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HomeMy WebLinkAboutMN-CA-2023-10-25 CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 5:30 p.m. October 25, 2023 PRESENT: Alderperson Cantelmo – Chair Alderpersons (8): Brown, Defendini, Flemming, Gearhart, Haines-Sharp, Kumar, McGonigal, Nguyen EXCUSED: Alderpersons: Brock OTHERS PRESENT: Mayor – Laura Lewis HR Director – Michell-Nunn Controller – Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review 1.2 Review/Approval of Minutes: Alderperson Contalmo made a motion to approve the minutes from the City Administration Committee meeting held on September 27, 2023. Seconded by Alderperson Defendini. Motion carried unanimously. 2. Petitions and Hearings of Persons Before Council 2.1 Statements from the Public Many community members from the Southside Community Center came to speak against the proposed defunding of the center by the city. Some of the members included: Dr. Nia Nunn – President of the SSCC Fern Morgan – Director of Operations of the SSCC Kayla Matos – Deputy Director of the SSCC as well as parents, students, and social activists. 2.2 Council Response Alderperson Flemming read a prepared written response about withdrawing the proposal to defund the Southside Community Center. 2.3 Public Hearing City Administration Committee Meeting October 25, 2023 Page 2 Alderperson Defendini made a motion to open the meeting to the Public Hearing. Seconded by Alderperson Flemming. Motion carried 5-0. Alderperson Haines-Sharp made a motion to close the public hearing. Seconded by Alderperson Flemming. Motion carried 5-0. 3. Consent Agenda - None 4. Administration, Human Resources, & Policy 4.1 RESOLUTION AND SIGNATURE DOCUMENT TO APPROVE MCA YEARLY Moved by Alderperson DeFendini. Seconded by Alderperson Brown. Resolution : XXX Approval of the 2023 Amendment to the Municipal Cooperative Agreement for the Greater Tompkins County Municipal Health Insurance Consortium 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 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 that requires any amendments or restatements thereto, shall be subject to Board review and upon acceptance of any new participant hereafter, and WHEREAS, the Municipal Cooperative Agreement requires that amendments to the agreement be presented to each participant for review and adopted by a majority vote 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 Amended Municipal Cooperative Agreement, now therefore be it RESOLVED, that upon receipt and review of the amended Agreement , the City of Ithaca approves at a meeting of the governing body held on November 1, 2023 and authorizes the Chief Elected Official to sign the 2023 Amendment to the Municipal Cooperative Agreement of the Greater Tompkins County Municipal Health Insurance Consortium as recommended by the Board of Directors. City Administration Committee Meeting October 25, 2023 Page 3 A vote on the resolution resulted as follows: Passed unanimously. 4.2 Proposed Easement, and Supporting Documentation Concerning the Proposed Storm Water Easement Located Between the Properties of 957 & 959-961 E. State St. Moved by Alderperson Defendini. Seconded by Alderperson Haines-Sharp. WHEREAS, the OWNERS are the owners of the fee of the premises located at 957 East State Street, City of Ithaca, Tompkins County, State of New York, also known as tax parcel ID 89.-3-9 (hereinafter “Property”), having acquired title by a deed dated July 1, 1993, and recorded on July 1, 1993, in the office of the Tompkins County Clerk in Liber 702 of Deeds at page 122 thereof, and more particularly bounded and described as follows: BEGINNING at a point in the southerly line of East State Street, said point being the point of intersection of the easterly line of premises formerly of MacNally (see Liber 153 of Deeds, page 484), and being also 545 feet more or less southeasterly along said street line from its intersection with the center line of Valentine Place; thence S 37° 21’ E along the southerly line of East State Street 144.4 feet to a point marked by a pin; thence S 53° 44’ W passing a pipe at 123.9 feet a total distance of 205 feet to a point marked by a pin; thence N 37° 21’ W 19 feet to a point in the center line of a creek; thence along the center line of said creek as it winds and turns a chord distance N 88° 39’ W 96.1 feet to a point and continuing along said center line a chord distance N 89° 46’ W 118.3 feet to a point; thence N 54° 18’ E passing pipes at 52.4 feet, 93.5 feet, 138.7 feet and 360.5 feet a total distance of 373.9 feet to the point or place of beginning. The above-described premises are shown on a “Survey Map No. 957 E. State Street, City of Ithaca, Tomp. Co., New York” dated May 14, 1993 made by T.G. Miller P.C. Engineers & Surveyors, a copy of which is located at Liber 702 of Deeds, page 123; and WHEREAS, the CITY owns and maintains a storm drain (hereinafter “Drain”) running more or less along the southeastern border of the Property; and WHEREAS, OWNERS and the CITY wish to memorialize and delineate the rights and responsibilities of the parties with respect to the Property and the above-described Drain; NOW THEREFORE, in consideration of the mutual covenants and agreements set forth hereinafter and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: The CITY is hereby granted an easement over 1,144 square feet of the Property, more or less— more particularly described in Attachment A to this Agreement and as depicted as “Easement Area 1” on a survey map filed as Attachment B to this Agreement—for the purpose of locating, keeping, operating, repairing, replacing, and maintaining said Drain; and The CITY is hereby granted an easement to enter upon the Property for the purposes of inspecting, operating, maintaining, repairing, replacing, or conducting such other work upon said Drain as it shall deem necessary in its sole discretion, including the right to excavate and remove any trees, foliage, or improvements to the Property that may interfere with the CITY’s ability to conduct any such work on City Administration Committee Meeting October 25, 2023 Page 4 said Drain; and The CITY shall bear all costs and expenses in connection with inspecting, operating, maintaining, repairing, replacing, or conducting any other work with respect to said Drain, and covenants to restore the Property to rough grade condition upon the completion of any such work; and further covenants to relocate the existing wood fence located within the Easement Area or replace or restore the same to present or better condition in the event that it is removed or damaged in connection with any work performed under this easement; and This agreement shall run with the land, and be binding upon and inure to the benefit of the respective parties hereto, and their respective heirs, successors, and assigns. IN WITNESS WHEREOF, the parties have caused this instrument to be duly executed as of the date first written above. A vote on the resolution resulted as follows: Passed unanimously. 4.3 Authorize Execution of Easements for Existing Stormwater Infrastructure at 957 and 959-961 East State Street Moved by Alderperson McGonigal. Seconded by Alderperson Defendini. WHEREAS, the City owns and maintains a storm drain running underneath privately owned parcels located in the City of Ithaca at 957 East State Street (Tax Parcel 89.-3-9) and 959-961 East State Street (Tax Parcel 88.-1-1); and WHEREAS, the City and the owners of the properties desire to memorialize their respective rights and obligations regarding said storm drain by recording easements; and WHEREAS, the owners, the Department of Public Works, and the City Attorney’s Office have negotiated mutually agreeable terms for such easements; now, therefore, be it hereby RESOLVED, that the Mayor, subject to review by the City Attorney, is hereby authorized to execute easements in forms substantially similar to those attached hereto and any such further documents as may be necessary to effectuate the transfer of the easements A vote on the resolution resulted as follows: Passed unanimously. 5. Finance, Budget, & Appropriations 5.1 Resolution to Amend the Youth Bureau 2023 Budget Moved by Alderperson Defendini. Seconded by Alderperson Haines-Sharp. WHEREAS, the Youth Bureau contracts with an instructor to provide aTae Kwon Do program; and WHEREAS, there has been increased interest and registrations during 2023; and City Administration Committee Meeting October 25, 2023 Page 5 WHEREAS, the Youth Bureau has received more revenues than projected; and WHEREAS, the Youth Bureau will expend more than the projected contractual expense; and WHEREAS, no additional City funds are being requested, now, therefore, be it RESOLVED, that the 2023 Youth Bureau Budget shall be amended as follows: Increase Expenses: A7310-5435-01541 $15,000 Increase Revenues: A7310-2001-01541 $15,000 A vote on the resolution resulted as follows: Passed unanimously. 5.2 Construction of the East Hill Fire Station Moved by Alderperson Flemming. Seconded by Alderperson Haines-Sharp WHEREAS, the City of Ithaca established Capital Project #822 in the amount of $500,000 in January of 2016 ; and WHEREAS, in 2016, the total design and construction costs for a proposed new fire station were estimated be $6,153,000; and WHEREAS, the site selection, design, and revised estimates occurred during and just after of the COVID 19 Pandemic; and WHERAS, the construction hard cost for a proposed new fire station, located at 403 Elmwood Avenue, were estimated in October of 2021, to be $6,936,970 with a total hard and soft cost of 8,253,410.00; and WHERAS, the construction hard cost for a proposed new fire station, located at 403 Elmwood Avenue, was revised in 2022 with a total hard and soft cost of 9,930,045.00; and WHEREAS, the acquisition of a suitable site for a new East Hill Fire Station took two years longer than anticipated in 2021; and WHEREAS, the economic recovery post pandemic saw increases in materials costs and supply chain shortages, and WHEREAS, during the last 24 months, there has been a significant inflation in the costs of materials and labor for new construction, and WHEREAS, on August 17th, 2023, the City of Ithaca advertised for bids of a multi-prime contract for City Administration Committee Meeting October 25, 2023 Page 6 the construction of a new East Hill Fire Station located at 403 Elmwood Ave, and WHEREAS, Bids were opened on September 19th, 2023, for the construction of the East Hill Fire Station with a total cost of $11,394,000 from lowest qualified bidders, and WHEREAS, funding was authorized to increase the Capital Project in 2018 by $650,000, 2021 by $150,000, 2022 by $2,000,000, and 2023 by $1,000,000 for a total of $4,300,000, now, therefore be it RESOLVED, That Capital Project #822 be amended by an amount not to exceed $11,500,000 for a total project authorization of $15,800,000 for hard and soft costs related to the construction of a new East Hill Fire Station, and be it further RESOLVED, funding of this project will be reduced by $1,000,000 from a NYS ESD Grant, $5,500,000 dollars from the sale of the current East Hill Fire Station, and rebates of approximately $650,000 from Federal Grants for the installation of a Geothermal HVAC System, and be it further RESOLVED, that funding for said project shall be derived from the issuance of Serial Bonds with later repayment of a portion of the costs as noted above. A vote of the resolution resulted as follows: Passed unanimously. 5. Finance, Budgets & Appropriations 5.3 Award Bids for the East Hill Fire Station Moved by Alderperson McGonigal. Seconded by Alderperson Defendini WHEREAS, on August 17, 2023, the City of Ithaca advertised a request for bids on a multi-prime project with contracts for General Trades, HVAC, Electrical, Plumbing, Fire Protection, and Site Utility Work, based on specifications for a new fire station facility (approximately 13,200 SF) located at 403 Elmwood Ave, City of Ithaca; and WHEREAS, on September 19th, 2023, the City of Ithaca Controller’s Office received twenty sealed bids; and WHEREAS, consultants from Wendel Group on behalf of Mitchell Associates AIA, Chief Covert and the Deputy City Controller Andrew have reviewed the bids, specifications, options, and proposals made by each bidder; and WHEREAS, after review, Chief Covert recommends the award of the bids for six contracts to contractors with the amounts indicated in the following table: City Administration Committee Meeting October 25, 2023 Page 7 Contract Type Bidder Amount General Construction Streeter Associates, Inc, 101 E. Woodlawn Ave, Elmira, NY $ 5,938,000.00 HVAC Slavic & Co., 85 Main St. Johnson City, NY $ 1,976,000.00 Electrical John Mills Electric, 1836 Grand Central Ave Elmira Heights NY $ 783,000.00 Plumbing Crosby Brownlie, 100 Nassau St., Rochester, NY $ 692,100.00 Fire Protection Slavic & Co., 85 Main St. Johnson City, NY $ 248,000.00 Site/Utility Edger Enterprises, 330 E 14th St., Elmira Heights NY $ 1,757,500.00 Total $ 11,394,600.00 now, therefore, be it RESOLVED, the Common Council of the City of Ithaca hereby awards the bids and approves the contracts between the City of Ithaca and the bidders listed above per the pricing and bid specifications for a new fire station facility received on September 19th, 2023. A vote on the resolution resulted as follows: Passed unanimously. 6. City Manager Transition None. 6.1 COW Preparation Discussion None. 7. Other Business None. 8. Meeting Wrap-up 8.1 Announcements 8.2 Next Meeting Date: The next meeting for the CA Committee will be on the 5th Wednesday of the month, 11/29 due to Thanksgiving. 8.3 Review, Agenda Items for Next Meeting None. 8.4 Adjourn: With no further business and on a motion by Alderperson Defendini, the meeting was adjourned at 7:11 p.m.