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Home My WebLink About08-27-03 Budget & Administration Committee Meeting Minutes BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :00 P.M. AUGUST 27, 2003 MINUTES Present : Committee Members : Vaughan, Manos, Cogan, Sams (arrived 7 :30pm) Committee Member Excused: Whitmore Others Present : Mayor Cohen City Controller Thayer Deputy City Controller Andrew Fire Chief Wilbur Director of Planning and Development VanCort Asst . Supt . Of Public Works Fabbroni Associate Attorney Sokoni Human Resources Director Michell-Nunn Members of the media Members of the public 1 . Public Comment: The following members of the public spoke : No public comment. 2 . Attorney - Repeal of Local Smoking Ordinance Associate Attorney Sokoni discussed repealing the City' s existing smoking ordinance. Current revisions to the State Law have made the State Law more comprehensive than the City' s ordinance. In addition, the State Law charges the Tompkins County Health Department with enforcement of the Law. The following motion was made: WHEREAS, the New York State Assembly enacted extensive amendments to the Clean Indoor Air Act (Public Health Law, Article 13-E) , which becomes effective July 24, 2003, and WHEREAS, New York State' s Clean Indoor Air Act is now more comprehensive than the City' s Smoking Ordinance, Chapter 280 of the City of Ithaca Municipal Code, and WHEREAS, The Clean Indoor Air Act provides for enforcement by officials of the County Health Department, now, therefore, be it t I BUDGET AND ADMINISTRATION COMMITTEE AUGUST 27, 2003 RESOLVED, That the Ithaca Common Council enact an ordinance repealing Chapter 280 of the City Code as follows : Ordinance , 2003 Section 1: Chapter 280, entitled "Smoking" of the City of Ithaca Municipal Code is hereby repealed in its entirety. Section 2 : EFFECTIVE DATE. This ordinance shall take effect immediately and in accordance with law upon publication of notice as provided in the Ithaca City Charter. The Committee voted, 3-0, to move the ordinance on to Common Council for approval . 3 . DPW - Water and Sewer - Request to Amend Tertiary Phosphorus Removal Upgrade Project at IAWWTP Asst . Supt . Of Public Works Fabbroni discussed the need to amend the budget of the Tertiary Phosphorus Removal Upgrade Project . Bids were opened on August 19, 2003 and reflect a new post-bid project budget of $4 , 448, 500 . This is an increase of $333, 500 over the initial authorization. It was noted that the increase was due to the delay in the bidding process and subsequently, prices have increased. It is hoped that construction will begin in October, 2003 . The following motion was made : WHEREAS, Common Council approved the Tertiary Phosphorus Removal Upgrade Project at the IAWWTP at its regular meeting on May 7, 2003 in the amount of $4 , 115, 000, and WHEREAS, bids were opened on August 19, 2003 and reflect a new post-bid project budget of $4, 448, 500, and WHEREAS, the municipal owners collectively wish to move forward with this project, and WHEREAS, to date, $2, 775, 000 of the projected $4, 448, 500 project cost has been committed by the New York State DEC from 1996 Bond Act funds; now, therefore, be it RESOLVED, That Common Council hereby recommends an amendment to Capital Project 409J Tertiary Phosphorus Removal Upgrade at the IAWWTP in the amount not to exceed $333, 500 for a total project authorization of $4, 448, 500, and be it further 2 BUDGET AND ADMINISTRATION COMMITTEE AUGUST 27, 2003 RESOLVED, That Common Council authorizes this project contingent upon action by all the wastewater plant partners committing their new post-bid fair percentage reimbursement shares of the net cost to the Joint Activity Fund in the following amounts : Net after Bond Act Municipality % Project Total Reimbursement City of Ithaca 57 . 15% $ 2, 542, 317 . 75 $ 956, 405 .25 Town of Ithaca 40 . 87% 1, 818, 101 . 95 683 , 959.45 Town of Dryden 1 . 98% 88, 080 .30 33 , 135 .30 $ 4, 448 . 500 . 00 $ 1, 673 , 500 . 00 and be it further RESOLVED, That Common Council hereby recommends financing this project through local BANS and permanent bonding under NYS Environmental Facilities Corporation, or in any such other manner as the City Controller, in partnership with the wastewater plant owners, may recommend within the Joint Activity portion of the City financing, and be it further RESOLVED, That Common Council hereby recommends no changes to the previously authorized engineering services agreement Amendment No. 1 for advertising and construction services related to this project in the amount of a cost not to exceed $235, 000, and be it further RESOLVED, That the award of the construction contract is contingent upon approval from New York State on an approved work plan and award approval . The motion passed 3-0 . 4 . Fire Department - Report on Emergency Services Fire Chief Wilbur discussed recent accident events (local and regional) that brought to light that the City is not at its optimal preparedness in the event of a larger-scale disaster. Chief Wilbur recommends that a new focus be made at the City level to concentrate more resources on City services . Chief Wilbur also discussed the Emergency drill coming up in September at Cornell . In addition, Chief Wilbur reported that the back-up generator for the National Weather Service Transmitter Tower on South Hill should be installed by end of September. 3 BUDGET AND ADMINISTRATION COMMITTEE AUGUST 27, 2003 5 . Planning and Development A. Request to Amend 2003 Authorized Budget Director of Planning and Development H. Matthys VanCort reported that the Planning Department has received grant funds in the amount of $3 , 250 from the Tompkins Trust Company' s Robert S. Smith Award Program. Director VanCort presented a request to approve the $3 , 250 grant . The following motion was made : WHEREAS, the Planning Department has received grant funds in the amount of $3, 250 from the Tompkins Trust Company' s Robert S. Smith Award Program, and WHEREAS, the funds will be used to pay an intern for 13 weeks at 20 hours per week to establish and implement the Community Beautification Plan; now, therefore, be it RESOLVED, That Common Council hereby amends the 2003 Planning Department budget by an amount not to exceed $3 , 250 as follows for the purpose of recording said grant : Increase Revenue Account : A8020-2705 Gifts and donations $3 , 250 Increase Appropriation Account : A8020-5110 Staff Salary $3, 250 The motion carried 3-0 and will be a consent agenda item. B. Request to Amend Capital Project #446 Cayuga Green Design and Study Director VanCort discussed his request to amend Capital Project #446 because the current project authorization of $1, 345, 000 is not adequate to fund all the incidental costs related to the Cayuga Green Project, estimated at an additional $285, 000 . There was also discussion regarding the potential to charge the Water Fund for the water line relocation. (Alderperson Sams arrived at 7 :30) The following motion was made : WHEREAS, several amendments have occurred to Capital Project #446 Cayuga Green Design and Study from 2001 to 2003, and 4 BUDGET AND ADMINISTRATION COMMITTEE AUGUST 27, 2003 WHEREAS, the current project authorization of $1, 345, 000 is not adequate to fund all the incidental costs related to the Cayuga Green Project, estimated at an additional $285, 000; now, therefore be it RESOLVED, That Common Council hereby amends Capital Project #446 by $285, 000 for a total project cost of $1, 630, 000 for the purposes of paying for additional Cayuga Green project costs, and be it further RESOLVED, That said amendment be advanced from the General Fund and later repaid by the issuance of Serial Bonds and fees recovered by the Cayuga Green Developer. The motion passed 4-0 . C. Request to Establish Capital Project #469 Cayuga Green Design and Study, Phase II Director VanCort discussed the second phase of the Cayuga Green project . Phase II of the Project will consist of Engineering, design and costing of alternatives for the Green Street Garage, archaeological investigation in the parking lots east of the library and City Hall, petroleum contamination investigation, contract extension with National Development Council and acquisition of property. After the discussion, the following motion was made: WHEREAS, the next step in the development of the Cayuga Green Project is to perform various studies on the Green Street Garage and surrounding development sites, and WHEREAS, Phase II of the Cayuga Green Project will consist of Engineering, design and costing of alternatives for the Green Street Garage, archaeological investigation in the parking lots east of the library and City Hall, petroleum contamination investigation, contract extension with National Development Council and acquisition of property, and WHEREAS, Phase II Project work is estimated at a cost not to exceed $1, 223 , 000 ; now, therefore, be it RESOLVED, That Common Council hereby establishes Capital Project #469 Cayuga Green Design and Study, Phase II in the amount of $1, 223 , 000 for the purposes of funding said activities stated above, and be it further 5 BUDGET AND ADMINISTRATION COMMITTEE AUGUST 27, 2003 RESOLVED, That funds for said project shall be derived from the issuance of Serial Bonds and/or Capital Reserve funds . The motion passed 4-0 . 6 . Mayor' s Report Mayor Cohen reported that he, the City Controller and the Human Resources Director are currently working on a proposal for a local early retirement incentive program. It is possible that it will be offered to entire workforce, not just senior staff . It is unknown whether the State system will be offering a program in 2003 or 2004 . It is hoped that something will be ready for Council to review soon. Mayor Cohen also expressed interest in exploring the possibility of obtaining an emergency generator at City Hall in light of the recent Northeast blackout . 7 . Human Resources - Request to Transfer Funds for Work Environment Task Force Project Human Resources Director Michell-Nunn is recommending a transfer of $4 , 000 from the available balance of funds set aside in the Restricted Contingency for the Work Environment Task Force Project to be used to temporarily hire an intern to work on specific projects related to the Work Environment Task Force recommendations. This position would be funded from September until December 31, 2003 at 20 hours per week. After the request, the following motion was made : WHEREAS, Council set aside $35, 000 in the Restricted Contingency account for Work Environment Task Force recommendations, and WHEREAS, a balance of $22 , 400 is still available to implement the Task Force recommendations, and WHEREAS, the Human Resources Department staff is recommending a transfer of $4 , 000 from the available balance to be used to temporarily hire an intern to work on specific projects related to the Work Environment Task Force recommendations; now, therefore, be it 6 BUDGET AND ADMINISTRATION COMMITTEE AUGUST 27, 2003 RESOLVED, That Common Council hereby authorizes the transfer of an amount not to exceed $4, 000 from account A1990 Restricted Contingency to account A1430-5120 H. R. Hourly P/T for the purpose of hiring an intern to implement some of the Work Environment Task Force recommendations . The motion passed 4-0 . 8 . Controller' s Office - Discussion on Budget Process Controller Thayer discussed with the Committee that the 2004 Budget Process is in full swing and meeting at the Departmental level are in process . 9 . Common Council Announcements Pat Vaughan announced that 10 dates have been tentatively set for budget meetings in October. The dates are as follows: Tuesday, October 7 Thursday, October 9 Tuesday, October 14 Thursday, October 16 Monday, October 20 Tuesday, October 21 Wednesday, October 23 Wednesday, October 29 Thursday, October 30 The next Budget and Administration Committee meeting is scheduled for September 24 , 2003 at 7 : 00 P.M. in Common Council Chambers . The meeting adjourned at 8 :15 P.M. NOTE: In many cases the actual text the following resolutions presented in these minutes were prepared Committee' s deliberations and decisions areinn complete to accord involved. The resolutions presented h � decisions made by the Committee . 7 �\