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HomeMy WebLinkAboutMN-CA-2005-07-01CITY ADMINISTRATION COMMITTEE Regular Meeting July 27, 2005 Members Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend (arrived at 6:05 p.m.), Alderperson Cogan (arrived at 6:15 p.m.), Mayor Peterson staff Present: Erik Whitney (Engineering Aide), Debbie Whitney (Asst Fiscal Manager), Karen Friedeborn (Youth Prgm Administrator), Ruth Aslanis (GIS Administrator), Thys Van Cort (Planning Director), Bill Gray (Supt of Public Works), Rick Ferrel (Asst Supt of Public Works), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative Secretary) Chairperson Berry called the meeting to order at 6:00 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 or amendments to the agenda. Alderperson Zumoff made a motion to approve the minutes from the June 27, 2005 Committee meeting. Seconded by Alderperson Coles. Motion carried 3 -0. (Alderpersons Cogan and Townsend were absent from the vote.) C. Statements from the Public. None. D. Employee Comments. None. E. Common Council Response. None. City Administration Committee July 27, 2005 Page 2 F. Workforce Diversity (WFD) Committee Update The WFD Committee expressed concern about the Affirmative Action Sub- Committee review being at the end of the hiring process. The Committee met to develop recommendations for the hiring process and on accountability for department heads regarding diversity issues Alderperson Townsend arrived at 6:05 p.m. G. Planning and Development 1. City of Ithaca Geographical information System (GIS) Plan - Implementation The Department of Planning and Development, in cooperation with other City departments, has completed a comprehensive study of all City staff's needs for geographic data and applications culminating in the Conceptual System Design document, entitled Conceptual System Design - City of Ithaca Geographic Information System (GIS) Plan, 2004, and in the City of Ithaca Geographic Information System (GIS) Plan— Implementation Methodology, dated June 7, 2005. The Conceptual System design and Implementation Methodology will provide a framework for developing GIS capacity on a City -wide basis. There is a recognition of the value of City -wide GIS and consensus among the City department heads that the Conceptual System Design will serve their needs. The Implementation Methodology describes the steps required to implement the Plan. The Planning Department requested approval to amend the Personnel Rosters of the following departments: DPW Water & Sewer Division Personnel Roster Add: One (1) Geographic Information System Specialist (40 hrs) - Grade 19 One (1) Geographic Information System Data Development Specialist (40 hours) - Grade 12 Delete: One (1) Geographic Information System Map Technician (40 hours) City Administration Committee July 27, 2005 Page 3 Planning Department Personnel Roster Add: One (1) Geographic Information System and Quantitative Methods Planner (20 hrs) - Grade 19 Delete: One (1) Geographic Information System Administrator (35 hours) The above -added positions would be assigned to the CSEA Administrative Unit at the grades listed. The established standard workdays for the added positions, for the sole purpose of determining days worked reportable to the New York State & Local Employees' Retirement System, are as follows: Eight (8) hour workday; forty hour (40) workweek for the Geographic Information System Specialist and the Geographic Information System Data Development Specialist Seven (7) hour workday; thirty -five (35) hour workweek (for full -time equivalent) for the Geographic Information System and Quantitative Methods Planner The budgets for the Planning Department and the DPW Water & Sewer Division would be amended to reflect the changes. The City Controller would make any necessary fringe benefit budget adjustments related to the GIS Plan changes. The changes for the City of Ithaca GIS Plan would be effective September 1, 2005. After discussion, Alderperson Zumoff made a motion to approve the request and amendments. Seconded by Alderperson Coles. Motion carried 4 -0. ( Alderperson Cogan was absent from the vote.) H. Department of Public Works 1. Reauest to Amend 2005 Authorized Parks and Forestry Bud The DPW Parks and Forestry Division was notified of a $10,000 grant from NYS Department of Environmental Conservation and of a $5,500 donation from the Ithaca Rotary Club. The $10,000 would be used for the bare -root tree planting City Administration Committee July 27, 2005 Page 4 initiative, and the $5,500 would be used to plant 190 trees in honor of the Rotary International's Centennial and the Ithaca Rotary's 90th anniversary. DPW requested approval to amend the budget to receive the grant and the donation. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. (Alderperson Cogan was absent from the vote.) Alderperson Cogan arrived at 6:15 p.m. 2. Request Approval of Wastewater Treatment Plant Agreements The City participated in the development of a series of five Inter - municipal Agreements related to wastewater treatment for the Ithaca Urban Area. Three were adopted in December 2003. The City Administration Committee reviewed the remaining two agreements, which are largely operational agreements, needed to protect the City's interests in the Ithaca Area Wastewater Treatment Plant and to implement the Inter - municipal Agreements. The Department of Public Works requested approval of the following inter - municipal agreements: Plant -to -Plant Agreement (between the City of Ithaca, the Town of Ithaca, the Town of Dryden, and the Village of Cayuga Heights) Multi- Jurisdictional Pretreatment Agreement (between the City of Ithaca, the Town of Ithaca, the Town of Dryden, and the Village of Cayuga Heights) After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 3. Request to Create a Supervisory Position The Superintendent of Public Works requested approval to create a duplicate title for Assistant Superintendent of Water and Sewer. The position would be created for a two -year period effective August 8, 2005, and deleted during the development of the 2008 budget or a new review and recommendation would be made to Common Council. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. City Administration Committee July 27, 2005 Page 5 4. Request to Establish Capital Project for Parking Equipment Acquisition The City's parking garage equipment in all city garages has become obsolete or is not functioning for a majority of the time. To improve internal control, accountability, and revenue collection, City staff recommends that the parking equipment in the Dryden Road Garage and Seneca Street Garage be replaced. The staff received a cost proposal and estimates the cost of replacing the parking equipment in the two garages at $460,000. The Green Street Parking Garage is also in need of new equipment, but due to the pending renovation or demolition and rebuilding of that garage, it is recommended to defer the acquisition of that equipment until a later date. After discussion, Alderperson Coles made a motion to establish Capital Project #487 Parking Garage Equipment Acquisition in an amount not to exceed $460,000 for the purpose of purchasing parking equipment for Dryden Road and Seneca Street Garages. Funds necessary for said acquisition shall be derived from the advance of General Fund monies to be later repaid from the issuance of Bonds and /or Capital Reserve #14 funds. Seconded by Alderperson Zumoff. Motion carried 5 -0. 5. Parking Rate Structure. Discussed in Item H.4. I. Youth Bureau 1. Request to Amend the 2005 Youth Bureau Budget The Cornell Cooperative Extension notified the Youth Bureau that they would receive $2,362 in new funding during 2005 in order to participate in the Summer Youth Mapping Program. The Summer Youth Mapping Program is a cooperative venture between the Ithaca Youth Bureau Youth Employment Services (YES), the Village at Ithaca, Southside Community Center, and Cornell Cooperative Extension 4 -H Youth Development Program. The program is to empower youth to identify youth needs and make recommendations based on their findings. The Youth Bureau requested approval to amend the budget to account for said funding. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. City Administration Committee July 27, 2005 Page 6 J. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Diversity Training: The HR Department is working with an individual from Syracuse to provide Diversity education sessions for the workforce in the fall. K. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Budget: Budget requests for 2006 are due from most departments on August 1, 2005. Sales Tax: The Controller updated the Committee on the sales tax revenue, which is above budget. A negative adjustment was received from the State for the quarter due to misfiling by smaller vendors. 2. Request to Amend to 2005 Budget for Community Celebration Grants Tompkins County notified the City of $279 in additional grant funds for the Community Celebration Funds. The City previously accepted County Celebrations funding at its June 1, 2005 meeting, which did not include the On -Site Volunteer Services funding for national Volunteer Week Celebrations. The Controller's Office requested approval to amend the 2005 Budget for Community Celebration Grants to account for said grant funds. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. L. Reports 1. Mayor's Report. The Mayor reported on the following: Capital Projects: The Mayor discussed Capital Projects with department heads. The Committee submitted the mission critical list of projects selected and explained how they were selected. City Administration Committee July 27, 2005 Page 7 Fiscal Viability Committee: Is making great progress. The draft for the reader friendly budget is ready for the 2006 budget. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: August 31, 2005. M. Adjournment With no further business and on a motion by Alderperson Coles, the meeting was adjourned at 6:52 p.m.