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HomeMy WebLinkAboutMN-CA-2011-11-01CITY ADMINISTRATION COMMITTEE Regular Meeting November 30, 2011 Members Present: Alderperson McGonagle, Alderperson Zumoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Members Excused: Alderperson Mohlenhoff Staff Present: Ed Vallely (Police Chief), Tom Parsons (Fire Chief), Dan Hoffman (City Attorney), Bill Gray (Superintendent of Public Works), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Nels Bohn (IURA), Paul Mazzarella (INHS), Members of the Public, Members of the Media Chairperson Clairborne called the meeting to order at 8:01 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Clairborne welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments. None. 4. Approval of Minutes Alderperson Rooker made a motion to approve the minutes, with corrections, from the October 26, 2011 meeting of the City Administration Committee. Seconded by Alderperson McGonigle. Motion carried 4 -0. 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity Advisory Committee (WDAC) Update The WDAC met on Monday — November 28, 2011. The City Chamberlain's Office presented its diversity report to the WDAC at this meeting. Assistant Superintendent of Public Works (S &F) Ray Benjamin attended the meeting to discuss the hiring practices for DPW Streets & Facilities. At this point there is going to be a focus looking at the City's recruitment /outreach as it relates to seasonal hires. 9. Safety Committee Update. None. City Administration Committee Meeting November 30, 2011 Page 2 10. Regular Reports from Departments Reporting to CA — Police Department Police Chief Ed Vallely reported on the department's 2011 diversity plan. Mr. Vallely reported on the following: Department Mission: The Department's Mission is to enhance the quality of life in the community by working cooperatively with the public, within the framework of the U.S. constitution; to enforce the law; to preserve the peace; to reduce fear and prove for a safe environment for all. Department Demographics: The Police Department has a total of eighty -one (8 1) employees; 15 white females; 7 black males; 2 black females; 2 Hispanic males; and 1 Asian male. Diversity Attribute Selected: The Police Department selected the following attributes: Attribute 1 - Established Foundation for Diversity and Inclusiveness: The City of Ithaca has a goal to reflect what Roosevelt Thomas, Jr. defines as attribute diversityl: different personal characteristics such as race, sex, national origin, religion, sexual orientation, and disability status throughout all departments, and at all levels of the City of Ithaca. The City of Ithaca recognizes that an effective and successful diversity and inclusiveness initiative includes established equal opportunity and affirmative action programs to ensure equal access to opportunity in employment. Attribute 2 - Demonstrated Commitment to Diversity and Inclusiveness: The goal is for City of Ithaca employees and volunteers to value different personal characteristics such as race, sex, national origin, religion, sexual orientation, and disability status across all formal and informal organizations, to recognize and respond effectively to differences, and to identify and remove systemic and historical barriers to the goal of diversity. Attrition: There are 11 employees eligible to retire in 2012. Of these 11 employees, there are two who are from the protected class. Vacancies: There were four officers hired in 2011; 3 while males and 1 white female. The Workforce Diversity Selection Review Committee meeting was not necessary as these new employees were hired from a civil service eligible list. The Police Department has worked diligently to diversify its workforce. They have done this, in part, by the creation of the recruitment team in 2004. The team, which is led by a Police Sergeant, consists of officers who volunteer a significant amount of time and are committed toward diversifying the department. Since its inception, the recruitment team has interviewed over a hundred candidates. Since 2004, there have been 28 new hires of which 22% were members of a protected class. As outreach or recruitment efforts, some of the activities that the Department has participated in are as follows: • Advertised in metropolitan areas throughout NYS using print, television, internet and radio; • Broadened the eligibility to take the civil service exam by allowing anyone in the U.S to take the exam; • Offered internships for area college students; • Conducted on -site recruitments at colleges and universities; City Administration Committee Meeting November 30, 2011 Page 3 • Sent out SWAT truck and officers to participate in local community events and parades, which encourages conversation between the officers and citizens; • Joint recruitment displays and interactive activities with the Ithaca Fire Department at the Ithaca Festivals; • Offered test preparation classes at Southside Community Center, the Greater Ithaca Activities Center and Ithaca High School. Hiring Process: The civil service exam for Police Officer is held usually every two years. The last exam was held in 2010. Of the 398 applicants, 319 participated in the exam. A list of candidates eligible for interview is given to the Chief, who in turn shares this list with the recruitment team. The recruitment team conducts the initial screening interview of eligible candidates and makes recommendations on whether or not the candidate should continue on for an interview with the Chief and members of the Chief's interview committee. The Chief's interview committee consists of the chief, both deputy chiefs, the Director of HR, the PBA President or PBA representative and a representative of the Workforce Diversity Advisory Committee. After interviewing with the Chief's interview committee, the Chief makes the final decision on who to hire. The Chief expressed his appreciation for the work done by the recruitment team and has been very pleased with the candidates recommended by them for further interview. Retention: Retaining officers is not the most difficult task. It is important to the department to create an environment where all employees feel comfortable. To do this, administrative staff and officers have attended workshops and trainings dealing with diversity (e.g. Undoing Racism Series, Talking Circles on Race and Racism, etc.) Barriers to the Recruitment of a Diverse Workforce: The department has done fairly well in hiring and promoting minority candidates. Since 2005, 28 officers were hired; 22% were members of a protected class. Since becoming Police Chief in 2008, eight officers were promoted to a supervisory position. Of the eight promoted, 25% were protected class employees. The department is striving to increase the hiring of women and people of color (e.g. Asians, Hispanics, etc.) The biggest barriers in meeting the diversity goals are the civil service exam and the physical agility standards. These are required to become a police officer. The civil service rules that require hiring from the top three on the eligible list can prevent the department from reaching a broader candidate pool. The department has made a concerted effort to provide tutoring for the civil service test and assistance in training for the physical fitness test. Other barriers to diversifying the workforce are the lack of employee turnover and budget constraints that prevent the department from filling vacant positions. Education and Training: The employees in the department have participated in the following events: Strategy Group: This group was formed by Mayor Peterson and community leaders of color to address difficult issues in race relations in the City; Ride Along Program: The Ride Along Program is available for civilian policy academy and area college students who are interested in a law enforcement career; Martin Luther King, Jr. Breakfast/Juneteenth: The chief and a number of officers attended these events; City Administration Committee Meeting November 30, 2011 Page 4 FBI National Academy: The Chief recommended an officer of color, who was ultimately chosen, to attend the FBI Academy; Explorer Post at IPD: The goal of the Explorer Program is to have a positive influence on the explorer's future. The explorers are young men and women between 14 and 21 years of age. Several explorer s have gone on to various careers including law enforcement and the military. Trainings: Some training attended by officers and command staff have been Undoing Racism, Violence in the Workplace, Legal Issues in Law Enforcement, Community Diversity Roundtable, Disability Awareness, Sexual Harassment Prevention for Supervisors, Sexual Harassment Prevention for Officers, etc. Chairperson Clairborne commended the department on giving the test prep course, talked about the potential turnover in the next few years and asked if the Chief has formulated a plan on how the transition would take place. Police Chief Vallely responded that a plan has not been formulated since no one has given him any date for retirement. Alderperson Rooker asked about the civil service exam and for an explanation of the rule of 3. Chief Vallely explained the civil service process and the rule of 3. The Committee thanked Police Chief Vallely for his diversity report. 11. Planning and Development/IURA Loan Subordination and Restructuring to Facilitate INHS Acquisition of MHATC Housing Moved by Alderperson McGonigal. Seconded by Alderperson Zumof£ WHEREAS, on October 20, 2011, Ithaca Neighborhood Housing Services, Inc. (INHS) executed a Transfer Agreement with Mutual Housing Association of Tompkins County, Inc. (MHATC) to acquire the MHATC housing project in the Northside neighborhood as part of a plan for dissolution of MHATC, which plan must additionally be approved by the New York State Attorney General and the Supreme Court of the State of New York as required by Not - for - Profit Corporations Law, and WHEREAS, MHATC owns and manages 28 units of affordable housing located within the block bounded by Adams Street, First Street, Franklin Street and Alice Miller Way, and WHEREAS, INNS has developed a plan to assume and refinance MHATC debt on the project, pay outstanding property tax obligations, commit to fund over $200,000 of immediate property upgrades and repairs, and operate the property as affordable housing without dislocation of any tenants in good standing, and WHEREAS, MHATC acquired title to the Phase 1 MHATC First Street Property (tax map #25.- 3-1.1) from the City of Ithaca on April 30, 1992 for a purchase price of $90,000, payable over 24 years and secured by a mortgage lien on the parcel, and City Administration Committee Meeting November 30, 2011 Page 5 WHEREAS, MHATC is delinquent on property taxes and has an outstanding balance due of $45,582.28 to the City of Ithaca as of December 1, 2011, and WHEREAS, INNS seeks to secure refinancing debt for the acquisition project with first - mortgage liens on the project property and requests the City to subordinate its mortgage lien to a new mortgage lien, and WHEREAS, INHS proposes to assume MHATC's loan obligation with respect to the City provided the loan is restructured, and WHEREAS, the City -to -MHATC loan established a 12 -year period of 3% interest -only payments ($225/mo.) followed by a 12 -year period beginning in 2004 of principal plus interest payments at 7% interest ($920 /mo.) to fully amortize the debt in 2016, and WHEREAS, MHATC remained current on the loan through 2004 but never made a principal plus interest payment and still owes the full $90,000 principal balance, and WHEREAS, INHS proposes to assume a restructured MHATC loan to fully repay the City the outstanding principal balance of $90,000 over 20 years at 2% ($455/mo.), and WHEREAS, upon acquisition of MHATC property INHS commits to pay delinquent property taxes due to the City, and WHEREAS, the Ithaca Urban Renewal Agency reviewed this matter at their October 27, 2011 and recommends that the Common Council approve restructuring the City to MHATC debt as requested by INHS to allow INHS to invest over $200,000 in immediate facility upgrades and repairs while maintaining rents at rates affordable to low- and moderate - income families, and WHEREAS, the City Administration Committee considered this matter at their November 30, 2011 meeting and recommended the following; now, therefore, be it RESOLVED, That in order to induce INHS to acquire MHATC real estate as part of an MHATC dissolution plan and operate the existing 28 housing units located on First Street and Alice Miller Way as affordable housing without dislocating any tenants in good standing, the Common Council of the City of Ithaca hereby agrees to subordinate its mortgage lien on the Phase 1 MHATC First Street Parcel (tax map parcel #25.- 2 -1.1) to a mortgage lien and/or other security securing lender/bond purchaser for the INNS acquisition project, on such terms and conditions as required by any lender or bond purchaser financing the acquisition project and approved by the City Attorney, and be it further RESOLVED, That the City agrees to: 1. Authorize assignment of the $90,000 MHATC loan to INHS; 2. Forgive all delinquent payments of principal and interest on the loan; 3. Modify the loan terms to repay the full $90,000 outstanding principal balance over 20 years at a 2% interest rate ($455/mo.), and be it further City Administration Committee Meeting November 30, 2011 Page 6 RESOLVED, That the Mayor, upon the advice of the City Attorney, is hereby authorized to execute all necessary and appropriate documents to implement this resolution, including, but not limited to, a subordination agreement and a loan - modification agreement. A vote on the resolution resulted as follows: Passed unanimously. 2. Waive & Subordinate Ci . 's Right of First Refusal on MHATC First Street Property to Facilitate INNS Acquisition of MHATC Housing Moved by Alderperson Rooker. Seconded by Alderperson Zumoff. WHEREAS, on October 20, 2011, Ithaca Neighborhood Housing Services, Inc. (INHS) executed a Transfer Agreement with Mutual Housing Association of Tompkins County, Inc. (MHATC) to acquire the MHATC housing project in the Northside neighborhood as part of a plan for dissolution of MHATC, and WHEREAS, MHATC owns and manages 28 units of affordable housing located within the block bounded by Adams Street, First Street, Franklin Street and Alice Miller Way, and WHEREAS, MHATC acquired title to the phase 1 MHATC First Street property (tax map #25.- 3-1.1) from the City of Ithaca on April 30, 1992, for a purchase price of $90,000, payable over 24 years; and WHEREAS, in conveying said property to MHATC, the City retained a right of first refusal — i.e., the right to reacquire the property in the event of a future sale or conveyance by MHATC, by matching a bona fide offer received by MHATC, within 60 days of notification of such offer, and WHEREAS, MHATC proposes to convey the property to INHS under terms whereby INNS agrees to assume project debt, commit to fund over $200,000 of immediate property upgrades and repairs, and operate the property as affordable housing without dislocation of any tenants in good standing, and WHEREAS, the MHATC Board plans to dissolve the MHATC organization upon transfer of its assets, and WHEREAS, transfer of MHATC real property to INHS will ensure retention of a 28 -unit affordable housing resource, and WHEREAS, the City Administration Committee considered this matter at their November 21, 2011 meeting and recommended the following; now, therefore be it RESOLVED, That in order to induce INHS to acquire MHATC real estate as part of an MHATC dissolution plan and operate the existing 28 housing units located on First Street and Alice Miller Way as affordable housing without dislocating any tenants in good standing, the Common City Administration Committee Meeting November 30, 2011 Page 7 Council of the City of Ithaca hereby agrees to waive its right of first refusal over the phase 1 MHATC First Street parcel (tax map parcel #25.- 2 -1.1), and be it further RESOLVED, The Common Council of the City of Ithaca hereby agrees to subordinate its right of first refusal over the phase 1 MHATC First Street parcel (tax map parcel #25.- 2 -1.1) to a mortgage lien and/or other security securing INHS' lender/bond purchase for the project, on such terms and conditions as required by any lender or bond purchaser financing the acquisition project and approved by the City Attorney, and be it further RESOLVED, That the Mayor, upon the advice of the City Attorney, is hereby authorized to execute all necessary and appropriate documents to implement this resolution, including, but not limited to, a subordination agreement.0 A vote on the resolution resulted as follows: Passed unanimously. 3. Request to Release Funds from Restricted Contingency for Henry St. John Local Historic District Nomination Grant Moved by Alderperson Zumoff. Seconded by Alderperson Rooker. WHEREAS, as part of the 2011 Authorized Budget $3,000 was placed in Restricted Contingency to provide funds for the required cash match for the Reserve New York Grant Program of the Preservation League of New York State for funds to engage a consultant for survey and documentation pursuant to the preparation of New York State and National Registration nominations for the "Henry Saint John Survey Area," and WHEREAS, the grant was applied for in April 2011 and recently approved; now, therefore be it RESOLVED, That Common Council hereby approves the transfer of an amount not to exceed $3,000 from Account A1990 Restricted Contingency to Account A8020 -5435 Planning and Development Contracts for the purposes of providing the cash match for said Preserve New York Grant. A vote on the resolution resulted as follows: Passed unanimously. 12. Department of Public Works Approval of Sale of Surplus Land City Attorney Dan Hoffman, Superintendent of Public Works Bill Gray and Ithaca Urban Renewal Agency Director Nels Bohn talked about the selling of City surplus properties. After the discussion, the Committee suggested that staff create a process on the selling of City properties and bring back to this Committee. City Administration Committee Meeting November 30, 2011 Page 8 13. Fire Department Request for Roster Change Moved by Alderperson Rooker. Seconded by Alderperson Zumoff. WHEREAS, the Fire Department has a reduction in staffing, thus creating an adjustment of assignments and responsibilities in the Fire Department, and WHEREAS, the elimination of a Deputy Fire Chief position has reduced management capacity within the Fire Department, and WHEREAS, the areas of responsibility and the workloads of the Fire Chief and remaining Deputy Fire Chief will need to be adjusted as needed to maintain the function of the Fire Department, and WHEREAS, the position of Fire Alarm Superintendent position is not funded in 2012 and the need for some of those responsibilities relating to fire protection system inspections to be transferred to persons in the Fire Department, and WHEREAS, the nature of code enforcement, the need for day -to -day guidance, and quality assurance are very time intensive, and WHEREAS, due to the resignation of a person working in a half -time position for Financial Clerk for the Fire Department, and WHEREAS, the Fire Department has proposed an adjustment to facilitate staffing changes; now, therefore be it RESOLVED, Common Council hereby authorizes the creation of an additional Fire Lieutenant position to serve as a supervisor in the Fire Prevention Bureau, thus allowing the Fire Chief to delegate certain responsibilities to that Fire Lieutenant, and be it further RESOLVED, The vacancy created by the promotion of a Fire Fighter to Lieutenant will be not be filled, and be it further RESOLVED, One Fire Fighter position will be eliminated from the Fire Department roster, and be it further RESOLVED, The position of half -time Financial Clerk will be eliminated from the roster, and be it further RESOLVED, The position of Fire Alarm Superintendent will be eliminated from the Fire Department roster, and be it further City Administration Committee Meeting November 30, 2011 Page 9 RESOLVED, That the funding for the new position of Fire Lieutenant will be derived from the existing authorized Fire Department budget, and be it further RESOLVED, That this action is contingent on the approval of the Town of Ithaca. A vote on the resolution resulted as follows: Passed unanimously. 14. Human Resources Approval of Retiree Health Insurance Co- Payment Moved by Alderperson McGonigal. Seconded by Alderperson Rooker. WHEREAS, the City currently, 2011, charges a majority of City retirees and those employees on leave of absence $221.84 per month for individual health insurance coverage, and $507.98 per month for family coverage, which equates to 33.50% of the 2011 premium equivalent rate, and WHEREAS, these retiree rates have been adjusted annually per the consumer price index (CPI) small cities percentage since 2005, and WHEREAS, the premium equivalent rate has been increasing greater than the CPI for several years, therefore reducing the annual retiree contribution, and WHEREAS, in light of the significant increase in past years in the City health insurance rates and the related hardship these increases would have caused City retirees and persons on leaves of absence had the City charged full rates, the City has adopted a policy of not charging the full rate increases to those individuals, and WHEREAS, the City's financial status is being heavily pressured by increasing health insurance costs, and WHEREAS, the City is now recommending that the retirees co- payment insurance increase at the same percentage increase or decrease of the premium equivalent rate on an annual basis, for 2012 the increase is 9.5 %; now, therefore be it RESOLVED, That Common Council hereby establishes the 2012 monthly rate of health insurance coverage for retires and those employees on leaves of absence at a $242.91 for individual coverage and $556.24 for family coverage, which represents a 9.5% increase over the current retiree health insurance rate charged, and be it further RESOLVED, That the 2012 rate shall be effective January 1, 2012, and be it further RESOLVED, That the future retiree health insurance rates shall be reviewed annually by the City Controller's Office and adjusted by the percentage increase /decrease to the City's premium City Administration Committee Meeting November 30, 2011 Page 10 equivalent rate with appropriate notification by the Human Resources Department to retirees regarding future rate changes, and be it further RESOLVED, That said increase in retiree health insurance rates do not apply to those retires that currently have a fixed rate of health insurance premium. A vote on the resolution resulted as follows: Passed unanimously. 2. Director's Report. None. 15. Finance /Controller's Office Authorization to Cover Red Accounts Moved by Alderperson Zumof£ Seconded by Alderperson McGonigal. RESOLVED, That the City Controller be empowered to make transfers within the 2011 Budget appropriations, as needed, for the remainder of the 2011 Fiscal Year. A vote on the resolution resulted as follows: Passed unanimously. 2. Request to Transfer Funds from Reserved Fund Balance to Cover CSEA Compensation Plan Salary and Benefit Increases Moved by Alderperson Rooker. Seconded by Alderperson Zumoff. WHEREAS, as part of the authorized City budgets for 2006, 2007, 2008 and 2009 a total of $325,000 was set aside to help fund the initial phase of the CSEA Compensation Plan, and WHEREAS, the CSEA Compensation Plan was implemented in 2011 with Phase I costs for salaries and benefits expended throughout the year; now, therefore be it RESOLVED, That Common Council hereby directs the City Controller to make all necessary transfers to various accounts to help cover the costs of salary and benefits for the first phase of the CSEA Compensation Plan in an amount not to exceed $325,000 from the City's Reserved Fund Balance for the CSEA Compensation Plan, and be it further RESOLVED, That future funding of Phase II —V of the CSEA Compensation Study will be made part of future City Budgets 2012 -2015 as appropriate. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting November 30, 2011 Page 11 3. Resolution Authorizing the Issuance of Bonds Moved by Alderperson Rooker. Seconded by Alderperson McGonigal. A resolution was put forth authorizing the issuance of $4,566,000 Bonds for the City of Ithaca to pay the cost of certain capital improvements in and for the City. The capital improvements to be financed by the bond resolution and the specifics about each capital improvement are included in the resolution. A vote on the resolution resulted as follows: Passed unanimously. 4. Controller's Report. Controller Thayer reported on the following: Budget (2012): The 2012 Budget has been approved. Common Council approved the City's property tax cap and it has been submitted to NYS as required. Auditors: The Controller's Office has been busy with auditors for the last couple of months. The State auditors are wrapping up their field work. The external auditors have started on the 2010 audit field work. Sales Tax: To date the City has collected 81% of the budgeted amount of $12,289,000. Mortgage Tax Revenue: The City is on pace to meet the budgeted amount of $312,000. Fine Revenues: The City is on pace to exceed the budgeted amount of $1,120,000. Parking Revenues: Parking revenues will be about $70,000 short of the budgeted amount of $2,025,000. The City will adjust accordingly for 2012. Building Permit Revenues: The City has collected to date $290,000 of the budgeted amount of $430,000. Overtime Cost: The City will exceed the budgeted amount of $900,000. Health Insurance Cost: The City will be over the budgeted amount for health insurance and may have to transfer funds from the reserve pool to cover the cost. State Budget: The State continues to change its projections as it relates to deficits and gaps. This could mean for the City a reduction or delay in our state aid. Pension Cost: The 2011 pension payment is $4,358,000. This payment is due by February 1, 2012. To receive a discount of about $40,000 the City must make the payment by December 15, 2011. City Administration Committee Meeting November 30, 2011 Page 12 16. Reports Mayor's Report. None. 2. Sub - Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: December 19, 2011. 17. Adjournment With no further business and on a motion by Alderperson Rooker, the meeting was adjourned at 9:55 p.m.