HomeMy WebLinkAboutMN-B&A-2000-02-23 BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7 :30 P.M. FEBRUARY 23, 2000
MINUTES
Present :
Committee Members : Vaughan, Sams, Taylor, Spielholz, Manos
Other Alderpersons Present : Hershey
Others Present :
Mayor Cohen
City Controller Cafferillo
Deputy Controller Thayer
Fire Chief Wilbur
Supt . of Public Works Gray
Youth Program Coordinator Bailey
Members of the public
County Board Member Blanchard
County Sheriff Meskill
County Fire Coordinator Miller
County Fire Coordinator Staff Shurtleff
1 . Opening Comments:
Chairperson Vaughan explained that the following change was
made to the agenda:
A. Deletion of a Planning Department item related to
Cherry Street Development .
Members of the public were asked to speak; no members
spoke.
2 . Youth Bureau - Request to Amend Youth Development Budget
Youth Program Coordinator Bailey explained that the Youth
Bureau has received a $9, 500 grant from the Ithaca Housing
Authority (IHA) to allow expansion of mentoring services to
IHA residents. The 2000 budget needs to be amended by the
amount of the grant, but the grant will have a zero impact
on the budget due to the offset of revenues to
expenditures . The following motion was made :
WHEREAS, the Ithaca Youth Bureau will be receiving a $9, 500
grant from the Ithaca Housing Authority to expand the Youth
Bureau' s One-to-One Big Brothers Big Sisters Program, and
BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 23 , 2000
WHEREAS, the grant funds will allow for the expansion of
mentoring services to residents of the Ithaca Housing
Authority' s housing facilities; now, therefore, be it
RESOLVED, That Common Council hereby amends the 2000 Authorized
Youth Development budget as follows :
Increase Revenue Account :
A7310-2070-1206 Contributions for Youth $9, 500
Increase Appropriation Accounts :
A7310-5120-1206 P/T Seasonal $5, 040
A7310-5435-1206 Contracts 3 , 000
A7310-5440-1206 Staff Development 155
A7310-5460-1206 Program Supplies 800
A7310-9030-1206 Social Security 386
A7310-9040-1206 Workers' Compensation 119
The motion passed 5-0 . The item was placed on the next
Council Consent Agenda.
The Committee adjourned to take part in a Common Council
special meeting to approve a Wine Tasting request .
3 . Chamberlain - Parking Tickets Report
City Controller Cafferillo reported to the Committee that
the new parking tickets and new parking fines, which were
approved be council, were to be effective March 1, 2000 .
However, the tickets are currently being printed and will
not be available until April 1, 2000 . The City Chamberlain
has requested that the new parking fines not go into effect
until April 1, 2000 . The Committee agreed with the delay.
No formal action was taken.
4 . Council Reports
A. Approval of Committee Minutes
The Committee voted 5-0 to approve the Budget and
Administration Committee minutes from the regular meeting
of April 28, 1999. No changes were made.
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BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 23 , 2000
B. Council Members' Announcements
Alderperson Sams announced that February is Black History
Month.
Alderperson Vaughan announced that Club Essence is holding
its annual Ethnic Food Feast to benefit scholarship funds
on Saturday, February 26, 2000 .
5 . Fire Department Communications
Tompkins County Board Representative Blanchard, Fire Chief
Wilbur, Tompkins County Sheriff Meskill, Fire Coordinator
Staff Shurtleff and County Fire Coordinator Miller were all
present to discuss 911 communications . Blanchard explained
that she is the chair of the Tompkins County Communications
Capital Project Committee, which is looking into the
communication upgrade related to the Microwave Tower and
the 800 MHz Simulcast Tracking System.
The presentation gave the Committee a status update on the
project and future needs relating to equipment and funds.
The following represent major areas discussed during the
presentation:
- Public safety providers cannot communicate with
each other, including loss of frequency, paging
failures and poor coverage throughout the County;
- In 1972 , 680 emergency responses, in 1999 over
10, 000 responses;
- Drop in volunteers during the period from 1972 to
1999;
- Number of frequencies has increased;
- 14 current sites in Tompkins County to transmit
communications - currently only 65% radio
coverage is available throughout the County;
- Need a system-wide replacement of the system;
- The proposal is to replace the current system
with a 9-transmitter site using a 800 MHz
Simulcast tracking system;
- The new system would allow for 95% coverage with
the ability of a 10-frequency system and 400 talk
groups;
- Need to move quickly on this item to correct the
problem;
- Estimated cost is $6, 000, 000;
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BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 23, 2000
- Procurement document will be started soon to get
a solid estimate;
- Would correct current problem, and become a long-
term solution.
Fire Chief Wilbur cited many examples of loss of
communication, and explained that it happens weekly.
Wilbur expressed his support for this project, and urged
Council to do the same. It was noted that the County would
bear the infrastructure cost of the project with local
municipalities expending funds for radio replacement and
other minor equipment . Further updates will be given as
the project moves forward.
6 . DPW
A. DPW - Fuel Costs - Report
Supt . of Public Works Gray explained to the Committee that
the cost for both gasoline and diesel fuel has recently
increased sharply. Gray explained that the City was paying
68 cents per gallon for gasoline in 1999; the price is now
at 82 cents per gallon. The City purchased 120, 000 gallons
of gasoline in 1999 . In 1999, the City was paying 70 cents
a gallon for diesel fuel . Currently, we are paying $1 . 70
per gallon. The total fuel bill for the City in 1999 was
$140, 000 . In 2000, if prices continue as they are, the
City could spend $220, 000 - $250, 000 . It was noted that
trucking and asphalt costs would also be impacted by the
fuel increase.
Gray stated that he and the Controller' s Office will
monitor the fuel situation and report back to the Committee
as needed. Contingent budget plans will be formulated if
the price increases in fuel continue. No action was taken.
B. Request to Amend City Hall Renovations Capital Project
Supt . of Public Works Gray discussed the City Hall
Renovation project with the Committee. Gray explained that
the current project is authorized at $620, 000 . The bids
came in higher than estimated, and engineering staff has
put together two post-bid alternatives, including a staff-
recommended project, at $800, 000 and an absolute minimum
project at $669, 270 .
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BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 23 , 2000
Gray stated that the reasons for the increase of $180, 000
from the original $620, 000 estimate include the following:
Asbestos Removal addition $ 20, 000
Canopy Construction 14 , 730
Planter Construction 17, 309
Fire Door Replacement 6, 314
Furniture & Filing Systems
additions 25, 600
Construction Cost increases 26, 424
Architect Fee increases 29, 623
Contingency increase 40, 000
$180, 000
A discussion concerning the project and the increases
followed. The impact on the budget annually, if authorized
at $620, 000 and financed over 20 years, would be $54 , 000 .
If the project were authorized at $800, 000, the annual
budget impact would be $69, 000 . The following motion was
made:
WHEREAS, Common Council, at its regular meeting of August 4,
1999, authorized a $620, 000 Capital Project to renovate the
first floor of City Hall and upgrade the electrical and HVAC
systems building-wide, and
WHEREAS, bids were received and opened for the project on
February 17, 2000, which came in over budget, and
WHEREAS, City staff and the project architect have reviewed the
bids and are recommending a total project cost of $800, 000,
which includes several additions and changes to the original
project as follows :
Asbestos Removal $ 20, 000
Alternate 1 Canopy Construction (bid) 14, 730
Alternate 2 Planter Construction (bid) 17, 309
Alternate 3 Fire Door Replacement (bid) 6, 314
Furniture and Filing Systems additions 25, 600
Construction cost increase (result of bids) 26, 424
Increase architect fees for design and
Contract administration 29, 623
Contingency increase (10% of construction
cost) 40, 000
$180, 000
and
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BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 23, 2000
WHEREAS, City staff agree the project will vastly improve City
Hall' s electrical system, HVAC system, first floor public
traffic flow, efficiency and appearance, and use of available
work space; now, therefore, be it
RESOLVED, That Common Council hereby approves an amendment to
Capital Project #381 Reconstruction of City Hall in an amount
not to exceed $180, 000, for a revised maximum project cost of
$800, 000, and be it further
RESOLVED, That the additional financing shall be advanced from
the General Fund and later repaid by the issuance of Serial
Bonds.
The motion passed 5-0 .
C. City Sidewalk Program
Supt . Gray discussed the City sidewalk program with the
Committee. Gray explained that the City' s sidewalk program
has been a $75, 000 capital expense annually. In 2000, the
sidewalk capital project was increased to $300, 000 to catch
up on the sidewalk program. Gray explained that he
estimates the annual budget on sidewalks to be
approximately $151, 800 . This number includes annual
sidewalk revenue of $35, 000 from sidewalk assessments.
The City has 88 miles of sidewalks . A discussion
concerning sidewalks followed. It was noted that the City
can only finance the capital expenditure of sidewalks over
10 years . Mayor Cohen stated that he may be looking to
have the City take over the sidewalk program in 2001 . He
stated that he may only look at residential sidewalks and
not commercial sidewalks . He wanted the discussion to
start now, well ahead of the 2001 Budget .
Chairperson Vaughan suggested that a sub-committee be
established to discuss the sidewalk program and explore
various alternatives . The Committee agreed. The sub-
committee will consist of Alderpersons Spielholz and
Farrell . The Mayor and various city staff will also be
asked to participate.
7 . Mayor - Adult Entertainment District Discussion
Mayor Cohen presented a request to the Committee asking for
a possible resolution to go forward to Common Council next
month. The Mayor explained that Council recently
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BUDGET AND ADMINISTRATION COMMITTEE FEBRUARY 23, 2000
authorized a study to be conducted on the impacts of adult
entertainment in the city. He stated he was concerned that
the study would not be completed prior to the expiration of
the moratorium on Collegetown Development, which is due to
expire on April ist
Mayor Cohen suggested that a resolution to extend the
moratorium may need to be discussed at the March Council
meeting. The Committee agreed that, if needed, he may
discuss this issue at the next Council meeting.
8 . 2000 Census Report
Alderperson Spielholz explained that she would like to give
a status report on the 2000 Census at the March Council
meeting. The Committee agreed.
The meeting adjourned at 9 :30 P.M.
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.
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