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HomeMy WebLinkAboutMN-CA-2007-05-01CITY ADMINISTRATION COMMITTEE Regular Meeting May 30, 2007 Members Present: Alderperson Tomlan, Alderperson Coles, Alderperson Zumoff, Mayor Peterson Members Excused: Alderperson Gelinas, Alderperson Townsend Staff Present: John Barber (Deputy Police Chief), Brian Wilbur (Fire Chief), Karen Friedeborn (Youth Program Administrator), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Thys Van Cort (Planning Director), Tim Logue (Traffic Systems Engineer), Christine Barksdale (Police Officer), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Manager of Organizational Development), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:07 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 Chairperson Coles stated that Item 14 - Common Council will be removed from the agenda. 4. Approval of Minutes Alderperson Tomlan made a motion to approve the minutes from the April 25, 2007 meeting. Seconded by Alderperson Zumoff. Motion carried 3 -0. City Administration Committee Meeting May 30, 2007 Page 2 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update At the last meeting, the WFD Committee discussed the process for nomination for the Diversity & Inclusion Award. The WFD Committee thanked Common Council for their unanimous support of the award. The WFD Committee is working on a brochure that will give a better understanding of this committee. The brochure, when completed, will be distributed to the workforce. 9. Safety Committee Update Chairperson Coles reported that information will be put into the next City's newsletter explaining the Safety Committee. 10. Communication Committee Update. None. 11. Youth Bureau 1. Request to Amend Budget and Roster The Ithaca Youth Bureau has been advised by the Tompkins County Workforce Investment Board that they will be receiving $79,748.00 in new funding to develop a Summer TANF Employment Program (Temporary Assistance for Needy Families). The goal of this program is to provide short -term subsidized internships for 50 TANF eligible teens needing assistance in securing employment. The Youth Bureau requested to amend the 2007 Youth Bureau budget and roster by increasing the hours of the Youth Employment Service (Y.E.S.) Program Coordinator from 35 hours per week to 40 hours per week effective June 11th, 2007 and by accounting for said funding as listed in the resolution. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Tomlan. Motion carried 3 -0. City Administration Committee Meeting May 30, 2007 Page 3 12. Fire Department 1. Request to Amend Roster As the result of a master planning effort during the 1980's, the Ithaca Fire Department was restructured in 1987 to include one Fire Chief, two Deputy Fire Chiefs, a Municipal Training Officer, and a Volunteer Coordinator. In 1992 the Municipal Training Officer position was left vacant, and in 1993 a Deputy Fire Chief's position was left vacant upon promotion of Fire Chief Brian Wilbur due to budgetary constraints at that time. The creation of a Municipal Training Officer (MTO) position within the Ithaca Fire Department was authorized in the 2007 budget, to be effective April 1, 2007. Since that authorization the current rank structure has been scrutinized with regard to distribution of managerial and supervisory function and capacity. The managerial workload has increased significantly in the intervening 14 years since the loss of a Deputy Fire Chief's position in 1993. The creation of a Deputy Fire Chief position will allow a better distribution of managerial responsibilities while still allowing an Assistant Fire Chief to assume responsibilities of Municipal Training Officer position as defined by New York State. The cost of an Assistant Fire Chief position (with overtime) exceeds the cost of a Deputy Fire Chief position (no overtime). The Fire Department requested to amend the roster as follows: Add: One (1) Deputy Fire Chief, for a total of two Deputy Fire Chiefs Remove: One (1) Municipal Training Officer (MTO) The funds for such change in the roster shall be accomplished from within existing appropriations. After discussion, Alderperson Tomlan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 3 -0. 13. Department of Public Works 1. Supplemental Authorization of the Cayuga Waterfront Trail A Project for the CAYUGA (Cass Park) WATERFRONT TRAIL, P.I.N. 395024 (the "Project ") is eligible for funding under Title 23 U.S. Code, as amended that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non - federal funds. At their meeting on June 13, 2001 City Administration Committee Meeting May 30, 2007 Page 4 Common Council authorized Capital Project #445 Cayuga (Cass Park) Waterfront Trail in the amount of $425,000. On April 2, 2003, Common Council authorized a commitment to pay in the first instance 100% of the federal and non - federal share of the cost of design, right -of way acquisition and construction work for the Project or portions thereof in the amount of $677,724. On May 3, 2006 Common Council authorized a commitment to pay $50,000 in additional funds for a Phase III feasibility study for the trail, and WHEREAS, on November 1, 2006, Common Council authorized a commitment to pay in the first instance 100% of the federal and non - federal share of the cost of design, right -of -way acquisition and construction work for the Project or portions thereof in the amount of $480,000. The City of Ithaca desires to advance the above - mentioned project. The Planning Department requested that • Common Council approve the above - subject project; • Common Council authorize the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of design, right of- way, construction, construction inspection and supervision work for the Project or portions thereof, • In addition to the above - mentioned authorizations, the sum of $720,000 is hereby appropriated from the issuance of serial bonds, and made available to cover the cost of participation in the above phase of the Project; • Common Council hereby amends Capital Project # 445 Cayuga (Cass Park) Waterfront Trail in the amount not to exceed $720,000, for a total project cost of $2,384,876, with total local city share of $714,420 which represents Phase I, Phase II, and Phase III of the three -phase project; • In the event the full federal and non - federal share costs of the project exceeds the amount appropriated above, the Common Council of 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 (NYSDOT) thereof; • The Mayor of the City of Ithaca be and is hereby authorized to execute all necessary agreements, certifications or reimbursement requests for Federal 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 City Administration Committee Meeting May 30, 2007 Page 5 of the local share of federal- aid - eligible Project costs and all Project costs within appropriations therefore that are not so eligible; • This project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 20% of said portion, currently estimated at $144,000 of the $720,000 authorized for this portion of the project, in monies and in -kind services as managed by the Superintendent of Public Works and monitored by the City Controller; • 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; • This resolution take effect immediately. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Tomlan. Motion carried 3 -0. 14. Common Council 1. Call for Comprehensive Review of Charges that may Warrant Impeachment of the President and Vice President of the United States: This item was removed from the agenda. 15. Planning and Development 1. Request to Amend Budget and Personnel Roster The Department of Planning and Development has gone through some recent staff changes. To allow for the department to continue functioning efficiently and effectively, some additional staff changes will be needed including an employee promotion and a new hire. The staff changes can all be accomplished within the existing 2007 Planning Department budget. The Planning Department requested approval to amend the 2007 authorized personnel roster for the Department of Planning and Development as follows: Add: One (1) Senior Planner (35 Hours) Delete: One (1) GIS and Quantitative Planner (25 Hours) City Administration Committee Meeting May 30, 2007 Page 6 After discussion, Alderperson Tomlan made a motion to approve the request and to authorize the Controller to make any necessary budget adjustments to the existing budget for the Department of Planning and Development in order to effectuate said staff changes. Seconded by Alderperson Zumoff. Motion carried 3 -0. 16. Police Department 1. Request to Establish Capital Project for Radio Equipment Replacement /Upgrade Tompkins County will soon be coming on line with the 800 MHz communication system. The new County communication system will require the City Fire and Police Departments to upgrade /replace their existing portable radio communication equipment. The Fire Department has an established Capital Project in the amount of $140,000 which will cover the cost of the needed communication equipment upgrade for the Fire Department. The Ithaca Police Department does not have such a project established and staff has estimated that such needed upgrade /replacement of equipment would cost the Police Department $60,000. The Police Department requested that Capital Project #719 be established in an amount not to exceed $60,000 for the purposes of upgrading and replacing the department's portable radio equipment which is necessary as a result of the Tompkins County 800 MHz new communication system and that funds necessary for said communications upgrade shall be derived from the issuance of serial bonds. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Tomlan. Motion carried 3 -0. 17. Human Resources (HR) Department 1. Request Extension of Supplemental Military Leave Benefits On November 7, 2001, October 2, 2002 and February 5, 2003, Common Council passed resolutions providing Supplemental Military Leave benefits for City employees who were called to active military duty due to the war in Iraq and Afghanistan. The Supplemental Military Leave benefits granted by Common Council expired on December 31, 2004. Reservists continue to be called to active military duty due to the war in Iraq and Afghanistan. It continues to be the desire of Common Council to ease the financial strain on the families of those Reservists City Administration Committee Meeting May 30, 2007 Page 7 continuing to serve their country due to active military action. The Human Resources Department requested that: • Upon the signing of a Memorandum of Understanding with the CSEA Administrative Unit, CSEA Department of Public Works Unit, Police Benevolent Association, Ithaca Paid Fire Fighters, Chief Officers Unit, and the Executive Association, the City will pay the difference between the military pay received from the United States Government and /or the State of New York by a City employee and the base City salary such employee would have received for his /her regularly scheduled work week if such employee had not been called to active duty, through December 31, 2008; • In the event that an employee's military pay exceeds or equals his /her base City salary, no supplemental pay shall be authorized; • Upon the signing of a Memorandum of Understanding with the CSEA Administrative Unit, CSEA Department of Public Works Unit, Police Benevolent Association, Ithaca Paid Fire Fighters, Chief Officers Unit, and the Executive Association, the City will hereby continue to provide individual and family health insurance coverage, in the same manner as it was provided when the employee was working, through December 31, 2008, for those employees called to active duty. After discussion, Alderperson Tomlan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 3 -0. 2. Director's Report. HR Director Michell -Nunn reported on the following: CSEA Classification Study: The appeals deadline has passed. Deputy HR Director Saul met with groups of employees to discuss the appeal process. Appeals received are being reviewed by the Appeal Committee, which consists of CSEA DPW Unit President Rick Rupe, CSEA Administrative Unit President Brian Carman, Deputy HR Director Valerie Saul, and City Chamberlain Debra Parsons, who represents management. Ad Hoc to the Committee are HR Director Schelley Michell -Nunn and Labor Relations Specialist Stephanie Engster. Supervisory Orientation: The first module of the orientation program for supervisors will be Friday - June 8. This half -day session will cover interviewing skills. Supervisors involved in the interviewing process will attend. City Administration Committee Meeting May 30, 2007 Page 8 Diversity Roundtable Discussion: The Diversity Consortium's Roundtable Discussion will take place on Thursday - May 31, 2007 at the Clarion Hotel. The all day session will be filled with a wealth of information. Workplace Violence Prevention (WVP) Program: am: The Risk Assessment Team has been meeting regularly. The team has been reviewing sample plans and data collected from the survey. The team will propose that the City use an external consultant to conduct the risk assessment. This assessment will be done on all City buildings. The team will provide recommendations for the City on the best way to secure City facilities and protect City employees. 18. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Budget (2008): The 2008 Budget process is underway. Guidelines for Capital Projects will be distributed in June. Sales Tax: To date, sales tax revenue is about $30,000 off the budgeted amount. Parking Revenue: In parking revenue, the City is on pace to slightly exceed the 2007 budgeted amount of $1,500,000. Fine Revenue: The City is on pace to exceed by $20,000 the 2007 budgeted amount of $850,000. Building Permit Fees: In building permit fees, the City has collected $728,000 of the $1,050,000 budgeted amount. The City is on pace to exceed the budgeted amount. Overtime Expense: The City budgeted $757,000 for 2007. With the current activities, the City will be about $50,000 over that amount. Health Insurance: For health insurance, the City expects to be within the 2007 budgeted amount of $5,165,000. City Administration Committee Meeting May 30, 2007 Page 9 Union Contracts: The union contract retro payments have gone out for the Fire Fighters union, causing a strain on the cash flow. 19. Reports 1. Mayor's Report. The Mayor reported on the following: Diversity Roundtable Discussion: The Mayor reported that she would be participating in the panel discussion at the Diversity Roundtable. Capital Projects: The guidelines for the capital projects will be sent out in June. Tompkins County Government: The Mayor reported on communications she received regarding Governor Spitzer's new commission that is emphasizing mergers, consolidations, shared services and inter municipally share projects. The County leaderships of each county in New York State were asked to send to the governor's representatives by June 15 at least one inter municipal project that is important to the community. The Mayor suggested the City /Town Consolidation Meeting Program and Stewart Park, which she would like to see as an inter municipal /inter regional park. She will forward her suggestions by Friday to Steve Whicher (Tompkins County), who is compiling the information on behalf of Tompkins County. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: June 27, 2007. 17. Adjournment With no further business and on a motion by Alderperson Tomlan, the meeting was adjourned at 8:20 p.m.