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HomeMy WebLinkAboutMN-B&A-1997-07-21 - L 2 1199-1 AA C T- BUDGET AND ADMINISTRATION COMMITTEE e--4 JULY 21, 1997 _..1 7 :30 P.M. ..7 COMMON COUNCIL CHAMBERS NOTE: We must start on time. Please call me (273-5754) if you can't attend or must be late. Jane M. AGENDA A. Common Council 1 . Approval of Minutes of May and June Meetings 2 . County Library' s Status vis-a-vis the city, an update by Janet Steiner, library director. (Reports enclosed, bring your questions ! ) K3_ Taxi Company Requests Regarding Insurance and Future Fare Revisions (letter enclosed) - Discussion 4. Neighborhood Improvement Incentive Fund - Report, possible resolution 5 . Department Head Feedback Instrument Update -- Report 30. 7\3 7\3G 6. Improved Sound System for City Court - Report ��SQtUt,p4 7 . Vacancy Review - Report 8. Mayor' s Report 9 . Council Members ' Announcements B. City rosecutor Request to Restructure Office - Discussion/ %geea-e .•r C. DPW - Cost 1. GIAC Door Replacement Project - Discussion/Possible Resolution Contract Discussion - Executive Session D. DPW/Water & Sewer ca 1. Request to Amend Authorized Personnel Roster w BUDGET AND ADMINISTRATION COMMITTEE JULY 21, 1997 Page 2 E . Planning Department 1. Request Approval of Consulting Contract for GIS Development 2 . Request Authorization to Hire Urban Design Consultant for Inlet Island - Resolution 3 . BID Memorandum of Understanding - n 4. Personnel Item - Executive Session 5. tw� ltk�) �(ncw►d� u.x - r�.�CccSeho�-r,,. F. Youth Bureau C1 . Request to Amend 1997 Youth Development Budget - Possible Resolution �2 . Update on Youth Development Funding and Contingency Funding Request G. Attorney's Office 1 . Personnel Item - Executive Session i 2 . Potential Tax Exemption for Owners of Historic/Landmark Properties - Discussion C 3 . Request for Authorization to File D/B/A for the City, County and Cornell University Doing Business as T-CAT - Resolution H. Police Department 1 . Personnel Item - Executive Session lUVA �C�q I . Fire Department 1 . Personnel Item - Executive Session J. Finance/Chamberlain o u orfie ~ Tax Payment P an - - le Resolution/Executive Session LThis item continued from Tune meet)_ C2 . Request Approval of Tax Penalty Waiver - Executive Session 3 . Request Approval of Tax Penalties Waivers - Executive Session BUDGET AND ADMINISTRATION COMMITTEE JULY 21, 1997 7 :30 P.M. COMMON COUNCIL CHAMBERS AGENDA Connnon Council Approval of Minutes of May and PMeetings County Library' s Status vis-a-vis the city, an update by Janet Steiner, library director. (Reports enclosed, bring your questionsi ) Taxi Company Requests Regarding Insurance and Future Fare Revisions (letter enclosed) - Discussion Neighborhood Improvement Incentive Fund - Report, possible resolution Department Head Feedback Instrument Update - Report Improved Sound System for City Court - Report - �7. Vacancy Review - Report t�o Mayor' s Report fig Council embers ' {Lnnot�ncemep�1ts PIC C4 InJ��( {i17 7Ci y Prosecutor (1 Request to Restructure Office - Discussion/Executive Session DPW �. GIAC Door Replacement Project - Discussion/Possible Resolution Contract Discussion - Executive Session DPW/Water & Sewer Request to Amend Authorized Personnel Roster BUDGET AND ADMINISTRATION COMMITTEE JULY 21, 1997 Page 2 Planning Department Request Approval of Consulting Contract for GIS Development Request Authorization to Hire Urban Design Consultant for Inlet Island - Resolution BID Memorandum of Understanding - Executive Session`-c80oo Personnel Item - E cutive Spssign� ' F. Youth Bur6au Request to Amend 1997 Youth Development Budget - Possible Resolution Update on Youth Development Funding and Contingency Funding Request G. Attorney's Office 1 . Personnel Item - Executive Session �-/ Potential Tax Exemption for Owners of Historic/Landmark a Properties - Discussion Request for Authorization to File D/B/A for the City, County and Cornell University Doing Business as T-CAT Resolution H. Police Department 1 . Personnel Item - Executive Session I . Fire Department 1. Personnel Item - Executive Session J. Finance/Chamberlain 1. Request to Authorize Tax Payment Plan - Possible Resolution/Executive Session (This item continued from June meeting) 2 . Request Approval of Tax Penalty Waiver - Executive Session 3 . Request Approval of Tax Penalties Waivers - Executive Session r BUDGET AND ADMINISTRATION COMMITTEE JULY 21, 1997 Page 3 K. Finance Department/Controller 1 . Personnel Item - Executive Session 2 . Update on City Health Plan - Report/Executive Session Davide Sayada 7/4/97 109 Parker St. Apt, D Ithaca, NY 14850 phone or fax 607-277-0983 Email- sayada@aol.com Dear Jane Marcham I wish to contest the late penalties since I signed and mailed the check on June/29 hopping it will get posted on 6/30 but for some reason it got posted on 7/1. 1 was never late paying the city or school tax, this is the first time it happened, and I promise that it wouldn't happen again. please in this special circumstances will you consider reversal of the fee, since I had no intention of being late and it must have being delayed at the post office. Thank You. Sincerely Davide Sayada t" 1 c��'°brti►T�0�� CITY OF ITHACA 106 EAST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE THE CHAMBERLAIN (607)274-6580 To: Budget and Administration Committee of Common Council From: Debra A. Parsons, City Chamberlain Re: Request for Penalty Waiver Date: July 7, 1997 I received the attached request from Ricardo Humerez for waiver of penalty on taxes at 803 E. Seneca Street. We have,in the past,had reason to believe the Post Office had made errors in postmarking envelopes. This was not the case in June. No envelopes were received on July 1 postmarked July 1. Ed GATT,the Postmaster,indicates that everything received at the post office by the posted time of 6:00 PM was sent to Elmira that evening,and postmarked the same day. Mr.Humerez is not contending that he placed this at the post office before the last pick up time. I recommend,under the circumstances,that Mr.Humerez's request be denied.Real Property Tax Law is _ specific that the postmark shall constitute the payment date,and these taxes were due on June 30, 1997. IWO n• "An Equal Opportunity Employer with an Affirmative Action Program" t s Recycled Paper Mrs . Jane Marcham % Debra Parsons Office of the Chamberlain 108 East Green Street Ithaca, New York 14850 Dear Mrs. Marcham: I had mailed the enclosed taxes on the afternoon of 6-30-97 at the East Hill Mall mailbox, and they were returned to me because the envelope was postmarked 7-1-97. I am appealing to your fair judgment in this matter. I am hopping you will think, as I do, that. a postmark of 7-1-97 means the payment was made on 6-30-97, which is wha e bill indicates "payment by June 30. " rF—roes not say payment should a postmaritea Dy u ne 30. Under the circumstances, it seems unfair and unjust to penalize me five percent ( 5%) for the night these -payments were at the post office. I am sending the payment checks to you hopping you will settle this in my favor. If your judgment is against me, please send the checks and bills back to me. Respectfully yours, r Ricardo Humerez 904 Dryden Rd. Ithaca, N.Y. 14850 (607-272-2970) TOMPKINS COUNTY PUBLIC LIBRARY 4 Cardholders by Geographic Municipality Newfield 2% Enfield 2% Groton 1% City of Ithaca 13,631 Danby 3% �`rt Town of Ithaca & Cayuga Heights 8,636 Caroline 30 r r�ir. x,�a- � pr atFfir)f s i Out of County 4,393 Ulysses s% Di �. Dryden & Freeville 4,020a� Lansing 3,805 Ulysses ( including Trumansburg) 2,206 - �n"I,„!, Caroline 1 362 RFg 1 f Ar�kalp�"�R Danby 1,142 OK ffi �i"y ^4M S Y Enfield 963 Town of IttiQea Ma, l�rw (s! Newfield 631 Wil �vA�F> ` Cayuga" y ©tit of Couirty HQlghts Groton 575 Total Cardholders 41,364 June 20, 1997 f 1 TOMPKINS COUNTY PUBLIC LIBRARY LIBRARY IMPROVEMENT AND EXPANSION NEEDS , July 1997 Introduction In 1996 Aaron Cohen and Associates, national library consultants, provided a detailed look at the current space allocation of the library's programs and services,projected the library's space needs over the next twenty years, and provided a list of options and alternatives for the Library Board of Trustees and the County Board of Representatives to consider. This study grew out of a Strategic Planning Process which identified four factors which are driving the need to improve the Tompkins County Public Library building: an aging building, growth of the collection, an increase in library usage,and changes in and expansion of library services. 1.An aging building The library building is fast approaching thirty years old. The following problems have been identified as needing attention: crumbling exterior facade leaking roof deterioration of front exterior steps worn carpeting problematic heating,ventilating and air-conditioning poorly insulated lower level windows insufficient electrical outlets worn and obsolete furniture and furnishings continuing evidence of asbestos While these problems are typical of an aging building, attention to them is long overdue and fixing them will require a substantial financial outlay. 2. Growth of collection The library's print and non-print collection has grown to the point where we need 36% more linear feet just to adequately house our current collection. The increase would solve numerous problems, including crowded shelving, inappropriate shelving(i.e. oversize books, all audio-visual materials, and magazine display and shelving) , or shelving which is too high for library users(youth services and large type print collections). 2 Although some people believe that the paperless library is in our future,American book publishing reached an all time high in 1995. While some information will be more accessible and more available in digital and electronic formats, and while the growth of the Internet seems to have no limits,the demand for print materials will continue to be high,due to its portability,familiarity and low-cost. Projected growth of the collection over the next twenty years, as envisioned in the Cohen report, is predicated on the assumption that the current collection is inadequate for the population served, and should increase from the current 200,000 volumes to 362,000 volumes in the year 2016,an increase of 81%. 3. Increase in library usage The increase in library usage since the building opening in 1969 is dramatic. Total circulation for 1967 was 331,259. We estimate that circulation for 1997 will again break all records and reach 800,000, an increase of 142%. The growth in library usage has placed demands on staffing, seating and services which cannot be accommodated in the current space. Users are sitting on the floor,lined up five deep at the reference desk, and engaging in angry behavior over perceived loss of quiet. When the library opened,we had seats for 175 people. Additional shelving added over the years has displaced seating,to the point where we now have 152 seats,a loss of 13%. The Cohen report noted that the library has half of the recommended number of seats based on our population. The recommended number of seats for the year 2016 is 252, and increase of 100 seats. In 1970, library card users totaled 16,720. Today there are 40,000 registered borrowers, an increase of 139%. In contrast,the population of Tompkins County grew by 27%over the same period. A chart showing registered borrowers by municipality is attached. While the student populations of Cornell,Ithaca College and Tompkins Cortland Community College swell the demographic data,the presence of these three institutions result in more demand for public library service,not less. A highly educated population expects more and demands more. We do foresee that technology will enable some current library users to obtain needed information from home or office via computers, and thus reduce their need to physically visit the library. In fact, we anticipate a growth in the number of non-users who will now use the library in this way. However,we do not anticipate any decrease in the number of people who will continue to visit the library, and who will require increased space and staff to serve their needs. 3 4. Changes in program Information technology When the library was built in 1967,no one could have foreseen the growth of the computer and information technology industry. Today, library users have access to more information than ever before, and can obtain it faster and cheaper than ever before, using computers. Information which had been found in books is now available on the Internet, or on CD-ROM. The library changed from a card catalog to a computer catalog in the early 1980's. In 1997, almost every employee in the library,and almost every library user uses a computer. The library's growth in information technology requires space. While it is possible to envision fewer reference books and more Internet connections,the space required for one Internet workstation is 40 sq. ft. The Cohen report suggested that almost 100 PC stations will be needed by the year 2016,to accommodate this change. Youth Services The library's strategic plan has focused attention on our young people and their families as our most important population. When the library was built in 1969,the children's wing was a semi-enclosed room with low ceilings. Within ten years, this department outgrew its space and was moved to the interior of the building. The space gained in this move was partially lost in a later re-organization of space in the mid-1980's. As a consequence,this department is unable to be inviting or attractive to kids or families due to its location, poor shelving, lack of seating, inadequate office space,non-existent } storage space and a paucity of computers. Space for middle school and young adults is virtually non-existent. The growth in services and programs reflect the library's strategic direction of focusing on kids. Registration for the Summer reading program increased by 68%between 1994 and 1997. The collection of 1600 easy readers circulates 16,000 times in one year. Our turnover rate for children's audio visual materials such as tape cassettes and family videos is the highest among all other collections,at 197%each month. This department's space is planned to grow by 84%. This increase will enable us to meet our current needs as well as meet the projected growth in this population. Audio Visual Collection Books on tape,videos and compact discs are immensely popular and represent almost 25%of the library's 1996 circulation. We anticipate multi-media collections growing, although some changes in format can be predicted. Display shelving and adequate space for users to browse require an increase of 900%, primarily due to the current inadequate space allocation for this service. 4 Need for additional staff The Cohen report documented the serious shortage of staff in all areas of the library. At least 10 positions have been vacant since 1991,while at the same time use of the library's services have soared. If all vacant positions can be filled,the need for additional staff over the next 20 years is modest, and little of the growth in square footage is attributable to staffing increases. The Cohen report concluded that the Tompkins County Public Library must double its capacity in order to meet the needs of Tompkins County through the year 2016. The library currently occupies 34,800 sq. ft. It must grow to 71,900. While the list of seven options to be considered included building a new library elsewhere,(the consultant's recommendation), the choices to be studied were narrowed to four. They are: • repair existing building • no new construction, renovate current building • some new construction on current site,but less than recommended • new construction on current site which achieves the recommended space In June of 1997,the architectural firm of Quinlivan,Pierik and Krause of Syracuse were hired to: • provide more information about the current life expectancy of the building and all of its components; • review the library's statement of space needs • provide preliminary information about the costs and viability of each of the four options listed above This report is expected to be completed in late Fall 1997. Prepared by Janet Steiner Library Director WN SUNDAY SPONSORS/MESSAGES Sep 7 Friends of the Library Book Sale: October 4-13 & 18-20 at 509 Esty Street. Over 250,000 books, records, sheet music for adults and children Sep 14 Time Warner Cable Proud to be the sponsor of Kid's Catalog software which makes using the Library fun ! Sep 21 Fibers& Fantasy ; Micky Benefit Fashion Show featuring new fall Roof Designer Goldsmith collections of clothing and jewelry. Call for reservations. 257-4666 or 266-0529. Sep 28 Ciaschi, Dietershagen, Proud to be a sponsor of a Sunday at the Little, Mickelson. Library. Oct 5 David Kirk, author David Kirk signs his new book Miss Spider's illustrator New Car between 2 pm and 4pm. at the Library. Books will be available for purchase. Oct 12 Wegmans Wegmans, Southern Tier News and Rubin Publications are proud to sponsor a Sunday at the Library Oct 19 Cornell University Proud to share the legacy of Ezra Cornell, founder of the Community's first public library. Oct 26 Tompkins County Trust Pleased to support Downtown Ithaca by Company sponsoring a Sunday at the Library Nov 2 The Computing Center Proud to be a sponsor of a Sunday at the Library. Nov 9 Planet Walk Community Read more about the universe when you visit Day Planet Saturn at the Library. Nov 16 Ithaca Business Sundays Downtown now include a visit to the Improvement District Library, along with dining, shopping and entertainment. Nov 23 Center Ithaca Businesses The merchants of Center Ithaca invite you to enjoy unique dining and shopping in the heart of Downtown Ithaca after your Library visit. Nov 30 Fred and Elizabeth Congratulations to the Library and the McLafferty Family Name Community on Sunday Openings! Join us for Day the Great Annual ReadAloud at the Library. Dec 7 Integrated Aquisition& Proud to be a sponsor of a Sunday at the Development Corp. Library. Dec 14 Library Trustees and Pledging our support for expanded Library Foundation Board services. Members. II 2) The County Youth Board has now completed its review of the Transition Task Force report and has forwarded recommendations regarding funding of Ithaca Youth Bureau Youth Development programs for the balance of 1997 to the Health and Human Services Committee of the Board of Representatives. Attached is an updated report on new revenue sources that incorporates the County Youth Board's recommendations and also brings you up to date on our current projections as to the revenue "gap" for 1997. The Youth Board has recommended $47,251.00 in additional County funding for the period 9/l/97-12/31/97. On July 8, 1997, the County Health and Human Services Committee approved a resolution recommending an appropriation in this amount from the County Contingency Fund. This recommendation will be on the agenda of the July 17, 1997 County Budget and Personnel Committee meeting. When added to previously approved County funding, this amounts to 100% of the local cost for the One to One Core program, the new county-wide component of the Youth Employment Service and the school year component of the Outing program and 50% of the local cost for the school year Mechanical All Stars program. As you can see the recommendation for $47,251.00 in additional County funding leaves us with a "gap" of $21,475.00 We are requesting that $21,475.00 be transferred to the Youth Development budget from contingency funds so that we can provide full programming through the end of the year. This funding would be applied towards the cost of the following program components: the Paul Schreurs Memorial Program, One to One "projects," Special Projects (the Beverly J. Martin Elementary School Initiative), Crafts, 50% of the local cost for the school year Mechanical All Stars program and the new Ithacajobs Initiative of the Youth Employment Service Thank you. Youth Development Budget 1997 Revenue projections Initial revenue "gap" in 1997 City budget $103057 New revenue sources/cost reductions: Grant to 1:1 (anonymous donor) $10000 Grant from Paul Schreurs Memorial Program Advisory Board $2500 Follow the Sun for One to One fund drive $3686 Grant to Youth Development (anonymous donor) $15000 Morse Borg Warner Donation to Mechanical All Stars $100 Savings from deferral of 97 YCC program $3045 Total $34331 Current revenue "gap" in 1997 City budget $68726 (Assumes no additional County funding) Projected remaining revenue "gap" in 1997 City budget $21475 (Assumes Youth Board recommendation for$47251 in additional County funding is approved) w� 7 2�0 ILI tot, �r � Q Vtnfi C. o,\ �9fAID� Co No (�Z) l c = rrAppaw - c C, ik6 t q q C.k V\_ej-ea-2tc� o 6�e c f� h�h~ (briAl v4evy F�00,o ?o sm � ca 7 ,rya I- Uj. �Q� Ick ��� ��� AU TI QCs �� ����� 10 & Q-m� e-an, (vic Ag� VIV PT - t?4 7 c �� wa �, ��ct�1 14� POW '60 j6p lityx t VU"(A-j �'Y71 VT, a Cfy ;Pis Ile-,(" s k� M-oe Iq No Ce, Ti!iy �0� Ly Rw T-1- ;� � "' ���fl� � -� �� ���� � -'---- ��� ��� �,,�� � �, -''� � � ���. �o � ys f� CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF TELEPHONE:607/274-6550 FAX:607/274-6558 PLANNING&DEVELOPMENT 607/272-7348 H.MATTHYS VAN CORT,DIRECTOR HERMAN SIEVERDING,AICP,DEPUTY DIRECTOR TO: Alan J. Cohen,Mayor Common Council Members FROM: Rick Eckstrom Julie Holcomb Thys Van Cort Brian Wilbur SUBJECT: GIS and Data Management Specialist DATE: July 21, 1997 This is a joint request by the above Department Heads for continuing its development of an in- house data management capability for land or property based records. We believe that strengthening the City's ability to manage land-based records,particularly as they relate to our growing Geographic Information System(GIS),will be essential if City government is to continue to provide the services the City residents have grown to expect while the size of government stays constant or is reduced in size. Property Based Records Currently land/property based records are housed in the following departments: Chamberlain, Clerk, Engineering,Planning,Building,Police,Fire,Water&Sewer, Streets &Facilities. Staff members researching a property for any reasons may need to access information housed in several of these locations. Most of these records are paper-based,with old,inaccurate, or non-existent indexes. In most cases data sharing equates to visiting each site, and physically searching for the records. These searches require staff from both the requesting department, and the record holding department. It is very easy to overlook data which is stored in an other location, as most people are not even aware that it exists. Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program" w By building a proper-based database,information from all departments could be placed into a central location which is accessible to all staff members. Once created, there are several related uses this database could offer such as the base for centralized/property billing,complaint/violation tracking,permit tracking,and specialized mapping. Several departments are already undertaking similar automated projects to address their individual needs,however there is no coordination of these efforts, and therefore, no guarantee that these systems will be compatible with a centralized database. The benefits of this type of project are many including,reduced staff project time,improved services to the public,and most importantly,an increased information base for City employees. During the past ten months,the Department of Planning and Development has retained Ruth Aslanis as a Consultant to assist in the development of the City's GIS. During that time she has worked with a number of City departments,other than Planning,on several large automation pr0RZ .Ahe more work she does on these projects, the more the demand for these services increases. The work,be it done as a Civil Service or provided by a Consultant, would continue the progress that is now being made by Doug Foster and Ruth Aslanis. In making this request,we are well aware of the severe budget restraints which confront the City. We believe that work in this area will,in the medium term and long term,provide significant improvements in productivity as well as strengthening our capability to manage data. With any such effort, there will be some initial start-up costs,but in the long run these are expenses the City cannot afford to forego. While based in the Department of Planning and Development,Aslanis has been acting as an in- house consultant to a number of other City departments. She has assisted the City Clerk's office in writing a SARA Grant,of which one of the focuses is the improvement of geographically based records management. In the Building Department,she has provided substantial assistance in writing a request for proposals for software for the Building Department's records. After writing the RFP, she assisted in the interview and selection of the consultant and is now working with the consultant on the design of the software for the Department. There are a number of other special projects which require the use of the GIS for which the Fire Department has requested assistance. To date,these requests have not been able to be fulfilled. The Fire Department's projects include matters as routine as making their records which show the location of all fire hydrants available on the GIS,to calculating response time for the new Fire Department service areas and developing a system which will provide information on the incidences of fire calls from all addresses protected by the Fire Department,for use in many phases of department operations,from response planning to fire investigation work. The integration of data generated as a result of code enforcement activities into a single database is viewed as extremely useful. GISMEMO.DOC 2 Assistance has been provided to the City Forester in developing a map and database which provides information on all trees planted and maintained by the City. This system has been designed so that it can be maintained and updated by the Forestry Department. All trees are recorded as they are planted and deleted from the map when they are removed. We believe that other Departments such as Police, Legal,their operations through the computer applications, and the Chamberlain's office will also be able to improve themselves. GIS projects which have a high priority at this time include creation of a digitized zoning map and a digitized official City map. The Departments who use zoning have felt for some time that our current mapping system was obsolete and that both updating and utilization of the map would be vastly improved if the map base were digitized. We now have the capability to create these maps within our GIS. Only the availability of staff time stands in the way of creating this important tool. A digital map would eliminate confusion with respect to the zone boundaries as well as enabling us to perform zoning analyses and other studies that now would require hours days or., months of staff, time. There are a number of alternative ways of funding a person who would carry out these responsibilities. It would be our preference to create a permanent GIS and Data Management Specialist position. A person serving in this position would act as in-house consultant to all City departments who deal with land-based and property-based records. This person would administratively be housed in the Department of Planning and Development,but their time would be shared on an as needed basis with all other departments. Failing that,a temporary position could be created. A third alternative would be to enter into a medium term contract, one year or more,for the provision of these services. Regardless of which if any of these alternatives is chosen,there is funding available from within existing budgets which could be transferred to pay for all or most of this work. The Planning Department,the Building Department and the Clerk's Office all have expressed a willingness to use part of their existing 1997 funds in a contract or a new position. A brief job description for the GIS and Data Management Specialist is attached for your further information. Copy: D. Cafferillo S. Thayer GISMEMO.DOC 3 R GIS AND DATA MANAGEMENT SPECIALIST JOB DESCRIPTION Distinguishing Features of the Class: The work includes identifying and providing solutions for the City's information management problems and opportunities as they relate to land- and property-based records. The incumbent acts as a resource person for all City departments,working closely with department staff. Work will promote data and resource sharing and the use of spatial problem-solving. In addition, the incumbent will design and help manage geographically-based data sets and computer applications dealing with these records. He/she will also train existing personnel in the use of such applications. The position reports to the Director of Planning and Development, but direction may be given on assignments made by the Planning Systems Manager or other Department Heads. " 8npervision may be exercised over the work of student interns or other assistants. Does related work as required. Typical Work Activities: Help develop,maintain and upgrade the City's Geographic Information System(GIS) working with the Planning Systems Manager and other City departments. Work includes design,data acquisition,interface development and implementation of the system. Assist in the production of maps. Consult in the cartographic design and the actual production of digitized maps. Analyze means by which the GIS could be used to improve work flow and efficiency among departments. Design and write land-based data base applications for City-wide and departmental processes. Assist departments in evaluating employees need for training in GIS and other land-based systems,particularly in terms of shared maps and data. Assist in individual and group training sessions as requested by City departments. Assist in the creation and maintenance of written user manuals for the GIS. Assist in the design and performance of studies which use the GIS and other land-based data sets. Assist in writing and implementing grants for land-based data systems. GISJOBDS.DOC V= CITY OF ITHACA 1 JAMES L.GIBBS DRIVE ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE YOUTH BUREAU (607)273-8364 To: Dominick Cafferillo City Controller From:Allen Green k6 Acting Director Re: Agenda items for the July 21, 1997 Budget and Administration Committee meeting Date: July 11, 1997 Please place the following items on the agenda of the July 21, 1997 Budget and Administration Committee meeting. 1) Request to amend the 1997 Youth Employment Service budget for a Cornell University summer youth employment program. 2) Update on Youth Development funding and contingency funding request. I've attached some background material related to these requests. Thank you. "An Equal Opportunity Employer with an Affirmative Action Program" Recycled Paper Lakes 1 axi LLC 412 Old Taughannock Road Ithaca,NY 14850 607-272-2733 July 4, 1997 Jane Marcham and Sarah Shank Budget and Administration Committee Common Council City of Ithaca Ithaca, NY 14850 Dear Council Women, We would like Council to revisit our request for a lowering of the insurance liability from $300,000 to $50,000 per vehicle. You have established from your research that every municipality in this region requires a lower rate of insurance coverage than Ithaca. This reduction would reduce significantly our fixed costs which would increase our profitability. This profit would then be reinvested in the company in the form of new vehicle purchases and maintenance of existing vehicles. The net result would be improved service to the community. In determining this request, please consider that very very few insurance claims are made above$50,000. Further reducing our insurance liability would in no way reduce our liability in the event of negligent tortious conduct. While our existing insurance coverage is more than adequate to provide for any claims, we are confident that our drivers are safe and responsible. In sum we are willing to assume the risk of greater financial exposure in order to increase our capital with a view to expanding our vehicle fleet-all of which will better serve our community. Council has also proposed to the taxi companies that there should be a routine procedure for requesting rate hikes. We believe that once a year,preferably in January, Council and the companies should meet to review the appropriateness of the rates. The review should entail a frank assessment of all factors which influence our net earnings. And of course, we will be receptive to recommendations from council members as to improvements we could make in order to provide better service. Feel free to contact me. Your assistance in this matter is appreciated. With thanks, I remain, Yours Sincerely' John Kadar t � CITY OF ITHACA 1 JAMES L.GIBBS DRIVE ITHACA. NEW YORK 14850 OFFICE OF TELEPHONE YOUTH BUREAU (607)273-8364 To: Budget and Administration Committee From:Allen Green V- Youth Development Coordinator Re: Requests to amend the 1997 Youth Development budget Date: 7/10/97 1) We have been advised by Cornell University that we will be receiving additional funding in support of the Cornell "On Top" component of the Youth Employment Service summer jobs program. This additional funding relates to the increase in the minimum wage and adjustments in salary levels for the teens who will be participating. We are requesting that the 1997 budget for the Youth Employment Service be amended as follows: Increase anticipated revenue: Account # A2070 Cornell University $3500.00 Increase expenses: Account # A7310-5120-01202 Part Time / Seasonal Youth Employment Service $3180.00 el "An Equal Opportunity Employer with an Affirmative Action Program" Recycled Paper 1 f y. A all cOq�.... f'00 /tA7�0 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 Adminis Committee From: Herman Sieverding Re: Inlet Island Urban Design Guidelines Date: July 16, 1997 During its February 5, 1997 meeting Common Council endorsed the concept of developing design guidelines for the Inlet Island area and authorized staff to issue a Request for Proposals. After identifying a number of firms with previous experience developing these types of guidelines for waterfront areas,we prepared and sent out eleven Requests for Qualifications(RFQ). We decided to issue the Request for Qualifications since we had already defined the scope of work for preparing the design guidelines. This scope was included in the RFQ so each firm would be responding to the same definition of what the City needs to guide the redevelopment of this area. We have received six responses. A review and selection committee consisting of Scott Whitham and Ellen McCollister from the Planning Board,Susan Blumenthal from the Planning and Economic Development Committee,Bill Gray,Thys Van Cort and me have reviewed the six proposals. We have narrowed the field down to two funis. By the time the Budget and Administration Committee meets we will have.finalized our recommendation. At that time we will be requesting the B &A Committee to recommend to Council that the City retain the recommended, firm. We expect the fee for this assignment not to exceed$15,000. This is within the range of fees discussed during the February Council meeting. Attached is the scope of work we will have the consultant complete. If the Council authorizes retaining the recommended firm during its regular August meeting,we expect the firm to begin work within two weeks of the approval. The scope of work will be completed within six to eight weeks. Please call me if you have any questions or require additional information or would like to review the responses to the RFQ before the B &A Committee meeting. cc. Scott Whitham Ellen McCollister Thys Van Cort Bill Gray Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program" q CITY OF ITHACA REQUEST FOR QUALIFICATIONS INLET ISLAND URBAN DESIGN GUIDELINES Introduction Ithaca,located at the southern end of Cayuga Lake and connected directly to the Erie Canal via the Cayuga Seneca Canal,experienced dramatic economic development during the 1800's as it developed as a transshipment center in the region. The focus of this activity was located in the City's West End in the area now known as Inlet Island. (see Map 1) The development of this area of the city was, as was noted in the Inlet Island Land Use Plan adopted by the City in 1992,"shaped and reshaped by some of the most powerful forces that have transformed American cities over the past 150 years". The creation of the canal system in the early 19th century,growth and subsequent decline of railroads from the mid 19th to the mid 20th centuries,the development of arterial highway systems beginning in the 1950's and the massive flood control project undertaken by the Army Corps Engineers in the 1960's have created a unique waterfront area(see Aerial Photograph). Unfortunately,the legacy of these transformations has also created a number of land use constraints that have hindered the city's ability to fully capitalize on the development potential of the area. Now,in the late 1990's,with the most recent transformation nearly complete,the realignment of State Routes 79,96 and 89 and construction of two new bridges across the Flood Control Channel,the area is poised for redevelopment(see Map 2). Redevelopment of the Inlet Island area will be guided by two recently completed plans; the Inlet Island Land Use Plan and the Tompkins County Waterfront Plan. However,neither of these plans provide the design detail necessary to insure the integrated and efficient development of this unique area. The City of Ithaca is,therefore,seeking proposals from qualified planning and design firms to provide Design Guidelines for the Inlet Island area as defined in the Report of the Inlet Island Land Use Committee. The Design Guidelines will be based on the Committee's land use recommendations(see Map 3). The goal of the guidelines is to develop this area in a way that maximizes private development opportunities,yet provides residents with increased waterfront access and protects the value of City-owned land. The near completion of the highway realignment project and the Canal Corridor Initiative recently announced by the Department of Housing and Urban Development has already stimulated private sector initiatives on Inlet Island. For instance,the construction of a new restaurant,to be financed in part through the Canal Corridor Initiative,has been proposed for the north end of the island Development of this kind is in conformance with the Report of the Inlet Island Land Use Committee which has been made part of the City's Comprehensive Plan. The purpose of this Request for Qualifications is to solicit information from, experienced urban design firms that will assist the City in deciding which firm to retain to develop these design guidelines before additional developments are proposed. What follows is an outline of the proposed scope for the Design Guideline Study,a description of the material to be submitted and contact person for further information. 1 y Scope of Work Task One: Assess Parcel Configurations and Development Capacity and The Consultant shall analyze existing parcel configuration and ownership patterns relative to existing zoning requirements for developable lots and development capacity. The consultant will recommend whether adjustments to the shape of these parcels is necessary in order to maximize the development potential of these parcels. The Consultant shall meet with the City and other property owners to review these recommendations. Task Two: Design Guidelines Upon completion of Task One,design guidelines shall be provided for the following: • Overall Development: Identifythe development parcels,potential redevelopment parcels,and propose a range of land uses for each parcel. Make recommendations regarding improvement to public infrastructure,open space and amenities. Define the setbacks,building heights,parking ratios, and landscape requirements for each parcel. Make recommendations as to whether parking should be provided on each site or whether parking should be provided centrally in one or more joint use lots or structure. Architectural issues including massing and materials,the building relationships to street, service requirements,waterfront,and adjacent buildings will also be addressed. • Taughannock Boulevard and Highway Right-of-Way: Define the landscape qualities of the right-of- way including the location of sidewalks,curb cuts;street trees,street lights and any other amenities, including signage. Provide a public improvement plan and typical streetscape sections. z Meetings with the City and property owners and approval of a final draft by City's Board of Planning and Development will be required The final product will be in 8 1/2"x 11"format suitable for photocopying. Proposal Submission Requirements Responses should include: • Firm description. Firms.should have experience in feasibility studies for waterfront properties and preparation of design guidelines. In-house architecture and landscape architecture capability is preferred. If more than one consulting firm is proposed,indicate in the cover letter how the relationship will be structured. • Relevant project descriptions,including examples of design materials prepared for these projects. • Resumes of key personnel and an indication of their role in the project. • Please limit your submittal to 20 pages. 2 i Three copies of the proposal are due June 23, 1997 no later than 4:30 p.m.,clearly labeled as follows: "Proposal to Provide Inlet Island Design Guidelines" Herman Sieverding,AICP Department of Planning&Development City of Ithaca 108 E.Green Street Ithaca,NY 14850 Selection Process The City will create a selection committee that will consist of representatives of Common Council,the Planning and Development Department,the Department of Public Works and area property owners. The selection committee will review the proposals and select the firm based on the most relevant experience and appropriate qualifications. The City will enter into fee negotiations with the selected firm. If a contract cannot be agreed upon,the second ranking firm will be notified The selected firm will be notified approximately two weeks after the submission of proposals. 3 1T. 4y CITY OF ITHACA _ V~= .%� 510 First Street Ithaca,New York 14850-3506 DEPARTMENT OF PUBLIC WORKS " WATER AND SEWER DIVISION PoR4TE0 Telephone: 607/272-1717 Fax: 607/277-5028 InterOffice Memo To: Budget and Administration Committe From: Lawrence P. Fabbroni, P.E. , L.S. Date: July 10, 1997 Subject: Part Time Permanent Request In 1995 the Budget and Administration Committee and Common Council first approved reduced hours for the full-time positions of Paige Rumsey, formerly Account Clerk-Stenographer, and Joanne Phillips, Principal Account Clerk after returning from maternity leave. At the time, Paige Rumsey was working 32 hours per week and Joanne Phillips 20 hours per week. Because of the increased work load imposed by the three year NYS Route 96 project, a temporary Account Clerk/Typist for 16 hours per week was approved to make this reduced hour accommodation possible. Subsequently, Paige Rumsey returned to full time and was provisionally promoted to Senior Account Clerk/Typist. Starting in June 1996 Sally Alario replaced Beverly Klinko as the temporary Account Clerk/Typist. Joanne Phillips has requested and received extensions to continue 20 hours per week through now and into the foreseeable future. As the Division moves through a four year period of planning, design, and capital improvement of the water treatment plant, data coordination needs of new automatic reading devices and software and MUNIS billing system requirements are implemented and the 1998-1999 operational activities rush to keep pace on infrastructure replacements key to realizing the greatest complementary benefit of Cornell Lake Source Cooling replacements, it is essential that the stability of the small office staff be insured. At this time, after a year of excellent performance and given the probabilities of continued reduced hours, continuing maternity leaves, and retirements among DPW clerical staff �y rhe next three to five years,�I request that Sally Alario be appointed half time permanent as Principal Account Clerk Typist. Ms. Alario has held many different and varied accounting titles over eighteen years of public service. She has worked with everyone in City Hall in key administrative and accounting positions. She holds the Civil Service standing as a Principal Account Clerk Typist. This arrangement with all the uncertainties the future might unfold would enable the Division to ensure continuity, accommodate young families, provide a backup of unquestionable capability and integrity. The change to twenty hours is key to benefits and public service in the retirement system of need and interest to retaining Ms. Alario. Her hourly compensation would remain at $11.00/hour to start. "An Equal Opportunity Employer with an Affirmative Action Program" Im 'Lot MEISI[ ® IES. ANDUM TO: Dominick Cafferillo for distribution FROM: Pat Kennedy, Assistant City Attorney DATE: July 17, 1997 RE: Request for authorization to file d/b/a as a portion of TCAT Consolidation Progress Before the B&A Committee on 7/21 is the request . for authorization to file the attached d/b/a form with the Tompkins County Clerk. Filing this form is one of the baby steps toward consolidation. D/b/a forms are required when parties are doing business under a name other than their legal name. Filing this form allows someone who does not know what or who T-CAT is to go to the clerk' s offcie and track us down. As you probably know, the parties have begun using the T-Cat emblem on various things, including some of the busses . Filing this form is a required notice for the use of that name. It does not change the legal relationship between and among the parties, which remains as outlined in the 1991 Operations Agreement. Because the d/b/a filing may prompt related questions about the progress toward consolidation, I' ll summmarize what I know here. Some may recall that last Fall, after we were all successful in obtaining authorization from the state legislature to consolidate, we met in various large and small groups to discuss some of the expectations regarding the consolidation process. A small group was formed to explore various legal forms which the, consolidated entity might become: This small group included Barbara Blanchard, Bill Mobbs, Bill Wendt, Bill Gray and Rod Ghearing, working with attorney Shirley Egan for Cornell, Jonathan Wood for the County, and myself. The primary focus of that group' s effort has been to respond to the expectations for consolidation described and not to chose a legal form which would result in any loss of federal or state funds or any of the exemptions which the parties now receive. Because there were no models for this particular . 1 municipal/not-for-profit consolidation effort, we initially . believed it might be easier to form a not-for-profit corporation, with each of the three entities as three share holders in the not- . for-profit. It took more than four months for the officials in state and federal transportation offices to determine that the not- for-profit entity might not been entitled to the same funding streams or exemptions we now enjoy. In the beginning of May, after hearing in late April that we should not try to proceed to become a not-for-profit corporation, we began examining the implications of a "joint venture. " In mid June, Shirley Egan circulated a very preliminary draft agreement for discussion. This draft covered the types of issues normally addressed in such joint venture agreements, and the working group has been examining each of the elements trying to see what legal, procedural or practical problems are raised by the choices proposed. Our working group meets about every two weeks to refine these concepts and to identify the areas which need to be decided by the policy makers . Because these discussions have gone on well beyond our initial estimate, we decided that we should take the steps necessary to file TCAT as the name under which the county, city and Cornell are "doing business" for transit purposes, because the name was already being used. Once the state confirms that a joint venture design will still entitle us to the funding and exemptions we currently enjoy, the small group plans to bring a draft document, along with a list of decisions that need to be made by the policy makers, that is, to the Transit Facility' s Operating Committee, the City' s Board of Public Works, the County Board of Representatives, Common Council and to the designated Cornell officials who would make these policy decisions . We expect to do that in September, assuming a reasonable turn around from DOT. At that point, all interested parties would have the opportunity to criticize the proposed joint venture design and argue for alternatives to their various political representatives in a public forum. We have certainly found that making something new, instead of following somebody else' s model takes more time than anticipated, particularly when federal and state approval of new concepts is required. 2 Y y CORNELL U N I V E R S I T Y Office of University Counsel Telephone:607 255-5124 500 Day Hall Facsimile:607 255-2794 Ithaca, New York 14853 July 15, 1997 vlonathan Wood, Esq. - - Assistant County Attorney RECEIVED 125 East Court Street Ithaca, NY 14850 J U L 16 1997 Patricia Kennedy Assistant City Attorney COUNTY ATTORNEY City of Ithaca 108 East Green Street - Ithaca, NY 14850 Re: Tompkins Consolidated Area Transit Dear Jon & Pat: As we discussed at our meeting on July 10th, I am enclosing for your review Certificates of Doing Business Under an Assumed Name for TCAT. I am sending the originals in blue backs to Jonathan and, for now, only copies to Pat. Jon, when you get yours signed, could you please ship them over to Pat? As we discussed, it is wise to get the Business Certificate filed now that several buses labeled TCAT are already running. According to the New York General Business Law, representers for all three parties have to sign the Certificate. If you will return the originals to me, I will file the Certificate in the office of the Secretary of State and a copy will be filed with the Clerk of each county. We will be filing in three counties, which is why I have included four Certificates for signing. Having a certificate on file should put the minds of our Risk Managers at ease. Thank you for your help. Very truly yours, t , o Shirley K. Egan Associate University Counsel SKE/tf Enclosures CERTIFICATE Pursuant to Section 130 of the General Business Law The undersigned certify that: 1. The name under which the business is to be conducted in New York is Tompkins Consolidated Area Transit. 2. The principal place of business in New York is located at 737 Willow Avenue, in the City of Ithaca, County of Tompkins. 3. In addition to conducting business at its principal place of business, indicated above, business will also be conducted in the County of Tioga and the County of Seneca. 4. The full names and addresses of parties conducting the business are as follows: Name Address City of Ithaca City Hall 108 East Green Street Ithaca,New York 14850 County of Tompkins 125 East Court Street Ithaca, New York 14850 Cornell University Parking and Commuter Services 116 Maple Avenue Ithaca, New York 14850 5. The parties are authorized pursuant to section 119(s)(1) of the New York General Municipal Law to jointly provide for mass transportation services. 6. No other person or entity is interested in the business or the conduct of it. This certificate is executed and filed pursuant to Section 130 of the General Business Law. Dated: August , 1997 CITY OF ITHACA By: Name: Title: COUNTY OF TOMPIUNS By- Name Title: CORNELL UNIVERSITY By: Name: — Title: CITY OF ITHACA 108 East Green Street Ithaca,New York 14850-5690 F �$ OFFICE OF THE CITY ATTORNEY Mariette Geldenhuys,City Attorney Telephone: 607/274-6504 4PoRpo Patricia M.Kennedy,Assistant City Attorney Fax: 607/274-6507 MEMORANDUM TO: Alan J. Cohen, Mayor Common Council Dominick Cafferillo, City Controller Leslie Chatterton, Neighborhood Planner Thys Van Cort, Director of Planning and Development FROM: Patricia M. Kennedy, Assistant City Attorney : DATE: July 10, 1997 RE: Historic Preservation Tax Exemption I've attached a copy of a recent state law passed by the senate and assembly and sitting on Governor Pataki's desk for signature right now. I am told by Ed Franquemont of Historic Ithaca that there is every expectation that the Governor will sign this bill providing for a particular kind of tax exemption for historic properties. As you will see, this law specifically permits a municipality to adopt a local law granting preservation tax exemptions. Some of you may recall the discussion in 1994 and 1995 instigated by Historic Ithaca proposing that the City consider the adoption of one of three possible tax exemption methods for historic properties. As part of their presentation, they contacted our local assessment office and talked to the state assessment office. Both the local and state assessment offices' opinion was that a local ordinance providing for such a tax exemption would not be permitted without state legislation. Seneca Falls, in spite of such an opinion, went ahead and adopted their own tax exemption process. I have not heard whether there was any litigation challenging that local law. Now we have the option of passing a local law providing for tax exemptions for historic properties under the system outlined in this state law. (Or we will have the option as soon as the governor signs this.) This particular preservation tax exemption plan allows for 100% exemption for any increase in. property value attributable to alterations or rehabilitation of landmarked property. The conditions under which such an exemption may be sought are outlined in the attached legislation. An Equal Opportunity Employer with an Affirmative Action Program, • r 1 Because our hesitancy to implement or to even discuss preservation tax exemptions in previous years stemmed from our belief that we could not do so, it seems like Council might wish to discuss the pros and cons of such exemptions now that a methodology has been established and it is clear that the City is free to create such an exemption system. I've asked Ed Franquemont to contact Kathy Ridley of the Preservation League to see whether the league has a model ordinance that we might consider. Please advise when and at which committee meeting you will be discussing this topic and I will make sure that Historic Ithaca has someone at the meeting with the expertise to discuss some of the potential implications of adopting such a local law. PMK/emc enc. cc: Mariette Geldenhuys, City Attorney Ed Franquemont, Historic Ithaca k STATE.- OF NEW YORK 478 1997-1998 Regular Sessions IN SE NATE .(Prefiled) January 8, 1997 Introduced by Sens. DeFRANCISCO, MARCELLINO, NOZZOLIO, PRESENT,. -SEWARD -- read twiceand ordered printed, and when printed to-be committed to. the Committee on Local Government AN ACT to amend the real propert'Q tax law, in relation to exempting certain historic property from real property taxation The People of the State of New York, represented in Senate and Assem- bly, do enact as follows: 1 Section 1. The real property tax law is amended by adding a new 2 section 444-a to read as follows: 3 S 444-a. Historic property. 1. Real property altered or rehabilitated 4 subsequent to the effective date of a local law or resolution adopted 5 pursuant to this section shall be exempt from taxation and. special ad 6 valorem levies as herein provided. After a public hearing, the govern- 7 ing body of a- county, city, town or village may adopt a local law and a 8 school district, other than a school district governed by the provisions. 9 of 'article fifty-one of the education law, may adopt a resolution to .10 grant the exemption authorized pursuant to this section. A copy of such 11 law or resolution shall be filed with the state board and. .the assessor .. 12 of . such county, city, town or village who prepares the assessment roll' 13 on which the taxes of such county, city, town, village or -school 14 district are levied. 15 2. (a) Historic property shall be exempt from taxation to the extent 16 of any increase in value attributable to such alteration or rehabili- 17 tation pursuant to the following schedule: 18 year of exemption percent of exemption- 19 1 - 100 20 2 100 21 3 100 22 4 100 23 5 100 EXPLANATION--Matter in italics (underscored) is new; matter in brackets ( ) is old law to be omitted. _ LBD02889-01-7 WoWnDON RECYCLED"R