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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. City Administration Committee September 28, 2005 Page 2 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. City Administration Committee 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 City Administration Committee September 28, 2005 Page 4 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 City Administration Committee September 28, 2005 Page 5 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 City Administration Committee September 28, 2005 Page 6 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 City Administration Committee September 28, 2005 Page 7 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.