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HomeMy WebLinkAboutMN-B&A-1996-05-15 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. MAY 15, 1996 MINUTES Present: Committee Members: Shenk, Thorpe, Marcham, Efroymson, Mackesey Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Superintendent of Public Works Gray BPW Vice Chairperson Reeves Cable Commission Chairperson Finley Members of the media 1 . Opening Comments: Chairperson Shenk stated that the following changes were made to the agenda: 1. Deletion of a report on Postering in the City; 2 . Deletion of a report on Vacancy Review Committee ; Actions in May - No action to report; 3 . Discussion on Budget Priorities will occur Wednesday, May 22nd at a special. meeting; 4 . Additional item related to the City Prosecutor. . Members of the Public were asked to speak; no members spoke. 2 . Common Council A. Computer Loans Discussion Chairperson Shenk stated that she would like to look into the possibility of providing loans to City employees to purchase computers. Shenk explained that the loans would be given to City employees at a low interest rate to allow for the purchase of computers . Shenk explained that she took the computer loan idea from California. City Controller Cafferillo stated that it' is not legal to loan public funds to employees per NYS law. He stated that the City can not extend its full faith and credit for the loans. 1 f BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 The Committee stated that if the City retains ownership of the computers and loans the computer to the employee either at home or by using a space in City Hall, maybe the loan program could occur. The Committee stated that, the purpose of the loan program would be to allow City employees to learn, train, and become more efficient on computers. The Committee suggested that the Computer Committee look at the possibility of a computer loan program and report back to the B & A Committee at a future date. The Committee stated that possibly the Computer Committee could send out a survey of City employees to determine if there is interest in this program. No formal action was taken. B. Community Services Funding The Committee discussed the 1997 Community Service funding. The Committee stated that a sub-committee, derived of all the B&A Committee, discussed the 1997 service applications at a separate .B & A meeting in August. The Committee discussed the Human Services Coalition funding and stated that at some point their funding should be separated out from the other Community Service , Agencies funding. The Committee agreed to send the Community Service funding application guidelines for 1997 forward to the COW meeting without changes. C. Vacancy Review Report City Controller Cafferillo reported that the Vacancy Review Committee discussed and acted on the following item: Filled a Police Officer position in the Police Department. A lateral transfer has been requested to shorten the training period. The Committee wanted to discuss this issue in executive session at the end of the meeting, as an officer has been proposed to fill the open position. The Committee agreed to do so. D. Cable Commission - Telecommunications Franchise Agreement Cable Commission Chairperson Finley stated that the Cable Commission unanimously passed a resolution seeking Requests for Proposals (RFP' s) to assist the City in developing and negotiation of the next telecommunication 2 a BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 franchise agreement. A discussion regarding the franchise agreement followed. Finley stated that the RFP may come back with a cost as much as $100,000. She stated that she would come back to the Committee with cost figures . No action was taken. E. Cable Commission - Request Funds for Community National Conference Cable Commission Chairperson Finley presented a request to send Commissioner Gitlin to the Alliance for Community Media national meeting in Virginia. Finley explained that the total cost of the conference is $1,344 . Finley explained the need for a Commissioner to attend the conference, as it relates to the City' s franchise agreement. Alderperson Efroymson explained that the Law and Governance Committee approved the trip, but needed B & A approval of funds . Efroymson stated that the City should limit the funding to $500 which would include the conference registration, membership, and miscellaneous expenses. The Committee agreed, and the following motion was made: WHEREAS, the Cable Commission is recommending that Commissioner Gitlin be sent to the Alliance for Community Media National meeting in Arlington, Virginia at a cost of $1, 344, and WHEREAS, the Budget and Administration Committee and Law and Governance Committee have reviewed the request and are recommending the approval of the travel at a cost not to exceed $500, and WHEREAS, the funding would cover the conference registration, membership cost and miscellaneous expenses; now, therefore, be it RESOLVED, That an amount not to exceed 840 . 00 be transferred from Account A1990 Unrestricted Contingency to Account A1315- 5440 Finance Staff Development for purposes of sending Cable Commissioner Gitlin to said conference. The motion passed 5-0. F. Cable Commission - Request 1996 Budget Amendment Cable Commissioner Chairperson Finley presented a request 3 a. BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 to allocate $500 to the Cable Commission to spend on various office expenses . Finley stated that the Mayor' s Office no longer provides administrative support to the Commission, and there is a need for copying, telephone calls and mailings to be made during the year. The Committee suggested that the funds be placed in the Controller' s Office' budget and be derived from the unrestricted contingency account. The following motion was made: WHEREAS, the current Cable Commission has no 1996 funding available to provide office expense coverage to the Commission, and WHEREAS, the Cable Commission is in need of funds to cover office expense costs such as; postage, telephone and copying relating the refranchising, and WHEREAS, the Commission has estimated a 1996 funding amount of $500 for these ongoing office expenses; now, therefore, be it RESOLVED, That an amount not to exceed $500 be transferred from Account A1990 Unrestricted Contingency to Account A1315- 5460 Finance Program supplies to fund the Cable Commission office expense for 1996. The motion passed 5-0. G. Funding for Commissions The Committee briefly discussed funding for various City Commissions and Boards . The Committee stated that funding for the City Commissions and Boards should be placed in the budget for 1997 . It was noted that in the past, the Mayor' s Office has funded a few committees and boards. However, the Committee agreed that the funding should be separated. Controller' Cafferillo stated that all vouchers related to City Commissions and Boards should be signed by a Common Council liaison prior to payment. He stated that general guidelines for commission budgets would have to be developed. The budgets for the various commissions and boards will be discussed during the 1997 Budget discussions in November. - 4 BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 3 . DPW A. Superintendent of Public Works Gray and BPW Vice-chair Reeves discussed the 1996 DPW work plan with the Committee. Chairperson Shenk explained that after last month' s meeting a sub-committee of B & A met with the DPW staff and Board of -Public Works members to discuss the work plan. Shenk stated that a 1996 work plan list of projects and activities was produced for tonight' s discussion with the B & A Committee. A discussion regarding the work plan followed. The Committee stated that during the 1997 Capital Project Review, the older outstanding capital projects will also be discussed. The Committee briefly discussed some of the projects on the work plan including; various Street and Road construction, Frosh Alley and various bridge projects. The B & A Committee was not totally satisfied with the selection process for various projects included on the DPW work plan, and felt that next year the procedure for the work plan may need to be changed. No formal action was taken. B. Request Transfer of Funds for Purchase of Meters Superintendent Gray presented a request to transfer $6,000 from the Joint Activity Fund Unrestricted Contingency account for the purchase of two flow meters. Gray explained that the Special Joint Sub-Committee (SJS) had approved this request. Gray stated that the new meters will improve flow data and several meters will be replaced over the next few years. The following motion was made: WHEREAS, the meters at the city' s wastewater monitoring stations are outdated and becoming costly to repair, and WHEREAS, the staff at the Ithaca Area Wastewater Treatment Facility have recommended that the meters be replaced over the next several years to improve flow data and future cost allocations, and WHEREAS, the staff has recommended and Special Joint Sub- Committee (SJS) has approved at its March 19, 1996 meeting the replacement of two meters this year at an estimated cost of $6,000; now, therefore, be it RESOLVED, That an amount not to exceed $6,000 be transferred 5 BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 from Account J1990 Unrestricted Contingency to Account J8150- 5225 for the purpose of purchasing two monitoring station meters . r; The motion passed 5-0. pt C. Request to Amend _ Capital Project for 1996 Sidewalk Program Superintendent Gray presented a request to amend Capital Project #249 Sidewalk Program by $75,000 for the funding of the 1996 DPW Sidewalk program. Gray explained that this is part of the DPW' s annual sidewalk program. He stated that the program is on a ten-year replacement schedule to repair all city sidewalks. Controller Cafferillo stated that the program would be funded by the issuance of debt. The following motion was made: WHEREAS, the Department of Public Works has performed an annual city sidewalk reconstruction program based upon a ten- year replacement schedule, and WHEREAS, the Annual Sidewalk Program is estimated to cost $75,000 in 1996, and WHEREAS, the City has appropriately capitalized the DPW sidewalk program since 1991; now, therefore, be it RESOLVED, That Capital Project #249 City Sidewalk Program be amended by an amount not to exceed $75,000 to repair the current section of city sidewalks based upon the ten-year sidewalk replacement schedule, and be it further RESOLVED, That the funds for said sidewalk reconstruction shall be derived from the issuance of Serial Bonds. The motion passed 5-0. D. Request to Hire Part-time Seasonal Employee for Sidewalk Program Consulting Service Superintendent Gray presented a request to hire a part- time seasonal employee, Toby Krantz, to, perform consulting engineer services related to the 1996 sidewalk program. Gray stated that Krantz will work May 20th through August 30th on the sidewalk program at a cost of approximately $7,500. He stated that the final salary is still under discussion. 6 Az BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 Gray explained that Krantz has worked in the Engineering Department previously. The $7,500 in funds would be derived from the sidewalk Capital Project. After a brief discussion, the following motion was made: WHEREAS, the position of ,junior Engineer in the office of the City Engineer has been -vacant and now unfunded as of May 1, 1996, and WHEREAS, the Superintendent of Public Works and staff are recommending that the Engineering Department hire a part-time seasonal employee to perform consulting engineering services to administer the 1996 DPW Sidewalk Capital Program; now, therefore, be it RESOLVED, That Toby Krantz be hired as a part-time seasonal employee at a salary of $7,500 for the period of May 20, 1996 to August 30, 1996, and be it further RESOLVED, That said part-time position will perform consulting engineering services to administer the 1996 DPW Sidewalk Capital Program, and be it further RESOLVED, That an amount not to exceed $7,500 to fund said consulting services, be derived from Capital Project #249 DPW Sidewalk. The Committee agreed to forward this to the Common Council COW meeting, pending a final salary agreement. 4 . Finance/Personnel - Deputy Department Heads Pay Scale - Discussion Chairperson Shenk stated that she brought up the discussion relating to the City Deputy Department pay scale. Shenk stated that she wanted information from each department on City Deputy Department Head pay scales and the next two closest employees in terms of salary. Shenk stated that the question is whether deputy salaries are appropriate as compared to other employees in their department when we may be requiring deputies to live within the city. City Controller Cafferillo stated that the comparison of the employees is difficult because of comp. time, overtime, and holiday time. Shenk stated that she does not want it to be a disincentive to become a Deputy Department Head. Controller Cafferillo stated that he would bring back information next month to assist committee members in comparing salaries. No formal 7 BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 action was taken. Alderperson Efroymson was excused for the remainder of the meeting. 5. Finance/Controller -� A. In Lieu of Tax Payment - Solid Waste Facility - Discussion City Controller Cafferillo stated that a meeting has been set up for June to discuss the Solid Waste Facility in- lieu-of-tax-payment agreement. No action was taken. Bi Local Law Electing a Retirement Incentive Program for 1996 City Controller Cafferillo stated that New York State has made a Retirement Incentive Program available to all NYS municipalities. Cafferillo stated that the 1996 retirement incentive program is the same as the second retirement program of 1995, in which a 50% savings has to be maintained for a two-year period, and the position does not have to be targeted. Cafferillo stated that the open period for this incentive will be from September 15, 1996 to December 15, 1996. He explained that Council needs to put this local law on the table. After a discussion regarding the program, the following local law-was made: Local Law No. of the Year 1996 City of Ithaca A Local Law Electing a retirement incentive program as authorized by Chapter 30, Laws of 1996 for the eligible employees of the City of Ithaca. BE .IT ENACTED by the Common Council of the City of Ithaca as follows : Section 1. The City of Ithaca hereby elects to provide all its eligible employees with -a retirement incentive program authorized by Chapter 30, Laws of 1996. Section 2. The commencement date of the retirement incentive program shall be September 15, 1996.. Section 3. The open period during which eligible employees may retire and receive the additional retirement benefit shall be 90 days in length. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 Section 4. The actuarial present value of the additional retirement benefits payable pursuant to the provisions of this local law shall be paid as one lump sum or in five annual installments. The amount of the annual payment shall be determined by the Actuary of the New York State and Local Employees' Retirement System, and it shall be paid by the City of Ithaca for each employee who receives the retirement benefits payable under this local law. Section 5. This act shall take effect upon filing with the Secretary of State. The law passed 4-0 to be forwarded to Common Council. 6 . City Prosecutor - Request Funds for Substitute City Prosecutor A request was presented to allow the City Prosecutor to take vacation time during June, 1996. It was noted that the City Prosecutor has not taken any extended time off since she started work in 1994. Normally, the County District Attorney would cover for the Prosecutor, but in this case, the District Attorney has refused to cover the time. An Acting City Prosecutor shall be hired during the vacation period for at least eight hours of service at $80 per hour. The funds will be derived from the %$ Unrestricted Contingency account. After a discussion regarding the request, the following motion was made: WHEREAS, the City Prosecutor, Linda Falkson, has not taken any extended vacation time when City Court is in session since she started her employment with the City of Ithaca in January, 1994; and plans to take a vacation in June, 1996; and WHEREAS, the services of an acting City Prosecutor will be required for at least eight (8) hours to assist her department during her absence; now, therefore, be it RESOLVED, That the City of Ithaca shall enter into an agreement with an Acting City Prosecutor as an independent contractor, to be reimbursed at the rate of $80.00 per hour, not to exceed a total of 8 hours, at a total cost not to exceed $640. , and be it further RESOLVED, That an amount not to exceed $640. be transferred from Account A1990 Unrestricted Contingency to Account A1110- 5435 City Prosecutor Contracts to fund said contract for services . 9 BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 15, 1996 The motion passed 4-0 . 7 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss a personnel item in the Police Department. 8 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Shenk reported that the Committee discussed a personnel item in the Police Department, and no action was taken. The meeting adjourned at 10: 35 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