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HomeMy WebLinkAboutMN-CA-2013-01-01CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. January 23, 2013 PRESENT: Alderperson Proulx — Chair Alderpersons (4) - Brock, Clairborne, Fleming, Kerslick OTHERS PRESENT: Fire Chief — Parsons City Chamberlain — Parsons Director of P &D — Cornish Deputy Director of ED — DeSarno City Attorney — Lavine Traffic Systems Engineer — Logue Acting Building Commissioner - Niechwiadowicz Acting Superintendent of Public Works — Benjamin Human Resources Director — Michell -Nunn City Controller - Thayer Deputy Controller — Andrew IURA Director — Bohn Intern - Gray 1. Call to Order: Chairperson Proulx called the meeting to order at 6:20 p.m. 1.1 Agenda Review: Chairperson Proulx explained that should more time be needed for agenda item 4.2, items 5.1 and 5.2 would be removed from the agenda. 1.2 Statements from the Public John Hunt, 5t" Ward, spoke about the importance of considering restrictions on wood burning stoves in the City and the effects wood burning stoves have one's health. John Graves, South Hill Resident, spoke about some neighbors having health issues due to other neighbors having wood burning stoves. Regina Deschere, South Hill Resident, spoke against residents having wood burning stoves and the affects smoke from wood burning stoves are having on her health. Ken Deschere, South Hill Resident, has no problem with paying taxes because of the services or benefits received. He expressed his concerns about the problems smoke from wood burning stoves are causing in the neighborhood. Mr. Deschere mentioned the meetings being held between the City and the County to address these problems. Mr. Deschere asked the City to work with the County to protect the community's health and to do something about neighbors who use wood burning stoves. City Administration Committee Meeting January 23, 2013 Page 2 1.3 Statements from Employees. None 1.4 Council Response Alderperson Brock thanked the public for their comments and stated that since this item will be discussed later on the agenda that she would save her response until then. 1.5 Review /Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes, with corrections, from the December 17, 2012 meeting of the City Administration Committee. Seconded by Alderperson Clairborne. Motion carried 5 -0. 2. Standing Sub - Committee and Staff Reports 2.1 Workforce Diversity Advisory Committee. None. 2.2. Controller's /Finance Department: Controller Thayer reported on the following: Bonds will be sold next week to take advantage of lower interest rates; State Aid to municipalities will remain the same; Binding arbitration will cap at 2% for police and fire. 3. City Administration, Human Resources, and Policy 3.1 DPW — Water and Sewer — Amendment to Personnel Roster Moved by Alderperson Kerslick. Seconded by Alderperson Brock. WHEREAS, under Item 8.4 on the Common Council Agenda for the September 5, 2012 meeting, one Financial Management Assistant in the Water and Sewer Division of the Department of Public Works requested and received a temporary reduction in her workweek from forty (40) hours /week to thirty (30) hours /week to allow her to address family needs, and WHEREAS, this employee has since retired in December 2012, and the temporary adjustment to thirty (30) hours /week was originally set to carry from October 1, 2012 until March 31, 2013, and WHEREAS, we have advertised, interviewed and selected a new employee to fill the position of one Financial Management Assistant in the Water and Sewer Division and now have need of the return to the forty (40) hours /week workweek, and WHEREAS, this position funded for forty (40) hours /week in the Water and Sewer Division 2013 budget; now, therefore, be it RESOLVED, That Common Council hereby amends the 2013 authorized Personnel Roster for Water and Sewer as follows, that the workweek of this one Financial Management Assistant City Administration Committee Meeting January 23, 2013 Page 3 position in the Water and Sewer Division of the Department of Public Works be and hereby is restored to forty (40) hours /week, and be it further RESOLVED, That this roster amendment shall take effect January 9, 2013. A vote on the resolution resulted as follows: Passed unanimously. 3.2 Establishment of Standard Workday Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, the New York State Retirement System requires that the standard workday be established for all positions in City government for the purpose of determining reportable days worked, and WHEREAS, the workweek for the position of Director of Information Technology was reduced to thirty -two (32) hours per week effective January 1, 2013, and WHEREAS, the workweek for the position of Director of Economic Development was reduced to thirty -five (35) hours per week effective January 1, 2013, and WHEREAS, the New York State Retirement System recognizes workweeks of thirty (30) or more hours as full -time workweeks for the purpose of determining retirement service credit; now, therefore, be it RESOLVED, That the Common Council hereby establishes the following standard workdays for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System: Six and four - tenths (6.4) hour workday; Thirty -two (32) hour workweek: Director of Information Technology Seven (7) hour workday; Thirty -five (35) hour workweek: Deputy Director of Economic Development After discussion, Alderperson Clairborne made a motion to split the resolution into two (2) resolutions (one for the Director of Information Technology; one for Deputy Director of Economic Development) since he would support one and not the other. Seconded by Alderperson Brock. A vote on the amendment resulted as follows: Ayes (2): Clairborne, Brock Nays (3): Fleming, Kerslick, Proulx City Administration Committee Meeting January 23, 2013 Page 4 I0TA • . • �� - "LriflCf�•ai� A vote on the main resolution resulted as follows: Passed unanimously. 3.3 Various Changes in Workweek Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, the New York State Retirement System requires that the standard workday be established for all positions in City government for the purpose of determining reportable days worked, and WHEREAS, the 2013 authorized budget resulted in the adjustment of several employee workweek schedules; now, therefore, be it RESOLVED, That Common Council hereby amends the 2013 Authorized Roster and establishes the following standard workdays for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System for the following positions: Increase in Hours: Youth Program Assistant (Youth Bureau) from 17.5 to 25 hour workweek; five (5) hour work day Executive Assistant (GIAC) from 35 to 40 hour workweek; eight (8) hour work day Receptionist (Building Department) 20 to 40 hour workweek; eight (8) hour work day Decrease in Hours: Youth Program Leader (Youth Bureau) from 35 to 30 hour workweek; seven (7) hour work day A vote on the resolution resulted as follows: Passed unanimously. 3.4 City -IURA Agreement Governing Administration of HUD Entitlement Funds Awarded to City of Ithaca Moved by Alderperson Kerslick. Seconded by Alderperson Clairborne. WHEREAS, on August 27, 2012, the U.S. Department of Housing & Urban Development requested an agreement be executed between the City of Ithaca (City) and the Ithaca Urban Renewal Agency (IURA) to clarify roles and responsibilities for administering Community Planning and Development (CPD) Formula Grants awarded to the City, including CDBG and HOME grants, and WHEREAS, HUD correspondence clarified that the request for an agreement between the City and the IURA does not result from any performance deficiency, and City Administration Committee Meeting January 23, 2013 Page 5 WHEREAS, the IURA prepared a proposed agreement to memorialize current roles and responsibilities of the IURA in administration of the CDBG and HOME grants awarded to the City, and WHEREAS, as requested by HUD, the IURA has transferred grant accounts from the IURA to the City so that new grant funds received will be deposited into the City's bank account and transferred to the IURA bank account upon approval of voucher requests to meet CPD grant obligations, and WHEREAS, on December 14, 2012 the IURA reviewed and approved the Agreement Governing Administration of HUD Entitlement Funds Awarded to the City of Ithaca, dated 12/12/12; now, therefore, be it RESOLVED, that the Common Council for the City of Ithaca hereby authorizes the Mayor, upon the advice of the City Attorney, to execute the attached Agreement Governing Administration of HUD Entitlement Funds Awarded to City of Ithaca, dated 12/12/12. A vote on the resolution resulted as follows: Passed unanimously. 3.5 Creation of Director of Parking Moved by Alderperson Clairborne. Seconded by Alderperson Kerslick. WHERESAS, as part of the 2013 approved budget, the position of Director of Parking was established, now, therefore, be it RESOLVED, That the Personnel Roster of the Department of Public Works shall be amended as follows: Add: Director of Parking (40 hours) and be it further RESOLVED, That the position of Director of Parking shall be assigned to the Managerial Compensation Plan at salary Grade 3, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System, the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week). A vote on the resolution resulted as follows: Passed unanimously. 3.6 Approval of Extension of Exemption from Real Property Taxes and Provision for In -Lieu Payments, with Regard to City of Ithaca Tax Parcel Numbers 41.- 1 -3.1, 41.- 1 -3.2, 44. -3 -3, City Administration Committee Meeting January 23, 2013 Page 6 44.4-1. 44. -5 -3. 44. -8 -1. 51. -2 -15. 80. -3 -10 and 103. -3 -1 Pursuant to Section 52 of the Public Housing Law of the State of New York Moved by Alderperson Kerslick. Seconded by Alderperson Clairborne. WHEREAS, the Ithaca Housing Authority (hereinafter referred to as the "IHA ") is a municipal housing authority created and established by virtue of _429 of the Public Housing Law and is the current owner of the lands and premises in the City of Ithaca, County of Tompkins, State of New York know as 412 Hector Street (T.P # 41.- 1 -3.1), 412 Hector Street (T.P # 41.- 1 -3.2), 520 Hancock Street (T.P # 44. -3 -3), Hancock Street (T.P # 44.4-1), 111 Morris Avenue T.P # 44. -5 -3), 625 Hancock Street (T.P # 44. -8 -1), 312 Esty Street (T.P # 51.- 2 -15), 414 - 422 South Plain Street (T.P # 80.- 3 -10), 319 Wood Street (T.P # 101-3 -1) and 800 South Plain Street (Titus Towers) (T.P # 104. -1 -2) (hereinafter referred to as the "Properties ") which properties are used for the provision of affordable rental housing to qualified persons or families of low income; and WHEREAS, pursuant to _52(3) of the Public Housing Law of the State of New York, as a municipal housing authority the IHA is entitled to and has enjoyed an exemption from local real property taxes subject to certain required payments in lieu of such taxes; and; WHEREAS, pursuant to _52(5) of the Public Housing Law of the State of New York tax exemptions from real property taxes for municipal housing authorities shall not operate for a period of more than fifty years, commencing in each instance from the date on which the benefits of such exemption first became available and effective (hereinafter referred to as the "Effective Date "); and WHEREAS, pursuant to _52(6) of the Public Housing Law of the State of New York, the IHA, as a municipal housing authority, may upon the expiration of the initial tax exemption period (hereinafter referred to as "Expiration Date "), be granted an additional tax exemption period of up to fifty years; WHEREAS, there is an incomplete record of the effective date of the first initial tax exemption period for all of the IHA properties. The effective date of the initial tax exemption period on the Hancock Street properties (T.P # 44. -3 -3, T.P # 44.4-1 and T.P # 44. -8 -1) was March 1, 1973 and granted for a forty (40) year period. The effective date of the initial tax exemption period on 800 South Plain Street (Titus Towers) (T.P # 104. -1 -2) was granted on or about March 1, 1974 also for a forty (40) year period. There are no accurate records of the effective date for the remaining properties; and WHEREAS, as a result of the expiration of the exemption for the Hancock Street properties and to ensure the accuracy of the effective date of the exemption date for the remaining properties (other than Titus Towers) and pursuant to _52(5) of the Public Housing Law of the State of New York the IHA now seeks an extension of the effective date for an extension of the tax exemption period for an additional forty (40) year period to commence March 1, 2013 for the following properties; 412 Hector Street (T.P # 41.- 1 -3.1), 412 Hector Street (T.P # 41. -1- 3.2), 520 Hancock Street (T.P # 44. -3 -3), Hancock Street (T.P # 44. -4 -1), 111 Morris Avenue City Administration Committee Meeting January 23, 2013 Page 7 T.P # 44. -5 -3), 625 Hancock Street (T.P # 44. -8 -1), 312 Esty Street (T.P # 51.- 2 -15), 414 - 422 South Plain Street (T.P # 80. -3 -10) and 319 Wood Street (T.P # 103. -3 -1); and WHEREAS, the expiration date for 800 South Plain Street (Titus Towers) (T.P # 104. -1 -2) is not until March 1, 2014, the IHA will not seek an extension of the exemption period for that property until that time, and WHEREAS, that pursuant to 52 of the Public Housing Law of the State of New York and since the inception of the initial tax abatement period, the IHA has annually remitted to the City of Ithaca Payments in Lieu of Taxes (hereinafter referred to as "Pilot ") pursuant to a Pilot Agreement between the IHA and the City of Ithaca; and WHEREAS, the City of Ithaca has determined that the continued provision of affordable rental housing to qualified persons or families of low income by the IHA is beneficial to and in the long term best interests of the public; now, therefore, be it RESOLVED, That the Common Council of the City of Ithaca pursuant to_52(5) of the Public Housing Law of the State of New York hereby grants to the following properties, 412 Hector Street (T.P # 41.- 1 -3.1), 412 Hector Street (T.P # 41.- 1 -3.2), 520 Hancock Street (T.P # 44. -3- 3), Hancock Street (T.P # 44.-4 -1), 111 Morris Avenue T.P # 44. -5 -3), 625 Hancock Street (T.P # 44. -8 -1), 312 Esty Street (T.P # 51.- 2 -15), 414 - 422 South Plain Street (T.P # 80. -3 -10) and 319 Wood Street (T.P # 103. -3 -1) a tax exemption from real property taxes levied by the City of Ithaca and other local taxing authorities for an additional forty (40) years period upon the condition that commencing on said new effective date the IHA make annual payments in lieu of taxes to the City of Ithaca and shall continue to make such annual payments for the duration of the exemption period; and it is further RESOLVED, That the effective date for the foregoing tax exemption period shall be March 1, 2013 and the expiration date shall be March 1, 2053; and it is further RESOLVED, That the Mayor, upon the advice of the City Attorney and the City Controller and on behalf of the City of Ithaca, is hereby authorized and requested to execute and deliver to any pertinent party an agreement between the City of Ithaca and the IHA setting forth as necessary the details of the payments in lieu of taxes, and to take any and all action necessary and /or required to effectuate or verify such payments or tax exemption. A vote on the resolution resulted as follows: Passed unanimously. 3.7 Contract for Sustainable Strategies: As part of the City Budget for 2013, Common Council approved $60,500 to be included in the Planning Department budget for Sustainable Strategies. Sustainable Strategies is a consulting firm that will work with the Planning Department in preparing grant applications and acting as lobbyist in Washington to secure funding for various City projects. The Planning Department and the Attorney's Office will work together to draft and execute a contract with Sustainable Strategies. Questions, concerns or suggestions about this agenda item should be directed to Planning Director Cornish. City Administration Committee Meeting January 23, 2013 Page 8 3.8 Common Council — Approval of Grievance Panel Moved by Alderperson Kerslick. Seconded by Alderperson Fleming. Resolved, that the recommendations proposed by the Grievance Panel be approved. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 Fire Department — Central Fire Station Roof Replacement Moved by Alderperson Clairborne. Seconded by Alderperson Kerslick. WHEREAS, during the fall and winter of 2012, the roof on the City -owned Central Fire Station has developed leaks over the apparatus room, and WHEREAS, the City Engineering Department with the assistance of a third party design professional has determined that the roof on the Central Fire Station has reached its end of life and is in need of replacement, and WHEREAS, the City of Ithaca has entered into a contract with Liberty Solar Inc. to install photovoltaic panels on the roof no later than July 1, 2013, and WHEREAS, the life expectancy of a new roof will be in excess of 40 years and the useful life expectancy of the solar panels will be in excess of 15 years, and WHEREAS, City staff has estimated the cost for roof replacement at $360,000; now, therefore, be it RESOLVED, That Common Council hereby establishes Capital Project #784 Central Station Roof Replacement in an amount not to exceed $360,000, and be it further RESOLVED, That funding for said project shall be derived from the advance of funds from the General Fund with later repayment from the issuance of serial bonds, and be it further RESOLVED, That the establishment of this Capital Project shall be contingent on the approval by the Town of Ithaca. A vote on the resolution resulted as follows: Passed unanimously. 4.2 Board of Fire Commissioners - Funds Received from Formerly Active Volunteer Fire Companies Moved by Alderperson Clairborne. Seconded by Alderperson Kerslick. City Administration Committee Meeting January 23, 2013 Page 9 WHEREAS, the City Chamberlain has requested that each of the former active volunteer companies in the Ithaca Fire Department (Company 1, Company 2, Company 3, Company 4, Company 5, Company 6, and Company 7), forward any funds held by the previously active company, as a volunteer fire service organization, to the City Chamberlain's Office, and, WHEREAS, the funds held by these formerly active volunteer companies can be classified as either 2% funds or non -2% funds, and WHEREAS, the Board of Fire Commissioners, the former active volunteers who served in these companies, the Common Council, and the community at large have an interest in seeing that any such funds surrendered by these formerly active companies, be used in a manner that appropriately recognizes the intent for which these funds were provided to or generated by the membership of these companies, and WHEREAS, 2% funds can lawfully be distributed to the Ithaca Veteran Volunteer Firemen Association ( IVVFA) and the remaining active volunteer company- Neriton, Company 9, and WHEREAS, the non -2% funds, were acquired by each of the formerly active companies through various activities and sources and, WHEREAS, the legacy and history of the Volunteer Companies in the Ithaca Fire Department will be best preserved by a strong and active Ithaca Veteran Volunteer Firemen's Association, now, therefore, be it RESOLVED, That Common Council approves of all funds received from the formerly active companies that are identified as 2% funds be distributed 50% to the IVVFA and 50% to Neriton, Company 9, and be it further RESOLVED, That all non 2% funds, be distributed 100% to the Ithaca Veteran Volunteer Firemen Association. A vote on the resolution resulted as follows: Passed unanimously. 4.3 Finance /Controller — Reauest Funds for Citv Hall Server Room Air Conditionina S Replacement Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. WHEREAS, the existing air conditioning system unit in the City Hall server room is in need of replacement, and WHEREAS, City Staff has received quotes for replacement and installation of a new unit in the amount of $4,710, and WHEREAS, funds are not available in the current 2013 authorized budget to replace this unit, and City Administration Committee Meeting January 23, 2013 Page 10 WHEREAS, the 2013 Unrestricted Contingency account has $120,000 available for unanticipated expenses; now, therefore, be it RESOLVED, That Common Council hereby authorizes an amount not to exceed $4,710 be transferred from Account A1990 Unrestricted Contingency to A1320 -5225 IT Other Equipment for the purpose of said server room air conditioning system replacement. A vote on the resolution resulted as follows: Passed unanimously. 5. Committee Discussion Items 5.1 Preview of Strateaic Dlannina Event and InDUt into CA 2013 Work Plan. None. 5.2 Short List of Potential Manor Work Items for CA Committee in 2013. None. 5.3 Process for Budget Process Change Chairperson Proulx proposed dedicating time at the next City Administration Committee meeting to talk about the budget process. The Committee could make a recommendation at the March meeting of Common Council. This would give all Common Council members time to review the recommendations, give feedback and vote on the process. Then the budget process would be given to staff so that the October budget hearings could be scheduled. The Committee shared their thoughts about the budget process. After the discussion, Chairperson Proulx stated that he will summarize the comments and distribute to them prior to the next meeting. 5.4 Wood Smoke Exploratory Discussion Chairperson Proulx stated that there have been discussions by the County and various department heads about the problems caused by the smoke coming from wood burning stoves in the City. This item was added to the agenda so that Common Council could start having discussions on how to address the problems and to provide direction on this issue to department heads and the community. City Attorney Lavine, Acting Building Commissioner Niechwiadowicz and Fire Chief Parsons were invited to join this discussion to provide information on legislation surrounding the use or installation of wood burning stoves in the City, how complaints are handled when received and whether or not the City could enforce the current laws without burdening the staff. After discussion, Alderperson Brock volunteered to work with City staff to look at City codes, to find resources to enforce the laws protecting the public from nuisance smoke and to benchmark what other communities are doing. City Administration Committee Meeting January 23, 2013 Page 11 6. Meeting Wrap -up 6.1 Announcements. None. 6.2 Review. Aaenda Items for Next Meetin Items for next month's agenda should be forwarded to Chairperson Proulx. 6.3 Adjourn With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 9:08 p.m.