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HomeMy WebLinkAbout05-18-11 Board of Public Works MeetingAgenda• ' 90` • r • • - .- A meeting of the Board of Public Works will be held on Wednesday, May 18, 2011, at 4:45 p.m. in Common Council Chambers — Third Floor, City Hall, 108 East Green Street, Ithaca, New York. Additions - «, 2. Mayor's Communications 3. Communications and Hearings from Persons Before the Board r+ Response to the Public 5. Reports Special Committees of the Board Council Liaison Board Liaisons Superintendent and Staff Other Department Heads r mm 7. Administration and Communications (30 rain.) 7.1 Introduction of City's Energy Sustainability Project Manager — Discussion 7.2 Proposed Revisions to City Charter and Code — Discussion r • .' 8.4 Creeks, Bridges and Parks (15 rein.) A. Approval for Release of Funds from Stallman Fund for Stewart Park Renovations — Resolution 8A. Tabled Items 8A.1 Approval of Decorative Chain in Front of Monuments in DeWitt Park (Resolution can be found in the April 13, 2011, agenda.) . DISCUSSION ITEMS (30 rein.) 9.1 Amendment to Hardfill Site Permitting Project 9.2 Appeal of Snow Removal Bill for 205 Thurston Avenue 9.3 Curb Lawn Gardens If you have a disability that will require special arrangements to be made in order for you to fully participate in the meeting, please contact the City Clerk at 607- 274 -6570 at least 48 hours before the meeting. The Board of Public Works meets on the second, third and fourth Wednesdays of the months at 4:45 p.m. All meetings are voting meetings, opening with a public comment period. Meeting agendas are created from prior public input, Department operating, planning issues, and requests made to the Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request written comments on lengthy or complex issues. This information may then be used to create committee agendas, with the speaker or author invited to attend. Page 2 7.1 Introduction of City's Energy Sustainability Project Manager — Discussion Dennise Belmaker has joined staff in the Planning Office as the Energy Sustainability Project Manager. We would like to introduce her. While I think the City is making a lot of investments in areas that would improve our standing (from energy reduction upgrades at the wastewater plant, LED traffic signal lamps, to changing the City fleet mix to include bicycles, hybrid cars, and a few all electric vehicles), it will be nice to have someone take an objective look at our work, collect the information to make the efforts measurable, and develop plans or suggestions for the future. 7.2 Proposed Revisions to City Charter and Code — Discussion The Charter and Code Review Working Group is sending forth some changes that they believe are low hanging fruit, while they continue their work on revision ideas they may put forward. The material attached is largely personnel oriented, and designed to update the code to match current practice and various laws (such as Civil Service). If you will look at suggestions for Charter sections C -59 and C -60, I believe you will see what is being proposed. City job descriptions are adopted by the Civil Service Commission to conform to state law. We suggest them, and they adjust as necessary. The Superintendent has not set salaries for years. I requested (recommended) salaries years ago. Now they are determined (city wide) through Human Resources. 8.4A Approval for Release of Funds from Stallman Fund for Stewart Park Renovations — Resolution Attached is a memo from the Planning Office requesting use of funds from the Stallman Fund for improvements in Stewart Park. The city contribution is leveraged with other funds to do this work. If the Board agrees, we will request release of the funds. 8A. Tabled Items 8A.1 Approval of Decorative Chain in Front of Monuments in DeWitt Park (See meeting agenda for April 13, 2091) 9.1 Amendment to Hardfill Site Permitting Project — Discussion Staff and the consulting engineer (Barton and Logudice) are recommending some changes in the current contract for design of the Hardfill Site. I have attached Scott Gibson's cover memo of May 13, 2011, and the consultant's letter of April 6, 2011, for our discussion. The funds are available for this work change order. I thought this would be a useful review of a project that has been in various stages of progress for about ten years. 9.2 Appeal of Snow Removal Bill for 205 Thurston Avenue — Discussion The appeal and my notes on it are in the agenda for April 13, 2011. Copies of the section of the City Code that applies here were provided for the discussion on maintenance of curb lawns, Item 9.4. in the April 20th agenda. • • - i Page 3 9.3 Curb Lawn Gardens — Discussion The Board (Claudia Jenkins, I believe) has requested a chance to talk about curb lawn gardens that appear every year in various neighborhoods. Without knowing exactly what the issues are, we provided a major portion of Chapter 178, Exterior Property Maintenance, which has provisions that seemed to apply, in the April 20th agenda. There is also a provision about not blocking vision at corners of intersections which we will provide. 9A For Your Information Items I have attached a copy of the application for the open Board position that Robert Morache has just filled. I believe it will underwrite the introduction that the Board received from Mr. Morache at our meeting May 11, 2011. We look forward to his input based on his professional training and his wide ranging personal interests. W U Pv J. c,rci�, P.E. superCo,tevAev,t of PL-tbUc Works M p u 13, 2011 Page 4 (5/5/2011) Kathrin Gehring - Agenda Item Page 1 7apLo From: JoAnn Cornish To: Dotson, Jennifer; Gray, Bill CC: Belmaker, Dennise; Gehring, Kathrin; Grunder, Deborah Date: 5/4/20116:46 PM Subject: Agenda Item Jennifer and Bill, I would like Dennise Belmaker to attend a BPW meeting and a Planning Committee meeting to introduce herself and to give a brief overview of her anticipated goals for the City of Ithaca. Please confirm that this would be acceptable and let me know what dates would work. Thanks, JoAnn JoAnn Cornish Director of Planning and Development City of Ithaca 108 East Green Street Ithaca, New York 14850 607 - 274 -6550 Page 1 of 1 Bill Gray - Introducing From: Dennise Belmaker To: BPW Date: 5/5/2011 12:35 PM Subject: Introducing myself Dear all, My name is Dennise Belmaker and I recently got on board as the City's new Energy Sustainability Project Manager. I am writing to introduce myself and to share my plans for the near future with you. In the next few weeks I will be initially working on getting acquainted with the City's system and putting together a work plan for this year. I have already had the pleasure to meet some of you and hope I will get the chance to meet the rest within the near future. My contact details are listed below - Please, feel free to contact me with any questions, ideas and updates that you might have. I am looking forward to working with all of you this upcoming year! Sincerely yours, Dennise Dennise Belmaker Energy Sustainability Project Manager City of Ithaca, Dept. of Planning and Development 108 E. Green Street Ithaca, New York 14850 Office: 607 - 274 -6402 Cell: 607 - 793 -0142 dbelmaker @cityofithaca.org file: //CADocuments and Settings \billg\Local Settings\ Temp \XPgrpwise \4DC299ADcoimain... 5/6/2011 Page 1 of 1 Bill Gray - Charter and Code Revisions From: Valerie Saul To: Sr Staff Date: 5/13/2011 11:21 AM Subject: Charter and Code Revisions CC: Cogan, Daniel; McCollister, Ellen; Peterson, Carolyn; Rooker, Eddie; Zumoff, Joel Attachments: City Admin Memo - Charter Changes C -5, C -19 and C -22 - May 2011.doc; A Local Law to Amend Sections of the Charter Regarding Appt of City Officers.doc; A Local Law to Amend Section C -19 Financial Officers.doc; A Local Law to Amend Section C -22 Authorities of Dept Heads.doc 'M Attached FYI are three proposed revisions to the Charter and Code that will be presented at the City Administration Committee meeting in May. The changes are part of an ongoing effort to streamline and simplify the Charter and Code and to eliminate obsolete, redundant, repetitive and contradictory language. Department heads, these are the same revisions that were discussed at a department head meeting in March. For those of you who have not yet completed your homework assignments, this is gentle encouragement to please do so. Marcia, please feel free to forward this information to the GIAC Board. I have shared our conversation about the GIAC Board's concerns about possible revisions to the department head search process, and their desire to be involved in those discussions, with the Mayor. I will share them with the full Working Group when we meet next week. Bill, please feel free to forward this information to the BPW. I believe they also had questions about the proposed revisions. Hopefully, the cover memo will answer those questions. If not, please encourage them to contact any of the members of the Charter and Code Working Group (the Mayor, Dan Cogan, Ellen McCollister, Eddie Rooker, Joel Zumoff, Dan Hoffman, Julie Holcomb and me). Thanks, W file: //C: \Documents and Settings \billg \Local Settings\ Temp \XPgrpwise \4DCD1442coimai... 5/13/2011 To: City Administration Committee From: Charter and Code Review Working Group Date: May 12, 2010 RE: Proposed Revisions to City Charter and Code Since its formation in early 2010, the Charter and Code Review Working Group has been reviewing the City Charter and Code in depth, and has been discussing potential changes to streamline and simplify the Charter and Code and to eliminate obsolete, redundant, repetitive and contradictory language. Three proposed revisions are being submitted to you for consideration, as follows. The language to be added and deleted is shown below. In an effort to keep this memo to a reasonable length, the language surrounding each change is not shown in its entirety. Please see the actual Charter and Code to view the following sections in their entirety. Topic #1: Designation and Appointment of City Officers Issue: The terms "appointed by the Mayor", "appointed by the Mayor pursuant to C -26" and "appointed by the Mayor with the approval of Common Council" are used interchangeably and at times inconsistently throughout the Charter and Code. The Charter and Code Review Working Group recommends that only two terms - "appointed by the Mayor" and "appointed by the Mayor with the approval of Common Council' - be used in the Charter and Code. We are also recommending that the methodology of appointment for each City officer be defined in the "Appointment of City Officers" section of the Charter ( §C -5), and only in that section. Any and all subsequent references to appointments in the Charter and Code should be deleted. This includes the deletion of dated language that formerly granted appointed Boards the authority to appoint City officers. Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 2 The intent of these changes is to consolidate all Charter and Code language governing appointments of City officers into one section, to eliminate redundant, repetitive and contradictory language regarding the appointment of City officers, to make the appointment process consistent for similar positions, and to update titles to reflect current City officers. Some historical titles are also being preserved for future use. Sections of City Charter and City Code to be amended: City Charter: §C -5.C, §C- 17.A(1), §C -17.C, §C -20.A, §C -21.A, §C -59, §C -60, §C -98 City Code: §4 -20, §4 -22 Proposed language changes: City Charter: §C -5.C: §C -5.0 The appointed officers of the City shall be: (2) Officers who serve at the pleasure of the Mayor: a City Attorney, who shall serve as the head of the City Attorney's Office. -• - N ._� Nos i arm -'.. 0 Nos _ 7t! s _, . a.. .. i arm -'.. 0 Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 3 City Charter: §C- 17.A(1): 1 t. '. - t embers fa f P, " .ae - : t -.: s' Powers +;,. ,tuties of police officers. 3 Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 4 City Charter: §C -17.C: City Charter: $C -20.A: A. There shall be a Department of the City Clerk, the head of which shall be the City Clerk. The City Charter: §C -21.A: A. There shall be a Human Resources -p. - head of be the _ - Director • Resources. -- - 4 51 Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 5 City Charter: $C -59: City Charter: $C -60: : � _r 5 � , �. �. � r; � '!r F IiF s �' i � 1I� ♦ . � BAs r rr MIN � � f .. s s E �` ,trt' w` City Charter: $C -60: : � _r 5 Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 6 .,� �� � �� � �,� ■ r� .�,. � ray. �� � �� ,s � �� �� .,_ It City Charter: $C -98: regarding [NOTE: The proposed changes are only intended to clean up the language • management of staff within the Ithaca Fire Department. All other language that exists regarding the Board of Fire Commissioners, • • responsibilities, and its authorities, a-•: City Code: §4 -20: redundant [NOTE: The proposed changes update the title to the correct title, delete the _ regarding the appointment of - eliminate the inaccurate language stating that the Youth Bureau Director serves at the pleasure of the Mayor • Common Council. (The Youth Bureau Director 0 MU MWESEW MLW City Code: §4 -20: redundant [NOTE: The proposed changes update the title to the correct title, delete the _ regarding the appointment of - eliminate the inaccurate language stating that the Youth Bureau Director serves at the pleasure of the Mayor • Common Council. (The Youth Bureau Director 0 Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 7 has disciplinary protection through §75 of NYS Civil Service Law.) All other language in this section will remain as written.] There shall be a Youth Bureau, headed by a Youth Bureau Director City Code: $4 -22: •- . -•. • • • �- -.• .• -• •. .91 - • Topic #2: Basic Authorities of Department Heads and Deputies Issue: Currently, there is a wide variation in whether, how and where the authorities of department heads and deputies are delegated and described. Some positions have expansive definitions that include minor details about daily work duties; other positions are not mentioned at all. The language that does exist for various positions is scattered throughout the Charter and Code. The overall goal of the Charter and Code Review Working Group is to consolidate the basic authorities and responsibilities inherent in all department head and deputy positions into one section, and to then eliminate references to the detailed day -to -day duties of these positions (i.e. "prepares reports regarding Program X for Common Council as requested ") from other sections of the Charter and Code. Each position Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 8 already has an extensive job description that describes the daily work responsibilities and duties. Additionally, because these duties are somewhat fluid and change periodically as Common Council changes budgetary priorities, it makes more sense to describe them in the job descriptions which are more easily amended, than to amend the Charter every time Common Council adds or deletes a program or function. Conversely, the legal authorities delegated to City officers are constant, would not change without extensive discussion and action by Common Council, and reflect authorities that are delegated to Common Council through state law and are appropriately delegated by Common Council to the department heads and deputies through the Charter. Section of City Charter to be amended: §C -22 Proposed language changes: Language to be added is in purple d bold-faced � "i �✓= E y14 � E �. f � i E -. .�, - J@ 14 .,� E � � E !S' E �Je AV W E t � "i �✓= E y14 � E �. f � i E -. .�, - J@ 14 .,� E � � E !S' E �Je AV W Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C -22 Page 9 A. department i of Y Ithaca, as defined in of th Charter, shall be vested with the following authorities: I •. • Its H WE - • - • • a .• �. it • •i• .. ,y authority 2. The • direct and supervise the work of officers x •. _. of s_ - departments; 3. The authority to organize and manage the work of •. departments, r• assign and transfer administrative functions, powers s duties e respective d-r m- the best interest of the City; 4. The authority to exercise all powers and responsibilities vested in the office which the department head holds, on behalf of 6. The authority to exercise such other responsibilities and perform such other duties as may be prescribed by the Charter, a or • a law, o assigned by the Mayor or Common Council. Topic #3: Structure of Finance Department Issue: The Charter currently defines the City Controller's Office and City Chamberlain's Office as "co- departments ", which together create the "Finance Department ". In reality, the Controller's Office and Chamberlain's Office function as independent departments. The Charter already clearly separates the authorities and responsibilities of the City Controller and the City Chamberlain, so that a system of checks and balances for City financial operations is created and maintained. The Charter and Code Review Working Group is recommending that the Controller's Office and Chamberlain's Office be structurally separated and be recognized as independent departments, thereby creating a more desirable organizational structure for the delegation and differentiation of financial authorities and responsibilities. Please note that the recommended "new" organizational structure reflects the way in which the departments currently operate. Both the City Controller and the City Chamberlain support this change. 9 Memo to City Administration Committee Proposed Revisions to Charter C -5, C -19 and C-22 Page 11 A. C. Powers and Duties of the City Controller. (All existing language regarding powers and duties of the City Controller remains.) B. . Powers and Duties of the City Chamberlain. (Ail existing language regarding powers and duties of the City Chamberlain remains.) The proposed local laws that implement these changes are attached. Please feel free to contact any of the members of the Charter and Code Review Working Group for further information or clarification. 11 1. • • l •. • •. : : • a . . I . - - • . •: • Appointment of Whereas, the intent of the following legislation is to: ® Consolidate all Charter and Code language governing appointments of City officers into one section • Eliminate redundant, repetitive and contradictory language regarding the appointment of City officers • Update titles to reflect current City officers; some historical titles are also being preserved for future use; now, therefore, .; I E IT ENACTED by the Common Council of the City of Ithaca as follows: Section 1. That the following Sections and Subsections of the City Charter be amended to read as follows: §C -5.0 The appointed officers of the City shall be: (2) Officers who serve at the pleasure of the Mayor: a City Attorney, who shall serve as the head of the City Attorney's Office. . (4) Officers who serve as the heads of their respective departments, and who are appointed by the Mayor with the approval of Common Council: Building Commissioner, City Chamberlain, City Clerk, Controller, Director of Human Resources, Director of Information Technology, Director of Planning and kimNifilm r r r r r • YEAR .IN .1 r ._ _ ._ .. • _ r_ a. 4_ r: t . t r r r -- F-1 I F11 .- ■. _ (4) Officers who serve as the heads of their respective departments, and who are appointed by the Mayor with the approval of Common Council: Building Commissioner, City Chamberlain, City Clerk, Controller, Director of Human Resources, Director of Information Technology, Director of Planning and kimNifilm r r r r r • YEAR .IN .1 r ._ _ ._ .. • _ r_ a. 4_ r: t r •+ _ t r r r r r _ .. _ . ■. _ _ .......... _ r • r • - _ • (4) Officers who serve as the heads of their respective departments, and who are appointed by the Mayor with the approval of Common Council: Building Commissioner, City Chamberlain, City Clerk, Controller, Director of Human Resources, Director of Information Technology, Director of Planning and r r r r r • •• • (4) Officers who serve as the heads of their respective departments, and who are appointed by the Mayor with the approval of Common Council: Building Commissioner, City Chamberlain, City Clerk, Controller, Director of Human Resources, Director of Information Technology, Director of Planning and Development Fire Chief Greater Ithaca Activities Center Director, Police Chief, Superintendent of Public Works Youth Bureau Director. (5) Officers who serve as the deputies or assistant department heads of their respective departments and who are appointed by their respective department heads: Assistant City Attorney(s) Assistant Superintendent(s) of Public Works, Deputy Building Commissioners) Deputy City Chamberlain, Deputy City Clerk, Deputy Controller Deputy Director of Human Resources Deputy Director of Economic Development Deputy Director of Planning and Development, Deputy Fire Chief(s) Deputy Greater Ithaca Activities Center Director, Deputy Police Chief(s) Deputy Youth Bureau Director §C-1 7.A. SeleGtien of members Of POliGe Department; Gernpensationj Powers and duties of police officers. G. Rerneval Of PeliGe effiGers by Mayor. O'. the PGliGe Department shall be subjeGt to removal by the Mayor when --Wnd to" be inGOmpetent, negligent Or guilty MOSGendUGt in and about . to §C -20. A. There shall be a Department of the City Clerk, the head of which shall be the City Clerk. The City Clerk shall be appointed by the Mayer-��� pFevided an §G-26 below-. §C -21.A A. There shall be a Human Resources Department, the head of which shall be the Director of Human Resources. The DireGtor of Human Resai- gLLA-m' Ann nted by the Mayor in the manner pr-evided in §G-26 belew. • •t , . ..� .. s .. .r a _ • arim-mcm-m—, PRISON -- - - -er-7.331M •. .. WIN - • ... a • Q A VAr. UM •. WA 0 M • a - ANTU M. • •t �9 _• .� •. a 1 u.• L MWO There shall be a Youth Bureau, .•.•• by Youth • CQQrdinater Bureau, • r shall be appointed Mayor . • - 'Sky-t.— QQmmQn COURGil. HeIsheshall be diFec-tly responsible to the Mayor i . - . • r • . - r . - requiFed bylaw, serve - • • powers • duties of Coordinator— Youth Bureau Director, but not by way of limitation, shall be the: , . ..� .. s .. .r a _ • arim-mcm-m—, PRISON Tr WIN - • ... a • Q A VAr. UM •. WA 0 M • a - ANTU M. �9 _• .� •. a 1 u.• L MWO There shall be a Youth Bureau, .•.•• by Youth • CQQrdinater Bureau, • r shall be appointed Mayor . • - 'Sky-t.— QQmmQn COURGil. HeIsheshall be diFec-tly responsible to the Mayor i . - . • r • . - r . - requiFed bylaw, serve - • • powers • duties of Coordinator— Youth Bureau Director, but not by way of limitation, shall be the: r • a • � r r• r•. a • NOW _ • a . • a - ANTU M. �9 _• .� •. a 1 u.• L MWO There shall be a Youth Bureau, .•.•• by Youth • CQQrdinater Bureau, • r shall be appointed Mayor . • - 'Sky-t.— QQmmQn COURGil. HeIsheshall be diFec-tly responsible to the Mayor i . - . • r • . - r . - requiFed bylaw, serve - • • powers • duties of Coordinator— Youth Bureau Director, but not by way of limitation, shall be the: ef the Mayor and the Gernmen CounGil. Among his /her functions and duties, but not by way of limitation, shall be the: Section 2. Severability. Severability is intended throughout and within the provisions of this local law. If any section, subsection, sentence, clause, phrase or portion of this local law is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portion. Section 3. Effective Date. This Local Law shall take effect after it is approved by the electorate at the next general election and is subsequently filed in the office of the Secretary of State. Financial Officers Whereas, the intent of the following legislation is to: • To amend the Charter to reflect the current organizational structure and operational practices of the City Controller's Office and City Chamberlain's Office. • To clearly separate the authorities and responsibilities of the City Controller and the City Chamberlain, so that a system of checks and balances is created and maintained; now, therefore BE IT ENACTED by the Common Council of the City of Ithaca as follows: Section 1. That Section C -19 of the City Charter be amended to read as follows: o_ - •- �• ••- -•' a -- - e• e•• - te 5 so -. A. Q Powers and Duties of the City Controller. _.M-0, _ .- - - -••a - -- -- .. ...... -. . _ e•• - te 5 so -. A. Q Powers and Duties of the City Controller. (All existing language regarding powers and duties of the City Controller remains.) B. 0. Powers and Duties of the City Chamberlain. (All existing language regarding powers and duties of the City Chamberlain remains.) Section 2. Severability. Severability is intended throughout and within the provisions of this local law. If any section, subsection, sentence, clause, phrase or portion of this local law is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portion. Section 3. Effective Date. This Local Law shall take effect after it is approved by the electorate at the next general election and is subsequently filed in the office of the Secretary of State. Whereas, the intent of the following legislation is to consolidate the basic /general authorities and responsibilities inherent in all department head and deputy positions into one section. New York State has delegated certain powers and responsibilities to the Common Council. It is appropriate for Common Council, in turn and through the Charter, to empower and charge its department heads (and deputies) with the carrying out of certain, general duties. However, the day -to -day responsibilities, assignments and tasks of the individual department head and deputy positions are more fluid and change periodically as the priorities of the Mayor and Common Council change. Job descriptions are more flexible and more easily amended than the Charter, and are therefore the more appropriate location for prescribing daily activities and program and functional responsibilities; now, therefore r � E IT ENACTED by the Common Council of the City of Ithaca as follows: Section 1. That Section C -22 of the City Charter be amended to read as follows: §C -22. Department Heads, Deputies and Assistants. ssistaRtS and nnPutieS. ■�. rr r i.r ■ �• • r r • r • . r r• •.. IMM E:.• • r•,r . r a.. .., �.•.•.. �.. rr:.r r . • N Z Z r r r • • • r • •. ■.. • . . •• .. �.. r r r Mill, do 1 1 r• a • r •. . r . . •• r • •. r.. • r. r r. r r • a • r r a . .• • r • • . • r . r "MrKIT r ■�. rr r i.r ■ �• • r r • r • . r A. The department heads of the Citv of Ithaca. as defined in §C- 5.C(2) and FiC- 5.C(4) of this Charter, shall be vested with the following authorities and duties, subiect to the powers and supervision of the Mayor (as described in §C- 11.130)(b) and §C- 11.13(6), respectively) and subiect to the general legislative powers of the Common Council (as described in §C -35): 1. To appoint, discipline and remove as necessary, all subordinate officers and employees of their respective departments; 2. To direct and supervise the work of the officers and employees of their respective departments; 3. To organize and manage the work of their respective departments, and assign and transfer administrative functions tasks and responsibilities within their respective departments as is in the best interest of the City; 4. To exercise all powers and carry out all responsibilities vested in the office which the department head holds, on behalf of the City; 5. To make and authorize necessary expenditures to carry out the responsibilities of their respective departments in accordance with authorized budgetary allocations and established financial procedures; 6. To exercise such other responsibilities and perform such other duties as may be prescribed by the Charter, state or local law, or assigned by the Mayor or Common Council. B. The deputy and assistant department heads of the City of Ithaca, as defined in §C- 5.C(5) of this Charter, shall generally assist their superiors in the execution of their powers and duties and may perform such part or portion of such duties as designated by such superiors and, in the absence, inability or temporary vacancy of their respective superiors, shall act as such and, when so acting, shall have all the powers of such office. Section 2. Severability. Severability is intended throughout and within the provisions of this local law. If any section, subsection, sentence, clause, phrase or portion of this local law is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portion. Section 3. Effective Date. This Local Law shall take effect after it is approved by the electorate at the next general election and is subsequently filed in the office of the Secretary of State. ;(5%13/201.1) Kathrin Gehring - Re: BPW again Page 1 From: Megan Gilbert To: Gehring, Kathrin; Manning, Rick CC: Cornish, JoAnn Date: 5/12/2011 8:42 AM Subject: Re: BPW again Hi Kathy, I will actually be preparing a memo from the Parks Commission recommending that the BPW approve the use of $10,000 of the Stallman Fund for the Memorial Flagpole Garden. I will get this to you ASAP. Megan >>> "Rick Manning' <rmannin4 @twcny.rr.com> 5/12/2011 7:41 AM >>> Hi Kathy, The Parks Commission is requesting that BPW release $10,000 of the Stallman fund for the memorial flagpole garden renovation in stewart park. Ideally this would be released to the Tompkins County Chamber of Commerce Foundation so that we can use to purchase materials, stone mason, etc. Can I get on the agenda this month? Megan was going to prepare a memo for review by the City attorney that addresses this issue. I should have a cost estimate and a summary of the process that we envision. We have pledges for $6,000 in addition to this Stallman fund, and will be doing a fundraising letter from Alan Cohen and John Gutenberger within a couple of weeks. Also are going in front of Planning board this month for final approval. We presented sketch plan last month and it was positively received. I anticipate that we will need $25,000 for this project, but will confirm very soon. Thank you. Rick From: Kathrin Gehring Lmailto:kgehrin ct,cityofithaca.or Sent: Tuesday, April 19, 2011 8:50 AM To: Rick Manning Subject: Re: Time? (5%1312011) Kathrin Gehring -Re: BPW again Page 2 Hi Rick, I would say 5:30 or 6 p.m. We have plenty of other items to talk about until you get there. - Kathy >>> "Rick Manning" <rmannin4(@twcny.rr.com> 4/18/2011 10:11 AM >>> Hi Kathy - what time should I be there? We have 7pm planning committee as well, so the later the better. Thanks. Rick Rick Manning, ASLA 114 Dey Street Ithaca, NY 14850 607 - 592 -4647 607 - 277 -0178 (fax) rmannin4@twcp-y.rr.com twcny.rr.com (5/13/2011) Kathrin Gehring - Stallman Page 1 From: "Rick Manning" <rmannin4 @twcny.rr.com> To: "'Kathrin Gehring "' <kgehring @cityofithaca.org> CC: ..JoAnn Cornish "' <JoannC @cityofithaca.org> Date: 4/5/2011 9:45 AM Subject: Stallman Kathy - forgot to add this to bottom of email. .A Since both of you have asked about the Stallman Fund. Here are the facts as researched by myself and the City Attorney's Office: A trust fund was established by Council in early 2003 at the request of the Last Will and Testament of Mariam Stallman for the care and maintenance of a Rose Garden in Stewart Park. As per the Will, the fund was established at $60,000. However, the Estate only had $26,791.20 in remaining funds. The Trustee therefore proposed that the remaining funds in the Estate be given to the City for uses in landscaping and maintenance in Stewart park. The City received the funds in early 2003 and established the trust fund. The account currently has $27,500. The funds are required to be used for landscaping and maintenance in Stewart Park, so there is some flexibility on uses of the funds. The requirement to use the funds is such that the Ithaca Parks Commission must be consulted on the use of the funds and the BPW would need to approve the appropriation of funds. The request for funds would go to the Controller's Office for approval and to the Chamberlain for the cutting of the checks. Common Council does not need to have involvement unless a totally different request for the use of the funds is proposed. (5/13/2011) Kathrin Gehring - Stallman Page 2 I hope this gives you the necessary information regarding the funds. Let me know if you have any further questions. Steve Rick Fanning, ASLA 114 Dey Street Ithaca, NY 14850 607 -592 -4647 607 - 277 -0178 (fax) rmannin4@twcny.rr.com CITY OF ITHACA DPW —WATER & SEWER DIVISION 510 FIRST STREET DATE: 5/13/2011 TO: BILL GRAY CC: FROM: SCOTT GIBSON RE: BARTON AND LOGUDICE CONTRACT AMENDMENT PRIORITY: MED 3 , Please recall our March 22, 2010 contract with Barton and Logudice (B &L) to pursue permitting, stormwater, and general site planning and approvals for a DPW hardfill site off of Van Ostrand Road in the Town of Ithaca. The total amount for that contract was approximately $16,000 with a line item for T &M should additional town and /or state meetings be necessary outside of the contracted scope of services. To date, there has been little movement on the approved project save a few meetings with the Town and preliminary discussion with regulatory officials. We have also decided not to pursue composting which would have required further regulatory oversight. Early this winter, Chuck Baker notified us that one of the sludge lagoons would need dredging and urged us to pursue alternatives that would allow us to dispose of the mostly clay material by way of a beneficial reuse project. With special permitting, this would allow us to work the product with soil amendments and rotate it back out into the construction fill or planting world rather than landfilling it to the tune of $80,000. Because B &L are already setup to discuss hardfill with the State folks, amending our contract to incorporate a beneficial reuse component for water plant sludges was the perfect fit. This promoted a new proposal from their office which arrived to us on April 6, 2011. The proposal includes $6,900 for the sludge permitting, some reduction to the original contract to eliminate composting components and some increases in the stormwater management preparation line item due to recent state mandates which would need to be incorporated into the original plan that was done several years ago. All told, the entire contract increase would be $4,900. I have attached a breakdown showing the changes to the contract that we are proposing as compared to the original. 5/13/2011 � � 2 k I V � � T 0. { / Cƒ �k 07 \� $� %\ m= cu » \ ƒ \6 32 \) ^ \/ . , � \ a. CL \0� E a) CL 7�{ /6 \ \0 v E »» 7 »2 - -- —� / ° 7- - C / \ , / ) /)) // ƒ cu » \ ƒ \6 32 \) ^ \/ . , � E zvi u., c im! Scott tits PLoincis, ! iS�3t> arch cc °s .Svr.c.tse A1ham R oche-,;! C!�r 1c is: i, X tN Cam r, H01 rie�e��atiK,4� 50 April 6, 2011 Mr. William J. Gray, P.E. City Engineer City Of Ithaca Department of Public Works 108 East Green Street Ithaca, New York 14850 Re: Proposed "Hard Fill" Site in the Town of Ithaca and Beneficial Use Determination — Water Treatment Plant Sludge Amendment to Contract for Services File: 1307,001 Dear Mr. Gray: As a follow up to our recent meeting with Scott Gibson. and Erik Whitney, Barton & Loguidice, P.C. (B &L) is pleased to submit this proposed amendment to our existing Contract for Services originally dated March 26, 2010 for work associated with the proposed Hard Fill site in the Town of Ithaca. The primary rationale for this proposed amendment is to capture changes in scope of work that have arisen through further coordination with the Town of Ithaca. Specifically, the City of Ithaca has elected to pursue development of this site only for the use of hard -fill disposal and not as a composting facility. While this change will eliminate some scope of work, it is also necessary to add additional tasks to better assist the City of Ithaca with development of the Storm Water Pollution Prevention Plan and other necessary documentation required by the Town of Ithaca for pennitting and approval of the proposed Hard Fill site. Additionally, upon request of the Department of Public Works, B &L has prepared (as part of this proposed amendment) an engineering services proposal to prepare a Beneficial Use Deternination (BUD) on behalf of the City of Ithaca for the City of Ithaca Water treatment Plant for submission to the NYSDEC. The BUD would request that the City's water treatment plant (WTP) biosolid residuals be utilized to make fill material or blended topsoil to be used in City construction and landscaping projects. Currently the WTP residuals are hauled under contract for disposal at the Seneca Meadows Landfill. The hauling costs alone make the cost to dispose of the solids significant. The following describes the proposed changes to the existing Contract for Services related to the Hard Fill Site and defines the proposed Scope of Services for preparation of a Beneficial Use Determination (BUD). 1. Hard Fill Site Amendments to the Hard Fill Site Scope of Services B &L will continue to assist the City with development and completion of documents required for submission of a Fill Permit Application to the Town of Ithaca for the proposed Hard Fill Site. Preparation of these documents will be by the City with assistance from B &L. As discussed with the City, the fee for eliminated tasks related to the Hard Fill site project would be rolled into m _ ten ' ..We_ r m Mr. William J. Gray, P.E. City of Ithaca April 6, 2011 Page 2 remaining tasks to cover the expense of the additional (new and revised) tasks. The tasks and fees listed below will supersede those listed in the Contract for Services dated March 26, 2010. Task 1: Site Layout Planning - B &L wi I1 meet with the City and Town of Ithaca to review the proposed activities on the site and develop a conceptual site layout plan with approximate areas required for placement of hard fill materials. B &L will determine site limits through correspondence with Town of Ithaca. For this task we have assumed that the City will provide a complete site survey. ................................................ I ......... I ............................... Original Fee $5,000; Revised Fee $7,000 Task 2: Facility Sizing and Siting— This task is no longer required and will be eliminated. ................................................................... ............................... Original Fee $2,500; Revised Fee$0 Task 3: Develop Facility Operating Criteria - This task is no longer required and will be eliminated. ................................................................... ............................... Original Fee $1,500; Revised Fee$0 *Task 4: Grant Assistance ( *Optional Task *) — This task was not originally selected by the City. ............................................................................ ............................... .......................Original Fee $0 Task 5: Site SWPPP — B&L wi I assist with the completion of the required site Stormwater Pollution Prevention Plan (SWPPP) related to permitting for the proposed Hard Fill Site. Development of the SWPPP will be in accordance with NYSDEC SPDES General Permit GP -0- 10-001 and other specific requirements of the Town of Ithaca's MS -4 program. The City has initiated development of the SWPPP in accordance with an earlier SPDES General Pen-nit; however, revisions are required to meet current SPDES General Permit requirements. ................................ . .... I ................ I ... I —' ..... ... ................... Original Fee $2,700; Revised Fee $5,000 Task 6: Compost Site Registration Form — This task is no longer required and will be eliminated. ............................................ ............................... ....................... Original Fee $1,400; Revised Fee$0 Task 7: Associated Documentation —A Facility Plan including a leachate control plan, an access control plan, a material confinement plan, a process control plan, a record keeping plan and annual reporting requirements, a dust control plan, a vector control plan, an odor control plan, noise level estimates and a closure plan is no longer required. Instead, the following plans will be developed in support of the SWPPP and as part of the Fill Permit Application to the Town of Ithaca: A stormwater control plan and a site restoration plan which will include a planting plan with associated vegetative treatment specifications. B &L will also assist the City with development of phasing plans (for placement of fill on the site). ........................................................... ............................... Original Fee $2,900; Revised Fee $4,000 Task 8: Town of Ithaca Meetings / Coordination /Correspondence and Additional Service Requests — Coordination and attendance at meetings with the NYSDEC is removed from this task and coordination and attendance at meetings with the Town of Ithaca is added to this task. B &L will maintain active contact with Town of Ithaca throughout the Fill Permit Application process. We `dblserver4.barton.local \Project Data\] 300 \1307 - (C) Ithaca\1307 001 \001 -S -SW -}lard Fill, Cmpstng Rpmn\l STARTUP\ I PROPOSAU70, 1 1029 Ithaca (C) -Hard Fill- revised SOS - 03181Cdoc rwst L dip Mr. William J. Gray, P.E. City of Ithaca April 6, 2011 Page 3 will also meet as necessary with the Town of Ithaca's Planning and Engineering Staff to coordinate the design and permitting issues. These meetings are expected to include attendance at a minimum of two (2) Planning Board Meetings, one (1) Zoning Board of Appeals meeting, and one (1) miscellaneous coordination meeting with Town Staff. As before, this task will also be utilized to assist City personal with any additional engineering and /or future site planning evaluations. ................................................................... ............................. Time & Expense" task item as requested by the City. The above noted scope changes result in no net fee change. Amended Hard Pill Project Deliverables The following deliverables will be provided as part of the site fill permitting process. SWPPP Documentation & Stormwater Control Plan Site Restoration Plan: a. Planting plan b. Vegetative treatment specifications 2. Beneficial Use Determination (BUD) Beneficial Use Determination Scope of Services Task 1 - Project Kickoff Meeting and Existing Data Review: B &L will attend a kickoff meeting and make a site visit to the solids settling basins at the City Water Treatment Plant to discuss the project, and in particular, the scope of work, project schedule, and define lines of communication. Prior to or as a part of this meeting, B &L will request pertinent information including the existing WTP site plan, any permits or previous BUD approvals, any solids laboratory testing results, and more details on the intended use and volumes of the material. In addition, B &L will discuss the project with the appropriate DEC personnel in an effort to streamline efforts and to identify areas of focus for the BUD application. Based on the results of the City meeting, the DEC telephone conversation, and the assembled data, B &L will develop a list of testing and monitoring required to complete the BUD application process. All sampling and testing will be completed by City staff at a laboratory retained by the City. Note that sampling and testing costs are not included in this proposal and will be paid directly to the tab by the City. Task 2 - Prepare a BUD Application: B &L will prepare and send a draft BUD application, including a preliminary concept plan for a stockpile and mixing area, to the City for review. Based on City comments, B &L will make the appropriate revisions to the draft BUD and submit to the NYSDEC for review and approval. \ \blse"er4.barton local\Pro}ect Data\1300\1307 - (C) Ithaca \1307.001 \001 -S -SW -Hard Fill- Cmpstng Rgstrtn \t STARTUPA PROPOSAL\701 1024 Ithaca (C)-Hard Fill- revised SOS - 031811 doc tt a_ Mr. William J. Gray, P.E. City of Ithaca April 6, 2011 Page 4 B &L will revise the BUD in accordance with NYSDEC comments and submit the final application. Beneficial Use Determination Meetings B &L will conduct two meetings with the City to include one kickoff meeting and a second meeting to discuss the BUD application, City comments, and draft content. Beneficial Use Determination Fee for Services B &L proposes to provide the scope of services described herein for a lump sum fee of $6,900. This represents a 56 -hour effort. The application will require approximately four weeks to prepare. Thank you for the opportunity to continue to be of service to the City of Ithaca. If you have any questions, please do not hesitate to contact us. Very truly yours, BARTON & LOGUIDICE, P.C. Scott D. Nostrand, P.E. Senior Vice President SDN /CAW /jjb cc: Erik Whitney, P.E., Assistant Superintendent of Public Works Scott Gibson, Environmental Engineer Authorization Barton & Loguidice, P.C. is hereby authorized by the City of Ithaca to proceed with the services described herein in accordance with the Terms and Conditions proposed herein. Signature Date \\bIwtwer4.barton. local \Project Data \1300 \1307 - (C) Ithaca,] 307.00 MOI -S -SW -Hard Fill, Cmpstng Rgstrtn \I STARTUP \I PROPOSAL\701 1029 Ithaca (C)•Hard Fill- revised SOS - 031811.doc S � � � # % /66 /// _\\ § § k// \RR 233 }$4 Esa C: 'E /\\ ecc \ \0 7 c c ?6_ \ kGeR 7 >2� =E_U) E E § = o e = U) 33 /g ; E _/» (� \ §§_ )/\ / c k I k e E \ E / _ k e g E // RR /� /\ \ ) $/ \ G /k » ƒ 5 & /ƒ 411*5 • • • (please type or print in black ink) If you are interested in serving as a member of an advisory commit complete the form below. Forms should be returned to the City Clerk' Green Street, Ithaca, NY 14850. Please attach additional sheets if ne may wish to attend a meeting of the committee if you have not yet done call the City Clerk's office at 274 -6570 if you have any questions. Name of Advisory Board /Committee : T2OA,f -D OE FUSL I C WOU. , )card, plea S-fice at _k so. - --FIease Meeting Time & Place: 263A 3�° +irK 1nlCr� (OUtJUL Ct3rimUi c, Length of term :3 yl�) Applicant name: [zo(-( op} , � -i� Date of application: 4' Address: SZ ODP-'1 AuR.0&A ST , TU4>� ! H I q 6 o Telephone Loj,zLJL,399 zy2,3T (work) S�a1�1r Length of residence in City P Z E -Mail Address: 9p &H0?.,ACH 6t (ycadL �N` Occupation (s) /place of business ARL- t1TpCTU2Al DQS1S1�%2(1- /SCtS�AttJA(l( I�VeU�f j�IANL Education: S jR1)cA.tI"S (AKtVejL2c 111 Sri OD Qt-z- Aa c+i I MC 4,TC (schools /degrees /specialties) Why are you interested in this position? ,� To uyg. 10 AN 6-tor-40 Ic✓3wY At-Jo SCI, -L,L -Y VIBaAtJT G TtinT IS 12-tStLIFt,)T AtJb t_1VE -A5U-E ttl 7-WE t=AC.P e3ti. i2tCiKie- t=kw -7 L `F- FF-EX, -11aAT WOfRKIt4t, TO tNSU is T+-r+ -t 3jE t �1F-RACrituc wze �` ST2rnS StRViNc, —V4i E C l JaNc, ITS TAAFS1DeJrS Ai2E tMAtt.ATAITJ�, AN0 RE DEVELPPE -7 (iJ A MANNIE"R 11�)Al- IS E(OIJQNICALL°j AtJP FNV1t2-o/JMgNTLL'( S>t5 ?ht1JN(3tt✓ IS -A CPAII L fL)LZT cF IWAT CoAL, What particular strengths would you bring to this position? Z P &VE A jayEAg FSAc C{ROVQQ fIJ A(ZC43IT2GTNt2> QCWSIL -A) nftQ LAOD DirVt -Lo rsN -rPyt A �AmILI,5pZIT`� W117� T73E t✓ c. N ttA L nS PEC S (2F CAV I C Itj f 0, ASTRttC- -t'jaF SfS�S A Jp t�Jd TIJt T I NJVA RE- ,*Sr 2 S WAZ,E 5 a +.1/J E N Mtc L 63%-V A) Apf kAC41ZS., PNIQ A " SYSTe.WiS 1 1 n1KEW , Z WOV LA IR R-t NCB is LoNc, 'T rv1 , OP L I ST K- 662-Sf E'CR I t To tt l IaSi12Uc� t (}Q C S K4Ni AND 4 E fit✓ A V t Wm e, `L+FsusS;aueT'IRAf CA -tUE� tS NUSS gE AD w- S-0 &-f Tp-f- D. Experience and community affiliations: FLX7)�S£ c.¢ fZ. &A" J�Utgc Please return completed application /resume to the City Clerk's office at the above address. *PLEASE NOTE: APPLICATION WILL BE KEPT ON FILE FOR ONE YEAR FROM DATE OF APPLICATION. 0 527'/2 North Aurora St , Ithaca, NY 14850 607.342.3599 r.inorache it newearthstrategies.com Experience 2008 — Present: President - New Earth Strategies New Earth Strategies is a consultancy providing design and development planning for builders and developers. Our areas of expertise are in low - energy affordable housing, the planning of pedestrian - oriented communities, and the creation of urban design strategies which foster resiliency in the face of energy descent and climate change. We continually research, document and promote new approaches in both green building and sustainable land use, and apply it to our projects in a manner that balances environmental and social gains with overall affordability. 2007 —2009: Managing Partner - Connect Ithaca LLC Connect Ithaca LLC is a company researching sustainable mobility modes and urban design strategies for Ithaca. I am the primary author of the concept plan upon which the Cl vision is based, have conducted core technical and planning research and have created many of Cl's presentations. In connection with Cl's research, I have also been a guest lecturer at Cornell University's School of City and Regional Planning. 2006 —2008: Adjunct Professor of Resign, Syracuse University. Courses taught at Syracuse University included senior level interior design studios and classes in drawing and visual communication. Woven through the curriculum was a constant emphasis on environmental sustainability, practical yet creative solutions, and a high standard of professional ethics. I was also involved in the Design Department's community outreach, which engages students in real design projects for not- for - profits and community groups in the Syracuse area. 1994— 2008: Self - employed architectural support consultant I served three upstate architectural firms with outsourced support to handle projects that their regular staff members were unable to accommodate due to either time constraints or limitations of their technical abilities. My focus was in providing background technical and design support to architects from a project's inception through the construction document phase. I also handled some training of staff. Each firm routinely handled most client contact and negotiations, bidding, contracts, specifications and construction management in- house. These firms included: C. Lewis Tomaselli Architects, 1432 Genesee St. Utica, NY Craig Poihamus, Architect, 215 North Park St. Fayetteville, NY J. S. Hagan, Architect P.C. 180 Intrepid Lane, Syracuse, NY C. Lewis Tomaselli Architects - 1 began consulting with Chuck Tomaselli at CLT Architects in 1994, first as an outsourced CAD draftsman and soon after as a project - architect handling most of his light commercial, residential and public housing projects from initial design through the construction document phase. Much of the work for CLT architects was single and multifamily housing rehabilitation for the city of Utica, including aspects of Hope 6 neighborhood revitalization planning. The firm also focused on rehabilitation and adaptive re -use of commercial properties and public facilities. Private residential work usually involved additions or renovations as opposed to new construction, with a special emphasis on closely integrating physical environments and client lifestyles to create more fully workable everyday lives. With the exception of field visits and client meetings, work for CLT Architects was handled electronically in a virtual office setting. Craig Polhamus , Architect - My work with Craig Polhamus had its primary focus on new residential construction and small scaled community facilities. 1990 —1997: J.S. Hagan Architect, P.C. I began working with Jim Hagan as a draftsman in 1990, and replaced his project architect in 1993. The work focus at J. S. Hagan was on light -steel and wood frame commercial building projects, commercial and residential development planning, and single family residential projects from 1504sf to 7000sf. In addition to the design and construction document phases, I was engaged in client contact, code analysis, site planning and environmental review, bid coordination, contractor contact, shop drawing review, field supervision, and coordination of field changes and documentation. In 1995 1 set up the AutoCAD 13 CADD system and standards for the office, which had before then been paper- based. The firm was a fast - paced, construction oriented design -build environment, with a high degree of multi- tasking and time management involved. The extreme emphasis on budgetary restraint, deadlines, and the straightforwardness of solutions has had a formative impact on my own approach to design. In 1997 1 left J. S. Hagan to devote full time to my own business, ultimately offering Jim Hagan consulting services until 2002. Education • Syracuse University School of Architecture, Class of 1989 • Summer internships with Architects Incorporated, Northampton, MA, 1985 —1988: Duties included drafting, design presentations, field surveys and coordination for residential and institutional projects in Western Massachusetts. • Holyoke Catholic High School, class of 1984 Volunteer work ■ Green Resource Hub - Board Member active in development of the Sustainable Enterprise and Entrepreneur Network, Eco -city Investment Fund, and consumer education programs promoting "green" lifestyles. ■ Upstate NY Bioneers Conference - member of core team developing conference programming related to planning and sustainable urban design principles. ■ Sustainable Tompkins - Developing outreach and education program promoting sustainable land use and compact urban development as a core strategy to insure regional economic resiliency in the face of climate change and energy descent. ■ Habitat for Humanity, Albany — Conducting sustainable design and development research in conjunction with the Sage College design department, for use in HFH inner city re- development efforts.