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.
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August 30, 2006
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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.
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August 30, 2006
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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.
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August 30, 2006
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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
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August 30, 2006
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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
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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-
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August 30, 2006
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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
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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.
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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.
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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.