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HomeMy WebLinkAboutMN-B&A-1996-07-24 ti BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. JULY 24, 1996 MINUTES Present: Committee Members: -Thorpe, Mackesey, Marcham, Efroymson Committee Members Excused: Shenk Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Fire Chief Wilbur Deputy Fire Chief Dorman Volunteer Coordinator Lynch Acting Personnel Administrator Hurlbut Supt. of Public Works Gray Asst. Supt. of Public Works Ferrel Planning Systems Manager Foster City Clerk Holcomb GIAC Director Fort Members of the media ----------------------------------------------------------------- s 1 . Opening Comments: Vice-Chairperson Marcham stated that the following changes were made to the agenda: 1. Additional item related to a Law Enforcement Block Grant funding request; 2 . Additional Attorney item in executive session; 3. Defer the Postering in the City issue until further notice; 4. Hart Hotel Request for Restructure of Covenants defer to next month. Members of the public were asked to speak; no members spoke. 2 . Common Council A. Request to Transfer Funds for Diversity Training A request was made to hire a diversity trainer f-or approximately $7,500 to assist with the Police Department diversity training. The Mayor' s Task Force on Diversity had met with the Police Department and members of the 1 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 community, and it is their recommendation, to improve the Police/Community relationship, that a diversity trainer be hired. The Police Department felt that $5,700 in overtime costs will be incurred for this training. The Committee agreed that the training was needed, and after a discussion regarding the services, the following motion was made: WHEREAS, the Mayor' s Task Force on Diversity has met with the Police Department and the community, and is recommending that trainers be hired to consult with the Police Department on Diversity Training, and WHEREAS, it has been estimated that the consultant services for the diversity training will be $7,500 and the Police overtime needed for said training will cost $5,778, with the total training cost at $13,278; now, therefore, be it RESOLVED, That an amount not to exceed $13,278 be transferred from Account A1990 Unrestricted Contingency to Accounts A3120- 5125 Police Overtime $5,778, and A3120-5435 Police Contractual $7,500 for purposes of funding the cost of diversity training and related Police staff costs. The Committee voted, 4-0, to- send the motion to the next COW meeting. B. Human Services Funding The Committee discussed the possibility of clarifying the future Human Services Coalition and Human Services funding from the City. The Committee stated that there was some confusion over the Human Services funding from both the City and the County. A discussion regarding the Human Services funding . followed. The Committee agreed to put this funding question on the next COW meeting for discussion. No formal action was taken. 3 . DPW A. Upgraded Signal at Commercial Avenue Supt. of Public Works Gray and Asst. Supt. of Public Works Ferrel discussed the possible upgrade of the signal at the Commercial Avenue intersection. Gray explained that the signal upgrade project would cost approximately $60, 000. 2 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 City Controller Cafferillo stated that the county has been asked to assist the City in paying for the signal upgrade. However, the County now needs some additional information from the. City' s Traffic Engineer before making any determination on funding. Gray explained that the Traffic Engineer is collecting the requested information and further meetings with the County will take place. The Committee agreed to defer action on this issue until next month. Possible striping improvements at the Commercial Avenue intersection were also discussed. B. City/County Recycling Agreement City Controller Cafferillo, Supt. Gray and Asst. Supt. Ferrel discussed the City/County Recycling Agreement with the Committee. Cafferillo stated that the County is going forward with their recycling bid for the city service in August. He stated that the bid will determine the market cost of the City's recycling services . He stated that the City will be bidding on the curbside recycling bid. Cafferillo stated that the City has the following options as it relates to the recycling program: I 1. City to continue weekly recycling service; 2. City to go to bi-weekly recycling service; 3. City to get out of recycling service - County contracts out weekly - City pays difference between weekly cost and bi-weekly cost; 4. City to get out of recycling service - County contracts out bi-weekly service. Cafferillo presented a schedule to the Committee on all four of the above alternatives. The schedule reflected the costs to the City for each program and the associated impacts to the City' s trash tag cost. A discussion regarding the recycling programs followed. The impact on the trash tag fees would be as follows : Alternative #1 above - trash tags would have to increase by 27%; Alternative #2 above - trash tags would have to increase by 6%; Alternative #3 above - trash tags would have to increase by 11%; 3 R BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 Alternative #4 above - trash tags would remain the same or decrease by 2% - 3%. Supt. Gray stated that the City would have to lay off or relocate two to four employees depending on the alternative selected by the City. Cafferillo stated that the County is expectjng to begin the new service October 1, 1996. He stated that the City needs to have a position on which alternative they want to select. A discussion regarding the alternatives, the current recycling activity and the budget followed. After a lengthy discussion regarding the recycling service possibilities, the Committee agreed, by a 4-0 vote, to move Alternative #2 forward to the next COW meeting for discussion. Alternative #2 included the following items: - City to collect recycling on a bi-weekly basis; Trash tags to increase by approximately 6%; Total budget of $675,713 for the Solid Waste Fund. A formal resolution will not be developed until the COW meeting. C. Sidewalk Discussion Alderperson Efroymson discussed the City's current sidewalk program. Efroymson stated that some BPW members and individuals from Common Council and the community would like to have discussions begin on allowing the City to take care of its own sidewalks. Currently, the property owner is responsible for the sidewalks. Efroymson stated that the total additional annual costs for the City to maintain the sidewalks would be $150,000 to $200,000 . He explained that allowing the City to maintain the sidewalks would be the more appropriate way to achieve better city sidewalks. He felt that property tax would need to be increased about 2% a year to pay for this . He explained that he would be making future presentations on this item at BPW meetings. No action was taken. 4 . Mayor - Request to Establish Systems Administrator Position Mayor Cohen presented a request to establish and fund a 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 Systems Administrator position for the City. A job description was presented to the Committee. Mayor Cohen stated that the job description was developed by the Computer Committee and City staff. Mayor Cohen stated that the position would require an annual salary of $35,000 to $45,000. He stated that to fund this position in 1996, he would use funds from a vacant, funded position in the Planning Department. He stated that the Systems Administrator position would be hired sometime in the last quarter of 1996. Funding for 1997 would be separately requested by the Mayor, and the open Planning Department position would be funded for 1997 . City Clerk Holcomb discussed the problems her office has had as her deputy attempts to do both the Deputy Clerk position and a system computer person's duties simultaneously. Planning Systems Manager Foster stated that many departments are having the same problem as the Clerk's Office. Foster mentioned the Building and Engineering departments as other departments having similar problems. A discussion regarding the Systems Administrator position job description followed. The Committee felt the job description should include a computer training requirement. Foster stated that the Systems position would remove some of the computer-related pressure from some of the departments, but not all of it. It was noted that the position would report to the Mayor' s Office and would be a City-wide position. After a discussion regarding the new position and its impact on the City, the following motion was made: WHEREAS, the City has had much success in building its own City-wide network, and WHEREAS, the City Network is in Phase Two of a five-phase project, and WHEREAS, the drain on staff time for computer and network related duties is becoming a concern for all departments involved, and WHEREAS, the Mayor, the Computer Committee and the Budget and Administration Committee have recommended that to alleviate 5 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 staff time and improve the overall coordination of all work involving telecommunications, networking, system integration and maintenance of related hardware and software, a Systems Administrator position must be established; now, therefore, be it �z RESOLVED, That the Personnel Roster of the Mayor' s Office be amended as follows: Add: One (1) Systems Administrator The motion passed 4-0. 5. Fire Department A. Americorps Grant Fire Chief Wilbur and Volunteer Coordinator Lynch stated. that the Fire Department has received verbal confirmation of the approval of the Americorps Grant. Wilbur explained that the grant could bring as much as $189,000 to the City. The grant supports the department' s bunker program and could mean up to $4,725 per applicant, currently a maximum of 40 applicants is possible. Wilbur explained that this is a one-year grant, August 1, 1996 to July 31, 1997 . He also explained that because he is not sure how many applicants he may have, it could mean that the department' s budget in the following areas may not be sufficient: - Additional training hours (40-60 hours) - Additional funds for fatigue uniforms - Additional funds for administrative support Additional funds for training center supplies Potential health insurance coverage for participants in the program. Wilbur felt that the total expenditure for the above items should be $2,500 - $3, 000. He explained that he does not need the funding until total costs- are developed. However, he wanted the B & A Committee to agree on the program and know that there may be a $3,000 expenditure before the end of 1996 . 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 The B & A Committee agreed that the program was worthwhile to the City, and that they would amend the budget in future months if needed. The Committee congratulated the Fire Department for its grant. B. Volunteer Company Contracts Fire Chief Wilbur reported that the Fire Department and the volunteer companies are working on a contract agreement that will be brought forward to the City Attorney and then to Council. He stated that the agreement is needed to stipulate some level of performance on the part of the volunteer companies in . return for the City' s annual funding amount. No formal action was taken. C. Support of Fire Department Resource Reallocation Project Fire Chief Wilbur and Deputy Chief Dorman presented a request to support the Fire Departments Resource Reallocation Project. Wilbur explained the reallocation project to the Committee, stating that the department studied what the fire department does, how they do it, and where they do it. The Department concluded that the long-standing shortage of personnel was not .going to be resolved quickly. Wilbur stated that a plan was developed to compensate for the lack of personnel, while still delivering the services the community is demanding. Wilbur explained that the changes needed to compensate for a lack of personnel were discussed with the Town and are within the provisions of the City/Town Fire Agreement. He stated that the Department is planning to make the following recommendations: - Change minimum staffing per vehicle from ,one person to two; - Close Fire Station No. 7; - Phase Station No. 6 (West Hill) ; out-of-service during the day, 7:00 AM - 5:00 PM; - Assign a lieutenant to Station 9; - Modify alarm responses . to take advantage of deployment changes which will usually mean fewer vehicles travelling to an alarm; - Recommend hiring an additional 12 persons which will be in the 1997 Fire Department budget. 7 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 Wilbur explained that the increase in the bunker program should help with the staff shortages. He stated that there may be a negative change in the department' s insurance rating because of the above changes. He also stated that the changes will be monitored on an on-going basis. A discussion regarding the reallocation project followed. Wilbur noted that both West Hill and Fall Creek should not see service changes as a result of these changes. The Town will be updated on any changes the fire department makes. The following motion was made: WHEREAS, the Fire Department has concluded that a solution to a long-standing shortage of personnel within the department will not be resolved soon, and WHEREAS, the Fire Department began a Resource Reallocation Project to determine how best the Fire Department could compensate for a lack of personnel, -while still delivering the services being demanded by the community, and WHEREAS, the Budget and Administration Committee has reviewed . the recommendations set forth as a result of the Resource Reallocation Project by the Fire Department, and has given the department the Committee's wholehearted support for the project and its recommendations; now, therefore,. be it RESOLVED, That Common Council supports the Fire Department's Resource Reallocation Project and related recommendations, and . will assist whenever possible in implementing the projects recommendations. The motion passed 4-0. 6. City Attorney - Request Support for Law Enforcement Block Grant Application and Funding Match Mayor Cohen presented a request from the City Attorney' s Office to provide $1,887 in matching City funding for a Law Enforcement Block Grant Application. Cohen stated that the grant would allow the City and County to take an active role in an experimental program, which we are coordinating with the County, for the creation of a drug court in our City Court. Cohen stated that the City is eligible for $16,983 in federal funds and the County is eligible for $18,000 in federal funds related to the establishment of the Drug Court, which would handle alcohol and drug-related cases. 8 r i BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 He explained that both the Drug House Task Force and Acting Police Chief support this experimental program. The funds would be used to create an experimental, temporary Drug Coordinator position in the County Justice Coordinator's Office. It was noted that -the funds would be derived from the restricted contingency account. After a discussion regarding the experimental program, the following motion was made: WHEREAS, the City 'of Ithaca and Tompkins County are coordinating an experimental program for the creation of a drug court in our City Court, and WHEREAS, the drug court will handle alcohol, drug, and drug and alcohol related cases, and WHEREAS, the City and County are eligible for $38,'000, ($16,983 City, $18,000 County, and $3,017 Federal) , in funding from a Federal Justice Department Grant for law enforcement purposes, including the establishment of the drug court, and WHEREAS, the monies will be used for funding a new case worker position in the Drug Court, and WHEREAS, this position will be listed on the Tompkins County . Personnel Roster and it is the City's understanding that the County will continue funding of this position in future years, and WHEREAS, both the Acting Police Chief and the Drug House Task Force are in full support of the experimental program, and WHEREAS, the City would be required to submit an application by August 9th and contribute $1,887 in matching funds . to obtain the Federal grant; now, therefore, be it RESOLVED, That the Mayor is hereby authorized to sign and submit an application for the Justice Department Law . Enforcement Block Grant for the purposes of establishing a local drug court, and be it further RESOLVED, That an amount not to exceed $1,887 be transferred from A1990 Unrestricted Contingency to Account A3120-5435 Police Contractual for purposes of funding necessary matching funds related to said grant. The motion passed 4-0. 9 K BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 7 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss and number of personnel items and a litigation item. 8 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Vice-Chairperson Marcham reported that the following action was taken during the executive session: A. GIAC - Request to Amend Authorized Personnel Roster The Committee discussed GIAC personnel reorganization with GIAC Director Fort, and made the following motion: WHEREAS, the GIAC Director and staff have reviewed the department' s current organization and are recommending that a reorganization of personnel is appropriate, .and WHEREAS, the reorganization will enhance academic and ... recreational programming opportunities to better- serve the identified needs of G. I.A.C. participants, and . WHEREAS, the -GIAC Director has recommended that two currently; vacant positions be filled and two positions be upgraded . to reflect the employees' current duties and qualifications; now,. therefore, be it RESOLVED, That GIAC' s 1996 Personnel Roster shall be amended as follows: Add: One (1) Youth Worker (Youth) - 35 hours $17,072 One (1) Youth Development Program Leader (Teen) 17 hours $ 9, 102 One (1) Assistant Recreation Supervisor (Recreation) 35 hours $18., 122 One (1) Youth Worker (Teen) 35 hours $17,072 Delete: One (1) Education Instructor (Youth) 35 hours $19,256 One (1) Youth Development Program Leader (Teen) 35 hours $27,072 10 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 One ( 1) Recreation Leader (Recreation) 17 hours $ 8, 150 One (1) Youth Development Program Leader (Teen) 35 hours $18,739 and be it further RESOLVED, That the said staff reorganization will be effective August 12, 1996, with all necessary funding or savings being derived within existing GIAC 1996 Budget amounts. The motion passed 4-0. B. Attorney - Request Funds to Settle Litigation The Committee discussed a possible litigation item involving the Police Department. The following motion was made: RESOLVED, That an amount not to exceed $1,000 be transferred from Account A1990 Unrestricted Contingency to Account A1420- 5430 Law Fees for the purpose of funding the settlement of litigation. The motion passed 4-0. C. PBA Contract Negotiation Update The Committee discussed various PBA contract strategies and gave direction to the City Controller. No formal action was taken. 9 . Finance/Controller - Vacancy Review Committee City Controller Cafferillo stated that the current Vacancy Review Committee resolution needs to be clarified as it relates to part-time and seasonal City employees. The wording clarification will be discussed at next month' s meeting. 10 . Mayor - 1997 Budget Guidelines Mayor Cohen discussed his 1997 budget guidelines with the Committee. Cohen stated that he has sent out guidelines to all departments that include the following: 1 . Zero increase in overall budget plus any contractual salary increases; 11 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 24, 1996 2 . Zero increase in overall budget plus contractual salary increases minus four percent. Mayor Cohen stated that at next week' s COW meeting, he will be presenting the City' s next five years ' budget projections. He stated that he will make it clear that the budget projections are not pretty and a lot of work will be needed to balance the next five years of budgets. Cohen stated that the City Department Heads are aware of the Council' s two major priorities for 1997 . The meeting adjourned at 11:30 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. 12