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HomeMy WebLinkAboutMN-B&A-1992-09-23 t S BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 : 30 P.M. SEPTEMBER 23, 1992 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Berg, Romanowski, Johnson COMMITTEE MEMBER EXCUSED: Daley OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo _-Deputy Controller - Thayer ' Police Chief - McEwen Director of Planning & Development - Van Cort Superintendent of Public Works - Gray Director of Water & Sewer - Shimer Youth Bureau Director - Cohen Assistant Coordinator GIAC - Williams City Attorney - Guttman Deputy Planning Director - Sieverding CSEA Union Representative - Baker BPW Commissioner - Gerard Members of the Media 1 . Opening Comments Chairperson Booth made the following changes to the Agenda: A. An additional item in executive session dealing with the status of Center Ithaca. B. An additional Finance Department item dealing with Retirement debt. C. An additional DPW item relating to a request for a payroll transfer. D. An additional DPW item relating to a request to purchase buses . Members of the public were asked to speak; no members spoke at this time. 2 . Police Department - Request to Authorize Computer System Upgrade Agreement Police Chief McEwen presented a request to enter into a computer system upgrade agreement for the Police Department. McEwen explained that the Police Department is currently experiencing an increase in the record retrieval time in the current Hewlett Packard Computer System due to the age of the system. He stated that the department ' s software computer contractor, COTT Systems, has advised the i 1 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 department that it needs to upgrade the current system to improve the retrieval time. He stated that the contractor has suggested that the City purchase a computer system that is ten times faster, much smaller and more efficient in terms of electricity and cooling. McEwen explained that COTT Systems is offering a five year lease purchase agreement for a system upgrade at $1,970/month for five years or $23, 640/year. He stated to maintain our current system, which is becoming obsolete, it will cost the City $22, 601 in 1993. For an additional $1,039 a year the Police Department can receive the system upgrade. McEwen also noted that if the City enters into the agreement by the end of October, the department will receive a free HP System Management Training Course (a $1, 120 value) . McEwen explained that the funds needed to upgrade the computer system are presently in the Department' s proposed 1993 Budget that has been submitted to the Mayor. McEwen stated that the hardware to be installed would include: 1 HP Series 937LX Computer w/32 Mb Memory, 1.34 Gb embedded disk, 2 Gb DDS Tape Drive, 32 User License and System Console. McEwen suggested that we standardize on Hewlett Packard Computer Hardware equipment for the Police Department. He felt that because the City has invested considerable funds into the current software system which was developed to operate with a HP system, the City should standardize on the HP computer equipment. The Committee agreed with the Chief. The following motions were made: WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency, compatibility and economics to approve the standardization of Hewlett Packard Computer equipment for the Police Departments main computer system, and WHEREAS, a significant capital investment has been made in existing software systems which were designed to operate on said Hewlett Packard Computer hardware; 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 hereby authorizes the standardization of Hewlett Packard Computer hardware for the Police Department as the type of .equipment to be used and purchased by the City of Ithaca Police Department. 2 1 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 The motion passed 4-0 . WHEREAS, the Police Department has recommended the acquisition of new Hewlett Packard Computer hardware, in the interest of improving record retrieval time, decreasing the cost of hardware and software maintenance and increasing the overall capacity and capability of their inhouse computer system, and WHEREAS, the upgrade of said computer system, inclusive of hardware and software maintenance, can be accomplished by a lease purchase agreement consistent with the level of existing budgeted appropriations; now, therefore, be it RESOLVED, that the Chief of Police shall be authorized to enter into a lease purchase agreement with the Hewlett Packard Corp. , for the acquisition and maintenance of related computer hardware and software for a period of five years at a monthly cost not to exceed $2,000/month in 1993, subject to the review of the City Attorney and the City Controller. The motion passed 4-0. 3 . Department of Public Works A. Request to Appoint Water/Sewer Principal Account Clerk Superintendent of Public Works Gray presented a request to appoint a Water/Sewer Principal Account Clerk. CSEA Union Representative Baker spoke to the Committee regarding this appointment. He stated that the Union is opposed to the appointment because it represents a hiring above Step I . Baker did not see the justification for this hire. He recommended that the salary steps in the contract be adjusted instead of a continuing of hiring above Step I . Gray stated that the salary range of the hiring is dependent on the individual ' s skill level and experience. It was determined that the remainder of this discussion should be held in executive session. The appointment would be taken up later in the meeting, during the executive session. B. Request to Transfer Funds Superintendent of Public Works Gray presented a request to transfer funds in the amount of $12,000 from the Maintenance of Roads, hourly F/T personnel account to the Maintenance of Roads, hourly P/T personnel account. He also requested a transfer of $2, 391 from the Bridges, hourly F/T , personnel account to the Bridges, hourly P/T personnel account. 3 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 Gray explained that the DPW has had a number of individuals out on workers compensation. He also stated that many highway and bridge projects have been held up because of the bad summer weather. He explained to the Committee that to complete many of these projects he would like to retain many of the seasonal employees longer than had originally been budgeted. Gray explained that to accomplish this task he must transfer the funds that are not being used because of the workers compensation claims to the seasonal accounts. He stated that the total transfer would be $14, 391 . After a brief discussion, the following motion was made: WHEREAS, certain highway and bridge projects have been held up due to weather patterns during the summer months, and WHEREAS, the Streets and Facilities Division has had an abnormally high number of full time employees off work due to compensation claims, and WHEREAS, Streets and Facilities needs to retain several seasonal employees longer than budgeted in order to accomplish several projects; now, therefore, be it RESOLVED, that $12,000 be transferred from A20-5-5111-115 to account A2O-5-5111-120 for the Highway account and $2,391 be transferred from A20-5-5120-115 to A2O-5-5120-120 for the Bridge account. The motion passed 4-0 . C. Request to Authorize Contract for Purchase of Buses Superintendent of Public Works Gray presented a request to authorize the Mayor to sign the agreement for the purchase of two 24 passenger buses . Gray explained that this was a State and Federal Grant with most of the funds being received from the Federal Government. He stated that the City' s share would be $14,000. He also noted that the funds would be derived from Capital Reserve #22 Bus Acquisition. Gray estimated that if the City were to purchase these buses without the use of the Grant, it would cost the City $140, 000 . A discussion on the personnel needed to drive these buses followed. Three new bus drivers have been proposed in the 1993 DPW Budget. Mayor Nichols explained that the driver 4 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 question will be discussed during the 1993 Board of Public Works Budget discussions . Chairperson Booth was not convinced that the City needs three new drivers, and he felt that the bus schedules and routes need to be examined to determine if they can be more efficient in terms of passenger usage. Alderperson Berg stated that even if the City does not use these buses, it is possible that the County and Cornell may lease these buses from the City. Gray stated that these purchases were an excellent opportunity for the City. After further discussions, the following motion was made: WHEREAS, the City of Ithaca has submitted a request for a grant of funds to the New York State Department of Transportation and the United States Department of Transportation, pursuant to Section 18 of the Urban Mass Transportation Act of 1964 as amended, for a project to purchase two (2) 24 passenger buses and related equipment, and WHEREAS, the project has been approved by the New York State Department of Transportation and the Federal Government for Federal and State financial assistance; now, therefore, be it RESOLVED, that the Mayor be authorized to sign the Agreement between the City of Ithaca and the State of New York for the above named project, which is attached hereto and. made a part of this resolution, and be it further RESOLVED, that the Mayor is authorized to pursue and complete the above project, and be it further RESOLVED, that the City of Ithaca agrees to provide its share of the project cost, which is estimated to be $14,000, according to the terms of said Agreement, and hereby certifies the availability of this amount for this purpose, and be it further RESOLVED, that the City of Ithaca' s actual project cost shall be determined by the final project Audit, and shall be that which is not reimbursed by Federal Section 18 and State Mass Transportation funds, and be it further t RESOLVED, that the funds for said purchase be derived from Capital Reserve #22 for Bus Acquisitions. The motion passed 4-0 . 5 5 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 D. Request to Transfer Funds for Payment of Community Gardens 1991 water bill Deputy City Controller Thayer presented a request from the Community Gardens to have the City pay their 1991 water bill in the amount of $601. Thayer gave the Committee a brief history of the payment of the Community Gardens water bill in the past. He stated that the City paid for the water bill in 1989 in the amount of $218 and in 1990 in the amount of $178. He explained that there has not been a clear resolution as to who actually should pay the water bill. Representatives from the Community Gardens discussed the bill with the Committee. They requested that the City pay for the bill. They explained the Community Gardens/Project Growing Hope' s current financial status . Alderperson Johnson explained that the Human Services Committee is also discussing this topic. He stated that a recommendation will be made by that Committee for future payments to the Community Gardens, including future water bills . The Committee basically agreed to pay for this water bill and that payment of future bills will be considered through the funding application to the Human Services Committee. The following motion was made: RESOLVED, that $601 be transferred into account A1989 Miscellaneous from account A1990 Unrestricted Contingency for the purpose of paying the Community Gardens 1991 water bill, and be it further RESOLVED, that City payment of future Community Garden water bills shall be requested by Project Growing Hope through an annual application to the Human Services Committee for Human Services funding. The motion passed 3-0-1 . Alderperson Romanowski abstained on voting on this issue. 4 . Youth Bureau A. Request to Amend the 1992 Youth Bureau Budget and Roster Youth Bureau Director Cohen and Assistant GIAC Coordinator Williams presented a request to amend the 1992 Youth Bureau/GIAC Budget by $40, 000 for 1992 and 1993. 6 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 City Controller Cafferillo stated that we should only amend the 1992 Budget for the 1992 portion of the Grant. He stated that the 1993 portion would be amended during the 1993 budget discussions. Williams stated that GIAC has received confirmation on two grants in the amount of $25, 000 from the Office of Housing and Urban Development and $15, 000 from the Ben and Jerry' s Foundation. He explained that the grant funds will provide a Youth Enterprise Project for young adults during 1992 and 1993 . Cohen stated that the 1992 portion of the grant is $6, 160. He also stated that the Youth Bureau Roster will have to be amended to add one temporary 20 hour per week Youth Worker position for the duration of the grant. The following motion was made: WHEREAS, the GIAC Division of the Youth Bureau has received confirmation of the receipt of grant funds in the amount of $25, 000 from the Office of Housing and Urban Development and $15,000 from the Ben and Jerry' s Foundation, to provide a Youth Enterprise Project during 1992 and 1993 for young adults; now, therefore, be it RESOLVED, that the 1992 Youth Bureau/GIAC Budget be amended to reflect the current year activity of said project as follows: Increase Appropriations: A7311-120 Part time and Seasonal $1,127 A7311-435 Contracts $4,233 A7311-445 Program Travel $ 500 A7311-460 Program Supplies $ 300 Increase Revenue: A2070 Contribution for Youth $2,310 A4820 Youth Programs $3,850 and be it further RESOLVED, that the roster for the Youth Bureau be hereby amended by adding one temporary 20 hour per week Youth Worker position for the duration of this Grant Program. The motion passed 4-0 . 7 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 B. Request to Amend 1992 GIAC Budget for DPOE Program Youth Bureau Director Cohen and Assistant GIAC Coordinator Williams presented a request to amend the 1992 GIAC Budget by $17,860 to reflect funding from New York State for the second year program of Discover Potential through Opportunities Enrichment (D.P.O.E. ) . Cohen explained that this is also a two year program with total funding in the amount of $69,228. He stated that the $17, 680 amount reflects only the 1992 portion of the funding. Cohen explained that the DPOE program also necessitates a realignment of job duties within the current GIAC staff. He stated that the roster would have to be amended by deleting one Youth Development position and adding one Youth Program Coordinator position. He noted that the position would be only for the duration of the grant. After discussion on the GIAC roster, the following motions were made: WHEREAS, the GIAC Division of the Youth Bureau has received approval from the New York State Division of Criminal Justice Services for second year funding of the Discover Potential through Opportunities Program Enrichment (D.P.O.E. ) ; now, therefore, be it RESOLVED, that contingent upon the execution of said agreement with the State Division for Youth and the receipt of said grant funds, the Youth Bureau is requesting that the 1992 General Fund Budget be amended as follows: Increase Appropriation Accounts: A7311-110 Personnel Services $8,915 A7311-435 $4,750 A7311-440 $ 200 A7311-460 $1,170 A7311-445 $ 150 A9000 Applicable Benefit Lines $2,675 Total $17,860 Increase Revenue Account: A3820 State Aid for Youth Serv. $17,860 The motion passed 4-0 . WHEREAS, the extension of the Discover Potential through Opportunities Enrichment (D.P.O.E. ) necessitates a 8 BUDGET & ADMINISTRATION COMMITTEE — MINUTES 9/23/92 realignment of responsibilities within existing staff at the Youth Bureau; now, therefore, be it RESOLVED, that the roster be amended as follows: Delete: One Youth Development Program Leader Add: One Youth Program Coordinator and be it further RESOLVED, that this position is established on a temporary basis, contingent upon the continuation of said grant agreement with the State Division for Youth. The motion passed 4-0. C. Request to Amend 1992 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1.992 Youth Bureau Budget by $2,805. for a Grant from the National and Community Service Act to provide funding for a new Community Pride Program.Cohen stated that the funding will allow the Youth Bureau to expand the Paul Schreurs Memorial Program. The program will involve a group of young people from the community in a variety of community service projects . Cohen stated that the program would need the addition of one 20 hour a week youth worker position for the duration of the grant. The following motion was made: WHEREAS, the Youth Bureau has received confirmation of funding from Tompkins County through the National and Community Service Act for a new Community Pride Program; now, therefore, be it RESOLVED, that contingent upon the execution of said funding from Tompkins County and the National and Community Service Act, the Youth Bureau is requesting that the 1992 General Fund Budget be amended as follows: Increase Appropriation Accounts: A 7310-120 Personnel Services $2,081 A 7310-460 Program Supplies 100 A 9030 Social Security 159 A 9040 Workers Compensation 465 Total $2,805 Increase Revenue Accounts A 3820 Youth Programs $2,805 9 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 and be it further RESOLVED, that the 1992 Youth Bureau Personnel Roster be amended by adding one Youth worker position at 20 hours a week; and be it further RESOLVED, that this position is established on a temporary basis, contingent upon the continuation of said funding. The motion passed 4-0. D. Youth Recreation Report Youth Bureau Director Cohen reported to the Committee on the status of the 1993 Youth Recreation Program. Cohen stated that 1993 costs, which are based on 1992 budgets, are lower than the previous year. He stated it will still be difficult to get the other municipalities to agree to these costs. Cohen reported that several different options are available and that a intermunicipal commission is still possible. He stated that the City has picked up many of the costs over the past few years because many municipalities have not bought into the program. Cohen stated that the Commission is a long term goal, but that the funding for next year is . the immediate goal. No formal action was taken. 5. Planning Department A. Request for Computer Equipment Director of Planning and Development Van Cort presented a request to purchase a computer within the Planning Department ' s existing budget. The request is for the purchase of a new computer in the amount of $2,500 to replace a current computer that has failed. City Controller Cafferillo stated that he can transfer the funds within his authorization by Council if Van Cort sends a memo requesting the transfer. The Committee took no action. B. Request to Authorize Agreement for Engineering Services for Parking Garages Deputy Planning Director Sieverding presented a request to authorize an agreement for engineering Services for the City Parking Garages . Sieverding explained that the engineering services would relate to a long term capital improvement and maintenance program for the Green and Seneca Street garages. He stated that the intent of these services is to develop a long term 10 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 forecast of probably expenses likely to be incurred in the garages. He explained that information is needed to generate assessment income projections relating to a possible Citywide benefit assessment district for parking. Sieverding felt the services could be done inhouse, but that there are too many current projects ongoing to free up a City engineer' s time. He is proposing that Novelli and Co. be authorized to perform these services at a cost not to exceed $5,200. Sieverding stated that Novelli was recommended because of both his knowledge in the area and his familiarity with the garages . It was noted that the funds would be derived from Capital Project #250, Parking Facility study. After a discussion on the garages, the following motion was made: WHEREAS, the Downtown Parking Garage Committee has proposed that the City investigate the establishment of a citywide parking benefit assessment district, and WHEREAS, in addition to the regular operating and maintenance expenses associated with all of the City' s off street parking facilities, a capital reserve account for major repairs should be established as part of the total cost of maintaining the City' s parking system, and WHEREAS, the Downtown Parking Garage Committee has received a proposal from Novelli & Co. , consulting engineers, to evaluate the existing parking structures in terms of construction, maintenance requirements, future capital repair and construction requirements expressed in a detailed future maintenance and capital repair cost schedule, and WHEREAS, these conclusions will be part of the estimated total revenue requirements for parking to be raised in part by a benefit assessment district, and WHEREAS, the Parking Committee recommends that Novelli & Co. be retained to perform this analysis; now, therefore, be it RESOLVED, that Novelli & Co. be retained to perform the scope of services outlined in its August 27 proposal at a cost not to exceed $5,200, and that the Mayor be authorized to execute the necessary contract documents upon the recommendation of the City Attorney and Superintendent of Public Works. The motion passed 3-0-1 . Alderperson Berg abstained. , 6 . The Committee to Proceed Into Executive Session - 11 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 The Committee voted 4-0 to move into executive session to discuss a variety of Personnel and litigation issues. 7 . 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. DPW - Request to Appoint Water/Sewer Principal Account Clerk WHEREAS, the position of Principal Account Clerk has been approved by the Vacancy Review Committee, and WHEREAS, the interviews and reference checks have been completed by staff; now, therefore, be it RESOLVED, that the Common Council approves the provisional appointment of Joanne Phillips as Principal Account Clerk at an annual salary of $18,837 (Step 4) which is commensurate with the candidate' s education and experience. The motion passed 3-1 . Alderperson Johnson voted against the motion. B. Youth Bureau - Request for Employee Incentive Award WHEREAS, the Youth Bureau Director has recommended Youth Development Program Coordinator Alan Green for an employee incentive award pursuant to the terms of the CSEA Administrative Unit Contract, and WHEREAS, the Youth Bureau Director has provided the Budget and Administration Committee with substantial justification for granting this employee incentive award, and WHEREAS, the Youth Bureau Director' s recommendation complies with procedures and guidelines outlined in the CSEA Administrative Unit Contract; now, therefore, be it RESOLVED, that Alan Green' s salary be increased by four (4%) percent to an annual salary of $31,671. , effective September 17, 1992, and be it further RESOLVED, that the funding for such increase shall be derived from the Unrestricted Contingency account. The motion passed 3-1 . Alderperson Johnson voted against the motion. C. DPW - Request for Incentive Award 12 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 A request for an incentive award was presented to the Committee. After discussion of this award, no action was taken. D. Attorney - Possible Litigation A possible litigation item dealing with the Center Ithaca reorganization plan was discussed with the Committee. The Committee voted, 4-0, to move a resolution forward to the next COW meeting of Common Council. This resolution stated: That the Mayor be authorized to approve the proposed reorganization plan for the Center Ithaca. Details of the resolution would be discussed at the COW meeting. 8 . Finance/Chamberlain - Request City to Purchase Tax Sale Leins Controller Cafferillo presented a request by the City Chamberlain to authorize the City to purchase tax sale liens at the 1992 City tax sale. Cafferillo stated that this is an annual resolution. He stated that the City purchases all the land at the sale, except for the Strand property, and that when City residents buy the properties back they pay the City plus interest. The following motion was made: RESOLVED, that pursuant to Ithaca City Charter, Section C-44(E) , the City Chamberlain is hereby authorized and directed on behalf of the City of Ithaca to purchase all lands except for Tax Parcel Number 69.-1-8 (the Strand Theater) at the 1992 City Tax Sale, without competitive bidding, for the gross amount due. The motion passed 4-0. 9 . Finance/Controller - Request Bond Resolution for State Retirement Controller Cafferillo presented a request to refinance the State Retirement Debt. Cafferillo explained that several years ago the State changed the State Retirement System to bring it up to date and assist New York State in balancing its budget. He stated in doing this the State borrowed funds and in turn allowed the State' s municipalities to finance the funds over a 17 year period at 8-3/4 percent interest. Cafferillo stated that currently we have paid three years on the 17 year amortization schedule. He stated that the City now has the option to borrow this money at a lower interest rate and pay off the State obligation. He explained that the only difference between this type of financing and the normal bonds issued by the City is that the Federal 13 BUDGET & ADMINISTRATION COMMITTEE - MINUTES 9/23/92 Government will not allow the City to issue our normal tax exempt bonds, but instead would allow the City to issue partially tax exempt bonds (exempt from State and NY City tax only) . He noted that this would make the interest rate somewhat higher than usual. The interest rate was estimated to be 7 to 7-1/2 percent. Cafferillo stated that if we were to do this the City would benefit as follows: A. Would not have to make current Retirement payment of $200,000. B. Would save $350,000 over a 14 year period by paying 7 . 00 to 7-1/2 percent of interest instead of 8-3/4 percent. He stated the total amount of the Bond is $1,575,000 over 14 years . Cafferillo stated he would put the details of the resolution together and bring it to the Council COW meeting for approval. The Committee agreed with the proposal, but no formal action was taken. The next B&A meeting will be October 21, 1992 at 7 :30 PM. The meeting adjourned at 11 :45 PM. 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. 14