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HomeMy WebLinkAboutMN-B&A-1999-10-21 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE BUDGET MEETING/ 7:30 P.M. OCTOBER 21, 1999 B & A MEETING MINUTES Present: Committee Members : Marcham, Shenk, Farrell, Manos, Hershey, Vaughan, Spielholz, Blumenthal, Taylor Committee Members Excused: Sams Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer City Chamberlain Parsons Fire Chief Wilbur Asst. Superintendent of Streets & Facilities Ferrel Recreation Facility Manager Doyle Members of the public Members of the media 1 . Opening Comments Chairperson Marcham stated that the agenda for this meeting is as follows: A. Public Hearing on Budget B. Discussion of remaining budget items on addition list C. Discussion of tax rate D. October B & A Agenda Chairperson Marcham explained the next steps of the Budget Process : A. Council recommends a 2000 budget and tax rate after tonight' s review; B. November 3rd formal public hearing and adoption of Budget; C. Within 5 business days from November 3rd, Mayor to respond to Council-recommended Budget; D. Council then can reply or overrule Mayor reply; BUDGET MEETING MINUTES OCTOBER 21, 1999 E. Final Tax Rate adoption December lst. Members of the public were asked to speak; the following individual spoke: Fay Gougakis spoke to Council and requested that the SPCA inform city residents through public service announcements regarding the Dog Barking Law and dog education. She also stated that the Cass Park Pool has been turned into an amusement park in which you can no longer swim. She urged Council to examine the Cass Park Pool activity. 2 . October B & A Item: Fire Department Permit Fee Requirements Fire Chief Wilbur presented a request to the Committee to establish a permit requirement for places of assembly and permit requirement for installation, modification, or repair of fire detection, alarm, or suppression systems. Wilbur explained that he wants to get the Committee' s concerns and questions on the proposals, but is not looking for action at this meeting. He stated that the Board of Fire Commissioners would have to hold hearings on these items (November 9th) and bring them back for Council action. A discussion regarding the permit requests followed. Wilbur explained that a fee schedule will be brought back to the December B & A meeting for approval . He stated that the average permit cost for the places of assembly would be $30 - $200 . The Committee raised some questions concerning the permit and fee schedules. Wilbur stated that the department is sending all affected city residents and agencies letters regarding the proposals . The Committee agreed the department should continue with the proposals . No action was taken regarding this issue. Alderperson Taylor arrived at the meeting during the discussion. 3 . Addition List Budget Review Chairperson Marcham presented the Committee with the revised addition list to the Mayor' s Budget. Marcham explained that the Mayor' s Budget calls for a 2 percent property tax increase. She noted that each $75, 993 of City spending raises the tax rate by one percent (1%) . Alderperson Shenk raised questions concerning the Deputy Youth Bureau Director request. Marcham explained that the item will be discussed separate from the 2000 Budget. The 2 BUDGET MEETING MINUTES OCTOBER 21, 1999 process for the Youth Bureau request will begin in December or January. The Management Compensation Study needs to be looked at prior to a decision concerning the request. The Committee discussed the request for a possible upgrade of the Southside Community Center custodian position to full time. The cost was estimated at $12, 500 including benefits . It was noted that the Southside Center staff felt the cleaning of the Center could be improved. After a discussion, the following motion was made: RESOLVED, That the DPW Authorized Personnel Roster for 2000 at the Southside Community Center be amended as follows: Add: One (1) F/T Custodian Position Delete: One (1) Half-time Custodian Position And be it further RESOLVED, That account A7312-5115 be increased by an amount not to exceed $12, 500 for said personnel amendment and the following related salary and benefit accounts be amended as follows: A7312-5115 Hourly Full-time $10, 333 A7312-9010 Retirement 210 A7312-9030 Social Security 791 A7312-9040 Workers' Compensation 1, 166 Voting results on the motion were as follows : Ayes : (7) Marcham, Farrell, Manos, Hershey, Vaughan Shenk, Spielholz Nays: (2) Blumenthal, Taylor The motion passed 7-2 . A discussion concerning the Managerial Compensation Plan followed. Marcham explained that she is suggesting that $10, 000 be placed in Restricted Contingency for Management pay increases in 2000, unrelated to program needs . She further explained that the $10, 000 is a preliminary amount. When the management survey is complete, Council will have to discuss possible increases and alternatives . After a discussion, the following motion was made: 3 BUDGET MEETING MINUTES OCTOBER 21, 1999 RESOLVED, That an amount not to exceed $10, 000 be placed in account A1990 Restricted Contingency for the purposes of funding Year 2000 management pay increases . The motion passed 9-0 . A discussion concerning the extension of operating hours at the Cass Park Pool followed. Currently, the pool stops operating approximately August 21St. The Committee discussed keeping the pool operating until the end of August or until Labor Day. Recreation Facilities Manager Doyle was present to discuss this item with the Committee. Marcham suggested that $6, 900 would keep the pool open until the end of August. Doyle explained that of the $6, 900 cost, $4, 600 would relate to salaries and $2, 300 would relate to utilities and treatment supplies . Alderperson Spielholz stated that she was uncomfortable making a decision on the pool when the Recreation Partnership is responsible for those types of decisions . The City cost of the $6, 900 amount would be less if the Partnership assisted in the funding. Mayor Cohen explained that the City should not make this decision alone without a Partnership discussion and agreement on the issue. Cohen suggested that we reserve $2, 300 (City' s portion) for the Cass Park Pool operation extension to the end of August and take the request to the Recreation Partnership. After a discussion, the following motion was made: RESOLVED, That an amount not to exceed $2, 300 be placed in account A1990 Restricted Contingency for the purposes of funding the City' s portion of extending the operating season at Cass Park Pool until August 31, 2000, and be it further RESOLVED, That the funds are contingent on the Recreation Partnership providing the $4, 600 additional funds needed for said extension. The motion passed 9-0 . A discussion concerning the possible upgrade of eight City positions to a $16, 500/40-hour salary followed. Chairperson Marcham stated that the Chamberlain had requested upgrades of two positions in her office. In reviewing this request, it was determined that a total of 8 permanent F/T positions Citywide were below the livable 4 BUDGET MEETING MINUTES OCTOBER 21, 1999 wage of $16, 500 . To upgrade the eight positions, including Year 2000 contractual increases, would cost the City $6, 790 in 2000 . Controller Cafferillo recommended that the funds be placed in restricted contingency to determine necessary reclassifications and to notify and gain approval from the applicable unions . The following motion was made: RESOLVED, That an amount not to exceed $6, 790 be placed in account A1990 Restricted Contingency to upgrade eight City positions to $16, 500 (livable wage) . The motion passed 9-0 . A discussion concerning the Spring Cleanup Day followed. Mayor Cohen explained that he is hoping the following will occur in 2000: • Equipment will be supplied by the National Guard; • Labor will be supplied by the National Guard, community volunteers; • CSEA Union agreement; • Tipping fees to be waived by the County - they have not agreed at this time; • Two-day period on weekend - community swap a week prior (occur in the Spring) • Minimal or no cost to the City. It was noted that the last time the City performed a Spring/Fall cleanup day was in 1992 . The projected cost for such a service in 2000 would be $103, 000 if the City were to pay for the entire cleanup. No changes to the budget were made for this item. The Mayor and staff will put together a program to be done in the year 20001 aimed at no cost to the City. Chairperson Marcham stated that the Human Resources Department funding request for $4, 600 in additional interns to finalize new programs was found within the department' s budget. Also, the Prosecutor' s $500 request for staff development funds was found within the City Prosecutor' s Budget. No changes to the budget were necessary. The Committee discussed the Youth Horticultural Apprentice Program request of $33, 100. It was noted that the City funded the program in 1999 in the amount of $20, 000, including in-kind services ($8, 000 cash and $12, 000 in- 5 BUDGET MEETING MINUTES OCTOBER 21, 1999 kind) . Chairperson Marcham suggested a small cash grant of $3, 000 to $5, 000 for the year 2000. The City already has funds in its 2000 budget for DTPA activity and YES Programs, which can be used as in-kind services toward the apprentice program. City Controller Cafferillo also added that in 1999 the City Parks and Forestry Department provided in-kind services to the Horticultural program in the amount of $12, 000 to $15, 000 . The in-kind services included labor, plantings and water. The Parks and Forestry Department will also have approximately the same amount of funds in their 2000 Budget. After the discussion, the following motion was made: RESOLVED, That an amount not to exceed $5, 000 be placed in account A1012-5435 Community Services for the purposes of providing a cash grant to the Youth Horticultural Apprentice Program with a concentration of the activity on The Commons, and be it further RESOLVED, That the $5, 000 funding is not intended to replace City in-kind services to the Horticultural Program, which are in the 2000 Budget, to come from the YES Program and City Forester. Voting results on the motion were as follows : Ayes: (8) Marcham, Spielholz, Blumenthal, Vaughan, Shenk, Hershey, Manos, Farrell Nays : (1) Taylor The motion passed 8-1 . A discussion followed regarding the funding request for a City contribution to the Fall Creek Playground project. Mayor Cohen stated that the City has not contributed to a playground project prior to this request. He explained that this project is not a School District project, but rather a community-build project. After a discussion concerning the request, the following motion was made: RESOLVED, That an amount not to exceed $5, 000 be placed in account A1012-5435 Community Services for the purposes of providing the City' s contribution to a community-build handicapped accessible playground at the Fall Creek School . 6 BUDGET MEETING MINUTES OCTOBER 21, 1999 The motion passed 9-0. 4 . Tax Rate Discussion Deputy Controller Thayer stated that Council has added a net $36, 590 to the Mayor' s Proposed 2000 Budget. Controller Cafferillo stated that he received from the County the most recent assessed property value for the City, which now shows a $146, 850 decrease in City property value or $1, 395 in a tax levy decrease. The total added to the Mayor' s Proposed Budget is $37, 985. Mayor Cohen stated he would rather not increase the tax rate beyond the two percent proposed, and will bring back cuts in the amount of $37, 985. Council agreed with the Mayor. 5. Capital Project Budget Review The Committee revisited the following Capital Projects: A. Southwest Park Natural Area Development Alderperson Blumenthal explained that only $20, 000 will be needed for the Southwest Park Natural Area Development Project. It was noted that the Mayor proposed $30, 000 for the project. The following motion was made: RESOLVED, That the Southwest Natural Area Development Capital Project proposed by the Mayor be reduced by $10, 000 to a total project authorization of $20, 000 . The motion passed 8-0 . Alderperson Hershey was absent from the room during the vote. B. Fire Department Emergency Management Equipment Fire Chief Wilbur stated that the Fire Department proposed a project in the amount of $13, 000 to purchase emergency management equipment. The project would acquire the following: 1 . Outfit City Emergency Center with CAD Computer systems $9, 000 2 . Develop a training simulator built to scale of Ithaca $4, 000 The Committee agreed to add this project to the Citywide 7 BUDGET MEETING MINUTES OCTOBER 21, 1999 Computer Network Improvement Project. C. Collegetown Parking Surveys Marcham explained that $10, 000 is needed for parking surveys in Collegetown as part of the Collegetown Development Moratorium. It was recommended that this project be funded from Capital Reserve #11 Parking Areas. The Committee agreed to establish the project and fund it from Reserves . Alderperson Blumenthal was excused for the remainder of the meeting. D. Human Resources Automation of Files Project Marcham explained that the automation of Human Resources files project will be a request at the November B & A when a cost estimate is established. No action was taken. E. Cass Park Pickup Truck/Plow Acquisition Cass Park is requesting a new pickup truck be purchased for Cass Park maintenance to plow parking lots and roads as well as other hauling maintenance activity. The request is for the purchase of a 3/ ton truck from State Contract at $23, 000 . It was noted that the 1 ton pickup from State Contract would cost $28, 000 and may be better suited for the plowing. A discussion concerning the truck acquisition followed. Controller Cafferillo stated that if DPW crews cannot plow the Cass Park area internally, then a new truck should be purchased, rather than contracting out for the plowing service. The out-source of plowing duties would be expensive. It was noted that the current truck is beginning to incur large annual maintenance repairs because it can' t handle the plowing duties . After a discussion regarding the purchase, the following motion was made: RESOLVED, That a Capital Project in an amount not to exceed $28, 000 be authorized for the acquisition of a one-ton pickup with plow for the Cass Park maintenance staff. 8 BUDGET MEETING MINUTES OCTOBER 21, 1999 Voting results on the motion were as follows : Ayes : (4) Marcham, Vaughan, Shenk, Spielholz Nays : (4) Hershey, Farrell, Manos, Taylor The motion failed 4-4 . F. City Prosecutor' s Office Furnishing A request was made by the City Prosecutor to fund $7, 000 to purchase office furniture at the City Prosecutor' s office. The furnishings would replace existing furniture that has been brought in by prosecutor staff. The Committee agreed to expand the City Hall Renovation project by $7, 000 to acquire this furniture. 6. Appropriated Fund Balance/Tax Rate Mayor Cohen stated that during the break he discussed with the Controller possibilities for cutting the needed $37, 985 from the Budget. The Mayor and Controller are willing to increase the Appropriated Fund Balance by the additional $37, 985 to balance the 2000 Budget with no additional property tax increases or budget cuts. Controller Cafferillo stated further cuts to the budget would be counter-productive. Council agreed with the suggestion. After a discussion, Mayor Cohen stated that he is comfortable with all the changes Council made to his 2000 Budget and he can fully support Council changes to the proposed Budget without making any vetoes on these changes. The following motion was made: RESOLVED, That Common Council hereby approves the Mayor' s Budget with the net amendments of $37, 985 made by Council during the budget review, and be it further RESOLVED, Common Council hereby approves the two percent (20) tax increase for the year 2000 with the 2000 tax rate now at 9.4955 per $1, 000 assessed property value, and be it further RESOLVED, That the $37, 985 in budget amendments will be offset by increasing the Appropriated Fund Balance to balance the year 2000 Budget. The motion passed 9-0. 9 BUDGET MEETING MINUTES OCTOBER 21, 1999 7 . Budget and Administration Committee October Agenda Chairperson Marcham explained to the Committee that the Budget and Administration resolutions on the agenda will be forwarded to the Council meeting in November for approval . The Budget and Administration Committee meetings for November and December have been set for the following dates: November meeting: 11/18/99 7 : 30 P.M. December meeting: 12/22/99 7 : 30 P.M. The meeting adjourned at 10: 45 P.M. 10