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HomeMy WebLinkAboutMN-CA-2018-01-17CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. January 17, 2018 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen Mayor (1): Myrick OTHERS PRESENT: Youth Program Coordinator – Stokes Deputy YB Director – Tabor YB Director – Klohmann Asst Superintendent of Public Works – Whitney Sustainability Coordinator – Goldsmith Manager of Organizational Development – Moskowitz Chief of Staff – Cogan 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 Kerslick made a motion to approve the minutes from the December 20, 2017 meeting of the City Administration Committee. Seconded by Alderperson McGonigal. Motion carried unanimously. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Consent Agenda Items. None. 3. City Administration, Human Resources, and Policy 3.1 DPW - Amendment to Personnel Roster Moved by Alderperson Kerslick. Seconded by Alderperson McGonigal. WHEREAS, the Streets and Facilities Division of DPW has a vacant, funded Custodian (40 hours/week) position at Ithaca Police Department (IPD), and WHEREAS, DPW has determined that the existing Custodian position can be changed to a Buildings and Grounds Maintenance Worker (40 hour per week) position because the Custodian position allows for supervisory duties, yet there are no other Custodial Worker positions to supervise at IPD, and City Administration Committee Meeting January 17, 2018 Page 2 WHEREAS, this change will provide more efficient use of City resources, as the Building and Grounds Maintenance Worker title more accurately reflects the work that is performed; now, therefore, be it RESOLVED, That the Personnel Roster of the Department of Public Works be amended as follows: Add: One (1) Building and Grounds Maintenance Worker (Grade 4) Delete: One (1) Custodian (Grade 5) A vote on the resolution resulted as follows: Passed unanimously. 3.2 W&S - Amendment to Personnel Roster – Add Two (2) Senior Wastewater Treatment Plant Operators Moved by Alderperson McGonigal. Seconded by Alderperson Kerslick. WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) is in the process of an organizational restructuring to more effectively and efficiently conduct its operations, and WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) has immediate need of two (2) Senior Wastewater Treatment Plant Operators, and WHEREAS, two (2) Senior Wastewater Treatment Plant Operators were included in the 2018 Final Budget for the IAWWTF, and WHEREAS, with the funding and authorization of two (2) Senior Wastewater Treatment Plant Operators to the roster, the current titles of Wastewater Treatment Plant Operator Mechanic and Wastewater Treatment Plant Instrumentation Technician will be defunded and removed from the roster, and WHEREAS, a new job description and new position duties statement have been prepared for Senior Wastewater Treatment Plant Operator and vetted by the City of Ithaca Human Resources Department; now, therefore, be it RESOLVED, That the Personnel Roster of the Ithaca Area Wastewater Treatment Facility be amended as follows: Add: Two (2) Senior Wastewater Treatment Plant Operators Delete: One (1) Wastewater Treatment Plant Operator/Mechanic One (1) Wastewater Treatment Plant Instrumentation Technician and be it further RESOLVED, That the position of Senior Wastewater Treatment Plant Operator shall be assigned to the CSEA Administrative Unit at salary grade 13, and be it further City Administration Committee Meeting January 17, 2018 Page 3 RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees’ Retirement System, the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week), and be it further RESOLVED, That the funding for this roster change shall be obtained from within the allocated departmental budget. A vote on the resolution resulted as follows: Passed unanimously. 3.3 W&S - Amendment to Personnel Roster – Add Maintenance Worker Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) has immediate need of a full time Maintenance Worker, and WHEREAS, the Ithaca Water Treatment Plant also has immediate need for a full time Maintenance Worker, and WHEREAS, both plants previously shared a single Maintenance Worker position, and WHEREAS, a full time Maintenance Worker for each plant was included in the 2018 Final Budget, and WHEREAS, the existing shared position is being reassigned to the Water Treatment Plant on a full-time basis, and WHEREAS, a new position duties statement has been prepared specifically for the new Maintenance Worker position at the IAWWTF and vetted by the City of Ithaca Human Resources Department; now, therefore, be it RESOLVED, That the Personnel Roster of the IAWWTF be amended as follows: Add: One (1) Maintenance Worker A vote on the resolution resulted as follows: Passed unanimously. 3.4 YB – Changes to City Code Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. An Ordinance to Amend Chapter 120 of the City of Ithaca Municipal Code Entitled “Youth Council” ORDINANCE 2018- BE IT ENACTED by the Common Council of the City of Ithaca as follows: City Administration Committee Meeting January 17, 2018 Page 4 Section 1. Chapter 120 of the City of Ithaca Municipal Code entitled “Youth Council” is hereby amended to read as follows: § 120-1 Creation. In recognition of the history of youth councils in the Ithaca community, the Common Council of the City of Ithaca hereby creates an entity that shall be known as the "City of Ithaca Youth Council," hereinafter also referred to as the "Youth Council," in accordance with the following conditions. § 120-2 Purposes and duties. The purposes and duties of the Youth Council shall be as follows: A. To develop future leaders by providing the teenage members opportunities to participate in city governance and have an active role in addressing community issues. B. To give a formal voice to the youth of the community. The Youth Council will provide ongoing, two- way communication with policymakers, especially the Common Council, so as to better address youth and community issues. The Youth Council will develop mechanisms to receive input regularly from other youth about their ideas and concerns. C. To help provide a hands-on civic education to participating members through direct experience with democratic processes and practical skill development. D. To contribute to the community in a concrete way. The Youth Council will plan and execute projects to improve conditions for teenagers. E. To help youth build their social networks, engage with the opportunities available within their local community, and help their peers make positive connections to the local community. To submit a written annual report on the membership and activities of the Youth Council, to the Mayor and Common Council (and the City Clerk), and to report on a regular basis to the Mayor. § 120-3 Membership. A. The Youth Council shall consist of 7 10 members, all of whom shall be voting members, appointed by the Youth Council Advisory Board subject to the approval of the Common Council. The appointing entitiesstaff shall commit to assembling a diverse, multicultural and inclusive membership of the Youth Council, with regard to the protected classes and other unique characteristics that represent the needs of the entire community. B. Notwithstanding the provisions of Chapter 103 of this Code, at least fivehalf of the Youth Council members shall be residents from the City of Ithaca. The remaining members shall be selected from within the municipalities comprising the Ithaca City School District. The members of the Youth Council must be at least 16 years old and not past the 12th grade (or the age of 19, if not enrolled in high school). C.The members of Ithaca Youth Council shall hereinafter referred to as Youth Council Ambassadors or Ithaca Ambassadors City Administration Committee Meeting January 17, 2018 Page 5 § 120-4 Associates. The Youth Council Advisory Board may designate up to four associates who are 14 or 15 years of age. Such associates shall be invited to attend and participate in Youth Council meetings and events but shall have no voting authority and may not hold office in the Youth Council. § 120-45 Terms; vacancies. A. Except as provided for in Subsection B below, the The members of the Youth Council shall be appointed for terms of two yearsone year or until the time of their high school graduation, if that occurs first. A member who has reached the end of a two-year appointment while still in high school may elect to extend his or her term by one additional year. Terms shall begin in September (or, in the initial year of the Youth Council's operation, as soon as is practical after its establishment), except in the case of members appointed to fill vacancies. Vacancies shall be filled in the same manner as the original appointment, except that a vacancy occurring other than by the expiration of a term of office shall be filled only for the remainder of the unexpired term. B. Notwithstanding the above, the initial terms for members of the Youth Council shall be set at one or two years, such that staggered terms are established for subsequent appointments. The appointing entities may make an appointment for a one-year term, as needed, in order to maintain a balance of staggered terms. § 120-6 Officers. A. At the start of each year, the Youth Council shall select its officers, for the purpose of providing general leadership, recordkeeping and fiduciary oversight. The manner of such selection and the titles and specific responsibilities of the officers shall be set forth in operational rules adopted by the initial Youth Council and as amended from time to time as needed by the Youth Council. B. The lead officer of the Youth Council shall serve as liaison to the Common Council and shall have an opportunity to report at Common Council meetings. C. The leadership of the Youth Council shall meet regularly with the Mayor at a time convenient to all, with the goal of meeting not less than bimonthly. § 120-7 Youth Council Advisory Board. A. A Youth Council Advisory Board is hereby established, to oversee the activities of the Youth Council. B. The Youth Council Advisory Board shall consist of up to 10 members, each of whom shall be appointed for a term of three years (or for the remainder of the term in question when a vacancy is being filled). Membership of the Advisory Board shall be composed of one staff member appointed respectively by the directors of the Greater Ithaca Activities Center, the Ithaca Youth Bureau, and the Southside Community Center and up to seven members appointed by the Mayor and approved by the Common Council, including at least one member of the standing committee of Common Council responsible for working with the City's youth services departments, members selected from the local education and youth advocacy communities and representatives of major funders of the Youth Council. C. In addition to providing oversight, the Youth Council Advisory Board shall interview all applicants for membership on the Youth Council and shall make recommendations as to their appointment, on the basis of the candidates' leadership potential and commitment to effective service on the Council. City Administration Committee Meeting January 17, 2018 Page 6 § 120-58 Staff support. A staff person(s) from a City Youth Services Department shall act in consultation with the YouthCommon Council Advisory BoardLiaisons and under the direction and supervision of the City department head so designated by the Mayor. The duties of this staff person with regard to the Youth Council shall be set forth in writing and kept up-to-date by the department head and provided to the Mayor, and a current version of such description shall be appended to the annual report required by § 120-2 herein. § 120-69 Meetings; records; annual report. The Youth Council shall meet publicly at least monthly regularly to complete projects and adopt rules tasks towards their annual goals. The Youth Council shall report twice a year to Common Council regarding youth and procedures for its meetings. community issues. The Youth Council shall meet at least one time per year with the Mayor. The Youth Council shall keep accurate records of its meetings and activities and shall prepare and submit an annual report as provided for in § 120-2 of this chapter. 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. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 RESOLUTION NO. ____- 2018, ADOPTING LOCAL LAW NO.____ -2018, A LOCAL LAW TO IMPROVE AND STRENGTHEN THE SUSTAINABLE ENERGY LOAN PROGRAM Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. WHEREAS, there was duly presented and introduced to this Common Council at a meeting held on February 7, 2018, a proposed local law entitled, "A LOCAL LAW TO IMPROVE AND STRENGTHEN THE SUSTAINABLE ENERGY LOAN PROGRAM"; now, therefore, be it RESOLVED, that said local law be enacted in form as follows: LOCAL LAW NO. -2018, ITHACA, NEW YORK A LOCAL LAW TO IMPROVE AND STRENGTHEN THE SUSTAINABLE ENERGY LOAN PROGRAM City Administration Committee Meeting January 17, 2018 Page 7 BE IT ENACTED BY THE COMMON COUNCIL OF THE CITY OF ITHACA, as follows: Section 1. Legislative Intent. Common Council hereby finds and determines that the City of Ithaca enacted Local Law No. 1- 2015 pursuant to provisions of New York General Municipal Law, to establish a Sustainable Energy Loan Program. This program authorized the Energy Improvement Corporation (“EIC”), a local development corporation acting on behalf of the City of Ithaca, to make funds available to qualified property owners for the installation of renewable energy systems and energy-efficiency measures. Common Council further finds that the New York State Legislature recently amended certain provisions of the municipal sustainable energy loan program to “eliminate barriers that have been identified that have prevented the program from reaching its full potential.” Common Council finds that the amendments to the program, enacted as Chapter 320 of the 2017 Laws of the State of New York, seek to encourage net metered and community solar projects, will allow the City of Ithaca’s program to use monies available from the State or any State authority, and will permit a more flexible loan standard for commercial properties. Therefore, the purpose of this law is to amend the City of Ithaca’s Sustainable Energy Loan Program in conformity with changes recently enacted to the New York State enabling legislation. Section 2. Amendments. Article VII “Energize NY Benefit Financing Program,” Chapter 4 entitled “Administration of Government” of the City of Ithaca Municipal Code is hereby amended as follows: ARTICLE VII §4-33. Legislative findings, intent and purpose, authority. A. It is the policy of both the City of Ithaca (hereinafter, “City”) and the State of New York to achieve energy efficiency and renewable energy goals, reduce greenhouse gas emissions, mitigate the effect of global climate change, and advance a clean energy economy. The City finds that it can fulfill this policy by providing property assessed clean energy financing to property owners for the installation of renewable energy systems and energy efficiency measures. This article establishes a program that will allow the Energy Improvement Corporation (“EIC”), a local development corporation, acting on behalf of the City, pursuant to the municipal agreement to be entered into between the ____________ and EIC pursuant to Article 5-G of the New York General Municipal Law (the “Municipal Agreement”), to make funds available to qualified property owners that will be repaid by such property owners through charges on the real properties benefited by such funds, thereby fulfilling the purposes of this article law and fulfilling an important public purpose. B. The City is authorized to implement this Energize NY Benefit Financing Program pursuant to the Municipal Home Rule Law and Article 5-L of the New York General Municipal Law. C. This article law shall be known and may be cited as the “Energize NY Benefit Financing Program Law of the City of Ithaca”. City Administration Committee Meeting January 17, 2018 Page 8 §4-34. Definitions For purposes of this [Article] law, and unless otherwise expressly stated or unless the context requires, the following terms shall have the meanings indicated: Authority – The New York State Energy Research and Development Authority, as defined by subdivision two of section eighteen hundred fifty-one of the Public Authorities Law, or its successor. EIC – the Energy Improvement Corporation, a local development corporation, duly organized under section fourteen hundred eleven of the Not-For-Profit Corporation Law, authorized hereby on behalf of the City to implement the Energize NY Benefit Financing Program by providing funds to qualified property owners (as defined in this [article] law) and providing for repayment of such funds from monies collected by the City tax [collector] collecting officer as a charge to be levied on the real property and collected in the same manner and same form as the City taxes. Energy Audit – A formal evaluation or “assessment” of the energy consumption of a permanent building or structural improvement to real property, conducted by a contractor certified by the Authority, or certified by a certifying entity approved by the Authority, for the purpose of identifying appropriate energy efficiency improvements that could be made to the property. Energy Efficiency Improvement – Any renovation or retrofitting of a building to reduce energy consumption, such as window and door replacement, lighting, caulking, weather stripping, air sealing, insulation, and heating and cooling system upgrades, and similar improvements, determined to be cost- effective pursuant to criteria established by the Authority, not including lighting measures or household appliances that are not permanently fixed to real property. Qualified Property Owner – An owner of residential or commercial real property located within the boundaries of the City that is determined to be eligible to participate in the Energize NY Benefit Financing Program under the procedures for eligibility set forth under this [article] law. Renewable Energy System – An energy generating system for the generation of electric or thermal energy, to be used primarily at such property, except when the Qualified Property Owner is a commercial entity in which case the system may be used for other properties in addition to the subject property, by means of solar thermal, solar photovoltaic, wind, geothermal, anaerobic digester gas-to- electricity systems, fuel cell technologies, or other renewable energy technology approved by the Authority not including the combustion or pyrolysis of solid waste. Renewable Energy System Feasibility Study – A written study, conducted by a contractor certified by the Authority, or certified by a certifying entity approved by the Authority, for the purpose of determining the feasibility of installing a renewable energy system. §4-35. Establishment of an Energize NY Benefit Financing Program A. An Energize NY Benefit Financing Program is hereby established by the City, whereby EIC acting on its behalf pursuant to the Municipal Agreement, may provide funds to Qualified Property Owners in accordance with the procedures set forth under this [article] law, to finance the acquisition, construction City Administration Committee Meeting January 17, 2018 Page 9 and installation of Renewable Energy Systems and Energy Efficiency Improvements and the verification of the installation of such systems and improvements. B. For funds provided to a Qualified Property Owner which is a commercial entity, not-for-profit organization, or entity other than an individual, EIC shall have the authority to impose requirements on the maximum amount of funds to be provided, which may consider factors including but not limited to the property value, projected savings, project cost, and existing indebtedness secured by such property. C. For financings made to a Qualified Property Owner who is an individual, the The funds provided shall not exceed the lesser of: (i) ten percent of the appraised value of the real property where the Renewable Energy Systems and/or Energy Efficiency Improvements will be located, or (ii) the actual cost of installing the Renewable Energy Systems and/or Energy Efficiency Improvements, including the costs of necessary equipment, materials, and labor and the cost of verification of such systems and improvements. §4-36. Procedures for eligibility A. Any property owner in the City may submit an application to EIC on such forms as have been prepared by EIC and made available to property owners on the website of EIC and at the City offices. B. Every application submitted by a property owner shall be reviewed by EIC acting on behalf of the City, which shall make a positive or negative determination on such application based upon the criteria for making a financing enumerated in [subsection A of] section 4-37 of this [article] law. EIC may also request further information from the property owner where necessary to aid in its determination. C. If a positive determination on an application is made by EIC acting on behalf of the City, the property owner shall be deemed a Qualified Property Owner and shall be eligible to participate in the Energize NY Benefit Financing Program in accordance with the procedure set forth under section 4-38 of this article law; provided that in no case shall a property owner that has received funds from another municipal corporation for the acquisition, construction and installation of Energy Efficiency Improvements and/or Renewable Energy Systems be deemed a Qualified Property Owner. §4-37. Application criteria Upon the submission of an application, EIC acting on behalf of the City, shall make a positive or negative determination on such application based upon the following criteria for the making of a financing: A. The proposed Energy Efficiency Improvements and/or Renewable Energy Systems are determined to be cost effective based on guidelines issued by the Authority; B. The [proposed] property owner may not be in bankruptcy and the property may not constitute property subject to any pending bankruptcy proceeding; C. The amount financed under the Energize NY Benefit Financing Program shall be repaid over a term not to exceed the weighted average of the useful life of Renewable Energy Systems and Energy City Administration Committee Meeting January 17, 2018 Page 10 Efficiency Improvements [and/or Renewable Energy Systems will generate an estimated annual cost savings greater than the annual charge payments] to be installed on the property as determined by EIC; D. Sufficient funds are available from EIC to provide financing to the property owner; E. The property owner is current in payments on any existing mortgage; F. The property owner is current in payments on any existing real property taxes and has been current on real property taxes for the previous three years; and G. Such additional criteria, not inconsistent with the criteria set forth above, as the City, or EIC acting on its behalf, may set from time to time. §4-38. Opt-in, Energize NY Finance Agreement A. A Qualified Property Owner may participate in the Energize NY Benefit Financing Program through the execution of an [Energize Finance Agreement] energize NY finance agreement made by and between the Qualified Property Owner and EIC, acting on the behalf of the City (the “Energize NY Finance Agreement”). B. Upon execution of the Energize NY Finance Agreement, the Qualified Property Owner shall be eligible to receive funds from EIC acting on behalf of the City, for the acquisition, construction, and installation of qualifying Renewable Energy Systems and Energy Efficiency Improvements; provided the requirements of section 4-39 of this [article] law have been met. C. The Energize NY Finance Agreement shall include the terms and conditions of repayment set forth under section 4-40 of this [article] law. §4-39. Energy audit, renewable energy system feasibility study A. No funds shall be made available for Energy Efficiency Improvements unless determined to be appropriate through an Energy Audit as defined in Section 4-34. B. No funds shall be made available for a Renewable Energy System unless determined to be feasible through a Renewable Energy System Feasibility Study as defined in 4-34. C. The cost of such Energy Audit and/or Renewable Energy System Feasibility Study shall be borne solely by the property owner but may be included in the financed amount if the work is approved. §4-40. Terms and conditions of repayment The Energize NY Finance Agreement between the Qualified Property Owner and EIC acting on behalf of the City, shall set forth the terms and conditions of repayment in accordance with the following: A. The principal amount of the funds paid to the Qualified Property Owner hereunder, together with the interest thereon, shall be paid by the property owner as a charge on its City tax bill and shall be levied and collected at the same time and in the same manner as City property taxes, provided that such charge City Administration Committee Meeting January 17, 2018 Page 11 shall be separately listed on the tax bill. The City shall make payment to EIC or its designee in the amount of all such separately listed charges within 30 days of the [City tax] date the payment is due [date.] to be made to the City. B. The term of such repayment shall be determined at the time the Energize NY Finance Agreement is executed by the property owner and EIC, provided that in no case shall the term exceed the weighted average of the useful life of the systems and improvements as determined by EIC acting on behalf of the City. C. The rate of interest for the charge shall be fixed by EIC acting on behalf of the City at the time the Energize NY Finance Agreement is executed by the property owner and EIC. D. The charge shall constitute a lien upon the real property benefited by the Energize NY Benefit Financing Program as set forth in Article 5-L of the General Municipal Law and shall run with the land. A transferee of title to the benefited real property shall be required to pay any future installments, including interest thereon. §4-41. Verification and report A. EIC shall be responsible for verifying and reporting to the City on the installation and performance of Renewable Energy Systems and Energy Efficiency Improvements financed by such [program] Program. B. The City shall verify and report on the installation and performance of Renewable Energy Systems and Energy Efficiency Improvements financed by the Energize NY Benefit Financing Program in such form and manner as the Authority may establish. Section 3. This local law shall take effect upon filing with the Secretary of State. Section 4. Severability. If any clause, sentence, paragraph, section, or part of this Local Law shall be adjudged by any court of competent jurisdiction to be invalid, such judgment shall not affect, impair, or invalidate the remainder thereof but shall be confined in its operation to the clause, sentence, paragraph, section, or part thereof directly involved in the controversy in which such judgment shall have been rendered. Section 5. Effective Date. This law shall take effect immediately upon its filing in the Office of the Secretary of State. [ ] Brackets denote deletion of existing language ___ Underlining denotes addition of new language DATED: A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting January 17, 2018 Page 12 4.2 Authorization to Amend Municipal Agreement Between the City of Ithaca and the Energy Improvement Corporation to Implement and Administer a Sustainable Energy Loan Program in the City of Ithaca Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart. WHEREAS, by Local Law No. 2015-2, the City of Ithaca created the Energize NY Benefit Financing Program (also known as the Sustainable Energy Loan Program) utilizing the Energy Investment Corporation (EIC), a local development corporation acting on behalf of the City, to provide Property Assessed Clean Energy PACE financing to assist qualified property owners who undertake energy efficiency measures and install renewable energy systems; and WHEREAS, in 2015 the City entered into a Municipal Agreement with EIC to administer the Energize NY Benefit Financing Program; and WHEREAS, New York State recently amended its PACE Law to make PACE financing more accessible to clean energy projects; and WHEREAS, by local law No. 2018-__, the City of Ithaca amended the Energize NY Benefit Financing Program to enable the changes made by New York State at the local level; and WHEREAS, an amended Municipal Agreement is required to establish the roles, responsibilities, and obligations of the EIC and the City in the administration of the amended Energize NY Benefit Financing Program; and WHEREAS, Federal practice currently does not enable participation in PACE programs by individual residential property owners; and if participation is enabled in the future at the Federal and State level, then written authorization from the City would be required to enable individual residential property owners to participate in the City program; now, therefore, be it RESOLVED, That the Mayor, upon review of the City Attorney, is hereby authorized to enter into an amended Municipal Agreement with the Energy Improvement Corporation that shall set forth the duties and obligations of each party in connection with the City s participation in the Energize NY Benefit Financing Program. A vote on the resolution resulted as follows: Passed unanimously. 5. 2018 Budget Process (Discussion). None. 6. Common Council Rules of Procedure 6.1 Addition to Common Council Rules of Procedure Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, Common Council believes that interaction with constituents is a high priority for elected officials, and City Administration Committee Meeting January 17, 2018 Page 13 WHEREAS, some constituents do not have access to long distance phone service without paying a fee per call; now, therefore, be it RESOLVED, That Section XI of the Common Council Rules of Procedure be amended as follows: XI. Communication and correspondence with Council Members and the Public XI. A Communications between Council Members and Staff XIA - 1. Council members who need information from City staff to assist them in developing policy or in responding to a request from a constituent, shall transmit information requests to the department head or directly to the department staff. XIA - 2. Whenever Council members seek information directly from departmental staff, the following procedures should be pursued since individual Council members do not supervise staff nor do they establish or change programs. 1) If the information request is more than minimal in terms of staff time required, the Council member should direct the inquiries to the Mayor or the chair of the committee to which the department reports. If the Mayor or the committee chair declines to authorize the request, an appeal may be made to the appropriate committee; and if that fails, to the whole Council. XIA - 3. A Council member should never attempt to influence the conduct of a staff person on the job. Any concerns that a Council member has about a staff person’s conduct on the job or job performance should be directed to the Department Head, the Mayor, the Human Resources Director or the appropriate committee. 1) In the event that any Council member does so attempt to influence the conduct of a City staff member on the job, the staff person should bring this to the attention of the department head who will in turn notify the Human Resources Director, the Mayor and the Chair of the committee to which the department reports. B Use of Council letterhead XIB – 1 The primary use of Common Council letterhead stationery is to communicate official Council positions on matter of public concern. These positions may be communicated by members of Council designated to speak for the whole when a majority of Council members have consented. XIB – 2- A secondary use of Common Council letterhead stationery is to allow individual Council members to express views regarding matters of official City business. In these instances it shall be clear that that the opinion expressed by the Council member is that member’s opinion only and may not be the official opinion of the City or Council as a body. XIB - 2 – a – When expressing her/his own position on City letterhead, a Council member shall use letterhead designating her/his office, e.g. “Ezra Ithacan, Sixth City Administration Committee Meeting January 17, 2018 Page 14 Ward Alderperson, Common Council, City of Ithaca.” This personal letterhead may also be used, for example, for letters of reference or recommendation if the Alderperson, in her/his capacity as a City official, has known the subject. XIB – 2 – b – When two or more Council members collaborate to express a view not officially advocated by the majority of Council, those Alderpersons may electronically design their own joint letterhead indicating their names and offices, or use Council letterhead, but in either case shall explicitly state in the letter that their view is not that of the majority or the official view. XIB – 3 – Council members shall not use City letterhead stationery or the City logo for their private correspondence or on behalf of private individuals or organizations. Correspondence on letterhead should never give the appearance of using the office of Alderperson for personal gain or influence. C. Access by telephone. XIC -1. Every Council Member shall maintain and publicize a local telephone number such that members of the public can reach them by telephone without incurring long- distance fees. A vote on the resolution resulted as follows: Passed unanimously. 7. Meeting Wrap-up 7.1 Announcements Elmira TV Station: Alderperson McGonigal is working on getting the Elmira TV Station back on cable. State of the City’s Address: The Mayor, in his State of the City address, stated that one of his goals was to get funding for street repairs. The Committee was encouraged to think about how this could be done and to share the thoughts or ideas with the Mayor. Special Common Council Meetings: Special Common Council meetings will be scheduled to address items such as parking and capital projects. 2019 Budget: In March, the Committee will look at dates in October for the 2019 budget process. New Commissions: Commissioners will be appointed and training will start in February. The first meetings of the Commissions will start in March. 7.2 Next Meeting Date: February 21, 2018. 7.3 Review, Agenda Items for Next Meeting City Administration Committee Meeting January 17, 2018 Page 15  Changes to Shopping Cart Law 7.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 7:31 p.m.