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HomeMy WebLinkAboutMN-CA-2021-10-27CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 5:33 p.m. October 27, 2021 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen OTHERS PRESENT: Alderpersons (2) – Brock, Lewis Director of Engineering Services – Logue City Clerk – Holcomb HR Director – Michell-Nunn Controller – Thayer Chief of Staff – Vavra Deputy Controller – Andrew 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 August 25, 2021 meeting of the City Administration Committee. Seconded by Alderperson Nguyen. 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 Finance – Amendment to Chamberlain’s Personnel Roster Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, the Chamberlain’s Office is seeing retirements and job movement after many years with the same office organization; and WHEREAS, the City Chamberlain reviewed the current Fiscal Manager position and determined that the growth in responsibilities and changing office work environment merits a reorganization; and WHEREAS, the position used to be Deputy City Chamberlain; and WHEREAS, the Chamberlain’s Office has worked closely with HR and received approval from the Civil Service Commission to create the Deputy City Chamberlain position again; now, therefore, be it RESOLVED, That the Personnel Roster of the City Chamberlain’s Office be amended as follows: City Administration Committee Meeting October 27, 2021 Page 2 Add: One (1) Deputy City Chamberlain Delete: One (1) Fiscal Manager and be it further RESOLVED, That the position of Deputy City Chamberlain shall be assigned to the Management Compensation Plan at salary grade 8, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees Retirement System the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week), and, be it further RESOLVED, That the funding for this change shall be derived from existing funds within the City Chamberlain’s Office budget. A vote on the resolution resulted as follows: Passed unanimously. 2.2 Clerk – Amendment to Personnel Roster Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, the COVID-19 pandemic has changed the manner in which the City of Ithaca conducts business with its residents and has increased the need for sophisticated technical solutions to protect the City’s investment in technology infrastructure; and WHEREAS, the Department of Public Information and Technology has conducted a staffing needs assessment and is in the process of updating and upgrading several key staff positions; and WHEREAS, the Department has identified the need to create a position with an advanced skill set to provide the level of knowledge, skills, and experience needed to manage the City’s technology inventory and assets; and WHEREAS, a primary responsibility of the Information Systems Endpoint Analyst position is to provide technical support for the City’s emergency response vehicles and personnel; and WHEREAS, this position is needed to provide additional support to the Information System Managers and the proposed new Desktop Specialist position; now, therefore, be it RESOLVED, That the Personnel Roster of the Department of Public Information and Technology be amended as follows: Add: One (1) Information Systems Endpoint Analyst Delete: One (1) Network Integration Specialist and, be it further City Administration Committee Meeting October 27, 2021 Page 3 RESOLVED, That the position of Information Systems Endpoint Analyst shall be assigned to the Confidential Employees Compensation Plan at salary grade 9, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees Retirement System the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week), and, be it further RESOLVED, That the funding for this change shall be derived from existing funds within the approved departmental budget. A vote on the resolution resulted as follows: Passed unanimously. 3. Action Items 3.1 A Proposed Resolution of the City of Ithaca in Tompkins County; Agreeing to pay the costs and responsibilities of local features (Betterments) on or along Route 366 within the geographical jurisdiction of the City of Ithaca Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart. WHEREAS, the New York State Department of Transportation is sponsoring a highway resurfacing project, identified as PIN 3603.79, located on Route 366, also known as Dryden Road, at Sta. ML 101+00 to Sta. ML 307+56, (from the east City/Town line east to Rt 13), for a total of 3.9 miles in the towns of Dryden and Ithaca; and WHEREAS, the State of New York has extended the milling and resurfacing limits into the City per the request of the City of Ithaca and the plans and specifications have been prepared and are hereby referred to as municipal work; and WHEREAS, the City of Ithaca approves the plans of this municipal work and desires to have this work included with the State project; and WHEREAS, the State of New York has estimated the cost of the municipal work at $50,000 and has agreed to include this municipal work with the State project identified above and described in Schedule A provided the City of Ithaca agrees to pay the cost of such Betterment(s); now, therefore, be it RESOLVED, That the City of Ithaca does approve the cost estimate of its project to be performed by the State; and be it further RESOLVED, That the City of Ithaca shall maintain such highway Betterment(s); and be it further RESOLVED, That the City of Ithaca will deposit with the State Comptroller in a project escrow account the full amount of the estimate for the cost of the Betterment as described in Schedule A of the Agreement for the payments by the State Comptroller for the Municipal work; and be it further City Administration Committee Meeting October 27, 2021 Page 4 RESOLVED, That in the event the cost exceeds the amount of the deposit, the City of Ithaca shall within 90 days of the receipt of notice from the Commissioner to pay the amount of such deficiency to the State Comptroller; and any excess of the deposit shall be paid to the Municipality on the warrant of the State Comptroller on vouchers approved by the Commissioner after project close out; and be it further RESOLVED, That the City of Ithaca hereby authorizes the Mayor to enter into an agreement with the State of New York and through the Commissioner of Transportation to commit the City of Ithaca to maintain at its own expense the Betterment(s) on the above-identified project; and that such agreement provides that maintenance shall include the repair and replacement of equipment and the operation of such Betterment(s); and be it further RESOLVED, That the Clerk of the City of Ithaca is hereby directed to transmit four (4) certified copies of the foregoing resolution to the State Department of Transportation addressed through: Gina E. Miller, P.E. Sen. Hughes State Office Building 333 East Washington Street Syracuse, New York 13202 A vote on the resolution resulted as follows: Passed unanimously. 3.2 Adoption of the Tompkins County Hazard Mitigation Plan: 2021 Update Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, all jurisdictions within Tompkins County have exposure to natural hazards that increase the risk to life, property, environment, and the economy; and WHEREAS, pro-active mitigation of known hazards before a disaster event can reduce or eliminate long-term risk to life and property; and WHEREAS, The Disaster Mitigation Act of 2000 (Public Law 106-390) established new requirements for pre- and post-disaster hazard mitigation programs; and WHEREAS, a Planning Partnership of all Tompkins County municipalities was formed to pool resources and create consistent mitigation strategies within Tompkins County; and WHEREAS, the Planning Partnership completed a planning process that engaged the public, assessed the risk and vulnerability to the impacts of hazards, developed a mitigation strategy consistent with a set of uniform goals and objectives, and created a plan for implementing, evaluating and revising this strategy; and WHEREAS, the adoption of this Plan is necessary in order for the City of Ithaca to become eligible for FEMA Hazard Mitigation Assistance; now, therefore, be it City Administration Committee Meeting October 27, 2021 Page 5 RESOLVED, That the City of Ithaca, as a participating jurisdiction in the Plan’s development, adopts the Tompkins County Hazard Mitigation Plan: 2021 Update (the “Plan”) as the City’s Hazard Mitigation Plan, and be it further RESOLVED, That the City of Ithaca will: 1) Use the adopted Plan to guide pre- and post-disaster mitigation of the hazards identified; 2) Continue to support the Planning Partnership as described within the plan; including the updating of the Plan no less than every five (5) years; 3) Incorporate mitigation planning as an integral component of government operations. A vote on the resolution resulted as follows: Passed unanimously. 3.3 Approval of the 2022 Amendment to the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium Moved by Alderperson McGonigal. Seconded by Alderperson Gearhart. WHEREAS, the City of Ithaca is a Participant in the Greater Tompkins County Municipal Health Insurance Consortium (the "Consortium"), a municipal cooperative organized under Article 47 of the New York Insurance Law; and WHEREAS, the municipal participants in the Consortium, including this body, have approved and executed a certain Municipal Cooperation Agreement (the "Agreement"; effective date of October 1, 2010); and WHEREAS, Article 47 of the New York Insurance Law (the "Insurance Law") and the rules and regulations of the New York State Department of Financial Services set forth certain requirements for governance of municipal cooperatives that offer self-insured municipal cooperative health insurance plans; and WHEREAS, the Agreement sets forth in Section Q2 that continuation of the Consortium under the terms and conditions of the Agreement, or any amendments or restatements thereto, shall be subject to Board review and upon acceptance of any new Participant hereafter; and WHEREAS, by motion 001-2021 the Consortium's Board of Directors recommends approval of the 2022 Amended Agreement; and WHEREAS, the Municipal Cooperative Agreement requires that amendments to the agreement be presented to each participant for review and adopted by its municipal board; and WHEREAS, the City of Ithaca is in receipt of the proposed amended Agreement and has determined that it is in the best interest of its constituents who are served by the Consortium to amend the Agreement as set forth in the attached 2022 Amended Municipal Cooperative Agreements; now therefore, be it City Administration Committee Meeting October 27, 2021 Page 6 RESOLVED, That Common Council approves and authorizes the Chief Executive Officer to sign the 2022 Amendment to the Municipal Cooperative Agreement of the Greater Tompkins County Municipal Health Insurance Consortium, and be it further RESOLVED, That the City Clerk is hereby authorized to execute this resolution to indicate its approval, transmit a copy thereof to the Board of Directors of the Greater Tompkins County Municipal Health Insurance Consortium, and take any other such actions as may be required by law. A vote on the resolution resulted as follows: Passed unanimously. 4. Discussion. No items were submitted. 5. Meeting Wrap-up 5.1 Announcements Due to the holidays, the City Administration Committee meeting for November and December will be November 17, 2021, and December 15, 2021, respectively. 5.2 Next Meeting Date: November 17, 2021 5.3 Review, Agenda Items for Next Meeting. None. 5.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 5:51 p.m.