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HomeMy WebLinkAboutMN-CA-2007-01-01Members Present: Council Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting January 31, 2007 Alderperson Korherr, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Alderperson Tomlan Present: Bill Gray (Supt of Public Works), Dan Hoffman (City Attorney), Thys Van Cort (Planning Director), Steve Thayer (Controller), Scott Andrew (Deputy Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: BPW Members (Jill Tripp & Ray Schlather), Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:05 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 November 29, 2006 meeting. Seconded by Alderperson Korherr. Motion carried 5 -0. City Administration Committee Meeting January 31, 2007 Page 2 5. Statements from the Public Guy Gerard (Ithaca) spoke in support of Common Council making the final decision on the Water Source Issue. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that at the WFD Committee meeting the Committee discussed functional areas identified at the Advance, how to recognize or acknowledge employees or departments who are fulfilling the diversity statement, the development of a mission statement and being a resource for department heads with their competency plans. 9. Safety Committee Update Chairperson Coles reported that the Safety Committee will finalize documents on how the committee works and has completed a draft on standard operating procedures (SOP). HR Director Michell -Nunn stated that Employee Health and Safety Coordinator Andy Olmetti prepared a proposal for a safety grant. 10. Communication Committee Update. None. 11. Department of Public Works 1. Reauest to Amend 2007 Engineerina Division Roster The current project load has resulted in a demand for project management skills. In the City's interest to have a trained engineer, who is a permanent member of City staff, managing public works projects, the Department of Public Works requested approval to amend the 2007 Engineering Division Roster by adding one (1) Assistant Civil Engineer. The Assistant Civil Engineer position shall be deleted upon the determination that it is in the City's need and interest to promote or hire an engineer at a higher level of performance. The Assistant City Engineer position will remain open and vacant while the Assistant Civil Engineer's position is filled. City Administration Committee Meeting January 31, 2007 Page 3 Funds for said Personnel Roster amendment will be derived from the existing 2007 DPW - Engineering Division budget. After discussion, Alderperson Korherr made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5- 0. 2. Johnson Controls Energy Savings Project The City of Ithaca entered into an agreement with Johnson Controls to develop a performance contract for the City's consideration, based on capital improvements which produce energy savings from lighting system modifications, installation or upgrades to energy management systems, energy efficiency improvements to building envelope (windows or roofs) or HVAC Systems, and savings through education and staff awareness programs. Johnson Controls submitted a proposed program of improvement and draft performance contract for review consisting of approximately $2.37 million in improvements or modifications under a contract that guarantees a specified level of energy savings over the period of the contract (15 years). The Board of Public Works approved the project in concept with the provisions as listed in the resolution. The Department of Public Works requested approval to amend Capital Project #497 City Facility Energy Improvements in the amount not to exceed $2,332,643 for a total project authorization of $2,407,643. The funding for said project will be made through a lease negotiated by the City Controller's Office with payment made by guaranteed energy cost savings. After discussion, Alderperson Zumoff made a motion to approve the request, to authorize the Mayor, City Attorney, City Controller, and Superintendent to negotiate a final contract based on this resolution, and to authorize the Mayor to sign the contract. Seconded by Alderperson Cogan. Motion carried 5 -0. 12. City Attorney's Office 1. 2007 Salary for Common Council Alderperson Cogan made a motion to approve the Local Law to increase the salary of Common Council members to $9,315. The Local Law shall take effect upon its filing in the office of the Secretary of State and shall be retroactive to January 1, 2007. Seconded by Alderperson Zumoff. Motion carried 5 -0. City Administration Committee Meeting January 31, 2007 Page 4 2. 2007 Salary for Mayor Alderperson Korherr made a motion to approve the Local Law to increase the salary of the Mayor to $51,750. The Local Law shall take effect upon its filing in the office of the Secretary of State and shall be retroactive to January 1, 2007. Seconded by Alderperson Zumoff. Motion carried 5 -0. 3. Determination of Decision - Making Procedure for Water Source Options The current water source for the City's water distribution system relies upon the Six Mile Creek watershed and the filtration plant located on Water Street, which plant was constructed in 1903. Due to the age of the filtration plant and a number of impending changes in water quality rules, which would require significant upgrades to the plant in the near future, it has been determined that either a major system upgrade or a switch to another, existing water supply is advisable. The Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC) operates a facility on East Shore Drive (built in 1976) which provides drinking water to all or part of five municipalities, using Cayuga Lake as its water source. The SCLIWC and the City of Ithaca have executed a Memorandum of Understanding, dated January 4, 2007, which indicates the willingness of the SCLIWC to expand its facility and to provide a sufficient water supply to the City, pending environmental review of such a project, and which assigns responsibility, between the parties, for conducting such environmental review. Preliminary analysis of options available to the City has narrowed the choice to two viable options, consisting of: (1) upgrading the existing water - supply system, including replacement of the filtration plant, dredging of the upper reservoir and modifications to the intake system, settling lagoons and access routes to the raw water reservoir and pipeline; or (2) decommissioning the existing system, and purchasing finished water from the Southern Cayuga Lake Intermunicipal Water Commission, which arrangement would require expansion of the SCLIWC facility on East Shore Drive and construction of a new water transmission main (pipeline) between the SCLIWC facility and the existing City distribution system. The choice between these two options involves broad policy concerns with far- reaching implications involving drinking water quality, financial, planning, environmental, land use, energy use, intermunicipal cooperation and neighborhood quality issues, as well as issues of governance related to pricing, treatment and supply of potable water, and is likely to determine a course of action for the next 50 or 100 years or more. The Board of City Administration Committee Meeting January 31, 2007 Page 5 Public Works, which was established in 1908 (after the City's decision to operate a municipal water system, using Six Mile Creek as its source), is, pursuant to the City Charter, empowered to "take charge of" and "have control of" the City's water department, but "subject to the direction and review of Common Council." The legislative power of the City is vested in the Common Council, which is the elected body accountable to the citizens of the City. In a comparable situation from the early 1980s, when the City was faced with a decision regarding replacement of its sewage treatment system, the decision was made by the Common Council, after consideration of studies and recommendations regarding the options, from a joint working group comprised of members of Council, members of the Board of Public Works and representatives of other municipalities. After discussion, Alderperson Cogan made a motion that Common Council assert its intention to establish a general direction with regard to the City's water supply options, and, specifically, to make the choice and decision on behalf of the City, with regard to the two afore- mentioned options and that Common Council make clear its intention to seek and welcome the input and recommendations of the Board of Public Works, with regard to the water supply decision. After discussion, Alderperson Townsend made a motion to table this item indefinitely. The motion failed due to the lack of a second. After further discussion, Alderperson Korherr made a motion to table this item to the August City Administration Committee meeting. Seconded by Alderperson Townsend. The vote was as follows: Ayes (2): Korherr, Townsend Nays (3): Zumoff, Coles, Cogan The vote on the main motion was as follows: Ayes (3): Zumoff, Coles, Cogan Nays (2): Korherr, Townsend Motion failed 2 -3. Motion carried 3 -2. City Administration Committee Meeting January 31, 2007 Page 6 4. Environmental Review of Water Source Options Common Council is an involved agency with regard to the environmental review of the water source options. The Board of Public Works is also an involved agency, by virtue of its anticipated role in awarding contracts for certain work to be performed with regard to either option. Common Council concurs with and consents to the declared intention of the Board of Public Works to act as lead agency for this action. Common Council concurs with the Board of Public Works, with regard to its intention to consider both options, in comparable detail, in the environmental review. Common Council recommends that the environmental review process include scoping and that the Common Council be fully involved in said scoping stage. After discussion, Alderperson Cogan made a motion to approve the resolution. Seconded by Alderperson Korherr. Alderperson Zumoff was in agreement with the lead agency and scoping provisions of the resolution but was opposed to the provision calling for comparable detailed environmental reviews of the two options and indicated for that reason he would vote against the resolution. The vote was as follows: Ayes (4): Townsend, Coles, Korherr, Cogan Nays (1): Zumoff Motion carried 4 -1. 5. Solicitation of Proposals for Environmental Review of Water Source Options On October 5, 2005, Common Council authorized the transfer of $119,600.00 to a capital project account for the water source project, to pay for consulting services proposed to be provided by O'Brien & Gere Engineers, which services were to include "alternative selection" and "environmental review - base services," at a cost not -to- exceed $49,600.00, and, subject to further authorization by the Mayor and the Board of Public Works and at an additional cost not -to- exceed $70,000.00, preparation of an Environmental Impact Statement (for either one of the options), including "supporting studies" and a proposed findings statement. It is now projected that the cost to prepare an Environmental Impact Statement, for both options, could exceed $600,000.00. This projected cost, as well as the comparable treatment of both options in the environmental review, represent substantive changes from the existing contract between the City and O'Brien & Gere. In light City Administration Committee Meeting January 31, 2007 Page 7 of this substantial increase in the projected cost of environmental review, and the magnitude of this potential expenditure of public funds, it is advisable to seek competitive proposals for the provision of this professional service. After discussion, Alderperson Korherr made a motion to direct that competitive proposals be solicited before a contract (or amended contract) for environmental review consultation services for this project is let by the City. Seconded by Alderperson Cogan. The vote was as follows: Ayes (1): Townsend Nays (4): Zumoff, Coles, Korherr, Cogan Motion failed 1 -4. 13. Human Resources (HR) Department 1. Executive Session to Discuss Labor Contracts Alderperson Korherr made a motion to go into Executive Session to discuss labor contracts. Seconded by Alderperson Cogan. Motion carried 5 -0. After Executive Session, Chairperson Coles reported that the Committee discussed labor contracts but no action was taken. 2. Director's Report. HR Director Michell -Nunn reported on the following: Quarterly Recognition Award: Ms. Michell -Nunn asked that this item be put on the Common Council agenda for February. Smoke Free Zone: Ms. Michell -Nunn reported that effective February 1, 2007, the City will be participating in a Smoke Free Zone. Employees will not be allowed to smoke within 25 feet of the public entry door in all of City facilities. Training: Computer training is now being offered to employees. The supervisory program will be rolled out starting in March. Sister Friend Celebration: The Sister Friend Celebration will be held on Thursday - March 15, 2007 - 11:00 a.m. to 1:30 p.m. - Emerson Suites - Ithaca College. City Administration Committee Meeting January 31, 2007 Page 8 CDL Program Graduation: The CDL Program Graduation will be Wednesday - February 28, 2007 - 12:00 noon - Common Council Chambers. From this class, nine (9) participants have obtained their CDL license with three (3) waiting to take the road test. Data Information: The HR Department distributed data for 2006 regarding the number of civil service exams given, the number of new hires, promotions, separations, retirements, and vacancies; and the number of City -wide trainings. 14. Finance /Controller 1. Request to Amend 2007 Budget for Community Celebration Grants Tompkins County recently notified the City of $4,000 in grant funds from the County to the City for Community Celebration Funds. The Controller's Office requested approval to amend the 2007 budget for the Community Celebration Grants in the amount of $4,000 to be disbursed as follows: Harriet Tubman Spirit Award Celebration $ 800 National Night Out $1,100 Martin Luther King, Jr. A Day of Celebration $1,200 A Day On, Not Off Celebration Women Making History Day $ 900 After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Zumoff. Motion carried 5 -0. 2. Controller's Report. Controller Thayer reported on the following: Year End Accounts: The Controller's Office is still working on the 2006 accounts payables and accounts receivables. Sales Tax Revenues: The sales tax revenues are over budget by about $80,000. Governor's Proposed Budget: In the Governor's proposed budget, the City is slated for a 9.6% or $224,600 increase in State Aid. There are requirements attached to the proposed increase. City Administration Committee Meeting January 31, 2007 Page 9 State Wide Health Insurance Plan: The cost of health insurance would be lower if the City participated in this plan. The Controller will look into further. Wickes Law: Public contracts over $50,000 would have to be separate contracts. 15. Reports 1. Mayor's Report. The Mayor reported on the following: "Connecting the Dots" Resolution: The Mayor distributed a draft resolution on "Connecting the Dotes: A Blueprint for Revitalizing Our Communities and Our State" for the Committee's review. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: February 28, 2007. 17. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 10:45 p.m.