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HomeMy WebLinkAboutMN-CA-2009-05-01CITY ADMINISTRATION COMMITTEE Regular Meeting May 27, 2009 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Rosario, Alderperson Cogan, Alderperson Schuler, Mayor Peterson Council Members Present: Alderperson Tomlan, Alderperson Clairborne Staff Present: Brian Carman (Stock Room Manager), Roxy Johnston (Watershed Coordinator), Jody Dort (Light Equipment Operator), Donna Este -Green (Asst City Attorney), Duane Twardokus (IT Director), John Barber (Deputy Police Chief), Dan Hoffman (City Attorney), Steve Thayer (Controller), Scott Andrew (Deputy Controller), 5chelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Stephen Locey ( Locey & Cahill), Chris Thomas (MHATC Board Member) Members of the Public, Members of the Media Chairperson Coles called the meeting to order at 8:05 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 Chairperson Coles stated that the following Items were to be removed from the agenda: Items 14.1 & 14.2 - Department of Public Works and Item 15 - Building Department. City Administration Committee Meeting May 27, 2009 Page 2 4. Approval of Minutes Alderperson Schuler made a motion to approve the minutes, with corrections, from the March 25, 2009 and April 29, 2009 meetings of the City Administration Committee. Seconded by Alderperson Cogan. Motion carried 4 -0. (Alderperson Zumoff was absent for the vote.) 5. Statements from the Public. None. 6. Employee Comments Brian Carman, Administrative Unit President, along with Jody Dort (DPW Unit President) and Roxy Johnston (Administrative Unit Vice President) wanted to remind the City about the CSEA Classification and Compensation Study. City employees are hopeful that a positive discussion will take place and that this item will be moved forward to Common Council for adoption. 7. Common Council Response. None. 8. Workforce Diversity (WFD) Committee Update. None. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Regular Reports from Departments Reporting to CA - Information Technology (IT) Department The Committee welcomed IT Director Duane Twardokus to the meeting. Mr. Twardokus distributed material. IT Director Twardokus stated that the IT Department has, over the years, become more involved in the operations of City departments, helping them to become more effective and efficient and in some ways expanding what they do. Mr. Twardokus shared with the Committee what the IT Department did in 2005 compared to what they have been doing in 2009. Some of the responsibilities in 2005 were: • Phones and cell phones City Administration Committee Meeting May 27, 2009 Page 3 • I -Net and Internet services • Netware server and Groupwise server • Help desk for 250 computers • Municipal financial system and Govern accounts receivable system In 2009, in addition to the above, IT is responsible for additional tasks such as • Help desk for 360 computers • Blackberry server • Network security and Internet security • E -mail archiving • Video conferencing at all fire stations; mobile data terminals in fire engines • Mobile data terminals & other enhancement to patrol vehicles and e- blotter at police department • Filemaker database service for the Youth Bureau and Fire Department • Website revision and management • Video surveillance in City Hall • Wireless networking in City buildings and in the field • Special software programs for the Youth Bureau and Fire Department Other services to be provided by the IT Department in the future: • E- government services • Webcasting and podcasting of City meetings. By providing this service, the City could expand the number of meetings covered • Replace outdated I -Net equipment • Implement a thin - client computing model • Redeploy payroll services on the Munis system • Implement a keyless entry system and panic alarm system for City buildings • Select and implement management software programs for Water Plant and Police Department • Database work to connect Planning, Engineering, Building Department and Fire Department Mr. Twardokus stated that one of the more significant initiatives that the IT Department, along with other City departments, is involved in is the website revision. The City website would City Administration Committee Meeting May 27, 2009 Page 4 be modernized to deliver more up to date services. Any service that is provided on the phone or in the office could be provided over the internet and through the web. The implementation of e- government services is a part of the web site revision. This service provides the opportunity to engage the public through the internet. The public would be allowed to make on line payments of water bills and parking violations, to retrieve information about City meetings, and to receive subscription services or services offered by GIAC and the Youth Bureau. Mr. Twardokus stated that at a future meeting he could provide a demonstration of the revised web site or members of Common Council could visit the IT Department to get a personal review of the website. Due to the changes in the website new web policies will be brought forth. All rules the City uses to govern the non - internet world need to be applied to the internet world as well. The Committee thanked Mr. Twardokus for his presentation. 12. Common Council 1. Healthcare Consortium Mr. Stephen Locey and Assistant City Attorney Donna Este -Green joined the Committee for a discussion on the Healthcare Consortium. Mr. Locey gave an update on the Consortium. Most of the financial work related to the Consortium has been completed. In terms of the rate increase, should the City participate in the Consortium the City's health insurance rate will increase by less than 4% for the year 2010. In terms of cost reductions, savings to the City will be significantly less if the City were to participate in the Consortium as opposed to what the City would experience to remain on its own. Ms. Este -Green stated that language in previous Agreements said that all changes or amendments were to be unilaterally made by the Consortium Board. Ms. Este - Green expressed concerns about this language. Any changes to the Agreement should be made by the respective municipalities' legislative body. In the most recent Agreement dated May 1, 2009, the language was changed to address her City Administration Committee Meeting May 27, 2009 Page 5 concerns. The language now states that "In the event that there are any amendments or modifications, the board will ensure that each respective representative from each respective municipality will have to go to his or her respective board to get approval." HR Director Michell -Nunn asked about the special override authorities. Currently, the City has a Committee that reviews cases denied by BC /BS. The Committee consists of the HR Director, the Controller and the Assistant City Attorney. This Committee has reviewed and made requests to over ride BC /BS's decisions. Sometimes, this Committee has information regarding the situation that would be considered private or secured information. How will this review proceed if the City does become a member of the Consortium? Who would have access to this private information? Mr. Locey stated that there are different aspects to the claims appeal process. First, the person must exhaust all avenues of the appeals process with the insurance company or third party administrator. Second, under Article 47 of the Insurance Law there is a requirement that all Consortiums establish a Claims Review Committee. The Board of Directors will establish this Committee, which may or may not include someone from the member's employer. This Committee will review situations where the claimant is not in agreement with the decision of the 3rd party administrator or insurance company. That Claims Review Committee would be subject to all of the privacy requirements in the NYS Insurance Law and from federal mandates relative to privacy issues. It would be shielded from disclosure from FOIL. For claims that are denied for either lack of medical necessity or things considered experimental or investigational in terms of the treatment, there is a review process through the NYS Insurance Department. All of the information is protected especially since it is dealing with people's health. Mr. Locey will follow up on the confidentiality issue and get feedback or legal counsel from the Consortium in terms of what safeguards could be built into the process to ensure confidentiality. The Committee investigated further the possibility of a separate review by the employer and the employer could decide to cover something outside of the Consortium as long as the employer is bearing the cost that would be separate and distinct from the premium the City would pay under the Consortium. Mr. Locay stated that he would relay this discussion to the Consortium for feedback. City Administration Committee Meeting May 27, 2009 Page 6 Mayor Peterson and Mr. Locey stated that the next step in the process would be that the Tompkins County Council of Governments (TCCOG) would forward a draft resolution to Common Council for consideration. The Committee thanked Ms. Este -Green for assisting in this process and Mr. Locey for the update. 13. Police Department 1. Review of Request for Proposal for Security Services in City Hall Deputy Police Chief John Barber attended the meeting to discuss the Request for Proposal (RFP) for security services in City Hall. Mr. Barber explained that a Police Officer from the Patrol Division is assigned to City Hall. This reduces the number of officers on the street. The security firm would replace the Police Officers who are staffing the security desk in City Hall. The RFP outlines the City's expectations of the security firm, the submission of proposals, contract terms, the scope of services and other instructions to the bidder (e.g. company history, development and retention of personnel, cost proposal and invoicing, etc.) The Committee discussed the proposal and suggested that the RFP be sent out. The results of the RFP would be brought back to Common Council to consider the funding. Alderperson Clairborne and Chairperson Coles praised the officers on their professionalism and admirable treatment of the public and employees. 14. Ithaca Urban Renewal Agency (IURA) 1. Subordination of City's Right of First Refusal, With Regard to Property of Mutual Housing Association of Tompkins County, Inc. Moved by Alderperson Rosario. Seconded by Alderperson Cogan. City Administration Committee Meeting May 27, 2009 Page 7 WHEREAS, Mutual Housing Association of Tompkins County, Inc. (MHATC) owns and manages 28 units of affordable housing located in the Northside Triangle neighborhood, and WHEREAS, MHATC acquired title to a portion of the real property upon which said housing units are located from the City of Ithaca, in 1992, and WHEREAS, in conveying said property to MHATC, the City retained a right of first refusal - i.e., the right to reacquire the property in the event of a future sale or conveyance by MHATC, by matching a bona fide offer received by MHATC, within 60 days of notification of such offer, and WHEREAS, MHATC seeks to manage better its long -term debt by refinancing several existing loans into a consolidated loan of up to $675,000 with Tompkins Trust Company (TTC), and WHEREAS, on May 6, 2009, in order to facilitate said refinancing and to satisfy a condition set by Tompkins Trust Company, the Common Council agreed to subordinate its mortgage lien on certain property previously sold to MHATC by the City for its affordable housing project, and WHEREAS, another condition of Tompkins Trust Company financing is that the City agree to subordinate (to that lender) its right of first refusal regarding that property,and WHEREAS, the City views the proposed refinancing as critical to MHATC's ability to continue to operate successfully and to provide a unique form of affordable housing, and WHEREAS, the practical effect of the requested subordination appears to be minimal, since, in the event of a foreclosure, any interest on the part of the City in reacquiring the property for value would presumably be welcomed by the lender /creditor; now therefore be it RESOLVED, That, in order to induce Tompkins Trust Company to refinance and consolidate the debt of the Mutual Housing Association of Tompkins County, the City Administration Committee Meeting May 27, 2009 Page 8 Common Council of the City of Ithaca hereby agrees to subordinate to that lender the City's right of first refusal, with regard to the reacquisition of Tax Map Parcel No. 25 -3 -1.1 (as set forth in a deed from the City to MHATC, dated April 30, 1992, and recorded in the County Clerk's office in Book 686 of Deeds at Page 123), which subordination shall not be assignable without the City's consent, and be it further RESOLVED, That the Mayor, upon the advice of the City Attorney, is hereby authorized to execute such instruments and take such other steps as are necessary to implement this resolution. A vote on the resolution resulted as follows: Passed unanimously. 15. Human Resources (HR) Department 1. Request to Assign Network Integration Specialist Position to CSEA Administrative Unit Moved by Alderperson Cogan. Seconded by Alderperson Zumoff. WHEREAS, in 2004, the Department of Labor issued new rules establishing eligibility for exemption from overtime pay in accordance with Section 13(a)(1) of the Fair Labor Standards Act, as defined by Regulations, 29 CFR Part 541, and WHEREAS, in an attempt to ensure compliance, the Human Resources Department re- evaluated all currently designated FLSA- exempt positions, and WHEREAS, the position of Network Integration Specialist was determined to be non - exempt based on the revised Information Technology regulations and, therefore, became eligible for overtime pay, and WHEREAS, one of the primary communities of interest among Executive Association positions is their exempt status, and many of the terms and conditions of their contract are based on this premise, particularly as it relates to accrual use and flexibility of work schedules, and City Administration Committee Meeting May 27, 2009 Page 9 WHEREAS, In the 2007 -2011 collective bargaining agreement between the City of Ithaca and the Executive Association, the Network Integration Specialist title was authorized to be transferred to the CSEA Administrative Unit upon the completion of impact negotiations for the current incumbent, and WHEREAS, the Network Integration Specialist position has become vacant, so there is no longer a need to conduct impact negotiations; now therefore be it RESOLVED, That Common Council hereby assigns the Network Integration Specialist position to the Civil Service Employees Association, Inc., Local 1000, AFSCME, AFL -CIO, Administrative Unit at salary grade 12. A vote on the resolution resulted as follows: Passed unanimously. 2. Director's Report. HR Director Michell -Nunn reported on the following: Quarterly Recognition for Common Council: HR Director Michell -Nunn asked that the Quarterly Recognition be added to the next Common Council agenda. Diversity Consortium Roundtable: The Diversity Consortium Roundtable was held on May 7, 2009 and was a very successful event. About 200 people participated in the event and gave positive feedback. Brunch for Diversity: The Diversity Consortium of Tompkins County (DCTC) is sponsoring the Brunch for Diversity - Sunday - June 7, 2009 - 11:30 a.m. to 2:00 p.m. - The Boatyard Grill. 10% of the proceeds from the brunch will be donated to the DCTC. The funds raised through this event will assist the DCTC with their educational and community building efforts. Crisis Action Team (CAT): The CAT was formed in response to issues and concerns around the H1N1 Flu pandemic. This group identified areas that needed to be addressed. The CAT will work with the bargaining units to create guidelines or a process that would explain what will happen during a crisis (e.g. who comes to work, what they will be paid, what will be their duties, etc.) City Administration Committee Meeting May 27, 2009 Page 10 16. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Budget (2010): The 2010 Budget work has started. Capital projects requests are out and will be due shortly. The Mayor's budget guidelines will be out within the next week. As usual, there will be concerns and cautions as the budget is developed. Items that will be looked at that impact the budget are health insurance cost, fuel prices, pension cost, store closing, job losses, housing market, state aid, sales tax revenue, building permit revenues and revenue collections. Labor Contracts: Labor contracts are in place but are scheduled to expire at the end of 2010. The City knows what the impact of the contracts will be for 2010. Debt Load: As the City moves forward, reducing its debt load and keeping its bond rating will be important. Sales Tax (2009): Collections through March have declined about 5% or $155,000 lower in 2009 as compared to 2008. In the City's most recent collections, it was down 11 %. If this pace continues, the City will be short of its budget estimate by some $560,000. Fuel Cost: Increasing fuel cost will mean on one hand that our sales tax related to this cost will increase. It will also cost the City more. Building Permits: The City budgeted $380,000. Collections to date suggest that the City might be slightly under this number. Cornell University Contribution: Contributions from Cornell University increased 3.8% to $1,172,770 in 2009; this is a $43,000 increase over 2008. Consumer Price Index (CPI): The CPI continues to be under 1% increase. If this continues, the City will not see much of an increase from Cornell University. Parking Revenue: Parking revenue is budgeted at $1,665,000 and the City is on pace to exceed that budget amount. City Administration Committee Meeting May 27, 2009 Page 11 Fine Revenues: The City budgeted $929,000 for fine revenue and is currently collecting at this budget level. Health Insurance: If projected out, the health insurance cost is within the 2009 budgeted amount of $7,000,000. Overtime: The City is currently within the budgeted amount of $871,000. Audit (2007): Common Council members will receive the 2007 Audit in draft form for action at next month's meeting. State Report (2008): The Controller's Office is working on the 2008 State Report and audit. Procurement Card /Credit Card: A Request for Proposals (RFP) for a combination City procurement card and a credit card acceptance program will be sent out tomorrow. Staff is looking forward to the procurement card and the public is looking for the acceptance of credit cards to pay taxes and other services provided by the City. Future Agenda: For a future agenda, a discussion should take place on the impact of the Apprenticeship policy. 17. Reports 1. Mayor's Report. None. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Ithaca Festival: The Ithaca Festival starts Thursday - May 28, 2009. 4. Next Month's Meeting: June 24, 2009. City Administration Committee Meeting May 27, 2009 Page 12 18. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 10:11 P.M.