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Home My WebLink AboutMN-B&A-1999-05-26 BUDGET AND ADMINISTRATION COMMITTEE MAY 26, 1999 7 :30 P.M. COMMON COUNCIL CHAMBERS AGENDA Statements from the Public Amendments to Tonight' s Agenda A. Common Council 1 . Proposed land acquisition for Southwest Park Project 2 . Request for Funds for Elected Officials Joint Diversity Initiative 3 . Stewart Park Concessions negotiation 4 . Fines & Forfeitures Report - Program Analysis Committee 5. Proposed Date for Community Service Agency Grant Interviews : Thursday, July 16, 4 to 7 p.m. 6. Managerial Pay Raise Subcommittee Report - Executive Session B. DPW 1 . Request to Hire Above Minimum Grade - Resolution 2 . Request to Amend Personal Services Contracts - Resolution C. Police Department 1 . Request to Amend Budget for Grant - Discussion/Possible Resolution D. City Clerk 1 . Codebook Project - Discussion/Possible Resolution E. Planning Department 1 . Request to Approve Proceeding with Redesign of City Web Page Project. 2 . Proposed Request for Cable Franchise Renewal (NOTE: Simply a reminder to place this on June 2 Council agenda) (OVER) Budget and Administration Committee AGENDA May 26, 1999 Page 2 F. Youth Bureau 1 . Recreation Partnership Negotiations - Discussion/Possible Resolution G. Fire Department 1 . Request to Amend Capital Project #356 - Resolution 2 . Fire Alarm Cable Funding Request - Possible Resolution 3. Volunteer Fire Fighter Basic Training Funding Request - Possible Resolution 4 . Staffing Changes - Report 5. Y2K Reports H. Finance/Controller 1 . Request Funds to Extend Contract - Resolution 2 . Request to Release Funds for Natural Areas Commission - Resolution 3. Project for Making Computer System Servers Y2K-Compliant - Report I . G.I .A.C. 1 . Request to Amend Budget - Resolution J. Mayor 1 . Personnel Item - Executive Session 2 . Information Technology Annual Budget Plan K. Reports 1 . Approval of minutes 2 . Unrestricted Contingency Account 3. City Hall Project 4 . Council Members' Announcements 5. Mayor' s Announcements 6. Next Month's Meeting - June 23 or 30? (a 5-Wednesday month) O�ITN9 �,��.�••" "'�, CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 =C+ �.,,�•• f/`� OFFICE OF HUMAN RESOURCES/CIVIL SERVICE - -- - - �Po� O Telephone: 607/274-6539 Fax: 607/272-7348 MEMORANDUM NAY 1 1999 TO: Budget&Administration Committee FROM: Schelley Michell-Nunn,Director Human Resources DATE: May 14, 1999 SUBJ: Elected Officials Joint Diversity Initiative Attached please find information regarding the joint diversity initiative with the County Board of Representatives and the Ithaca City School District Board of Education. The shared amount expected from each board/council is $3,200 plus up to $500 for meals and refreshments. The county is picking up the cost of lunch for June 13. Members of the planning committee will be available to answer questions at the May 26th B&A meeting.Thank you. An Equal Opportunity Employer with a commitment to workforce diversification.` to YFC ASSOt11ATES TRAINING FOR CHANGE To: Schelley Michell-Nunn From: TFC Associates Re: Training Costs , Date: May 4, 1999 At our presentation last week MichaetFf-Coplinka-Loehr asked for a written outline of anticipated charges should�FC be chosen to deliver the.diversity training. We anticipate using three facilitators throughout the training process. In addition we anticipat�asofne preparation and support costs between sessions. We suggested"a process that would include as many as three training sessions in 1999 At our standard rate of $135/hr/facilitator or,$675/facilitator for each 5-hour session. The fees for direct trai' time fog three sessions will be $6,075. In addition we anticipate 8 hou(5 of facilitator time for each of the boards to use to support activity betwee&f a sessions. This support time comes to $3,240. The total fee proposedf`for this effort is $9,315.00 irby t, dmonds TFC Associate L , i crisis as opportunity TFC ASSOCIATES P.O.BOX 341 ITHACA, NEW YORK 14851-0321 TEL: (607)277-3401 FAX: (607) 277-9402 mlrFC ASSOCIATES TRAINING FOR CHANGE The following is the training process that TFC Associates has proposed to the Diversity Training Planning Committee for developing the diversity leadership skills and practices of elected officials of the Tompkins County Board of Representatives, the Ithaca pity Common Council and the Ithaca City School District Board of Educa#On. Traininq Objectives Participants will, as a result of this,training process: 1. Increase their understanding of the importance, necessity, validity, and inevitability of workforce diversity. 2. Increase their awareness and°capacity to recognize the legitimizing myths, assumptions, and .(uniting operating principles that serve to justify and reinforce exclusionary systems and practices. 3. Define and clarify the various roles elected officials can assume to provide active leadership of diversity initiatives in their respective institutions, workforce andq business environments (i.e., champion diversity inclusion, in staffing, p±rlicies; procedures, on boards and committees, and acr `their customer base). 4. ShareranGklearn best p ctices for diversity/inclusion, from local and national, public and pn ate sor,ecampies. 5. Learn some models, tools-and skflls to assess and enhance the cultural competency of their respective systems, (Tompkins County, Ithaca City and Ithaca City School District), boards, and their individual roles and practices, in order to increase their capacity to engage in on-going monitoring, self-assessment, and continual learning and improvement. crisis as opportunity TFC ASSOCIATES P.O.BOX 321 ITHACA, NEW YORK 14851-0321 TEU (607)277-3401 FAX** (607) 277-9402 Proposed Content We propose that the training include at least the following content areas: • Definitions related to diversity, inclusion and cultural competency, to build a common language for discussions. • An historical overview and analysis of the issues—where we are and how we got here. • Overview of Legitimizing Myths and Limiting Operating Principles that reinforce institutional systems of exclusion. • Overview and exploration of the social, moral and legal issues. • EEO, Anti-Discrimination Labor Laws and Affirmative Action in the context of Access (recruitment & hiring), Mobility (development & advancement), and Retention (maintaining a respectful and inclusive working environment). • Examination of local demographic data including history, trends and forecasts. • Identification of the costs of exclusionary policies, procedures and practices and identification of the practical benefits of greater diversity and inclusion. • Cultural Competency Continuum: a model for assessing organizational and pro*s% r-nal development. • Cultural Competency Grid: an informal assessment tool for identifying levels of organizational or individual effectiveness at including and valuing the diversity of various identity groups throughout all areas of an organization. 2 Proposed Content (continued) • Processes &Tools for Diversity/Inclusion: a user-friendly strategic planning tool for collaborative action w/ measurable outcomes; a problem identification model; guidelines for open communication; principles for developing cultural competency; worksheets to identify & recruit a diverse group of stakeholders, identify personal comfort zones, self-limiting beliefs, prep for effective interactions. • Examples of diversity strategies from the private & public sectors. • Principles for Diversity Leadership, and benchmarking the behaviors of Diversity Champions. Approach to the traininq: Our training workshops are an interactive blend of didactic and experiential methods. We are committed to creating a high-trust, low-fear learning environment that challenges people without blaming them. For this training, we recommend a strategy of emphasizing how to achieve greater inclusion and diversity in policies and procedures of these boards themselves, including board deliberation, sub-committees and policy and advisory committees that serve these boards as a starting place. In general a first session would be designed to raise awareness of the issues, establish some common definitions, inspire commitment to make a difference and identify some of the critical information needed to make strategic dedisloRs. Homework would include some self-examination and review of internal board practices and procedures that are inclusive and those that are exclusionary. A second session would focus more on looking at what other people are doing with respect to policy, procedure, best management practices, and training. In this context participants will examine local issues more critically and establish or validate strategic direction, particularly in terms of how these three jurisdictions can support each other's efforts. 3 Homework would involve more in depth assessment and clear identification of the areas in the conduct of board business where greater inclusion and diversity are critical or desired. A third session would then be a practical workshop focused on how to achieve the desired diversity and inclusion identified by the homework and on how to achieve greater cross jurisdictional cooperation. Any subsequent sessions could then focus on the implications for administrative leaders and employees of the systems that these boards oversee. Although this could begin at any time and is not necessarily dependent on the other sessions we think the boards would be much better prepared to take this on in a serious way after struggling for a while with creating and achieving greater diversity and inclusion in their own policies, procedures and practices. The advantage of coming together at least once to discuss these implications is the opportunity it presents for creating synergy and pooling resources for planning and staff development. 4 ASSOt�ATEs' YFC TRAINING FOR CHANGE TFC Associates is a partnership owned-by Kirby Edmonds and Laura Branca; our senior associates are Kris Miller, Vivian'Relta and Anne Rhodes. We have other colleagues with whom we co-train as needed. We have'extensive experience with diversity/inclusion and developing cultural mpetence with-small and large organizations and in the public and privat ,. actors as well as with higher education. TFC Associates also has considerable pence working with local government and the ICSD.- As an Ithaca-based firm fou 1982, we have a long history of work with local organizations, and an understanding',- the complexities of local issues and the impact of-national concerns and trends ont r community. We have been training and consulting in the field of dealing with differences and building multicultural organizations for over fifteen years. We are also e, dors and-teach conflict management and resolution skills. " We have done substantial training on; derslip and capacity development, diversity/inclusion, strategic planning b; Iding consensus and for public and private partnerships, such as the National Ar evelopment Partnership and state rural development councils. (These counSM nsist of,partners who are policy makers from federal, state, local and tribal goverip ,gas well as higher education, private for- profit and non-profit organizations _ TFC developed cultural competend' training and manuals as part of the core curriculum for CAC practitioners for the Per.0sylvapia Department of Health. In the corporate sector, TFC is a primary training a � s ,ting resource to Corning, Inc. in their -corporate-wide diversity initiative, gnia an4e0i"ering diversity training to union and management in manufach gig and technology settings, management and leadership skills for union e We toam`building and strategic planning support to business divers' council 9d rrny of r aspects of organizational and professional development.. rby and L ra arem "o i ctors of the American Management Association courses offered at $ Mort artd qwk of these courses have extensive sections on EEO and related ises. It may be of interest to you that all TQC consultants are former directors, administrators and/or lead trainers of the Human Relations Training Program (HRTP) at Cornell University, and its successor, PEHR. HRTP provided anti-oppression workshops for all segments of the Cornell community including staff, faculty, students and community members. Our training designs and leadership/trainer development programs formed the foundation of PEHR's programming. PEHR is now a student led program, staffed primarily by undergraduates. Veterans of HRTP and PEHR have gone on to play significant leadership.roles in other cities and universities. crisis as opportunity TFC ASSOCIATES P.O-BOX 341 ITHACA, NEW YORK 14851-0321 TELT (607)277-3401 FAX! (607) 277-9402 City of Ithaca--Stewart Park Concession--concst-5/18/1999 City Cost Proposal for 1999 Challenge Industries Revenues: Concession Candy $2,568 Food $7,218 Soda $6,476 Ice Cream $1,250 Merchandise $1,271 Sales Tax $1,221 Totals $20,004 $20,004 $20,004 Carousel Operation: At$.75 a ride $22,680 $22,680 At$.50 a ride $0 $15,120 Total Revenues $42,684 $42,684 $35,124 Expenses: Concession: Salaries 1 staff/1 Supervisor 1lam-8pm 14 weeks $9,608 $22,694 Other Staff Time $3,658 Supplies $11,912 $11,216 Other Expenses $265 Utilities $2,400 $2,400 Sales Tax $1,222 $0 Equipment Maintenance $467 $467 Travel $215 Totals $29,747 $36,777 Carousel: Salaries 1 staff 11 am-8pm 14 weeks $10,086 $13,076 Repairs/Maintenance City $5,000 $0 Insurance $1,200 $500 Supplies $500 $560 Taxes/Licenses $0 $1,627 Other $600 Utilities $400 $338 Totals $17,786 $16,101 Total Expenses 7 533 2 878 Totals Net 849 10194 17 754 3 Year Proposal:Year 1 City Cost $4,849 $10,194 $17,754 Year 2 City Cost $4,849 $5,097 $8,877 Year 3 City Cost $4,849 $0 $0 City to pick up insurance/maintenance annual cost Year 1 $0 $6,000 $6,000 Year 2 $0 $6,000 $6,000 Year 3 $0 $6,000 $6,000 Trust Fund Collections 595 595 ($595) Total Cost 3 year period $32,696 44 036 City of Ithaca--Stewart Park Concession--concst-5/18/1999 City Cost Proposal for 1999 Challenge Industries Revenues: Concession Candy $2,568 Food $7,218 Soda $6,476 Ice Cream $1,250 Merchandise $1,271 Sales Tax $1,221 Totals $20,004 $20,004 $20,004 Carousel Operation: At$.75 a ride $22,680 $22,680 At$.50 a ride $0 $15,120 Total Revenues $42,684 $42,684 $35,124 Expenses: Concession: Salaries 1 staff/1 Supervisor 1 lam-8pm 14 weeks $9,608 $22,694 Other Staff Time $3,658 Supplies $11,912 $11,216 Other Expenses $265 Utilities $2,400 $2,400 Sales Tax $1,222 $0 Equipment Maintenance $467 $467 Travel $215 Totals $29,747 $36,777 Carousel: Salaries 1 staff 11 am-8pm 14 weeks $10,086 $13,076 Repairs/Maintenance City $5,000 $0 Insurance $1,200 $500 Supplies $500 $560 Taxes/Licenses $0 $1,627 Other $600 Utilities $400 $338 Totals $17,786 $16,101 Total Expenses 47 533 2 878 Totals Net 849 10194 17 754 3 Year Proposal: Year 1 City Cost $4,849 $10,194 $17,754 Year 2 City Cost $4,849 $5,097 $8,877 Year 3 City Cost $4,849 $0 $0 City to pick up insurance/maintenance annual cost Year 1 $0 $6,000 $6,000 Year 2 $0 $6,000 $6,000 Year 3 $0 $6,000 $6,000 Trust Fund Collections ($595) 595 ($595) Total Cost 3 year period $32.696 $44,036 I CITY OF ITHACA s� DEPARTMENT OF PUBLIC WORKS - STREETS & FACILITIES DMSION 245 Pier Road, Ithaca, New York 14850-3246 RICHARD FERREL, ASST. SUPERINTENDENT OF PUBLIC WORKS — �PoRA?EO Telephone: 607/272-1718 Fax: 607/272-4374 ; 4j , n MAY 0 6 1999 —� To: Common Council Shelley Michel-Nunn-Human Resources Director Py - From: Richard Ferrel-Asst. Supt. of Public Works Date: May 6, 1999 Re: Hiring above minimum of grade for Automotive Mechanic positions The Garage currently has two vacancies for Automotive Mechanics due to employees being transferred to vacancies in other job titles. The interview process has been completed for one vacancy on the day work shift. We have a very good pool of candidates and have been negotiating with two individuals regarding salary and hiring dates. Both of these candidates have training and experience qualities which will add additional needed skills to our operation and which are necessary for the technological advancements of today's vehicles and equipment. The current union contract's minimum hiring salary has not increased in several years and is now not competitive with the automotive repair job market. In order to attract these two candidates, I am proposing a hiring salary higher than the minimum union contract but less than our current employees holding the same title. The CSEA Laborers Contract states a minimum hiring salary of $9.28 per hour and that any proposal above the amount must be approved by Common Council. I wish to offer these individuals a rate of$10.50 per hour. The 1999 Garage budget has the funding to cover these wages as the employees who were transferred were paid a higher wage. cc: Bill Gray- Supt. of Public Works Dominick Cafferillo - City Controller An Equal Opportunity Employer with a commitment to workforce diversification.- it CITY OF ITHACA 510 First Street Ithaca. New York 14850-3506 -- �-- a +i DEPARTMENT OF PI:BLIC NVORSS • WATER AND SEWER DIVISION o .......... MAY Telephone: 607/272-1-1' Fax: 60'/2','-5028 1999 INTEROFFICE MEMORANDUM TO: B&A COivtMITTEE FROM: LAWRENCE P.FABBRONI,P.E.,L.S.,ASST.SUPT.DPW,WATER AND SEVER SUBJECT: CONTRACTUAL,SERVICES DATE: 05/19/99 CC: I request the extension through December 31, 1999 of the personal service contracts of both Erik Whitney and Michael Ocello. Based on a current contract cost of$20.20 per hour at thirty (30) hours per week, the contract with Erik Whitney would be extended by approximately $24,500. These monies for contract design and management services are paid from appropriate operating accounts but principally from CP506 and CP606. Based on a current contract cost of $18.00 per hour at eighteen (18) hours per week, the contract with Michael O'Cello would be extended by approximately $9360. These monies for engineering drafting and computer drafting training services are paid from appropriate operating accounts but principally from CP506. With the ongoing in-house design, rehabilitation, and construction efforts of the Water and Sewer Division of sewer interceptors, major watermains, water and wastewater pump stations, and increased service work associated with development activity, these contract services are vital to complete and thorough design and project management. These two individuals bring over forty years combined experience in public works projects to assist our staff in quality control, thorough design, and complete operation and maintenance plans. The noteworthy projects completed since January 1, 1999 with this additional expertise and help are the complete rebuild and startup of the Giles Street sewer pump station (on an engineering to-do list since 1986), the complete design for over one-mile of watermain at the north end of the City, final procurement and preparation of a work plan to rehabilitate the Buffalo Street pump station (an emergency since 1997), etc. With the crush of work the division is encountering in coordination efforts with Cornell Lake Source Cooling, regional water and sewer engineering efforts, Ithaca High School third year renovations, and overall City development, this added specialized and experienced manpower is essential to any hope to keep up with quality administration of everything. The City is most fortunate to have the opportunity to continue a mutually advantageous contract with each of these individuals particularly at a time with City Engineering personnel experiencing major turnover. An Equal Opportunity EmploNer with a commitment to workforce diversification.- �r� SCHEDULE A 1. To move forward pump station rehabilitation projects, at Giles Street, Buffalo Street, and Inlet Island. 2. To assist the office in water and sewer coordination and construction aspects with the Cornell Chilled Water project and completion of the Fall Creek neighborhood new sewer projects. 3. To assist with long range and short range engineering efforts associated with major regional water and sewer projects and implementation. 4. To daily support the many ongoing engineering efforts of the division. SCHEDULE A 1. To train and transition the workforce involved in meter reading, utility scoping, sewer televising,plumbing inspection, and design to use of AUTOCAD. 2. To provide continual support to multiple drafting needs. 3. To provide expertise in engineering and surveying systems hardware and software interfacing. OF 1TI>� -�f• �•. CITY OF ITHACA G~rj S' 108 East Green Street Ithaca, New York 14850-5690 _ ;s4 A!O,P`••.,,,, ,..�'�00� OFFICE OF THE CHAMBERLAIN '°�RA7E0 Telephone: 607/274-6580 Fax: 607/272-7348 To: Program Analysis Committee From: Debra A. Parsons, City Chamberlain Re: Parking Ticket Numbers Date: April 19, 1999 Numbers appear below for parking tickets issued for particular infractions for the first six months of years 1993 through 1998. I chose these periods because of the availability of historical data for comparative purposes. January 1 to June 30 1993 1994 1995 1996 1997 1998 All 31,250 26,746 33,922 30,291 Violation#1,O/T Meter 14,889 14,498 21,299 18,527 20,164 12,006 Violation#6,Prohbtd.Area 3,542 2,342 2,087 1,771 2,539 1,991 Violation#12,Odd/Even 6,846 5,078 5,986 5,994 4,710 5,298 Revenues,Same Period $288,541 $310,768 $283,069 $272,478 $191,696 Numbers for all tickets were not printed for 1997 and 1998. "An Equal Opportunity Employer with a commitment to workforce diversification." t� APR 3 �;� i�►�y' CITY OF ITHACA G`.•° =re 108 East Green Street Ithaca, New York 14850 _ OFFICE OF THE CITY CLERK Telephone: 607/274-6570 M E M O R A N D U M To: Mayor Cohen Dominick R. Cafferillo, City Controller Steven P. Thayer, Deputy City Controller Jane Marcham, Chair, Budget & Administration Committee From: Julie Conley Holcomb, City Clerk Date: April 29, 1999 Subj : Code books In order to simply the conversations that I have had with each of you, I would like to put the numbers and the • conversations I've had with General Code Publishers on paper. As you are aware, we did not supplement our code with the legislation passed in 1998 due to staffing shortages in my office last year. General Code Publishers has given us a quote of $12, 000 to codify the 1998 legislation which consists of 31 ordinances and 8 local laws . Many of the ordinances passed in 1998 were quite large including revisions to the Subdivision of Land chapter, the correction of all of the legislation in the code which was originally adopted by resolutions (which affected 8 different chapters) , the drug eviction ordinance, dog ordinance, taxicabs, wrecker services, residential parking permit system, and Natural Areas Commission. Of the $8, 000 budgeted in line A1010-5435 in 1998, $3, 000 was encumbered for 1999 . I have also requested that General Code Publishers update our draft Vehicle and Traffic Chapter which has never been adopted. This legislation has been amended numerous times in the past nine years, yet we have nothing which shows us what the current regulations are. It is nearly impossible "An Equal Opportunity Employer with a commitment to workforce diversification." �� for the Police Department and Traffic Engineer to do their jobs responsibly without this document. General Code Publishers has quoted a price of approximately $1, 500 to complete this work. Once all of this work is completed, we have another problem, our current binders will not be able to hold all df our legislation. We have two options, to go to a third volume, or to re-format our code into a 8 % x 11" version and keep it in two volumes. It is the consensus of Senior Staff members and by far my preference to re-format the code as opposed to dealing with three volumes of legislation. General Code Publishers has offered to publish the 1998 legislation, re-format our code to 8 M x 11" , and revise and update both indexes for an approximate price of $20, 000 . The Vehicle and Traffic chapter and 1999 supplementation costs will be in addition to this price. The new codes would not be ready until Fall, but General Code has agreed to update PC Codebook for us in advance so that we will -have an updated version of the code to work with in the interim. They agreed to allow us to pay for _ this project in two budget years. They suggested that we pay for half of the project cost once PC Codebook is updated, and the other half of the project cost once the code books are ready (or January 2000) . Summary 1998 Legislation, indexes, and reformatting of Code to 8 M x 11 (50 copies) $20, 000 1999 Legislation 8, 000 V&T Chapter 11500 $29, 500 Available Funds 1998 budget A1010-5435 $ 3,000 1999 budget A1010-5435 7, 000 1998 budget A1450-5477 2, 500 1999 budget A1450-5477 6, 000 $18,500 Funds needed for 2000 Remainder of Project costs $11, 000 Building the City of Ithaca's Web site http://www.ithacamaps.org/citywork/WebProposal.htr Building the City of Ithaca's Web site Proposal by Doug Foster, Planning Systems Manager May 18, 1999 Problem Statement The City of Ithaca is missing opportunities to improve internal efficiency and service to the community by not taking full advantage of web technology. By beginning the process of developing a professional web site, the City can increase employee efficiency, improve service to residents, and better market the City for economic development. Some essential improvements would include: • Professionally designed site so users know it's worth their time to explore the site and find information or do business with the City. The City home page should clearly express the priorities of the City, as a traditional brochure would. • Universal search engine so users can quickly find what they are looking for. • Consistent format so the site has a cohesive feel and can be easily navigated. • Templates for simple input of information by each department. Documentation and training for those staff that will maintain the data. • Develop online forms to automate various internal and external processes. • Tools to analyze what parts of the site people are using and where they came from. This helps improve the areas in demand and discard those portions where there is no interest. Proposal The City has an opportunity to build a professional quality site for a minimal investment. The web site would serve many functions, acting as the corporate intranet site, the primary information dissemination medium, marketing tool, etc. The personnel needed would be a combination of City employees and hired contractors/interns. Overseeing the project would be a web team consisting of 4-6 staff members. The web team would work with the Computer Committee,Department Heads, and Web Policy Committee to come up with content and design standards for the site. Robin Korherr,Deputy Clerk, will be the project manager and coordinator for the web team. The Web Team would hire a web programmer, who could implement the more advanced features of the site. An intern is also being hired to build most of the content. This person would need to have some skills in HTML and web design, but not be a programmer. This project can be completed in about three months over the 1999 summer. To support a true intranet the City needs to reconfigure its hardware, which would be relatively easy and inexpensive. The current Gorges web serve has outlived its useful life. It is currently acting as our web server, internet mail server,Domain Name Service (DNS) server, and our router for all traffic to and from the Internet. This is too much work for an old computer. The City can build on its investment using the IthacaMAPS Web server(currently in the Planning Department) by making it the primary web server with a slight upgrade. We already have a router which can be installed to handle Internet traffic separately. 1 of 4 5/20/99 11:09 AN Building the City of Ithaca's Web site http://www.ithacamaps.org/citywork/WebProposal.hti 1999 Schedule The tentative schedule is as follows: May 18 Computer Committee meeting. A web team was established at the meeting. The team includes. Robin Korherr, Doc Kinne, Cattyann Campbell, Frank Brackin and Doug Foster. May 19 Web Intern will be hired to begin work on June 1. Robin Korherr and Doug Foster will supervise. Late May Web team will assemble and begin the process of finding web programmers. Budget& Administration Committee --Doug McDonald and Thys van Cort will request funding transfer from the Other Equipment line in the Planning &Development Department. May 26 This line had$40,000 added to it in lieu of establishing a capital project to update the GIS maps. The department has found a creative way to get an acceptable product for much less money which should leave sufficient funds for the web project. _ _... fMay 28 Proposal to be discussed at the Mayor's staff meeting.. June 1 Web intern begins work. Robin will have them work on the web survey and initial content building. Develop priorities for content building and begin work on obvious content. June 15 Web programmer comes on board. Intensive design work begins with web team. "Whiteboard" sessions begin to create storyboard. June 15-August Web team will work with Computer Committee,Department Heads and Policy Team to 5 iireview storyboard(structure design) and graphic design. August 5 !Web Policy Committee and Department Heads sign off on wireframe(storyboard and design) ]Web site. August 5-20 Finish content building and complete code from technical specifications. Train key people on how to maintain their portion of content. August 20 Project completion. Officially launch web site. 2 of 4 5/20/99 11:09 AN Building the City of Ithaca's Web site http://www.ithacamaps.or_a/citywork/WebProposal.htt Team Groups/Individuals For a successful project, it is essential that responsibilities and expectations are clear for the involved individuals and groups. The overall responsibility for the final product is given to the web team. It is critical to have a single project leader, who will make sure the project stays on track. The web team will get feedback from the Computer Committee, the Department Heads at the Mayor's staff meetings, and the Web Policy Group at the various stages of development. Group/Individual Details Responsibilities Responsible for completing project. [Web Team Robin Korherr; Doug Foster;Doc Kinner,Commit time and expertise to help design of Cattyann Campbell;Frank Brackin _product. Computer Committee Department representatives Will provide departmental input on a technical level Department Heads Departments Represent departments in overall support and input. Will sign off on wireframe Web Policy Committee Alan Cohen; Pat Vaughan; Tracy Farrell; Will provide input in design phase. Will Paulette Manos sign off on wireframe Intern Hired full time for summer Reports to Robin, Doug and Web Team Pro_gramme_r Hired part time for summer Reports to Doug and Web Team__ Graphic Designer Hired for short term work Reports to Web Team Project Roles Role Function Person/Group Project Manager In charge of overall project scope and Robin execution Producer `In charge of day-to-day progress, Robin deliverables. Carries the whip ........_--------_ _ ........._..... .... Technical Specifications; research; Technical Lead technical solution provider; Doug/Programmer hardware/software decisions Pro rammer Execution of custom code and scripting, g integration of off-the-shelf software Programmer Database designer design low-level data structures 'Doug/programmer MI- Code a page, as presented in storyboards Intern Information design storyboards, flowcharts; interface design lWeb Team Creative design Look and feel colors and illustrations Web Team/Graphic Designer _. .._ _.._ _ __..__.. __....___ Production Assistant Assist and creating batches of graphics, Intern scanning Data Processing Gather and format information, into Assistant HTML, templates, or information into a Intern database . ............. 3 of 4 5/20/99 11:09 AN Building the City of Ithaca's Web site http://www.ithacamaps.org/citywork/WebProposal.htr Budget The funding for the city web project can come from existing funds. _ ItemCost Funding Source Notes Computing Equipment 256 Megs RAM upgrade iF $250 C.P. 211 -- Computer Acquisition _ Software/Contingency $3,750 P&D Line 8020-5225 --Other _ _ Module for GroupWise to publish Equipment calendar. Other web tools Consulting +Web Programmer $6 000 200 hours @ $30/hr 9 � ,C.P. 211 -- Computer Acquisition/or P&D Line 8020-5225--Other Equipment ....... _.._ . HTML Intern $3,600 P&D Line 8020-5435--Contracts 360 hours C�3 $10/hr ._ . __. ._.. ..__.._. _ _ Graphic Designer $1,000 P&D Line 8020-5225--Other .._..._.__. Equipment f ................_.._..___.__ ...... ......._. _ ...__......_. .. _ E f TOTAL $14,600 1 4 of 4 5/20/99 11:09 AN oF my CITY OF ITHACA 1 James L. Gibbs Drive Ithaca, New York 14850 YOUTH BUREAU �Po�TEO Telephone: 607/273-8364 Fax: 607/273/281.7i El m MAY 1 9 1999 DATE: May 18, 1999 `--- -- — - -- TO: Budget and Administration FROM: Sam Cohen, Ithaca Youth Bureau Director Alice Green,Deputy Director.1„� RE: Continuation of the Recreation Partnership The inter-municipal committee of elected officials,which has been meeting since January on the future of the Recreation Partnership, has requested participating municipalities to consider the possibility of a one year extension of the current agreement. It has become clear that it may take more time than we have before 2000 budgeting to come up with a long-range, stable plan for recreation cost sharing. Enclosed is a summary of the issues the group has addressed so far. The question for the city is whether it would be acceptable to continue the current financial agreement one more year. During that time,the group would complete the final long-range plan to present to the nine partner municipalities and the county. We are enclosing a summary of the current spending, revenues and 1999 municipal contribution levels. Thank you for your consideration. We look forward to discussing the partnership with you at the B&A Committee meeting. Enclosures: Interim Committee Report 1999 Rec Partnership Expenses and Revenues "An Equal Opportunity Employer with a commitment to workforce diversification." is Recreation Partnership 1999 Budget Summary EXPENSES $ 948,651 REVENUES $ 556,305 59% (from Fees, Grants, Sponsorships) BALANCE $ 392,346 41 % Municipal Contributions TOMPKINS COUNTY $35,000 9% TOWN OF ITHACA $160,000 41 % VILLAGE OF LANSING $12,500 3% TOWN OF DRYDEN $9,920 3% TOWN OF CAROLINE $4,630 1 % TOWN OF DANBY $5,290 1 % TOWN OF ENFIELD $5,290 1 % TOWN OF ULYSSES $4,630 1 % TOWN OF GROTON $662 0% CITY OF ITHACA* $154,424 39% Sub-Total $392,346 *City Facility Costs Not Charged to the Recreation Partnership Cass&Haley Maintenance (49%) $169,188 Youth Bureau Building Costs $68,129 Sub-Total $237,317 Insurance costs currently being recalculated i INTERIM REPORT FROM INTER-MUNICIPAL RECREATION PLANNING GROUP May 12, 1999 Purpose The current inter-municipal agreement to provide access to shared recreation programs ends in December 1999. In January 1999,the County Planning and Intergovernmental Relations and Education Committee invited officials from all municipalities and the Ithaca School District to jointly plan for 2000 and beyond. There was agreement at the initial meeting to find a clear and fair system to maintain recreational programs that complement and supplement locally sponsored services. A working group from all interested municipalities has been meeting bi-weekly. Membership of the Working Group Town of Caroline Don Barber and Penny Boynton Town of Danby Joel Gagnon Town of Dryden Jim Schugg and Bambi Hollenbeck Town of Enfield Jean Owens and Jane Murphy Town of Groton Teresa Robinson Town of Ithaca Cathy Valentino and Mary Russell City of Ithaca Mayor Alan Cohen, Joan Spielholz Village of Lansing Phil Dankert Town of Ulysses Doug Austic and Michel Vonderweidt Issues being discussed Joint activityfund Members agreed that any future partnership should be able to track its expenses and revenues separately from the general budget of any sponsoring municipalities. The model under consideration is currently used for several other inter-municipal partnerships locally and is authorized under Article 5-G of the General Municipal Law. Future structure and terms of agreement The current agreement was reviewed and several areas relating to governance, membership, and programs were identified for later discussion. Populations to serve Youth will continue to be the primary focus. The Recreation Partnership Board has recommended that the future partnership include self-supporting services for adults and senior citizens. The planning group needs input from communities on this issue. Access to Ithaca School District facilities The planning group has reviewed the use of City facilities by the school and school facilities used for recreational programs. The Ithaca School District has initiated a memorandum of understanding that could function like a contract to allow continued free access to school fields, buildings and swimming pool even if the school budget fails and the district must operate on a contingency budget. Service area The question of who should be served(the whole county,those in the Ithaca School District or those from current municipalities) is being discussed along with the question of how costs should be shared. Analysis of current costs and revenues A number of meetings have focused on this topic and the planning group has requested that the City provide a detailed analysis for each of the 50 programs along with the total costs for administration and facilities used by the Partnership. This analysis will be reviewed starting May 26, 1999. Facilities Once the costs and revenues are fully understood,the planning group will need to consider whether the current City facilities should become jointly owned. If not, a fair price for using City facilities for shared programs will need to be negotiated. Deciding how services will be provided The need to balance and complement local programs has been discussed along with various models for providing services. The planning group has agreed that any new partnership should not be limited to using the City of Ithaca as the sole provider of services. Purchasing a full package of services or a smaller set of offerings Although there appears to be interest in being able to offer a wide array of services,the cost of supporting a full package is likely to be a deciding factor. If the cost is too great, some municipalities expressed interest in purchasing access to a smaller sub-set of programs most heavily used by their youth and families. The planning group will discuss this more fully after it reviews the itemized program budgets and the program recommendations to be made in late June by the current Recreation Partnership Advisory Board. Cost This is the biggest question that will be discussed more fully after the detailed budget analysis is reviewed starting May 26e- Extending the current agreement for 2000 to finish planning Since there are several key issues that still need to be negotiated,the planning group is asking all partners to extend the current agreement for one more year with the understanding that a full set of services would be available at the current contribution levels. Tentative Timetable May-June Analysis of budget and discussion of costs and facilities July-Sept. Discuss who the partners will be and methods for allocating costs among partners October Develop governance structure and membership November Set or adopt programming goals and develop draft proposal Jan-Feb Share draft proposal and solicit feedback from municipalities Mar-April Revise proposal to respond to concerns and incorporate 2001 cost estimates Summer Submit final proposal to municipalities to enable them to prepare budgets Fall Budget reviews and adoption Jan 2001 Start up H - 1 WHEREAS, the City of Ithaca is taking all possible steps to insure that its equipment meets a broad definition of Y2K compliancy, and WHEREAS, the City instituted a capital project, CP #370, to replace or upgrade all non-Y2K compliant computer workstations, and WHEREAS, the work on this replacement and upgrade project has been proceeding for the past months, and WHEREAS, the project manager has determined that the services of Robert Camacho, the workstation configuration, upgrade and replacement technician, are required for a longer period than was originally expected; now, therefore, be it RESOLVED, That the City' s contract with Robert Camacho be extended for two and one-half months, until August 31, 1999, from its original termination date of June 18, 1999, and be it further RESOLVED, That the City increase Capital Project #370 by $ to be paid to Robert Camacho for his technical services . lrl� TO: Jane Marcham, Chair, Budget & Administration Committee FROM: Dan Hoffman, Chair, Natural Areas Commission (NAC) DATE: 5/20/99 RE: Funds in 1999 Contingency for Natural Areas Rangers Last Fall, the NAC' s predecessor (the Six Mile Creek Advisory Committee) requested an increase in the budget for gorge/natural areas "rangers ." For 1998, the amount allocated (in Line 120 of Account 7113) was $7, 040. In light of the City' s intent to add two new natural areas (at Ithaca Falls and the substitute Southwest Park) and Common Council' s establishment of the Natural Areas Commission, with expanded oversight and responsibility, at least a modest increase in supervision seems warranted. When the 1999 City budget was adopted, the allocation of funds for rangers was kept at $7, 040 (the 1998 level) but $2, 560 was placed in restricted contingency with the understanding that Council would return to the issue before the next ranger "season" (ie. , this summer) . At this point, the NAC requests that this relatively small amount of monies be released from contingency for the purpose of increasing the hours of employment of the City' s natural areas rangers during the summer/fall of 1999. The current budget allows for about 40 hours per week of ranger time during the prime season (June to mid-October) . City Forester Andy Hillman, who is an ex officio member of the NAC and supervisor of the rangers, estimates that release of the $2, 560 would allow the rangers to work up to 20 hours/week more for the remainder of the season. Part of this additional time could be spent monitoring the Ithaca Falls area, which the City has contracted to acquire from Cornell. As you may know, Cornell paid little attention to this area for many years, and there are some obvious hazards present there, as well as heavy use by the public. The NAC believes that the rangers should establish at least a minimum "presence" at Ithaca Falls this summer, and gather needed information regarding use, inappropriate activities and hazards . The NAC legislation clearly intends that rangers would be monitoring other natural areas besides Six Mile Creek, and such attention would certainly be helpful in identifying problems and curtailing improper uses. At the same time, unless there is some increase in their hours, we cannot expect the part-time rangers to expand their oversight to Ithaca Falls without seriously diminishing their effectiveness at Six Mile Creek. Last summer provided a particularly striking example of how rangers can inspire, organize and supervise volunteers from various parts of the community to tackle tasks that would otherwise consume the time of paid City staff or simply go undone. In a series of "work parties, " trails at Six Mile Creek were repaired, made more accessible and spread with woodchips, handsome rock steps were installed at a location that otherwise invited liability, and massive amounts of litter and debris were hauled out of the gorge. In addition, the rangers provided a great deal of public education about appropriate behavior in and treatment of the natural area. The City is extremely fortunate to have the same two rangers back for this year. There is no reason, except for budgetary limitations, that rangers could not expand on this kind of positive activity, at Six Mile Creek and Ithaca Falls (and eventually in the Southwest natural areas. A very modest increase in the investment in these positions could reap disproportionate rewards, in the safety, beauty and accessibility of our natural areas, and in public good will . Thank you for your consideration of the release of $2, 560 from the restricted contingency fund, to increase the allocation for natural areas rangers. Cc: Dominick Cafferillo, City Controller Andy Hillman, City Forester Members, Natural Areas Commission I - 1 G. I.A.C. - Request to Amend 1999 Budget WHEREAS, the Greater Ithaca Activities Center (G. I .A.C. ) has been advised by the Ithaca City School District that the City will be receiving a grant in the amount of $28, 165 to support and expand the work that has been done through the Twenty-first Century Grant - A Bridge Across Cultures, and WHEREAS, the funds will be used to provide a Summer Camp for children in the Title One Summer School at Fall Creek Elementary School; now, therefore, be it RESOLVED, That Common Council hereby amends the 1999 GIAC Budget as follows : Increase Revenue Account: A7311-3820-1101 State Aid Youth $28, 165 Increase Appropriation Accounts : A7311-5120-1101 P/T Seasonal 22, 901 A7311-5460-1101 Program Supplies 2, 463 A7311-9030-1101 Social Security/Medicare 1, 752 A7311-9040-1101 Workers' Comp. 1, 049 o IT CITY OF ITHACA G � 318 North Albany Street Ithaca, New York 14850 YOUTH BUREAU - GREATER ITHACA ACTIVITIES CENTER APo�TEO Telephone: 607/272-3622 Fax: 607/272-0250 TO: Budget and Administration Committee FROM: Marcia Fort %V DATE: May 20, 1999 RE: 21st Century Grant Contract Last year, the Ithaca City School District received a grant from the U.S. Department of Education called the "21st Century Learning Center: A Bridge Across Cultures". The purpose of the grant is to coordinate after school and summer activities for and bring together Beverly J. Martin and Enfield Elementary Schools, and Dewitt Middle School. This summer, some of the grant funds will be used to provide a camp for children in the Title One summer school which will be housed out of Fall Creek Elementary School. The Ithaca City School District has contracted with GIAC to plan and implement the summer camp program for them. The revenue from the contract will equal the expenditures for the summer camp program. There is no net effect on the GIAC budget. "An Equal Opportunity Employer with a commitment to workforce diversification." 21"Century Learning Center Grants "A Bridge Across Cultures" This contract is made between the Ithaca City School District,on behalf of the 21s1 Century Learning Center grant and: Agency Business Tax Number Agency Contact: Address(Street) City/State Zip Phone(Day) The Greater Ithaca Activities Center agrees to operate an afternoon day camp for 160 elementary aged children who will be attending Title 1,English as a Second Language,and Early Literacy program during the mornings at Fall Creek School. In addition the camp will also include 14 middle school age children who will be coming from the Boynton summer school program. The program will begin on Tuesday,July 6`h and operate Monday through Fridays until August 6`h, 1999. The program will operate from 12 noon until 4pm. It will be based at Fall Creek Elementary School. Responsibilities of the Agency: 1. The agency agrees to hire a Camp Director or designate a staff to direct the camp. The camp director will complete necessary tasks to receive a"children's camp permit" from the N.Y. S. Health Department. This will include preparing the camp safety plans and completing the application for a camp permit. 2. The agency/camp director will hire all staff necessary to operate the children's camp meeting the minimal requirements of the N.Y.S. Health Department. The agency/camp director will agree to recruit and hire a qualified staff which is diverse and inclusive of communities from which the children are from. The agency/camp director will ensure that staff have the necessary health and safety qualifications as required by the N.Y.S.Health Department. In addition,one staff will be hired to participate in the Rural-Urban Adventure Program. 3. The 21"CLC grant(ICSD)will provide students with transportation to and from Fall Creek. Middle School youth from Boynton will be transported to Fall Creek at 11:45. All students will be picked up by school buses to go home at 4pm. 4. The camp director and the camp staff will agree to participate in a 2-hour"Bridging Cultures"training during their orientation,which will orient them towards the nature and goals of the 213`CLC project. (To be scheduled with the camp director.) 5. The camp director agrees to incorporate the Rural-Urban Adventure Program into their camp,and work in cooperation with the 213`CLC grant coordinator and the Enfield Camp Director to coordinate and implement this program. The 21"CLC will pay for transportation once a week for this program. 6. The camp director will do the necessary planning to incorporate a swimming program into the camp, so children can swim two times per week. The 21"Century grant,(ICSD),will pay for transportation to and from the swim area,either by school bus or they can be billed by TCAT. 7. The camp director agrees to work with the 21"CLC grant coordinator to organize,plan and incorporate a drug and alcohol educational event into the camp.The camp director also agrees to review the 2l"CLC Board's recommendations on including"rural and urban opportunities for campers"and attempt to include these types of activities or ideas in the camp program. In addition the camp director may plan up to two field trips for the camp. 8. The camp director will work in cooperation with the 21"CLC Grant Coordinator,to prepare a transportation schedule for swimming and field trips before the program begins. 9. The camp director will agree to allow a 21m CLC Board member to visit the camp three times,at which time the board member will briefly interview a staff,a camper,and the camp director,in order to monitor the camps progress. The board member will contact the camp director previous to each visit to schedule an appropriate time for the visit. The camp director will be given a detailed explanation of what the board member will be doing.In addition the camp director agrees to be in touch with the 21St CLC grant coordinator on a weekly basis or as needed. 10. The camp director agrees to keep a log of anecdotal information,pictures,or any artifacts,which could be helpful in both evaluating the program and reporting about the program. 11. The camp director agrees to have their staff assist in distributing and collecting parent and camper evaluations at the beginning of the 5`h week of the program. The camp director agrees to complete and have their staff complete an evaluation of the camp program. All evaluations(or copies)will be turned in to the 21"CLC grant coordinator at the completion of the camp program. The camp director or a representative agrees to attend a 215`CLC board meeting for a brief report on the summer program during the September board meeting(date and time to be announced.) 12. The camp director will agree to provide supervision for all campers from 11:30am until4:30pm as needed. In addition the camp director will remain"on call"by providing a phone number that the bus garage can reach them at, in case of emergency,until 5:30pm each day. 13. In cooperation with the 2151 CLC grant coordinator the camp director will complete a building use form for Fall Creek Elementary school. The camp director will ensure the school facilities are left clean each day,and rooms are left as they were arranged before the camp program begins each day. The camp should not use school supplies,unless other arrangements have been made directly with school staff. 14. Ithaca City School District's will provide one substantial first aid kit for the camp in the afternoon. That kit must be replenished as needed by the camp/agency. 15. T-shirts will be provided to all campers through the 21St CLC,(we will collect five dollars from those families who are willing to voluntarily pay for T-shirts.) Payment Terms: 1) The Ithaca City School District agrees to pay the Greater Ithaca Activities Center $28,165, (twenty eight thousand eight hundred and sixty five dollars,)by June 15`h, 1999,to plan, implement and evaluating the Title 1/ESL/EL Afternoon Camp Program at Fall Creek.A general budget is attached to this contract. The agency may adapt it as necessary,as long as they stay within the allotted amount,and meet the minimum health department requirements. 2) The Greater Ithaca Activities Center agrees to ensure that this 2151 Century Learning Center Program is operated under the N.Y.S.Health Department Camp Guidelines and that the program is supervised and operated effectively. 3) Greater Ithaca Activity Center will pay for all expenses of the camp except transportation, "Bridging Cultures Training,"and lunches and snacks(which will be provided by the free school lunch and snack program through EOC.) The Agency or Camp Director will bring any exceptional or unplanned expenses to the attention of the 215`Century Grant Coordinator,and a plan will be made with members of the 215`CLC board and the agency to resolve the costs. 4) If in the opinion of the Ithaca City School District,the services have not been provided,the agency will be required to reimburse ICSD proportionally for services not provided. Signature Date Agency Signature Date 21 A CLC Grant Coordinator Signature Date Director of State and Federal Programs Signature Date Superintendent of ICSD Signature Date City if Ithaca Attorney Signature Date Mayor Signature Date City of Ithaca Comptroller Signature Date Budget and Administration Chairperson 1101 120 10 Groups of 16 kids; 1:8 staff-camper ration (highest permitted) 1 Group of 14 Middle school kids Total : 174 kids, 24 program days 7/6-8/6 Camp Director: 12$/hr 25hrs/wk 5wk program 4wk planning, 3 days orientati $ 2,820 1 Asst. Camp Director: 8.5/hr, 5hrs/dy,27 dys $ 1,148 Head Counselors: (over 18, experienced) 7.5$/hr 5hrs/day 27 days 11 H.C.'s $ 11,138 Assistant Counselor(16,17 yr olds w/exp) 5.25$/hr 5hrs/day 27 days 1IA.C.'s $ 7,796 Total Salaries: $ 22,901 1101 460 Teaching Materials and Supplies: 10$/kid $ 2,463 1101 9030and 9040 15% overhead and project costs: Fringe and Workers' Compensation $ 2,801 Total: $ 28,165 �,��°F CITY OF ITHACA V et 318 North Albany Street Ithaca, New York 14850 �� O`00 YOUTH BUREAU -GREATER ITHACA ACTIVITIES CENTER Telephone: 607/272-3622 Fax: 607/272-0250 TO: Budget and Administration Committee FROM: Marcia Fort %V DATE: May 20, 1999 RE: 21st Century Grant Contract Last year, the Ithaca City School District received a grant from the U.S. Department of Education called the "21 st Century Learning Center: A Bridge Across Cultures". The purpose of the grant is to coordinate after school and summer activities for and bring together Beverly J. Martin and Enfield Elementary Schools, and Dewitt Middle School. This summer, some of the grant funds will be used to provide a camp for children in the Title One summer school which will be housed out of Fall Creek Elementary School. The Ithaca City School District has contracted with GIAC to plan and implement the summer camp program for them. The revenue from the contract will equal the expenditures for the summer camp program. There is no net effect on the GIAC budget. "An Equal Opportunity Employer with a commitment to workforce diversification." co