Loading...
HomeMy WebLinkAboutMN-CA-2012-05-01CITY ADMINISTRATION COMMITTEE Regular Meeting May 23, 2012 Members Present: Alderperson Brock, Alderperson Fleming, Alderperson Kerslick, Alderperson Proulx, Alderperson Clairborne, Mayor Myrick Staff Present: James Crowley (Firefighter), Ray Benjamin (Asst Supt), Allen Green (YB Director), Kathy Gehring (Executive Asst), Suki Tabor (Youth Program Coordinator), Joan Groome (Coord of Program for IWD), George Apgar (IPFF President), Ari Lavine (City Attorney), Debra Parsons (City Chamberlain), Tim Logue (Traffic Systems Engineer), Bill Gray (Supt), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Members of the Public, Members of the Media Chairperson Clairborne called the meeting to order at 6:08 p.m. 1. Chairperson Greeting & Opening Statement Chairperson Clairborne welcomed everyone to the meeting and explained the evacuation procedures. 2. Announcements GIAC /MRC Annual Meeting: GIAC and the Multicultural Resource Center (MRC) will be celebrating its 40th year and 25th year anniversary respectively at the combined annual meeting. The annual meeting will be on Thursday — May 24, 2012, at 5:30 p.m. at GIAC. Beverly Livesay will be the guest speaker. GIAC Festival: The GIAC Festival will be on Saturday — June 9, 2012 from 12:00 noon to 6:00 p.m. at GIAC. There will be food, music and vendors. At 4:00 p.m. there will be the community electric slide. All are welcome to attend and participate. 3. Agenda Review and Amendments. None. 4. Approval of Minutes Alderperson Kerslick made a motion to approve the minutes, with corrections, from the March 28, 2012 and the April 25, 2012 meetings of the City Administration Committee. Seconded by Alderperson Brock. Motion carried 5 -0. 5. Statements from the Public Tom Hanna, an Ithaca resident, spoke about the redistricting proposal and asked the Committee to consider the decisions made because they will have a great impact on the City. City Administration Committee Meeting May 23, 2012 Page 2 6. Employee Comments James Crowley, a Firefighter for about 23 years, spoke about finding out from the NYS Retirement System that he is not in the 384 -d plan that would allow him to retire at 20 years of service. Mr. Crowley expressed his concerns with this error and stated that he was available to meet /talk with the City about correcting this matter. 7. City Administration Committee Members Response Alderpersons Proulx, Kerslick, Brock and Clairborne responded to the comments about redistricting and encouraged people to attend the next meeting that will address the proposed changes. The Committee will discuss the employee comments later in the agenda. 8. Workforce Diversity Advisory Committee (WDAC) Update. None. 9. Safety Committee (Final Report) Kathy Gehring, Executive Assistant to the Superintendent, is the chair of the Safety Committee. Ms. Gehring stated that the Safety Committee was formed in 2006 and highlighted some of the accomplishments of the Safety Committee (e.g. conducted CPR classes, put first aid kits in City buildings, etc.) Ms. Gehring explained that, in the last two years, membership participation has declined and that the Committee has not had topics to discuss. Ms. Gehring requested that the Safety Committee be disbanded due to the decline in participation. Ms. Gehring stated that since the Safety Committee reports to the City Administration (CA) Committee, the Mayor suggested coming to the CA Committee to make this request. Responsibilities of the Safety Committee could be distributed to other standing committees or departments. The Safety Committee did recommend that when CPR classes are held at the Youth Bureau or GIAC that the classes be opened to other City employees. After the Committee discussed this request, the Committee asked Ms. Gehring to draft a resolution requesting to disband the Safety Committee and to state where the responsibilities of the Safety Committee would be distributed. Ms. Gehring thanked the members of the Safety Committee for their commitment and dedication. 10. Mayor's Report Mayor Svante Myrick talked about the difficult financial times the City is currently facing and some of the items that are having a big impact on the budget such as the economy, health insurance, overtime, pension, personnel cost, etc. The Mayor's budget guidelines for 2013 have been distributed to department heads. Departments must submit a budget with a 10% reduction in personnel costs and a I% reduction in non - personnel costs. A draft budget must be submitted to the Mayor and the Controller by July 1, 2012, with the final 2013 budget proposal submitted by August 1, 2012. The Committee discussed what they could do to participate in this stage of the budget process and they were encouraged to work with or provide guidance to department heads on developing their budgets. City Administration Committee Meeting May 23, 2012 Page 3 11. Common Council Adoption of 2013 PEG Access Studio Capital Budget Moved by Alderperson Brock. Seconded by Alderperson Fleming. WHEREAS, the Franchise Agreement between Time Warner Entertainment and the City of Ithaca signed in 2003 authorizes Time Warner Entertainment to collect $0.15 per subscriber per month to be used for the purchase of equipment for the PEG Access Studio; and WHEREAS, the total capital budget for the life of the ten -year agreement was estimated to be $200,000; and WHEREAS, the Franchise Agreement outlines the creation of an Access Oversight Committee which shall be responsible for approving the timing, use, and amount of PEG access equipment acquired each year over the term of the agreement; and WHEREAS, the Access Oversight Committee has approved a 2013 capital budget in the amount of $31,000.00; and WHEREAS, the Franchise Agreement states that participating municipalities, including the City of Ithaca, must adopt the annual PEG Access Studio budget by June 30 of the preceding year; now therefore be it RESOLVED, That Common Council adopts the 2013 PEG Access Studio budget as approved by the Access Oversight Committee. A vote on the resolution resulted as follows: Passed unanimously. 2. 2013 Budget Update: The Controller talked about the City's current financial position and the 2013 budget guidelines /process. 12. Youth Bureau Request to Amend 2012 Youth Bureau Budget — Recreation Support Services Program Moved by Alderperson Proulx. Seconded by Alderperson Kerslick. WHEREAS, the Ithaca Youth Bureau has applied for funding through the Tompkins County Workforce Investment Board and may be receiving $145,336.99 in new funding for the Tompkins Summer Youth Employment Program, and WHEREAS, the goal of this program is to provide short-term subsidized internships for low - income eligible teens needing assistance in securing employment; now, therefore, be it City Administration Committee Meeting May 23, 2012 Page 4 RESOLVED, That Common Council hereby amends the 2012 Youth Bureau budget contingent upon confirmation of funding as follows: Increase anticipated revenue from Tompkins County Workforce Investment Board as follows: A7310- 4820 -1202 Youth Employment Service $137,001.87 A7310- 4820 -1400 Administration $ 8,335.12 Total $145,336.99 Increase expenses: A 7310 -5120 -1202 Part time /Seasonal $112,844.12 A 7310 -5125 -1202 Overtime $ 750.00 A 7310 -5425 -1202 Office Supplies $ 1,450.00 A 7310 -5445 -1202 Travel & Mileage $ 3,214.00 A 7310 -5460 -1202 Program Supplies $ 2,702.50 A 7310 -5120 -1400 Part time /Seasonal $ 1,900.00 A 7310 -5420 -1400 Gas & Oil $ 1,400.00 A 7310 -5437 -1400 Credit Card Fees $ 1,399.62 A 7310 -5415 -1401 Clothing $ 112.50 A 7310 -5475 -1401 Property Maintenance $ 1,700.00 A 7310 -5480 -1401 Building Maintenance $ 1,500.00 A7310 -9030 FICA $ 8,690.00 A7310 -9040 Workers Compensation $ 7,674.25 Total $145,336.99 A vote on the resolution resulted as follows: Passed unanimously. 2. Request to Amend 2012 Youth Bureau Budget — Recreation Support Services Program Moved by Alderperson Kerslick. Seconded by Alderperson Proulx. WHEREAS, the Ithaca Youth Bureau's Recreation Support Services Program (RSS) has received $4,400.00 in new funding from a generous donor, and WHEREAS, this funding is intended to cover the additional costs associated with an increased demand for One -to -One Inclusion Assistants for children with disabilities at Cass and Stewart Park day camps; now, therefore, be it RESOLVED, That Common Council hereby amends the 2012 Youth Bureau budget as follows: Increase Revenue Account: A7310- 2070 -1601 Recreation Support Services $4,400.00 City Administration Committee Meeting May 23, 2012 Page 5 13. Increase Expenses: A7310 -5120 -1601 A7310 -9030 A7310 -9040 Part time /Seasonal FICA Workers' Compensation A vote on the resolution resulted as follows: Department of Public Works $3,760.00 $ 288.00 $ 352.00 Passed unanimously. Request to Create a Capital Project to Construct New Sidewalk on Cornell Street Moved by Alderperson Fleming. Seconded by Alderperson Brock. WHEREAS, the Board of Public Works has received a recommendation from the Transportation Engineer to direct sidewalk construction along the west side of Cornell Street, between East State /Martin Luther King, Jr. Street and Eastwood Ave., which was based on repeated requests from neighbors in the surrounding area, and WHEREAS, this block has the only missing sidewalk segment between East State /Martin Luther King, Jr. Street and the Belle Sherman Elementary School, and WHEREAS, on April 2, 2012, the Board of Public Works held a duly advertised public hearing in accordance with Section C -73 of the City Charter, and WHEREAS, costs associated with this project can be apportioned to the abutting three property owners under the Uniform Sidewalk Improvement Policy in accordance with Sections C -73 and C -89 of the City Charter, and WHEREAS, on May 7, 2012, the Board of Public Works declared itself the Lead Agency for environmental review under SEQR/CEQR and found that the project would have no significant negative environmental impact, and WHEREAS, on May 7, 2012, the Board of Public Works directed that sidewalks be constructed by City forces along the west side of Cornell Street, between East State /Martin Luther King, Jr. Street and Eastwood Ave., in accordance with the Uniform Sidewalk Improvement Policy of the City Charter, pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, the Board of Public Works also requested that Common Council establish a capital project in an amount not to exceed $50,000 to cover the costs of this sidewalk construction, with the understanding that approximately $20,000 of that total will be assessed to the adjoining property owners after construction is complete in accordance with the terms for apportionment and assessment as set forth in the City Charter; now therefore be it City Administration Committee Meeting May 23, 2012 Page 6 RESOLVED, That Common Council hereby establishes Capital Project #779, Cornell Street Sidewalk Improvements, in the amount of $50,000 in order to construct the new sidewalk and related appurtenances, and be it further RESOLVED, That the funding necessary for said project shall be derived from the combination of sidewalk assessments, the issuance of serial bonds, and General Fund Advance, and be it further RESOLVED, That Common Council understands that once the work is complete, city Engineering staff will prepare a statement of actual costs for the Board of Public Works, who, after a public hearing, will recommend an apportionment of adjoining property owners' costs to Common Council, who will ultimately determine the costs to be assessed all in accordance with the Uniform Sidewalk Improvement Policy of the City Charter (currently, staff estimates that the assessable costs will be approximately $20,000 of the $50,000 project cost). A vote on the resolution resulted as follows: Passed unanimously. 2. Request to Amend Authorized Personnel Roster for City Forester Position Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, The duties of the forester position are essential duties and whose responsibilities are carried out in order to maintain the health of our urban forest while minimizing the City's liabilities that come with this forest, and WHEREAS, The City's Forestry Technician has been working out of title for over one year, taking on the responsibilities of the City Forester when needed, and WHEREAS, Construction and development activities have increased dramatically over the last year and created a greater demand for a City Forester such that the demand is now consuming all of the Forestry Technician's time; now, therefore be it RESOLVED, That the Personnel Roster of the Streets & Facilities Division of Public Works be amended as follows: Add: one (1) City Forester and be it further RESOLVED, That the Forestry Technician position, vacated due to a promotion of an employee to City Forester, shall remain on the Department of Public Works personnel roster in an unfunded capacity, and be it further City Administration Committee Meeting May 23, 2012 Page 7 RESOLVED, That the remaining funding of the Forestry Technician position be transferred to fund the City Forester's position and that any additional required funding for said position come from the existing Streets & Facilities budget. A vote on the resolution resulted as follows: Passed unanimously. 3. Request to Amend Authorized Personnel Roster for Building Maintenance Mechanics Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, The Streets & Facilities Division of the Department of Public Works will have two (2) Working Supervisor vacancies in the Buildings and Grounds section after May 25, 2012, due to retirements and WHEREAS, Due to staff reductions over the last several years the need for the positions of Working Supervisors in this section are no longer essential, and WHEREAS, The duties of a Building Maintenance Mechanic position require specific skills in the area of HVAC/heating mechanics, plumbing, electrical, and carpentry, and WHEREAS, One Maintenance Worker position, not a multi - person crew, will continue to be shared for tasks performed by the new Building Maintenance Mechanic positions; now, therefore, be it RESOLVED, That the Personnel Roster of Streets & Facilities Division of Public Works be amended as follows: Remove: Two (2) Working Supervisor Positions Add: Two (2) Building Maintenance Mechanics and be it further RESOLVED, That funds necessary for said roster amendment will be derived within the existing 2012 Department of Public Works authorized budget. A vote on the resolution resulted as follows: Passed unanimously. 14. Human Resources (HR) Department Employee Retirement Issue — Discussion Ithaca Firefighter James Crowley made an inquiry to New York State Police and Fire Retirement System about his being eligible to retire. When making this inquiry, Mr. Crowley found out that City Administration Committee Meeting May 23, 2012 Page 8 he is not in the Police and Fire 20 year retirement plan (384 -d) but is enrolled in the 375i retirement plan. This is an election that is done at the start of employment. If the election was not done at the time of employment, the employee has up to one year to elect the 20 or 25 year plan. Mr. Crowley is requesting that the City enable him to be placed into the 20 year plan through legislation. The estimated total cost to do this, according to the Retirement System, is about $112,500. After the Committee discussed this request, the City Attorney responded that he will communicate with Mr. Crowley or his representatives after the City has done more research on the matter. A vote on the resolution resulted as follows: Passed unanimously. 2. Director's Report. HR Director Michell -Nunn reported on the following: Negotiations: At the next City Administration Committee meeting, the City hopes to bring forth a tentative agreement. Undoing Racism Workshops: Today was the last day of the Undoing Racism Workshops. Thirty employees participated in the workshops. A lot of discussions were going on outside of the workshops. The participants want to talk more with others who participated in previous years. 15. Finance /Controller Request to Authorize the Use of Credit Cards Moved by Alderperson Brock. Seconded by Alderperson Kerslick. WHEREAS, City staff has determined that it is necessary to acquire commercial credit card services for approved governmental purposes, and WHEREAS, The City of Ithaca has contracted with JP Morgan Chase for said commercial credit card services, and WHEREAS, Common Council is required to authorize, by resolution, the use of the commercial credit cards by authorized City personnel; now, therefore be it RESOLVED, That Common Council hereby authorizes the use of commercial credit cards by authorized City personnel; and be it further RESOLVED, That the list of authorized personnel will be maintained by the Controller's Office and will be reviewed annually. City Administration Committee Meeting May 23, 2012 Page 9 A vote on the resolution resulted as follows: Passed unanimously. 2. New York State MS) Audit Report Controller Thayer talked about the results of the NYS audit report that he sent to the Committee and how the Controller's Office will respond to the report. 3. Controller's Report. Report electronically sent to the Committee. 16. Reports Sub - Committee Undates. None. 2. Novak Report: The City Administration Committee was charged with certain responsibilities. More direction on how to proceed will come from the Tri -Chair Committee. 4. Next Month's Meeting: June 27, 2012. 18. Adjournment With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 9:17 p.m.