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HomeMy WebLinkAboutMN-CA-2020-03-25CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. March 25, 2020 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen Mayor (1): Myrick OTHERS PRESENT: Alderpersons – Brock, Fleming, Lewis Fire Chief – Parsons City Clerk – Holcomb Chief of Staff – Cogan HR Director – Michell-Nunn Controller – Thayer Deputy Controller – Andrew 1. Call to Order 1.1 Agenda Review: Chairperson Mohlenhoff thanked everyone for their patience and explained the meeting process. Alderperson Gearhart and Chairperson Mohlenhoff agreed to pull from the agenda the Council Rules of Procedure discussion. 1.2 Review/Approval of Minutes: The minutes were not approved. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response They Mayor thanked everyone for attending the first virtual meeting of the City Administration Committee. After thanking Tompkins County Health Department for the updates on the COVID-19 crisis, the Mayor gave some updates on the following: • City Government: All City buildings have been closed to the public. Essential personnel that are required to be at work are doing their jobs differently (e.g. staff being provided with and wearing personal protected equipment, the way emergency personnel respond to non-emergency calls have changed, etc.). Virtual meetings are now being held, with Senior Staff having virtual meetings twice a day to keep updated on the changes with COVID-19. If there are questions regarding the operations of City government, please contact management or Common Council. • Community: There have been reports of people, including employees, stepping up and pitching in by volunteering their time to make masks, etc. During this crisis, the community is being encouraged to stay indoors and/or practice social distancing. • Local Businesses: Most businesses are closed. Only essential businesses are open. City Administration Committee Meeting March 25, 2020 Page 2 • Budget Meeting Dates: The Chief of Staff, the Controller and the Mayor will look at and decide on how many dates would be needed for the upcoming budget meetings. The Mayor responded to questions about the number of people in the hospital and its capacity, the number of ventilators available, the financial impact COVID-19 will have on the City and the City’s emergency response plan. 2. Consent Agenda Items 2.1 Human Resources – Amendment to Budget for a Safety Grant Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart WHEREAS, the City applied for and received an Occupational Safety and Health Training Education Program Grant from the New York State Department of Labor in the amount of $10,111, and WHEREAS, the grant will run until July 31, 2020, and provide City staff with various safety training, including, but not limited to confined space, trenching, excavation, lockout/tagout, hazard communications and work zone safety; now, therefore, be it RESOLVED, That Common Council hereby amends the 2020 Authorized Human Resources Budget to account for the $10,111 Safety and Health Training and Education Program Grant from New York State as follows: Increase Revenue Account: A1430-3489 NYS Aid Health $ 10,111 Increase Appropriations Account: A1430-5435 Human Resources Contracts $ 10,111 A vote on the resolution resulted as follows: Passed unanimously. 3. Finance, Budget and Appropriations 3.1 IFD – Award of Bid for Vehicle Exhaust Extraction System Moved by Alderperson Mohlenhoff. Seconded by Alderperson Kerslick. WHEREAS, on February 12, 2020, the City of Ithaca posted a Notice to Bidders with specifications for Vehicle Exhaust Evacuation System; and WHEREAS, on March 5, 2020, the City of Ithaca Controller’s Office received sealed bids from two bidders; and WHEREAS, Fire Chief Parsons, and the Deputy City Controller Andrew have reviewed the bids, specifications, options and proposals made by each bidder; and City Administration Committee Meeting March 25, 2020 Page 3 WHEREAS, after review, Chief Parsons recommends the award of the bid be made to Air Cleaning Systems, Inc., 8 Sunset Drive, Latham, NY; now, therefore, be it RESOLVED, The Common Council of the City of Ithaca approves the award of a bid in the amount of $186,686 and contract between the City of Ithaca and Air Cleaning Systems, Inc. in accordance to the pricing and bid specifications for Vehicle Exhaust Evacutaion System received on March 5, 2020. A vote on the resolution resulted as follows: Passed unanimously. 4. City Administration, Human Resources, and Policy 4.1 HR – Revision of Job Application Fees Moved by Alderperson Mohlenhoff. Seconded by Alderperson Gearhart. WHEREAS, Section 50.5(b) of New York State Civil Service Law allows for the establishment of application fees for civil service examinations, and WHEREAS, the Ithaca Civil Service Commission wishes to revise the established schedule of application fees for the Police Officer and Firefighter examinations, and WHEREAS, the revision of application fees is subject to the approval of Common Council, now, therefore, be it RESOLVED, That the Ithaca Civil Service Commission hereby establishes the following schedule of application fees for the Police Officer and Firefighter examinations: Tompkins County residents: $15.00 All other applicants: $50.00 and be it further RESOLVED, That the above application fees shall be waived for residents of the City of Ithaca, and be it further RESOLVED, That the above application fees shall be waived for residents of the Town of Ithaca for the Firefighter exam, and be it further RESOLVED, That pursuant to Section 50.5(b) of New York State Civil Service Law, the above application fees shall be waived for candidates who certify that they are unemployed and primarily responsible for the support of a household and for candidates who are receiving public assistance, and be it further RESOLVED, That no refunds of application fees shall be provided, and be it further City Administration Committee Meeting March 25, 2020 Page 4 RESOLVED, That applications submitted without the required application fee or waiver shall be disapproved, and be it further RESOLVED, That the above schedule of fees shall be implemented immediately. A vote on the resolution resulted as follows: Passed unanimously. 4.2 HR – Management Benefits – Change in Retirement This item was pulled from the agenda. 5. Discussion 5.1 Council Rules of Procedure This item was pulled from the agenda. 5.2 Engagement Survey Implementation Teams Five Implementation Teams were formed. They consist of 45 employees from a cross representation of the workforce. All teams have met and have received the comments that are relevant to the work that they are doing. The teams are working on the working agreement and are brainstorming and prioritizing the information based upon the comments that they received. Information about the teams’ charges and notes from the meetings can be found on the Q drive. The meetings of the Implementation teams have come to a halt due to COVID-19. The HR Department is working on the best way to connect the teams during this crisis, especially since some staff members are on furlough and may not have access to the information at home. In the next week, HR Director Michell-Nunn will distribute to Common Council the comments from the employees relevant to Common Council. 6 Meeting Wrap-up 6.1 Announcements. None. 6.2 Next Meeting Date: April 15, 2020. 6.3 Review, Agenda Items for Next Meeting. None. 6.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 6:52 p.m.