Loading...
HomeMy WebLinkAboutMN-CA-2009-08-01CITY ADMINISTRATION COMMITTEE Regular Meeting August 26, 2009 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Rosario, Mayor Peterson Members Excused: Alderperson Cogan, Alderperson Schuler Staff Present: Lynne Yost (Asst Civil Engineer), Bill Gray (Superintendent of Public Works), John Barber (Deputy Police Chief), Ed Vallely (Police Chief), Allen Green (Youth Bureau Director), Brian Wilbur (Fire Chief), Tom Parsons (Deputy Fire Chief), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:04 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements Chairperson Coles stated that there will be a report from the Fiscal Viability Team next month. 3. Agenda Review and Amendments. None. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, with corrections, from the July 29, 2009 meeting of the City Administration Committee. Seconded by Alderperson Rosario. Motion carried 3 -0. City Administration Committee Meeting August 26, 2009 Page 2 5. Statements from the Public. None. 6. Employee Comments Fire Chief Brian Wilbur stated that he will retire on Friday - August 28, 2009. He has enjoyed his tenure with the City. The City is a great place to work and the Ithaca community is a great place to serve. He thanked everyone who helped and supported him while being employed by the City. When Mr. Wilbur retires, Deputy Fire Chief Tom Dorman will be the Acting Fire Chief. There is a provision for his pay to be adjusted after the first thirty days in that role. He will receive a 4% increase. Even then, he will still not make more than Deputy Fire Chief Tom Parsons. Fire Chief Wilbur talked about the inequity and unfairness in the salary for the Acting Fire Chief and asked that this issue be reviewed and a remedy be found. 7. Common Council Response Alderperson Rosario thanked Fire Chief Wilbur for his years of service and stated that he has enjoyed working with him. Alderperson Zumoff thanked Fire Chief Wilbur for his tenure with the City. Alderperson Zumoff stated that Mr. Wilbur did a great job for the City and that he will be missed. Chairperson Coles thanked Mr. Wilbur for his comments and stated that she will miss him as Fire Chief. 8. Workforce Diversity (WFD) Advisory Committee Update HR Director Schelley Michell -Nunn stated that the Committee discussed the status of department heads reporting to their respective Committees on their diversity and inclusion efforts. This report would be included in their departmental report. The WFD Advisory Committee suggested that prior to the department heads' report out to their respective committees that the department head meet with the HR Director to discuss this process and what should be in their report. The WFD Advisory Committee developed a list of questions that were given to department heads. The HR Director will make sure that the questions are given to Committee Chairs and Common Council. City Administration Committee Meeting August 26, 2009 Page 3 The WFD Advisory Committee selected the winner of the Workforce Diversity and Inclusion Award. In addition to the winner being announced at the Employee Recognition Picnic, the WFD Advisory Committee will also have a display at the picnic. The Committee took time at the last meeting discussing what would be displayed. Alderperson Rosario commended the Police Department for reaching out to the Latino community. He stated that several officers took the initiative and approached him about attending the Latino Civic Association Annual picnic. They came to the picnic in civilian clothes to get to know the people and to encourage individuals to apply for the upcoming Police Officer exam. They did a great job and had a great time. Everyone enjoyed their presence there as members of the community. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA - Controller's Office Controller Steve Thayer reported that the current budget for the Controller's Office is $491,000 with benefits and debt cost or $362,000 without benefits and debt cost. The budget is currently adequate and the Controller's Office is working within that budget for 2009. The Controller's Office has five (5) staff members working on and accounting for the $60 million overall City budget, including the Wastewater Treatment Plant. The Controller's Office is in need of additional resources including a part time accounting position, additional hours for the Payroll Coordinator and training funds for staff development. Currently, the Controller's Office is working on the 2008 financial activities. The department's goal is to have the 2008 audits completed by the end of the year. At that time they would be up to date on their financial reporting. The audit fees have increased over the years. In 2007 the audit fees were at $25,000. In 2008 the audit fees increased to $32,000 audit. The audit fees have remained at $32,000 for 2009 audit report. Some projects currently underway for the Controller's Office are City Administration Committee Meeting August 26, 2009 Page 4 Capital Project Fund: The capital project fund will be put into the MUNIS financial system. The date to go live on MUNIS is January 2010. Once the capital project fund is on the financial system, reports of the financial activities will happen quicker. City Procurement Card: The Controller's Office has received and is reviewing the RFPs (Request for Proposals) for the City procurement card. Demonstrations are being scheduled. A recommendation will be forthcoming soon. Getting a procurement card will replace employees using their personal credit cards for training purposes or attending conferences. GASB 45 Compliance: Compliance to GASB 45 should be completed by the end of 2009. Budget (2010): The Controller's Office budget for 2010 has been submitted to the Mayor at a 0% increase or $345,000, which does not include benefits. The required salary increases have been incorporated in the budget. The reason the budget is at 0% is because the Controller's Office has been working with the IT Department to look at ways to trim cost. The Controller's Office has an annual service and support agreement for the Munis financial software, which runs about $23,000 - $25,000 annually. Common Council approved a change to the server platform that Munis operates on which in turn will allow the IT Department to support Munis. By doing this, the Controller's Office will have an expense of about $8,000 annually instead of the amount listed above. The Committee thanked Controller Thayer for his report. 12. Police Department 1. City Hall Security Chairperson Coles distributed and briefly explained the, material to the Committee. After the explanation, Alderperson Rosario made a motion to go into Executive Session to discuss a matter that may impact public safety. Seconded by Alderperson Zumoff. Motion carried 3 -0. After Executive Session, Alderperson Rosario made a motion to come out of Executive Session. Seconded by Alderperson Zumoff. Motion carried 3 -0. City Administration Committee Meeting August 26, 2009 Page 5 Moved by Alderperson Zumoff. Seconded by Alderperson Rosario. WHEREAS, the Ithaca Police Department has been providing approximately 60 -70 hours a week for armed security for the Ithaca City Hall since February 9, 2009, and WHEREAS, the City of Ithaca Workplace Violence Prevention Committee voted in favor of privatizing security services for City Hall, and WHEREAS, an RFP (Request for Proposal) to privatize security services was released for open bid on June 5, 2009 and bids were due by 4 pm on June 26, 2009, and WHEREAS, only one bid was received from RISCS Incorporated for armed security services which will be provided at a rate of $30.00 an hour, or approximately $90,000 a year, and WHEREAS, the Ithaca Police Department will over see the services provided and will ensure roper training is provided and documented, and WHEREAS, if awarded, RISCS Incorporated is prepared to take over security services at City effective approximately in mid September 2009, and WHEREAS, the Ithaca Police Department will work closely with RISCS Incorporated to ensure a smooth transition from police to private security services, now, therefore be it RESOLVED, that Common Council hereby approves the awarding of the bid for private security services to RISCS Incorporated for a period ending December 31, 2009 with possible extension on a yearly basis, and be it further RESOLVED, that funds for private security services from September 2009 through December 31, 2009, which costs will not exceed $30,000 shall be appropriated from Account A1990 Unrestricted Contingency, and be it further City Administration Committee Meeting August 26, 2009 Page 6 RESOLVED, that the funds for 2010 for private security services shall be submitted as part of the Ithaca Police Department's 2010 annual budget request, and be it further RESOLVED, that said security contract will be for trial basis until December 31, 2009 at which time a review and evaluation will be done to determine if the security contract will be extended into 2010. A vote on the resolution resulted as follows: Passed unanimously. 13. Department of Public Works 1. Approval of Contested 2005 Sidewalk Assessments, Group 1 of 2 Moved by Alderperson Zumoff. Seconded by Alderperson Rosario. WHEREAS, during or prior to 2005, the City of Ithaca notified certain property owners adjacent to deteriorated or damaged public sidewalks that said sidewalks had to be repaired by the adjacent property owner, or the City would make the repairs and charge the owner; and WHEREAS, certain of those property owners did not undertake the required work, and the City subsequently performed the work on those sidewalks, in 2005; and WHEREAS, after receiving assessments for said work performed by the City, five of the affected property owners (from the 2005 work) protested their assessments to the Board of Public Works; and WHEREAS, the Board of Public Works heard the owners' appeals of the contested assessments on April 29, 2009, and on May 20, 2009; and WHEREAS, the Board of Public Works has reviewed each such protest /appeal and the documentation related to it, and has made the following determinations: 1. 421 N. Cayuga Street: Current owners' request to expunge the assessment in their names was granted (since current owners did not own the property City Administration Committee Meeting August 26, 2009 Page 7 at the time repairs were ordered and made, and were not aware and could not reasonably have become aware of the assessment before purchasing it in 2006); City will attempt to locate previous owner regarding his liability for the assessment; 2. 321 N. Albany Street: Owner's request to revise assessment was denied; 3. 202 E. Court Street: Owner's request to expunge assessment was denied; 4. 119 Stewart Avenue: Assessment revised, but owner's request to expunge it was denied; 5. 232 -238 Dryden Road: Assessment revised, but owners' request to expunge it was denied; now therefore be it RESOLVED, That the Common Council hereby accepts the recommendation of the Board of Public Works and approves the finalization of sidewalk repair assessments for the properties in question (other than for 421 N. Cayuga Street, as to the current owners), in the amounts shown (as "owner assessed ") in the attached list "Sidewalk Assessments - 2005... Tally of Measurements ... Contested, Resolved by BPW," dated 5/27/09, and authorizes the City Chamberlain to collect such assessments. A vote on the resolution resulted as follows: Passed unanimously. 14. Youth Bureau 1. Request to Amend 2009 Youth Bureau Budaet Moved by Alderperson Rosario. Seconded by Alderperson Zumoff. WHEREAS, the demand for vans has increasingly exceeded the number of Youth Bureau vans available, and WHEREAS, the Youth Bureau has had to rent vans to address this need, and City Administration Committee Meeting August 26, 2009 Page 8 WHEREAS, youth representatives from the Ithaca Youth Bureau Advisory Board traveled to Albany in February 2008 to seek support for a new van from Assemblywoman Barbara Lif ton, and WHEREAS, Assemblywoman Barbara Lif ton recognized this need by awarding a $20,000 member item grant for a new 15 passenger van; now, therefore be it RESOLVED, That Common Council accepts the New York State Legislature member item award of $20,000 for a new van on behalf of the Youth Bureau, and be it further RESOLVED, That Common Council amends the 2009 Youth Bureau budget as follows: Increase revenue: A7310- 3820 -01200 $20,000 Increase expenses: A7310- 5215 -01200 $20,000 A vote on the resolution resulted as follows: Passed unanimously. 15. Common Council 1. Request to Establish Capital Planning Sub- Committee Controller Steve Thayer explained that this request to establish a Capital Planning Sub- Committee was a result of an internal meeting that included Chairperson Coles, Mayor Peterson, Controller Thayer, Superintendent Gray, Planning Director Cornish and Alderperson Rosario. This meeting was in reaction to the results of the State audit that was done here at the City. The State is looking for multi -year capital plans and how communities were working on those plans. This Committee would work on the recommendations from the State audit and come up with improvements to the City's capital planning process. City Administration Committee Meeting August 26, 2009 Page 9 Chairperson Coles asked for volunteers for this Committee. Members already of this Committee are listed above. To ascertain interest from other Common Council members, the Mayor will add this item to her report at the Common Council meeting. 16. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Employee Recognition Picnic: The Employee Recognition Picnic will be on Friday - September 18, 2009. GIAC Staff: Andy Olmetti is overseeing the logistics of the move for GIAC Staff to West Seneca Street. A lot of work lead up to the move. The HR Director commended the staff on a job well done. Vacancy Review Committee (VRC): The VRC has been meeting regularly. As a result of the concerns regarding the budget, the Committee has tightened the criteria for filling positions. Several positions have been placed on hold in terms of filling to help mitigate some of the financial issues that the City is currently experiencing. Critical Action Team (CAT): The CAT consists of representatives from the Fire Department, the Police Department, the Clerk's office, the HR Department and the Department of Public Works. This Committee is looking at putting plans in place so that the City has a continuity of services in the event of something happening that would cause the City to lose a major portion of its workforce. As the cold weather approaches, more information is being communicated about H1N1 flu. CAT is looking at ways to educate the workforce in terms of prevention and at the some time also looking at flu clinics. Workplace Violence Prevention Committee: This Committee received one bid regarding the keyless entry. The Committee will put the bid back out to increase the number of bids received. Talking Circles: Some departments are considering doing talking circles. City Administration Committee Meeting August 26, 2009 Page 10 17. Finance /Controller 1. Request to Amend 2009 Authorized Budget Moved by Alderperson Zumoff. Seconded by Alderperson Rosario. WHEREAS, over the last few months various departments have received several revenue amounts with related expenditures from various sources that were unanticipated and need to be accounted for, and WHEREAS, the revenue sources are various and include insurance recoveries, site remediation reimbursement, donations and Tompkins County Celebration funds that total $14,838; now, therefore be it RESOLVED, That Common Council hereby amends the 2009 authorized budget for the purposes of accounting for said various revenues and related expenses as follows: Increase Revenue Accounts: A1012 -2397 Community Celebrations $7,500 A5120 -2680 Insurance Recovery 1,641 A7111 -1710 Public Works Services 5,097 A7111 -2705 Donations 600 $14,838 Increase Appropriations Accounts: A1012 -5435 Community Celebrations $7,500 A5120 -5483 Construction Supplies - Bridges 1,641 A7111 -5485 Trees - Parks & Forestry 5,697 $14,838 A vote on the resolution resulted as follows: Passed unanimously. 2. Controller's Report. Controller Thayer reported on the following: City Administration Committee Meeting August 26, 2009 Page 11 Sales Tax (2009): The last collection from the State, which is through June 2009, was down 9 %. This is 6.2% below the collection for 2008. Without any recovery in the last quarter of this year, the City is on pace to be short of the budget by $950,000, meaning lower estimates for 2010 will have to be made. Health Insurance Cost: To date, the health insurance cost is slightly above the budgeted amount of $7 million if budgeted out for the remainder of the year. As we look at the Health Care Consortium, the cost will increase about 4% in 2010. In 2009, the City saw an increase of 24% in health insurance premiums. Health Care Consortium: The Steering Committee met today and recommended to the Board of Directors (BOD) that Excellus Blue Cross /Blue Shield be the 3rd party administrator. If BOD approves the recommendation of Excellus, a contract will be put in place. Implementation is still scheduled for January 1, 2010. The Ithaca Paid Fire Fighters Association has expressed concerns about this change. The Controller, the HR Director and Steve Locey met with and addressed their concerns. Overtime: Currently on pace to be under the budgeted amount of $871,000. Fine Revenue: On pace to meet the budgeted amount of $930,000. Parking Revenue: With the current activity, the City is on pace to slightly exceed the budgeted amount of $1,665,000 for 2009. Budget (2010): The Mayor and the Controller have been working through the departments regarding their budget. Common Council should have received the packet of information from the departments' requests, the capital projects request and the recommendations from Capital Project Review Committee. Changes could still be made prior to the Mayor's budget coming out around October 1, 2009. Declining revenues and increasing cost will make this budget very difficult. Building Permit Revenue: With no large scale Cornell projects, the building permit revenue will be lower than normal. City Administration Committee Meeting August 26, 2009 Page 12 Pension Cost: Pension cost increases could be upwards of 50 % -60% higher or additional $1 million plus. Increases for pension cost for 2012 could go up an additional 56% and 2013 numbers could go up an additional 35 %. Labor Cost: Labor cost will increase minimally 2.5 %. Most of the unions will see a 4% increase. Additionally, the compensation study is looming. The City is looking at ways to implement in 2010. Liability /Property Insurance: Liability and Property Insurance will go up 3 % -4 %. State Aid: Unsure what will happen with the State Aid revenue. Debt Service: Debt Service cost will go up 6 %. This is an additional $383,000. Overall, in 2010 there will be a gap of about $2.5 million. In the last five years, the City has increased its fund balance significantly. The City will lean on this fund balance to get through this economic recovery. Must be careful how we use this balance because this is what Moody uses to look at the City's overall debt rating and bond rating. 18. Reports 1. Mayor's Report. The Mayor reported on the following: The Mayor, the Controller and several department heads are working with the senior staff in putting together a program of information for all employees about these issues that we are facing. This is still a work in progress on how we want to address it in house. The Mayor wants the message that goes out to the workforce to be consistent. More details next week. 2. Sub- Committee Updates: Chairperson Coles reported that the Mayor has tasked this Committee with the responsibility of the restructuring of all advisory boards and commissions. After her meeting with the City Clerk, Chairperson Coles drafted a cover letter to go with the questionnaire developed by Sarah Myers. The Mayor reviewed and gave feedback on the letter and the questionnaire that will go out to the chairs of all the advisory boards and commissions asking various questions such as how has your attendance been, have you had problems with City Administration Committee Meeting August 26, 2009 Page 13 keeping quorums, etc. The final draft will be given to the Mayor and to Common Council members for feedback. 3. Council Members' Announcements. None. 4. Next Month's Meeting: September 30, 2009. 19. Adjournment With no further business and on a motion by Alderperson Zumoff, the meeting was adjourned at 9:35 p.m.