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HomeMy WebLinkAboutMN-B&A-1999-01-27 I� I BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. JANUARY 27, 1999 / MINUTES Present: Committee Members: Marcham, Vaughan, Shenk, Blumenthal, Sams, Manos Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer City Attorney Geldenhuys City Chamberlain Parsons Director of Human Resources Michell-Nunn City Clerk Holcomb Planning Director VanCort GIAC Director Fort Deputy Director of GIAC Thomas Director of Economic Development MacDonald Members of the media Members of the public 1 . Opening Comments: Chairperson Marcham stated that the following changes were made to the agenda: A. Defer action of the Police Department Personnel Roster item to next month; B. Defer discussion regarding Human Resources starting salary to next month; C. Additional Council item requesting funds for conference fee; D. Additional Police item for purchase of parking meters . Chairperson Marcham stated that the B & A Committee is now a six-person committee with the Mayor as an ex-officio member. Members of the public were asked to speak on any issue; the following individuals spoke: Mack Travis, President of Ithaca Downtown Partnership, spoke to the Committee regarding the need to hire a BID Director, and urged the Committee to provide additional funding to the BID for this purpose. A qualified individual is needed for the BID and a larger salary will be needed to obtain such an individual . BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 Dan Klein, GIAC employee, discussed with the Committee the need to upgrade P/T employees at GIAC to F/T with benefits . He reminded the Committee that the upgrade has not occurred to date. Scott Michaels, GIAC employee, also discussed the need to upgrade GIAC P/T employees. 2 . Common Council A. Funding Request from Mutual Housing Tom Edwards, a representative from Mutual Housing Authority (MHA) , presented a request to the Committee for City funds to assist MHA with the hiring of an executive director. Edwards explained his request and the current Eddygate Housing status with the Committee. He explained that he is looking for approximately $20, 000 from the City to offset some of the cost of hiring an MHA director. Chairperson Marcham explained that Eddygate Housing distributes funds to the IURA, which in turn allocates funds to the City for low and moderate-income housing use. Edwards stated that the City was receiving $53, 000 in Eddygate funds and now, due to a loan amendment, $94, 000 is being received by the IURA. The IURA is examining the development of guidelines for future allocation of Eddygate funds, but has approved this request. The IURA and City cannot guarantee next year' s funding and MHA has stated that they do not want to come back to the City next year for this funding request. After a brief discussion, the following motion was made: WHEREAS, the Ithaca Urban Renewal Agency (IURA) and the City have received a one-year funding request from the Mutual Housing Association of Tompkins County (MHA) for $20, 000 to partially offset the costs of hiring an Executive Director for the MHA, and WHEREAS, the IURA would allocate the $20, 000 from receipts of a Housing Development Action Grant (HODAG) loan which is being repaid by the Eddygate Associates for this purpose, and WHEREAS, it is the IURA' s intent to formulate a policy regarding disbursement of repaid HODAG funds in the future, and WHEREAS, the IURA and City both approve the MHA funding request; now, therefore, be it 2 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 RESOLVED, That Common Council hereby approves the one-year allocation of an amount not to exceed $20, 000 to the Mutual Housing Association of Tompkins County for said purpose, and be it further RESOLVED, That the IURA transfer the funds to the City and the following amendments be made to the 1999 Budget: Increase Revenue Account: A8515-2706 $20, 000 Increase Appropriation Account: A8515-5435 $20, 000 The motion passed 5-0-1 . Alderperson Sams abstained from the vote. Alderperson Vaughan requested that MHA develop a five-year business plan by the end of 1999. MHA agreed to develop such a plan. B. Approval of Ithaca Downtown Partnership Request The Committee discussed a request from the Ithaca Downtown Partnership for City funds of $20, 000 in each of the next three years . The funds would be used to hire an executive director for the Partnership. Planning Director VanCort stated that an experienced Executive Director will make a huge difference in downtown. He also stated that we need to pay more than $40, 000 for a director with outstanding business recruitment skills and experience . An additional City contribution would make this possible. Alderpersons Blumenthal, Vaughan, and Manos all agreed that the City should assist with the salary. Mayor Cohen stated that the request should be approved. Chairperson Marcham stated that the only source of funds would be from the City' s unrestricted contingency account. She reminded Council to be aware of the funding sources for these requests . Alderperson Sams explained that she was concerned over the affirmative action process related to this position. Mayor Cohen explained that the process is still open and no decisions have been made. The Committee agreed to reduce the first year contribution to $15, 000 based on the fact that the 3 i BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 candidate would not be hired until later in the year. The 2000 and 2001 requests would have to be included in the Mayor' s Budget request at $20, 000 each year. The payments to the Partnership would be made quarterly. After a discussion, the following motion was made: WHEREAS, the City has received a request from the Ithaca Downtown Partnership (IDP) for additional funding for the years 1999, 2000 and 2001 in the amounts of $15, 000, $20, 000 and $20, 000 respectively, and WHEREAS, the supplemental funds provided by the City should be directly used to hire an Executive Director candidate with outstanding business recruitment skills and experience, especially in the retail sector, and WHEREAS, in the IDP Executive Director hiring process, the IDP shall be sensitive to the City' s commitment to affirmative action; now, therefore, be it RESOLVED, That Common Council hereby approves a supplemental contract between IDP and the City for an additional three-year funding commitment to the Ithaca Downtown Partnership for the period 1999, 2000 and 2001 in an amount not to exceed $55, 000 to be allocated: $15, 000 in 1999; $20, 000 in both the years 2000 and 2001, and be it further RESOLVED, That the funds for 1999 will be transferred from account A1990 Unrestricted Contingency to account A6995-5435 IDP Contract in an amount not to exceed $15, 000 and the funds for the years 2000 and 2001 will be budgeted accordingly, and be it further RESOLVED, That all payments will be made on a quarterly basis and reimbursed to the IDP according to the contract terms, and be it further RESOLVED, That the City will reevaluate the need for additional funding beyond the three year funding period based on the City' s financial situation and the IDP' s fiscal needs at the time of reevaluation. The motion passed 5-1 . Alderperson Sams voted against the motion. 4 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 C. Voice Mail Chairperson Marcham drafted a Policy on Voicemail and sent it to Senior Staff for review. Marcham explained that she received feedback that requested a more flexible voicemail system. The Committee wanted to be sure that as much as possible the phone should be answered by a human, not a machine. A discussion regarding the policy and the possibility of a subcommittee followed. It was noted that the voicemail system is currently being designed. The Committee agreed that the Council will put forth a general resolution on the Voicemail Policy at the next council meeting. No formal action was taken. D. Approval of Funding Support for Feasibility Analysis of Downtown Transportation Center Chairperson Marcham explained to the Committee that the City has been asked to contribute $1, 000 to support the $6, 500 Feasibility Analysis of the Downtown Transportation Center. Planning Director VanCort explained that the Center is important to the City and may be a great benefit to downtown. The funds would be derived from the Unrestricted Contingency account. In the spirit of cooperation, the following motion was made: WHEREAS, the City and Tompkins County are working together to generate tax revenues and strengthen the downtown core of the City, and WHEREAS, in conjunction with the County library move to the Woolworth Building, a downtown transportation center will be examined, and WHEREAS, the County has hired a consultant at a cost of $6, 500 to examine three alternative sites in the city for a downtown transportation center, and WHEREAS, the County would like the City to contribute $1, 000 to assist with payment of the consultant for said service; now, therefore, be it 5 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 RESOLVED, That the City believes a downtown transportation center may greatly benefit downtown and hereby authorizes the transfer of an amount not to exceed $1, 000 from account A1990 Unrestricted Contingency to account A8020-5435 to provide the City' s contribution to the County for said consulting services. The motion passed 6-0 . 3. Planning Department - Approval of Southwest Area Land Use Plan GEIS Contract Addendum Planning Director VanCort presented a request to amend the current GEIS contract for Southwest Park by $5, 000 to print and deliver 31 copies of the draft GEIS report. VanCort explained that the contract with Clark Patterson included provisions for possible addenda. The funds would come out of existing Capital Project funds . After a discussion, the following motion was made: WHEREAS, on May 6, 1998, the Common Council, as Lead Agency, determined that the Southwest Area Land Use Plan may have a significant environmental impact and directed preparation of a Generic Environmental Impact Statement (GEIS) , and WHEREAS, on December 16, 1998, the City of Ithaca entered into a Contract for Professional Services with Clark Patterson Associates, of Rochester, New York, to prepare the GEIS, and WHEREAS, the Contract for Professional Services includes provisions for possible addendum to the contract for additional services over and beyond the original Scope of Services, and WHEREAS, the City requires additional services to be performed as follows : The Contractor agrees to print and deliver 31 copies of the draft GEIS report and appendix after completeness is determined by the Lead Agency with the appropriate changes, and WHEREAS, the Contractor is desirous of performing such additional services and the City is desirous of amending the Contract for Professional Services to provide such services; now, therefore, be it 6 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 RESOLVED, That the Mayor for the City of Ithaca is hereby authorized and directed to enter into a Contract Addendum with Clark Patterson Associates for additional services as described above for an amount not to exceed five thousand dollars ($5, 000) , including all reimbursable expenses, and be it further RESOLVED, That said funds shall be derived from Capital Project #367 Southwest Area Land Use Plan. The motion passed 6-0 . 4 . Attorney' s Office A. Request for Transfer of Funds for Salary Adjustment City Attorney Geldenhuys presented a request to adjust the salary of the legal associate in the Attorney' s Office by $5, 000 . Geldenhuys explained that Council agreed to increase the associate' s salary when, and if, she passed the Bar Exam. She stated she passed the exam on January 26, 1999. The funding for the salary increase would be derived from the City' s Contingency Account. The following motion was made: WHEREAS, by resolution adopted on April 1, 1998, Common Council created the position of legal associate with a salary range of $25, 000 . 00 - $30, 000 . 00 prior to admission to the New York State Bar, and $30, 000 . 00 to $35, 000 . 00 after such admission, and WHEREAS, Khandikile Sokoni, who currently holds the position of legal associate, was admitted to the New York State Bar on January 26, 1999; now, therefore, be it RESOLVED, That the legal associate' s salary shall be increased to $30, 000 . 00 per year effective January 26, 1999, and be it further RESOLVED, That the sum of $5, 000 . 00 shall be transferred from account A1990 Unrestricted Contingency to account A1420-5105 City Attorney Salaries for said adjustment. The motion passed 6-0. B. Postering Ordinance Revisions The latest revised ordinance for postering was discussed by the Committee. Chairperson Marcham explained the 7 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 revisions that were made by the Attorney' s Office and the postering committee. Postering fines and offenses were discussed. The Committee voted, 6-0, to amend the Postering Ordinance by removing the item in Section D dealing with snot less than sixty dollars ($60 . 00) for a first offense," but leaving in the ordinance the 'not less than $80. 00 for a second offense." The Committee voted, 6-0, to move the ordinance forward to the next Common Council meeting. The final ordinance will be presented at the Council meeting. C. Approval of Quitclaim Deed for Mulberry Street Parcels City Attorney Geldenhuys presented a request to approve a Quitclaim Deed for parcels 110-5-11 and 110-5-12 on Mulberry Street. Geldenhuys stated that after some research by the Attorney and Chamberlain Offices, it was determined that the deed for the property was lost before it was recorded back in 1937 . It was noted that Mulberry Street was a paper street off of Giles Street. The following motion was made: WHEREAS, the City has been approached by a City property owner to Quitclaim deed City tax parcels #110-5-11 and 110-5-12 on Mulberry Street, and WHEREAS, the City Attorney' s Office has researched the property and has found that the deed was lost before it was recorded in 1937, and WHEREAS, the City Attorney' s Office recommends to Common Council to approve said Quitclaim deed; now, therefore, be it RESOLVED, That Common Council hereby approves of a Quitclaim deed for the City tax parcels #110-5-11 and 110-5-12 and authorizes the Mayor to sign said deed. The motion passed 6-0. D. Approval for Sale of Vacant Industrial Land City Attorney Geldenhuys presented a request to approve the sale of vacant industrial land to Lansing Instruments . She explained that the land has now been appraised and is ready for sale. The price is $24, 100 and will be advertised as required by the City Charter. 8 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 A discussion concerning the land followed. The following motion was made: WHEREAS, the City of Ithaca has received an offer from Lansing Instrument, Inc. to purchase from the City of Ithaca an approximately 8, 777 square feet parcel of unimproved land lying to the rear of 715 Willow Avenue, being contiguous with the northerly boundary to Lansing Instrument Corporation property and situated in the southeast corner of a city-owned 2 . 465+/- acre parcel of industrial land, and WHEREAS, the Board of Public Works passed a resolution in 1977 recommending said sale, and WHEREAS, notice of this proposed sale of land will be published in the official newspaper of the City of Ithaca at least once each week for three weeks, the first such notice being published no less than thirty (30) days prior to anticipated approval by the Common Council meeting of March 3, 1999, as required by Section C-36A(40) of the Ithaca City Charter, and WHEREAS, an appraisal of this property has been done by Midland Appraisal Associates, Inc. , and WHEREAS, considering the neighborhood, the subject property, the zoning, the assessed valuation and taxes, and the highest and best use as described in the appraisal, the Committee hereby determines that the offered price of twenty-four thousand one hundred dollars ($24, 100) is the full value of the property to be transferred; now, therefore, be it RESOLVED, That Common Council hereby approves the sale, by Warranty Deed, of the aforesaid premises to Lansing Instrument, Inc. for the purchase price of $24, 100, and be it further RESOLVED, That the City Controller is hereby directed to establish the appropriate mandatory reserve from the proceeds of the sale. The motion passed 6-0 . 5. Chamberlain' s Office - Approval of Amendment to Authorized Personnel Roster City Chamberlain Parsons presented a request to amend the authorized Personnel Roster in the Chamberlain' s Office by deleting a Principal Account Clerk position and adding a Customer Service Representative. The amendment is the result of a retirement incentive taken by a long-standing 9 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 employee in December, 1998 . Parsons noted that the amendment was approved by both the Vacancy Review Committee and the Civil Service Commission. The following motion was made: WHEREAS, the Chamberlain' s Office is recommending to reclassify a position in its office due to a retirement and to improve staffing needs; now, therefore, be it RESOLVED, That the Authorized Personnel Roster for the Chamberlain' s Office be amended as follows : Delete: One (1) Principal Account Clerk Add: One (1) Customer Service Representative The motion passed 6-0 . 6. Building Department — Approval of Amendment to Authorized Personnel Roster Building Commissioner Eckstrom presented a request to amend his department' s roster by adding one Permit Clerk. Eckstrom explained that in an attempt to reorganize his front office staff, a Permit Clerk was developed by his staff. The position will have different added duties above that of a senior typist, including reviewing applications for complete information and assuring that the clerical aspects of a permit are handled. The position will improve application processing and relieve the department' s deputy from some more repetitive tasks . The request will include leaving the senior typist position vacant and unfunded to make it easier to deal with potential complications as staff changes are implemented. The following motion was made: RESOLVED, That the Building Department Authorized Personnel Roster be amended to add one Permit Clerk, and be it further RESOLVED, That the position of Permit Clerk be assigned to the CSEA Administrative Unit at grade 9 of the administrative salary plan, and RESOLVED, That the position of Permit clerk be shown as a funded roster position and that the position of Senior Typist be shown as an unfunded roster position, and be it further RESOLVED, That the Building Commissioner be authorized to make a provisional appointment effective February 8, 1999, and be it further 10 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 RESOLVED, That needed funds for said roster amendment shall be derived within the existing Building Department Budget. The motion passed 6-0 . 7 . GIAC A. Request to Release Funds GIAC Director Fort and Deputy GIAC Director Thomas presented a request to release restricted contingency funds related to the $34, 520 placed in the 1999 Restricted Contingency for the upgrade of six (6) part- time roster positions at GIAC. Fort stated that the six positions are currently working 140 hours and the request would upgrade the positions to 35 hours each, or an additional 70 hours . Fort explained that the upgrade would allow her staff to better meet the needs of the community GIAC serves . The $34, 520 includes the upgrade and related benefits . She further explained that the necessary funds from GIAC' s 120 account will be transferred to the 110 account and used in conjunction with the $34, 520 to fund the six new full-time positions . It was noted that these transfers are being made to fulfill a program need and not to acquire benefits for part-time seasonal employees . A discussion followed regarding the request. Fort stated that the current titles of the positions will remain Recreation Attendant until the appropriate titles can be established. The Committee voted, 6-0, to move this request forward to the next Council meeting. Mayor Cohen stated that he would work with GIAC and Human Resources regarding the position title issue. B. Request to Amend Personnel Roster and Budget GIAC Director Fort requested to amend GIAC' s Authorized Personnel Roster by deleting a Senior Stenographer position and adding an Administrative Secretary. Fort explained that the salary would increase for the individual involved and $1, 704 was placed in the Restricted Contingency account for this purpose. The following motion was made: 11 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 RESOLVED, That Common Council hereby amends the 1999 GIAC Authorized Personnel Roster as follows: Delete: One (1) Senior Stenographer (35 hours) Add: One (1) Administrative Secretary (35 hours) And be it further RESOLVED, That Julia Ortiz be appointed to the position of Administrative Secretary assigned to the Confidential Unit at a 1999 salary of $23, 001 effective February 4, 1999, and be it further RESOLVED, That an amount not to exceed $1, 704 be transferred from account A1990 Restricted Contingency to account A7311-5110- 1100 Staff Salaries to fund said amendment. The motion passed 6-0 . 8 . Youth Bureau - Approval of Fund Transfer for HVAC Y2K Compliance Upgrade The Youth Bureau requested $2, 675 in additional funds to purchase a software patch for the Youth Bureau' s HVAC System to correct a potential Y2K problem. It was noted that $17, 823 was placed in Restricted Contingency for additional Y2K Compliance items during 1999 . After a discussion, the following motion was made: WHEREAS, the Ithaca Youth Bureau renovation project authorized an electronic HVA monitoring system, and WHEREAS, the software supporting the HVAC system was not found to be Y2K compliant, and WHEREAS, a computer upgrade for the system has been incorporated into the City-wide Y2K Computer Acquisition Capital Project, but the software upgrade was not; now, therefore, be it RESOLVED, That Common Council hereby authorizes the Youth Bureau to purchase a software patch for the HVAC system from PASCO Inc. , 25 Main Street, Camillus, New York 13031, for an amount not to exceed $2, 675 to be charged to the Y2K Contingency Fund, and be it further RESOLVED, That Common Council hereby authorizes the transfer of an amount not to exceed $2, 675 from account A1990 Restricted Contingency to account A7310-5225-1400 for said software upgrade. 12 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 The motion passed 6-0 . 9. Human Resources A. Approval of Expanded Role of Vacancy Review Committee Mayor Cohen discussed the role of the Vacancy Review Committee. Cohen explained that members of Common Council requested that the 'requests for items such as change of hours, pay rate changes, ' and title changes be examined to determine if a better avenue of approval process could be established. Cohen stated that his office and the Human Resources Office discussed the issue and found that an expanded role of the Vacancy Review Committee might be the avenue needed. B & A would still see these items after vacancy review was complete. Mayor Cohen explained the following changes to vacancy review: Name change to Position Review Change of title, change of grade and change of hours were added Composition now includes a member of B & A, member of HR Committee A discussion regarding the expanded role followed. The following motion was made: WHEREAS, Common Council has adopted the 1999 City of Ithaca Municipal Budget, and it will be necessary throughout 1999 and beyond to exercise great caution in the expenditure of City tax monies; now, therefore, be it RESOLVED, That effective January 1, 1999, no position for a City employee that is vacant for any reason on or after said date shall be filled, not title for a City employee shall have its grade or number of work hours per week changed and no title for a City employee shall be changed unless and until the action is approved by the Position Review Committee (PRC) , which committee shall consist of a member of the Budget and Administration Committee and a member of the Human Resources Committee, both to be chosen by the Common Council and the Mayor, and That the PRC shall work in conjunction with the Controller, the Director of Human Resources, and the applicable department head in determining whether or not the request should be approved, and 13 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 That the PRC shall not approve the filling of any vacant position in the City government unless and until the Committee determines either that the filling of a particular position is essential to the proper functioning of the City government, and be it further RESOLVED, There will be established an Affirmative Action Advisory Subcommittee (AAAS) of the PRC, consisting of the Common Council Liaison to the Affirmative Action Advisory Committee, the Director of Human Resources and the Mayor, and That whenever a department head has a choice of job candidates that includes members of one or more protected classes, the department head shall not be permitted to hire a candidate who is not a member of a protected class unless the department head has first received approval to do so from the AAAS, and That whenever a department head is contemplating filling a position through the transfer of an external candidate in lieu of through a civil service list, the department head shall not be permitted to hire the transfer candidate unless the department head has first received approval to do so from the AAAS, and be it further RESOLVED, That the PRC shall report all of its actions at least once each month to Common Council, and That Common Council shall retain authority to consider and decide any matter that has been, or might be, reviewed by the PRC, and the PRC shall have authority to refer any matter subject to its review to the full Common Council for its decision, and That the PRC shall have authority to adopt such reasonable procedures including but not limited to setting meeting dates and agendas and requiring the submission of documentation relative to any request it is considering as it deems necessary to carry out its authority under this resolution. The motion passed 6-0. B. Work Environment Task Force Human Resources Director Michell-Nunn discussed the Work Environment Project Proposal for Services with the Committee. Michell-Nunn explained that $20, 000 was placed in the Restricted Contingency account for the Work Environment Project. The project would assess the quality of work life for City employees by use of a climate survey. 14 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 The results of the survey will be actively addressed. She explained the RFP process to date and requested that the $20, 000 be released from Restricted Contingency. The company selected is Programs for Employment and Workplace Systems from Cornell University at a cost of $28, 000 . Michell-Nunn explained that the additional $8, 000 needed to perform the services would be taken from existing 1999 budget funds . After a discussion, the following motion was made: WHEREAS, the City has formed a Work Environment Task Force Employee Assessment Sub-committee to assess the quality of work life for City employees, and WHEREAS, the Work Environment Task Force will use a consultant to assist the Task Force in its quality of work life assessment, and WHEREAS, the Task Force is recommending to hire Programs for Employment and Workplace Systems from Cornell University at an estimated cost of $28, 000 to perform the following: Survey Design Validity Review & Recommendations Survey Administration Data Processing Small Group Processes Synthesis of Predictions Immediate Action Teams Interactive Data Analysis Long Term Change Strategies Now, therefore, be it RESOLVED, That Common Council hereby authorizes the Mayor to sign the contract between the City and Programs for Employment and Workplace Systems at a cost not to exceed $28, 000, and be it further RESOLVED, That Common Council hereby approves the transfer of an amount not to exceed $20, 000 from account A1990 Restricted Contingency to account A1430-5435 Human Resources Contracts for the purposes of hiring said consultant, and be it further RESOLVED, That the remaining $8, 000 needed to hire the workforce consultant shall be derived from within existing funds in the Human Resources 1999 Budget. 15 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 The motion passed 6-0. 9. Police Department - Approve Establishment of Capital Project for Parking Meter Replacement City Controller Cafferillo presented a request to establish a Parking Meter Replacement Project on behalf of the Police Department. Cafferillo explained that this request is the Phase I of a four-phase project that will cost approximately $250, 000 in total . The City' s current meters are 25 to 30 years old and parts are not being made for our meters any longer. The City cannot afford to have our meters out of service. Cafferillo explained that the Collegetown meters, approximately 100 meters, are all out of service. This first phase would allow for the replacement of the Collegetown meters and then additional downtown meters . A total of 250 meters will be purchased in Phase I . The City currently has 1, 000 parking meters in service. He stated the meters have a 10-year life and about a 5-year payback period. We would purchase a much newer technology meter. The meter purchase would have to be financed. The Committee requested that careful thought be given as to where the meters are placed. After a discussion regarding the meters, the following motion was made: WHEREAS, the City' s 1, 000 parking meters are at least 20 years old and are in need of repair and replacement, and WHEREAS, the City will phase the replacement of the meters over the next four years, at an overall cost of $210, 000, by purchasing 250 replacement meters a year at an annual estimated cost of $52, 200, and WHEREAS, the parking meters will be of the latest technology and parking meter revenue will help to offset the cost of meter acquisitions; now, therefore, be it RESOLVED, That Common Council hereby authorizes the establishment of Capital Project #377 Parking Meter Replacement in an amount not to exceed $52, 200 for the purchase of said replacement parking meters, and be it further RESOLVED, That the funds necessary for said acquisition shall be derived from the issuance of Serial Bonds. The motion passed 6-0 . 16 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 10 . DPW - Approval of Standardization of City-wide Safety Equipment A request to standardize on Simplex fire and smoke detector equipment was presented. After a brief discussion, the following motion was made: WHEREAS, the majority of City owned and maintained buildings are equipped with Simplex fire and smoke detectors, alarms and control equipment, and WHEREAS, it is in the best interest of the City for reasons of efficiency, compatibility and economics to standardize fire and smoke detectors, alarms and control equipment from a single manufacturer, as more fully spelled out in the following items : 1 . Several City buildings, namely, G. I .A.C. , Ithaca Youth Bureau, Southside Community Center, City Hall, Ithaca Police Department and Central Fire Station presently have Simplex detection/alarm systems . Use of standardized equipment will allow for simplified inventory and will permit City staff to make quick response, short-term repairs . 2 . This equipment will make it possible to assure compatibility with all similarly equipped City buildings . 3 . Maintenance and service contracts for a single type of equipment Citywide will be easier to manage and should be more cost effective. Simplex is unique among detection systems in that it utilizes and services only Simplex equipment - there is no mixing and matching of components . 4 . Simplex equipment is very highly regarded by the Ithaca Fire Department and is readily available. It is commonly used in many other public buildings . 5. Simplex will guarantee a credit for existing new equipment in the Ithaca Police Department for the current system upgrade; Now, therefore, be it RESOLVED, That pursuant to section 103, subdivision 5-A of the General Municipal Law of the State of New York, Common Council hereby authorizes the standardization on Simplex equipment as the type of equipment to be used and purchased by the City of Ithaca during 1999 and 2000 for fire and smoke detection as well as related alarm and control equipment. The motion passed 6-0 . 17 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 11 . Finance/Controller A. Establishment of a Snow Removal Reserve Mayor Cohen explained that there is an interest to establish a Snow Removal Reserve fund for the future. The funds would be derived from unexpended 1998 Snow Removal funds . Due to the mild winter, excess funds remained in the Snow Removal account. Controller Cafferillo explained that the reserve would be established through the Contingency account or an encumbrance. After a discussion, the Controller stated the mechanism to establish the reserve will be brought to the next Council meeting. The Committee voted, 6-0, to approve the establishment of a Snow Removal Reserve in concept. B. Approval of 1997 Annual Financial Report Deputy Controller Thayer presented the 1997 Annual Financial Internal Report to the Committee. After a discussion concerning the City' s AA3 bond rating, the following motion was made: RESOLVED, That the 1997 Annual Financial Report prepared by the Finance Department be approved as presented. The motion passed 6-0 . 12 . Mayor A. Deletion of Three Existing City Commissions Mayor Cohen discussed with the Committee the deletion of three committees that are not currently active: 1 . Advisory Commission of Art & Design 2 . Energy Commission 3 . Circle Greenway Commission The Mayor explained that he will bring back to the B & A Committee next month details on the deletions of the three committees . B. Department Head Evaluation Mayor Cohen explained that Department Head evaluations will start in February, and the Human Resources Director will sit in on the meetings. The Mayor also stated that 18 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 he has started regular meetings with Department Heads on a weekly, bi-weekly and monthly basis, separate from the evaluations . C. Holcomb-Parsons Inquiry Mayor Cohen presented the Committee with a draft response to the Department Heads inquiry and will seek comments from the Committee over the next week. 13. Chair Reports Chairperson Marcham reported on the following: A. She stated there is a meeting Friday with the Youth Bureau on the Stewart Park Carousel . B. She reported there have been meetings with the taxi companies on various issues and making some progress . C. Pat Vaughan reported that the meeting with the Cornell University class regarding the community survey fell through. The City will have to decide if it wants to do the survey and expend funds for such a purpose. A discussion regarding the survey followed. D. The County is discontinuing the Celebrations funding as it currently exists and redesigning new guidelines . E. Marcham reported that she sent letters to the State regarding the City' s election not to participate in the permanent exemption of clothing and footwear sales tax. Marcham reported she did receive some responses, but nothing positive. She also reported that the City met with the Chamber of Commerce on the same issue. 14 . Committee to Proceed into Executive Session The Committee voted, 6-0, to move into executive session to discuss personnel items . 15. Report from Executive Session After the Committee voted, 6-0, to move back into regular session, it was reported that no action was taken during the executive session. 19 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 16. Consent Agenda B & A Items The following items were agreed upon by the Committee to be placed on the Consent Agenda for the next Common Council meeting: A. Youth Bureau - Request to Amend 1999 Cass Park 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 $4, 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 1999 Youth Bureau Budget is hereby amended as follows for the purpose of selling Cass Park Rink dasher board advertising: Increase Revenue Account: A7310-2070-1511 $4, 000 Increase Appropriation Account: A7310-5477-1511 $4, 000 B. Youth Bureau - Request to Amend 1999 Youth Development Budget WHEREAS, the Youth Bureau has been notified by the Ithaca City School District that it will receive $4, 159 in additional revenue to support and expand the current community learning center development at Beverly J. Martin Elementary School; now, therefore, be it RESOLVED, That the 1999 Youth Development Budget is hereby amended as follows : Increase Revenue Account: A7310-3820-1203 Special Projects $4, 159 20 BUDGET AND ADMINISTRATION COMMITTEE JANUARY 27, 1999 Increase Appropriation Accounts : A7310-5120-1203 P/T Seasonal 2, 160 A7310-9030-1203 Social Security 166 A7310-9040-1203 Workers' Compensation 1, 833 The meeting adjourned at 11 : 45 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. 21 'S A I( 114 l g,g -7-777777 -_ ._._.. ... J Tompkins County j BOARD OF REPRESENTATIVES I �t I ► I i Courthouse,Ithaca,N.Y. 14850 January 11, 1999 Honorable Alan J. Cohen, Mayor City of Ithaca 108 East Green Street Ithaca, New York 14850 Dear Alan, I want to inform you that the County Board decided that its program of financial support for local celebrations was not successful. Therefore, the County Board terminated that program at the end of 1998. This does not mean that the County will no longer support community celebrations. Instead, the Board has charged the Committee which I chair with the responsibility for developing entirely new guidelines for funding celebrations for 1999. It has asked that a new approach with new guidelines be presented to the full Board by the end of February. Consequently,you should not proceed with any plans to seek funding from the County for a local celebration until you are informed of the County's action. We continue to believe that community celebrations are important activities in building local pride which fosters community improvement and is of benefit to the entire county. Sincerely, Stuart W. Stein, County Representative Chair, Economic and Workforce Development Committee P. Recycled paper {N. ft CITY OF ITHACA 108 EAST GREEN STREET ITHACA,NEW YORK 14860 COMMON COUNCIL January 8, 1999 TELEPHONE: (607)2746570 The Honorable George Pataki Governor of New York The Executive Chamber State Capitol Albany, New York 12224 Re: Permanent Exemption of Clothing and Footwear Sales Tax Dear Governor Pataki: The City of Ithaca' s Common Council has voted unanimously against participating in the state' s permanent exemption of clothing and footwear from sales tax, despite our wishes to do so, because we simply cannot afford to lose these tax revenues . Our reasons are explained further in the enclosed resolution. We also ask state government to pay more attention to the serious financial predicaments of New York localities, which have been largely forgotten in the midst of Albany' s good fortune. In the hope that this problem can be addressed in the New Year, Yours truly, ane Marcham Budget & Administration chair Ithaca' s Common Council JM:chs Enclosure xc: Assembly Speaker Sheldon Silver Senate Majority Leader Joseph Bruno Assemblyman Martin Luster State Senator James Seward Barbara Mink, chair, Tompkins County Board of Representatives Tim Joseph, budget committee chair, Tompkins County Board New York Conference of Mayors New York Association of Counties 'An Equal Opportunity Employer with an Affirmative Action Program* 41W �� Recycled Paper JAN IG 1999 CHAIRMAN THE ASSEMBLY Committee on Libraries and Education Technology � STATE OF NEW YORK Legislative Commission on f` Government Administration ALBANY Fxce�soa COMMITTEES Aging Agriculture MARTIN A.LUSTER Energy Assemblyman 125th District Health Higher Education MEMBER January 12, 1999 Joint Legislative Commission on Rural Resources Jane Marcham Chair, Committee on Budget and Administration Common Council r•t1f Of i+uiaeu 1-u 108 East Green Street Ithaca,New York 14850 Dear Jane: Thank you for your January 8h letter regarding the City's determination to not participate in the clothing and footwear sales tax exemption. I certainly understand the City's concern and the reasons for this decision. As you know,the main thrust of the legislation is to eliminate the state sales tax on these items while giving localities the option to deal with the local sales tax. I also understand the need for stronger state fiscal support for our municipalities. It appears that the days of generous revenue sharing are over(due, in part,to the over$12 billion in tax reductions enacted over the past 4 years),but I am hopeful that the 1999-2000 budget will see some targeted efforts at assisting cities and other municipalities. I will keep you posted. Sin ii-XI If /ZfMdrti�nA. Luster Member of Assembly 125t'District MAL/kb cc: Barbara Mink Tim Joseph ALBANY OFFICE:Room 704,Legislative Office Building,Albany,New York 12248,(518)455-5444 DISTRICT OFFICE:106 East Court Street,Ithaca,New York 14850,(607)277-8030 ❑ ROOM 307 _ LEGISLATIVE OFFICE BUILDING �' ALBANY.NEW YORK 12247 (518)455-3131 JAMES L.SEWARD = - SENATOR.50TH DISTRICT i�) 0 41 S.MAIN STREET ONEONTA,NEW YORK 13820 CHAIRMAN (607)432-5524 ENERGY&TELECOMMUNICATIONS {�.t COMMITTEE THE SENATE CORTLAN (607) ) 8-90033 SECRETARY HERKIMER(607)758-9005 MAJORITY CONFERENCE STATE OF NEW YORK ITHACA(6 (315)-4806 32 ITHACA(607)272-4806 NORWICH(607)336.7309 January 14, 1999 Hon. Jane Marcham Budget & Administration Chairman Ithaca Common Council 108 East Green Street Dear Alderman Marcham: I have your letter and the Common Council's resolution concerning the clothing and footwear sales tax holiday. The Legislature crafted the bill to give local governments the choice whether to participate, and the Council is exercising its prerogative. For some communities, participation may not be appropriate, and it's up the local government to make that decision. As we review the Governor's 1999-2000 budget this year, I will certainly bear in mind the Council's concerns for the financial needs of local governments. With best wishes, I remain Sincerely yours, ES L. SEWARD S ate Senator JLS/dd:ecr 1999 SALARIES FOR MANAGERIAL EMPLOYEES Excel File: City Salaries/Managerial Employees(effective 01/06/99) DATE OF DATE OF 1999 WORK DEPT TITLE NAME HIRE APPT SALARY WEEK BUDG Controller Cafferillo, Dominick 11/03/80 05/29/89 78791 35 DPW Superintendent of Public Wks Gray,William 12/15/86 01/01/92 74149 40 POL Police Chief Basile, Richard 07/18/97 07/18/97 73544 40 PLNG Director of Planning&Devel VanCort, Matthys 04/02/73 04/02/73 71851 35 HR Director of Human Resources Michell-Nunn,Schelley 07/06/98 07/06/98 71238 40 FIRE Fire Chief Wilbur, Brian 08/09/87 07/01/93 71080 40 POL Deputy Police Chief Barnes, David 10/20/69 10/19/92 69957 40 DPW Asst Supt of Public Wks(W&S) Fabbroni, Larry 11/03/86 11/16/93 69797 40 FIRE Deputy Fire Chief Dorman,Thomas 05/22/89 05/22/89 65754 40 DPW Asst Supt of Public Wks(S&F) Ferrel, Richard 10/25/82 08/12/91 63353 40 PLNG Director of Econ Development McDonald, Douglas 08/24/98 08/24/98 60988 40 YB Youth Bureau Director Cohen,Samuel 01/01/74 06/01/88 59762 35 BLDG Building Commissioner Eckstrom, Richard 07/01/87 03/04/92 59270 40 BUDG Deputy Controller Thayer,Steven 05/08/89 05/08/89 55367 35 GIAC GIAC Director Fort, Marcia 07/23/84 01/01/99 52500 40 PROS City Prosecutor McCarthy,Margaret 08/06/98 08/06/98 51250 40 CHMB City Chamberlain Parsons, Debra 01/13/86 01/13/86 49298 35 YB Deputy Youth Bureau Director Green,Alice 07/05/77 01/19/99 45715 40 CLRK City Clerk Holcomb,Julie 10/16/89 03/04/95 43721 35 MAYR Systems Administrator Kinne,Richard 02/10/97 02/10/97 42025 40 ATTY City Attorney Geldenhuys, Mariette 01/01/96 01/01/96 40106 20 HR Deputy Director of Human Resr Saul,Valerie 10/26/87 07/06/98 39445 27 CLRK Deputy City Clerk Korherr, Robin 11/14/83 12/07/98 36613 40 GIAC Deputy GIAC Director Thomas, Michael 01/02/84 01/01/99 35875 40 ATTY Legal Associate Sokoni,Khandikile 08/04/97 04/13/98 25795 35 PROS Deputy City Prosecutor Sherman,Ezra 11/17/97 11/17/97 19550 17.5 TOTAL PAYROLL: 1426794 CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 y�►�,� �,.•� BUILDING DEPARTMENT PoRATEO Telephone: 607/274-6508 Fax: 607/272-7348 J A N 2 1 1999 To: Jane Marcham, Chair Date: 20 January, 1999 Budget and Administrative Committee RV�4k -- From: Richard L. Eckstrom, Building Commissioner Re: Building Department Roster Amendment - Permit Clerk In November, the typist position in the building department became vacant. The department has taken the opportunity offered by that vacancy to examine the work flow in the "front office." We have decided that our customers will be best served if we make an adjustment in the titles and the duties of the support staff. Currently, the roster includes an administrative secretary, a senior typist, and a typist. We would like to add the position of permit clerk to the roster and leave the senior typist vacant. The new permit clerk position has been created by the Civil Service Commission and has been reviewed by the human resource department. The new position would be involved in the work flow of the permit process more than the current support staff are now. The duties assigned to the permit clerk include those of the senior typist but go beyond that of our senior typist. These higher level duties include the responsibility for reviewing applications for complete information and assuring that the clerical aspects of a permit are handled. Also the person in this position will be better equipped to answer general questions about the permitting process in greater detail than we can now. The reasons for the restructuring are to improve application processing and to relieve the department's deputy from some of the more repetitive tasks in her current work. You may know that one of the most successful parts of the building department's customer service program are the two hours that Phyllis is available every day for permit applicants on a walk in basis. During this time Phyllis adds a great deal of value to our process and our customers experience. But, she has to deal with some basic issues with nearly every applicant that the permit clerk can handle. These issues include requiring insurance certificates or workers compensation statements, dealing with the fees, and getting the information in the databases. We are convinced that this restructuring will free up time for Phyllis to spend on higher level work. Adding this position will not add additional steps in our process. It does not reduce the availability of Phyllis or other staff for the work that only they can perform with the applicants. It is important to us that the approval process be visible and understandable to our "An Equal Opportunity Employer with a commitment to workforce diversification." CIO customers. In addition, we want the experience of the application and review process to impress upon our customer that we are really striving to assist them in accomplishing their goals, of course, in a compliant way. This change will increase our ability to live up to these values. The duties assigned to this position also have the benefit of integrating the application into the computer system at an earlier stage. The system will capture the permit application at the point where the very first contact is made with the department. From there on the staff has the information available right on the computer screen for review. The human resource department has recommended that this position be added to the city's Administrative Unit of CSEA and that the position be assigned grade level 9. Our plan is to offer the position to our current support staff as a promotional appointment. This has no 1999 budget impact and can occur within the existing building department budget. The likely outcome will be a salary raise, required by our agreement with the union, of 8% or about $1699 on a yearly basis for our senior typist. This money is available in our budget because of the difference in typist starting salary and the salary of the former employee. I request that you add the new position as a funded position to the roster. I also request that you leave the senior typist as a vacant and unfunded position to make it easier to deal with potential complications as we implement the staff changes. Cc: Mayor Susan Kittel, Administrative Unit President ♦���F ITI��' CITY OF ITHACA 10B EAST GREEN STREET ITHACA,NEW YORK 14850 COMMON COUNCIL TELEPHONE: (607)274-6570 January 20, 1999 TO: City department heads RE: Proposal for a city voice mail policy FROM: Jane Marcham, B&A chair The Budget and Administration Committee will be discussing city policies on voice mail at our Jan. 27 B&A session. I'd welcome comments and suggestions regarding this proposed draft at the Jan. 22 staff meeting (or call me at 273-5754) : Whereas, the City of Ithaca this year plans to install "voice mail" telephone equipment in many departments, which will be capable of greatly improving services to the public and expanding the possibilities for staff efficiency, and Whereas, overuse of automated equipment and poor design of voice mail systems could confuse, offend and alienate people who are telephoning city departments, thus posing a public relations problem in city dealings with the public, now therefore be it Resolved, voice mail can be used routinely without limitation after regular business hours, but during regular business hours all city phone numbers must be answered initially in person by a city employee -- who may then refer the caller to a voice mail system, as designed by the individual departments for obtaining added information, leaving messages, or other purposes, and be it further Resolved, when department employees are unavoidably absent during regular business hours, phone calls are to be forwarded and answered by employees in an adjacent department instead of relying upon recorded messages or voice mail, and be it further Resolved, that any use of voice mail should be clear and concise and should make allowances for callers without touch-tone phones, and departments' voice mail systems will be subject to review by a designated committee of Common Council, if needed. 'An Equa 7rtunaWyEmploymr with an Affirmative Action Program' �� Recycled Paper Proposal for Services CLIENT: The City of Ithacan 1999 PROJECT: Work Environment Project DATE: December 15, 1998 BACKGROUND The City has formed a Work Environment Task Force Employee Assessment Sub-Committee to assess the quality of worklife for City employees. It is the intention of the Task Force to administer a climate survey and to actively address issues that are identified from its results. This is desired to be a very participative process and engage, at some level, all City employees. OBJECTIVES As we understand them, the objectives of the client in sponsoring the Work Environment Project are: • To conduct an assessment of the workplace climate within the City ■ To identify issues that require attention and initiate appropriate actions • To engage the active participation of the maximum number of employees possible in the process PROPOSED DESIGN We recommend an approach that integrates survey development and administration with group process. By this we mean utilizing city employees themselves, with professional assistance, to design a climate survey, interpret its results and initiate appropriate action taking. This approach begins with an analysis of the strengths and weaknesses relative to climate issues within the City structure. The broad participative element helps ensure that the outcomes of the survey are well known and understood among city employees, management and policymakers. Engagement by significant numbers of city employees and managers throughout the process helps build commitment to act and make change in the future. STAGES The broad stages of the proposed design are as follows: 1. Survey design by Task Force with process assistance and validity review by consultants 2. Survey administration by City, processing off-site by consultants Programs to Employment CS Workplace Systems City of Ithaca Work Environment Project p.2 3. Survey results predictions in small group discussions 4. Immediate action team activity 5. Data analysis and key findings 6. Long term action strategies CONCEPT FLOWCHART The diagram below depicts the flow of work activities involved in this approach. External Data Processing Data Storage j Small Validity Review& 1 Groups Rcornmenda* I K��W�4 �� �- Fu gs Mechanisms Survey �� Admin r„b,� Long Term Change Immediate Action Teams Strategies: Departmental cfO� ""g and Inter-Departmental Potential Pilots DISCUSSION A key element that bears highlighting is the prediction of findings by groups of employees. In these sessions,participants (in small groups intentionally configured to represent similar and different perspectives), having already personally completed the climate survey will attempt to predict the overall results. This activity is very useful in terms of surfacing the assumptions that individuals and groups hold regarding issues of difference and equity in the workplace. The range of predictions made will be evaluated by the Task Force and consultants to determine the working hypotheses that currently exist in the city's work environment. These will then become the basis for data analysis and interpretation. It is expected that the sessions that are convened to predict findings will also generate suggestions for immediate changes to improve the work environment. Teams can be formed immediately to deal with these short term items and give early credibility to the effort by demonstrating concrete action. Long term change strategies will be based upon findings from the survey effort and will require organized action planning. Some of these efforts will be at the departmental level, while others will cross departments. Programs!or Employment tf Workplace Systems City of Ithaca Work Environment Project p.3 INCLUSION As a research based project, a number of the activities involved are of a technical nature. If the preferred design, however, is a highly participative one, precautions need to be taken to assure that the process is open to those of varying abilities and backgrounds. We do this in two principal ways: 1)By asking participants to operate from their existing knowledge bases while we provide the technical expertise, and 2) By limiting the need for literacy skills in participative events and processes through mostly verbal communication. COMMUNICATION We anticipate that all City employees will be invited to complete ISSUES a climate survey. In the course of other proposed activities, we estimate that 25% or more of the workforce could be directly involved in small group work, data analysis and immediate action teams. This level of involvement will have significant benefits in terms of diffusion but will still require a regular communication program to elevate awareness of project activities. We view internal communication as principally a responsibility of the City but will work closely with the Task Force to devise effective methods to accomplish it. CONTRACT ISSUES It is recommended that an explicit protocol be agreed with union leadership at the outset in terms of the handling of matters that have contractual significance. TIMEFRAME It is expected that the work activities outlined above can be completed in a 9 month timeframe following a decision to proceed. PRINCIPALS The following are key personnel who will be devoted to the project: ROBERT RICH Robert Rich is Senior Extension Associate at Programs for Employment and Workplace Systems where he is also Director of the Cornell Job Retention and Expansion Program. He works in both the public and private sector in organizational change and development based on principles of Participatory Action Research. His area of specialty is design and facilitation of large and small group processes. He is originator of the Convergence Conference, a large group planning and problem solving process and is co-originator of Fast Cycle Survey Research, a participative approach to survey design and analysis. Recent clients are Hewlett-Packard Company,The Alliance (AT&T), Programs lo' Employment' Workplace Systems City of Ithaca Work Environment Project p.4 the Oregon Natural Resources Council, the Johnson School of Management at Cornell University and Schoharie County, New York. He holds a BA from SUNY Geneseo and is a candidate for the Masters of Professional Studies at Cornell University. JANE MAESTRO- Jane Maestro-Scherer is President of Fathom,Inc. a firm that SCHERER specializes in technical assistance and training in all phases of social science research. She is former Manager of the Survey Research Facility at Cornell University. Her practice includes survey research,interactive focus groups, `research literacy' training and she is co-originator of the Fast Cycle Survey Research technique. Recent clients are the United States Department of Agriculture, Bristol Hotels and Resorts, Institutional Planning and Research at Cornell University and the New York State Department of Labor. She holds a Bachelor's degree in Communication from Marynoll College in the Phillipines, a Master's degree in Journalism from the University of Wisconsin at Madison and post-graduate work in Rural Sociology at Iowa State University. SUSAN WOODS Susan Woods is a Senior Extension Associate at Cornell University ILR where she specializes in education, training and facilitation for labor and management practitioners. Current areas of work include high performance work systems, mutual gains bargaining and the implementation of the Americans with Disabilities Act in unionized work settings. She edited the study, Case Studies in Labor-Management Cooperation: Examples from Western New York, produced for the WNY Economic Development Corporation. She co-manages THE WORKPLACE DIVERSITY NETWORK, a joint project of Cornell University ILR and The National Conference, designed to extend"diversity learning" across organizations by networking diversity practitioners on a national basis. She serves on the Board of Directors of The Western New York Council on Occupational Safety and Health and The Everywoman Opportunity Center,both located in Western New York. She holds Masters degrees in Labor Studies, from-the University of Massachusetts, and in Economics, from Duke University. SALLY KLINGEL Sally Klingel is a Senior Associate and Director at Programs for Employment and Workplace Systems (PEWS), Cornell University, where she works as a consultant and researcher on union-management partnerships and changing work systems. Her work with PEWS in the past ten years has included training Programs dor Employment&Workplace Systems City of Ithaca Work Environment Project p.5 and consulting with union and management groups in a variety of industries, state agencies, union internationals and locals, and worker owned companies. Her primary focus is on creating participatory processes through the labor-management relationship to improve work systems. Recent clients include ALCOA and the USWA, Schlegel Corp. and UNITE, and TRW and the ICWU. She studied for a M.S. in Organizational Behavior at Cornell University's School of Industrial and Labor Relations, and holds a B.A. from the University of Michigan. She is one of the authors and co-editors of A Fighting Chance: New strategies to save jobs and cut costs, published by the ILR Press. REFERENCES References are provided for Robert Rich as Project Leader. References for other principals available on request. Reference Nature of Work Barry Gruenberg Large group process design for Director of Organizational organizational change effort. Development Hewlett-Packard Company Colorado Memory Systems 800 South Taft Hill Road, M-1 Loveland, CO 80537 970-635-6856 Dean Robert J. Swieringa Design and facilitation of Johnson Graduate School of group process following up on Management climate survey. 207 Sage Hall Ithaca,New York 14853 607-255-6418 Alicia Terry Group process based survey Director research project. Schoharie County Department of Planning Cobleskill, New York 12043 518-234-3751 Programs to�- Employment tS Workplace Systems City of Ithaca Work Environment Project p.6 PROJECTED FEES Work Activity Fees Survey Design No charge Validity Review &Recommendations $2,000 Survey Administration 2,000 Data Processing 5,000 Small Group Processes 6,000 Synthesis of Predictions 2,000 Immediate Action Teams 5,000 Interactive Data Analysis No charge Long Term Change Strategies 6,000 Total: $28,000 Programs!o& Employment CS Workplace Systems PROPOSED STEWART PARK CAROUSEL OPERATING BUDGET The proposed budget includes set up,take down and routine maintenance of the carousel for the 1999 season. Budget does not include costs of attendants to operate carousel and collect revenues. Budget prepared based on previous owners expenses and experiences. Utilities-NYSEG $500 Insurance- liability 900 Fire 350 State insurance fund(if applicable) 600 Amusement licenses and taxes(if applicable) 1700 Parts-mechanical and electrical 2000 Maintenance Supplies- cleaners,paint,oil and grease 500 Initial set up- Contract with previous owners employee to train 600 DPW staff regarding proper set up and take down operations. SUB TOTAL $7,150 In House Labor Costs-DPW Crew Set up -two crew members/40 hours each $990 Hunt- $12.72, Allen- $12.03 hourly rates Take down at end of season-two crew members/24 hours each 594 Routine seasonal maintenance to carousel and buildings-two hours per week for 18 weeks. Allen-$12.03 hourly rate 433 TOTAL LABOR $2,017 TOTAL MAINTENANCE COSTS $9,167 REVENUES -Previous owner reported gross revenues, during 1997,of$22 -23,000. Carousel was operated from Memorial Day through Labor Day/seven days per week with hours of 11 AM to 8 PM. During the month of September, carousel was operated on the weekends. Based on this schedule,the 1999 operating hours would total 954. Employee costs to operate the required hours at$8.01/hour=$7,641 plus 32%benefits for a total employee cost of$10,086. Ride tickets cost 75 cents each during 1998. RLF/ 12-21-98 (revised from BPW submittal following receipt of actual figures from Mrs.May) NOTES on Carousel Subcommittee meeting, held Jan. 29, 1999 Present: Sara Shenk, chair, Pat Vaughan, Jane Marcham of B&A; Rick Ferrel of DPW; Sam Cohen, John Doyle, and Alice Green of the Youth Bureau. Summarizing more than an hour's discussion: For 1999 operation of the carousel, Shenk said the options up for discussion appeared to be 1) an outside bidder; 2) Youth Bureau or YES; 3) entrance charge for Stewart Park; or 4) city staffing. 1) Bids: Ferrel said the Board of Public Works' plan for this year was to operate the carousel and food concessions at the golf course and Stewart Park through outside contractors, who could bid on 1, 2 or 3 of these offerings. (However, the carousel equipment would be stored and maintained by city personnel, which could cost up to $9, 100 annually -- see attached list. ) A key reason for reviewing this plan was the B&A's concern that an outside bidder might want to raise the carousel ticket price. 2) Youth Bureau: Wished to discontinue operating park concession this year, because of declining sales and rising utility costs, and expressed little interest in operating carousel (operation by youths, even if allowable, would need close adult supervision) . 3) Park entrance charge: If the city charged a fee per car, this could offset park expenses and allow the city to offer free carousel rides. Youth Bureau staff noted, however, that there's already been a serious decline in park attendance and an entrance fee could make matters worse. Also, park users are roughly 1/3 city, 1/3 Town of Ithaca, 1/3 outside, and talk of joint sponsorship of the park costs can be launched after Recreation Partnership renewal is settled this year. (It's a long wait, but meanwhile an entrance fee may have a chilling effect. ) 4) City staffing: Ferrel said he believed the DPW could operate the carousel this year IF the city provides $17-18,000 in funds to cover the maintenance costs, seasonal labor, etc. (Presumably, ticket revenues would be used to offset city costs. ) Shenk said she'd prefer city operation of the carousel by the DPW, rather than trying to limit outside bidders to a a maximum ticket price of 75 cents (the 1998 price) , and proposed reducing the ticket price to 50 cents. Vaughan appeared to agree. Marcham wanted to take a closer look at costs, since reducing the price might require a significant city subsidy, but this is the proposal the subcommittee is submitting to B&A.