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HomeMy WebLinkAboutMN-CA-2011-09-01CITY ADMINISTRATION COMMITTEE Regular Meeting September 28, 2011 Members Present: Alderperson McGonagle, Alderperson Zumoff, Alderperson Mohlenhoff, Alderperson Rooker, Alderperson Clairborne Members Present: Mayor Peterson Staff Present: Tom Dorman (Acting Fire Chief), Julie Holcomb (City Clerk), Leslyn McBean- Clairborne (Deputy GIAC Director), Krin Flaherty (Associate Attorney), 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 Clairborne called the meeting to order at 5:05 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Clairborne welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements Medication Disposal Event: There will be a Medication Disposal Event on Saturday — October 1, 2011. This event is being sponsored by a number of organizations, including the City. This is an event for people who have prescription drugs at home that are expired or that they no longer use and need to be disposed. The community can dispose medication at the following sites and times: TCAT Bus — 737 Willow Avenue — Ithaca, NY - 9:00 a.m. to 3:00 p.m. Dryden Fire Hall — 26 North Street — Dryden, NY - 9:00 a.m. to 10:30 a.m. Lansing Town Hall — 29 Auburn Road — Lansing, NY - 11:30 a.m. to 1:00 p.m. Community Health Education DaX: Cayuga Medical Center is sponsoring a Community Health Education Day on Saturday— October 29, 2011 — 11:00 a.m. to 2:00 p.m. at GIAC. This event is designed to educate or provide information to people about medical issues. Common Council Communication Plan: The Common Council Communication Plan will be discussed at the next City Administration Committee with City Clerk Julie Holcomb speaking more in depth about this plan. This plan will include how information in the community can best be communicated between Common Council members and their constituents. First People's Festival /Apple Harvest: The First People's Festival will be on Friday — September 30, 2011 and Saturday — October 1, 2011 at DeWitt Park. This is under the umbrella of the Apple Harvest Fest, which will start on Friday — September 30, 2011 and go until Sunday — October 2, 2011. City Administration Committee Meeting September 28, 2011 Page 2 3. Agenda Review and Amendments Chairperson Clairborne stated that the following items have been removed from the agenda: 12.2 — Common Council — Resolution to Cornell University Administrators Regarding the Change in Status for the Africana Studies and Research Center and 13.1 — Planning Department — Request to Approve Funding Match for TIGER III (Transportation Investment Generating Economic Recover) Grant Application. 4. Approval of Minutes Alderperson Rooker made a motion to approve the minutes, with corrections, from the August 31, 2011 meeting of the City Administration Committee. Seconded by Alderperson McGonigle. Motion carried 5 -0. 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response Alderperson McGonigal asked for an update on the Hydrilla issues in the inlet especially as it relates to the inlet being closed. City Clerk Holcomb gave an update on the Hydrilla issue and explained why the inlet has not yet been officially closed. 8. Workforce Diversity Advisory Committee (WDAC) Update HR Director Michell -Nunn gave the update for the WDAC. IT Director Duane Twardokus attended the WDAC meeting and presented the department's diversity plan. Ms. Michell -Nunn reported that the consultant for the resident survey called a resident who happened to be a member of the WRAC. Even though the resident/WDAC member was not home, the consultant left a message to be called back. The resident/WDAC member really appreciated the consultant leaving the call back message instead of moving on to the next resident. 9. Safety Committee Update. None. 10. Regular Reports from Departments Reporting to CA — City Clerk's Office City Clerk Julie Holcomb reported on the department's 2011 diversity plan. Ms. Holcomb reported on the following: Department Mission: The department's mission is to act as the City's Ombudsman, connecting the citizens with the information and services they need; to promote an open and informative government structure; to protect the City's history while preparing for the future. Department Demographics: The Clerk's Office has a total of three employees; all white females. City Administration Committee Meeting September 28, 2011 Page 3 Attrition (next 2 -5 years): The Clerk's Office has had little turnover. The department has not had a vacancy in eight years. There is one employee eligible for retirement in two years but the employee plans to work at least another four years. Selected Diversity Attribute/Measurement and Progress: In 2011, the Clerk's Office selected three of the Diversity Plan Attributes. They are Attribute 4 — Accommodation for Individuals with Disabilities: This attribute works into the Clerk's Office daily operations. They are in daily contact with people who have disabilities since they issue handicap parking permits and provide access to City facilities and programs. Through that initial contact, the staff finds other ways to assist people with disabilities. The Clerk's Office staff the Disability Advisory Council (DAC). When DAC have different initiatives, the Clerk's Office provides staff support as well. City staff attended a number of trainings and meetings at Finger Lakes Independence Center (FLIC) to talk about things such as parking, service animals, and emergency preparedness for people with disabilities. The Clerk's Office also provides internal office accommodations for employees who have disabilities or different learning styles. • Attribute 5 — Development and Implementation of Programs to Promote Diversity and Inclusion: With little staff turnover, this attribute challenged the staff the most. One way the Clerk's Office can become involved with any type of recruitment, planning or opportunities to diversity its staff is through the use of contractors or temporary employees. This year they had the opportunity to conduct a city -wide dog enumeration. All three (3) contractors hired were people of color, who did a phenomenal job. The Clerk's Office was opened on Sunday — July 24, 2011 to issue marriage licenses to couples of the same sex. The turnout was small but they met some great people. The Clerk's Office is helping to develop a gender neutral wedding ceremony for marriage officers. City Clerk Holcomb is the coordinator for the City's Special Events Team. This has been an opportunity to work with a lot of event organizers on local celebrations and festivals that highlight different cultures and ethnicity. The Clerk's Office has learned about different cultures through their different ceremonies such as Dotting the Eyes of the Dragon. The Clerk's Office was given a Certificate of Appreciation from the Latino Civic Association and No More Tears for helping with the Puerto Rican festival. There was a nice dinner ceremony and it gave them the opportunity to be out in the community more. • Attribute 6 — Demonstrated Commitment o Continuous Learning: Two of the three employees in the Clerk's Office have attended the Undoing Racism Workshop. If this course is offered again, the third person in the office will be able to attend the training. The workshop was very eye opening, helpful and thought provoking. The City Clerk has co- developed and co- facilitated a training course on emergency management for people with disabilities. The City will have to put more of a focus on being able to reach out to people who may have different learning styles or who, in emergency situations, may need to be approached City Administration Committee Meeting September 28, 2011 Page 4 differently because of disabilities. The person with the disability will need to be able to understand the instructions they are being given and how they are trying to be helped or the emergency responder will need to understand the different types of equipment that they have and what is needed to relocate people with disabilities. Ms. Holcomb encouraged City employees to attend the upcoming disability awareness training for municipalities and emergency responders. The Clerk's Office staff expressed concern with the layout of the report and the departmental demographics. In smaller departments there may be things that identify staff in certain ways that people are not comfortable with. They suggested that perhaps that type of data or statistics could be forwarded to the HR Department. The HR Department would collect this data for the City and put it out as an annual report. That way people do not feel as easily identified in certain areas, especially if the reports are included in the agenda that are then put on the internet or are televised. Chairperson Clairborne stated that the diversity report is mainly for showing the City's commitment toward diversity and inclusion. HR Director Michell -Nunn stated that the Diversity Plan was adopted by Common Council in 2004. The public reports are done so that the community is aware of what is going on with the City as well as a way for the departments to get feedback and input from Common Council, Senior Staff, Workforce Diversity Advisory Committee and the workforce. The Committee thanked City Clerk Holcomb for her diversity report. 11. Mayor's 2012 Budget Updates Controller Thayer gave an update on the Mayor's 2012 budget and stated that the Mayor's budget will be presented at the October 6, 2011 Common Council meeting. The City is trying to maintain the core services needed by the community while keeping the tax burden at an absolute minimum. Mr. Thayer stated that the City's property tax cap is at 4.17% and explained how this number was derived. The City is waiting on more details from the State about the property tax cap. The City can override the 4.17% property tax cap by approving a local law prior to the adoption of the 2012 budget. 12. Common Council A Local Law to Override the Tax Lew Limit Established in General Municipal Law Moved by Alderperson Rooker. Seconded by Alderperson Zumoff. Local Law No. of the year 2011 City of Ithaca, County of Tompkins, New York A local law to override the tax levy limit established in General Municipal Law §3 -c Section 1. Legislative Intent It is the intent of this local law to allow the City of Ithaca to adopt a budget for the fiscal year commencing January 1, 2012 that requires a real property tax levy in excess of the "tax levy limit" as defined by General Municipal Law § 3 -c. City Administration Committee Meeting September 28, 2011 Page 5 Section 2. Authority This local law is adopted pursuant to subdivision 5 of General Municipal Law §3 -c, which expressly authorizes a local government's governing body to override the property tax cap for the coming fiscal year by the adoption of a local law approved by a vote of sixty percent (60 %) of said governing body. Section 3. Tax Levy Limit Override The Common Council of the City of Ithaca, County of Tompkins, New York, is hereby authorized to adopt a budget for the fiscal year commencing January 1, 2012 that requires a real property tax levy in excess of the amount otherwise prescribed in General Municipal Law §3 -c. Section 4. Severability If a court determines that any clause, sentence, paragraph, subdivision, or part of this local law or the application thereof to any person, firm or corporation, or circumstance is invalid or unconstitutional, the court's order or judgment shall not affect, impair, or invalidate the remainder of this local law, but shall be confined in its operation to the clause, sentence, paragraph, subdivision, or part of this local law or in its application to the person, individual, firm or corporation or circumstance, directly involved in the controversy in which such judgment or order shall be rendered. Section 5. Effective date This local law shall take effect immediately upon filing with the Secretary of State. A vote on the resolution resulted as follows: Passed unanimously. 2. Resolution to Cornell University Administrators Regarding the Change in Status for the Africana Studies and Research Center This item was pulled from the agenda. 13. Planning and Development Request to Approve Funding Match for TIGER III (Transportation Investment Generating Economic Recovery) Grant Application This item was pulled from the agenda. 14. Fire Department Resource Recovery Legislation Associate Attorney Krin Flaherty and Acting Fire Chief Tom Dorman attended the meeting to update the Committee on the Resource Recovery Legislation. This legislation is about the City trying to recover cost for City services from people who commit malicious or illegal acts such as City Administration Committee Meeting September 28, 2011 Page 6 throwing mannequins in the gorge, pulling false alarms, swimming in the gorge where it is prohibited, walking on a trail in the gorge, etc. These types of incidents can consume a lot of the Fire Department's resources and keep them from responding to true incidents. Since 1993, the Fire Department has tracked these incidents and can provide this data to the Committee. After discussion, Alderperson Mohlenhoff made a motion to send this item to the Budget Implications & Labor Issues Sub - Committee for follow -up. Seconded by Alderperson Rooker. A vote on the resolution resulted as follows: Ayes (4): Clairborne, Mohlenhoff, Rooker, Zumoff Nays (1): McGonigal Motion passed 4 -1. 15. Human Resources (HR) Department Director's Report. HR Director Michell -Nunn reported on the following: Anti - Discrimination Policy: The Anti - Discrimination Policy will be on the agenda next month for approval. Comp StudX: The HR Department has hired a consultant to do the comp study for the Executive Association and Managerial employees. Employee SurveX: The consultant received over 200 responses to the electronic employee survey. The survey was made available, manually, to employees without GroupWise or access to a computer. Contract Negotiations: The City is participating in contract negotiations with four unions. The other two unions' contracts will expire on December 31, 2011. Flu Shot Clinic: The Flu Shot Clinic is scheduled for Thursday — October 21, 2011 from 11:00 a.m. to 3:00 p.m. 16. Finance /Controller Refunding Bond Resolution Moved by Alderperson McGonigal. Seconded by Alderperson Mohlenhoff. A resolution was put forth authorizing the issuance of Public Improvement (Serial) 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, the amounts and the specifics about each capital improvement are included in the resolution. City Administration Committee Meeting September 28, 2011 Page 7 A vote on the resolution resulted as follows: Passed unanimously. 2. Request to Amend 2011 Budget for Various Reimbursements Moved by Alderperson Mohlenhoff. Seconded by Alderperson Zumoff. WHEREAS, during 2011 City of Ithaca departments have received various reimbursements, sale of scrap metal and Community Celebrations Grants that were unanticipated and need to be accounted for, and WHEREAS, the reimbursements total $13,399 as follows: Sale of Scrap $ 266 Reimbursement of Tree Removal 3,683 Community Celebrations Grants 9,450 $13,399 ; now, therefore, be it RESOLVED, That Common Council hereby amends the 2011 Authorized Budget as follows to account for said receipt and expenditures of funds: Increase Revenue Accounts: A1012 -2379 Celebrations $ 9,450 A5132 -2665 Garage Sale of Equipment 266 A7111 -1710 Parks & Forestry Services 3,428 A7111 -2655 Parks & Forestry Minor Sales 255 $13,399 Increase Appropriations Accounts: A1012 -5435 Celebrations $ 9,450 A5132 -5481 Garage Small Tools 266 A7111 -5485 Parks & Forestry Trees 3,683 $13,399 A vote on the resolution resulted as follows: Passed unanimously. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax: To date the City has collected 64% of the budgeted amount of $12,289,000. Travelers Insurance: Travelers Insurance has agreed to pay for a lawsuit that they initially denied. The City is working with Travelers to get reimbursed for this lawsuit. City Administration Committee Meeting September 28, 2011 Page 8 Auditors: The state auditors have returned to do another cost savings and revenue enhancement audit. The City has not yet received the report from the last audit. 17. Reports 1. Mayor's Report. None. 2. Sub - Committee Updates. None. 3. Council Members' Announcements Alderperson Mohlenhoff mentioned that the employee survey has been completed. The consultant received 360 responses from employees. Alderperson Mohlenhoff thanked everyone who participated in the survey. 4. Next Month's Meeting: October 26, 2011. 18. Adjournment With no further business and on a motion by Alderperson Rooker, the meeting was adjourned at 6:50 p.m.