HomeMy WebLinkAbout01-22-14 City Administration Committee Meeting AgendaCA Meeting
City Administration Committee
DATE: January 22, 2014
TIME: 6:00 pm
LOCATION: 3rd Floor,
City Hall, Council Chambers
AGENDA ITEMS
Item Voting
Item?
Presenter(s) Time
Allotted
Chair, Deb Mohlenhoff
1. Call To Order * Note: We will review the number of 15 Min*
1.1 Agenda Review No cards received at the beginning of each
1.2 Review and Approval of Minutes Yes meeting and adjust time if needed.
1.3 Statements from the Public No
1.4 Statements from Employees No
1.5 Council Response No
(6:15 p.m.)
2. Standing Sub-Committee and Staff Reports
3. City Administration, Human Resources, and Policy
.1 YB - Roster & Budget Transfer in the Youth
Employment Services Yes Liz Vance, Acting Director, YB 5 Min
.2 YB - Amendment to the 2014 Personnel Roster Yes Liz Vance, Acting Director, YB 5 Min
.3 W&S - Modification of Work Hours for Yes Erik Whitney, Asst. Supt. for W&S 5 Min
Administrative Coordinator
.4 W&S - Amendment to Personnel Roster Yes Erik Whitney, Asst. Supt. for W&S 5 Min
.5 ENG - Amendment to Personnel Roster
– Addition of Sidewalk Program Manager Yes 5 Min
.6 FD - Request for Roster Change – Addition of Yes Tom Parsons, Fire Chief 5 Min
Assistant Fire Chief
(6:45 p.m.)
4. Finance, Budget, and Appropriations
5. Government Performance and Accountability
Committee (GPA) Transition – Discussion No All 15 Min
6. Meeting Wrap-up
6.1 Announcements No All 5 Min
6.2 Review Agenda Items for next meeting No
6.3 Adjourn Yes
(7:05 p.m.)
Committee Charge: The CA committee will:
Review financial and administrative issues pertaining to the City, along with items relating to the City of Ithaca workforce
environment, intergovernmental relations and human resource
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 Controller’s Office at 607-274-6576 at least 48 hours before the meeting.
3. City Administration, Human Resources, and Policy
.1 Roster & Budget Transfer in the Youth Employment Services
WHEREAS, the Youth Program Assistant position is currently funded at 25 hours per week, and
WHEREAS, the normal demands of the Youth Employment Services Program have resulted in
additional hours worked on a continuous basis, and
WHEREAS, an increase in the Youth Program Assistant hours is budget neutral, as the individual
is currently paid for the 35 hours, the additional hours are paid out of the seasonal line, and the
individual is currently receiving benefits; now, therefore be it
RESOLVED, That Common Council hereby amends the 2014 Youth Bureau Roster and Budget
as follows
Increase: Youth Program Assistant hours from twenty-five (25) to thirty-five (35) per
week
Transfer: $8,374 from A7310-5120-01202 Part-time Hourly to A7310-5110-01202 Staff
Salary
and be it further
RESOLVED, That said roster and budget amendment be derived from existing Youth Bureau
budget.
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Ithaca Youth Bureau
1 James L. Gibbs Drive
Ithaca, New York 14850
Phone: (607) 273-8364
Fax: (607) 273-2817
“Building a foundation for a lifetime.”
TO: City Administration Committee
FROM: Karen Friedeborn, Youth Program Administrator
Liz Vance, Acting Director
RE: Youth Bureau Roster Amendment
DATE: January 10, 2014
We are requesting permission to make the following budget neutral amendments to the 2014
Youth Bureau employee roster effective February 10th, 2014 as follows:
• Increase the Youth Employment Service (YES) Youth Program Assistant position from
25 hours per week to 35 hours per week and transfer the required funds from within the
YES approved budget. This employee has worked additional part-time seasonal hours (at
the same rate of pay as her roster position) for several years, effectively making her a
full-time employee with part-time benefits. Since she already receives health insurance,
changing her roster hours would result in no additional cost to the city.
• Remove funding from one 17.5 hours per week Paul Schreurs Memorial Program Youth
Program Leader position; fund one 22 hours per week Paul Schreurs Memorial Program
Youth Program Assistant position (currently unfunded on the roster as a 17.5 hours per
week position).
We have worked with the HR Department in developing these proposed roster changes.
“An Equal Opportunity Employer with a commitment to workforce diversification.”
3. City Administration, Human Resources, and Policy
.2 Amendment to the 2014 Personnel Roster for the Youth Bureau
WHEREAS, the Ithaca Youth Bureau has requested an adjustment to the 2014 personnel roster to
better meet the demands on the Paul Schreurs Memorial Program, and
WHEREAS, the Youth Bureau has a vacant funded Youth Program Leader position at 17.5 hours
per week and an unfunded Youth Program Assistant at 17.5 hours per week, and
WHEREAS, the Youth Bureau would like to hire at the Youth Program Assistant level and
increase the hours from 17.5 to 22 hours per week, and
WHEREAS, this amendment is budget neutral, now therefore be it
RESOLVED, That Common Council hereby amends the 2014 Youth Bureau Personnel Roster as
follows:
Unfund: One (1) Youth Program Leader (17.5 hours per week) position
Fund: One (1) Youth Program Assistant and increase hours from 17.5 to 22 hours per week
and be it further,
RESOLVED, That the increase in hours is budget neutral.
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3. City Administration, Human Resources, and Policy
.3 Modification of Work Hours for Administrative Coordinator
WHEREAS, to provide adequate administrative support to the IAWWTF the Water and Sewer
Division of the City of Ithaca Department of Public Works requested and received an increase in
the workweek of an Administrative Coordinator from twenty (20) hours/week to thirty (30)
hours/week. This was accomplished by resolution of item 8.5 of the Common Council Agenda on
September 5, 2012, and
WHEREAS, it is our experience over the time period of August 13, 2012 to date that this position
demanded no less than thirty five (35) hours/week, and
WHEREAS, to allow the Water & Sewer Division the personnel time resources to cover the
administrative needs of the IAWWTF; now therefore, be it
RESOLVED, That the workweek of one Administrative Coordinator position in the Water and
Sewer Division of the Department of Public Works be and hereby is increased from thirty (30)
hours/week to thirty five (35) hours/week, and be it further
RESOLVED, That for the sole purpose of determining days worked reportable to the New York
State and Local Employees’ Retirement System, the standard workday for this position shall be
established at six (6) hours per day (thirty (30) hours per week) for the period August 13, 2012
through February 5, 2014, and at seven (7) hours per day (thirty five (35) hours per week) from
February 5, 2014 thereafter, and be it further
RESOLVED, That funds necessary for said work week adjustment be derived from the existing
authorized 2014 Water, Sewer and Wastewater budgets.
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3. City Administration, Human Resources, and Policy
.4 Amendment to Personnel Roster
WHEREAS, the Wastewater Collection Systems Supervisor retired on September 13, 2013, and
WHEREAS, the 2014 work plan and budget request were developed with a temporary
downgrading of the Wastewater Collection Systems Supervisor position to a Working Supervisor
position, both to accommodate budget constraints and to be in line with the capabilities and
qualifications needed for planned projects in 2014, and
WHEREAS, the Water and Sewer division has the immediate need of a Working Supervisor for
the Sanitary Sewer Maintenance Crew, and
WHEREAS, the division currently has an unfunded Working Supervisor position, while a
Wastewater Collection Systems Supervisor position is currently funded, and
WHEREAS, the salary range for the Wastewater Collection Systems Supervisor is $21.24/hr to
$25.49/hr. and the salary range for the Working Supervisor is $20.25/hr. to $24.30/hr. A small
savings will be realized by a temporary downgrade of the funded position to Working Supervisor;
now therefore, be it
RESOLVED, That the Wastewater Collection Systems Supervisor position be unfunded and
remain on the Department of Public Works, Water and Sewer roster as unfunded, and the Working
Supervisor position be funded and filled as soon as practicable, and be it further
RESOLVED, That the necessary funding for the roster change shall be derived from the existing
authorized 2014 Water and Sewer budget.
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3. City Administration, Human Resources, and Policy
.5 Amendment to Personnel Roster – Addition of Sidewalk Program Manager
WHEREAS, the Common Council adopted on September 4, 2013 a Local Law creating five
Sidewalk Improvement Districts, and
WHEREAS, the 2014 assessment levies for said five Sidewalk Improvement Districts are
cumulatively sufficient to fund a staff person to manage the Sidewalk Program, and
WHEREAS, it is anticipated that each individual Sidewalk Improvement District would contribute
that portion of the cost of employing said staff person that is equal to each District’s portion of the
Citywide sidewalk assessment levy, and
WHEREAS, the Civil Service Commission classified the position of Sidewalk Program Manager
and adopted the job description for the position at their January 15, 2014 meeting, now, therefore
be it
RESOLVED, That the Personnel Roster of the Engineering Division of the Department of Public
Works shall be amended as follows:
Add: One (1) Sidewalk Program Manager (40 hours)
and be it further
RESOLVED, That the position of Sidewalk Program Manager shall be assigned to the CSEA
Administrative Unit at salary grade 13, and be it further
RESOLVED, That for the sole purpose of determining days worked reportable to the New York
State and Local Employees’ Retirement System, the standard workday for this position shall be
established at eight (8) hours per day (forty (40) hours per week) , and be it further
RESOLVED, That the necessary funding for the roster change shall be derived from the existing
authorized 2014 Sidewalk Assessment Districts.
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3. City Administration, Human Resources, and Policy
.6 Request for Roster Change – Addition of Assistant Fire Chief
WHEREAS, in 2009 Common Council approved the creation of an additional Fire Lieutenant
position in the Fire Department to facilitate the supervision in the Fire Prevention Bureau as part of
a department reorganization that reduced the number of funded management positions from three
to two; and
WHEREAS, the Fire Chief is currently the only full-time management position funded in the 2014
budget; and
WHEREAS, there are currently two unfunded and vacant Deputy Fire Chief positions; and
WHEREAS, the areas of responsibility and the workloads of the Fire Chief that are distributed to
the Assistant Fire Chiefs need to be adjusted from time to time for the efficient operations of the
fire department; and,
WHEREAS, the nature of the work of the Fire Prevention Bureau, the responsibilities of the Fire
Marshal, the need for day-to-day guidance and quality assurance is very time intensive; and,
WHEREAS, the Fire Department has proposed this adjustment to facilitate future succession of
anticipated retirements of the current Assistant Chiefs; now, therefore be it
RESOLVED, Common Council hereby authorizes the creation of an additional Assistant Fire
Chief position to direct and supervise the operations of the Fire Prevention Bureau, thus allowing
the Fire Chief to delegate the responsibilities of Fire Marshal to that Assistant Fire Chief; and, be it
further
RESOLVED, That without further approvals from Common Council to do otherwise, once the
new Assistant Fire Chief’s position in the department filled, a position in the Fire Lieutenant’s
rank will be eliminated from the fire department roster, and, be it further
RESOLVED, That the funding for the new position will be derived from the existing authorized
Fire Department budget.
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r e p o r t
Date: December 18, 2013
To: Mayor Svante Myrick
From: Members of the GPA committee
RE: Year End Report
The following is a year-end summary of the work of the Government Performance and Accountability committee and
the status of various projects and issues.
Performance Measurement
Issue Summary Status & Future Tasks
City Report Card The GPA committee published the
first city report card in January of
2013.
New Chief of Staff Kevin Sutherland
will work with the GPA to develop a
template for a Report Card moving
forward.
City Resident Survey Survey was put on hold in lieu of other
city projects.
-Invite staff from CISER to a GPA
meeting to talk about current survey
technologies and projected expenses
for a new survey.
-Plan to execute a City Resident
Survey in the Fall of 2014.
Charter/Code Revisions
Issue Summary Status & Future Tasks
Analysis of Boards and Committees Held retreat with Council and Senior
Staff as well as with Chairs and
members of several boards and
committees.
Separate report will be developed by
the GPA committee to outline next
steps and a timeline.
Taxicab Legislation Passed legislation removing the strict
requirements for medical exams for
Taxi Drivers to now allow Nurse
Practitioners and Physician Assistants
to perform certifications for licenses.
-Ongoing conversations about other
issues related to taxi legislation are
occurring with an inter-municipal
working group
Building Commissioner Position Performed necessary adjustments to
the City Charter to accommodate the
merger of the Building & Planning
departments as well as the
elimination of the Building
Commissioner position.
Final step of the process was
completed with the approval of the
referendum in the November 2013
election.
Sidewalk Policy Comprehensive overhaul of the city’s
sidewalk policy was completed,
through the diligence of a small
working group appointed by the
Mayor.
Sidewalk Improvement Districts, and
the new system, will begin in 2014.
Crossing Guard Safety The City of Ithaca was asked to pass
legislation supporting a New York
State Bill that would implement
stricter penalties on those who assault
school crossing guards.
City Clerk was going to research some
issues (what is the current penalty,
are there issues with City crossing
guards?) and the committee was open
to reconsidering a draft of a
supportive resolution in the future.
Common Council Training and Development
Issue Summary Status & Future Tasks
Common Council Rules of Procedure Through several GPA committee work
sessions, we revised Section I
(Meetings) and Section II (Order of
Business).
-Proposed changes reflected in the 5-
15-13 and 8-12-13 minutes.
-Need to continue to work on the rest
of the sections as well as update the
Budget Process section to reflect our
new process.
Council and Volunteer Orientation GPA designed an ongoing training
schedule with rotating topics to be
presented once per month on
Thursday afternoons. Some sessions
are required; some suggested for
members of Council, committee
Chairs, and committee members. All
sessions are open to any interested
person.
-Staff in the City Clerk’s office need to
work to schedule the sessions and
publish the calendar of the trainings
offered for 2014.
-The City Clerk is also working on
updating the presentation content
with the respective city staff
presenters as well as using new
software to make all the training
modules available online at any time.
Strategic Planning Retreats 2 retreats (February and May) were
held in 2013 with members of
Common Council and City staff. At
these retreats we:
-Developed the city’s Strategic
Themes
-Designed changes to the budget
process
-Discussed the structure of the city’s
boards and committees and identified
areas for improvement
All feedback from these joint sessions
with Council and Senior Staff was
incredibly positive and the
recommendation of the GPA
committee was to to plan 2 retreats
per year to continue integrating the
strategic themes into the daily work of
the city.
Public Information & Communication
Issue Summary Status & Future Tasks
Social Media Policy Developed a communications sub-
committee to review the policy.
Recommendation was made to
develop an overall Communications
policy instead of a specific social
media policy.
Begin work on a Public Information
Protocol – this can be facilitated with
the new merger of the IT and City
Clerk’s office.
E-mail System Replacement Worked with staff in the City Clerk’s
office to identify advantages and
disadvantages to several new e-mail
system options.
GPA recommended a new system and
forwarded the issue to City
Administration for funding.
Implementation is in process.
Legislation Preparation A recommendation was made to the
GPA committee that we look at the
issues of consistency and formatting
with regard to the preparation of
legislation for city committees.
The GPA committee is ready to review
a new proposed template and style
guide when it is prepared by the city
staff. This is to be included with the
revised Council Rules of Procedure.