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HomeMy WebLinkAboutMN-CA-2011-06-01CITY ADMINISTRATION COMMITTEE Regular Meeting June 29, 2011 Members Present: Alderperson Mohlenhoff, Alderperson Rooker, Alderperson Clairborne, Mayor Peterson Members Excused: Alderperson Zumoff Council Members Present: Alderperson Dotson, Alderperson Myrick Staff Present: Valerie Saul (Deputy HR Director), Dan Hoffman (City Attorney), Ray Benjamin (Asst Supt), Bill Gray (Supt of Public Works), Duane Twardokus (IT Director), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Krin Flaherty (Asst City Attorney), Members of the Public, Members of the Media Chairperson Clairborne called the meeting to order at 7:06 p.m. 1. Chairperson Greeting & Opening Statement Mayor Peterson introduced Alderperson Clairborne as the new Chair of the City Administration Committee and Alderperson Mohlenhoff as the new Vice - Chair. Chairperson Clairborne welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements. None. 3. Agenda Review and Amendments. None. 4. Approval of Minutes Alderperson Rooker made a motion to approve the minutes, with corrections, from the May 25, 2011 meeting of the City Administration Committee. Seconded by Alderperson Mohlenhoff. Motion carried 3 -0. 5. Statements from the Public Nikki Seyward of Ithaca spoke in support of the City joining the Sweat Free Shop Consortium and about the City not being a living wage employer. 6. Employee Comments. None. City Administration Committee Meeting June 29, 2011 Page 2 7. Common Council Response HR Director Schelley Michell -Nunn responded that the City does pay a livable wage to its permanent employees. When it comes to youth employment in summer camps or programs, the City does not pay them a livable wage because they are considered in a different category. How the City defines seasonal employees is different than the Workers Center's definition. 8. Workforce Diversity Advisory Committee (WDAC) Update The WDAC heard presentations from the City Controller and the City Attorney on their diversity plans. The WDAC reviewed the draft of the resident survey and provided feedback, which will be communicated to the appropriate parties. 9. Safety Committee Update. None. 10. Regular Reports from Departments Reporting to CA — Information Technology IT Director Duane Twardokus reported on the department's diversity plan. Mr. Twardokus reported on the following: Diversity Roundtable: Mr. Twardokus attended the Diversity Roundtable on June 9 at Ithaca College. He attended two workshops. The first workshop was on Transgender Inclusivity in the Workplace. The presenters introduced themselves and then asked everyone to introduce themselves. In doing this, attendees had to say who there were, where they work, what they do, why they are here and what was their gender preference. It made sense to start the workshop this way since this session was about transgender and people going through transgender identity changes. Appearances that we see may not be the way people wish to be referred. And if folks indicate to us that they would like to be referred to by a different gender than we expect, we should be respectful of that. One person in the workshop was going through a transgender identity change. So, the appearance appeared to be a male but preferred to be referenced by female pronouns. The second workshop was on Thinking Strategically About Diversity and Inclusion. This workshop impressed on Mr. Twardokus how far the City has come with matters of diversity but still had a way to go. The goal to achieve is to have more measureable goals. The City has good leadership with respect to diversity but it is also important for the City to focus on measureable goals. How do we actually measure our achievement in terms of closing that diversity gap? New City Website: The City launched a new website in May 2011 and received positive feedback. To make sure that the new website would be a useful resource for a broad array of people in the community, the IT Department sought out folks with disability. They met and talked to Erin Sember- Chase, who works at the Cornell Employment Disability Institute. Cornell University has some resources that could help with evaluating the City's website in terms of accessibility. They looked at the website and gave IT suggestions on how to make the website more accessible for people with disabilities. City Administration Committee Meeting June 29, 2011 Page 3 IT Department also contacted Finger Lakes independence Center (FLIC) to get their assistance in implementing some of the changes that were recommended. There were very helpful. After the changes were made, FLIC told IT whether or not they had fulfilled the goal. FLIC made it clear to IT that the standards of accessibility are clear but not very achievable right now with the state of web technology, especially for a website like ours that is hosted by a third party. Some goals that FLIC would like to see achieved with the website will come about with advances in web technology. IT has put these goals on a list of things to do over the next few years in addition to working actively with our current provider to see if they could help us fulfill these goals. IT worked with our service provider to embed Google's language converter on the website. What this means is that once you convert it into your preferred language then you can read it in that language throughout the entire website. There are some words that cannot be readily translated from English into a non English language. The website can now be converted into 52 non English languages and this list of language is being expanded on by Google. Disability Advisory Council (DAC): Last year IT had an opportunity to meet with Disability Advisory Council (DAC) to discuss how IT can assist them with their mission. DAC suggested installing a large screen monitor in the public gallery of Common Council Chambers to assist those who have impaired vision. As it turns out some people with impaired vision would find it difficult to see clearly the entire room. This item will be put on IT's list of things to purchase at the end of the year if money is available. DAC asked if emergency buttons could be put in the restroom stalls used by those who have disabilities. A number of people who need assistance in getting around with mobility use one of our restrooms and get in a situation where they cannot move or need some help. IT has included this request in the specifications for a capital project for 2014. IT helped DAC conduct a public survey of folks with disability about how passable City sidewalks are for them under different conditions. Are they in good conditions themselves? Are they maintained well in adverse weather conditions? Are there any impediments that they can't get around or make it difficult for them to get around on the sidewalks? The survey was posted on the City's website for folks who wanted to participate in the survey. Software and Supply Purchases: The last 8 -9 years, the IT Department has purchased the majority of its supplies and software from Software House International. This company is the largest minority and woman - owned business enterprise in the United States. They perform beautifully and provide the needed product in a timely fashion. Budget Assistance: A few years ago, the IT Department permanently transferred $18,000 to GIAC budget to assist those who earned less than the living wage. He mentions this because at the Diversity Roundtable during the keynote address, it was said that we need to see diversity in its many facets; in terms of race, gender, gender preference, income status, abilities, etc. Sometime we overlook income status. Mr. Twardokus recognizes the fact that people with limited means often are at a disadvantage in terms of just achieving the basic minimums. Sometimes they are put in a position of having to decide between food, medicine, sending a child to camp, car repairs, etc. This is an impediment to development. Since the City has made a commitment to livable wage and this was an issue during one of the Common Council budget sessions a few years ago, he believed that this was something he had to do. City Administration Committee Meeting June 29, 2011 Page 4 Goals for the Future: IT has set goals for the future. One goal is being able to reach out to disadvantage youth in the community. Many youths do not know the many opportunities in IT. They need someone to help them. Some of the youth in our community do not have a computer or access to one except at school, GIAC or the Youth Bureau. IT has reached out to GIAC and the Youth Bureau to talk about how IT could go to these departments on a weekly basis to teach youth about different software packages; how to set up the hardware; about networking, what it means to use computers in terms of productivity and to counsel them about career opportunities and what it takes to get there. Another future goal for IT is to have an internship for folks from under represented communities. Mr. Twardokus would like this to be a paid internship and may approach Common Council about funding for this endeavor. Alderperson Rooker asked how the IT Department was able to transfer $18,000 to another department. Mr. Twardokus explained how, during the budget process, he made a last minute decision to assist GIAC with paying some staff who were making below the living wage. HR Director Michell -Nunn stated that having a non paid internship, which could allow the intern to get school credit, is better than having no internship or the Youth Employment Services (YES) could pay their wages. Mr. Twardokus thanked Ms. Michell -Nunn for her comment and stated that he would brainstorm with her to see how his department can make this happen. The Committee thanked IT Director Duane Twardokus for his report. 11. Mayor's 2012 Budget Message and Updates Mayor Peterson expressed her thoughts on the current economic situation and gave a brief report on her expectations for the upcoming 2012 budget process. The Mayor stated that these expectations were officially sent to department heads in early June. 12. Department of Public Works Request for Funds for Purchase of Pay Stations Moved by Alderperson Mohlenhof. . Seconded by Alderperson Rooker. WHEREAS, the Department of Public Works has been using four Parkeon Pay and Display stations since March 2011 for a trial period in two downtown parking lots, and WHEREAS, these machines have worked extremely well during the trial period; are generating additional revenue due to the ability of credit card use; have provided reliable reporting data; and are user friendly, and WHEREAS, due to prior problems with Parkeon equipment used by the City, the manufacturer of the units has offered the machines at a deeply discounted price with warranties, and City Administration Committee Meeting June 29, 2011 Page 5 WHEREAS, based on the increased revenue generation, the payback period on the machines will be short, and WHEREAS, the estimated cost for all four Pay and Display units will be $28,500, and WHEREAS, the Capital Reserve for Parking Areas has a balance of $79,000, and is able to absorb the costs for these Pay and Display stations; now, therefore be it RESOLVED, That Common Council hereby approves the acquisition of up to four Pay and Display units at a cost not to exceed $28,500 from Capital Reserve 14 Parking Areas. A vote on the resolution resulted as follows: Passed unanimously. 2. Intersection Bulb -outs on West Green & West Seneca Street Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhof£ A resolution authorizing implementation and funding in the first instance 100% of the federal aid - eligible costs and State "Marchiselli" program -aid eligible costs, of a transportation federal - aid project, and appropriating funds therefore. WHEREAS, a Project for the Intersection Bulb -outs on West Green & West Seneca Street, P.I.N. 375462 (the "Project ") is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non - federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non - federal share of the costs of Preliminary En ink /�gn, and WHEREAS, preliminary engineering and design are exempt from further environmental review as Type II actions, and WHEREAS, Common Council approved the above - subject project on March 2, 2011 in an amount of $36,000, and WHEREAS, the New York State Transportation Improvement Program has authorized an amount not to exceed $52,000 for this phase of the project; now, therefore, be it RESOLVED, That Common Council hereby re- approves the above - subject project, subject to further environmental review of construction; and it is further RESOLVED, That Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non - federal share of the cost of Preliminary Engineering/Design work for the Project or portions thereof, and it is further City Administration Committee Meeting June 29, 2011 Page 6 RESOLVED, That additional sum of $16,000 is hereby appropriated from the issuance of serial bonds and made available to cover the cost of participation in the above phase of the Project, and it is further RESOLVED, That Common Council hereby amends Capital Project # 769, Intersection Bulb - outs on West Green & West Seneca Street, to increase the budget from $36,000 to $52,000, an increase of $16,000, and it is further RESOLVED, That in the event the full federal and non - federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and it is further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality's first instance funding of Project costs and permanent funding of the local share of federal -aid and state -aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and it is further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 20% of said portion, currently estimated at $10,400 of the $52,000 authorized for this portion of the project, in monies and in -kind services as managed by the Superintendent of Public Works and monitored by the City Controller, and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and it is further RESOLVED, This resolution shall take effect immediately. A vote on the resolution resulted as follows: Passed unanimously. 13. Fire Department Request to Amend 2011 Authorized Budget for Receipt of Grant Moved by Alderperson Mohlenhof£ Seconded by Alderperson Rooker. WHEREAS, the Ithaca Fire Department has been awarded a Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant (AFG) in the amount of $100,000, and City Administration Committee Meeting June 29, 2011 Page 7 WHEREAS, the grant funds will be used to purchase and install ten multi - function DVRS (Digital Vehicle Repeater System) units in the emergency response apparatus which will improve portable radio communication within buildings, and WHEREAS, the grant requires a 10% local match of $10,000, and WHEREAS, the total project cost will be $108,100 with the sources of funds as follows: FEMA Grant $ 90,000 2010 Encumbered Funds 10,000 CP #714 IFD Communications Equipment 8,100 $108,100 now, therefore be it RESOLVED, That Common Council hereby amends the 2011 authorized City budget by the amount not to exceed $90,000 to account for the Federal Emergency Management Agency Assistance to Firefighters grant as follows: Increase Revenue Account A3410 -4389 Federal Aid Public Safety$90,000 Increase Appropriations Account: A3410 -5225 -12250 Other Equipment$90,000 A vote on the resolution resulted as follows: Passed unanimously. 14. Common Council Communications: Message to Cornell Administration Regarding Africana Studies and Research Center Moved by Alderperson Clairborne. Seconded by Alderperson Rooker. WHEREAS, Cornell University is responsible for providing a world -class education for its students who come from places across this country and from around the globe, and WHEREAS, the founding of the Comell's Africana Studies and Research Center (ASRC) in 1969 was born from the proclaimed and generally agreed -upon terms of providing a safe intellectual, physical, and social space for Black students during a period of overt hostility towards the university's students of color, and City Administration Committee Meeting June 29, 2011 Page 8 WHEREAS, the original institutional structure of ASRC as a cross- disciplinary and intercollegiate unit has been intentionally designed by the university administration to help it advance its unique intellectual, cultural, and scholar- activist goals, and WHEREAS, Cornell has had to make multiple adjustments in both its budget and operations in order to sustain itself and its mission through the turbulent economic times this country continues to face, and WHEREAS, the City of Ithaca Common Council recognizes the very difficult choices facing Comell's administration as it continues to deal with the current negative budget climate, and WHEREAS, while acknowledging that Comell's top administration, its Board of Trustees, and the City's Mayor and Common Council are separate entities, Common Council also recognizes that decisions made by one body may have ramifications on areas of responsibility of the other, and WHEREAS, on December 1, 2010, the president and the provost of Cornell handed down a decision to significantly alter the institutional structure of the ASRC, transforming it from a stand -alone intercollegiate unit that reports directly to the Provost Office into a yet -to -be determined academic entity absorbed into an already established college at Cornell, and WHEREAS, members of ASRC's faculty, students, and staff have said publicly that: they had no prior knowledge of this decision; that evidence points to disclosure to faculty elsewhere on the campus; that evidence suggests the initial decision - making process intentionally excluded ASRC's members; and that they continue to request a meaningful dialogue with Cornell administrators, and WHEREAS, for over 42 years, and as this nation's first such institution, ASRC's unique intercollegiate status has stood as a model to other Africana an ethnic studies programs across the nation and the globe yet it feels denied in having any meaningful say in its continued destiny, and WHEREAS, a part of that model has been the building of bridges and bonds during those 42 years between ASRC's faculty, staff, and students with communities within the City of Ithaca, which has helped further enhance the names of both ASRC and Cornell across our local community, and WHEREAS, leaders in various parts of the local Ithaca community have requested a public, town - hall -style meeting as a way to help both sides come to a mutually beneficial agreement, and WHEREAS, Comell's administration has met with several groups in recent months to discuss the proposed realignment, limitations of the current structure, and the merits of the proposal for ASRC and other aspects of Comell's academic entities, and WHEREAS, people potentially affected by the proposed restructuring have asked to have input in the concept and not be limited to discussing how to implement the proposal, and City Administration Committee Meeting June 29, 2011 Page 9 WHEREAS, the stellar reputations of Cornell and many institutions within it, including ASRC, attract scores of people to the university and the City of Ithaca — be they students, their families, faculty, or staff — to "live, learn, work, play, create, and dream," which stimulates our local economy repeatedly during any year, and WHEREAS, a number of said people decide whether to live in Ithaca year round, some permanently, based on their Cornell in Ithaca experience, and WHEREAS, Cornell has built a great reputation as a developer of leadership through empowerment and has stated that its restructuring would be done in collaboration with those directly involved in any change, and WHEREAS, the Office of Cornell Provost Ken Fuchs announced on June 2, 2011, that the administration would move forward with implementing its plan to move ASRC, administratively, under the College of Arts and Sciences; now, therefore be it RESOLVED, That the City of Ithaca Common Council respectfully requests that the top administration of Cornell University consider all of the implications in its proposed re- alignment of the Africana and Research Studies Center, and be it further RESOLVED, That despite the decision to move ahead with implementation, Common Council still encourages Cornell's administration to reconsider moving forward in July with the restructuring of ASRC and, in the interim, respectfully requests that administrators engage members of the Cornell community, particularly those poised to be most affected — such as the faculty, staff and students at ASRC — in meaningful, transparent and productive dialogue that can lead to a mutually agreed upon decision in contemplation of the restructuring effort, and be it further RESOLVED, That a copy of this resolution be sent to Cornell University President David J. Skorton, Provost W. Kent Fuchs, ASRC Director Robert L. Harris Jr., and the members of Cornell's Board of Trustees. A vote on the resolution resulted as follows: Ayes (1): Clairborne Nays (2): Mohlenhoff, Rooker Motion Failed 1 -2. 2. An Ordinance Amending the Municipal Code of the City of Ithaca, Chapter 39 ( "Contracts "), and the City of Ithaca Purchasing Policy, So as to Enact a City of Ithaca Policy on Sweatshop - Free Procurement of Apparel and Textiles Assistant City Attorney Krin Flaherty and City Attorney Dan Hoffman updated the Committee on this agenda item. After discussion, the Committee agreed to table this item because more work need to be done on this Ordinance. City Administration Committee Meeting June 29, 2011 Page 10 3. Authorization of Membership by the City of Ithaca to the Sweat -free Purchasing Consortium in Furtherance of the City's Commitment to its Policy on Sweatshop -Free Procurement of Apparel and Textiles This item has been tabled along with the above agenda item. 15. Information Technology Approval of Policy Regarding the he Appropriate Use of Social Media Moved by Alderperson Mohlenhof. . Seconded by Alderperson Rooker. WHEREAS, the City of Ithaca recognizes that the use of electronic social media has become a primary form of communication for many people employed and served by the City, and WHEREAS, the availability of such social media poses new challenges and opportunities for the City, as an employer and otherwise, and WHEREAS, the City's Senior Staff formed a work group to evaluate the need for a City policy on the use of social media by City employees, and to draft one if needed, and WHEREAS, the work group drafted a policy and submitted it to the Senior Staff for review, and WHEREAS, the Senior Staff reviewed the policy and agreed on the need for its adoption, pending clarification of some of its language by the City Attorney's Office, and WHEREAS, the City Attorney's Office clarified the language in question and agreed that the policy was ready to move forward to Council for approval; now therefore be it RESOLVED, That Common Council hereby accepts and appreciates the work performed by the Senior Staff work group, and be it further RESOLVED, That Common Council hereby adopts the Policy Regarding the Appropriate Use of Social Media, dated June 3, 2011. A vote on the resolution resulted as follows: Passed unanimously. 16. Human Resources (HR) Department A Local Law to Delete Various Sections of the City of Ithaca Charter Regarding Employ Benefits Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhof. . City Administration Committee Meeting June 29, 2011 Page 11 Local Law - 2011 BE IT ENACTED by the Common Council of the City of Ithaca as follows: Section 1. The following Sections of the City Charter are hereby deleted in their entirety: �sse!re!ss:E� .e�+.*�:erasee�: per :�seerz�.�s�rra��esrsee�fe�er: ■ WHIM . �: 1��'. f�Efi ■IT.fLlrasffl�!!fP.l7l�F�ii. . Z 11 ILI Section 2. The following Sections of the City Charter shall hereby be labeled as "Reserved ": §C -108. Reserved. C -110. Reserved. C -112. Reserved. Section 3. Severability. Severability is intended throughout and within the provisions of this local law. If any section, subsection, sentence, clause, phrase or portion of this local law is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portion. Section 4. Effective Date. This Local Law shall take effect after it is filed in the office of the Secretary of State. City Administration Committee Meeting June 29, 2011 Page 12 A vote on the resolution resulted as follows: Passed unanimously. 2. Director's Report. HR Director Michell -Nunn reported on the following: Diversity Roundtable: The Diversity Roundtable was a huge success and received positive feedback. Of the over 220 participants, over 20 of them were City employees. Annual Learning te: The annual learning packet for training on City policies is ready. The HR Department has provided extensive training around City policies. Now what needed to be done for a long while was to have refreshers. So, the annual training packets are just refreshers on specific City policy training that we conducted. CityApplications: The HR Department is currently looking at on line applications. HR staff has looked at other municipalities who already have in place on line application and hopes to soon have applications available on line. Contract Negotiations: Three union contracts have expired and three union contracts will expire at the end of this year. The City is in negotiations, or will be, with these unions. Fire Chief Search: The Fire Chief search is underway. The Search Committee has met and will soon be scheduling interviews. Employee Forum: Two employee forums have been scheduled for July to talk about the upcoming 2012 budget process. Common Council is encouraged to attend. 17. Finance /Controller Approval of 2009 Single Audit Report Moved by Alderperson Mohlenhoff. Seconded by Alderperson Rooker. RESOLVED, That the Independent Auditor's Report for the period January 1, 2009 through December 31, 2009 prepared by the accounting firm of Ciaschi, Dietershagen, Little and Mickelson & Company, LLP be accepted to comply with all the City's applicable Governmental Accounting Standards Board (GASB) Statement 34 and other related audit and single audit requirements. A vote on the resolution resulted as follows: Passed unanimously. 2. Bond Resolution Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhoff. City Administration Committee Meeting June 29, 2011 Page 13 The City borrows funds twice a year. To borrow these funds, Common Council must first authorize the issuance of the bonds. This request is to approve the authorization of Capital Projects approved by Council since the last authorization in December 2010. The projects needed for authorization include projects approved since January 2011 and any Council previously authorized projects not yet included in a bond resolution. The total issuance will be $8,932,398 bonds. Of the new money, $8,026,398 is for energy improvements to the Ithaca Area Wastewater Treatment Facility; $778,000 is for studies for the investigation/remediation of the Ithaca Falls Overlook site; $36,000 is for planning /design costs of the construction of bulbs -out extension of curbs and sidewalks at the intersections of West Green and West Seneca Streets; and $92,000 is for planning /design costs of the construction of a multi -use trail between Floral Avenue and the Flood Control Channel. Interest rates for this particular note will be in the range of one -half percent to one percent. A vote on the resolution resulted as follows: Passed unanimously. 3. Controller's Report. Controller Thayer reported on the following: Final Assessment: The City is looking at a final assessment of 1.78% increase. This is expected to stay the same through the budget process. Sales Tax Revenues: The City budgeted about a 3% increase in sales tax revenues for 2011 and is expected to fall short. Building Permit Revenues: The City is on pace to be well behind of the budgeted amount of $430,000. Overtime Cost: The City budgeted $902,000 for overtime. To date the City has spent about $400,000 on overtime. At this rate we will be running slightly over this amount. Fine Revenues: The City is on pace to be slightly over the budgeted amount of $1,120,000. Golf Course Revenues: Compared to the same time period in 2010, the golf course is about 50% behind those revenues at this point. In 2010, the City collected $102,000. In 2011, the City has only collected about $52,000. Parking Revenues: The City is on pace to be short of the budgeted amount of about $2 million. Health Insurance Cost: Health insurance continues to be very expensive for the City. Claims for 2011 are running over $9 million. Capital Projects: Capital project requests are over $11 million for next year. Auditors: The Controller's Office has been working with state auditors and external auditors in getting the financials reported in a timelier manner. City Administration Committee Meeting June 29, 2011 Page 14 17. Reports Mayor's Report. The Mayor reported on the following: Same Sex Marriage Legislation: The Mayor is excited about the number of calls for same sex weddings to be scheduled in the next few weeks. 2. Sub - Committee Updates. None. 3. Council Members' Announcements. None. 4. Next Month's Meeting: July 27, 2011. 18. Adjournment With no further business and on a motion by Alderperson Rooker, the meeting was adjourned at 9:45 p.m.