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HomeMy WebLinkAboutMN-CA-2005-12-01CITY ADMINISTRATION COMMITTEE Regular Meeting December 21, 2005 Members Present: Alderperson Berry (arrived at 6:15 p.m.), Alderperson Zumoff, Alderperson Cogan, Mayor Peterson Members Excused: Alderperson Coles, Alderperson Townsend Council Members Present: Alderperson Taylor, Alderperson Tomlan Staff Present: Tom Dorman (Deputy Fire Chief), Duane Twardokus (IT Director), Lauren Signer (Police Chief), Steve Thayer (Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Mgr of OD), Denise Malone (HR Executive Assistant) Acting Chairperson Cogan called the meeting to order at 6:02 p.m. 1. Chairperson Greeting & Opening Statement Acting Chairperson Cogan welcomed everyone to the meeting and explained the evacuation procedures. 2. Agenda Review and Amendments, Approval of Minutes & Announcements There were no announcements, amendments to the agenda or minutes to approve. 3. Statements from the Public. None. 4. Employee Comments. None 5. Common Council Response. None. 6. Workforce Diversity (WFD) Committee Update City Administration Committee December 21, 2005 Page 2 HR Director Michell -Nunn reported that the WFD Committee met to work on identifying plan goals for 2006 and providing support (or serve as a resource) to department heads as it relates to their diversity competency. Chairperson Berry arrived at 6:15 p.m. 7. Police Department 1. Waiver of City Residency Requirement for the Chief of Police The City of Ithaca's Police Chief requested a waiver of the residency requirement due to extenuating circumstances that require her to provide accommodations for a disabled family member. The Chief's existing City residence would require major structural adaptations including additional square footage and the displacement of the disabled family member for the renovation period. The Chief's efforts to find accommodating housing within the City of Ithaca were unsuccessful. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 3 -0. 2. Request for Vacation Benefit Time Adjustment for Sr. Deputy Chief of Police Deputy Police Chief Randolph Haus, Sr. served twenty years with the Ithaca Police Department before retiring in 1998. At the time of his retirement, Deputy Chief Haus was at the rank of Captain receiving the maximum pay and benefits. Deputy Chief Haus returned from retirement at the request of the City and was credited the entry -level benefit accumulation, which was not sufficient to cover time commitments made prior to his return. Deputy Chief Haus accepted a lower salary than that recommended by the Human Resources Director at the time of rehire for reasons of his own. The Police Department requested that Deputy Chief Randolph Haus, Sr. be awarded five (5) additional days of annual leave in recognition of previous tenure. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 3 -0. City Administration Committee December 21, 2005 Page 3 8. Fire Department 1. Request to Establish Capital Project for Equipment Acquisition The Ithaca Fire Department has been designated by Common Council resolution as the Tompkins County Hazardous Materials Team. Many funding sources, including grants, are available through Tompkins County. Following City purchasing practices and retaining control of the purchasing process through the Ithaca Fire Department facilitates the reimbursement for the purchase of equipment and personnel cost for the Hazardous Materials Team. The Fire Department requested that Capital Project #496 IFD Hazardous Materials Team Equipment Acquisition be established in an amount not to exceed $150,000 for the purposes of purchasing Hazardous Materials equipment and reimbursement of applicable personnel costs. The funds needed for said project shall be derived from Federal, State and Local grants and donations. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 3 -0. 9. Human Resources (HR) Department 1. Proposed Electronic Mail Poli IT Director Twardokus reported that the proposed policy resulted from the collaborative work of the HR Director, the City Clerk, and himself. Senior Staff has reviewed and made suggestions to the policy. The policy was also reviewed by the City Attorney's Office. IT Director Twardokus requested that the Electronic Mail Policy be approved as a City policy. Common Council members present expressed concern about the policy. After discussion, the Committee decided to table the policy until the January meeting. 2. Director's Report. HR Director Michell -Nunn reported on the following: Flu Shot Clinic: Common Council passed a resolution that allowed the City to conduct the first Flu Shot Clinic. Over forty (40) employees participated in the clinic. Another component of the resolution allows employees to get reimbursed for flu shots. City Administration Committee December 21, 2005 Page 4 Staff Acknowledgement: Ms. Michell -Nunn acknowledged the HR Department staff that, in the spirit of the holidays, volunteered at Loaves and Fishes earlier today. 10. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Pension Payment: The pension payment in the amount of $2,600,000 was made December 15, 2005, to the New York State Retirement System. For paying early, the City saved about $25,000. State Aid: The City received the second installment of the State Aid, which included an additional payment of $315,000. Sales Tax: The sales tax was about 15.9% or $500,000 above 2004. The City is still due a final payment in January 2006. Building Permit Revenue: Is over budget about $300,000. Parking Revenue: The parking revenue continues to be short of projections about $140,000. Minor adjustments to fees have been made for 2006. Overtime Cost: The overtime cost, which is beyond our control, is over budget about $400,000. Fine Revenue: The fine revenue is under budget about $500,000. This was due to compliance with some of the laws and to vacancies in the Police Department that caused fewer tickets to be written than in 2004. Snow Removal Budget: The funds for snow removal have been exhausted. Small adjustments have been made for 2006. Utilities for 2005: The utility cost for 2005 should be within budget or just slightly over the budgeted amount of $600,000. The cost of gas has increased tremendously. There is a contract in place for the electricity. City Administration Committee December 21, 2005 Page 5 Fuel Cost: The fuel cost for 2005 is over budget about $75,000. Overall Budget: The overall budget will be close with revenues keeping pace with the expenditures. This would depend on the final payments of the sales tax. Bonding Attornex: As of December 31, 2005, Willkie Farr & Gallagher will no longer be the City's bonding attorney. Request for proposals were sent out and returned. The City selected Orrick Harrington & Sutcliffe, LLP as the bonding attorney. They are located in New York City. Annual Resolutions: There will be resolutions coming forth in January for the Committee to approve the official newspaper, designation collateral for the deposits and accounts, and a blanket bond for public employees. Apprenticeship Program: The Controller's Office had their first experience with the Apprenticeship Program. Common Council put this program in place in 2005. The Thurston Avenue Bridge project was over the $500,000 threshold. The City received three bidders. One company did not bid because of the restriction. Mr. Thayer expressed concern about having the restricted bidder environment. 11. Reports 1. Mayor's Report. The Mayor reported on the following: Organization for 2006: The Mayor is working on staffing Common Council committee rosters and chair positions, and on liaisons to other boards and committees. Holidays: The Mayor wished everyone a Happy Holiday. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Chairperson Berry thanked the staff and the members of the City Administration Committee for their incredible work for the past two years and wished everyone a Happy Holiday. City Administration Committee December 21, 2005 Page 6 4. Next Month's Meeting: January 25, 2006. 12. Adjournment With no further business and on a motion by Alderperson Zumoff, the meeting was adjourned at 7:05 p.m.