Loading...
HomeMy WebLinkAboutMN-CA-2018-06-20CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. June 20, 2018 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (3): Gearhart, McGonigal, Nguyen EXCUSED: Alderpersons (1): Kerslick, OTHERS PRESENT: Assistant Superintendent – Whitney City Attorney – Lavine Youth Program Coordinator – Stokes Youth Bureau Director – Klohmann Director of Engineering Services – Logue Chief of Staff – Cogan HR Director – Michell-Nunn Controller - Thayer Deputy Controller – Andrew DIA Director – Ferguson 1. Call to Order 1.1 Agenda Review. None. 1.2 Review/Approval of Minutes: Alderperson Gearhart made a motion to approve the minutes from the May 16, 2018 meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 1.3 Statements from the Public Wayles Browne of Ithaca distributed a draft resolution that asked the United States to get rid of nuclear weapons and that would not bind the City to do anything. Mr. Browne spoke in support of this proposed resolution on disarmament and asked the City to do the same. Frank Baldwin of the Town of Ithaca spoke in support of the proposed resolution on disarmament. Over eight years ago, the United States of American signed a nuclear arms reduction treaty. To date, nothing has happened. The number of weapons has increased, causing more damage to the world. Mr. Baldwin asked the City to sign on to this resolution. Dennis Osika of Lansing spoke in support of the proposed disarmament resolution. Mr. Osika talked about global warming and the rising problems around the world due to the threat of nuclear war. Mr. Osika, too, asked the City to support this proposed resolution. 1.4 Statements from Employees. None. City Administration Committee Meeting June 20, 2018 Page 2 1.5 Council Response Alderpersons Nguyen, Gearhart and Mohlenhoff thanked the public for their comments and stated that a resolution on nuclear disarmament would be on the July agenda of the City Administration Committee. Alderperson McGonigal thanked the public for their comments and stated that the United States is the biggest seller of conventional arms. A lot of people have been killed and more people will be killed. 2. Consent Agenda Items 2.1 W&S - IAWWTF - Amendment to Personnel Roster – Addition of Two (2) Senior Wastewater Treatment Plant Operators Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) is in the process of an organizational restructuring to more effectively and efficiently conduct its operations, and WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) has need of another two (2) Senior Wastewater Treatment Plant Operators, and WHEREAS, the 2018 Final Budget for the IAWWTF has the fund balance necessary because of a longer than anticipated hiring process for three other vacant positions, and will for the 2019 and future budgets need to be funded with an approximate additional $10,000 annually, and WHEREAS, with the funding and authorization of these two (2) Senior Wastewater Treatment Plant Operators to the roster, the current titles of Wastewater Treatment Plant Operator Maintenance Coordinator and Wastewater Treatment Plant Industrial Wastewater Pretreatment Coordinator will be defunded and removed from the roster, and WHEREAS, a new job description and new position duties statement have been prepared for Senior Wastewater Treatment Plant Operator and vetted by the City of Ithaca Human Resources Department, and WHEREAS, the new job description and new position duties statement will be submitted to the Civil Service Commission this month, June of 2018; now, therefore, be it RESOLVED, That the Personnel Roster of the IAWWTF be amended as follows: Add: Two (2) Senior Wastewater Treatment Plant Operators Delete: One (1) Wastewater Treatment Plant Maintenance Coordinator One (1) Industrial Wastewater Pretreatment Coordinator and, be it further City Administration Committee Meeting June 20, 2018 Page 3 RESOLVED, That the funding for this roster change shall be obtained from within the allocated departmental budget. A vote on the resolution resulted as follows: Passed unanimously. 2.2 Youth Bureau - Amendment of Budget Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, the City of Ithaca will receive $71,750 in funding from the Town of Ithaca for the Joint Youth Commission First-Time Work Program to offer summer employment to additional teens this summer; now, therefore, be it RESOLVED, That Council amends the Youth Bureau budget as follows: Increase anticipated revenue from the Town of Ithaca A7310-2350-1202 Youth Employment Service $70,750 A7310-2350-1400 Administration $1,000 Total $71,750 Increase expenses: A7310-5120-1202 Part time/Seasonal $59,074 A 7310-5425-1202 Office Supplies $1,320 A 7310-5445-1202 Travel & Mileage $636 A 7310-5460-1202 Program Supplies $1,831 A 7310-5425-1400 Office Expense $1,000 A 7310-9030 FICA/Medicare $4,520 A 7310-9040 Workers Comp $3,369 Total $71,750 A vote on the resolution resulted as follows: Passed unanimously. 2.3 Youth Bureau - Amendment of Budget Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, the City of Ithaca will receive $143,341 in funding for the Tompkins Summer Youth Employment Program and may be able to offer summer employment to additional teens this summer; now, therefore, be it RESOLVED, That Common Council amends the 2018 Youth Bureau budget, contingent upon confirmation of funding, as follows: Increase Revenue: A7310-4820-1202 Youth Employment Service $138,465 City Administration Committee Meeting June 20, 2018 Page 4 A7310-4820-1400 Administration $4,876 Total $143,341 Increase Expenses: A 7310-5120-1202 Part time/Seasonal $117,763 A 7310-5425-1202 Office Supplies $2,000 A 7310-5445-1202 Travel & Mileage $600 A 7310-5460-1202 Program Supplies $2,400 A 7310-5437-1400 Merchant Services $2,000 A 7310-5440-1400 Staff Development $1,000 A 7310-5460-1400 Program Supplies $1,876 A 7310-9030 FICA/Medicare $9,009 A 7310-9040 Workers Comp $6,693 Total $143,341 A vote on the resolution resulted as follows: Passed unanimously. 3. Finance, Budget and Appropriations 3.1 DPW - Authorization of Supplemental Agreements for the Cayuga Waterfront Trail – Phase 2 Moved by Alderperson McGonigal. Seconded by Alderperson Nguyen. (1) WHEREAS, a Project for the CAYUGA WATERFRONT TRAIL – PHASE 2, P.I.N. 395047 (the “Project”) is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non-federal funds, and (2) WHEREAS, on June 3, 2015, Common Council passed a resolution recounting the history of the Cayuga Waterfront Trail, from the authorization and establishment of Capital Project #445 (then entitled Cass Park Waterfront Trail, to become known as Phase 1 of the Cayuga Waterfront Trail) in the amount of $425,000 on June 13, 2001, the addition of Phase 2 (then known as PIN 395024) in April 2003, environmental review for Phase 2 and Phase 3 of the project, the addition of Phase 3 in June 2007, and funding authorizations on the following dates: April 2, 2003, May 3, 2006, November 1, 2006, June 6, 2007, the 2010 Capital Budget, October 6, 2010, the 2014 Capital Budget, and June 13, 2015, and (3) WHEREAS, on May 9, 2009, Common Council passed a resolution approving a Supplemental Agreement for the Trail, amending the administration and management of the project so that the New York State Department of Transportation would be responsible for the Right-of-Way acquisition for Phase 2 of the Cayuga Waterfront Trail, and (4) WHEREAS, in the summer of 2010, Phase 3 of the trail was constructed by contract, and (5) WHEREAS, on March 6, 2012, at the request of the New York State Department of Transportation, and through an action of the Ithaca-Tompkins County Transportation Council, Phase 2 and Phase 3 of the Project were separated into two projects for administrative purposes, specifically to address City Administration Committee Meeting June 20, 2018 Page 5 administration of Right of Way Acquisition; at that meeting Phase 3 was given PIN 395024 and a new PIN was created for Phase 2, PIN 395047, and (6) WHEREAS, on June 13, 2015, Common Council approved two new Master Agreements for the Project: one agreement for the final design, construction and construction inspection of Phase 2 (D034164), with a total authorization of $2,487,524, and one agreement for the Right-of-Way Incidentals and Acquisition of Phase 2 (D034163), with a total authorization of $510,500, with the understanding that the apportionment of the costs for these portions of the project would be 80% federal and 20% local, and (7) WHEREAS, on June 13, 2015, Common Council also amended CP #445 to bring the total authorization of Phase 1, 2, and 3 to $4,385,956.37, with the understanding that much of the authorization would reimbursable in state and federal funds, and (8) WHEREAS, NYSDOT acquired fee and permanent easement interests in properties related to Phase 2 of the Project in November and December of 2013, and construction of Phase 2 proceeded in 2015 by contract, and NYSDOT transferred said interests in properties by deed to the City in 2017, and (9) WHEREAS, in May 2018, NYSDOT produced supplemental agreements for D034163 and D034164 to shift funds from the Design/Construction/Construction Inspection phases of the project to the Right of Way Incidentals/Acquisition phases of the project; now, therefore, be it (1) RESOLVED, That the Common Council hereby re-approves of the above-subject Project, and be it further (2) RESOLVED, That the Common Council hereby re-authorizes the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Design, Right-of-Way, Construction, Construction Inspection and Supervision work for the Project or portions thereof, and be it further (3) RESOLVED, That as noted in the abovementioned authorizations, the total project authorization is $4,385,956.37, and shall be made available to cover the cost of participation in the above phases of the Project, and be it further (4) RESOLVED, That the Mayor of the City of Ithaca, upon consultation with the City Attorney and other involved staff, be and is hereby authorized to execute Supplemental Agreements for the Cayuga Waterfront Trail – Phase 2, including D034164 for Design, Construction and Construction Inspection with a total authorization of $1,719,310; and D034163 for State Administered Right of Way Incidentals and Acquisitions with a total authorization of $1,403,000, and be it further (5) RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and be it further (6) RESOLVED, That the Mayor be and is hereby authorized to execute all other necessary agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca, with the New City Administration Committee Meeting June 20, 2018 Page 6 York State Department of Transportation, in connection with the advancement or approval of Phase 2 or Phase 3 of the Project, and providing for the administration of the Project and the municipality’s first instance funding of Project costs and permanent funding of the local share of federal-aid-eligible Project costs and all other Project costs within the appropriations therefor that are not so eligible, and be it further (7) RESOLVED, That except as explicitly amended in this resolution, Common Council’s previo us resolutions concerning the Project, as referenced above, still remain in full force and effect, and be it further (8) RESOLVED, That the City Clerk be and hereby is authorized and directed to file a certified copy of this resolution with the New York State Commissioner of Transportation, by attaching it to any necessary, agreements in connection with the Project, and be it further (9) RESOLVED, That this resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 3.2 DPW - A Resolution to Authorize a Transportation Alternatives Program (TAP) Application Moved by Alderperson Nguyen. Seconded by Alderperson McGonigal. WHEREAS, the New York State Department of Transportation has noticed the availability of the federal Transportation Alternatives Program, and WHEREAS, in April 2014, the Board of Public Works considered four projects that would be eligible for such funding of which DPW has completed one (Cascadilla Creekway), is designing a second (Hector Street Complete Street), and is recommending the Black Diamond Trail bridge over the Flood Control Channel for the 2018 program, which is eligible for funding under Title 23 U.S. Code, as amended and WHEREAS, a new pedestrian/bicycle bridge across the Flood Control Channel, approximately in line with Cecil A. Malone Drive, would significantly improve mobility for people walking between West Hill and the Southwest area as well as between the Southside neighborhoods and the Black Diamond and Cayuga Waterfront trails, and WHEREAS, this bridge is a portion of the Black Diamond Trail, as planned and approved by the New York State Department of Parks, Recreation, and Historic Preservation, September 23, 2009, and WHEREAS, Common Council is interested in applying for a Transportation Alternatives Program grant in order to design and construct enhanced pedestrian and bicycle facilities in this area; now, therefore, be it RESOLVED, That the Mayor of the City of Ithaca, is hereby authorized and directed to submit an application for funding to the New York State Department of Transportation in accordance City Administration Committee Meeting June 20, 2018 Page 7 with the provisions of the Transportation Alternatives Program, in an amount not to exceed $1,500,000, and upon approval of said request to enter into and execute a project agreement with the State for such financial assistance to the City of Ithaca for design, right-of-way acquisition, construction and construction inspection of a project as described above, and be it hereby further RESOLVED, That contingent upon award of the Transportation Alternatives Program funds, the Common Council hereby authorizes the establishment of Capital Project #851 to pay in the first instance 100% of the federal and non-federal share of the cost of all work for the Project; and be it further RESOLVED, That contingent upon award of the TAP funds, the sum not to exceed $300,000 is hereby appropriated from serial bonds and made available to cover the cost of participation in the above Project in the first instance; and be it further RESOLVED, That the total project cost shall not exceed $1,500,000 with the understanding that the breakdown of funds to be approximately $1,200,000 in federal Transportation Enhancement Program funds, and $300,000 in City of Ithaca serial bond financing, to be administered by the Superintendent of Public Works, and be it further RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the City of Ithaca Common Council shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and be it further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, and that the Superintendent of Public Works is hereby authorized to execute all certifications or reimbursement requests for Federal Aid and/or Multi-Modal Program Funding on behalf of the City of Ithaca with NYSDOT in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality's first instance funding of project costs and permanent funding of the local share of federal-aid and all Project costs that are not so eligible, and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and be it further RESOLVED, That this Resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 3.3 Support of a New York State Consolidated Funding Application Grant and a Memorandum of Understanding with Historic Ithaca for the Cascadilla Boathouse Moved by Alderperson Gearhart. Seconded by Alderperson Nguyen. City Administration Committee Meeting June 20, 2018 Page 8 WHEREAS, Historic Ithaca would like to apply for a grant through the 2018 New York State Consolidated Funding Application (CFA) – Environmental Protection Fund: Parks, Preservation and Heritage Grant (EPF), for continued rehabilitation of the City owned Cascadilla Boathouse, and WHEREAS, the Cascadilla Boathouse exterior rehabilitation is the next highest priority in the continued rehabilitation of the City owned buildings in Stewart Park that is eligible for an EPF grant for 75% of eligible project costs, and WHEREAS, Historic Ithaca has offered to apply for and administer the rehabilitation project on behalf of the City and with City oversight, assuming that the City would pay for the local share (25%) of the project costs, and WHEREAS, Historic Ithaca has requested that the City finance the costs of the project in the first instance with the understanding that 75% of the costs will be reimbursed, and WHEREAS, this investment will significantly extend the life of the building by completing a set of recommended repairs to the building envelope; now, therefore, be it RESOLVED, Common Council hereby supports an application for funds in an amount not to exceed $500,000 through the EPF program from the New York State CFA, for rehabilitation of the Cascadilla Boathouse, and be it further RESOLVED, That contingent on award of EPF funds, the Mayor, upon the advice of the City Attorney, is hereby authorized to enter into and execute a Memorandum of Understanding with Historic Ithaca, Inc. to administer grant funds, and be it further RESOLVED, That contingent on award of EPF funds, the Common Council hereby amends Capital Project #789 Cascadilla Boathouse Renovations by an amount not to exceed $500,000 for a total project authorization of $575,290 with the understanding that these funds will be made available in the first instance for all phases of the project, and that upon completion of the project, Historic Ithaca will submit for reimbursement and return 75% of expended project funds to the City, so that the City’s share of the project will not exceed $125,000. A vote on the resolution resulted as follows: Passed unanimously. 3.4 Climate Smart Communities Grant from City/DIA for Traffic Demand Management Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, the City of Ithaca Planning and Economic Development Department, in partnership with the Downtown Ithaca Alliance, would like to apply for a 2018 Consolidated Funding Application ~ New York State Department of Environmental Conservation Climate Smart Communities grant on behalf of the City of Ithaca for the purpose of creating a Transportation Management Association and providing an ongoing downtown area Transportation Demand Management program, and City Administration Committee Meeting June 20, 2018 Page 9 WHEREAS, the downtown area is a vital, active and dense urban neighborhood that represents a unique and important area for employment, residences, education, religious institutions and retail businesses, and WHEREAS, increased commuter traffic and growing demand for public garage parking is a recognized concern of the greater downtown area, and WHEREAS, if successful in receiving this grant, the City of Ithaca would contract with the Downtown Ithaca Alliance to fulfill the terms of the grant: to create and manage the Transportation Management Association and associated Transportation Demand Management program, and WHEREAS, Transportation Management Associations’ unique collaborations between the public and private sector have been helping communities across the United States deliver transportation options that benefit commuters and employers for over 30 years; and WHEREAS, the Downtown Ithaca Alliance is currently implementing a Transportation Demand Management pilot program, which is charged with helping to reduce the number of single occupancy vehicles commuting to and from the City of Ithaca, and WHEREAS, if successful in receiving this grant, matching requirements will be met by the Downtown Ithaca Alliance and its affiliated TDM partners, and WHEREAS, the DIA has a strong record of success in applying for, securing, and administering other grants in past years in partnership with the City, and WHEREAS, The Climate Smart Communities grant application process requires that the elected body of the local municipality adopt a resolution of support for the application prior to its submission on or before July 27, 2018; now, therefore, be it RESOLVED, That the City of Ithaca Common Council hereby wholeheartedly supports and encourages the application for the 2018 New York State Department of Environmental Conservation Climate Smart Communities CFA grant to create an ongoing Transportation Demand Management program for the greater downtown Ithaca community. A vote on the resolution resulted as follows: Passed unanimously. 4. City Administration, Human Resources, and Policy 4.1 Termination of City’s Easement Moved by Alderperson Gearhart. Seconded by Alderperson Nguyen. ORDINANCE __ -2018 An Ordinance to Release and Terminate City’s Easement for the Limited Right of Way to Construct a Railroad Track West of Willow Avenue City Administration Committee Meeting June 20, 2018 Page 10 WHEREAS, presently before Common Council is a proposal requesting that the City release its rights to an easement located immediately to the west of Willow Ave, recorded by deed dated December 31, 1909, reserving for the City a 34 foot wide “…right of way for a railroad track along the west side of said 66 foot strip …,” and WHEREAS, City Harbor, LLC, the property owner of 101 Pier Road, tax map parcel 17.-1-1.2, has requested that the City release and terminate rights to such easement for the three Willow Avenue properties subject to the easement right of way, namely 101 Pier Road, 702 Willow Ave, tax map parcel 16.-2-1.1, and 726-30 Willow Ave, tax map parcel 17.-1-2, and WHEREAS, on some of these tax parcels, permanent structures have already been constructed within the easement area; and WHEREAS, the City has no interest in constructing a railroad track, and City staff are supportive of releasing the easement, and WHEREAS, in consideration for the City’s release of this easement of limited value to the City, City Harbor, LLC is supportive of paying $6,500, the valuation proposed by City staff for this transaction, and WHEREAS, on June 19, 2018, the Board of Public Works declared the easement surplus property for municipal purposes and recommended Council’s authorization of the release, and WHEREAS, the City Charter requires approval by three-fourths of the Common Council to authorize divestment of real property, and WHEREAS, the City Charter further requires notice of a proposed sale to be published no less than once each week for three weeks, the first such notice being published no less than 30 days prior to the approval vote, and such notices have been published; now, therefore, BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1. Legislative Intent and Purpose. The Common Council makes the following findings of fact: A. The above-described easement is surplus for municipal purposes. B. The easement is solely for the purpose of constructing and operating a railroad track, a use that the Common Council anticipates will never occur. C. The $6,500 valuation proposed by City staff and supported by City Harbor LLC is adequate consideration for release of the City’s interests in the right of way easement. Section 2. Approval and Execution of Deed. The Common Council authorizes and directs the Mayor, on the advice of the City Attorney, to execute documents necessary to effect t he release of the above- described easement in exchange for $6,500 consideration paid to the City. Section 3. Effective Date. This ordinance shall take effect immediately upon publication as provided in the City Charter. City Administration Committee Meeting June 20, 2018 Page 11 A vote on the resolution resulted as follows: Passed unanimously. 4.1 Employees on Boards and Commissions Early this year, some City employees applied to be a member of one of the new Commissions. There were questions raised and discussions took place about whether or not a conflict of interest would exist if employees were allowed to serve on the Commissions. At a previous City Administration Committee (CAC) meeting, City Attorney Lavine was asked to research the legal implication of this matter. City Attorney Lavine stated that a conflict of interest could exist if the subject matter of the Commission was relevant to the position held by the employee or if the Commission had oversight or authority over the department in which the employee worked. For example, Police Officers could not serve on the Public Safety and Information Commission. Mr. Lavine mentioned that employees could serve on an Advisory Committee to the Commissions. The Committee continued to discuss this item. They agreed that a policy needed to be drafted that had clear guidelines on whether or not employees could serve on the Commissions. City Attorney Lavine stated that he would draft this policy and bring it back to the City Administration Committee for review. Chief of Staff Cogan stated that he would contact the Clerk’s Office to add the following questions to the on-line application for Boards/Commissions: Are you a City employee? What department? 5. Budget Process 5.1 Reminder – June 27th – Special Budget Meeting – DPW/Parking This is just a reminder that there will be a Committee of the Whole meeting on Wednesday – June 27, 2018, to hear a presentation from DPW/Parking. 6. Meeting Wrap-up 6.1 Announcements Veterans Volunteer Fire Relief Account Expenditures: Alderperson McGonigal reported that a claim has been submitted for reimbursement and asked about the status of this matter. City Attorney Lavine stated that a working group has been meeting to discuss this item and that an update would be given at a future meeting with details being discussed in Executive Session. 6.2 Next Meeting Date: July 18, 2018. 6.3 Review, Agenda Items for Next Meeting 6.4 Adjourn: With no further business and on a motion by Alderperson Gearhart, the meeting was adjourned at 7:33 p.m.