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HomeMy WebLinkAboutMN-B&A-1992-10-21 Y ' BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 : 30 PM OCTOBER 21, 1992 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Johnson, Daley, Romanowski, Berg OTHER ALDERPERSONS PRESENT: Schroeder OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo �Heputy Controller - Thayer Assistant City Attorney - Kennedy Building Commissioner - Eckstrom Director of Planning & Development - Van Cort Planner - Foster Assistant Superintendent of Public Works - Ferrel Chief Operator Water Treatment Plant - Baker BPW Commissioner - Gerard Fire Chief - Olmstead Deputy Fire Chief - Wilbur Deputy Fire Chief - Dorman Members of the Media 1 . Opening Comments Chairperson Booth made the following changes to the Agenda: A. Add an item dealing with an amendment for the Alex Haley Memorial Fund Brick Contract. B. Add an executive session item relating to a water/sewer incentive award tabled from the previous month. C. Add an item relating to a waiver of Building Department fee for the Red Cross . D. Delete the BPW Budget discussion. Members of the public were asked to speak; no members spoke. 2 . Request From The Alex Haley Memorial Fund to Amend Brick Contract Perri LoPinto, from the Alex Haley Memorial Fund presented a request to amend the current brick contract with the City approved September 1992 - LoPinto explained that the original contract was approved for the sale of 600 used bricks at $ .25 each. She stated that to date 100 bricks have been purchased .at a cost of $25 . She explained that the Memorial Fund intends to use the other 500 bricks for their project, but currently does not have the $125 in funds needed to purchase the bricks . BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 LoPinto requested that the City exchange the 500 bricks for a 1/4 page ad in Ithaca Child. She explained that this was - * $175 value. The Committee agreed to the exchange, but stated that it would be subject to approval by the City Attorney and the Commons Coordinator. The following motion was made: WHEREAS, Common Council, on September 2, 1992, authorized the sale of 600 used bricks to the Alex Haley Memorial Fund at a cost of $150, for a project at 212 Cascadilla Street, and WHEREAS, the Alex Haley Memorial Fund has purchased 100 bricks to date at a cost of $25 and intends to use another 500 bricks which would cost an additional $125, and WHEREAS, the Alex Haley memorial Fund is unable to derive the income to pay for the remaining 500 bricks; now, therefore, be it RESOLVED, that subject to review by the City Attorney, the City of Ithaca shall amend the brick contract with the Alex Haley Memorial Fund to permit a trade of advertising in the Ithaca Child for the remaining $125, and be it further RESOLVED, that the amendment to said brick contract shall be contingent upon the approval of the advertisement by the City' s Commons Coordinator. The motion passed 5-0 . 3. Planning Department - Request Funding for Budgetary Value Analysis for Inlet Island Land and Potential Substitute Properties Planning Director Van Cort presented a request to fund a budgetary value analysis for Inlet Island land and potential substitute properties at an amount not to exceed $8,000 . Van Cort, Planner Foster and Alderperson Schroeder explained to the Committee the current Inlet Island map and status of surrounding lands . Alderperson Schroeder explained that this request would be the first step in the implementation of the Inlet Island plan. This request would appraise the land and a number of parkland parcels, exclusive of the Route 96 plan, for the Inlet Island land. Planner Foster explained that this is not a full appraisal, but instead it is a budgetary value analysis. This appraisal would find out what the approximate value of the Inlet Island land and potential substitute properties are. 2 C 1 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 Alderperson Schroeder stated that both the Planning and Development Committee and the Parks Commission have * discussed this information and both support the idea. He also stated that this project would allow for a complete greenway corridor in this area. He explained that to alienate land you must have a monetary value attached to the land. Schroeder stated that the alienation process is a two year process with approvals from the legislature and the Federal and State governments. Van Cort recommended that Francis and Company be hired to perform this appraisal. He explained that this Company has been used before and is very good at performing this type of appraisal. He stated that the fee would be $8,000. The funds could be derived from the West End Development Capital Project. After a discussion on the land, the following motion was made: WHEREAS, the Planning Department has recommended that a Budgetary Value Analysis be performed at a cost of $8,000, on certain Inlet Island Lands and certain potential substitute properties; now, therefore, be it RESOLVED, that Francis and Company be hired to perform Budgetary Value Analysis on the potential substitute properties and Inlet Island land, including an assessment of the full market value of all said lands at a cost not to exceed $8,000, and be it further RESOLVED, that the funds needed for said Analysis be derived from Capital Project #207 West End Development. Chairperson Booth stated he will vote for this motion but he is not convinced the City should depark large park lands on Inlet Island. The motion passed 5-0 . 4 . American Red Cross Request for Waiver of Building Department Fee The American Red Cross presented a request to waive the $100 Certificate of Occupancy fee for the use of the Yengo Trust Building located at 324 West State Street for a Haunted House special event from October 26th - October 31st, 1992 . Building Commissioner Eckstrom stated that he did not have a problem with the waiver of the fee. The Committee stated that because of the many services provided by the American Red Cross that benefit City residents, they will waive the fee. The following motion was made: 3 i BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 WHEREAS, the American Red Cross will be using the Yengo Trust Building located at 324 West State Street for a .. Haunted House special event from October 26 - October 31, 1992, and WHEREAS, the Building Department will need to issue a Temporary Certificate of Occupancy for the property with a fee of $100, and WHEREAS, the American Red Cross provides many services that benefit the residents of the City of Ithaca, and . WHEREAS, the American Red Cross has requested that the $100 said fee be waived; now, therefore, be it RESOLVED, that Common Council waives the $100 Certificate of Occupancy fee required for the said special event. The motion passed 5-0 . 5. DPW - Request to Apply for Federal/State Grant for Cass Park Ice Rink Assistant Superintendent of Public Works Ferrel presented a request to authorize the City to apply for a Federal/State Grant to provide funding for renovations to Cass Park. Ferrel stated that Cass Park is 20 years old and has not had its compressor system replaced. He explained that our rink is the only rink of its time not to have its compressor system replaced. He explained that the compressor system should have been replaced five years ago. Ferrel explained that the current compressor system has some major problems that need to be addressed if the rink wants to continue to operate over the winter. Ferrel briefly explained the grant. He stated that the grant is a Federal grant with a 50% match. If the City determines that the project is $500, 000, the City will receive $250, 000 from the Federal/State granting agency. Ferrel stated that the City would have to pay for the up front costs and then the Federal government would reimburse the City. Ferrel currently estimated the project at $458, 000. He stated that this was an estimate and he would get a better estimate by the next Common Council COW meeting. He explained that the filing date for the grant is by the end of November. The Committee agreed to send this request to the next Common Council COW meeting. The Committee did not vote on the request; they requested more information on the project. 4 s [ BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 6 . Fire Department A. Request Expenditures from Fire and Building Code Funds Fire Chief Olmstead presented a request to amend the Fire Department ' s 1992 Authorized Equipment list by adding the following: 1 . Six Computer Terminals 2 . One Printer 3 . Five Modems Olmstead stated that the total cost for the above items will not exceed $4, 398. He also explained that the funds for the equipment purchase will be derived from the City' s Building and Fire Code account. This account currently has $18,494 and was received from the State on an annual basis until the program was terminated at the end of 1991 . Olmstead explained that the items will be purchased from a State Contract. He explained that these items will either replace old items or be used with existing equipment in the Fire and Building Departments . The following motion was made: RESOLVED, that the Authorized Equipment list of the Fire Department be amended by adding the following items: Six Wyse Computer Terminals for $2,118 One Epson Printer $ 820 Five Modems $1,460 and be it further RESOLVED, that $3,710 be transferred from account A69O-6 and $688 be transferred from A69O-10 New York State Building and Fire Code Aid to the following accounts: A341O-225 Other Equipment $2,938 A3410-477 Equipment Parts $1,460 to allow the acquisition of said equipment. The motion passed 5-0. B. Request to Amend 1992 Fire Department Budget Fire Chief Olmstead presented a request to amend the Fire Department' s 1992 Budget. Olmstead stated that the Fire Department has lived within the same budget for three years. He explained that his budget amendment does not change the 5 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 bottom line of the budget which is $3, 000,534 . He stated it does change the individual accounts within the total budget. * Olmstead discussed overtime within his budget. The 1992 budget for overtime was approved at $70, 000 . He stated that he projects that it will be $106, 683 for 1992 . He stated that overtime was up because of the following: 1 . The large fire on Cayuga Street 2 . Vacancies in positions 3 . Sickness and Training Olmstead stated that some of the overtime is related to having drivers for all of the trucks . He stated that some trucks would have to be put off service to reduce overtime if the Fire Department is not allowed to amend its 1992 budget within the 400 accounts. He also stated that some of the budget amendment will be derived by the savings from open funded fire fighter positions. A discussion followed on overtime and the number of vehicles and fire personnel sent to a fire. Olmstead stated that if the number of vehicles and staff are questioned, the Town of Ithaca should also be in on the discussion. Alderperson Daley suggested that the Fire Department look at ways of reducing the amount of overtime and the possibility of more effectively using staff and/or vehicles. He also suggested the possibility of using volunteer drivers instead of paid personnel. The Fire Chief basically disagreed with arguments for using volunteer drivers. After the discussions on the budget and overtime the following motions were made: RESOLVED, That the 1992 General Fund Budget for Fire Department purposes be Amended as follows: 1992 Current Amendments 1992 Amended Increase Adj. Budget (Decrease) Budget 3410- -105 Salaries, Admin. $.226,269 ( 2) 226,267 -110 Salaries, Staff 2,307,878 (28,677) 2,279,201 -125 Overtime 70,000 36,683 106,683 -225 Other Equipment 10,856 -0- 10,856 -405 Telephone 7,900 100 8,000 -410 Utilities 79,500 ( 300) 79,200 -415 Clothing 60,150 (15,150) 45,000 -420 Gas & Oil 19,000 ( 3,500) 15,500 -425 Office Expenses 7,700 ( 2,200) 5,500 -435! Contractual Services 44,804 9,073 53,877 -440 Staff Development 25,000 (15,000) 10,000 -445 Travel & Mileage 300 ( 300) -0- -450 Advertising 346 -0- 346 -460 Program Supplies 25,144 (11,144) 14,000 -470 Equipment Rental 475 29 504 -475 Property Maintenance 12,500 8,400 20,900 -476 Equipment Maintenance 60,552 13,448 74,000 -477 Equip. Parts & Supp. 36,460 8,540 45,000 -480 Building Main. & Supp. 5,700 -0- 5,700 3,000,534 -0- 3,000,534 6 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 and be it further RESOLVED, that the City Controller shall monitor the activity within said Fire Department 1992 Budget, and report back to Common Council for further consideration and possible action. The motion passed 5-0. A motion regarding the possibility of ways to reduce the amount of overtime and the use of vehicles was discussed. The Committee voted, 5-0, to approve the motion in concept with details to be written by Alderperson Daley for the next Common Council COW meeting. C. Request for Purchase of Fire Vehicles Fire Chief Olmstead and Deputy Chief Dorman presented a request to purchase two new Fire Vehicles to replace two current vehicles . Dorman explained that a 1976 Pumper and a 1972 Aerial vehicle needed to be replaced. A 15 year replacement schedule was established a few years ago, and the Department is already a year behind that schedule. Dorman stated that the vehicles needed are a pumper and an aerial truck for a total cost of $900, 000. He stated both will be bid. It was noted that the Town of Ithaca pays a potion of the vehicle acquisition cost (27%) . Controller Cafferillo stated that a capital project would have to be established for the purpose of the acquisition. Chairperson Booth requested that a copy of the . equipment that will be in the vehicle be sent to the Committee. After a discussion regarding the vehicles the following motion was made: WHEREAS, the Fire Department has recommended the replacement of their vehicles #909, 1976 Pumper and #939, 1972 Aerial vehicle based on the established 15 year replacement schedule; now, therefore, be it RESOLVED, that the Board of Fire Commissioners is hereby authorized to solicit bids for the acquisition of said vehicles, at a total cost for said vehicles not to exceed $900,000, and be it further RESOLVED, that Capital Project #264 Fire Vehicle Acquisition be established in an amount not to exceed $900,000 for the purchase of one (1) Aerial Vehicle and one (1) Pumper Vehicle, and be it further 7 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 RESOLVED, that the funding for said project shall be derived from the issuance of Serial Bonds. 4. The motion passed 5-0 . 7 . Committee to Proceed into Executive Session The Committee voted, 5-0, . to move into executive session to discuss a number of litigation and personnel items . 8 . Report from Executive Session After the Committee voted 5-0 to move back into regular session, Chairperson Booth reported that the following action was taken during the executive session: A. City Attorney - Request to Hire Outside Counsel for Litigation RESOLVED, that an amount not to exceed $1,000 shall be transferred from A1990 Unrestricted Contingency, to account A1420-435 City Attorney Contractual Services for the purpose of hiring the law firm of Nelson Roth in connection with litigation brought against the .City. The motion passed 5-0 . B. City Attorney - Request for Review of Litigation RESOLVED, that the. City Attorney' s office be authorized to purchase a legal opinion for review, in connection with litigation brought by the City, and be it further RESOLVED, that an amount not to exceed $2,000 be derived from Capital Project #239 Tank Removal for said opinion. The motion passed 5-0 . C. Building Department - Request to Establish Capital Project for Demolition of Building WHEREAS, the Building Commissioner has determined that the property known as 602 West Seneca Street is unsafe and has ordered its repair or removal on December 5, 1991 and ordered the termination of utility connections, and installed locks on the entry doors to control unauthorized entry, and WHEREAS, the owner, Mr. John Hwang, has indicated that he is not in a financial position to comply with the order, and WHEREAS, the Building Commissioner is concerned that the building is unstable and unable to support the snow and wind 8 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 loading of the winter season, and therefore, represents a significant risk of injury to the public, and WHEREAS, the Building Commissioner determined that the costs associated with the removal of the building, including an environmental audit and landfill fees, and well as the labor and contingencies is $76,000, and WHEREAS, if the City removes the structure, the cost of such removal plus fifty percent (505) for administration, will be recoverable by the City; now, therefore, be it RESOLVED, that Capital Project #263, Building Demolition be established in the amount of $76,000 for the demolition and removal of said structure, inclusive of the required environmental test and associated expenses. The motion passed 5-0. D. Building Department - Request Salary Adjustment for Staff Member The Committee discussed a possible salary adjustment for a Building Department staff member. No action was taken on the item. E. DPW Water/Sewer - Request for Employee Incentive Award The Committee discussed an employee incentive award for an individual in the Water and Sewer operations of DPW. The Committee voted, 3-2 to send this item to the next Common Council COW meeting for discussion. Chairperson Booth and Alderperson Johnson voted against the motion. 9 . Finance A. Finance/Controller - Request Authorization to Transfer Funds City Controller Cafferillo presented a request to allow him the authorization to transfer funds at the end of the year to cover possible over expended accounts . It was noted that this is an annual resolution passed by Council. After a brief discussion, the following motion was made: RESOLVED, that the City Controller be empowered to make transfers within the 1992 Budget appropriations as needed, for the remainder of the 1992 Fiscal year. The motion passed 5-0 . 9 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 B. Request To Approve Sidewalk Assessments Deputy Controller Thayer presented a request to approve sidewalk assessments from 1987 - 1990. Thayer explained that these assessments had gone through the proper procedures for sidewalk assessments but were never finalized by the Board of Public Works and sent to the Controller' s office. He stated normally the assessments are done annually, but in this case they have not been done since 1987 . Thayer presented the list to Committee.. He explained that the total for these assessments was $41,501 . 10. He stated that a special letter will go out with these assessments to explain the delay in the process. He stated that there will be no penalties or interest levied. After a brief discussion on the process of sidewalk assessments the following motion was made: WHEREAS, the Board of Public Works levied sidewalk assessments on January 4, 1989 and June 7, 1 991 in the City of Ithaca, and WHEREAS, public hearings thereon were held by said Board on July 29, 1987 and May 10, 1989, and WHEREAS, on October 7, 1992 said Board approved said assessments and filed a schedule thereof with the Common Council for confirmation and final approval; now, therefore, be it RESOLVED, that said assessments in the total amount of $41,501.10 be, and the same is hereby approved and confirmed, and be it further RESOLVED, that the City Clerk be, and hereby is, directed to prepare a warrant on the City Chamberlain, in accordance with such schedule, for the collection of said assessments; and that the Mayor and City Clerk be authorized to sign and execute such warrant; whereupon all such assessments will become due and payable from the date of execution thereof; and on all such assessment or portions thereof remaining unpaid after the expiration of six months from the date of such warrant, the City Chamberlain shall add and collect the percentage thereon, at the rate of 10% per annum, except and provided, however, that the City Chamberlain may allow persons to pay their assessments, if the aggregate amount exceeds $100, in five equal installments, with interest at 10%, on or about June 1, each year, provided, however, that any person desiring to pay by installments shall make application promptly, in writing, to the City Chamberlain; and all properties having such assessments or portions 10 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 thereof of installment payments in arrears and remaining unpaid at the close of any City Tax collection period shall' be included by the City Chamberlain in the subsequent City Tax to be collected in the manner and subject to the same penalties and procedures as the City Tax. The motion passed 5-0 . C. Finance - Hire Labor Consultant for Negotiations City Controller Cafferillo told the Committee that a labor consultant will be hired to negotiate the Police Labor Contract. Cafferillo stated that the negotiator will be hired at $125/hour plus travel for his services. He stated that at the same time he will train Assistant City Attorney Kennedy on negotiating. Cafferillo explained that Kennedy will then negotiate the Fire Contract and the CSEA contract for the City. He explained that an amount of money will be put into the 1993 Budget for these purposes. The Committee took no formal action on the item. D. Finance/Controller - Report on Garbage City Controller Cafferillo reported to the Committee on Garbage and Recycling. Cafferillo stated that the County will pay the City $168,400 in 1992 to assist the City in the recycling costs . Cafferillo stated that in the garbage area we will not generate the budgeted revenue during 1992 . He explained that we will only receive about $830, 000 in revenue (instead of the projected $1,236,000) . He also stated that the City will not be able to pay the City' s obligation from the Solid Waste Fund to the General Fund and we will instead set this amount up as a payable from the Solid Waste Fund to the General Fund and pay it in 1993 . Cafferillo stated that the DPW will reorganize the garbage and recycling department and have agreed to move three employees from recycling and one employee from garbage and transfer these employees elsewhere in the department in an attempt to reduce costs in the Solid Waste Fund. Cafferillo explained that the 1993 Solid Waste Budget will pay back the 1992 payable with money collected from the 1993 trash tags at the $3 per trash tag rate. No action was taken on this item. The next B&A meeting will be Tuesday, November 24, 1992 . The Committee also agreed upon the following Budget discussion schedule: 11 BUDGET AND ADMINISTRATION COMMITTEE MINUTES - 10/21/92 Date Time Location To Be Reviewed: 11/5/92 7 : 30 PM CCC Mayor' s Overview on the 93 Budget, Commons Advisory, Finance Department 11/11/92 7 : 30 PM CCC Youth Bureau, GIAC Human Services & Community Services Agencies 11/17/92 7 :30 PM CCC Revenues, Building Dept. , Planning Dept. , INHS & Other 11/18/92 7 :30 PM CCC Police Dept. , Fire Dept. , City Attorney, City Prosecutor 11/19/92 7 : 30 PM CCC Dept. of Public Works, Water, Sewer, Joint Activity, Solid Waste Funds & Capital Projects 11/24/92 7 : 30 PM CCC Regular B & A meeting, Carry- over Items & Public Hearing The meeting adjourned at 11 :45 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. 12