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.