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HomeMy WebLinkAboutMN-CA-2005-06-01CITY ADMINISTRATION COMMITTEE Regular Meeting June 29, 2005 Members Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Staff Present: Bill Gray (Supt of Public Works), Ruth Aslanis (Ping Systems Mgr), Thys Van Cort (Planning Director), Allen Green (Youth Bureau Director), Leslie Moskowitz (Mgr of OD), Tarae Howell (HR Intern), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative Secretary) Chairperson Berry called the meeting to order at 7:04 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. Chairperson Berry requested that a resolution be added to the agenda as Item J (changing the lettering below). The Committee reviewed the minutes from the April 2005 and May 2005 meeting. After discussion, Alderperson Townsend made a motion to approve the minutes from the following City Administration Committee meetings: April 27, 2005 and May 25, 2005. Seconded by Alderperson Coles. Motion carried 4 -0. (Alderperson Cogan was absent from the vote.) C. Statements from the Public. None. D. Employee Comments. None. E. Common Council Response. None. City Administration Committee June 29, 2005 Page 2 F. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that the WFD Committee has met with some departments and staff to roll out the WFD Plan. The presentations are going well and there have been numerous exchanges and discussions with the workforce. Ms. Michell -Nunn stated that the WFD Committee is in the process of developing recommendations for the hiring process. Currently, the Affirmative Action -Sub Committee reviews searches after the fact. The WFD Committee is very interested in having a pre opportunity to review the anticipated search. The recommendations would be given to the Mayor and then to the City Administration Committee. G. Department of Planning and Development 1. City Wide GIs Plan - Implementation Methodology Planning Systems Manager Ruth Aslanis and Planning Director Thys Van Cort reported on the Implementation Methodology for the City -wide Geographic Information System (GIs) Plan. This is a three -phase project, which began with a comprehensive City -wide GIs needs assessment. In the first phase, all departments who used or needed location -based data were surveyed. In the second phase, a draft report recommending a system design for City -wide GIs capacity was presented to participating departments. In the third and final phase, the consultant and Ms. Aslanis detailed the steps, time frame and costs of building a GIs system to serve the many departments and users of the City as well as the public. Ms. Aslanis reported that a number of changes would be required to implement the City -wide GIs Plan such as deleting and adding positions, combining of resources and expertise of the Water & Sewer and Planning Departments into one GIs operation, known as the City's GIs Program. This combined GIs operation would be located at and administered through the Water & Sewer Division. Ms. Aslanis stated that a resolution would be brought to the Committee next month to finalize this project. The Committee thanked Ms. Aslanis and Mr. Van Cort for the report. City Administration Committee June 29, 2005 Page 3 H. Department of Public Works 1. Amendment to DPW Water & Sewer Roster a. Amendment to Roster (Li_ hquipment Operators) The Department of Public Works requested to amend the Personnel Roster as follows: Add: Six (6) Light Equipment Operators Delete: One (1) Laborer (upon the promotion of the incumbent) The Department requested that the three existing Maintainer positions be held unfilled until such time that promotions of skilled light equipment operators are appropriate at which time the light equipment operator positions vacated will be removed from authorized roster. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. b. Amendment to Roster (Maintenance Worker & Wastewater Treatment Plant Operator Trainee The Department of Public Works requested to amend the Personnel Roster as follows: Add: (1) Maintenance Worker (1) Wastewater Treatment Plant Operator Trainee After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. 2. Approval of Engineering Services The Department of Public Works requested approval of Engineering Services Contract for the Miscellaneous Improvements to the Ithaca Area Wastewater Treatment Plant for Stearns and Wheeler in an amount not to exceed $74,040. City Administration Committee June 29, 2005 Page 4 After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 3. Amendment to the 2005 Authorized Budd As part of the Coal Tar Project on Court Street, NYSEG removed several trees. The City Forester requested that the funds be put back into the account to plant additional trees. The Department of Public Works requested approval to amend the 2005 DPW Authorized Budget in an amount not to exceed $10,475. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. I. Youth Bureau 1. Request to Amend 2005 Youth Bureau Budget The Ithaca Urban Renewal Agency (IURA) advised the Youth Bureau that they would receive $10,304 in new funding during 2005 in order to develop the Try Out Employment Program (TOE). TOE is a partnership between the Youth Employment Services and the Sciencenter. The goal of this program is to provide short -term subsidized internships for 30 -40 low- moderate income teens needing assistance in securing employment in the open job market. The Youth Bureau requested approval to amend the 2005 Youth Bureau Budget to account for said funds. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 2. Request to Amend 2005 Youth Bureau Budd The Youth Bureau received $4,250 in new funding from an anonymous donor for the College Discovery Program. The College Discovery Program is designed to address gaps in the achievement of minority and low- income students and to help 5t" grade students with high academic ability to continue to succeed in middle school and high school and graduate from a college of their choice. The Youth Bureau requested approval to amend the budget to account for said funds. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. City Administration Committee June 29, 2005 Page 5 3. Request to Amend 2005 Youth Bureau Roster The Youth Bureau requested approval to amend the Youth Bureau Personnel Roster as follows: Add: One (1) Full Time Recreation Facility Maintainer One (1) Full time Recreation Facility Maintenance Worker After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. J. Common Council 1. Support of Assembly Bill A. 6637 (Deposit of Public Funds to Credit Unions and Thrift Institutions) The New York State General Municipal Law requires that local governments designate one or more banks or trust companies for the deposit of public funds. The policy of allowing municipal deposits to be deposited only in banks and trust companies contradicts the fundamental principles of a fair and competitive market. By amending the applicable State law to permit the deposit of City funds in credit unions and thrift institutions, the State will be helping the City of Ithaca to improve and insure its financial strength while at the same time assist low- income and working class residents by keeping these important financial institutions viable and successful in their communities. The request was made that the City of Ithaca's Mayor and Common Council call upon the New York State legislature to pass A. 6637 amending all applicable state laws to allow local government to deposit public funds in credit unions and thrift institutions. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. K. Human Resources (HR) Department 1. Request to Approve Civil Service Agreement for the year 2005 -2006 The HR Department requested that the Mayor and City Clerk be authorized and directed to execute an agreement between the City of Ithaca and the Ithaca City City Administration Committee June 29, 2005 Page 6 School District for performance of services by the City in connection with Civil Service matters for the period July 1, 2005 to June 30, 2006, in the amount of $42,109, payable to the City of Ithaca on or before November 1, 2005. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. 2. Director's Report. HR Director Michell -Nunn reported on the following: Ithaca Paid Fire Fighters Assn: Negotiations have not officially started. The City and the union are currently working through the ground rules for the negotiation sessions. Police Benevolent Assn: Negotiations are unresolved. Exec Assn Merit Matrix: As part of the agreement with the Executive Association, the City would conduct annual performance appraisals. Currently, Ms. Michell -Nunn is working with Mary Hall to develop the merit matrix for the performance appraisal and Ms. Leslie Moskowitz is working with the department heads and the individuals to develop the evaluation forms. HR Intern: Ms. Michell -Nunn introduced HR Intern, Tarae Howell, who is an ILR student at Cornell University. L. Finance /Controller 1. Request for Funds for MUNIS Software Upgrade The City's financial software, MUNIS, has released a significant software upgrade called MUNIS 2004. The software company will no longer fully support software releases prior to MUNIS 2004. The Controller's Office requested $2,000 to upgrade the financial software and for staff training. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. City Administration Committee June 29, 2005 Page 7 2. Bond Resolutions The City borrows funds twice a year, January and August. To borrow funds Common Council must first authorize the issuance of bonds. The requests are to approve the authorization of capital projects approved by Common Council since the last authorization in December 2004. The Controller's Office requested authorization for the issuance of an additional $400,000 Serial Bonds to pay part of the cost of the Cayuga Green Study and Design Phase II and for the issuance of $913,000 Serial Bonds to pay the cost of the Design of the South Aurora Street Bridge Rehabilitation over Six Mile Creek Project. After discussion, Alderperson Cogan made a motion to approve the requests. Seconded by Alderperson Coles. Motion carried. 5 -0. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax: The City budgeted about a 9.5 % -10% increase over 2004 amounts, which included the $147,000 payment for the dispatchers. The City continues to be above budget by about 12 %. This gives the City a cushion of about $280,000. The increase is related to the February openings of Lowes and Walmart. By the end of the year, this cushion could be consumed by overtime, utility cost, lack of parking revenues, contract increases that are beyond what was budgeted, etc. Parking Revenues: Parking revenues are about $60,000 below what was budgeted. The City experienced problems with the software implemented into the meter heads, which is now completed. With the influx of 500 additional people to downtown starting in August that will boost the meter revenues and the downtown parking revenue collections. The Controller's Office is looking at revenues extensively and all aspects of parking. One problem that exists in all ramps and garages is that the equipment does not work or works poorly. The equipment is very old and needs to be replaced. Next month, the Department of Public Works would request to establish a project to fund new equipment capital project. 2006 Final Tax Roll Assessment: The City received the final assessment for the 2006 tax roll. The taxable assessments for the City would increase by 11.4 %, which is about $1,540,000. The final tax roll included some adjustments to commercial activities and residential assessments. Of the overall change in City Administration Committee June 29, 2005 Page 8 assessment, 32% was a physical change (a change to the structure) and 68% was a market change (based on selling of properties). 2006 Budget: Guidelines for the 2006 budget have been distributed. 2005 Budget: The Controller's Office is ready to release the draft reader friendly budget for 2005. Mr. Thayer thanked the Fiscal Viability Team, including the Human Resources Department and the Controller's Office, for their hard work on this project. M. Reports 1. Mayor's Report. The Mayor reported on the following: 2006 Budget: The Mayor e- mailed the budget guidelines to Common Council. The Mayor requested that departments submit a 0% budget, a 3.5% budget and an optional budget. Meeting with Parking Lot Attendants: The Mayor reported on the meeting with the Parking Lot Attendants (PLA). One PLA brought in the day's receipts from 8:00 a.m. to 2:15 p.m. The stack of two -hour free receipts was a large stack. The stack of pay for parking receipts was about an eighth of an inch. The PLA's stated that there were numerous people who abused the two -hour free parking and proxy cards. One example given was of patrons returning to their cars after 1 hour and 55 minutes, getting into their cars, leaving the ramp only to return minutes later. Some proxy card users allow people to use their cards by going through the gate, leaving the card on top of machine for his /her friends coming behind. The Mayor suggested that a discussion be held at the Board of Public Works (BPW) regarding parking cost and rates in garages and meters. PLAs have, also, had to endure questions as to why the garage is marked off for certain people. Sundance Institute: Robert Redford invited 45 mayors to attend an all expense paid conference in Las Vegas. The purpose of the conference would be to discuss climate exchange and to gather information to bring back to the community. The Mayor accepted the invitation. Fireworks: There will be fireworks on Friday. City Administration Committee June 29, 2005 Page 9 2. Sub- Committee Updates. None. 3. Council Members' Announcements Chairperson Berry reported that the Relay for Life would be July 8 & 9 at the Ithaca High School. 4. Next Month's Meeting: July 27, 2005. N. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 9:00 P.M.