HomeMy WebLinkAbout08-21-19 City Administration Committee Meeting Agenda Date: August 21,2019
Time 6:00 PM
Location: Common Council Chambers,
COMMMITTEE
�,opppRa ,j 3r'Floor,City Hall
AGENDAITEMS
e o-
& W
Chair,Deb Mohlenhoff
1. Call to Order No *Note: We will review the number 15 Mins*
1.1 Agenda Review of cards received at the beginning of
1.2 Review and Approval of Minutes each meeting and adjust time if
Approval of July 2019 Minutes Yes needed.
1.3 Statements from the Public
1.4 Council's Response
2. Consent
2.1 No Items Yes 5 Min
3. Finance,Budget and Appropriations
3.1 DPW-Amend Capital Project#799 for Fuel Island Yes Tim Logue—Director of Eng. 5 Min
3.2 Finance—Request to Waive Penalty on Taxes Yes Steve Thayer—Controller 5 Min
3.3 Creation of Grant-Funded Capital Project#868 Yes Tom Knipe—Dir. Economic Dev. 5 Min
Downtown Ithaca Transportation Management
Association and Authorization to Enter into an
Agreement with the Downtown Ithaca Alliance for
Project Implementation
3.4 DPW-Resolution to Amend Capital Project#857 for Yes Peter Messmer, Dir. of Parking 5 Min
the Comprehensive Parking Study
4. City Administration, Human Resources and Policy
4.1 Modification of Odd/Even Parking Yes Dan Cogan, Chief of Staff 10 Min
4.2 Establishment of Platinum Plan Insurance Yes Steve Thayer, Controller 5 Min
Schelley Michell-Nunn,Dir. of HR
5. Discussion
5.1 Council Rules of Procedures No Rob Gearhart 15 Min
5.2 City Hall Security No Dan Cogan 1.5 Min
6. Budget
6.1 Updates and Special Topics No All 5 Min
7. Meeting Wrap-Up No All 5 Min
7.1 Announcements
7.2 Next Meeting Date: September 18, 2019
7.3 Review Agenda Items for Next Meeting
7.4 Adjourn
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This meeting can viewed via livestream on https://ithacany.viebit.com/
3. Finance, Budget and Appro2 riations
j _
.1 DPW-Amend Capital Project#799 for DPW Fuel Island
WHEREAS, Capital Project#799 was established in 2014 at $488,000 to design and construct a new
fuel island at Streets and Facilities to serve the entire City fleet's fueling needs, as well as to
decommission the existing fuel island and tanks; and
WHEREAS, on June 18, 2019, the Board of Public Works, acting as Lead Agency, declared that the
project would not have a significant negative environmental impact, in accordance with the City and
State Environmental Quality Review laws and ordinances (CEQR and SEQR); and
WHEREAS, bids were opened on August 13, 2019, for this scope of work, and the low bidder was
at $ ; and
WHEREAS, Engineering staff is recommending award of contract to the low bidder conditioned on
additional budget and completion of the full scope of work, plus an allowance for construction
inspection and material testing and a contingency; now, therefore be it
RESOLVED, That Common Council hereby amends Capital Project#799 by $ for
the project, bringing the total authorization to $ and, be it further
RESOLVED, That funds needed for said amendment shall be derived from issuance of Serial Bonds.
CA Agenda—8/21/19
CITY OF ITHACA
108 East Green Street, Ithaca, New York 14850-5690
Department of Public Works- Engineering Division
Telephone: 607/274-6530 Fax: 607/274-6487
To: City Administration Committee
From: Tim Logue, Director of Engineering
Date: August 7, 2019
Re: Request to Amend CP 799 for DPW Fuel Island
In the 2014 Capital Budget, Common Council authorized $488,000 to design and
construct a new fuel island at Streets &Facilities. The City hired Barton &Loguidice
Engineering to lead the design work and carried the work through to construction
documents by the following year. At about this same time, the City started talking
about our city-wide facilities, looking for opportunities to consolidate or relocate our
operations. There was a fair consideration about the possibility of relocating Public
Works and the decision was made to hold off on bidding the fuel island until we knew
what we were doing. Over this past year, I believe two things have become clear: 1) the
likelihood of moving or consolidating the Department of Public Works is very low, and
2) the consequences of not replacing our existing fuel facilities have become pretty high.
The consequences are threefold: increased staff costs to maintain the aged system,
especially through the winter when staff was keeping pumps warm in order to keep
them functioning; risks of the control system failing leading to poor experiences getting
fuel or poor record keeping and fuel management, which is important for regulatory
and Green New Deal purposes; and 3) the increasing possibility of leaks in the single-
walled underground fuel tanks. For these reasons, we reengaged the project design,
made some modifications (including adding the full decommissioning of the existing
fuel tanks and equipment), conducted the environmental and site plan reviews and put
the project out to bid.
On August 1311-1, we opened bids for the project. Our low bidder was
in the amount of$ _. In order to award the contract
and carry a small budget for construction inspection, material testing, and a modest
contingency, we need about $ added to the Capital Project.
Based on these items, I am recommending awarding the contract to and
proceeding with the considered scope of work. A resolution is attached to amend the
capital project.
"An Equal Opportunity Employer with a commitment to workforce diversification."
3. Finance, Budget and Appro2 riations
j _
.2 Finance—Request to Waive Penalty on Taxes
WHEREAS, Common Council established guidelines for the waiver of penalty on taxes to assist in
consistency when considering requests; and
WHEREAS, Nick Lambrou has made an appeal to have late penalties removed from his 2019 City 2 d
Installment tax payments; and
WHEREAS, the circumstances leading to his request do not fit the guidelines allowing for waiver of
penalty as previously established by Common Council; now therefore be it
RESOLVED, That the request to refund paid penalty is denied.
CA Agenda—8/21/19
It
AV
CITY OF I HACA
CHAMBERLAIN'S {OFFICE
108 E GREEN S
ITHACA, ICY 14850
MEMORANDUM
Deborah I ohlenhoff, Chair
City Administration Committee
FROW Deborah Whitney
City Chamberlain
DATE; July 29, 2019
1 hoick Lambrou appeal of late penalty
n various City parcels
With regard to Mr, Flick Lambrou's appeal dated 7® ® 919 requesting a waiver of late fees on his June 2019
property tax payment as attached, l am asking the City Administration Committee to deny his request. The 2019
'City 2 nd Installment tax bill was due July 1, 2019,
a Tax Law, Section 925, 1.(a) states, "°_...deposited in a post office or official depository under the exclusive
dare and custody of the United States postal service„ such payment shall, upon delivery, be deemed to have been
made to such office on the date of the United States postmark on such wrapper,
Furthermore, Common Council established and approved guidelines for the waiver of or non-waiver of Penalty on
tees states"Penalties will not be waived if the postmark applied by the past office on the payment envelope is after
the penalty free period:"'
I explained to Mr, Lambrou, that our determination of a timely tax payment is based solely on the official IJ P .
postmark. The envelope Mr. Lambrou's tax payments were received in, was officially postmarked 93 JLIL'"19 in
Rochester. His envelope also has d Pitney Bowes machine paid postage stamp dated JUL 1 2019, Mr. Lambrou
claims his envelope went in the mail 711.
1 are providing a copy of Mr, Lambrou's envelope as well as a couple samples of envelopes from our office, that we
retailed out, but for one reason or the other,were returned to us. In the copy of Mr. Lambrou's envelope, you can
see the Pitney Powes.7/1 stamp and the official Rochester 7/3 validation. In the samples of our mail, you can see
both the Pitney Bowes postage stamp and the official Rochester USPS validation are the same date.
For these reasons, I have determined that Mr. Lambrou's tax payment was mailed and validated on 7/3 and am
therefore asking for the denial of his request,
Nick Lambrou-405 Eddy-Ithaca, NY 14850
607-256-3778 Office- nick@l,,imbroureatestate.com
7-22-2019
ON of Ithaca Cha.rnbedain, Officfz,
ATTN� %A�, Deborah Whft,'rev
106 E Green St.
Ithaca, NY 1,4850
RE: City Admin Committee Request for Refund
Dear M5, Whitney and Coryini ttee'
Enclosed ptease find ne,,,v checks dated 7-22-19 re-paying rh property taxes that due
on Jute I wh�dh were orginadly paid by checks dated 6-27-19 (enclosed). Th s has beer
ids ased on as and my family because for whatever reason, unbG ',,knownst to me, the Uty
chose to recogrhze a dubious JLAv 3 post-mark frorn, Riochester instead of the date stamiscd
on the lefter, whicin �r My 1.
The total penakies are signs ficant and add tip tw $6300+ and vve fee i this shoUd not be
asse ssed IdUe to maO er-turd or delays,
To wit, attached are roceipts from the County that were sient their share, of tf"ie propertv
taxes on checl<s also datr,,,d 6-27-19 and vvere sent via mail on sanne (-,fav, ]I ar"Tl Md by my
office assistant.There teas"} no penalbes imposed by the Coa.nty,
I viould apprectate very ITILICh the return of the pt nafty ;7,.ks ir ws an anornaly if one were to
review the entire paynnent history to 0"xe City of Itharo hor Larnt',drou r6ated propetties over
thf,'! pas't 50 yeare. Thank you for your Ome and cons deratk,-,n and took for��%,ard to a positive
response, P�ease do not hesita(e to contact me 'if there are anY cCLje,_,5Ur,')rs',
r
Since
Mcv�Larmbrou, GM & GP
OFFICE r SOW ,
�� .,
108 EAST GREEN STREET
ITHACA ,NYZIP 14
a ,. 2 4VY
000367727 JUL 19 2019
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3. Finance, Budget and Appropriations
.3 Creation of Grant-Funded Capital Project#868 Downtown Ithaca Transportation
Management Association and Authorization to Enter into Agreement with the Downtown
Ithaca Alliance for Project Implementation
WHEREAS, the City of Ithaca, in partnership with the Downtown Ithaca Alliance (DIA), applied for
and was awarded a grant through the 2018 Consolidated Funding Application-New York State
Department of Environmental Conservation Climate Smart Communities (DEC-CSC) Grant-for the
purpose of creating a Transportation Management Association and providing an ongoing downtown
area Transportation Demand Management(TDM)program; and
WHEREAS, Common Council voted unanimously at its July 5, 2018, meeting to support and
encourage this application; and
WHEREAS, the City of Ithaca, as described in the grant application and the previous Common Council
resolution, intends to contract with the Downtown Ithaca Alliance (DIA) to fulfill the terms of the
grant; and
WHEREAS, administration of the five-year contract between the City of Ithaca and New York State
(March 2019-March 2024) and administration of the subcontract between the City of Ithaca and the
Downtown Ithaca Alliance will be managed by the City's Department of Planning, Building, Zoning &
Economic Development; and
WHEREAS, all of the match requirements for the grant will be met by the DIA and its affiliated TDM
partners, and no City funding is required as a match for this grant; now, therefore be it
RESOLVED, That Common Council hereby establishes Capital Project#868 "Downtown Ithaca
Transportation Management Association" in the amount of$460,397 for implementation of DEC-CSC
contract#C00777 to create a Downtown Ithaca Transportation Management Association and an
ongoing downtown area Transportation Demand Management Program; and be it further
RESOLVED, That funds needed for said Capital Project shall be derived entirely from DEC-CSC
grant funding; and be it further
RESOLVED, That the Mayor or his designee is authorized to enter into agreement with the
Downtown Ithaca Alliance for implementation of this grant-funded project; and be it further
RESOLVED, That any payment to the DIA through this grant-funded project will be subsequent to
the approval and payment of vouchers from the DEC to the City of Ithaca.
CA Agenda-8/21/19
3. Finance, Budget and Appro2 riations
j _
.4 Resolution to Amend Capital Project#857 for the Comprehensive Parking Study
WHEREAS, Capital Project#857 was established in 2019 in the amount of$50,000 for the purpose of
scoping both a Comprehensive Parking Study and a separate Transportation Study; and
WHEREAS, the Department of Public Works sent out a Request for Qualifications for a
Comprehensive Parking Study on March 5, 2019 to fourteen consulting firms, The New York State
Contract Reporter, and the New York Upstate Planning website; and
WHEREAS, The City received Statements of Qualifications from ten consulting firms by the deadline
of April 12, 2019; and
WHEREAS, The Parking Division of the Department of Public Works established and convened a
Consultant Selection Committee consisting of:
1. City staff: Chief of Staff, Superintendent of Public Works, Director of Parking, Director of
Planning, Deputy Director of Economic Development, a Senior Planner, and the Director of the
IURA;
2. The Director of the Downtown Ithaca Alliance;
3. Two members of the Mobility, Access, and Transportation Commission;
4. One representative of Allpro Parking;
and
WHEREAS, the Consultant Selection Committee evaluated, ranked, and fully vetted the Statement of
Qualifications submitted, and selected Stantec Consulting Services Inc. as the preferred consultant; and
WHEREAS, Stantec Consulting Services Inc has worked collaboratively with the City to produce a
Scope of Services; and
WHEREAS, the proposed schedule to complete the full Scope of Services is planned to begin no later
than September 16, 2019; and
WHEREAS, the fee for the Scope of Services mutually agreed to by the City and Stantec Consulting is
$174,458; now, therefore be it
RESOLVED, That Common Council hereby amends Capital Project#857 by $126,900, including
financing costs to fully fund the Comprehensive Parking Study, bringing the total authorization to
$177,900; and be it further
RESOLVED, That funds necessary for said project amendment shall be derived from the issuance of
Serial Bonds.
CA Agenda—8/21/19
_ CITY F I'T ACA PARKING DIVISION
�
c/o 108 E. Green. Street
Ithaca, New York 14850-6590
PAT
Telephone: 607/882-2351 Fax: 607/72-1026
Memoranduml i
Date: August 21, 2019
Subject: Resolution to Amend Capital Project#857 for the Comprehensive Parking Study
The Parking Division has been directed by the Superintendent of Public Works to engage a
consultant to conduct a Comprehensive Parking Study.The study will include four major tasks
which are: assessment and evaluation of the existing conditions, operations, and management
of the city-wide parking system; a public outreach to obtain comprehensive stakeholder input;
analysis of future demand and development of alternative actions for implementation; and
development of an action plan.
The broad objectives for the final action plan include: achieving a parking system that meets the
projected parking demands for a ten year study period, especially in the primary areas of
growth and development such as the downtown core, the west end and waterfront areas, and
College Town; address neighborhood issues, concerns and problems; provide parking services
that meet the demands of the broad range of users to include transient parkers, residential
parkers, and the workforce; and provide financial analysis means to determine the impacts of
various actions on the revenue, costs, and subsidy of the overall parking function.
The attached Fee Summary provided by Stantec Consulting Services Inc., shows the itemization
of projected Fees for the four major tasks of the study. Also attached is the schedule proposed
by the consultant for the execution of the study.
Capital Project#857 was established in 2019 in the amount of$50,000 for the purpose of
scoping both a Comprehensive Parking Study and a separate Transportation Study. The
Superintendent of Public Works proposes to utilize these funds, together with an additional
$124,458 to pay the total estimated Fee of$174,458 for the parking study, as provided by
Stantec Consulting Services Inc.
Poor
prindpal to Parkins Cc llaotloln/Traffic
RoklResptnsibility Charge Project llasnapnr Traffic engineer Recommendations TAM FtrteCysys Ge; sbucores
Ralph Adam Rory Wellnanf Amelia
Team Member. DeNheria Jon Bartley Catherine Liza Cohen Tam Yardley Mitul 80stvual' Casey Clary Garwlg
Hourly Rates. $22&00 S140,00 $200.00 $145,00 $il§5.6Q .$95,00 $100,70 $160roo Total
Tasks/Activities:
Project Management and Marstings
Bi-W eekley Conference Calls 28 56 14 14 8 120
Team Meetings(Assume 6) 36 36 18 :e
CosQC 40
Task 0 Subtotal Hours 64 92 0 14 :54 18 0 14 258:.
Task 0 Subtotal Cost $14,400 $12,880 $0 $2,030 $9,990 $1,710f $0 $2 240 $43„250 i
1 'Existing Conditions
1,11 -Data Collection
-Review Existing City Data:inventory 20 i 4 6 40
Review existing Wayfinding Study ,1 2 6
Verification of required data collection: 2 : 6 2 4 4
Parking Utilization Counts fan Street ' $0 30
Parking Utilization Counts'Off-Street ' 20 20
Three(3)small areas For counts 10 10:
Task 1,1 Subtotal Hours 2 58 : 2 26 4 76 40 0 208
Task 1 1::Subtotal Coast $450 $8,120 $400 $3 770; $740 $7 220 $4,000 $0 - $ 4,700-
1.2-Parking Demand Model
Review of previous studoatcans 6
Evaluate Land Use Data 8
Existing Parking Demand and Land Use 24 8
Future Scenarios(not included) 0
Task 1.2 Subtotal Hours 0 to 0 38 <3 0 0 l0 46.
Task 1.2 Subtotal Cost $0 $0 $0 $5,510 $1480 $0 $0 $0 $6,990
1.3-Muttimodal and Wayflndinq Analysis
Incorporate historic traffic count data :1 2 4
Transit Level of Service(not included).
Gurbrude Management 2 '1 4 12
Recent Development 2 8
Pad Infiastrurture Opportunities 1 :2 4
Task 13 Subtotal Hours 3 6 2 5 20 4 0 0 43'
Task 1 3-Subtotal Gast $675 $840 $400 $1 160' $3700 $380 $0 $0 $7,1 5.
1A-Parking Policy and Rate Analysis
Evaluate Current Parking Policy,Fee Structure and 4 s :2 4 2
Review Parking Garage Utilization Data 2 2 4 2 4
Evaluate utilization Improvement strategies 4 ; 8 12 4
Task 1.4 Subtotal Hours 10 '4 0 16 14 10 0 :0 54-:
Task 1 4:Subtotal Cost $2 2,50 $560 $0 $2,320:: ,$2,590 $950 $0. $0 $8,670-
1.5-Land Use and Transportation
Geospatial data assessment 4 :2 4 8
Geospatial analysis of park<in0 inefficiencies 4 8 4 16
Task 1.5 Subtotal Hors 0 0 0 8 10 8 24 "0 50=
Task 1.5 Subtotal Cost $0 $0 $0 $1 160 $1.850 $760 $2,400 $0 $6,170
1,6-Parklnq Structure
Review of(4)four existing parking structures 1 8
Evaluate expansionireplacement alternatives 2 :2 4 13
Task 1.6 Subtotal Hours 2 3 0 0 :4 0 0 24 33-
Task 1.6 Subtotal Cast $450 $420 $0 $0 $740 $0 $0 $3,840 $6,450:.
Task 1 total Hours 17- 71 4 fah 60 98 64 24 434.
Task 1 total Cast $3,825 $9,940 $800 $13,920 $11,100 $9,310 $6,400 $3.,840 : $59,135'
Public Outrea sh(Staantec Hours Only)
2,d-Public Meetings
-Attend oublic'imeetings(3"rMetal 24 24
2.e -Stakeholder workshops
Attend small grout)Stakeholder Workshlo, 8 12
Task:2 Total Hours 24: 32 0 0 0 12. 0 0 68=
Task 2 Total Cast $5,400 $4 480 $0 $0 0 : $1,140 $0 $0 ( $11,020:
3 Future Direction
3.a •Future Analysis
-Analysis of or)to(2)two scenarios per study area 1 20 4
-Identiftc parkin j impactisshortfa€sechaliencies by dine 10 2
-Develop potential interventions 12 4
Hold an Internal Gharrette 12 l 5
3.b_Alternative Actions(10 Years)
-Develop potential alternative actions 2 ;4 8 2
-identify onions for the Base Action Plan 1 2 4 2
Task 3 total Hours 16' 14 0 54 0 14 0 0 98
Task 3 total Least $3,600 $1,960 $0 $7,830" $0 $1,330 $0 $0 $14,720'.
4t hraps&e roontartion-Aced Action Man
4.a -Base Action Plana
R€;vieer alternative actions with Advisory Committee 2 2 2
Prepare Base Action Plan: 2 4 8 2
-Prepare Fiscal Analysis of Sale Action Plan 2 2 4 12 2 1
Task 4 total Hours 6 4 0 8 20 6 0 4 48'
g 1'd Task 4 total Cast $1,350 $560 $0 $1,160 $3.700 $570 $$0A $640 $7,980:.
Stantec Project Hours 904
Reimbursable Costs $300 $.300:-
Travel and Reproduction Costs `33€)00 $1.,200 $600 $50 $(850
Highland Planning Cost(see Highland Cost Proposal for Details) 33,203
TOTAL Project Cost $174,48
City of Ithaca Comprehensive Parking Study',-Highland Planning Fee
Phase 1
Project Management 4 24 0 0 28 $2,880
Pre-Engagement Stakeholder
Interviews Completed
Stakeholder Engagement Plan 2 8 4 12 $1,400
Communications Plan 4 0 0 $380
Plan,Execute and Summartize
three two-hour pop-ups
(assumes over two days) 1 16 12 12 40 $3,830
Public Meeting#1:Issues&
Opportunities(Two meetings) 6 20 0 6 26 $3,310
Meeting-in-a-Box 2 4 32 $3,400
One survey over two months
aimed at 1,000 responses 4 24 12 24 60 $6,060
Phase 2
Public Meeting#2:Draft
Recommendations Review 6 20 0 6 26 $3,310
Three Stakeholder
Workshops/Focus Groups(e.g.
downtown,Collegetown,
waterfront)(assumes over two
days) 8 36 36 0 72 $8,040
Phase 3
Final Open House(Hosted by
Council;no HP staff present) 0 0 0 0 0 $0
Hours 33 152 64 84 264
Expenses $593
Total $4,950 $14,440 $6,080 $7,140 528 $33,203
CITY OF ITHACA COMPREHENSIVE PARKING STUDY-SCHEDULE
Month
Task Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20
.......
Task 0:Project Management
........
0.1 Project Kick-Off Meeting(Estimated) 0 9/16 Kick-Off Meeting
0.2 Bi-Weekely Conference Calls
0.3 Team/Engagement Meetings(6 Estimated) Public Meeting#1 0, 0'1110 Team Meeting Public Meeting#2 8117 Team 0 10/5 Team *,,,'Open
0.4H Public Engagement&Communications Plan Puk1tl BriOdetnent Plan Meeting Meeting House
........... ..................
0.5 Monthly Progress Reports and Invoicing . .........
mp
Task 1:Existing Operations 0011 M INE11011"', 110
k 1V -1 E NIE 11
I "Ell
1.1 H Initial Stakeholder Outreach(Pop Ups,Meeting In a Box,Surveys) E
1.1 Data Collection(includes seasonal and College peaks) MINEENE0101 111MINNEENEN
1.2 Parking Evaluation EMMONS'0=1
1.4 Submit Draft Summary of Findings(Estimated) Draft Summary of Findings
1.4 Agency Review(Estimated) MENOMINEE!1=111%,N11%011,
1.5 Update and Submit Summary of Findings(Estimated)
# '4 Updated Summary of Findings
Task 2:Future Direction
2.1 Analyze Future parking demand
2.2 Recommendations for Smart Technologies[TDM/Other Enhancements
2.3 Submit Draft Summary of Findings(Estimated) 07120 Draft Summary of Findings
2.3H Public and Stakeholder Outreach Stakeholder Workshop
2.4 Agency Review(Estimated)
2.5 Submit Updated Summary of Findings(Estimated) 08/16 Updated Summary of Findings 11k%
Task 3:Recommendations&Implementation
3.1 Develop Draft Recommendations and Implementation Plan
3.2 Submit Draft Implementation Plan 09107 Draft Implementation Plan
3.3 Agency Review(Estimated)
3.4 Submit Final Implementation Plan(Estimated) 10126 Final Implementation Plan
..........
3.5 Project Closeout and Completion 11123 Project Closeout&Completion
4. City Administration, Human Resources and Policy
.1 Modification of Odd/Even Parking to extend hours when in effect and to change where
parking is permitted on the 31st of the month
Redlined Version
§ 346-26 Overnight parking.
Effective November I through April I of each year, no vehicle shall be parked between 9-7 p.m. and 6
a.m. on the odd-numbered side of a the even-
numbered side of a City street on odd-numbered calendar day , no-pefso�����
'A f 14
2:00 a.m. and 6:00 a.m. en the odd ntimbef!e' s _e 0' EM F the
ealendaf fnopAh-, except for streets or parts thereof described in Schedule XIX of the traffic regulations
of the Board of Public Works, attached to and made a part of this chapter. For the purpose of this
section,a night shall be deemed even-numbered if that portion thereof prior to midnight was part of an
even-numbered day and odd-numbered if that portion thereof prior to midnight was part of an odd-
numbered day. This section shall not apply to the streets repealed under §§ 346-27 and 346-28 below.
Clean Version
§ 346-26 Overnight parking.
Effective November I through ,April I of each year, no vehicle shall be parked between 9-7 in. and 6
_p.
a.m. on the odd-numbered side of a City street on even-numbered calendar days, nor on the even-
numbered side of a City street on odd-numbered calendar days, except for streets or parts thereof
described in Schedule XIX of the traffic regulations of the Board of Public Works, attached to and
made a part of this chapter. For the purpose of this section, a night shall be deemed even-numbered if
that portion thereof prior to midnight was part of an even-numbered day and odd-numbered if that
portion thereof prior to midnight was part of an odd-numbered day. This section shall not apply to the
streets repealed under §§ 346-27 and 346-28 below.
Plain English Version
From 9-7 p.m. on an odd-numbered day to 6 a.m. on an even-numbered day, cars must park on the odd
side of the street.
From 9-7 p.m. on an even-numbered day to 6 a.m. on an odd-numbered day, cars must park on the
even side of the street.
On the nights of Oct 31, Dec 31, Jan 31, Mar 31 and Feb 29, when the next day is also an odd day,
park on the odd side of the street.
CA Agenda—8/21/19
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
MAYOR'S OFFICE
Dan Cogan, Chief of Staff
Telephone: 607-274-6512
Email: dcogangcityofithaca.org
To: City Administration Committee
From: Dan Cogan, Chief of Staff
Date: August 15, 2019
Re: Odd/Even Parking Modifications
At the May City Administration Committee meeting, proposed modifications to the City's
Odd/Even parking legislation were introduced. The rationale for the modifications is that
under current regulations, odd/even parking is in effect from 2:00 a.m. to 6:00 a.m., yet
our night crew typically only works until 3:30 a.m. Therefore, there is only a 90-minute
period on a typical night when one side of the street is clear and effective street cleaning
can take place. Even when our crews are working round the clock plowing snow during a
storm, there is only a 4-hour period when no cars can be parked on one side of the road.
Now that enforcement of odd/even regulations is suspended for much of the winter, it
was suggested that extending the hours when odd/even is in effect would allow for more
effective clearing of City streets.
At May's City Administration Committee meeting, a number of questions were raised
regarding the proposed modifications. Based on the answers to those questions,
summarized below, this month's agenda includes a slightly modified version of the
legislation.
The committee members asked whether Odd/Even parking should be in effect outside of
the current November 1 to April 1 timeframe.
The answer is that there is little benefit to having Odd/Even parking outside that schedule
because our streets and facilities night snow watch runs from mid-November to April 1.
The rest of the year all of our streets crews work during the day.
It was also asked whether it would be helpful if Odd/Even regulations went into effect
earlier than 9:00 p.m.
The answer is that, because the snow watch typically runs from 7:00 p.m. to 3:30 a.m., it
would in fact be helpful if Odd/Even were in effect earlier. Furthermore, when there are
big storm events, which is when Odd/Even is most likely to be in effect, we go to 24-hour
snow plow coverage. Therefore, the legislation was modified to include a start time of 7:00
p.m.
Finally, it was asked whether we need to change all of the signs V.
leading into the City, which announce Odd/Even parking, as
shown to the right, and if so, what the signs should say, given that
the language of the new legislation is more complicated. There are
a total of 25 of these signs on roads leading into the City.
The recommendation is for the City to modify the existing signs to
read something similar to the sample shown below. Having a QR
Code would of course not be required, nor would having a
dedicated URL, but www.oddeygn,,or Z is used for information
about the Syracuse Odd/Even parking
13 PARKING system, so www.ithacaoddeven. could
Nov I -- Mar 31 be a helpful way to provide information to
7PM — 6AM the public so that they don't have to try to read a complicated sign
ODD/EVEN PARKING
RULES IN EFFECT as they drive into the City.
www.ithacaoddev�norg
Most of the existing signs can be modified and reused, though there
are several that should be replaced due to being very faded.
4. City Administration, Human Resources and Policy
.2 Establishing the Platinum Plan Offered Through the Greater Tompkins Municipal Health
Insurance Consortium as an Option Available to All Active City Employees for Health Coverage
Provided by the City
WHEREAS, in 2019, the City added the Platinum Plan offered through the Greater Tompkins
Municipal Health Insurance Consortium, to the health benefit plans available to certain active City
employees; and
WHEREAS, the Greater Tompkins Municipal Health Insurance Consortium makes periodic adjustment
to the Platinum Plan it offers in order to maintain an Actuarial Value as defined by the Patient
Protection and Affordable Care Act(ACA) that is equal to an overall plan benefit for the average
participant of 90% for the Platinum Plan, meaning that co-pays and deductibles may vary from year-to-
year in order to preserve a 90-10 split of approved medical costs between the insurance plan and
covered members; and
WHEREAS, the City now wishes to add the Platinum Plan, or equivalent plans that may succeed it, to
the options available to all active City employees; now, therefore be it
RESOLVED, That Common Council hereby authorizes the Director of Human Resources and the City
Controller to make the Platinum Plan option, or its equivalent successor plan, available to all active
City employees.
CA Agenda—8/21/19
For Item 5.1
Common Council Rules of Procedure — Revised March 7, 2018
i Meetings
i Organization Meeting
The Common Council shall meet ODthe first day Of January after the election at
the regular place of meeting of the Common Council for the previous year, and
thereafter it shall meet 8t such place 8sit may choose, within or without the
te[TitOh@| limits of the city but in reasonable proximity thereto, and at times
hereinafter provided.
ii. Regular Meetings
The Common Council shall hold regular meetings @t least once each month, 0n
the first Wednesday of the month in Common Council Chambers, Third Floor,
City Hall, 108 E. Green Street, unless otherwise specified by Council.
iii Special Meetings
The Mayor O[any six Council members may call 8 special meeting Ofthe
Common Council by 24 hours' notice, in writing, served personally or by mail
upon the other members [f the Common Council Orby leaving said notice 8t
either their respective usual places Ofbusiness during business hours Ortheir
respective places Of abode 8t other times. |n the absence Of the Mayor, any
three Council members, may call special meetings by 24 hours' notice in the
same fashion.
iv. Voting
1) |n the proceedings Of the Common Council, each member present shall
have Gvote except the Mayor, who shall only have a vote when the
votes nf the other members are tied, and except @shereinafter
provided.
2\ A majority of the members of the Common Council shall be @ quorum
for the transaction of business. If member abstains from vObOg, it shall
bB considered asif that member did not vote. However, a member may
only abstain from voting if that member determines that she 0[ he has @
conflict Dfinterest regarding the motion being voted upon.
3\ A majority vOteis [equi[edtnpass8AyRlotiOnVr [88o|VUQQ, 8xc8p1aGi3
hereinafter provided. Avote of six (8) Or more [|oUOCii members shall
constitute a majority vote.
4) No tax nr assessment shall bG ordered except bya concurring vote Ofa
majority of all DlerQbeFS of the COOOn0oO COUOCi| in Office, including the
YW8yDr' who Sh8|| be entitled to vote thereon as G member of the
Council, and Dn tax levied, assessment bill ordered, resolution Or
ordinance shall take effect until the same shall receive the approval Of
the Mayor.
5) The Common Council may override any mayoral veto bya 2/3 vote Cf
the a|derperSOOs.
Common Council Rules of Procedure
Revised March 7, 2018
V. Collection and Distribution of Materials
1) The City Clerk shall prepare and distribute an agenda to the members
of Common Council for each meeting of Common Council at least four
days before each meeting
2) Staff designated by the appropriate body shall distribute to the members
of Common Council an agenda of the Board of Public Works, Planning
and Development Board, Ithaca Landmarks Preservation Commission
and Board of Zoning Appeals at least four days before each meeting of
said boards.
3) Agendas for each meeting of each Standing Committee of Common
Council will be distributed to the members of Common Council by the
department responsible for preparing agendas and minutes for said
Standing Committee. Agendas shall include all supporting documents,
unless a member of Council indicates that they do not wish to receive
the documents for a particular committee.
4) Each Chair of a Common Council committee shall present agenda
items pertaining to that committee in the appropriate final format to the
City Clerk no later than 4:00 p.m. on the Thursday preceding any
meeting of the Common Council and give some indication of whether
the item is for report or action. Any member of Common Council or the
Mayor may present agenda items in the same fashion and by the same
deadline to be considered at the following regular meeting of Common
Council.
5) The City Clerk shall transfer in memo or email form all referrals or action
resolutions from Common Council to the Chair(s) of the involved
Council committee(s), lay boards, agencies, and departments.
6) All matters to be brought before Common Council should include
sufficient supporting information for Council members to fully
understand the resolution to be voted upon.
vi. Attendance
Emergencies notwithstanding, Council members shall inform the Council or
committee chair at least three days ahead of time if they are not able to attend a
Common Council or Standing Committee meeting.
vii. Length of Meetings
Any meeting of either a Standing Committee or Common Council shall end after
four hours unless an extension is authorized by a majority vote of said body.
I. Order of Business
1. Pledge of Allegiance
2. Additions To and Deletions From the Agenda
3. Proclamations/Awards
4. Special Orders of Business
5. Special Presentations Before Council
6. Petitions and Hearings of Persons Before Council
7. Privilege of the Floor— Common Council and the Mayor
8. Consent Agenda
9. Reports and Resolutions from Standing Committees
10. Reports of Special Committees
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Common Council Rules of Procedure
Revised March 7, 2018
11. New Business
12. Individual Member-Filed Items
13. Mayor's Appointments
14. Reports of Common Council Liaisons
15. Report of City Clerk
16. Report of City Controller
17. Report of City Attorney
18. Minutes from Previous Meetings
19. Adjournment
(1) Pledge of Allegiance
The Mayor shall lead all present in the Pledge of Allegiance to the Flag.
(2) Additions To and Deletions from the Agenda
No legislation may be moved for a vote at a regular meeting of the
Common Council without unanimous vote of the members unless it first
appeared on the agenda. A matter may be reported to the Council at
any time, whether or not it appears on the agenda for that meeting, an
item may be withdrawn from the Common Council agenda with the
consent of the Mayor and either the sponsoring committee Chair or
individual member who brought the item.
(3) Proclamations/Awards
The Mayor shall announce any proclamations or awards.
(4) Special Orders of Business
Common Council will consider any agenda items or convene any public
hearings deemed of special significance.
(5) Special Presentations Before Council
It is desirable for the Common Council to hear from boards,
commissions, neighborhood associations, representatives from other
municipalities or some other group or individual in order to get essential
information for the effective maintenance of the City. In this case, the
three (3) minute time limit shall not apply.
(6) Petitions and Hearings of Persons Before Council
Persons not members of Common Council shall be accorded the
privilege of the floor and be permitted to speak for three minutes in
regards to matters within the scope of the powers of Common Council.
All persons speaking before Council will observe the Rules of Order
posted in Common Council Chambers (See Section III (v).
a. Petitions and Hearings of Spokespersons Before Council
Any provision herein to the contrary notwithstanding, a group of
three or four persons wishing to be heard in regards to matters within the
scope of the powers of the Common Council may designate a
spokesperson to address the Common Council on behalf of said group.
Such a spokesperson will be permitted to speak for five minutes. Similarly,
a group of five or more may designate a spokesperson to address the
Common Council on behalf of said group. Such a spokesperson will be
3
Common Council Rules DfProcedure
Revised March 7. 2018
permitted to speak for seven minutes. All persons represented by such a
spokesperson must be present at the CO00On Council rOeedOg' and
appear with the speaker in order for the spokesperson to be heard. All
spokespersons speaking before CVUnCU will observe the Rules of Order
posted in Common Council Chambers (See Section III (v)).
/7\ Privilege of the Floor— Common Council and the Mayo
Any member of Common CVUnCj| or the Mayor shall be accorded the
privilege Of the floor b} speak iQ response UJ any person having made
comments during the Petitions and Hearing 0fPeople Before Council Or
in regard tO any matters pending before the board Or any matters Of
significance to the residents of the city.
(8) Consent Agenda
The Consent Agenda shall b8a listing Vf all resolutions and
appointments that have been designated by the Chairs Ofthe
FeCODlRleOding Standing Committees, Orby the Mayor, 8S being routine
and not likely kJ need or require discussion by the Common Council,
unless said agenda item requires afOrmn8| vote in accordance with state
or local law. The resolutions and appointments listed iO the Consent
Agenda are voted OR@S@ group by the Council. Any member Ofthe
Council may require that any resolution Or appointment in the Consent
Agenda b8 instead included separately and individually aspart of the
business VfBStanding Committee or Special Committee.
(9) Reports and Resolutions from Standing Committees
Reports—The chair Of each standing committee shall give a brief oral
report Of any business Of that committee not scheduled for discussion
8s part Of the meeting agenda, followed by@n opportunity for other
members Vf the Council to ask questions.
Motions and Resolutions —The Committee Chair shall introduce each
motion or resolution brought forward from committee byreading the
Resolved portions into the record. The Committee Chair need not read
the entire resolution. The Committee Chair may synopsize Qr
summarize the issues in the nesO|WhoO' if so desired.
(1O) Reports of Special Committees
The Chairs Of any special committees may give brief oral reports 0fany
business Of their committees. Each report shall bQ followed byan
opportunity for other Council members tV ask questions. |f they have
any motions q[ resolutions, they shall follow the sequence and
procedures iD No. 9above.
(11) New Business
The Mayor may ask Common Council k] consider any report V[
resolution whether Vr not that report o[ resolution has been previously
reviewed bv8 Standing Committee.
(12) Individual Member-Filed Items
Any individual Council member shall introduce any motion, proposed
neGQ|UtiVn' or proposed Ordinance that was submitted to the City Clerk
by that individual Council member by4:OOp.[O. 0O the Thursday
preceding the Common Council meeting and which was included inthe
agenda for that meeting. Any individual Council member may introduce
4
Common Council Rules DfProcedure
Revised March 7. 2018
@ proposed local law that was submitted to the City Clerk by that
individual Council member Gt least seven calendar days (excluding
Sundays) prior to the CODlDlOn Council meeting, laid upon the tables of
all the members Of Common Council at least seven days (excluding
Sundays) prior k} the day of the Common Council meeting and which
was included in the agenda for that meeting. Common Council may
decide to consider the motion or proposed resolution, ordinance or local
|gvv, table it until @fUtUre meeting, refer said motion or proposed
resolution, ordinance D[ local law k} @ Standing O[Special Committee,
or take any other action it deems appropriate.
(13) Mayor's Appointments
The Mayor shall present her Or his appointments k} Common Council
for vote.
(14) Re2orts of Common Council Liaisons
Any Common Council member may provide a report related tOany
board, commission Or other body k)which that Council member iS@
liaison.
(15) Report of City Clerk
The City Clerk shall provide 8 report.
(1O) Report of City Controlle
The City Controller shall provide @ report.
(17)
The City Attorney shall provide @report.
(18) Minutes from Previous Mfftings
The City Clerk shall present the minutes from previous meetings LO
Council. |n the absence Of objection Q[correction, the minutes stand
approved without formal motion.
(1Q)
Upon completion Ofthe above-listed order of business, the Mayor shall
hear motion b} adjourn the meeting.
|||. Order and Decorum
i. The Chair shall preserve order and decorum and shall decide all questions [f
order, subject to an appeal from the Common Council or Standing Committee.
ii. If an appeal is taken from the decision of the Chair, the Chair shall have the right
0J explain the reason for the decision. The Council Orcommittee shall decide the
case without debate, and the question shall be stated bv the Clerk 8requivalent
staff, "Shall the ruling of the Chair be sustained?" The vote shall be taken by rO||
call and ruling sustained by8 majority OftheDleOOber8ofC0unCi| O[ St@OdiOg
Committee. The Mayor does not vote iO such anappeal.
iii. While the Chair or the Clerk is taking a vote or while a member has the floor and
is speaking, no other member shall speak except to raise G point 8f order nr@
point Qfinformation.
iv. NO matter concerning the medical, fiA8Oda|' credit Oremployment history Df8
particular person, or matters leading to the appointment, employment, promotion,
demotion, discipline, suspension, dismissal or removal of a particular person
Shg|| be discussed by Council in Open SesSiQD, but shall instead be taken Up in
executive session upon B majority vDte0fth8tQta| [De[Rbership0fCOUnCi| aS
provided by Sec. 1O5eUbd. 1fof the Public Officers Law. |n any case,
5
Common Council Rules DfProcedure
Revised March 7. 2018
Ald8rper8nnS and the Mayor shall be sensitive tD the negative impact Ofpublic
statements criticizing an employee. If the direct subject of the public criticism is
the content, implementation, or outcome of a policy, this is not considered to be a
criticism of job performance.
V. All members of the public who attend meetings of any City board, commission or
CODlmittee, including public meetings of Common Council, Sh8|| act in
accordance with the following F{U|eS of Order (@S posted in Common Council
Chambers):
1) Where public comment is scheduled DO the meeting agenda, any
member Qf the public may address the Mayor, Common Council, O[@
Council Committee inregards tO matters within the scope Of the powers Of
Common Council for Upto three minutes.
2) Any person may address Con)Ol0D Council Ora standing committee Of
CVrnrnon Council for Qpk) three minutes during the "Petitions and Hearings
of Persons Before Council" or "Public Comment" portion of an official
meeting. A speaker will be notified by @ timekeeper when her/his time has
ended. Neither the Chair, the M8yWr, nor any majority vote of the entire
body may extend the speaker's limit. A person may address the body at
any point after the "Petitions and Hearings Of Persons Before COUOCi1" or
"Public CO0nleQi" portion Of the meeting upon invitation by, or permission
from, the Mayor, the Chair of the committee Or by g majority vote of the
body. The pn]viSiOO8 Of this subsection shall apply to spVk8SperS0nS,
designated per Section || (6)/8). with the exception that the time limit
afforded such persons shall be either five or seven minutes, depending On
the size od the group the spokesperson represents.
3) Any person who shall desire tO speak 8t@ meeting Qf Common Council,
or Council Committee Sh@|| fill out card stating her or his OGrOe. street
address, municipality of nesidenCe, and the topic upon which they will
comment. Any spokesperson, appointed pursuant to Section || (M)/a\, who
Sh8|| desire to Speak at a [De8UOg Of CQrD0OQ Council, or a Council
Committee shall fill out @form stating her O[ his name, the D808, if any, Of
the group She or he represents, the A80e6 Of those persons that the
spokesperson is designated to represent, and the topic upon which they will
CQ[nDleOt. If person identifies himself or herself as a member Ofsuch a
group, he or she may not exercise the individual right to address council or
committee at the same meeting. In cQnlp|eUAg this card or fO[[O each
speaker will he affirming that they have read and understand the posted
Rules OfConduct. Upon speakinQ, each pen5OO shall verbally state their
name, the municipality in which they reside, and the name of the group they
represent, if any, for the record.
4) Members Of the public addressing the Mayor, Common Council, Dr8
Council Committee shall dQsoiO8O orderly manner,
5) NO person shall shout, Use foul |8AgUage, throw Orslam anything or
engage in any other form Qf disruptive behavior.
8) No member Of the public shall approach Common Council members, the
Mayor 0r City staff seated @t the Council table, except as detailed inSection
III, v. 7' Or upon request Of the Chair Qr8 majority 0fth8bVdy.
7\ Speakers shall give any written materials to the City Clerk or City staff
for distribution tO Common Council and Committee members.
6
Common Council Rules of Procedure
Revised March 7, 2018
8) If a member of the public fails to follow the Rules of Order, the Chair
shall ask the member of the public to take her or his seat or, if seated, the
Chair shall ask the member of the public to cease any behavior in violation
of the Rules of Order.
9) If a member of the public fails to sit down after being asked, or continues
with outbursts or other behavior prohibited by these Rules of Order while in
the audience, the Chair shall ask the member of the public to leave the
room.
10) If a member of the public fails to leave the room after being asked or
continues with other behavior prohibited by the Rules of Order, the member
of the public will be subject to arrest on the charge of Obstructing
Governmental Administration.
IV. Standing Committees
The Mayor shall appoint, at the first meeting of the Common Council in each year
Or as soon thereafter as may be, all standing committees required by the rules of
the Common Council and all special committees of the Common Council.
V. Acting Mayor and Alternate Acting Mayor
i. In case the Mayor shall be unable to perform the duties of the Mayor's office in
consequence of sickness or absence from the city or if there shall be a vacancy
in the office, at the first meeting in each year or as soon thereafter as may be
practicable, the Common Council shall appoint by ballot one of its members to
preside at the meetings, and the presiding officer thus chosen shall be vested
with all the powers and perform all the duties of the Mayor of the city, except as
provided in the City Charter§ C-33A(1), until the Mayor shall resume the duties
of the office or the vacancy shall be filled for the unexpired term by election
according to law. The officer so appointed shall be styled "Acting Mayor" and
shall sign all necessary papers with his/her name, adding thereto the words
"Acting Mayor."
1) The Acting Mayor shall not be vested with the voting powers of the
Mayor as described in the City Charter§ C-30, but shall instead
exercise the voting rights afforded Council members other than the
Mayor.
ii, The Common Council may in the same manner appoint another of its members
as Alternate Acting Mayor, to assume all the powers and perform all the duties of
the Mayor of the city in the same manner and fashion as the Acting Mayor
whenever the Acting Mayor is required to assume the powers and duties of the
Mayor's office but is unable to do so in consequence of sickness or absence from
the city.
VI. Receipt of Reports
i. The Common Council may vote to ACCEPT in whole or in part the report of any
person, consultant, committee, task force, or other group. Acceptance is hereby
defined to mean that the Common Council acknowledges receipt of the report and
thanks its author for it.
ii. The Common Council may vote to ENDORSE any such report in whole or in part.
Endorsement is hereby defined to mean that the Common Council acknowledges
receipt of the report, thanks its author for it, and concurs in its findings and/or
recommendations.
7
Common Council Rules DfProcedure
Revised March 7. 2018
iii The Common Council may vote 0O ADOPT any such report in whole Qrinpart.
Adoption is hereby defined to mean that the Common Council acknowledges
receipt of the report, th@OhS its author for it, and h]rDlG||y CO0O[OitS itself to
implementing its recommendations.
iv. The Common Council may vote to REJECT any such report in whole or in part.
This may be done either by voting down aO acceptance Dr@Oadoption
resolution, Qrby passage 8f8 resolution Vf rejection. Such a resolution means
that while the Common Council has received the report, it finds it unsatisfactory
and/or does not choose tO implement its findings.
V||. VacanCi8s
i. In the event that a vacancy iS created 8O Common Council pursuant k}Article 3
0f New York State Public Officers Law, Council shall fill such vacancy until the
next regularly scheduled nnUniCip8| election,
ii. A Council Selection Committee shall consist of:
a. The Mayor;
b. The Council member from the same Ward in which the vacancy has been
CrG8[8d�
'
C. Another member of Council as selected by the Mayor.
i. Within 7 days of the receipt of written notice of the creation Of G vacancy,
the City Clerk shall post a notice Qf vacancy and request that interested
candidates submit an application to the City Clerk.
ii. The Council Selection Committee shall review applications and schedule
a meeting 8i which candidates have the opportunity t0 present themselves
and answer questions.
iii. The Council Selection Committee shall, within 3O days Df the posting of
the vacancy by the City Clerk, present recommended candidate to
Common Council for avote. The candidate shall be approved upon majority
vote Of Common Council.
iv. Approved candidates shall be seated a1 the next Common Council
meeting.
V, |O the event that Common Council does not approve the recommended
candidate, the Council Selection Committee shall have the option Vfpresenting
an alternate candidate ai the same meeting, nr tabling the recommendation until
the next Common Council meeting.
V|||. Removal 8faCouncil Member
Common Council may initiate the removal Of8 Common Council member for misconduct Q[
@b[DgGhQM of duties, otherwise being unfit for services OR pursuant to New York State
Public Officers L@vv 30(1). for failure to maintain residence in the Ward for which the
member was elected, as defined iD City Code § 8O-87(B)(2).
i� Robert's Rules Of Order shall 0OVerO the process for investigating a C|8i0 that member
is unfit for membership and ultimately removing a Common Council member from office.
ii. FlemQv@| of Common Council member shall Create @ vacancy, pursuant to /\dide 3 Of
New York State Public Officers Law, which shall befilled aS outlined iO Section V|| abOVe."
|X Rules OfProcedure
|O any matter Qf procedure not governed by these rules, the Common
Council shall be governed by Robert's Rules OfOrder.
8
Common Council Rules of Procedure
Revised March 7, 2018
X. Amendment and Suspension of the Rules
i. These rules shall not be altered or amended except by two-thirds vote of the entire
Common Council, and then only after at least one week's notice accompanied by a
written or printed copy of the proposed alteration or amendment.
ii. These rules may be temporarily suspended by a two-thirds vote of the Common
Council.
XI. Communication and correspondence with Council Members and the Public
X1. A Communications between Council Members and Staff
XIA- 1. Council members who need information from City staff to assist them in developing
policy or in responding to a request from a constituent, shall transmit information requests to the
department head or directly to the department staff.
XIA- 2. Whenever Council members seek information directly from departmental staff, the
following procedures should be pursued since individual Council members do not supervise
staff nor do they establish or change programs.
1) If the information request is more than minimal in terms of staff time
required, the Council member should direct the inquiries to the Mayor or
the chair of the committee to which the department reports. If the
Mayor or the committee chair declines to authorize the request, an
appeal may be made to the appropriate committee; and if that fails, to
the whole Council.
XIA- 3. A. Council member should never attempt to influence the conduct of a staff person
on the job. Any concerns that a Council member has about a staff person's conduct on the job
or job performance should be directed to the Department Head, the Mayor, the Human
Resources Director or the appropriate committee.
1) In the event that any Council member does so attempt to influence the
conduct of a City staff member on the job, the staff person should bring
this to the attention of the department head who will in turn notify the
Human Resources Director, the Mayor and the Chair of the committee to
which the department reports.
B. Use of Council letterhead
XIB — 1 The primary use of Common Council letterhead stationery is to communicate official
Council positions on matter of public concern. These positions may be communicated by
members of Council designated to speak for the whole when a majority of Council members
have consented.
XIB— 2- A secondary use of Common Council letterhead stationery is to allow individual Council
members to express views regarding matters of official City business. In these instances it shall
be clear that that the opinion expressed by the Council member is that member's opinion only
and may not be the official opinion of the City or Council as a body.
XIB - 2 —a —When expressing her/his own position on City letterhead, a Council member shall
use letterhead designating her/his office, e.g. "Ezra Ithacan, Sixth Ward Alderperson, Common
9
Common Council Rules DfProcedure
Revised March 7. 2018
Council, City of Ithaca." This personal letterhead may also be used, for example, for letters of
reference or recommendation if the Alderperson, in her/his capacity as a City official, has known
the subject.
}{|B- 2 — b—When two Or more Council members collaborate to express 8 view not officially
advocated by the majority Of[}OUOCi|, thDseA|derpenSOns0Gye}e(tFoOiC@|1ydeSigntheirOwn
joint letterhead indicating their names and offices, Or use Council letterhead, but in either case
shall explicitly state in the letter that their view is not that of the majority or the official view.
>{|B- 3— Council members shall not use City letterhead stationery Drthe City logo for their
private correspondence or on behalf of private individuals or organizations. Correspondence on
letterhead should never give the appearance Of using the office OfA|de[pe[3OO for personal gain
or influence.
C. Access bytelephone.
}{|C -1. Council members shall maintain and publicize a local telephone number such that
members of the public can be reached by telephone without incurring long-distance fees.
){||. Budget Review Meetings.
i. After receiving the K4@yUr'S proposed budget, the C0rnmnOn Council shall
conduct 8 committee meeting (O[ series of committee meetings) for the
purpose of reviewing the proposed bUdget, receiving presentations from City
departments and agencies and affected City-sponsored programs,
considering possible modifications 1Othe Mayor's budge[ conducting two or
more public hearings OQ the budget (in addition to the public hearing required
at the regular Common Council meeting in November), and recommending a
proposed budget to be voted VpDO by the CoQOOlDn CQuRd} at a regular or
special Common Council meeting.
ii. The afore-mentioned budget review meetings shall be considered to be
Committee Of the VVhO|e (C(]TVV) meetings and shall be subject to the
fo||OvViDQ pn]CSdUrB| rules:
3. The C{}TVV shall consist of the fU|| membership of CoA1nOVO Council,
including the Mayor.
b. These C[)TVV meetings shall be organized by the CO0nlitt8e of
Common Council charged with budget and finance matters (i.e., the City
/\drOiOiStn3b8n Committee or whichever successor committee is
responsible for budget and finance 0attenS\.
c. A quorum for purposes Of conducting business eh8|| be a simple
majority Of the whole membership of [|QrOrROn CVUnCi|. i.e.. Sin
members, and the Mayor shall not count toward said quorum.
d. The Mayor shall not be entitled to vote except to break 8 5-5 tie in the
vote of the other members of the COTVV.
to
Common Council Rules DfProcedure
Revised March 7. 2018
e. The budget revewCOTVV meetings shall be chaired by the chairperson
of the committee of Common COUOCi| that is charged with budget and
f{O@OCe matters (i.e.' the City Administration Committee or whichever
successor committee iS responsible for budget and finance rnatter3).
f. All budget review C|OTVV meetings are subject tOthe Open Meetings
L8vv. and are, therefore, open t0the public and require advance notice
as provided by law. However, with the exception Of those C(]7W
DleeUOOs' which are specifically designated as "public hearings,"
members of the public Sh8|| not be entitled to 0@he public CO00eAt at
the C{}TW meetings, unless the COTVV decides otherwise bymajority
vote. For those C{JTVV meetings that are specifically designated GS
"public heariOgS." orat any other COTVV meeting where the public has
been permitted to comment, the same rules as to public comment which
are applicable to regular COnnnnVn Council meetings Or other Council
committee meetings shall apply.
g. A1 the first meeting in any year Qfthe budget review CC)TVV. the Mayor's
proposed budget shall be moved (and seconded) for recommended
approval by COmDlOO Council, for the sake of discussion and possible
amendment. lFher83fter, including at subsequent C[)TVV meetings, the
chair shall entertain proposed amendments tOthe Mayor's budget, with
regard to any line Qr amount therein, which proposed amendment shall
require a second in order tobeconsidered. For passage hy the C{]TVV,
any such amendment Sh8|| require the affirmative vote of at |e8S[ six of
those {}[}TVV nleOlherS present. FO|iOvviOg the consideration of all
proposed amendments, the COTVV shall vote oO@ recommendation, tO
Co/nnoVn COUnCi|, of proposed budget, including any 8nnendrneniS
which have been acted upon affirmatively by the COTVV. If for any
reason the C(]TVV is unable 1O make such G recommendation, then the
Mayor's pPOpOS8d budget shall be DlOVed for discussion at C3rOOlOO
Council meeting fO||DvYiOg the CO0p!eUOR of the scheduled budget
review C[)TVVmeetings.
h. Except as otherwise provided for herein, the meetings of the budget
review C{]TVV shall be governed by Robert's Rules OfOrder.
Nothing herein is intended to restrict the ability Of the COrOrDOD C|DUDci| to
@OleOd the proposed budget at @ CO0DlOn COuOd| meeting, prior to its
adoption.
ll
For Item 5.2
N1 CITY OF ITHACA
........ 108 East Green Street Ithaca, New York 14850-5690
MAYOR'S OFFICE
Dan Cogan, Chief of Staff
Telephone: 607-274-6512
Email: dcogangcityofithaca.org
To: City Administration Committee
From: Dan Cogan, Chief of Staff
Date: August 14, 2019
Re: Whether to require visitors to City Hall to show IDs
"The New York State Public Employer Workplace Violence Prevention Act, signed into
law in 2006 and codified as section 27-B of the labor law,went into effect on March 4, 2007,
and the final regulations were promulgated on April 29, 2009, giving public employers 120
days—until August 27, 2009—to comply. The law requires all public employers to
establish a written Workplace Violence Prevention Policy, and public employers with
twenty or more employees are further required to establish and implement a Workplace
Violence Prevention Program. The contents of such a program are enumerated in
significant detail in the regulations. See 12 N.Y.C.R.R, Part 800.6."
The City of Ithaca has complied with these regulations as follows:
• Formed a Workplace Violence Prevention Committee (WVPC)
• In July 2007 Council allocated funding to conduct a security assessment of all City
facilities.
• In February 2008 Council allocated up to $51,000 in funding to implement
workplace violence prevention improvements recommended in that report.
• In April 2008 Council approved the City's Workplace Violence Prevention Policy, as
required by the new law.
In February 2009 a member of the public threw shoes at elected officials during a Common
Council meeting. Immediately thereafter, access to City Hall was reduced to the east
entrance and IPD began to staff a security desk.
In September 2009, to reduce the burden on IPD and to reduce costs, Common Council
awarded a contract for private security services to RISCS Incorporated, which has been
providing security services for the last decade. The policy during that time has been to
1 https:llnyassembly.gov/comm Wori(PlaceSafe/20101105/index.�df
have members of the public go through a metal detector and have their bags searched for
any weapons. City staff are generally allowed to enter and leave without going through a
security screening.
Over the last ten years there have been discussions about whether City Hall security
should continue and if so, whether the security measures should be increased. For
example, it has been suggested that perhaps City employees should also be subject to
security screening. However, when City employees were asked about this in a survey a
few years ago, the majority of respondents said that City employees should not be
screened upon entering City Hall.
Visitors to City all
It has also been proposed that members of the public should show ID and/or sign in upon
entering City Hall to help keep our employees safe in their workplaces and protect them
from malicious actors. In fact, in the same employee survey referenced above, a majority of
respondents agreed that visitors should be required to sign in.
Title 12 of the New York Codes, Rules and Regulations (12 NYCRR) Part 800.6 includes the
following language:
"It is the purpose of this part to ensure that the risk of workplace assaults and
homicides is evaluated by affected public employers and their employees and that
such public employers design and implement protection programs to minimize the
hazard of workplace violence to employees.
Factors which might place an employee at risk include but are not limited to:
(i) Working in public settings (e.g. Social Service Workers, Police Officers,
Firefighters, Teachers, Public Transportation Drivers, Health Care Workers,
other Governmental Workers or Service Workers);
(v) Working in a location with uncontrolled public access to the workplace;
or
(vi) Areas of previous security problems."
Our current security protocols try to strike a balance between maximum safety for City
employees and the public's desire for unfettered access to local government. However,
while we do not have uncontrolled public access to City Hall,we also do not have a
reliable way to ensure that members of the public who have been flagged as security risks
are identified at the security desk. Checking IDs would help with this.
Some might note that during public meetings there can be dozens of attendees, if not
hundreds, and that there are often long lines to get through security. Checking everyone's
IDs could slow that process down further. To address this, the City could require that
visitors show IDs during business hours, which would maximize the safety benefits to our
employees, and would allow members of the public to enter without showing IDs after
regular business hours to facilitate attendance and participation in public meetings.
Listed below are some pros and cons of this approach.
Potential Benefits of Visitors' Showing ID and/or Signing I
- Will make it easier for security to identify members of the public who should not
have access to City Hall or who have previously been identified as security risks.
Currently we rely on security personnel's ability to recognize the faces of high-risk
individuals, which is unreliable.
- Requiring visitors to first identify themselves would discourage mischief-makers
from coming into City Hall, as they would know that their identities are known.
- The higher the level of interaction that security personnel have with visitors, the
better able they are to assess a persons mental state and whether that person
presents a security risk.
Potential Drawbacks of Visitors' Showing ID and/or Signing In
- Some visitors may not have photo IDs, and those that do may not bring them when
they come to City Hall.
- Checking IDs could slow down the process of screening people, especially when
there are large groups.
- Some members of the public may feel that this is additional government intrusion,
especially in light of recent concerns over the expansion of activities by Immigration
and Customs Enforcement (ICE) and Customs and Border Patrol. Non-citizens and
members of historically marginalized and targeted communities may feel less
welcome in City Hall.