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HomeMy WebLinkAboutMN-CA-2008-03-01CITY ADMINISTRATION COMMITTEE Regular Meeting March 26, 2008 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Clairborne, Alderperson Korherr, Alderperson Schuler, Mayor Peterson staff Present: Patricia Dunn (Asst City Attorney), Leslyn McBean- Clairborne (Deputy GIAC Director), Bill Gray (Superintendent of Public Works), Kent Johnson (Engineering Technician), Erik Whitney (Asst Superintendent of Public Works), Tim Logue (Traffic Systems Engineer), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Chris Kalwara (Johnson Controls), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:01 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 16 - Executive Session has been removed from the agenda and that the information distributed by Alderperson Clairborne will be considered in its place. Chairperson Coles mentioned that the meeting dates for November 2008 and December 2008 have to be changed due to holidays. Alternate dates were sent to Common Council members. Members are to e -mail their preference to Chairperson Coles tomorrow so that rooms for the meetings can be reserved. City Administration Committee Meeting March 26, 2008 Page 2 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, with his corrections, from the February 27, 2008 meeting of the City Administration Committee. Seconded by Alderperson Clairborne. Motion carried 5 -0. 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update Chairperson Coles stated that the WFD Committee had an extensive discussion on department heads who presented their diversity and communication plans to the WFD Committee also giving their presentation to the City Administration. Chairperson Coles and Alderperson Clairborne are discussing whether the presentations should be given to the City Administration Committee or the Community and Organization Issues Committee. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular reports from Departments Reporting to the CA Committee Chairperson Coles reported that the departments reporting to the City Administration Committee will make their reports as listed below. City Controller Thayer will give his report under the Controller's Office agenda item. March 26, Controller's Office April 30, HR Department May 28, IT Department June 25, Chamberlain's Office July 30, Attorney's Office August 27, Controller's Office September 24, HR Department City Administration Committee Meeting March 26, 2008 Page 3 October - no report November 26, IT Department December 31, Chamberlain's Office January 28, Attorney's Office 12. Workplace Violence 1. Approval of a Workplace Violence Prevention Poli Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, in January 2006, the New York State Legislature enacted a workplace violence prevention law which mandated that public employers must develop and implement programs to prevent workplace violence, and WHEREAS, said programs are mandated to consist of three (3) components; an evaluation of the workplace, a written workplace violence prevention policy, and training of all employees, and WHEREAS, the City of Ithaca formed a committee of staff from the various City departments, including Police, Attorneys, Human Resources, Building, IT and others, and a Common Council liaison to develop and implement programs to prevent workplace violence, including drafting and implementing a written workplace violence prevention policy, and WHEREAS, the State of New York, in June 2007, promulgated regulations concerning Public Employer Workplace Violence Prevention Programs, 12 NYCRR Part 800.16, including regulations pertaining to a Workplace Violence Prevention Policy, and WHEREAS, the Workplace Violence Prevention Committee utilized said regulations as a basis for drafting a Workplace Violence Prevention Policy; now, therefore be it RESOLVED, That the Ithaca Common Council approves the City of Ithaca Workplace Violence Prevention Policy. A vote on the resolution resulted as follows: City Administration Committee Meeting March 26, 2008 Page 4 Passed unanimously. 2. Weapons in the Workplace - Discussion /Attorney's Memo. Assistant City Attorney Patricia Dunn stated that New York State mandated that all municipalities are required to implement a Workplace Violence Prevention Program. The program consists of several elements. One of them is an assessment of the workplace to determine what problems may exist that would cause violence to happen or be escalated. The City conducted an assessment, which appeared before Common Council several months ago. Another element of the program is that each local government is required to have a Workplace Violence Prevention Policy. The final element of the program will be training of the workforce. The training will be done after the policy items are in place. At the last City Administration Committee meeting, Common Council members had questions on whether the City could ban all weapons from the workplace and expressed concerns with language in subsections 5 and 6 of the Policy entitled "Prohibited Behavior" regarding what employees, if any, could carry weapons while engaged in City business. Assistant City Attorney Dunn stated that clarifying language was added to subsections 5 and 6 in an effort to make it clearer that only certain classes of employees, such as Police Officers, are entitled to carry weapons "as of right" and that other employees, who have a valid permit to carry a weapon, may do so upon registering the weapon with their supervisor and the Human Resources Department. Assistant City Attorney Dunn addressed whether the City should ban all weapons from the workplace in a memorandum to Common Council. Assistant City Attorney Dunn stated in her memorandum that "the City of Ithaca, in its proprietary capacity, can regulate the bringing of firearms and other dangerous weapons into City buildings by its employees and, indeed, by the general public, to promote the safety and welfare of the public. Unless the United State Supreme Court holds otherwise in the case currently before it, a ban on weapons in the workplace should be upheld." City Administration Committee Meeting March 26, 2008 Page 5 13. GIAC 1. Acceptance of Donor Funds - GIAC Computer Lab Moved by Alderperson Schuler. Seconded by Alderperson Zumoff. WHEREAS, the Greater Ithaca Activities Center (GIAC) has developed a computer lab with a grant received from the Ithaca Urban Renewal Agency, Community Development Block Grant (CDBG) funds, and WHEREAS, in order to fulfill the requirements of the grant to provide at least 5,000 hours of computer skills classes for youth and teens, GIAC needs to hire a computer lab coordinator, and WHEREAS, the CDBG grant does not provide for operational costs, and WHEREAS, through the kindness of an anonymous donor GIAC received $27,000 to hire a computer lab coordinator, to support a quality employment opportunity to a local resident, and help our youth bridge the technology achievement gap; now therefore be it RESOLVED, That Common Council hereby accepts the donor funds in the amount of $27,000 and be it further, RESOLVED, That the $27,000 will be used to cover the salary for an hourly part- time /seasonal staff in the position of computer lab coordinator at GIAC from April through December 31St, 2008 and be it further, RESOLVED, That the City Controller is authorized to make the following budget adjustment: Revenue Anonymous Donor $27,000 Appropriations A7311- 5105 -01100 Hourly Part -Time $24,000 A7311- 9030 -01100 FICA /Medicare $ 1,836 City Administration Committee Meeting March 26, 2008 Page 6 A7311- 9040 -01100 Workers' Comp $ 1,164 Insurances A vote on the resolution resulted as follows: Passed unanimously. 14. DPW 1. Safe Routes to School Application Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, the Safe Routes to School (5RT5) Program was created in 2005 on passage of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA -LU), and WHEREAS, the New York State Department of Transportation, which is administering the program in the state, has called for applications to be due on April 1, 2008, and WHEREAS, staff from the Office of the City Engineer have worked with community members and school officials to develop an application for the program, and WHEREAS, Common Council desires to submit this application, now, therefore be it RESOLVED, That the Mayor be hereby authorized to sign and submit a grant application for the Safe Routes to School program in an amount to not exceed $200,000, and be it further RESOLVED, That Common Council authorizes this application with the understanding that though the City of Ithaca will provide funding in the first instance for the program, 100% of the eligible costs will be reimbursed by federal funds, except for in -kind commitments of City staff time and office resources. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting March 26, 2008 Page 7 2. Amendment to Capital Pro iect 514 for "Cold Storage Buildina" Pro iect Moved by Alderperson Korherr. Seconded by Alderperson Clairborne. WHEREAS, bids were received and opened on February 19, 2008 for construction of a pre- engineered post -frame storage building at the Water and Sewer Division site at 510 First Street (CP 514), and WHEREAS, the bid package consisted of a base bid and seven alternate items to be awarded at the discretion of the City, and WHEREAS, staff has reviewed the four bids received and made recommendations for award of the base bid plus Alternate #3, which provides for insulation of the building, and WHEREAS, award of the project with recommended alternate item will exceed the budgeted amount of $190,000 for this Capital Project by $56,925.45, and WHEREAS, the Board of Public Works has made recommendation by resolution at their March 5, 2008 meeting for award of the base bid plus Alternate Item #3 to Gudabari, Inc. of Savannah, New York for a total contract amount of $246,925.45; now, therefore be it RESOLVED, That Common Council hereby amends Capital Project 514, construction of the Cold Storage Building at the City of Ithaca, DPW, Water and Sewer Division Facility at 510 First Street by an amount not to exceed $58,000 including financing for a total project authorization of $248,000, and be it further RESOLVED, That funds necessary for said amendment should be derived from the issuance of Bonds. A vote on the resolution resulted as follows: Passed unanimously. 3. Johnson Controls Water Meter Project Moved by Alderperson Zumoff. Seconded by Alderperson Clairborne. City Administration Committee Meeting March 26, 2008 Page 8 WHEREAS, the City bills its utility customers over $8 million for water and sewer services each year based on readings of water meters installed in the customers' premises, and WHEREAS, it is anticipated that this billing will increase significantly due to a projected plan either to restore or replace the City's water treatment plant, and WHEREAS, the City entered into an Energy Performance Contract with Johnson Controls in late 2006 but delayed the water meter replacement portion of that contract in order to research options for water meter upgrade, automated meter reading, and a new system for imbedded leak protection, and WHEREAS, staff has recently made recommendations which Johnson Controls has used to develop a proposal for the Energy Performance Contract Phase 2 which projects $4.2 million in savings, increased revenues and other benefits to cover the current meter replacement estimated cost of $2,348,000 or 15 year total costs of $3,100,000, and WHEREAS, the Board of Public Works has recommended the creation of a Capital Project in the amount of $2,348,000 by Common Council for the purpose of upgrading the City's water meters and converting to automated meter reading, and WHEREAS, a final contract needs to be developed between the City and Johnson Controls for said upgrade of the City's water meters; now, therefore be it RESOLVED, That Common Council hereby authorizes the Mayor, City Attorney, City Controller and Superintendent of Public works to negotiate a final contract based on this resolution, and that the Mayor is hereby authorized to sign the contract, and be it further RESOLVED, That funding for the said project will be made through a municipal lease negotiated by the Controller's Office or the issuance of Bonds with payment made by the Water and Sewer Funds, and be it further RESOLVED, That the increased revenues and benefits recovered as a result of the project shall, at a minimum, be equal to the overall cost of the project resulting City Administration Committee Meeting March 26, 2008 Page 9 from Johnson Controls meter accuracy guarantee and ongoing operational savings associated with the leak detection system and the automated meter reading system. A vote on the main motion as amended resulted as follows: Passed unanimously. 4. Request to Amend Water & Sewer Personnel Roster Moved by Alderperson Schuler. Seconded by Alderperson Clairborne. WHEREAS, the City of Ithaca DPW Water & Sewer Division has need of an additional supervisory position in order to provide an adequate level of field supervision and support to facilitate the present work load, future work plans; and in order to address the current needs of the Division including daily operations, maintenance, repairs, and capital improvement projects, etc.; and in order to provide the necessary support and supervision entailed in compliance with new regulatory mandates and ever increasing regulatory requirements for the wastewater collection and water distribution systems, and WHEREAS, the City of Ithaca DPW Water & Sewer Division consolidated the supervisory positions and titles responsible for the water distribution system and wastewater collection system in 1997 to meet the work load and needs of the Division at that time, and WHEREAS, the City of Ithaca DPW Water & Sewer Division now has need of and requests restoration of the two separate supervisory positions for the water distribution system and wastewater collection systems with the following titles Wastewater Collection System Supervisor and Water Distribution System Supervisor, and WHEREAS, The City of Ithaca Human Resources Department and the Civil Service Commission have reviewed and approved the Job Descriptions and the New Position Duties Statements for both titles; now therefore be it City Administration Committee Meeting March 26, 2008 Page 10 RESOLVED, That Common Council hereby amends the authorized personnel roster as follows: Add: (1) One Wastewater Collection System Supervisor (1) One Water Distribution System Supervisor Delete: (1) One Supervisor of Water Distribution and Wastewater Collection Systems and, be it further RESOLVED, That funding for said roster amendment shall be derived with existing 2008 Water and Sewer authorized budget and existing authorized Water and Sewer Capital Projects. A vote on the resolution resulted as follows: Passed unanimously. 15. Fire 1. Request to Extend City /Town Fire Contract MOU Moved by Alderperson Korherr. Seconded by Alderperson Clairborne. WHEREAS, the current five year City of Ithaca and Town of Ithaca Fire Protection contract expired on December 31, 2007, and WHEREAS, the MOU was extended by both parties until March 31, 2008, and WHEREAS, both sides continue to negotiate a new contract but will not complete the process prior to March 31, 2008, and WHEREAS, the provisions of the said contract will continue in force while negotiations on the terms and conditions of a new contract continue; now, therefore be it City Administration Committee Meeting March 26, 2008 Page 11 RESOLVED, That the terms and conditions of the existing contract be extended through September 30, 2008 per attached Memorandum of Understanding (MOU), and be it further RESOLVED, That Common Council hereby authorizes the Mayor to execute the attached MOU for said contract extension. A vote on the resolution resulted as follows: Passed unanimously. 16. Common Council 1. MHA Sustainability Proposal (Draft) Alderperson Clairborne distributed a draft regarding Mutual Housing Association (MHA) Sustainability Proposal. After discussion, Mayor Peterson stated that this is an important issue to our community and should be on a publicized agenda. Mayor Peterson suggested that Alderperson Clairborne summarize the item tonight, have it reviewed by the Attorney's Office and put this item on the April agenda as a resolution. Alderperson Clairborne explained that the goal of the MHA Sustainability Proposal is to "assist the Board of Directors of Mutual Housing Association of Tompkins County (MHATC) in creating and implementing a plan that better stabilizes MHATC for the near future as well as set it on the path of sustainability." An identified group of experts would assemble, provide an assessment of the association's needs and have frank discussions about what could be done to make MHA a viable product. The experts are individuals from the community who would have expertise to answer questions regarding board development, financial analysis, managing affordable housing units and human services needs. 17. Human Resources (HR) Department. None. City Administration Committee Meeting March 26, 2008 Page 12 18. Finance /Controller 1. Controller's Office Quarterly Report The Controller's Office has five employees and a budget of $455,000. The areas of operation are: financial reporting for the City, payroll, time accruals, financial assistance in labor negotiations, Water & Sewer Joint Activity accounting, financial computer system supervision, debt and investment program services, employee benefits, risk management services, contract administration, capital project administration, and support to various committees. With assistance from the City Chamberlain's Office, the Controller's Office does the accounting for and oversees the overall City budget of $57,000,000. Over the last 19 years, other departments have been incorporated in the Controller's Office, such as the Purchasing Department. As positions in the Purchasing Department became vacant, the Common Council at that time decided not to fill those positions. The duties and responsibilities of that department fell upon the Controller's Office with no increase in staff. With the new detailed and complex accounting requirements, staff is really over worked. The Controller's Office will be asking for an additional accounting position. Some of the issues and challenges of the Controller's Office: • Audit fees and requirements are increasing. The current cost for audits is about $25,000. With the new mandated accounting requirements a significant increase in fees is expected. • Staff development account for 2008 is about $1,800. This amount is not sufficient. Staff will need training on the new state and federal accounting requirements. • Financial reporting: The Controller's Office has been behind in their reporting of City finances. The 2006 audit field work has been completed and will be brought before Common Council for approval in the next few months. The 2007 audit will be completed by the end of 2008. City Administration Committee Meeting March 26, 2008 Page 13 • GASB 45 requirements require reporting of post employment benefits. Once an employee retires from the City, benefits such as insurances (life, medical, dental & vision) will have to be recorded as a liability to the City. This will be a great impact on the City's balance sheet. At this point, the City does not have to fund this liability but may be required to do so in the future. The Controller's Office has budgeted $10,000 in 2008 to secure services to assist in developing the cost for that liability. Once the Controller's Office is up to date with all current activities, they will be proactive. The Controller's Office will look into revamping the capital project system, the procurement card services, the payroll system and the accounting system as well as providing additional and new MUNIS training. 2. Controller's Report. Controller Thayer reported on the following: Bud__ eAdjustments: There are several projects for which bids have been requested that are coming in over the budgeted estimates. This includes some equipment in the 2008 budget that has gone through state contract and has seen 15 % -20% increases. In the next few months, Common Council will see requests for funding projects and equipments as it relates to our 2008 budget that have been previously authorized. Negotiations: The City is continuing to negotiate with three unions. Closing Books (2007): The Controller's Office is in the final stages of closing out 2007 accounts. Sales Tax Revenue (2008): The City budgeted $11,415,000. Early 2008 collections are strong, about 10% above the same period for 2007. Parking Revenue (2008): The City budgeted $1,568,000. Early collections are on budget. Fine Revenue (2008): The City budgeted $850,000. Early collections are on schedule. City Administration Committee Meeting March 26, 2008 Page 14 Overtime Cost (2008): The City budgeted $810,000. The Controller's Office is already estimating that the City will be over that amount. Health Insurance Cost (2008): The City budgeted $6,184,000. Claims early on have been extremely high. 19. Reports 1. Mayor's Report. The Mayor reported on the following: State Aid: In regards to cuts in State Aid, the Mayor stated that she would write a letter by April 2, 2008 to the Governor to request that his original 9.5% proposal for State Aid be reinstated. New York Main Street Program: There is $200,000 available in grants for the New York Main Street Program; $175,000 for fagade improvements and $25,000 for street scope amenities. Non profit agencies can apply for this grant. The letter written by the Mayor on behalf of the Downtown Ithaca Alliance must be in the form of a Common Council resolution. There is no cost to the City; just a support resolution allocating the money for the fagade improvements and street scape amenities. Negotiations: There are three contracts being negotiated. Earth Hour: Earth Hour is on Saturday - March 29, 2008 - from 8:00 p.m. to 9 :00 p.m. Municipalities are encouraged to turn off all unnecessary lights during this time excluding emergency services, streets or parking garage lights. The Mayor will e -mail City employees to turn off all workstations, printers (as advised by IT), unnecessary lighting or other appliances before leaving on Friday. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: April 30, 2008. City Administration Committee Meeting March 26, 2008 Page 15 17. Adjournment With no further business and on a motion by Alderperson Korherr, the meeting was adjourned at 9:21 p.m.