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HomeMy WebLinkAboutMN-CA-2009-02-01CITY ADMINISTRATION COMMITTEE Regular Meeting February 25, 2009 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Rosario, Alderperson Cogan, Alderperson Schuler, Mayor Peterson Other Members Present: Alderperson Tomlan, Alderperson Dotson, Alderperson Clairborne Staff Present: Brian Wilbur (Fire Chief), Julie Holcomb (City Clerk), Dan Hoffman (City Attorney), Donna Este -Green (Asst City Attorney), Allen Green (YB Director), Debra Parsons (City Chamberlain), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Stephen Locey ( Locey & Cahill, Inc.), Ithaca High School Students, Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 7:02 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Coles welcomed everyone to the meeting, introduced the new City Administration Committee members and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments Chairperson Coles stated the Agenda Items 13 - Clerk's Office and 17 - Mayor's Office have been removed from the agenda. City Administration Committee Meeting February 25, 2009 Page 2 4. Approval of Minutes Chairperson Coles stated that the minutes from the January 2009 meeting will be approved next month. 5. Statements from the Public. None. 6. Employee Comments. None. 7. Common Council Response Alderperson Zumoff thanked the high school students for attending the meeting. Alderperson Clairborne mentioned that GIAC will have their Black History Month Annual Talent Show on Friday - February 27, 2009 - 7:00 p.m. Alderperson Rosario mentioned that an artist from a district in Columbia will be conducting a slide show of his work and what inspired him. His art expresses the struggles that the indigenous people of this district are undergoing and is infused with a lot of hope. The show will be on Thursday - February 26, 2009 - 7:30 p.m. - Ithaca College. 8. Workforce Diversity (WFD) Committee Update HR Director Michell -Nunn reported that the WFD Committee met and discussed the new security measures. The WFD Committee made the following recommendations /suggestions: reiterate to the workforce what the Workplace Violence Prevention Policy specifically states regarding the carrying of weapons and the City's procedure that anyone needing to carry certain items must have them recorded in the HR Department; make provisions to accommodate non - English speaking persons by posting information in other languages, and provide local resources for translation. The WFD Committee discussed how some people might feel intimated coming into City Hall. They suggested that the Mayor send out another communication to the public welcoming people to City Hall and letting them know that the new security measures are for everyone's protection. The WFD Committee member Jim Crowley spoke about the efforts of the Fire Department toward outreach and recruitment in the community and acknowledging the need to create the City Administration Committee Meeting February 25, 2009 Page 3 right climate to receive people from diverse backgrounds. The WFD Committee discussed providing this type of readiness training or awareness for the entire City workforce. 9. Safety Committee Update City Chamberlain Debra Parsons reported that the Safety Committee consists of 15 employees and meets once per month. The Committee completed two projects for 2008: distribution of first aid kits to City facilities and CPR training for City employees. Plans for 2009 include conducting a survey to determine if other employees are still interested in CPR training, reviewing other agencies' safety programs for suggestions and possible improvements of the City's Safety Program and developing a presentation about the culture of safety. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA City Chamberlain Debra Parsons reported on the Water Meter Change -out Billings, Tax Collection, Software and Hardware Upgrades, Credit Card Processing and the Budget. Water Meter Change -out Billings: The public has received the final bill from the old meters. Some customers have protested their accounts related to discrepancies between the inside actual meter reading and the outside register reading. Property owners who have complaints about their bill may contact the City Chamberlain's Office. Tax Collection: The City Chamberlain distributed a table that showed a number of tax collection figures in relation to the total warrant for the corresponding year. Based on this data the tax collections appear to be stable. Software and Hardware Updates: The warranty for the Govern server will expire soon and the IT Department indicated its intent to upgrade the software to the newest version. Costs associated with the upgrade will be covered with existing budgeted funds. Credit Card Processing: Credit card companies have changed their policy. Now some transaction fees can be passed on to the customers. Due to this change, Ms. Parsons is now working on a Request for Proposal to companies that process credit card transactions. City Administration Committee Meeting February 25, 2009 Page 4 Budget: Ms. Parsons reported that there were no great surprises for revenues or expenses in 2008. The Committee thanked City Chamberlain Debra Parsons for her presentation. 12. Controller's Office 1. Greater Tompkins County Municipal Health Insurance Consortium Stephen Locey attended the meeting to give an update on the Greater Tompkins County Municipal Health Insurance Consortium. Mr. Locey distributed material to the Committee and stated that the targeted implementation date of the Consortium is in 2010. Mr. Locey went on to explain why the City should join a Consortium; the goal, makeup and the benefits of the Consortium; and what the City needs to do. Why Join the Consortium: Four principals for joining the Consortium are to provide cost savings (in terms of lower administrative fees, elimination of commissions and insurance company profits), protection (being a part of the Consortium, the employer benefits from the spreading of risk), stability (over the long -term, the annual increases are more stable) and control (the Board of Directors controls the rate increase). Mr. Locey stated that the New York State Insurance Department will provide regulatory oversight to the Consortium. Goal of the Consortium: The Consortium's goal is to have the Municipalities pool together their resources in an effort to provide a health insurance plan or plans that cost less than the plans offered by each Municipality. Consortium Makeup: The Consortium is structured to include the County, City, Towns and Villages located within Tompkins County. Benefits Model: The Committee is working to ensure that there is no diminishment of benefits to covered members. The Consortium's goal is to have cost - effective medical benefit plans with equal or better benefits of current plans offered by each Municipality. City Administration Committee Meeting February 25, 2009 Page 5 Financial Model: Premiums paid to the Consortium will be pooled and used to cover the expenses of the plan such as paid claims, administrative expenses, legal fees, auditor fees, etc. The participating municipalities will own, on a proportional basis, all expenses, liabilities and surplus funds. What You Need to Do: Mr. Locey encouraged the City Officials and Staff to familiarize themselves with the Operating Agreement and the concept of the Consortium. An updated copy of the Operating Agreement can be found on Tompkins County website. More details will be provided regarding the exact benefits available and the premium costs once they have finalized the financial review and when the TCCOG (Tompkins County Council of Governments) have selected a qualified insurance company or third party administrator. After Mr. Locey answered questions from the Committee, Chairperson Coles thanked him for attending the meeting and updating the Committee on the Health Insurance Consortium. 13. Fire Department 1. Adoption of the City of Ithaca Pre - Disaster Mitigation Plan Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the City of Ithaca, with the assistance from the City Clerk and City's Department of Planning and Development, has gathered information and prepared the "City of Ithaca Pre - Disaster Mitigation Plan" dated SEP 06, and as approved by the Federal Emergency Management Agency (FEMA) on 17 DEC 08; and WHEREAS, the SEP 06 version of the "City of Ithaca Pre - Disaster Mitigation Plan" has been prepared in accordance with the Disaster Mitigation Act of 2000; and WHEREAS, the City of Ithaca is a local unit of government that has afforded the citizens an opportunity to comment and provide input in the Plan and the action in the Plan, and City Administration Committee Meeting February 25, 2009 Page 6 WHEREAS, the City of Ithaca has reviewed the Plan and affirms that the Plan will be updated no less than every five years; now, therefore, be it RESOLVED, That Common Council adopts the 5EP 06 version of the "City of Ithaca Pre - Disaster Mitigation Plan" as this jurisdiction's Natural Hazard Mitigation Plan, and resolves to execute the actions in the Plan. A vote on the resolution resulted as follows: Passed unanimously. 14. Youth Bureau 1. Reauest to Gov. Paterson to Reconsider Proposed Reduction to Youth Programs Moved by Alderperson Rosario. Seconded by Alderperson Schuler. WHEREAS, Governor David A. Paterson has proposed a Deficit Reduction Plan to reduce the New York State budget deficit; and WHEREAS, Youth Bureau funding is included in this reduction plan; and WHEREAS, the NYS 5FY 2009 -10 Executive Budget consolidates current youth programs and juvenile detention services and appropriations into a block grant called the Youth Programs Block Grant; and WHEREAS, the changes being contemplated could result not in increased funding but in a proposed 24.5% reduction in funding for youth programs, and WHEREAS, Common Council believes the proposed block grant of services combines youth prevention and intervention services with state mandated services and that combining detention and intervention services as proposed in this block grant is detrimental to our young people, and WHEREAS, we also believe that the prevention services provided by the Youth Bureau system, as per Executive Law, Article 19a, are designed to prevent the need for more costly services, such as detention; now, therefore be it City Administration Committee Meeting February 25, 2009 Page 7 RESOLVED, That Common Council declares its concern about the ramifications of this proposed change to youth services funding; and be it further RESOLVED, That we strongly urge Governor Paterson and the New York State Legislature to consider the impact that implementation of this proposal will have on over two million youth statewide; and be it further RESOLVED, That Common Council requests that the Governor and the New York State Legislature delay making any changes to current youth programs and juvenile detention services appropriations until such time as a plan that can maintain services and the separation of detention services and prevention services, can be crafted; and be it further RESOLVED, That a copy of this resolution, with the seal of the City of Ithaca embossed thereupon, be delivered to Governor Paterson and to our New York State legislators in the Senate and Assembly. After discussion, Alderperson Schuler made a motion to amend the resolution by adding a 6t" Whereas: "Whereas, if adopted as proposed, the plan could greatly reduce, threaten, or otherwise impact negatively the City's Youth Bureau's provision of services to our City's youth, and ". Seconded by Alderperson Rosario. Motion carried 5 -0. A vote on the main resolution as amended resulted as follows: Passed unanimously. 15. Department of Public Works 1. Request Amendment # 5 to Capital Project Engineering Services Agreement for Miscellaneous Plant Improvements, New Septage Unloading Facility at the Ithaca Area Wastewater Facility CP 416J Moved by Alderperson Cogan. Seconded by Alderperson Schuler. WHEREAS, the Ithaca Area Wastewater Treatment Plant is in need of certain Capital Improvements, and City Administration Committee Meeting February 25, 2009 Page 8 WHEREAS, Capital Project 409J Ithaca Area Wastewater Treatment Plant was authorized by Common Council in 2007 for $1,504,950, and WHEREAS, staff in association with the Plant's consulting engineers, Stearns & Wheler, LLC have estimated the cost for the next phase of engineering services, amendment #5, including design, bidding, and constructions phases for miscellaneous plant improvements of the New 5eptage Unloading Facility to be $135,500, and WHEREAS, the allocation of costs for previously authorized engineering service contract for this project (409J) to Stearns and Wheler is as follows: Original Contract #1 $74,000 Amendment #2 7,000 Amendment #3 35,500 Amendment #4 14,000 $130,500 and WHEREAS, the Special Joint Committee (SJC) approved said contract amendment at its meeting of December 10, 2008 contingent on fund availability, and WHEREAS, Common Council Authorized funding in the amount of $1,504,950 on becember 5, 2007, amended on May 7, 2008 for the 2008 phase I (year 1 of 5) 416J miscellaneous plant improvements project, and the low bid awarded for the work on August 13, 2008 amounted to $960,910, leaving a balance of $544,040, or more than the $135,500 needed for the engineering services component of the 416J project for the 2009 phase (year 2 of 5) New Septage Unloading Facility; now, therefore be it RESOLVED, That Common Council hereby recommends an amendment in the amount not to exceed $135,500 to the previously authorized engineering services agreement with Stearns & Wheler, LLC for additional engineering services to this project giving a total engineering contract cost not to exceed $266,000, and be it further City Administration Committee Meeting February 25, 2009 Page 9 RESOLVED, That Common Council hereby authorizes this project amendment contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $77,425 Town of Ithaca 40.88 55,392 Town of Dryden 1.98 2,683 $ 135,500 and be it further RESOLVED, That funds necessary for said engineering contract amendment shall be derived from existing Miscellaneous Plant Improvement Project authorization. A vote on the resolution resulted as follows: Passed unanimously. 16. Human Resources (HR) Department 1. Request for Approval for TCAT out of County Fare Program Moved by Alderperson Zumoff. Seconded by Alderperson Schuler. WHEREAS, the City of Ithaca offers free TCAT transportation for City employees commuting within Tompkins County, and WHEREAS, the City, with its high priority for sustainability efforts, wishes to encourage employees to utilize public transportation, and WHEREAS, TCAT is currently selling out of county monthly passes for $90, and WHEREAS, Upon review by the Controller, the Chamberlain, and the Human Resources Director, it is their recommendation that the City provide a discount for City employees who purchase a monthly pass for the out of county TCAT routes, now therefore be it City Administration Committee Meeting February 25, 2009 Page 10 RESOLVED, That Common Council hereby authorizes the Chamberlain to purchase TCAT out of county monthly bus passes and resell them to City employees at a discount rate of $50 for the sole use by the employee, and be it further RESOLVED, That the discount is contingent upon the signing of a Memorandum of Understanding with the appropriate bargaining unit that allows the City flexibility to adjust the discount rate as it deems necessary without a subsequent Memorandum of Understanding. A vote on the resolution resulted as follows: Passed unanimously. 2. Workplace Violence Prevention (WVP) Update The HR Director updated the Committee on the Workplace Violence Prevention Program. The WVP Team meets weekly to discuss the new security measures and now includes the expertise of employees as it relates to the new security. Ms. Michell -Nunn mentioned the security measures currently in place (e.g. surveillance cameras, the security post on the first floor, the Green Street entrance is closed and is for emergency exiting only, the metal detector at the East entrance, the increased use of employee ID cards, signage has been posted with the hopes of getting signage in two other languages, etc.) Years ago, the City was given an unfunded mandate of putting together a WVP program. The mandate included developing a policy, conducting a risk assessment that required hiring an outside contractor to evaluate City facilities and mandated training. Senior Staff participated in 2-21 hours of WVP training and, in the next year, the remainder of the workforce will go through this training. 3. Director's Report. HR Director Michell -Nunn reported on the following: Demographics: The City's demographics were distributed to the Committee. They are for the 4th quarter of 2008. CSEA Comp Study: HR Director Michell -Nunn requested that an Executive Session be included in the March meeting to update the Committee on the comp study and the recommendations made by the HR Dept. The Mayor and the Controller are City Administration Committee Meeting February 25, 2009 Page 11 reviewing the implications of the recommendations put forth by the HR Department. SEEC Training: The SEEC Training is in progress and going well. To date, there have been six (6) full sessions. 17. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Year End Report: The Controller's Office is finishing up the 2007 audits and closing the 2008 activities. The City has been selected for a State audit for capital planning and internal control. Sales Tax: Sales tax collections for the month of February are up 7% or about $48,000 over the same period for 2008. Economy: The economy remains weak nationwide and Statewide. The Controller's Office is keeping track of how the economic conditions evolve and impact the City. Stimulus Plan: The Controller's Office is monitoring the Stimulus Plan and how it will impact the City, the State and the local economy. Congressmen Hinchey's Office notified the City that our Community Development Block Grant (CDBG) allocation has been increased by almost $220,000. It also appears that the $100,000 reduction in CHIPS funding for this year has been reinstated by the Governor. 18. Reports 1. Mayor's Report. The Mayor reported on the following: Stimulus Plan: The Mayor has been working on the Stimulus Plan and will continue to do so. At the NYCOM conference, the Mayor received information on ways to approach the stimulus money. City Administration Committee Meeting February 25, 2009 Page 12 TIP Funds: There will be a meeting tomorrow of the Ithaca Tompkins County Transportation Council (ITCTC). The Committee will discuss how to allocate the TIP (Transportation Improvement Program) money. Capital Projects: The Mayor will start scheduling meetings to discuss the City's capital projects. 2. Sub- Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: March 25, 2009. 19. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 10:27 p.m.