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HomeMy WebLinkAboutMN-B&A-1996-06-19 i BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. JUNE 19, 1996 MINUTES Present: Committee Members: Shenk, Thorpe, Efroymson, Mackesey, Marcham Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Asst. Supt. Water & Sewer Fabbroni Commons Coordinator Deming Supt. of Public Works Gray Asst. Supt. of Public Works Ferrel Acting Personnel Administrator Hurlbut City Clerk Holcomb Deputy Planning Director Sieverding Facilities Manager Cass Park Doyle Acting Police Chief Barnes GIAC Director Fort Youth Bureau Director Cohen Members of the media Members of the BID 1 . Opening Comments: Chairperson Shenk stated that the following changes were made to the agenda: 1. An additional item relating to the. Recycling Contract with the County; 2 . An additional item relating to the Water and Sewer Department Restructuring to be discussed in Executive Session; 3 . An additional item relating to the Ithaca Transit. Members of the Public were asked to speak; no members spoke. 1 0 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 2 . Common Council A. Postering in the City s= Alderperson Efroymson stated that Ken Halett came back with designs for telephone pole postering and kiosk ideas. Efroymson- gkplained that a proposal should be coming forward next month to include eight kiosks in the city at a cost of $4, 000 without installation. They will be looking at free labor to install the kiosks . No formal action was taken, and the item will be brought forward next month. B. Vacancy Review Committee - Report Chairperson Shenk reported that the Vacancy Review Committee met and acted on the following: 1 . Water and Sewer Wastewater Treatment Operator position filled; 2 . Approved filling a temporary P/T Account Clerk Typist position in the Water and Sewer Department; 3. Approved filling a Code Enforcement Officer position in the Building Department. ` C. Intern for Rental Housing Advisory Commission A request to fund an intern for the Rental Housing Commission was made. The intern would need $2,500 to perform a concept mapping project and development of a universal intake form for social service agencies in the city. The current data is unusable in its current form. A discussion regarding the project followed. Theresa Alt, member of the Commission, stated that the Rental Housing Advisory Commission endorses the proposal for the development of the intake form and funding for the intern. The Committee needed more information on the program, but agreed to move this forward to the June COW meeting. 3 . DPW A. Request Funds for Feasibility Study for University Avenue Construction Superintendent of Public Works Gray presented a request to fund a portion of the feasibility study for University Avenue Construction. Gray explained that the total estimated feasibility study cost is $20,000, of which 2 Y BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 $10, 000 would be the City' s share, and $10, 000 would be Cornell University' s share. Gray explained that the City and Cornell have been discussing University Avenue for years with neither party accepting ownership: He stated that the street needs some major repairs, but without the study, it is uncertain to determine the magnitude of repairs needed. Gray felt that the City should be interested in what happens to the street, and he would rather spend funds on the feasibility study than on legal fees . The Committee did not want this study to be presented as a City commitment towards the ownership of the street or establish a precedent as such. There are many legal aspects to the ownership. Alderperson Efroymson stated that the City does not need to determine the liability of University Avenue because the previous City Attorney, Guttman, felt that he had evidence that the street belonged to Cornell. Efroymson noted he would support the payment for the study. Alderperson Mackesey stated that it is in the best interest of the City to keep University Avenue open, and the City and Cornell should look at the problem together and stay out of court. After further discussions regarding the study and the ownership of the street, the following motion was made: WHEREAS, the City of Ithaca and Cornell University have for many years disagreed over the ownership of and responsibility for the portion of University Avenue which extends from the intersection of University Avenue and East Avenue on the east to the lower driveway of the Johnson Museum on the west, and WHEREAS, there is apparently a pressing need for reconstruction in the disputed area, and WHEREAS, the two entities have decided to cooperate in determining the magnitude of the needed repair in the disputed area, and WHEREAS, the Board of Public Works passed a resolution in support of a joint expenditure by the City with Cornell University for an engineering repair assessment in an amount equal to one-half of the study cost so long as it does not exceed $10, 000.00. , and 3 a J BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 WHEREAS, the City of Ithaca and Cornell University in sharing the cost of this study do not intend to establish any precedent regarding the undertaking of similar projects in the Cornell University area nor to suggest any agreement regarding the ultimate ownership or responsibility for that portion of University Avenue; now, therefore, be it RESOLVED, That the Superintendent of Public Works is authorized to work cooperatively with Cornell University on this project, that the City Attorney' s Office is authorized to draft or review a contract outlining the City' s commitment to the project and that the City Controller is authorized to transfer funds from Capital Project #318 in an amount not to exceed $10,000.00 to cover the City' s respective half of the cost of the project. The motion passed 4-1. Alderperson Efroymson voted against the motion. B. Request Funds for Upgraded Signal at Route 13/Commercial Avenue Superintendent Gray explained that the Board of Public Works passed a resolution requesting that a $60,000 Capital Project be established to upgrade the traffic r signal at Route 13/Commercial Avenue. Gray explained that safety concerns have prompted this request as an ' increase in accidents at this traffic signal are occurring. He stated that this intersection has seen increased activity due to the County's Solid Waste Facility and other commercial property at the site. Gray stated that the traffic engineer has recommended various improvements to the signal. The Committee discussed the safety concerns and the possibility of <' County participation in funding the project. The Committee felt that because of the County' s Solid Waste Facility and high accident rate, the signal has to be upgraded. The Committee supported holding off a month on this issue until the County has an opportunity to fund a portion of the project. No formal action was taken. C. Request to. Temporarily Amend Authorized Personnel Roster Superintendent Gray presented a request to temporarily amend the DPW Transit Authorized Personnel roster by adding a full-time bus driver at a cost of $13,000 . Gray explained that a recent grievance decision was awarded relating to City Transit bus drivers . The decision 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 required bus drivers to take a daily half-hour break. He explained that currently the bus drivers are not getting this break. E Gray explained that Nancy Oltz has worked out a new bus driver schedule, which the Union agreed upon, that would allow each bus driver to get a daily half-hour break. However, the new schedule would require an additional full-time bus driver at a cost of $13,000 for 1996. He explained that the department currently has 13 permanent bus drivers. According to the grievance award, this new system must be implemented by July 1, 1996. Gray stated that this position would be temporary and would be evaluated in December to determine the need for any changes in 1997 . After a discussion regarding the request, the following motion was made: WHEREAS, a grievance decision was awarded relating to City Transit bus drivers being required to take a half-hour break during the work day, and WHEREAS, City DPW staff have reviewed the grievance decision, daily bus schedule and current personnel roster, pending transit consolidation, and have determined that an additional Bus Driver is required to implement the grievance, and i.s WHEREAS, the grievance decision must be implemented by July 1, 1996; now, therefore, be it RESOLVED, That the 1996 Authorized Personnel Roster in the DPW be temporarily amended as follows: Add: One (1) Temporary Bus Driver F/T and be it further RESOLVED, That an amount not to exceed $13,000 be transferred from Account A1990 Unrestricted Contingency to Account A5630- 5115 to fund said temporary position, and be it further RESOLVED, That the Temporary Bus Driver position be evaluated in relation to transit consolidation during December, 1996 with further staff recommendations made at that time. The motion passed 5-0. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 4 . Finance/Clerk - Request Funds for 1996 Employee Picnic City Clerk Holcomb presented a request to transfer $5,000 from the Unrestricted Contingency account to the Personnel account for the purpose of funding the 1996 ` Employee Recognition picnic. Holcomb explained that the picnic is due for a change, and the picnic committee has recommended the following changes to the 1996 picnic: A. Menu will be hamburgers, hot dogs, and sausage B. City Hall to close at 11:30 A.M. C. Gifts for service over five years will be presented D. Every employee will receive a City pin E. Round table discussions will take place at the picnic F. Retirees will be invited G. Increased sporting events and a DJ will be added. Holcomb stated that because of the changes to the picnic, namely the gifts, the cost of the picnic will increase from $2,500 to $5,000. She explained that the City employees need to see some type of recognition other than annual raises. She stated the picnic would be held September 20, 1996 at Stewart Park. After a discussion regarding the changes to the picnic, the following motion was made: WHEREAS, the 1996. City of Ithaca Employee Recognition Picnic will be held Friday, September 20, 1996; now, therefore, be it RESOLVED, That an amount not to exceed $5,000 be transferred from Account A1990 Unrestricted Contingency to Account A1430- 5440 in order to pay for the 1996 City of Ithaca Employee Recognition Picnic. The motion passed 5-0. 5. Planning and Development - Business Improvement District Deputy Planning Director Sieverding discussed the Business Improvement District memorandum of understanding and City contribution with the Committee. Art Pearce, BID representative, discussed the overall format of the BID with the Committee. He pointed out the .following items: A. Group of volunteers have been working over a year to structure the BID proposal; 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 B. BID needs to be adopted for the central core of the downtown Business District; C. Retail promotion, marketing, business retention and development; D. Governed by the BID Board of Directors, elected by the BID membership; E. BID budget of $180,000. Pearce stated that the BID can not tax the City property within the BID district, but can only request a contribution from the City. He stated that the original plan was to tax the City property, at assessment value, which would have totaled $44,000. However, due to assessment appeals, the City' s new taxable amount within the district is approximately $20,000. Pearce stated that because of the BID's inability to tax the City property, the $180,000 budget will not be met. The BID will also go to the County and ask for a contribution. Pearce also discussed the Memorandum of Understanding (MOU) with the City. The MOU requires the City to maintain various city services in the future within the BID district. A discussion regarding the BID and related MOU followed. Alderperson Mackesey stated that she was in favor of the BID, but was concerned over the fact that the BID can not tax the City and County, and as a result, the budget has a shortfall that requires �a City and County contribution. Further discussion regarding the BID followed. After a lengthy discussion.on the MOU, the Committee took a straw vote to move the City' s contribution to the BID at $20,000 or tax assessment amount, whichever is lower. The motion will be sent to the COW meeting. No formal resolution was made. 6 . Committee to Proceed to Executive Session The Committee voted, 5-0, to move into executive session to discuss personnel items dealing with the Water and Sewer division and the Youth Bureau. 7 r BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 7 . Report from Executive Session A. Water and Sewer Department Restructuring The Committee discussed the department' s possible personnel restructuring with Asst. Supt. of Water and Sewer Fabbroni. No ,formal action was taken. B. Youth Bureau - Personnel Items The Committee discussed various Youth Bureau reclassifications and voted, 5-0, to approve the reclassifications in accordance with the conditions and terms of the Contract and Civil Service. - No formal resolution was made. The item was sent forward to the COW meeting. 8. Common Council - Request Emergency Funds for Kitchen Theater Mandi Snyder, Managing Director of the Kitchen Theater presented a request for $10,000 of emergency City funding to the theater. Snyder stated that the theater is in a fiscal crisis due to back debt of $20,000, a shortfall in revenues of $5,300 and a shortfall in fundraising. Snyder stated that the total deficit is $33,000 . r Snyder also explained that the theater is behind on their/ rental obligations for April, May, and June. She explained that the future looks bright with good productions upcoming, and the payment of the $20, 000 back debt. Also, she expects funds from Tompkins County of $10, 000 and donations of $7,000. She stated that the $10,000 in City funds would help the theater greatly. The Committee felt the theater was an important asset to the city, but because the City' s contingency account was decreasing quickly, and it is only June, the City could only support a $3.,000 emergency funding amount. After a discussion, the following motion was made: WHEREAS, Kitchen Theater Company has requested an emergency allocation of . $10, 000 from the City of Ithaca, and WHEREAS, the allocation is needed as part of a plan to support their 1995-1996 production season, and WHEREAS, the Kitchen Theater Company will be making funding requests to Tompkins County in the amount of $10,000 and securing $7, 000 through private sector donations; now, therefore, be it 8 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 RESOLVED, That an amount not to exceed $3, 000 be transferred from Account A1990 Unrestricted Contingency to Account A1012- 5435 Service Agency Contracts to fund an emergency allocation to the Kitchen Theater Company. The motion passed 5-0. - 9 . DPW - Recycling - Report Supt. of Public Works Gray and Asst. Supt. of Public Works Ferrel reported to the Committee the most recent developments on the City/County recycling contract. Ferrel stated that the bid for city recycling is out and is expected back in June with an award in August. City Controller Cafferillo stated that the City has various alternatives relating to its recycling program including: bidding on the contract weekly pickup, and biweekly pickup, or discontinuing the service. He explained that if the City discontinues the service, we would have to lay off four individuals, and if we change the collection to biweekly pickup, we would have to lay off two individuals. The new service is expected to begin October 1, 1996. A discussion regarding the City' s current collection., activity followed. The Committee encouraged the DPW to submit a bid to the County on the recycling contract. - No action was taken, a report will be made next month. 10 . Planning & Development - Request to Change Use of Funds Deputy Planning Director Sieverding presented a request to change the use of funds regarding the Southside Community Center project. Sieverding stated that Common Council approved a $12,000 feasibility study to analyze the cost of expanding the Southside building. He explained that the cost to perform the study was only $6,000, leaving a remaining balance of $6,000. Sieverding explained that the Planning Department would like to use the remaining funds for architectural design and engineering work related to the renovation project at the Southside building. After a brief discussion by the Committee, the following motion was made: 9 d BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 WHEREAS, Common Council at its September 6, 1995 meeting approved $12,000 to perform a feasibility study to analyze the cost of expansion to the Southside building, and WHEREAS, the study was completed at a cost of $6,000, leaving r`= a remaining balance of $6,000 authorized by Council, and WHEREAS, the Planning Department is recommending that the remaining funds be used for architectural design and engineering work related to the renovation project to the Southside Community Center; now, therefore, be it RESOLVED, That an amount not to exceed $6,000 from Capital Project #313 be used for architectural design and engineering work related to the construction and renovation of the Southside Community Center, and be it further RESOLVED, That said cost will be derived from previously authorized funds in Capital Project #313. The motion passed 5-0. 11 . Youth Bureau A. Cass Park Rink Utility Costs/Energy Savings Project Youth Bureau Director Cohen stated that his department; now has an energy savings project at Cass Park that would cost $108,000 and would have a project payback of five years. The project would include the following: - Ceiling curtain in the rink Vertical curtains around the rink - Installation of a smart drive full variable speed Replace inefficient motors Replace rink lighting A discussion regarding the rink utility costs followed. The Committee agreed that this project should be proposed during the Capital Project review process next month. The possibility of NYSEG utility reductions exist, and a meeting with NYSEG will be established. No formal action was taken. B. Request to Release Contingency Funds Facilities Manager Doyle presented a request to release $1,000 from the restricted contingency to fund a Junior Lifeguarding Program at Cass Park. Doyle stated that the 10 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 funds were placed in the 1996 Budget to fund the establishment of the lifeguarding program. Doyle stated that he has now established the lifeguard program within existing funds in the Youth Bureau budget. However, the program needs the additional $1,000 in funding to balance its budget. After , a brief discussion regarding the program, the following motion was made: WHEREAS, as part of the 1996 Budget, $1, 000 was placed in Restricted Contingency to fund a Junior Lifeguarding Program at Cass Park, and WHEREAS, the Youth Bureau has found additional funding within the existing 1996 Youth Bureau Budget to establish the Junior Lifeguarding Program for 1996; now, therefore, be it RESOLVED, That an amount not to exceed $1,000 be released from Account A1990 Restricted Contingency and transferred to Account A7310-5120-1305 Cass Park Pool Hourly P/T to fund the Youth Bureau' s 1996 Junior Lifeguarding Program. The motion passed 5-0. C. Request to Amend 1996 Youth Development Budget Youth Bureau Director Cohen presented a request to amend , the 1996 Youth Bureau Budget by $3,449 to reflect a Tompkins County Grant to support the Summer Municipal Jobs Program. Cohen stated that the program would be expanded to allow more summer job opportunities for older teens in the city. After a brief discussion regarding the program, the following motion was made: WHEREAS, the Youth Bureau has been notified by Tompkins County that the City will receive $3,449 in funds to support the Youth Bureau's Summer Municipal .Jobs Program, and WHEREAS, the funding will enable the Youth Bureau to expand the number of summer job opportunities for older teens from the City of Ithaca; now, therefore, be it RESOLVED, That the 1996 Authorized Youth Employment Service budget be amended as follows: Increase Revenue Account: A7310-2350-1202 Youth Services Other Gov't. $3, 449 11 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 Increase Appropriation Accounts: A7310-5120-1202 Hourly P/T $2, 989 A7310-5445-1202 Travel 80 A7310-5460-1202 Program Supplies 80 ? A7310-9030-1202 Social Security 229 A7310-9040-1202 Workers ' Compensation 71 The motion passed 5-0. D. Request to Amend 1996 Youth Development Budget Youth Bureau Director Cohen presented a request to amend the 1996 Youth Bureau Budget by $4,573 to reflect a grant from the Town of Ithaca to expand the Youth Conservation Corps Program and Municipal Jobs Program. Cohen explained that the $4,573 in funding will give the opportunity to Town of Ithaca teens to participate in the City' s Youth Conservation Corps Program and Municipal Jobs Program. The following motion was made:. WHEREAS, the Youth Bureau has been notified by the Town of Ithaca that the City will receive $4,573 in funds to expand the Youth Conservation Corps Program and the Municipal Jobs Program, and WHEREAS, the . funding will allow Town of Ithaca teens toy participate during the summer in both the Youth Conservation Corps Program and the Municipal Jobs Program; now, therefore, be it RESOLVED, That the 1996 Authorized Youth Development budget be amended as follows: r Increase Revenue Accounts: A7310-2350-1202 Youth Services Other Gov't. $3,730 A7310-2350-1221 Youth Services Other Gov't. 843 Increase Appropriation Accounts : A7310-5120-1221 Hourly P/T $ 270 A7310-5120-1202 Hourly P/T 3, 350 A7310-5460-1221 Program Supplies 573 A7310-9030-1202 Social Security 256 A7310-9030-1221 Social Security 21 A7310-9040-1202 Workers ' Compensation 103 The motion passed 5-0 . 12 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 19, 1996 12 . Finance/Controller A. Request to Approve Payments in Settlement of Litigation MOU for Central Processing Facility City Controller Cafferillo stated that the City met with County officials on, June 17th to finalize the issues relating to payments in settlement of litigation on the County's Central Processing Facility. Cafferillo stated that the County officials agreed to make payments in regards to the Central Processing Facility for 1994, 1995 and 1996 which total $35, 129 .21 . The payments are based on annual city tax rates at the revised assessed value of the land. He also stated that a memorandum of understanding should be executed with the County to cover the following points: 1. Basis of annual payments; 2 . Payments covering 1994, 1995 and 1996 should be made now; 3. Future payments to be made by February 1st of each year. After a discussion regarding the agreement, the Committee voted, 5-0, to move this item forward to the COW meeting. B. Bond Resolution Deputy Controller Thayer stated that a Bond Resolution will be handed out at the Council meeting to authorize bonding for several projects which have been previously approved by Council. He stated that the total resolution should be approximately $1,200,000. No formal vote was taken, but the item was forwarded to the next Council meeting. The meeting adjourned at 12 :40 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. 13