Loading...
HomeMy WebLinkAboutMN-B&A-1996-09-18 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. SEPTEMBER 18, 1996 MINUTES Present:. Committee Members: Shenk, Thorpe, Marcham, Mackesey, Efroymson Other A1derQersons: Blumenthal Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Acting Police Chief Barnes Planning Director VanCort City Chamberlain Parsons Interim Personnel Administrator Hurlbut Fire Chief Wilbur Deputy Fire Chief Dorman Asst. City Attorney Kennedy Members of the media and public ----------------------------------------------------------------- ----------------------------------------------------------------- 1 . Opening Comments: Chairperson Shenk stated that the following changes were made to the agenda: 1 . The discussion on the search for the Police Chief will be deferred to the next COW meeting. 2 . Defer the DPW Trash Tag/User Fee discussion to a future meeting 3. Defer the Finance/Controller discussion of the Vacancy Review Policy clarification until next month. Members of the public were asked to speak; no members spoke. 2 . Common Council A. Working Group on Police/Community Relations - Report Judy Saul, Dave Barnes and Lauren Austin reported to the Committee on the status of the Working Group on Police/Community Relations. Saul stated that progress has been made on diversity training issues and complaint process 1 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 and procedure. She stated that the group needs to know where to go from here. Chief Barnes explained that the Police Department has rules and regulations to follow, but there is always room for improvement in areas of diversity training and complaint process . He stated that , he will not apply for the Police Chief position, which may affect the working group' s effectiveness. A discussion followed on the working group' s future direction. Chairperson Shenk stated that a sub-committee should be established to look at procedures, policies, diversification, and whether this issue should move ahead with the Acting Police Chief or not. The sub-committee shall consist of the Police Chief, City staff, Judy Saul, Lauren Austin and members of Council. The Committee stated that they would like the working group to summarize the differences in procedures and policies that currently exist in the Police Department, and policies that do not exist. Mayor Cohen discussed Police Officer hiring and zone scoring with the Committee. The consensus of Council was that they are committed to this issue; the Affirmative Action Committee will work with the diversification issue; the sub-committee will be established; and the working group will put together a summary of differences in current policy and procedures and bring it to the next B & A meeting. B. Hart Hotels Request to Restructure the Declaration of Covenants Ren Best from Hart Hotels discussed the possibility of restructuring the Declaration of Covenants with the Committee. Best stated that in 1984, the hotel began paying $2,200 annually for parking and now pays $14, 000 annually. He stated he would like to restructure the agreement to allow increases by the annual CPI rate instead of the City parking rate increases . Planning Director VanCort explained the original parking agreement to the Committee. He stated that the City allowed the hotel to build the tower as long as the hotel paid an annual amount for parking to the City. The agreement was based on 30 parking spaces. 2 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 Best explained that he also reimburses his guests for parking in the Woolworth lot above and beyond the $14, 000 he pays to the City annually. He estimated that he pays $2, 000 to $3, 000 in parking fees to his guests. The annual payment to the City does not guarantee 30 parking spaces in the lot, it just gives them the right to look for 30 parking spaces. After a discussion concerning the' issue, further information on the covenant and the parking history will be gathered and brought back next month. C. IPAC 1997 Funding Request Jim Salk presented the Committee with IPAC' s March financial statements, and stated that IPAC' s June financial statements are not complete. He explained that IPAC has a 75% property tax exemption now, which brings their assessment down from $450,000 to $105,000. It was noted that IPAC currently owes the City $29,000 for back taxes. Salk stated that currently there are active negotiations between IPAC and the Grass Roots Festival for a possible management change in IPAC. IPAC is requesting two items from the City: 1 . Fund to pay for back City property taxes. 2 . Funds to repair the roof and boiler, including a feasibility study. The Committee decided to wait on funding for IPAC in 1997 until the budget process begins in November. The discussion regarding a possible feasibility study will be taken up at the October B & A meeting. No formal action was taken. D. Human Services Coalition/Breast Cancer Alliance/CDRC Funding Requests The Committee discussed the 1997 funding for the Human Services Coalition, the CDRC, and the Breast Cancer Alliance. A discussion regarding the Human Services Coalition funding for 1997 followed. The Committee stated that they would like the Coalition to have a separate line in the 1997 budget, and be considered separately for funding. The following motion was made: RESOLVED, That the Human Services Coalition shall be placed in a separate account and funded separately from the Other Human Services requests for future budgets, beginning in 1997 . 3 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 The motion passed 5-0 . A discussion regarding the CDRC placement of funds for 1997 followed. The Committee agreed that the CDRC shall also be placed in a separate account and not considered as a part of the Other Services Agency funding. The following motion was made: RESOLVED, That the CDRC shall be placed in a separate account and funded separately from Other Services agencies . The motion passed 5-0. A discussion regarding the Ithaca Breast Cancer Alliance (IBCA) followed. The Committee stated that at last month's B & A meeting, they recommended to the Mayor a 1997 funding amount of $1,500 for the IBCA. Chairperson Shenk stated that new information has come forth to reconsider the funding for the IBCA. Members of the IBCA discussed their request to increase the 1997 funding to $2,500 with the Committee. They stated that they would like to be phased out over three years and transferred to the County in 1999 . They would request payments from the City as follows: - 1997 $2,500 1998 $1,500 1999 $ -0- It was noted that the IBCA is scheduled to receive a member item funding from the State, but it will take until late 1997 to receive the funds. After a discussion on the item, the following motion was made: WHEREAS, the Budget and Administration Committee, based upon new information, has further discussed 1997 Other Service Agency funding to the Ithaca Breast Cancer Alliance, and WHEREAS, the Budget and Administration Committee is recommending to the Mayor that the 1997 funding to the Ithaca Breast Cancer Alliance be increased from the previous recommendation of $1,500 to $2,500; now, therefore, be it RESOLVED, That the Budget and Administration Committee recommends to the Mayor that the 1997 Ithaca.Breast Cancer Alliance funding be established at $2,500, and be it further RESOLVED, That the Ithaca Breast Cancer Alliance be phased out of the City Other Service Agency funding and transferred to the County 4 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 funding process over the next three years . The motion passed 5-0 . E. West End Business Association Cynthia Yahn presented a tequest to assist west end business owners during the Octopus construction project. A draft of the West End Octopus Construction Mitigation Plan was presented. The Plan had the following goals: Improve traffic circulation as access. Reduce financial impacts of project on west end businesses. Improve media relations. Include business owners in decision making process. Improve long-term parking. Yahn stated that she was looking for some type of tax abatement for business owners, landlords, and tenants . City Controller Cafferillo stated that the City cannot abate taxes . The Committee suggested that a west end sub-committee be established to deal with the Plan. The sub-committee will include the Controller, City Attorney, County and City staff, Council members, West End business owners and Marty Luster. Sub-committee reports will be made at future meeting. 3 . Planning Department - Authorize Mayor to Execute Agreements Related to Bicycle Master Plan Implementation Project Planning Director VanCort presented a request to authorize the Mayor to execute the Bicycle Masterplan Implementation agreement. The City has been notified by ISTEA of an $80,000 grant to implement the bicycle master plan. The City' s share of the project is $16, 000. However, the City must front the $80, 000 total project, and be reimbursed by $64,000 in Federal funding at a later date. it was noted that the City has previously committed its share of the project. Controller Cafferillo stated that the funds will be derived from the issuance of Serial Bonds . After a discussion regarding the project, the following motion was made: WHEREAS, a project for preparation of a City of Ithaca Bicycle Plan, P. I .N. 3950 .02, funded for in Title 23 US Code, as amended, calls for the apportionment of the costs of such program to be borne at the ration of 80% federal funds and 20% non-federal funds, and 5 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 WHEREAS, the City of Ithaca wishes to advance the above project by making a commitment to provide 100% of the non-federal share of the costs of implementation of improvements identified as priority items by the plan, at the time such plan is approved by the City, such funding to be reimbursed as provided for in Title 23 USC, as amended, and WHEREAS, Common Council, during the 1996 Budget adoption, approved a project for the Bicycle Masterplan Implementation in the amount of $80,000; now, therefore, be it RESOLVED, That the Common Council of the City of Ithaca, duly convened, hereby reaffirms its authorization for Capital Project 325, Bicycle Masterplan Implementation, in the amount of $80,000.00 to be used for front-end funding of priority improvements so identified in the final approved bicycle master plan; such funding representing the City' s 20% share, or $16,000, and the federally- reimbursable 80% share of $64,000, and be it further RESOLVED, That the common Council hereby authorizes the Controller of the City of Ithaca to pay 100% of the $16, 000 non-federal share of the cost of such priority improvements when undertaken in accordance with the approved plan, and be it further RESOLVED, That the sum of $16,000 . 00 is hereby appropriated to cover the cost of participation in the above phase of the project, and be it further r RESOLVED, That in the event the full non-federal share costs of the project exceed the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the New York State Department of Transportation, and be it further RESOLVED, That the Mayor of the City of. Ithaca be, and is, hereby authorized to execute all necessary agreements on behalf of the City of Ithaca with the New York State Department of Transportation approving of the above subject project and providing for the City' s administration of the project and its participation in the cost of the local share of the subject project, and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary agreements in connection with the project, and be it further RESOLVED, That funds in the amount of $80, 000 will be derived from the issuance of Serial Bonds and repayment of the $64,000 federal share will be made upon receipt of the federal grant. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 4 . Finance/Chamberlain - Request to Deny Waiver of Tax Penalty City Chamberlain Parsons stated that she has received a request from the property owner at 714 and 718 West Clinton Street to expunge the tax penalty as a result of a late payment of taxes . Parsons stated that, based on her review of the request and New York State Property Tax Law, that she is recommending to deny the waiver of tax penalty request. After a brief discussion, the following motion was made: WHEREAS, the property owner at 714 and 718 West Clinton Street has requested an expungement of penalties on the 1996 second installment of taxes, and WHEREAS, the City Chamberlain and Budget and Administration Committee have reviewed the request and supporting documentation and have determined, based on New York State Real Property Tax Law, that the tax collector must honor the US Postal Service postmark as the tax paid date; now, therefore, be it RESOLVED, That the request for tax penalty expungement, by the property owner at 714 and 718 West Clinton Street, be denied. The motion passed 5-0 . 5 . Finance/Personnel A. Examination/Fees Interim Personnel Administrator Hurlbut presented a request to increase the entrance level open competitive exam fee to $7 . 00 per exam. He also proposed a Public Assistance waiver of the fee. He explained that the increased fee would save time and manpower costs . He cited a recent example where 31 of 65 possible applicants showed up for an exam. A discussion of the exam fee followed. The possibility of receiving a reimbursement of the exam fee if the applicant shows up to take the exam was also proposed. The Committee suggested that a revised fee and proposal be brought back to the Committee next month. B. Non-competitive Status P/T Positions Interim Personnel Administrator Hurlbut presented a proposal relating to P/T positions and the possibility of having non- competitive status when a full-time position becomes available. He stated that his proposal would allow any competitive class job applicant, either P/T or F/T, must take 7 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 an exam and be appointed from the list. The Committee suggested that this proposal should be taken to the next Department Head staff meeting for discussion. No action was taken. 6. Attorney - Request Funds for Abstract to Determine Ownership of Lehigh Valley Property 'on Jungle Island Assistant City Attorney Kennedy presented a request to expend up to $400 for an abstract for property on Jungle Island. Kennedy stated that because of recent problems with homeless people and fires on this property, we need to determine the owner so that brush can be removed to reduce the fire hazard in the area. Kennedy stated that an abstract for the property would cost $250 to $400, and a survey for the land would be $700 to $1,300. After a discussion regarding this issue, the Committee suggested postponing the survey, but approved the funds for the abstract. The following motion was made: WHEREAS, the City Attorney' s Office has recommended that the City determine ownership of the old Lehigh Valley property on Jungle Island for purposes of public health and safety reasons, and WHEREAS, the estimated cost of an abstract for the property on Jungle Island is $400; now, therefore, be it RESOLVED, That an amount not to exceed $400 be transferred from Account A1990 Unrestricted Contingency to Account A1420-430 Attorney Fees for the purpose of funding said abstract. The motion passed 5-0. 7 . Fire Department - Request Funds for Americorps Grant Expenses Fire Chief Wilbur, Deputy Chief Dorman and Volunteer Coordinator Lynch presented a request for $5, 893 in funds to support the Americorps grant expenses . Wilbur stated that the Fire Department has reviewed the Americorps grant and now needs funds for the expenses related to the grant, which were not previously budgeted. Wilbur explained that the program has increased the bunkers by 12 from last year. He explained the need for the increased costs as follows : 8 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 Training funds $1,478 Uniforms 1, 670 Staff support 645 Supplies 600 Health Insurance 1,500 A discussion concerning -the grant and expenses followed. The following motion was made: WHEREAS, the Fire Department has successfully applied for and received an Americorps grant, and WHEREAS, the Americorps program has netted an increase of about twelve bunkers from last year with an additional pool of applicants in process, and WHEREAS, the Americorps program has placed unfunded and increased demands on various Fire Department expenditure areas such as; training costs, uniform costs, administrative support costs, training supplies and health insurance costs, and WHEREAS, the total of these unfunded Americorps program costs for 1996 are $5,893 with additional costs due in 1997; now, therefore, be it RESOLVED, That an amount not to exceed $5,893 be transferred from Account A1990 Unrestricted Contingency to the following Fire Department accounts for the purpose of funding the 1996 Americorps program expenses: A3410-5105 Administrative Salaries $ 425 A3410-5110 Staff Salaries 220 A3410-5415 Clothing 1, 670 A3410-5435 Contracts 1,500 A3410-5440 Staff Development 1,478 A3410-5460 Program Supplies 600 $5, 893 The motion passed 5-0. 8 . Commons Coordinator - Request to Permit Wine Tasting and Sale of Bottled Wine at Apple Harvest Festival Chairperson Shenk presented a request from the Commons Coordinator to authorize King Ferry Winery to sell wine and allow wine tasting on the Commons during the upcoming Apple Harvest Festival. Shenk stated that this was an annual resolution. After a discussion regarding the festival, the following motion was made: 9 BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 18, 1996 RESOLVED, That King Ferry Winery shall be authorized to sell wine and to permit tasting of the wines it sells at a booth during the Apple Harvest Festival held on the Ithaca Commons from October 4 - October 6, 1996, subject to said entity' s compliance with all applicable State and Local Laws and Ordinances. The motion passed 5-0 . 9 . Finance/Controller - Amendment to Purchasing Policy Deputy Controller Thayer reported that he is working on amendments to the City' s purchasing policy including the following areas: Requests for Proposals Contracts Purchasing Procedure City-wide State Contract Usage Transfer Policies Thayer stated these amendment will be brought forward at a future B & A meeting. No action was taken. 10. Sales Tax Holiday Chairperson Shenk stated that a possible Sales Tax Holiday in January, 1997 for one week will be put forth at a future council meeting for discussion. Shenk stated that the proposal is to exempt sales tax for one week on various clothing items sometime in January. After a discussion concerning this item, no action was taken. 11. Budget Discussions Chairperson Shenk stated that Common Council members will be able to participate in Budget discussions with department heads, the Mayor and the Controller during October. The discussions will be information-gathering sessions only. A calendar for budget meetings in November will be developed over the next month. The meeting adjourned at 10 :50 P.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. 10