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HomeMy WebLinkAboutMN-B&A-1996-03-20 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. MARCH 20, 1996 MINUTES Present: Committee Members: Shenk, Thorpe, Efroymson, Marcham, Mackesey Others Present: Mayor Cohen City Controller Cafferillo Deputy Controller Thayer Planning Director VanCort Assistant City Attorney Kennedy building Commissioner Eckstrom BPW Vice Chairperson Reeves Supt. of Public Works Gray Members of the media 1 . Opening Comments: Chairperson Shenk stated that the following change was made to the agenda: 1 . Addition of a discussion on Pay Scale for City Deputy Department Heads , Members of the public were asked to speak; no members spoke. 2 . Common Council - Request Funds for Drug Task Force Pilot Streetlighting Project Alderperson Efroymson presented a request to fund an $1,800 Drug Task Force Pilot Streetlighting Project. Efroymson explained that the City' s Drug Task Force is recommending that the City enter into a one-year agreement with New York State Electric & Gas to provide services for a pilot streetlighting program to assist in the fight against drugs in the city. He stated that NYSEG is willing to: provide free lighting design for each light; install up to six lights in the city; move the lights up to six times in one year. Efroymson explained that the requested funding of $1, 800 would also include the cost of electricity for the six lights during the year. He stated that the funds could 1 t � BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 be derived from the Unrestricted Contingency accounts . A discussion regarding streetlighting and the city' s drug problem followed. Efroymson stated that NYSEG will not charge the City at the end of the agreement for removal of the streetlights. He added that this agreement does not address the need for additional lighting in the city. Alderperson Mackesey stated that the City should try this program. The Committee agreed that this program is only one step toward fighting the city' s drug problem. The following motion was made: WHEREAS, the Drug Task Force is recommending that the City enter into a one year agreement, dated March 18, 1996, with New York State Electric & Gas (NYSEG) to provide services for a Pilot Streetlighting Project in the city to help in the fight against the City' s drug problem, and WHEREAS, the pilot project would provide the City with the following: free lighting design for each light location up to six luminaries in the city - up to six moves during the agreement and WHEREAS, the cost of the Pilot Street'lighting Project has been estimated at $1,800 for one year, including moving of streetlights six times, installation of streetlights, and cost of electricity for streetlights; now, therefore, be it RESOLVED, That the Mayor be hereby authorized to enter into an agreement with NYSEG to provide services for said Drug Task Force Pilot Streetlighting Project, and be it further RESOLVED, That an amount not to exceed $1,800 be transferred from Unrestricted Contingency to Account A1490-435 Public Works Administration Contracts for purposes of said Pilot Streetlighting Project. The motion passed 5-0 . 2 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 3 . DPW A. City Recycling Program City Controller Cafferillo reported that the City met with the County last week regarding the Recycling Program. Cafferillo stated that members of the County Board made it clear that it was their intention to equalize the recycling service by going to a bi-weekly collection inside and outside the city. He explained that City staff has calculated that it would cost the City $51,000 more to go to a bi-weekly recycling collection as a result of the decrease in contract revenue from the County. ' The City would have to increase trash tags to cover the decrease in revenue generated. The City is currently operating on a weekly collection basis . The county bid for bi-weekly collection of recycling is $10 . 36 per household. The City can not meet this bid price. It was noted that there are 10, 600 household units in the city. Cafferillo stated that the City has three options to review: 1. Get out of the recycling business; 2 . Prepare a bid and try to be competitive with the $10 . 36 per household; or 3. Increase the subsidy to the program by increasing the cost of trash tags in the city. r Cafferillo stated that the current City/County recycling agreement ended December 31, 1995. The County has agreed - to extend the contract through May, 1996 . He explained that the other county bids were $12, $13, and $17 .50 per unit. Cafferillo explained that if the City were to get out of the business, it may impact four City employees . A discussion regarding layoffs and the recycling program followed. Alderperson Efroymson stated that the City should look at the overall picture of all of its agreements with the County. Cafferillo stated that the City will continue to examine this issue and report back next month on possible solutions . B. Engineering Department Work Plan Superintendent of Public Works Gray presented the Committee with the Engineering Department' s 1996 work plan. BPW Vice Chair Reeves stated that in 1996, the 3 S BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 Engineering Department will have 8,833 hours available for the 1996 work plan. Reeves explained that there is more work than hours available. Gray and Reeves explained the Engineering Work Plan to the Committee. Gray explained that the Engineering Department has some 31 projects than have been approved and need to be completed. He also explained that the following projects have been requested, but are not on the list of approved projects: 1. Traffic calming; 2 . Stewart Avenue brick work; 3. Suicide bridge barrier design; 4 . Cliff Street parking area; 5. Buffalo Street parking area; 6 . Community Development Block Grant Projects . Gray also explained that there are no emergency hours in their work plan. He stated if an emergency project arises, other projects will have to be deleted. Gray stated that the proposed 1996 Work Plan is as follows : Giles Street Bridge 240 hours Oak Avenue Parking Meters 144 Youth Bureau HVAC 420 Mitchell Street Curve 60 Mitchell Street Construction 240 Traffic Counts 200 ADA Barriers 20 Computer Network 120 Parking Lot Equipment 320 Route 96 Support 861 Government Support 470 Internal Engineering, 1,387 DPW Support 3,951 City Department Support 1,230 9, 663 Gray stated that he wanted to let the Committee know what the Engineering Department was doing, why the department has a project bottleneck, and show the Committee that the department is operating above capacity. He also stated that the information should assist Council in making future project decisions . A discussion regarding the project priority list followed. The Committee agreed to digest the information and send it to other council members and discuss this item at next month' s B & A meeting. 4 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 C. 1996 Golf Rates Superintendent of Public Works Gray reported that the 1996 Golf Course rates at Newman Golf Course are being approved by the BPW with new resident and non-resident rates proposed. A brief discussion regarding the rates followed. Gray stated that the Food and Beverage Concession bid documents for the Golf Course have been sent out, and a bid award will hopefully be made in April. No formal action was taken. D. Request to Amend IAWWTP Capacity Upgrade Project Superintendent of Public, Works Gray presented a request to amend the Capital Project for Upgrading Capacity at the Ithaca Area Wastewater Treatment Plant in an amount of $601, 600 . Gray explained that the project has been amended several times for various engineering services . He stated the project is currently authorized at $64, 600, all related to engineering services, and the total estimated project cost is now $666,200 . Gray explained that the project will improve the IAWWT Plant' s overall operation. He stated that the Special Joint Sewer Committee (SJS) approved the amendment at its March 19th meeting. He explained that the cost of the project will be allocated among the plant owners: City of Ithaca, Town of Ithaca, and the Town of Dryden per the established capital cost agreement. After a discussion regarding the project, the following motion was made: WHEREAS, by vote of Common Council at its April 5, 2995, September 6, 1995, and December 6, 1995 Common Council meetings, the funding for increasing the Ithaca Area Wastewater Treatment Plant (IAWWTP) treatment capacity and the selection of Stearns and Wheler for the related engineering services was approved in the amount of $64, 600, and WHEREAS, the Special Joint Sewer Committee, at its regular meeting on March 19, 1996, voted unanimously to establish the total cost of the IAWWTP Capacity Upgrade Project at $666,200, including all related engineering services, and WHEREAS, the upgrade project will allow the IAWWTP capacity to increase from 10 MGD to 13 MGD and will improve the plant' s overall operation as follows: Improve retention time for biological solids in the final clarifiers; 5 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 Reduce the possibility for solids to short circuit through the final clarifiers; - Increase influent pumping capacity to handle high flow concerns with the addition of a fifth pump; Create a physical condition to allow pump testing without activating the raw sewage bypass line to Cascadilla Creek; Increase the plant' s total capacity rating by 3 MGD to a total of 13 MGD on a 30-day average; now, therefore, be it RESOLVED, That Capital Project #4021 be amended by an amount not to exceed $601, 600, giving a total project cost not to exceed $666,200 for purpose6 of funding said additional construction and engineering services, and be it further RESOLVED, That funds will be derived from the following sources: Capital Reserve J-1 $ 64, 600 Issuance of serial bonds or current funds 601, 600 $666,200 and be it further RESOLVED, That the cost of the project will be allocated among the owners; the City of Ithaca $379,734, the Town of Ithaca $273, 142, and the Town of Dryden $13;324, as per the existing capital cost allocation agreement. The motion passed 5-0. _ 4 . Committee to Proceed into Executive Session The Committee voted, 5-0, to move into executive session to discuss various personnel items . 5 . Report from Executive Session After the Committee voted, 5-0, to move back into regular session, Chairperson Shenk reported that the following items were discussed: A. City Attorney/Personnel Department - Personnel Issue The Committee discussed a personnel item with the Assistant City Attorney and City Controller, and gave directions to them. No formal action was taken. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 B. Personnel Department - Personnel Item The Committee briefly discussed a personnel item in the Personnel Department, and no action was taken. 6. Mayor - Request to Require New Hires to Live in Tompkins County Mayor Cohen requested that, for a future B & A agenda, an item related to new hires and the possibility of requiring them to live within the boundaries of Tompkins County be submitted. No action was taken. 7 . Planning Department - Cliff Street Parking Lot Discussion Planning Director VanCort discussed the Cliff Street Parking Lot with the Committee. VanCort explained that the parking lot and path to Cass Park is being proposed for 701 and 705 Cliff Street, and also 705/711 Cliff Street. He stated that the parking lot and path are a part of the approved West Hill master plan. He explained that the site will require large amounts of fill which can be received from the Route 96 Project, free of charge, if the project is done within a window of opportunity, which will end in August. VanCort explained that the approximate value of the fill is $75,000 . He explained that two sites for the parking lot are being evaluated on Cliff' Street; 701 and 705, 705 and 711 . He stated that project cost estimates for 701 and 705 are $95,000 -. $110, 000. The project cost for 705 and 711 Cliff Street are $65,000 - $80,000. VanCort stated that the 705/711 lot might be more difficult to permit and would take longer to review. VanCort stated that the neighborhood needs a parking lot and wants a parking lot in this area. He explained that the BPW had the following concerns regarding the proposed lot: Parking area for private owners; Further burden on City staff; Cost of lot maintenance; Environmental concerns After a discussion regarding the lot, the Committee stated that the Planning Committee can decide if the project is needed and which Cliff Street lot will be used for the parking area. It was noted that when the Planning Committee makes a decision on this item, it will 7 Z . BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 come back to B & A for funding. No action was taken. Alderperson Thorpe was excused for the remainder of the meeting. 8. Building Department - Establish Agents for Service Building Commissioner Eckstrom discussed establishing a local agent for process service with the Committee. Eckstrom stated that to establish an agent for service, a local regulation must be passed that requires property owners to designate agents that are within the jurisdiction of the City Court to receive legal service. Eckstrom stated that if this agent for service could be established, it would be very beneficial to the Building Department. He explained that there is still research on this subject that needs to be completed to determine if the courts would actually have jurisdiction. The Committee agreed that this item was a good idea and should be pursued further. The Committee decided that in the future, this item would be discussed by the Law & Governance Committee. No action was taken. 9 . Finance/City Controller A. CSEA Admin. Unit Contract Status Update City Controller Cafferillo stated that the CSEA Admin. Unit Contract negotiations are at impasse and the first mediator negotiations are scheduled for April 2nd. No action was taken. B. Vacancy Review Report City Controller Cafferillo reported to the Committee that the following Vacancy Review Committee action was taken during the past month: 1 . Planning Department - An open Planner position was discussed, and action was deferred. 2 . Finance/Chamberlain - An open Account Clerk Typist position was discussed and approved the filling of the position. 3. Police Department - An open Dispatcher position was discussed, and action was deferred. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 4 . Youth Bureau - An open P/T Recreation Specialist position was approved to be filled. An open Youth Development Leader position was deferred to the Fall. An open Youth Worker position in the YES Program was approved to be filled. 5. DPW - An open Automotive Mechanic Helper position was approved to be filled. An open Junior Engineer position was approved to be filled. Also, an open Automotive Mechanic position was approved to be filled. 10 . DPW/Youth Bureau - Merger of DPW Accounts to Youth Bureau City Controller Cafferillo stated that Common Council approved in concept, during the 1996 Budget Process, to merge the DPW accounts; Cass Park Pool and Rink, Cass Park Ballfields, and Alex Haley Pool, with the Youth Bureau. It was noted that this merger did not change the overall 1996 Budget total, but simply moved and merged accounts . Deputy Controller Thayer stated that he would send the schedule of the merger of accounts to Common Council next week. The Committee agreed that no Council action was needed as it was approved during the 1996 Budget process . 11 . Deputy Department Heads Pay Scale Chairperson Shenk stated that/ she wanted to look at Deputy Department Heads pay scales as they relate to the next highest paid person in their department. Shenk stated that this item has been raised in the Police - Department. This item will be discussed at a future B & A meeting. 12 . 1997 Budget Process Chairperson Shenk. stated that the 1997 Budget Process discussion will take place at next month' s B & A meeting, and will be discussed at this month' s COW meeting. Budget priorities for 1997 will also be discussed. No formal action was taken. 13 . Committee to Proceed Into Executive Session The Committee voted, 4-0, to move into executive session to discuss two personnel items . 9 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 20, 1996 14. Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Shenk reported that the following items were discussed in executive session: A. Building Department - Personnel Item The Building Commissioner and the Committee discussed a personnel item, and the Committee gave directions to Commissioner Eckstrom. No formal action was taken. B. Finance/Controller - Personnel Item City Controller Cafferillo and the Committee discussed a personnel item, and no action was taken. The meeting adjourned at 11 :25 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