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HomeMy WebLinkAboutMN-CA-2016-02-17CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. February 17, 2016 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Fleming, Gearhart, McGonigal, Smith OTHERS PRESENT: Police Chief – Barber Senior Planner – Wilson Youth Bureau Director – Vance Superintendent of Public Works – Thorne Manager of Fiscal Operations – Raftis City Attorney – Lavine City Chamberlain – Parsons Fiscal Manager – Whitney HR Director – Michell-Nunn Controller - Thayer 1. Call to Order 1.1 Agenda Review: Chairperson Mohlenhoff stated that Item 3.5 will be removed from the agenda. 1.2 Review/Approval of Minutes: Alderperson Smith made a motion to approve the minutes from the January 20, 2016 meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. City Administration, Human Resources, and Policy 2.1 Police - Request to Amend Personnel Roster Moved by Alderperson Fleming. Seconded by Alderperson Smith. WHEREAS, the Ithaca Police Department is seeking to add a Professional Standards Lieutenant to oversee the administrative functions of the department and WHEREAS, the Civil Service Commission will classify an additional Police Lieutenant Position at their February 24, 2016, meeting; now, therefore be it RESOLVED, That the Personnel Roster of the Police Department be amended as follows: Add: One (1) Police Lieutenant City Administration Committee Meeting February 17, 2016 Page 2 and be it further RESOLVED, That while this additional Police Lieutenant position is filled, the Deputy Police Chief of professional standards position that is currently vacant shall remain vacant, and be it further RESOLVED, That the funding for this new position will be derived from the existing authorized Police Department budget, and, be it further RESOLVED, that effectiveness of this resolution shall be conditioned on the execution by the Mayor and the Police Benevolent Association (“PBA”) of a Memorandum of Agreement, in a form satisfactory to the City Attorney, preserving the City’s unqualified ability and discretion to restore to the Chief’s Office any duties undertaken by or assigned to the Lieutenant of Professional Standards. A vote on the resolution resulted as follows: Passed unanimously. 2.2 Planning, Building & Economic Development - An Ordinance to Amend The Municipal Code Of The City Of Ithaca, Chapter 5, Entitled “Public Art Commission” To Amend the Commission Membership Moved by Alderperson Gearhart. Seconded by Alderperson Fleming. WHEREAS, the City of Ithaca Public Art Commission was established in 1999 to advise the Common Council on decisions concerning the selection, acquisition, and display of public art, and WHEREAS, the Public Art Commission was established to consist of seven members, including at least five city residents and four professionals from the field of design, visual arts, architecture or landscape architecture, and WHEREAS, while it is desirable to have members with strong connections to the community, it has been difficult to maintain a membership with five city residents; now, therefore, ORDINANCE NO. ____ BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca that Chapter 5 of the Municipal Code of the City of Ithaca be amended as follows: Section 1. Chapter 5, Section 5-3 of the Municipal Code of the City of Ithaca is hereby amended to read as follows: § 5-3. Membership. A. The Commission shall consist of seven members, all of whom shall be voting members, appointed by the Mayor subject to the approval of the Common Council. Of the seven members, at least four five shall be residents of the City of Ithaca. At least four members of the Commission shall be individuals who have demonstrated expertise in the field of design, visual arts, architecture or landscape architecture. B. Nonvoting members of the Commission shall include a liaison from the Common Council, a member of the Department of Planning, Building, and Economic Development, a member of the City Administration Committee Meeting February 17, 2016 Page 3 Department of Public Works, and the Directors of the Community Arts Partnership and the Downtown Ithaca Alliance Ithaca Downtown Partnership (or their successors). The Mayor may make other nonvoting appointments as deemed necessary and appropriate. Section 2. Effective date. This ordinance shall take effect immediately and in accordance with law upon publication of notices as provided in the Ithaca City Charter. A vote on the resolution resulted as follows: Passed unanimously. 2.3 Attorney - Authorization to Use City Parkland for Non-motorized Watercraft Concessions and Boat Storage Racks Moved by Alderperson Smith. Seconded by Alderperson Fleming. WHEREAS, in Spring 2015, the Mayor requested that the Superintendent of Public Works convene a working group to explore opportunities to improve public access to water-based activities within the City; and WHEREAS, the Water Recreation Committee identified the need for boat storage racks for privately- owned canoes, kayaks, and standup paddleboards and locations for vendors to operate boat rental concessions; and WHEREAS, the Water Recreation Committee evaluated several locations on City-owned property near existing or proposed boat launch sites, most of which are located within City parks, and which are depicted and described on the document entitled “Proposed Paddle Craft Storage/Concession Locations”, which is referenced and incorporated into this resolution as Exhibit A; and WHEREAS, the Parks Commission reviewed the proposed locations for concessions and boat storage facilities within City parks, and supports the Water Recreation Committee recommendations for locations labeled 1-4 on Exhibit A within the parks; and WHEREAS, the Board of Public Works also reviewed the proposed locations for concessions and boat storage facilities, and supports all proposed locations recommended by the Water Recreation Committee; and WHEREAS, the Water Recreation Committee proposes the issuance and advertisement of a Request for Proposals to identify potential vendors interested in operating non-motorized watercraft rental concessions from all potential concession locations identified in Cass and/or Stewart Parks, namely the following: #1 Fall Creek near Cascadilla Boat House – Stewart Park #2 Cass Park near Treman Boat Ramp #7 Northeast Stewart Park #8 Stewart Park by Large Pavilion; and WHEREAS, the Water Recreation Committee identified a final subset of locations suitable for boat storage rack installation within the 2016 season, which is comprised of the following: City Administration Committee Meeting February 17, 2016 Page 4 #1 Fall Creek near Cascadilla Boat House – Stewart Park (with two racks to be installed at this location) #2 Cass Park near Treman Boat Ramp #3 Parking Area across from Fire Training Center (golf course) #4 Cass Park City Docks; and WHEREAS, pursuant to City Code Chapter 170 “Use of City Real Property”, any concessionary or other nontransitory use of City parkland requires a license; and WHEREAS, Section 170-5(G) vests in the Common Council sole authority to grant approval of any license to make nontransitory use of City parkland; and WHEREAS, City Code Chapter 336 authorizes the Superintendent of Public Works to execute concession agreements within City parks; now, therefore, be it RESOLVED, that Common Council finds that the proposed non-motorized watercraft concessions and boat storage facilities constitute a public recreation-related use of Stewart and Cass Parks, are not expected to significantly compromise the public’s ability to enjoy the parks as intended, and in fact are expected to enhance the overall quality of the parks’ appeal and benefit to the public by providing greater opportunity to experience water recreational activities within the city and its waterways; and be it further RESOLVED, that Common Council hereby authorizes the use of the following locations (which are more fully described in Exhibit A) for non-motorized watercraft rental concessions: #1 Fall Creek near Cascadilla Boat House – Stewart Park #2 Cass Park near Treman Boat Ramp #7 Northeast Stewart Park #8 Stewart Park by Large Pavilion; and be it further RESOLVED, that Common Council hereby authorizes the Superintendent of Public Works to advertise, now and in the future, a Request for Proposals for non-motorized watercraft rental concessions and to select and license eligible vendors for such concessions at the locations authorized by this resolution; and be it further RESOLVED, that as the City has not established a regular, fair-market fee for such seasonal use of its parkland, Council hereby authorizes the fee for watercraft rental concessionary use of parkland to be set with a base fee of $1,210.00 plus a percent gross of revenue receipts of no less than 8% for the 2016 season anticipated to run from May 1 through October 31, 2016, and which base fee shall be paid to the City concurrently with execution of the license and gross revenue at the conclusion of the season; and be it further RESOLVED, that base fee, gross revenue percentage, and seasonal dates for subsequent years shall be established by the Board of Public Works prior to January 31st of each year; and be it further RESOLVED, that the Superintendent, upon the advice of the City Attorney, is authorized to issue a revocable license to each eligible vendor selected for watercraft rental concessions containing the City Administration Committee Meeting February 17, 2016 Page 5 standard terms and conditions with regard to liability insurance coverage, indemnification of the City, safety precautions, and other pertinent matters; and be it further RESOLVED, that Common Council hereby authorizes the use of the following locations (which are more fully described in Exhibit A) for installation and licensing of watercraft storage racks: #1 Fall Creek near Cascadilla Boat House – Stewart Park (with two racks to be installed at this location) #2 Cass Park near Treman Boat Ramp #3 Parking Area across from Fire Training Center (golf course) #4 Cass Park City Docks; and be it further RESOLVED, that the Superintendent of Public Works, upon the advice of the City Attorney, is authorized to issue a revocable license for use by each eligible individual licensing space within the City boat storage racks containing standard terms and conditions with regard to waiver of liability, indemnification of the City, abandonment and assignment of property, and other pertinent matters; and be it further RESOLVED, that the Superintendent of Public Works may designate authority to issue and administer individual licenses on a first come, first served basis for use of City owned boat storage racks to the Ithaca Youth Bureau; and be it further RESOLVED, that as the City has not previously established a regular, fair-market fee for use of its property for boat storage racks, Common Council hereby sets the following fees per boat slot on each rack (and which shall include and constitute the usual license application fee) of $100 per season for City residents and $130 for non-City residents per season for the 2016 season running from the date the storage racks are installed and ready to be used, but not later than June 1, and anticipated to run through not later than November 30, 2016, which fee shall be paid to the City concurrently with execution of the license; and be it further RESOLVED, that the license fee per boat slot on boat racks and seasonal dates for subsequent years shall be established by the Board of Public Works prior to January 31st of each year. A vote on the resolution resulted as follows: Passed unanimously. 3. Finance, Budget and Appropriations 3.1 City-County Law Enforcement Consolidation Moved by Alderperson Smith. Seconded by Alderperson Fleming. WHEREAS, the City of Ithaca and Tompkins County have long worked together as part of an ongoing effort to reduce redundancies, increase efficiency, and alleviate the tax burden on their residents, and WHEREAS, the protection of life and property is one of the most vital, and most costly, functions of government at all levels, and City Administration Committee Meeting February 17, 2016 Page 6 WHEREAS, that public function is fulfilled in Tompkins County through a number of police agencies, the largest of which are the Ithaca Police Department and the Tompkins County Sheriff’s Office, and WHEREAS, the City of Ithaca and Tompkins County have allocated $16,780,212 in their respective 2015 budgets, representing 25% of the combined property tax levies of the City and County, to support their respective police agencies, and WHEREAS, since the 1950’s, cities and counties across the country have successfully consolidated municipal and county police services as a way to decrease costs and improve the quality of the services offered to residents, and WHEREAS, the implementation of police services on a county-wide level allows for a more seamless distribution of police services unrestricted by municipal boundaries and that more accurately reflect the needs of city and county residents alike, and WHEREAS, cities and counties throughout New York State have recognized the opportunity for improved quality and efficiency that may be afforded by consolidating police services and have, as a result, begun the process by investing in a comprehensive analysis of the feasibility of consolidating or sharing police services, and WHEREAS, in 2004, the City of Ithaca and Tompkins County achieved efficiency and cost savings through the consolidation of emergency dispatch services, and WHEREAS, the City of Ithaca and Tompkins County currently operate under a Mutual Aid Agreement with respect to the City of Ithaca’s Special Weapons and Tactical unit, and WHEREAS, as a result of years of cooperation and previous successful consolidation efforts, the City of Ithaca and Tompkins County are especially well positioned to achieve efficiencies through the consolidation of further shared services between the City of Ithaca Police Department and the Tompkins County Sheriff’s Office, and WHEREAS, New York State has encouraged communities to identify and implement consolidation and shared service opportunities and has established various grant funds, including a $150 million onetime allocation for the Governor’s Municipal Restructuring Fund, to support such efforts, and WHEREAS, by resolution of November 4, 2015, the Common Council unanimously endorsed a joint effort to secure State grant funding and/or other aid that will, in turn, fund a detailed analysis of the feasibility and opportunities for consolidation via a countywide police agency, or further sharing of police services between the City of Ithaca and Tompkins County; and WHEREAS, by that same resolution the Common Council instructed the Mayor to jointly propose for approval by both legislative bodies an application (the first stage of which is termed a “Project Charter” by the Department of State) for grant funding in support of such a study and associated eligible costs; now, therefore, be it RESOLVED, That the Common Council hereby approves for submission to the Department of State a Project Charter substantially similar to that included herewith, including with such amendments as may City Administration Committee Meeting February 17, 2016 Page 7 hereafter be agreed upon by the Mayor and the City Attorney in discussions with County and State officials and personnel, together with necessary and appropriate supporting documentation; and be it further RESOLVED, That the Common Council hereby authorizes the Mayor, jointly with other participating municipalities, to effectuate this Project Charter by preparing and releasing a request for proposals (RFP), and acting upon responsive proposals, for the study of the feasibility of and opportunities for consolidation and sharing of police services between the City of Ithaca and Tompkins County, and other law enforcement agencies (e.g., village police departments) in the County that may opt to participate in the study. A vote on the resolution resulted as follows: Passed unanimously. 3.2 Finance – Transfer Unused Trust Fund Moved by Alderperson McGonigal. Seconded by Alderperson Fleming. WHEREAS, over time the City has accumulated various funds from donations to the City or transfer from other City accounts that have been placed in the City’s Trust Fund, and WHEREAS, transferring these funds to the City’s Operating account would facilitate the use of the funds in an appropriate way, now therefore be it RESOLVED, That Common Council hereby authorizes the transfer of the following funds plus any additional accrued interest to the City’s Operating Fund: Sale of Unclaimed Property- $ 2,132.27 Commons Cultural Tourism- 11.37 FICA Overpayment- 22.18 Dewitt Park Improvement Fund 2,892.90 Conference on College and Community- 764.69 IPAC Escrow- 1,576.82 Rick Gray Memorial- 585.00 Stewart Park Carousel Fund- 1,240.10 Rt. 13 Ithaca Plaza Light- 2,261.56 Northside Neighborhood Cleanup- 250.00 Wood Street Benches- 2,290.00 Dog Park- 100.00 MLK Freedom Walk- 50.00 Circle Greenway- 32.56 Centennial Art Program- 3,858.41 and be it further RESOLVED, That the City Chamberlain work with the City Controller to determine the appropriate revenue accounts in the City Operating Fund. City Administration Committee Meeting February 17, 2016 Page 8 A vote on the resolution resulted as follows: Passed unanimously. 3.3 Youth Bureau – Request to Amend 2016 Budget Moved by Alderperson McGonigal. Seconded by Alderperson Gearhart. WHEREAS, the Ithaca Youth Bureau has requested to amend the 2016 budget in order to meet unexpected needs in the Big Brothers Big Sister Program and new requirements at the National level, WHEREAS, part-time seasonal assistance is needed to run the weekly program for children on the waitlist, recruit volunteer mentors and run special events, WHEREAS, BBBS has received a donation that we would like to transfer from the ECHO Fund, WHEREAS, this amendment requires no additional funds from the City, now, therefore, be it RESOLVED, that Common Council hereby amends the 2016 Youth Bureau Budget as follows: Increase expenses: A7310-5120-1206 Hourly Part-time Seasonal $3,480 A7310-9030 FICA/Medicate $266 A7310-9040 Workers’ Comp. $304 Increase revenues: A7310-2070-1206 One-to One BBBS Donations $4,050 A vote on the resolution resulted as follows: Passed unanimously. 3.4 Planning, Building, and Economic Development – Request to Amend the 2016 Department Budget Moved by Alderperson Gearhart. Seconded by Alderperson Fleming. WHEREAS, the City’s Public Art Commission was awarded a grant to complete a third round of electrical box murals in 2016, and WHEREAS, the grant funds will be used for artist stipends and supplies; now, therefore, be it RESOLVED, that Common Council hereby accepts funding from the Community Arts Partnership’s Grants for Arts Program in the amount of $2,100 and amends the 2016 Department of Planning, Building, Zoning, & Economic Development authorized budget as follows: Increase Revenue Account: A8020-3989 Planning State Aid Home & Community $2,100 City Administration Committee Meeting February 17, 2016 Page 9 Increase Appropriations Account: A8020-5435 Planning Contracts $2,100 A vote on the resolution resulted as follows: Passed unanimously. 3.5 Planning, Building, Zoning, & Economic Development – Request to Amend the 2016 Department Budget This item was removed from the agenda. 3.6 Police – Request to Amend Authorized Budget for a Security and Emergency Services Grant Moved by Alderperson Fleming. Seconded by Alderperson Smith. WHEREAS, the Ithaca Police Department applied for and received a New York State Division of Homeland Security and Emergency Services Grant in the amount of $100,000, and WHEREAS, the grant will run until August 31, 2018, and provide the department with the following equipment and resources: Night vision helmets, spotting scopes, Self-Contained Breathing Apparatus, portable mass notification system, personal protection equipment, throw phone and training now, therefore, be it RESOLVED, That Common Council hereby amend the 2016 authorized Police Department budget to account for the $100,000 New York State Homeland Security and Emergency Services Grant as follows: Increase Revenue Account: A3120-4320 Police Federal Aid $100,000 Increase Appropriations Accounts: A3120-5125-5001 Police Overtime $ 16,000 A3120-5225-5022 Police Equipment 82,000 A3120-5440-5022 Police Staff Development 2,000 $100,000 A vote on the resolution resulted as follows: Passed unanimously. 3.7 HRD – Request to Amend Authorized Budget for a Safety Grant Moved by Alderperson Gearhart. Seconded by Alderperson Smith. WHEREAS, the City applied for and received an Occupational Safety and Health Training and Education Program Grant from the new York State Department of Labor in the amount of $12,287, and City Administration Committee Meeting February 17, 2016 Page 10 WHEREAS, the grant will run until July 31, 2016, and provide the City staff with various safety training, including, but not limited to: confined space, trenching, excavation, lockout/tagout, hazard communications and work zone safety; now, therefore, be it RESOLVED, That Common Council hereby amends the 2016 Authorized Human Resources Budget to account for the $12,787 Safety and Health Training and Education Program Grant from New York State as follows: Increase Revenue Account: A1430-3489 NYS Aid Health $12,787 Increase Appropriations Account: A1430-5435 Human Resources Contracts $12,787 A vote on the resolution resulted as follows: Passed unanimously. 3.8 Finance - Appointment of City Chamberlain Moved by Alderperson Smith. Seconded by Alderperson Fleming. RESOLVED, That the Fiscal Manager in the Chamberlain’s Office, Deborah Whitney, be and hereby is appointed to the position of City Chamberlain effective March 28, 2016, at an annual salary of $75,112. A vote on the resolution resulted as follows: Passed unanimously. 3.9 Finance – Approval of 2014 Audit – Update The 2014 Audit is not complete. If it is complete by the Common Council meeting, it will be on the agenda. 4. Performance Measures. None. 5. Common Council. None. 6. Budget Process The Committee discussed the budget process for this year and identified possible dates in October for the budget meetings. Chairperson Mohlenhoff will send out a doodle poll with these dates to Common Council. 7. Meeting Wrap-up 7.1 Announcements. None. 7.2 Next Meeting Date: March 16, 2016. City Administration Committee Meeting February 17, 2016 Page 11 7.3 Review, Agenda Items for Next Meeting. None. 7.4 Adjourn: With no further business and on a motion by Alderperson McGonigal, the meeting was adjourned at 8:04 p.m.