HomeMy WebLinkAboutMN-CA-2005-09-01Members
Present:
Council
Members
Present:
Staff
CITY ADMINISTRATION COMMITTEE
Regular Meeting
September 28, 2005
Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson
Townsend, Alderperson Cogan, Mayor Peterson
Alderperson Taylor
Present: Bill Gray (Supt of Public Works), Steve Thayer (Controller), Scott Andrew (Deputy
Controller), Schelley Michell -Nunn (HR Director), Denise Malone (Administrative
Secretary)
Others
Present: Members of the Public, Members of the Media
Chairperson Berry called the meeting to order at 7:10 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 Coles made a motion
to approve the minutes from the August 31, 2005 meeting. Seconded by Alderperson Cogan.
Motion carried 4 -0. (Alderperson Townsend was absent from the vote.)
C. Statements from the Public
Sally Van Orman of Ithaca read a letter from John Graves. They expressed concerns about the
rebuilding of Green Street Parking Garage being a financial drain on the City.
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September 28, 2005
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D. Employee Comments. None.
E. Common Council Response. None.
F. Workforce Diversity (WFD) Committee Update
HR Director Michell -Nunn reported that the WFD Committee met to work on recommendations
for the hiring process. The recommendations would be presented to the City Administration
Committee. The WFD Committee meetings have been changed to the fourth Monday of the
month at 9:00 a.m. in the Common Council Chambers.
G. Common Council
1. Reauest to Increase Towina Fees
Four (4) towing services utilized by the City of Ithaca requested the following:
a. All towing of motorcycles, automobiles and pick up trucks be increased from
$55 -$75 to the flat rate of $80 and an additional $25 to cover the labor of
snow removal and clean up (including materials) at an accident scene, where
applicable.
b. Storage rate be increased from $20 per day to $25 per day.
C. The current late night release surcharge of $25 would remain constant but
the times affected be changed from 11:00 p.m. - 7:00 a.m. to 9:00 p.m. to
7:00 a.m.
After discussion, Alderperson Zumoff made a motion to approve the requests.
Seconded by Alderperson Townsend. The votes for 1a, 1b, and 1c were as follows:
1a Ayes (4): Berry, Zumoff, Cogan, Townsend
Nays (1): Coles
Motion passed 4 -1.
1b Motion passed 5 -0.
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September 28, 2005
Page 3
1c Ayes (3): Berry, Coles, Cogan
Nays (2): Townsend, Zumoff
Motion passed 3 -2.
2. Request to Extend "Sunset" Fare Increase
Ithaca Dispatch, Inc. requested approval to extend the "sunset" fare increase.
After discussion, Alderperson Cogan made a motion to approve the extension for
six (6) months. Seconded by Alderperson Coles. Motion carried 5 -0.
3. 2006 Budget Meeting Dates
The Committee discussed the dates for the budget meetings, which have been
distributed to Common Council and department heads. The Clerk's Office is
working on all the meetings being broadcast live. The Committee thanked all staff
for putting together and distributing the budget and meeting dates.
H. Department of Public Works
1. Request to Amend 2005 Authorized Budget
As part of the Coal Tar Remediation Project on Court Street, NYSEG removed
several trees. NYSEG reimbursed the City $14,225 for the removal of those
trees. The City Forester requested that the funds be put back into the accounts
to purchase additional trees. After discussion, Alderperson Cogan made a motion
to approve the request by amending the 2005 DPW Authorized Budget in an
amount not to exceed $14,225. Seconded by Alderperson Coles. Motion carried 5-
0.
2. Approval of Water Treatment Plant Reconstruction Study
O'Brien & Gere Engineers, Inc. provided the City of Ithaca Department of Public
Works (DPW) with a proposal for services to provide phased engineering and
environmental review to support proposed improvements to the City's water supply
system. O'Brien & Gere proposed to provide the services, as described in the
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September 28, 2005
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revised draft to Supt Gray - dated September 16, 2005, for the following not -to-
exceed fee:
Task /Description Estimated Fee
Task 1 - Alternative Selection $ 31,900
Task 2 - Environmental Review ( "Base Services ") 17,700
$ 49,600
Additional Services (if required)
- Supporting ( " + ") Studies (Allowance) 20,000
- EIS /Findings Statement (Allowance) $30,000 - $50,000
Controller Thayer reported that the project was authorized but the funds were
not in place for the project. The funds would come from the project and be
funded by the reserve funds. After discussion, Alderperson Coles made a motion
to approve the funds for this project. Seconded by Alderperson Cogan. Motion
carried 4 -0. (Alderperson Zumoff was absent from the vote.)
3. Elimination of Two Hour Free Parking and Other Parking Issues
Supt of Public Works Gray reported that there have been numerous discussions
about the two -hour free parking, its desirability for downtown and the impact on
the revenue. When adopting the budget last year, Common Council set a revenue
target for the parking systems. Today's estimates for the end of year figure show
that it would be roughly $150,000.00 short. One reason for the shortfall is due to
the abuse of the two -hour free parking, which represents a significant portion of
use and no income in the transient parking.
City Chamberlain Parsons mentioned that when the City started the construction
of the Cayuga Garage the City, in effect, forced people out of the garages.
Employees were asked to move. A number of business were asked to participate in
the park and ride. This construction affected parking in the neighborhoods, the
use of our garages and the projected revenue from parking. The City instituted
the two -hour free parking to encourage shopping downtown.
The Committee discussed the two -hour free parking and the financial impact on
the City. Supt Gray reported that the Board of Public Works has received many
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September 28, 2005
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suggestions on how to handle this problem. The Committee offered the following
suggestions: change to an inexpensive validation system for the merchants;
increase the rates for the first two hours; change to a flat rate; have a much
higher rate for first hour or two and decrease rate for longer use.
The Mayor mentioned other parking garage issues such as the operations of the
garage. Should a parking authority maintain the garages? If so, can the City save
money or get higher level of services for the same money? Should the garages be
privatized? Should the City hire more employees?
Chairperson Berry thanked everyone for his /her suggestions. Mr. Gray encouraged
the Committee to send additional suggestions to him or the Mayor, which would be
forwarded to the Board of Public Works.
4. Request Funds for Survey of Downtown Employees
Ithaca - Tompkins County Transportation Council ( ITCTC) is co- sponsoring a survey
of downtown commuters with the Ithaca Downtown Partnership (IDP). The survey
will yield excellent data about commuter patterns, preferences, and potential
behavioral change, which can be used to make better decisions about congestion
management strategies in the City and surrounding communities. The current
estimated cost for the survey is $4,500. The ITCTC and IDP are able to
contribute $3,250 towards the cost of the survey, leaving a balance of $1,250.
The Department of Public Works asked the City to fund the shortfall of $1,250.
After discussion, Alderperson Coles made a motion to approve the request.
Seconded by Alderperson Zumoff. Motion carried 5 -0.
I. Human Resources (HR) Department
1. Director's Report. HR Director Michell -Nunn reported on the following:
Health Care Proxy: Representatives from Family & Children's Services are
scheduled to talk to employees about health care proxy. The sessions are being
held in late October. Information regarding the sessions would be distributed.
Performance Evaluations: HR Director Michell -Nunn expressed appreciation for
the work done by department heads as it relates to the competencies, which are a
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part of the Performance Appraisal System instituted by the Mayor. Department
heads were given two competencies, diversity and communication. At the last
Senior Staff meeting, some department heads reported on how they were doing.
Ms. Michell -Nunn stated that department heads are putting in place the systems
that are really going to support the creating of a very inclusive work environment
and well- informed workforce. As a result, we are starting to see a true cultural
change.
J. Finance /Controller
1. Controller's Report. Controller Thayer reported on the following:
2006 Budget: The Mayor's budget would be available next week. The schedule for
October budget meetings would be distributed.
Revenue: Even though sales tax revenue dropped slightly the last month, the City
is still about 17% ahead of 2004, which is about $600,000 above budget. With
current projections, the parking revenue is short about $150,000. Overtime cost
projected to be over budget at about $285,000. Fine Revenue is projected under
about $400,000 to $500,000. The City hired two Community Service Officers,
which should help in the collection of fines.
K. Reports
1. Mayor's Report. The Mayor reported on the following:
2006 Budget: The Mayor and the Controller have met with all departments on
their budgets.
Organizational Competencies: The annual performance evaluations have been
completed for most of the department heads. The department heads are setting
up their new personal department goals for the next year. The Mayor has been
working with the HR Department on the organizational competencies for the
upcoming 12 months.
Energy Conservation Measure: The Mayor sent a memo to all employees regarding
energy conservation measures to be used at home as well as at work. The Mayor is
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September 28, 2005
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asking department heads to set a goal of 20% reduction in energy use with
vehicles, lights, etc.
Employee Forum: Employee forums were scheduled to allow employees to share
cost - saving measures and efficiencies regarding the budget. Questions about the
budget were asked during first part of the forum. Afterwards, employees
brainstormed on how the City could save money.
2. Sub- Committee Updates. None.
3. Council Members' Announcements
Mayor Peterson reported that Ithaca Downtown Partnership has a meeting
scheduled for 7:00 p.m. on Thursday in City Hall. Gary Ferguson would give a
presentation on great downtowns.
The Village of Ithaca's Annual meeting is scheduled for Thursday - 6:00 p.m. to
8:00 p.m. at the Hilton Hotel.
Groundbreaking tomorrow afternoon for Mack Travis housing project.
4. Next Month's Meeting: October 26, 2005.
L. Adjournment
With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at
9:11 P.M.