HomeMy WebLinkAbout12-16-15 City Administration Committee Meeting AgendaIf 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 Meeting
City Administration Committee
DATE: December 16, 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 November 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 DPW - Amendment to Personnel Roster Yes Mike Thorne, Supt of DPW 10 Min
2.2 Police - Intermunicipal Agreement for SWAT Yes Ari Lavine, City Attorney 15 Min
Mutual Aid John Barber, Police Chief
3. Finance, Budget, and Appropriations
3.1 Finance – Approval of Bonds Yes Steve Thayer, City Controller 5 Min
(Will Send Under Separate Cover)
3.2 Finance – Approval of 2014 Single Audit Yes Steve Thayer, City Controller 10 Min
(Place Holder if Audit is Ready)
4. Performance Measures No
Nothing Submitted
5. Common Council
6. Meeting Wrap-up All 5 Min
6.1 Announcements No
6.2 Next Meeting Date: January 20, 2016
6.3 Review Agenda Items for Next Meeting No
6.4 Adjourn Yes
(7:00 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.
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2. City Administration, Human Resources, and Policy
.1 DPW - Amendment to Personnel Roster
WHEREAS, recent installation of automated parking equipment in the City’s parking garages has
reduced the number of needed Parking Lot Attendant positions for garage operations, and
WHEREAS, operations and maintenance of the newly opened Commons will require additional full
time staff in order to provide evening and weekend coverage; now, therefore be it
RESOLVED, That the Personnel Roster of the Department of Public Works be
amended as follows:
Add: Three (3) Building and Grounds Maintenance Workers (40 hours/week)
Delete: Five (5) Parking Lot Attendants (40 hours/week)
and be it further
RESOLVED, That the funding for this change shall be derived from existing funds within
the 2016 Department of Public Works budget.
Civil Service Law, Section 22: Certification for positions. Before any new
position in the service of a civil division shall be created or any existing
position in such service shall be reclassified, the proposal therefore,
including a statement of the duties of the position, shall be referred to the
municipal commission having jurisdiction and such commission shall
furnish a certificate stating the appropriate civil service title for the
proposed position or the position to be reclassified. Any such new
position shall be created or any such existing position reclassified only
with the title approved and certified by the commission. Effective 1978.
City of Ithaca Civil Service Commission
108 East Green Street - Ithaca, NY 14850
New Position Duties Statement
Department head or other authority requesting the creation of a new position,
prepare a separate description for each new position to be created except that one
description may cover two or more identical positions in the same organizational unit.
Forward one typed copy to this Commission.
1. Department Bureau, Division, Unit or Section Location of Position
Public Works Parking Commons
2. Description of Duties: Describe the work in sufficient detail to give a clear word picture of the job. Use a separate paragraph for each kind
of work and describe the more important or time-consuming duties first. In the left column, estimate how the total working time is divided.
Job Title: BUILDING AND GROUNDS MAINTENANCE WORKER
Percent of
Work
Time
Job Duty
20
5
10
10
10
5
5
5
5
2
*Empty all trash containers on the Commons, Secondary Commons, Garages, Green Street open lot and other
city locations daily in the downtown area as directed. Pick up all trash on a daily basis. Surface clean with
Sweeper and Cyclone as needed. Perform daily walkthrough and sweep to collect any trash missed by
Sweeper or Cyclone machine in between Sweeper or Cyclone operations. Power wash when needed: all walls,
benches, sidewalks, stairwells, elevators, walkways, and Big Bellies. Hot mop, wash walls, polish, clean up
fecal matter, urine, trash or garbage from all stairwells, walkways and elevators in Garages, Commons or
Secondary Commons when needed.
*Perform a complete and total wash down of all parking garages every Fall and Spring.
* Maintain all planters on Commons, Secondary Commons and Garages: weeding, watering, landscaping,
change over plantings, repair, and set up or removal of planters. Position moveable planters to where they are
needed and are not obstructions to walkways. Moveable planters may be used for traffic control of pedestrians
when needed.
*Complete snow removal as needed for all areas using hand shoving, snow blowing, power brooming and/or
plowing. Remove snow piles from area as needed using shovels, small tractors, bucket loader, dump trucks
and sweepers within 72 hours to 144 hours (unless piles are too small to remove).
*Table and Chair and Electrical Bollard Management: Tables and chairs are to be locked up each night and
unlocked each day, wiped down, painted and repaired as needed. Clean up surrounding areas as needed.
Move chairs on and off Commons as requested by DIA, Commons Coordinator, Superintendent of Public Works
or Commons Working Supervisor. Keep tables and chairs out of Fire Lane at all times. Electrical Bollards will
need to be unlocked from time to time as requested by the Commons Coordinator, DIA or Superintendent of
Public Works. They will also need to be locked up when use is completed. Covers for Electrical Bollards will
need to be maintained as well. Any repairs to electrical bollards should be done with the supervision of the
City Electrician.
*Maintain and Clean Playground and all interactive features daily, including the 4 kiosks. Make sure they are
safe for all to operate and are in good working condition. Immediately report any broken features to
Supervisor.
*Pavilions must be cleaned as needed, but especially before and after events. Electrical boxes must be
managed to insure that outside vendors do not overload the panel. Lighting must be managed as well,
depending on the time of the event and what lighting is being put up by the event coordinator. Snow removal
and leaf removal of the pavilion roof must be carefully done to ensure the safety of the employee as well as the
public when work is being completed.
*Fountain Maintenance must be completed daily according to manufactures requirements. Water must be
tested and treated daily. Water may need to be cleaned or removed as needed. All checks must be recorded
and logged.
*After Major Events in the downtown area, inspect all streets and Commons areas that were used. Perform any
additional cleaning as directed by Supervisor.
*Customer service: Please answer customer questions, give directions, help out if needed, be polite,
understanding and friendly to any and all customers that approach you. Please remember that each person on
the Commons is someone’s customer and therefore important to the city. Smiling and pleasant conversations
2
2
2
5
5
2
5
is a requirement.
*Answering Commons Phone: The phone will be assigned each shift to one individual for communication
purposes. It must be answered and responded to especially on weekends. You may have to perform
emergency clean ups like vomit, fecal matter, urine or trash. You may be required to fix garage equipment or
deal with a customer issue.
*All maintenance personnel will be required to know how to fix and maintain garage equipment. Open gates
when needed and provide customer service. You may be required to carry the “Rover Phone “from time to
time” to provide customer service when needed.
*Picking up Trash in Collegetown: We will empty 6 trash receptacles on Friday, Saturday and Sunday each
week as well as walk with broom and pick up the four block area in Collegetown. 100 and 200 Block of Dryden
Road, 300 and 400 block of College Ave.
*Miscellaneous Items: rebuild benches, remove graffiti, maintain the Creek Walk next to 6 Mile Creek, mow
grass along creek, clear all trip hazards, weed trimming on Seneca Way, painting where needed, clear and
repair drains, wash windows, clean window ledges, wipe handrails, water plants and trees, turn on & off water
on the Secondary and Primary Commons and install and remove water meters, blow out lines.
*We will also do the following work from “time to time”: Concrete work, jackhammering, forming, finishing,
brick paver repair and replacement.
*Lighting: replace bulbs and ballasts, and test and repair all lighting issues with the supervision of the city
electrician.
*Any and all maintenance projects or issues as directed by Supervisor
(Attach additional sheets if more space is needed)
3. Names and Titles of Persons Supervising this position (General, Direct, Admini strative, etc.)
Name Title Type of Supervision
Duane Ross Working Supervisor Direct
Frank Nagy Director of Parking General
4. Names and Titles of Persons Supervised by Employee in this position
Name Title Type of Supervision
None
5. Names and Titles of Persons doing substantially the same kind and level of work as will be done by the incumbent of this new
position
Name Title Location of Position
Jim Snyder Building and Grounds Maintenance Worker Commons
Daniel Truesdale Building and Grounds Maintenance Worker Commons
6. What minimum qualifications do you think should be required for this position?
Education: High School Years
College Years, with specialization in
College Years, with specialization in
Experience: (list amount and type)
One (1) year of full-time paid experience, or part-time paid equivalent, in general building construction,
cleaning buildings, building maintenance, or repair work.
Essential knowledges, skills and abilities:
-Working knowledge of modern buildings and grounds maintenance and repair practices; working
knowledge of safety precautions and practices
-Efficiently and safely use tools and operate equipment related to building and grounds maintenance
-Ability to understand and follow written and verbal instructions; ability to successfully work with and serve
a diverse local community , mechanical aptitude; willingness to work under adverse weather conditions
Type of license or certificate required: Class D Drivers License
7. The above statements are accurate and complete.
Date: Title: Signature:
Certificate of Civil Service Commission
8. In accordance with the provisions of Civil Service Law Section 22, the City of Ithaca Civil Service Commission certifies that the
appropriate civil service title for the position described is:
Title:
Jurisdictional Classification:
Date: Signature:
Action by Legislative Body or Other Approving Authority
9. Creation of described position
Approved
Disapproved
Date: Signature:
Return One Completed Copy to Civil Service Commission
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2. City Administration, Human Resources, and Policy
.2 Police - Intermunicipal Agreement for SWAT Mutual Aid
WHEREAS, the Ithaca Police Department and the Tompkins County Sherriff’s Office have long jointly
staffed the Special Weapons and Tactics (“SWAT”) Team with officers from both agencies, and
WHEREAS, this ongoing intermunicipal cooperation is authorized by New York General Municipal
Law Section 209-m, and is most appropriately planned on an ongoing basis via intermunicipal
agreement of the sort included herewith, and
WHEREAS execution of an intermunicipal agreement for SWAT mutual aid will facilitate the receipt of
grant funding in support of the SWAT Team’s work; now, therefore, be it
RESOLVED, That the Mayor is hereby authorized to execute, on advice of the City Attorney, an
agreement substantially similar to that included herewith, governing the provision of SWAT mutual aid
between the Ithaca Police Department and the Tompkins County Sherriff’s Office.
1
JOINT SPECIAL WEAPONS AND TACTICS TEAM
INTERMUNICIPAL AGREEMENT FOR MUTUAL AID
THIS AGREEMENT made this day of , 2016 by and
between the County of Tompkins (“County”), a municipal corporation with offices located at
125 E. Court Street, Ithaca, New York, and the City of Ithaca (“City”), a municipal corporation
with offices located at 108 E. Green Street, Ithaca, New York (each a “local government,” or
collectively, “local governments”).
WHEREAS, local governments are authorized to request and provide police assistance to
each other pursuant to New York General Municipal Law (“GML”) Section 209-m, and
WHEREAS, the temporary exchange of law enforcement officers and equipment for the
purpose of mutual assistance is further contemplated by Section 209-m, and
WHEREAS, Article 5-G of the GML authorizes municipal corporations to enter into
agreements for the performance of their respective functions, powers, and duties on a
cooperative or contract basis or for the provision of a joint service, and
WHEREAS Article 5-G provides that such agreements may extend the appropriate
territorial jurisdiction of the participants necessary to fulfill said service, and allow personnel
assigned to a joint service to possess the same powers, duties, immunities, and privileges they
would ordinarily possess if they performed them in the area where they are employed, and
WHEREAS, GML Section 209-m, New York Criminal Procedure Law Sections
140.10(1) & (3), 120.60 et seq., and 690.25, and other applicable authority authorize law
enforcement officers to exercise certain police powers and authorities outside their geographic
area of employment when a request for assistance is forthcoming from another law enforcement
agency, and
WHEREAS, each party has authority to operate a Special Weapons and Tactics Team to
respond to certain criminal acts or threats that are more effectively dealt with by a specially
trained tactical team than standard police operations, and
WHEREAS, the parties have determined that it is in the best interests of the respective
communities and of mutual advantage to enter into this agreement for the provision of
interagency law enforcement services, and
2
WHEREAS, the New York State Law Enforcement Accreditation Program has requested
that the parties enter into an agreement formalizing the operation of the joint Special Weapons
and Tactics Team;
NOW THEREFORE, pursuant to the above considerations and the covenants and mutual
benefits contained in this Agreement, the parties agree as follows:
1. Purpose. The parties recognize that certain criminal acts or threats are more effectively
dealt with by a specially trained tactical team than standard police operations, and that in
such situations the use of law enforcement officers to perform law enforcement duties
and the use of law enforcement equipment and supplies outside the territory of the local
government where the officers are legally employed may be desirable and necessary. The
objectives of this Agreement are:
a. the more effective and efficient use of law enforcement resources and services in
responding to law enforcement intervention situations;
b. an enhanced degree of cooperation between the Ithaca Police Department (“IPD”)
and the Sheriff’s Office;
c. the maintenance of a joint Special Weapons and Tactics Team (“SWAT Team”)
composed of resources from and available to the Sheriff’s Office and IPD;
d. the development and use of training exercises or programs where skills,
knowledge, procedures, and expertise are shared by the parties;
e. the adoption of rules and regulations providing for a single team commander and
team leaders, a single set of standard operational procedures, training records
maintenance, and the fiscal responsibilities of each agency; and
f. the elimination of the need to follow the formal procedure set forth in GML
Section 209-m as applied to requests for assistance from the other party in the
form of personnel and/or equipment as part of SWAT Team activation.
2. Authorization. Intergovernmental SWAT Team service and assistance (mutual aid) may
be provided among the parties during those times of both (i) emergency and (ii) routine
law enforcement work of a non-emergency nature to fulfill a mutual aid request.
Examples of the latter situation would be pre-arranged training exercises and programs as
well as temporary assignment of law enforcement officers and/or equipment to another
law enforcement agency for training or patrol purposes where the officers and/or
equipment may be involved in police intervention situations.
3. Power and Authorization.
a. Although the City is located within the County, for purposes of this Agreement,
the City shall not be considered to be within the territorial limits of the County.
Operations by the Sheriff’s Office within the City shall be considered operations
outside the territory of the Sheriff’s Office.
3
b. Each party agrees that its law enforcement agency will supply personnel,
equipment, and other available resources to the other party as part of the SWAT
Team. The number of personnel and the amount or type of equipment to be
supplied shall be determined by each party’s chief law enforcement officer, or his
or her designee.
c. The obligation to render mutual aid is strictly voluntary in nature. When the
SWAT Team is activated, each party may hold back any personnel and equipment
as deemed appropriate in the sole discretion of its chief law enforcement officer
or his or her designee. Each party has the right to recall loaned personnel and
equipment at any time. Neither party shall incur any liability or responsibility for
the failure to respond to or recall any personnel provided in response to any
request for assistance made pursuant to this Agreement.
d. Each party authorizes its chief law enforcement officer, or his or her designee, to
pre-arrange training exercises and programs as well as temporary assignment of
officers and/or equipment to the other party for training purposes. Joint training
for all personnel participating in SWAT Team operations will be conducted on
topics and at times and places mutually agreed upon between the parties. IPD will
maintain all SWAT Team-related training records.
4. Command Structure.
a. During incidents occurring within the City, the Incident Commander will be a
member of IPD, and during incidents occurring within the County but outside the
City, the Incident Commander will be a member of the Sheriff’s Office. The
Incident Commander shall be in command of the operation(s) under which the
SWAT team is activated, and the SWAT Team Commander shall report to the
Incident Commander. SWAT Team members will report to the SWAT Team
Commander during incidents and training events.
b. The parties’ chief law enforcement officers, or their designees, shall select a
SWAT Team Commander by mutual agreement, and after consulting with the
SWAT Team Commander, other team leaders and operators as needed.
5. Compensation, Expenses, and Liability.
a. Except as otherwise provided in this Section 5, each party expressly waives all
claims of whatever type or nature against the other and its personnel that may
arise out of the performance of this Agreement.
b. The party receiving aid pursuant to this Agreement shall defend, indemnify, and
hold the assisting party harmless from any and all claims, costs, losses, damages,
and judgments (including but not limited to reasonable attorney’s fees) against the
assisting party arising from the negligence or wrongful acts of the party receiving
aid, its officers, and its personnel. Each party shall notify the other of any claims
or lawsuits received arising out of SWAT Team operations.
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c. The parties agree that GML Section 209-m(5) applies to the assistance provided
pursuant to this agreement.
d. All individuals shall retain all of their pension, disability, contractual, and
compensation rights while performing duties in accordance with this agreement.
e. To the extent permitted by law, including but not limited to GML Sections 119-n,
119-o, and 209-m, all the powers (including the power of arrest), duties, rights,
privileges, and immunities from liability which apply to the activities of the
parties and the members of the SWAT Team when performing their functions
within their respective territorial limits shall apply to the activities of the SWAT
Team, team members, and other police officers or employees while furnishing
tactical assistance outside their territorial limits under the terms of this Agreement
unless otherwise provided by law or this agreement.
6. Rules and Regulations. The parties’ chief law enforcement officers shall establish
uniform rules and regulations for the operation of the SWAT Team as necessary and
appropriate to implement this agreement. Vehicles, firearms, equipment, and apparatus
furnished in or for mutual aid shall be operated by personnel trained in the proper use of
same.
7. Cooperation.
a. In the event a SWAT Team activation results in an officer-involved shooting,
accidental injury, or other event or results requiring investigation or review, both
parties will cooperate and consult with each other in the conduct of such
investigation or review. Each local government and each law enforcement agency
will make available to the other any information or resources necessary to conduct
such investigation or review.
b. The Police Chief and the Sheriff will fully communicate, consult, and cooperate
with each other to insure that a thorough, efficient and effective investigation or
review is conducted and that unnecessary duplication is avoided. The results of
such investigation shall be shared with each local government.
c. Each party shall have access to the incident reports created by the other party
related to incidents responded to under this Agreement.
8. Effective Date and Termination.
a. This Agreement shall not be effective until approved by a majority vote of the
governing board of each body, and shall continue through December 31, 2016.
b. This agreement may be terminated on notice by either party at any time.
Obligations previously incurred are not extinguished by the termination of the
Agreement.
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9. Miscellaneous.
a. This agreement constitutes the entire agreement between the parties and cannot be
modified or amended except by written agreement of the parties.
b. Each party agrees to use best efforts to obtain and maintain certification from the
SWAT Team Certification Program administered by the State of New York
Municipal Police Training Council.
c. Any media release or press conference regarding a SWAT Team activation will, if
practicable, be coordinated in advance between the Police Chief and the Sheriff.
The parties agree that media releases or press conferences will generally be
initiated by the agency in whose territory the subject matter at hand occurred.
d. This agreement shall not be construed or deemed to be an agreement for the
benefit for any third party or parties. No third party or parties shall have any right
of action under this agreement for any cause whatsoever.
e. The laws of the State of New York shall govern this agreement. The parties agree
to comply with all applicable federal, state, and local laws, rules, and regulations
in connection with the performance of this Agreement.
f. This agreement may be executed in any number of counterparts, each of which
shall be deemed an original.
g. For the purposes of this agreement, when involved in routine law enforcement
work of a non-emergency nature, temporary assignments and training exercises,
the law enforcement agency from which the equipment is assigned, or which is
providing the training, or which is sponsoring the training exercise shall be
deemed the assisting local government.
IN WITNESS WHEREOF, the parties hereto have placed their hands and seals.
County of Tompkins City of Ithaca
By: ________________________ By: ___________________________
Joe Mareane, County Administrator Svante L. Myrick, Mayor
By: ________________________ By: ___________________________
Kenneth Lansing, Sheriff John R. Barber, Chief of Police