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HomeMy WebLinkAboutMN-CA-2009-12-01Members Present: Council Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting December 22, 2009 Alderperson Coles, Alderperson Zumoff, Alderperson Cogan, Alderperson Rosario, Alderperson Schuler, Mayor Peterson Alderperson Clairborne Present: Liz Vance (Deputy YB Director), Khandikile Sokoni (Asst City Attorney), Leslyn McBean- Clairborne (Deputy GIAC Director), Phyllis Radke (Building Commissioner), 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. None. 3. Agenda Review and Amendments Chairperson Coles stated that the following item has been added to the agenda: Item 16.2 - Letter to All Members of the City of Ithaca Workforce. 4. Approval of Minutes Chairperson Coles stated that the approval of November 2009 minutes will be postponed. City Administration Committee Meeting December 22, 2009 Page 2 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response. None. 8. Workforce Diversity Advisory Committee (WDAC) Update Ms. Michell -Nunn reported that the WDAC met and reviewed the internal process that supports the new hiring policy that was sent out by the Mayor. The Committee discussed making sure that the systems and the accountability piece are in place to support the hiring policy. The Committee will meet with the Mayor to finalize some recommendations and to discuss the systems, processes and the accountability piece for this policy. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA. None. 12. Youth Bureau 1. Request to Amend 2010 Youth Bureau Budget Moved by Alderperson Schuler. Seconded by Alderperson Zumoff. WHEREAS, The Ithaca Youth Bureau and GIAC will be co- organizing an adult basketball league this winter, WHEREAS, the Ithaca Youth Bureau will collect additional fees and purchase supplies for the program, now, therefore, be it RESOLVED, That Common Council hereby amends the 2010 Youth Bureau Budget to account for said increase as follows: Increase Revenue Account: A 7310 - 2001 -1530 Basketball $3,150 City Administration Committee Meeting December 22, 2009 Page 3 A 7310 -2070 -1530 Increase Expense Account: A 7310 - 5120 -1530 A7310- 5435 -1530 A 7310 - 5460 -1530 A7310 -9030 A7310 -9040 Basketball 500 $3,650 Part -time $ 450 Contracts 2,372 Program Supplies 765 5ocialSecurity /Medicare 34 Workers' Compensation 29 $3,650 A vote on the resolution resulted as follows: Passed unanimously. 13. Building Department 1. Request to Amend 2010 Building Department Budget Moved by Alderperson Zumoff. Seconded by Alderperson Rosario. WHEREAS, Common Council, in its 2010 budget, approved funds for enhancements to the Building Department's software inspection program, and WHEREAS, the $21,000 placed in the City's Restricted Contingency account for the Building Department is the amount that the Building Department requested in its 2010 Capital Project's submission for the labor costs for specific enhancements to the software used for issuing Certificates of Compliance in conjunction with Housing Inspections, and WHEREAS, the contract for these enhancements with Data Momentum has been reviewed by the Mayor, Controller's and Attorney's Office, and WHEREAS, Data Momentum can begin work on the software enhancement contract for the Building Department in December 2009 by installing the developed enhancements over the next few months and thereby allow the Building City Administration Committee Meeting December 22, 2009 Page 4 Department's software program to function with optimum efficiency, now, therefore, be it RESOLVED, That Common Council hereby transfer an amount not to exceed $21,000 from the 2010 Restricted Contingency's account A1990, to the Building Department account A3620 -5225, for the purpose of the continued development of a Building Department software program. After discussion, Alderperson Schuler made a motion to amend the Resolved by changing the $21,000 to $8,000. Seconded by Alderperson Zumoff. Motion carried unanimously. A vote on the main resolution resulted as follows: Passed unanimously. 14. Attorney's Office 1. Approval of Tompkins County Animal Control Contract Moved by Alderperson Zumoff. Seconded by Alderperson Cogan. WHEREAS, the city is required by State Law to provide dog control services to City residents, and WHEREAS, the new contract with the SPCA of Tompkins County will be established for a three year period beginning January 1, 2010 for a 2010 cost of $89,487; now, therefore be it RESOLVED, That Common Council hereby authorizes the Mayor, subject to the final advice of the City Attorney, to enter into the attached contract with the SPCA of Tompkins County dba Tompkins County Animal Control at a 2010 cost not to exceed $89,487 to provide dog control services within the City for the period of January 1, 2010 through December 31, 2012, and be it further RESOLVED, That the funds necessary for said contract shall be derived from the existing 2010 budget established for dog control services. City Administration Committee Meeting December 22, 2009 Page 5 A vote on the resolution resulted as follows: Passed unanimously. 15. Department of Public Works 1. Approval of Uncontested 2006 and Uncontested 2007 Elmira Road Sidewalk Assessments Moved by Alderperson Zumoff. Seconded by Alderperson Cogan. WHEREAS, notices of defect and public hearings were provided to property owners related to the installation and repair of their sidewalks, which was done by City of Ithaca in 2006 and 2007; and WHEREAS, owners received notices of assessment and information regarding protest options, no protests were made when the protest period ended at the Public Hearing held on December 9, 2009 ; and WHEREAS, the Board of Public Works has determined the following assessments including the 25% administrative fee required by City Code: Address Property Owner Tax Parcel # Charges 2006 Sidewalk: 105 Lewis St Stephanie Hsu 27. -5 -2 $250.00 2007 Elmira Rd. Sidewalk: 347 Elmira Rd. Katzkidd Investments 125. -2 -1 $10,558.30 341 -343 Elmira Rd. Americo Real Estate Co. 125. -2 -2 $27,406.26 now therefore be it RESOLVED, That the Common Council hereby accepts the decision of the Board of Public Works and approves the finalization of sidewalk repair assessments for the properties in question and authorizes the City Chamberlain to collect such assessments. City Administration Committee Meeting December 22, 2009 Page 6 A vote on the resolution resulted as follows: Passed unanimously. 2. Approval of Contested 2006 Elmira Road Sidewalk Assessments Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, property owners were directed to install sidewalk, a pre -work Public Hearing was held, and City of Ithaca installed sidewalks and driveway aprons, reset curb and performed associated traffic maintenance and protection and site restoration work, and WHEREAS, owners received notices of assessment and information regarding protest options and a post -work Public Hearing; protests were received and appeal materials were reviewed by a subcommittee of the Board of Public Works and presented to Board of Public Works for resolution; and WHEREAS, the Board of Public Works has determined the following assessment including the 25% administrative fee required by City Code: Address Tax Parcel # Owner Assessment 334 Elmira Rd 121.-1 -4 Reuben & Milton Weiner $ 16,444.30 334 Elmira Rd 121.-1 -5 Reuben & Milton Weiner $ 11,723.88 328 Elmira Rd 121.-1 -1 Reuben & Milton Weiner $ 27,769.13 now therefore be it RESOLVED, That the Common Council hereby accepts the decision of the Board of Public Works and approves the finalization of sidewalk repair assessments for the properties in question and authorizes the City Chamberlain to collect such assessments. A vote on the resolution resulted as follows: Passed unanimously. 16. Human Resources (HR) Department City Administration Committee Meeting December 22, 2009 Page 7 1. Director's Report. HR Director Michell -Nunn reported on the following: Monthly Reporting: HR Director Michell -Nunn stated that she will provide to this Committee monthly reporting on HR activities. The report would include information about the number of civil service exams given, how many people took the exams, the number of eligible lists established, the number of employee complaints, the number of grievances, the number of requests submitted to the Vacancy Review Committee and their status, what trainings are being offered and who participated in those trainings, the workers' comp activity, etc. Standard Workday (Common Council): Ms. Michell -Nunn reported that she received from the New York State Local Retirement Systems information for elected officials regarding the standard work day and reporting retirement credit. The retirement system has a new procedure in place. Beginning January 2010, newly elected officials will have to track their time for three months. The HR Department will provide the Common Council members with a form to document City related work. Executive Session: The HR Director asked that an Executive Session be added to the Common Council agenda. 2. Draft Letter: To All Members of the City of Ithaca Workforce Chairperson Coles reported that many people have expressed concern about a series of reports in the City in regards to racist, sexist, homophobic and other alleged incidences. Silence, in response to these alleged incidences is one of the worse responses a governing body can have. The Mayor wrote a letter to City departments talking about these kinds of issues. It is important that City Staff also hear from Common Council about these issues. Chairperson Coles drafted a letter to all City employees and e- mailed it to Common Council members for their input. She proposed that this letter along with the City of Ithaca Diversity Statement go out to all City staff. The Committee thanked Chairperson Coles for drafting the letter. Alderperson Rosario stated that this letter would be a great complement to what was already done by the Mayor. Alderperson Clairborne stated the letter sends a positive City Administration Committee Meeting December 22, 2009 Page 8 message to the workforce and the community on where Common Council stands on this matter. The Committee discussed the letter and suggested changes. HR Director Michell -Nunn asked what Common Council's expectation would be in having this communication with City staff. With so many grievances or employee complaints received by the HR Department, the Committee agreed that they do not want to micro manage and would look for guidance from the HR Department. Alderperson Rosario suggested talking to other employers about their process. Chairperson Coles thanked the Committee for their input and suggestions. Chairperson Coles stated that she will make the changes and draft a resolution for the Common Council agenda. The Committee asked that their names be put on the letter. 3. Executive Session Alderperson Rosario made a motion to go into Executive Session to discuss the work history of an individual. Seconded by Alderperson Schuler. Motion carried unanimously. Alderperson Zumoff made a motion to come out of Executive Session. Seconded by Alderperson Schuler. Motion carried unanimously. Chairperson Coles stated that no action was taken in Executive Session. 17. Finance /Controller 1. Acceptance of Proposal for Procurement Cards Moved by Alderperson Schuler. Seconded by Alderperson Zumoff. WHEREAS, the City has recognized the need for procurement card services and solicited Requests for Proposals, and WHEREAS, the use of procurement cards will allow staff to make certain purchases more efficient and easier to handle, and City Administration Committee Meeting December 22, 2009 Page 9 WHEREAS, City staff reviewed the two proposals received and recommends that JP Morgan Chase be awarded the contract; now, therefore be it RESOLVED, That Common Council award the contract and services to JP Morgan Chase. A vote on the resolution resulted as follows: Passed unanimously. 2. Controller's Report. HR Director Michell -Nunn reported on the following: End of Year Activity: The Controller's Office is working on the end of year activity and the start of the year for 2010. The 2008 audit is in progress. The Common Council agenda will include the annual resolutions such as the deposits, the bank accounts, Common Council meeting dates, the official newspaper, etc. Moody's Rating: The City has been re -rated by Moody and has maintained its A -1 rating. The rating affects the City's bonding interest rates. State Aid: New York State put a delay and a 10% reduction or about $250,000 on the State Aid payment to the City. Cash Flow: As a result of the delay and decrease in the State Aid payment, the lower sales tax collections during the year and the higher expenses, cash flow has tightened for the City. Pension Payment: Even though the City was put on a delay of 10% from the State, the City still made its 2009 pension payment on December 15, 2009. Making the payment early or before February 1, 2010 means that the City saved the taxpayers about $22,000. The City made its pension payment of $2,228,000 before receiving the State payment to the City of $2,248,000. Sales Tax Revenue: The sales tax revenue had some recent increases; the last five payments have averaged out about 10% over our 2008 numbers for the same period. Overall the City is down about 6.2% from the 2008 numbers. The City will have about $850,000 shortfall from the budget resulting from the decrease in sales tax revenues. City Administration Committee Meeting December 22, 2009 Page 10 One Hour Free Parking: The Board of Public Works (BPW) voted to continue the 1- hour free parking, to increase the parking rates and to expand the collection hours for 2010. Alderperson Schuler suggested looking at paying at parking meters on the weekends. Parking Revenue: The City is on pace to exceed the budgeted amount of $1,665,000 by about $59,000. Trash Tags: The BPW voted to change trash collection practices to one trash tag. The cost will be $3.25 for a 35 pound trash tag. The effective date of the change is March 1, 2010. The small trash tag will be eliminated. Health Insurance Cost: The City's actual obligation is above the budgeted amount of $7,018,000. Consumer Prince Index (CPI): The CPI is at 2.4% in November. Overall for the year, the City is at a -.47 %. Health Insurance Consortium: The Consortium was scheduled to start January 1, 2010. There have been delays with approval from the NYS Insurance Department. The delayed implementation date is March 1, 2010. 18. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Chairperson Coles stated that the restructuring of various advisory boards and commissions has stalled due to only receiving 12 out of a possible 25 responses. The Mayor is looking into the reasons for the lack of responses. Alderperson Schuler suggested having the Common Council liaisons or the chairs of the boards and commissions report to their respective committees. City Administration Committee Meeting December 22, 2009 Page 11 4. Next Month's Meeting: January 27, 2010. 21. Adjournment With no further business and on a motion by Alderperson Zumoff, the meeting was adjourned at 9:18 p.m.