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HomeMy WebLinkAboutMN-CA-2010-04-01CITY ADMINISTRATION COMMITTEE Regular Meeting April 28, 2010 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Members Excused: Alderperson Mohlenhoff Council Members Present: Alderperson Dotson staff Present: Alan Karasin (Network Administrator), Allen Green (Youth Bureau Director), Dan Hoffman (City Attorney), Bill Gray (Supt of Public Works), Erik Whitney (Asst Supt of Public Works), Jhakeem Haltom (Youth Program Leader), Leslie Chatterton (Historic Pres & Neighborhood Planner), Marcia Fort (GIAC Director), JoAnn Cornish (Planning Director), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Nels Bohn (IURA), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:00 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. City Administration Committee Meeting April 28, 2010 Page 2 3. Agenda Review and Amendments Chairperson Coles stated that Item 16.2 - Common Council - Authorization of Revocable License to Use City Parkland for Congo Square Market will be moved to 13.3 - Attorney's Office and that Alderperson Clairborne will give a brief report on the City's apprenticeship policy. 4. Approval of Minutes Chairperson Coles stated that the approval of the minutes will be postponed until next month. 5. Statements from the Public Alan Karasin, of Ithaca, spoke in support of the resolution for the Dragon Boat Club and encouraged Common Council to pass this resolution. The Dragon Boat Club is open to anyone regardless of age, gender, religion or physical abilities. This club has been in the Cass Park area for a long time and moving the location would cause a hardship. This is a not - for - profit organization, so fees incurred by the club would be passed on to the members who are already being charged $125 for the six month season. Please consider all of this when looking at the proposal. Dan Karig, Chairperson of the Cayuga Lake Recreation Committee of the Tompkins County Water Resources Council, spoke about trying to find a place for a paddlers' dock. There were a lot of problems with it being located on the east side of the inlet on City property. He is now pursuing the possibility of taking half the dock to Cass Park, adding 16 ft or so in length and moving it over to the Farmers Market. Mr. Karig asked that the Committee consider the possibility of moving half of the central dock over to the Farmers Market. Andrew Wolf, a Cornell University student, spoke about the Sweat Free Procurement Policy, which is on the agenda tonight. To join the national consortium, the City must meet three requirements: Pass an ethical procurement policy; create a list of current vendors to submit to the investigators; and pay the membership dues of $500 per year for Ithaca. Mr. Wolf explained what the teams would do to address problems with the factories around the world and asked that he be contacted if the Committee had questions. Cynthia Brock, Commissioner of the Board of Public Works and an Asian American, attended the meeting to address the proposed resolution authorizing a revocable license to the Ithaca Dragon Boat Club for the exclusive use of one of the two newly constructed docks at Cass Park. City Administration Committee Meeting April 28, 2010 Page 3 Ms. Brock explained why she believes the City should not allow the lease of one of the newly constructed Cass Park docks to the Dragon Boat Club and asked the Committee to vote against it. John Mayer, President of the Dragon Boat Club, spoke in support of the resolution. Mr. Mayer explained how the Ithaca Asian American Association (IAAA) applied for and received a grant from Ithaca Urban Renewal Agency to build the newly constructed docks. IAAA worked with the City to transfer those funds to the City. At the time of the transfer, there was an understanding that there would be a spot for IAAA, even though it was not in writing. The Dragon Boat Club needs two spots of water on either side of the docks. The docks have been used by not only the Dragon Boat Club but by other people to walk out on, to feed the ducks and to fish. Amy Somchanhmavong, of Ithaca, spoke in support of the Dragon Boat Club and the use of the docks at Cass Park. Members of the Dragon Boat Club are from diverse groups and membership is open to all races, ethnicity and socio economic classes. The Dragon Boat Club does not claim exclusive use of the docks. Ms. Somchanhmavong talked about the history of how the new docks came about and asked the Committee to support the resolution. Ray Crabb, of Ithaca, explained why he was against the resolution regarding the Dragon Boat Club. 6. Employee Comments. None. 7. Common Council Response Alderperson Rooker thanked Andrew Wolf for explaining the Sweat Free Procurement Policy and expressed appreciation for the work he has done. Alderperson Coles thanked everyone for coming tonight to express their different points of view and Andrew Wolf on the work he has done on the issue of sweat free uniforms. 8. Workforce Diversity Advisory Committee (WDAC) Update Marcia Fort, WDAC Chair, reported that this Committee met on Monday and discussed two items. One item was about the impact of the shooting and death of Shawn Greenwood on the community and the workforce. Some initiatives that have developed as a result of the sad City Administration Committee Meeting April 28, 2010 Page 4 event are: people coming together to discuss the shooting; to talk about the community concerns; to talk about broader issues that have to do with the issues of employment and communication. The WDAC members expressed their appreciation of the Mayor making herself available to meet with members of the community who are interested in talking about: ways that we as a community, might look at jobs, job development; ways to support individuals who may be coming home from incarceration and who really want to seek employment; ways that members of the community can work together to support more positive interactions between members of law enforcement and community residents. The WDAC thanked the community members and elected officials, Alderpersons Clairborne and Rosario, who have been instrumental along with the Mayor in providing assistance and meeting with individuals. The WDAC discussed the City's participation in the Undoing Racism Workshops series that have been happening in the community. This was a collaboration of some large institutions, including the City. The City paid for 30 employees to attend the workshops. Employees signed up and are participating on either three consecutive Wednesdays or Thursdays or Fridays. It is important to note that there are but two departments that are represented. The WDAC expressed their thanks and appreciation to department heads that encouraged and supported people within their departments attending and for supporting the initiative. Efforts are being made to have another set of Undoing Racism Workshop series for the community at large in the fall. Ms. Fort mentioned that the WDAC meets on the fourth Monday of the month in City Hall in the Common Council Chambers from 9:00 a.m. to 11:00 a.m. All Committee members are welcomed to attend. 9. Safety Committee Update Mayor Peterson reported that she met with Kathy Gehring and Andy Olmetti about the Safety Committee's goals, where they have been, where they might go and support they might need. This Committee will hear from them after they ponder over what was discussed in this meeting. 10. Ithaca Urban Renewal Agency (IURA) 1. NYSERDA Energy Conservation Grant Award Moved by Alderperson Rooker. Seconded by Alderperson Zumoff. City Administration Committee Meeting April 28, 2010 Page 5 WHEREAS, the City of Ithaca was awarded grant funding in the amount of $250,958 from the New York State Energy & Research Development Authority (NYSERDA) through RFP #10 for the following projects: Project Grant City Total Match Energy Management /Sustainability Personnel $135,156 $0 $135,156 Solar Thermal Hot Water Installations at 3 City Buildings - 5 &F, Cass Park & $115,812 $13,500 $129,312 IY B Totals: $250,968 $13,500 $264,468 WHEREAS, to implement this grant award requires the following actions: 1. creation of a new employment position for a 12- month, temporary "Energy Sustainability Project Manager" position; 2. authorization to utilize $13,500 of the $68,000 balance in the City capital reserve account established to "finance energy conservation projects" as City match funding; 3. establishment of a capital project to advance project expenses prior to reimbursement from NYSERDA; and WHEREAS, the City has no obligation to continue funding the Energy Sustainability Project Manager position after grant funding is exhausted; now, therefore, be it RESOLVED, That Common Council hereby amends the 2010 authorized personnel roster of the Department of Planning and Development as follows: Add: One (1) Temporary Energy Sustainability Project Manager - CP Funded and, be it further RESOLVED, That said temporary position shall be authorized for 12 months and be dissolved once the NYSERDA Grant funds are fully expended, and be it further City Administration Committee Meeting April 28, 2010 Page 6 RESOLVED, That Common Council hereby establishes Capital Project #758 Energy Conservation City Facilities in the amount not to exceed $272,500, including financing costs, for the purposes of accounting for said NYSERDA Grant, and be it further RESOLVED, That Common Council hereby authorizes the transfer of funds in the amount not to exceed $13,500 from Capital Revenue #24 Energy Program Improvements to Capital Project #758 Energy Conservation City Facilities for purposes of funding the local cash match for the NYSERDA Grant, and be it further RESOLVED, That funds necessary for said capital expenses will be funded by the issuance of Bonds or a General Fund advance with later repayment from NYSERDA, and be it further RESOLVED, That upon advice of the City Attorney, the Mayor is authorized to sign any and all documents necessary to implement this resolution. A vote on the main resolution resulted as follows: Passed unanimously. 11. Department of Public Works 1. Approval of Contested 2008 Sidewalk Assessments. Group 2 of 2 Moved by Alderperson Zumoff. Seconded by Alderperson Clairborne. WHEREAS, notices of defect, public hearings and notices of assessments were provided to property owners related to the installation and repair of their sidewalks in 2008, and WHEREAS, the Board of Public Works has reviewed each such protest /appeal and the documentation related to the 2008 Contested Sidewalk Assessments and made the following determinations of assessments: 405 Aurora N Patricia Carlson 49. -6 -9 $422.15 City Administration Committee Meeting April 28, 2010 Page 7 405 Aurora N Patricia Carlson 49. -6 -91 $4,839.78 128 Linn James W Carroll 49. -5 -2 $1,211.81 now, therefore be it RESOLVED, That the Common Council directs the City Chamberlain to collect such assessments, and be it further RESOLVED, That these assessment bills shall be payable in accordance with C -73 Sidewalks, Section E - Assessments for Sidewalk Improvements. A vote on the main resolution resulted as follows: Passed unanimously. 2. W &S - Request to Amend Capital Project 515 & 600 First Street Stormwater and Site Improvements Moved by Alderperson Zumoff. Seconded by Alderperson Clairborne. WHEREAS, in July 2007 the Water & Sewer Division requested that a capital project be created for the "510 & 600 First Street Stormwater Quality & Site Improvements Project ", and WHEREAS, the total project amount requested was $910,000 to be phased over three years, and WHEREAS, Capital Project 515 was created and authorized, in the amount of $260,000 for the first year (2008) and the project funds were expended between the period 2008 -2009, and WHEREAS, the Water & Sewer Division requests that the project be amended by $650,000 to complete the project on schedule in 2010 with additional expenses needed for preparatory site and street work; now therefore be it RESOLVED, That Common Council hereby amends Capital Project 515 at a cost not to exceed $650,000 for a total project authorization of $910,000 for the 510 & City Administration Committee Meeting April 28, 2010 Page 8 600 First Street Stormwater Quality & Site Improvements Project, and be it further RESOLVED, That funds necessary for said amendment be derived from the issuance of bonds. Chairperson Coles made a motion to table this item to the next City Administration Committee meeting to allow more time to gather information on this project. Seconded by Alderperson Clairborne. A vote on tabling this resolution resulted as follows: Ayes (2): Clairborne, Coles Nays (2): Zumoff, Rooker Motion failed 2 -2. A vote on the main resolution resulted as follows: Ayes (2): Zumoff, Rooker Nays (2): Clairborne, Coles Motion failed 2 -2. 3. Request to Amend Personnel Roster Moved by Alderperson Clairborne. Seconded by Alderperson Zumoff. WHEREAS, the Commons, Seneca St. Garage and the Green St. Garage is the center of the downtown business district where there is heavy pedestrian and vehicular traffic, and WHEREAS, the Commons crew that works in the Green St. Garage, the Seneca St. Garage and on the Commons is required to operate tractors, sweepers and trucks in this congested environment, and WHEREAS, the Department of Public Works (DPW) management recommends that equipment operators have a valid NY5 class D driver's license to insure the safety of the public as well as that of the employees; now, therefore be it City Administration Committee Meeting April 28, 2010 Page 9 RESOLVED, That Common Council hereby amends the 2010 DPW Authorized Personnel Roster as follows: Add: One (1) Building and Grounds Maintenance Worker Delete: One (1) Custodial Worker and be it further RESOLVED, That funds necessary for said roster amendment shall be derived from the existing 2010 DPW budget. A vote on the main resolution resulted as follows: Passed unanimously. 4. Request to Amend 2010 Authorized Budget for Grant Funding Moved by Alderperson Zumoff. Seconded by Alderperson Clairborne. WHEREAS, Tompkins County health Department notified the City of Ithaca that they have received at $7,700 grant from the NYS Tobacco Control Program Community Partnership Grant for the purchase of smoke -free signs at various locations within the City, and WHEREAS, the City recently passed an ordinance for outdoor smoking limitations, and WHEREAS, the $7,700 in pass through state grant funding has been received by the City for the purpose of smoke -free signs; now, therefore be it RESOLVED, That Common Council hereby amends the 2010 Department of Public Works Budget to account for said NYS Tobacco Control Program Community Partnership Grant purchase of smoke -free signs as follows: Increase Revenue Account: A3311 -3989 Traffic Control - State Aid $7,700 City Administration Committee Meeting April 28, 2010 Page 10 Increase Appropriations Account A3311 -5482 Traffic Control - Signs $7,700 A vote on the main resolution resulted as follows: Passed unanimously. 12. Greater Ithaca Activities Center (GIAC) 1. Request to Amend Personnel Roster Moved by Alderperson Rooker. Seconded by Alderperson Zumoff. WHEREAS, the Greater Ithaca Activities Center (GIAC) has three (3) funded administrative support positions on the roster that provide assistance and support to staff, participants and members of the public, and WHEREAS, to better meet organizational needs, GIAC would like to replace an Office Assistant position, which is currently funded at $28,103 for 35 hours per week in the 2010 budget, with a GIAC Program Assistant position, which shall be funded at a 2010 annual salary of $27,095 for 37.5 hours per week, and WHEREAS, this staffing change can be made with the existing funding in the GIAC Staff Salary account, now, therefore, be it, RESOLVED, That Common Council hereby amends the 2010 Authorized Personnel Roster for GIAC as follows: Add: One (1) GIAC Program Assistant (37.5 hours) Delete: One (1) Office Assistant (35 hours) RESOLVED, That this staffing change shall be made within the existing 2010 Authorized GIAC budget. A vote on the main resolution resulted as follows: Passed unanimously. City Administration Committee Meeting April 28, 2010 Page 11 2. Request to Amend GIAC Pool Improvements Capital Pro iect #755 Moved by Alderperson Zumoff. Seconded by Alderperson Rooker. WHEREAS, GIAC is in need of Bath House Improvements at the Alex Haley Pool at a cost of $19,500, and WHEREAS, an anonymous donor has stepped forward to fund the improvements in that amount, and WHEREAS, Common Council established Capital Project #755 GIAC Pool Improvements in the amount of $50,000 to make various improvements; and WHEREAS, it is recommended that the Capital Project be amended by the amount of the bath house improvements; now, therefore be it RESOLVED, That Common Council hereby amends Capital Project #755 in an amount not to exceed $19,500 for a total Project authorization of $68,500 for the Bath House Improvements at the Alex Haley Pool, and be it further RESOLVED, That Common Council hereby accepts the donation from the anonymous donor which will be used to fund said Bath House Improvements. A vote on the main resolution resulted as follows: Passed unanimously. 13. City Attorney's Office 1. Authorization of Additional Monies for Contractual Services, for Law Department Moved by Alderperson Rooker. Seconded by Alderperson Coles. WHEREAS, the City of Ithaca's Law Department has a regular staff consisting of two full -time Assistant City Attorneys, one half -time Assistant City Attorney (who works only on City Court matters) and the City Attorney, who is 4/5 time; and City Administration Committee Meeting April 28, 2010 Page 12 WHEREAS, one of the full -time Assistant City Attorneys (who specialized in labor and employment law matters) left the office on leave on January 8, 2010, and resigned as of February 12, 2010; and WHEREAS, the City Attorney requested and the Vacancy Committee has approved the refilling of the vacant Assistant City Attorney position; and WHEREAS, that position was advertised, and a Search Committee as required by the City Code has been established and is reviewing applications; and WHEREAS, the earliest that an appointment to that vacant position could be brought to Common Council for approval would be in June, and a new hire may not be available to start until July; and WHEREAS, the "savings" to the City as a result of the vacancy was approximately $1,370 per week during the period of the leave (4 weeks) and approximately $1,950 per week since then, which savings is expected to total approximately $44,480 through July 2nd (representing approximately 20 weeks in addition to the leave period); and WHEREAS, the Vacancy Committee also approved the hiring of a temporary, part - time (16 -20 hours /week) Associate Attorney to ease the burden of other (non - employment) cases on the remaining attorneys, which temporary position (if it runs for 12 weeks) is expected to cost the City approximately $6,000; and WHEREAS, based on the afore - mentioned projected savings, the City Attorney proposed and the Mayor approved the retention of special, outside counsel with expertise in labor and employment law to assist the City Attorney's office (and the Human Resources Department) in that field until the vacant Assistant City Attorney position can be filled, with the expectation that all or most of the cost thereof would be covered by said savings; and WHEREAS, the actual cost of such special counsel has been $37,400 through March 31, 2010, significantly higher than expected due to the number and complexity of unresolved labor and employment matters in which the City is currently engaged, and City Administration Committee Meeting April 28, 2010 Page 13 WHEREAS, the cost of said special counsel to date, coupled with the anticipated cost of the temporary, part -time Associate Attorney (through June), has already approximately equaled the projected, total savings from the vacant Assistant City Attorney position, with at least 12 weeks remaining before that vacancy is filled, representing an estimated additional cost (for special counsel) of $30- 35,000 for that remaining, 12 -week period; and WHEREAS, in its 2010 budget, Common Council reduced the City Attorney's budget for contractual services (which includes outside counsel) from $27,000 (as requested for 2010, consistent with recent allocations) to $10,000, based on recent, actual experience, which budgeted amount however leaves little funding available beyond the cost of interns; now therefore be it RESOLVED, That Common Council hereby allocates the additional sum of $35,000 for contractual services in the Law Department budget for 2010 (Account A1420- 5435), and directs that said amount be transferred from Unrestricted Contingency (Account A1990). A vote on the main resolution resulted as follows: Passed unanimously. 2. Authorization of Revocable License to Use City Parkland for Ithaca Asian American Association (Dragon Boat Club) Moved by Alderperson Rooker. Seconded by Alderperson Clairborne. WHEREAS, the City of Ithaca recently completed construction of two new docks at Cass Park, one purpose of which is to allow members of the public to launch, dock and /or return human - powered craft (such as canoes and kayaks); and WHEREAS, the new docks were fully funded by a federal grant that was administered by the Ithaca Urban Renewal Agency; and WHEREAS, the new docks complement an existing dock at the same location, which is intended for the some purposes and will remain available; and City Administration Committee Meeting April 28, 2010 Page 14 WHEREAS, the Ithaca Asian American Association (IAAA) has requested permission to reserve one of the new docks for the docking of two dragon boats during the 2010 boating season (i.e., from late April until ); and WHEREAS, the IAAA sponsors the Dragon Boat Club and has organized the annual Dragon Boat Festival and other activities intended to promote the appreciation and enjoyment of dragon boats and their cultural significance, and to enhance the appeal of Ithaca as a focal point for dragon boat enthusiasts; and WHEREAS, membership in the Dragon Boat Club is open to anyone, without discrimination; and WHEREAS, since the City has not previously had three docks of this type at this location, it is not known what the public demand will be for their use, which information can only be derived with certainty from the actual experience of at least one boating season; and WHEREAS, since the process of placing a typical canoe or kayak in the water, or removing it from the water, takes only a few minutes, and since it is not anticipated that the users of such craft will be docking them at this site for extended periods of time (and, in any case, will be limited to daytime use and docking, unless permission for extended docking is granted by the City), it is anticipated at this time that public demand can be met by allowing unrestricted public use of two of the three docks; and WHEREAS, pursuant to Chapter 170 of the Municipal Code of the City of Ithaca ( "Use of City Real Property "), such use of City parkland (for an event lasting more than five days at a time or that occurs more than four times over the course of a year) requires the approval of Common Council, and WHEREAS, Chapter 170 anticipates that the exclusive (or semi - exclusive) use of City property (pursuant to a permit, license or lease) will normally be subject to a fee intended to represent the fair rental value of such property, now therefore be it RESOLVED, that the Common Council finds that the proposed reservation of one of the three docks at the Cass Park site, for the dragon boats of the Ithaca Asian City Administration Committee Meeting April 28, 2010 Page 15 American Association's Dragon Boat Club, during the 2010 boating season, constitutes a recreation - related use of Cass Park, which use is not expected to significantly compromise the public's ability to enjoy the park or the dock facility as intended, and in fact could enhance the overall quality of the park's appeal and benefit to the public, for those who enjoy participating in and /or observing dragon boat use and racing; and be it further RESOLVED, that the Common Council hereby authorizes the Mayor - upon consultation with the appropriate Department Heads as to form and compliance with all applicable laws, rules and regulations, and upon receipt of a properly completed application from the IAAA - to issue a revocable license to the Ithaca Asian American Association, permitting that group to reserve one designated dock at the Cass Park location for in -water storage of two dragon boats, for the remainder of the 2010 boating season (i.e., through , with the understanding that such license shall not provide exclusive use by IAAA of the surface of the dock in question (i.e., other members of the public may walk on it or fish from it), except during the launching or return of a dragon boat, and which license shall contain the standard terms and conditions, with regard to liability insurance coverage, indemnification of the City, safety precautions, and other pertinent matters; and be it further RESOLVED, that as the City has not yet established a regular, fair- market fee for such seasonal use of its parkland, Council hereby sets a fee of $ for the IAAA's reserved use of the dock during the 2010 season, which fee shall be paid by the IAAA to the City upon receipt of the license; and be it further RESOLVED, that the Mayor is hereby requested to ensure that demand for use of the three docks at Cass Park, by users of human - powered craft, is reasonably evaluated during the 2010 boating season, by appropriate City staff, so as to determine whether reserved use of one of the docks substantially interferes with the level of use and availability desired by other members of the public. Alderperson Clairborne made a motion to let the Board of Public Works set the fee. Seconded by Alderperson Rooker. City Administration Committee Meeting April 28, 2010 Page 16 A vote on the Board of Public Works setting the fees resulted as follows: Ayes (1): Clairborne Nays (3): Coles, Rooker, Zumoff Motion failed 1 -3. Alderperson Rooker moved and Alderperson Zumoff seconded a motion to amend the 4th Whereas, the 2nd Resolved and the 3rd Resolved of the resolution as follows: Whereas, the Ithaca Asian American Association (IAAA) has requested permission to reserve one of the new docks for the docking of two dragon boats during the 2010 boating season (i.e., from late April until October 30, 2010) and to place a small storage shed for supplies related to the dragon boats (approximately 10 feet by 12 feet) on land adjacent to the dock; and Resolved, that the Common Council hereby authorizes the Mayor - upon consultation with the appropriate Department Heads as to form and compliance with all applicable laws, rules and regulations, and upon receipt of a properly completed application from the IAAA - to issue a revocable license to the Ithaca Asian American Association, permitting that group to reserve one designated dock at the Cass Park location for in -water storage of two dragon boats and to maintain a small storage shed on land adjacent to the dock, for supplies related to the dragon boats, for the remainder of the 2010 boating season (i.e., through October 30, 2010), with the understanding that such license shall not provide exclusive use by IAAA of the surface of the dock in question (i.e., other members of the public may walk on it or fish from it and use the end of the dock for typical canoes and kayaks), except during the launching or return of a dragon boat, and which license shall contain the standard terms and conditions, with regard to liability insurance coverage, indemnification of the City, safety precautions, and other pertinent matters; and be it further Resolved, that as the City has not yet established a regular, fair- market fee for such seasonal use of its parkland, Council hereby sets a fee of $1,000.00 (or $500.00 per dock face) for the IAAA's reserved use of the dock during City Administration Committee Meeting April 28, 2010 Page 17 the 2010 season, which fee shall be paid by the IAAA to the City upon receipt of the license; and be it further Motion carried 4 -0. A vote on the main resolution as amended resulted as follows: Passed unanimously. 3. Authorization of Revocable License to Use City Parkland for Congo Square Market Moved by Alderperson Clairborne. Seconded by Alderperson Rooker. WHEREAS, in 2009, the sponsors of an ongoing event known as the Congo Square Market received a license from the City of Ithaca to operate a weekly, outdoor market for local vendors on City -owned parkland immediately north of the Southside Community Center, on South Plain Street, from June until September; and WHEREAS, the current sponsors of the Congo Square Market, namely, the Ithaca Youth Bureau (a department of the City of Ithaca) and the Southside Community Center, Inc. (a not - for - profit corporation that leases a City -owned building), have requested permission to operate the Market at the same location in 2010, on every Friday evening (4:00 to 8:00 pm) from May 14, 2010, through September 3, 2010; and WHEREAS, the vendors for the Market are expected to include both small - scale, local entrepreneurs and City- sponsored youth projects; and WHEREAS, pursuant to Chapter 170 of the Municipal Code of the City of Ithaca ( "Use of City Real Property "), such use of City parkland (for an event lasting more than five days at a time or that occurs more than four times over the course of a year) requires the approval of Common Council; now therefore be it RESOLVED, that the Common Council, as it did in 2009, finds that the proposed Congo Square Market, as described by its sponsors and as experienced in operation last year, constitutes a recreation - related use of the park adjacent to the Southside Community Center, which use, due to its limited duration (i.e., four hours City Administration Committee Meeting April 28, 2010 Page 18 at a time, on 17 occasions over the course of the year) and occupancy of only a portion of the park, will not significantly compromise the public's ability to enjoy the park and in fact could enhance the overall quality of the park's appeal and benefit to the public; and be it further RESOLVED, that the Common Council hereby authorizes the Mayor - upon consultation with the appropriate Department Heads as to form and compliance with all applicable laws, rules and regulations, and upon receipt of a properly completed application from the sponsors - to issue a revocable license to the Ithaca Youth Bureau and the Southside Community Center, permitting such sponsors to operate the proposed Congo Square Market in a portion of the City park adjacent to the Southside Community Center on South Plain Street, for the requested period of time (between 4:00 and 8:00 pm, each Friday between May 14, 2010, and September 3, 2010), and containing the standard terms and conditions of such a license, with regard to liability insurance coverage, indemnification of the City, handling of trash and waste, vendor conduct, amplified sound, and other pertinent matters; and be it further RESOLVED, that as the City has not yet established a regular fee for such seasonal use of its parkland, Council hereby sets a fee of $ for each day's operation of the Congo Square Market, with the total amount due from the sponsors for the requested number of days being $ Chairperson Coles made a motion to amend the 3rd Resolved of the resolution as follows: RESOLVED, that as the City has not yet established a regular fee for such seasonal use of its parkland, Council hereby sets a fee of $1.00 for each day's operation of the Congo Square Market, with the total amount due from the sponsors for the requested number of days being $17.00. A vote on the amendment resulted as follows: Ayes (3): Coles, Clairborne, Rooker Nays (1): Zumoff Motion passed 3 -1. A vote on the main resolution as amended resulted as follows: Passed unanimously. City Administration Committee Meeting April 28, 2010 Page 19 14. Police Department 1. Request to Amend Mobile Command Vehicle Capital Project #751 Moved by Alderperson Clairborne. Seconded by Alderperson Zumoff. WHEREAS, bids were recently opened for the Mobile Command Vehicle Storage Building with the low base bid of $68,892 meeting specifications, and WHEREAS, in 2008 Common Council approved Capital Project #751 Mobile Command Vehicle in the amount of $493,000 for the purchase of the Mobile Command Vehicle, and WHEREAS, the project currently has a remaining balance of $20,000 available, this amount in combination with $48,892 in the Police Department Federal Seizure Funds would allow for the construction of the storage building, and WHEREAS, Police Department staff are recommending that the Command Vehicle be parked under cover to increase its useful life, to provide a safe storage area and allow for quicker response time in the winter months; now, therefore be it RESOLVED, That Common Council hereby amends Capital Project #751 Mobile Command Vehicle by an amount not to exceed $68,892 for a total project authorization of $561,895 for the purposes of funding the construction of a storage building for the Mobile Command Vehicle, and be it further RESOLVED, That the funds needed for said amendment shall be derived from the following sources: Current Balance in CP# 751 $20,000 IPD Federal Seizure Funds 48,892 $68,892 A vote on the main resolution resulted as follows: Passed unanimously. City Administration Committee Meeting April 28, 2010 Page 20 15. Planning and Development 1. Request for Funding Watch for the Henry Saint John Historic Resource Survey Grant Moved by Alderperson Clairborne. Seconded by Alderperson Rooker. WHEREAS, the area informally known as the "Henry Saint John survey area" contains an important collection of architecturally significant properties reflecting many aspects of the city's historical development from early rural village life, the 191h century emergence of industrialism, to municipal incorporation of the City in 1888 and on into the first decades of the 20th century, and WHEREAS, the Department of Planning & Development proposes to apply to the Preserve New York Grant program of the Preservation League of New York State for funds to engage a consultant for survey and documentation pursuant to the preparation of New York State and National Register nominations of the "Henry Saint John survey area ", which information could also serve as the basis for designation of a local historic district, and WHEREAS, the Henry St, John survey area is within a qualifying federal census tract and residents would be eligible under new legislation entitled the New York State Historic Residential Properties Tax Credit Program for a tax credit of 20% of rehabilitation costs for investment in properties listed on the New York State and National registers, and, WHEREAS, the estimated project cost is $10,000 - $12,000 and in order to be competitive for a Preserve New York grant the City's application should include a local match involving in -kind services and a cash contribution, now therefore be it RESOLVED, That Common Council hereby recommends authorization of the application for a Preserve New York grant and be it further RESOLVED, That Common Council hereby recommends authorization of the allocation of an amount not to exceed $3,000 from Account A1990 Unrestricted Contingency Funds to provide a local cash match should the City be the recipient of a grant award from the Preserve New York program. City Administration Committee Meeting April 28, 2010 Page 21 A vote on the main resolution resulted as follows: Passed unanimously. 16. Common Council 1. Support of a 5weatfree Apparel Procurement Policy Chairperson Coles put the resolution listed below on the agenda for discussion only. No vote is expected. WHEREAS, the City of Ithaca uses its monetary power to support the well -being of the citizens of Ithaca, and acknowledges that it plays an important role in the market as a consumer; and WHEREAS, transparency in government spending and purchases is considered a fundamental right of citizens; and WHEREAS, the City of Ithaca is an acknowledged leader on social justice issues; and WHEREAS, the City of Ithaca acknowledges the existence of sweatshops in the world and in the United States of America and particularly acknowledges the history of labor abuse in the garment industry; and WHEREAS, the City of Ithaca realizes that the uniforms of its employees are manifestations and representations of the city including its principles and its morals; and WHEREAS, there is a growing national movement of over 180 government entities committed to supporting in their communities products that are made without sweatshop labor; and WHEREAS, the City of Ithaca agrees that certain labor standards and codes of conduct regarding the production process should be demanded from its suppliers; and City Administration Committee Meeting April 28, 2010 Page 22 WHEREAS, the City of Ithaca acknowledges, appreciates, and supports the efforts of the other cities and states working with an independent monitor to properly ensure that these standards are met; now, therefore, be it RESOLVED, That Common Council endorses the development of a "sweatfree" procurement policy for all of its uniformed employees. Chairperson Coles stated that she wanted the Committee to see what was in the actual resolution that was presented to her. She has been working on it and will continue to work on it. Alderperson Rooker stated that he has met with Andrew Wolf and other members of the Cornell organization. This is an opportunity for the City to get involved with something that is unique. When the City purchases uniforms the City wants to make sure that the uniforms are coming from a sweat free shop and that the right things are going on. Alderperson Rooker wants to see this item moved forward. Alderperson Zumoff agreed that in concept this initiative is a good idea but supports the idea of getting outside help to get the needed details as opposed to using City staff time. Chairperson Coles stated that the Cornell students have already done the bulk of the work but that this work needs to be reviewed by the City Attorney. The City Attorney suggested that this resolution, which has been slightly rephrased, be brought before this Committee for discussion. Chairperson Coles stated that she will send the Committee all of the materials related to this resolution for the Committee to review. 2. City of Ithaca's Apprenticeship Policy Chairperson Clairborne stated that a Committee has been meeting regularly to discuss the City's Apprenticeship Policy. The Committee consists of himself, Steve Thayer, Tom West, Khandikile 5okoni, ban Hoffman, Phyllis Radke, Alderperson Cogan, Alderperson Rooker, Sue Kittel and Mayor Peterson. The Committee talked about the different goals, what they are trying to accomplish, the various hurdles and obstacles with the current policy and what lead to its suspension. The Committee is looking at what to do next. Contractors and union members were City Administration Committee Meeting April 28, 2010 Page 23 brought in to talk about what their experiences were with the former policy. The City Attorney brought in a document that lays out a range of options to consider from letting the current suspension lapse, which will let the current policy come back into effect, to the outright repeal of the policy. More details and information will be in the packets for the full Common Council meeting. 17. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Director's Report: The monthly Director's Report was sent by e -mail to Common Council. Assistant City Attorney's Search: The search to fill the vacant Assistant City Attorney position is moving forward. Undoing Racism Workshop: This is the second week for the Undoing Racism Workshop. Comments about the workshop have been positive. An employee called and said that all employees should attend this workshop. 18. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Budget Process (2011): The Controller's Office is working on many financial activities related to the City and getting ready for the 2011 budget process. Sales Tax Revenue (2010): Early activity for sales taxis positive. The City is up about 6.5 %. Collections are through February 2010. Parking Revenue: The City budgeted a little over $2 million for parking revenue. This included the one hour free elimination but the one hour free parking is still occurring in the parking garage. The City has collected about $575,000 to date. At this pace, the City will be about $245,000 short of revenue estimates. The Controller will report on this item at the next Board of Public Works meeting. City Administration Committee Meeting April 28, 2010 Page 24 Building Permit Fee (2010): The City has collected $100,000 of the budgeted amount of $250,000. Should this pace continue, the City will be over the budgeted amount. Fine Revenue: The City budgeted a little over $1 million, which includes the elimination of the first ticket being waived. Revenue collections to date will be on pace to be slightly over the budgeted amount. Hiring /Purchasing Freeze: The City still has in place the freeze and delay on hiring and purchasing. This was put in place in late 2008 and will continue to be in place throughout 2010. This freeze has helped with the 2009 activities to offset some of the shortfalls mainly in the collection of sales tax. Overtime Budget (2010): The City budgeted $900,000 and has spent $260,000 by mid April. The City is on pace to exceed the budgeted amount. Health Insurance Cost: The City budgeted $7,200,000 for 2010. Claims continue to be high early throughout this year. There are significant reserves in the City's reserve funds to offset any large expenses in health insurance. NYS Budget: The City is still waiting for NYS to pass the budget. The State AIM payment still looks to be about 5% cut at this point. Health Consortium: The next implementation date is July 1St. The Controller will attend a Board of Director's meeting tomorrow to get an update. 19. Reports 1. Mayor's Report. The Mayor reported on the following: Contract Negotiations: The City is starting contract negotiations with CSEA Administrative Unit and the Ithaca Fire Fighters Association. Undoing Racism Workshop: The Mayor has been able to attend the Undoing Racism Workshop on Fridays. City Administration Committee Meeting April 28, 2010 Page 25 Take Back the Night: This event is tomorrow starting at 7:30 p.m. The walk is converging from various areas of the City and will meet on the Commons. 2. Sub- Committee Updates. None. 3. Council Members' Announcements 4. Next Month's Meeting: May 26, 2010. 20. Adjournment With no further business and on a motion by Alderperson Clairborne, the meeting was adjourned at 10:20 p.m.