HomeMy WebLinkAboutMN-CA-2005-08-01CITY ADMINISTRATION COMMITTEE
Regular Meeting
August 31, 2005
Members
Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson
Townsend, Alderperson Cogan, Mayor Peterson
staff
Present: Debra Parsons (City Chamberlain), Bill Gray (Supt of Public Works), Leslyn McBean-
Clairborne (Deputy GIAC Director), Cassandra Nelson (GIAC Prgm Coordinator),
Leslie Moskowitz (Mgr of OD), Steve Thayer (Controller), Scott Andrew (Deputy
Controller), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative
Secretary)
Others
Present: Members of the Media
Chairperson Berry called the meeting to order at 7:00 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. The Mayor requested that item I.1 - Parking Rate - Dryden
Road Garage be expanded to include discussion on other parking issues such as the role of the
Board of Public Works (BPW) and Common Council in the parking rate structures.
Alderperson Zumoff made a motion to approve the minutes from the July 27, 2005 meeting.
Seconded by Alderperson Coles. Motion carried 5 -0.
C. Statements from the Public. None.
D. Employee Comments. None.
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August 31, 2005
Page 2
E. Common Council Response. None.
F. Workforce Diversity (WFD) Committee Update
The WFD Committee did not meet in August. There was an interim meeting to draft
recommendations for the hiring process, which would be reported on at a future meeting of the
City Administration Committee.
G. Chamberlain's Office
1. Request for Waiver of Penalty on Taxes
The property owner of 340 S. Geneva Street requested a waiver of penalty on the
2nd installment of 2005 City taxes because he was out of the country when the
taxes were due. The Chamberlain's Office denied the request because the bill
could have been paid before he left and it does not meet the criteria set by Council
for waiver of penalties. The Chamberlain's Office asked that the request to waive
the penalty be denied. After discussion, Alderperson Coles made a motion to
approve the Chamberlain's Office request. Seconded by Alderperson Cogan.
Motion carried 5 -0.
H. Fire Department /Department of Public Works
1. Request for Additional Funds for Fire Stations Parking Lot Rehabilitation Capital
Projects
On August 16, 2005, bids were opened for the rehabilitation of driveways and
parking areas at the City's West Hill and South Hill Fire Stations. The driveway
rehab project was originally authorized at $90,000 and the post -bid budget for
said project is now $130,000. The $40,000 increase in the project cost is
attributable to the rising construction cost including asphalt. The continued
deterioration of the driveways will jeopardize the Fire Department's ability to
respond to emergency calls. The Fire Department and the Department of Public
Works requested approval to amend Capital Project #485 IFD Station 5 and 6
Driveway Repairs by an amount not to exceed $40,000 for a total project
authorization of $130,000. After discussion, Alderperson Coles made a motion to
approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0.
City Administration Committee
August 31, 2005
Page 3
I. Department of Public Works (DPW)
1. Parking Rate - Dryden Road Garage (Report)
Chairperson Berry reminded that Committee that the Mayor asked that this report
include other parking issues.
Superintendent Gray stated that Common Council adopted an increase of several
tens of thousands of dollars in parking revenues, which included a significant
change in the rates at the Dryden Road Garage in Collegetown. In the initial
operating months it was basically a doubling of those rates. The revenues collected
in the Collegetown garage are equivalent to what the City collected last year. Was
the rate increase unreasonable or was the rate increase so remarkable that people
reacted to it by shifting their usage patterns. The Board of Public Works (BPW)
reviewed this matter and decided that it would make more sense to decrease the
rate to a more modest increase and get the usage back up. This may produce an
increase in income and set the City up for future adjustments to those rates over
time. Instead of holding the rates for a long period of time, the City should have
increased the rates in a stepwise manner.
Mayor Peterson stated that the rate at the Dryden Road Garage was scheduled to
change to $1.25 on August 15, before the students returned. Superintendent Gray
stated that there was always question about the differences in usage and rates
between the downtown garages and the Collegetown garage. About 10 years ago,
the City adopted a mid summer rate to reflect that the demand would be much
lower in Collegetown and, without dramatically changing the City's income, to get a
little more usage for the community in that garage. The summer rate program
started in early June and ended in mid August.
Mayor Peterson stated that for 2005 the BPW tried to meet a revenue goal that
was set in the budget. For the amount of change that the rate saw, the
percentage was not equal to the amount of revenue. The BPW started talking
about the 2006 rates. The Mayor expressed concern about the problems
surrounding, and the intentional abuse of, the two -hour free parking. In the new
garage, the same abuse is happening. In the five -year budget projections,
discussions have taken place regarding increasing the rates in 2006. During the
budget process, there were some concerns about the role of Common Council in
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August 31, 2005
Page 4
setting the rates. The Mayor stated that the BPW would discuss and make the
decision to change the parking garage rates.
The Committee discussed ways to address the abuse of the two -hour free parking
and to improve the equipment. The Mayor asked that any concerns or ideas be
addressed to her attention. Superintendent Gray would take the comments to the
BPW and would accept any additional input.
2. Request to Amend 2005 Authorized Parks and Forestry Budget
The DPW Parks and Forestry Division has been recently notified of an additional
$9,510 donation from the Ithaca Rotary Club. The $9,510 donation will be used to
plant an additional 190 trees in honor of Rotary International's Centennial and the
Ithaca Rotary's 90th anniversary. The total 2005 donations to the Parks and
Forestry division from local Rotary Clubs and individuals are $15,010. The City
sends out a heartfelt thank you for their generous donations to the city to the
Ithaca Rotary Club and individuals in celebrating their 90th Anniversary and
surrounding Rotary Clubs celebrating Rotary Internationals' Centennial. The
Department requested approval to amend the 2005 DPW Authorized Budget for
the purposes of accounting for said gift. After discussion, Alderperson Cogan
made a motion to approve the request. Seconded by Alderperson Zumoff. Motion
carried 5 -0.
J. Greater Ithaca Activities Center (GIAC)
1. Request to Amend 2005 Budget for Teen Program
The GIAC Teen Program is facing a budget shortfall that would severely hinder its
ability to remain open and /or provide a fully involved program for the remainder of
2005. The staff recommended an additional $6,425 be allocated to the Teen
Program to keep it operating for the remainder of 2005. After discussion,
Alderperson Coles made a motion to approve an amount not to exceed $6,425.
Seconded by Alderperson Cogan. Motion carried 5 -0.
City Administration Committee
August 31, 2005
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K. Common Council
1. 2006 Common Council Members and Mayor's Salaries
The Committee discussed salary increases for the Mayor and Common Council. The
last increase for Common Council was 1996 and the last increase for the Mayor was
1994. A number of suggestions were made: that the Mayor's salary be increased
to $60,000 and that Common Council's salary be increased to $12,000; that
Common Council's salary be increased by $1,000 and to factor in a cost of living
increase comparable to what the City workforce gets by union for upcoming years;
that the Mayor's salary increase by $11,000 and Common Council increase to
$9,000, and if increases been given since the last increase, what would the salary
be today?
Alderperson Cogan suggested deciding where they want to be, recognizing that
they cannot get there all at once, and creating a plan that would get them there.
Alderperson Townsend suggested looking at historical factors to increase salaries
or at cites of comparable size to the City. HR Director Michell -Nunn suggested
that a salary study be conducted of comparable cities and volunteered the HR
Department to do the study.
Chairperson Berry would e -mail Common Council members regarding this discussion
and asked for comments.
L. Human Resources (HR) Department
1. Director's Report. HR Director Michell -Nunn reported on the following:
Safety Committee: Employee Health & Safety Coordinator Andy Olmetti is
diligently working to renew the goals of the Safety Committee and on different
topics. To keep the City Administration Committee updated on the goal of the
Safety Committee, Ms. Michell -Nunn suggested that the Safety Committee report
to this Committee.
City Administration Committee
August 31, 2005
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M. Finance /Controller
1. Controller's Report. Controller Thayer reported on the following:
Sales Tax: Continues to be favorable for the City. If it continues as is, the City
would see about $500,000 increase above budget.
Fuel Prices: Fuel price will increase twenty -two cents by tomorrow, bringing the
price up to the $3.00 level. Projecting overage of about $60,000 in the gas and
fuel accounts. When putting together the 2005 budget, the Restricted
Contingency account was increased about $45,000 for utilities.
Building Permit Revenues: Will come in over budget and offset some of the
increase. A Cornell project come in over the estimated cost and the City reaped
the benefit of the permit revenue fee from that project.
Parking Revenues: If the City continues as is for the remainder of the year, the
City may experience about $140,000 shortfall. With the meter rate change in
Collegetown and the influx of people to downtown with the office and hotel, the
City may see some increases in the revenue.
Parking Equipment: Expect to have a bid package out in about two weeks for the
new equipment for the Dryden Road Garage and the Seneca Street Garage.
Overtime: To date, already spent $596,000 in overtime. Expecting to be about
$300,000 over budget. Cannot control issues that arise but will continue to
monitor.
Fine Revenues: If continues as is, the City may be about $400,000 under budget.
Trying to find causes. Will continue to monitor. Fine revenues include court fines,
moving violations, tickets, parking, etc.
2006 budget: Meetings are held daily with departments and the Mayor. Budget
comes out shortly after October 1St
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August 31, 2005
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2. Request to Release Retroactive Contract Payments for Contingency
As part of the 2005 Authorized Budget, funds were placed in Restricted
Contingency to account for contractual increases. The DPW contract has now been
approved and the necessary transfer of funds needs to be made from the
Contingency account to cover the salary increase including benefits. The
Controller's Office requested approval to release the retroactive contract
payments for contingency. After discussion, Alderperson Coles made a motion to
authorize the City Controller to transfer an amount not to exceed $95,000 from
account A1990 Restricted Contingency to various General Fund accounts as
necessary to account for the DPW contractual and benefit increases. Seconded by
Alderperson Cogan. Motion carried 5 -0.
3. Sales Tax Exemption on Residential Solar Energy Systems and Installation
Services
The Model Local law /Ordinance /Resolution has been prepared by the Commissioner
of Taxation and Finance for use by cities of less than one million and counties
imposing the general sales and compensating use taxes, and by cities imposing such
taxes on behalf of school districts, to elect the Residential Solar Energy Systems
Equipment and Installation Service exemptions. The enactment may take effect
only on March 1St, June 1St, September 1St or December 1St as designated by the
City. The Controller's Office requested approval of the Model Enactment to take
effect March 1, 2006. After discussion, Alderperson Cogan made a motion to
approve the request. Seconded by Alderperson Coles. Motion carried 5 -0.
N. Reports
1. Mayor's Report. The Mayor reported on the following:
Police Officer: A Police Officer was sworn in today. There are two vacant
Community Service Officer positions. These positions write tickets for various
violations.
Annual Recognition Nomination: All the Annual Recognition Nominations should
have been received. According to the City Charter, the Mayor and five (5) Common
Council members serve on the review Committee. Five Common Council members
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August 31, 2005
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have volunteered. A meeting will be scheduled prior to the annual recognition
program.
Annual Recognition Program (Picnic): The Annual Recognition Program has been
scheduled for Friday - September 16, 2005.
Fuel Cost: The Mayor will have an intern put together a community action plan
regarding energy and greenhouse gas emissions and will work on a fuel conservation
memo. With prices increasing and people trying to consolidate in their home and
private life, the Mayor felt that the same should be done at work.
Action Plan: Having discussions surrounding the budget and vehicle purchases.
Considering hybrid or plug in vehicles for the City. These vehicles are available on
state contract.
2006 Budget: Having many meetings on the budget.
5t" Tuesday: Instead of having a department head or senior staff meeting, the
fifth Tuesday was used to discuss the emergency management plan. Guy
VanBenschoten gave a presentation related to the emergency management plan.
Water Plant: How do the Board of Public Works and Common Council talk about the
Water Plant? A meeting has been scheduled for Wednesday - September 21 at
6:00 p.m. This meeting would include the Board of Public Works and Common
Council. Notification would be sent out.
2. Sub- Committee Updates. None.
3. Council Members' Announcements
October Budget Meetings: Chairperson Berry met with the Mayor and the
Controller to discuss the budget, the dates, and starting time for the budget
meetings. Possibly starting at 6:00 p.m. to 9:00 p.m. Chairperson Berry asked
Council members to look at the following dates for October budget hearings:
Tuesday - October 4
Thursday - October 6
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August 31, 2005
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Tuesday - October 11
Thursday - October 13
Thursday - October 20
Wednesday - October 26 (regular City Administration Committee Meeting)
Chairperson Berry will e -mail these dates to all Common Council members and
department heads.
Hurricane Katrina: Chairperson Berry sends her best to those affected by
Hurricane Katrina.
Support for Diann Sams: Chairperson Berry announced that letters are being sent
to Oprah Winfrey asking her to fly Diann Sams and one hundred of Ms. Sams'
friends to Montgomery, AL to the wall of tolerance. Anyone interested in writing a
letter should contact Chairperson Berry.
4. Next Month's Meeting: September 28, 2005.
O. Adjournment
With no further business and on a motion by Alderperson Coles, the meeting was adjourned at
8:47 p.m.