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HomeMy WebLinkAboutMN-CA-2019-07-17CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. July 17, 2019 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (3): Gearhart, Kerslick, McGonigal EXCUSED: Alderpersons (1): Nguyen OTHERS PRESENT: Youth Bureau Director – Klohmann Director of Engineering Services – Logue Manager of Organizational Development – Moskowitz Chief of Staff – Cogan HR Director – Michell-Nunn Controller – Thayer 1. Call to Order 1.1 Agenda Review. None. 1.2 Review/Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes from the June 19, 2019 meeting of the City Administration Committee. Seconded by Alderperson Gearhart. Motion carried unanimously. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Consent Agenda Items 2.1 Youth Bureau - Amendment to 2019 Roster Moved by Alderperson Gearhart. Seconded by Alderperson McGonigal. WHEREAS, the Youth Bureau recommends a modification to its roster that will allow meeting community needs within its approved budget while best utilizing staff strengths; and WHEREAS, the Youth Bureau has worked closely with the Human Resources Department to develop these proposed modifications; now, therefore, be it RESOLVED, That the Personnel Roster of the Youth Bureau be amended effective July 1, 2019 as follows: Decrease: One (1) Recreation Program Coordinator from 40 hours to 35 hours City Administration Committee Meeting July 17, 2019 Page 2 Increase: One (1) Recreation Program Specialist from 35 hours to 40 hours Unfund: One (1) Cass Facilities Maintenance Worker (35 hours) A vote on the resolution resulted as follows: Passed unanimously. 3. Finance, Budget and Appropriations 3.1 DPW - State Street Retaining Wall Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart. A resolution authorizing implementation and funding in the first instance 100% of the federal aid- eligible costs and State “Marchiselli” program-aid eligible costs, of a transportation federal-aid project, and appropriating funds therefore. WHEREAS, a Project for the State Street Retaining Wall, P.I.N. 375616 (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 WHEREAS, on September 7, 2016 and September 5, 2018, Common Council authorized the Design and Right of Way phases of the project and appropriated the sum of $816,400 for Capital Project #833 East State Street Retaining Wall to be made available for funding in the first instance of the federal aid portion and permanent funding of the local share of the Project; and WHEREAS, in the 2019 City Budget, Common Council authorized funding for the Construction and Construction Inspection phases for the sum of $3,735,600 to be made available for funding in the first instance of the federal aid portion and permanent funding of the local share of the Project; and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Preliminary Engineering/Design, Right of Way Incidentals, Right of Way Acquisition, Detailed Design, Construction and Construction Inspection; and WHEREAS, on July 17, 2018, the Board of Public Works acting as Lead Agency declared that the Project would have no significant negative environmental impacts in accordance with SEQR and CEQR; now, therefore, be it RESOLVED, That the Common Council hereby approves the above-subject project; and be it hereby further RESOLVED, That the Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Preliminary Engineering/Design, Right of Way Incidentals, Right of Way Acquisition, Detailed Design, Construction and Construction Inspection work for the Project or portions thereof; and be it further City Administration Committee Meeting July 17, 2019 Page 3 RESOLVED, That the sum of $4,552,000 ($816,400 authorized by Common Council on September 9, 2017 plus the $3,735,600 as authorized by Common Council in the 2019 approved City Budget) is made available to cover the cost of participation in the above phases of the Project; 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 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 RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, and the Superintendent of Public Works is hereby authorized to execute all necessary certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca with the New York State Department of Transportation 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 state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible; and, be it further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will likely be roughly 10% of said portion, currently estimated at $450,000 of the $4,552,000 authorized for this portion of the project, in monies and in-kind services as managed by the Superintendent of Public Works and monitored by the City Controller, 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, This resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 3.2 DPW – Hector Street Improvements Moved by Alderperson McGonigal. Seconded by Alderperson Kerslick. A resolution authorizing implementation and funding in the first instance 100% of the federal aid- eligible costs and program-aid eligible costs, of a transportation federal-aid project, and appropriating funds therefore. WHEREAS, a Project for the Hector Street Complete Street, P.I.N. 395063 (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 WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Advanced Engineering/Design, Construction and Construction Inspection; and City Administration Committee Meeting July 17, 2019 Page 4 WHERAS, on July 5, 2017, Common Council authorized Sidewalk Improvement District #5 Capital Project #846 in the amount of $331,800 for the project, with the understanding that the City share would be $66,360; and WHEREAS, in July 2017, the Mayor signed a Master Agreement with NYSDOT for preliminary engineering/design in the amount of $331,000; and WHEREAS, the Board of Public Works, acting as the lead agency, declared on May 8, 2017, that the project would not have a significant negative environmental impact in accordance with the City Environmental Quality Review Ordinance and the New York State Environmental Quality Review Act; and WHEREAS, in the 2019 City budget Common Council authorized funding for construction in the amount of $2,104,000 to make available in the first instance of the federal portion and permanent funding of the local share of the budget, for a total project authorization of $2,435,800; and WHEREAS, NYSDOT will be providing a Supplemental Agreement for Construction and Construction Inspection that includes funding for both the original amount of $1,420,000 (as approved by the Ithaca- Tompkins County Transportation Council on June 27, 2017) and an additional $750,000 of local share (total project cost estimate of $2,500,000); now, therefore, be it RESOLVED, That the Common Council hereby approves the above-subject project; and it is hereby further RESOLVED, That the Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Advanced Engineering/Design, Construction and Construction Inspection work for the Project or portions thereof; and it is further RESOLVED, That Common Council hereby amends Capital Project #846, Hector Street Complete Street, by an amount not to exceed $64,200, for a total project authorization of $2,500,000; and, be it further RESOLVED, That the additional $750,000 local share costs be paid from the following sources:  $350,000 approved via 2019 General Fund Capital Project program,  $76,000 approved via 2019 SID#5 capital project cost,  $55,000 of TAP unused ROW funds reallocated towards construction,  $40,000 approved via 2017 SID#5 that was deferred for Hector,  $20,000 approved via Town of Ithaca for their share of Town construction,  $209,000 from 2020 CHIPS reimbursement; and, be it further RESOLVED, That the total project authorization of $2,500,000 be funded by the issuance of serial bonds with later payment from the applicable Federal and State Aid portion; and, be it further City Administration Committee Meeting July 17, 2019 Page 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 RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca with the New York State Department of Transportation 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 state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible; and, be it further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca General Funds will be roughly 14% of said portion, currently estimated at $350,000 of the $2,500,000 authorized for this portion of the project, in monies and in-kind services as managed by the Superintendent of Public Works and monitored by the City Controller; 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, This resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 3.3 Request for Capital Project for the Cayuga Lake Blueway Trail and to Authorize the Mayor to Enter into an Agreement with Tompkins County for Reimbursement Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, on July 1, 2015, Common Council unanimously passed a resolution of support for a Consolidated Funding Application for the Cayuga Lake Blueway Trail sponsored by Tompkins County and included $20,000 in funding for the project; and WHEREAS, Tompkins County was successful in receiving state funding for the project; and WHEREAS, Tompkins County and the City have worked out a scope of work, including roles and responsibilities; and WHEREAS, one of the components is to install two new paddling ramps and docks (one in Stewart Park and one in Cass Park), both of which will require funding in the first instance that will be eligible for reimbursement; and WHEREAS, the total cost for the ramps and docks has been estimated at $50,000; and City Administration Committee Meeting July 17, 2019 Page 6 WHEREAS, the roles and responsibilities have been further described in a proposed Memorandum of Understanding between the City and the County; now, therefore, be it RESOLVED, That Common Council hereby amends the 2019 authorized Engineering budget as follows by an amount not to exceed $30,000 in order to fund a paddling ramp and dock in Stewart Park and Cass Park: Increase Revenue Account A1440-3989 State Aid Other Home and Community $30,000 Increase Expense Account A1440-5435 Contracts $30,000 and, be it further RESOLVED, That the remaining funding necessary for said project shall be derived from $20,000 in funds previously encumbered for said project; and, be it further RESOLVED, All expenses made for said project are done with the understanding that all expenses will be eligible for reimbursement from Tompkins County, as project sponsor; and be it further RESOLVED, That Common Council hereby authorizes the Superintendent of Public Works to enter into a Memorandum of Understanding for implementation of the Cayuga Lake Blueway Trail, upon the advice of the City Attorney and City Controller. A vote on the resolution resulted as follows: Passed unanimously. 4. City Administration, Human Resources, and Policy. None. 5. Discussion. None. 6. Budget 6.1 Updates and Special Topics: The Committee will consider the following special topics:  Rules of Procedures – this item will be on the agenda for August or September  Mayor/Common Council Salaries – Chief of Staff Cogan is working with Alderpersons Nguyen and McGonigal on this agenda item  Odd/Even Parking Legislation – Chief of Staff Cogan is trying to get an opinion on what can legally be written on the signs as you enter the City regarding odd/even parking  Towing Legislation – This item is going back to Council. City Clerk Holcomb is scheduling a meeting with Tow Truck companies 7. Meeting Wrap-up City Administration Committee Meeting July 17, 2019 Page 7 7.1 Announcements. None. 7.2 Next Meeting Date: August 21, 2019. 7.3 Review, Agenda Items for Next Meeting. None. 7.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 6:41 p.m.