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HomeMy WebLinkAboutMN-B&A-2000-11-29 BUDGET AND ADMINISTRATION COMMITTEE NOVEMBER 29, 2000 7 :30 P.M. COMMON COUNCIL CHAMBERS AGENDA Statements from the Public Amendments to Tonight' s Agenda A. Common Council 1 . Set up subcommittee to discuss taxi fares 2 . Ithaca Housing Authority Presentation to Request Funds for Touchstone Project B. DPW 1 . Request for Additional Parking Garage Staffing - Possible Resolution 2 . Request to Establish Capital Project for Thurston Avenue Bridge over Fall Creek - Resolution C. Building Department 1 . Local Law Related to Electrical Inspections 2 . Request to Transfer Funds - Resolution D. Police Department 1 . Request for Budget Amendment - Resolution E. Finance/Controller 1 . Bond Resolution 2 . Request Authorization to Cover Red Accounts - Resolution F. Reports 1 . Approval of Budget Meeting Minutes 2 . Mayor' s Report 3 . Subcommittee Reports : Sidewalk, Tow Trucks 4 . Council Members' Announcements 5 . Next Month' s Meeting: December 27, 2000 1. o�ITIS ,��..•••� -.�y CITY OF ITHACA DEPARTMENT OF PUBLIC WORKS - STREETS & FACILITIES DIVISION 245 Pier Road, Ithaca, New York 14850-3246 .........%� RICHARD FERREL, ASST. SUPERINTENDENT OF PUBLIC WORKS rickf� ci.ithaca.nyus Telephone: 607/272-1718 Fax: 607/272-4374 To: Board of Public Works From: Richard Ferrel - Asst. Supt. of Public Works Date: November 15, 2000 Re: Revenue Projections for Extending Collection Periods at Parking Facilities The Department of Public Works recently gathered information to project revenues from the City parking facilities if the Department were to expand the collection periods and better cover scheduled absences from the booths. During the first week of October, all parking booths were staffed additional hours to collect parking tickets for the evaluation. Based on the information compiled, it became obvious that a significant amount of additional return could be collected if the downtown booths were staffed four additional hours, each weekday, and the Dryden Road Ramp was staffed during the evening and night break and meal periods. The scheduled work hours for the downtown booth attendants has been 10 AM - 6:30 PM, Mondays - Fridays, for several years. Actual collection periods have been between 10 AM - 6 PM. The last half hour of the work shift is used for counting of the cash drawer and delivering the daily receipts to City Hall. During the evaluation period, parking tickets were collected between 8:00 - 10:00 AM and from 6:00 to 8:00 PM. Based on the tickets collected, an additional $2422 would have been added to the weekly revenue. The $2422 amount multiplied by 52 weeks would be $125,944. Unfortunately, parking patrons will change their routine to avoid charges or to reduce their fees. We expect the actual amount to be annually collected at about 80% of the projection or roughly $100,000. Additional considerations for changes in the revenue projections may include the Seneca Street Ramp being under construction during the evaluation period, the upcoming two hour free parking period, the 2001 rate increase and the unknown impact of the County Library relocation. "An Equal Opportunity Employer with a commitment to workforce diversification.- �a The Dryden Road Parking Facility is staffed for most hours, seven days per week. One shift, 11PM Sunday - 7:OOAM Monday, is vacant due to the inability of staffing the time period with our available employee hours and without expending overtime wages. We have also found revenues to be non- existent between 3-6AM and have assigned the employee custodial duties in the downtown ramps for that period. During the seven day long evaluation period, we staffed the Dryden Road collection booth for all hours of the week, including all break and meal periods. The additional revenue collected for the week amounted to $908.50 or approximately $47,000 per year. We found that a majority of the increased revenue (estimated at $30,000 on annual basis) was collected during the evening and 1:00 - 1:30 AM break and meal periods. The amount collected during the weekend employee breaks, meal periods and the vacant shift was not sufficient to offset the wages for coverage of the required time. Based on the data compiled from the evaluation period, substantial profit could be realized if the downtown parking facilities were to be staffed between 8 AM - 8 PM. This would add four addition hours, each day, to the current schedule. The current employees could have their shifts adjusted to 8 AM - 4:30 PM and additional staff added for a 4 PM - 8 PM shift. The additional staff would cost about $17,000 in wages. Benefit costs are additional. The expended $17,000 in additional wages should produce approximately $100,000 of increased revenue. The Dryden Road Ramp could produce greater revenue by collecting fees during periods that the booth is vacant due to the employees taking required break and meal periods. This could be accomplished by adding a four hour overlapping shift during weekday evenings and adjusting the current late night employees break schedule. The four hour evening shift would cost about $81500 in wages, plus benefits. As stated previously, an additional $30,000 of revenue is projected by filling the service gaps. Cc: Bill Gray - Supt. of Public Works Dominick Cafferillo - City Controller r -17 r" 15. PARKING AND TRAFFIC A. Parking Garage Operations. WHEREAS, the Department of Public Works is collecting new data on parking garage use during hours when the garages are not staffed, and WHEREAS, staff is proposing to re-establish longer staffing hours in the downtown lots and garages to cover the hours of 8:00 a.m. until 8:00 p.m. in order to collect revenues from customers using the lots during revenue hours (previously established as 2:00 a.m. to 6:00 p.m. Monday to Friday at downtown facilities and 24 hour per day, seven days a week at the Dryden Road facility) and that the operations at Dryden Road Garage will have continual coverage during breaks and lunch periods, as well as other methods to secure revenues; now, therefore be it RESOLVED, That the Board of Public Works approves of the additional staffing to cover the proposed new hours provided that staff has analyzed the data and knows that the revenue collected will offset the additional expense for staffing and requests that B&A and Common Council establish the necessary positions to meet the staffing plan. o�Jo n 11/6/00 B - 2 DPW - Request to Establish Capital Project for Thurston Avenue Bridge over Fall Creek WHEREAS, a Project for the rehabilitation of the Thurston Avenue Bridge over Fall Creek, B. I .N. 2210630, P. I .N. 375322 for $1, 210, 312 ("the Project" ) is eligible for funding under Title 23 U. S . Code as administered by the Federal Highway Administration (" FHWA" ) , as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non-federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Scoping, Design (Phases I-VI) , Construction, and Construction Inspection; now, therefore, be it RESOLVED, That Common Council hereby approves Capital Project #428 Thurston Avenue Bridge Reconstruction in the amount not to exceed $1, 210, 312, and be it further RESOLVED, That Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non- federal share of the cost of Scoping, Design (Phases I-VI) , Construction, and Construction Inspection for the Project or portions thereof, and be it further RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and be it further RESOLVED, That Common Council authorizes the Mayor of the City of Ithaca to sign all necessary Agreements with NYSDOT to secure t r Federal Aid and Marchiselli Aid on behalf of the City of Ithaca and the Superintendent of Public Works be authorized to sign all necessary construction documents, contracts, certifications and reimbursement requests, and be it further RESOLVED, That this project be undertaken with the understanding that the final cost to the City of Ithaca will not exceed five percent (5%) of the final approved project cost, currently estimated at $60, 515 . 60 of the $1, 210, 312 authorized for this project, in monies and in-kind services as managed by the Superintendent of Public Works and monitored by the City of Ithaca Controller, and be it further RESOLVED, That Common Council hereby authorizes the Superintendent of Public Works to administer the above project, and be it further RESOLVED, That said project funds shall be derived from the issuance of Serial Bonds, and be it further RESOLVED, That this resolution shall take effect immediately. C - 2 Building Department - Request to Transfer Funds WHEREAS, in April, 2000, Common Council approved the transfer of $9, 000 from Unrestricted Contingency to the Building Department Overtime account to cover needed overtime for the Senior Plan Examiner, and WHEREAS, adjustments to the Building Department staffing schedule made the need for the overtime unnecessary, and WHEREAS, the Building Department is anticipating future staffing additions, which have prompted the need for additional computers, office furniture and office supplies at a cost of $9, 000 ; now, therefore, be it RESOLVED, That Common Council hereby approves the following transfer of funds to accommodate the Building Department' s needs: From Appropriation Account : A3620-5125 Overtime $9, 000 To Appropriation Accounts : A3620-5210 Office Equipment - Computers $8, 000 A3620-5425 Office Expense 1, 000 and be it further RESOLVED, That the Building Department shall be allowed to encumber the remaining balance of said funds to 2001 if necessary. CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 BUILDING DEPARTMENT RAS Telephone: 607/274-6508 Fax: 607/274-6521 MEMORANDUM sBy To: Patricia Vaughan, Chair, Budget &Administration Committee From: Phyllis Radke, Acting Building Commissioner RE: Transfer of Funds Date: November 15, 2000 I am writing to request that $9000 in the Building Department's overtime account be transferred to the office supplies account for the following reasons. The $9000 in the overtime account was intended to cover overtime for the Senior Plan Examiner this year. Adjustments to the staffing schedule made the use of this money for overtime unnecessary. However, rearrangement and future additions to staffing has necessitated the need for additional computers and miscellaneous office supplies. In preparation for three additional budgeted positions in the department, we recently rearranged several of our offices. Our conference room is now in an office shared with the copier, which is used by three departments. In order to provide an effective separation between the conference space and the copier space, we would like to purchase room dividers at a cost of approximately$2000. The three additional positions which will be filled in 2001 will require computers, at an estimated cost of$6000. Miscellaneous items such as office furniture would be purchased with the remaining funds. Therefore, I am hereby requesting that the B&A approve the transfer of$9000 from the A3620-5135 overtime account to the A3260-5425 account for the above purposes. Thank you for your consideration. `An Equal Opportunity Employer with a commitment to workforce diversification.,, ca D - 1 Police Department - Request for Budget Amendment WHEREAS, one of the Police Department' s 2000 Impala police vehicles was totally destroyed in a recent accident, and WHEREAS, the City has received $23 , 976 in insurance reimbursement for the vehicle, and WHEREAS, the Police Department will need to replace the vehicle and related equipment; now, therefore, be it RESOLVED, That Common Council hereby approves the following 2000 Budget amendment for purchase of the replacement police vehicle and equipment with use of insurance reimbursement funds : Increase Revenue Account : A3120-2680-5001 Insurance Recovery $23 , 976 Increase Appropriation Account : A3120-5215-5001 Vehicles $23, 976 ITHACA POLICE DEPARTMENT , m . T. 11 d - DEPARTMENTAL MEMORANDUM OCT 2 0 2000 TO: Steve Thayer-Deputy Controller DATE: Oct. 19, 200(8y_ FROM: Sr. Deputy Chief David P. Barnes RE: Totaled Police Car. ------------------------------------------------------------------------------------------------------------------ The enclosed checks are payment for one of our 2000 Chev. Impala police cars that was totally destroyed in an accident. Chief Basile allowed Sgt. Curatolo to order a replacement car from Sun Chevrolet. Sgt. Curatolo advised me that the cost of the new car will be $19,775.00. I don't know when we will have it. The remainder of the money will be needed to transfer the radio and other equipment in to the new car. As we discussed on the telephone you will put this money in to the Insurance Recovery account and when we get the bills for the car and equipment transfer we will charge that against our 215 Motor Vehicle Account and you will make a transfer in to that account to cover the expenses. CICO DIRECT VOID AFTER 16 DAYS FLEET NATIONAL BANK 51_44 050972343 HARTFORD, CONNECTICUT 119 G 0 V E R N M E N T In M P L 0 Y E E S I N S U R I I N CLH: DATE ISSUED POLICY/CLAIM NUMBER ADJ CHECK NUMBER COMPANY 10/06/00 0113725940104058 F038 CO.CODE ACCIDENT DATE CLAIMANT P1 5 0 9 2 3 ne Office-ONE GEED AMA z VWNVmJC 20076 01 08/23/00 CITY OF ITHACA POLICE DEPT IRS NUMBER/ATTY Api 10 FEATURE/AMOUNT EXPENSE FCC LP APO 11 ,988 , 00 . 04 -iE 0 WO MOLLAM ow TWOEPT :PROPERTY OAMAOE OVERAGE RW TO I TH I PICA POk, IN 'TOTAL LOSS NON RETENTION THE PAY- MENT �D778W OF OF: C IT-Y 0.F I ITHACA POLIC E DEP MARRSABRAM 120 EAST CLINTON ST INSURED MAIL TO: PO BOX 6557 ITHACA , NY 14850 ... ...... 0 509 ? 2 343 ll! 1.0I 19004451: i= DIRECT VOID AFTER ISO DAYS FLEET NATIONAL BANK 51-44 050896239 HARTFORD,CONNECTICUT 119 O&VERNMENT EMPLOYEES INSURANCE DATE ISSUED POLICY/CLAIM NUMBER ADJ CHECK NUMBER COMPANY 011372594010405S F038 Co.CODE'_.. ACCIDENT DATE CLAIMANT 19 5()813 62 39 me Office-ONE GEICO PLAZA E Washington,DC 20076 01 08/23/00 CITY OF ITHACA POLICE DEPT IRS NUMBER/xTw7Y ACU ID FEATURE/AMOUNT, EXPENSE . ....... -FCC.t 4 y E M ELENENI.-TIAO!jStAN13-11111E-HUNURED-ETGHTY-EIGHT————————.......... ...........AND,.,. 100 DOLLARS., 98&000 IWTO 'CITY OF YTPACA POLICE OEPT 1N PROPERTY DAMAGE COVERAW THE FW- PLEASE MAIL TITLE 60 THE DRDER MENT OF OF HALF OF TOTAL LOSS DRAFT CAN P9, 11SUED , Z110 CITY OF ITHACA POLICE BE Pf' MARK '.37018W)""' INSURED 120 EAST CLINTON ST r* r 6557 PO BOX .... r ss MAIL TO: '..j .....0 ITACA , NY 14a5O A ==z ss 11'050896 23911` 1:0 1 X9001-, 451: 1919 Lill W.J vvL 9/06/00 WbV 14:1J raA uio ici ucli .JI161 10L O�l1'SOJrI ware ltd. September 6, 2000 Glenn Sharshon Deputy Chief Ithaca Police Department 120 Ea:1t Clinton Street P.O, Box 6557 Ithaca, New York 14851-3557 Dear Glenn, Thank you for allowing Our Software Ltd. (OSL)the opportunity to respond to your requirement for a Po ice Administration software solution. The purpose of this work is to provide Ithaca Police Department(1PD)a quote for a Commercial off the Shelf(COTS) Enterprise user license of the OSL Tin iekeeping (TK), Budgeting and Personnel (PE) modules.Training costs, per diem costs and tett nical support pricing has also been included in the Budgetary Quote. 1. Pricing Proposal 1.1. Software Pricing; Enter ri:-e license of OSL Suite 6.0 SP $15,000.00 MIcrosof:SOL Server, 7.0 Included First Yez r Technical Support 10% of software $1,500.00 Five 5) las user training $3,750.00 plus expenses Data Conversion To Be Determined Technicz I Support Renewal (Yearly), 15% of net sale Annually Customi-i-ation See per diem rates Taxes: Where applicable **All pact s In US Dollars" 1.2. Travel All travel and accommodation expenses associated with installation,training and implementation will be submitted to IPDfor reimbursement. i 2. Cust 3mization Work and Data Conversion Customi2stion work and Data Conversion will be priced separately. Upon contract award representatives from OSL and the IPD will analyze and scope all customization requests and any i data corn ersion issues. OSL rates for IPD are as follows: Position Per Diem Rates Project Manager/Training $750 per da Sr. Business Analyst $450 per da Jr. Programmer $250 per da Tel:1.-888-675-8255 •Ottawa 613-228-9700•Fax 613-228-9726 •$-Mail:091.0oumoftwamcom•Web Site:http-//www.ounoftware.coni JL.Ol luu 9/06/00 WED 14:13 !''AA oto J e l `"1' WJ uu, 3. Training OSL w ill formulate a training strategy and schedule that suits the needs and goals of IPD.The training I modules of OSL products are flexible and based on the requirements of the users. OSL will prc vide a five (5) day train-the gainer sessions that gives IPD staff the ability to train all employees using the OSI.package.This includes a system administration training to ensure your organid ation's technical department is comfortable with the application. 4. Wi rranty All soft vare is supplied with a 90-day warranty.Technical support commences upon completion of the 90-Jay warranty period. S. Technical Support and Maintenance The 04.L technical support service contract consists of a 1-800 number, email, web and fax assistaa ice in the use of the software.This service shall be provided in accordance with the softwar�. license, and is renewable on an annual basis. OSL takes great care in ensuring that all technic it support questions are responded to within a 24-hour period. Provisic n of subsequent years of support and maintenance services will be treated as contractual options, Maintenance will include software fixes and minor updates as required maintaining the installer software at a functional state. 6. Technical Requirements 6.1. Package Information Y Application:Time Keeping(TK) Brief De scription: TK is a Banked Time and Payroll Preparation system.TK allows for time keeping staff anc officers to manage time owed to employees and prepare payroll. Users can create customs,ed time banks to suit their needs. TK provides exceptional reporting capability to provide informat on quickly and accurately. Manpower Availability,Total Cost of time owed Employee Absente-,ism and many other valuable reports can be produced. > Application: Personnel(PE) Brief De;icription, PE is an employee database to record valuable information about the people who wor<within your organization. Extensive and unlimited note space allows for recording detailed cotes on each transaction record.Training courses, Lectures, Reclassification and Special Qualifications can be recorded ➢ Application: Budgeting (BU) Brief De;cription: Programs are structured to provide separate Wage/Benefit costing and recording of Good, and Services and Revenues/Funding. Designed to be used by those creating budgets, Division I Aanagers, Department Managers and the accounting staff. Multi-user capability is already programs ned into the software anticipating your expansion needs. Up to five types of projected salary int reases can be applied to all or speck classifications along with WCB, EHT, EI, CPP, Private o-Public Pension, Dental, Medical, Life Insurance, Reclassifications and Transfers-all with the click of a button. =613 727 5L1! anartau 10004 •s s.;. Software Requirements The following tools are required for running TK,BU and PE. Please note that none of these tools are pry vided as part of the proposal. Client--Windows 95,Windows 98 or Windows NT 6.3, Hardware Requirements An IBA1 or 100% compatible PC based on a 466, or Pentium CPU 166 32 Met abytes of RAM for client Approx mately 100 Megabytes of hard drive space on the server(based on number of yearly transac tions) If you have any questions about this proposal please call me at 1.613.228.9700 Ext. 15. Sincerely, G Warrery ewberry Manage , ss Development I i i so Ltd. d Administrators Pack BUDGETING 9TIME KEEPING • PERSONNEL scolpFwa�reLtd. Unit#15 1 81 Auriga Drive •Nepean ON•K2E 7Y5 EXECUTIVE SUMMARY Since its incorporation in 1994, OSL has earned an admirable reputation for the software applications and professional services that it provides to its clientele. OSL has chosen a strategy of investing in a management infrastructure that focuses on retaining and developing quality employees and ensuring successful project execution. OSL has provided to both large and small Municipalities, software solutions to better manage employee's time, improve reporting capability and increase productivity. OSL is committed to become a technological leader in our field while maintaining our excellent after market service. OSL has a unique understanding of Municipal Human Resource requirements. OSL President Bill Dorion, a former Police Officer and Administrator is the founder and developer of the OSL Software Suite. Mr. Dorion is actively involved in the day to day operations of OSL and oversees all product development. Over the past years we have worked in a highly sophisticated software development environment, which has enabled us to offer a robust solution to our clients. Departments are discovering that their requirement needs mesh nicely with the OSL knowledge and experience. Working with both small and large Canadian and US departments offers OSL a chance to reinforce our growing reputation for delivering quality products and services. The executives, management and employees of OSL are committed to making all projects a success and in delivering and implementing exceptional solutions. OSL applications provide Municipalities, Police Services, Emergency services, Correctional Facilities and organizations with complex schedules a low-risk, cost- effective and robust solution. Tel:1-888-675-8255•Ottawa 613-228-9700•Fax:613-228-9726•E-Mail:OSL@oursoftware.com•Web Site:http://www.oursoftware.com Table of Contents OSL ADMINISTRATOR'S PACK GENERAL FEATURES 3 BUDGETING-SIMPLIFY THE COMPLEXITY 4 Additional Features of the Budget Program Module 5 Summary 5 TIME KEEPING-BANKED TIME IPA YROLL PREPARATION 6 Features and Benefits 6 Additional Features of the Time Keeping Program Module 7 Summary 7 PERSONNEL FILE INFORMATION-AN INEXPENSIVE ALTERNATIVE 8 Features and Benefits 8 Additional Features of the Personnel Program Module 9 Summary 9 2 OSL ADMINISTRATOR'S PACK GENERAL FEATURES • The programs are menu driven using the familiar Windows drop down menu system. • All screens are consistent in design so the learning curve is considerably shortened • Ad Hoc Reporting Capability • Built in Help files. The program manuals are integrated with the Help files to provide quick and easy access on screen. Of course, the Help files can be printed if hard copy is preferred. • A pop up Calculator and Calendar are available anywhere within the program by clicking on the picture icon or by pressing a function key. • Tool Free telephone/fax/email and website support is provided • "Note Minder" Utility permits the user to record and send reminder notes and memos to other people in the organization. • Every record has an unlimited notes box attached where unlimited freehand style notes can be added with the entry. When the record is displayed on screen, the notes come with it. The notes can be modified or deleted at will. • All fields with a supporting table have a lookup or display button located next to the field. This button displays the complete list of items in the table. • Easy access and sorting of data. Unlimited search capabilities to analyze your data more quickly. • Reduce data entry—enter key information and related information automatically. • Secure System—user configurable security rights • Data ranges for the user defines reports.This allows reports to reflect information for one department only, or for a specific group of departments, employees etc. • Data architecture ensures reliable processing of information. 3 BUDGETING - SIMPLIFY THE COMPLEXITY FEATURES AND BENEFITS • Clearly Defined Processes: Programs are structured to provide separate Wage/Benefit costing and recording of Goods and Services and Revenues/Funding. • Who can use it? : Designed to be used by those creating budgets, Division Managers, Department Managers and the accounting staff. Multi-user capability is already programmed into the software anticipating your expansion needs. • User Defined Four Part Cost Code: Four part Cost Code structure permits Divisional Budgets and Departmentalization as well as multiple Budget types. Capital and Operational can co-exist in the same set of files.Wage and benefits can be allocated to departments within divisions. • Ongoing Process:The process emulates your current process from Wish List to Multiple Revisions to Final Draft.Opening and Revision journals record details without loosing previous information. • Negotiations: Multiple data paths permit the software to be used to create"What If?"scenarios during the Negotiations Process. e.g."How does a 2%plus 2%split affect the overall budget?" • Short term and long term planning? : Up to twelve(12)periods can be defined and computed.They could be monthly,yearly(so you can project 5 and 10-year plans)or even quarterly-the periods are user defined. • Wage and Benefits Accuracy:Accurately compute wage costs and then recalculate the benefits associated to each individual in the organization thereby eliminating the guesswork from benefit forecasting • Complex Payroll Forecasting: Up to five types of projected salary increases can be applied to all or specific classifications along with WCB, EHT, EI,CPP, Private or Public Pension, Dental, Medical,Life Insurance, Reclassifications and Transfers-all with the click of a button. • Detailed Goods and Services: Department Managers, Division Managers,and Processing Staff can record full unlimited details enabling them to explain or justify an entry.The user can write a book or record a one-line summary; both styles are supported. • Paperless Budgets:Yes! It can be done. Use your LAN or single station computer to replace your pen and paper. • Accountability:The journal entry system encourages details,which encourages thought,which encourages justification,which encourages tighter budgets,which provides for better management of capital resources. • On Screen Comparisons: Compare current budget to the previous budget. Look up details in last years budget(answer questions like"Why did we cut this last year?").Add it to the current budget with a mouse click if it applies to this year as well. • Details: Drill down by clicking any summary number to get the detail that created that summary number. Look at the text description, itemized list,or other details recorded with the entry. I 4 ADDITIONAL FEATURES OF THE BUDGET PROGRAM MODULE • Employee costs can be allocated to different expense accounts. • Update the employee table and the employee assignment table from Time Keeping or Personnel. Save re-keying of information being tracked in parallel systems. • Add proposed new employees to the employee table without affecting the Personnel files. Maintain files on retired members for costing purposes also without affecting the Personnel files. • Drill down ability permits double clicking on a displayed number to see the entries that make up the displayed number. • The program computes five different types of pay increases. They are"Percentage Straight Line Increase", "Percentage Compounded Increase","Fixed Dollar Increase", "Fixed Salary Amount", and "Percentage Class Differentials". • The program computes costs for the following payroll cost types if they are applicable in your area: Wages (Includes salary and hourly paid employees.), Employment Insurance, Canada Pension, Workers Compensation, Employer Health Tax, Pension Plan Contributions, A.D.&D. Insurance premiums, Life Insurance premiums, Weekly Indemnity Insurance premiums, Dental Insurance premiums, Medical Insurance premiums, Service Pay costs. • The program permits employees to have multiple assignments during the budget year. The costs associated to this employee are posted to the department and division in which the employee is assigned. • The program permits employees to have multiple pay classifications during the budget period. The costs associated to the employees pay classification change as his classification changes. • The costs for all related payroll expenses are selectable for each employee for each classification or assignment record within the program files. For example, an employee who retires and retains the benefit package after retirement can have the costs associated with only those items calculated after the date of his retirement. SUMMARY Make your computer work for you rather than the other way around. Save time and money, produce meaningful budgets supported by documentation from original submissions to final disposition. Intuitive, responsive software for those people who are required to produce more and more with less and less. 5 TIME KEEPING - BANKED TIME / PAYROLL PREPARATION TIME KEEPING - BANKED TIME MANAGEMENT AND PAYROLL PREPARATION FEATURES AND BENEFITS • Data Collection: One program does both. Time Card processing allows your time keeping staff to manage time owed to employees and prepare for payroll at the same time. • Interfacing to Payroll Processing: Data exporting can be provided for most payroll processing systems. • What Kind of Banks? : User created to suit your needs. Some of the more common ones are Vacation, Sick Time, Overtime (multiple types and rates permitted), Training, WCB, LTD, STD, Association, Negotiations, Shift Differentials, Classification Differentials, Statutory Holidays, Journal (Black Book) Time, Lieu Days, Compassionate, etc. etc. • Batch Processing: The program uses employee location records and scheduling information to create batches of normal entries for each pay period. The user only needs to record the exceptions for the period. • Reduce Errors and Reconciliation Time: Real time processing input fields is provided. If an employee uses 2 hours and 30 minutes from a time bank configured as time and one-half, it is entered as 2 hours and 30 minutes, not 1.67 hours. Each entry allows for unlimited notes so you can remember why the transaction was made. • Capture Registers: Every entry can be logged to two different registers (Overtime and Project) as well as being recorded in the Transaction and Summary files. Create registers on the fly for specific purposes. Report later on Project Wage Costs, Overtime Costs by Reason, etc. • Management Information: Manpower Availability Reports provide Peer comparisons of Time Off in addition to comparison by Department, Division and the organization as a whole. Lost "Man Years" and ratios of time worked to time off for anyone, for any period, for any time bank. Other reports quickly show things such as Total Cost for Overtime Cashed Out-Total Cost of Overtime Earned etc. Employee Absenteeism Report quickly shows pattern absences. Banked Time Liability is a simple click/click and it is there. • Employee Reporting: Effortlessly provides employee Bank Time summary information on a regular basis. Monthly reports help prevent lengthy reconciliation processes with your staff. i e Global Entries: Apply policies to user-defined groups within your organization • Year-End Bridging: While payroll and financial systems need to stop for year-end switch over, just continue on with the Time Keeping software. Payroll entries can still be processed and banking entries in the new year are stored for processing when the year is closed out. Details for up to three years are accessible at any time. I 6 ADDITIONAL FEATURES OF THE TIME KEEPING PROGRAM MODULE Journal entries are kept for a three-year period for easy reference. The data from three years can be accessed from within the employee summary display. e Items being added to the employee time file can be modified after entry. Changes to the value fields are updated immediately in the employee summary file. (This permits typing errors to be corrected without having to reverse and reenter.) e Each Time code can be configured to process a minimum number of hours regardless of the number of hours entered. (This feature works especially well for"call backs"where the minimum earned time is 4 hours regardless of the time worked.) e Residual balances at year-end can be reset to zero, remain as they are or can be transferred to another Time code. (User-defined) Time off entries are checked against the employee balance before being processed. Entries that will create a negative balance in an employees time bank are messaged to the screen requiring confirmation before the entry is processed. o Time Bank balances for each employee is accessible on the time card entry screen. e Scheduled hours can be added manually for the exception situations. SUMMARY Keep your current payroll system and adopt a new front-end data collection system.Time Bank Management and Payroll Preparation in one system. Management information with a click of the mouse.Employee Information with a click of the mouse. Prepare payroll information quicker and more accurately. 7 PERSONNEL FILE INFORMATION - AN INEXPENSIVE ALTERNATIVE FEATURES AND BENEFITS • Why Keep Employee Files? : Employee files are needed for what reason? So that a comprehensive profile of an employee can be generated in a matter of seconds when required. Find all information on an employee quickly and effortlessly. • Computerized Employee Profile: Our software provides a place to record information about the people who work in your organization. Reporting on this information is fundamentally why it gets recorded in the first place. The Profile Report is user definable. • Category Processing vs.Employee Processing: By tracking information relative to the information type as opposed to the employee folder styled systems,we are able to extract information globally across the organization. For example, you need to know if anyone in your organization can speak a certain language. With our system, simply call up the language list and display the language database for the entire organization. • What Is Tracked? : Basic information, languages, formal education and previous work experience, reclassifications, transfers, long term service medals or certificates, promotional examinations, evaluations,commendations, discipline entries, litigation information, grievances, special training, in-service lecture attendance, and special qualifications. • Why Is It Tracked? : To answer questions like : ✓ Who is due to be reclassified in the coming year? ✓ Who needs to be evaluated this year? ✓ Who possesses certificates of qualification that will expire within the next two years? (Budget planning!) ✓ Who in the organization will attain 10 years of service this year so that a long-term service certificate can be obtained? • Employee Lists: Telephone lists. Seniority lists (by department and classification). Mailing labels. 8 ADDITIONAL FEATURES OF THE PERSONNEL PROGRAM MODULE • The employees' assignments and classifications are recorded thereby keeping a complete history of all transfers and classification changes since the employee's date of employment. • The program provides record keeping for evaluations, promotional examination results, and service medal information. • The program records commendations, discipline information, and provides space to record any relevant litigation the employee may be involved in. These records provide for entry of a purge date and a global purge utility. • Training courses can be recorded including expiry dates for any certificates that may be issued. The data files can be queried for certificates that are about to expire so renewal courses can be scheduled. • In-Service Lectures can be recorded providing a complete history of this employee and his or her service within the organization. The data file can also be queried to see who has or has not attended certain lectures. SUMMARY Our employee file database provides you with a place to record the most common information about the people who work in your organization.The extensive and unlimited note space for each record provide for recording of details that many systems do not even allow space for.The categories are comprehensive yet not overbearing. Reports are 1 sophisticated to allow for extraction of meaningful information when you need it. i 9 a Report Descriptions Employee Time Sheet Displays the details of each employee's bank balances. This report will show all additions and subtractions of time from each bank for the defined period. This report can also be configured to display the"cost'of each bank. This cost is based on the employee's rate of pay. Time Transaction Detail Display all transactions that have occurred for an employee during a user-defined time frame. Minimum/Maximum Violations Displays all employees who have accrued more time than the maximum time allowed for each bank. Also displays all employees who have depleted their time banks below the minimum balance. All maximum and minimum balances are user-configured Lost Time Summary Lost time banks are determined by the organization. These time banks are determined as'lost-time'and reported on showing the cost of the absence in dollars. This amount is based on the time taken multiplied by the employee's rate of pay. Annual Leave List A useful tool for court scheduling officers and in ensuring that all employee's have requested annual leave. This report displays all annual leave either taken or requested for the upcoming year. Banked Time Liability Displays the amount owed in hard dollars for employees. This report can be configured fro a department, employee or a time bank. Duty Roster Displays a duty roster showing employee's scheduled, any pre-booked time off and the manpower availability. A great tool for Staff sergeants in granting leave, ensuring minimum staffing levels are kept and being able to call in extra staff, if required. Work Schedule Displays an employee's work schedule for a given period Work Schedule Calendar Displays a schedule. All employee's working a particular schedule can have access to this or it can be posted. Client References ✓ Org: Cornwall Police Service (125 Employees) Contact Name: Mr. Roland Lefebvre Phone: 613.933.5000 X442 Applications: Time Keeping, Budgeting, Personnel Mr. Lefebvre is the Financial Officer for the Police Service. He works directly with the software using the budgeting programs extensively. He oversees the Time Keeping staff. His immediate assistant is Shelly Chaytor who works daily with the TK system. ✓ Org: Ottawa Carleton Police Service (OCR— 1700 Employees) Contact Name: Sharron Bowie Phone: 613.236.1222 X5887 Applications: Time Keeping Ms. Bowie is Manager of Financial Operations and is responsible for the day to day operations of the Time and Attendance solution provided by OSL. OCR has over 1700 employees. ✓ Org: Ontario Ministry of Correctional Services (2000 Employees) Contact Name: Gail Bradbury Phone: 416-327-9352 Applications: Visual Scheduler and Time Keeping The Ontario Ministry has recently implemented the OSL solution to assist correctional staff in three key areas; 1. The planning of schedules 2. The administration of schedule changes (i.e. absences, overtimes) 3. Prepare payroll information for CORPAY and Senior Administration reporting Other Sample/nstaUations: Client name Size of Modules Contact Phone Organization used Belleville Police 125 Employees OSL Suite Nadine Langlois 613-966-0882 Timmins Police 75 Employees TK Marie Lavoie 705-264-1331 Lindsay Police 78 Em to ees OSL Suite Karen Spearing 705-324-5252 North Bay Police 115 Employees TK, PE Anna Andrews 705-497-5558 Force Bonneville 25 Employees PE John Andert 208-529-1350 Sheriff's Idaho Saskatoon 275 Employees TK, PE Don Bodnar 306-787-3599 Police Spring Fire X 20 Em to ees PE, BU Alan Langford 281-355-1266 E - 2 Finance/Controller - Request Authorization to Cover Red Accounts RESOLVED, That the City Controller be empowered to make transfers within the 2000 Budget appropriations, as needed, for the remainder of the 2000 Fiscal Year 1 Mayor Cohen's Neighborhood Housing Initiative City of Ithaca, NY November 20, 2000 Summary Capitalize a $2 million fund to establish a program to(1) acquire rental residential properties that negatively effect a neighborhood, (2) renovate acquired properties, and (3) sell renovated properties to owner-occupants. Proceeds from resale of the renovated properties will be reinvested back into the program to fund acquisition and renovation of additional properties. The program will focus on rental properties that can be rehabilitated for resale as single-family or duplex residences. Based on an estimated average subsidy of$29,000 per dwelling unit, it is anticipated that 50 to 70 dwelling units will be renovated with 35 to 45 properties converted to owner-occupancy over five years as a result of the program. The actual number of properties renovated is dependent on the location, size and condition of buildings selected for acquisition. Goal Increase neighborhood stability and improve neighborhood quality-of-life. Objectives (in rank order) 1. Eliminate blighting conditions. 2. Increase the number and percentage of homeowners in the City of Ithaca. 3. Convert rental properties to owner-occupancy status. 4. Physically upgrade substandard housing. 5. Stimulate private sector investment in neighborhoods. Revitalization Strategy Stabilize and strengthen neighborhoods by selectively acquiring and renovating investor-owned residential properties that exert a blighting influence on the surrounding neighborhood or hinder private sector reinvestment in the neighborhood. Selected investor-owned properties must be in substandard physical condition and exerting a blighting influence on the surrounding neighborhood. Properties included in the program may also be abandoned, condemned, in violation of City housing standards (e.g., health, safety, fire safety, infestation, etc ... ), unsightly, nonconforming with current zoning, contain perceived environmental hazards or substantially delinquent in property taxes. Renovated homes will be sold at fair market value to individual homebuyers agreeing to a deed restriction, or similar binding agreement, requiring owner-occupancy. Resale of properties to an organization such as Mutual Housing Association of Tompkins County for use as scattered site mutual housing, or other buyers Page 2 of 6 11/20/00 Draft - Neighborhood Homeownership Initiative City of Ithaca, NY incorporating a strong component of cooperative ownership, would also constitute a qualified buyer for the program. Ithaca Neighborhood Housing Services (INNS) experience from over 75 house recycling projects completed has shown there is very limited market demand by owner-occupants for properties exceeding two housing units (duplex). Accordingly, every effort will be made to convert multiple-unit properties to single-family or duplex status appropriate for owner-occupancy. Larger, multiple-unit properties unsuitable for conversion to owner-occupancy ownership may be acquired after renovation at fair market value for rental use by INHS or another buyer with a record of responsible property management in the community. In rare instances where a blighting structure has reached such a state of physical deterioration that rehabilitation is not cost-effective, the structure may be demolished and replaced with new housing construction. Target Area Eligible properties must be located within the Urban Renewal Area as defined in the Common Council adopted Urban Renewal Plan (see attached Community Development/Urban Renewal Project Boundary Map). Funding Source The Ithaca Urban Renewal Agency(TURA) will issue$2,000,000 in tax-exempt bonds to capitalize the program. The TURA issued debt will be backed by the full faith and credit of the City of Ithaca. The City will pay principal and interest payments to retire the bonds, similar to the manner in which capital projects are funded. Net proceeds from sales of renovated properties will be reinvested in the program. No direct federal funding is proposed to initially capitalize the fund. Organizational Framework • City of Ithaca Controller's Office -City Department with principal responsibility for structuring program debt financing, managing the capital project funding debt service obligations, and financial oversight of City's program funding. • Ithaca Urban Renewal Agency(TURA)—Administration and oversight of program on behalf of City. IURA will issue bonds to capitalize the program,develop an agreement with INHS to acquire, renovate, market and sell properties to homebuyers, and monitor the agreement. In addition, the IURA will staff the Homeownership Investment Committee. • Ithaca Neighborhood Housing Services (INNS)—INHS will contract with the IURA to deliver and implement the program, including property inspection, preparation of cost estimates for rehabilitation and resale value, acquisition, design, permitting,construction, property management, marketing, purchase negotiation and project administration. • Homeownership Investment Committee—Mayoral-appointed six member committee to select candidate properties for inclusion in the program, approve acquisition price and endorse proposed sales agreements with prospective homeowner of renovated properties. Composition of the membership of the committee is: Page 3 of 6 11/20/00 Drat - Neighborhood Homeownership Initiative City of Ithaca,NY — 1 Common Council liaison to the IURA — 1 member from the INHS Board of Directors — 1 real estate professional specializing in property management — 1 Executive Director, INHS — 1 Director of Community Development, IURA — 1 City of Ithaca Mayor 6 Project Budget The City of Ithaca is expected to provide an average subsidy of approximately$29,000 per dwelling unit ($50,000 per property), the difference between total development costs and the final purchase price of rehabilitated property. The$2,000,000 program is anticipated to result in conversion of 35 to 45 properties to owner-occupancy and the renovation of 50 to 70 dwelling units. The costs of this project are highly dependent on the site-specific characteristics for each building that is acquired and rehabilitated. The amount of necessary subsidy per property will generally be higher for 2- dwelling properties and 3-unit properties, than at one-family dwellings, but will result in more dwelling units being renovated. It is expected that a typical scenario for a one-family dwelling in the program will require a total project cost of$100,000 (acquisition, renovation, carrying costs, resale for owner-occupancy) and a net sales price of$60,000, resulting in a subsidy of$40,000. For a typical 2-dwelling property, the project costs are expected to average$133,000 and yield a net sales price of$80,000, resulting in a subsidy of $53,000 per duplex property or$26,500 per dwelling unit. Program funds will be used for the following purposes: • Financing costs and fees to capitalize the$2 million program • Property acquisition • Design • Interim costs (insurance, utilities, taxes, property management) • Construction costs • Marketing • Program delivery • OversighYMonitoring IURA out-of-pocket and staff expenses will be reimbursed from program funds for staffing the Homeownership Investment Committee, oversight of INHS, and other costs associated with administering and implementing the program. INHS will be contracted to perform property inspections, conduct initial appraisals, develop cost estimates, negotiate and acquire property, provide property management services, pay interim costs (insurance, utilities, etc..), prepare renovation designs, secure permits, complete rehabilitation, market properties for resale, offer loan structuring assistance to prospective homebuyers, negotiate sales agreements, offer homebuyer technical assistance and other program delivery services. Page 4 of 6 11/20/00 Draft - Neighborhood Homeownership Initiative City of Ithaca, NY Implementation IURA will act as the City's agent to administer and implement the program. The IURA will contract with INHS to act in the capacity of the City's developer. In that role, INHS will facilitate all phases of the successful completion of the project including, acquisition, design, construction oversight, financing, marketing and sales negotiations. The Homeownership Investment Committee will identify target properties to be acquired for inclusion in the program. Purchase agreement that exceed fair market value based on an appraisal will require Homeownership Investment Committee approval. Net proceeds from sale of renovated properties will be reinvested back into the fund to acquire additional properties for renovation and resale. The separate components of this process are described in more detail below. Property Selection The Homeownership Investment Committee will use the goal and rank-ordered objectives of this Initiative as the criteria to identify top priority properties to be acquired for inclusion in the program. Each property must be physically in substandard condition and exerting a blighting influence on the surrounding neighborhood. Property Acquisition The chief means of acquiring properties for the program is through a negotiated purchase agreement. Upon identification of candidate properties by the Homeownership Investment Committee, INHS will contact the property owners to negotiate an acceptable purchase price.The purchase price will be based upon two factors: a current appraisal of the property's value by a certified appraiser and a preliminary housing condition inspection of the property by INHS. The preliminary inspection will form the basis for rehabilitation cost estimates and an estimate of the project's market value after-rehabilitation. Generally, the purchase price will not exceed the appraised value of the property. A second means of acquiring property is through the property tax foreclosure process. Properties targeted for inclusion in the program that are controlled by the due to failure to pay property taxes may be conveyed to INHS for inclusion in the program. In some cases a bargain sale may be negotiated with the seller in which a portion of the value of the property is donated as a charitable donation to INHS, a 501(c)(3)corporation. Similarly, City- owned properties may be transferred to INHS for inclusion in the program. In other cases, an acceptable purchase price may not be successfully negotiated at the appraised value. If the property is of high priority for attention due to its negative impact on the neighborhood, then a higher purchase price may be paid to acquire the property with the approval the Homeownership Investment Committee or alternative means of acquiring the property investigated. Page 6 of 6 11/20/00 Draft - Neighborhood Homeownership Initiative City of Ithaca, NY Sale of Properties As projects approach completion, INHS will market the rehabilitated houses and seek qualified buyers through the multiple listing service, requiring a commission averaging 5-7%of the purchase price. Many homes available for purchase through the program will be available without income restrictions. An important marketing tool is INHS's ability to offer low cost financing to make the purchase of a home more affordable. Homebuyers utilizing INHS low-interest loan assistance must qualify as low-or moderate-income households. Loan Packaging and Approval INHS will work with prospective buyers to put together an affordable financing package that is suited to the resources available to the buyers. Typically, INHS assists income-eligible first time home buyers with a first mortgage loan at market rate from a conventional lender, a 6%second mortgage from the INHS Revolving Loan Fund, and, if available, a highly subsidized loan from a government program like CDBG or HOME. Loans with interest rates as low as 1% are available to eligible homebuyers. The proportions of each loan vary depending on the purchase price of the home and the income of the borrower. Technical Assistance to Homebuyers INHS will provide homebuyer education classes to prospective buyers. INHS also offers technical assistance in home maintenance and construction issues. Technical assistance can be obtained through either one-on-one sessions or in an INHS home maintenance class. Home maintenance classes are designed to supplement the information learned in our homebuyer education classes by offering hands-on experience in a variety of typical home maintenance issues. These classes are held in an older home where real life examples of maintenance problems are abundant. In addition, a special landlord training program will be developed for owner-occupants of duplexes. Alternative Owner-Builder Implementation INHS will work with the Home Ownership Investment committee to develop policies to allow owner- builders to purchase and rehabilitate high priority properties. This alternative model to implement the program will allow owner-builders to conduct a substantial amount of the rehabilitation themselves with INHS oversight at a savings to both the program and the owner-builder homebuyer. End Attachment—Urban Renewal Boundary Map Prepared by N.Bohn,latest revision 11.20.00 q:Iplanninglstafflnelsliuralcitylproposal to implement mayor's housing initiative 11.20.00.doc Page 5 of 6 11/20/00 Draft - Neighborhood Homeownership Initiative City of Ithaca, NY Property Management As part of the legal agreement with the TURA, INHS will manage and maintain properties acquired through the program until resale. INHS will also be responsible for interim costs such as taxes, utilities and insurance. Property acquisitions will be timed and designed to avoid tenant dislocation and long-term property management responsibilities. Design and Permits INHS will conduct a thorough evaluation of the condition of the building and develop construction plans and cost estimates for rehabilitation, with an eye towards conversion to owner-occupancy use. The INHS staff works in close consultation with the INHS House Rehabilitation Committee, which is comprised of professionals in the building and real estate industries as well as neighborhood residents, to develop rehabilitation plans. These plans are then further developed into construction documents, which are then used as the basis for bidding. INHS attempts to hold down the development cost of these projects by doing much of the design work in-house. INHS staff uses Mini-Cad (computer-aided design software) to help develop plans and specifications. In some cases, the City of Ithaca Building Department requires that a licensed architect or engineer stamp plans. INHS has excellent working relationships with several architects and engineers who are willing to work on discrete parts of projects in partnership with the INHS staff. Rehabilitation Each project will be bid separately to a general contractor for rehabilitation who will be responsible for the selection of subcontractors and the supervision of construction.As part of this process, INHS conducts outreach to minority-and women-owned businesses and seeks to employ local contractors. INHS requires all contractors to be pre-qualified with respect to construction and business skills. Each contractor must also carry a minimum of$100,000 in liability insurance in order to qualify to bid. Alternative procurement methods, such as long-term contracts with selected contractors may be appropriate based on the expected volume and pace of rehabilitation work. Construction Management INHS staff will assume the role of construction manager:conducting inspections of the work being done, overseeing changes to the original plans, approving payments to contractors, coordinating inspections by the Building Department, and solving problems as they arise. INHS has highly developed administrative systems that are designed to provide protection to the organization during the construction process. For example, INHS has developed standard construction documents that have extensive general conditions that provide protection to both the contractor and INHS. INHS uses standard forms and procedures for change orders, the processing of progress payments, inspections, and release of liens. INHS has managed over 600 rehabilitation projects and has had great success in bringing these projects to a satisfactory completion. 828863.1 41755- At a regular meeting of the Common Council of the City of Ithaca, Tompkins County,New York,held at the Common Council Chambers, City Hall, in said City, on the 6th day of December, 2000,at o'clock_.M.,Prevailing Time. The meeting was called to order by , and upon roll being called, the following were PRESENT: ABSENT: The following resolution was offered by Councilman , who moved its adoption, seconded by Councilman ,to-wit: 828863.1 BOND RESOLUTION DATED DECEMBER 6,2000. A RESOLUTION AUTHORIZING THE ISSUANCE OF $1,381,000 SERIAL BONDS OF THE CITY OF ITHACA, TOMPKINS COUNTY, NEW YORK, TO PAY THE COST OF THE RECONSTRUCTION OF PORTIONS OF THE WATER DISTRIBUTION SYSTEM OF SAID CITY AND THE RECONSTRUCTION OF PORTIONS OF THE SEWER COLLECTION SYSTEM OF SAID CITY. WHEREAS, all conditions precedent to the financing of the capital projects hereinafter described, including compliance with the provisions of the State Environmental Quality Review Act,have been performed; and WHEREAS, it is now desired to authorize the financing of such capital projects; NOW, THEREFORE,BE IT RESOLVED, by the Common Council of the City of Ithaca, Tompkins County,New York, as follows: Section 1. For the classes of objects or purposes of paying the cost of the reconstruction of portions of the water distribution system, at a maximum estimated cost of $916,000, and the reconstruction of portions of the sewer collection system, at a maximum estimated cost of$465,000, of the City of Ithaca, Tompkins County, New York, there are hereby authorized to be issued $1,381,000 serial bonds of said City pursuant to the provisions of the Local Finance Law, apportioned among such classes of objects or purposes in accordance with the maximum estimated cost of each. Section 2. The aggregate maximum estimated cost of the aforesaid classes of objects or purposes is $1,381,000, and the plan for the financing thereof is by the issuance of the $1,381,000 serial bonds authorized by Section 1 hereof,allocated to each of the classes of objects or purposes in accordance with the maximum estimated cost of each as stated in Section 1 hereof. 828863.1 Section 3. It is hereby determined that the period of probable usefulness of the aforesaid reconstruction of portions of the water distribution system is forty years, pursuant to subdivision 1 of paragraph a of Section 11.00 of the Local Finance Law, and that the period of probable usefulness of the aforesaid reconstruction of portions of the sewer collection system is forty years, pursuant to subdivision 4 of paragraph a of Section 11.00 of the Local Finance Law. Section 4. Subject to the provisions of the Local Finance Law, the power to authorize the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the serial bonds herein authorized, including renewals of such notes, is hereby delegated to the City Controller, the chief fiscal officer. Such notes shall be of such terms, form and contents, and shall be sold in such manner, as may be prescribed by said City Controller, consistent with the provisions of the Local Finance Law. Section 5. The faith and credit of said City of Ithaca, Tompkins County, New York, are hereby irrevocably pledged for the payment of the principal of and interest on such obligations as the same respectively become due and payable. An annual appropriation shall be made in each year sufficient to pay the principal of and interest on such obligations becoming due and payable in such year. There shall annually be levied on all the taxable real property in said City a tax sufficient to pay the principal of and interest on such obligations as the same become due and payable. Section 6. The bonds authorized pursuant to this bond resolution shall be in fully registered form and shall be signed in the name of the City of Ithaca, Tompkins County, New York, by the manual or facsimile signature of the City Controller and a facsimile of its corporate seal shall be imprinted or impressed and may be attested by the manual or facsimile signature of the City Clerk. Section 7. The powers and duties of advertising such bonds for sale,conducting the sale and awarding the bonds, are hereby delegated to the City Controller, who shall advertise such bonds for 828863.1 sale, conduct the sale,and award the bonds in such manner as he shall deem best for the interests of the City, including, but not limited to, the power to sell said serial bonds to the New York State Environmental Facilities Corporation, provided, however, that in the exercise of these delegated powers,he shall comply fully with the provisions of the Local Finance Law and any order or rule of the State Comptroller applicable to the sale of municipal bonds. The receipt of the City Controller shall be a full acquittance to the purchaser of such bonds, who shall not be obliged to see to the application of the purchase money. Section 8. The power to issue and sell notes to the New York State Environmental Facilities Corporation pursuant to Section 169.00 of the Local Finance Law is hereby delegated to the City Controller. Such notes shall be of such terms, form and contents as may be prescribed by said City Controller consistent with the provisions of the Local Finance Law. Section 9. The City Controller is hereby further authorized, at his sole discretion,to execute a project financing and loan agreement, and any other agreements with the New York State Department of Environmental Conservation and/or the New York State Environmental Facilities Corporation,including amendments thereto,and including any instruments(or amendments thereto) in the effectuation thereof, in order to effect the financing or refinancing of the specific object or purpose described in Section 1 hereof, or a portion thereof, by a serial bond, and, or note issue of said City in the event of the sale of same to the New York State Environmental Facilities Corporation. Section 10. The intent of this resolution is to give the City Controller sufficient authority to execute those applications, agreements, instruments or to do any similar acts necessary to effect the issuance of the aforesaid serial bonds and, or notes without resorting to further action of this Common Council. 828863.1 Section 11. All other matters, except as provided herein relating to such bonds, including determining whether to issue such bonds having substantially level or declining annual debt service, including prescribing whether manual or facsimile signatures shall appear on said bonds, prescribing the method for the recording of ownership of said bonds, appointing the fiscal agent or agents for said bonds,providing for the printing and delivery of said bonds (and if said bonds are to be executed in the name of the City by the facsimile signature of its City Controller, providing for the manual countersignature of a fiscal agent or of a designated official of the City), the date, denominations, maturities and interest payment dates, place or places of payment, and also including the consolidation with other issues, shall be determined by the City Controller. It is hereby determined that it is to the financial advantage of the City not to impose and collect from registered owners of such serial bonds any charges for mailing, shipping and insuring bonds transferred or exchanged by the fiscal agent, and, accordingly, pursuant to paragraph c of Section 70.00 of the Local Finance Law, no such charges shall be so collected by the fiscal agent. Such bonds shall contain substantially the recital of validity clause provided for in section 52.00 of the Local Finance Law and shall otherwise be in such form and contain such recitals in addition to those required by section 52.00 of the Local Finance Law, as the City Controller shall determine. Section 12. The validity of such bonds and bond anticipation notes may be contested only if: 1) Such obligations are authorized for an object or purpose for which said City is not authorized to expend money,or 2) The provisions of law which should be complied with at the date of publication of this resolution are not substantially complied with, 828863.1 and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of such publication,or 3) Such obligations are authorized in violation of the provisions of the Constitution. Section 13. This resolution shall constitute a statement of official intent for purposes of Treasury Regulations Section 1.150-1. Other than as specified in this resolution, no monies are, or are reasonably expected to be, reserved, allocated on long-term basis, or otherwise set aside with respect to the permanent funding of the object or purpose described herein. Section 14. This resolution,which takes effect immediately, shall be published in full in the ,the official newspaper, together with a notice of the City Clerk in substantially the form provided in Section 81.00 of the Local Finance Law. 828863.1 The question of the adoption of the foregoing resolution was duly put to a vote on roll call, which resulted as follows: VOTING VOTING VOTING VOTING VOTING VOTING VOTING VOTING VOTING VOTING APPROVED BY THE MAYOR: 2000. Mayor 828863.1 STATE OF NEW YORK ) )ss.. COUNTY OF TOMPKINS ) I,the undersigned Clerk of the City of Ithaca, Tompkins County,New York, DO HEREBY CERTIFY: That I have compared the annexed extract of the minutes of the meeting of the Common Council of said City, including the resolution contained therein, held on the 6th day of December, 2000,with the original thereof on file in my office, and that the same is a true and correct transcript therefrom and of the whole of said original so far as the same relates to the subject matters therein referred to. I FURTHER CERTIFY that all members of said Common Council had due notice of said meeting. I FURTHER CERTIFY that, pursuant to Section 103 of the Public Officers Law (Open Meetings Law), said meeting was open to the general public. I FURTHER CERTIFY that, PRIOR to the time of said meeting, I duly caused a public notice of the time and place of said meeting to be given to the following newspapers and/or other news media as follows: Newspaper and/or other news media Date given 828863.1 I FURTHER CERTIFY that PRIOR to the time of said meeting,I duly caused public notice of the time and place of said meeting to be conspicuously posted in the following designated public location(s)on the following dates: Designated Location(s) of posted notice Date of Posting IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of said City this day of December,2000. City Clerk (CORPORATE SEAL) 694017.1 041755-358P and 366 At a regular meeting of the Common Council of the City of Ithaca, Tompkins County, New York, held at the Common Council Chambers, City Hall, in said City, on the 6th day of December, 2000, at o'clock _.M. , Prevailing Time. The meeting was called to order by and upon roll being called, the following were PRESENT: ABSENT: The following resolution was offered by Councilman who moved its adoption, seconded by Councilman to-wit : BOND RESOLUTION DATED DECEMBER 6, 2000 . A RESOLUTION AUTHORIZING THE ISSUANCE OF $3, 764,419 SERIAL BONDS OF THE CITY OF ITHACA, TOMPKINS COUNTY, NEW YORK, TO PAY COSTS OF VARIOUS OBJECTS OR PURPOSES IN AND . FOR SAID CITY. WHEREAS, all conditions precedent to the financing of the capital projects hereinafter described, including compliance with the provisions of the State Environmental Quality Review Act, have been performed; and WHEREAS, it is now desired to authorize the financing of such capital projects; NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Ithaca, Tompkins County, New York, as follows: Section 1 . For the specific objects or purposes or classes of objects or purposes of paying costs of the following objects or purposes in and for the City of Ithaca, Tompkins County, New York, there are hereby authorized to be issued $3, 764,419 serial bonds of said City pursuant to the provisions of the Local Finance Law, apportioned among such objects or purposes in accordance with the maximum estimated cost of each. Such objects or purposes are as follows : a) To pay costs of the purchase and installation of computer hardware and software, including incidental expenses in connection therewith, at a maximum estimated cost of $346, 050 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is five years, -2- pursuant to subdivision 32 of paragraph a of Section 11. 00 of the Local Finance Law; b) To pay costs of the purchase of a pumper for the City Fire Department, including incidental expenses in connection therewith, at a maximum estimated cost of $385, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is twenty years, pursuant to subdivision 27 of paragraph a of Section 11 . 00 of the Local Finance Law; c) To pay costs of the reconstruction of Lake Source Cooling Street, including incidental expenses in connection therewith, at a maximum estimated cost of $175, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is fifteen years, pursuant to subdivision 20 (c) of paragraph a of Section 11 . 00 of the Local Finance Law; d) To pay costs of the purchase, installation and construction of lighting and security improvements to City parking facilities, including incidental expenses in connection therewith, at a maximum estimated cost of $165, 000 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is twenty years, pursuant to subdivision 12 (a) (1) of paragraph a of Section 11 . 00 of the Local Finance Law; -3- e) To pay costs of the demolition of the City building located at 402 South Cayuga Street, including incidental expenses in connection therewith, at a maximum estimated cost of $56, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is ten years, pursuant to subdivision 12-a of paragraph a of Section 11. 00 of the Local Finance Law; f) To pay costs of the relocation of the fire alarm service to underground, including incidental expenses in connection therewith, at a maximum estimated cost of $30, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is five years, pursuant to subdivision 35 of paragraph a of Section 11 . 00 of the Local Finance Law; g) To pay costs of the reconstruction of sidewalks, including incidental expenses in connection therewith, at a maximum estimated cost of $80, 000 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is ten years, pursuant to subdivision 24 of paragraph a of Section 11 . 00 of the Local Finance Law; h) To pay costs of the reconstruction of streets and roads, including incidental expenses in connection therewith, at a maximum estimated cost of $863, 269. It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is fifteen years, pursuant to -4- subdivision 20 (c) of paragraph a of Section 11 . 00 of the Local Finance Law; i) To pay costs of professional services for a traffic study and design for South of the Creek, including incidental expenses in connection therewith, at a maximum estimated cost of $40, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is five years, pursuant to subdivision 62 of paragraph a of Section 11 . 00 of the Local Finance Law; j ) To pay costs of the purchase of equipment for City playgrounds, including incidental expenses in connection therewith, at a maximum estimated cost of $80, 600 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is five years, pursuant to subdivision 32 of paragraph a of Section 11 . 00 of the Local Finance Law; k) To pay costs of the reconstruction of Ithaca Fire Department Station No. 9, including incidental expenses in connection therewith, at a maximum estimated cost of $90, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is twenty years, pursuant to subdivision 12 (a) (1) of paragraph a of Section 11 . 00 of the Local Finance Law; 1) To pay costs of the purchase of motor vehicles, including incidental expenses in connection therewith, at a maximum -5- estimated cost of $101, 000 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is five years, pursuant to subdivision 29 of paragraph a of Section 11.00 of the Local Finance Law; M) To pay costs of an assessment study of City buildings, including incidental expenses in connection therewith, at a maximum estimated cost of $171, 000 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is five years, pursuant to subdivision 62 of paragraph a of Section 11. 00 of the Local Finance Law; n) To pay costs of the purchase of parking meters, including incidental expenses in connection therewith, at a maximum estimated cost of $65, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is five years, pursuant to subdivision 50 of paragraph a of Section 11 . 00 of the Local Finance Law; o) To pay costs of the purchase of emergency management communications equipment for the Ithaca Fire Department, including incidental expenses in connection therewith, at a maximum estimated cost of $10, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is ten years, pursuant to subdivision 25 of paragraph a of Section 11 . 00 of the Local Finance Law; -6- p) To pay costs of the reconstruction and construction of improvements to the Commons and peripheral streets, including incidental expenses in connection therewith, at a maximum estimated cost of $250, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is twenty years, pursuant to subdivision 80 of paragraph a of Section 11 . 00 of the Local Finance Law; q) To pay costs of the purchase of equipment for construction and maintenance, including incidental expenses in connection therewith, at an aggregate maximum estimated cost of $381, 000 . It is hereby determined that of said $381, 000 $7, 000 is for items of equipment each costing $15, 000 or less, $40, 000 is for items of equipment each costing over $15, 000 but less than $30, 000 and that $334, 000 is for items of equipment each costing more than $30, 000 . It is hereby further determined that the period of probable usefulness of such equipment costing $15, 000 or less is five years, pursuant to subdivision 28 of paragraph a of Section 11 . 00 of the Local Finance Law, that the period of probable usefulness of such equipment costing over $15, 000 but less tan $30, 000 is ten years, pursuant to subdivision 28 of paragraph a of Section 11 . 00 of the Local Finance Law and that the period of probable usefulness of such equipment costing more than $30, 000 is fifteen years, pursuant to subdivision 20 (c) of paragraph a of Section 11 . 00 of the Local Finance Law; -7- r) To pay costs of the purchase of police vehicles, including incidental expenses in connection therewith, at a maximum estimated cost of $140, 500 . It is hereby determined that the period of probable usefulness of the aforesaid class of objects or purposes is three years, pursuant to subdivision 77 of paragraph a of Section 11 . 00 of the Local Finance Law; s) To pay costs of the acquisition of land for the Cleveland Avenue/Clinton Street Park, including incidental expenses in connection therewith, at a maximum estimated cost of $150, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is thirty years, pursuant to subdivision 21 (a) of paragraph a of Section 11. 00 of the Local Finance Law; t) To pay costs of the purchase and installation of furniture and sound system improvements for the City Council Chambers, including incidental expenses in connection therewith, at a maximum estimated cost of $20, 000 . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is five years, pursuant , to subdivision 32 of paragraph a of Section 11 . 00 of the Local Finance Law; U) To pay additional costs of the construction of a new roof in the Streets and Facilities Building, including incidental expenses in connection therewith, at a maximum estimated cost of $258, 500 (including the $93, 500 serial bonds authorized by -8- bond resolution dated and duly adopted December 2, 1998; revised maximum estimated cost of this specific object or purpose is now $258, 500; amount of serial bonds authorized by this bond resolution, $165, 000) . It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is twenty years, pursuant to subdivision 12 (a) (1) of paragraph a of Section 11 . 00 of the Local Finance Law, computed from January 21, 1999, the date of issuance of the first obligations issued therefor. Section 2 . The aggregate maximum estimated cost of the aforesaid specific objects or purposes and classes of objects or purposes is $3, 764,419, and the plan for the financing thereof is by the issuance of the serial bonds authorized by Section 1 hereof, allocated to each specific object or purpose or class of objects or purposes in accordance with the maximum estimated cost or amount of serial bonds authorized therefor of each set forth in Section 1 hereof. Section 3 . Subject to the provisions of the Local Finance Law, the power to authorize the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the serial bonds herein authorized, including renewals of such notes, is hereby delegated to the City Controller, the chief fiscal officer. Such notes shall be of such terms, form and contents, and shall be sold in such manner, as may be prescribed by said City -9- Controller, consistent with the provisions of the Local Finance Law. Section 4 . The faith and credit of said City of Ithaca, Tompkins County, New York, are hereby irrevocably pledged for the payment of the principal of and interest on such obligations as the same respectively become due and payable. An annual appropriation shall be made in each year sufficient to pay the principal of and interest on such obligations becoming due and payable in such year. There shall annually be levied on all the taxable real property in said City a tax sufficient to pay the principal of and interest on such obligations as the same become due and payable. Section 5 . The bonds authorized pursuant to this bond resolution shall be in fully registered form and shall be signed in the name of the City of Ithaca, Tompkins County, New York, by the manual or facsimile signature of the City Controller and a facsimile of its corporate seal shall be imprinted or impressed and may be attested by the manual or facsimile signature of the City Clerk. Section 6 . The powers and duties of advertising such bonds for sale, conducting the sale and awarding the bonds, are hereby delegated to the City Controller, who shall advertise such bonds for sale, conduct the sale, and award the bonds in such manner as he shall deem best for the interests of the City; provided, however, that in the exercise of these delegated powers, he shall comply fully with the provisions of the Local Finance Law and any -10- order or rule of the State Comptroller applicable to the sale of municipal bonds. The receipt of the City Controller shall be a full acquittance to the purchaser of such bonds, who shall not be obliged to see to the application of the purchase money. Section 7 . All other matters, except as provided herein relating to such bonds, including determining whether to issue such bonds having substantially level or declining annual debt service, including prescribing whether manual or facsimile signatures shall appear on said bonds, prescribing the method for the recording of ownership of said bonds, appointing the fiscal agent or agents for said bonds, providing for the printing and delivery of said bonds (and if said bonds are to be executed in the name of the City by the facsimile signature of its City Controller, providing for the manual countersignature of a fiscal agent or of a designated official of the City) , the date, denominations, maturities and interest payment dates, place or places of payment, and , also including the consolidation with other issues, shall be determined by the City Controller. It is hereby determined that it is to the financial advantage of the City not to impose and collect from registered owners of such serial bonds any charges for mailing, shipping and insuring bonds transferred or exchanged by the fiscal agent, and, accordingly, pursuant to paragraph c of Section 70. 00 of the Local Finance Law, no such charges shall be so collected by the fiscal agent. Such bonds shall contain substantially the recital of validity clause provided for in section 52 . 00 of the -11- Local Finance Law and shall otherwise be in such form and contain such recitals in addition to those required by section 52 . 00 of the Local Finance Law, as the City Controller shall determine. Section 8 . The validity of such bonds and bond anticipation notes may be contested only if: 1) Such obligations are authorized for an object or purpose for which said City is not authorized to expend money, or 2) The provisions of law which should be complied with at the date of publication of this resolution are not substantially complied with, and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of such publication, or 3) Such obligations are authorized in violation of the provisions of the Constitution. Section 9 . This resolution shall constitute a statement of official intent for purposes of Treasury Regulations Section 1 . 150- 1 . Other than as specified in this resolution, no monies are, or are reasonably expected to be, reserved, allocated on long-term basis, or otherwise set aside with respect to the permanent funding of the object or purpose described herein. Section 10 . This resolution, which takes effect immediately, shall be published in full in the , the official newspaper, together with a notice of the City Clerk in -12- substantially the form provided in Section 81 .00 of the Local Finance Law. The question of the adoption of the foregoing resolution was duly put to a vote on roll call, which resulted as follows : VOTING VOTING VOTING VOTING VOTING VOTING VOTING VOTING VOTING VOTING APPROVED BY THE MAYOR: 2000 . Mayor STATE OF NEW YORK ) ss. . COUNTY OF TOMPKINS ) I, the .undersigned Clerk of the City of Ithaca, Tompkins County, New York, DO HEREBY CERTIFY: That I have compared the annexed extract of the minutes of the meeting of the Common Council of said City, including the resolution contained therein, held on the 6th day of December, 2000, with the original thereof on file in my office, and that the same is a true and correct transcript therefrom and of the whole of said original so far as the same relates to the subject matters therein referred to. I FURTHER CERTIFY that all members of said Common Council had due notice of said meeting. I FURTHER CERTIFY that, pursuant to Section 103 of the Public Officers Law (Open Meetings Law) , said meeting was open to the general public. I FURTHER CERTIFY that, PRIOR to the time of said meeting, I duly caused a public notice of the time and place of said meeting to be given to the following newspapers and/or other news media as follows: Newspaper and/or other news media Date given -2- I FURTHER CERTIFY that PRIOR to the time of said meeting, I duly caused public notice of the time and place of said meeting to be conspicuously posted in the following designated public location(s) on the following dates: Designated Location(s) of posted notice Date of Posting IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of said City this day of December, 2000 . City Clerk (CORPORATE SEAL)