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HomeMy WebLinkAboutMN-CA-2006-06-01CITY ADMINISTRATION COMMITTEE Regular Meeting June 28, 2006 Members Present: Alderperson Korherr, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend (arrived at 7 :55 p.m.), Alderperson Cogan (arrived at 7:10 p.m.), Mayor Peterson Staff Present: Debra Parsons (City Chamberlain), Marcia Fort (GIAC Director), Tim Logue (Traffic Systems Engineer), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Manager of Organizational Development), Funmi Ojetayo (HR Intern), Denise Malone (HR Executive Assistant) Others Present: Patrick Jordan, Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:03 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments. None. Chairperson Coles stated that resolutions were placed on the desk for Items 12.1, 16.2, and 17.1. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes from the May 31, 2006 meeting. Seconded by Alderperson Korherr. Motion carried 3 -0. (Alderpersons Cogan and Townsend were absent from the vote.) City Administration Committee June 28, 2006 Page 2 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response Alderperson Korherr talked about all the junk mail she receives and asked if this was the Committee that would look at the E -mail Policy. Alderperson Zumoff stated that he has talked to the IT Department about this problem and was told that there is software that filters out junk and spam e- mails. The problem would be keeping it from filtering out important e- mails. Alderperson Zumoff volunteered to handle this since the IT Department reports to the Governance Committee. Alderperson Cogan arrived at 7:10 p.m. 8. Workforce Diversity (WFD) Committee Update Ms. Fort reported that the WFD Committee has been meeting with the different departments to review their diversity plans and to discuss with them what the plan is, what their needs are, any concerns that they might have or any assistance they might need from the HR Department or the WFD Committee. Some department heads have been more detailed with their plans and others at least have a sense of direction they would like to go in and need some help in putting more specifics to that plan. By the end of this year, the WFD Committee hopes to hear from all departments. The meeting length was increased by half an hour to allow two departments to present their plans. Presentations are about 20 minutes followed by a 10 minute question and answer session. Presentations have shown the need for additional training. Some departments have requested some specific kinds of training. Other departments need help in understanding what diversification and inclusion mean for their particular department. It is not just about hiring employees but also about the service that is provided to members of the public. The WFD Committee has been discussing a plan to potentially change the hiring process. Recommendations were given to the Mayor regarding the hiring process. The Mayor gave feedback about the recommendations. When the draft has been competed, it will be shared with department heads, senior staff, and the City Administration Committee with hopes of it being adopted. City Administration Committee June 28, 2006 Page 3 9. Safety Committee Update Chairperson Coles reported that the Employee Health & Safety Coordinator would give a presentation at next month's meeting. 10. Finance /Controller 1. Approval of 2003 City of Ithaca Independent Auditor's Report The Controller's Office requested that the Independent Auditor's Report for the period of January 1, 2003 through December 31, 2003, prepared by the accounting firm of Ciaschi, Dietershagen, Little and Mickelson, C.P.A.'s, be accepted to comply with all of the city's applicable Governmental Accounting Standards Board (GASB) Statement 34 and other related audit and single audit requirements. Patrick Jordan from the above accounting firm was present to answer questions. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 4 -0. ( Alderperson Townsend was absent from the vote.) Controller Thayer thanked all the departments and staff that assisted the auditors. 11. Greater Ithaca Activities Center (GIAC) 1. Request to Amend Authorized Personnel Roster Ithaca Urban Renewal Agency (IURA) awarded grant money to fund a Commercial Driver's License (CDL) Training Program to the Greater Ithaca Activities Center. This is a reimbursement program that will fund a full -time CDL Program Coordinator position with benefits. GIAC requested approval to amend the Personnel Roster by adding one (1) CDL Program Coordinator (40 hrs) and requested an amount not to exceed $141,306 from the City of Ithaca. This position will be assigned to the CSEA Administrative Unit - Grade 15, and will be contingent upon IURA funding. When the grant funding has been received, the Board of Directors of GIAC, Inc. will sign the reimbursement check over to the City of Ithaca. The training program is scheduled to begin in September of 2006, thus requiring immediate implementation. The Coordinator position will report to City Administration Committee June 28, 2006 Page 4 the Director of the Greater Ithaca Activities Center. After discussion, Alderperson Korherr made a motion to approve amending the GIAC Personnel Roster as requested, to approve amending the 2006 GIAC Budget in an amount not to exceed $71,675 as listed in the resolution for the purpose of funding the 2006 portion of said CDL Training Program, and that the transfer of money shall be contingent upon the signing of a Memorandum of Agreement with the GIAC Board of Directors. Seconded by Alderperson Zumoff. Motion carried 4 -0. (Alderperson Townsend was absent from the vote.) 2. Request to Amend Budget for Grant The Greater Ithaca Activities Center is in need of a larger and better equipped kitchen and renovations to the stage in the gym. GIAC, Inc. applied for an $80,000 grant from the N.Y S. Community Capital Assistance Program, which is a reimbursement program. The funds will be used to relocate the kitchen and renovate the stage. GIAC, Inc. needs an up front allocation of $80,000 from the City of Ithaca. When the grant is awarded, the Board of Directors of GIAC, Inc. will sign the $80,000 check over to the City of Ithaca. GIAC requested approval to amend the 2006 Budget in an amount not to exceed $80,000 to cover expenditures related to said kitchen relocation and stage renovations. After discussion, Alderperson Zumoff made a motion to approve the request contingent upon the approval of the NYS Community Capital Assistance Program Funds. Seconded by Alderperson Korherr. Motion carried 4 -0. (Alderperson Townsend was absent from the vote.) 12. City Chamberlain's Office 1. Authorization to Accept Credit Cards The Pay Station equipment newly installed in the Seneca Street and Dryden Road parking garages will accept credit cards. In order to contract for the service, Nova Information Systems, Tompkins Trust's provider of credit card services, requires that Steven P. Thayer or Debra A. Parsons be authorized to: • Execute on behalf of the City of Ithaca, a Merchant Application with Nova Information Systems and any agreements or other necessary documents including any amendments; City Administration Committee June 28, 2006 Page 5 • Execute any document requested from time to time in furtherance of the Merchant Application or relationship resulting there -from; • Perform all acts that may be necessary to carry out the intent of the Merchant Application and this Corporate Resolution The Merchant Application and the resulting relationship have been ratified and approved. The entities receiving this Merchant Application are authorized to rely upon this Corporate Resolution until advised in writing by a like certification of any authorized changes. After discussion, Alderperson Korherr approved the request. Seconded by Alderperson Cogan. Motion carried 4 -0. (Alderperson Townsend was absent from the vote.) Alderperson Townsend arrived at 7:55 p.m. 13. DPW /Engineering 1. Request to Authorize Mayor to Sign Grant Application The intersections of Route 13 at Third Street and bey Street are in significant need of pedestrian facility improvements. Enhanced pedestrian and bicycle crossings of Route 13 would connect downtown neighborhoods to the city's waterfront district and its commercial, recreational, natural, educational, and potential residential destinations. These intersection improvements would greatly promote the use of the planned Cayuga Waterfront Trail as the non - motorized circulation system in and among the city's various waterfront districts for residents and visitors alike. The New York State Department of Transportation has notified the City of the availability of the federal Transportation Enhancement Program. Common Council is interested in applying for a Transportation Enhancement Program grant in order to design and construct improved pedestrian facilities across Route 13 at Third Street and bey Street and to the Farmers Market and the Cayuga Waterfront Trail. The Department of Public Works requested that the Mayor of the City of Ithaca be authorized and directed to submit an application for funding to the New York State Department of Transportation in accordance with the provisions of the Transportation Enhancement Program, in an amount not to exceed $750,000, and upon approval of City Administration Committee June 28, 2006 Page 6 said request to enter into and execute a project agreement with the State for such financial assistance to the City of Ithaca for design, right -of -way acquisition, construction and construction inspection of a project to improve pedestrian crossings of Route 13 at Third Street and bey Street and connect the city's sidewalk system to the Farmers Market and the Cayuga Waterfront Trail. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 5 -0. 14. Youth Bureau 1. Request to Amend 2006 Budget The Tompkins County Solid Waste Division has advised the Ithaca Youth Bureau that they will receive $2,080.00 in additional funding for the Computer All Stars Program. This funding will enable the program to expand services. The proposed amendment will be budget neutral. The Youth Bureau requested approval to amend the 2006 Budget to account for said funding. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 5 -0. 15. Police Department 1. Request to Amend Budget for Grant The Ithaca Police Department has been approved from the State of New York Governor's Traffic Safety Committee for a $77,800 Tracs - Electronic Ticket and Accident Report Project Grant. The Tracs Project will automate traffic tickets and accident reports systems thereby improving traffic records. The $77,800 in grant funds will allow for the purchase of ten computers, printer scanner devises, including Tracs software, to be installed in Police vehicles. The Police Department requested approval to amend the 2006 Budget to account for said grant. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. City Administration Committee June 28, 2006 Page 7 16. Common Council 1. Request for Funding to Support Juneteenth Celebration On June 19, 1865, Union soldiers led by Major General Gordon Granger, landed in Galveston, Texas with news that the Civil War had ended and that all slaves were free. The Emancipation Proclamation had been issued by President Lincoln two and half years before June 19, 1865 but had been ignored by the State of Texas. Juneteenth is the oldest known celebration commemorating the end of slavery as announced by General Granger in the following words: "The people of Texas are informed that in accordance with a Proclamation from the Executive of the United States, all slaves are free. This involves an absolute equality of rights and rights of property between former masters and slaves, and the connection heretofore existing between them becomes that between employer and free laborer." Juneteenth is celebrated throughout the country in hundreds of cities among which is the City of Ithaca. Southside Community Center celebration has requested financial support for this critical community event. After discussion, Alderperson Cogan made a motion to amend the 2006 Community Services Budget by an amount not to exceed $600 for support to the Juneteenth Celebration transferred from Account A1990 Unrestricted Contingency to Account A1012- 5435 Community Service Contracts. Seconded by Alderperson Townsend. Motion carried 5 -0. 2. Membership to the Tompkins County Council of Government ( TCCOG) Tompkins County Intermunicipal Steering Committee has been meeting to discuss ways local governments could work together to reduce costs to the residents. Other counties have created a Council of Governments made up of local government officials. The TCCOG would be an association of local governments organized to provide a forum for discussion and negotiation leading to agreements for more efficient and fiscally responsible delivery of government services. The City of Ithaca requested approval to be a member of the TCCOG. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. City Administration Committee June 28, 2006 Page 8 3. An Ordinance to Amend Chapter 90 Entitled "Personnel" of the City of Ithaca Municipal Code Re_ a�_q Employee Residency Requirements Chairperson Coles stated that the draft was distributed to, and comments were received from, senior staff. The draft expands the residency requirements to Tompkins County and removes the request for waivers. The Committee discussed the changes proposed by the Residency Sub- Committee. Concerns were expressed about how this proposed draft would affect promotional opportunities, about diminishing the powers of the Mayor as per Charter, and about listing the exact titles that would be affected by the residency requirement. Chairperson Coles asked members to e -mail her their comments. 17. Human Resources (HR) Department 1. Amendment to Annual Leave Related to Managerial Benefits Over the last eight years Common Councils have approved enhanced leave time benefits for some new hires for various reasons. Common Council desires to eliminate the inequities that result for longer term managerial staff while at the some time offer benefits that will enable the City of Ithaca to attract and retain candidates of interest. Upon a recent request to provide enhanced benefits, Common Council requested that the Human Resources Director provide an equitable proposal for improving leave time benefits for all managerial positions, which are as follows: Length of Service 1St Year 2nd to 5th Year 5th to 10th Year 10th to 20th Year 20 + Years 40 hours /week 12 hours - 3.6 wks 15.5 hours - 4.65 wks 17 hours - 5.1 wks 20 hours - 6 wks 23 hours - 6.9 wks • That the Day After Thanksgiving be deemed a holiday for managerial staff; and City Administration Committee June 28, 2006 Page 9 • That managerial positions receive a ten -day annual leave bonus for years 10, 15, 20, 25 and 30, which would be awarded for that year only and must be used within twelve months of the individual's anniversary. Alderperson Korherr made a motion to table this item until the next meeting. Seconded by Alderperson Zumoff. The vote was as follows: Ayes (3): Korherr, Zumoff, Townsend Nays (2): Coles, Cogan Motion carried 3 -2. The Committee requested that the Controller's Office and the HR Department provide the following information well in advance of the next meeting: the financial impact of the proposal, the amount of leave time other unions receive for the different incremental years of service, and the comparison with other comparable municipalities. 2. Director's Report. HR Director Michell -Nunn reported on the following: Emergency Management Training: Emergency Management Training has started. Some employees took and passed the pilot training program. Health and Safety Coordinator Andy Olmetti and City Clerk Julie Holcomb are teaching the classes. The training is scheduled for the next six weeks, two classes per week with about 20 employees attending each class. Dragon Boat Festival: Is scheduled for July 15. More information will follow. Negotiations: Three contracts will be negotiated this year. HR Intern: The HR Department has hired an intern for the summer. Funmi Ojetayo is an undergraduate from the School of Industrial and Labor Relations at Cornell University. Mr. Ojetayo will assist with coordinating the outreach and recruitment efforts of various departments and gather data from other municipalities on annual leaves and benefits for managerial employees. Mr. Ojetayo will work in the HR Department until early August. City Administration Committee June 28, 2006 Page 10 18. Finance /Controller 1. Request to Approve the Civil Service Agreement for the Year 2006 -2007 The Controller's Office requested that the Mayor and City Clerk be authorized and directed to execute an agreement between the City of Ithaca and the Ithaca City School District for performance of services by the City in connection with Civil Service matters for the period July 1, 2006 to June 30, 2007 in the amount of $43,164 payable to the City of Ithaca on or before November 1, 2006. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Korherr. Motion carried 5 -0. 2. Bond Resolution The City borrows funds twice a year, January and August. To borrow funds Common Council must first authorize the issuance of bonds. The request is to approve the authorization of capital projects approved by Common Council since the last authorization in December 2005. The $760,000 bond resolution represents the South Aurora Street Bridge ($40,000), Parking Garage Equipment Acquisition ($460,000), LED Traffic Signal Replacement ($60,000), and GIAC Building Reconstruction ($200,000). After discussion, Alderperson Cogan made a motion to approve the requests. Seconded by Alderperson Townsend. Motion carried. 5 -0. 3. Request to Amend 2006 Budget for Community Celebration Grants Tompkins County recently notified the City of $5,500 in grant funds from the County to the City for Community Celebration Funds. The $5,500 in funds would need to be disbursed to the following organizations /events /projects: GIAC Festival $1,600 Summer Children Carnival $900 Rock the Arts $1,000 Latino Heritage Month $2,000 The Controller's Office requested that Common Council accept the $5.500 in Community Celebrations Grant funds from Tompkins County and amends the 2006 City Administration Committee June 28, 2006 Page 11 Budget as listed in the resolution. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5- 0. 4. Controller's Report. Controller Thayer reported on the following: Sales Tax Revenue: Sales tax revenue is about 12.5% ahead of 2005 collections. Collections to date take the City through early May. If this pace continues, the City will be about $700,000 ahead of budget. Fine Revenue: Fine revenue is $131,000 short of budget projections. This number is difficult to pinpoint. The amount will be decreased in the 2007 recommended budget. Parking Revenue: The meter collections are slightly ahead of 2005 by about $16,000 to date. The overall revenue collections for parking are about $50,000 under budget at this point in time. Dryden Road garage is about even with 2005 activity. New equipment was recently installed causing some increase in collections. Collections may decrease in July and August due to construction in the Dryden Road garage. Overtime Expense: Overtime expense is on pace about $715, 000, or $50,000 over the budgeted amount. Cash Flow: The cash flow has been good due to the increase in collections of sales tax. The City has not had the need to issue Revenue Anticipation Notes (RAN), which would borrow against revenue that has not yet been received to pay its obligations. The next low period for cash will be September and November. Reports: Reports for 2003 will be ready for approval next week. The 2004 audit is in process and is expected to be ready for approval soon. The 2005 State report is in process and will be submitted within the next two (2) months after which the department would be caught up. 2007 Budget: The 2007 Budget season is underway. Department budgets are due August 1. The Mayor and the Controller will meet with departments to discuss their proposed budgets. The Mayor's budget is due October 1. City Administration Committee June 28, 2006 Page 12 19. Reports 1. Mayor's Report. The Mayor reported on the following: Capital Projects: The review of capital projects has started. The goal is to have the review completed by July 17 and put on the agenda for the July 25 Senior Staff meeting. 2007 Budget: Budget parameters were distributed to departments. The Mayor requested that departments submit a 1% budget and a 3.5% budget. NYCOM Conference: The Mayor attended her first New York State Conference of Mayors' ( NYCOM) Conference in Saratoga Springs. The Mayor gave a presentation with the Controller of Rye, NY on Multi Year Financial Planning. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: July 26, 2006. 20. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 9:38 p.m.