HomeMy WebLinkAbout01-21-15 City Administration Committee Meeting AgendaCA Meeting
City Administration Committee
DATE: January 21, 2015
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.
Approval of December 2014 Minutes
1.3 Statements from the Public No
1.4 Statements from Employees No
1.5 Council Response No
(6:15 p.m.)
2.City Administration, Human Resources, and Policy
2.1 Declaration of Freedom from Domestic No Advocacy Center 15 Min
Violence as a Human Right - Discussion
(6:30 p.m.)
3.Standing Sub-Committee and Staff Reports
3.1 Evaluation of Monthly Training Sessions No Julie Holcomb, City Clerk 15 Min
(6:45 p.m.)
4.Finance, Budget, and Appropriations
4.1 Approval of Urban Forestry Grant Round 12 Yes Jeanne Grace, City Forester 10 Min
4.2 DPW - Amendment of Capital Project 769 Yes Tim Logue, Traffic Systems Engineer 10 Min
4.3 DPW – Approval of Project Details for CP #802 Yes Addisu Gebre, Bridge Engineer 15 Min
(7:20 p.m.)
5.Performance Measures No Kevin Sutherland, Chief of Staff 5 Min
(7:25 p.m.)
6.Common Council
6.1 Rules of Procedure No All 60 Min
(8:25 p.m.)
7.Meeting Wrap-up All 5 Min
7.1 Announcements No
7.2 Review Agenda Items for next meeting No
7.3 March Meeting Date No
7.4 Adjourn Yes
(8:30 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.
(Resolution to be presented at the meeting)
4.Finance, Budget, and Appropriations
4.1 Approval of Urban Forestry Grant Round 12
WHEREAS, The City of Ithaca is currently a “Tree City USA” and has been so designated for
26 consecutive years and the Growth Award for 17 years, largely due to its progressive urban
forestry program and,
WHEREAS, conflicts with overhead electric facilities is a major issue related to urban trees and
the City of Ithaca has a practice of no longer planting tall maturing trees under high voltage
utility lines, however, there is a legacy of street trees that have been severely pruned due to
service reliability and safety concerns related to overhead utility lines and,
WHEREAS, trees that have been pruned in this manner are not only unsightly but this severe
pruning has negative impacts on the long-term health of the trees and often results in decay of
tree branches, making the trees a public hazard and,
WHEREAS, the city forester has identified many city trees that have experienced severe utility
pruning which has resulted in poor tree health and/or evidence of significant decay and are
scheduled for removal 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
these damaged trees with low growing species of trees, thus avoiding future conflicts with
overhead electric facilities and,
WHEREAS, revitalizing the urban forest through this program will provide neighborhoods with
the aesthetic and ecological benefits of street trees and avoid future safety issues and,
WHEREAS, the total cost for this project has been estimated by the forester at $11,780, now,
therefore be it
RESOLVED, That the City Forester is herby authorized to file an application for the 2013-
2014 Urban Forestry Grant Round 12, contract # T305357, for 50% matching funds in the
amount of $5,450, and be it further
RESOLVED, that the matching funds needed for said grant will be satisfied with City staff
time as part of the 2015 Department of Public Works Budget, 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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CITY OF ITHACA
245 Pier Rd., Ithaca, New York 14850
DEPARTMENT OF PUBLIC WORKS, STREETS & FACILITIES
Telephone: 607/272-1718 Fax: 607/272-4374
To: City Administration Committee
From: Jeanne Grace
Re: Resolution to accept DEC Urban Forestry Grant 2013-2014
The City of Ithaca has a progressive urban forestry program and a computerized tree
inventory which is used when selecting tree species for planting. We select low growing
trees to be planted under high voltage electric lines and tall maturing trees to be placed
in sites without overhead lines. However, we have been left with a legacy of large
maturing trees under especially low utility lines. Out of necessity to safely and reliably
maintain utility services some of these trees have been pruned beyond repair. Many
have begun to develop decay due to past improper and severe pruning and now
present a public hazard. The majority of these trees are Norway maples (Acer
platanoides) which respond particularly poorly to utility trimming, and these trees have
become a very sad sight, especially in winter when the silhouettes are most noticeable.
A grant proposal was submitted to NYS DEC Urban & Community Forestry Council
(U&CF) grant to fund the replacement of these damaged trees with low growing trees
that will not cause a future conflict with the utility lines. (see attached photos of
damaged trees). Also included will be Ash trees under high voltage lines. The
replacement of these trees is in line with the city’s Emerald Ash Borer management
plan. The residents of the City of Ithaca are very active and inquisitive about projects in
the community so, laminated signs have been created to be posted on the trees prior to
the tree removals describing the reason for the tree removal and the “right tree, right
site” concept (low growing trees under high voltage lines). We will be collaborating with
the NYSEG tree crews and Paul Paradine, the utility arborist for NYSEG.
The city was awarded the grant for this project. We now need to present a resolution
allowing the city to enter into an agreement accepting the grant. As with the past U&CF
grants this is a 50/50 matching funds grant. All matching funds will be satisfied with staff
time implementing and administering the grant. NYSEG crews will be assisting in some
of the tree removal work at no cost to the city (see attached letter). Attached is a draft
resolution for your consideration.
Please contact me if you have any questions.
Jeanne Grace
City Forester
“An Equal Opportunity Employer with a commitment to workforce diversification.”
4.2 DPW - Amendment of Capital Project 769, Intersection Bulb-outs on West Green
Street and West Seneca Street at the Intersections with Plain Street and Corn Street
WHEREAS, a Project for Intersection Bulb-outs on West Green Street and West Seneca Street,
P.I.N. 375462 (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 Project purpose is to reduce the negative effects of motor vehicle use, alter
driver behavior and improve conditions for non-motorized street users in the interest of street
safety and livability along the New York State owned section of Route 79 (a one-way pair) in
the mixed residential and low-density commercial area in the vicinity of Plain Street and Corn
Street, and
WHEREAS, on July 6, 2011, Common Council authorized $52,000 for the capital project, and
WHEREAS, in the 2012 and 2014 City Capital Budgets, Common Council authorized $231,000
and $12,000, respectively, bringing the total authorization to $295,000, 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 design, construction and construction inspection; now,
therefore, be it
RESOLVED, That the Common Council hereby approves the above-subject project; and it is
hereby further
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
it is further
RESOLVED, That the sum of $60,000 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 it is
further
RESOLVED, That Common Council hereby amends Capital Project # 769, Intersection Bulb-
outs on West Green Street and West Seneca Street, to include the Project costs of $60,000, for a
total authorization of $355,000 and it is 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 21% (or 7.5% or 5%) of said portion, currently
estimated at $74,750 (or $26,750 or $17,750) of the $355,000 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, and be it further
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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 it is 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 it is 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 it is further
RESOLVED, This Resolution shall take effect immediately.
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