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HomeMy WebLinkAboutMN-CA-2005-05-01Members Present: Members Excused: Council Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting May 25. 2005 Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Mayor Peterson Alderperson Cogan Alderperson Tomlan Present: Bill Gray (Supt of Public Works), Joanie Groome (Recr Supv), Andy Olmetti (Employee Health & Safety Coordinator), Leslie Moskowitz (Mgr of OD), Steve Thayer (Controller), Scott Andrew (Deputy Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (Administrative Secretary) Others Present: Larry Larssen (Travelers Insurance), Members of the Media Chairperson Berry called the meeting to order at 7:02 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 Chairperson Berry requested that Item H.2 - DPW: South Aurora Street Rehabilitation - be added to the agenda. There were no minutes to approve or announcements. City Administration Committee May 25, 2005 Page 2 C. Statements from the Public. None. D. Employee Comments. None. E. Common Council Response. None. F. Workforce Diversity (WFD) Committee Update HR Director Michell -Nun reported that the WFD Committee continues to roll out the WFD Plan by meeting with employees. G. Youth Bureau 1. Request to Amend 2005 Youth Bureau Budget and Roster The Youth Bureau requested approval to increase the hours of a Recreation Specialist in the Recreation Mainstreaming Services Program from 35 hours per week to 40 hours per week and to transfer funds within the budget to cover the cost. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 4 -0. H. Department of Public Works 1. Request to Re- allocate Position The Human Resources (HR) Department evaluated the current responsibilities of the Working Supervisor (Sanitation) position and determined that the appropriate salary grade is 32 in the C5EA DPW Unit contract. The Department of Public Works requested approval to re- allocate this position as determined by the HR Department. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 4 -0. City Administration Committee May 25, 2005 Page 3 2. Request to Establish Capital Project for Rehabilitation of the South Aurora Street Bridge over Fall Creek Supt Gray reported that a project for the rehabilitation of the South Aurora Street Bridge over Six Mile Creek is eligible for funding under Title 23 of the U.5. Code as administered, and amended, by the Federal Highway Administration. The estimated cost would be over $900,000, apportioned at the ratio of 80% Federal funds and 20% non - Federal funds (15% State and 5% local). The City would pay the total cost of the project and would be reimbursed accordingly by the Federal and State governments. After discussion, Alderperson Coles made a motion to approve the South Aurora Street Bridge Rehabilitation over Six Mile Creek Capital Project in an amount not to exceed $913,000. Seconded by Alderperson Zumoff. Motion carried 4 -0. I Human Resources (HR) Department 1. Amendment to Personnel Rosters The City and CSEA mutually agreed to conduct a Classification and Compensation Study to ensure that employee titles and job descriptions are accurate and up -to- date, that the compensation plan is fair and equitable among the various City jobs, and that the City's salaries are competitive with the external labor market. The Civil Service Commission completed and adopted the first phase of the study, known as the Classification phase. The adoption of the updated classifications by the Civil Service Commission requires the updating of the personnel rosters of affected departments. After discussion, Alderperson Coles made a motion to amend the personnel rosters of affected departments as listed in the resolution. Seconded by Alderperson Zumoff. Motion carried 4 -0. 2. Establishment of Standard Workday as Required by New York State (NY5) Retirement System The NY5 Retirement System requires that standard workdays be established for all positions in City government. The C5EA Classification and Compensation Study created new titles for which the standard workdays, for the purpose of retirement system credit, must be established. After discussion, Alderperson Zumoff made a motion to establish the standard workdays for new titles created by the C5EA City Administration Committee May 25, 2005 Page 4 Classification and Compensation Study for the sole purpose of determining days worked reportable to the NYS Retirement System. Seconded by Alderperson Coles. Motion carried 4 -0. 3. City's Commitment to Safety Employee Health and Safety Coordinator Andy Olmetti and Senior Account Consultant Larry Larssen (St Paul Travelers) gave a presentation about the importance of Safety. Mr. Olmetti and Mr. Larssen stated that the City's most valuable resource is its employees, who through the work they perform make the City a great place to live. Yearly, employees sustain work related accidents or injuries, resulting in costly economic loss to the employees and the City. These losses result in thousands of dollars in direct and indirect operating costs, loss of productivity, added strain to an already limited workforce, and decreased morale. Accidents and injuries could be prevented and managed. Mr. Olmetti and Mr. Larssen strongly encouraged the Committee to support and endorse the Safety Program. After discussion, Alderperson Zumoff made a motion to adopt the Safety Program as stated in the resolution. Seconded by Alderperson Coles. Motion carried 4 -0. 4. Director's Report. HR Director Michell -Nunn reported on the following: Safety Training Grant: Mr. Olmetti has once again been able to secure a Safety Training Grant for August 1, 2005 - July 31, 2006. This grant would be used for the City's mandatory safety training. Intern: The HR Department hired a summer intern from Cornell University ILR School. Fire Fighter Exam: The exam would be June 4, 2005. Employee Picnic Committee: An employee picnic has been planned for the fall. A date has not been decided. City Administration Committee May 25, 2005 Page 5 J. Finance /Controller 1. Sales Tax on Clothing and Footwear Costing less than $110 Per Item Exemption Weeks Participation A letter was distributed to advise counties and cities, which impose sales and compensating use taxes, about electing or rejecting two new weekly exemption periods for clothing and footwear costing less than $110 per item of clothing or pair of footwear. The two -week exemptions are for: August 30, 2005 - September 5, 2005 and January 30, 2006 - February 6, 2006. Controller Thayer reported that the County is participating in the exemption weeks. Since the City participated in the most recent exemption weeks, Common Council does not have to take any action. Should Common Council decide not to participate, they would need to pass a resolution by June 1 to reject the exemption weeks as a unit. 2. Request to Amend the 2005 Budget for Community Celebration Grants Tompkins County notified the City of $7,650 in grant funds from the County to the City for Community Celebration Funds. The funds were disbursed as listed in the resolution. The Controller's Office requested approval to amend the 2005 Budget to accept the grant. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 4 -0. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax Revenue: The first quarter activity was a flat activity. The City saw the opening of Lowe's and Walmart. The opening of these stores would boost April collections, which relate to February actual collections. May's collections were about 1% increase over 2004 actual activity. Overall, to date, the sales tax revenue is up about 12% over 2004 activity. The City budgeted about an 8% increase. NYS Sales Tax: The City received a notice from NYS that the State would decrease their sales tax rate to 4 %, which was 44 % of the 84% total sales tax. This means that effective June 1, 2005, the State sales tax would be 8 %. This is the State's collections and would not affect the City. City Administration Committee May 25, 2005 Page 6 Parking Revenue: The revenue continues to come in over 2004. The City is still not meeting budget. To date, we have collected $251,000 from the meters. Some time period last year, the City collected $187,000, about $64,000 above last year's activity. The City budgeted a 45% increase in revenues. Looking at it on annual basis, the City is about $25,000 behind. The collections from the garages and ramps are down. At this time, Mr. Thayer recommends no changes to the rates due to the upcoming events (i.e. opening of new garage and hotel, and the arrival of 400 -500 individuals to downtown.) Fine Revenue: Last year, fines were under budget estimate. To date, they appear to be the same. The Controller's Office would monitor the fine revenue closely during the coming months. To date, less tickets have been written as compared to 2004. Bond Resolution: The Controller reported that the City borrows in February and August. Mr. Thayer would bring a bond resolution to the meeting next month for August. The bond resolution would allow the City to issue bonds in August. Budget 2006: The budget process for 2006 has started. The response for the capital projects would be in the next two weeks. K. Reports 1. Mayor's Report. The Mayor reported on the following: Capital Projects: The Mayor wants the process to go well this year and is working on the structure of those meetings. The methodology of looking at the capital projects would be more inclusive of input from all department heads. Capital projects should be really clear, necessary (almost bordering on emergency), and mission critical. Fiscal Viability Committee: This Committee invited the Tompkins County Administrator to the last meeting. The County talked about their budget process, their capital budget process, how they have changed in the last few years to what they are doing now, and what they still have yet to do. Fire Fighters Assn Negotiations: The City had an initial meeting with the Fire Fighters Association, whose contract ends December 31, 2005. City Administration Committee May 25, 2005 Page 7 Bomb Threat: This morning, there was a bomb threat at Walmart, which closed down Walmart, the Dollar Store, and Bed, Bath and Beyond. Agencies from all over the state are participating in the investigation. The bomb, after being decimated, fractured and there was liquid inside. The Emergency Response Teams were unsure of the substance in the pipe bomb. Hot lines have been set up for Walmart employees only. Trip to Burlington: About a month ago, the Mayor of Burlington, VT visited Ithaca and gave a talk at Cornell University. Both communities, Ithaca and Burlington, are similar in many ways. The Mayor and Cornell University are organizing a visit to Burlington, VT. The Mayor would send out an e -mail to department heads and Common Council to ascertain interest in this trip. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Ithaca Festival: Chairperson Berry reminded everyone about the Ithaca Festival from June 2 -5 and encouraged everyone to buy the Ithaca Festival Buttons. The Mayor stated that there would be changes to the Ithaca Festival this year. The Mayor's Fitness 5 -K Challenge on Saturday, which is also National Trails Day, would be a part of the Ithaca Festival. Family Treatment Court: A graduation from Family Treatment Court is scheduled for Thursday - May 26 - 1:30 p.m. - 118 E. Clinton Street. 4. Next Month's Meeting: June 29, 2005. L. Adjournment With no further business and on a motion by Alderperson Townsend, the meeting was adjourned at 8:23 p.m.