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HomeMy WebLinkAboutMN-CA-2005-04-01CITY ADMINISTRATION COMMITTEE Regular Meeting April 27, 2005 Members Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Cogan, Mayor Peterson, Alderperson Townsend (arrived at 7:30 p.m.) Staff Present: Julie Holcomb (City Clerk), Debra Parsons (City Chamberlain), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative Secretary) Others Present: Joel Harlan, Nels Bohn 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 March 2005 meeting. After discussion, Alderperson Coles made a motion to approve the minutes from the March 30, 2005 Committee meeting. Seconded by Alderperson Cogan. Motion carried 4 -0. (Alderperson Townsend was absent from the vote.) C. Statements from the Public Chairperson Berry invited the public to speak before the Committee. Joel Harlan, Newfield, spoke against the college block parties. 0. Employee Comments. None. E. Common Council Response. None. City Administration Committee April 27, 2005 Page 2 F. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that members of the Committee have been attending meetings such as the Employee Forums and the Administrative Support Group to roll out the WFD Plan and to provide an opportunity for employees to ask questions and be educated on the plan. There are additional meetings scheduled with staff. Specific department heads have requested that representatives from the WFD Committee attend their staff meetings to talk about the plan. G. Clerk's Office 1. "Renovation" of Common Council Chambers Chairperson Berry stated that there has been an ongoing discussion about the renovation of the Common Council Chambers. Funds are not available for the renovations. City Clerk Holcomb was present to share some "renovation" ideas. City Clerk Holcomb gave background information. City staff has been working on this project for about four years. It is not about renovating the Common Council Chambers as much as it is about providing new furniture and making the Chambers more flexible. A master plan has been created for the room. As more money becomes available in the budget and improvements can be afforded, the master plan would be used to determine the next step. Ms. Holcomb gave a PowerPoint presentation. Architect John Barradas has worked extensively in City Hall. Mr. Barradas renovated the first floor and shared ideas for the renovation of the Common Council Chambers. This room would be a very difficult room to reorganize because of the columns and the different restraints. Mr. Barradas suggested moving the desks around so that the legislative body sits along the west wall (in front of the windows) and the audience sits along the east wall. This provides for increased audience seating and a more defensible space for the legislative body. In this configuration, there would be no reason why people would need to walk behind Common Council members, it would discourage people from passing Council notes while meetings are in session, and it would discourage photographers trying to get photo ops and video tapes. Periodically, the Third Floor Conference Room is booked and there is a lot of foot traffic that goes through this room, behind peoples' backs. This setup would mitigate some City Administration Committee April 27, 2005 Page 3 disruption that it causes to the body that is meeting. There is also a modification to the north wall and the placement of the door to the Third Floor Conference Room. The north wall would have a similar angle as the south wall, which would expand the size of the Third Floor Conference Room. The current budget for this project is $10,500. Some of those funds would go to Mr. Barradas for his drawings. Ms. Holcomb stated that the Chambers is used for meetings, trainings, and about 10% as a legislative body. The makeup of the Chambers should allow for as much flexibility as possible, which it currently does not. With the updated technology in this room, this room could be used for media conferences and a joint information center in times of emergencies. Ms. Holcomb discussed improvements to the Chambers. The furniture consultant suggested that the west wall become a wall of draperies and that it be painted the some color as the drapes. This would add color to the room and it would set off the legislative space. Ms. Holcomb stated that with the current budget, furniture could be purchased. Ms. Holcomb suggested purchasing a full size podium, a presentation table in front of the legislative body for staff members, tables, chairs, and that microphones be replaced with wireless mikes. Ms. Holcomb showed a selection of tables and chairs. They should be flexible. Ms. Holcomb suggested tables and chairs that stack and that could be easily moved. Tables should have removable modesty panels. Chairs for the legislative body (about 13) should be comfortable, easy to clean, and easy to maintain. Audience seats (about 50) would have no arms, easy to stack and movable. Ms. Holcomb discussed the flooring. The tile on the floor is asbestos tile. The right thing to do is remove it. Ms. Holcomb suggested temporary measures such as carpeting or other types of flooring. Replacement of the floor, removing of the tile, would run about $20,000 - $25,000. And, then the new flooring would need to go down on it. This could be carpeting, which is high maintenance, or flooring similar to that on the first floor, which requires striping and polishing to keep it nice. Ms. Holcomb suggested and gave the pros /cons to different color floor coverings to differentiate the different spaces. There are different kinds of dimpling to texturize the flooring look. City Administration Committee April 27, 2005 Page 4 Ms. Holcomb stated that she was unable to obtain quotes for the chairs and tables before this meeting. Ms. Holcomb asked if the Committee had questions or input on the different suggestions. Alderperson Zumoff asked about the projector and the pillars. Ms. Holcomb stated that the projector is an issue that would need to be worked out with the IT Director, the architect and the furniture consultant. The pillars are permanent. Alderperson Cogan stated that if chairs recline, make sure that they lock for those who don't want them to recline. Alderperson Cogan suggested that unless the floor has to be cut just leave it as it is. Chairperson Berry asked about feedback received from senior staff. Ms. Holcomb stated that the feedback was positive and favorable, especially the idea of the flexibility of the room. This opens up a tremendous amount of opportunities for the HR Department to provide in house training. The IT Department could provide computer training. Departments could use the room for different functions. If the wall is moved and the Third Floor Conference Room increased in size, this would open up more opportunities. Senior staff is comfortable with the step and phase approach. The Committee discussed preparing people for the change. Ms. Holcomb suggested a public conversation at one of the meetings and notifying employees about the renovations. The Committee thanked Ms. Holcomb for her efforts and details. Ms. Holcomb thanked the Committee for meeting with her and stated that she would return with price quotes. H. Department of Public Works 1. Reassignment of Maintenance Supervisor to Executive Association The Department of Public Works, in conjunction with the HR Department, requested that the Maintenance Supervisor position at Cass Park be transferred to the Executive Association. The reasons for the request areas follows: a high level of independent decision making consistent with the Executive Unit; direct supervision over DPW staff requiring, in some instances, initiating disciplinary City Administration Committee April 27, 2005 Page 5 action resulting in a conflict of interest; position assists in the total operation of the facility; position serves as a second line supervisor; and overall community of interest with the Executive Unit. The position would be at salary grade B. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. I. Chamberlain's Office 1. Amendment of Roster The Chamberlain's Office requested to amend the Personnel roster by deleting one (1) Customer Service Representative (35 hrs) and adding one (1) Customer Service Representative (40 hrs). After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. J. Police Department 1. Request to Amend 2005 Authorized Budget The Police Department received a notice of an award for a State of New York Division of Criminal Justice (DCJS) Grant for the amount of $23,102. The funds would be used to purchase one (1) Livescan Mugshot System and associated software. The Police Department requested approval to amend the 2005 budget in the amount not to exceed $23,102 for the purpose of accepting the DCJS grant. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. K. Attorney's Office 1. Addendum to Farmers' Market Lease The Attorney's Office requested that authorization be given the Mayor to execute an addendum to the Ithaca Farmers' Market lease waiving the additional rental fees due for the extension of operations of the Farmers' Market from a five hour period to a six hour period on Saturdays. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. City Administration Committee April 27, 2005 Page 6 L. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: CSEA Classification Study: The Civil Service Commission adopted the classification study. The next phase is the compensation study, with some results being anticipated later this year. During the budget process, the HR Director will ask Common Council to set aside some money to phase in the process. Performance Evaluations: The HR Department has been working with department heads as it relates to their organizational competencies. The results of these meetings have been very positive. The organizational competencies are communication and diversity and are linked to the performance evaluations. Some exciting ideas and directions are coming out of these discussions. Executive Session: The HR Director requested that an Executive Session to discuss collective bargaining be put on the Common Council agenda. M. Finance /Controller 1. Controller's Report. Deputy Controller Andrew reported on the following: 2004 Budget: The City closed out 2004 with a positive balance of about $140,000 in terms of our revenues over expenditures, a net profit. The fund balance increased by the same amount, however, it is not keeping up with the increases in the budget itself. So, the City needs to shift the direction to get larger net revenues over expenditures and have the fund balance grow in larger numbers. The Controller's Office would like to have a fund balance in the 15% to 20% range of the subsequent year's budget. 2005 Budget: Sales tax revenues have been flat until April. April showed some improvement. The payments that the City receives from the State are now including the new stores in the Southwest area, which brought the City almost up to the budget level. Even though the initial returns have been good, the Controller's Office wants to see several months of an upward trend before becoming too optimistic. All the new stores are open in the Southwest area and are reflective in the April figures. City Administration Committee April 27, 2005 Page 7 Economy: Higher gas prices are having a big impact on what the City is trying to accomplish. Parking Rates: The new parking rate structure is in place but is not meeting revenue projection as yet. Need more time before deciding to make proposed changes. Union Contracts: The CSEA DPW Unit is close to settling. The Police Benevolent Association is in mediation. The Ithaca Paid Fire Fighters' Association and the Chief Officers' Unit will begin negotiations soon. State Aid: Common Council should have received the legislative update from NYCOM. There was a 12.75% increase in the general revenue sharing aid that the City receives. There were several cities not included to receive the supplemental aid; the City was one. The City has now been included to receive the supplemental aid. This would require some minor reporting on the City's part. The City would receive the money on or before December 15, 2005, and would include the funds in the 2005 budget. Health Insurance: The cost of health insurance is slightly over budget for the f i rst quarter. N. Reports 1. Mayor's Report. The Mayor reported on the following: Employee Forum: An employee forum was held on Monday - April 25 at City Hall. Another employee forum would be held on May 13 at DPW Water & Sewer. Alderpersons Coles, Tomlan and Zumoff attended the April 25th forum. Capital Projects: The Mayor will release the capital projects message to department heads by the end of the week. The Mayor's goals would continue to be increasing the fund balance and reducing debt. WIN Energy: Since Common Council members are interested in learning more about WIN Energy, the Mayor will contact Stu Stein about scheduling a meeting on this topic. City Administration Committee April 27, 2005 Page 8 Labor Management Health Insurance Committee (LMHIC): The Committee has been meeting on a monthly basis and discussing the direction of the Committee. Healthy City Initiative: The City would participate in the Ithaca Festival on Saturday in DeWitt Park. The Director of the Ithaca Festival wants to do something to promote the healthy City initiative such as a 5 -K run or an urban walk, etc. Town Meeting: The City of Ithaca and the Town of Ithaca have met regularly to discuss the contributions the Town makes to the Cass Park Pool and Rink facilities. An agreement has been reached, which the Town Board would vote on the amount for 2005. The City and the Town are working to establish a regular formula. Arbor Day: There would be an Arbor Day Celebration on April 29 - 12:00 p.m. - Thompson Park - North Cayuga Street. Lecture: On April 28 at 5:00 p.m., Mayor Peter Clavell of Burlington would be at Cornell University - Sibley Hall. Mr. Clavell would give a talk on "Sustainability in Downtown Communities." Mayor /Common Council Salary Increase: This item was discussed at the Employee Forums. Some employees were not aware that this item was on the City Administration Committee agenda and /or being discussed. Other employees heard about this item from the radio the day after the regular meeting. Employees expressed concern because of working without a contract and the possibility of the Mayor and Common Council receiving salary increases. Employees want an opportunity to attend the City Administration Committee meeting or a separate discussion meeting to voice their opinion. An employee mentioned that Common Council members do a lot of work for $7,000. The Mayor suggested putting on the agenda for the Employee Forum an item to discuss and educate the employees on what Common Council does, the many hours they work, and the implications of low salaries. Ride -a -long: At a previous Employee Forum, employees invited the Mayor to return to share ideas about efficiencies, or lack thereof, that they see and ways to generate revenue for certain items. One area was yard waste pickup, which occurs the opposite weeks from the recycling. The Mayor rode along with employees in City Administration Committee April 27, 2005 Page 9 the Solid Waste Division. The Mayor learned that there are two (2) trucks with two (2) employees on each truck. On the Mayor's ride -a -long, the employees started at four a.m. picking up all the garbage in a particular area. After cleaning out the truck, they go back and pick up the yard waste. One house had 33 bags of yard waste. Yard Waste in plastic bags takes a lot of time. Employees prefer yard waste in biodegradable bags. It is faster. The employees just have to pick up and toss the bag into the truck. The Mayor watched the employees breathe in dust and dirt as they performed their jobs. This made the Mayor think about the services the City provides on a limited staff and the impact on them. What can and should the City provide? Should there be requirements? Should the City limit the number of bags that people could put out? HR Director Michell -Nunn mentioned that one of the Work Environment Task Force recommendations was for Common Council members to visit employees' worksite. Ms. Michell -Nunn suggested contacting the departments directly to schedule a visit. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Chairperson Berry reported that at the Ithaca Neighborhood Housing Services' Annual Meeting a number of local women were honored. Mabel Ware, Frances Eastman, Dorothy Rollins, Anita Reed, Mary Love, Lucy Brown, Maxine Hunter and Shirley Mann -Smith were the recipients of the 2005 Honor Thy Neighbor Award. 4. Next Month's Meeting: May 25, 2005. O. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 8:15 p.m.