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HomeMy WebLinkAboutMN-B&A-1998-01-28 • 10,--U4-Ze4 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. JANUARY 28, 1998 MINUTES Present: • Committee Members: Marcham, Manos, Farrell, Vaughan Committee Members Excused: Shenk • Other Alderpersons: Sams (did not vote) Others Present: City Controller Cafferillo Deputy Controller Thayer Fire Chief Wilbur City Clerk Holcomb Supt. of Public Works Gray Asst. Supt. of Water & Sewer Fabbroni City Attorney Geldenhuys Members of the Board of Fire Commissioners Fire Dept. Bunker Representatives Members •of the public Members of the media 1. Opening Comments: Chairperson Marcham stated that the following changes were . made to the agenda:" A. Delete City Attorney litigation item; B. Additional personnel item in executive session; C. Additional insurance�iem �o be discusse3; ` -- D. Additional Water & Sewer Bond issue item. Members of the public were asked to speak; the following members spoke: Fay Gougakis - She spoke to the Committee on the issue of snow emergency policy for City employees. She explained that non emergency City employees should not be forced into work or forced to use a benefit day. She stated the roads were closed and individuals were not allowed to drive. She also urged Council to request additional funds from Cornell University to help pay their fair share of City expenses as a result of their university. 1 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 Bob Romanowski, Fire Commissioner, discussed the public safety budget with the Committee. He discussed reductions in funds to the Fire Department and the lack of fire fighters in the city. He explained that the City needs 75 fire fighters to do the job, but only have 60. He further explained that due to shift changes, it takes an additional five fire fighters to produce one F/T fire fighter position. He noted that Fire Station 6, West Hill, needs two fire fighters to keep the station open during the day. He also spoke to the Committee regarding additional space needs at Central Fire Station and revenue generation. Fire Department Bunkers - spoke to urge the Committee to support parking in Dryden Road Ramp for the bunkers parking at Fire Station #9. They explained that they are dedicated to serving the community and are only asking that parking spaces : be made available to bunkers who are living *at Fire Station #9 . They explained parking is limited at the station, and the only way to park is to pay for parking. A letter regarding this issue, from another bunker, was read to the Committee. • Cynthia Yahn, representing the 600 block of West Buffalo Street, discussed the DPW item related to parking lot maintenance. She spoke in particular about the 611 West Buffalo Street parking lot maintenance. She asked. the Committee to include a neighborhood representative from the West End if and when the lot maintenance item is discussed. 2 . Common Council A. Snow Emergency Policy The Committee discussed the Mayor's .recent Snow Emergency Policy related to the snowstorm of December 30, 1997 . Chairpersah 'Marcham explained -that--the-- Mayor vs -"tiraieraent-u weather" policy has drawn criticism from City employees. The policy did the following: - Pay all City employees who came to work; - Employees who stayed home were told to take a benefit day unless the employee was excused specifically by their supervisor. Marcham stated that a grievance has been filed by the CSEA Admin. Unit. She explained that Council should overrule the . Mayor' s payroll policy on inclement weather for the following reasons: 2 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 - No current policy on inclement weather exists; - Policy fair to employees who worked, but unfair to all others who obeyed the law; Policy may violate City labor contracts; - No advance notice of policy was given to employees. Creig Hebdon, CSEA Admin. President, spoke to the Committee discussing the December 30th snow emergency. He made the Committee aware of the workforce confusion on whether they should work or not work due to a lack of astorm policy. He felt the policy after the fact is illegal and the benefit day used by the employees should be reinstated. Future snow policy needs to be discussed with all City labor groups. Julie Holcomb, City Clerk, spoke to the Committee on the snow policy. She explained that many of the. City employees affected are upset over the Mayor's policy, as reflected in the petition that was signed by 97 employees. She recommended that the benefit day be reinstated. Holcomb recommended that a cross representation of the entire workforce be included in future discussions regarding the snow policy. She stated that • the Mayor's policy is unfair. A discussion regarding the future policy will be made at future B&A or subcommittee meetings. Chairperson Marcham stated that the grievance issue will be discussed in executive it session later in the meeting. A discussion followed regarding a resolution to request that the Mayor consult with members of the B & A Committee and Common. Council members prior to personnel policy-making, rather than after the policy is enacted. . After the discussion, the__following_motion ,was- made* WHEREAS, Mayor Cohen enacted a City payroll policy on January- 2-, -- -- 1998, to deal with weather emergencies, and announced he'd bring the issue "to Common Council at the January B & A meeting to see if they want to make any changes to this policy, " and WHEREAS, no members of the Budget and Administration Committee were consulted before the policy was drafted, and the subsequent filing of a grievance by City employees severely limits the Committee' s ability to respond', and WHEREAS, the B & A Committee has been active and effective in the design of City personnel policies in recent years and wishes to continue- -to - -offer-- --constructive- -proposals---1n--this---aL ed;—now;--theref ore, be it 3 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 RESOLVED, That Common Council requests that the mayor consult with members of the B & A Committee and, whenever possible, with Common Council as a whole, as well as members of the City workforce, on personnel policy-making before, rather than after, these policies are enacted. The motion passed 4-0. B. Taxicab Regulations The Committee discussed the amendment to the City Code as it relates to taxicab licensing procedures. -Chairperson Marcham explained that the Police Department raised some cases that may warrant an increase in the taxicab insurance rates. She stated that the proposal will reduce the taxicab liability insurance rates to New York requirements .. of $25,000 per. person, $50,000 per accident, and $10,000 per accident for property damage. It was noted that no other city in New York State is carrying insurance limits above the state minimum. A discussion concerning the Police Department examples-and the liability limits for taxicabs followed. The local cab companies and their insurance agent were present to discuss this issue with the Committee. The insurance agent suggested that, based on- his New York State taxicab claims, the. current City insurance limits are too high, causing. higher premiums . for city cab companies. A middle ground on liability, ,/ OR insurance premiums was discussed at $50,000 per person., $100,000 per accident, and $25,000 per accident for property damage. The Committee requested that the two local cab companies supply the City with cab drivers' traffic records for the last. one :to two .years. _ The local ._cab _companies__staf ed_.±hat._anl_IL___ two major accidents have occurred in the last 40 years. A discussion regarding cab inspections by the City followed. It was noted-.that-the_ Police_Department-has_been_inspecting nabs_ monthly, and it may be in the City's interest to perform inspections less often, or have them inspected by a state agency. The Committee voted, 4-0, to move the taxicab ordinance amendment to .Common Council with liability insurance rates at the New York State requirement level of: $25,000 per person; $50,000 per accident; $10,000 per accident for- property damage. The Committee will--be -lo'okin'g---to'- -receive'---the- cab--driver-'---------- traffic records for the last one to two years by the next Council meeting. 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 C. Managerial Raises Policy Alderperson Vaughan explained that a draft policy for managerial raises has been established. The policy was presented to the Committee. Vaughan explained that the draft policy includes: How to submit a request; When to submit a request; Criteria to be used. Alderperson Vaughan explained that these adjustments to. management are in addition to the annual budget increase process. She stated that if B & A approves the draft policy, the draft will be taken to the next Senior Staff meeting for comment, and then be officially approved at the March Council meeting. A discussion regarding the policy followed. Alderperson Manos suggested that the words "salary increase" should be replaced with "salary adjustment. " The Committee approved the following draft policy for management, 4-0 : PROCEDURE FOR REQUESTING SALARY INCREASES FOR MANAGERIAL EMPLOYEES NOT COVERED BY A BARGAINING UNIT HOW TO SUBMIT A REQUEST Requests for a salary increase must be in writing and should address the criteria outlined below. Requests should be submitted to the Director .of Personnel. A copy of the request should also be provided to the head of the department affected or, if the department head is making the request on his/her own behalf, to the Mayor. The Director of Personnel will distribute copies of _ the request to the Budget - and Administration Committee. WHEN TO SUBMIT- A QUEST Requests for salary increases should be submitted to the Director of Personnel no later than April 1st of any given year. The Director of Personnel will place the requests on the agenda of the next regularly scheduled Budget and Administration Committee meeting. The Budget and Administration Committee will review and respond to the requests by the June meeting of the Budget and Administration Committee. Any salary increases that are granted will take effect upon approval by Common Council. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 CRITERIA FOR GRANTING AN INCREASE A request for salary increase must meet one of the following criteria: 1. The job must have permanently and materially changed. A . material change refers to the permanent addition of new and different responsibilities that are of significance, are performed regularly, and have become a substantial part of the employee' s job. 2. There has been high turnover in the position which, upon review, may have been caused by low salaries. 3. It can be demonstrated that the salary is not equitable when reviewed against either the internal managerial salary structure or an appropriate selection of external salary structures. Common Council shall determine the appropriate salary structures with which comparisons are to be made. CRITERIA THAT WILL NOT BE USED FOR GRANTING AN INCREASE 1. A request to expand a managerial employee's workweek from 35 to 40 hours and provide a corresponding salary increase. All managerial positions will be converted to 40 hour positions as turnover occurs. 2. Merit. Common Council will, not g rant merit increases because there' s currently no fair way to judge merit. 3. DPW A. Parking Lot Maintenance - Discussion Supt. of Public Works Gray stated that the BPW approved a resolution requesting funds to maintain four new parking lots in the city. DPW is incurring expenses to maintain these four new lots, approved by Council, but funds have not been budgeted for them. Gray wanted to make Council aware of the cost associated with these lots. He explained that the total maintenance cost of the four lots has been estimated at $7,500. The BPW was looking for Council to cover the cost, but the B & A Committee was unwilling to increase the budget in January. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 Gray explained that he wanted Council to understand the extra maintenance costs associated with the parking lots and that other items may not get done because staff is maintaining these new lots. No action was taken. 4 B. Approval of Permanent Bridge Systems Engineer Supt. of Public Works Gray presented a request to temporarily amend the DPW personnel roster for a Bridge Systems Engineer position. Gray explained that the City= is eligible for matching funds for three bridge projects aspart of the ISTEA funding. He explained that current staffing levels are , not adequate to cover the engineering services that are needed to complete these projects. Gray stated that the position would be temporary and only ' funded while the ISTEA project funding is available to the City. The City' s share of the projects is five percent. The position would be permanent while funded. After a discussion, the following motion was made: WHEREAS, the City is eligible for a substantial matching funding for three major bridge projects - as part of the New York State Intermodal Surface Transportation Efficiency Act (ISTEA) and these projects have been included in the current 5 year Transportation ! Improvement Program (TIP) which is slated to end in 1999, and WHEREAS, current staff levels are not .adequate to permit additional assignments for projectsof this magnitude within the time frame, and WHEREAS, staff expenses for these projects shall be funded through capital project authorizations and can comprise the City's share of matching funds; now, therefore, be it RESOLVED, That the Common Council hereby recommends the addition of a temporary full time Bridge Systems Engineer to the City Engineer' s Office roster through December 31, 1998, subject to appropriate funding source approval and for the period of planning and construction of the referenced projects, and be it further RESOLVED, That the job description prepared by the City Engineer be forwarded to the Personnel.Administrator for Civil Service review and determination of salary and classification, and that such salary be added to the personnel line of the City Engineer' s 1998 budget. The motion passed 4-0. 7 • • BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 C. Request Approval of Temporary Employment at Water & Sewer Supt. of Public Works Gray presented a request to create a temporary part-time Assistant Civil Engineer position at Water <.f and Sewer for a minimum of 17 hours a week to June 30, 1998. Gray explained that the funds will be derived from existing capital projects in Water and Sewer. Gray explained that this position has been working about 17 hours a week through the Octopus project and Water and Sewer Department would like to keep him on untilJune to finish up those projects. The following motion was made: WHEREAS, the Board of Public Works and Common Council approved a temporary engineering position within the Water and Sewer Division during .1997 to provide support and contract supervision for the water and sewer. contracts in 1997 as well as ' construction of utilities related-to the NYSDOT Route 96 project, and WHEREAS, the 1997 sewer contracts have been extended into 1998 and the funds budgeted for contract supervision are available to cover that work, and WHEREAS, the City has applied to the 1997 Environmental Bond Act for a sequence of water and sewer projects totaling .over. $6 million starting in 1998; now, therefore, be it ha RESOLVED, That the Common Council hereby recommends ,the creation of `r a temporary part time Assistant Civil Engineer position in Water. and Sewer with a minimum of 17 hours per week through. June 30, 1998, and be it further RESOLVED, That the funding for the position will be derived from existing capital projects at the time the work is being done. The motion passed 4-0. Gray explained that if the. 1997 Bond Act funding is approved for the submitted Water and Sewer projects, a request may be made to B-& A--in -July -for- -an extension of this position. D. Approval of New Position of Laboratory Technician Supt. of Public Works Gray presented a request to amend the 1998 roster at the Water Treatment Plant by adding a F/T • Laboratory Technician/Ecologist position to the roster, and deleting an Assistant Chief Water Plant Operator position. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 Gray explained that this is part of the overall Water consolidation program. Asst. Supt. of Water and Sewer Fabbroni explained the need for the position to the roster. He stated the City will be in the water business at least two more years. After a discussion regarding the request, the following motion was made: WHEREAS, the Assistant Chief Water Plant Operator retired, and WHEREAS, the consolidation of laboratory functions of the Water and Wastewater plants using a lesser title of Laboratory Technician has helped modernize the laboratory during 1997, and WHEREAS, the efficiency of a highly trained scientist is valuable in performing laboratory testing to modern day standards and possessing the versatile knowledge necessary to answering broad water and wastewater water quality and watershed concerns and regulatory mandates, and WHEREAS, the joint water study with Cornell University and the members of Bolton Point is ongoing, with no final recommendation having been made, and WHEREAS, the City's long-term approach to water production has not been determined, thereby insuring that we will be producing at the existing water plant for a period of approximately one to two years, thereby requiring laboratory services on a permanent basis for at least that time period, and WHEREAS, the City's need for this position beyond that point is yet to be determined; now, therefore, be it RESOLVED, That the roster for 1998 be amended to include a permanent full time Laboratory Technician/Ecologist position in place of the Assistant Chief Water Plant Operator position, and be it further RESOLVED, That funds included in the 1998 approved budget for a Laboratory Technician and overtime funds budgeted for water plant construction (now principally projected for 1999) be used to fund this position without any change in total budgetary funds. The motion passed 4-0 . E. Request to Redirect Funds in Water Capital Project Supt. of Public Works Gray presented a request to redirect $400, 000 of the $600,000 in funds remaining in the Water Supply and Distribution Improvements Capital Project #506 . Gray explained that effective negotiations with New York State 9 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 allowed for lower costs for the water portion of the Octopus project. He stated that Council authorized $1,000,000 and only $350,000 has been spent with another $50,000 in punch- list items remaining. Gray explained that the department wants to use $400,000 of. the remaining funds to complete pump station work at both Vinegar Hill and Water Street. He stated the pump station upgrades will improve the water distribution system. After a. discussion, the following motion was made: WHEREAS, the Route 96 Octopus Project is 95% complete and due to an effective water and sewer construction program, the Capital Project for Water Supply and Distribution Improvements has a remaining balance of $600,000, and WHEREAS, the Water and Sewer Department has additional water projects that need to be completed, related to Vinegar Hill and Water Street pump stations, at an estimated construction cost of $400,000, and WHEREAS, the pump station projects will enhance the water distribution system which adheres to the original intent of . the bond resolution for the Route .96 Octopus Project; now, therefore, be it RESOLVED, That Common Council hereby redirects, from its original ,/ intent, $400,000 of funds .in Capital Project #506 for use. .in . the� construction of Vinegar Hill and Water Street Pump Stations. . The motion passed-4-0. 4. Common Council - Transfer of Funds for Community Police Board A discussion regarding the Community . Police Board funds approved as *part of the 1998 Budget followed. Deputy Controller Thayer stated that the funds were placed in the. Police Department,-s-120 account- and need- to--be_-transferred-_ta_the legislative account for contracts. He stated that the Police Department does not want to be involved with the administration of these funds. Thayer explained that the funds should be spent under a _ contract basis instead of on the payroll. He stated that the funds approved totaled $8,380 and were to be used for support • to the Community Police Board. After a discussion, the following motion was made: - 10 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 WHEREAS, the 1998 Budget included $8,380 in the Police Department for the hiring of a temporary half-time position to assist the Community Police Board, and WHEREAS, it has been determined that the funds could be more effectively used if the Community Police Board work was done under contract in the Common Council accounts instead of a City roster position in the Police Department; now, therefore, be it RESOLVED, That $8,380 be transferred from the A3120-5120 account to the A1010-5435 account for the purpose of contracting for Community Police Board support. The motion passed 4-0. 5 . Fire Department A. Approval of Joint Operations Committee Composition and Appointment Procedures Fire Chief Wilbur stated that Common Council approved in concept, at the December 3, 1997 meeting, a proposal for operation of the Ithaca Fire Department Training Center on a regional basis. • Wilbur stated that they now have the proposal ready for adoption. The agreement includes: - Joint Operation Committee composition; - Joint Operation Committee appointment procedures. He explained that this document will allow the department to appoint the board and work out the details of the program. A discussion regarding the board composition followed. The City would have two members on the board, plus one member from the Town, and the Fire Chief--as- an--ex-offlcie-member: - - Wilbur stated that the County's Public Safety Committee recently approved the proposed joint document. Financial activity would be approved by the City Council and the County. The Joint Operations Committee is only an advisory board, and will not have the power to spend funds. Area fire departments are enthusiastic about this program, and five departments have already committed funds. The following motion was made: WHEREAS, the Common Council of the City of Ithaca did, at their regular meeting of.December 3, 1997, endorse a concept proposal for. operation of the Ithaca Fire Department Training Center on a regional basis, and 11 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 WHEREAS, the Board of Representatives of Tompkins County did, at their regular meeting of December 16, 1997, endorse the same proposal, and WHEREAS, this concept proposal for such regional operation called for formation of a Joint Operations. Committee to perform certain tasks related to the implementation of this concept, and WHEREAS, the tasks to be performed include, . but may not be limited to: - developing usage policies; - establishing maintenance and use fee schedules; - resolving questions that may arise from time-to- time related to operation of the Training Center, and ti« - planning for future needs, and WHEREAS, a meeting was held on January 15, 1998 of representatives from: the Ithaca, Lansing, Newfield, and Trumansburg Fire Departments, as a cross section of Tompkins County Fire ' Departments, for the purpose of defining the Joint Operations Committee for approval, and • WHEREAS, the results of that meeting are contained in the attached document entitled: Tompkins County Regional. Fire Training Center Plan - Joint Operations Committee Composition and Appointment , Procedures, dated January 17, 1998, and WHEREAS, this document Charges the Joint Operations Committee to convene and organize i n such ways as to perform the tasks set forth in the concept proposal; now, therefore, be it RESOLVED, That the Common Council of the City of Ithaca hereby . approves the Joint Operations Committee Composition and Appointment ~'` Procedures, and be it further RESOLVED,---That-the-Ithaca -Fire-Chief-is---directed -t-o -inform--the Board of Fire Commissioners to make nominations for such appointments as provided for in the appointment procedures. The motion passed 4-0. B. Approval of Bunker Parking at Dryden Road Parking Garage Fire Chief Wilbur explained that the department needs additional funds to allow bunkers four parking spaces at Collegetown Fire Station #9 . City Controller Cafferillo explained the chargebacks between City General Fund and other funds . He noted that chargebacks within the same fund, 12 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 General Fund, become complicated and involve high administrative costs to account for the detail. He explained that there comes a time where intrafund transfers do not benefit the financial system. Wilbur stated that the four parking . spaces are needed. He stated that the DPW had provided for the funds in recent budgets, but have been forced to cut the budget. The 'total cost for this request is $4,080. Cafferillo stated that we can recognize the cost of the parking within the City's financial . system without appropriating funds. After a discussion, the following motion • was made: • • WHEREAS, the Ithaca .Fire Department relies heavily on its student bunkers as a component of the staffing required to provide protection to the community, and WHEREAS, as many as ten student bunkers may be housed at Fire Station #9, at 309 College Avenue, and WHEREAS, no off-street parking exists at -Station #9 for the use of the residential bunkers living there, and WHEREAS, other landlords -are required.to provide such parking fore , their tenants, and . • WHEREAS, current •zoning±requirements would -require four spaces be provided for such residential occupancy, and • WHEREAS, the Board of Public Works has provided parking for up to four student bunkers residing .at Station #9 at the Dryden . Road parking garage, and WHEREAS, -upon notice- -given in both- the 1997 and 1998 budget processes, the Board of Public Works has determined to revoke the parking privileges provided to said bunkers, and WHEREAS, the 1998 budget for the Fire Department does not contain sufficient appropriations to pay the Department of Public Works for parking for student bunkers; now, therefore, be it RESOLVED, That the Common Council hereby provides four--paring spaces in-the Dryden Road parking garage to- the Fire Department to allow for usage by student bunkers, and be it further RESOLVED, That the cost for the four parking spaces hereby provided shall be accounted for within the City' s financial record system in the General Fund. 13 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 The motion passed 4-0 . C. Request Discussions with County on West State Street Parking Lot Fire Chief Wilbur stated that the Fire Department is having a difficult time with parking in the West State Street parking lot as a result of the new Human Services building. Wilbur stated that the department needs 20 constant spaces on a daily basis. When meetings occur, the demand exceeds the supply. Wilbur stated that the County and the City signed a Memorandum of Understanding on the issue, but the full impact on the Fire Department was not recognized. A discussion regarding the parking problem followed. The following motion was made: WHEREAS, the Memorandum of Understanding with Tompkins County which includes parking arrangement for employees of the new Human Services Building on West State Street was executed without full consideration of the impact on the Fire Department, and WHEREAS, the Ithaca Fire Department has long used the West State Street parking lot for City and County (dispatcher) employee, volunteer and bunker parking, and for operational space, and WHEREAS, the previous use by municipal permit holders did not load that portion (East side) of the West State Street parking lot at 100% capacity during the period from 8:00 a.m. to 4:30 p.m. , but spread it across a 24 hour period, and WHEREAS, the current parking situation does load the East side completely during business hours, and WHEREAS, of the 22 spaces available for Fire Department use, there is a daily static demand for 20 spaces by Fire Department employees and Fire Department vehicles, and WHEREAS, additional meetings, training workshop meetings, fire or other significant operational deployment creates a demand for parking that exceeds the supply, which adversely affects the fire department' s ability to respond quickly to emergency situations; now, therefore, be it RESOLVED, That the Common Council of the City of Ithaca agrees to initiate discussions with the Board of Representatives of Tompkins County with__the__in_tent__of_ reducing _the- demand- for County Human Services Building parking spaces in the West State Street parking lot from twenty to ten, and be it further 14 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 RESOLVED, That such discussions shall commence during the Spring of 1998 . The motion passed 4-0. 6. Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss personnel issues and a grievance. 7 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Marcham reported that the Committee discussed a grievance and the status of contract negotiations with the Executive Unit. The Committee took no action. 8 . Finance/Controller - Request Approval of Insurance Package Controller Cafferillo discussed the current status with Ithaca Agency, the City' s insurance carrier, with the Committee. Cafferillo explained that the City is in the last year of its current three-year contract. He reported that, through negotiations, the. City has the opportunity to extend the insurance contract with Ithaca Agency through the year 2000. He explained that the premiums for that period are at even lower rates that the past three years. Cafferillo presented the Committee with schedules that reflected thousands :of dollars in premium savings over the past 3-5 years. A "discussion regarding the program followed. The Committee agreed to extend the insurance contract through the year 2000. The following motion was made: WHEREAS, the City is entering the final year of a three-year City- wide insurance contract with the Ithaca Agency, and --- WHEREAS, the City's insurance , program has been operating economically efficient during the period, and WHEREAS, the City Controller has effectively negotiated, with the Ithaca Agency, the current City-wide insurance package, saving the City thousands of dollars over the course of the contract, and WHEREAS, the City has the opportunity to extend the insurance contract for the period of 1998, 1999 and 2000 at even lower premium rates, and WHEREAS, the City has the option to extend professional service 15 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 WHEREAS, the City has the option to extend professional service contracts under General Municipal Law, Sections 103 and 104; now, therefore, be it RESOLVED, That Common Council hereby authorizes the City Controller to enter into a three-year contract with the Ithaca Agency for the purposes of procuring a City-wide insurance package for the period 1998, 1999 and 2000. The motion passed 4-0. 9 . Consent Agenda Items . Chairperson Marcham reported that the following items will be placed on the Consent Agenda at the next Common Council • meeting. The Committee agreed with the consent items . A. DPW - Approval. of' Assessments for Esty Street Sidewalks WHEREAS, the Board of Public Works held public hearing on the installation of new sidewalks and curbing on Esty Street, and WHEREAS, the Board of Public Works and Common Council agreed that property owners would be responsible for the cost of the sidewalks and curbing, and WHEREAS,' notices were sent to each property owner informing them of , ' the cost for the newly installed sidewalks; now, therefore, be it RESOLVED, That Common Council hereby approves. the attached list of sidewalks assessments -and directs the City Chamberlain to collect such assessments. B. Youth. Bureau - Request to Amend 1998 Youth Bureau Budget WHEREAS, the Cass Park Ice Rink is continuing to sell advertising space on the rink's dasher boards,.' and WHEREAS, the estimated cost to prepare this phase of dasher boards for advertising is $6,000 for printing and other associated costs, and WHEREAS, the cost of said preparation would be offset by advertising revenue; now, therefore, be it RESOLVED, That the 1998 Youth Bureau Budget is hereby amended as follows for the purpose of selling Cass Park Rink dasher board advertising: 16 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 Account A7310-2070-1511 $6, 000 Increase Appropriation Account: A7310-5477-1511 $6, 000 C. Youth Bureau - Request to Amend 1998 Youth Bureau Budget WHEREAS, the cost of referees for the City' s Adult Hockey League increased by $10 per game, and WHEREAS, the increased cost will be offset by increased revenues generated by a $10 increase in the league fee; now, therefore, be it RESOLVED, That the 1998 Youth Bureau Budget be amended as follows for said hockey league costs: Increase Revenue Account: A7310-2065-1511 $1, 000 Increase Appropriation Account: A7310-5435-1511 $1, 000 D. Youth Bureau - Request to Amend 1998 Youth Bureau Budget and Temporarily Amend Youth Bureau Authorized Personnel Roster WHEREAS, the Youth Bureau has been notified by the New York State Education Department that it will receive a $15, 000 Member Item Grant for expansion of the Paul Schreurs Memorial Program, and WHEREAS, the additional funding will enable the Youth Bureau to address the needs of an additional group of young people from the . _ BJM Elementary School and expand existing programming at the high school level by temporarily increasing the work hours of a full- time Youth Worker in the Paul Schreurs Program; now, therefore, be it RESOLVED, That the 1998 Youth Bureau Budget is hereby amended as follows : Increase Revenue Account: A7310-3820-1201 Contributions to Youth $15,000 Increase Appropriation Accounts : 17 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 28, 1998 A7310-5110-1201 Staff Salaries $ 1, 050 A7310-5120-1201 PT/Seasonal 12,590 A7310-9030-1201 Social Security 1, 044 A7310-9040-1201 Workers' Compensation 316 and be it further RESOLVED, That the 1998 Authorized Youth Bureau Personnel Roster is hereby temporarily amended as follows: Increase FT Youth Worker (PSMP) hours from 35 hours per week to 40 hours per week, and be it further RESOLVED, That the personnel roster amendment shall be effective for the period February 9, 1998 to June 26, 1998 . The meeting adjourned at 12 :05 A.M. NOTE: In many cases the actual texts 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. 0 18 • Tompkins County Regional Fire Training Center Plan Joint Operations Committee Composition and Appointment Procedures 17 JAN 98 1 A concept document dated 03 DEC 97 described a plan for a regional fire training center for 2 Tompkins County and was endorsed by the City of Ithaca Common Council and the Tompkins 3 County Board of Representatives. This document formalizes a component of that concept plan, 4 which is the Joint Operations Committee (JOC). 5 6 The JOC will be appointed to develop policies and procedures for the administration, use, and 7 maintenance of the Ithaca Fire Department Training Center. In addition, the JOC will have 8 primary responsibility for future planning for the Regional Training Center. The charge to the 9 committee, its makeup, the appointment process, and term of office of members, shall be as 1 0 described below. 11 1 2 Charge to the Committee 13 1 4 The members of the JOC shall be convened at a mutually agreeable time, within one month after 1 5 appointment of all members, by the City of Ithaca Fire Chief and the Tompkins County Fire, 1 6 EMS, and Disaster Coordinator. At that meeting, the membership shall, according to Robert's 1 7 Rules of Order, elect an acting chair.- The JOC shall then proceed to develop a constitution and 1 8 by-laws, and such rules of order or standing rules as may be deemed necessary to accomplish 1 9 the tasks set forth in the concept proposal. 20 21 Upon completion of this work, the JOC shall submit same to the'Tompkins County Board of 2 2 Representatives and the City of Ithaca Common Council for approval. 23 2 4 Representation 25 2 6 There shall be nine members appointed to the committee, with representation as follows.: 27 2 8 Two fire service members from the eastern side of the county, two fire service members from 2 9 the western side of the county, two fire service members from the City of Ithaca, one member 3 0 from the Town of Ithaca, one representative from private industry, and one representative from 3 1 the Tompkins County Fire, EMS, and Disaster Coordinator's Office. Tompkins County Regional Fire Training Center Plan 17 JAN 98 Joint Operations Committee Composition and Appointment Procedures page 2 32 3 3 For these purposes, the eastern side of the county shall be comprised of the following fire 34 departments: Cayuga Heights, Dryden, Etna, Freeville, Groton, Lansing, McLean, and Varna. The P. 35 western side of the county shall be comprised of the following fire departments: Brooktondale, 36 Danby, Enfield, Newfield, Trumansburg, Slaterville, Speedsville, and West Danby. 37 38 County and private industry representatives to the JOC will be nominated by the Tompkins 39 County Fire, EMS, and Disaster Advisory Board. The Fire, Disaster, and EMS Advisory Board 40 will solicit nominations from all Tompkins County Fire Departments before making such 41 nominations. Private industry nominations shall be solicited from those Tompkins County 42 • firms who have utilized the Ithaca Fire Department Training Center within the last two years. 43 Nominations will be forwarded to the County Board for formal appointment. 44 45 City and Town representatives to the JOC will be nominated by the City (and Town) Board of 46 Fire Commissioners. Nominations will be forwarded to the Mayor and Common Council for 47 formal appointment. 48 49 Term of Office 50 51 Terms for all will be staggered so that continuity will be provided. To accomplish this, the 52 initial appointments will consist of three - one year, three - two year, and three - three year 53 terms. Subsequent appointments to fill expired terms or vacancies will be based on a three year • 54 term of office. Nominations for appointment shall specify the one, two, or three year term for 55 which the nomination is made:—" " 56 57 Requests for Authority or Appropriations 58 59 Requests for authority to act or for appropriations will be forwarded from the JOC to the Fire 60 Coordinator and the Ithaca Fire Chief. They shall coordinate and submit the request to the 61 County Public Safety Committee and the City Budget and Administration Committee. Approvals 62 for jointly funded appropriations will be required from both bodies. 63 Tompkins County Regional Fire Training Center Plan 17 JAN 98 Joint Operations Committee Composition and Appointment Procedures page 3 6 4 Annual Reports 65 6 6 The Joint Operating Committee shall file an annual report with the City of Ithaca Common 6 7 Council and the Tompkins County Board of Representatives. This report will summarize the 6 8 activities of the committee for the previous calendar year. Tax Cost of Sidewalk 4" Sidewalk 6" Day Aprons Property Owner Parcel 'Frontage . Curbs SQ.Ft SQ Ft SQ Ft Ithaca Stoveworks Leach • 52-4-4 96.00 $1,098-.20 382:60 142.69 0.00 Building . Weber 52-4-7.1 37.00, $427.72 . 72.50 • 135.00 0.00 Library Booksale 52-4-21 104.00 $1,202.24 395.00 150,00 0.00 Lot Freedman 52-4-2 28.00. $323.68 140.00 0.00 0.00 NYNEX Freedman 52-4-1 90.00 $1,040.40 ' 300.00 150.00 0.00 Miller Warehouse Benedict . 52-3-14 • 90.00. $1,040.40 325,00 . 125.00 159.13 County-Wide • Ellsworth 52-3-5.2 134.20 . $1,551.35 300.00 360.00 1020.63 Library Parking Lot F.O.L. . 52-3-5.1 • 134.20 $1,551.35 447.50 • 202.50 342.20 I. D. Booth Booth 52-3-13 132.00 $1,525.92 450.00 210.00 699.00 City Lot City Of Ithaca 70.00. $809.20 310.00 40.00 0.00 NYNEX Yard Freedman 52-3-18 111.00 $1,283.16 202.50 402,50 , 872.71 Allen St Frontage City Of Ithaca 17.00 $196.52 85.00 0.00 0.00 1042.40 12050.144 3410.00 1917.50 3093.67 • • • • • • • • . • • • • • • • • • • • • • • • • •."4MER11.:, • •• :1111,x4