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HomeMy WebLinkAboutMN-CA-2004-02-25DRAFT CITY ADMINISTRATION COMMITTEE Regular Meeting February 25, 2004 Members Present: Alderperson Berry, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Members Excused: Alderperson Coles Council Members Present: Alderperson Whitmore, Alderperson Tomlan Staff Present: Brian Wilbur (Fire Chief), Joanie Groome (Recr Supervisor), Thys Van Cort (Planning Director), Brian Weinstein (IPFF President), Victor Loo (Police Chief), Bill Gray (Supt of Public Works), Larry Fabbroni (Asst Supt of Public Works), Rick Ferrel (Asst Supt of Public Works), Leslie Moskowitz (Mgr of OD), Scott Andrews (Deputy Controller), Steve Thayer (Controller), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative Secretary) Others Present: Karl Graham, Members of the Media, Members of the Public Meeting called to order by Chairperson Berry at 7:30 p.m. A. Chairperson Greeting & Opening Statement Chairperson Berry thanked all for attending the meeting and stated that Common Council would, at a future meeting, discuss improving the environment of the Common Council Chambers. The improvements would include, but not be limited to, better lighting, carpeting, better seating, etc. City Administration Committee February 25, 2004 Page 2 Chairperson Berry stated that Common Council members will meet with department heads and the Mayor to discuss what the priorities or the philosophy would be regarding spending. Common Council members receive many requests from department heads and if there were a plan in place regarding priorities in spending, it would be easier to make decisions. B. Agenda Review and Amendments, Approval of Minutes & Announcement Chairperson Berry stated that Item L - Ithaca Downtown Partnership: Request to Fund Trolley Study - has been removed from the agenda. Mr. Gary Ferguson will research and collect more data to present to this Committee at a future meeting. Alderperson Cogan asked to add an item to the agenda to discuss the purchase of a shuttle bus that would be used during the Cayuga Green Construction Project and, afterwards, given to the Ithaca Fire Department for the Hazardous Materials Team. Chairperson Berry suggested adding this to the agenda as Item K -2. The Committee reviewed the minutes from the January 2004 meeting. Mayor Peterson asked that the Mayor's position be listed with Common Council members. Alderperson Townsend made a motion to approve the January 28, 2004 meeting minutes. Seconded by Alderperson Cogan. Motion carried 4 -0. C. Statements from the Public Chairperson Berry invited the public to speak before the Committee. Mr. Joel Harlan from Newfield stated that the plans regarding the trolley were good, but questions how the trolley could go up hills, cross bridges or railroad tracks. Mr. Harlan talked about the Taughannock Blvd extension, partying at Cornell and Ithaca College, adult entertainment, and building a sports arena. The arena would be located at Cass Park and be used not only for ice skating and year -round swimming, but the arena could also be used as the home court for Ithaca High School, hockey practice, basketball, bands, Ice Follies, etc. Chairperson Berry thanked Mr. Harlan for his comments. D. Employee Comments & Common Council Response Chairperson Berry invited employees to speak before the Committee, but there were none. City Administration Committee February 25, 2004 Page 3 Chairperson Berry asked for Committee response. There were none. Chairperson Berry stated that the issue before the Committee is whether or not to help fund a trolley study and that the Committee had not taken any position on the matter. E. Affirmative Action Advisory Committee (AAAC) Update HR Director Michell -Nunn stated that the AAAC met on Friday - February 20 - to revise the Affirmative Action Plan, which will be changed to Workforce Diversity Plan. The AAAC is putting together a brief presentation for the City Administration Committee, which will be presented at a future meeting. F. Youth Bureau) 1. Request to Amend 2004 Budget The NYS Office of Mental Retardation and Developmental Disabilities have advised the Youth Bureau that they would receive additional Family Support funding for Summer Program Inclusion in the amount of $4,620. The Youth Bureau requested to amend the 2004 budget to include this amount. Recreation Supervisor Joanie Groome stated that this is not a one -time funding but an annual funding. This money would provide an opportunity for two children who have a disability to attend day camp with assistance of an adult to help mainstream them into a "typical day camp ". After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 4 -0. The Committee agreed that this item would be put on consent agenda. 2. Request to Amend Youth Bureau Personnel Roster for Reduction of Hours The Youth Bureau requested to amend the Personnel Roster by reducing one (1) Recreation Specialist (RMS Program) from 30 hours per week to 17.5 hours per week from March 8, 2004 until December 31, 2004. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. The Committee agreed that this item would be put on consent agenda. City Administration Committee February 25, 2004 Page 4 G. Police Department 1. Request to Amend Personnel Roster The Police Department requested to amend the Personnel Roster by adding one (1) Data Entry Specialist (40 hours). This position would be assigned to the CSEA Administrative Unit at Salary Grade 2. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 4 -0. The Committee agreed that this item would be put on consent agenda. H. Department of Public Works 1. Request Funds for Repair /Upgrade of Heating Systems in Streets & Facilities Building The Department of Public Works (S &F) requested funds to replace the heating system and to install fresh air intakes at an estimated cost of $35,000. The 1984 heating system in the DPW Streets & Facilities Building is failing with increasing maintenance costs and the inability of finding parts due to its age. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. 2. Request to Approve Memorandum of Project Understanding The Department of Public Works (W &S) requested approval of the engineering study between the Ithaca Area Wastewater Treatment Facility (IAWWTF), NYS Energy Research and Development Authority (NYSERDA), Malcolm Pirnie, and Siemens Building Technologies and authorization be given the Assistant Superintendent of Water & Sewer to sign the Memorandum of Project Understanding on behalf of the IAWWTF. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. City Administration Committee February 25, 2004 Page 5 3. Water /Sewer - Request to Extend the Personnel Service Contracts to December 31, 2004 The Department of Public Works (W &S) requested to extend the personnel services contract of Michael Ocello to December 31, 2004. Mr. Ocello provides on- site AutoCAD training. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. The Committee agreed that this item would be put on consent agenda. The Department of Public Works (W &S) requested to extend the personnel services contract of Kenneth Harding to December 31, 2004. Mr. Harding provides on -site support. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. The Committee agreed that this item would be put on consent agenda. I Planning & Development 1. Request to Amend 2004 Budget to Account for Economic Development Director The Planning Department requested to amend the 2004 Authorized Budget by transferring $67,976 from the Mayor's budget to the Planning Department's budget to account for the Economic Development Director's position. After discussion, Alderperson Cogan made a request to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. 2. Request to Amend Capital Project #446 Cayuga Green Design & Study for Proposal to Provide Structural Consulting Service for Cayuga Green Project Parking Stn irti irP Planning Director Van Cort and Superintendent Gray stated that they were not ready to recommend anything at this time. J. Fire Department 1. Budget Shortfalls Chairperson Berry invited Fire Chief Wilbur to speak before the Committee. City Administration Committee February 25, 2004 Page 6 Fire Chief Wilbur wants Common Council to be aware of some of the financial issues facing the Fire Department and to discuss the need for a specific request. The request would be to appropriate an additional $150,000 to allow the Fire Department to function as it should, understaffed as it is. Fire Chief Wilbur stated that the Fire Department has experienced a series of events over a decade that has brought them to where they are today. The administrative staff has been reduced causing work to be reassigned to line positions as opposed to staff position that are no longer available. The need to compensate people when they work, especially when it is off duty work. The impact of the department's schedule, the way the department operates, trying to integrate or coordinate with outside agencies and the realization that two people, the Fire Chief and Deputy Chief, cannot be the point of contact for every aspect of the department. Fire Chief Wilbur mentioned that the most recent change in City policy to reduce or avoid overdrawn accounts has a big impact on the Fire Department. Even though this makes sense one cannot predict what will occur in emergency services. This change does impact ability to get work done. Similarly, the declination by the Firefighters in the kinds of compensation they will accept from the City for off duty work has increased the cost of that work significantly. Leaving the Fire Chief with a ton of work to be done and not the means to do it. Many of the operational units are crossed platoon, which means, for example, the Hazardous Materials Team has three (3) Firefighters from each of four platoons. In order for the Firefighters to train and drill in the environment in which they would be called upon to work in if there was a hazardous material spill, it means that three quarters of the unit, three quarters off duty would have to come in on an off duty basis causing overtime. The infrastructure is crumbling. There is insufficient staffing. Maintenance has been deferred. Training has been deferred. The department is going from an excellent organization that achieved excellence on the backs of some very fine people to one that is careening toward mediocrity. When you rely heavily on a small workforce to do extraordinary work and then say that we are not going to train, equip or support you in the manner that that kind of relations deserves, that is not something that the Fire Chief wants to tell a Firefighter at the end of a hose line City Administration Committee February 25, 2004 Page 7 or one that is hanging from a rope over the gorge in Fall Creek. Fire Chief Wilbur stated that "Excellence is where the City needs to be, mediocrity is too risky." Fire Chief Wilbur thanked the Committee for allowing him to express his thoughts and asked, "What is the next step in light of the City's financial situation ?" Alderperson Townsend asked what is the most critical need of the department, which Chief Wilbur responded "Staffing or the ability to use the staff he has. The department is short staffed and he does not have the ability to use the staff in the manor that is needed to get the job done." Alderperson Cogan asked about the new City policy regarding "any overage in the budget line must be covered prior to expenditures being authorized." What does this mean or what implications does it have? Controller Thayer stated that in the past, the City has allowed departments to go over in certain accounts if the department had monies in other accounts. Transfers between accounts would be made at the end of the year. This was okay when there were plenty of funds remaining at the end of the year to cover the overages. With the decreasing flexibility with funds remaining at the end of the year, the City decided to be proactive by making changes during the year, on a monthly basis. If a department goes over in an account, the department must say where to make a transfer within their accounts to cover that overage. And, if the department cannot, the department must find another funding source or make a request to Common Council. This is an attempt to make it easier on the Administrative Support staff at the end of the year and to be a little more proactive. For the City to operate this way gives a better financial picture sooner. Alderperson Zumoff stated that the City is paying thousands of dollars in overtime. If the department were given more positions, how much would that save in overtime? Alderperson Cogan asked whether the department needs staff or the ability to use the current staff. Chief Wilbur stated that he was not prepared to give an answer because he had not completed an analysis to see if it would be more beneficial to hire an administrative position to perform the duties or to pay the overtime. Fire Chief Wilbur distributed material to the Committee. Mr. Wilbur completed an analysis that explains the disparity from year to year and how the money is appropriated and spent. The analysis also explains what causes overtime. City Administration Committee February 25, 2004 Page 8 The Committee reviewed the analysis and discussed the next step. Fire Chief Wilbur asked for guidance on what to do for this year. Will there be hazardous material training or will there be bunker basic training? If Common Council is inclined to say, "There is no money," then, he knows what he has to do. If Common Council is inclined to say, "Let's sit down and see what can be done," then this sends him in a different direction. Alderperson Cogan stated that a decision cannot be made now, but would like to explore the possibilities. Chairperson Berry suggested convening a meeting of Common Council members to discuss Chief Wilbur's concerns and to develop priorities that would address departments' concerns. Mayor Peterson stated that a meeting would be scheduled of the Committee Chairs to confirm which department reports to which Committee. Mayor Peterson will schedule a Budget Committee meeting to discuss the different budget issues for the current year and the budget format for 2005. Alderperson Whitmore invited Fire Chief Wilbur to attend and give this presentation to the Community Services Committee. The Committee thanked Fire Chief Wilbur for his comments. K. Common Council 1. Request Transfer of Funds for Second Quarter Funding for Southside Community Center The Southside Working Group stated that the City, through the County Sales Tax Agreement, has an additional $21,365 established for Southside Community Center funding producing a total 2004 funding amount to Southside of $89,365. The Southside Working Group requested that the second quarter funding in the amount not to exceed $17,000 be transferred to the Southside Community Center account and that an additional $10,682.50 be issued to Southside Community Center from the 2004 Sales Tax Agreement. After discussion, Alderperson Townsend made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 4- 0. City Administration Committee February 25, 2004 Page 9 2. Request to Purchase Shuttle Bus Alderperson Cogan stated that the City is paying Ithaca Airline Limousine to operate the shuttle bus during the Cayuga Green Construction Project. Assistant Fire Chief Guy VanBenschoten identified a used airport shuttle bus that could be used during the Cayuga Green Construction Project and, afterwards, could be given to the Hazardous Material Response Team. The monies allocated to pay Ithaca Airline Limousine for the shuttle bus service and the hazardous materials funds from the County could be used to purchase the used airport shuttle bus. The Committee discussed the cost of, and whether funds exist to, purchase the used airport shuttle bus. After discussion, Alderperson Cogan made a motion to authorize Controller Steve Thayer to put together the bid documents, to receive bids, to take $5,000 from the equipment fund, and to take funds from unrestricted contingency not to exceed $5,000. Seconded by Alderperson Zumoff. Motion carried 4 -0. L. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Alderperson Townsend announced that a discussion on the noise ordinance would be held March 9t" at the Lutheran Church in College Town and invited all to attend. Chairperson Berry distributed a flyer announcing the celebration of the history of the Southside Community Center. The event would take place on February 29, 2004 and reservations must be made in advance due to limited seating. Alderperson Zumoff wanted to acknowledge the good work of the Information Technology Department regarding detecting and deleting a virus from the e -mail system. City Administration Committee February 25, 2004 Page 10 4. Director's Report a. Health Insurance Sub- Committee: HR Director Michell -Nunn asked about the creation of the Sub- Committee to deal with the health insurance rates. Chairperson Berry stated that the creation of the Sub- Committee was delayed so as not to interfere with negotiations. Ms. Michell -Nunn asked that this committee be created to discuss the health insurance rates for retirees. Chairperson Berry stated that she would talk with Alderperson Coles and start the process. b. Quarterly Recognition Award: HR Director Michell -Nunn wants to ensure that this item gets on the next Common Council agenda. C. Sexual Harassment /Safety Training: HR Director Michell -Nunn asked the Common Council members to please contact Organizational Development Manager Leslie Moskowitz regarding his /her availability for the Sexual Harassment /Safety Training. It is mandatory training and would be 2 hours for Sexual Harassment training and 30 minutes for safety training. d. Newsletter: The Newsletter Committee will revise the newsletter "The City Lights ". The changes to the City newsletter would include: 1. Newsletter: The newsletter, which was distributed on a quarterly basis, will now be distributed twice a year, 2. City Updates: This would be a one pager that would be distributed more frequently and would contain information that needs to get out to the workforce; 3. Bulletins: This would be information distributed to the employees to inform them of events /situations, etc. (i.e. when a bridge is out; when a street is closed, etc.) e. Health Fairs: The HR Department has been working with Excellus Blue Cross /Blue Shield and will be conducting mini Health Fairs for employees to increase understanding about well- being. The Health Fairs are scheduled for different dates at various worksites. City Administration Committee February 25, 2004 Page 11 5. Controller's Report a. Controller Thayer stated that his department is continuing to close out 2003 accounts and should be completed within 2 -3 weeks. b. Controller Thayer stated that early returns on sales tax revenues through the first two months of 2004 are up 16.5% over 2003. 6. Next Month's Meeting: March 31, 2004. M. Adjournment With no further business and on a motion by Alderperson Townsend, the meeting was adjourned at 9:45 p.m.