HomeMy WebLinkAboutMN-CA-2004-03-01Members
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Council
Members
Present:
Staff
CITY ADMNISTRATION COMMITTEE
Regular Meeting
March 31, 2004
Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson
Townsend, Alderperson Cogan, Mayor Peterson
Alderperson Tomlan
Present: Larry Fabbroni (Asst Supt of Public Works), Patricia Dunn (Asst City Attorney),
Rick Ferrel (Asst Supt of Public Works), Bill Gray (Supt of Public Works), Steve
Thayer (Controller), Scott Andrews (Deputy Controller), 5chelley Michell -Nunn
(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 7:05 p.m.
A. Chairperson's Greeting and Opening Statement
Chairperson Berry welcomed everyone to the City Administration Committee meeting, explained
the evacuation procedure and explained the meeting process.
B. Agenda Review and Amendments, Approval of Minutes & Announcements
Chairperson Berry stated that Controller Thayer requested that Item F.1 - Controller - be
pulled from the agenda and that representatives from the Greater Ithaca Activities Center's
(GIAC) Board, Margo Hittleman and Jevon Garrett, asked that Item J.1 - GIAC - be moved to
Item F.I.
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March 31, 2004
Page 2
The Committee reviewed the minutes from the February 2004 meeting. Chairperson Berry
made a motion to approve the February 25, 2004 meeting minutes. Seconded by Alderperson
Coles. Motion carried 5 -0.
C. Statements from the Public
Chairperson Berry invited the public to speak before the Committee. Chairperson Berry
reminded the public about the meeting rules (i.e. must give name and address before speaking
and that three (3) minutes are allotted for each speaker.)
Ms. Fay Gougakis of Ithaca spoke about the need for Common Council to pass stricter Jet Ski
laws, the need to change or improve the fountain on the Commons and the need to value quiet
space in connection with the proposed Cayuga Trail going into areas where people are picnicking.
Mr. Guy Gerard of Ithaca commended the City and City Forester Andy Hillman on receiving the
reimbursements from vendors for the loss of trees during various projects and reminded the
City of the need to maintain the trees.
Chairperson Berry thanked Ms. Gougakis and Mr. Gerard for their comments.
D. Employee Comments & Common Council Response. None.
E. Affirmative Action Advisory Committee (AAAC) Update
Human Resources (HR) Director Michell -Nunn reported that the AAAC would be giving a
presentation on the Workforce Diversity Plan to the City Administration Committee. The
presentation is scheduled for the May meeting.
Alderperson Zumoff asked whether the AAAC would be changing the name of the Committee.
HR Director Michell -Nunn stated that a name change could happen but not until certain steps
have taken place.
F. GIAC
1. Request to Approve Agreement Between GIAC and the City of Ithaca
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March 31, 2004
Page 3
The GIAC Board, in conjunction with the City Attorney's Office, requested that
the agreement between the City of Ithaca and the Greater Ithaca Activities
Center (GIAC) be signed. The agreement was drafted at the time when GIAC was
established as a City Department but, for unknown reasons, was never signed even
though Common Council enacted a Local Law (Local Law No. 7 -1998 Added on
9/21/98) establishing GIAC as a City department. The agreement outlines the
respective duties and responsibilities of the City and GIAC, Inc. After discussion,
Chairperson Berry made a motion authorizing the Mayor to sign the agreement
between the City of Ithaca and the Greater Ithaca Activities Center, Inc.
Seconded by Alderperson Cogan. Motion carried 5 -0. The Committee agreed that
this item would be put on consent agenda.
G. Fire Department
1. Request to Transfer Funds to Hire Temporary Part -Time Employee
The Fire Department requested authorization to transfer funds to hire a
temporary part -time employee. The Administrative Assistant (FM) resigned from
the position in the Fire Department effective March 12, 2004. The use of a
temporary employee to perform certain administrative tasks in the interim will
assist the department in maintaining administrative functions. After discussion,
Chairperson Berry made a motion to approve the request. Seconded by
Alderperson Townsend. Motion carried 5 -0. The Committee agreed that this item
would be put on consent agenda.
H. Human Resources Department
1. Request to Transfer Funds from Restricted Contingency for Living Wage
Adjustments
HR Director Michell -Nunn stated that as part of the 2004 budget, money was
placed in the Restricted Contingency Account to allow for the living wage
adjustment to a few City employees who fell below the current living wage as
defined by the Alternatives Federal Credit Union (AFCU). During 2004, a
Memorandum of Understanding (MOU) was established and signed by the
applicable unions to allow for the living wage adjustment to occur. The current
estimate to adjust the City employees to the livable wage is $7,275, which includes
benefits. Since the City desires to ensure that all current full -time City employees
and future newly -hired full -time employees have the option to earn a livable wage,
City Administration Committee
March 31, 2004
Page 4
the HR Director is requesting an amount not to exceed $7,275 to be transferred
from the Restricted Contingency Account to the appropriate salary and benefits
accounts as determined the by the City Controller for the purpose of adjusting
City employees to the current living wage as determined by the AFCU per the
signed MOU between the City and the CSEA Administrative Unit and the CSEA
DPW Unit. After discussion, Chairperson Berry made a motion to approve the
request. Seconded by Alderperson Coles. Motion carried 5 -0.
I. Department of Public Works (DPW)
1. Request to Create a Bridge Systems Engineer Position
The DPW requested to amend the 2004 Engineering Office Authorized Personnel
Roster by adding one (1) Bridge Systems Engineer. After discussion, Chairperson
Berry made a motion to approve the request. Seconded by Alderperson Cogan.
Motion carried 5 -0.
2. Request to Amend Parks & Forestry Budaet for Purchase of Trees
The DPW Parks and Forestry Division has received reimbursements from vendors
for the loss of trees during various projects in the amount of $20,810.20. The
funds replacement and planting of trees were not originally included in the 2004
budget. The DPW Parks and Forestry Division requested that the 2004 budget be
amended to include the amount received. After discussion, Chairperson Berry
made a motion to approve the request. Seconded by Alderperson Zumoff. Motion
carried 5 -0. The Committee agreed that this item would be put on consent agenda.
3. Request to Transfer Funds for Emergency Repairs to South Aurora Street Bridge
The Department of Public Works undertook emergency repairs and reconstruction
to the South Aurora Street Bridge as a result of a sudden failure of the concrete
covering the deck reinforcing the southbound lane. The repairs were not
anticipated or budgeted in the 2004 department budget. The Department of
Public Works requested a transfer of funds to cover the South Aurora Street
Bridge repair and reconstruction expenses. After discussion, Chairperson Berry
made a motion to approve the request and to authorize the City Controller to use
Captial Reserve #4 Bridges in an amount not to exceed $11,881.68 to cover the
repair and reconstruction expenses. Seconded by Alderperson Coles. Motion
carried 5 -0. The Committee agreed that this item would be put on consent agenda.
City Administration Committee
March 31, 2004
Page 5
4. Report on Contract with NYSEG to Rehabilitate West Court Street
Superintendent Gray, Asst Supt Fabbroni and Asst Supt Ferrel updated the
Committee on the contract with NYSEG to rehabilitate West Court Street.
New York State Electric and Gas (NYSEG) is mandated by the NY5 Department of
Environmental Conservation to remove coal tar ducts under West Court Street. In
order to accomplish the duct removal, much of West Court Street requires
excavation, which will include the north side tree lawn, the north side curbing, and
much of the paved street surface. NYSEG has been working closely with the City
and the neighborhood residents to accomplish the required work with the least
impact possible and to restore work zone to a better consider than had existed.
The Department of Public Works (DPW) and NYSEG staff began working together
early in the planning phase to identify problem issues and to ensure that the
project progresses with limited distress to the neighborhood. DPW staff felt that
the City's involvement for the required tree work and street construction would
provide completion of the project phases in a manner that benefited the
neighborhood and assured the completed work met department standards. NYSEG
has agreed to contract with the City of Ithaca for rehabilitation of West Court
Street as proposed in the draft Contract for Services.
DPW wishes to contract with NYSEG for the work of reconstructing the 300
through 600 blocks of West Court Street following NYSEG removing coal tar
ducts. DPW and NYSEG staff have developed a mutually agreed upon scope of
work and contract for the reconstruction and betterment of the project area. The
City Attorney's Office has helped develop and approves of the proposed Contract
for Services.
The attorneys for both agencies are reviewing the proposed Contract for Services.
Once the contract has been finalized, the Department of Public Works will put the
item on the City Administration Committee's agenda.
5. Request to Amend Capital Project #409 -J Tertiary Phosphorus Upgrade Project
Common Council approved the Tertiary Phosphorus Removal Upgrade Project at the
Ithaca Area Wastewater Treatment Plant (IAWWTP) at its regular meeting on
May 7, 2003, in the amount of $4,115,000. Common Council amended the budget at
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March 31, 2004
Page 6
its regular meeting September 3, 2003, to $4,448,500 to reflect low bids opened
August 19, 2003. The City was unable to sign the contracts to effect the low bids
received because of delays imposed by the Wastewater Plant partners. Stearns
and Wheeler proposed a revised budget of $4,975,000 to move forward with a
rebidding process at this time. $2,775,000 of the projected $4,975.00 project
cost is committed by New York State DEC contract signed for grant
reimbursement by NY51)EC, New York State Attorney General, and New York
State Comptroller. The Department of Public Works Water & Sewer Division
requested amendment to the Capital Project 409 -J Tertiary Phosphorus Removal
Upgrade at the IAWWTP in the amount not to exceed $526,500 for a total
project authorization of $4,975,000. This request would be contingent upon action
by all Wastewater Plant Partners committing their new fair percentage of
reimbursement shares of the net cost. After discussion, Chairperson Berry made a
motion to approve the request and to recommend 1) that financing this project be
through local BANS and permanent bonding under NY5 Environmental Facilities
Corporation, or in any such other manner as the City Controller, in partnership with
the Wastewater Plant owners, may recommend within the Joint Activity portion of
the City financing, 2) that a $10,000 increase be made to the previously authorized
engineering services agreement Amendment No. 1 for advertising and construction
services related to this project in the amount of a cost not to exceed $245,000.
Seconded by Alderperson Cogan. Motion carried 5 -0.
6. Reauest to Authorize the Execution and Filina of an Application and Execution and
Delivery of an Agreement Setting Forth the Terms of the Project Financing and
other Documents Necessary for CWSRF Assistance
The Department of Public Works Water & Sewer Division requested to authorize
the Execution and Filing of an Application and Execution and Delivery of an
Agreement setting forth the terms of the project financing and other documents
necessary for CWSRF assistance. After discussion, Chairperson Berry made a
motion giving authorization to City Controller Thayer to apply for short and long
term funding through the reduced interest program of the New York State
Environmental Facilities Corporation. Seconded by Alderperson Zumoff. Motion
carried 5 -0.
K. Reports
1. Mayor's Report
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March 31, 2004
Page 7
Fiscal Viability Committee: Mayor Peterson reported that she attended a meeting
of the Fiscal Viability Committee. This Committee consists of employees, meets
twice a month and deals with budgetary items.
Meeting with Chairpersons of Standing Committees: Mayor Peterson reported that
she has met with the Chairpersons of Standing Committees to confirm the process
in which departments are linked to the standing Committees and the uniform
procedure for department heads to report their needs, goals, and concerns.
2. Sub- Committee Updates
Health Insurance Committee: Alderperson Coles reported on her discussion with
local employers, and members of the community, who are interested in keeping
health insurance cost down for retirees and in discussing how this could be
accomplished. Alderperson Coles will inform the Committee of any meetings that
are scheduled to discuss this issue.
3. Council Members' Announcements
Chairperson Berry: Chairperson Berry reported receiving numerous calls regarding
the racial tension in the community and being asked if Common Council would be
making a response. Mayor Peterson stated that she would prefer discussions
surrounding race issues to be year round. So, if incidents do arise, the reaction or
approach would be proactive not reactive.
4. Director's Report
HR Director Michell -Nunn reported that a request to go into Executive Session to
discuss collective bargaining would be put on the Common Council agenda.
5. Controller's Report
2003 Budget: Controller Thayer reported that his department is in the final phase
of closing out the books for 2003. A full report will be distributed to Common
Council.
Sales Tax Revenues: Controller Thayer reported that the sales tax revenue
continues to be positive. The sales tax revenues currently are above last year's
mark by about 14% and the City had budgeted an increase of 7.2 %.
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March 31, 2004
Page 8
Pension Reform: Controller Thayer reported that the December 15 payment date
for pension contributions to the Retirement System might be moved to the
following year. If so, this would have a positive effect on the City's cash flow and
fund balance for a one year period.
Early Retirement Incentive Program: Controller Thayer reported that an Early
Retirement Incentive Program is included in the State's budget. This incentive
would be for local municipalities. This incentive would not be for State employees.
To participate in the incentive program, a Common Council action would be required
before August 31, after which there would be a 30 -90 open period for employees
eligible to retire to apply.
Revenue Anticipation Note (RAN): Controller Thayer reported that in the past,
the City has had to borrow on a RAN. Meaning that the cash flow during the year
fluctuates and over the last two years, the City has had to borrow money to make
ends meet. The City has paid off the RAN as of January 31, 2004.
6. New Month's Meeting: April 28, 2004
L. Adjournment
With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at
8:23 p.m.