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HomeMy WebLinkAboutMN-CA-2007-04-01Members Present: Members Excused: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting April 25, 2007 Alderperson Tomlan, Alderperson Coles, Alderperson Gelinas, Mayor Peterson, Alderperson Townsend (arrived at 7:11 p.m.) Alderperson Zumoff Present: Patricia Dunn (Asst City Attorney), Tim Logue (Traffic Systems Engineer), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Denise Malone (HR Executive Assistant) Others Present: Patrick Jordan, Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:00 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments Chairperson Coles stated that Item 13 - Common Council - 2008 Budget Review Meetings has been removed from the agenda and that an item for the Department of Public Works will be considered after Human Resources. 4. Approval of Minutes Alderperson Tomlan made a motion to approve the minutes from the March 28, 2007 meeting. Seconded by Alderperson Gelinas. Motion carried 3 -0. ( Alderperson Townsend was absent from the vote.) City Administration Committee Meeting April 25, 2007 Page 2 Alderperson Townsend arrived at 7:11 p.m. 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update. None. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Planning & Development 1. Extension of Agreement with National Development Council Regarding Community and Economic Development Advisement Services The City has determined that it desires a continuation of the professional services of the National Development Council to work with the City to develop and assist in the implementation of the City's Community and Economic Development Programs. In the past, the National Development Council has submitted a proposal to carry out the required services and provided such services for the past three years to the City, to the satisfaction of the City. The National Development Council has agreed to continue to perform the services set forth hereunder. The compensation to be paid to the Contractor is comparable to compensation normally paid for such services within the State of New York. The funds required to honor this contract will be derived from Capital Project (CP) #443, Planning Economic Development using the remaining funds from the Cayuga Garage Project transportation program. The Planning Department requested that the City of Ithaca be authorized to enter into an Agreement with the National Development Council for services for the period from January 1, 2007 through December 31, 2007 for a fee for services not to exceed $60,000 for the term of the contract. After discussion, Alderperson Tomlan made a motion to approve the request and that the Mayor, upon review by the City Attorney, be authorized and directed to execute the Agreement between the City of Ithaca and the National Development City Administration Committee Meeting April 25, 2007 Page 3 Council. The funds necessary for the National Development Council contract shall be derived from said Capital Project. Seconded by Alderperson Gelinas. Chairperson Coles made a motion to add "Resolved, that National Development Council will provide the Mayor and Common Council with a list of projects that have been worked on during 2006." Seconded by Alderperson Townsend. Motion carried 4 -0. On the main motion as amended, the motion carried 4 -0. 12. Greater Ithaca Activities Center (GIAC) 1. Establish Capital Project for GIAC Kitchen Relocation /Stage Renovation Common Council at its regular meeting of July 5, 2006, approved a 2006 Budget Amendment of $80,000 for a GIAC Kitchen Relocation Project to be funded by the New York State Community Capital Assistance Program. Since that approval, the project has increased in budget to $132,000 with funding approvals from New York State and Ithaca Urban Renewal Agency (IURA). The Controller's Office recommends to better account for the project that it be established as a Capital Project. The Greater Ithaca Activities Center requested that Common Council establishes Capital Project #717 GIAC Kitchen Relocation /Stage Renovation in the amount not to exceed $132,000 for the purposes of relocating the GIAC kitchen and renovating the GIAC stage. The funds for said project will be expended up front by the City of Ithaca General Fund with later repayment by GIAC, Inc. and the IURA. After discussion, Alderperson Gelinas made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 13. Common Council 1. 2008 Budget Review Meetings. This item was removed from the agenda. City Administration Committee Meeting April 25, 2007 Page 4 14. Human Resources (HR) Department 1. Diversity Merit Award - Local Law A revised Local Law was distributed to the Committee. The revised Local Law is entitled "Diversity and Inclusion Award ". The Committee discussed the Diversity and Inclusion Award - Local Law. After discussion, Alderperson Gelinas made a motion to approve the Diversity and Inclusion Award - Local Law. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Director's Report. None. 15. Department of Public Works (DPW) 1. Authorization for Implementation and Funding for Sidewalk & Pedestrian Improvements at Route 13 at Third & Dev Streets A Project for the Route 13 at Third & Dey Streets for Sidewalk & Pedestrian Improvements, P.I.N. 395035 (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. The City of Ithaca desires to advance the Project by making a commitment of 100% of the non - federal share of the costs of Design, ROW, Construction, and Construction Inspection. The Department of Public Works requested • that Common Council authorize the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of Design, ROW, Construction, and Construction Inspection work for the Project or portions thereof; • that the sum of $726,502 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; • that Common Council hereby creates Capital Project # 718 Route 13 at Third & bey Streets, Sidewalk and Pedestrian Improvements to include the Project costs in an amount not to exceed $726,502; • 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 Administration Committee Meeting April 25, 2007 Page 5 City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof; • that the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, 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; • that this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 20% of said portion, currently estimated at $145,300 of the $726,502 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; • 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; • that the local cost of $145,000 for said project may be funded by the Ithaca Urban Renewal Agency (IURA) as stated in the IURA resolution approved on June 22, 2006; and • that this Resolution take effect immediately. After discussion, Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Gelinas. Motion carried 4 -0. 16. Finance /Controller 1. Approval of 2004 City of Ithaca Independent Auditor's Report The Controller's Office requested that the Independent Auditor's Report for the period of January 1, 2004 through December 31, 2004, prepared by the accounting firm of Ciaschi, Dietershagen, Little and Mickelson, C.P.A.'s, be accepted to comply with all of the city's applicable Governmental Accounting Standards Board (GASB) Statement 34 and other related audit and single audit requirements. After City Administration Committee Meeting April 25, 2007 Page 6 discussion, Alderperson Gelinas made a motion to approve the request. Seconded by Alderperson Tomlan. Motion carried 4 -0. 2. Request to Amend 2007 Budget for Community Celebration Grants Tompkins County recently notified the City of $8,100 grant funds from the County to the City for Community Celebration Funds. The $8,100 in funds would need to be disbursed to the following organizations /events /projects: 2007 Cinco be Mayo Festival $1,200 Latino Heritage Month $1,650 Juneteenth 2007 $1,800 Lakefest 2007 $1,300 2007 GIAC Community Festival $1,650 2007 Historical Display of African Americans in Ithaca $500 The Controller's Office requested that Common Council accept the $8,100 in Community Celebrations Grant funds from Tompkins County and amend the 2007 Budget to account for said grants as listed in the resolution. After discussion, Alderperson Gelinas made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax Revenue: The City has received February collections, which is about $50,000 below the 2007 projections. Health Insurance Cost: The City budgeted $6,000,000 for health insurance cost. Currently, the City is on pace to come within the 2007 projections. Parking Revenues: Parking revenues are slightly above the budget estimates for 2007. Overtime Budget: Overtime is about $150,000 over the budgeted amount for 2007. City Administration Committee Meeting April 25, 2007 Page 7 Fines Revenue: The City adjusted the budget for the last 2 -3 years and is now at $850,000. The City is meeting budget at this time. Building Permit Revenue Fees: The City budgeted $1,050,000 and is on pace to meet that budgeted figure. Snow Removal Cost: The snow removal cost for 2007 is slightly higher than 2006. The City encumbered $55,000 from 2006 for salt expense that has already been used. Financial Reporting: The Controller's Office is continuing to work on financial reporting activities. 17. Reports 1. Mayor's Report. The Mayor reported on the following: Sales Tax Revenue / Building Department Fees: Tomorrow, there will be an article in the newspaper about the construction of department stores in the west end. The stores should open before the holiday season. Fire Contract Between the City and the Town: At the end of 2007, the Fire contract between the Town of Ithaca and the City of Ithaca will expire. The Town of Ithaca has a Committee working on this item. Fire Chief Brian Wilbur asked the Mayor to do the same. Alderpersons Tomlan and Coles volunteered to be on the City's Committee. Farmer's Market: The Mayor will set up Client Committee for the Farmer's Market contract, which will expire soon. Union Contracts: The City has negotiation sessions scheduled with the CSEA Administrative Unit and the Police Benevolent Association. Public Information Officers Team (PIOT) Committee: This Committee is now meeting the 2nd and 4t" Monday of each month. $15,000 was set aside in the 2007 budget for public information. Ideas are being narrowed down and recommendations will be forthcoming. City Administration Committee Meeting April 25, 2007 Page 8 Capital Projects: The Mayor will have a memo for capital projects tomorrow. City Judge: The public component for the selection of the City Judge will be Thursday - April 26, 2007 - 6:00 p.m. - Common Council Chambers. Judges who made it to the finals will be present to answer questions and do a presentation about their interest. Informational: Gov. Spitzer's Regional Representative for government relations asked the Mayor for a list of 10 -15 items relevant to certain departments in NY5 that could be taken to Albany. To assist the Mayor in compiling a list, she requested from department heads information relative to their departments. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: May 30, 2007. 17. Adjournment With no further business and on a motion by Alderperson Gelinas, the meeting was adjourned at 8:45 p.m.