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HomeMy WebLinkAbout02-21-18 City Administration Committee Meeting AgendaCA Meeting Citv Administration Committee AGENDA ITEMS DATE: February 21, 2018 TIME: 6:00 p.m. LOCATION: 3d Floor, City Hall, Council Chambers It€m Presenter(s)Time Allotted Chair, Deb Mohlenhoff No 2. Consent Items Yes 3. City 3.1 Administration, Human Resources and Policy DPW - Reallocation of Position - Director of Yes Parking Ithaca Children's Garden's Intention to Construct an "Urban Environmental Education Center"Yes Authorization for TCAT to Erect and Maintain an Auxiliary Storage Building Yes on City-Owned Land DPW Parking Structure State Audit Conective Action Plan Yes 3.2 3.3 3.4 * Note: We will review the number of cards received at the beginning ofeach meeting and adjust time ifneeded. I 5 Min* Mike Thorne, Supt of DPW l0 Min 5 Min Ray Benjamin, Asst. Supt. of DPW 5 Min Call To Orderl.l Agenda Review L2 Review and Approval of Minutes Approval ofJanuary 201E Minutes 1.3 Statements fiom the Public 1.4 Statements from Employees 1.5 Council Response No Yes No No Dan Cogan, Chiefof Staff 10 Min 4. Finance, Budget and Appropriations 4.1 IFD - Authorization to Distributo Funds from Rescue Donations Yes Tom Parsons, Fire Chief 5 Min 4.2 Request to Charter Communications to Reinstate Yes Alderperson McGonigal l0 Min Channel WENY in Ithaca - Resolution 5. ltems for Discussion 5.1 Chapter 285, Article Il: Snow, Ice and Other Obstructions on Sidewalks and Ramps No All 15 Min 5.2 Draft City Procurement Policy No Scott Andrew, Deputy Controller 20 Min To be distributed under separate cover 6. 2018 Budget Process No All l0 Min 7. Meeting Wrap-up All 5 Min 7.1 Announcements lr*o 7.2 Next Meeting Date: March 21, 201 8 No All 5 Min 7.3 Review Agenda ltems for Next Meeting No 7.4 Adjoum Yes 8:00 p.m. CCEfiE!3.gtrl,rgSr The CA committee will: RevGw financial and administrative issues poraining to fte City, along with items relating to the City oflthaca workforce environment, intergovernmental relations and human resources. Votirg Itcm? J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 3. City Administration, Human Resources and Policy .1 DPW - Reallocation of Position – Director of Parking WHEREAS, the position of Director of Parking was created in 2012 and assigned to the Managerial Compensation Plan based on an outline of the position’s anticipated duties and responsibilities, and WHEREAS, the duties and responsibilities of the position evolved into more than originally anticipated, including the addition of responsibility for the maintenance of the Ithaca Commons, and WHEREAS, the Human Resources Department has reviewed the point factor evaluation of the Director of Parking position and determined that the growth in responsibilities merits an increased point factor rating, which results in the reallocation of the position to a higher salary grade; now, therefore, be it RESOLVED, That the position of Director of Parking be reallocated from Grade 7 to Grade 8 on the City of Ithaca Managerial Compensation Plan, and be it further RESOLVED, That the funding for this reallocation shall be derived from within the approved 2018 Department of Public Works budget. J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 3. City Administration, Human Resources and Policy .2 Declaration of Support of the Ithaca Children’s Garden’s Intention to Construct an “Urban Environmental Education Center” WHEREAS, the Ithaca Children’s Garden is a three-acre public garden, leased within the City of Ithaca’s Cass Park, that inspires, promotes, and sustains youth and community stewardship of the natural environment through garden-based learning and discovery, and WHEREAS, the New York State Department Regional Economic Development Council provides funds for various forms of community development throughout New York State, and WHEREAS, the Ithaca Children’s Garden intends to apply for such funding so that it may construct an “Urban Environmental Education Center” at the garden as part of an expansion of the garden into additional acreage in Cass Park that is in close proximity to the garden’s already- leased space, and WHEREAS, an “Urban Environmental Education Center” at the Ithaca Children’s Garden would advance the mission of the garden, provide additional community space and educational opportunities, and otherwise benefit members of the public visiting Cass Park and the Ithaca Children’s Garden; now therefore be it RESOLVED, That the City of Ithaca Common Council hereby declares its support for the Ithaca Children’s Garden’s intention to construct an “Urban Environmental Education Center” and an application by the Ithaca Children’s Garden for funding therefor. J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 3. City Administration, Human Resources and Policy .3 Authorization for TCAT to Erect and Maintain an Auxiliary Storage Building on City- Owned Land WHEREAS, TCAT has requested authorization from the City to construct and maintain a post frame building to be used for storage supporting TCAT’s functions, and WHEREAS, TCAT’s proposal contemplates placing a post frame building 30’ by 30’, 12 feet high, in the area northeast of the TCAT building located at 725 Willow Avenue within City- owned land and part of the DPW parcel identified as tax map parcel 16-1-3 currently used as parking, as shown in the documents attached and incorporated into this resolution as Exhibit A, and WHEREAS, TCAT’s use of the land underlying its existing building is memorialized in a number of agreements, with a lease expiration of October 9, 2021. Such lease includes authorization to use a right of way at the south end of the TCAT facility and two easements on the north side of the facility for parking and access to the facility, with such easements remaining titled to the City, and WHEREAS, due to the City’s ongoing facilities master plan study, City staff has expressed concerns to TCAT about the permanence of the proposed structure, but finds that the property is not currently needed for other City purposes and TCAT is in need of additional space to support its operations, and WHEREAS, City staff supports permitting TCAT to erect and maintain the auxiliary storage building provided the following conditions are met:  construction of the storage facility is at TCAT’s sole risk and expense;  the City does not guarantee any rights to maintain the structure upon, and/or in the event of, termination of the TCAT lease; and  the proposed structure will not increase the area shared by the City and County, and WHEREAS, the original lease specified pre-paid rent in the form of 50% of the design and construction costs as consideration of the City’s conveyance of the underlying parcel, and WHEREAS, TCAT would be solely responsible for all expenses related to construction of the proposed storage building; now therefore be it RESOLVED, That the Common Council hereby grants the request for authorization to erect and maintain a storage building, as proposed and in the area identified in Exhibit A, contingent upon the execution of an agreement memorializing the following conditions on TCAT’s use of the land: - construction of the storage facility is at TCAT’s sole risk and expense; - the City does not guarantee any rights to maintain the structure upon, and/or in the event of, termination of the TCAT lease; J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 - TCAT’s authorization to use the parcel shall terminate upon such date when TCAT ceases to use 725 Willow Avenue or expiration of the TCAT parcel lease in 2021, whichever is earlier; - Upon termination of City’s authorization to use the premises, TCAT shall remove the storage building at its expense unless the parties agree otherwise; and - the proposed structure will not increase the area shared by the City and County and, be it further RESOLVED, That the Mayor, upon consultation with the Director of Planning, Superintendent, and City Attorney, is hereby authorized to execute an agreement allowing said use of City property under the conditions specified above and containing the City’s usual terms and conditions for use of City land. Soil shall be removed and appropriate depth concrete pad to be poured. Building requirements to meet New York state guidelines and per manufacturer’s recommendations. Building - Concrete Pad 12’ wide curb removed, and short rise for easy access via vehicle. Gravel Area J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 3. City Administration, Human Resources and Policy .4 DPW – Parking Structure State Audit Corrective Action Plan WHEREAS, the Office of the State Comptroller conducted an audit of certain aspects of parking structure safety inspections used by various municipalities including the city, and WHEREAS, the final audit report was issued on December 29, 2017 and contained five recommendations for improvements to the City’s parking structure inspection process and documentation, and WHEREAS, General Municipal Law §35 requires Common Council to approve a Corrective Action Plan detailing how and when measures will be implemented to address the recommendations, and WHEREAS the Department of Public Works (DPW) has already started to implement some corrective action to address the recommendations contained in the audit, as detailed in the attached Corrective Action Plan, and Council believes that such actions effective address the issues raised in the report; now, therefore be it RESOLVED, That Common Council approves the DPW 2018 Corrective Action Plan; and be it further RESOLVED, That the City Clerk shall submit a copy of the DPW 2018 Corrective Action Plan to the Office of the State Comptroller, and shall maintain the plan on file for review by the public. Unit Name: City of Ithaca Audit Report Title: Parking Structures - City of Ithaca Audit Report Number: S9-17-4 For each recommendation included in the audit report, the following is our corrective action(s) taken or proposed. For recommendations where corrective action has not been taken or proposed, we have included an explanation. Audit Recommendation: Consider establishing regular structural inspection cycles for the parking structures. Implementation Plan of Action(s): The City has formalized its regular inspection cycle for the three City-managed parking structures. The City has created two inspection checklists, one to be used for monthly inspections by parking division staff, and one to be used at least annually by staff engineers in the City’s engineering department. In addition to annual inspections, a staff engineer will perform an inspection whenever the regular monthly inspections turn up non-routine maintenance issues or structural concerns. Please see the attached memo that was sent to City staff outlining the new system along with the two checklists. Implementation Date: The monthly inspections began in January 2018. The annual inspections will begin in the spring of 2018. Person Responsible for Implementation: Monthly Inspections: Duane Ross, Commons and Parking Maintenance Supervisor Annual Inspections: Tim Logue, Director of Engineering Audit Recommendation: Obtain and retain inspection reports. Implementation Plan of Action(s): The City has contracted for structural inspections in the past and will continue to do so. The City has created a file structure for retaining inspection reports received from outside structural engineering inspections, and will use this same structure to store inspection checklists generated internally. Electronic copies of reports will be stored in the designated location on the Department of Public Works’ file server drive, as described in the attached memo. Implementation Date: The file folder was created in October 2017, and we have begun to store reports in this folder. Person Responsible for Implementation: Michael Thorne, Superintendent of Public Works Audit Recommendation: Document the inspection decisions, priorities and dispositions of identified needed repairs and update as necessary. Implementation Plan of Action(s): Findings from monthly and annual garage inspections will be recorded on the Inspection Issues and Dispositions form. Depending on the degree of defect, follow up activities may consist of monitoring, minor repairs performed by DPW, review by a structural engineer, closure of affected portions of the garage, and/or major repairs through future capital projects. Implementation Date: The form was created in February 2018. Person Responsible for Implementation: Tim Logue, Director of Engineering Audit Recommendation: Ensure operational elevators are inspected and meet minimum code requirements Implementation Plan of Action(s): The City will continue to ensure that elevators are inspected and meet code requirements. As mentioned in the City’s earlier response to the global parking structures report, it has been extremely difficult to get reliable service from the elevator maintenance companies in our region. The City will continue to explore options for reliable elevator inspections and maintenance. The roof leak in the Seneca garage will be repaired in the Summer of 2018. Implementation Date: Inspections: ongoing Elevator roof leak repair: Summer 2018 Person Responsible for Implementation: Inspections: Steve Nann, Building Maintenance and Solid Waste Supervisor Elevator roof leak repair: Duane Ross, Commons and Parking Maintenance Supervisor Audit Recommendation: Develop Capital Improvement Plans based on inspection reports and documented decisions. Implementation Plan of Action(s): The City will continue to develop its capital improvement plans based on inspection reports, as has been the City’s practice heretofore. The Director of Engineering and Superintendent of Public Works will review the Annual Inspection Checklist and Inspection Issues and Dispositions form on an annual basis when developing the capital plan for the upcoming year. Implementation Date: Ongoing Person Responsible for Implementation: Tim Logue, Director of Engineering Signed: ___________________________ ____________________ Name Date J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 4. Finance, Budget and Appropriations .1 IFD - Authorization to Distribute Funds from Rescue Donations WHEREAS, the City of Ithaca Board of Fire Commissioners has fiduciary responsibility for the following funds and accounts, which are held by the City Chamberlain:  Donation fund (Checking Account with Tompkins Trust Company) – Nov. Balance - $2,794.79  Rescue Donation fund (Checking Account with TTC) – Nov. Balance - $1,648.61  Bunker Fund (Trust account maintained by City Chamberlain) Balance $5.00  1896 Steamer Display Fund (Trust account maintained by City Chamberlain) Balance - $875.  175th Anniversary Fund (Trust account maintained by City Chamberlain) Balance - $ 1,173.12  Child Safety Seats (Trust account maintained by City Chamberlain) Balance – $238  Community Risk Account (Trust account maintained by City Chamberlain) Balance - $3,023.06; and WHEREAS, the original purpose for which some of these funds were established has already been addressed, and WHEREAS, there has been no specific fiduciary responsibility assigned for these funds after December 31, 2017, and the Board of Fire Commissioners, in exercising its fiduciary responsibility over the balance in these accounts, has determined that the following actions are an appropriate use or distribution of these funds; now, therefore be it RESOLVED, That the City Chamberlain be authorized and directed to distribute the entire balance of the Rescue Donation Fund and that the funds be placed into the Ithaca Fire Department’s Equipment Operating account, and be it further RESOLVED, That the City Chamberlain be authorized and directed to close the Rescue Donation fund account, and be it further RESOLVED, That the City Chamberlain be authorized and directed to distribute the balance of the Donation Fund, less $1,500 which shall be left in the account for future use of the Ithaca Fire Department, and that the distributed funds be placed into the Ithaca Fire Department’s Equipment Operating account, and be it further J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - Agenda.docx 2/21/18 RESOLVED, That the Fire Chief be authorized and directed to spend the funds that were transferred to the Equipment Operating Account to help Neriton Fire Company No. 9 outfit their new fire police vehicle and for other equipment acquisitions in amounts at his discretion, and be it further RESOLVED, That the City Chamberlain be authorized and directed to transfer the entire balance of the Child Safety Seats fund and the Bunker Fund into the Community Risk account, and be it further RESOLVED, That the City Chamberlain be authorized and directed to close the Child Safety Seats fund and Bunker Fund accounts, and be it further RESOLVED, That the City Chamberlain be authorized and directed to transfer the entire balance of the 1896 Steamer Display Fund into the 175th Anniversary Fund, and be it further RESOLVED, That the City Chamberlain be authorized and directed to close the 1896 Steamer Display Fund account, and be it further RESOLVED, That the City Chamberlain be authorized to distribute funds in perpetuity from the Community Risk Account at the discretion of the Fire Chief for purposes of providing materials to the members of the public that reduce the risk of loss of life, injury, or property damage, and be it further RESOLVED, That Common Council directs that the authority to distribute funds from the trust accounts be transferred under the authority of the City Controller, and be it further RESOLVED, That Common Council hereby grants authority to the Fire Chief and City Controller to use and distribute current and future funds held in the Donation fund account for the benefit of the Ithaca Fire Service based on the advice and recommendation from either Neriton Volunteer Company No. 9 or the Career Staff of the Ithaca Fire Department. 4.2 Request to Charter Communications to Reinstate Channel WENY in Ithaca - Resolution WHEREAS, soon after Charter Communication/Spectrum purchased the local television cable franchise from Time Warner, the Elmira/Corning/Ithaca TV station, WENY, was dropped from the basic cable offering in Ithaca; and WHEREAS, for many years, WENY has been the leading TV source for local news and events in the Ithaca area; and WHEREAS, local school districts belong to sports leagues that are located primarily in the Southern Tier, which is the viewing area of WENY; and WHEREAS, WENY sends reporters to cover City of Ithaca and Tompkins County government meetings, as well as sporting events in Ithaca and the surrounding school districts, and at Cornell University and Ithaca College, while Syracuse TV stations cover local governments and schools that are closer to home; and WHEREAS, Ithaca is part of the 23rd U.S. Congressional District, the 58th N.Y.S. Senatorial District, and the 125th N.Y.S. Assembly District, all of which are located in the Southern Tier / Finger Lakes region that coincides with the WENY viewing area, and which are reported on extensively by WENY; and WHEREAS, acknowledging the fact that FCC regulations dictate that major network affiliates from a community's home region, in Ithaca's case Syracuse, must be carried, Charter Communication's predecessor, Time Warner, OPTED to offer WENY as well; and WHEREAS, television cable subscribers in the Ithaca area have come to rely on WENY to bring them important local news, sports and weather reports, as well as announcements of upcoming events; now, therefore be it RESOLVED, That the City of Ithaca's Common Council formally requests that Charter Communications reinstate WENY into the Ithaca area's basic, least expensive cable offering, and that Charter Communications commit to keeping WENY as part of their basic cable offering into the foreseeable future. J:\DRedsicker\AGENDAS\City Admin Committee\2018\2-21 - IFD Hose Aquisition.docx 2/21/18 5. Award of Bids .1 IFD – Award of Bid – Fire Hose WHEREAS, bids were received and opened on February 13, 2018, and reviewed by staff for the 2018 Fire Department Municipal Fire Hose Acquisition, and WHEREAS, staff recommends that the low bid from Tyler Fire Service Co., Elmira, New York be accepted; now, therefore be it RESOLVED, That Common Council hereby accepts staff’s recommendation and awards the bid for the 2018 Fire Department Municipal Fire Hose Acquisition to Tyler Fire Service Co., Elmira, New York for their low bid meeting specifications, and be it further RESOLVED, That Common Council hereby authorizes the Fire Chief to enter into an agreement for said acquisition. BID TABULATION CITY OF ITHACA, NEW YORK DEPARTMENT: ITHACA FIRE DEPARTMENT BID FOR: MUNICIPAL FIRE HOSE OPENING: FEBRUARY 13, 2018 2:00PM ITEM NO.QUANTITY DESCRIPTION UNIT COST EXTENSION UNIT COST EXTENSION UNIT COST EXTENSION 1 ATTACK HOSE: 50 2"$265.07 $252.00 $265.00 100 2"$412.77 $398.00 $380.00 50 2.5"$204.96 $203.00 $210.00 100 2.5"$370.98 $358.00 $375.00 50 3"$244.74 $241.00 $250.00 100 3"$427.94 $418.00 $430.00 2 SUPPLY HOSE: 25 5"$283.00 $285.00 50 5"$433.96 $419.00 $425.00 100 5"$714.48 $675.00 $699.00 Addendum N/A N/A N/A Bid Security N/A N/A N/A julie@jpbfire.com Syracuse, NY 13219 4736 Onondaga Blvd. - #210 Clay, NY 13041 PH (315) 699-5288 J.P.B. Fire Servvices, Inc. hal.kolba@gmail.com Elmira, NY 14904 703 Erie Street Tyler Fire Service Co. keith@jpbfire.com PH (607) 259-6893PH (315) 725-8907 rjerome@jeromefire.com Jerome Fire Equipment Co., Inc. 8721 Caughdenoy Road City of Ithaca City Code Chapter 285 Article II: Snow, Ice and Other Obstructions on Sidewalks and Ramps [1] [Adopted 3-4-1992 by Ord. No. 92-4[2] ] [1] Editor's Note: Former Art. II was redesignated as Art. I 5-6-2009 by Ord. N. 2009-05; said ordinance also redesignated this article, former Art. III as Art. II. [2] Editor's Note: This ordinance also provided that it shall take effect 8-1-1992. § 285-3 Duty of owner to keep clear. It shall be the duty and responsibility of all persons owning property on a public street to keep the sidewalks surrounding such property substantially clear of snow, ice and other obstructions, including but not limited to free-flowing water from drains, ditches and/or downspouts located on such property. The sidewalks shall be cleared of such obstructions within 24 hours of when the obstruction initially occurs. For properties that abut the intersection of two streets, the sidewalks which must be kept substantially clear of snow, ice and other obstructions shall include that portion of the sidewalk which runs to the curbline of any street and shall include access ramps located therein. § 285-4 Performance of work by city; costs. Upon the failure of the owner of such property to clear any such sidewalk or access ramp within 24 hours of when the obstruction initially occurs, the sidewalks and/or access ramps may be cleared by employees or agents of the city at the expense of the property owner. In such event, the property owner will be charged the actual out-of-pocket cost to the city of such work plus an additional 50% for overhead and administration charges. Such charge shall be paid to the city within 30 days from the date the bill is sent to the owner. Bills remaining unpaid after such thirty-day period shall accrue a late penalty of 12% per annum from the date of the bill or $3 per month, whichever amount is greater. § 285-5 Penalties for offenses. Any owner of property who shall fail to keep sidewalks and access ramps clear of snow, ice or other obstructions as above provided shall be subject to punishment as provided in Chapter 1, General Provisions, Article I, Penalties.