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HomeMy WebLinkAboutMN-CA-2006-08-01Members Present: Members Excused: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting August 30, 2006 Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan Alderperson Coles, Alderperson Korherr, Mayor Peterson Present: Steve Thayer (Controller), Scott Andrew (Deputy Controller), Debra Parsons (City Chamberlain), Lisa Nicholas (Planner), Andy Olmetti (Employee Health & Safety Coordinator), Leslie Moskowitz (Manager of Organizational Development), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Vice Chairperson Cogan called the meeting to order at 7:04 p.m. 1. Chairperson Greeting & Opening Statement Vice Chairperson Cogan welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments Vice Chairperson Cogan stated that the following items would be removed from the agenda: Item 10 - Communication Committee - Report and Item 13 - Attorney's Office - An Ordinance to Amend Chapter 90 Entitled "Personnel" of the City of Ithaca Municipal Code Regarding Employee Residency Requirements. Controller Thayer requested that an Executive Session be held at the end of the meeting to discuss a personnel issue. City Administration Committee August 30, 2006 Page 2 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes from the July 26, 2006 meeting. Seconded by Alderperson Townsend. Motion carried 3 -0. 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update. None. 9. Safety Committee Update 1. 2005 and 2006 Accident Loss Report Employee Health & Safety Coordinator AndyOlmetti presented the City's Accident /Injury Loss Report, which was submitted by our insurance carrier St Paul Travelers. Workers' Compensation - Frequency & Severity Charts: These charts cover the years January 1, 2000 to April 30, 2006 and differentiate between the number of claims with and without incurred costs. During the 2005 policy year, the injury frequency increased but moderated in the 2006 policy year. Workers' Compensation - 4 Month Comparison Charts: These charts compared the number of claims and the total incurred dollars for the respective four month period for 2003, 2004, 2005 and 2006. In 2005, there were 31 claims with a total incurred dollar amount of $87,474 compared to 42 claims with a total incurred dollar amount of $8,460 in 2006, which is a significant drop in the total incurred dollars of about $79,014. Workers' Compensation - Injury Rate Charts: These charts represent incidences or claims of five or more or that were greater than $10,000 in incurred cost. City Administration Committee August 30, 2006 Page 3 Claim Medical (CM) /Claim Benefit (CB) Split - 2005 PY Charts: These charts denote the difference between what Travelers deem CM Claims and CB Claims. CM is claims with medical and CB is claims with benefits. Most of the percentages of loss were from a medical standpoint and a smaller percentage on the benefit aspects. CB claims account for 21% of claim frequency and 94% of incurred costs. Claim Benefit (CB) Loss Charts: These charts show the number of claims and the total incurred dollars for CB cases. There has been a decline in the number of claims and total incurred dollars over the respective years of 2003 - 2006. Lag Analysis - Accident Date -to -Date Reported (2006 Policy Year) Charts: These charts refer to lag analysis and denote the amount of time between when the incident occurred and it was reported to the carrier. The main objective is to get this information reported to the carrier as quickly as possible. Department - Frequency Chart: This chart shows departments experiencing greater than 5 losses or greater than $5,000 in incurred costs. The Fire Department, Police Department, & the Department of Public Works continue to experience the greatest injury frequency. Department - Severity Chart: This chart shows departments experiencing greater than 5 losses or greater than $5,000 in incurred costs. There has been a reduction in the severity or dollars associated with these rates. The Fire, Police, GIAC and the DPW experienced the greatest injury costs through the 2005 policy year. Lost Time Summary by Department (1/1/03- 4/30/06) Chart: This chart shows the number of claims with lost time days, the number of claims with restricted days, the total lost time days, the total restricted dates, and the total incurred cost by departments. Accident Cause (2005 Policy Year) Charts: These charts show the causes of accidents /injuries to the percentage of total claims and the percentage of total incurred dollars. Strains and Sprains are still the most frequent and the most costly loss causes followed by slips and falls. City Administration Committee August 30, 2006 Page 4 Accident Date (2005 Policy Year) Charts: These charts show that the months of April and July had the most frequent causes but the months of July, August, and September had the most costly loss causes. Potential Service /Initiatives Going Forward: Enhance Post Injury Management Practices and Foster Accountability across multiple levels of management. The Committee thanked Mr. Olmetti for his report and commended the good job that he is doing. 10. Communication Committee 1. This Item was removed from the agenda. 11. City Chamberlain's Office 1. 2007 Chamberlain's Budget - Report City Chamberlain Debra Parsons stated that she submitted her 1 %, 3.5% and optional budgets to the Mayor. The 1% budget maintains current staffing by adjusting fees related to the collection of parking tickets and by reducing the staff development account. The 3.5 % budget, which is similar to the 1% budget, but increases one part -time position to full -time and eliminates the other part - time position. The optional budget reinstates the staff development funds. Challenges: This year started with one employee retiring, two employees resigning, two employees changing titles, and three employees being hired. Due to the turnover in staff, the department's planned transition of employees had to be revised. The department is still learning functionality of new tools such as Govern and the parking lot equipment. Successes: During all the changes in the Chamberlain's Office, they still continue to keep up with the day -to -day business. They maintained the billing and collections. They are close to completion of the new property owners guide and the water conservation guide. When notified by the County of new property owners, these guides will be sent to the new owner. The new property owners guide will provide information on such things as trash collection, snow removal, sidewalk City Administration Committee August 30, 2006 Page 5 maintenance, where to pay tax bills, and who to call when they have questions about building /apartment issues, etc. The guide will also include an application for the Automated Clearing House (ACH) payment processing for water bills, which they are ready to roll out. The Chamberlain's Office conducted the initial test of the ACH payment processing for water bills. Now they can actually charge people's accounts directly for water bills. In next month's billing, they will send information to the customers. The water conservation guide will be sent to customers when the City recognizes that the customer's water consumption is increasing. Next Steps: The Chamberlain's Office is looking into E- Government and credit card processing. The E- Government would allow people to look at tax and water information on line. The credit card processing would be dependent upon the E- Government module functionality. There is a $7,000 annual fee for E- Government, which is not in this year's budget, and $20,000 credit card processing fee. Discussions need to take place on whether the City would absorb the fees or if they would be charged to the customers. Revenues: Tax penalties run in excess of $100,000 per year or about 1% of the tax warrant. The Chamberlain's fees include tax searches, mailing fees for taxes and part of the penalty on school tax. The Chamberlain's Office may be able to increase revenue about $5,000. Tax advertising depends on unpaid taxes at the time of filing of foreclosure petition and may be as much as $3,000 per year. Ms. Parsons discussed the elimination of the automatic waiver of the first offense of overtime parking tickets, if agreed by the judge, which might net an increase of about $50,000. The Committee thanked Ms. Parsons for her report. 2. Authorization to Accept Certain Tax Payments Without Penalty The City of Ithaca sends tax bills to realty tax services and mortgage institutions for those accounts paid out of escrow accounts. The City was notified in May that a number of these bills, previously sent to First American Realty Tax Service, should from that point forward be mailed to the property owner. Due to a processing error, bills were not produced for all of the changed accounts. The Chamberlain's Office requested authorization to accept 2006 City second installment tax bills so affected without penalty if paid by August 31, 2006. After City Administration Committee August 30, 2006 Page 6 discussion Alderperson Zumoff made a motion to approve the Chamberlain's Office request. Seconded by Alderperson Townsend. Motion carried 3 -0. 3. Authorization to Open Brokerage Account The City of Ithaca acquired Penn Traffic Common Stock in satisfaction of a claim against Penn Traffic in bankruptcy. The City wishes to sell the stock to offset the claim. In order to sell the stock, the City must open a brokerage account. After discussion, Alderperson Zumoff made a motion that Debra Parsons, as Chamberlain of the City of Ithaca, be authorized to execute on behalf of the City of Ithaca any agreements or other necessary documents with Ameriprise Financial. These include agreements related to brokerage accounts, execution of documents required by the resolution of these agreements, and perform all acts that may be necessary to carry out the intent of these agreements and this Council Resolution, and that the entities receiving this resolution may rely on this Council Resolution authorizing Debra Parson to conduct negotiations regarding the dispositions of the City of Ithaca's Penn Traffic Common Stock until advised in writing of possible changes. Seconded by Alderperson Townsend. Motion carried 3 -0. 12. Planning & Development and Department of Public Works 1. Authorization to Create a Capital Project for the Grant Application to the Environmental Protection Fund for the Planning and Design Phases for Sediment Removal (dredging) in the Lower Reaches of Cayuga Inlet, the Flood Control Channel, Fall Creek, Cascadilla Creek, and Six Mile Creek On June 9, 2006, Common Council passed a resolution authorizing and directing H. Matthys Van Cort, as Director of Planning & Development for the City of Ithaca, to file an application for funds from the New York State Department of State Environmental Protection Fund's Local Waterfront Revitalization Program in accordance with the provisions of Title 11 of the Environmental Protection Act of 1993 in an amount not to exceed $133,178.00, and upon approval of said request to enter into and execute a project agreement with the State for such financial assistance to the City of Ithaca for the Planning and Design phases of the project to dredge the lower reaches of Cayuga Inlet, the Flood Control Channel , Fall Creek, Cascadilla Creek, and Six Mile Creek. The resolution states that "the local share of this grant application will be derived from City of Ithaca financing and in- City Administration Committee August 30, 2006 Page 7 kind services." This is a reimbursable grant program with a 50% local match. The total project cost is $266,356, $133,178 of which will be the local match. The Department of State will announce grant awards for the 2006 -2007 cycle of the Environmental Protection Fund's Local Waterfront Revitalization Program during the fall of 2006. It is advantageous to establish the necessary Capital Project in advance of the grant award. After discussion, Alderperson Townsend made a motion that Capital Project 700, for the Planning and Design Phases for sediment removal (dredging) in the lower reaches of Cayuga Inlet, the Flood Control Channel, Fall Creek, Cascadilla Creek, and Six Mile Creek, is hereby established in the amount of $266,356, that necessary funding for said project shall be derived from a General Fund advance with later repayment with the issuance of serial bonds, and that establishment of said Capital Project shall be contingent upon EPA grant approval. Seconded by Alderperson Zumoff. Motion carried 3 -0. 13. City Attorney's Office 1. An Ordinance to Amend chapter 90 Entitled "Personnel" of the City of Ithaca Municipal code Regarding Employee Residency Requirements This item was removed from the agenda. Alderperson Zumoff felt that one piece of information that was missing from this report was the piece of the legislation that refers to the Iisting of department heads and deputies (by titles). The jobs that are considered as deputies are not given that title and are not listed (such as Assistant City Attorney, Assistant Superintendent of Public Works, etc.). He would like to see that list before he has to vote one way or the other. Steve will follow up on. 14. Human Resources (HR) Department 1. Amendment to Personnel Roster The position of Human Resources Clerk was recently vacated due to an interdepartmental promotional opportunity. The Human Resources Department has evaluated different strategies for filling the vacancy and has recommended that the position of Human Resources Clerk be eliminated and replaced with the position of Human Resources Office Assistant. The recommended change will not require City Administration Committee August 30, 2006 Page 8 additional funds now. The HR Department requested that the Personnel Roster be amended as follows: Add: One (1) Human Resources Office Assistant (35 hours /week) Delete: One (1) Human Resources Clerk (35 hours /week) The position of Human Resources Office Assistant will be assigned to the Confidential Employees Compensation Plan at salary grade 2 ($23,014 - $26,471). After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 3 -0. 2. Director's Report. None. 15. Finance /Controller' Office 1. 2007 Controller's Budget - Report Controller Steve Thayer stated that he submitted his 1 %, 3.5% and optional budgets to the Mayor. 1% Budget: The only way to meet the 1% budget is to include 0% salary increase for the Controller, an estimated 3.5% for deputy and support staff, and a decrease in the accounts for staff development, telephone, and office expense. 3.5% Budget: Includes COLA increases for all staff. Increases the account for staff development. Allows for the purchase of a new color printer. Optional Budget: Includes COLA increases for all staff. Increases the account for staff development. Allows for the purchase of a new color printer. Allows two staff members to increase to 40 hours /week. Adds a staff accountant position. Increases the funds for the staff development accounts. Maintains the accounts for telephone and office expenses. Department Goals: Improve communication and timelines of City financial data to Council and staff. Timely closing of annual financial data and reporting of all required financial data and reports. Improve financial status. Maintain an open door policy. City Administration Committee August 30, 2006 Page 9 Financial Goals: Increase fund balance. Decrease overall debt load. Increase revenues. Decrease expenses. Department Challenges: Maintaining clean opinion on external audits and Al Moody's Bond Rating. Continuing GASB 34 implementation and GASB 45 compliance in 2008. Establishing and maintaining written account policies and procedures. "Catch up" financially. Becoming proactive instead of reactive. Department Successes: Remained in top five of NYS Bond ratings. Continued to have an Unqualified Opinion (clean) on single audit. Improved municipal cooperation with outside entities. Improved financial status communication to City staff and Common Council. Wish List: Increase hours of two staff members to 40 hours per week. Increase funds for staff development. Improve financial software program. Add one additional staff accountant. The Committee thanked Mr. Thayer for his report. 2. Controller's Report. Controller Thayer reported on the following: 2007 Budget: The Mayor and the Controller have been meeting with the departments regarding their budget. These meetings will continue for a few weeks after which the Controller and the Mayor will put together the Mayor's budget. Department's budget will be distributed to Common Council soon. Sales Tax Revenues: Sales tax revenues are about 10% over 2005 budget or about $470,000 ahead of 2006 budgeted revenues. This is due to a weakened economy from high fuel prices. Meter Revenue: The meter revenue is on budget. Fine Revenue: The fine revenue is about $70,000 under budget. This is better than 2005, which was about $400,000 under budget. Adjustments were made to the 2006 budget to bring projections down. The Controller explained that there was a combination of factors that caused the fine revenue to be under budget (i.e. City Administration Committee August 30, 2006 Page 10 seeing more compliance, having vacant positions in the Police Department that affected the ticket productions, and having an aggressive fine projection.) Health Insurance Cost: The City budgeted about $6,100,000. The City pays based on claims and is within the budgeted amount. Utilities: Utility costs are slightly over budget by about $20,000. Fuel Cost: Fuel cost is about $60,000 over budget and rising. Overtime: Overtime is about $200,000 over budget. This is due to overtime in the Police Department and the Fire Department. The departments cannot control the number of calls, which drives up the cost of overtime. Financial Reports: The Controller's Office continues to work on financial reports. 16. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: September 27, 2006. 17. Executive Session Alderperson Zumoff made a motion to go into Executive Session to discuss a personnel matter. Seconded by Alderperson Townsend. Motion carried 3 -0. After Executive Session, Vice Chairperson Cogan reported that the Committee went into Executive Session to discuss a personnel matter but no action was taken. 18. Adjournment With no further business and on a motion by Alderperson Townsend, the meeting was adjourned at 9:30 p.m.