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HomeMy WebLinkAboutMN-CA-2006-03-01Members Present: Members Excused: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting March 29, 2006 Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Alderperson Korherr Present: Dan Hoffman (City Attorney), Bill Gray (Supt of Public Works), Allen Green (YB Director), Liz Vance (Deputy YB Director), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Nels Bohn (IURA), Members of the Media Chairperson Coles called the meeting to order at 7:02 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles 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 Zumoff made a motion to approve the minutes from the February 22, 2006 meeting. Seconded by Alderperson Cogan. Motion carried 4 -0. 3. Statements from the Public. None. 4. Employee Comments. None. City Administration Committee March 29, 2006 Page 2 5. Common Council Response. None. 6. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that starting with the March meeting, department heads are scheduled to present their diversity and communication competency plans to the WFD Committee. City Clerk Julie Holcomb was the first department to present her plans. As a resource for department heads, the WFD Committee gave valuable suggestions to the City Clerk on ways to diversify her workforce and to improve communication to the diverse public. 7. Safety Committee Update. None. 8. Attorney's Office 1. Request to Transfer Funds from Capital Reserve to Capital Project for Watershed Land Acquisition The City continues to be interested in protecting the lands surrounding its watershed and had previously established a Capital Project and Capital Reserve for the acquisition of these lands. There are three properties, which the city would like to purchase at a value of $120,000 for continuing protection of the watershed area. With a transfer of $130,000 from Capital Reserve #26 and the available funds in Capital Project #292 the City would have enough funds to cover the necessary land acquisitions. The City Attorney's Office requested approval to transfer funds in an amount not to exceed $130,000 from Capital Reserve #26 Watershed Land Acquisition to Capital Project #292 Watershed Property Acquisition for the purposes of acquiring said land and that any funds reimbursed to the City from New York State as part of the matching grant shall be deposited to Capital Project #292 Watershed Property Acquisition for possible additional land acquisitions in the near future. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 4- 0. City Administration Committee March 29, 2006 Page 3 9. Planning and Development 1. Discussion of Possible Land Acquisition/Litigation - Executive Session Alderperson Cogan made a motion to go into Executive Session to discuss possible Land Acquisition /Litigation and to discuss contract negotiations. Seconded by Alderperson Townsend. Motion carried 4 -0. Alderperson Cogan made a motion to close Executive Session. Seconded by Alderperson Zumoff. Motion carried 4 -0. Chairperson Coles reported that the Committee discussed possible land acquisition /litigation and contract negotiations but no decisions were made. 10. Youth Bureau 1. Request to Amend 2006 Youth Bureau Roster The Youth Bureau requested permission to amend the Youth Bureau Personnel Roster for 2006 by adding two (2) full time Youth Program Assistants - Unfunded. This amendment is in order to provide maximum flexibility as the Youth Bureau moves forward in its efforts to implement the City's Diversity Plan and would have no impact on the City budget. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. Mayor Peterson asked to amend the third whereas in the resolution for Item 10.1 - Youth Bureau - Request to Amend 2006 Youth Bureau Roster regarding the Youth Program Assistants. Alderperson Cogan made a motion to reconsider and amend the resolution for Item 10.1. Seconded by Alderperson Zumoff. Motion carried 4- 0. Alderperson Cogan made a motion to amend the third Whereas of the resolution to read as follows: "Whereas, establishing these positions may enable the Youth Bureau to broaden its applicant pool, now, therefore, be it ". Seconded by Alderperson Zumoff. Motion carried 4 -0. City Administration Committee March 29, 2006 Page 4 2. Request to Amend 2006 Youth Bureau Budget and Roster The Youth Bureau requested permission to increase the hours of a Recreation Program Coordinator in the Recreation Department from 20 hours per week to 35 hours per week and to transfer funds within the Youth Bureau budget to cover the cost. This amendment would be effective June 12, 2006. This request will enable the Youth Bureau to provide consistent and quality program supervision for programs currently funded by the Recreation Partnership and most efficiently manage the current workload. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 11. Department of Public Works 1. Request Extension of Service Contract for Consultina Services The Department of Public Works (W &S) requested approval to extend the independent contract for said services with Michael Ocello for the period from April 16, 2006 to December 31, 2006 to be reimbursed at the rate of $23.92 per hour, for a total contract extension not to exceed $8,850. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 2. Emergency Repairs to York Street Pump Station The York Street pump station in Fall Creek had a partial pump failure recently and is in need of repair. The estimate for replacement is $4,000 including equipment, shipping and installation. The staff recommends replacing the pump to insure that both pumps are operating at capacity. The 2006 Budget does not have funds to cover said repair. The Department of Public Works requested approval to transfer an amount not to exceed $4,000 from Account 1990 Unrestricted Contingency to Account A1842 -5225 Fall Creek Pump Station Other Equipment for the purpose of making necessary repairs at the York Street pump station. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 4 -0. City Administration Committee March 29, 2006 Page 5 3. Request Funding for DPW Pole Barn Roof and Siding Repair During a recent high wind event, large sections of the DPW pole barn roof were damaged with estimated damage costs of $5,000. Sections of the DPW pole barn siding have deteriorated over time and are also in need of repair. The roof of the DPW pole barn siding has deteriorated over time and is in need of repair. The roof replacement would cost $14,000 and the siding replacement would cost $13,000 for a total cost of $27,000. The current insurance deductible is $5,000 negating the wind damage and the DPW does not have the funds in the 2006 budget to cover the cost of the repairs. The Department of Public Works requested approval to transfer from the Unrestricted Contingency Account A1990 an amount not to exceed $27,000 to Account A5111 -5220 Maintenance of Roads, Construction for the purposes of repairing the DPW pole barn roof and siding. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. 12. Common Council 1. Employee Suggestions from Employee Forum HR Director Michell -Nunn stated that the Mayor has been soliciting suggestions and feedback from the workforce on ways to improve the quality of life and on ideas that could be cost savings to the City. The employees' suggestions were distributed to the Committee. The City Administration (CA) Committee would review the suggestions and identify the ones that are feasible for the City to move on. The Committee discussed a number of employee suggestions such as vehicle usage, yard waste, two (2) hour free parking, and LED lights. Mayor Peterson reported that Common Council voted to use LED lights throughout the traffic system, that the two (2) hour free parking has been changed to one (1) hour free parking, and that a committee was addressing the vehicle usage issue. The Mayor shared her experience when she did a ride along with the Solid Waste crew. After picking up the trash, the crew drove back around to pick up the yard waste. Yard waste put in biodegradable paper bags were just put into the truck. Yard waste put in plastic bags had to be emptied into the truck causing the employee to inhale dust and debris. This experience raised some questions: Should residents be required to City Administration Committee March 29, 2006 Page 6 put yard waste in biodegradable bags? Should the City charge a fee to pick up yard waste? Could the City sale biodegradable yard waste bags or yard waste tags (similar to trash tags)? How often should City crew pick up yard waste? Alderperson Cogan stated that Common Council members are not really close enough to some of these issues to make any kind of recommendations about which should or should not be pursued. Is there a mechanism in place to evaluate these suggestions internally or should a committee be created to review the suggestions and identify which would require Common Council action or could just be done administratively. Mayor Peterson suggested that the Fiscal Viability Team (FVT) could address the list of employee suggestions. The FVT is in the process of identifying other ways to make services more efficient and share resources across departments. Controller Steve Thayer stated that he would take the list of employee suggestions to the Fiscal Viability Team. Chairperson Coles volunteered to be the liaison to the team and would report to the CA Committee. Ms. Michell -Nunn stated the importance of communicating to the workforce that their suggestions have been received and what would happen to them. Alderperson Cogan suggested that Common Council pass a resolution acknowledging receipt and expressing appreciation for the list of employee suggestions as well as encouraging employees to continue making suggestions. 13. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Classification Study: The City has not received any information from the State. Ms. Michell -Nunn spoke with State Civil Service. Apparently, the State experienced a problem with their new server and temporarily lost a lot of information. The State has assured the City that information would be sent out by the end of next week. The City was not charged for the classification study. Ms. Michell -Nunn stated that another company could conduct the compensation piece but it would require funds. City Administration Committee March 29, 2006 Page 7 Employment Data: Included in the agenda packet is the City's employment data for the permanent workforce as of March 18, 2006, data on new hires from January 1, 2005 to March 26, 2006, and data regarding the City's attrition (employees who have left employment) from January 1, 2005 to March 26, 2006. Compared to the total City employment, the City has a population of 29% women and 13% minority. Since January 1, 2005, the City has hired about 42% women and a little over 16% minority. How is the City doing and how does it compare to what the City has done in the past years in terms of hiring minorities and women and keeping them in the workforce. The City has pretty much stabilized the last two+ years. There are areas within the organization where we are doing better than others and there are areas within the organizations that need to be addressed. There are departments engaged in looking at different strategies and approaches for conducting outreach and discussing the civil service process. 14. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Sales Tax Revenue: Sales tax revenue continues to come in strong. Through the first part of 2006, the City is about 21% higher than 2005 for the same time period, which equates to about $230,000. This is about 11% higher than what was budgeted. Gas Prices: Gas prices are on the increase and would impact the budget. An increase was put in this year's budget in anticipation of the price increase of gasoline, fuel, and utility. Currently, we are still within budget. If prices continue to increase, adjustments may have to be made. Snow Removal: Compared to 2005, the City has spent about $75,000 less for snow removal. State Budget: A tentative State budget has been in place for a few hours. Does not mean it is the final budget, which could take a few weeks to get through the final negotiations. The Controller would make a report at next month's meeting. City Administration Committee March 29, 2006 Page 8 State Aid: The Governor proposed an increase in State aid for the City to $459,000, which is an increase of $209,000. The State budget approved the elimination of the 4% State sales tax on clothing and shoes under $110. Unless the governor makes changes, this item did go through. The Controller suggested meeting with the County regarding the elimination of the State sales tax. Health Insurance Cost: The City would be adding stop loss coverage to its insurance. This is coverage that protects the City from large claims that comes through on an annual basis. Requests have gone out for quotes. The Controller would have some information at the next meeting. Reports: The Controller's Office is busy working on many different financial reports. The report required by the State regarding the City's fiscal plan for the next 3 -5 years has been submitted. This report was required as part of 2005 increase in State aid. 15. Reports 1. Mayor's Report. The Mayor reported on the following: Capital Projects: Soon, the Mayor would draft the capital projects guideline letter and the 2007 Budget Process would start. The Water Plant Decision group has on going meetings. Dan Cogan and the Mayor have met with Bolton Point and are still waiting to hear back from them. At the staff meeting today, there was discussion about dredging. A committee would be created to address issues surrounding dredging. 2. Sub- Committee Updates Chairperson Coles reported that the Mayor has appointed the members of the Safety Committee. A meeting has been scheduled. Chairperson Coles thanked the Mayor and the Human Resources Department for their help in getting together the Committee. 3. Council Members' Announcements. None. 4. Next Month's Meeting: April 26, 2006. City Administration Committee March 29, 2006 Page 9 16. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 9:18 p.m.