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HomeMy WebLinkAboutMN-CA-2011-04-01CITY ADMINISTRATION COMMITTEE Regular Meeting April 27, 2011 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Mohlenhoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Staff Present: Allen Green (Youth Bureau Director), Bill Gray (Supt of Public Works), Marcia Fort (GIAC Director), Leslyn McBean- Clairborne (Deputy GIAC Director), Addisu Gebre (Bridge Systems Engineer), Karen Friedeborn (Youth Program Administrator), 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 7:00 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, with the consensus of the Committee, agreed to add the following item to the agenda: 12.2 - DPW - Columbia Street Pedestrian Bridge Railing Upgrade (Custom Pedestrian Bridge Fencing System (8 ft high)). 4. Approval of Minutes Alderperson Clairborne asked to correct the minutes of the March 30, 2011 City Administration Committee by adding that Marcia Fort received the local Harriet Tubman Spirit Award from St. James AME Zion Church and that the event at GIAC on March 31, 2011 was the Women's History Month Mini Museum. Alderperson Zumoff made a motion to approve the minutes, with corrections, from the March 30, 2011 meeting of the City Administration Committee. Seconded by Alderperson Rooker. Motion carried 5 -0. 5. Statements from the Public Tom Hanna of Ithaca spoke and expressed his observations about the changes being made to the Charter and Code. Greg Rothman of Ithaca spoke about the Africana Studies and Research Center and against Cornell University making a unilateral decision to move it under another department. City Administration Committee Meeting April 27, 2011 Page 2 Alyssa Clutterbuck of Fall Creek spoke against the Cornell University putting the Africana Studies and Research Center under another department. Africana Studies and Research Center encourages students to be involved in the community and putting this department under another department would be detrimental. Ms. Clutterbuck asked the Committee to pass a resolution to have Africana Studies and Research Center remain autonomous. Courtney Knapp, Cornell University student, encouraged the Committee to pass a resolution to support the autonomy of the Africana Studies and Research Center. Candance Katungi of Ithaca and former Cornell University student spoke about the Africana Studies and Research Center being moved under another Cornell department and encouraged the Committee to support the autonomy of the Africana Studies and Research Center. Joanne Oport of Ithaca encouraged the Committee to save the Africana Studies and Research Center by passing a resolution to support this initiative. Tim Marchell, Director of Mental Health Initiatives at Cornell University, shared his thoughts about the Columbia Street Bridge resolution. Mr. Marchell encouraged the Committee to consider keeping the proposed fencing at 8 ft high instead of at the proposed 4 ft high. Cynthia Brock, Executive Board of GIAC, spoke about the changes being made to the Charter and Code. Ms. Brock expressed concern about department heads not being involved in the changes, about department heads' power being reduced or eliminated and about involving all affected boards or associated departments when making changes. GIAC Board members spoke about the changes in the Charter and Code that would affect the hiring of the GIAC Director. The proposed changes being reviewed significantly reduce and potentially eliminate the voice and authority of the GIAC Board of Directors in the hiring of the GIAC Director, who also serves as the Executive Director of GIAC, Inc. The Board is opposed to the changes and asked that any discussions about the GIAC Director include the GIAC Board of Directors. Laurie Konwinski, of Ithaca and representing the Labor/Religion Coalition in this area, spoke about the Sweat Free Purchasing Policy and encouraged the Committee to pass this policy. 6. Employee Comments. None. 7. Common Council Response Alderperson Rooker thanked everyone for their comments and responded to comments made about the Sweat Free Purchasing Policy and the proposed changes to the Charter and Code. As a member of the Charter and Code Working Group there was no intent to remove any input from affected boards or departments. Alderperson Rooker explained the makeup of the department heads' search committee and wanted to ensure that the search committee for all department heads included Common Council representatives. Alderperson Mohlenhoff responded to comments about the proposed changes to the Charter and Code and explained that the proposed changes that are being considered tonight were more about language and not about City Administration Committee Meeting April 27, 2011 Page 3 power. Ms. Mohlenhoff mentioned that the memo sent out in November was to give an update from the Charter and Code Working Group. When the Committee gets to the topics that are in the memo, the affected groups or individuals will be included in the discussions. Alderperson Zumoff responded to the proposed changes to the Charter /Code and to comments about the Africana Studies and Research Center. Mr. Zumoff stated that the changes to the Charter /Code are to reflect what is actually happening in practice. Alderperson Zumoff talked about whether it was appropriate for the City to insert itself into how Cornell University organizes its internal structure. Alderperson Clairborne thanked everyone for attending the meeting and for their comments. Mr. Clairborne invited the public to attend the City Administration Committee meeting and comment about the issue of the Africana Studies and Research Center being moved under another department at Cornell University. What happens at Cornell University can affect the City and the community. The City could pass a resolution expressing concerns about this change. In addressing the proposed changes to the Charter /Code, Mr. Clairborne stated that the changes are to streamline processes. Chairperson Coles stated that Common Council has the responsibility to protect the life /interest of the City residents and has every right to write a resolution or comment with regards to the Africana Studies issue. In regards to the proposed changes to the Charter /Code, Ms. Coles stated that there has been confusion between what is written in the memo and the legislation being considered tonight; that the memo is not part of the legislation. Chairperson Coles asked City Attorney Hoffman to give an update on the sweat free policy. City Attorney Dan Hoffman gave an update on the Sweat Free legislation. A draft of the legislation will be ready for next month's meeting. 8. Workforce Diversity Advisory Committee (WDAC) Update The WDAC continues to discuss the department heads' diversity report outs to their respective committees. The Controller's Office, the Department of Public Works, Youth Bureau and the Attorney's Office gave a brief presentation of their diversity plan to Senior Staff and will debrief at a meeting of the WDAC. The WDAC is also working on ways to fine tune the process so that there is good communication around what department heads should be presenting and what is actually happening. Ms. Fort thanked the Committee for their commitment and support and invited them to attend the WDAC meetings, which are held on the fourth Monday of the month at 9:00 a.m. in the Common Council Chambers. 9. Safety Committee Update. None. 10. Regular Reports from Departments Reporting to CA. None. 11. Youth Bureau Request to Amend 2011 Youth Bureau Budget & Roster Moved by Alderperson Mohlenhof. . Seconded by Alderperson Rooker. City Administration Committee Meeting April 27, 2011 Page 4 WHEREAS, the Youth Program Assistant position was created in 2005 as a training position to allow promising job recruits an opportunity to grow into a Youth Program Leader Position, and WHEREAS, a Youth Bureau employee has done an exemplary job as a Youth Program Assistant and is qualified to become a Youth Program Leader, and WHEREAS it is fiscally prudent for the City to ensure that all employees are working to their maximum capacity, and WHEREAS, there is a need for the said employee to carry out the duties of the Youth Program Leader position, WHEREAS, the employee is already in a full -time roster position and therefore no significant increase in fringe benefits will be incurred; now, therefore be it RESOLVE, That Common Council hereby amends the 2011 Youth Bureau budget as follows: Increase Appropriation Accounts: A7310 -5110 -01201 Salary $5,506 A7310 -9010 Retirement $870 A7310 -9030 Fica/Medicare $422 A7310 -9040 Workers' Comp $248 Decrease Appropriations Accounts: A7310 -5120 -01240 Part-time Hourly $3,323 A1990 -5000 Unrestricted Contingency $3,323 and be it further RESOLVED, That the 2011 Authorized Personnel Roster of the Youth Bureau be amended as follows: Add: Youth Program Leader (35 hour per week) — Grade 12 and be it further RESOLVED, That the position of Youth Program Leader shall be filled by promotion and that the position of the Youth Program Assistant vacated by the promotion shall be retained in a vacant, unfunded capacity as long as the Youth Program Leader is filled. A vote on the resolution resulted as follows: Passed unanimously. 12. Department of Public Works uest to Increase Buduet Authorization for the Ithaca Citv Court Renovation City Administration Committee Meeting April 27, 2011 Page 5 Moved by Alderperson Rooker. Seconded by Alderperson Clairborne. WHEREAS, Capital Projects 747 and 748 were established in 2009 in the amounts of $460,000 and $285,000 respectively for the preparation of plans and specifications and construction of renovations to heating, ventilation, air conditioning and the window wall for the Ithaca City Court building, and WHEREAS, bids were opened on March 29, 2011, and WHEREAS, the total project budget is projected to exceed the authorized budget by $102,853, now therefore be it RESOLVED, That Common Council hereby approves the amendments for Capital Project 747 City Court Window Repair for an amount not to exceed $63,769 for a total project authorization of $523,769 and Capital Project 748 City Court HVAC Improvements for an amount not to exceed $39,084 for a total project authorized of $324,084, and be it further RESOLVED, That funds necessary for said amendments will be derived from the issuance of Bonds with up to a 25% reimbursement of cost through the New York State Office of Court Administration. A vote on the resolution resulted as follows: Passed unanimously. 2. Columbia Street Pedestrian Bridge Railing Upgrade ade (Custom Pedestrian Bridge Fencing System 8 ft high)) The Committee discussed this item and agreed not to move the resolution forward to allow more time for the Committee to review the resolution. The Department of Public Works will return next month with cost for delaying the project. 13. Human Resources (HR) Department 1. Proposed language Changes Regarding Designation and Appointment of City Officers 2. Proposed language Changes Regarding Structure of Finance Department 3. Proposed language Changes Regarding Basic Authorities of Department Heads and Deputies City Attorney Dan Hoffman and GIAC Director Marcia Fort joined the Committee in a discussion about the above three agenda items. Concerns were expressed about the hiring process for the GIAC Director. After discussion and in light of the concerns expressed by the GIAC Board of Directors, the Committee agreed to return the above agenda items to the Charter & Code Working Group Committee. 4. Director's Report: HR Director Michell -Nunn reported on the following: City Administration Committee Meeting April 27, 2011 Page 6 HR Monthly Report: The HR monthly report was sent electronically. Undoing Racism Workshop: Thirty -six City employees participated in the Undoing Racism Workshops conducted by David Billings. Today the City started discussions with Mr. Billings about what steps should be taken next. Diversity Report Outs: Some departments have presented their diversity plan to Senior Staff. Department heads have given positive feedback on the diversity report outs. They enjoy hearing what other departments are doing. Keyless Entry: The City continues to move forward on the keyless entry for City Hall and the Fire Department. Data is being inputted into the new system and policies /guidelines are being developed and put in place around access. World of Skills Job Fair: The City will participate in the World of Skills Job Fair tomorrow at the Holiday Inn. 14. Finance /Controller's Office Controller's Report: Controller Thayer reported on the following: Sales Tax Collections: The 2011 sales tax collections were increased by 3 %. Currently, the City is behind in the budgeted amount. The City's recent payment from sales tax collections was lower than last year by 1.2 %. Fuel Cost: Fuel cost continues to increase and is about 30% higher than 2010 for the same period of time. This increase will affect operations city wide. Mortgage Tax Collections: Each year, the mortgage tax collections are due in April and November. The City's annual collections have been shrinking due to weak economy and low housing market. For mortgage tax collections in 2008 the City received $573,000: in 2009 the City received $328,000; and in 2011 the first payment was $186,000 of the budgeted amount of $312,000. 15. Reports Mayor's Report. None. 2. Sub - Committee Updates Alderperson Rooker reported that the Shopping Cart Working Group will have one -on -one discussions with store managers /owners to get their feedback. 3. Council Members' Announcements. None. 4. Next Month's Meeting: May 25, 2011. City Administration Committee Meeting April 27, 2011 Page 7 16. Adjournment With no further business and on a motion by Alderperson Clairborne, the meeting was adjourned at 9:40 p.m.