HomeMy WebLinkAbout04-25-12 City Administration Committee Meeting Agenda
CITY ADMINISTRATION COMMITTEE
Wednesday, April 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. City Administration Members Response
8. Workforce Diversity Committee
9. Mayor’s Report
10. 2013 Budget Updates
11. Youth Bureau
11.1 Request to Renew Recreation Partnership Contract - Resolution
12. Fire Department
12.1 Request to Amend Capital Project 761 - Replacement of Heavy Rescue - Resolution
12.2 Amendment to Fire Department Personnel Roster - Resolution
13. Common Council
13.1 Novak Report – Administrative List Topics - Discussion
14. Human Resources
14.1 Director’s Report
15. Finance/Controller’s Office
15.1 Controller’s Report
16. Reports
16.1 Sub-Committee Updates
16.2 Next Month’s Meeting: May 23, 2012
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11. Youth Bureau
.1 Request to Renew Recreation Partnership Contract
WHEREAS, the City of Ithaca is currently a member of the Intermunicipal Recreation
Partnership, an excellent model of intermunicipal collaboration that enables municipalities to
jointly plan, finance, and share a diverse set of high quality recreation programs, and
WHEREAS, the current Intermunicipal Recreation Partnership agreement will end December 31,
2012, and
WHEREAS, the Intermunicipal Recreation Partnership agreement dated August 21, 2007, with
an original five year term expiring December 31, 2012 may be renewed for an additional five
years by appropriate resolutions by each of the municipal partners on or before December 31,
2012; now, therefore be it
RESOLVED, On the recommendation of the Recreation Partnership Board that the 2008-2012
Intermunicipal Recreation Partnership agreement shall be renewed for an additional five years,
expiring December 31, 2017, and further
RESOLVED, That by approving this resolution the City of Ithaca agrees to abide by the terms
and conditions set forth in the Recreation Partnership agreement, and
RESOLVED, That Common Council hereby directs the City Clerk to send a copy of this
resolution to the Recreation Partnership Board care of Tompkins County Youth Services
Department at 320 West State/Martin Luther King Jr. Street, Ithaca, NY 14850.
Ithaca Youth Bureau
1 James L. Gibbs Drive
Ithaca, New York 14850
Phone: (607) 273-8364 Fax: (607) 273-2817
Email: iyb@cityofithaca.org
MEMO
To: City Administration Committee
From: Liz Vance
Date: 4/9/12
This is a request for the City of Ithaca to renew the Recreation Partnership contract for another 5
years. Entering its’ seventeenth year, the Recreation Partnership uses the resources and guidance
of 10 municipalities in our county to provide recreational programming to youth. The current
contract is due to expire at the end of 2012.
The city is both a member and the sole provider of programming for the Recreation Partnership.
The Partnership is an example of shared services among municipalities that has utilized public
funds to provide effective and efficient quality services to the public.
Enclosed is a summary of 2011 highlights, the current contract and a resolution to support the
City’s participation in the Recreation Partnership. We’d like to also show a very short video
about the Recreation Partnership.
2011 Intermunicipal Recreation Partnership Highlights
March 2012
Statistics at a Glance:
42 Youth recreation programs offered through the Recreation Partnership
4,853 Registrations in programs listed on Recreation Partnership Year End Registration Chart
881 Residents of member municipalities took advantage to reduced cost lessons and discounted swimming and
skating passes offered by the City of Ithaca as supplemental benefits
5,734 Total registrations in all programs for 2011 at an average municipal subsidy of $41.32 per registration
3670 different youth participated in one or more Recreation Partnership program
41% of the estimated number of youth ages 5-14 who live in Tompkins County in 2011 participated
Staffing
o 2.5 FTE staff time is spent on coordinating RP programs.
o Nearly 200 Part-time/Seasonal Staff annually (a majority are youth counselors & junior counselors)
o More than 200 Volunteers Annually
Scholarships As fees have increased and the economy has worsened, the need for scholarships has grown.
The Partnership budgets $15,000 for scholarships the increased support comes from the ECHO fund.
Municipality 2011 Value of
Scholarships
2011
Registrations
2011
Individuals
Caroline
$1,465.40 14 10
Dryden
2,260.30 22 12
Danby
1,927.90 37 22
Enfield
1,243.30 18 14
Groton
$0.00 0 0
Ithaca C.
24,869.30 193 130
Ithaca T.
12,793.70 116 73
Lansing V.
1,033.60 23 15
Newfield
2,050.30 14 6
Ulysses
2,970.60 42 14
Total
50,614.40 479 296
Effective recreation promotes
youth and family development
“My kids participated in many
programs over the years and
developed a true love of sports
along with
confidence and self-esteem”.
~ ~ ~
“Marathon Miles was well-
organized and a great idea to
help kids get nto fitness.”
~ ~ ~
“I liked playing in all the games
and having fun with my friends”.
Recent Highlights and Accomplishments
Recreation Program Guide was redesigned and renamed “I-PLAYbook (Program Line-Up for
Active Youth)”.
Recreation Partnership is in its 16th year and remains one of the largest Intermunicipal
Partnerships in the country and serves as a example of success collaboration and shared services.
Received the NYS Parks and Recreation Society Quality Youth Sports Award.
2011 Year End Budget:
Revenues 2011
Sponsors
2%
NYS-OCFS
0%Donations
3%
Fees
50%
Municipal
Contribution
45%
Municipal Contribution
Fees
Donations
Sponsors
NYS-OCFS
2011 Representatives
Caroline Peter Hoyt City of Ithaca Maria Coles
Danby Dylan Race City of Ithaca Joan Spielholz
Dryden Melissa Bianconi Village of Lansing Phil Dankert
Enfield Deb Teeter Newfield Dustin James
Groton Glenn Morey* Ulysses Liz Thomas*
Town of Ithaca Eric Levine Tompkins County Frank Proto
Town of Ithaca Tee Ann Hunter
* information liaison
Provider: Ithaca Youth Bureau: Liz Vance, Dep. Director & Allen Green, Director
Staff Support to Board: Tompkins County Youth Services: Janice Johnson
Recreation Partnership Benefits Programs: In addition to the programs offered through the RP, the
City of Ithaca allows Recreation Partnership members to get the City Rate for:
Program Number
Skate Lessons 168
Rink Passes 29
Swim Lessons 188
Swim Passes 111
2011
Contributions
Caroline $ 7,819
Danby $ 10,289
Enfield $ 5,185
Dryden $ 12,408
Groton $ 390
Ulysses $ 7,187
Newfield $ 1,868
Village of Lansing $ 14,097
Town of Ithaca $ 59,245
City of Ithaca $ 59,245
County $ 59,245
Total $ 236,980
$547,186 67% Personnel 13% Supplies 20% Administration & Facilities
INTERMUNICIPAL
RECREATION PARTNERSHIP AGREEMENT
Pursuant to Section 119-o of the General Municipal Law, the undersigned municipalities
hereby enter into this Agreement to continue an updated version of a five year renewable
Recreation Partnership.
This agreement shall become effective upon execution by each and every participating
municipality and shall be in force for the period beginning January 1, 2008 through December
31, 2012 and may be renewed for an additional five years by appropriate resolutions by each
of the municipal partners on or before December 31, 2012, all other terms and conditions of
this agreement remaining the same.
The Recreation Partnership governing board may recommend amendments to this
agreement with a two thirds majority vote of the entire Recreation Partnership Board.
Recommended amendments must be ratified by all participating municipalities to take effect.
Establishing a Program
The parties hereby establish an on-going program partnership for the purpose of
jointly planning, financing, providing, and coordinating shared recreational services that
supplement and complement those offered by localities. A governing board of partners will
direct and oversee the contracted services of the Ithaca Youth Bureau’s Recreation Division
and other providers. The Recreation Partnership will be governed independently of any
municipality. The Recreation Partnership will have no authority over any locally planned,
locally funded, and locally operated programs except at the request of the sponsoring
municipality. Local programs may choose to use the Recreation Partnership as a vehicle for
voluntarily sharing information, equipment, publicity about programs, and/or coordinating
their respective services.
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Sharing Program Costs
Fees, sponsorships, grants, fundraising, and the use of volunteers are not enough to
cover the cost of running Recreation Partnership programs and services. A municipal
contribution from all municipal partners is necessary to balance the budget. In order to fairly
distribute these costs, the Partners agree to the following cost-sharing formula.
The cost sharing formula allocates the annual net operating costs of programs into four
equal shares. The City of Ithaca agrees to pay one quarter of the net operating cost, the Town
of Ithaca agrees to pay one quarter, and the County agrees to pay one quarter. The smaller
municipalities agree to share the remaining quarter.
The cost for each smaller municipality shall be calculated using an index that
combines the previous year’s assessed value of its taxable properties in the Ithaca School
District and its share of program participation averaged over the past three years. This
formula, which assigns the assessed value twice the weight of participation, was selected for
several reasons. First, the weighting of assessed value was used as a measure of each
municipality’s ability to pay for services. Second, the formula recognizes that children from
the Ithaca City School District have been significant users of the services and a number of
municipalities have been concerned about providing equitable support to all their youth.
Third, the use of Ithaca City School District properties as opposed to the municipalities’ full
assessment, acknowledges that towns like Dryden, Ulysses, Groton, and Newfield also invest
significantly in their own local recreation programs which are used primarily by children from
their own school districts. A chart outlining 2008 approved municipal contribution is attached
as Appendix 1; an updated version of this chart shall be given to each partnership
municipality for each of the remaining 4 years of this agreement by January 15 of each year.
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To determine future contributions:
A) The Recreation Partnership Board shall review preliminary budget projections in
June and July and decide on the acceptable net program cost for the upcoming year
by the end of July.
B) During the budget development process, each Recreation Partnership Board
member shall discuss the municipal payments needed with its municipality to
determine if the preliminary budget adopted by the Recreation Partnership Board
is feasible.
C) The Recreation Partnership Board may allocate revenues earned in prior years
through sponsorships, fundraising, and donations to support budgets in upcoming
years.
D) Each municipal board shall accept or reject their respective share of the municipal
contribution by the third Tuesday of November.
E) The Recreation Partnership Board may re-examine the basis for cost allocation and
may recommend amendments to this agreement to be ratified by all partners.
Governance
Name: The governing board shall be called the Recreation Partnership Board
Membership: The Recreation Partnership Board shall have a total of 14 voting
members. The partners include: Towns of Caroline, Danby, Dryden, Enfield, Groton, Ithaca,
Newfield and Ulysses, the Village of Lansing, City of Ithaca and Tompkins County. Each
participating municipality will have one seat on the governing board, except as provided
below. The Recreation Partnership Board recommends that these seats be filled with an
elected official willing and able to make policy decisions. When deemed necessary by a
municipal board, an unelected lay designee who has the confidence of that municipal board
may be appointed.
In addition, the City of Ithaca, the Town of Ithaca, and Tompkins County shall appoint
one additional representative each to reflect their greater investment in the Partnership. These
additional appointed representatives may be elected or lay members. The Recreation
Partnership Board may determine if it wants to create any non-voting at-large seats to add
4
expertise or coordinating links to other key stakeholder groups. Municipalities shall designate
their representatives and an alternate for each seat by certified resolution to be maintained on
file with the Tompkins County Youth Services Department.
Members will serve two-year terms at the pleasure of their municipal board.
The Recreation Partnership Board will elect its own officers: a Chair, a Vice chair, and
a Treasurer.
Roles of the Recreation Partnership Board
The Recreation Partnership Board shall operate under its own by-laws that have been
ratified by all municipal partners. Future amendments to the by-laws that are not inconsistent
with this agreement shall be made by a majority vote of the entire Recreation Partnership
Board provided that the proposed amendment has been presented for consideration of the
Recreation Partnership Board at the preceding regular meeting. In addition, the proposed by
laws amendment must be mailed to all members at least ten days before the meeting at which
the proposed change is to be voted upon. An amended copy of the by-laws will be sent to each
municipal clerk and chief elected official for their records.
The Recreation Partnership Board will develop a work plan of key policy, program,
fundraising, and planning issues to be addressed annually.
The Recreation Partnership Board urges municipal boards to include the proposed
costs recommended by the Recreation Partnership Board in their tentative municipal budgets.
The Recreation Partnership Board shall select providers, set program and budget
priorities, approve the net operating budget for programs, set goals for generating additional
and/or alternative revenues, set fees, adopt guidelines for scholarships and fiscal targets, and
authorize County Youth Service Department to enter into agreements with provider(s) to
implement approved actions of the Recreation Partnership Board.
5
The Recreation Partnership Board shall determine its own meeting schedule but it
shall meet no fewer than six times a year to review progress toward goals, address policy
questions and review performance data and finances to assure that provider(s) are meeting the
goals and expectations of the partners.
The Recreation Partnership Board will periodically evaluate the performance of its
providers and make recommendations to enable providers to improve services.
Recreation Partnership Board representatives will be required to make regular reports
to their municipalities including, but not limited to, annual budget guidelines and program
services.
Roles of officers
The Chair shall develop the agenda in consultation with the Tompkins County Youth
Services Department staff and providers, chair the meetings, represent the Recreation
Partnership Board at inter-municipal or public meetings, appoint a Finance Committee and
assist as needed in contract negotiations to implement the wishes of the Recreation
Partnership Board.
The Vice Chair shall act in the absence of the Chair.
The Treasurer will work with the provider(s) and Tompkins County Youth Services
Department staff to develop a format for regular financial reports that meet the needs of the
Recreation Partnership Board. The Treasurer and the Finance Committee shall review the
financial report prior to the Recreation Partnership Board meetings and present the report to
the full Recreation Partnership Board, noting any significant changes in expenses or revenues.
The Treasurer and Finance Committee will recommend to the Recreation Partnership Board a
budget timetable and guidelines to enable providers to prepare budgets for the upcoming year.
6
Role of Fiscal Agent and Staff Support
The participating municipalities will make their payments to Tompkins County on a
schedule agreeable to all partners. Tompkins County’s fiscal officer will have custody of the
funds, which will be managed as a separate program within the Tompkins County Youth
Services Department budget. The County Youth Services Department makes payments to
providers as authorized by the Recreation Partnership Board in approved contracts.
The Recreation Partnership Board will explore the feasibility of creating a program
coordinator position to assist the Recreation Partnership Board in performing the functions the
board members, providers, and county staff cannot fulfill. Any such proposal adopted by the
Recreation Partnership Board needs to be ratified by all partners.
Roles of Tompkins County Youth Services Department
Staff from the Tompkins County Youth Services Department will work in close
cooperation with the Recreation Division of the Ithaca Youth Bureau and other providers to
provide support to the Recreation Partnership Board that includes:
coordination of orientation of new members to the Partnership and its services;
orientation to the roles of the Recreation Partnership Board and its members;
assistance in developing an annual work plan of priority planning, oversight,
fundraising, and evaluation issues;
assistance in developing policy options and guidelines for the Board’s action as
needed to implement the work plan;
preparation of meeting agendas in consultation with the Board chair and providers;
preparation of minutes;
preparation of contracts with providers as authorized by the Recreation Partnership
Board;
coordination with the providers to assure that program and financial reporting meets
the needs of the Recreation Partnership Board;
coordination with providers to assure that their program policy questions that require
Recreation Partnership Board decisions are acted on in a timely way;
authorization of payments per Recreation Partnership Board authorized contracts after
audit of claims pursuant to Tompkins County procedure.
7
assistance to the Recreation Partnership Board in monitoring and evaluating providers,
as requested.
staff support to Recreation Partnership Board to implement work plan.
Roles of Recreation Program Provider(s)
The provider(s) will be responsible for:
providing the programs and services authorized by the Recreation Partnership Board
in compliance with all relevant laws and safety regulations;
providing a yearly summary of participation and periodically highlighting any trends
or significant changes in program participation, customer feedback, expenses or
revenues for the Recreation Partnership Board;
providing adequate liability coverage as determined by the County and the Recreation
Partnership Board for approved programs and defending, indemnifying and holding
the participating municipalities harmless;
tracking and reporting expenses and revenues as outlined in the contract;
tracking participation in formats and on a schedule requested by or acceptable to the
Recreation Partnership Board;
periodically highlighting any trends or significant changes in programming,
participation, customer feedback, expenses, or revenues for the Recreation Partnership
Board;
recommending programs or changes to improve services and/or lower costs;
working with the Tompkins County Youth Services Department to present any policy
questions and options related to programs or financing that require Recreation
Partnership Board action.
FISCAL AND ADMINISTRATIVE ACCOUNTABILITY
Role and Relationship of the City of Ithaca: As a member, the City will be
responsible for one quarter of the program costs. Like other members, it will make a payment
to Tompkins County for its share of the approved budget. Like Tompkins County and the
Town of Ithaca, it will have two seats on the governing board. Like other members, it may ask
or convene local advisory committees to recommend the kinds of recreation services they
want for the residents of their own municipality.
As a provider selected to operate programs, the City of Ithaca’s Youth Bureau will
hire/contract staff as needed within the approved budget to provide services authorized by the
Recreation Partnership Board. As a provider, the City will use its own facilities and may
enter into agreements with other municipal partners or agencies to use other facilities
throughout the partnership for approved programs.
8
As a provider, the Ithaca Youth Bureau will keep separate account of partnership
funds and report in a format and on a timetable requested by the Recreation Partnership
Board.
Role of Tompkins County: Tompkins County is the fiscal agent for the Partnership.
The County shall invoice municipalities based on the agreed-on cost allocation and payment
schedule. The County shall provide financial reports to the treasurer and Finance Committee
as requested by the Recreation Partnership Board.
The County Youth Services Department will administer those funds in accordance
with the wishes of the Recreation Partnership Board by creating and managing contracts with
designated providers and making approved payments to providers. The providers will
continue to be responsible for tracking line item expenses and program revenues and will
provide this information in a format required by the Recreation Partnership Board.
Fiscal accountability
As a condition of this agreement, designated provider(s) shall maintain records of
expenses and revenues as required by the Recreation Partnership Board. The providers shall
prepare financial reports in a format that satisfies the governing board which includes
proposed budget and year–to-date cumulative expenses and revenues. The County shall pay
the Ithaca Youth Bureau 100% of the agreed-upon contract amount to provide approved
programs. The County shall make the annual payments in three equal amounts by April 30th,
September 30th, and January 15th. The County shall pay all other providers the agreed upon
total budget for approved programs in the manner described in the provider’s contract.
How Municipalities Join or Leave the Partnership
Joining: If any municipality chooses to join after January 2008, the Recreation
Partnership Board will calculate the cost for a new member and the board will determine the
effective date of membership. After signing this Agreement the new municipality will be
9
invited to appoint one elected official or designee and alternate to serve as a voting member
on the Recreation Partnership Board, and the size of the Recreation Partnership Board shall
increase by one. For the first year, the Recreation Partnership Board will determine if the
additional municipal contribution will change the already agreed-on municipal contribution
for the current partners and if so by how much, subject to approval by municipal boards.
Leaving: A member municipality may elect to withdraw from the Recreation
Partnership. The municipality seeking to withdraw must notify the Recreation Partnership
Board in writing and commit to making its contribution for the following year. E.g., a
municipality must notify the Recreation Partnership Board in writing any time in 2008 of its
intention to withdraw at the end of December 2009.
If a municipality withdraws the Recreation Partnership will budget for this reduction
in municipal revenues.
By entering into this agreement, each municipality pledges to honor its contractual
obligations to the other members and to abide by the notification policy herein described
when it desires to leave the Recreation Partnership.
In 2011, the year prior to the agreement’s end, the Recreation Partnership Board will
review and update the agreement. Any municipality wishing to withdraw at the end of the
agreement must notify the Recreation Partnership Board of its intention by June 2011.
Participation in Programs by Residents on Non-Member Municipalities
Residents from non-member municipalities are welcome to participate on a space-
available basis. Since they are not contributing through local taxes to subsidize the programs,
they will be charged a fee twice the rate charged to members OR the actual unsubsidized cost,
based on the prior year’s calculation, whichever amount is higher.
8/21/07
Attachment 1 For 2008
Cost Sharing Plan for Recreation Partnership Municipal Members
In the plan agreed to by all eleven participating municipalities, the cost to partners is
calculated by subtracting all fees and other revenues from the cost of providing registration-
based programs approved by the Partnership Board. The net cost is to be shared according the
following formula:
City of Ithaca shall pay one quarter.
Town of Ithaca shall pay one quarter.
Tompkins County shall pay one quarter to underwrite the cost to all municipalities.
Smaller municipalities shall share the remaining one-quarter.
Formula for sharing one quarter of the net cost of programs among smaller municipalities:
The following figures were calculated using an index of assessed value of 2006 taxable
properties in the Ithaca City School District and the percentage of participation from each
municipality averaged over a three year period(06,05,04). Property assessments are assigned
a value of twice that of participation. (Detailed calculations are on file at Tompkins County
Youth Services Dept.)
Partner 2007 2008
City of Ithaca $54,262 $55,890
Town of Ithaca $54,262 $55,890
Tompkins County $54,262 $55,890
Town of Caroline $6,305 $6,625
Town of Danby $8,500 $9,907
Town of Dryden $11,836 $11,984
Town of Enfield $5,705 $5,748
Town of Groton $ 315 $ 412
Village of Lansing $13,724 $13,484
Town of Newfield $ 1,793 $1,819
Town of Ulysses $6,083 $6,911
Total $217,047 $223,560
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12. Fire Department
.1 Request to Amend Capital Project 761 - Replacement of Heavy Rescue
WHEREAS, a Project for the Purchase of a Heavy Rescue Vehicle for the Ithaca Fire
Department was approved by Commons Council for the Budget Year 2012, and
WHEREAS, per the contract for fire service between the City of Ithaca and the Town of Ithaca,
the Town Board of the Town of Ithaca approved the project, and
WHEREAS, the sum of $880,000 has been appropriated (Capital Project #761) and was
available to cover the cost of design and construction of a Heavy Rescue Truck, and
WHEREAS, the costs of maintenance of Fire Department aerial truck apparatus have been
increasing over the past five years due to an aging fleet and increase number of emergency
responses, and
WHEREAS, repair and maintenance costs for the Fire Department’s two aerial trucks were
$74,700 in 2011, and
WHEREAS, a 1995 aerial truck is scheduled under a fleet replacement plan for 2015, and
WHEREAS, the estimated cost for continued maintenance of the Heavy Rescue will be less than
that of an Aerial Truck in 2013 and 2014, and
WHEREAS, the Heavy Rescue Truck replacement shall be deferred until 2014, and
WHEREAS, the Fire Chief and Board of Fire Commissioners shall review and amend the current
schedule for apparatus replacement, which will reflect the current usage, age of fleet, budget
restrictions, and best practices for delivery of fire and emergency service, and
WHEREAS, the amended project budget is projected to be $920,000 composed of:
• Preliminary Engineering and Detail Design Cost $10,000
• Purchase Aerial/Pumper Combination Truck $920,000
Total Project Cost $930,000
WHEREAS, the Board of Fire Commissioners recommends that the Common
Council substitute the replacement of a Heavy Rescue Vehicle with the replacement of a
Combination Aerial/Pumper Truck and increase the total project budget authorizations for the
amount of $920,000; now, therefore, be it
RESOLVED, That the City of Ithaca Common Council amend the Capital Project
authorizations for Purchase of a Combination Aerial/Pumper Fire Truck and substituting it for
the purchase of a Heavy Rescue Truck approved by Common Council and the Town of Ithaca in
the 2012 Budget, and be it further
J:\DRedsicker\AGENDAS\City Admin Comm\2012\4-25 CA Agenda.doc 4/25/12
RESOLVED, That Common Council hereby amends Capital Project #761 by an amount not to
exceed $50,000 giving a total project authorization of $930,000 for the purposes of acquiring a
combination Aerial/Pumper Fire Truck, and be it further
RESOLVED, That the funds necessary for the $50,000 amendment will be derived from the
Capital Reserve #15 Fire Engine Replacement, and be it further
RESOLVED, That this amendment shall be contingent on the approval of the Board of the
Town of Ithaca.
Resolution by the Board of Fire Commissioners of the City of Ithaca –
Request to Amend Capital Projects #761 Replacement of Heavy Rescue
WHEREAS, a Project for the Purchase of a Heavy Rescue Vehicle for the Ithaca Fire
Department was approved by Commons Council for the Budget Year 2012; and
WHEREAS, per the contract for fire service between the City of Ithaca and the Town of Ithaca,
the Town Board of the Town of Ithaca approved the project; and
WHEREAS, the sum of $880,000 has been appropriated (Capital Project #761) and was
available to cover the cost of design and construction of a Heavy Rescue Truck; and
WHEREAS, the costs of maintenance of fire department aerial truck apparatus have been
increasing over the past 5 years due to an aging fleet and increase number of emergency
responses; and
WHEREAS, repair and maintenance costs for the fire department’s two aerial trucks were
$74,700 in 2011; and
WHEREAS, a 1995 aerial truck is scheduled under a fleet replacement plan for 2015; and
WHEREAS, the estimated cost for continued maintenance of the Heavy Recuse will be less than
that of an Aerial Truck in 2013 and 2014
WHEREAS, the Heavy Rescue Truck replacement shall be deferred until 2014; and
WHEREAS, the Fire Chief and Board of Fire Commissioners shall review and amend the current
schedule for apparatus replacement, that will reflect the current usage, age of fleet, budget
restrictions, and best practices for delivery of fire and emergency service; and
WHEREAS, the amended project budget is projected to be $930,000 composed of:
• Preliminary Engineering and Detail Design Cost…………………….. $10,000
• Purchase Aerial/Pumper Combination Truck ………….…………… $920,000
Total Project Cost………………………………………………………$930,000
And now, therefore, be it
RESOLVED, that the Ithaca Board of Fire Commissioners recommends that City of Ithaca
Common Council and Town of Ithaca amend the authorizations for Purchase of a Combination
Aerial/Pumper Fire Truck and substituting it for the purchase of a Heavy Rescue Truck
approved by Common Council and the Town of Ithaca in the 2012 Budget.
Approved by Unanimous Vote at the April 17th 2012 Board of Fire Commissioners Meeting:.
Yes: Commissioner Ellsworth, Commissioner Gilligan, and Commissioner Hoard
No: None
Abstention: None
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12. Fire Department
.2 Amendment to Fire Department Personnel Roster
WHEREAS, the Office Manager Position at the Fire Department has been recently became
vacant, and
WHEREAS, the Fire Department has reduced office staff in an effort to bring about budget
reductions, and
WHEREAS, due to the reductions in office staff, it is no longer necessary for an employee in the
office to have supervisory responsibilities, and
WHEREAS, direct supervision of office staff will be the responsibility of the Deputy Fire Chief,
and/or Fire Chief, and
WHEREAS, the responsibilities of an Administrative Coordinator are similar to those of the
Office Manager except that it does not require the supervision of other employees, and
WHEREAS, this amendment to the Fire Department Personnel Roster will result in a reduction
in budget, now therefore, be it
RESOLVED, That Common Council hereby amends the 2012 authorized Personnel Roster for
the Fire Department as follows:
Delete: One (1) Office Manager
Add: One (1) Administrative Coordinator
and be it further
RESOLVED, That this roster amendment shall be contingent on approval by the Vacancy
Review, and be it further
RESOLVED, That the funds necessary for said roster amendment will be made within the
existing 2012 Fire Department Budget Authorization.