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HomeMy WebLinkAbout05-23-12 City Administration Committee Meeting AgendaCITY ADMINISTRATION COMMITTEE AGENDA Wednesday, May 23, 2012 - 6:00 p.m. Common Council Chambers 1. Chairperson Greeting & Opening Statement 2. Announcements 3. Agenda Review and Amendments 4. Approval of Minutes 5. Statements from the Public 6. Employee Comments 7. City Administration Members Response 8. Workforce Diversity Committee 9. Safety Committee - Final Report (Attached) 10. Mayor's Report 11. Common Council: 11.1 Common Council -Adoption of 2013 PEG Access Studio Capital Budget - Resolution 11.2 2013 Budget Update 12. Youth Bureau: 12.1 Request to Amend 2012 Youth Bureau Budget - Youth Employment Services Resolution 12.2 Request to Amend 2012 Youth Bureau Budget - Recreation Support Services Program - Resolution 13. Department of Public Works: 13.1 Request to Create a Capital Project to Construct New Sidewalk on Cornell Street - Resolution 13.2 Request to Amend Authorized Personnel Roster for City Forester Position - Resolution 13.3 Request to Amend Authorized Personnel Roster for Building Maintenance Mechanics - Resolution 14. Human Resources: 14.1 Employee Retirement Issue - Discussion 14.2 Director's Report 15. Finance /Controller's Office: 15.1 Request to Authorize the Use of Credit Cards - Resolution 15.2 New York State Audit Report - Discussion 15.3 Controller's Report 16. Reports: 16.1 Sub - Committee Updates 16.2 Novak Report 16.3 Next Month's Meeting: June 27, 2012 If you have a disability that will require special arrangements to be made in order for you to fully participate in the meeting, please contact the City Clerk at 274 -6570 at least 48 hours before the meeting. Date: May 17, 2012 City of Ithaca Safety Committee FINAL REPORT May 4, 2012 Representatives of the Safety Committee (Committee) recently met with Mayor Myrick to brief him on the group's work and to suggest options for the future. At that meeting, the decision was made to dissolve the Committee and distribute its responsibilities. The Committee was charged with the responsibility to make recommendations for how to distribute its tasks and to document the history and work of the Committee so that any future Safety Committee could benefit from the lessons of history. The City of Ithaca Policies and Procedures, Section III, includes the Standard Operating Procedures (SOP) for the City -wide Safety Committee, with an effective date of March 5, 2008. This states that the objective of the Committee is to "actively improve, educate, and sustain a safe and healthy work environment for the employees of the City of Ithaca." The Committee's primary duty is to address safety and health issues that are brought to it, and to report its activities to the City Administration Committee of Common Council. Accomplishments 1. The City -wide Safety Committee was re- established in 2006 by Common Council in order to reduce the number of employee accidents and worker compensation claims. 2. In 2007, the Committee purchased and installed First Aid Kits in City Hall and other City -owned facilities. 3. Fall 2008, the first CPR classes were held, instructing and certifying 58 employees in Adult CPR. 4. Fall 2009, two more CPR classes were held. Eight employees attended. 5. In 2011, four more CPR classes were held with 42 employees attending (one class was for recertification which hold more students). 6. October 2011, the First Aid Kits in a number of City facilities were re- stocked and replenished. 7. Extensive research over several years was completed about beginning an Automated External Defibrillator (AED) program within the City, including costs and requirements. Tompkins County and the American Red Cross has been especially helpful. Current Status The Committee was to provide a safe place for employees to report health and safety concerns that they felt were not being properly addressed by department Safety Committee Final Report May 4, 2012 supervisors. The reality is that since 2006, there have been very few (0 -2) complaints reported to the Committee for investigation. 2. Interest in attending CPR classes has declined steadily since 2008. Rising costs and the lack of funding (affecting the City, County and other agencies, like American Red Cross) have severely limited new training opportunities that the City could offer. 3. For any health or safety concern brought to a departmental supervisor, that supervisor can personally address it or designate an individual, ad hoc, or standing departmental committee to respond to the concern. 4. Many City departments already have safety procedures and programs within their departments for issues unique to the work their employees perform (i.e. Police Department, Public Works, Fire Department, etc.). Situations that occur in these individual departments may not be pertinent to any other department, so a city -wide committee would not be able to help. 5. Attendance and interest at the Committee meetings has declined over the years. There is little value to the meetings due to the lack of topics for discussion or complaints for investigation. Recommendations 1. The Committee recommends that a modified policy be publicized, stating that City employees must report any health or safety concerns to the appropriate departmental supervisor. This can be done anonymously. 2. For concerns regarding workplace violence, employees can choose to bring their concerns to a departmental supervisor or the City's Workplace Violence Prevention Committee. 3. For any health or safety concern brought to a departmental supervisor, that supervisor can personally address it or designate an individual, ad hoc, or standing departmental committee to respond to the concern. 4. If an employee feels that the supervisor has not fully addressed their concern in a timely manner, they can submit the matter to the City's Employee Health and Safety Coordinator (EH &SC), the Human Resources Department, and /or the City Administration Committee of Common Council. 5. The Committee recommends that when departments that require employees to have CPR and First Aid skills (i.e. Youth Bureau, GIAC) organize training classes for their employees, if a class has space for additional trainees, the class should be opened for enrollment to other City employees. The Human Resources Department could promote the available training opportunities. 6. First Aid Kits should be kept supplied by the department in which they are located. Many replacement supplies are available from the stockroom at Streets and Facilities. The Clerk's office and the Ithaca Area Wastewater Treatment Facility Safety Committee Final Report May 4, 2012 ( IAWWTF) have some extra supplies at this time. (Note: It is recommended that First Aid Kits NOT include medications or sharp items.) 7. Automated External Defibrillator's (AED) are currently not required for any City location that does not already have one. The Committee feels it would be wise to have more in specific locations that see large numbers of people pass through in a day. However, setting up an AED program is not simple and there currently is no funding for this project. Programs require the supervision of a doctor, user training, and equipment maintenance. The Committee recommends that if the City or any department wishes to install an AED, the Ithaca Youth Bureau should be consulted since they recently purchased a defibrillator. It is also recommended that a quote be requested from the American Red Cross for their AED program, which includes the machines, training, and doctor affiliation. 8. The Committee recommends that if the City of Ithaca decides to create a new Safety Committee in the future, it should consider revisions to the Policies and Procedures, Section III, Standard Operating Procedures (SOP) for the City -wide Safety Committee to expand its scope and authority (suggestions are noted in the Committee's records). Despite the Committee's accomplishments over the past six years, the declining interest from employees in attending CPR classes, Committee members' disinterest in attending meetings, and the lack of topics to discuss or investigate has culminated in the Committee respectfully requesting that the City -wide Safety Committee discontinue, distributing its responsibilities to departmental supervisors and other working committees. The Committee has gathered together records of its work and is currently housing it in the City Clerk' Respectfully submitted, Kathy Gehring Safety Committee Chair Active Members: Andy Olmetti, Employee Health and Safety Coordinator Jody Andrew, City Attorney's Office Mike Armitage, Youth Bureau Ray Benjamin, Streets & Facilities Cindie Day, Clerk's Office Ed Gottlieb, IAWWTF Debbie Grunder, Planning Dept. Scott Kronenbitter, Information Technology Chris Norman, Controller's Office Jerome Norman, Water & Sewer Debbie Parsons, Chamberlain's Office Mike Thomas, GIAC 11. Common Council: 11.1 Common Council —Adoption of 2013 PEG Access Studio Capital Budget — Resolution 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. Back -Up Item 11.1 TO: Mayor Svante Myrick Common Council City of Ithaca FROM: Cynthia Brock, Common Council liaison Cable Access Oversight Committee DATE: 17 May 2013 RE: 2013 PEGASYS Budget Attached please find the Cable Access Oversight Committee's recommendations for the 2013 PEGASYS Budget. As you know, the City of Ithaca's Franchise Agreement with Time Warner Cable requires that the three participating municipalities submit a budget each fiscal year by June 30th. This budget is paid for with the $0.15 monthly subscriber fee that TWC collects pursuant to the 2003 Franchise Agreement. The budget addresses the equipment needs of community, government and educational access. Your recommendations are due by June 30, 2012. Please let me know if you need further information. Attachments (2) Cc. Access Oversight Committee Back -Up Item 11.1 Resolution Access Oversight Committee Tuesday, May 8, 2012 Approval of FY 2013 Budget WHEREAS, Section 15.12 of the Franchise Agreement between the City of Ithaca and Time Warner Entertainment - Advance /Newhouse Partnership (TWC) of January 2003 requires the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights) to provide TWC with an annual budget for public, educational and governmental access operations by June 30 of each calendar year, and WHEREAS, the City of Ithaca's Ordinance #2003 -17, Part 18 -4 -G, requires the Access Oversight Committee (AOC) to provide the participating municipalities with a recommended annual budget by May 31 of each calendar year, now be it RESOLVED, That the AOC accepted the attached capital budget for Fiscal Year 2013 in the amount of $31,000.00 at their regular meeting on May 8, 2012, and BE IT FURTHER RESOLVED, That the AOC forwards their recommendations for approval by the Common Council of the City of Ithaca, the Supervisor of the Town of Ithaca and the Mayor of Cayuga Heights so that they may meet their obligation to provide TWC with an annual budget for public, educational and governmental access operation, which budget is due June 30 of each calendar year. Approved unanimously Back -Up Item 11.1 2013 PEGASYS Capital Budget Approved by the Access Oversight Committee (AOC) May 8, 2012 Replace Camcorder Fleet $15,000.00 Description: Five units @ $3,000.00 each. The current camera fleet is 10 years old and heavily used. New cameras should record to a tapeless medium and include professional audio and video features. Files should interface smoothly with Adobe Premiere. Camcorder accessories $3,000.00 Description: accessories such as batteries, cases, mike stands, cables Tripods $3,000.00 Description: Five units Contingency Fund $10,000.00 Description: The PEGASYS studio has a great deal of equipment that is 8 -15 years old, and will need replacement as it fails. TOTAL $31,000.00 12. Youth Bureau: 12.1 Request to Amend 2012 Youth Bureau Budget — Youth Employment Services - Resolution 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 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 12. Youth Bureau: 12.2 Request to Amend 2012 Youth Bureau Budget — Recreation Support Services Program - Resolution 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 Increase Expenses: A7310- 5120 -1601 Part time /Seasonal $3,760.00 A7310 -9030 FICA $ 288.00 A7310 -9040 Workers' Compensation $ 352.00 6at_tUf 7,4M Nll May 11, 2012 Item #1) To: City Administration Committee From: Allen Green Director Joanie Groome Coordinator of Recreation Programming for Individuals with Disabilities Re: Youth Bureau Budget Amendment - Recreation Support Services (RSS) We have received a generous donation from a family that would like to expand access to recreation services for children with disabilities. This donation enables us to respond to an increase in the demand for One -to- One Inclusion Assistants for children with disabilities at Cass and Stewart Park Summer Day Camps. We are proposing a budget neutral budget amendment to address this need. We would like to amend the 2012 Youth Bureau budget as follows: Increase revenue Account # 2070 -1601 $4,400.00 Increase expense Account # 5120 -1601 $3,760.00 Fringe benefits $640.00 Item #2) To: City Administration Committee From: Allen Green Director Suki Tabor Youth Employment Service (YES) Coordinator Re: Youth Bureau Budget Amendment — Youth Employment Service We have been advised, by the Tompkins County Workforce Investment Board that we may receive $145,336.99 in funding for Tompkins Summer Youth Employment Program. Although we are waiting for final confirmation, are pleased that we may be able to offer summer employment to additional teens this summer. We would like to amend the 2012 Youth Bureau budget, contingent upon confirmation of funding, as follows: Increase anticipated revenue from Tompkins County Workforce Investment Board Account # A7310- 4820 -1202 Account # A7310- 4820 -1400 Total Increase expenses: Account # A 7310 -5120 -1202 Account # A 7310 -5125 -1202 Account # A 7310 -5425 -1202 Account # A 7310 -5445 -1202 Account # A 7310 -5460 -1202 Account # A 7310 -5120 -1400 Account # A 7310- 5420 -1400 Account # A 7310 - 5437 -1 400 Account # A 7310 - 5415 -1401 Account # A 7310 -5475 -1401 Account # A 7310 -5480 -1401 Fringe Benefits Total Thank you. Youth Employment Service $137,001.87 Administration $8335.12 $145,336.99 Part time /Seasonal $112,844.12 Overtime $750.00 Office Supplies $1,450.00 Travel & Mileage $3,214.00 Program Supplies $2,702.50 Part time /Seasonal $1,900.00 Gas & Oil $1,400.00 Credit Card Fees $1,399.62 Clothing $112.50 Property Maintenance $1,700.00 Building Maintenance $1,500.00 $16,364.25 $145,336.99 13. Department of Public Works: 13.1 Request to Create a Capital Proiect to Construct New Sidewalk on Cornell Street - Resolution 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 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). 00 � �Z � r 4NC/c Of -Acm 3, I O -0-0 CD ID —100 p 0 C N N tv `< 3 w 0 �• "► cf) (n W= c 0 0 77 0 D (n (D (n m m 0 - 0i O �. p 6 v sv (D (D 1 _ WW1 00 �_ — QO =3 n .�. 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Back -Up for Items 13.2 and 13.3 MEMORANDUM Date: May 9, 2012 To: Members of the City Administration Committee From: Ray Benjamin, Assistant Superintendent of Public Works Subject: Amendment to Personnel Roster — DPW Streets & Facilities Item: 1 Background: The City Foresters position is unfunded for 2012 budget year, however there are essential duties and responsibilities that are carried out in order to maintain the health of our urban forest and minimize the City's liabilities that come with that forest. The Forestry Technician has been working out of title covering duties of the City Forester when needed to the point that now all of the Forestry Technician's time is consumed covering those duties. Therefore I propose that the Forestry Technician position be unfunded and funding transferred into the City Forester position and the Forestry Technician be promoted to the City Forester. The difference in the salary funding will come from within the Streets & Facilities budget. Item: 2 Background: The Buildings and Grounds department has two (2) Working Supervisor positions that are vacant or will be vacant by May 25, 2012 due to retirements. These two positions no longer have work crews associated with the position. They currently share one (1) Maintenance Worker between the two positions. The duties of these positions require specific skills in HVAC / heating mechanics, plumbing, electrical and carpentry. The supervision requirement is that of a Maintainer or Building Maintenance Mechanic with a helper, not the level of Working Supervisor directing a multi - person crew. Therefore I would propose that two (2) Building Maintenance Mechanic positions be created to replace the two (2) Working Supervisor positions. The Building Maintenance Mechanics positions to be filled with personnel with complimentary skill sets and one (1) Maintenance Worker to support both positions. 15. Finance /Controller's Office: 15.1 Request to Authorize the Use of Credit Cards — Resolution WHEREAS, City staff has determined that it is necessary to acquire commercial card services 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 authorize, by resolution, the use of the commercial cards by authorized City personnel; now, therefore be it RESOLVED, That Common Council hereby authorizes the use of commercial 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.