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HomeMy WebLinkAboutMN-CA-2007-06-01Members Present: Members Absent: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting June 27, 2007 Alderperson Coles, Alderperson Gelinas, Alderperson Tomlan, Alderperson Zumoff, Mayor Peterson Alderperson Townsend Present: Steven P. Thayer (City Controller), Scott A. Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Dan Hoffman (City Attorney), Bill Gray (Superintendent of Public Works), Julie Holcomb (City Clerk), Donna Redsicker (Executive Assistant, Controller's Office) Others Present: Members of Ithaca Downtown Partnership, 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 indicated that item number 13.1 concerning the Off -Leash Dog Area would be removed from the agenda. She explained that this item needed to go to the Environment & Neighborhood Quality Committee before being reviewed by City Administration. City Administration Committee June 27, 2007 Page 2 4. Statements from the Public Doria Higgins (Ithaca) spoke against the proposed dog park. She pointed out that NY5 Parks has been trying to obtain this area for years while demands for park use have increased. She stated that while she supports a dog park, this was not an appropriate location. Gwen Spizz (Ithaca) spoke in favor of the dog park but suggested that the City consider approaching the Recreation Partnership for funding of the facility since it would be used county wide. Joseph Gaylord of the Ithaca Downtown Partnership addressed the committee concerning the North Aurora Street improvements. He thanked City staff for their initiative and cooperation in designing the project. He noted that the benefit of this project will be seen immediately as well as into the future. Gary Ferguson of the Ithaca Downtown Partnership indicated that he has received word from NYS that they may contribute existing grant money for new street lighting for this project. He added that with DPW crews currently working on the site, this is a good opportunity to undertake the project. 5. Employee Comments City Clerk Julie Holcomb also spoke in favor of the proposed sidewalk widening on North Aurora Street. As the administrator of the outdoor dining program, she believes this is a positive project for Ithaca as a whole. She noted that outdoor dining in this area sometimes interferes with the heavy pedestrian traffic and that this will be a great solution for both. She thanked Tom West and Tim Logue of the Engineering Department for their willingness to take what was a rumor and turn it into a viable plan for the downtown. 6. Common Council Response Chairperson Coles indicated that she would follow up on Ms. Spizz's suggestion of trying to involve the Recreation Partnership in the dog park project. City Administration Committee June 27, 2007 Page 3 7. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes form the May 30, 2007 meeting. Seconded by Alderperson Gelinas. Motion carried 4 -0. 8. Workforce Diversity (WFD) Committee HR Director Michell -Nunn reported that Department Heads have been presenting their plans to the WFD Committee for the Diversity and Communications Competency Plan. 9. Safety Committee Alderperson Coles reported that she had not been to the recent meeting but that she was aware that newly purchased first aid kits have been received and are awaiting installation in the various buildings. 10. Communication Committee City Clerk Julie Holcomb reported that the Communication Committee is almost complete with their plan after about three years of work. She indicated that it is an evolving document that includes goals and information on identified projects that will positively impact the City. 11. Department of Public Works 1. Participation in Route 96 Corridor Management Study Moved by: Alderperson Tomlan. Seconded by: Alderperson Zumoff. WHEREAS, Route 96 is a primary route into the City of Ithaca from northwestern portions of Tompkins County and beyond, and WHEREAS, further development along and in the vicinity of Route 96 is anticipated, particularly to meet the county's identified housing needs, and WHEREAS, such anticipated growth under present conditions can be expected to increase traffic congestion and impact livability along the Route 96 corridor, and City Administration Committee June 27, 2007 Page 4 WHEREAS, the Tompkins County Department of Planning has proposed a study that would evaluate impacts associated with development in the Route 96 corridor from the Village of Trumansburg to the intersection with Route 13 in the City of Ithaca, and WHEREAS, the proposed study would examine means of mitigating those impacts, including land use regulations and transportation system improvements, and WHEREAS, this study would be conducted by a professional consultant with the guidance of a local client committee including representatives of the involved municipalities (Town of Ulysses, Town of Ithaca and City of Ithaca), Tompkins County, the Metropolitan Planning Organization (Ithaca- Tompkins County Transportation Council), and the NYS Department of Transportation, and, WHEREAS, it has been proposed that this study would be paid for with up to $25,000 in funding provided by the Tompkins County Department of Planning, matched by $8,000 from each of the involved municipalities with potential additional assistance from the Ithaca - Tompkins County Transportation Council or other sources, and WHEREAS, the Common Council is concerned about traffic congestion on Route 96 and in the western portions of the City and about the impacts of such congestion on City residents, and WHEREAS, the Common Council realizes that future land use and transportation decisions affecting Route 96 both within and outside of the City will produce further impacts within this municipality, and WHEREAS, City of Ithaca participation in the Route 96 Corridor Management Study will enhance the City's ability to manage future land use and transportation decisions, now, therefore, be it RESOLVED, That the Common Council wishes to have the City of Ithaca participate in the Route 96 Corridor Management Study, with representation on the client committee, and be it further City Administration Committee June 27, 2007 Page 5 RESOLVED, That a sum of up to $8,000 be transferred from the unrestricted contingency line ( #A1990) to the Office of the City Engineer fees line ( #A1440 5430) to cover the cost of participation in the Route 96 Corridor Management Study, and be it further RESOLVED, That the Superintendent of Public Works is hereby authorized and directed to pay expenses related to said study in an amount not to exceed $8,000, and be it further RESOLVED, That the Superintendent of Public Works is hereby authorized, with review by the City Attorney, to enter into an agreement or contract with Tompkins County in order to participate in the abovementioned study. Discussion followed. Alderperson Tomlan explained that this resolution passed the Planning Committee by a vote of 4 -1. She noted that they all agreed there was no guarantee of what this would accomplish. Alderperson Zumoff indicated that he believed that development outside of the City impacts traffic and that this project will help ease congestion. Supt. Gray explained to the committee that the Town and Cornell have been working on a traffic study and that this project will work into their plan. A vote on the resolution resulted as follows: Unanimous 4 -0. 2. 100 Block of N. Aurora Street Pro iect WHEREAS, the Board of Public Works has received a petition from property owners and restaurant owners on the 100 block of North Aurora Street to widen sidewalks, and WHEREAS, the Board of Public Works authorized Engineering staff to prepare design alternatives and cost estimates for the project, and WHEREAS, in May and June 2007, the Board of Public Works selected a preferred alternative for the resetting of curb, additional sidewalk, tree plantings, and utilities, and City Administration Committee June 27, 2007 Page 6 WHEREAS, the Bicycle Pedestrian Advisory Council, the Disability Advisory Council, and the Commons Advisory Board have discussed and are in favor of the project, and WHEREAS, the cost of this project can be partially apportioned to abutting property owners under the Uniform Sidewalk Improvement policy in accordance with the City Charter, and WHEREAS, on June 20, 2007 and June 27, 2007 the Board of Public Works held a public hearing and approved of this project and moves it forward to the City Administration Committee; now, therefore be it RESOLVED, That the Common Council hereby approves and adopts the following plans (commonly designated Streetscape A -4) prepared by the Office of the City Engineer for the 100 block of North Aurora Street: • Reset curb and widen sidewalks, • Rehabilitate street trees and tree pits, and • Place underground conduit and bases for future street lighting noting that new street lighting should be installed reasonably soon thereafter, as funds become available, and it be further RESOLVED, Common Council hereby authorizes that Capital Project # 720 Sidewalk Improvements in the 100 Block of North Aurora Street be established in the amount not to exceed $130,000 with the following project details: • that sidewalks be widened on the 100 block of North Aurora Street in accordance with Uniform Sidewalk Improvement policy, pursuant to plans and specifications prepared by the Office of the City Engineer and under the direction of the Superintendent of Public Works, • the Department of Public Works will use all efforts to recapture as much as this project cost from Water and Sewer, adjacent property owners, and other interested agencies and parties, and • the expanded use of the sidewalk for temporary commercial purposes (subject to city license) be included in the Board of Public Works ongoing discussion and deliberations with respect to licensing fees, City Administration Committee June 27, 2007 Page 7 and be it further RESOLVED, That funds necessary for said project shall be derived from existing authorized and bonded projects, sidewalk assessments and the issuance of serial bonds. Controller Thayer reviewed the source of funding, which includes Capital Projects, Water and Sewer funds and the General fund. An additional $74,000 would need to be bonded. He noted that all work except for the paving will be done in house. Discussion followed concerning the good fortune of having crews available to do the work because of the delay in the Cliff Street project. Discussion also included the benefits of the widened sidewalk to the City. A vote on the resolution resulted as follows: Unanimous 4 -0. 3. City Water Supply Superintendent Gray reported to the Committee that the Board of Public Works passed a resolution earlier in the afternoon that provided an addendum to the O'Brien & Gere contract. It will include the Environmental Impact and educational meetings for a cost of $600,000. He noted that the money currently exists within the accounts. Discussion followed concerning the hope of attendance at the educational meetings by current and future Council members. 12. Clerk's Office 1. Request to Amend 2007 Budget Moved by: Alderperson Zumoff. Seconded by: Alderperson Gelinas. WHEREAS, Common Council, as part of the 2007 City Budget, included $15,000 in the Restricted Contingency account for the purposes of funding a public information initiative, and City Administration Committee June 27, 2007 Page 8 WHEREAS, the Communications and Emergency Services Committee is requesting that $660 be released from Restricted Contingency for the purposes of investigating what services a Public Information Officer position or a Community Relations Division might provide to the City and what the related staffing costs would be; now, therefore be it RESOLVED, That Common Council hereby authorizes the City Controller to transfer an amount not to exceed $660 from Restricted Contingency account #A1990 to account # A1315 -5120 City Clerk PT /Hourly to hire an intern to develop job descriptions, and a compensation plan for the proposed position(s) for a Public Information /Community Relations division. Alderperson Gelinas noted that he was recently made aware that the City frequently hires interns from Cornell. Clerk Holcomb indicated that it is her intention to hire an intern that has been working with the City and is therefore familiar with the City. She further explained that when the City is prepared to create a permanent position, the legwork on what the position will entail will already have been done. A vote on the resolution resulted as follows: Unanimous 4 -0. 2. An Ordinance to Amend Chapter 215, Article IV of the City of Ithaca Municipal Code entitled "Domestic Partnerships" section 215 -23(B) regarding "Fees for filing of Statements" Moved by: Alderperson Tomlan. Seconded by: Alderperson Gelinas. ORDINANCE NO. 07- BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1: Section 215 -23(B) of the City of Ithaca Municipal Code entitled "Filing of Statements; fees" is hereby amended to read as follows: City Administration Committee June 27, 2007 Page 9 B. Fees for statements. The City Clerk shall charge a fee of [$20] 25 for the filing of a domestic partnership statement and a fee of $5 for the filing of a termination statement. The payment of the above fee entitles the person filing a statement on behalf of the domestic partnership to two copies of the statement certified by the City Clerk. Certification of additional copies at that time or at any other time shall cost $1 per copy. Section 3. 5everability. If any section, sentence, clause or phrase of the Ordinance hereby enacted is held invalid or unconstitutional by any court of competent jurisdiction, it shall in no way affect the validity of any remaining portions of this Ordinance. Section 4. Effective Date. This Ordinance shall take effect immediately in accordance with law upon publication of a notice as provided in the Ithaca City Charter. Alderperson Zumoff questioned why the fee wasn't being increased to equal that of a marriage license, which is $40. City Clerk Holcomb explained that the domestic partnership process is not as involved and does not contain as much confidential information as required for a marriage license. Subsequently, her staff is not required to spend as much time processing the certificate. Alderperson Gelinas pointed out that marriage and domestic partnership are not considered equal in the eyes of New York State therefore charging the same would not be reasonable. A vote on the resolution resulted as follows: Unanimous 4 -0. 13. Human Resources 1. Request Funds for Workplace Violence Prevention Consultant Moved by: Alderperson Gelinas. Seconded by: Alderperson Tomlan. WHEREAS, in January 2006, the New York State Legislature enacted a workplace violence prevention law which became effective March 4, 2007, and City Administration Committee June 27, 2007 Page 10 WHEREAS, amongst the New York State Legislative findings and declarations in the workplace violence prevention law is that workplace assaults and homicides are a serious public health problem and that during the last decade, homicide was the third leading cause of death for all workers and the leading cause of occupational death for women workers, and WHEREAS, said workplace violence prevention law mandates that public employers must develop and implement programs to prevent workplace violence, and WHEREAS, said programs are mandated to consist of three (3) components, an evaluation of the workplace, a written workplace violence prevention policy, and training of all employees, and WHEREAS, the evaluation component mandates that every employer shall evaluate its workplace or workplaces to determine the presence of factors or situations in such workplace or workplaces that might place employees at risk of occupational assaults and homicides, and WHEREAS, the City of Ithaca has formed a committee of staff from the various City departments, including Police, Attorneys, Human Resources, GIAC and others, and a Common Council liaison to develop and implement programs to prevent workplace violence, such programs to consist of an evaluation of all City facilities, drafting and implementing a written workplace violence prevention policy, and providing information and training to all City employees on measures employees can take to protect themselves from risk of violence, including specific procedures implemented to protect employees and details of the written workplace violence prevention program developed by the City, and WHEREAS, said committee has determined that it does not have the expertise or the time to fully assess the risk factors in all the City facilities, and WHEREAS, the staff committee has contacted several consulting agencies who specialize in workplace violence risk assessment, and WHEREAS, the State of New York expects a risk assessment to be completed by all public employers before the end of July 2007 when the State intends to City Administration Committee June 27, 2007 Page 11 implement state -wide regulations concerning workplace violence prevention programs; now, therefore be it RESOLVED, That the Ithaca Common Council authorizes the Director of Human Resources to hire a consultant to assess the risk factors for workplace violence in City facilities and to provide a report detailing such risk factors and recommending means to eliminate or mitigate said factors, and be it further RESOLVED, That the cost of said evaluation and report shall not exceed $10,000, and be it further RESOLVED, That up to $10,000 be transferred from account A 1990, unrestricted contingency, as payment to a workforce violence prevention consultant to account A1430 -5435 Human Resources Contracts, and be it further RESOLVED, That the Mayor be authorized to execute a Professional Services Contract for a risk assessment evaluation on behalf of the City upon review and recommendation of the City Attorney's Office. There was no discussion on the resolution. A vote on the resolution resulted as follows: Unanimous 4 -0. 2. Director's Report: HR Director Michell -Nunn reported on the following: Annual Employee Recognition: scheduled for September 21, 2007 at Stewart Park. Interview Training: The first of two sessions for Interview Training was held on June 8t". The second session will be held later in the fall. 14. Finance /Controller's Office 1. Approval of Bond Authorization Moved by: Alderperson Zumoff. Seconded by: Alderperson Gelinas. City Administration Committee June 27, 2007 Page 12 The three bond resolutions being voted on total $1,758,795 and are for South Aurora Street Bridge, Sidewalks and Police radios, and the Waterfront Trail. Controller Thayer noted that the bonds are for approximately 3.9% interest. A vote on the resolution resulted as follows: Unanimous 4 -0. 2. Request to Approve Civil Service Agreement for the Year 2007 -2008 Moved by: Alderperson Gelinas. Seconded by Alderperson Tomlan. RESOLVED, That the Mayor and City Clerk be authorized and directed to execute an agreement between the City of Ithaca and the Ithaca City School District for performance of services by the City in connection with Civil Service matters for the period July 1, 2007 to June 30, 2008 in the amount of $45,828 payable to the City of Ithaca on or before November 1, 2007. There was no discussion on the resolution. A vote on the resolution resulted as follows: Unanimous 4 -0. 3. Controller's Report: Controller Thayer reported on the following: 2008 Budget: preparation is underway and that guidelines for submissions will be available soon. 2007 Sales Tax: Currently experiencing an upswing and revenues are currently meeting budget projections, but as everyone knows, that can change. Overtime: Currently over budget, this is typical. Parking Budget: Loss in revenue is expected due to Dryden Road Garage temporary closure and meters on Aurora Street not being used due to construction. Meters City Administration Committee June 27, 2007 Page 13 on North Aurora Street will be relocated to other locations when the widening of sidewalks is undertaken. State Reports: Currently working on 2006 and finishing up with 2005 audit. NYS Audit was received which overall was positive, with only minor problems. Copies of the audit will be distributed to Council. 15. Reports 1. Mayor's Report: Mayor Peterson reported on the following: Electric Cars: Electric cars will be on the 2008 state contract. City Bike Fleet: Refurbished bicycles are now part of the fleet for city employees to use. Employees using bikes will be required to use helmets. Energy Efficiency: Lighting throughout City buildings have been upgraded to include motion detectors and upgraded fixtures to improve efficiency. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: July 25, 2007. 16. Adjournment With no further business, Alderperson Zumoff motioned to adjourn the meeting at 9:00 p.m., seconded by Alderperson Gelinas.