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HomeMy WebLinkAboutMN-B&A-2000-10-12 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE BUDGET MEETING 7 :30 P.M. OCTOBER 12, 2000 MINUTES Present : Committee Members: Vaughan, Sams, Hershey, .Pryor, Taylor, Blumenthal, Spielholz, Farrell Committee Members Excused: Manos, Glasstetter Others Present : Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Information Technology Director Twardokus Human Resources Director Nunn Supt. of Public Works Gray Asst . Supt . of Public Works Ferrel Acting Building Commissioner Radke Asst . Supt . of Public Works Fabbroni Members of the media 1 . Opening Comments Chairperson Vaughan stated that the agenda for this budget meeting was as follows : A. Departmental Budget Reviews - Information Technology Services - Building Department - DPW - Water & Sewer Fund - Solid Waste Fund Members of the public were asked to speak; no individuals spoke. 2 . Information Technology Services Budget Review The Mayor proposed a 2001 Information Technology (IT) Services Budget in the amount of $288, 633 . Mayor Cohen explained that 2001 is the first full year of the IT Department . IT Director Twardokus was hired in July, 2000 . ti BUDGET MEETING MINUTES OCTOBER 12, 2000 Mayor Cohen explained the following major changes to the IT Department for 2001 : - Staffing levels which include Systems Engineer position, User Support Analyst and Administrative Assistant - A networking Capital Project in the amount of $308, 550 - Increases in other accounts based on increased staff IT Director Twardokus presented the Committee with a draft IT Comprehensive Plan, which outlined where the City is and headed for the future as it relates to information technology. He also briefly discussed the need for the new positions, and how they were financially established. He stated that he will be looking for a total of seven positions for the IT Department in the future. Twardokus explained that in 2001 he will concentrate on IT policies and procedures. The Computing Center, along with new staff, will be used to maintain and upgrade the network. In 2002, he would like to add one or two more User Analyst positions to the roster. A discussion concerning the department followed. The Capital Project for the 2001 Network Improvements was discussed. It was noted that the budget for the project is as follows : Workstations Upgrades $ 53, 000 Servers 16, 400 Networking 73, 500 Software 115, 250 Video training facility 20, 400 Contract services 30, 000 $308, 550 It was noted that $39, 956 plus benefits of IT staff force account work is included in the capital program force account project . Director Twardokus explained to the Committee that the Computing Center contract will be used to a lesser degree during 2001 . After a discussion regarding the department, no changes were made. 2 BUDGET MEETING MINUTES OCTOBER 12, 2000 3 . Building Department Budget Review The Mayor proposed a 2001 Building Department Budget in the amount of $688, 276 . Mayor Cohen explained that the major proposed changes to the Building Department are as follows : - Staff changes include adding a half-time zoning officer; deleting the Rental Housing Specialist position; adding a Code Inspector position and promoting a Code Inspector to Senior Code Inspector. Acting Building Commissioner Radke discussed the budget with the Committee. The staffing request was discussed. Radke explained to the Committee the need for the half-time zoning officer position. The Committee was concerned over the ability to find an individual for the zoning position. Radke stated she was confident she could fill the position. The electrical inspector position was discussed. It was noted that this position was approved by Council after the budget was developed. Controller Cafferillo stated we would adjust the Building Department budget, roster and General Fund revenues for the inspector position. Revenues generated from the electrical inspector would offset the cost of the position. No budget changes were made. 4 . Department of Public Works Budget Review Superintendent of Public Works Gray discussed his budget with the Committee . Gray explained that the DPW accounts for 40% of the overall City budget . He noted that the DPW workforce is aging and the skill level is decreasing with retirements. Assistant Superintendent of Water and Sewer Fabbroni stated that the Mayor' s proposed budget was positive, and he could operate with the proposed budget . Fabbroni discussed the miles of water and sewer line his staff has placed in the city and what needs to be done for the future. He also provided the Committee with his staff employee record, which revealed a very low rate of sick and family leave time used. Assistant Superintendent of Streets and Facilities Ferrel stated that he was comfortable with the Mayor' s 2001 proposed budget . Ferrel explained that the normal and 3 BUDGET MEETING MINUTES OCTOBER 12, 2000 budgeted maintenance items will get done. However, if special projects are added to his department during the year without additional funding, they will not get done. He explained that the following items are included in the DPW General Fund Budget : - Labor contract increases - Fuel increases - Small increases in utilities - One new position - Account Clerk Typist in the Streets Administration budget - An upgrade of a maintainer to an auto mechanic - Graffiti remover position part-time - New items added to Parks - Carousel and Ithaca Falls Ferrel explained that a F/T Health and Safety Officer position just for DPW is needed. However, if such a position is not available, he does support the Health and Safety Officer in Human Resources . The following DPW budget areas were discussed by the Committee : Crosswalk striping program. A discussion regarding whether to use tape vs . striping for crosswalks. It was noted that the current striping does not hold up with weather and traffic. Ferrel stated he would look into the costs and report back to the Committee. A discussion regarding Snow Removal overtime, account A5142-5125, followed. Mayor Cohen explained that he made an error on the overtime amount in the Snow Removal budget . Cohen stated he reduced the overtime by $24, 030, when actually he should have reduced it to $24, 030 . Mayor Cohen stated we should have enough in reserves to cover this account without making a budget change. It was noted there is $35, 000 in reserves for snow removal . The Committee discussed the new salt policy and the use of ice ban magic. The Committee was concerned that the savings of the new salt policy were not reflected in the snow removal account . The Mayor explained that there are savings in hours, but he did not reduce the hours in the DPW budget . He felt the additional hours could be used somewhere else in the budget . 4 BUDGET MEETING MINUTES OCTOBER 12, 2000 Supt . Gray explained that hours used during the year by DPW slide around to various accounts based on what service is needed. The budgeted salaries in DPW are a guideline estimated prior to actual work conducted. No change was made to the Snow Removal account . The Solid Waste Budget was discussed. The Mayor proposed a 2001 Solid Waste Budget in the amount of $432, 000 . The Mayor also proposed no changes in the trash tag fee, but did change the collection of garbage from weekly to bi- weekly. Asst . Supt . Ferrel explained that the move to bi-weekly collection was proposed because collection history suggests that collection of garbage tons during non-recycling weeks is much less than during recycling weeks. It was noted that the bi-weekly collection would have the following affects : 1. Staffing would be reduced from the current 2 trucks with two employees each to one truck with two employees . 2 . The net reduction in staff would be one position - of the two employees reduced, one is scheduled to retire and the other would be reallocated to another position in DPW. 3 . The current 5 weekly routes would be cut in half and done in two weeks. 4 . The need to educate people to compost would be increased. 5 . Commercial trash pickup would still be once a week - currently being done more than once a week in some areas . 6 . Save $30, 000 to $40, 000 in overall budget costs. The Committee was mixed on the bi-weekly collection issue. Asst . Supt . Ferrel explained that because of the way the County' s contractor collects recycling, it may not be possible to have the recycling collection and garbage collection coincide in all areas. Controller Cafferillo stated that the General Fund has been subsidizing the Solid Waste Fund for three years. The Solid Waste Fund currently does not have a fund balance. 5 BUDGET MEETING MINUTES OCTOBER 12, 2000 The Committee requested that the DPW gather some information on County collection of recycling and develop an alternate budget for the weekly collection of recycling. The Committee briefly discussed the staffing levels at the Dryden Road Garage. Asst . Supt . Ferrel explained that the garage has staff on 24 hours a day except for break time. It was also noted that the equipment is outdated and should be replaced. The Committee stated that the DPW should come back to the Committee to discuss the Solid Waste budget and the Dryden Road Garage staffing needs, and any other DPW items that have not been discussed. Other DPW items of note: - Water rate is increased 5% to $2 .32 per 100 cubic feet . - Sewer rate is increased 5% to 1. 96 per 100 cubic feet . - Only changes in Water and Sewer budgets are 2 .5% increase in salaries and 3% increases in the chargebacks to the General Fund. - Water and Sewer funds include a combined $588, 051 transfer to Capital Reserves for future projects. - Joint Activity Fund O & M recovery rate increased . 679% to .593 per 100 cubic feet. - No change in trash tag rates, $10 . 50 for 6-tag sheet of 20 lb. and $18 . 00 for 6-tag sheet of 30 lb. The meeting adjourned at 10 :50 P.M. 6