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HomeMy WebLinkAboutMN-CA-2010-03-01Members Present: Members Excused: Council Members Present: Staff CITY ADMINISTRATION COMMITTEE Regular Meeting March 31, 2010 Alderperson Coles, Alderperson Mohlenhoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Alderperson Zumoff Alderperson Dotson Present: Dan Hoffman (City Attorney), Roxy Johnston (Watershed Coordinator), Ed Vallely (Police Chief), John Barber (Deputy Police Chief), Alan Karasin (Senior Network Administrator), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Nels Bohn (IURA), James Miller (Hangar Theater Attorney), Jeanne Leccese (Tompkins County Planner), 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 The following item has been added to the agenda: Item 12.4 - Common Council - Fire Department - Request to Amend 2010 Budget for New York State Grant. City Administration Committee Meeting March 31, 2010 Page 2 4. Approval of Minutes Alderperson Mohlenhoff made a motion to approve the minutes, with corrections, from the February 24, 2010 meeting of the City Administration Committee. Seconded by Alderperson Rooker. Motion carried 3 -0. ( Alderperson Clairborne was absent from the vote.) 5. Statements from the Public. None. 6. Employee Comments Roxy Johnston, Watershed Coordinator, spoke about the CSEA Classification and Compensation Study. Even though this item was not on the agenda tonight, Ms. Johnston just wanted to keep this fresh in the minds of the Committee. Ms. Johnston mentioned that the Alternatives Federal Credit Union updates the living wage study every two years. Each time a new living wage is established and City employees are paid below that level and a Memorandum of Understanding is required to adjust City wages. Ms. Johnston stated that the City did make an attempt to address lagging starting /hiring salaries in the CSEA Administrative Unit contract for the time period January 2003 to December 2006. Ms. Johnston encouraged the City to move forward on the implementation of the CSEA Classification and Compensation Study. Alan Karasin, Senior Network Administrator, commented on the resolution for the continued funding of the security detail in City Hall. The security concerns especially in government buildings can no longer be ignored. The safety of employees, elected officials and the public is very important. Mr. Karasin agrees with continuing the funding for security initiatives that go beyond just simple screening but requests that Common Council not adopt the recommendations to implement screening of City employees coming into City Hall. Mr. Karasin spoke about what he has observed when it comes to screening delivery personnel such as mail carriers, FedEx, UPS, newspaper delivery people, etc. They are not screened but are passed through. Other vendors or people who are here for the day are initially screened and given a visitors badge. When these individuals leave the building and return, they are just waved through without any kind of check into what they are bringing into the building the second or subsequent times. Why are these exceptions made? Mr. Karasin went on to suggest one way to address security such as having a kiosk downstairs. This would allow a one stop shopping for a lot of things that people come into the building to do (e.g. pay parking tickets, pick up /drop off applications, pay water bills, etc.) These people would not need to be screened and if they are not coming into City Hall then they are not a threat to the people in the building. Of course, this will not cover City Administration Committee Meeting March 31, 2010 Page 3 meetings. In regards to employee screening, Mr. Karasin feels strongly that it is a violation of personal privacy for very little gain. If an employee wants to get something into the building all they have to do is mail it to themselves at the City Hall address or bring it in after hours. Even with the new locking system many employees will have access to the building on off hours and weekends. In lieu of screening employees Mr. Karasin suggested making City employees more responsible for security. 7. Common Council Response Chairperson Coles responded to the comments about City Hall security. The Workplace Violence Prevention Team has been discussing other means of security such as the keyless entry and will be bringing forth information to this Committee. Chairperson Coles agrees that screening all City workers who come into City Hall and redesigning the first floor are impossible tasks because of the lack of money and /or equipment. 8. Workforce Diversity (WFD) Advisory Committee Update. None. 9. Safety Committee Update. None. 10. Communication Committee Update. None. 11. Ithaca Urban Renewal Agency (IURA) 1. Housinq Fund 2009 Funding Round - Review of Projects Recommended for Funding Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhoff. WHEREAS, review of the first round of funding applications to the Housing Fund has been completed and the following three housing projects are recommended for funding: Applicant Project Dollar Number of Location Amount Units Recommended INHS Holly Creek $200,000 11 for -sale Town of Townhomes townhomes Ithaca INHS /Pathstone Women's $75,000 50 City of City Administration Committee Meeting March 31, 2010 Page 4 , and WHEREAS, on April 1, 2009, the Common Council of the City of Ithaca authorized the Mayor to execute a Memorandum of Understanding (MOU) between the City of Ithaca, Tompkins County and Cornell University to develop, fund, and administer the Community Housing Affordability Program and the Community Housing Trust Program (Collectively known as the "Housing Fund "), and WHEREAS, on April 1, 2009, the Common Council further found that the most appropriate locations for new housing units assisted through MOU funds are project sites located within existing urbanized areas of the County, rather than in new growth nodes or other areas of the County, and WHEREAS, the Community Housing Affordability Program assists with pre - development costs associated with residential, and mixed -use real estate development projects primarily benefiting low- and moderate - income households, and the Community Housing Trust Program is a program designed to ensure that newly constructed or rehabilitated homes that are made available to low- and moderate - income households remain affordable to future generations of buyers, and WHEREAS, per the MOU, in the first year Cornell committed to contribute $200,000 and the City of Ithaca and Tompkins County each committed to contribute $100,000, thereby providing a pool of up to $400,000 to fund housing projects, and WHEREAS, City funds committed in year one of the MOU shall derive from Gateway Loan proceeds held by the Ithaca Urban Renewal Agency, and Community Building apartments Ithaca Tompkins Magnolia $70,000 14 SRO City of Community House units for Ithaca Action homeless women , and WHEREAS, on April 1, 2009, the Common Council of the City of Ithaca authorized the Mayor to execute a Memorandum of Understanding (MOU) between the City of Ithaca, Tompkins County and Cornell University to develop, fund, and administer the Community Housing Affordability Program and the Community Housing Trust Program (Collectively known as the "Housing Fund "), and WHEREAS, on April 1, 2009, the Common Council further found that the most appropriate locations for new housing units assisted through MOU funds are project sites located within existing urbanized areas of the County, rather than in new growth nodes or other areas of the County, and WHEREAS, the Community Housing Affordability Program assists with pre - development costs associated with residential, and mixed -use real estate development projects primarily benefiting low- and moderate - income households, and the Community Housing Trust Program is a program designed to ensure that newly constructed or rehabilitated homes that are made available to low- and moderate - income households remain affordable to future generations of buyers, and WHEREAS, per the MOU, in the first year Cornell committed to contribute $200,000 and the City of Ithaca and Tompkins County each committed to contribute $100,000, thereby providing a pool of up to $400,000 to fund housing projects, and WHEREAS, City funds committed in year one of the MOU shall derive from Gateway Loan proceeds held by the Ithaca Urban Renewal Agency, and City Administration Committee Meeting March 31, 2010 Page 5 WHEREAS, a Program Oversight Committee (POC) has been established to govern the Housing Fund made up of representatives from each funder, including Maria Coles, J.R. Clairborne and Doug Dylla from the City, but that final funding decisions regarding expenditure of City MOU funds shall be approved by the Common Council, and WHEREAS, the POC is scheduled to meet on April 8, 2010 to develop a specific funding plan matching funding sources with housing projects recommended for funding; and WHEREAS, each funding entity has internal guidelines for use of its funds; and WHEREAS, the City's representatives on the POC seeks guidance from the Common Council on this matter; now, therefore, be it RESOLVED, That the Common Council for the City of Ithaca hereby recommends that up to $100,000 of City MOU funds be directed to support either, or both, of the recommended housing projects located within the City for assistance through the Housing Fund, and be it further RESOLVED, That City's appointees to the Program Oversight Committee, upon the advice of the Ithaca Urban Renewal Agency, are authorized to craft a proposal for specific use of City funds to result in fully funding all three housing projects recommended for funding through the first year of the Housing Fund program. After discussion, Alderperson Mohlenhoff made a motion to amend the resolution by deleting the both Resolves and adding the following Resolve: Resolved, that the Common Council concurs with the IURA that both the Women's Community Building (WCB) and the Magnolia House projects are suitable for City funding through the 2009 funding round of the Housing Fund, with top priority assigned to the WCB project. Seconded by Alderperson Clairborne. Motion carried 4 -0. A vote on the main resolution as amended resulted as follows: Passed unanimously. City Administration Committee Meeting March 31, 2010 Page 6 12. Common Council 1. Approval For Continued Funding Hall Security Moved by Alderperson Clairborne. Seconded by Alderperson Mohlenhoff. 1. WHEREAS, the 2008 Common Council resolution approving the City's Workplace Violence Prevention Policy notes that: In January 2006, the New York State Legislature enacted a workplace violence prevention law which mandated that public employers must develop and implement programs to prevent workplace violence. These programs are mandated to consist of three (3) components: an evaluation of the workplace, a written workplace violence prevention policy, and training of all employees. In June 2007 New York State promulgated regulations concerning Public Employer Workplace Violence Prevention Programs (12 NYCRR Part 800.16). In response, the City of Ithaca formed a committee of staff from various City departments, including Police, Legal, Human Resources, Building, Information Technologies as well as a Common Council liaison. The task of this committee was to develop and implement programs to prevent workplace violence, including the drafting of a proposed workplace violence prevention policy. , and 2. WHEREAS, the City's Workplace Violence Prevention Policy adopted by Common Council on April 2, 2008, states that: The City of Ithaca is committed to providing a safe workplace environment for all employees. Acts or threats of violence including intimidation, harassment, and /or coercion, which involve or affect the City and /or its employees, will not be tolerated. Similarly, acts or threats of violence including intimidation, harassment, and /or coercion will not be tolerated in City buildings or on City property. All employees are City Administration Committee Meeting March 31, 2010 Page 7 expected to conduct themselves in a manner that is consistent with this policy. It is also City policy that all employees have the right to work in an environment where the safety of each individual is paramount. , and 3. WHEREAS, the goals and objectives of the City of Ithaca's Workplace Violence Prevention Policy are: 1. to reduce the potential for violence in and around the workplace, 2. to encourage and foster a work environment that is characterized by respect and healthy conflict resolution; 3. to mitigate the negative consequences for employees who experience or encounter violence while at work. ", and 4. WHEREAS, recent regional and national violent events which have resulted in loss of life have underscored the basis for the New York State Legislature's mandate for safe working environments for public employees, and 5. WHEREAS, according to the Bureau of Labor Statistics, in 2007, assaults and violent acts were the second leading cause of workplace fatalities, and that workplace murders have accounted for one of every 6 fatal occupational injuries, and 6. WHEREAS, in October 2006, the Bureau of Labor Statistics found that a total of 2,520 local governments with an employee workforce of between 250 and 999 experienced an incident of workplace violence, and 7. WHEREAS, on September 2, 2009, Common Council approved a resolution to fund private security services at the Ithaca City Hall on a trial basis, until City Administration Committee Meeting March 31, 2010 Page 8 April 9, 2010, at which time the services would be evaluated with results reported to Common Council, and 8. WHEREAS, RISCS, Inc., has been providing approximately 60 -70 hours a week for armed security services at City Hall since September 21, 2009, and 9. WHEREAS, the City of Ithaca Workplace Violence Prevention Committee, in conjunction with the Ithaca Police Department, evaluated the services provided by RISCS and compiled a comprehensive Performance Evaluation Report (undated; final version circulated via email on 3/23/10), and 10. WHEREAS, the Workplace Violence Prevention Committee and the Ithaca Police Department strongly support continued funding for private security services at City Hall, and 11. WHEREAS, in the recent (2010) City Hall Security Performance Evaluation Survey the responses on the part of City employees indicate that a clear majority of respondents feel more secure and psychologically comfortable as a result of the enhanced security, that these majorities have increased since previous survey in 2009, and that in the 2010 survey 65% of City Hall respondents want security to continue at the same level, a 58% increase over the 2009 responses, and 12. WHEREAS, the Ithaca Police Department is prepared to continue to oversee security services at City Hall and to ensure that proper training is provided and documented, and 13. WHEREAS, the 2010 City budget includes $55,000 in Restricted Contingency Funds for the continuation of said private security service, through the remainder of 2010, and 14. WHEREAS, the estimated cost of continuing said private security services from April 9, 2010 through December 31, 2010, is now (as a result of further experience) $66,000; now, therefore be it City Administration Committee Meeting March 31, 2010 Page 9 RESOLVED, That Common Council hereby approves the continuation of private security services at City Hall, as provided by RISCS, Inc., through December 31, 2010, and be it further RESOLVED, That Common Council hereby authorizes the transfer of $55,000 in funds for said services from Account A1990 - Restricted Contingency to Account A3120- 5434 -5009 - Contracts, as well as the transfer of any additional amount required for such services in 2010, up to a maximum of $36,000 from Account A1990 - Unrestricted Contingency to Account A3120- 5435 -5009 - Contracts. A vote on the main resolution as amended resulted as follows: Passed unanimously. 2. Approval of Modification of Certain Terms of the Lease Between the City and Center for the Arts at Ithaca, Inc. (commonly known as the Hangar Theatre) Moved by Alderperson Mohlenhoff. Seconded by Alderperson Rooker. (1) WHEREAS, the City of Ithaca (hereinafter "City ") has leased City land and buildings to the Center for the Arts at Ithaca, Inc. (hereinafter "CAI "), a not -for- profit organization that operates a performing arts program and theater commonly known as the Hangar Theatre, for at least 35 years, and (2) WHEREAS, the current, 20 -year lease with CAI, for the premises at 801 Taughannock Boulevard, expired on or about December 31, 2008, and has been extended on a year -to -year basis since then, and (3) WHEREAS, after discussion and negotiations, City and CAI representatives agreed upon the terms of a new, long -term lease for the premises CAI has occupied, and the City gave its consent for CAI to undertake substantial improvements to the site and the buildings on it, at a total cost estimated at more than $3,000,000, primarily at CAI's expense (except for certain site work which the City agreed to perform and /or pay for), and (4) WHEREAS, on July 1, 2009, this Common Council approved the terms of a new lease agreement between the City of Ithaca and CAI (as outlined in a summary City Administration Committee Meeting March 31, 2010 Page 10 dated 6/18/09), and authorized the Mayor, upon the advice of the City Attorney, to execute a lease containing substantially such terms, on behalf of the City, and (5) WHEREAS, subsequently, representatives of CAI realized that certain of the lease terms as described in the aforementioned summary could have the effect of limiting CAI's ability to be financially self- supporting, and, as a result, CAI is requesting clarification and /or modification of such terms, and (6) WHEREAS, allowing CAI to offer either not - for - profit or for - profit entities the opportunity to operate a refreshment concession during theater performances was and is the City's intention, even though the current language of the lease terms as approved by Council could be interpreted to limit such operation to not -for- profit entities, and (7) WHEREAS, the request of CAI to be permitted under its lease to sublet the performance space, on an incidental and short -term basis and at a fair- market rate, to other entities for the production of performing arts events (such as a concert, dance or film), whether such entities are not - for - profit or for - profit, is consistent with the City's hope and intention that this leasing arrangement will strengthen the viability of CAI as an ongoing operation, and bring more and more varied cultural and artistic experiences to the City and its residents, now therefore be it RESOLVED, That the Common Council hereby approves a modification of the terms of the previously- approved, new, long -term lease arrangement between the City and CAI, such that: (1) The lease will make it clear that any refreshment sales conducted at the time of performances may be operated by either a not - for - profit or for - profit entity; and (2) The CAI will be permitted to sublet the performance space, on an incidental, short -term basis and at a fair- market rate, to another entity that is either not - for - profit or for - profit, but, in the latter case, only for the production of a performing arts event (such as a concert, dance or film), and be it further City Administration Committee Meeting March 31, 2010 Page 11 RESOLVED, That the Mayor, upon the advice of the City Attorney, is hereby authorized to execute a lease with the Center for the Arts at Ithaca, Inc., that contains substantially the same terms as described immediately above (together with the other terms listed in the summary dated 6/18/09). A vote on the main resolution as amended resulted as follows: Passed unanimously. 3. Authorization to Enter into an Agreement with the Greater Tompkins County Municipal Health Insurance Consortium Moved by Alderperson Rooker. Seconded by Alderperson Clairborne. WHEREAS, the Tompkins County Council of Governments ( TCCOG) is comprised of all the municipalities in Tompkins County, and WHEREAS, the City of Ithaca is a member of the Tompkins County Council of Governments ( TCCOG), and WHEREAS, health care costs for Tompkins County and other local governments have been increasing each year at rates much higher than inflation, which can be addressed by pooling our buying power, and WHEREAS, in 2007 the County, on behalf of TCCOG accepted an incentive grant award under the New York State Shared Municipal Services Program to assist the municipalities in Tompkins County to create a local municipal health care consortium, and WHEREAS, the Greater Tompkins County Municipal Health Insurance Consortium will develop health benefits coverage for all participating municipalities with the intent to provide a net savings to the taxpayers of Tompkins County, a goal of the City of Ithaca supports, and WHEREAS, TCCOG encourages the signing of an inter - municipal agreement by TCCOG members; now, therefore be it City Administration Committee Meeting March 31, 2010 Page 12 RESOLVED, That Common Council hereby authorizes the Mayor to execute the inter - municipal agreement effective May 1, 2010 with the Greater Tompkins County Health Insurance Consortium for the New York State Shared Municipal Services Program. A vote on the main resolution as amended resulted as follows: Passed unanimously. 4. Fire Department - Request to Amend 2010 Budget for New York State Grant Moved by Alderperson Mohlenhoff. Seconded by Alderperson Clairborne. WHEREAS, the City of Ithaca is the lead recipient of a 2008 New York State Office of Homeland Security Hazardous Materials Grant in the amount of $68,844.00, and WHEREAS, the City of Ithaca as the lead recipient is responsible for the financial execution and administration of the grant, and WHEREAS, the other grant recipients include Cayuga County, Chemung County, Cortland County, Schuyler County, Seneca County, Steuben County and Tioga County, and WHEREAS, the Homeland Security Grant will be used to purchase a Smith Detection GasID on New York State Contract for $59,844.00, and WHEREAS, the remaining $9,000 will be used for training cost for City of Ithaca employees and employees and or agents of partner agencies; now, therefore be it RESOLVED, that Ithaca Common Council hereby amends the 2010 Authorized City Budget by the amount not to exceed $68,844.00 to be used for said expenses as outlined by the 2008 New York State Office of Homeland Security Hazardous Materials Grant with amended budgets as follows: Increase Revenue Account: A3410 -3989 State Aid $68,844 City Administration Committee Meeting March 31, 2010 Page 13 Increase Expense Accounts: A3410- 5225 -12150 Other Equipment $59,844 A3410- 5440 -12150 Staff Development $9,000 And be it further RESOLVED, that income received from the 2008 New York State Office of Homeland Security Hazardous Materials Grant shall be used to reimburse the City of Ithaca for its expenses, as outlined by the grant. A vote on the main resolution as amended resulted as follows: Passed unanimously. 13. Human Resources (HR) Department 1. Director's Report. HR Director Michell -Nunn reported on the following: Police Officer Exam: The deadline was today at 4:30 p.m. to submit applications for the Police Officer exam. The 386 applications that were received will be reviewed to determine if they meet the minimum qualifications. The qualified applicants will be invited to the exam on May 8. Ms. Michell -Nunn acknowledged the work of the recruitment team for the efforts they put forth in recruiting individuals to apply for the exam. A special thanks was given to Sergeant Garin because of the significant amount of time he devoted to outreach such as TV commercials, advertisements on TCAT buses, etc. The results of the outreach were seen by the overwhelming number of applications from diverse groups. Ms. Michell -Nunn stated that to be successful, departments must participate in their recruitment. Flexible Spending Account (FSA) Program: SIEBA, our third party administrator, distributed the Benny cards to participants in the flexible spending program. This will steam line the process. These are credit /debit cards that participants could use to purchase pharmaceutical supplies as well as pay for services that are not covered by the insurance company. Sister Friend 6t" Celebration: This event was held on March 18 and was a huge success. Over 300 females attended the event. Amy Dickinson was the guest speaker. City Administration Committee Meeting March 31, 2010 Page 14 Undoing Racism Workshop: The City is participating in the collaborative efforts around the Undoing Racism Workshops. There will be three (3) separate workshops with three (3) sessions each. The first session of each workshop will begin on April 21St, April 22nd, and April 23rd and will be held for the next two consecutive weeks. The City received thirty (30) slots and has filled these slots with City employees. Assistant City Attorney Search: Members of the search committee, which include three (3) members of Common Council, will be contacted regarding the initial meeting. Firefighter Exam: The Firefighter exam was held March 6, 2010. The City tested at its site about 215 applicants while the remaining applicants were tested at other sites. 14. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: State Budget: The State Budget has not been passed. There will be delays in funding. The City will receive a 5% cut in the funding from the State. CHIP Funding: The Consolidated Highway Improvement Program (CHIP) funding will remain at the current level of $360,000. Pension Cost: The pension cost is increasing. The City will try to fund this on a cash basis so as not to incur interest on any outstanding amounts. Sales Tax Revenue: The 2009 sales tax revenue was off budget estimates by $950,000. The current 2010 collections are up by about 4.5 %. One reason for the increase is the fact the fuel costs are up as compared to the same time period a year ago. Consumer Price Index (CPI): The CPI for February was 3.4 %. Health Insurance Cost: The health insurance claims continue to remain very high. City Administration Committee Meeting March 31, 2010 Page 15 Overtime: The overtime cost is running slightly higher than the budget estimate at this time. Parking Revenue: The parking revenue is below budget. This is to be expected since the one hour free parking is still in place. If the revenue continues to be below budget, the City will be short about $325,000. The Controller will share this information with the Board of Public Works. 2009 Activity: The Controller's Office will soon be done with posting 2009 activities. There is a deficit of about $250,000. This amount is lower than expected due to the savings from delaying /freezing in hiring and to the receiving of unanticipated revenues. Conference: The Controller and Deputy Controller attended the annual conference of the Government Finance Officers Association. Topics included retirement fund balance; credit card security, ethics fiscal distress, Fair Labor Standards Act, financial policies as well as receiving many new accounting and auditing standards. Healthcare Consortium: The Health Care Reform legislation may impact the Consortium. Some coverage changes will take place such as adult children being able to stay on employees' insurance until age 26, life time annual limits be removed for some costs, and for the 2011 tax year the W -2s may have to include the overall cost o f health insurance for each employee. Some changes will take effect in 2010 and others will be pushed out to years beyond 2010. 5 -Year Multi -Year Financial Plan: The Controller's Office is finalizing the 5 -year multi -year financial plan that is due into the State. 15. Reports 1. Mayor's Report. The Mayor reported on the following: Employee Input Program: An employee made a suggestion on a way to save money with the solar water heaters at the Youth Bureau. The City applied for and was awarded grant money from NYS Energy and Research Development Authority to fund this project. City Administration Committee Meeting March 31, 2010 Page 16 2009 Savings: The Vacancy Review Committee has saved the City money by delaying /freezing the filling of vacant positions. Capital Project Program: The Capital Project Ad Hoc Committee continues to meet. The Committee is making progress on the forms and some of the questions asked about capital project submittals. 2. 5ub- Committee Updates: None. 3. Council Members' Announcements: Alderperson Mohlenhoff reported that information will be forthcoming from United Way about meeting its campaign goal. Alderperson Mohlenhoff thanked the employees who contributed to United Way and JoAnn Cornish for her leadership and for being the City's United Way campaign chair. 4. Next Month's Meeting: April 28, 2010. 16. Adjournment With no further business and on a motion by Alderperson Clairborne, the meeting was adjourned at 8:53 p.m.