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HomeMy WebLinkAboutMN-CA-2005-11-01CITY ADMINISTRATION COMMITTEE Regular Meeting November 30, 2005 Members Present: Alderperson Berry, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Staff Present: Nels Bohn (IURA Director), Brian Wilbur (Fire Chief), Jim D'Alterio (Recr Fac Director), Phyllis Radke (Building Commissioner), Bill Gray (Supt of Public Works), Katie Foley (Yth Prgm Coordinator), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Mgr of OD), Denise Malone (HR Executive Assistant) Others Present: Shane Seger (Alderperson - Elect) Chairperson Berry called the meeting to order at 7:05 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Berry welcomed everyone to the meeting and explained the evacuation procedures. 2. 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 October 26, 2005 City Administration Committee meeting. Seconded by Alderperson Zumoff. Motion carried 5 -0. 3. Statements from the Public. None. 4. Employee Comments. None. 5. Common Council Response. None. 6. Workforce Diversity (WFD) Committee Update. None. City Administration Committee November 30, 2005 Page 2 7. Building Department 1. Increase in 2006 Building Permit Fees The Building Department requested that building permit fees be changed to $7/$1000. The Committee reviewed the ordinance to increase the 2006 building permit fees and made some changes. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 8. Youth Bureau 1. Amendment of 2005 Budget The One -to -One Big Brothers Big Sisters (BBBS) Program had a number of successful fundraising events this year. They exceeded their goal for fundraising by $2,000 for 2005. The Youth Bureau requested to amend the 2005 Youth Bureau budget by $2,000. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0 2. Request to Amend 2005 Cass Park Budget Cass Park received a $2,000 Grant from the Social Services League Board. The Youth Bureau requested to amend the 2005 Cass Park budget by $2,000. The grant would be used to support the Cass Park "Get Active, Get Fit" Program for purchasing in line skates to be used by groups skating in the rink and on the Waterfront Trail. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 3. Request to Amend Youth Bureau Budget for Community Celebration Funds The Youth Bureau received additional donations and fees from various businesses for the Youth Bureau's 2nd Annual Community Celebration in the amount of $2,329. The Youth Bureau requested to amend the 2005 Youth Bureau budget by $2,329. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. City Administration Committee November 30, 2005 Page 3 9. Department of Public Works 1. Request to Amend Authorization for Capital Project #428 - Thurston Avenue Bridge over Fall Creek Rehabilitation Project A rehabilitation project for the Thurston Avenue Bridge over Fall Creek, P.I.N. 375322 ( "the Project "), is eligible for funding under Title 23 U.S. Code as administered by the Federal Highway Administration ("FHWA "), as amended, that calls for the apportionment of the costs for such program to be borne at the ratio of 80% Federal funds and approximately 20% non - federal funds. The City of Ithaca desires to advance the Project by making a commitment of 100% of the non - federal share of the costs of Scoping, Design (Phases I -VI), Construction, and Construction Inspection. The Department of Public Works requested to amend Authorization for Capital Project #428 - Thurston Avenue Bridge over Fall Creek Rehabilitation Project by an additional amount of $2,180,000, for a total of $10,380,000. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. 2. Water and Sewer - Request to Amend 2005 Authorized Water Fund Budget for State Grant The Department of Public Works (W &S) received and has been involved in a multi- year Grant since December 2003 from the New York Department of State for a Six Mile Creek Riparian Buffers Restoration Program. The grant will assist with the establishment of riparian buffers to protect stream health along Six Mile Creek. The Department of Public Works (W &S) requested approval to amend the 2005 Authorized Water Fund Budget for the State Grant in the amount of $55,000. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 3. Water and Sewer - Request to Amend 2005 Authorized Water Fund Budget for USDA Grant The Department of Public Works (W &S) received and has been involved in a multi- year Grant since May 2003 from the United States Department of Agriculture (USDA) Forest Service for a Six Mile Creek Riparian Buffers Restoration Program. The grant will assist with the establishment of riparian buffers to protect stream City Administration Committee November 30, 2005 Page 4 health along Six Mile Creek. The Department of Public Works requested to amend the 2005 Water Fund Budget in the amount of $60,000 with an additional local share being derived from existing water funds. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 4. Amendment to City Code Section 146 -24 Plumbing Inspector - Local law Due to personal reasons, the Plumbing Inspector is unable to continue to reside within the City limits. The Department of Public Works (W &S) requested a waiver of residency for the Plumbing Inspector by amending City Code Section 146 -24 Plumbing Inspector. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. 5. Water and Sewer - Request Extension of Service Contract for Consulting Services Common Council approved at a regular meeting January 5, 2005, an extension of an on -site AutoCAD training service contract at Water and Sewer and other City departments for Michael Ocello for the year 2005. The Water and Sewer Division requests an extension of that contract to December 31, 2006 at a $23.92 hourly rate. The Water and Sewer Division has the specialized need for project plan /drawing preparation for several Water and Sewer Capital Projects and updating Water and Sewer Plumbing Regulations to reflect current materials, methods, and practices. The Committee discussed the request and changed the ending date of the request from December 31, 2006 to April 15, 2006. Alderperson Coles made a motion to approve the request as amended. Seconded by Alderperson Cogan. Motion carried 5 -0. 10. Planning and Development 1. Extension of Agreement with National Development Council Regarding Community and Economic Development Advisement Services The Planning Department requested approval to extend the agreement with National Development Council Regarding Community and Economic Development Advisement Services. This agency will work with the City to develop and assist in the implementation of the City's Community and Economic Development Programs. City Administration Committee November 30, 2005 Page 5 After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. 11. Common Council 1. Increase in Mayor's Salary - Local Law The Committee reviewed the local law that would change the Mayor's salary from $38,000 to $50,000. After discussion, Alderperson Cogan made a motion to approve the Local Law. Seconded by Alderperson Coles. Motion carried 5 -0. 2. Increase in Common Council Salary - Local Law The Committee reviewed the local law that would change Common Council Members' salary from $7,000 to $9,000. After discussion, Alderperson Cogan made a motion to approve the Local Law. Seconded by Alderperson Coles. Motion carried 5 -0. 12. Human Resources (HR) bepartment 1. Transfer of Funds for Payment of Flu Shots Cayuga Medical Center at Ithaca (the Medical Center) has developed a program of services in occupational health, educational consult, injury prevention, and rehabilitation therapy aimed at improving the quality of employee health and at improving workplace safety. The Medical Center has offered to provide Flu Shot Clinics in City facilities to meet our occupational health needs at a rate of $18.50 per employee. The Human Resources Department requested approval to transfer funds in the amount not to exceed $3,800 to the appropriate account to fund said vaccinations for 2005. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. 2. Reinstatement of Hours - Fire Department - Financial Clerk The Fire Department, in conjunction with the Human Resources Department, requested approval to reinstate the hours of the Financial Clerk to 40 hours per week effective the start of the next payroll period following the adoption of this City Administration Committee November 30, 2005 Page 6 resolution. After discussion, Alderperson Coles made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 3. Director's Report. HR Director Michell -Nunn reported on the following: CSEA Classification Study: The State has nearly completed with the assignment of grades for the various job positions. Once the City receives the assignments, the HR Department will notify each employee of where their position has been assigned and what salary grade level their position has been assigned. It will not be the existing salary system. The employees will be given information on how that assignment was determined. If employees disagree with the assignment, they will be given the opportunity to go through an appeals process. During the appeals process, the City would identify and survey other municipalities /employers with comparable titles and salaries to get the market study analysis. The Appeals Board would be established and would consist of representatives from the CSEA Administrative Unit and the CSEA DPW Unit, the confidential employees, and a policy member, who would be appointed by the Mayor. The City and the unions know that they are not going to remedy the whole situation but are working together to ensure that the money set aside is dispersed equitably. Workshops: Friday - December 2 at 12:00 noon in City Hall, there will be a presentation on Money Management. Future workshop topics would be on the Food Pyramid and Preventing the Flu and Colds. 13. Finance /Controller 1. Request Authorization to Cover Red Accounts The Controller's Office requested authorization to cover red accounts. Upon approval, the City Controller would be empowered to make transfers within the 2005 Budget appropriations, as needed, for the remainder of the 2005 Fiscal Year. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Coles. Motion carried 5 -0. City Administration Committee November 30, 2005 Page 7 2. Bond Resolution The City borrows funds twice a year, in January and August. To borrow funds Common Council must first authorize the issuance of the bonds. The Controller's Office requested to approve the authorization of Capital Projects approved by Common Council since the last authorization in August 2005. The projects in need of authorization include projects approved as part of the 2006 budget and any Common Council authorized projects from August 2005. The projects in need of authorization are in the amount of $21,065,688. The total issuance for December will be $6,522,000 plus renewal of the BANS (Bonds Anticipation Notes) coming due. After discussion Alderperson Coles made a motion to approve the Bond Resolution. Seconded by Alderperson Zumoff. Motion carried 5 -0. 3. Controller's Report. Controller Thayer reported on the following: Sales Tax Revenue: The City will receive from the State four payments in December and one payment in January. The City continues to be about 17 %, or about $500,000, above the 2004 sales tax revenue. 2005 Budget Fine Revenue: The fine revenue is short about $450,000 - $500,000. Changes were made to the 2006 budget, reducing that revenue account. Positions were filled in the Police Department that would increase the fine revenue. If the City does not meet budget in this account, the Controller's Office may have to make changes to the 2006 budget. Parking Fines: As part of the budget, the City discussed making adjustment to the parking fines. The Chamberlain's Office, City Court, the Police Department and the Controller's Office changed the fines for the overtime meters, overtime zone and overtime night odd /even parking from $10 to $15. Parking Revenues: The parking revenues will be about $140,000 - $150,000 short for the parking garages and meters. The collections from meters have increased but the City will still see about a $40,000 shortage. Garages make up the remaining revenue. Parking Lot Equipment: Bids went out and have returned for the parking lot equipment at the Dryden Road Garage and the Seneca Street Garage. The City Administration Committee November 30, 2005 Page 8 Department of Public Works is reviewing the bids and hopes to have an award in early December. Pension Payment: The City is required to make a pension payment in the amount of $2,600,000 to the State. This is the City's pension contribution for City employees. The actual payment date is February 1St. The City booked the payment and liability. The Controller's Office will make the full payment in December depending on the cash flow. Should payment be made in December, the City would save about $25,000. Overtime Expense: The overtime expense continues to be well in excess of the budgeted $400,000. The excess expense in overtime is mainly due to the Police Department and Fire Department. Once the Police Department is at full staff, some of the overtime would decrease. Building Permit Revenues: With the assistance of the Building Department, the City would be over budget about $350,000. This will help offset overages in other areas. Bond Counsel: As of December 31, 2005, Willkie Farr and Gallagher will no longer be the City's bonding attorney. The Controller's Office sent out Request for Proposals. Mr. Thayer will keep the Committee updated. 14. Reports 1. Mayor's Report. The Mayor reported on the following: Town /City Meeting: A press release would be going out shortly regarding the meeting between the Town of Ithaca and the City of Ithaca. The meeting would be on Monday - December 5 - 7:00 p.m. to 9:00 p.m. - Town Hall. This meeting would be to discuss shared services or consolidation of the two entities. Emergency Operations: On the 5t" Tuesday, the Mayor, department heads, and senior staff meet to discuss emergency operations. The Fire Department has given presentations on various aspects of emergency services. The Mayor will continue to have these meetings and will come out with a directive regarding basic training courses available over the Internet. City Administration Committee November 30, 2005 Page 9 Membership on Boards and Committees: The Clerk's Office sent out a press release regarding openings for members on boards and committees. If you know of someone who would be interested in serving on a board or committee, please have them contact the Mayor's Office or the Clerk's Office , visit the website for more information about the boards and committees or ask them to complete an application. 2. Sub- Committee Updates: None. 3. Council Members' Announcements Alderperson Zumoff mentioned that there would be ice sculptures on the Commons From December 1 -4 and encouraged all to go see them. Alderperson Coles stated that the vision statement for the Southwest Client Committee would be ready soon. Chairperson Berry stated that the Ithaca Journal ran an article she wrote about the trip with Diann Sams to the Wall of Tolerance. 4. Next Month's Meeting: To be determined. 15. Adjournment With no further business and on a motion by Alderperson Coles, the meeting was adjourned at 8:50 p.m.