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HomeMy WebLinkAboutMN-CA-2008-10-01CITY ADMINISTRATION COMMITTEE Regular Meeting October 29, 2008 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Clairborne, Alderperson Korherr, Alderperson Schuler, Mayor Peterson Council Members Present: Alderperson Dotson, Alderperson Tomlan Staff Present: Leslyn McBean- Clairborne (Deputy GIAC Director), Marcia Fort (GIAC Director), Jenna Stroud (GIAC Program Coordinator), Brandon Bias (GIAC Program Assistant), Robert Mack (GIAC Program Assistant), Jay Stooks (GIAC Program Leader), Sean Norman (GIAC Program Leader), Jodie Herbert (GIAC Program Leader), Mike Thomas (GIAC Program Coordinator), Alma Garcia (GIAC Program Assistant), Vivian Sierra (GIAC Program Leader), Lana Milton (Executive Assistant), Lori Brewington (GIAC Program Assistant), Dan Hoffman (City Attorney), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:16 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 agenda items 13 - GIAC and 14 - Attorney's Office will be moved above agenda item 12 - Department of Public Works. City Administration Committee Meeting October 29, 2008 Page 2 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, as corrected, of the September 24, 2008 City Administration Committee meeting. Seconded by Alderperson Korherr. Motion carried 5 -0. 5. Statements from the Public Susan Blumenthal of Ithaca spoke in favor of the Ithaca Farmers Market resolutions. Ms. Blumenthal spoke about the history of the Farmers Market. Ithaca Farmers Market moved from Taughannock Blvd to where it is now and has grown over the years into a huge success. Many people go to the market to socialize along the beautiful waterfront, to buy locally grown food and handmade craft and to listen to music. Ms. Blumenthal is a member of the Ithaca Farmers Market Lease Re- negotiation Committee. This committee has met numerous times with the City to work out details of a new agreement and has arrived at an arrangement that balances the needs of the City as well as the Market. Jan Norman of Ithaca read from a document distributed to Common Council asking for support of the Ithaca Farmers Market resolutions. 6. Employee Comments Marcia Fort (GIAC Director) stated that the reason that staff is here tonight is to share the good work that happens at GIAC and the services provided by GIAC staff. Recently, GIAC staff has been subject to unfair assumptions and perceptions about them and the services that they provide. There were some insinuations made about violence in the neighborhood associated with GIAC and its participants. These statements were untrue, unfair and disheartening. GIAC staff provides enormous support and assistance to the residents of this community. The majority of GIAC staff have benefited from the services provided by GIAC. There are many people here tonight who grew up through GIAC and are now employed by GIAC. There are some people here tonight whose children grew up through GIAC and were supported in their growth and development by members of the GIAC staff. Some of us have had children and grandchildren go through GIAC. There are people on staff whose children are currently going through GIAC. GIAC is an incubator for employees who have gone on to work in other City departments and other agencies in the community. GIAC has provided a place to work for people when other organizations would not hire them, to give them the opportunity to gain work experience. Ms. Fort is proud to work with her co- workers, her friends and the GIAC family. City Administration Committee Meeting October 29, 2008 Page 3 Lana Milton (Executive Assistant) stated that GIAC has been a great support for her and her family. Her kids have attended, and are currently attending, programs at GIAC. During her childhood, GIAC supported her and her family by providing an outlet for her and her siblings. GIAC is her family outside of her blood family. There is no other place where she would rather work. Lori Brewington (GIAC Program Assistant) talked about the programs GIAC offers to kids and their families. One program where she works, the children serve dinner to participants. Parents will come and stay. They allow their kids to eat because they may not have food at home. GIAC is understaffed and it puts a strain on staff when positions are cut or not filled. Jewle Fisher (Recreation Attendant) is a senior at Ithaca High School. GIAC is a place where she can do her homework and work to get experience and make money. A lot of teens attend GIAC because there is no place else to go. It is nice to see the kids coming into GIAC smiling and knowing the names of GIAC staff. Mike Thomas (GIAC Program Coordinator) attended GIAC over 25 years ago when he was a teenager. GIAC has done a lot for people. It is a gold mine. He talked to a former GIAC participant who said that she was trying to start an organization like GIAC in North Carolina. Jodie Herbert (GIAC Program Leader) stated that he started at GIAC by volunteering and now he is employed by GIAC. It is damaging to the community when GIAC is understaffed and when positions are not filled. Mr. Herbert invited members of Council to visit GIAC, where the doors are always open. Brandon Blas (GIAC Program Assistant) has worked at GIAC since his return from college in 2001. GIAC provides training for people who need help. If kids are not given a chance to do something, they will most likely get into trouble. GIAC gives them a place to spend their time. Anthony Paolangeli (Recreation Attendant) has been employed by GIAC for three years. GIAC is an outlet for troubled kids. As a kid, GIAC kept him out of trouble and provided him with opportunities he would not have had in terms of trips and the basketball league. There are a lot of troubled kids now with troubled families. GIAC is an outlet for them, where they can always go, have fun and temporarily take their mind off their particular situation. City Administration Committee Meeting October 29, 2008 Page 4 Robert Mack (GIAC Program Assistant) stated that GIAC helps a lot of people and hosts people or functions such as the grandmothers' visit and Hillary Clinton. GIAC is the home of the ESL (English as a second language) Program. GIAC changes people's lives and shows them a better way to live. They do not turn their back on anyone. Attending GIAC has changed and improved his attitude by providing a place for him to do his homework, by encouraging him to stay on the Ithaca High School's basketball team, by helping him deal with the coach and by them providing trips to various places for teens. Joanna Howson (Recreation Attendant) talked about GIAC's mission statement. They help people in single family homes and help kids to go to college. Society benefits as well as the kids. GIAC operates as a team and works closely with children. They work together. They act as advocates for the participants. Alan Godfrey (Recreation Attendant) stated that he moved to Ithaca in 2006 and was bored with only going to school. He was invited to GIAC. He started volunteering to keep out of trouble and is now currently employed at GIAC. He has been encouraged to pursue higher education. GIAC feels like family and is a positive place for the youth. Donalito Marte (Recreation Attendant) stated that GIAC cares about everyone. He was a reckless teenager. GIAC staff encouraged him to improve his ways. GIAC is a family that allows you to be yourself. He now works there and has to be a role model for the younger kids. Vivian Sierra (GIAC Program Leader) has worked at GIAC for eight years. She has seen a lot of teens go through GIAC programs and then go to college because of the support received from GIAC staff. When home on breaks, the teens visit GIAC. GIAC is a place for them to get a part -time job. Jay Stooks (GIAC Program Leader) has worked at GIAC for six years. He was undecided on what he wanted to do with his life. GIAC has worked with him and given him the tools needed to make a decision. They focused on and built off his strengths and weaknesses. Mr. Stooks thanked Common Council for any support they could give GIAC. Sean Norman (GIAC Program Leader) has worked at GIAC for almost two years. GIAC is his family. People come in GIAC's doors with a problem. GIAC staff takes the time to help them. Staff sees the Ithaca community as their family. City Administration Committee Meeting October 29, 2008 Page 5 Alma Garcia (GIAC Program Assistant) came to Ithaca in 1992 and was unable to speak English. She attended summer camp at GIAC, learned English through ESL program and is now employed at GIAC. Ms. Garcia attended college and worked at different places but did not feel they were a family. She went back to GIAC where it is a family. This year she worked with registration and had to turn away some families due to the lack of money and being understaffed. Please help GIAC get these kids off the street by giving them a place to go. Karen Soth (GIAC Program Assistant) has worked at GIAC since she was 15 years old. GIAC has a lot to offer kids. It is a place where kids can learn and gain experience. To keep from turning away kids, GIAC needs staff. Samantha McBean (Recreation Attendant) works at GIAC and has a child who attends GIAC. GIAC is like a family. She is comfortable knowing that her child is well taken care of. Please support GIAC. Chris Ebert (Recreation Attendant) coordinates the GIAC senior program, and takes them on outings. GIAC is a community center in the true sense of the word. Jenna Stroud (GIAC Program Coordinator) and daughter Shyann Stroud: All three of Jenna's kids benefit tremendously from being at GIAC because of GIAC staff. Her kids are GIAC's kids. They are community members who serve others in the community. They are not there because of the money. Shyann stated that GIAC is a place where kids can reach out to each other, help each other and have fun. They come to GIAC happy because it is a time to have fun with each other and love each other like brothers and sisters. Leslyn McBean - Clairborne stated that GIAC is important to this community. GIAC staff influences people's lives, works with teachers on how to interact with kids at GIAC and is a safe haven for teens. They help teens with financial aid and keep them off the street with late night programs. Staff stays late to make sure teens get home safely. GIAC appreciates support from Common Council. They wanted Common Council to seethe faces and hear from the people who affect lives. GIAC's goal is to make sure that every child or family that comes through GIAC is successful. GIAC allowed teens to meet at GIAC to discuss the problems that were being experienced at the high school and to help the students when they are having problems getting into college. Ms. McBean - Clairborne appreciates what GIAC staff does. Sometimes you get punished for good deeds. The things said and the pictures painted about GIAC are not true. When making your decision on what to do for GIAC, please keep in mind the City Administration Committee Meeting October 29, 2008 Page 6 images and the memories of the stories told by staff. We need the staff, we need the families in our doors and we need your support to make it happen. Marcia Fort expressed warm thoughts to a staff who was unable to attend the meeting and to a participant who was injured on an outing. Ms. Fort thanked Common Council for their time. 7. Common Council Response Alderperson Korherr stated that GIAC staff lit up this room. Alderperson Korherr stated that they are a great community resource and thanked them for their comments. Alderperson Clairborne stated that after he heard about the Ithaca Farmers Market, he visited the site. It was a joy and he is glad that it is in Ithaca. The Farmers Market is an asset to the City and Alderperson Clairborne is glad that the City is in a position to help. Alderperson Clairborne stated that his first contact with GIAC was about twelve (12) years ago when he was working for the Ithaca Journal as a crime reporter. He learned that GIAC was family oriented and a pillar of the community. GIAC is a center that does a lot for the community. Alderperson Clairborne mentioned the things GIAC staff has had to contend with from the horrible working conditions to the negative publicity. GIAC is what it is today because of the City's investment and continued investment. Alderperson Clairborne thanked them for coming to the meeting and sharing their thoughts. Mayor Peterson thanked GIAC staff for all the work they do and for their work on Conway Park. The City is still working on a solution. Chairperson Coles stated that tonight has been one of the best meetings since she has been on Common Council. You can see the love flowing in GIAC staff. Chairperson Coles expressed her disappointment over reactions in the community to GIAC staff and mentioned that she has also heard love and support for GIAC. Chairperson Coles thanked GIAC staff for sharing their stories. 8. Workforce Diversity (WFD) Committee Update Marcia Fort reported that the WFD Committee worked on the draft /outline for department heads' presentation to their respective Council committee. The outline will be shared with the Mayor, Common Council and department heads. Presentations to the respective committees will begin in February 2009. This will allow time for the above groups to review and give feedback City Administration Committee Meeting October 29, 2008 Page 7 on the outline and for department heads to have time to prepare properly for their presentations and to get assistance from either the WFD Committee or the HR Department. The WFD Committee discussed the process of the Affirmative Action Sub- Committee (AASC). What is the process and the legal parameters of this sub - committee? The WFD Committee scheduled a meeting with Lynette Chappell - Williams to get guidance and assistance in looking at and reviewing the AASC. The WFD Committee reviewed the demographics for the 3rd quarter of 2008 for new hires, promotions, separations and retirements. After looking at the demographics on hiring and promotions, the Committee had questions for two departments. These two departments will be invited to the next meeting where the Committee will ask questions and provide needed support on the City's diversification initiative. They will be a resource for department heads as they look at recruiting, hiring and retaining a diverse staff and making sure that the environment in their department is inclusive and welcoming. 9. Safety Committee Update HR Director Michell -Nunn reported that CPR classes are underway. Attendance has been overwhelming. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA. None. 12. Greater Ithaca Activities Center (GIAC) 1. Request to Amend Authorized Personnel Roster Moved by Alderperson Korherr. Seconded by Alderperson Zumoff. WHEREAS, the Greater Ithaca Activities Center (GIAC) has a twenty (20) hour per week Office Assistant position that has been vacant for two years, and WHEREAS, due to the high demand on the front office, the director has continued to fill the position with temporary staff on a full time basis, and City Administration Committee Meeting October 29, 2008 Page 8 WHEREAS, it has been determined that the difficulty in filling the position is due to the part -time status of the position; now therefore be it, RESOLVED, That Common Council hereby authorizes increasing the GIAC Office Assistant from 20 hours per week to 35 hours per week, and be it further RESOLVED, That the additional cost for the increase in hours will be derived from the existing GIAC budget. A vote on the resolution resulted as follows: Passed unanimously. 13. Attorney's Office 1. Declaration of Lead Agency for the Environmental Review of the Proposed Lonq- Term Leasing of the City's "Steamboat Landing" Site to the Ithaca Urban Renewal Agency, for Subsequent Subleasing to a Sponsor of a Producer -to- Consumer Market of Locally- Produced Goods and Incubator for Related Local Businesses Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, the City of Ithaca is the owner of a parcel of surplus land off the west end of Third Street Extension, consisting of approximately six acres and known as the "Steamboat Landing" site, and WHEREAS, since 1989, the City has leased said site to the Ithaca Farmers Market Cooperative, Inc. (IFM), for use as a producer -to consumer market of locally - produced goods as well as for use by the general public at times when the market is not in operation, which lease will end on December 31, 2008, and WHEREAS, the City of Ithaca wishes to have the Steamboat Landing parcel utilized and enhanced in the future, as a site for the continued enjoyment of the public as well as for the operation of a producer -to- consumer market featuring sale and promotion of locally grown and crafted goods, which also serves as a incubator for additional, small, local businesses, and City Administration Committee Meeting October 29, 2008 Page 9 WHEREAS, it appears that the most effective means of accomplishing the aforementioned objectives is for the City to lease the site to the Ithaca Urban Renewal Agency (IURA), beginning on or about January 1, 2009, so that the IURA may use its economic development expertise and special authority to select an appropriate sponsor /sublessee to operate such a market /incubator at the site and to develop a proposed sublease with terms that will maximize the use of the site consistent with the City's objectives, and WHEREAS, pursuant to Section 507 of General Municipal Law, an urban renewal agency may lease property at a negotiated rent to a designated qualified and eligible sponsor without public auction or sealed bids provided (1) that the rent proposed to be paid by such sponsor and other essential terms of the proposed (sub)lease are included in a published public notice, and (2) that such (sub)lease is approved by the governing body (Common Council) after a public hearing held not sooner than ten days after the publication of such notice, and WHEREAS, the Steamboat Landing site is located within the urban renewal project area defined in the Urban Renewal Plan adopted by the Common Council of the City of Ithaca, and WHEREAS, the proposed action includes the conveyance of a long -term leasehold interest in the Steamboat Landing parcel, from the City of Ithaca to the IURA (excepting out certain rights to be retained by the City, for existing and potential future municipal sewer lines and the Cayuga Waterfront Trail), and the development and approval of a proposed, long -term sublease with a qualified and eligible sponsor to operate a producer -to- consumer market and incubator for small, local businesses at the site (which proposed lease will require Common Council approval) which proposed lease and sublease would incorporate (but not be limited to) the following provisions: 1. Retained Rights - City shall retain rights to access, repair and replace the sewer outfalI pipe, and to grant an easement for the Cayuga Waterfront Trail; 2. Real Property Improvements - no proposed modification of existing structures or construction of new structures, by the lessee (or sublessee), that requires a building permit, shall be permitted without lessor's (or City Administration Committee Meeting October 29, 2008 Page 10 sublessor's) prior consent and, where applicable, site plan review pursuant to City Code; 3. Lease Term - the lease term shall not exceed 40 years, including any options for extensions; 4. The site - except for the enclosed parts of the pavilion or other, related buildings - shall remain open for use by the general public when the market is not in operation; 5. Early Termination - the leases shall include an provisions for early termination or modification by the City (a) for emergency situations, (b) for wastewater treatment plant purposes, or (c) upon City adoption of a new area plan, involving part or all of the leased premises, that is inconsistent with continued use of the premises for a producer -to- consumer market and incubator for small, local business as configured, and WHEREAS, the proposed lease of a six -acre parcel is a Type 1 action under the City Environmental Quality Review Ordinance (CEQRO), thus requiring environmental review, and WHEREAS, the Common Council of the City of Ithaca, the Ithaca Urban Renewal Agency (IURA) and the City's Board of Public Works (BPW) are all involved agencies for the purpose of this review, and WHEREAS, on October 1, 2008, the Common Council declared its intention to act as lead agency for the purpose of said environmental review, and WHEREAS, on October 8, 2008, the BPW voted to consent to Common Council's acting as lead agency, and WHEREAS, on October 23, 2008, the IURA voted to consent to Common Council's acting as lead agency; now therefore be it RESOLVED, that the Common Council of the City of Ithaca does hereby declare itself to be the Lead Agency for the environmental review of the proposed long- term lease of the so- called Steamboat Landing site to the Ithaca Urban Renewal Agency, commencing on or about January 1, 2009, for subsequent sublease by the IURA to an eligible and qualified sponsor of a producer -to- consumer market of locally - produced goods. City Administration Committee Meeting October 29, 2008 Page 11 A vote on the resolution resulted as follows: Passed unanimously. 2. Determination of Environmental Significance of the Proposed Long -Term Leasing of the City's "Steamboat Landing" Site to the Ithaca Urban Renewal Agency, for Subsequent Subleasing to o a Sponsor of a Producer -to- Consumer Market of Locally- Produced Goods and Incubator for Related Local Businesses Moved by Alderperson Korherr. Seconded by Alderperson Clairborne. WHEREAS, the Common Council of the City of Ithaca has declared itself to be the lead agency for the environmental review of the proposed long -term leasing of the so- called Steamboat Landing site to the Ithaca Urban Renewal Agency (IURA), commencing on or about January 1, 2009, for subsequent subleasing by the IURA to an eligible and qualified sponsor of a producer -to- consumer market of locally - produced goods and incubator for related, local businesses, subject to certain limitations as to the use of the leased (or subleased) premises, and WHEREAS, the limitations to be incorporated into any such lease or sublease will preserve the existing right of public access to the site, including during times when the market is not in operation, and will require any proposed, substantive physical change to the site to be approved by the City or by the IURA, and WHEREAS, appropriate environmental review of the proposed action has been conducted, including the preparation of a Full Environmental Assessment Form ( "FEAF "), Parts 1, 2 and 3, and WHEREAS, the proposed action has been reviewed by the Tompkins County Planning Department pursuant to §239 -1 -m of the New York State General Municipal Law, which requires that all actions within 500 feet of a county or state facility, including county and state highways, be reviewed by the County Planning Department, and has also been distributed to the City of Ithaca Conservation Advisory Council and the City of Ithaca Planning and Development Board, and WHEREAS, the proposed action is a "Type 1" Action under the City's Environmental Quality Review Ordinance, and City Administration Committee Meeting October 29, 2008 Page 12 WHEREAS, the Common Council, acting as Lead Agency, has reviewed the FEAF prepared by City staff; now, therefore, be it RESOLVED, That the Common Council, as lead agency in this matter, hereby adopts as its own the findings and conclusions more fully set forth in the Full Environmental Assessment Form, Parts 1, 2 and 3, and be it further RESOLVED, That the Common Council hereby determines that the proposed action at issue will not have a significant effect on the environment, and that further environmental review is unnecessary, and be it further RESOLVED, That this resolution constitutes notice of this "negative declaration" and that the City Clerk is hereby directed to file a copy of the same, together with any attachments, in the City Clerk's Office, and to forward the same to any other parties as required by law. A vote on the resolution resulted as follows: Passed unanimously. 3. Authorization of (a) the Long -Term Leasing of the City's "Steamboat Landing" Site to the Ithaca Urban Renewal Agency, for Subsequent Subleasing to a Sponsor of a Producer -to- Consumer Market of Locally- Produced Goods and Incubator for Related Local Businesses, and (b) Adjustment of Certain Lot Lines Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, the City of Ithaca is the owner of a parcel of land off the west end of Third Street Extension, consisting of approximately six acres and known as the "Steamboat Landing" site, which parcel is directly west of the site of the Ithaca Area Wastewater Treatment Plant, as constructed in the mid- 1980s, and WHEREAS, since 1989, the City has leased the Steamboat Landing site to the Ithaca Farmers Market Cooperative, Inc. (IFM), for use as a producer -to consumer market of locally - produced goods as well as for use by the general public at times City Administration Committee Meeting October 29, 2008 Page 13 when the market is not in operation, which lease will end on December 31, 2008, and WHEREAS, as a result of the operation of the market, the site has been transformed into a popular and attractive destination, which is also enjoyed by the public when the market is not in operation, as well as an important economic contributor for the region, and WHEREAS, the City of Ithaca wishes to have the Steamboat Landing parcel utilized and enhanced in the future, as a site for the continued enjoyment of the public as well as for the operation of a producer -to- consumer market featuring sale and promotion of locally grown and crafted goods, which also serves as a incubator for additional, small, local businesses, and WHEREAS, it appears that the most effective means of accomplishing the aforementioned objectives is for the City to lease the site to the Ithaca Urban Renewal Agency (IURA), beginning on or about January 1, 2009, so that the IURA may use its economic development expertise and special authority to select an appropriate sponsor /sublessee to operate such a market /incubator at the site and to develop a proposed sublease with terms that will maximize the use of the site consistent with the City's objectives, and WHEREAS, the Steamboat Landing site is not needed at this time or in the foreseeable future, for wastewater treatment purposes, except that the outf all pipe for the current treatment plant runs under a portion of the Steamboat Landing site, and WHEREAS, pursuant to Section 507 of General Municipal Law, an urban renewal agency may lease property at a negotiated rent to a designated qualified and eligible sponsor without public auction or sealed bids provided (1) that the rent proposed to be paid by such sponsor and other essential terms of the proposed (sub)lease are included in a published public notice, and (2) that such ( sub)lease is approved by the governing body (Common Council) after a public hearing held not sooner than ten days after the publication of such notice, and City Administration Committee Meeting October 29, 2008 Page 14 WHEREAS, the Steamboat Landing site is located within the urban renewal project area defined in the Urban Renewal Plan adopted by the Common Council of the City of Ithaca, and WHEREAS, any future needs of the wastewater treatment plant that might affect the Steamboat Landing site can be addressed by requiring such lease and any subsequent sublease to provide for (a) immediate access to the outf all line for maintenance, repair or replacement, (b) municipal occupation of part or all of the leased premises as necessary, in the event of an emergency at the treatment plant, and (c) modification or termination of the lease (and sublease) by the lessor, upon reasonable notice, in the event that it is determined that expansion of the treatment plant into the leased premises is necessary, and WHEREAS, the Common Council, acting as lead agency, has completed the environmental review of this action, and has determined that it will have no significant, negative impact on the environment; now therefore be it RESOLVED, That the Common Council hereby approves the leasing of the Steamboat Landing site (demarcated as "Parcel B" on a survey map entitled "Wastewater Treatment Facility & Steamboat Landing Site," prepared by T.G. Miller, P.C., and dated October _, 2008) to the Ithaca Urban Renewal Agency, for subsequent sublease by the IURA to an eligible and qualified sponsor of a producer -to- consumer market of locally - produced goods (subject to Common Council approval of any such sublease), and be it further RESOLVED, That the Mayor be and hereby is authorized to execute such a lease to the IURA, following review by the City Attorney, provided that it contains the following provisions: 1. Lease Term - the initial lease term shall not exceed 20 years, and any optional extension shall not exceed an additional 20 years; 2. Retained Rights - The City shall retain rights to access, repair and replace the sewer outfall pipe, to grant an easement for the Cayuga Waterfront Trail, and to grant an easement for a sewer line to serve what is now the NYS Department of Transportation site; 3. Rent from any sublessee shall be paid over by IURA to the City, less a reasonable administrative fee and any direct costs. 2009 and 2010 rent for City Administration Committee Meeting October 29, 2008 Page 15 sublessee shall be fixed at amount of Ithaca Farmers Market rent for 2007; in subsequent years, rent shall be increased by rolling average of cost -of- living increases for this region, over previous 10 years; 4. Insurance - any sublessee shall be required to maintain insurance adequate to protect City from liability; initially at least $1,000,000 per event and $2,000,000 annually, subject to modification by IURA after 2 years. 5. Real Property Improvements - no proposed modification of existing structures or construction of new structures, by the lessee (or sublessee), that requires a building permit, shall be permitted without lessor's (or sublessors) prior consent and, where applicable, site plan review pursuant to City Code; 6. The site - except for the enclosed parts of the pavilion or other, related buildings - shall remain open for use by the general public when the market is not in operation or being rented for private events; 7. Any docks constructed by the IFM or any other sublessee shall remain on the site after the end or termination of the sublease; any sublessee may remove any other improvements, at sublessee's cost, at end or termination of sublease; 8. Early Termination - the lease and any sublease shall include provisions for early termination or modification by the City (a) without prior notice, for emergency situations where human life or safety are or are likely to be imperiled, (b) after initial 5 years, then on 3 years' notice, upon City adoption of a new area plan, involving part or all of the leased premises, that is inconsistent with continued use of the premises, as configured, for a producer -to- consumer market and incubator for small, local businesses, (c) after initial 10 years, then on 3 years' notice, in the event that part or all of the leased premises are needed for wastewater treatment plant purposes, or (d) after initial 20 -year term, on 3 years' notice, for any reason; 9. In the event of early termination by the City, City "buy out" for depreciated value of certain improvements to site made by any sublessee shall be limited to amount of one year's rent, unless sublessee relocates within the City, in which case such buy out will be limited to 4 years' rent. Depreciation of improvements constructed prior to execution of new sublease will generally be on 40 -year, straight -line basis; depreciation schedules for improvements constructed after such time will generally be consistent with those established for classes of improvements in Section 11.00 of the NYS Local Finance Law, City Administration Committee Meeting October 29, 2008 Page 16 and be it further RESOLVED, That the Common Council hereby approves an adjustment of the lot lines of record of the following tax map parcels owned by the City of Ithaca, consistent with the proposal shown on the above - referenced survey map, in order to facilitate such leasing (as well as the possible conveyance of the wastewater treatment plant site - to wit, Parcel A on said survey map - to the joint, municipal owners of that plant, as intended by those parties' "Joint Sewer Agreement "): (a) 24 -1 -1; (b) 23 -1 -1; and (c) 23 -2 -1; and such that what is now Parcel 24 -1 -1, following such adjustment, comprises primarily the land actually occupied by the wastewater treatment plant (not including the outfall pipe route, or any land now occupied by the Ithaca Farmers Market) and demarcated - on three sides - by the fence enclosing the treatment plant site, and such that what is now Parcel 23 -1 -1, following such adjustment, comprises the land leased to and occupied by the Ithaca Farmers Market, and be it further RESOLVED, That the Mayor be and hereby is authorized to prepare and submit the necessary materials to apply for and memorialize the lot line adjustments described above, and to execute all other documents reasonably required to implement the provisions of this resolution. After discussion, Alderperson Zumoff made a motion to amend the 4th Resolved as follows: RESOLVED, That the Common Council hereby approves an adjustment of the lot lines of record of the following tax map parcels owned by the City of Ithaca, pursuant to Section 290 -6 of the City Code and consistent with the proposal shown on the above - referenced survey map, in order to facilitate such leasing (as well as the possible conveyance of the wastewater treatment plant site - to wit, Parcel A on said survey map - to the joint, City Administration Committee Meeting October 29, 2008 Page 17 municipal owners of that plant, as intended by those parties' "Joint Sewer Agreement "): (a) 24 -1 -1; (b) 23 -1 -1; and (c) 23 -2 -1; and such that what is now Parcel 24 -1 -1, following such adjustment, comprises primarily the land actually occupied by the wastewater treatment plant (not including the outfall pipe route, or any land now occupied by the Ithaca Farmers Market) and demarcated - on three sides - by the fence enclosing the treatment plant site, and such that what is now Parcel 23 -1 -1, following such adjustment, comprises the land leased to and occupied by the Ithaca Farmers Market, and be it further Seconded by Alderperson Schuler. Motion carried 5 -0. A vote on the main resolution as amended resulted as follows: Passed unanimously. 14. Department of Public Works (DPW) 1. Request for Contingency Funds for Southside Community Center Boiler Repair Moved by Alderperson Korherr. Seconded by Alderperson Clairborne. WHEREAS, the hot water heating system in the 5outhside Community Center Building has developed a large amount of scale, which is causing blockages and restrictions in the distribution pipes and valves, and WHEREAS, failure to correct this heating system problem could result in loss of building heat and higher repair costs, and WHEREAS, the heating system in the 5outhside Community Center has developed problems that can result in loss of heat to sections of the building, and City Administration Committee Meeting October 29, 2008 Page 18 WHEREAS, the Department of Public Works has investigated the problems and has obtained an estimate of repair costs from a mechanical contractor to install a flow filter system, isolation valves, and added return lines to the boiler for the amount of $6,873.00; now, therefore be it RESOLVED, That Common Council hereby transfers an amount not to exceed $7,300 from account A1990 unrestricted contingency to account A7312 -5480 Building Maintenance to allow for repair of the Southside Community Center heating system. A vote on the resolution resulted as follows: Passed unanimously. 2. Reauest to Take Over Financial Billina for Seotaae Disposal at the Ithaca Area Wastewater Treatment Facility from Tompkins County Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, in their June 17, 2008 meeting (see attached copy of TC Resolution No. 113) the Tompkins County Legislature has affirmed their support and desire for the IAWWTF to take over the billing from the county, and WHEREAS, the IAWWTF already has responsibility for all of the operational aspects of septage receiving, treatment, and disposal, assuming the additional responsibility for all the administrative and billing aspects of the same operation will serve to streamline our work, making it a completely point of service operation, and WHEREAS, IAWWTF management and staff have expressed their support for assuming additional administrative work in a written recommendation to the Special Joint Committee (5JC) at the August 13, 2008 meeting, and WHEREAS, the efficiencies of a complete point of service operation will outweigh the additional administrative work entailed, and WHEREAS, the additional revenue realized from assuming the administrative billing functions will be $7.53 per 1000 - gallons of septage plus $1.00 per truck City Administration Committee Meeting October 29, 2008 Page 19 load* (annually amounting to about $30,000) which is adequate to cover the additional administrative expenses incurred; now, therefore be it RESOLVED, That the Common Council hereby approves taking over completely the financial billing from Tompkins County for the septage disposal operations at the Ithaca Area Wastewater Treatment Facility. After discussion, Alderperson Schuler made a motion to amend the 3rd Whereas to include language about SJC voting unanimously in support of this project. Seconded by Alderperson Clairborne. Motion carried 5 -0. A vote on the main resolution as amended resulted as follows: Passed unanimously. 15. Planning Department 1. South Hill Civic Association Request for Neighborhood Improvement Incentive Funds Moved by Alderperson Korherr. Seconded by Alderperson Clairborne. WHEREAS, the City of Ithaca Common Council established the Neighborhood Improvement Incentive Fund in 1995 to provide financial assistance to city residents seeking to improve the quality of life in their neighborhoods, and WHEREAS, the fund is intended to support residents' interest in community improvement and to encourage, not replace volunteerism, and WHEREAS, the funds are intended to be used for projects or events that provide a general neighborhood benefit and not for the limited benefit of individuals or a select few residents, and WHEREAS, activities specified by the Council as eligible for the funding include but are not limited to items such as neighborhood clean -ups, planting in public places, and organizing neighborhood events like neighborhood block parties or meetings, and City Administration Committee Meeting October 29, 2008 Page 20 WHEREAS, neighborhood groups are required to submit a completed application specifying other project donations, estimated volunteer hours, estimated costs to be covered by the fund and signatures of residents in the immediate neighborhood, and WHEREAS, each neighborhood group is eligible to receive up to $300 per year as a reimbursement award payable on the submission of original receipts or invoices for approved activities, and WHEREAS, the City cannot reimburse residents for sales tax expenses, and WHEREAS, the South Hill Civic Association has submitted a completed application for reimbursement funds to off -set expenses related to procuring a meeting space, and WHEREAS, the South Hill Civic Association charges no membership dues or fees; monthly meetings are organized by residents and attended by a varying mix of long term residents, student residents, Ithaca College representatives, elected officials and city staff, and WHEREAS, the South Hill Civic Association conducts several annual events, free and open to the public including neighborhood clean -ups and an annual "welcome back students" breakfast, and WHEREAS, these events generate a high level of volunteer hours and, in the case of the annual breakfast, leverage outside donations, and WHEREAS, the funding will support the program goal of strengthening Ithaca's neighborhoods, now, therefore be it RESOLVED, That the City Administration Committee approves the request from the South Hill Civic Association for funding to off -set the cost of neighborhood meeting space in the amount of up to $300, to be granted upon presentation of original invoices and /or receipts. Alderperson Zumoff indicated that he is in favor of the allocation but believes the City Administration Committee does not have the authority to allocate these funds City Administration Committee Meeting October 29, 2008 Page 21 as the Planning and Economic Development Committee is the responsible body according to the policy documents. A vote on the resolution resulted as follows: Ayes (4): Coles, Clairborne, Korherr, Schuler Nays (1): Zumoff Motion carried 4 -1. 2. Commons Redesign Project The Committee discussed the Commons Redesign Project. The funds for the project are in the 2008 budget for Capital Projects. Chairperson Coles expressed her thoughts about not going forward with this project when the first payment has not been made on the Green Street Garage and when money is not available for sidewalks on West Hill. Alderperson Korherr supports the concept of not proceeding with this project due to funding issues. Alderperson Zumoff supports this project because it is going to be done soon. To save money, the City could not do the comprehensive plan since it is not going to be done soon. Alderperson Tomlan stated that assessments of the Commons have indicated a number of concerns ranging from safety (pavement, adequate facilities for fire service) to the esthetics of the project. It is important to make the City safe and of a certain base line attractiveness for residents and the public. The Commons and the surrounding area is a historic district that carries with it an expectation of character. In talking about basic maintenance, this would include rehabilitation where needed. Alderperson Tomlan stated that money spent on this project will be money well spent. Alderperson Schuler supports the project. The Commons is a meeting place and we don't want it to become more of a problem when maintenance has been neglected. City Administration Committee Meeting October 29, 2008 Page 22 16. Human Resources (HR) Department 1. Transfer of Funds for Payments of Flu Shots Moved by Alderperson Schuler. Seconded by Alderperson Clairborne. WHEREAS, Cayuga Medical Center at Ithaca (the Medical Center) has developed a program of services in occupational health, educational consult, injury prevention, and rehabilitation therapy aimed to at improving quality of employee health and workplace safety, and WHEREAS, the Medical Center has offered to provide Flu Shot Clinics in City facilities to meet our occupational health needs at a rate not to exceed $25.00 per employee, and WHEREAS, the Common Council has determined that assisting employees in obtaining a flu shot, for the 2008 season, will be beneficial to employees and the work environment, and WHEREAS, the City has reserved 100 vaccinations from the Medical Center; now, therefore, be it RESOLVED, That Common Council hereby authorizes the payment of up to $25.00 for City employees, not covered under another agreement, to receive or be reimbursed for the shots received in the clinics available at City facilities or through another provider, and be it further RESOLVED, That the payment is contingent upon the signing of a Memorandum of Understanding with the appropriate Collective Bargaining Units, and be it further RESOLVED, That funds in the amount not to exceed $2,500 shall be transferred from account A1990 Unrestricted Contingency to account A1430 -5430 Human Resources Fees to fund said vaccinations for 2008. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting October 29, 2008 Page 23 2. Director's Report. HR Director Michell -Nunn reported on the following: Employee Standards of Conduct Policy: The final draft of this policy will come to the November meeting. Wellness Sessions: Wellness sessions will be conducted in December 2008 and January 2009. Safety Grant: The City received approval on the safety grant. The State cut the grant amount about 10 %. Safety training will start in 2009. Workplace Violence Prevention (WPV) Training: The WPV Prevention training will start in 2009. 17. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Tompkins County Council of Government Health Benefits Steering Committee (TCCOG): The TCCOG Committee developed a voting model and a draft municipal cooperation agreement. The program is scheduled to be implemented on January 1, 2010. Municipalities wanting to participate in this program must commit by July 2009. After the program has been implemented, a joint Labor Management Health Insurance Committee meeting will be held. This meeting will involve the unions of all the municipalities. To date, only one City union member has been attending these meetings. TCCOG is looking at cost savings and not diminishing the benefits. The cost savings will come from more efficient operations of health benefits and over the long term will probably stabilize health insurance benefits rates for all the members of this group. 18. Reports 1. Mayor's Report. The Mayor reported on the following: Shared Services Consolidation Group: The Mayor is meeting on Friday with the Shared Services Consolidation Group. A report will be released regarding their research, processes and recommendations for moving forward. City Administration Committee Meeting October 29, 2008 Page 24 2. Sub- Committee Updates. None. 3. Council Members' Announcements Public Safety Community Systems: Alderperson Schuler reported that the implementation of the Tompkins County Public Safety Communications System has been completed. A celebration was held on October 24, 2008. Grandmothers' Visit: Alderperson Clairborne reported on the grandmothers' visit and suggested that thank you letters be sent to them. 4. Next Month's Meeting: November 24, 2008. 19. Adjournment With no further business and on a motion by Alderperson Clairborne, the meeting was adjourned at 9:52 p.m.