HomeMy WebLinkAboutMN-CA-2004-09-01Members
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DRAFT
CITY ADMNISTRATION (CA) COMMITTEE
Regular Meeting
September 29, 2004
Alderperson Coles, Alderperson Zumoff, Alderperson Townsend (arrived at 7 :05
p.m.), Alderperson Cogan (arrived at 7:05 p.m.)
Alderperson Berry, Alderperson Zumoff
Alderperson Tomlan, Mayor Peterson
Present: Debra Parson (City Chamberlain), Marcia Fort (Director of GIAC), JoAnn Cornish
(Deputy Planning Director), Leslie Moskowitz (Mgr of OD), Steve Thayer
(Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR
Director), Denise Malone (Administrative Secretary)
Others
Present: Guy Gerard, Joel Harland, Members of the Media
Vice - Chairperson Coles called the meeting to order at 7 :10 p.m.
A. Chairperson Greeting & Opening Statement
Vice - Chairperson Coles welcomed everyone to the meeting, explained the evacuation procedures,
and stated that while Chairperson Berry is out on leave that she would be chairing the meeting.
Vice - Chairperson Coles reported that the budget hearings have been scheduled throughout the
month of October. Public budget hearings will be held on October 12 and 26 at 7:00 p.m.
B. Agenda Review and Amendments, Approval of Minutes & Announcements
There were no announcements. Vice - Chairperson Coles stated that a resolution has been
distributed for Item G -3 (Human Resources - Flu Shot).
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September 29, 2004
Page 2
The Committee reviewed the minutes from the August 2004 meeting. After discussion,
Alderperson Cogan made a motion to approve the minutes from the August 25, 2004 meeting.
Seconded Alderperson Townsend. Motion carried 3 -0.
C. Statements from the Public
Joel Harland from Newfield spoke about the construction in Ithaca.
D. Employee Comments. None.
E. Common Council Response. None.
F. Affirmative Action Advisory Committee (AAAC) Update
Co- Chairperson Marcia Fort thanked the CA Committee for their support and adoption of the
Workforce Diversity (WFD) Plan and Mayor Peterson for meeting with the AAAC to discuss
the rollout plan. The Mayor gave her perspectives, suggestions and asked questions about the
rollout plan. The AAAC also expressed to the Mayor the importance of the elected officials of
the City taking the lead as it relates to the WFD Plan, letting the public know that initiatives
around diversity and inclusion comes from the leadership of the City.
The AAAC is looking to identify how they should continue. Progress is already being made. The
Mayor has instituted a performance appraisal system. One of the competencies is related to
department heads looking at the WFD Plan and choosing an attribute that they would like to
work on. The HR Department and the AAAC will assist by providing resources or being
supportive in whatever way they can. Diversity training would be scheduled for the fall.
The City is making steady progress toward increasing the diversity of the workforce. HR
Department is spearheading this endeavors /efforts. Employees need to understand that this is
an expectation on the part of the Mayor and members of Common Council. The AAAC will
develop a schedule to share the WFD Plan with employees throughout the City. Members of the
AAAC would visit various locations or facilities to present the WFD Plan to the employees and
to allow them to ask questions and to give comments or feedback. The AAAC will put together a
tentative schedule and continue to develop a list of needed educational opportunities related to
diversity and inclusion. The City needs to provide information, programs and materials that will
help the entire workforce to grow in the area of diversity and inclusion.
City Administration Committee Meeting
September 29, 2004
Page 3
Now that the WFD Plan has been adopted, the AAAC would like Senior Staff to discuss and ask
questions. A presentation would be given to Senior Staff in October. Senior Staff would need
to know how the plan would impact them, their department and the work that they do.
Ms. Fort extended an invitation to the CA Committee to attend an AAAC meeting.
The Committee thanked Ms. Fort for the report.
G. Human Resources
1. Establishment of Standard Workday
The New York State Retirement System requires that the standard workday be
established for all positions in City government for the purpose of determining
reportable days worked. The standard workday, for the purpose of the retirement
system credit, varies by bargaining unit. After discussion, Alderperson Coles made
a motion to establish the standard workday as listed in the resolution. Seconded
by Alderperson Townsend. Motion carried 3 -0. The Committee agreed that this
item would be put on consent agenda.
2. Request to Amend 2004 Budget for Grant
The HR Department applied for and received a New York State (NYS) Hazard
Abatement Board Occupational Safety and Health Training and Education Program
Grant in the amount of $32,275. The grant would allow various City departments
to be trained in hazard awareness and reduce the number and associated costs of
occupationally related injuries and illnesses to City employees. The grant funds will
be used to hire a training contractor and offset some City staff salary costs. The
grant period is August 1, 2004 to September 30, 2005. The HR Department
requested to amend the 2004 budget for the NY5 Grant. After discussion,
Alderperson Coles made a motion to accept the grant funds and amend the 2004
budget as requested. Seconded by Alderperson Cogan. Motion carried 3 -0. The
Committee agreed that this item would be put on consent agenda.
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September 29, 2004
Page 4
3. Flu Shot
The Cayuga Medical Center (CMC) has offered to provide Flu Shot Clinics in City
facilities to meet occupational health needs at a low rate of $12.00 per employee.
The City has reserved 100 vaccinations from CMC. After discussion, Alderperson
Coles made a motion to authorize the payment of up to $12.00 for City employees,
not covered under another agreement, to receive or be reimbursed for the shots
received in the clinics available at City facilities or through another provider.
Payment is contingent upon the signing of a Memorandum of Understanding with
the appropriate collective bargaining unit. The funds, not to exceed $3,500, would
be transferred from the unrestricted contingency account to the appropriate HR
Department budget line. Seconded by Alderperson Cogan. Motion carried 3 -0.
4. Director's Report. HR Director Michell -Nunn reported on the following:
Workforce Diversity Plan: As part of the performance appraisal system for
department heads, they are required to attend diversity training. The training
would be extended to all senior level employees and would be scheduled for
November.
Recruitment /Selection /Interviewing: The HR Department is diligently working on
developing a recruitment and selection training program. The training would be
required for all employees who are involved in interviewing or any part of the
selection process to hire new employees. It is important that the City ensures
that the entire workforce involved in this process is aware of things that they
could do to enhance their efforts in recruiting as well as be clear on what legally
individuals may or may not do during interviews. The training would be scheduled
for early 2005.
Negotiations: Negotiations are still underway with two unions with the hopes of
coming to an agreement soon with one union.
Classification Study: Currently, the Civil Service Commission is reviewing appeals.
The appeals are around job titles, job classifications, or job descriptions. As the
Commission reviews the appeals, which is basically the input that the employee has,
the individual employees are being notified of the Commission's decisions. The
appeals process should continue through the end of this year, possibly into early
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September 29, 2004
Page 5
next year. Once the appeals have been completed, the State would begin the
compensation study.
Employee Picnic: The employee picnic was a success. HR Director Michell -Nunn
thanked Julie Holcomb, and the employees who assisted her, for taking charge of
the picnic.
Performance Evaluations: As part of the agreement with the City Executive
Association, performance evaluations would be instituted for its members. The
initial meetings are being scheduled to start the process.
H. City Clerk
1. Request to Amend 2004 Budget for Grants
The City Clerk's Office has received two (2) Records Management Grants from the
New York State Department of Education, Local Government Records Improvement
Fund, in the amount of $18,001 and $11,779 for the period of July 1, 2004 to June
30, 2005. The purpose of these grants is to microfilm City payroll records, and to
consolidate and automate the City cemetery records. The Clerk's Office
requested to amend the 2004 budget for these grants. After discussion,
Alderperson Coles made a motion to amend the 2004 budget to reflect the
acceptance of the 2004 -2005 Records Management Grants. Seconded by
Alderperson Townsend. Motion carried 3 -0. The Committee agreed that this item
would be put on consent agenda.
I. Planning Department
1. Request to Amend Personnel Roster
The Planning Department requested to amend the Personnel Roster to delete one
(1) Director of Economic Development (40 hours) and to add one (1) Deputy
Director of Economic Development (40 hours). After discussion, Alderperson Coles
made a motion to amend the roster as requested. Seconded by Alderperson
Townsend. Motion carried 3 -0. The Committee agreed that this item would be put
on consent agenda.
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September 29, 2004
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J. City Chamberlain
1. Redemption of Tax Foreclosure Properties
The City of Ithaca enforces taxes by foreclosure of its liens, pursuant to New
York State Real Property tax law. There may be a period of time between the final
redemption date according to the foreclosure petition and the final judgment
awarding the property to the City, during which the taxpayer owns the property.
The Chamberlain's Office requested that authorization be given to allow
redemption of the property between the final redemption date and the filing of
the judgment papers upon payment of the full amount of the taxes, penalties, fees,
and interest as required by City Charter and New York State Real Property Tax
Law, plus $55 or 10% of the taxes, whichever is greater and that the Chamberlain's
Office may not allow redemption after the final judgment papers awarding title of
the property to the City have been filed with the Court. After discussion,
Alderperson Coles made a motion to approve the request. Seconded by
Alderperson Cogan. Motion carried 3 -0.
K. Controller
1. Controller's Report. Controller Thayer reported on the following:
2005 Budget: The Mayor's budget would be released on Monday and budget
discussions would take place in October.
Sales Tax Revenues: The sales tax revenues have weakened again in the last
month. Last month's activity was less than anticipated, about 3.5% above the
budgeted amount from last year. The decrease is contributed to the construction
in the Southwest area, which has hindered sales to all businesses in that area. The
City was notified that Wal -Mart would not open until March 2005. The City
budgeted for a November 2004 opening, so will lose two months worth of sales tax
that could be as much as $37,000 per month. Lowes should be opening around
December 1St along with Bed, Bath and Beyond. Pet Mart is schedule to open within
a week. The construction in the Southwest area is scheduled to be completed at
the end of October.
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September 29, 2004
Page 7
Health Insurance Contribution: At a recent department head staff meeting, a
question was raised on whether Common Council would be contributing to the health
insurance premium starting 2005. The Committee discussed Common Council
members contributing to the health insurance, Common Council salaries, and the
process involved in increasing the salary for elected officials. The Committee
asked Controller Thayer to complete an analysis that would show what the current
salary would be for Common Council if they had been given a minimum raise increase
every year. The analysis would include a comparison of Common Council salaries to
elected officials of other similar municipalities.
L. Reports
1. Mayor's Report. Mayor Peterson reported on the following:
2005 Budget: The Mayor is working diligently with the Controller's Office on the
2005 budget.
Performance Evaluation: Department heads have developed performance goals for
upcoming evaluations. The Mayor has met with the department heads and reviewed
their goals for the next year. The Mayor found this process to be valuable and
useful.
2. Sub- Committee Updates
Retiree Forum: Vice - Chairperson Coles reported that the HR Department sent out
a letter with a comprehensive list of comments that were expressed at the forum.
This letter was sent to retirees to let them know the status of the decision to
increase the premium. Mayor Peterson reported that a Labor Management Health
Insurance Committee would be scheduled after the budget process.
3. Council Members' Announcements. None.
4. Next Month's Meeting: Tuesday - October 26, 2004
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September 29, 2004
Page 8
L. Adjournment
With no further business and on a motion by Alderperson Townsend, the meeting was adjourned
at 8:26 p.m.