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HomeMy WebLinkAboutMN-B&A-1998-12-21 c)-4. BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. DECEMBER 21, 1998 MINUTES Present: Committee Members: Marcham, Shenk, Vaughan, Manos, Farrell Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Human Resources Director Michell-Nunn Supt. of Public Works Gray Fire Chief Wilbur Asst. Supt. of Water & Sewer Fabbroni City Chamberlain Parsons Deputy Police Chief Barnes Youth Bureau Director Cohen Asst. Supt. of Public Works Ferrel Members of the media 1 . Opening Comments: Chairperson Marcham stated that the agenda for this meeting is amended as follows: A. Youth Bureau additional item regarding Recreation Supervisor The public was asked to speak on any issue; no member spoke. 2 . Common Council A. Local Law Providing for a Partial Tax Exemption for Real Property Owned by Persons with Disabilities When Incomes are Limited Chairperson Marcham explained that the Committee discussed the partial tax exemption for persons with disabilities at the November B & A meeting, but the item was referred back to committee to make some changes. Marcham stated that the law would allow up to a 50% property tax exemption to persons with disabilities and an income limit of $18,500. The percentage discount decreases to 5% as income increases to $27,499 . A discussion concerning the law followed. The Committee suggested some minor wording changes to the law and clarification regarding the owner-occupied requirement. The Committee voted, 5-0, to move the law forward for approval 1 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 at the next Council meeting. B. Permanent Sales Tax Exemption on Clothing Chairperson Marcham explained that New York State has invited local governments to participate with state government in the elimination of the sales tax on clothing and footwear sales under $110, starting in December 1999 . Marcham said Tompkins County has voted to opt "out" of the permanent exemption and only five counties in the state were known to have opted "in" at this time. (revised 2/24/99) Marcham presented a resolution stating that the City will opt out of the permanent clothing sales tax exemption because of the loss of tax revenue generated by the exemption. She explained that the City could lose up to $150,000 a year in sales tax revenue and would be forced to increase property taxes or reduce services. Marcham stated we can always opt in to the exemption, but once you opt in you can't opt out. After a discussion concerning the exemption, the following motion was made: WHEREAS, the State Legislature' s proposal for eliminating the sales tax on clothing and footwear purchases, within state-set dollar limits, ignores the financial impact on municipalities that might otherwise wish to participate, and WHEREAS, the City of Ithaca would be forced to reduce staff and services or raise the .property tax, a form of taxation more regressive than the sales tax, to close the budget gap, and WHEREAS, this problem is critical in cities such as Ithaca where an unusually high proportion of property is tax-exempt and the sales tax helps spread the tax burden more fairly, and WHEREAS, the year-round clothing exemption would mean revenue losses to the City of Ithaca estimated at $150, 000 a year (equivalent to a 2 percent increase in property taxes) , in addition to the loss of up to $200,000 annually resulting from the state- imposed exemption of college textbooks, thus hampering our ability to offset the state Legislature' s cutback of $1 million in annual "revenue-sharing" aid eight years ago, and WHEREAS, New York State has many different sources of tax revenue currently yielding big dividends to which it can allowably turn, but the state' s localities currently have very few options, meaning that it' s time for state legislators to expand revenue-sharing with cities, towns and counties or else allow them new ways of raising their own revenues; now, therefore, be it 2 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 RESOLVED, That this Common Council notifies our state legislators and legislative leaders that the City of Ithaca can not afford to participate in year-round sales tax exemptions for clothing and footwear and therefore joins with Tompkins County and other New York municipalities in rejecting this program, and be it further RESOLVED, That the City of Ithaca requests that Governor Pataki and the Legislature look for ways of increasing the revenues needed to operate the state's localities and meanwhile that they consider the impact on localities before adopting tax exemptions and other policies that may endanger their financial health. The motion passed 5-0. C. Mutual Housing Request for Administration Funding Chairperson Marcham explained that the City has received a request from Mutual Housing Association of Tompkins County for $20,000 in funds from the City' s Eddygate Funds to hire a full-time Executive Director. Marcham explained this request will go to the IURA prior to being discussed at B & A. She noted that the B & A Committee will request the following information be provided by Mutual Housing prior to the discussion at the next B & A meeting: 1 . Proposed budget for how the director position will be used. 2 . Duties and responsibility of the position. 3. Pay rate of the position. 4. Future revenues and expenditures for the next 3-5 years. 5. Long-term funding solution for the position. 6. What was INHS providing to Mutual Housing. The request will first go the IURA and then back to B & A. D. Revised Ordinance on Postering The Committee discussed an amendment to the current City Postering Ordinance. Postering fines and wording/language changes to the ordinance were discussed. The Committee suggested some wording changes and a clarification regarding whether the fines were per day or per poster. The Committee wanted to look into first-time warnings like fines for snow removal and garbage are currently. 3 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 The Committee will send the wording changes and request for clarification to the Attorney' s Office. The revised ordinance will be brought back to B & A next month. 3. City Chamberlain A. Request to Amend 1999 Tax Roll City Chamberlain Parsons presented a request to amend the 1999 Tax Roll for a city property on Falls Street. Parsons explained that now the City can enforce unpaid taxes on a property and include the outstanding amount as part of the next year' s tax installment. After a discussion regarding this request, the following motion was made: WHEREAS, certain taxes remain unpaid on property located at 305 E. Falls Street, and WHEREAS, until recently, a court ordered stay prohibited the enforcement of taxes against this property, and WHEREAS, the stay has since been lifted; now, therefore, be it RESOLVED, That taxes in the amount of $7,802 . 20 be relevied against property identified as tax map number 12 .-3-3, and be it further RESOLVED, That the taxes so relevied become a part of the 1999 City first installment to be collected as a part thereof. The motion passed 5-0. B. Request to Extend Tax Sale Redemption Period City Chamberlain Parsons presented a request from a city property owner on Cascadilla Street to extend a redemption period by six months . After a brief discussion regarding the request, the following motion was made: WHEREAS, a request for an extension of time for property redemption from past due City Tax Sales for the property at 606 Cascadilla Street has been received, and WHEREAS, the Budget and Administration Committee has reviewed the request and recommends approval of the extension; now, therefore, be it RESOLVED, That the existing owner be permitted to redeem the property at 606 Cascadilla Street, up to May 30, 1999, for the total lien amount outstanding, plus additional interest, penalty and related costs, through the date of the redemption. 4 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 The motion passed 5-0 . 4. Fire Department - Request to Amend 1999 Personnel Roster Fire Chief Wilbur requested an amendment to the 1999 Personnel Roster by adding one temporary fire fighter position. Wilbur explained that the department will have a vacancy created after a retirement is completed. He would like to fill the vacant position with a fire fighter prior to the retirement to keep the vacant position on a similar training schedule as the three new fire fighters created by the 1999 Budget adoption are currently operating on. Wilbur explained that funds needed for the overlap in positions will be used from the three fire fighter positions which will not be hired until late February, 1999 . The following motion was made: WHEREAS, the Ithaca Fire Department anticipates that a vacancy in an existing position will be created upon the retirement of Lt. Charles E. Fish, and WHEREAS, due to Lt. Fish' s premature absence caused by an injury, approval has already been provided to temporarily appoint a fire fighter to the rank of lieutenant to replace Lt. Fish, thus creating a vacancy at the fire fighter level, and WHEREAS, to be eligible for a retirement bonus, Lt. Fish' s retirement must occur no later than March 1, 1999, and WHEREAS, in order to select and hire a replacement, approval to do so needs to occur prior to the start of the basic fire fighter training program at the New York State Academy of Fire. Science on March 15, 1999, and WHEREAS, the hiring time line developed indicates the optimum time for appointment to fill the anticipated vacancy to be from February 22 to February 26, 1999, and WHEREAS, appropriations were made to fund the three new positions from the beginning of the year, but hiring won't take place until mid-February, thus leaving unused funding available to hire the vacancy replacement; now, therefore, be it RESOLVED, That Common Council hereby temporarily amends the personnel roster of the fire department by one temporary fire fighter position to permit the hiring of a replacement fire fighter prior to the retirement of Lt. Fish, but no sooner than February 1, 1999 , and be it further 5 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 RESOLVED, That the temporary addition to the roster will be rescinded upon retirement of Lt. Fish, which will occur no later than March 1, 1999 . The motion passed 5-0 . 5. DPW - Water and Sewer A. Request to Amend Personnel Roster Asst. Supt. of Water and Sewer Fabbroni presented a request to amend his authorized personnel roster by increasing a principal account clerk position from 20 hours to 40 hours . Fabbroni explained the need to increase the hours. He explained that increasing water and sewer activity currently and for the future is driving the need to increase the position's hours. Fabbroni stated he could pay for the increase within existing water and sewer funds. After questions were answered concerning the need for a full-time position, the following motion was made: WHEREAS, Sally Alario, a Principal Account Clerk at the Water and Sewer Operations has been needed full time since her appointment in 1997 to assist with data input transition to water and sewer billing, to assist in presenting financial records to NYSEFC and to assist with current and future water and sewer construction activities; now, therefore, be it RESOLVED, That Common Council hereby amends the 1999 DPW Water and Sewer Authorized Personnel Roster as follows: Delete: One (1) Principal Account Clerk (20 hours) Add: One (1) Principal Account Clerk (40 hours) and be it further RESOLVED, That Sally Alario be appointed to the position of Principal Account Clerk assigned to the CSEA Administrative Unit at a 1999 salary of $22,819 effective January 11, 1999, and be it further RESOLVED, That said funds necessary for the Principal Account Clerk upgrade shall be derived from existing 1999 Water and Sewer Budgets . The motion passed 5-0. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 B. Request to Amend Personnel Roster Asst. Supt. of Water and Sewer Fabbroni presented a request to amend his authorized personnel roster by promoting a Senior Account Clerk Typist to Principal Account Clerk. Fabbroni explained the reasons for the requested upgrade including the creation of several computer accounting programs for the department and various additional GIS applications and responsibilities. Fabbroni explained that the upgrade would require an eight percent increase in salary for the individual, and the funds needed for the upgrade will be derived from existing 1999 Water and Sewer Budgets. After a discussion concerning the request, the following motion was made: RESOLVED, That Common Council hereby amends the 1999 DPW Water and Sewer Authorized Personnel Roster as follows: Delete: One (1) Senior Account Clerk (40 hours) Add: One (1) Principal Account Clerk (40 hours) and be it further RESOLVED, That Antoinette Napier be appointed to the position of Principal Account Clerk assigned to the CSEA Administrative Unit at a 1999 salary of $31,735 effective January 11, 1999, and be it further RESOLVED, That said funds necessary for the Principal Account Clerk position shall be derived from existing 1999 Water and Sewer Budgets . The motion passed 5-0. C. Request to Amend IAWWTP Budget for Consultant Contract . Asst. Supt. of Water and Sewer Fabbroni presented a request to amend the Ithaca Area Wastewater Treatment Plant (IAWWTP) Budget to increase the scope of engineering services related to the IAWWTP Feasibility Study. Fabbroni explained that in November, a $20, 000 initial feasibility study was approved. After a review of that study by City staff, the need to increase the scope of services was determined to be necessary. Fabbroni explained that an additional $33,800 will be needed to compile a master plan for grit removal, sludge dewatering, methane gas storage, phosphorus removal, disinfection alternatives for chlorine, and space needs review at the IAWWTP. He stated the funds would be derived from the 1998 7 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 IAWWTP Unrestricted Contingency account. The total engineering services contract would now be $53,800 . After a discussion, the following motion was made: WHEREAS, the Ithaca Area Wastewater Treatment Plant (IAWWTP) was designed in the early 1980 ' s and completed in 1987, and WHEREAS, Common Council at its meeting of November 4, 1998 approved a $20,000 initial feasibility study for the IAWWTP, and WHEREAS, a review of the feasibility study by the consultant, IAWWTP staff and the SJS has prompted the need to increase the scope of services, and WHEREAS, the Special Joint Subcommittee of the BPW has recommended the compilation of a master plan complete with budget estimates and engineering alternative recommendations for grit removal, sludge dewatering, methane gas storage, enhanced phosphorus removal, disinfection alternatives to gaseous chlorine, trucked grease waste handling, and building space needs at the IAWWTP, and WHEREAS, it has been estimated that an additional $33,800 will be needed in engineering services to complete said Master Plan; now, therefore, be it RESOLVED, That Common Council hereby authorizes an additional amount not to exceed $33, 800, for a total engineering services contract of $53, 800, be transferred from Account J1990-5000 Joint Activity Contingency to Account J8150-5430 Professional Fees for the purposes of amending the current contract with Stearns and Wheler to prepare a Master Plan and report encompassing said scope of needs for the IAWWTP. The motion passed 5-0 . The Mayor explained that he will soon be meeting with the Human Resources Department as well as the chairperson of B & A and the Controller to discuss the possibility of expanding the focus of the Vacancy Review Committee. Future B & A discussions will be held regarding this topic. 6 . Committee to Proceed into Executive Session The Committee voted, 5-0, to move into executive session to discuss several personnel items. 8 t BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 7 . Report from Executive Session After the Committee voted, 5-0, to move back into regular session, Chairperson Marcham reported that the following items were discussed in executive session: A. Police Department Dispatcher Salary Agreement Chairperson Marcham reported that the Committee discussed an agreement for Police Department Dispatcher salaries and took no action. The Human Resources Department will bring this item back next month. B. Youth Bureau - Personnel Item Chairperson Marcham reported that the Committee discussed a Youth Bureau personnel item and took no action. The item will be forwarded to Common Council for discussion. C. Youth Bureau - Personnel Item Chairperson Marcham reported that the Committee discussed a Youth Bureau personnel item and took no action. Again, the item will be forwarded to the next Common Council meeting for discussion. 8. DPW A. Stewart Park Carousel Discussion Chairperson Marcham explained that the City received a gift to purchase the Stewart Park Carousel, and on December 9th the closing for the carousel was held. Supt. of Public Works Gray and Asst. Supt. Ferrel discussed the carousel acquisition and future operating budget with the Committee. Ferrel explained that the operating budget for the carousel will be approximately $9,200, and the DPW is requesting that the funds be added to the budget. In addition, it would cost about $10, 000 to provide labor to operate the carousel. Ferrel stated that the previous owner' s gross receipts for 1997 were about $23,000. The cost of ride tickets in 1997 were 75 cents . Alderperson Shenk explained she would like to see the ticket. prices for the carousel reduced to 50 cents per ride. A discussion concerning the carousel followed. 9 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 The Committee decided to table the request until further review of the carousel and its related costs can be made. Chairperson Marcham explained that a subcommittee will be established to examine the following: - Review the carousel operating budget. - Examine the possibility of bidding the operation of the carousel and also the Stewart Park Concession. - Having Youth Bureau operate the carousel. - Reducing ticket prices. No action was taken. A report to B & A regarding the carousel will be made at next month' s meeting. B. Parking Lot Equipment Maintenance Contract Supt. of Public Works Gray presented a request to amend the 1999 Budget to account for a parking lot Equipment Maintenance Contract of $12,500. Gray explained that the DPW did not budget a maintenance contract for the new parking lot equipment in the Green Street and Seneca Street ramps . He stated that the first year service expired in November and already $4,277 in service calls have been incurred. Gray explained that he would expect about $20,000 worth of service calls in 1999 . Gray explained that the Department missed this contract when it developed its 1999 Budget. A discussion concerning the 1998 DPW remaining budget balance and the need for the maintenance contract of $12,500 followed. Gray explained that the DPW feels there will be an approximate $100,000 budget balance remaining from 1998 DPW activities. A fund balance discussion followed. The Committee agreed to move this item forward to the Council meeting and directed staff to resolve the issue of where the funds will be derived from. C. Sidewalk Cleaning Equipment Request Asst. Supt. of Public Works Ferrel explained that the Streets and Facilities staff has been investigating various pieces of equipment that would aid in the cleaning of city sidewalks during the winter months. Ferrel stated that the Department is recommending that an all-wheel-drive articulating machine with snowblower attachments would be the solution. The cost of the machine new is $60, 000 with a $30,000 - $35, 000 cost 10 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 for a remanufactured machine. Ferrel stated that the Department will have sufficient funds remaining from 1998 to pay for a remanufactured machine. Chairperson Marcham explained that the DPW should have anticipated this equipment purchase for the 1999 Budget. A discussion concerning the requested purchase followed. The Committee directed staff to examine various alternatives to purchase this machine and return at a future B & A meeting with a recommendation. D. Authorize Mayor to Sign NYS Arterial Maintenance Agreement Supt. of Public Works Gray presented a request to authorize the Mayor to sign a revised New York State Arterial Maintenance Agreement. Gray explained that the City receives approximately $100,000 annually from New York State to assist the City in the maintenance of various NYS arterials within the city limits. As a result of the Octopus Project, the total footage for NYS arterials has increased, and the new agreement with New York State would reflect the change. The City would receive additional aid for the increased square footage. After a brief discussion, the following motion was made: WHEREAS, the City's State Arterial Agreement with New York State DOT has been revised due to the additional arterial footage as a result of the Route 96 Octopus Project; now, therefore, be it RESOLVED, That Common Council hereby authorizes the Mayor to sign the new State Arterial Agreement between the City of Ithaca and New York State DOT. The motion passed 5-0. E. Disposal of Refuse - Report Supt. of Public Works Gray reported that the City bid out the Disposal of Collected Refuse on December 17th. Gray explained that the low bid was submitted by Tompkins County Solid Waste at $48 a ton as compared to the current $60 a ton cost. Gray stated that the price is fixed for three years. Deputy Controller Thayer explained that the 1998 and 1999 Solid Waste Fund Budgets were budgeted at the anticipated $48 a ton cost. A budget windfall will not occur because of the lower per ton cost. Gray explained that he would take care of any agreement change needed between the City and the County. No action was taken. 11 A BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 9 . Finance/Controller A. Approval of Program Budgets for 1999 Deputy Controller Thayer explained that staff is recommending to phase in the 1999 Program Budgets submitted to Common Council. Thayer stated that the larger departments: Fire, DPW and Police will go on line with program budgets in 1999 . It was noted that the Youth Bureau has been involved with program budgets for three years. He explained that the phase-in is needed to determine the overall effectiveness of program budgeting and establish the actual increase in administration time and cost. Future reports to both the B & A Committee and the Program Analysis Committee will be made regarding the overall effectiveness of Program Budgeting. After a discussion, the following motion was made: WHEREAS, the City has been phasing in the concept of program budgets since 1997, and WHEREAS, many of the City departments submitted 1999 program budgets to the Mayor in the required program budget format, and WHEREAS, Common Council would like to test program budgeting for 1999, including payroll, revenues and expenditures, in the areas of DPW, Fire, Police and Youth Bureau; now, therefore, be it RESOLVED, That Common Council hereby authorizes the use of total program budgets in the Department of Public Works, Fire Department, Police Department and Youth Bureau for 1999 and beyond, and be it further RESOLVED, That the City Controller' s Office in conjunction with said departments shall report back to the Budget and Administration Committee with quarterly reports in 1999 to determine the overall effectiveness and benefit of program budgeting to the City for future years. The motion passed 5-0. B. Approval of Committee Minutes The Committee reviewed August, September and October B & A Committee minutes . The following motion was made: RESOLVED, That the B & A Committee minutes for August 26, 1998, September 23, 1998, October 19, 1998 and October 22, 1998 be hereby approved. 12 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 21, 1998 The motion passed 5-0. The remaining Committee reports were deferred to the next committee meeting. The meeting adjourned at 11: 15 P.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. 13