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HomeMy WebLinkAboutMN-CA-2014-01-01CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. January 22, 2014 PRESENT: Alderperson Mohlenhoff — Chair Alderpersons (3): Clairborne, Fleming, McGonigal MEMBERS EXCUSED: Alderperson (1): Smith OTHERS PRESENT: Acting Youth Bureau Director — Vance Youth Program Administrator — Friedeborn Chief of Staff — Sutherland City Attorney — Lavine Director of Code Enforcement - Niechwiadowicz Fire Chief - Parsons Human Resources Director — Michell -Nunn Controller - Thayer Deputy Controller — Andrew 1. Call to Order 1.1 Agenda Review: None. 1.2 Review /Approval of Minutes: Alderperson McGonigal made a motion to approve the minutes, from the December 16, 2013 meeting of the City Administration Committee. Seconded by Alderperson Fleming. Motion carried 4 -0. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Standing Sub - Committee and Staff Reports. None. 3. City Administration, Human Resources, and Policy 3.1 YB - Roster & Budget Transfer in the Youth Employment Services Moved by Alderperson Clairborne. Seconded by Alderperson Fleming. WHEREAS, the Youth Program Assistant position is currently funded at 25 hours per week, and WHEREAS, the normal demands of the Youth Employment Services Program have resulted in additional hours worked on a continuous basis, and City Administration Committee Meeting January 22, 2014 Page 2 WHEREAS, an increase in the Youth Program Assistant hours is budget neutral, as the individual is currently paid for the 35 hours, the additional hours are paid out of the seasonal line, and the individual is currently receiving benefits; now, therefore be it RESOLVED, That Common Council hereby amends the 2014 Youth Bureau Roster and Budget as follows Increase: Youth Program Assistant hours from twenty -five (25) to thirty -five (35) per week Transfer: $8,374 from A7310- 5120 -01202 Part -time Hourly to A7310- 5110 -01202 Staff Salary and be it further RESOLVED, That said roster and budget amendment be derived from existing Youth Bureau budget. A vote on the resolution resulted as follows: Passed unanimously. 3.2 YB - Amendment to the 2014 Personnel Roster Moved by Alderperson Fleming. Seconded by Alderperson Clairborne. WHEREAS, the Ithaca Youth Bureau has requested an adjustment to the 2014 personnel roster to better meet the demands on the Paul Schreurs Memorial Program, and WHEREAS, the Youth Bureau has a vacant funded Youth Program Leader position at 17.5 hours per week and an unfunded Youth Program Assistant at 17.5 hours per week, and WHEREAS, the Youth Bureau would like to hire at the Youth Program Assistant level and increase the hours from 17.5 to 22 hours per week, and WHEREAS, this amendment is budget neutral, now therefore be it RESOLVED, That Common Council hereby amends the 2014 Youth Bureau Personnel Roster as follows: Unfund: One (1) Youth Program Leader (17.5 hours per week) position Fund: One (1) Youth Program Assistant and increase hours from 17.5 to 22 hours per week and be it further, City Administration Committee Meeting January 22, 2014 Page 3 RESOLVED, That the increase in hours is budget neutral. A vote on the resolution resulted as follows: Passed unanimously. 3.3 Modification of Work Hours for Administrative Coordinator Moved by Alderperson McGonigal. Seconded by Alderperson Fleming. WHEREAS, to provide adequate administrative support to the IAWWTF the Water and Sewer Division of the City of Ithaca Department of Public Works requested and received an increase in the workweek of an Administrative Coordinator from twenty (20) hours /week to thirty (30) hours /week. This was accomplished by resolution of item 8.5 of the Common Council Agenda on September 5, 2012, and WHEREAS, it is our experience over the time period of August 13, 2012, to date that this position demanded no less than thirty five (35) hours /week, and WHEREAS, to allow the Water & Sewer Division the personnel time resources to cover the administrative needs of the IAWWTF; now therefore, be it RESOLVED, That the workweek of one Administrative Coordinator position in the Water and Sewer Division of the Department of Public Works be and hereby is increased from thirty (30) hours /week to thirty five (35) hours /week, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System, the standard workday for this position shall be established at six (6) hours per day (thirty (30) hours per week) for the period August 13, 2012, through February 5, 2014, and at seven (7) hours per day (thirty five (35) hours per week) from February 5, 2014, thereafter, and be it further RESOLVED, That funds necessary for said work week adjustment be derived from the existing authorized 2014, Water, Sewer and Wastewater budgets. A vote on the resolution resulted as follows: Passed unanimously. 3.4 W &S - Amendment to Personnel Roster Moved by Alderperson Clairborne. Seconded by Alderperson McGonigal. WHEREAS, the Wastewater Collection Systems Supervisor retired on September 13, 2013, and WHEREAS, the 2014 work plan and budget request were developed with a temporary downgrading of the Wastewater Collection Systems Supervisor position to a Working Supervisor position, both to accommodate budget constraints and to be in line with the capabilities and qualifications needed for planned projects in 2014, and City Administration Committee Meeting January 22, 2014 Page 4 WHEREAS, the Water and Sewer division has the immediate need of a Working Supervisor for the Sanitary Sewer Maintenance Crew, and WHEREAS, the division currently has an unfunded Working Supervisor position, while a Wastewater Collection Systems Supervisor position is currently funded, and WHEREAS, the salary range for the Wastewater Collection Systems Supervisor is $21.24/hr to $25.49/hr. and the salary range for the Working Supervisor is $20.25/hr. to $24.30/hr. A small savings will be realized by a temporary downgrade of the funded position to Working Supervisor; now therefore, be it RESOLVED, That the Wastewater Collection Systems Supervisor position be unfunded and remain on the Department of Public Works, Water and Sewer roster as unfunded, and the Working Supervisor position be funded and filled as soon as practicable, and be it further RESOLVED, That the necessary funding for the roster change shall be derived from the existing authorized 2014 Water and Sewer budget. A vote on the resolution resulted as follows: Passed unanimously. 3.5 ENG - Amendment to Personnel Roster — Addition of Sidewalk Program Manager Moved by Alderperson Fleming. Seconded by Alderperson Clairborne. WHEREAS, the Common Council adopted on September 4, 2013 a Local Law creating five Sidewalk Improvement Districts, and WHEREAS, the 2014 assessment levies for said five Sidewalk Improvement Districts are cumulatively sufficient to fund a staff person to manage the Sidewalk Program, and WHEREAS, it is anticipated that each individual Sidewalk Improvement District would contribute that portion of the cost of employing said staff person that is equal to each District's portion of the Citywide sidewalk assessment levy, and WHEREAS, the Civil Service Commission classified the position of Sidewalk Program Manager and adopted the job description for the position at their January 15, 2014 meeting, now, therefore be it RESOLVED, That the Personnel Roster of the Engineering Division of the Department of Public Works shall be amended as follows: Add: One (1) Sidewalk Program Manager (40 hours) and be it further City Administration Committee Meeting January 22, 2014 Page 5 RESOLVED, That the position of Sidewalk Program Manager shall be assigned to the CSEA Administrative Unit at salary grade 13, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees' Retirement System, the standard workday for this position shall be established at eight (8) hours per day (forty (40) hours per week) , and be it further RESOLVED, That the necessary funding for the roster change shall be derived from the existing authorized 2014 Sidewalk Assessment Districts. A vote on the resolution resulted as follows: Passed unanimously. 3.6 IFD - Request for Roster Change — Addition of Assistant Fire Chief Moved by Alderperson Clairborne. Seconded by Alderperson McGonigal. WHEREAS, in 2009 Common Council approved the creation of an additional Fire Lieutenant position in the Fire Department to facilitate the supervision in the Fire Prevention Bureau as part of a department reorganization that reduced the number of funded management positions from three to two; and WHEREAS, the Fire Chief is currently the only full -time management position funded in the 2014 budget; and WHEREAS, there are currently two unfunded and vacant Deputy Fire Chief positions; and WHEREAS, the areas of responsibility and the workloads of the Fire Chief that are distributed to the Assistant Fire Chiefs need to be adjusted from time to time for the efficient operations of the fire department; and, WHEREAS, the nature of the work of the Fire Prevention Bureau, the responsibilities of the Fire Marshal, the need for day -to -day guidance and quality assurance is very time intensive; and, WHEREAS, the Fire Department has proposed this adjustment to facilitate future succession of anticipated retirements of the current Assistant Chiefs; now, therefore be it RESOLVED, Common Council hereby authorizes the creation of an additional Assistant Fire Chief position to direct and supervise the operations of the Fire Prevention Bureau, thus allowing the Fire Chief to delegate the responsibilities of Fire Marshal to that Assistant Fire Chief; and, be it further RESOLVED, That without further approvals from Common Council to do otherwise, once the new Assistant Fire Chief's position in the department is filled, a position in the Fire Lieutenant's rank will be eliminated from the fire department roster, and, be it further City Administration Committee Meeting January 22, 2014 Page 6 RESOLVED, That the funding for the new position will be derived from the existing authorized Fire Department budget. A vote on the resolution resulted as follows: Passed unanimously. 3.7 Update on the Director of Code Enforcement Position HR Director Michell -Nunn gave an update on creation and approval of this position. 4. Finance, Budget and Appropriations. None. 5. Government Performance and Accountability Committee (GPA) Transition — Discussion The Mayor sent a year -end report to members of the GPA Committee. It was a summary of the Committee's work and the status of various projects and issues. Chairperson Mohlenhoff reviewed this document with the City Administration Committee members. 6. Meeting Wrap -up 6.1 Announcements. None. 6.2 Review, Agenda Items for Next Meeting. None. 6.3 Adjourn With no further business and on a motion by Alderperson McGonigal, the meeting was adjourned at 7:26 p.m.