HomeMy WebLinkAbout09-24-03 Budget & Administration Committee Meeting Minutes BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7 : 00 P.M. SEPTEMBER 24, 2003
MINUTES
Present :
Committee Members : Vaughan, Whitmore, Cogan, Sams,
Manos (Arrived 7 :25pm)
Committee Member Excused: None
Other Alderpersons Present :
Patricia Pryor (arrived 7 :35pm)
Carolyn Peterson (arrived 8 : OOpm)
Susan Blumenthal (arrived 8 :40pm)
Others Present :
Mayor Cohen
City Controller Thayer
Deputy City Controller Andrew
Superintendent of Public Works Gray
Asst . Supt . Of Public Works Fabbroni
GIAC Director Marcia Fort
Noel Desch
Members of the media
Members of the public
1 . Agenda Amendments :
Chairperson Vaughan recommended the following Agenda
changes - the committee agreed:
Remove B-2 - Salary Review Engineering Department
Add B-3 - Discussion on Tertiary Phosphorus Project
2 . Public Comment: The following members of the public spoke:
Fay Gougakis spoke about consolidation/elimination of
NewsCenter 10 with a Syracuse station. Questioned whether
it was in compliance with cable franchise agreement .
Spoke regarding winter covering of fountain on Commons .
Response from Chairperson Vaughan - discussed cable
franchise agreement . Cannot force NewsCenter 10 to carry
local news program per the agreement .
I
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24 , 2003 '
3 . GIAC - Request to Amend 2003 Authorized Budget
Director Fort discussed amending 2003 authorized budget to
retain the computer lab operating at the Southside
Community Center until December 31, 2003 . Funds are coming
from IURA and Cornell as gifts and donations . The
following motion was made :
WHEREAS, a computer lab, funded by the Cornell-Ithaca
Partnership, has been operating at the Southside Community
Center since February, 2003 , and
WHEREAS, the Cornell-Ithaca Partnership is closing September 30,
2003 and can no longer operate or fund the computer lab after
this date, and
WHEREAS, it is felt the computer lab serves a valuable purpose
for the Ithaca community, and
WHEREAS, the funding needed to continue operation of said
computer lab to December 31, 2003 will be $4 , 712 . 50, the amount
needed to contract with the current lab coordinator at 25 hours
per week for 13 weeks, and
WHEREAS, funds for said amount needed can be derived from the
IURA and Cornell University; now, therefore, be it
RESOLVED, That Common Council hereby accepts the $4, 712 . 50 in
funds from the IURA and Cornell University to fund the computer
lab program at Southside Community Center from October 1, 2003
to December 31, 2003 , and be it further
RESOLVED, That Common Council hereby amends the 2003 GIAC Budget
in an amount not to exceed $4 , 712 . 50 for the purposes of
contracting out the lab coordinator operation of said computer
lab as follows :
Increase Revenues :
A7311-2705 Gifts and donations $4 , 712 . 50
Increase Appropriations :
A7311-5435 Contracts $4, 712 . 50
The Committee voted 3-0, Sams abstaining, consent agenda
item.
2
w
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24, 2003
4 . Department of Public Works
A. Request to Amend Code Compliance Capital Project for
GIAC Boxing Room Floor Replacement
A short discussion regarding changing the wording of the
Resolution to add a reference to the Front Office Business
Counter as appropriate . The following motion was made :
WHEREAS, bids for the GIAC Boxing Room Floor and Front Office
Business Counter Replacement Project were opened on July 1, 2003
with one bid received by McPherson Builders Inc. for $53 , 987,
and
WHEREAS, funding for this project was to be derived from Code
Compliance Capital Project #423 and GIAC Gym Renovation Capital
Project #339, and
WHEREAS, the GIAC Gym Project has $27, 000 available for the
Boxing Room Floor and Front Office Business Counter Project and
the Code Compliance Project currently has no funds available,
and
WHEREAS, the post-bid budget for the GIAC Boxing Room Floor and
Front Office Business Counter Replacement is $62 , 000, leaving a
project deficit of $35, 000, and
WHEREAS, the boxing room floor is in very poor condition, a
walking hazard and out of compliance with current building
codes; now, therefore, be it
RESOLVED, That Common Council hereby authorizes an amendment to
Capital Project #423 Code Compliance in an amount not to exceed
$35, 000 for the purposes of renovating the GIAC boxing room
floor and front office business counter, and be it further
RESOLVED, That the funds necessary for this project shall be
derived from a General Fund advance and later paid back by the
issuance of Serial Bonds .
The motion carried 4-0 .
B. Request to Amend 2003 Parks and Forestry Authorized
Budget
The City Forester has received donations and insurance
reimbursements from insurance carriers derived from damage
to trees caused by various reasons (vehicular, etc) . The
following motion was made :
3
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24 , 2003 '
WHEREAS, the Parks and Forestry division of DPW has received
several donations and reimbursements to purchase and plant trees
for 2003 , and
WHEREAS, the DPW tree budget was unfunded in 2003 , and
WHEREAS, to date, insurance reimbursements and donations have
been received from various entities in the amount of $10, 500,
and
WHEREAS, the Parks and Forestry division would like to replace
and purchase trees with these funds; now, therefore, be it
RESOLVED, That Common Council hereby amends the 2003 Authorized
DPW Budget by an amount not to exceed $10, 500 for the purposes
of acquiring and planting trees as follows :
Increase Revenues :
A7111-2680 $9, 500
A7111-2705 $1, 000
Increase Appropriation Account :
A7111-5485 Trees $10, 500
The motion carried 4-0 and will be a consent agenda item.
5 . DPW - Water and Sewer Division
A. Request to Complete the Sewer Electronic Map Contract
Asst . Supt . Of Public Works Fabbroni discussed completion
of Electronic Map contract . Current employee leaving but
wants to complete project . Funding will come from transfer
of budgeted salary for this position moved to contractual
lines . Will actually cost less paying contractually versus
payroll due to not having to pay benefits on a contract .
This action is budget neutral . It was also mentioned that
the earliest this position would be filled after the
current tenure would be next year.
The following motion was made :
WHEREAS, the Water and Sewer Department has used City Water and
Sewer employee Mr. Sharaf' s skills to do water and sewer GIS
mapping over the past five years, and
4
' BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24 , 2003
WHEREAS, he will soon be leaving City employment for personal
reasons, and
WHEREAS, Mr. Sharaf would like to complete the sewer electronic
mapping project, which he has started, and
WHEREAS, Assistant Superintendent of Water and Sewer Fabbroni is
recommending that Mr. Sharaf be hired under contract to complete
the sewer electronic map at a total cost of $9, 000 for the
remainder of 2003 , and
WHEREAS, funds are available for said contract from Water and
Sewer budgeted funds for his position for the remainder of 2003 ;
now, therefore, be it
RESOLVED, That Common Council hereby authorizes the Mayor to
enter into a contract with Nematallah Sharaf at a cost not to
exceed $9, 000 for the purpose of completing the sewer electronic
map, and be it further
RESOLVED, That funding for said contract shall be derived from
the transfer of Water and Sewer funds as follows :
Transfer from Appropriation Accounts :
F8311-5110 $3 , 600
G8111-5110 $5, 400
Transfer to Appropriation Accounts :
F8311-5435 $3 , 600
G8111-5435 $5, 400
And be it further
RESOLVED, That said budget transfer is Water and Sewer Budget
neutral .
The motion carried 4-0 and will be a consent agenda item.
B. Tertiary Phosphorus Project Discussion
Asst . Supt . Of Public Works Fabbroni discussed Tertiary
Phosphorus Project - State DEC contract will not be
executed and delivered by 10/3/03 date . An assurance
letter was received by Mr. Fabbroni from the State
indicating that the funds are in the State budget and will
be made available to the City at a future date .
5
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24, 2003 '
Requesting that work be started on time because time limit
on low bid will expire within 45 days of bid opening
(October 3 , 2003) . If bid is allowed to expire, this may
potentially cost the City substantial amounts of money
because the next lowest bidder could be offered the
contract or the project would be re-bid. If the project is
re-bid, it is assumed that the bids would come in higher
than the current bids . Recommending waiving the
contingency of the original approved resolution (project
contingent on contract approval at the State) .
It was suggested to ask low bidder to extend 45 day period
an additional 30 days. Controller Thayer responded that
there is precedent for such an action.
Concern over the Town of Ithaca having the same contingency
in their resolution concerning this project . Recommended
that discussions with the Town occur and request that they
waive the same contingency clause.
No further action was taken on this discussion.
C. Joint Sewer Agreements - Discussion
Superintendent Gray discussed the history of wastewater
treatment needs of the Ithaca area.
Village of Cayuga Heights wastewater treatment plant is now
operating over rated capacity. IAWWTP is operating under
rated capacity. Looking at the combined capacity of both
plants, both plants can handle combined flow of
municipalities now, and allowing for growth, for the next
20 years . Superintendent Gray discussed 4 agreements for
intermunicipal cooperation relating to the sewer plants :
Overarching Intermunicipal Agreement - Involves 6
municipalities and will require Common Council
approval .
Joint Owners Agreement - Will require Common Council
approval .
Joint Interceptor Agreement - Requires Board of Public
Works approval .
Modifications to Existing SJS Agreement - Requires
Board of Public Works approval .
6
1
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24 , 2003
Important to move agreements along to get them signed by
the end of the year.
No further action on this matter.
D. Water Treatment Plant - Discussion
Asst . Supt . Of Public Works Fabbroni discussed the prospect
of building a new water treatment plant . The most
desirable site is at the reservoir. Site is desirable
because of the elevation. Approximately 64% of City could
be served with gravity fed lines thereby significantly
reducing energy costs due to the fact that no pumps would
have to be used. Estimated 4% increase in water rates over
the foreseeable future will pay for new plant .
Committee member Whitmore posed question - cost of new
facility vs. purchasing water from Bolton Point (SCLIMWC)
Mr. Fabbroni discussed the economics of this alternative.
Alternative #7 is the recommended project (reservoir plant
w/membranes, 6 MGD peak, 3 .4 MGD average) .
Alderperson Peterson, as Council liaison to the Natural
Areas Commission, expressed concern over the perceived
speed at which this process was proceeding. Superintendent
Gray assured her that this was just the beginning of the
process and was looking to determine if the concept of the
project was what the Board was willing to proceed with.
Alderperson Peterson requested more information regarding
the purchase of water vs . cost of new facility options .
Anticipated that total of 4 years (2 for design and 2 for
construction) before old plant could be taken offline .
Existing plant would be demolished after new plant goes
online.
More information to be ready for October B & A meeting.
No further action at this time .
7
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24, 2003
6 . Approval of August 27, 2003 Minutes
Minutes from August 27, 2003 were approved unanimously.
Committee Member Manos requested that in the future,
minutes include identity of person making motions and the
corresponding seconding of that motion.
7. Mayor' s Report
No Report .
8 . Common Council Announcements
Alderperson Pryor reported that there is a strong
indication that there will be no N & CI Committee meeting
in October.
9 . Controller' s Office
Controller Thayer reported that work on the budget is
progressing. Will be ready for October 1 Council meeting.
10 . Setting of October Budget Meeting Dates
Chairperson Vaughan announced that 10 dates have been set
for budget meetings in October. The times will be 7 : 00pm
to 10 :30pm (with one exception) . The dates are as follows :
Schedule of October Budget Meetings
DATE TIME LOCATION TO BE REVIEWED:
10/7/03 7 : 00 PM C.C.C. Overview on the 2004 Budget
(Discussion of key elements)
Revenues, Police Dept .
10/9/03 7 :00 PM C.C.C. Attorney, Planning, DPW/Water
& Sewer, Joint Activity
10/14/03 7 : 00 PM C.C.C. Public Hearing, SPCA, Human
Services Coalition,
Information Technology,
Chamberlain
8
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 24 , 2003
10/16/03 7 :30 PM C.C.C. Fire Department, DPW/Streets
& Facilities, Mayor
10/20/03 7 : 00 PM C.C.C. Southside Community Center,
GIAC, Youth Bureau
10/21/03 7 : 00 PM C.C.C. TCAD, Community Police Board,
Human Resources, Finance,
Clerk, Building Department,
Capital Projects
10/22/03 7 : 00 PM C.C.C. If necessary
10/23/03 7 : 00 PM C.C.C. Carry-over items
10/29/03 7 : 00 PM C.C.C. Public Hearing, Carry-over
Items and Regular B & A
Meeting
10/30/03 7 : 00 PM C.C. C. Carry-over Items (if needed)
(C.C.C. = Common Council Chambers)
The next Budget and Administration Committee meeting is
scheduled for October 29, 2003 at 7 : 00 P.M. in Common Council
Chambers .
The meeting adjourned at 10 : 00 PM.
NOTE: In many cases the actual text of the resolutions
presented in these minutes were prepared following the
Committee' s deliberations and decisions on the matters involved.
The resolutions presented here are in complete accord with
decisions made by the Committee .
9