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HomeMy WebLinkAboutMN-CA-2006-09-01CITY ADMINISTRATION COMMITTEE Regular Meeting September 27, 2006 Members Present: Alderperson Korherr, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson staff Present: Liz Vance (beputy YB Director), Allen Green (YB Director), Debra Parsons (City Chamberlain), Khandikile Sokoni (Asst City Attorney), Julie Holcomb (City Clerk), Dan Hoffman (City Attorney), Steve Thayer (Controller), Schelley Michell -Nunn (HR Director), Leslie Moskowitz (Manager of Organizational Development), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 8:20 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. 4. Approval of Minutes Alderperson Zumoff made a motion to approve the minutes from the August 30, 2006 meeting. Seconded by Alderperson Cogan. Motion carried 5 -0. 5. Statements from the Public Larry Roberts, Disability Advisory Council Chairperson, spoke in support of the resolution for Gadabout. City Administration Committee September 27, 2006 Page 2 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update. None. 9. Safety Committee Update. None. 10. Communication Committee Members of the Communication Team attended the meeting to report on the Communication Plan. The Communication Team came about due to the Work Environment Task Force (WETF) recommendations and consists of Julie Holcomb, Khandikile Sokoni, Duane Twardokus, Carol Reeves, and Leslie Moskowitz. Khandikile Sokoni gave some historical data about how the Communication Team was formed. The feedback from the employee survey identified issues in the areas of Oppression and Intimidation, Health and Safety, and Supervision and Discipline. All these areas had gaps associated with communications. The Communication Team was created to address these communication gaps. Some general recommendations by the WETF were: establish and develop a City vision, mission and values statement that will provide direction for strategic planning, create a system of inter - departmental coordination, develop uniform policies and procedures that all managers understand and will enforce and encourage department heads to take an active role in using survey results and other information sources to identify and address problems. To put the vision and mission statement into operation, Senior Staff embarked on strategic planning. Discussions took place and critical indicators were identified to measure successes. Work teams dealing with Fiscal Viability, Safety, and Communication were established. These teams are addressing issues recommended by the WETF survey and the strategic plan. The Communication Team developed a strategic communication plan and conducted an environmental scan, which involved reviewing historical data, researching, and benchmarking. The communication plan was drafted and includes the statement of City Administration Committee September 27, 2006 Page 3 purpose and the guiding principles. The plan needs to be reviewed by the key stakeholders, revised, and rolled out to the workforce. The benefits of the Communication Plan: sets organizational standards and expectations (shapes the culture); provides general guidance, and ensures tactical plans are purposeful, sequential, and sensible. Tactical planning provides the specific ideas for implementing the strategic communication plan and breaks down the goals into do -able elements. The Committee thanked Ms. Moskowitz, Ms. Sokoni, and Ms. Holcomb for the report on the Communication Plan. 11. Presentation from Human Services Coalition of Tompkins County, Inc. Kathy Schlather and Nancy Burston of the Human Services Coalition spoke before the City Administration Committee. Tompkins County Legislature is faced with the dilemma of having to find ways to keep property taxes as low as possible, which may cause cuts in social programs. If this happens, this will result either in deeper poverty, reduction of critical services, reduction in recreational opportunities for some county residents or in increased costs to residents in specific municipalities. It will be difficult to ascertain where the municipal boundaries lie for various needs, extreme poverty and hunger, and other social needs in our respective municipalities. Ms. Schlather and Ms. Burston asked the Mayor and Common Council to petition the Tompkins County Legislature not to make the projected cuts in the lengthy list of social programs, among which are critical ones such as the Human Services Coalition and the Intermunicipal Recreation Partnership. 12. Building Department 1. Request to Amend 2006 Buildina Department Authorized Personnel Roster The position of Senior Code Inspector in the Building Department was recently vacated due to retirement. The Building Commissioner reviewed the departmental staffing needs and determined that the most effective way to fill this vacancy is with the position of Housing Inspector. The Building Department requested approval to amend the personnel roster as follows: Delete: One (1) Senior Code Inspector (Grade 17) Add: One (1) Housing Inspector (Grade 15) City Administration Committee September 27, 2006 Page 4 The funding for this roster change shall be derived from within the existing Building Department budget. After discussion, Alderperson Zumoff made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5 -0. 13. Youth Bureau 1. Request to Amend 2006 Youth Bureau Budget The Tompkins County Workforce Investment Board advised the Ithaca Youth Bureau that they would receive $7,515.00 in additional funding for the Summer TANF Employment Program (Temporary Assistance for Needy Families). The goal of this program is to provide short -term subsidized internships for 50 TANF eligible teens needing assistance in securing summer employment. The Youth Bureau requested approval to amend its budget to account for said funding. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Cogan. The vote went as follows: Ayes (4): Cogan, Coles, Korherr, Zumoff Nays (1): Townsend Motion carried 4 -1. 14. Common Council 1. Request from Gadabout for Emergency Funding The increased cost of fuel has had a negative impact on Gadabout Transportation Services, Inc. Gadabout has attempted to contain and reduce costs in other areas of its operation, but the high fuel costs have led to a $55,000 operating deficit as of June 2006. Gadabout has requested $25,000 in emergency funding for the remainder of 2006 to help cover their deficit. After discussion, Alderperson Townsend made a motion to approve a one -time emergency funding to Gadabout Transportation Services, Inc., in an amount not to exceed $14,000. Seconded by Alderperson Cogan. City Administration Committee September 27, 2006 Page 5 Alderperson Korherr made a motion to delete the following Whereas from the resolution: "Whereas, the City of Ithaca is required by the "504" requirement imposed by the New York State Department of Transportation to find services for which Gadabout provides, and ". Seconded by Alderperson Townsend. Motion carried 5 -0. On the main motion, the vote went as follows: Ayes (4): Cogan, Coles, Townsend, Zumoff Nays (1): Korherr Motion carried 4 -1. 2. Impact of Elimination of County Support of the Intermunicipal Recreation Partnership YB Director Allen Green and Deputy YB Director Liz Vance spoke about what the impact would be for the Intermunicipal Recreation Partnership if Tompkins County cut the funding from its budget. The Intermunicipal Recreation Partnership was created in 1995 and involves ten municipalities that differ widely in population, taxable property value, concentration of low- income families, and in the capacity to provide local recreation programs. This partnership oversees a set of youth recreational programs more diverse than any single municipality could offer on its own. The County Administrator has included funding for this partnership for 2007. But, in his budget proposal, the funding has been eliminated for the 2008 budget. The withdrawal of the County's full financial support would have several serious impacts. It would jeopardize the entire existence of the partnership. Other municipal partners would be unlikely to increase their contributions significantly, causing a downward spiral in participation and increased costs per participant. Municipalities would consider the County an unreliable partner. The number of programs offered and youth served would decrease dramatically. Refusal to pay the agreed upon 3% over target request will create a financial gap, reduce services, and strain municipal relations. Increased fees cannot fill a gap of this magnitude. Positive time spent on long -term planning will be redirected. City Administration Committee September 27, 2006 Page 6 Mr. Green and Ms. Vance stated that the County's involvement in the partnership is important. The benefits are great. It keeps taxes low, avoids duplication and inefficiencies, keeps young people involved in positive activities and out of trouble, gets young people active at an earlier age, lowering obesity, keeps the community healthier and lowers the cost of health care. The Committee thanked Mr. Green and Ms. Vance for their insight on how the withdrawal of County support would affect the Intermunicipal Recreation Partnership. 3. County Budget Cuts & Implication for City Residents & City Budget Chairperson Coles distributed the resolution petitioning the County Legislature to not make certain budget cuts. After discussion, Alderperson Korherr made a motion that the Mayor and Common Council of the City of Ithaca respectfully petition the Tompkins County Legislature not to make the projected cuts in the lengthy list of social program, among which includes the Human Services Coalition and the Intermunicipal Recreation Partnership. Seconded by Alderperson Cogan. Motion carried 5 -0. 15. Attorney's Office 1. An Ordinance to Amend Chapter 90 Entitled "Personnel" of the City of Ithaca Municipal Code Regarding Employee Residency Requirements The Committee discussed, and expressed their thoughts about, the Residency Requirement. After discussion, Alderperson Korherr made a motion to approve the Residency Requirement. Seconded by Alderperson Cogan. Alderperson Cogan made a motion to amend Section 90 -68, B -1e as follows: The Mayor shall appoint an individual with no personal or professional stake in the outcome of the hearing to conduct the hearing. The Mayor shall in writing designate who shall conduct the hearings and who shall refer the hearing record and his or her recommendations to the Mayor for review and decision. Seconded by Alderperson Korherr. Motion carried 5 -0. City Administration Committee September 27, 2006 Page 7 On the main motion, the vote went as follows: Ayes (3): Cogan, Coles, Townsend Nays (2): Korherr, Zumoff Motion carried 3 -2. 2. New Rules for Budget Meetings. No Discussion. 16. Department of Public Works 1. Sewer Use Agreement The City of Ithaca adopted a series of Intermunicipal Sewer Agreements between 2003 and 2005 to modify several existing agreements and adopt several new agreements in order to create a new broader base for intermunicipal cooperation on existing and future wastewater issues. The changes incorporated in those agreements resulted in the need to change the City's current Chapter 264, Sewer Use, to reflect those agreements, as well as an opportunity to update the sewer use provisions to reflect current practice. Staff and the Special Joint Committee's (SJC) attorney has produced an updated sewer use law which has been reviewed and approved by the United States Environmental Protection Agency (USEPA or EPA) which is currently being or has been adopted by the Towns of Ithaca and Dryden as the City's partners in the wastewater plants operation. The Board of Public Works has reviewed these agreements. After discussion, Alderperson Cogan made a motion to approve the new Chapter 264, Sewer Use, in its entirety to set uniform requirements for the wastewater collection and treatment system which are consistent with our joint owners and which reflect the changes in the Intermunicipal Sewer Agreements and that Common Council enacts the newly revised Chapter 264, Sewer Use, replacing the existing chapter adopted by Common Council in August 1992 and subsequent amendments. Seconded by Alderperson Zumoff. Motion carried 5 -0. City Administration Committee September 27, 2006 Page 8 17. Chamberlain's Office 1. Request to Adjust Tax Payment Schedule The property located at 45.4-1 was sold in April of 2003. An error occurred on the deed that caused only a part of the parcel to be considered part of the sale. Tompkins County Assessment Department was unsuccessful in contacting the parties involved to correct the error. In April of 2005, Tompkins County split the parcel into two, to reflect the filed deed. No Certificate of Apportionment was done to notify the tax collectors of the split. There were and continue to be delinquent taxes on both the original parcel and on the split parcels. Inconsistent information about the nature of the delinquent taxes has been provided to the owner of the property and their agents, based on the tax map numbers used when requesting the information. The owner has only recently been given a full accounting of all of the taxes due on the property as a whole and as a split parcel. The owner is requesting an extension of time in which to pay 2004 and 2005 taxes until December 31, 2006. After discussion, Alderperson Cogan made a motion to grant the owner's request, that tax delinquent penalty shall not accrue on the current year taxes until December 31, 2006 and that the City Chamberlain be authorized to accept the payment of the 2004 and 2005 taxes prior to the payment of the current year taxes provided payment is made by December 31, 2006. Seconded by Alderperson Korherr. Motion carried 5 -0. 18. Human Resources (HR) Department 1. Amendment to Annual Leave Related to Manaaerial 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 same 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 has requested that the Human Resources Director provide an equitable proposal for improving leave time benefits for all managerial positions. After discussion, Alderperson Townsend made a motion to approve the following amendments to benefits for managerial employees: City Administration Committee September 27, 2006 Page 9 That managerial annual leave time be enhanced as follows: Length of Service 1St Year 2nd to 5t" Year 5t" to 10t" Year 10+ 40 hours /week 10 hours - 3 wks 14 hours - 4 wks 17 hours - 5 wks 20 hours - 6 wks and that the day after Thanksgiving be deemed a holiday for managerial staff. Alderperson Zumoff made a motion to add the following: Resolved, that this be effective the first of the month following the adoption (November 1, 2006). Seconded by Alderperson Townsend. Motion carried 5 -0. On the main motion, the vote went as follows: Ayes (4): Cogan, Coles, Townsend, Zumoff Nays (1): Korherr Motion carried 4 -1. 2. Director's Report. HR Director Michell -Nunn reported on the following: Workforce Violence Prevention: The State passed new legislation regarding Workforce Violence Prevention. Effective February 20, 2007, the City must have in place a Workforce Violence Prevention Program. The HR Department is working with the Mayor's Office and the Attorney's Office to gather information needed to implement this program. It will require the City to do a threat assessment of City facilities. Based upon this assessment, the City would need to implement the necessary precautions to ensure a violence -free work environment. Being that this is an unfunded mandate by the State, there would be budgetary implications and mandatory training for the workforce. CSEA Classification Study: The HR Department received the tentative recommendations from the State regarding the 90 different titles and how they were rated. After the data has been compiled so that each employee receives City Administration Committee September 27, 2006 Page 10 his /her own information, the HR Department will schedule group sessions to meet with employees of similar titles. Employees will review information on how his /her position has been factored and will be allowed to ask questions. If employees disagree with the recommendations, they can go through the appeals process. The HR Department met with CSEA representatives to discuss the next steps and to work out the appeals process. The Appeals Board will consist of union and City representatives. This is just the internal factoring. The compensation piece, market analysis, is currently being conducted. 19. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: 2007 Budget: The Controller's Office is working on the 2007 budget, which is due out within the week. Executive Session: The Controller mentioned that there would be an Executive Session at the Common Council meeting to report on a personnel item. 20. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: October 25, 2006. 21. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 10:25 p.m.