Loading...
HomeMy WebLinkAboutMN-B&A-1999-03-30 BUDGET AND ADMINISTRATION COMMITTEE MARCH 30, 1999 7:30 P.M. COMMON COUNCIL CHAMBERS AGENDA Statements from the Public Amendments to Tonight's Agenda A. Common Council 1 . Managerial Pay Raise Requests - Discussion of this year Is k,�'��' application deadline, funding, and committee makeup q1p ), " 2 . Capital Projects Deadline for Department Heads - Report 3. Stewart Park Food Concession and Carousel - Report 4 . Position Review Committee Appointee from B & A B. DPW 1 . Request to Amend Authorized Personnel Roster - Resolution 2 . Request to Amend Budget for Cornell Tree Work Contract - Possible Resolution C. Mayor 49K Rksbw(fd� 1 . Deletion of Three Existing City Commissions - Discussion/Possible Resolution D. Police Department 1 . Request to Amend Authorized Personnel Roster - Resolution E. GIAC 1 . Request for Amendment to Authorized Personnel Roster - Possible Resolution 2 . Request Funds for Hiring at Maximum Salary - Possible Resolution F. Youth Bureau 1 . Request to Amend 1999 Youth Bureau Budget - Resolution BUDGET AND ADMINISTRATION COMMITTEE AGENDA MARCH 30, 1999 PAGE 2 G. Fire Department 1 . Amendment to the Town/City Fire Protection Contract - Discussion/Possible Resolution 2 . MOU with Fire Fighter' s Union for the Three New Fire Fighter Positions - Discussion/Possible Resolution 3 . Department' s Training Budget Related to Unique Expenses - Discussion H. City Prosecutor 1 . Personnel Item - Executive Session I . Controller 1 . Request to Approve Policy on the Disposition of Surplus Computers - Possible Resolution llfso�u;,oN T� /�uvr,y� q�T.lo/rAT� 2 . Request to Amend Capital Project #211 for Software Acquisition - Resolution CIO 3 . Health Care Legal Issue - Executive Session J. Reports Position Review Committee - Report Chair' s Reports Mayor' s Report Council Members ' Announcements Next Month' s B & A Meeting: April 28, 1999 • CITY OF ITHACA 310 West Green Street Ithaca, New York 14850-5497 $.,,� .••�,+`� OFFICE OF THE FIRE CHIEF Telephone: 607/272-1234 Fax: 607/272-2793 MAR 1 7 1999 MEMORANDUM To: Steve Thayer, Deputy Controller From: J. Thomas Dorman rtrAjAi Subject: B &A Agenda Items Date: March 17, 1999 Please include the following items for the March 24, 1999 B & A meeting. 1) Discussion/possible resolution regarding amendment to the Town/City Fire Protection contract. I have included a copy of the proposed amendment. 2) Discussion/possible resolution regarding the necessary MOU with the Fire Fighter's Union for the three new Fire Fighter positions. This is possible but, the MOU may not be ready (tentative item). 3. Discussion of Departments training budget related to unique expenses associated with the three new positions and the unanticipated retirement of one Fire Fighter. "An Equal Opportunity Employer with a commitment to workforce diversification." i� ti . CITY OF ITHACA Cr }e4 310 West Green Street Ithaca, New York 14850-5497 f: 's a OFFICE OF THE FIRE CHIEF RPo�7E0 Telephone: 607/272-1234 Fax: 607/272-2793 MEMORANDUM To: Mariette Geldenhuy From: Brian H. Wilbur ` Re: City-Town Contract Amendment of Agreement Date: 11 MAR 99 Attached is the most recent version of the proposed amendment between the City and the Town of Ithaca regarding the fire contract changes necessary to accommodate the increase of three fire fighters to our authorized roster. This was originally drafted by Town Attorney John Barney. I am in hopes that we can place this on the B&A agenda for their meeting on 24 MAR 99. Dominick Cafferillo has looked at the earlier version of this and offered some changes. He has not seen the revised # 4 that the Town offered. With regard to that item, and as I told Supervisor Cathy Valentino, I don't mind being held accountable, and I expect to have to explain things. As important as the explanation is the willingness to hear and understand it. The Town Board passed this in concept at the Town Board meeting on 08 MAR 99, giving the Town Supervisor and Town Attorney authority to make adjustments in order to reach agreement. This was discussed at the meeting of the Board of Fire Commissioners on 09 MAR 99, with final approval coming after your review. By the way, this agreement expires 31 DEC 99; we'll be negotiating a successor agreement this year. cc: D. Cafferillo T. Dorman "An Equal Opportunity Employer with a commitment to workforce diversification." �� Whereas the.Common Council of the City of Ithaca has adopted both a traffic calming policy and a bicycle plan; and Whereas the implementation of either of these policies is closely related to the implementation of the other in terms of the effects of particular engineering choices on the success of both programs, and Whereas the close relationship of these policies to each other requires that engineering attention to both be significant and simultaneous and that the implementation measures taken to achieve them be balanced with respect to the objectives of both policies; and Whereas implementation of both policies is an urgent priority and demanding engineering task; and Whereas the workload of the Traffic Systems Engineer includes numerous responsibilities and projects apart from traffic calming, pedestrian safety, and the bicycle plan; now therefore be it Resolved that the Ithaca Board of Public Works recommends that Common Council create the temporary position of Neighborhood Traffic-Calming and Pedestrian and Bicycle Safety Specialist within the Department of Public Works reporting to the Traffic Systems Engineer and that this position exist for a period not to exceed two years unless re-authorized by Common Council; and be it further Resolved that the Traffic-Calming and Pedestrian and Bicycle Safety Specialist be responsible for providing engineering support for the integrated implementation of both the traffic calming p6licy and the bicycle plan in the form of specific engineering proposals; that this Specialist work with the Ithaca Neighborhoods Council, the Bicycle and Pedestrian Advisory Council, the Neighborhood Planner, the Board of Public Works, and the Traffic Systems Engineer to oversee engineering projects to achieve the objectives of both the traffic calming policy and the Ithaca bicycle plan; and that this specialist assist the Traffic Systems Engineer in advising the Board of Public Works on issues of neighborhood traffic management, pedestrian safety, and bicycle transportation; and be it further Resolved that this specialist's working time be applied solely to technical support and follow-through for the traffic calming program, bicycle and pedestrian safety, and neighborhood traffic issues; and be it further Resolved that funding for this position be sought from TEA-21 monies and multi-modal transportation monies as well as from the general fund, and be it further Resolved that during the time period that this specialist and the Traffic Systems Engineer are engineering these projects that the Board of Public Works retains its authority under the City Charter to proceed prudently with interim measures to calm traffic, facilitate safe bicycle transportation, and improve pedestrian safety with the assistance of the Traffic Systems Engineer and this specialist, with the understanding that these interim measures may be altered, retained, or removed as a consequence of the implementation of the final plan. o MAR 2 4 1999 CITY OF ITHACA 108 EAST GREEN STREET ITHACA,NEW YORK 14850 ANDREW HILLMAN TELEPHONE CITY FORESTER (607)272-1718 To: Rick Ferrel, Assistant Superintendent, Streets and Facilities From: Andy Hillman, City Forester Date: March 11, 1999 Subject: Wish List For Reimbursement $ I previously submitted a`wish list" of uses for the reimbursement money from the L.S.C. forestry operation. Please allow me to modify the list by removing the purchase of a portable band saw. I realize that there is not a lot of support for this purchase and in fact it may be more economical to contract with an owner of a mill once or twice a year. I am still figuring out the economics and cost effectiveness, but in any case I ask to kindly disregard that request for now. The uses I have requested for this reimbursement all have a multiplier effect or "leverage up" effect associated with them. For instance, the Citizen Pruner video money would be matched by grant dollars. The Youth Horticulture Apprentice project would involve workers funded through the Municipal Jobs Program and/or the Job Training Partnership Act. The latter is federal funding. There would also be peer mentors funded through grants or work study. There is already a commitment for a Sussman Award from Cornell University. The Roller Sports Park is partially funded and my request would complete this funding. As you know,there is an amount of private funding associated with this project so again there is that leverage. I would also like to propose a Structural Soil demonstration project. Such a project would augment the annual sidewalk program and would be eligible for a matching grant from the New York State Urban and Community Forestry grants program. These are all time critical. There are deadlines in the next few weeks for applications for funding and workers. I am anxious to move on these with your approval. Thank you for your kind consideration in this matter. Cc: Bill Gray, Tom West q�TEO CITY OF ITHACA loo EAST GREEN STREET ITHACA,NEW YORK'148BO ANDREW HILLMAN TELEPHONE CITY FORESTER (607)272-1718 To: Rick Ferrel, Assistant Superintendent From: Andy Hillman, City Forester Subject: Memorandum of Understanding With LSC Date: February 24, 1999 If the city receives a reimbursement of$64,800 for tree removal work associated with the LSC project, I have some suggestions for the funds. 1. An amount up to $25,000 to complete the funding for the roller sports park. I believe this is appropriate since Parks and Forestry Section is the generator of the funds. 2. $1,500 to A7111 5125 (Overtime) to ensure completion by deadline. 3. $7,500 to a special account as a match for a$7,500 Urban and Community Forestry Grant that I am working on to make a training/educational video on the Citizen Pruner program. This would be the third and probably last video in the series. The first two were successful enough that I feel confident we can get the grant. If not,the money could revert to the general fund. 4. $8,000 to A7111-5120 (Hourly Part Time). This is to fund a supervisor for a Youth Horticultural Apprentice program that I am working on with Cooperative Extension. The youth workers would be funded through other sources, most likely S.Y.E.P. and/or Y.E.S. They would be assigned primarily to The Commons but could do some pruning and gardening at other sites. This would free up Parks and Forestry personnel to concentrate on work that cannot be done with volunteers or youth workers. We had a similar program a couple years ago that worked out very well. ?nt By: SUPT./ENG. - CITY OF ITHACA; 607 274 6587; Mar-9-99 1 :58PM; Page 1 /1 CORNELL ` U N t V E R S t T Y Facilities&Campus Services Utilities Department Tel:007/255-8992 Lake source Cooling Project Hun ptve7s Urvi-building Fax:W7/255-5377 Ithaca,New York 14953-3701 Letter of Agreement SUBJECT: Tree Removal associated with Lake Source Cooling Construction within the City of Ithaca This agmement made on February 19,1999, by and between Connell University (CU) and the City of Ithaca(City),identifies the scope of work and responsibilities for tree removal associated with Lake Source Cooling(LSC)construction within the City by the City Forester. As requested by Andy Hillman, City Forester, CU has removed the above tree removal from the scope of the LSC construction contract with Barnard Construction of Bozeman, Montana. The specific area shall be that identified by the LSC contract limit line from south of Fall Creek Bridge, along Lake Street and University Avenue,to the intersection of University Avenue and West Avenue. The City shall locate all below ground utilities, remove all trees marked for removal (with the exception of the sycamore trees between Stewart and West Ave.), relocate small trees where appropriate,and remove all other brush,shrubs and stumps back to the LSC construction contract limit lines as shown on the LSC construction drawings 1142BA19, 1142BA20, 1142BA21. The work shall be complete as specified in Section 02070 DEMOLITION and Section 02900 LANDSCAPE WORK. In addition, the City will provide any tree pruning in this area required by the Contractor.The City shall provide all notification necessary to the homeowners in the area before beginning work.The work shall begin as soon as possible and shall be complete by April 1, 1999. New plantings or final restoration is not included in this agreement. Connell will identify and mark, with Andy Hillman, the trees shown on the plans to be removed. All work shall be done to the satisfaction of the Cornell Project Engineer and the Barnard Construction Project Manager. Cornell University will reimburse the City 564,$00 for this service. This is the entire amount Barnard Construction identified in their construction bid for this work. Harold Craft William Gray X14 Cornell University Superintendent, City of Ithaca Vice President for Facilities Department of Public Works And Campus Services 5. $3,000 to A7111-5477 (Equipment Parts). This is for extra parts to have on hand to make sure we are not slowed down by equipment breakdowns. I have specifics that I have discussed with the crew and Don Parker. 6. $19,000 to A7111-215 (Other Equipment). This is for the purchase of a portable band saw mill. This mill would enable the city to better utilize the trees removed during our urban forestry operations. We would be able to produce lumber for things like sideboards on trucks, rough lumber for bridge decking, picnic tables, barricades, etc. Many of our lumber needs could be met with an eventual payback and savings. It is conceivable there could be an educational component of our use of this equipment that would result in a manufacturers discount. 7. Any remaining money to general fund. Thank you for your consideration in this matter. Cc: Bill Gray Tom West Don Parker CORNELL w U N I V E R S I T Y 1, 'W-17 Facilities&Campus Services Utilities Department Tel:607/255-8992 Lake Source Cooling Project Humphreys Service Building Fax:607/255-5377 Ithaca,New York 14853-3701 February 15, 1999 (J And Hillman V ' TO. y � �� City Forester o ' City of Ithaca FROM: Frank Perry LSC Project Engineer Cornell University Phone: 607-272-2810 Fax: 607-272-3663 SUBJECT: Agreement for Tree Removal associated with Lake Source Cooling Construction within the City of Ithaca This document identifies the scope of work and responsibilities for tree removal associated with Lake Source Cooling (LSC) construction within the City of Ithaca by the City Forester. As requested by Andy Hillman, Cornell University has removed the above tree removal from the scope of the LSC construction contract with Barnard Construction of Bozeman, Montana. The specific area shall be that identified by the LSC contract limit line from south of Fall Creek Bridge, along Lake Street and University Avenue, to the intersection of University Avenue and West Avenue. The City shall locate all below ground utilities, remove all trees marked for removal and remove all other brush, shrubs, stumps back to the LSC construction contract limit lines as shown on the LSC construction drawings 1142BA19, 1142BA20, 1142BA21. The work shall be complete as specified,Sections 02070 DEMOLITION and Section 02900 LANDSCAPE WORK. The City shall provide all notification necessary to the homeowners in the area before beginning work. The work shall begin as soon as possible and shall be complete by April 1, 1999. Cornell will survey the contract limit lines and identify and mark, with Andy Hillman, the trees shown on the plans to be removed. All work shall be done to the satisfaction of the Cornell Project Engineer and the Barnard Construction Project Manager. Cornell University will reimburse the City $64,800 for this service. This is the entire amount Barnard Construction identified in their construction bid for this work. To Whom Date Page 2 Attachments: Drawing 1142BA19 Drawing 1142BA20 Drawing 1142BA21 Specification Section 02070 DEMOLITION Specification Section 02900 LANDSCAPE WORK Cc: W. Grey—Superintendent City DPW Rick Farrell—Asst. Superintendent, City Roads L. Joyce—Project Manager,LSC H. Doney—Director of Cornell Utilities D. Schall—Project Manager, Barnard Construction c [� I/1rco�V� 1 u 03 5 '�� 1/1777 64/ OGlG fG3003 .-..,f-w\G �IVyI\VLVVV�a � -- OORN` ,ELL . U,.:..`N I v E R S I T Y _ Facilities.&Campus Sersices .-. Utilities Department Tel:607/2554992 Lake Sousse Cooling Project, Humpbmys Service Building Fax:607/255-5377 Ithaca,New York 14853-3701 ~ Letter of Agreement i• SUBJECT: Tree Removal associated with Lake Source Cooling Construction within the City .. of Ithaca i This agreement made on February 19,1999, by and between Cornell University (CU) and the City of Ithaca(City),identifies the scope of work and responsibilities for tree removal associated with Lake Source Cooling(LSC)construction within the City by the City Forester. As requested by Andy Hills in `City-Forester,CU has removed the above tree removal from the scope of the LSC construction contract with Barnard Construction of Bozeman, Montana. The specific area shall be that identified by the LSC contract limit line from south of Fall Creek Bridge, along Lake Street and University Avenue,to the intersection of University Avenue and West Avenue. The City shall locate all below ground utilities, remove all trees marked for removal (with the exception of the sycamore trees between Stewart and West Ave.), relocate small trees where appropriate, and remove all other brush, shrubs and stumps back to the LSC construction contract limit lines as shown on the LSC construction drawings 1142BA19, 1142BA20, 1142BA21. The work shall be complete as specified in Section 02070 DEMOLITION and Section 02900 LANDSCAPE WORK. In addition, the City will provide any tree pruning in this area required by the Contractor.The City shall provide all notification necessary to the homeowners in the area before beginning work.The work shall begin as soon as possible and shall be complete by April 1, 1999. New plantings or final restoration is not included in this agreement. Cornell will identify and mark,with Andy Hillman,the trees shown on the plans to be removed. All work shall be done to the satisfaction of the Cornell Project Engineer and the Barnard Construction Project Manager. Cornell University will reimburse the City $6,9 800�Dr this service. This is the entire amount Barnard Construction identified in their construction bid for this work. 9 WT Harold Craft William Gray Cornell University Superintendent, City of Ithaca Vice President for Facilities Department of Public Works And Campus Services 03/11/99 THU 09:52 [T%/R% NO 71711 Q005 �1 �i i , 4A-A t 2 0 1Z Ai 1. 6 _ _ _ f ;I ! � 7 ty7p rip .i 3LC�b Woe, 1' - - -- _ - I' �I Ofu _ - - - - - -- -- --- -- V------ ut,I '_ ab _ 1999 1LV===, - �A, B M ~ tR [HISTORY: Adopted by the Common Council of the City of Ithaca 6-3-1992 as Ord. No. 92-5A. Amendments noted where applicable.] GENERAL REFERENCES Mayoral appointments—See Ch.7. § 5-1. Creation. The Common Council of the City of Ithaca hereby creates a Commission which shall be known as the "City of Ithaca Advisory Commission on Art and Design for Public Space," hereinafter referred to as the "Commission." § 5-2. Purpose and duties. The purposes and duties of the Commission shall be as follows: A. To replace and take over the responsibilities of the Centennial Arts Commission and as such to oversee the maintenance of and additions to the existing collection of art for public places owned by the City of Ithaca; find appropriate public places for the display of this collection; and, where appropriate, see that the works are appropriately displayed in places with appropriate security and that the works are marked with plaques containing the title of the work, the artist and, where appropriate, a notation that the work was a part of the Centennial Collection developed during the city's centennial year of 1988. B. To initiate and receive recommendations and develop proposals for implementation that will enrich the visual and aesthetic environment of public spaces within the City of Ithaca. Appropriate elements of the environment that the Commission will consider may include but will not be limited to: (1) Outdoor public spaces. (2) City-owned public buildings, interior and exterior. (3) Public works projects, e.g.,parking facilities,bridge improvements, etc. (4) City-owned lighting. C. To submit an annual report to the Common Council and to the Board of Public Works and, with the support of the Arts and Culture Coordinator's Office,to report on a regular basis to 1 p}'1thaca the Mayor. § 5-3. Membership; terms; vacancies; officers; compensation. A. The Commission shall consist of seven(7)members, all of whom shall be voting members, appointed by the Mayor subject to the approval of the Common Council. One (1)member shall be a member of Common Council. One (1) member shall be a representative of the Board of Public Works. Of the remaining five(5)members,at least three (3) shall be residents of the City of Ithaca. Three (3)members of the Commission shall be professionals from the field of design and visual arts. One(1)member of the Commission shall be a representative from the Community Arts Partnership of Tompkins County or its successor. In addition,the Arts and Culture Coordinator of the City of Ithaca shall be a nonvoting ex officio member who will serve as staff to the Commission. The Mayor may make such other nonvoting ex officio appointments as deemed necessary and appropriate. B. The five(5)members who are not appointed as city officials shall be appointed for terms of three(3)years,except that the terms of the first Commission members shall be for such lesser periods of time as to provide appropriate staggered rotation and continuity. Vacancies on the Commission shall be filled in the same manner as the original appointment,except that a vacancy occurring other than by expiration of term of office shall be filled only for the remainder of the unexpired term. C. The Commission shall have a chairperson and a vice chairperson who shall be appointed by the Mayor. D. The members of the Commission shall receive no compensation for their services as members thereof but may be reimbursed for reasonable and necessary expenses incurred in the performance of their duties within the appropriations made available therefor. §54.Meetings; records. The Commission shall adopt rules and procedures for its meetings. It shall keep accurate records of its meetings and activities and shall file an annual report as provided in § 5-2 of this chapter. 2 of Ithaca [HISTORY: Adopted by the Common Council of the City of Ithaca 4-6-1983 by resolution. Amendments noted where applicable.] GENERAL REFERENCES Parks Commission—See Ch.86. Parks and recreation—See Ch.336. §22-1. Purpose. A. The purposes of the Circle Greenway Commission shall be as follows: (1) To develop the Circle Greenway,Ithaca's permanent bicentennial project. The Greenway is a walking route around the City of Ithaca that traverses and connects places of great natural beauty,historic interest and unusual urban character. It is a way of providing unstructured recreation for Ithacans within a concept of the city itself as a park. (2) To identify other attractive and interesting walks and to publicize them, especially in the Circumnavigator. (3) To encourage an attractive visual environment in Ithaca. (4) To be a liaison between the city and groups with environmental, beautification and recreational interests. B. Amendments or changes to the purpose of the Circle Greenway Commission shall be made by agreement of the Commission members,with the approval of the Common Council. §22-2.Relationship to city government. A. The Circle Greenway Commission shall report to the Common Council and to the Mayor. B. Funding shall be from the Common Council as a line in the Department of Public Works budget. C. The Circle Greenway Commission shall act in consultation with the Planning and Development Board. 22-3.Membership terms; duties; compensation. A. Appointments shall be made by the Mayor upon the recommendation of the Circle Greenway 1 Commission and with the approval of the Common Council. B. The number of members shall be as needed. C. The term of office of members shall be as needed. Members shall be removed from the Circle Greenway Commission after three (3)consecutive and unexcused absences from scheduled monthly meetings. D. One(1) Common Council member shall act as liaison to the Circle Greenway Commission. E. Responsibilities of the members of the Circle Greenway Commission shall be: (1) To set policy. (2) To work on specific projects according to training, ability and time. F. Members of the Circle Greenway Commission shall serve without compensation. §22-4. Officers; committees. A. Officers of the Circle Greenway Commission shall include the following: (1) A Chairperson,to be chosen by the group. (2) A Vice Chairperson,to be chosen by the Chairperson. (3) A Secretary-Treasurer,to be chosen by the Chairperson. B. Committees of the Circle Greenway Commission shall be appointed by the Chairperson as needed. §22-5.Meetings. The Circle Greenway Commission shall meet on the second Thursday of each month at 12:00 noon at the City Hall. The date may be changed by agreement of the group.Notification of such a change shall be made by phone or postcard. Special meetings of the Circle Greenway Commission shall be called as needed. §22-6.Advisory board. There shall be an advisory board to the Circle Greenway Commission,which shall be a support group of persons representing groups involved with the Circle Greenway Commission or interested in its work. Members shall be invited to serve by the Circle Greenway Commission. 2 § 22-7.Dissolution. Dissolution of the Circle Greenway Commission shall be by the Common Council. c 3 'roflthuca �'�1C'ad�li�ok�or Windas -.z . [HISTORY: Adopted by the Common Council of the City of Ithaca 4-1-1981 by resolution. Amendments noted where applicable.] § 50-1. Bylaws endorsed. The Common Council does hereby approve and endorse the bylaws of the commission to be known as the "Ithaca Energy Commission." § 50-2. Purpose. The purposes of the Energy Commission are: A. To increase public awareness of the need to conserve energy. B. To assist in the establishment and implementation of a concentrated citywide energy conservation program and, in particular,to assist the City of Ithaca in reducing its energy costs. C. To assist in the development of statistics on energy consumption in various sectors of the Ithaca community. D. To work with the private and public sectors on energy conservation programs. E. To encourage and receive energy conservation suggestions from the public and to recommend policies that are feasible. F. To review building codes and zoning restrictions to determine their effects on energy conservation. G. To keep energy dollars in the community by encouraging conservation and development of alternate energy sources. H. To propose policies that would increase the energy efficiency of local transportation systems and patterns. § 50-3.Membership. [Amended 6-2-1982 by resolution] The Commission shall consist of up to eleven(11)members appointed by the Mayor, upon the recommendation of the Planning and Development Committee of the Common Council. A majority of the members shall be residents of the City of Ithaca. Membership shall be broadly representative of the various segments of the city. Members shall serve two-year terms, with no 1 ��'tt�aca limitation on the number of terms that can be served. § 50-4. Liaisons. [Added 6-2-1982 by resolution] The Commission shall have a liaison from the Common Council of the City of Ithaca, who shall be appointed by the Mayor at the January meeting of Common Council. The Mayor shall also appoint a member of the city staff as liaison between the Energy Commission and the various departments of the city. § 50-5. Officers. A. Officers defined. The officers of the Commission shall consist of a Coordinator, an Assistant Coordinator and a Secretary elected by the members of the Commission from its membership. B. Duties. The Coordinator shall call and preside at meetings and appoint committees. The Assistant Coordinator shall, in the absence of the Coordinator,assume the duties of the Coordinator and perform other duties delegated by the Coordinator. C. Elections. Officers shall be elected at the first meeting of the Commission and annually thereafter at the first meeting of the calendar year. § 50-6. Meetings. A. Regular meetings. Regular meetings shall be held once each month. B. Special meetings. Special meetings may be called by the Coordinator or at the request of a majority of the members. The purpose of the meeting shall be stated in the call. At least three (3)days' notice shall be given. C. Quorum. A majority of the total membership [or six(6)persons] shall constitute a quorum for the transaction of business at any meeting. D. Attendance. Each member shall be expected to attend at least three-fourths(3/4)of all regular meetings, provided that at least one(1)week's notice is given. §50-7. Reports. [Amended 6-2-1982 by resolution] The Commission shall report regularly to the Planning and Development Committee and/or to the Budget and Administration Committee of the Common Council as it deems appropriate. It shall, in addition, forward comments and recommendations to any body it deems appropriate. 2 City of Ithaca PC1Codebook for Windows § 325-41. Design review. (Added 4-26-1979 by Ord. No. 79-61 A. Creation, appointment, membership and organization of Design Review Board. (1) The Mayor shall, with the approval of the Common Council, appoint a Design Review Board consisting of five (5)members, of whom at least four(4) shall be residents of the City of Ithaca or maintain professional offices within the boundaries of the city. At least one(1)member shall be a registered architect, and one(1) shall be a member of an allied design profession, e.g., a landscape architect, urban designer, architectural historian, interior designer, graphic artist, etc. (2) The terms of membership on the Design Review Board shall be for three(3) years, except that the initial members shall be appointed as follows: one (1) member for one (1) year, two (2)members for two (2) years and two (2)members for three(3) years. The Director of Planning and Development or his/her designee shall serve as Secretary to the Board and as a nonvoting member. (3) The Board shall, at its first meeting of each year, elect one (1)of its members as Chairperson. In the absence of the Chairperson at any meeting, the Board shall choose an Acting Chairperson for that meeting. Meetings shall be called by the Chairperson or by the Director of Planning and Development and shall be held at least once annually, in January. (4) The Design Review Board shall from time to time adopt such rules and regulations as it shall deem necessary to effect the purposes of this section. All such rules and regulations shall be submitted to the Common Council for approval and enactment into law. These rules and regulations shall be in effect when passed by the Common Council and filed with the City Clerk. B. Purpose. This section is intended to promote the general public welfare by providing advisory recommendations by the Design Review Board to the Planning and Development Board and the Board of Zoning Appeals concerning architectural designs and plans for new construction as well as alterations to existing structures. The objectives are excellence of architectural and urban design, conservation of community resources, such as historic architecture and neighborhood character, and desirable urban growth and development. The zones designated B-lb, B-2b B-2c and C-SU on the amended Zoning Map of the City of Ithaca are considered to require such control because of their special nature in terms of architectural character, intensity of existing use and development, sensitivity to the effect of change in use or other reason. [Amended 10-1-1980 by Ord. No. 80-11; 10-1-1986 by Ord. No. 86-10] C. Review procedure. (1) All proposals for construction or demolition within the zones designated B-lb, B-2b, 1 City of Ithaca PC/Codebook for Windows B-2c and C-SU and all zoning appeals within the zones designated B-lb, B-2b, B-2c and C-SU shall be referred to the Design Review Board for its review and recommendation or approval, as applicable, immediately upon receipt by the Building Commissioner. Preliminary plans for new construction, alteration of an existing structure or substantial rehabilitation, in accordance with the provisions of Subsection D of this section, shall be referred to the Design Review Board at the schematic design phase. The Building Commissioner or the Director of Planning and Development shall refer such plans or proposals to the Design Review Board immediately upon receipt of such plans. In addition, any individual or group proposing construction or development anywhere within the City of Ithaca may request the informal review and advisory recommendation of the Design Review Board. The Board of Zoning Appeals may refer applications for accessory apartment temporary permits for advice when exterior design changes are proposed. New or additional front entrances of accessory apartments must have the approval of the Design Review Board. [Amended 10-1-1980 by Ord.No. 80-11; 9-5-1984 by Ord. No. 84-15; 10-1-1986 by Ord. No. 86-10; 4-1-1987 by Ord. No. 87-11] (2) The Board shall meet within ten(10) days of receipt of notice of such referral or request to review such plan or proposal and shall, within twenty (20) days of receipt of such notice, make recommendations on the modifications, if any,which it deems necessary or desirable in conformity with above. Such review and recommendation periods may be extended by mutual agreement of the individual or group presenting the proposal and the Design Review Board. (3) The Design Review Board shall provide to the Planning and Development Board and to the Building Commissioner a written recommendation concerning the acceptability of each plan or proposal and any necessary or desirable changes within twenty(20) days of receipt of a request or referral notice. The requirement for reporting may be extended by agreement with the individual or group making the proposal,but failure of the Design Review Board to act within either the twenty(20) days or the agreed-upon extended period shall constitute approval of the plan or proposal as submitted. Recommendations of the Design Review Board shall not be binding upon the group or individual submitting the plan or proposal but shall be voluntary, unless such recommendations shall also be incorporated into a decision of the Board of Zoning Appeals in the case of an appeal action on such proposal or in the case of an accessory apartment front entrance. [Amended 9-5-1984 by Ord. No. 84-15] (4) Meetings held by the Design Review Board for review and recommendation on plans or proposals shall be arranged to permit participation by the person or group making the application or request and representatives of such person or group, if desired. Architectural plans and drawings of building facades, lists of finish materials and other information necessary to provide adequate insight into the proposed construction or demolition shall be provided to the Design Review Board by the person or group making 2 City�of Ithaca PC/Codebook for=Windows the proposal or request. D. [Amended 10-1-1980 by Ord. No. 80-11; 9-5-1984 by Ord. No. 84-15; 10-1-1986 by Ord. No. 86-10] The provisions of this section shall apply to any action within the B-1b,B-2b, B-2c and C-SU Zoning Districts of the City of Ithaca, and shall include but not be limited to the following: (1) Demolition of all or part of the exterior of any structure. (2) Construction of any structure for a permitted primary use, as listed in § 325-8, Column 2, of the chapter,except for single and two-family dwellings.EN(1) (3) Alterations or additions to the exterior of any structure, except single- and two-family dwellings,when such alterations or additions would be visible from a public way adjacent to the premises involved. (4) Construction of a parking area for four(4) or more cars. (5) Construction of new buildings in locally designated historic districts.EN(2) (a) In such cases, the Ithaca Landmarks Preservation Commission shall be consulted before the Design Review Board makes its recommendation. (b) Notwithstanding the other provisions of this section, any action pertaining to an existing structure locally designated as a landmark or within a locally designated historic district shall be exempt from the requirement for review and recommendation by the Design Review Board. E. Notwithstanding other provisions of this section and chapter, demolition of structures within the Courthouse Special Use(C-SU)Zone shall require the approval of the Design Review Board or the Ithaca Landmarks Preservation Commission, as appropriate. (See Article VIII, Courthouse Special Use Zone.) F. Notwithstanding other provisions of this section and chapter, exterior design changes for accessory apartment temporary permits in any residential district may be referred to the Design Review Board. 3 _ e� Controller - Request to Establish Capital Project for Reconstruction of City Hall WHEREAS, Capital Projects #319, #340 and #550 established in 1996 and 1997 for the reconstruction of City buildings for code compliance, ADA compliance and fire detection purposes included approximately $473, 000 for improvements to City Hall, and WHEREAS, the three-year statutory construction period, which expires January, 2000 does not permit sufficient time to complete the desired planning, design and construction of said project, and WHEREAS, additional improvements to the first floor of City Hall, unrelated to code compliance issues, have been identified and proposed for inclusion in this project, and WHEREAS, it has been proposed that code compliance improvements throughout the building shall be designed in consideration of the possibility of future City Hall renovation projects; now, therefore, be it RESOLVED, That a new Capital Project for the Reconstruction of City Hall be hereby established, consolidating the code compliance improvements and operational renovations into one project at a maximum project cost of $500, 000, and be it further RESOLVED, That the Client Committee recommendations on the final design alternatives be presented for review by Common Council prior to preparation of bid specifications, and be it further RESOLVED, That the financing for said project be derived from the issuance of Serial Bonds.