HomeMy WebLinkAbout05-23-12 City Administration Committee Meeting AgendaCITY ADMINISTRATION COMMITTEE AGENDA
Wednesday, May 23, 2012 - 6:00 p.m.
Common Council Chambers
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. Safety Committee - Final Report (Attached)
10. Mayor's Report
11. Common Council:
11.1 Common Council -Adoption of 2013 PEG Access Studio Capital Budget
- Resolution
11.2 2013 Budget Update
12. Youth Bureau:
12.1 Request to Amend 2012 Youth Bureau Budget - Youth Employment
Services Resolution
12.2 Request to Amend 2012 Youth Bureau Budget - Recreation Support
Services Program - Resolution
13. Department of Public Works:
13.1 Request to Create a Capital Project to Construct New Sidewalk on Cornell
Street - Resolution
13.2 Request to Amend Authorized Personnel Roster for City Forester Position
- Resolution
13.3 Request to Amend Authorized Personnel Roster for Building Maintenance
Mechanics - Resolution
14. Human Resources:
14.1
Employee Retirement Issue - Discussion
14.2
Director's Report
15. Finance /Controller's Office:
15.1
Request to Authorize the Use of Credit Cards - Resolution
15.2
New York State Audit Report - Discussion
15.3
Controller's Report
16. Reports:
16.1
Sub - Committee Updates
16.2 Novak Report
16.3 Next Month's Meeting: June 27, 2012
If you have a disability that will require special arrangements to be made in order for you
to fully participate in the meeting, please contact the City Clerk at 274 -6570 at least 48
hours before the meeting.
Date: May 17, 2012
City of Ithaca Safety Committee
FINAL REPORT
May 4, 2012
Representatives of the Safety Committee (Committee) recently met with Mayor Myrick
to brief him on the group's work and to suggest options for the future. At that meeting,
the decision was made to dissolve the Committee and distribute its responsibilities. The
Committee was charged with the responsibility to make recommendations for how to
distribute its tasks and to document the history and work of the Committee so that any
future Safety Committee could benefit from the lessons of history.
The City of Ithaca Policies and Procedures, Section III, includes the Standard Operating
Procedures (SOP) for the City -wide Safety Committee, with an effective date of March
5, 2008. This states that the objective of the Committee is to "actively improve,
educate, and sustain a safe and healthy work environment for the employees of the City
of Ithaca." The Committee's primary duty is to address safety and health issues that are
brought to it, and to report its activities to the City Administration Committee of Common
Council.
Accomplishments
1. The City -wide Safety Committee was re- established in 2006 by Common Council in
order to reduce the number of employee accidents and worker compensation claims.
2. In 2007, the Committee purchased and installed First Aid Kits in City Hall and other
City -owned facilities.
3. Fall 2008, the first CPR classes were held, instructing and certifying 58 employees in
Adult CPR.
4. Fall 2009, two more CPR classes were held. Eight employees attended.
5. In 2011, four more CPR classes were held with 42 employees attending (one class
was for recertification which hold more students).
6. October 2011, the First Aid Kits in a number of City facilities were re- stocked and
replenished.
7. Extensive research over several years was completed about beginning an
Automated External Defibrillator (AED) program within the City, including costs and
requirements. Tompkins County and the American Red Cross has been especially
helpful.
Current Status
The Committee was to provide a safe place for employees to report health and
safety concerns that they felt were not being properly addressed by department
Safety Committee Final Report May 4, 2012
supervisors. The reality is that since 2006, there have been very few (0 -2)
complaints reported to the Committee for investigation.
2. Interest in attending CPR classes has declined steadily since 2008. Rising costs
and the lack of funding (affecting the City, County and other agencies, like American
Red Cross) have severely limited new training opportunities that the City could offer.
3. For any health or safety concern brought to a departmental supervisor, that
supervisor can personally address it or designate an individual, ad hoc, or standing
departmental committee to respond to the concern.
4. Many City departments already have safety procedures and programs within their
departments for issues unique to the work their employees perform (i.e. Police
Department, Public Works, Fire Department, etc.). Situations that occur in these
individual departments may not be pertinent to any other department, so a city -wide
committee would not be able to help.
5. Attendance and interest at the Committee meetings has declined over the years.
There is little value to the meetings due to the lack of topics for discussion or
complaints for investigation.
Recommendations
1. The Committee recommends that a modified policy be publicized, stating that City
employees must report any health or safety concerns to the appropriate
departmental supervisor. This can be done anonymously.
2. For concerns regarding workplace violence, employees can choose to bring their
concerns to a departmental supervisor or the City's Workplace Violence Prevention
Committee.
3. For any health or safety concern brought to a departmental supervisor, that
supervisor can personally address it or designate an individual, ad hoc, or standing
departmental committee to respond to the concern.
4. If an employee feels that the supervisor has not fully addressed their concern in a
timely manner, they can submit the matter to the City's Employee Health and Safety
Coordinator (EH &SC), the Human Resources Department, and /or the City
Administration Committee of Common Council.
5. The Committee recommends that when departments that require employees to have
CPR and First Aid skills (i.e. Youth Bureau, GIAC) organize training classes for their
employees, if a class has space for additional trainees, the class should be opened
for enrollment to other City employees. The Human Resources Department could
promote the available training opportunities.
6. First Aid Kits should be kept supplied by the department in which they are located.
Many replacement supplies are available from the stockroom at Streets and
Facilities. The Clerk's office and the Ithaca Area Wastewater Treatment Facility
Safety Committee Final Report
May 4, 2012
( IAWWTF) have some extra supplies at this time. (Note: It is recommended that
First Aid Kits NOT include medications or sharp items.)
7. Automated External Defibrillator's (AED) are currently not required for any City
location that does not already have one. The Committee feels it would be wise to
have more in specific locations that see large numbers of people pass through in a
day. However, setting up an AED program is not simple and there currently is no
funding for this project. Programs require the supervision of a doctor, user training,
and equipment maintenance. The Committee recommends that if the City or any
department wishes to install an AED, the Ithaca Youth Bureau should be consulted
since they recently purchased a defibrillator. It is also recommended that a quote be
requested from the American Red Cross for their AED program, which includes the
machines, training, and doctor affiliation.
8. The Committee recommends that if the City of Ithaca decides to create a new Safety
Committee in the future, it should consider revisions to the Policies and Procedures,
Section III, Standard Operating Procedures (SOP) for the City -wide Safety
Committee to expand its scope and authority (suggestions are noted in the
Committee's records).
Despite the Committee's accomplishments over the past six years, the declining interest
from employees in attending CPR classes, Committee members' disinterest in attending
meetings, and the lack of topics to discuss or investigate has culminated in the
Committee respectfully requesting that the City -wide Safety Committee discontinue,
distributing its responsibilities to departmental supervisors and other working
committees. The Committee has gathered together records of its work and is currently
housing it in the City Clerk'
Respectfully submitted,
Kathy Gehring
Safety Committee Chair
Active Members:
Andy Olmetti, Employee Health and Safety Coordinator
Jody Andrew, City Attorney's Office
Mike Armitage, Youth Bureau
Ray Benjamin, Streets & Facilities
Cindie Day, Clerk's Office
Ed Gottlieb, IAWWTF
Debbie Grunder, Planning Dept.
Scott Kronenbitter, Information Technology
Chris Norman, Controller's Office
Jerome Norman, Water & Sewer
Debbie Parsons, Chamberlain's Office
Mike Thomas, GIAC
11. Common Council:
11.1 Common Council —Adoption of 2013 PEG Access Studio Capital
Budget — Resolution
WHEREAS, the Franchise Agreement between Time Warner Entertainment and the City of
Ithaca signed in 2003 authorizes Time Warner Entertainment to collect $0.15 per
subscriber per month to be used for the purchase of equipment for the PEG Access Studio;
and
WHEREAS, the total capital budget for the life of the ten -year agreement was estimated to
be $200,000; and
WHEREAS, the Franchise Agreement outlines the creation of an Access Oversight
Committee which shall be responsible for approving the timing, use, and amount of PEG
access equipment acquired each year over the term of the agreement; and
WHEREAS, the Access Oversight Committee has approved a 2013 capital budget in the
amount of $31,000.00; and
WHEREAS, the Franchise Agreement states that participating municipalities, including the
City of Ithaca, must adopt the annual PEG Access Studio budget by June 30 of the
preceding year; now therefore be it
RESOLVED, That Common Council adopts the 2013 PEG Access Studio budget as
approved by the Access Oversight Committee.
Back -Up Item 11.1
TO: Mayor Svante Myrick
Common Council
City of Ithaca
FROM: Cynthia Brock, Common Council liaison
Cable Access Oversight Committee
DATE: 17 May 2013
RE: 2013 PEGASYS Budget
Attached please find the Cable Access Oversight Committee's recommendations for the
2013 PEGASYS Budget. As you know, the City of Ithaca's Franchise Agreement with Time
Warner Cable requires that the three participating municipalities submit a budget each
fiscal year by June 30th. This budget is paid for with the $0.15 monthly subscriber fee that
TWC collects pursuant to the 2003 Franchise Agreement.
The budget addresses the equipment needs of community, government and educational
access.
Your recommendations are due by June 30, 2012. Please let me know if you need further
information.
Attachments (2)
Cc. Access Oversight Committee
Back -Up Item 11.1
Resolution
Access Oversight Committee
Tuesday, May 8, 2012
Approval of FY 2013 Budget
WHEREAS, Section 15.12 of the Franchise Agreement between the City of Ithaca and Time Warner
Entertainment - Advance /Newhouse Partnership (TWC) of January 2003 requires the participating
municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights) to provide TWC with an annual
budget for public, educational and governmental access operations by June 30 of each calendar year,
and
WHEREAS, the City of Ithaca's Ordinance #2003 -17, Part 18 -4 -G, requires the Access Oversight
Committee (AOC) to provide the participating municipalities with a recommended annual budget by May
31 of each calendar year, now be it
RESOLVED, That the AOC accepted the attached capital budget for Fiscal Year 2013 in the amount of
$31,000.00 at their regular meeting on May 8, 2012, and
BE IT FURTHER RESOLVED, That the AOC forwards their recommendations for approval by the
Common Council of the City of Ithaca, the Supervisor of the Town of Ithaca and the Mayor of Cayuga
Heights so that they may meet their obligation to provide TWC with an annual budget for public,
educational and governmental access operation, which budget is due June 30 of each calendar year.
Approved unanimously
Back -Up Item 11.1
2013 PEGASYS Capital Budget
Approved by the Access Oversight Committee (AOC)
May 8, 2012
Replace Camcorder Fleet $15,000.00
Description: Five units @ $3,000.00 each. The current camera fleet is 10 years old and heavily used.
New cameras should record to a tapeless medium and include professional audio and video features.
Files should interface smoothly with Adobe Premiere.
Camcorder accessories $3,000.00
Description: accessories such as batteries, cases, mike stands, cables
Tripods $3,000.00
Description: Five units
Contingency Fund $10,000.00
Description: The PEGASYS studio has a great deal of equipment that is 8 -15 years old, and will need
replacement as it fails.
TOTAL $31,000.00
12. Youth Bureau:
12.1 Request to Amend 2012 Youth Bureau Budget — Youth Employment
Services - Resolution
WHEREAS, the Ithaca Youth Bureau has applied for funding through the Tompkins
County Workforce Investment Board and may be receiving $145,336.99 in new funding
for the Tompkins Summer Youth Employment Program, and
WHEREAS, the goal of this program is to provide short-term subsidized internships for
low- income eligible teens needing assistance in securing employment; now, therefore,
be it
RESOLVED, That Common Council hereby amends the 2012 Youth Bureau budget
contingent upon confirmation of funding as follows:
Increase anticipated revenue from Tompkins County Workforce Investment
Board as follows:
A7310- 4820 -1202 Youth Employment Service $137,001.87
A7310- 4820 -1400 Administration $ 8,335.12
Total $145,336.99
Increase expenses:
A 7310 - 5120 -1202
Part time /Seasonal
$112,844.12
A 7310 - 5125 -1202
Overtime
$
750.00
A 7310- 5425 -1202
Office Supplies
$
1,450.00
A 7310 - 5445 -1202
Travel & Mileage
$
3,214.00
A 7310 - 5460 -1202
Program Supplies
$
2,702.50
A 7310- 5120 -1400
Part time /Seasonal
$
1,900.00
A 7310- 5420 -1400
Gas & Oil
$
1,400.00
A 7310 - 5437 -1400
Credit Card Fees
$
1,399.62
A 7310 - 5415 -1401
Clothing
$
112.50
A 7310- 5475 -1401
Property Maintenance
$
1,700.00
A 7310 - 5480 -1401
Building Maintenance
$
1,500.00
A7310 -9030
FICA
$
8,690.00
A7310 -9040
Workers Compensation
$
7,674.25
Total
$145,336.99
12. Youth Bureau:
12.2 Request to Amend 2012 Youth Bureau Budget — Recreation Support
Services Program - Resolution
WHEREAS, the Ithaca Youth Bureau's Recreation Support Services Program (RSS)
has received $4,400.00 in new funding from a generous donor, and
WHEREAS, this funding is intended to cover the additional costs associated with an
increased demand for One -to -One Inclusion Assistants for children with disabilities at
Cass and Stewart Park day camps; now, therefore, be it
RESOLVED, That Common Council hereby amends the 2012 Youth Bureau budget as
follows:
Increase Revenue Account:
A7310- 2070 -1601 Recreation Support Services
$4,400.00
Increase Expenses:
A7310- 5120 -1601 Part time /Seasonal $3,760.00
A7310 -9030 FICA $ 288.00
A7310 -9040 Workers' Compensation $ 352.00
6at_tUf 7,4M
Nll
May 11, 2012
Item #1)
To: City Administration Committee
From: Allen Green Director
Joanie Groome Coordinator of Recreation Programming
for Individuals with Disabilities
Re: Youth Bureau Budget Amendment - Recreation Support Services (RSS)
We have received a generous donation from a family that would like to expand access to recreation services
for children with disabilities. This donation enables us to respond to an increase in the demand for One -to-
One Inclusion Assistants for children with disabilities at Cass and Stewart Park Summer Day Camps. We
are proposing a budget neutral budget amendment to address this need. We would like to amend the 2012
Youth Bureau budget as follows:
Increase revenue Account # 2070 -1601
$4,400.00
Increase expense Account # 5120 -1601
$3,760.00
Fringe benefits
$640.00
Item #2)
To: City Administration Committee
From: Allen Green Director
Suki Tabor Youth Employment Service (YES) Coordinator
Re: Youth Bureau Budget Amendment — Youth Employment Service
We have been advised, by the Tompkins County Workforce Investment Board that we may receive
$145,336.99 in funding for Tompkins Summer Youth Employment Program. Although we are waiting for
final confirmation, are pleased that we may be able to offer summer employment to additional teens this
summer.
We would like to amend the 2012 Youth Bureau budget, contingent upon confirmation of funding, as
follows:
Increase anticipated revenue from Tompkins County Workforce Investment Board
Account # A7310- 4820 -1202
Account # A7310- 4820 -1400
Total
Increase expenses:
Account
# A 7310 -5120 -1202
Account
# A 7310 -5125 -1202
Account
# A 7310 -5425 -1202
Account
# A 7310 -5445 -1202
Account
# A 7310 -5460 -1202
Account
# A 7310 -5120 -1400
Account
# A 7310- 5420 -1400
Account
# A 7310 - 5437 -1 400
Account
# A 7310 - 5415 -1401
Account
# A 7310 -5475 -1401
Account
# A 7310 -5480 -1401
Fringe Benefits
Total
Thank you.
Youth Employment Service $137,001.87
Administration $8335.12
$145,336.99
Part time /Seasonal
$112,844.12
Overtime
$750.00
Office Supplies
$1,450.00
Travel & Mileage
$3,214.00
Program Supplies
$2,702.50
Part time /Seasonal
$1,900.00
Gas & Oil
$1,400.00
Credit Card Fees
$1,399.62
Clothing
$112.50
Property Maintenance
$1,700.00
Building Maintenance
$1,500.00
$16,364.25
$145,336.99
13. Department of Public Works:
13.1 Request to Create a Capital Proiect to Construct New Sidewalk on
Cornell Street - Resolution
WHEREAS, the Board of Public Works has received a recommendation from the
Transportation Engineer to direct sidewalk construction along the west side of Cornell
Street, between East State /Martin Luther King, Jr. Street and Eastwood Ave., which
was based on repeated requests from neighbors in the surrounding area, and
WHEREAS, this block has the only missing sidewalk segment between East
State /Martin Luther King, Jr. Street and the Belle Sherman Elementary School, and
WHEREAS, on April 2, 2012, the Board of Public Works held a duly advertised public
hearing in accordance with Section C -73 of the City Charter, and
WHEREAS, costs associated with this project can be apportioned to the abutting three
property owners under the Uniform Sidewalk Improvement Policy in accordance with
Sections C -73 and C -89 of the City Charter, and
WHEREAS, on May 7, 2012, the Board of Public Works declared itself the Lead Agency
for environmental review under SEQR /CEQR and found that the project would have no
significant negative environmental impact, and
WHEREAS, on May 7, 2012, the Board of Public Works directed that sidewalks be
constructed by City forces along the west side of Cornell Street, between East
State /Martin Luther King, Jr. Street and Eastwood Ave., in accordance with the Uniform
Sidewalk Improvement Policy of the City Charter, pursuant to plans and specifications
prepared by the Office of the City Engineer, and under the direction of the
Superintendent of Public Works, and
WHEREAS, the Board of Public Works also requested that Common Council establish a
capital project in an amount not to exceed $50,000 to cover the costs of this sidewalk
construction, with the understanding that approximately $20,000 of that total will be
assessed to the adjoining property owners after construction is complete in accordance
with the terms for apportionment and assessment as set forth in the City Charter; now
therefore be it
RESOLVED, That Common Council hereby establishes Capital Project #779, Cornell
Street Sidewalk Improvements, in the amount of $50,000 in order to construct the new
sidewalk and related appurtenances, and be it further
RESOLVED, That the funding necessary for said project shall be derived from the
combination of sidewalk assessments, the issuance of serial bonds, and General Fund
Advance, and be it further
RESOLVED, That Common Council understands that once the work is complete, city
Engineering staff will prepare a statement of actual costs for the Board of Public Works,
who, after a public hearing, will recommend an apportionment of adjoining property
owners' costs to Common Council, who will ultimately determine the costs to be
assessed all in accordance with the Uniform Sidewalk Improvement Policy of the City
Charter (currently, staff estimates that the assessable costs will be approximately
$20,000 of the $50,000 project cost).
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13.2 Request to Amend Authorized Personnel Roster for City Forester
Position — Resolution
WHEREAS, The City Forester is a roster position but is currently unfunded in the City
budget for 2012, and
WHEREAS, The duties of the forester position are essential duties and whose
responsibilities are carried out in order to maintain the health of our urban forest while
minimizing the City's liabilities that come with this forest, and
WHEREAS, The City's Forestry Technician has been working out of title for over one
year, taking on the responsibilities of the City Forester when needed, and
WHEREAS, Construction and development activities have increased dramatically over
the last year and created a greater demand for a City Forester such that the demand is
now consuming all of the Forestry Technician's time; now, therefore be it
RESOLVED, That the Personnel Roster of the Streets & Facilities Division of Public
Works be amended as follows:
Add: one (1) City Forester
and be it further
RESOLVED, That the Forestry Technician position, vacated due to a promotion of an
employee to City Forester, shall remain on the Department of Public Works personnel
roster in an unfunded capacity, and be it further
RESOLVED, That the remaining funding of the Forestry Technician position be
transferred to fund the City Forester's position and that any additional required funding
for said position come from the existing Streets & Facilities budget.
13.3 Request to Amend Authorized Personnel Roster for Building
Maintenance Mechanics — Resolution
WHEREAS, The Streets & Facilities Division of the Department of Public Works will
have two (2) Working Supervisor vacancies in the Buildings and Grounds section after
May 25, 2012, due to retirements and
WHEREAS, Due to staff reductions over the last several years the need for the
positions of Working Supervisors in this section are no longer essential, and
WHEREAS, The duties of a Building Maintenance Mechanic position require specific
skills in the area of HVAC /heating mechanics, plumbing, electrical, and carpentry, and
WHEREAS, One Maintenance Worker position, not a multi - person crew, will continue to
be shared for tasks performed by the new Building Maintenance Mechanic positions;
now, therefore, be it
RESOLVED, That the Personnel Roster of Streets & Facilities Division of Public Works
be amended as follows:
Remove: Two (2) Working Supervisor Positions
Add: Two (2) Building Maintenance Mechanics
and be it further
RESOLVED, That funds necessary for said roster amendment will be derived within the
existing 2012 Department of Public Works authorized budget.
Back -Up for Items 13.2 and 13.3
MEMORANDUM
Date: May 9, 2012
To: Members of the City Administration Committee
From: Ray Benjamin, Assistant Superintendent of Public Works
Subject: Amendment to Personnel Roster — DPW Streets & Facilities
Item: 1
Background: The City Foresters position is unfunded for 2012 budget year, however
there are essential duties and responsibilities that are carried out in order to maintain
the health of our urban forest and minimize the City's liabilities that come with that
forest. The Forestry Technician has been working out of title covering duties of the City
Forester when needed to the point that now all of the Forestry Technician's time is
consumed covering those duties. Therefore I propose that the Forestry Technician
position be unfunded and funding transferred into the City Forester position and the
Forestry Technician be promoted to the City Forester. The difference in the salary
funding will come from within the Streets & Facilities budget.
Item: 2
Background: The Buildings and Grounds department has two (2) Working Supervisor
positions that are vacant or will be vacant by May 25, 2012 due to retirements. These
two positions no longer have work crews associated with the position. They currently
share one (1) Maintenance Worker between the two positions. The duties of these
positions require specific skills in HVAC / heating mechanics, plumbing, electrical and
carpentry. The supervision requirement is that of a Maintainer or Building Maintenance
Mechanic with a helper, not the level of Working Supervisor directing a multi - person
crew. Therefore I would propose that two (2) Building Maintenance Mechanic positions
be created to replace the two (2) Working Supervisor positions. The Building
Maintenance Mechanics positions to be filled with personnel with complimentary skill
sets and one (1) Maintenance Worker to support both positions.
15. Finance /Controller's Office:
15.1 Request to Authorize the Use of Credit Cards — Resolution
WHEREAS, City staff has determined that it is necessary to acquire commercial card
services for approved governmental purposes, and
WHEREAS, The City of Ithaca has contracted with JP Morgan Chase for said
commercial card services, and
WHEREAS, Common Council is required to authorize, by resolution, the use of the
commercial cards by authorized City personnel; now, therefore be it
RESOLVED, That Common Council hereby authorizes the use of commercial cards by
authorized City personnel; and be it further
RESOLVED, That the list of authorized personnel will be maintained by the Controller's
Office and will be reviewed annually.