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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. City Administration Committee 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 City Administration Committee 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 Page 5 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 Page 6 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 City Administration Committee August 31, 2005 Page 7 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 City Administration Committee August 31, 2005 Page 8 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 City Administration Committee August 31, 2005 Page 9 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.