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HomeMy WebLinkAboutMN-CA-2021-12-15CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. December 15, 2021 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen Mayor (1): Myrick OTHERS PRESENT: City Attorney – Lavine Youth Bureau Director – Klohmann Bridge Systems Engineer – Gebre Director of Engineering Services – Logue Chief of Staff – Vavra HR Director – Michell-Nunn Controller – Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review: Chairperson Mohlenhoff stated that two resolutions, the Aurora Street Streatery and the Human Services Coalition, were tabled at the last meeting of the City Administration Committee. The Aurora Street Streatery resolution has been heard and resolved. The Human Services Coalition (HSC) resolution, the city and the HSC are working out the details on the concerns expressed. 1.2 Review/Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes from the City Administration Committee meeting held on November 17, 2021. Seconded by Alderperson Gearhart. Motion carried unanimously. 1.3 Statements from the Public Zachary Winn, Ithaca resident, wrote a letter to the City of Ithaca. Residents of the west end expressed concerns about the thefts, drugs and violence happening in the west end and asked what plan was in place to deal with these issues. 1.4 Statements from Employees. None. 1.5 Council Response Alderperson McGonigal responded that the city has met with some west end business owners and they are working on a plan. 2. Consent Agenda Items 2.1 Youth Bureau – Amendment to the 2022 Personnel Roster Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. City Administration Committee Meeting December 15, 2021 Page 2 WHEREAS, The Youth Bureau is requesting permission to amend the 2022 personnel roster; and WHEREAS, the Youth Bureau requests a decrease in hours for the current PSMP Youth Program Coordinator (40 hours) to 35 hours; and WHEREAS, the Youth Bureau would like to fund the vacant Youth Program Coordinator (35 hours) and defund the Youth Program Coordinator (40 hours) on their roster; now, therefore, be it RESOLVED, That the Personnel Roster of the Youth Bureau shall be amended effective January 1, 2022, as follows: Fund One (1) Youth Program Coordinator (35 hours) Defund: One (1) Youth Program Coordinator (40 hours) A vote on the resolution resulted as follows: Passed unanimously. 2.2 HR - Amendment to Personnel Roster Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, Common Council adopted the 2022 budget on November 3, 2021; and WHEREAS, the approved 2022 Human Resources Department budget included the upgrade of the Human Resources Office Assistant position to Human Resources Administrative Assistant, and WHEREAS, the Ithaca Civil Service Commission has adopted the proposed Human Resources Administrative Assistant job description; now, therefore, be it RESOLVED, That the Personnel Roster of the Human Resources Department be amended as follows: Add: One (1) Human Resources Administrative Assistant Defund: One (1) Human Resources Office Assistant and be it further RESOLVED, That the Human Resources Office Assistant position shall remain on the Human Resources Department personnel roster in an unfunded capacity until such time as the employee successfully completes the civil service examination process for Human Resources Administrative Assistant, at which time the position shall be abolished, and be it further RESOLVED, That the position of Human Resources Administrative Assistant shall be assigned to the Confidential Employees Compensation Plan at salary grade 5, and be it further City Administration Committee Meeting December 15, 2021 Page 3 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 seven (7) hours per day (thirty-five (35) hours per week), and be it further RESOLVED, That additional funding in the amount of $2,009.00 to implement this change using the recently adopted 2022 Confidential Employees Compensation Plan shall be derived from the existing 2022 authorized budget. A vote on the resolution resulted as follows: Passed unanimously. 2.3 Police Department – Acceptance of Donation for Improvements to Training Building Moved by Alderperson Nguyen. Seconded by Alderperson Gearhart. WHEREAS, the Ithaca Police Department (IPD) was recently notified that they have received a $5,000 grant from an anonymous donor for 2021; and WHEREAS, the funds will be used to continue the improvements for the newer building at the department’s range; now, therefore, be it RESOLVED, That Common Council hereby accepts the $5,000 grant for the Ithaca Police Department to help make further improvement to the newer building at the range, and be it further RESOLVED, That the 2021 Authorized IPD Budget be amended as follows: Increase Revenue Account A3120-2705 Gifts and Donations $5,000 Increase Appropriation Account A3120-5480-05017 $5,000 and, be it further RESOLVED, That the Common Council thanks the anonymous donor for their generous donation for the City’s Police Department. A vote on the resolution resulted as follows: Passed unanimously. 3. Action Items 3.1 DPW – Elmira Road Overlay and Signal Replacement Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart. City Administration Committee Meeting December 15, 2021 Page 4 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 Elmira Road Overlay and Signal Replacement, P.I.N. 375592 (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, Common Council approved a Master Agreement with the New York State Department of Transportation (NYSDOT) for local sponsorship of the Project, and established Capital Project #832 for the Project in the amount of $210,600 for Preliminary Engineering/Design with the understanding that the City’s share would be approximately $24,000; and WHERAS, on July 1, 2020, Common Council approved a Supplemental Agreement with NYSDOT for additional phases of the Project, bringing the total authorization to $2,509,600; and WHEREAS, NYSDOT has provided a second Supplemental Agreement for additional federal and state aid for the Project funding for the Construction and Construction Inspection phases 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 all Phases of the Project; and WHEREAS, the scope of the Project is a maintenance type project and therefore has been categorized as a Type II action in accordance with City Environmental Quality Review Ordinance (City Code Section 176.5 (c) (2)) and SEQR (6 NYSRR Part 617.5(c)(2)); now, therefore, be it RESOLVED, That the Common Council hereby approves the above-subject project, subject to further environmental review of construction; 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 Preliminary Engineering/Design and Construction/Construction Inspection work for the Project or portions thereof, and it is further RESOLVED, That the sum of $350,000 is hereby appropriated from the issuance of serial bonds and made available to cover the cost of participation in the above phase of the Project, and it is further RESOLVED, That Common Council hereby amends Capital Project # 832, Elmira Road Overlay and Signal Replacement, to increase the funding authorization in the amount of $350,000, to a total authorization of $2,969,100, and it is 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 it is further City Administration Committee Meeting December 15, 2021 Page 5 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 it is further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 7% of said portion, currently estimated at $195,330 of the $2,969,100 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 it is further RESOLVED, This Resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 3.2 DPW – Cecil Malone Drive Bridge Replacement Project Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. WHEREAS, Sponsor will design, let and construct the “project”; and WHEREAS, a Project for the Cecil Malone Drive Bridge over Flood Relief Channel, P.I.N. 375589 (“the Project”) is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs such program to be borne at the ratio of 95% Federal funds and 5% 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 Design, Right-of-Way Incidental, Right-of-Way Acquisition, Construction and Inspection; and WHEREAS, in November 2018, Common Council authorized $2,172,000 (95% Federal and 5% Local Share) of BRIDGE NY funding that was made available by New York State Department of Transportation for Project; and WHEREAS, the project budget is increased by $822,000 as a result of project scope change and construction items increase due to COVID-19 pandemic; and WHEREAS, the City of Ithaca is responsible for all cost of the Project which exceed the amount of the BRIDGE NY funding awarded to the City of Ithaca; and City Administration Committee Meeting December 15, 2021 Page 6 WHEREAS, Department of Public Works has decided to allocate $396,000 in Consolidated Local Street and Highway Improvement Program (CHIPS) fund, $55,000 from the Sidewalk Program, and $371,000 from American Rescue Plan Act (ARPA) of 2021 to cover Water and Sewer fund to cover the budget shortfall; and WHEREAS, the amended project budget is projected to be $ 2,994,000; now, therefore, be it RESOLVED, That, Common Council here by approves an increase of Capital Project #863 by an amount not to exceed $822,000, for a total project authorization of $2,994,000, and be it further RESOLVED, That funds needed for said $822,000 amendment shall be derived from the following sources: CHIPS $396,000 Sidewalk Program $55,000 ARPA $371,000 and be it further RESOLVED, That in the event of full federal and non-federal share cost of the project exceeds the amount appropriated above, the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the New York State Department of Transportation 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 the necessary Certifications or reimbursement requests for Federal Aid and /or State-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 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 Finance – Bond Resolution Moved by Alderperson Mohlenhoff. Seconded by Alderperson Kerslick. City Administration Committee Meeting December 15, 2021 Page 7 This request is to authorize the issuance of $3,819,440 bonds of the City of Ithaca to pay the cost of certain capital improvements in and for said City. A vote on the resolution resulted as follows: Passed unanimously. 4. Discussion. None. 5. Meeting Wrap-up 5.1 Announcements With this being the last meeting for Chairperson Mohlenhoff and Alderperson Kerslick, the Committee spent this time thanking City staff and each other for the time that they spent working together. 5.2 Next Meeting Date: January 26, 2022. 5.3 Review, Agenda Items for Next Meeting. None. 5.4 Adjourn: With no further business and on a motion by Alderperson Kerslick and a second by Chairperson Mohlenhoff, the meeting was adjourned at 6:35 p.m.