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Home My WebLink AboutMN-COW SPECIAL TOPICS WORK AND STUDY SESSION-2024-07-17YouTube Link:Special Topics and Study Session Meeting. Date: Location: Wednesday July 17, 2024 108 E. Green Street Ithaca NY 14850 COMMON COUNCIL COW STUDY SESSION Voting Record 1.Call To Order 1.1 Emergency Evacuation Notice 1.2 Review and Approval of Minutes 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 Also Present: Alderperson Haines-Sharp is medically excused. Discussion Summary: YouTube Link: https://www.youtube.com/watch? v=7hlmDKx3bp4&t=2s The July 17th meeting of the Common Council Committee of the Whole was called to order at 6pm. This is a Consolidated Study Session and Special Topics meeting for July, due to Council's July recess Council will not meet again until the next August 7th Common Council Meeting Timestamp 0:28 Discussion Summary: Mayor Cantelmo read the Evacuation Notice to the public. Timestamp 0:57 Before the approval of the minutes, Mayor Cantelmo gave special recognition to Bill Benson and George McGonigal and invited both up to for their art presentation. Bill Benson has gifted a picture that depicts Green Street that will be hung in the entrance of City Hall. Timestamp 1:37-8:27 Moved By: Pierre Saint-Perez Seconded By: Kayla Matos 2.Presentation 2.1 Rec Partnership Presentation 2.2 Budget Survey Results Motion Summary: Review and approval of the COW June 20th Study Session Timestamp 10:59 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: Pierre Saint-Perez Seconded By: Tiffany Kumar Motion Summary: Approval of the June 12th Work Session Meeting Minutes Timestamp 11:37 Vote Passed 10-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Youth Bureau Director Gregg Houck and Kate Shanks- Booth, Director of Youth Services Department presented a slide show for the Recreation Partnership Presentation and discussion. Timestamp 11:57-51:08 3.Consent Items 3.1 Resolution to Accept Donation from Triad Foundation 3.2 Ithaca Youth Bureau Budget Amendments- Danby Youth Commission 3.3 Youth Bureau Budget Amendment-Tompkins County Workforce Development Board 3.4 Youth Bureau Budget Amendment-Joint Youth Commission and Town of Ithaca 3.5 Request to Amend 2024 Youth Bureau Budget – RSS, OUT, YES, and BBBS 4.Agenda Planning 4.1 Community Housing and Development Fund Disbursements Discussion Summary: The Council, City Manager, and the City Attorney discussed the Budget Survey results in depth. Timestamp 51:23- 1:35:26 Discussion Summary: Alderperson Shapiro requested to leave and is excused for a medical absence. Timestamp 1:36:25 Moved By: Pierre Saint-Perez Seconded By: Ducson Nguyen Motion Summary: Motion to move Consent Items 3.1-3.5 to the August 7th Common Council Consent Agenda. Timestamp 1:36:32 Vote Passed 9-0 Carried Unanimously Member Approve Oppose Abstain Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: The alderperson moved and summarized the legislation. Mayor Cantelmo added that he, Alderperson Matos, and Alderperson Brown had the privilege of meeting with the Developer Group, and this is an exciting affordable housing project along the Route 13 Corridor. Alderperson Nguyen reminded Council that this process is done every year for a long time and the city 4.2 Capital Project in Support of Energy Assessments Project has contributed $100,000 to the Community Housing Development Fund. There are 2 projects CHDF is funding, but City funds are only funding one of those projects. Timestamp 1:36:45 Moved By: Clyde Lederman Seconded By: Ducson Nguyen Motion Summary: Motion to move Round #24 116 N. Meadow Street to the August 7th Common Council Consent Agenda Timestamp 1:39:20 Vote Passed 9-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Robert Cantelmo Seconded By: Ducson Nguyen Motion Summary: Motion to Move Round # 23 312 S.Plain Street to the August 7th Common Council Consent Agenda. Timestamp 1:40:58 Vote Passed 9-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Legislation is moved and summarized by Alderperson Saint-Perez, seconded by Alderperson Kumar. Timestamp 1:42:51 Director of Sustainability Rebecca Evans explained to Council that the initial request was 1.2 million dollars when the actual Award amount is 1.5 million dollars. 4.3 Amendment to Personnel Roster-Deputy City Manager 4.4 Management Comp Plan 5.Reports From Committee/Commissions The request language needs to be changed to a variation language of Bonding up to 1.5 million dollars, depending on how much of the cost share is available. Council was given the opportunity to discuss the item. After discussion Mayor requested a unanimous vote to withdraw the item to member file the correct resolution in August with the exact monetary value. Timestamp 1:43:03-1:49:14 There was Unanimous Consent to withdraw Item by Council. Timestamp 1:49:22 Discussion Summary: Item was moved and summarized by Alderperson Nguyen. Mayor Cantelmo noted that this is a procedural roster already budgeted for and Civil Service approved. Discussion continued with questions and comments from Council. The City Manager explained, that there are a couple of modifications needed to add the grade and formal language about how many hours are certified in the retirement system. Discussion continued with questions and comments and concerns from Council about salary. Timestamp 1:49:41- 2:00:05 Moved By: Ducson Nguyen Seconded By: Kayla Matos Motion Summary: Motion to advance the Deputy City Manager Amendment to Personnel Roster to the August 7th Common Council Meeting as New Business. Timestamp 2:00:24 Vote Passed 8-1 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Discussion from Council. The City Manager shared with Council, that there will be no additional money requested for 2024, there are enough funds to cover the costs of the new compensation plan to be implemented in September. Council will be instructing the administration to bring forth a resolution to the next Committee Meeting. Timestamp 2:00:36-2:12:40 Discussion Summary: No Reports 6.Member Filed 6.1 Working Group on Public Works Governance Discussion Summary: Alderperson Kumar presented Council with a summary report and recommendations on the on the findings of the Public Works Governance Working Group. . Timestamp 2:12:53 - 2:19:52 Mayor Cantelmo looked to Council to motion to circulate the report and asked Alderperson Kumar to prepare an Adoption Resolution to the file with the Deputy City Clerk for the August Committee Of The Whole meeting. Discussion continued with comments and questions from Council Timestamp 2:32:36 -2:38:16 Moved By: Ducson Nguyen Seconded By: Tiffany Kumar Motion Summary: Motion to Circulate the Public Works Governance Working Group Report. Timestamp 2:38:24 Vote Passed 9-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Moved By: Pierre Saint-Perez Seconded By: Margaret Fabrizio Motion Summary: Motion for a 5 Minute Recess. Timestamp 2:38:50 Vote Passed 9-0 Carried Unanimously 6.2 Voter Registration V2. 6.3 Proposed Ordinance-Bird Bill Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Alderperson Kuehl was recognized to present an update on the Voter Registration Memo. Alderperson Kuehl will circulate publicly and for staff comment and work on a resolution to file with the Deputy City Clerk and Mayor for the August Committee Of The Whole meeting. An updated version of the Memo with the final enforcement mechanism will be provided. Timestamp 2:45:05 - 3:05:27 Moved By: Patrick Kuehl Seconded By: Kayla Matos Motion Summary: Motion to Circulate Voter Registration Memo. Timestamp 3:05:34 Vote Passed 9-0 Carried Unanimously Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Alderperson Kuehl was recognized to present and discuss with Council the legislative memo on the proposed Bird Bill Ordinance. The council continued the lengthy discussion by sharing comments and questions. Mayor Cantelmo spoke to the importance of the item but wanted to ensure the focus and work on this legislation is done in a way that does not jeopardize the existing housing relief work that our planning department is engaged in. Timestamp 3:05:50- 3:24:38 Moved By: Patrick Kuehl 6.4 Encampment Infrastructure Improvements 6.5 Establishment of a tenant-rental property owner-city coalition Seconded By: Clyde Lederman Motion Summary: Motion to Circulate Proposed Legislation. Timestamp 3:24:44 Vote Passed 8-1 Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: Alderperson Shapiro's discussion item is withdrawn from the agenda. Timestamp 3:25:39 Discussion Summary: Alderperson Fabrizio recognized to introduce their legislative memo on the establishment of the tenant rental property coalition. Timestamp 3:26:04- 3:44:00 Alderperson Saint-Perez was asked to provide a written update on the status of the Commission's Working Group. Timestamp 3:44:42 Moved By: Clyde Lederman Seconded By: Kayla Matos Motion Summary: Motion To Suspend Indefinitely. Timestamp 3:44:07 Vote Passed 7-3 7.City Controller Report 7.1 City Controller's Report- Month of July 8.City Manager Report 8.1 City Manager Monthly Report- Month of July 9.Meeting Wrap-Up Member Approve Oppose Recuse Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X David Shapiro X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Discussion Summary: City Controller/Deputy City Controller was not in attendance to for questions from Council. Council was instructed to send any questions or written clarification questions for the Controller. Timestamp 3:44:55 Discussion Summary: Council did not have any questions for the City Manager. Council was invited to send any written clarification questions or comments to the City Manager. Timestamp 3:45:08 Discussion Summary: Announcements- Democracy Fest is August 6th at the South Side Community Center. Timestamp 3:45:58 Next Meeting: August 7th Common Council Regular Meeting. Meeting Adjourned. Moved By: Pierre Saint-Perez Seconded By: Phoebe Brown Motion Summary: Motion to Adjourn Meeting. Timestamp 3:46:10 Vote Passed 9-0 Carried Unanimously Member Approve Oppose Abstain Robert Cantelmo X Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Clyde Lederman X Submitted 8-14-2024 Shaniqua Lewis, Deputy City Clerk City of Ithaca Carried Unanimously 9-0 -Established 1995 – Celebrating 30 Years of Partnership in 2025! Presentation to City of Ithaca Common Council July 17, 2024 Presenters: Gregg Houck Director Ithaca Youth Bureau Kate Shanks -Booth Director Tompkins County Youth Services To jointly plan, finance, provide, and coordinate recreational services for youth of all ages and skill levels that supplement and complement those offered by localities and the private sector. By collaborating and pooling resources, the inter-municipal recreation partnership offers a wider and more affordable array of recreational programming than any single local government could offer on its own. Mission What is the Recreation Partnership? ◦An between eleven municipalities within Tompkins County ◦A unique alliance and one of the largest in ◦The Ithaca Youth Bureau Recreation Division is the ◦Tompkins County Youth Services Department provides planning and financial coordination Benefits of Multi- Municipal Partnerships Municipalities that invest in recreation programs are creating opportunities to enhance citizens’ well being, improve the local economy, and strengthen the community. Despite the benefits of municipalities providing recreational opportunities, the reality is that it can be costly, difficult to maintain, or perhaps impractical for a given community. Multi-municipal cooperation can make providing recreational amenities more realistic and affordable. Cooperation among municipalities makes sense for a variety of reasons and for a variety of purposes, including: ◦Interdependence or mutual interests – a variety of issues and needs transcend municipal boundaries, impacting a region, whether they be economic, social, environmental or physical in nature. ◦Effectiveness of more than one municipality sharing services - municipal services can be more effective when municipalities work together. ◦Efficiency or economy of scale - the ability of municipalities to combine buying power, administrative capabilities, and resources to obtain a better return of services and goods for each municipality. ◦Expanded Offerings – with a larger pool of participants, there is an increased ability to offer a greater diversity of programming that individual municipalities might not be able to support themselves. Current Partners ◦Tompkins County ◦City of Ithaca ◦Town of Ithaca ◦Village of Lansing ◦Town of Caroline ◦Town of Danby ◦Town of Dryden ◦Town of Enfield ◦Town of Groton ◦Town of Newfield ◦Town of Ulysses (including Trumansburg Schools) Who Represents Each Partner? •Each participating municipality has one seat onthe governing board to be filled by an electedofficial willing and able to make policy decisions. •When deemed necessary by a municipal board,an unelected lay designee who has theconfidence of that municipal board may beappointed. •* In addition, the City of Ithaca, the Town ofIthaca, and Tompkins County shall appoint oneadditional representative each to reflect theirgreater investment in the Partnership. Theseadditional appointed representatives may beelected or lay members. •Municipalities shall designate their representatives and an alternate for each seat by certified resolution to be maintained on file with the Tompkins County Youth Services Department. •An alternate may vote in the absence of the municipality’s designated member. •Members will serve one-year terms at the pleasure of their municipal board and may be reappointed. How Is It Governed? A FIVE-YEAR CONTRACT Reviewed every Defines program costs Defines member Outlines requirements about leaving contract Cost Sharing Structure A PIE DIVIDED IN QUARTERS paid by paid by paid by paid by Municipal Formula Reasoning Behind the Formula: •Weighting of assessed value used as a measure of each municipality’s ability to pay for services. •Recognizes that youth from ICSD are significant users of the services and other partner municipalities need to be able to provide equitable support to all their youth. •The use of ICSD properties as opposed to the municipalities’ full assessment, acknowledges that towns like Dryden, Ulysses, Groton, and Newfield also invest significantly in their own local recreation programs, which are used primarily by youth from their own school districts. Continuum of Care for Youth Services $ per youth # of youth 2023 Participant Break Down By Municipality 2023 - Racial Identity of Participants Percentage of Racial Identities Represented in RP Programs Based on Participants Who Self-Reported 4% 8% 3% 0% 60% 21% 4% Black or African American Asian, Native Hawaiian, or Other Pacific Islander Hispanic or Latino Native American White Two or More Races Other Percentage of Racial Identities Represented in Tompkins County Per 2020 U.S. Census 4% 10%6% 0% 69% 8% 3% Black or African American Asian, Native Hawaiian, or Other Pacific Islander Hispanic or Latino Native American White Two or More Races Other Overview of 2024 Budget 42% 53% 1%4% REVENUES Municipal Contributions ($378, 375) Program Fees ($425,102) Sponsors ($8,000) Donations ($25,050) Overview of 2024 Budget 76% 15% 9% Breakdown of Expenses Staff Expenses (Salary, Fringe - $635, 324) Distributed Expenses (Admin, Insurance, Facility Charges - $122,143) Direct Expenses (Supplies, Contracts, Fees - $79,060) Financial Benefit For City of Ithaca As the contracted recreation provider for the Recreation Partnership, the Ithaca Youth Bureau will receive from partner municipalities in 2024. Based on the budget approved by the Recreation Partnership for 2025, the Youth Bureau anticipates receiving from partner municipalities. Recreation Partnership designated programs are projected to generate in registration fees in 2024 and in 2025. Questions? Date: Time: Location: Watch Online: Wednesday July 17, 2024 6:00 PM 108 E. Green Street Ithaca NY 14850 https://www.youtube.com/@CityofIthacaPublicMeetings COMMON COUNCIL COMMITTEE OF THE WHOLE STUDY SESSION/SPECIAL TOPICS MEETING AMENDED 1.Call To Order 1.1. 1.2. 2.Presentation 2.1. 2.2. 3.Consent Items 3.1. 3.2. 3.3. 3.4. 3.5. 4.Agenda Planning 4.1. 4.2. 4.3. 4.4. 5.Reports From Committee/Commissions 6.Member Filed 6.1. 6.2. 6.3. 6.4. 6.5. 7.City Controller Report 7.1. 8.City Manager Report 8.1. 9.Meeting Wrap-Up Emergency Evacuation Notice Review and Approval of Minutes Rec Partnership Presentation Budget Survey Results Resolution to Accept Donation from Triad Foundation Ithaca Youth Bureau Budget Amendments- Danby Youth Commission Youth Bureau Budget Amendment-Tompkins County Workforce Development Board Ithaca 1 No Public Comments 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. 2 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Clerk's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Mayor Robert Cantelmo DATE:July 17, 2024 RE:Emergency Evacuation Notice CP#:N/A MEMORANDUM 3 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Youth Bureau Shaniqua Lewis, TO:Common Council COW Study Session FROM:Gregg Houck DATE:July 17, 2024 RE:Rec Partnership Presentation CP#:N/A MEMORANDUM 4 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 City Manager's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Mayor Cantelmo DATE:July 17, 2024 RE:Budget Survey Results CP#:N/A MEMORANDUM 5 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Police Department Shaniqua Lewis, TO:Common Council COW Study Session FROM:Thomas Kelly, IDP Chief of Police DATE:July 17, 2024 RE:Resolution to Accept Donation from Triad Foundation CP#:N/A MEMORANDUM This grant will assist IPD with providing Dress Blouse uniforms to IPD officers for special events such as hirings, promotions, awards ceremonies, retirements, funerals, etc. 6 WHEREAS, The Ithaca Police Department (IPD) was recently notiﬁed that they will receive a $5,000 donation from the Triad Foundation for 2024, and WHEREAS, IPD has recommended the funds be used to purchase Dress Blouse Uniforms; now, therefore, be it RESOLVED, that the Common Council accepts the $5,000 donation from the Triad Foundation for the purchase of Dress Blouse Uniforms, and it further RESOLVED, that the Common Council thanks the Triad Foundation for their generous donation, and be it further, RESOLVED, that the 2024 authorized IPD Budget is hereby amended as follows: Increase Revenue Account (A3120-2705-5001) $5,000 Increase Appropriation Account (A3120-5415-5001) $5,000 9 10 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Youth Bureau Shaniqua Lewis, TO:Common Council COW Study Session FROM:Gregg Houck DATE:July 17, 2024 RE:Ithaca Youth Bureau Budget Amendments- Danby Youth Commission CP#:N/A MEMORANDUM Increase anticipated revenue from the Danby Youth Commission 11 Ithaca Youth Bureau 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 Fax: (607) 273-2817 “Building a foundation for a lifetime.” To: Common Council From: Ever Stokes, Youth Employment Service Program Coordinator Gregg Houck, IYB Director Re: Youth Bureau Budget Amendment Date: July 9, 2024 We have been advised, by the Danby Youth Commission that we will receive $7,097 in funding to cover wages and fringe for youth employees living in the Town of Danby . We are pleased that we may be able to offer summer employment to additional teens this summer. We would like to amend the 2024 Youth Bureau budget as follows: Increase anticipated revenue from the Danby Youth Commission Account # A7310-2350-1202 Youth Employment Service $7,097.00 Total $7,097.00 Increase expenses: Account # A 7310-5120-1202 Part time/Seasonal $6,300.00 YES Fringe Benefits Participants $6,300 x 12.65% $797.00 Total $7,097.00 Thank you. 12 Resolution: Amend the 2024 Youth Bureau Budget – Youth Employment Service WHEREAS the Danby Youth Commission has advised the Ithaca Youth Bureau that Youth Employment Service will receive $7,097 in funding, and WHEREAS the funding will cover wages and fringe for youth employees living in the Town of Danby; and WHEREAS these funds will allow Youth Employment Service to offer summer employment to additional teens; now therefore be it RESOLVED that Common Council hereby amends the 2024 Youth Bureau Budget as follows: Increase anticipated revenue from the Danby Youth Commission Account # A7310-2350-1202 Youth Employment Service $7,097.00 Total $7,097.00 Increase expenses: Account # A 7310-5120-1202 Part time/Seasonal $6,300.00 YES Fringe Benefits Participants $6,300 x 12.65% $797.00 Total $7,097.00 13 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Youth Bureau Shaniqua Lewis, TO:Common Council COW Study Session FROM:Gregg Houck DATE:July 17, 2024 RE:Youth Bureau Budget Amendment-Tompkins County Workforce Development Board CP#:N/A MEMORANDUM Increase anticipated revenue from Tompkins County Workforce Development Board 14 “An Equal Opportunity Employer with a commitment to workforce diversification.” Ithaca Youth Bureau 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 Fax: (607) 273-2817 “Building a foundation for a lifetime.” To: Common Council From: Ever Stokes, Youth Employment Service Program Coordinator Gregg Houck, IYB Director Re: Youth Bureau Budget Amendment Date: July 9, 2024 We have been advised, by the Tompkins County Workforce Development Board that we will receive $220,000 in funding for Tompkins Summer Youth Employment Program. We are pleased that we may be able to offer summer employment to additional teens this summer. We would like to amend the 2024 Youth Bureau budget, contingent upon confirmation of funding, as follows: Increase anticipated revenue from Tompkins County Workforce Development Board Account # A7310-4820-1202 Youth Employment Service $214,935.00 Account # A7310-4820-1400 Administration $5,065.00 Total $220,000.00 Increase expenses: Account # A 7310-5120-1202 Part time/Seasonal $176,791.00 Account # A 7210-5125 Overtime $3,000.00 Account # A 7310-5425-1202 Office Supplies $4,000.00 Account # A 7310-5440-1202 Staff Development $2,000.00 Account # A 7310-5445-1202 Travel & Mileage $1,504.00 Account # A 7310-5460-1202 Program Supplies $4,000.00 Account # A 7310-5425-1400 Part time/Seasonal $5,065.00 YES Fringe Benefits Participants $151,791 x 12.65% $19,201.56 Other PTS (Staff) $25,000 x 15.85% $3,962.50 Overtime $3,000 x 15.85% $475.50 Total $220,000.00 15 Resolution: Amend the 2024 Youth Bureau Budget – Youth Employment Service WHEREAS the Tompkins County Workforce Development Board has advised us that we will receive $220,000 in funding for the Tompkins Summer Youth Employment Program, and WHEREAS the goal of this program is to provide short-term subsidized summer employment for eligible teens needing assistance; now therefore be it RESOLVED that Common Council hereby amends the 2024 Youth Bureau Budget as follows: Increase anticipated revenue from Tompkins County Workforce Development Board Account # A7310-4820-1202 Youth Employment Service $214,935.00 Account # A7310-4820-1400 Administration $5,065.00 Total $220,000.00 Increase expenses: Account # A 7310-5120-1202 Part time/Seasonal $176,791.00 Account # A 7210-5125 Overtime $3,000.00 Account # A 7310-5425-1202 Office Supplies $4,000.00 Account # A 7310-5440-1202 Staff Development $2,000.00 Account # A 7310-5445-1202 Travel & Mileage $1,504.00 Account # A 7310-5460-1202 Program Supplies $4,000.00 Account # A 7310-5425-1400 Part time/Seasonal $5,065.00 YES Fringe Benefits Participants $151,791 x 12.65% $19,201.56 Other PTS (Staff) $25,000 x 15.85% $3,962.50 Overtime $3,000 x 15.85% $475.50 Total $220,000.00 16 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Youth Bureau Shaniqua Lewis, TO:Common Council COW Study Session FROM:Greg Houck, Director Ithaca Youth Bureau DATE:July 17, 2024 RE:Youth Bureau Budget Amendment-Joint Youth Commission and Town of Ithaca CP#:N/A MEMORANDUM Increase anticipated revenue from the Joint Youth Commission and Town of Ithaca 17 Ithaca Youth Bureau 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 Fax: (607) 273-2817 “Building a foundation for a lifetime.” To: City Administration Committee From: Ever Stokes, Youth Employment Service Program Coordinator Gregg Houck, IYB Director Re: Youth Bureau Budget Amendment Date: July 9, 2024 We have been advised, by the Joint Youth Commission and the Town of Ithaca that we will receive $77,985 in funding for the Joint Youth Commission First-Time Work Program. We are pleased that we may be able to offer summer employment to additional teens this summer. We would like to amend the 2024 Youth Bureau budget, contingent upon confirmation of funding, as follows: Increase anticipated revenue from the Joint Youth Commission and Town of Ithaca Account # A7310-2350-1202 Youth Employment Service $76,985.00 Account # A7310-2350-1400 Administration $1,000.00 Total $77,985.00 Increase expenses: Account # A 7310-5120-1202 Part time/Seasonal $63,310.00 Account # A 7310-5120-1202 Overtime Account # A 7310-5425-1202 Office Supplies $1,600.00 Account # A 7310-5445-1202 Travel & Mileage $1,375.00 Account # A 7310-5460-1202 Program Supplies $1,393.00 Account # A 7310-5440-1202 Staff Development $1,000.00 Account # A 7310-5440-1400 Staff Development $1,000.00 YES Fringe Benefits Participants $54,000 x 12.65% $6,831.00 Other PTS (Staff) $9,310 x 15.85% $1,476.00 Total $77,985.00 Thank you. 18 Resolution: Amend the 2024 Youth Bureau Budget – Youth Employment Service WHEREAS the Joint Youth Commission and the Town of Ithaca have advised the Ithaca Youth Bureau that Youth Employment Service will receive $77,985 in funding for the Joint Youth Commission First-Time Work Program, and WHEREAS the goal of this program is to provide short-term subsidized internships for eligible teens needing assistance in securing employment; now therefore be it RESOLVED that Common Council hereby amends the 2024 Youth Bureau Budget as follows: Increase anticipated revenue from Joint Youth Commission and Town of Ithaca Account # A7310-2350-1202 Youth Employment Service $76,985.00 Account # A7310-2350-1400 Administration $1,000.00 Total $77,985.00 Increase expenses: Account # A 7310-5120-1202 Part time/Seasonal $63,310.00 Account # A 7310-5120-1202 Overtime Account # A 7310-5425-1202 Office Supplies $1,600.00 Account # A 7310-5445-1202 Travel & Mileage $1,375.00 Account # A 7310-5460-1202 Program Supplies $1,393.00 Account # A 7310-5440-1202 Staff Development $1,000.00 Account # A 7310-5440-1400 Staff Development $1,000.00 YES Fringe Benefits Participants $54,000 x 12.65% $6,831.00 Other PTS (Staff) $9,310 x 15.85% Total $77,985.00 19 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Youth Bureau Shaniqua Lewis, TO:Common Council COW Study Session FROM:Greg Houck, Director Ithaca Youth Bureau DATE:July 17, 2024 RE:Request to Amend 2024 Youth Bureau Budget – RSS, OUT, YES, and BBBS CP#:N/A MEMORANDUM Increase revenue: Outings Program, Big Brother Big Sister Program, Recreation Support Services, Youth Employment Services. 20 “An Equal Opportunity Employer with a commitment to workforce diversification.” Ithaca Youth Bureau 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 Fax: (607) 273-2817 “Building a foundation for a lifetime.” To: City Administration Committee From: Gregg Houck Re: Youth Bureau Budget Amendment Date: July 9, 2024 Our contract with County Youth Services has been amended to include additional payments totaling $23,440. Recreation, Outings, and Big Brothers Big Sisters will receive funding to support summer camps, Pathfinders, and mentoring recruitment. Recreation Support Services will receive funding for program supplies and Youth Employment Services will receive funding for YCA stipends. We are happy to be able to provide additional services and support within our existing programs. We are requesting a budget amendment to our 2024 budget as follows: Increase revenue: Account # A7310-2350-1221 Outings Program $1,450 Account # A7310-2350-1206 Big Brother Big Sister Program $6,379 Account # A7310-2350-1601 Recreation Support Services $9,787 Account # A7310-5460-1202 Youth Employment Services $5,824 Total $23,440 Increase expenses: Account # A7310-5120-1221 Part time/Seasonal $1,225.00 Account # A7310-5460-1221 Program Supplies $30.84 Account # A7310-5120-1206 Part time/Seasonal $5,000.00 Account # A7310-5460-1206 Program Supplies $586.50 Account # A7310-5120-1601 Part-time/Seasonal $4,117.90 Account # A7310-5460-1601 Program Supplies $122.92 Account # A7310-5120-1602 Part-time/Seasonal $4,117.90 Account # A7310-5460-1602 Program Supplies $122.92 Account # A7310-5120-1202 Part-time/Seasonal $5,000.00 Account # A7310-5460-1202 Program Supplies $213.50 Fringe Benefits Other PTS (Staff) $14,460.80 x 15.85% $2,292.02 Other PTS (participants) $5,000 x 12.21% $610.50 Total $23,440.00 21 “An Equal Opportunity Employer with a commitment to workforce diversification.” Resolution: Youth Bureau – Request to Amend 2024 Youth Bureau Budget – RSS, OUT, YES, and BBBS WHEREAS Tompkins County Youth Services Department has advised the Ithaca Youth Bureau that the Recreation Support Services, Outings, Youth Employment Service, and Big Brother Big Sister programs will be receiving $23,440 in funding for support staff for youth with disabilities, help staff the Pathfinders program, youth employment, and mentor recruitment and match activities WHEREAS the goals of these programs are to strengthen services offered by these programs (activity support to campers with disabilities, team, skill, and friendship building, subsidized employment, and volunteer mentors and activities); now, therefore, be it RESOLVED, That Common Council hereby amends the 2024 Youth Bureau budget as follows: Increase revenue: Account # A7310-2350-1221 Outings Program $1,450 Account # A7310-2350-1206 Big Brother Big Sister Program $6,379 Account # A7310-2350-1601 Recreation Support Services $9,787 Account # A7310-5460-1202 Youth Employment Services $5,824 Total $23,440 Increase expenses: Account # A7310-5120-1221 Part time/Seasonal $1,225.00 Account # A7310-5460-1221 Program Supplies $30.84 Account # A7310-5120-1206 Part time/Seasonal $5,000.00 Account # A7310-5460-1206 Program Supplies $586.50 Account # A7310-5120-1601 Part-time/Seasonal $4,117.90 Account # A7310-5460-1601 Program Supplies $122.92 Account # A7310-5120-1602 Part-time/Seasonal $4,117.90 Account # A7310-5460-1602 Program Supplies $122.92 Account # A7310-5120-1202 Part-time/Seasonal $5,000.00 Account # A7310-5460-1202 Program Supplies $213.50 Fringe Benefits Other PTS (Staff) $14,460.80 x 15.85% $2,292.02 Other PTS (participants) $5,000 x 12.21% $610.50 Total $23,440.00 22 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Ithaca Urban Renewal Agency Shaniqua Lewis, TO:Common Council COW Study Session FROM:Nels Bohn, Director of Community Development, Ithaca Urban Renewal Agency DATE:July 17, 2024 RE:Community Housing and Development Fund Disbursements CP#:N/A MEMORANDUM Community Housing Development Fund Disbursements, Rounds #23 and #24 23 Page 1 of 2 Proposed Resolution City of Ithaca Common Council June/July 2024 Community Housing Development Fund, round #24 - Authorize Disbursement of City Funds WHEREAS, the Community Housing Development Fund (CHDF) was established in 2009, and renewed in 2015 and 2021, by Memorandum of Understanding (MOU) among and between the City of Ithaca, Tompkins County and Cornell University to raise and award funds to increase the supply of permanently affordable housing in the County, and WHEREAS, the Common Council determined that City contributions to the CHDF should be used solely to assist those projects located within the City of Ithaca, and WHEREAS, the Program Oversight Committee, which includes three City appointees, reviews, and recommends projects for awards, including the amount and funding source, and WHEREAS, the City of Ithaca Common Council retains authority to approve, modify or reject the POC’s recommendation for use of City funds, and WHEREAS, action to authorize disbursement of City funds requires prior completion of environmental review for housing projects, and WHEREAS, the POC recommended the following affordable housing projects for Round #24 funding: Project Location Sponsor Units # Funding Funding Source Freese Road Apartments Town of Dryden INHS 53 new rental units $100,000 Tompkins County: $50,000 Town of Dryden: $50,000 Meadow on Seneca City of Ithaca Rehabilitation Support Services (RSS) 70 new rental units $100,000 City of Ithaca: $100,000 Cayuga Street Redevelopment City of Ithaca Urban Encore, LLC 18 rental units in 2 rehabilitated buildings $300,000 Cornell: $120,000 Tompkins County (IDA Contribution): $180,000 24 Page 2 of 2 Compass Redevelopment Phase II Village of Trumansburg Better Housing for Tompkins County (BHTC) At least 2 new for-sale units (Note: 7 units proposed but less funding provided than requested) $120,135 Cornell: $80,000 Tompkins County: $5,135 Tompkins County (IDA Contribution): $35,000 and, WHEREAS, pursuant to the MOU, Tompkins County administers the CHDF, including collection of contributions to the CHDF and distribution of funds to project sponsors upon issuance of a building permit, and WHEREAS, on January 23, 2024, the City Planning and Development Board, acting as lead agency, issued a negative declaration that the Meadow on Seneca project will result in no significant impact, and WHEREAS, annual City contributions to the CHDF are placed in Restricted Contingency, now; therefore, be it RESOLVED, that the Common Council for the City of Ithaca hereby authorizes an expenditure of up to $100,000 to Tompkins County for the following affordable housing project to implement a recommended funding award for round #24 of the Community Housing Development Fund: Project Name: Meadow on Seneca Location: 116 N. Meadow Street, Ithaca, NY Applicant: Rehabilitation Support Services, Inc. Project Summary: Construction of a 70-unit rental housing project including 35 units set aside with dedicated supportive service funding for special needs households, that may include survivors of domestic violence, persons with serious mental illness, or households experiencing chronic homelessness. And be it further, RESOLVED, That Common Council hereby transfers an amount not to exceed $100,000 from Restricted Contingency Account A1990-5000 Housing Funds to Account A8020-5435 Planning Contracts, and be it further, RESOLVED, That the $100,000 be appropriated from the current balance in the Housing Fund of $180,000 (post transfer), to fund the $100,000 City portion of the City/County/Cornell Housing Trust for the above listed project, and be it further, RESOLVED, that upon receipt of an invoice from Tompkins County, the City Controller is hereby authorized to disburse funds to implement this resolution. 25 Page 1 of 2 Proposed Resolution City of Ithaca Common Council July 2024 Community Housing Development Fund, Round #23 - Authorize Disbursement of City Funds WHEREAS, the Community Housing Development Fund (CHDF) was established in 2009, and renewed in 2015 and 2021, by Memorandum of Understanding (MOU) among and between the City of Ithaca, Tompkins County and Cornell University to raise and award funds to increase the supply of permanently affordable housing in the County, and WHEREAS, the Common Council determined that City contributions to the CHDF should be used solely to assist those projects located within the City of Ithaca, and WHEREAS, the Program Oversight Committee, which includes three City appointees, reviews, and recommends projects for awards, including the amount and funding source, and WHEREAS, the City of Ithaca Common Council retains authority to approve, modify or reject the POC’s recommendation for use of City funds, and WHEREAS, action to authorize disbursement of City funds requires prior completion of environmental review for housing projects, and WHEREAS, the POC recommended the following affordable housing projects for Round #23 funding: Project Location Sponsor Units # Funding Funding Source S. Plain St. and Dart Drive Scattered Site Project and Village of Lansing Tompkins and Courtland Counties homes: S. Plain St.: 2 Dart Dr.:2 $100,000; IDA contribution: $70,000 Housing Trust Trumansburg For-Sale Trumansburg Neighborhood Housing Services, Inc. homes 200,000; IDA contribution: $160,000 Page 2 of 2 and, WHEREAS, pursuant to the MOU, Tompkins County administers the CHDF, including collection of contributions to the CHDF and distribution of funds to project sponsors upon issuance of a building permit, and WHEREAS, the proposed two-family residence is listed as a Type II action at section 175-5(C)(8) of the City Environmental Quality Review Ordinance and is not subject to further environmental review, and WHEREAS, annual City contributions to the CHDF are placed in Restricted Contingency, now; therefore, be it RESOLVED, that the Common Council for the City of Ithaca hereby authorizes an expenditure of up to $100,000 to Tompkins County for the following affordable housing project to implement a recommended funding award for round #23 of the Community Housing Development Fund: Project Name: City of Ithaca component of the S. Plain St. and Dart Drive Scattered Site Project Location: 312 S. Plain Street, Ithaca, NY Applicant: Habitat for Humanity of Tompkins and Cortland Counties, Inc. Project Summary: Construction of two semi-detached, homes to be sold to households earning between 30%-60% of the Area Median Income (AMI) And be it further, RESOLVED, That the $100,000 be appropriated from the current balance in the Housing Fund of $180,000, to fund the $100,000 City portion of the City/County/Cornell Housing Trust for the above listed project, and be it further, RESOLVED, that upon receipt of an invoice from Tompkins County, the City Controller is hereby authorized to disburse funds to implement this resolution. M E M O R A N D U M Date: June 8, 2024 To: Ithaca Common Council From: Nels Bohn, Director of Community Development, Ithaca Urban Renewal Agency RE: Community Housing Development Fund Rounds #23 and #24 Award Recommendations The purpose of this memo is to request two authorizations to disburse City funds to implement rounds #23 and #24 funding award recommendations of the Community Housing Development Fund (CHDF). BACKGROUND The CHDF is a collaborative funding program to expand the supply of affordable housing units in Tompkins County. Core funding partners include the City of Ithaca, Tompkins County and Cornell University. The City and County annually contribute $100,000/year which is matched by a $200,000 contribution from Cornell University. The Towns of Ithaca and Dryden have recently participated in the program with lesser contributions. To date the fund has committed $6.5 million in funding to assist 819 housing units. Additional funding is now provided from the Tompkins County Industrial Development Agency (TCIDA) when developers of CIITAP-assisted projects make payments to the CHDF to comply with the TCIDA’s workforce housing policy. In rounds #23 and #24, $445,000 was available from TCIDA. Funding recommendations are developed by the Program Oversight Committee (POC) that includes representatives from each funding partner. The City’s representatives on the POC are Ducson Nguyen, Chris Proulx, and Kris Haines-Sharp, with George McGonigal serving as an alternative member. CHFD ROUNDS #23 AND #24 AWARD RECOMMENDATIONS The CHDF funding recommendations are contained in the tables within each resolution. Please note that each funder has their own internal criteria for the use of their funds. City funds are only eligible to assist projects located within the City. BUDGET IMPLICATIONS & FUNDING The City budget appropriates $100,000 per year as its contribution to the CHDF. The proposed resolution disburses budgeted funds. NEXT STEPS No funds will be disbursed until a building permit is issued for each assisted project. Upon securing full project funding and issuance of a building permit, Tompkins County will submit an invoice to the City. 26 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Planning & Economic Development Shaniqua Lewis, TO:Common Council COW Study Session FROM:Rebecca Evans, Director of Sustainability DATE:July 17, 2024 RE:Capital Project in Support of Energy Assessments Project CP#:N/A MEMORANDUM Authorization for the Issuance of $1,200,000 Bonds of the City of Ithaca to Support "School District Energy Assessments as a Tool for Energy Engagement" Project Funded by Congressionally Directed Spending 27 Establishment of a Capital Project to Support "School District Energy Assessments as a Tool for Energy Engagement" 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 2022, sustainability staff applied for Congressionally Directed Spending from Senate Majority Leader Chuck Schumer’s office to support energy assessments in the City of Ithaca, which the Senator awarded $1,500,000; and Whereas, the New York State Energy Research & Development Authority (NYSERDA) approved has approved a higher rate of reimbursement for energy services than expected, and therefor only $1,200,000 of the total award is needed to cover the federal share of the project; and Whereas, the period of performance for this project consists of one eighteen-month budget period to begin early fall 2024; 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 $1,200,000; 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 “School District Energy Assessments as a Tool for Energy Engagement” 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. 28 M E M O R A N D U M Date: 24 June 2024 To: Common Council From: Rebecca Evans RE: Establishment of a Capital Project in Support of Energy Assessments Project EXECUTIVE SUMMARY The purpose of this memo is to provide additional information on the resolution: “Authorization for the issuance of $1,200,000 bonds to the City of Ithaca to support ‘School District Energy Assessments as a Tool for Energy Engagement’ project funded by Congressionally Directed Spending”. Creation of this capital project will support the performance period of this award. PROJECT HISTORY, BACKGROUND, & ANALYSIS In FY23, the City of Ithaca was awarded $1,500,000 in Congressionally Directed Spending from Senator Chuck Schumer’s oﬃce to support energy assessments within the municipal boundary. The Department of Energy has determined a 50% cost-share requirement for the project, which has been secured by city staﬀ and our partners. A high-level budget overview is included in Table 1 below. Because of the higher-than-expected incentives available through NYSERDA, the total project cost is only $1,200,000. BUDGET IMPLICATIONS & FUNDING If approved, the City will need to issue bonds of $1,200,000. The City will be reimbursed $1,200,000 by the US Department of Energy as costs are accumulated. NEXT STEPS Sustainability staﬀ will work with project partners to carry out project activities. STRATEGIC THEME Justice50 and Workforce Development BUDGET OVERVIEW CATEGORY $ AMOUNT ORGANIZATION Cooperative Extension $45,995 Cooperative Extension Cooperative Extension 29 Contractual $97,670 Cooperative Extension Overhead $33,730 Cooperative Extension Personnel $196,879 ICSD Contractual $1,158,000 ICSD Personnel $289,060 BlocPower Equipment $86,600 BlocPower Supplies $64,449 BlocPower Overhead $28,906 BlocPower Personnel $19,834 City of Ithaca Supplies $20,634 City of Ithaca TOTAL $ $2,235,393 FEDERAL FUNDS LOCAL MATCH $1,115,829 $1,119,564 30 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 City Manager's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Deb Mohlenhoff DATE:July 17, 2024 RE:Amendment to Personnel Roster-Deputy City Manager CP#:N/A MEMORANDUM Amend personnel roster for the office of the city manager to add one Deputy City Manager 31 Amendment to Personnel Roster – City Manager’s Office – Deputy City Manager WHEREAS, in 2022, the Common Council proposed a Deputy Chief of Staff position to support the implementation of the City’s Reimagining Public Safety initiatives; and WHEREAS, in 2023 a City working group redefined the role to a Deputy City Manager and the group’s recommendations were adopted by Council in April of 2023; and WHEREAS, the City has identified it crucial to hire a Deputy City Manager to design and implement an unarmed response unit as an alternative to law enforcement, as well as coordinate the City’s public safety initiatives; and WHEREAS, the Common Council has previously budgeted for the Deputy City Manager position; and WHEREAS, that the Civil Service Commission approved the creation of the job description for the full time, non-competitive Deputy City Manager as requested during the scheduled meeting held on July 5, 2024, now, therefore be it RESOLVED, that the personnel roster for the office of the city manager is amended to add one Deputy City Manager; and be it further RESOLVED, that the position of Deputy City Manager shall be derived from the A1230- 5105, line approved with the 2024 departmental budget. 32 M E M O R A N D U M Date: July 17, 2024 To: Common Council From: Deborah Mohlenhoff, City Manager RE: Deputy City Manager Executive Summary On July 5, 2024, the Deputy City Manager job description was approved by the Civil Service Commission. Please see the job description attached. Also attached is a chart of the main responsibilities of the role. This role was initially designed in early 2022 as a Deputy Chief of Staff position to support the implementation of the City’s Reimagining Public Safety initiatives. In 2023, a new City working group redefined the role to a Deputy City Manager and the working group’s recommendations were adopted by council in April of 2023. The working group recommended that the City establish a Deputy City Manager position to: o Develop and codify a holistic crisis response approach to oversee its implementation; o To oversee IPD, Crisis Co-Response team, LEAD, and RPS-coordination o To initiate a pilot program with IPD; and, o To implement strategies to build relationships between officers and community organizations; Per the report from the working group: “The Deputy City Manager must be committed to implementing the City-only changes put forward by Common Council and work with the CJC and other non-City organizations to see through reimagining public safety process. They must have the requisite labor, management, and coordination skills and expertise to move these changes forward. They will need to be an excellent communicator and liaison with the public, especially the Black, Brown, and LGBT+ communities. The new Deputy City Manager must be able to collaborate well with the Community Justice Center, the Ithaca Police Department and with community organizations such as GIAC and Southside. The Deputy City Manager must be an excellent recruiter of new police officers and community responders, attracting people who are willing to embrace the reimagining ideals.” In April 2024, the City Manager recommended that the Deputy City Manager role be slightly expanded as a part of the implementation of the Encampment Protocol passed by Common Council in December of 2023. 33 Initial Tasks for the Deputy City Manager will include: -designing and supervising an unarmed response unit -convening and coordinating efforts of the LEAD program, the CJC, and other partner agencies -implement a ‘Community Concerns’ reporting mechanism through SeeClickFix -submit a monthly report to Council with Public Safety specific updates -overseeing and fully implementing the Encampment Response Protocol NEXT STEPS: Mid- July: Post job and recruit applicants Early August: Interview applicants -search committee consists of City Manager, Acting City Attorney, Mayor, and HR Director Late August: Selection and Appointment 34 Jurisdiction: City of Ithaca Jurisdictional Class: Non-competitive/pjc Adopted: 07/05/24 DEPUTY CITY MANAGER DISTINGUISHING FEATURES OF THE CLASS: This executive leadership position plays a pivotal role in ensuring the effective and efficient provision of services to City residents, shaping and maintaining the City's reputation, ensuring the safety and well-being of its citizens, and fostering a strong sense of community. The Deputy City Manager is a key advisor to the City Manager and a vital member of the City's leadership team, and is responsible for steering strategic initiatives, serving as coordinator and point-of-contact for community partner programs, enhancing operational efficiency, and promoting transparent communication between the City government and its residents. The work is performed under the administrative direction of the City Manager, with broad leeway allowed for the exercise of independent judgment in assigned areas of responsibility. Supervision is exercised over City staff as assigned. Does related work as required. KEY RESPONSIBILITIES AND TYPICAL WORK ACTIVITIES: Strategic Leadership and Oversight: Provide strategic direction and oversight for the City’s communications, community engagement, and public safety initiatives. Ensure that City policies and programs align with the City’s goals and serve the community's best interests. Public Safety Coordination: Develop and implement strategies that enhance public safety, emergency preparedness, and response. Oversee community policing and fire prevention efforts, ensuring resources are allocated efficiently to protect public welfare. Community Engagement: Lead and expand community engagement initiatives to foster a collaborative relationship between City government and residents. Develop innovative outreach programs and platforms for public participation, ensuring diverse community voices are heard and considered in City governance. Communications Management: Oversee the Department of Information and Community Engagement, ensuring clear, consistent, and transparent communication strategies that effectively convey the City’s initiatives, achievements, and emergency information to the public and media. Interdepartmental Collaboration: Act as a liaison among various City departments, facilitating collaboration and information sharing to achieve cohesive community-oriented outcomes. Work closely with the City Manager to integrate cross-functional efforts in policy development and project implementation. Policy Development: Assist the City Manager in the formulation and implementation of City policies, ensuring they align with the community’s needs and priorities. Crisis Management: Lead and coordinate the City’s response to crises, emergencies, or sensitive issues, ensuring timely, accurate, and empathetic communication with the public. Budget and Resource Allocation: Develop and manage the budgets for communications, community engagement, and public safety departments. Ensure resources are allocated effectively to meet strategic objectives and community needs. Staff Supervision: Provide leadership and guidance to department heads and staff, fostering a culture of accountability, professional development, and excellence in public service. Stakeholder Engagement: Engage with key stakeholders, including community organizations, business leaders, and governmental agencies, to build partnerships and collaborative initiatives that benefit the City. Council Support: Provide support and guidance to the Common Council, including preparing reports, making presentations, and advising on strategic issues 35 Deputy City Manager Page 2 FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, PERSONAL CHARACTERISTICS: Thorough knowledge of the practices and procedures of public administration, especially as they relate to city government in New York State; thorough knowledge of municipal budgetary principles, practices, and procedures; thorough knowledge of municipal programmatic and planning functions; strong leadership skills, with the ability to inspire, motivate, and guide diverse teams toward achieving common goals; strong written communication skills, including report writing, accounting, and public relations; strong oral communications skills, including the ability to analyze complex problems and propose realistic solutions in the concise and clear manner; ability to separate technical from policy choices, and the ability to define the implications of those choices for the Common Council; ability to plan, oversee and supervise the work of professional staff, while maintaining good working relationships; ability to motivate, coach and mentor staff; ability to engage effectively with a wide range of stakeholders, including City staff, elected officials, community leaders, and the public; demonstrated commitment to Ithaca’s values of diversity, equity, inclusion and environmental and social justice; proven experience with and commitment to the principles of quality management; proven ability to handle crisis situations and make critical decisions under pressure; ability to successfully work with and serve a diverse local community; physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: A.Possession of a Master’s Degree in Public Administration, Public Policy, Public Affairs, Business Administration, Communications, or a closely related field with similar course curriculum, and five (5) years of administrative or management experience working for a municipal government or non-profit organization, at least three (3) years of which must have been in a senior management or executive leadership role; or B.Possession of a Bachelor’s Degree and seven (7) years of administrative or management experience working for a municipal government or non-profit organization, at least five (5) years of which must have been in a senior management or executive leadership role. Note: College degrees must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education and/or U.S. Secretary of Education. If an applicant’s degree was awarded by an educational institution outside the United States and its territories, the applicant must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found at https://www.cs.ny.gov/jobseeker/degrees.cfm. Applicants are responsible for payment of the required evaluation fee. SPECIAL REQUIREMENTS: The Deputy City Manager is a public officer of the City of Ithaca. Pursuant to Article 3 of New York State Public Officers Law, the holder of this position must be at least eighteen (18) years old, a United States citizen, and cannot have been convicted of a felony. The Deputy City Manager must also meet residency requirements established in the City of Ithaca Charter. . 36 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 City Manager's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Deb Mohlenhoff City Manager DATE:July 17, 2024 RE:Management Comp Plan CP#:N/A MEMORANDUM 37 M E M O R A N D U M Date: July 17, 2024 To: Common Council From: Deborah Mohlenhoff, City Manager RE: Management Compensation Plan Adjustments EXECUTIVE SUMMARY This memo proposes a new salary schedule for management personnel in Ithaca. The justification is based on three critical factors: the lack of cost-of-living pay increases over the past ten years, the necessity to remain competitive in the current job market, and the need to avoid salary compression with recent salary increases in the City's bargaining units. Lack of Pay Increases While other employees benefit from collective bargaining that provides annual increases and regular reviews of benefit packages, the management group is not unionized and therefore does not benefit from collective bargaining. Common Council, (on the recommendation of the Mayor in the previous system), has unilateral authority to adjust management salaries and benefits. In the past 10 years, management has only received an increase of 3% in the past two budgets. The Consumer Price Index, however, has increased by roughly 30% over the same time period. (https://www.bls.gov/cpi/factsheets/calculating-percent-changes.htm) The end result of this stagnation in salary adjustments means that management personnel are making less money today in inflation-adjusted dollars than they were 10 years ago. Remaining Competitive in the Current Job Market To attract and retain top talent, it is essential that the City of Ithaca offers competitive salaries. Competitive salaries are crucial in attracting highly qualified candidates to fill vacant management positions, particularly in this tight labor market. The City has struggled and will continue to struggle to fill key positions with the leaders the City needs to continue providing critical services to residents. With respect to our existing workforce, talented and experienced management personnel may seek employment opportunities elsewhere given the disparity between what the market will pay for their labor and what the City is able to offer. This can lead to a loss of institutional knowledge, increased recruitment costs, and operational inefficiencies due to leadership turnover in the City’s departments. Avoiding Salary Compression During recent rounds of collective bargaining, the City has appropriately committed to significant salary increases for its employees represented by the City’s bargaining units. However, as a result, the pay differential between management and non-management personnel is rapidly narrowing due to the negotiated salary increases outpacing increases for unrepresented employees. We will soon see many subordinate employee 38 salaries surpass those of their supervisors. Compression is also a factor when newer employees are hired at higher salaries than existing employees, as was the case with the Police Chief. This article nicely summarizes the variety of challenges posed by pay compression: https://www.forbes.com/sites/forbeshumanresourcescouncil/2023/03/17/what-every-employer-needs-to- know-about-pay-compression/ In 2022, a Management Compensation study conducted by the Burke Group, found that the Step 5 salaries for management were at or within 2-3% of market rate, while salaries for Steps 1-4 were on average below market rate (Step 1 salaries, for example, were on average 14% below market rate). City employees receive annual step increases until reaching the top step level, at which point wages stagnate until Council approves an updated pay scale. Accordingly, while some (but not all) management employees might eventually reach a salary competitive with market rates by topping out at their respective grades, most employees are hired at lower steps that are non-competitive. Even for those employees earning the top step level, their wages decrease compared to market salaries for comparable work due to the lack of an annual cost-of-living adjustment: market salaries tend to increase by 3-5% annually while the City's management compensation plan remains flat between Council-approved increases. RECOMMENDATION When considering salary or benefit changes, the immediate and anticipated long-term financial resources of the organization must be balanced with impacts on recruitment and the retention and morale of current employees. Due to the factors discussed above, I believe that the City’s recent experiences with recruitment and retention, along with the potential for negative morale and productivity impacts if wages should continue to stagnate, outweigh the financial costs of a modest market-based increase to compensation. Please see attached a recommended new salary schedule for members of the City’s management staff. This proposes a moderate budget adjustment that would take effect September 1, 2024. We can cover the costs of these increases for the rest of 2024 with existing unused funds in various salary lines (from open positions, delayed hires, and retirements, etc.) The new salary schedule, if approved, would then be calculated into the 2025 budget. This chart outlines the cost associated with different start dates. July 1, 2024 August 1, 2024` Sept 1, 2024 Oct 1, 2024 salary total if start at date $ 175,427.78 $ 146,258.93 $ 117,200.78 $ 89,232.41 additional fringe $ 45,646.31 $ 38,056.57 $ 30,495.64 $ 23,218.27 total $ 221,074.08 $ 184,315.50 $ 147,696.42 $ 112,450.69 QUESTIONS FOR COUNCIL Are you comfortable with a September 1 start date of the new plan? NEXT STEPS If agreeable, bring a resolution back to council with the approval for the new plan. 39 2024 MANAGERIAL EMPLOYEE GRADE PLAN Grade Point Range Title Step 1 Step 2 Step 3 Step 4 Step 5 12 490-529 City Attorney 505 113774 119463 125152 130841 136529 12 490-529 Controller 505 113774 119463 125152 130841 136529 12 490-529 Fire Chief 495 113774 119463 125152 130841 136529 12 490-529 Police Chief 500 113774 119463 125152 130841 136529 12 490-529 Superintendent of Public Works 525 113774 119463 125152 130841 136529 11 450-489 Assistant Superintendent of Public Works (S&F)455 104379 109598 114817 120036 125255 11 450-489 Assistant Superintendent of Public Works (W&S)465 104379 109598 114817 120036 125255 11 450-489 Deputy Fire Chief 450 104379 109598 114817 120036 125255 11 450-489 Deputy Police Chief 450 104379 109598 114817 120036 125255 11 450-489 Director of Human Resources 450 104379 109598 114817 120036 125255 11 450-489 Director of Planning and Development 480 104379 109598 114817 120036 125255 10 410-449 Assistant City Attorney 410 95762 100550 105338 110126 114914 10 410-449 Director of Public Information and Technology 420 95762 100550 105338 110126 114914 10 410-449 GIAC Director 410 95762 100550 105338 110126 114914 10 410-449 Youth Bureau Director 410 95762 100550 105338 110126 114914 9 370-409 City Chamberlain 380 87855 92248 96641 101034 105426 9 370-409 Deputy Controller 370 87855 92248 96641 101034 105426 9 370-409 Deputy Director of Human Resources 370 87855 92248 96641 101034 105426 9 370-409 Deputy GIAC Director 375 87855 92248 96641 101034 105426 9 370-409 Deputy Youth Bureau Director 370 87855 92248 96641 101034 105426 9 370-409 Director of Code Enforcement 400 87855 92248 96641 101034 105426 9 370-409 Director of Engineering Services 390 87855 92248 96641 101034 105426 8 330-369 Deputy City Chamberlain 345 80601 84631 88661 92691 96721 8 330-369 Deputy Director of Economic Development 345 80601 84631 88661 92691 96721 8 330-369 Deputy Director of Planning and Development 340 80601 84631 88661 92691 96721 8 330-369 Director of Sustainability 340 80601 84631 88661 92691 96721 8 330-369 Information Systems Manager 350 80601 84631 88661 92691 96721 8 330-369 Manager of Organizational Development 330 80601 84631 88661 92691 96721 7 290-329 Equity Talent Acquisition Specialist 315 73945 77643 81340 85037 88734 7 290-329 Manager of Parking and Commons Operations 315 73945 77643 81340 85037 88734 6 250-289 Deputy City Clerk 260 67839 71231 74623 78015 81407 5 below 250 Employee Health and Safety Coordinator 245 62239 65351 68463 71575 74687 40 hours/week 40 PROPOSED MANAGERIAL EMPLOYEE GRADE PLAN revised to show new proposed top salary and stay consistent with 20% from step 1-5 and 9% per grade Grade Point Range Title Step 1 Step 2 Step 3 Step 4 Step 5 12 490-529 Deputy City Manager 125000 131250 137500 143750 150000 12 490-529 City Attorney 505 125000 131250 137500 143750 150000 12 490-529 Controller 505 125000 131250 137500 143750 150000 12 490-529 Fire Chief 495 125000 131250 137500 143750 150000 12 490-529 Police Chief 500 125000 131250 137500 143750 150000 12 490-529 Superintendent of Public Works 525 125000 131250 137500 143750 150000 11 450-489 Assistant Superintendent of Public Works (S&F)455 114678 120412 126146 131880 137614 11 450-489 Assistant Superintendent of Public Works (W&S)465 114678 120412 126146 131880 137614 11 450-489 Deputy Fire Chief 450 114678 120412 126146 131880 137614 11 450-489 Deputy Police Chief 450 114678 120412 126146 131880 137614 11 450-489 Director of Human Resources 450 114678 120412 126146 131880 137614 11 450-489 Director of Planning and Development 480 114678 120412 126146 131880 137614 10 410-449 Assistant City Attorney 410 105121 110377 115633 120889 126145 10 410-449 Director of Public Information and Technology 420 105121 110377 115633 120889 126145 10 410-449 GIAC Director 410 105121 110377 115633 120889 126145 10 410-449 Youth Bureau Director 410 105121 110377 115633 120889 126145 9 370-409 City Chamberlain 380 96254 101067 105880 110693 115505 9 370-409 Deputy Controller 370 96254 101067 105880 110693 115505 9 370-409 Deputy Director of Human Resources 370 96254 101067 105880 110693 115505 9 370-409 Deputy GIAC Director 375 96254 101067 105880 110693 115505 9 370-409 Deputy Youth Bureau Director 370 96254 101067 105880 110693 115505 9 370-409 Director of Code Enforcement 400 96254 101067 105880 110693 115505 9 370-409 Director of Engineering Services 390 96254 101067 105880 110693 115505 8 330-369 Deputy City Chamberlain 345 88554 92982 97410 101838 106265 8 330-369 Deputy Director of Economic Development 345 88554 92982 97410 101838 106265 8 330-369 Deputy Director of Planning and Development 340 88554 92982 97410 101838 106265 8 330-369 Director of Sustainability 340 88554 92982 97410 101838 106265 8 330-369 Information Systems Manager 350 88554 92982 97410 101838 106265 8 330-369 Manager of Organizational Development 330 88554 92982 97410 101838 106265 7 290-329 Equity Talent Acquisition Specialist 315 81241 85303 89365 93427 97489 7 290-329 Manager of Parking and Commons Operations 315 81241 85303 89365 93427 97489 6 250-289 Deputy City Clerk 260 74533 78260 81987 85714 89440 5 below 250 Employee Health and Safety Coordinator 245 68380 71799 75218 78637 82056 40 hours/week 41 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:The Working Group on Public Works Governance DATE:July 17, 2024 RE:Working Group on Public Works Governance CP#:N/A MEMORANDUM Legislative Recommendations from the Working Group on Public Works Governance 42 1 M E M O R A N D U M Date:May 15,2024 To:Common Council From:The Working Group on Public Works Governance Chair:Tiffany Kumar;Members:Kayla Matos,Margaret Fabrizio,Mike Thorne, Scott Gibson &Maury Josephson RE:Legislative Recommendations from the Working Group on Public Works Governance EXECUTIVE SUMMARY These recommendations of the Working Group on Public Works Governance aim to enhance the transparency,efficiency,and responsiveness of public works management in the City of Ithaca.By proposing the dissolution of the existing Board of Public Works and suggesting the formation of the Public Works,Accessibility,and Transportation Commission,we aim to streamline governance structures while increasing democratic engagement.The recommended changes not only address the historical overlaps and confusions in decision-making authority but also aim to ensure that public input remains an aspect of public works policy.The working group’s consideration of various governance frameworks has culminated in a series of recommendations that respect both the expertise of city staff and the governance prerogatives of the Common Council. By aligning these shifts with broader changes in City government,the working group hopes to set a foundation for a more integrated and effective approach to managing Ithaca's public infrastructure. LEGISLATIVE HISTORY AND LEGISLATIVE THEMES Currently,the scope and authority of the Board of Public Works is as follows:The Board of Public works shall take charge and,subject to the limitations herein contained and the direction and review of the Common Council,shall have control of the following departments of the City government,of the property belonging thereto and of the appropriations made therefor:Water (except that it shall not in any manner fluoridate the water under the control of the Water Department of the City government),sewers and drains,streets and sidewalks,creeks and bridges,streetlighting,parks,cemeteries, garbage,public buildings and property (but not public buildings and equipment exclusively in the Fire Department service),and such other departments as may be assigned to the Board under the provisions of §C-82 of the Ithaca City Charter. At the 2020 June 11th meeting of the City Administration Committee,the Committee responded to complaints of issues arising from the Board of Public Works (the “BPW”) as well as staffing challenges brought on by the pandemic by submitting a draft local 43 Memorandum:Report of the Working Group on Public Works Governance 2 law and ordinance to dissolve the BPW and redistribute its authority to Common Council,the Mayor,the Superintendent,and/or other staff designees as appropriate. The BPW has faced dissolution before,over similar issues regarding overlaps in authority and barriers to efficiency.Although that proposal did not move forward,the issues persisted.As a result of and following the pandemic,the BPW has not been successful in performing its functions or holding regular meetings. The Working Group found that,although there is a need to replace the BPW,there are also many benefits to retaining a separate forum for public works governance.BPW meetings were historically well attended by the public and supported by Common Council.The BPW was also the last step before litigation to address grievances after other bureaucratic avenues had been exhausted.This was a straightforward mechanism for the public to receive direct feedback on the requests and issues they raised.Additionally,we feel it is important that there is a democratic channel through which to appeal the decisions of the Department of Public Works. NEED FOR LEGISLATIVE ACTION ●The issues with the BPW surrounded a lack of clarity regarding decision-making authority.There is a problematic overlap of authority between the Board of Public Works and the Common Council.This lack of clarity and final responsibility has led to a high level of confusion,disagreement and strained organizational dynamics regarding the role and responsibility of the Board in relation to the Common Council,sometimes even burdening staff with conflicting direction. ●Additionally,there were many redundancies in the mandates of the BPW the Mobility,Accessibility,and Transportation Commission,both of which are expected to advise on issues such as streets and sidewalks,parking,and transportation.Members of the Department of Public Works (DPW)have remarked that the BPW often only served as a barrier to efficiency. ●However,there still exists a need for a separate mode of public works governance,and the BPW is not effectively filling that role. ●The Council has shown a great deal of interest in restarting the city’s commission structure. ●Additionally,there have been many concerns raised by the public,city staff,and council members about a lack of a mechanism for public or Common Council input in DPW priorities. PROJECTED IMPACT The issue of public works governance and responsibilities and lack of clarity on these matters has affected the City,Common Council,and the public for quite some time.The working group is confident that the proposed governance structure recommended here will efficiently preserve the benefits of the Board of Public Works while doing away with the challenges it presented.We would like to establish a clear line of public works authority,as well as a democratic channel for public feedback. 44 Memorandum:Report of the Working Group on Public Works Governance 3 This legislation would allow for the public and the City to become more informed on each other ’s limitations and imperatives and for the Council to efficiently make the most informed decisions possible regarding public works issues.Council members will regularly receive expert input as well as input on the community’s needs,and balance the two accordingly. FEASIBILITY We believe that the most feasible course of action is that,upon the dissolution of the existing Board of Public Works (subject to referendum),the Mobility,Accessibility,and Transportation Commission be replaced by the Public Works,Accessibility,and Transportation Commission,which will retain its advisory commission status and take over the portfolio of the BPW.The Working Group has prepared the following proposed language that would reflect the mandate of the new commission: The purpose of the Public Works,Accessibility,and Transportation Commission is to provide the Common Council,appropriate committees thereof,the City's quasi-judicial boards,and City staff with advisory research,public input,and analysis for matters related to the Department of Public Works,water,sewers and drains mobility, accessibility,and transportation,including,but not limited to,bicycles,pedestrians, sidewalks,parking,traffic calming and management,public transit,multi-use trails,taxis, and accessibility for persons with disabilities.Its new duties should be to advise on the following: 1.Water,except that it shall not in any manner fluoridate the water under the control of the Water Department of the City government; 2.Sewers and drains; 3.Streets,sidewalks,sidewalk maintenance,sidewalk improvement districts,street lighting,and multi-use trails; 4.Parking,parking garages,residential parking permits,traffic calming,and traffic management; 5.Creeks and bridges; 6.Parks; 7.Obstacles to equal rights,access,and privileges of persons with disabilities; 8.All forms of public transit within,into,and from the City of Ithaca and the surrounding area; 9.Bicycle and pedestrian access and infrastructure; 10.Cemeteries; 11.Garbage; 12.Public Buildings and Property,but not public buildings and equipment exclusively in the Fire Department service; 13.To advise on issues related to taxi,limousine,and livery services and all other forms of private vehicular transportation for hire; 14.To serve as a means of engaging in community outreach and receiving community input on the above-described subject matter in a manner consistent 45 Memorandum:Report of the Working Group on Public Works Governance 4 with the diversity,accessibility,and sustainability goals of the City and in conjunction with all appropriate commissions,as necessary,to achieve such goals. We believe that the commission should adopt the standard advisory commission legislation format within the system already in place,with the hope that our work can supplement and easily fold into the final recommendations of the Working Group for Reviving City Advisory Commissions.However,we believe that the commission should have a separate standing meeting each month,to be used at the discretion of the commissioners,to solicit public feedback and DPW input on the prioritization of maintenance issues and other public work initiatives.This will allow for a better public understanding of DPW’s process for prioritizing repairs and other improvements and a direct mechanism for DPW to receive public input. The dissolution of the BPW will require a referendum.To provide sufficient time to receive public and staff feedback,permit Council consideration,meet the technical and procedural requirements for introducing and passing the legislation,and meet County and State requirements for preparing and submitting an appropriate item to the Tompkins County Board of Elections for inclusion on the ballot,the Working Group recommends finalizing and approving legislation in 2024,which would permit a referendum in 2025. QUESTIONS FOR STAFF There are duties currently allocated to the BPW that will have to be relocated to either the Common Council,the Mayor,the City Manager,or the Superintendent of Public Works-or some combination of the four.Although legal recommendations for this were included in the 2020 draft legislation to dissolve the BPW,they did not take into account the new city manager model nor the move towards moving the advisory duties into the city’s commission structure.Therefore,a question to staff is:How could we best accomplish this reallocation under the new structure?What could potential timelines look like? Are there any funding or budgetary impacts in addition to the ones already detailed? Additionally,Council,community,and staff input on these recommendations will be instrumental.How can the working group best be helpful with implementing and fleshing out this proposal? BUDGET IMPLICATIONS &FUNDING Although more staff feedback on this is required,the funding implications should be minimal,and might include costs such as those associated with running the referendum,holding meetings for the reconfigured comission,and seeking members. 46 Memorandum:Report of the Working Group on Public Works Governance 5 PUBLIC FEEDBACK In order for the legislation to pass,there is a required period of public input.Additionally, the City should seek forums to permit community groups and members of the public to seek more information and submit suggestions. If this legislation is approved by Council and proceeds to referendum,there should be a strong effort from the City to publicize the benefits of the change and the impact of voting for it. NEXT STEPS We recommend that the Working Group for Reviving City Advisory Commissions include our report in their final recommendations. Additionally,as the city moves towards a potential referendum,it is imperative that these changes are communicated clearly and openly to ensure broad public support and understanding. ### 47 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Alderperson Kuehl DATE:July 17, 2024 RE:Voter Registration V2. CP#:N/A MEMORANDUM 48 1 MEMORANDUM FOR: Common Council BY: Patrick Kuehl DATE: May 31, 2024 RE: Tenan EXECUTIVE SUMMARY The ordinance proposed in this legislative memorandum requires that landlords and realtors provide voter registration forms to new tenants and property owners in the City of Ithaca. The primary objectives of the proposed ordinance are to: 1.Increase Voter Turnout and Representation: Targeting wards with high transient populations, this initiative aims to boost electoral participation among tenants; and 2.Update Voter Information: Facilitate voters updating their registration information with the the Tompkins County Board of Elections to improve the accuracy of the voter rolls. The proposed code changes are as follows: •Require all landlords to provide physical voter registration forms furnished by the Board of Election as well as a stamp to new tenants within two weeks of the tenants physical move in; •Require all real estate agents to provide voter physical voter registration forms furnished by the Board of Elections to new homeowners at the time of closing on a sale; •Require absentee ballot voting information to be provided to tenants; and •Require landlords to provide registration and all other articles set forth in this legislation in order to be eligible for eviction proceedings. I.LEGISLATIVE HISTORY AND PRIORITIES While New York State has expanded opportunities for voting with early voting and early voting by mail, the non-registration of voters remains an obstacle, especially among transient populations. It is much more difficult to receive information about the voting process for people who are unregistered, not only do they receive less information from the Board of Elections, it is also much 49 2 more difficult for political parties to contact them to inform them about candidates and their right to vote. Information that landlords are already required to provide to tenants: •Federal law mandates that landlords give a pamphlet to their tenants about how to protect themselves from possible lead exposure in their homes; •Cities around the state require other information not required in the City of Ithaca such as information on home repairs. This information is provided to tenants by landlords with a pamphlet prepared by the NYC Department of Health and Mental Hygiene and the NYC Department of Housing Preservation and Development; •Cities and states around the United States require various types of information to be provided to tenants by landlords; some cities require full tenants’ rights guides along with voter registration forms. Comparable legislation has been implemented in various cities across the United States: •District of Columbia and Seattle, Washington: Both cities have enacted laws requiring landlords to provide voter registration materials along with housing rights information to tenants; •New York City: NYC proposed similar legislation (750-2015), which faced opposition from the Real Estate Board of New York, citing undue additional responsibilities on property owners. Proposed legislative action: •Require all landlords to provide physical voter registration forms furnished by the Board of Election to new tenants at the time of signing a lease; •Require all real estate agents to provide voter physical voter registration forms furnished by the Board of Elections to new homeowners at the time of closing on a sale; •Require absentee ballot voting information to be provided to tenants. •Provide a private right and class action clause in the legislation to allow tenants or their representative to sue their landlord over improper distribution of information. Optional additions and future legislative ideas: •Provide tenants with a tenant bill of rights similar to the one provided in Broome County and prepared by the Attorney General. 50 3 II.NEED FOR LEGISLATIVE ACTION 1.Low Voter Turnout in Transient Wards: Notably, wards with high transient populations such as wards 4 and 5 show significantly lower voter turnout compared to other areas. 70% of city residents are renters. 2.Accurate Voter Records: Transient populations make it challenging to maintain updated and accurate voter records. 3.Additional Voting Information: Transient populations need more information about their right to vote. This article published this year by the Ithacan highlights the criticality of this measure; III.PROJECTED IMPACT This ordinance will affect renters, new local property owners, realtors, and landlords by requiring them to distribute voter registration forms to new tenants. Accurate statistics on an increase in voter participation in areas which have implemented similar legislation are difficult to gather. However there is a general trend of increased transient voter participation that has been attributed to this and similar initiatives in Seattle. IV.FEASIBILITY •Cost Implications: Implementation is not expected to incur significant costs. The primary expenses involve printing and distributing voter registration forms, the State Board of Elections provides these forms to the county. The cost of these forms is not incurred by the City of Ithaca, Tompkins County or the County Board of Elections. •Stakeholder Cooperation: Successful implementation requires collaboration with landlords and realtors. Initial communications indicate that the additional administrative workload is manageable and should not pose significant challenges; •Staff time: While staff time on this project could be slightly variable, the most expansive form of this legislation will still not require any maintained workload from staff of the city. After speaking to the acting city Attorney, Victor Kessler, this legislation, if passed, is not expected to take an undue amount of time to implement. •Resources: Concerns have been raised regarding the need for a sufficient supply of voter registration forms. This can be addressed through close coordination with the Board of Elections. Tompkins County Board of Elections Commissioner Stephen Dewitt does not foresee supply of voter registration forms as an issue. V.QUESTIONS FOR STAFF AND COUNCIL 1.Enforcement: Should we prioritize strict enforcement of this ordinance, or would a collaborative approach with landlords be more effective? 2.Communication: Which department is best suited to communicate these changes to landlords and coordinate with the Board of Elections? 51 4 VI.BUDGET IMPLICATIONS & FUNDING No significant budget implications are anticipated. VII.PUBLIC FEEDBACK This memo was presented at the May study session and will again be presented at the June study session. The public will have the opportunity to submit feedback before the next legislative meeting. Council members will also actively seek input from stakeholders such as landlords, the Ithaca Tenants Union and the Board of Elections regarding implementation challenges. VIII.NEXT STEPS 1.Presentation: Present this memo and sample legislation at the Committee of the Whole meeting; 2.Public Outreach: Council members will reach out to public stakeholders and solicit statements from the community; and 3.Legislative Draft: The City Attorney will review suggestions and prepare a legislative draft. This memo outlines the necessity and benefits of requiring landlords to provide voter registration forms to new tenants, emphasizing increased voter participation and updated voter records while addressing potential concerns and implementation strategies. 52 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Alderperson Kuehl DATE:July 17, 2024 RE:Proposed Ordinance-Bird Bill CP#:N/A MEMORANDUM Proposed Ordinance to Require Bird-Friendly Measures on Newly Constructed Glass Facades 53 MEMORANDUM FOR: Common Council BY: Patrick Kuehl DATE: June 14, 2024 RE: Proposed Ordinance to Require Bird-Friendly Measures on Newly Constructed Glass Facades EXECUTIVE SUMMARY The ordinance proposed in this legislative memorandum requires that new construction projects in the City of Ithaca meet a bird-friendly standard. This standard has been set by the US Green Buildings Council’s Leed rating system for the Reducing Bird Collisions Credit. The primary objectives of the proposed ordinance are to: 1.Decrease Threat to Avian Populations: By addressing buildings that would otherwise cause avian collision deaths, this initiative aims to decrease the threat that human structures pose to local biodiversity; and 2.Present Ithaca as a Green City: Increase tourism, community pride, and neighborhood investment by following U.S. Green Building Council LEED standards for sustainability. The proposed code changes are as follows: Section 1: If Enacted by the Common Council of Ithaca, New York that the Ithaca City Code is amended as follows: By amending § 146-5 Required Submissions—Building Permit Application. In addition to other documents required to be submitted with a building permit application, an applicant for construction of a new building subject to this subtitle shall submit to the Building Department: 54 (A) Documentation showing that the building meets: The Bird-Friendly Design Standards of “Reducing Bird Collisions Credit" in the LEED Green Building Rating System Section 2. And Be It Further Enacted by the Common Council of Ithaca that this Act shall become effective 6 months after its enactment. The above offers a possible change and is not indicative of the ordinance's final form. I. LEGISLATIVE HISTORY AND PRIORITIES These guidelines have been adopted by other cities and state governments to varying degrees. The most expansive piece of legislation, and the most relevant, is New York City’s Local Law 15. This legislation amended the city building code to include standards nearly identical to those proposed in this legislation. Additionally, legislation is currently being discussed in the State Assembly and State Senate via the FLACO (Feathered Lives Also Count) Act. This legislation, which was passed in the State Senate, amends the public buildings law, directing the Commissioner of General Services to incorporate changes to prevent bird deaths in public buildings. After an attempt to pass a similar piece of legislation at the federal level, the General Services Administration decided to incorporate these changes independently. Bills similar to the FLACO Act have been passed in Maine, Maryland, Milwaukee, and Washington D.C. II. NEED FOR LEGISLATIVE ACTION Since 1970, the United States and Canada have seen drastic reductions in bird populations, amounting to a decrease of 3 billion birds, or 30% of the entire population. This has been due to a variety of factors, from the introduction of invasive species to pesticide use and increased development of habitat. One contributing factor is the risks that birds face during migration. The leading killer of migratory birds is collisions with glass surfaces. Estimates suggest windows kill somewhere between 365 million and 1 billion birds per year. Even at the lowest estimate, that would make glass surfaces deadlier than all other 55 forms of infrastructure (power lines, wind turbines, open oil pits) combined (39 million). Birds killed by windows also surpasses the number of birds killed by pesticides (72 million) and birds killed by vehicles (214.5 million). III. PROJECTED IMPACT The constituency most impacted by this legislation will be developers and architectural firms. The tangible impact that it will have on them is difficult to ascertain. Some forms of bird-friendly infrastructure can indeed be expensive; however, the adoption of bird-friendly design standards by the Office of the University Architect at Cornell, as well as the creation of bird-friendly buildings in Ithaca such as 401 Cayuga Park Lane, show that some architects and developers in the City of Ithaca are already implementing this standard without a law in place. This would suggest that the cost of bird-friendly design is not viewed as a limiting factor to these developers. Additionally, there will be a positive impact to the greater Ithaca population from an increased eye towards conservation development which makes Ithaca a more vibrant place to live. Increased attention to ecologically safe building practice brings our development and natural areas more together. IV. FEASIBILITY ●Cost implications: Implementation is not expected to incur significant costs. Because the cost of implementation would be the responsibility of developers, the only cost Common Council would incur is the staffing cost of meetings to develop specific phrasing for the construction code amendment. ●Stakeholder cooperation: As noted above, developers in Ithaca have already begun considering bird-friendly infrastructure in new constructions, and buildings on both Cornell University and Ithaca College campuses have been retrofitted to be more bird-friendly. This indicates that a majority of stakeholders would likely be open to this legislation change. However, because this 56 legislation does defer some costs to developers, communication with stakeholders may be useful to ensure all parties are satisfied with the result. ●Staff time: The projected staff time on this project will be primarily devoted to the development of specific language for the ordinance. This could be variable, but likely will only take one or two devoted meetings. As stated above, communication with stakeholders may be deemed necessary- if done efficiently, this communication should not take more than two or three roundtable meetings for a total of no more than five meetings of a small task group. ●Resources: Information about bird-friendly infrastructure is widely available: locally, through Cornell’s Lab of Ornithology, and nationally, through the American Bird Conservancy and the U.S. Green Building Council’s LEED For Cities program. Aid for the implementation of this ordinance is available through both institutions. V. QUESTIONS FOR STAFF AND COUNCIL 1.Engagement: What is the best practice for communicating with stakeholders, particularly developers, about this ordinance? 2.Implementation: Has the Council found that a more tiered approach to this type of legislation has been more effective- for example, having progressively more strict requirements on which types of structures require bird-friendly infrastructure? VI. BUDGET IMPLICATIONS AND FUNDING There is no fiscal impact predicted by this legislation. Similar pieces of legislation have been predicted to have no fiscal impact on the governments that implement them. A prime example of this is the previously mentioned Local Law 15 of New York City, which has a projected fiscal impact of $0. VII. PUBLIC FEEDBACK 57 This memo has not yet been presented so has not yet received any public feedback. After it is presented at the June Committee of the Whole meeting, the public will have the opportunity to submit feedback before the next meeting. VIII. NEXT STEPS 1.Presentation: Present this memo and sample legislation at the Committee of the Whole meeting; 2. Review of Literature: Members of Council will review existing literature that exists on bird safe building provided by the member which filed and local experts; 3.Public Outreach: Council members will communicate with local stakeholders and engage with the community; and 4.Legislative Draft: The City Attorney will review suggestions and prepare a legislative draft. 58 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Alderperson Shapiro DATE:July 17, 2024 RE:Encampment Infrastructure Improvements CP#:N/A MEMORANDUM Encampment Infrastructure Improvements 59 M E M O R A N D U M Date: May 24th, 2024 To: Common Council From: David Shapiro RE: Encampment Infrastructure Improvements EXECUTIVE SUMMARY To provide a safe and sanitary environment for unhoused residents camping in our encampment zone, there is a need for infrastructure improvements in the area known as Southwest Park. I would like to direct the Department of Public Works to develop a scope of work that includes recommendations and budgetary implications to install: 1.Lighting in the encampment zone, 2.A surveillance system covering the encampment zone, 3.Accessible drinking water, and bathroom facilities, 4.The potential for public Wi-Fi. Furthermore, I would like to direct the Department of Public Works to present these plans and recommendations as part of their FY25 operating and/or capital spending budget. LEGISLATIVE HISTORY AND LEGISLATIVE THEMES During the 2023 legislative year, the Ithaca Common Council passed a policy that provides guidance related to where unhoused people are permitted to camp within the City of Ithaca, known now as the encampment zone or “green” zone. This policy, however, did not include recommendations for improving the infrastructure where unhoused residents are being directed to camp. It is generally agreed that responding to the needs of the unhoused population in Ithaca, and more speciﬁcally, the encampments, is part of our legislative agenda. NEED FOR LEGISLATIVE ACTION Recently the Tompkins County Environmental Health department sent a notice of violation to the City of Ithaca ordering an immediate plan to clean a triangular piece of land owned by the City of Ithaca and adjacent to the railroad yards. Additionally, Elizabeth Cameron, TCEH’s Director of Environmental Health, wrote in the notice of violation that the location is just one “in a larger area that may present a public health nuisance or public health hazards.” As a result, additional pro-active measures are needed to prevent a health nuisance, hazards, and more generally, to protect the safety of the people that inhabit that area, the surrounding areas, and the other residential and business areas that are also negatively impacted by the lack of safety in the area. Currently the department of public works has some funds in their budget to assist with the cleanup, however, there has not been any planning to build or improve the infrastructure where camping exists. Furthermore, there are multiple places where encampments have existed, some in areas known as the green zone, where infrastructure improvement are needed as detailed above, and others in restricted zones where DPW and the Common Council should also consider if fencing, lighting and/or surveillance cameras may be needed as well. There is a need for a scope of work to be crafted and presented to the Common Council for consideration. It is important to recognize the urgency for a governmental plan to ensure city owned land, and adjacent privately owned properties, are kept safe from violent crimes and criminal drug behavior – which has unfortunately now included the recently reported murder of Thomas Rath. More generally, much or what we are experiencing can be 60 attributed to the dramatic increase in fentanyl and other dangerous drugs in rural communities and the violent and/or sex related crimes, and other predatory behavior that often follows vulnerable, addicted and unhoused community members. PROJECTED IMPACT Keeping the community safe from violent and predatory actors should always be a priority for the city. The lack of safety and ongoing surveillance of the encampments has led to victimization of unhoused people who have turned to camping; victimization of people with addictions that often occurs in the form of a sex crime; victimization of residents at Nate’s Floral Estates, who often are victims of less violent but socially unacceptable offenses, and the surrounding businesses who have began to hire security personal due to the increase in thefts related to some of the same criminal elements. FEASIBILITY It is worth noting that the City of Ithaca already utilizes surveillance cameras in public spaces, included some places on Ithaca’s Commons, as well as the recent contract the city entered with Flock to provide electronic license plate monitoring equipment to assist the police department in solving crimes. Spending resources related to potentially: constructing new lights/poles, purchasing, and installing surveillance equipment may already exist within DPW budgets, but I am seeking a full scope of work and accompanying budgetary recommendations to be included in the development of the FY25 operating and/or capital budget. QUESTIONS FOR STAFF What barriers exist that limit our accessibility to any land identiﬁed herein? What barriers exist to build adequate lighting and to operationalize a surveillance system? What barriers exist to providing access to running water and toilets? Wife? What is the zoning of this land? Are there other uses being considered for this land? BUDGET IMPLICATIONS & FUNDING This plan seeks to utilize expenses that will be a one-time cost to implement and install, as well as the staff hours/time to complete such a project. Any on-going surveillance system or provision or water, toiletry access, may also lead to a minor on going budget impact. PUBLIC FEEDBACK There has been a lot of discussion about this land for many years. I believe the time for action is now, however with discussion in a study session and potential future voting items within the budget, the public would have time to provide feedback. We can also model the decision-making process that was used to enter into a contract with the vendor (FLOCK) that now provides a surveillance system for the police to use for incoming/outgoing traffic. NEXT STEPS Determine the will of council to direct the Department of Public Works to provide a scope of work that will provide infrastructure improvements within the encampment zone, and to consider other infrastructure improvements to the restricted zones and to have this scope of work presented within the operating and/or capital projects budget for FY25. 61 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Alderperson Fabrizio DATE:July 17, 2024 RE:Establishment of a tenant-rental property owner-city coalition CP#:N/A MEMORANDUM Establishment of a tenant-rental property owner-city coalition," presented by Alderperson Fabrizio 62 M E M O R A N D U M Date: July 4, 2024 To: Mayor Robert Cantelmo and Ithaca Common Council From: Alderperson Margaret Fabrizio RE: Establishment of a tenant-rental property owner-city coalition EXECUTIVE SUMMARY It is requested that Council consider the creation of a local housing coalition to facilitate communication and collaborative problem-solving between tenants, property owners, and the City of Ithaca LEGISLATIVE HISTORY AND LEGISLATIVE THEMES There is no record in recent history of a city-led housing coalition. Its focus would be to discuss and understand housing related challenges from both user and provider perspectives, to assist to identify and solve recurring problems, to brainstorm creative housing supply and affordability solutions, and to find ways to streamline housing related processes to benefit both tenant and property owner. NEED FOR LEGISLATIVE ACTION A coalition of residents engaging regularly in housing related discussions could foster better understanding and respect for all parties engaged in the local housing market as well as spawn creative housing solutions PROJECTED IMPACT •Improve communications and relations between tenants, rental property owners, and Ithaca’s Planning, Building, Zoning & Economic Development Department; •Collaboratively brainstorm ideas to track Certificates of Compliance and ensure timely housing inspections; •Work with city staff to identify repeat offenders of housing code violations; •Work together to establish achievable timelines for rental contracts; •Research incentives for small property owners to upgrade and make current housing stock more sustainable while maintaining reasonable rent increases •Research ways for tenants to collectively become homeowners; •Explore community fund ideas to assist renters with emergency resources to reduce the number of nonpayment nonrenewals; •Support new rental and for sale housing initiatives at all market price points; •Study senior housing needs and how best to meet them; •Better engage local housing and community development experts to explore innovative housing solutions •Liaison with state and federal legislators to help explore relevant funding and other legislative initiatives to improve local housing options FEASIBILITY This activity could be accomplished with existing Council and staff positions. A council liaison could help establish and guide the coalition, interface with city staff and other community nonprofits as appropriate, and bring ideas and questions to the Mayor and full council, the City Attorney, and others as needed for input and action. QUESTIONS FOR STAFF N/A BUDGET IMPLICATIONS & FUNDING There are no anticipated budgetary implications to establish or manage the proposed coalition. It can be council-led with staff input as necessary. 63 PUBLIC FEEDBACK This legislative initiative would solicit feedback from relevant community stakeholders, including Law NY, the Human Services Coalition, Tompkins County Landlord Association, Ithaca Tenants Union, neighboring municipalities, and other agencies and groups as appropriate. NEXT STEPS Common Council will discuss the need and possible scope of the Coalition’s work and identify next steps. 64 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Controller's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Controller's Office DATE:July 17, 2024 RE:City Controller's Report- Month of July CP#:N/A MEMORANDUM Report from Acting City Controller Scott Andrew- 2023/2024 Financial Items 65 Controller’s Report to Common Council 7/10/24 Our office is still busy closing out 2023, which will take us until July 2024. In addition, we are busy catching up on the financial reporting for 2021 and 2022. The 2021 financial audit is in progress with the plan of completing that as soon as possible. We are making good progress. We will then move onto the 2022 audit work with the estimated completion date of December 2024. Also, we are trying to fill our open positions in the Finance Department. We have an open position in the Chamberlain’s office and two open positions in the Controller’s Office. It’s currently a difficult hiring environment. We have temporary assistance working on audit work. In addition, we have Steve Thayer assisting us in his retirement, but his time is limited due to NYS pension requirements regarding earnings in retirement. We have many new staff members in the Chamberlian’s Office and training those members and doing the daily work is difficult. That’s the reason for the limited hours in the Chamberlain’s Office currently. A small piece of good news, we are working to improve relations with City taxpayers on the phone aspect - our Executive Assistant is going to help take some of the pressure off the office by taking phone calls and directing the call to the appropriate person for attention. 2024 tax collections went as smooth as possible considering all the new staff. It has been a real struggle filling our open positions. We look forward to the day we have a fully trained staff. 2023/2024 financial items: We still have several economic items currently impacting our city operations. Inflation, supply chain issues, and staffing issues all are impacting the City operations. As a result, almost all costs are increasing and making it more difficult to operate. Here is a look at some of the 2023 and 2024 activity: Sales tax: We budgeted $17,108,600 in sales tax for 2023. We now have our final 2023 collections, which are $18,016,269. 2023 sales collections started out strong but finished weaker during the last quarter of activity. Overall, we finished over budget by 5.31%. In addition, we had our first sales tax collections of Adult Use Cannabis. These collections are done on a quarterly basis. With one payment remaining for 2023, we have collected an additional $148,500. Please note the Adult Use Cannabis store on the Commons is currently under renovations, expected to open back up in April. The renovations will have an impact on the 2024 collections. The 2024 sales tax budget is $18,500,000. This estimated amount included Adult Use Cannabis collections as we did not receive a separate collection for Cannabis tax until December 2023. To date our 2024 sales tax collections have been slightly higher compared to the same time frame collections from 2023. We have collected $5,994,900 to date. We are currently running 1.7% higher than 2023 collections. We still caution that collections can swing significantly during a one-month period due to timing of collections. We like to evaluate collections after a quarterly period has been completed. So, don’t get caught up in the reported percentage collections, but just be aware sales tax collections were off to a slower start but are now looking better. Update on parking revenues. Although we continue to see slow improvements in parking revenues, we are still running well below budget. We have collected $2,073,000 in 2023 parking revenue to date. We still have final collections to post from 2023, which should be done in the next couple of weeks. This revenue source has never bounced back from the pre-covid period. There are many reasons for the lower revenues in this area. Lots of construction in and around the downtown area, safety concerns on and around the commons, equipment issues, staffing issues, a frustrated attitude for the downtown parking area, and lack of retail stores in the downtown area may all have a negative impact on our parking revenues. We have made some rate increases for 2024 and we should closely monitor our 66 activity to see if on-street parking rates need to be slightly adjusted as well. We will have the new Conference Center coming online in mid-2024 and the construction should ease in the downtown area. We will see how revenues respond to those changes. Building permit revenue for 2023 was budgeted at $1,320,000. Our budget estimate continues to reflect the higher construction activity anticipated inside the city, but less than some recent years’ activity. We collected $1,930,000 in permit revenue for 2023. This is good news and hats off to the hard work the Planning and Building Department does for the city! Site development fees were budgeted at $300,000 in 2023. We collected $272,000. Overall, building revenue exceeded our budget estimates. The 2024 permit revenue is budgeted at $1,480,000 and site fees at $140,000. This is a difficult area to budget since many projects are out of our control and the economy can delay project time schedules. For 2024 so far, we have collected $399,530 for Building Permit Fees and $121,500 for Site Improvement Fees. CPI 2023/2024 – It appears inflation hit its peak in June of 2022 at 9.1%. Since that time, lower CPI percentages have been the trend. The 2023 CPI ended up at 4.1%. This compares to the 2022 CPI of 8%. The May 2024 CPI was 3.6% - unchanged from April, 2024. It has been a slow decrease in inflation for the last several months. Good news, but overall prices and operations are still higher because of inflation. We would love, and so would the Feds, to see the rate around 2%. On the one hand a higher CPI is good for our Cornell MOU payment, which is driven by the CPI, but mostly it means higher operating costs for City operations and higher costs for the consumers. Hopefully, we can see more reasonable pricing increases for the remainder of 2024. The Cornell contribution payment was estimated to increase by 2% in 2024. Instead, it will increase by 4.1%, bringing a total 2024 contribution of $4,164,000. Room Tax collection update - As you know we established a city room tax to help fund city costs related to the Conference Center. We collected $1,374,819 in 2021 (started in April 2021), collected $2,306,259 in 2022 and collected $2,431,000 in 2023, final 2023 reconciliations have not been done (the 2023 budget is $2,349,869). All collections have exceeded estimates to date. We will be hoping that trend continues. New York State Budget – The NYS Budget, which was due by April 1st, was approved. We will give you any applicable details that may affect the City when they become available. One item of note, there was $50 million in temporary funding for AIM of which the City was allocated an additional $303,123 for 2024. Another result of high inflation and high interest rates, Mortgage tax revenue is down from 2022, but still meeting budget as we knew inflation would have a negative impact on our budget in this area. We budgeted $600,000 in 2023 and will collect a total of $660,619 in 2023. That compares to a 2022 total of $1,342,407. In 2024, we budgeted $625,000. So far this year, we have collected $339,700. Early report on higher assessment rates. As most of you have heard, Tompkins County property owners, including the city, are receiving their preliminary assessments for their 2025 tax period. Early reports reflect a 20% average increase for the county overall. The city average increase looks to be about 15%. The city won’t receive the final 2024 assessments from the county until July 1st, 2024. The assessments are done by Tompkins County but are driven by the local housing pricing and the local housing market. If housing prices continue to climb and properties are being sold at those higher prices, 67 the assessments will continue to climb. The 2024 assessments are the basis for the 2025 tax levy. The 2025 tax rate is the other piece of the equation. The 2025 tax rate and tax levy will not be finalized until November 2024. The Common Council has an opportunity in October to discuss, amend and approve the City Manager’s 2025 budget. That budget will include recommendations for the 2025 tax rate and tax levy. The 2024 tax levy for the city increased by 5%. The 2024 tax rate remained the same in 2024 at $11.98 per $1,000 assessed value. Please note there are many reasons why the tax levy increased in 2024. Some of the main reasons include increasing labor costs, including fringe. All labor rates increased in 2024, with the lowest increase at 2.25% and many increasing well beyond 5%. We currently have all labor contracts approved during 2024, which is a rare experience. Labor rates had to increase significantly to be competitive with the local labor market. The city has had and still has significant vacancies in many departments and the need to increase salaries is real and costly. Related 2024 fringe benefit costs are also increasing much higher as health insurance premiums increased by 8% and pension contributions for the city increased by 14.5% to 19.5%. With 70% of the city budget devoted to personnel, it’s difficult to have much flexibility in making other adjustments. Not to mention, all costs of city operations increased over the last two years due to the rising inflation. It’s a difficult balance of services and costs for this community. As you learn more and more about city operations, you will see how difficult it can be to keep costs to a minimum, but at the same time provide the community with the necessary services. It’s a necessary balance and a constant battle, but one we take seriously and work hard to achieve. End of report. All areas highlighted in light blue are changes from the previous month. 68 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 City Manager's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Deb Mohlenhoff City Manager DATE:July 17, 2024 RE:City Manager Monthly Report- Month of July CP#:N/A MEMORANDUM Monthly Report to Common Council -July 2024 City Manager Strategic Themes Update - July 2024 69 M E M O R A N D U M Date: July 10, 2024 To: Common Council From: Deborah Mohlenhoff, City Manager RE: Monthly City Manager Report for July 2024 I am pleased to provide this monthly report to Council that will serve as an opportunity to highlight the work of our city departments and give key updates on ongoing initiatives. Also, attached to this report is a tracking form that provides updates on the City Manager ’s work mapped to the Strategic Themes set by council at their Legislative Retreat. City Attorney Assistant City Attorney job is posted and a search to fill that role is moving forward. Greater Ithaca Activities Center (GIAC) GIAC is partnering with the Tompkins County Public Library for a summer reading program. The program is for ages 7-11 and there are a maximum of 20 spots for this program. The program will take place every Thursday from 4pm-5pm (during after-camp care hours). There will be one trip to the library for a tour and presentation . Human Resources •The state Department of Civil Service will be visiting Ithaca in August to provide joint training for city and county staff. •The Employee Engagement committee is working on an employee appreciation celebration event. •The HR department completed a round of stay interviews for the Controller and Chamberlain's office. Planning & Development Commercial Kitchen Progress: The project is about halfway through a quiet phase of the capital campaign to raise $200,000 from private individuals which will unlock $150,000 in funding from the Tompkins County Development Corporation for equipment and trigger execution of the lease a greement. Please see the attached pitch deck. Please let Lisa know if you have any questions. We could also arrange a tour of the kitchen space sometime for anyone interested. It has been a pleasure to support this transformative project which is now very close to being able to open its doors this year. 70 The City’s role has been the following: •Lisa has been advising and supporting the group working on establishing the kitchen. •This project is part of the City’s Small-Scale Manufacturing Initiative and received several thousand dollars in City ARPA funding to provide early-stage start-up support. •The IURA has supported the project with two small grants – one for $5,000 to support the creation of the feasibility study, and one for $32,500 to provide rent subsidy to LMI microenterprises. Project website: https://www.sharedkitchenithaca.com/ •We kicked off a project to evaluate the benefit of the City’s participation in the Community Rating System Program (CRS). The program offers reduced rates for flood insurance to participating communities. We will be working with our consultant, Barton & Logiudice, over the next several months. Look for an update in late fall 2024. •We are thrilled to welcome our new grant administrator, Emma Terwilliger Recckio. She will be starting in late August. •Historic preservation Grant Awards: The City was awarded two Certified Local Government (CLG) Grants. One will support the first phase of the development of a Statewide LBGTQ Historic Context Statement, which will make it easier for sites associated with LBGTQ history to gain recognition through listings on the State and National Registers of Historic Places. The other will fund the resurvey and boundary revaluation of the local and NR-listed DeWitt Park Historic District. In general, this project will regularize the district boundaries and ensure all properties within the local district have access to the state and federal historic preservation incentive programs. Specifically, the project will help the new owners of 408 N. Tioga St. (the "Red House") convert the house back into a single-family home by providing access to the State Historic Homeownership Rehabilitation Tax Credit. Both projects will be cost-neutral for the City. The local "match" for the Statewide LBGTQ Historic Context Statement is a small amount of staff time to administer the grant and an internship stipend from the CRP Department at Cornell. The local match for the DeWitt Park Project is also staff time, donated services from Historic Ithaca, and another internship stipend from CU's CRP Program. Ithaca Fire Department •Anticipate six firefighters starting on July 8, 2024. Waiting for final medical evaluations. •Firefighter Oliver Dragojevic completed a Bachelor's degree from SUNY Brockport in Public Health Education with a capstone focus on emergency response and disaster preparedness. •Three members attended the International Association of Fire Chief’s Hazmat Conference in Baltimore. Most of the conference cost was paid for with a grant from NYS Division of Homeland Security and Emergency Services (DHSES.) •Four members attended the NYS Technical rescue conference. Members brought back information on the latest tech rescue techniques. 71 •Members of Ithaca Fire and other regional departments completed an Interior Shoring class offered by NYS Office of Fire Prevention and Control. This will aid in responses involving structural collapse. •Construction on East Hill Fire Station continues. After much complex site work, most of the foundation is in and the block walls for the apparatus room is being built. •Took delivery of two specialty hazmat meters. ($96,250.) A grant from Tompkins County Recovery contributed $45,900. DHSES funds contributed $40,000. Local contribution was only $10,350. •Members of IFD participated in the Tompkins Airport Full-Scale Drill. As a mutual aid partner, IFD’s is required to participate in the Federal Aviation Administration (FAA) drill every three years. •Members of IFD attended the opening ceremony for the Special Olympics at Ithaca College. Kudos to IPD Lt. Barry Banfield for his organizational efforts and dedication to this event! Ithaca Police Department •We would like to highlight community IPD recruitment. The test sign-up is open through August 29th. IPD encourages people to go to the Ithaca recruitment website for information and complete our candidate interest form to be contacted by the recruitment team. •IPD partnered with the CJC for our second community healing conversation on June 13 at the URO office on Martin Luther King Blvd (502 West State). The next one is scheduled for September 12th. •Three of our new police recruits are back from the academy and in the Field Training Program. •The Community Police Board has established a new link for Compliments or Complaints on their page at www.cityofithaca.org/379/ Ithaca Youth Bureau Parks •Renovations have been completed on the Cass Park Pool and it will open to the public on Monday, July 1st. •Avery Ellis has joined our team as a full-time Recreation Facility Maintenance Worker! •NYS Senator Leah Webb held a press conference to celebrate the allocation of $300,000 in state funding to support bathroom and cold storage renovations at Cass Park's Union Fields. 72 Youth Programs •Two members of our Big Brother Big Sisters team attended the BBBS National Conference in Dallas, TX, bringing back a wealth of ideas to incorporate into our program. •College Discovery Program is celebrating their 8 graduating seniors who have all either committed to a college or will be pursuing additional career and technical experience. Thanks to CDP's Boosters, each of the graduates received a new laptop to support their future pursuits. Th e current middle school cohort of 23 students is gearing up for the annual Summer Academy, a trip to Boston, and will be exploring their individual strengths utilizing the Clifton StrengthsQuest Assessment. •Outings has been running school programs 5 days per week: Pathfinders, Explorers, Trailblazers, and Airborne Adventures all of which were at full capacity. Explorers and Trailblazers spent time canoeing, hiking, zip lining, exploring natural areas, and prepping for a camping trip to Darien Lake State Park. •Paul Schreurs Memorial Program held a Juneteenth celebration-themed family dinner with great food and great attendance. Program graduates along with their families and friends will have a special celebration at La Tourelle. •Youth Employment Services has been busy orienting and onboarding the 170+ teen participants who received summer job placements. •IYB co-sponsored this year's Playdate in the Park at Stewart Park with the Child Development Council. Despite the heat, there was great attendance. Recreation •The Ithaca Bike Rental is open and operating on summer hours. The program has collaborated with GIAC and Bike Walk Tompkins for Senior Rides this month and is collaborating with Cornell Outdoor Education for one of their biking programs. •Summer Recreation programming including full and half day camps, tennis, softball, pottery, music, and more, will be in full swing starting July 1st. Over 1,200 registrations for summer programs have been processed so far. •The Recreation Partnership has approved an MOE + 2% budget for 2025, pending the approval of the County in their budget process. This will allow for additional recreation programs to be added to our 2025 offerings. •Recreation Support Services offered a number of programs for youth and adults with disabilities including trips to D&K Ranch, a Cayuga Lake boat tour, Syracuse Mets baseball, and several state parks. RSS will be providing 14 Inclusion Specialists to support youth with disabilities a t our Cass and Stewart Park Day Camps this summer. Public Works Superintendent •Held flood mitigation progress meeting with City, B&L, FEMA, and DHSES. Schematic design work continues. •Presented flood mitigation overview to Senator Gillibrand’s staff with the City Manager and Mayor. 73 Engineering •Design continues for Stewart Ave bridge over Fall Creek (deck replacement) and N Cayuga St bridge over Fall Creek (full replacement) •Black Diamond Trail bridge over Flood Control channel complete, ribbon cutting today •In design for trail extension from there to the Kirby Edmonds bridge over Rt 13 and the Town of Ithaca's Gateway trail, including access to Buttermilk Falls state park •Planning July ribbon cutting for the new GIAC teen rec center (old Immaculate Conception gym) •Finishing Cass Park pool renovations, pool opens on Monday. •In design development for Cass Park pavilion and bathroom building replacement project •Hector Street over Linderman Creek culvert replacement, adding extensive paving to the scope of work •Safe Streets and Roads for All project created a project website and interactive map to report safety concerns. www.safestreetstompkins.com •Active Transportation Network Plan starting public engagement. •Refining draft Design Report for Route 13/Cayuga Waterfront Revitalization project (BUILD grant). Design Approval to follow. •Awarded construction contract for an addition to the large pavilion in Stewart Park to house IYB summer camp equipment. •Stewart Park Splash pad substantially complete. •Dryden road garage repairs are underway. Streets & Facilities •Completed 100blk. Short St. & 100blk. Franklin St. Paving •Started 2024 Mill & Pave contract with Contractor (Suit-Kote) •Completed stormwater work on Warren Place & Ithaca Rd. •Continue with 200 blk Franklin St. Paving •Completed Fence repair along N. Cayuga St. •Continue with repair of utility ditches (throughout City) Water & Sewer •Service terminations at 312 S. Plain Street •Hired new Working Supervisor •Advertised for an FMA, Admin Assistant and WW Treatment Operator •Continued water main replacement on E Seneca Street between Stewart and Schuyler Pl •Received and rejected pump bids for Buffalo Street Pumping Station. Will rebid. •Steel water tank inspection project using underwater ROV. Report forthcoming. •Installed hydrant on Cayuga Street in anticipation of splash pad water main service work •Elm Street and Chestnut Street valve replacement •510 First Street Building Renovation meeting kickoff and division conceptual meetings •NYSEG Coal Tar Meeting to discuss siting of future WWTP gas flare •Strategic planning for WWTP shut down to replace sluice gates 74 Parking & Commons •The Dryden Road Garage construction project is progressing nicely and is on track to be completed on - time for Fourth of July week •Our new collections program (with respect to parking tickets issued by the Community Service Officers) along with the ongoing booting operation, generated over $35,000 for the City in the past month •A new pump has been ordered and its installation has been contracted for the water feature on the Commons-it should be operational very soon •Repurposed a Designa Garage validation machine from the Tompkins Cortland Community College annex to the new Conference Center giving them the ability to offer their guests complimentary parking (the Conference Center will be billed for its use on the backend much like the downtown Hotels) •We've stepped up routine patrols of the Green Street garage and the new Asteri Building and Conference Center in response to a marked increase in maintenance and trash/waste issues 75 City Manager Action Items – 7/10/24 Updates This document is a merger of the City Manager’s original 100-day plan and the Strategic Themes set by council at their Legislative Retreat. Items that were completed on the 100-day plan have been removed. Remaining items have been sorted into the council's strategic theme categories. Legislative priorities assigned to staff have also been added to this document. CLIMATE JUSTICE, RESILIENCE, & SUSTAINABILITY -Mitigate impacts of climate change and develop plans for resilience while prioritizing climate justice communities. Goal/Action Item Progress/Action Taken Other Notes/Updates Pass Justice 50 -Framework passed at council -capital projects committee developed matrix and timeline for incorporating J50 into CP process SOCIAL HEALTH & BELONGING -The City of Ithaca works to make sure that every person, regardless of race, religion, sex, sexuality, nation of origin, or socioeconomic status is a part of a vibrant community. Every person should have access to economic stability, community cohesion, vibrant and beautiful neighborh oods, educational opportunities, and accessible healthcare. Goal/Action Item Progress/Action Taken Other Notes/Updates Start collaboration with Collegetown BID Staff directed to write memo -Staff prepare short memo on what has been done to date to create a BID in Collegetown NO UPDATES Ensure effective delivery of new Commitment to Equity and Justice statement to all departments and explore a required diversity training component to employee onboarding process -WDAC and HR Director are working on a plan for rollout -Identifying use of budget dollars set aside in 2024 budget for implementation of the diversity statement -HR Director has integrated this into the HR Strategic workplan -HR Director is developing training to be delivered to Senior Staff NOTE: merged two goals as they will ultimately be part of the same initiative 76 EFFECTIVE, TRANSPARENT, & COLLABORATIVE GOVERNMENT -A government that provides regular, timely information to the public on progress, opportunities, and challenges; collaborates with municipal and institutional partners to deliver cost-effective services; and offers clear processes and rationales for decision-making. Goal/Action Item Progress/Action Taken Other Notes/Updates Reestablish Advisory Boards -first meeting set for 6/4/24 -at first meeting CM will give history and catch group up on previous work completed These updates will now be provided by the working group chair. Staff are here to support this work as needed. Invite Council to participate in Capital Planning; Create a framework for capital spending/prioritization built from needs study -reviewed preliminary list of submitted items at Dept. Heads meeting -CP committee set meetings -CP presentation to Council is Sept. 25 Capital project process is dictated in the City Code: https://ecode360.com/8385913 Continue to identify process changes needed to switch to Council-Manager form of government -Legislation included for 6/20 meeting to adjust charter/code for identified minor inconsistencies COMPLETED Hire a new Controller (Pro-Nexus, a consulting firm, is working on the search process) -appointed temporary employee to provide general staff support to the office -working on a contract for an outside consultant to review job description and organizational structure -have a lead on an interim controller through GFOA Design a new budget process and present to Common Council & staff for feedback -held initial meeting with OpenGov -providing data to OpenGov to build out pages and bridge the MUNIS system to OpenGov -sent survey to staff asking for ideas and input into the budget -sent survey to council for budget input -when implemented, this will allow staff, Council, and the public to view real time budget data both for the city as a whole as well as per department -design of an entirely new process will be completed for the 2026 budget process; 2025 will be similar to previous process while we manage staffing and other changes Review all labor contracts and determine if there are any changes needed to come in line with the more recently negotiated contracts; review management compensation plan and recruitment practices -regular meetings set for negotiations team -proposal for management compensation plan and will be presented in August -reviewed Admin contract to begin drafting City proposal (Admin contract up Dec 31, 2024) EFFECTIVE, TRANSPARENT, & COLLABORATIVE GOVERNMENT (cont’d) 77 Determine final structure for the PIT/Clerk office -analyzing both legislative and civil service pathways and will send related job descriptions to CSC (Civil Service Commission) and bring legislative changes back to council (likely in September) Establish a city website working group to conduct comprehensive redesign of city’s website and design process for regular content review and updates -no progress to report -need additional staff to manage website redesign -will be addressed with PIT reorganization NO UPDATES Work with staff to identify additional processes or policies that need to be modified or created -HR director developed a new manual to be distributed at employee onboarding -slated for summer Department Heads meeting EXAMPLE MODEL: https://tompkinscountyny.gov/ctyadmin/policy/index Establish a position that is dedicated to managing the City’s brand, media relations, social media strategies, public information strategies, and crisis communication. -will be part of discussion about PIT department reorganization NO UPDATES Develop a supervisor’s support system to ensure that employees are receiving regular feedback -holding a Senior Staff summer retreat to identify needs and brainstorm desired trainings and supports Identify ways to integrate performance measures into the City Budget process -reviewing the county’s use of OpenGov for budgeting and KPIs ONGOING Develop a citywide survey for feedback from the public -no progress to report NO UPDATES Hiring an Executive Assistant to the City Manager -employee started 5/22 COMPLETED COMMUNITY DEVELOPMENT & ECONOMIC VITALITY 78 -The City will strive to be fiscally sound, multi-resourced, diverse, and affordable for all renters and property owners, while balancing available funding with sensible spending. Goal/Action Item Progress/Action Taken Other Notes/Updates Reevaluate CIITAP -staff work is completed unless council wishes to take any action at a later date COMPLETED Host listening sessions with business leaders, non- profits, local leaders of color, etc. -will work on this when Exec Asst. is in place to help coordinate logistics NO UPDATES SAFE & ACCESSIBLE HOUSING -Increase housing access, quality, stability, and sustainability across a range of incomes and housing types, with equitable a vailability in neighborhoods throughout the city Goal/Action Item Progress/Action Taken Other Notes/Updates Implement a comprehensive approach to serving unhoused population -10 encampments have been posted and removed; occupants voluntarily relocated -met with OAR, REACH, and Second Wind and IPD, DPW, and CARE team to review response protocol and make any needed modifications; the city is reliant on these agencies as a partner for effective engagement with encampment residents -Bridge to Shelter working group continuing to meet - working on strategies for a ‘Navigation Hub/Outreach Center’ and low-barrier shelter (the Navigation hub would be a better option than temporary amenities in the non-enforcement area.) -City staff met with SOS team ($5 million grant to Cortland Catholic Charities/RSS) to assist as they start-up the program to service Tompkins County -Encampment Response Coordinator position on July agenda to add to the roster (funded at $37,000 – part-time, no benefits) Continue work on adopting STR & ADU legislation -ADU work is close to completion STR – COMPLETED ADU - ONGOING 79 MOBILITY, ACCESSIBILITY, & INFRASTRUCTURE -Respond efficiently to community infrastructure needs & ensure safe and accessible streets and sidewalks for all. Goal/Action Item Progress/Action Taken Other Notes/Updates Innovating solutions to address snow and ice maintenance -Staff will prepare memo for Council on background -Schedule discussion at upcoming Council meeting NO UPDATES Design implementation plan for SeeClickFix -Pilot program is ongoing; only using it for existing ‘request tracker’ categories -working on public marketing campaign NO UPDATES Live link: https://www.cityofithaca.org/772/SeeClickFix -repurposed Commons position will be key to expanding the use of SeeClickFix for reporting Submitted as part of the City Manager’s report for the July 10, 2024, meeting of Common Council 80