Loading...
HomeMy WebLinkAboutMN-CA-2008-12-01Members Present: staff CITY ADMINISTRATION COMMITTEE Regular Meeting December 29, 2008 Alderperson Coles, Alderperson Zumoff, Alderperson Clairborne, Alderperson Korherr, Alderperson Schuler, Mayor Peterson Present: Erik Whitney (Asst Supt of Public Works - W &S), Bill Gray (Supt of Public Works), Chuck Baker (Chief Water Plant Operator), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:10 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 the Chamberlain's Office report will be given next month and that Items 12.2 and 12.3 were for discussion only. 4. Approval of Minutes Alderperson Korherr made a motion to approve the minutes, as corrected, of the November 24, 2008 City Administration Committee meeting. Seconded by Alderperson Schuler. Motion carried 5 -0. 5. Statements from the Public. None. 6. Employee Comments. None. City Administration Committee Meeting December 29, 2009 Page 2 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update. None. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA. None. 12. Department of Public Works 1. Reauest to Create the Position of Water Systems Maintenance Mechanic Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, the City of Ithaca DPW Water & Sewer Division Water Treatment Plant needs to provide for the daily inspection, operation, maintenance, and periodic repairs of pumps, process equipment, controls, telemetry /SCADA, etc. for the water plant, the sludge drying lagoons, 3 water pumping stations, 6- water storage tanks, 2- booster chlorination systems, and control valves, etc. in both the water production and distribution systems, and WHEREAS, these duties are presently performed by the 5 & 3/5's Water Treatment Plant Operators and the Chief Water Treatment Plant Operator, and WHEREAS, in order to facilitate the work, and for a more effective organizational structure it has been necessary to recognize the duties unique to this position by creating and assigning the appropriate title, duties description, and compensation, and WHEREAS, this action, as requested in this resolution, entails only the transfer of an existing employee from one title to another, and will not result in an additional position, nor the need for additional funds, and WHEREAS, the Water Treatment Plant Operator's position vacated upon the transfer will remain vacant and unfunded; now therefore be it City Administration Committee Meeting December 29, 2009 Page 3 RESOLVED, That the Common Council hereby approves the following amendment to the Authorized Personnel Roster to the Water and Sewer fund: Add: One (1) - Water Systems Maintenance Mechanic Delete: One (1) - Water Treatment Plant Operator and be it further RESOLVED, That said added position shall be contingent on the approval of the title, job description and new Position Duties Statement by the Civil Service Commission and the Board of Public Works, and be it further RESOLVED, That said added position shall be dissolved on December 31, 2011 and the position of Water Treatment Plant Operator reinstated in the event that the City of Ithaca will have opted to rebuild a new water treatment plant, and be it further RESOLVED, That the funds needed for said amendment will be derived from existing Water and Sewer funds. Chairperson Coles made a motion to amend the resolution by removing "and the Board of Public Works" from the 2nd Resolved. Seconded by Alderperson Korherr. Motion carried 5 -0. After discussion, Alderperson Korherr made a motion to go into Executive Session to discuss the employment history of an individual. Seconded by Alderperson Schuler. Motion carried 5 -0. Alderperson Schuler made a motion to come out of Executive Session. Seconded by Alderperson Korherr. Motion carried 5 -0. Chairperson Coles reported that no action was taken in Executive Session. A vote on the main resolution as amended resulted as follows: Passed unanimously. City Administration Committee Meeting December 29, 2009 Page 4 2. Request to Establish Capital Project for Rehabilitation of Lake Street Bridge at Fall Creek Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, the Board of Public Works has reviewed the NYSDOT request for "ready to go" local projects which could be used for a response to an economic stimulus proposal, as well as staff's response with a broad range of local projects totaling $20 million, and WHEREAS, the Superintendent of Public Works recommends that the City would be much better positioned to get approval of "ready to go" local projects if two basic bridge repairs were prepared through construction documents and were truly "on the shelf" and "ready to go," recommending Lake Street Bridge and the South Cayuga Street Bridge as two projects that should be very attractive in an infrastructure oriented stimulus program, and WHEREAS, That the Board of Public Works recommends that Common Council authorize a capital project for the rehabilitation of the Lake Street Bridge at Fall Creek in the amount of 10% of the estimated project costs of $2,175,000 ($217,500) so that the Engineering Office may undertake the effort to obtain contract bid documents for these projects by early Spring 2009 in order to participate in the expected infrastructure stimulus package, now therefore be it RESOLVED, That Common Council hereby authorizes the establishment of Capital Project #754 Rehabilitation of Lake Street Bridge at Fall Creek at an amount not to exceed $217,500 for said compilation of bid documents, and be it further RESOLVED, That this total authorization for the project is contingent on the passing of said infrastructure oriented stimulus program, and be it further RESOLVED, That said funding shall be derived from an advance from the General Fund and will be paid back upon the issuance of Serial Bonds, and be it further RESOLVED, that Common Council continues to evaluate additional infrastructure projects for consideration and prioritization as federal funding opportunities allow. City Administration Committee Meeting December 29, 2009 Page 5 Common Council discussed the item. After discussion, the Committee agreed that more time was needed to review the list to determine whether other projects could be put in the shovel ready position. Alderperson Korherr made a motion to table Item 12.2 and Item 12.3 until the January 2009 meeting. Seconded by Alderperson Clairborne. Motion carried 5 -0. 3. Request to Establish Capital Project for Rehabilitation of South Cayuga Street Bridge at Six Mile Creek This item was tabled until the January 2009 meeting as noted in Item 12.2. 13. Human Resources (HR) Department 1. Director's Report. None. 14. Finance /Controller 1. Resolution Authorizing the Execution and Delivery of a Master Lease for the Water Project Moved by Alderperson Korherr. Seconded by Alderperson Zumoff. RESOLUTION OF GOVERNING BODY At a duly called meeting of the governing body of Lessee held in accordance with all applicable legal requirements, including open meeting laws, on the day of , the following resolution was introduced and adopted: RESOLUTION AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE - PURCHASE AGREEMENT, EQUIPMENT SCHEDULE NO. 01, AN ESCROW AGREEMENT, AND RELATED INSTRUMENTS, AND DETERMINING OTHER MATTERS IN CONNECTION THEREWITH. WHEREAS, the governing body of CITY OF ITHACA ( "Lessee ") desires to obtain certain equipment (the "Equipment ") described in Equipment Schedule No. 01 to the City Administration Committee Meeting December 29, 2009 Page 6 Master Lease - Purchase Agreement (collectively, the "Lease ") with MUNICIPAL LEASING CONSULTANTS, the form of which has been available for review by the governing body of Lessee prior to this meeting; and WHEREAS, the Equipment (including replacement water meters installed throughout the City of Ithaca by Johnson Controls, Inc., pursuant to its 2008 contract with the City of Ithaca) is essential for the Lessee to perform its governmental functions; and WHEREAS, the funds made available under the Lease will be deposited with SUNTRUST BANK (the "Escrow Agent ") pursuant to an Escrow Agreement between Lessee and the Escrow Agent (the "Escrow Agreement ") and will be applied to the acquisition of the Equipment in accordance with said Escrow Agreement; and WHEREAS, Lessee has taken the necessary steps, including those relating to any applicable legal bidding requirements, to arrange for the acquisition of the Equipment; and WHEREAS, Lessee proposes to enter into the Lease with MUNICIPAL LEASING CONSULTANTS and the Escrow Agreement with the Escrow Agent substantially in the forms presented to this meeting. NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF LESSEE AS FOLLOWS: Section 1. It is hereby found and determined that the terms of the Lease and the Escrow Agreement (collectively, the "Financing Documents ") in the forms presented to this meeting (ie., as received from Municipal Leasing Consultants via email on January 7, 2009) and incorporated by reference in this resolution are in the best interests of Lessee for the acquisition of the Equipment. Section 2. The Financing Documents and the acquisition and financing of the Equipment under the terms and conditions as described in the Financing Documents are hereby approved. The City Controller of Lessee and any other officer of Lessee who shall have power to execute contracts on behalf of Lessee be, and each of them hereby is, authorized to execute, acknowledge and deliver the Financing Documents with any changes, insertions and omissions therein as may be approved by the officers who execute the Financing Documents, such approval to be conclusively evidenced by such execution and delivery of the Financing Documents. The C City Administration Committee Meeting December 29, 2009 Page 7 Clerk of the Lessee and any other officer of Lessee who shall have power to do so be, and each of them hereby is, authorized to affix the official seal of Lessee to the Financing Documents and attest the same. Section 3. The proper officers of Lessee be, and each of them hereby is, authorized and directed to execute and deliver any and all papers, instruments, opinions, certificates, affidavits and other documents and to do or cause to be done any and all other acts and things necessary or proper for carrying out this resolution and the Financing Documents. A vote on the main resolution resulted as follows: Passed unanimously. Alderperson Clairborne expressed concern about this resolution being generic. Controller Thayer explained that this is a page from the lease document. The lease document includes details on the project and is available in the Controller's Office. Alderperson Clairborne suggested that in the future information be attached to generic resolutions identifying the related project. 2. Controller's Report. Controller Thayer reported on the following: Bond Sale: Related to the funding of the 2009 capital projects, the City was rated by Moody. Concerns about the current market conditions and the Cayuga Garage variable rate debt made it more difficult for our re- rating. The City did maintain an A -1 rating. To be upgraded, the City would have to decrease its debt load in connection with the rapid repayment of principle on the Cayuga Green Garage. If the market plummets, the line of credit says that the City would have to repay the debt of $18,000,000 within one (1) week. The City is working with the bank for wording to insert in the document to alleviate this concern. There is a Bond Sale tomorrow. Interest rates are about 2 2 %. The City has the option to reject rates below this number and negotiate with the bank or put out to bid again. Sales Tax (2008): 2008 sales tax activity is about 10.8% above 2007. Recent collections are on the low side. The City has five (5) collections left. Depending on holiday sales, the City estimates the collections should be about 5 % -6% or $600,000 over the budgeted amount for 2008. City Administration Committee Meeting December 29, 2009 Page 8 Pension Payment (2008): On December 15, 2008, the City made its 2008 pension payment of $2,410,000 to New York State Retirement System. They City saved $24,000 by paying early. Health Insurance Cost: Claims continue to be very high. Cost will be over budget. The Controller will receive the final 2008 bill for health insurance in mid January 2009. Once the bill has been received, the Controller will know if a resolution has to be brought forth to Common Council requesting allocation from the health insurance reserve. Health Care Consortium: HR Director Michell -Nunn, Mayor Peterson, Alderperson Coles and Controller Thayer met with the Locey & Cahill consultant for a status update. The project is moving forward. The Consortium is looking for commitments from municipalities around June 2009. Fuel Cost: Fuel cost continues to fall. The City has spent about $314,000, which is about $50,000 over the 2008 budget. Overtime: The City has spent $1,070,000 in overtime. Snow Removal: The City has spent about $267,000 in snow removal. State Aid: The City received $2,835,000 in State Aid and could expect an additional amount of $22,000 for 2008. Fine /Parking Revenues: The fine revenue is $118,000 over budget and parking revenue is $130,000 over budget. Audit (2007): The Controller's Office is working on the 2007 Audit and the five (5) year plan for New York State. Annual Resolutions: Included in the packets for the Common Council meeting, Common Council members will receive the annual items that havw to be approved such as the meeting place for Council, the designation of the official newspaper and depositories, etc. City Administration Committee Meeting December 29, 2009 Page 9 15. Reports 1. Mayor's Report. The Mayor reported on the following: Annual Resolutions: Common Council will receive resolutions for annual appointments for Acting Mayor, Alternate Acting Mayor, and marriage officers. Assistant City Attorney Search: At the Common Council meeting, the Mayor will request an Executive Session to discuss the appointment of the Assistant City Attorney Planning Director Search: The Mayor received the names of the final three (3) candidates. The Mayor will schedule a Meet the Candidate night in January 2009 with an anticipated naming of the Planning Director at the February 2009 Common Council meeting. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: Monday - January 26, 2009. 16. Adjournment With no further business and on a motion by Alderperson Korherr, the meeting was adjourned at 8:54 p.m.