HomeMy WebLinkAbout10-19-16 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: October 19, 2016
TIME: Following Budget Mtg
LOCATION: 3rd Floor,
City Hall, Council Chambers
AGENDA ITEMS
Item Voting
Item?
Presenter(s) Time
Allotted
Chair, Deb Mohlenhoff
1.* Note: We will review the number of 15 Min*
No cards received at the beginning of each
Call To
1.1 Agenda Review
1.2 Review and Approval of Minutes Yes meeting and adjust time if needed.
Approval of September 2016 Minutes
1.3 Statements from the Public No
1.4 Statements from Employees No
1.5 Council Response No
2. Consent Agenda Items 5 Min
2.1 Donation of Skate Park Lighting System
2.2 YB – Request to Amend 2016 Budget
2.3 Attorney – Request for Funds for Litigation and Legal Services
2.4 Controller – Approval of Civil Service Agreement
3. City Administration, Human Resources, and Policy
3.1 No Items Submitted
4. Finance, Budget, and Appropriations
4.1. Engineering – Approval of Grant Application Yes John Licitra – Sidewalk Program Manager 10 Min
5. Committees Working Group No Deb Mohlenhoff, Rob Gearhart 5 Min
6. Budget Process
6.1 Discussion All 5 Min
7. Meeting Wrap-up All 5 Min
7.1 Announcements No
7.2 Next Meeting Date: November 16, 2016
7.3 Review Agenda Items for Next Meeting No
7.4 Adjourn Yes
45 Min
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 Donation of Skate Park Lighting System to the City of Ithaca
WHEREAS, the City owns and operates the Wood Street Park, within which a public facility for
skateboarding was installed some years ago, and
WHEREAS, in 2011 the City and TEMS Skate Fund entered into an agreement to partner in
rehabilitating the City’s skate park facility Capital Project #732, and
WHEREAS, the City completed the skate park rehabilitation project in 2014, and
WHEREAS, TEMS Skate Fund has secured funding from the Park Foundation in the amount of $20,000
to install lighting to increase usability of the skate park, which funding TEMS Skate Fund intends to use
to pay for installation of the lighting, and then gift the improvements to the City, and
WHEREAS, City staff have reviewed the lighting plan provided by TEMS Skate Fund, and are
generally supportive of the proposal, and
WHEREAS, that the Board of Public Works is supportive of accepting the donation and recommends
that Common Council accept the donation on the behalf of the City; and now therefore be it
RESOLVED, That Common Council accepts the donation in accordance with the City’s Gifting and
Solicitation Policy, and be it further
RESOLVED, That Common Council hereby mends Capital Project #732 Skate Park Renovation by
an amount not to exceed $20,000 for a total authorization of $265,000, and be it further
RESOLVED, that fund necessary for the amendment shall be derived from said Park Foundation grant.
SECOND ADDENDUM
AMENDMENT TO FUNDING FOR SKATE PARK FACILITY
AT WOOD STREET PARK AGREEMENT
This is a second addendum to the original agreement, signed and executed on August 2, 2011,
among:
• The CITY OF ITHACA, a municipal corporation in the State of New York, with offices
at 108 E. Green Street, Ithaca, New York 14850, hereinafter the “CITY,”
• TEM SKATE FUND, an association with offices at 703 S. Plain Street, Ithaca, New York
14850, hereinafter the “FUND,” and
• SOCIAL VENTURES, INC., a not-for-profit corporation incorporated in the State of
New York, with offices at 124 Westfield Drive, Ithaca, New York 14850, hereinafter “SOCIAL
VENTURES;”
WITNESS THAT:
WHEREAS, the FUND has obtained grant funding from the Park Foundation in the amount of
$20,000 to install lighting in the skatepark;
WHEREAS, upon the Common Council’s authorization to accept the donation from the FUND,
the FUND plans to install lighting and gift the same to the City; and
The parties hereby agree to amend the original agreement referenced above to add the following
provisions:
1.The City is generally supportive of receiving this lighting donation, but requires that the
City’s Common Council resolve to accept the donation. Upon Common Council’s
authorization to accept, the City authorizes the FUND’s contractor to obtain any required
permits and perform the work to install lighting as shown in the plans attached here as
Exhibit A
2.The FUND shall cause the installation, as shown in Exhibit A, to be performed without
any compensation from the City.
3.The FUND agrees that the lighting installation is a gift, and hereby irrevocably and
unconditionally donates the lighting equipment and services to the City of Ithaca. The
FUND agrees to assign and transmit any manufacturer or installer warranties to the City
of Ithaca.
All other provisions of said agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed or approved this Contract on the
dates appearing under their signatures.
SIGNED:
CITY OF ITHACA
By: ______________________________________ Date: ________________________
Print Name: ________________________________
Title: _____________________________________
TEM SKATE FUND
By: ________________________________________ Date: _________________________
Print Name: _________________________________
Title: _______________________________________
SOCIAL VENTURES, INC.
By: _________________________________________ Date: _________________________
Print Name: __________________________________
Title: ________________________________________
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2. Consent Items
.2 Youth Bureau – Request to Amend 2016 Budget
WHEREAS, The Ithaca Youth Bureau received 2 NYS Higher Education Serves Corp Grants and 1
local grant from Bike Walk Tompkins, and
WHEREAS, The grants received support Youth Bureau programming in the College Discovery (CDP)
Program, and the Paul Schreurs Memorial Program for college tours for participants, and
WHEREAS, a grant from Bike Walk Tompkins supports bikes and equipment needed for Ithaca Bike
Rental, and
WHEREAS, this amendment requires no additional funds from the City; now, therefore be it
RESOLVED, That Common Council hereby amends the 2016 Youth Bureau Budget as follows:
Increase Expenses:
A7310-5445-01201 Travel & Mileage $3,348.27
A7310-5120-01201 Part-time Seasonal $849.94
A7310-9030-01201 FICA/Medicaid $66.00
A7310-9040-01201 Workers’ Comp $68.37
A7310-5445-1240 Travel & Mileage $13,862.00
A7310-5460-01203 Program Supplies $4,000.00
A7310-5120-01203 Part-time Seasonal $969.00
A7310-9030-01203 FICA/Medicaid $75.00
A7310-9040-01203 Workers’ Comp $78.00
Total $23,316.58
Increase Revenues:
A7310-2070-01201 Paul Schreurs – Grant $4,332.58
A7310-2070-01240 CDP - Grant $8,400.00
A7310-2070-01240 CDP-ECHO $5,462.00
A7310-2070-01203 Donations $5,122.00
Total $23,316.58
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: Liz Vance, Director
Suki Tabor, Deputy Director
RE: Amendment Youth Bureau 2016 Budget
DATE: October 19, 2016
We are requesting permission to amend the 2016 Youth Bureau budget to reflect 2 NYS Higher
Education Serves Corp Grants received. The College Discovery (CDP) Program and the Paul
Schreurs Memorial Program both received money to support college tours for program
participants this summer.
Increase expenses:
Account # A 7310-5445-01201 Travel & Mileage $3,348.27
#A7310-5120-01201 Part-time Seasonal $ 849.94
Fringe 15.81% $ 134.37
Account #A7310-5445-1240 Travel & Mileage $13,862
Total $18,194.58
Increase revenues:
Account # A7310-2070-01201 Paul Schreurs -Grant $4,332.58
Account #A7310-2070-01240 CDP - Grant $8,400.00
Account #A7310-2070-01240 CDP-ECHO $5,462.00
Total $18,194.58
We are also requesting permission to amend the budget for Ithaca Bike Rental to reflect a grant
we received from Ithaca Bike Walk Tompkins. Additionally we are transferring a donation from
the ECHO Fund to purchase bikes and equipment.
Increase Expenses:
Account #A7310-5460-01203 Program Supplies $4,000
Account #A7310-5120-01203 Part-time Seasonal $969.00
Fringe 15.81% $153.00
Total $5,122
Increase Revenues:
Account #A7310-2070-01203 Donations $5,122
This request does not require any additional funds from the City.
Thank you.
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2. Consent Items
.3 Attorney – Request for Funds for Litigation and Legal Fees
WHEREAS, as part of the authorized 2016 Budget, $105,000 was placed in Restricted Contingency
for the purpose of future litigation and legal services, and
WHEREAS, the City will be expending funds on various litigation and legal services during the
remainder of 2016; now, therefore be it
RESOLVED, Common Council hereby transfers an amount not to exceed $105,000 from Account
A1990 Restricted Contingency to Account A1420-5435 Attorney Contracts $30,000 and Account
A1930-5000 Judgments and Claims $75,000 for the purposes of funding future litigation and legal
services.
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2. Consent Items
.4 2016-2017 Civil Service Agreement with the Ithaca City School District
RESOLVED, That the Mayor and City Controller be authorized and directed to execute an agreement
between the City of Ithaca and the Ithaca City School District for performance by the City for services
in connection with Civi l Service matters, for the period July 1, 2016, to June 30, 2017, in an amount of
$58,253, payable to the City of Ithaca on or before December 1, 2016.
AGREEMENT
THIS AGREEMENT made the day of , 2016, by and between the CITY OF ITHACA, a
municipal corporation of the State of New York, hereinafter referred to as the “City”, party of the
first part, and CITY SCHOOL DISTRICT, CITY OF ITHACA, a municipal corporation of the
State of New York, hereinafter referred to as the “School District”, party of the second part.
WITNESSETH:
WHEREAS, the Board of Education of the School District desires to enter into a contract
with the City for the performance by the City of certain services, to avoid duplication and
unnecessary expense, particularly services in connection with Civil Service matters on behalf of
the School District, pursuant to Section 2503, subparagraph 16, of the New York Education Law,
and
WHEREAS, the total number of classified Civil Service employees on the payrolls of the
City and the City School District for the final payroll period in December 2015 was 849, and
WHEREAS, the actual annual expenditures for the Civil Service Commission of the City
of Ithaca for the 201 fiscal year of the City was $106,126;
NOW, THEREFORE, the parties hereto agree as follows:
1. That for the services rendered and to be rendered by the City for the School District
during the School District fiscal year, which is July 1, 2016, through June 30, 2017,
the School District shall pay to the City a lump sum of $58,253, payable on or
before December 31, 2016.
2. In consideration of such payment, the City agrees:
(a) to furnish the School District the part-time services of the Civil Service
Commission of the City of Ithaca and the members of its staff, and the City
Clerk and the members of her staff; and
(b) to handle the records and perform any other necessary Civil Service services
relating to Board of Education employees in the classified service, including
examinations and tests when required.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed by
their respective duly authorized officers as of the day and year first above written.
CITY OF ITHACA, NEW YORK
By: ________________________
Mayor
ATTEST:
________________________
City Clerk
CITY SCHOOL DISTRICT
CITY OF ITHACA, NEW YORK
By: ________________________
Assistant Superintendent of Business Services
ATTEST:
________________________
School District Clerk
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4. Finance, Budget and Appropriations
.1 Common Council Approval a Transportation Alternatives Program Grant
Application
WHEREAS, the New York State Department of Transportation has noticed the availability of the
federal Transportation Alternatives Program (TAP), wherein the federal-aid share of the total project
cost is 80%, and
WHEREAS, staff has reviewed projects previously considered for such funding and recommended the
Hector Street Complete Streets project with a 20% local share, and
WHEREAS, this project has been estimated at a total project cost of approximately $1.6 million, and
WHEREAS, the City Administration Committee is supportive of applying for funding for the Hector
Street Complete Street project; now, therefore be it
RESOLVED, That Common Council hereby authorizes and directs the Mayor to submit an application
for funding to the New York State Department of Transportation in accordance with the provisions of
the Transportation Alternatives Program for the Hector Street Complete Street project.
CITY OF ITHACA
108 East Green Street, Ithaca, New York 14850-5690
Office of City Engineer
Telephone: 607 / 274-6530 Fax: 607 / 274-6415
TO: Board of Public Works, City of Ithaca
FROM: Johnathan Licitra, Sidewalk Program Manager
DATE: 9/29/2016
RE: NYS DOT Grant: Hector Street: Complete Street Project
ENCLOSURE: Bike Lane Feasibility Study
The New York State Department of Transportation has announced funding availability for the
Transportation Alternatives Program (TAP), a competitive federal -aid transportation funding
program. The City has been awarded “The Cascadilla Creekway” grant through this funding
opportunity about 2 years ago. Staff attended a TAP training recently and we are interested in
applying to the program again. We seek a recommendation to Council to approve a Hector Street
Sidewalk Extension and Uphill Bike Lane grant application (in-development) and provide the local
share (at least 20% of the total project cost).
The City of Ithaca is eligible to compete and submit application requests between $250,000 and
$5 million. Based on past experience, they might award 3 such grants in the region, and we have
heard that the Town of Ithaca is submitting for a sidewalk grant connecting South Aurora St to
Ithaca College, and Tompkins County and the Village of Cayuga Heights are each applying
individually as well. I am requesting for the Board to recommend to Common Council for approval
to submit and for the commitment of the local share. Below are some preliminary details about the
project. Please find enclosed a resolution for your consideration.
The Hector Street Sidewalk
Over the years, a large sidewalk construction project such as Hector Street, from where the
sidewalk ends to the City line, has been a topic of conversation and a possible project for similar
funding. To date, we have decided that such a project would be eligible, but due to the previous
mechanism for paying for sidewalk, it was usually concluded that there would not be enough
community support for such a project, if the adjacent property owners had to pay for a portion of
the project. Additionally, it has not been clear to staff that such a sidewalk project would be
particularly competitive, with the understanding that there may not be enough density of users on
West Hill to make a strong case for the sidewalk. It certainly has its benefits, but we were not sure
how they would rank compared to other projects in Tompkins County or central New York. That
said, it certainly is an eligible project and we don’t want to forget about the possibility of using a
program such as TAP as a way to fund a large capital project to construct new sidewalk. A total
project cost estimate for extending the sidewalk from Vinegar Hill Road to the City line would be
about $1.6 million. TAP funds $1.3 million and a capital project funding, potentially using Sidewalk
Improvement District Funds, $300,000 (80%).
"An Equal Opportunity Employer with a commitment to workforce diversification."
Scope details include:
4,100 linear feet of 5 foot concrete sidewalk
4,000 linear feet of concrete curbing
Pavement markings and striping for an uphill bike lane and/or a combined walkway/bikeway
from Floral Ave. to the City Line
Approximately 6 retaining walls and 500 feet replacement of stormwater pipes
2 bus shelters, 1 new street light, cross-walks, and curb ramps.
Limited ROW acquisition (strips along street) for retaining walls or embankment
Applications are due October 21, 2016. If the BPW can take action at their meeting on October
3rd, we can proceed to City Administration Committee on October 19th before the application is
due (Common Council on Nov 2nd). In the past, DOT has accepted the full Council resolution after
the date, if a committee resolution is submitted at the grant application deadline. With your letter of
community support, this project looks to be competitive and compelling.