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HomeMy WebLinkAboutMN-CA-2006-02-01Members Present: Members Excused: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting February 22, 2006 Alderperson Korherr, Alderperson Coles, Alderperson Zumoff, Alderperson Cogan, Mayor Peterson Alderperson Townsend Present: Bill Gray (Supt of Public Works), Julie Holcomb (City Clerk), Lauren Signer (Police Chief), Leslie Moskowitz (Mgr of OD), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Richard Nowack (Ithaca Agency), Members of the Media Chairperson Coles called the meeting to order at 7:05 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. Chairperson Coles made a statement about the racist attack on the campus of Cornell University. Racism exits in our community, and this horrible incident serves as a reminder of all that has to be done to do away with racism. 2. Agenda Review and Amendments, Approval of Minutes & Announcements Mayor Peterson asked that LED Lights be added to the agenda as Item 9.3. Alderperson Zumoff made a motion to approve the minutes from the January 25, 2006 meeting. Seconded by Alderperson Cogan. Motion carried 4 -0. 3. Statements from the Public. None. City Administration Committee February 22, 2006 Page 2 4. Employee Comments. None. 5. Common Council Response. None. 6. Workforce Diversity (WFD) Committee Update. None. 7. Safety Committee Update Chairperson Coles reported that department heads have submitted names to the Mayor for the Safety Committee. The Safety Committee will discuss a variety of issues related to safety in the workplace. It will also discuss related issues such as the relationship between the City Wide Safety Committee and Safety Committees in individual departments. 8. City Clerk's Office 1. Request to Increase Authorization of Capital Project #440 for the Purchase of Common Council Chamber Furniture Capital Project #440 was established in 2001 in an amount of $20,000 for the purpose of purchasing new furniture and an upgraded audio system for Common Council Chambers. Audio equipment including microphones, speakers, amplifiers, tape recording equipment, etc. was purchased and electrical services were updated in 2001, leaving the balance of account at $9,570. The City Clerk has been working with furniture vendors for several years and has not been able to secure quotes that fall within the account balance. The Clerk's Office requested approval to increase the funding of Capital Project #440 by $13,000 for a total authorization of $33,000 for the purchase of furniture for Common Council Chambers and new chairs for the Second Floor Conference Room. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 4 -0. 9. Department of Public Works 1. Establishment of Capital Project for Feasibility Study The City of Ithaca has received a Preliminary Assessment from Johnson Controls, which outlined improvements totaling $5.5 million eligible for consideration as part City Administration Committee February 22, 2006 Page 3 of an Energy Performance Contract. The Board of Public Works would like to concentrate initially on building systems improvements and get additional information on water meter precision and automated meter reading which would improve the accuracy and cost of issuing water and sewer bills. The Department of Public Works requested that Capital Project # 497 City Facility Energy Improvements be created in the amount not to exceed $75,000, to be initially funded $40,000 from general funds and $35,000 from Water and Sewer funds, with the understanding that these costs are to be covered by the performance Contract should the City choose to proceed with the project recommendations resulting from the Project Development Phase, and that approximately half of this expense will be recovered from the New York State Energy Research and Development Authority (NYSERDA) as a reimbursement for the study. The Department of Public Works also requested that the Mayor be given authorization to enter into the Project Development Agreement, following any modifications to the Agreement that may result from a review of the terms of the Agreement by the Mayor, Superintendent of Public Works, and City Attorney. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. 2. IAWWTP - Establishment of Capital Project for Plant Repairs The SJC (Special Joint Committee) of the Ithaca Area Wastewater Treatment Plant has approved a contract with Stearns and Wheler Engineers to do design work for several miscellaneous plant improvements at a cost of $73,790. The contract will develop project cost estimates for several project that are in need of repair at the plant. Miscellaneous improvements include the design phase for the following: Digester Brick Repairs $10,520 Digester Cover Repairs 6,520 Deck Waterproofing 5,740 Concrete Wall Leaks 14,330 Leaks at Skylights 10,380 Space needs Assessment 2,500 Leachate Facility 23,800 City Administration Committee February 22, 2006 Page 4 The Department of Public Works requested that Joint Activity Capital Project 416J Plant Improvement Design be established in an amount not to exceed $74,000 for the purpose of funding miscellaneous plant improvements. The funds necessary for said project shall be derived from a sharing of expenses with the existing Wastewater Treatment Plant owners, City of Ithaca, Town of Ithaca, and Town of Dryden according to current agreements. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. 3, Light Emitting Diode (LED) Traffic Signal Project The City Transportation Engineer provided a project proposal to purchase and install LED lights in City traffic signals. The project will have significant savings for the City including energy and maintenance costs. The $60,000 project will likely pay for itself in approximately one year. The Department of Public Works requested that a capital project be established to purchase and install LED traffic signals. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. 10. Fire Department 1. Budget Amendment The Fire Department recently received a donation of $3,000. The Fire Department intends to purchase a Tablet PC and associated hardware and software for fire prevention code enforcement activities. The Fire Department requested approval to amend the 2006 budget for the purposes of accounting for said gift. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 11. Common Council 1. Statement of Support For New York Assembly Proposal to Increase Financial Aid to Cities, Towns and Villages In the early 1990's, the City of Ithaca, New York experienced a reduction in general revenue state aid from $2,425,388 to $1,339,404 with the largest City Administration Committee February 22, 2006 Page 5 reduction in 1991 of $742,634. The City of Ithaca has continued to experience the shift to local property taxes, which have become the primary and /or sole source of funding for every local need from our Water Treatment Plant to snow removal. The trend toward shifting the financial burden to local property taxes has continued to accelerate either through funding cuts or through unfunded mandates instituted by both Federal and State Governments. In the last five years the City's tax rate has increased by 31 percent and the City's tax levy by 65 percent. Tax increases have resulted in an undue burden on our entire population, and especially those among us who are least able to afford these increases, such as residents living on fixed incomes and those whose income consists of a minimum wage that has not kept up with inflation. A local municipal aid package that increases significantly the amount of the overall funding included in the executive budget for cities, towns and villages across the state, has been presented in the New York State Assembly. The residents of the City of Ithaca are in need of many essential services, which we have endeavored to provide. The proposal in the State Assembly would help provide essential services while holding down property taxes. Common Council requested that Mayor Carolyn Peterson and Common Council of the City of Ithaca declare support for the Assembly's proposal to increase the municipal aid throughout the State of New York from $50 million to $150 million. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 4 -0. 2. Establish Sub- Committee for City Residency Requirement Review The Sub- Committee was created to review the City Residency Requirement policy. The Sub- Committee will consist of HR Director Michell -Nunn, Controller Thayer, and Alderpersons Korherr and Coles. The Sub- Committee would make a report to the City Administration Committee. The Sub- Committee would investigate the following questions: What are the pros and cons of the issue? What do comparable cities do? Review City's history of residency requirement. What is the significance of waivers already granted? At this point, what are the legal implications of possible enforcement? What are the implications for the City of Senior Staff present choice of habitation? What mechanisms are available to increase the number of department heads and employees to live within the City? City Administration Committee February 22, 2006 Page 6 12. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Sister Friend Celebration: This event would be held on Thursday - March 9, 2006 - 11:00 a.m. to 2:00 p.m. - Emerson Suite at Ithaca College. Tickets are available for $15, which includes lunch. At the event, they would be vendors and displays from organization. This would be a recruitment opportunity to talk to and expose people to the different opportunities of the various employers. Negotiations: The HR Director expressed optimism about what is going on with some of the negotiations. Two contracts will expire at the end of this year. 13. Finance /Controller 1. Request to Amend 2006 Budget for Community Celebration Grants Tompkins County recently notified the City of $2,500 in grant funds from the County to the City for Community Celebration Funds. The funds would be disbursed to the following organizations /events /projects: National Night Out - 2006 $500 Juneteenth - 2006 $2000 The Controller's Office requested approval to accept the $2,500 in Community Celebrations Grant funds from Tompkins County and to amend the 2006 Budget to account for said grants. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 4 -0. 2. Request to Approve Workers Compensation Insurance The City, in conjunction with its insurance agent, Ithaca Agency, annually requests Workers' Compensation Insurance quotes for the City. The City is seeking to move toward a self- insured Workers' Compensation Insurance status. The City received Workers' Compensation Insurance quotes and secured St. Paul's Travelers Insurance Company to provide the City's Workers' Compensation Insurance policy for 2006 at a cost savings from 2005. The 2006 Workers' Compensation City Administration Committee February 22, 2006 Page 7 Insurance package selected by the City is a self- insured retention plan. The Controller's Office requested approval to elect to secure compensation to its employees pursuant to subdivision 3 of section 50 of the Workers' Compensation Law and to select St. Paul's Travelers Insurance Company for the City's 2006 Workers' Compensation policy using the self- insured retention plan effective January 1, 2006. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax 2006: The early returns, which are February returns and actually relate to the end of 2005, are up about 22% from the same time last year. After the holiday seasons, the City typically experiences a lull in the collections. The economy picks up after people get their tax returns. Parking Revenue: The City is experiencing increases in every aspect at this point as compared to 2005. Snow Removal: Have not had much snow, which means that the snow removal budget is seeing positive results as compared to the some time in 2005. The City has spent $76,000, which is $6,000 less to date as compared to last year. Year End Activities & Audits: The Controller's Office is working on year -end activities and audits for several years and expects to be caught up by June 2006. Cornell University Contribution: For 2006, Cornell contributed $1,150,000 to the City. Under the agreement with Cornell, the City was required to give Cornell a report on how the funds were spent. The report was sent last week, which fulfilled the City's obligation under the agreement. Additional Funds: The City received an additional $315,000 from the State. The City is required to give a report showing how the money has helped reduce City's tax burden to the community. City Administration Committee February 22, 2006 Page 8 14. Reports 1. Mayor's Report. The Mayor reported on the following: Water Treatment Plant: O'Brien and Gere have started a study to cost out water source alternatives for the City between going with Bolton point for water or building a new City Water Treatment Plant. The City is meeting with Bolton Point to discuss the possibility and cost of getting the City's water from Bolton Point. The City is trying to determine the best water source alternative for the City Green Street Garage: The City was waiting for a decision from NY5 regarding the bridge connection from the Green Street Garage to Center Ithaca. The variance decision was received and concluded that the bridges were allowed to remain as the exit and entry to the Garage and Center Ithaca. Had the variance not been approved, different means of exit and entry would have been needed. More than likely, more expensive stairs instead of a bridge type connection. Contract Negotiations: The City had a productive negotiation session with the PBA. The City and union came to an agreement where neither party requested to move to arbitration at this time. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Alderperson Korherr encouraged Common Council members to attend the Community & Neighborhood Services Committee meeting on March 8. The first part of the meeting would be dedicated to a continuing discussion on the Effects of Racism. Alderperson Korherr is working with GIAC Director Marcia Fort to structure the discussion and to engage teens in our community to speak on the issue. The second part of the meeting would include discussion about economic development possibilities for the populations. 4. Next Month's Meeting: March 29, 2006. City Administration Committee February 22, 2006 Page 9 15. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 8:42 p.m.