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HomeMy WebLinkAboutMN-CA-2017-02-15CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. February 15, 2017 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Fleming, Kerslick, McGonigal, Nguyen Mayor (1): Myrick OTHERS PRESENT: YB Director – Klohmann Deputy YB Director – Tabor Firefighter/IPFFA President – Peyus Firefighter – Hamilton Fire Lieutenant – O’Connor Superintendent of Public Works – Thorne Chief of Staff – Cogan City Attorney – Lavine HR Director – Michell-Nunn Controller – Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review. None. 1.2 Review/Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes from the January 18, 2017 meeting of the City Administration Committee. Seconded by Alderperson Fleming. Motion carried unanimously. 1.3 Statements from the Public. None. 1.4 Statements from Employees Trevor Peyus, Firefighter & IPFFA President, expressed concerns about discussions being had or actions being taken on the relocation of the East Hill Fire Station (formerly known as Station 9). Is the City moving to sell this property and to relocate the East Hill Fire Station? If this station is relocated, what would be the financial impact or the impact on emergency services? As the City continues to grow on East Hill, emergency calls will increase. Will the City complement the population growth by adding another station? Until recently, the Fire Department staffing levels have decreased or remained flat. Mr. Trevor asked that the Committee consider the future of the Fire Department and invite all interested parties to the table when discussions start again. Christopher Hamilton, Firefighter, spoke about the changes taking place with Fire Station 2 or East Hill Fire Station (formerly known as Station 9), including the possibility of relocating it. Mr. Hamilton referred to the SAFER grant that the City received and asked how the grant would be impacted by the relocating of the East Hill Fire Station. Moving the station would jeopardize the department’s ability to City Administration Committee Meeting February 15, 2017 Page 2 protect the community. The mission within the IPFFA (Ithaca Professional Fire Fighters Association) is to provide the best service to its residents. Leaving the East Hill Fire Station in its current location would allow this to happen. Christopher O’Connor, Fire Lieutenant, has worked for the City for almost 30 years and has spent most of his time on the engine at the East Hill Fire Station. Having staff at the East Hill Fire Station has made it possible for Firefighters to do what they have been sworn to do, save lives and protect property. Mr. O’Connor stated that trained professionals are needed quickly when citizens’ homes are on fire or when they are having a serious medical emergency. Fire Lieutenant O’Connor related what happened at the Chapter House fire. Having the East Hill Fire Station in its current location allowed staff to get there quickly and “size up” the scene. Keeping the East Hill Fire Station in its current location would allow staff to respond quicker to the densely population in that part of the City and in the Fall Creek area. 1.5 Council Response Alderperson McGonigal thanked the staff for their comments and suggested that they share their concerns with the Planning & Economic Development Committee. Mr. McGonigal mentioned that there was a study being done; but, was unsure of the status of the study. Alderperson Kerslick stated that he invited staff to come to the City Administration Committee meeting to share their concerns about the possible relocation of the East Hill Fire Station. He thanked them for doing so. Mr. Kerslick stated that there is a Committee overseeing the study being conducted on City facilities and asked Chief of Staff Cogan for an update. Chief of Staff Cogan reported that the Facilities Committee is waiting on the consultant to provide the City with the results from the survey. The consultant is looking at different properties/sites, doing some appraisals, and trying to provide the Facilities Committee with data that they could use. As soon as this data has been received, the Facilities Committee will meet to discuss the information. Chairperson Mohlenhoff thanked staff for coming to the meeting and stated that the results from the study and the recommendations from the Facilities Committee would be brought before this Committee. 2. Consent Agenda Items. None. 3.1 City’s Official Newspaper Chairperson Mohlenhoff reported that at a previous Common Council meeting there was a discussion about the City’s official newspaper, the Ithaca Journal, and a desire to move away from it. The City Attorney was asked to look into and provide what the legal ramifications would be to make this move. City Attorney Lavine reported that under New York State law, municipalities are required to have a newspaper of record. The law states that there are five (5) technical requirements that have to be met by the newspaper in order for it to serve as a municipality’s official newspaper:  It must be in general circulation;  It must be established, ordinarily printed and distributed weekly for at least one year; City Administration Committee Meeting February 15, 2017 Page 3  It must contain news, editorials, and other matters of current interest;  It must have a paid circulation;  It must be entered as second class mail matter. When looking at the US postal service, there is no second class mail matter. It has been replaced with periodicals. When looking at these requirements together, Mr. Lavine was not able to identify any media outlets in Ithaca that would satisfy all of the requirements. Since this is a State Law, the requirements could be amended. The City Code does not identify any newspaper to satisfy these requirements. Albeit the City declares the Ithaca Journal as its official newspaper, it does not mean that this is the best option. This is just the mechanism the City uses to advertise its legal notices. 3.2 DPW – Reallocation of Position – Supervisor of Streets Moved by Alderperson Kerslick. Seconded by Alderperson McGonigal. WHEREAS, the Supervisor of Streets requested a review of his position pursuant to the terms of the City Executive Association labor contract, and WHEREAS, the review determined that a permanent and material growth in the position’s responsibilities has occurred since the position was last evaluated in 1999, and WHEREAS, the Human Resources Department reviewed the point factor evaluation of the Supervisor of Streets position and determined that the growth in responsibilities merits an increased point factor rating, which results in the reallocation of the position to a higher salary grade, now, therefore, be it RESOLVED, That the position of Supervisor of Streets be reallocated from Grade B to Grade A of the City Executive Association Compensation Plan, and be it further RESOLVED, That funding in the amount of $5,697.32 to cover this salary increase retroactive to December 15, 2016 shall be derived from various DPW accounts in A5111 Maintenance of Roads. A vote on the resolution resulted as follows: Passed unanimously. 3.3 DPW – Amendment to Roster - Water Treatment Plant Roster Moved by Alderperson McGonigal. Seconded by Alderperson Kerslick. WHEREAS, the Department of Public Works has $34,000 in the 2017 operating budget for additional staff at the Water Treatment Plant, and WHEREAS, during the preparation of the 2017 budget, there was discussion over use of the funds, either for an Assistant Chief Operator for half of the year, or for an Operator Trainee for the full year, and City Administration Committee Meeting February 15, 2017 Page 4 WHEREAS, the approved roster lists an Assistant Chief Operator, but the DPW has determined that there is a greater need for an Operator Trainee; now therefore be it RESOLVED, That the Personnel Roster of the Department of Public Works shall be amended as follows: Add: One (1) Water Treatment Plant Operator Trainee Delete: One (1) Assistant Chief Water Treatment Plant Operator and be it further RESOLVED, That no funding changes are anticipated within the Department of Public Works budget. A vote on the resolution resulted as follows: Passed unanimously. 3.4 YB – Amendment to 2017 Roster Moved by Alderperson Fleming. Seconded by Alderperson Kerslick. WHEREAS, the Youth Bureau leadership team has worked hard to draft a strategic plan that will address community needs and high quality services that are both efficient and valued by the community; and WHEREAS, the Youth Bureau requests amendments to the 2017 Roster in order to best meet its needs and support the vision, mission and goals; and WHEREAS, the Youth Bureau has been advised by and worked closely with the HR department throughout the planning process; and WHEREAS, the Civil Service Commission is currently reviewing two positions and formal adoption is anticipated at the February meeting; and WHEREAS, the maintenance and care needed for the YB building, Cass Park facilities and grounds continues to grow; and WHEREAS, as our community grows, the demand for services and programming at both facilities is increasing and in order to best manage and maintain vital facilities and grounds along with the corresponding programming; now, therefore, be it RESOLVED, That the Personnel Roster of the Youth Bureau shall be amended as follows: Add: One (1) Deputy Youth Bureau Director (40 hours) One (1) Recreation Program Assistant (35 hours) Delete: One (1) Recreation Facilities Director (40 hours) City Administration Committee Meeting February 15, 2017 Page 5 and, be it further RESOLVED, That the City Controller is hereby authorized to reallocate the funding between one (1) Recreation Program Administrator, two (2) Recreation Program Coordinator and one (1) Recreation Program Specialist positions, so that the two Recreation Program Coordinator positions are funded, and the Recreation Program Administrator and Recreation Program Specialist positions are not funded, and be it further RESOLVED, That this restructure does not require additional funds from the City and will allow us to optimize our resources and personnel to provide quality services to residents, both now and in the future. A vote on the resolution resulted as follows: Passed unanimously. 4. Finance, Budget and Appropriations 4.1 DPW – Approval of Engineering Assessment of Alternatives to Reconnect Cornell Heights to City of Ithaca’s Water System Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. WHEREAS, the Cornell Heights neighborhood, roughly the area north of University Avenue, has been served by water supplied by the Cornell Water Filtration Plant since 1993, and WHEREAS, this arrangement was implemented at Cornell’s request to enable them to utilize for their own purposes the City’s water main running through campus, down East Avenue, which had supplied Cornell Heights up to that time, and WHEREAS, in the original letter of understanding, Cornell and the City agreed that the City would supply an equal volume of water to Cornell somewhere on their campus to offset the water supplied by Cornell; that there would be little to no financial exchange for the arrangement; that Cornell Heights water users would remain City customers and would continue to be billed by the City; and that Cornell water users would continue to be billed by Cornell, and WHEREAS, the City saw and continues to see some benefits from this arrangement, including higher water pressures in Cornell Heights, which provide better fire protection, and WHEREAS, the City supplied the West Campus area of Cornell for some period of time during the initial years of this arrangement, but the City’s water supply was deemed unacceptable to Cornell, and West Campus was switched back to Cornell’s water system in 1996, and WHEREAS, the City has been and remains willing to supply water to Cornell to offset the water supplied to Cornell Heights, but Cornell has heretofore not provided the City with an acceptable location for the delivery of water, and City Administration Committee Meeting February 15, 2017 Page 6 WHEREAS, the City has offered and remains willing to pay Cornell the marginal cost of producing that amount of water, since the City sees minor savings in chemical and electricity costs by not treating and pumping that volume of water, and WHEREAS, Cornell has instead requested that the City pay a rate based on their retail price for water, an unacceptably high rate which is approximately ten times higher than the City’s marginal cost of water, and WHEREAS, the original letter of understanding was never converted to a formal legal agreement, and WHEREAS, Cornell now wishes to pursue the option of switching Cornell Heights back to the City’s water system, but the original water main down East Avenue is no longer available, and therefore a new connection will have to be planned and constructed, and WHEREAS, the City is willing to help advance this option and has received from O’Brien and Gere a proposal to evaluate, for feasibility and cost, seven different alternatives for reconnecting Cornell Heights to the City’s water system, and WHEREAS, this evaluation will cost $23,000, an amount the City is willing to pay, in partial recognition of the marginal water savings from not supplying Cornell with an offsetting amount of water since 1996, and WHEREAS, it is the City expectation that if an alternative for reconnecting Cornell Heights to the City’s water system can be agreed to and is eventually selected, the cost of design and construction of that connection will be borne primarily by Cornell; now therefore, be it RESOLVED, That Common Council hereby authorizes the expenditure in an amount not to exceed $23,000 to be derived from existing funds in Capital Reserve #16 Water Sources Development for the purposes of evaluating costs for the reconnection of Cornell Heights to the City’s water system. A vote on the resolution resulted as follows: Passed unanimously. 5. Committee Working Group Chairperson Mohlenhoff reported that a presentation from the Committees Working Group will be given to Common Council on Wednesday – March 29, 2017, at 6:00 p.m. 6. 2018 Budget Schedule Discussion The dates for the 2018 budget meetings were distributed to Common Council and department heads. They are:  October 12, 2017 – first budget meeting;  October 16, 2017  October 18, 2017 – after the City Administration Committee meeting; City Administration Committee Meeting February 15, 2017 Page 7  October 25,2 017;  October 26, 2017 – vote to pass budget and move forward to Common Council meeting on November 1st;  November 1, 2017 – budget adopted;  November 9, 2017 – backup date The start time for each meeting would be 6:00 p.m. Any changes should be directed to Chairperson Mohlenhoff. The Committee discussed having topic focus meetings, what topics they want more information on and what month they wanted this information presented. The extra Wednesday in May, June & July could be used for presentations from departments or other agencies asking for funding. Some suggested topics where more information was needed were:  Unfunded Mandates: Ask departments for a list of their unfunded mandates and the cost (e.g. reporting requirements for the Affordable Care Act, training or equipment requirements, etc.);  Functionality of City Buildings: This would be a report from the Facilities Committee;  Capital Projects: A separate meeting is needed for the last Wednesday in August or September;  Public Information & Technology (PIT): The PIT update could be given in June or July;  Participatory Budget: Have discussion on the same night as the PIT update;  TCAT Budget: The Chief of Staff will contract TCAT representatives and schedule a time for a meeting with them;  Parking Budget: The update on Parking could be included with the DPW presentations and should include changes in maintenance on the Commons and with parking. 7. Meeting Wrap-up 7.1 Announcements 7.2 Next Meeting Date: March 15, 2017. 7.3 Review, Agenda Items for Next Meeting. None. 7.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 7:40 p.m.