HomeMy WebLinkAboutMN-B&A-1998-06-24 BUDGET AND ADMINISTRATION COMMITTEE
JUNE 24, 1998
7:30 P.M.
COMMON COUNCIL CHAMBERS
AGENDA
Statements from the Public
Amendments to Tonight's Agenda
A. Common Council
1. Towing Fee and Ordinance Revisions - Discussion, Possible
Resolution
V 2 . Meeting Rules - Possible Resolution
(Material to be distributed at the meeting)
3 . Community Survey Funding - Update
4 . City Judge Salary - Report
5. Amendment to Grievance Policy - Update
6 . Managerial Pay Raise Subcommittee - Report, Executive ! :,
.. Session
B. City Clerk
1. Request Funds for Advertising - Possible Resolution ,?
C. Mayor
1. Ithaca Festival - Tompkins County Funding of Celebrations
Resolution
D. Fire Department
1 . Proposed Ordinance to Provide Authority to Charge Fees
for Master Box Connection to City' s Municipal Fire Alarm
System
2 . Request Funds for 1 5th Anniversary Celebration -
Possible Resolution ,
E. DPW
✓1 . Request Funds to Replace Roof on Streets & Facilities
Building - Possible Resolution
(OVER)
BUDGET AND ADMINISTRATION COMMITTEE AGENDA JUNE 24, 1998
PAGE 2
F. Planning & Development
W 1 . Request for Budget Transfer - Resolution
V2 . Per onnel Itnnem -
�H
G. Personne
1. Personnel Item -
(Ma eriala
be distributed at the meeting)
H. Youth Bu eaW ��•
*C 1. Request to Amend 1998 Budget - Resolution
I. Building Department
1. Residential Fire and Smoke Detection - Discussion
J. Finance/Controller
W1. Request to Adopt a Local Law Electing a Retirement
�••► Incentive Program - Resolution
NOTE: *C = Consent Agenda. If you have questions, or want this
item discussed at B & A, call Jane Marcham,. 273-5754.
f K. Reports
1 . Approval of March 25th and April 29th Minutes
2 . Vacancy Review - Report
3. Mayor' s Report
4. Council Members' Announcements
5. Next month's B & A: July 22, 1998
6 . Community Service Agency Review Agenda for 7/16/98 .
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19 . 11 Planning and Development - Appointment of Director of
Economic Development
RESOLVED, That Douglas MacDonald be and hereby is appointed to the
position of Director of Economic Development, effective August 17,
1998, at a 1998 annual salary of $59,500, and be it further
RESOLVED, That upon his appointment, Mr. McDonald shall be credited
with a one-time allocation of six hundred hours (600) of sick time
to be used by employee if he becomes unable to work due to sickness
or accident, but cannot be applied to retirement benefits at such
time of retirement or departure from the City, and be it further
RESOLVED, That an amount not to exceed $1,500 in moving expenses
shall be allocated to the employee to relocate to the City of
Ithaca, and be it further
RESOLVED, That the position of Director of Economic Development be
designated as a managerial position pursuant to Section 201 . 7 (a) of
the New York State Civil Service Law.
19 . 12 Personnel - Appointment of Director of Human Resources
RESOLVED, That Schelley E. Michell-Nunn be and hereby is appointed
to the position of Director of Human Resources, effective July 6,
1998, at an annual salary of $69,500, and be it further
RESOLVED, That upon her appointment, Ms . Michell-Nunn shall be
credited with a one-time allocation of forty (40) hours of annual
leave, and be it further
RESOLVED, That Ms . Michell-Nunn will earn annual leave at 20 hours
per month for the first sixty ( 60) months of City employment, 17
hours per month for the next twelve ( 12) months of City employment,
after which time she will earn annual leave on a monthly basis
according to the most current schedule for managerial personnel for
Length of Service year seven (7) and beyond, and be it further
RESOLVED, That, for all other fringe benefits, she will follow the
current benefit package approved for managerial personnel not
covered by a bargaining unit, and be it further
RESOLVED, That the position of Director of Human Resources be
designated as a managerial position pursuant to Section 201 . 7(a) of
the New York State Civil Service Law.
. 12 Personnel - Appointment of Director of Human Resources
RESOLVED, That Schelley E. Michell-Nunn be and hereby is appointed
to the position of Director of Human Resources, effective July 6,
1998, at an annual salary of $69,500, and be it further
RESOLVED, That upon her appointment, Ms . Michell-Nunn shall be
credited with a one-time allocation of forty (40) hours of annual
leave, and be it further
RESOLVED, That Ms. Michell-Nunn will earn annual leave at 20 hours
per month for the first sixty (60) months of City employment, 17
hours per month for the next twelve ( 12) months of City employment,
after which time she will earn annual leave on a monthly basis
according to the most current schedule for managerial personnel for
Length of Service year seven (7) and beyond, and be it further
RESOLVED, That for all other fringe benefits, she will follow the
current benefit package approved for managerial personnel not
covered by a bargaining unit, and be it further
RESOLVED, That the position of Director of Human Resources be
designated as a managerial position pursuant to Section 201 .7(a) of
the New York State Civil Service Law.
CITY OF ITHACA
Gr`' °art 108 East Green Street Ithaca, New York 14850-5690
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A OFFICE OF THE CITY ATTORNEY
`Q I'll.,.....,, .`0 Mariette Geldenhuys,City Attorney - -
10 Patricia M.Kennedy,Assistant City Attorney
MEMORANDUM
TO: Budget and Administration Committee �^
FROM: Mariette Geldenhuys, City Attorney
DATE: June 16, 1998
RE: Revision of towing ordinance
Please find attached proposed revisions to § 346-35 of the
Ithaca Municipal Code, involving the regulation of towing and
storage fees .
In addition to the proposed revisions to the towing and
storage fees, the City Attorney' s office is exploring the
possibility of licensing tow car operators. Licensing of tow car
operators with respect to non-consensual tows has been upheld by,
$I the federal courts in at least two cases as being within the police
power of the States, and therefore not in violation of the
Interstate Commerce Act (which imposed limitations on regulation of
towing. ) The power to license must be used to protect public
health and safety. Accordingly, I suggest that the City consider
a licensing ordinance containing provisions of the kind that have
been upheld by the courts, and incorporating provisions currently
contained in a General Order of the Police Department that are
consistent with the courts' interpretation of the Interstate
Commerce Act. The City Attorney' s office will continue to . research
case law to ensure that any proposed licensing scheme will be
viable. If this committee wants to proceed with the ordinance, a
draft will be prepared for the July committee meeting.
I suggest that the revisions pertaining to towing charges and
the new licensing provisions be passed at the same time. However,
if the licensing ordinance is not ready for a vote by the August
council meeting, the increase in fees can be passed separately at
that time.
q:attorney\kenneth\towtnemo2.wpd
"An Equal Opportunity Employer with a commitment to workforce diversification." W
PROPOSED REVISIONS
ITHACA MUNICIPAL CODE
Chapter 346
VEHICLES AND TRAFFIC
ARTICLE IV
Removal of Abandoned or Illegally Parked Vehicles
346-35. Towing.storage and labor charges.
A. After the removal of any vehicle as provided in this Article, the person
authorizing the removal may cause such vehicle to be stored in suitable place.
The owner,or persons in charge of the vehicle, may redeem the vehicle upon
payment to the responsible [Wrecker Service facility] tow car owner the amount
of all expenses actually and necessarily incurred in effecting such removal not to
exceed the removal charges as established by Common Council, or by posting a
bond with the City Chamberlain or the responsible [Wrecker Service facility] tow
car owner for the cost of said charges.
1. The owner, or persons in charge of the vehicle, may request a tow-away
investigation by the City Attorney's Office and/or a hearing before an
impartial officer designated by the City Attorney's Office to determine
whether the towing of the vehicle is authorized by this Section. Such
investigation and/or hearing shall be held within five (5)business days
after the request therefor. The owner of the vehicle shall be liable for all
towing and storage fees accrued during the time the vehicle remains
unclaimed, or in storage, unless it is determined that the tow was not
authorized by this Section. If it is determined that the tow was not
authorized under this Section, the owner of the vehicle shall be discharged
from any obligation for the removal and storage charges. If it is
determined that the tow was not authorized under this Section, then the
City of Ithaca shall be responsible for the removal and storage charges in
all cases where the removal was effected by the Superintendent of Public
Works or by order of the Ithaca Police Department; in all other cases, such
charges are recoverable in the appropriate civil court by the Wrecker
Service facility from the private property owner who directed the tow.
Where the tow is authorized by a private property owner, he or she shall
receive notice of any hearing requested.
2. If the owner, or persons in charge of the vehicle, do not claim the vehicle
or request a review and/or hearing within fifteen (15) days of being
notified of the tow, the City shall be entitled to assert a lien against the
vehicle for the amount of accrued towing and storage fees and proceed to
sell the vehicle at public auction as provided by law.
B. Removal charges are hereby established as follows:
1. Ordinary removal charges shall not exceed$50.00 total charge. "Ordinary
removal' means the removal of any vehicle that [does not require special
equipment, such as-dollies, flat beds, ramps,jacks or slings.] is not a
special equipment removal, a special problem/circumstance removal or an
extraordinary removal.
2. Special equipment removal charges shall not exceed$70.00 total charge.
"Special equipment" means the removal of any vehicle that requires
special equipment such as dollies, flat beds, ramps,jacks or slings.
3. Special problem/circumstance removal charges shall not exceed$70.00
total charge. "Special problem/circumstance" means the removal of MY
vehicle that involves additional steps such as snow removalgaining
access to a locked car, or extra cleanup A request shall be made by the
tow car operator to the police officer at the scene that the tow be treated as
a special problem/circumstance removal. Reasons for the request shall be
stated by the tow car operator to the police officer at the scene and shall be
recorded in the"Police Tow Away"Log. Approval or denial of request is
to be made at the discretion of the police officer at the scene of the tow
and indicated on the "Police Tow Away"Log. Denial of the request by the
police officer shall cause the removal to be deemed an ordinary removal
4. Extraordinary removal charges shall be based on the actual costs of the use
of the extraordinary equipment, plus labor charges. "Extraordinary
removal" means the removal of any vehicle requiring the use of a crane or
other extraordinary equipment other than regular or special towing
equipment.
C. [A fee not to exceed $15.00 may be charged by the Wrecker or Tow Service
operator to the owner or operator of any vehicle requiring removal services as
provided in this Chapter, whenever the owner or operator appears to remove the
vehicle after the Wrecker or Towing Service has been dispatched or arrives, but
before the vehicle has been hooked up for towing or removal.]
D. [A fee] Hook-up/No tow charges not to exceed $25.00 may be charged by the
[Wrecker or Towing Service] tow car operator to the owner or operator of any
vehicle requiring removal services as provided in this Chapter whenever the
proposed new language = underlined
language proposed to be deleted = [bracketed]
Q:\ATTORNEY\KENNETH\S HORTTOW.WPD
owner or operator appears to remove the vehicle after the [Wrecker or Towing
Service] tow car operator has hooked up the vehicle for towing or removal, but
before the vehicle has been removed from the scene.
E. Storage fees not exceeding 15.001 per day or fraction thereof may be charged by
the [Wrecker or Towing Service] tow car operator after the vehicle has been
stored for more than 24 hours.
F. After-hours service charge not to exceed$10.00 may be charged by the tow car
operator whenever the tow car operator appears to remove a vehicle during the
hours of 11 P.M. to 7 A.M.. has hooked up the vehicle for towing or removal. and
stores the vehicle at a facility for storage maintained by a licensed tow car owner
or operator.
G. A schedule of fees as listed in this Section shall be posted in a conspicuous area
on the premises of each [Wrecker or Towing Service] tow car operator and shall
be made available upon demand by the general public.
'Please note that the City of Ithaca requested that storage fees remain at$10.00/day.
proposed new language = underlined
language proposed to be deleted = [bracketed]
Q:\ATTORNEY\KENNETMSHORTTOW.WPD
B&A Meeting, June 24 , 1998
Report of the Subcommittee on City Tow Regulations
This subcommittee consisted of Jane Marcham, Paulette Manos,
Traffic Sgt. Keith Loson, and the six tow operators; Chief Basile
and Deputy Chief Barnes also attended several sessions. Since
April 27 we've met four times to consider the operators' requests
for fee increases and possible revisions in the city ordinance.
Agreements have been reached (third column of figures below) on
all except the storage rate, which is still in discussion.
Ithaca Police Department Tow Rates o5�a
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Regular Tow $ 45. 55. 50.
Special problems/circumstances
Over 10 minutes at scene 65.
Extra cleanup, snow removal, other 70.
time consumers (noted on tow log)
Special equipment tow 65. 75. 70.
Flatbed, motorcycle, dolly etc.
Show-up 15. 0. 0.
Hook-up/No tow 20. 25. 25.
Storage per day 10. 15. �e�
MOM
After-hours service charge for 10. l t'"
storage yards (11 p.m.-7 a.m. )
Towing fees were last raised in 1993, and the storage charge in
1991. In arriving at these proposals, we discussed the tow
operators' rising costs, comparisons with fees in other Central
New York cities, and Consumer Price Index increases since 1993.
FYI, for comparison, basic city-regulated tow charges in CNY
range from $35 to $62, and storage charges range from $5 to $15
per day (I phoned police in Elmira, Binghamton, Syracuse, Geneva
and Cortland) . The Northeast CPI rose 10.6 percent from 1993 to
1997; the proposed increase in the basic ("regular") tow charge
amounts to 11 percent.
We hope all proposed revisions in the city ordinance will be
ready for Common Council adoption on August 5.
Timfirer ,C'ahed Weeder Seeviee
911 EAST SHORE DRIVE - ITHACA, NY 14850 - (607)273-6972
Tow Truck/Flatbed Costs - Increase Cost Analysis:
1990 Chev. 1-ton gas wrecker $27,500.
1990 Ford 1-ton diesel wrecker 29,500.
1990 Ford 10' aluminum flatbed 31,900.
1993 Chev. 1-ton gas wrecker 29,700.
1993 Chev. 1-ton diesel wrecker 38,685.
1993 International diesel I0``aluminum flatbed " 35,900.
1998 Chev. I-ton gas wrecker, 43,900.
1998 Chev. 1-ton diesel wrecker 47,900.
1998 International diesel 19'aluminum flatbed 40,900,
Percentage increase 1990 to 1998;
1-ton gas tow truck 37.3%
1-ton diesel tow truck 38.4%
flatbed 22.0%
City Parking Ticket Rates
Jan 92 was 3.00 5.00 increase of 67%
Garage Parking Fees
1991 was.25 cents an hour .30 cents an hour
1995 was.30 cents an how .35 cents an hour
1996 was.35 cents an hour .40 cents an how
was a total increase of 62%over 5 years
Figures provided.by July Holcome at the City Clerks Office
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vac City of Ithaca Building Department
�� g• 108 East Green Street Ithaca, New York 14850
y 8 Telephone 607-274-6508 Fax 607-272-7348
0"0 001 a X00
SR ?EO
To: Jane Marcham, Budget and Administration Committee Date: 17 Jun , 1998
Chair
From: Richard L. Eckstrom, Building Commissioner VV\
Re: Residential Fire and Smoke Detection
As you may recall, the Housing Code provision that requires the installation of smoke/heat
detection equipment in residential properties beyond that required in the New York State
Building Code has been successfully challenged by two property owners. These two property
owners believe that, because their buildings predated 1984, we could not write ordinances that
required an upgrade in the life safety level in the buildings. We disagree, in fact our housing
code requires upgrades to all residential buildings to some of the contemporary standards.
Because we wanted to be fair across the board, not just these two owners, the Fire Chief and I
asked Common Council to advance the compliance date to August 15th of this year. This
changed compliance date was implemented based on the idea that we'd have more information
this spring. We had hoped that we would receive an answer on an appeal by now, unfortunately
we haven't. The decision on the appeal will likely not be received until the fall. Most of the
delay is related to health problems in the City Attorney's office.
Because of this delay, I request that Common Council now move the compliance date for
existing buildings another 12 months into the future. This would require the installations of the
systems in existing buildings by August 15, 1999. The application of the ordinance to new and
converted structures hasn't changed, systems in these structures will continue to be installed.
I will not be available for the Budget and Administration meeting on June 24th, however, the
Fire Chief will already be participating in your discussions. Brian Wilbur has agreed to answer
questions on this issue.
cc: Mayor Alan J. Cohen
Brian Wilbur, Fire Chief
Pat Kennedy, Assistant City Attorney
ADDITIONS to Budget and Administration Committee Agenda, 6/24/98
common council:
6. Request for payment for damage to private property during
street project -- Executive Session
7. Request for authorization to settle a suit -- Executive
Session
8. Funding to pay the acting assistant city attorney --
Discussion, possible resolution
9. Procedure for appointing deputy city clerk -- Report
Department of Public Works:
2. State agreement on funding Stewart Ave. bridge --
Resolution
Jane Marcham, chair
ADDITIONS to Budget and Administration Committee Agenda, 6/24/98
Common Council:
"T Request for payment for damage to private property during
street project -- Executive Session
g' Request for authorization to settle a suit -- Executive
Session -3 35�oce� (Owea \to�C76t� wa�� SrdM to 1%Z tuao �3 t —
✓ . Funding to pay the acting assistant city attorney --
Discussion, possible resolution
t0 Procedure for appointing deputy city clerk -- Report
Department of Public Works:
2. State agreement on funding Stewart Ave. bridge --
Resolution
Jane Marcham, chair
r
CITY OF ITHACA
G~:' �rt 1 James L. Gibbs Drive Ithaca, New York 14850
i
YOUTH BUREAU
R�RA7�0 Telephone: 607/273-8364 Fax: 607/273!2817
TO: Dominick Cafferillo, Con o er
FROM: Sam Cohen, Director
RE: B & A Agenda for June 24h meeting
DATE: June 17, 1998
Please place the following item on the agenda for June 2e meeting:
Small Fry Football—budget adjustment (see enclosure).
"An Equal Opportunity Employer%with a commitment to workforce diversification."
r.r
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O�IT.N9
y�ogPo��o,�d
CASS PARK
CITY OF ITHACA
701 TAUGHANNOCK BLVD.
ITHACA,NEW YORK 14850
Telephone:(607)273-1090
4 Fax: (607)273-8633
TO: Budget and Administration
FROM: John M. Doyle
DATE: June 5, 1998
RE: Budget Adjustment to 1998 Budget
Request to increase the budget for Small Fry Football by $2,700.00 as follows:
$1,500.00 in line A 7310 5120— 1532
400.00 in line A 7310 5435 — 1532
700.00 in line A 7310 5460— 1532
1 00.00 -7;10-9030_ 1537,
Increase revenues by $2,700.00 (A2070). The revenues will be generated from corporate
donations, fund raisers and other donations.
CC: Sam Cohen
"An Equal Opportunity Employer with an Affirmative Action Program" �1r Recycled Paper
.......... CITY OF ITHACA
108 East Green Street Ithaca,New York 14850-5690
8
8
'jC x RICHARD FERREL,ASST.SUPERINTENDENT OF PUBLIC WORKS
gPp�TEp Telephone: 607/272-1718 Fax: 607/272-4374
To: Budget and Administration Committee
From: Richard Ferrel, Asst. Superintendent of Public Works
Date: June 11, 1998
Re: Replacement of Streets and Facilities Building Roof
For several winters, water has leaked through the roof of the Streets and Facilities
building when an accumulation of snow and ice is melting. The Department's Building
System staff has attempted several methods to seal the roof which has resulted in
reducing the amount of water entering but not elimination of the leaks. Heat tape was
installed on the roof edge to aid the melting process but, it also, has failed to cure the
problem. The leaking water has caused damage to ceilings and insulation. A
hazardous condition also exists as water runs down the interior walls and into electric
panels.
The building was erected in 1976 with a metal roof which is fastened with exposed
fasteners. Over time, expansion and contraction from temperature changes, snow
loads on the roof and the effects of wind have caused elongation of the fastener holes
and loss of the seal around the fasteners and at the roof section joints. As stated
earlier, our attempts to repair the roof have resulted in less than satisfactory results.
During the past winter, two contractors inspected the roof and provided solutions and
rough estimates for its' repair. Both contractors recommended installing a new roof
over the existing roof. They felt that the existing roof had simply outlived its useful life
and that repairs were not possible at a reasonable expense. The replacement roof
systems use blind fasteners which eliminate mounting holes in the roof panels. One
contractor provides a 20 year warranty for a metal roof while the second estimate is
for a membrane coating with a 10 year warranty. Attached are copies of the
proposals with cost figures in the $75,000 to $87,000 range.
The leaking roof must be repaired or the Department will be faced with further
deterioration of the building and future unnecessary and costly repairs. Also, our
employees cannot be allowed continued exposure to the hazards of electrical shock
around water logged control panels or wet floors. The Department requests that a
Capital Project be established to fund the roof replacement and that the project be
authorized for bid so that construction can be completed by this winter.
.An Rrntal Onnortunity Emnlover with an Affirmative Action Pro¢ram" O t
��lON TEL: 315/789-7756
FAX: 315/781-1624
CON S T R UCTIO N P.O. Box 129
COMPANY, INC. Corner Serven Rd. & Rts. 5 & 20
Geneva, NY 14456
February 17, 1998
City of Ithaca
Department of Public Works
Pier Road
Ithaca,New York 14850
Re: New Roof on DPW Garage
Dear sir;
After inspection of the existing metal roof on the DPW garage I would suggest that a new
standing seam roof be installed over the existing metal roof United Structures of America(USA)
make a Retro Roof System. This,system involves a concealed fastener 24 ga standing seam
galvalume roof installed on high floating clips that have been fastened to the existing purfin
system. The roof material carries a 20 yr warranty. Accessories would include 26 ga trim in
standard colors. The new roof pitch would be the same(1:12) as existing.
The exact square footage of the building was not determined on my visit,but I estimate it to be
between 26,000 and 28,000 sf. The price of this roof installed under the Davis Bacon Prevailing
Wage would be approximately$2.69 per square foot. This would include freight, labor,
equipment and all material. If Prevailing Wages were not required,you could deduct $.14 per sf
There are other alternatives, but the old roof systems have so many exposed fasteners that it is
almost impossible to do a good job at stopping all leaks.
Please let me know if I can help you with this project.
Sin n e r 4ell y,
Stephe B. Johnso
— YOUR COMPLETE JOB UNDER ONE CONTRACT —
Excelsior Sv5tczm5 Inc. 715 Willow qve.,Ithaca, 11V 1050•f607/277-010a
JANUARY 14, 1998
CITY OF ITHACA
245 PIER ROAD
ITHACA, N.Y. 14850
RE: NEW ROOF FOR UPPER MAIN ROOF OF THE VEHICLE MAINTENANCE FACILITY.
DEAR SIRS:
WE PROPOSE TO REROOF THE METAL ROOFED AREA OF YOUR FACILITY AT 245 PIER
ROAD. THE SYSTEM TO BE USED WILL BE, THE METAL RETROFIT SYSTEM.
THIS IS A WARRANTED SYSTEM THAT IS SPECIFICALLY MADE TO ELIMINATE THE
PROBLEMS THAT ARE INHERENT IN HARD-PANEL ROOFING SYSTEMS. THE END
PRODUCT WILL BE'A TOTALLY SEALED MEMBRANE THAT WILL NOT LEAK EVEN IF ICE
DAMS FORM AT THE EAVES.
THE SPECIFICATIONS FOR THE ROOF ARE AS FOLLOWS:
1. INSTALL AN INSULATION BOARD IN THE PANS OF THE METAL ROOF.
THESE WILL BE THE SAME THICKNESS AS THE RIDGES OF THE METAL
ROOFING.
2. INSTALL A 1 .5" ISOCYANURATE BOARD OVER THE FILLER BOARD.
3. INSTALL A T.P.O. MEMBRANE THAT IS MECHANICALLY ATTACHED TO
THE STRUCTURE. THE MEMBRANE WILL HAVE SEAMS THAT ARE HOT AIR
WELDED
4. FLASH ALL PIPES AND CURBS.
5. PROVIDE A 10 YEAR WARRANTY.
THE COST OF THIS NEW ROOF WILL BE, $74,791.00. THE APPROXIMATE "R" VALUE FOR
THE INSULATION IS 11.
ALTERNATE:INSTALL AN ADDITIONAL 1.5" OF ISOCYANURATE INSULATION (TO BRING
THE APPROXIMATE "R" UP TO 21, AND AN ADDITIONAL 1.5" PERIMETER NAILER. THE
COST OF THIS WILL BE, $11.640.00.
THE TERMS ARE 10% UPON SIGNING THIS CONTRACT, 50% UPON DELIVERY OF THE
MATERIALS, AND THE BALANCE UPON COMPLETION. NO TAX OR PREVAILING RATE
HAVE BEEN INCLUDED.
THANK YOU FOR GIVING US THE OPPORTUNITY TO QUOTE THIS PROJECT. THIS QUOTE
IS GOOD FOR 30 DAYS.
SINCERELY,
RON S ACORD OR
EXCELSIOR SYSTEMS, INC.
PLEASE SIGN AND RETURN ONE COPY:
........................................................................................ DATE:...................................
Choose Excelsior for excellence.
York State and Local Retirement Systems
Employees' Retirement System
Police and Fire Retirement System
H.Carl McCall,'State Comptroller
Gov.Smith State Office Building, Albany,New York 12244
June 9, 1998
Location Code: 20021
Mr. Dominick Cafferillo
Comptroller
City of Ithaca
108 E Green St
Ithaca,NY 14850-5614
Dear Mr. Cafferillo:
As you requested, enclosed is a list of Employees' Retirement System members who MAY be
eligible for the 1998 Retirement Incentive Program.
PLEASE NOTE: The information used to produce the list has not been verified. Some
eligible employees may not have been included on the list. Ineligible employees, such as
members who hold elective office(i.e. Mayor), may have been included. Therefore, please
review your records to ensure that all your eligible employees are included in your estimate.
The data in the column 'APPROXIMATE SERVICE AS OF 3/31/98' may have been
calculated assuming full time service beginning as of the person's date of membership and
continuing through March 31, 1998.
This list includes the member's tier and salary as of March 31, 1998. The list was produced with
the following assumptions:
a)- That the employee will have remained in continuous service from February 1, 1998
to the commencement date of the open period. Note: A leave of absence with pay
will be considered active service, and other approved leave without pay not to
exceed 12 weeks between February 1, 1998 and the commencement date of the
designated open period will also be considered active service.
b) That the employee will attain age 50 on or before December 31, 1998.
f
C) That the employee is entitled to full-time service credit. Part time employees may
be included in this list who will not meet the minimum service requirement of this
program.
d) That the employee will have the appropriate amount of service credit required by
. 4 the member's tier. Incentive service credit cannot be used to meet the minimum ten
� = year eligibility requirements. The incentive service may be used to qualify for an
improved retirement plan.
To adopt the 1998 Retirement Incentive Program, all enactments must take place on or before
September 3, 1998. The following forms must be completed and filed with the New York State
and Local Retirement System:
1. Local Law Filing - The original documents must. be sent to the Department of State. A
certified copy of the local law must be sent to the Retirement System within 7 days of adoption.
2. Affidavit Pursuant to the 1998 Retirement Incentive Pro rg am - to be completed by the chief
fiscal officer. Please fill in all the blanks, and send us the originally signed and notarized affidavit.
3. List of Members Eligible for the 1998 Incentive - you must submit this list to the Retirement
System no later than the last day of your open period.
4. List of Members Eligible for a Separate Employer-Provided Incentive - to be completed only,
if the affidavit indicates that you provide a separate local retirement incentive program. Please list'
those employees who are eligible for your separate, employer-provided incentive and the 1998
Retirement Incentive Program. Please send the list by the first day of your open period.
5. Employee Waiver and Employer Certification - to be completed by the employee and the
employer if the member is eligible for the separate, employer-provided incentive and wishes to
receive the retirement incentive benefits under Chapter 47 instead. You may make as many copies
of this form as necessary. A copy of the completed form must be forwarded to the Retirement
System immediately, as no Retirement Incentive payments will be made to members eligible for
your separate, employer-provided incentive until this waiver is received.
All documents must be sent to:
Member Services Bureau
New York State and Local Employees' Retirement System
15th Floor
Gov. A.E. Smith State Office Building
Albany, New York 12244-0001
71
If you have any further questions concerning the 1998 Retirement Incentive Program, please
contact me at (518) 474-6535. If your employees need information concerning their individual
retirement benefits, please have them contact our Information Office at (518) 474-7736.
Sincer ,
Dougla urr, Information Representative
Member Services Bureau
DB:b
Enclosures
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
DEPARTMENT OF PUNNING AND DEVELOPMENT H. MATTHYS VAI
Telephone: 607/274-6550 Fax: 607/274-6558
CONFIDENTIAL
TO: Dominick Cafferillo, City Controller
Jane Marcham, Chair of Budget &Administration Committee
Member of Budget &Adm* istration CpawAittee
FROM: H. Matthys Van Cort X4 Z�
Director of Planning and Development
SUBJECT: Director Economic Development
DATE: June 12, 1998
Please add the following item to the Budget &Administration Committee agenda for
June 24, 1998:
Planning Department Personnel Matter—Confidential
The item is the appointment of Director of Economic Development. I assume that the
discussion of salary and other benefits can be kept confidential until the Common
Council has approved the appointment.
The terms of employment, which I have offered, subject to Council approval, to Douglas
MacDonald for his appointment as the City's Director of Economic Development, are as
follows:
• Annual Salary: $59,500.00
• Moving Expenses: $1,500.00
• Sick Days: 600 hours allowance, which could be used by the employee, if he became unable
to work due to sickness or accident. These 600 hours would not, however, apply to
retirement benefits at such time that he should choose to retire or leave the City.
Mr. MacDonald has worked in economic development for years and is highly qualified for the
position. I include, for the Committee's information, a copy of his resume. Mr. MacDonald has
the usual combination of both planning and economic development experience, which we are
looking for, and he comes highly recommended by all the references we have contacted. I hope
you will act favorably upon this proposal. I believe it is of extreme importance to the city that
we fill this position and move forward with some of our development initiatives.
If you have any questions, please contact me before the B &A Committee meeting.
Copy: Alan J. Cohen, Mayor
q:\planningVstaff\thy.-,Vnemos\1998\ded proposal to b&adoc
"An Equal Opportunity Employer with a commitment to workforce diversification."
��-�..•• .,,cy CITY OF ITHACA
Ca=• 'tit 108 East Green Street Ithaca, New York 14850-5690
c0,�`-•..••••�/`� DEPARTMENT OF PLANNING AND DEVELOPMENT H. MATTHYS VAI\
�RAtEO Telephone: 607/274-6550 Fax: 607/274-6558 F—
TO:
Jane Marcham, Chairperson, Budget &Administration Committee
Budget and Administration Committee
Dominick Cafferillo, City Controller
FROM: H. Matthys Van Cort
Director of Planning and Development!/
SUBJECT: Budget Transfer
DATE: June 17, 1998
As work on the 1998 budget was being considered by Common Council near the end of 1997,
the Mayor and I discussed the lack of funding in the 400 series for 1998 to cover Jon Meigs'
consulting contract. The Mayor and I agreed that if we were not able to hire a Director of
Economic Development early in 1998, some of the surplus in the 100 series could be used to
cover Meigs' contract.
I hereby request that Common Council approve the transfer of$10,(Xx).(X) from A8020-5105
(Administration Salary) into A8020-5435 (Contracts) to cover Meigs' contract.
Copy: Alan J. Cohen, Mayor
\\cityhallserver\vol2\planning\staf\thys\memos\1998\budget transfer.doc
"An Equal Opportunity Employer with a commitment to workforce diversification." tM
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REGULAR AGENDA ITEMS: A ;_
Budget and Administration Committee:
17.1 Common Council - Support for Recommended Policy on Removal of
Counseling Memorandum from Employees' Personnel Files
WHEREAS, a request was made to the Budget and Administration
Committee to review and clarify the removal process of counseling
memorand-am'from employees ' personnel files, and
WHEREAS, an Ad Hoc Committee reviewed the counseling memorandum
removal process and is recommending the following policy, applying
to 1 ity employees, be reviewed for implementation:
A Counseling Memorandum, which is the equivalent of a
warning letter, is an initial step in disciplinary
action and not subject to a grievance procedure.
2 . Any City employee may request- the removal of Counseling
Memoranda from his or her personnel file after two.
working years of active employment with the City from
the date the behavior occurred, provided that' no similar
behavior reoccurs during the two-year period. The
employee must . make . a . written request for the
memorandum's removal, addressed to the Director of Human
Resources. The Director of Human Resources must respond
in writing to the employee within 30 working days on the
sem'4
status of the memorandum's removal;
now, therefore, be it
RESOLVED, That Common Council hereby supports said policy. and
recommends its .transmittal for. review and comment to all parties
involved, including the Human- Resource Department, legal
department, City department. heads-, and City bargaining units.
17.2 Common Council - Approval of Change in City Court Judges'
Hours
WHEREAS, the City of Ithaca has two City Court Judges: one.
elected, one-half time City Court .Judge and one appointed, one-
quarter time Acting City Court Judge, and
WHEREAS, the state changed the City. Court Act in 1995 upgrading
the half-time elected position to full time and reducing the
quarter-time position to 1/20 time, said changes not to become
effective until 2002; and
WHEREAS, the City Attorney's office has been told that the city of
Kingston, which had 6, 794 case filings in 1996, compared with
JUN 18 199E
Tompkins County
BOARD OF REPRESENTATIVES r
Courthouse, Ithaca, N.Y. 14850
June 8, 1998
Ms. Laurel Guy
Ithaca Festival
215 North Cayuga Street
Ithaca, NY 14850
Dear; Laurel,
Congratulations on what appears to me to be another successful festival. You
deserve much thanks for your hard work and imagination.
You inquired in April about the County's funds to support community
celebrations, seeking funds for the Ithaca Festival. In my response to you, I
said that the County Board was still in the process of preparing guidelines for
the granting of those funds.
You probably have heard by now that those guidelines were established by
County Board resolution, a copy- of which is attached. If you have not already
done so, you should follow-up by contacting the Mayor or Ithaca City Council
which must recommend which organizations in Ithaca should be granted
funds this year for celebrations. My guess is that the best person to approach
on this is Susan Blumenthal who chairs the Common Council's Planning
Committee When the County Board receives the city's recommendation, we will
take the necessary steps to grant the funds. Please note that $400 of the city's
allocation has already been expended for GIAC's May celebration.
If you have any questions about this, please call me.
Sincer
1
Stuart W. Stein
County Representative and
Chairman of the Arts, Culture and Tourism Committee
cc:VMayor Alan Cohen
Common Council Member Susan Blumenthal
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