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HomeMy WebLinkAboutMN-CA-2009-07-01CITY ADMINISTRATION COMMITTEE Regular Meeting July 29, 2009 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Rosario (arrived at 7:05 p.m.), Alderperson Cogan, Alderperson Schuler, Mayor Peterson staff Present: Debra Parsons (City Chamberlain), Joan Groome (Coordinator of IWD), Liz Vance (Deputy YB Director), JoAnn Cornish -Epps (Planning Director), Brian Wilbur (Fire Chief), Tom Dorman (Deputy Fire Chief), Tom Parsons (Deputy Fire Chief), John Barber (Deputy Police Chief), Ed Vallely (Police Chief), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Nels Bohn (IURA Executive Director) Joe Daley (Daley Enterprise), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:02 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 last week she visited the City Cemetery. While there, she was brought to the grave of a former slave who ran away from slavery and settled in Ithaca, NY. This former slave went back South and brought his mother to Ithaca, to freedom. Chairperson Coles urged members of the public and Common Council to take a tour of the City cemetery. It is an incredible place where one could learn about, and walk through, history, she stated. 3. Agenda Review and Amendments. None. City Administration Committee Meeting July 29, 2009 Page 2 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, with corrections, from the May 27, 2009 and June 24, 2009 meetings of the City Administration Committee. Seconded by Alderperson Schuler. Motion carried 4 -0. (Alderperson Rosario was absent from the vote.) (Alderperson Rosario arrived at 7:05 p.m.) 5. Statements from the Public. None. 6. Employee Comments. None. 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 - Human Resources Department HR Director Schelley Michell -Nunn distributed to Committee members the Human Resources Functional Areas. These functional areas show the broad areas of focus for the department. They are • Benefits and compensation administration • Recruitment and retention • Organizational development and training • Civil service administration • Employee relations • Labor relations • Safety and security for City employees The HR Department has come a long way but still has a long way to go. As times change, as new technology comes into play, as generations become more diverse in the workplace, the HR City Administration Committee Meeting July 29, 2009 Page 3 Department strives to keep up to date with these changes. In order to have a vibrant and productive workforce, the status quo cannot remain. The HR Department is not an operational department. It is a department that supports all of the City departments. In order for the HR Department to be effective, HR Staff must work collaboratively with these departments. Presently, HR is working with two departments on their outreach and recruitment. Departments have been very successful when they have taken on the recruitment initiative and partnered with the HR Department. The HR Director has received positive feedback from the community on department heads and employees who are involved in the recruitment efforts for the City. The HR Department is currently working with the Police Department and the Fire Department. These departments are actively out in the community networking, connecting and putting together strategies for effective recruitment. Ms. Michell - Nunn commended them for their efforts. HR Director Michell -Nunn highlighted the department's 2009 key goals. Some of them are • CSEA Compensation Study: The compensation study has been completed and awaiting implementation; • Workplace Violence Prevention Training: The policy has been adopted and training has started. This topic was discussed at the NYS Public Employers Labor Relations Assn Conference. The Conference reiterated the importance of having a policy and programs in place, of communicating the policy to the employees, of providing education and training to the workforce and of enforcing the policy; • City -wide Policies: A number of policies are in the process of being developed and will be brought forth for review and adoption; • Diversity Consortium: The City has a strong representation in the Consortium. This organization now has a 501(c)3 designation and is doing good things in the community; • Outreach and Hiring Process: The HR Department, the Workforce Diversity Committee in conjunction with the Mayor has worked on solidifying the outreach and hiring process. The updated process will be distributed to the hiring authorities so everyone would be following the same process and procedures; • Managerial and Executive Association Compensation Study. This item is on hold until the City had moved forward with the CSEA compensation study; • City wide Partnership for Performance: This was previously known as performance evaluation. It is important for employees to have an opportunity to sit down and be clear about what the expectations are for them and to get some feedback on how they are City Administration Committee Meeting July 29, 2009 Page 4 performing. Two departments have volunteered to pilot this program before being rolled out City wide. The HR Director highlighted some of the things that the HR Department is working on. They are • Vacancies: There are some key positions that are either currently vacant or will soon become vacant. The HR Department is working on getting these positions filled because the longer they remain vacant, especially when there are competent people to step in and fill them, the more the City loses out; • Personnel Issues: The HR Department continues to deal with certain personnel matters, dictating the need for continued training in certain areas. Some challenges faced by the Human Resources Department are • Training: During economic down times more training is needed. It is difficult to argue that because money is so limited. • Prevention: One focus of the HR Department is prevention. When one talk about prevention, how do one quantify it? Organizations that don't have that focus can experience many problems. • Recruitment: It is difficult to do recruitment during a time when the economy is in a downfall. It is more critical for the City to have systems in place so that the right people are selected for the jobs. • Cost containment: This is important to everyone especially as it relates to health care. The HR Department will continue to promote prevention. It will be difficult, however, because the things that work toward wellness and health prevention do have some upfront cost. In the long term they are cost savings. Difficult times lend themselves to opportunities. The HR Department will look at some of the financial issues that the City may face as an opportunity to enhance the work environment and the workforce. Chairperson Coles stated that it is her fervent hope that diversity continues to improve because looking at these reports it is not always encouraging. In spite of the City's best efforts, sufficient progress has not been made. Ms. Coles thanked the HR Department for their efforts in this direction. City Administration Committee Meeting July 29, 2009 Page 5 The Committee thanked the HR Director for her report. 12. GIAC 1. Request for Amendment to Personnel Roster Moved by Alderperson Schuler. Seconded by Alderperson Zumoff. WHEREAS, a Commercial Drivers License Training Program was created in 2006 through a grant from the Ithaca Urban Renewal Agency, and WHEREAS, the position of CDL Program Coordinator was created to administer this program, and WHEREAS, the grant funding for the COL Training Program has been fully used and the COL Program Coordinator's position has expired and will not be renewed, now, therefore, be it RESOLVED, That the position of COL Program Coordinator assigned to the GIAC Personnel Roster be and hereby is abolished effective August 17, 2009. A vote on the resolution resulted as follows: Passed unanimously. Alderperson Zumoff thanked CDL program Coordinator Lillian Lightbourn for a job well done. 13. Building Department 1. Request to Transfer Funds from Restricted Contingency for Software Programs Moved by Alderperson Zumoff. Seconded by Alderperson Rosario. WHEREAS, the Building Department was allocated $8,000 in restricted contingencies in the 2009 City Budget to help upgrade the Building Department's Housing Inspection Software program, and City Administration Committee Meeting July 29, 2009 Page 6 WHEREAS, the Building Department hired Data Momentum several months ago to modify existing processes in their Housing Inspection software to enhance the program's usefulness, to create an inspection tracking system and work order process, and to install a link to Tompkins County website for a total cost of $8,930, and WHEREAS, the Building Department has $930 left over from the monies allocated for the software program under a 2007 Capital Project which can be used for the remaining costs of the work recently undertaken by Data Momentum; now, therefore, be it RESOLVED, That Common Council hereby authorize the transfer of an amount not to exceed $8,000 from Account A1990 Restricted Contingency to Account A3620- 5225 Other Equipment for said software upgrade work in the Building Department. A vote on the resolution resulted as follows: Passed unanimously. 14. Fire Department 1. Request for Roster Change Due to Retirement of Fire Chief Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the Fire Chief will retire, effective August 30, 2009, thus creating a vacancy in the Fire department; and, WHEREAS, the retirement of the Fire Chief will reduce management capacity within the Fire Department; and, WHEREAS, the historic pattern associated with the process required to select a new Department Head is lengthy; and, WHEREAS, the areas of responsibility and the work loads of the Acting Fire Chief and remaining Deputy Fire Chief will need to be adjusted as needed to facilitate the succession process to maintain the function of the fire department; and City Administration Committee Meeting July 29, 2009 Page 7 WHEREAS, the nature of code enforcement, the need for day -to -day guidance and quality assurance is very time intensive; and, WHEREAS, the Fire Department has proposed an adjustment to facilitate this succession, now, therefore be it RESOLVED, Common Council hereby authorizes the creation of an additional Fire Lieutenant position to serve as a supervisor in the Fire Prevention Bureau, thus allowing the Deputy Fire Chief to delegate certain responsibilities to that Fire Lieutenant; and, be it further RESOLVED, The vacancy created by the promotion of a Fire Fighter to Lieutenant will be filled, and, be it further RESOLVED, That without further approvals from Common Council to do otherwise, once the higher level vacancies in the department are filled, the next vacant position in the Lieutenant's rank will be eliminated, and, be it further RESOLVED, That the funding for the new position will be derived from the existing authorized Fire Department budget, and be it further RESOLVED, That this action is contingent on the approval from both the Town of Ithaca and the City's Vacancy Review Committee. A vote on the resolution resulted as follows: Passed unanimously. Chairperson Coles thanked Fire Chief Brian Wilbur for his years of service and support and stated that he would be truly missed. 15. Police Department 1. Request for Private Security Services at City Hall Moved by Alderperson Cogan. Seconded by Alderperson Coles. City Administration Committee Meeting July 29, 2009 Page 8 WHEREAS, the Ithaca Police Department has been providing approximately 60 -70 hours a week for armed security services for the Ithaca City Hall since February 9, 2009, and WHEREAS, the City of Ithaca Workplace Violence Prevention Committee and the City Administration Committee and other members of Common Council expressed support for 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 4:00 pm on June 26, 2009, and WHEREAS, only one bid was received from RI5C5 Incorporated for armed security services which would be provided at a rate of $30.00 an hour, or approximately $90,000 a year, and WHEREAS, the Ithaca Police Department will oversee the services provided and will ensure proper training is provided and documented, and WHEREAS, if awarded, RISCS Incorporated is prepared to take over security services at City Hall effective on Monday, August 17, 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 RI5C5 Incorporated, and be it further RESOLVED, That funds for private security services from August 17, 2009 through December 31, 2009, which are estimated to cost approximately $39,000, shall be appropriated from the Unrestricted Contingency funds, and be it further 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. City Administration Committee Meeting July 29, 2009 Page 9 The Committee discussed this item. Common Council members had a lot of unanswered questions regarding the current security measures (e.g. is this type of security needed, what is the cost comparison between Ithaca Police Department staffing and hiring a security firm; what hours should security personnel be on duty; would it cost less to hire another police officer; what about security for other City buildings; should the Workplace Violence Prevention Team give a report on this matter; what other security measures are available, etc.) After discussion, the Committee agreed that a broader discussion with more information should take place. A meeting will be scheduled to discuss Common Council concerns and to hear a report from the Workplace Violence Prevention (WVP) Team. The Mayor suggested having the meeting at the next WVP meeting on August 11th at 2:00 p.m. Chairperson Coles will confirm the date, time and location of this meeting and notify Common Council members. Any questions that Common Council members want answered should be e- mailed to HR Director Michell -Nunn, Health & Safety Coordinator Andy Olmetti and copied to Chairperson Coles. After discussion, Alderperson Cogan withdrew his motion and Chairperson Coles withdrew her second. 2. Receipt of Byrne /Jag Grant Funding Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, in May of 2009, the Ithaca Police Department and the Tompkins County Sheriff's Office, jointly filed for a Byrne /Jag grant through the US Department of Justice to receive allocated federal stimulus funds in the amount of $37,538, and WHEREAS, on July 10, 2009 the award was approved with funding allocation as follows: $24,039 for the Ithaca Police Department, and $13,499 for the Tompkins County Sheriff's Office, and WHEREAS, both police agencies will utilize the funding to purchase needed equipment; the Ithaca Police Department will utilize the funding to purchase one City Administration Committee Meeting July 29, 2009 Page 10 new marked police vehicle, and the Tompkins County Sheriff's will utilize the funding to implement a patrol rifle program; now therefore be it RESOLVED, That Common Council hereby accepts the funds from the US Department of Justice for the purchase of one new marked police vehicle, and be it further RESOLVED, That Common Council hereby amends the 2009 Authorized Police Department budget to account for said grant as follows: Increase Revenue Account: A3120 -4389 Federal Aid $37,538 Increase Appropriation Account: A3120- 5215 -05001 Vehicles $24,039 A3120 -5435 Contractual Services 13,499 $37,538 A vote on the resolution resulted as follows: Passed unanimously. 16. Chamberlain's Office 1. Request for Waiver of Late Penalty for Daley Enterprises Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the owner of Daley Enterprises has requested a waiver of penalty on second installment of these properties' 2009 City taxes, and WHEREAS, the Chamberlain's Office did not receive tax payment on time for said properties, and WHEREAS, the owner of Daley Enterprises has provided documentation that the payment was issued in a timely manner, and that other checks issued by Daley Enterprises at the some time cleared within the penalty -free period, now therefore be it City Administration Committee Meeting July 29, 2009 Page 11 RESOLVED, That pursuant to the guidelines set forth by Common Council on June 6, 2001, the request to waive penalty is approved. A vote on the resolution resulted as follows: Passed unanimously. 2. Request for Waiver of Late Penalty for 411 Second and 320 Hancock Streets Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the owner of properties at 411 Second Street and 320 Hancock Street has asked for a waiver of penalties for the second installment of 2009 City taxes, and WHEREAS, the circumstances which could have caused the tax payments to arrive late were unrelated to the City; now, therefore, be it RESOLVED, That pursuant to the guidelines set forth by Common Council on June 6, 2001, the request to waive penalty is denied. A vote on the resolution resulted as follows: Passed unanimously. 17. Youth Bureau 1. Request to Amend 2009 Youth Bureau Personnel Roster Moved by Alderperson Schuler. Seconded by Alderperson Rosario. WHEREAS, the Ithaca Youth Bureau has proposed to amend their personnel roster by deleting one position of Specialist in Recreation for Individuals with Disabilities and creating a Recreation Program Leader position for the Recreation Support Services Department. City Administration Committee Meeting July 29, 2009 Page 12 WHEREAS, the Youth Bureau has worked closely with the Human Resources Department to develop this proposal and the Civil Service Commission approved the New Position Duties Statement on July 15, 2009, WHEREAS, this new position duty statement reflects the tasks and duties that are currently being done in the Recreation Support Services Department, WHEREAS, this proposal is budget neutral; now, therefore, be it RESOLVED, That Common Council hereby amends the 2009 Youth Bureau budget and roster as follows: Add: One (1) Recreation Program Leader (Recreation Support Services) Delete: One (1) Specialist in Recreation for Individuals with Disabilities A vote on the resolution resulted as follows: Passed unanimously. 18. Ithaca Urban Renewal Agency (IURA) 1. Support Continuation of IURA Work on Joint City /IURA Projects Moved by Alderperson Rosario. Seconded by Alderperson Schuler. WHEREAS, the Ithaca Urban Renewal Agency (IURA) authorized submission of a memorandum, dated May 18, 2009, to the Mayor outlining a budgetary proposal to support continuation of IURA work on joint City /IURA projects, and WHEREAS, IURA staff works on a variety of joint City /IURA community development projects, including Southwest Neighborhood development, affordable housing collaborations, Ithaca Gun redevelopment, GIAC rehabilitation, Commons Upper Story Housing, Cayuga Green and various grant applications, and WHEREAS, the IURA receives no direct funding from the City's General Fund and relies primarily on grant funding from the U.S. Department of Housing & Urban Development (HUD) to cover staff and operational expenses, and City Administration Committee Meeting July 29, 2009 Page 13 WHEREAS, each hour of time of IURA staff must be billed to a specific funding source, and work on several joint City /IURA projects are not directly related to the HUD Entitlement Grant program and therefore not eligible for payment from HUD grant funds, and WHEREAS, beginning in September 2009, Cayuga Green LLC is scheduled to begin annual loan repayments of $58,000 to the IURA on a loan issued to purchase the property under the Cayuga Apartments project at 131 -133 E. Green Street, and WHEREAS, the IURA seeks to continue to work on joint City /IURA projects to address priority community development needs and proposes that a portion of future revenues to be generated from the Cayuga Green project be retained by the IURA to cover costs associated with IURA work joint City /IURA projects, and WHEREAS, the IURA's recommendation will result in the following projected allocation of Cayuga Green revenues: Projected Cayuga Green Direct Revenues Year City IURA Total 2008 (actual) $68,000 $0 $68,000 2009 $82,000 $6,000 $88,000 2010 $96,000 $40,000 $136,000 2011 $119,000 $40,000 $149,000 2012+ $119,000 $40,000 $149,000 Notes: (1) Excludes any future revenue to City realized from sale agreement of parcel IY ad joining the Cayuga Garage to Cayuga Green, LLC for $280,000. (2) Excludes CPI rent increases which will increase City revenues. WHEREAS, the City Administration Committee reviewed the May 18, 2009 IURA concept memo at their June 24, 2009 and July 29, 2009 meetings; now, therefore, be it City Administration Committee Meeting July 29, 2009 Page 14 RESOLVED, That in accordance with the attached memorandum dated May 18, 2009, the Common Council of the City of Ithaca hereby authorizes the Ithaca Urban Renewal Agency to retain the following amounts of future loan repayments resulting from the IURA sale of property located at 131 -133 E. Green Street to Cayuga Green LLC (Cayuga Apartments site): 2009: $6,000 2010 & thereafter: $40,000 and be it further, RESOLVED, That the Mayor, subject to review by the City Attorney, is hereby authorized to execute an agreement to implement this resolution. A vote on the resolution resulted as follows: Passed unanimously. 19. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Quarterly Recognition Award: There will be a recipient for the Quarterly Recognition Award. Ms. Michell -Nunn asked that this item be added to the Common Council agenda. Quarterly Employment Reports: The statistics for the 2nd quarter were distributed to the Committee. 20. Finance /Controller 1. Request to Transfer Funds from Unrestricted Contingency for Computer Upgrade Moved by Alderperson Schuler. Seconded by Alderperson Cogan. WHEREAS, we have the opportunity to upgrade our server platform for our financial software MUNIS, and City Administration Committee Meeting July 29, 2009 Page 15 WHEREAS, the upgrade will entail the conversion of our Informix Database to SQL Server 2005 at a cost of $6,000, and WHEREAS, once the upgrade is complete, it will allow the City IT Department to maintain and support MUNIS giving the City an annual cost savings of $18,000 by reducing our need for a full annual MUNIS support contract, and WHEREAS, we have consulted IT on this issue and have their full support and recommendation; now, therefore be it RESOLVED, That Common Council hereby transfers an amount not to exceed $6,000 from account A1990 Unrestricted Contingency to A1315 -5435 for the purposes of upgrading our server platform for MUNIS financial software. A vote on the resolution resulted as follows: Passed unanimously. 2. CSEA Reclassification Study Update Controller Thayer doesn't want the Committee to lose sight of this item. The Mayor requested information regarding what the health insurance contributions would be with the increased salaries. Once this information has been gathered it will be forwarded to the Mayor. Mr. Thayer is committed to implementing the study but recommends that it be put on hold until he has a better financial picture of the City. He does not want to increase salaries and then have to lay people off. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax: Based on the current pace of collections, the City is about 6.2% behind 2008 activity or about $900,000 off budget. The last payment from the County for June collection period was up 1% or $19,000. The City received $10,000 from New York State for the last quarter. Bonds: Last month, Common Council authorized the issuances of bonds. The City sold its one year BANS at 1.64 %. The City received five bids. This was for the renewal plus the new funds that were authorized. The amount was $3,230,000. City Administration Committee Meeting July 29, 2009 Page 16 Budget (2010): The 2010 Budget work is well underway. Departmental budgets are due August 1, 2009, with the Mayor, Controller and Department budget meetings scheduled in August. Capital Review: The Capital Review Committee has been meeting and has completed most of its work. The recommendations have to be reviewed by the Mayor and will be brought forward at the Department Head meeting with Senior Staff invited. A fully recommended 2010 Capital Project list will be on the August agenda of the City Administration Committee meeting. 21. Reports 1. Mayor's Report. The Mayor reported on the following: Health Insurance Consortium: The Health Insurance Consortium has reached its 2000 members, so it will move forward. Each municipality must select someone to serve. The Mayor will have the name of the City representative to the Consortium next week. 2. Sub- Committee Updates. None. 3. Council Members' Announcements The Mayor asked this Committee to look at all advisory boards and committees and develop a questionnaire that would be sent out to them. The questionnaire would ask questions on how they feel about that board or committee (e.g. are they happy with the membership or the number of members; what is the communication like between the board /committee, the Mayor and Common Council, do these boards or committees feel heard by the Mayor and Common Council, etc.) Chairperson Coles and the Clerk's Office created a tentative questionnaire that has been reviewed by the Mayor. If anyone is interested in participating with this project, please contact Ms. Coles. 4. Next Month's Meeting: August 26, 2009. City Administration Committee Meeting July 29, 2009 Page 17 22. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 9:21 p.m.