Loading...
HomeMy WebLinkAboutMN-CA-2014-03-01CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. March 26, 2014 PRESENT: Alderperson Mohlenhoff — Chair Alderpersons (2): Fleming, McGonigal Mayor Myrick EXCUSED: Alderpersons (2): Clairborne, Smith OTHERS PRESENT: Planner — Wilson City Attorney — Lavine Chief of Staff — Sutherland City Forester — Grace Controller - Thayer Deputy Controller — Andrew 1. Call to Order 1.1 Agenda Review: None. 1.2 Review /Approval of Minutes: Alderperson Fleming made a motion to approve the minutes from the February 26, 2014 meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 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 Approval of Revised Deductible in Settlement of Perialas, LLC et al. v. City of Ithaca et al. Moved by Alderperson Fleming. Seconded by Alderperson McGonigal. WHEREAS, the matter of Perialas, LLC et al. v. City of Ithaca et al., Civil Action No. 5:13 -CV -1155, regards a dispute between the City and the owners of property, including a sound recording studio, adjacent to the Clinton St. bridge; and WHEREAS, following negotiation between the parties, the Perialas' agreed to settle all disputes between the parties in exchange for a payment of $85,000; and City Administration Committee Meeting March 26, 2014 Page 2 WHEREAS, on March 5, 2014, the Common Council adopted a resolution approving this $85,000 settlement premised upon the City's insurer contributing $65,000 of this settlement cost and the City contributing the remaining $20,000; and WHEREAS, the City's insurer has since clarified that the applicable deductible under the relevant insurance policy is in fact $25,000, leaving the insurer to cover $60,000 of the total settlement amount; now, therefore be it RESOLVED, That Common Council hereby amends its March 5 approval of this settlement so as to authorize the payment to the City's insurer of an amount not to exceed $25,000, namely the applicable deductible under the operative insurance policy, in lieu of the $20,000 payment previously authorized, and be it further RESOLVED, That said $25,000 deductible shall be derived as follows: From account A1930 -5700: $24,000 From Account A1930 -5000: $1,000 and be it further RESOLVED, That the Common Council hereby authorizes the Mayor and the City Controller, upon the advice of the City Attorney, to execute all documents and payments necessary to implement the settlement referenced herein. A vote on the resolution resulted as follows: Passed unanimously. 3.2 An Ordinance to Amend The Municipal Code Of The City Of Ithaca, Chapter 86, Entitled "Parks Commission" To Amend the Commission Membership Moved by Alderperson McGonigal. Seconded by Alderperson Fleming. WHEREAS, the City of Ithaca Parks Commission was established in 1991 to advise the Board of Public Works, Common Council and other City boards and commissions on issues relating to City -owned parks and open spaces, and WHEREAS, the Parks Commission was established to consist of nine members, including members of several specific organizations, and WHEREAS, the majority of these specified organizations are no longer active, and the current requirements do not reflect the composition of the Parks Commission over the past several years, and WHEREAS, it has been difficult to maintain a membership of nine on the Parks Commission and membership typically consists of seven or fewer individuals; now, therefore, ORDINANCE NO. City Administration Committee Meeting March 26, 2014 Page 3 BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca that Chapter 86 of the Municipal Code of the City of Ithaca be amended as follows: Section 1. Chapter 86, Section 86 -4 of the Municipal Code of the City of Ithaca is hereby amended to read as follows: § 86 -4. Membership. A. The Commission shall consist of seven ni*e members, all of whom are appointed by the Mayor, subject to the approval of Common Council, and four 24 of whom must be City residents. (1) One member shall represent Cornell Cooperative Extension's Community Beautification Pro _ rg am. One member- shall be ,.i ese f eaeh of the following organizations: t Cir-ele Gfeenway Commission, the Six Mile Cr-eek Overseer- Gommit4ee, the Shade Tfee Advisefy and the n cEr-@it�6irE6iii�t@°-vr 'v vcti a cr°uc. (2) Four seven members shall represent, through specific training or equivalent background and active interest, the fields of landscape architecture, historic preservation or local history, horticulture, general ecology, tourism, and recreation. (3) Two members shall be at -large members representing the general community. B. Ex officio members (non- voting) of the Commission shall include a member of the Common Council, a member- of the Planning and Development Boar - , a member of the Board of Public Works, the City Forester or his/her designee, the Director of Planning, Building Zoning, & Economic Development or his/her designee, and the Recreation Ceer-dina4o Facilities Director of the Youth Bureau or his/her designee and the Par-ks and For-estt=y Seperviser- of the Depai4ment of -Publie Works Each ex officio member representing a particular group shall be chosen by his/her constituent group. Section 2. Chapter 86, Section 86 -7 of the Municipal Code of the City of Ithaca is hereby amended to read as follows: § 86 -7. Quorum; meetings. A. A quorum for the transaction of business shall consist of four €rve of the Commission members, and but it shall require an affirmative vote of a majority of the body to decide on new policy issues. B. The Commission shall meet at least monthly. Meetings may be held at any time on the written request of any two Commission members or at the call of the Chairperson or Mayor. Section 3. Effective date. This ordinance shall take effect immediately and in accordance with law upon publication of notices as provided in the Ithaca City Charter. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 DPW - Request to Amend Budget to Treat Hemlock Trees in City Cemetery Moved by Alderperson Fleming. Seconded by Alderperson McGonigal. City Administration Committee Meeting March 26, 2014 Page 4 WHEREAS, the City of Ithaca Cemetery has 128 Eastern Hemlock trees, some of which date back to the creation of the Cemetery, and WHEREAS, Hemlock Wooly Adelgid is a non - native invasive insect which can cause death to native Eastern Hemlock trees in 4 years or less and infestation of many of the trees in the City Cemetery has been confirmed, and WHEREAS, there is no known natural resistance to the insect among Eastern Hemlock trees in the North Eastern United States and the infestation of the trees in the City Cemetery will result in the eventual death of all the hemlock trees, and WHEREAS, there are pesticide treatment options that have shown to be effective in reducing the infestation of the insects and allowing for the recovery of the infested tree, and WHEREAS, the City Forester recommends a treatment of the hemlock trees in the City Cemetery using a combination of dinotefuran and imidacloprid, applied directly to infested trees to reduce the infestation and protect the trees for 7 or more years, and WHEREAS, the infestation will be monitored on an annual basis and treatment may again be needed in 7 or more years, and WHEREAS, the treatment plan will cost approximately $9,000 and there is currently $3,000 in the 2014 budget to pay for a portion of the treatment plan; now therefore, be it RESOLVED, That Common Council hereby approves of a transfer not to exceed $6,000 from Al 990 Unrestricted Contingency to Account A8810 -5435 Cemetery Contracts for the purpose of the treatment of the Eastern Hemlock trees in the City Cemetery. A vote on the resolution resulted as follows: Passed unanimously. 4.2 IPD - Request to Amend 2014 IPD Budget — K9 Unit Grant Moved by Alderperson McGonigal. Seconded by Alderperson Fleming. WHEREAS, the Ithaca Police Department (IPD) recently received a U.S. Department of Homeland Security's State Homeland Security grant as part of the 2014 Explosive Detection Canine Team Grant Program in the amount of $60,000 to allow for the start-up of an IPD Canine Program, and WHEREAS, the Ithaca Police Department also has received $28,235 in private donations to assist with the start-up costs to the new Canine Program, and WHEREAS, this Canine Team will be trained to be utilized in building searches, suspect apprehension, explosive detection and search for missing persons, and WHEREAS, we need to amend the 2014 Ithaca Police Department to account for the Homeland Security grant and the private donations for the new Canine Program; now therefore, be it City Administration Committee Meeting March 26, 2014 Page 5 RESOLVED, That Common Council hereby amends the 2014 authorized Police Department Budget in an amount not to exceed $88,235 to account for the $60,000 U.S. Department of Homeland Security Grant and the $28,235 in private donation for the IPD Canine Program as follows: Increase Revenue Accounts: A3120- 2705 -5021 Police Gifts and Donations $28,235 A3120- 4320 -5021 Police Public Safety Federal Aid 60,000 $88,235 Increase Appropriations Accounts: A3120 -5125 -5021 Police Canine Overtime $10,000 A3120 -5225 -5021 Police Canine Other Equipment 4,000 A3120 -5215 -5021 Police Canine Vehicles 31,500 A3120 -5435 -5021 Police Canine Contracts 13,235 A3120 -5440 -5021 Police Canine Staff Development 8,000 A3120 -5460 -5021 Police Canine Program Support 11,500 A3120 -5476 -5021 Police Canine Equipment Maintenance 5,000 A3120 -5477 -5021 Police Canine Equipment Parts 5,000 A vote on the resolution resulted as follows: $88,235 Passed unanimously. 4.3 Request to Approve Funding Match for TIGER VI (Transportation Investment Generating Economic Recovery) Grant Application - Resolution Moved by Alderperson Fleming. Seconded by Alderperson McGonigal. (1) WHEREAS, the United States Department of Transportation (USDOT) has announced the availability of 600 million dollars in the TIGER VI Discretionary Grants (TIGER IV) program, which notice was published in the Federal Register on January 17, 2014, and (2) WHEREAS, in 2012, City staff identified the Intermodal Transportation Hub - Accelerating Community Access (ITH -ACA) project, which included a complete reconstruction of the Ithaca Commons as the major intermodal transportation hub in the area, and (3) WHEREAS, in 2012 the City applied for and was successful in obtaining a Federal Transit Agency State of Good Repair grant, in the amount of 4.5 million dollars, and a New York State Empire State Development Grant in the amount of 1.8 million dollars, to begin Phase 1 of the ITH -ACA project, and WHEREAS, in 2012 the City applied for and was successful in obtaining a Federal Transit Agency State of Good Repair grant, in the amount of 4.5 million dollars, and a New York State Empire State Development Grant in the amount of 1.8 million dollars, to begin Phase 1 of the ITH -ACA project, and City Administration Committee Meeting March 26, 2014 Page 6 (4) WHEREAS, the City is currently undertaking Phase I Commons reconstruction, and is continuing to develop plans for subsequent phases of the ITH -ACA project in order to enhance the transit network, improve interconnectivity between the downtown transit hub and Cornell, the region's major educational and employment center, as well as facilitate economic development, improve public transit reliability, and make transportation more accessible for all economic classes, and (5) WHEREAS, the City is interested in applying for a TIGER VI grant in order to obtain funding for the second phase of the ITH -ACA project, and (6) WHEREAS, City Planning and Engineering staff are preparing an application that will include, but not be limited to, the following components: • Upgrades to the public transit network that include intelligent transportation system (ITS) upgrades which would allow for remote real- time transit information, and A complete reconstruction of College Avenue and Cayuga Street, including, wider sidewalks, enhanced opportunities for outdoor commerce, and safer transit routes that reduce conflicts of parked vehicles and bus and vehicular traffic, and Enhancements to the Transit Network, including new bus shelters at the Albany Street and State Street Stations, queue jumping, signal preemption, upgrades to buses, and signals that allow for more reliable bus route times, and A complete reconstruction of the major transit routes along the Stewart Avenue Corridor and Albany Street, including maintaining the historic brick pavers on Stewart Avenue. (7) WHEREAS, the Phase II components of the ITH -ACA project are expected to make a large investment in the transportation system that will help maintain a state of good repair for major transit routes, enhance pedestrian networks, increase livability and sustainability, encourage and support economic growth and activity, and improve and enhance connectivity between downtown and Cornell University, and (8) WHEREAS, State of New York and City of Ithaca environmental quality review laws and regulations define as "Type II" (i.e., exempt from environmental review) actions that involve "conducting concurrent environmental, engineering, economic, feasibility and other studies and preliminary planning and budgetary processes necessary to the formulation of a proposal for action, provided those activities do not commit the agency to commence, engage in or approve such action "; now, therefore, be it (1) RESOLVED, That, as a preliminary step intended to determine the economic feasibility of transportation improvements, including those listed above, the Mayor of the City of Ithaca, or his designee, is hereby authorized to submit a TIGER VI application for funding to the United States Department of Transportation in accordance with the provisions of the Notice of Funds Available, and be it further City Administration Committee Meeting March 26, 2014 Page 7 (2) RESOLVED, That, upon approval of such request, the City shall conduct environmental review as required, for the projects proposed to be undertaken pursuant to the TIGER VI grant, and be it further (3) RESOLVED, That, upon approval of said TIGER VI grant to the City, or any portion thereof, and upon completion of all necessary environmental review of the components of said project and approval of the same by Common Council, the Mayor, or his designee, is hereby authorized to enter into and execute a project agreement with USDOT, or its designee, construction, and construction inspection of the TIGER VI application as submitted by the Mayor, approved by the USDOT, and as approved and/or modified by environmental review and any other applicable City of Ithaca review process, and be it further, (4) RESOLVED, That Common Council hereby confirms its intention to commit funds in an amount not to exceed $2,500,000 (to be derived from serial bonds), contingent upon an award of funds from the TIGER VI program and completion of environmental review. A vote on the resolution resulted as follows: Passed unanimously. 5. Performance Measures There was no report for this month on performance measures. Chief of Staff Sutherland stated that he has hired two (2) Cornell University students to work in his office during the summer. This is at no cost to the City and it provides these interns with work experience and exposure to local government. These students are part of the Cornell Institute for Public Affairs (CIPA) Program, which is a Master's program at Cornell for Public Administration. During his employment with the County, Mr. Sutherland worked with this program and found it very useful. These students will focus their time on the budget processes that are of interest to Common Council and they will work on the performance measures. 6. GPA Transition. This item will remain on the agenda to allow the transition of the GPA Committee items to the City Administration Committee. City Clerk Julie Holcomb was unable to attend tonight's meeting; but provided Chairperson Mohlenhoff with the following updates: MicroSoft Exchange: The Clerk's Office is nearing the end of its transition to MicroSoft Exchange. The e -mail project was slightly delayed because it made more financial sense to complete the storage area network project so that they would not have to duplicate the backup systems and servers. This saved the City about $75,000- $100,000. They are anticipating the transition to Microsoft Exchange will be completed in May 2014. They are developing a training program for employees and will bring forth, as needed, any e -mail policy updates through the City Administration Committee. City's Website: Civic Plus is the company that the Clerk's Office has been working with to update the City's website. The design of the website has been approved and the content is being moved from one site to the other. They anticipate the new website to go live in June 2014. City Administration Committee Meeting March 26, 2014 Page 8 Taxicab Legislation: The Taxicab Group met with law enforcement representatives. They discussed the licensing of taxi drivers and companies, the monitoring of vehicle inspections, and the enforcement of the taxicab legislation. The next meeting will be with taxicab company owners. This meeting will be to allow the owners to share their concerns, needs and issues. Common Council Orientation: The first Common Council Orientation session is April 3, 2014, from 4:00 p.m. to 6:00 p.m. in the Common Council Chambers. The session will start with a meet and greet for Council members with Staff and members of Board and Committees. Then, the HR Department will give a presentation on organizational structure and Labor Relations. 7. 2015 Budget Process — Discussion 7.1 Proposed 2015 Budget Schedule The Committee reviewed the 2015 Budget Schedule tentative dates. They discussed the need to solidify the dates for the October budget meetings. The tentative October dates /times were included in the agenda packet. The tentative dates /times were Thursdays — October 9, 16, 23, & 30, 2014 — start time for all meetings is 6:00 p.m. The Committee discussed the reasons why the meetings could not be held on other days (e.g. no media access for the public on Tuesdays; Mondays and Wednesdays were already booked with other meetings; etc.) The Committee suggested adding the date Wednesday — October 29, 2014, at 6:00 p.m. to the list of tentative dates, adjusting the start time of the meetings and looking into November for an additional approval meeting. The goal is to have as many Common Council members at the budget meetings as possible. To do this, the Committee agreed to continue this discussion and finalize the dates at the next Common Council meeting. 7.2 Budget Topics Preparation In preparation for the budget meetings, Common Council wanted to have conversations around some specific budget topics. The meetings for these discussions will be 90 minutes long. The dates for these discussions and the topic(s) to be included in the discussions at each meeting are as follows: April 23, 2014 — Shared Services, Memorandums of Understanding (MOUs), & Payment in Lieu of Taxes (PILOTS) May 28, 2014 — Department of Public Works & Infrastructure June 25, 2014 — Emergency Services (Fire & Police) To prepare for the upcoming meetings, the Committee brainstormed on what City staff should attend the above meetings and what information should be included in the discussions. City Administration Committee Meeting March 26, 2014 Page 9 23.2014: Shared Services /MOUs/PILOTs Staff. Mayor Myrick, Chief of Staff Sutherland & Controller Thayer Include in Discussion: • List of the different contracts /agreements the City has with the various agencies /organizations and what payments the City receives from these agencies /organizations; • What is the potential to get more funding /money out of the contracts /agreements? • What is the potential to develop new PILOTS with organizations not currently paying anything? • What is the possibility of implementing a new agreement in the City involving the Project Labor Agreement (PLA)? May 28, 2014: Department of Public Works & Infrastructure Staff. Superintendent of Public Works Thorn and staff he deems necessary for this discussion Include in Discussion: • Measure how much of the City's infrastructure would be, or need to be, replaced each year; • Focus on the parking infrastructure. There are some large costs looming for when the parking garages would need to be replaced or demolished. It is will be expensive and the City has not budgeted for this cost. Once the City knows what to do, a plan needs to be created on how the City can raise money (TIGER) to maintain all or less of the City's infrastructure; • Have an idea of what items Common Council is no longer interested in funding; • Water Treatment Plant: this is a huge budget and will likely grow larger; • Examine the cost of dredging settlement from the dams up stream of the Water Treatment Plant and stabilize these dams; • Staffing level needs. June 25, 2014: Emergency Services Staff. Fire Chief Parsons and Police Chief Barber Include in Discussion: Staffing levels, hierarchy and structure in both Departments. Breakdown of the supervisory levels (e.g. Sergeants, Lieutenants, Assistant Fire Chiefs, Deputy Chief); Crime statistic information; • Cost to keep four Fire Stations staffed adequately; City Administration Committee Meeting March 26, 2014 Page 10 • Fire contract with the Town of Ithaca; • Contract and cost benefit of SWAT Team. How much is it used and what does it cost to maintain? What is the SWAT truck used for? • Staff working different hours. The Committee suggested getting feedback from staff about the budget topics since staff sees things that Common Council is not aware of (e.g. staff has an idea on how much the City spends on special events for policing, cleaning and publicizing of the event). This feedback can be gathered by having employee forums. At a future meeting, the Committee will talk about how revenues are generated and how to generate more revenue. Chairperson Mohlenhoff & Chief of Staff Sutherland will put together a list to distribute to departments about the upcoming budget preparation meetings. 8 Meeting Wrap -up 8.1 Announcements. Controller Thayer mentioned that there would be an Executive Session at the Common Council meeting to talk about the C.S.E.A. DPW Unit Labor Contract. 8.2 Review, Agenda Items for Next Meeting. None. 8.3 Adjourn With no further business and on a motion by Alderperson Fleming, the meeting was adjourned at 7:25 p.m.