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HomeMy WebLinkAboutMN-B&A-1992-11-24 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE Regular meeting 7 : 30 P.M. November 24, 1992 MINUTES Present: Committee Members : Booth, Berg, Romanowski Committee Members Excused: Johnson, Daley Others Present: City Controller - Cafferillo Deputy Controller - Thayer City Attorney - Guttman Superintendent of Public Works - Gray Deputy Planning Director - Sieverding Building Commissioner - Eckstrom Members of the media 1 . Opening Comments Chairperson Booth stated there were no changes to the Agenda. Members of the Public were asked to speak; no members spoke. 2 . Police Department - Request to Standardize on Telephone Equipment Police Chief McEwen presented a request to allow the Police Department to standardize on telephone equipment. Chief McEwen stated that All-Mode Communications was awarded a bid two years ago to install the Police Department's telephone system. He explained that now it is necessary to expand the current telephone system to accommodate the needs of the new City Court facility, and the renovations to the Police Department. Chief McEwen stated that he is requesting that Council standardize on the Norman Telecom telephone equipment, supplied by All-Mode Communications, in order to meet security requirements and to provide a unified emergency service and support system. After a brief discussion, the following motion was made: WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency, uniformity, compatibility, economics and security to approve the standardization of an All-Mode Communications Inc . Police/Court Telephone System for the Police Department' s telephone system, and 1 t BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 WHEREAS, a significant capital investment has been made in existing telephone equipment which were designed to operate with an All-Mode Communications telephone system; now, therefore, be it RESOLVED, 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 an All-Mode Communications Inc. Police/Court telephone system as the type of telephone system to be used and purchased by the City of Ithaca Police Department. Voting results on the motion were as follows : Ayes (2 ) Berg, Booth Nays (0) Abstain ( 1) Romanowski The motion passed 2-0-1 . Alderperson Romanowski abstained due to his involvement with the New York Telephone Company. 3 . DPW A. Permanent Extension of Parking Lot Hours & Collection - Report Superintendent of Public Works Gray reported that the BPW and the B&A/COW Budget Committee had approved the extension of the downtown parking lot hours and extension of the hours during which collections are made. Gray explained that, as a result of these changes, it appeared that the City was collecting a net of $10, 000 to $20, 000 more in revenue. It was noted that this item was discussed during DPW's 1993 budget discussions. No formal action was taken. B. Request to Approve Brick Contract Superintendent of Public Works Gray presented a request to have Fahs-Ralston Paving of Binghamton use 900 historical bricks to construct a crosswalk at Balch Hall on the Cornell Campus . Superintendent Gray explained that the request has been approved by the City Landmarks Preservation Commission. Superintendent Gray stated that his office is currently working on a less complex brick approval process as requested by the B&A Committee. After a brief discussion, the following motion was made: 2 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 WHEREAS, the City Landmarks Preservation Commission has issued to Fahs-Ralston Paving of Binghamton, New York a certificate of appropriateness for the use of approximately 900 historical used bricks to construct a crosswalk at Balch Hall on the Cornell Campus; now,therefore, be it RESOLVED, that the Common Council approves the agreement made between the City and Fahs-Ralston Paving for the sale of these bricks and authorizes the Superintendent of Public Works to sign the agreement. The motion passed 3-0 . C. Request to Amend Joint Activity Capital Project Superintendent of Public Works Gray presented a request to amend the previously-approved Joint Capital Kline Road Sewer Project to a total of $200, 000 . Superintendent Gray explained that the project was previously approved at the $100, 000 level. However, because of improved cost estimates the Kline Road Sewer Project will cost $200, 000 . Superintendent Gray explained that the original cost estimate was a rough estimate. Superintendent Gray explained that the City's share of the project will be $90, 000 based on the cost allocation plan approved by the SJS Committee. He stated that the Town of Ithaca and the Town of Dryden will pay $90, 000 and $20,000 respectively. City Controller Cafferillo stated that the City's share of the project, $90, 000, will be derived from the Capital Reserve #17 relating to sewer construction. After a discussion, the following motion was made: WHEREAS, Common Council approved, at their August 5, 1992 meeting, a Joint Activity Capital Project for the Kline Road Sewer Relief Project in the amount of $100, 000, and WHEREAS, the SJS has determined the actual cost of the Kline Road Sewer Relief Project to be $200, 000 . ; now, therefore be it RESOLVED, that the established Kline Road Sewer Relief Joint Activity Capital Project be amended by $100, 000 . for a total project budget in an amount not to exceed $200, 000 . , and be it further RESOLVED, that the funding for said project shall be provided by and allocated to each owner at 45% City of Ithaca, 45% Town of Ithaca, and 10% Town of Dryden as proposed by the SJS, and be it 3 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 further RESOLVED, that the City' s share of $90, 000 be derived from Capital Reserve #17 for sewer construction. The motion passed 3-0. 4 . Planning Department - Request Approval of Carpenter Business Park Lease Proposal Deputy Planning Director Sieverding presented a request to the committee asking for approval of a Carpenter Business Park lease proposal . Mr. Sieverding explained that Digicomp Research Corporation would like to lease 1 . 67 acres in the Carpenter Business Park. He stated that Digicomp intends to build a 12, 000 square foot facility. Mr. Sieverding also explained that Digicomp would also like to lease the adjoining .53 acre property from the City, which is also located in the Carpenter Business Park. This property would be used for further expansion by Digicomp. He explained that the terms of the lease are basically in agreement with the Council's approved leasing policy established in December, 1990 . Mr. Sieverding explained the possible purchase of the property by Digicomp. He stated that the lease will include a rent of $5, 000 per year with the following options to purchase the property: 1 . 1-5 years no right to purchase. 2 . 5-19 years will pay from 60% to 105% of the current market value at that time. Mr. Sieverding stated he was looking for approval in concept of entering into a lease with Digicomp, with the details of the lease to be worked out and approved by Council at a later date. A brief discussion on the taxes associated with this property followed. The following motion was made: WHEREAS, the City developed Carpenter Business Park to implement the goals of creating new and retaining existing jobs in the City, promote new research, development and light manufacturing firms and to encourage local firms to remain in the area by providing fully developed land at below-market coast, and WHEREAS, Digicomp Research Corporation, a local firm started fifteen years ago and housed in leased facilities at several locations in the City has expressed a desire to lease a 1 . 67 acre site in Carpenter Business Park where it intends to construct a 4 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 12, 000 square foot facility, and WHEREAS, under a separate lease agreement Digicomp desires to lease an adjoining . 53 acre site for future expansion, and WHEREAS, both leases have performance clauses whereby if these sites are not developed within a specified period of time the sites revert to the City, and WHEREAS, the general terms of these leases are consistent with the leasing policy established by the Common Council on December 5, 1990 with one exception regarding Digicomp's ability to purchase the site before the twentieth year, and WHEREAS, the ability to purchase is key to Digicomp's decision to move forward with final lease negotiations; now, therefore, be it RESOLVED, that Digicomp Research Corporation is an acceptable tenant for Carpenter Business Park, and be it further RESOLVED, that Common Council approves the concept of allowing purchase of these sites prior to twenty years on the basis of a schedule of values that establishes a relationship between the time the site is purchased and the market value of the site such that the earlier the site is purchased the closer to market value the purchase price will be, and be it further RESOLVED, that staff is authorized to negotiate the final terms of the proposed leases with Digicomp, such terms to be subject to approval by the Common Council and I .U.R.A. Voting results on the motion were as follows : Ayes (2 ) Booth, Romanowski Nays (0) Abstain ( 1) Berg The motion passed 2-0-1 . 5 . Committee to Proceed Into Executive Session The committee voted, 3-0, to move into executive session to discuss a number of personnel and litigation items . 6 . Report from Executive Session After the committee voted, 3-0, to move back into regular session, Chairperson Booth reported that the following action was taken during executive session: A. Planning Department - Request Funding for Appraisal 5 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 WHEREAS, the Planning and Public Works Departments have recommended that two properties (i.e. : the two City-owned properties on Franklin Street) be appraised in connection with the Department of Public Works Consolidation Project, now, therefore, be it RESOLVED, that the Planning Department is hereby authorized to enter into an agreement for the preparation of said property appraisals, and be it further RESOLVED, that $1, 600 . be advanced from Capital Reserve #25 for Capital Improvement Planning and Design to Capital Project #245 DPW Consolidation Study, pending the issuance of indebtedness for possible land acquisition, facility construction or planning purposes. The motion passed 3-0 . B. City Attorney - Approval of Center Ithaca Disclosure Statement The committee discussed the Center Ithaca's disclosure statement. The committee voted, 3-0, to approve the Mayor's authorization on the Center Ithaca's recovery plan in Court. It was noted that this item will be formally approved by Council in January of 1993 . C. City Attorney - Request to Hire Confidential Secretary Above Step 1 RESOLVED, that Cindy Vicedomini be hired for the Confidential Secretary position in the Attorney' s Office at an annual salary for 1993 of $16, 735 . , that being Step 6 on the 1992 Compensation Plan for confidential employees, effective January 4, 1993. The motion passed 3-0 . 6 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 D. Finance/Controller - Request to Hire Administrative Secretary WHEREAS, the Finance Department shall have an open Administrative Secretary position as a result of Barbara Ruane's impending retirement, and WHEREAS, Carol Shipe, who is currently an Administrative Secretary in the Building Department, has requested to be considered for a lateral transfer to fill said position; now, therefore, be it RESOLVED, that Carol Shipe be hereby appointed to the position of Administrative Secretary in the Finance Department at an annual salary of $23, 937 . , effective December 14, 1992, and be it further RESOLVED, that the Administrative Secretary position in the Finance Department be changed from a 35 hour position to a 40 hour position, also effective December 14, 1992 . The motion passed 3-0. It was noted that because of this hire, the 1993 Finance Department Budget can be reduced by $4, 391 in line A131J-105 Administrative Salary. E. Building Department - Request to Approve Promotional Appointment Administrative Secretary RESOLVED, that Kathleen Boyd be provisionally appointed to the position of Administrative Secretary in the Building Department at $19, 690, which is Step 4 on the 1992 compensation schedule for confidential employees not covered by a union, effective December 14, 1992 . The motion passed 3-0 . It was noted that because of this promotion, the 1993 Building Department budget can be reduced by $5, 071 in line A3620-105 Administrative Salary. 7 . Finance Department A. Chamberlain - Request To Add Names To Safe Deposit Box City Controller Cafferillo presented a request from the City Chamberlain to add names to the City' s safe deposit box at Tompkins County Trust Company. He stated that this resolution allows two more City employees to access the safe deposit box which contains back-up tapes for the City's computer system. The two employees that will be added are Connie Nelson and Marna McNeal, both are from the Chamberlain's Office. 7 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 After a brief discussion, the following motion was made: RESOLVED, that Connie Nelson and Marna McNeal be and hereby are authorized to access the safe deposit box number 1364 at Tompkins County Trust Company. The motion passed 3-0 . B. Chamberlain - Request To Send Notice with 1993 Tax Bills Controller Cafferillo explained that the notices included information on City, County and School District tax bills and penalties . These notices will be included with the City's first installment tax bill mailed out in January, 1993 . The following motion was made: RESOLVED, that the City Chamberlain is authorized to mail a notice of tax due dates and penalties with the 1993 City Tax First Installment. The motion passed 3-0 . C. City Clerk - Request Funding for Voting Machine Maintenance City Controller Cafferillo presented a request from the City Clerk to request funding for repairs and maintenance on the City's voting machines . He explained that the City currently has 23 voting machines ranging in years purchased from 1946 to 1978. He stated that during the last election many of the machines had problems and are in need of repairs. Controller Cafferillo stated that the City Clerk is recommending that all the machines receive an on-site inspection and maintenance tune-up. This would cost the City as follows : 23 machines inspection/tune-up @$85/machine $1, 955 Technician's Expense 500 Misc. Expenses/parts 1, 000 Total $3, 455 Controller Cafferillo explained that this inspection will produce a report on the condition of the voting machines and a possible recommended replacement program. It was noted that this item would have to be added to the 1993 Budget because the inspections would not take place until that time. After a discussion on the voting machines, the following motion was made: 8 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 RESOLVED, that the 1993 Election Budget be amended by increasing Account A1450-477 Equipment parts and supplies in the amount of $3,500 for voting machine repairs, parts and inspections . The motion passed 3-0 . D. DPW/Controller - Request to Standardize on Parking Meter Equipment Deputy Controller Thayer presented a request to authorize the DPW to standardize on Marking Meter Equipment from P.O.M. Deputy Controller Thayer explained that the City established a Capital Project to retrofit all of the current parking meters with coin lock boxes . He stated that the City currently has 1, 000 parking meters in the city. He stated that all of the meters are from P.O.M. Incorporated. Deputy Controller Thayer explained that none of the other parking meter companies could retrofit the P.O.M. meters without replacing the entire meter. He explained that because of compatibility, efficiency and economics, the City should standardize on P.O.M. parking meters. He noted that the funds to retrofit the meters will be derived from Capital Project #262 Parking Meter Retrofit Project, which was previously approved by Common Council . After a brief discussion on the parking meters and the City' s parking situation, the following motion was 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 P.O.M. parking meter equipment for the City of Ithaca' s parking meters, and WHEREAS, a significant capital investment has been made in existing parking meter equipment which were designed to operate with P.O.M. parking 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 hereby authorizes the standardization of P.O.M. parking meter equipment as the type of equipment to be used and purchased by the City of Ithaca Department of Public Works . The motion passed 3-0 . The meeting adjourned at 11 :50 P.M. 9 BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1992 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