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HomeMy WebLinkAboutMN-B&A-1992-01-22 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 PM JANUARY 22, 1992 PRESENT: COMMITTEE MEMBERS: Booth, Romanowski, Berg, Johnson COMMITTEE MEMBER EXCUSED: Daley OTHER ALDERPERSONS PRESENT: Golder OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Fire Chief - Olmstead City Attorney - Guttman Personnel Administrator - Saul Youth Bureau Director - Cohen Superintendent of Public Works - Gray Acting Building Commissioner - Eckstrom Deputy Planning Director - Sieverding Personnel Associate - Patz Planning Department Staff - Chatterton CSEA Union Representative - Baker Members of the Media 1 . Opening Comments Chairperson Booth stated that the Committee had discussed two grievances : A. A grievance dealing with holiday pay was discussed. B. A request for grievance/grievance dealing with a written warning was discussed and will be continued at the next B&A meeting. Chairperson Booth stated that the following changes to the Agenda will be made: A. An additional item from the City Chamberlain dealing with a correction to the assessment roll. B. An additional item from the Personnel Department to adjust employee work hours . Members of the public were asked to speak on any topic; no member of the public spoke. 2 . Finance Department - Controller ' s Office - Approval of 1990 City of Ithaca Single Audit Jack Little and Dennis Jones, members of the auditing firm of Ciaschi, Dietershagen, Little, and Mickelson C.P.A. ' s, presented the 1990 City of Ithaca Single Audit Report. Partner Little stated that the information in the audit is 13 months old, but does support the fact that the City has a positive audit report for the year that ended December 31, BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 1990 . He stated that the report is very clean, with only two minor comments regarding W-4 and I-9 forms, and that the City was in a good financial situation at the end of 1990 . After a brief discussion, the following motion was made: RESOLVED, that the single audit report for the period of January 1, 1990 through December 31, 1990, prepared by the accounting firm of Ciaschi, Dietershagen, Little, and Mickelson C.P.A. ' s, be accepted to comply with all of the City' s applicable Federal Single Audit and related audit requirements. The motion passed 4-0 . 3 . Planning Department A. Request to Temporarily Amend Personnel Roster Deputy Planning Director Sieverding presented a request to amend the 1992 Planning Department personnel roster by reducing from 35 hours to 30 hours per week the hours for the full-time position of the Environmental and Landscape Planner. Sieverding stated that this request was initiated by the employee involved. He also stated that Director of Planning Van Cort may want to adjust these hours at a later date if the need to do so is determined. The reduction in hours will be temporary (until the end of the year) . After a discussion the following motion was made: RESOLVED, that based on a request initiated by the employee involved, the personnel roster of the Planning and Development Department is hereby temporarily amended by reducing the full-time position of the Environmental and Landscape Planner from 35 hours to 30 hours per week from February 10, 1992 to December 31, 1992, or as the Director of Planning and Development may determine, and be it further RESOLVED, that the Director of Planning and Development may return the position to its full time status at an earlier date should he determine that the volume of work requires that the position return to its full-time 35 hour per week status. The motion passed 4-0 . B. Strand Theater EIS Discussion Deputy Planning Director Sieverding and Planning staff member Chatterton presented a request to appropriate funds to perform an Environmental Impact statement regarding the potential demolition of the Strand Theater or removal of the Theater ' s historic designation. 2 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 Sieverding stated that he put out a request for proposals on preparing the draft environmental impact statement respecting the Strand. The City received three proposals. The proposals ranged from $15, 000 to $20, 000. He stated that the Planning Department is recommending the L.A. Group from Saratoga Springs to prepare the E. I . S . for $15, 000. He stated that this firm has a lot of experience in the E. I . S. area. The Committee and the Mayor had some questions regarding the Environmental Impact Statement that should be handled in executive session. The Committee agreed to defer this item to executive session later in the meeting. 4 . Personnel - Request to Amend Personnel Roster Personnel Administrator Saul presented a request to temporarily amend the personnel roster. Saul explained that in January the B&A Committee approved a reduction in hours for the Personnel Associate. Saul stated that Personnel would like to amend the time frame regarding the reduction in 'hours in order to accommodate the Personnel Associate ' s educational pursuits . Saul explained that this amendment will not have an effect on the 1992 Budget. The following motion was made: WHEREAS, the Personnel Associate in the Personnel Office has requested an amendment to her work week to accommodate educational pursuits, and WHEREAS, the requested amendment will not require the appropriation of additional funds; now, therefore, be it RESOLVED, that the Personnel Roster of the Personnel Department be temporarily amended by adjusting the work week of the Personnel Associate to thirty (30) hours per week from January 27, 1992 to May 15, 1992. The motion passed 4-0 . 5 . Youth Bureau A. Request for the Continuation of Funding Youth Bureau Director Cohen presented a recommendation to approve an application for continuation of the Youth Bureau project to the New York State Division for Youth. He stated that this is an annual contract for State and County funding. He explained that this contract brings the City $200, 000+ in revenues . After a brief discussion, the following motion was made: WHEREAS, the City of Ithaca is about to submit an application for continuation of the Youth Bureau project to 3 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 the New York State Division for Youth for its approval, and, if approved, to apply subsequently to the State of New York for partial reimbursement of funds expended on said project as provided by Chapter 556 of the Laws of 1945, as amended; now, therefore, be it RESOLVED, that such application is in all respects approved and Benjamin Nichols, Mayor, is hereby directed and authorized to duly execute and present said application to the New York State Division for Youth for its approval, and be it further RESOLVED, that this resolution shall be deemed to have taken effect January 1, 1992. The motion was approved 4-0 . B. Status of County Funding for Youth Development Program Youth Bureau Director Cohen gave the Committee a status update on the County funding for Youth Development Program. He stated that the County made a 10% cut in all outside funding. This cut produces the following reductions for the Youth Bureau in the current budget. 1 . Youth Development Program - A $34, 957 reduction in County funding. 2 . RMS Program - A $9,299 loss in County funding. Cohen explained that there is a state membership grant, which is currently frozen, in the amount of $30, 000 . This $30,000 could possibly offset the $34,957 loss in Youth Development funding. Cohen also explained that he is trying to develop cost saving measures to help offset the loss of county funding. These actions could save approximately $23, 000. They may include an internal transfer of personnel in the ACE Program. This savings is currently on hold until a determination is made on the $30, 000 membership grant. Cohen reported that the overall loss of $9,299 in the RMS has no possible offset at this time. No action was taken on these items . 6 . Union Position on the Hiring Above Step I Bill Baker, CSEA Administrative Unit Union Representative, addressed the Committee and stated that the Union is opposed to the hiring of individuals above Step I . He stated he wanted the Committee to know the Union' s position prior to 4 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 the vote on the Youth Bureau salary request later in the meeting. 7 . Fire Department A. Request to Standardize on Radio Equipment A request to standardize on Motorola Radio Equipment was presented. It was noted that this is an annual item that is done to allow the Fire Department to purchase Motorola Radio Equipment without the use of bidding procedures . The following motion was made: WHEREAS, the Board of Fire Commissioners has been requested by the Fire Chief to standardize on Motorola radio equipment to be used by the City of Ithaca Fire Department, and to authorize the Chief to purchase approved equipment from the manufacturer, or a representative thereof, and WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency, compatibility and economics to approve such standardization, as more fully spelled out in the following items: 1. The City of Ithaca Fire Department presently has all Motorola radio equipment. 2. The Tompkins County Emergency Control Center presently has all Motorola console and communication equipment. 3. This action will minimize the inventory of repair parts which would have to be maintained for the service of said radio equipment. 4. Labor costs for maintenance and service of a standard type of equipment will be less than are required to service different types of radio equipment. 5. Present Motorola radio equipment has been satisfactory for the uses of the Ithaca Fire Department. 6. Standardization provides the need for only one service contract for its entire radio system, whereas additional contractual agreements would be required for other types of equipment, now, therefore, be it RESOLVED, that pursuant to Section 103, Subdivision 5 of the General Municipal Law of the State of New York this Common Council authorizes the standardization of Motorola radio equipment as the type of equipment to be used and purchased by the City of Ithaca Fire Department during the year 1992. The motion passed 4-0 . 5 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 B. Request to Standardize on Breathing Apparatus A request to standardize on Breathing Apparatus was presented. It was noted that this is an annual item that is done to allow the Fire Department to purchase MSA Breathing Apparatus without the use of bidding procedures . The following motion was made: WHEREAS, the Board of Fire Commissioners has been requested by the Fire Chief to standardize on MSA Self Contained Breathing Apparatus and Equipment to be used by the City of Ithaca Fire Department, and to authorize the Chief to purchase approved equipment from the manufacturer, or a representative thereof, and WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency, compatibility and 4economics to approve such standardization, as more fully spelled out in the following items: 1. The City of Ithaca Fire Department presently has all MSA Self Contained Breathing Apparatus and equipment. 2. The City of Ithaca Fire Department is an authorized repair facility for MSA Self Contained Breathing Apparatus. 3 . This action will minimize the inventory of repair parts which would have to be maintained for the service of said breathing apparatus. 4. Labor costs for maintenance and service of a standard type of equipment will be less than are required to service different types of breathing apparatus. 5. Present MSA Breathing Apparatus has been satisfactory for the uses of the Ithaca Fire Department. 6. All members of the Ithaca Fire Department are trained exclusively in the proper use and operation of MSA Self Contained Breathing Apparatus; now, therefore be it RESOLVED, that pursuant to Section 103, Subdivision 5 of the General Municipal Law of the State of New York this Common Council authorizes the standardization of MSA Self Contained Breathing Apparatus and Equipment as the type of equipment to be used and purchased by the City of Ithaca Fire Department during the year 1992. The motion passed 4-0 . 6 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 8 . Building Department - Request to Appropriate Funds for Office Renovations Acting Building Commissioner Eckstrom presented a request to appropriate $2,295 from the NYS Building and Fire Code Aid to undertake office renovations in the Building Department. Eckstrom explained that he plans on having one wing of the Building Department renovated. He stated that the cost of the renovations would be $2, 295 as follows : Acoustical Office Screens & Hardware $1,525 Electrical Materials 150 Telephone Relocation 370 Shipping 250 Total Cost $2, 295 The funds will be derived from NYS Building and Fire Code Aid. It was noted that this account has a current balance of $20, 000 . City Controller Cafferillo stated that the Governor has proposed the elimination of these funds in 1992 . The City annually receives $20, 000 to $30, 000 in NYS Building and Fire Code Aid. After a brief discussion, the following motion was made: WHEREAS, the Building Department has recommended an office renovation project which will reallocate existing office space in the interest of alleviating the problem of overcrowding and improving the overall provision of service; now, therefore, be it RESOLVED, that $2,295 be transferred from account A690-6 Building and Fire Code Aid, to account A3620-497 Office Renovations, for said purpose. The motion passed 4-0 . 9 . 1992 Compensation for Individuals not covered by a Union It was noted that this item was referred back to the B&A Committee by Council at its January Council meeting. This item was previously approved by the B&A Committee in December by a vote of 3-1 . Chairperson Booth stated that he is strongly in favor of the five percent increase for management personnel. He stated that the amount needed for these increases is $35, 000 plus benefits and that it has been placed in the 1992 Budget. He stated further that the Council will be putting many demands on management in the future and that the amount 7 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 is equal to the lowest salary increase of any contract in the City. Mayor Nichols stated he was in full support of the five percent increase. He stated that the increase is close to the NYS Western Region CPI of 5 . 5% . Mayor Nichols read a memo in support of the increase, and he urged Council to support this increase. (See memo attached to minutes) . He stressed that he did everything not to lay off individuals in DPW and will provide every opportunity to see that those individuals are given part-time jobs with the City. Mayor Nichols stated that he will try to avoid future layoffs if at all possible. Alderperson Golder stated that the City is facing difficult financial times and cannot be expected to give an automatic pay raise to its employees . He was not in support of the pay increase and voiced the following concerns : A. Management would understand if they did not receive a pay increase. B. All employees are doing more - the increase should wait until the Police contract negotiations are complete. C. If a raise is given, the gap between the lowest and highest paid department head should be reduced. It was noted that the Police contract may not be resolved for six months . Alderperson Johnson was against the five percent increase He felt management should be included as the Mayor and Council are, with no increase in pay for 1992 . He stated that there are other ways to give compensation, such as time off . He explained that the increases should be given after the City determines what it will lose from the State in 1992 . After a discussion on the increase the following motion was made: RESOLVED, that the $35,000 for 1992 management increase should remain in restricted contingency until the City determines the amount of 1992 State Aid loss. The motion died for the lack of a second. Chairperson Booth stated that it is possible that in the future, a raise to management will not be made, but for 1992 it should be done. The Committee voted, 4-0, to move into executive session to discuss this pay increase with respect to certain individuals . 8 i BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 The Committee voted, 4-0, to move back into public session. Chairperson Booth reported that no action was taken during the executive session. The following motion was made: RESOLVED, that management employees not covered by a formal contract, including the City Attorney, Assistant City Attorney, and City Prosecutor, be granted a 5% increase across the board over their 1991 salary for the year 1992, effective with the first pay period of 1992, and be it further RESOLVED, that Common Council reaffirms its policy of comprehensive performance evaluations for all management employees. The motion passed 3-1 . Alderperson Johnson voted against the motion. 10 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss a personnel item and the Strand E. I . S. . 11 . Report from Executive Session After the Committee voted 4-0 to move back into regular session, Chairperson Booth reported that the following action was taken during the executive session: A. Youth Bureau - Request to Hire Above Step I RESOLVED, that Elizabeth Vance be hired for the part-time Recreation Specialist position in Recreation Mainstreaming Services at an annual salary of $8,404.50, that being Step 2 on the CSEA Administrative Unit Compensation Plan, effective February 10, 1992. The motion passed 3-1 . Alderperson Johnson voted against the motion. B. Strand Environmental Impact Statement WHEREAS, an environmental review is required before the City acts on disposition and/or demolition of the Strand Theater property; now, therefore, be it RESOLVED, that the L.A. Group from Saratoga Springs, N.Y. , be retained to conduct the review up to and including a draft environmental impact statement, for an amount not to exceed $15,000 as follows: D.E.I.S. $13,250, upset on reimbursables $750. , upset on printing D.E.I.S. $1,000. , and be it further 9 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 RESOLVED, that the Mayor be authorized to execute the applicable agreements, and be it further RESOLVED, that $15,000 be transferred from account A1990 Unrestricted Contingency to account A1420-435 Contractual Services for the purpose of hiring a consultant for the Strand Environmental Impact Statement. The motion passed 2-1 . The motion will be sent to the next Council Committee of the Whole meeting. Alderperson Johnson voted against the motion. Alderperson Berg abstained. 12 . Finance Department A. Controller - Bond Resolution City Controller Cafferillo presented a request to approve a $3,500, 000 Serial Bond issue. He stated that the current financing rate that the City can obtain is three to four percent. He stated that because of the favorable interest rates now available he is recommending including all the 1992 projects in this issue, as well as some older projects . Cafferillo stated that all of the projects in the issue have been approved by Council, except for one project of $37,200 that would cover various equipment purchases . He stated that this $37 ,200 project will be used to purchase a number of copy machines for the City that previously the City was leasing at 10 - 14% . After a brief discussion, the motion to approve this $3,500, 000 issue was passed 4-0 . The full motion will be in the Council minutes . B. Chamberlain - Correction to Assessment Roll City Controller Cafferillo presented a request to make a $12, 000 correction in the 1992 tax roll for 2 Cornell Walk. He stated that there was an error in essential fact regarding a veteran' s exemption omission. Correction of the omission will result in a $12, 000 reduction to the tax parcel . After a brief discussion, the following motion was made: WHEREAS, an investigation of an error in essential fact, pursuant to Section 554 (Sub 4A) of the Real Property Tax Law revealed that a Veteran' s exemption of $12,000 for 2 Cornell Walk in the name of Bodil Somkin was omitted from the 1992 final assessment roll; now, therefore, be it RESOLVED, that the 1992 Tax Roll for the City of Ithaca be amended to reduce the assessment of Tax Map Number 87-1-16.41 by $12,000. , and be it further 10 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 1/22/92 w RESOLVED, that the City Chamberlain is authorized and directed to make the appropriate changes in the Tax Roll and prepare a new tax bill for said property. The motion passed 4-0 . C. Controller - Status Report on the State Budget City Controller Cafferillo gave the Committee an update on the proposed State Budget. Cafferillo stated that per the Governor' s proposed 1992-93 Budget, the City would be affected as follows: 1 . State Revenue Sharing (Per Capita Aid) would be reduced by 15 .4% of the final 1991 amount': approximately a $225, 000 reduction. 2 . A reduction of 17 .5% of proposed savings to the State Retirement Systems resulting in a reduction of $100,000 .+. 3 . Further reduction in CHIPS funds . 4 . Possible revenue producing procedures including utilities Gross Receipt Tax. 5 . Reduction or deletion in Building and Fire Code Aid. D. Office Supplies Inventory Deputy Controller Thayer reported that the City is now utilizing a Stockless Office Supply system. All Office . Supply purchases are now on a contract basis with Spectrum Office Products from Corning, New York. The City will now receive very good prices on office supplies with free delivery to each department. The meeting adjourned at 11 : 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. 11 a CITY OF ITHACA - 108 East Green Street Ithaca, New York 14850 Office of Telephone: 274-6501 Mayor Code 607 To: Common Council From: Ben Nichols,Mayor Ll Date: January 22, 1992 Re: Compensation for Individuals not Covered by a Union I urge Council to support the 5% salary increase for the 19 department heads and deputies. As you know my budget and that passed by Council included a sufficient amount in contingency reserve to cover that increase. The Controller checks regularly with the Bureau of Labor Statistics as to the appropriate percentage to use in the cost of living index. The latest official figure(as of August 15, 199 1) for western New York is a 5.57% increase. While that may go down somewhat in the next release (on February 15) it appears that 5% is close to the increase in the C.P.I. On that basis the 5% increase is not a "raise" in real dollars. Of course the same can be said for the contractual increases to all our employees. No one knows better than I the difficulties that we face in balancing the City's budget. We must rely on department heads to work intensively to make this operation more efficient, to plan for staff reductions, and to cut their expenditures to the bone. I believe that they have been working hard to meet those objectives. It would be a false economy for Council to send a message that we do not appreciate those efforts. As I have said numerous times,we cannot solve our financial problems in one year. This must be at least a three-year carefully-planned program. Last-minute surprises should be avoided. If a new procedure is to be followed for controlling the salaries of department heads and deputies, let's work on it well before the adoption of next-year's budget. BN/ta