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HomeMy WebLinkAboutMN-B&A-1996-12-17 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. DECEMBER 17, 1996 MINUTES Present: Committee Members : Shenk, Thorpe, Efroymson, Mackesey, Marcham Other Alderperson Present: Sams, Blumenthal, Gray, Johnson Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Acting Police Chief Barnes Personnel Administrator Saul Fire Chief Wilbur Deputy Fire Chief Dorman City Clerk Holcomb Supt. of Public Works Gray Planning Staff Foster Asst. Supt. of DPW, W & S Fabbroni Members of the public Members of the media 1 . Opening Comments: Chairperson Shenk stated that the following changes were made to the agenda: A. Additional Executive Session items relating to contract negotiations . B. Additional Finance Department items relating to NYS DOT property acquisitions . C. Deletion of Common Council grievance executive session item. Members of the public were asked to speak; no members spoke. 2 . Committee to Proceed into Executive Session The Committee voted, 6-0, to move into executive session to discuss contract negotiations. 1 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 3 . Report from Executive Session After the Committee voted, 6-0, to move back into regular session, Chairperson Shenk reported that the Committee 4 discussed the current contract negotiations between the City and the PBA, and no action was taken. 4. Building Department - Request to Approve Software Request for Proposal (RFP) Building Commissioner Eckstrom, Planning Department Consultant Ruth Aslanis, and Planning Staff Foster discussed the Building Department Software Request for Proposals (RFP) with the Committee. Eckstrom explained that Council approved a $52, 150 computer project in 1995, of which $28, 120 was funded and { expended. The second phase of that project was to develop an RFP and approve a proposal to develop a software program that would improve the Department' s work flow and information. The overall plan included staff changes and reductions, hardware acquisition and software acquisition. Planning member Foster discussed the software acquisition with the Committee. Eckstrom stated that he would like the B & A Committee to authorize a capital project to complete Step II of this Departmental information development process . He explained that he has received many proposals for the software development process, but the department still needs to evaluate nine proposals, which range in cost from $16, 000 to $42,000. Eckstrom stated that the remainder of the original $52, 150 authorization, $24, 030, should be used for the software development phase. A discussion concerning the request followed. Eckstrom stated that within a week the department should have a recommendation on the proposals . The Committee agreed to send the request forward to the next ' council meeting for discussion, and possibly a resolution. No r' formal vote was taken. 5 . Common Council A. West End Business Association Sub-committee Report Cynthia Yahn, a West End business owner, reported that the sub-committee is waiting for minutes from their last sub- committee meeting, and also the Association has lost their City staff assistance from both the Planning Department and the Commons Coordinator' s Office. Alderperson Efroymson stated he would check on the City staff assistance, and Controller Cafferillo stated he would look into completing the minutes . No action was taken. 2 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 B. Zeigler Financial Feasibility Study Proposal for the State Theater Richard Driscoll, Executive Director, Community Arts Partnership, discussed the current status of the State Theater Feasibility Study with the Committee. Driscoll stated that the Zeigler Study will cost a total of $28, 000 with possible reductions in the cost. The City would be asked to spend a third of the cost, or $9, 300 . He explained that the client committee is still defining the study, and the final study cost will not be determined until the scope of the study is complete. A discussion concerning the study followed. The B & A Committee agreed that the City would commit one- third funding for the study, not to exceed $9, 300 . The remaining funding would be derived from the County and local A businesses . The Committee took a straw vote, 5-0, in favor of the one-third funding commitment, not to exceed $9,300, for the Zeigler Financial Study. This item will come back to B & A in January for a formal vote. C. Management Initiative Program City Clerk Holcomb, Fire Chief Wilbur, Planning Staff Foster discussed the preliminary management initiative program approved by Council in the 1997 Budget. Wilbur stated that there are currently no specific plans developed for the $10, 000 funded by Council. He explained that the funds are just seed money to develop a program that needs the support from Council and the Mayor. Foster explained that there is a group of City employees who want to improve various aspects of the City working environment. He stated that the group now has a name, Innovative Municipal Processes Communication Team (IMPACT) . He stated that the group has decided to focus on the following two areas early on: 1 . Building a sense of community within City employees . 2 . Analyze what the City does . Foster mentioned that the City will be applying for a $50, 000 SARA Grant, which will aid the group in City process re- engineering. A discussion followed regarding the IMPACT group and the SARA grant. It was noted that the group will include all classes of City employees. City Clerk Holcomb stated that the next meeting of IMPACT on the grant discussion will be early in January. No formal action was taken. 3 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 D. Building & Fire Departments Code C Discussion A discussion concerning the possibility of using the Building and Fire Departments for Code C enforcement took place. During the Budget Process, it was discussed and various x consolidation recommendations were made by the Mayor on ways of using Fire Department personnel for Code C enforcement. Building Commissioner Eckstrom and Fire Chief Wilbur discussed the Code C issue with the Committee. They both stated that are committed to doing something about the.Code .0 problem, but further discussions to define the problem are needed. The Committee agreed that Alderperson Mackesey should be involved in the Code C discussion with the Fire Chief and the Building Commissioner. Future reports will be made to the B & A Committee. 6 . Fire Department - Request to Approve Capital Project Consolidation Deputy Fire Chief Dorman presented a request to the Committee to consolidate three existing capital projects so that the first phase of the Fire Department improvements can be completed. Dorman explained that the projects were all originally authorized for the same purpose, General Fire Department Improvements, and all projects have been funded. He further explained that bids received for these projects exceed individual project balances, but do not exceed the combined total of all three remaining balances . A discussion concerning the projects followed. Dorman stated the following: - The projects to be combined are Capital Projects #283, #299, and #323 . - The projects all related to Fire Department improvements . - The remaining balances in all three projects total $142, 828 . - The funds needed to complete the projects are $140, 135. - The work that will be done with the funds are a Central fan coil chiller unit, a Central generator replacement, and a parking lot repair to stations 5 & 6 . After a brief discussion, the following motion was made: WHEREAS, the Fire Department would like to complete three Capital Projects previously approved by Common Council for Fire Station Improvements, and 4 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 WHEREAS, bid amounts received exceed individual project balances, but not the total of all three project remaining balances, and WHEREAS, the three projects, Capital Projects #283, #299, and #323, have been reviewed by the Controller' s Office to determine that all appropriated bonding, authorizations, PPU, and expenditure requirements have been met to .Consolidate said projects, and WHEREAS, said projects have a total authorization of $254, 625 and a remaining balance of $142,828 and all remaining items to be purchased from this amount were originally approved with the authorization and included: Central HVAC Renovations $50,800 Central Generator Replacement $78,235 Stations 5 & 6 Parking Lot Repairs $11, 100 now, therefore, be it RESOLVED, That the remaining balances in Capital Projects #283 and #299 Fire Station Improvements 1994 and 1995 be combined with Capital Project #323 Fire Station Improvements 1996 for a total project authorization not to exceed $254, 625 and a remaining balance of $142,828 to complete said renovations . The motion passed 5-0 . It was noted that Alderpersons Sams, Gray, Johnson and Blumenthal left the meeting prior to this vote. , 7 . Common Council - System Administrator Discussion The Committee discussed the new System Administrator position. Planning staff Foster explained that the Computer Committee interviewed and recommended a person for the System Administrator position, and that the Mayor offered this individual the job. He stated that the offer was $40,000 . A _ discussion regarding the position, and where the position would be placed, followed. Foster suggested that the System Administrator position be placed in the Mayor' s Office for the short term. The committee agreed to send the Mayor a memo stating that for the short term, the System Administrator position will be placed in the Mayor' s Office, but the item should be addressed in the future for some long-term City placement. City Controller Cafferillo explained that this position will be in the management group of employees, and the position needs to be appointed, and a salary set, by Common Council. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 The Committee voted, 5-0, to move the hiring of the System Administrator at a 1997 salary of $40, 000 forward to Council and requested that more information be sent to Council on the qualifications and salary of the individual to be hired. a 8. DPW A. Approval of Water and Sewer Position Reorganization Assistant Supt. of DPW, Water and Sewer Fabbroni discussed the reorganization of the Water and Sewer Department. Fabbroni explained that he has been working on the department reorganization a long time without a lot of assistance from Personnel. He raised the following points related to the reorganization: - Involves 21 positions in the Water and Sewer Division. - No new positions requested. - No additional funds needed above the 1997 approved Water and Sewer Budget. - BPW approved the reorganization in 1996 . - Reorganization is needed to deal with the out-of- title situations , seasonal employees , administrative support needs, and other personnel problems that have been ongoing. Civil Service approval is needed for some of the job descriptions. A discussion regarding the reorganization followed. City Controller Cafferillo explained that the changes to the rosters should include the following: Resolutions for each roster amendment. Verify all changes. - Verify the incentive retirement calculations to be sure City is complying with requirements. - Have Personnel verify all changes to determine that they are within the Contract. - The reorganization requires verification and due care. The Committee approved the Water and Sewer Department Personnel Roster reorganization in concept, with the actual formal vote to be taken at the January, 1997 B & A meeting. The Committee requested that the Controller, Asst. Supt. of Water and Sewer and the Personnel Administrator work together to verify all the changes. No formal vote was taken. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 B. Request for Extension of Temporary Employee Asst. Supt. of Water and Sewer Fabbroni presented a request to temporarily extend the employment of Toby Krantz . Fabbroni explained that Toby Krantz was working with the City x Engineers Department on the 1996 Sidewalk Project, in which his employment ends December 31, 1996. Fabbroni stated that he was impressed with the work performed and would like to hire Krantz through December 31, 1997 . Fabbroni explained that he would hire Krantz at a rate of $14. 69 per hour to be derived from Capital Projects #506 and #606. After a discussion regarding the position and duties, the following motion was made: WHEREAS, Toby Krantz was hired as a part-time and seasonal employee to manage the city' s 1996 sidewalk program and worked with the Water and Sewer Departments through December 31, 1996, and WHEREAS, Mr. Krantz has demonstrated good skills and judgment in developing the contract documents and managing the construction phases of the work, and WHEREAS, the Engineering Group and the Water and Sewer Group have an extensive backlog of approved capital projects which they wish to complete and which can benefit from both Mr. Krantz I s skills and his familiarity with City personnel, procedures and projects, and WHEREAS, Mr. Krantz is currently available while he searches for a permanent position to start his career; now, therefore, be it RESOLVED, That the 1997 Authorized Water and Sewer Personnel Roster be temporarily amended by extending the employment of Toby Krantz until December 31, 1997 at a current rate of pay of $14 . 69 per hour, not to exceed $30,555, exclusive of benefits, and be it further RESOLVED, That the funds for said personnel roster amendment be derived from Capital Projects #506 Water Supply and Distribution and #606 Sewer Collection Systems Improvement. The motion passed 5-0 . C. O & M Costs for Parking Lots - Discussion Supt. of Public Works Gray discussed parking lot maintenance with the Committee. Gray explained that four new residential parking lots have been established as a result of the Octopus 7 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 project, and the cost of operating these lots have not been budgeted. He stated that the Department of Public Works has estimated the parking lot maintenance costs at $12,800 annually. Alderperson Efroymson stated that the funds for the parking lots should have been incorporated in the 1997 budget. A discussion concerning the lots followed. Efroymson stated it was too early to take $12,800 from the Contingency Account for 1997 . Gray stated that if the DPW has to spend $12,800 on the lots, then some other DPW tasks will be put off. A discussion regarding placing meters in the new lots followed. Alderperson Mackesey moved a resolution to fund $12,800 from the Unrestricted Contingency Account for the purpose of operation and maintenance of the four new parking lots on Cliff Street, Buffalo Street, Fulton Street, and Taughannock Blvd. The motion failed for a lack of a second. The DPW will still maintain the lots and other services may suffer somewhat as a result. D. Trash Tags Report Supt. Gray reported that the BPW is looking favorably at going to one trash tag instead of the current two-tag system. Controller Cafferillo stated we need to make sure the revenue estimates for 1997 are met, and we have publicly stated that trash tag fees are remaining the same for 1997 . Gray also reported that the overall tonnage of garbage is dropping, and the trash tag utilization is increasing. After a discussion concerning the trash tags, it was stated that no changes will be made to the tag system in 1997, and the system will be monitored for possible changes in 1998. E. Golf Course Report Supt. Gray reported that the Golf Course Manager Contract will be extended to 12/31/97, and a Golf Course Concession bid will be put out to bid soon for a two-year period. Gray explained that the Attorney' s office is looking into leasing out the entire Golf Course operations sometime in the near future, but that may not occur until 1999 . No action was taken. 9 . Finance/Personnel A. Request to Reclassify Personnel Account Clerk Position Personnel Administrator Saul presented a request to reclassify the Principal Account Clerk in Personnel, held by Roxie Carman, to Payroll Coordinator. Saul explained that various 8 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 payroll changes have occurred, and continue to occur, as a result of the implementation of the City' s new payroll systems software. The reclassification reflects those changes. Saul further explained that this request was brought to the B & A Committee in May, but various unresolved Civil Service examination issues existad, and the request was withdrawn until all issues were resolved. All the issues have now been resolved, and the Civil Service exam was waived. After a discussion concerning the request, the following motion was made: WHEREAS, the Principal Account Clerk position in the Personnel Department has changed and continues to change as a result of the City' s new financial computer system implementation, and WHEREAS, the Principal Account Clerk position needs to be reclassified to better reflect the duties of the position; now, therefore, be it RESOLVED, That the 1997 Authorized Personnel Roster for the Personnel Department be amended as follows: Add: One ( 1) Payroll Coordinator Delete: One ( 1) Principal Account Clerk and be it further RESOLVED, That the position of Payroll Coordinator be designated Confidential and assigned to Grade 3 on the Confidential Employees Compensation Plan, and be it further RESOLVED, That Roxie Carman be permanently appointed to the position of Payroll Coordinator, pursuant to Section 52 .7 of the New York State Civil Service Law, at a 1997 annual salary of $31, 866, that being Grade 3 on the Confidential Employees Compensation Plan, effective January 13, 1997 . The motion passed 5-0 . B. Request ARRroval for 1997 Health Insurance Rates for Retirees Personnel Administrator Saul and City Controller Cafferillo requested that health insurance rates for retirees be increased in 1997 . Cafferillo stated that the City has not increased the retirees health insurance rates since 1992, even 9 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 though the City' s overall health insurance rates have been increasing two percent a year. However, Cafferillo stated that health insurance rates for 1997 will be increasing five percent. Saul explained that the current health insurance rates charged to retirees are as follows: Individual: $146.58/month Family: $335.96/month Cafferillo stated that current estimated City health insurance costs for 1997, based on BC/BS estimates, will be $180. 10 for individuals and $413.29 for families. Saul and Cafferillo recommended going to 90% of the 1997 estimated rates for health insurance for retirees, but the Committee felt that increase was too large of a jump for retirees to handle in one year. The Committee recommended rates at 86% of the current estimated health insurance cost which would represent 1997 retiree rates as follows: Individual: $154 .89/month Family: $355.43/month The Committee also agreed that the 1998 health insurance rates for retirees would be 905 of the estimated health insurance costs . After a discussion concerning the rates, the following motion was made: WHEREAS, the City currently charges City retirees and those employees on leaves of absence $146.58 per month for individual health insurance coverage and $335 . 96 per month for family coverage, and WHEREAS, the 1997 estimated cost of the City' s health insurance program for such individuals, as projected by Blue Cross/Blue Shield, have been increased to $180. 10 per month for individual coverage and $413.29 per month for family coverage, and WHEREAS, the difference between what the City actually charged these individuals for coverage heretofore and the City' s estimated cost for 1997 is 23%, and an increase of this magnitude could pose a serious burden for these individuals, and WHEREAS, in light of the significant increase in past years in health insurance rates and the related hardship these increases would have caused City retirees and persons on leaves of absence, the City has adopted a policy of not charging the full rate increases to these individuals; now, therefore, be it 10 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 17, 1996 RESOLVED, That the 1997 monthly rate of health insurance coverage for retirees and those employees on leaves of absence be established at $154 . 89 for individual coverage and $355 . 43 for family coverage, which represents the same proportionate share paid by these individuals currently, or 86% of the City' s estimated rate, and be it further RESOLVED, That the 1998 monthly rate of health insurance coverage for retirees and those employees on leaves of absence will represent 90% of the City' s estimated rate. The motion passed 5-0. 10 . Finance/Chamberlain - Request Approval of Tax Warrant Adjustment Controller Cafferillo presented a request to adjust the 1996 tax warrant. He explained that New York State DOT acquired portions of two parcels, 706-14 West Buffalo and 401-19 Floral Avenue, prior to the assessments of 1996 city taxes . According to New York State law, each parcel acquired by New York State became tax exempt on the acquisition date, not the next taxable status date. He stated that the amounts to be adjusted are as follows : 706-14 West Buffalo Street $1, 943 . 18 401-19 Floral Avenue 898 . 96 After a discussion on the properties in question, the following motion was made: WHEREAS, New York State acquired portions of two parcels prior to the assessment of 1996 city taxes, and WHEREAS, New York State law states that property acquired by New York State is tax exempt on the acquisition date; now, therefore, be it RESOLVED, That the 1996 tax warrant shall be adjusted to reflect the exclusion of two apportioned parcels at 706-14 West Buffalo Street and 401-19 Floral Avenue in the amount of $898 . 96. The motion passed 5-0. The meeting adjourned at 12 : 10 A.M. NOTE: In many cases the actual texts of the resolutions presented in these minutes were prepared following the Committee' s deliberations and decisions on the matters involved. The resolutions presented here are in complete accord with decisions made by the Committee. 11