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HomeMy WebLinkAboutMN-CA-2004-05-01ORAFTd CITY& OMNISTRATIONdCOMMITTEEd RegulardMeetingd Mayd26, d2004d Membersd Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan Councild Membersd Present: Alderperson Mackesey, Alderperson Whitmore, Mayor Peterson Staff d Present: Bill Gray (Supt of Public Works), Debra Parsons (City Chamberlain), Brian Carman (Acting President - CSEA Administrative Unit), Mary Luster (City Attorney), Rick Ferrel (Asst Supt of Public Works), Marcia Fort (GIAC Director), Victor Loo (Police Chief), Brian Wilbur (Fire Chief), Larry Fabbroni (Asst Supt of Public Works), Doug McDonald (Director of Economic Development), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Leslie Moskowitz (Manager of Organizational Development), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative Secretary) Othersd Present: Audrey Cooper, Leslyn McBean- Clairborne, Members of the Media, Members of the Public The meeting was called to order by Chairperson Berry at 7:00 p.m. A.d Chairperson' sd9reetingdanddOpenin9d5tatementd Chairperson Berry welcomed all to the meeting and explained the evacuation procedures. Chairperson Berry thanked the City Administration Committee members, HR Director Schelley Michell -Nunn and Controller Steve Thayer for their hard work. CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged2d B.d AgendacPeview/ Amendments,dApprovaldofdMinutes Chairperson Berry stated that Item J.1 is a resolution and the Committee would vote on this item tonight. The Committee reviewed the minutes from the April 2004 meeting. Alderperson Coles made a motion to approve the April 28, 2004 meeting minutes. Seconded by Alderperson Zumoff. Motion carried 5 -0. CA StatementsdfromdthecPublic. None. DA EmployeedCommentsd Chairperson Berry invited employees to speak before the Committee. Greater Ithaca Activities Center Director Marcia Fort wanted to acknowledge publicly the fine and professional work and expertise of the Human Resources Department. Ms. Fort appreciates the work of each staff member and the ability to work well with the Human Resources (HR) Director Schelley Michell -Nunn. Ms. Fort stated that there have been a lot of changes happening within City government in terms of services and resources that are provided for the City workforce. Some of those changes have been difficult for employees and sometimes anxieties /comments may be misdirected. The HR Department has done an excellent job in handling them. EA AffirmativedActiondAdvisorydCommitteec (AAAC) 1. Presentation of the Workforce Diversity Plan Chairperson Berry invited the AAAC to provide a brief overview of the Workforce Diversity Plan by giving a PowerPoint presentation. Ms. Berry stated that the Workforce Diversity Plan establishes a foundation for diversity and inclusiveness, demonstrates commitment to inclusiveness, discusses attributes to diversity, looks at issues related to disability, succession planning and the roles of employees, staff, Common Council and the Mayor in enacting the plan. HR Director Michell -Nunn thanked the City Administration Committee for allowing the AAAC to make this presentation. Ms. Michell -Nunn explained the objective of CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged3d the presentation to the Committee; to move from an Affirmative Action Plan to a Workforce Diversity Plan. The success of anything that the AAAC does is contingent upon the support of Common Council. So, it is important that Common Council has an understanding to the point that they can support and implement what is being presented. The outcome expected is getting support from Common Council to move forward in adopting the Workforce Diversity Plan. HR Director Michell -Nunn stated that the Committee consists of both employees and members of the community. Ms. Michell -Nunn introduced the members. Present were Chairperson Marcia Fort, Rick Ferrel, and Audrey Cooper. Gayraud Townsend is the City Administration liaison. Denise Malone provides administrative support. Ms. Michell -Nunn stated that members that were unable to make the meeting were Tom West, Lauren Signer, Satomi Hill, Lynette Chappell - Williams, and Mary Matthews. Chairperson Marcia Fort gave a historical overview of the AAAC. Ms. Fort stated that the AAAC was established in 1980. The purpose of the AAAC was to serve as a communication link between City employees and management, to serve as advisory arm to, at the time, the Personnel Administrator /Affirmative Action Officer (AAO); and to assist in achievement of equity and employment opportunities. The expectations were that the Committee would assist the appropriate officials and departments to remove barriers that operated in the past to favor some groups of employees over others in the City government labor force; to provide advice and consultation to the Mayor, members of Common Council and the Personnel Administrator /AAO; in the development, implementation and conduct of the City Affirmative Action Program; and to improve existing City policies or to propose new policies which would help improve Affirmative Action as an intricate part of the operations of the City of Ithaca government. During Mayor John Gutenberger's administration the AAAC became inactive due to members' time, constraints or maybe unsure of the Committee's direction. During Mayor Ben Nichols' administration, the Committee was reestablished and reenergized. The Committee, now, meets the third Friday of each month from 9:00 a.m. to 10:30 a.m. in the Common Council Chambers. The relationship between the former HR Committee and now the City Administration Committee, which the AAAC reports to, has been strengthened. There has been an increased interest by City employees to be a part of the AAAC. Exactly what the committee needs in order CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged4d to get diverse viewpoints. In 1996, the AAAC compiled a report. Over a period of about a year, the AAAC met with each of the City departments to hear what their efforts had been toward diversifying their workforces, what barriers they may have experienced, and what support the elected officials and the AAAC could provide to them. A report was compiled and recommendations were made for potential solutions. In 1998, the AAAC had an Advance that was facilitated by Kirby Edmonds. A wealth of helpful information was generated, which when reviewed later showed that what was needed to further the efforts of diversifying the City workforce was not just an Affirmative Action Plan but the City needed a Workforce Diversification Plan. This plan the AAAC is pleased and proud to be presenting tonight. On December 2, 1998, the City of Ithaca Diversity Statement was adopted. It is very important that the statement be visible and that people understand the importance of having such a statement. As a large employer, the City should be proud of that statement and be a role model for other agencies, institutions or businesses that may not currently have a Diversity Statement or diversification initiative. The City should be role modeling and mentoring the kinds of achievements and behaviors that will improve the quality of life for residents in this community. Definitions were given for Equal Employment Opportunity (Legal mandate to provide "level playing field ", Prohibits discrimination); Affirmative Action (Moral and social responsibility to "right the wrongs" of the past; Legal obligations based on numerical measures to increase the representation of women and minorities in education and employment; Based on assimilation); and Diversity & Inclusiveness (Built upon equity; focus on quality of work experience; based on maximizing productivity, creativity, and commitment). HR Director Michell -Nunn stated that Equal Employment Opportunity & Affirmative Action are legal mandates, which focuses on specific groups, numbers, and representation. Diversity has a much broader scope. Diversity focuses on recognizing and responding to the collective mixture of differences and similarities of individuals in an organization, whether students or employees. The purposes for managing diversity and inclusion are to create and maintain an environment that enables all individuals to contribute their full potential; maximize retention and productivity, maintaining effective professional relationships. When focusing on diversity and inclusiveness, there are direct benefits of diversity for individuals CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagecl5d (Job & Career Satisfaction, organizational commitment, establishes a loyalty, job involvement), and for the organization (Good attendance; low turnover, more productivity; improved work quality of work life.) HR Director Michell -Nunn asked "Why are we bothering with diversity ?" The available workforce is shrinking. The City wants to attract the best qualified individuals. It behooves the City to create an environment where people want to come and work here. The census data from Tompkins County from 1990 to 2000 shows that increases that took place within Tompkins County were all within minority groups. The white population decreased by .6 %. Another reason why the City should take diversity seriously and create an environment where people can thrive is that studies have shown that having diversity on teams, having different points of view or different perspectives provides a better outcome, a better product. The cost of not managing diversity, as noted by HR Director Michell -Nunn, were that there could be costly legal implications; unacceptable work behaviors, negative employer image, low morale. If you have an environment that does not practice diversity and inclusiveness, what you end up with is unacceptable behavior in terms of how people interact with each other. The City's workforce demographics were shown for the point in time June 30 of the years 1998 to 2003. The statistics show an increase in females and minorities for the years 1998 -2003. To keep or retain our female and minority employees, the City must create and maintain an environment that accepts diversity or diverse cultures and that enables all employees to contribute their full potential. Asst Supt of Public Works Rick Ferrel stated that the Plan consists of 14 attributes and defines the City's commitment toward achieving workforce diversity in order to have the City's workforce, in all departments and at all levels, reflect the demographic representation of the population.-.." Recognition of the benefits in having a diverse workforce improves the ability of the City's operation to better communicate with and guide the residents of the community. Mr. Ferrel stated that responsibility starts with the Mayor and other elected officials to develop policies, procedures, and regulations in line with the City's Diversity and Vision, Mission, Values Statements. The department heads CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged6d responsibilities are addressed along with a cascading of training on equal opportunity, disability or religious accommodations and workplace diversity for all employee levels. Achievement of the plan can only be possible by encouraging diversity through the recruitment, interviewing and selection process in filing vacant positions and by retention of the selected employees. This will ultimately be achieved by creating a supportive environment. To achieve success with the Workforce Diversity Plan, the elected officials and department heads must be accountable in dedicating resources to implement the plan; in the recruitment and hiring process, must be flexible within the organizational culture and in developing organizational goals. An annual performance evaluation will be established to aid the commitment to diversity as well as be used as a feedback tool. This process starts initially with the Mayor implementing the program and reaffirming the commitment on an annual basis. The diversity plan will become a part of the new employee orientation program. The plan and its goals will also be distributed to the existing workforce along with regular training exercises. The City's commitment to diversity must not be held within the City organization so that customers of our City, the vendors and subcontractors or business partners and visitors are to be advised of our diversity commitment. The City Administration Committee thanked the AAAC for the presentation. Alderperson Zumoff stated that the new Workforce Diversity Plan would replace the Affirmative Action (AA) Plan. There is a major difference between the two plans. Alderperson Zumoff asked the City Attorney if it was okay to replace the AA Plan with the Workforce Diversity Plan in the sense that the original plan has a lot of legalese and a lot references to federal regulations and the diversity plan does not. City Attorney Luster was unable to answer the question without having looked at and compared them to make sure the purposes are the same. To make sure that the legal mandates that were covered by the diversity plan were covered by the AA Plan. HR Director Michell -Nunn mentioned that two years ago the previous City Attorney, Norma Schwab, attended an AAAC meeting. Ms. Schwab researched the issue and stated that in order to justify legally the AA Plan there needs to be some statistical data that supports historical discrimination in the organization. Ms. Michell -Nunn stated that the City, in the past, had not collected data to CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged7d substantiate or warrant an AA Plan. A member of the AAAC, who is an attorney, advised the City to consider a Workforce Diversity Plan. HR Director Michell -Nunn stated that the Committee is not voting on the plan tonight. It is the intent of the AAAC to have Common Council adopt the Workforce Diversity Plan as a new ordinance, which would be put on next month's agenda of the City Administration Committee. Alderperson Townsend commended AAAC Chairperson Marcia Fort on her leadership and work with the Committee. Mr. Townsend stated that the AAAC has produced a great product. F.d Multicultural d2esourcesdCenter 1. Request for Funding Chairperson Berry stated that the City Administration Committee received the Multicultural Resource Center's (MRC) budget, shortfall projections and a packet of information. MRC Executive Director Audrey Cooper, Board President Howard Engelskirschen and Board Member Pere Hassett were present to provide answers to questions from the Committee. They mentioned the Center's mission and the purpose for attending this meeting. In spite of agency budget cuts, the agency was also confronted this spring with a budget shortfall in excess of $7,000. Funding efforts were increased but the Center is still threatened with loss of staff by year's end. The board's efforts, instead of being on program development, are on funding. This is not a time to cut funding to organizations like MRC, especially in light of the recent events at Ithaca High School, in Center Ithaca and with a Common Council member. The City's funding to assure the organization's survival is one small thing that can be done. In return, MRC will help educate on, and monitor, issues of cultural diversity. MRC will advocate so that no one, no matter how poor or marginalized needs to stand alone to be victimized or dehumanized by someone oblivious to the value of culture differences. MRC is dedicated toward creating and sustaining dialogue related to building diversity and cultural awareness with children, youth and adults in Tompkins County. Over the last two years, the agency has experienced cuts to its budget by the County and the City of Ithaca. The City of Ithaca, at one time, granted CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged6d $6,000 annually to the MRC. Without that funding, the existence of the agency is in jeopardy. MRC requested funding in the amount of $7,800. After discussion, Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Cogan. Alderperson Joel Zumoff asked to see the cash flow report. Ms. Cooper stated that it is difficult to show a cash flow when the center does not start the year with a hefty fund. Ms. Cooper stated that without City funds, the County would be picking up 53% of the agency's budget, fund - raising would be at 32 %, grants would beat 14% and program fees would beat 1 %. MRC pays only the salary for one full - time staff person, who works and receives fringe benefits from Cornell University. The agency operates out of Cornell Cooperative Extension building. The phone service had to be turned off due to the cost. The only way that the board can balance the budget is by cutting staff. If staff is cut to 20 hrs /week, not much time would be spent doing the kinds of programming that needs to get done. If the fund raising and the grants do not come through, then programming would be cut and the agency will run out of money before the end of the year. Ms. Cooper stated that when writing proposals for grants, they want matching funds. County dollars and City dollars are those matching funds. Amend mentcbfdamount: The Committee discussed the request and whether or not they could support funding the entire amount of $7,800. The City does need this kind of service. Alderperson Whitmore stated that two years ago Common Council decided not to include community services agency funding, which included funding for MRC. Last year, MRC came with an emergency request but was denied by Common Council. Alderperson Whitmore stated that this is an essential endeavor for the City to participate, but suggested that the Committee support $6,000 at this point with an understanding that as the end of the year gets closer and if MRC is still in an emergency situation, that the Committee may hear another request. Alderperson Zumoff made a motion to change the amount to $6,000. Seconded by Alderperson Cogan. Motion carried 5 -0 on the amended motion. Amendment: Mayor Peterson stated that another whereas should be included in the resolution as a reason for an unusual circumstances for releasing some money from the unrestricted contingency. It would read as follows: "Whereas, Common Council considers this request an emergency situation that addresses a community CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Paged9d need that Common Council has agreed is of the most critical importance." Alderperson Cogan made a motion to include this as the last whereas in the resolution. Seconded by Alderperson Coles. Motion carried 5 -0 on the amendment. MaindMotion: A vote on the main motion resulted in a 5 -0 vote. Motion passed as amended. The Committee agreed that this item would be put on consent agenda. G.d SouthsideciCommunitycLenterc (SSCC) 1. Funding for 2004 Chairperson Berry welcomed 55CC Board members and Interim Executive Director Leslyn McBean- Clairborne to the meeting. The board members and Interim Executive Director provided an overview of the 2004 funding request. The request was prepared as 55CC takes affirmative steps toward realizing administrative stability, support of current programming and efforts to reinstate hallmark programming at the center. The funds will assist the staff and the board to build a solid infrastructure for future collaboration, which results from the joint working groups. The money that has already been released by the City has been put to good use (i.e. to meet payroll for the limited staff that currently exceeds $75,000 in salaries and in nearly $10,000 in payroll taxes; provide office supplies, liability insurance and programming expenses. There is programming occurring at the center that requires funds for staffing and supplies as the summer program starts and the center assumes full responsibility for the computer lab. 55CC is faced with funding the computer lab. The budget distributed outlines the center's current cash flows as well as projected deficit. The current interim director has enlisted funding and services from various organizations. The staff and the board has met fund raising success in varying degrees as they pull the center out of an annual deficit it has faced for the past several years. As you can see from the budget, the center will not be able to break even by year's end. 55CC will be asking the City to support the good work coming from the center. Hopeful that the City will see how important it is for 55CC to prosper in the community. A place where both young and old frequent for support, CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl Od guidance, education and recreation. Without this funding SSCC will have to close its doors. Something the community cannot afford. Interim Executive Director Leslyn McBean stated they are here tonight only to share information. Ms. McBean asked the City to consider 55CC funding request. Ms. McBean realizes that the City is experiencing difficult times and that there is no money. What troubles her is hearing about opening the flood gates. The flood gates are there for, unfortunately, the poorer agencies. Agencies that serve and provide preventive opportunities in this community. Ms. McBean asked the City to take a different view of those agencies that come forward to request funds. Alderperson Whitmore stated that the Southside Working Group's goal was to look at the relationship between the City, GIAC and the 55CC. The group realized that there were many pieces that needed to be considered during this process. Discussions were had regarding these issues at working group meetings. Alderperson Whitmore sees this request in line with what the working group has been doing. Common Council and the boards of SSCC and GIAC have made no decision regarding exactly what the next step is in the relationship between these two agencies. A discussion will happen regarding this at a later date but as Ms. McBean stated there are more pressing issues. Issues that cannot wait for the decision to come from GIAC, SSCC, or Common Council. With that in mind, this request is coming forward. If the City is interested in taking the next step in building more collaboration between the City and 55CC, this request is very much in line with that. The Community Services Committee has talked about SSCC becoming a part of the City. This is a big step that requires discussions now, during the budget process, and into the future. Chairperson Berry stated that this is just a discussion to hear from SSCC, to hear the concerns of Common Council, to get input from the Fiscal Viability Team working inside City Hall, and to give the mayor time to review. The Committee thanked SSCC for their thoughts and expressions. CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl l d H.d Greaterd lthacadActivitiescLenterc(GIAC) 1. Request to Amend Personnel Roster GIAC requested to amend the Personnel Roster by Deleting: One (1) Administrative Secretary (20 hrs) One (1) Senior Typist (35 hrs) Adding: One (1) Administrative Secretary (35 hrs) One (1) Senior Typist (20 hrs) 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. I.d Planningcbepartment 1. Request to Extend National Development Corporation (NDC) Contract The Planning Department requested to extend contract between the City of Ithaca and the National Development Council for community and economic development assistance from June 1, 2004 to May 31, 2005 at a cost not to exceed $60,000. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. J.d Attorney/ Policecbepartment /Firecbepartment 1. Memorandum of Understanding for Dispatchers The Attorney's Office, Police Department and the Fire Department requested approval of the Memorandum of Understanding for dispatch services between the City of Ithaca and Tompkins County. After discussion, Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl 2d K.d FirecDepartment 1. Request to Standardize on Radio Equipment The Fire Department requested that Common Council authorize the standardization of Motorola radio equipment as the type of equipment used and purchased by the City of Ithaca Fire Department. After discussion, Alderperson Zumoff 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. 2. Request to Standardize on Mine Safety Appliance Self Contained Breathing Apparatus (MSA SCBA) The Fire Department requested that Common Council authorize the standardization of MSA SCBA equipment as the type of equipment to be used and purchased by the City of Ithaca Fire Department during the year 2004. 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. L.d CityXhamberlain 1. Request Approval to Waive Tax Penalty A relative of the property owner of 607 W. Court Street has submitted documentation that shows the taxes were unable to be paid due to illness. The Chamberlain's Office requested that the penalty on the installment taxes be waived. After discussion, Alderperson Cogan made a motion to approve the Chamberlain's Office request. Seconded by Alderperson Cogan. Motion carried 5- 0. The Committee agreed that this item would be put on consent agenda. 2. Use of Credit Cards for Payments City Chamberlain Debra Parsons stated that with the installation of the new Accounts Receivable Software, the City is now in a position where a decision needs to be made about accepting credit cards for payments at the counter. Currently, CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl 3d the Youth Bureau and the Golf Course accepts credit cards for payment. If the City accepts credit cards at the counter and ten percent of taxes, water and sewer bills and parking tickets were paid by credit cards, Ms. Parsons estimates that $30,000 annually for credit card processing fees would need to be included in the Chamberlain's Office budget. Ms. Parsons will continue discussions with Official Payments. Doing so saves the City the fees, would allow the City to get some usage data before having to configure our systems in -house and allows the customers the convenience of paying by credit card. Ms. Parsons will keep the Committee updated on this matter. M.d Humand2esourcescDepartment 1. Request Funds for Living Wage Adjustment The Human Resources Department requested release of funds from restricted contingency for living wage adjustments. Previously, Common Council authorized $7,275 from restricted contingency to cover living wage adjustments to several employees. An additional Memorandum of Understanding (MOU) has been signed to consider the base salary excluding shift differential to determine if an employee is paid the living wage as defined by the Alternative Federal Credit Union (AFCU). After discussion, Chairperson Berry made a motion to authorize the transfer of an amount not to exceed $1,616 to the appropriate salary and benefits accounts as determined by the City Controller for the purposes of adjusting City employees to the current living wage as determined by the AFCU per the signed MOU between the City and CSEA DPW Unit. Seconded by Alderperson Coles. Motion carried 5- 0. N.d DepartmentdofcPublicdWorksc (DPW) 1. Request to Amend 2004 Parks and Forestry Budget to Accept USDA Grant and Other Reimbursements The City Forester has received or is in the process of receiving several reimbursements from local construction projects for tree replacements in the amount of $26,900. The City Forester has also been notified of a $25,000 grant from the United States Department of Agriculture (USDA) through the NY5 Department of Conservation for an Inner City Community Forestry Grant. The CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl4d Department of Public Works requested to amend the DPW Parks and Forestry budget by an amount not to exceed $51,900 for the purposes of recording project constructions reimbursements and grant funds. 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 Sign a State Contract for an Aid to Localities Project As part of the United States Department of Agriculture Inner -City Urban and Community Forest Grant, the City is required to pass a resolution of support and designation of Authorized Representative for the grant document. The Department of Public Works requested that the Superintendent of Public Works be directed and authorized as the official representative to act in connection with any contracts between the Municipality and the State. 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. 3. Request to Establish Capital Project for Green Street Parking Garage Repairs The Department of Public Works requested that Common Council establish Capital Project #477 Structural Repairs to Green Street Garage in the amount not to exceed $496,000 for the purpose of structural repairs to the Green Street Garage. After discussion, Alderperson Coles 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. 4. Request to Establish Capital Project for Cecil A. Malone Drive Pedestrian Bridge The Department of Public Works requested that Common Council establish Capital Project #478 Cecil A. Malone Pedestrian Bridge in the amount not to exceed $155,000 for the installation of a pedestrian bridge at Cecil A. Malone Drive across the flood relief channel. After discussion, Alderperson Zumoff 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. CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl5d 5. Request Approval of Ithaca Area Wastewater Treatment Plant 2004 Capital Projects The Special Joint Committee (SJC) has recommended a program of capital improvements at the Wastewater Treatment Plant for the balance of 2004. These capital improvements include several capital projects that have a total cost of $647,400. The Department of Public Works requested Common Council to establish or amend the following Capital Projects for the purpose of capital improvements at the Wastewater Treatment Plant in 2004 in the amount not to exceed $647,400. 1. C.P. #411J - Admin Building & Thickener Roof Addition Design - $10,000 2. C.P. #412J - Energy Reduction Upgrades - $60,000 3. Amend C.P. #408J for Gas Cleaning Equipment - $42,400 4. C.P. #413J - Boiler Replacement- $100,000 5. Amend C.P. #410J for Second Primary Tank Rehabilitation - $200,000 6. C.P. #414J - Flow Meter Stations Rehabilitation - $100,000 7. C.P. #415J - Facility Concrete Restoration - $135,000 After discussion, Alderperson Cogan 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. O.d Reportsd 1. Mayor's Report Capital Project Budget Process: Mayor Peterson stated that the budget process has started for Capital Projects. A memo was sent out with a copy of the capital project request forms. This is a year of critical need only for capital projects. Drafts should be on her desk around June 3. A meeting to review the drafts would be held around mid June. City Building Survey: Mayor Peterson and Controller Thayer met with the same company, who is working with the County, to look at City buildings for ways to save energy and reduce greenhouse emissions. This company and another vendor have CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl6d offered to complete paperwork for the City to apply for a NYSERDA Grant on solar retrofit of buildings. 2. Sub- Committee Updates Retiree Forum: Alderperson Coles reported that the retiree forum has been scheduled for Tuesday - June 1, 2004 - 2:00 p.m. to 4:00 p.m. - Common Council Chambers. At the forum, there will be a presentation on the City's Health Insurance status and an opportunity to hear from retirees who will be impacted by any health insurance increase. All Committee members were encouraged to attend. 3. Council Members' Announcements. None. 4. Director's Report a. CSEA Classification St HR Director Michell -Nunn distributed the Frequently Asked Questions handout. The sheet included questions frequently asked by employees and responses by the HR Department. Ms. Michell -Nunn reported that informational sessions have been scheduled. These sessions would provide opportunities for employees to ask questions regarding the classification study. In this phase of the classification study job titles and job descriptions were reviewed, and revised if necessary, to reflect what employees actually do. There is an appeals process. The deadline date for appeals has been extended from the end of May to the end of June due to the request from the CSEA Union and the approval of the Civil Service Commission. Employees have another month to review their job descriptions and put forth appeals. The HR Department is anticipating that by the end of the summer or early fall, the appeals process should be completed and the compensation analysis piece would begin. Once the state has completed the market analysis for the City, employees will have the opportunity to review the results and to go through another appeals process. There would be an anticipation of a dollar impact as it relates to employees' salaries. At that time, the City would negotiate with the Union in terms of the implementation of the increases and a request would be made to Common Council that money CitydAdministrationciCommitteedMeetingd Mayd26, d2004d d Pagedl 7d be set aside to address the increase in salaries. The HR Department would propose that the increases be phased in over a period of time. 5. Controller's Report Sales Tax: Controller Thayer reported on the status of the sales tax. Mr. Thayer did receive and review the report from the State on the City's collections. The projections that the City showed in last year's budget projections for sales tax revenue may have been a little aggressive based on the early returns on sales tax collections with the Southwest development. Controller Thayer will continue to monitor and make adjustment for the 2005 budget as he deem appropriate and will continue to update the Committee on the changes. 2005 Assessments: The City's tentative assessment for 2005 from the County has come in and it is up about 11.9 %. Last years increase was a little over 6 %. This means that based on the City's current tax rate of $11.69, the City would get an additional $1,300,000, which is subject to change. Bond Resolutions: Controller Thayer stated that he would bring forward bond resolutions for any new bonding, which are issued in January and August and would include the Green Street Garage Project. The City would go out for permanent financing, which would require a re- rating of the City. The City has a double A -3 with a negative outlook, based on 2003 results and paying off the Revenue Anticipation Note (RAN) in January 2004. Mr. Thayer reported that May is one of the lowest cash flow months and the City survived. Retirement Incentive Program: Controller Thayer reported that has been no new developments regarding the retirement incentive program. This incentive is attached to the State, which has not yet been approved. 6. Next Month's Meeting: June 30, 2004. J. d Ad journmentd With no further business and on a motion by Alderperson Zumoff, the meeting was adjourned at 10:15 p.m.