HomeMy WebLinkAbout06-18-14 City Administration Committee Meeting AgendaCA Meeting
City Administration Committee
DATE: June 18, 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 Yes J.R. Clairborne, Council Member 10 Min
.1 Access Oversight Committee - Adoption of the
2015 Public, Education, and Government (PEG)
Access Studio Capital Budget
.2 Attorney – Request Budget Amendment for Yes 5 Min.
Contractual Outside Legal Services
.3 Council - Addition to Common Council Rules Yes 20 Min
of Procedure
.4 Odd/Even Parking Task Force Report No
Steve Thayer, Controller
George McGonigal and Cynthia Brock
Kevin Sutherland 20 Min.
(7:10 p.m.)
4.Finance, Budget, and Appropriations
.1 YB – College Discovery Program 2014 Budget Yes Liz Vance, YB Director 5 Min.
Amendment
.2 Chamberlain – Request to Waive Penalty Yes Deborah Parsons 5 Min
.3 Controller – Bond Resolution Yes Steve Thayer, Controller 10 Min
(7:30 p.m.)
5.Performance Measures No Kevin Sutherland, Chief of Staff 10 Min
(7:45 p.m.)
6.GPA Transition No Deb Mohlenhoff
7.2015 Budget Process No All 20 Min
7.1 Council Survey
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.
(8:05 p.m.)
CA Meeting
City Administration Committee
Agenda - Continued
6/18/14
8.Meeting Wrap-up All 5 Min
8.1 Announcements No
8.2 Review Agenda Items for next meeting No
8.3 Adjourn Yes
(8:10 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 resource
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.
3.City Administration, Human Resources, and Policy
.1 Access Oversight Committee - Adoption of the 2015 Public, Education, and Government
(PEG) Access Studio Capital Budget
WHEREAS, the Franchise Agreement between Time Warner Entertainment and the City of lthaca
signed in 2003 authorizes Time Warner Entertainment-Advance/Newhouse Partnership to collect
$.15 per subscriber per month to be used for the purchase of equipment for the public, educational,
and governmental (PEG) Access Studio, and
WHEREAS, the total capital budget for the life of the 10-year agreement was estimated to be
$200,000, and
WHEREAS, the Franchise Agreement outlines the creation of an Access Oversight Committee that
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 2015 annual budget in the amount of
$30,000, 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 2015 PEG Access Studio Budget as approved by
the Access Oversight Committee at its regular meeting on May 5, 2014.
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Resolution passed by AOC - 5/5/14
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, Par 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 therefore be it
RESOLVED, that the AOC accepted the attached budget for Fiscal Year 2015 in the amount of $30,000.00 at
their regular meeting of May 5, 2014, and
BE IT FURTHER RESOLVED, that the AOC forwards its recommendations for approval by the Common
Council of the City of Ithaca, the Town of Ithaca Board and the Village of Cayuga Heights Board of Trustees,
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.
--------------------------------------------------------------------------------------
Budget for Fiscal Year 2015
Budget $30,000.00
Description: The PEGASYS studio has a great deal of equipment that is 10–17 years old, and will need
replacement as it fails. This might include studio cameras [$10,000 each], camera cabling [$2,000 each] and
the studio special effects generator/video switcher [$30,000), the studio audio system ($5,000), and any other
equipment and associated items that the Access Oversight Committee deems necessary for the proper
functioning of the PEGASYS Studio.
TOTAL $30,000.00
CA Item #3.1
3.City Administration, Human Resources, and Policy
.2 Attorney – Request Budget Amendment for Contractual Outside Legal Services
WHEREAS, as part of the 2014 authorized budget we placed $30,000 in Restricted Contingency
for outside legal services for the Attorney’s Office, and
WHEREAS, the Attorney’s Office contractual account, which had $20,000 will be fully expended
within a month and is in need of further funds to continue contracts with specialized outside legal
services; now, therefore be it
RESOLVED, That Common Council hereby transfers an amount not to exceed $30,000 from
restricted Contingency Account A1990 to account A1420-5435 Attorney’s Office Contractual for
the purposes of contracting with outside legal services for the remainder of 2014.
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3.City Administration, Human Resources, and Policy
.3 Addition to Common Council Rules of Procedure
WHEREAS Council believes that it could operate with greater transparency and clarity with the
addition of formal guidelines regarding the use of official City letterhead stationery; now,
therefore, be it
RESOLVED, That the Common Council Rules of Procedure be amended to add one new section
as follows:
Revised structure:
XI Communication by Council members
XI A Communications between Council Members and Staff
XIA – 1 - Council members who need information from City staff….
XIA – 2 – Whenever Council members seek information….
XIA – 3- Council members should never attempt to influence…
XI B Use of Council letterhead
XIB – 1 The primary use of Common Council letterhead stationery is to
communicate official Council positions on matter of public concern. These
positions may be communicated by the Mayor, the Deputy Mayor, or members of
Council designated to speak for the whole when a majority of Council members
have consented.
XIB – 2- A secondary use of Common Council letterhead stationery is to allow
individual Council members to express views regarding matters of official City
business. In these instances it must be clear that that the opinion expressed by the
Council member is that member’s opinion only and may not be the official opinion
of the City or Council as a body. To promote transparency and enhance intra –
Council understanding, and as a courtesy, the writer(s ) should in these cases send
a copy of the correspondence to all of Council and the Mayor.
XIB - 2 – a - When expressing her/his own position, a Council member
should use letterhead designating her/his office, e.g. “Ezra Ithacan, Sixth
Ward Alderperson, Common Council, City of Ithaca.” This personal
letterhead may also be used, for example, for letters of reference or
recommendation if the Alderperson, in her/her capacity as a City official,
has known the subject.
XIB – 2 – b - When two or more Council members collaborate to express a
view not officially advocated the majority of Council, those Alderpersons
may electronically design their own joint letterhead or use Council
letterhead, but in either case should make explicit that their view is not that
of the majority or the official view.
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XIB – 3 – Council members should not use City letterhead stationery or the
City logo for their private correspondence or on behalf of private
individuals or organizations. Correspondence on letterhead should never
give the appearance of using the office of Alderperson for personal gain or
influence.
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Odd/Even Parking Task Force
Ithaca, NY
May 2014
Initial Report 6/05/14
Full report may be seen at the following link:
http://www.egovlink.com/public_documents300/ithaca/
published_documents/Agendas/City_Administration_Committee/2014/
Odd-Even%20Task%20Force%20Initial%20Report.pdf
CA Item #3.4
4.Finance, Budget, and Appropriations
.1 YB – College Discovery Program 2014 Budget Amendment
WHEREAS, the College Discovery Program summer programming includes college trips, and
WHEREAS, the Ithaca Youth Bureau has received cash donations to cover the cost of said trips;
now therefore be it
RESOLVED, That Common Council hereby amends the 2014 Youth Bureau Budget as follows:
Increase revenue:
A7310-2070-1240 CDP Contributions $3,530
Increase expenses:
A7310-5120-1240 CDP Part time/Seasonal $2,550
A7310-5460-1240 CDP Program Supplies $550
A7310-9030 FICA/Medicare $195
A7310-9040 Workers’ Compensation $235
$3,530
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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: Karen Friedeborn, Youth Program Administrator
Re: Youth Bureau Budget Amendment
Date: June 13, 2014
The College Discovery Program has received a cash donation to cover the cost of
the 2014 CDP summer college tours. We would like to transfer funds from ECHO
for the trips and amend the 2014 Youth Bureau budget as follows :
Increase revenue:
A7310-2070-1240 CDP Contributions $3,530
Increase expenses:
A7310-5120-1240 CDP Part time/Seasonal $2,550
A7310-5460-1240 CDP Program Supplies $550
Fringe Benefits $430
Total $3,530
Thank you.
“An Equal Opportunity Employer with a commitment to workforce diversification.”
CA Item #4.1
4.Finance, Budget, and Appropriations
.2 Chamberlain – Request to Waive Penalty on Taxes.
WHEREAS, the owners nor the third party payee of the taxes on 701 W. Buffalo Street did not
receive a tax bill because the mailing address was not correct, and
WHEREAS, NYS Real Property Tax Law states that failure of the payee to receive the bill does
not affect the validity of the penalties, and
WHEREAS, Real Property Tax Law also provides that the governing board of the taxing authority
may reduce or waive penalty, now therefore be it
RESOLVED, That the request to waive penalty on the 2014 City of Ithaca First Installment and
Tompkins County taxes for 701 W. Buffalo Street in the amount of $451.25 is hereby
(APPROVED) (DENIED).
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CHARLESBANK REALTY TRUST
ll\TVF.ST\1El\l, DEVELOPMEl\1 & PROPERTY ~1AKAGEME :T
Boston Office
TEL: 617-795-0072
Fax: 617-795-0383
FROM THE DESK OF J. NICHOLAS SLOTTJE 4/7/2014
RE -City Tax Bill Error -Late Fees Charged
Good Day Deborah ,
Please let this letter serve as our official request to have the above referenced late fees refunded to the tax
paying entity as a result of error on the behalf of the City and their address database. In prior fiscal years
tax bills were delivered to the correct landlord address of 109 Charlesbank Rd, Newton MA 02458. In
addition , in 2012 the tenant (Greenstar Market) was added in the system and given Third Party
authorization in order that they receive a copy ofthe bill as well.
For some unknown reason the (2) two attached tax bills were not only sent to an old address in Owego for
the landlord but the third party designation was also wiped out and a copy never sent to the tenant either.
In summary neither party was sent copies of these bills through no fault of our won. For some reason the
information either reverted back to old date or was overridden by the county. It would seem more than
reasonable that given these facts that the late fees and penalties we waived and reimbursed to the landlord .
Please note that both bills have been since paid in full.
Please see the body of an e-mail sent from Greenstar to the assessor's office in response to this issue
which corroborates the above facts and statements. From e-mail dated March 201h -Accounting and
Finance Director at Greenstar Market (Tenant)
"GreenStar has been listed as a third party since we set it up in 2012 and should have received copies of
the bills this year-so from their perspective no change to your system should have been necessary. We
previously have received these. Our landlord also confirmed that he never received them, and that the
address on the late notice is several years old and was since updated. Sounds like something strange is
going on with the mailing address data which makes me wonder whether the late fee is justified. Is it
possible the City used old data for this mailing-an old address for the landlord and without the third
party authorization? If so, we'd prefer not to be charged the extra"
Total-$451.25
Please remit payment to Charlesbank Realty Trust-109 Charlesbank Rd., Newton, MA 02458
~AJ---
J . Nic:O(!s Slottje
President & CEO -Charlesbank Realty Trust
CA Item # 4.2
To: City Administration Committee
From: Debra Parsons, City Chamberlain
Re: Request for Waiver of Penalty on Taxes
Date: May 22, 2014
I received the attached request for waiver of penalty on the taxes for 701 W. Buffalo Street.
I find no evidence that we ever had the correct address, or that Greenstar was listed as a third party to receive a tax bill from a
search of previously issued tax bills, although it is true that the process of receiving the tax rolls from Tompkins County
Assessment does overwrite existing information. They may have registered the third party with Tompkins County
Assessment, but the file assessment sent to us did not include their name, and never includes addresses for third party
recipients.
New York State Real Property Tax Law Section 922 states that the failure to receive the bill does not affect the validity of the
tax or any penalty. Section 1182 provides that the governing board can cancel or reduce the penalty by resolution, if it is in
the best interest of the tax district. Historically, these requests have been denied.
WHEREAS, the owners nor the third party payee of the taxes on 701 W. Buffalo Street did not receive a tax bill because the
mailing address was not correct, and
WHEREAS, NYS Real Property Tax Law states that failure of the payee to receive the bill does not affect the validity of the
penalties, and
WHEREAS, Real Property Tax Law also provides that the governing board of the taxing authority may reduce or waive
penalty, now therefore be it
RESOLVED, that the request to waive penalty on the 2014 City of Ithaca First Installment and Tompkins County taxes for
701 W. Buffalo Street in the amount of $451.25 is hereby (APPROVED) (DENIED).
City of Ithaca
Office of the Chamberlain
108 East Green Street, Ithaca, NY 14850
Ph: 607 274-6580 Fax: 607 272-7348
CA Item 4.2
CA Item #4.3
CA Item #4.3