Loading...
HomeMy WebLinkAboutMN-CA-2013-03-01CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. March 27, 2013 PRESENT: Alderperson Proulx — Chair Alderpersons (4): Brock, Clairborne, Fleming, Kerslick Mayor Myrick OTHERS PRESENT: Alderpersons — McCollister & Murtagh Youth Program Coordinator — Tabor Acting Youth Bureau Director — Vance Youth Program Administrator — Friedeborn Director of P &D — Cornish Director of Zoning Administration — Radke Director of Engineering — West Manager of Organizational Development — Moskowitz Acting Superintendent of Public Works - Benjamin Human Resources Director — Michell -Nunn Controller - Thayer Deputy Controller — Andrew Temp Deputy YB Director — Green CDLM Rep - Spurgin 1. Call to Order 1.1 Agenda Review: Chairperson Proulx mentioned that Item 5.6 - DPW — Discussion of Water Supply Project Construction Phase has been removed from the agenda since it passed through this Committee last month. 1.2 Review /Approval of Minutes: Alderperson Brock mentioned her changes to the minutes as they relate to including language in the resolutions that indicated which accounts the new positions were to be funded. After the Committee discussed her changes, it was agreed that Alderperson Brock would work with Controller Thayer to revise the resolutions to incorporate funding or account information. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Resaonse Women's History Mini Museum: The Women's History Mini Museum will be held at GIAC on Thursday — March 28, 2013, from 4:00 p.m. to 5:30 p.m. in the GIAC Gym. It is free and open to the public. City Administration Committee Meeting March 27, 2013 Page 2 2. Standing Sub - Committee and Staff Reports 2.1 Workforce Diversitv Advisory Committee Alderperson Brock reported that the WDAC met this week and discussed department heads' diversity goal(s) presentations to Common Council. A special meeting of Common Council was scheduled for the 5t" Wednesday in May; but had to be changed because of the conflict with the Ithaca Festival. Another meeting has been scheduled for July 31, 2013. 2.2. HR Department U20 Video Viewing: There will be a community viewing of the video Race: The Power of an Illusion on April 8, 15 & 22, 2013 at the State Theater from 6:30 p.m. to 8:30 p.m. Other organizations will be scheduling a viewing of this video. Senior Staff viewed the 3rd episode on Tuesday and talked about how to rollout the video to the workforce. 2.3. Controller's /Finance Department Finance -Approval of 2011 Single Audit Moved by Alderperson Clairborne. Seconded by Alderperson Kerslick. RESOLVED, That the Independent Auditor's Report for the period January 1, 2011, through December 31, 2011, prepared by the accounting firm of Ciaschi, Dietershagen, Little, Mickelson & Company, LLP be accepted to comply with all the City's applicable Governmental Accounting Standards Board (GASB) Statement 34 and other related audit and single audit requirements. A vote on the resolution resulted as follows: Passed unanimously. 3. 2014 Budget Process 3.1 Preview of 2014 Budaet Assumations Controller Thayer distributed the Summary of Factors Shaping City Budgets (2012 -2014) to the Committee. Mr. Thayer highlighted the factors that would be incorporated into the estimates or that would have a large impact on the 2014 budget. 3.2 Discussion of Planning & Building Alderperson Kerslick met with the department /division heads of the Department of Planning, Building and Economic Development to get a better understanding of that department. At that meeting, they identified opportunities to address the City's strategic themes, major potential projects or investments, major staffing changes /impacts /needs and major concerns for 2014. Alderperson Kerslick, Planning Director Cornish and Director of Zoning Administration Radke shared their discussion with the Committee. City Administration Committee Meeting March 27, 2013 Page 3 3.3 Discussion of Transit and Infrastructure Alderperson Fleming met with the department /division heads of the Department of Public Works (DPW) to talk about the 2014 budget priorities for this department. Alderperson Fleming, Acting Superintendent Benjamin and Director of Engineering West reported on the priorities for DPW for 2014. 3.4 Council Budget Survey Chairperson Proulx e- mailed a budget survey to Common Council. Chairperson Proulx encouraged the Committee to complete and provide feedback. A finalized document would be distributed to Council. 4. City Administration, Human Resources, and Policy 4.1 DPW — Eng — Request to Adopt the City of Ithaca Title VI and LEP Plan — Ithaca Commons Repair and Upgrade Project Moved by Alderperson Kerslick. Seconded by Alderperson Brock. WHEREAS, the City of Ithaca is a sub - recipient of Federal Transit Administration (FTA) Funding for the Ithaca Commons Repair and Upgrade Project, and WHEREAS, as a sub - recipient of FTA funding the City is obligated to comply with Title VI of the Civil Rights Act of 1964, which ensures that no person in the United States shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance from the FTA, and WHEREAS, as a sub - recipient of FTA funding the City is obligated to comply with Executive Order 13166, titled Improving Access to Services for Persons with Limited English Proficiency, which directs agencies which receive federal funds to ensure that discrimination based upon a person's inability to speak, read, write or understand English does not take place, and WHEREAS, the City of Ithaca has prepared the City of Ithaca Title VI and LEP Plan to ensure compliance with both the spirit and the letter of the obligations set forth above relating to the Ithaca Commons Repair and Upgrade Project; now therefore, be it, RESOLVED, That the Common Council of the City of Ithaca certifies that, as a condition of receiving Federal financial assistance under programs administered by the Federal Transit Administration, it will ensure that no person, including people of limited English proficiency will be subjected to discrimination in the level and / or quality of services and benefits of the Ithaca Commons Repair and Upgrade Project on the basis of race, color, or national origin, and be it further City Administration Committee Meeting March 27, 2013 Page 4 RESOVED, That the City of Ithaca will compile, maintain and submit, in a timely manner, Title VI information required by FTA Circular 4702. 1 B dated October 1, 2012 and in compliance with the Department of Transportation's Title VI regulations at 49 CFR Section 21.7(a), and, be it further RESOLVED, That the City of Ithaca will submit a Title VI assurance every three years as part of the annual Certification and Assurance submission to the primary recipient, Tompkins County, and the Federal Transit Administration, and, be it further RESOLVED, That the City of Ithaca makes it known to the public, that those persons or people alleging discrimination on the basis of race, color, or national origin as it relates to access to or provision of services and benefits of the Ithaca Commons Repair and Upgrade Project may file a complaint with the City of Ithaca, Tompkins County Human Rights Commission, U.S. Department of Transportation and / or the Federal Transit Administration, and be it further RESOLVED, That the Common Council of the City of Ithaca adopts the City of Ithaca Title VI and LEP Plan for the Ithaca Commons Repair and Upgrade Project dated January 2013 A vote on the resolution resulted as follows: Passed unanimously. 4.2 DPW — S &F — Reauest for Undertakina by NYSDOT Moved by Alderperson Kerslick. Seconded by Alderperson Brock. RESOLVED, That the Common Council of the City of Ithaca does hereby authorize Ray Benjamin, Acting Superintendent of Public Works, to enter into agreement with New York State Department of Transportation ( NYSDOT) for Undertaking in connection with work affecting state highways as per the attached document from NYSDOT A vote on the resolution resulted as follows: Passed unanimously. 5. Finance, Budget and Appropriations 5.1 DPW - S &F — Reauest to Transfer Funds from a Maintainer Position to a Liaht Eauipment Operator Position Moved by Alderperson Fleming. Seconded by Alderperson Clairborne. WHEREAS, the 2013 authorized budget included funding for a Maintainer position in the Highway Division, and WHEREAS, a retirement in late 2012 has left a Maintainer position vacant and funded, and WHEREAS, DPW staff has determined that the Light Equipment Operator position has a larger operational need at this time than the Maintainer Position; now, therefore, be it City Administration Committee Meeting March 27, 2013 Page 5 5.2 RESOLVED, That Common Council hereby transfers funding from the vacant and funded Maintainer Position in the DPW Highway Division to the vacant and unfunded Light Equipment Operator Position in the DPW Highway Division, and be it further RESOLVED, That funds for said position transfer shall be made within the existing 2013 authorized budget. A vote on the resolution resulted as follows: Passed unanimously. Youth Bureau — Request to Amend 2013 Youth Bureau Budget Moved by Alderperson Fleming. Seconded by Alderperson Brock. WHEREAS, the Ithaca Youth Bureau has received funding through the Tompkins County Workforce Investment Board for the Tompkins Summer Youth Employment Program, and WHEREAS, the Ithaca Youth Bureau has received $16,201 in cash contributions from local donors; now, therefore, be it RESOLVED, That Common Council hereby amends the 2013 Youth Bureau budget as follows: Increase revenue account: A7310- 4820 -1202 A7310- 2070 -1202 A7310- 2070 -1221 A 7310- 2070 -1240 Increase expenses: A 7310- 5120 -1202 A 7310- 5120 -1221 A7310- 5120 -1240 Fringe Benefits Youth Employment Service Youth Employment Service Outings College Discovery Program YES Part time /Seasonal Outings Part time /Seasonal CDP Part time /Seasonal A vote on the resolution resulted as follows: 5.3 YB — Discussion of Impact of Potential Increase in Minimum Wage $7,703 $5,965 $3,978 $6,258 $23,904 $11,682 $3,400 $5,349 $3,473 $23,904 Passed unanimously. Acting Youth Bureau Director Vance, Youth Program Administrator Friedeborn and Temporary Deputy Youth Bureau Director Green talked about how the increase in minimum wage would impact the Ithaca Youth Bureau. City Administration Committee Meeting March 27, 2013 Page 6 5.4 DPW — W &S — Recommendation to Establish Fundina to Replace Water Main on Edaecliff Place Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, the City's water main on Edgecliff Place is more than a century old, and WHEREAS, the water main on Edgecliff Place is four inch diameter cast iron line through which we can supply less than 190 -gpm. This extremely low flow rate is indicative of a very heavily tuberculated pipe (lots of lumpy mineral and iron nodules on pipe walls), with a substantially reduced cross section, typical of a pipe long past its replacement due date, and WHEREAS, Cornell University has required that full sprinkler systems for fire protection be installed by year's end 2013 at all associated Fraternities and Sororities, and WHEREAS, the water main on Edgecliff Place cannot supply adequate water flow to the fraternity at 1 Edgecliff Place, Zeta Beta Tau, and WHEREAS, the water main is in need of replacement to meet the current and future needs of our customers on Edgecliff Place, and WHEREAS, City DPW Water & Sewer Division staff have completed engineering plans and estimated the cost of replacement to be $60,000.00, less if rock excavation is lower than expected, and WHEREAS, City DPW Water & Sewer Division staff estimates one of our crews could complete this work in 6 -weeks or less during the late spring or early summer of 2013; now therefore, be it RESOLVED, That the Common Council establish Capital Project #525 with funding not to exceed $60,000.00 to facilitate the replacement of the water main on Edgecliff Place. A vote on the resolution resulted as follows: Passed unanimously. 5.5 Request Funding for Engineering Services Agreement for Engineering Evaluation of Bar Screen and Biosolids Dewatering Equipment and other miscellaneous improvements to the Influent Building Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, the Ithaca Area Wastewater Treatment Plant is in need of certain Capital Improvements, and WHEREAS, Capital Project 416J Ithaca Area Wastewater Treatment Plant was authorized by Common Council in 2007 for $1,504,950, and City Administration Committee Meeting March 27, 2013 Page 7 WHEREAS, in order for the staff to maintain its goals as embodied in its five year capital plan, this agreement provides engineering services for the next set of proposed capital improvements, and WHEREAS, this authorization for an amount not to exceed $44,500 will allow GHD to complete an engineering report evaluating equipment for the replacement of the bar screen, add a leachate storage system, miscellaneous improvements to the influent building and a biosolids dewatering system, and WHEREAS, the Special Joint Committee (SJC) approved said professional services contract with GHD at its meeting of March 13, 2013 contingent on fund availability and attorney approval of the agreement, and WHEREAS, Common Council Authorized funding in the amount of $1,504,950 on December 5, 2007, for CP 416J and the available balance, as certified by the City of Ithaca Controller, is $57,325; now, therefore be it RESOLVED, That Common Council hereby recommends an amount not to exceed $44,500 to fund the proposed agreement with GHD Engineers utilizing funds from the remaining authorization from CP 416J, and be it further RESOLVED, That Common Council hereby authorizes this project amendment contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $25,427.30 Town of Ithaca 40.88 18,191.60 Town of Dryden 1.98 811.10 41 11 11 A vote on the resolution resulted as follows: Passed unanimously. 5.6 DPW — Discussion of Water Supply Project: This item was removed from the agenda. 6. Meeting Wrap -up 6.1 Announcements. None. 6.2 Review. Aaenda Items for Next Meetin Alderpersons Brock and Clairborne will meet with their respective departments and give a report at the next meeting. City Administration Committee Meeting March 27, 2013 Page 8 6.3 Adjourn With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 8:55 p.m.