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Home My WebLink AboutMN-COW STUDY SESSION-2024-05-15Date: Location: Wednesday May 15, 2024 108 E. Green Street Ithaca NY 14850 COMMON COUNCIL COMMITTEE OF THE WHOLE STUDY SESSION Voting Record 1. Call To Order 1.1 Emergency Evacuation 1.2 Review and Approval of Minutes - 4-17-2024 COW Study Session Meeting 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: Mayor Cantelmo is absent, Alderperson Ducson Nguyen will be conducting the meeting as Acting Mayor for tonight's session. Alderperson's Haines-Sharp and Shapiro are excused/absent. Discussion Summary: Meeting is called to order at 6pm. Mayor Robert Cantelmo is representing the City of Ithaca at a NYCOM event. Alderperson Nguyen is conducting the meeting as Acting Mayor. Alderperson's Haines-Sharp and Shapiro are excused from the meeting and not in attendance. Timestamp: 0:51 YouTube Link: https://www.youtube.com/watch?v=pNpHmDPMU4Q Discussion Summary: The Emergency Evacuation Notice is read. Timestamp: 1:09 Moved By: Patrick Kuehl Seconded By: Pierre Saint-Perez Motion Summary: Motion to approve previous 4-17-2024 COW Study Session Meeting Minutes. Timestamp: 1:49 Vote Passed 8-0 Carried Unanimously 2.Agenda Review 3.Agenda Planning 3.1 Amend Capital Project #929 for Cass Park Pavilion and Bathroom Member Approve Oppose Recuse 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: 3 items being added to the agenda by Acting Mayor Nguyen. 1- Introduction of the new HR Director Kemi Shokunbi, 2- Alderperson Kuehl's Tenant Voter Registration memo, 3- Outdoor Dining Alcohol Permit. Alderperson Kuehl requests to add an update on the Squeaky Clean Car Wash from the City Manager. Timestamp 2:16 Discussion Summary: Introduction of the new HR Director Kemi Shokunbi. Timestamp 3:50 Discussion Summary: John Licitra, Sidewalk Program Manager was present to address questions and comments from Council. John explained to Council because the state requires the resolution to be written an specific way, there is one memo and 2 resolutions; the first resolution is to ask for capital funding with the city, this is a 75/25 grant, the second resolution is to accept the half million dollars from New York State Parks. Discussion continued with questions and comments from Council. Timestamp 7:49- 18:05 Moved By: Kayla Matos Seconded By: Pierre Saint-Perez Motion Summary: Motion to move resolution to amend capital project #929 for Cass Park Pavillion and Bathroom to the June 5th Consent Agenda. Timestamp 18:12 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Clyde Lederman 3.2 Cass Park Pavilion and Bathroom Replacement-NYS Parks Grant Funding 3.3 Amendment to Personnel Roster - Fire Department Seconded By: Kayla Matos Motion Summary: Call to Question on discussion of Capital Project #929. Timestamp: 16:31 Vote Failed 5-3 Member Approve Oppose Recuse 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: No further discussion on this item. Moved By: Pierre Saint-Perez Seconded By: Kayla Matos Motion Summary: Motion to move resolution Cass Park Pavillion and Bathroom Grant Funding to June Consent Agenda. Timestamp: 18:25 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Fire Chief Rob Covert joined via Zoom and Deputy Fire Chief Mike Moody was present to address questions and comments from Council. Acting Mayor Nguyen explained to newer members of Council the reason why the positions were approved to start on December 1st and are now being amended. Timestamp: 20:04 3.4 Uniform Sidewalk Improvement: Fall Creek Drive and Oak Ave 3.5 Amendment to Personnel Roster – DPW Electrician Moved By: Pierre Saint-Perez Seconded By: Kayla Matos Motion Summary: Motion to move resolution to amend personnel roster adding 3 additional firefighter positions to the June Consent Agenda. Timestamp: 19:37 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: John Licitra, Sidewalk Program Manager was present to respond to questions and comments from Council. Timestamp: 23:16-26:52 Moved By: Kayla Matos Seconded By: Clyde Lederman Motion Summary: Motion to move Uniform Sidewalk Improvement resolution to June Consent Agenda. Timestamp: 27:01 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Scott Gibson Assistant Superintendent of Water & Sewer is filling in for Mark Verbanic Assistant Superintendent to Streets & Facilites to respond to questions and comments from Council. Timestamp: 28:08-34:03 Moved By: Pierre Saint-Perez 3.6 Amendment to Roster - DPW Light Equipment Operator 3.7 Ithaca Area Wastewater Treatment Facility (IAWWTF) - Capital Improvement Plan Seconded By: Patrick Kuehl Motion Summary: Motion to move resolution amending the Personnel Roster for DPW Electrician to the June Consent Agenda. Timestamp: 34:10 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Assistant Superintendent of Water & Sewer Scott Gibson is filling in for Mark Verbanic, Assistant Superintendent of Streets & Facilities. Superintendent Gibson responded to questions and comments from Council explaining the difference in cost between the Maintenance Worker position and Light Equipment Worker position and their job duties. The City Manager did weigh in on some of the discussion regarding staffing positions. Timestamp 34:26-38:47 Moved By: Pierre Saint-Perez Seconded By: Patrick Kuehl Motion Summary: Motion to move resolution for DPW Light Equipment Operator to the June Consent Agenda. Timestamp: 38:55 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Assistant Superintendent Scott Gibon summarized and emphasized that cost is shared. Discussion continued with questions and comments from Council. Timestamp: 40:00-58:29 3.8 Temporary Amendment to Personnel Roster – Attorney’s Office 3.9 Access Oversight Committee Annual Budget Approval Moved By: Clyde Lederman Seconded By: Patrick Kuehl Motion Summary: Motion to move resolution for the Ithaca Wastewater Treatment Facility Capital Improvement Plan to the June Consent Agenda. Timestamp: 58:29 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Acting City Attorney Kessler acknowledged that he did not provide the council with a memo. Instead, he intends to personally deliver the information to them. Timestamp: 59:10-1:00:14 Moved By: Patrick Kuehl Seconded By: Pierre Saint-Perez Motion Summary: Motion to move resolution temporarily amending the personnel roster for the Assistant City Attorney position to the June Consent Agenda. Alderperson Lederman briefly stepped away and was not present for the vote. Timestamp: 1:00:21 Vote Passed 7-0 Carried Unanimously Member Approve Oppose Recuse Kayla Matos X Phoebe Brown X Ducson Nguyen X Pierre Saint-Perez X Patrick Kuehl X Tiffany Kumar X Margaret Fabrizio X Discussion Summary: Alderperson Fabrizio presented the resolution and responded to questions and comments from council members; some discussion on the topic of meetings being covered by the Cable company. Timestamp: 1:02:10- 3.10 New Tenant Registration Form Memo 3.11 PIT-Outdoor Dining Alcohol Permits 1:05:54 Moved By: Margaret Fabrizio Seconded By: Pierre Saint-Perez Motion Summary: Motion to move resolution Access Oversight Committee Annual Budget Approval to the June Consent Agenda. Timestamp: 1:06:00 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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: Acting Mayor Nguyen asked to move the Outdoor Dining Resolution before discussing Alderperson Kuehl's Tenant Registration Memo. Timestamp: 1:06:18 Tenant Registration Form Memo is the new Item 3.11 for discussion. Timestamp: 1:07:12 Moved By: Clyde Lederman Seconded By: Pierre Saint-Perez Motion Summary: New Item 3.10- Moving PIT-Outdoor Dining Alcohol Permit to June Consent Agenda. Timestamp: 1:06:58 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Recuse 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 4.Strategic Themes/Legislative Priorities. 4.1 Reports from Working Groups 4.2 Reports From Council Liaisons 5.Meeting Wrap-Up Discussion Summary: New Tenant Registration Form Memo is now the new 3.11 Item for discussion. Timestamp: 1:07:12 This is Alderperson's Kuehl's memo for discussion. Alderperson Kuehl introduced the memo to Council, pointing out that a draft legislation was sent out to Council, but it does not indicate what the final legislation will look like. This legislation is an ordinance change that would require landlords to provide new tenants staying 30 days or more a registration form. More discussion on the topic will be had at the next scheduled Study Session Meeting. Timestamp: 1:07:23- 1:28:58 New Item 3.12 - Update from City Manager on the Squeaky-Clean Carwash Noise Issue. The City Manager provided Council with information regarding intended changes by the owner to minimize the noise. The owner has been sympathetic and responsive to trying to be more helpful and making changes to resolve the issue. Timestamp: 1:29:12-1:47:43 Discussion Summary: Reports from Alderper Discussion Summary: Alderpersons Nguyen, Kumar, and Saint-Perez gave a brief report on their assigned working groups. Timestamp: 1:48:10- 1:50:08 Discussion Summary: Each Alderperson gave a brief report on their Liaison assignments. Timestamp: 1:50:17-1:58:52 Moved By: Pierre Saint-Perez Seconded By: Margaret Fabrizio Motion Summary: Motion to Adjourn meeting. Timestamp: 1:58:59 Vote Passed 8-0 Carried Unanimously Member Approve Oppose Abstain 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 Date: Time: Location: Watch Online: Wednesday May 15, 2024 6:00 PM 108 E. Green Street Ithaca NY 14850 https://www.youtube.com/@CityofIthacaPublicMeetings COMMON COUNCIL COMMITTEE OF THE WHOLE STUDY SESSION AGENDA 1.Call To Order 1.1. 1.2. 2.Agenda Review 3.Agenda Planning 3.1. 3.2. 3.3. 3.4. 3.5. 3.6. 3.7. 3.8. 3.9. 3.10. 3.11. 4.Strategic Themes/Legislative Priorities. 4.1. 4.2. 5.Meeting Wrap-Up Emergency Evacuation Review and Approval of Minutes - 4-17-2024 COW Study Session Meeting Amend Capital Project #929 for Cass Park Pavilion and Bathroom Cass Park Pavilion and Bathroom Replacement-NYS Parks Grant Funding Amendment to Personnel Roster - Fire Department Uniform Sidewalk Improvement: Fall Creek Drive and Oak Ave Amendment to Personnel Roster – DPW Electrician Amendment to Roster - DPW Light Equipment Operator Ithaca Area Wastewater Treatment Facility (IAWWTF) - Capital Improvement Plan Temporary Amendment to Personnel Roster – Attorney’s Office Access Oversight Committee Annual Budget Approval New Tenant Registration Form Memo PIT-Outdoor Dining Alcohol Permits Reports from Working Groups Reports From Council Liaisons 1.Announcements 2.Next Meeting 3.Meeting Adjourned No Public Comment Not all meetings have a Public Comment segment. The City of Ithaca wants to hear from you! You are encouraged to share your thoughts with Common Council using the options below: To Submit Written Comments please use the link below. https://tinyurl.com/mr9kdhw8 *Written comments submitted will be compiled and entered into the record. 1 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Clerk's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Mayor Robert Cantelmo DATE:May 15, 2024 RE:Emergency Evacuation CP#:N/A MEMORANDUM 2 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Clerk's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Shaniqua Lewis, Deputy City Clerk DATE:May 15, 2024 RE:Review and Approval of Minutes - 4-17-2024 COW Study Session Meeting CP#: N/A MEMORANDUM Review and Approval of the 4-17-2024 Study Session Meeting Minutes 3 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Dept of Public Works-Engineering Shaniqua Lewis, TO:Common Council COW Study Session FROM:John Licitra, Engineering/Sidewalk Program Manager DATE:May 15, 2024 RE:Amend Capital Project #929 for Cass Park Pavilion and Bathroom CP#: N/A MEMORANDUM A Resolution to Amend Capital Project #929 for Cass Park Pavilion and Bathroom Project to increase Captial Project Funding. 4 A Resolution to Amend Capital Project #929 for Cass Park Capital Improvements; Cass Park Pavilion and Bathroom Project WHEREAS, Capital Project #929 was established in the 2024 budget to design the replacement of the 1970s Cass Park Pavilion and Bathroom, and WHEREAS, Common Council has received a grant of $500,000 from NYS Office of Parks, Recreation, and Historic Preservation (OPRHP) for the project to subsidize part of the construction costs and the current authorization of $50,000 is not sufficient for the design costs, and WHEREAS, the Ithaca Youth Bureau operates and maintains the Cass Park Pavilion and Bathroom and Engineering staff, and the City’s design consultant, Barton & Loguidice, have estimated design, construction, and construction support costs totaling $988,000 and WHEREAS, Engineering staff has vetted and will continue to value-engineer the above replacement estimates in a timely manner to allow for the fiscal use of limited City resources and the vital services these amenities provide, and the budget increase will enable for construction administration, inspection, material testing and a construction contingency; now, therefore be it RESOLVED, That Common Council hereby amends Capital Project #829 by $ 938,000 for the project, bringing the total authorization to $ 988,000; and, be it further RESOLVED, That funds needed for said amendment shall be derived from [ issuance of Serial Bonds or ARPA], and be it further RESOLVED, Common Council hereby authorizes the Superintendent of Public Works to execute contracts with the low bidders for the approved Cass Park Capital Improvements; Cass Park Pavilion and Bathroom project. 5 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-5690 To: Common Council From: Johnathan Licitra, Civil Engineer—DPW Jim Dalterio, Deputy Director—Ithaca Youth Bureau Date: 9 Apr 2024 Re: Cass Park Capital Improvement Project: Amendment to CP# 929 Pavilion and Bathroom Replacement Project Please find enclosed a resolution to accept a NYS Office of Parks, Recreation, and Historic Preservation (OPRHP) grant and a second resolution to amend CP#929 for the design and replacement of Cass Park pavilion and adjacent bathroom facility. In 2020, Common Council funded the Cass Park Capital Plan to assess the current and future needs for using the park’s existing buildings and grounds. In 2023, the City applied for and received a $500,000 Environmental Protection Act grant for the replacement of the Cass Park pavilion (approx. 42’ x 66’) and adjacent bathroom facility. The bathroom building (approx. 480 SF) will have four ADA-accessible, gender-neutral/family bathrooms. Fixtures will be water- energy efficient and overall construction would be planned for low maintenance. Both the pavilion and bathroom building will be built to be solar-ready as part of the Green New Deal. The project would also provide for a driveway loop, two ADA compliant parking spaces and 6 other parking spaces to serve the bathroom, the pavilion, the nearby playground and users from the Black Diamond Trail and Cayuga Waterfront Trail. In 2024, Common Council established CP#929 with $50,000 for the bathroom design project. The City’s design consultant, Barton & Loguidice, has established a preliminary budget for the design and construction of these long overdue health and safety upgrades: • 2024 Additional Design costs $ 75,600 • 2025 Construction $ 888,400 • 2025 Construction Support and Inspection $ 24,000 Sum $ 988,000 With the $500,000 grant, the City’s local costs would be $488,000 or 49% of the total project costs. Due to the nature of rising construction costs, past delayed repairs, and an expressed need from the community for improvements to Cass 6 Park’s amenities, it is highly encouraged to do this work. As a reimbursement program, the State Parks grant needs to be authorized in the first instance, and then the City will be paid back after expenditures. The resolution is written as such to pass the resolution in the affirmative will fund the full provisions $988,000. Please do not hesitate to contact me if you should have any questions. Sincerely, Johnathan Licitra Jim Dalterio Civil Engineer, City DPW Deputy Director, Ithaca Youth Bureau Photo: existing Cass Park Pavilion 7 Photos: existing Cass Park Pavilion and Bathroom 8 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Dept of Public Works-Engineering Shaniqua Lewis, TO:Common Council COW Study Session FROM:John Licitra, Engineering/Sidewalk Program Manager DATE:May 15, 2024 RE:Cass Park Pavilion and Bathroom Replacement-NYS Parks Grant Funding CP#: N/A MEMORANDUM A Resolution to accept NYS Parks Grant Funding 9 Janary 2024 RESOLUTION RESOLVED, that the City of Ithaca applied for financial assistance from the New York State Office of Parks, Recreation and Historic Preservation (“OPRHP”) under the Title 9 of the Environmental Protection Act of 1993, for the purpose of funding the Cass Park Capital Improvements project; RESOLVED, that the City of Ithaca is authorized and directed to accept these grant funds in an amount not to exceed $500,000 for the project described in the grant application; RESOLVED, that the City of Ithaca is authorized and directed to agree to the terms and conditions of the State of New York Contract for Grants ("Contract") with OPRHP for such Cass Park Capital Improvements project; RESOLVED, that City of Ithaca is authorized and directed to agree to the terms and conditions of any required deed of easement granted to OPRHP that affects title to real property owned by the municipality and improved by the grant funds, which may be a duly recorded public access covenant, conservation easement, and/or preservation covenant; and RESOLVED, that the governing body of the municipality delegates signing authority to execute the Contract and any amendments thereto, any required deed of easement, and any other certifications to the individual(s) who hold(s) the following elected or appointed municipal office(s) or employment position title(s): City of Ithaca Mayor and/or City of Ithaca City Manager and/or Superintendent of Public Works or designee. CERTIFIED TRUE COPY I, Alan Karasin, Clerk of the City of Ithaca, hereby certify that the foregoing is a full, true, and accurate copy of a resolution duly and regularly adopted by the governing body of the municipality, at a meeting duly and regularly held on ____________ [date], at which quorum was present throughout, and the required majority of the governing body voted in favor of this resolution. I further certify that this resolution is still in full force and effect and has not been revoked or modified. Dated: _________ ______________________________ 10 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Fire Department Shaniqua Lewis, TO:Common Council COW Study Session FROM:Rob Covert, IFD Fire Chief DATE:May 15, 2024 RE:Amendment to Personnel Roster - Fire Department CP#:N/A MEMORANDUM Vote for three approved Firefighter positions to start in July 2024 instead of December 2024. 11 Amendment to Personnel Roster - Fire Department 26 April 2024 WHEREAS, the Fire Department has three Firefighter positions approved by council to start on 1 December 2024, and WHEREAS, retirements, injuries, extended military leave, and personnel on Family Medical Leave has created staffing shortages, and WHEREAS, hiring these three Firefighters in July would enable them to attend the July Fire Academy, and WHEREAS the approved 2024 Fire Department budget contains sufficient funds to support this change, now, therefore, be it RESOLVED, that the Personnel Roster of the Fire Department be amended to add three Firefighter positions to begin on 8 July 2024, and be it further RESOLVED, that the funds for these changes shall be derived from within the approved 2024 Fire Department budget. 12 MEMORANDUM TO: Common Council FROM: Rob Covert, Fire Chief DATE: 26 April 2024 RE: Request to Amend Personnel Roster Recognizing the Fire Department’s need for increased staffing to address staffing vulnerabilities caused by routine occurrences (retirements, injuries, pregnancies, military leave, unpaid family leave, etc.), the Fire Department’s 2024 budget includes the addition of three Firefighters to begin 1 December 2024. Due to the Fire Academy cycle, these Firefighters would not actually start until January 2025 and be on shift until July 2025. The proposed resolution would allow these three new Firefighters to start on 8 July 2024 and attend the July 2024 Fire Academy. This would enable these Firefighters to be certified to be on shift by January 2025. This would minimize the staffing shortages caused by the occurrences outlined above. The additional twenty-one weeks of salary (per firefighter) would be covered by the saving incurred by the two Assistant Chiefs and one Firefighter who retired earlier this year, who will not be replaced until 8 July 2024 (to coincide with the start of the July Fire Academy) In addition, another firefighter is on unpaid family leave. This is a total of ninety-six weeks of unused Step 1 Firefighter salary. Approving the resolution would allow Ithaca Fire to use sixty-three of these already funded weeks to hire and train three new Firefighters. Position Step 1 Firefighter Salary Savings Assistant Chief 1 - Retired 26 Weeks - $25,207.52 Assistant Chief 2 - Retired 14 Weeks - $13,573.28 Firefighter 1 - Retired 14 Weeks - $13,573.28 Firefighter 2 - FMLA 42 Weeks - $40,739.50 Total Savings: 96 Weeks - $93,073.92 Each new Firefighter salary cost is $969.52 per week. A total of sixty-three weeks will cost $61,079.76. As illustrated above, this will be covered by the already approved 2024 Fire Department budget. 13 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Dept of Public Works-Engineering Shaniqua Lewis, TO:Common Council COW Study Session FROM:John Licitra, Engineering/Sidewalk Program Manager DATE:May 15, 2024 RE:Uniform Sidewalk Improvement: Fall Creek Drive and Oak Ave CP#:N/A MEMORANDUM Resolution to Approve Construction Cost Assessment for the Sidewalk Improvement along the 300 block of Fall Creek Drive and the 400 block of Oak Avenue 14 Resolution to Approve Construction Cost Assessment for the Sidewalk Improvement along the 300 block of Fall Creek Drive and the 400 block of Oak Avenue WHEREAS, the Board of Public Works approved resolutions to construct new sidewalk along Cornell University property located outside of the Sidewalk Improvement Districts (SID) under the Uniform Sidewalk Improvement Policy (City Charter sections C-73 & C-89) on 5/18/2021 and 6/15/2021, and WHEREAS, in 2023, contractors under the direction of the City of Ithaca Engineering Division, in consultation with relevant Cornell University staff and departments, completed construction for new sidewalk sections along the 400 block of Oak Ave. and the 300 block Fall Creek Dr., and WHEREAS, in accordance with City Charter sections C-73 and C-89, the City Engineer’s Office prepared post-construction final costs to be assessed against Cornell University as the abutting property owner. Based upon final quantities and bid prices, this cost calculates to $529,387.87. Supporting documentation was mailed to Cornell University on 2/12/2024, and Cornell has waived a request to have a public hearing regarding this assessment; now, therefore be it RESOLVED, that Common Council hereby approves and adopts the final assessed costs of $529,387.87 to Cornell University, and be it further RESOLVED, that Common Council directs the City Chamberlain to invoice the property owner, and be it further RESOLVED, that the bill shall be payable to the City Chamberlain within 30 days of the billing date or, upon written request to the City Chamberlain made within 30 days of the billing date, shall be payable in no more than five annual installments. If any bill or annual installment is not paid by November 1 of each year, the City Chamberlain shall enter the same as a lien against the premises as provided in § C-54 of the Charter of the City of Ithaca. The Chamberlain shall add the same to the next assessment roll of general City taxes and shall collect and enforce the assessment in the same manner and by the same proceedings, at the same time and with the same penalties as the general City tax and as a part thereof, except that, in addition to the penalties provided for in the aforementioned provisions, interest shall accrue on any unpaid balance from the date of billing to the date of actual payment at 12% per annum or $3 per month, whichever is greater as set forth in the City Charter. 15 "An Equal Opportunity Employer with a commitment to workforce diversification." CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-5690 To: Common Council From: Johnathan Licitra, DPW—Civil Engineer Date: 11 April 2024 Re: Uniform Sidewalk Improvement: 300 block of Fall Creek Drive and 400 Oak Avenue The Board of Public Works approved resolutions to construct new sidewalk along Cornell Univesity property (outside of the Sidewalk Improvement Districts (SID)) under the Uniform Sidewalk Improvement Policy (City Charter sections C-73 & C-89) on 5/18/2021 and 6/15/2021. With coordinated consults from Cornell University Facility Engineers and departments, the City of Ithaca completed construction by contract for new sidewalk sections along the 400 block of Oak Ave. and 300 Fall Creek Dr. during 2023. In accordance with City Charter sections C-73, C-89, the City prepared post-construction final costs to be assessed against the abutting property owner, in this case, Cornell University. Based upon final quantities and bid prices, this cost calculates to $529,387.87. Supporting documentation was mailed to Cornell University on 2/12/2024 and Cornell has waived a request to have a public hearing regarding this assessment. The enclosed resolution requests Common Council to approve this assessed cost and requests that the City’s Chamberlain invoice Cornell University. A summary of the quantities and costs are included for reference. If you have any questions, feel free to reach me at 274-6534 or jlicitra@cityofithaca.org. 16 2023 TRANSPORTATION SAFETY 400 OAK AVE & 300 FALL CREEK DR Table of Costs Outside of Sidewalk Improvement Districts (SID) vs. City Costs • subbase, concrete, detectable warning units, embankment, topsoil, lawn restoration) outside of SID • excavation, subbase, concrete, detectable warning units, topsoil, lawn restoration) inside of SID • repair) • subbase, asphalt repair) • Zone Traffic Control • pipe, structures, subbase, asphalt repair) • removals, valve adjustments, clearing & grubbing, erosion and sediment controls, etc.) • valve adjustments, etc.) Notes and premise for the above parameters: 1. The City Charter states a 25% overhead fee shall be billed to the property owner (C-73.1E2). 2. The new curbing is reduced by 50% to the property owner (C-89.D). 3. The City constructed some new drainage infrastructure due to the new sidewalk installations, but this is not being billed back to the abutting property owner because the City maintains stormwater infrastructure within the City ROW. 4. Lump sum items are not pro-rated since this project’s objective was to construct a new sidewalk as initiated by the BPW resolutions and directives. 5. The construction contract with the City’s qualified low-bidder, P.F. Vitale Inc., was a unit-price contract. Final costs differentiate from bid estimates due to field measurements taken and agreed upon by the engineer in-charge and the contractor’s superintendent. 17 2023 TRANSPORTATION SAFETY 400 OAK AVE & 300 FALL CREEK DR MAPS SHOWING CONSTRUCTION AREAS Figure 1. Simple map showing 300 block of Fall Creek Dr. Figure 2. Simple map showing 400 block of Oak Ave. 18 Cap Project #896 Contractor: P.F. Vitale 2023 TRANSPORTATION SAFETY 400 OAK AVE & 300 FALL CREEK DR LINE # ITEM No. ITEM DESCRIPTION UNIT CONTRACTED ESTIMATED QUANTITY BID UNIT PRICE CONTRACTED ESTIMATED VALUE EXTENDED FINAL OAK AVE. ACTUAL QUANTITY FINAL FALL CREEK DR. ACTUAL QUANTITY FINAL AS-BUILT TOTAL QUANTITY FINAL TOTAL PRICE CORNELL QUANTITY CORNELL COST CITY COST 1 201.06 Clearing and Grubbing LS 1.0 8,500.00$ 8,500.00$ 0.5 0.5 1 8,500.00$ 1 8,500.00$ -$ 2 203.02 Unclassified Excavation and Disposal CY 1,615.0 37.00$ 59,755.00$ 255.7 185.6 441.3 16,328.10$ 260.22 9,628.16$ 6,699.94$ 3 203.03 Embankment In Place CY 56.0 36.00$ 2,016.00$ 44 82.3 126.3 4,546.80$ 126.3 4,546.80$ -$ 4 203.07 Select Granular Fill CY 350.0 130.00$ 45,500.00$ 70.6 120.5 191.1 24,843.00$ 0 -$ 24,843.00$ 5 206.0201 Trench and Culvert Excavation CY 665.0 130.00$ 86,450.00$ 344.3 433.2 777.5 101,075.00$ 0 -$ 101,075.00$ 6 209.1703 Drainage Structure, Inlet Protection, Prefabricated-Temporary LF 210.0 12.00$ 2,520.00$ 24 24 288.00$ 24 288.00$ -$ 7 209.1901 100% Biodegradable Erosion Control Mat SY 100.0 4.50$ 450.00$ 46.4 46.4 208.80$ 46.4 208.80$ -$ 8 304.12 Subbase Course - Type 2 CY 1,040.0 110.00$ 114,400.00$ 477.3 346.4 823.7 90,607.00$ 449.28 49,420.99$ 41,186.01$ 9 402.098901 9.5 F9 T&L, or Shoulder Course WMA, 80 Series Compaction TON 36.0 175.00$ 6,300.00$ 36 36 6,300.00$ 16.1 2,817.50$ 3,482.50$ 10 402.198901 19 F9 Binder Course WMA, 80 Series Compaction TON 344.0 150.00$ 51,600.00$ 88.5 126.1 214.6 32,190.00$ 125.66 18,849.60$ 13,340.40$ 11 407.0102 Diluted Tack Coat GAL 39.0 24.00$ 936.00$ 26 140 166 3,984.00$ 35 840.00$ 3,144.00$ 12 411.01 Stabilized Gravel Surface Course CY 10.0 185.00$ 1,850.00$ 0 -$ 0 -$ -$ 13 603.77 Concrete Collars EACH 7.0 500.00$ 3,500.00$ 2 4 6 3,000.00$ 0 -$ 3,000.00$ 14 603.9812 Smooth Interior Corrugated Polyethylene Culvert and Storm Drain 12 Inch LF 482.0 30.00$ 14,460.00$ 433.3 33 466.3 13,989.00$ 0 -$ 13,989.00$ 15 603.9815 Smooth Interior Corrugated Polyethylene Culvert and Storm Drain 15 Inch LF 5.0 65.00$ 325.00$ 5.5 5.5 357.50$ 0 -$ 357.50$ 16 603.9818 Smooth Interior Corrugated Polyethylene Culvert and Storm Drain 18 Inch LF 205.0 40.00$ 8,200.00$ 205 205 8,200.00$ 0 -$ 8,200.00$ 17 603.9824 Smooth Interior Corrugated Polyethylene Culvert and Storm Drain 24 Inch LF 315.0 80.00$ 25,200.00$ 287.5 287.5 23,000.00$ 0 -$ 23,000.00$ 18 603.9808001 Polyvinyl Chloride (Pvc) Sewer Pipe And Fittings, 8" LF 7.0 150.00$ 1,050.00$ 8 8 1,200.00$ 0 -$ 1,200.00$ 19 604.07901 Altering Drainage Structures, Leaching Basins, And Manholes EACH 5.0 2,200.00$ 11,000.00$ 2 2 4,400.00$ 0 -$ 4,400.00$ 20 604.300671 Rectangular Drainage Structure (Type F) for Cast Iron F1 Frame LF 39.0 925.00$ 36,075.00$ 13.6 22.5 36.1 33,392.50$ 0 -$ 33,392.50$ 21 604.301471 Rectangular Drainage Structure (Type M) For Cast Iron F1 Frame LF 6.0 1,025.00$ 6,150.00$ 5.9 5.9 6,047.50$ 0 -$ 6,047.50$ 22 604.301571 Rectangular Drainage Structure (Type O) For Cast Iron F1 Frame LF 7.0 1,125.00$ 7,875.00$ 0 -$ 0 -$ -$ 23 604.4048 Round Precast Concrete Manhole Type 48 LF 17.0 550.00$ 9,350.00$ 4.9 5.4 10.3 5,665.00$ 0 -$ 5,665.00$ 24 606.2701 Hpbo (Mod.) Corrugated Beam Guide Railing LF 270.0 55.00$ 14,850.00$ 202 202 11,110.00$ 0 -$ 11,110.00$ 25 606.270101 Hpbe (Mod.) Corrugated Beam Guide Railing (Shop Curved)LF 75.0 80.00$ 6,000.00$ 25 25 2,000.00$ 0 -$ 2,000.00$ 26 606.2703 Anchorage Units For Hpbo (Mod.) Corrugated Beam Guide Railing EACH 2.0 3,800.00$ 7,600.00$ 2 2 7,600.00$ 0 -$ 7,600.00$ 27 606.61 Removing And Storing Corrugated Beam Guide Railing LF 225.0 15.00$ 3,375.00$ 229 229 3,435.00$ 0 -$ 3,435.00$ 28 607.4101001 Temporary Plastic Barrier Fence LF 140.0 5.00$ 700.00$ 0 -$ 0 -$ -$ 29 607.6502-00100 Split Rail Fence LF 425.0 38.00$ 16,150.00$ 419 419 15,922.00$ 419 15,922.00$ -$ 30 607.9100-0011 Pipe Rail Fence - 2 Rail LF 31.0 110.00$ 3,410.00$ 56.6 56.6 6,226.00$ 56.6 6,226.00$ -$ 31 608.0101 Concrete for Sidewalks and Driveways CY 230.0 675.00$ 155,250.00$ 94.3 107 201.3 135,877.50$ 170.95 115,391.25$ 20,486.25$ 32 608.21000-003 Cast Iron Embedded Detectable Warning Units SY 11.0 230.00$ 2,530.00$ 4.4 5.4 9.8 2,254.00$ 6.5 1,495.00$ 759.00$ 33 609.0212 Stone Curb, Granite, Near Vertical Face (NVF)LF 2,070.0 65.00$ 134,550.00$ 921 1101 2022 131,430.00$ 866.65 56,332.25$ 75,097.75$ 34 609.0217 Stone Curb, Granite, Traversable Sloped (TR)LF 31.0 85.00$ 2,635.00$ 30.3 30.3 2,575.50$ 15.15 1,287.75$ 1,287.75$ 35 609.0501 Cast -In-Place Concrete Curb and Gutter Type CF 150G LF 10.0 85.00$ 850.00$ 0 -$ 0 -$ -$ 36 610.1403 Topsoil - Lawns CY 76.0 150.00$ 11,400.00$ 60.6 16.25 76.85 11,527.50$ 59.35 8,902.50$ 2,625.00$ 37 610.1602 Turf Establishment - Lawns SY 626.0 3.00$ 1,878.00$ 460.5 140.6 601.1 1,803.30$ 467.9 1,403.70$ 399.60$ 38 614.060204 Tree Removal Over 6 Inches To 12 Inches Diameter Breast Height - Stumps Grubbed EACH 2.0 1,600.00$ 3,200.00$ 2 1 3 4,800.00$ 2 3,200.00$ 1,600.00$ 39 614.060504 Tree Removal Over 24 Inches to 36 Inches Diameter Breast Height-Stumps Cut to Below Grade EACH 11.0 2,100.00$ 23,100.00$ 11 11 23,100.00$ 11 23,100.00$ -$ 40 614.0702 Pre-Existing Stump Removal Over 24 Inches to 48 Inches Diameter at 6 Inches Above Grade EACH 1.0 500.00$ 500.00$ 0 -$ 0 -$ -$ 41 619.01 Basic Work Zone Traffic Control LS 1.0 72,000.00$ 72,000.00$ 0.5 0.5 1 72,000.00$ 1 72,000.00$ -$ 42 619.080101 Remove Pavement Marking Stripes, Traffic Paint LF 655.0 2.00$ 1,310.00$ 362 362 724.00$ 0 -$ 724.00$ 43 625.01 Survey Operations LS 1.0 11,000.00$ 11,000.00$ 0.5 0.5 1 11,000.00$ 1 11,000.00$ -$ 44 627.501408 Cutting Pavement LF 52.0 5.00$ 260.00$ 0 -$ 0 -$ -$ 45 640.2 White Paint Reflectorized Pavement Stripes -20 Mils LF 2,445.0 3.00$ 7,335.00$ 906 906 2,718.00$ 0 -$ 2,718.00$ 46 640.23 White Paint Reflectorized Pavement Symbols - 20 Mils EACH 9.0 400.00$ 3,600.00$ 0 -$ 0 -$ -$ 47 645.5202011 Ground-Mounted Sign Panels With High Visibility Sheeting And Non-Retroreflective Sheeting Without Z-Bars SF 33.0 45.00$ 1,485.00$ 41 1.5 42.5 1,912.50$ 0 -$ 1,912.50$ 48 645.5102 Ground-Mounted Sign Panels Less Than Or Equal To 32 Sf, With Z-Bars SF 69.0 42.00$ 2,898.00$ 45.8 45.8 1,923.60$ 0 -$ 1,923.60$ 49 645.81 Type A Sign Posts EACH 47.0 220.00$ 10,340.00$ 12 9 21 4,620.00$ 0 -$ 4,620.00$ 50 647.41 Remove and Store Sign Panel, Sign Panel Assembly Size I (Under 30 SF)EACH 5.0 50.00$ 250.00$ 2 2 100.00$ 0 -$ 100.00$ 51 650.113 Trenchless Installation Of Casing Under Highway With A Diameter Equal To 30 Inches LF 10.0 500.00$ 5,000.00$ 10 10 5,000.00$ 0 -$ 5,000.00$ 52 655.0704 Cast Frame, F1, Unmountable Curb Box CU1 & Reticuline Grate G1 EACH 9.0 1,300.00$ 11,700.00$ 4 3 7 9,100.00$ 0 -$ 9,100.00$ 53 655.1201 Manhole Frame and Cover EACH 2.0 1,100.00$ 2,200.00$ 3 3 3,300.00$ 0 -$ 3,300.00$ 54 655.1202 Manhole Frame and Cover EACH 1.0 1,100.00$ 1,100.00$ 1 1 1,100.00$ 0 -$ 1,100.00$ 55 662.6002001 Adjust Vavle Boxes For Resurfacing Work (Gas)EACH 3.0 1,100.00$ 3,300.00$ 4 4 4,400.00$ 3 3,300.00$ 1,100.00$ 56 663.33 Adjust Existing Valve Box Elevation EACH 7.0 400.00$ 2,800.00$ 10 10 4,000.00$ 1 400.00$ 3,600.00$ 57 697.03 Field Change Payment DC 25,000.0 1.00$ 25,000.00$ 3600 20872.6 5048.8 5,048.80$ 3300 3,300.00$ 1,748.80$ 209.23010009 Biodegradable Sediment Filter Log, 12 inches LF 450 10.00$ 4,500.00$ 155 360 515 5,150.00$ 515 5,150.00$ -$ 402.0989303 9.5 F3 Top Course HMA, 80 Series Compaction TON 110 150.00$ 16,500.00$ 46 46 6,900.00$ 0 -$ 6,900.00$ 58 699.040001 Mobilization - 4% Max.LS 1 32,000.00$ 32,000.00$ 0.5 0.5 1 32,000.00$ -$ 32,000.00$ 1,106,018.00$ 0 918,779.90$ subtotal 423,510.30$ 495,269.60$ 25% Overhead 105,877.57$ SUM 529,387.87$ 19 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Streets & Facilities Shaniqua Lewis, TO:Common Council COW Study Session FROM:Mark Verbanic DATE:May 15, 2024 RE:Amendment to Personnel Roster – DPW Electrician CP#:N/A MEMORANDUM Consent Agenda Item to defund Electrical Technician position to fund Electrician Position. 20 Amendment to Personnel Roster – DPW WHEREAS, the Streets & Facilities division of the DPW has a funded Electrical Technician position, and WHEREAS, this position has become vacant due to the promotion of an employee, and WHEREAS, the DPW would prefer to fill this position at a higher skill level with an Electrician rather than an Electrical Technician, now, therefore, be it RESOLVED, that the Personnel Roster of the Streets and Facilities Division of the Department of Public Works be amended as follows: Defund: One (1) Electrical Technician Add: One (1) Electrician and be it further RESOLVED, that funding for this position shall be derived from the approved 2024 departmental budget. 21 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Streets & Facilities Shaniqua Lewis, TO:Common Council COW Study Session FROM:Mark Verbanic, Assistant Superintendent-Streets and Facilities DATE:May 15, 2024 RE:Amendment to Roster - DPW Light Equipment Operator CP#:N/A MEMORANDUM Consent Agenda item to defund two (2) Maintenance Worker positions to fund two (2) Light Equipment Operator 22 Amendment to Personnel Roster – DPW WHEREAS, the Streets & Facilities division of the DPW has two vacant Maintenance Worker positions, and WHEREAS, these positions have routinely been assigned work within the Highway section of maintaining highway/stormwater infrastructure, and WHEREAS, these positions have been vacant since January 2022 due to the resignation of one employee and the promotion of another, and WHEREAS, the DPW currently has a greater need for Light Equipment Operators than Maintenance Workers, and would prefer to fill the vacancies with Light Equipment Operators rather than Maintenance Workers, now, therefore, be it RESOLVED, that the Personnel Roster of the Streets and Facilities Division of the Department of Public Works be amended as follows: Fund: Two (2) Light Equipment Operators Defund: Two (2) Maintenance Workers and be it further RESOLVED, that funding for this change shall be derived from the approved 2024 departmental budget. 23 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Water and Sewer Shaniqua Lewis, TO:Common Council COW Study Session FROM:Scott Gibson, Assistant Superintendent- Water & Sewer DATE:May 15, 2024 RE:Ithaca Area Wastewater Treatment Facility (IAWWTF) - Capital Improvement Plan CP#: N/A MEMORANDUM Resolution to approve the City of Ithaca's share of a Capital Improvement Plan for wastewater treatment plant operational planning. 24 Resolution for Ithaca Area Wastewater Treatment Facility (IAWWTF) – Capital Improvement Plan Project WHEREAS, the IAWWTF is a 38 year old, technically complex, and environmentally important facility that is jointly owned by the City of Ithaca, the Town of Ithaca, and the Town of Dryden, and WHEREAS, the IAWWTF has both short and long term capital needs to help maintain compliance, meet energy goals, and provide adequate planning for necessary repairs, opportunities for better efficiency, and a look toward the future, and WHEREAS, plant staff and the Special Joint Committee (SJC) are desirous in developing a proper Capital Improvement Plan Project (CIPP) to assist in planning, budgeting, and the procurement of potential infrastructure related grants and low interest loans afforded to municipalities, and WHEREAS, a Request for Qualifications (RFQ) was made to regional consulting firms and four responses were submitted, and WHEREAS, plant staff interviewed and evaluated presentations from each candidate, and WHEREAS, at its February 14, 2024 meeting, staff and the Special Joint Committee (SJC) recommended to its municipal boards the approval of Barton & Loguidice, D.P.C., 443 Electronics Parkway, Liverpool, NY, as the consultant of choice to prepare the CIPP, and WHEREAS, on February 21, 2024, B&L provided an Engineering Agreement proposal of services which included an estimated project cost of $300,000, with anticipated 50% funding through a NYSERDA Flextech grant, and anticipated local cost match of 50%, and WHEREAS, staff endorses the funding of a project amount not to exceed Three Hundred Thousand Dollars ($300,000) with anticipated 50% cost match, in the interests of better plant operational efficiency, and longevity; now, therefore, be it RESOLVED, that the City of Ithaca approves its share of the CIPP in the amount of One Hundred Seventy One Thousand, Four Hundred and Twenty Dollars ($171,420.00), and, be it further RESOLVED, that the total funds necessary for said project be derived from the following sources as determined by the City Controller: 100% through capital reserves - Account J-1, with an anticipated return to capital reserves using a 50% match through NYSERDA Flextech funding. 25 MEMORANDUM CITY OF ITHACA DPW – WATER & SEWER DIVISION 510 FIRST STREET 3/21/2024 DATE: MARCH 21, 2024 TO: ITHACA COMMON COUNCIL ITHACA AREA WASTEWATER TREATMENT FACILITY - SJC CC: FROM: SCOTT GIBSON RE: CAPITAL IMPROVEMENT PLAN PROJECT PRIORITY: HIGH At its February 14, 2024 meeting the Special Joint Committee (SJC) of the Ithaca Area Wastewater Treatment Facility voted to procure the services of Barton and Loguidice (B&L) to plan and prepare a short and long term capital improvement project for the plant. On February 21, B&L provided a scope and cost for these services in the amount of $300,000, with an anticipated 50% cost share from NYSERDA’s Flextech program with a local match of $150,000. We fully expect to receive the grant but in the interests of moving the project forward, we are asking to fund the full amount of the project with a reimbursement when the grant comes through. I am submitting the attached resolution with a request for approval on an agreement with Barton and Loguidice using the following municipal contributions. Please move this through your respective governmental bodies so that we can continue to provide the level of service expected from our facility. Thank you, Scott Gibson, City of Ithaca Assistant DPW Superintendent, Division of Water & Sewer 26 7/24/23 Total Project Cost $ 300,000.00 Requested funding City of Ithaca Share at 57.14% $ 171,420.00 Town of Ithaca Share at 40.88% $ 122,640.00 Town of Dryden Share at 1.98% $ 5,940.00 $ 300,000.00 Anticipated amount of grant reimbursement Total Project Cost $ 300,000.00 NYSERDA Flextech cost share ($ 150,000.00) Anticipated 50% Local Match $ 150,000.00 27 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Attorney's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Victor Kessler, Acting City Attorney DATE:May 15, 2024 RE:Temporary Amendment to Personnel Roster – Attorney’s Office CP#: N/A MEMORANDUM Resolution to Approve Temporary Amendment to Personnel Roster – Authorize temporary adjustment of rostered Assistant City Attorney Positions. 28 Resolution to Approve Temporary Amendment to Personnel Roster – Attorney’s Office WHEREAS, the City Attorney’s Office currently faces several vacancies due to recent departures; and WHEREAS, the City Attorney’s Office requires additional flexibility with existing positions while recruitment is underway to fill said vacancies; and WHEREAS, the approved departmental budget for 2024 contains sufficient funds to support a temporary change to the personnel roster; now, therefore, be it RESOLVED, that, effective immediately, the personnel roster for the City Attorney’s Office be amended to increase one (1) Assistant City Attorney position from half-time to full-time; and be it further RESOLVED, that on January 1, 2025, without further action from Common Council, the personnel roster for the City Attorney’s Office shall be amended to decrease one (1) Assistant City Attorney position from full-time to half-time; and be it further RESOLVED, that the funding for this change shall be derived from existing funds within the approved departmental budget. 29 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:City Manager Deb Mohlenhoff DATE:May 15, 2024 RE:Access Oversight Committee Annual Budget Approval CP#:n/a MEMORANDUM AOC Recommendations for 2025 Budget 30 Approval of AOC Recommended Budget for 2025 WHEREAS, Section 15.12 of the Franchise Agreement of January 2003 between the City of Ithaca and the franchisee Time Warner Entertainment-Advance/Newhouse Partnership (TWC), subsequently assigned to Charter Communications, Inc. (d/b/a Spectrum Networks) after Charter's 2016 acquisition of TWC, requires the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights) to provide the franchisee with an annual written budget for Public, Educational and Governmental access operations (PEG) by June 30 of each calendar year, and WHEREAS, the Franchise Agreement authorizes Charter Communications to collect $0.15 per subscriber per month to be used for the purchase of equipment for the PEG Access Studio, and WHEREAS, the City of Ithaca's Ordinance #2003-17, Par 18-4-G, requires the Access Oversight Committee (AOC) to provide the Participating Municipalities with a recommended annual budget by May 31 of each calendar year, and WHEREAS, the AOC has reviewed PEG’s current equipment and facilities and anticipates that new or replacement equipment and facilities will likely be needed, including certain playback equipment; and WHEREAS, at their regular meeting on April 2, 2024, the AOC recommended an $11,000.00 contingency to purchase equipment as needed for the functioning of PEG operations, pending receipt and AOC approval of line-item estimates, therefore be it RESOLVED, That the Common Council of the City of Ithaca accepts the AOC recommended budget for Spectrum Network’s 2025 annual budget for Public, Educational and Governmental access. 31 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Common Council Shaniqua Lewis, TO:Common Council COW Study Session FROM:Alderperson Patrick Kuehl DATE:May 15, 2024 RE:New Tenant Registration Form Memo CP#:N/A MEMORANDUM Discussion-Requiring New Tenants to be Provided Voter Registration Forms 32 M E M O R A N D U M Date: 04/19/2024 To: Common Council From: Patrick Kuehl RE: Requiring New Tenants to be Provided Voter Registration Forms EXECUTIVE SUMMARY This ordinance change would require landlords and relators to provide voter registration forms to new tenants and property owners in the City of Ithaca. The purpose of this ordinance would be two -fold. First, it will work to increase turnout and representation of tenants in local elections. Second, it will work to provide updated voter information to the Tompkins County Board of Elections about address changes of residents. As promised to my constituents, one of my priorities is to increase voter turnout in wards with high levels of transient populations. While there is still much to do in terms of voter outreach, I think that this ordinance change will drastically increase the participation in local elections from transient populations. LEGISLATIVE HISTORY AND PRIORITIES Similar legislation has been proposed and enacted around the country. Most notably, the District of Columbia and Seattle Washington require that landlords provide housing rights information to tenants which includes voter registration materials. New York City proposed similar legislation (750-2015) that requires landlords to provide tenants with voter registration forms however this was faced with opposition. 2019 Bill Text DC B. 126 In 2021, outgoing Mayor Svante Myrick appointed a ﬁve person redistricting working group made up of members Henrik Duella, Joseph Murtagh, Jared Pittman, Katie Simms, and Christopher Proulx with seven expressed goals as outlined by state statute. In the November 2023 Common Council elections, 100 people voted in the Ward 4 elections and 323 in the Ward 5 elections. Both wards, due to high student populations are incredibly transient. This is compared to 1496 votes in Ward 1, 832 in Ward 2, and 872 in Ward 3. NEED FOR LEGISLATIVE ACTION - Historically low turnout in college student heavy wards - Highly transient population makes accurate voter record keeping difficult. PROJECTED IMPACT This legislation will impact renters, new local property owners, realtors, and landlords. FEASIBILITY Some legislative time is expected to discuss this proposal. This legislation will require cooperation with local landlords and the Board of Elections. There may be pushback from local landlords and reality companies, however it is hoped that there is a general understanding of the importance of voter engagement in local elections from all stakeholders, if more forceful compliance strategies are necessary, those changes can be adopted as amendments to previously passed legislation. I have begun communicating with local stakeholders such as landlords. Those that I have spoken to do not foresee a substantial increase in administrative workload for business owners as they already are required to provide certain information to new lease signers by the state of New York. 33 One point of concern that has been brought up is providing enough voter registration forms to landlords for all of their new leases, this constitutes a need for thousands of forms a year. However, with adequate preparation from the Board of Elections and close work with landlords, I do not see this as an obstacle that cannot be overcome. QUESTIONS FOR STAFF: Is a strong enforcement for this ordinance necessary or is a better way to implement this ordinance close work with landlords? What staff department is best suited to communicate these changes to landlords and work with the Board of Elections? BUDGET IMPLICATIONS & FUNDING Staffing to coordinate changes with landlords if policy is to move forward. PUBLIC FEEDBACK This memo will be presented at the May study session and the public will be able to submit feedback before the next legislative meeting. Additionally, members of council will actively seek feedback from landlords and the Board of Elections in terms of implementation difficulties. Community members may also come to public comment to speak on the legislation. NEXT STEPS Council to identify whether research is needed to proceed. 34 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Public Information and Technology Shaniqua Lewis, TO:Common Council COW Study Session FROM:Alan Karasin, Acting City Clerk DATE:May 15, 2024 RE:PIT-Outdoor Dining Alcohol Permits CP#:N/A MEMORANDUM Approval of Outdoor Dining Alcohol Permit for The Lotus Restaurant. 35 PIT - Approval of Outdoor Dining Alcohol Permits WHEREAS, several downtown restaurants have requested permission to utilize certain areas along the Primary and Secondary Commons and sidewalks in the downtown core for outdoor dining, and WHEREAS, the Downtown Ithaca Alliance has requested permission for wine, beer, and hard cider tasting and sales as part of their special events for 202 4, and WHEREAS, it is Common Council's responsibility to determine whether or not to allow the serving and consumption of alcohol on City property, and WHEREAS, Common Council has determined that the use of public property for outdoor dining and special events including the responsible sale and consumption of alcohol, plays an important role in the vibrancy of the downtown business district, and WHEREAS, Common Council has determined that any use of this or similar public property involving the sale and consumption of alcohol should be covered by a minimum of $1,000,000 insurance under the Dram Shop Act; now, therefore be it RESOLVED, For the year 202 4, Common Council hereby approves the following revocable alcoholic beverage permits for the outdoor sale and consumption of alcohol in accord with the terms and conditions set forth in their applications, including minimum Dram Shop coverage in the amount of $1,000,000 and the approval of an outdoor dining permit: The Lotus 36 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Council Alderpersons DATE:May 15, 2024 RE:Reports from Working Groups CP#:N/A MEMORANDUM 37 CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 Mayor's Office Shaniqua Lewis, TO:Common Council COW Study Session FROM:Council Liaisons DATE:May 15, 2024 RE:Reports From Council Liaisons CP#:N/A MEMORANDUM 38