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HomeMy WebLinkAboutMN-B&A-1992-08-19 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. AUGUST 19, 1992' MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Romanowski, Daley, Johnson COMMITTEE MEMBER EXCUSED: Berg OTHER ALDERPERSONS PRESENT: Blanchard OTHERS PRESENT: City Controller - Cafferillo _Deputy City Controller - Thayer Building Commissioner - Eckstrom Assistant Superintendent of Public Works - Ferrel BPW Chairperson - Reeves Assistant City Attorney - Kennedy Staff Planner - Meigs Members of the Public Members of the Media 1 . Public Hearing 1993 - Capital Projects The Committee conducted a public hearing regarding Capital Projects which have been reviewed and ranked by the Capital Projects Review Committee. Members of the public were asked to speak on the City' s proposed list of - 1993 Capital Projects; the following individuals spoke regarding a variety of proposed 1993 Capital Projects: A. Mark Finkelstein. He recommended using the average capital projects expenditure for the last five years as the annual limit for capital expenditures . He suggested that the capital projects be prioritized into three categories: safety related/mandatory project, significant benefit projects, and non-essential projects. He felt that the projects - should be ranked as follows: Giles Street Bridge, Stewart and Thurston Bridge repainting, University/Court/Linn Bridge, Aurora-Hillview signal, Pool marsiting. He assigned a lower priority to Monroe Street Pedestrian Bridge, Cascadilla Boathouse stabilization and Bicycle Facility Improvements. B. Alderperson Barbara Blanchard also ranked some of the proposed projects. She also suggested that the City needs to protect and maintain its infrastructure. Blanchard also recommended that the City allocate funds up front so that each capital project can have a solid total cost estimate established prior to the approval and bidding of the project. C. Carol Ornstein spoke in favor of Bicycle Paths in the City and feels that the City lacks bicycle paths or bicycle related projects . BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 : 30 P.M. AUGUST 19, 1992- MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Romanowski, Daley, Johnson COMMITTEE MEMBER EXCUSED: Berg OTHER ALDERPERSONS PRESENT: Blanchard OTHERS PRESENT: City Controller - Cafferillo ---,-_Deputy City Controller - Thayer Building Commissioner. - Eckstrom Assistant Superintendent of Public Works - Ferrel BPW Chairperson - Reeves Assistant City Attorney - Kennedy Staff Planner - Meigs Members of the Public Members of the Media 1 . Public Hearing 1993 - Capital Projects The Committee conducted a public hearing regarding Capital Projects which have been reviewed and ranked by the Capital Projects Review Committee. Members of the public were asked to speak on the City' s proposed list of 1993 Capital Projects; the following individuals spoke regarding a variety of proposed 1993 Capital Projects: A. Mark Finkelstein. He recommended using the average capital projects expenditure for the last five years as the annual limit for capital expenditures . He suggested that the capital projects be prioritized into three categories: safety related/mandatory project, significant benefit projects, and non-essential projects. He felt that the projects - should be ranked as follows: Giles Street Bridge, Stewart and Thurston Bridge repainting, University/Court/Linn Bridge, Aurora-Hillview signal, Pool marsiting. He assigned a lower priority to Monroe Street Pedestrian Bridge, Cascadilla Boathouse stabilization and Bicycle Facility Improvements. B. Alderperson Barbara Blanchard also ranked some of the proposed projects. She also suggested that the City needs to protect and maintain its infrastructure. Blanchard also recommended that the City allocate funds up front so that each capital project can have a solid total cost estimate established prior to the approval and bidding of the project. C. Carol Ornstein spoke in favor of Bicycle Paths in the City and feels that the City lacks bicycle paths or bicycle related projects . BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 D. Mike Richter stated that he was in favor of the Monroe/Marshall Pedestrian Bridge project. He collected - over 98 signatures from the residents near the proposed bridge project (attached to the original minutes on file in the Controller' s office) . He stated that the residents would be happy with a basic footbridge. E. Kathy Faben suggested that a bus stop be placed on Hector Street, with increased signage on the large curves in Hector Street. F. Carl Lagoze stated that he felt Mark Finkelstein gave high priority to the maintenance of the City' s infrastructure. He also stated that he is in favor of the two-for-two bicycle project. No other members of the public spoke. 2 . Opening Comments Chairperson Booth made the following changes to. the Agenda: A. Addition of an item dealing with the establishment of a Sick Bank for management employees. B. Addition of an item relating to a City Employee Promotion policy. 3. Building Department - Request Funds for Advertising Building Commissioner Eckstrom presented a request for $1,000 in funds from Unrestricted Contingency for additional advertising funds in the Building Department. Eckstrom stated that his budget is currently running out of funds for advertising because of the volume of Board of Zoning Appeals cases . He explained that in 1991 the Building Department considered 70 Board of Zoning Appeal cases for the entire year. Eckstrom stated that by the end of September, 1992, . 70 Board of Zoning Appeals cases will have been considered. Eckstrom also discussed a possible fee for variance applications . He stated that currently the City charges a fee of $15. for variances. He took a survey of surrounding municipalities and found that fees ranged from $0 to $80. He suggested that the City increase their fee for variances from $15 to $50 to better reflect their actual costs of issuing variances . The Committee recommended that the discussion on the variance fee should be addressed during the 1993 Budget discussions. The following motion was made: 2 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 RESOLVED, that the 1992 Building Department Budget be amended by transferring $1,000 from Unrestricted Contingency ,- to ontingency*to account A3620-450 Advertising. The motion was approved 4-0 . 4 . City Attorney A. Request Appropriation for the Employee' s Recognition Picnic Assistant City Attorney Kennedy presented a request to move $500 from the Unrestricted Contingency account to fund a portion of the 1992 Employee Recognition Picnic. Kennedy stated that the picnic is September 17 at Stewart Park starting at 1 :00 P.M. She explained that the total cost of the picnic is approximately $2,500. $Each Department has been asked to contribute five dollars per employee attending the picnic. She explained that this still leaves a shortfall of $500. Kennedytold the Committee that they are expecting about 300 employees to attend. Mark Finkelstein suggested that the Committee should look at the total cost of the picnic to the City, including the value of the labor for the time the City employees will attend the picnic. The Committee asked the City Controller to establish a total cost figure for the next Common Council meeting. After a brief discussion, the following motion was made: RESOLVED, that the 1992 Personnel Department Budget be amended by transferring $500.00 from Unrestricted Contingency to account A1430-440 in order to help pay for the 1992 Employee' s Recognition Picnic. The motion passed 4-0. B. Request to Establish Utilization of Sick Time for Employees Not Covered by a Union Assistant City Attorney Kennedy presented a request to allow employees not covered by a Union to donate sick time to each other in the event of prolonged illness. Kennedy stated that the management level employees have requested that they be allowed to donate unused sick time to other management employees. She explained that there are currently 22 employees in this situation. She stated that these employees would like an arrangement similar to the current police contract which allows the donation of up to ten days of sick time to other employees within their union. 3 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 She stated that the management employees are looking for the possibility of donating up to five days per year. 4. Kennedy said that this would be a voluntary sick time exchange. City Controller Cafferillo explained that employees currently get 12 days of sick time a year and have no limit on how many days they can accumulate during their stay with the City. He explained that if the .employee leaves the City before retirement, he/she loses the accumulated sick leave days . However, if the employee stays until retirement, he/she can get a portion of sick time in cash and a portion to pay off future health insurance. He stated that this request for sick time donation does not increase benefits to the employees . After a discussion, the following motion was made: WHEREAS, a request has been received from management level employees who are not covered by union contract to allow these employees to donate sick time to each other in the event of prolonged illness; now, therefore, be it RESOLVED, that in the event that a management level employee is absent from work due to prolonged illness which has exhausted that employee' s leave credits, fellow management employees may voluntarily donate earned sick leave time to the affected employee up to a maximum of five (5) days per donating employee per year. Donated sick leave days shall be deducted from the earned sick leave time of the donating employee, and be it further RESOLVED, that this voluntary sick time exchange shall apply to employees holding the following positions: Building Commissioner, Assistant City Attorney, City Prosecutor, Superintendent of Public Works, Assistant Superintendent of Public Works for Streets and Facilities, Assistant Superintendent of Public Works for Water and Sewer, Controller, Deputy Controller, Fire Chief, Deputy Fire Chief(s) , Personnel Administrator, Deputy Personnel Administrator, Planning Director, Deputy Planning Director, Police Chief, Deputy Police Chief, and Youth Bureau Director. The motion passed 4-0. 5. Department of Public Works A. Request to Establish Capital Project for Parking Meter Lock Box Acquisition 4 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 City Controller Cafferillo and Assistant Superintendent Ferrel discussed Parking Meter Collection with the", Committee. Cafferillo stated that the City is considering an alternative program for collecting parking meter funds . He explained that he has received a proposal .from AMSA for collection of City Parking Meter funds. The proposal would either allow the City to use only existing equipment or use new equipment along with the. City' s existing equipment. The first proposal would. allow three people to collect parking meter funds. The second proposal would allow two people to collect the funds and our current meters would have lock boxes installed. These lock boxes would allow employees to collect funds without physically handling the funds . The second proposal is 50% less in cost compared to the first proposal . Cafferillo stated that he is recommending that the lock box proposal be implemented. He stated that the payback period is three to four years and the total cost to acquire the lock boxes and retrofit them with 980 parking meters is $30,000 . Cafferillo stated that the City currently has two individuals working in this area. The proposed contract with AMSA would cost the same as approximately one individual plus benefits . He stated this would be paid for by eliminating a position. The other employee would be redeployed. The BPW has not had a chance to discuss this proposal to date. The Committee stated that if this proposal were approved it would be contingent on the approval or concurrence by the BPW. The Committee agreed that the contract with AMSA to collect the parking meter funds would be put off until a later date. After a discussion on Parking Meters, the following motion was made: RESOLVED, that Capital Project #262 be hereby established for the purpose of retrofiting all of the City' s existing parking meters with locked boxes, and for the acquisition of related collection cars and sealed canisters, at an amount not to exceed $30,000, and be it further RESOLVED, that financing for said project shall be derived from the issuance of Bond Anticipation Notes. The motion passed 4-0. 5 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 B. Report on the Recodification and Revision of 4. BPW Rules and Regulations Assistant Superintendent of Public Works Ferrel gave a report to the Committee regarding the recodification and revision of BPW rules and regulations . He stated Council needs to take action on the setting of penalties. Ferrel reported on the following items : 1 . Changes in wording of Section 336-4 of BPW rules to include: "No person shall drive any motorized vehicle, except wheelchairs, or ride a horse or other animal on the lawn or graded areas of any park. 2 . Specific rates are removed from Section 336-6A, rates to be determined by a resolution of the BPW. 3 . Establishes a $250 penalty for violation of parks and recreation rules and regulations. 4 . Establishes a $250 penalty for violation of streets and sidewalks rules and regulations . The Committee agreed that because items 3 and 4 dealt with establishing rates that they should be forwarded to the C&O Committee. No other action was taken. C. Request Approval of Contract for Sale of Bricks Assistant Superintendent of Public Works Ferrel presented a request for approval of the sale of historical used bricks to the Alex Haley Memorial Fund for use in the construction of a small plaza at 212 Cascadilla Street. Ferrel stated that the contract will use about 576 bricks for the project. The bricks have a set cost of $.25 per brick. It was noted per the City Landmark Preservation Commission rules that these contracts must be approved by B&A and Common Council. The Committee requested that a policy to simplify the sale of bricks procedure be adopted by the BPW. The following motion was made: WHEREAS, the City Landmarks Preservation Commission has issued to the Alex Haley Memorial Fund a certificate of appropriateness for the use of historical used bricks belonging to the City to construct a small plaza at 212 Cascadilla Street, and 6 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 WHEREAS, the proposed agreement for the purchase and use of said bricks at 212 Cascadilla Street will be in accord with- established City policies; now, therefore, be it RESOLVED, that Common Council approves and authorizes the Superintendent of Public Works to sign an agreement between the City and the Alex Haley Memorial Fund for the sale of bricks. The motion passed 4-0 . 6 . Committee to Proceed Into Executive Session The Committee voted, 4-0, to move into executive session to discuss a number of personal related issues. 7 . Report From Executive Session Chairperson Booth reported that the following action was taken during the executive session: A. DPW - Request to Establish and Appoint Transit System Supervisor RESOLVED, that the Department of Public Works Personnel Roster be amended by adding the position of Transit System Supervisor, and be it further RESOLVED, that the position of Transit System Supervisor be assigned to the City Executive Association at the Grade I salary range ($29,982 - $36,544) , and be it further RESOLVED, that Nancy Oltz be provisionally appointed to the position of Transit System Supervisor at an annual salary of $31,631, effective August 6, 1992, and be it further RESOLVED, that funds needed for said appointment be derived from existing funds within the 1992 Bus Operations Budget. The motion passed 4-0 . B. City Attorney - Discussion of Administrative Unit Contract Chairperson Booth reported that the Committee discussed personnel items relating to the Administrative Unit Contract with the Assistant City Attorney. No action was taken. C. Request Enactment of Local Law for 1992 Retirement Incentive Program A LOCAL LAW electing a retirement incentive program as authorized by Chapter 643, Laws of 1992 for the eligible employees of the City of Ithaca. 7 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 BE IT ENACTED by the Common Council of the City of Ithaca, New York, as follows: Section 1. The City of Ithaca hereby elects to provide all its eligible employees with a retirement incentive program authorized by Chapter 643, Laws of 1992. Section 2. The commencement date of the retirement incentive program shall be September 15, 1992. Section 3. The open period during which eligible employees may retire and receive the additional retirement benefit, shall be 90 days in length. Section 4. The actuarial present value of the additional retirement benefits payable pursuant to the provisions of this local law shall be funded over a five year period. The amount of the annual payment in each of the five years shall be as 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 immediately after filing with the Secretary of State. The motion passed 4-0. 8. Finance - Approval of City Employee Promotion Policy Chairperson Booth stated that there has been confusion regarding promotions .of City employees. He stated that some departments have brought promotions back to Council and others have only been reviewed and approved by the Vacancy Committee. He recommended that a promotion should either go to the Vacancy Review Committee or to B&A and Common Council. Controller Cafferillo stated that this procedure will allow the financial aspects of the promotion to be properly addressed. The following motion was made: RESOLVED, that each promotion of a City employee must be approved by either the Vacancy Review Committee or the Budget and Administration Committee and Common Council, in accordance with the applicable City contracts. The motion passed 4-0. 8 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 9 . Police Department - Request Additional Funds and ' SPCA Contract Extension for Raccoon Disposal City Controller Cafferillo presented a request for an additional $400 to extend the contract with the SPCA for disposal of raccoons . It was noted that the City is currently in contract with the SPCA for this service. Common Council approved $2, 100 for the six month service and we have used $1,449 . This request would extend the contract to December 31, 1992 and also support the increase in the per call fee from $21 to $22 . After a brief discussion, the following motion was made: RESOLVED, that the 1992 Police Department Budget be amended by transferring $400 from Unrestricted Contingency to account A3120-430 Contractual Services, to fund an extension of the SPCA Raccoon contract through December 31, 1992. The motion passed 4-0 . 10. Finance Department - State Retirement Suit - Report City Controller Cafferillo briefly reported on the court suit filed against New York State relating to the use of funds from the State Retirement Program. He explained that the first part of the suit has been settled and that it was determined that the State was incorrect in changing the Retirement Program. He stated that if the second part of the suit is upheld it could mean an increase in retirement contributions by municipalities. Cafferillo noted that we have encumbered our retirement funds over the past 2 years even though the contribution amount has been decreasing. He explained that the encumbered funds will help out the City if this lawsuit is won. Cafferillo stated that he would keep the Committee informed on future developments . No action was taken. The next B&A meeting is scheduled for September 23, 1992 at 7 :30 P.M. ' The meeting adjourned at 10:25 P.M. 9 BUDGET & ADMINISTRATION MEETING MINUTES - 8/19/92 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