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HomeMy WebLinkAboutMN-CA-2013-12-01CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. PRESENT: Alderperson Proulx — Chair Alderpersons (4): Brock, Clairborne, Fleming, Kerslick OTHERS PRESENT: Director of Planning — Cornish Acting Youth Bureau Director - Vance City Attorney - Lavine Human Resources Director — Michell -Nunn Controller - Thayer Deputy Controller — Andrew Director of IURA - Bohn 1. Call to Order 1.1 Agenda Review: None. December 16, 2013 1.2 Review /Approval of Minutes: Alderperson Brock made a motion to approve the minutes, with corrections, from the November 25, 2013 meeting of the City Administration Committee. Seconded by Alderperson Kerslick. Motion carried 4 -0. (Alderperson Clairborne was absent from the vote.) 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Standing Sub - Committee and Staff Reports. None. 3. City Administration, Human Resources, and Policy 3.1 Youth Bureau — Creation of Recreation Program Assistant Moved by Alderperson Kerslick. Seconded by Alderperson Brock. WHEREAS, as part of the Authorized 2014 City of Ithaca Budget, the position of Recreation Program Assistant at the Youth Bureau was established, and WHEREAS, no additional funding is needed for any of these requests in the approved 2014 budget; now, therefore, be it RESOLVED, That Common Council hereby amends the 2014 Authorized Roster as follows: Add: One (1) Recreation Program Assistant — 20 hours per work week Decrease: One (1) Recreation Program Specialist from 35 to 20 hours per work week City Administration Committee Meeting December 16, 2013 Page 2 Increase: One (1) Recreation Program Coordinator from 20 to 35 hours per work week and be it further RESOLVED, That the position of Recreation Program Assistant shall be assigned to the CSEA Administrative Unit at Salary Grade 5, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System, the standard workday for this position shall be established at seven (7) hours per day (thirty -five (35) hours per week). A vote on the resolution resulted as follows: Passed 4 -0. (Alderperson Clairborne was absent from the vote.) 3.2 Human Resources - Request to Amend Various Departmental Rosters Moved by Alderperson Kerslick. Seconded by Alderperson Brock. WHEREAS, as part of the authorized 2014 City of Ithaca Budget, several employee work week schedules were adjusted; now therefore, be it RESOLVED, That Common Council hereby amends the 2014 Authorized Roster, effective January 1, 2014, as follows: Increase in Hours: Office Assistant (Planning, Building & Economic Dev.) from 30 to 40 hours work week Decrease in Hours: Administrative Coordinator (GIAC) from 35 to 17 hours work week Youth Program Leader (Youth Bureau) from 22 to 17.5 hours work week A vote on the resolution resulted as follows: Passed 4 -0. (Alderperson Clairborne was absent from the vote.) (Alderperson Clairborne arrived at 6:08 p.m.) 3.3 HR — Request to Amend Various Departmental Rosters Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. WHEREAS, as part of the authorized 2014 City of Ithaca Budget various positions were added or deleted; now therefore, be it RESOLVED, That the 2014 Authorized Personnel Roster be hereby amended, effective January 1, 2014, as follows: Delete: One (1) Office Manager (Building Department) City Administration Committee Meeting December 16, 2013 Page 3 One (1) Director of Information Technology (IT) A vote on the resolution resulted as follows: Ayes (3): Fleming, Kerslick, Proulx Nays (2): Brock, Clairborne Motion passed 3 -2. 3.4 Department of Planning, Building and Development - Amendment to Personnel Roster Moved by Alderperson Kerslick. Seconded by Alderperson Fleming. WHEREAS, the Building Department was incorporated into the Department of Planning and Development on January 1, 2013, thereby creating the Department of Planning, Building and Development, and WHEREAS, the merger of the two departments resulted in staffing changes at the managerial level, and WHEREAS, the Civil Service Commission classified the position of Director of Code Enforcement and adopted the job description for the position at their December 11, 2013 meeting; now, therefore be it RESOLVED, That the Personnel Roster of the Department of Planning, Building and Development shall be amended as follows: Add: One (1) Director of Code Enforcement (40 hours) Delete: One (1) Deputy Building Commissioner (40 hours) and be it further RESOLVED, That the position of Director of Code Enforcement shall be assigned to the Managerial Compensation Plan at salary grade 4, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System, the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week). A vote on the resolution resulted as follows: Ayes (3): Fleming, Kerslick, Proulx Nays (2): Brock, Clairborne Motion passed 3 -2. 3.5 Transfer of Function for Information Technology Departmental Consolidation Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. City Administration Committee Meeting December 16, 2013 Page 4 WHEREAS, the Common Council enacted on November 12, 2013 a Local Law entitled "City of Ithaca Local Law to Consolidate the Department of Information Technology Into the Department of the City Clerk ", and WHEREAS, the above - referenced Local Law did, effective January 1, 2014, create a Department of Public Information and Technology, headed by the City Clerk, and containing, among others, those positions previously contained in the Department of Information Technology, and WHEREAS, a transfer of function pursuant to Section 70.2 of New York State Civil Service Law provides the most administratively efficient manner of transferring positions from one department of the City to another; now therefore be it RESOLVED, that effective retroactive to January 1, 2014, all functions of the Department of Information Technology and all employees who were as of December 31, 2013 employed by that Department in a manner that did not otherwise terminate on or before January 1, 2014 shall be transferred to the Department of Public Information and Technology, pursuant to Section 70.2 of New York State Civil Service Law. A vote on the resolution resulted as follows: Ayes (3): Fleming, Kerslick, Proulx Nays (2): Brock, Clairborne Motion passed 3 -2. 3.6 Ordinance to Revise Chapter 232 of the City of Ithaca Municipal Code Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. ORDINANCE -2013 An Ordinance Revising Chapter 232 of the City of Ithaca Municipal Code WHEREAS, Section 232 -29 of the City of Ithaca Municipal Code currently prohibits persons engaged in the business of purchasing or selling secondhand articles from purchasing items from individuals less than 16 years of age; and WHEREAS, Section 232 -25 of the Code requires such dealers to keep a record of certain information relating to each purchase of a secondhand article, including but not limited to the seller's name, address, age, identification shown, and signature acknowledging the sale; and WHEREAS, individuals less than 16 years of age may possess appropriate means of identification of their identity and address, such as a passport or non - driver photo ID; now therefore BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: City Administration Committee Meeting December 16, 2013 Page 5 Section 1. Findings of Fact. The Common Council finds that, in light of the identification requirement, the minimum age requirement is unnecessary. Section 2. Repeal of Section 232 -29. Section 232 -29 of the City of Ithaca Municipal Code is hereby repealed and reserved for future use. Section 3. Effective Date. This ordinance shall take effect immediately. A vote on the resolution resulted as follows: Ayes (1): Kerslick Nays (4): Brock, Clairborne, Fleming, Proulx Motion failed 1 -4. 3.7 Attorney — Policy to Allow Chamberlain's Office to Refund Less Than $500 for Errors in Sidewalk Assessments Moved by Alderperson Clairborne. Seconded by Alderperson Kerslick. WHEREAS, Local Law No. 4 -2013 assesses each property in the City located in one of five Sidewalk Improvement Districts (each an "SID ") for the benefit received by the property from sidewalk construction and repair occurring in the district; WHEREAS, the data on which the assessments are based is possessed and maintained by the Tompkins County Department of Assessment; WHEREAS, the sidewalk assessment fees will be included as a separate line item on the tax bills mailed by the City; WHEREAS, due to incorrect data or other clerical error, from time to time an incorrect assessment may be entered with respect to a parcel; WHEREAS, Section 556 of the Real Property Tax Law authorizes a governing body to delegate the payment of benefit assessment refunds due to these errors; WHEREAS, the Tompkins County Director of Assessment has requested that the City designate the City Chamberlain as the official to whom such delegation is made; WHEREAS, it is the opinion of the Common Council that the delegation to the City Chamberlain would be more efficient in processing said refunds and therefore beneficial to the public; now therefore be it RESOLVED, That the City Chamberlain shall review and discuss refund recommendations with the Tompkins County Director of Assessment; and be it further City Administration Committee Meeting December 16, 2013 Page 6 RESOLVED, That the City Chamberlain is hereby authorized to make payments of any refunds of less than $500 as if the Common Council had performed an audit in compliance with Paragraphs 1 -7 of Section 566 of the Real Property Tax Law; and be it further RESOLVED, That any refund of $500 or more must be approved by the Common Council pursuant to Paragraph 8(b) of Section 556 of the Real Property Tax Law; and be it further RESOLVED, That the City Chamberlain shall transmit on or before the 15th day of each month a report to the City Administration Committee and further to Common Council of all the refunds processed during the previous month; and be it further RESOLVED, That this resolution shall only be in effect during the calendar year 2014. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 Amend Capital Project #768 for Ithaca Falls Overlook Investigation and Remediation Project Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, on March 2, 2011 the Common Council established Capital Project #768 Ithaca Falls Overlook Investigation & Remediation in an amount not to exceed $778,000 to account for project expenses to be reimbursed through the Environmental Restoration Program grant (ERP) from New York State, and WHEREAS the 0.95 acre City -owned Ithaca Falls Overlook site adjoins the former Ithaca Gun factory building and extends from Lake Street north over the raceway to an overlook of Ithaca Falls in the approximate area of 121 -125 Falls Street, and WHEREAS, capital project funding has been used to conduct an investigation to determine the nature and define the limits of contamination both on -site and off -site and devise alternative strategies to remediate environmental contamination for a future public park use and facilitate private- sector redevelopment of the adjoining former Ithaca Gun factory site, and WHEREAS, the project is anticipated to include three interim remedial measures to remove existing sources of subsurface lead contamination, of which interim remedial measure #1 on the western accessway of the site was completed, and WHEREAS, on September 5, 2013, the City of Ithaca was awarded a $200,000 reimbursable grant from the U.S. Environmental Protection Agency Brownfield Cleanup Program (EPA BCP) to conduct environmental remediation activities at the Ithaca Falls Overlook site, and WHEREAS, on December 2, 2013, the City of Ithaca's application for $500,000 in additional ERP funding was approved by New York State (ERP Amendment), and City Administration Committee Meeting December 16, 2013 Page 7 WHEREAS, the ERP provides 90% reimbursement for eligible on -site expenses and 100% reimbursement for eligible off -site expenses, and WHEREAS, the EPA BCP provides 80% reimbursement for eligible expenses, and WHEREAS, the redeveloper of the adjacent former Ithaca Gun factory site, IFR LLC, has pledged to the City per agreement executed on September 25, 2007 to pay the 10% local match on the initial ERP grant (up to $77,800), and WHEREAS, a projected additional local match of $40,000 is needed to match the on -site portion of the additional $500,000 in ERP Amendment funding, and WHEREAS, IFR LLC managing member, Frost Travis, has pledged pay up to $15,000 of the local match on the ERP Amendment, and WHEREAS, the Ithaca Urban Renewal Agency (IURA) is reviewing a proposal at their December 19, 2013 meeting to fund the remaining $25,000 local match on the ERP Amendment from Community Development Block Grant (CDBG) funds, and WHEREAS, $40,000 of ERP funding may be used to meet the 20% local match for the EPA BCP, and WHEREAS, to account for new funding, capital project #768 should be increased from $778,000 to $1,518,000 as shown in the following summary funding table: Funding Award -Ithaca Falls Amount Overlook — Capital Local Match Project #768 Match Source Total Project Cost ERP $700,200 $77,800 IFR LLC $778,000 ERP Amendment $500,000 $40,000 IFR LLC: $15,000 IURA: $25,000 $540,000 ERP Subtotal $1,200,200 $117,800 $1,318,000 EPA BCP $200,000 $0 ERP ($40,000) $200,000 Totals $1,400,200 $117,800 $1,518,000 WHEREAS, the investigation phase of the ERP qualifies as a Type II action under the City of Ithaca Environmental Quality Review Ordinance at §176- 5(C)(17): "Information collection, including basic data collection and research, water quality and pollution studies, traffic counts, engineering studies, surveys, subsurface investigations and soils studies that do not commit the agency to undertake, fund or approve any Type I or unlisted action ", and WHEREAS, any interim remedial measure to remove source contamination shall undergo a separate environmental review; now, therefore, be it City Administration Committee Meeting December 16, 2013 Page 8 RESOLVED, That City of Ithaca Common Council authorizes the Mayor, subject to review by the City Attorney, to execute an amendment to the State Assistance Contract to increase the Environmental Restoration Program funding amount awarded to the City of Ithaca from $700,200 to $1,200,200 and extend the schedule for completion to 12/31/15, and be it further RESOLVED, That the City of Ithaca Common Council hereby amends Capital Project #768 Ithaca Falls Overlook Investigation & Remediation in an amount not to exceed $740,000 bringing the total authorized amount not to exceed $1,518,000, and be it further RESOVLED, That funds necessary for the said capital project amendment shall be derived from a General Fund advance with later repayment from the issuance of Serial Bonds and ERP Grant funds. A vote on the resolution resulted as follows: Passed unanimously. 5. Committee Discussion Items. None. 6. Meeting Wrap -up 6.1 Announcements The Committee thanked Alderperson Proulx for a job well -done on chairing this meeting. 6.2 Review. Aaenda Items for Next Meetina. None. 6.3 Adjourn With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 7:58 p.m.