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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. J:\DRedsicker\AGENDAS\City Admin Comm\2014\1-22 CA Agenda.docx 1/22/14 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. J:\DRedsicker\AGENDAS\City Admin Comm\2014\1-22 CA Agenda.docx 1/22/14 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. J:\DRedsicker\AGENDAS\City Admin Comm\2014\1-22 CA Agenda.docx 1/22/14 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. J:\DRedsicker\AGENDAS\City Admin Comm\2014\1-22 CA Agenda.docx 1/22/14 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. J:\DRedsicker\AGENDAS\City Admin Comm\2014\1-22 CA Agenda.docx 1/22/14 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. J:\DRedsicker\AGENDAS\City Admin Comm\2014\1-22 CA Agenda.docx 1/22/14 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.