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HomeMy WebLinkAboutMN-CA-2008-09-01Members Present: Members Excused: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting September 24, 2008 Alderperson Coles, Alderperson Zumoff, Alderperson Korherr, Alderperson Schuler, Mayor Peterson Alderperson Clairborne Present: Marcia Fort (GIAC Director), Valerie Saul (Deputy HR Director), Phyllis Radke (Building Commissioner), Dan Hoffman (City Attorney), Steve Thayer (Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:03 p.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, with corrections, from the July 30, 2008 and August 27, 2008 meetings of the City Administration Committee. Seconded by Alderperson Korherr. Motion carried 4 -0. 5. Statements from the Public. None. 6. Employee Comments. None. City Administration Committee Meeting September 24, 2008 Page 2 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update. None. 9. Safety Committee Update Chairperson Coles reported that the CPR classes have been scheduled for September 25, October 7 & 22, November 3 & 8, and December 3. Classes will be held at Cass Park, Fire Department Training Center and Ithaca Youth Bureau. The maximum number of participants per class is 10. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA. None. 12. Building Department 1. Building Department - Request to Amend Authorized Roster and Budget - Resolution Moved by Alderperson Schuler. Seconded by Alderperson Korherr. WHEREAS, in 2006 New York State mandated that all villages, towns and cities conduct multiple dwellings inspections every three years, or every year, depending on the building's occupancy; and WHEREAS, this State requirement meant that the City's Building Department had to inspect dwelling units at a rate 50% faster than it had ever done even when the department had full staffing; and WHEREAS, in response to this mandate the City of Ithaca decided to create a software - assisted inspection program to enable inspectors to meet the new requirement; and WHEREAS, since 2007 a Senior Code Inspector has led the development of housing inspection software program which in turn has required a City Code City Administration Committee Meeting September 24, 2008 Page 3 Inspector to work out of title as a Senior Code Inspector, thus leaving a Code Inspector position vacant; and WHEREAS, the current housing inspection program relies on Housing Inspectors and Code Inspectors to complete the inspection of dwelling units; and WHEREAS, the loss of a Code Inspector would lead to the loss of 12.5% of the Building Department's total housing inspection time resulting in the loss of fees that would otherwise be charged for conducting these inspections, and would further result in the City's inability to meet the State's mandated inspection cycles; and WHEREAS, among the duties of the now retired Deputy Building Commissioner had been the supervision of building inspections, assisting with land -use and zoning issues and working with the Planning Department in the rewriting of Ordinances; and WHEREAS, the Building Department with the help of the Human Resources Department has developed a plan to meet the State and City mandated inspections by creating a new CSEA position called Housing and Land -Use Supervisor which will help create, implement and maintain the Building Department software; and WHEREAS, since February 1, 2008, when one Deputy Building Commissioner retired: 1) the remaining Deputy Building Commissioner has been supervising the field work previously supervised by two Deputies; 2) another Code Inspector has been working out -of -title as a Senior Code Inspector performing the plan review work previously done by the remaining Deputy Building Commissioner; and WHEREAS, the rest of the work formerly carried out by a Deputy Building Commissioner will be picked up by Building Department staff but will also require the promotion of two Code inspectors to Senior Code Inspectors, hiring a Code Inspector, and changing the Building Department's roster from three Code Inspectors and two Senior Code Inspectors to two Code Inspectors and three Senior Code Inspectors and deleting a Deputy Building Commissioner position and adding the position of Housing and Land Use Supervisor; and City Administration Committee Meeting September 24, 2008 Page 4 WHEREAS, the Building Department's 2008 Budget has only a portion of the funding necessary to accomplish these necessary changes, now, therefore, be it RESOLVED, That Common Council amends the Building Department roster as follows: Delete: One (1) Deputy Building Commissioner position, Delete: One (1) Code Inspector, Add: One (1) Housing and Land - Use - Supervisor Add: One (1) Senior Code Inspector and, be it further RESOLVED, That Common Council amends the Building Department 2008 budget by transferring $12,908 from Account A1990 Restricted Contingency to Account A3620 -5110 staff salaries for the purpose of funding said roster amendment. A vote on the resolution resulted as follows: Passed unanimously. 13. Attorney's Office 1. Attorney's Office - Proposed Lease of Real Property ( "Steamboat Landing" Site) to the Ithaca Urban Renewal Agency for Subsequent Sublease by the IURA for a Producer -to- Consumer Market of Locally- Produced Goods and Incubator for Local Small Businesses - Declaration of Intention to Act as Lead Agency - Resolution Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, in 1989, the City of Ithaca entered into a 20 -year lease with the Ithaca Farmers Market Cooperative, Inc. (IFM), of a parcel of surplus City -owned land off the west end of Third Street Extension, consisting of approximately six acres and known as "Steamboat Landing;" and WHEREAS, pursuant to said lease, the IFM has operated a seasonal, producer -to- consumer market at the leased premises, for locally -grown or crafted goods, which operation has contributed to local sustainability and the economic and social City Administration Committee Meeting September 24, 2008 Page 5 vitality of the City, while making the site available for the enjoyment of the public at times when it is not being utilized as a market; and WHEREAS, the current lease between the City of Ithaca and the IFM expires on t)ecember 31, 2008; and WHEREAS, the City of Ithaca wishes to have the Steamboat Landing parcel utilized and enhanced in the future, as a site for the continued enjoyment of the public as well as for the operation of a producer -to- consumer market featuring sale and promotion of locally grown and crafted goods, which also serves as an incubator for additional, small, local businesses; and WHEREAS, it appears that the most effective means of accomplishing the aforementioned objectives is for the City to lease the site to the Ithaca Urban Renewal Agency (IURA), beginning on or about January 1, 2009, so that the IURA may use its economic development expertise and special authority to select an appropriate sponsor /sub - lessee to operate such a market /incubator at the site and to develop a proposed sublease with terms that will maximize the use of the site consistent with the City's objectives; and WHEREAS, pursuant to Section 507 of General Municipal Law, an urban renewal agency may lease property at a negotiated rent to a designated qualified and eligible sponsor without public auction or sealed bids provided (1) that the rent proposed be paid by such sponsor and other essential terms of the proposed (sub)lease are included in a published public notice, and (2) that such (sub)lease is approved by the governing body (Common Council) after a public hearing held not sooner than ten days after the publication of such notice; and WHEREAS, the Steamboat Landing site is located within the urban renewal project area defined in the Urban Renewal Plan adopted by the Common Council of the City of Ithaca; and WHEREAS, the proposed action includes the conveyance of a long -term leasehold interest in the Steamboat Landing parcel, from the City of Ithaca to the IURA (excepting out certain rights to be retained by the City, for existing and potential future municipal sewer lines and the Cayuga Waterfront Trail), and the development and approval of a proposed, long -term sublease with a qualified and City Administration Committee Meeting September 24, 2008 Page 6 eligible sponsor to operate a producer -to- consumer market and incubator for small, local businesses at the site (which proposed lease will require Common Council approval) which proposed lease and sublease would incorporate the following provisions: 1. Retained Rights - City shall retain rights to access, repair and replace the sewer outf all pipe, and to grant an easement for the Cayuga Waterfront Trail; 2. Real Property Improvements- no proposed modification of existing structures or construction of new structures by the sub - lessee that requires a building permit shall be permitted without lessor's prior consent and, where applicable, site plan review pursuant to City Code; 3. Lease Term - the lease term shall not exceed 40 years, including any options for extensions; 4. Early Termination - the leases shall include provisions for early termination or modification by the City (a) for emergency situations, (b) for wastewater treatment plant purposes, or (c) upon City adoption of a new area plan, involving part or all of the leased premises, that is inconsistent with continued use of the premises for a producer -to- consumer market and incubator for small, local business as configured; and WHEREAS, the proposed lease of a six -acre parcel is a Type 1 action under the City Environmental Quality Review Ordinance (CEQRO), thus requiring environmental review; and WHEREAS, the State Environmental Quality Review Act (SEQRA) and Section 176 -6 of CEQRO require that a lead agency be established for conducting environmental review of non - exempt, proposed actions in accordance with State and City law; and WHEREAS, State and City law specify that where more than one agency is "involved" (i.e., in a position to undertake, fund or approve a proposed action), the City Administration Committee Meeting September 24, 2008 Page 7 lead agency shall be that involved agency which has primary responsibility for approving, funding or carrying out the action; and WHEREAS, it appears that the proposed action will require the approval of the Common Council (as landowner and proposed lessor), the IURA (as proposed lessee) and the Board of Public Works (pursuant to the Board's role in overseeing City - owned land, per the City Charter); and WHEREAS, it appears that the Common Council is the involved agency primarily responsible for carrying out this proposed action; and WHEREAS, the Common Council conducts and makes determinations regarding environmental reviews on a frequent basis, and is well prepared to undertake and discharge that responsibility in this instance, in a timely manner; now therefore be it RESOLVED, That the Common Council of the City of Ithaca does hereby declare its intention to act as the Lead Agency for the environmental review of the proposed long -term lease of the so- called Steamboat Landing site to the Ithaca Urban Renewal Agency, commencing on or about January 1, 2009, for subsequent sublease by the IURA to an eligible and qualified sponsor of a producer -to- consumer market of locally - produced goods and incubator for related, local small businesses, subject to the above - referenced provisions; and be it further RESOLVED, That the Mayor be and hereby is authorized and requested to ensure that an Environmental Assessment Form (EAF) is completed for this proposed action, and be it further RESOLVED, That the City Clerk be and hereby is authorized to notify the Ithaca Urban Renewal Agency and the Board of Public Works of Common Council's intention with regard to this action, and to ensure that when Part 1 of the EAF for this action has been completed it is transmitted to the IURA and the BPW, together with notification that a lead agency must be designated within 30 calendar days of such transmission. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting September 24, 2008 Page 8 14. Department of Public Works 1. Department of Public Works - Request to Create a Capital Project to Extend Sidewalk in the 700 Block of Hudson Street - Resolution Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, as part of the review and approvals process for the Ithaca College Athletics and Events Center and related multi -use trail, Engineering staff proposed that sidewalk in the 700 block of Hudson Street be extended to complete a pedestrian route between the City's South Hill neighborhood sidewalk system and Ithaca College, and WHEREAS, Ithaca College has verbally expressed a willingness to participate financially in the construction of such sidewalk, and WHEREAS, on August 13, 2008, the Board of Public Works recommended to Common Council to establish a capital project in the amount of $10,000 to begin this project, and WHEREAS, with direction from the Board of Public Works, a portion of the cost of this project could be apportioned to abutting property owner(s) under the Uniform Sidewalk Improvement policy in accordance with the City Charter; now therefore be it RESOLVED, That Common Council hereby establishes Capital Project # 744, Sidewalk Improvements in the 700 Block of Hudson Street in the amount of $10,000 in order to begin design and to prepare cost estimates, and be it further RESOLVED, That the funding necessary for said project shall be derived from the combination of sidewalk assessments, the issuance of serial bonds, General Fund Advance, and contributions, and be it further RESOLVED, That Common Council understands that Engineering staff will prepare preliminary design and cost estimates for the project, which would be evaluated by the Board of Public Works before further progress on the project, and that a City Administration Committee Meeting September 24, 2008 Page 9 future request may come to Common Council with more detailed arrangements for construction funding. After discussion, Alderperson Schuler made a motion to add as the 3rd Resolved: Resolved, that Common Council requests City Staff to determine the actual level of financial contribution to this project by Ithaca College. Seconded by Alderperson Korherr. Motion carried 4 -0. A vote on the main resolution as amended resulted as follows: Passed unanimously. 15. Greater Ithaca Activities Center (GIAC) 1. Executive Session Alderperson Korherr made a motion to go into Executive Session to discuss a personnel matter. Seconded by Alderperson Zumoff. Motion passed 4 -0. Alderperson Schuler made a motion to close Executive Session. Seconded by Alderperson Korherr. Motion passed 3 -0. (Alderperson Zumoff was absent from the vote.) Chairperson Coles stated that no action was taken in Executive Session. 16. Human Resources (HR) Department 1. Executive Session Alderperson Korherr made a motion to go into Executive Session to discuss collective bargaining. Seconded by Alderperson Schuler. Motion passed 3 -0. (Alderperson Zumoff was absent from the vote.) Alderperson Korherr made a motion to close Executive Session. Seconded by Alderperson Zumoff. Motion passed 4 -0. Chairperson Coles stated that no action was taken in Executive Session. City Administration Committee Meeting September 24, 2008 Page 10 2. Director's Report. HR Director Michell -Nunn reported on the following: Employee Recognition Picnic: HR Director Michell -Nunn thanked all the employees and management for being involved in the Employee Recognition Picnic. The picnic was a success and well attended, the weather was beautiful and the food was excellent. Alan Karasin won the Annual Recognition Award for the work he did with the Ithaca Police Department and JoAnn Cornish won the Diversity and Inclusion Award for her initiatives with the Planning Department staff. Department Head Searches: The City is conducting three (3) managerial searches, which are at different stages in the process. Diversity Roundtable (2009): The 2009 Diversity Roundtable will be on May 7, 2009. More information will follow. 17. Finance /Controller 1. Establish Capital Project for Restore NY Phase I Grant - Resolution Moved by Alderperson Korherr. Seconded by Alderperson Zumoff. WHEREAS, the City of Ithaca has executed a Capital Grant with the New York State Urban Development Corporation dba Empire State Development Corporation (ESDC) for $1,460,000 through the Restore II NY Communities Program, and WHEREAS, the grant is for demolition, debris and hazardous material removal of the former Ithaca Gun Factory, and WHEREAS, the Grant Disbursement Agreement states that the City will act as a pass through for the grant funds, which will require the City to establish a Capital Project to account for any receipts and disbursements of Grant Funds; now, therefore be it RESOLVED, That Common Council hereby establishes Capital Project #745 Ithaca Gun Factory Demolition in the amount not to exceed $1,460,000 for the purpose of accounting for the capital grant funds from the Restore II NY Communities Program for demolition of the former Ithaca Gun Factory. City Administration Committee Meeting September 24, 2008 Page 11 A vote on the resolution resulted as follows: Passed unanimously. 2. Capital Project Cost Over -runs The Sub- Committee to discuss capital project overruns met in September 2008. Notes from this meeting were distributed to the Committee. Controller Thayer stated that the purpose of the discussion was to find ways to improve the process for capital projects and make it more efficient. The Sub - Committee discussed creating a better process for estimating project cost, for tracking capital projects and for closing out projects once completed. The Sub - Committee recommended: • Controller Thayer, on a quarterly basis, update the Mayor, Common Council and Department Heads on the status of current capital projects; • A form be created that would be completed for capital projects. The form would include information such as the project cost, an explanation of how the project estimate was prepared, the project contact person, etc. The form will be put in place for the next round of capital project submission. This will be an on going process that will be modified as the process moves forward; • Estimates for capital projects be done by someone who is considered an expert; • Appropriate capital projects be reviewed by a City Engineer; • A time cut off be included on how long a project stays on the books. Funds for projects must be expended within a two -year period. The time period could be flexible if it was a grant /donated funds or unless it is a long term project that would last a certain time period or if bonds were issued in a way to extend the two -year period. Chairperson Coles stated that a follow -up meeting will be scheduled with the Capital Budget Committee. This Committee consists of the Mayor, the Controller, the Superintendent of Public Works, the Acting Planning Director and Senior Planner Jennifer Kusznir. This Committee assists the Mayor and the Controller in reviewing capital projects. City Administration Committee Meeting September 24, 2008 Page 12 3. Controller's Report. Controller Thayer reported on the following: 2009 Budget: Most of the Controller's time has been devoted to the 2009 Budget. The 2009 Budget will be released on October 1. Discussion of the budget will take place during the month of October, with approval expected in November. Economy: The economy continues to fluctuate, mostly downhill, causing concern about the negative impact on the City budget and about the leveling or reduction of State Aid. The CPI (Consumer Price Index) for the most recent month was at 6.1 %. The average CPI for the year to date is 54 %. Construction: The cost of construction has increased. Asphalt prices are about 15 % -20% higher than the same period last year than it has been in previous years. Fuel cost continues to be higher Health Insurance Cost: The cost for health insurance remains very high. The renewable for 2009 will be significantly higher than it has been in the last couple of years. Sales Tax: Sales tax collections continue to be strong, at about 11% increase over the same time period as 2007. If pace continues, it will be about $785,000 over budget. Overtime: Overtime is on pace to be about $100,000 over the current budgeted amount of $650,000. 18. Reports 1. Mayor's Report. The Mayor reported on the following: NYCOM Executive Board Meeting: The Mayor will attend the NYCOM Executive Board meeting on Friday and Saturday. The meeting is to discuss what is happening around New York State regarding the budget and state aid. City Administration Committee Meeting September 24, 2008 Page 13 Housing Agreement: Progress is being made on the Memorandum of Understanding (MOU) for the housing agreements. Meetings were held with Tompkins County to develop correct language for funding for affordable housing. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: October 29, 2008. 17. Adjournment With no further business and on a motion by Alderperson Korherr, the meeting was adjourned at 9:10 P.M.