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.
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April 28, 2004
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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
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April 28, 2004
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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.)
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April 28, 2004
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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
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April 28, 2004
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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.
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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.)
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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.
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April 28, 2004
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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
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April 28, 2004
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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
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April 28, 2004
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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
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April 28, 2004
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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.
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April 28, 2004
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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.
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April 28, 2004
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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.
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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.