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HomeMy WebLinkAboutMN-CA-2012-02-01CITY ADMINISTRATION COMMITTEE Regular Meeting February 29, 2012 Members Present: Alderperson Brock, Alderperson Fleming, Alderperson Kerslick, Alderperson Proulx, Alderperson Clairborne Members Excused: Mayor Myrick Staff Present: Addisu Gebre (Bridge Systems Engineer), Bill Gray (Supt of Public Works), Phyllis Radke (Building Commissioner), Duane Twardokus (IT Director), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Ithaca High School Students (Sara Shenk's Class), Members of the Public, Members of the Media Chairperson Clairborne called the meeting to order at 6:05 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Clairborne welcomed everyone to the meeting including the Ithaca High School students from Sara Shenk's class and explained the evacuation procedures. 2. Announcements Chairperson Clairborne mentioned the Common Council retreat on Saturday — February 25, 2012. Common Council discussed the budget and the budget process. 3. Agenda Review and Amendments Chairperson Clairborne made the following changes to the agenda: • Item 9 — Safety Committee /Workplace Violence Prevention Team: There will be a report on this item at the March meeting; • Item 13.1 — Approval of 2010 Single Audit: This item was removed from the agenda; • Item 14.1 — Executive Session to Discuss Potential Settlement of Pending Litigation: This item was removed from the agenda. • New Item 14.1 — Planning Department — Request Support for Feasibility Study at Downtown Combined Heat and Power /District Energy Utility Solution: This item was asked to be added to the agenda but will be tabled because there was no one from the department to answer questions. 4. Approval of Minutes Alderperson Kerslick made a motion to approve the minutes, with corrections, from the January 25, 2012 meeting of the City Administration Committee. Seconded by Alderperson Proulx. Motion carried 5 -0. City Administration Committee Meeting February 29, 2012 Page 2 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity Advisory Committee (WDAC) Update The WDAC discussed the next step for departments' diversity plan reports, the seasonal hiring process and the presentation that will be given to Common Council about the history of Workforce Diversity Advisory Committee. 9. Safety Committee/Workplace Violence Prevention Team Update. None. 10. Building Department Request Funds to Complete Software Upgrade Moved by Alderperson Kerslick. Seconded by Alderperson Brock. WHEREAS, the Building Department has developed and implemented a computer software program since 2007 to automate housing inspections, and WHEREAS, the software has improved efficiencies, streamlined the house inspections and improved revenue, and WHEREAS, City staff would like to expand this software to include; digitalized records; accounts receivable automation; building and electrical permits; various forms; inspection records and property maintenance enforcement, and WHEREAS, the estimate to provide this software expansion is $13,498, of which $4000 was set aside previously, leaving $9,498 to fund, and WHEREAS, it is expected that once the software expansion is complete and implemented, increased revenue generation and more cost effective Building Department operations can be expected; now, therefore be it RESOLVED, That Common Council hereby transfer an amount not to exceed $9,498 from account A1990 Unrestricted Contingency to account A3620 -5435 Building Department Contracts for the purposes of said software expansion. A vote on the resolution resulted as follows: Ayes (4): Brock, Clairborne, Fleming, Kerslick Nays (1): Proulx City Administration Committee Meeting February 29, 2012 Page 3 Passed 4 -1. 11. Department of Public Works Request to Amend Capital Projects #725 (Replacement of the East Clinton Street Bridge Project), #726 (Prospect Street Reconstruction), #618 (Prospect Street Sanitary Sewer Improvement), and #518 (Prospect Street Water Main Improvement) Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, a Project for Prospect Street Reconstruction and Replacement of the East Clinton Street Bridge Project P.I.N. 375457 ( "the Project ") is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs to be borne at the ratio of 80% federal funds and 20% non - federal funds, and WHEREAS, the Common Council authorized the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of Scoping, Preliminary Design, Detailed Design, and Right -of -Way Incidentals work for the Project or portions thereof, and WHEREAS, the sum of $494,000 has been appropriated (Capital Project # 725, $280,000, and Capital Project # 726, $214,000) and were available to cover the cost of participation in the above phase of the Project, and WHEREAS, bids were received for Prospect Street Reconstruction and Replacement of the East Clinton Street Bridge Project on February 13, 2012, and WHEREAS, FAHS Construction Group submitted the low bid for Prospect Street Reconstruction and Replacement of the East Clinton Street Bridge Project in the amount of $3,512,333.00, and WHEREAS, the amended project budget is projected to be $5,280,000 and is composed of. • Preliminary Engineering and Detail Design Cost ........................ $ 646,000 • ROW Incidental Cost ........................... ..............................$ 28,000 • ROW Acquisition Cost ........................ ..............................$ 140,000 • Construction Inspection and Construction Support Cost ................ $ 480,000 • Construction Cost .............................. ............................... $3,807,000 • Contingency and Short-Term Borrowing ... ............................... $ 179,000 Total Project Cost ............ .....................$5,280,000 WHEREAS, the City of Ithaca Board of Public Works recommends that the Common Council increase the total project budget authorizations for Prospect Street Reconstruction and Replacement of the East Clinton Street Bridge Project in the amount of $4,419,000, and WHEREAS, the cost differences are outlines as follows: City Administration Committee Meeting February 29, 2012 Page 4 Authorization General Fund CP #725 General Fund CP# 726 Water CP# 518 (Water Fund) Sewer CP# 618 (Sewer Fund Total Current $280,000 $214,000 $183,500 $183,500 $861,000 Proposed $2,070,000 $2,810,000 $212,000 $188,000 $5,280,000 Increase $1,790,000 $2,596,000 $28,500 $4,500 $4,419,000 now, therefore, be it RESOLVED, That the City of Ithaca Common Council amends the Capital Project budget authorizations for the Prospect Street Reconstruction and Replacement of the East Clinton Street Bridge Project by the sum of $4,419,000 for a total project cost not to exceed $5,280,000, with the 20% local share, currently estimated at $1,060,000, to be shared as closely to a 15% 15% State /City split as is funded by New York State under their Marchiselli Program, and be it further RESOLVED, That the Superintendent of Public Works be and hereby is authorized to execute and administer the contract, once the necessary funding is in place, and be it further RESOLVED, That the funds necessary for the $4,419,000 amendment will be advanced from the General Fund with later repayment from the issuance of Bonds. A vote on the resolution resulted as follows: Passed unanimously. 2. Request to Establish Emergency Capital Project for Forest Home Drive Retaining Wall Failure Moved by Alderperson Brock. Seconded by Alderperson Proulx. WHEREAS, City DPW Staff have been recently notified of a retaining wall failure on Forest Home Drive just east from the intersection of the Thurston Avenue Bridge and East Avenue, and WHEREAS, City DPW Staff will be investigating the retaining wall failure during the week of March 5th 2012 to determine the damage and repair costs to the retaining wall, and WHEREAS, City DPW Staff will need to bring in a design engineer to determine what type of repair and cost estimates for the wall repair will be needed, and WHEREAS, this retaining wall failure is determined to be an emergency procurement due to its unforeseen occurrence and threat to public safety, and the need to repair the retaining wall immediately, and WHEREAS, City DPW staff have estimated the retaining wall repair project cost at $400,000; now, therefore, be it City Administration Committee Meeting February 29, 2012 Page 5 RESOLVED, That Common Council hereby authorizes the establishment of Capital Project #778 Forest Home Drive Retaining Wall Repair at a cost not to exceed $400,000 for emergency repairs to the retaining wall on Forest Home Drive at said location, and be it further RESOLVED, That the project is hereby deemed an emergency project thereby making the project not subject to bidding requirements of General Municipal Law, section 103, and be it further RESOLVED, that the funds necessary for said retaining wall repair be advanced from the General Fund with possible later repayment by the issuance of serial bonds, and be it further RESOLVED, that Common Council hereby directs the Mayor and City Staff to explore all possible outside funding sources for this emergency repair. A vote on the resolution resulted as follows: Passed unanimously. 12. Human Resources (HR) Department Request to Approve Holiday Benefit Schedule for Half -Time Position Moved by Alderperson Proulx. Seconded by Alderperson Kerslick. WHEREAS, the Employee Health and Safety Coordinator has elected to retire from full -time employment effective February 11, 2012, and WHEREAS, in recognition of the City's budget situation, the Human Resources Department has reduced the position to a half -time position, utilizing existing staff to absorb some of the position's responsibilities, and eliminating the provision of other services, and WHEREAS, a holiday benefit schedule needs to be established for the half -time position because the half -time position will work a shortened workweek that does not coincide with the established managerial holiday benefit schedule; now, therefore, be it RESOLVED, That for each designated managerial holiday, the half -time Employee Health and Safety Coordinator shall accrue four (4) hours of annual leave to be credited on the date that each holiday is observed. A vote on the resolution resulted as follows: Passed unanimously. 2. Amendment to Personnel Roster Moved by Alderperson Kerslick. Seconded by Alderperson Brock. City Administration Committee Meeting February 29, 2012 Page 6 WHEREAS, The Manager of Organizational Development in the Human Resources Department was called to active duty in 2011 for twelve months and is scheduled to return to her position on February 27, 2012, and WHEREAS, in the Manager of Organizational Developments absence, the Deputy Director of Human Resources agreed to increase her hours to full -time to assist with the interim staffing plan, and WHEREAS, the interim staffing plan had a significant budgetary savings for the City in 2011; now, therefore, be it RESOLVED, That Common Council hereby amends the 2012 authorized Personnel Roster for the Human Resources Department as follows: the workweek of the position of Deputy Director of Human Resources is hereby decreased from forty (40) hours /week to thirty (30) hours /week retroactive February 27, 2012. A vote on the resolution resulted as follows: Passed unanimously. 3. Director's Report. HR Director Michell -Nunn reported on the following: Staff Returning: Manager of Organizational Development Leslie Moskowitz, who is on military leave, will return to work on Monday — March 12, 2012. Employee Forums: Employee forums will be scheduled to start talking about the budget. The HR Director, the Mayor and the Controller will update the workforce on the City's economic situation. Employees will be encouraged to ask questions and provide input on cost saving measures. Each forum will be 90 minutes and Common Council members are encouraged to attend. Ithaca College (IC) Students: As a class project, Ithaca College students will assist the HR Department by conducting the research and providing a proposal on the development of a diversity report card and a diversity audit. 13. Finance /Controller Approval of 2010 Single Audit This item has been removed from the agenda. 2. Controller's Report. Controller Thayer reported on the following: End of Year Reports: The Controller's Office has been busy with finishing the 2010 audit activity and closing out the 2011 activity. City Administration Committee Meeting February 29, 2012 Page 7 Building Permit Revenue: In 2011, the City collected $280,000 in building permit revenue. This was slightly under the projected amount of $430,000. For 2012, the City budgeted $385,000 for building permit revenue. Sales Tax (2012): For 2012 to date, the sales tax collection is 2% or about $15,000 lower than collections for the same time period in 2011. Fuel Prices (2012): Fuel prices continue to climb. This could have a positive impact on City operations for sales tax collections as long as consumers do not change behaviors in buying gas due to the higher prices or a negative impact on the expense side due to fuel surcharges attached to City contracts for operations. Snow Removal: In 2011, the City exceeded the budgeted amount for snow removal. For 2012 to date, the City has spent $23,000 for snow removal. Bond Anticipation Notes (BAN): The City sold its one year BANS at a.3% interest rate as part of the 2012 capital projects and is earning about .25% on City investments. Health Insurance Consortium: Excellus BC/BS will have a system change and will no longer offer the Indemnity plan. The City will transition over to this new plan on January 1, 2013. Benefits will not change. New ID cards will be distributed. The HR Department will work in conjunction with the Controller's Office on the transition and the communication of this change to the workforce and the retirees. 14. City Attorney's Office Executive Session to Discuss Potential Settlement of Pending Liti ag tion This item was removed from the agenda. 15. Reports Mayor's Report. None. 2. Sub - Committee Updates Special Events Sub - Committee: The Special Events Sub - Committee met and was well attended. The Committee evaluated its mission, discussed the need to create a baseline for what the City is currently dedicating to support special events and talked about a fee schedule for Stewart Park when being used for special events. 3. Council Members' Announcements Set Future Meeting Dates: The new dates for future City Administration Committee meetings are Monday, May 21, 2012; Tuesday, October 30, 2012; December 17, 2012. Chairperson Clairborne will confirm the dates with the City Clerk's Office. City Administration Committee Meeting February 29, 2012 Page 8 Redistricting Committee Meeting: There will be a Redistricting Committee meeting on Tuesday — March 13, 2012 — 7:00 p.m. at Town Hall. Rock Center Prime Time Coverage: There will be a news clip on Mayor Svante tonight at 9:00 p.m. 4. Next Month's Meeting: March 28, 2012. 16. Adjournment With no further business and on a motion by Alderperson Brock, the meeting was adjourned at 8:38 p.m.