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HomeMy WebLinkAbout01-02-13 Common Council Meeting AgendaOFFICIAL NOTICE OF MEETING A Regular meeting of the Common Council will be held on Wednesday, January 2, 2013, at 6:00 p.m. in the Common Council Chambers at City Hall, 108 East Green Street, Ithaca, New York. Your attendance is requested. AGENDA 1. PLEDGE OF ALLEGIANCE: 2. ADDITIONS TO OR DELETIONS FROM THE AGENDA: 3. PROCLAMATIONS/AWARDS: 4. SPECIAL ORDER OF BUSINESS: 4.1 Appointment of Acting Mayor and Alternate Acting Mayor – Oath of Office 4.2 Appointment of Marriage Officers – Resolution 5. SPECIAL PRESENTATIONS BEFORE COUNCIL: 6. PETITIONS AND HEARINGS OF PERSONS BEFORE COUNCIL: 7. PRIVILEGE OF THE FLOOR – COMMON COUNCIL AND THE MAYOR: 8. CONSENT AGENDA ITEMS: City Administration Committee: 8.1 Finance/Controller - Designation of Official Newspaper - Resolution 8.2 Finance/Controller - Collateral to Secure Deposits - Resolution 8.3 Finance/Controller - Public Employee's Blanket Bond - Resolution 8.4 Finance/Controller - Designation of Common Council Meetings - Resolution 8.5 Finance/Controller - Designation of Official Depositories - Resolution 8.6 Common Council - Approval of 2013 Travel Policy - Resolution 8.7 Finance/Controller’s Office - Request Authorization to Cover Red Accounts – Resolution 9. PLANNING AND ECONOMIC DEVELOPMENT COMMITTEE: No items were submitted for the agenda 10. GOVERNMENT PERFORMANCE AND ACCOUNTABILITY COMMITTEE: 10.1 Amendment to Personnel Roster – Department of Planning, Building and Development – Resolution 10.2 Update on last meeting from Committee Chair Mohlenhoff Common Council Agenda January 2, 2013 – Page 2 11. CITY ADMINISTRATION COMMITTEE: 11.1 City Clerk’s Office - Request to Amend Personnel Roster - Resolution 11.2 City Clerk’s Office - Request to Amend 2013 Budget - Resolution 11.3 Department of Public Works - Request to Approve Urban and Community Forestry Grant Application – Round II - Resolution 11.4 Department of Public Works - Water and Sewer – Request to Amend 2012 Authorized Budget for New York State Grant - Resolution 11.5 Finance/Controller’s Office - Request Funds for Equipment Replacement – Resolution 11.6 City Controller’s Report 12. REPORTS OF SPECIAL COMMITTEES: 13. NEW BUSINESS: 14. INDIVIDUAL MEMBER – FILED RESOLUTIONS: 15. MAYOR’S APPOINTMENTS: 15.1 Appointment to Tompkins County Council of Governments (TCCOG) - Resolution 15.2 Appointment of City Representative to the Business Improvement District/Downtown Ithaca Alliance Board – Resolution 15.3 Appointment to Policy Oversight Committee of the Housing Fund – Resolution 15.4 Appointment to Tompkins County Health Consortium - Resolution 15.5 Appointment of Common Council Members on Department Head Search Committees 15.6 Appointment of City Representative to the Cayuga Lake Watershed Intermunicipal Organization – Resolution 16. REPORTS OF COMMON COUNCIL LIAISONS: 17. REPORT OF CITY CLERK: 18. REPORT OF CITY ATTORNEY: 19. MINUTES FROM PREVIOUS MEETINGS: 19.1 Approval of the December 5, 2012 Common Council Meeting Minutes – Resolution 20. ADJOURNMENT: 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 Clerk at 274-6570 at least 48 hours before the meeting. ______________________________ Julie Conley Holcomb, CMC City Clerk Date: December 27, 2012 4. SPECIAL ORDER OF BUSINESS: 4.1 Appointment of Acting Mayor and Alternate Acting Mayor – Oath of Office 4.2 Appointment of Marriage Officers – Resolution RESOLVED, That the following Alderpersons be designated as Marriage Officers for the year 2013: 8. CONSENT AGENDA ITEMS: City Administration Committee: 8.1 Finance/Controller - Designation of Official Newspaper - Resolution RESOLVED, That, pursuant to Section C-113 of the City Charter, the Ithaca Journal be and is hereby designated as the official newspaper of the City of Ithaca for the year 2013. 8.2 Finance/Controller - Collateral to Secure Deposits - Resolution RESOLVED, That the collateral deposited by the Tompkins Trust Company, JP Morgan Chase and M & T Bank as reported, be approved as to form and sufficiency. 8.3 Finance/Controller - Public Employee's Blanket Bond - Resolution RESOLVED, That pursuant to Section 11 of the Public Officers Law, the following Bond, which is on file in the Office of the City Clerk, be, and is hereby approved in all respects for the year 2013. Faithful Performance Blanket Bond Coverage National Grange Mutual Insurance Co. $250,000 8.4 Finance/Controller - Designation of Common Council Meetings - Resolution RESOLVED, That the regular meetings of the Common Council, for the year 2013, be held at 6:00 P.M., on the first Wednesday of each month, in the Common Council Chambers, at City Hall, 108 East Green Street, Ithaca, New York, unless otherwise determined by Common Council. 8.5 Finance/Controller - Designation of Official Depositories - Resolution RESOLVED, That pursuant to Section C-34 of the City Charter, the Tompkins Trust Company, the Fleet Bank, the JP Morgan Chase Bank and the M & T Bank be, and they are, hereby designated as the official depositories of all City Funds for the year 2013. 8.6 Common Council - Approval of 2013 Travel Policy - Resolution WHEREAS, there is to be held during the coming official year a) the New York State Conference of Mayors Annual Meeting and Training School; b) the New York State Conference of Mayors and Fall Training School for Fiscal Officers and Municipal Clerks, and other national and regional conferences as applicable, and WHEREAS, it is determined by the Mayor and Common Council that attendance by certain municipal officials and City employees at one or more of these meetings, conferences or schools benefits the municipality; now, therefore, be it RESOLVED, That Common Council, the Mayor and City employees are hereby authorized to attend said conferences or other applicable training events during 2013, and be it further RESOLVED, That the cost for all events must be derived from existing 2013 Departmental Budgets with appropriate approvals obtained as applicable, and be it further RESOLVED, That this resolution shall take effect immediately. 8.7 Finance/Controller’s Office - Request Authorization to Cover Red Accounts - Resolution RESOLVED, That the City Controller be empowered to make transfers within the 2013 Budget appropriations, as needed, for the remainder of the 2013 Fiscal Year. 10. GOVERNMENT PERFORMANCE AND ACCOUNTABILITY COMMITTEE: 10.1 Amendment to Personnel Roster – Department of Planning, Building and Development - Resolution WHEREAS, the Building Department will be incorporated into the Department of Planning and Development on January 1, 2013, thereby creating the Department of Planning, Building and Development, and WHEREAS, the merger of the two departments will result in staffing changes at the managerial level, and WHEREAS, the Civil Service Commission classified the position of Director of Zoning Administration and adopted the job description for the position at their December 12, 2012 meeting, now, therefore be it RESOLVED, That the Personnel Roster of the Department of Planning, Building and Development shall be amended as follows effective retroactive to January 1, 2013: Add: One (1) Director of Zoning Administration (40 hours) and be it further RESOLVED, That the position of Director of Zoning Administration shall be assigned to the Managerial Compensation Plan at salary grade 4, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees’ Retirement System, the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week). 11. CITY ADMINISTRATION COMMITTEE: 11.1 City Clerk’s Office - Request to Amend Personnel Roster - Resolution WHEREAS, the 2013 Budget adopted by Common Council on November 7, 2012, transferred two employees from the Department of Information Technology to the City Clerk’s Office to work on public information initiatives and electronic communication technologies, and WHEREAS, the Civil Service Commission has approved the New Position Duty Statements for the new positions in the City Clerk’s Office and Department of Information Technology; now, therefore be it RESOLVED, That effective to January 1, 2013, Common Council hereby amends the Personnel Roster for the City Clerk’s Office and Department of Information Technology as follows: City Clerk’s Office: Add: One (1) Manager of Electronic Communications (40 hours) Add: One (1) Executive Assistant (40 hours) Department of Information Technology: Delete: One (1) Manager of Electronic Communications (40 hours) Delete: One (1) Executive Assistant (40 hours) 11.2 City Clerk’s Office - Request to Amend 2013 Budget - Resolution WHEREAS, the 2013 City of Ithaca Budget adopted by Common Council on November 7, 2012, transferred two employees from the Department of Information Technology to the City Clerk’s Office to work on public information initiatives and electronic communication technologies, and WHEREAS, Common Council has approved the new personnel roster for the City Clerk’s Office, and WHEREAS, the 2013 budget needs to be amended to reflect the transfer of certain duties and functions from the Department of Information Technology to the City Clerk’s Office; now, therefore be it RESOLVED, That Common Council hereby amends the 2013 Authorized Budget to account for said transfer of duties as follows: -Transfer $500 from Account A1320 -5405 (Telephone) to Account A1316-5405 (Telephone) to cover Manager of Electronic Communications cell & mobile device needs - Transfer $6,600 from Account A1320-5435 (Contractual Services) to Account A1316-5435 (Contractual Services) to cover E-Gov Services licenses and maintenance costs - Transfer $1,500 from Account A1320-5440 (Staff Development) to Account A1316-5440 (Staff Development) to cover training costs for Manager of Communications and the Executive Assistant 11.3 Department of Public Works - Request to Approve Urban and Community Forestry Grant Application – Round II - Resolution WHEREAS, the City of Ithaca is currently a "Tree City USA," and has been so designated for 24 consecutive years, largely due largely to its progressive urban forestry program, and WHEREAS, the East Hill and South Hill neighborhoods of the city have seen a prevalence of vandalism in the form of young, newly planted trees being pulled from the ground or snapped at the base of their trunk, resulting in the repeated loss of newly planted trees, 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 said trees in the two sections of the City and purchasing locally manufactured tree guards that can help protect these trees as they grow, and WHEREAS, the total costs for this project has been estimated by the Forester at nearly $22,000, now, therefore be it RESOLVED, That the City Forester of the City of Ithaca is hereby authorized to file an application for the 2011-2012 Urban and Community Forestry Grant Round II, Contract # T304808, for 50% matching funds in an amount not to exceed $10,750, 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. 11.4 Department of Public Works - Water and Sewer – Request to Amend 2012 Authorized Budget for New York State Grant - Resolution WHEREAS, the City of Ithaca has been notified it has received a $25,000 grant from the New York State Department of Environmental Conservation for invasive species outreach, and WHEREAS, the grant will allow for public outreach and education of the Hydrilla eradication, and WHEREAS, the $25,000 in funds will be expended from the water fund with contracts to Cayuga Lake Watershed Network, the Tompkins County office of Cornell Cooperative Extension, and the Cayuga Lake Floating Classroom; now, therefore, be it RESOLVED, That Common Council hereby amends the 2012 authorized Water Fund Budget for the purpose of accounting for said New York State Department of Environmental Conservation grant as follows: Increase Revenue Account: F8321-3910 State Aid $25,000 Increase Appropriations Account: F8321-5430 Water Shed Fees $25,000 11.5 Finance/Controller’s Office - Request Funds for Equipment Replacement - Resolution WHEREAS, The first- floor City Hall copier is in need of replacement as it’s going on nearly 12 twelve years old and parts are becoming harder to find, and WHEREAS, we were hoping to push the copier for one more year, but New York State Energy Research and Development Authority (NYSERDA) is now offering a rebate program including copier and scanners, paying a 75% rebate on new equipment (base units only), and WHEREAS, we can now replace the first- floor copier for a net cost of $3,500 through the NYSERDA program, which is much less than originally estimated, and WHEREAS, the Clerk’s Office is in need of a new scanner to improve scanner capabilities for document storage, and WHEREAS, under the NYSERDA Rebate Program, the net cost of a new scanner will be $900, and WHEREAS, the second floor City Hall departments would also like to take advantage of the current rebate program by purchasing a copier at the net cost of $4,800; now, therefore be it RESOLVED, That Common Council hereby transfers an amount not to exceed $9,200 from the 2012 Unrestricted Contingency account A1990 to Account A1315-5225 $3,500, A1316-5225 $900, and Account A1440-5225 $4,800 for the purpose of purchasing a new copier for City Hall first- floor mail room, a new scanner for the Clerk’s Office, and a new copier for the second floor of City Hall. 15. MAYOR’S APPOINTMENTS: 15.1 Appointment to Tompkins County Council of Governments (TCCOG) - Resolution WHEREAS, the Tompkins County Intermunicipal Steering Committee has been meeting to discuss ways the local governments could work together to reduce costs to the residents; and WHEREAS, the Committee has learned that other Counties have created a Council of Governments made up of local government officials; and WHEREAS, the Tompkins County Council of Governments is intended to be an association of local governments organized to provide a forum for discussion, study, and negotiation leading to agreements for more efficient, improved, or more cost effective delivery of government services; and WHEREAS, the City of Ithaca desires to be a member of the Tompkins County Council of Governments; now, therefore, be it RESOLVED, That Mayor Svante L. Myrick is hereby approved as the voting member for the City of Ithaca of the Tompkins County Council of Governments; and be it further RESOLVED, That Alderperson J.R. Clairborne is appointed as the alternate voting member. 15.2 Appointment of City Representative to the Business Improvement District/Downtown Ithaca Alliance Board – Resolution RESOLVED, That Alderperson Joseph Murtagh be reappointed to the Business Improvement District/Downtown Ithaca Alliance Board with a term to expire December 31, 2013. 16.1 Appointments to the Policy Oversight Committee for Tompkins County and Cornell University Joint Housing Affordability Program: RESOLVED, That Alderperson Proulx be appointed to the Policy Oversight Committee for Tompkins County and Cornell University Joint Housing Affordability Program, and be it further RESOLVED, That Eric Rosario be appointed as the alternate member on behalf of the City of Ithaca. 15.4 Resolution to Appoint a Director and Alternate to the Board of Directors of the Greater Tompkins County Health Insurance Consortium WHEREAS, in 2007, the County, on behalf of Tompkins County Council of Governments, accepted an incentive grant award under the New York State Shared Municipal Services Program, and WHEREAS, the grant assisted the municipalities in Tompkins County to create a local health- insurance consortium with the intent to provide a net savings to the taxpayers of Tompkins County, and WHEREAS, the City of Ithaca joined the Greater Tompkins County Health Insurance Consortium via resolution dated July 1, 2009, and WHEREAS, the resolution includes the provision for this municipality to enter into an inter-municipal agreement that outlines duties of the Board of Directors, which is charged with the operation of the consortium, and WHEREAS, each participating municipality must appoint a Director to the Board of Directors who can vote on behalf of the municipality, now therefore be it RESOLVED, That the Common Council of the City of Ithaca hereby appoints Mayor Svante L. Myrick serve as this municipality’s voting Director of the Board of Directors, and appoints City Controller Steven Thayer to serve as an alternate who can vote in the absence of the Director. 15.5 Appointment of Common Council Members on Department Head Search Committees 15.6 Appointment of City Representative to the Cayuga Lake Watershed Intermunicipal Organization – Resolution RESOLVED, That Roxanna Johnston, as City of Ithaca representative, be appointed to the Cayuga Lake Watershed Intermunicipal Organization.