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HomeMy WebLinkAboutMN-B&A-1992-04-22 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. APRIL 22, 1992 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Berg, Daley, Johnson, Romanowski (late) OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Assistant Superintendent of of Public Works - Ferrel Director of Water & Sewer - Shimer BPW Vice Chair - Reeves Youth Bureau Director - Cohen Personnel Administrator - Saul Planning Staff Member - Meigs Members of the Media 1 . Opening Comments Chairperson Booth made the following changes to the Agenda: A. Add an item dealing with a 1992 Budget amendment for the Youth Bureau. B. Delete the Youth Bureau Personnel Item. C. Delete the Planning Department Geographical Information System Item. D. Add additional Personnel item for the Personnel Department. E. Delete the Computer Acquisition Capital Project Discussion. 2 . Youth Bureau A. Request To Amend 1992 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1992 Youth Bureau Budget by $9, 000 for a NYS Grant for the ACE Program. Cohen explained that the City has received a $9,000 grant from the Ithaca City School District to expand the Access to College and Employment (ACE) program. He stated that this funding program will allow youths outside the City to participate in the summer Municipal Jobs Program. Cohen explained that the young people would be employed at different work sites throughout the community. After a brief discussion, the following motion was made: WHEREAS, the Youth Bureau has received a proposal from the Ithaca City School District to expand the access to College BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 and Employment (ACE) Program to include a Youth Employment Component, and WHEREAS, the School District has received confirmation of a New York State Education Department Grant to fund said Program expansion, now, therefore, be it RESOLVED, that the 1992 General Fund Budget for Youth Bureau purposes be amended as follows: APPROPRIATIONS A 7310-120 Seasonal Youth Salaries and parttime staff $6,970 A 7310-210 Computer Equipment 1,100 A 7310-460 Program Supplies 300 A 9030 Social Security Tax 530 A 9040 Workers Comp. Insurance 100 REVENUE A 2350 Youth Services Other Governments $9,000 The motion passed 4-0. Alderperson Romanowski was out of the room at the time of the vote. B. Request to Amend 1992 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1992 Youth Bureau Budget by $11,900 for the summer Jobs Program. Cohen explained that funds would be derived from the Town of Ithaca and Village of Lansing to allow 14 young people to be employed at a variety of work sites throughout the community at minimum wage. He stated that this program was in operation last summer and worked out well . Cohen stated that the youths would come from the two participating municipalities . The following motion was made: WHEREAS, the Youth Bureau has received proposals from the Town of Ithaca and Village of Lansing to participate in our Municipals Jobs Program this summer, and WHEREAS, the Town of Ithaca and Village of Lansing have agreed to fund the total cost for the provision of said Program to their respective residents, now, therefore, be it RESOLVED, that the 1992 General Fund Budget for Youth Bureau purposes be amended as follows: 2 BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 APPROPRIATIONS A 7310-120 Seasonal Youth Salaries & Parttime Staff $10,200 A 7310-425 Office Expense 300 A 7310-460 Program Supplies 500 A 9030 Social Security 780 A 9040 Workers Comp. Insurance 120 REVENUE A 2350 Youth Services - Other Governments $11,900 Town of Ithaca $8,500 Village of Lansing $3,400 The motion passed 4-0. Alderperson Romanowski was out of the room at the time of the vote. C. Request to Amend 1992 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1992 Youth Bureau Budget by $16,382 for funds from the Town of Ithaca and the Village of Lansing for a Summer Youth Conservation Corps Program. Cohen explained that this program offers a small group of young people an opportunity to work on specific conservation programs . He stated the actual programs have not been determined, but will include work on the Town recreational trail. After a brief discussion, the following motion was made: WHEREAS, the Youth Bureau has received a proposal from the Town of Ithaca and Village of Lansing to participate in the Summer Youth Conservation Corps Program, and WHEREAS, the Town of Ithaca and Village of Lansing have agreed to fund the total cost of providing this Program to their respective residents, now, therefore, be it RESOLVED, that the 1992 General Fund Budget for Youth Bureau purposes be amended as follows: APPROPRIATIONS A 7310-120 Seasonal Youth Salaries & Parttime Staff $11,500 A 7310-123 Overtime 1,000 A 7310-460 Program Supplies 2,800 A 9030 Social Security 880 A 9040 Workers Comp. Insurance 202 3 BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 REVENUE A 2350 Youth Services Other Governments $16,382 Town of Ithaca $8,191 Village of Lansing $8,191 The motion passed 4-0. Alderperson Romanowski was out of the room at the time of the vote. D. Request to Amend the 1992 GIAC Budget Youth Bureau Director Cohen presented a request to amend the 1992 GIAC Budget by $10,000 for a Grant from the T. Merrell Shipherd Venture Grant allocated by the United Way of Tompkins County. Cohen explained the funds would support the Discover Potential through Opportunities Enrichment (DPOE) program. This program will allow the funding of teenager' s salaries who are working in summer employment positions . The following motion was made: WHEREAS, the Greater Ithaca Activities Center Division of the Youth Bureau has received a $10,000 Grant from the T. Merrell Shipherd Venture Grant allocated by the United Way of Tompkins County, and WHEREAS, the Grant would support the Discover Potential through Opportunities Enrichment (D.P.O.E. ) component of the Bottom Line Program, which provides summer employment for qualified teenagers, now, therefore, be it RESOLVED, that the 1992 General Fund Budget for GIAC purposes be amended as follows: APPROPRIATIONS A 7311-120 Seasonal Youth Salaries and Parttime Staff $8,600 A 7311-460 Program Supplies 658 A 9030 Social Security 591 A 9040 Workers Comp. Insurance 151 REVENUE A 2070 Contributions for Youth (United Way) $10,000 The motion passed 5-0 . Alderperson Romanowski arrived during this discussion. 4 BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 3 . Department of Public Works - Request to Amend the 1992 Authorized Equipment List Water & Sewer Director Shimer presented a request to amend the 1992 Authorized Equipment list for the Water & Sewer Fund. Shimer explained that in the 1992 Budget, the Water and Sewer funds had an authorized equipment list which included one ( 1) 2-1/2 ton pickup truck and one (1) 2 cubic yard, six wheel dump truck. Shimer explained that bids were taken on a larger dump truck than that designated in the authorized equipment list. These bids were over the budget by $10,455. because a larger dump truck was specified than was included in the 1992 Budget. The new truck is five cubic feet larger so that it can carry a larger load. Shimer stated that the smaller pickup authorized in the 1992 Budget will be reduced in size, from a one-ton cap to a 3/4 ton pickup. Shimer explained that the current Budget has $48,500 in existing funds for the purchase of the two trucks. The new recommendation would require $56,000 in funds. The additional funds will be derived from Water and Sewer contingency accounts. He stated that the benefits of purchasing a larger Dump Truck and a small pickup are as follows : A. Fewer trips to work site. B. Less fuel used. C. Fewer Trucks (especially Dump Trucks) Needed D. Will sell surplus equipment. After a brief discussion on Dump Trucks the following motion was made: WHEREAS, the Water and Sewer Division of the Department of Public Works has reevaluated its 1992 equipment needs, and have recommended the following adjustment: DELETE 1 - 2-1/2 ton pickup truck 1 - 2 cubic yard, 6 wheel dump truck ADD 1 - 7 cubic yard, 6 wheel dump truck 1 - 3/4 ton pickup truck now, therefore, be it 5 BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 RESOLVED, that the existing funding $48,500 be increased to a new total of $56,000, by transferring $3,000 and $4,500 from the Water Fund (F 1990) and Sewer Fund (G 1990) respective contingency accounts. The motion passed 5-0. 4. Planning Department A. Request Approval for GIAC Construction Supervisory Services Contract Planning Department staff member Meigs presented a request to hire Sear Brown Architects for construction observation services for the GIAC Renovation project for an amount not to exceed $15,000 . Meigs explained that this has been budgeted within the existing authorized project funds, but the selection of an inspector has not been made. The proposal stated that Sear Brown would monitor progress at the renovation site for 16 - 20 weeks, visiting the project once each day at a cost not to exceed $15,000. A discussion on the actual services performed followed. Assistant Superintendent Ferrel stated that these services are needed, but his staff will be unable to perform the services needed because of other on-going projects. The Committee was concerned about the lack of detail in the proposal regarding travel time and total number of days at the work site. After a discussion, the following motion was made: RESOLVED, that Sear Brown be conceptually approved to perform construction observation services for the GIAC Renovations project at a cost not to exceed $15,000, and, be it further RESOLVED, that this contract will be approved subject to clarification by the Planning Department on the number of hours, number of days and travel time involved in this agreement. The motion was approved 5-0. B. Request Additional Funding for GIAC Renovations Project Design Services Planning Department staff member Meigs presented a request to spend $2, 155 in additional design services for the GIAC Renovations project. 6 • BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 The Client Committee has recommended the additional design services because of the following unforeseen extra services: 1 . Adding a sprinkler system to the GIAC Gymnasium. 2 . Adding boiler weekend rollback controls . 3. Adding steam pipe insulation. Meigs stated that the $2, 155 in extra funds will not increase the current funding of the Capital Project. The following motion was made: WHEREAS, the Client Committee has determined that additional design services are required to address several unforeseen conditions, now, therefore, be it RESOLVED, that an amendment to the Architectural Agreement with the Sear-Brown Group be authorized, for an amount not to exceed $2,155.00; within the existing project authorization for said purpose. The motion passed 5-0. 5 . Department of Public Works A. Request to Amend Architectural Contract for Commons Reconstruction Proiect Assistant Superintendent of Public Works Ferrel presented a request to amend the Architectural Contract for the Commons Reconstruction Project. Ferrel summarized a letter from Engineer Gifford which requested that additional items be added to the Commons Reconstruction project by way of change orders . The project Client Committee felt these items could be added because of the low bid received for the entire project. Ferrel stated that the additional items would not increase the project authorization as recommended by Council at $460, 000. Ferrel stated that some of the additional items include the following: 1 . Brick circle at the center of the Commons. 2 . Repairs to steps 3 . Historic Plaques Ferrel stated that no estimate in costs for these items has been made. The Committee was concerned that just because bids on a project came in under budget, the City was making change orders to use the remaining balance in the project authorization. 7 BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 The Committee agreed that this item should be placed on the COW agenda with estimates in cost to be determined at that time. No formal action was taken. B. Report on Road Reconstruction/Maintenance Projects Assistant Superintendent of Public Works Ferrel gave the Committee a report on the Road Reconstruction/Maintenance projects that will take place in 1992 . He stated that these items are tentative and subject to change. The report consisted of the following projects: 1. Madison Street - Gravel base, curbing and storm sewers for one block between 2nd and 3rd street. The project should start next month. 2 . Mitchell Street - Gravel base, curbing; may not proceed; engineering design is not complete, need public input. 3. Maple Avenue - One block of Maple Avenue; drainage and storm sewer work; would not do both Maple Avenue and Mitchell Street in the same year. 4. Route 89 - Resurface road from Cass Park to the City line; no curb. 5. Hector Street - Campbell to first curve; high accident rate in this area; super elevate curb in this area. 6. Third Street Extension - Past Grossmans; when the lake is high that portion of the road' s base fills with water; need to correct base and resurface; project might be done this year. 7 . South Plain Street - needs new surface; storm sewer problem; designed for low traffic only; need to move sewer lines. 8. Fall Street - needs micropaving; thin layer of asphalt that seals the surface. 9 . Williams Street - Highland Street - Oak Avenue - N. Plain Street - overlay/resurface these streets . 10 . Hector Street - Needs a new storm sewer from the foot of hill for 1300 feet; this will be a fall project. 8 BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 11 . Marshall Street Bridge - remove pedestrian bridge. The Committee asked Ferrel to inform the B&A Committee when plans for these items are finalized. The Committee also asked the DPW to look at the following projects: 1 . S. Titus at South Street - no signage; BPW Vice Chair Reeves stated that the DPW is looking at overall traffic patterns in this area. 2 . Temporary Island at State Street and 366 - the temporary island will remain temporary until the BPW comes up with the funds needed to convert it to a permanent island. 3 . Belle Sherman Area Road Work - the Board will look into when the Town is performing their work in this area and try to coordinate any City work at the same time. 6 . Committee to Proceed Into Executive Session The Committee voted 5-0 to move into executive session to discuss two personnel items . 7 . Report From Executive Session Chairperson Booth reported that the following actions were taken during the executive session: A. DPW - Wastewater Treatment Plant - Request for Employee Incentive Award The Committee tabled this request until a future B&A meeting. B. Finance Department/Personnel - Appointment of Personnel Associate Trainee RESOLVED, that Bonnie Fiorille be provisionally appointed to the position of Personnel Associate Trainee at an annual full time salary of $24,200. effective May 7, 1992. The motion passed 5-0 . 9 e BUDGET & ADMINISTRATION MEETING MINUTES - 4/22/92 8. Finance Department/Controller: A. Computer Acquisition Capital Project Controller Cafferillo stated that next month he will present a request to finalize the funding of the Capital Project for Computer Acquisition. The item was tabled until next month. B. CPF Litigation Balance Deputy Controller Thayer reported to the Committee that the attorneys involved in the City' s case against the County regarding the Central Processing Facility have continued to request for payment of their outstanding balance in the amount of $2,231 .33 . Thayer gave the new members of the Committee a brief summary of the outstanding balance. It was noted that this item has been to the Council a number of times and has been defeated each time. The Committee directed Thayer to maintain the City' s stance on this payment and not pay the outstanding balance due. No formal action was taken. The meeting adjourned at 10:25 P.M. The next B&A meeting will be Thursday, May 21st at 7 :30 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