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HomeMy WebLinkAboutMN-CA-2004-11-01Members Present: Members Excused: Staff DRAFT CITY ADMINISTRATION COMMITTEE Regular Meeting November 18, 2004 Alderperson Berry, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan (arrived at 7:18 p.m.) Alderperson Coles Present: Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell - Nunn (HR Director), Leslie Moskowitz (Mgr of OD), Denise Malone (Administrative Secretary) Chairperson Berry called the meeting to order at 7:03 p.m. A. Chairperson Greeting & Opening Statement Chairperson Berry welcomed everyone to the meeting and explained the evacuation procedures. B. Agenda Review and Amendments, Approval of Minutes & Announcements There were no announcements or amendments to the agenda. The Committee reviewed the minutes from the October 2004 meeting. After discussion, Alderperson Zumoff made a motion to approve the minutes from the October 26, 2004 meeting. Seconded Alderperson Townsend. Motion carried 3 -0. (Alderperson Cogan was absent from the vote.) C. Statements from the Public. None. D. Employee Comments. None. E. Common Council Response. None. City Administration Committee November 18, 2004 Page 2 F. Affirmative Action Advisory Committee (AAAC) Update HR Director Michell -Nunn reported that the AAAC Chairperson Marcia Fort met with department heads to discuss the newly adopted Workforce Diversity Plan. The meeting was productive. Department heads expressed thoughts about the plan and concerns about the hiring process. G. Human Resources 1. Retiree Health Insurance Co -Pay HR Director Michell -Nunn asked that this item be pulled from the agenda. More information will be provided at next month's meeting. 2. Director's Report. The Human Resources Director reported on the following: Diversity Training: Department heads would be participating in diversity training on November 22. The training is linked with performance evaluations, which looks at the existing Workforce Diversity Plan and the departments. CSEA Classification Study: All appeals have been reviewed and employees have been notified of the results. Safety Training: Safety training is underway and smoothly moving forward. Exam Preparation Course: The City of Ithaca, in conjunction with Tompkins County, will conduct a civil service exam prep taking skill course. The course will be held on Saturday - November 20 at the Greater Ithaca Activities Center (GIAC) from 9:00 a.m. to 12:00 noon. The course offers tips on how to increase chances of success on a civil service exam. Employee Forum: The dates for the next employee forums are: Friday - December 3 @ City at City Hall (12:30 p.m. - 2:30 p.m.) Friday - December 10 at Streets & Facilities (1 p.m. - 3 p.m.) Wednesday - December 15 at GIAC (11 a.m. - 1 p.m.) City Administration Committee November 18, 2004 Page 3 Performance Management: Leslie Moskowitz (Manager of Organizational Development) is working with the Executive Association to implement the performance evaluation procedure. Contract Negotiations: The City is still negotiating contracts with the CSEA DPW Unit and the Police Benevolent Association (PBA). Deputy Police Chief: The temporary Deputy Police Chief term has expired. Deputy Police Chief interviews have been completed. Reference checks are being done. A decision and offer would be made by the first of the year. Alderperson Cogan arrived at 7:18 p.m. H. DPW /Water & Sewer 1. Request to Extend Personal Services Contract for On -Site AutoCad Traini Services The Department of Public Works (Water & Sewer) requested approval to extend the personal services contract for On -Site AutoCad Training Services. The contract would be for January 1, 2005 to December 31, 2005 at a rate of $23.22 per hour but not to exceed $24,155 per year. Chairperson Berry expressed concern that contractors are indeed contractors and not treated as City employees. The Committee discussed what the City's liabilities would be should IRS say that an independent contractor is operating as an employee. The Committee will review the matter, establish and distribute consistent guidelines regarding the hiring of independent contractors. Controller Thayer stated that the Committee has two options. The Committee could pull this request and put on the City Administration Committee's agenda for December, allowing more time to request and receive additional information. Or, the Committee could put it forward to the December's Common Council meeting for approval, contingent on appropriate documentation being received prior to the Common Council meeting. If not received, the Committee could always pull this item from the Common Council agenda at that time. City Administration Committee November 18, 2004 Page 4 After discussion, Alderperson Cogan made a motion to approve the request contingent upon language be included in the resolution that states this is an independent contractor and that the Assistant Superintendent of Public Works (W &S) will provide documentation demonstrating that this individual is clearly an independent contractor for the City of Ithaca. Seconded by Alderperson Townsend. Motion carried 4 -0. I. Finance /Controller 1. Authorization to Cover Red Accounts The Controller's Office requested authorization to Cover Red Accounts. After discussion, Alderperson Zumoff made a motion that the City Controller be empowered to make transfers within the 2004 budget appropriations, as needed, for the remainder of the 2004 Fiscal Year. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Bond Resolution Controller Thayer stated that the City borrows funds twice a year (January and August). To borrow these funds, Common Council must first authorize the issuance of the bonds. Controller will request approval of the authorization of Capital Projects approved by Council since the last authorization in July 2004. The only projects needed for authorization are the 2005 approved Capital Projects. The bond resolution would be available by the December Council meeting. Mr. Thayer asked that this Committee move the bond resolution forward to the Common Council agenda for December. No voted is needed tonight, but a two - thirds vote of the entire voting strength of Common Council is needed for approval in December. 3. Establishment of Retirement Contribution Reserve Controller Thayer stated that as part of the new Pension Relief Law for 2004, municipalities are now allowed to create a reserve for future retirement contributions. Mr. Thayer recommends that the City establish a Retirement Contribution Reserve. After discussion, Alderperson Townsend made a motion to establish a Retirement Contribution Reserve for the purposes of financing retirement contributions in the future and to direct the City Controller to place City Administration Committee November 18, 2004 Page 5 the appropriate amount of funds in said reserve prior to the close of the books for 2004 after all red accounts are closed. Seconded by Alderperson Cogan. Motion carried 4 -0. 4. Controller's Report. The Controller reported on the following: Sales Tax: The City has been behind in the sales tax for most of the year with the lowest point being in September 2004. The City has experienced positive results the last couple of months with a five percent (5 %) increase compared to prior years. The City budgeted 9.6% increase for sales tax for 2005. Parking Rates: 2005 rates have been established for Green, Seneca and Dryden parking lots. The Board of Public Works (BPW) has discussed the rates and will make recommendations at the next voting meeting. The two (2) hour free parking will continue in downtown lots for 2005. Rates have increased in 2005 for permits, meters and parking after 2 hours. Retirement: The State changed the date for payment of retirement contribution from December 15, 2004 to February 1, 2005. The City will book the liability at the December 15 date. The State established a discounted rate if paid by December 15, a pre payment of the contributions. For the City this would mean a little less than 1% or $24,800 that would be deducted from the total bill. Controller Thayer reported that should the City have the funds on December 15, the City would make the payment/ prepayment. Mr. Thayer will update the Committee at the December meeting. 2005 Detailed Budget: The 2005 budget has been distributed. The Controller's Office will have available a user - friendly budget by January 1St Negotiations: The agreement between the City and the CSEA Administrative Unit has been signed. Retro payments will be paid in a few weeks. Current contracts under negotiations are the Police Benevolent Association (PBA) and the CSEA DPW Unit. J. Reports 1. Mayor's Report. The Mayor reported on the following: City Administration Committee November 18, 2004 Page 6 Parking The Board of Public Works (BPW) established the rates for 2005 and will continue to discuss the rates for 2006. The 2 hour free parking may not be able to happen after 2005. Labor Management Health Insurance Committee: A meeting has been scheduled for December and will consist of management, elected officials and union representatives. Negotiations: The City is still negotiating with CSEA DPW Unit (expired December 31, 2003) and the Police Benevolent Association (expires December 31, 2004). TCAT: Currently, the City is in impact bargaining for CSEA employees (Bus Drivers) and discussing other issues in the TCAT reorganization. Water Plant: The first organizational meeting was held today for issues surrounding a new Water Plant. Alderperson Cogan, Alderperson Coles, Alderperson Tomlan and Alderperson Mackesey attended the meeting. The meeting will be held monthly. At the meeting, discussion will take place about what is needed, an inter - municipal solution or a stand -alone solution. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: Wednesday - December 22, 2004. K. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 8:00 p.m.