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HomeMy WebLinkAboutMN-CA-2004-03-01Members Present: 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. City Administration Committee 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 City Administration Committee 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 City Administration Committee 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 City Administration Committee 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 %. City Administration Committee 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.