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HomeMy WebLinkAboutMN-B&A-1989-09-28 1 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. SEPTEMBER 28, 1989 MINUTES PRESENT: Committee Members: Schlather, Hoffman, Killeen, Romanowski Excused: Committee Member Cummings Other Alderperson Present: Lytel Others Present: City Controller - Cafferillo Deputy City Controller - Thayer City Attorney - Nash Police Chief - McEwen Fire Chief - Olmstead Personnel Administrator - Walker City Chamberlain - Parsons Director, Planning and Development - Van Cort Director, Youth Bureau - Cohen Youth Development Coordinator - Green Building Commissioner - Datz Acting Superintendent of Public Works - Fabbroni City Engineer - Gray Commissioner - Reeves Acting Assistant Coordinator, GIAC - Fort Representatives from GIAC and Members of the Press 1 . Lawsuit - State of New York v. City of Ithaca Attorney Nash provided the Committee with a brief update on the status of this lawsuit. No new information was presented. The said item was tabled until the October B E A meeting. 2. GIAC Contract Youth Bureau Director Cohen and representatives from GIAC presented the proposed GIAC contract with the City of Ithaca. After a lengthy discussion over the proposed contract, two main and unresolved concerns remained. The concerns made by the Committee were as follows: 1 . What portion of the GIAC building will GIAC and the City control. 2. Revisions in the contract language and placement of such language may still be needed. The Committee will examine the contract further, the said item was tabled until the October B & A meeting. a -2- SEPTEMBER 28, 1989 3. Youth Bureau - Billings of Services A brief update on the letter sent to the participating municipalities, in relation to Youth Bureau billing of services, was given by the City Controller. No formal responses have been received, however the Town of Ithaca gave a positive informal response on the billing of services subject to the County's approval. No action was taken on said item. 4. GIAC Renovations Alderperson Lytel, Youth Bureau Director Cohen and Director of Planning Van Cort, presented a resolution from the Human Services Committee, on GIAC improvements. During the discussion, it was made clear that the main issue relating to the GIAC renovations was the space allocation issue between GIAC and the Drop-In Children's Center (DICC) . The City would like to expand the Day-care operation at GIAC and the DICC wants to become a fully licensed, full time operation. The two parties are not in total agreement over certain issues and the City requested that both organizations accept the Community Dispute Resol- lution Center (CDRC) as a mediator in the space dispute issue. After discussion, it was resolved that the City Planning Department be authorized to enter into an agreement with the CDRC for mediation services related to the space dispute between GIAC and the Drop-in Children's Center, at an amount not to exceed $1,000. Funds will be advanced from the General Fund. The said resolution was approved 4-0. 5. Architectural Services for GIAC Pool Director of Planning and Development Van Cort presented information relating to the selection of the GIAC Pool Architect. Van Cort discussed different dollar amounts for architectural services relating to the preparation of a schematic design for the GIAC Pool. After a brief discussion, it was resolved that the Mayor be authorized to execute an agreement with the selected architect, H.O.L.T. Associates, for the develop- ment of a schematic design of the GIAC Pool, for an amount not to exceed $9,780. The funds would be paid from Capital Project #217. The said resolution was passed 4-0. 6. Youth Bureau A. Increase in Youth Development Budget Youth Bureau Director Cohen presented information on increasing the Youth Development budget due to additional funding from a NYS Department of Edu- cation Grant. Cohen received verbal confirmation from the NYS Education Department that $12,262 in additional funding will be received for the 1989-1990 school year for the Youth at Risk and Community Partnership Program. -3- SEPTEMBER 28, 1989 6. Youth Bureau (continued) After a brief discussion, it was resolved, the 1989 budget be amended by increasing appropriation line A7310-110, by $2,097, in order to expand an existing youth worker position to full time for the remainder of 1989 and that the said youth worker position be reclassified to the position of Youth Coordinator. It was also noted that because of the increase in staffing due to the New York State grant funding, the current telephone system needs to be upgraded. It was resolved that account A7310-405 be increased by $2,000 for the upgrade of the existing telephone system. Also resolved, that estimated revenue A3820 State Aid for Youth Programing, be increased by the total of $4,097 and that the implementation of expanded programs described above be made subject of written confirmation by the New York State Education Department. The said resolution was approved 3-0-1 . Alderperson Romanowski abstained. B. Increase in GIAC Budget Youth Bureau Director Cohen and Acting Assistant Coordinator, GIAC Fort presented information requesting amendments to the 1989 GIAC budgets. The Youth Bureau has received written confirmation from the Ithaca City School District of the approval of a grant for $11,600 to expand existing GIAC Youth program services. After a brief discussion, the 1989 GIAC budget was amended by increasing appropriations, line A7311-120 and line A7311-460 by $2,958 and $750, respec- tively. Also, the estimated Revenue Account A2350; was amended by increasing this account $3,708. The said amendments were approved 4-0. C. Update on City/County Youth Services Contract City Controller Cafferillo and Youth Bureau Director Cohen gave the Committee a brief update on the current status of the City and County Youth Services contract negotiations. At this point negotiations are proceeding as scheduled, the County may be willing to fund approximately $400,000 to the Youth Bureau. No action was taken, a further update on contract negotiations will be made at the next B E A meeting. 7. Water Useage at Ithaca Community Gardens Commissioner Reeves and a Community Gardens spokesperson presented a water useage report for the Ithaca Community Gardens as of September 20, 1989. The meter showed that the Community Gardens have used 21,500 cubic feet of water over the summer months of 1989. The total water bill was $193.50 compared to the prior year bill of $600 for the same period. It was determined that a leak in the water line and the below normal rainfall for the summer of 1988 contributed to the large water bill for 1988. After the report was presented, B 6 A Chairman Schlather suggested that the Community Gardens send a letter to the City Controller once a year in June to request payment of water bill. No other action was taken on this issue. i -4- SEPTEMBER 28, 1989 8. Attorney A. Authorization to Commence Court Proceedings Attorney Nash requested an authorization to commence court proccedings in relation to the 2% New Monies for the Fire Department. Attorney Nash dis- cussed his conversation with State Comptroller's Office regarding his request for an advisory opinion on the proper distribution of the 2% Monies under the new State Legislation effective January 1, 1989. At this point, no definite opinion on the matter was given by the State Comptroller's Office Attorney Nash felt the only way to get this matter resolved was by further court proccedings. After a brief discussion on the old and new 2% monies, the Committee authorized the City Attorney to commence with court pro- ceedings. B. Request for Attorney's Fees City Attorney Nash requested a motion to transfer $8,200 from Account A1990, Unrestricted Contingency, to account A1420-430, Fees for Professional Salaries, to pay for the final bill for legal services in connection with GIAC Director Arbitration proceedings. After a brief discussion on amounts already paid for this arbitration, said action was approved 4-0. 9. Report from Executive Session A. Youth Bureau Personnel Following an executive session, Chairman Schlather disclosed that a request to reclassify the position of Art Program Supervisor, currently held by Ruth Davis, to the position of Recreation Supervisor and appoint Ruth Davis to the reclassi- fied position was approved 4-1, at an annual salary of $19,627 (Step 3 of the CSEA Administrative Compensation Plan), effective October 9, 1989. B. Personnel Department Following an executive session, Chairman Schlather disclosed that a request to hire Lisa Patz as the Personnel Associate on a provisional basis, was approved 4-0, at an annual salary of $25,000, effective October 10, 1989. C. Deputy City Clerk Following an executive session, Chairman Schlather disclosed that a request to hire Julie Boyle as the Deputy City Clerk was approved 4-0, at an annual salary of $20,412 (Step 4 of the CSEA Administrative Compensation Plan), effective October 16, 1989. Z -5- SEPTEMBER 28, 1989 10. Police Department A. New Telephone System Police Chief McEwen presented bid specifications for a new telephone system for the Police Department. The Chief explained that he received three bids for the telephone system and only one bid (All-Mode, lowest bid) met all the bid speci- fications. After a discussion with Representatives from All-Mode on the proposed new phone system, the Chief recommended that the low bid, All-Mode Communications, be accepted for replacement of existing Police Department telephone system. The base bid price by All-Mode Communications of $27,262 exceeded available funds by $3,684. Therefore, the Police Department Authorized Equipment list will be increased by $3,684 with funding to be transferred from Unrestricted Contingency. The said action and the authorization for the Police Chief to enter into an agreement with All-Mode Communications, for equipment and installation of the said system, was approved 3-0-1 . Alderperson Romanowski abstained. B. Conversion of Fire Arms Police Chief McEwen presented the Committee with information pertaining to a possible change in firearms for the Ithaca Police Department. The Chief is proposing that the current firearms presently used by the Police Department, Revolvers, are out-dated and should be changed to semi-automatic weapons. During a lengthy discussion over the conversion of the weapons currently used by the Police Department, Chief McEwen noted the reasons for the proposed change: The revolver has become somewhat out-dated - The police officers are concerned with increased drug activity The police officers are concerned about the effectiveness of the revolver compared to current modern day weapons The monies needed for this conversion are currently in the budget Discussion by the Committee included items relating to the type of semi-auto- matic weapon that will be used, the skills needed to operate the new weapons, the current trend by the nations police departments to convert from revolvers to semi-automatic weapons and how long the conversion will take. After all discussions, the Committee authorized the Police Department to convert firearms from revolvers at present, to semi-automatic weapons. Said motion approved 4-0. Conversion will take two years. C. Court Security Contracts for 1989-90 Police Chief McEwen presented the Court Security contracts for 1989-90. After a brief discussion, it was authorized that the Police Chief could execute an agreement with the New York State Unified Court System, for the provision of Court Security Services, subject to review and approval of the related contract terms and conditions by the City Attorney. Said motion was approved 4-0. 1 -6- SEPTEMBER 28, 1989 11 . City Policy - Contract Approval Director of Planning and Development Van Cort presented a proposed revision in City Policy for the contract approval policy currently being used. Van Cort argued that the current policy for contract approval, which requires a contract, of any amount, to be reviewed and signed by the City Controller, City Attorney, appropriate Department Head, and the Chair of the B S A Committee, is ineffi- cient and needs to be revised. After a discussion on Van Cort's proposal the Committee agreed upon the follow- ing City Policy for contract approvals: A. Contracts for amounts less than $500, when prepared on a boiler plate form contract developed by the City Attorney, shall require approval and signature of both the Department Head giving rise thereto, and of the City Controller for availability of funds. Any deviation from the approved form would require further review and approval by the City Attorney. B. Contracts of $500 but less than $2,000, shall require all the approvals disclosed in A. above, plus the approval of the City Attorney in all instances. C. Contracts in the amount of $2,000 or more shall require all approvals pre- sented hereto in clauses A and B above, plus the approval of the Chairperson of the Budget and Administration Committee. D. All contracts approved by the process presented herein shall as a matter of practice, be published on a monthly basis by the City Controller. The detailed listing shall include the date of the contract, the amount, the vendor, and a brief description of the purpose of said contract. The said Policy was approved 4-0. 12. Ithaca Industrial Park Improvements Director of Planning and Development Van Cort gave a brief update on the Industrial Park Improvements. He noted environmental review questions, con- sultant review and questions will be mailed to the alderpersons. No action was taken on said item, tabled until the October B 8 A meeting. 13. Finance Department A. Penalty Payment City Chamberlain Parsons presented information related to a request by Timothy Cole, -Treasurer of Pi Kappa Alpha Fraternity, for an expungement of penalty on taxes. During a brief discussion it was noted that the taxes were paid late and a penalty of $52.80 was assessed on the Fraternity's taxes. An apparent mix up in mail at the Fraternity caused the incident. After the brief discussion, the Committee denied the expungement, approved 4-0, as follows: -7- SEPTEMBER 28, 1989 A request was received from Timothy Cole, Treasurer of Pi Kappa Alpha fraternity, for expungement of the late penalty on second installment taxes at 17 South Avenue. Whereas, the Chamberlain's Office received the tax payment past the due date for the second installment of taxes because of a delay in the postmark by the fraternity, now therefore be it Resolved, that the Budget and Administration Committee denies the expungement of the late penalty on second installment of taxes at 17 South Avenue. B. Charter Revision for Interest on Tax Sale Certificates City Chamberlain Parsons presented a request to revise the City Charter, Section 4.6 "Proceedings to Collect Unpaid Taxes, Arrearages," Paragraph C. After discussion on real property tax law and current law the following was recommended by the Committee for a revision to paragraph C: The owner of any interest in the premises sold may redeem said from said tax sale by paying to the City Chamberlain of the City of Ithaca for the benefit of the owner of said tax certificate the amount bid as hereinbefore provided, plus fifteen per centum. After one year of said tax sale, the amount paid to redeem said premises from said tax sale shall be the amount bid as hereinbefore provided plus ten per centurm. After two years of said tax sale, the amount paid to redeem said premises from said tax sale shall be the amount bid as hereinbefore provided plus ten per centum. . Every year thereafter of said tax sale, the amount paid to redeem said premises from said tax sale shall be the amount bid as herein- before provided plus twelve per centum. The said revision was recommended by the Budget and Administration Committee and referred to the Charter and Ordinance Committee. C. Bond Resolution - Fire Vehicles City Controller Cafferillo presented a request for approval of a Bond Resolution of $880,000 for the purchase of three fire vehicles. After a brief discussion on the bidding procedures and Town share of these new vehicles for the new fire stations, the Committee resolved that a Bond Resolution authorizing the issuance of $880,000 in Serial Bonds for the purchase of fire- fighting vehicles be, and is hereby approved. Said motion approved 4-0. 14. Department of Public Works A. Request for Computers Acting Superintendent of Public Works Fabbroni and City Engineer Gray presented a request to purchase computers for the Department of Public Works. The computerization proposal was presented in two phases. The first phase costing $26,250 and the second phase costing $33,250. The first phase would -8- SEPTEMBER 28, 1989 be done immediately, while the second phase would be done in 1990. The Department of Public Works has already established a program for an upgrade of their computer system. A discussion on current situation needs and the request followed. After the discussion, it was approved, 4-0, that the computer purchase, first phase only, be authorized. Whereas, the first phase of the said program exceeds the amount previously established for this purpose in Capital Project #211 Computer Acquisition, by $9,000 and that Capital Project #211, be increased by $9,000 with the purchase of such equipment be financed by the issuance of Bond Authorization Notes. B. Release Money From Contingency Fund-Stewart Park Acting Superintendent of Public Works Fabbroni and City Engineer Gray presented a request to release contingency funds for Stewart Park High Priority items. A discussion followed on the current status of Stewart Park items. The request of priority maintenance and upgrade needed for fall 1989 included the following: Gabions Stone $2,800 Sod 1,200 Bathrooms 18,600 Boathouse Roof 13,000 Asbestos Removal 6,236 Heating System 3,164 $45,000 Funds would come from Restricted Contingency $40,000 and 1988 Encumbered Funds $5,000. Alderperson Hoffman noted that he would rather not see the Gabions worked on based on complaints received by interested parties. After some discussion, it was agreed upon that the Gabions Stone work would only be done up to the Boat House. The Committee resolved that $40,000 be transferred from Restricted Contingency A1990, to Account A7112-435 in the amount of $12,236 and to Account A7112-483 in the amount of $27,764, in order to complete the above Stewart Park Renova- tions with the Gabions Stone work only done up to the existing Boat House. Said motion was approved 4-0. C. Release Money from Contingency - Youth Bureau Building Acting Superintendent of Public Works Fabbroni and City Engineer Gray presented a request to release contingency funds of $13,000 from the Youth Bureau building Accoustical tiles contingency account. After a brief discussion on the proposed accoustical improvement to the ceilings of certain Youth Bureau rooms, it was resolved that the $13,000 in the Restricted Contingency account for this project would be released and transferred to account A1623-435, in the amount of $3,000 and to account A1623-483, in the amount of $10,000, in order to perform accoustical ceiling improvements within the Youth Bureau. Said motion pass 4-0. -9- SEPTEMBER 28, 1989 D. Survey Equipment Request Acting Superintendent of Public Works Fabbroni and City Engineer Gray re- quested $20,000 to update existing survey equipment. The Engineering Department has determined that the acquisition of electronic and laser surveying equipment will improve efficiency significantly over existing equipment, and reduce staffing requirements in the performance of such duties. After discussion of existing equipment and a presentation of the new equipment the Committee authorized the purchase of the new equipment with funds allocated as follows: 1 . Hudson St. Recon. Capital Project #225 $3,000 2. Elm St. Recon.. Capital Project #223 $3,000 3. Computer Acquisition Capital Project #211 $4,000 4. A transfer Elmira Rd. Drainage Study Restricted Contingency account to account A1440-225, including authorization to amend the Authorized Equipment list by such purchase $10,000 $20,000 The said item was approved 4-0. 15. Budget Transfers The Budget and Administrative Committee authorized the City Controller to make transfers within the 1989 Budget Appropriations as needed, for the remainder of the 1989 fiscal year. Said action was approved 4-0. 16. Purchasing Department - Personnel Item The Budget and Administrative Committee authorized the City Controller to serve as Acting Purchasing Agent and has been directed to perform the full duties of the Purchasing Agent during the search for a new Purchasing Agent. Also, while Etta Gray will not be expected to perform additional duties beyond her regular job assignment, her daily workload may increase due to the physical absence of the Purchasing Agent. It was resolved, that Etta Gray shall receive a temporary 10% salary increase (from $17,635 to $19,399) in recognition of the increased work load, effective September 18, 1989 and continuing until a new Purchasing Agent is appointed. Said action was approved 4-0. 17. Mayor - Request for funding A request by Mayor Gutenberger of $5,000 for a comprehensive study of our Cultural and natural resources was presented. No action on said item was taken, item tabled until the October 26, 1989 B S A meeting. ' f -10- SEPTEMBER 28, 1989 18. Cultural Services Agreement 1990 A request by Ted Crane, on behalf of the Tompkins County Country Dances, to have the City of Ithaca be the sponsoring organization for a New York State Council on the Arts Decentralization Grant for 1990 was presented. This request, supported by Activities and Cultural Coordinator Deming, will not cost the City any money and will improve the quality of existing program- ming for the Tompkins County Country Dances Organization. The Committee approved the sponsorship of the City of Ithaca for the 1990 Arts Decentralization Grant, 4-0. 19. Fire Station Appraisal A brief discussion on the possible sale of Fire Station #6 and the related appraisal needed for that building took place. The City has designated this building surplus property and is looking to sell the building. The City Engineer will look into Appraisals for this building and report back to the B S A Committee. No action taken. 20. Tax Sale - Amendment to Charter A resolution for amendment to the City Charter, Article IV, Section 4.6(E) was put forth. The amendment of Section E. includes the following new wording (underlined) . E. Purchase by City If there is no other bidder for any parcel of land duly advertised and offered for sale pursuant to this section, it shall be lawful for, and the City of Ithaca, by the City Chamberlain or one of his. deputies, may bid in said parcel of land for the City of Ithaca pursuant to the same rules and regulations docketing, redemption and tax deed as herein provided. Notwithstanding the above the Common Council may by resolution authorize and direct the City Chamberlain, on behalf of the City of Ithaca, to purchase lands at the tax sale, without competitive bidding, for the gross amount due. Effective date of this local law shall take effect immediately after filing in the office of the Secretary of State. Meeting was adjourned at 12:35 A.M.