HomeMy WebLinkAbout05-21-14 City Administration Committee Meeting AgendaCA Meeting
City Administration Committee
DATE: May 21, 2014
TIME: 6:00 pm
LOCATION: 3rd Floor,
City Hall, Council Chambers
AGENDA ITEMS
Item Voting
Item?
Presenter(s) Time
Allotted
Chair, Deb Mohlenhoff
1.Call To Order *Note: We will review the number of 15 Min*
1.1 Agenda Review No cards received at the beginning of each
1.2 Review and Approval of Minutes Yes meeting and adjust time if needed.
1.3 Statements from the Public No
1.4 Statements from Employees No
1.5 Council Response No
(6:15 p.m.)
2.Standing Sub-Committee and Staff Reports
3.City Administration, Human Resources, and Policy
3.1 DPW – Ithaca’s Trees – Discussion No Jeanne Grace, City Forester 10 Min.
3.2 IURA - Hotel Parking Agreement with Hotel Yes Nels Bohn, Director of IURA 10 Min.
Ithaca LLC - Declaration of Lead Agency
3.3 IURA - Hotel Parking Agreement with Hotel Yes Nels Bohn, Director of IURA 10 Min.
Ithaca LLC – Environmental Determination
3.4 IURA – Hotel Parking Agreement with Hotel Yes Nels Bohn, Director of IURA 5 Min
Ithaca LLC
3.5 Attorney - Authorization of Revocable License Yes Ari Lavine, City Attorney 10 Min.
for Congo Square Market
3.6 Attorney - Approval of the 2014 Amendment to Yes Ari Lavine, City Attorney 10 Min.
The Municipal Cooperative Agreement for the
Greater Tompkins County Municipal Health
Insurance Consortium
3.7 Use of Common Council Letterhead Yes Svante Myrick, Mayor 10 Min.
3.8 Panhandling – Discussion No Ari Lavine 20 Min.
3.9 Attorney – Discussion on Proposed Stormwater No Ari Lavine, City Attorney 10 Min.
Infrastructure Management and Financing
(7:50 p.m.)
4.Finance, Budget, and Appropriations
4.1 IURA - Match Funding for Local Waterfront Yes Nels Bohn, Director of IURA 10 Min.
Revitalization Program Grant, Relocation of
NYS DOT Maintenance Facility Feasibility Study
4.2 YB – Request to Amend 2014 Budget – Yes Liz Vance, YB Director 10 Min.
Pool Repair
4.3 YB – Request to Amend 2014 Budget – Yes Liz Vance, YB Director 5 Min.
YES Program
4.4 DPW - Authorization to Amend CP# 765 - Yes Tim Logue, Traffic Systems Engineer 5 Min.
Traffic Signal Upgrade Phase II
4.5 DPW – Transportation Alternatives Program Yes Tim Logue, Traffic Systems Engineer 5 Min.
4.6 GIAC – Request to Amend Budget for Yes Steve Thayer, City Controller
Hospitality Employment Training Program (8:25 p.m.)
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.
CA ADMINISTRTION
COMMITTEE MEETING
AGENDA
May 21, 2014
5. Performance Measures No Kevin Sutherland, Chief of Staff 10 Min
(8:35 p.m.)
6. GPA Transition No Deb Mohlenhoff 10 Min
(8:45 p.m.)
7. 2015 Budget Process No All 15 Min
7.1 Council Survey
8. Meeting Wrap-up All 5 Min
8.1 Announcements No
8.2 Review Agenda Items for next meeting No
8.3 Adjourn Yes
(9:05 p.m.)
Committee Charge: The CA committee will:
Review financial and administrative issues pertaining to the City, along with items relating to the City of Ithaca workforce
environment, intergovernmental relations and human resources.
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.
ITHACA’S TREES:
Master Plan, Inventory, &
Arboricultural Guidelines for
the Public Trees of the City
of Ithaca, New York
Created by
The City of Ithaca Shade Tree Advisory Committee
Compiled and edited by Bryan R. Denig
Revised and updated February 2014
CA Item 3.1
FOR A COPY OF THE COMPLETE REPORT,
PLEASE GO TO:
http://www.egovlink.com/public_documents300/
ithaca/published_documents/Agendas/
City_Administration_Committee/2014/5-21%20-%
20FinalTreeMasterPlan%20for%2005-21-14%20CA%
20Mtg.pdf
.3 City Administration, Human Resources, and Policy
.2 IURA - Hotel Parking Agreement with Hotel Ithaca LLC - Declaration of Lead Agency
WHEREAS, the City of Ithaca Common Council is considering authorizing a parking agreement
with Hotel Ithaca LLC for guests of a proposed 159-key hotel to be located at 120 S. Aurora
Street, and
WHEREAS, parking will be provided on a non-exclusive basis at municipal parking facilities for
an average of 90 hotel guest parkers, and
WHEREAS, a proposed parking agreement is an Unlisted action under the City Environmental
Quality Review Ordinance (CEQRO), and
WHEREAS, State Law and Section 176.6 of CEQRO require that a Lead Agency be established
for conducting environmental review of proposed actions in accordance with local and state
environmental law, and
WHEREAS, State Law specifies that for actions governed by local environmental review the
Lead Agency shall be that local agency which has primary responsibility for approving and
funding or carrying out the action, and
WHEREAS, no other agency has jurisdiction to fund, approve or undertake the proposed action;
now, therefore, be it
RESOLVED, That the City of Ithaca Common Council does hereby declare itself Lead Agency
for the environmental review of the proposed hotel parking agreement with Hotel Ithaca LLC.
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.3 City Administration, Human Resources, and Policy
.3 IURA - Hotel Parking Agreement with Hotel Ithaca LLC – Environmental
Determination
WHEREAS, the City of Ithaca Common Council is considering authorizing a parking agreement
with Hotel Ithaca LLC for guests of a proposed 159-key hotel to be located at 120 S. Aurora
Street, and
WHEREAS, parking will be provided on a non-exclusive basis at municipal parking facilities for
an average of 90 hotel guest parkers, and
WHEREAS, on August 7, 2013, the City of Ithaca Common Council declared itself Lead
Agency for the environmental review of this proposed action, and
WHEREAS, such proposed action is an Unlisted Action under the City of Ithaca Environmental
Quality Review Ordinance (“CEQR”) and an Unlisted Action under the State Environmental
Quality Review Act (“SEQR”), both of which require environmental review, and
WHEREAS, the Short Environmental Assessment Form (“SEAF”) and supporting information
has been provided to the City of Ithaca Conservation Advisory Council for review of the
proposed action and no comments have been received to date, and
WHEREAS, the City of Ithaca Common Council, acting as Lead Agency for the environmental
review, has reviewed and accepted as adequate a Short Environmental Assessment Form, Part 1,
submitted by the applicant, and Part 2, prepared by City Planning staff ; now, therefore, be it
RESOLVED, That the City of Ithaca Common Council hereby determines that the proposed
authorization of a parking agreement with Hotel Ithaca LLC will result in no significant impact
on the environment and that a Negative Declaration for purposes of Article 8 of the
Environmental Conservation Law be filed in accordance with the provisions of Part 617 of the
State Environmental Quality Review Act.
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.3 City Administration, Human Resources, and Policy
.4 Hotel Parking Agreement with Hotel Ithaca LLC
WHEREAS, Hotel Ithaca LLC (Hotel Ithaca) is the developer of a proposed 159-key Marriott
hotel at 120 S. Aurora Street, Ithaca, NY, and
WHEREAS, Hotel Ithaca seeks to reach an agreement with the City to provide an annual average
of 90 parking spaces per day for hotel guests; and
WHEREAS, the Marriott hotel project will increase the economic vitality of the downtown,
enhance the fiscal well-being of the City and generate parking revenues, and
WHEREAS, the City of Ithaca owns and operates the 448-space Green Street parking garage
(Green Garage) located adjacent to the proposed hotel, which currently operates with
approximately 100 parking spaces of excess capacity during peak day demand times of the week,
with additional excess capacity in evenings, and
WHEREAS, there are over 1,550 public parking spaces available downtown at the Green
Garage, the Seneca Street parking garage and the Cayuga Street parking garage, and
WHEREAS, there is cumulative excess capacity of approximately 450 parking spaces in the
downtown public parking garages, and
WHEREAS, the City seeks to maximize utilization of downtown public parking garages to
support a vibrant downtown core, and
WHEREAS, public debt on the Green Garage is currently financed through issuance of taxable
bonds due to pre-existing private parking agreements, so a new parking agreement with a for-
profit entity will not increase the city’s financing cost of the Green Garage, and
WHEREAS, Hotel Ithaca has agreed that designated areas for hotel guest parking will also be
open for use by hourly parkers and the parking rate per space at the Green Garage will equal the
prevailing public rate for monthly parking, provided that hotel parking is made available to hotel
guest through 2060; now, therefore, be it
RESOLVED, The Mayor, subject to review by the City Attorney, is authorized to execute a
hotel parking agreement with Hotel Ithaca LLC in substantial conformance with the attached
term sheet, dated May 14, 2014, but excluding any option for Hotel Ithaca to acquire air rights to
any decommissioned portion of the Green Garage, as such potential property conveyance
requires a public hearing and further approvals pursuant to General Municipal Law before it can
be authorized.
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Term Sheet
Hotel Parking Agreement
City of Ithaca/Hotel Ithaca LLC
1.Hotel parking:•Designate a minimum of ninety (90) parking spaces in eastern
section of the Green Garage for non-exclusive and shared use by
hotel guests and hourly public parkers. Hotel guests may
additionally park in any space available to the general public in
the Green Garage.
•No exclusive reserved hotel parking spaces
2.Hotel guest loading: Designate two (2) public loading spaces next to the hotel entrances
at the garage for use by the public, including hotel guests.
3.Term:•Initial term: 20 years from opening of hotel (assumed 2015)
•Extension(s): Options for annual extensions for as long as the
City operates the eastern portion of the Green Garage for public
parking.
•See Section 7 for an extension of the initial term for up to an
additional 25 years (to approximately 2060) under certain
circumstances
4.Rate per parking
space:
Prevailing current public rate for monthly parking. The 2014 rate in
the Green Garage is $79.50/month. The parking rate will be adjusted
in the future to match changes in the public rate for monthly
parking.
5.Monthly fee
(stabilized):
Public rate for monthly parking x 90 spaces = flat monthly parking
fee
6.5-year phase-in
monthly rate:
Price based on projected average yearly occupancy rate:
•Year #1: public rate for monthly parking x 78 spaces
•Year #2: public rate for monthly parking x 81 spaces
•Year #3: public rate for monthly parking x 85 spaces
•Year #4: public rate for monthly parking x 87 spaces
•Year #5 (stabilized): public rate for monthly parking x 90 spaces
7.Contingencies in the
event that eastern
section of the Green
Garage becomes non-
operational
•90 spaces represent 20% of the Green Garage’s capacity.
Following the initial 20-year term, a pro-rata number of parking
spaces in the remaining operable portion of the Green Garage
will be designated for hotel guest/hourly parking. For example,
if the operational number of parking spaces was reduced to 300
spaces, then a minimum of 60 spaces would be designated for
hotel guest/hourly parking (300 x 0.20 = 60 spaces).
•Upon decommissioning of the eastern section of the Green
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CA Item 3.4
Garage and a City declaration that the section is surplus
municipal property, Hotel Ithaca may exercise an option to
acquire the eastern section, along with an access easement over
the central section to provide access to and from Green Street,
for $1 for use as private parking.
•Following the initial 20-year term, in the event 90 parking
spaces for hotel guests are not available in the Green Garage but
assuming a minimum of 30 spaces are still available in the
Green Garage, Hotel Ithaca may exercise an option to relocate
up to 60 parking spaces at a nearby alternative parking facility
subject to the following qualifications:
- Location: at City’s discretion, but no greater than 1,000
linear feet from the hotel.
- Price: 125% of the public rate for monthly parking for each
space located off-site of the Green Garage
- Term: 10 years (approximately 2035-2044) with options for
an additional three 5-year terms (ending in approximately
2060)
8.Hotel guest
entrance/exit:
Hotel guests not charged at exit gate with hotel validation.
Unlimited number of entrance/exits by hotel guests.
9.City facility
management:
•City agrees to manage parking operations to ensure sufficient
parking availability for hotel purchased parking during normal
parking demand subject to verification of hotel guest parking
utilization assumptions. The annual average hotel guest parking
demand is 90 spaces per day. The annual average peak hotel
guest parking demand is 119 spaces per day.
•City agrees to establish 2-way circulation lane between the
center and eastern sections of the Green Garage to provide a
short-cut route to the top deck without the need to drive through
designated hotel/hourly parking area of garage.
•City agre es to reserve 90 parking spaces for exclusive hotel
guest use on up to twelve (12) days per year selected by Hotel
Ithaca to address specific times of high hourly parking demand
downtown, such as during special events or graduation
weekends.
•City agrees to work cooperatively with Hotel Ithaca to facilitate
development of a future access control system when equipment
is upgraded that will allow hotel guests to use active hotel room
key cards for entry/exits in a manner that provides the City with
internal accounting control of all entries/exits.
Assumptions: •Stabilized average hotel occupancy rate: 75%
•Drive rate/occupied room: 75%
•Total rooms (keys): 159
•Average parking demand for hotel guests: 159 x 0.75 x0.75 = 90
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CA Item 3.4
spaces
•Peak parking demand for hotel guests: 159 x 1.00 x 0.75 = 119
spaces
•Parking Spaces in Green Garage: 448 spaces
•All hotel employees and vendors will purchase parking
separately.
•Surface parking under Green Garage excluded from this
agreement.
Termination •Hotel Ithaca, LLC shall have the right to terminate the parking
agreement at any time in their sole discretion.
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CA Item 3.4
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.3 City Administration, Human Resources, and Policy
.5 Attorney - Authorization of Revocable License for Congo Square Market
WHEREAS, the Congo Square Market has been operating a weekly, outdoor market for local
vendors on City-owned parkland immediately north of the Southside Community Center, on South
Plain Street, since 2009, and
WHEREAS, the current sponsor of the Congo Square Market, the Southside Community Center
Inc. (a not-for-profit corporation that leases a City-owned building), has requested permission to
operate the Market at the same location in 2014, on every Friday evening (4:00 p.m. to 8:00 pm)
from June 6, 2014, through September 12, 2014; and
WHEREAS, the vendors for the Market are expected to include both small-scale, local
entrepreneurs and City-sponsored youth projects; and
WHEREAS, pursuant to Chapter 170 of the Municipal Code of the City of Ithaca (Use of City
Real Property), such use of City parkland (for an event lasting more than five days at a time or that
occurs more than four times over the course of a year) requires the approval of Common Council;
now therefore be it
RESOLVED, That the Common Council, as it did in the years of 2009 through 2013, finds that
the proposed Congo Square Market, as described by its sponsor and as experienced in operation
over the last four years, constitutes a recreation-related use of the park adjacent to the Southside
Community Center, which use, due to its limited duration (i.e., 4 hours at a time, on 15 occasions
over the course of the year) and occupancy of only a portion of the park, will not significantly
compromise the public’s ability to enjoy the park and in fact could enhance the overall quality of
the park’s appeal and benefit to the public; and be it further
RESOLVED, That Common Council hereby authorizes the Mayor - upon consultation with the
appropriate Department Heads as to form and compliance with all applicable laws, rules and
regulations, and upon receipt of a properly completed application from the sponsor - to issue a
revocable license to the Southside Community Center permitting such to operate the proposed
Congo Square Market in a portion of the City park adjacent to the Southside Community Center on
South Plain Street, for the requested period of time (between 4:00 p.m. and 8:00 pm, each Friday
between June 6, 2014, through September 12, 2014), and containing the standard terms and
conditions of such a license, with regard to liability insurance coverage, indemnification of the
City, handling of trash and waste, vendor conduct, amplified sound, and other pertinent matters;
and be it further
RESOLVED, That as the City has not yet established a regular fee for such seasonal use of its
parkland, Council hereby sets a fee of $1.00 for each day of operation of the Congo Square
Market, with the total amount due from the sponsor for the requested number of days being
$15.00.
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REVOCABLE LICENSE AGREEMENT FOR
CONGO SQUARE MARKET
THIS AGREEMENT, made this day of May, 2014, by and between:
SOUTHSIDE COMMUNITY CENTER with a mailing address of 305 South Plain
Street, Ithaca, New York 14850, as sponsor of the CONGO SQUARE MARKET
(hereinafter referred to as “Licensee”); and
CITY OF ITHACA, NEW YORK, a municipal corporation having offices at 108 E.
Green Street, Ithaca, New York 14850, hereafter referred to as "CITY,"
WITNESSETH THAT:
WHEREAS, CITY is the owner in fee simple absolute of a parcel of park land with certain
improvements thereon in the City of Ithaca, County of Tompkins, State of New York,
immediately north of the Southside Community Center, on South Plain Street, and
WHEREAS, in 2009, 2010, 2011, 2012, and 2013 the sponsors of an ongoing event known
as the Congo Square Market received a license from the City of Ithaca to operate a weekly,
outdoor market for local vendors on such City-owned parkland; and
WHEREAS, the vendors for the Market are expected to include both small-scale, local
entrepreneurs and City-sponsored youth projects; and
WHEREAS, on May 7, 2014, pursuant to Chapter 170 of the Municipal Code of the City of
Ithaca (“Use of City Real Property”) Common Council approved by resolution the use of such
City parkland for the Congo Street Market every Friday between June 6, 2014 and September 12,
2014 during the hours of 4:00 pm to 8:00 pm; now therefore
IT IS HEREBY AGREED, that in consideration of the mutual covenants, monetary
consideration, and other valuable consideration described herein:
1.CITY hereby licenses Congo Square Market to use the area north of the Southside
Community Center on South Plain Street for its Friday marketplace, subject to the conditions
described herein:
•Licensee will be responsible for removing any and all garbage or refuse from the
above-referenced licensed premises each Friday at its own expense, or in the
event that Licensee does not remove such garbage, Licensee agrees to reimburse
the City an appropriate amount for placing such garbage in the City owned
dumpster on the premises.
•Licensee will be responsible for assuring that vendors for the Market obtain
requisite permits for any amplified sound, food concessions, amusement
concessions, or other permits conducted on the licensed premises and are required
by the Municipal Code of the City of Ithaca.
CA Item 3.5
2.The licensed premises described above may be used by Licensee on all Fridays between
June 6, 2014 through September 12, 2014 during the hours of 4:00 pm and 8:00 pm
provided requisite proof of insurance is submitted as described below.
3.The Licensee agrees to assume any and all liability which may arise as a result of said
use, and to hold the City harmless and defend against any actions brought against the City
arising from or as a result of said use. The Licensee also agrees to obtain and keep in
force a liability insurance policy for the benefit of the City of Ithaca and naming the City
as an additional insured in the amount of one million dollars ($1,000,000) and to deliver
same to the City of Ithaca before use of said premises.
4.The Licensee further agrees to pay the City of Ithaca a fee of $1.00 for each day of
operation, with the total amount due amount from the sponsors for the requested number
of days being $15.00.
5.If the City of Ithaca requires complete possession of the premises for any municipal, state
and/or federal purpose, then this agreement may be modified or terminated by the City
upon fifteen (15) days’ written notice to Licensee, except in the case of an emergency, in
which case the notice period may be shorter, as necessary. In the event of such
modification, Licensee may elect to terminate the agreement upon written notice; in the
event of such termination by either party, Licensee shall owe the payment described
above only for the days the Congo Square Market was in operation prior to such
termination.
6.The Licensee agrees to keep the licensed premises clean and in a safe condition for the
said uses.
7.The Licensee agrees to require all vendors to abide by all posted parking regulations.
8.The Licensee shall not discriminate against any employee, applicant for employment,
contractor or subcontractor, supplier of materials or services, or program participant
because of actual or perceived: age, creed, color, disability, ethnicity, familial status,
gender, height, immigration or citizenship status, marital status, national origin, race,
religion, sexual orientation, socio-economic status, or weight.
11.Workers Compensation and Disability Coverage: A condition for entry into this
agreement is the presentation by the Licensee proof that the Licensee either provides the
levels of workers compensation and disability coverage required by the State of New
York, or that it is not required to provide such coverage.
CITY OF ITHACA
By:
Svante L. Myrick Date
Mayor
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CA Item 3.5
.3 City Administration, Human Resources, and Policy
.6 Approval of the 2014 Amendment to the Municipal Cooperative Agreement for the
Greater Tompkins County Municipal Health Insurance Consortium
WHEREAS, the City of Ithaca is a Participant in the Greater Tompkins County Municipal Health
Insurance Consortium (the “Consortium”), a municipal cooperative organized under Article 5-G of
the New York General Municipal Law; and
WHEREAS, the City previously executed the Municipal Cooperation Agreement (the
“Agreement”), which provides for the operation and governance of the Consortium; and
WHEREAS, Article 47 of the New York Insurance Law (the “Insurance Law”) and the rules and
regulations of the New York State Superintendent of Insurance set forth certain requirements for
governance of municipal cooperatives which offer self-insured municipal cooperative health
insurance plans, including a requirement that the governing board of self-insured municipal
cooperative must include representation of unions, which are the exclusive collective bargaining
representatives of employees who covered by the plan offered by such self-insured municipal
cooperative; and
WHEREAS, Section K of the Agreement currently in place provides for representation on the
Consortium’s Board of Directors (the “Board”) by the Chair of the Labor Management Advisory
Committee; and
WHEREAS, by resolution adopted on September 26, 2013, the Consortium’s Board approved an
amendment to the Agreement to (a) increase the number of labor representatives on the Board; and
(b) provide for future increases to the number of labor representatives on the Board in the event
number of participants in the Consortium increases, all as more fully set forth in the 2014
Amendment to the Municipal Cooperative Agreement attached hereto as Exhibit “A” (the “2014
Amendment”); and
WHEREAS, Section T of the Agreement requires that any change or amendment to the Agreement
shall require the unanimous approval of the participating municipal corporations, as authorized by
their respective legislative bodies; now, therefore be it
RESOLVED, That the Common Council approves the 2014 Amendment to the Municipal
Cooperative Agreement of the Greater Tompkins County Municipal Health Insurance Consortium,
and be it further
RESOLVED, That the Common Council authorizes the Mayor and City Controller, upon the
advice of the City Attorney, to take such other actions as may be required by law for the
amendment to take effect.
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.3 City Administration, Human Resources, and Policy
.7 Use of Common Council Letterhead
WHEREAS, there is currently no written policy governing the use of Common Council
letterhead, and Common Council believes it to be in the best interest of the Council and the City
for such a policy to be developed, and
WHEREAS, it is inappropriate for Common Council letterhead to be used to express positions not
supported by a majority of Common Council, as established by a vote at a meeting of Common
Council; now, therefore, be it
RESOLVED, That Alderpersons shall not use Common Council letterhead without prior
authorization from Common Council, and be it further
RESOLVED, That any Alderperson using Common Council letterhead shall provide a
contemporaneous copy of the communication via email to all other Alderpersons, the Mayor and
the City Clerk, and be it further
RESOLVED, That the Common Council shall have the authority to investigate potential
violations of this resolution and to take such action as Council deems appropriate, including but
not limited to action pursuant to Article VIII of the Common Council Rules of Procedure.
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CA Item 3.8
CA Item 3.8
1
Stormwater Task Force Fact Sheet
Proposed Legislation Concerning Stormwater Infrastructure Management and Financing
•Summary of Current Context and Policy.
o Stormwater management is a major expense for the City. We are situated on a
lake, traversed by streams and inlets, at the base of many hills whose runoff
comes our way. Stormwater consumes the better part of a million dollars of the
budget each year on everything from storm sewers and channeled streams to
environmental management and regulatory compliance. Flood control—including
pressing issues like ice-jams and dredging—is ultimately a question of stormwater
management too. Stormwater runoff also has major environmental impact.
o Currently, the City’s stormwater program is funded primarily by tax dollars, not
by the City’s major tax-exempt owners, and not in a manner that accounts for the
expected runoff generated by each property. Beyond regulation of construction
sites and new development, the City Code provides few meaningful incentives for
reducing runoff from existing properties.
o For these reasons, in September 2013 the Mayor convened a Stormwater Task
Force, chaired by the City Attorney, to address these problems and report
recommendations to the BPW, and ultimately to Council.
•Task Force Objectives for a New System of Stormwater Management Financing.
o Improved incentives for reducing stormwater runoff from each property:
Incentivize permeable surfaces: gardens, lawns, green roofs, etc.
Disincentivize impermeable surfaces: extensive paving, expansive roofs.
o Shared cost burden of program in proportion to each property’s expected runoff
Large parking lots contribute more than small gardens.
o Inclusion of tax-exempt owners in a new system of financing.
o Dedicated funding for current and future maintenance and regulatory obligations.
•Creation of Stormwater Management User Fees.
o The Task Force recommends the creation of a citywide Stormwater Management
User Fee (“the Fee”), based on the square footage of impervious surface per lot, a
metric that is already recorded in the City’s GIS database for each lot in the City.
o The Fee will be billed to each property—whether tax-exempt or not—in quarterly
increments, in conjunction with water and sewer bills where applicable.
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
OFFICE OF THE CITY ATTORNEY
Aaron O. Lavine, City Attorney Telephone: 607/274-6504
Robert A. Sarachan, Assistant City Attorney Fax: 607/274-6507
Krin Flaherty, Assistant City Attorney
Jared Pittman, Assistant City Attorney
Jody Andrew, Executive Assistant
CA Item 3.9
2
•Proposed Stormwater Management User Fee Formula.
o The proposed formula uses as its starting point the concept of an Equivalent
Residential Unit (“ERU”), calculated as the average square footage of
impermeable surface on a residential lot. As calculated, 1 ERU = 2,300 sq. ft.
o The proposed formula entails three categories of properties:
Stormwater-Exempt Lots: those lots containing less than 0.25 ERU’s of
impermeable surface. Proposed Annualized Fee: $0.
Low Runoff Residential Lots: one-, two-, and three-family residences, all
assumed to contain 1 ERU. A lot’s eligibility will be determined by the
Property Type Classification Code assigned to it by the Tompkins County
Department of Assessment. These codes are established by the New York
State Office of Real Property Services. Proposed Annualized Fee: $48.
All Other Lots: this category is proposed for treatment in two sub-groups:
•Lots containing 0.25 – 1 ERU. Proposed Annualized Fee: $48.
•Lots containing in excess of 1 ERU. Proposed Annualized Fee:
$48 per ERU, assessed in 0.25 ERU increments (i.e., $12 for each
0.25 ERU or portion thereof).
Credits: The “Other Lots” formula could also reflect credits against Fees.
The Task Force expressed interest in #1, 4, 5, 8, and 9 on the attached list.
•Determination of Budget and Expenditure Eligibility.
o The proposed assessment formula is estimated to raise a total of approximately
$800,000 (+/- $50,000) per year, roughly equivalent to the existing budget.
o Tax-Exempt entities—not currently participating in the predominant funding
source for the City’s stormwater program— are anticipated to account for a
sizable chunk of the program budget, including an estimated $130,000 Fee from
Cornell. The City itself is estimated to be responsible for a $46,000 Fee. Large
commercial spaces would substantially contribute as well; current estimates
indicate a $12,000 Fee from Wegmans and a $15,500 Fee from Wal-Mart.
o Expenditure Eligibility: The Fees collected will only be eligible for expenditure
on any and all expenses deemed reasonably necessary to stormwater infrastructure
and management in the judgment of the Superintendent of Public Works, as
instructed from time to time by the Board of Public Works. A portion of the Fees
may be maintained in an emergency reserve for stormwater-related expenses.
o The anticipated legislation would preserve the right of the City (via Council,
BPW, or Planning & Development Board) to require construction, maintenance,
and repair of privately-maintained stormwater infrastructure at the cost of the
property owner as part of site plan review or other applicable regulation.
CA Item 3.9
.4 Finance, Budget, and Appropriations
.1 IURA - Match Funding for Local Waterfront Revitalization Program Grant, Relocation
of NYS DOT Maintenance Facility Feasibility Study
WHEREAS, the City of Ithaca (City) and Tompkins County (County) collaborated on a joint grant
application seeking $56,000 from the Local Waterfront Revitalization Program (LWRP) to
conduct a feasibility study and financial plan for relocation of the NYS DOT Tompkins County
maintenance facility from a Cayuga Inlet waterfront site in the City of Ithaca to property NYS
DOT purchased on the periphery of the Village of Dryden in 2005 for the maintenance facility, and
WHEREAS, Tompkins County, the formal applicant, was informed that $56,000 in LWRP
funding has been awarded for the feasibility study, and
WHEREAS, the LWRP program is administered by the New York State Department of State, and
WHEREAS, the feasibility study is projected to include the following elements:
•Update the cost estimate to move the NYS DOT facility
•Evaluate existing site conditions and develop a cost estimate to prepare the waterfront site
for redevelopment
•Conduct a market analysis to determine reuse potential and quantify redevelopment
potential
•Develop a conceptual site redevelopment plan, including traffic circulation
•Develop a financial plan for implementing the DOT move and site redevelopment
•Develop an RFP to solicit developers for the site
•Conduct public participation and input process for all phases of the feasibility study, and
WHEREAS, the total project cost is projected to total $112,000, and
WHEREAS, the LWRP grant requires 50% match funding, and
WHEREAS, Tompkins County proposes to provide a $22,000 cash match and $6,000 in in-kind
support conditioned upon equal match funding from the City of Ithaca, and
WHEREAS, $6,000 of City in-kind support can be satisfied by City and IURA staff time working
on the project, and
WHEREAS, the source for the remaining $22,000 City cash match needs to be identified for prior
to the County executing the grant agreement, and
WHEREAS, the City’s Unrestricted Contingency account currently has a balance of $108,000, and
WHEREAS, the 7.6 acre NYS DOT Tompkins County maintenance facility site should be
redeveloped for uses that take full advantage of its waterfront location and neighboring uses, and
WHEREAS, conducting a feasibility study that does not commit the City to an action is a listed
Type II action under CEQRO that requires no further environmental review; now, therefore, be it
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RESOLVED, The City of Ithaca Common Council hereby transfers an amount not to exceed
$22,000 from A1990 Unrestricted Contingency to Account A8020-5435 Contracts Planning,
Building and Economic Development as the cash match from the City of Ithaca for the $56,000
LWRP grant award to conduct a feasibility study and financial plan for relocation and
redevelopment of the NYS DOT Tompkins County maintenance facility.
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CA
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.4 Finance, Budget, and Appropriations
.2 Youth Bureau – Request to Amend 2014 Budget
WHEREAS, the Cass Park pool sustained significant damage during this past winter and spring
and,
WHEREAS, City staff has estimated the pool damage cost at $20,000, and
WHEREAS, further damage to the pool structure will occur if immediate repairs are not made and
the pool will not be able to open for the season, and
WHEREAS, the pool repair were unanticipated n the 2014 budget, but the funds needed for the
repair can be derived from Capital Reserve #11 Parks, which has a current balance of $201,000,
and
WHEREAS, the pool is an important part of many summer programs such as Cass Park, Stewart
Park and GIAC day camps, and
WHEREAS, the Cass Park Pools averaged 335 visits daily and a total of 21,078 visits for the
season in 2013, now therefore be it
RESOLVED, That Common Council hereby approves the emergency use of funds from Capital
Reserve #11 Parks, in the amount not to exceed $20,000 for Cass Park Pool repairs.
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Ithaca Youth Bureau
1 James L. Gibbs Drive
Ithaca, New York 14850
Phone: (607) 273-8364
Fax: (607) 273-2817
“Building a foundation for a lifetime.”
To: City Administration Committee
From: Jim D’Alterio, Facility Director
Liz Vance, Acting Director
Date: May 21, 2014
Subject: Cass Park Pool Wall Repairs
Portions of the Cass Park Pool walls sustained significant damage during this past winter and
spring presumably during freeze/thaw cycles. There are approximately 105 linear feet of pool
wall that needs to be prepped and repaired. The quoted cost for repairs is $17,338. We request a
10% contingency of $1,733 added for the likely gutter repairs that will present during the
preparation process. The total repair funds requested is $19,701.
If the repairs do not take place, further damage to the pool structure will occur and the pool will
be unable to operate. In 2013 the Cass pools averaged 335 visits daily and a total of 21,078
visits for the season. The pool is an important part of many summer programs such as: Cass
Park, Stewart Park and GIAC day camps.
In 2014 the IYB commissioned a pool assessment completed by Tetra Tech Architects and
Engineers for a comprehensive overview of the 42 year old pool to determine its current state
and recommended repairs and/or improvements. The gutter system issues that are believed to be
the cause of the wall failures were reviewed and options were presented ranging from sealing to
replacing the gutter system. These options will be reviewed and we will utilize the Capital
Project process for long term solutions for this issue.
CA Item 4.2
.4 Finance, Budget, and Appropriations
.3 Youth Bureau – Request to Amend 2014 Youth Bureau Budget - YES
WHEREAS, the Ithaca Youth Bureau has applied for funding through the Tompkins County
Workforce Investment Board and will be receiving $131,730.84 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 2014 Youth Bureau budget contingent
upon confirmation of funding as follows:
Increase revenue:
A7310-4820-1202 Youth Employment Service $123,310.38
A7310-4820-1400 Administration $8,420.46
$131,730.84
Increase expenses:
A7310-5120-1202 Part time/Seasonal $107,231.37
A7310-5425-1202 Office Supplies $500.00
A7310-5445-1202 Travel & Mileage $100.00
A7310-5460-1202 Program Supplies $487.50
A7310-5120-1400 Part time/Seasonal $949.00
A7310-5405-1400 Telephone $1,100.00
A7310-5420-1400 Gas & Oil $1,600.00
A7310-5425-1400 Office Expense $900.00
A7310-5437-1400 Merchant Service $500.00
A7310-5460-1400 Program Supplies $255.00
A7310-5476-1401 Equipment Maintenance $2100.00
A7310-5480-1401 Building Maintenance $856.46
A7310-9030 FICA/Medicare 8,276.00
A7310-9040 Workers Compensation 5,626.00
A7310-9060 Retirement 1,249.51
$131,730.84
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Ithaca Youth Bureau
1 James L. Gibbs Drive
Ithaca, New York 14850
Phone: (607) 273-8364
Fax: (607) 273-2817
“Building a foundation for a lifetime.”
To: City Administration Committee
From: Suki Tabor, Program Coordinator
Liz Vance, Acting Director
Re: Youth Bureau Budget Amendment
Date: May 15, 2014
We have been advised, by the Tompkins County Workforce Investment Board that we will receive
$131,730.84 in funding for Tompkins Summer Youth Employment Program. Although we are awaiting final
confirmation, we are pleased that we may be able to offer summer employment to additional teens this
summer.
We would like to amend the 2014 Youth Bureau budget, contingent upon confirmation of funding, as
follows:
Increase anticipated revenue from Tompkins County Workforce Investment Board
Account # A7310-4820-1202 Youth Employment Service $123,310.38
Account # A7310-4820-1400 Administration $8,420.46
Total $131,730.84
Increase expenses:
Account # A 7310-5120-1202 Part time/Seasonal $107,231.37
Account # A 7310-5425-1202 Office Supplies $500.00
Account # A 7310-5445-1202 Travel & Mileage $100.00
Account # A 7310-5460-1202 Program Supplies $487.50
Account # A 7310-5120-1400 Part time/Seasonal $949.00
Account # A 7310-5405-1400 Telephone $1,100.00
Account # A 7310-5420-1400 Gas & Oil $1,600.00
Account # A 7310-5425-1400 Office Expense $900.00
Account # A 7310-5437-1400 Merchant Service $500.00
Account # A 7310-5460-1400 Program Supplies $255.00
Account # A 7310-5476-1401 Equipment Maintenance $2100.00
Account # A 7310-5480-1401 Building Maintenance $856.46
YES Fringe Benefits $14,991.51
Admin. Fringe Benefits $160.00
Total $131,730.84
Thank you.
“An Equal Opportunity Employer with a commitment to workforce diversification.”
CA Item 4.3
.4 Finance, Budget, and Appropriations
.4 DPW - A resolution authorizing implementation and funding in the first instance 100% of
the federal aid-eligible costs and State “Marchiselli” program-aid eligible costs, of a
transportation federal-aid project, and appropriating funds therefore.
WHEREAS, a Project for the Traffic Signal Upgrade Phase II, P.I.N. 375464 (the “Project”) is
eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the
costs of such program to be borne at the ratio of 80% Federal funds and 20% non-federal funds,
and
WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of
the non-federal share of the costs of Preliminary Engineering and Design, and Construction and
Construction Inspection; and
WHEREAS, on March 2, 2011, Common Council approved funding in the first instance for the
preliminary engineering and design phases in an amount of $174,000, with the understanding that
the cost to the City would be 20% or $34,800, and
WHEREAS, as part of the approved 2012 budget, Common Council authorized funding in the first
instance in the amount of $764,000 for construction and construction inspection, with the
understanding that the cost to the City would be 20% or $152,800 (for a total project cost of
$938,000 and a total cost to the City of 20% or $187,600), and
WHEREAS, during final design, cost estimates were updated and shown to be higher than
anticipated ($165,000 more), but additional federal and state aid, $132,000 and $25,950,
respectively, was made available and
WHEREAS, on December 4, 2013, Common Council authorized in the first instance an additional
$165,000 for construction and construction inspection, with the understanding that the cost to the
City would be less than 5% or $7,050 (for a total project cost of $1,103,000 and a total project cost
to the City of $220,600), and
WHEREAS, public bids for construction were opened on April 9, 2014, with the low bid
approximately $75,000 higher than the engineer’s estimate, and
WHEREAS, while the design cost for the project came in under budget, the construction
inspection proposal is over budget, and
WHEREAS, the New York State Department of Transportation had indicated verbally that this
project may be eligible for additional federal and state aid to help defray the costs of construction
and construction inspection, but has not committed to funding levels as of this date, and
WHEREAS, under SEQR and CEQR, the replacement and upgrade of traffic control devices are
exempt from further environmental review as Type II actions; now, therefore, be it
RESOLVED, That the Common Council hereby approves the above-subject project; and be it
further
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RESOLVED, That the Common Council hereby authorizes the City of Ithaca to pay in the first
instance 100% of the federal and non-federal share of the cost of Preliminary Engineering, Design,
Construction and Construction Inspection work for the Project or portions thereof, and be it further
RESOLVED, That the sum of $75,000 is hereby appropriated from the issuance of serial bonds
and made available to cover the cost of participation in the above phase of the Project, and be it
further
RESOLVED, That Common Council hereby amends Capital Project # 765, Traffic Signal
Upgrade Phase II, to include the Project costs of $75,000, and be it further
RESOLVED, That this project be undertaken with the understanding that the final cost of the
Project to the City of Ithaca will be roughly 23% of said portion, currently estimated at $269,650
of the $1,178,000 authorized for this portion of the project, in monies and in-kind services as
managed by the Superintendent of Public Works and monitored by the City Controller, with the
caveat that should additional federal or state aid become available, it is recognized that the final
cost to the City of Ithaca may be less than this amount or percentage, and be it further
RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds
the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon
as possible to appropriate said excess amount immediately upon the notification by the NYSDOT
thereof, and be it further
RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all
necessary Agreements, certifications or reimbursement requests for Federal Aid on behalf of the
City of Ithaca with the New York State Department of Transportation in connection with the
advancement or approval of the Project and providing for the administration of the Project and the
municipality’s first instance funding of Project costs and permanent funding of the local share of
federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefore
that are not so eligible, and be it further
RESOLVED, That a certified copy of this resolution be filed with the New York State
Commissioner of Transportation by attaching it to any necessary Agreement in connection with the
Project, and be it further
RESOLVED, This Resolution shall take effect immediately.
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CA Item 4.4
.4 Finance, Budget, and Appropriations
.5 A Resolution to Authorize a Transportation Alternatives Program (TAP) Application
WHEREAS, the New York State Department of Transportation has noticed the availability
of the federal Transportation Alternatives Program, and
WHEREAS, on April 28, 2014 the Board of Public Works considered various projects that
would be eligible for such funding and recommended a project for Cascadilla Avenue,
between Cayuga and Tioga Streets, including the Sears Street pedestrian bridge, which is
eligible for funding under Title 23 U.S. Code, as amended and
WHEREAS, enhancements in this area would help address important infrastructure needs,
including replacing the Sears Street pedestrian bridge, replacing and enhancing the railing
along the creek, and making pedestrian/bicycle enhancements at the intersections at either
end, and
WHEREAS, this corridor is a portion of the Bicycle Boulevard Plan, as approved by the
Board of Public Works September 24, 2012, and
WHEREAS, Common Council is interested in applying for a Transportation Alternatives
Program grant in order to design and construct enhanced pedestrian and bicycle facilities in
this area; now, therefore be it
RESOLVED, That the Mayor of the City of Ithaca, is hereby authorized and directed to
submit an application for funding to the New York State Department of Transportation in
accordance with the provisions of the Transportation Alternatives Program, in a amount not
to exceed $750,000, and upon approval of said request to enter into and execute a project
agreement with the State for such financial assistance to the City of Ithaca for design, right-
of-way acquisition, construction and construction inspection of a project to enhance
pedestrian and bicycle accommodations in the Cascadilla Avenue corridor from Cayuga
Street to Tioga Street, and be it further
RESOLVED, That contingent upon award of the Transportation Alternatives Program
funds, the Common Council hereby authorizes the establishment of Capital Project #802 to
pay in the first instance 100% of the federal and non-federal share of the cost of all work
for the Project; and be it further
RESOLVED, That contingent upon award of the TAP funds, the sum not to exceed
$750,000 is hereby appropriated from serial bonds and made available to cover the cost of
participation in the above Project in the first instance; and be it further
RESOLVED, That the total project cost shall not exceed $750,000 with the understanding
that the breakdown of funds to be approximately $600,000 in federal Transportation
Enhancement Program funds, and $150,000 in City of Ithaca serial bond financing, to be
administered by the Superintendent of Public Works, and be it further
RESOLVED, That in the event the full federal and non-federal share costs of the project
exceeds the amount appropriated above, the City of Ithaca Common Council shall convene
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as soon as possible to appropriate said excess amount immediately upon the notification by
the NYSDOT thereof; and be it further
RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute
all necessary Agreements, and that the Superintendent of Public Works is hereby
authorized to execute all certifications or reimbursement requests for Federal Aid and/or
Multi-Modal Program Funding on behalf of the City of Ithaca with NYSDOT in connection
with the advancement or approval of the Project and providing for the administration of the
Project and the municipality's first instance funding of project costs and permanent funding
of the local share of federal-aid and all Project costs that are not so eligible; and be it
further
RESOLVED, That a certified copy of this resolution be filed with the New York State
Commissioner of Transportation by attaching it to any necessary Agreement in connection
with the Project; and be it further
RESOLVED, That this resolution shall take effect immediately.
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CA Item 4.5
CA Item 4.5
.4 Finance, Budget, and Appropriations
.6 GIAC – Request to Amend Budget for Hospitality Employment Training Program Grant
WHEREAS, the Greater Ithaca Activities Center (GIAC) has received a grant in the amount of
$86,000 from the Ithaca Urban Renewal Agency (IURA) for the Hospitality Employment Training
Program (HETP), and
WHEREAS, GIAC is requesting that the City upfront $66,600 of the grant with the remaining
$19,400 to be provided by the GIAC Board, and
WHEREAS, both upfront payments by the City, ($66,600) and the GIAC Board ($19,400) shall be
later reimbursed by the IURA, and
WHEREAS, the funds will provide salary, training and supplies to establish the Hospitality
Employment Training Program for 2014, and
WHEREAS, the grant funds need to be accounted for in the 2014 Authorized GIAC Budget; now,
therefore be it
RESOLVED, That Common Council hereby amends the 2014 GIAC Authorized Budget by an
amount not to exceed $86,000 for the purposes of accounting for the Hospitality Employment
Training Program Grant as follows:
Increase Revenue Accounts:
A7311-4989-01162 Federal Aid Other $86,000
Home and Community
Increase Appropriate Accounts:
A7311-5110-01162 Staff Salaries HEPT $43,018
A7311-5120-01162 Hourly P/T HEPT 8,910
A7311-5415-01162 Clothing HEPT 2,500
A7311-5425-01162 Office Expense HEPT 1,000
A7311-5435-01162 Contracts HEPT 4,500
A7311-5440-01162 Staff Development HEPT 5,160
A7311-5460-01162 Programs Supplies HEPT 4,984
A7311-9010-01162 Retirement HEPT 4,689
A7311-9030-01162 FICA/Medicare HEPT 3,291
A7311-9040-01162 Workers Comp HEPT 258
A7311-9060-01162 Health Insurance HEPT 7,690
$86,000
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CA Item 4.6
CA Item 4.6