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HomeMy WebLinkAboutMN-CA-2016-07-20CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. July 20, 2016 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Fleming, Gearhart, McGonigal, Smith Mayor: Myrick OTHERS PRESENT: City Clerk – Holcomb City Attorney – Lavine Superintendent of Public Works – Thorne HR Director – Michell-Nunn Controller - Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review. None. 1.2 Review/Approval of Minutes: Alderperson Smith made a motion to approve the minutes from the June 15, 2016meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 1.3 Statements from the Public Holly Gump, Ithaca resident, spoke about members of the Ithaca community that enjoy going to Six Mile Creek to explore, to learn about the ecosystem and to get into the water. She asked the Committee to not ban the public from enjoying this natural area. Dee Adams, Ithaca resident, spoke in favor of the public being able to access or use the Six Mile Creek to enjoy its beauty and to explore. She, too, asked the Committee to continue to allow the public to use this natural area. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Consent Agenda 2.1 DPW – Amendment to 2016 Budget Moved by Alderperson Smith. Seconded by Alderperson Fleming. City Administration Committee Meeting July 20, 2016 Page 2 WHEREAS, the City of Ithaca is collaborating with the Town of Ithaca and Tompkins County in a one-year pilot program to increase the number of Natural Area Rangers for the Six Mile Creek Natural Area; and WHEREAS, the Town of Ithaca and Tompkins County have each agreed to contribute $7,500 to match the City’s budget of $15,000 for this program; and WHEREAS,City staff has agreed to share data with Town and County officials at the end of the 2016 season in order to determine the success of the enhanced program and to determine whether this collaboration should be continued in the future; now, therefore be it RESOLVED, That Common Council approves an amendment of the 2016 City of Ithaca Budget to accommodate the increase in revenue collected and the related seasonal employment expenses as follows: Increase Revenue: A7111-2705 Parks Gifts/Donations $15,000 Increase Expenditures: A7111-5120 Parks $15,000 A vote on the resolution resulted as follows: Passed unanimously. 3. City Administration, Human Resources, and Policy 3.1 Amendment to City Ordinance Moved by Alderperson Fleming. Seconded by Alderperson Mohlenhoff. ORDINANCE NO. 2016- BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca that the City of Ithaca Municipal Code Chapter 114 Entitled “Natural Areas” be amended to read as follows: Section 1. Chapter 114, Section 114-7 of the City of Ithaca Municipal Code entitled “Prohibited Activities” is hereby amended to read as follows: § The following activities are prohibited in all of the natural areas of the City of Ithaca, unless expressly permitted or carried out pursuant to a duly issued permit: A. Camping. B. Littering C. Amplified sound. D. Wood cutting. E. Trapping. F. Rock and ice climbing and rappelling. G. Hunting and shooting. City Administration Committee Meeting July 20, 2016 Page 3 H. Motorized vehicle riding. I. Bicycle riding. J. Plant digging. K. Flower picking. L. Consumption of alcoholic beverages. M. Fires of any kind. N. Wading, bathing, floating, jumping, swimming or otherwise entering the water of any natural area located within or owned by the City of Ithaca shall constitute Trespass. Entering the water for fishing purposes is exempt from this provision. Section 2. Severability. If any section, subsection, sentence, clause, phrase or portion of this ordinance is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portions of this ordinance. Section 3. Effective date. This ordinance shall take effect immediately and in accordance with law upon publication of notices as provided in the Ithaca City Charter. After discussion, Alderperson Fleming made a motion to amend the resolution under Section 1, letter N to read: Wading, bathing, floating, jumping, swimming or otherwise entering the water of any natural area located within or owned by the City of Ithaca shall constitute Trespass. Entering the water for fishing purposes, or wading up to one’s navel, is exempt from this provision. Seconded by Alderperson Smith. A vote on the amendment resulted as follows: Yes (4): Fleming, Gearhart, Mohlenhoff, Smith No (1): McGonigal Motion passed 4-1. After more discussion, Alderperson McGonigal made a motion to amend the resolution under Section 1, letter N to remove “wading” and to add “jumping from the cliff or rocks that are more than two (2) feet from the surface of the water is prohibited”. Seconded by Alderperson Smith. A vote on the amendment resulted as follows: Yes (2): McGonigal, Smith No (3): Fleming, Gearhart, Mohlenhoff Motion failed 2-3. A vote on the main resolution as amended resulted as follows: Yes (4): Fleming, Gearhart, Mohlenhoff, Smith No (1): McGonigal City Administration Committee Meeting July 20, 2016 Page 4 Motion passed 4-1. 3.2 Finance – Request to Amend Personnel Roster Moved by Alderperson Smith. Seconded by Alderperson Fleming. WHEREAS, the Controller’s Office has been informed that the current Accounts Payable Coordinator will retire at the end of July; and WHEREAS, the Controller’s Office will take this opportunity to upgrade the position to Administrative Coordinator, allowing for more accounting and payroll functions to occur within the office; now, therefore be it RESOLVED, That the authorized personnel roster for the Finance Department – Controller’s Office be hereby amended as follows: Add: One (1) Administrative Coordinator (40 hours/week) and be it further RESOLVED, That upon the retirement of the Accounts Payable Coordinator, the position shall be deleted from the Finance Department Roster; and be it further RESOLVED, That funding for said roster amendment shall be derived from existing funds within the Finance Department – Controller’s Office budget; and, be it further RESOLVED, That this position of Administrative Coordinator shall be designated as a confidential position pursuant to section 201.7(a) of New York State Civil Service Law and shall be assigned to the confidential employees compensation plan at salary grade 8. A vote on the resolution resulted as follows: Passed unanimously. 3.3 DPW – Amendment to Personnel Roster Moved by Alderperson McGonigal. Seconded by Alderperson Gearhart. WHEREAS, a Custodial Worker has just retired from the Streets and Facilities, Buildings and Grounds unit; and WHEREAS, the Department of Public Works has a need for a Building and Grounds Maintenance Worker to perform minor repairs as well as custodial duties; now, therefore, be it RESOLVED, That Common Council hereby amends the Department of Public Works Personnel roster as follows: Add: One (1) Building and Grounds Maintenance Worker (40 hours/week) Delete: One (1) Custodial Worker (40 hours/week) City Administration Committee Meeting July 20, 2016 Page 5 ; and be it further RESOLVED, That the funding for this change shall be derived from existing funds within the Department of Public Works budget. A vote on the resolution resulted as follows: Passed unanimously. 3.4 W&S – Amendment to Personnel Roster Moved by Alderperson Gearhart. Seconded by Alderperson Fleming. WHEREAS, The City of Ithaca Water Treatment Plant (WTP) has need of succession training overlap for the Laboratory Technician to meet the needs of the WTP with the planned retirement of the current Laboratory Technician on December 22, 2016; and WHEREAS, the City of Ithaca WTP has immediate need for succession planning overlap with a second position in the Title of Laboratory Technician; and WHEREAS, the City of Ithaca Water Treatment Plant currently has a funded and vacant 20- hour per week Financial Management Assistant position on their Personnel Roster for 2016 from which funds for this second position could be derived; and WHEREAS, the City of Ithaca Water Treatment Plant Laboratory position is currently funded for 35 hours per week and 40 hours per week is needed to meet the WTP needs; and WHEREAS, the City of Ithaca WTP will budget to provide for the Laboratory Technician position at 40 hours per week in the 2017 and future budgets; and WHEREAS, the Civil Service Commission will be reviewing the New Position Duties Statement for the second overlapping Laboratory Technician position for the City of Ithaca Water Treatment Plant; now, therefore, be it RESOLVED, That Common Council approves, contingent upon approval by the Civil Service Commission of the New Position Duties Statement, that effective August 1, 2016, the Personnel Roster of the Water Treatment Plant be amended as follows: Add: (1) Laboratory Technician (40 hours/week) ; and, be it further RESOLVED, That upon the retirement of the current Laboratory Technician, the existing thirty- five (35) hours/week position will be deleted from the Personnel Roster of the Water Treatment Plant; and be it further City Administration Committee Meeting July 20, 2016 Page 6 RESOLVED, That funding for this change shall be derived from within the existing departmental budget. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 DPW – Request for CP for ADA Enhancements Moved by Alderperson Smith. Seconded by Alderperson Gearhart. WHEREAS, Section 14-k of the New York State Transportation Law establishes the Multi- Modal (MM) Programs 1,2,3 and 4 that may fund eligible project costs for capital projects approved by the Commissioner of Transportation; and WHEREAS, on February 9, 2015, the Board of Public Works discussed possible projects to submit for New York State MM funding and selected a project to improve sidewalk curb ramps to meet requirements of the Americans with Disabilities Act and to enhance pedestrian street crossings at various locations around the City; and WHEREAS, the City of Ithaca has been nominated to receive $250,000 from the New York State Multi-Modal Program for ADA ramps and pedestrian enhancements such as curb bulbouts; and WHEREAS, Common Council approves this reimbursement project; now, therefore be it RESOLVED, That Common Council hereby establishes Capital Project #831 “Pedestrian Enhancements, Bulb-outs and ADA Ramps”, in an amount not to exceed $250,000 for the purposes of designing and constructing such improvements; and, be it further RESOLVED, That funding for said Capital Project shall be derived from the issuance of Serial Bonds with the understanding that all eligible expenses will be reimbursed by the New York State MM Program; and, be it further RESOLVED, That the Mayor of the City of Ithaca is hereby authorized to enter into any and all agreement(s) with the State of New York related to this project, upon review by the City Attorney; and, be it 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 0% of said portion, currently estimated at $0 of the $250,000 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. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting July 20, 2016 Page 7 4.2 DPW – Amendment to 2016 Budget Moved by Alderperson Fleming. Seconded by Alderperson Gearhart. WHEREAS, a pedestrian warning signal which is comprised of a concrete pole and flashing beacons in the vicinity of Belle Sherman Elementary school has failed; and WHEREAS, staff has reviewed the location and recommends the pole, and its equivalent on the other side of Cornell Street, be replaced, along with the flashing beacons mounted on the poles by City crews, at an estimated cost of $14,000; and WHEREAS, the current balance in the unrestricted contingency account is $115,000; now, therefore be it RESOLVED, That Common Council authorizes funding in the amount of $14,000 be transferred from account A1990 – Unrestricted Contingency to account A3311-5479 – Equipment Parts for the purpose of replacing said poles. A vote on the resolution resulted as follows: Passed unanimously. 4.3 DPW – Establishment of CP for Carbon Monoxide Detection Moved by Alderperson McGonigal. Seconded by Alderperson Fleming. WHEREAS, New York State has adopted a rule (Section 1228.4 of Title 19 NYCRR) requiring carbon monoxide detection in commercial buildings in 2016, which, according to the building and fire codes, includes municipal buildings; and WHEREAS, many City-owned facilities have carbon monoxide sources and thus will need to be brought into compliance with this regulation; and WHEREAS, staff has estimated that the total project cost will be approximately $50,000; and WHEREAS, this expense was not budgeted for in 2016; and WHEREAS, the current balance in the unrestricted contingency account is $101,000; and WHEREAS, on June 13, 2016, the Board of Public Works recommended that Common Council establish a project (either a capital project or a transfer from contingency accounts) in the amount of $50,000 to address the New York State carbon monoxide regulation; now, therefore, be it RESOLVED, That a sum not to exceed $50,000 is hereby appropriated from account A1990 – Unrestricted Contingency and transferred to account A1620-5225 – Other Equipment. A vote on the resolution resulted as follows: City Administration Committee Meeting July 20, 2016 Page 8 Yes (4): Fleming, Gearhart, Mohlenhoff, Smith No (1): McGonigal Motion passed 4-1. 4.4 DPW-IAWWTP – Recommendation for Funding For Professional Services Moved by Alderperson Gearhart. Seconded by Alderperson Smith. WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) is a facility owned by the City of Ithaca and Towns of Dryden and Ithaca and governed by the Special Joint Committee (SJC); and WHEREAS, the IAWWTF has been leading a community wide exploration of using the plant as a resource for a distributed electricity supply platform for a local microgrid; and WHEREAS, SourceOne completed a NY Prize phase 1 Feasibility Study that has been approved by NYSERDA and thus qualifies this project for Phase 2; and WHEREAS, IAWWTF has received a proposal for assisting with the preparation of the phase 2 application that must provide a detailed work plan for advanced engineering from SourceOne for the amount of $48,960; and WHEREAS, the SJC approved the expense at its July13, 2016, regular meeting; now, therefore be it RESOLVED, That the SJC recommends that SourceOne be selected to complete the phase 2 application technical details for the amount of $48,960; 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 agreement; and, be it further RESOLVED, That the funding for the professional services agreement is contingent on the approval of the City of Ithaca, Town of Ithaca and Town of Dryden, and be it further, RESOLVED, That Common Council hereby recommends funding this proposal contingent upon action by all wastewater owners and their respective attorneys committing their percentage of reimbursement shares to the Joint Activity Fund CP421J as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $27,975.74 Town of Ithaca 40.88 20,014.85 Town of Dryden 1.98 969.41 $ 48,960.00 ; and be it further City Administration Committee Meeting July 20, 2016 Page 9 RESOLVED, That Common Council hereby amends Capital Project #421J Microgrid for Electric Power Feasibility by an amount not to exceed $48,960, for an amended project authorization of $148,960, and be it further RESOLVED, That funds for said amendment shall be derived from the capital reserve J1 or existing operated funds. A vote on the resolution resulted as follows: Passed unanimously. 5. Committees Working Group To be more efficient, the Group will look at the themes from the Comp Plan to map out the boards and committees. To gather feedback and to get input, the Group has scheduled sessions with Senior Staff, Committee Chairs, and the public as well as drafted a survey that will be made available. 6. Budget Process 6.1 Discussion of Finalized Budget Meeting Schedule Chairperson Mohlenhoff mentioned that one of the budget meetings in October was scheduled on a holiday. This meeting would have to be rescheduled. After discussion, the Committee decided on October 26, 2016. This new date will be shared with all of Council, Staff and the public. Alderperson Fleming asked that the list of unfunded mandates be given to Council at the same time they are given to City Staff. 7. Meeting Wrap-up 7.1 Announcements. None. 7.2 Next Meeting Date: August 17, 2016. 7.3 Review, Agenda Items for Next Meeting. None. 7.4 Adjourn: With no further business and on a motion by Alderperson Fleming, the meeting was adjourned at 7:45 p.m.