HomeMy WebLinkAboutMN-CA-2019-12-18CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK
Regular Meeting 6:00 p.m. December 18, 2019 PRESENT:
Alderperson Mohlenhoff – Chair
Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen OTHERS PRESENT:
Chief WWTPO – Kilgore
Police Lieutenant – Schwartz City Attorney – Lavine Fire Chief – Parsons IURA Director – Bohn
Community Life Commission Chair – Lisa Swayze
Chief of Staff – Cogan HR Director – Michell-Nunn Controller – Thayer
1. Call to Order
1.1 Agenda Review: Chairperson Mohlenhoff added the following to the agenda – Item 3.6 – East Hill Historic Grant. 1.2 Review/Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes from the
November 16, 2019 meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 1.3 Statements from the Public
Brian Noteboom, of Newfield, attended the meeting in support of the apprenticeship program. He wants
this item to stay in the forefront of City officials and he asked to be a part of any discussions around this program. 1.4 Statements from Employees. None.
1.5 Council Response Chairperson Mohlenhoff stated that more information about the apprenticeship program would be provided in the new year.
Alderperson McGonigal thanked Mr. Noteboom for coming and speaking. He, too, wants to keep this topic on the minds of Council. Alderperson Gearheart thanked Mr. Noteboom for his support on this topic and encouraged him to
continue offering tours of their facility. 2. Consent Agenda Items. None.
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3. Finance, Budget and Appropriations 3.1 Police – Request to Amend 2019 Authorized Budget for NYS Homeland Security Grant Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart.
WHEREAS, the Ithaca Police Department (IPD) recently received a US Department of Homeland
Security State Homeland Grant administrated by New York State for $100,000, and
WHEREAS, the grant will be used to develop and enhance tactical team response capabilities through
equipment, training and exercise, with funding through August 31, 2021, and
WHEREAS, equipment and resources purchased through this grant will include: Helmet mounted night
vision devices, self-contained breathing apparatus, tactical body armor, rapid response vehicle for
transport of personnel and equipment, CBRN protective ensemble and backfill of overtime of training;
now, therefore, be it
RESOLVED, That Common Council hereby amends the 2019 authorized Police Department Budget to
account for the $100,000 New York State Homeland Security and Emergency Services Grant as follows:
Increase Revenue Account:
A3120-4320 Police Federal Aid $100,000
Increase Appropriation Accounts:
A3120-5125- 5001 Police Overtime $ 10,000
A3120-5215- 5022 Vehicles $ 39,000
A3120-5225- 5022 Police Equipment $ 51,000
$100,000
A vote on the resolution resulted as follows: Passed unanimously. 3.2 IURA - Community Housing Development Fund, Rescind Prior Authorized Funding Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick.
WHEREAS, Cornell University, Tompkins County and the City of Ithaca annually contribute funding to the Community Housing Development Fund (CHDF) to financially assist projects that increase the supply of affordable housing; and
WHEREAS, due to a 2017 administrative error, the City of Ithaca’s balance of funds available to invest in
affordable housing projects was mistakenly increased by $150,000 and Cornell University’s balance of funds available was mistakenly decreased by $150,000; and WHEREAS, this error resulted in the City over-committing $127,000 in funding rounds #17 and #18; and
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WHEREAS, Cornell has agreed to assume the following City CHDF financial commitments:
• $70,000, Round #17, 402 S. Cayuga Street project,
• $100,000, Round #18, Cayuga Flats project (formerly known as INHS Scattered Sites); and
WHEREAS, the City of Ithaca previously authorized expenditures for the above listed projects by resolutions dated February 7, 2019, and July 3, 2019, though such funds have not been disbursed; now, therefore, be it
RESOLVED, That the Common Council for the City of Ithaca hereby rescinds authorization to expend City
of Ithaca CHDF contributions for the following projects that will receive funding from Cornell University’s contributions to the CHDF:
• $70,000, Round #17, 402 S. Cayuga Street project, and
• $100,000, Round #18, Cayuga Flats project (formerly known as INHS Scattered Sites). A vote on the resolution resulted as follows:
Passed unanimously.
3.3 Controller - Request to Amend 2019 Budget Judgements and Claims Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. WHEREAS, during 2019, the City has experienced an increase in expenses related to litigation, and
WHEREAS, during 2019, the City is anticipating a bit higher than budget collections in sales tax revenue; now, therefore, be it
RESOLVED, That Common Council hereby amends the 2019 Authorized Budget to account for the
increase in litigation expenses as follows: Increase Revenue Account: A0001-1101 Sales Tax $200,000
Increase Appropriations Account: A1930-5000 Judgements and Claims $200,000 A vote on the resolution resulted as follows:
Passed unanimously.
3.4 DPW – IAWWTF – Request to Amend CP 422J Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart.
WHEREAS, the Ithaca Area Wastewater Treatment Plant (IAWWTP) is in need of certain Capital
Improvements, and
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WHEREAS, a Capital Project CP #422J was established on December 6, 2017, in the amount of
$434,175 for Design of Miscellaneous Plant Improvements to the IAWWTP, and WHEREAS, on September 19, 2018, the Special Joint Committee (SJC) unanimously recommended to the Owners that this project be authorized and funded in an amount not to exceed $7,190,000 for the
costs required to construct the Grit Removal and Concrete Restoration project in its entirety, and
WHEREAS, bids were received for the Ithaca WWTF Grit Removal and Miscellaneous Improvements Project on November 26, 2019, and Staff, in association with the Plant’s consulting engineers, GHD, have completed the Post-Bid Project Cost Analysis, and
WHEREAS, Staff, in association with the Plant’s consulting engineers GHD, have concluded that GHD's "opinion of probable project costs" (Engineers Estimate) was low, and the bids received were responsive and reflective of today's reality, and
WHEREAS, whether the Contract is Awarded or Re-Bid the project funding authorization will need to
be increased as follows:
Original Cost Authorized Revised Cost Estimate Change
Contract 1 – General $4,420,000 $7,417,175 $2,997,175
Contract 2 - Electrical $1,260,000 $2,043,600 $783,600
Contract 3 - HVAC $310,000 $521,900 $211,900
Subtotal Construction $5,990,000 $9,982,675 $3,992,675
Contingency $600,000 $325,000 ($275,000)
Total Construction $6,590,000 $10,307,675 $3,717,675
Engineering, Testing, Legal, Administration $600,000 $800,000 $200,000
Total Project Cost $7,190,000 $11,107,675 $3,917,675
Now, therefore, be it
RESOLVED, the SJC recommends to the Owners that this project be authorized and funded in an additional amount not to exceed $3,917,675 for the costs required to construct the Grit Removal and Concrete Restoration project in its entirety, and be it further RESOLVED, That with this latest amendment the total Project Authorization for said project shall be an
amount not to exceed $11,541,850, and be it further RESOLVED, that funds necessary for said amendment shall be derived from the issuance of Serial Bonds, and be it further
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RESOLVED, That SJC hereby recommends authorization of this project contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows:
Municipality Percentage Total Project Cost Increased Cost Authorization
City of Ithaca 57.14 $6,346,925 $2,238,559 Town of Ithaca 40.88 $4,540,818 $1,601,546 Town of Dryden 1.98 $219,932 $77,570 $11,107,675 $3,917,675
A vote on the resolution resulted as follows: Passed unanimously. 3.5 Finance – Approval of Bond Authorization
Moved by Alderperson McGonigal. Seconded by Alderperson Gearhart.
The City borrows funds twice a year. This request is to approve the authorization of Capital Projects approved by Common Council since the last authorization in June 2019. The projects needed for authorization include projects approved as part of the 2020 budget and any previously authorized
projects not yet included in the bond resolution. The projects needed for authorization are in the amount
of $12,023,475. The total issuance for late February will be $11,062,800 plus renewal of the Bond Anticipation Notes (BANs) coming due. Of the new money, $9,935,000 is needed for General Fund purposes.
A vote on the resolution resulted as follows: Passed unanimously. 3.6 Historic Resources Survey Grant Application
Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart.
WHEREAS, as a participating municipality in the Certified Local Government (CLG) program, the City of Ithaca is required to regularly update its inventory of historic resources, an activity typically conducted through historic resource surveys; and
WHEREAS, in a recent review of the City’s CLG activities from 2013- 2016, the State Historic Preservation Office (SHPO) noted that the City had not applied for CLG funding to conduct a historic resource survey during the evaluation period and “strongly encourage[d] the City to seek a CLG grant this coming grant cycle for a historic resource survey”; and
WHEREAS, the City’s comprehensive plan, “Plan Ithaca”, also recommends seeking grant funding to conduct intensive-level surveys of historic resources; and WHEREAS, the Department of Planning, Building, Zoning & Economic Development proposes to
apply to the New York State Office of Parks, Recreation and Historic Preservation Certified Local
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Government Sub-grant program for funds to engage a consultant to survey and document nineteen (19)
selected historic resources adjacent to the western boundary of the East Hill Historic District; and WHEREAS, such sub-grants are available exclusively to New York State government entities that have received certification from the New York State Office of Parks, Recreation, and Historic
Preservation, such as the City of Ithaca; and
WHEREAS, the estimated project budget is between $8,000 and $10,000 for which the CLG Sub-grant program guidelines recommend a local match of 40%, which can be a combination of in-kind, services and/or cash contributions; and
WHEREAS, the Department plans to satisfy the 40% local match through in-kind contributions of City personnel professional services, and donated volunteer research work; now, therefore, be it RESOLVED, That Common Council authorizes the application for a Certified Local Government Sub-
grant to survey and document nineteen (19) selected historic resources adjacent to the western boundary
of the East Hill Historic District along N. Aurora, E. Court, and Linn Streets. A vote on the resolution resulted as follows: Passed unanimously.
4. City Administration, Human Resources, and Policy 4.1 Fire – Approval of City of Ithaca/Town of Ithaca Fire Contract Moved by Alderperson McGonigal. Seconded by Alderperson Gearhart.
WHEREAS, the existing agreement between the Town of Ithaca and the City of Ithaca by which the Ithaca Fire Department provides service to the Town of Ithaca is set to expire on December 31, 2019; and
WHEREAS, in recent negotiations, the Town and the City have agreed on renewal terms generally
similar to the previous contract, but now accommodating the additional four firefighter positions recently added to the IFD budget, and without volunteer staffing requirements to accompany those or future increases in professional staff; now, therefore, be it
RESOLVED, That the Mayor, upon review by the City Attorney, is hereby authorized to execute an
agreement substantially similar to the agreement included herewith, and with such exhibits as may be recommended by the City Controller and the City Attorney, setting a new term for this contract to expire on December 31, 2024.
A vote on the resolution resulted as follows: Passed unanimously. 4.2 Highlights from Employee Engagement Survey
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HR Director Michell-Nunn and Chief of Staff Cogan gave highlights from the Employee Engagement
Survey. The next steps would be
• Implementation teams formed
• 2020 goals created by department heads
• Departments to be visited by the HR Department to assist with the survey
• Survey repeated in 2-3 years
The HR Director will send the results of the survey to Common Council. 5. Discussion
5.1 Shopping Carts
Community Life Commission Chairperson Lisa Swayze attended the meeting to give an update about the shopping carts. 5.2 Council Rules of Procedures
The Committee suggested some topics to find out more information about
• Agenda Deadlines
• Consent or Standing Agenda Items
• Deadline to Submit Cards for Public Comments
• Commission Liaison Reports at Common Council Meeting
The Committee agreed that this item would be discussed at the meeting next month. 6 Meeting Wrap-up
6.1 Announcements 6.2 Next Meeting Date: January 15, 2020.
6.3 Review, Agenda Items for Next Meeting
• Monthly Meeting Date: The Committee discussed whether the day of the City Administration Committee meeting should be changed. More discussion to follow.
6.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 8:12 p.m.