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MN-B&A-1997-06-23
BUDGET AND ADMINISTRATION COMMITTEE JUNE 23, 1997 7 :30 P.M. COMMON COUNCIL CHAMBERS AGENDA A. Common Council 1 . Approval of Minutes of May Meeting _ Department Head Feedback Instrument, Staff Concerns - Discussion Esty Street Sidewalk Ruling by BPW - Discussion 4 Community Service 1998 Grant Applications - Report Library Sunday Hours Follow-up - Report 6 Improved Sound System for City Court - Report /T Vacancy Review - Report 8 . Mayor' s Report /9 . Council Members ' Announcements LLL IURA/DPW Nl. Status of Southside Community Center Renovation Project - Discussion C. Finance/Chamberlain Request to Authorize Tax Payment Plan - Possible Resolution/Executive Session 2 . Request to Adjust Tax Warrant - Resolution Youth Bureau/Cass Park Request to Amend 1997 Budget - Resolution E. Attorney 1 . A Local Law to Adopt New York State' s Real Property Tax Law Article Eleven Procedures for Recovering Unpaid Taxes Request to Approve Lake Source Cooling Project Contract - Possible Resolution BUDGET AND ADMINISTRATION COMMITTEE AGENDA JUNE 23, 1997 1 Page 2 Attorney (continued) Fire Fighter Negotiations - Executive Session Request to Settle Claim - Executive Session � v-3 F. Planning Department BID Memorandum of Understanding - ResolutionQ G. Finance/Controller 1 . Update on City Health Plan - Report/Executive Session rtAo-r( -X30 1��z3�g7 /} 3 ,rte. I �s U'4f kAOVJk c 5. C)o /7,2�000 ?rs0 Wp 7S — I b� OOD o�S �y 1 -72,1000 @e8 1 #IbD V" Ieb44 44, fit two Z _ fie h� A'a la)� a ►,,*+ a�pj �+i� JA ,-fit); glow tum Ce� 144 S© �k -- 0 kw. I Oki l�-z ,V\ a1 1 O-QA uflr to 1 �640 5 OS r. C� L4 �o t CPA. 4 eo b \V6 7_ Q � C�' �J Y -� �� �� �� ��� ����s rte_ �l�t�. �ra�iU� (��-� � Gt s� ��, � � ��,n¢.,�Q � � �� �� per. W BUDGET AND ADMINISTRATION COMMITTEE CO JUNE 23, 1997 CSD 7 :30 P:M. COMMON COUNCIL CHAMBERS AGENDA A. Common Council 1 . Approval of Minutes of May Meeting 2 . Department Head Feedback Instrument, Staff Concerns - Discussion ✓3 . Esty Street Sidewalk Ruling by BPW - Discussion 4 . Community Service 1998 Grant Applications - Report 5 . Librar� Sunday Hours Follow-up - Report 6 . Improved Sound System for City Court - Report 7 . Vacancy Review - Report 8 . Mayor' s Report 9 . ouncil Members ' nnoundem_ ent.s )rk ta"esy� sa/all t PV�. qAi4A-C"V B. IURA/DPW �• �� 1 . Status of Southside Community Center Renovation Project - Discussion C. Finan Chamberlain dwt ,ft I-ly T.�J� T� LCJ4 Request to Authorize Tax Payment Plan - Possible Resolution/Executive Session 2 . Request to Adjust Tax Warrant - Resolution D. Youth Bureau/Cass Park j 1 . Request to Amend 1997 Budget - Resolution E. Attorney 1 . A Local Law to Adopt New York State' s Real Property Tax Law Article Eleven Procedures for Recovering Unpaid Taxes 2 . Request to Approve Lake Source Cooling Project Contract - Possible Resolution i BUDGET AND ADMINISTRATION COMMITTEE AGENDA JUNE 23, 1997 Page 2 E. Attorney (continued) 3 . Fire Fighter Negotiations - Executive Session \S 4 . Request to Settle Claim - Executive Session F. Planning Department � -66 1. BID Memorandum of Understanding - Resolution Z. '�.00�rvru L &Z40. - SLAA M G. Finance/Controller - 1. Update on City Health Plan - Report/Executive Session LOCAL LAW No. of the Year 1997 City of Ithaca A Local Law to adopt the procedures set forth in Article 11 of the Real Property Tax Law of the State of New York for Recovering Unpaid Taxes Be it enacted by the Common Council of the City of Ithaca as follows: Section 1. Legislative Intent. This local law is intended to adopt the procedures for collecting unpaid taxes delineated in Article 11 of the Real Property Tax Law of the State of New York, while retaining the penalty charges for unpaid taxes currently in effect. This Local Law amends Section C- 44 of the Ithaca City Charter. Section 2. Section C-44 of the Ithaca City Charter entitled "Proceedings to collect unpaid taxes" is hereby deleted from the Charter, subject to the following savings provisions: A For purposes of the enforcement of taxes which shall have become liens prior to the effective date of this local law, with the exception of the 1997 Ithaca City School District taxes, and which are held by the City of Ithaca, the provisions of Section C-44 in effect on the last day preceding the effective date of this local law shall continue in effect for a period of four years from the effective date of this local law, as fully and to the same extent as if such laws had not been repealed or superseded by this local law. During such four year period, if a parcel is subject both to a lien or liens arising prior to the effective date of this local law and to a lien or liens arising on or after such effective date, the procedures applicable to the enforcement of delinquent taxes shall depend upon the lien or liens upon which the enforcement proceeding is based; provided, that if an installment agreement is executed pursuant to section 1184 of the Real Property Tax Law, the agreement shall apply to all outstanding liens held by the City of Ithaca, no matter when arising. B. After four years from the effective date of this local law, if the enforcement of such prior lien or liens shall not have been concluded, as evidenced by the issuance of a tax deed, the amount due shall be relevied and enforced in accordance with the procedures of Article 11 of the Real Property Tax Law, as amended. Section 3. A new Section 44 of the Ithaca City Code entitled "Proceedings to collect unpaid taxes" is hereby created as follows: A. Adoption of Article 11 of the Real Property Tax Law of the State of New York. (1)Effective January 1, 1998, the City of Ithaca shall follow the procedures to collect unpaid taxes as set forth in Article 11 of the Real Property Tax Law of the State of New York, as amended, and subject to the savings provisions set forth in this local law. The newly adopted procedures shall apply to tax liens created for real property taxes levied in 1998 and Ithaca City School District taxes levied in 1997. f.\attomey\mg\legislat\collect.tax 1 (2)The City of Ithaca shall assess a 15% penalty on unpaid taxes on October 1 in the year of the initial due date of the unpaid taxes. The City of Ithaca shall charge an additional 10% penalty on October 1 of each year following the assessment of such penalty. (3)The penalties set forth above together with the penalties charged pursuant to section C-43 of the Ithaca.City Code shall constitute the penalties and interest charges referred to in Article 11 of the Real Property Tax Law of the State of New York. f.\attomey\mg\legislat\collect.tax 2 LOCAL LAW No. Of the Year 1997 City of Ithaca A Local Law to adopt New York State's Real Property Tax Law Article Eleven Procedures for Recovering Unpaid Taxes Be it enacted by the Common Council of the City of Ithaca as follows: Section 1. Legislative Intent. This local law is intended to adopt the procedures for collecting unpaid taxes delineated in Article Eleven of New York Real Property Tax Law, while retaining the current penalty charges for unpaid taxes. This Local Law amends Section C-44 of. the Charter. Section 2. Section C44 of the Ithaca City Code titled"Proceedings to collect unpaid taxes" is hereby deleted from the Code. Section 3. A new Section C-44 of the Ithaca City Code titled"Proceedings to collect unpaid taxes" is hereby created as follows: A. Adoption of New York Real Property Tax Law Article Eleven (1) The City of Ithaca shall follow the proceedings to collect unpaid taxes as set forth in Article Eleven of New York Real Property Tax Law as amended beginning with liens created for real property taxes assessed in 1997. (2) The City qQhaca shall assess a 15% penalty on unpaid taxes on October 1 in the year&Woiv the initial due date of the unpaid taxes. The City of Ithaca shall charge an additional 10% penalty on October 1 of each-*&&e4we year following the assessment of such penalty. (3) The penalties set forth above together with the penalties charged pursuant to Section C-43 of the city code shall constitute the penalties and interest charges refered to in Article Eleven of New York Real Property Tax Law. s CITY OF ITHACA 10B EAST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE THE CHAMBERLAIN (607)274-6580 To: Budget and Administration of Common Council From: Debra A. Parsons, City Chamberlain Re: Request for Extension 223-25 Willard Way Date: June 18, 1997 Roseanne Vichier-Guerre has requested an extension of the period to redeem the above referenced property from the 1994 City Tax Sale. City Charter requires payment of tax liens in reverse chronological order,so that taxes on property cannot remain perpetually in arrears. Ms. Vichier-Guerre has requested to be allowed to pay the 1994 lien first, in effect extending the period to redeem this property by one year. Council has extended the period to redeem properties by this length of time in the past. Extending the period in this fashion will not affect penalties paid to the City,since the other tax liens will remain unpaid,accruing penalty. I feel that this may be an easy way to accomplish this extension. I have asked for an opinion from the City Attorney's office. I do feel that,if approval is granted,it should only apply to the 1994 lien. Further extensions should be handled separately. Taxes currently due on this property total,with penalty, $25,000.22. n -An Equal Opportunity Employer with an Affirmative Action Program" Recycled Paper A c �e Sfv:v, Fcr ve. AV 7—) �...o�v., 7e4 Da .H.)-e �c,�-eros bw c� �f a� to sv RA pi-A )114 ,G�CY356 . 33 P�- JUN 691997 I� 13. TRAFFIC, HIGHWAYS, STREETS, SIDEWALKS, PARKING, CREEKS AND BRIDGES ITEMS. A. Request to Expand Sidewalk Capital Project. WHEREAS, at the June 11, 1996 Board of Public Works Meeting, the board approved of a resolution to install Esty Street sidewalks and delayed construction for one year so that Common Council could review the code requirements for installation of new sidewalks if they desired, and WHEREAS, the 1997 Sidewalk Program is about to begin and staff would like to include the installation of Esty Street sidewalks with the work on Frosh Alley, the Cass Park Pool deck and the 1997 sidewalk repairs in an effort to improve the expected bids, and WHEREAS, the current capital project for the Sidewalk Program is for $75,000 and the budget for installation for sidewalks on Esty Street is $36,000; now, therefore, be it RESOLVED, That the Board of Public Works requests Common Council to expand the current Capital Project for this year's Sidewalk Program from $75,000 to $111,000 to include the scheduled repairs along with the installation of sidewalks on Esty Street. P 6/11/97 i s CITY OF ITHACA 1 JAMES L.GIBBS DRIVE ITHACA, NEW YORK 14B50 OFFICE OF TELEPHONE YOUTH BUREAU (607)273-8364 TO: Dominick Cafferillo, Contro r FROM: Sam Cohen, Director RE: B & A Agenda DATE: June 12, 1997 Please place the following item on the agenda for the meeting of June 23, 1997: >= 1) Cass Park (John Doyle will be present) Cass Park Ballfield Maintenance "An Equal Opportunity Employer with an Affirmative Action Program" t1v Recycled Paper 4 1r�lf f d coque•....... �� Po�,rto CASS PARK CITY OF ITHACA 701 TAUGHANNOCK BLVD. ITHACA,NEW YORK'14850 Telephone:(607)273-1090 4 Fax: (607)273-8633 TO: B&A Committee FROM: John M. Doyle Recreation Facilities Manager DATE: June 11, 1997 RE: Cass Park Ballfield Maintenance This year the City is providing maintainance on the ballfields at Cass Park for the following groups. Ithaca Amateur Softball Association Merchants Softball League Over 30 Softball League Seniors Softball League (over 65 and over 55) Cayuga Soccer Academy Last year no maintainance was provided. These groups did their own maintainance. This year they have all agreed to pay the City for maintainance. A minimum of$2,500.00 will be generated from this. However, we will need $2,000.00 in our parttime/seasonal account to cover this expense. A 7310 5120 1326 $1,000.00 A 7310 5120 1332 $1,000.00 Increase revenue account by $2,500.00 A 7310 2410 1326 $1,500.00 A 7310 2410 1332 $1,000.00 We do not have staff on our existing payroll to handle this additional responsibility. CC: Sam Cohen "An Equal Opportunity Employer with an Affirmative Action Program" Recycled Paper DRAFT - 6/12/97 AGREEMENT FOR UTILITY INFRASTRUCTURE IMPROVEMENT IN CONNECTION WITH CEMLED WATER LINE CONSTRUCTION AGREEMENT made this day of 1997, by and between the City of Ithaca, a municipal corporation, of City Hall, 108 East Green Street Ithaca, New York, hereinafter called the "City," and Cornell University, an education corporation chartered by the State of New York, c/o Utilities Department, Humphreys Service Building, Ithaca, New York 14853, hereinafter called "Cornell." Whereas, the City is the owner of, or has an interest in certain real property consisting primarily of public streets, sidewalks, curbs, or other public improvements and utility infrastructure within the City; and Whereas, Cornell's proposed Lake Source Cooling Project ("LSC") is dependent upon numerous governmental approvals .and permits and upon final approval by the Cornell Board of Trustees. The proposed route of the chilled water lines is dependent upon securing easements and authority from all affected owners and interested parties along the proposed route; and Whereas, the proposed route is coincident with or adjacent to numerous City-owned infrastructure elements such as water and sewer lines, storm drains, streets, and sidewalks, some of which are of advanced age and no longer of adequate design or capacity; and Whereas, it is in the financial interests of the City to have improvements or replacements made to such infrastructure elements, as well as to other elements which may reach their useful life in a .reasonable period but which can be serviced or renewed now at a low cost yielding a substantial increase in useful life, at the same time that construction by Cornell is taking place; and Whereas, it is in the interests of the City to direct the alignment of the LSC project so as to coincide with such improvements and replacements to City infrastructure elements, and Cornell has agreed to so accommodate the City's interests; and Whereas, it is in the interests of residents of the City to have improvements or replacements made to such infrastructure elements at the same time that construction by Cornell is taking place to avoid future disruption and inconvenience; and Whereas, The Board of Public Works of the City on August 30, 1995, agreed to work with Cornell to develop a mutually beneficial proposal for the installation of the chilled water lines in the street right-of-way, and for replacement and upgrading of City water, sewer, storm drains, sidewalks, and streets, and on May 28, 1997 approved, in concept, the agreement for long-term occupancyof city streets by the route of LSC; and Whereas, it is in the interests of the parties to enter an Agreement for making improvements or replacements to infrastructure elements cooperatively and to grant easements over and adjacent to the proposed route of the chilled water lines. Now, therefore, in consideration of the mutual promises and benefits hereinafter described, the parties agree as follows: 1. Cornell, at its own expense except as provided for certain incremental upgrading of facilities to be paid for by the City, shall rebuild those portions of University Avenue and Lake Street from West Avenue to the entrance to.the Gun Hill Apartments (2 100 feet) to include the elements listed below. Work shall be in accordance with engineering drawings and specifications prepared by Cornell and approved in advance by the City except in the case of the redesign of the Lake Street DRAFT - 6/12/97 Page 2 upper curve and intersection of University Avenue/Willard Way/Lake Street, which shall be prepared by the City at its own expense and provided to Cornell. a. Replace road and base. b. Replace curb on both sides. C. Replace storm sewer with an equivalent line size (18"). d. Remove the two existing sanitary sewer main lines and replace with a single 18" line, with its associated customer laterals bearing only the portion of the expense equivalent to a single (15") line, the incremental difference being paid for by the City. e. Replace the 6" main water line with a 12" line with its associated customer laterals, bearing only the portion of the expense equivalent to a 6" line, the incremental difference being paid for by the City. f. New sidewalk on Cornell property on the south side of University Avenue between Stewart Avenue and Willard Way/Lake Street intersection. g. Replace sidewalk on the west side of the block of Lake Street from Willard Way through the upper curve on Lake Street. h. Rebuild of the upper curve of Lake Street in front of the old Ithaca Gun plant and the University Avenue/Willard Way/Lake Street intersection, to provide a safer radius, provided the new design proposed by the City does not exceed the cost to rebuild the intersection as it presently exists, or if it exceeds such cost, the City shall pay the difference. DRAFT - 6/12/97 Page 3 J i. Provide 4" water service connections to the point of connection at the right of way line of the City's streets for structures that could require sprinklers in the future. 2. Cornell, at its expense, shall install sidewalk on the west side of East Shore Drive from the south side of the Chamber of Commerce Driveway to the south side of the intersection '^�en of James L. Gibbs Drive and with East Shore Drive. The City agrees to provide a statement. to the NYS Department of Transportation that it agrees to be responsible to maintain that portion of the sidewalk which is located within the City of Ithaca. 3. Upon completion of all of the above work, and acceptance by the City, the responsibility for the operation, maintenance, and repair of all such improvements shall be that of the City. At all times during this Agreement, including during construction by Cornell within City property, the City shall own such improvements. 4. The City shall, at its own cost and expense (including cost of engineering drawings and specifications) do, or cause to be done, the following: a. Pay the difference in cost for the upgrade of the utilities in University Avenue and Lake Street from West Avenue to the entrance of the Gun Hill Apartments (2 100 feet) to include: (1) 6" water line increased to 12" (2) 15" sanitary sewer line increased to-.18" b. Rebuild Lake Street from the entrance of the Gun Hill Apartments to the Fall Creek bridge (900 ft) to include the following: DRAFT - 6/12/97 Page 4 (1) Replace road and base (2) Replace curb on both sides (3) Add new 24" storm sewer (currently an open ditch) (4) Remove the two existing sanitary sewer lines and replace with a single 18" line (5) Replace and upgrade the water line (6" to 12") (6) Add a new sidewalk on east side of Lake Street from the Gun Hill Apartments parking lot to Lincoln Street (currently bare path only on west side of street) (7) Rebuild the lower curve of Lake Street just below the Gun Hill Apartments, to provide a safer radius C. Replace and upgrade the water line from 6" to 12" from the south side of the Fall Creek bridge to a point of connection north of the bridge out of the street. 5. The City agrees to grant and deliver to Cornell at such times as Cornell shall name, a properly executed permanent easement over and under those portions of City streets and other City property that lie within the proposed route of the chilled water lines, to a width of fifteen (15') feet, together with a temporary easement over the full width of the City's right of way on Lake Street, from a point in Lake Street north of Fall Creek Bridge to University Avenue. and from University Avenue to West Avenue as approximately described at Exhibit "A," during initial construction or any subsequent repair and maintenance of the chilled water lines, in form substantially as found at Exhibit "B" attached hereto and made a part hereof. The actual location of the easement shall be determined by mutual consent of the parties after completion of final design of pipe centerline, and Exhibit "A" shall be modified accordingly. The grant of the above easements refers to the City's interest as it may appear, and is subject to pre-existing easements. DRAFT' - 6/12/97 Page 5 6. In further consideration of this agreement, at any time during the term of this agreement, Cornell, its agents, assigns, or contractors may, upon advance notice, enter upon the land of the City for. the purpose of making surveys, engineering or environmental studies, soil tests, borings, or other similar work, providing Cornell, its agents, assigns, or contractors promptly restore the property(ies) at the conclusion of such work at each instance. The City agrees that it shall not begin any design or other work to upgrade or replace its facilities in the areas subject to this Agreement, without advance consultation with Cornell and New York State Electric & Gas Corporation, and shall not begin or schedule any such work to begin in advance of construction of the proposed LSC lines without Cornell's advice and coordination. 7. The City will pay Cornell as work is completed based on the percent complete values in Cornell's contractor's invoices, for work that is to be paid for by the City. The percent complete shall be applied to the work the City is to pay for as described above. Payment terms shall be net 30 45 days from receipt of invoice. Cornell shall, in its bids, ask for a schedule of values adequate to determine the actual cost of the work.the City is to pay for. 8. The City will determine what private property rights it requires for its infrastructure improvements and take reasonable and timely steps to obtain the property ownership rights it deems necessary in and to the road right-of-way in Lake Street from the City line north of the Fall Creek bridge south to the curve just below the Gun Hill Apartments an . The City will include additional property at both the lower curve and the upper curve (in front of the old Ithaca Gun plant) and from Lincoln Street to the lower curve on the east side of Lake Street, as approximately shown on the map at Exhibit "A," to allow for sidewalks and rebuilding of these curves, to allow for replacement of City utilities, and to allow for the performance of any other public work contemplated by this Agreement. The City shall take reasonable and timely steps to deal with any private property rights, owners, and private utility providers necessary to acquire rights necessary for such public works. Cornell shall make available to the City the survey DRAFT - 6/12/97 Page 6 i maps it has prepared or will prepare in order to assist the City in identifying property and street boundaries. 9. In addition to the above, Cornell shall restore unpaved portions of the easement area by regrading, providing top soil, if any, seeding, and replacement of small shrubs or bushes, if any. Any trees materially damaged or removed from the area of the temporary easement - shall be replaced on an inch-diameter basis by Cornell with nursery stock trees, but Cornell may substitute tree species and/or planting locations in consultation with the City. - 10. This Agreement is contingent and conditioned upon Cornell securing all the necessary approvals, permits, licenses, and all other easements required to carry out the Lake Source Cooling project, and is further contingent upon the final approval of the project by the Cornell University Board of Trustees. In the event that Cornell is unable to remove one or more of the above contingencies, then Cornell may so notify the City and Cornell shall have no further obligation to accept said easements, or perform the obligations set forth above. IN WITNESS WHEREOF, each party to this Agreement has executed it on the day indicated. Dated: 1997 CORNELL UNIVERSITY By: = FREDERICK A. ROGERS Sr. Vice President and CFO CITY OF ITHACA By: ALAN J. COHEN, Mayor DRAFT - 6/12/97 Page 7 STATE OF NEW YORK ) ss.. COUNTY OF TOMPKINS ) On this day of 1997, before me personally came FREDERICK A. ROGERS to me known, who, being by me duly sworn, did depose and say that he is the Sr. Vice President and CFO of Cornell University, the corporation described in and which executed the above instrument; and that he signed his name thereto by authority of the Board of Trustees of said corporation. Notary Public STATE OF NEW YORK ) ss.: COUNTY OF TOMPKINS ) On this _ day of 1997, before me personally came ALAN J. COHEN to me known, who, being by me duly sworn, did depose and say that he is the Mayor of the City of Ithaca, the municipality described in and which executed the above instrument; and that he signed his name thereto. Notary Public DRAFT - 6/12/97 Page 8 DRAFT - 6/12/97 EXHIBIT "B" CHILLED WATER LINE EASEMENT AND RIGHT-OF-WAY THIS INSTRUMENT WITNESSETH THAT the City of Ithaca, hereinafter called the Grantor, being the owner of or having an interest in land situate in the City of Ithaca, County of Tompkins, State of New York, for and in consideration of the sum of One and No/100 Dollars ($1.00), and other good and valuable consideration, the receipt of which is hereby acknowledged, does hereby grant and release unto CORNELL UNIVERSITY, an education corporation chartered by the laws of the State of New York, c/o Real Estate Department, Box DH - Real Estate, Ithaca, New York, hereinafter called the Grantee, its lessees, licensees, successors and assigns forever, a permanent easement and right-of-way, solely for the purpose of, and with the right and privilege and authority to, install, construct,, reconstruct, extend, operate, inspect, maintain, repair, replace, and at its pleasure remove, underground chilled water s and associated communication systems, including cables, wires, vaults, pedestals, closures, hand/man holes, pipes, ducts and conduits, with the necessary fixtures or appurtenances thereto, including utility marker standards, which the Grantee shall require now and from time to time for the underground transmission and/or distribution of chilled water and for location or relocation of water, sewer, electric, gas, and communications, for public or private use, in, upon, over, under, and across the land more fully described in the attached Exhibit"A," together with a temporary easement and right-of-way for a period of three (3) years from the date hereof, and thereafter, from time to time, if and when required, for purposes of installation, construction, reconstruction, inspection, repair, replacement, or removal in connection with the above permanent easement and right-of-way, or in connection with a permanent easement and right-of-way or other right located on lands of a third party, in, upon, over, under, and across the land more fully described in the attached Exhibit "A" and/or the highways abutting or running through said land. TOGETHER with free ingress and egress over the easement and right-of- way and other lands of Grantor for all of the above purposes and the right now and from time to time to trim, cut, treat and/or remove trees, roots, brush, subsurface material, structures and other obstructions within said permanent easement and right-of-way, that may interfere with said chilled water lines or other lines and services, PROVIDED, however, that any damage (other than for trimming, cutting, treating and/or removing trees, roots, brush, subsurface material, structures and other obstructions as above provided within the permanent easement and right-of-way) to the property of the Grantor, caused by the Grantee in the exercise of its rights under this, instrument shall be restored by the Grantee, except that with respect to trees within the temporary easement Grantee may substitute nursery stock trees of a . different species and change locations of planting in consultation with the Grantor. RESERVING, however, to the Grantor the right to cross and recross said easement and right-of-way provided that such use of said ground shall not interfere with, obstruct or endanger any rights granted as aforesaid and shall not disturb the grade of said ground, and provided that no structure shall be erected, no trees shall be grown, cultivated or harvested, and no excavating, mining or blasting shall be undertaken within the limits of any permanent easement and right-of-way without written consent of the Grantee. The Grantor- waFFants-fit-itis-sem of the said in simple and has geed right -..,-y the said easement; that Granter- shall exeeute or- pr-eeur-e any further- neeessar-y assur-a-nee of title te the said and that Grantor- A411 L -forever— taFFanrcrhe title to the said easement. DRAFT - 6/12/97 Page 2 This instrument shall be binding on and inure to the benefit of the parties hereto and their respective successors and assigns, for so long as the Lake Source Cooling system is in operation and stoppage for repairs, renovation, and the like, shall be deemed part of operation. IN WITNESS WHEREOF, the Grantor has hereunto set its hand and seal this day of 1997. IN PRESENCE OF: - CORNELL UNIVERSITY By: FREDERICK A. ROGERS Sr. Vice President and CFO CITY OF ITHACA By: ALAN J. COHEN, Mayor STATE OF NEW YORK ) ss.: COUNTY OF TOMPKINS ) On this day of 1997, before me personally came FREDERICK A. ROGERS to me known, who, being by me duly sworn, did depose and say that he is the Sr. Vice President and CFO of Cornell University, the corporation described in and which executed the above instrument; and that he signed his name thereto by authority of the Board of Trustees of said corporation. Notary Public DRAFT - 6/12/97 Page 3 _ n STATE OF NEW YORK ) ss.: COUNTY OF TOMPKINS ) On this day of 1997, before me personally came ALAN J. COHEN to me known, who, being by me duly sworn, did depose and say that he is the Mayor of City of Ithaca, the municipality described in and which executed the above instrument; and that he signed his name thereto. Notary Public DRAFT - 6/12/97 Page 4 DEPARTMENT HEAD FEEDBACK INSTRUMENT RESOLUTION by Efroymson Whereas, the City of Ithaca is looking for ways to maximize the efforts of all City employees, and Whereas, Common Council has determined that a Department Head Feedback Instrument is one method for achieving that goal, and Whereas, this instrument has been developed with input from the Department Heads, and Whereas,the first year use of this instrument will be a trial and not to be used in any way as a method to evaluate, reprimand, or reward any Department Head; now, therefore, be it Resolved, that the Department Head Feedback Instrument be adopted, and be it further Resolved, that the first four steps of the instrument be moved back four months, and be it further Resolved,that Common Council, the Mayor,and Department Heads evaluate the effectiveness of this instrument and make any recommendations for changes no later than the March, 1998 regular meeting of Common Council. �� y CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 OFFICE OF THE CONTROLLER PoRATEO Telephone: 607/274-6576 Fax: 607272-7348 IMPORTANT M E M O R A N D U M TO: Media Directors FROM: Jane Marcham, Chairperson Budget and Administration Committee DATE: June 11, 1997 RE: Public Service Announcement Please announce the following: "The Budget and Administration Committee of Common Council is accepting requests from private, non-profit Community Service Agencies for non-mandated 1998 City funding. Guidelines for these , requests are available from the Controller' s Office, City Hall, 108 East Green Street, Ithaca, NY during regular business hours . Requests should be returned to the City Controller by July 15, 1997 . Human Service Agencies that have gone through the 1998 Human Services Coalition Review Process should not apply. For further information, contact the City Controller' s Office at 274-6576 . " Thank you. JM:cs "An Equal Opportunity Employer with a commitment to workforce diversification." W c�gpORp?EO`00 CITY OF ITHACA IOB EAST GREEN STREET ITHACA, NEW YORK 148SO DEPARTMENT OF TELEPHONE:607/274-6550 PLANNING&DEVELOPMENT FAX:607/274-6558 H.MATTHYS VAN CORT,DIRECTOR 607/272-7348 HERMAN SIEVERDING,AICP,DEPUTY DIRECTOR To: Common Council Members From: Paul Stevenson';' CD Administrator Date: June 16, 1997 Re: Southside Community Center Renovation/Expansion Introduction: Bids were opened on June 10 for the renovation/expansion of the Southside Community Center building. The bids were high, leaving us with an approximately $180, 000 to $200, 000 shortfall in order to undertake the project. This amount includes the overage on the bid prices, plus construction design and management fees, and a 15% contingency. The contingency is necessary to handle any additional unforeseen conditions . The bids disappointed all involved in the project. While we expected that it would be a tight project, no one expected them to be this high. The current low bids are in effect until July 25 . After that date, we will be required to re-bid with concurrent expense . Below is a brief description of the project, followed by a list of alternatives with the pros and cons for each option. 0 Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program" The Project: In 1995 the City received funds for the renovation of the Southside Community Center through the Small Cities Community Development Block Grant (CDBG) program from HUD. The funds for the renovation totaled $250, 000, available over a three year period. We currently have available all but $75, 000 (the third year allocation) of the HUD renovation funds . The work to be done with the $75, 000 (window replacement and some ADA work) was not included in the bid documents for this round. The renovation work that was bid involves replacement of the roof, the gym floor, upgrades to the electric system, ADA improvements, relocation of the kitchen exhaust, an elevator, and other work, generally all either code related or necessary improvements to building systems . In 1996 the City again applied to HUD for CDBG funds, this time for an addition to enlarge the gymnasium and provide additional program and storage space. The City was awarded $225, 000 for the expansion. These funds fully available to the City now. The planned addition is for about 2, 040 square feet (with the existing building now about 8, 400 s . f . ) Along with the HUD funds, the Common Council has on two occassions authorized city funds for the renovation/expansion project, to accommodate a changing scope in the project. One change involved the heating system for the building, and included funds for a new boiler and heat distribution system. The other funds were to complete the budget for the additional related renovations . The City has committed $184, 000 to the project. The nature of the renovation work makes it extremely difficult to reduce the scope of work. By consensus of those involved in the project all of the proposed renovation work is necessary. The need for the expansion is addressed below as part of the discussion on alternatives . The Alternatives : Following conversations with individuals involved in the project, four alternatives are apparent. I will analyze these options; please note that I am not endorsing any of the alternatives in this memo. 2 1. The City withdraws support for the project, effectively meaning that it will no longer be responsible for the upkeep of the Southside Community Center. A decision to withdraw support would have to be made within the context of how the City determines its budget priorities . Should the Council choose this option, the City would need to reprogram $475, 000 in CDBG funds, with no available substitute projects currently available. We must also be careful of our reputation with HUD vis-a-vis future funding rounds and our recent history of having large projects fall through (West Inlet, Landmark Square, etc . ) . 2. Rebid the project at a later time, with some relatively minor modifications to the scope. We went to bid late in the season, and this may have caused the bids to be somewhat higher. By trying again later we might save some funds, although probably not the full amount involved. The roof and heating system, however, need to be worked on this season. 3. The City commits to use additional local funds to pay for sV the project, as bid. The Council would authorize up to $200, 000 in city funds to allow the project to proceed, as planned, this season. City funds would be used toward the contingency account, so there is a chance that some amount would be returned unused. This . approach would keep the project nearly on schedule and be easiest in our dealings with HUD. The Controller's office has estimated that the yearly payments on bonding for $200, 000 for 20 years would be about $21, 000/year. 4. The project scope is revised by eliminating the addition, with the City asking BUD if it can use the full BUD allocation to pay for the renovation work. In this alternative the City would negotiate with HUD to use the 1996 expansion funds toward the renovation work. The Southside Community Center would have to demonstrate that it would be able to deliver the programming described in the application without the expansion. 3 The City would need to demonstrate why the change is needed, and that no other feasibility issues remain. As the renovation and expansion programs are very tightly connected, we would need to start over on the design process and rebid the project, and would thus loose this building season. HUD could reject this, or possibly (but not likely) reclaim some or all of the expansion funds . There is some urgency to a Council decision on this matter, since the current bids are only open until July 25 . This issue is on the B and A committee agenda for June 23 . If no resolution to this issue is decided then it could be discussed during the Council meeting on July 2 . Finally, if no decision is made July 2, Council could authorize a special meeting of Council to be held during the regular meeting of the B and A if that meeting could be scheduled for July 21 . Please call me at 274-6553 if you have any questions . Thank you for your attention. H:\ps\cdbg97\sscc\cc-memo1.doc 4 t 0 c��PoRA'fE0�� CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF TELEPHONE:607/274-6550 PLANNING&DEVELOPMENT FAX:607/274-6558 H.MATTHYS VAN CORT,DIRECTOR 607/272-7348 HERMAN SIEVERDING,AICP,DEPUTY DIRECTOR To: Budget and Administr Committee From: Herman Sieverding Re: BID MOU and Contr ct Date: June 23, 1997 The BID plan included a proposal to establish a Memorandum of Understanding for Baseline Services. This MOU was extensively discussed during the BID formation process. The concept of a MOU for Baseline Services was approved as part of the BID plan approval process with the understanding that the proposed agreement be brought back to Council for specific authorization to execute this agreement. Attached is the MOU. This MOU includes the 1996 baseline services. Since we are well into 1997,a year when budget cuts may have impacted the previous years' baseline,the DMA has requested 1997 baseline figures before Council takes any action. Please review the attached MOU and call me if you have any questions or require additional information. Subject to receiving the baseline information from the appropriate departments,we will be back in July to request a Budget and Administration Committee recommendation to Council that this agreement be executed. The second contract that must be entered into between the City and DMA concerns the City base contribution of approximately$20,000 to the DMA. Again,a"city contribution"of$20,000 was agreed to by Council when it accepted the BID plan and adopted the local law establishing the BID. However,the city may not make contributions to private organizations. However,the city may enter into service contracts with private organization to provide services that these organizations a better positioned to provide. Thus,we are proposing a contract for services with the DMA for marketing and promotion and business development and recruitment activities for the BID area. Attached is an outline of the contract that more specifically describes these areas of activity. Also included in this outline for contractual services is a section that calls for the DMA to assume responsibility for those aspects of the Commons Coordinator's Office related to promoting and managing special events within the BID area. We are suggesting that when one looks at the variety of activities formerly handled by the Commons Coordinator's Office, all those activities related to planning,organizing, funding,staffing and managing promotional events downtown can best be handled by the DMA. The DMA will have personnel capable of handling these functions. In addition,placing these functions with the DMA may lead to greater consistency and coordination with all those other activities related to attracting customers and businesses downtown. The attached contract includes in Part B a description of these responsibilities and a proposal to provide an additional$18,500 to provide these services. The requested contract amount was derived from a functional budget breakout provided by the Commons Coordinator as part of last years budget discussions. Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program" The last section of the contract outline describes the ongoing city responsibilities within the BID area. These include staffing the CAB,issuing and managing permits for activities on the Commons and preparing and managing capital projects proposed for the Commons. These functions may be split between the City Clerk Office,Department of Public Works,Building Department and Planning and Development Department. They may end up in just one of these departments. We will be discussing these options with the other departments and will report back to the Committee at its July meeting on how we propose to cover these functions. It is hoped that the Committee can endorse the contract proposal for the funding to the DMA at this meeting so Council can authorize the Mayor to execute this contract in July. This is particularly important with respect to the City's financial responsibilities to the BID. The City should have a contract in place with the DMA to cover the payment of BID special assessment revenue to the DMA,as well as for the specialized services discussed in this memo and the attached contract outline. However,this is a lot of information to absorb. Should the Committee decide to take more time to study this proposal, we would like to be on the agenda for the Committee's July meeting. At that time,we should have had an opportunity to meet with the other departments to develop a plan for absorbing the remaining Commons Coordinator functions and have the supporting information for the Baseline Services MOU. In addition, DMA representatives would also be in attendance to respond to questions about the DMA's position regarding these issues. cc. Doug Pessefall,Executive Director,Downtown Ithaca DMA Dominic Cafferillo,City Controller Outline Contract: DMA and City of Ithaca Contract Amount: $38,500 Purpose: Promote,Market and Enhance Business within the Ithaca CBD;Organize, Promote and Manage Promotional,Cultural and Artistic Evens within the CBD. Contract Scope A. Promotion and Marketing Activities,Enhancement and Development of Business-$20,000 Promotion and Marketing Activities The DMA will develop and implement a Retail Promotions and Marketing plan that includes promotional events and strategies for regional and local advertising campaigns. Promotion of special events will include such events as Spring Craft Fair,Apple Harvest Craft Fair,Holiday Traditions,Sidewalk Sale Days, Summer Concert Series,Summer Friday Lunchtime Concert Series,Performance Art and other special events. In addition the BID will develop new seasonal events which may include President's Day Sale program, Spring Garden Show and similar events designed to bring people to the Central Business District. The Regional and local advertising campaign will be based on a program designed to promote the unique qualities of downtown Ithaca. It will utilize conventional advertising promoting the CBD as a shopping venue as well as include special promotional brochures,maps,use of informational kiosks and other medium. The advertising campaign will be conducted on a regular and ongoing basis. Enhancement and Development of Business The DMA will establish a program to provide technical and financial support to existing businesses within its service area requiring such assistance. This program may involve the coordination of resources provided by others including,but not limited to,the City of Ithaca Department of Planning and Development,Tompkins County Area Development,the Tompkins County Chamber of Commerce. The Development of Business will include establishing a database of existing commercial space within the BID area and an analysis of vacant, available space including an identification of key factors essential to marketing such space. This information will be developed in an electronic database file in coordination with the City's Planning Systems Manager. The DMA will also develop a marketing brochure that identifies the characteristics of the market and other attributes of the area that are essential to attracting regional or national companies to the CBD. The DMA will utilize this material in a regular,ongoing effort of marketing the CBD to local,regional and national retailers and service,commercial businesses. B. Promote and Manage Promotional,Cultural and Artistic Events within the CBD-$18,500 The DMA will plan,organize,secure appropriate permits,fund,staff and manage all promotional activities formerly handled by the Commons Coordinator's Office. These special events include Apple Harvest Festival,Holiday Traditions, Art Walk, Summer Concert Series. It does not include the Ithaca Festival. The DMA will maintain the Commons Directory. The DMA will provide and distribute information to businesses and visitors and otherwise respond to inquiries about downtown business, activities and events. h\hs\bid\bidcont.doc June 23, 1997 1 i Ongoing Responsibilities of the City-BID Area The City of Ithaca will continue to provide the following services formerly conducted by the Commons Coordinator's Office within the BID area as follows: • Staff Commons Advisory Board • Issue Commons use permits for vending,dining,entertainment and community group activities, including coordination of set up,conformance with Commons rules and regulations and insuring proper clean up once activity has concluded. • Respond to questions and complaints about facility use, maintenance and repair • Provide information about the Commons,special events and activities • Provide liaison function between various city departments engaged in downtown activities and the BID. • Prepare capital project requests for improvements within the BID area • Coordinate the implementation of capital projects within the BID area with the BID. • Refer to the Commons Advisory Board and,as appropriate,the Design Review Board applications for facade renovation,signs and other physical changes to exterior of buildings subject to review by the CAB. • Postering on the towers at the three entrances to the Commons. h\hs\bid\bidcont.doc 2 June 23, 1997 DOWNTOWN ITHACA BUSINESS IMPROVEMENT DISTRICT BASE LEVEL SERVICES MEMORANDUM OF UNDERSTANDING This Base Level Services Memorandum of Understanding, dated as of , 1996, and effective from the time of execution and delivery hereof, is by and between the Mayor and Common Council of Ithaca, (the"City")and the Downtown Ithaca Business Improvement District, (the"BID") RECITALS A. The 1989 Legislature of the State of New York enacted Chapter 282 of the Laws of 1989 which established Article 19 - A within the General Municipal Law which authorizes the creation of business improvement districts. B. The City of Ithaca Common Council adopted Local Law Number 1 on April 7, 1993 making the provisions of Article 19 A of the General Municipal Law regarding Business Improvement Districts applicable to the City of Ithaca. C. The City of Ithaca Common Council adopted Local Law Number_on , 1996 establishing the Downtown Ithaca Business Improvement District in accordance with Article 19- A of the General Municipal Law. Section of the Local Law requires the City and the BID to enter into a memorandum of understanding regarding the level of services to be maintained by the City. Mayor and Common Council of Ithaca and Downtown Ithaca Business Improvement District,intending to be legally bound hereby and in consideration of the services to be provided by the Ithaca Business Improvement District to the City's Central Business District pursuant to Article 19-A of General Municipal Law and the Ithaca Downtown Improvement District Plan dated (date of final draft), do hereby agree as follows: ARTICLE I DEFINITIONS 1.01. Definitions. Certain terms are defined in the heading and the recitals hereto. In addition to those definitions, as used in this Agreement, the following definitions shall apply: "Agreement" means this Downtown Ithaca Business Improvement District Base Level Services Memorandum of Understanding between the BID and the City, and any other agreement amendatory hereof or supplemental hereto. "Ithaca" shall mean the area within the geographic boundaries of the City of Ithaca. Q\P1anning\Staff\herman\bidmou June 23,1997 "Commons" shall mean the area defined in the City Charter Chapter A352 (Article I, Section A352-1) the administration and operation of which is governed by the Commons Advisory Board pursuant to Chapter 352. "Basic Services" means the following types of services to be provided and maintained by the City, directly or under contract with other entities, within the District: — Ithaca City Police Department — Police protection provided by patrol and neighborhood officers and patrol cars — Department of Public Works — Commons and street cleaning,maintenance and repair — Parking- Operations and Maintenance within CBD — Trash collection and landscaping within public areas — Maintenance of public areas — Support for Special Events — Ithaca Activities and Cultural Coordinator — Maintain a data base of Commons/Peripheral Streets businesses — Maintain the directory on the Commons Towers — Plan,promote and staff special events such as Apple Harvest Festival, Art Walk, Children's Holiday Week,etc. — Support Services for Commons Advisory Board, including design review services — Process and issue Commons Use Permits — Support Services for Advisory Commission on Art and Design for Public Space — Prepare capital project requests for Commons and Peripheral Streets — Provide hospitality service and maintain public relations activities for Central Business District with out-of-town visitors/delegations — Promote the Commons, provide information to businesses, visitors and tourists; work with tourism committees and boards — Respond to complaints and issues regarding downtown maintenance and public services "BID" shall mean the Downtown Ithaca Business Improvement District. "Local Law" shall mean the local law adopted by the City of Ithaca Common Council establishing the Downtown Ithaca Business Improvement District as defined in the BID Plan. 1.02. Exhibits. The Exhibits to this Agreement are as follows: Exhibit A- Map of BID Area Exhibit B - Base Level Services Report Q:\Planning\Staft\Herman\bid-mou.doc 2 June 23,1997 ARTICLE II Base Level Services 2.01. City Services. (a) The City has provided copies to the BID of the Annual Base Level of Services report describing the level of service hours provided by various departments of the City to the BID area in 1996, a copy of which is attached as Exhibit B. (b) The City shall, in the absence of the circumstances described elsewhere in this Article II, provide Basic Services of the kind and in the quantities described in the Annual Base Level of Services Report. (c) In order to monitor the Base Level of Services, the City, upon request by the BID, agrees to collect from the applicable departments of the City projected service hours information for the coming fiscal year in a form comparable to the 1996 Base Level Report. This request shall be made five months in advance of the City's fiscal year and be prepared and delivered at least four months prior to the start of each fiscal year. Final Base Level of Services Report shall be submitted within three weeks after the approval of a final budget by the City Council. 2.02. Compliance with Base Levels of Services. (a) In the absence of the extenuating circumstances and subject to the factors described elsewhere in this Article II, the City agrees to provide the Base Level of Services for each of the Basic Services. (b) Should the District be dissolved, this Agreement shall be considered null and void. (c) The Base Level of Services assumes an average level of demand and activity, and the parties recognize that Basic Services provided on any particular day or period may vary based on special events, such as festivals, sports events, parade or conventions, or weather conditions, such as snow storms or electrical storms. However, the expectation is that on the substantial majority of days in any year, the City will perform each of the Basic Services at no less than the Base Level of Service. (d) The Base Level of Services may be adjusted to reflect new methodologies and policies, such as the institution of greater foot patrols and other forms of community based police enforcement or automation of the parking control system, provided that the basic thrust and intent of the Local Law is maintained in any adjustment. Q:\Planning\Staff\Herman\bid-mou.doc 3 June 23,1997 2.03. Modifications. (a) As provided in the Local Law, the following principles shall apply with regard to the provision, suspension, diminishment or increase of Basic Services to the District: (i) No decrease in Basic Services shall occur within the District unless there is a decrease in services throughout the City that are necessitated by changes in funding, policy or resources, and then only in proportion to the decreases implemented throughout the City. (ii) Any increase in Basic Services generally throughout the City shall be matched with increases in such services within the District, in proportion to the increases implemented throughout the City. (b) The City's obligations under clause (a) above are not intended to override or diminish the City's obligations generally to the people of the City of Ithaca. 2.04. Extenuating Circumstances. (a) Consistent with the Local Law,the City shall not be obligated to maintain Basic Services at the levels required in Section 2.01 if such levels of service are affected by the circumstances described in Section 2.03. In addition, the City's agreements herein shall not be deemed to override any constitutional obligations of the City, or rights and obligations established by federal or state law, or under order of courts of law. (b) In the event of extreme emergency,as declared by the Mayor of the City or the Governor of the State of New York, Basic Services may be temporarily discontinued in all or part of the District, notwithstanding the continuation of such services elsewhere in Ithaca. The parties acknowledge that such circumstances are likely to be highly unusual and temporary in nature. 2.05. Future Arrangements. The parties acknowledge that the City and the BID may in the future arrange to have certain Basic Services performed by the BID under contract with the City. ARTICLE III BILLING AND COLLECTION 3.01. Billing. As provided in the Local Law, the City, through the Department of Finance, will provide all necessary billing services for the District, including the identification and maintenance of a register for all properties within the District,the preparation and mailing of bills for the Special Assessment(as provided for in the Local Law) and the inclusion of the District's reports and summaries in any materials included with the bi-annual billing of the special assessment. Q:\Planning\Staff\Herman\bid-mou.doc 4 June 23,1997 3.02. Collection and Enforcement. As provided in the Local Law, the City, through the Department of Finance,will collect the BID Assessment and transmit assessment revenue pursuant to Section 980- L of Article 19 - A of General Municipal Law. ARTICLE IV DISPUTE RESOLUTION In the event of a dispute between the City and BID with regard to compliance with,or interpretation of, the provisions of this Memorandum of Understanding, the parties shall make reasonable efforts to resolve the dispute by mutual agreement. The matter shall be referred to the Common Council to act on behalf of the City of Ithaca. If the parties are unable to reach a resolution by mutual agreement, both parties consent to refer the matter to mediation by a mutually acceptable mediator. If mediation does not resolve the disagreement, both parties consent to submit the matter to binding arbitration in accordance with the rules of the American Arbitration Association. In Witness Whereof, the parties hereto have caused this Memorandum of Understanding to be duly executed,sealed and delivered as of the day and year above. Mayor and Common Council of Ithaca By: Alan J. Cohen , Mayor Downtown Ithaca Business Improvement District By: President, Board of Directors Q:\P►anning\StafflHermanlbid-mou.doc 5 June 23,1997 CITY OF ITHACA 10B EAST GREEN STREET ITHACA. NEW YORK 14650 OFFICE OF TELEPHONE THE CHAMBERLAIN (607)274-6580 To: Budget and Administration of Common Council From: Debra A. Parsons, City Chamberlain Re: Warrant Adjustment, 1311 N. Cayuga Street Date: June 18, 1997 Unpaid water and sewer bills were added to the above referenced property before I learned that the owner was discussing the validity of the bills with Larry Fabbroni,Assistant Superintendent of Public Works for Water and Sewer. Mr.Bergman contacted me in late 1996 to indicate his objections to the bills. In January,Mr.Bergman came in and gave me a check for the amount of the taxes without the delinquent charge. Since then,I have had a number of conversations with Mr.Bergman and Mr.Fabbroni.Mr. Fabboni has now confirmed that the bills were not due,and should be expunged. Since the bill was added to the taxes,Council needs to approve the correction to the warrant. The amount in question is$241.80. The resolution should also allow the payment of the taxes of$80.53 without penalty. n 'An Equal Opportunity Employer with an Affirmative Action Program' tJ Recycled Paper ESTABLISHMENT OF PERSONNEL ROSTERS RESOLVED, that effective fdate], the Personnel Rosters of the Department of Finance, Department of Personnel and Department of the City Clerk shall be as follows: Department of Finance/Office of the City Controller 1 City Controller 1 Deputy City Controller 1 Administrative Secretary (40 hours) 1 City Buyer (32 hours) 1 Payroll Coordinator Department of Finance/Office of the City Chamberlain 1 City Chamberlain 1 Office Manager 2 Principal Account Clerks 2 Account Clerk-Typists 1 Account Clerk Department of Personnel 1 Director of Personnel 1 Deputy Director of Personnel (27 hours) 1 Personnel Administrator (to be eliminated when the Director of Personnel and Deputy Director of Personnel positions are filled) 1 Administrative Secretary 1 Senior Typist Department of the City Clerk 1 City Clerk 1 Deputy City Clerk 1 Administrative Secretary and be it further RESOLVED, that $18070 be transferred from Account Al 430-5105 to Account A 1315-5110. i DRAFT SOUTHSIDE COMMUTNITY CENTER PROJECT RENOVATION/EXPANSION BUDGET 1995 CDBG Award $100 , 000 (Year 1 ) (renovation) $ 75 , 000 (Year 2 ) $ 75 , 000* (Year 3 ) 1996 CDBG Award $225 , 000 (expansion) City of Ithaca Funds HVAC Work $140 , 000 12W LiDo Code Work $ 44 , 000 b`I--ll, `-7-S- Total $584 , 000 (expansion and renovations) N.B. #1 Approximately $40,000 of the budget has been spent already, mostly on design fees. N.B. #2 The total CDBG funding for the project is $475,000. * The third year CDBG funds are anticipated for later this year. They are budgeted for new windows and other work not included in this phase of the project, and therefore do not alter the existing budget. r p � o� SOUTHSIDE COMMUNITY CENTER PROJECT EXPANSION/RENOVATION BIDS Low Bids on the Project (renovation/expansion) : General Contractor $379 , 975 HVAC $158 , 600 Electrical $ 36 , 700 Plumbing $ 39 , 800 Bid Total $615 , 075 15% Contingency $ 92 , 250 Construction management $ 8 , 500 Design/Engineering Fees $ 56 , 000 Total (rounded) $772 , 000 The Deficit : Total Necessary Per Plan $772 , 000 Amount Available $584 , 000 The Deficit $188 , 000 SOUTHSIDE COMMUNITY CENTER PROJECT THE WORK PROGRAM The Expansion: 2 , 040 s . f . expansion Expansion of the gymnasium area Increase in storage area Elevator installation Gymnasium stage New Exercise Room (315 s . f . ) Reconstruction of Exit Stairs The Renovation: Roof replacement Heating system replacement (boiler and roof both seriously deficient) New gym floor ADA improvements for restrooms Relocation of kitchen exhaust Secondary egress , handrail for balcony Sprinkler system Electrical system replacement Replace main entrance door Improve gym lighting sr-ol 1Sx-0o 34'-4• J }} fli ## ; 3tt } t;. i - ..... - .. L..;.. } dill..:,_. IMP EXPANSION AREA. - t i# tt#t}}, IL i t do CROSS SQUARE FEET - - y.... ]}. RECONSTRUCTED AREIu ? .F .fit t,i- }c} {}}i ] t{x - 192 GROSS SQUARE FEET (( t}} 3it ;} }ss- l M5 Yt } t S `li ;sh' r i ji{ }ctf}}} .. ffl .. �: • :. ..:.:..- ,Jaid)... } } RECONSTRUCT EXIT STAIR DAYCARE a KITCHF O (458 SFJ 087 SFJ WORK AREA SIF (9e SFJ Ne S.FJ G711 (2040 SFJ DAYCARE A FOOD (392 SFJ PANTR (94 .) DIRECTOR (94 SFJ , STAIR I yyJ LOBBY OU SFJ (273 SF.) I RECEPTION (es SFJ MENS LOCKER 041 SFJ M SFJ FIRST FLOOR PLAN N SCALE: /i6"=I'-011 SCALE IN FEET 0 5 10 25 50 CDrtMG CI"6 ^o[c.,.v..Da.•ew+cc. ;..[ � PROJECT PROJECT w0. TtM XAM�A'N GWUP DAC 3/15/96 SOUTHSIDE COMMUNITY CENTER SEAR—BROWN '38" ITHACA,NEM YORK •nso�.,.�[se...%irou iK «e,�.�.�..1..�..1 �r..,M.�[w,J.l+n•.uw•t[. D.xl BJH 3/15/96 GROUP ~••exrxsc[«o.lrtx r.s RAL-aVIOEVI9ON FROMMONA S e.....D TITLE a 3/15/96 �E or OR—IC Al "'"`°".0 X• "°iK n°F'`srase°°(anozr FIRST FLOOR PLAN m.•ra-•i r[RD er•reuo.cD b x.l[ �.*c as[n pARpti NeelY010C 11901-2767 AS NOTED 3/15, NOn7Vt~ eCf<(1I.w 6 tK KfC11.1W6 sr-o- 34'-4- $ rr #Srf as z; it' s # i#cF; za}t"+iilas#s• c MIM S:s3ts....�i:,:,:..:.:r. <k 3s;� ::.:},..r:}.,Ss•, s'=aa+';s3rf3:,'rv;<-;� z- st{ < t } z s J3 # }s FMilt#{{ S,#} {#1#t F 3#zz + c s S, } — s 3 lt # s' M tai a _ E } 3{ s jI { ii a { Y} 11,11mpli�its 50GROSS SQUARE FEET a t c SFj i; - [sn RECONSTRUCTED AREA[ } — t92 GROSS SQUARE FEET n' (} i sf r f r;fs tf F" aii: I }z t`3. Siaf 3F,jrz aft }d[z IF}�� ;Il�i_ 4''sTF�la2{ } ' [`3 is$�za3r3- j t a}rF #' s at•}a'}_ s {S z s ' RECONSTRUCT EXIT STAIR ##.:-----t: LIBRARYL TUTORING — — — — — — — — (567 SFJ RALCON ❑ C292 SFJ 9415 _ KEEPF t94 SFJ 2nd FLOOR p LOHR (332 SFJ STEL ARTS 6 STAIR 3 CRAFTS —(63 SFJ (153 SFJ I I OFFICE C22S S.F.) SECOND FLOOR PLAN rr SCALE: I/6"=I'-0" SCALE IN FEET I 0 5 IO 25 50 ( ROpyp +a[cr v�.an,..wncT yT[ � PROJECT PROJECT NO. TMC�b4�N GROUP DAC 3/IS/% SOUTHSIDE COMITY CENTER p .—4 '_ .+acc..•..u. wT[ 9 138�� .r.S.A .,_nr[...a w. SEAR—BROWN ITHACA.NEW YORK [.sa..ua[as IT-I lftz T.c LHD 3/IS/% ,—Tlx [<[.xa wc..uf GROUP No. .o TUT...•c K[...wosc..[ u.T,ie..K,v✓[lu T[,...w•[L. [.r[ w[�[[,. > . �K.e.r� BJH 3/15/% urw r rr[y w rrs oocvc.r wr u..s[c..n.z•cx r..r °'••"°' o•T[a.w ML.� OBGN NIO�OtMt! wrn:c.r a.[rico e.[..ra JPB 3/IS/% SEE o[OR--"FL AZ "�"� 1t°WTCHUM(sum SECOND FLOOR PLAN .m•r.w-ur[.0 s.•'u—l1,e• un[ ^••c av[n ELM&l�V101tKIM01.7767 asca.PTo-��+cw`••.c..�° ` AS NOTED 3/IS/% (eoTlTffaeo° 0.5 Jr�—I Southside Community Center Project Original Estimates * Sear-Brown estimated that the four prime base bids would be $487 , 365 (actual bids were $615 , 000 )Cf 9 * Expansion was scaled to funds available-- $225 , 000 * Renovation budget was based on a report done by Sutton Associates * Original estimates for the grant did not include funds for the boiler/heating system upgrade , which is covered by city funds * Electrical upgrade is necessary, especially to support the elevator * Soil conditions at the site complicate the expansion, adding to the construction cost . SOUTHSIDE COMVJNITY CENTER PROJECT OPTIONS OPTION 1: CITY WITHDRAWS SUPPORT FOR PROJECT Common Council could decide to withdraw support for the project , and the Center, based on a determination that the expense of maintaining the Southside Community Center is prohibitive , that sufficient alternatives exist, and/or that public funds are better used on other priorities . CDBG funds would need to be reprogrammed to other uses . OPTION 2 : CITY REBIDS THE PROEJCT LATER The project could be re-bid, perhaps with some modifications . It is not likely that sufficient savings would be generated from this option. The building also needs a roof and boiler before winter . OPTION 3 : ELIMINATE EXPANSION, NEGOTIATE WITH HUD The project would be modified to eliminate the planned expansion. HUD would be asked to allow the City to use the expansion funds to complete the renovation work. Such an approach would require : a . An analysis of the feasibility of completing the renovations , demonstrating that if we don ' t expand, we will have funds sufficient for the renovation work. Initial calculations indicate that there may be funds enough, if the city funds already allocated remain committed to the project . b. The City will need to demonstrate to HUD that the programmatic goals of the Center planned for the additional space can still be met without the space, perhaps off-site or through other means . City support for meeting these goals may be necessary. HUD could choose not to approve this option, and might (although it is not likely) choose to recapture the expansion funds . Removing the expansion from the project would require new bid documents and design drawings , increasing project soft costs . The project would be delayed until next building season, although the roof and heating system could be done this season. Option 4 : City meets the Budget Gap The Common Council could decide to meet the budget gap by paying the difference from local funds . To bond for a project of $200 , 000 would require annual repayments of approximately $21 , 000 . Construction payments would be made first using CDBG funds . Any City funds left in the contingency account could be returned to the City. This approach keeps the project nearly on schedule . Time Factor: The bids received earlier this month are in effect until July 25 . At that point , we would need to rebid the project . "IJA A- � July 19, 1997 To: Mr. Paul Stevenson Ithaca Urban Renewal Agency 108 Green Street Ithaca,New York 14850 From: Paul Yaman Construction Inc. 1875 Lorings Crossing Rd. Cortland,New York 13045 Re: Schedule of Values for Southside Community Center, Contract for General Construction. Section 01 General Requirements 25,164.00 02 Sitework&Demo 31,987.00 4 7, C G O 03 Concrete 12,369.00 a q, 8 0 04 Masonry 42,219.00 0 0 05 Steel 49,433.00 /� 0 0 0 06 Carpentry 2,218.00 07 Thermal/Moisture Protection 71,475.00v" 08 Doors&Windows 12,330.00 1,7, 0 0 ° 09 Finishes 37,560.00 3G. o-0 a �� 10 Specialties 912.00 s.01 0 ° 11 Equipment 9,120.00 0 0 b 12 Furnishings 1,224.00 14 Elevators 30,552.00 17 Labor& Supervision 53,412.00 Contraq Total 379,975.00 Please contact me if I can be of further assistance. Sincerely; dames A. Bryan Project Manager cc: File