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HomeMy WebLinkAboutMN-CA-2009-09-01CITY ADMINISTRATION COMMITTEE Regular Meeting September 30, 2009 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Rosario, Alderperson Cogan, Alderperson Schuler, Mayor Peterson staff Present: Phyllis Rodke (Building Commissioner), Liz Vance (Deputy YB Director), Leslie Moskowitz (Mgr of Organizational Development), Karen Friedeborn (YB Administrator), Mark Spadolini (Firefighter), Steve Thayer (Controller), Scott Andrew (Deputy Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Deborah Mohlenhoff (Alderperson Elect), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:07 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 an agenda item for Common Council regarding the filling of the Alderperson in the 5t" Ward has been added after Item 15. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, with corrections, from the August 26, 2009 City Administration Committee meeting. Seconded by Alderperson Rosario. Motion passed 4 -0. (Alderperson Cogan was absent from the vote.) Alderperson Cogan arrived at 7:10 p.m. City Administration Committee Meeting September 30, 2009 Page 2 5. Statements from the Public Lisa Bushlow is the Executive Director of the Hangar Theater. For the past 35 years, the Hangar Theater has produced professional theater to entertain and educate the community. During these same years, the Hangar Theater has asked very little of the City. All improvements that have been made to the property, all operating expenses and all debts have been born by the Hangar Theater. After looking at the safety and the long range sustainability of the facility, it became apparent to the Board of Directors and staff that the property would need significant rehabilitation in order for them to continue to operate in Cass Park. The Board, the staff and volunteers set out to raise $4.6 million in order to do the bare minimum of what is necessary for them to stay. Recently, the Hangar Theater made many discoveries. There are far more structural damages in the building than expected. There are many remnants of the airport, which are making the dollars needed escalate. The Hangar Theater had to bid the project at prevailing wage because of the property being owned by the City. The renovations are being financed without any collateral. After all of this, the Hangar Theater does not own anything. The City does. The Hangar Theater has complied with all of the City's requests with a loose commitment that the City would help. Tonight you will hear from a few people who represent over 165 private donors and who have raised $3.7 million. You will also hear about our educational programs, programs that provide accessibility to everyone, programs that are free for anyone in the community that wants to go but can't afford it. The Hangar Theater makes Ithaca a unique place to live, visit and puts the City on the map artistically. It generates business. But the property and the facility are treacherous. It is essential to the renovations that the City come forward with matching funds. We are asking for matching funds of $670,000. The funds will cover the site work and that will cover what is necessary structurally in order for someone to inhabit that building. And if the City cannot provide its share the whole project may be in jeopardy, which will be a catastrophe for the Hangar Theater, the City and for all of the investors. They are asking the City to do their part in the partnership. Mary Kane Trochim of Ithaca is the president of the Board of Trustees of the Hangar Theater. Ms. Trochim stated that she is in full support of the efforts to make the Hangar Theater what it needs to be in terms of safety and security and what it can be in terms of its reputation and recognition as the artistic home for very high quality professional theater and enormous contribution to the education of Tompkins County residents. The trustees have contributed over $700,000 to the campaign and they encourage the City to do its part by matching the funds as requested. City Administration Committee Meeting September 30, 2009 Page 3 Martha Frommelt is a City resident, a Hangar Theater building campaign donor and the volunteer president of the fine arts booster group, a group supporting the arts in the Ithaca City School District. The Hangar Theater program has intersected with the school in a variety of ways (e.g. touring plays, Project 4, their kids stuff series, summer classes and internships, partnerships with the high school Kulp Auditorium management, and more). Ms. Frommelt asked the City to keep these programs running by doing their part. Jean McPheeters is president of the Chamber of Commerce and donor to the Hangar Theater. The Hangar Theater adds tremendously to the quality of life in Ithaca. It is important to the businesses, tourists and to the City, specifically sales tax. Ms. McPheeters encouraged the City to help the project move forward by matching the funds as requested by the Hangar Theater. Shelley Semmler of Dryden serves on the Board and co- chairs the campaign for fund raising. Ms. Semmler believes in the Hangar Theater and spoke in support of it. This non profit arts organization has tried to solve all of its own problems over the years. Ms. Semmler asked the City to do its part by investing in the building. John Hunt, Chairperson of the 5t" Ward Democratic Committee, recommended that Deborah Mohlenhoff be nominated to replace Robin Korherr on Common Council for the remaining term, which ends December 31, 2009. Ms. Mohlenhoff is the endorsed candidate of the Democratic Party in the 5t" Ward and is running unopposed for this seat in the November election. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Advisory Committee Update HR Director Michell -Nunn stated that the WFD Advisory Committee requested that they be given additional time at the next meeting for a discussion. 9. Safety Committee Update. None. 10. Communication Committee Update. None City Administration Committee Meeting September 30, 2009 Page 4 11. Fiscal Viability Update Members of the Fiscal Viability Team (Leslie Moskowitz, Karen Friedeborn and Scott Andrew) attended the meeting to obtain feedback on the budget process and the reader friendly budget document. Leslie Moskowitz distributed material that gave background information on the Fiscal Viability Team (FVT) and mentioned current and past projects. The team is looking for ways to improve the budget process and the reader friendly budget document. Tonight's goal is to get feedback on the current concerns of Common Council members in regards to the budget process and the reader friendly budget. The Committee discussed the budget process and made some suggestions: Form a Citizens' Advisory Committee to look at past budgets and offer recommendations, continue to have departments give updates to their respective Committee during the year, this will help when deliberating the budget; look at and update the Charter since it dictates how the budget process is done; have Common Council spend time setting goals and priorities, or provide input, before the budget process; have a budget that makes it clear where the money goes by department, what income is associated with that department and what their outliers are. The FVT asked Common Council that while they are going through the budget to please write down any concerns they may have and to give them to anyone on the FVT. The Committee discussed the reader friendly budget document. This document is intended to go out after the 2010 budget has been approved. The FVT distributed samples of the reader friendly budget document for review and asked the Committee to consider these questions: Is it understandable? Was it easy to read and follow? Was the information appropriate and sequenced correctly so you can follow along? Does it have the right information? Is it flowing correctly? Is anything missing? Since this document will be presented to the public, how will you market /communicate it to your constituents? Should associated revenues, matching funds or income generated be listed with the departments or should it be just a statement? The FVT thanked the Committee for their input and stated that they will return next month to get their feedback. 12. Regular Reports from Departments Reporting to CA. None. City Administration Committee Meeting September 30, 2009 Page 5 13. Youth Bureau 1. Request to Amend 2009 Youth Bureau Budget Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the summer Sailing Program increased its offerings to young people in the community by offering an eighth week of camp, or two additional classes, and WHEREAS, the Ithaca Youth Bureau has collected an additional $6,384 in fees for the 2009 summer sailing program; now, therefore, be it RESOLVED, That Common Council hereby amends the 2009 Youth Bureau Budget to account for said increase as follows: Increase Revenue Account: A 7310 - 2001 -1569 Sailing Camp $6,384 Increase Appropriation Account: A 7310 - 5435 -1569 Contracts $6,384 A vote on the resolution resulted as follows: Passed unanimously. 14. Building Department 1. Request to Amend Department Roster Moved by Alderperson Zumoff. Seconded by Alderperson Cogan. WHEREAS, the Building Department has four staff support positions, two of which are full -time, and the other two are Office Assistant and Receptionist with a work load of 20 hours per week and 30 hours per week respectively, and WHEREAS, The Building Department's Office Assistant position has been vacant since May 24, 2009, and City Administration Committee Meeting September 30, 2009 Page 6 WHEREAS, the current Receptionist has been performing duties outlined in the job description including all other duties required of an Office Assistant, and WHEREAS, the current Receptionist recently took and passed the Office Assistant's Civil Service exam along with the mandatory typing test, and WHEREAS, the current position of Receptionist is a 30 hour per week position and the Building Department wants to promote the Receptionist to Office Assistant while she continues to work 30 hours per week, and WHEREAS, in the future, the Building Department also wishes to hire a 20 hour per week Receptionist, and WHEREAS, these changes would be "budget neutral" for the Building Department in 2009 and 2010; now, therefore, be it RESOLVED, That the Building Department's roster be amended effective immediately, as follows: Delete: One (1) - 30 hour Receptionist, and One (1):- 20 hour Office Assistant Add: One (1) - 20 hour Receptionist and One (1) - 30 hour Office Assistant A vote on the resolution resulted as follows: Passed unanimously. 15. Department of Public Works 1. Hangar Theater Improvements Controller Thayer stated that this item was put on the agenda in response to being told that a tank was buried on the site of the Hangar Theater. The tank will have to be removed and there will be a cost associated with the removal. The estimated cost for the tank removal is $10,000 - $12,000. Mr. Thayer's main concern was funding the current expenses that will come as a result of the project. City Administration Committee Meeting September 30, 2009 Page 7 Mayor Peterson stated that in the 2010 budget she requested that a capital project be established for the Hangar Theater /Cass Park. Due to the tank issue in 2009, the Mayor and the Controller recommends that a capital project be established now. In subsequent years, money can be added to that existing capital project as needed. It would be in single amounts but based on specific amounts provided by the Hangar Theater. The Committee discussed the additional amount requested from the Hangar Theater. The Committee asked that more information be provided in order to make an informed decision. In preparing for the budget for next year, the Mayor asked the Hangar Theater to provide some detail pricing out for items. She recently received the information; the amount being twice as high as she expected. Alderperson Cogan made a motion to establish a Capital Project for the Hangar Theater /Cass Park improvements and that it be funded in the amount of $15,000. Seconded by Nancy Schuler. Motion passed 5 -0. 16. Common Council 1. 5th Ward Vacancy The Committee discussed the filling of the 5t" Ward vacancy. After discussion, Alderperson Cogan made a motion that Deborah Mohlenhoff be named to fill the 5t" Ward vacancy on Common Council through December 31, 2009. Seconded by Chairperson Coles. Motion carried 5 -0. Chairperson Maria Coles left at 8:15 p.m. 17. Human Resources (HR) Department 1. Request to Adjust Acting Department Heads' Salaries Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the current Managerial Compensation Plan was adopted in 1999, and City Administration Committee Meeting September 30, 2009 Page 8 WHEREAS, in 2009, Common Council set aside funds to conduct a study to update the Managerial Compensation Plan, and WHEREAS, it has since been determined that until the City has implemented the compensation study conducted for the CSEA city employees, the City will not embark upon a new Managerial Compensation study, and WHEREAS, the initial Managerial Compensation study did not address all compensation inequities for staff; only adjusted salaries for those below the minimum salary by moving them to the minimum; actually left unresolved and in certain instances increased serious compression issues; and failed to address recruitment issues, and WHEREAS, upon the departure of a Department Head, the deputy level staff assigned to act as the Department Head, after thirty days in the acting capacity is entitled to 4% increase or the minimum salary for the Department Head salary grade, whichever is greater, and WHEREAS, this practice has resulted in at least one Acting Department Head receiving a lower base salary than the base salary of subordinates, and WHEREAS, there continues to be a need to modify this practice because the compensation plan had not addressed the issues of compression for the longer term staff and does not allow for sufficient flexibility; now therefore, be it RESOLVED, That a Deputy in the position of Department Head for more than thirty days, shall receive a salary adjustment of 8% or the minimum salary for that position applied to her /his base salary as a Deputy. Alderperson Zumoff made a motion to amend the resolution as follows: Resolved, That a Deputy in the position of Department Head for more than thirty days, shall receive a salary increase of 8% or the minimum salary for the department head position, whichever is greater. Seconded by Alderperson Schuler. Motion carried 4 -0. (Chairperson Coles was absent from the vote.) A vote on the resolution, as amended, resulted as follows: 4 -0. (Chairperson Coles was absent from the vote.) City Administration Committee Meeting September 30, 2009 Page 9 2. Transfer of Funds for Payment of Flu Shots Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, the Common Council has determined that assisting employees in obtaining a flu shot, for the 2009 season, will be beneficial to employees and the work environment, now therefore, be it RESOLVED, That Common Council hereby authorizes the payment of up to $30 for City employees, not covered under another agreement, to receive or be reimbursed for the shots received in the clinics available at City facilities or through another provider, and be it further RESOLVED, That the payment is contingent upon the signing of a Memorandum of Understanding with the appropriate Collective Bargaining Units, and be it further RESOLVED, That funds in the amount not to exceed $5000 shall be transferred from account A1990 Unrestricted Contingency to account A1430 -5430 Human Resources Fees to fund said vaccinations for 2009. A vote on the resolution resulted as follows: 4 -0. (Chairperson Coles was absent from the vote.) 3. Director's Report. HR Director Michell -Nunn reported on the following: Flu Shots: The HR Department is working diligently to secure flu shots so that in house flu shot clinics can be set up. Crisis Action Team (CAT): The CAT is putting together a continuity of operations plan for the City. A Memorandum of Understanding has been drafted that addresses some contractual language that would need to be modified so that should the City have an emergency or the loss of a certain threshold of workers that the City could still continue to operate. Talking Circles: TFC Associates will conduct Talking Circles for the Police Department and the Planning Department. City Administration Committee Meeting September 30, 2009 Page 10 Employee Recognition Picnic: The employee recognition picnic was a success. Employee Input Program: Mayor Peterson sent out a budget summary and introduced the employee input program. This is an opportunity for employees to make suggestions and recommendations about ways to reduce expenses or increase revenues. 18. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: The Controller's Office continues to work on the 2010 budget, which will be released next week. Mr. Thayer stated that this is one of the most difficult budgets to have to put together. Revenues are declining. Costs are increasing. There is limited resources as far as tax revenues. The City started the budget process with a shortfall of $2,500,000. Even with the budget being trimmed significantly, the City will still have a shortfall. The City will manage with help from the fund balance, by leaving some positions vacant and by restricting purchasing. More details will come next week. 19. Reports 1. Mayor's Report. The Mayor reported on the following: NY Conference of Mayors: On Friday, October 2, 2009, the Mayor will attend the NY Conference of Mayors Executive Board meeting in Cooperstown. Vacancy Review Committee (VRQ: The VRC will meet tomorrow. The Committee has had to make some difficult decisions about filling high level positions (e.g. Fire Chief, Deputy Planning Director, etc.) DeWitt Park Celebration: On Saturday, October 3, 2009 at 11:00 a.m. at DeWitt Park, there will be a celebration of the refurbishing of the park and the war memorials. 2. Sub- Committee Updates. None. City Administration Committee Meeting September 30, 2009 Page 11 3. Council Members' Announcements Tractor Trailer Regulation: Alderperson Schuler stated that she has a member filed resolution coming up on supporting the tractor trailer regulations. 4. Next Month's Meeting: October 28, 2009. 20. Adjournment With no further business and on a motion by Alderperson Schuler, the meeting was adjourned at 9:15 p.m.