Town Board Workshop

30, I am opening up the town board workshop of June 18th, 2026. Up first, we have a presentation by director of community development, Josh Artuso, looking for us to apply for a 2026 consolidated funding application. So, Josh, please take it away.

Thank you. So, each year gives a presentation to the town board at a workshop about upcoming grant opportunities that we'd like to pursue. Tonight, I will be presenting on the one application that we will be pursuing this year, and it's affiliated with the smart growth community planning program. So, what we'll cover in tonight's presentation is what is CFA. That is the program in which we'll be applying through. What is the smart growth community planning program? We'll talk a little bit about estimated timeline, cost, and required resources. And present some options and next steps for discussion. So, what is CFA? So, it is the state's consolidated funding application, which is a process that allows applicants, including municipalities like the town of Webster, to be considered for multiple sources of grant funding for a project by simply filling out just one application. There's a variety of state funding

agencies that offer grant programs that address a wide variety of topics. Um, the application portal opens in May of each year and applications are due this July 30th, 2026. Um, CFA funds have successfully been obtained through this grant application in recent years including for Sandbar Park design, the Salt Barton construction, and as well as the comprehensive plan update. So, the smart growth community planning program, it supports key initiatives including climate resilience, housing availability and affordability, accessible and livable communities and waterfront development. So, eligible projects include new or updated comprehensive plans, which we are currently in the process working towards bringing forth a draft plan for public review. And it also covers updated community-wide zoning regulations, which would be the next step after the

comprehensive plan update is completed. So, this is essentially the same pot of money that we successfully obtained for the comprehensive plan update and we'd be seeking funds for the next step of community-wide zoning revisions. So, as I just mentioned, that's what our request would be the community-wide zoning regulations that would align with the recommendations set forth in the comprehensive plan, which is expected to be completed later this year. So, this year for this particular grant program, there's $4.8 million dollars funding available statewide. The minimum request that you can make for this is 75,000. And the grant can fund up to 75% of the total project cost. And there is a 25% local match that's required. And that local match can either be in cash or it can be in in-kind staff contributions for town staff that work on the project. That's actually how we're doing the

comprehensive plan update, uh similar uh funding with a local match and we opted to do in-kind staff contributions rather than cash. [clears throat] Um so, for eligibility for this particular grant program, a municipality must have a comprehensive plan update under development through the Smart Growth Community uh planning program, which we do. So, just to kind of refresh everyone's memory, this is a slide that was um from a previous presentation when we were presenting on our pursuit to start a comprehensive plan update. So, as you could see, um historically the town has updated its comprehensive plan every 8 to 9 years with the exception of our current effort, which um has exceeded what we would have liked to do. So, we do expect to hopefully have an adopted comprehensive plan, an updated one, sometime later this year. And then again, the next step is to actually uh align our code and our regulations to the to the recommendations set forth in

that plan. So, the estimated timeline and cost. So, again, this is from a previous uh uh presentation. Initially, the comprehensive plan development was estimated to take about 18 to 24 months and cost approximately 125,000. We feel that the zoning code revisions um could probably be completed in a 12- to 18-month period and we are estimating um that that effort with either additional uh professional consultant resources would be in the $150,000 range. So, again, just to refresh everyone's memory, um in 2023, the town received $100,000 through this funding source to complete the comprehensive plan update that's currently underway. And what I have here is kind of a a cost breakdown showing um the cost of the project and then if we were successful in getting the grant. So, for example, the comprehensive plan update, we know um the maximum amount of

that is going to be 125,000. Uh our local match was 10,000 and again, that's [clears throat] just uh in-kind staff effort, not cash. So, the total project in actuality is is costing 135,000. We essentially were funded 100,000 by the state and the actual cash cost to the town was approximately 25,000. Assuming we're uh successful in obtaining the next round of funding with the zoning code revisions, um the town would essentially be looking at either a cash match or in-kind contribution of about 37,500. So, zoning code revisions, um some of the resources that are going to be needed for this effort, um we're going to need funding for outside professional consulting services. Um they're going to have to do a lot of data collection and analysis. Um they're going to have to review the new comprehensive plan and identify areas that are currently out of alignment and develop codes and regulations that

support the recommendations in the plan. And there's going to be a heavy public engagement component of the project. Um definitely a lot of publicity, focus group meetings, citizen stakeholder committees, and a variety of public feedback that will help um guide that process. And then we would also need some technology resources, um much like we did for the comprehensive plan. In fact, we could probably, since the town owns that webpage and domain, we could probably transform it uh into the project webpage for this portion of the project. And then we'd like to have an interactive mapping and serve survey component uh to collect public feedback as we go through the process. So, potential funding sources, again, uh this one seems to be the most logical. Um what we've found historically is that once a agency funds an initial step in a larger project, um and you [clears throat] successfully complete it on time and on budget, you are uh significantly more likely to obtain the next round of funding.

Um so again, our request would be for 150,000, and the local match requirement would be 25% of that either in cash or staff time. Or the town can budget for it as a part of our next year's budget. Um as you'll see um working with Paul we have to reflect um revenue if if we are successful in the grant, so I do intend to include in my department's uh budget for next year 150,000 for this effort. Uh and then if we were successful in obtaining the grant, uh that would offset that cost. So next steps, um this would require a town board resolution authorizing us to submit the grant application and commit to the local match. We would then work with our professional grant consultants at Gino Connell and Associates to develop a competitive application. We'd submit the application through the portal prior to the July 30th deadline.

And typically we will not hear back for quite a while. Um they announcements are typically announced in either late December or early January. But we do want to hit the ground running once the comprehensive plan is adopted, so there is some pre-work that we can do uh in the meantime while we're waiting to see if we're successful with the grant or not. And I also have an email to the Department of State um asking clarifying question that if if the timing aligned uh that you know the comprehensive plan was adopted in late summer or early fall and we wanted to proceed and maintain momentum if we could begin before hearing if we are awarded the grant and if so, would would those expenses be eligible to be reimbursed? So, I have not received a response to that question yet, but that is something that is under consideration. And then we would prepare for the kickoff of the project upon you know, successful adoption of the comprehensive plan. So, with that I'd be happy to answer any

questions that anyone may have.

Thanks, Josh. Um, I have nothing but we'll go down the line. Councilman Hunter?

Sure.

[clears throat]

Um, just out of curiosity in terms of the in-kind aspect of this, how is that quantified on the town's end to justify the the amount?

So, we are required to track our time and effort spent on the project literally in hours and then we have to provide our salary rates for the staff that are participating including fringe and benefits. So, we have to track that and submit it quarterly.

Okay. Now, there is still some conversations floating around Climate Smart Community and the potential of bringing that back. If we were to do that, would that benefit this grant application at all?

I did take a look, I had an opportunity to take a look at the application questions earlier this week and yes, there is one question that asks if we are a registered Climate Smart Community and it it would give us I believe two to three extra points.

Okay. Thank you.

That's what scoring was based on everybody's opinions and then generally we select um hopefully they all come in in a at a similar price point and that was the case with the conference of plan process, too. Um so, then yeah, we basically develop a evaluation matrix, points based. You know, we we look at their um relevant [snorts] experience in this type of work. Um who the project team would include from from their side with their resumes. Um they they submit, you know, examples of their work and past projects that are similar, and then we evaluate those and rank them.

What does the internal team consist of? Cuz I know that when we used to do this sort of thing that the particular liaison to that department was always involved, but it seems we've gotten away from that.

Um yeah, I mean, that would certainly be appropriate. I know for the conference of plan, we had um myself, um our junior planner Erica, we had the town engineer, um who else was on that? Do you recall? It was six or seven individuals.

Okay. That's all I had. Thank you, Josh.

Yeah, no problem.

Councilwoman [clears throat] Wright?

I'm just curious about the requirements for the need for a consultant. Is there any portion of this that the town staff could do, or is it such a unique requirement that you need outside consulting?

Well, I think um well, town staff will obviously be very intimately involved. I think the assistance that we need that we currently don't have the bandwidth for is the large public engagement efforts that are going to be required to move this project forward. Um yes, we have very limited bandwidth at this point in time, so I would highly recommend consultant services. It would probably expedite the whole process. You know, now that we have a moratorium in place, the clock is is kind of ticking, and I think it would take much longer if we were to just perform it in-house.

Bridget, is that something that you or your team can help with? The public engagement and focus groups and stuff like that?

Yeah, and we have been working with Josh and Erica and Colliers on the comprehensive plan portion of this and will continue to but I would defer to Josh and Erica on um if that goes above and beyond what could reasonably be performed work performed by town staff.

Just a quick follow-up on that. Does that mean that Bridget, with you being involved, we could count the communications department as part of the in-kind match? So, it would be you, Erica, and Bridget's time as an in-kind match?

That was going to be my next question.

I would have to get clarification on that. I know certainly grant administration and tracking and quarterly reports and project status reports, that time can all be used as in-kind staff effort. I would imagine that communications could also be included in that, but I would have to verify.

I'm sorry, Councilwoman.

That's okay. Um I think those were my only questions. You already spoke to the $150,000, so we it's it's a specific skill, you need the support, it's going to be in the budget, so that if we aren't successful with the grant application, then we still have the funding, which would be very important since we already did the comprehensive plan and this is the appropriate or really required next step. Um we would fall short without this project. You're up.

All right. Um is 150,000 the max or is that just we think we need?

So, the grant program itself just has the minimum request of 75,000. There's no maximum. Um and I'm conservatively, based on our past experience with the comprehensive plan and conversations I've had with Councilman Cahill, I am being um more generous in what I think it'll need. I think it'll actually come in under that, but I don't want to underfund the the project.

I'm more worried about going higher than going lower, like

Yeah, and we did reach out to several of the firms that are that do this and they all unanimously agreed that that sort of effort would come in under 150,000.

Okay. And then on the town side for the match, you know, do you have any of like what's your current budget and how much is going to be a cash outlay versus in kind?

So, it's either one or the other.

Correct. But do you have a budget of like we think cash will be 10 and the in kind will be 25?

Say that again.

Like if it's the if let's say the match is 25,000.

Mhm.

Do you have a budget of how much of that is going to be cash versus in kind labor?

Well, we would either select we're going to pay our required match in cash or we're going to do it with staff time. It wouldn't be a combination.

split.

Correct.

Yeah, well, I mean it sounds like then like in kind's better than the cash cuz in kind we're already paying for your salary.

Right.

Right. So, the more that, the better.

Yeah, that's how we did it with the current project.

And then for the outside consultants, so it's a mix of media help and how much are the consultants doing like drafting the zoning changes and things like that?

Yeah, they would probably be uh drafting quite a bit of regulations and and language um for committee and town staff and legal review. Um yeah, they would be pulling from, you know, past experiences and best practices and, you know, professional folks that are in the business of revamping zoning codes.

Okay. And then so the grant is due July 30th. Has it been started or where we at? Is it a

Um no, we've been provided with a checklist from our grant consultant. Um before we expend a lot of time and energy, uh we wanted to know that the board was supportive of it before deploying our scarce resources.

Okay. And you think 6 weeks is enough? I mean, I don't know what the checklist looks to know.

Yes.

not a a massive grant with this scope to do.

No. Um there's a description, there's series of questions, we have to put together a proposed budget.

Okay.

Um yeah, no, we've we've identified a time frame with deadlines where we think we can reasonably put together a very competitive application.

When do you think it'll be done? Like will be submitted before the 30th?

Yeah, so the next step would be um in 2 weeks we would bring a resolution to the board and if they um were to authorize [clears throat] us to move forward, we would hit the ground running and I believe we have in our timeline, we have it completed by the third week in July.

Okay. Then I think the next biggest question so far and like we talked about earlier today is just figuring out can we use labor from pre-grant date?

Right.

In-kind like the the Colliers Was it Colliers today or was it

Yes, our meeting was with Colliers.

brought up of that. That'd be good to know.

Yes, and and I they do have a question and comment period up through tomorrow and they'll be issuing a compiled list of all comments that they or questions that they've received and answers to all of them and they'll be distributed [clears throat] to uh anyone that's reached out to them. So, yes, I will I should have that information prior to uh the next meeting.

Perfect, thank you. All right.

Anything else that's come up?

I'm all set. Thank you.

All right.

Thanks, Josh.

Thank you. Thank you.

Up next, uh very exciting project here, previously known as Fast New York, but now that the funding source is there, it is the Webster Transportation Infrastructure Project. So, uh to talk about that is Leanne Kimber of the Webster Economic Development Alliance and Keith Mortimer, our town engineer.

Good evening, everyone. How are you?

Good.

Um so, it was brought to my attention. I'll start by saying, so tonight our we're kind of 2 weeks ago we kicked off sort of the seeker environmental review process, um where you determined that you would nominate yourselves as the lead agency. Um tonight um Keith and my goal is to give you an overview mainly of what this environmental review process is, what your role is, what the time frame would be, what's expected of you. Um but before I do that, I want to go to the first slide, was brought to my attention that um Keith, are you doing

Yeah, I

Okay.

Let me [laughter] figure out the controls.

There you go. Brought to my attention that it might be helpful to do a brief refresher on what this project is and why we're doing it. Um so there's a couple of different reasons. Um you can see on your screen the slide I've shown many times before that gives a sense of the scope of the roadways that are going to be extended or improved. Um starting with the extensions which are numbers five and six. Um those are generally designed to improve circulation and access through the entire area of the northeast area for technology. Um but specifically number six, the Bolter Industrial Parkway is a critical connection for the Fairlife facility. Um yes, the facility currently has access to 104. Um but that is via a at-grade intersection um on Basket Road where trucks would have to turn left or turn right onto or off of 104 um fighting with other traffic and signals and opposite turning movements. Connecting to Salt Road gives them a interchange connection to 104. So they'll have an on-ramp more time to, you know, get up to speed. It's a safer condition um for this volume of trucks to be getting onto and off of 104

and accessing the site. So that's in general um the primary reason for number six, the Bolter Industrial Parkway extension. Um number five similarly, Chiyoda Drive will create additional circulation and access to and through this area, specifically the western part of the campus um which has been slated as a high priority site for redevelopment in the Reimagine Webster BOA Nomination Study. Um the other projects, one, two, and three, are um rehabilitation or restoration of existing roadways um that are within the village boundary but are currently owned by Xerox. Um the reason that we need to improve these roadways is so that they can be Well, the roadways need to be dedicated from Xerox to the village to make them a public right-of-way to facilitate subdivision, development, reinvestment on this campus. Um access to this these properties has to be via a public right of way. So, that's why they need to be dedicated to the village. The village wants them to be improved in order to take dedication. So, that's kind of where this grant comes in. We have funding now to improve the roadways. The village takes on these roadways at a good condition. Um so, in general, that's the purpose of this project. I know it's been a while since

we talked about this last April. Um so, I just wanted to give a refresher on that. But, the reason I'm here tonight is to talk about environmental review, um which is a critical step in this process, um to make a determination of environmental significance, um in order to keep the project moving forward. Um so, any project, any physical alteration to the land has to undergo an environmental review, and there has to be one entity, the lead agency, um who makes a determination of environmental significance. In this case, we hope that will be you. Um we'll find that out um in early July. Um but, this determines whether the action is likely to have a significant adverse environmental impact, whether additional study is needed.

[clears throat]

There are two potential outcomes. You're deciding between between two outcomes. One is a negative declaration, where you're saying that the action will not result in significant adverse environmental impact, no further study is needed, we can proceed with the project. The other option is a positive declaration, where the the action may result in a significant adverse impact, and then additional study would be required before we could obtain the necessary approvals to actually do the construction. So, when you contemplate an environmental review, there are three types of actions, or three classifications of actions that you're considering, and every project would fall into one of these categories. The first is a type two action, which is something that has been determined not to have a significant impact. If you can determine that your project is a type two action, you don't have to do environmental review, you're done. That is not the case here. Um for us, we're choosing between an unlisted action, which is something that doesn't fall into a type one or a type two, but it is could have the potential to have an environmental impact, so you do have to do an environmental review. Um and then there's a type one, which is generally larger projects, more likely to have an environmental impact. Both projects require the environmental review process. You can use a shorter form for the unlisted action. You can do either a coordinated with multiple agencies or an

uncoordinated single agency review with unlisted. Um but really the process is the same for both, and in both situations, if you determine make a positive declaration that there's a possibility of an environmental impact, then you have to do further study. So, it's really very similar. In our case, we have a type one action. So, a type one action, in order to determine whether or not that's what your project is, there are a lot of different criteria that you're choosing from. In our case, it's a question of the amount of land that's being physically disturbed. If you are next to or within a park, it's a smaller threshold. If you are not, it's a larger threshold. In our case, we are next to or within a park. Um so, we have to abide by this smaller threshold. We would be over the threshold either way, but because we're near a park and we're altering more than 2 and 1/2 acres of land, this is a type one action. So, that's really what it comes down to. I will say even if we were even if this project was unlisted, we would be following probably the type one process because the only difference is it's a long form environmental assessment form and a coordinated review. Because of the extensive list of agencies that are involved in this project just by nature of the fact that we have the village involved, the county and the state involved, a state funding agency, a

federally rec um regulated stream, we would be doing the same process either way. This graphic just gives you a sense of the path that we're on. Um so we have determined that this action is subject to seeker. It is not a type two action, so we do have to go through the environmental review. Um we are doing a full environmental assessment form that you received a couple weeks ago. Um right now we're in the step where we are informing involved agencies, other entities who could potentially say that they want to make this determination. Um we have informed them and we are waiting for their responses um and also giving them an opportunity to provide their input, their considerations on the potential environmental impacts. So that's where we are now. By early July, we will have hit our 30-day deadline to determine that this entity can be the lead agency. Um from there, we will start reviewing criteria and making a determination of significance. That's something that you will do. Um if you make a negative declaration, we end the process. If we make a positive declaration, then we go through the environmental impact statement process. So that's kind of where we are right now. And I'm going to translate that into the very fun summer that we're going to all be having together. Um So through today, we have provided

lead agency letters to all the involved agencies. We've submitted the environmental assessment form part one, which describes the the nature of the action or the the project site. Um and we're doing this workshop tonight. Um from here, you'll get a couple of additional pieces of information from us. We'll be submitting supplemental information um on part one in early July prior to the July 16th town board meeting. That's the meeting where we expect you'll be able to declare yourself as lead agency. Um on July 30th or by July 30th, we expect that you will have part two of the environmental assessment form completed by town staff um and submitted to you for review. We are planning to do a workshop on August 6th to go through that form in more detail and answer any questions that you might have. By August 13th, we'd have a draft of part three. I'm going to talk through what one, two, and three are in a moment, but that would be completed by town staff and then our goal is really to get to a determination by August 20th. So between now and August 20th, however many times Keith or I or Kostich need to come and make presentations to you, we're happy to do that to give you the information you need to make this decision.

And then lastly, this is just an understanding of what these three different parts of the environmental assessment form are. So part one is what you've already received. That is provided by the sponsor, which is WIDA in this case. That describes the action and the setting. You have a lot of information already. If you need more beyond what we are already planning to provide, you can always request that and we can provide additional information or clarification. Part two identifies the potential project impacts and that is completed by the town. So town staff will will prepare that form. And then part three is the determination of significance. You categorize the the magnitude of the impact and determine whether or not it has an adverse environmental impact. And then I think this is my last slide. I just wanted to give you a brief update on kind of where we are in the process right now. Prior to submitting this form to you, we underwent a lot of both desktop and in-person investigations to look at the the character of this the project site, any potential elements that would need to be filled out on the form and documented on the form. So what we found out so far is that wetland investigations are complete and

there are no identified wetlands on the site. Historic resources have been assessed. We received a letter from the State Historic Preservation Office confirming that there are no archaeological historical resources that would be impacted on this site. No rare plants or animals, no critical environmental areas. Um we are working through preliminary design with the design team right now. Um we expect over the summer, like during this process, you will have preliminary design to look at. Um but as we are working through that, we do know and have known since the beginning there is a stream that runs north-south along Panama on the western side of Panama Road that would need to be crossed if for this Chayote Drive extension. So, that stream will need to be culverted, so a pipe will need to be run underneath that road so that the stream can continue can continue to flow. Um we also know that the Chayote Trail, um which runs parallel in the east-west direction where the future alignment of Chayote Drive would go, um is also something that needs to be considered. And so, we're working with our design team to evaluate alignments that can minimize the impacts to that trail. Um also working with Town Parks and Friends of Webster Trails um to take their design considerations and make sure that that the character of the trail is maintained um as this roadway

gets designed. So, those are the highlights. I'm sure you all have read the form in detail and you have lots of questions. My goal for tonight is if you do have any questions on the form, on the process, on the design of the project status, we can answer those tonight to the best of our ability. If there's something we can't answer, we can go back to the design team, we can come back to a future workshop and and talk further. Um but I just thought tonight would be a good opportunity to kind of start the process.

Thank you, Leah. And um yeah, I plan on having you guys come back quite often as this [snorts] is a very major project going throughout town and things change really quick and it's hard to keep updated all the time and then keep track of everything, but we'll start down the line on to this side, Councilman Wagner.

I mean, I just want to thank you, Keith Berry who's watching this at some time, for all your work on this. Like we talked about, this is a very simple, in a way, project. We just talked about like it's just roads, but it's infinitely complex with how many moving pieces. So, I appreciate your work cuz there's so much going on. There's pressure to get it done, so I appreciate your help. I mean, my biggest thing just is, you know, what's the biggest thing you need from the board to help keep things on track as this goes?

I think it's really just your engagement. Um I My greatest fear is that we get to August 20th and you're not ready to make that decision. Um so, send it reviewing the information we send you, coming to these workshops with questions, um reaching out to us if you have questions. I think that's really important so that we don't get to August 20th and say like, "Hey, we haven't had enough time to consider this." Cuz we will get you the information you need as quickly as we possibly can. Um cuz we want to make sure you do have enough time, but that that would be sort of my biggest ask.

All right, so August 20th, that's major decision, put on the calendar. All right. Thank you.

Yes.

Councilwoman Wright.

How does the vote in the village last night, or the municipal lines, does that moving lines, does that have anything to do with this project?

It doesn't have a material impact on this project. Um the roadway project can go forward either way. It's not required in order for the roadways to be dedicated um or for the grant or anything like that.

And so, for the two extension areas, Chaota and Bolter, are those all ironed out now? As far as ownership or

So, the Chaota extension is on land that's already owned by the town, so no dedications are needed for that. Um Bolter, no, we are still working through that with Xerox to to, you know, define the boundary of the dedication um and and complete that dedication process.

Is do you foresee that impacting the timeline?

I do not. I think they are on board with they understand the timeline. They're equally invested in making sure that it moves in a timely fashion. So, yeah.

Great.

Yeah.

Those are my only questions.

Um, mine is just now thinking of it as as Councilwoman Wright brought up the road dedications, uh, the school district has a portion of land that we're going to need for this road. When does that dedication need to occur by in order for this project to move forward?

So, Keith, you can speak to this, too, but I mean, we are working to have all land acquisitions and dedications, any real estate related matters ironed out in 2026, so that if we are going out our goal is to go out to bid on this project by the end of 2026 to have all of that ironed out by then is ideal. But, you know, if you want to add to that.

would agree. And we are in in, um, ongoing conversations with the school district about that and and going through the appraisal process and everything to to to, you know, identify the value of the land and and you know, what what kind of an agreement we can come to finally. But, there is a uh, I'll call it a memo of understanding that there would be a cooperation between the town and the school district to make this happen. So, we'll we'll definitely be working and they've been good partners with us on this. So, I think I I feel we'll be successful in the end. And there's we're not holding up design or anything like that. So, we're running parallel courses to keep this on an expedited process.

Councilman

Yeah, my only concern is, I'm sure your concern also is is the timeline, um, to get things done, which I'm sure you've already benchmarked and dedicated this. Okay, and August, per for example, August 20th, we need to have you need to have a decision from us.

[clears throat]

And and I would just say that if there's anything that we can do that is potentially holding you up, um did please reach out to the board and and let us know because we don't want this project to get behind schedule. So, you know, we're here to help where needed.

Thanks. We appreciate that.

Yeah. Councilman Hunter?

No, I I just appreciate the the work and the effort that you guys are putting into this. Thank you.

Thank you.

All right.

Okay. Thanks.

If there's anything else that anybody else come up with in the meantime? No? All right. Thank you so much, Leanne. I'm sure we'll see you very soon. Um and with that, I will close up the town board of June 8th. Uh we will meet back at 7:30 for our regular scheduled town board