HomeMy WebLinkAbout06-15-16 City Administration Committee 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: June 15, 2016
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 April 2016 Minutes
1.3 Statements from the Public No
1.4 Statements from Employees No
1.5 Council Response No
2.Yes 5 Min
Scott Andrew, Deputy Controller
Consent Agenda Items
2.1 IPD – Amendment to 2016 Budget
2.2 Request for Permanent Easement for Ari Lavine, City Attorney
Stewart Ave Proposed Encroachment
2.3 Installation of Friends of Ithaca Youth Bureau – Liz Vance, YB Director
Donor Wall
3. City Administration, Human Resources, and Policy
4. Finance, Budget, and Appropriations
4.1 YB – Amendment to 2016 Budget Yes Liz Vance, YB Director 5 Min
4.2 IFD – Amendment to 2016 Budget – CP 821 Yes Chief Tom Parsons, IFD 10 Min
4.3 DPW – IAWWTF – Request to Establish Yes Erik Whitney, Asst. Supt. for W&S 10 Min
CP 421J for Microgrid Electric Power Feasibility
5. Committees Working Group No Deb Mohlenhoff 5 Min
6. Budget Process
6.1 Discussion of Finalized Meeting Schedule All 10 Min
7. Meeting Wrap-up All 5 Min
7.1 Announcements No
7.2 Next Meeting Date: July 20, 2016
7.3 Review Agenda Items for Next Meeting No
7.4 Adjourn Yes
(7:05 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. Consent Items
.1 IPD – Amendment to 2016 Budget
WHEREAS, the City of Ithaca Police Department (IPD) is hosting a NYS Department of Criminal
Justice Services SWAT Operator Course at IPD facilities this month (June), and
WHEREAS, the fees collected for this training will be $5,400 and these fees will be used to offset the
cost of instructors for this training, and
WHEREAS, as a benefit of hosting this training, IPD SWAT personnel will be taking the training at no
cost to the City; now, therefore be it
RESOLVED: The Common Council approves the amendment of the 2016 City of Ithaca Budget to
accommodate the increase of revenues to be collected and the related increase in training expenses as
follows:
Increase Revenue:
A3120-1520-5022 Police Fees $5,400
Increase Expenditures:
A3120-5440-5022 Staff Development $5,400
Budget Adjust
https://mail.cityofithaca.org/...AAJfLJAACX4A2DetppRpvnL%2fETKBsHAABwcXGJAAAJ&a=Print&pspid=_1465322217245_546423476[6/7/2016 1:59:23 PM]
Budget Adjust
Jacob Young
Sent:Thursday, May 19, 2016 1:37 PMTo:Scott AndrewCc:Jamie Ramirez
Hi Scott,
As we discussed earlier today on the phone, we are running a NYS DCJS SWAT Operator Course at our facility in June of this
year. We will be bringing in just over $5000 in registration costs, but will be paying those funds back out to Instructors that we will
be bringing in for the course. If we could get the budget adjusted so that our income can pay off the cost for instructors that would
be great. Jamie Ramirez already has some of the payments made for the course. Here is the breakdown:
Income From the Course (Registration Fees: 9 @ $600 Each) = $5400
Sub-Contracting Instructional Payments To Be Made after Course: 1.) Fundamentals 4: $4500
2.) Medicine in Bad Places: $900
Please let me know if you need anything further to set this up. Thank you again for all your help! -Jake
Jacob A. Young
Lieutenant - B Plat oon
Patr ol Division
Ithaca Police Departme nt
120 E. Clinton St.
Ithaca , NY 14850
Cell: 607-279-7930
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.2 Consent Items
.2 Request for Permanent Easement for 400-404 Stewart Ave Proposed Encroachment
WHEREAS, Jason Demarest, as representative for the owner of 400-404 Stewart Ave in the City of
Ithaca (Tax Map Parcel No. 63-1-6, MSW Management, LLC owner of record), hereinafter referred to
as “Applicant”, has requested a permanent easement from the City into the adjacent Stewart Ave and
Osmun Place rights-of-way; and
WHEREAS, Applicant requests an easement to permit the following encroachment into the City’s right
of way:
An encroachment for installation of footers and awnings extending into City-owned
subsurface and airspace from the building located on 400-404 Stewart Ave no more than
two feet as follows: to the south and running parallel to the building face and Osmun
Place for 51 feet and to the east running parallel to the building face and Stewart Avenue
for 64.50 feet, and as depicted in the drawing attached and included by reference as
Exhibit A.
WHEREAS, City Code Section 170-5 vests Common Council with the authority to convey a permanent
easement across City property; and
WHEREAS, it appears that the proposed encroachment into City property will not interfere with the
right of way as currently constituted; and
WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public works
uses or needs and the Board of Public Works by resolution recommended that Common Council
authorize granting this easement under the terms described in this resolution; now therefore be it
RESOLVED, That the fee for this permanent easement shall be $18,666.77, based on the Pomeroy
appraisal value of $833.47 for one year of use at the current appraisal rate in Collegetown of $2.87 per
square foot, calculated out for a thirty year depreciation period and 2% rate of inflation; and
RESOLVED, That the Mayor, in consultation with the City Attorney, and upon payment of the fee set
forth in this resolution, is hereby authorized to execute all necessary documents to grant the easement
requested by Applicant and described above.
"An Equal Opportunity Employer with a commitment to workforce diversification."
M E M O R A N D U M
To: City Administration Committee
From: City Attorney’s Office
Date: June 1, 2016
Subject: Request for permanent easement into Stewart Ave and Osmun Place rights of way
________________________________________________________________________
The owner of the property located at 400-404 Stewart Avenue, has requested a permanent
easement into the City’s right of way to accommodate the installation and placement of footers
and awnings.
Attached as Exhibit A to the proposed resolution, you will find a depiction of the proposed
encroachments.
Public Works staff and the Board of Public Works have concluded that this proposal would not
impede the City’s use or planned use of its right of way.
The fee proposed in this resolution, $18,666.77, is based on the Pomeroy appraisal values for
Collegetown square footage, which the City uses to assess annual license fees. In collaboration
with the Office of the City Controller, we estimated a future value of license payments calculated
out for 30 years, the standard depreciation period used by the City for buildings under State
Finance Law. To factor in the yearly adjustments the City makes for consumer price index
increases on a yearly license fee, we assumed a two percent rate of inflation.
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
OFFICE OF THE CITY ATTORNEY
Aaron O. Lavine, City Attorney Telephone: 607/274-6504
Robert A. Sarachan, Assistant City Attorney Fax: 607/274-6507
Krin Flaherty, Assistant City Attorney
Jody Andrew, Executive Assistant
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2. Consent
.3 Installation of Friends of Ithaca Youth Bureau Donor Wall
WHEREAS, the City is currently proceeding with Phase II, Year 1 of 2 of the Cass Park Ice Rink
Renovations project; and
WHEREAS, Phase II, Year 2 of the project contemplates enclosure of the Cass Park Arena and
improvements for the conditioned air system, ventilation, and spectator and skater areas; however, at
this time, the City has not appropriated funding for Year 2 project goals; and
WHEREAS, in support of the Phase II, Year 2 plans, Friends of the Ithaca Youth Bureau has offered to
fundraise and donate towards this project; and
WHEREAS, Friends of Ithaca Youth Bureau has recommended that the Youth Bureau create wall space
no larger than 8 feet by 12 feet within the renovated Cass Park Ice Rink to display the names of donors
for a term of twenty years, and the Youth Bureau and Board of Public Works is supportive of the
proposal; and
WHEREAS, General City Law §20(3) empowers the City to accept gift, grants, or donations upon terms
and conditions between the donor and City; now therefore be it
RESOLVED, The Common Council authorizes the City to accept donations from the Friends of Ithaca
Youth Bureau conditioned on recognition of donors to this project on a donor wall as described above;
and
RESOLVED, The Common Council authorizes the City’s placement of a donors wall no larger than 8
feet by 12 feet within the renovated Cass Park Ice Rink to display the names of donors for a term of
twenty years.
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4. Finance, Budget, and Appropriations
.1 YB - Request to Amend 2016 Youth Bureau Budget - YES
WHEREAS, the Ithaca Youth Bureau has applied for funding through the Tompkins County Workforce
Investment Board and will be receiving $152,247.86 in new funding for the Tompkins Summer Youth
Employment Program, and
WHEREAS, the goal of this program is to provide short-term subsidized internships for low-income
eligible teens needing assistance in securing employment; now, therefore, be it
RESOLVED, That Common Council hereby amends the 2016 Youth Bureau budget contingent upon
confirmation of funding as follows:
Increase revenue:
7310-4820-1200 Youth Development Administration $3,000.00
7310-4820-1202 Youth Employment Service $144,903.36
7310-4820-1400 Administration $4,344.50
Total $152,247.86
Increase expenses:
7310-5460-1200 Staff Development $2,000.00
7310-5460-1200 Program Supplies $1,000.00
7310-5120-1202 Part time/Seasonal $121,035.76
7310-5425-1202 Office Supplies $2,531.35
7310-5445-1202 Travel & Mileage $1,000.00
7310-5460-1202 Program Supplies $4,400.00
7310-5420-1400 Gas & Oil $500.00
7310-5425-1400 Office Expense $3,000.00
7310-5476-1401 Equipment Maintenance $844.50
7310-9030 Fica/Medicare $9,260.00
7310-9040 Workers Comp $6,676.25
Total $152,247.86
“An Equal Opportunity Employer with a commitment to workforce diversification.”
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: Suki Tabor, Deputy Director
Liz Vance, Director
Re: Youth Bureau Budget Amendment
Date: June 8, 2016
We have been advised, by the Tompkins County Workforce Investment Board that we will receive
$152,247.86 in funding for Tompkins Summer Youth Employment Program. Although we are awaiting final
confirmation, we are pleased that we may be able to offer summer employment to additional teens this
summer.
We would like to amend the 2016 Youth Bureau budget, contingent upon confirmation of funding, as
follows:
Increase anticipated revenue from Tompkins County Workforce Investment Board
Account # A7310-4820-1200 Youth Development Administration $3,000.00
Account # A7310-4820-1202 Youth Employment Service $144,903.36
Account # A7310-4820-1400 Administration $4,344.50
Total $152,247.86
Increase expenses:
Account # A 7310-5440-1200 Staff Development $2,000.00
Account # A 7310-5460-1200 Program Supplies $1,000.00
Account # A 7310-5120-1202 Part time/Seasonal $121,035.76
Account # A 7310-5425-1202 Office Supplies $2,531.35
Account # A 7310-5445-1202 Travel & Mileage $1,000.00
Account # A 7310-5460-1202 Program Supplies $4,400.00
Account # A 7310-5420-1400 Gas & Oil $500.00
Account # A 7310-5425-1400 Office Expense $3,000.00
Account # A 7310-5476-1401 Equipment Maintenance $844.50
YES Fringe Benefits Participants $101,250.00 x 12.65% $12,808.12
Other PTS (Staff) $19,785.76 x 15.81% $3,128.13
Total $152,247.86
Thank you.
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4. Finance, Budget, and Appropriations
.2 IFD - Amendment to 2016 Budget – CP #821
WHEREAS, the Common Council authorized Capital Project #821 for the fiscal year 2016, in the
amount of $455,000, to replace the truck chassis and refurbish the body of the Fire Department’s Heavy
Rescue Truck, which was purchased new in 1990; and
WHEREAS, the City’s Fleet Manager has determined that a Pumper Truck that was purchased in 2000,
needs the vehicle’s frame replaced due to deformity and severe corrosion, and
WHEREAS, the Manufacturer of the Pumper Truck has estimated the cost of the frame replacement to
be at least $49,000, and
WHEREAS, the replacement of the Pumper Truck is scheduled to be in 2020, and
WHEREAS, the Fire Chief and the City’s Fleet Manager recommend postponing the Heavy Rescue
Chassis Replacement and Refurbishment and purchase a replacement Pumper Truck at a cost of
$555,000; now therefore be it
RESOLVED, That Common Council approves the amendment of Capital Project #821 to increase the
project funding by $100,000 for the purchase of a new Pumper Truck, and be it further
RESOLVED, That funds needed for said new Pumper Truck shall be derived from the issuance of
Serial Bonds.
Page 1 of 2
Memo
To: Common Council
From: Tom Parsons, Fire Chief
Date: May 27, 2016
Re: Amendment of Capital Project #821
On June 12th, 2015, I submitted a Capital Project request to the Capital Project Review Committee for the
replacement of the truck chassis and to refurbish the body of the fire department’s heavy rescue truck.
The chassis and body were purchased new as one unit in 1990. The cost of the project was not to
exceed $455,000. Common Council approved the project for FY 2016.
Within my capital project proposal, I also indicated that between the years 2017 and 2021, there would be
four capital project requests to replace two 20-year-old pumper trucks, one 20-year-old ladder truck, and
refurbishing one 16-year-old pumper truck. The estimated cost for all four projects was over 2.5 million
dollars.
During some recent maintenance and repairs of one of your 16-year-old pumper trucks, the City’s DPW
Mechanics found significant deformity and corrosion of the vehicle’s frame. The frame is in such poor
condition that it will fail before the vehicle is due for replacement, with the very possibility of failure within
the next year. The pumper truck was purchased new in 2000. The frames of two other pumper trucks
purchased in 2000 and 2001 were also inspected. Those trucks have chassis by the same manufacturer.
They were also found with frame corrosion, and with some deformity. The chassis manufacturer
estimates the cost of the frame replacement for one truck to be at least $49,000. The truck would be out
of service for several months while the truck is disassembled and reassembled.
After discussions with Brian Carmen, City Fleet Manager, and a local truck repair center, it is the
collective opinion that it is impractical to invest any significant amount of money to refurbish any of the
three trucks if it involved the replacement of the frame. All three pumper trucks have over 72,000 miles.
Due to their age, the maintenance costs for all three vehicles has been increasing over the past five
years. All three trucks are on a twenty-year replacement schedule. The expected useful service life of a
pumper truck used in a municipal fire department is between 15 and 20 years.
Fire Department – Capital Project 821 May 27th, 2016
Page 2 of 2
Since the issue with the frame of the pumper trucks was identified, I have had an independent fire truck
service center provide an assessment of the Heavy Rescue Truck, and estimate the cost of refurbishing
the truck, without replacing the truck chassis. The goal of restoring the truck is to extend it is useful
service time for another ten years. The cost to refurbish the heavy rescue truck was estimated at
$75,000. If the chassis were replaced, the expected useful service time would be for at least 20 years.
After analysis of the current situation with the department’s older pumper trucks, I am requesting that
Capital Project 821 be amended to replace a 16-year-old pumper truck, instead of the chassis
replacement and body refurbishment of the department’s heavy rescue truck. I am also requesting that
Capital Project 821 be increased by $100,000, for a total amount of $555,000 to fund the pump truck’s
replacement.
The refurbishment of the heavy rescue truck will be partially funded out of the 2016 Fire Department
Operating Budget, and with additional funding that I will be requesting in the 2017 Fire Department
Operating Budget.
Thank you for consideration of my request.
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4. Finance, Budget, and Appropriations
.3 DPW – IAWWTF – Request to Establish Capital Project for Microgrid Feasibility Study
WHEREAS, the staff of the Ithaca Area Wastewater Treatment Facility (IAWWTF) applied for and
received a New York State Energy Research and Development Authority (NYSERDA) Grant for
$100,000, and
WHEREAS, NYSERDA, in conjunction with the New York State Governor’s Office of Storm
Recovery, offered the grant as part of the three-stage NY Prize Community Grid Competition to support
the development of Community Microgrids, with the objective of the program to promote the design and
build of community grids that improve local electrical distribution system performance and resiliency in
both a normal operating environment as well as during times of electrical grid outages, and
WHEREAS, the NYSERDA $100,000 grant for Stage 1 includes Feasibility Assessment of the
Development of the Microgrid Capabilities and Analysis, and
WHEREAS, if the Microgrid Feasibility Study deems the Microgrid Project viable, other stages of the
grant competition will be applied for, and
WHEREAS, a Capital Project will need to be established to account for the NYSERDA NY Prize
Microgrid Program Stage 1 revenue and expense; now, therefore be it
RESOLVED, That Common Council hereby establishes Capital Project #421J IAWWTF Microgrid for
Electrical Power Feasibility in the amount not to exceed $100,000, and be it further
RESOLVED, That funds needed for said Capital Project shall be derived from NYSERDA and the NY
Prize Community Grid Competition Grant.