HomeMy WebLinkAbout12-17-12 City Administration Committee Meeting Agenda City Administration Meeting
Monday, December 17, 2012
(Please note change in date)
6:00 p.m.
City Hall - 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. City Clerk’s Office
10.1 Request to Amend Personnel Roster 5 Min
10.2 Request to Amend 2013 Budget 5 Min
11. Department of Public Works
11.1 Urban and Community Forestry Grant – Round II - Resolution 5 Min
11.2 Water and Sewer – Request to Amend 2012 Authorized Budget for 5 Min
New York State Grant - Resolution
12. Planning and Development
12.1 Contract for Sustainable Strategies – Discussion 15 Min
13. Human Resources
13.1 Director’s Report 5 Min
14. Finance/Controller’s Office
14.1 Request Authorization to Cover Red Accounts - Resolution 5 Min
14.2 Request Funds for Equipment Replacement - Resolution 5 Min
14.3 Controller’s Report 5 Min
15. Reports
15.1 Chairperson Report 5 Min
15.2 Next Month’s Meeting: Wednesday, January 23, 2013
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 Controller’s Office at 607-274-6576 at least 48 hours
before the meeting.
10. City Clerk’s Office
.1 Request to Amend Personnel Roster
WHEREAS, the 2013 Budget adopted by Common Council on November 7, 2012 transferred
two employees from the Department of Information Technology to the City Clerk’s Office to
work on public information initiatives and electronic communication technologies, and
WHEREAS, the Civil Service Commission has approved the New Position Duty Statements for
the new positions in the City Clerk’s Office and Department of Information Technology; now,
therefore be it
RESOLVED, That effective to January 1, 2013, Common Council hereby amends the Personnel
Roster for the City Clerk’s Office as follows:
City Clerk’s Office:
Add: One (1) Manager of Electronic Communications (40 hours)
Add: One (1) Executive Assistant (40 hours)
Department of Information Technology:
Delete: One (1) Manager of Electronic Communications (40 hours)
Delete: One (1) Executive Assistant (40 hours)
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10. City Clerk’s Office
.2 Request to Amend 2013 Budget - Resolution
WHEREAS, the 2013 City of Ithaca Budget adopted by Common Council on November 7, 2012,
transferred two employees from the Department of Information Technology to the City Clerk’s
Office to work on public information initiatives and electronic communication technologies, and
WHEREAS, Common Council has approved the new personnel roster for the City Clerk’s
Office, and
WHEREAS, the 2013 budget needs to be amended to reflect the transfer of certain duties and
functions from the Department of Information Technology to the City Clerk’s Office; now,
therefore be it
RESOLVED, That Common Council hereby amends the 2013 Authorized Budget to account for
said transfer of duties as follows:
-Transfer $500 from Account A1320 -5405 (Telephone) to Account A1316-5405
(Telephone) to cover Manager of Electronic Communications cell & mobile device needs
- Transfer $6,600 from Account A1320-5435 (Contractual Services) to Account A1316-
5435 (Contractual Services) to cover E-Gov Services licenses and maintenance costs
- Transfer $1,500 from Account A1320-5440 (Staff Development) to Account A1316-
5440 (Staff Development) to cover training costs for Manager of Communications and
the Executive Assistant
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11. Department of Public Works
.1 Urban and Community Forestry Grant – Round II
WHEREAS, the City of Ithaca is currently a "Tree City USA," and has been so designated for 24
consecutive years, largely due to its progressive urban forestry program, and
WHEREAS, the East Hill and South Hill neighborhoods of the city have seen a prevalence of
vandalism in the form of young, newly planted trees being pulled from the ground or snapped at
the base of their trunk, resulting in the repeated loss of newly planted trees, and
WHEREAS, the City Forester seeks to apply for a grant through the New York State Department
of Environmental Conservation that can provide matching funds to assist in the replacement of
said trees in the two sections of the City and purchasing locally manufactured tree guards that
can help protect these trees as they grow, and
WHEREAS, the total costs for this project has been estimated by the Forester at nearly $22,000,
now, therefore be it
RESOLVED, That the City Forester of the City of Ithaca is hereby authorized to file an
application for the 2011-2012 Urban and Community Forestry Grant Round II, Contract #
T304808 for 50% matching funds in an amount not to exceed $10,750, and be it further
RESOLVED, That Common Council authorizes the Mayor, upon review and advice of the City
Attorney to enter into and execute a project agreement with the New York State Department of
Environmental Conservation for such financial assistance to the City of Ithaca.
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CA Item #11.1
CA Item #11.1
CA Item #11.1
CA Item #11.1
CA Item #11.1
11.Department of Public Works
.2 Water and Sewer – Request to Amend 2012 Authorized Budget for New York State
Grant
WHEREAS, the City of Ithaca has been notified it has received a $25,000 grant from the New
York State Department of Environmental Conservation for invasive species outreach, and
WHEREAS, the grant will allow for public outreach and education of the Hydrilla eradication,
and
WHEREAS, the $25,000 in funds will be expended from the water fund with contracts to
Cayuga Lake Watershed Network, Tompkins County cooperative Extension and the Cayuga
Lake Floating Classroom; now, therefore, be it
RESOLVED, That Common Council hereby amend the 2012 authorized Water Fund Budget for
the purpose of accounting for said New York State Department of Environmental Conservation
grant as follows:
Increase Revenue Account:
F8321-3910 State Aid $25,000
Increase Appropriations Account:
F8321-5430 Water Shed Fees $25,000
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CA Item #11.2
CA Item #11.2
CA Item #11.2
CA Item #11.2
CA Item #11.2
CA Item #11.2
TO: City of Ithaca Common Council
FROM: JoAnn Cornish
DATE: December 13, 2012
RE: Information Regarding Sustainable Strategies
As part of the 2013 City Budget, adopted by Common Council on November 7, 2012,
$60,500.00 was included in the Planning Department budget for Sustainable Strategies,
a consulting firm that prepares grant applications and also acts as lobbyist in
Washington to help secure funding. We have been working with Sustainable Strategies
for over a year and they were instrumental in the successful award of $4.5 million in
federal transportation funds to the city that will allow us to begin the Commons rebuild.
I am attaching the scope of work proposed by Sustainable Strategies so that you will
have a better idea of what they will be doing for the city while under contract. Over the
next few weeks, members of the Planning Department and the Attorney’s Office will be
working to draft and execute a contract so that we can begin as soon as possible.
If you have any questions, concerns, or suggestions, please let me know so that I may
incorporate them into the contract.
CITY OF ITHACA
108 East Green Street — 3rd Floor Ithaca, New York 14850-5690
DEPARTMENT OF PLANNING AND DEVELOPMENT
JOANN CORNISH, DIRECTOR OF PLANNING & DEVELOPMENT
PHYLLISA A. DeSARNO, DEPUTY DIRECTOR FOR ECONOMIC DEVELOPMENT
Telephone: Planning & Development – 607-274-6550 Community Development/IURA – 607-274-6559
Email: dgrunder@cityofithaca.org Email: iura@cityofithaca.org
Fax: 607-274-6558 Fax: 607-274-6558
CA Item #12.1
SCOPE OF WORK
Ithaca’s success in obtaining resources will involve strategic thinking, clear grant writing and
strong advocacy. Sustainable Strategies DC (S2) proposes to continue working with Ithaca to
secure federal, state, philanthropic, private sector, and other funding for your community
priorities by:
Building a Federal Agenda for Ithaca Advocacy: Helping the Mayor’s office and City
develop the specific gameplan for approaching the New York congressional delegation
and the next Executive Branch leadership in the White House and federal agencies to
promote Ithaca’s plans for revitalization, infrastructure upgrades, and community
improvements. This federal agenda will identify 5-10 key community priorities that S2
and the City will work together on to secure federal, state, foundation, and other support
for.
Identify Funding Opportunities: Keeping Ithaca informed of funding opportunities that
would support your identified community priorities.
Building Ithaca’s Competitive Advantages: Providing strategic advice to make Ithaca
more competitive for specific grant opportunities (e.g., what types of projects does the
federal agency really want to fund, how projects should be shaped to be most eligible and
competitive, what types of partnerships would be most effective, what results does the
federal agency hope to see, what’s the likelihood of success, what are the local matching
or other resource requirements).
Grant Writing Assistance and Support: Providing comprehensive analysis of grant
opportunities, strategic and political advice on grant applications, substantial review and
analysis of non-S2 drafted grant proposals, as well as grant writing on 4-6 important
grants (federal, state and foundation). Specifically, S2 will work with the City at the
beginning of the contract to identify those grants that S2 will take the lead in drafting,
with significant input and support from the City. In addition, S2 will play a significant
role in helping Ithaca compete effectively for resources in the State of New York
Consolidated Funding Application process, which is the primary route for State funding
under the Cuomo Administration. Our work on NY CFA for Ithaca will involve all of the
steps identified in this scope of work (i.e., building a strategic agenda, identifying the best
funding sources and Ithaca’s competitive advantages, grant writing support, stakeholder
support, and advocacy). This CFA effort can involve grant writing by S2 as well,
depending on the number of projects and grants identified in this process.
Stakeholder Support: Working with Ithaca to identify and gather stakeholder support for
funding projects from the right local, regional, state and national stakeholders.
Connecting Ithaca to National Organizations and Opportunities: Our firm will help
Ithaca “build its brand” by identifying opportunities for Ithaca leadership to participate in
CA Item #12.1
national organizations and speak on a national platform about the importance of Ithaca’s
progress. For instance, we have helped local officials in other cities secure opportunities
to testify before Congress, participate in White House events, represent before Cabinet
secretaries, deliver keynote addresses at national events such as the National Brownfields
Conference and Smart Growth America events, obtain awards, be featured in
publications, and be part of national pilot demonstration initiatives.
Advocacy: To support Ithaca’s funding and other goals, our firm will help the City
connect with appropriate federal officials to advocate for your community priorities.
This will involve at least once annual trips to Washington, DC to meet with your
congressional delegation, White House officials, key federal agency leaders who direct
important funding programs, and other critical stakeholders.
Post-Grant Support: In addition, S2 will work with the City to help overcome any grant
administration challenges with federal or state agencies after grant award.
CA Item #12.1
14.Finance/Controller’s Office
.1 Request Authorization to Cover Red Accounts
RESOLVED, That the City Controller be empowered to make transfers within the 2012 Budget
appropriations, as needed, for the remainder of the 2012 Fiscal Year.
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14.Finance/Controller’s Office
.2 Request Funds for Equipment Replacement
WHEREAS, The first floor City Hall copier is in need of replacement as it’s going on twelve
years old and parts are becoming harder to find, and
WHEREAS, we were hoping to push the copier for one more year, but New York State Energy
Research and Development Authority (NYSERDA) is now offering a rebate program including
copier and scanners, paying a 75% rebate on new equipment, and
WHEREAS, we can now replace the first floor copier for $3,500 through the NYSERDA
program, which is much less than originally estimated, and
WHEREAS, the Clerk’s Office is in need of a new scanner to improve scanner capabilities for
document storage, and
WHEREAS, under the NYSERDA Rebate Program, the cost of a new scanner will be $900;
now, therefore be it
RESOLVED, That Common Council hereby transfers an amount not to exceed $4,400 from the
2012 Unrestricted Contingency account A1990 to Account A1315-5225 $3,500 and A1316-5225
$900 for the purpose of purchasing a new copier for City Hall first floor mail room and a new
scanner for the Clerk’s Office.
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