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Home My WebLink AboutMN-COW STUDY SESSION-2024-04-17Date: Location: Wednesday April 17, 2024 City Hall Council Chambers COMMITTEE OF THE WHOLE STUDY SESSION VOTING RECORD 1.Call To Order Attendance Record of Voting Members Name Present Absent/Excused Mayor - Robert Cantelmo X 1st Ward - Kayla Matos X 1st Ward - Phoebe Brown X 2nd Ward - Ducson Nguyen X 2nd Ward - Kris Haines-Sharp X 3rd Ward - David Shapiro X 3rd Ward - Pierre Saint-Perez X 4th Ward - Patrick Kuehl X 4th Ward - Tiffany Kumar X 5th Ward - Margaret Fabrizio X 5th Ward - Clyde Lederman X Discussion Summary: Meeting called to order. Alderperson Nguyen will be joining Council late.Timestamp: 1:30 YouTube Link: https://www.youtube.com/watch?v=XyMiPlWJAxg 1.1 Review and Approval of Minutes Discussion Summary: Approval of the Committee Of The Whole March 20th Study Session Meeting minutes. No discussion on previous months minutes. Moved By: Kris Haines-Sharp Seconded By: Kayla Matos Motion Summary: Motion to Approve Minutes. Alderperson Nguyen is absent for the vote. Timestamp: 1:58 Vote Passed 10-0 Carried Unanimously 2.Agenda Planning 2.1 Amendment to Personnel Roster- Human Resources 2.2 Green Hydrogen Capital Project Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Read into the record by Alderperson Lederman. Council presented questions to HR director Valerie Saul. Council requested a list of the HR Roster showing titles and position vacancies. Moved By: Clyde Lederman Seconded By: Patrick Kuehl Motion Summary: Move the Amendment to Personnel Roster for Human Resources to the May 1st Consent Agenda. Timestamp: 2:24 Vote Passed 10-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Alderperson Nguyen has joined Council and Council is now in full membership. Discussion from Council focused on the Budget Implications and Funding section of the memo, directing questions to the total cost breakdown for budget periods 1 and 2 in Table 1, discussions continued with questions and comments about the Ithaca Bike Share Program Timestamp: 4:48- 27:01 2.3 Justice50 Moved By: Kris Haines-Sharp Seconded By: Pierre Saint-Perez Motion Summary: Move the Green Hydrogen Capital Project to the May 1st Consent Agenda. Timestamp: 27:01 Vote Passed 10-1 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Resolution Justice50 read into the record by Alderperson Kumar. Rebecca Evans was present to discuss the item and to take questions and comments from Council. Council directed their questions toward the working group and, the budget process, increasing public engagement, accountability, and transparency. Rebecca Evans thanked and congratulated Council for being the first Common Council in the Country to operationalize Climate Justice. Timestamp: 27:15- 49:46 Moved By: Tiffany Kumar Seconded By: Ducson Nguyen Motion Summary: Move Resolution Justice50 to New Business May 1st. Timestamp: 49:49 Vote Passed 11-0 Carried Unanimously 2.4 Amendment to Personnel Roster- Ithaca Youth Bureau 2.5 Water Meter Replacement Maximum Charge Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: The resolution was read and summarized by Alderperson Saint-Perez. This resolution is to defund the position of financial management assistant to fund the position of administrative assistant to better meet the needs of the Youth Bureau. Gregg Houck, Director of IYB was present to take questions and comments from Council. Timestamp: 50:09 Moved By: Pierre Saint-Perez Seconded By: Ducson Nguyen Motion Summary: Motion to move to May 1st Consent Agenda. Timestamp: 54:16 Vote Passed 11-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Mayor Cantelmo reminded city residents of the mandatory notice alerting residents of the City of Ithaca Water Meter Updates. City residents are required to make an appointment to receive their water meter radios. Superintendent Mike Thorne responded to council's questions. Discussion focused on the $1000 recommendation as the maximum charge. Timestamp: 56:11- 1:04:23 Moved By: Clyde Lederman Seconded By: Pierre Saint-Perez Motion Summary: Move to May 1st Consent Agenda. Timestamp: 55:15 Friendly motion made by Alderperson Nguyen to move to New Business. Accepted as Friendly by mover and seconder. Timestamp: 1:04:35 Main Motion- Move to New Business May 1st Agenda with the $1000 recommendation set as Maximum Charge. Timestamp: 2:01:17 Vote Passed 11-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Clyde Lederman Seconded By: Phoebe Brown Motion Summary: Alderperson Lederman motioned to fill in the blank with $250. Timestamp: 1:18:32 Vote Failed 3-8 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Patrick Kuehl Seconded By: Phoebe Brown Motion Summary: Alderperson Kuehl moved to amend the amendment to change $250 to $0 (Zero) Dollars. Timestamp: 1:24:55 Amendment Failed- Timestamp: 1:59:34 Vote Failed 2-9 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Tiffany Kumar Seconded By: Kayla Matos Motion Summary: Alderperson Kumar moves to amend the main motion of $1000, to $500. Timestamp: 1:35:12 Amendment Failed Timestamp: 1:59:03 Vote Failed 4-7 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Tiffany Kumar Seconded By: Clyde Lederman Motion Summary: Alderperson Lederman moved to call to question to vote on the amendment of $500. Timestamp: 1:50:59. Alderperson Kumar moved the previous question. Timestamp: 1:58:34 Vote Passed 10-1 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Clyde Lederman Seconded By: Pierre Saint-Perez Motion Summary: Motion to set Cap at $1000 as recommended. Timestamp:2:00:35 Vote Passed 6-5 2.6 Authorize Sale East Hill Fire Station (309 College Avenue) Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Council returned from 5 minute recess. Meeting back in session. Timestamp 2:12:55 Moved By: Pierre Saint-Perez Seconded By: David Shapiro Motion Summary: Motion for a 5 Minute Recess. Timestamp:2:06:49 Vote Passed 7-4 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: David Shapiro Seconded By: Margaret Fabrizio Motion Summary: Motion to refer Resolution Authorizing the Sale of East Hill Fire Station to the Special Meeting to be approved. Timestamp: 2:16:49 Vote Passed 11-0 Carried Unanimously 2.7 Firehouse Subs Public Safety Foundation Grant 2.8 Outdoor Dining and Alcohol Permits Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Chief Covert made a slight request to amend the price of the item. The price of the item is $29,064.08. This amendment is friendly to the mover and seconder. Timestamp: 2:18:08 Moved By: Pierre Saint-Perez Seconded By: Phoebe Brown Motion Summary: Motion to move Resolution to Accept Firehouse Subs Public Safety Foundation Grant to May 1st Consent Agenda. Timestamp: 2:17:20 Vote Passed 11-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Mayor explained to Council that this is the type of item that is extremely routine, historically even at the Committee level, Council will move it to Consent Agenda. Because we have members in their first council, the Mayor would like to advance this as a discussion item to allow Council questions and comments. An updated version was handed out to Council. The list of businesses has been read onto the record by Alderperson Saint-Perez. Discussion continued with 2.9 Restore NY Communities Initiative Grant Application 3.Strategic Themes/Legislative Priorities 3.1 Reports from Working Groups 4.Reports From Council Liaisons 5.Meeting Wrap-Up questions and comments from Council to Acting City Clerk Alan Karasin regarding permitting fees and safety for people in the area. Timestamp: 2:19:11 Moved By: Pierre Saint-Perez Seconded By: Ducson Nguyen Motion Summary: Motion to move Approval of Outdoor Dining to May 1st Consent Agenda. Timestamp: 2:19:06 Vote Passed 11-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Mayor gave a brief update on the Restore NY grant application. Updates from Nels Bohn will be brought to the May 1st Common Council meeting. No further details available at this time. Timestamp: 2:25:13 Discussion Summary: Each Alderperson provided updates on their assigned working groups. Timestamp: 2:25:52- 2:28:49 Discussion Summary: Each Alderperson gave a brief report on their assigned Committees Timestamp: 2:28:56 -2:43:57 Discussion Summary: Announcements- Mayor Cantelmo announced County Legislator Chair Dan Klein and other Tompkins County legislators will be attending one of Council's meetings next month to have a conversation about partnership around issues that are important to the Community. The Mayor will be sending out a formal invitation. Timestamp: 2:43:57 Next Meeting is May 1st Common Council Regular Meeting. After Meeting Adjournment, there is a Special Meeting to address 2 procedural items. Timestamp: 2:44:33 Moved By: Pierre Saint-Perez Seconded By: Patrick Kuehl Motion Summary: Meeting Adjourn Timestamp: 2:45:59 Vote Passed 11-0 Carried Unanimously Member Approve Oppose Abstain Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Kris Haines-Sharp X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Date: Time: Location: Watch Online: Wednesday April 17, 2024 6:00 PM City Hall Council Chambers https://www.youtube.com/@CityofIthacaPublicMeetings COMMON COUNCIL COMMITTEE OF THE WHOLE STUDY SESSION AGENDA 1.Call To Order 1.1. 1.2. 2.Agenda Planning 2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7. 2.8. 2.9. 3.Strategic Themes/Legislative Priorities 3.1. 4.Reports From Council Liaisons 5.Meeting Wrap-Up Emergency Evacuation Notice Review and Approval of Minutes Amendment to Personnel Roster- Human Resources Green Hydrogen Capital Project Justice50 Amendment to Personnel Roster- Ithaca Youth Bureau Water Meter Replacement Maximum Charge Authorize Sale East Hill Fire Station (309 College Avenue) Firehouse Subs Public Safety Foundation Grant Outdoor Dining and Alcohol Permits Restore NY Communities Initiative Grant Application Reports from Working Groups Announcements Next Meeting No Public Comment Not all meetings have a Public Comment segment. The City of Ithaca wants to hear from you! You are encouraged to share your thoughts with Common Council using the options below: To Submit Written Comments please use the link below. https://tinyurl.com/mr9kdhw8 *Written comments submitted will be compiled and entered into the record. 1 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Clerk's Office Shaniqua Lewis, TO:Common Council FROM:Mayor Robert Cantelmo DATE:April 17, 2024 RE:Emergency Evacuation Notice CP#:N/A MEMORANDUM 2 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Clerk's Office Shaniqua Lewis, TO:Common Council FROM:Deputy City Clerk DATE:April 17, 2024 RE:Review and Approval of Minutes CP#:N/A MEMORANDUM Review and Approval of 3-20-2024 COW Special Meeting Minutes 3 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Human Resources Shaniqua Lewis, TO:Common Council FROM:Valerie Saul, Deputy Director of Human Resources DATE:April 17, 2024 RE:Amendment to Personnel Roster- Human Resources CP#:N/A MEMORANDUM Request to increase hours of Human Resources Executive Assistant and Human Resources Administrative Assistant to 40 hours/week to reflect actual workloads. 4 "An Equal Opportunity Employer with a commitment to workforce diversification." CITY OF ITHACA OFFICE OF HUMAN RESOURCES / CIVIL SERVICE 108 East Green Street, Ithaca, New York 14850-5690 Telephone: 607 / 274-6539 Fax: 607 / 274-6574 MEMORANDUM TO: Common Council FROM: Valerie Saul, Deputy Director of Human Resources DATE: March 14, 2024 RE: Request to Amend Personnel Roster Over the years, City Hall departments have transitioned from 35 hour/week departments to 40 hour/week departments. The managerial positions in the Human Resources Department transitioned to 40 hour/week positions years ago, but the administrative support positions have remained rostered at 35 hours/week. Both administrative support positions regularly work in excess of 35 hours/week due to the high volume of work. I am requesting that these two positions be formally adjusted to 40 hour/week positions to reflect their true workloads. Not only will the increase in hours align their work schedules with the rest of the Human Resources Department staff, it will also align their workweeks with those of their administrative support peers throughout City government. Due to the staffing changes occurring in the Human Resources Department, we have ample funds in our approved budget to cover the cost of this roster change. 5 Amendment to Personnel Roster – Human Resources WHEREAS, the Human Resources Department has requested that the work hours of its administrative support staff be increased from 35 hours/week to 40 hours/week in recognition of their workloads, and WHEREAS, this change will align the workweek of the Human Resources Department administrative support staff with the workweeks of other administrative support staff throughout the City, as well as with the workweeks of the managerial staff of the Human Resources Department, and WHEREAS, the approved 2024 Human Resources Department budget contains sufficient funds to support this change, now, therefore, be it RESOLVED, that the Person nel Roster of the Human Resources Department be amended as follows: Increase: One (1) Human Resources Executive Assistant from 35 hours/week to 40 hours/week Increase: One (1) Human Resources Administrative Assistant from 35 hours/week to 40 hours/week and be it further RESOLVED, that the funds for these changes shall be derived from within the approved 2024 Human Resources Department budget. 6 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Sustainability Shaniqua Lewis, TO:Common Council FROM:Rebecca Evans, Director of Sustainability DATE:April 17, 2024 RE:Green Hydrogen Capital Project CP#:N/A MEMORANDUM Authorization to issue $526,000 bonds to support "Green Hydrogen" to be reimbursed by the Dept. of Energy 7 M E M O R A N D U M Date: 28 March 2024 To: Common Council From: Rebecca Evans, Director of Sustainability RE: Authoriza�on to Issue Bonds to Support “Green Hydrogen” EXECUTIVE SUMMARY The purpose of this memo is to provide background informa�on on the Resolu�on: “Authoriza�on for the Issuance of $526,000 Bonds of the City of Ithaca to Support ‘Green Hydrogen as a Non-Wires Alterna�ve Pilot’ Project Funded by the Congressionally Directed Spending. PROJECT HISTORY, BACKGROUND, & ANALYSIS In FY22, the City of Ithaca was awarded $1,000,000 in Congressionally Directed Spending from Senator Chuck Schumer’s oﬃce to support the project �tled, “Green hydrogen as a non-wires alterna�ve to increase ﬂexibility, defer investment, and minimize demand on the City’s distribu�on grid”. Partners on the project include Standard Hydrogen Corpora�on and SHIFT Capital. KEY ISSUES IDENTIFIED • The U.S. Department of Energy has determined a 50% cost-share for the project, which will be provided via in-kind services or covered by project partners • Capital Project crea�on is needed in order to start drawing funds for budget periods 1 and 2 QUESTIONS FOR COUNCIL • Crea�on of Capital Project for budget periods 1 and 2 (through March 2025) • Authoriza�on for the issuance of $526,000 bonds for budget periods 1 and 2 BUDGET IMPLICATIONS & FUNDING Total cost breakdown for budget periods 1 and 2 is included in Table 1. Table 1 Category Budget Period 1 Budget Period 2 Personnel $20,076 $20,076 Fringe $3,000 $3,000 8 Supplies $4,000 $5,500 Recipient/Contractual $461,913 $495,640 $0 $0 Engagement $75,000 $50,000 TOTAL COST $563,989 $576,216 REIMBURSABLE AMOUNT $279,001 $247,502 The total cost share breakdown is included in Table 2. Table 2 Organization/Source Type Item Budget Period 1 Budget Period 2 City of Ithaca In Kind Staff Hours $20,076 $20,076 SHC In Kind Staff Hours $120,000 $275,638 SHIFT Capital In Kind Staff Hours $41,912 $30,000 City of Ithaca Cash Fringe Benefits $3,000 $3,000 ENERGYWERX In Kind Consulting $100,000 0 TOTAL COST SHARE -- -- $284,988 $328,714 NEXT STEPS A�er crea�on of the capital project, sustainability staﬀ will con�nue ac�vi�es in budget period 1 and begin budget period 2 ac�vi�es, including community engagement, si�ng, permi�ng, and engineering. A second capital project will be needed a�er close out of budget period 2, likely early 2025. 9 Authorization for the Issuance of $526,000 Bonds of the City of Ithaca to Support “Green Hydrogen as a Non-Wires Alternative Pilot” Project Funded by Congressionally Directed Spending Whereas, the City of Ithaca has demonstrated its desire and commitment to be a leader in sustainability and social equity, as exemplified by the adoption of the Ithaca Green New Deal; and Whereas, the Ithaca Green New Deal resolution was adopted unanimously in June 2019 included a goal of community-wide carbon neutrality by 2030; and Whereas, in 2021, sustainability staff applied for Congressionally Directed Spending from Senate Majority Leader Chuck Schumer’s office to support a “Green hydrogen as a non - wires alternative pilot project”, which the Senator awarded $1,000,000; and Whereas, Budget Period 1 and 2 activities related to this project have already commenced and will close in March 2025, fees for which total $526,503.00; and Whereas, the remaining balance of those fees will be applied to Budget Period 3; and Whereas, it is necessary to establish a Capital Project in advance of receiving award funds; therefore be it RESOLVED, that a capital project is hereby established in the amount of $526,000; and RESOLVED, that capital project funds shall be derived from the issuance of bonds to the City; and RESOLVED, that the city manager is hereby authorized, on the advice of the City Attorney, to negotiate and enter into agreements with appropriate contractors or other counterparties in connection with the “Green hydrogen as a non -wires alternative” pilot project, with funding to be derived from the issuance of bonds to the City and submitted for reimbursement to the U.S. Department of Energy; and RESOLVED, that the city will continue to support the development and implementation of strategies to accelerate the development of programs to meet the goals established in the Ithaca Green New Deal. 10 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Shaniqua Lewis, TO:Common Council FROM:Rebecca Evans, Director of Sustainability DATE:April 17, 2024 RE:Justice50 CP#:N/A MEMORANDUM Review of Justice50 framework and resolution 11 M E M O R A N D U M Date: April 10, 2024 To: Common Council From: Rebecca Evans, Director of Sustainability RE: Resolu�on to Adopt Jus�ce50 Framework EXECUTIVE SUMMARY The purpose of this memo is to provide addi�onal informa�on on the resolu�on to adopt the Jus�ce50 framework. Adop�on of the Jus�ce50 goals will support the City of Ithaca’s commitment to ensuring the beneﬁts of the Ithaca Green New Deal are shared among all local communi�es to reduce historical social and economic inequi�es, as described in the Ithaca Green New Deal (IGND) resolu�on adopted in June 2019. More informa�on on the process and proposal can be found in the recording of the September 2023 mee�ng of the Sustainability & Climate Jus�ce Commission. PROJECT HISTORY, BACKGROUND, & ANALYSIS The Common Council adopted a resolu�on accep�ng a local deﬁni�on of climate jus�ce communi�es in May 2022 (pg. 12). This deﬁni�on supplements the NYS and federal deﬁni�ons of “Disadvantaged Communi�es”. The criteria used to inform this deﬁni�on were then used to map climate jus�ce communi�es by census tract and neighborhood. We expect to bring a plan to collect addi�onal local data for Council’s considera�on in the coming months. The background work to inform the Jus�ce50 framework began in 2019, shortly a�er the adop�on of the IGND. Under the leadership of Building Bridges and the Dorothy Coton Ins�tute, project partners collected and analyzed informa�on about the community’s hopes and expecta�ons of the IGND and how its “jus�ce- related” work could impact their lives. Addi�onally, for a year beginning in 2022, staﬀ researched best prac�ces and met with industry experts, including the U.S. Dept. of Energy, UCLA, the U.S. Digital Services Jus�ce40 working group, the USGBC, and local ac�vists, educa�on, and non-proﬁt leaders. These conversa�ons with local and na�onal experts informed the development of the proposed Jus�ce50 framework. KEY ISSUES IDENTIFIED • A need for increased democra�c engagement across all local communi�es • A need for balance in the City’s investment in local communi�es • An ongoing need for transparency, accountability, and par�cipa�on in government processes by the public 12 BUDGET IMPLICATIONS & FUNDING The Jus�ce50 framework will require a percentage alloca�on of the City’s budget to ensure equity in its ﬁnancial investment in infrastructure and programming. Addi�onally, it proposes an addi�onal 10% alloca�on of the City’s capital project budget for par�cipatory budge�ng, which is subject to a public vo�ng process. The total dollar amounts earmarked for fulﬁlling Jus�ce50 goals will vary depending on the budget year. PUBLIC FEEDBACK Near unanimous feedback on how to structure the Jus�ce50 framework was to priori�ze direct ﬁnancial investment in priority or disadvantaged communi�es. This is considered the leading prac�ce in achieving community equity. NEXT STEPS If Council chooses to adopt the Jus�ce50 framework as writen, the next steps for staﬀ are to: 1. Create a “rubric” to determine if proposed capital projects serve climate jus�ce communi�es, ensuring that 50% of total funds are directed to those communi�es. This will be implemented as part of the FY 2025 budget process. 2. Organize and implement a community-wide survey to collect addi�onal climate jus�ce community determina�on data in fall 2024. 3. Iden�fy and periodically track themes and investments in capital project budge�ng for City Manager review. 4. Create a working group of community members and local leaders tasked with proposing a structure and implementa�on plan for par�cipatory budge�ng. 5. Present the dra� par�cipatory budge�ng proposal to Common Council no later than May 2025. STRATEGIC THEME Jus�ce50 PROPOSAL OVERVIEW • Establish a minimum investment ﬂoor of 50% of total IGND program funding to be allocated to serving Climate Jus�ce Communi�es (CJC), as deﬁned by the City of Ithaca. • Establish a goal of 40% of par�cipants in green jobs workforce training and development to iden�fy as climate jus�ce individuals, including popula�ons that do not meet the CJC criteria but s�ll experience substan�al economic burden, such as individuals who were formerly incarcerated, those without reliable internet access, and underemployed single parents. • Establish a minimum investment ﬂoor of 50% of the City’s total capital project budget to service Climate Jus�ce Communi�es. • Allocate 10% of the City’s capital project budget to par�cipatory budge�ng, which will be designed in collabora�on with community members. FRAMEWORK’S PROPOSED PRIORITIZATION RUBRIC CRITERIA Health & Safety Project reduces or eliminates health hazards like traﬃc/vehicle accidents, hazard exposure, or illness 13 Neighborhood Beneﬁts Project posi�vely aﬀects quality of life for the neighborhood (e.g. improves visual appearance, reduces noise, reduces air or water any Public maintaining public health, proper nutri�on, adequate medical 14 RESOLUTION to Adopt the Jus�ce50 Framework and to Opera�onalize Climate Jus�ce in the Ithaca Green New Deal Whereas, the City of Ithaca has demonstrated its desire and commitment to be a leader in sustainability and social equity, as exempliﬁed by the adop�on of the Ithaca Green New Deal; and Whereas, the City of Ithaca has further demonstrated its commitment to social and racial equity and sustainability, as exempliﬁed in the Comprehensive Plan, Plan Ithaca, and the City’s 2017 Assessments of Fair Housing; and Whereas, to fulﬁll the social equity ambi�ons of the IGND, a transforma�ve eﬀort must be made to priori�ze popula�ons that have been historically marginalized; and Whereas, current and historic marginaliza�on can manifest in ways that are not well- represented solely by income and therefore the City accepted a local deﬁni�on of Climate Jus�ce Communi�es in May 2022; and Whereas, the eﬀects of climate change may combine with other current and historic social and economic stressors, becoming a threat mul�plier and dispropor�onately impact vulnerable popula�on groups; and Whereas, priori�zing Climate Jus�ce Communi�es for municipal investment may result in a more equitable distribu�on of the economic, social, and environmental beneﬁts of the IGND among all residents; and Whereas, the Center for American Progress has provided guidance on implemen�ng the federal Jus�ce40 program under President Joe Biden, which seeks to advance environmental jus�ce and economic opportunity across the United States; and Whereas, in 2019 the State of New York signed the Climate Leadership and Community Protec�on Act (CLCPA or Climate Act), which commited New York State to reduce greenhouse gas emissions and ensure 35% of all energy and climate investments are directed to Disadvantaged Communi�es; and Whereas, the UCLA Luskin School for Public Aﬀairs and Innova�on released guidance on the equitable implementa�on of the federal Jus�ce40 program that priori�zed direct ﬁnancial investment over trickle-down beneﬁts; and Whereas, par�cipatory budget program have proven to increase government engagement among tradi�onally diﬃcult to reach communi�es such as communi�es of color, immigrants, and youth; therefor be it 15 RESOLVED, that the City of Ithaca commits to enforcing the Jus�ce50 program, a whole-of- government approach to implemen�ng the IGND in a way that beneﬁts all residents; and RESOLVED, that the City of Ithaca hereby adopts the Jus�ce50 policy framework, consis�ng of the following elements: • Establish a minimum investment ﬂoor of 50% of total IGND program funding to be allocated to serving Climate Jus�ce Communi�es, as deﬁned by the City of Ithaca • Establish a goal of 40% representa�on in all green workforce training and development program by climate jus�ce communi�es, including popula�ons that do not meet the CJC criteria but s�ll experience substan�al economic burden, such as individuals who were formerly incarcerated or underemployed single parents. • Establish a minimum investment ﬂoor of 50% of the City’s total capital project budget to service Climate Jus�ce Communi�es, as deﬁned by the City of Ithaca • Allocate 10% of the City’s capital project budget to par�cipatory budge�ng, which will be designed in collabora�on with community members; and RESOLVED, that City staﬀ are directed to create a capital project priori�za�on rubric and repor�ng structure; establish and populate a working group on par�cipatory budge�ng; facilitate mee�ngs of the working group; and provide periodic tracking and/or repor�ng of Jus�ce50 progress to Common Council; and RESOLVED, that the City will con�nue to support the development and implementa�on of strategies to accelerate the development of programs to meet the goals established in the Ithaca Green New Deal. 16 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Youth Bureau Shaniqua Lewis, TO:Common Council FROM:Gregg Houck, Director of Ithaca Youth Bureau DATE:April 17, 2024 RE:Amendment to Personnel Roster- Ithaca Youth Bureau CP#:N/A MEMORANDUM Vote to defund the position of Financial Management Assistant and fund the position of Administrative Assistant for the Youth Bureau 17 Ithaca Youth Bureau 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 “Building a foundation for a lifetime.” MEMORANDUM To: Common Council From: Gregg Houck, Youth Bureau Director Re: Amendment to Personnel Roster – Administrative Assistant – Ithaca Youth Bureau Date: March 29, 2024 The Youth Bureau is requesting permission to amend the 2024 personnel roster. We would like to fund the authorized roster position of Administrative Assistant – 40 hours to our 2024 roster. To fund this position, we would like to defund the Financial Management Assistant – 40 hours position. We have evaluated the current needs of the Youth Bureau, consulted with HR, and have determined this position better fits the responsibilities and duties needed. These changes do not require any budget amendments and will be covered within our approved 2024 budget. 18 Resolution to defund the position of Financial Management Assistant and fund the authorized position of Administrative Assistant within the Youth Program Unit of the City of Ithaca Schedule of Authorized Personnel for the Year 2024 WHEREAS, the Youth Bureau has assessed its current administrative support needs and has determined that there are needs beyond just financial support; including payroll and human resource support; WHEREAS, the typical work duties for the position of Financial Management Assistant limits the ability of that role to support these broader needs; WHEREAS, the Ithaca Youth Bureau has an unfunded Administrative Assistant position; WHEREAS, the position of Administrative Assistant aligns more fully with the typical work duties of the paragraph above and allows for the exercise of a higher level of independent judgment in the performance of the work; WHEREAS, this amendment does not require any amendments to the 2024 Youth Bureau budget now, therefore be it RESOLVED THAT, that the City of Ithaca Schedule of Authorized Personnel Youth Program Unit shall be amended effective May 6, 2024 as follows: Defund: One (1) Financial Management Assistant – 40 hours Fund: One (1) Administrative Assistant – 40 hours 19 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Public Works Shaniqua Lewis, TO:Common Council FROM:Mike Thorne, Superintendent of Public Works DATE:April 17, 2024 RE:Water Meter Replacement Maximum Charge CP#:N/A MEMORANDUM Water Meter Replacements—Limits on Underpayments 20 M E M O R A N D U M Date: April 17, 2024 To: Common Council From: Michael Thorne, Superintendent of Public Works RE: Water Meter Replacements—Limits on Underpayments EXECUTIVE SUMMARY The Department of Public Works (DPW) is replacing the 5500 water meters throughout the city. With each meter replacement, there is normally a diﬀerence between the ﬁnal reading from the old meter and our account records, indica�ng either an overpayment or an underpayment from the customer to the City. Most of these are small and can be addressed through minor adjustments to the water bills. However, a small percentage reveal larger diﬀerences which can create ﬁnancial hardships on some customers. This memo provides background informa�on on the meter replacement program, reasons for reading discrepancies, an analysis of the data we have received to date, and recommenda�ons to limit the amount of underpayments owed to the City to help alleviate excessively high water bills to customers. PROJECT HISTORY, BACKGROUND, & ANALYSIS More than 20 years ago, the Water & Sewer Division of DPW was staﬀed with a team of meter technicians that physically collected readings from each of the 5500 meters in the City’s service area for quarterly billing. In 2005, water meters were ﬁted with batery powered transmiters to allow remote data collec�on. This technology enabled greater billing eﬃciency with less staﬃng requirements, and eliminated the need to coordinate access with property owners since water meters are located inside the buildings they serve. For these reasons, many water u�li�es and providers were switching to this type of system. The batery life on a transmiter is 15 to 20 years, and just prior to and during the COVID pandemic, we started no�cing increasing numbers of failures. Because of staﬃng and funding uncertain�es, along with other restric�ons during the pandemic, a meter replacement program was delayed and as a result the number of failed meter transmiters has grown to nearly 25% of the total. When remote meter reading is no longer possible, es�mated readings based on historical averages are used to calculate water bills. Each water bill indicates whether es�mated or actual readings are used, informs customers to contact the Water & Sewer Division if es�mated readings are used, and states that the customer is responsible for diﬀerences between actual and es�mated readings. Meters con�nue to accurately measure water usage on analog dials or local electronic memory even a�er the transmiter has failed. When meters are replaced, ﬁnal actual readings are taken and there are usually diﬀerences from the es�mated readings, 21 indica�ng an underpayment or overpayment. Other u�lity providers such as NYSEG provide es�mated readings for electricity and gas usage when they are unable to physically take readings, and billing adjustments are made based on actual readings. When a customer no�ces a water leak from a toilet or faucet, it is usually ﬁxed soon a�er it is discovered. However, some leaks can go unno�ced for a long period of �me, such as in vacant rental units or from piping or valves that are not readily visible, and the customer is not aware of the leak un�l they get an unusually high quarterly water bill. (Note that our replacement meters oﬀer real time data collection, allowing immediate notiﬁcation when a leak is suspected). When a customer with an unno�ced leak is billed on es�mated readings through several quarterly billing periods, the amount owed can become quite high once an actual reading is taken. Many municipali�es and water u�li�es acknowledge that this occasionally happens and place limits on the amounts collected for diﬀerences in readings, since a customer in this situa�on cannot reasonably know that they have a problem or have any control over the amount owed. As of April 6, 2024, the Water & Sewer Division has replaced 463 or 8% of the old meters and we are no�cing consistent trends in the data. For customers that owe money to the city: • 54% owe less than $100 • 87% owe less than $500 • 93% owe less than $1000 • 94% owe less than $1500 • 95% owe less than $2000 Staﬀ recommends a limit of $1000 for underpayments due to reading diﬀerences. Amounts over $1000 are likely caused by undetected leaks combined with mul�ple billing cycles of es�mated readings. The City recognizes that it bears some responsibility for large underpayments due to a delayed meter replacement program. Customers bear some responsibility in that instruc�ons to contact DPW for a meter replacement were neglected, and that they would be responsible for underpayments. With this in mind and the data collected to date, staﬀ believes a limit of $1000 is reasonable for underpayments owed to the City. Credits that the City owes to customers for overpayments have similar percentages, however, limits cannot be placed on these credits. KEY ISSUES IDENTIFIED Not applicable. QUESTIONS FOR COUNCIL 1. Does Council agree that a limit should be placed on underpayments for water bills to prevent ﬁnancial hardship on customers? 2. If so, what dollar amount should be the limit? 3. For customers who have already paid more than the proposed limit, should there be an appeals process? 22 BUDGET IMPLICATIONS & FUNDING This will lower the amount of revenue collected for the Water & Sewer funds to help oﬀset the credits that are owed to customers for overpayments. PUBLIC FEEDBACK Not applicable. NEXT STEPS A resolu�on will be brought to the May 1, 2024 mee�ng of Common Council sta�ng the limit of underpayment agreed to at the April 17, 2024 mee�ng. The Chamberlains oﬃce needs to start issuing quarterly water bills star�ng the ﬁrst week in May and will need to develop a system to limit underpayments before the ﬁrst bills are sent out. 23 Resolution to Limit Underpayments of Water Bills due to Meter Replacement s--DRAFT WHEREAS, the Department of Public Works is replacing approximately 5500 water meters in the City of Ithaca as the current meters and remote reading transmitters are reaching or have already reached the end of their useful life, and WHEREAS, when the remote reading transmitter fails, water bills are based on estimated readings from historical averages until the meter is replaced, and WHEREAS, with each replacement, a ﬁnal meter reading is physically taken from the old meter, and differences between the ﬁnal meter reading and the account record are normally found, indicating an overpayment or underpayment by the customer, and WHEREAS, most reading differences are minor and accounts can be balanced by minor adjustments in future water bills, and WHEREAS, some reading differences can be large due to a combination of multiple billing cycles of estimated meter readings, and undetected water leaks that continue to go unnoticed for a lengthy time period, and WHEREAS, other water utilities and municipalities encounter similar circumstances during meter replacements, and limit the amount of underpayment owed to help alleviate large unexpected ﬁnancial burdens on customers, now therefore be it RESOLVED, the City has reviewed underpayment data from the meters replaced so far, and believes that a limit of ________________ be set for underpayments owed to the City, and be it further RESOLVED, that the City of Ithaca will collect underpayments up to the limit set herein, through adjustments to quarterly water bills over a period of one year, or four billing cycles. 24 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Fire Department Shaniqua Lewis, TO:Common Council FROM:Victor, Lisa, and Nels, and perhaps Rob Covert. DATE:April 17, 2024 RE:Authorize Sale East Hill Fire Station (309 College Avenue) CP#:N/A MEMORANDUM vote to authorize sale of existing fire station via sealed bid process 25 Resolution Authorizing Sale of 309 College Avenue (East Hill Fire Station) Via Sealed Bid WHEREAS, on December 1, 2021, the City of Ithaca Common Council (“Common Council”) authorized a process with the Ithaca Urban Renewal Agency (“IURA”) and a developer contemplating the sale of the existing fire station located at 309 College Avenue and acquisition of property for the construction of a new East Hill Fire Station, and WHEREAS, on July 28, 2022, the IURA, acting as Lead Agency, issued a negative declaration pursuant to SEQRA and CEQRO regarding the contemplated actions, and WHEREAS, on December 8, 2023, the City obtained title to parcels located at 403 Elmwood Road and 408 Dryden Road and subsequently commenced construction of the new East Hill Fire Station, which is underway, and WHEREAS, the developer failed to meet its obligations under the original agreement and subsequent amendments thereto, resulting in its termination on or about January 8, 2024, and WHEREAS, the Common Council desires to seek an alternative buyer of the parcel at 309 College Avenue, with the proceeds of the sale to be used to fund the construction of the new East Hill Fire Station, and WHEREAS, the proposed change in the method to sell the parcel is consistent with the Negative Declaration of Environmental Significance issued on July 28, 2022, and no further environmental review is required; now, therefore, be it RESOLVED, that the City Manager, subject to review by the City Attorney, is hereby authorized to dispose of the parcel at 309 College Avenue via a competitive sealed bid process upon such terms as the City Manager may determine to be in the best interests of the City, and to execute any and all such documents and agreements necessary to accomplish the same, and be it further RESOLVED, that the City Manager, subject to review by the City Attorney, is authorized to retain a qualified real estate professional to assist in marketing efforts and to compensate said professional from the proceeds of the sale upon terms to be negotiated by the City Manager, and be it further RESOLVED, that the City Manager is additionally authorized to expend an amount not to exceed $5000 for the marketing of the parcel, with said funds to be derived from existing departmental budget of the Ithaca Fire Department, and with any funds so expended to be reimbursed to the Ithaca Fire Department budget upon sale of the parcel at 309 College Avenue. 26 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Fire Department Shaniqua Lewis, TO:Common Council FROM:Rob Covert, Fire Chief DATE:April 17, 2024 RE:Firehouse Subs Public Safety Foundation Grant CP#:N/A MEMORANDUM Vote to accept Firehouse Subs Public Safety Foundation Grant in the amount of $31,185.08. 27 Resolution to Accept Firehouse Subs Public Safety Foundation Grant 2 April 2024 WHEREAS, The Ithaca Fire Department is responsible for responding to and mitigating water rescue incidents; and WHEREAS, the Ithaca Fire Department has specialty water rescue equipment that has reached the end of its useful life; and WHEREAS, the Ithaca Fire Department applied for and was awarded $31,185.08 through the Quarter 2 2024 Firehouse Subs Public Safety Foundation Grant to purchase specialty water rescue personal protective equipment; and WHEREAS, there are no matching funds required to receive the grant; now, therefore be it RESOLVED, That Common Council authorize the Ithaca Fire Department to accept the Firehouse Subs Public Safety Foundation Grant in the amount of $31,185.08 to purchase specialized water rescue protective equipment. 28 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Public Information and Technology Shaniqua Lewis, TO:Common Council FROM:Alan Karasin, Acting City Clerk DATE:April 17, 2024 RE:Outdoor Dining and Alcohol Permits CP#:N/A MEMORANDUM Vote to approve annual outdoor dining permits for restaurants on/near the Commons and for the DIA. 29 PIT - Approval of Outdoor Dining Alcohol Permits WHEREAS, several downtown restaurants have requested permission to utilize certain areas along the Primary and Secondary Commons and sidewalks in the downtown core for outdoor dining, and WHEREAS, the Downtown Ithaca Alliance has requested permission for wine, beer, and hard cider tasting and sales as part of their special events for 2024, and WHEREAS, it is Common Council's responsibility to determine whether or not to allow the serving and consumption of alcohol on City property, and WHEREAS, Common Council has determined that the use of public property for outdoor dining and special events including the responsible sale and consumption of alcohol, plays an important role in the vibrancy of the downtown business district, and WHEREAS, Common Council has determined that any use of this or similar public property involving the sale and consumption of alcohol should be covered by a minimum of $1,000,000 insurance under the Dram Shop Act; now, therefore be it RESOLVED, For the year 2024, Common Council hereby approves the following revocable alcoholic beverage permits for the outdoor sale and consumption of alcohol in accord with the terms and conditions set forth in their applications, including minimum Dram Shop coverage in the amount of $1,000,000 and the approval of an outdoor dining permit: Collegetown Bagels Creola Southern Steak House Lev Kitchen Luna Inspired Street Food Mia Tapas Bar Red’s Place Revelry Yards Simeons on the Commons and, be it further RESOLVED, That the Downtown Ithaca Alliance be authorized to arrange for wine, beer, and hard cider tasting and sale of bottled wine, beer, and hard cider at booths during their special events between the dates of January 1 to December 31, 2024, and shall comply with all applicable state and local laws, and, be it further RESOLVED, That the Downtown Ithaca Alliance or the participating winery or cider company shall agree to maintain liability insurance in the amount of $1,000,000.00 and Dram Shop Act coverage in the minimum amount of $1,000,000.00 naming the City of Ithaca as an additional insured and shall provide evidence of such insurance to the City Clerk prior to the event. CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Shaniqua Lewis, TO:Common Council FROM:Nels Bohn DATE:April 17, 2024 RE:Restore NY Communities Initiative Grant Application CP#:N/A MEMORANDUM 31 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Common Council Shaniqua Lewis, TO:Common Council FROM:Mayor Robert Cantelmo DATE:April 17, 2024 RE:Reports from Working Groups CP#:N/A MEMORANDUM 32