HomeMy WebLinkAbout07-30-03 Budget & Administration Committee Meeting Agenda BUDGET AND ADMINISTRATION COMMITTEE
JULY 30, 2003
7 :00 P.M.
COMMON COUNCIL CHAMBERS
AGENDA
Statements from the Public
Amendments to Tonight' s Agenda
A. Common Council
1 . Taxicab fares - Discussion/Possible Resolution (20 min. )
2 . Local Law Amending Article V, Section C-58 of the Charter
of the City of Ithaca Entitled "Board of Public Works" ,
"Commissioners" to Add a Liaison from the Disability
Advisory Council (15 min. )
B. Chamberlain
1 . Parking Ticket Software - Report (10 min. )
C. DPW/Streets & Facilities
1 . Request Funds to Replace Leaking Standpipe System at Dryden
Road Parking Garage - Resolution (10 min. )
2 . Request to Authorize Sole Source Bidding for Actiflo
Process Related to the Phosphorus Removal Project at IAWWTP
- Resolution (5 min. )
3 . Update on Status of Southwest Area Capital Improvement
Projects - Report (15 min. )
4 . Request to Amend Capital Project #425 Traffic Signal
Upgrade - Resolution (10 min. )
D. Planning Department
1 . Bicycle Master Plan Reauthorization - Discussion/Possible
Resolution (15 min. )
E. Reports
1 . Mayor' s Report
2 . Paulette Manos - Ethics Committee (5 min. )
BUDGET AND ADMINISTRATION COMMITTEE JULY 30, 2003
PAGE 2
3 . Dan Cogan - Common Council Procedure Sub-committee (10
min. )
4 . Setting tentative dates for October budget meetings
5 . Council Members' Announcements
6 . Controller' s Report
7 . Next Month' s Meeting: August 27, 2003
LEGAL NOTICE
PLEASE TAKE NOTICE that the Common Council of the City of
Ithaca, New York, at a Regular meeting on May 3, 2000, passed
the following Ordinance:
ORDINANCE 00-05
BE IT ORDAINED AND ENACTED by the Common Council of the
City of Ithaca, New York, as follows :
Section 1 . The City of Ithaca Municipal Code, Section
232-70 entitled "Rates" is hereby amended as follows :
A. Taxicab zones and rates . The City of Ithaca is hereby
divided into zones as shown on a map and schedule
entitled "Taxicab Zones and Rates, City of Ithaca,"
which said map and schedule appended herewith are
hereby declared to be a part of this article. Except
as provided in Subsection B below, the prices that may
be charged by the owners or drivers of taxicabs for
the transportation of passengers within the city shall
not exceed the amounts shown on said map and schedule
under the heading " Zone Charges - One Passenger," or
for additional passengers, all as shown on said
schedule. Every three (3) years, during the month of
April, the amounts shown on said map and schedule will
be reviewed to determine if the rate schedule in force
at the time remains appropriate. The following notice
shall be conspicuously posted in full view of
passengers: "Rate maps and schedules for fares in the
City of Ithaca, together with the full text of the
city' s rate law, are available upon request from the
driver of this taxicab, according to city ordinance."
Section 2 .
Zone Charges - One Passenger
Departure Zone
1 2 3 4 5
6
1 4 . 10 4 . 60 4 . 60 4 . 60 5 . 10 5 . 10
2 4 . 60 4 . 10 4 . 60 4 . 60 5 . 10 5 . 10
3 4 . 60 4 . 60 4 . 10 4 . 60 4 . 60 4 . 60
4 4 . 60 4 . 60 4 . 60 4 . 10 4 . 60 4 . 60
5 5 . 10 5 . 10 4 . 60 4 . 60 4 . 10 4 . 60
6 5 . 10 5 . 10 4 . 60 4 . 60 4 . 60 4 . 10
Section 3 . Senior Citizen Discount
Section 232-70 B (3) is hereby amended to read as follows :
"Seniors. Passengers 65 years of age or older shall be
granted a discount of $0 . 85 in regulated fares ."
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.
Julie Conley Holcomb
City Clerk
Publish: May 19, 2000
Carol Shi a-material from John Kadar Page 1
From: "Patricia Vaughan" <paty @cityofithaca.org>
To: <carols @cityofithaca.org>
Date: Friday, July 25, 2003 8:53:00 AM
Subject: material from JOhn Kadar
Carol-
Can you print the material below and include it with the B&A packets,
please? Thanks. Pat
> Review:
> (1) 1 am proposing that the base fare be increased by.25 cents, from
> $4.10 to$4.35. This amounts to about a 6% increase,which is less
> than the increase in CPI for all goods by about 3%/4%.
> (2) 1 am also proposing an increase in the senior citizen discount,
> from the current.85 cents to$1.15. This will make group/shared
> riding by seniors competitive with using the bus. I would be ageeable
> in the near future to extending the discount to other groups having
> incomes below the poverty level.
> (3) Soon I will propose to Council a shared ride scheme that would
> offer lower price taxi service to Ithacans between 8:00pm and 3:00am,
> thus allowing a reduction in inefficient TCAT operations while
> extending the hours and range of service.
> John Kadar
>
A Local Law Amending Article V. Section C-58 of the Charter of the City of Ithaca
Entitled "Board of Public Works", "Commissioners" to Add a Liaison from the
Disability Advisory Council.
Local Law 2003
BE IT ENACTED by the Common Council of the City of Ithaca as follows:
Legislative Intent and Purpose
The Common Council of the City of Ithaca wishes to add a liaison to the Board of
Public Works from the Disability Advisory Council to facilitate information sharing and
input on City projects and accessibility issues.
Section 1.
Article V, Section C-58, of the City of Ithaca Charter Entitled "Board of Public Works" is
hereby amended by adding a new subsection G and re-lettering the existing sections as
H, I, J., K. The new subsection shall read as follows:
Section C-58 Commissioners.
G. In addition to the appointed members of the Board of Public Works, the City's
Disability Advisory Council (DAC) shall designate one of its members as a liaison to the
Board. The DAC liaison shall be eligible to participate in all discussions of the Board,
but shall not be a voting member.
Section 3.
Severability. If any clause, sentence, paragraph, section, or part of this local law shall
be adjudged by any court of competent jurisdiction to be invalid, such judgment shall not
affect, impair, or invalidate the remainder thereof but shall be confined in its operation to
the clause, sentence, paragraph section, or part thereof directly involved in the action in
which such judgment shall have been rendered.
Section 4.
Effective Date. This Local Law shall become effective upon filing with the Secretary of
State as provided by law.
Jul -24-03 08: 23A Fingerlakas Ind_ Center 607 272 0902 P _ 02
TO: Pat Vaughn, Chair
Budget and Administration Committee
City of Ithaca
FROM: Larry Roberts, Chair
Disability Advisory C ncil
Date: July 24, 2003
RE: Non-Voting Liaison from the DAC to the Board of Public Works
As you know, the Disability Advisory Council(DAC), the Board of Public Works
(BPW), Pat Pryor, and Bill Gray have been in discussion about the non-voting liaison
from the DAC to the BPW for quite a while. Your Committee is considering language to
amend the City Charter to reflect such an arrangement. I wanted to take a moment to
outline some reasons why the DAC believes this is an important change to the Charter.
The work of the DAC is to advise the Mayor,the Common Council, other City
committees and city officials about the needs of residents with disabilities in the City.
The work of the Department and BPW has direct impact on the lives of people with
disabilities in the City, and we feel it is important for us to have a voice in some of that
work. Let me give you some examples of the kinds of issues that the BPW has worked
on that affect people with disabilities:
The Commons Lighting Project
Repair of the Seneca Street Parking Garage
Widening of the West. Spencer Street
Design of the Plain Street Bridge
The Roundabout Plan for Albany Street/Spencer Road/Old Elmira Road
Also, the BPW routinely discusses issues such as signage, signalization, and road and
bridge improvements. The Mayor,the DAC, Pat Pryor, Bill Gray, and the Board of
Public Works support this liaison relationship. The BPW hasn't formally voted support
for this liaison relationship, but at my meetjng with them they expressed general support
for the idea.
If you need anything else, or if I can provide you with other information, I would be glad
to do so. Thank you for the Committee's consideration of this Charter change.
LR/lh
07/24/03 THU 10:24 (TX/RX NO 60721 IM 002
�.�° i• �9 CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
j
C► ��� OFFICE OF THE CHAMBERLAIN
��RA7E0 'Telephone: 607/274-6580 Fax: 607/272-7348
To: Budget and Administration Committee
From: Debra A. Parsons, City Chamberlain
Re: ► Parking Ticket Software
Date: July 11, 2003
Early in 2000,the City began using MUNIS software for the collection and enforcement
of parking tickets. The software had been written at our request. We served as the beta
site for the software.
To date, MUNIS has failed to complete the software to our satisfaction. We continue to
have difficulty interfacing with New York State for name and address lookups, and for
scofflaw processing. (When a violator is listed as a scofflaw with New York State, his or
her license renewal is withheld pending satisfaction of the parking tickets.) The tag and
tow function does not work properly so that the list of habitual offenders must be created
manually. Notices sent to violators do not include all unpaid tickets. We believe the
functional failures have affected our collection rate, currently 77% compared to a
benchmark of 85%.
We have received a proposal from Complus Data Innovations to provide software and
processing services to us for 11% of collections. For this fee, Complus will host the
software, available to us over the Internet. They will process name and address requests
for New York State plates and for our out-of-state plates. They will mail notices of
unpaid tickets. They will process our scofflaws. They will also provide and maintain our
handhelds. Violators will be able to pay tickets via credit card over the web, for a
convenience fee. The City receives the full fine and penalty. We will collect and process
all other payments.
I have attached a copy of my analysis of the net budgetary effect of contracting with
Complus. Their customers are realizing a collection rate of between 87% and 92%. 1
have shown two scenarios- 85%, the benchmark used by the New York State auditors,
and 90%. Both scenarios show net revenue to the city. I have also attached a comparison
of charges quoted by Enforcement Technology. We purchased our handhelds from them.
We are prepared to sign a three-year contract with Complus based on projections of a net
revenue benefit to the city. The contract includes a one-year cancellation clause, should
we determine that the projections were incorrect.
"An Equal Opportunity Employer with a commitment to workforce diversification." ��
Analysis of Costs Associated with Parking Ticket Management System Offered by Complus
Tickets Issued, 2002 $ 418,545
Penalty/Adjustments $ 205,500
Total Possible Collections $ 624,045
Estimated Revenue Based on 77%Collection Rate $ 480,515
Costs Assumed by Complus/Other Savings
Out of State Name and Address Lookups
3000/year at$2.95 each $ 8,850
Handheld Maintenance $ 5,000
Postage(Difference in mailing at single piece rate vs.
automation rate) $ 2,000
Munis Software Maintenance $ 5,985
Total $ 21,835
Complus Collection, Based on 85% Collection Rate
$ 530,438
Less 11% Fee $ 58,348
Net to City $ 472,090
Difference in Net to City $ (8,425)
Net to City including Cost Savings $ 13,410
Complus Colleciton, Based on 90% Collecton Rate
$ 561,641
Less 11% Fee $ 61,780
Net to City $ 499,860
Difference in Net to City $ 19,345
Net to City including Cost Savings $ 41,180
�o iT �9 CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
OFFICE OF THE CHAMBERLAIN
Telephone: 607/274-6580 Fax: 607/272-7348
To: Steven Thayer, City Controller
From: Debra A. Parsons, City Chamberlain
Re: Enforcement Tech Service Agency Quote
Date: July 7, 2003
Using the latest quote I received from Enforcement Technology(June, 2002) and 2002
parking ticket numbers, the cost of using Enforcement Technology to act as our service
agency,providing similar services as quoted by Complus,would be:
52,400 tickets @ $1.75 per ticket $ 91,700.00
Notices @ $.25 per notice 1 1,667.75
Handheld rental 12,000.00
Registered owner requests/notices, out of state plates
(40%of estimated collections)2 23,740.00
Total $ 129,107.75
This compares to an estimated cost for Complus of approximately$62,000,based on an
11% fee and a 90% collection rate.
1 Based on number of 1St and 2°d notices sent on tickets issued in 2002.
2 Unable to determine amount collected on out of state plates. Used actual 25%of
tickets issued times estimated 50%collection rate times 40%collection fee.
"An Equal Opportunity Employer with a commitment to workforce diversification." ��
O�ITl�
,��..••• �•.4� CITY OF ITHACA
V~r
� DEPARTMENT OF PUBLIC WORKS - STREETS & FACILITIES DMSION
245 Pier Road, Ithaca, New York 14850-3246
cp`•..... ... � RICHARD FERREL, ASST. SUPERINTENDENT OF PUBLIC WORKS
rickfna ci.ithaca.nyus
r -
�°bRATEO Telephone: 607/272-1718 Fax: 607/272-4374
To: Budget and Administration Committee �,
From: Richard Ferrel - Asst. Supt. of Public Works
Date: July 8, 2003
Re: Request for Funds to Replace Leaking Stand Pipe System at Dryden
Road Parking Garage
During a recent Fire Department inspection of the Dryden Road Parking
Garage, several leaks were found in the water stand pipe system used for fire
control. The stand pipe system has been taken out of service as a result of
the leaks. The system is required by Fire Code and the department has been
ordered to make the necessary repairs for operation.
The Buildings Systems Supervisor contacted a contractor to pressure test the
system, locate all leaks and prepare an estimate of repairs. The work was
completed on June 19th and an estimate for repair was forwarded on June
26th. The estimated cost of repairs for materials and labor is $6,500. The
work includes replacement of 105 feet of pipe along with many fittings,
couplings and related hardware.
The repairs cannot be delayed as a Fire Code violation exists with the system
out of service. The funds for this work are not available in the Building
Systems operating accounts or any other Streets and Facilities Section
Accounts. I am requesting the amount of the estimate plus 10%
contingency, for a total of$7,150, be made available from the contingency
account in order to complete this required work.
Cc: Steve Thayer - City Controller
Bill Gray - Supt. of Public Works
Jim Kelly - Building Systems Supervisor
Brian Wilbur - Fire Chief
'An Equal Opportunity Employer with a commitment to workforce diversification." 40
' _
' 617 W.SENECA STREET,fiHACA,W 14850
PROPOSAL
607-273-3393
City of Ithaca
Attn: Bob Mitchell
327-0706
DATE 6/25/03
Re: Dryden Rd. Parking Garage, Sprinkler Piping
WE PROPOSE nE FOLLOWING
Donohue-Halverson quotes the following to replace all known leaking pipe,
valves, and fittings per our test on June 19, 2003.
Our breakdown is as follows:
• Sixty Three Feet of 4" Schedule 40 Black Grooved Pipe
• Thirty Four 4" Vic Couplings
• Eight 4" Vic 90°
• One 4" Vic 45°
• Four 4" x 21/2" Vic Tee
• One 4" Vic Tee
• One 4" x 2" Vic Reducer
• One 21/2" Vic Tee
• Six 21/2" Vic 90°
• Forty Two Feet of 21/2" Schedule 40 Black Grooved Pipe
• Twenty Two 2 I/2" Vic Couplings
• Six 21/2" IPS Female x 21/2"NST Male Angle Valves with Caps
• Four 21/2"NST Plugs
• Two 21/2" IPS Female x NST Female Adapter
• Hangars
• Vic Lube
• Miscellaneous Material
Total Material...........................$2,946.40
Total Labor...............................$3,553.60
The above for the total sum of.......$6,500.00
PROPOSAL R4CLUDES MAMMMS AMID LABOR AS RF.QUMED IN ACCORDAMICB vvrrH Till ABOVE SMWICAMUM AIL WORK TO BE PERFORMED IN
ACCORDANCE WIlH1W New Yat STATE UNRIORM FIRE PREVRaW AMID BUIIDM CODE.ALL MATERIAL IS OUARAMHEED 10 BE AS MMMIFD.ANY
ALMMAMM ORDMAnON FROM THE ABOVE SPECIFTCATWPIS WVX VM EXTRA COSTS,WRL BE OWCUM ONLY UPON WRMINORDERS AND
WILL NMME AN EXTRA aEARGE OVER AMID ABOVE THE ESITMATE.ALL AGREIWWO CONIII-MOO UPON STRIKES,ACCIDEM OR DELAYS BEYOND
OUR CONTROL.CUMVMER AGRM TODD DONC RMaALVERSON MIARMF.SSS FOR AW UABHIIY OR CLAIMS,DFINAMIDS,Mn COSTS,AMID FEES
IN COMII4 XTM W=UIE INSTALLATION AS ABOVE DESCRIBED WWCK SNAIL MUM DAMAGE TO PROPERTY,REAL OR,HRSOMIAL,AMID TO
PERSONS OWWQ SAM PROPERLY FOR ANY IMAURY RESULTING FROM MiM ABOVE DESCRIBED INSTALLATIONS.OWNER TO CARRY MW TORNADO AMID
OTM&IF.0 MARY DMURANCE.OUR WORKERS ARE FULLY COVERED BY V=Z MAMPS COMPEMAMN IIMURANCE.MF M WE MAY WnTIDRAW THIS
PROPOSAL 1F NOT ACa7m WITHIN THIRTY DAYS.
AUM30RU ED SIGNATURE
ACCEPTANCE OF PROPOSAL:TTIE ABOVE PRICES,SIECICAMONS AMID COMMONS ARE SATISFACTORY AMID ARE HWY ACCMW YOU ARE
AUnJORMM TO COheLETE TTBS CONTRACT AS SPECIFIED,PAYMENT WII.L BE MADE AS OUn 1IM ABOVE.
SIGNATURE CR COMPANY AUITIORIZFD SIGNATURE
CONTRACT MUST BE SIGNED AND RETURNED WITH DEPOSrr IN ORDER FOR WORK TO BE SCHEDULED.
DPW - Authorizing Sole Source Bidding for Actiflo Process for
Tertiary Wastewater Treatment Related to the Phosphorus Removal
Project at IAWWTP
WHEREAS, because of New York State Department of Environmental
Conservation ("DEC' ) and United States Environmental Protection
Agency ("EPA" ) rules and requirements, in order to continue to
operate the Wastewater Treatment Plant in the City of Ithaca
(the "City" ) operated for the benefit of the City and the Towns
of Ithaca and Dryden (the "Towns" ) at IAWWTP (the "Plant" ) it is
necessary to reduce the amount of phosphorus being discharged by
the Plant from its outflow into Cayuga Lake to not more than .20
mg. of phosphorus per liter of wastewater discharged on a
twelve-month rolling average, and
WHEREAS, the City Engineers as well as Stearns & Wheler, LLC,
consulting engineers hired by the City and Towns have studied a
number of processes to attain the reductions in phosphorus
levels required by the DEC and the EPA to try and find a process
that will effect such reductions at a reasonable cost to the
City and Towns, and
WHEREAS, said engineers have concluded that only two processes,
the Densadeg process and the Actiflo process are able to
accomplish the required reduction at a realistic price, and
WHEREAS, construction of a phosphorus removal facility adjacent
to the Plant has to be done on piles to provide adequate support
for the structure because of insufficiently stable soils, and
WHEREAS, because using piles for support is extremely expensive,
the footprint of any structure needs to be kept to the minimum
size possible, and
WHEREAS, the engineers have concluded that the Densadeg process
is not feasible for the Plant because it would require
construction of a considerably larger facility than would be
required for the Actiflo process resulting in additional
construction costs in excess of $1, 000, 000, and
WHEREAS, the Actiflo process is a state of the art patented
process and the only entity that possesses the rights to market
and supply the process is Kruger Products of Cary, North
Carolina, and
WHEREAS, Stearns & Wheler, LLC and the City' s engineers have
been involved with tests to confirm the efficacy of the Actiflo
process and have negotiated a warranty from Kruger Products that
the process will effect the required reduction in phosphorus in
a manner that complies with the performance specifications
prepared by Stearns & Wheler, LLC in a cost-effective manner,
and
WHEREAS, there does not appear to be any other process that can
effect the required reduction in as small a facility and in as
cost-effective a manner as the Actiflo process, and
WHEREAS, Stearns & Wheler, LLC and the City Engineers have
negotiated with Kruger Products for a stipulated price that
Kruger Products will supply to all bidders who bid on the Plant
phosphorus removal project, and
WHEREAS, Stearns & Wheler, LLC and the City Engineers recommend
that the Actiflo process be the only process considered for the
phosphorus removal project at the Plant, that the City governing
bodies authorize the bidding for such project to specify the
Actiflo process as the only acceptable process, and that Kruger
Products, being the only entity with the rights to supply such
process, be designated as the sole source for the process; now,
therefore, be it
RESOLVED, That Common Council hereby finds that
(a) The Actiflo process is the current "state of the art"
for reduction of phosphorus in the circumstances that
presently pertain to the Plant;
(b) No other process provides substantially equivalent or
similar benefits at a reasonable cost;
(c) The use of the Actiflo process is extremely cost-
effective given the cost of the process and the
savings in construction costs by using a smaller
addition to the Plant;
(d) The sole provider of the Actiflo process is Kruger
Products of Cary, NC;
(e) The use of Kruger Products and the Actiflo process
uniquely serves the public interest; and
(f) It is in the best interests of the City and Towns for
the contractors ultimately chosen to construct the
phosphorus removal project at the Ithaca Area
Wastewater Treatment Plant to use only the Actiflo
phosphorus removal process as supplied by Kruger
Products, and be it further
RESOLVED, That the Board of Public Works, in soliciting bids for
the entire Phosphorus Removal Project, specify the use of the
Actiflo process and the contracting with Kruger Products of
Cary, NC for the installation of such process, and be it further
RESOLVED, That the City Engineers and/or the City' s consulting
engineers are authorized and requested to prepare plans and
specifications for such bids in a manner that complies with all
requirements of Kruger Products for the installation of the
Actiflo process, including the specification of such components
as may be required by Kruger Products as a pre-condition to the
granting of a warranty by Kruger Products that the Actiflo
process, when installed in accordance with such plans and
specifications, will meet the DEC and/or EPA requirements for
phosphorus removal in the cost-effective manner represented by
Kruger Products and as specified by the consulting engineers to
the City, and be it further
RESOLVED, That the City Engineer, and other officers and
employees of the City are authorized to take such steps, to
prepare such plans and specifications and other contract
documents, to prepare a stipulated sum contract with Kruger
Products to assure all bidders for the project will receive the
same price for the Actiflo process, and to prepare and
distribute any other documents, as any of them deem necessary or
desirable to effectuate the intention of the foregoing
resolutions .
vl
` DPW - Request to Amend Authorization for Capital Project #425
Traffic Signal Upgrade, Phase 1
WHEREAS, the Common Council at its regular meeting of May 7,
2003 amended Capital Project #425 Traffic Signal Upgrade to a
total of $712 , 000, and
WHEREAS, subsequently, bids received for the project exceeded
the project estimate by $160, 000, and
WHEREAS, the State will approve additional funding for this
project; now, therefore, be it
RESOLVED, That the Common Council hereby amends Capital Project
425 Traffic Signal Upgrade by an amount not to exceed $74 , 83
for said project, and be it further � � L 00 7by
RESOLVED, That the Common Council hereby requests the City of
Ithaca to pay in the first instance 100% of the federal and non-
federal share of the cost of Scoping, Design (Phases 1-VI) ,
Construction and Construction Inspection for the Project or
portions thereof, and be it further
RESOLVED, That Common Council hereby recommends that the srrn-�f
490 7gy $ .zz, 03 be appropriated from the issuance of Bonds (or
appropriate in-kind services) and made available to cover the
cost of participation in the above phase of the Project, and be
it further
RESOLVED, That Common Council hereby recommends in the event the
full federal and non-federal share costs of the project exceeds
the amount appropriated above, Common Council of the City of
Ithaca shall convene as soon as possible to appropriate said
excess amount immediately upon the notification by the NYSDOT
thereof, and be it further
RESOLVED, That Common Council hereby recommends that the Mayor
of the City of Ithaca of the County of Tompkins be and is hereby
authorized to sign all necessary Agreements with NYSDOT to
secure Federal Aid and Marchiselli Aid on behalf of the City of
Ithaca and the Superintendent of Public Works be authorized to
sign all necessary construction documents, contracts,
certifications and reimbursement requests, and be it further
RESOLVED, That this project be undertaken with the understanding
that the final cost of the City of Ithaca will be roughly five
percent (50) of the final approved project cost, currently
estimated at $43 , 640 of the $872, 783 authorized for Phase 1 of
this project, in monies and in-kind services, as managed by the
Superintendent of Public Works and monitored by the City
Controller, and be it further
RESOLVED, That a certified copy of this resolution be filed with
the New York State Department of Transportation by attaching it
to any necessary Agreement in connection with the Project, and
be it further
RESOLVED, That this resolution shall take effect immediately.
RESOLVED, That this project be undertaken with the understanding
that the final cost of the City of Ithaca will be roughly five
percent (5%) of the final approved project cost, currently
estimated at $43, 640 of the $872 , 783 authorized for Phase 1 of
this project, in monies and in-kind services, as managed by the
Superintendent of Public Works and monitored by the City
Controller, and be it further
RESOLVED, That a certified copy of this resolution be filed with
the New York State Department of Transportation by attaching it
to any necessary Agreement in connection with the Project, and
be it further
RESOLVED, That this resolution shall take effect immediately.
i � CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
}
�t f DEPARTMENT OF PUBLIC WORKS
William J. Gray, PE., Superintendent/City Engineer
Po� . Telephone: 607/274-6527 Fax: 607/274-6587 D (�
LI I_
2003
By
MEMORANDUM
TO: Budget and Administration
FROM: Dan Cole, Traffic Engineer
DATE: July 29, 2003
SUBJECT: Resolution to Amend Federal Aid Project- Traffic Signal Upgrade
On May 7, 2003, Common Council approved funding for Capitol Project 425 which will upgrade
traffic signals in and around the downtown business district. Bids were received on July 23, 2003.
All of the bids received exceeded the design consultants estimated cost.The city has since contacted
NYSDoT who in turn has approved additional funds to cover the cost overage. The same Federal
80-20 funding arrangement will apply.This project is approved for New York State Marchiselli Aid
leaving the city responsible for 5%of the total cost of the project.The final cost of the project to the
city is estimated to be $43,640.00.
"An Equal Opportunity Employer with a commitment to workforce diversification." Zhu
Project Budget -Traffic Signal Update CP-425
Design $130,000.00
Construction Bid $648,995.90
Inspection $75,000.00
Office Expenses 2.20% $18,787.90
$872,783.80
City of Ithaca
Summary of Capital Project 425
Traffic Signal improvements
7/30/2003
Traffic Signal Improvements Capital Project#425
Authorization: I Amount
6/7/2000 CC Authorization $130,000.00 Federal/State Funds Bonded upfront
5/7/2003 CC Authorization $582,000.00 Federal/State Funds Bonded upfront
City share $35,600.00
Total Authorization $712,000.00
Expenditures:
Date Pavee PO Voucher Amount Comments
8/30/2000 Willkie Farr&Gallagher 2958 $ 156.68 Bonding attorney services
11/15/2000 Premier Printing 3168 $ 11.82 Official Statement printing services for bonds
Fiscal Advisors 3169 $ 27.15 Professional services for bonding
The Sear Brown Group 3182 $ 6,569.50
12/31/2000 The Sear Brown Group 3295 $ 29,562.75
5/16/2001 Kelmar Construction Sales _ 3547 $ 373.85
10/9/2001 The Sear Brown Group $ 23,865.67 inv 5571 services to 813/01
10/7/2002 Northeast Signal 54263 $ 1,230.00 inv 9054 micro cab base
6/9/2003 The Ithaca Journal 55154 $ 37.35 legal ad for traffic signal project
6/11/2003 The Sear Brown Group $ 50,235.03 inv 50017,15989 to 9/27/02
6/27/2003 Dataflow $ 309.00 spec documents inv 11780
7/962003 Dataflow $ 478.80 Prints for signal project inv 11822
i
Total Expenditures to date $112,857.60
Balance of Authorization $599,142.40
Funds Received:
3/9/20011 State of NY $ 5,255.60
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Planning Department - Re-authorization of Bicycle Master Plan
WHEREAS, the Common Council originally authorized a Bicycle
Master Plan Capital Project in the amount of $80, 000 in 1996,
and
WHEREAS, the project was never undertaken and the funds for said
project have expired, and
WHEREAS, City staff is now recommending that the Project be re-
authorized at an estimated cost of $100, 000, and
1;41�_ P��,J_e
WHEREAS, a Project for theA CITY OF ITHACA BICYCLE PLAN
IMPLEMENTATION, P. I .N. 3950. 02 (the `'Prop,�ec{" V vs li ible for
funding under Title 23 U.S. Code, as amended, thcaff for the
apportionment of the costs such program to be borne at the ratio
of 80% Federal funds and 20% non-federal funds, and
WHEREAS, the City of Ithaca desires to advance the above project
by making a commitment of 100% of the non-federal share of the
costs of Design, ROW and Construction; now, therefore, be it
RESOLVED, that the Common Council hereby approves the ^ above-
subject project, and be it further
RESOLVED, that the Common Council hereby authorizes the City of
Ithaca to pay in the first instance 100% of the federal and non-
federal share of the cost of design, ROW and construction work
for the Project or portions thereof, and be it further
RESOLVED, that Capital Project # 325 is hereby re-authorized in
the amount not to exceed of $100, 000, for the purposes of -fly
Bicycle Plan implementation, and be it further °F
RESOLVED, That the City share of said project shall not exceed
20% or $20, 000 with the remaining 80% or $80, 000 being federally
funded, and be it further
RESOLVED, that the sum of $100, 000 is hereby advanced from the
General Fund and later replaced by the issuance of serial bonds
and made available to cover the City' s cost of participation in
the above,,phase of the Project, and be it further
6�La
RESOLVED, that in the event the full federal and non-federal
share costs of the project exceeds the amount appropriated
above, the Common Council of the City of Ithaca shall convene as
soon as possible to appropriate said excess amount immediately
upon the notification by the NYSDOT thereof, and be it further
RESOLVED, that the Mayor of the City of Ithaca be and is hereby
authorized to execute all necessary Agreements, certifications
or reimbursement requests for Federal Aid on behalf of the City
of Ithaca with the New York State Department of Transportation
in connection with the advancement or approval of the Project
and providing for the administration of the Project and the
municipality' s first instance funding of Project costs and
permanent funding of the local share of federal-aid-eligible
Project costs and all Project costs within appropriations
therefore that are not so eligible, and be it further
RESOLVED, That a certified copy of this resolution be filed with
the New York State Commissioner of Transportation by attaching
it to any necessary Agreement in connection with the Project,
and be it further
RESOLVED, That this Resolution shall take effect immediately.
RESOLVED, that in the event the full federal and non-federal
share costs of the project exceeds the amount appropriated
above, the Common Council of the City of Ithaca shall convene as
soon as possible to appropriate said excess amount immediately
upon the notification by the NYSDOT thereof, and be it further
RESOLVED, that the Mayor of the City of Ithaca be and is hereby
authorized to execute all necessary Agreements, certifications
or reimbursement requests for Federal Aid on behalf of the City
of Ithaca with the New York State Department of Transportation
in connection with the advancement or approval of the Project
and providing for the administration of the Project and the
municipality' s first instance funding of Project costs and
permanent funding of the local share of federal-aid-eligible
Project costs and all Project costs within appropriations
therefore that are not so eligible, and be it further
RESOLVED, That a certified copy of this resolution be filed with
the New York State Commissioner of Transportation by attaching
it to any necessary Agreement in connection with the Project,
and be it further
RESOLVED, That this Resolution shall take effect immediately.
Budget&Administration Committee
July 30,2003
(Re)Authorization of the City of Ithaca Bicycle Plan
Resolution authorizing the implementation,and funding in the first instance 100%of the federal
aid-eligible costs,of a transportation federal-aid project,to fully fund the local share of federal-
aid eligible and ineligible project costs,and appropriating funds therefore.
WHEREAS, a Project for the CITY OF ITHACA BICYCLE PLAN IMPLEMENTATION,
P.I.N. 3950.02 (the"Project")is eligible for funding under Title 23 U.S. Code,as amended,that
calls for the apportionment of the costs such program to be borne at the ratio of 80%Federal
funds and 20%non-federal funds,and
WHEREAS,the City of Ithaca desires to advance the above project by making a commitment of
100%of the non-federal share of the costs of Design,ROW and Construction;now,therefore,the
Common Council,duly convened does hereby
RESOLVE,that the Common Council hereby approves the above-subject project,and it is hereby
further
RESOLVED,that the Common Council hereby authorizes the City of Ithaca to pay in the first
instance 100%of the federal and non-federal share of the cost of design,ROW and construction
work for the Project or portions thereof, and it is further
RESOLVED,that the sum of$100,000 is hereby appropriated from the issuance of serial bonds
and made available to cover the cost of participation in the above phase of the Project,and it is
further
RESOLVED,that Capital Project#325 is hereby amended in the amount of$100,000,which is
the total amount of the Project costs, and it is further
RESOLVED,that in the event the full federal and non-federal share costs of the project exceeds
the amount appropriated above,the Common Council of the City of Ithaca shall convene as soon
as possible to appropriate said excess amount immediately upon the notification by the NYSDOT
thereof,and it is further
RESOLVED,that the Mayor of the City of Ithaca be and is hereby authorized to execute all
necessary Agreements,certifications or reimbursement requests for Federal Aid on behalf of the
City of Ithaca with the New York State Department of Transportation in connection with the
advancement or approval of the Project and providing for the administration of the Project and
the municipality's first instance funding of Project costs and permanent funding of the local share
of federal-aid-eligible Project costs and all Project costs within appropriations therefore that are
not so eligible, and it is further
RESOLVED,that a certified copy of this resolution be filed with the New York State
Commissioner of Transportation by attaching it to any necessary Agreement in connection with
the Project,and it is further
RESOLVED,this Resolution shall take effect immediately.
Cr`r -cr .lthaCel
GCP iifinuleAfanagei
Planning & Development - Authorize Mayor to Execute Agreements Related t o B icycle
Masterplan Implementation Protect
By Alderperson Shenk: Seconded by Alderperson Johnson
WHEREAS, a project for preparation of a City of Ithaca Bicycle Master Plan, P.I.N. 3950.02,
funded for in Title 23 US Code, as amended, calls for the apportionment of the costs of such
program to be borne at the ratio of 80% federal funds and 20%non-federal funds, and
WHEREAS, the City of Ithaca wishes to advance the above project by making a commitment to
provide 100% of the non-federal share of the costs of implementation of improvements identified
as priority items by the plan, at the time such plan is approved by the City, such funding to be
reimbursed as provided for in Title 23 USC, as amended, and
WHEREAS, Common Council, during the 1996 Budget adoption, approved a project for the
Bicycle Masterplan Implementation in the amount of$80,000; now, therefore,be it
RESOLVED, That the Common Council of the City of Ithaca, duly convened, hereby reaffirms
its authorization for Capital Project 325, Bicycle Masterplan Implementation, in the amount of
$80,000.00 to be used for front-end funding of priority improvements so identified in the final
approved bicycle master plan; such funding representing the City's 20% share, or $16,000, and
the federally-reimbursable 80% share of$64,000, and be it further
RESOLVED, That the Common Council hereby authorizes the Controller of the City of Ithaca
to pay 100% of the $16,000 non-federal share of the cost of such priority improvements when
undertaken in accordance with the approved plan, and be it further
RESOLVED, That the sum of $16,000.00 is hereby appropriated to cover the cost of
participation in the above phase of the project, and be it further
RESOLVED, That in the event the full non-federal share costs of the project exceed the amount
appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible
to appropriate said excess amount immediately upon the notification by the New York State
Department of Transportation, and be it further
RESOLVED, That the Mayor of the City of Ithaca be, and is, hereby authorized to execute all
necessary agreements on behalf of the City of Ithaca with the New York State Department of
Transportation approving of the above subject project and providing for the City's administration
of the project and its participation in the cost of the local share of the subject project, and be it
further
RESOLVED, That a certified copy of this resolution be filed with the New York State
Commissioner of Transportation by attaching it to any necessary agreements in connection with
the project, and be it further
1
C;itj�o '.Ithae
t: -Minuteilfanagei
RESOLVED, That funds in the amount of$80,000 will be derived from the issuance of Serial
Bonds and repayment of the $64,000 federal share will be made upon receipt of the federal grant.
Carried Unanimously
Finance/Chamberlain -Request to Deny Waiver of Tax Penalty
By Alderperson Shenk: Seconded by Alderperson Mackesey
WHEREAS, the property owner at 714 and 718 West Clinton Street has requested an
expungement of penalties on the 1996 second installment of taxes, and
WHEREAS, the City Chamberlain and Budget and Administration Committee have reviewed the
request and supporting documentation and have determined, based on New York State Real
Property Tax Law, that the tax collector must honor the US Postal Service postmark as the tax
paid date; now, therefore,be it
RESOLVED, That the request for tax penalty expungement, by the property owner at 714 and
718 West Clinton Street,be denied.
Carried Unanimously
2
'CITY OF ITHACA--UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT SUMMARY 2003
A1990
UNRESTRICTED
CONTINGENCY
BALANCE UNRESTRICTED CONTINGENCY 7/30/03 $83.561.00
RESTRICTED
CONTINGENCY
Salary Increase for Management near retirement Council $5,000.00
Funds for Clerks Office Stipends for new records positions Council $0.00
Funds for layoffs related to 2003 Budget to 2/1/03 Council $34,569.00
Council $0.00
Council $0.00
Council $0.00
Council $0.00
Work Environment Task Force Poll 00900 A1430-5700 Council $22,400.00
BALANCE RESTRICTED CONTINGENCY 7/30/03 $61.969.00
BALANCE UNRESTRICTED/RESTRICTED CONTINGENCY 7/30/03 $145.530.00
August COUNCIL POSSIBLE RESOLUTIONS:
Dryden Rd Garage Standpipe system $7,150.00
$0.00
_ $0.00
$0.00
$0.00
$0.00
$0.00
_ 0.00
_
$7,150.
Balance Unrestricted Contingency after August Possible Resolutions $76.411.00
,CITY OF PTHACA—UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT ACTIVITY 2003 7/25/2003
COUNCIL TYPE OF CONTINGENCY ACCOUNT
MONTH AMOUNT CONTINGENCY TITLE DESCRIPTION ____ TRANSFERRED TO
Jan-03 No Activity
Feb-03 No Activity
Mar-03 No Activity
Apr-03 $3,439.00 UNRESTRICTED To fund re airs to the Alex Haley Pool A7311-5476-1102
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
May-03 $3,000.00 UNRESTRICTED To fund citizen Pruners for 2003 A7111-5435
$0.00
$0.00
Jun-03 $1,375.00 RESTRICTED CC To fund stipend for new information management specialist positions/clerks office A1316-5110
$0.00
Jul-03 No Activity
$0.00 _
$0.00
Aug-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00
$0.00
$0.00
$0.00
Se 03 $0.00
Oct-03 $0.00
Nov-03 $0.00 UNRESTRICTED
$0.00 RESTRICTED Council
$0.00 RESTRICTED
$0.00 RESTRICTED Council
$0.00
$0.00
Dec-03 $0.00 RESTRICTED Council
$0.00 RESTRICTED Council
$0.00
SUMMARY AMOUNT
UNRESTRICTED CONTINGENCY $6,439.00
RESTRICTED CONTINGENCY 1375.00
TOTAL