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HomeMy WebLinkAboutMN-CA-2017-11-15CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. November 15, 2017 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Fleming, Kerslick, McGonigal, Nguyen OTHERS PRESENT: Alderperson (1) – Gearhart Fire Chief – Parsons City Clerk – Holcomb City Attorney – Lavine Assistant Superintendent – Whitney Manager of Organizational Development – Moskowitz Director of Code Enforcement – Niechwiadowicz Superintendent of Public Works – Thorne Director of Engineering Services – Logue Chief of Staff – Cogan HR Director – Michell-Nunn Controller - Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review: Alderperson McGonigal requested the Item 2.3 be removed from the Consent Agenda Items and be moved to Item 3.1 on the agenda. 1.2 Review/Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes from the October 18, 2017 meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 1.3 Statements from the Public Alexander Maceira, of Ithaca, spoke in support of the American Anti-Corruption Act and asked the Committee to pass the American Anti-Corruption Act resolution. Vernon Lindo, of Ithaca and an ILR Student at Cornell University, supports the American Anti- Corruption Act. Mr. Lindo asked the Committee to support this Act. Diana Ozolins, of Ithaca, spoke on behalf of Represent Us in support of the American Anti-Corruption Act and asked the Committee to take a stand on the Act. Ms. Ozolins, also, expressed her continued support of the plan put forth by Director of Engineering Services Tim Logue with regard to the MLK/State Street bridge redesign. Jody Scriber, of Danby and Vice-Chair of the Disability Advisory Council (DAC), spoke in support of putting a DAC representative on all four Commissions. 1.4 Statements from Employees. None. City Administration Committee Meeting November 15, 2017 Page 2 1.5 Council Response Alderperson McGonigal stated that NYS Department of Transportation did not prefer the blinking traffic light option on the MLK/State Street bridge redesign by NYS. Chairperson Mohlenhoff stated that the Rules of Procedures for the Commissions would include the suggestions recommended by the Disability Advisory Council. 2. Consent Agenda Items 2.1 HR – Request to Amend Authorized Budget for a Safety Grant Moved by Alderperson Kerslick. Seconded by Alderperson Nguyen. WHEREAS, the City applied for and received an Occupational Safety and Health Training and Education Program Grant from the New York State Department of Labor in the amount of $12,560, and WHEREAS, the grant will run until July 31, 2017, and provide City staff with various safety training, including, but not limited to: confined space, trenching, excavation, lockout/tagout, hazard communications and work zone safety; now, therefore, be it RESOLVED, That Common Council hereby amends the 2017 Authorized Human Resources Budget to account for the $12,560 Safety and Health Training and Education Program Grant from New York State as follows: Increase Revenue Account: A1430-3489 NYS Aid Health $ 12,560 Increase Appropriations Account: A1430-5435 Human Resources Contracts $ 12,560 A vote on the resolution resulted as follows: Passed unanimously. 2.2 Finance/City Controller - Authorization to Cover Red Accounts Moved by Alderperson Kerslick. Seconded by Alderperson Nguyen. RESOLVED, That the City Controller be empowered to make transfers within the 2017 Budget appropriations, as needed, for the remainder of the 2017 Fiscal Year. A vote on the resolution resulted as follows: Passed unanimously. 3. City Administration, Human Resources, and Policy City Administration Committee Meeting November 15, 2017 Page 3 3.1 Request to Amend 2017 Budget to Account for Various Unanticipated Revenue and Related Expenses Moved by Alderperson McGonigal. Seconded by Alderperson Kerslick. WHEREAS, during 2017, City of Ithaca departments have received revenue from various unanticipated sources including reimbursements, grants and donations that need to be accounted for in the 2017 budget, and WHEREAS, the reimbursement total $29,701 as follows: Tompkins County Celebration Grant $6,200 Insurance Recovery $18,329 Donations $5,172 now, therefore, be it RESOLVED, That Common Council hereby amends the 2017 authorized budget as follows to account for said receipts and related expenditures of funds: Increase Revenue Accounts: A1012-2379 Community Celebrations $6,200 A3120-2680 Police – Insurance Recovery $17,036 A3410-2680 Fire – Insurance Recovery $793 A3410-2705 Fire – Donations $5,172 A7111/2680 Forestry – Insurance Recovery $500 $29,701 Increase Appropriations Accounts: A1012-5435 Community Celebrations $6,200 A3120-5476-5001 Police –Equipment Maintenance $17,036 A3410-5440-12350 Fire – Staff Development $3,282 A3410-5476-12250 Fire – Equipment $793 A3410-5445-12350 Fire Travel $1,359 A3410-5125 Fire Overtime $531 A7111-5485 Forestry – Trees $500 $29,701 A vote on the resolution resulted as follows: Passed unanimously. 3.2 Fire - Approval of the 2018 Fire Department Inspection and Permit Fees Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. WHEREAS, section 181-9 F(1) of the Code of the City of Ithaca states the Fire Chief shall promulgate a fee schedule applicable to the permits authorized under such code and City Administration Committee Meeting November 15, 2017 Page 4 WHEREAS, §181-9 F states that fees established in the fee schedule shall reasonably reflect the cost of receiving, investigating, processing, and issuing each of said permits, and WHEREAS, §181-9 F requires that any schedule and said changes proposed thereto shall be submitted to the Common Council for adoption prior to the collection of such fees, and WHEREAS, the permit fee schedule is based on the labor costs of performing the inspections and processing the permits; and because of subsequent salary increases and associated cost of fringe benefits the current fees do not reflect the actual costs of the services being provided, and WHEREAS, the fees were last adjusted and approved by Common Council on December 5, 2012, and WHEREAS, a proposal has been prepared and submitted to increase fees generally and as stipulated in the attached schedule, from $50.00 to $55.00 per hour, and from $75.00 to $82.50 per hour for work performed during non-business hours, which will result in such fees reflecting current costs, and WHEREAS, the prepared proposal includes the additional permit fees for processing and the administration of permits over and above the costs of the actual inspections for issuing such permits; now, therefore, be it RESOLVED, That the Common Council of the City of Ithaca does hereby approve the proposed increase in permit fees as proposed, and, be it further RESOLVED, That these changes shall be authorized upon adoption of this resolution by Common Council, with an effective date of January 1, 2018. A vote on the resolution resulted as follows: Passed unanimously. 3.3 W&S - Capital Project Engineering Services Agreement for Grit Removal Project, Concrete Restoration Project, Emergency Generator Replacement, and Miscellaneous Plant Improvements at the Ithaca Area Wastewater Facility Moved by Alderperson Kerslick. Seconded by Alderperson Fleming. WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTP) is in need of certain Capital Improvements, and WHEREAS, staff in association with the Plant’s consulting engineers, GHD have estimated the cost for the engineering services for the final design of Grit Removal, Concrete Restoration, Emergency Generator Replacement, and miscellaneous plant improvements to be, 1-Concrete Restoration and Leak Repairs (final design) $22,900 2-Grit Removal and Miscellaneous Repairs (final design) 2.1-Grit System $200,700 2.2-Influent Building $28,700 2.3-Stair Tower Improvements $37,400 City Administration Committee Meeting November 15, 2017 Page 5 2.4-Structural Improvements $10,200 2.5-Miscellaneous Improvements $56,700 2.6-Instrumentation and Control $15,100 3-Emergency Generator l $41,800 Total Design Fees $413,500 Contingency 5% $20,675 Total $434,175 As detailed in GHD’s letter and Scope of Services Schedule A dated October 9, 2017 Revised Scope of Services and Engineering Fee Grit Removal and Concrete Restoration Project, and WHEREAS, the Special Joint Committee (SJC) approved the project at its regular meeting of November 8, 2017; now, therefore, be it RESOLVED, That Common Council hereby establishes Capital Project 422J IAWWTF Improvements – Design in an amount not to exceed $434,175 for the final design engineering services agreement with GHD, and be it further RESOLVED, That Common Council hereby recommends authorization of this project contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality PercentageProject Cost City of Ithaca 57.14 $248,088 Town of Ithaca 40.88 $177,491 Town of Dryden 1.98 $8,596 $434,175 and, be it further RESOLVED, That funds needed for said project shall be derived from Capital Project Reserve J1 and/or the issuance of Serial Bonds. A vote on the resolution resulted as follows: Passed unanimously. 3.4 W&S - Capital Project Engineering Services Agreement for Evaluation and Recommendations for Improvements to the Flow Monitoring Stations Owned by the IAWWTF Moved by Alderperson Nguyen. Seconded by Alderperson Fleming. WHEREAS, the Ithaca Area Wastewater Treatment Plants 13-remote flow monitoring stations are in need of certain Capital Improvements, and WHEREAS, staff developed and advertised a Request for Proposals for Professional Engineering Services for Design and Installation of Flow Monitoring Stations for Ithaca Area Wastewater Treatment Plants 13-remote flow monitoring stations, and City Administration Committee Meeting November 15, 2017 Page 6 WHEREAS, four Proposals for Professional Engineering Services for Design and Installation of Flow Monitoring Stations for Ithaca Area Wastewater Treatment Plants 13-remote flow monitoring stations were received on September 22, 2017, and evaluated by staff, and WHEREAS, staff based on their evaluation recommend accepting the proposal and execute agreement dated October 23, 2017, from the MRB group for the Flow Monitoring Station Project, and WHEREAS, staff in association with the MRB group consulting engineers have estimated the cost for the engineering services including only the first 3 tasks in their proposal for the Review, Evaluation, and Recommendations for improvements to the flow monitoring stations to be $23,838, and WHEREAS, flow meter stations rehabilitation is an existing active SJC capital project, number 414J with a current balance of $20,911 remaining after the first phase of access improvements were completed in 2008, and WHEREAS, the Special Joint Committee (SJC) approved the project at its regular meeting on November 8, 2017, and WHEREAS, Capital Project 414J Flow Meter Stations Rehab is hereby amended by an amount not to exceed $2,927 for a total project authorization of $102,927 for the engineering services agreement with MRB group; now, therefore, be it RESOLVED, That Common Council hereby recommends authorization of this project contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $1,672 Town of Ithaca 40.88 $1,197 Town of Dryden 1.98 $58 $2,927 RESOLVED, That funds needed for said project amendment shall be derived from Capital Project J-1. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 W&S - Amendment to Personnel Roster – Plumbing Inspector Moved by Alderperson McGonigal. Seconded by Alderperson Kerslick. WHEREAS, the Water and Sewer Division anticipates that a vacancy in the position of Chief Inspector of Plumbing will occur in 2018, and WHEREAS, the Chief Inspector of Plumbing is a specialized position that requires significant training both in the office and in the field, and City Administration Committee Meeting November 15, 2017 Page 7 WHEREAS, the City of Ithaca Department of Public Works Water and Sewer Division has budgeted to provide for an overlapping position in both the 2017 and proposed 2018 budget, and WHEREAS, the Water and Sewer Division recommends the position be filled a minimum of nine (9) months in advance of the actual vacancy to allow for adequate training and a smooth transition, and WHEREAS, the overlapping position will have the title of Plumbing Inspector to be consistent with Building Division titles, and will reside in the Building Division, but will essentially have the same job description as the Chief Inspector of Plumbing, and WHEREAS, the Chief Inspector of Plumbing’s responsibilities will be transferred to the Plumbing Inspector in the City Building Division upon the retirement of the Chief Inspector of Plumbing; now, therefore, be it RESOLVED, That the Personnel Roster of the City Building Division be amended as follows: Add: One (1) Plumbing Inspector and, be it further RESOLVED, That upon the retirement of the current Chief Inspector of Plumbing, the position vacated through retirement shall be abolished effective on the employee's retirement date, and, be it further RESOLVED, That funding for this position will be allocated 40% from account F8313 and 60% from account G8113. A vote on the resolution resulted as follows: Passed unanimously. 4.2 DPW – West State/Martin Luther King Jr. Street Corridor Enhancements Moved by Alderperson Kerslick. Seconded by Alderperson Nguyen. WHEREAS, on September 6, 2017, Common Council approved a resolution authorizing funding for Capital Project #790, West Martin Luther King Jr. Street Corridor Enhancements , P.I.N. 395050 (the “Project”), and WHEREAS, the Board of Public Works, acting as the lead agency, declared on May 8, 2017, that the project would not have a significant negative environmental impact, in accordance with the City Environmental Quality Review Ordinance and the New York State Environmental Quality Review Act, and City Administration Committee Meeting November 15, 2017 Page 8 WHEREAS, as a part of the funding authorization, Common Council directed the Board of Public Works to reconsider a component of the project, namely the signalization of a mid-block pedestrian crosswalk, and WHEREAS, on October 23, 2017 and November 13, 2017, the Board of Public Works discussed the benefits and costs of the mid-block signal, including considerations for pedestrians, motorists, ownership and maintenance costs to the City, and the flexibility to include signalization now compared to adding it in the future, and WHEREAS, on November 13, 2017, the Board of Public Works supported a resolution recommending to Common Council to keep the mid-block signalized crossing in the project but had no quorum to vote; now, therefore, be it RESOLVED, That Common Council approves the mid-block signal as a component of this Project and appreciates the time and reconsideration by the Board of Public Works. A vote on the resolution resulted as follows: Passed unanimously. 4.3 YB – Renewal of Recreation Partnership Contract Moved by Alderperson Kerslick. Seconded by Alderperson McGonigal. WHEREAS, the City of Ithaca has been both a member and provider of services for the Intermunicipal Recreation Partnership for more than 20 years, and WHEREAS, The Intermunicipal Recreation Partnership has demonstrated a successful approach to shared services that provides recreation and leisure programming for thousands of youth at accessible fees for member municipalities, and WHEREAS, the Ithaca Youth Bureau strongly encourages the City to continue to be a member and provider of the Intermunicipal Recreation Partnership for a new five year contract term 2018 – 2022, and WHEREAS, the City Attorney has reviewed and approved the Intermunicipal Recreation Partnership Contract for the Five year term; now, therefore, be it RESOLVED, That Common Council approves the Recreation Partnership contract for 2018 – 2022. A vote on the resolution resulted as follows: Passed unanimously. 4.4 Attorney – Authorization to Share Proceeds from Any Future Sale of “TCAT Parcel” Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. City Administration Committee Meeting November 15, 2017 Page 9 WHEREAS, on October 9, 1991, the City, County, Cornell University and Gadabout entered into a Regional Transit Facility Construction and Operation Agreement to establish general terms for ownership, construction and operation of the newly forming TCAT facility, and WHEREAS, in such agreement, the City agreed to provide a site of approximately two acres, on which TCAT presently sits, with a right of way, to the south and two easements to the north of the TCAT parcel, and WHEREAS, upon execution of the agreement and completion of the facility, the City agreed to convey one-half of its right, title and interest in the TCAT parcel including any improvements, appurtenances, easements and rights of way to itself and the County, with each owning a one-half interest in the property and facility, and WHEREAS, such conveyance was never completed, and would today present substantial impediments in the form of zoning restrictions on subdividing the TCAT parcel from the greater City-owned parcel, and WHEREAS, City and County staff have expressed support for execution of an agreement creating a joint stake in the proceeds of any future sale of the TCAT parcel, and the County is currently seeking approval from its legislature to execute such an agreement; now, therefore, be it RESOLVED, That the Common Council authorizes the Mayor, upon consultation with the City Attorney, to execute a memorandum of understanding containing terms substantially similar to those of the attached agreement concerning the division of proceeds from any future conveyance of the TCAT parcel. A vote on the resolution resulted as follows: Passed unanimously. 4.5 Support of “American Anti-Corruption Act Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. WHEREAS, in an effort to restore voter confidence in our republic, a grassroots movement known as “Represent Us” is working for legislative reform to reduce the opportunity for corruption within the political system in our country by supporting a legislative reform bill known as the “American Anti- Corruption Act” (the “Act”), and WHEREAS, the Act targets bribery by preventing lobbyists from donating to politicians and influencing policy making; ends secret money donations by mandating full transparency; enables citizens to fund elections; closes the revolving door between Congress and lobbying firms; and enhances the power of the Federal Elections Commission, and WHEREAS, the Act prohibits politicians from taking campaign money from special interest groups, including private industries and unions; empowers all voters through a tax rebate voucher to contribute to the candidates they support; prohibits representatives and their senior staff from all lobbying activity for five years after they leave office; and places limits on super PACs; now, therefore, be it City Administration Committee Meeting November 15, 2017 Page 10 RESOLVED, By the citizens of City of Ithaca, New York, shall empower citizens in our republic by supporting tough new anti-corruption laws to close loopholes in New York's campaign finance regulations that currently allows unregulated money to infiltrate the state and local elections; and we support the goals outlined by in the American Anti-Corruption Act to remove the corrupting influence of money on our political system, and be further RESOLVED, That the citizens of Ithaca implore our elected officials in Washington to lead these efforts to enact these initiatives in New York and in the U.S. Congress, and be it further RESOLVED, That the Clerk of the City of Ithaca be hereby directed to give notice to elected representatives by sending a certified copy of this resolution to each of them. After discussion, Alderperson Fleming made a motion to add the names of the elected representatives in the last Resolved and to amend the 1st & 2nd Resolved as follows: RESOLVED, That Common Council of the City of Ithaca, New York, supports the anti- corruption laws to close loopholes in New York's campaign finance regulations that currently allows unregulated money to infiltrate the state and local elections; and we support the goals outlined by in the American Anti-Corruption Act to remove the corrupting influence of money on our political system, and be further RESOLVED, That Common Council of the City of Ithaca, New York, implores our elected officials in Albany and Washington to lead these efforts to enact these initiatives in New York and in the U.S. Congress, and be it further A vote on the amendment resulted as follows: Yes (4): Fleming, McGonigal, Mohlenhoff, Nguyen No (1): Kerslick Motion passed 4-1. After further discussion, Alderperson Nguyen made a motion to table this resolution to allow time to re- write the resolution to say what should be done by Common Council. Seconded by Alderperson Kerslick. A vote to table the resolution resulted as follows: Passed unanimously. 4.6 Adoption of “Rules of Procedure for City of Ithaca Advisory Commissions” Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. WHEREAS on July 5, 2017, the City of Ithaca Common Council passed an ordinance to add a Chapter 8, “Advisory Commissions” to the City of Ithaca Municipal Code that established four new Advisory Commissions; and City Administration Committee Meeting November 15, 2017 Page 11 WHEREAS section 8-9(A) of such Chapter empowers the Common Council to, by resolution, adopt rules and procedures for the Advisory Commissions; and WHEREAS the Common Council finds it desirous to create such rules of procedure to guide the Commissions’ membership and meetings as is required to conduct the business of the Commissions; and WHEREAS the City Clerk and other members of City staff, in consultation with members of Common Council, have developed an updated application process for the public to volunteer to participate in the advisory bodies of the City of Ithaca that will better streamline the application process and make the application process more accessible to the public; now therefore be it RESOLVED that Common Council hereby approves the new volunteer application process developed by the City Clerk and adopts the following “Rules of Procedure for City of Ithaca Advisory Commissions” pursuant to section 8-9(A) of the City Code: “Rules of Procedure for City of Ithaca Advisory Commissions” begin on following page A vote on the resolution resulted as follows: Passed unanimously. 4.7 Review of Application for Boards and Commissions City Clerk Holcomb reviewed the electronic application for Boards and Commissions with the Committee. The Committee suggested some changes to the application. These changes would be made and the updated application would be put on the website. Ms. Holcomb stated that a recruitment plan to get Commissioners would be discussed at a later date and that a media release would be done to communicate the electronic application process to the community. 5. Odd/Even Parking Rate Changes Chief of Staff Cogan stated that with the implementation of the Mass Notification System (MNS), parking enforcement has been suspended. Mr. Cogan asked the Committee if there was an interest in raising the parking rates at this time. After discussion, the Committee agreed that a conversation about increasing the parking rates would take place after the MNS has been communicated to the public, Ithaca College, Cornell University and college students. 6. Feedback on the 2018 Budget Process. None. 7. Meeting Wrap-up 7.1 Announcements. None. 7.2 Next Meeting Date: December 20, 2017. 7.3 Review, Agenda Items for Next Meeting. None. City Administration Committee Meeting November 15, 2017 Page 12 7.4 Adjourn: With no further business and on a motion by Alderperson McGonigal, the meeting was adjourned at 9:22 p.m.