HomeMy WebLinkAbout01-25-12 City Administration Committee Meeting Agenda
CITY ADMINISTRATION COMMITTEE
Wednesday, January 25, 2012
6:00 p.m.
COMMON COUNCIL CHAMBERS
AGENDA
1. Chairperson Greeting & Opening Statement
2. Announcements
3. Agenda Review and Amendments
4. Approval of Minutes
5. Statements from the Public
6. Employee Comments
7. Common Council Response
8. Workforce Diversity Committee
9. Safety Committee
9.1 Workers’ Compensation Annual Report
10. Fire Department
10.1 Amendment to Personnel Roster – Fire Code Inspection Services - Report
11. Department of Public Works
11.1 Amendment to Personnel Roster – Addition of Light Equipment Operator Position -
Resolution
12. IURA/Planning and Development
12.1 Housing Fund, Funding Round #4 – Authorize Disbursement of $30,000 Pursuant to
an Executed MOU – Resolution
13. City Clerk’s Office
13.1 2012 Special Events Policy – Resolution
14. Human Resources
14.1 Request to Approve the 2012 Authorized Adjustments - Resolution
14.2 Director’s Report
15. Finance/Controller’s Office
15.1 Adoption of Policy Statement on Environmentally Preferable Purchasing –
Resolution
15.2 Amendment of the City of Ithaca Purchasing Policy – Resolution
15.3 Ordinance amending Chapter 39 (“Contracts”) of the Municipal Code of the City of
Ithaca - Resolution
15.4 Controller’s Report
16. Reports
16.1 Mayor’s Report
16.2 Sub-Committee Updates
15.3 Council Members’ Announcements
15.4 Next Month’s Meeting: February 29, 2012
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11. Department of Public Works
.1 Amendment to Personnel Roster – Addition of Light Equipment Operator Position
WHEREAS, the upgrade of a Maintenance Worker Position to a Light Equipment Operator
Position will be funded from the current 2012 Department of Public Works budget, and
WHEREAS, the Ithaca Civil Service Commission has classified the Light Equipment Operator
position; now, therefore be it
RESOLVED, That the Personnel Roster of the Streets & Facilities Division of the Department
of Public Works be amended as follow:
Add: One (1) Light Equipment Operator
and be it further
RESOLVED, That the Maintenance Worker position vacated due to the promotion of an
employee to Light Equipment Operator shall remain on the Department of Public Works
personnel roster in an unfunded capacity, and be it further
RESOLVED, That said amendment shall be done within the existing 2012 authorized budget.
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12. IRUA/Planning and Development
.1 Housing Fund, Funding Round #4 – Authorize Disbursement of $30,000 Pursuant to an
Executed MOU
WHEREAS, the Housing Fund Program Oversight Committee (POC) met on December 12,
2011, to review applications for funding submitted in November 2011, and recommended
funding for the following affordable housing project from the Housing Fund, which is jointly
capitalized by Cornell University, Tompkins County and the City of Ithaca:
Applicant Program Project Dollar
Amount
Recommended
Number
of Units
Location
INHS Trust INHS Community
Housing Trust: 314 S.
Plain Street
$30,000
(grant)
1 owner-
occupied
unit
City of
Ithaca
, and
WHEREAS on April 1, 2009, the Common Council of the City of Ithaca authorized the Mayor to
execute a six-year Memorandum of Understanding (MOU) between the City of Ithaca, Tompkins
County and Cornell University to develop, fund, and administer the Community Housing
Affordability Program and the Community Housing Trust Program (Collectively known as the
“Housing Fund”), and
WHEREAS, on April 1, 2009, the Common Council found that the most appropriate locations
for new housing units assisted through the Housing Fund are project sites located within existing
urbanized areas of the County, rather than in new growth nodes or other areas of the County, and
WHEREAS, the Common Council further found that City contributions to the Housing Fund
should be used to assist projects located within the City of Ithaca, and
WHEREAS, the Community Housing Affordability Program assists with pre-development costs
associated with residential, and mixed-use real estate development projects primarily benefiting
low- and moderate-income households, and the Community Housing Trust Program provides
grants to construct or rehabilitate homes that will be made permanently affordable to low- and
moderate-income households, and
WHEREAS, City funds committed to the Housing Fund are derived from Gateway Loan
proceeds that originated from sale of City-owned land for the Eddygate project, and are held by
the Ithaca Urban Renewal Agency, and
WHEREAS, the POC unanimously recommended that the City fund the 314 S. Plain Street
project to demolish the existing dilapidated structure and construct a new single-family dwelling
to be enrolled in the INHS Community Housing Land Trust, and
WHEREAS, upon City authorization to fund the 314 S. Plain Street project, the allocation of
funding between the sponsor organizations is the following:
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Funding Sources ($1,000s)
Cornell Tompkins City of
Funding Round University County Ithaca Total
Round #1 (2009) 145 100 30 275
Round #2 (2010) 75 70 70 215
Round #3 (2011) 100 100 0 200
Round #4 (2011) 0 0 30 30
Totals 320 270 130 720
Funds carried forward to Round
#5 280 30 170 480
Total 3-Year Funding
Commitment 600 300 300 1,200
and,
WHEREAS, City of Ithaca funding is proposed to be used to fund construction and/or substantial
rehabilitation of single family and two-family residences, which action qualifies as a Type II
action listed at:
§176-5(C)(8): “construction or expansion of a single-family, a two family, or a three family
residence on an approved lot including provision of necessary utility connections as provided
in Subsection C(10),” and
§176-5(C)(2): “replacement, rehabilitation or reconstruction of a facility in kind on the same
site, including upgrading buildings to meet building or fire codes,“
therefore, no further environmental review is required for this proposed action; now, therefore,
be it
RESOLVED, That the Common Council for the City of Ithaca hereby authorizes expenditure of
up to $30,000, pursuant to the Housing Fund MOU, to assist the INHS Community Housing
Trust: 314 S. Plain Street project as recommended by the Housing Fund Program Oversight
Committee, and be it further,
RESOLVED, That such funds shall be derived from Gateway Loan Proceeds held by the Ithaca
Urban Renewal Agency, and be it further,
RESOLVED, That the Mayor is authorized, subject to advice of the City Attorney, to execute a
fiscal agency agreement with Tompkins County to implement this resolution.
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13. City Clerk’s Office
.1 2012 Special Event Policy
WHEREAS, the City of Ithaca Special Events Team was tasked with the responsibility of
creating a “fiscal emergency special event policy” in response to the city’s increasing financial
constraints and its declining ability to provide services to community events, and
WHEREAS, the City realizes the importance of festivals, competitive events, concerts, and
neighborhood gatherings to the community as they contribute to the spirit and vitality of our City
and enhance Ithaca’s standing as a tourism destination; now, therefore, be it
RESOLVED, That Common Council hereby approves the following recommendations of the
Special Events Team to reduce costs, increase revenues, and explore solutions that will reduce
the pressure of departmental budgets while allowing not-for-profit organizations the ability to
build budgets that will support the true costs of their events:
2012
Special event permit applications will not be considered for days that are deemed holidays for
City employees.
Applications for walking, running, biking, events will only be considered for City-approved
courses that require little to no law enforcement presence for traffic control. Currently, there are
2 approved courses that utilize Cass Park/Cayuga Waterfront Trail and Stewart Park/Cayuga
Waterfront Trail
Applications for new street parades will not be considered. The Ithaca Festival and Veteran’s
Day parades will be considered on City-approved parade routes only.
A team will be appointed to consider charging special event parking rates at Cass Park and
Stewart Park during established special events such as the Dragon Boat Festival and the Scottish
Games. A recommendation from this team will be due in the Mayor’s Office by May 31, 2012.
Work to be completed by the 2013 Special Event Season:
Consider the creation a budget account specific to special events that is funded with the revenues
collected from Special Event parking and event related pavilion fees. Staff time and equipment
costs will be charged to this account.
Consider charging event organizers for city costs that are not routine daily duties:
2012 cost for a police officer is $72.50 per hour
2012 DPW costs for labor and equipment is $70 per hour
o cost to post a street block “No Parking” = $44 – includes removing signs after
event
o 2012 cost to deliver/pick-up 1-5 sets of barricades = $35
o 2012 cost to deliver/pick-up more than 5 sets and parade routes will be quoted
Consider developing a cost for the use of the fields in Stewart Park (Cass Park already charges
for the use of fields)
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Final recommendations will be due for City Administration Committee consideration by
December, 2012.
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2012 SPECIAL EVENT POLICY
EXECUTIVE SUMMARY
In 2011, Mayor Peterson directed the Special Events Team to create a “Fiscal Emergency
Special Event Policy” in response to concerns from staff regarding potential departmental budget
reductions and their ability to continue to dedicate resources to community events. Upon
confirmation with Mayor Myrick that this work should continue, discussions were conducted
between the Special Event Team and Vicki Taylor Brous, Downtown Ithaca Alliance Event
Organizer. The Team discussed their departmental budget and staffing concerns and Ms. Brous
represented the concerns of event organizers and the impact budgetary changes could have on
community events. It is clear that the concerns of the City and event organizers are serious and
could have considerable impact on the community. The Special Events Team was not able to
identify a singular solution, so a series of recommendations has been made for Common Council
consideration.
HISTORY
The Special Events Team was created in 2005 in response to a growing number of requests for
community events that required coordination of information and city resources. Legislation was
adopted that defined a special event as an event that requires 3 or more permits from the City.
The Team provides an opportunity for an event organizer to have access to decision makers from
IPD, IFD, DPW, IYB, City Clerk’s Office, Mayor’s Office, and Planning Department (which
also represents the Parks Commission) all at one time. In return, the City has the benefit of
looking at each event comprehensively and listening to the ideas, concerns, and suggestions of
all parties.
In 2008 a $3.00 per vehicle/per day special event parking charge was implemented for large-
scale downtown events, to off-set the costs of staff resources the city contributes to these events.
In 2011 this fee was increased to $5.00 per vehicle/per day.
In 2011 a $100 special event application fee was implemented to further off-set the costs of the
planning and coordination of events. Two new rules were implemented: (1) the City will be
only one special event that requires city resources per calendar day; (2) any private security
company used must provide proof that all guards are certified and the company is licensed,
bonded, and insured.
All revenues collected are deposited into the General Fund; however the costs of special events
are coming from shrinking departmental budgets. Staff is asking Common Council for policy
guidance on how to proceed in 2012 and 2013.
*NOTE: In 2011, the Special Events Team provided planning & coordination services for 30
permit applications. Only 20 turned into actual events.
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RELATED INFORMATION:
The Downtown Ithaca Alliance has a unique relationship with the City of Ithaca. The City pays
$61,000 annually to the Ithaca Downtown Alliance. Those fees cover the City’s contribution to
the Business Improvement District (BID), a portion of the salary of the Executive Director of the
DIA, and special event planning services. Prior to the inception of the BID, the City had a staff
position that was responsible for all activities on the Commons/Downtown including special
events (Common Cultural Coordinator). Currently, the City has a Memorandum of
Understanding with the DIA that details services that each organization will provide to support
downtown.
The City of Ithaca has a long history of supporting the Ithaca Festival financially. The City used
to enter into financial contracts with the Ithaca Festival but when economic difficulties struck the
City in the 1990’s an agreement was made that the City could no longer contribute money but
would provide “in-kind services”.
FINANCIAL DATA:
NOTE: This data is not complete. There are DPW and Youth Bureau costs and pavilion
rental revenues that have not been included in these figures. In addition, there are a lot
more events that costs have not been tracked for.
2010
EVENT
IPD Costs
DPW Costs
Parking
Revenue
Application
Fee
Totals
Chili Cook-
off
$1,699 $1,590 $3087 -$202
Ithaca Fest $7148 $7445 $3087 -$11,506
Dragon Boat
Fest
$454
-$454
Apple
Harvest Fest
$6,916
$3,834
$6725
-$4,025
Misc Events
Holidays on
the
Commons
$4,539
-$4,539
Totals: $20,756 $12,869 $12,899 $-20,726
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2011
EVENT
IPD Costs
DPW
Costs
Parking
Revenue
Application
Fee
Totals
Chili
Cook-off
$1,572 0-postponed -$1,572
Ithaca Fest $10,226 $8,481 $4,959 $100 -$13,648
Dragon
Boat Fest
$623 $100 -$523
Apple
Harvest
Fest
$3,652 $4,960 $10,695 +$2,083
Misc
Events
$961 $1,600 +$639
Holidays
on the
Commons
Totals: $17,034 $13,441 $15,654 $1,800 $-13,021
SPECIAL EVENT TEAM RECOMMENDATIONS:
The Special Events Team could not identify a singular approach to reduce our costs and/or begin
the transition of City costs over to event organizers, so the following represents a series of
recommendations for 2012 and 2013:
2012
Implement a rule that prohibits the scheduling of special events on days that are deemed holidays
for City employees as these have significant financial implications associated with them.
Implement a rule that the City will only consider applications for walking, running, biking events
on City-approved courses that require little to no law enforcement presence for traffic control.
Currently, there are 2 approved courses that utilize Cass Park/Cayuga Waterfront Trail and
Stewart Park/Cayuga Waterfront Trail
Implement a rule that the City will not consider applications for any new street parades. The
Ithaca Festival and Veteran’s Day parades will be considered on City-approved parade routes
only.
Consider charging special event parking rates at Cass Park and Stewart Park during established
special events such as the Dragon Boat Festival and the Scottish Games.
Traffic cones are available for pick-up and return only – no deliveries
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2013
Create a budget account specific to special events. Fund it with the revenues collected from
Special Event parking and event related pavilion fees. Staff time and equipment costs will be
charged to this account.
Consider charging event organizers for city costs that are not routine daily duties:
2012 cost for a police officer is $72.50 per hour
2012 DPW costs for labor and equipment is $70 per hour
o cost to post a street block “No Parking” = $44 – includes removing signs after
event
o 2012 cost to deliver/pick-up 1-5 sets of barricades = $35
o 2012 cost to deliver/pick-up more than 5 sets and parade routes will be quoted
Consider developing a cost for the use of the fields in Stewart Park (Cass Park already charges
for the use of fields)
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14. Human Resources
.1 Approval of 2012 Authorized Roster Adjustments
WHEREAS, as part of the approved 2012 Budget and as a result of the current difficult financial
situation, several positions were adjusted to continue a staff reduction plan for the City; now,
therefore, be it
RESOLVED, That Common Council hereby authorizes the following 2012 Roster amendments
already incorporated into the approved 2012 Budget:
Human Resources: Employee Health and Safety Coordinator position hour
reduction from 40 hours to 20 hours per week, effective February 13, 2012
G.I.A.C.: Custodial Worker position hour reduction from 40 hours to 25 hours per
week, effective January 1, 2012
Youth Bureau: Youth Program Assistant in the YES Program position reduced
from 35 hours to 17.5 hours per week, effective January 1, 2012
and, be it further
RESOLVED, That Common Council also approves the several other positions that were
unfunded as part of the 2012 Budget.
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15. Finance/Controller’s Office
.1 Adoption of Policy Statement on Environmentally Preferable Purchasing
WHEREAS, the City of Ithaca recognizes its responsibility to protect human health and the
environment while supporting a diverse, equitable, and vibrant community and economy, and
WHEREAS, the City recognizes that the products and services it purchases create social, human
health, environmental, and economic impacts, and that the procurement decisions should reflect
the City’s ongoing commitment to sustainability, and
WHEREAS, the U.S. Environmental Protection Agency has determined that 37% of greenhouse
gas emissions can be attributed to the provision and use of products and packaging, and that
reducing consumption and the emissions associated with products we procure will significantly
reduce climate change impacts, and
WHEREAS, the City makes significant purchases of goods and services annually and can use
this buying power to influence markets to create sustainable products and services and support
green jobs, and
WHEREAS, including consideration of the entire lifecycle of a product or service in determining
its environmental impacts and total cost creates a more robust decision-making process and
encourages more efficient services and better product design and manufacturing, and
WHEREAS, environmentally preferable purchasing promotes practices that improve human and
environmental health; protect and conserve natural resources, water and energy; and minimize
the City’s contribution to climate change, pollution, and solid waste, and
WHEREAS, the State of New York gives local governments the authority to enact local laws,
ordinances, regulations and policies not inconsistent with the provisions of the State constitution
or any general law, pursuant to which authority the City of Ithaca may reasonably define what
constitutes a responsible bidder, and may investigate a bidder’s skill, judgment, and integrity in
considering whether that bidder is in fact a responsible bidder; and
WHEREAS, the adoption of environmentally preferable purchasing will further advance the
City’s environmental goals and commitments, including its Local Action Plan and Climate Smart
Community Pledge, and
WHEREAS, for all the reasons stated above, the City is desirous of amending the existing
Purchasing Policy to incorporate Environmentally Preferable Purchasing (EPP) guidelines; now,
therefore be it
RESOLVED, That the Common Council hereby adopts the following Policy Statement on
Environmentally Preferable Purchasing, and declares its intention to modify existing City
policies and ordinances and to take other steps, as needed, to reflect and support the adoption of
this position:
Effective ________, 2012, it is the policy of the City of Ithaca to require purchase of
products and services that minimize environmental and health impacts, toxics, pollution,
and hazards to worker and community safety and to the larger global community to the
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greatest extent practicable. It is not the intent of this policy to require a department, buyer
or contractor to take any action that conflicts with local, state or federal requirements or
to procure products that do not perform adequately for their intended use, exclude
adequate competition, or are not available at a reasonable price in a reasonable period of
time.
The Environmentally Preferable Purchasing is an important component of the City of
Ithaca’s purchasing policy and shall guide City efforts to meet the following goals:
• minimizing health risks to City staff and residents,
• minimizing the City’s contribution to global climate change,
• improving air quality,
• protecting the quality of ground and surface waters, and
• minimizing the City’s consumption of resources.
Further, Environmentally Preferable Purchasing is adopted and encouraged by the City in
order to:
• purchase products that include recycled content in order to support strong recycling
markets,
• institute practices that reduce waste by increasing product efficiency and
effectiveness, use products that are durable and long-lasting, and reduce materials
that are landfilled,
• purchase products and institute practices that conserve energy and water, use
agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached
or chlorine free manufacturing processes, and use recycled wood and wood from
sustainably harvested forests,
• purchase energy from renewable or green sources in preference to fossil fuels,
• increase the use and availability of environmentally preferable products, services and
distribution systems,
• support emerging and established manufacturers and vendors that reduce
environmental and human health impacts in their services and production and
distribution systems, and
• create a model for successfully purchasing environmentally preferable products and
services that encourages other buyers and consumers in our community to adopt
similar goals.
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15. Finance/Controller’s Office
.2 Amendment of the City of Ithaca Purchasing Policy
WHEREAS, the Common Council of the City of Ithaca, has, on this date, adopted by resolution
a City of Ithaca Policy Statement on Environmentally Preferable Purchasing; and
WHEREAS, in said resolution, the Council declared its intention to modify existing City policies
and ordinances as needed, in order to implement its Environmentally Preferable Purchasing
position; now therefore be it
RESOLVED, That the City of Ithaca Purchasing Policy be amended as follows, effective
_________, 2012:
(1) Paragraph 3[4], subsection (A) of the City of Ithaca Purchasing Policy is hereby
amended as follows:
A. Purchases will be secured by use of written requests for proposals, written
quotations, verbal quotations, or any other method that assures that the maximum
quality of goods and services will be purchased at the lowest possible cost price,
and that favoritism will be avoided.
(2) Paragraph 7[8] of the City of Ithaca Purchasing Policy is hereby amended as follows:
Opportunity shall be provided to all responsible suppliers to do business with the City.
To this end, the City Controller’s Office or designee shall develop and maintain lists of
potential suppliers (bidders list) for various types of materials, supplies, equipment, and
services. Lists shall indicate suppliers who provide products in compliance with the
City’s Environmentally Preferable Purchasing guidelines, as referred to in Sections 17.1-
17.2 of this policy. Such lists shall be used to develop mailing lists of potential suppliers
and for distribution of specifications, drawings, and invitations to bid. Any supplier may
be included [i]on the list upon request.
(3) Insertion of the Environmentally Preferable Policy into the Purchasing Policy as
Paragraphs 17.1-17.2, as follows:
17.1 Specifications for Environmentally Preferable Purchasing
1. Any purchasing contract shall comply with all applicable federal, state, and local
laws and regulations, including the City of Ithaca Purchasing Policy and Chapter
39 of the Municipal Code of the City of Ithaca.
2. To the extent allowed under General Municipal Law, Section 103, the City of
Ithaca and its departments, to the maximum extent that is feasible, shall purchase
or contract for goods and services which are in compliance with the City of Ithaca
Environmentally Preferable Purchasing policy unless
a) no environmentally preferable purchasing option is available and that the
acquisition of the product or services sought is essential or time-sensitive;
or
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b) the environmentally preferable purchasing option(s) would pose a risk of
adverse health related reaction to any persons who would come into
contact with such product.
3. For purposes of this policy, “environmentally preferable purchasing” shall refer to
the following considerations:
a) Source Reduction
The City of Ithaca shall institute practices that reduce waste and result in the
purchase of fewer products whenever practicable and cost-effective, but without
reducing safety or workplace quality.
City departments shall purchase remanufactured products (i.e. for equipment and
vehicles) whenever practicable, but without reducing safety, quality or
effectiveness.
Products that are durable, long lasting, reusable, refillable, recyclable or otherwise
create less waste shall be selected whenever practicable.
Vendors shall be required to minimize packaging to the greatest extent
practicable. Packaging that is reusable, recyclable or compostable shall be
selected when suitable uses and programs exist. The City shall not purchase any
polystyrene foam food packaging.
Vendors shall be required whenever possible to take back and reuse pallets and
packaging materials. Suppliers of electronic equipment shall be required to take
back equipment for reuse or environmentally safe recycling when the City
discards or replaces such equipment, unless the City deems it worthwhile to send
the equipment to a non-profit organization for reuse.
Documents shall be printed and copied on both sides to reduce the use and
purchase of paper, unless needed to be single sided as per legal requirements. The
Information Technology staff shall provide guidance to City departments and staff
for setting the duplex printing option as the default setting on each workstation,
when feasible, or train employees to use this option, for all capable printers.
b) Toxics Reduction and Pollution Prevention
City departments shall purchase energy-efficient products and consider "less toxic
alternatives" when purchasing products such as cleaning products, pesticides and
herbicides.
To the maximum extent practicable, all cleaning or disinfecting products (i.e. for
janitorial or automotive use) shall (i) meet Green Seal Standards for
environmental preferability and performance, (ii) be products delineated on the
New York State Office of General Services (NYS OGS) Green Cleaning Product
List, or (iii) meet NYS OGS guidelines and specifications for green cleaning
products. When contracting with new supply vendors, the City shall encourage
training of its custodial staff.
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Purchasing products containing persistent bioaccumulative toxic chemicals
(PBTs) shall be avoided, where alternatives exist.
When maintaining buildings and landscapes, the City shall manage pest problems
through prevention and physical, mechanical and biological controls and use least
toxic chemical pesticide products only after safer approaches or products have
been determined to be ineffective or where safety and/or health concerns require
immediate pest control measures.
To the maximum extent practicable, when maintaining buildings, the City shall
use products with the lowest amount of volatile organic compounds (VOCs),
highest recycled content, and low or no formaldehyde when purchasing materials
such as paint, carpeting, flooring, adhesives, furniture and casework.
The City shall purchase products and equipment with no lead, cadmium or
mercury whenever practicable. For products that must contain lead or mercury
because no suitable alternative exists, preference shall be given to those products
with the lowest quantities of these metals and to vendors with established lead,
cadmium and mercury recovery programs.
The purchase of pentachlorophenol, arsenic and creosote treated wood shall be
avoided whenever practicable.
When replacing vehicles, the City shall lease or purchase only the most fuel-
efficient models available that are suitable for each task and through carsharing
and carpooling, shall minimize the number of vehicles purchased, as referred to in
the “Green Policy for the City of Ithaca Fleet.” To the extent practicable, the City
shall use and purchase renewably-derived fuels or fuels that are cleaner and less-
polluting than gasoline and conventional diesel fuel, including biodiesel, natural
gas and electricity.
c) Recycled Content Products
It is the policy of the City to purchase and use recycled products to the extent that
such use does not negatively impact health, safety, or operational efficiency. A
10% price preference may be given to recycled content products based on the
lowest bid or price quoted by the suppliers offering the competing non-recycled
content products.
All products purchased for which the United States Environmental Protection
Agency (U.S. EPA) has established minimum recycled content standard
guidelines shall contain the highest postconsumer content practicable, but no less
than the minimum recycled content standard. These guidelines can be obtained at
the U.S. EPA Website at the following address:
http://www.epa.gov/epawaste/conserve/tools/cpg/products/index.htm
Copiers and printers purchased shall be compatible with the use of recycled
content and remanufactured products.
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City departments will favorably consider the selection of other recycled content
and renewable materials, products and supplies over their non-recycled content
and non-renewable alternatives whenever availability, fitness, operational
efficiency, quality, safety, and price are equally acceptable. The list of materials,
products and supplies shall include, but not be limited to, business office
products, compost, fuels, mulch, asphalt, transportation products (e.g. signs,
cones, delineators, and barricades), and other items.
All suppliers of recycled content papers shall provide a statement that the paper
has recycled content, and whenever feasible, the statement should indicate the
percentage of postconsumer recycled content.
d) Energy and Water Savings
All products purchased by the City and for which the U. S. EPA Energy Star
certification is available shall meet Energy Star certification. When Energy Star
labels are not available, products shall meet or exceed the Federal Energy
Management Program (FEMP) recommended levels, available at:
http://www1.eere.energy.gov/femp/procurement/eep_modellang.html
New and replacement equipment for lighting, heating, ventilation, refrigeration
and air conditioning systems, water consuming fixtures and processing
equipment, and all other related components shall meet or exceed FEMP
recommended levels whenever practicable.
When energy is purchased, renewable or green sources are preferred. These
include wind power, solar thermal, photovoltaics, geothermal, sustainably
managed biomass, methane waste and hydroelectric energy sources, and do not
include fossil fuels (coal, oil or natural gas). On an annual basis, the City will
review its energy requirements and to the extent practicable will consider
purchasing from renewable sources at the greatest percentage possible.
Energy Star and power-saving features for copiers, computers, monitors, printers
and other office equipment shall be enabled during the initial installation and shall
remain enabled unless these features conflict with the manufacturer’s
recommended operation and maintenance of the equipment, or its specific
operational use.
e) Landscaping
All landscape renovations, construction and maintenance by the City, including
workers and contractors providing landscaping services for the City, shall employ
sustainable landscape management techniques for design, construction and
maintenance whenever possible, including, but not limited to, integrated pest
management, grasscycling, drip irrigation, composting, and procurement and use
of mulch and compost that give preference to those produced from regionally
generated plant debris and/or food waste programs.
Plants should be selected to minimize waste by choosing species for purchase that
are appropriate to the microclimate, species that can grow to their natural size in
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the space allotted them, and perennials rather than annuals for color. Native and
drought-tolerant plants that require no or minimal watering once established are
preferred.
Hardscapes and landscape structures constructed of recycled content materials are
encouraged. The City shall limit the amount of impervious surfaces in the
landscape, wherever practicable. Permeable substitutes, such as permeable asphalt
or pavers, are encouraged for walkways, patios and driveways.
When available, the City shall purchase landscaping equipment that is not
dependent on the use of fossil fuels.
f) Forest Conservation
To the greatest extent practicable, the City shall not procure wood products such
as lumber and paper that originate from forests harvested in an environmentally
unsustainable manner. When practicable, the City shall give preference to wood
and wood products that are certified to be sustainably harvested by a
comprehensive, performance-based certification system. The certification system
shall include independent third-party audits, with standards equivalent to, or
stricter than, those of the Forest Stewardship Council certification.
17.2 Implementation of the Environmentally Preferable Purchasing Policy (EPP)
Department heads shall implement EPP practices, in accordance with this section of the
policy, in coordination with the Controller’s Office and other appropriate City personnel.
Whenever possible, the City will use recognized eco-labels, standards, and certification
programs to make purchasing decisions.
Wherever feasible and appropriate, life cycle cost analysis shall be used by City
departments and staff to assist in selecting products and services. "Cost" shall be
calculated over the life of the item and should consider initial acquisition costs, useful
life, costs of maintenance and operation over the useful life, and costs of disposal and/or
replacement at the end of the useful life, rather than initial acquisition costs alone.
Although not the lowest proposal or price quoted by suppliers, City departments and staff
may nonetheless purchase a product that adheres to the EPP specifications stated in this
Section, as long as there is prudent and economical use of public moneys in the best
interests of City taxpayers. Such determination of "best interests" may include full
consideration and comparison of product life cycle costs (including product maintenance,
operation and disposal costs), as described above. A further consideration may include
direct and identifiable benefits to taxpayers, other than product cost (for example, the cost
of permeable pavers might exceed the cost of asphalt paving, yet the use of permeable
pavers could mitigate storm water run-off and reduce the potential for flooding and
infrastructure damage in low-lying areas). Justification for a determination of "best
interests" shall be documented by City departments and staff.
Successful vendors or bidders shall certify in writing that the environmental attributes
claimed in bids or price quotes are accurate.
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Vendor contracts shall be negotiated in light of the requirements of this policy. If a
vendor that is under contract to the City of Ithaca is no longer able to provide a product
that meets the City’s environmentally preferable specifications, it shall notify the
appropriate city representative and provide written justification for why compliance is not
practical. Prior written consent from an authorized City representative shall be required
before substituting any alternative product or service.
Training of buyers and other relevant city staff, vendors, contractors and grantees shall
include instruction on the environmentally preferable purchasing requirements of the
Policy.
The DPW Stock Room has made significant efforts to implement an environmentally
preferable or green purchasing program for most cleaning and janitorial products supply.
All City departments shall order and purchase such products through the Stock Room,
unless these pose a risk of adverse health related reaction to any person who comes into
contact with the product(s). The Stock Room is responsible for addressing and taking into
consideration any staff complaints related to the use of these products.
(4) Paragraph 5(B)(6) (entitled “Current Purchasing Procedures”) of the City of Ithaca
Purchasing Policy is hereby amended as follows:
6. Buying goods that save and /or enhance our environment as referred to in
the Environmentally Preferable Purchasing Policy in Section 17.1.
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15. Controller’s Office
.3 Ordinance amending Chapter 39 (“Contracts”) of the Municipal Code of the City of
Ithaca
WHEREAS, by resolution approved on ___________, 2012, the Common Council of the City of
Ithaca adopted a City Policy Statement on Environmentally Preferable Purchasing; and
WHEREAS, in that resolution, the Council declared its intention to modify existing City policies
and ordinances as needed, in order to implement its Environmentally Preferable Purchasing
position; now therefore
BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows:
ORDINANCE NO. ________
Section 1. Chapter 39 (“Contracts”) of the Municipal Code of the City of Ithaca is hereby
amended as follows:
(1) Addition of the following as Subsection 39-2(A)(13):
(13) Failure to offer for purchase, provide, or otherwise use products and services that
have a lesser or reduced effect on human health and the environment when compared
with competing products or services that serve the same purpose, or that are not in
compliance with the City of Ithaca Environmentally Preferable Purchasing Policy
guidelines.
(2) Renumbering of the former subsections 39-2(A)(13) as 39-2(A)(14), so as to maintain
the proper numerical sequence.
Section 2. Severability. If any section, subsection, sentence, clause, phrase or portion of this
ordinance is held to be invalid or unconstitutional by a court of competent jurisdiction, then that
decision shall not affect the validity of the remaining portions of this ordinance.
Section 3. Effective date. This ordinance shall take effect on ____________, 2012, and in
accordance with law, upon publication of notice as provided in the Ithaca City Charter.