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HomeMy WebLinkAboutMN-CA-2010-09-01Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting September 29, 2010 Alderperson Coles, Alderperson Zumoff, Alderperson Mohlenhoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Present: Allen Green (YB Director), Dan Hoffman (City Attorney), Steve Thayer (Controller), Kathy Gehring (Executive Assistant), Dan Ramer (Chief WWTP Operator), Erik Whitney (Asst Supt), Scott Gibson (Environmental Engineer), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Ithaca High School Students, 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. 3. Agenda Review and Amendments Chairperson Coles stated that the following item has been removed from the agenda: Item 11.1 Workplace Violence Prevention Committee - Request to Fund Construction of City Hall Roof Security Barrier. 4. Approval of Minutes Alderperson Mohlenhoff made a motion to approve the minutes, with corrections, from the August 25, 2010 City Administration Committee meeting. Seconded by Alderperson Rooker. Motion carried unanimously. City Administration Committee Meeting September 29, 2010 Page 2 5. Statements from the Public Joel Harlan of Newfield spoke in support of moving forward on the Collegetown Terrace housing project. Darcey Loire of Ithaca spoke on behalf of Religious Taskforce for a Living Wage in support of the Sweat Free policy. Ms. Laire encouraged the City of Ithaca to take the lead and become a member of the Consortium. Laurie Konwinski of Ithaca spoke on behalf of Religious Taskforce for a Living Wage in support of the Sweat Free Consortium. Ms. Konwinski explained how the Consortium works. She thanked Chairperson Coles for her leadership in bringing forth this issue to the Committee and encouraged the City of Ithaca to join the Sweat Free Consortium. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity Advisory Committee (WDAC) Update HR Director Schelley Michell -Nunn highlighted the discussion at the meeting of the Workforce Diversity Advisory Committee (WDAC). The WDAC anticipates that at some point the economy will turn around or begin to improve. When the economy improves, the expectation is that there would be a more diverse group of people who will be in fields that are new or are second careers. In anticipation of the economy improving, the WDAC encourages the City of Ithaca to continue to have an environment that is welcoming and inclusive for diverse communities. The WDAC suggested that the City look at the Ithaca community and identify organizations or structures that have a history and that represent diversity. Once this information has been gathered or captured it could be put on the City's website, so that when people look at the Ithaca community they will see the City's commitment toward diversity. The WDAC will contact the Planning Department and Leslie Chatterton about structures that have a history and /or that represent diversity. City Administration Committee Meeting September 29, 2010 Page 3 9. Safety Committee Update Safety Committee Chairperson Kathy Gehring reported that in 2009 around 59 City employees attended the adult CPR classes that were offered by the City -wide Safety Committee. These classes were offered to employees whose positions did not already require them to be certified in CPR. The Committee will schedule new CPR and First Aid classes for employees to be held in the winter and spring. To keep down the cost for the classes, the City would use the two City employees who are certified American Red Cross instructors. Alderperson Zumoff asked if the CPR class would include training on the Automatic External Defibrillator (AED). Ms. Gehring responded that to include the AED training as part of the CPR class the City needs to meet other requirements (e.g. have a doctor that would certify that the AEDs are in order and to confirm trainees were properly trained on the AED). Ms. Gehring will do more research on this question and report back to the Committee. The Safety Committee is putting together "Coffee Pot Talks ", an office -based version of the "Toolbox Talks ". The "Toolbox Talks" are provided to DPW staff and are related to safety procedures during construction projects. The "Coffee Pot Talks" will focus on office and personal safety. The Safety Committee is interested in the results from the security survey conducted in February 2010. The Committee wants to develop ways for staff to make small changes in their office that will boost security without extra cost. Some ways suggested were: keeping locked at all times infrequently used doors, creating a visitors' entrance at certain buildings, or eliminating weekend access into buildings unless absolutely necessary. The Safety Committee will work with the Workplace Violence Prevention Team to promote employee and facility security in all City buildings. Chairperson Coles mentioned that the Safety Committee is also important to the City in terms of the prevention or decrease in work - related accidents. Chairperson Coles will ask Employee Health and Safety Coordinator Andy Olmetti to provide the Committee with an update on work - related injuries. Ms. Gehring stated that another role of the Safety Committee is to receive concerns from staff or the public regarding safety issues. To date no concerns have been received. The Safety Committee will investigate and make recommendations for improving safety. Mayor City Administration Committee Meeting September 29, 2010 Page 4 Peterson reported on a draft memo that went out or will go out to employees asking questions about security and safety issues in other facilities throughout the City. The Committee thanked Kathy Gehring for the report. 10. Department of Public Works 1. Request Amendment #7 & #8 to Capital Project Engineering Services Agreement for Miscellaneous Plant Improvements at the Ithaca Area Wastewater Facility CP 416J Moved by Alderperson Zumoff. Seconded by Alderperson Clairborne. WHEREAS, the Ithaca Area Wastewater Treatment Plant is in need of certain Capital Improvements, and WHEREAS, Capital Project 416J Ithaca Area Wastewater Treatment Plant was authorized by Common Council in 2006 with additional amendment in 2007 and 2008 for a total authorization of $1,504,950, and WHEREAS, staff in association with the Plant's consulting engineers, Stearns and Wheler, LLC have estimated the cost for the next phase of engineering services, contract amendment #7 and #8 at $43,500, and WHEREAS, said contract amendments for $43,500 will include additional engineering services for settlement negotiations with the construction contractor, design of solutions for channel leaks, use of non - potable water, a high flow by pass weir and a differential movement study, and WHEREAS, the allocation of costs for previously authorized engineering service contract for this project (416J) to Stearns and Wheler is $266,000 for the original contract and amendments #1 -6, and WHEREAS, the Special Joint Committee (5JC) approved said contract amendments #7 & #8 at its meeting of August 11, 2010 contingent on fund availability; now, therefore be it City Administration Committee Meeting September 29, 2010 Page 5 RESOLVED, That Common Council hereby recommends an amendment in the amount not to exceed $43,500 to the previously authorized engineering services agreement with Stearns and Wheler, LLC for additional engineering services associated with the aforementioned project amendments #7 & #8, for a total engineering contract cost not to exceed $309,500, and, be it further RESOLVED, That Common Council hereby authorizes this project amendment contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality City of Ithaca Town of Ithaca Town of Dryden and be it further Percentage Project Cost 57.14 $24,855.90 40.88 17,782.80 1.98 861.30 $ 43,500.00 RESOLVED, That funds necessary for said engineering contract amendments shall be derived from the existing Capital Project 416 J Miscellaneous Plant Improvement Project authorization. A vote on the resolution resulted as follows: Passed unanimously. 2. Authorization of a Supplemental Agreement for the Cayuga Waterfront Trail Moved by Alderperson Mohlenhoff. Seconded by Alderperson Zumoff. (1) WHEREAS, a Project for the CAYUGA WATERFRONT TRAIL, P.I.N. 395024 (the "Project ") is eligible for funding under Title 23 U.S. Code, as amended, 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, and (2) WHEREAS, on June 13, 2001, Common Council authorized and established Capital Project #445 (then entitled Cass Park Waterfront Trail) in the amount of City Administration Committee Meeting September 29, 2010 Page 6 $425,000, to design and construct Phase 1 of the Cayuga Waterfront Trail (Phase 1 being a two -mile loop in Cass Park, which has now been completed), and (3) WHEREAS, on April 2, 2003, Common Council approved the funding of Phase 2 of the Cayuga Waterfront Trail (which would connect Cass Park to the Farmers Market) from the same Capital Project as Phase 1, authorized the addition of $677,724 to Capital Project #445, for the costs of design, right -of -way acquisition and construction of Phase 2, and authorized the Mayor to execute all necessary agreements or requests for federal funds for Phase 2 (through the Transportation Enhancement Program) and to provide for the administration of Phase 2 and the funding of the local share (with the understanding that the apportionment of the costs for this portion of the project would be roughly 72.05% federal and 27.95% local), and (3) WHEREAS, on September 28, 2004, environmental review of the proposed design for Phase 2 of the Trail was completed, by the City of Ithaca Planning and Development Board, the designated lead agency for such review, and site plan approval for Phase 2 was granted, and (4) WHEREAS, on May 3, 2006, Common Council amended Capital Project #445, by adding $50,000 for a feasibility study of Phase 3 of the Cayuga Waterfront Trail (from the Farmers Market to Stewart Park and the Visitors Center), half of which amount was to be derived from a New York State Environmental Protection Fund grant, and $10,000 of which amount was to be derived from non -City funds to be raised by the Cayuga Trails Initiative, and (5) WHEREAS, on November 1, 2006, Common Council re- approved Phase 2 of the Trail, added $480,000 to Capital Project #445, and authorized the Mayor to execute all necessary agreements or requests for federal funds for the project (through a SAFETEA -LU member item) and to provide for its administration and the funding of the local share (with the understanding that the apportionment of the costs for this portion of the project would be roughly 80% federal and 20% local), and (6) WHEREAS, on June 6, 2007, Common Council again approved the Project, now including Phase 3, subject to environmental review (of that phase), added $720,000 to Capital Project #445 to cover the combined cost of the three City Administration Committee Meeting September 29, 2010 Page 7 phases, and authorized the Mayor to execute all necessary agreements or requests for federal funds for the project and to provide for its administration and the funding of the local share (with the understanding that the apportionment of the costs for this portion of the project will be roughly 80% federal and 20% local), and (8) WHEREAS, as part of the 2007 project agreement, the New York State Department of Transportation combined Phase 2 and Phase 3 of the trail into one Project Agreement (PIN 395024) for administrative purposes, and (12) WHEREAS, on May 9, 2009, Common Council passed a resolution approving a Supplemental Agreement for the Trail, amending the administration and management of the project so that the New York State Department of Transportation would be responsible for the Right -of -Way acquisition for Phase 2 of the Cayuga Waterfront Trail, and (13) WHEREAS, the City of Ithaca Planning & Development Board, acting as lead agent for environmental review of Phase 3 of the Trail, voted on July 28, 2009, to determine that Phase 3 of the project would have no significant impact on the environment and that a Negative Declaration be filed in accordance with the State Environmental Quality Review Act and the City's Environmental Quality Review Ordinance, and (14) WHEREAS, as part of the 2010 City Capital Budget, Common Council approved additional funding for Capital Project #445 in the amount of $215,000, with the intent that it would be a match for additional federal funding being sought at that time, and (15) WHEREAS, the Project has become eligible for this additional funding under Title 23 U.S. Code, as amended, 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, in the amount of $857,000 in federal funds and $214,000 in City funds, and (16) WHEREAS, the City of Ithaca desires to advance the remaining phases of the Cayuga Waterfront Trail project (i.e., Phases 2 and 3), with this additional funding; now, therefore, be it City Administration Committee Meeting September 29, 2010 Page 8 (1) RESOLVED, That the Common Council hereby re- approves of the above - subject Project, and be it further (2) RESOLVED, That the Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of Design, Right -of -Way, Construction, Construction Inspection and Supervision work for the Project or portions thereof, and it is further (3) RESOLVED, That in addition to the abovementioned authorizations, the sum of $857,000 is hereby appropriated from the issuance of serial bonds, to be matched by the 2010 Capital Budget authorization of $215,000, for a total project authorization of $ $3,633,556.37, and made available to cover the cost of participation in the above phase of the Project, and it is further (4) RESOLVED, That Common Council hereby amends Capital Project # 445, Cayuga Waterfront Trail (formerly known as Cass Park trail) in the amount of $857,000, for a total project cost of $3,633,556.37, which represents Phase 1, Phase 2, and Phase 3 of the three -phase project, and it is further (5) RESOLVED, That in the event the full federal and non - federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and it is further (6) RESOLVED, That the Mayor of the City of Ithaca, upon consultation with the City Attorney and other involved staff, be and is hereby authorized to execute a Supplementary Agreement for the Cayuga Waterfront Trail, which Supplementary Agreement will modify the contract end date (now 12/31/15) and the scheduled funding in the above - mentioned amounts, and be it further (7) RESOLVED, That the Mayor be and is hereby authorized to execute all other necessary agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca, with the New York State Department of Transportation, in connection with the advancement or approval of Phase 2 or Phase 3 of the Project, and providing for the administration of the Project and the municipality's first instance funding of Project costs and permanent funding of the City Administration Committee Meeting September 29, 2010 Page 9 local share of federal- aid - eligible Project costs and all other Project costs within the appropriations therefore that are not so eligible, and be it further (8) RESOLVED, That except as explicitly amended in this resolution, Common Council's previous resolutions concerning the Project, as referenced above, still remain in full force and effect, and be it further (9) RESOLVED, That the City Clerk be and hereby is authorized and directed to file a certified copy of this resolution with the New York State Commissioner of Transportation, by attaching it to any necessary, supplemental agreement in connection with the Project, and be it further (10) RESOLVED, That this resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 3. Request for Additional Funding for Water Tank Rehabilitation Project Moved by Alderperson Zumoff. Seconded by Alderperson Mohlenhoff. WHEREAS, the City of Ithaca has three steel potable water storage tanks located at Maple Avenue, Cornell Street, and Oakwood Lane, and WHEREAS, the Maple Avenue tank was originally constructed in 1911 and the Cornell Street and Oakwood Lane Tanks were constructed in 1936, and WHEREAS, the last complete paint job on each tank was conducted in the late 1990's, and WHEREAS, each tank is currently not in compliance with Occupational Safety and Health Administration regulations pertaining to worker safety and access, needing safety rails, proper venting, accesses, ladders, etc., and WHEREAS, preliminary project cost estimates were made based on actual recent cost experience for the rehabilitation of the Sheldon Road Tank (a 1936 vintage City Administration Committee Meeting September 29, 2010 Page 10 tank identical to the Cornell Street tank) owned and operated by the Bolton Point Water System, and WHERES, a Capital Project request for $825,000 for City of Ithaca water tank rehabilitation was made in 2007, which covered anticipated project costs of $275,000 each for three (3) Steel Tanks, and WHEREAS, in 2007 approximately one third of the initially requested capital improvement funding was approved for said project in the amount of $350,000, and WHEREAS, approximately $75,000 has already been utilized to cover contracted expenses including professional inspection services, professional design services, and for DPW Crews performing site preparation and grading at each location, and WHEREAS, it was anticipated that additional funding above and beyond the planned $825,000 might be necessary once detailed interior tank inspections were performed and all deficiencies and needs for the rehabilitation of all three tanks were known, and WHEREAS, the City of Ithaca contracted with Tank Industry Consultants (TIC) for professional inspection services in August of 2009 to identify specific internal and external structural, surface, safety, and other improvement needs for each tank, and WHEREAS, the City of Ithaca solicited Request for Proposals for professional engineering design and bid services and later contracted for such services with T.G. Miller Engineers & Surveyors, P.C. on May 10, 2010, and WHEREAS, TIC & T.G. Miller revealed several unforeseen improvements vital to the rehabilitation of each tank, including: complete roof replacement, extensive structural repairs to existing support members, additional steel repairs than to those originally anticipated, and mandatory usage of costlier low volatile solid paint technology to meet recent health department regulations, and City Administration Committee Meeting September 29, 2010 Page 11 WHEREAS, staff recommends and it is desirable to enter into a contract for a rehabilitation project on each tank for inclusive surface preparation, repainting, roof replacement, general repairs, and safety updates, and WHEREAS, the City of Ithaca advertised for bids for the City of Ithaca Water Tank Rehabilitation Project on August 12, 2010, and WHEREAS, the City of Ithaca received and opened bids for such work on August 31, 2010, and WHEREAS, the low bidder for the project was R. De Vincentis Construction, Inc. for the base bid of $1,533,950 with alternate add -on costs for roof replacement on the Maple Avenue Tank for $98,000 and the Oakwood Lane Tank for $145,000, and WHEREAS, it is in the professional opinion of the staff of the Water & Sewer Division of Public Works that the City of Ithaca appropriate enough funding so that alternate pricing is included to the base bid to ensure that roofing is replaced on each tank so as to increase the expected lifespan of the structures; and WHEREAS, the total Project Cost is now estimated as follows: Base Bid Construction /Painting of Tanks $1,533,950 Roof Replacement Maple Avenue Tank 98,000 Roof Replacement Oakwood Lane Tank 145,000 Contingency 177,695 Site Work - Oakwood Lane Take 50.000 $2,004,645 ; now, therefore be it RESOLVED, That the City of Ithaca Common Council hereby authorizes an amendment in the amount not to exceed $1,654,645 to Capital Project #513 Water Storage Tank Rehabilitation giving a total project authorization of $2,004,645, and be it further City Administration Committee Meeting September 29, 2010 Page 12 RESOLVED, That the $1,654,645 amendment will be funded from the issuance of serial bonds. A vote on the resolution resulted as follows: Passed unanimously. 11. Work Place Violence Prevention Committee 1. Request to Fund Construction of City Hall Roof Security Barrier. This item was removed from the agenda. 12. Clerk's Office 1. An Ordinance to Amend Chapter 316 of the City of Ithaca Municipal Code Entitled "Vehicles and Traffic ", Part 2, to add Schedules I - XXI Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhoff. Ordinance 2010- BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1: Chapter 346 Entitled "Vehicles and Traffic" of the City of Ithaca Municipal Code is hereby amended to read as follows: Part 2: Schedules Note: Ordinance document is large and will be provided electronically to Common Council members and posted on the City's website. A vote on the resolution resulted as follows: Passed unanimously. 13. Attorney's Office 1. Sweatshop -Free Uniform Procurement: Report on Leaal Research City Administration Committee Meeting September 29, 2010 Page 13 A couple of months ago, Common Council voted to ask the City Attorney's Office to research the legal feasibility of a policy that would impose certain conditions on bidders who wish to supply apparel to the City. City Attorney Dan Hoffman distributed the results of the research and asked the Committee to treat it as a confidential document. The reason for the request is that Common Council may not want to publicize all of the details of the legal opinion prior to a decision being made. Mr. Hoffman gave an overview of the opinion. New York State (NYS) law states that when a municipality is procuring services or goods, it should solicit bids or proposals for construction projects or materials. The general rule is that the municipality is obliged to accept the lowest responsible bid. For awhile municipalities had jurisdiction from NYS legislators to impose additional conditions for the providers of apparel. This legislation was in place from 2001 to 2008. When the legislation expired in 2008, the NYS legislators voted to make the law permanent; but the law was vetoed by the governor. The law was eventually adopted in the wake of the 9/11 attacks. In the legal profession, when a higher government has adopted regulatory legislation that appears to occupy the field, it is said that the higher legislative body has preempted the field or preempted lower jurisdictions from establishing stricter or lesser regulations. NYS has preempted the field with regard to the procurement of apparel by not exempting it from the lowest responsible bidder provisions. The Attorney's Office concludes that unless there is a preclusion clause in the City's legislation it would invite litigations by unsuccessful bidders. The adoption of an ordinance with a preclusion clause would express the City's position on the issue and then if state legislation was passed, the City could move forward once the legislation took effect. Alderperson Rooker asked if the City could pass a policy with a preclusion clause and still join the Consortium. Mr. Hoffman responded that the City could. Alderperson Mohlenhoff requested that more information be provided to give Common Council a better sense of the impact on the City in terms of the places City Administration Committee Meeting September 29, 2010 Page 14 where the uniforms are purchased, the volume of uniforms purchased, the budget implications, and whether or not some of the suppliers are already in compliance. The Committee continued to discuss, and ask questions about, the information received from the Attorney's Office. After responding to the Committee's questions, Mr. Hoffman asked if the Committee wanted a policy that could be implemented if the state legislation changed; a policy that would impose conditions but then had a preclusion clause or would Common Council prefer to join the Consortium and have the Consortium communicate to bidders the City's concerns about conditions in the workplace where the apparel is made. Chairperson Coles responded that the Committee is looking for direction from the City Attorney on how best to proceed with the Sweatshop Free Uniform Procurement policy. Chairperson Coles acknowledged the work done by the Cornell University students. The Committee thanked City Attorney Hoffman for the report 2. Proposal from Mayor for City Participation in and Funding of an Analysis of Leqal and Regulatory Issues Pertaining to Wireless Telecommunications Facilities (for the Tompkins County Council of Governments - TCCOG) Moved by Alderperson Clairborne. Seconded by Alderperson Mohlenhoff. WHEREAS, various municipalities in Tompkins County have received applications for permission to construct cellular communication facilities (including roof -based antennae and towers) within their borders (and, in some cases, on municipal property), and some of these applications have elicited substantial public concern or opposition, and WHEREAS, at the same time, some municipalities have areas where cell coverage is desired but it is substandard or absent, and WHEREAS, to date, each municipality has acted on its own, each with its own local ordinance regarding cell towers, and sometimes seeking expert consultation to evaluate a particular applicant's need or other assertions, and WHEREAS, recognizing their shared interests and concerns, several municipalities have decided, through the Tompkins County Council of Governments (TCCOG), to City Administration Committee Meeting September 29, 2010 Page 15 explore the possible benefits of a more coordinated approach to the issues surrounding cellular communications, and WHEREAS, the participating municipalities want to learn about the current status of local jurisdiction in this area, and to determine whether some type of coordinated, intermunicipal approach could enhance their ability to focus cell tower siting at the most appropriate and least disruptive locations, and WHEREAS, in addition, some participating municipalities may want outside advice on whether their individual ordinances should be revised and updated, and WHEREAS, in December, 2009, the participating municipalities (nine interested TCCOG members) issued an RFP (Request for Proposals) for legal services to advise them on these issues, and received four qualified responses, and WHEREAS, upon consideration of these proposals and phone interviews with two of the applicants, the law office of Silverberg Zalantis, of Tarrytown, NY, was selected by TCCOG as the preferred vendor for this contract, for a total of $10,250.00, as follows: Presentation (in Ithaca) on "State of the Law" - $750 (flat fee) Collaboration feasibility report - $1,500 (flat fee) Local ordinance template - $3,000 (estimate) Contingency - $5,000 Total to be divided among municipalities - $10,250, and WHEREAS, in addition to the shared services listed above, an individual, participating municipality can decide whether to seek an optional review and brief critique of its own ordinance, for an estimated, additional fee of approximately $500.00 (per municipality), to be arranged directly with Silverberg Zalantis, now therefore be it RESOLVED, that the Common Council of the City of Ithaca recognizes that issues of cellular communications can affect all our residents and visitors, and that the coordinated action of multiple municipalities is a more efficient and effective City Administration Committee Meeting September 29, 2010 Page 16 approach than separate and disconnected efforts, and be it further RESOLVED, that the Common Council hereby approves the City's participation in this intermunicipal project, in order to enhance the ability of the City (and its neighboring municipalities) to respond to proposals for cellular communications facilities in the most effective manner, and be it further RESOLVED, that the City shall contribute up to $1,500.00 as its share of this contract (with the exact amount of that share to depend upon the total number of municipalities that ultimately agree to share the contract cost), and be it further RESOLVED, that the Mayor be and hereby is authorized to enter into a separate, supplementary contract with Silverberg Zalantis, for the review of the City's current ordinance regarding telecommunications towers (Chapter 152, Article II, of the City's Municipal Code), at a additional cost not to exceed $750.00, and be it further RESOLVED, that the total amount to be allocated pursuant to this resolution, namely, up to $2,250.00, be transferred as needed from Account No. A -1990 (Unrestricted Contingency) to Account No. A -1210 5435 (Mayor's contractual monies) for the purposes set forth above. A vote on the resolution resulted as follows: Passed unanimously. 14. Common Council 1. Letter Re. aq rding Tompkins County Youth Program Cuts Alderperson Mohlenhoff read the letter: "To the Members of the Tompkins County Legislature, Dear Legislators, City Administration Committee Meeting September 29, 2010 Page 17 For a variety of reasons, the proposed $20,218 cuts in the funding for the Municipal Youth Service is of enormous concern to us, the Mayor and Common Council of the City of Ithaca. While we understand all too well the difficulty of having to reconcile too many factors in the assembling of municipal budgets during one of the most challenging economic times in recent history, we ask that in the keenly sensitive way in which you have also made other decisions, you also make this one. The proposed cuts in the Municipal Jobs Program, a program supported both by the County and the City of Ithaca, if approved, would result in a loss of 23 summer youth jobs in 2011. Given the deplorable unemployment rate among young people between the ages of 16 through 24 years of age which now stands at 19.1 %, and given the even more alarming fact that Although summer is typically the peak time of year for teens to find work, unemployment of young people of color stood at 33.4% in July, we ask that you not eliminate this relatively small amount of money from your budget. Our entire country has seen the already enormous discrepancy between the incredibly wealthy and the poor rise to a rate that calls for social justice and with a poverty rate which has climbed to 14.3 %, municipalities can not afford to act as if we were exempt from addressing this problem. Given the fact that we know first hand that summer jobs for poor youths often become part of the income upon which entire families live, we petition you not to cut the funding for the Municipal Youth Service. Sincerely," Chairperson Coles explained that the purpose of the letter is to express to the County the Mayor's and Common Council's concerns about the proposed $20,218 cut from the Municipal Jobs Program. Youth Bureau Director Allen Green stated that the above amount is about 1/3 of the total funds for Municipal Jobs Program (these funds are also supplemented by the state and federal government) and was included in the 2011 Youth Bureau City Administration Committee Meeting September 29, 2010 Page 18 budget. Youth Bureau heard about the cuts after the Youth Bureau's budget was submitted. Mr. Green is unsure about the impact of the cuts and will be until the approval of the final City budget. Alderperson Rooker mentioned that the cut may have financial savings for the County but that there could be a great impact on youths and families. Alderperson Clairborne agreed and stated that in some cases families depend upon the kids' income for buying clothes, food or paying utility bills, etc. The Committee continued to discuss the letter and the proposed changes. The proposed changes will be included in the letter. All changes or suggestions should be forwarded to Chairperson Coles. 15. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: HR Intern: The HR Department has an Ithaca College Intern to work on putting together the employees' handbook so that it could be distributed to all employees. Health Insurance Consortium: On September 20, 2010, Tompkins County held an information session for County retirees and invited City retirees. Next week the HR Director and the HR Executive Assistant will attend a meeting for the municipalities to discuss scheduling of information sessions for the workforces. People's Festival: The People's Festival will be Saturday - October 2 at DeWitt Park. Apple Harvest Festival: The Apple Harvest Festival starts on Friday - October 1. 16. Finance /Controller 1. Request to Amend Police and DPW Budgets for Various Reimbursements Moved by Alderperson Clairborne. Seconded by Alderperson Zumoff. City Administration Committee Meeting September 29, 2010 Page 19 WHEREAS, both the Police Department and Department of Public Works (DPW) have recently received funds for various insurance recoveries and a gift, and WHEREAS, the funds received include the following: Tree Damage Reimbursement $1,127.70 Gift for Trees 600.00 Insurance Recoveries for Police: Vehicle Repairs 8,546.31 $10,274.01 and WHEREAS, these funds were not budgeted in 2010 and a budget amendment is needed to account for the receipt and expenditure of funds; now, therefore be it RESOLVED, That Common Council hereby amends the 2010 budget as follows to account for said receipt and expenditure of funds: Increase Revenue Accounts: A3120 -2680 Police Department Insurance Recovery $8,546.31 A7111 -2680 Parks & Forestry 1,127.70 A7111 -2705 Parks & Forestry Gifts 600.00 $10,274.01 Increase Appropriation Accounts: A3120- 5476- 5001Police Dept. Equipment Maintenance $8,546.31 A7111 -5485 Parks & Forestry Trees 1,727.70 $10,274.01 A vote on the resolution resulted as follows: Passed unanimously. 2. Controller's Report. Controller Thayer reported on the following: City Administration Committee Meeting September 29, 2010 Page 20 Budget (2011): The Controller's Office is working on the 2011 budget document. The budget, which comes with various challenges, will be ready to distribute at the Common Council meeting on October 6. 17. Reports 1. Mayor's Report. The Mayor reported on the following: Kitchen Theater: The ribbon cutting for the Kitchen Theater opening is Thursday - September 30 at 10:30 a.m. TCCOG: Tompkins County Council of Governments (TCCOG) has requested that each municipality contribute toward starting a small fund for TCCOG. The money would be used in ways such as for printing materials, staffing for the meetings, paying cost to rent locations, etc. Currently, all services are being provided by Tompkins County Legislature. The Mayor will draft a resolution for Common Council's agenda asking that the City contribute its share of $250. 2. Sub- Committee Updates: None. 3. Council Members' Announcements: Chairperson Coles announced that departments have now been assigned to one of the two Common Council Committees to give a report on the department's diversity plan. Departments assigned to the City Administration Committee are: HR Department, Controller's Office, Clerk's Office, Chamberlain's Office, Attorney's Office, IT Department and the Police Department. Chairperson Coles will create a rotation for the departments reporting to the City Administration Committee and will follow up with phone calls to department heads. HR Director Michell -Nunn stated that the WDAC has scheduled a meeting with Committee Chairs to discuss the format of the presentation and what Common Council expects to be in the report. 4. Next Month's Meeting: October 27, 2010. City Administration Committee Meeting September 29, 2010 Page 21 18. Adjournment With no further business and on a motion by Alderperson Rooker, the meeting was adjourned at 9:12 p.m.