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HomeMy WebLinkAboutMN-CA-2010-02-01CITY ADMINISTRATION COMMITTEE Regular Meeting February 24, 2010 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Mohlenhoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Council Members Present: Alderperson Myrick Staff Present: John Coggin (WTP Operator), Bob Adams (Heavy Equipment Operator), Roxy Johnston (Watershed Coordinator), Loreta Rumsey (Community Service Officer), Brian Carman (Stock Room Manager), Jody Dort (Light Equipment Operator), Lisa 5perger (Community Service Officer), Kent Johnson (Jr. Transportation Engineer), Valerie Saul (Deputy HR Director), Philly DeSarno (Deputy ED Director), 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 7:09 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements Chairperson Coles mentioned that today is a solemn day considering last night's tragic event. 3. Agenda Review and Amendments Chairperson Coles stated that the following changes have been made to the agenda: Remove Items 12.1 -3 - Information Technology. Add Item 16.1 - Controller's Office- Amendment to 2010 Budget for Commons Clock Tower Repairs. City Administration Committee Meeting February 24, 2010 Page 2 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes, with corrections, from the January 27, 2010 meeting of the City Administration Committee. Seconded by Alderperson Mohlenhoff. Motion carried 5 -0. 5. Statements from the Public Andrew Wolf, a senior at Cornell University, spoke about Sweat Free Ithaca. Last week he e- mailed Common Council a resolution for an ethical procurement policy. What the policy would do is to ensure that the uniforms the City purchases are not made with sweatshop labor. Mr. Wolf encouraged the City to join the National City /State Consortium, which would oversee the enforcement of the enacted policies. Mr. Wolf gave his e -mail address in case Common Council members wanted to meet and discuss this item. John Ertl, City of Ithaca, spoke in support of Sweat Free Ithaca. Mr. Ertl encouraged large companies that discover bad labor conditions at their factories to keep their factories in the United States and to improve conditions so that the workers can have steady work that pays them what they need to support their families. Mr. Ertl asked Common Council to pass the Sweat Free Ithaca policy. James Douglas of Ithaca spoke on behalf of Tompkins County Workers' Center in support of Sweat Free Ithaca. Mr. Douglas stated that setting a policy is not enough. There has to be money spent on enforcement so that labor standards are being met and the work is being done. John Sherman, a student at Cornell University, spoke in support of a Sweat Free Ithaca policy. Passing the resolution for a Sweat Free procurement policy will be a big step in making sure that local policies are in compliance with the international standards. Alex Bores, a student at Cornell University, supports the Sweat Free Ithaca policy. He has seen from local experiences how important it is to respect the rights of workers. Mr. Bores stated that it is important that the City of Ithaca supports this policy as well. Stephanie Knight, a Cornell University Alumnae and Ithaca resident, spoke in support of a Sweat Free Ithaca policy. Ms. Knight gave examples of poor labor standards in Honduras and encouraged the City to support the Sweat Free procurement policy. City Administration Committee Meeting February 24, 2010 Page 3 Casey Sweeney, a Cornell University student, encouraged the City to join the consortium that will ensure that workers have enough resources to raise themselves and their families out of poverty. Marlena Fontes of Ithaca spoke in support of the Sweat Free Ithaca. Ms. Fontes talked about what happened when Russell pulled out of Honduras. Laurie Konwinski, a coordinator of the Justice and Peace Ministry with Catholic Charities of Tompkins /Tioga, spoke on behalf of this agency in support for Sweat Free Ithaca and encouraged the City to move forward on this initiative. Ms. Kowinski has been working on immigrant rights initiatives and thanked everyone who has been so encouraging. Wilson Baldwin of Ithaca spoke in support of a Sweat Free Ithaca and asked Common Council to pass this policy. Bill Pederson of Ithaca spoke in support of a Sweat Free Ithaca and encouraged Common Council to dedicate tax dollars for this very important issue. Austin Zwick of Ithaca spoke in support of a Sweat Free Ithaca and encouraged the City to support this policy to stop using sweat shop labor. 6. Employee Comments Roxy Johnston, Watershed Coordinator, spoke on the CSEA Classification and Compensation Study. Ms. Johnston read an e -mail that she sent to CSEA Administrative Unit members asking them to attend the City Administration Committee meeting tonight in support of the comp study. A lot of money has been spent on comp studies and employees have waited over two decades for the City to address the pay issues. Ms. Johnston thanked the HR Department and the Common Council members who have supported the comp study. Ms. Johnston encouraged Common Council to take the first step and pay market wages. Brian Carman, Stock Manager and CSEA Admin Unit President, stated that when he started working for the City over 25 years ago, he was aware of the wages and the benefit package. Since then the City has had two comp studies conducted. The results of the comp studies said that City employees were not paid a fair and equitable wage as compared to employees with other local employers. City employees want to know why. They have been waiting patiently, City Administration Committee Meeting February 24, 2010 Page 4 some for more than 20 years. When they see the City implement a study and wage increase for management and Executive Unit members, the members of CSEA get disappointed. Employees are aware that Common Council has a hard decision to make and that they have to balance their responsibilities to taxpayers. Common Council also has a responsibility to the employees, to take care of them and to ensure that they are paid a fair and equitable wage. On the back of the City ID card it says that we strive to make Ithaca a model community. What model are we going to strive for in Ithaca? Will this be a model that pays our employees a fair and equitable wage for a day's labor? Kent Johnson, Junior Transportation Engineer, spoke in support of the comp study and encouraged Common Council to implement the plan. 7. Common Council Response Alderperson Rooker thanked all of the students for coming out and commended them for being diligent and persistent in their efforts. Alderperson Mohlenhoff commended the college students for coming out and practicing their civic rights. Alderperson Mohlenhoff stated that she will look at the current practices to see what could be done to move this forward. Alderperson Clairborne commended the college students for their persistence and encouraged them to not lose sight of their goal. Chairperson Coles thanked the college students for their comments and said that this item was brought to her over two (2) years ago. Chairperson Coles mentioned that the City budget is tight and that it would be helpful if there were student funds that could be used to offset the cost to the City. The Committee thanked employees for their comments but held responses until the item came up later on the agenda. 8. Workforce Diversity Advisory Committee (WDAC) Update HR Director Michell -Nunn reported that the WDAC did meet this past Monday. The City Clerk's Office staff (Julie Holcomb, Sarah Myers and Cindie Day) attended the meeting. Their purpose for attending was to seek assistance in developing and shaping their diversity plan and City Administration Committee Meeting February 24, 2010 Page 5 goals. The meeting was productive. The WDAC is looking forward to the Clerk's Office staff returning to provide an update on their progress. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA. None. 12. Information Technology These items were removed from the agenda. 13. Common Council 1. Change of Starting Time of Monthly Council Meetings from 7:00 PM TO 5:30 PM Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhoff. WHEREAS, the City of Ithaca Common Council presently meets on the first Wednesday of each month at 7:00 PM, and WHEREAS, Common Council meetings have often continued into late evening hours, thus reducing the possibility for public participation as well as the public's ability to follow these proceedings broadcast on Public Access Television, and WHEREAS, it is desirable that Common Council meetings be conducted during a time period that would be more convenient for the public to attend these meetings; now, therefore, be it RESOLVED, The Common Council of the City of Ithaca supports moving the Common Council meeting time from 7:00 PM to 5:30 PM on the usual meeting day, the first Wednesday of each month. After discussion, Alderperson Clairborne made a motion to amend the resolution by changing the start time to 6:00 p.m. in the Resolved. Motioned failed due to the lack of a second. City Administration Committee Meeting February 24, 2010 Page 6 A vote on the main resolution resulted as follows: Ayes (3): Rooker, Mohlenhoff, Coles Nays (2): Clairborne, Zumoff Motion passed 3 -2. 2. CSEA Classification and Compensation Study Chairperson Coles asked Deputy HR Director Valerie Saul to give a brief report on the CSEA Classification and Compensation Study. Deputy HR Director Saul stated that this comp study has been in the works for over 8 years and was completed about two (2) years ago. It covers approximately 240 positions. These positions are spread out amongst the CSEA Administrative Unit, CSEA DPW Unit and the Confidential Employees. The Confidential Employees are not represented by a bargaining unit but are treated as members of the CSEA Administrative Unit for salary and benefit purposes. The study addressed two (2) forms of equity. The first one is internal equity, which looks at the internal relationship of the positions to each other within the organization. The second one is the external equity, which is how the City pays in relation to the market. The City pays very well for public safety employees but with this segment of the workforce the City pays way less than other local employers. To implement the complete study the cost would be $1.4 million. Committee members stated that the City would not be able to fund the entire plan at this time but looked at a gradual implementation. The HR Department has discussed with CSEA a five year implementation plan, working the first year within what was budgeted, which was $325,000. There would be a big second year cost and a gradually diminishing cost for the third, fourth and fifth year. For the last two years this proposal has been in front of Common Council. The Controller's Office and the HR Department are asking Common Council for some guidance or direction and commitment at this point. City Administration Committee Meeting February 24, 2010 Page 7 Alderperson Clairborne made a motion to go into Executive Session to discuss collective bargaining. Seconded by Alderperson Mohlenhoff. Motioned carried 5- 0. Alderperson Clairborne made a motion to close Executive Session. Seconded by Alderperson Mohlenhoff. Motion carried 5 -0. Chairperson Coles reported that no action was taken in Executive Session and that the Committee asked that the HR Department and the Controller's Office work in conjunction with the Mayor's Office to come up with alternatives to address some of the well known inequities. 14. Department of Public Works 1. Request to Standardize on Master Meter Radio Read Water Meters Moved by Alderperson Zumoff. Seconded by Alderperson Clairborne. WHEREAS, this Common Council has been requested by the DPW Water and Sewer Division to standardize to Master Meter water meter equipment to be used by the Water and Sewer Division and to authorize the City to purchase approved equipment from the manufacturer, or a representative thereof, and WHEREAS, radio based automatic meter reading systems are proprietary by manufacturer, radio read system components are not interchangeable between manufacturers; although there are a number of different commercially available systems with different features and capabilities, DPW staff along with Johnson Controls staff worked together from January of 2007 to January of 2008 to research, identify, and select the best and most cost effective available radio read water meter system to meet the City's needs and goals, and WHEREAS, Johnson Controls incorporated the use of the selected Master Meter radio read water meter system in their proposed performance contract with the City of Ithaca, and WHEREAS, On April 2, 2008 at a regular meeting of Common Council the resolution for "Approval of Johnson Controls Water Meter Project' carried unanimously, and City Administration Committee Meeting February 24, 2010 Page 8 WHEREAS, On April 17, 2008 the "Performance Contract - Water Meters" was executed by the City with Johnson Controls, and WHEREAS, A Master Meter radio read water meter system was implemented and all water meters City wide were either replaced with Master Meter water meters or retrofitted with Master Meter water meter register heads from July 2008 to December 2008, and WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency, compatibility and economics to approve such standardization as more fully spelled out in the following items: 1. Master Meter is the current water meter and water meter reading equipment used in the City; 2. Master Meter water meters are compatible with radio frequency used by the City's current field and office equipment for reading the meters (data collection) and data processing; 3. Master Meter water meter equipment is compatible with the data format used in the City's current water meter field and office software for record keeping and data analysis, and in the Govern billing system used by the City; 4. Master Meter water meters and equipment are less expensive than other equivalent water meters purchased with the additional equipment necessary to ensure their compatibility with the current data format for collection, processing, analyses, record keeping, and billing processes; 5. This action will minimize the inventory of repair parts which will have to be maintained for the service of said meter equipment, 6. Labor costs for maintenance and service associated with a standard equipment will be less than different types of meter equipment; 7. Standardization will require service training only a single type of equipment, now, therefore be it RESOLVED, That pursuant to Section 103, subdivision 5 of General Municipal Law of the State of New York, this Common Council hereby authorizes the standardization to, and purchase and use of Master Meter radio read water meters City Administration Committee Meeting February 24, 2010 Page 9 and associated equipment for the City of Ithaca Department of Public Works Water & Sewer Division. A vote on the resolution resulted as follows: Passed unanimously. 15. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Quarterly Recognition Award: The Quarterly Recognition Award will be announced next week at the Common Council meeting. Undoing Racism Workshop: The City will participate with several other local employers in the Undoing Racism Workshop. The workshop will begin on April 22nd The City is now in the process of selecting thirty (30) employees to participate in the workshop. Police Officer Exam: The City is accepting applications for the Police Officer Exam. Sister Friend Celebration: The Sister Friend 6t" Year Celebration will be March 18, 2010 at Emerson Suite at Ithaca College. 16. Finance /Controller 1. Amendment to 2010 Budget for Commons Clock Tower Repairs Moved by Alderperson Mohlenhoff. Seconded by Alderperson Zumoff. WHEREAS, the City of Ithaca has received a donation of $20,000 from the Tompkins Trust Company, and WHEREAS, the donation will allow the City to repair the time and temperature towers at the three main entrances of the Commons; now, therefore be it City Administration Committee Meeting February 24, 2010 Page 10 RESOLVED, That the 2010 Commons budget shall be amended as follows: Increase Revenue Account: 2705 Gifts and Donations $20,000 Increase Appropriate Accounts: 5411 -5225 Other Equipment $20,000 A vote on the resolution resulted as follows: Passed unanimously. 2. Controller's Report. Controller Thayer reported on the following: Budget Year (2009): The Controller's Office is still working on the 2009 activity. Sales Tax Collections (2009): In 2009, the City collected $11,470,000 in sales tax. This number was 7.6% or $950,000 below the budgeted amount. Hiring /Purchasing Freeze: The hiring /purchasing freeze was put in place over a year ago and is still in place. The freeze has helped offset some of the shortfalls the City has experienced. Sales Tax Collections (2010): For 2010, the City budgeted $11,820,000. The tax collections for the first month continue to reflect a downward trend in the economy. State Budget: The Controller is monitoring the state budget and its impact on City aid. The City is still in line to receive a 5% decrease in state aid as well as some decreases in Youth Bureau aid from the State. Negotiations: Contract negotiations will start this year for the Administrative Unit and the Ithaca Paid Firefighters Association. Snow Removal: In 2009 the City had $320,000 in snow removal cost as compared to $327,000 in 2008, a savings of about $7,000. City Administration Committee Meeting February 24, 2010 Page 11 Build America Bonds: The City is looking at the Build America Bonds to reduce interest cost as it relates to debt service for the 2010 capital project program. This program allows the City to get some reimbursements of overall interest cost as it relates to the overall debt service numbers. Cash Flow: The City's cash flow should be okay for the next couple of months. Consumer Price Index (CPI): The CPI for January 2010 is at 3.8 %. This is slightly up from the December 2009 of 3.6 %. Procurement Card Program: The Controller's Office will soon besetting up a program for the City, which will include policies and internal controls related to the City's procurement card. The procurement card will allow staff to make purchases more efficiently for online vendors, for conferences, etc. Deputy Controller Scott Andrew will oversee this program. 17. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates: None. Capital Planning Sub- Committee: This Committee met twice and is in the process of reading materials and finding out how other municipalities run their capital planning. Stewart Park Clean -up: A group of people will meet at Stewart Park on April 24, 2010 to paint and clean up the park area. Alderperson Mohlenhoff thanked all of the community members involved in putting this together. 3. Council Members' Announcements. None. 4. Next Month's Meeting: March 31, 2010. City Administration Committee Meeting February 24, 2010 Page 12 18. Adjournment With no further business and on a motion by Alderperson Mohlenhoff, the meeting was adjourned at 9:15 p.m.