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HomeMy WebLinkAboutMN-CA-2009-11-01CITY ADMINISTRATION COMMITTEE Regular Meeting November 19, 2009 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Cogan, Alderperson Rosario, Alderperson Schuler, Mayor Peterson Council Members Present: Alderperson Tomlan Staff Present: John Barber (Deputy Police Chief), Pete Tyler (Deputy Police Chief), Donna Este - Green (Asst City Attorney), Bill Gray (Superintendent of Public Works), Debra Parsons (City Chamberlain), Marcia Fort (GIAC Director), Tim Logue (Traffic System Engineer), Kent Johnson (Asst Traffic System Engineer), Steve Thayer (Controller), Scott Andrew (Deputy Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Sue Kittel (IURA), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:03 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. Chairperson Coles welcomed to the meeting recently appointed Deputy Police Chief Pete Tyler. 3. Agenda Review and Amendments The following items were pulled from the agenda: 15.3 - Department of Public Works - Approval of Contested 2008 Sidewalk Assessments; Item 15.4 - Department of Public Works - Approval of Contested 2006 Elmira Road Sidewalk Assessments; 16.1 - Youth Bureau - Request to Amend City Administration Committee Meeting November 19, 2009 Page 2 2009 Youth Bureau Budget. The following agenda item will be for discussion only: 17.1 - Common Council - City of Ithaca Green Fleet Policy. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, as amended, from the September 30, 2009 and the October 28, 2009 City Administration Committee meetings. Seconded by Alderperson Rosario. Motion passed 4 -0. ( Alderperson Cogan was absent for the vote.) 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update The WFD Committee is looking at the general climate in the City's workforce and at ways to make the WFD Plan more user - friendly. The HR Department is working in conjunction with the WFD Committee to put together a diversity audit for the City. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA - City Chamberlain's Office The Committee welcomed City Chamberlain Debra Parsons to the meeting. Ms. Parsons reported on the following: Diversity: The Chamberlain's Office has seven employees, one of whom is of the protected class. The Office has not had any openings for about four (4) years and does not anticipate any vacancies in the foreseeable future. The goal of the Chamberlain's Office has been to make it welcoming for all its customers. Office staff has identified various constituencies and groups with whom they would like to meet to discuss that group's needs and how the office could best serve and interact with them. The Chamberlain's Office has invited to the office representatives from Lifelong and from the English as a Second Language program at BOCES City Administration Committee Meeting November 19, 2009 Page 3 for a conversation on how the office can best serve them. A two -day workshop is scheduled in December with Dr. Roberta Wallitt, which will focus on a discussion of white privilege. Staff is also working with the Ithaca Asian American Association to schedule a meeting. The Chamberlain's Office is working through a list to reach out and invite individuals from a wide variety of organizations including the Latino Civic Association. In making the Office an inclusive environment, staff is being cross trained, giving all employees an opportunity to learn and excel at every function in the office. Employees are also being encouraged to "take ownership" of a process by conducting the training of other employees. Taxes: 29 properties are subject to tax foreclosure in 2009 as compared to 37 properties in 2008 This year's unpaid City and School taxes as of October 1St exceeded last year's by almost $165,000. The total of delinquent taxes is over $230,000 higher than last year at this time. Based on this higher number, fewer properties will be redeemed from this year's foreclosure proceeding than in years past. Water & Sewer: The Chamberlain's Office continues to work with the Department of Public Works Water & Sewer Division on the adjustments caused by the water meter change out. Credit Card Processing: The Chamberlain's Office has scheduled demonstrations from the top choices and plans to have something in place shortly after the first of the year. Parking: The Chamberlain's Office has spent a significant amount of time reviewing current processes in an attempt to make sure the City was collecting the appropriate revenue. Discussions have taken place with lot attendants to resolve recurring issues in the garages and staff is working with the software company to see if the software used in City garages can be properly configured to provide management data for setting rates. The Committee commended the department for putting forth efforts toward diversity by reaching out to different ethnic groups and hanging pictures of diverse groups on the walls. The Committee thanked Ms. Parsons for her report. 12. Presentation and Updates on the GIAC Reconstruction The Committee welcomed to the meeting GIAC Director Marcia Fort and IURA staff member Sue Kittel. Ms. Fort and Ms. Kittel thanked the Committee for allowing them to give an update on the GIAC renovations. City Administration Committee Meeting November 19, 2009 Page 4 On behalf of the Board, the staff, the participants and all of the people GIAC serves, Ms. Fort expressed appreciation for the funding that was given by the Ithaca Urban Renewal Agency (IURA) and the City of Ithaca for the GIAC reconstruction. Many people have been asking questions about what is happening to the building and also expressing appreciation that the building is finally being renovated. Ms. Fort is already very excited to see the changes to the building, about imagining what the possibilities are going to be for programming within the facility, and to see how the participants will be impressed by the wonderful new renovated GIAC. Next year a community celebration will be planned for the re- opening of GIAC and Ms. Fort encouraged all to attend. Sue Kittel gave a slide show on the history of and renovations being done to GIAC. Ms. Kittel stated that two good things about this project are that the renovations are slightly ahead of schedule and the cooperation they are getting from LaBella, the City and other contractors. The Committee thanked Marcia Fort and Sue Kittel for the presentation and update on the GIAC renovations. 13. Chamberlain's Office 1. Approval of City Parking Fines and Procedures Moved by Alderperson Schuler. Seconded by Alderperson Cogan. WHEREAS, the City Judge, the Disability Advisory Council, and various city staff have reviewed the current parking violations fines, and WHEREAS, after review, staff has recommended certain changes to the parking fines and waivers, now therefore be it RESOLVED, That Common Council hereby approves the following City parking fines and procedures effective January 1, 2010: Current Violation Overtime meter Overtime zone Parking ramp overnight Current Fine $15.00 $15.00 $25.00 Suggested Fine $15.00 $15.00 $25.00 City Administration Committee Meeting November 19, 2009 Page 5 Parking more than 12" from curb $25.00 $25.00 School zone $30.00 $30.00 Prohibited area $30.00 $30/$45/$60 Between curb and walk $25.00 $25.00 Bus stop /taxi stand $30.00 $30.00 Fire hydrant /fire zone $50.00 $50/$65/$80 Crosswalk $30.00 $30.00 Sidewalk $25.00 $25.00 Overtime night (odd /even) $15.00 $15.00 Other $15.00 $30.00 Driveway $35.00 $35.00 Private property $15.00 $30.00 Wrong direction $15.00 $15.00 Truck zone $30.00 $30/$45/$60 Double parking $30.00 $30.00 Uninspected $25.00 $25.00 Abandoned $25.00 $25.00 Handicap $80/$105/$130 $100/$150/$200 Yard parking $20/$30/$50 $20/$30/$50 Access $50.00 $50/$65/$80 Obstruction of lane /alley $50.00 $50/$65/$80 Residential permit zone $15.00 $15/$30/$45 and be it further RESOLVED, That effective January 1, 2010, the first overtime meter, overtime zone, or overtime night (odd /even) ticket written to an individual within an eighteen -month period will no longer be waived as a courtesy extended by the City. After discussion Alderperson Zumoff made a motion to amend the resolution by changing the last Resolved to read as follows: Resolved, that effective January 1, 2010, the first overtime meter, overtime zone, or overtime night (odd /even) ticket written to an individual within a twenty four -month period will be waived. Seconded by Alderperson Cogan. After further discussion that included educating the public about odd /even parking, Alderperson Cogan made a motion to amend the amendment by changing City Administration Committee Meeting November 19, 2009 Page 6 the overtime night rate to $30 and to keep the eighteen -month period. Seconded by Alderperson Zumoff. A vote on the amended amendment resulted as follows: Ayes (2): Cogan, Zumoff Nays (3): Schuler, Rosario, Coles A vote on the main resolution resulted as follows: Motion failed 2 -3. Passed unanimously. 2. Ordinance to Increase Income Limits for Eligibility for the Real Property Tax Exemption for Persons Over 65 Moved by Alderperson Cogan. Seconded by Alderperson Zumoff. Ordinance 09- BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1. Pursuant to an increase in the income ceilings at the State level for tax exemptions for senior citizens, section 300 -1(A) and (B), and 300 -2(A), of Article I entitled "Senior Citizens Exemption" of the City of Ithaca Municipal Code shall be amended to increase the amount of the partial real property tax exemption for certain senior citizens, as follows: §300 -1 Exemption granted. A. Pursuant to the provisions of 5467 of the Real Property Tax Law of the State of New York, real property in the City of Ithaca owned by one or more persons, each of whom is 65 years of age or over, or real property owned by a married couple or by siblings, one of whom is 65 years of age or over, shall be partially exempt from taxation by the City based upon the income of the owner or the combined incomes of the owners. Such partial exemption shall be to the extent set forth in the schedule following: City Administration Committee Meeting November 19, 2009 Page 7 Annual Income of Owner or Combined Annual Income of Owners Up to but less than $28 =000 29,000 Up to but less than $099 30,000 Up to but less than $39;999 31,000 Up to but less than $090 32,000 Up to but less than $399- 32,900 Up to but less than $32,809 33,800 Up to but less than $3399 34,700 Up to but less than $34,609 35,600 Up to but less than $35,5 9 &36,500 Up to but less than $3400 37,400 Assessed Valuation Exempt From Taxation 50% 45% 40% 35% 30% 25% 20% 15% 10% 5% [Amended 12 -18 -2000 by Ord. No. 2000 -15; 1 -15 -2003 by Ord. No. 2003 -1; 2 -4- 2004 by Ord. No. 2004 -1; 12 -5 -2007 by Ord. No. 2007 -10; 2 -4 -2009 by Ord. No. 2009-02] The partial exemption provided by this article shall, however, be limited to such property and persons as meet the conditions, exclusions and limitations set forth in §467 of the Real Property Tax Law of the State of New York. B. The partial real property tax exemption on real property owned by husband woe a married couple, one of whom is 65 years of age or over, once granted, shall not be rescinded solely because of the death of the older spouse so long as the surviving spouse is at least 62 years of age. §300 -2 Limitations on exemption. No exemption shall be granted: A. If the income of the owner or the combined income of the owners of the property exceeds the sum of $36,400 37,400 or the income tax year immediately preceding the date of making application for exemption as consistent with the schedule provided in §300 -1A. "Income tax year" shall mean a twelve -month period for which the owner or owners filed a federal personal income tax return or, if no such return is filed, the calendar year. Where title is vested in either City Administration Committee Meeting November 19, 2009 Page 8 spouse, their combined income may not exceed such sum. Such income shall include social security and retirement benefits, interest, dividends, total gain from the sale or exchange of a capital asset in the same income tax year, net rental income, salary or earnings and net income from self - employment but shall not include a return of capital, gifts or inheritances. In computing net rental income and net income from self - employment, no depreciation deduction shall be allowed for the exhaustion, wear and tear of real or personal property held for the production of income. [Amended 12 -18 -2000 by Ord. No. 2000 -15; 1 -15 -2003 by Ord. No. 2003 -1; 2 -4- 2004 by Ord. No. 2004 -1; 12 -5 -2007 by Ord. No. 2007 -10; 2 -4 -2009 by Ord. No. 2009-02] B. Unless the owner shall have held an exemption under this section for his previous residence or unless the title of the property shall have been vested in the owner or one of the owners of the property for at least 12 consecutive months prior to the date of making application for exemption; provided, however, that in the event of the death of either spouse in whose name title of the property shall have been vested at the time of death which then becomes vested solely in the survivor by virtue of devise by or descent from the deceased husband ei- wife spouse, the time of ownership of the property by the deceased husbei9d e~ wife spouse shall be deemed also a time of ownership by the survivor and such ownership shall be deemed continuous for the purposes of computing such period of 12 consecutive months; provided, further, that in the event of a transfer by either spouse to the other spouse of all or part of the title to the property, the time of ownership of the property by the transferor spouse shall be deemed also a time of ownership by the transferee spouse and such ownership shall be deemed continuous for the purpose of computing such period of 12 consecutive months; and provided, further, that where property of the owner or owners has been acquired to replace property formerly owned by such owner or owners and taken by eminent domain or other involuntary proceeding, except tax sale, the period of ownership of the former property shall be combined with the period of ownership of the property for which application is made for exemption, and such periods of ownership shall be deemed to be consecutive for purposes of this section. Where the owner or owners transfer title to property which as of the date of transfer was exempt from taxation under the provisions of this section, the reacquisition of title by such owner or owners within nine months of the date City Administration Committee Meeting November 19, 2009 Page 9 of transfer shall be deemed to satisfy the requirement of this subsection that the title of the property shall have been vested in the owner or one of the owners for such period of 12 consecutive months. Where, upon or subsequent to the death of an owner or owners, title to property which as of the date of such death was exempt from taxation under such provisions, becomes vested, by virtue of devise or descent from the deceased owner or owners, or by transfer by any other means within nine months after such death, solely in a person or persons, who, at the time of such death, maintained such property as a primary residence the requirement of this subsection that the title of the property shall have been vested in the owner or one of the owners for such period of 12 consecutive months shall be deemed satisfied. Unless the owner shall have held an exemption under this section for his previous residence or unless the title of the property shall have been vested in the owner or one of the owners of the property for at least 12 consecutive months prior to the date of making application for exemption; provided, however, that in the event of the death of either a spouse in whose name title of the property shall have been vested at the time of death which then becomes vested solely in the survivor by virtue of devise by or descent from the deceased husband er wife spouse, the time of ownership of the property by the deceased L.u^I....nd er wife spouse shall be deemed also a time of ownership by the survivor and such ownership shall be deemed continuous for the purposes of computing such period of 12 consecutive months; provided, further, that in the event of a transfer by either spouse to the other spouse of all or part of the title to the property, the time of ownership of the property by the transferor spouse shall be deemed also a time of ownership by the transferee spouse and such ownership shall be deemed continuous for the purpose of computing such period of 12 consecutive months; and provided, further, that where property of the owner or owners has been acquired to replace property formerly owned by such owner or owners and taken by eminent domain or other involuntary proceeding, except tax sale, the period of ownership of the former property shall be combined with the period of ownership of the property for which application is made for exemption, and such periods of ownership shall be deemed to be consecutive for purposes of this section. Where the owner or owners transfer title to property which as of the date of transfer was exempt from taxation under the provisions of this section, the reacquisition of title by such owner or owners within nine months of the date of transfer shall be deemed to satisfy the requirement of this subsection that the title of the property shall have been vested in the owner or one of the owners for such period of 12 consecutive months. Where, upon or subsequent to the death of City Administration Committee Meeting November 19, 2009 Page 10 an owner or owners, title to property which as of the date of such death was exempt from taxation under such provisions, becomes vested, by virtue of devise or descent from the deceased owner or owners, or by transfer by any other means within nine months after such death, solely in a person or persons, who, at the time of such death, maintained such property as a primary residence the requirement of this subsection that the title of the property shall have been vested in the owner or one of the owners for such period of 12 consecutive months shall be deemed satisfied. C. Unless the property is used exclusively for residential purposes; provided, however, that in the event any portion of such property is not so used exclusively for residential purposes but is used for other purposes, such portion shall be subject to taxation and the remaining portion only shall be entitled to the exemption provided by this section. D. Unless the property is the legal residence of and is occupied in whole or in part by the owner or by all of the owners of the property, except where an owner is absent from the residence while receiving health - related care as an inpatient of a residential health care facility, as defined in 5 2801 of the Public Health Law, provided that any income accruing to that person shall only be income only to the extent that it exceeds the amount paid by such owner, spouse or co -owner for care in the facility and provided, further, that during such confinement, such property is not occupied by other than the spouse or co -owner of such property; or the real property is owned by a souse, or an ex- ex wife spouse and either is absent from the residence due to divorce, legal separation or abandonment and all other provisions of this section are met, provided that where an exemption was previously granted when both resided on the property, then the person remaining on the real property shall be 62 years of age or older. A vote on the main resolution resulted as follows: Passed unanimously. 3. Ordinance to Increase Income Limits for Eli__ gibility for the Real Property Tax Exemption for Individuals with Qualifying Disabilities City Administration Committee Meeting November 19, 2009 Page 11 Local Law No. -2009 Pursuant to an increase in the income ceilings at the State level for disability tax exemptions, section 300 -26 of Article V entitled "Disability Exemption" of the City of Ithaca Municipal Code shall be amended to increase the amount of the partial real property tax exemption for certain disabled persons. Section 1: Section 300 -26 of the City of Ithaca Municipal Code is hereby amended to read as follows: A. Exemption granted. Pursuant to the provisions of §459 -c of the Real Property Tax Law of the State of New York, real property located in the City of Ithaca owned by one or more persons, each of whom is disabled and whose income is limited by reason of such disability, or real property owned by a married couple, or siblings, one of whom is disabled and whose income is limited by reason of such disability, shall be partially exempt from taxation by said City for the applicable taxes specified in §459 -c based upon the income of the owner or combined income of the owners. Such partial exemption shall be to the extent set forth in the schedule following: [Amended 1 -3 -2001 by L.L. No. 1 -2001; 1 -15 -2003 by L.L. No. 1 -2003; 2 -4 -2004 by L.L. No. 1 -2004; 12 -6 -2006 by L.L. No. 4 -2006; 12 -5 -2007 by L.L. No. 7 -2007; 2 -4- 2009 by L.L. No. 1-2009;] Annual Income of Owner or Combined Annual Income of Owners Up to but less than $ 28,000 29,000 Up to but less than $ 29;000 30,000 Up to but less than $ 30;090 31,000 Up to but less than $ 31,000 32,000 Up to but less than $ 31,900 32,900 Up to but less than $ 32,899 33,800 Up to but less than $ 33,700 34,700 Up to but less than $ 3-4 -,600 35,600 Assessed Valuation Exempt From Taxation 50% 45% 40% 35% 30% 25% 20% 15% City Administration Committee Meeting November 19, 2009 Page 12 Up to but less than $ AAA 36,500 10% Up to but less than $ 36,400 37,400 5% Section 2. Severability Clause. Severability is intended throughout and within the provisions of this local law. If any section, subsection, sentence, clause, phrase, or portion of this local law is held to be invalid or unconstitutional by a court of competent jurisdiction then that decision shall not affect the validity of the remaining portion. Section 3. Effective Date. This Local Law shall take effect immediately in accordance with law upon filing with the Secretary of State. A vote on the main resolution resulted as follows: Passed unanimously. 14. Police Department 1. Mutual Assistance Agreement with Elmira, NY Moved by Alderperson Cogan. Seconded by Alderperson Rosario. WHEREAS, local governments are authorized to request and provide police assistance to each other pursuant to § 209 -m of the New York General Municipal Law (GML), and WHEREAS, the temporary exchange of police officers and equipment for the purpose of mutual assistance is further contemplated by GML § 209 -m, and WHEREAS, GML § 119.0 authorizes municipal corporations to enter into agreements for the performance of their respective functions, powers and duties on a cooperative basis, and WHEREAS, GML § 209 -m, New York Criminal Procedure Law §§ 140.10 -1 & 3,120.60 et seq., and 690.25, and other applicable authority authorize police officers to exercise certain police powers and authorities outside their geographic City Administration Committee Meeting November 19, 2009 Page 13 area of employment when a request for assistance is forthcoming from another law enforcement agency, and WHEREAS, the City of Ithaca and the City of Elmira have determined that it is in the best interests of the respective communities and of mutual advantage to enter into this agreement for the provision of inter - agency law enforcement services; WHEREAS, a Mutual Assistance Agreement has been negotiated and drafted by the City of Ithaca Police Chief and the City of Elmira Police Chief, and has been reviewed by the City of Ithaca Attorney and the City of Elmira Attorney, the most recent version of which draft is dated 10/29/09 (date of execution by Elmira Mayor); now, therefore be it RESOLVED, that the Common Council endorses the finalization of such Mutual Assistance Agreement with the City of Elmira, and be it further RESOLVED, that the Mayor, upon the advice of the City Attorney, is hereby authorized to execute any documents necessary to formalize such Agreement, with terms the same as or substantially the some as those contained in the above - reference version. A vote on the main resolution resulted as follows: Passed unanimously. 15. Department of Public Works 1. Reauthorization of Col legetown Traffic Signal Upgrade Project and Authorization to Enter into an Agreement for Federal -Aid Moved by Alderperson Schuler. Seconded by Alderperson Cogan. WHEREAS, Common Council authorized CP 709, Collegetown Traffic Signal Upgrade, in the 2007 City Budget, in an amount not to exceed $125,000, and WHEREAS, during design, the project became eligible for federal funds under the American Recovery and Reinvestment Act of 2009 for the construction and construction inspection phases, and City Administration Committee Meeting November 19, 2009 Page 14 WHEREAS, a Project for the Collegetown Traffic Signal Upgrade, P.I.N. 375504 (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 100% Federal funds and 0% non - federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non - federal share of the costs of Construction and Construction Inspection; now, therefore be it RESOLVED, That the Common Council hereby re- approves the above - subject project; and it is hereby further RESOLVED, That the Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of Construction and Construction Inspection work for the Project or portions thereof, and it is further RESOLVED, That the sum of $200,000 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, and it is further RESOLVED, That Common Council hereby amends Capital Project # 709, Collegetown Traffic Signal Upgrade, to include the Project construction and construction inspection costs of $200,000, for a total project authorization of $325,000 and it is further RESOLVED, That 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 NYSDOT thereof, and it is further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, and that the Superintendent of Public Works of the City of Ithaca be and is hereby authorized to execute all 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 City Administration Committee Meeting November 19, 2009 Page 15 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 of the local share of federal -aid and state -aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and it is further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 15% of the total project costs (primarily for the engineering and design of the project), which is the current currently estimated at $50,000 of the $325,000 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, and be it further RESOLVED, That 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, and it is further RESOLVED, This Resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 2. Approval of Contested 2005 Sidewalk Assessments, Group 2 of 2 This item was removed from the agenda. 3. Approval of Contested 2008 Sidewalk Assessments This item was removed from the agenda. 4. Approval of Contested 2006 Elmira Road Sidewalk Assessments This item was removed from the agenda. 5. Approval of Uncontested 2006 Elmira Road Sidewalk Assessments Moved by Alderperson Zumoff. Seconded by Alderperson Cogan. City Administration Committee Meeting November 19, 2009 Page 16 WHEREAS, the Board of Public Works has reviewed the final assessments and passed a resolution on November 18, 2009 approving the following assessment for 2006 Uncontested Elmira Road Sidewalk Assessments: 321 Elmira Rd City of Ithaca 122. -2 -1 $13,390.00 and; (Water & Sewer Division) 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 property in question, in the amount shown, and authorizes the City Chamberlain to collect such assessments. A vote on the resolution resulted as follows: Passed unanimously. 6 Approval of Contested 2008 Sidewalk Assessments, Brandon Place Group Moved by Alderperson Zumoff. Seconded by Alderperson Cogan. WHEREAS, the Board of Public Works has reviewed each such protest /appeal and the documentation related to the 2008 Contested Sidewalk Assessments on Brandon Place and Dunmore Place, and made the following determinations of assessments on October 21, 2009: 107 Brandon Dominic Versage 83. -7 -7 109 Brandon Dominic Versage 83. -7 -6 111 Brandon Robert P. Talda & 83. -7 -5 Jeanne 5 Kisacky 113 Brandon M. Alan Hays 84. -5 -19 $1,194.80 $2,334.40 $1,760.90 $1,249.32 106 Dunmore Barbara Lif ton 83. -5 -5 $5,470.01 City Administration Committee Meeting November 19, 2009 Page 17 TOTAL = $12,009.42 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, and authorizes the City Chamberlain to collect such assessments. A vote on the resolution resulted as follows: Passed unanimously. 7. Approval of Uncontested 2005 Sidewalk Assessments Moved by Alderperson Zumoff. Seconded by Alderperson Cogan. WHEREAS, Board of Public Works has reviewed the final assessments for the 2005 Uncontested Sidewalk Assessment and passed a resolution on November 18, 2009 approving the following assessment: 307 Albany N Dong Shee Chong 60. -3 -11 $564.18 114 Auburn David Moreland & 34. -2 -4 $883.68 Kelly Moreland 118 Auburn Adam G Perl & 34. -2 -3 $1,109.46 Helen Perl 302 Aurora N First Unitarian 61. -3 -12 $2,448.60 Society 321 Aurora N Theron L Johnson 62.4-1 $1,228.57 322 Aurora N Larry B Wallace 61. -3 -4 $799.31 825 Aurora N Scott Smith & 28. -5 -21 $1,932.08 City Administration Committee Meeting November 19, 2009 Page 18 Lisa Smith 604 Buffalo E William Macbain 63. -8 -23 $2,445.59 & Lisa Macbain 609 Cayuga N Harold Herman 34. -7 -18 $1,890.82 & Paula J Herman 1002 Cayuga N Michael [)Cooper 14. -5 -11 $3,174.86 & Helena Cooper 402 Chestnut Richard W Anderson 74. -2 -6 $7,104.03 & Dorothy Anderson 401 Columbia Carla E Hegeman 82. -7 -2 $1,728.21 324 Geneva N Kinga M Gergely 60. -3 -4 $725.11 325 Geneva 5 Mary K Mccullough 80. -11 -4 $246.34 & Mary Pat Brady 507 Green W Unity House & 71. -7 -16 $983.18 Cayuga County 213 Second Micaela D Salort 45. -2 -18 $927.50 & Juliette Ramirez 310 -318 Third Ithaca Housing 44. -3 -2.2 $3,817.25 Authority 308 Tioga N Ithaca Professional 61. -2 -6 $5,692.07 Building EW King 218 -220 University Peter Newell & 47. -4 -4 $4,000.12 & Cherie Newell 205 Utica Meghan Anne 34. -6 -15 $1,851.39 City Administration Committee Meeting November 19, 2009 Page 19 Van Leeuwen & Kraig Leonard Haverstick 502 Utica Stuart E Bergman 27. -2 -10 $522.33 TOTAL = $44,074.68; 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, in the amounts shown, and authorizes the City Chamberlain to collect such assessments. A vote on the resolution resulted as follows: Passed unanimously. 16. Youth Bureau 1. Request to Amend 2009 Youth Bureau Budget This item was removed from the agenda. 17. Common Council 1. Citv of Ithaca Green Fleet Poll Chairperson Coles explained the purpose of the Green Fleet Policy and stated that this policy will be scheduled for discussion at a future meeting. Ms. Coles asked the Committee to review and forward to her any comments about the policy. The comments would then be forwarded to the Sub- Committee working on the policy. 18. Human Resources (HR) Department 1. Establishment of Standard Workday as Required by New York State Retirement System Moved by Alderperson Rosario. Seconded by Alderperson Schuler. City Administration Committee Meeting November 19, 2009 Page 20 WHEREAS, the New York State Retirement System requires that the standard workday be established for all positions in City government for the purpose of determining reportable days worked, and WHEREAS, new titles have been created and positions have been amended since Common Council last updated the standard workday designations on June 1, 2005, now, therefore, be it RESOLVED, That Common Council hereby establishes the following standard workdays for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System for the following positions as indicated: Eight (8) hour workday; Forty (40) hour workweek Accounts Payable Coordinator 1 Bridge Maintainer Computer -aided Design and Drafting (CADD) Technician Custodian Director of Planning and Development Executive Assistant to the City Attorney Fire Alarm Electrician Forestry Technician GIAC Program Administrator 1 GIAC Program Coordinator 1 Housing and Land Use Supervisor Junior Transportation Engineer Network Integration Specialist Parking Operations Supervisor Recreation Facility Maintenance Worker Senior Network Integration Specialist Specialist in Recreation for Individuals with Disabilities 1 Wastewater Collection System Supervisor Wastewater System Maintenance Mechanic Wastewater Treatment Plant Instrumentation Technician Trainee Water Distribution System Supervisor City Administration Committee Meeting November 19, 2009 Page 21 Water System Maintenance Mechanic Working Supervisor - Parking, Building and Grounds Youth Program Administrator 1 Seven and one -half (7.5) hour workday, Thirty -Seven and one -half (37.5) hour workweek Supervising Customer Service Representative Seven (7) hour workday; Thirty -five (35) hour workweek Historic Preservation and Neighborhood Planner Human Resources Office Assistant Senior Planner Six (6) hour workday; Thirty (30) hour workweek Clerk 1 - effective 12/08/03 City Attorney - effective 01/01/06 Deputy Director of Human Resources - effective 01/01/07 Office Assistant 3 - effective 10/07/09 Receptionist 3 - effective 04/06/05 A vote on the resolution resulted as follows: Passed unanimously. 2. Diversity and Communication Plan Report Out: This document was distributed to the Committee to look at when the departments give their report. 3. Request Increase for Employee Medical Flexible Spending Account Moved by Alderperson Cogan. Seconded by Alderperson Zumoff. WHEREAS, the City of Ithaca instituted a Flexible Spending Account for unreimbursed medical expenses in April 2002, and City Administration Committee Meeting November 19, 2009 Page 22 WHEREAS, the City originally established a two thousand dollar ($2,000) before tax limit for employee deductions, and WHEREAS, the Flexible Spending Account for unreimbursed medical expenses has been in effect for several years without incident, and WHEREAS, the current limit for the City employee Medical Flexible Spending account is $3,000, and WHEREAS, the City Controller and the Human Resources Director are therefore recommending that the amount be raised from $3,000 to $3,500, now therefore be it RESOLVED, That Common Council hereby authorizes a $500 increase for the Flexible Spending Account, from $3,000 to $3,500 for unreimbursed medical expenses. A vote on the resolution resulted as follows: Passed unanimously. 4. Director's Report. HR Director Michell -Nunn reported on the following: Employee Forum: Two Employee Forums were conducted. The forum is an opportunity to talk to employees about the budget and challenges facing the City. The forums were informative and the employees were engaged. The City plans to schedule forums throughout 2010 as a way to keep the employees informed about the City's finances. Police Department: The Police Department completed the Talking Circles. The Police Chief required that Supervisors from the rank of Sergeant and higher attend 3 -three hour sessions. Security: The Workplace Violence Prevention Committee has received bids for the keyless entry for City Hall. Two companies will be interviewed in early December. Executive Session: HR Director Michell -Nunn asked that an Executive Session be added to the Common Council agenda to discuss collective bargaining agreement. City Administration Committee Meeting November 19, 2009 Page 23 19. Finance /Controller 1. Bond Resolution Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. The City borrows funds twice a year, in January and then again in August. To borrow funds, Common Council must first authorize the issuance of the bonds. This request is to approve the authorization of Capital Projects approved by Common Council since its last authorization in July 2009. The projects needed for authorization include projects approved as part of the 2010 budget and any Common Council authorized projects from August. The total issuance for January 2010 will be $4,009,980 plus renewal of the BANS coming due. $3,232,980 of the new money is General Fund bonds. A vote on the resolution resulted as follows: Passed unanimously. 2. Controller's Report. Controller Thayer reported on the following: 2010 Budget: The 2010 budget is complete. The City is looking at a very difficult time with declining revenues and increasing expenses. Cash flow issues will arise. Unknown revenue areas such as State Aid, sales tax and the economic situation will make 2010 a challenging year. Current Projects: The Controller's Office is working on the procurement card, the Apprenticeship Committee, putting the capital financial activity on MUNIS, dealing with the Health Insurance Consortium, and completing financial reports and audits for 2008. The year end activity will start soon. Cash Flow: The Controller expects the cash flow to tighten up at the end of the year due to a decrease in the City's tax collection. The State paid $336,000 in September; with the next payment of $2,300,000 due in December. Sales Tax: Sales tax collection in November was up 10% from 2008. Even with this increase in collections, overall the City is down about 7.4% from the 2008 City Administration Committee Meeting November 19, 2009 Page 24 activity. The Controller still projects a very significant shortfall in 2009, possibly as high as $1,000,000. Overtime: Overtime is slightly over the budgeted amount of $871,000. Health Insurance: The health insurance cost is also running over the budgeted amount of $7,018,000. Parking Revenue: Parking revenue may exceed the budgeted amount of $1,665,000. The garages are doing well. The meters are slightly under budget. One reason the meters are slightly under the budgeted amount of $760,000 is because of construction. Fine Revenue: The City budgeted $930,000. Projections are scheduled to be slightly under this budget. Gas /Oil Expense: If prices remain steady for the remainder of the year, the City is projected to be about $150,000 under the budgeted amount of $385,000. Utilities: The City is on pace to be at the budgeted amount of $613,000. Pension Payment: The Pension payment is due February 1, 2010 for the 2009 liability period. If the City pays by December 15, 2009, the City will receive a discount of 1% or $22,000. The Pension payment will increase about 60% for 2010 and 30% for 2011. 20. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. Chairperson Coles reported that a cover letter and questionnaire were sent to chairs of boards and commission with less than half responding. Ms. Coles will follow up with the Mayor on what the next step should be. 3. Council Members' Announcements. None. City Administration Committee Meeting November 19, 2009 Page 25 4. Next Month's Meeting: December 22, 2009. 21. Adjournment With no further business and on a motion by Alderperson Schuler, the meeting was adjourned at 9:45 p.m.