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HomeMy WebLinkAboutMN-CA-2019-02-20CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. February 20, 2019 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen OTHERS PRESENT: IURA Director – Bohn Bridge Systems Engineer – Gebre Deputy Police Chief – Nayor Chief of Staff – Cogan HR Director – Michell-Nunn Controller – Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review: Chairperson Mohlenhoff stated that Planning Director Cornish asked that the following item be removed from the agenda: 4.2 – P,B,&D – Database Specialist. 1.2 Review/Approval of Minutes: Alderperson Nguyen made a motion to approve the minutes from the January 16, 2019 meeting of the City Administration Committee. Seconded by Alderperson Gearhart. Motion carried unanimously. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Consent Agenda Items. None. 3. Finance, Budget and Appropriations 3.1 IURA - Establish Capital Project for Acquisition of the Former Immaculate Conception School Gymnasium Moved by Alderperson Kerslick. Seconded by Alderperson McGonigal. WHEREAS, Ithaca Neighborhood Housing Services, Inc. (INHS) has recently executed a purchase agreement to acquire approximately two acres of the former Immaculate Conception school campus at 320 W. Buffalo Street, Ithaca, NY 14850; and WHEREAS, INHS has indicated willingness to subdivide and sell the former Immaculate Conception school gymnasium to the City of Ithaca at their pro-rated cost of $290,000; and WHEREAS, the Ithaca Urban Renewal Agency (IURA) recommends City allocation of $175,000 of City of Ithaca Small Cities Community Development Block Grant (CDBG) program income toward acquisition of the gym, subject to securing $115,000 in match funding; and City Administration Committee Meeting February 20, 2019 Page 2 WHEREAS, such small cities CDBG program income must be committed for expenditure by March 31, 2019, or returned to New York State; and WHEREAS, the Greater Ithaca Activities Center, Inc. (GIAC, Inc.) pledges $115,000 of match funding for acquisition of the gym; and WHEREAS, on February 13, 2019, the Planning and Economic Development Committee of Common Council recommended allocation of $175,000 of small cities CDBG program income for acquisition of the gym; now, therefore, be it RESOLVED, That the Common Council hereby establishes Capital Project #864 - GIAC Large Gymnasium - in an amount of $290,000, which is sufficient for acquisition of the former Immaculate Conception school gymnasium, and be it further RESOLVED, That funds needed for said Capital Project be derived from the following funding sources: $175,000 IURA – Small Cities CDBG program income $115,000 GIAC, Inc. $290,000 and be it further RESOLVED, That the Mayor is hereby authorized to execute a lease and purchase agreement, and any and all documents necessary, to acquire the former Immaculate Conception school gymnasium for an amount not to exceed $290,000, subject to review by the City Attorney. A vote on the resolution resulted as follows: Passed unanimously. 3.2 DPW - Cecil A. Malone Drive Bridge Replacement Project Moved by Alderperson McGonigal. Seconded by Alderperson Kerslick. Authorizing the implementation, and funding in the first instance 100% of the Federal-aid and State-aid eligible costs, of a federal-aid and /or state-aid transportation project, and appropriating funds therefore. WHEREAS, Sponsor will design, let and construct the “project”; and WHEREAS, a Project for the Cecil Malone Drive Bridge over Flood Relief Channel, P.I.N. 375589 (“the Project”) is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs for such program to be borne at the ratio of 95% Federal funds and 5% non- Federal funds; and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-Federal share of Design, Construction and Inspection; and City Administration Committee Meeting February 20, 2019 Page 3 WHEREAS, in November 2018, $2,172,000 (95% Federal and 5% Local Share) of BRIDGE NY funding was made available by New York State Department of Transportation for Project; now, therefore, be it RESOLVED, That the City of Ithaca Common Council hereby approves the above-subject project, and be it further RESOLVED, That the City of Ithaca Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of all work for the Project or portions thereof, and be it further RESOLVED, That the City of Ithaca Common Council hereby agrees that the City of Ithaca shall be responsible for all costs of the Project which exceed the amount of the BRIDGE NY funding awarded to the City of Ithaca, and be it further RESOLVED, That the City of Ithaca Common Council hereby establishes Capital Project #863 in an amount not to exceed $2,172,000, and be it further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be 5% of project costs up to a total project cost of $2,172,000 and 100% of additional costs thereafter, and be it further RESOLVED, That funds needed for said amendment shall be derived from serial bonds, with the understanding that these funds are available to the Project and that the final cost to the City will be $108,600, and be it further RESOLVED, That in the event of full federal and non-federal share cost of the project exceeds the amount appropriated above, the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the New York State Department of Transportation thereof, and be it further RESOLVED, That City of Ithaca hereby agrees that construction of the Project shall begin no later than twenty four (24) months after award and that the project shall be completed within thirty (30) months of commencing construction, and be it further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, and the Superintendent of Public Works is hereby authorized to execute all the necessary Certifications or reimbursement requests for Federal Aid and/or State-Aid on behalf of the City of Ithaca with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality’s first instance funding of project costs and permanent funding of the local share of federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and be it further City Administration Committee Meeting February 20, 2019 Page 4 RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and be it further RESOLVED, This Resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 4. City Administration, Human Resources, and Policy 4.1 DPW - Authorization for Mayor to Execute a Memorandum of Understanding (“MOU”) with the Town of Ithaca to permit the Town to use Route 13 Pedestrian Bridge for the Gateway Trail Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, the City owns a pedestrian bridge that runs over Route 13 ("Route 13 Pedestrian Bridge"), and the City also holds a permit issued by the New York State Department of Transportation ("NYSDOT") authorizing the City to occupy and maintain the Route 13 Pedestrian Bridge within the State’s airspace; and WHEREAS, the Town of Ithaca wishes to use the Route 13 Pedestrian Bridge for the purpose of constructing a public trail, known as the "Gateway Trail," which is a portion of long-term joint project to establish a trail system serving this area; and WHEREAS, the Town will be replacing decking to the bridge, and staff is supportive of the Town’s improvements and use; now, therefore, be it RESOLVED, That Common Council is supportive of entering into an MOU with the Town, and authorizes the mayor, upon the advice of the City Attorney, to execute the submitted MOU for the Town’s use of the pedestrian bridge as part of the Gateway Trail. A vote on the resolution resulted as follows: Passed unanimously. 4.2 PB&D – Request to Amend Personnel Roster This item was removed from the agenda. 4.3 Ordinance to Eliminate Residency Requirements for the Examining Board of Plumbers Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. ORDINANCE __ -2019 An Ordinance to Eliminate Residency Requirements for the Examining Board of Plumbers City Administration Committee Meeting February 20, 2019 Page 5 WHEREAS, the City has long had difficulty recruiting qualified membership to the City’s Examining Board of Plumbers, and part of that difficulty has been created by the requirement that all members must be City residents; now, therefore, BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1. Legislative Intent and Purpose. The Common Council makes the following findings of fact: A. The residency requirement for membership in the Examining Board of Plumbers is unnecessarily limiting the City’s ability to recruit sufficient qualified membership. B. The Common Council desires to eliminate said residency requirement. Section 2. Amendment of Section 146-23. Section 146-23(A) of the City Code shall be amended so as to delete the last sentence thereof, as follows: Composition. The Examining Board of Plumbers shall be composed of two master plumbers with not less than 10 years' experience as licensed plumbers and one journeyman plumber with 10 years' experience, to be appointed by the Mayor and to serve terms of three years each; the Assistant Superintendent of Public Works for water and sewers; and the Plumbing Inspector. All members shall be citizens and actual residents of the City of Ithaca. Section 3. Effective Date. This ordinance shall take effect immediately upon publication as provided in the City Charter. A vote on the resolution resulted as follows: Passed unanimously. 4.4 Renewal of City’s Co-Sponsorship with the Rotary Club of Ithaca of the 2019 Fourth of July Fireworks Event Moved by Alderperson Kerslick. Seconded by Alderperson Nguyen. WHEREAS, the City wishes to continue the tradition of hosting fireworks in Stewart Park for the community to enjoy and celebrate the Fourth of July; and WHEREAS, 2017 was the first year of the Rotary Club and City co-sponsorship of the July 4th fireworks event in Stewart and Cass Parks; and WHEREAS, City staff and Rotary Club representatives wish to renew the agreement between the parties in which the City provides traditional municipal services and the Rotary Club provides all planning and funding for the fireworks and services not otherwise provided by the City; and WHEREAS, as co-sponsor of the fireworks event, the Rotary Club of Ithaca commits to funding the cost of fireworks, concessions, vendors, entertainment, traffic and safety measures and sanitary amenities; and WHEREAS, as co-sponsor of the fireworks display event, the City commits to contracting for, but not funding, the fireworks display, and commits to providing City insurance coverage, equipment, facilities City Administration Committee Meeting February 20, 2019 Page 6 and staff time of the Ithaca Police Department, Fire Department, Department of Public Works, Youth Bureau, and any other relevant City department to support the event at no cost to the Rotary Club; now therefore be it RESOLVED, That Common Council supports the City’s co-sponsorship of the fireworks event in July 2019 and authorizes the City to provide in kind services at no charge to service the event; and be it further RESOLVED, That the Mayor, upon the advice of the City Attorney, is authorized to execute a renewal memorandum of understanding with the Rotary Club to co-sponsor the event and memorialize the roles and responsibilities with respect to the fireworks event. A vote on the resolution resulted as follows: Passed unanimously. 4.5 HR - Management Accrued Leave Time Discussion The HR Director was asked to identify possible modifications to the managerial annual leave benefits. This request was due, in part, from a question on whether the City’s accrued leave time is sufficient to recruit experienced hires at the managerial level. HR Director Michell-Nunn proposed and explained the following options: Option #1 – Offer a bonus two weeks credited upon hire. The employee will continue to accrue at the currently scheduled rate of 10 hours per month. This would allow employees to honor pre-employment obligations without penalty and recognizes experience prior to City employment. If the employee leaves employment within the first six months, used time would be deducted from their remaining annual leave balance. Retroactive to 1/1/18. Option #2 – Increase accrued leave time to four weeks in the first two years of employment. This would enable the employee to accrue at a faster rate in the first two years, and recognizes experience prior to City employment. Retroactive to 1/1/18. Option #3 – Front load annual leave for the first year of hire. Resume accruals on one year anniversary. This would allow employees to honor pre-employment obligations without penalty. Option #4 – Status Quo. After discussing the options, the Committee asked HR Director to return next month with a resolution for Option #1. 4.6 Annual Review of Commission Structure City Administration Committee Meeting February 20, 2019 Page 7 When the four (4) new Commissions were created, Common Council requested that an annual review be conducted. The Committee discussed creating a survey that would be distributed to the Commissioners asking for feedback on what works or don’t work with the new Commissions. What should be included in the survey? Some suggested comments or questions for the survey were:  What are/were the Commissioners’ hopes and dreams for the Commission?  What was the goal for the Commission? What have they done to meet their goal?  Were the Commissioners given clear guidelines on what their role would be or what items would be put on the agenda?  Do they know how the agenda is put together?  Do they feel they have made a difference since being on the Commission?  Is their voice being heard?  What access do they have to City staff?  Questions should be included about the responsibilities of the Chair to run the meeting.  Where does the Commissioners reside in the City?  Ask staff how the Commissioner are doing? Chief of Staff Cogan captured the Committee’s comments for the survey. Mr. Cogan will put together a draft survey and e-mail it to the Committee for feedback. 5. Meeting Wrap-up 5.1 Announcements. None. 5.2 Next Meeting Date: March 20, 2018. 5.3 Review, Agenda Items for Next Meeting. The Committee discussed and suggested agenda items for future meetings:  Rules and Procedures – Alderperson Gearhart is working on this item and will update the Committee at a future meeting  Salary for the Mayor and Common Council – The Chief of Staff, the HR Director and the Chair of the City Administration Committee agreed to meet and gather some information on this topic 5.4 Adjourn: With no further business and on a motion by Alderperson McGonigal, the meeting was adjourned at 7:48 p.m.