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HomeMy WebLinkAboutMN-B&A-1999-02-24 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. FEBRUARY 24 , 1999 MINUTES Present: Committee Members: Marcham, Sams, Manos, Vaughan, Shenk, Blumenthal Other Alderpersons : Spielholz Others Present: Mayor Cohen Deputy Controller Thayer Fire Chief Wilbur Police Chief Basile Youth Bureau Director Cohen Human Resource Director Michell-Nunn Deputy Fire Chief Dorman Asst. Supt. of Public Works Ferrel City Attorney Geldenhuys Acting Asst. City Attorney Dunn Asst. Supt. of Water/Sewer Fabbroni City Prosecutor McCarthy PBA President Wright Sgt. Curatolo Members of the media Members of the public 1 . Opening Comments: Chairperson Marcham stated that the City Hall Code Compliance Project discussion will be deleted from the agenda. A special meeting with City staff and Council will be set up within the next two weeks . Marcham also noted that an additional Fire Department personnel item will be discussed in executive session. Members of the public were asked to speak; the following individual spoke: Douglas Wright, PBA President, spoke to the Committee regarding the agenda item from the Mayor and Police Chief requesting two new Deputy Police Chief positions at IPD. Wright explained that the Union is opposed to the request because of the following: BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 - No other police department the size of Ithaca' s has four Chief officers . He explained the Syracuse has 4 Deputy Chiefs, but 500 officers. He noted that the PBA is not opposed to 4 Deputy Chiefs for every 100 city officers . - The community is requesting more officers on the street. The Mayor has stated that there are no budget funds for more officers, but he is requesting two new Deputy Chief positions, which would equate to five additional police officers on the street. - The new Deputy Chief positions will not resolve the community' s problems . - Currently-funded, but vacant, staff positions need to be filled first. - The PBA believes the request for Deputy Chiefs is an attempt to tear apart PBA. - No need to have additional deputy positions . Wright urged the Committee to reject the request for more Deputy Chiefs. He also requested to be involved in the discussions regarding the requested Deputy positions. 2 . Common Council A. Carousel Operation Discussion The Committee discussed the Stewart Park Concession and Carousel operations for 1999. Chairperson Marcham and Asst. Superintendent of Public Works Ferrel explained that the Concession Subcommittee met and is requesting that the concession and carousel operations both be put out to bid. Ferrel stated that the DPW will set up, dismantle and perform routine maintenance on the carousel for 1999 and probably the future. A discussion followed regarding the ride price of the carousel at either 50 cents per ride or 75 cents per ride. Alderperson Sams suggested that Challenge Industries be contacted to determine if they are interested in making a proposal . Deputy Controller Thayer stated he would contact Challenge. The following motion was made: WHEREAS, the City purchased the Stewart Park Carousel in late 1998 as a result of an anonymous donation, and WHEREAS, City staff has determined that the best avenue to operate the carousel would be by an outside vendor, and 2 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 WHEREAS, the Youth Bureau no longer has the resources to operate the Stewart Park Concession; now, therefore, be it RESOLVED, That Common Council hereby directs the Department of Public Works in conjunction with the Controller' s Office to bid out the operation of both the Stewart Park carousel and concession stand for the 1999 and 2000 seasons. The motion passed 6-0 . B. Approval of Vacancy/Position Review Committee The Committee discussed the approval of a Position Review Committee and its related authority. This item was discussed at last month' s B & A meeting. A discussion regarding the affirmative action wording followed. The Committee agreed to use the same affirmative action language that was in the Vacancy Review Committee resolution from previous years . After a discussion, the following motion was made: WHEREAS, Common Council has adopted the 1999 Ithaca City 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, no title for a city employee shall be altered in grade or number of work hours per week, and no title for a city employee shall be changed unless and until such action is approved by the Position Review Committee (PRC) , and That the PRC shall consist of the Mayor, a member of the Budget and Administration Committee and a member of the Human Resources Committee, both to be chosen by Common Council, 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 That the PRC shall not approve the filling of any vacant position in the City government unless and until the PRC determines that the filling of a particular position is essential to the proper functioning of the City government and/or essential to the protection of the residents of the City and that such position must be filled immediately, and be it further 3 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 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. 3 . Youth Bureau - Request to Amend 1999 Personnel Roster and Budget for Front Office Staff Reorganization Youth Bureau Director Cohen presented a request to reorganize the front office staff. Cohen explained that with the appointment of one of their 'staff members to the Deputy Clerk position, the staff examined the front office operations and requested to improve operations with some personnel and budget amendments. Cohen explained that the request is to add a 40 hour Account Clerk-Typist position; add funds for part-time seasonal front office help; add funds for overtime to hire and train new personnel and delete one 40 hour 4 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 Administrative Assistant. The overall budget impact is zero. He noted that the change would improve the Youth Bureau front office service to the ' public and the City, improve the internal financial and registration system and build staff diversity. Cohen further explained that it is the goal of the Youth Bureau to increase the duties of the new Account Clerk-Typist and upgrade the title/salary within nine months . After a discussion, the following motion was made: WHEREAS, the Youth Bureau' s front office staff have been overtaxed and strained to effectively perform their functions as a result of increased programs, enrollments, and funders, and WHEREAS, a recent Administrative Assistant opening in the front office has given an opportunity for staff to examine and review the front office process, and WHEREAS, Youth Department staff, the Mayor and Human Resources are recommending the reorganization of the ' front office staff by creating a new financial position, hire a seasonal person and provide funds for overtime and seasonal work to most effectively fulfill the front office mission and build diversity at the Youth Bureau; now, therefore, be it RESOLVED, That Common Council hereby amends the 1999 Youth Bureau Authorized Personnel Roster as follows : Add: One (1) Account Clerk-Typist (40 hours) Delete: One (1) Administrative Assistant (40 hours) And be it further RESOLVED, That the Account Clerk-Typist position be assigned to Grade 2 of the CSEA Administrative Unit at an annual salary of $15, 350 with the goal of increasing duties and upgrading the title of this position within nine months, and be it further RESOLVED, That the 1999 Youth Bureau Budget be amended as follows : Increase Appropriation Accounts : A7310-5110-1400 Staff Salaries (44 weeks of Account Clerk-Typist position') $12, 939 A7310-5120-1400 Hourly P/T (seasonal help) 16, 139 A7310-5125-1400 Overtime (OT for period before Hiring new F/T person and training) 5, 000 5 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 Decrease Appropriation Account: A7310-5105-1400 Admin. Salary (deletion of Administrative Assistant) (34, 078) And be it further RESOLVED, That the goals of said reorganization will improve service to the Public and City staff, ' improve the internal financial and registration system and build staff diversity. The motion passed 6-0 . 4 . DPW A. W/S - IAWWTP - Request Amendment to Engineering Services Agreement Asst. Superintendent of Water/Sewer Fabbroni presented a request to increase the IAWWTP' s agreement with Stearns and Wheler, originally, $53, 800, by $160, 000 to $213, 800 for engineering services related to the plant' s master plan. Fabbroni explained that the original agreement included the development of budgetary project costs for: - Tertiary phosphorus removal - On-site storage and use of gaseous chlorine Fabbroni stated that staff has reviewed the preliminary report and requests that the preliminary design go forward. The engineering design services would cost $160, 000. The funds would be derived from the Joint Activity Fund' s Capital Reserve fund. He explained that he will be back with further requests related to the master plan. After a discussion, the following motion was made: WHEREAS, the Ithaca Area WWTP-SJS (OWNER) and Stearns & Wheler, LLC (ENGINEER) entered into an Agreement dated January 6, 1999, for professional engineering services in connection with the performance of an engineering study to determine the cost of various improvements to the Ithaca Area Wastewater Treatment Plant in the amount of $53, 800, and WHEREAS, said Agreement included a task to be performed by ENGINEER, among others, that required the development of a budgetary project cost estimate for upgrading of the Ithaca Area Wastewater Treatment Plant to provide tertiary effluent filtration for further reduction of phosphorus discharges by retrofitting one of two existing 60-foot , diameter phosphorus 6 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 stripper tanks with continuous-backwash, up-flow sand filter modules, and WHEREAS, said Agreement also included a task to be performed by ENGINEER, among others, that required the development of recommendations and a budgetary project cost estimate for upgrading of the Ithaca Area Wastewater Treatment Plant to achieve compliance with federal and state regulations pertaining to the on-site storage and use of gaseous chlorine for effluent disinfection and other in-plant uses, and WHEREAS, ENGINEER has submitted a preliminary letter report to OWNER outlining the recommendations and budgetary project cost estimates resulting from the completion of these two tasks in advance of the final report summarizing the results of all tasks included in the Agreement, and WHEREAS, OWNER has reviewed said preliminary report and accepted the recommendations summarized therein, and WHEREAS, OWNER now desires ENGINEER to proceed with preliminary design of the recommended plant modifications; now, therefore, be it RESOLVED, That Common Council hereby amends the original Agreement to include the attached Scope of Engineering Services, Proposed Amendment No. 1, dated February 17, 1999, by an amount not to exceed $160, 000 for a revised total Agreement not to exceed $213, 800, and be it further RESOLVED, That the increased funds be derived from existing capital reserve funds of the Joint Activity Fund. The motion passed 6-0 . B. Neighborhood Traffic Calming Report Asst. Supt. of Water/Sewer Fabbroni reported that the Board of Public Works is looking at a Neighborhood Traffic Specialist position that will be funded by a grant. The position would assist Dan Cole with various traffic calming issues . No action was taken. C. Rollersports Park Mayor Cohen reported that the Rollersports Park bids came in over budget by $35, 000 . He explained that the City needs to do the following: 7 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 - raise additional funds; - reduce the scope of the project; - examine local business sponsorship possibilities; - examine revisions to the Skateboard Ordinance. A request will be made at next month' s B & A meeting. No action was taken. 5. Police Department - Request to Amend Authorized Personnel Roster Police Chief Basile presented a request to create two new Deputy Police Chief positions . Chief Basile stressed that he requested this item and convinced the Mayor that the positions were needed. The Chief stated that the proposal will be budget neutral for 1999 and future years . Chief Basile explained that the creation of the positions allows the Chief the following: - Flexibility of assignments without contractual restrictions; - Completion of several complex administrative tasks; - Frees up Chief' s time to do more community outreach and public meetings; - Assure adequate training programs; - Implementation of ongoing workforce evaluation for entire department; - Assure mandated report requirements (grants) are completed. Chief Basile also explained that the creation of the two Deputy Chief positions will allow officers to: - Be more accountable to the community; - Improve training needs; - Improve interaction with the community. Basile stated that he has many ideas that will allow for additional officers on the street. He would like to keep the two Captain positions vacant and unfunded, but not eliminated. The funds for the vacant Captains' positions would be used to hire two Deputy Chief positions . Basile further explained that Deputy Chief Barnes would be the Senior Deputy Police Chief with his salary and duties slightly greater than the other two deputies . The overall salary range would remain the same for all three positions . 8 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 Basile noted that the job description has been approved by Civil Service. The Chief was hopeful that with the additional deputies, the overtime allocation and usage would be more closely monitored. A discussion regarding the positions followed. After a discussion concerning the Union, the following motion was made: WHEREAS, the Police Chief has examined the department' s authorized roster and is recommending to create two additional Deputy Chief positions and leave two currently vacant Captain positions unfunded and vacant, and WHEREAS, the roster amendment will allow the Police Chief greater flexibility with assignments in the administration area without contractual restrictions to complete many complex tasks facing the department; free up Chief' s time to attend public meetings; improve department' s training program; implement ongoing workforce evaluation; and increase grant administrative activities; improve police officers' interaction with the community; now, therefore, be it RESOLVED, That Common Council hereby amends the 1999 Police Department Authorized Personnel Roster as follows : Add: Two (2) Deputy Police Chiefs And be it further RESOLVED, That the two currently vacant Captain positions be left on the roster, unfunded, and funds approved for the Captains' positions be transferred to the newly-created two (2) Deputy Police Chief positions allowing for a budget-neutral roster amendment. Voting results on the motion were as follows : Ayes : (4) Marcham, Vaughan, Blumenthal, Shenk Nays : (1) Manos Abstain: (1) Sams The motion passed 4-1-1 . 6. Committee to Proceed into Executive Session The Committee voted, 6-0, to move into executive session to discuss various personnel and contract items . 9 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 7 . Report from Executive Session After the Committee voted, 6-0, to move back into regular session, Chairperson Marcham reported that the following items were discussed in executive session: A. City Attorney - Request Funds for Legal Services Chairperson Marcham reported that the Committee discussed a need for legal services and the following motion was made regarding attorney legal services : WHEREAS, an action entitled Plataniotis v. Time Warner Cable Corporation, Thomas Doheny, Gary James Corbett and the City of Ithaca was filed in Tompkins County Supreme Court on or about April 30, 1999, and WHEREAS, a defense to said action, on behalf of the City, has been mounted by the City' s insurance carrier, and WHEREAS, the former City Prosecutor, Linda Falkson, Esq. , was noticed by the plaintiff for a deposition in this matter, and WHEREAS, the subject of said deposition was directly related to the former City Prosecutor' s scope of her employment and duties as an employee of the City of Ithaca, and WHEREAS, the former City Prosecutor, believing there was a potential conflict of interest between herself and the City related to this matter, hired independent counsel to represent her at the deposition and any further proceedings against her, and WHEREAS, Section 90-61 provides that, where a conflict exists, reasonable attorney' s fees and litigation expenses shall be paid by the City to private counsel from time to time during the pendency of a civil action or proceeding; now, therefore, be it RESOLVED, That the City Attorney' s office is authorized to pay the amount of one thousand ($1, 000) dollars to Raymond M. Schlather, Esq. For legal services provided to Linda Falkson, Esq. , former City Prosecutor, for representation in a deposition which took place on January 20, 1999, and be it further RESOLVED, That the sum not to exceed $1, 000 shall be transferred from account A1990 (contingency fund) to account A1420-5430 (City Attorney - professional services) to pay Raymond M. Schlather, Esq. For said services . 10 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 The motion passed 5-0 . It was noted that Alderperson Shenk was excused from the remainder of the meeting. B. City Attorney - Approve Extension of Professional Services Contract Chairperson Marcham reported that the Committee discussed the extension of a professional services contract for the Attorney' s Office. The following motion was made: WHEREAS, the Assistant City Attorney resigned effective on or about August 3, 1998, and WHEREAS, by Common Council resolution dated August 5, 1998, the City Attorney' s office was authorized to enter into a contract with Patricia Dunn as an independent contractor for the period from July 27, 1998 to December 31, 1998 for legal services, to be reimbursed at the rate of $30. 00 per hour, and WHEREAS, said contract was extended by Common Council resolution dated December 2, 1998, for a period of three months, until March 31, 1999, and WHEREAS, the City Attorney' s Office is in continued need of assistance to provide legal services until a permanent Assistant City Attorney has been appointed, and WHEREAS, a salary line for the Assistant City Attorney' s salary has been budgeted for fiscal year 1999; now, therefore, be it RESOLVED, That Common Council hereby authorizes the City Attorney' s office to enter into a contract with Patricia Dunn as an independent contractor for the period from April 1, 1999 until December 31, 1999, or until the Assistant City Attorney commences employment, whichever is sooner, for legal services, to be reimbursed at the rate of $34 . 00 per hour, for a total amount not to exceed $53, 584, and be it further RESOLVED, That an amount not to exceed $41, 404 shall be transferred from Account A1420-5105 (City Attorney salaries) to account A1420-5435 (City Attorney contracts) for said contract, and be it further RESOLVED, That an amount not to exceed $12, 180 shall be transferred from the following benefit accounts to account A1420-5435 (City Attorney contracts) for said contract: A1420-9010 Retirement $1, 083 A1420-9030 Social Security 4, 361 A1420-9040 Workers' Compensation 1, 096 11 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 A1420-9060 Hospital & Medical Ins. 5, 486 A1420-9070 Dental Insurance 154 And be it further RESOLVED, That the appointment of Patricia Dunn as Acting Assistant City Attorney shall be extended as of April 1, 1999. The motion passed 5-0 . C. Police Department - Contract Chairperson Marcham reported that the Committee discussed a Police Department contract item with the Attorney' s Office. No action was taken. D. Fire Department - Personnel Item Chairperson Marcham reported that the Committee discussed a Fire Department personnel item and gave direction to the Fire Chief. No action was taken. 8 . Fire Department - Pumper Bid Report Fire Chief Wilbur reported to the Committee that the bid results came back on the acquisition of two new fire pumpers and the bids exceeded the estimated budget of $600, 000 . Deputy City Dorman explained that the department' s recommendation to the Board of Fire Commissioners will be to reject both bids and re-bid the pumpers after the specifications are rewritten. Dorman explained that even with new specifications, the new bids will come in over budget. He stated they will re-bid the pumpers, work with the Finance Department and come back to B & A at a later date. The current bids are approximately $86, 000 over the current authorization of $600, 000 . No action was taken. 9. Police Dept./City Prosecutor - Request to Reauthorize Software Funds Police Chief Basile and City Prosecutor McCarthy presented a request to reallocate $9, 500 in software funds for Domestic Violence. Basile explained that $9, 500 was authorized in 1997 for the purchase of domestic violence software. After an evaluation of the software, it has been determined not to acquire the software. The Prosecutor and Police Chief have come up with various pieces of equipment 12 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 that will assist with their domestic violence efforts . The following equipment items are being proposed: Laptop and portable printer - Police Computer - Prosecutor Network Printer - Prosecutor VCR - Prosecutor Copier - Prosecutor Fax machine - Prosecutor Telephone - Prosecutor File Cabinet - Prosecutor After a discussion concerning the equipment, the following motion was made: WHEREAS, Common Council, in 1997, authorized and funded the purchase of a $9, 500 software program to fight domestic violence, and WHEREAS, staff has reviewed the software program and feels other office equipment will better meet the current needs of the City' s fight against domestic violence, and WHEREAS, both the Police Department and the City Prosecutor' s Office have identified various office equipment at an estimated cost of $9, 500 to assist them with the domestic violence program; now, therefore, be it RESOLVED, That Common Council hereby approves the reallocation of $9, 500 in Domestic Violence Software costs to be reauthorized to allow the Police Department and City Prosecutor' s Office to purchase various office equipment (computers, printers, software, copiers, VCR and fax machines) for the use against domestic violence. The motion passed 4-0-1 . Alderperson Sams abstained from the vote. 10 . Police Department A. Request to Amend Authorized Personnel Roster and Budget Police Chief Basile presented a request to add two Police Officer positions through the COPS Grant program. Basile explained that the grant is for three years with a total funding amount of $150, 000 . The grant is similar to the previous COPS grant in that the City will pay 25% of the grant and 750 of the grant comes from the Federal 13 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 Government. The grant total is for two additional Police Officers for three years . Chief Basile and the Mayor stated that the financial impact will be detailed and brought forward for approval at the next Common Council meeting. It was noted that the City' s 25% portion for 1999 would probably have to come from the unrestricted contingency account. The Committee voted, 4- 0-1, to move the request forward to the Common Council meeting. Alderperson Sams abstained. B. Approve Establishment of Truck Scales Capital Project Chief Basile and Sgt. Curatolo presented a request to approve the purchase of six truck scales at a cost of $15, 900. Alderperson Blumenthal expressed the Ithaca Neighborhoods Council support for the acquisition of the truck scales. The truck scales would assist in the attempt to regulate truck traffic in city neighborhoods and improve the safety and welfare of the community. Deputy Controller Thayer explained that the City would bond the acquisition and include it as part of the August Bond issue. He explained that some financing costs would be added to the $15, 900 Scale Acquisition, bringing the total authorization to $16, 400 . The following motion was made: WHEREAS, the Police Department has been examining truck traffic within city neighborhoods, and WHEREAS, in an attempt to regulate truck traffic in city neighborhoods and improve the safety and welfare of the community, the Police Department is recommending the purchase of Electronic Wheel Load Weighers recently bid by the City, and WHEREAS, the Ithaca Neighborhoods Council is in strong support of the purchase of this equipment; now, therefore, be it RESOLVED, That Common Council hereby authorizes the establishment of Capital Project #378 Acquisition of Six (6) Electronic Truck Scales in an amount not to exceed $16, 400 for the purchase of said scales, and be it further RESOLVED, That Common Council hereby approves the bid on Electronic Wheel Load Weighing Systems from PAT Equipment Corporation of Chambersburg, Pennsylvania for the low bid of $15, 900 and authorizes the Police Department and Controller' s Office to complete said procurement process, and be it further 14 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 RESOLVED, That said funds shall be derived from the issuance of Serial Bonds. The motion passed 4-0-1 . Alderperson Sams abstained. C. Approve Purchase of Police Vehicles Chief Basile and Sgt. Curatolo presented a request to purchase four 4WD Police Package Tahoes at a cost of $142, 300. The cost of the vehicles would include total warranty packages and financing costs . Chief Basile explained that the 1999 Budget included $96, 200 for police vehicle acquisition and refurbishment. He stated that the refurbishment project has not been successful and after research, the department and Controller' s Office are recommending to purchase police vehicles. A discussion concerning the vehicles followed. The decision to go with 4WD vehicles was made based on the hill conditions in Ithaca during the winter months . After the 1999 vehicle acquisitions, non-4WD vehicles will be purchased. The vehicles will come with full warranty packages and eventually all vehicles will be fully warranted, which should reduce future maintenance costs . It was noted that the Tahoes would be limited use vehicles during the life of the vehicles . Deputy Controller Thayer explained the cost and funding availability to acquire the vehicles . He explained the total cost would be $142, 300, of which $96, 200 would be derived from operating funds and $46, 100 would be derived from bonds . He explained that the Police Department' s next three-year vehicle operating budget would be approximately $135, 000 . After a discussion, the following motion was made: WHEREAS, the Police Department in conjunction with the Controller' s Office has reviewed its police vehicle fleet, vehicle replacement schedule, vehicle warranty plans and vehicle maintenance activity, and WHEREAS, the recommendation from the Police Department and Controller' s Office is to adjust the approved vehicle acquisition budget for 1999 and the future, and WHEREAS, the estimated total 1999 cost would be $142, 300 including financing cost, which would allow for the purchase of four (4) 4WD Police Package Tahoes in 1999, including total warranty packages for each vehicle, and 15 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 WHEREAS, the 1999 budget included $96, 200 for police vehicle acquisition and refurbishment, and would need to be amended by $46, 100 to accomplish the new purchase schedule; now, therefore, be it RESOLVED, That Common Council hereby authorizes the establishment of Capital Project #379 Police Vehicle Acquisition in an amount not to exceed $46, 100 which combined with the operating budget of $96, 200 would produce the $142, 300 required for acquisition, and be it further RESOLVED, That the four Tahoes purchased would be placed on restricted use to improve the useful life of the vehicles, and be it further RESOLVED, That future Police operating budgets would need to include an estimated $130, 000 for the purchase of five (5) police cars, including total warranty, annually through the year 2003 which would allow for a decreasing maintenance cost annually, and be it further RESOLVED, That the $46, 100 necessary for said project would be derived from the issuance of Serial Bonds . The motion passed 4-0-1 . Alderperson Sams abstained. 11 . Common Council A. Request from Simeon' s for Alcohol Permit and Outdoor Dining Permit The Committee entertained a request from Simeon' s Restaurant for their annual approval of an alcohol and outdoor dining permit. The following motion was made: WHEREAS, since 1987 the City of Ithaca has issued a license to Simeon' s Restaurant allowing that restaurant to utilize certain areas along Aurora Street and on the Ithaca Commons for outdoor dining, and WHEREAS, this use of public property has generally been deemed proper and successful, and WHEREAS, the City of Ithaca wishes to promote diverse uses of the Ithaca Commons, including outdoor dining, and WHEREAS, it is Common Council' s responsibility to determine whether or not to allow the serving and consumption of alcohol on the Ithaca Commons, and 16 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 WHEREAS, Common Council has determined that the use of this public property for outdoor dining at Simeon' s Restaurant, including the responsible sale and consumption of alcohol, is desirable, and WHEREAS, Common Council has determined that any use of this or similar public property involving the sale and consumption of alcohol should be covered by a minimum of $500, 000. 00 insurance under the Dram Shop Act; now, therefore, be it RESOLVED, For the year 1999, that Common Council hereby approves a revocable license agreement for the outdoor sale and consumption of alcohol between the City and Simeon' s Restaurant that includes the sale of alcohol in accord with the terms and conditions set forth in application therefore, including minimum Dram Shop coverage in the amount of $500, 000 . 00 and Commons Advisory Board approval for outdoor dining permits . The motion passed 5-0 . B. Cooperative Energy Contract Mayor Cohen stated that the City and County have joined forces to attempt to reduce the overall energy cost for the City and County by purchasing electricity from a re-seller. The bid came back and now a formal approval of the contract will have to be made by each participating municipality. The Mayor will bring the details forward to the Council meeting. C. Approval of Committee Minutes The Committee reviewed November and December B & A Committee minutes . The following motion was made: RESOLVED, That the B & A Committee minutes for November 24, 1998 and December 21, 1998 be hereby approved. The motion passed 5-0 . D. Council Reports Chairperson Marcham handed out copies of the Voice Mail Policy and a sales tax letter from NYS Sales Tax Commissioner. No action was taken. Alderperson Sams announced that Saturday, the 27t'', is the ethnic dinner for Club Essence. 17 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 E. The Committee Proceeded into Executive Session The Committee voted, 5-0, to move into executive session to discuss a CSEA contract item. F. Report from Executive Session After the Committee voted, 5-0, to move back into regular session, Chairperson Marcham reported that the Committee discussed a contract item and took no action. 12 . 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. City Chamberlain - Request to Approve Correction of 1999 City Tax Roll WHEREAS, a delinquent charge in the amount of $129. 50 was added to the City First Installment tax bill for tax map number 68 .-8- 9 in error, and WHEREAS, the delinquent charge should have been added to tax map number 68 .-8-6; now, therefore, be it RESOLVED, That the City First Installment tax roll and tax bill for tax map number 68 . 8-9 be corrected to reflect the deletion of the delinquent charge in the amount of $129. 50, and be it further RESOLVED, That the City Second Installment tax roll and tax bill for tax map number 68 .-8-6 be corrected to reflect the addition of the delinquent charge. B. City Chamberlain - Request to Extend County Tax Warrant RESOLVED, That the City Chamberlain be authorized to request the County of Tompkins to extend its warrant for collection of the 1999 taxes until May 31, 1999. 18 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 C. City Chamberlain - Request to Extend Tax Redemption Period WHEREAS, the property owner of two parcels on Chestnut Street has requested an extension of time for property redemption from the 1994 City Tax sale for the two parcels on Chestnut Street, 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 properties on Chestnut Street, for the total lien amount outstanding, plus additional interest, penalty and related costs through the date of the redemption. D. Youth Bureau - Request to Amend 1999 Personnel Roster and Budget WHEREAS, a youth worker in the Youth Bureau' s YES Program has requested a reduction in hours from 35 to 18 hours for the period April 26, 1999 to June 6, 1999; and 35 to 28 hours for the period June 7, 1999 to August 28, 1999, and WHEREAS, the Youth Bureau can accommodate the employee without adversely impacting service and by transferring $9, 518 within the Youth Bureau Budget accounts to hire temporary help; now, therefore, be it RESOLVED, That based on a request initiated by the employee involved, the 1999 Youth Bureau Personnel Roster is hereby temporarily amended by reducing the full-time position of Youth Worker (YES Program) from 35 hours to 18 hours per week from April 26, 1999 to June 6, 1999 and 28 hours per week from June 7, 1999 to August 28, 1999, and be it further RESOLVED, That an amount not to exceed $9, 518 be transferred from account A7310-5110-1202 Staff Salaries to account A7310- 5120-1202 Hourly P/T to accommodate said hour reduction request for the purposes of hiring temporary help for the period April 26, 1999 to June 7, 1999. The meeting adjourned at 11 : 25 P.M. 19 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 NOTE: In many cases the actual text of the resolutions presented in these minutes were prepared following the Committee' s deliberations and decisions on the matters involved. The resolutions presented here are in complete accord with decisions made by the Committee 20 BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 24, 1999 7 :30 P.M. COMMON COUNCIL CHAMBERS AGENDA Statements from the Public Amendments to Tonight's Agenda A. Common Council 1 . Budget Process Revision - Discussion 2 . Carousel Operation - Discussion/Possible Resolution 3 . City Hall Code Compliance Project - Discussion B. Fire Department 1 . Capital Project #356 Engine/Pumper Replacement - Discussion C. Chamberlain *C 1 . Request to Approve Correction of 1999 City Tax Roll - Resolution *C 2 . Request to Extend County Tax Warrant - Resolution *C 3 . Request to Extend Tax Redemption Period - Resolution D. Youth Bureau *C 1 . Request to Amend 1999 Personnel Roster - Possible Resolution *C 2 . Request to Amend 1999 Youth Development Budget - Possible Resolution 3 . Request to Approve Front Office Reorganization - Discussion/Possible Resolution NOTE: *C = Consent Agenda. If you have questions, or want this item discussed at B & A, call Jane Marcham, 273-5754. E. Affirmative Action Committee 1 . Salary Equity - Discussion (Letter to be distributed at the meeting) BUDGET AND ADMINISTRATION COMMITTEE AGENDA FEBRUARY 24, 1999 PAGE 2 F. DPW 1 . IAWWTP - Request Amendment to Engineering Services Agreement - Possible Resolution 2 . Neighborhood Traffic Calming Report 3 . Rollersports Park Report G. Attorney 1 . Proposed Ordinance - Discussion/Possible Resolution 2 . Professional Services Contract - Executive Session H. Police Department 1 . Request to Amend Authorized Personnel Roster - Possible Resolution 2 . Options Regarding Police Vehicles - Discussion/Possible Resolution 3. Request to Amend Authorized Personnel Roster - Possible Resolution 4 . Request to Reallocate Previous Domestic Violence Software Funds - Possible Resolution 5 . Request to Authorize Purchase of Truck Scales - Possible Resolution I . Controller 1 . Approval of Tentative Bargaining Unit Agreement - Executive Session J. Mayor 1 . Deletion of Three Existing City Commissions - Discussion/Possible Resolution K. Reports 1 . Approval of November and December, 1998 Minutes 2 . Vacancy Review - Report 3 . Chair' s reports on: Voice Mail policy, Sales tax exemption response 4 . Mayor' s Report 5 . Council Members ' Announcements 6 . Next Month's Meeting: TUESDAY, MARCH 30, 1999?? FEB 5 3 �.�°�'•'• CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 _�►. .., ..',•�� OFFICE OF THE CONTROLLER gPo/t�?EO Telephone: 607/274-6576 Fax: 607/272-7348 MEMORANDUM TO: All City Departments FROM: Jane Marcham, Budget & Administration Chair / DATE: February 5, 1999 RE: CITY OF ITHACA VOICE MAIL POLICY In adopting this resolution February 3, Common Council tried to take into account all our discussions with and reactions from department heads, the B&A committee and Council in general: 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 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, as departments move ahead with design of their voice mail systems, Common Council recommends that: 1. Departments should strive to answer their main telephone numbers in person during regular City Hall business hours, so that the caller's initial contact is with a city employee; as a secondary recourse, voice mail may then be used. 2. When a department has problems with answering the phone, such as during individual emergencies or department-wide meetings, staff should look for other solutions, such as a reciprocal agreement with employees in a nearby department (many departments do this at the present time) . 3. Voice mail should be considered appropriate for dealing with direct calls to city staff (other than department calls) when the staffer is absent, to record or transmit messages. 4. Once on voice mail, people who call during regular business hours always should be given the alternative to speak with a human being for further assistance. 5. After regular business hours, departments may use voice mail routinely to take messages or provide information, as suits each department's convenience, including, where appropriate, advice to the public for dealing with emergencies. 6. Any use of voice mail should be as clear, concise, courteous and timely as possible, and must make allowances for callers who don't have touch-tone phones. BE IT FURTHER RESOLVED, That Common Council, having gladly invested in voice mail equipment for city departments, has no wish to discourage its use except in the interest of providing a user-friendly system that will please our customers, namely the general public, and be it further RESOLVED, That departments are encouraged to form a staff committee to share ideas and resolve problems related to the design of their individual voice mail systems. JHM:cs "An Equal Opportunity Employer with a commitment to workforce diversification." �J