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HomeMy WebLinkAboutMN-CA-2006-10-01Members Present: Members Excused: Council Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting October 25, 2006 Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan (arrived at 6:05 p.m.), Mayor Peterson Alderperson Korherr Alderperson Gelinas, Alderperson Seger Present: Tim Logue (Traffic Systems Engineer), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Manager of Organizational Development), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 6:01p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments. None. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes from the September 27, 2006 meeting. Seconded by Alderperson Townsend. Motion carried 3 -0. (Alderperson Cogan was absent from the vote.) City Administration Committee October 25, 2006 Page 2 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that the City Attorney's Office and the Building Department presented their diversity competencies to the WFD Committee and that the WFD Committee will have an Advance on November 29, 2006. 9. Safety Committee Update. None. 10. Communication Committee. None. Alderperson Cogan arrived at 6:05 p.m. 11. Department of Public Works 1. Request to Establish Capital Project for Emergency Repairs of City Court Facility The City Court Facility suffered extensive water damage during the weekend of October 7 -8, 2006 due to failed water connection. Quick action from various City staff members saved thousands of dollars in damage by issuing a contract to Service Master, Inc. to start cleanup of the damage immediately. Damage estimates are currently approaching $75,000 including damage to telephone systems, computer systems, fire alarm systems, security systems and building structure. City insurance coverage should cover a majority of the damage repair less applicable deductible. This is considered an emergency project due to the unforeseen nature of the damage. The Department of Public Works requested that Capital Project #701 City Court Emergency Repair be established in the amount not to exceed $75,000 for the building repairs including HVAC, telephone, fire alarm, and other applicable system repairs. The funds necessary for said project shall be advanced from the General Fund with later repayments by insurance recovery. After discussion, Alderperson Zumoff made a motion to approve the request, to declare this project an emergency requiring immediate City Administration Committee October 25, 2006 Page 3 action which cannot await competitive bidding under section 103 of General Municipal Law, and to direct the Superintendent of Public Works to enter into any necessary contracts for said repairs. Seconded by Alderperson Cogan. Motion carried 4 -0. 2. Approval of Supplemental Authorization of the Cayuga Waterfront Trail - Phase II At their meeting on June 13, 2001, Common Council authorized Capital Project #445 Cass Park Waterfront Trail in the amount of $425,000. A project for the Cayuga Waterfront Trail (Phase II), P.I.N. 39024 (the "Project ") is eligible for funding under Title 23 U.S. Code, as amended, with Transportation Enhancement Program (TEP) grant that calls for the apportionment of the costs of such program to be borne at the ratio of 72.05% Federal funds and 27.95% non - Federal funds. The City of Ithaca approved the TEP portion of the project on April 2, 2003, by making a commitment of 100% of the non - federal share of the costs of Design, Right of Way (ROW) and Construction in the amount of $677,000. Estimated project costs have exceeded the amount authorized with the TEP grant. The project is also eligible for funding under Title 23 U.S. Code, as amended, with a SAFETEA -LU member item that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non - federal funds. The City of Ithaca desires to advance the above - mentioned project. The Department of Public Works requested that the above - subject project be approved. After discussion, Alderperson Zumoff made a motion to approve the request, to authorize the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of design, ROW and construction work for the Project or portions thereof, to appropriate the sum not to exceed $480,000 from the issuance of serial bonds and made available to cover the cost of participation in the SAFETEA -LU portion of the above phase of the Project, and to amend Capital Project #445 Cass Park trail to include the SAFETEA -LU portion of the Project costs in the amount not to exceed $480,000 for a total project cost of $1,632,724, which represents Phase 1 and 2 of the three -phase project. Seconded by Alderperson Cogan. Motion carried 4 -0. City Administration Committee October 25, 2006 Page 4 3. Approval of Just Compensation for Easements along Phase 2 of the Cayuga Waterfront Trail The City has authorized and undertaken a project to design, acquire the right -of- way for, construct and maintain the second phase of the multi -use Cayuga Waterfront Trail. The second phase of the Trail is approximately 1.4 miles in length and is intended to connect the first phase of the Trail (known as the Cass Park loop) to the site of the Ithaca Farmers Market (where the third phase will begin). The Trail in its entirety will consist of at least three phases and run for at least six miles, along the southern end of Cayuga Lake, and will connect to other local and regional routes for non - motorized transportation. Common Council has proposed acquisition of permanent easements across parts of certain properties in the City of Ithaca, County of Tompkins and State of New York, along the proposed route of Phase 2 of the Trail, by purchase or donation, for the purpose of accommodating and maintaining that portion of the Trail, which consist of the properties listed in the resolution. In its capacity as lead agency, the Planning and Development Board performed an environmental review of the project, which included preparing and filing a Full Environmental Assessment Form ( "FEAF "), including Part 3 and a Visual Environmental Assessment Form Addendum, and, after due consideration, on September 30, 2004, determined that the project will result in no significant impact on the environment and therefore issued a negative declaration for the purposes of Article 8 of the Environmental Conservation Law. In order to enter into negotiations with property owners for the acquisition of the required easements and pursuant to the requirements associated with federal funding approved for the project, the City of Ithaca must first determine just compensation for said easements, in accordance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. The City has received and reviewed certified appraisals of the value of the easements sought with regard to each of the aforementioned properties. The Department of Public Works requested approval of just compensation for Easements along Phase 2 of the Cayuga Waterfront Trail. After discussion, Alderperson Cogan made a motion to approve the request, to authorize the expenditure not to exceed $250,000.00 from Capital Project #445 Cayuga Waterfront Trail, in total, as just compensation for the acquisition of the aforementioned easements for Phase 2 of the Cayuga Waterfront Trail and for the associated costs of such acquisition, and to authorize the Mayor to negotiate and (following review by the City Attorney) enter into agreements with any or all of the owners of the aforementioned properties, for City Administration Committee October 25, 2006 Page 5 the acquisition of said easements, by purchase or by donation. Seconded by Alderperson Townsend. Motion carried 4 -0. 12. Human Resources 1. Flexible Spending Account The City instituted a Flexible Spending Account for unreimbursed medical expenses in April 2002. The City had previously established a one thousand eight hundred dollar ($1,800) before tax limit for employee deductions. The Flexible Spending Account for unreimbursed medical expenses has been in effect for four (4) years without incident. The City Controller and the HR Director requested that the amount be raised from $1,800 to $2,000. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Transfer of Funds for Payment of Flu Shots Cayuga Medical Center at Ithaca has developed a program of services in occupational health, educational consult, injury prevention, and rehabilitation therapy aimed to improve quality of employee health and to improve workplace safety. Cayuga Medical Center offered to provide Flu Shot Clinics in City facilities to meet our occupational health needs at a rate of $25.00 per employee. Common Council determined that assisting employees in obtaining a flu shot, for the 2006 season, will be beneficial to employees and the work environment. The City reserved 100 vaccinations from Cayuga Medical Center. The HR Department requested that payment of up to $25.00 for City employees, not covered under another agreement, to receive or be reimbursed for the shots received in the clinics available at City facilities or through another provider. The payment would be contingent upon the signing of Memorandum of Understanding with the appropriate Collective Bargaining Units. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. City Administration Committee October 25, 2006 Page 6 3. Director's Report. HR Director Michell -Nunn reported on the following: Quarterly Recognition Award: HR Director Michell -Nunn asked that this item be added to the Common Council agenda. Residency Requirement: HR Director Michell -Nunn reported that this item should be on the Common Council agenda. 13. Finance /Controller 1. A Resolution of the City of Ithaca Providing for Execution of an Agreement for Natural Gas Supply Pursuant to Public Bid Conducted by the Municipal Electric and Gas Alliance as the Consultant of the City of Ithaca Alderperson Cogan made a motion that the Mayor be authorized and directed to execute and deliver to the NYSEG Solutions, Inc., an Agreement for natural gas supply service. That the conditions, price, duration and term, purpose and objective, manner and extent of payments, organizational structure and manner in which personal property shall be acquired, managed and disposed of, be set forth in the Agreement. And, that the City may participate in the cooperative agreements to procure services and products described in such Agreements, and that the Mayor is hereby authorized and directed to execute the subject contract on behalf of the City. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Controller's Report. Controller Thayer reported on the following: Chillers at Cass Park: The Chillers at Cass Park are failing and need to be replaced. The estimated cost to replace is about $10,000. 14. Reports 1. Mayor's Report. The Mayor reported on the following: Dredging Award: The Mayor has not received the official document for the dredging award. 2. Sub- Committee Updates. None. City Administration Committee October 25, 2006 Page 7 3. Council Members' Announcements. None. 4. Next Month's Meeting: November 29, 2006. 15. Adjournment With no further business and on a motion by Alderperson Zumoff, the meeting was adjourned at 6:30 p.m.