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Home My WebLink AboutMN-B&A-2000-08-23 BUDGET AND ADMINISTRATION COMMITTEE AUGUST 23, 2000 7 :30 P.M. COMMON COUNCIL CHAMBERS AGENDA Statements from the Public Amendments to Tonight' s Agenda A. Common Council ADw,,70 1 . MOU with Ithaca �ce Deent on 2-hour Free Parking B. Chamberlain 1 . Request to Waive Tax Penalty - Resolution 2 . Traffic Tickets and Collections - Report C. Fire Department 1 . Allocation of Funds from Sale of Fire Station #7 - Discussion/Possible Resolution D. DPW 1 . Lake Source Cooling Construction Payment - Discussion/Possible Resolution 2 . Request to Amend Capital Project for Parking Facility Security and Lighting - Possible Resolution from 8/23/00 BPW meeting 3 . West State Street Improvement Project - Discussion/Possible Resolution from 8/23/00 BPW meeting E. Finance/Controller 1 . Request to Approve Civil Service Agreement - Resolution F. Reports 1 . Mayor' s Report 2 . Council Members' Announcements 3 . Next Month' s Meeting: September 27, 2000 DOWNTOWN TWO HOUR FREE PARKING A Memorandum of Understanding Between City of Ithaca Ithaca Downtown Partnership July 26,2000 Approved by the Ithaca Downtown Partnership Board of Diretors Parking is a crucial component of downtown Ithaca. Repeated surveys of the public show parking to be an important concern of downtown customers and clients as well as those households who have chosen not to patronize downtown. It appears that the cost and availability of parking are inexorably linked to the number of people who actually use downtown. Retail businesses and their customer base cite parking costs and convenience as detriments to further sales and growth. Office and service businesses cite parking as key for their clients. Without sufficient, uncomplicated parking, these businesses might be forced to look elsewhere to locate their operations. The City and the Partnership both believe that a shift in pricing policy for municipal parking can provide incentives to encourage more downtown shoppers and clients without creating financial hardship for the City. The primary shift in policy will be to create two-hour free parking in downtown garages. This two-hour free parking policy is similar to the successful two-hour free parking program enacted during the 1980's. The City of Ithaca and the Ithaca Downtown Partnership hereby agree to perform the following tasks related to two hour free parking for downtown municipal facilities: City of Ithaca Obligations 1. The City will undertake the following provisional pricing adjustment: - The first two hours of parking at all downtown off-street parking facilities (Green Street lot, Green Street Garage and Seneca Street Garage) will be free of charge at all times. All daily parking after the two free hours will be charged at a rate of fifty cents ($.50)per hour. - Fees for monthly parking ("permit parking") will not be affected by this policy or memorandum. The City will adopt this pricing plan for a trial period ending March 31, 2002. At the end of the period, the City, with input from the Ithaca Downtown Partnership, will assess the performance of this policy and consider whether or not to extend the pricing plan. 2. As part of this initiative, the City commits to completing the installation of new lighting in both the Green and Seneca Street garages not later than .2001. The City also commits to making a good faith effort to improve the ongoing, daily maintenance at both downtown parking garages, in an effort to enhance the marketability of garage parking for users of downtown. In particular, the City will work to provide daily litter and debris cleaning of decks, stairwells, elevators and plaza areas and daily washing of stairwells and elevators. The City will also provide immediate graffiti removal from garage walls, stairwell and elevators. The City agrees that if this minimum maintenance program is not upheld, it will similarly not bind the Partnership to its obligations related to enact consistent store hours, as specified below. 3. The City will also commit to creating additional signage for the downtown parking facilities reflecting the new pricing policy, and will advertise free two-hour parking in signage and other locations, such as the City Web Site. Ithaca Downtown Partnership Obligations 1. The Partnership will agree to monitor sales growth during the trial period, using a representative sample of businesses willing to share changes in sale data. 2. The Partnership will commit to undertake a marketing campaign to highlight two-hour free parking as part of its 2001 work program. This marketing program will consist, at a minimum, of both media and display advertising. The Partnership will make an effort to integrate the two-hour free parking program into its other promotion and marketing projects, as appropriate. Details of this program will be determined in the Partnership 2001 Work Plan. 3. The Partnership will also make a good faith effort to work to improve the consistency and duration of downtown retail shopping hours during the trial period. In particular, the Partnership will work to solidify Thursday and Sunday as extended hour days. The goal of the Partnership will be to encourage at least two-thirds of all traditional retail downtown businesses and stand alone restaurants to offer extended shopping hours on both Thursday evenings and Sunday afternoons. The Partnership will commit to a program to market the availability of these extended hours to the public and will work to enact programming that will encourage people to visit downtown during these extended periods. Details of this extended hour initiative will be determined in the Partnership 2001 Work Plan. This initiative will be planned in the Fall of 2000 and formally launched beginning March 1, 2001. Thereafter, the Partnership agrees that if the percentage of retail businesses offering extended hours on Thursday evening or Sunday afternoon drops below 60%, the City may unilaterally change the parking pricing structure without regard to this memorandum. The City of Ithaca and the Ithaca Downtown Partnership agree to work diligently and cooperatively to achieve the tasks listed above. City Chamberlain - Request to Waive Tax Penalty WHEREAS, Suzy Leveille, an out-of-state property owner, has provided documentation showing that her City 2nd installment taxes were not delivered on time because the bill was damaged in post office equipment, and WHEREAS, the City considers these special circumstances; now, therefore, be it RESOLVED, That the City Chamberlain is authorized to accept 2nd installment taxes due on 510 University Avenue in the amount of $664 . 69 without penalty. t t CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 ...........e`�� OFFICE OF THE CHAMBERLAIN APoftA?�0 Telephone: 607/274-6580 Fax: 607/272-7348 To: Budget and Administration Committee From: Debra Parsons, City Chamberlain Re: Request for Waiver of Penalty Date: August 17, 2000 Suzy Holland Leveille is requesting a waiver of penalty on second installment taxes due for 510 University Avenue. The original bill was damaged by the post office,and not delivered to Ms.Leveille until after the penalty free period. While NYS Real Property Tax Law does state that the failure to receive the bill does not excuse the penalty,I feel this is a special instance. Very clearly,the bill was not delivered to the out-of-state owner. I recommend that the penalty of$33.23 be waived. "An Equal Opportunity Employer with a commitment to workforce diversification." Zr� - LCus rv�e,-�h i 5 nuc. c9st� -_ . wee,uays t3:30-4:30 s PRESORT 108 E. Green Street Closed Weekends ��j` �V �,�� First Class Ithaca NY 14850 and Holidays f �Vl p �PA:r US'Postage Paid (607) 274-65810 �°��' A� ITHACA, NY Permit No., 369 Temp Return Service RequestedP CITY 2000 SECOND INSTALLMENT TAXES THIS IS YOUR TAX NOTICE Please before read directions for tax payment options (Full payment or installment payment) ore paying bill. ' .,..,,.., . �.... Bill No:4819 Bank Code:''` Parcel: 32.-1-2 n HOLLAND, ANNE SUSAN HOLLAND LEVEILLE n : .4990 RIVERVIEW RDJO ATLANTA GA 30327 Z "l0lr 42:_:S 2 titM ,akgg; ir2£s� E6,}}tyi++ i�`hsiv, a <"i�£2£t � �t# •��t ,•.r .N ��f...• �-..�' CITY OF ITHACA V~E �'•� 108 East Green Street Ithaca, New York 14850-5690 •s =�O''•...•••• r 00 OFFICE OF THE CHAMBERLAIN �PoRA7E0 Telephone: 607/274-6580 Fax: 607/272-7348 To: Budget and Administration Committee From: Debra Parsons,City Chamberlain Re: Report of Parking Ticket Collections Date: August 17,2000 Prior year parking tickets are now being collected by Complus. Gross collections through August 15 exceed$121,000. Approximately 25%of the amounts collected are due to Complus as their fee. Approximately$285,000 was accrued as 1999 revenue in anticipation of the collection of these old tickets. These payments will therefore be credited against the accrual until the$285,000 figure is exceeded. Complus indicates to me that one notice has been sent to all owners,where a name and address was obtainable. That being the case,I would expect that we should come close to meeting the accrual. I would not expect to significantly exceed it. Current year revenues total$233,554 against a budget of$485,000.I would expect to hit the budgeted figure by year-end. We are only just starting to send out notices on the current year unpaid tickets,due to some Munis software issues,and the timing of the receipt of name and address information. We will begin to routinely process New York State scofflaws this month. Both the notices and the scofflaws should help us to realize budgeted revenues. We will continue to work with Munis to ensure that the parking ticket collection software meets our expectations. The number of tickets issued for the first six months of 1999 and 2000 is shown below. First quarter tickets issued numbered 12,300,compared to 12,227 in 1999. Second quarter tickets issued numbered 12,007, compared to 11,254 in 1999. However,CSO's issued over 2,000 more tickets in the second quarter of 2000,compared both to the first quarter of 2000 and the second quarter of 1999. Police officers issued 2,000 fewer tickets,directly attributable to the suspension of the odd/even ordinance effective April 1. 1/1/99-3/31/99 4/1/99-6/30/99 1/l/00-3/31/00 4/1/00-6/30/00 Police Officers 5276 4250 3739 1758 LSO's 6951 7014 8361 10249 Total 12227 11254 12300 12007 We issued 3,883 overtime meter tickets for the first half of 2000 that were automatically dismissed. We issued 11,182 tickets that were second offenses. Violators have been pleased to have the first offense dismissed,although we did receive complaints about the increase in the fines. Please let me know if you have other questions. "An Equal Opportunity Employer with a commitment to workforce diversification." CM? CITY OF ITHACA �T V~' °''•tit 310 West Green Street Ithaca, New York 14850-5497 i �CO•'.... ,.f`�� OFFICE OF THE FIRE CHIEF �Po�1�0 Telephone: 607/272-1234 Fax: 607/272-2793 MEMORANDUM To: Dominck Cafferill From: Brian H. Wilbur Re: 23 AUG 00 B&A Agenda Items Date: 16 AUG 00 Please include the following item on the B&A Agenda for their upcoming meeting. 1 ) Discussion and possible resolution for allocation of the funds to be received from the sale of Fire Station # 7. Attached please find materials related to this topic, including: a) Board of Fire Commissioners (BFC) resolution of 14 APR 98 authorizing disposition of .; the property through sale, with the condition that proceeds be returned to the Fire Department. b ) B&A Committee meeting minutes of 29 APR 98 reporting on discussions that were held regarding allocation of sale proceeds and the B&A Committee's directives at that time. C) Resolution of the BFC of 27 JUL 99 addressing actions to be taken regarding space needs of the fire department, and proposed list of work to be done. Page 2 is a draft resolution for discussion at the meeting. "An Equal Opportunity Employer with a commitment to workforce diversification." �� Dominick Cafferillo 16 AUG 00 Re: 23 AUG 00 B&A Agenda Items page 2 WHEREAS, the Fire Department is and has been suffering from a shortage of both program and storage space; and, WHEREAS, there are currently many unmet demands for additional space, and there exists the probability that expansion of existing programs or addition of new programs will add more demands to the need for space; and, WHEREAS, an unfunded capital project request for design development funds from the 1998 capital improvement cycle has been consolidated with a project to expand and renovate Central Fire Station to provide a more permanent solution to the space needs that exist, and resubmitted in the 1999, 2000, and 2001 capital improvement project cycles; now therefore, be it RESOLVED, that short term fixes shall be instituted wherever possible to utilize the space available as efficiently as possible, including, but not limited to: sharing of space, consolidation and/or relocation of volunteer company offices, first floor improvements as noted below; and be it further RESOLVED, the Common Council endorses the list of projects to utilize funds from the potential sale of Fire Station # 7 to help address short term space and utilization improvements at Central Fire Station, as follows: - purchase of 48 lockers to provide personal locker space for personnel to replace current wardrobe system ($5,192) a• - conversion of front enclosure to useable office space ($21,000) - restructuring the front entry to provide for handicapped access from Green Street ($14,400) - corridor separation to facilitate operations and building security ($4,260) ^' c - awnings at rear to provide shelter for persons waiting for after hours entry into the building ($2,500) d - design development for additional space improvements ($25,000, former capital project), for a total potential expenditure of $72,352.00. ' q, ' 'IpSKS X16 S 1 v60 C i � S Resolution of the Board of Fire Commissioners 27 JUL 99 page 1 WHEREAS, the Fire Department is and has been suffering from a shortage of both program and storage space; and, WHEREAS, there are currently many unmet demands for additional space, and there exists the probability that expansion of existing programs or addition of new programs will add more demands to the need for space; and, WHEREAS, an unfunded capital project request for design development funds from the 1998 capital improvement cycle has been resubmitted in the 1999 cycle and consolidated with a project to expand and renovate Central Fire Station to provide a more permanent solution to the space needs that exist, timed to integrate with the West State Street Corridor redevelopment initiative; now therefore, be it RESOLVED, a client committee consisting of one representative from each of the following groups shall be convened to develop an accurate assessment of current and projected space needs: Administrative Personnel Board of Fire Commissioners Ithaca Paid Fire Fighter's Association, Local 737 Ithaca Volunteer Fire Fighter's Unit Staff, and such committee shall be chaired by Deputy Chief Dorman; and be it further RESOLVED, that short term fixes shall be instituted wherever possible to utilize the space available as efficiently as possible, including, but not limited to: sharing of space, consolidation and/or relocation of volunteer company offices, first floor improvements as noted below; and be it further RESOLVED, the Board of Fire Commissioners endorses the list of projects to utilize funds from the potential sale of Fire Station # 7 to help address short term space and utilization improvements at Central Fire Station, as follows: purchase of 48 lockers to provide personal locker space for personnel to replace current wardrobe system ($4,992) - , conversion of front enclosure to useable office space ($20,000) - restructuring the front entry to provide for handicapped access from Green Street ($13,500) - renovation of the current dispatch space once the County 911 center is relocated (late 2000 or early 2001) ($35,008) - corridor separation to facilitate operations and building security ($4,100) - awnings at rear to provide shelter for persons waiting for after hours entry into the building ($2,400) - design development for additional space improvements (capital project), for a total potential expenditure of $80,000.00; and be it further Resolution of the Board of Fire Commissioners 27 JUL 99 page 2 RESOLVED, that this resolution be forwarded to the Budget and Administration Committee of Common Council of the City of Ithaca for approval for use of the funding from the sale of Station # 7, as discussed at their meeting of 29 APR 98 (see attached). The foregoing resolution was adopted by the Board of Fire Commissioners at their special meeting held 27 JUL 99. 1 ` -------------- ----- — -- ---- Christine M. Wilbur Clerk of the Board of Fire Commissioners 28 JUL 99 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 29, 1998 RESOLVED, That the 1998 Authorized Personnel Roster of the Building Department be amended as follows: I� Delete: One ( 1) Plan Review Officer (40 hours) Add: One ( 1) Senior Plan Examiner (40 hours) I . 7 and be it further RESOLVED, That the position of Senior Plan Examiner be assigned to the CSEA Administrative Unit at Grade 22 (40 hour hiring salary of $35,771 - $41, 179) , and be-it further a S RESOLVED, That Mike Niechwiadowicz be appointed to the position of Senior Plan Examiner at a 1998 annual salary of $44, 081, effective retroactive to July, 1997,. and be it further RESOLVED, That the required funding increase- of $4, 758.71 shall be derived from the transfer of an amount notto exceed $2,463 .71 'from Account A1990 Unrestricted Contingency to account A3620-5110 and the balance of $2,295 to be derived within existing Building 4 Department salary accounts . The motion passed 5-0 . 4. Fire Department - Request Approval of Sale of Fire Station #7 Fire Chief Wilbur discussed the possible sale of Fire Station #7 with the Committee. Wilbur stated that the Board of Fire Commissioners approved the sale of Station #7 contingent on using the proceeds from the sale to address the space shortages in the Fire Department. He explained how Station #7 a was closed, and is currently used for storage. Wilbur further explained that Station #7 is not a good storage facility, but if it is sold, the department would need that much more t storage space. r A discussion regarding storage space and the proceeds of the sale followed. The Committee suggested to Chief Wilbur that a storage plan and proposal be developed and brought back to the B & A Committee for discussion prior to the sale of Station V . The approval of the sale of Station #7 was tabled. 0 i 9 CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TEL (607)272-1234 BOARD OF FIRE COMMISSIONERS Station 7 Disposition FAX (607)272-2793 Resolution WHEREAS, Fire Station # 7, at 1012 North Tioga Street, was decommissioned in 1996 as one of a series of changes made to increase_operational efficiency; and, — WHEREAS, in the time since it was decommissioned, no significant use other than storage has been identified as being suitable for this building; and, WHEREAS, Cataract Hose Company # 7 has successfully relocated their operations to the Ithaca Veteran Volunteer Fireman's (sic) facility at 638 Elmira Road; and, WHEREAS, sale of this facility to a private individual or business will result in a return to the tax rolls of said property; and, WHEREAS, the Ithaca Fire Department still is faced with an acute shortage of useable, functional space, both for program and for storage purposes; and, WHEREAS, the Ithaca Fire Department should not be penalized for improving efficiency; now, therefore be it RESOLVED, that the Board recommends the immediate disposition of the building and property through sale of the property; and, be it further RESOLVED, the Board of Fire Commissioners respectfully conditions this authorization with the stipulation that the Common Council of the City of Ithaca dedicate any or all proceeds from said sale for the purpose of addressing the space shortages now experienced by the Fire Department; and, be it further RESOLVED, that proceeds from such sale not be used to offset any other fire department appropriation or revenue. This resolution was unanimously adopted at the regular meeting of the Board of Fire Commissioners held 14 APR 98. Christine M. Wilbur Clerk of the Board o ITcy CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 DEPARTMENT OF PUBLIC WORKS William J. Gray, PE., Superintendent/City Engineer Telephone: 607/274-6527 Fax: 607/274-6587 MEMORANDUM TO: Patricia Vaughan, Chairperson B&A Committee Alan J. Cohen, Mayor FROM: William J. Gray, PE, Supt. Of Public Works i .l DATE: August 18, 2000 RE: Lake Source Cooling Agreement During our meeting of July 27, 2000, we reviewed the cost figures for the street construction during the placement of Lake Source cooling lines by Cornell University. The city's cost for street work was billed out at $363,910.51. In my memo of May 25, 2000, and in our conversation, I stated that Cornell's expense for its portion of the work was 1.7 million dollars. You asked me to verify these figures with Cornell. When I called Lanny Joyce he referred me back to the original billing package he provided me. Lanny referred me to bid form pg. 97 from Barnard's contract which contained items 6, 7, 8 & 9 covering the 300 feet of road construction work and provided a schedule of values. A copy of that page is attached. Cornell paid for all of the listed work. They then billed the city for portions of the work out of bid items 6 & 7, which were associated with the work on the Fall Creek Bridge and the construction of the road from Fall Creek Bridge to Gun Hill apartments. This was in accordance with the agreement, a copy of which was attached to my memo to Pat Vaughan dated May 25, 2000. The total cost of items 6 through 9 is $4.65 million. The city was billed $535,778 (_ $363,910 street work+ $171,868 water& sewer work) for its part of that work. I have estimated Cornell's direct cost for installation of the chilled water lines at $2.45 million (See Note 1). The remaining cost of other improvements made by Cornell in this area is ($4.65 - .54—2.45=) $1.66 million. Lanny had done his own quick estimate and produced a cost for improvements of approximately $1.8 million dollars. He used different estimates for the distribution of excavation, backfill, restoration and paving based on his experience during the construction. The cost to Cornell for their portion of the street improvements and utility upgrades is between $1.66 million and $1.8 million. "An Equal Opportunity Employer with a commitment to workforce diversification." �� Page 2 Re: Lake Source Cooling Agreement Date: August 18, 2000 Cornell's up front payment of$1,660,000 is the equivalent of a perpetual payment to the city of between $68,000 for the cost of money of 4% and $102,000 at 6%. (The city's current long term borrowing rate is 5.5%.) If Cornell sees its value of money as 10%, they could legitimate regard this as the equivalent of a $170,000 annual payment. The city authorized Capital Project 371 at $200,000 with the 1999 budget. The capital project would have had to been amended had the project cost matched the 1997 cost estimate of$227,000. We have changed our standard road specifications since we built Hudson Street in 1989. Other specific items such as curb back drains, curved guide rails, or the lowering of the Lincoln/Lake Street intersection by two feet were not needed on Hudson Street. In order to pay the $363,910 bill ($195,000 has already been paid)the project authorization should be increased to $375,000 or some slightly lower figure recommended by the Controller's Office reflecting our actual final project cost. I feel that the costs incurred reflect the current market value for the work done. I think the end product is attractive and high quality. I believe both parties would have benefited from a post bid budget review and then reaffirmed their agreement. I should have obtained the schedule of values at the time of the bid. While I think this was a valuable project for both parties we can do better in the future. Note 1 Estimate of Cornell's Direct Cost Items 6 a,c,d, 2/3 (b&f), '/2 g $ 669,667 Items 7 a,c, 2/3(b&f) 1/2g, 1/3h $ 501,607 Items 8 a,c 2/3(b&g), 1/2h, 1/3I $ 549,667 Items 9 a,c, 2/3(b&g), 1/2h, 1/3I $ 733,167 Total $2,454,107 Figures taken from Cornell's contract with Barnard Construction, bid form BF.7 CC)rv7-e{I c-t CGP NE L--- - S( .i_ - o F" va L-v 5 6. Fall Creek Bridge: a. Site clearing and Fence $ 21,000.o-0 b. Excavation $ 26,000. 4 Installation of chilled water piping $ .3&5,0,00°V Chilled water pipe tunnels $ 237-1000°D ® Installation of domestic water line $ /16,000.019 a Backfill $ DDb g. Restoration work $ /p, 670,O° 7. Fall Creek Bridge to Gun Hill Apartments: ® Site clearing and Fence $ 10-7,VO!)O9 Excavation $ !?/.IM,00 c. Installation of chilled water piping $ ZO-'r,oAo.D 11�� d. Installation of sanitary line $ Z,dbo; Installation of storm line $ /45 a f. Backfill $ Restoration work $ 47,QW.'V h� Paving, sidewalks and curbs 8. 'll Apartments to University Avenue: a. Site clearing-and Fence b. Excavation - $ 22 c. Installation of chilled water pipet $ 7-05,010.°-° ' d. Installation of sanitary line $ 98.d0oO0 ��C( e. Installation of storm line $ f. Installation of domestic water line $ 00 O0 g. Backfill $ 1217, EKb."-' h. Restoration work $ '?5;,a p°a i. Paving, sidewalks and curbs $ 235, Dey 9. UgiXersity Avenue to West Avenue: a. Site clearing and Fence $ 105,cee, b. Excavation $ 167.006'=° c. Installation of chilled wa ing $ 2�,a0010 \ d. Installation of sanitary line $ lq5,, 0&0°V �1 e. Installation of storm line f. Installation of domestic water line g. Backfill $ °O h. Restoration work $ 47,00 i. Paving, sidewalks and curbs $ 395, 4 LSC CW Transmission Pipeline BID FORMS BF-7 Revised 1999-01-06 2. PARKING AND TRAFFIC A. Proposed Budget Adjustment for Security and Lighting Project—RESOLUTION WHEREAS, the City has undertaken the design of lighting and security improvements for the downtown garages and originally created a Capital Project #296 in 1995,which is currently funded at $250,000, and WHEREAS, during the design work it was discovered that the garages require emergency lighting which is difficult to do because of the large areas and limited exit locations, and WHEREAS, the city received one bid from Shisler Electric, Ithaca, NY, in the amount of$340,000 for the lighting and security improvements, making the project cost slightly more than $400,000 if built as designed, and WHEREAS, there is a strong public desire to complete this project in a timely manner, the design engineer indicates that the bid is below the engineer's estimate for the current design, and the cost changes are largely due to the requirement for emergency lighting; now therefore, be it RESOLVED, That the Board of Public Works directs the Superintendent of Public Works to: 1. Develop a post bid budget for submittal to B&A Committee for funding in August so that the project can proceed. 2. Research the possibility of combining the emergency power needs of City Hall with the emergency lighting system in the Green Street Garage. i 3. Research the Contractor's alternate bid for substitute light fixtures and any associated savings. And, be it further RESOLVED, That the Board of Public Works has power to act at its meeting of September 6, 2000 to award the contract for the Seneca and Green Street Parking Garages—Lighting Upgrades contingent on funds being made available by Common Council. �wttl�o J� IMD � - ax �2 8/23/00 fla i9�«-CJ -�; E m l ARCI M U T URE 310 East Church Street ENGINEERING Elmira,NY 14901-2704 PLANNING 607.735.0909 phone SEA R• BROW N CONSTRUCTION 607.735.4100 fax www.searbrown.com 4 August 4, 2000 AUG - 8 2000 Mr. William Gray,P.E. By Superintendent of Public Works and City Engineer City of Ithaca 108 East Green Street Ithaca,NY 14850 Re: City Of Ithaca Seneca and Green Streets Parking Garages Lighting System Replacement SBG Project No. 15508.01 Electrical Bid Recommendation Dear Bill, On July 25, 2000, the bid was opened for the electrical contract. The only bidder was Shisler Electric Contractor, Inc. Their base bid was $340,800.00 We have reviewed their bid, and recommend that you award the contract. We recommend their bid be accepted because their bid is less than our estimate of$408,466. and upon review of their bid breakdown, their bid appears to have all the project scope included. We have also reviewed the project's funding authorization and recommend that the authorization be increased. The original project budget was not developed by Sear Brown,but it appears that the original authorization was only direct replacement of the original light fixtures. This scenario could not be realized because the existing circuiting has to be replaced due to the deterioration caused by salt leaching into the raceways. Also, emergency lighting throughout the garages has been added to the scope of the project to make the parking structures conform to the New York State Building Code's emergency lighting requirements. If you have any questions,please feel free to contact me. Cordially, &Wn,v Dennis J. Smith Project Designer M:\J0BS\1550801\Docs\Gray1.doc Finance/Controller - Request to Approve Civil Service Agreement for the year 2001 RESOLVED, That the Mayor and City Clerk be authorized and directed to execute an agreement between the City of Ithaca and the Ithaca City School District for performance of services by the City in connection with Civil Service matters for the period July 1, 2000 to June 30, 2001, in the amount of $35, 570 . 00, payable to the City of Ithaca on or before November 1, 2000 . AGREEMENT THIS AGREEMENT made the 6th day of September, 2000, by and between the CITY OF ITHACA, a municipal corporation of the State of New York, hereinafter referred to as the "City" , party of the first part, and CITY SCHOOL DISTRICT, CITY OF ITHACA, a municipal corporation of the State of New York, hereinafter referred to as the "School District" , party of the second part . WITNESSETH: WHEREAS, the Board of Education of the School District desires to enter into a contract with the City for the performance by the City of certain services, to avoid duplication and unnecessary expense, particularly services in connection with Civil Service matters on behalf of the School District, pursuant to Section 2503 , subparagraph 16, of the New York Education Law, and WHEREAS, the total number of classified Civil Service employees on the payrolls of the City and the City School District for the final payroll period in December, 1999, was 834 , and WHEREAS, the actual annual expenditures for the Civil Service Commission of the City of Ithaca for the 1999 fiscal year of the City was $68, 511; NOW, THEREFORE, the parties hereto agree as follows : 1 . That for the services rendered and to be rendered by the City for the School District during the School District fiscal year, which is July 1, 2000 through June 30, 2001, the School District shall pay to the City a lump sum of $35, 570, payable on or before November 1, 2000 . 2 . In consideration of such payment, the City agrees : (a) to furnish the School District the part-time services of the Civil Service Commission of the City of Ithaca and the members of its staff, and the City Clerk and the members of her staff; and (b) to handle the records and perform any other necessary Civil Service services relating to Board of Education employees in the classified service, including examinations and tests when required. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed by their respective duly authorized officers as of the day and year first above written. CITY OF ITHACA By. Mayor ATTEST: City Clerk CITY SCHOOL DISTRICT CITY OF ITHACA, NEW YORK By: Assistant Superintendent ATTEST: School District Clerk 1999 AGREEMENT FOR PRORATING OF EXPENSES OF THE CITY CIVIL SERVICE COMMISSION i FOR THE HANDLING OF THE RECORDS, EXAMINATIONS, ETC., OF THE CIVIL SERVICE EMPLOYEES OF THE ITHACA CITY SCHOOL DISTRICT EMPLOYEE _ _ _ NUMBER AMOUNT ITHACA CITY SCHOOL DISTRICT 433 51.92% CITY OF ITHACA 401 48.08% 834 100.00% 1999 CIVIL SERVICE EXPENSES SALARY: } $42,389 FRINGE BENEFITS: SOCIAL SECURITY/MED. - ---- - -- _ $42,389 * 7.65% $3,243 — -- RETIREMENT $42,389 * .8% -- - -- — _ $339 DAYCARE - $1,687 - WORKERS COMP. -i$42,389 * .40 - - $170 HEALTH/DENTAL INSURANCE -$4,228 1 $9,666 TELEPHONE ($1,747 * 50% OF TOTAL EXPENDITURES) $874 SUPPLIES - - ($17,757 * 50% OF TOTAL EXPENDITURES) $8,879 ADVERTISING x($15,200*25% OF TOTAL EXPENDITURES) $3,800 EQUIPMENT/EQUIP. MAINT. ($5,805 * 50% OF TOTAL EXPENDITURES) 12,903 TOTAL EXPENSES SCHOOL DISTRICT ($68,511 * 51.92%) $35,570 CITY OF ITHACA ($68,511 *48.08%) 32 941 $68,511 CITY OF ITHACA--8/14/00--Civi Ise rviceag ree