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HomeMy WebLinkAboutMN-CA-2008-04-01CITY ADMINISTRATION COMMITTEE Regular Meeting April 30, 2008 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Korherr (arrived at 7:10 p.m.), Alderperson Schuler Members Excused: Alderperson Clairborne Council Members Present: Alderperson Dotson Staff Present: Dan Hoffman (City Attorney), Liz Vance (Deputy YB Director), John Barber (Deputy Police Chief), Ed Vallely (Acting Police Chief), Tim Logue (Traffic Systems Engineer), Kent Johnson (Engineering Technician), Bill Gray (Superintendent of Public Works), Patricia Dunn (Assistant City Attorney), Leslie Moskowitz (Manager of Organizational Development), Rick Ferrel (Asst Superintendent of Public Works), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley 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 7:00 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements Chairperson Coles welcomed members of the Ithaca Tibetan community. 3. Agenda Review and Amendments. None. City Administration Committee Meeting April 30, 2008 Page 2 4. Approval of Minutes Alderperson Schuler made a motion to approve the minutes, which includes the corrections from Alderperson Zumoff, from the March 26, 2008 City Administration Committee meeting. Seconded by Alderperson Zumoff. Motion carried 3 -0. (Alderperson Korherr was absent from the vote.) (Alderperson Korherr arrived at 7:10 p.m.) 5. Statements from the Public Sonam Topgyal and Tsundue Gyaleo of Ithaca thanked the Committee for bringing forth the Tibetan resolution. They spoke in favor of it. Mr. Gyaleo spoke about family members in Tibet who are suffering at the hands of the Chinese Government by being killed or held in captivity. Eva Marques of Ithaca spoke in favor of the Tibetan resolution. Fay Gougakis of Ithaca thanked the City for putting forth the Tibetan resolution. It is important to pass it for reasons mentioned in the resolution, she stated. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update The WFD Committee met on Monday - April 28, 2008. The Committee listened to an updated report from the IT Department on its diversity and communication plans. The Committee is currently working on recommendations regarding the City's hiring practices and procedures as well as the process of looking at putting together a comprehensive organizational education and training plan for diversity and inclusion. 9. Safety Committee Update HR Director Michell -Nunn reported that a survey was distributed to the employees inquiring about their interest in CPR Training. To date, about 25% of the workforce responded. The deadline for responding is May 2, 2008. City Administration Committee Meeting April 30, 2008 Page 3 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA - HR Department HR Director 5chelley Michell -Nunn distributed material to Committee members. The HR brochure highlighted the functional areas of responsibility for the HR Department. The areas of responsibility are • Benefits & Compensation • Civil Service Administration • Employee Relations • Organizational Development • Safety & Security • Recruitment, Selection and Staffing • Labor Relations Each area is a full discipline within itself. The City cannot afford functional departments with experts in each of these areas. But, the City still has the same legal obligations, requirements and work environment issues. So, from necessity, the HR Department needs to function as specialists for all of these areas. Several years ago, the workforce evaluated the work environment and expressed concerns about • Training (Supervisory Development) • Health & Safety • Perceived Intimidation and Oppression • The lack of Written Policies • The lack of Disciplinary Consistencies Their concerns were grouped into four categories: Communications, Policies and Procedures, Education and Training and Performance Improvement. Common Council has been supportive of the various initiatives to address many of these areas. The last two years, the HR Department has focused on supervisory development training and new hire orientation. The HR Department will continue to ask for financial support so that we can continue these efforts. City Administration Committee Meeting April 30, 2008 Page 4 The initiatives have a direct impact on creating and supporting the environment that we seek. Investing in the workforce is essential to providing best services more effectively and efficiently. The HR Department has focused on cost prevention and compliance in wellness with a positive impact on healthcare cost, on training to ensure that we know and do what we should to reduce the City's liability exposure and to create a valuable work environment. Furthermore, the HR Department advises senior management as well as Common Council on matters that could establish wise precedence for current and future administrators and legislatures. Looking at the future, several challenges faced by the HR Department are • Compensation: Concerns about the economy and the financial impact on the City especially as it relates to the City's ability to address some long overdue salary issues. The results of the CSEA Compensation Study will soon be received. Common Council will need to make difficult decisions about the impact of implementing the recommendations. • Succession Planning: The statistics on the 2008 Tenure show employees who have 20+ years of service. These employees are eligible to retire within the next 1 -5 years. What is the impact of this on the City? It means that significant knowledge and experience will leave. For the City not to experience a total brain and expertise strain, we will need to have a good succession plan that includes training and development of the current workforce and clear documentation of standard operating procedures. The City will need to have a 3 -5 year comprehensive outreach and recruitment strategy. This would include short and long term approaches to effectively identifying and nurturing relationships with diverse communities. The City must have a presence in the community and build strong relationship networks. The City must secure a work environment that will retain the new seasoned workforce. The HR Department is working with the WFD Committee to develop a comprehensive plan for organization -wide diversity and inclusion education training and new hiring procedures. Acclimation and orientation of new employees to the work environment would be important. If a system is not in place to do this, the City will see increased attrition, increased human rights complaints, increased workplace violence, and increased workplace dissatisfaction. • Training: Training demands fall into three (3) categories: legally driven, business driven (technical skills) and values driven. Legally driven mandates (e.g. workplace violence prevention program, OHSA training) are unfunded. When money is short, the tendency is to cut values driven training. Ms. Michell -Nunn urged that Common Council treat values driven training as a legal mandate. City Administration Committee Meeting April 30, 2008 Page 5 • Economic Development: Economic development brings challenges to our employees. As Ithaca grows, there is more increased need for government services (police /fire protection, sanitation services, infrastructure maintenance). This translates into staffing. We need to look at where staffing levels need to be in order to meet the greater demands. The Committee thanked the HR Director for her report. 12. Police Department 1. Amendment to Personnel Roster Moved by Alderperson Schuler. Seconded by Alderperson Korherr. WHEREAS, three current Ithaca Police Department (IPD) officers are in the process of transferring to the State Court System, and WHEREAS, the State Court System is fully reimbursing the City of Ithaca for the cost of these officers, and WHEREAS, it is anticipated that these officers will be permanently transferred to the State Court System during 2008, and WHEREAS, the Ithaca Police Department wishes to fill the vacancies that will be created by the transfers immediately, so as to enable the new officers to attend the police academy that begins on June 1, 2008; now, therefore be it RESOLVED, That Common Council hereby authorizes the addition of three (3) Police Officer positions to the Ithaca Police Department personnel roster, effective immediately, and be it further RESOLVED, That the three vacancies in the title of Police Officer resulting from the completion of the transfers of the three police officers to the State Court System shall be filled immediately upon their respective dates of vacancy, and be it further City Administration Committee Meeting April 30, 2008 Page 6 RESOLVED, That funds necessary to accomplish this in 2008 will be derived from existing appropriations in the 2008 budget. After discussion, Alderperson Schuler made a motion to amend the 2nd Resolved as follows: RESOLVED, That the three vacancies in the title of Police Officer resulting from the completion of the transfers of the three police officers to the State Court System shall be abolished immediately upon said transfer, and be it further ". Seconded by Alderperson Korherr. Motion carried 4 -0. A vote on the main motion as amended resulted as follows: Passed unanimously. 13. Youth Bureau 1. Request for Amendment to 2008 Budget and Roster Moved by Alderperson Zumoff. Seconded by Alderperson Korherr. WHEREAS, the Ithaca Youth Bureau has requested permission to amend the 2008 budget and personnel roster, increasing the hours of a Specialist in Recreation for Individuals with Disabilities from 17.5 hours per week to 35 hours per week, and WHEREAS this will enable the Youth Bureau to provide additional respite /recreational camp mainstreaming opportunities for area families and additional after school /inclusive youth recreation opportunities, and WHEREAS, the Ithaca Youth Bureau can make the needed changes within the 2008 approved budget without requesting additional city funding due to an increase in funding from the NY State Office of Mental Retardation and Developmental Disabilities; now, therefore, be it RESOLVED, That Common Council hereby amends the 2008 Youth Bureau budget and roster as follows: City Administration Committee Meeting April 30, 2008 Page 7 Increase Revenue Accounts A7310- 3820 -1601 State Aid RMS $4,409 A7310- 3820 -1600 State Aid RMS $6,892 $11,301 Increase Appropriation Accounts A7310- 5120 -1601 Hourly P/T $9,914 A7310 -9030 FICA /Medicare $758 A7310 -9040 Workers' Comp 629 $11,301 Increase the hours of one Specialist in Recreation for Individuals with Disabilities from 17.5 hours per week to 35 hours per week effective July 7, 2008. A vote on the resolution resulted as follows: Passed unanimously. 2. Request for Amendment to Roster Moved by Alderperson Schuler. Seconded by Alderperson Zumoff. WHEREAS, the Ithaca Youth Bureau has requested permission to reorganize the maintenance staffing configuration at Cass Park in order to assure a smooth transition after a recent retirement, and WHEREAS, this will enable the Youth Bureau to manage most efficiently the current workload at no additional cost to the city, and WHEREAS, the Youth Bureau has worked closely with the HR Department and the Department of Public Works on this succession planning; now, therefore, be it RESOLVED, That Common Council hereby amends the 2008 Youth Bureau Roster as follows: Add: One (1) full time Recreation Facility Maintainer One (1) full time Recreation Facility Maintenance Worker City Administration Committee Meeting April 30, 2008 Page 8 Delete: One (1) full time Recreation Facility Maintainer from the DPW roster Freeze: One (1) full time Recreation Facility Maintainer position in an unfunded capacity, coterminously with the filling of the Recreation Facility Maintenance Worker position. and be it further RESOLVED, That funds necessary for said Roster Amendment shall be derived from the existing 2008 Youth Bureau budget. A vote on the resolution resulted as follows: Passed unanimously. 14. Department of Public Works 1. Clarification of Bicycle Plan Capital Project #325 Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, the Common Council originally authorized a Bicycle Master Plan Capital Project in the amount of $80,000 in 1996, and WHEREAS, the Common Council re- authorized the Capital Project in August 6, 2003 in the amount of $100,000 with the understanding that 80% of the project costs would be reimbursed with federal funds, and WHEREAS, the City's Bicycle Master Plan was completed at a cost of $20,000, for which 80% or $16,000 was received in federal reimbursement, and WHEREAS, on August 15, 2007, City staff submitted a draft design report to the New York State Department of Transportation (NYSDOT) in order to proceed a bicycle project in accordance with the Procedures for the Local Administration of Federal -Aid Projects, and City Administration Committee Meeting April 30, 2008 Page 9 WHEREAS, City staff is being told by NYSDOT staff that only $31,310 of federal funding is available for a total project cost of $39,138, and WHEREAS, this is not enough money to complete the project submitted in Aug 2007 to NYSDOT, and WHEREAS, Common Council still desires to advance the above project by expending the previously authorized Capital Project with the federal reimbursement, and WHEREAS, the funds have been previously authorized and issued; now, therefore be it RESOLVED, That Capital Project #325 is hereby re- authorized in the amount not to exceed of $80,000, for the purposes of implementing parts of the Bicycle Plan as managed by the Department of Public Works, and be it further RESOLVED, Common Council understands that the City of Ithaca shall bear the full cost of the project, not to exceed $80,000. After discussion, Alderperson Coles made a motion to change the total amount from $80,000 to $50,000. Seconded by Alderperson Korherr. Motion carried 4 -0. A vote on the main motion as amended resulted as follows: Ayes (3): Coles, Schuler, Korherr Nays (1): Zumoff Motion passed 3 -1. 2. Transfer of IPD /Court Maintenance and Custodial Services to Department of Public Works Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. City Administration Committee Meeting April 30, 2008 Page 10 WHEREAS, the NYS District Court has requested the maintenance and custodial service of the Court Building become the responsibility of the Department of Public Works, and WHEREAS, the Acting Police Chief and the Deputy Police Chief have requested the responsibilities for the maintenance and custodial work of the Ithaca Police Building be returned to Public Works, and WHEREAS, the Department of Public Works has reviewed the current staffing for custodial and maintenance service and analyzed the basic requirements to maintain properly the two facilities; now there be it RESOLVED, That the four Custodial Worker titles assigned to the Police Department be transferred to Public Works by deleting the titles from the Police Department authorized roster and adding them to the Department of Public Works roster, and be it further RESOLVED, That one Custodial Worker title be upgraded to the title of Custodian to complete the process initiated by the Police Department, and be it further RESOLVED, That one Custodial Worker title be upgraded to the title of Building and Grounds Maintainer, and be it further RESOLVED, That a new position of Working Supervisor - Buildings and Grounds be authorized with 2008 funding being available within the Streets and Facilities budget from funded but still vacant positions, and be it further RESOLVED, That the above transfers including the position upgrades and the new position be effective June 30, 2008, an be it further RESOLVED, That the Controller is authorized to transfer the required funds for wages and maintenance requirements from the Police Department Budget line items to appropriate DPW building accounts. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting April 30, 2008 Page 11 3. Request to Reduce Parking Lot Attendant Shift Hours Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, the Department of Public Works has reviewed staffing in the downtown garages, and WHEREAS, an evening Parking Lot Attendant eight hour shift is currently vacant, and WHEREAS, a Working Supervisor was hired in the spring of 2007 and assumed many of the duties previously assigned to the Parking Lot Attendant; now therefore be it RESOLVED, That Common Council hereby amends the 2008 Authorized DPW Personnel Roster as follows: The evening Parking Lot Attendant position's hours be reduced from full time to part time, four hours per day shift, to allow collection of revenue during the posted collection hours. A vote on the resolution resulted as follows: Passed unanimously. 4. Request for Funding for City Hall Door Replacements Moved by Alderperson Schuler. Seconded by Alderperson Korherr. WHEREAS, the last fire inspection of City Hall found several door deficiencies, which do not meet current fire codes, and WHEREAS, the Department of Public Works staff has inspected the doors and prepared estimates for replacements and repairs to allow the doors to meet fire codes; now therefore be it City Administration Committee Meeting April 30, 2008 Page 12 RESOLVED, That funding in the amount of $15,000 be authorized from contingency funds for repair and replacement of fire doors in the City Hall building, and be it further RESOLVED, That Common Council hereby transfers an amount not to exceed $15,000 from A1990 unrestricted Contingency to Account A5489 City Hall Building for the purposes of repairs and replacement of the fire Doors in City Hall. A vote on the resolution resulted as follows: Passed unanimously. 5. Request to Amend Capital Project for Miscellaneous Plant Improvements at the Ithaca Area Wastewater Treatment Plant CP 416J Moved by Alderperson Korherr. Seconded by Alderperson Zumoff. WHEREAS, at its regular meeting on December 5, 2007, Common Council approved an amended Capital Project 416J Miscellaneous Ithaca Area Wastewater Treatment Plant (IAWWTP) in the amount of $1,374,000, and WHEREAS, on April 9, 2008, at the request of the SJC, staff, in association with the Plant's consulting engineers, Stearn's & Wheler, LLC prepared a revised estimate for the project based on completed design documents, as well as the 2008 cost estimates for materials, engineering, and labor necessary to accomplish the miscellaneous plant improvements to be $1,504,950, and WHEREAS, the allocation of costs for said project shall be as follows: Roof Leaks at Skylights (Roof Replacement) $440,000 Digester Brick Repair (Digester Cladding) $200,000 Concrete Deterioration (ASR Treatment) $176,000 Concrete Deterioration Cracks & Leaks (Crack repair) $264,000 Miscellaneous Structural Repairs (Entrance Structure Anchors) $38,500 Concrete Deck Water Proofing (Walkway Resurfacing) $176,000 Contingency, Legal, Administrative, Engineers $210,450 (includes $81,040 for engineer's study, cost analysis and reporting) $1,504,950 City Administration Committee Meeting April 30, 2008 Page 13 (item names in parentheses provide for cross - reference to the names used for these same projects in the revised /updated project estimate 4/14/08 by S &W) and, WHEREAS, IAWWTP staff are recommending that the $130,950 amendment be approved; now, therefore be it RESOLVED, That Common Council hereby recommends an amendment to Capital Project 416J Miscellaneous IAWWTP Improvements in an amount not to exceed $130,950 for a total Project authorization not to exceed $1,504,950, and be it further RESOLVED, That Common Council authorizes this project contingent upon approval by the Special Joint Committee (SJC) and by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipalitx City of Ithaca Town of Ithaca Town of Dryden and, be it further Percentage 57.14 40.88 1.98 Project Cost $ 859,928 $ 615,224 $29,798 $1,504,950 RESOLVED, That the Common Council recommends the necessary amendment financing be done by the issuance of Serial Bonds for the entire project with reimbursement from each partner per allocated cost. A vote on the resolution resulted as follows: Passed unanimously. 6. Request to Amend Personnel Roster Moved by Alderperson Korherr. Seconded by Alderperson Zumoff. City Administration Committee Meeting April 30, 2008 Page 14 WHEREAS, the Office of City Engineer requires the services of a Civil Engineer in the execution of the City's Capital Improvements Program, and WHEREAS, the roster of the Office of City Engineer has one Assistant City Engineer position which is currently vacant, and WHEREAS, The Human Resources Department and the Civil Service Commission have reviewed and approved the job description and the New Position Duties Statements for title of Civil Engineer; now therefore be it RESOLVED, That Common Council hereby amends the authorized personnel roster as follows: Add: (1) One Civil Engineer Delete: (1) One Assistant City Engineer and, be it further RESOLVED, That funding for said roster amendment shall be derived with existing 2008 DPW - City Engineer authorized budget and existing authorized Capital Projects; and be it further RESOLVED, That this position shall be contingent upon continued funding of applicable authorized Capital Projects. A vote on the resolution resulted as follows: Passed unanimously. 7. Request to Amend Budget and Capital Projects for Equipment Moved by Alderperson Zumoff. Seconded by Alderperson Korherr. WHEREAS, the 2008 Authorized Capital Projects includes $458,000 in CP #734 for various equipment acquisitions and $94,000 in #739 for a new Garbage Packer, and City Administration Committee Meeting April 30, 2008 Page 15 WHEREAS, the acquisition cost for these vehicles on state contract has increased significantly due to price increases for steel, emissions and overall vehicle costs, and WHEREAS, staff has estimated that an additional $61,000 is needed to complete the acquisition of a 3 yard dump truck and a garbage packer, and WHEREAS, delaying these acquisitions would only place the DPW further behind in its vehicle replacement schedule; now, therefore be it RESOLVED, That Common Council hereby amends Capital Project #734 and #739 as follows for said equipment purchases: Amend Capital Project #734 2008 Equipment Acquisitions by an amount not to exceed $45,000 giving a total project authorization of $503,000 Amend Capital Project #739 Garbage Packer by an amount not to exceed $16,000 giving a total project authorization of $110,000 and be it further RESOLVED, That Common Council hereby amends the 2008 Authorized General Fund Budget to pay for the additional equipment cost as follows: Increase Revenue Account: A0001 -3001 State Aid General Revenue $61,000 (additional State Aid to be received per NYS Budget) Increase Appropriations Account: A9950 -5000 Transfer to Capital Fund $61,000 A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting April 30, 2008 Page 16 15. Common Council 1. Call for Talks to Begin as Early as Possible Between the Chinese Government and His Holiness the Dalai Lama to Discuss Ending the Repression of Tibetan Demonstrations Moved by Alderperson Schuler. Seconded by Alderperson Korherr. WHEREAS, Ithaca is both the North American seat of His Holiness the Dalai Lama's personal monastery, Namgyal Monastery Institute of Buddhist Studies, the only branch outside India, as well as the home to many resettled Tibetan refugees and the Tibetan Association of Ithaca who contribute to the multicultural environment of out City, and WHEREAS, this resolution is based on Speaker Pelosi's House Resolution 1077 which she introduced after having visited the Dalai Lama along with other members of a congressional delegation, and WHEREAS, Tibetan Buddhist monks and nuns in and around Lhasa, Tibet were blocked by Chinese authorities from staging peaceful demonstration on an anniversary of critical importance to the Tibetan people, and WHEREAS, protests by Tibetans spread inside the Tibet Autonomous Region and other Tibetan areas of China, and WHEREAS, resentment of the Chinese Government by the Tibetan people has increased sharply since 2005 as a result of Chinese policies, laws, and regulations that have reduced economic opportunities of Tibetans and severely eroded the ability of Tibetans to preserve their distinctive language and culture, and religious identity, and WHEREAS, the response by the Chinese Government to the Tibetan protests was disproportionate and extreme, reportedly resulting in many deaths and the detention of many hundreds of Tibetans, and City Administration Committee Meeting April 30, 2008 Page 17 WHEREAS, His Holiness the Dalai Lama has used his leadership to promote peace for the Tibetan people through a negotiated settlement of the Tibet issue, based on autonomy within the context of China, and WHEREAS, the Dalai Lama was recognized for his contribution to world peace when he received the Nobel Peace Prize in 1989, and WHEREAS, the Chinese Government has impeded the access of international journalists to Tibetan areas of China and distorted reports of events surrounding the Tibetan protests, now, therefore, be it RESOLVED, That the Mayor and the Common Council of the City of Ithaca call upon the Government of the People's Republic of China to end its crackdown on nonviolent Tibetan protestors, its intensive patriotic education campaign, and its continuing cultural, religious, economic and linguistic repression inside Tibet, and, be it further RESOLVED, That the Mayor and the Common Council of the City of Ithaca call upon the Chinese Government to begin a results -based dialogue directly with His Holiness the Dalai Lama to address the legitimate grievances of the Tibetan people and provide for a long -term solution that respects the human rights and dignity of every Tibetan, and, be it further RESOLVED, That the Mayor and the Common Council of the City of Ithaca call upon the Chinese Government to allow independent international monitors and journalists to all Tibetan areas of China for the purpose of monitoring and documenting events surrounding the Tibetan protests and to verify that those individuals injured receive adequate medical care, and, be it further RESOLVED, That the Mayor and the Common Council of the City of Ithaca call upon the Chinese Government to release immediately all Tibetans who are imprisoned for nonviolent opposition to Chinese policies in Tibet, and, be it further RESOLVED, That copies of this resolution be sent to Senators Charles Schumer and Hillary Clinton, Congressman Maurice Hinchey, Congresswoman Nancy Pelosi and President George W. Bush. City Administration Committee Meeting April 30, 2008 Page 18 A vote on the resolution resulted as follows: Passed unanimously. 2. Support of the Council of Governments' Review of Health Benefits for New York State Shared Municipal Services Program Moved by Alderperson Korherr. Seconded by Alderperson Zumoff. WHEREAS, the City of Ithaca joined the Tompkins County Council of Governments ( TCCOG), and WHEREAS, in 2007, the County, on behalf of TCCOG, accepted an incentive grant award under the New York State Shared Municipal Services Program, WHEREAS, the grant will assist the municipalities in Tompkins County in creating a local health care consortium, and WHEREAS, the health care consortium will seek to develop health benefits coverage for all municipalities with the intent of providing a net savings to the taxpayers of Tompkins County; now therefore be it RESOLVED, On recommendation of the Common Council, that the Mayor is authorized to execute an inter - municipal agreement with TCCOG members to participate in the review of the development of the health benefits consortium, and be it further RESOLVED, That the City of Ithaca understands that upon a complete review and plan design of a health benefits program, the City will have the option of joining a health benefits consortium that would require the City to sign another inter - municipal agreement. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting April 30, 2008 Page 19 3. Recommended Steps Toward Financial Sustainability for Mutual Housing Association of Tompkins County Moved by Alderperson Korherr. Seconded by Alderperson Schuler. WHEREAS, the Mutual Housing Association of Tompkins County (MHATC) requested that the City of Ithaca grant a partial exemption from property taxes for the MHATC residential property in the Northside neighborhood; and WHEREAS, on February 13, 2008, Common Council determined that the continued availability and affordability of the housing provided by MHATC is beneficial to and in the best interests of the public and the city, and therefore granted the requested exemption, for a period of two years (i.e., until 2010); and WHEREAS, MHATC is eligible for continuation of such exemption until 2014, at the discretion of Common Council; and WHEREAS, at the time it granted this two -year exemption, Common Council was aware of certain financial challenges faced by MHATC, and expressed a desire to be of assistance to MHATC in addressing those issues; and WHEREAS, in granting the two -year exemption, Council made it subject to MHATC's taking "certain steps ... to enhance the long -term financial viability of MHATC," which steps were to include "engage the National Development Council for assistance in a financial and planning effort, including the critiquing and refining of MHATC's financial plan," and indicated that any extension of the exemption beyond 2010 would depend upon MHATC having established its longer - term financial viability prior to that point; now therefore be it RESOLVED, That the Common Council hereby reaffirms its intention to assist the board of directors of the Mutual Housing Association of Tompkins County in creating and implementing a plan that better stabilizes MHATC for the near future, and sets it on the path toward financial sustainability; and be it further RESOLVED, That the Council recommends that the MHATC board take the following steps, in order to maximize MHATC's chances of achieving sustainability and receiving an extension of the property tax exemption: City Administration Committee Meeting April 30, 2008 Page 20 1. Following the receipt of 2007 MHATC financial audit and tax returns - anticipated by April 2008 - assemble an "MHA Sustainability Planning Team" selected to provide feedback on the some and an objective assessment of MHATC's needs, and to work on a financial plan for MHATC, thereby allowing the team to carry out its work with an objective assessment of the association's needs. It is suggested that the MHA Sustainability Planning Team include members from: United Way of Tompkins County Sprague & Janowsky Human Service Coalition Ithaca Urban Renewal Agency Ithaca Housing Authority Doug Dylla Consulting, LLC Herb Dwyer, NYS Licensed Real Estate Associate Broker Representative(s) of MHATC Available as a resource to the team: City of Ithaca Department of Planning and Development Alternatives Federal Credit Union National Development Council 2. Have this team, including MHATC board representatives, appear before the City Administration Committee, in approximately 6 and 12 months after starting its work for a progress report and to share the plan created; it is suggested that this report: • characterize the relationship experienced in working with the association • articulate the progress to date that demonstrates the plan's potential success City Administration Committee Meeting April 30, 2008 Page 21 • provide MHATC board's assessment of the team's evaluation of the audit and tax returns, and the proposed plan, and indicate to what degree the board has agreed to follow the team's recommendations. Topics to cover should be inclusive of, but not limited to: • Analyzing existing financial conditions • PILOT vs. regular property tax payments • An examination of the application of rates and fees plus their administration • Practical definition of "affordable housing" • The potential of expansion • Strategies to achieve financial stability After discussion, Alderperson Zumoff made a motion to amend the 1St Resolved by changing "assist" to "support ". Seconded by Chairperson Coles. Motion carried 4- 0. A vote on the main motion as amended resulted as follows: Passed unanimously. 16. Attorney's Office 1. Request to Transfer Funds to Cover Settlement Agreement Cost Moved by Alderperson Schuler. Seconded by Alderperson Korherr. WHEREAS, the City and its Insurance Carrier were able to come to terms on a recent lawsuit, Midura v. City of Ithaca for collapse of the stone retaining wall in Cascadilla Creek, and WHEREAS, the cost to settle the lawsuit is $71,400 to be split, $35,700 each, between the City and St. Paul Mercury Insurance; now, therefore be it RESOLVED, That Common Council hereby approve the following transfers for payment of said settlement agreement: City Administration Committee Meeting April 30, 2008 Page 22 Transfer from Account: A3510 -5435 $21,500 A1990 Unrestricted Contingency $9,200 $30,700 Transfer an amount not to exceed $30,700 to Account A1930 -5000 Judgments and claims. A vote on the resolution resulted as follows: Passed unanimously. 2. beclaration of Intention to Act As Lead Agency (for Proposed Discontinuance of a Portion of University Avenue as a City Street, in Conjunction with the Execution of a Contractual Agreement between the City and Cornell University Regardinq the Reconstruction and Future Use of the Street) Moved by Alderperson Zumoff. Seconded by Alderperson Korherr. WHEREAS, State law and Section 176 -6 of the Code of the City of Ithaca require that a lead agency be established for conducting environmental review of certain proposed actions in accordance with local and State law; and WHEREAS, State law specifies that for actions governed by local environmental review, the lead agency shall be that agency which has primary responsibility for approving, funding or carrying out the action; and WHEREAS, the proposal that the City of Ithaca discontinue a portion of University Avenue which passes through the campus of Cornell University as a public street, and enter into a contractual agreement with Cornell whereby the University would take responsibility for reconstructing that portion, and maintaining it as a street open to generally unrestricted public travel, is either an "unlisted" or Type I action pursuant to the City Environmental Quality Review Ordinance ( "CEQRO "), in either case requiring environmental review under CEQRO, and City Administration Committee Meeting April 30, 2008 Page 23 WHEREAS, since the proposed action will require the approval of both the Common Council and the Board of Public Works, both bodies are therefore involved agencies, and WHEREAS, the Common Council conducts and makes determinations regarding environmental reviews on a frequent basis, and is well prepared to undertake and discharge that responsibility in this instance, in a timely manner; now therefore be it RESOLVED, That the Common Council of the City of Ithaca does hereby declare its intention to act as the Lead Agency for the environmental review of the above - described proposed action regarding University Avenue; and be it further RESOLVED, That the Mayor be and hereby is authorized and directed to ensure that Part 1 of an Environmental Assessment Form (EAF) is completed for this project; and be it further RESOLVED, That the City Clerk be and hereby is authorized to notify the Board of Public Works of Common Council's intention with regard to this action, and to ensure that when Part 1 of the EAF for this action has been completed it is transmitted to the Board, together with notification that a lead agency must be designated within 30 calendar days of such transmission. A vote on the resolution resulted as follows: Passed unanimously. 3. Executive Session Alderperson Schuler made a motion to go into Executive Session to discuss a personnel matter. Seconded by Alderperson Korherr. Motion carried 4 -0. After Executive Session, Alderperson Korherr made a motion to reconvene the meeting. Seconded by Alderperson Zumoff. Motion carried 4 -0. Chairperson Coles stated that no action was taken. 17. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: City Administration Committee Meeting April 30, 2008 Page 24 Statistics: HR Director Michell -Nunn distributed the statistics for 2007. The statistics highlight some of the work done by the HR Department on Civil Service Administration (e.g. 57 exams administered; over 400 candidates tested) and training and development of the workforce (e.g. number of training classes, number of participants trained, total number of hours). Statistics have been provided for the number of new hires, promotions, separations and retirements in 2007, these statistics for the first quarter of 2008 and the departmental statistics for December 31, 2007. These statistics will be distributed to the Committee on a quarterly basis. 18. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Sales Tax (2008): Sales taxes for 2008 are up about 8.3% or $197,000 over 2007. Fuel Prices: Fuel prices are increasing and are affecting the City's expenses. Overtime: Budgeted $810,000 for overtime cost. At the current pace, the City is slightly over budget. Health Insurance Cost: Health insurance claims are high. City budgeted $6,184,000 this pace. The cost will be significantly over this amount if claims continue at Cornell University Contribution: The City received official notice that there will be an increase in Cornell's contribution of about 2.8% or $30,800. Fine Revenue: The City budgeted $850,000. If current pace continues, the City will exceed this amount. Parking Revenue: If current pace continues, the City will exceed the budgeted amount of $1,500,000. City Administration Committee Meeting April 30, 2008 Page 25 State Budget: There will be a decrease in State Revenue from the original proposed amount. The City will receive an increase of 11.26% or about $291,000 over 2007. CHIPS Funding: For 2008, there will be an increase in CHIPS funding of about 16% or $50,000. Wicks Law Reform: The Wicks Law Reform was approved. Previously contracts over $50,000 had to be split prime contracts into various pieces. With the new law, the amount has been increased from $50,000 to $500,000, which will lower the cost of a lot of projects. 19. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: May 28, 2008. 20. Adjournment With no further business and on a motion by Alderperson Korherr, the meeting was adjourned at 9:33 p.m.