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HomeMy WebLinkAboutMN-CA-2016-04-20CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. April 20, 2016 PRESENT: Alderperson Fleming – Chair Alderpersons (3): Gearhart, McGonigal, Smith Mayor – Myrick EXCUSED: Alderpersons (1): Mohlenhoff OTHERS PRESENT: GIAC Director – McBean-Clairborne Youth Bureau Director – Vance City Attorney – Lavine Chief of Staff Elect – Cogan Fire Chief – Parsons Superintendent of Public Works – Thorne HR Director – Michell-Nunn Deputy Controller – Andrew IURA Director – Bohn Alderpersons (2): Martell, Murtagh 1. Call to Order 1.1 Agenda Review 1.2 Review/Approval of Minutes: Alderperson McGonigal made a motion to approve the minutes from the February 17, 2016 meeting of the City Administration Committee. Seconded by Alderperson Gearhart. Motion carried unanimously. 1.3 Statements from the Public Dan Hoffman, City resident and Natural Area Commission member, spoke about the problem with and against the recommendations for 401 Lake Street. Mr. Hoffman encouraged the Committee to go with the recommendations from the Planning, Building & Economic Development Committee and to put this property on the tax rolls. Mr. Hoffman stated that the public is not aware of the proposed resolution and should be allowed to weigh in on the decision. Ashley Miller, City resident, spoke against the proposed resolution for 401 Lake Street. Ms. Miller stated that the 401 Lake Street parcel should be protected and suggested that the City hold a public hearing to allow residents to weigh in on the decision. 1.4 Statements from Employees. None. City Administration Committee Meeting April 20, 2016 Page 2 1.5 Council Response Alderperson McGonigal stated that 401 Lake Street is such a small parcel that it could not be developed in any other way. Mr. McGonigal mentioned that there are two resolutions offering different choices going before two Committees of Common Council; which is making the decision complicated. 2. Consent Agenda 2.1 GIAC – Amendment to Roster Moved by Alderperson Gearhart. Seconded by Alderperson McGonigal. WHEREAS, the Greater Ithaca Activities Center (GIAC) has proposed to add two (2) full time (35- hours each) GIAC Program Leaders to the roster, and WHEREAS, these positions will provide opportunities for internal promotion for qualifying GIAC Program Assistants, and WHEREAS, the work performed by these positions will support GIAC programming effectively, and WHEREAS, GIAC’s 2016 budget as approved includes funding for these positions, and WHEREAS, no additional funds are being requested for these positions; now therefore be it RESOLVED, That the Personnel Roster of GIAC shall be amended as follows: Add – Two (2) GIAC Program Leader Positions (35-hours each) and be it further, RESOLVED, That while the additional positions are filled via promotion, the 2 GIAC Program Assistant positions shall remain vacant, and be it further RESOLVED, That said roster amendment will be made within the existing funds of the 2016 authorized GIAC budget. A vote on the resolution resulted as follows: Passed unanimously. 2.2 YB – Amendment to 2016 Budget Moved by Alderperson Gearhart. Seconded by Alderperson McGonigal. WHEREAS, the Ithaca Youth Bureau has requested to amend the 2016 budget due to the award of a Tompkins County Tourism grant, and WHEREAS, the money received from this grant will be used to purchase equipment for Ithaca Bike Rental as proposed in the grant, and City Administration Committee Meeting April 20, 2016 Page 3 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: A7310-5460-1203 $5,000 Increase revenues A7310-2070-1203 $5,000 A vote on the resolution resulted as follows: Passed unanimously. 2.3 IFD – Purchase of Vehicle Moved by Alderperson Gearhart. Seconded by Alderperson McGonigal. WHEREAS, the Ithaca Fire Police is a unit of the Ithaca Fire Department comprised of members of Neriton Fire Company No. 9, and WHEREAS, the Ithaca Fire Police Unit responds to emergencies requiring traffic and crowd control, and WHEREAS, the work of the Fire Police involves the use of barricades, flares, portable traffic control signs, scene lighting, and traffic cones, and WHEREAS, the Ithaca Fire Department does not have a vehicle to permanently store and made available for use for carrying traffic control equipment, and WHEREAS, the members of the Fire Police Unit currently use their personal vehicles to transport traffic control equipment to emergency incidents, and WHEREAS, Neriton Fire Company No. 9 has offered to fund the purchase of a vehicle, up to twenty thousand dollars ($20,000), and WHEREAS, Neriton Fire Company No. 9 has offered to provide funding for retrofitting, and major repairs of the Fire Police vehicle, and WHEREAS, the City Attorney has recommended that the Fire Police Vehicle be owned by the City of Ithaca for it to be eligible for insurance and registration under the City of Ithaca, and WHEREAS, the Fire Police Vehicle, when not in use, will be parked or stored on City owned property, and WHEREAS, the Fire Chief supports the request of Neriton Fire Company No. 9 to purchase a vehicle for the Fire Police Unit; now, therefore be it City Administration Committee Meeting April 20, 2016 Page 4 RESOLVED, The Common Council of the City of Ithaca approves the acceptance of funds from Neriton Fire Company No. 9 for the purchase of a vehicle for the Fire Police Unit, and, be it further RESOLVED, The funds provided by Neriton Fire Company No. 9 for the purchase of a Fire Police Vehicle shall be transferred to Account A3410-5215-12200, and, be it further RESOLVED, The funds provided by Neriton Fire Company No. 9 for retrofitting, and major repairs to the Fire Police Vehicle shall be transferred to Account A3410-5476-12250; and, be it further RESOLVED, The cost of registration, insurance, fuel and routine maintenance will be paid for out of existing Fire Department funding; and, be it further RESOLVED, The Common Council authorizes the purchase of a Fire Police Vehicle at a cost not to exceed funds provided by Neriton Fire Company No. 9; and, be it further RESOLVED, The Common Council authorizes the retrofitting and major repairs of the Fire Police Vehicle not to exceed funding provided by Neriton Fire Company No. 9. A vote on the resolution resulted as follows: Passed unanimously. 3. City Administration, Human Resources, and Policy 3.1 Restructure of Boards & Committees Moved by Alderperson Smith. Seconded by Alderperson Gearhart. WHEREAS, in 2011, the City of Ithaca contracted with an outside consulting firm to evaluate the city’s organizational structure as it relates to performance measurement and efficiencies, resulting in what we now call “The Novak Report”, and WHEREAS, based on the Novak Report, the Common Council identified as a priority the task of performing a comprehensive analysis of the City’s approximately 30 boards and committees, and WHEREAS, the Common Council now desires to complete that analysis and consider recommendations for restructuring of many of the City’s boards and committees (which shall, for purposes of this resolution, include commissions, councils other than the Common Council, and groups), though generally not the City’s quasi-judicial boards and committees; now, therefore be it RESOLVED, That a Boards and Committees Restructuring Working Group (“BCRWG”) shall be formed to gather input from existing boards and committees, and the public, on possible models for restructuring, and to propose to the City Administration Committee a realigned structure for the City’s boards and committees that supports the following goals: 1. To create a structure in which volunteers and citizens effectively engage in order to drive change and address changing needs. 2. To make effective use of volunteer time and energy. City Administration Committee Meeting April 20, 2016 Page 5 3. To create a structure in which volunteer committees can bring new ideas and initiatives forward to Council for adoption in an easy and consistent manner. To also create a structure in which Council and/or the Mayor can assign an emerging issue to a committee for research, public input, and analysis. 4. To define clearer relationships between City committees and Council. 5. To better utilize staff resources in order to most effectively empower the committees. 6. To be even more responsive to the needs of our community. 7. To make recruitment of new board members easier. 8. To create a structure that is fluid enough to be both proactive and reactive depending on the situation or issue. 9. To provide citizens better visibility and access into government and how to create change. and be it further, RESOLVED, That the Mayor shall select, recruit, and appoint seven members of the BCRWG as follows, who shall additionally be advised by the City Attorney: Two present or former board or committee members Two members of the Common Council Two City staff with familiarity with the City’s board and committee structure The Chief of Staff; and be it further, RESOLVED, That a member of the BCRWG shall provide progress updates to the City Administration Committee at most meetings of the City Administration Committee. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 IURA – Natural Area Commission Recommendations for 401 Lake Street Moved by Alderperson McGonigal. Seconded by Alderperson Smith. WHEREAS, the City of Ithaca acquired property located at 401 Lake Street (tax parcel #12.-1-2) and vacant tax parcel #12.-1-1 through tax foreclosure proceedings in 2015, and WHEREAS, the 401 Lake Street property contains a vacant, boarded-up 840 square foot single family dwelling located immediately adjacent to Fall Creek, and WHEREAS, on June 3, 2015, the Common Council took action to: retain ownership of the 401 Lake Street and tax parcel #12.-1-1; direct staff to consider rezoning 401 Lake Street and tax parcel #12.-1-1 from R-3b to a P-1 zoning district designation designate tax parcel #12.-1-1 for inclusion in the Ithaca Falls Natural Area; and City Administration Committee Meeting April 20, 2016 Page 6 WHEREAS, on June 3, 2015, a decision whether to retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area was postponed pending review by the Natural Areas Commission (NAC), and WHEREAS, the NAC recommends the following actions: 1. Retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area; 2. Rezone 401 Lake Street and the adjacent tax parcel #12.-1-1 from R-3b to P-1; 3. Demolish and remove the vacant house at 401 Lake Street; 4. Undertake a management plan for the Ithaca Falls Natural Area; and WHEREAS, the City of Ithaca comprehensive plan, Plan Ithaca, recommends that land use decisions be made in accordance with the Future Land Use Map, which designates both parcels in an Environmentally Sensitive land use category, and WHEREAS, Plan Ithaca also includes a goal that “[g]orges throughout the city will be protected to ensure their continuation as critical natural assets for current and future use”, and WWHEREAS, the Planning and Economic Development Committee considered NAC recommendations regarding zoning and natural area designation, and WHEREAS, asbestos investigation, abatement and demolition of the structure at 401 Lake Street is projected to cost approximately $25,000, and WHEREAS, the City has not yet fulfilled its obligation to develop and adopt a management plan for the Fall Creek Recreational River corridor, as required by the New York State Department of Conservation (NYSDEC), and WHEREAS, fencing restricting public access to portions of the Ithaca Falls Natural Area for the past 10 years may be removed upon a NYSDEC determination that the recently completed environmental investigation and remediation of the city-owned Ithaca Falls Overlook site has been satisfactorily accomplished, and WHEREAS, development of management plans for municipally-owned recreational and natural areas are eligible for matching reimbursement grants through the Environmental Protection Fund Municipal Grant program, and WHEREAS, Under the City Environmental Quality Review Ordinance (CEQRO), the NAC recommendations are classified as follows: Type I (due to proximity to Fall Creek) - Designation of city-owned parcels into the Ithaca Falls Natural Area Type I - Rezoning to P-1 Type I (due to proximity to Fall Creek) - Demolition of structure at 401 Lake Street Type II - Development of management plans, and City Administration Committee Meeting April 20, 2016 Page 7 WHEREAS, the proposed actions under consideration by the CAC are demolition of the structure at 401 Lake Street and submission of a grant application to develop management plans, which are classified under the City Environmental Quality Review Ordinance (CEQRO)as a Type I action and an Exempt action, respectively, and WHEREAS, environmental review has been completed for the proposed actions, and WHEREAS, City staff has estimated demolition costs for the Lake Street structure to be $25,000, and WHEREAS, we can use a portion of the proceeds from the upcoming sale of City land for the Canopy Hotel to support the demolition expense related to Lake Street and avoid borrowing for this expense; now, therefore, be it RESOLVED, that the Common Council for the City of Ithaca hereby establishes Capital Project #829, Demolition of Vacant Structures in an amount not to exceed $25,000 for the purpose of demolishing and removing the vacant structure at 401 Lake Street, and be it further RESOLVED, That the $25,000 in needed funds for the demolition project will be derived from a portion of the sale of City land for the Canopy Hotel, and be it further RESOLVED, The Common Council hereby authorizes submission of a grant application for development of a management plan for the Fall Creek Natural Area and a management plan for the Fall Creek Recreational River Corridor, and be it further RESOLVED, That this resolution will take effect contingent on the passing of a companion resolution currently pending in the Planning Committee. A vote on the resolution resulted as follows: Yes (2): Gearhart, Smith No (2): Fleming, McGonigal Motion failed 2-2. The Committee continued to discuss this resolution. The following resolution was voted on: Moved by Alderperson Smith. Seconded by Alderperson McGonigal. WHEREAS, the City of Ithaca acquired property located at 401 Lake Street (tax parcel #12.-1-2) and vacant tax parcel #12.-1-1 through tax foreclosure proceedings in 2015, and WHEREAS, the 401 Lake Street property contains a vacant, boarded-up 840 square foot single family dwelling located immediately adjacent to Fall Creek, and WHEREAS, on June 3, 2015, the Common Council took action to: retain ownership of the 401 Lake Street and tax parcel #12.-1-1; City Administration Committee Meeting April 20, 2016 Page 8 direct staff to consider rezoning 401 Lake Street and tax parcel #12.-1-1 from R-3b to a P-1 zoning district designation; designate tax parcel #12.-1-1 for inclusion in the Ithaca Falls Natural Area; and WHEREAS, on June 3, 2015, a decision whether to retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area was postponed pending review by the Natural Areas Commission (NAC), and WHEREAS, the NAC recommends the following actions: 1. Retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area; 2. Rezone 401 Lake Street and the adjacent tax parcel #12.-1-1 from R-3b to P-1; 3. Demolish and remove the vacant house at 401 Lake Street; 4. Undertake a management plan for the Ithaca Falls Natural Area, and WHEREAS, The City also encourages the retention of useable housing, not only to provide residences but also to generate property tax revenue, and WHEREAS, the house at 401 Lake Street could be made habitable and does not detract from the view or enjoyment of Ithaca Falls, and WHEREAS, the City has already set aside the large parcel adjacent to the site as a Natural Area, now, therefore, be it RESOLVED, that the house at 401 Lake Street be not be demolished by the City but instead by offered for sale in some manner to be determined, and be it further RESOLVED, That this resolution will take effect contingent on the passing of a companion resolution currently pending in the Planning Committee. A vote on the resolution resulted as follows: Yes (3): Fleming, McGonigal, Smith No (1): Gearhart Motion passed 3-1. 4.2 DPW – Boat Storage Rack Funding Moved by Alderperson Fleming. Seconded by Alderperson McGonigal. WHEREAS, a proposal to install, maintain, and license 5 boat storage racks at a total of 4 locations within Stewart and Cass Parks was approved by Common Council on March 2, 2016, and WHEREAS, the capital cost to construct the boat storage racks is estimated to be $5,000 with a revenue stream to the City expected to be $6,000 per year, and City Administration Committee Meeting April 20, 2016 Page 9 WHEREAS, funds to pay for the initial installation will come from account A7111-5483, Parks and Forestry Construction Supply, which were not anticipated in the 2016 Department of Public Works budget; now therefore be it RESOLVED, That Common Council authorize the transfer of $5,000 from unrestricted contingency to account A7111-5483. A vote on the resolution resulted as follows: Passed unanimously. 4.3 DPW – Sidewalk Assessment Approval Moved by Alderperson Gearhart. Seconded by Alderperson McGonigal. WHEREAS, on May 7, 2012, the Board of Public Works directed new sidewalk construction by City forces along the west side of Cornell Street, between East State/MLK Jr. Street. and Eastwood Avenue, in accordance with Uniform Sidewalk Improvement sections of the City Charter, pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, after a recommendation from the Board, Common Council created Capital Project # 779 in the amount of $50,000 for Cornell Street sidewalk construction and associated costs, with the understanding that approximately half of that amount would be recoverable under sidewalk assessments authorized under the Uniform Sidewalk Improvement sections of the City Charter, and WHEREAS, on June 4, 2012, the Board of Public Works directed new sidewalk construction by City forces along the north and south side of the 700 block of Hancock Street, in accordance with Uniform Sidewalk Improvement sections of the City Charter, pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, the Cornell Street and Hancock Streets sidewalks were constructed by the City Department of Public Works in the summers of 2012 and 2013, respectively, and WHERAS, Common Council passed Local Law No. 3-2013, effective January 1, 2014, in essence modifying the City Charter’s policy in regard to responsibility for sidewalk construction costs, and WHEREAS, in the context of the new law, and through the adoption of the 2014 Sidewalk Improvement District budget and work plan, the Board indicated their intent to share the costs of the new sidewalk between the adjacent property owners and the newly created Sidewalk Improvement Districts, and WHEREAS on June 9, 2014, the Board held a duly advertised public hearing in accordance with Section C-89 of the City Charter, in regard to apportioning and assessing sidewalk costs for both Cornell Street and Hancock Street construction, in accordance with plans and schedules of cost prepared by the Office of the City Engineer, and WHEREAS, on August 18, 2014, the Board of Public Works approved an apportionment of costs as shown in the attached schedule of costs prepared by the Office of the City Engineer, and recommended City Administration Committee Meeting April 20, 2016 Page 10 to Common Council to assess such apportioned costs to the adjacent property owners in accordance with Section 89 of the City Charter; now therefore be it RESOLVED, that Common Council does hereby approves the apportionment of cost as approved by the Board of Public Works on August 18, 2014, and be it further RESOLVED, that Common Council does hereby direct the Finance Department to assess the apportioned costs to the adjacent property owners as follows: Address Assessment 10 Cornell Street $ 5,364.06 1120 East State Street $ 5,515.63 622 Cascadilla Street $ 5,721.52 702 Hancock Street $ 3,393.00 710 Hancock Street $ 3,213.60 711 Hancock Street $ 273.00 A vote on the resolution resulted as follows: Yes (3): Fleming, Gearhart, Smith No (1): McGonigal Motion passed 3-1. 4.4 DPW - Hydrilla Project Agreement Moved by Alderperson Smith. Seconded by Alderperson McGonigal. Entering into Contract with Tompkins County Soil and Water Conservation District for coordination and implementation of the Cayuga Lake Watershed Hydrilla Project in the Cayuga Inlet, Fall Creek and Southern Cayuga Lake for 2016. WHEREAS, the Tompkins County Soil and Water Conservation District (District) is working to eradicate the Invasive Hydrilla plant from the Cayuga Inlet, Fall Creek, adjacent tributaries, and the southeast corner of Cayuga Lake, and WHEREAS, the Finger Lakes-Lake Ontario Watershed Protection Alliance (FLLOWPA) has received NYSDEC administered grant funding (Aid to Localities Contract No. C304750) for hydrilla eradication efforts (including in-field management/treatment, extensive plant community and hydrilla tuber monitoring), and WHEREAS, NYSDEC requires a “full reimbursement” process for Hydrilla Project activities, including coverage of all up-front Project costs before NYSDEC funds can be accessed and reimbursement requested, and City Administration Committee Meeting April 20, 2016 Page 11 WHEREAS, the District does not have appropriate funding on hand to cover up-front Project costs, but must continue the coordination and implementation of critical Hydrilla Project activities with the Hydrilla Task Force to ensure Project success, and WHEREAS, in order to make this a possibility and cover the needed up front $300,000 project costs, the City of Ithaca has combined with Tompkins County to lead the funds with a later reimbursement; now, therefore, be it RESOLVED, By the City of Ithaca that, 1.) The City of Ithaca enters into a contract with Tompkins County Soil and Water Conservation District to provide local funding support of $100,000 for Hydrilla Project activities for the 2016 treatment season. 2.) The Tompkins County Soil and Water Conservation District (on behalf of the Hydrilla Task Force of the Cayuga Lake Watershed), will secure sub-contracts with Project contractors in order to implement necessary in-field Hydrilla Project activities, including hydrilla management and eradication treatments, and plant community and hydrilla tuber monitoring. 3.) Tompkins County Soil and Water Conservation District will submit reimbursement requests to NYSDEC via FLLOWPA for Project costs incurred during the 2016 treatment season. Reimbursement requests will be submitted on a quarterly basis (per NYSDEC contract terms). Reimbursement funds will be sent to TCSWCD, which will then be sent to the City of Ithaca. A vote on the resolution resulted as follows: Passed unanimously. 4.5 DPW – CP for Renzetti Place Moved by Alderperson Smith. Seconded by Alderperson McGonigal. WHEREAS, two sanitary sewer mains along the west end of the South Hill Trail have experience storm related high flows on at least two occasions since 2011 resulting in overflows which spilled onto the trail and along the south ditchline of Renzetti Place, and WHEREAS, the carrying capacity of the two mains is exceeded during high flows due to slope, size, and both mains being connected perpendicular to the flow in the Hudson Street sanitary sewer main at the same location, and WHEREAS, installing four new manholes and 463 feet of new 15 inch diameter pipe to make a new point of connection with the sanitary sewer main on Hudson Street downhill of the existing connection will provide both increased slope and a more hydraulically efficient transition in that the flows will be converging in the same direction, and WHEREAS, the Department of Public Works Water & Sewer Division staff has estimated the maximum cost for this project to be $36,000.00, and WHEREAS, a 41.57% share of the costs of this sanitary sewer project could be reimbursed by the Town of Ithaca under the Joint Sewer Interceptor Agreement in an amount not to exceed $14,965.20, and City Administration Committee Meeting April 20, 2016 Page 12 WHEREAS, the Department of Public Works Water & Sewer Division staff estimates our Crews could complete this work in two to four weeks. Work would be schedule for summer or fall of 2016; now, therefore, be it RESOLVED, That Common Council hereby establishes Capital Project #630 with an amount not to exceed $36,000.00 to facilitate the construction of a 463-foot length of sanitary sewer main along South Hill Trail above Renzetti Place. A vote on the resolution resulted as follows: Passed unanimously. 4.6 DPW – CP for Water and Sewer Mains Moved by Alderperson McGonigal. Seconded by Alderperson Gearhart. WHEREAS, the City’s water main on the 200 block of Dryden Road is 106 years old, originally constructed in 1910, and the City’s sewer main is 120 years old, originally constructed in 1896, and WHEREAS, the current redevelopment of two parcels located in the 200 block of Dryden Road includes overhead electric and communications being moved to underground installations as well as the addition of a medium pressure natural gas main underground, and WHEREAS, the cost of replacing the City’s water and sewer would be significantly higher if done after the new underground electric, communications, and gas have crowded the available space in the street right-of-way, and WHEREAS, the street surface, curb, and drainage are all in need of replacement and will be further disturbed necessitating a full depth street rebuild, and WHEREAS, in order to take advantage of a substantial cost savings, the Department of Public Works Water and Sewer Division is requesting funding to perform this work, which entails replacement of 385 feet of sanitary sewer main and 377 feet of water main, and WHEREAS, the Department of Public Works Water & Sewer Division staff has estimated the maximum cost for replacement to be $236,000.00, and WHEREAS, City Department of Public Works Water & Sewer Division staff estimates City crews will complete this work in six to eight weeks and is to be scheduled during the time frame from June 2016, to August 2016; now, therefore, be it RESOLVED, That Common Council establishes Capital Project #631in an amount not to exceed $236,000.00, to facilitate the construction of replacement of water and sewer mains on the 200 Block of Dryden Road. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting April 20, 2016 Page 13 4.7 DPW – Increase CP for Water Plant Moved by Alderperson Gearhart. Seconded by Alderperson McGonigal. WHEREAS, within the original design and contract for the Water Supply Project was for City’s two clearwells at the Water Treatment Plant both to be relined and made watertight. The 1929 clearwell was successfully sealed and relined. The 1903 clearwell because of its condition cannot be sealed or relined, and WHEREAS, it is necessary to the function of the Water Treatment Plant and Water Distribution System that 1903 clearwell be replaced in that it both provides for balanced and efficient operation of the membrane filters and the required storage for emergency supply and fire flow, and WHEREAS, the City’s Engineering Consultants for the project, O’Brien and Gere have estimated the maximum budget for replacement of the 1903 clearwell to be $1,250,000.00, and WHEREAS, the projected June 2016 contingency remaining in the project budget for Contract 4 under Capital Project 510 is $927,667.00, this includes expenditure of $50,000.00 to be used for Engineering design and construction phase services for the 1903 clearwell rebuild, and WHEREAS, the Assistant Superintendent for the City of Ithaca DPW Water and Sewer Division along with staff Engineers have reviewed, discussed, and determined that the additional project construction and engineering costs are in line with best practices, are necessary, and recommend to the Board of Public Works authorization of an additional budget authorization in the amount of $1,200,000.00 with the understanding that at the close of Contract 4 the balance of the contingency line will be all applied first towards this additional work to minimize the amount of the additional funds expended, now therefore, be it RESOLVED, That Common Council authorizes additional funding for Contract #4 under Capital Project 510 in an amount not to exceed $1,200,000.00, and be it further RESOLVED, That at the close of Contract #4, the balance of the contingency line will be applied towards this additional work to minimize the amount of the additional funds expended; and be it further RESOLVED, That Common Council authorizes additional funding for Capital Project 510 in an amount not to exceed $1,200,000.00 to be derived from the balance of the contingency line at the close of Contract #4 estimated to be $927,000 and the remaining amount of $272,333 would be derived from the issuance of Serial Bonds. A vote on the resolution resulted as follows: Passed unanimously. 4.8 DPW – Request for funding for WWTP Moved by Alderperson Smith. Seconded by Alderperson Gearhart. City Administration Committee Meeting April 20, 2016 Page 14 WHEREAS, the Ithaca Area Wastewater Treatment Plant requires constant upgrading to meet the rigorous water quality and clean energy standards embodied in its long range planning goals, and WHEREAS, upon review of the findings from the March 2016, Primary Treatment and Anaerobic Digester Improvements Feasibility Study, and WHEREAS, results of said study and past long term planning studies supplied staff with information leading to the conclusion that the next phase of improvements should include mechanical thickening of organic solids prior to anaerobic digestion, replacing existing grit removal technology and improving the administration building, and WHEREAS, GHD Engineers has submitted a proposal for performing the design study for an amount not to exceed $159,000, and WHEREAS, the funding supplied by this resolution will be placed in accounts for Capital Project 420J; now, therefore be it RESOLVED, That the SJC hereby recommends an amount not to exceed $159,000 to fund the proposed agreement with GHD Engineers set to expire December 31, 2016, authorizing funds from Capital Reserve Account and establishing CP 420J, and be it further RESOLVED, That SJC hereby recommends this CP420J contingent upon action by all wastewater partners and their respective attorneys committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $90,852.60 Town of Ithaca 40.88 64,999.20 Town of Dryden 1.98 3,148.20 $159,000.00 A vote on the resolution resulted as follows: Passed unanimously. 4.9 IFD – Approval of SAFER Grant Moved by Alderperson McGonigal. Seconded by Alderperson Smith. WHEREAS, the U.S. Federal Emergency Management Agency (FEMA) offers and awards annual grant funding directly to professional and volunteer fire departments to ensure they have adequate personnel and equipment to respond to and safely perform at incident scenes and provide protection from fire and fire-related hazards for their communities; and WHEREAS, the Ithaca Fire Department is eligible for and has submitted an application for funding assistance under the Staffing for Adequate Fire and Emergency Response (SAFER) program to fund the salaries and benefits for two years associated with the filling of (4) firefighter positions that were eliminated through attrition as part of the 2011, 2012, and 2013 fiscal year City Budgets; and City Administration Committee Meeting April 20, 2016 Page 15 WHEREAS, as a result of said request, the US FEMA SAFER program requests a letter of commitment from the City’s governing body agreeing with the terms and conditions of the SAFER grant program, should an award be made; now, therefore be it RESOLVED, That the Mayor is authorized to submit a letter of commitment to US FEMA outlining a clear understanding of the terms and conditions of a FY 2016 SAFER grant. A vote on the resolution resulted as follows: Passed unanimously. 4.10 IFD – CP for USAR Grant Moved by Alderperson Fleming. Seconded by Alderperson Gearhart. WHEREAS, the City of Ithaca Fire Department (IFD) was awarded $79,400 under the FY 2014 Technical Rescue and Urban Search and Rescue (USAR) Grant Program, and WHEREAS, the funding for this initiative is provided by the federal Department of Homeland Security’s State Homeland Security Program (SHSP), and administered by the New York State Division of Homeland Security and Emergency Services, and WHEREAS the award provides reimbursement for the purchase of trench rescue team equipment, and the personnel costs for trench rescue equipment training; now, therefore, be it RESOLVED, That Common Council hereby authorizes the Controller’s Office to establish Capital Project #829 IFD Technical and Urban Search and Rescue in the amount not to exceed $79,400 with all funds issuing from the FY 2014 Technical Rescue and Urban Search and Rescue (USAR) Grant Program. A vote on the resolution resulted as follows: Passed unanimously. 5. Performance Measures. None. 6. Common Council. None. 7. Meeting Wrap-up 7.1 Announcements Alderperson McGonigal mentioned that he would be bringing forth to Common Council a petition from a constituent about plastic bags hurt animals. 7.2 Next Meeting Date: May 18, 2016 7.3 Review, Agenda Items for Next Meeting. None. City Administration Committee Meeting April 20, 2016 Page 16 7.4 Adjourn: With no further business and on a motion by Alderperson Gearhart, the meeting was adjourned at 8:18 p.m.