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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 J:\DRedsicker\AGENDAS\City Admin Comm\2012\4-25 CA Agenda.doc 4/25/12 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. 2 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. 3 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 J:\DRedsicker\AGENDAS\City Admin Comm\2012\4-25 CA Agenda.doc 4/25/12 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 J:\DRedsicker\AGENDAS\City Admin Comm\2012\4-25 CA Agenda.doc 4/25/12 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.