Loading...
HomeMy WebLinkAboutMN-CA-2004-04-01DRAFT CITY ADMNISTRATION COMMITTEE Regular Meeting April 28, 2004 Members Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Council Members Present: Alderperson Mackesey Staff Present: Bill Gray (Supt of Public Works), Debra Parsons (City Chamberlaoin), Tim Logue (Economic Development Planner), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Valerie Saul (Deputy HR Director), Denise Malone (Administrative Secretary) Others Present: Members of the Media, Members of the Public The meeting was called to order by Chairperson Berry at 7:00 p.m. A. Chairperson's Greeting and Opening Statement Chairperson Berry welcomed everyone to the City Administration Committee meeting, explained the meeting process, mentioned the departments (Information Technology Department, Human Resources Department, Controller's Officer and the Chamberlain's Office) that report to this Committee, and explained the evacuation procedure. B. Agenda Review and Amendments, Approval of Minutes & Announcements Chairperson Berry stated that Item J.2 - DPW - Route 96 - Arterial Maintenance Agreement - has been added to the agenda. City Administration Committee April 28, 2004 Page 2 The Committee reviewed the minutes from the March 2004 meeting. Alderperson Cogan made a motion to approve the March 31, 2004 meeting minutes. Seconded by Alderperson Coles. Motion carried 5 -0. C. Statements From the Public Chairperson Berry stated that she received a letter from residents on Wood Street and they asked that it be mentioned at the City Administration Committee meeting. The residents wrote that a light pool was down at the Skate Board Park and that racially motivated graffiti was written on the wall. Police Community Officer, Greg Firman, has contacted the residents and will contact the Department of Public Works to address the problems. Wood Street residents are continuing to talk about that with increase construction and development on Route 13, there has been an increase in traffic using the Wood Street as bypass driving at very high speeds. Wood Street residents asked the Ithaca Police Department to enforce the speed limit on their street and the public to please not use their residential streets as bypass areas and treat them like highways because it is very dangerous for the children and other individuals. D. Employee Comments & Common Council Response Chairperson Berry stated that she is working with the Human Resources Department to find ways that employees could still make comments to the City Administration Committee. With the Committee meeting now being televised, employees are less likely to attend this meeting to make comments. Deputy HR Director Saul stated that the HR Department plans to re- institute the forums, which have been successful over the last few years, between Common Council members and employees. And, if there is enough participation, the HR Department is considering having brown bag lunches once a month where employees can come and express concerns. Chairperson Berry stated that Kenny Ritter contacted her about community plans to involve the City in commemorating individuals who have died in Iraq. Mr. Ritter suggested creating a memorial wall to bring people together from both sides (those who think that we should be at war and those who think that we should not.) Alderperson Zumoff mentioned that later in the meeting the Committee would be reviewing some recommendations /decisions made by staff of the Chamberlain's Office. Alderperson Zumoff stated that he respects and admires the work of City staff and would generally be inclined to agree or ratify what they do. If there is a process, as there appears to be in this City Administration Committee April 28, 2004 Page 3 case, where people can make an appeal of a decision by staff to Common Council, Common Council still has a responsibility to look at the recommendation, analyze it carefully and make a decision. Common Council's decision may not necessarily agree with staff. Alderperson Zumoff just wanted to make sure that staff understood that should the situation arise where Common Council does change the outcome of or overrule their decision, they should in no way take that personally or as an indication of a lack of confidence or trust in their abilities to perform their job. Staff has made the appropriate decision according to the guidelines, but Common Council has more leeway to look at extenuating circumstances. E. Affirmative Action Advisory Committee (AAAC) Update Alderperson Townsend reported that the AAAC is focusing on the Workforce Diversity Plan Presentation. In May, the presentation would be given to Senior Staff and to the City Administration Committee. The AAAC is requesting about 20 minutes to present the Workforce Diversity Plan on the next City Administration Committee meeting agenda. F. Controller 1. Request to Approve 2002 Single Audit The Controller's Office requested that approval of the Single Audit Report for the period of January 1, 2002 through December 31, 2002 be accepted to comply with all of the City's applicable Federal Single Audit and related Audit Requirements. The audit was prepared by the accounting firm of Ciaschi, Dietershagen, Little, Michelson, CPAs. Mr. Patrick Jordan, from the firm, was present to give highlights and answer questions about the 2002 audit. After discussion, Chairperson Berry made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. (Alderperson Townsend was absent from the vote.) City Administration Committee April 28, 2004 Page 4 G. Common Council 1. Request to Amend 2004 Budget for County Community Celebrations Funds Common Council requested to amend the 2004 budget for the County Community Celebrations Funds in the amount of $3,330. Tompkins County notified the City of the amount for Community Celebrations Funds to be disbursed as follows: Rock the Arts $ 700 Juneteenth 2004 1,115 National Night Out - Northside 300 Scarecrow Jubilee 1,215 After discussion, Chairperson Berry made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 2. Race and Racism Chairperson Berry wanted to discuss "Race and Racism" because at the Community Services meeting chaired by Alderperson Whitmore, and under the advisement of other Council members and the Mayor who wanted to see this discussed, one thing that David said was that he hoped that other Committees would discuss this item. Chairperson Berry mentioned that the public has asked about the City's diversity plan and hiring practices. Chairperson Berry asked Deputy HR Director Saul and Controller Thayer to address the bidding process and how more women and people of color can feel engaged in employment with the City. Deputy HR Director Saul stated that there are a number of different areas in terms of employment that the City has historically looked at or still looking at and certainly working to improve. The areas are attracting applicants, eliminating obstacles /barriers to employment and retention of employees. To attract applicants, the HR Department sends advertisements to over 100 different community agencies, newspapers, and advertises on the web. One thing that the City does that is most effective is networking, personal referrals, and word of mouth. To ensure that people are aware of our openings, all of our jobs are publicly posted. The job postings list the title, salary, duties /responsibilities, and the minimum requirements. The HR Department is constantly looking at eliminating City Administration Committee April 28, 2004 Page 5 obstacles, which could include educational barriers or experiential barriers. Making sure that what is required is really what is required for success in that position so that people are not prevented from coming into the workforce. One barrier to recruitment is the civil service exams. The HR Department has started some civil service test preparation, focusing on exams that have large applicant pools such as Police Officer and Firefighter. The HR Department has contracted with individuals to come in and work with candidates on the testing process, test taking tips, and building skills, etc. The HR Department has not worked with general exams because they usually do not have a large applicant pool. The HR Department will look to see how civil service testing programs can be done in a more general way that is more specific to test taking skills than opposed to the actual content of any given exam because each exam is different in subject categories and is based on what the position does. For internal promotion, the City has encouraged and financed employees to go to school through the educational assistance program. Another barrier to recruitment is our salary issue. Some positions pay very well and do not have a shortage of applications. Other positions' salaries have not be been raised in about 10 years. These we have a shortage of applications. There have been a number of positions where we have gone out and done active recruitment to only get zero qualified candidates. A lot of that is largely due to salaries that the City offers. To retain employees, the City does have a lot of training needs. Some training has been done but still have more to do, one being workforce diversity training. Training needs be done for supervisors who do the actual training or does the hiring. There is an Affirmative Action Sub- committee that does meet with hiring supervisors to talk about their hiring decisions, to educate them and to have them look thoughtfully at their decisions to make sure that they are keeping an open mind in searching for the best - qualified candidate. It is not just an issue of hiring people in but keeping them once they are here, creating and maintaining an environment that people want to work in. Alderperson Mackesey stated that the last time that she was on Common Council that there were greater gaps in terms of the diversity of the workforce. Alderperson Mackesey asked whether there were statistics to show any improvements. Deputy HR Director Saul stated that she did not have the current statistics but that the City has improved somewhat in terms of the actual hiring. City Administration Committee April 28, 2004 Page 6 Controller Thayer stated that the City is very restricted in the work that is contracted out. There are bidding requirements from the General Municipal Law from NYS that require that the City bid out our projects for public work that is over $20,000. The City must go through bidding process and select the lowest responsible bidder based on the bids received. There is a clause in the City's contracts that shows our commitment to equal opportunity employer but because we are restricted by NYS, we cannot put a lot in there, can't select firms based on different criteria other than the $20,000 bidding limits and the lowest responsible bidder. Superintendent of Public Works Gray stated that we are now spending a large amount of federal money that has requirements associated with minority and disadvantage businesses. Contractors have to show good faith efforts, which we document. The Committee thanked Deputy HR Director Saul and Controller Thayer for their comments. 3. Common Council Chambers Renovations Chairperson Berry wanted to generate discussion between Common Council and staff for improvements of the Common Council Chambers. The improvements could include comfortable seats, better tables, improved lighting and carpeting. City Clerk Holcomb expressed to Chairperson Berry the following suggestions to improve Common Council Chambers: 1. New chairs for the legislative body and the audience (stackable and maybe washable vinyl; 2. Training tables with modesty panels and a pencil drawer; tables would include grommets to allow better management of the microphones; 3. Window treatments or shades; 4. Movable physical barriers to separate the legislative body from the audience; 5. New flooring; 6. Conference room equipment (i.e. 5martBoard, Media Distribution System; 12 mic out press box; Wireless Lavalier microphonep portable wireless microphone system with speaker.) City Administration Committee April 28, 2004 Page 7 The Committee discussed improvements and costs associated with remodeling the Common Council Chambers. Chairperson Berry will send out an e -mail to Common Council and staff to gather more input. H. City Clerk 1. Support of the Local Government Records Management Improvement Fund The City Clerk's Office requested that Common Council support the perpetuation of the Local Government Records Management Improvement Fund through the elimination of its sunset provision, and supports its continued administration by the New York State Archives and Records Administration of the New York State Education Department and direct the City Clerk to forward copies of the resolution to its State legislators, and to the Governor of the State of New York. After discussion, Chairperson Berry made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. I. Chamberlain City Chamberlain Parsons received a number of requests for waiver of penalty on property taxes. New York State Real Property Tax Law is specific about authority to waive penalties. In 2001, Common Council approved guidelines for waiver of tax penalties. Ms. Parsons has applied the guidelines to the waiver requests. 1. Request to Waive Tax Penalty The City Chamberlain's Office reported that property owner of 245 -247 Cherry Street has submitted evidence that a payment for the installment taxes was lost in the mail. The City Chamberlain's Office requested that pursuant to the guidelines set forth by Common Council in June 6, 2001, the penalty of the installment taxes be waived. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that this item would be put on consent agenda. City Administration Committee April 28, 2004 Page 8 2. Request to Waive Tax Penalty The City Chamberlain's Office reported that property owner of 111 Monroe Street and 120 Lake Avenue has submitted documentation that shows the taxes were unable to be paid due to a hospital stay. The City Chamberlain's Office requested that pursuant to the guidelines set forth by Common Council in June 6, 2001, the penalty of the installment taxes be waived. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that this item would be put on consent agenda. 3. Request to Waive Tax Penalty The City Chamberlain's Office reported that property owner of 101 Brandon Place has requested a waiver of penalty on 2nd installment of 2002 City taxes because he did not receive the tax bill. The City Chamberlain's Office requested that pursuant to the guidelines set forth by Common Council in June 6, 2001, the request to waive the penalty be denied. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that this item would be put on consent agenda. 4. Request to Waive Tax Penal The City Chamberlain's Office reported that property owner of 414 Utica Street has requested a waiver of penalty on 1St installment of 2003 City taxes because the incorrect amount was paid. The City Chamberlain's Office requested that pursuant to the guidelines set forth by Common Council in June 6, 2001, the request to waive the penalty be denied. After discussion, Alderperson Coles made a motion to deny the request and to approve that the penalty be waived. Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that this item would be put on consent agenda. 5. Request to Waive Tax Penalty The City Chamberlain's Office reported that property owner of 321 Dryden Road has requested a waiver of penalty on 1St installment of 2004 City taxes because only the County bill was paid. The City Chamberlain's Office requested that pursuant to the guidelines set forth by Common Council in June 6, 2001, the City Administration Committee April 28, 2004 Page 9 request to waive the penalty be denied. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that this item would be put on consent agenda. 6. Request to Waive Tax Penalty The City Chamberlain's Office reported that property owner of 916 Stewart Avenue has requested a waiver of penalty on School Taxes because the owner moved out of state and did not pay the taxes due. The City Chamberlain's Office requested that pursuant to the guidelines set forth by Common Council in June 6, 2001, the request to waive the penalty be denied. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that this item would be put on consent agenda. J. DPW /Water & Sewer 1. Request to Approve a Headworks Loading Study at Ithaca Area Wastewater Treatment Plant The Department of Public Works (Water & Sewer) requested approval of a propsal from Blasland Bouck and Lee, Inc. in the amount not to exceed $18,579 to conduct an Environmental Protection Agency (EPA) mandated Headworks Loading Study at the Ithaca Area Wastewater Treatment Plant. This study is conducted on a five - year cycle to verify the plant's capacity to treat pollutants and at what concentration those pollutants can enter the plant process and in origin be discharged from the generation site. After discussion, Chairperson Berry made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5- 0. The Committee agreed that this item would be put on consent agenda. 2. Request to Amend the New York State Arterial Maintenance Agreement The Department of Public Works requested to amend the New York State (NYS) Arterial Maintenance Agreement. Supt of Public Works Bill Gray reported that NYS and the City of Ithaca entered into an agreement to make improvements to State Route 96 within the City of Ithaca as well as improvements to its connections with State Route 13/34, 79 and 89 within the City. The state agreed City Administration Committee April 28, 2004 Page 10 to take over major portions of these improvements as part of the new State Arterial Highway System. The NYS Department of Transportation has forwarded a draft supplemental agreement covering these changes, which result in additional arterial highways within the city and additional payments to the city by the state for the performance of maintenance and repair functions. The amendment will result in the addition of approximately 34,050 square yards of maintenance area and an additional 2,960 square yards of elevated structures will add approximately $29,200 to the city's annual reimbursement, currently at $98,134, for maintenance at current reimbursement rates. The Department of Public Works requested that the supplemental agreement for maintenance and repair of State Arterial Highways passing through the City of Ithaca covering work done under NYSDOT's Route 96 Improvements (PIN 3074,04) be approved and that the Mayor be authorized to sign the agreement. After discussion, Chairperson Berry made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5- 0. K. Planning Department 1. Traffic Calming Projects Chairperson Berry received a memo from Economic Development Planner Tim Logue. Mr. Logue stated that there are two separate traffic calming projects: one is for the South of the Creek neighborhood and the Buffalo and Court Street neighborhood; the other is for Dey Street. There exists one capital project to fund them both. The projects were put out to bid except for Court Street because of the coal tar clean up. They received bids in excess of the amounts budgeted. Currently, there was enough money in the capital project to fund the overage of the Dey Street project but it would be at the expense of the other project. Economic Development Planner Tim Logue was requesting the Committee to consider three options: 1. Fund the Dey Street project out of the existing capital project and have them come back for the other projects; or 2. Fund the Dey Street overage at this point some other way have them come back with bids for the South of the Creek and Buffalo Street project; or City Administration Committee April 28, 2004 Page 11 3. Fund the bey Street project out of the existing capital project and reduce the construction program for the other project to fit within the remaining capital project budget. Chairperson Berry reported that since this request, the City has received money from New York State (NYS) to cover the cost of the bey Street project, so that the one option of requesting money from the existing capital project does not exists. Economic Development Planner Tim Logue reported about the money received from the state, how projects are ranked, and how they handle projects that are competing with each other. Mr. Logue stated that the construction for bey Street was originally set at $125,000 with $100,000 set aside for construction. The lowest bid for the project was $117,730. The City went back to the state to request the amount $117,730 plus $10,000 to do construction inspections. The State agreed to give the City $127,000 for construction and construction inspection. The City pays 5% or $27,000 and the State and Federal government pays the balance. Mr. Logue stated that the bey Street project will be completed and the South of the Creek /Buffalo Street project will be put out to bid again. At that point, the Committee would be approached about funding. L. Reports 1. Mayor's Report Performance Evaluations: The Mayor, working in conjunction with department heads and the Human Resources Department, will be instituting performance evaluations. The process will start with the Mayor reviewing performance evaluations for department heads. Salaries: Deputy HR Director Saul will provide information on this topic, but Mayor Peterson expressed how important that this issue be addressed. Budget Process: The Mayor has met and will meet regular with the Controller on the 2005 budget. The capital project portion of the budget is getting underway. City Administration Committee April 28, 2004 Page 12 Forums: Mayor Peterson promised quarterly meetings and would start by having one on traffic and road conditions. Details to follow. 2. Sub- Committee Updates Retiree Forum: Alderperson Coles mentioned that there will be a forum for retirees on June 1 - 2:00 p.m. to 4:00 p.m. - Common Council Chambers. The forum is to provide information on the City's Health Insurance status as well as allow for an opportunity to hear from retirees who will be impacted by any health insurance increase. Retirees have been notified and the forum would be publicized widely. 3. Council Members' Announcements Alderperson Cogan mentioned that the Cable Access Oversight Committee was formed. The Committee includes representatives from the City, the Town, and the Village of Cayuga Heights, which are the three municipalities contributing money toward the operation of PEGASY Studios - Cable Access Studio. The public is welcome to attend this meeting. The Committee is looking at capital budgets, how much equipment would need to be purchased for PEGASY studios, long term loans for schools who want to have access to the equipment so they could do programming, and setting /charging fees to municipalities who do not contribute to the operation of the studios. Chairperson Berry mentioned that on Saturday - May 1 - 10:00 a.m. to 5:00 p.m. - Historic Ithaca is having a community Wide Celebration of their operation. There would be a tent of information and a barbeque. On the Northside, the Suicide Prevention Counseling Services is have an annual program at 10:00 a.m. on May 1. A play would be performed. Mayor Peterson reported that on Friday - April 30 - 2:00 p.m. to 4:00 p.m. - at Titus Flats in the park there will be Arbor Day celebrations. There would be tree planting and a proclamation on behalf of the City. Mayor Peterson reported that Village of Ithaca will have a community concert on May 8, which would include a walk from Calvary Baptist Church to St Paul's Methodist Church. City Administration Committee April 28, 2004 Page 13 Alderperson Cogan reported that on April 30 - 4:00 p.m. to 6:00 p.m. - there will be a Neighborhood Housing Initiatives tour. The City allocated $2,000,000 to buy and renovate properties to take care of blighted properties and neighborhood revitalization. The tour would include houses that are a part of this program. 4. Director's Report Executive Session: Deputy HR Director Saul asked that a "Request for an Executive Session to discuss collective bargaining agreements" be put on the Common Council agenda. CSEA Compensation Study: Deputy HR Director Saul reported on the CSEA Classification /Compensation Study for the CSEA jobs, which has been ongoing for 2 years. The study covers all positions represented by the CSEA DPW Unit, CSEA Administrative Unit and the Confidential employees, who receive similar benefits. There are about 200+ employees and about 90 different job titles. The first step, the classification study, has been completed. The State Civil Service spent time gathering written information from all employees in terms of what they do. They interviewed employees as well. The State Civil Service has provided their recommendations for classifications to the local Civil Service Commission (CSC) and is working with them to determine different classification schemes to be used. Ms. Saul anticipates that the local CSC will tentatively adopt the recommendations and release them to the workforce. With the classification piece, which are the job titles and job descriptions, the City wants to ensure that employees are called what they really do and that their job descriptions reflect what they currently do as well. Once, the recommendations are released to the employees, the HR Department will schedule information sessions, at different sites, to answer questions. Should employees want to appeal, there is an Appeal Process. The appeals would go through the local CSC. Depending on how many are received, it may take most of the summer to review and resolve all the classification issues. After which, the CSC will adopt the official classifications. Then, Phase 2 - the compensation study, will begin. The State Civil Service will also conduct the compensation study, which may lasts until next year. City Administration Committee April 28, 2004 Page 14 5. Controller's Report Budget Process: Controller Thayer reported that the budget process for 2005 has been started and would last through November. Revenue Anticipation Note (RAN): Controller Thayer reported that in the past years the City has had to borrow money on a Revenue Anticipation Note (RAN) to meet operation needs. The note was paid off in January 2004. April and May are low cash flow months. Controller Thayer hopes not to have to borrow money. Sales Tax: Controller Thayer reported that the sales tax was above the budgeted amount of by 16% during the first quarter for 2004 due to earlier collections being much higher. With the April collections, the City is back to the budgeted amount, 7 %. 6. Next Month's Meeting: Mav 26. 2004 M. Adjournment With no further business and on a motion by Alderperson Coles, the meeting was adjourned at 9:10 P.M.