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HomeMy WebLinkAboutMN-CA-2004-09-01Members Present: Members Excused: Council Members Present: Staff 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). City Administration Committee Meeting 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. City Administration Committee Meeting 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 City Administration Committee Meeting 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. City Administration Committee Meeting September 29, 2004 Page 6 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. City Administration Committee Meeting 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 City Administration Committee Meeting 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.