HomeMy WebLinkAbout01-23-02 Budget & Administration Committee Meeting Agenda BUDGET AND ADMINISTRATION COMMITTEE
JANUARY 23, 2002
7 :30 P.M.
COMMON COUNCIL CHAMBERS
AGENDA
Statements from the Public
Amendments to Tonight' s Agenda
A. Common Council
1 . Briefing by Red Cross on Emergency Management Preparations
B. Fire Department
1 . Request to Establish Capital Project for National Weather
Service Transmitter - Resolution
C. I U R A
1 . A Resolution Authorizing the Guarantee by the City of
Ithaca of the Payment of the Principal of and Interest on
Certain Indebtedness of the Ithaca Urban Renewal Agency
D. Chamberlain
1 . Request to Amend Tax Bill - Resolution
2 . Approval of Certificate of Authority to Invest Funds at
Fleet Bank - Resolution
E. Youth Bureau
1 . Request to Approve Recreation Partnership Terms of
Agreement - Resolution
F. Reports
1 . Approval of October, 2001 Budget Meeting Minutes
2 . Approval of September 25, 2001 and October 29, 2001 B & A
Minutes
3 . Mayor' s Report
4 . Council Members' Announcements
5 . Next Month' s Meeting: MONDAY, FEBRUARY 25, 2002, 7 :00 P.M.
COMMENTS TO BUDGET AND ADMINISTRATION COMMITTEE
OF CITY OF ITHACA COMMON COUNCIL
BY CHARLES NOCERA, EXECUTIVE DIRECTOR
TOMPKINS COUNTY CHAPTER, AMERICAN RED CROSS
JANUARY 23, 2002
Introduction
These comments are from the perspective of a not for profit agency whose mission includes helping the
individuals and communities in their service delivery area prepare for, respond to and recovery from disasters,
community distress and other emergency situations.
Phases of Emergency Management See Attachment 1
Phases of Disaster Recovery See Attachment 2
Recent History:
May 1999 to January 2000 Involved in interagency planning for Y2K.
Late November 1999 Attendance at Intergrated Emergency Management Training at FEMA's
Emergency Management Institute in Emmittsberg, Maryland.
September 2000 to Present Emergency Management Group.
September 2000 to Present Human Needs Task Force.
February 2001 to Present Tompkins County/City of Ithaca Interagency Exercise Development Team.
June 2001 High Rise Exercise at Titus Towers.
Proposed April 2002 Weapons of Mass Destruction Exercise.
Human Needs Task Force:
The Tompkins County Chapter of the American Red Cross was charged by the Tompkins County Emergency
Management Group to be the lead agency in the development of a human needs annex of the updated
countywide Emergency Plan and coordinate the human needs component during all phases of emergency
management and disaster recovery.
The structure of the HNTF is along functional lines. See Attachment 3.
Gaps and shortfalls have been identified.
Issues to be addressed by the City of Ithaca:
Human Resources: Leave Policy for Staff. (Registered and spontaneous volunteers).
1. Internal Emergency Management Needs Assessment.
2. Identification of staff with skills to address needs.
3. Collective Bargaining Issues.
4. Duties as assigned.
Resource Needs
Continuation of participation and support of the Emergency Management Group.
ATTACHMENT
HUMAN NEEDS TASK FORCE
PHASES OF EMERGENCY MANAGEMENT
I. MITIGATION (GET RID OF IT BEFORE IT HAPPENS)
-ACTIVITIES WHICH OCCUR BEFORE THE EMERGENCY OR DISASTER
-ELIMINATE OR REDUCE THE PROBABILITY OF OCCURRENCE
-INCLUDE ACTIONS TO POSTPONE, LESSEN, DISSIPATE OR REDUCE THE
EFFECT
II. PREPAREDNESS (GET READY FOR IT)
-MINIMIZE DISASTER DAMAGE
-ENHANCE DISASTER RESPONSE ACTIONS
-ORGANIZATIONS AND INDIVIDUALS GET READY TO RESPOND
III. RESPONSE (DEAL WITH IT)
-PROVIDE EMERGENCY ASSISTANCE
-REDUCE PROBABILITY OF ADDITIONAL INJURIES/DAMAGE
-SPEED RECOVERY OPERATIONS
IV. RECOVERY (GET OVER IT)
-RETURN SYSTEMS TO NORMAL LEVELS
- CAN BE SHORT TERM, LONG TERM OR BOTH
ATTACHMENT 2
HUMAN NEEDS TASK FORCE
PHASES OF DISASTER RECOVERY
I. EMERGENCY
-ADDRESS THE IMMEDIATE NEEDS CREATED BY THE ONSET OF THE
DISASTER
EXAMPLES:
-EVACUATION
-SHELTERING
-FEEDING
-PERSONAL NEEDS
-REPLACEMENT MEDICINE, HEARING AIDS, GLASSES
-STRESS DEBRIEFING
II. INTERMEDIATE
-ADDRESS THE NEEDS IDENTIFIED THROUGH ASSESSMENT OF DAMAGE
AND CLIENT'S CIRCUMSTANCES
EXAMPLES:
-DEBRIS CLEARANCE
-CLEANUP AND/OR DECONTAMINATION
-RECONSTRUCTION AND/OR REPAIRS
-CRISIS COUNSELING
-INDIVIDUAL ASSISTANCE PROGRAMS AND/OR GRANTS
-ONGOING SHELTERING AND FEEDING
-ASSISTANCE IN LOCATING REPLACEMENT HOUSING
-HOUSEHOLD GOODS
III. LONGTERM
-ADDRESS THE UNMEET NEEDS
EXAMPLES:
-SPECIAL HOUSING
-TRANSPORTATION ISSUE
ATTACHMENT 3
HUMAN NEEDS TASK FORCE
COORDINATION
SHELTER DOMESTIC
PETS
FEEDING BULK DISTRIBUTION
HEALTH SERVICES SPECIAL NEEDS
GROUPS
MENTAL HEALTH
SERVICES
INDIVIDUAL& ASSISTED RECOVERY
FAMILY SERVICES Building Repair
LOGISTICS VOLUNTEER DONATION COMUNICATION
MANAGEMENT MANAGEMENT
s f:
CITY OF ITHACA
t� •et 310 West Green Street Ithaca, New York 14850-5497
�OAPoTEB`�O OFFICE OF THE FIRE CHIEF —
Telephone: 607/272-1234 Fax: 607/272-2793
MEMORANDUM
TO: DOMINICK CAFFERILLO
FROM: MARCIA E.LYNCH,DIRECTOR OF DEVELOPMENT
SUBJECT: B&A AGENDA ITEM FOR MEETING OF 12/20
DATE:: DECEMBER 13,2001
As we have discussed,please include the following item,submitted by the Fire
Department(Emergency Management)on the Budget and Administration Committee's
December 20,2001 agenda:
• Establishment of Capital Project—National Weather Service transmitter
See proposed resolution attached. We will be at the meeting to provide further
information.
"An Equal Opportunity Employer with a commitment to workforce diversification." L�
f�1
m.
Proposed resolution: Establishment of Capital Project— National Weather Service Transmitter
Whereas,the City of Ithaca,through efforts of the Ithaca Fire Department,will soon receive$75,000 in
grant funds awarded by the Rural Utilities Service(RUS)of the U.S. Department of Agriculture,to support
installation of a National Weather Service transmitter,which will extend National Weather Service(NWS)
coverage to this area;and
Whereas,these grant funds will support the entire cost of this project,at no cost to the City,including
acquisition and installation of the transmitter and associated equipment at a site donated by Ithaca
College;and
Whereas,on October 3,2001,Common Council authorized,and Mayor Cohen on October 24,2001
signed,on behalf of the City of Ithaca,a Memorandum of Agreement with the National Weather Service,
which will transfer ownership of the acquired facilities to the weather service once installed,so that NWS
can assume maintenance and operating costs;and
Whereas,the City Controller has advised that establishment of a capital project is the appropriate
financial mechanism to accept the grant funding and support acquisition and installation of the equipment
prior to transfer; now,therefore,be it
RESOLVED that Common Council hereby authorizes establishment of a capital project to support this
purpose and,further,authorizes the City Controller to transfer grant funds received from the Rural Utilities
Service to the appropriate capital account.
WILLKIE FARR&GALLAGHER n M I THOMAS M. ROTHMAN
212 728 8269
trothman@willkiexom
JAN 14 2002 787 Seventh Avenue
New York,NY 10019-6099
By Tel: 212 728 8000
January 11, 2002 Fax:212 728 8111
Mr. Dominick R Cafferillo
City Controller
City of Ithaca
108 East Green Street
Ithaca,New York 14850-5690
Norma Schwab,Esq.
City Attorney
City of Ithaca /
108 East Green Street
Ithaca,New York 14850
Dear Dominick and Norma:
I have revised and enclose for your use the following:
1. Common Council resolution authorizing the Guarantee. The sole change is in changing
"2001"to"2002".
2. Urban Renewal Agency resolution authorizing the issuance and sale of the Agency's bonds or
notes. I have changed the date from"2001" to"2002" and deleted the form and substance of
the obligations. When I attempted to write a form of bond and form of note to be attached as
an exhibit, I found that the same are so dependent upon the business arrangements finally
agreed upon that I could not do this. Accordingly, I have added a delegation to the Chairman
or Vice Chairman to approve the form and substance of the note or bond, which I will prepare
as soon as the details are known.
3. Urban Renewal Agency resolution approving Ithaca Neighborhood Housing Services as a
qualified and eligible sponsor of the Neighborhood Housing Initiative Program. There are
blanks in this resolution reflecting prior Agency action and the date of the hearing. I have not
received from the City either a copy of the resolution I have previously sent calling the hearing
or printer's affidavit of publication of the notice of the hearing and, accordingly, I do not know
the date of adoption of that resolution or the date of the hearing.
NEW YORK WASHINGTON, DC PARIS LONDON MILAN ROME FRANKFURT
989468.1
Assuming the City wishes to continue, after the hearing the Agency should adopt the two resolutions.
A majority vote of the entire voting strength of the Agency is required for each. At the appropriate
time, after Agency action on the above, the Common Council should adopt the Guarantee resolution.
This resolution requires the affirmative vote of at least two of the voting strength of the Common
Counsel.
When available,please return to me a certified copy of each of the enclosed resolutions together with a
certified copy of the resolution calling the hearing and the printer's affidavit of publication of the notice
of the hearing.
With best wishes,
Very truly yours,
Thomas M.Rothman
TMR:pds
Enclosures
989468.1
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a
RESOLUTION DATED ,2002.
A RESOLUTION AUTHORIZING THE GUARANTEE BY THE CITY OF
ITHACA, TOMPKINS COUNTY, NEW YORK, OF THE PAYMENT OF THE
PRINCIPAL OF AND INTEREST ON CERTAIN INDEBTEDNESS OF THE
ITHACA URBAN RENEWAL AGENCY AND APPROVING THE FORM AND
SUBSTANCE OF A GUARANTEE, AND PROVIDING FOR OTHER
MATTERS IN CONNECTION THEREWITH RELATING THERETO.
WHEREAS, the Ithaca Urban Renewal Agency (the "Agency") proposes to issue its
revenue bonds and notes (the "Obligations") to finance the cost of the Neighborhood Housing
Initiative Program proposed to be undertaken by the Agency within the Ithaca Community
Development/Urban Renewal Project Urban Renewal Area in the City of Ithaca (the "City"),
including certain costs of issuance thereof and other costs and expenses(the"Initiative");and
WHEREAS, pursuant to Section 503-a of the General Municipal Law,the City is authorized
to guarantee the principal of and interest on indebtedness contracted by the Agency; and
WHEREAS,the City, pursuant to Article 8 of the Environmental Conservation Law and the
regulations promulgated thereunder by the State Department of Environmental Conservation
("SEQR ."), declared itself"lead agency" for the Initiative, determined that the Initiative, including
the issuance of the Obligations to pay costs thereof, is an "Unlisted Action" and that the
implementation and funding of the Initiative, as proposed, will not have any significant
environmental effects upon the environment; and
WHEREAS, the Common Council is desirous of authorizing the guarantee by the City of
the principal of and interest on the Obligations of the Agency to be contracted, from time to time,
for the Initiative;
NOW,THEREFORE,BE IT
972205.4
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RESOLVED, by the Common Council of the City of Ithaca, Tompkins County,New York,
as follows:
Section 1. The guarantee by the City of the principal of and interest on the Obligations
of the Agency to be issued, from time to time, for the Initiative, as more fully described in the
preambles hereof,is hereby authorized; provided, however,the maximum amount of such guarantee
shall not exceed in the aggregate sum of the amount authorized by Section 4, Article XVIH of the
State Constitution(the"Guarantee").
Section 2. The Guarantee shall be evidenced by the execution and delivery by the City
Controller of a Guarantee substantially in the form presented to this meeting and annexed hereto as
Exhibit A. The form and substance of the Guarantee are hereby approved. The Guarantee shall
apply whether the Obligations of the Agency are issued and sold as bonds or notes, including
renewal notes or bonds issued to renew notes and whether such Obligations are issued and sold
upon such terms and conditions that interest payable thereon shall be includable or excludable in the
computation of gross income of the owners thereof for purposes of federal income taxation. In the
event that the Obligations of the Agency are refunded,the Guarantee may also apply to the payment
of the principal of and interest on any refunding obligations of the Agency.
Section 3. The City Controller is hereby authorized, for and in the name of and on behalf of
the City, to execute and deliver the Guarantee, in substantially the form thereof presented to this
meeting.
Section 4. The City Controller, and all other officers, employees and agents of the City, are
hereby authorized and directed, for and in the name and on behalf of the City, to do all acts and
things required or provided for by the provisions of the Guarantee and to execute and deliver all
such additional certificates, instruments and documents, pay all such fees, charges and expenses and
972205.4
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to do all such further acts and things as may be necessary, or in the opinion of the officer, employee
or agent acting, desirable and proper to effect the purposes of the resolution and to cause
compliance by the City with all of the terms, covenants and provisions of the Guarantee binding
upon the City.
Section 5. This resolution shall take effect immediately.
972205.4
Exhibit A
FORM OF GUARANTEE
GUARANTEE, dated as of the date of issue of the Obligations hereafter described, made
pursuant to Section 503-a of the New York General Municipal Law and a resolution of the
Common Council of the City of Ithaca, Tompkins County, New York, duly adopted pursuant
thereto on February 6 , 2002, acting by and through its City Controller as provided in said
resolution, relating to $ 2,000,000 Neighborhood Housing Initiative
Revenue [Note(s)] [Bond(s)], 200 2___, dated , 200_ (the "Obligations") of the
Ithaca Urban Renewal Agency(the"Agency").
The City of Ithaca, Tompkins County, New York (the "City"), hereby irrevocably and
unconditionally agrees to pay to the registered owners of the Obligations(the"Registered Owners")
any payment of principal of and interest, or only interest,as the case may be,due and payable on the
Obligations ("Debt Service")which shall be unpaid because of Nonpayment (as defined below)by
paying, or causing to be paid, to the Fiscal Agent (as defined below) Debt Service on the
Obligations in the manner described below, except in those circumstances herein described in which
any payment of Debt Service will be made directly to the Registered Owners; provided, however,
that in no event shall the aggregate total of all payments of Debt Service made by the City
hereunder exceed the lesser of$ or the actual amount which shall become due for
the payment of Debt Service but shall be unpaid because of Nonpayment(as defined below).
The City, in recognition of its irrevocable and unconditional agreement to pay Debt Service,
hereby waives its rights to any defenses that may limit or alter its obligations under this Guarantee
and agrees that the obligations of the City under this Guarantee will not be released, reduced or
discharged in the event the obligation of the Agency to pay Debt Service becomes unenforceable or
upon the bankruptcy of the Agency. The City fiuther agrees that it will not be entitled to
subrogation rights until the Obligations are paid in full.
"Nonpayment" means: (a) failure of the Agency to pay, or cause to be paid, Debt Service
on the Obligations to the fiscal agent for the Obligations, appointed pursuant to that certain fiscal
agent agreement between the Agency and such fiscal agent relating to the Obligations (the"Fiscal
Agent'), at least five Business Days(as defined below)prior to any date on which Debt Service on
the Obligations is due and payable (a"Debt Service Payment Date")and which payment failure by
the Agency shall be continuing on the date two Business Days(as defined below)following receipt
from the Fiscal Agent of a Notice of Nonpayment (as defined below), or (b) the avoidance and
recovery of any payment of principal of or of interest on the Obligations from the Fiscal Agent or
the Registered Owners by a trustee in bankruptcy, debtor or debtor in possession, as the case may
be, or any person or entity acting on their behalf, as a preferential transfer under Section 547 of
Title 11 of the United States Code or any successor federal bankruptcy law governing the avoidance
of preferential transfers, pursuant to a final court order, which is not or no longer subject to appeal
or rehearing.
Except in the circumstances described below,payments under this Guarantee shall be made
by the City in immediately available funds to the Fiscal Agent no later than two Business Days (as
defined below) following receipt by the City from the Fiscal Agent of notice in the form and given
972205.4
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in the manner specified below(a"Notice of Nonpayment"). "Business Day" means any day other
than a Saturday, Sunday or a day on which the offices of the Fiscal Agent or the City are authorized
by law to remain closed.
A Notice of Nonpayment:
(a) in the event of a failure by the Fiscal Agent to have received from the
Agency moneys sufficient for the payment of Debt Service at least five Business Days prior
to any Debt Service Payment Date
(i) shall be mailed by express mail, next day delivery, or sent by
overnight service or courier not less than four Business Days prior to the Debt
Service Payment Date to which it pertains; and
(ii) shall state that the Fiscal Agent has not received from the Agency or
any other source or party at least five Business Days prior to such Debt Service
Payment Date an amount or amounts sufficient for the payment of such Debt Service
Payment Date of Debt Service payable on the Obligations,or
(b) in the event that funds shall have been paid to the Fiscal Agent as provided
herein for the payment of Debt Service on the Obligations on any Debt Service Payment
Date, and either(x)the Fiscal Agent is precluded form making payment with such funds by
actions of a trustee in bankruptcy, debtor or debtor in possession, as the case may be, or any
person or entity acting on their behalf, pursuant to a final court order, which is not or no
loner subject to appeal or rehearing or (y) there occurs an avoidance and recovery by any
such trustee in bankruptcy, debtor or debtor in possession, as the case may be, or any person
or entity acting on their behalf, pursuant to a final court order, which is not or no longer
subject to appeal or rehearing of any Debt Service Payment on the Obligations from the
Fiscal Agent or the Registered Owners of the Obligations
(i) shall be mailed by express mail, next day delivery, sent by overnight
services or courier as soon as possible,
(ii) shall state which of such contingencies shall have occurred; and
(iii) shall be accompanied by a duplicate original or certified copy of the
order or instrument received by the Fiscal Agent barring such payment or requiring
such repayment and, in the case of such repayment, by evidence satisfactory to the
City that such repayment has been made.
A Notice of Nonpayment shall, in either event, be in writing, shall be executed by a duly
authorized officer or employee of the Fiscal Agent, and shall set forth(i)the Debt Service Payment .
Date to which such notice pertains, (ii) the aggregate amount of Debt Service to be paid on said
Debt Service Payment Date, (iii)the amount, if any, received by the Fiscal Agent from the Agency
or any other source with respect thereto or otherwise available therefor, and (iv)the amount to be
paid by the City hereunder(which amount, when added to the total of amounts theretofore drawn
hereunder, if any, shall not exceed$ ).
972205.4
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A Notice of Nonpayment shall be deemed to be received by the City upon delivery thereof
to the City Controller at the address set forth below if such delivery is made on a Business Day
between the hours of 9:00 a.m. and 4:00 p.m.; if delivery is made at any other time, then receipt
shall be deemed to occur on the Business Day next following such receipt between the hours of 9:00
a.m. and 4:00 p.m.
Notices of Nonpayment and any other communications with respect to this Guarantee shall
be to the following addresses:
City of Ithaca.
108 East Green Street
Ithaca,New York 14850-5690
Attn: City Controller
The City shall not be responsible under this Guarantee for the payment on any Debt Service
Payment Date of any amount exceeding the aggregate Debt Service due on the Obligations on such
Debt Service Payment Date, and in no event shall the City be responsible under this Guarantee for
the payment of any amount which would cause.the total amount drawn hereunder to exceed the
limit hereinbefore provided.
If a Nonpayment occurs more than 123 days after the final payment on the Obligations,
payments to the City under this Guarantee shall be made directly to the Registered Owner of each
Bond affected thereby. Such payments will be made by the City not more than two Business Days
after delivery to the City of a notice given in the manner set forth above for delivery of Notices of
Nonpayment, setting forth details of the Nonpayment. Such notice shall be executed by each
Registered Owner of each Bond or by their duly appointed agent or attorney, and shall be
accompanied by evidence satisfactory to the City that such Nonpayment has occurred, and shall
specify the Debt Service Payment Date with respect to which it has occurred,the amount payable to
such Registered owner on such Debt Service Payment Date, the portion thereof which such
Registered Owner has been required to repay and the amount requested to be paid by the City
hereunder on account thereof
IN WITNESS WHEREOF, the City Controller of the City of Ithaca has signed this
Guarantee as of the date first above written.
By:
City Controller
972205.4
A RESOLUTION AUTHORIZING THE ISSUANCE AND SALE OF THE
AGENCY'S NEIGHBORHOOD HOUSING INITIATIVE REVENUE BONDS
AND NOTES AND THE EXECUTION OF RELATED DOCUMENTS.
WHEREAS, by Articles 15 and 15-A, and Section 608 of Article 15-B, of the General
Municipal Law of the State of New York, as amended (collectively, the "Act"), the Ithaca Urban
Renewal Agency (the "Agency")was created with the authority and power to, among other things,
provide for the acquisition, construction, reconstruction and equipping of certain projects and
programs in accordance with the Act and to issue its revenue bonds and notes to pay costs of such
projects and programs; and
WHEREAS, there has been submitted to the Agency a program known as the
"Neighborhood Housing Initiative Program" (the "Initiative"), which Initiative has been approved
by the Common Council of the City of Ithaca (the "City") and consists of(i) the acquisition of
substandard residential properties, the renovation and reconstruction of such properties and the sale
of such renovated and reconstructed properties to single family or duplex owner-occupants, the
Initiative being designed as a demonstration project for the redevelopment of substandard properties
to prevent the neighborhoods in which the same are located from deteriorating and becoming
blighted and generally substandard, (ii)funding of the Initiative by the issuance of obligations of the
Agency in a principal amount not to exceed $2,000,000(the"Obligations"), which Obligations may
be in the form of revenue bonds, revenue notes, revenue notes issued to renew notes previously
issued and, or, revenue bonds issued to refund bonds previously issued to pay costs of the Initiative,
(iii) designating Ithaca Neighborhood Housing Services, a New-York not-for-profit corporation and
an IRS Section 501(c)(3) corporation ("INNS"), the qualified and eligible sponsor", pursuant to
Sections 556(2) and 507(2)(c) of the General Municipal Law and in accordance with established
rules and procedures prescribed by the Agency (the "Sponsor"), of the Initiative and (iv) entering
into an agreement by and between the Agency and INNS pursuant to which INNS will implement
the Initiative; and
WHEREAS,the City, pursuant to Article 8 of the Environmental Conservation Law and the
regulations promulgated thereunder by the State Department of Environmental Conservation
("SEQRA"), declared itself"lead agency" for the Initiative, determined that the Initiative, including
the issuance of the Obligations to pay costs thereof, is an "Unlisted Action" and that the
implementation and funding of the Initiative, as proposed, will not have any significant
environmental effects upon the environment;and
WHEREAS, the Agency has designated INHS the "qualified and eligible sponsor" of the
Initiative and now desires to authorize the issuance and sale of the Obligations;
NOW,THEREFORE,BE IT RESOLVED by the Agency as follows:
Section 1. The Agency hereby finds and determines that the Initiative is a "demonstration
project", as authorized by Section 554(15) of the General Municipal Law, and that it is desirable
and in the public interest for the Agency to undertake the Initiative and to issue the Obligations in
the principal amount not to exceed $2,000,000.
973640.3
t
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Section 2. In consequence of the foregoing the Agency hereby determines to: (i) issue and
sell the Obligations; (ii)use the proceeds of the Obligations to provide funding for the Initiative; (iii)
execute a Tax and Arbitrage Certificate in connection with the issuance of the Obligations(the "Tax
and Arbitrage Certificate");and(iv)do all other things necessary in connection with the undertaking
of the Initiative and the issuance, execution, delivery and sale of the Obligations.
Section 3. The Agency is hereby authorized to accomplish the Initiative and issue the
Obligations and to do all things necessary or appropriate for the accomplishment thereof and all acts
heretofore taken by the Agency with respect to the Initiative are hereby ratified and approved.
Section 4. The form and substance of the Agreement between the Agency and Ithaca
Neighborhood Housing Servies, a New York not-for-profit corporation and an
IRS Section 501(c)(3) corporation and the organization chosen by the Agency through a
competitive procurement process to implement the Initiative for the Agency, relating to the
implementation of the Initiative (the "Initiative Agreement") (in substantially the form presented to
this meeting), are hereby approved.
Section 5. The Agency is hereby authorized to issue, execute and deliver, from time to time,
to each purchaser the Obligations, provided that:
(a) The Obligations authorized to be executed and delivered pursuant to this
Section 6 shall (i) be in the form of a note, renewal note, bond or refunding bond, issued,
executed and delivered at the discretion of and at such time as the Chairman or the Vice
Chairman of the Agency shall determine, and (ii) be in such form and substance and bear
interest at the rate or rates, be subject to redemption prior to maturity and have such other
provisions and be issued in such manner and on such conditions at the discretion of and as
the Chairman or the Vice Chairman of the Agency shall determine.
(b) The Obligations shall be issued solely for the purpose of providing funds to
pay costs of the Initiative and the administrative, legal, financial and other expenses of the
Agency in connection with the Initiative and incidental to the issuance of the Obligations.
(c) The Obligations and the interest thereon are not and shall never be a debt of
the State of New York or any political subdivision thereof(except the City pursuant to a
certain guarantee of the Obligations) and neither the State nor any political subdivision
thereof shall be liable thereon(except the City pursuant to its guarantee of the Obligations).
(d) Neither the members, officers, employees or agents of the Agency, nor any
person executing the Obligations or the Initiative Agreement shall be liable thereon or be
subject to any personal liability by reason of the issuance, sale, execution, delivery,
distribution or use thereof.
(e) The Obligations and interest payable thereon shall be special obligations of
the Agency payable solely from the revenues and receipts derived from the guarantee by the
City thereof.
(f) Notwithstanding any other provision of this resolution, the Agency
covenants that it will make no use of the proceeds of the Obligations or of any other funds
973640.3
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which, if such use had been reasonably expected on the date of issue of the Obligations,
would have caused the Obligations to be an "arbitrage bond" within the meaning of Section
148(f)of the Code.
Section 6. The Chairman or the Vice Chairman of the Agency is hereby authorized, on
behalf of the Agency, to cause to be prepared, to execute and to deliver the Obligations and the
Initiative Agreement (which documents are hereinafter collectively called the "Transaction
Documents") and the Secretary of the Agency is hereby authorized to affix the seal of the Agency
thereto and to attest the same, all in substantially the forms thereof presented to this meeting with
such changes, variations, omissions and insertions as the Chairman or the Vice Chairman shall
approve, including a determination of the form of the Obligations, the rate or rates of interest to be
borne, prepayment provisions and the amortization and other terms of the Obligations. The
execution thereof by the Chairman or the Vice Chairman shall constitute conclusive evidence of
such approval.
Section 7. A special bank account, separate and apart from any other funds and accounts of
the Agency is hereby established, to be held and maintained by the Agency in one or more banks,
trust companies or national banking associations located and authorized to do business in the State
of New York. Said special bank account shall be designated the"Neighborhood Housing Initiative
Account". All net proceeds from any Obligations shall be deposited in such special bank account.
All funds in such special bank account shall, until duly expended, collaterally secure the
Obligations. Withdrawal from the special bank account shall be made only to pay costs of the
Initiative and as provided in Section 6(b)hereof or,to the extent that a balance shall remain in such
special bank account after payment of all costs of the Initiative have been made, for the purpose of
paying principal on the Obligations.
Section 8. The members, officers, employees and agents of the Agency are hereby
authorized and directed for and in the name and on behalf of the Agency to do all acts and things
required or provided for by the provisions of the Obligations and the Initiative Agreement, and to
execute and deliver all such additional certificates, agreements, instruments and documents,
including the Tax and Arbitrage Certificate, pay all fees, charges and expenses and to do all such
further acts and things as may be necessary, or in the opinion of the of the officer, employee or
agent acting, desirable and proper to effect the purposes of the foregoing resolution and to cause
compliance by the Agency with all of the terms, covenants and provisions of the Obligations and
the Initiative Agree binding upon the Agency.
Section 9. A copy of this resolution, together with the form of the Initiative Agreement
present to this meeting, shall be placed on file in the office of the Agency where the same shall be
available for public inspection during regular business hours.
Section 10. This resolution shall take effect immediately.
973640.3
RESOLUTION DATED , 2002.
A RESOLUTION DESIGNATING ITHACA NEIGHBORHOOD HOUSING
SERVICES AS THE QUALIFIED AND ELIGIBLE SPONSOR OF THE
NEIGHBORHOOD HOUSING INITIATIVE PROGRAM.
WHEREAS, by Articles 15 and 15-A, and Section 608 of Article 15-13, of the General
Municipal Law of the State of New York, as amended (collectively, the "Act"), the Ithaca Urban
Renewal Agency (the "Agency") was created with the authority and power to, among other
things, provide for the acquisition, construction, reconstruction and equipping of certain projects
and programs in accordance with the Act and to issue its revenue bonds to pay costs of such
proj ects;
WHEREAS, there has been submitted to the Agency a program known as the
"Neighborhood Housing Initiative Program" (the "Initiative"), which Initiative has been
approved by the Common Council of the City of Ithaca (the "City") and consists of (i) the
acquisition of substandard residential properties, the renovation and reconstruction of such
properties and the sale of such renovated and reconstructed properties to single family or duplex
owner-occupants, the Initiative being designed as a demonstration project for the redevelopment
of substandard properties to prevent the neighborhoods in which the same are located from
deteriorating and becoming blighted and generally substandard, (ii) funding of the Initiative by
the issuance of obligations of the Agency in a principal amount not to exceed $2,000,000 (the
"Obligations"), which Obligations may be in the form of revenue bonds, revenue notes, revenue
notes issued to renew notes previously issued and, or, revenue bonds issued to refund bonds
previously issued, to pay costs of the Initiative, (iii) designating Ithaca Neighborhood Housing
993294.2
Services, a New York not-for-profit corporation and an IRS Section 501(c)(3) corporation
("INHS"), pursuant to Sections 556(2) and 507(2)(c) of the General Municipal Law and in
accordance with established rules and procedures prescribed by the Agency, the "qualified and
eligible sponsor" of the Initiative, and(iv) entering into an agreement by and between the Agency
and INNS pursuant to which INNS will implement the Initiative; and
WHEREAS, Sections 556(2) and 507(2)(c) of the General Municipal Law require that a
public hearing, following at least ten days public notice,be held by the Agency on the question of
designating the"qualified and eligible sponsor"; and
WHEREAS, the City, pursuant to Article 8 of the Environmental Conservation Law and
the regulations promulgated thereunder by the State Department of Environmental Conservation
and the City of Ithaca Environmental Quality Review Ordinance, declared itself"lead agency" for
the Initiative, determined that the Initiative, including the issuance of the Obligations to pay costs
thereof, is an "Unlisted Action" and that the implementation and funding of the Initiative, as
proposed,will not have any significant environmental effects upon the environment; and
WHEREAS, on January 17, 2002, the Agency duly held said public hearing on the
designation of INNS as the "qualified and eligible sponsor" of the Initiative after the requisite
public notice; and
WHEREAS, a majority of the Members of the Agency attended such public hearing;
NOW, THEREFORE, BE IT
RESOLVED,by the Members of the Agency, as follows:
Section 1. Based upon the public hearing held at the Council Chambers, Third Floor,
City Hall, in Ithaca,New York, on January 17, 2002 at 9:00 o'clock AM, Prevailing Time, on the
993294.2
question of designating INNS the "qualified and eligible sponsor" of the Initiative, it is hereby
determined to designate INHS the "qualified and eligible sponsor" of the Initiative within the
meaning of Section 507(2)(c).
Section 2. The Chairman of the Agency is hereby authorized and directed to distribute
copies of this Resolution to INNS and to do such further things and perform such acts as may be
necessary or convenient to implement the provisions of this Resolution.
Section 5. This Resolution shall take effect immediately.
.....tT CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
yCORN. OFFICE OF THE CHAMBERLAIN
�I�ATEO Telephone: 607/274-6580 Fax: 607/272-7348 -
JAN 1 6 1002
U�
To: Budget and Administration Committee
From: Debra A. Parsons, City Chamberlain
Re: Request to Amend Tax Bill
Date: January 16, 2002
Tom and Bia Stavropoulos were billed for installation of new water and sewer service at
131 Haller Blvd. in October 1999, The bill was for$10,489.11. Payments were made
against the bill during 2000,but ceased in October. The balance with accrued interest
totaling$10,584.98 was added to the 2002 first installment tax bill.
Ms. Stavropoulos is asking to have the bill removed from her taxes. She is prepared to
make an immediate payment of$7,000, and will pay the remainder by a date to be set
within the next two months.
"An Equal Opportunity Employer with a commitment to workforce diversification." ��
WHEREAS, a bill for installation of water and sewer services in the amount of
$10,584.98 was added to the first installment of the 2002 City taxes for 131 Haller
Boulevard, and
WHEREAS, the owner of the property has asked to have the bill removed so that it may
be paid separately from the taxes, and
WHEREAS, the owner has committed to paying the bill in full no later than March 31,
2002,now therefore be it
RESOLVED, that Common Council hereby authorizes the City Chamberlain to remove
the $10,584.98 bill from the City First Installment tax bill for 131 Haller Boulevard, and
be it further
RESOLVED, that the owner be given an opportunity to pay the bill with applicable
interest no later than March 31, 2002, and be it further
RESOLVED, that the bill be added to the 2002 City Second Installment taxes if it is not
paid by March 31, 2002.
°..iTx CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
a
0
�► f..'� OFFICE OF THE CHAMBERLAIN
�°bIlATEO Telephone: 607/274-6580 Fax: 607/272-7348 1`
�lj_i; �Li Ii,
JAN 1 6 i
°f1U � ���2
7 .
To: Budget and Administration Committee
From: Debra A. Parsons, City Chamberlain
Re: Certificate of Authority to Invest Funds at Fleet
Date: January 16, 2002
Fleet requires the attached resolution in order to open a money market savings account.
Currently,the rates offered for such accounts are running higher than those offered for
fixed term investments,making it advantageous to the City to open one at Fleet.
"An Equal Opportunity Employer with a commitment to workforce diversification." co
CERTIFICATE OF AUTHORITY
Legal Name of Business
("Depositor"): City of Ithaca
Trade Name(if applicable)
Principal Business Address: Debra A. Parsons
108 E. Green St.
Business Type(Check One): ' NY 1:4850
Corporation _ Member-managed LLC
_ Sole Proprietor _ Manager-managed LLC
_ Limited Partnership — Unincorporated organization or
_ Limited Liability Partnership association
_ General Partnership _XXTown/Ciby/Municipality
_Fiduciary(type):
Other(specify):
CHECK ONE:
X Certification of Resolutions:The undersigned is authorized by the Depositor to
certify,and herby does certify,that the Resolutions set forth below were properly
adopted on February 6 2002 by the Depositor in accordance and
conformity with the Depositor's governing documents, all agreements with third
parties,and all laws applicable to the Depositor,have not been modified or rescinded,
and are in full force and effect and binding on the Depositor.
Adoption of Resolutions:The undersigned does hereby adopt the Resolutions set
forth below,and certify that such Resolutions are in accordance and conformity with
the Depositor's governing documents,all agreements with third parties,and all laws
applicable to the Depositor.
Resolutions
RESOLVED:That Fleet Bank (the"Bank")be,and hereby is,
designated a depository of funds of the Depositor,with authority to accept at any time for
the credit of the Depositor deposits in checking,savings,money market savings,term or
any other account,by whomsoever made in whatever manner endorsed;and
RESOLVED:That the Bank shall not be liable in connection with the collection of such
items that are handled by the Bank without negligence and the Bank shall not be liable for
the acts of its agents,subagents or for any other casualty;and
RESOLVED:That the Depositor assumes full responsibility for and shall indemnify the
Bank against all losses,liabilities and claims resulting from payments,withdrawals or
orders made or purported to be made in accordance with,or from actions taken in good
faith and in reliance upon,these Resolutions:and
Payment Orders
RESOLVED:That the Bank be,and hereby is,authorized and directed to certify,pay or
otherwise honor all checks,drafts,notes,bills of exchanges,acceptances,undertakings and
other instruments or orders for the payment,transfer or withdrawal of money for
whatever purpose and to whomsoever payable when such instruments and orders are
properly made,signed,or endorsed by the signature,the actual or purported facsimile
signature or the oral direction of any of the authorized signers below;provided,however,
that any check,draft,note,bill of exchange,acceptance,undertaking or other instrument
for the payment,transfer or withdrawal must bear the actual or purported facsimile
signature of any (if no number is inserted,it shall be deemed to be one)of the
authorized signers below;and
RESOLVED:That any authorized signer acting alone be,and hereby is,authorized on
behalf of the Depositor to endorse,negotiate and collect any and all checks,drafts,notes,
bills of exchange,acceptances,undertakings and other instruments and to open and close
and update information on any account of the Depositor at the Bank;and
Funds Transfers
RESOLVED:That any of the authorized signers below acting alone be,and hereby is,
authorized on behalf of the Depositor to instruct,orally or by such other means as the Bank
may make available to Depositor,the Bank to initiate the transfer of funds by wire,telex,
automated clearinghouse,book entry,computer or such other means,and to execute
agreements with the Bank for the transfer of funds from any of Depositor's accounts and to
delegate from time to time to other persons the authority to initiate the transfer of funds from
any such account;and
Additional Resolutions
RESOLVED:That the Bank may rely on any signature,endorsement or order and any facsimile
signature or oral instruction reasonably believed by the Bank to be made by an authorized signer,
and the Bank may act on any direction of an authorized signer without inquiry and without regard
to the application of the proceeds thereof,provided that the Bank act!4n good faith;and
RESOLVED:That the Depositor assumes full responsibility for and shall indemnify the Bank
against all losses,liabilities and claims resulting from payments,withdrawals or orders made or
purported to be made in accordance with,or from actions taken in good faith and in reliance
upon,these Resolutions:and
RESOLVED:The Bank may rely on this document and on any certificate by an authorized
representative of the Depositor as to the names and signatures of the authorized signers of the
Depositor until the Bank has actually received written notice of a change and has had a
reasonable period of time to act on such notice;and
RESOLVED:That the Depositor agrees to notify the Bank promptly and in writing of any change
in(a)these Resolutions,(b)the identity of persons authorized to sign,endorse or otherwise
authorize payments,transfers or withdrawals,(c)ownership of the Depositor or the Depositor's
legal structure or status,including the Depositor's dissolution or bankruptcy,and
RESOLVED:That any of the following named persons,or persons from time to time holding the
following offices of the Depositor be,and hereby are,designated as the authorized signers to act
on behalf of the Depositor in accordance with the above resolutions(fill in names of individuals
or titles of officers):
City. hamh rlain
City Controller
Deputy City Controller
Certification
The undersigned does further certify that the Depositor is duly organized and in good standing in
the jurisdiction in which it is organized and that the signatures below represent the true and
accurate signature of the person named below and that such person holds the title corresponding
to such person's name:
Name(Please print or type) Title(Please print or type) Signature
Debra A. Parsons City Chamberlain
Dominick Cafferillo City Controller
Steven Thayer Deputy City Controller
If the Depositor is a corporation,each individual executing this document certifies and warrants
that s/he is duly authorized to act on behalf of the corporation in all matters pertaining to its
rights,responsibilities and activities in connection with the foregoing,including but not limited
to executing this document on behalf of the Depositor.If the Depositor is a limited liability
company or partnership,each individual executing this document certifies and warrants that the
undersigned are all of its members,managers or general partners,as the case may be.
IN WITNESS WHEREOF,I/we have signed this certificate on the day of
(Signature and Title)
(Signature and Title)
(Signature and Title)
(Signature and Title)
NOTE:If only one person signs the above certification and that person is authorized to
act by the above resolutions,this certificate must be confirmed by another authorized
representative of the Depositor. (Not applicable if the Depositor is a sole proprietorship
and the sole proprietor signs the document.)
CONFIRMED By:
(Signature and Title) Date
15537 Rev 6/00 PK 50
Youth Bureau - Request Approval of Recreation Partnership
Agreement
RESOLVED, That the Mayor be authorized to enter into an
agreement with the Towns of Caroline, Danby, Dryden, Enfield,
Groton, Ithaca, Newfield and Ulysses, the Village of Lansing and
Tompkins County for the term beginning January 1, 2001 and
continuing indefinitely for the Intermunicipal Cooperative
Recreation Partnership Agreement attached.
CITY OF ITHACA
V~ � 1 James L. Gibbs Drive Ithaca, New York 14850
� 1
yP
A. YOUTH BUREAU
..
.. .•• �
APo�?�0 Telephone: 607/273-8364 Fax: 607/273/2817
DATE: January 18, 2002
TO: Members of the Budget and Administration Committee
FROM: Alice Green, IYB Acting Director
RE: Request to include Recreation Partnership Terms of Agreement
On the Jan. 23, 2002 B &A Agenda
Last month, when you passed a several items related to the Recreation Partnership, the
Inter-municipal Terms of Agreement was held up, due to last minute questions from the
county about language on hiring a program coordinator.
This week the County Board of Representations passed a language revision, which is
agreeable to the Recreation Partnership Board.
We are requesting approval of the revised Terms, which define a new arrangement of the
original 1995 partnership beginning in 2001. The new version of the Partnership provides
cooperative funding for recreation programs, but not for city-owned recreation facilities.
(Ownership and support for the Waterfront Parks are the subject of a separate, city-town-
county study. )
The amended language regarding hiring an independent coordinator appears on page five
(5), lines twelve(12)through twenty(20).
Thanks again for your ongoing support of these inter-municipal efforts.
"An Equal Opportunity Employer with a commitment to workforce diversification." i,�
1 AGREEMENT FOR INTERMUNICIPAL COOPERATIVE
2 RECREATION PARTNERSHIP
3
4 Pursuant to Section 119-o of the General Municipal Law, the undersigned municipalities
5 hereby enter into this Agreement to form a Recreation Partnership.
6 This agreement shall become effective upon execution by each and every municipality
7 listed in below and shall continue indefinitely. If all of the approvals and signatures are not
8 obtained by March 31,2002 this agreement shall be null and void.
9 Establishing a Program
10 The parties hereby establish an on-going program partnership for the purpose of
11 jointly planning, financing, providing, and coordinating shared, recreational services that
12 supplement and complement those offered by localities. A governing board of partners will
13 direct and oversee the contracted services of the Ithaca Youth Bureau's Recreation Division
14 and other providers. The Partnership will be governed independently of any municipality.
15 The Partnership will have no authority over any locally planned, locally funded, and locally
16 operated programs except at the request of the sponsoring municipality. Local programs may
17 choose to use the Partnership as a vehicle for voluntarily sharing information, equipment,
18 publicity about programs, and/or coordinating their respective services. The Ithaca City
19 School District participates by providing access to school facilities for Ithaca Youth Bureau
20 programming in a reciprocal and mutually beneficial arrangement outlined in a Memorandum
21 of Understanding.
22
23 Sharing Program Costs
24
25 For 2001, the Ithaca Youth Bureau, in consultation with the current Recreation
26 Partnership Board, developed a diverse set of services that cost no more than $185,000 after
27 program revenues were subtracted. This required a combined approach of increasing
28 sponsorships, raising fees, trimming costs and reducing new offerings since the projected cost
29 for 2001 was originally $195,000.
I The $185,000 in net operating costs of programs was split four ways. The City of
2 Ithaca paid one quarter of the total, the Town of Ithaca paid one quarter, and the County paid
3 one quarter. The remaining one-quarter was shared among smaller municipalities.
4 The cost for each smaller municipality was calculated using an index that combined
5 the 1999 assessed value of its taxable properties in the Ithaca School District and its share of
6 program participation in 1998. The Planning Group selected this formula, which assigns the
7 assessed value twice the weight of participation, for several reasons. First, the use and
8 weighting of assessed value was used as a measure of each municipality's ability to pay for
9 services. Second, the formula recognizes that children from the Ithaca City School District
10 have been significant users of the services and a number of municipalities have been
11 concerned about providing equitable support to all their youth. Third, the use of Ithaca City
12 School District properties as opposed to the municipalities' full assessment, acknowledges
13 that towns like Dryden, Ulysses, Groton, and Lansing also invest significantly in their own
14 local recreation programs which are used primarily by children from their own school
15 districts. Finally, by assigning a heavier weight to the assessed values of properties in the
16 Ithaca School District, the amounts in this fiscal scenario resulted in more modest changes
17 over the current amounts than most of the other formulas considered. A chart outlining 2001
18 and 2002 proposed costs is attached as Appendix 1.
19
20
21 To determine future contributions:
22
23 A) The governing board shall review preliminary budget projections by May and
24 decide on the acceptable net program cost for the upcoming year;
25
26 B) The governing board shall develop budget guidelines for allocating the cost of any
27 agreed upon increases. e.g. The governing board may specify how much of the
28 increase should be raised through fee increases, how much is to be raised through
29 sponsorships, how much through cost cutting, and how much should be subsidized
30 by partners;
31
32 C) Every year, the participation rates of the three previous years shall be reviewed,
33 averaged and used along with the most recent assessed valuation to re-calculate the
34 members' contribution rate for the upcoming year;
35
36 D) The governing board shall periodically re-examines the basis for cost allocation
37 (e.g. The 4 way split and the use of the index with smaller municipalities) for all
38 participating municipalities.
2
1
2 If the City is not able to achieve an acceptable facilities agreement by July 1,
3 2002, the City Youth Bureau, as a provider, reserves the right to re-negotiate the
4 facility costs charged to partners for Ithaca Youth Bureau Recreation Division
5 Programs beginning in January 2003.
6
7
8 Governance
9
10 Name: The governing board shall be called the Recreation Partnership Board. It will
11 replace the Recreation Partnership Board that existed from 1995-2000.
12 Membership: The board shall have a total of 14 members. The partners include:
13 Towns of Caroline, Danby, Dryden, Enfield, Groton, Ithaca, Newfield and Ulysses, the
14 Village of Lansing, City of Ithaca and Tompkins County. Each participating municipality
15 will have at least one seat on the governing board (11). The Recreation Planning Group
16 recommends that these seats be filled with an elected official willing and able to make policy
17 decisions. When deemed necessary by any municipality, a lay designee who has the
18 confidence of that municipal board may be appointed.
19 In addition, the City of Ithaca, the Town of Ithaca, and Tompkins County may appoint
20 one more representative each to reflect their greater investment in the Partnership (3). These
21 additional appointed representatives may be elected or lay members. The Recreation
22 Partnership Board may determine if it wants to create any non-voting at-large seats to add
23 expertise or coordinating links to other key stakeholder groups e.g. Ithaca School District,
24 youth with disabilities.
25 Members will serve two-year terms.
26 The governing board will elect its own officers: a Chair, a vice chair, and a treasurer.
3
1 Roles of the Recreation Partnership Board
2
3 The Recreation Partnership Board will develop its own operating by-laws to be ratified
4 by all municipal partners. Future amendments will be subject to ratification by all
5 participating municipalities.
6 The Board will develop a work plan of key policy, program, and planning issues to be
7 addressed annually.
8 The Board will select providers, set program and budget priorities, and approve the net
9 operating budget for programs, set fees for all programs and sponsorships and fiscal targets
10 and guidelines for scholarships for use by the provider(s). Municipal boards will ratify the
11 budget annually.
12 The Board will meet monthly to review progress toward goals, address policy
13 questions, review performance data, and finances to assure that provider(s) are meeting the
14 goals and expectations of the partners.
15 The Board will authorize any addition or deletion in programs and acceptance of any
16 large group sponsorships.
17 The Board will periodically evaluate the performance of its providers and make
18 recommendations to enable providers to improve services
19 The Board may assign a liaison to program advisory committees to work with the
20 group and staff to identify any policy questions that need action by the full governing board.
21 Recreation Partnership Board representatives will be required to make regular reports
22 to their municipalities.
23 Roles of officers
24
25 The Chair shall develop the agenda in consultation with the Tompkins County Youth
26 Bureau staff and providers, chair the meetings, represent the Recreation Partnership Board at
27 inter-municipal or public meetings, assist as needed in contract negotiations to implement the
28 wishes of The Recreation Partnership Board.
29 The Vice Chair shall act in the absence of the chair.
4
I The Treasurer will work with the provider(s) and Tompkins County Youth Bureau
2 staff to develop a format for regular financial reports that meet the needs of the Recreation
3 Partnership Board. The Treasurer will review the financial report prior to the Board meetings
4 and present the report to the full Board, noting any significant changes in expenses or
5 revenues. The Treasurer will recommend to the Board a budget timetable and guidelines to
6 enable providers to prepare budgets for the upcoming year.
7 Fiscal agent and staff support: The participating municipalities will make their
8 payments to Tompkins County. The funds will be managed as a separate program within the
9 Tompkins County Youth Bureau's budget. The County Youth Bureau will contract with and
10 make payments to providers authorized by the Recreation Partnership Board.
11
12 It is a goal of the Recreation Partnership Board to establish a program coordinator position
13 that would exist independent of any individual participating municipality. Within two years
14 of signing the agreement, the Recreation Partnership Board will develop a proposal that
15 includes the role and relationship of the coordinator to the partnership board, its members and
16 providers, the duties and qualifications of the position, the cost to members, and designate the
17 employer of record. The proposal shall be reviewed by all participating municipalities.
18 Staff from the Tompkins County Youth Bureau will work in close cooperation with
19 the Recreation Division of the Ithaca Youth Bureau and other providers to provide support to
20 the Recreation Partnership Board that includes:
21 • coordination of orientation to the Partnership and its services;
22 . orientation to the roles of the Recreation Partnership Board and its members;
23 • assistance in developing an annual work plan of priority planning, oversight, and
24 evaluation issues;
25 • assistance in developing policy options and guidelines as needed to implement the
26 work plan;
27 • preparation of meeting agendas in consultation with the Board chair and providers;
28 • preparation of minutes;
29 • preparation of contracts with providers as authorized by the Recreation Partnership
30 Board;
31 • coordination with the providers to assure that program and financial reporting meets
32 the needs of the Recreation Partnership Board;
33 • coordination with providers to assure that their program policy questions that require
34 Board decisions are acted on in a timely way;
35 • authorization of payments after Board review of expenses;
36 • assistance to the Board in monitoring and evaluating providers, as requested.
5
I The provider(s) will be responsible for:
2
3 • providing the programs and services authorized by the Recreation Partnership Board in
4 compliance with all relevant laws and safety regulations;
5 • providing a summary of participation, program highlights, participant feedback,
6 expenses and revenues for each program within two months after the last date of the
7 provision of service to enable the Board to evaluate the program and make
8 recommendations for the future;
9 • convening advisory groups as needed to review operational details of interest to
10 participants;
11 • providing adequate liability coverage for approved programs and holding the
12 participating municipalities harmless
13 • tracking and reporting expenses and revenues in formats requested by the Recreation
14 Partnership Board, in account(s) separate from the provider's main budget;
15 • tracking participation in formats and on a schedule requested by or acceptable to the
16 Board;
17 • periodically highlighting any trends or significant changes in programming,
18 participation, customer feedback, expenses or revenues for the Recreation Partnership
19 Board;
20 • recommending programs or changes to improve services and/or lower costs;
21 • working with the Tompkins County Youth Bureau to present any policy questions and
22 options related to programs or financing that require Board action.
23
24 FISCAL AND ADMINISTRATIVE ACCOUNTABILITY
25 Independence: The Partnership will be a free-standing inter-municipal commission
26 governed by its partners.
27 Role and Relationship of the City of Ithaca: In the past, the City of Ithaca has been a
28 member, the sole provider, coordinator, and the fiscal agent for the partnership. In the future,
29 the City will be a member responsible for one quarter of the program costs. Like other
30 members, it will make a payment to Tompkins County for its share of the approved budget.
31 Like Tompkins County and the Town of Ithaca, it will have two seats on the governing board.
32 Like other members, it may ask or convene local advisory committees to recommend the
33 kinds of recreation services they want for the residents of their own municipality.
34 As a provider selected to operate programs for the next two years, the City of Ithaca
35 will hire/contract staff as needed within the approved budget to provide services authorized by
36 the Recreation Partnership Board. The Ithaca Youth Bureau will be subject to normal civil
37 service rules and procedures and to approved collective bargaining agreements. As a provider,
38 the City will use its own facilities and may enter into agreements with other municipal
39 partners or agencies to use other facilities throughout the partnership for approved programs.
6
I As a provider, the City will keep separate account of partnership funds and report in a
2 format and on a timetable requested by the Recreation Partnership Board.
3 Role of Tompkins County: Tompkins County is the fiscal agent for the Partnership.
4 The County shall provide bills to the municipalities based on the agreed upon cost allocation
5 and shall receive funds from the municipalities.
6 The County Youth Bureau will administer those funds in accordance with the wishes
7 of the Recreation Partnership Board by creating and managing contracts with designated
8 providers and making approved payments to providers. The providers will continue to be
9 responsible for tracking line item expenses and program revenues and will provide this
10 information in a format required by the Recreation Partnership Board.
11 Fiscal accountability
12 As a condition of this agreement, designated provider(s) will maintain completely
13 separate accounting for the Partnership that clearly shows all revenues by program, cluster and
14 total; that shows all expenses, including direct, administrative, and facility-related costs by
15 program, cluster and total.
16 The providers must be able to track surpluses and deficits across budget years.
17 The providers will prepare financial reports in a format that satisfies the governing
18 board which includes proposed budget,year to date cumulative expenses and revenues.
19 The providers will also identify any potential for under or over-spending in the
20 upcoming quarter so the governing board can make decisions on how to address changes.
21 How surpluses and deficits will be handled
22 The Recreation Partnership Board will decide how unanticipated under-spending or
23 surpluses will be handled. For example, a surplus or savings might be carried over for one-
24 time program expenses, reserved for future deficits, used to pilot new self-supporting
25 programs, used as credits to reduce next year's municipal payments or budgeted into a reserve
26 fund for equipment/vehicle replacement.
27 A provider may experience a deficit from shortfalls in revenue despite its due
28 diligence in trying to meet projections or unanticipated increases in costs. If this occurs, the
7
I Recreation Partnership Board will, in consultation with the provider, develop a plan to handle
2 the deficit which may include: authorizing mid-year changes to increase revenue or cut costs;
3 authorizing use of a contingency fund.
4 How Municipalities Join or Leave the Partnership
5 The Towns of Lansing and Newfield may join the Partnership on a trial basis for one
6 year starting in 2001 at the costs shown in Appendix 1. During the trial period, they would
7 not be subject to the member withdrawal requirements listed below. If they elect to join, they
8 will be invited to appoint one elected official or designee to serve on the Partnership Board.
9 If any municipality chooses to join after October 2001, the Recreation Partnership
10 Board will decide how to handle the increased municipal contribution for the trial period.
11 After the trial year, the cost-sharing formula will be re-adjusted for all continuing partners.
12 A member municipality may elect to withdraw from the Partnership. Since a
13 withdrawal from the Partnership will financially affect all of the remaining partners, the
14 municipality seeking to withdraw must give fifteen months notice. E.g. A municipality must
15 notify the Partnership by October 1, 2001 of its intention to withdraw at the end of December
16 2002.
17 If a municipality withdraws and the remaining partners agree to assume some or all of
18 the shortfall caused by the withdrawal, the same cost allocation plan shall be used to re-
19 calculate their annual program contributions.
20 Participation in Programs by Residents on Non-Member Municipalities
21 Residents from non-member municipalities are welcome to participate on a space-
22 available basis. Since they are not contributing through local taxes to subsidize the programs,
23 they will be charged a fee twice the rate charged to members OR the actual unsubsidized cost,
24 based on the prior year's calculation, whichever amount is higher.
25
26 Dated: 12002
27
28
29 TOWN OF CAROLINE
30
31
32 by
8
I TOWN OF DANBY
2
3
4
5 by
6
7
8 TOWN OF DRYDEN
9
10
11
12 by
13
14 TOWN OF ENFIELD
15
16
17
18 by
19
20 TOWN OF GROTON
21
22
23
24 by
25
26 TOWN OF ITHACA
27
28
29
30 by
31
32 TOWN OF NEWFIELD
33
34
35
36
37 BY
38
39
40
41 TOWN OF ULYSSES
42
43
44
45
46 by
47
9
I VILLAGE OF LANSING
2
3
4
5
6 by
7
8
9
10 CITY OF ITHACA
11
12
13
14
15 by
16
17
18 COUNTY OF TOMPKINS
19
20
21
22 by
10
Attachment 1
Cost Sharing Plan for Recreation Partnership Municipal Members
In the plan agreed to by all eleven participating municipalities, the cost to partners is
calculated by subtracting all fees and other revenues from the cost of providing registration-
based programs approved by the Partnership Board. Note: This net cost does not include the
operating costs of facilities offering open skating, swimming. The net cost is to be shared
according the following formula:
City of Ithaca shall pay one quarter.
Town of Ithaca shall pay one quarter.
Tompkins County shall pay one quarter to underwrite the cost to all municipalities.
Smaller municipalities shall share the remaining one-quarter.
Formula for sharing one quarter of the net cost of programs among smaller municipalities:
The following figures were calculated using an index of assessed value of taxable properties
in the Ithaca City School District and the percentage of participation from each municipality.
As approved by the Recreation Partnership Planning Group and Board, property assessments
were assigned a value of twice that of participation. (Detailed calculations are on file at
Tompkins County Youth Bureau)
For 2001, the 1998 assessed values were used with 1998 participation.
For 2002, the 2000 assessed values were used with an average of participation in 98,99,2000
Partner 2001 2002
City of t aca $46,25U $47,638
own of aca ,
omp ms County $46,25U $47,638
own of aro ine ,
Town of any $7,622 $7,679
Town ot Dryden ,
Town of n ie ,
own ot Uroton 434 $ 414
Village of ansing $11,046 1,512
own of e ie (pro-rated)
Town of ysses $5,972 $6,085