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HomeMy WebLinkAboutMN-CA-2007-07-01Members Present: Members Excused: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting July 25, 2007 Alderperson Tomlan, Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Mayor Peterson Alderperson Gelinas Present: Bill Gray (Superintendent of Public Works), Erik Whitney (Asst Superintendent of Public Works), Lisa Nicholas (Planner), Steve Thayer (Controller), Scott Andrew (Deputy Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:07 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 Chairperson Coles distributed newly revised resolutions. 4. Approval of Minutes Alderperson Townsend made a motion to approve the minutes from the June 27, 2007 meeting. Seconded by Alderperson Tomlan. Motion carried 4 -0. City Administration Committee Meeting July 25, 2007 Page 2 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update Alderperson Townsend reported that the WFD Committee was re- scheduled to Monday - July 30, 2007. 9. Safety Committee Update Chairperson Coles reported that the Safety Committee purchased first aid kits and hung one on each broom closet door on all floors of City Hall. 10. Communication Committee Update. None. 11. Planning and Development 1. A Resolution to Enter into a Contract with Ecologic L.L.0 and Authorizing an Increase of Capital Project #700 from $266,356 to $294,708 ( +$28,352) 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 Moved by: Alderperson Zumoff. Seconded by: Alderperson Townsend. WHEREAS, on June 9, 2006, Common Council authorized the filing of 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, or 50% of the original estimated project costs 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, and City Administration Committee Meeting July 25, 2007 Page 3 WHEREAS, on September 6, 2006 Common Council approved Capital Project #700 ($266,356) 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, and WHEREAS, in fall 2006 the City was awarded the grant funds, and WHEREAS, in January 2007 the City, issued a Request for Proposals for the project and received one proposal from Ecologic L.L.C. (lead) with ERM (subcontractor), the estimated cost of which was $215,408 and, WHEREAS, staff has reviewed the proposal, interviewed the consultant and recommends that the City enter into a contract for professional services with said consultant, and WHEREAS, staff has worked with the Ecologic L.L.C. to revise the scope of work and budgets to provide the City with both comprehensive service and with two budget scenarios for this project, and WHEREAS, in the preferred scenario, the consultant assumes many of the tasks that involve engineering support and managing the SEQR process, for a total consulting cost of $226,708, which does not include $58,000 for sediment testing and analysis that would be an outside cost, now therefore be it RESOLVED, That the City of Ithaca accepts the recommendation to enter into a contract for professional services with Ecologic L.L.C. for the amount of $226,708, and be it further, RESOLVED, 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, be increased by the amount not to exceed of $28,708 which includes $58,000 for sediment testing & analysis as an outside cost and increased consulting costs associated with the revised scope of services for the total amount of $294,708, and be it further RESOLVED, That the additional funds shall be advanced by the General Fund with the later repayment from the issuance of Bonds if necessary. City Administration Committee Meeting July 25, 2007 Page 4 A vote on the resolution resulted as follows: Passed Unanimously. 12. Department of Public Works 1. Request for Changes to Water and Sewer Roster - Upgrade of Financial Clerk to Financial Management Assistant Moved by: Alderperson Zumoff. Seconded by: Alderperson Tomlan. WHEREAS, the City of Ithaca DPW Water & Sewer Division has need of a second full time person working in the capacity of the Financial Management Assistant, and WHEREAS, the Water & Sewer Divisions Financial Clerk has passed the Civil Service Exam for the Financial Management Assistant who is presently performing the duties of Financial Management Assistant, and WHEREAS, in order to facilitate the work and to achieve the desired organizational structure the duties performed by the employee currently in this position should be recognized and the appropriate title, duties, and compensation assigned, now, therefore, be it RESOLVED, That the Common Council hereby amends the 2007 authorized Water and Sewer Personnel Roster as follows: Add: One (1) Financial Management Assistant (40 Hours) Delete: One (1) Financial Clerk (40 Hours) and, be it further RESOLVED, That this roster amendment shall be contingent on the Board of Public Works approval, and be it further RESOLVED, That funding for said roster amendment shall be derived within existing 2007 Water and Sewer budgets. City Administration Committee Meeting July 25, 2007 Page 5 A vote on the resolution resulted as follows: Passed Unanimously. 2. Request for Changes to Water and Sewer Roster - Addition of Computer -Aided Design and Drafting (CADD) Technician to Water and Sewer. Moved by: Alderperson Townsend. Seconded by: Alderperson Zumoff. WHEREAS, the City of Ithaca DPW Water & Sewer Division has continuing need of a half time employee working in the capacity of the Computer -Aided Design and Drafting (CADD) Technician through the end of the year 2010, and WHEREAS, the CADD Technician has not been a position funded within the roster of the Water & Sewer Division and the duties entailed under this proposed title have been paid for under contractual services and on a seasonal /temporary employment basis over the last 6 years plus, and WHEREAS, the CADD Technician was approved by the Civil Service Commission on February 7, 2007, and WHEREAS, in order to facilitate the work and to achieve the desired organizational structure the duties performed by the employee currently in this position should be recognized and the appropriate title, duties, and compensation assigned, now, therefore, be it RESOLVED, That the Common Council hereby amends the 2007 authorized Water and Sewer Personnel Roster as follows: Add: One (1) Computer- Aided Design and Drafting (CADD) Technician (20 Hours) and, be it further RESOLVED, That the creation of the position is contingent on this position being dissolved at the end of the year 2010 by approval of the Board of Public Works, and be it further City Administration Committee Meeting July 25, 2007 Page 6 RESOLVED, That funding for said roster amendment shall be derived within existing 2007 Water and Sewer Budgets. A vote on the resolution resulted as follows: Passed Unanimously. 3. Request Funds to Replace Front Doors of City Hall Moved by: Alderperson Tomlan. Seconded by: Alderperson Zumoff. WHEREAS, the front doors of City hall (Green Street Entrance) no longer operate properly and have become a building security concern, and WHEREAS, staff has established a replacement cost for the front doors at $8,500, now, therefore be it RESOLVED, That Common Council hereby transfers an amount not to exceed $8,500 from Account A1990 Unrestricted Contingency to Account A1621 -5483 City hall Building Construction Supplies for the purposes of replacing the front doors at City Hall (Green Street Entrance). A vote on the resolution resulted as follows: Passed Unanimously. 4. Request Amendment to GIAC Facility Repair Capital Project - Report Superintendent Gray gave an update on the GIAC building repairs. In the process of doing the work at GIAC, it turns out that the GIAC building has an old section and a new section. The City had drawings for the new section of GIAC and where the emergency repair work was done. The City drew up the contract based on this information, thinking we knew what was in the walls. When work was being done on the lighter windows, it turned out that they were not constructed in a manner that was consistent with the rest of the building. A new design for the repair was drafted and lintels were installed over the windows where there was a concrete beam and would not have to be repaired. City Administration Committee Meeting July 25, 2007 Page 7 There is a steel carrier angle that goes across the original window that came apart when the piece of big stone fell to the ground. It was mounted to a concrete beam. The carrier steel angle that was mounted to a concrete beam had rusted and came apart. We did not have to repair the concrete beam. We just had to replace the angle. While working on the older section of the building, it was noted that the steel angle and steel beam had deteriorated and needed to be repaired. The estimated cost of these repairs is about $8,000 to $10,000. The project amount will have to be amended. Mr. Gray and Mr. Whitney reported on other issues that GIAC has had (i.e. problem with the sewer, etc.) The Committee will get a fuller report as soon as the City gets an estimate on the cost of the repairs. 13. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: PELRA Conference: The HR Director and Assistant City Attorney Dunn attended the New York State Public Employers Labor Relations Association (PELRA) conference. The HR Director will provide the Mayor with a summary of the information received from the conference. Negotiations: The City has started negotiations with two unions. The HR Director requested an Executive Session for the upcoming Common Council Meeting to discuss the CSEA Administrative Unit contract. 14. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Health Insurance Cost: The City budgeted about $5,165,000 for health insurance. The City pays based on claims. For several months, the health insurance cost had been under budget. The last two months there has been very high activity, causing the City to be at budget. Overtime Cost: The overtime budget is on pace of about $150,000 over the current budget estimate of $760,000. The City is doing much better than it has City Administration Committee Meeting July 25, 2007 Page 8 been the last couple of years. The uniform departments drive the overtime cost. This year the City carried the snow cost. Fine Revenue: The City is on pace to meet the budgeted amount of $850,000. Parking Revenue /Meter Revenue: The parking and meter revenue is about 4z % over the 2006 activity or about $17,000 additional funds. With this current pace, the City will meet the $736,000 budget. Overall parking is slightly under budget. The City budgeted $1,500,000 and will come in at $10,000 under budget. North Aurora Street /Green Street /Dryden Road Projects are negative impacts to the City's parking revenue. Sales Tax: The last sales tax payment was about 7% lower than the same period for 2006. Even with the lower payment, the last couple of months have been positive. The City is currently on pace to meet the budgeted amount of $10,870,000. Last quarter, the City had about a $43,000 in negative adjustment. Mr. Thayer reported that toward the end of the last quarter of 2007 there will be some new developments that will come on line. Building Permits: The City is on pace to exceed the budgeted amount of $1,050,000 by several thousand dollars. Cornell University: Cornell's $1,100,000 contribution to the City, which was due on July 15, has not been received. Budget (2008): The Controller's Office and the Mayor's Office are working on the 2008 budget. They are trying to pinpoint larger budget items for revenues and expenses like the sales tax, the pension, the health insurance cost, etc. Department budget proposals are due August 1. Mayor's budget is due first week of October. Budget discussions will take place in October. The final budget will be approved in November. Bond Issuance: Last month, Common Council approved the bond issuance for August. Today, bonds were sold at 3.7% for a one year BAN. Financial Reports: The Controller's Office is working on reports for 2006. The auditors are finishing up the 2005 audits. City Administration Committee Meeting July 25, 2007 Page 9 15. Reports 1. Mayor's Report. The Mayor reported on the following: Capital Project: The Committee is working on Capital Project requests. There has been $6,000,000 in capital project requests but in thinking about the limited impact on taxpayers' dollars, the goal is only to approve an additional $3,000,000. The Mayor will meet with Senior Staff to determine which projects need to be approved first. 2. Sub- Committee Updates Chairperson Coles reported that the Mayor put together subcommittees to negotiate new contracts with the Ithaca Farmers' Market and the Fire Contract, which expires at the end of this year. 3. Council Members' Announcements. None. 4. Next Month's Meeting: August 29, 2007. 16. Adjournment With no further business and on a motion by Alderperson Townsend, the meeting was adjourned at 7:59 p.m.