize system benefits, target and address load pockets/profile within the Town of Ithaca,
and potentialy reduce the cost of energy for participants."
Reason for the amendment: "Participating Consumers" are defined in the DER Local Law as Eligible
Consumers enrolled in the CCA program, which we will not have for the time being, so the DER program
will not be able to reduce cost of energy for CCA customers that don't yet exist.
Solution: By saying DERs will reduce the cost of energy for"Eligible Investors" (who are DER program
participants, not necessarily CCA program customers), the DER program can serve any energy user
whether or not they are enrolled in a Town CCA program.
2. Please amend the definition of"Eligible Investor" by eliminating the requirement that they receive
default service in both the Local Law and the DER Plan.
Thus in the Local Law:
"ELIGIBLE INVESTORS (INVESTORS)—Consumers of electricity and/or natural gas
who receive Default Service from the Distribution Utility, at one or more locations within
the geographic boundaries of the Town of Ithaca.
is replaced by
"ELIGIBLE INVESTORS (INVESTORS)—any energy user within the geographic
boundaries of the Town of Ithaca."
And in the DER Plan:
"ELIGIBLE INVESTORS (INVESTORS)—Consumers of electricity and/or natural gas
who receive Default Service from the Distribution Utility, at one or more locations within
the geographic boundaries of the Town of Ithaca."
is replaced by:
"ELIGIBLE INVESTORS (INVESTORS)—any energy user within the geographic
boundaries of the Town of Ithaca."