HomeMy WebLinkAbout06-17-15 City Administration Committee Meeting AgendaCA Meeting
City Administration Committee
DATE: June 17, 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 May 2015 Minutes
1.3 Statements from the Public No
1.4 Statements from Employees No
1.5 Council Response No
2.City Administration, Human Resources, and Policy
2.1 Presentation of Way Finding No Kevin Sutherland, Chief of Staff 20 Min
2.2 Blueways Trail Plan Implementation Yes Lisa Nicholas 15 Min
To be provided under separate cover
3.Finance, Budget, and Appropriations
3.1 Request for Funding for Engineering Services Yes Erik Whitney, Asst. Supt. for W&S 10 Min
for WWTP Upgrades
3.2 Request for Funding for WWTP Upgrades Yes Erik Whitney, Asst. Supt. for W&S 10 Min
3.3 Grant Application for Stewart Park Yes Tom West, Director of Engineering 15 Min
3.4 Bond Resolution Yes Steve Thayer, City Controller 15 Min
4.Performance Measures No Kevin Sutherland, Chief of Staff
Nothing Submitted
5.Common Council
Nothing Submitted No All
6.Budget Process
7.Meeting Wrap-up All 5 Min
7.1 Announcements No
7.2 Next Meeting Date: July 15th
7.3 Review Agenda Items for Next Meeting No
7.4 Adjourn Yes
(7:40 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.
3. Finance, Budget, and Appropriations
.1 Request Funding for Engineering Services Agreement for Amendment No. 2 for
construction services during Bar Screen and Biosolids Dewatering Equipment and other
miscellaneous improvements to the Influent Building Construction
WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) is in need of certain
Capital Improvements, and
WHEREAS, GHD Engineers completed an Engineering Report entitled “IAWWTF Influent
Building and Dewatering System Improvements Study” as the final project funded by Capital
Project 416J, and
WHEREAS, in order for the staff to maintain its goals as embodied in its five year capital plan,
this agreement provides engineering services for the next set of proposed capital improvements,
and
WHEREAS, by separate resolution Common Council will recommend the approval of
construction contracts, and
WHEREAS, the Special Joint Committee (SJC) approved said professional services contract
with GHD at its meeting of October 9, 2013, and approved Amendment No. 1 on July 9, 2014,
contingent on fund availability and attorney approval of the agreement, and
WHEREAS, the funding supplied by this resolution will be placed in accounts for Capital
Project 419J, and
WHEREAS, GHD has submitted a proposal entitled Amendment No. 2 for services to complete
the construction, and
WHEREAS, the SJC approved the additional funding at their June 10, 2015, regular meeting;
now, therefore be it
RESOLVED, That the Common Council hereby amends Capital project 419J by an additional
amount not to exceed $108,000 for a total project authorization of $411,200 to fund the proposed
agreement with GHD Engineers authorizing additional funds from the authorization for CP 419J,
and be it further
RESOLVED, That funding for Amendment No. 2 contingent upon action by all wastewater
partners committing their percentage of reimbursement shares to the Joint Activity Fund
allocated per the Joint Sewer Agreement as follows:
Municipality Percentage Project Cost
City of Ithaca 57.14 $61,711.20
Town of Ithaca 40.88 44,150.40
Town of Dryden 1.98 2,138.40
$ 108,000.00
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RESOLVED, That funds needed for said amendment shall be derived from the issuance of
Bonds and/or Capital Reserve J1.
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3. Finance, Budget, and Appropriations
.2 Influent Building and Dewatering Equipment Project Funding
WHEREAS, the Ithaca Area Wastewater Treatment Plant’s Special Joint Committee (SJC) at its
June 10, 2015, regular meeting selected the three lowest qualified bids for General Construction,
Electrical and Heating Ventilation and Air Conditioning, for the renovation of the Influent
Building, including bar screen replacement, and the installation of new dewatering equipment to
complement the existing belt filter press, and
WHEREAS, the lowest qualified bid for Contract #15-001 for General Construction submitted
by M.A. Bongiovanni, Inc. in the amount of $2,640,000, and
WHEREAS, the lowest qualified bid for Contract #15-002 for Electrical Construction submitted
by Matco Electrical in the amount of $181,530, and
WHEREAS, the lowest qualified bid for Contract #15-003 for Heating Ventilating and Air
Conditioning Construction by JW Danforth Co. in the amount of $398,800, and
WHEREAS, the cost for these contracts shall be borne by the Town of Dryden, Town of Ithaca
and the City of Ithaca based on the percentage of ownership assigned to each municipality, and
WHEREAS, at the June 10, 2015, regular meeting of the SJC, the owners approved
Ithaca Area Wastewater Treatment Facility (IAWWTF) Influent Building and Dewatering
Equipment upgrades in the amount not to exceed $3,542,363, which includes the contract values
plus a 10% contingency; now, therefore, be it
RESOLVED, That Common Council hereby amends Capital Project 419J Influent Building and
Dewatering Equipment Upgrades by an amount not to exceed $3,542,363 for a total project
authorization of $3,953,563, and be it further
RESOLVED, That the Ithaca Area Wastewater Treatment Facility is hereby authorized to
negotiate a final contract based on this resolution, and be it further
RESOLVED, That the City of Ithaca Mayor, the Town of Ithaca Supervisor and the Town of
Dryden Supervisor be authorized to sign the contracts, and be it further
RESOLVED, That in accordance with the final contracts to be negotiated between the partners
and the three qualified lowest bidders, funding for said project shall be derived by the issuance of
Serial Bonds based on the following schedule which are to include interest rates as stipulated by
the City of Ithaca Controller, and be it
Municipality Percentage Project Cost
City of Ithaca 57.14 $ 2,259,066
Town of Ithaca 40.88 $ 1,616,217
Town of Dryden 1.98 $ 78,280
$ 3,953,563
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RESOVED, That funding for said project is contingent on the approval of the City of Ithaca,
Town of Ithaca and the Town of Dryden.
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3. Finance, Budget, and Appropriations
.3 Authorization for Mayor to Sign Grant Application for Stewart Park
WHEREAS, the roof of the Stewart Park Dance Pavilion is in great need of repairs and
improvements, and
WHEREAS, assuring the integrity of the building would preserve a significant historic structure
for current use by the Parks and Forestry section and the Ithaca Youth Bureau, and
WHEREAS, these building improvements would greatly promote the use of the building as a
potential future educational and tourism destination for residents and visitors alike, and
WHEREAS, the State of New York has noticed the availability of funding through the
Consolidation Funding Application (CFA), and
WHEREAS, Common Council is interested in applying for a Parks grant in order to design and
construct repairs and improvements to the Dance Pavilion; 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 State of New York in accordance with the provisions of the
Consolidation Funding Application (CFA) process, in a amount not to exceed $150,000, 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 construction of a project to repair and improve
the roof of the Dance Pavilion at Stewart Park.
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To: Common Council
From: Tom West
Date: June 11, 2015
Re: Authorization to Apply For CFA Funding for Stewart Park
This is a request to authorize the Mayor to submit a request for funding for the repair
and improvement of the roof of the Dance Pavilion (Maintenance Building) at
Stewart Park. The funding opportunity is available through the Consolidated
Funding Application (CFA) under the category of Parks and requires legislative
authorization to submit the application. There is no funding commitment at this time.
Common Council authorized funding for replacement of roofs on two building in
Stewart Park in 2014. The City retained the services of Kingsbury Architecture of
Ithaca for design services. As part of the design services we have received
estimates for construction. Our current estimates exceed our budget authorization.
Repair of the roof at the Boathouse is critical to preventing further serious
deterioration of the building. It is important that we proceed with repair of the
Boathouse roof this fall, as planned. It was intended to repair the Dance Pavilion
roof as well; unfortunately, our budget will not cover the cost of that project at this
time.
Funding available through CFA requires matching funds from the applicant. In the
case of the Stewart Park buildings we will have the balance of the current budget as
our match. Applying for funding through the CFA process provides an opportunity to
fund needed repairs at the Dance Pavilion with minimal impact upon the City’s
budget.
CA Item #3.3