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HomeMy WebLinkAboutMN-CA-2012-06-01CITY ADMINISTRATION COMMITTEE Regular Meeting June 27, 2012 Members Present: Alderperson Kerslick, Alderperson Proulx, Alderperson Clairborne, Mayor Myrick Staff Present: Allen Green (YB Director), Debra Parsons (City Chamberlain), Bill Gray (Supt), Erik Whitney (Asst. Supt. for W &S), Chuck Baker (Chief Operator WTP), Leslie Moskowitz (Manager of Organizational Development), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Donna Redsicker (Executive Assistant) Members Excused: Alderperson Brock, Alderperson Fleming Others Present: Gary Ferguson (Downtown Ithaca Alliance), Members of the Public, Members of the Media Chairperson Clairborne called the meeting to order at 6:00 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Clairborne welcomed everyone to the meeting and explained the evacuation procedures. 2. Agenda Review and Amendments. None. 3. Approval of Minutes Alderperson Proulx made a motion to approve the minutes from the May 23, 2012 meeting of the City Administration Committee. Seconded by Alderperson Kerslick. Motion carried 3 -0. 4. Statements from the Public. None. 5. Employee Comments. None. 6. Workforce Diversity Advisory Committee. None. 7. Mayor's Report Mayor Myrick announced that the next Common Council meeting has been rescheduled to Monday, July 2, 2012 with a start time of 5:00 p.m. due to the Fourth of July holiday and festivities. He reminded the committee that the fireworks and associated celebration will take place on July 2nd at Stewart Park. He added that a last minute donation from the Ithaca Paid Fire Fighters Association of $2,700 has put the fund over the goal. City Administration Committee Meeting June 27, 2012 Page 2 8. 2013 Budget Topics /Updates Mayor Myrick reiterated his request for proposed budget cuts from Department Heads on the 2013 budget. The draft proposals are to be submitted by July 1, 2012 with final submissions due on August 1St. He indicated that not all departments will see a 10% reduction in personnel. Mayor Myrick added that he has received many suggestions on budget reducing measures from front line staff as well as Department Heads. He noted that each department will be providing information on impact of services based on personnel reduction. He told the committee that he'd like for council to review all the labor contracts so they are familiar with the pay scales, benefits and other details. Alderperson Clairbome noted that a council retreat is being planned to prepare for the budget. 3� 111.7_1 1. Support for the Application of the Downtown Ithaca Alliance to the 2012 New York Main Street Program Moved by Alderperson Proulx. Seconded by Alderperson Kerslick. WHEREAS, the 2012 New York State Consolidated Funding Application (CFA) includes the New York Main Street Program (NYMS) that will distribute $5,000,000 in increments of up to $250,000 to assist downtown revitalization programs that include building renovation projects and/or streetscape enhancements, and WHEREAS, The Downtown Ithaca Alliance (DIA) is an eligible applicant for the program, and seeks to submit an application to the NYMS program, and WHEREAS, the NYMS program requires submission of a formal resolution of the municipality supporting the grant application, and WHEREAS, CFA applications are due by July 16, 2012, and WHEREAS, The DIA has identified a target area for the grant that consists of the primary and secondary Commons areas of downtown; and WHEREAS, The DIA has identified a several downtown properties that could benefit from both interior and exterior building renovation that are deemed to be strong candidates for New York Main Street assistance, including, but not necessarily limited to, the Outdoor Store building at 206 The Commons, the House of Shalimar building at 142 The Commons, the Homegrown Board Shop building at 104 The Commons, and the Ithaca Journal building at 123 West State Street; and WHEREAS, The Downtown Ithaca Alliance has also identified potential streetscape improvement needs that meet the requirements of the MYMS program, particularly along the 100 North and South blocks of Cayuga Street; and City Administration Committee Meeting June 27, 2012 Page 3 WHEREAS, The Downtown Ithaca Alliance has successfully completed two NYMS grants in recent years, addressing key downtown and community needs including building facade renovation, anchor projects, and streetscape enhancement; and WHEREAS, receipt of the NYMS grant will assist in building a strong, vibrant, and sustainable downtown urban core and increase upper story housing opportunities, and WHEREAS, no match funding is required from the City of Ithaca for this application; now, therefore be it RESOLVED, That the City of Ithaca Common Council hereby supports the 2012 application of the Downtown Ithaca Alliance to the New York Main Street program for a revitalization program that includes upper story housing, exterior building renovations, and possible streetscape improvements on Cayuga Street. A vote on the resolution resulted as follows: Passed unanimously. 10. Ad -Hoe Parking Committee Chamberlain Parsons explained that the Parking Ad -Hoc Committee has been looking at operations and management of parking throughout the city. Many departments have a hand in parking operations, including the Police Department, DPW and her office. Because of this, there is no cohesive management. Each department has a different focus and therefore a common goal has not been achieved. The parking committee feels that parking is a business, rather than a by- product of the infrastructure. The committee looked at four alternatives on how to manage parking: 1. Establish a parking authority — this idea was rejected because it was felt that an authority results in loss of control. 2. Stay the same — the city could continue "business as usual ". 3. Hire a private company to oversee parking garages. 4. Hire a director to control on street and off street parking. The committee recommends that the city hire its own personnel to manage all parking. Chamberlain Parsons added that All -Pro Parking, which currently runs the Cayuga Street Garage, gave the city a report of their expectations on managing all three garages. Alderperson Kerslick asked for clarification of the committee's report, which states that in 2011 parking "generated over $2 million in revenue, with greater expenses ". It was explained that expenses associated with the city's parking system are around $3 Million. Alderperson Kerslick then agreed a change is needed since revenue is being lost. Controller Thayer indicated that the Novak Report along with state and internal audits show that the city should make a change. He added that the timing of this is not ideal; adding a position while considering lay -offs is not favorable, but the position would pay for itself plus more. Mayor Myrick told the committee that by properly managing parking, tax payers are less likely to subsidize parking. Prices could be adjusted to open higher demand areas and create a more efficient system. Supt. Gray addressed the committee concerning the hiring of a new position. He indicated that if the position were not able to produce additional revenue, there would be the understanding that City Administration Committee Meeting June 27, 2012 Page 4 the position would not be retained. Alderperson Clairborne read a -mails from Alderpersons Brock and McCollister. Alderperson Brock expressed her support for hiring personnel rather than privatizing parking. Alderperson McCollister indicated she is concerned whether the committee thoroughly explored outsourcing the management of parking. She would like to see DPW restructured to include parking management, rather than hiring new personnel. Supt. Gray indicated that current staff could take on the responsibility of managing parking, but that as a trade off, other work would not be completed. He added that with a management position, there would be more accountability resulting in a benefit to the city. The consensus of the committee was to approve the concept of hiring a parking manager. The next step will be for the parking committee to work out the details of the position, and move it forward through Civil Service and Common Council for final approval. 11. Department of Public Works Request to Amend Personnel Roster Moved by Alderperon Kerslick. Seconded by Alderperson Proulx. WHEREAS, the City of Ithaca, DPW, Water & Sewer Division, Water Treatment Plant needs to provide for the regulatory required daily and periodic sample collection, laboratory analysis, reporting, process control, etc. for the water plant, the sludge drying lagoons, 6 -water storage tanks, 2- booster chlorination systems, 100 -miles of City of Ithaca distribution system piping, and 46.5- square miles of watershed tributary to our reservoir, and WHEREAS, increasing pressure on our natural water resources in local watersheds is consuming more staff time every year. Much time has been invested recently in dealing with the issues of hydrofracking, dredging, and hydrilla, all of which promise to be ongoing for the foreseeable future. Coupled consistently with increased demands to address water quality related to watershed protection, development, climate change, stormwater management issues, etc. and WHEREAS, regulatory requirements and the resulting sample collection and laboratory analysis are increasing steadily under the EPA's Safe Drinking Water Act (SDWA) program. In 2013 the implementation of the Long Term 2 Enhanced Surface Treatment Rule (LT2ESWTR) and Stage 2 Disinfectants and Disinfection Byproducts Rule (Stage 2 DBPR) will require additional benchmarking and monitoring for the control of Cryptosporidium, TTHM's and HAA5's, and WHEREAS, our drinking water quality and supply are dependent on the good health of the all local watersheds, especially our Six -Mile Creek tributary watershed. Our investment in watershed environmental protection efforts and in fostering environmental stewardship of our water resources through public involvement is far more cost effective than investment in advanced treatment systems at the Water Plant. In recognition of this our Water Shed Coordinator /Lab Director for the City of Ithaca Water Treatment Plant plays many pivotal roles in coordinating and maintaining these relationships and efforts for the City. Efforts including building and maintaining a comprehensive water quality monitoring programs in the local watersheds. Collecting, and archiving long -term, internally consistent data sets which are essential to assess trends, and design, and implement policies to protect our water resources. Data sets include chemical, biological, microbiological monitoring along with the measurement of stream flows and meteorological data. Our partners include many volunteers, professionals, City Administration Committee Meeting June 27, 2012 Page 5 municipal and government representatives, private and public organizations, etc. We are partners with, members of, provide and receive support from, and work in collaboration to care for our local water resources with those listed below, and more: • Cayuga Lake Floating Classroom Project for "Community Stewardship for Cayuga Lake • Cayuga Lake Intermunicipal Organization and Technical Advisory Committee • Cayuga Lake Watershed Network • Cornell University • Cornell Cooperative Extension • Fall Creek Watershed Committee • Finger Lakes — Lake Ontario Watershed Protection Alliance (FL- LOWPA) • Finger Lakes Institute • New York State Department Health (NYSDOH) • NFP Community Science Institute • Six Mile Creek Partnership • Tompkins County Soil and Water Conservation District (TCSWCD) & USDA • Tompkins County Planning Department • Tompkins County Health Department & NYSDOH • Tompkins County Solid Waste Division • Tompkins County Water Resources Council (WRC) • Town of Caroline • Town of Dryden • Town of Ithaca • United States department of Agriculture (USDA) • United States Environmental Protection Agency (USEPA) • United States Fish and Wildlife Service • United States Geological Survey (USGS) — Gaging Stations • Wells College • Other Adjoining Local Municipalities • Etc. and WHEREAS, this proposed new position has already been reviewed and approved by the Civil Service Commission with respect to the New Position Duties Statement, Job Title, and Job Description and by the Vacancy Review Committee with respect to organizational necessity. The Vacancy Review Committee's approval was contingent on both the approval of the City of Ithaca Board of Public Works and City of Ithaca Common Council; now therefore be it RESOLVED, That Common Council hereby amends the 2012 authorized personnel roster for the Department of Public Works, Water and Sewer Division as follows: Add: One (1) Laboratory Technician (40 hours) and be it further City Administration Committee Meeting June 27, 2012 Page 6 RESOLVED, That this requested roster amendment has been approved by the Vacancy Review Committee, and be it further RESOLVED, That the funds necessary for said roster amendment will be made within the existing 2012 DPW, Water and Sewer Budget Authorization noting there may be some savings realized by a reduction in current overtime costs associated with the performance of these duties. Discussion followed concerning the duties of the Lab Tech and the watershed management. A vote on the resolution resulted as follows: Passed unanimously. 2. Request Amendment # 9 to Capital Project Engineering Services Agreement for Septage Facility Design and Bid Package Moved by Alderperson Proulx. Seconded by Alderpeson Kerslick. WHEREAS, the Ithaca Area Wastewater Treatment Plant is in need of certain Capital Improvements, and WHEREAS, Capital Project 409J Ithaca Area Wastewater Treatment Plant was authorized by Common Council in 2007 for $1,504,950, and WHEREAS, in order for the staff to maintain its goals as embodied in its five year capital plan, amendment #9 provides additional engineering services for completion of a design to renovate the existing septage receiving facility, and WHEREAS, the scope of this amendment has been drafted to accommodate changes in the design associated with facilities needed to accept food waste and changes in the bid package to deal with handling materials potentially contaminated by a manufactured gas plant operated in the early 1900s, and WHEREAS, this authorization for an amount not to exceed $44,683.10 will allow GHD Stearns and Wheler to complete the design and bid package for the Septage Receiving Facility, and WHEREAS, the allocation of costs for previously authorized engineering services contract for this project (409J) to GHD Stearns and Wheler is as follows: Original Contract #1 $74,000 Amendment #2 $7,000 Amendment #3 $35,500 Amendment #4 $14,000 Amendment #5 $135,500 Amendment #6 $0000* Amendment #7 $10,000 City Administration Committee Meeting June 27, 2012 Page 7 Amendment #8 $ 33,500 Total Authorized to Date: $309,500 * Amendment #6 not authorized, not acted on. Elements of this amendment were included in the scoping of the energy performance audit and contract. and WHEREAS, the Special Joint Committee (SJC) approved said contract amendment #9 at its meeting of May 9, 2012 contingent on fund availability, and WHEREAS, Common Council Authorized funding in the amount of $1,504,950 on December 5, 2007, amended on May 7, 2008 for the 2008 phase I (year 1 of 5) 416J miscellaneous plant improvements project and again on October 6, 2010 for amendments #7 and #8, and the available balance, as certified by the City of Ithaca Controller is $225,308.64 after expenses incurred for the Stearns and Wheler Amendment #7 & #8 for the design of a second round of Miscellaneous Plant Improvements and support in litigating the Crane Hogan contract; now therefore be it RESOLVED, That Common Council hereby recommends an amendment in the amount not to exceed $44,683.10 to the previously authorized engineering services agreement with GHD Stearns & Wheler, LLC for additional engineering services associated with the aforementioned project amendment #9, giving a total engineering contract cost not to exceed $354,183.10, and be it further 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 City of Ithaca Town of Ithaca Town of Dryden and be it further Percentage Project Cost 57.14 $25,554.26 40.88 18,266.45 1.98 862.39 $ 44,683.10 RESOLVED, That funds necessary for said engineering contract amendments shall be derived from existing Miscellaneous Plant Improvement Project authorization. A vote on the resolution resulted as follows: Passed unanimously. City Administration Committee Meeting June 27, 2012 Page 8 12. Youth Bureau 1. Request to Amend Personnel Roster Moved by Alderperson Kerslick. Seconded by Alderperson Proulx. WHEREAS the Ithaca Youth Bureau has requested an adjustment to the 2012 Youth Bureau personnel roster, and WHEREAS there will be no additional cost to the city since funds are being transferred within the same program budget; now, therefore, be it RESOLVED, That Common Council hereby amends the Youth Bureau 2012 personnel roster as follows: Delete: One (1) - Youth Program Leader (35 hours per week) position in the Paul Schreurs Memorial Program. Add: One (1) - Youth Program Assistant (35 hours per week) position in the Paul Schreurs Memorial Program. Amending Resolution Moved by Alderperosn Kerslick. Seconded by Alderperson Proulx. RESOLVED, That Common Council hereby authorizes that one (1) Youth Program Leader (35 hours per week) position at the Youth Bureau remain on the roster as an unfunded position. A vote on the amendment to the resolution resulted as follows: Passed unanimously. Main Motion A vote on the resolution as amended resulted as follows: Passed unanimously. 13. Human Resources Department Director's Report HR staff is working on transitional plans for the workforce that may be facing lay -offs in the future. Director Michell -Nunn noted that information is being gathered from EAP and the unemployment office. In addition, they are working on having someone from the NYS Retirement System come in to work with employees who are eligible for the proposed retirement incentive. City Administration Committee Meeting June 27, 2012 Page 9 14. Finance /Controller's Office 1. Bond Resolutions Moved by Alderperson Proulx Seconded by Alderperson Kerslick The committee was presented with three bond resolutions on the following: $1,790,000 Bond to pay for the cost of the reconstruction of the East Clinton Street Bridge (Phase II) $400,000 Bond to pay for the cost of the reconstruction of the Forest Home Drive Retaining Wall $4,596,000 Bond to pay for the cost of the reconstruction of Prospect Street A vote on the resolutions resulted as follows: Passed unanimously. 2. Approval of Policies and Procedures Related to City Credit Cards Moved by Alderperson Kerslick. Seconded by Alderperson Proulx. WHEREAS, Common Council authorized the use of commercial credit cards for approved governmental purposes, and WHEREAS, the City of Ithaca has contracted with JP Morgan Chase for said commercial card services, and WHEREAS, Common Council is required to approve, by resolution, Policies and Procedures relating to the commercial credit cards; now, therefore be it RESOLVED, That Common Council hereby approves the Policies and Procedures related to the use of commercial credit cards by authorized City personnel. Deputy Controller Andrew told the board that some credit cards have been distributed for use. He explained that users will be required to sign an agreement stating that they understand the policy. Discussion followed on how the cards will be billed from, and payment made to JP Morgan Chase. City Administration Committee Meeting June 27, 2012 Page 10 3. City Employee Retirement Incentive Program — 2012 Mayor Myrick stated that if the committee feels comfortable with this proposal it will move forward to council for a full vote. The plan is to encourage eligible employees to retire and possibly free up funds to help balance the 2013 budget. Controller Thayer reviewed the details of the plan. Mayor Myrick told the committee that it's not possible to know the cost or savings of the program as it is unknown which employees will take the opportunity. Citmployee Retirement Incentive Program — 2012 Moved by Alderperson Proulx. Seconded by Alderperson Kerslick. WHEREAS, the City's projected 2013 budget shortfall will potentially require a number of layoffs in various City departments, and WHEREAS, in the absence of a state- enacted retirement incentive program and in acknowledgement of the City's current financial state, City staff has developed a City Employee Retirement Incentive Program that would mitigate the option of employee layoffs, and WHEREAS, the terms of said City Retirement Incentive Program are reflected in a Memorandum of Understanding to be signed by the applicable City Unions; now, therefore be it RESOLVED, That the City will allow eligible City employees to request inclusion in the City Retirement Incentive Program, and be it further RESOLVED, That the City Retirement Incentive is subject to a Memorandum of Understanding to be approved by the Mayor with the CSEA DPW Unit, CSEA Administrative Unit, the Executive Unit, the Chief Officer's Unit affiliate of the Ithaca Professional Fire Fighters Association, the Ithaca Professional Fire Fighters Association and Ithaca Police Benevolent Association agreeing with the terms and conditions of the City's Retirement Incentive Program. City Administration Committee Meeting June 27, 2012 Page 11 City Employee Retirement Incentive Program — 2012 For those employees who are members of the New York State Retirement System, Tier 1, 2, 3 and 4, Plan ID 75I, A14 or A15 with at least ten (10) years of service in the retirement system and have reached age 55 or older by October 1, 2012. Each eligible employee must select Option A or Option B, but not both: Option A - The City would agree to pay an amount of $11,000 as a regular salary increase from October 1, 2012 to their established retirement date. That established retirement date cannot extend beyond December 28, 2012. Each employee within this group must select a retirement date between October 1, 2012 and December 28, 2012. Each employee would have to agree in writing to voluntarily notify the State Retirement System in writing of their intent to retire, and be actually retired and off the payroll by December 28, 2012. The employee must also sign an agreement to pay back all of the salary increase if he /she does not, in fact retire and is not off payroll by December 28, 2012. The salary increase of $11,000 shall be paid as regular salary on an hourly basis for that established period of time. The employee would need to notify Human Resources and the Controller's Office of their intention to retire no later than September 1, 2012. Option B — The City would agree to freeze the employee's current health insurance contribution percentage for a period of five (5) years. This will result in a savings to the employee from not paying the retiree health insurance contribution percentage, currently 33.5 %, which is higher then the employee contribution rate at retirement. This frozen percentage rate would start immediately following the employee's established retirement date. That established retirement date cannot exceed beyond December 28, 2012. Each employee within this group must select a retirement date between October 1, 2012 and December 28, 2012. Each employee would have to agree in writing to voluntarily notify the State Retirement System in writing of their intent to retire and be actually retired and off payroll by December 28, 2012. The employee would need to notify Human Resources and the Controller's Office of their intention to retire no later than September 1, 2012. For those employees who are members of the New York State Police and Fire Retirement System, Tier 1 and 2, Plan ID 375I and 384D with at least twenty (20) years of service in the retirement system, and be otherwise eligible to retire by October 1, 2012. Each eligible employee will be qualified for the following: The City would agree to pay an amount of $11,000 as a regular salary increase from October 1, 2012 to their established retirement date. The established retirement date cannot extend beyond December 28, 2012. Each employee within this group must select a retirement date between October 1, 2012 and December 28, 2012. Each employee would have to agree in writing to voluntarily notify the State Retirement System in writing of their intent to retire, and be actually retired and off the payroll by December 28, 2012. The employee must also sign an agreement to pay back all of the salary increase if he /she does not, in fact retire and is not off payroll by December 28, 2012. City Administration Committee Meeting June 27, 2012 Page 12 The employee would need to notify Human Resources and the Controller's Office of their intention to retire no later than September 1, 2012. The salary increase of $11,000 shall be paid as regular salary on an hourly basis for that established period of time. The employee's accumulated leave time payments and extended insurance coverage obtained through the conversion of accumulated leave time shall be calculated by using the 2012 hourly rate, without the $11,000 incentive salary increase having been added. The employee expressly waives his/her right to any other New York State or City of Ithaca Retirement Incentive Program. Terms of Participation: 1. This agreement is executed subject to final approval by Human Resources Director and the City's Common Council. 2. The City agrees to pay the employee $11,000 as a regular salary increase from October 1, 2012 to December 28, 2012 or the individual employee retirement date, whichever is applicable. 3. The employee agrees to notify in writing the New York State Retirement System of the employee intent to retire, and the employee must, in fact, retire and be off the City payroll by December 28, 2012. 4. The employee agrees to pay back to the City all of the $11,000 salary increase if the employee does not, in fact, retire and is not off the payroll by the established date of retirement between the dates of October 1, 2012 and December 28, 2012. 5. The salary increase of $11,000 shall be paid as regular salary on an hourly basis for the period of time from October 1, 2012 to the employee's established retirement date, which shall be between the dates of October 1, 2012 and December 28, 2012. 6. The employee's accumulated leave time payments and extended insurance coverage obtained through the conversion of accumulated leave time shall be calculated by using the employee's 2012 hourly rate without the $11,000 incentive salary increases being added in. 7. The employee understands that pursuant to New York State Retirement guidelines the $11,000 salary increase will most likely not be included in the employee's final average salary calculation. 8. The employee expressly waives his /her right to participate in any other New York State or City of Ithaca retirement incentive program. 9. The employee may apply his /her $11,000 incentive of ($ ), which is equivalent to (hrs) to his/her sick leave bank at the time of his /her retirement to purchase health insurance during retirement. City Administration Committee Meeting June 27, 2012 Page 13 10. If the Health Insurance contribution freeze option is selected, the employee may use up his/her current allotment of sick leave to purchase health insurance prior to using the five year percentage freeze contribution, it will be valued at the future year health insurance. (i.e., if the employee, upon retirement has $5,000 in unused sick leave cash, has a 20% contribution rate and elects to apply all of it toward extended health insurance, the percentage freeze would not start until after the $5,000 unused sick leave cash amount is used up. The health insurance contribution rate of 20% would then start for a period of 5 years. The 20% rate would be calculated at the future cost of health insurance at the time the contribution freeze begins. 11. The employee must notify in writing, both the Human Resources Department and the Controller's Office of his/her intention to retire and which retirement incentive option is selected, no later than September 1, 2012. A vote on the resolution resulted as follows: Passed unanimously. 4. Controller's Report 2011 Audit will be underway shortly, while work continues on the budget. The 2% tax cap is still in effect for 2013. Controller Thayer recommended that council pass a resolution to allow for an override of the tax cap as a safety net measure. An electronic copy of the report will be forwarded to the committee. 15. Reports Sub - committee Updates Alderperson Kerslick reported that the board of the Recreation Partnership Committee is recommending a 2% increase resulting in an increase of $1,185 or a total of $60,430 for the city in 2013. Alderperson Proulx indicated that the Special Events Committee is close to finishing the policy revisions. Among other things, the committee is trying to include measures that will minimize residential impacts during events. 16. Adjournment With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 8:30 p.m.