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Um, it's it's a it's a repository, if you will, of information that shows the, uh, shows our our built infrastructure and many many many um, organizations and and people are interested in what that is. From a general public perspective, a lot of times, uh, they will want to know, they will want to click on their piece of property and they may want to understand what that easement is that's on that property or they may have a manhole and they want to understand what that manhole might be. um or we will use it as a a larger um tool to help us do assessments, if you will, and maybe we think about where do we have sidewalk systems, where we don't have sidewalk systems, and where would we maybe put those in the future as some examples.

So, our GIS um we know that it's got a lot of information in it. We also have come to the realization that it's probably got a lot of duplicate data in it. Um and unfortunately it's not been updated significantly I would say um for a while. Uh and at that point what this does is it makes it um an unreliable tool for us. And this really became very apparent to Mark and I when we were during our EPA audit. And one of the questions that the EPA asked us was, "How many um storm water outfalls do you have?" And we said confidently, "638." I don't know if that's the right one. Is that close? And they looked at us and they said, " 638?

that's a lot for a town your size. And we said, well, that's what our, you know, we were felt confident that's what our GIS was telling us. And they said, so one of the comments that came back is, you might want to check into that. So we did. And what we come to realize with our base, you know, um, is that really we had maybe half of that. We're not even sure if that's the right number yet. Um, but that we had a lot of duplicate information. And then as we started getting down into it, we're like, "Oo, some other things just weren't looking right to us." And as we start reaching out to um highway and sewer, we start to find out that maybe some information isn't mapped correctly.

And so the uh the audit really became, I would say, our little canary in the mind that we've got a bigger issue here that we need to deal with. So how did we get here? Well, I think the the simplest way I can uh frame it is just a lack of consistency. We've had um several staffing changes. Um there have been, you know, priorities and changes in focus. Um we've not maybe been consistent with with updating as we should have been. And really what you find is when you're building out the the the GIS, you want to have a very structured database layers layering system, if you will. And you want to make sure you have protocols and standard operating procedures in place so that the information is going into the um into the GIS consistently so that we know how to get it back out.

So, what's our plan? Well, we kind of came up with a three-phase plan. And I and the first phase was really a get our head around it type of phase. And this was our discovery phase. Um, and it began um shortly after we had our GIS technician leave for other opportunities. And Mark Stein, our assistant town engineer, he took the lead to jump into it and really figure out what's going on. And at that point we started to get a sense as I mentioned about the the unreliability um and some of the issues that we had with the data with GIS but to be fair we really don't neither Mark nor I have the expertise in GIS and honestly we didn't have the bandwidth to really dig into it.

We also thought to ourselves, well then this is an opportunity for us to go higher and what we found is hiring um is challenging in this market especially in this um area in this skill set. And really what we were hoping to look for in a hire would be an entry to mid-range level type of individual, someone that's got three years of experience. But we found that bringing that person in given this the the condition of our GIS was not going to be real valuable to the town. You really need to have a better established um tool, if you will, in place before you you bring somebody in that can then run with it.

So, we engaged with a uh a company called Innovative Contracting Services, and I'll talk about them a little bit later here. Um but they are essentially a data management company. They take digital information and organize it and put it into a format that is um useful to to the end users. Um and we'll talk about some of their experience here later on. But as a result of this discovery phase and with the help of ICS, we actually were able to come up with an approach, a rational approach to updating GIS. So that gets us into phase one. And this is where we're currently at today. This is the this is what I'll call the heavy lift.

This is where we're going to work through our um work IC and have us we'll be confirming enduser access their needs. We need to reestablish our GIS structure. Um again we need to look at our data. We need to figure out what needs to be consolidated, what needs to be deleted and what kind of reconciliation we need to do with the accuracy of it. get our protocols in place for adding new information and standardizing that. And then as part of this phase, we also expect to expand our GIS um and update it using these new protocols. But what we'll what we believe will happen is and what our ven diagram is showing is that we think we're going to be it will take us two three four passes through this process to really refine and get ourselves um to a place that we feel comfortable that we we've got a good approach to um getting our GIS updated and keeping it updated.

um because at this point it's it's in a bit of a disrepair. And then finally, phase two is sort of the long the long range, the long out into the future. And this is at this point, we're going to have a GIS base by the time we get to this phase that we feel comfortable in. we actually will feel comfortable enough to make it um available to the public uh for their use, which is a large goal of ours. Um and we'll make a determination at that time if we're ready for hiring a GIS technician or if it makes um better financial sense to to outsource it. But that is a to be determined um uh moment for us once we get to a good good spot within phase one.

So a little bit about ICS like I said we've been working with them as part of the discovery phase. um they are, this is a quote taken straight out of their um some of their literature. And I think it really does summarize what we are trying to accomplish in generic terms and then specifically for our our GIS. Um and they have a a background where what kind of intrigued us about them is they do a lot of utility work. So a lot of it documentation for utilities. So Avang Grid is one of their big customers and they've had to take um it sounds like a monumental amount of information and do exactly what we're looking for them to do for us here in the town of Webster.

So through the discovery phase where they did their kind of gave us a high level understanding of what we've got going on where they think that we could make improvements um they helped us pull together an approach to make this happen and that approach is um part of the proposal um or contract if you will um for phase one which I believe tonight we have a resolution on the town board for uh the supervisor to sign that. We feel that this will have a we'll have a completed phase one um by midsummer. Now all said and done there's about between 90 days around 90 days of actual work but and midsummer is longer than that but given vacations and the needs for them to produce information for us for us to review give them feedback and kind of go back and forth through that iterative process um will be out into midsummer.

Additionally, as we are bringing more of this database, this GIS online and getting it finalized, we'll be reaching out to, you know, other departments and making sure that, hey, this is how we're taking it. Is this what you're looking for? And also wanting to understand what is it that they have in their files, whether they're hard files or digital, that we can start um chewing on and and incorporating into this. So, like I said, we we're targeting a midsummer um of this year to to get us to that point. Um, and I know one of the questions that came through um from Patty was who would be the project manager on this?

And I will tell you that Mark Stein will be the will be the project manager. So he will be the day-to-day um individual um who will make have constant contact with ICS and our departments and making this happen. Have we ever looked into the grant for this a grant? Yeah, for this project. No, I believe there's something out there for, you know, municipalities um that if we could look into it. Okay, we can Well, that would help. Yep. We could look into a grant. I would say that that would delay us moving forward with this um this project. since we do not have a grant in place for it. But have we ever looked into it before we pursue with this project?

We do not. Quick question is um were any of the other departments involved in the selection of GIS? Were other departments? Yes. No. No. GIS sits with the engineering department. So we took the lead on. So there was no collaboration with sewer or highway with respect to this decision because I know they probably should be involved at least on the other side, right? And they will be. Yes. Yeah. So with respect to because I know we've done we've been talking about GIS for years now and I know we did have somebody on it um working with GIS and which is why I'm a little alarmed that we have so much duplication in the system if we had someone dedicated to it.

I don't know whether there weren't protocols established back then or where the other departments weren't involved, but hopefully going forward, Mark, you'll put those protocols in in place and involve the other department so we don't have the the overlap or, you know, duplication of information. I I know that within their proposal and what we've talked about at the our end goal is to have an basically an SOP on how from the beginning how to put a TIFF file into the system and how to have it managed for years to come is part of this process. So when something myself steps in, we can pull that out and be like, "Oh, we're ready to go with this.

So, they're going to have to I take it they're going to have to go in and clear out the duplication and all that first. I would imagine that would take some time. Correct. That's a a good portion of the time here. Yes. And we and we find that what we'll have to do is we're not we until we get actually into physically doing some of that as well as doing some of the updating is when we will figure out maybe how much of that has to be completely cleared out. Would would you be repairing the existing systems or scrapping them all together and replacing them? My my ex my my expectation is is it's more of a repair than a scrap.

Um but they I can't say that there would not be some um wholesale removal and and and updating. Would it be possible to um set some sort of dates to give feedback to the uh the town board as part of your um Yep. process? Yep. Absolutely. I'd like to Yeah, because we're talking midsummer. I would like to hopefully we can have uh an update at least once a month. Okay, we can do that. And if you could you could look into the grants too. I mean I would like to if you want to I would like to um you know speak with you if you would like and to see what the option out there for us because I know with Monroe County womanowned business enterprise we just got a grant for the um you know um our clerk department you know through that.

So therefore I I know there's grants out there for municipality or any you know um studies to improve the town. Okay. Yeah. Absolutely. No, absolutely. I would glad to help. Okay. Great. And I will actually uh tomorrow I'll reach out to Maria in our office as well and have her also start um with our grant consultant as well. Can I uh and Josh uh you and I kind of uh ran into this in mid 2020 um on basically what has happened in the last 10 years on GIS at the town. Um, we did have a person that's main job was to do GIS to take asbuilts and input it into whatever computer system so we know where these pipes are and all this stuff.

Um, but that person also was working in another department I think uh building inspection or code compliance. Correct. And once we started to peel back the onion of their workflow after their boss no longer was with us, the DPW commissioner, we figured out pretty quickly that uh that person liked doing building inspections more than GIS. Did you know that sometimes there's things you do at your job that you don't like, Kyle? So, that kind of led us to see that really there hadn't been any GIS work done for years. I shouldn't say any, but very minimal. Um, and one of the things we found during that process is that we had a retainer and I not positive but I think it was with MRV um to assist our GIS person and I think in the budget annually from 2016 up through 2020 it was 15 or $20,000.

So the the town board and DPW knew that that was important that we needed to not only have somebody who was a very high paid individual, may I say W2, but also to give that person 15 to $20,000 um you know of a firm to help on that. And we looked at those five years of budgets and it ended up I guess it's good news. I don't think it is that we spent about a th000 to $2,000 a year, which you could say, isn't that great? We came way in under budget. What it meant was we didn't utilize MRB. So, we had a guy that was doing bit building inspections instead of GIS and that guy had no and his boss had no desire to inter interact with MRB.

So, this is what we had um at that time. I mean, I didn't know what GIS was, but pretty quickly you start to figure out, and I think from the presentation tonight, everybody, the page that has the pictures of the lighting district and all of those things, just to show you how this affects us every single day and why it's so important to have this mapping and know where this stuff is and be able to click on it and know how old it is and maybe plan for the future on when that's going to have to be repled. placed. I mean, that's just that's master's degree of GIS. We don't have a GED yet. It just happened today, didn't it, Art?

Absolutely. All right. Art calls me and I don't want to steal your thunder for when you present. But when Art calls me and says, "Well, it happened again, Tom. We're going along on a project and boom, we hit an 8 in lateral pipe that we don't have in our GIS system, so we don't know it's there." I can't tell you how many times over the last five plus years that I've been the supervisor that I get calls from highway or building or or whatever that they now have come across something that we didn't know was there. And I'm going to tell you right now how much that cost when all of a sudden we got to go and do kind of whatever.

I'll tell you that cost a lot more than had we back in 2015 to 2021 had somebody or a firm that was dedicated to updating this stuff. But that's water under the bridge. That's gone. I have an idea why we have duplicate stuff. I'm not going to get into that right now and I it's speculation at best. Um, I'm just excited at the fact and I want to thank Mark and I and I want to thank Keith because I think they saw immediately like this is this is a major problem. Penfield they have on their website an interactive thing for their citizens to go on and see where stuff is. That that's where we should be at.

We are a socioeconomic town. We should be at that point. But to to Keith's point, we're at phase 0, one, two, three. We got a crawl, walk, run. So, I want to thank you. I'll get off my soap box. Um, I'm all for this. I love the fact that we'll get monthly updates on this and I can't wait to roll into phase one or two or whatever, what we're going to do next cuz we have to put the foot on the gas of this thing or we're going to continue to have problems. We don't know our infrastructure. We don't know how old pipes are. We don't know what that lighting system is. We don't know any of that stuff.

How can you run an organization that way? So, I got nobody to blame by myself because I've been running this organization for over 5 years. So, the buck stops here. Can I steal your your thunder? So, our department, we we see and review every stake out that comes in for Webster. So, can you use the microphone, please? So we review every stakeout that comes into the town of Webster and we have to review it and act on it. So I saw this on the agenda in the last 10 days which was pretty light. We had 251 stakeouts come in for each and every one of those we have to go to GIS and we go through it throughout the day.

If nothing's on GIS then we have to go out there and manually look for it. So what Mark and Keith are doing uh impacts us greatly and we're looking forward to having an accurate system. Yeah, I agree it's important, but to John's point, I do think it's important to have stakeholder input along the way before moving forward with a plan because I I just if they don't have input to it, how do you know you're contracting for the right things? And the stakeholders are highway, the people who will use it, highway, sewer. I mean, clearly engineering is working on it. Um Josh, community development, I don't know, have you had input into the selection here?

Yeah, I was involved in the initial um conversations with ICS. The only other I think I guess point or question I would I would make is that while we're going through this process um we should probably make a determination whether we're going to hire a GIS person or we're going to outsource it so that when this report comes through we are ready to move forward. We don't have to spend another two months deciding if we're going to hire someone or not. sort of walking, chewing gum and walking at the same time. I I I will say that because you know, you know, in hindsight, I would have had Pat Stevens here tonight and Braden Connard because uh Brighton and Keith and I um on the W2 employee did a lot of calisthenics and found that because of the hiring market and because of the specialization of this skill, uh we were having a really hard time and it didn't we didn't know maybe the job market will change from when we were doing that.

Um, and that made us kind of change the way we looked at this and said and and it really as Mark got deeper into it, you said really we don't need a person right now. We need a specialist to come in and kind of straighten this out and get us at, you know, whatever. Then, as I think I understood, you said in this presentation, and it's written in there, as we go into the next phase, that's when you start to determine, do you go out and hire somebody? And the world's fluid. Uh, I don't know, maybe these tariffs will make everybody lose their jobs. And uh, and there'll be just a ton of people out in the job market in 3 months looking for GIS specialty jobs.

Was that the case when Breton, you and I were doing this back in the fall? Yeah, that can change. The world's fluid, so we we could hire a W2 person, right? If it stays static like it was back in the fall, my bet is that we're going to be hiring a firm, but we'll see. I'll I'll reserve judgment. to to caveat, we could the the level the the FTE full-time employee that we would try to hire for equivalent to a salary of say 69,000 was not readily available. Yeah, I I understand that and I remember that and I remember the search and I remember Braden actually um boosted a listing, paid a little more to to get it out there and really try to find somebody.

So, I agree it's extraordinarily important to have this and update this data for all of the reasons you mentioned and there's probably a handful more. Um I don't I don't I don't art are W were you involved at all in the input as a stakeholder for this data and what your requirements would be? I was not. Um however you you know I've worked with Josh in the past uh on previous projects like this and u you know I trust these individuals to at least get us off the ground to a place where we can then come together and discuss what we need. I think that's an important fact to bring up is with stakeholders, we're not excluding them.

We're just not ready for them yet. It's like we need to get the system correct and ready. And then we go to art and we go to Pat like, okay, what are your issues on this? Now that it's working and we can input what we need to input, change what we need to change, we're ready to run instead of at we know I I know what your issues are. When I toured the facility for the first time, I'm like, well, this will be on GIS. I'll just look at it when I get back. You're like, you won't find it on GIS. How is this not meant on GIS? Like, it blew my mind. This could very well be, you know, a situation where less is more.

Okay, fair. That's a fair point. My my other question is what other firms were considered for this work? So as part of the initial phase zero, we um had day engineering um they were about double the price. Um and we have our billing rates for MRB. Do we have the budget that we set aside for this project? Correct. There there is. Yeah. Okay. But we don't know you know like now that you you know we're going to like hiring a firm or anything like that. We don't know how much it's going to be. So the cost is going to be it's a not to exceed of 693 for this phase which is within the budget. Mhm. Well it would be nice if we could you know look into just a little bit of the grant that would anything that we can get you know that would help our taxpayer too as well.

Anything else? I think we covered it. All right. Well, thank you, Keith, uh, and Mark, our town engineering department. I I applaud the work and I'm and I know that, uh, from what I saw in the presentation, you will be working, it makes sense, with the arts and hats and Josh's, whatever, as as you move forward. That's great. Alrighty. Well, next up is uh I hope we didn't uh make it such that the boys can't play baseball now. Yikes. Cuz you're starting out about uh 26 minutes later than we had to schedule. Sorry. But um our next item up is a presentation on a potential code changes related to code enforcement.

Um, and I think both Josh and Usoto from the community development and code enforcement department are presenting. So, hand it down to you guys. Thank you. So, before we get into tonight's presentation, I just want to take a moment to formally introduce uh to the town board our code enforcement officer, Gusto Santiago. uh he joined our team in October of 2024 and was previously the code enforcement officer for the town of Parenton. Um I'd also like to just go through a brief recap of some recent history of of our efforts to kind of strengthen our our property maintenance code. Uh we first came to the board in the fall of 2022 uh alerting uh the board to some uh issues with our code in regards to property maintenance and a lack of applicable provisions that would help us to um tackle some of these problem properties.

So, we did have a subsequent presentation in February of 2023 um explaining what our proposed uh property maintenance code would look like. And we ultimately held a public hearing in April. Uh and the board ultimately did adopt that property maintenance chapter. Uh we did have a subsequent appearance last summer in July of 2024 where we came back to the board for a modification to the language dealing with uh penalties for offenses. And with now on board um and the the nature of some of the complaints that we've been getting lately uh we found more holes if you will or lack of tools to address certain issues.

So that is what tonight's presentation uh will cover. So with that, I'm going to turn it over to Hustto. All right. Good evening. My name is Hustto. Uh so today I'm presenting the several um subjects. uh the code enforcement procedure that's going to be a new chapter is explaining uh basically what I do um from from the moment I receive the complaint uh till the end. Also, the vehicle storage, it's going to be just an addition. Also, on street parking restrictions, portable storage containers and rolloff dumpsters and bacon properties. Those are going to be additions to the town code. Yeah. So, tonight is our first meeting to do the initial presentation of the code updates.

Uh we would like to follow up probably not at the next town board meeting. uh most likely at the May 1st meeting to allow enough time for both the board and the public to review the proposed changes, proi provide feedback, and then once we uh finalize that, we would come back for a potential vote on on the proposed amendments. So, for the code enforcement procedure, this is going to be a new chapter. Um, like I was saying, it's going to explain from when we receive a complaint either online, email, uh, staff observation and, etc., um, phone call. And so, this is going to explain as soon as I receive the the complaint, a site inspection is going to be conducted to confirm if reported violation exists.

So, I'm going to go out there, take some photos, um, if the violation exists. If not, there's no there's no violation and I can just close the case. Um, but the if there is a code violation, um, then that's where the code enforcement procedure begins. Uh, first step is going to be the violation letter. It's going to be initial, um, just a correspondence alerting the property owner to a violation. Um, that one's just going to be the first step. Um, it's it's going to show the code violations that they have, uh, the time I actually observed the violation and just notifying the the owner. Um, sometimes they'll they'll re they'll respond to the the code violation letter uh and then I can just address to them what has to be uh addressed and be in compliance with the town.

Um, if nothing if I don't receive a response, that's where the notice and order. Um, and that's going to be basically a compliance letter um stating a a certain time and date or a date um that has to be complied by. That's going to be the next step. Uh after that, if nothing's been done, it's going to go to the appearance ticket. Uh that's going to be a set um date and time with the town court. And after that, it's going to be the court hearing um once everything goes through. So, just to to clarify, this is currently not included in our code. So, we're looking to just codify what our current policy and procedure is.

So, this is an example of the violation letter. It's going to have the owner's address, the case number. as soon as I um we received that complaint um the relevant code section and the description of the violation and the corrective action. So, as you can see on this letter, the corrective action is going to indicate what they have to do to uh be in compliance. This is going to be the second step. Once um I don't receive the response or they don't comply by a certain time frame. Uh it's going to be the same thing. Owner's address, the case number, relevant code, but this time it's going to have a reasonable time period for the compliance.

And on this letter also, they're going to be the potential fines and penalties for non-compliance. It's going to be on the second page. Uh the first page is going to be more of a description of the violation and the penalties and also the corrective uh corrected by date is going to be listed on there. And after they don't comply by the notice and order, the appearance ticket is the is going to be the last step. This is going to show the owner's address, the violation code section, and also the date and time for the court hearing. It's going to show all the uh the code uh section that they um violated and um the date that they violated the the violation.

So, to add on to the town code, uh the vehicle storage, I've been receiving uh numerous calls and emails in regards to um abandoned, uninspected, unlicensed, uh inoperable, discarded, or junk vehicles on the property. Also for the outside storage, we want to strengthen uh the outside storage for the recreational vehicles and also for commercial vehicles and construction vehicles on the property. Also, the outside parking for storage and licensed vehicle. It doesn't specify or have enough detailed in regards to licensed vehicle. Sometimes they'll be parked on the front lawn or in the rear of the property or even on the side of the property.

Um, and also on storage on vacant properties. It there's numerous vehicles on on vacant properties, light, unlicensed, licensed, and this is just going to strengthen the code. Um, that way instead of having like on the picture on the top right, it's going to show multiple rec uh recreational vehicles that's being stored on the property in a smaller neighborhood. It's it's going to control the amount of recreational vehicles that owner can have. Um there could be exemptions in regards to if you have a larger lot or more acreage on your property. It we there's going to be exemptions in regards to that.

Uh the next one is going to be the on on street parking restriction. This is also going to be a add-on. Uh no port no person shall park a motor vehicle within the causes of sac unless said vehicle is parallel to and immediately adjacent to the gutter. I've received uh phone calls from highway department and also transportation for the school buses and there's a vehicle parked in the middle of the culde-sac and it's just making it hard for them to turn around. Also, um safety for children's playing in the culdesac. I'm just receiving multiple phone calls in regards to that. And there in the code section it doesn't specify also for called stack parking there is uh parking restrictions between a certain time um nove November 1st to April 1st that's when you there's a parking restriction and that's pretty much it.

So it's just in addition and strengthening uh the town code also port uh port portable storage containers and also the rolloff dumpsters. Uh it's just going to be an addition to the rolloff dumpsters to the existing uh portable storage containers. Um, this one is just going to regulate the total number of days on the property location and it the permit will continue to be required. So, the only addition to the town code is just going to be the rolloff dumpsters. Um, some properties have rolloffs dumpsters and they're going to have them there for several months and there's no permit required for these for the rolloff dumpsters.

There's a permit that is is required for the portable storage containers, but nothing for dumpsters. Um, I know there's several properties that have these roll up dumpsters, and they don't even they don't even have a permit on the property for any addition. They just have them there for a number of weeks, months, and this it's just going to control this the dumpsters on the property. the new uh subsection for uh for vacant properties. It's going to define the vacant properties also the security and routine monitoring of the vacant properties. So that way I can uh go onto the property uh inspect it for um open or secure.

Um, sometimes there's properties that are open and I can't go onto the property and actually um check to see if there's a door open in the rear of the property or even on the side of property. You can see it from the right of way. Um, also this is going to take um more photos to check the rear yard of the property for vacant properties. Um, for that way we can do more inspection for combustible waste materials, overgrowth for grass, um, unbanded or unlicensed vehicles. Um, and then there's exceptions, uh, vacant lots and developed areas and agricultural lands. And that would sum it up. Um, so we're just going to be awaiting for legal reviews, feedbacks, town board resolutions to set up a public hearing, hold public hearing, make final edits, and adopt into the town code.

And this is going to continue to aid the staff in addressing resident concerns. Thanks and Josh. Um any questions or comments from the board? No. You um the only question I had was on your answer on your last slide. So good job. Thanks. So you feel that this will give us a stronger standing should we have to go to court? Is that correct? Yes, that is correct. I know we've had some issues in the past and and that new process that Hustto described is a culmination of a lot of the discussions that we've had with our legal team in an attempt to shore up the whole court paperwork process. So, we'd like to get that uh as I mentioned earlier into our code so there's no ambiguity on what our official process is.

Now, I don't know if this next question. I know um Kyle, I assume you'll be reviewing these. Yeah, the draft of the code. I'll I'll work. Have you sent that over to John yet? Um I don't believe so. Okay. I I just noted you said you were awaiting legal review. I wasn't sure if it was with us yet. We um just finished the final edits earlier this week, so we will certainly get that out to everybody. Okay. Yeah. If you want to send it to both of us, uh I'll be reviewing it. Okay. Thanks. and we'll also be posting it on our on our website so that the public has an opportunity to review and then uh hopefully we'll receive some feedback at the public hearing and go from there.

So what what does a current permitting of a dumpster consist of? A dumpster or a portable storage containoff? Uh, well, I think right now our code is essentially silent on rolloff dumpsters. So, I will assume that if I want to get a dumpster for my house to get rid of a bunch of debris, right? Right. Now, I have to get a permit and pay money for it. um if it's going to be there for an extended period of time. I believe if we're mirroring the portable storage container regulations and we're just adding the rolloff dumpster into that, there are certain provisions where you will not need to get a permit.

Uh, for example, if you have an active building permit and you're doing a renovation project that requires storing of of materials and and tools, you do not have to get an additional permit to have the storage container. Um, but they are limited because we certainly have some properties where these things have been there for months or years. So, we're trying to curtail that from happening. Okay. I'm just I'm just I'm I'm raising this because to to rent a roll off or dumpster, whatever you want to, it's very expensive. Now, we're going to tack on more money for a permit. Yeah, I I I think the cost is minimal.

Um I think it's maybe $10 or $20 for the permit. Um but again it's it's to ensure that we have some control over these things not lingering and being there for too long. Um currently you're allowed to have a permit gives you up to 6 months to keep keep it on your property and you're also allowed to renew it uh for a three-month period after that. Great. I assume you can't store it in the street. That is correct. or on the grass. It needs to be placed on the driveway most of the time, I believe. So, if it's your own property, okay, and I'm going to pay $400 or $500 for a rolloff, why does the town care work whether I put it in the driveway or the front yard?

Um, well, I think that it's just a matter of keeping a neat and orderly appearance in our residential neighborhoods. I think that it's a pretty common requirement in municipalities. You don't want things just half-hazardly all over the the yard. I also think it's a requirement of the rolloff company because they've got to be able to drive the truck up to drop it off and be able to pull it out. So, a lot of these companies have pads where if you don't have wide enough driveway, there are pads they can put down for it so it doesn't incur the damage. All right, I'm just going down a rabbit hole. We'll talk about this later.

I think it's important to make the changes, but there's I agree there. I I think it's fantastic and being able to enforce some of these things is important, but at the same time, you don't want to penalize people who are doing the right things. Correct. So, say say you're getting your house remodeled and you just have uh like a short period where that dumpster is going to be there cuz it's just you know demo day or a week. Do you have to get a permit for a week or is it just if it's a longer period of time? We have the ability to use some discretion and we we do I mean there have been instances where has reached out to a property owner and they've said, "Oh, you know, I was just cleaning out my basement.

it'll be gone by tomorrow. You know, we're not going to open up a case and find them and pursue something like that. Um, it's really just for the for the folks that refuse to comply. I understand that. That makes sense. That makes sense. Thank you, Jos. So, the only thing I would ask is that uh you get with Bridget, I think, uploads to the website on page two. Meeting number two would be May 1st. Yes, we're going to make that change. And then meeting three would be at the subsequent to that. Correct. Good. Um just so anybody who pulls this down has the right time, right? No, we're going to make that correction.

Great. Okay. Thank you. All right. Thanks, guys. And I apologize, boys. I hope it's not too late to play baseball, but don't blame your dad. Blame me. Okay. They're shaking their heads. Yes. Yes. These are citizens of Webster, Kyle. They're like, "Yes, I will blame him. It's great. Get him young. Anyway, uh our next and last uh workshop uh agenda item tonight is an update on our uh 12,000 linear feet of sanitary sewer conveyance pipe project to support uh Fairlike plant uh the T-our road uh to the trunk line on Phillips Road. And we have Oh, jeez. We got people here from uh Well, no. Oh, Paul's not This is Costage and Art, not Paul.

Correct. Paul's here for support as he's been, you know, with with the project the entire time, but this it's uh Costage as well. So, Mike and Art, I'll hand the time to you. Okay. Um so we are here to discuss uh two change orders and we're going to give a little uh project overview of where we are at this point. So I'm going to Mike if you want to go ahead and give it up. Sure. Um so I think I was here about a year ago at this time kind of introducing the project to this board. Uh as just a reminder to that project, this is associated with the Fairlife project. It's a sanitary sewer upsizing to allow for the additional flows from that facility.

Um, and in this first slide, you can see about 95% of the project has been completed. Um, they're kind of in the final stretch right now. Actually, since this slide, I think they've even advanced another manhole or two more down the road. They actually have two manholes left of the sanitary of the sanitary. They have to go back through and replace some storm sewer on Schlaggel and do some restoration work. As you've driven by Schlaggle, you've seen it's it's not uh it's not finished. Um so, um a lot of progress has been made since this started. Um and unlike uh not unlike any other construction project, there have been change orders associated with this.

Um and most of them and been fairly minor um quantity adjustments and the like. Um but I believe the two that are on uh the town board agenda are related to change orders three and five. And I believe those were over the $50,000 that needed town board approval. So, first one, change order three, um over by well, this is the change order five. Um but change order three, just going in chronological order, was associated with um re slight relocation of some sewer uh in Bolter Industrial Park. The original plan for the entire project was that the new sewer stay in the same trench, same location as the existing sewer to ensure that it maintained it stayed within the easements uh and that the variable high bedrock throughout this whole area uh wouldn't be encountered.

So, the goal with this project is wherever the sewer is before, it's going to go back in the same spot, just larger to accept these flows. Um over by uh uh Bolter, there's a large 54 inch diameter uh water water authority uh distribution main uh that was put in after the sanit sanitary sewer was put in. Um the record plans that we were provided from the water authority uh indicated that we had plenty of clearance, but when the contractor got out on site, it was evident that uh water authority ran into bedrock and they placed their water man right on top of the sewer. Uh so uh to avoid damaging the giant uh distribution main uh it was decided to reroute uh around that.

So we had to add a couple manholes and a little bit extra run of sewer. Um those were all essentially uh quantities that the contractor had given us prices for. Uh so they just updated it based on the additional materials. Um and then change order five uh which is the larger one um along Schlaggel Road um from Phillips basically up to the elementary school. Um it was discovered that a speestous pipe uh was the original pipe in the ground dating back over 50 years ago. Uh the town did provide record plans um and in one small corner it made reference to uh an abbreviation for asbestous pipe. Um, but that was was not uh not noticed by anybody during the the design process and it wasn't we weren't made aware of it until actually the contractor started removing it and we say, "Hey, wait, that's not we thought it was reinforced concrete pipe.

This is asus concrete pipe. Uh the difference is that asbestous is a contaminant and uh per the department of labor needs to be disposed of uh properly. So it can't be disposed of in the same manner that normal pipe could be. So as a result of that uh had to get uh Paradigm and another uh asbestous handling company on board uh to work with the contractor. Uh this also did cause the contractor to submit a change order uh due to the uh delays um in in which it would take to remove it. Um they submitted change orders for increased time, increased labor um uh to to do that work. Um at this point we're out of the asbestous.

It's all been removed. Uh the asbestous handlers are offsite now. Um so that was uh the larger change order. Um and that has since been addressed and and and remedied. You said that the uh there was a note I would assume on one of the drawings that there was a speestous there. It was a handdrawn plan. It was, you know, a blurry scan of a plan and it was in one corner it it wrote uh it's ACP, but I think in our haste it was it looked like an R. So, you know, due to the depth of the sewer being about 20 ft deep, 24 24T deep, uh it would be an OSHA restriction to go down in it. So, uh, didn't go down.

You know, in hindsight, maybe should have gone down due to the age of the sewer and tested it beforehand, but it was I think this project was fasttracked, uh, due to kind of when it needed to be done. Um, and it was it would have been something that would have needed to be handled regardless because there are no we first thing we did was looked for alternate routes just avoid this altogether. Um, but there were no other easements available. this area uh where we're in uh it was very narrow easements to begin with only 15 feet foot wide easements and there's water mane and utility poles that were all uh in the way.

Um so uh it was decided to to remove the asbestous pipe and it it's our opinion that if it were put out to bid this way likely would have incurred higher cost than if it were handled this way. If it were o open bid, a contractor would have put higher prices on it if it were open bid versus um actually the contractor was very willing to work with us. I understand that. I I I I guess let me ask you this question. Okay. Um because I know in certain houses that were built in a certain year and we go in to do renovations, it's automatically mandatory that we have to do an asbestous survey. Do those same requirements are they gerine to pipes that have been under the ground for 50 years?

No. And actually replacement of pipes of this vintage are somewhat rare. Most of the pipes of that age are still in the ground today. So this is likely something the town of Webster going forward is going to have to contend with because you probably have a quite a bit of infrastructure right now that is asbestous concrete pipe. Yeah. All right. Thank you. So, and and you know, here's the thing. I would like to thank Paul and Mike and and your team to be able to pivot as quickly as they did to and and Thomas, we can't forget Thomas to try to keep this going, you know, hydraulic different hydraulics uh and layouts and trying to minimize costs and working with our contractor.

The the fault lies with me. This is my project that these weren't brought to the board. We were moving so quickly. That's on me. Uh Paul was aware of everything. U But you know what? I I I'm going to I'm going to disagree with you on this one. All right. I appreciate you throwing on the sword, but I think the overriding thing that needs to be remembered here is that this project is being done because Fairlife needs that pipe larger. And we negotiated a contract with Fairlife because we decided as a town board last year that hey, as long as we're making this for 2 million gallons a day that you're going to do, we might as well while you're in the hole, uh, putting new pipe in, what if we made the pipe a little bigger and got the town 800 gallons 800,000 gallons more a day capacity.

And for that 800,000 gallons more of capacity, the town is going to pay 4% of this project. So Ko Fairlife is paying 96% of all cost of this project. The project was bonded for 7 million 7.1 million I think and when it came in it was going to be at about 6.3 million. So Ko Fairlife who the one thing that I've said probably have just pounded into art. I don't care what happens on this and let me finish that statement. As long as you let CO Fair Life know every step of the way, they need to know every contingency move, every change order because they're paying 96% of it. And Coke Fairlife is like, "We need this project done yesterday.

They wanted this thing done in December of 2024 because their schedule was to start putting flow down through there on a test basis in April of 25. So, as this was happening back in November and December, believe me, our office got a ton of calls because we had a close down Phillips Road. It was there was a lot of mess involved in this thing. All right, we're trying to move fast. We're trying to acquies to Coke Fair Life who's ultimately paying 96% of it. this project now with these delays and this change order and whatever which Kyle this is called Nunk Pro Tunk. So we're just going to as Charlie taught me we're we're we're going to get this all papered up.

I'm not going to put any blame on anybody on this. Coke Fairlife knows exactly what's going on. Coke Fairife has been apprised of this. Ko Fairlife is at a point in their plant where they're not ready to put flow down here on a test basis in April. So on the last page of this where this is going to be done in June, Coke Fair Life is like that's okay because we won't be able to test this thing probably until August or September. How many times will I have to say during this CO Fair Life? They were the ones that needed to be appeased on this because they're paying 96% of it and they were made aware of it all the way along.

I don't know if you Art, I appreciate you saying it's your fault this and that. The fact of the matter is we're coming back. We're we're documenting this up. This is not this we are getting 96% of this project paid for by KO Fairlife. They are well aware of these change orders and they know that you do the math on these two change orders. 96% of that is being paid by Ko Fairlife. So I think that's very critical to this and I appreciate what you said, Art. Nah, we'll get you when it's something really your fault and it ended up being a real problem because I mean I I look it's like a car accident.

Someone could have swerved. Paul Adams knew this was going on. I knew this was going on. I don't think I know if Kyle knows it was going on because you were just on boarding back in November and December. A lot of us knew and no one said, "Geez, you know what? That's a change order that's going to be over $50,000 which needs board approval because it's still a municipal bonded project. It's a hybrid bond of 10 years that is basically where we can stand in a mountaintop because Barkley Damon and uh their attorneys for Coke Fairlife negotiated this and constructed this with our attorneys both Charlie Janessie at the time but our outsource attorney Jeff Storch from Harris Beach because we needed to be above reproach and say hey we are not ingratiating a private company on public infrastructure in this 10-year bond you can stand on a mountaintop and say to the world, "Yeah, this is a municipal project.

They're paying 96% of it." All by the book. That to me is the most important thing to remember on this. Not so much that we should have come here in November and December and gotten this change order taken care of. Ideally, yes, but in the whole scheme of things, we're good. Thank you. And I appreciate that. I I do take ownership of these uh projects. Um, but to your point, there was no time to wait for another board meeting and so forth, but I I do appreciate that. Um, I do take ownership of this stuff and u we'll keep trucking trudging along and uh get it done. So, I'm confused. This is done and like all the all this work is done and it was done in October and November.

Change orders were um issued at that point. Some of the work is done. Some of the work is uh being completed. Okay. In October. That was I I could have sworn this was like a December sludge thing, was it? Oh, shouldn't say sludge around sewer. Change your Let me see. When you first told me November, we found end of November. End of November. I I had a feeling it was going into December and it was like, oh, yeah. And the first thing we did was go to Coke Fair. We did. We absolutely did. And uh we cut open Phillips Road and uh right after. Okay. So honestly, uh town board members, uh you know, if if you have questions, concerns on this, I I because we have this as two of the 10 resolutions on our next meeting after this workshop.

I mean, we can either talk about them right now during the workshop or when we come in five minutes because we got to shut down, right, Mark? And start again. We can continue to have discussion when we go to those two resolutions. I just had a question about the asbestous. That's my only question. And hey, I asked because we have a standard when it comes to residents. I just was wondering if the standard was the same for underground. That's all all casting any aspensions. whatsoever on the cost or the timing whatsoever. Asking a question out of curiosity regarding asbestous. Yeah. All do regulations were followed and we had a uh a asbesus uh certified handler and we had a monitor on site.

I just want to say my monologue was not because John I thought you were casting this aspersions. Whatever. There's people in this room. There's people going to watch this thing. If I didn't say what I said, nobody's ticking and tying that this is a Coke fair life project that they're paying 96% on and that we cut a contract with them a year ago to do that and that they're they needed this done fast. If that wasn't spoken, I don't think that's in the records. It won't be in the minutes if I don't say it. It had nothing to do with me interpreting that you were casting dispersions, whatever. But no, that was not, you know, I think that was a good good question.

So again, all Department of Labor uh rules are followed. All right. Well, that I think concludes the workshop. I will say that I talked to Art about this today. The thing that I'm excited about on June 30th is that I talked to Paul Adams, our finance director, today uh the payment due on the bond anticipation note for the 6.3 million that we went into debt last year uh in August on this project. That's due in August of 2025. And we pay the bill whether it's interest only or principal and interest. And then per the contract within a certain amount of days, Fairlife pays us 96% of that. We have to pay the bond directly.

It's our bond. Um then Paul having all the costs because we will know the exact actual cost by then because this project will be done for a month and a half, two months. He now can tie up exactly what the last nine years of the bond is. the bond anticipation note for the first year was kind of a, you know, where are we at at this point? And it's it's meant to be a one-year thing, but then he's going to lock in the interest rate for the remaining nine years. And it'll be a 9-year amortization schedule for the remaining principle and interest. And based on the contract we have with CO Fair Life, when we make those bond payments in the years 2026 through 2034 per the contract a few days later, we will get 96% of that reimbured to us by KO Fair.

So, it's important to have the exact final dollars known. Uh, I'd like it to be a month to two months ahead of when that August, uh, tying up paying the last year's ban and setting up the last nine years of the bond. put a nice ribbon around it and as long as we put it in the system to build them for the next nine years. My guess is over that time, the 800,000 gallons a day that we have other places that can lateral into um I couldn't even tell you how much uh income we'll pick up revenue from the onetime tie in laterals, housing developments or something on the Xerox campus, but I think when we figured it out at our current $1,000 per edu or our industrial whatever.

I think it was around $5 million, right? Yeah. So, the ROI on that was pretty good. Yeah. And that's why the board at that time, if we remember when we did this deal, we said, "Well, 4% of a potentially $7 million project is uh $280,000. Why would we spend $280,000 to upsize this pipe by another 800,000 gallons? potential for $5 million in one-time revenue as other developments lateral into that or more likely development on the Xerox campus. That makes sense. My all of it makes sense and it's was the right thing to do. It's the right thing to upsize it for the future. No, no questions about all of that.

My only question is maybe it's a silly question, but if this change order was signed in November, it's it's April. Why? Just why didn't we see it sooner? Why didn't we know sooner? We dropped the ball. Yeah. And it went it came up. Paul brought it up at a meeting when we were putting this together. He goes, "You know, those are over 50,000. We really need to go to the board." And as soon as he said that, it went on this agenda. Art missed it. Like I said, Kyle, I'm not going to hold you responsible because you were onboarding back in November and December, so you really weren't at the table for these meetings.

Paul, myself, Patty, you know, we're moving fast. I've already said this. I'm being redundant. My whole mantra was, does KO know speak now or forever they'll hold their peace. I don't want to get back in the room with their attorneys to have them swirl on us when they say we weren't aware of these change orders and we never authorized this and that's not part of the contract. That was my concern. And because that was such a focus of my concern, I took my eye off the ball of municipal law, if you want to say. Now, Kyle, I think as you you know, nunk pro tunk, we are we have a mechanism to remedy that.

We're doing that tonight. So, that's the answer. Okay. Just never thought about it. And when we did, I think it was a couple weeks ago in an all things sewers meeting and Paul said, "I think you got to bring that to the town board. I think that paper it up." Mhm. And here we are. Okay. All right. Do they not have to pay if it was They They agreed to it, but it isn't in writing. So, we trust that they're going to put this whole thing in writing and agree to pay for everything. Uh they did the difference. It was always important for them to come back and just paper trail that. Yep. Go for it. Move ahead.

We We understand. Okay. The contract is for the bonding right now, which is 7.1 million. We were floating around 6.3 6.4. These change orders get up to around 68 69. So, it's still within the size of the bond, which is which is good. So, you don't have And within the size of the contract. Yep. Okay. And the contract that we have with KO has flexibility to the the the the final cost of the project changing. It has mechanisms for this type of stuff. Um most most that's all good. Most construction projects have contingencies with respect to change orders. changes are above above and beyond the original scope of a project and are subject to uh I think you labor materials overhead and profits 100,000 left of contingency as of now we around that we do uh there's some debits and credits and this is a uh fluid situation if you will because of uh what we're dealing with you know soils and and pipes and 24 foot depth and uh but yes if you that's about where we stand.

It's going to fluctuate though as we move forward. Sure. Well, thanks guys. I just have no keep going. Keep going. Let's let's I'm going to ask this question does I ask our offline? No, you honestly because we can start this regular board meeting late. That's not against the law. We can't start it early. So, I'd rather let's do it. So I think you had mentioned that um Monro Monroe County Water Authority had put their pipe over our pipe. Yes. Yeah. When they did the uh treatment plant what 10 15 years ago, they ran a distribution main running from the lake south uh and it went over top the existing sanitary sewer.

Um you know the record plans they had provided us were based on their design plans. Uh and it turned out that it wasn't built per their original design plans. You know, lo and behold, when we discovered the issue, one of the inspectors from water authority came out and had a hand sketch of how it was actually built, but never got put into their their system. Then should they be accountable for some of the expense? So, is that is is that allowed for, you know, one line to go over directly over on another line? It is. Generally, there's clearances that must be provided. Generally, it's 18 in between water and and sewer.

And again, I think it was just a factor of there was a lot of bedrock, high bedrock in that area. Um, and I think they they kept it as shallow as they could keep it and um were barely able to get over the top of the existing sanitary sewer. So when we came through to replace that, you know, there was rock that needed to be chipped away and there was fear that doing too much work close to this main could damage it and last thing the town wanted was a a big water main break. So it was they were within the clearance or they were outside of where they should have been. Should the pipe have been put where it was yet or not?

It should have been it should should have been more separation between the two and they did not build it that way. just I think again I can't speak for why the water authority did it the way they did it but um that's what was encountered in the field is that something they should be held accountable for not a question that could be answered in right two minutes here but theoretically maybe I was just curious I would talk to Coke fair if they want to pursue that um since they're 96% 96% of this uh um KO fair and I don't want to speak for them you know they will put a premium on speed much more than hey let's stop the presses and I get it and see if we can you know I get it I I get it I think we all understand the question I don't know anything Nope.

All right. Thanks. All right. Well, then that concludes tonight's town board workshop.