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HomeMy WebLinkAboutMN-CA-2006-04-01Members Present: Members Excused: Council Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting April 26, 2006 Alderperson Korherr, Alderperson Coles, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Alderperson Zumoff Alderperson Tomlan Present: Allen Green (YB Director), Phyllis Radke (Bldg Commissioner), Lisa Nicholas (Planner), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Mgr of OD), Denise Malone (HR Executive Assistant) Others Present: Chibo Shinagawa, Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:08 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Agenda Review and Amendments, Approval of Minutes & Announcements Chairperson Coles mentioned that Item 8.3 - Building Department - Possible Resolution has been deleted. Alderperson Korherr made a motion to approve the minutes from the March 29, 2006 meeting. Seconded by Alderperson Cogan. Motion carried 4 -0. City Administration Committee April 26, 2006 Page 2 3. Statements from the Public. None. 4. Employee Comments. None. 5. Common Council Response. None. 6. Workforce Diversity (WFD) Committee Update The WFD Committee continues to meet with department heads to review their diversity plan and communication plan. This is an opportunity for department heads to get input, to ask questions, and to take advantage of the Committee's expertise. Department heads are scheduled to meet with the WFD Committee for the remainder of the year. The Youth Bureau and the Department of Public Works presented their plans at the last meeting of the WFD Committee. The WFD Committee continues to work on the Hiring Process Recommendations, related to the City's outreach efforts in recruitment and retention of a more inclusive workforce. Alderperson Townsend reported that the WFD Committee gave a presentation on the WFD Plan to employees at the Water Plant. Ms. Michell -Nunn stated that the WFD Committee continues to rollout the plan to the workforce. The Committee met with the Planning Department and Ithaca Urban Renewal Agency (IURA) to review what they are currently doing and to make suggestions on additional things that could be done. Alderperson Townsend mentioned that the WFD Plan presentation would be given nest to the Chamberlain's Office. 7. Safety Committee Update Chairperson Coles gave an update on the Safety Committee. The Committee met this month and discussed the following items: • Safety kits being made available in all City buildings; • The availability of defribulators in City buildings; • The relationship between the City -wide Safety Committee and Safety Committees in various departments such as Fire, Police and Department of Public Works; • Protective equipment that should be worn by the custodial staff, • Centralizing the purchasing, storage, and disposal of cleaning materials; • Ergonomically correct work areas, desks, chairs, computers, etc. City Administration Committee April 26, 2006 Page 3 8. Building Department 1. Request for Part -time Office Assistant The workload of the Building Department has dramatically increased over the past several years but there has been no corresponding increase in staff to meet the increased workload. The Building Department requested approval to amend the Personnel Roster by adding one (1) Office Assistant PT (20 hours /week). The funding for this position shall be derived from within the existing Building Department budget. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Amendment to Personnel Roster The Building Department has two (2) Code Inspectors who have been working out of title for several years. The promotion to Senior Code Inspector will result in a 10% increase for each inspector, or a total of $8,307. The Building Department requested approval to amend the Personnel Roster by adding two (2) Senior Code Inspectors and deleting two (2) Code Inspectors. The funding for this position shall be derived from within the existing Building Department budget. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 4 -0. 9. Youth Bureau 1. Reauest to Amend 2006 Youth Bureau Budget and Roster The Youth Bureau proposed moving the Youth Program Administrator position from the CSEA Administrative Unit to the Executive Association, increasing the hours of this Youth Program Administrator from 35 hours per week to 40 hours per week, and transferring $6,383.00 from Account # A7310- 5110 -1202 to Account # A7310- 5110 -1200. The proposed changes are effective May 8, 2006 and are budget neutral. After discussion, Alderperson Cogan made a motion to approve the requests. Seconded by Alderperson Townsend. Motion carried 4 -0. City Administration Committee April 26, 2006 Page 4 10. Department of Public Works 1. Amend South Aurora Street Capital Project for Bridge Rails and Lighting The South Aurora Street Bridge, over Green Street and Six -Mile Creek, is scheduled for reconstruction during 2007. The bridge project is currently in the design phase. The reconstruction project will be funded at ratios of 80% costs by Federal funds, 15% by New York State funds, and 5% by local share. The Federal and NY5 funds allow for standard design features. Any amenities to the project representing increased construction costs become the responsibility of the City of Ithaca. Public meetings have resulted in interest of incorporating decorative bridge rails and lighting fixtures as were installed on the Route 96 Bridge Project and on the Linn Street Bridge replacement. The Planning and Development Board passed a resolution to encourage the Board of Public Works to have the decorative bridge railing incorporated in the design along with additional lighting and pedestrian improvements. The Board of Public Works directs staff to incorporate the Texas -style railing and associated lighting pedestals detail into the bridge design. The Department of Public Works requested that Capital Project # 386 South Aurora Street Bridge Rehabilitation be amended by an amount not to exceed $80,000 giving a total project authorization of $993,000 for the proposed funding of the additional costs related to the bridge rails and associated lighting. Funds necessary for said bridge design shall be derived by the issuance of serial bonds. To move the item for discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Cogan. Mayor Peterson explained that there are no lights or light fixtures in the resolution. The railings have the pedestals for the lights should the City decide to put lights into the railings. Mayor Peterson stated that this is the same style used on the bridges on Lynn Street, Tioga Street, and the old Octopus area. Alderpersons Townsend and Korherr expressed concern regarding the cost for the associated lighting pedestals that are a part of the Texas -style railings. The Committee discussed the cost of the railings and light pedestals, which is $80,000 for both. Controller Thayer stated that $40,000 was for the railings and $40,000 was for the pedestals. The Committee discussed what percentage of cost would be the responsibility of the City. City Administration Committee April 26, 2006 Page 5 Alderperson Townsend made a motion to table this item until further information could be obtained. The motion failed due to the lack of a second. Alderperson Cogan made a motion to divide the main resolution into two (2) resolutions. The wording would remain the same except one resolution would be for the railings costing $40,000 and one resolution would be for the pedestals costing $40,000. Seconded by Alderperson Korherr. Motioned carried unanimously. Alderperson Cogan made a motion that Common Council hereby amends Capital Project #386 for the South Aurora Street Bridge by an amount not to exceed $40,000 funding for the additional costs related to the bridge Texas -style rails and that the funds be derived by the issuance of serial bonds. Seconded by Chairperson Coles. The Committee voted as follows: Ayes (3): Coles, Cogan, Korherr Nays (1): Townsend Motion carried 3 -1. Alderperson Cogan made a motion that Common Council hereby amends Capital Project #386 for the South Aurora Street Bridge by an amount not to exceed $40,000 funding for the costs related to the lighting pedestals and that the funds be derived by the issuance of serial bonds. Seconded by Alderperson Korherr. The Committee voted as follows: Ayes (3): Coles, Cogan, Korherr Nays (1): Townsend Motion carried 3 -1. 2. Request to Chancre Water & Sewer Roster The Department of Public Works - Water & Sewer Division requested authorization to amend the 2006 Personnel Roster by adding one (1) Financial Management Assistant and deleting one (1) Office Manager. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by alderperson Townsend. Motion carried 4 -0. City Administration Committee April 26, 2006 Page 6 11. Planning and Development 1. Request to Amend Waterfront Trail Capital Project On June 13, 2001, Common Council passed a resolution establishing the Cayuga Waterfront Trail Capital Project, at a maximum estimated cost of $1,134,876. The Department of Planning and Development is desirous to amend the existing Capital Project to include a project for a Feasibility Study for Phase 3 of the Cayuga Waterfront Trails. Staff determined that the cost of this study is estimated to be $50,000 and would include the preparation of feasibility reports and schematic plans and other project-related costs. After discussion, Alderperson Cogan made a motion that Capital Project #445 for the Cayuga Waterfront Trail Capital Project by amended by $50,000 from the previous $1,134,876 authorization to a maximum authorized cost of $1,184,876 to reflect the new revised estimate and that the financing necessary to fund said additional project costs shall be derived from a $25,000 DOS Environmental Protection Fund Grant awarded in 2004, $15,000 in non -city funds raised by the Cayuga Waterfront Trail Initiative, and $10,000 will be an in -kind match of City Services relating to grant administration, document preparation and other associated costs. Seconded by Alderperson Korherr. Motion carried 4 -0. 12. Common Council 1. Thank You to City Workforce Whereas, Common Council, the Mayor and the City Controller have endeavored to find ways of reducing the tax burden on residents in many ways from greater efficiency to cost reduction, and Whereas, cost reduction has been and continues to be a force of this administration, and Whereas, our employees often have a unique and clearer understanding of how cost saving could be achieved due to the simple fact that it is they who are at point of actual delivery of services, and City Administration Committee April 26, 2006 Page 7 Whereas, at various meetings, employees made suggestions for cost saving and greater efficiency which the city has and continues to incorporate in the way we function, and Whereas, Common Council and the Mayor hope that members of the city's work force will continue to participate in this dialogue in the future; now, therefore, be it Resolved, that a warm note of thanks is extended to all of those employees who participated in this process as well as our hope for their future involvement in more discussions on the topic. Alderperson Cogan made a motion to approve the resolution. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Support of the Youth Leadership Conference Hosted by Multicultural Resource Center The Community Services Committee and all other members of Common Council heard a presentation on the deep harm caused by racism in our community. Racism has its own particular and long lasting consequences experienced by the young in our community with life -long impact. Members of the some group who addressed the Community Issues Committee have brought forth a proposal for a Youth Leadership conference focused on issues of racism and on learning skills to become leaders in the struggle against bias and racism. The Multicultural Resource Center is sponsoring this event but does not have the funds in its current budget to pay for this event. The amount to be approved for reimbursement to the Multicultural Resource Center is $800, and that said amount be derived from the unrestricted contingency account. After discussion, Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 4 -0. 13. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: GIAC Annual Meeting: At the GIAC Annual meeting, Demographer Larry Shinagawa reported on the demographics of the City of Ithaca and Tompkins City Administration Committee April 26, 2006 Page 8 County. It was clear that as the City moves forward in its endeavors, it is important that we make sure that we are hearing the voices from the various groups and peoples in the community. The presentation re- emphasizes that as the City looks at development or bringing in new businesses to this community, we have to take into consideration the vast diversity that is in this community. Classification Study: The HR Department received the preliminary report from the State. The HR Department is working with the union, CSEA, and the State to reconcile some things. Project Management Session: In the next two weeks, all department heads and several deputies would be participating in a two -day project management session. This was identified as a key priority for senior leadership. It is evident that there are many opportunities for staff to work more effectively across the organization and as we provide services to the City. This is an effort for senior leadership to get on the same page, using the same tools as we are working on major projects that would impact our residents. Emergency Management Training: The Fire Department and the HR Department are working closely together to identify and schedule employees and elected officials who need to go through emergency management training. Training could be done on computer or in a classroom. The Mayor stated that to meet the minimum qualifications of the National Incidents Management System, there is an expectation that selected staff in various departments including elected officials would be scheduled for this training. Competency Audits: Manager of Organizational Development Leslie Moskowitz has been going to the various departments to conduct competency audits. The audits are related to the diversity competency plans as well as the communication competency plans. The audits check the progress and provide assistance to the departments. Employee Orientation: The HR Department conducts the new employee orientation and works closely with departments to provide departmental orientation. Ms. Michell -Nunn encouraged new employees to attend the Employee Orientation. The orientation would help new employees be more productive and fulfill their maximum potential. It is extremely critical for the City to be clear to employees in terms of City Administration Committee April 26, 2006 Page 9 what the expectations are, how this organization operates, and how successful they could be in the initial months. Internal Process: The HR Department continues to work on our internal processes and to document our standard operating procedures. The HR Department strongly believes that if we are working on our internal processes and documenting the way we do things, then we would be able to provide services and be more responsive to the individuals that we serve. Community Diversity Roundtable: The Diversity Consortium scheduled the Community Diversity Roundtable for June 1 - Hilton Garden Inn - 8 :30 a.m. to 4:30 p.m. There would be two Breakout Sessions that would include topics such as The Media's Role in Diversity and Inclusion in the Community, The Role of Community Leaders in Promoting Inclusion, Recruiting a Diverse Workforce, Promoting Inclusion in our Schools, etc. Local people and people around the Country would participate and serve on the panels. There would be a panel of local leaderships talking about their efforts and successes in this area. The Diversity Consortium is comprised of local employers - the City of Ithaca, Cornell University, Town of Ithaca, Ithaca College, Tompkins County, BOCES - and is interested in efforts regarding recruitment and retention of diverse populations in this community and creating inclusive environments for all employees in all of our workforces. Council members were encouraged to attend the Community Diversity Roundtable. 14. Finance /Controller 1. Health Insurance Stop Loss Coverage - Report Controller Thayer reported that his office is in the process of looking into stop loss coverage for health insurance, which the City has not had. This coverage protects the City against large claims on any one individual over a certain threshold. The Controller's Office received, and is evaluating, three proposals. Would update at next meeting. The stop loss would increase the City's overall cost. However, it may in fact save the City money in the long run depending on how claims City Administration Committee April 26, 2006 Page 10 come in throughout the year. Will give updates as they progress with the proposals. 2. Controller's Report. Controller Thayer reported on the following: Sales Tax: The City received the last payments for 2005. Last month the City was about 21% over budget. With our payments and collections over the last month, the City has dipped down to about 12% over budget. Even though it is early, the City is still above budget. If payments and collections continue at this pace, the City would be some $750,000 over the budget estimates. The State has exempted sales tax on clothing and footwear up to $110. The change affects only the State tax, which is about 4 %. The next available date to look at the change is December 2006, to be effective May 2007. The Controller's Office received a letter from the State allowing the City to change the exemption as early as June 1, 2006. Exempting the sales tax on clothing and footwear up to $110 would mean a loss of about $150,000 in sales tax revenue. With the budget in place for 2006, this would be a major change to it. Mayor Peterson reported that Friday - 3:00 p.m. - Old County Jail - is the next inter - municipal meeting that the County sponsors with the City and other municipalities. The Controller and Deputy Controller were invited to the meeting. State Budget: The City is in line for additional State aid, about $459,000. Some language was vetoed, which means that the State aid has strings attached. The City would have to pursue cost savings efficiencies, to use the increased revenue to give real property tax relief to the community, and to continue developing the multi year financial plan. Municipal Service Incentive Grant: The governor approved the additional funding amount for municipal service incentive grants but changed some of the language. The changes do not affect the funding. Early Retirement Incentive: The legislative body voted down the early retirement incentive program. City Administration Committee April 26, 2006 Page 11 CHPS Aid: The City could expect about a 7 %, or $19,000, increase in the CHPS Aid. Fuel Prices: Fuel prices continue to increase. They anticipated some increase in the fuel cost for the 2006 budget and budgeted about 41% increase in the accounts. If prices continue to climb, the City would easily exceed that amount. The City is now seeing cost related to fuel, including transportation, included in many of the contracts. The increase in fuel cost would negatively impact the City throughout 2006. Reports: The Controller's Office continues to work hard on reports. They received a draft of the new Government Accounting Standards Board (GASB) financial statements. There would be some drastic changes to the presentation of the financial statements. 15. Reports 1. Mayor's Report. The Mayor reported on the following: Letter to Gov Pataki: The Mayor prepared letters to Governor Pataki and local legislators regarding the impact of heavily tax - exempt properties due to the college and university in Ithaca. Alternate Energy Plans: This afternoon, the Mayor was in Syracuse attending the Central New York Energy Conservation Sustainability Conference. Mayors in the Region participated in a panel discussion on alternative energy saving plans for fuel and vehicles. Neighborhood Council Meeting: Participants looked at the reader friendly budget and made comments, which would be forwarded to the Fiscal Viability Team. Capital Projects: The Mayor would be meeting with the Controller to draft the letter regarding capital projects. Parking: The Board of Public Works voted on a parking validation plan for additional parking. Due to the equipment being installed, the rollout was not scheduled until early June 2006. City Administration Committee April 26, 2006 Page 12 2. 5ub- Committee Updates. None. 3. Council Members' Announcements Diversity Training: Chairperson Coles reported attending diversity training at one of the local unions. Luz Herrera organized the diversity training. Meeting: Mayor Peterson reported that there would be a meeting at Southside Community Center from 10 a.m. to 12 noon of the Alliance for Community Empowerment. A group of various ethnic organizations would be discussing economic development issues. Renaming of State 5treet: Chairperson Coles reported that meetings have been organized to discuss changing the name of State Street to Martin Luther King, Jr. Blvd. 4. Next Month's Meeting: May 31, 2006. 16. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 8:55 p.m.