Town Board Workshop

Okay. Well, welcome everybody to the Thursday, September 8th, 2025 Webster Town Board Workshop. We have four uh presentation items tonight. We're going to switch up a little bit um and start with um the update on the IMA, intermunicipal agreement efforts to house the stray dogs uh here in Webster and uh Webster Police Chief Dennis Colemire is presenting. So,

thank you. Um so, I started this approach uh with our three neighboring towns and with three uh concepts in mind. So, we researched uh when I say I, we uh myself and Barb C Polland uh worked as a team to uh put this together. Uh we spoke to Penfield, Rhonda Quite, and the town of Ontario. Um and I'll kind of go through in order. So, the three categories we kind of looked at were uh the ability to reserve space uh in either their current existing uh capacity or any facility they were uh currently planning to construct or uh under construction. Number two was staffing, whether there was an opportunity to um utilize their staffing as part of the concept or do a joint staffing model. And three, an opportunity for any capital projects moving forward uh to enhance the space or to build capacity. So with Penfield, uh they currently are building uh a new facility. um they're currently constrained and do not have an opportunity uh immediately for any joint uh project where we're reserving space. However, in the new facility, they would be able to offer us one kennel space um in the new facility and uh that's with the caveat that the current planned construction doesn't meet the new eggs

and markets code. So, they have to modify their existing construction plan to accommodate that. However, they are limited there uh for any future expansion. The way they have it configured, it's going to be um essentially enough to meet their needs uh with with one space that they could uh accommodate for us. They estimated about $15,000 um to reserve that space on an annual basis. if we utilize their staffing to help care for the animals. Um, they were estimating a $52 an hourly rate for uh staffing. I'm going to leave Quay for last. What about Ontario? Ontario um doesn't really uh work as an option for us. They have um a joint uh system already between Williamson, Ontario, Massen, and Maritan where they work out of Lions. Uh they currently have a $4 million capital project uh planned to update the space in Lion. So um between staffing and travel time and the inability to reserve space there um they aren't really a feasible option. With the Randquite, it's much more accommodating I would say. Um they are currently not in compliance with a market. Uh but they have a planned project to become

compliant. Um to me there's an opportunity for a joint capital project uh to make that space compliant and make it functional uh where we could be uh a joint partner with them. Uh they have the space uh in their facility I think to accommodate the needs that we have. U so u staffing was more of a tenative conversation depending on how the conversation goes about um the physical space. I think there's an opportunity there to um have an agreement on a joint staffing model to make that a feasible option. So really what I'm bringing to the board is a recommendation that we try to pursue an IMA with counterandquite. Um to make that I think a a success I would recommend that we try to make a grant application with them for um improving the facility they have. They know they have to add a containment um isolation room uh to their facility. And I think there could be some upgrades that uh could grant space and also improve some safety features such as cameras and pan push button panic buttons and things like that for the staff that are working in those facilities. So that's the direction I'd like to go as long as the board's okay with moving that way.

I'm fine with it. Thank you for your time you put into that and um look forward to working with Rhonda Quay. Thank you so much. Of course.

Is the space available in Arandco? Is that space available now or later once they build a new facility?

Uh I believe that we would be able to make that space available now. Um we didn't talk about the cost of that yet at this point. Um when I met with uh Chief Peters and their animal control officer, um they uh hadn't had that conversation with their leadership yet. Um but I think if we're serious about moving forward, I think we could kind of narrow that down fairly quickly. and Penfield, you're recommending a roundoid, but would you want to have an IMA with Penfield for the one spot in case it's needed?

Uh, I would consider that as a backup option. I think that there might be times I think it would depend on how much space we could actually reserve in the ironic quite facility. I mean, the benefit to Penfield is that it's much closer. So, from a staffing perspective, it would it's much easier on our staff to get to the Penfield location. It's up Jackson Road. The ironic quite one adds a little bit more difficulty to it. So I think that that's where um it's not ideal but it's the best option available. And if Arand quite could accommodate uh two or three kennel spaces that we would be able to use then I would be less likely to want Penfield. But if it's one or two at around quite I would maybe want to have Penfield as backup for overflow.

Okay, that makes sense. So the $400,000 that we got from the state with that you know we have can we not um you know um facilitate with Irano or Penfield so we can you know um because we already got that grant right?

Oh so that so we we had the grant we returned that grant because it didn't uh we couldn't use it in the time frame required for that grant.

Okay.

Uh Aronda Quite applied for the grant last time and wasn't successful. Um, so they don't have a grant writing firm. Uh, they were doing it in-house. Um, so my recommendation would be since we were already successful once that we utilize our resource and a joint effort with them to apply for the grant uh, moving forward.

Um, because I think it'll um,

it'll help of our needs. And with Penfield, uh, they're have a new construction, but they don't have the opportunity to expand the space they're constructing. Uh, so it limits any kind of capital project.

Okay. Well, thank you so much. we, you know, respect your decision and we know that you probably, you know, um, wanted to succeed in everything here for our town, you know, so this way it would lower the tax, you know, for our constituents as well. So,

and I'm sorry, chief, you might have said this, are they able to take any dogs now?

Uh, I I believe they have the space. We haven't worked out the timeline of it. I think it would require some sort of commitment on the IMA and potentially the cost of reserving the space.

Okay.

Um I think there's a couple ways that that could move forward fairly quickly.

Okay. Now, I I think it sounds like a great plan and thank you for all of your hard work and your uh research.

Uh I appreciate it. Barb Holland has been

Well, yeah. Thank thanks to Barb as well.

Yeah. Um so yes, thank you.

Any other questions? No, I I just offline and you had said earlier Barb's been fantastic when you and I talked earlier and I was glad glad to hear that. Um, I also said when you brought it up earlier to me about um, could we have our grant writing firm since Arandquake doesn't have one and since Barb was so instrumental in the eggs and market grant that we got because of her ties, I think it makes sense that we utilize that again. Um, because there, you know, we pay a flat fee monthly for that grant assistance. So, it's not going to be additional, right, Maria?

Correct. Um, and also we would be able to go for a higher amount on that grant because of the partnership.

You got it. And um, and so I think and we'll talk to Paul and legal offline and maybe we can have you come back in a month with because there is a parallel like well do you do you get the framework of the IMA and you know that money set first and then apply for the grant or you know to expand the facility or do are you doing those in parallel? There's some details, but we'll work them out later. Okay.

Um I think the board has said proceed on. We're two months out from uh mid July when we decided not to pursue the $400,000 grant to build a kennel here. I like the progress in two months. I've made it very clear, chief, the quicker your your police department is not housing these dogs, the better. So, uh knock on wood, maybe January 1st, but we'll see. We'll have you back maybe in a month to get get updates on the grant writing and and where we're at on the IMA format, which I'm sure that Kyle and Paul might need to start helping.

Yes, sir.

Any other questions or comments?

No.

No. I think it's great news and it's going to save an awful lot of money and solve a problem for both Arancoid and Webster. So, I like that pass forward.

All right. Thanks, gang. All right. Well, next up is um Chris Bo, our parks and rec commissioner. Um he is uh going to present and lead a discussion on uh how the food truck service at Sandbar Park went this past summer and recommendations for a possible food service concept at Sandbar Park uh for 2026 and beyond. So, uh Chris, I'm going to hand you the baton. Okay. All right. Okay. So, if you recall back just before the summer started, um we we sort of broached the idea of having food truck option down at Sandbar. Um after the brickandmortar concept, uh due to costs, that concept sort of uh prove proven itself to be not a feasible option for us. And in regards to timing, food trucks seem like the uh the best option for us for 25. So, we moved ahead with that. Uh if you recall, we did uh

interviews with a number of different food trucks uh back in the um late winter, early spring. And uh we started service um four food trucks at Sandbar on June 1st. We wrapped up the uh the season or the operation on September 11th was the last night. In total, there was about 40 just over 40 days of operation where there was physically a food truck there. Uh we did have six food trucks um in total that provided that service over the course of the summer. Um couple things that uh that I shared at the beginning of this process that kind of played out as the uh as the summer went along. We knew that the the uh the schedule of you know the weekly schedule was not going to be consistent. Uh that's due to food truck um you know their their schedule and their um what they had already had booked etc. So, we knew we weren't going to have a sk a consistent schedule. That's why we rolled the schedule out every two weeks with updates. Um the uh the the the request to all the food trucks was as the season went along uh that they would let us know if there was a situation that would prevent them from being there. Um, again, a known for us as we went into this is that unfortunately

that doesn't always happen with food truck operators is a lot of time the communication is after the fact. Um, sometimes it was known and it was shared to us, but unfortunately we did have some situations uh where we didn't hear until the next day that a food truck didn't show up. Um, by our records that happened about four or five times throughout the season. There were other times that they notified us and we did update through social media, you know, that a food truck that was scheduled for that evening wouldn't be there. So, we tried to stay up on that schedule as best we could, but we knew that that was going to be a challenge all summer. Um, one of the good things is right right away at the beginning, uh, the food truck operators all had expressed an interest to have more picnic tables down there along with just our regular park users. um as that request, we were able to meet that uh both for the food truck users as well as just regular park patrons. And then finally, at the end of the uh and at the end of the season, so late August, we created a survey uh that we sent out to the uh food truck operators just to get their feedback um kind of on how they felt the season went as well as uh just looking forward as possible um operations down there. So what we did with the survey is we we emailed it out to all of them. Um again

we asked them a number of different questions you know ranging from promotion to how the weather affected business to parking. Um you know were there other things that uh they thought were important. So we did get five of the uh six vendors did submit uh did submit a survey back. So we felt like we've heard we heard from just about everybody. Um, all respondents, uh, if you recall, felt that weather was probably the most critical. Uh, I was talking to somebody today that it's hard to believe when you think back, but June was actually an exceptionally wet, uh, season. So, the the start of this food truck operation uh was difficult for food truck operators because June was so wet and it transitioned immediately into a hot uh, July and August. So, weather was an issue. um food trucks felt that the surface was was well promoted shared within the community. So we think that uh everybody at least had an opportunity to find out about the service or the operation. Um one of the uh one of the highlights of the survey showed that lack of other features was a possible reason for the lower attendance. things like music, um activities or games going on. Uh was mentioned it would be nice to have some um passive games so people could um do

while they were uh hanging around eating their food, enjoying the weather. Um alcohol sales obviously would have been another reason uh for people to want to participate. um competition. This I think goes back to why we had some of those cancellations and you know as things come up is you know u events get scheduled throughout the summer food truck operators know there's a guarantee um they obviously took those uh events and that did affect our schedule um as I mentioned earlier that lack of communication when uh trucks can was an issue and then parking um even on nights when it was busy both for food truck and just general park usage was never an issue. Um I was down there a number of times while uh there was a food truck operation and also on nights when it was park was pretty busy. There were several nights when both north and south lots were just about full but we still had on street parking. So that was a good sign to see as well. Some of the comments just shared these uh we did ask if they wanted to write. So um you know several of the trucks did say you know mentioned they do see a lot of potential in the seasonal food food operation as long as it's built on consistency. Again, it was sort of a message that I shared at the beginning of this uh is this with this venture. Um the idea of a seasonal food shack is definitely something we're

interested in exploring. One of the operators mentioned people still have been very positive and supportive, which I think is great. I think the area is beautiful. Ton of potential and the communication to us uh in the community has been A+. So, some positive uh some positive comments as well. Um so kind of the information that we pulled out of that survey and some of the feedback that we um that we've gathered over the last I'll say two years. Uh really the results of that survey along with the information uh learned through that design and bidding phase of a brick and mortar uh seem to indicate that the most practical approach is to offer consistent seasonal food service uh site with features such as you know music activities from that time frame of mid to October. It's about 140 days and I don't want to get into why that's important but there is there is some reason why you want to stay under 180 days from a seasonal operation. Um, so that seasonal approach does seem to work pretty well. Um, but again, a consistent and I'll use that word uh because that was the most common u phrase that we did hear from our operators. Uh, you know, most a consistent operation with food and alcohol would be able to provide the community with a on-site frequent for

about five months out of the year. So almost half the year. So, this leads us into some one of the features or one of the options uh directions we could possibly go. And again, this is something that was mentioned at the beginning of summer. Um it's the storage container concept. Um these are obviously um starting to um become more prevalent in this area uh in places where weather is a little bit more um welcoming year round. Um you start to you've seen these probably um become more popular. But in this area, you're starting to see uh these are starting to become popular. Um as we were talking coming in, there's a new one that just opened in Fairport or Parenton. Um Backwoods or Yeah, Backwoods. So um I think you're going to start to see more of these in this area again from a seasonal approach. So cargo texture is actually a term I learned that is I've been through this process which is the act of taking old cargo containers repurposing them uh to build a more efficient and sustainable residential business or industrial uh building. Um so obviously they're typical storage containers. Um they can be operated as seasonal for both food and drink sales. Um the you know the the process is similar to what we did uh is we would look for a potential restaurant tour to help us

operate th those uh those features and then in order to meet the needs of having what I'll say is extra stuff or extra activities whether it's music those kind of things that could actually be managed by the town if it wasn't done by the uh by the operator. So if there was music to be scheduled the town could actually step in and help facilitate that process. Um some of the benefits obviously it's seasonal in nature you know at the end of the season containers are closed up does provide the flexibility however that if there are special events uh you know that are quote offseason you know we could reopen those for a one-time event or a special event whether it's a you know some event in the wintertime or um whatever whatever the case may be does provide you that option. cost of construction would be much less obviously than any brickandmortar building uh which would obviously result in some sort of a lower payback to the town for the operator. It's not permanent. So if the need um or the interest doesn't sustain over time, uh containers can be sold and relocated without major renovation to the site. You can just come in, pick them up with a um with a lift, put them on the back of a a flatbed pickup or a um um truck and and take them away. Um

existing site as it is right now is actually large enough for uh a concept that would hold a 40ft food operation, restaurant type structure, a 20ft bar operation and a 20ft stage/s storage unit. Um that along with um you know the tables, the chairs, propane tables, whatever it might be uh for the ambiance um plenty of room for that kind of uh those kind of features within that site. We have confirmed that this type of a structure does meet a New York state building code. So we know that we can move forward because sometimes some of these new concepts New York State's not quite as current on. So that is that is a positive. Drawback to it is obviously it does still require us to have a partner. Although we saw through the food truck operation that some of those food truck operators because some of those are oper seasonal in operation do have a uh do have an interest in working with us potentially for this. So we would sort of begin that process again just on a different scale then obviously another drawback. It's not year round even though it does provide you the opportunity to be able to still use it in offseasons. So, I'm going to just bring this up real quick as this is very been become very

um uh preliminary in some of my discussions or discussions with some of the vendors that do um provide these type of structures. Um there are two different vendors that I've reached out to and had some um a few different conversation with. Both of the vendors provide what they're basically customizable. Um 20 foot 40 foot. 40 foot is what you typically see from a restaurant size. 20 foot is typically what you see for the for the bar size. Um, but again, they're fully customizable. Features can include anything you want. Um, you know, just based on your need. Um, you can have walk-in coolers like you would have in a brick and mortar. You can have rooftop seating where people actually can sit on top if you want. Um, they come with fire suppression systems obviously in the restaurant. Uh, you can have HVAC splits put into these. So, during the season like we had, um, there is a way to be able to cool the inside. So they're very customizable. Um both both vendors um had a number of different features that they offer and provide. So um again costs that I have on here are truly just estimates. Um obviously as we go through a process if that's the direction we go costs kind of get solidified based on again those needs or those interests of what the uh you know what features are

on those those units. Um, typically base models include things such as obviously door service, windows, counters, flooring, the electrical panels, hand sinks, uh, three base sinks, the what I'll say the common restaurant type of features. So, the two vendors that I've spoke to are, uh, the first one is called Box Pop. Uh, cost for these, uh, for like a 40 foot, a 20 foot, and a 20 foot storage stage area for all, uh, all the items is around 350,000. Um, so there's still it's not cheap. Um, however, they fully are equipped um with your base with your basic features. Obviously, if you look to go, you want to go with, you know, heavier duty items or you want to go with things such as, you know, the rooftop seating, um, some of those kind of features, your costs are obviously going to go up. But just for a general, um, what I'll say, startup cost, that's about where you're at. the other company which is a little bit more um customizable in regards to what they provide as well as they also have what I've phrased as sort of a um a phase approach and how this works is Roxbox. So again, same um same system, a 40 foot food service, 20 foot bar, 20

foot storage area. Um a little bit less at about 320. Roxbox has a little bit more to their base package. Uh but again, they have a phase approach that actually allows you to kind of work through it like you would any um any construction as you go through the phases of you know site drawings and sketch drawings and then you can make additions and changes to it. So, um, that's those are the two those are the two vendors that I've spoken to directly. Um, you know, those are the ones that, um, I'll say on a national scale, you see you tend to see are, um, you know, have the the most number of units. Uh Roxbox has one uh has a has a um number of different units in Wilmington, North Carolina that I took a look at uh in a food service area uh that's similar to what we're looking at only on a little bit larger scale u but just the same type of concept. So what I'm appro uh u what I'm requesting of the board is that we approach uh this from a design concept u whether or not we work with Roxbox or we go to some sort of a construction management company to help you know ensure the aspects of the design um those kind of things are done so we can get some firm costs in regards to what the uh you know

what the actual cost may be. Um, at the same time that that's going on, begin the process of looking at a seasonal operator. Uh, determine what type of services and uh and features should in should be provided and then get into that seasonal agreement for the uh for the operator and that then I had a few there are a few co few photos on the last page. I don't know if you have it in color. uh my copy that came through in black and white didn't show but there are um there are a couple examples of both 20 foot which is those top two uh the bar box as well as the one on the left uh then down on the bottom the Bradley's that's a 40 foot restaurant operation um and then the one on the bottom is two 40 foots um two 40 foot operations as well and those are all between either rock or pop box. Are we could we have question now or?

Yep. So now that's that's the presentation. I'm happy to have answer any questions that you all might have.

Well, thank you so much your for your presentation. And I have a couple questions. Who has the liability for the sales or the consumption of the alcohol that used you know on our town property?

It would fall on the vendor.

Okay. And also to um shouldn't it be better that we just built like a balian or you know a cottage so that we can just rent out for people if they wanted to want to use it you know like um at north at the char second or lift large things like that would that be better? You mean a lot? A lot.

A lot. Yes. then to have a restaurant or to have you know food there that um we spent we already spent a lot of money on the sandbar park already and you know I I think it's a good idea that you presented but I mean the park look wonderful right now and it just you know it's to me it it to be leave it alone the way it is instead of spend more So to answer your question on a lodge, um so this this concept is is not at all in line with you know building a lodge or any type of facility that's rentable. Um whether it's like Liberty or at Curry. Uh this concept is strictly for a food service concept. Um if the the town board decides to go in a different direction, obviously that's a that's a that's a totally different operation. Um you know, whether or not that site can even sustain a lodge, a rentable lodge could be questionable, especially based on the size of the building and what type of an event is going on there. You may have some issues with just general

park usage along with uh with

or maybe just like an open lodge, you know, it's not doesn't have to be

talking open shelter.

Yes, open shelter is it's not have to be enclosed.

Okay.

I'm just using example of Liberty Lodge because you know it's happened in my head. So

an open shelter is totally we don't rent open shelters. So if you know if the town board decides that they just want to put a shelter in there, it's obviously an option. Doesn't meet the food service piece. But if that's the direction that the town board, you know, chooses to go, then then there's always that option that you could put, you know, you could put a open pavilion in there, just have picnic tables underneath it, and you know, it's a sort of a first come, first serve as, you know, we have at Sexton.

Yeah. It's just that I, you know, I feel uncomfortable with right now with all the time and the money that we spending so far on the projects. Hey, Chris. Um, thanks to you for, you know, bringing this to the board. I got a couple questions as far as the the the drawings go to come up the conceptual drawings. Who who's paying for that and what's the cost?

We haven't we haven't done any conceptual drawings to this.

Well, I know, but you're you're going to, right? Right.

That's the direction you're asking to go. Right.

Correct. So, what was

what's the cost to that? So, if we went with the as I shared in that in that last slide, um, for that that phased approach, the first phase is like a $3,500 fee. And that gets you basically to start the process, your initial concept. And then the second phase is the what I'll say the final drawings along with things like the electrical um, information. And that's like an $11,000 phase two. So for the FA, if you went with if you went with that second vendor, you would be looking at about a 14 $15,000 construction drawing process. Now the town may probably should also have whether it's a construction management oversee that or um because you know the connection to the gas lines and water lines that's obviously not part of that u those costs that would be on the town. So that process would also need to be followed. So I to answer your question, John, I don't have a cost for what it's going to cost for us to design this. That's sort of the next step.

Yeah, I'd like to get that number.

You're you're estimating it at whatif.

That's for the design of the the two boxes.

Okay. Jennifer.

Well, first of all, I appreciate the parks and recreation department going out and working with the food trucks to actually have something down there this summer and start to get a feel for the atmosphere and who was coming down and how that space was being used. I went down there, had a nice meal, sat at a picnic table, talked to some people. It was it was nice to um be able to enjoy the space that way. So, I think it is a wonderful first step in seeing that there is a need. Um we're in the very early stages of the comprehensive plan and we had a meeting yesterday to talk about some of the community feedback and the not surprisingly the Bayside and having food at Sandbar Park was one of the things that is on the list that the community desires very much. um it would be nice to have a restaurant down there that could be open year round and you know has all of the things that it used to have and we went through that process and it was way too much money. So you start with the food trucks, you graduate

to these containers which have their own type of ambiance to them like that backwoods place. So I haven't been there but I've seen pictures of it. It seems like a a neat um thing to do. It's a very neat upand cominging sustainable type of concept.

Correct.

And um it doesn't have the same cost as a permanent structure. Um and the money that it would cost to go through the planning and build it is clearly at some point going to be offset by the vendor who's going to pay rent to operate out of that space. And if so there's going to be some revenue coming into the town and um and and like Chris said if it doesn't work you just you just sell it as opposed to having a building there that's a restaurant that is empty and not occupied. So I think it's worthy of pursuing this a little further to understand um what the cost would be and what the design and concept get a more concrete number on that and then make a decision on how to move forward. Um it would be nice to have something sooner versus later because these things take time. It

would be nice for it to actually be down there for next summer and something like this would be very doable to move forward with quickly if that's how we chose to proceed. So I think it is worthy of moving forward. The comprehensive plan is coming together. So it's almost like these two things can come together at the same time. So yes, we need information on money uh on what it would cost. So, I hear you, Jenny. I hear you, John. You know, it's not like, "Hey, here's a blank check. Yes, this is great. Go go go spend $350,000, $400, half a million dollars on a container tomorrow." But it's definitely worth pursuing. And you know what? If it if it is a success, so Chris mentioned if it's not a success, you can just take it and sell it. If it is a success, you can take it and sell it and say, "You know what? Now, now we have a viable business operation down here and the next step would be to graduate to a full-scale permanent building restaurant that somebody may after they operate a food truck for a while be more interested in a full-time operation down

there. And maybe we can build a permanent structure that is not $3 million but more, you know, commensurate with a maybe it needs to be a smaller building. Maybe it doesn't have to have all the features that um the uh the soccer building had. So it's it's a phased approach. I like it. People are very sad about the Bayside. They remain very sad about the Bayside. and um a a lodge or a pavilion will not meet the needs of the community.

I know. But don't forget the comprehensive plan is not going to be you know complete until 2027. So are we talking about building this right now with you know what the

we're moving forward with the cost? We're not building anything because it's a it's like a container. So if somebody

But then what if it's fail?

I'm sorry.

What if it's fail? You say that you know if it's success then it's perfect right but then what if we spend all this money and then it's failed and then what we sell it

then who's going to buy it if it's failed

but anybody would buy it anybody can buy it

we we don't know right it's what if so I think the best solution is right now it's perfect the way to me it's perfect the way it is and for us to use that money to to something else are more beneficial for our town. I mean, it's just my personal opinion.

That's okay.

It It's 7:05, so this section start stops at 7:10. And I appreciate what everybody has asked and said. Patty, uh, do you have any comments, questions?

Well, I think Jennifer certainly mentioned all of the things that we could possibly discuss on the list. Personally, I think it's a great idea and the community has been asking for something down there. The success of the food truck service clearly shows that there is a a desire, I hate to call it a need, but a desire by the community to have something like this. And I think it's something that we can expand on beyond the food piece of it. Um the con the ability to have concerts, the ability to have cornhole or whatever it might be down there so that people can enjoy the park. We talk about building things. Let's not forget all the roadblocks we ran into with the DEEC and the site and everything else. There's not a lot of space where we can be building permanent structures down there. Um I I think it's a great idea and I think that we should move ahead and explore what the costs would be and certainly Chris, you're not going to run off and do anything without bringing it back to the board first. Yeah, this is so

exactly this is this is basically just to you know see if this is the direction that we want to move if the town decides that yeah this is the direction that the we you know at least investigate into to find out is this even

doable from a finance standpoint. If we find out that the process to go through, you know, to build one of these and and meet our needs is end up going to end up costing the town half a million dollars, then the town board probably going to say no, we don't want to do that. But if the town board comes back and or the costs come back and it's at 350,000 for, you know, everything that we need that would meet, as Jennifer said, what everybody has been asking for since this park is reopened, then that may be that's going to be a decision up to the town. And I'll I'll tell you what. I I'm going to get with Chris uh and actually Paul and Kyle offline. See if we can bring back on October 2nd a resolution um and maybe about authorizing the spending of the uh however many thousands of dollars it is on the design. There's devil in the details of that. I got to get with Paul. Procurement policy. Is this a is this a professional service? We haven't even gone down that we haven't gone down. So, I'll get with Kyle and this and that. Um, I appreciate absolutely what what uh Jenny is saying um about uh just leave

it as is this as an option. I will say this, a lodge um we we all need to remember that part of the $3 million cost of that 2400 foot building um that had 20 biders on it, that's the robust bidding, right? three million $750,000 is because the DEC is making us put a foundation in for a permanent building that has helical pilings. Now, I would assume that a lodge would have that same mandate,

right? DEC doesn't care. That was going to be a town-owned building, whether it's a town-owned building that was going to be run by a private restaurant tour or a lodge. 750 out of the gate to get the foundation. So, one of the things we were trying to do with this is how do you come up with and something that DEC says is not a permanent building. And I think it's important to understand that as Chris and I went through this with the last four years with different vendors and especially the guys who ran the Bayside, they made it very clear 85 to 90% of their revenue was during that June 1st to September 15th. They kept it open and it was kind of, you know, this is where people said, "Oh, we need something that we can go into in December." That's nice and that's quaint. I get that. But anything you can go into in December, it's going I can't fathom something that's not a permanent building. And the permanent building starts at 750 before you go above the ground.

We don't have to have anything at where this is going to be something that potentially if we move forward in the vetting process and start to do things. So I will get with Paul, Kyle, and Chris if we have to come back and do another presentation on October 2nd to grease the skids for a October 2nd potential vote uh to start design or whatever. We we will uh we will look at that and I want to thank you Chris. Chris, where did you say these containers are located in Fairport?

There's a brand new one that just opened. There's a brand new one that just opened in Fairport. Parent. Uh

Fairport and Parington.

Yeah.

No, it's one or the other. It's whether it's Fairport Parington. I don't know exactly which line it falls into, but it's called Backwoods.

Correct.

It's on It's on a trail. You can actually hike and get to it or you can park in a parking lot and get to it. It's it you know it would

So offline we'll get that all to you, John. Also, we'll get that all to you. 710, we are with the third one to stay on

to pace. We are got an update on proposed code changes

and I'm going to hand the baton to Josh Artuso, our director of community development.

The baton is yours, Josh. Thank you, Chris. Thanks, Chris.

Thank you, Josh. Thank you. Now, I will say as you set up there, the next two presentations have uh correlating resolutions on the regular town board meeting tonight. So, just queuing that up. Okay. So, thank you. Um I'm going to give a brief recap. I was last here approximately five and a half months ago, if you could believe that, um to give a presentation with our code enforcement officer on some proposed uh property maintenance code updates that we were seeking uh to help us deal with some um very commonly complained about issues around town. So um as you can see on the left um initial presentation was April 3rd. Um just to refresh everyone's memory uh the topics that were covered during that presentation involved uh our code enforcement procedures. Uh

currently we do not have any formal procedures codified in town code and we're looking to um to really uh capture our official process in the town code which I will get into a little bit further detail. Um one new element uh that I will also elaborate further on the presentation is a particular section in our building construction chapter. Um, also on street parking restrictions, uh, storage of vehicles on private property, and then a provision that deals with portable storage containers, uh, rolloff dumpsters and, uh, dumpster bags. Um so the original plan was um you know we didn't anticipate uh this length of time going by in between the initial presentation and the request to hold the public hearing. But as often happens when you um start peeling back uh codes, they're often linked to other sections of code and you want to make sure that you're not um basically creating things that conflict with one another. So it

was it was a larger effort uh than we had originally anticipated and there was a lot of work done um internally with the staff of my department as well as um legal advice from our town attorney. So I do appreciate all the assistance um that we've had so far. So, just to recap, um the code enforcement procedures that we're looking to be having inserted into our town code as a new chapter. Um basically, uh the complaint uh begins basically by receiving some correspondence from from residents either through phone, walk-ins to town hall, uh emails, etc., and of course, uh staff observations. So when we become aware of a uh potential code violation, we do um a site inspection to confirm if the reported violation is in fact rising to the level of a violation. Uh if we do confirm that we believe a violation exists, then the official process begins. Uh which is really four steps. It starts with a initial correspondence that we refer to as a violation letter. uh just alerting the

property owner uh that you know we've been made aware of a potential violation and asking them to give us a call to to work out a plan to help resolve it. Um the majority of folks uh do respond to that initial reach out and by and large we are able to achieve compliance voluntarily. For those that do not respond, um after approximately a week to 10 days, we send out another uh correspondence that we refer to as a notice and order. Uh the language is a little bit stronger and it contains a uh particular date um you know with reasonable time given uh that we expect it to be remedied. Um if we haven't heard from uh a property owner after that step uh we then go to an appearance ticket uh that gets uh served to the property owner and that essentially summons them uh to a upcoming court date where the matter will be presented before the town judge.

The piece of our uh from our building construction chapter 119 involves the issuance of temporary certificates of occupancy. Um for those that may not be familiar with that term, um a temporary CFO allows for occupancy of a building or structure uh prior to all of the project components being um 100% complete. Now obviously the bare minimum requirements of fire and life safety uh fire prevention systems u mandatory ingress and egress routes those are all still required even under a temporary CO um they are issued on rare occasions for good cause only I think in the last 5 and a half years uh we've had one request for a temporary CFO um but what we found when comparing uh our code to other like li like size towns is that our code uh requires the town board to approve a temporary certificate of occupancy and it's only good for a period of 30 days. So, as I mentioned, um, we did an

analysis of actually all 19 towns in Monroe County and confirmed that we are the only one that, uh, requires town board approval. Um, all of the other towns, uh, issue temporary CFOs administratively by either the code enforcement official or the building inspector. And by and large, most of them are good for a period of 6 months rather than 30 days. So, in an attempt to bring our uh code more in line with common practice, the proposed change involving this chapter um would have any request for a temporary certificate of occupancy to be administratively issued by the commissioner of public works and the building inspector based upon their prof professional areas of expertise. Um, now we currently don't have the title of commissioner of public works. Um, so there is a provision explaining in the event of the absence of that position, it would then require uh the unanimous approval of the different division heads that essentially make up the department of public works.

Um, so a temporary CFO under this proposed code would be good for a period of 6 months and it would only allow one 3month extension. Um, there's some language in there that would require anyone requesting this to provide financial security to the town um to ensure that there is timely completion of the project. Uh they would also have to provide a list of items uh that are remaining to be complete with a firm uh timeline of when the completion is expected to take place. And then we added some language that if at any point during that temporary CFO period um that a dangerous condition or a threat to public safety uh came about that the town would have the ability to revoke or resend that uh temporary CO. Josh, we're going to have a halftime on this. Okay. Because there is a resolution to set a public hearing tonight. I'm going to make an executive decision so we can start the regular board meeting on time at 7:30. We're going to have you pick up the rest of this presentation before we vote on that public hearing and we will allow the at

the 7:30 meeting.

Okay?

We will allow the town board members ask questions. That's what we're going to do. We're not going to bleed into starting the town board meeting at 7:40. So with that in mind, Rick and Paul, you are up at 7:20 and you are up for our last workshop item tonight, an update on renewable energy, a potential project that could happen down at the sanitary sewer plant. Uh, and this ties into uh on August 21st at a workshop, Bob Whmer from uh, Navatas was here and presented to the board when Patty was overseeing that board meeting. So, gents, I'm handing the baton to you.

Yeah, we're just basically reviewing uh, the anticipated timeline for the RNG project. Um, as Tom just said, they were on August 21st. Rick, I don't know if you have any comments, but uh

is there any way we can get up on the screen the uh the presentation for this uh workshop? It's one page, so that'll be nice.

But uh Bob Bob Whmer did do a presentation. Uh essentially, they're proposing that uh uh we do an add-on to the capital project um which you're projecting might cost about 8.8 8 million, but it may result in tax credits to the IRS of about 14 million. So, it would actually net down to actually save us on the overall project costs. So, uh the next timeline, one of them is today. Uh basically we contacted Freed Maxic which is a CPA firm which is now known as WHM and they provided us with a proposal for services uh to basically they gave us a proposal for the whole thing but we would like to just uh address the first item where they would do a safe harbor memo assessing the viability of the project. uh they had an estimated cost of 35 to 40,000 for that piece and there's actually a resolution on the agenda tonight for that one. Um so you know that will take them like six to eight weeks to complete

actually four to six.

Yeah. So, if everything goes well on November 6th, uh uh with them, we'll have their report and we'll probably have them in for a town board workshop to discuss the results. And at that point, we should know whether it looks like a go to uh proceed with the project. You know, basically the probability that we actually get uh the tax credits should be at hand. Now, this timeline kind of speaks for itself, but Navatas, we've spoken to them. They think it's going to take 3 to four months for them to do an accurate design and engineering 30, 60, 100% drawings of this project. And they are ready to come here if November 6th is when we're assessing the uh WHM report.

Correct. And at the same time, if if the rhythm report looks like a thumbs up, this is viable for this credit, then we would have the the Navatas people say, well, here is how much we think it will cost it or what it will cost to design an engineer. And that's where we pick up at the town board meeting where we would potentially be voting on a resolution to authorize the supervisor to sign the contract to do the engineering, not to cut in, right?

But I think those are key components of this. There's potentially a resolution on November 6 for the town board to agree to move forward with the Navatas engineering and design. Then um that would take uh three or four months. So somewhere around the end of February or the beginning of March uh Navatas will present on the proposed R&D construction cost and the schedule. Um the author the town supervisor will be authorized to amend uh to sign the amendment number four to the contract to the Navatas contract um to add the RNG project.

I want to and I I'm so sorry Paul. I feel very rude. There is no way at that meeting that there will be a resolution to amend the contract to have the new supervisor do that. What is in this timeline is that we would whoever is the supervisor in town board would start the process of setting public hearings and it's a kind of list of various uh resolutions that would probably um cascade through and that's why it says really then the March 19th April 2nd town board meetings that carry out the sequence of resolutions that were started on February 19th March 5th but I want to make sure everybody understands there is not a possibility in the world that we would be or whoever is the supervisor in town board ready on February 19th or March 5th to uh authorize the supervisor to sign an amendment for for 8.8 millions to the contract because many things have to happen prior to that in this sequence including a public hearing to amend the bond blah blah blah blah blah. So very critical that that is understood. Be

before we get too much further in this because I I think to some folks who might be watching it sounds like we are fasttracking this and uh nothing could be further from the truth. U the supervisor was not present at that meeting. Um, and I think what I heard loud and clear from my fellow board members was that we thought this project had potential and could really benefit the town, but we had many questions. Um, and we're looking for something as close to a guarantee as we could get that this would be eligible for these tax credits. And what we heard from Paul was that we needed to get with Freed Maxik who we now found his merged with with him um for us to give us that assurance that this project would qualify. So that's really what we're looking at tonight.

That's correct.

Okay.

Yep.

That is correct.

So not to if we're going to start at 7:30, we will pick this up. what I'm well I'll explain it when we start the regular board meeting of how I will ceue up the two resolutions tonight that tie to Josh's presentation which he still needs to finish on the code changes and Rick and Paul's on the RNG and with him and all that. So this officially concludes the workshop for the evening.