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HomeMy WebLinkAboutMN-CA-2006-11-01CITY ADMINISTRATION COMMITTEE Regular Meeting November 29, 2006 Members Present: Alderperson Korherr, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson staff Present: Debra Parsons (City Chamberlain), Lisa Nicholas (Planner), Bill Gray (Supt of Public Works), Philly DeSarno (Deputy Director of ED), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Manager of Organizational Development), Denise Malone (HR Executive Assistant) Others Present: Hernando Gil (Consultant), Gary Ferguson (IDP Director), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:00 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments. None. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes from the October 25, 2006 meeting. Seconded by Alderperson Cogan. Motion carried 5 -0. 5. Statements from the Public. None. 6. Employee Comments. None. City Administration Committee Meeting November 29, 2006 Page 2 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that the WFD Committee spent the day in an Advance facilitated by Robert Rich. During the Advance, the Committee developed a mission statement, reviewed the City Ordinance regarding the WFD Committee, and discussed ways to support the City in its commitment toward workforce diversity and to provide feedback to department heads regarding their efforts in diversity. 9. Safety Committee Update. None. 10. Communication Committee Manager of Organizational Development Leslie Moskowitz reported that the Communication Committee completed the draft communication plan. Ms. Moskowitz attended a Public Information Officer meeting. Discussions are taking place for a combined meeting of the Communication Committee and the Public Information Officer Team. 11. Department of Public Works 1. Request to Amend South Aurora Street Bridge Rehabilitation Capital Project The City of Ithaca requested an amendment to the 2005 -2010 Transportation Improvement Program, and 2006 -2008 State Transportation Improvement Program for the South Aurora Street Bridge at Six Mile Creek project (PIN: 375380). The Ithaca - Tompkins County Transportation Council (ITCTC) Planning Committee reviewed this TIP amendment during its September 19, 2006 meeting and recommended approval by the Policy Committee. The Policy Committee of the Ithaca - Tompkins County Transportation Council (ITCTC) approved a Transportation Improvement Program (TIP) amendment on October 17, 2006, during a regularly scheduled meeting. The Department of Public Works requested that Capital Project #468 be increased from $913,000 to a maximum authorized cost of $1,743,000 and that this project be undertaken with the understanding that the final cost to the City of Ithaca will not exceed five percent (5 %) of the final approved project cost, currently estimated at $87,150 of the $1,743,000 authorized for this project, in monies and in -kind services as managed by the City Administration Committee Meeting November 29, 2006 Page 3 Superintendent of Public Works and monitored by the City of Ithaca Controller. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 2. Addition of Laborer Position and Freeze Water Meter Technician Position Recent retirements and promotions have resulted in a complete turn over of the personnel in the water meter section of the Water & Sewer Division of the DPW. Succession planning and training to facilitate continuity of operations and continued function of the water meter section has been successfully accomplished for the Senior Water Meter Technician and one of the two Water Meter Technicians. In order to maintain the daily function of the water meter section there is a need to complete the on the job training for the second Water Meter Technician position while having the same employee available to assist in the daily work of the meter section. The second Water Meter Technician is an existing and funded position in the Water & Sewer Division of the DPW and will not be filled until the completion of the training period. There is a need to have a temporary position created to facilitate the continued employment of the employee currently in training until the completion of the training required for the position of the Water Meter Technician. The Department of Public Works requested approval to amend the 2006 DPW Water and Sewer Authorized Personnel Roster by adding one (1) Laborer Position (Temporary) and freezing the second Water Meter Technician while the Temporary Labor Position is filled. This said temporary Laborer Position shall be deleted upon successful completion of necessary training. The funds needed for said Personnel Roster amendment will be derived from the existing 2006 DPW Water and Sewer Budget. The roster amendment is contingent on the approval by the Board of Public Works. After discussion Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Cogan. After further discussion, Alderperson Zumoff made a motion to amend the resolution by adding two (2) Laborer Positions (Temporary) and one (1) Engineering Aide Position. As mentioned above, the temporary Laborer Positions shall be deleted and the Water Meter Technician and Engineering Aide will remain open and unfilled while the Temporary Labor Positions are filled. Seconded by Alderperson Townsend. Motion carried 5 -0. On the main motion as amended, the motion carried 5 -0. City Administration Committee Meeting November 29, 2006 Page 4 12. Planning and Development 1. Establish a Capital Project for Six Mile Trail System The New York State Department of Transportation, the Federal Highway Administration and the NYS Office of Parks, Recreation and Historic Preservation have announced the availability of grant funding under the Recreational Trails Program. Common Council is desirous of submitting an application to construct a 395 linear foot trail segment on the property known as the Gateway Property. The proposed project is part of larger downtown revitalization efforts such as Cayuga Green at Six Mile Creek. Urban phases of the Six Mile Creek Trail System, that include the proposed project, were determined to be highest priority projects as the result of the intensive participatory planning initiative in the "Greater Southside" area, incorporating neighborhoods on either side of the urban downstream portion of Six Mile Creek. The Cayuga Lake Waterfront Revitalization Plan, adopted by Common Council on July 5, 2006 identifies the Six Mile Creek Corridor as a Recommended Waterfront Project. The proposed project will provide a unique urban -to- wilderness recreational and educational experience for a variety of non - motorized users. The proposed project, in conjunction with the segment installed by the property owner, and directional signage on accessible sidewalks between the current Six Mile Creek Promenade and the project site, will provide users with nearly 2 mile of fully accessible trail. That the total project cost is estimated to be $147,915 with a grant from New York State Office of Parks, Recreation and Historic Preservation in accordance with the provisions of the Recreational Trails Program, an amount not to exceed $100,000 and that the local share of this grant application will be provided by the property owner ($38,500) and the City of Ithaca ($9,415). The Planning Department requested approval to establish Capital Project 702 for the proposed trail segment in an amount not to exceed $147,915 with temporary funding from the General Fund to be later paid back with a combination of Grant funds and through the issuance of Serial Bonds and that said project establishment is contingent on grant approval from the Recreational Trails Program. After discussion, Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. City Administration Committee Meeting November 29, 2006 Page 5 2. Authorization of Application for a 2007 New York State Quality Communities rrnnt The future of both downtown Ithaca and Collegetown depend upon strong retail and commercial core businesses. The changing local, regional and national marketplace has already and will continue to affect the types of retail businesses found in both downtown Ithaca and Collegetown. A strong central city commercial core, defined as both downtown Ithaca and Collegetown, is important to the health and sustainability of the City of Ithaca and the entire Tompkins County region. There is need in both downtown Ithaca and Collegetown for a retail strategy to help guide the growth and evolution of the retail sector in the years to come. There is also a need to help both downtown Ithaca and Collegetown better define and determine their place in the local and regional marketplace, an objective that is accomplished through a strategic marketing and branding plan. The State of New York Environmental Protection Fund Quality Communities Planning Grant Program encourages communities to apply for economic development related planning projects. The Ithaca Downtown Partnership has collaborated with the City in preparing a Quality Communities Grant application for both commercial areas in the total amount of $40,000. The grant requires a 20% funding match, not to exceed $8,000, to be shared by the Ithaca Downtown Partnership and the City of Ithaca. The Ithaca Downtown Partnership has pledged $4,000 as its share of the required 20% match for this grant application. The Planning Department requested approval for the City of Ithaca to provide the additional $4,000 for its portion of the 20% match, to be drawn from the City's contingency account and that PhylIisa DeSarno, Deputy Director for Economic Development, be authorized to submit this application for a 2007 New York State Environmental Protection Fund Quality Communities Grant. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. 13. Chamberlain's Office 1. Amending Section 300- 26(B)(1)of Chapter 300 entitled "Taxation" of the City of Ithaca Municipal Code, providing for an increase in the Disability Real Property Tax Exemption City Chamberlain Parsons stated that New York State Real Property Tax law allows municipalities to grant a property tax exemption to the disabled. The amount of City Administration Committee Meeting November 29, 2006 Page 6 exemption ranges from 5% to 50 %, depending on the applicants' income. The new income levels will be used to determine the exemption on the 2007 assessment and will apply to 2008 taxes. They will have no effect on the 2007 taxes. Ms. Parsons requested approval to amend Section 300- 26(B)(1) of Chapter 300 entitled "Taxation" of the City of Ithaca Municipal Code. The amendment shall increase the amount of the partial real property tax exemption for certain disabled persons as listed in the resolution. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. 2. An Ordinance Amending Sections 300- 1(A)(1) and 300 -2(A) of Chapter 300 entitled "Taxation" of the City of Ithaca Municipal Code, re__ a�g a Real Property Tax Exemption for Senior Citizens City Chamberlain Parsons stated that New York State Real Property Tax law allows municipalities to grant a property tax exemption to persons over 65. The amount of exemption ranges from 5% to 50 %, depending on the applicants' income. The new income levels will be used to determine the exemption on the 2007 assessment and will apply to 2008 taxes. They will have no effect on the 2007 taxes. Ms. Parsons requested approval to amend Sections 300- 1(A)(1) and 300 -2(A) of Chapter 300 entitled "Taxation" of the City of Ithaca Municipal Code, regarding a Real Property Tax Exemption for Senior Citizens. The amendment shall increase the amount of the partial real property tax exemption for certain senior citizens as listed in the resolution. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. 14. Common Council 1. 2007 Budget Process The Committee discussed the budget process and the advantages and disadvantages of scheduling the budget meetings way in advance. The process worked well for some department heads and Common Council members. Daytime budget meetings worked well for department heads but not for some members of Common Council. Meetings scheduled late afternoon were better for Council members. Chairperson Coles reported that no one showed up for the public hearings. Ms. Coles suggested rotating the time of department presentations. Overall, department heads were pleased with the budget. City Administration Committee Meeting November 29, 2006 Page 7 15. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Workshop: Assistant City Attorney Patricia Dunn and HR Director 5chelley Michell -Nunn attended a workshop conducted by SHRM. One session dealt with confidential information and identity theft. Ms. Dunn and Ms. Michell -Nunn presented this information at Senior Staff. A policy will be drafted dealing with confidential and personal information. CDL Program: am: The first CDL Program graduation was Wednesday - November 22. Ms. Michell -Nunn thanked Common Council for their support. Supervisor Development Program: The development of the Supervisor Development Model will be completed soon. Computer Training: Computer training will be offered early next year. Mandatory Training: There are mandatory trainings that employees must complete on an annual basis. The HR Department is working with Ithaca College students to develop a refresher sheet so that employees do not have to go through the courses every year. Custodial Workers Focus Group: The HR Department met with Custodial Workers to discuss needed training. These employees need to be trained about the chemicals and equipment they use. This focus group came about because of the Safety Committee looking at chemical products. 16. Finance /Controller 1. Authorizing the Issuance of Bonds The City borrows funds twice a year, in January and August. To borrow funds Common Council must first authorize the issuance of the bonds. The Controller's Office requested to approve the authorization of Capital Projects approved by Common Council since the last authorization in August 2006. The projects in need of authorization include projects approved as part of the 2007 budget and any City Administration Committee Meeting November 29, 2006 Page 8 Common Council authorized projects from August 2006. The projects in need of authorization are in the amount of $6,783,153. The total issuance for December will be $12,583,153 plus renewal of the BANS (Bonds Anticipation Notes) coming due. After discussion Alderperson Cogan made a motion to approve the Bond Resolution. Seconded by Alderperson Zumoff. Motion carried 5 -0. 2. Request Authorization to Cover Red Accounts The Controller's Office requested authorization to cover red accounts. Upon approval, the City Controller would be empowered to make transfers within the 2006 Budget appropriations, as needed, for the remainder of the 2006 Fiscal Year. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 3. Request to Amend 2006 Fire Department Budget Over the past few months the Ithaca Fire Department has received several revenue amounts from various sources that were unanticipated and need to be accounted for. The sources are various and varied from grants to sell of equipment and total $36,703.81. The Controller's Office requested approval to amend the 2006 Fire Department Budget for the purposes of accounting for various revenues as listed in the resolution. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 4. Controller's Report. Controller Thayer reported on the following: Year End Activity: Year end activity is underway. Tompkins County Department of Assessment made an error in calculating the veteran's exemption. The cost of this error, $4,500, will be absorbed in the 2007 budget. Sales Tax: Sales tax is 3% or $350,000 ahead of the 2006 budget. Parking Revenues: Parking revenues are short by $60,000. Meter Collections: Meter collections are over by $17,000. City Administration Committee Meeting November 29, 2006 Page 9 Dryden Road Garage: Collections in the Dryden Road Garage are over by $11,000. Parking Equipment: The parking equipment is working properly. Fine Revenues: Fine revenues are about $150,000 below projection. December: Payments will be made in the month of December for contractual agreements such as vacation buyouts. Pension Bill: Payment for the pension bill will be made in December, resulting in a savings to the City of about $25,000. City Court Facility: The work on City Court is complete, allowing staff to move back in. 17. Reports 1. Mayor's Report. The Mayor reported on the following: Negotiations: The City is in the midst of negotiations with the Ithaca Paid Fire Fighters Association and the CSEA Administrative Unit. Performance Evaluations: The second round of Department Heads performance evaluations are being scheduled. Ithaca Gun: The Mayor filed an accusatory for infractions. City /Town Meeting: A meeting has been scheduled for the City and Town to discuss shared services. Salary Changes: Salary changes for the Mayor and Common Council are not automatic. Local laws need to be passed by Common Council. 2. Sub- Committee Updates Meeting: Alderperson Korherr stated that the Taxi Operation Sub- Committee meeting has been rescheduled from December 5 to December 19. City Administration Committee Meeting November 29, 2006 Page 10 3. Council Members' Announcements. None. 4. Next Month's Meeting: The meeting for December 2006 has been canceled. 18. Adjournment With no further business and on a motion by Alderperson Townsend, the meeting was adjourned at 9:00 P.M.