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05-21-14 City Administration Committee Meeting Agenda
4 xTpn DATE:May 21,2014 CA Meeting n •gip""'�7 TIME: 6:00 pm LOCATION: 3rd Floor, City Administration Committee City Hall,Council Chambers AGENDA ITEMS Item Voting Presenter(s) Time Item? Allotted Chair, Deb Mohlenhoff 1. Call To Order *Note: We will review the number of 15 Min* 1.1 Agenda Review No cards received at the beginning of each 1.2 Review and Approval of Minutes Yes meeting and adjust time if needed. 1.3 Statements from the Public No 1.4 Statements from Employees No 1.5 Council Response No (6:15 p.m.) 2. Standing Sub-Committee and Staff Reports 3. City Administration, Human Resources, and Policy 3.1 DPW—Ithaca's Trees—Discussion No Jeanne Grace, City Forester 10 Min. 3.2 IURA-Hotel Parking Agreement with Hotel Yes Nels Bohn,Director of IURA 10 Min. Ithaca LLC-Declaration of Lead Agency 3.3 IURA-Hotel Parking Agreement with Hotel Yes Nels Bohn,Director of IURA 10 Min. Ithaca LLC—Environmental Determination 3.4 IURA—Hotel Parking Agreement with Hotel Yes Nels Bohn,Director of IURA 5 Min Ithaca LLC 3.5 Attorney-Authorization of Revocable License Yes Ari Lavine, City Attorney 10 Min. for Congo Square Market 3.6 Attorney-Approval of the 2014 Amendment to Yes Ari Lavine, City Attorney 10 Min. The Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium 3.7 Use of Common Council Letterhead Yes Svante Myrick,Mayor 10 Min. 3.8 Panhandling—Discussion No Ari Lavine 20 Min. 3.9 Attorney—Discussion on Proposed Stormwater No Ari Lavine, City Attorney 10 Min. Infrastructure Management and Financing (7:50 p.m.) 4. Finance,Budget, and Appropriations 4.1 IURA-Match Funding for Local Waterfront Yes Nels Bohn,Director of IURA 10 Min. Revitalization Program Grant,Relocation of NYS DOT Maintenance Facility Feasibility Study 4.2 YB—Request to Amend 2014 Budget— Yes Liz Vance,YB Director 10 Min. Pool Repair 4.3 YB—Request to Amend 2014 Budget— Yes Liz Vance, YB Director 5 Min. YES Program 4.4 DPW-Authorization to Amend CP#765 - Yes Tim Logue, Traffic Systems Engineer 5 Min. Traffic Signal Upgrade Phase 11 4.5 DPW—Transportation Alternatives Program Yes Tim Logue, Traffic Systems Engineer 5 Min. 4.6 GIAC—Request to Amend Budget for Yes Steve Thayer, City Controller Hospitality Employment Training Program (8:25 p.m.) 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 Controller's Office at 607-274-6576 at least 48 hours before the meeting. CA ADMINISTRTION COMMITTEE MEETING AGENDA May 21, 2014 5. Performance Measures No Kevin Sutherland, Chief of Staff 10 Min (8:35 p.m.) 6. GPA Transition No Deb Mohlenhoff 10 Min (8:45 p.m.) 7. 2015 Budget Process No All 15 Min 7.1 Council Survey 8. Meeting Wrap-up All 5 Min 8.1 Announcements No 8.2 Review Agenda Items for next meeting No 8.3 Adjourn Yes (9:05 p.m.) Committee Charge: The CA committee will: Review financial and administrative issues pertaining to the City,along with items relating to the City of Ithaca workforce environment,intergovernmental relations and human resources. 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 Controller's Office at 607-274-6576 at least 48 hours before the meeting. CA Item 3.1 y FOR A COPY OF THE COMPLETE REPORT, PLEASE GO TO: • http://www.egovlink.com/public_documents300/ _ sue- ithaca/published_documents/Agendas/ City_Administration_Committee/2014/5-21%20-% 20FinalTreeMasterPlan%20for%2005-21-14%20CA% 20Mtg.pdf X ■ ITHACA' S TREES . Master Plan, Inventory, & Arboricultural Guidelines for the Public Trees of the City 01 of Ithaca, New York Created by The City of Ithaca Shade Tree Advisory Committee .�� Compiled and edited by Bryan R. Denig h� Revised and updated February 2014 .3 City Administration, Human Resources, and Policy .2 IURA-Hotel Parking Agreement with Hotel Ithaca LLC - Declaration of Lead Agency WHEREAS, the City of Ithaca Common Council is considering authorizing a parking agreement with Hotel Ithaca LLC for guests of a proposed 159-key hotel to be located at 120 S. Aurora Street, and WHEREAS, parking will be provided on a non-exclusive basis at municipal parking facilities for an average of 90 hotel guest parkers, and WHEREAS, a proposed parking agreement is an Unlisted action under the City Environmental Quality Review Ordinance (CEQRO), and WHEREAS, State Law and Section 176.6 of CEQRO require that a Lead Agency be established for conducting environmental review of proposed actions in accordance with local and state environmental law, and WHEREAS, State Law specifies that for actions governed by local environmental review the Lead Agency shall be that local agency which has primary responsibility for approving and funding or carrying out the action, and WHEREAS, no other agency has jurisdiction to fund, approve or undertake the proposed action; now, therefore,be it RESOLVED, That the City of Ithaca Common Council does hereby declare itself Lead Agency for the environmental review of the proposed hotel parking agreement with Hotel Ithaca LLC. J:\DRedsicker\AGENDAS\CityAdmin Comm\2014\5-21 CA Agenda.docx 5/21/14 .3 City Administration, Human Resources, and Policy .3 IURA-Hotel Parking Agreement with Hotel Ithaca LLC—Environmental Determination WHEREAS, the City of Ithaca Common Council is considering authorizing a parking agreement with Hotel Ithaca LLC for guests of a proposed 159-key hotel to be located at 120 S. Aurora Street, and WHEREAS,parking will be provided on a non-exclusive basis at municipal parking facilities for an average of 90 hotel guest parkers, and WHEREAS, on August 7, 2013, the City of Ithaca Common Council declared itself Lead Agency for the environmental review of this proposed action, and WHEREAS, such proposed action is an Unlisted Action under the City of Ithaca Environmental Quality Review Ordinance ("CEQR") and an Unlisted Action under the State Environmental Quality Review Act("SEQR"), both of which require environmental review, and WHEREAS, the Short Environmental Assessment Form("SEAF") and supporting information has been provided to the City of Ithaca Conservation Advisory Council for review of the proposed action and no comments have been received to date, and WHEREAS, the City of Ithaca Common Council, acting as Lead Agency for the environmental review, has reviewed and accepted as adequate a Short Environmental Assessment Form, Part 1, submitted by the applicant, and Part 2,prepared by City Planning staff; now, therefore,be it RESOLVED, That the City of Ithaca Common Council hereby determines that the proposed authorization of a parking agreement with Hotel Ithaca LLC will result in no significant impact on the environment and that a Negative Declaration for purposes of Article 8 of the Environmental Conservation Law be filed in accordance with the provisions of Part 617 of the State Environmental Quality Review Act. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 3.3 CITY SHORT ENVIRONMENTAL ASSESSMENT FORM Project Information: To be completed by applicant or project sponsor. Date: 7-12-13 1. Applicant/Sponsor: 2. Project Name: City of Ithaca Common Council Parking Agreement with Hotel Ithaca LLC for Proposed Hotel located at 120 S. Aurora Street 3. Project Location: 120 S.Aurora Street 4. Is Proposed Action: X New o Expansion o Modification/Alteration 5. Describe project briefly: Parking agreement to provide parking for an average of 90 hotel guests. Primary parking will be provided in the eastern section of the Green Street parking facility for non-exclusive parking to be shared by hotel guests and hourly public parkers. 6. Precise Location(Road Intersections, Prominent Landmarks, etc. or provide map) Green Street parking garage, 120 E. Green Street, Ithaca, NY. 7. Amount of Land Affected: Initially NA Ultimately NA 8. Will proposed action comply with existing zoning or other existing land use restrictions? X Yes o No If No, describe briefly: 9. What is present land use in vicinity of project: o Residential o Industrial o Agricultural o Parkland/Open Space X Commercial o Other Describe: 448-space existing parking garage serves downtown users. 10. Does action involve a permit/approval, or funding, now or ultimately, from governmental agency (Federal, State or Local): X Yes o No If Yes, List Agency Name and Permit/Approval Type: City of Ithaca Common Council approval required. 11. Does any aspect of the action have a currently valid permit or approval? o Yes X No If Yes, List Agency Name and Permit/Approval Type: 12. As a result of proposed action will existing permit/approval require modification? o Yes X No I certify that the information prov' ed above is true to the best of my knowledge. PREPARER'S SIGNATURE; ' DATE: July 12, 2013 PREPARER'S TITLE: Nels Bohn, Director of Community Development REPRESENTING: Ithaca Urban Renewal Agency CA Item 3.3 SHORT ENVIRONMENTAL ASSESSMENT FORM Part II To Be Completed By Staff In order to answer the questions in this Short Environmental Assessment Form(SEAF),the preparer is to use currently available information concerning the project and the likely impacts of the action. ame of Project: Parking Agreement with Hotel Ithaca LLC for Proposed Hotel located at 120 S. Aurora Street Yes No 1. Will project result in a large physical change to the project site or physically alter ❑ x more than one acre of land? 2. Will there be a change to any unique or unusual land form found on the site or to any ❑ x site designated a unique natural area or critical environmental area by a local or state agency? 3. Will the project alter or have any effect on an existing waterway? ❑ x 4. Will the project have an impact on groundwater quality? ❑ x 5. Will the project affect drainage flow on adjacent sites? ❑ x 6. Will the project affect any threatened or endangered plant or animal species? ❑ x 7. Will the project result in an adverse effect on air quality? ❑ x 8. Will the project have an effect on visual character of the community or scenic views ❑ x or vistas known to be important to the community: 9. Will the project adversely impact any site or structure of historic,pre-historic,or ❑ x paleontological importance or any site designated a local landmark or in a landmark district? 10. Will the project have an effect on existing or future recreational opportunities? ❑ x 11. Will the project result in traffic problems or cause a major effect to existing ❑ x transportation systems? 12. Will the project cause objectionable odors,noise,glare,vibration,or electrical ❑ x disturbance as a result of the project's operation during construction or after completion? 13. Will the project have any impact on public health or safety? ❑ x 14. Will the project affect the existing community by directly causing a growth in ❑ x permanent populations of more than 5 percent over a one-year period OR have a negative effect on the character of the community or neighborhood? 15. Is there public controversy concerning the project? ❑ x If any question has been answered YES,a completed Full Environmental Assessment Form(FEAF) is necessary. PREPARER'S SIGNATURE: DATE: 7-12-13 PREPARER'S TITLE: Pla r REPRESENTING: City of Ithaca j:\staff\nels\iura\city\parking\seafpart ii-hotel parking agreement 7-12-13.doc .3 City Administration, Human Resources, and Policy .4 Hotel Parking Agreement with Hotel Ithaca LLC WHEREAS, Hotel Ithaca LLC (Hotel Ithaca) is the developer of a proposed 159-key Marriott hotel at 120 S. Aurora Street, Ithaca,NY, and WHEREAS, Hotel Ithaca seeks to reach an agreement with the City to provide an annual average of 90 parking spaces per day for hotel guests; and WHEREAS, the Marriott hotel project will increase the economic vitality of the downtown, enhance the fiscal well-being of the City and generate parking revenues, and WHEREAS, the City of Ithaca owns and operates the 448-space Green Street parking garage (Green Garage) located adjacent to the proposed hotel, which currently operates with approximately 100 parking spaces of excess capacity during peak day demand times of the week, with additional excess capacity in evenings, and WHEREAS, there are over 1,550 public parking spaces available downtown at the Green Garage, the Seneca Street parking garage and the Cayuga Street parking garage, and WHEREAS, there is cumulative excess capacity of approximately 450 parking spaces in the downtown public parking garages, and WHEREAS, the City seeks to maximize utilization of downtown public parking garages to support a vibrant downtown core, and WHEREAS, public debt on the Green Garage is currently financed through issuance of taxable bonds due to pre-existing private parking agreements, so a new parking agreement with a for- profit entity will not increase the city's financing cost of the Green Garage, and WHEREAS, Hotel Ithaca has agreed that designated areas for hotel guest parking will also be open for use by hourly parkers and the parking rate per space at the Green Garage will equal the prevailing public rate for monthly parking, provided that hotel parking is made available to hotel guest through 2060; now, therefore, be it RESOLVED, The Mayor, subject to review by the City Attorney, is authorized to execute a hotel parking agreement with Hotel Ithaca LLC in substantial conformance with the attached term sheet, dated May 14, 2014, but excluding any option for Hotel Ithaca to acquire air rights to any decommissioned portion of the Green Garage, as such potential property conveyance requires a public hearing and further approvals pursuant to General Municipal Law before it can be authorized. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 3.4 5/14/14 Term Sheet Hotel Parking Agreement City of Ithaca/Hotel Ithaca LLC 1. Hotel parking: Designate a minimum of ninety(90)parking spaces in eastern section of the Green Garage for non-exclusive and shared use by hotel guests and hourly public parkers. Hotel guests may additionally park in any space available to the general public in the Green Garage. • No exclusive reserved hotel parking spaces 2. Hotel guest loading: Designate two (2)public loading spaces next to the hotel entrances at the garage for use by the public, including hotel guests. 3. Term: • Initial term: 20 years from opening of hotel (assumed 2015) • Extension(s): Options for annual extensions for as long as the City operates the eastern portion of the Green Garage for public parking. • See Section 7 for an extension of the initial term for up to an additional 25 years (to approximately 2060)under certain circumstances 4. Rate per parking Prevailing current public rate for monthly parking. The 2014 rate in space: the Green Garage is $79.50/month. The parking rate will be adjusted in the future to match changes in the public rate for monthly parking. 5. Monthly fee Public rate for monthly parking x 90 spaces =flat monthly parking (stabilized): fee 6. 5-year phase-in Price based on projected average yearly occupancy rate: monthly rate: • Year#1: public rate for monthly parking x 78 spaces • Year#2: public rate for monthly parking x 81 spaces • Year#3: public rate for monthly parking x 85 spaces • Year#4: public rate for monthly parking x 87 spaces • Year#5 (stabilized): public rate for monthly parking x 90 spaces 7. Contingencies in the • 90 spaces represent 20% of the Green Garage's capacity. event that eastern Following the initial 20-year term, a pro-rata number of parking section of the Green spaces in the remaining operable portion of the Green Garage Garage becomes non- will be designated for hotel guest/hourly parking. For example, operational if the operational number of parking spaces was reduced to 300 spaces, then a minimum of 60 spaces would be designated for hotel guest/hourly parking (300 x 0.20 = 60 spaces). • Upon decommissioning of the eastern section of the Green J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 3.4 Garage and a City declaration that the section is surplus municipal property, Hotel Ithaca may exercise an option to acquire the eastern section, along with an access easement over the central section to provide access to and from Green Street, for$1 for use as private parking. • Following the initial 20-year term, in the event 90 parking spaces for hotel guests are not available in the Green Garage but assuming a minimum of 30 spaces are still available in the Green Garage, Hotel Ithaca may exercise an option to relocate up to 60 parking spaces at a nearby alternative parking facility subject to the following qualifications: - Location: at City's discretion,but no greater than 1,000 linear feet from the hotel. - Price: 125% of the public rate for monthly parking for each space located off-site of the Green Garage - Term: 10 years (approximately 2035-2044)with options for an additional three 5-year terms (ending in approximately 2060) 8. Hotel guest Hotel guests not charged at exit gate with hotel validation. entrance/exit: Unlimited number of entrance/exits by hotel guests. 9. City facility City agrees to manage parking operations to ensure sufficient management: parking availability for hotel purchased parking during normal parking demand subject to verification of hotel guest parking utilization assumptions. The annual average hotel guest parking demand is 90 spaces per day. The annual average peak hotel guest parking demand is 119 spaces per day. • City agrees to establish 2-way circulation lane between the center and eastern sections of the Green Garage to provide a short-cut route to the top deck without the need to drive through designated hotel/hourly parking area of garage. • City agrees to reserve 90 parking spaces for exclusive hotel guest use on up to twelve (12) days per year selected by Hotel Ithaca to address specific times of high hourly parking demand downtown, such as during special events or graduation weekends. • City agrees to work cooperatively with Hotel Ithaca to facilitate development of a future access control system when equipment is upgraded that will allow hotel guests to use active hotel room key cards for entry/exits in a manner that provides the City with internal accounting control of all entries/exits. Assumptions: • Stabilized average hotel occupancy rate: 75% • Drive rate/occupied room: 75% • Total rooms (keys): 159 • Average parking demand for hotel guests: 159 x 0.75 x0.75 90 J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 3.4 spaces • Peak parking demand for hotel guests: 159 x 1.00 x 0.75 = 119 spaces • Parking Spaces in Green Garage: 448 spaces • All hotel employees and vendors will purchase parking separately. • Surface parking under Green Garage excluded from this agreement. Termination • Hotel Ithaca, LLC shall have the right to terminate the parking agreement at any time in their sole discretion. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 P - 1 r �i ►. 111 MLZ 02 - CU . ■� '� , ' CL all m Ming= you--�■n�■ ����� � J � ��`-'�j �!�� •. Wil Mm- IF �r AAus ■F 9 L7 �QG�� - ors■� LL Hai LO . FAA ��,. ►� Iis L�a�1 L�I� r � � ,r©�A I:r:.�. �■i . � .Ids ao�rglm I ��1!IIal11 �■�� �illAt�.. �J� .3 City Administration, Human Resources, and Policy .5 Attorney-Authorization of Revocable License for Congo Square Market WHEREAS, the Congo Square Market has been operating a weekly, outdoor market for local vendors on City-owned parkland immediately north of the Southside Community Center, on South Plain Street, since 2009, and WHEREAS, the current sponsor of the Congo Square Market, the Southside Community Center Inc. (a not-for-profit corporation that leases a City-owned building), has requested permission to operate the Market at the same location in 2014, on every Friday evening(4:00 p.m. to 8:00 pm) from June 6, 2014, through September 12, 2014; and WHEREAS, the vendors for the Market are expected to include both small-scale, local entrepreneurs and City-sponsored youth projects; and WHEREAS, pursuant to Chapter 170 of the Municipal Code of the City of Ithaca(Use of City Real Property), such use of City parkland(for an event lasting more than five days at a time or that occurs more than four times over the course of a year)requires the approval of Common Council; now therefore be it RESOLVED, That the Common Council, as it did in the years of 2009 through 2013, finds that the proposed Congo Square Market, as described by its sponsor and as experienced in operation over the last four years, constitutes a recreation-related use of the park adjacent to the Southside Community Center, which use, due to its limited duration (i.e., 4 hours at a time, on 15 occasions over the course of the year) and occupancy of only a portion of the park, will not significantly compromise the public's ability to enjoy the park and in fact could enhance the overall quality of the park's appeal and benefit to the public; and be it further RESOLVED, That Common Council hereby authorizes the Mayor-upon consultation with the appropriate Department Heads as to form and compliance with all applicable laws, rules and regulations, and upon receipt of a properly completed application from the sponsor-to issue a revocable license to the Southside Community Center permitting such to operate the proposed Congo Square Market in a portion of the City park adjacent to the Southside Community Center on South Plain Street, for the requested period of time (between 4:00 p.m. and 8:00 pm, each Friday between June 6, 2014, through September 12, 2014), and containing the standard terms and conditions of such a license, with regard to liability insurance coverage, indemnification of the City,handling of trash and waste, vendor conduct, amplified sound, and other pertinent matters; and be it further RESOLVED, That as the City has not yet established a regular fee for such seasonal use of its parkland, Council hereby sets a fee of$1.00 for each day of operation of the Congo Square Market, with the total amount due from the sponsor for the requested number of days being $15.00. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 3.5 REVOCABLE LICENSE AGREEMENT FOR CONGO SQUARE MARKET THIS AGREEMENT, made this day of May, 2014, by and between: ► SOUTHSIDE COMMUNITY CENTER with a mailing address of 305 South Plain Street, Ithaca, New York 14850, as sponsor of the CONGO SQUARE MARKET (hereinafter referred to as "Licensee"); and ► CITY OF ITHACA, NEW YORK, a municipal corporation having offices at 108 E. Green Street, Ithaca,New York 14850, hereafter referred to as "CITY," WITNESSETH THAT: WHEREAS, CITY is the owner in fee simple absolute of a parcel of park land with certain improvements thereon in the City of Ithaca, County of Tompkins, State of New York, immediately north of the Southside Community Center, on South Plain Street, and WHEREAS, in 2009, 2010, 2011, 2012, and 2013 the sponsors of an ongoing event known as the Congo Square Market received a license from the City of Ithaca to operate a weekly, outdoor market for local vendors on such City-owned parkland; and WHEREAS, the vendors for the Market are expected to include both small-scale, local entrepreneurs and City-sponsored youth projects; and WHEREAS, on May 7, 2014, pursuant to Chapter 170 of the Municipal Code of the City of Ithaca ("Use of City Real Property") Common Council approved by resolution the use of such City parkland for the Congo Street Market every Friday between June 6, 2014 and September 12, 2014 during the hours of 4:00 pm to 8:00 pm; now therefore IT IS HEREBY AGREED, that in consideration of the mutual covenants, monetary consideration, and other valuable consideration described herein: 1. CITY hereby licenses Congo Square Market to use the area north of the Southside Community Center on South Plain Street for its Friday marketplace, subject to the conditions described herein: • Licensee will be responsible for removing any and all garbage or refuse from the above-referenced licensed premises each Friday at its own expense, or in the event that Licensee does not remove such garbage, Licensee agrees to reimburse the City an appropriate amount for placing such garbage in the City owned dumpster on the premises. • Licensee will be responsible for assuring that vendors for the Market obtain requisite permits for any amplified sound, food concessions, amusement concessions, or other permits conducted on the licensed premises and are required by the Municipal Code of the City of Ithaca. CA Item 3.5 2. The licensed premises described above may be used by Licensee on all Fridays between June 6, 2014 through September 12, 2014 during the hours of 4:00 pm and 8:00 pm provided requisite proof of insurance is submitted as described below. 3. The Licensee agrees to assume any and all liability which may arise as a result of said use, and to hold the City harmless and defend against any actions brought against the City arising from or as a result of said use. The Licensee also agrees to obtain and keep in force a liability insurance policy for the benefit of the City of Ithaca and naming the City as an additional insured in the amount of one million dollars ($1,000,000) and to deliver same to the City of Ithaca before use of said premises. 4. The Licensee further agrees to pay the City of Ithaca a fee of $1.00 for each day of operation, with the total amount due amount from the sponsors for the requested number of days being $15.00. 5. If the City of Ithaca requires complete possession of the premises for any municipal, state and/or federal purpose, then this agreement may be modified or terminated by the City upon fifteen (15) days' written notice to Licensee, except in the case of an emergency, in which case the notice period may be shorter, as necessary. In the event of such modification, Licensee may elect to terminate the agreement upon written notice; in the event of such termination by either party, Licensee shall owe the payment described above only for the days the Congo Square Market was in operation prior to such termination. 6. The Licensee agrees to keep the licensed premises clean and in a safe condition for the said uses. 7. The Licensee agrees to require all vendors to abide by all posted parking regulations. 8. The Licensee shall not discriminate against any employee, applicant for employment, contractor or subcontractor, supplier of materials or services, or program participant because of actual or perceived: age, creed, color, disability, ethnicity, familial status, gender, height, immigration or citizenship status, marital status, national origin, race, religion, sexual orientation, socio-economic status, or weight. 11. Workers Compensation and Disability Coverage: A condition for entry into this agreement is the presentation by the Licensee proof that the Licensee either provides the levels of workers compensation and disability coverage required by the State of New York, or that it is not required to provide such coverage. CITY OF ITHACA By: Svante L. Myrick Date Mayor 2 .3 City Administration, Human Resources, and Policy .6 Approval of the 2014 Amendment to the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium WHEREAS, the City of Ithaca is a Participant in the Greater Tompkins County Municipal Health Insurance Consortium (the "Consortium"), a municipal cooperative organized under Article 5-G of the New York General Municipal Law; and WHEREAS, the City previously executed the Municipal Cooperation Agreement (the "Agreement"), which provides for the operation and governance of the Consortium; and WHEREAS, Article 47 of the New York Insurance Law(the "Insurance Law") and the rules and regulations of the New York State Superintendent of Insurance set forth certain requirements for governance of municipal cooperatives which offer self-insured municipal cooperative health insurance plans, including a requirement that the governing board of self-insured municipal cooperative must include representation of unions, which are the exclusive collective bargaining representatives of employees who covered by the plan offered by such self-insured municipal cooperative; and WHEREAS, Section K of the Agreement currently in place provides for representation on the Consortium's Board of Directors (the "Board")by the Chair of the Labor Management Advisory Committee; and WHEREAS, by resolution adopted on September 26, 2013, the Consortium's Board approved an amendment to the Agreement to (a) increase the number of labor representatives on the Board; and (b)provide for future increases to the number of labor representatives on the Board in the event number of participants in the Consortium increases, all as more fully set forth in the 2014 Amendment to the Municipal Cooperative Agreement attached hereto as Exhibit"A" (the "2014 Amendment"); and WHEREAS, Section T of the Agreement requires that any change or amendment to the Agreement shall require the unanimous approval of the participating municipal corporations, as authorized by their respective legislative bodies; now, therefore be it RESOLVED, That the Common Council approves the 2014 Amendment to the Municipal Cooperative Agreement of the Greater Tompkins County Municipal Health Insurance Consortium, and be it further RESOLVED, That the Common Council authorizes the Mayor and City Controller, upon the advice of the City Attorney, to take such other actions as may be required by law for the amendment to take effect. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 .3 City Administration, Human Resources, and Policy .7 Use of Common Council Letterhead WHEREAS, there is currently no written policy governing the use of Common Council letterhead, and Common Council believes it to be in the best interest of the Council and the City for such a policy to be developed, and WHEREAS, it is inappropriate for Common Council letterhead to be used to express positions not supported by a majority of Common Council, as established by a vote at a meeting of Common Council; now, therefore,be it RESOLVED, That Alderpersons shall not use Common Council letterhead without prior authorization from Common Council, and be it further RESOLVED, That any Alderperson using Common Council letterhead shall provide a contemporaneous copy of the communication via email to all other Alderpersons, the Mayor and the City Clerk, and be it further RESOLVED, That the Common Council shall have the authority to investigate potential violations of this resolution and to take such action as Council deems appropriate, including but not limited to action pursuant to Article VIII of the Common Council Rules of Procedure. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 3.8 City of Ithaca PC/Codebook for Windows Chapter 250, PEACE AND GOOD ORDER § 250-5. Loitering. A. City cemetery. No person shall loiter within the limits of the City cemetery. B. Buildings. No person shall loiter in or around any public buildings or obstruct corridors, stairways or doorways so as to prevent free access by members of the public, officers or employees. C. Streets. No person shall, by his/her presence or by means, either alone or in consort with others, loiter and obstruct unnecessarily the true movement of the public in and along public streets and sidewalks or unnecessarily interfere with public officials or employees in the exercise of their duties. § 250-g.EN(1) Aggressive solicitation. [Added 3-1-2006 by Ord. No. 2006-6] A. Findings. (1) The Common Council finds that aggressive solicitation negatively affects the following significant governmental interests: (a) Protection of citizens from physical threats or injury and from damage to property; (b) Prevention of harassment and intimidation of members of the public; (c) Prevention of violent crimes; (d) Traffic control and public safety. (2) The Common Council finds that aggressive solicitation is extremely disturbing and disruptive to the public and contributes to a loss of access to and enjoyment of a public place and to an enhanced sense of fear, intimidation and disorder. This section is intended to combat the negative effects of aggressive solicitation. It is not intended to limit any persons from exercising their constitutional right to solicit funds, picket, protest or engage in other constitutionally protected activity. B. Definitions. As used in this section, the following terms shall have the meanings indicated: AGGRESSIVE MANNER -- Any of the following: (1) Without invitation, consent or acquiescence by the person being solicited, speaking to that person in a manner which is intended to cause that person, or is likely to cause a 1 CA Item 3.8 City of Ithaca PC/Codebook for Windows reasonable person, to fear bodily harm to one's self or to another; (2) Without invitation, consent or acquiescence by the person touched, intentionally touching another person during an act of soliciting; (3) Without invitation, consent or acquiescence by the person being solicited, intentionally blocking or interfering with the safe or free passage of a pedestrian or vehicle by any means, including unreasonably causing a pedestrian or vehicle operator to take substantial evasive action to avoid physical contact; (4) Using violent or obscene gestures toward a person solicited; (5) Continuing to solicit from a person or continuing to engage that person after the person has given a negative response to such soliciting or after that person walks away from the person soliciting; (6) Following the person being solicited, while continuing to solicit. PUBLIC PLACE -- A place owned by a municipality, including but not limited to street or highway; public parking lot; public plaza; public transportation structure, facility or vehicle; public park or playground; public sidewalk; and the Ithaca Commons. SOLICITING -- Asking, verbally or nonverbally, for money or objects of value in a public place, with the intention that the money or object be transferred at that time and at that place. However, this section is not intended to proscribe any demand for payment for services rendered or goods delivered; nor does this section or the definition of"solicitation" proscribe fixed advertising attached to an existing premises, or signs and/or written material allowed under any other applicable City ordinance, regulation, license or permit. C. Prohibited act. No person shall solicit in an aggressive manner in any public place. D. Penalties for offenses. Any violation of the provisions of this section shall be punishable as a civil offense in accordance with § 1-1 of the City of Ithaca Municipal Code. 2 CA Item 3.9 CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 OFFICE OF THE CITY ATTORNEY B y� Aaron O. Lavine, City Attorney Telephone: 607/274-6504 Robert A. Sarachan, Assistant City Attorney Fax: 607/274-6507 9p RAYfcO Krin Flaherty, Assistant City Attorney Jared Pittman, Assistant City Attorney Jody Andrew, Executive Assistant Stormwater Task Force Fact Sheet Proposed Legislation Concerning Stormwater Infrastructure Management and Financing • Summary of Current Context and Policy. o Stormwater management is a major expense for the City. We are situated on a lake, traversed by streams and inlets, at the base of many hills whose runoff comes our way. Stormwater consumes the better part of a million dollars of the budget each year on everything from storm sewers and channeled streams to environmental management and regulatory compliance. Flood control—including pressing issues like ice jams and dredging—is ultimately a question of stormwater management too. Stormwater runoff also has major environmental impact. o Currently, the City's stormwater program is funded primarily by tax dollars, not by the City's major tax-exempt owners, and not in a manner that accounts for the expected runoff generated by each property. Beyond regulation of construction sites and new development, the City Code provides few meaningful incentives for reducing runoff from existing properties. o For these reasons, in September 2013 the Mayor convened a Stormwater Task Force, chaired by the City Attorney, to address these problems and report recommendations to the BPW, and ultimately to Council. • Task Force Objectives for a New System of Stormwater Management Financing. o Improved incentives for reducing stormwater runoff from each property: ■ Incentivize permeable surfaces: gardens, lawns, green roofs, etc. ■ Disincentivize impermeable surfaces: extensive paving, expansive roofs. o Shared cost burden of program in proportion to each property's expected runoff ■ Large parking lots contribute more than small gardens. o Inclusion of tax-exempt owners in a new system of financing. o Dedicated funding for current and future maintenance and regulatory obligations. • Creation of Stormwater Management User Fees. o The Task Force recommends the creation of a citywide Stormwater Management User Fee ("the Fee"), based on the square footage of impervious surface per lot, a metric that is already recorded in the City's GIS database for each lot in the City. o The Fee will be billed to each property—whether tax-exempt or not—in quarterly increments, in conjunction with water and sewer bills where applicable. 1 CA Item 3.9 • Proposed Stormwater Management User Fee Formula. o The proposed formula uses as its starting point the concept of an Equivalent Residential Unit ("ERU"), calculated as the average square footage of impermeable surface on a residential lot. As calculated, 1 ERU= 2,300 sq. ft. o The proposed formula entails three categories of properties: ■ Stormwater-Exempt Lots: those lots containing less than 0.25 ERU's of impermeable surface. Proposed Annualized Fee: $0. ■ Low Runoff Residential Lots: one-, two-, and three-family residences, all assumed to contain 1 ERU. A lot's eligibility will be determined by the Property Type Classification Code assigned to it by the Tompkins County Department of Assessment. These codes are established by the New York State Office of Real Property Services. Proposed Annualized Fee: $48. ■ All Other Lots: this category is proposed for treatment in two sub-groups: • Lots containing 0.25 — 1 ERU. Proposed Annualized Fee: $48. • Lots containing in excess of 1 ERU. Proposed Annualized Fee: $48 per ERU, assessed in 0.25 ERU increments (i.e., $12 for each 0.25 ERU or portion thereof). ■ Credits: The "Other Lots" formula could also reflect credits against Fees. The Task Force expressed interest in#1, 4, 5, 8, and 9 on the attached list. • Determination of Budget and Expenditure Eligibility. o The proposed assessment formula is estimated to raise a total of approximately $800,000 (+/- $50,000) per year, roughly equivalent to the existing budget. o Tax-Exempt entities—not currently participating in the predominant funding source for the City's stormwater program—are anticipated to account for a sizable chunk of the program budget, including an estimated$130,000 Fee from Cornell. The City itself is estimated to be responsible for a$46,000 Fee. Large commercial spaces would substantially contribute as well; current estimates indicate a$12,000 Fee from Wegmans and a$15,500 Fee from Wal-Mart. o Expenditure Eligibility: The Fees collected will only be eligible for expenditure on any and all expenses deemed reasonably necessary to stormwater infrastructure and management in the judgment of the Superintendent of Public Works, as instructed from time to time by the Board of Public Works. A portion of the Fees may be maintained in an emergency reserve for stormwater-related expenses. o The anticipated legislation would preserve the right of the City (via Council, BPW, or Planning & Development Board) to require construction, maintenance, and repair of privately-maintained stormwater infrastructure at the cost of the property owner as part of site plan review or other applicable regulation. 2 .4 Finance,Budget, and Appropriations .1 IURA- Match Funding for Local Waterfront Revitalization Program Grant, Relocation of NYS DOT Maintenance Facility Feasibility Study WHEREAS, the City of Ithaca(City) and Tompkins County(County) collaborated on a joint grant application seeking $56,000 from the Local Waterfront Revitalization Program (LWRP) to conduct a feasibility study and financial plan for relocation of the NYS DOT Tompkins County maintenance facility from a Cayuga Inlet waterfront site in the City of Ithaca to property NYS DOT purchased on the periphery of the Village of Dryden in 2005 for the maintenance facility, and WHEREAS, Tompkins County, the formal applicant, was informed that $56,000 in LWRP funding has been awarded for the feasibility study, and WHEREAS, the LWRP program is administered by the New York State Department of State, and WHEREAS, the feasibility study is projected to include the following elements: • Update the cost estimate to move the NYS DOT facility • Evaluate existing site conditions and develop a cost estimate to prepare the waterfront site for redevelopment • Conduct a market analysis to determine reuse potential and quantify redevelopment potential • Develop a conceptual site redevelopment plan, including traffic circulation • Develop a financial plan for implementing the DOT move and site redevelopment • Develop an RFP to solicit developers for the site • Conduct public participation and input process for all phases of the feasibility study, and WHEREAS, the total project cost is projected to total $112,000, and WHEREAS, the LWRP grant requires 50%match funding, and WHEREAS, Tompkins County proposes to provide a$22,000 cash match and$6,000 in in-kind support conditioned upon equal match funding from the City of Ithaca, and WHEREAS, $6,000 of City in-kind support can be satisfied by City and IURA staff time working on the project, and WHEREAS, the source for the remaining $22,000 City cash match needs to be identified for prior to the County executing the grant agreement, and WHEREAS, the City's Unrestricted Contingency account currently has a balance of$108,000, and WHEREAS, the 7.6 acre NYS DOT Tompkins County maintenance facility site should be redeveloped for uses that take full advantage of its waterfront location and neighboring uses, and WHEREAS, conducting a feasibility study that does not commit the City to an action is a listed Type II action under CEQRO that requires no further environmental review; now, therefore, be it J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 RESOLVED, The City of Ithaca Common Council hereby transfers an amount not to exceed $22,000 from A1990 Unrestricted Contingency to Account A8020-5435 Contracts Planning, Building and Economic Development as the cash match from the City of Ithaca for the $56,000 LWRP grant award to conduct a feasibility study and financial plan for relocation and redevelopment of the NYS DOT Tompkins County maintenance facility. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 4.1 A � A-. '.ticll Finy.: STATE OF NEW YORK DEPARTMENT OF STATE ONE COMMERCE PLAZA ANDREW M. CUOMO 99 WASHINGTON AVENUE CESAR A. PERALES GOVERNOR ALBANY, NY 12231-0001 SECRETARY OF STATE I January 9, 2014 Honorable Michael Lane Chairman of the Legislature Tompkins County 121 E. Court Street Ithaca,NY 14850 Dear Chairman Lane: In 2011, Governor Cuomo launched the Regional Economic Development Councils and the Consolidated Funding Application(CFA)to provide each region with the tools to create and implement their own roadmap for economic prosperity and job creation. This community-based model uses local assets to drive local economic growth and has resulted in unprecedented partnerships and collaboration that are building a reinvigorated economy. In the third round of the Regional Economic Development Council initiative, $715.9 million in economic development resources was awarded for projects focused on community development and job creation, direct assistance to business,waterfront revitalization, energy and environmental improvements, sustainability and low- cost financing. The Department of State is proud to have contributed over$12.1 million of that amount. On behalf of Governor Cuomo, I am pleased to inform you that funding has been awarded through the Local Waterfront Revitalization Program of the Department of State under Title 11 of the Environmental Protection Fund to undertake the,following project(s): • CFA#31050 -$56,000,00 Relocation of NYS DOT Maintenance Facility Feasibility Study In the near future, your office will be contacted by the Department of State Office of Planning and Development to begin developing a contract. If you have any questions,please call Kenneth Smith at(518) 473-3373. 1 am pleased that the State of New York is able to assist your efforts in improving your waterfront. Congratulations and we look forward to working with you on this special initiative. Sincerely, Cesar A. Perales Secretary of State cc: Kevin I. McLaughlin Edward Marx I WVWV.DOS.NY.GOV E-MAIL;INFO@DOS.NY.GOV I .4 Finance,Budget, and Appropriations .2 Youth Bureau—Request to Amend 2014 Budget WHEREAS, the Cass Park pool sustained significant damage during this past winter and spring and, WHEREAS, City staff has estimated the pool damage cost at$20,000, and WHEREAS, further damage to the pool structure will occur if immediate repairs are not made and the pool will not be able to open for the season, and WHEREAS, the pool repair were unanticipated n the 2014 budget, but the funds needed for the repair can be derived from Capital Reserve#11 Parks, which has a current balance of$201,000, and WHEREAS, the pool is an important part of many summer programs such as Cass Park, Stewart Park and GIAC day camps, and WHEREAS, the Cass Park Pools averaged 335 visits daily and a total of 21,078 visits for the season in 2013, now therefore be it RESOLVED, That Common Council hereby approves the emergency use of funds from Capital Reserve#11 Parks, in the amount not to exceed $20,000 for Cass Park Pool repairs. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 y0 ,3xh Bur,Q& CA Item 4.2 • Ithaca Youth Bureau U y 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 Fax: (607) 273-2817 "Building a foundation for a lifetime." To: City Administration Committee From: Jim D'Alterio, Facility Director Liz Vance, Acting Director Date: May 21, 2014 Subject: Cass Park Pool Wall Repairs Portions of the Cass Park Pool walls sustained significant damage during this past winter and spring presumably during freeze/thaw cycles. There are approximately 105 linear feet of pool wall that needs to be prepped and repaired. The quoted cost for repairs is $17,338. We request a 10% contingency of$1,733 added for the likely gutter repairs that will present during the preparation process. The total repair funds requested is $19,701. If the repairs do not take place, further damage to the pool structure will occur and the pool will be unable to operate. In 2013 the Cass pools averaged 335 visits daily and a total of 21,078 visits for the season. The pool is an important part of many summer programs such as: Cass Park, Stewart Park and GIAC day camps. In 2014 the IYB commissioned a pool assessment completed by Tetra Tech Architects and Engineers for a comprehensive overview of the 42 year old pool to determine its current state and recommended repairs and/or improvements. The gutter system issues that are believed to be the cause of the wall failures were reviewed and options were presented ranging from sealing to replacing the gutter system. These options will be reviewed and we will utilize the Capital Project process for long term solutions for this issue. .4 Finance,Budget, and Appropriations .3 Youth Bureau—Request to Amend 2014 Youth Bureau Budget-YES WHEREAS, the Ithaca Youth Bureau has applied for funding through the Tompkins County Workforce Investment Board and will be receiving$131,730.84 in new funding for the Tompkins Summer Youth Employment Program, and WHEREAS, the goal of this program is to provide short-term subsidized internships for low- income eligible teens needing assistance in securing employment; now, therefore, be it RESOLVED, That Common Council hereby amends the 2014 Youth Bureau budget contingent upon confirmation of funding as follows: Increase revenue: A7310-4820-1202 Youth Employment Service $123,310.38 A7310-4820-1400 Administration $8,420.46 $131,730.84 Increase expenses: A7310-5120-1202 Part time/Seasonal $107,231.37 A7310-5425-1202 Office Supplies $500.00 A7310-5445-1202 Travel &Mileage $100.00 A7310-5460-1202 Program Supplies $487.50 A7310-5120-1400 Part time/Seasonal $949.00 A7310-5405-1400 Telephone $1,100.00 A7310-5420-1400 Gas & Oil $1,600.00 A7310-5425-1400 Office Expense $900.00 A7310-5437-1400 Merchant Service $500.00 A7310-5460-1400 Program Supplies $255.00 A7310-5476-1401 Equipment Maintenance $2100.00 A7310-5480-1401 Building Maintenance $856.46 A7310-9030 FICA/Medicare 8,276.00 A7310-9040 Workers Compensation 5,626.00 A7310-9060 Retirement 1,249.51 $131,730.84 J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 4.3 Vovth Bur,Q0 Ithaca Youth Bureau o • 1 James L. Gibbs Drive w a. Ithaca, New York 14850 a s Phone: (607) 273-8364 Fax: (607) 273-2817 m "Building a foundation for a lifetime." To: City Administration Committee From: Suki Tabor, Program Coordinator Liz Vance, Acting Director Re: Youth Bureau Budget Amendment Date: May 15, 2014 We have been advised,by the Tompkins County Workforce Investment Board that we will receive $131,730.84 in funding for Tompkins Summer Youth Employment Program. Although we are awaiting final confirmation, we are pleased that we may be able to offer summer employment to additional teens this summer. We would like to amend the 2014 Youth Bureau budget, contingent upon confirmation of funding, as follows: Increase anticipated revenue from Tompkins County Workforce Investment Board Account #A7310-4820-1202 Youth Employment Service $123,310.38 Account #A7310-4820-1400 Administration $8,420.46 Total $131,730.84 Increase expenses: Account #A 7310-5120-1202 Part time/Seasonal $107,231.37 Account #A 7310-5425-1202 Office Supplies $500.00 Account #A 7310-5445-1202 Travel &Mileage $100.00 Account #A 7310-5460-1202 Program Supplies $487.50 Account #A 7310-5120-1400 Part time/Seasonal $949.00 Account #A 7310-5405-1400 Telephone $1,100.00 Account #A 7310-5420-1400 Gas & Oil $1,600.00 Account #A 7310-5425-1400 Office Expense $900.00 Account #A 7310-5437-1400 Merchant Service $500.00 Account #A 7310-5460-1400 Program Supplies $255.00 Account #A 7310-5476-1401 Equipment Maintenance $2100.00 Account #A 7310-5480-1401 Building Maintenance $856.46 YES Fringe Benefits $14,991.51 Admin. Fringe Benefits $160.00 Total $131,730.84 Thank you. "An Equal Opportunity Employer with a commitment to workforce diversification." .4 Finance, Budget, and Appropriations .4 DPW-A resolution authorizing implementation and funding in the first instance 100% of the federal aid-eligible costs and State "Marchiselli" program-aid eligible costs, of a transportation federal-aid project, and appropriating funds therefore. WHEREAS, a Project for the Traffic Signal Upgrade Phase II, P.I.N. 375464 (the "Project") is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80%Federal funds and 20%non-federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Preliminary Engineering and Design, and Construction and Construction Inspection; and WHEREAS, on March 2, 2011, Common Council approved funding in the first instance for the preliminary engineering and design phases in an amount of$174,000, with the understanding that the cost to the City would be 20% or$34,800, and WHEREAS, as part of the approved 2012 budget, Common Council authorized funding in the first instance in the amount of$764,000 for construction and construction inspection, with the understanding that the cost to the City would be 20% or$152,800 (for a total project cost of $938,000 and a total cost to the City of 20% or$187,600), and WHEREAS, during final design, cost estimates were updated and shown to be higher than anticipated($165,000 more), but additional federal and state aid, $132,000 and $25,950, respectively, was made available and WHEREAS, on December 4, 2013, Common Council authorized in the first instance an additional $165,000 for construction and construction inspection, with the understanding that the cost to the City would be less than 5% or$7,050 (for a total project cost of$1,103,000 and a total project cost to the City of$220,600), and WHEREAS, public bids for construction were opened on April 9, 2014, with the low bid approximately$75,000 higher than the engineer's estimate, and WHEREAS, while the design cost for the project came in under budget, the construction inspection proposal is over budget, and WHEREAS, the New York State Department of Transportation had indicated verbally that this project may be eligible for additional federal and state aid to help defray the costs of construction and construction inspection, but has not committed to funding levels as of this date, and WHEREAS, under SEQR and CEQR, the replacement and upgrade of traffic control devices are exempt from further environmental review as Type II actions; now, therefore, be it RESOLVED, That the Common Council hereby approves the above-subject project; and be it further J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 RESOLVED, That the Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Preliminary En ing eerin , Design, Construction and Construction Inspection work for the Project or portions thereof, and be it further RESOLVED, That the sum of$75,000 is hereby appropriated from the issuance of serial bonds and made available to cover the cost of participation in the above phase of the Project, and be it further RESOLVED, That Common Council hereby amends Capital Project# 765, Traffic Signal Upgrade Phase II, to include the Project costs of$75,000, and be it further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 23% of said portion, currently estimated at $269,650 of the $1,178,000 authorized for this portion of the project, in monies and in-kind services as managed by the Superintendent of Public Works and monitored by the City Controller, with the caveat that should additional federal or state aid become available, it is recognized that the final cost to the City of Ithaca may be less than this amount or percentage, and be it further RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and be it further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality's first instance funding of Project costs and permanent funding of the local share of federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and be it further RESOLVED, This Resolution shall take effect immediately. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 4.4 ��4 I CITY OF ITHACA 108 East Green Street, Suite 202 Ithaca, New York 14850-5690 oil Ib OFFICE OF THE CITY ENGINEER ....... Telephone; 607/27/4-6530 Fax: 607/274-6587 To: City Administration Committee From: Tim Logue,Transportation Engineer` s Date: May 5,2014 Re: Additional Budget Request for Traffic Signal Upgrade - Phase 2 On Wednesday, April 9,2014,three bids were opened for the Traffic Signal Upgrade - Phase 2 project, Capital Project#765,PIN 375464. This project will replace 5 traffic signals in the downtown: the signals at either end of the Commons (State/MLK Jr. at Cayuga Street and Aurora Street) and the three signals along Court Street at Cayuga,Tioga, and Aurora. The good news is that the three bids were all within one or two percent of each other, and we therefore feel that we got good competitive bidding. The bad news is that they were all over our estimated cost of$815,000 by about$70,000. The other good news is that we have enough budget to award the construction contract. The other bad news is that we do not have enough budget to sign an addendum with our engineer for construction inspection;the current proposal is about$70,000 over budget. To that end, please consider this memo as a request for additional budget so that we can proceed with both construction and construction inspection. I am requesting an additional$75,000 to the existing budget of$1,103,000. Of that existing budget,the City's current share is approximately$220,000. I believe there are a number of opportunities to recover these funds. First, NYSDOT has verbally indicated that there is a very good chance they can cover the difference between the awarded construction amount and the estimated cost; that by itself would cover the difference. Second, we added some curb work at either end of the Commons into the signal project to simplify coordination; some of that work could be charged back against the Commons project. Third,we have called for the milling and paving of the intersections for each location at a cost of $15,000 to $20,000 each. We don t necessarily have to do this work and could remove some it from the contract. Lastly,there is a$32,000 field change item in the contract, which, if not used to cover overages, can be zeroed out at the end of the contract, providing us additional,possible savings. So, I am fairly confident that there will be considerable savings within the additional budget request. If you have any questions,you can reach me at 274-6535. Thank you. "An Equal Opportunity Employer with a commitment to wurkiorce diversificiuiun." �«� .4 Finance,Budget, and Appropriations .5 A Resolution to Authorize a Transportation Alternatives Program (TAP) Application WHEREAS, the New York State Department of Transportation has noticed the availability of the federal Transportation Alternatives Program, and WHEREAS, on April 28, 2014 the Board of Public Works considered various projects that would be eligible for such funding and recommended a project for Cascadilla Avenue, between Cayuga and Tioga Streets, including the Sears Street pedestrian bridge,which is eligible for funding under Title 23 U.S. Code, as amended and WHEREAS, enhancements in this area would help address important infrastructure needs, including replacing the Sears Street pedestrian bridge, replacing and enhancing the railing along the creek, and making pedestrian/bicycle enhancements at the intersections at either end, and WHEREAS, this corridor is a portion of the Bicycle Boulevard Plan, as approved by the Board of Public Works September 24, 2012, and WHEREAS, Common Council is interested in applying for a Transportation Alternatives Program grant in order to design and construct enhanced pedestrian and bicycle facilities in this area; now, therefore be it RESOLVED, That the Mayor of the City of Ithaca, is hereby authorized and directed to submit an application for funding to the New York State Department of Transportation in accordance with the provisions of the Transportation Alternatives Program, in a amount not to exceed $750,000, and upon approval of said request to enter into and execute a project agreement with the State for such financial assistance to the City of Ithaca for design, right- of-way acquisition, construction and construction inspection of a project to enhance pedestrian and bicycle accommodations in the Cascadilla Avenue corridor from Cayuga Street to Tioga Street, and be it further RESOLVED, That contingent upon award of the Transportation Alternatives Program funds, the Common Council hereby authorizes the establishment of Capital Project#802 to pay in the first instance 100% of the federal and non-federal share of the cost of all work for the Project; and be it further RESOLVED, That contingent upon award of the TAP funds, the sum not to exceed $750,000 is hereby appropriated from serial bonds and made available to cover the cost of participation in the above Project in the first instance; and be it further RESOLVED, That the total project cost shall not exceed $750,000 with the understanding that the breakdown of funds to be approximately$600,000 in federal Transportation Enhancement Program funds, and$150,000 in City of Ithaca serial bond financing, to be administered by the Superintendent of Public Works, and be it further RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the City of Ithaca Common Council shall convene J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof; and be it further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, and that the Superintendent of Public Works is hereby authorized to execute all certifications or reimbursement requests for Federal Aid and/or Multi-Modal Program Funding on behalf of the City of Ithaca with NYSDOT in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality's first instance funding of project costs and permanent funding of the local share of federal-aid and all Project costs that are not so eligible; and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project; and be it further RESOLVED, That this resolution shall take effect immediately. J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 4.5 CITY OF ITHACA 108 East Green Street, Suite 202 Ithaca, New York 14850-5690 OFFICE OF THE CITY ENGINEER RjjT{"' �� Telephone: 607/274-6530 Fax: 607/274-6587 gD �0 To: Board of Public Works From: Tim Logue,City Transportation Engineer Addisu Gebre, Bridge Systems Engineer Date: April 18,2014 Re: Transportation Alternatives Program The New York State Department of Transportation has announced funding availability for the Transportation Alternatives Program (TAP), a competitive federal-aid transportation funding program. This program,under the federal transportation law, essentially replaces the former Transportation Enhancement Program and folds within it a few other, smaller programs, such as Safe Routes to School and Scenic Byways. Staff attended a TAP training recently and we are interested in applying to the program. We seek direction from the Board for project selection and a recommendation to Council to approve the application and provide the local share (at least 20% of the total project cost). The City of Ithaca is eligible to compete for approximately $1.75 million within our NYSDOT region. Based on past experience, they might award 3 such grants in the region,meaning a"target" value for funds would be around $600,000 in federal aid. With the 20% local match, a total project cost could be around $750,000. Anything larger than that would likely require a match of more than 20%. Staff would like to put forward four possible projects for the Board to choose among to recommend to Common Council for approval to submit and for the commitment of the local share. Below are the projects with some notes about how each one might fit the TAP. The Cascadilla Creekway The City recently closed the Sears Street pedestrian bridge over Cascadilla Creek due to structural concerns. We believe there is a strong community desire to rebuild this bridge. The railings along the creek are woefully substandard and need replacement. The segment of Cascadilla Avenue from Tioga Street to Page 1 of 3 'An Equal Opportunity Employer with a commitment to workforce diversification." `a Cayuga Street is part of the Ithaca Bicycle Boulevard plan and an opportunity exists to redesign the shared space along the creek to be more pedestrian and bicycle friendly and calm traffic. Interpretive signs could be included,too. Lastly, the BPW was interested in some enhancements at the intersection of Cayuga Street and Cascadilla Street;this work could be included in the project, as well. This project is likely in the ballpark of$750,000,meaning it would require a $150,000 commitment from the City for the local share. We do not currently have bicycle or pedestrian counts for this area,but we believe them to be substantial. We think this project would be eligible and competitive. The City Court Pedestrian Bridge The City recently closed the pedestrian bridge over Six Mile Creek that is between the back corner of the library and the City Court/Ithaca Police Department. Unless additional funding is provided,we understand that it is the City's intention to maintain this bridge only to carry utilities,but to keep it closed to the public. A current construction cost estimate states that the utility related work will cost about$75,000; design and inspection will increase these costs. The City has $50,000 already authorized for maintenance related work that could be used as most of a local match. We do know that the Planning Department and Police Department have requested that the City work to reopen the pedestrian bridge;presumably the City Court would be interested in this as well. A total project cost for this project would be in the neighborhood of $300,000.We think this project would be eligible and competitive. The Hector Street Sidewalk Over the years, a large sidewalk construction project such as Hector Street,from where the sidewalk ends to the City line,has been a topic of conversation and a possible project for similar funding. To date,we have decided that such a project would be eligible,but due to the previous mechanism for paying for sidewalk,it was usually concluded that there would not be enough community support for such a project,if the adjacent property owners had to pay for a portion of the project. Additionally,it has not been clear to staff that such a sidewalk project would be particularly competitive,with the understanding that there may not be enough density of users on West Hill to make a strong case for the sidewalk. It certainly has its benefits,but we were not sure how they would rank compared to other projects in Tompkins County or central New York. That said, it certainly is an eligible project and we don't want to forget about the possibility of using a program such as TAP as a way to fund a large capital project to construct new sidewalk.A total project cost estimate for extending the sidewalk from Vinegar Hill Road to the City line would be about$1.5 million. It would be possible to Page 2 of 3 CA Item 4.5 use Sidewalk Improvement District funds for the local match or a portion thereof. A project of this scale would require an"overmatch" of more than 20% of the total project costs in order to remain competitive within our region. As noted above,we might be able to get upwards of$600,000 to$700,000 in federal aid;but the rest would need to be a local match. The Black Diamond Trail bridge over the Flood Control Channel This past summer we constructed the Floral Avenue Trail along the Flood Control Channel,which is also a segment of the Black Diamond Trail (BDT). The southern terminus of our construction is where,according the BDT Master Plan, the trail will cross the Flood Control Channel on a new pedestrian/bicycle bridge. This bridge by itself is likely to cost in the ball park of$3 million, which would be too large for the TAP. Continuing the trail along the east side of the channel and connecting to Buttermilk Falls would be more like a$6M total project cost. However,in the past,when we have discussed this project with the New York State Department of Parks, Recreation and Historic Preservation,the main sponsor of the BDT,it seemed likely that they would be able to provide some level of funding for the trail and its associated bridges (a total of 3 needed in the City). Mostly,we wanted to keep this project on our radar whenever funding opportunities arise,but if the Board would like us to pursue this project, we will reach out to NYSPRHP to see if we can assemble a project. Except for the cost, we think this project would be eligible and competitive. Applications are due June 11,2014. If the BPW can take action at their meeting on April 28th,we can proceed to a committee of Common Council in May and to the full Council in June before the application is due. At this point, our staff recommendation would be to pursue the Cascadilla Creekway project. Combining the desire to rebuild the small pedestrian bridge, with the need to replace the railings,with the Bicycle Boulevard and considering the usage this way gets,and the community support such a project would receive, this project looks to be competitive and compelling. Page 3 of 3 .4 Finance,Budget, and Appropriations .6 GIAC—Request to Amend Budget for Hospitality Employment Training Program Grant WHEREAS, the Greater Ithaca Activities Center(GIAC) has received a grant in the amount of $86,000 from the Ithaca Urban Renewal Agency(IURA) for the Hospitality Employment Training Program(HETP), and WHEREAS, GIAC is requesting that the City upfront $66,600 of the grant with the remaining $19,400 to be provided by the GIAC Board, and WHEREAS, both upfront payments by the City, ($66,600) and the GIAC Board ($19,400) shall be later reimbursed by the IURA, and WHEREAS, the funds will provide salary,training and supplies to establish the Hospitality Employment Training Program for 2014, and WHEREAS, the grant funds need to be accounted for in the 2014 Authorized GIAC Budget; now, therefore be it RESOLVED, That Common Council hereby amends the 2014 GIAC Authorized Budget by an amount not to exceed $86,000 for the purposes of accounting for the Hospitality Employment Training Program Grant as follows: Increase Revenue Accounts: A7311-4989-01162 Federal Aid Other $86,000 Home and Community Increase Appropriate Accounts: A7311-5110-01162 Staff Salaries HEPT $43,018 A7311-5120-01162 Hourly P/T HEPT 8,910 A7311-5415-01162 Clothing HEPT 2,500 A7311-5425-01162 Office Expense HEPT 1,000 A7311-5435-01162 Contracts HEPT 4,500 A7311-5440-01162 Staff Development HEPT 5,160 A7311-5460-01162 Programs Supplies HEPT 4,984 A7311-9010-01162 Retirement HEPT 4,689 A7311-9030-01162 FICA/Medicare HEPT 3,291 A7311-9040-01162 Workers Comp HEPT 258 A7311-9060-01162 Health Insurance HEPT 7,690 $86,000 J:\DRedsicker\AGENDAS\City Admin Comm\2014\5-21 CA Agenda.docx 5/21/14 CA Item 4.6 Please complete the following: Use of Funds SOURCES ($) by Category (funding source) (funding source) (funding source) (funding source) TOTAL Private PROJECT COSTS Donations CDBG Program Manager $50,000.00 $50,000.00 Stipends $ 4,500.00 $ 4,500.00 Uniforms/Equipment $ 2,500.00 $ 2,500.00 Program/training $ 6,160.00 $ 6,160.00 Subsidized Training $16,600.00 $16,600.00 Childcare,etc. $ 6,240.00 $ 6,240.00 Total: $86,000.00 $86,000.00 SOURCES($� Use olTnnds TOTAL -Kind Fund Raising Good Works CDBG/ PROJECT COSTS By Category Donation Campaign FoundatioD- HOME .z staff Costs $35,000 $12 $47,000 Transportation $3- 0 I $3,000 Materials , •% r t�•" k $10,000 $10,000 Room Rental $2,400 $2,400' Mailings and $500 $500 Marketing . Total: $35 000 $3,000 $12,000 $12 900 $62 900 Please provide the following,on 8.5"x 11"sheets labeled with agency name,project name,and date. ❑ Resumes of key staff or consultants who will be responsible for this activity. ❑ A list of your organization's current board members,if applicable. ❑ A letter of commitment from every individual and entity partnering with this project. ❑ Letters of support. CERTIFICATION I certify the statements made in this application are true and correct. SIGNED Date February 28,2013 Print Name Marcia J.Fort Title Executive Director Is your organization a 501(c)(3)? Yes X/No❑ DUNS#of entity Return two copies of this preliminary proposal by Noon,March 1,2013 to Ithaca Urban Renewal Agency 3r'd Floor, City Hall 108 E. Green Street Ithaca,NY 14850 CA Item 4.6 April 30, 2014 Hi Steve, The HETP Budget for 2013-2014 totals $86,000. We are requesting that the City provide up front funding for $66,600 of the grant amount. The additional $19,400 will be provided by GIAC Board funds. Both The City and the GIAC Board will be reimbursed for the up- front funds they provide. Nagiane will voucher the IURA as needed. The City up front funds will be used in the following accounts: • 110 - Staff Salary $50,000 for Nagiane Lacka's salary. Her current salary is $43,018. • 120 - Hourly Part-time $16,600 Stipends for program participants 6-8 week internships Please let us know if additional information is needed. We appreciate your help.