HomeMy WebLinkAbout02-26-03 Budget & Administration Committee Meeting Agenda BUDGET AND ADMINISTRATION COMMITTEE
FEBRUARY 26, 2003
7 :00 P.M.
COMMON COUNCIL CHAMBERS
AGENDA
Statements from the Public
Amendments to Tonight' s Agenda
A. Mayor
1 . Request to Approve 2003 Budget Amendment for Drug Free
Community Grant - Resolution
2 . Request to Approve Drug Free Community Support Contract
with Tompkins County - Resolution
3 . Telecom Ordinance (Material to be distributed at meeting)
B. Chamberlain
1 . Requests for Waiver of Penalty on Taxes - Resolution
C. DPW
1 . Snow Removal Cost - Report
D. Controller
1 . Workers' Compensation Insurance - Report
2 . Preliminary 2002 Financial Status - Discussion
3 . Funds Expended on Layoffs - Report
4 . Approve 2002 Allocation from Health Insurance Reserve -
Resolution
E. Reports
1 . Mayor' s Report
2 . Sub-committee Reports
3 . Council Members' Announcements
4 . Next Month' s Meeting: March 26, 2002
April Meeting: April 30, 2002 (5th Wednesday)
Mayor - Request to Approve 2003 Budget Amendment for Drug Free
Community Grant
WHEREAS, the City has received several grants from the United
States Department of Justice since October, 1999 for the Drug
Free Communities Program, and
WHEREAS, grant funds through said program total $350, 000, and
WHEREAS, the current supplement for this grant program is
$75, 000, with a City match of $85, 000 (TCAT) , and
WHEREAS, the 2003 City Budget is in need of adjustment to better
reflect the current grant supplement for this program; now,
therefore, be it
RESOLVED, That Common Council hereby amends the 2003 Authorized
City Budget by an amount not to exceed $75, 000 for the purpose
of accounting for said grant program as follows :
Increase Revenue Account :
A1112-4389 $75, 000 . 00
Increase Appropriations Accounts :
A1112-5115 $14 , 257 . 00
A1112-5425 930 . 00
A1112-5435 25, 110 . 00
A1112-5460 32, 500 . 00
A1112-9730 1, 091 . 00
A1112-9740 221 . 00
A1112-9760 891 . 00
$75, 000 . 00
Mayor— Reauest to Approve 2003-04 Application to Extend Drue Free Community Grant
WHEREAS,the City is eligible to apply for a fifth year of funding to support the Drug Free
Community grant funded by the Department of Justice since 1999, and
WHEREAS,the application for$75,000 in federal funds requires approval of the governing
body of the City and
WHEREAS,the Ithaca Community Drug Task Force Board is preparing the application and has
committed to assuring that the matching funds of$75,000 will be available from non-City
sources ; now therefore, be it
RESOLVED, That Common Council hereby authorizes the Community Drug Task Force to
submit an application requesting$75,000 in Drug Free Communities Support Grant funds for the
period October 1,2003 through September 30,2004.
Mayor - Request to Approve Drug Free Community Support Contract
with Tompkins County
WHEREAS, the City has received several grants from the United
States Department of Justice since October, 1999 for the Drug
Free Communities Program, and
WHEREAS, grant funds through said program total $350, 000 with
this year' s current supplement at $75, 000 and a City match of
$85, 000, and
WHEREAS, the City' s previous Drug Grant Coordinator resigned in
May, 2002 and the City has been unable to fill the position
since the resignation, and
WHEREAS, since a site visit by the Department of Justice in
August, 2002 , the Community Drug Task Force Board re-organized
and is exercising oversight of the Communities Grant program,
and
WHEREAS, the County Youth Bureau has extensive experience and
expertise in community grant management and City staff is
currently understaffed in this area, and
WHEREAS, the City is recommending contracting with the Tompkins
County Youth Bureau to assume the duties of the Drug Grant
Coordinator at a cost of $23 , 610 for this grant period of
10/1/02 - 9/30/03; now, therefore, be it
RESOLVED, That Common Council hereby authorizes the Mayor to
enter into a contract with the Tompkins County Youth Bureau in
an amount not to exceed $23, 610 for the purposes of supporting
the Drug Free Communities Grant for the period 10/1/02 - 9/30/03
per attached contract, and be it further
RESOLVED, That the funds for said contract shall be derived from
existing grant funds in the Drug Free Communities 2003 Budget .
Community Drug Task Force
C/o Tompkins County Youth Bureau
320 W. State Street
Ithaca,New York 14850
Phone: 607-274-5310 Fax: 607-274-5313 Email: Nzahle@tompkins-co.org
MEMO
TO: Steve Thayer, City Controller&Members of Common Council
FROM: Nancy Zahler, Coordinator
DATE: January 22, 2003
RE: Amendment of Drug Task Force Grant 10/1/02-9/30/03
The Community Drug Task Force Board was re-organized in September 2002 to exercise oversight of the
federal Drug Free Communities Grant received by the City for this federal fiscal year. The approved grant
includes$23,610 for coordinator salary, fringe benefits and training. The coordinator position has been vacant
since Laurel Guy resigned in May and Dr.Michelle Thompson resigned in June.
Since the Department of Justice audit in August, it became apparent that the amount of work needed to
simultaneously come into compliance, assure oversight of current activity, and plan for the future would be
formidable for a new,part-time person to handle in the time remaining on this grant. After the position was
offered to and declined by Dr. Thompson who was already familiar with the project and its records,the Task
Force Board voted in October to contract with the Tompkins County Youth Bureau to provide coordination
services for the balance of the grant period 10/1/02-9/30/03.
The County Youth Bureau has extensive experience and expertise in community planning, contract
management,reporting, and coordination as well as in funding youth development programs and facilitating
community coalitions. County Youth Bureau Director Nancy Zahler will assume the duties of Coordinator and
will delegate some tasks to others on her staff to assure that all past reports are prepared,that current services
are implemented as outlined in the grant and documented appropriately.
To achieve this transfer in coordinator responsibilities,both the City and the Department of Justice need to
authorize the following transfers. The Mayor has submitted the request for amendment to DOJ; has received
verbal approval from Program Officer Patrick Dunckhorst, and is awaiting written approval.
Transfer from:
Personal services: $ 17,160
Fringe benefits $ 4,890
Travel/training $ 1,560
Total $23,610
Transfer to:
Contractual services: $23,610 To be allocated as follows:
Coordinator services $20,800104 days @$200/day=$20,800
Supplies $ 1,250Copying,postage
Travel/training $ 1,560Same as original at this time
Cc Mayor Cohen
CONTRACT FOR SERVICES
Made this first day of October between:
The CITY OF ITHACA, a municipal corporation with offices at 108
East Green Street, Ithaca, New York, hereinafter called the
"City"
' And
TOMPKINS COUNTY YOUTH BUREAU, a department of the municipal
corporation with offices at 125 E. Court Street, Ithaca, New
York, 14850, hereinafter called the "Contractor"
WITNESSETH:
WHEREAS, the City requires certain services to be performed more
particularly set forth in Schedule A attached hereto and made a
part thereof, and
WHEREAS, the Contractor is desirous of performing such services
and the City is desirous of contracting with the Contractor to
provide such services;
NOW, in consideration of the covenants, conditions, and
provisions contained herein, it is hereby AGREED as follows :
1 . The Contractor agrees to perform the services set forth in
Schedule A attached hereto and made a part hereof in a
manner and at such time or times as is satisfactory to the
City.
2 . The Contractor shall be paid for providing such services as
follows : For the period 10/01/02 -9/30/03 , the Tompkins
County Youth Bureau shall submit quarterly invoices
requesting reimbursement for consultant services rendered
totaling $20, 800 . Invoices shall also include requests for
reimbursement of the actual costs of supplies and training
approved by the Community Drug Task Force Board up to a
total of $2 , 810, for a grand total of up to $23, 610 .
3 . The relationship of the Contractor to the City is that of
an independent contractor. As such, the Contractor shall
receive no fringe benefits from the City including but not
limited to medical insurance, retirement benefits, workers'
compensation, disability, unemployment insurance or any
other benefits or remuneration other than that set forth in
paragraph 2 hereinabove.
4 . The City may terminate this contract at any time without
cause, in which case the Contractor shall be paid pro rata
for the satisfactory work performed to date of termination.
5 . The Contractor shall defend, indemnify, and hold the City
harmless from any claims against the City arising from the
negligence of the Contractor.
6 . The Contractor will not discriminate against any employee,
applicant for employment, sub-contractor, supplier of
materials or services, or program participant because of
race, age, creed, color, sex, national origin, disability,
marital status or sexual preference.
7 . Workers' Compensation and Disability Coverage : A condition
for entry into this agreement is the presentation by the
Contractor to the City of Ithaca of either proof that the
Contractor provides the levels of workers' compensation and
disability coverage required by the State of New York or
that the Contractor is not required to provide such
coverage .
CITY OF ITHACA:
BY:
DATE:
CONTRACTOR:
BY:
DATE:
APPROVAL AS TO FORM:
DATE:
City Attorney
CITY CONTROLLER:
DATE:
City Controller
BUDGET AND ADMINISTRATION COMMITTEE
DATE:
Chairperson, B & A Committee
SCHEDULE A
The Tompkins County Youth Bureau, with offices at 320 W. State
Street, Ithaca, New York 14850 will perform the following
planning, administrative, and coordinating tasks in support of
the City of Ithaca' s federal Drug Free Communities Grant and the
Ithaca Community Drug Task Force :
1 . Convene, support, and record the planning and activities of
the Community Drug Task Force (CDTF) in its official oversight
role of the Drug Free Communities grant .
2 . Prepare and submit program reports as required by the
Department of Justice (DOJ) and its evaluators .
3 . Assist the City in fulfilling its plan of correction by
completing past reports and documenting other changes as
required by DOJ.
4 . In cooperation with the City Controller, prepare budget
updates for the CDTF Board, review and certify all grant-
related expenditures, and assure that City fiscal policies are
fulfilled related to grant expenditures .
5 . Monitor the direct service components of the grant operated by
the Ithaca Youth Bureau and GIAC and assure that records
required by the DOJ are maintained, gathered, and submitted
for inclusion in federally required reports .
6 . Advertise, screen, log, send bus passes to eligible students,
and evaluate usage per grant and CDTF Board guidelines .
7 . Assure that the Ithaca City School District conducts a social
norms survey, analyzes the results, and implements an
awareness campaign for Ithaca School District secondary
students .
8 . Assist the CDTF Board in planning and implementing a
scholarship program and public awareness activities consistent
with the approved grant .
9 . Assist the CDTF Board in applying for supplemental funding for
FFY 2003-2004 .
10 . Meet periodically with the Mayor and Controller to review
grant activities, finances, and status of compliance
efforts .
11 . Report periodically to Common Council on CDTF activities .
12 . Submit copies of all federally required and local activity
reports to the Mayor and Controller.
13 . Assist the City in preparing for any DOJ program audits
that may be scheduled.
1 � Chamberlain - Request for Waiver of Penalty on Taxes
"\ WHEREAS, the owner of 706 E. Seneca Street, Davide Sayada, has
requested a waiver of penalty on 2nd installment of 2002 City
taxes because he did not receive the tax bill; now, therefore,
be it
RESOLVED, That pursuant to the guidelines set forth by Common
Council on June 6, 2001, the request to waive penalty is denied.
WHEREAS, the owner of 205 Second Street, Brendon Smith, has
requested a waiver of penalty on delinquent 2nd installment 2001
City taxes because he did not receive the tax bill, and
WHEREAS, because an incorrect address on file at Tompkins County
Assessment was used for the mailings regarding the delinquency
caused the owner not to receive notices on the 2001 2nd
installment until December, 2002 , and
WHEREAS, the City was notified of a correct address that was
used for other, subsequent tax bills, and
WHEREAS, had the address filed with the City been used, as
opposed to the County' s, Mr. Smith would have received
notification of the delinquency before some portion of the
penalties due had accrued; now, therefore, be it
RESOLVED, That $ � `(p.� in penalty be waived.
iT CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
s
s
OFFICE OF THE CHAMBERLAIN
�PoRATEO Telephone: 607//274-6580 Fax: 607/272-7348
To: Budget and Administration Committee
From:Debra A. Parsons, City Chamberlain
Re: Requests for Waiver of Penalty on Taxes
Date: January 29, 2003
I have received two requests for waiver of penalty on taxes due in 2002. Under New
York State Real Property Tax Law, and Common Council's resolution dated June 2001, I
cannot waive the penalty. Both owners would like to appeal to Common Council.
Davide Sayada purchased 706 E. Seneca Street at the end of May 2002. The 2nd
installment tax bill and the pre-delinquency notice were sent to the previous owner,
because both were mailed before we were notified of the change in ownership. A notice
mailed in December about the delinquent taxes was sent to Mr. Sayada. I recommend
that the penalty of$274.85 on a base lien of$1,126.24 stand. We notified Mr. Sayada of
the delinquent taxes as soon we had his address.
Brendon Smith, with others who live in Massachusetts, purchased 205 Second Street
during the first half of 2001 from FNMA, prior to the issuance of the second installment
tax bill. Our records show that the 2nd installment City tax bill was mailed to FNMA.
City records were then changed to Mr. Smith's address here in Ithaca. County records
were, however, changed to an incorrect address for the Massachusetts owners. Interim
notice of the unpaid 2001 taxes was sent to the Massachusetts address, based on the
County records. Last year's taxes were sent to the local address based on a change we
received from the post office. The first notice Mr. Smith received of the delinquent taxes
was the foreclosure notice in December of 2002. Fees and penalties of$313.07 have
accrued on a base tax of$344.48. Because of the timing of the closing on Mr. Smith's
property, his attorney should have made it clear to him that an address change would
need to be done for the 2nd installment tax bill. We cannot expect to notify new property
owners of taxes due until we know the property has changed hands. However, much of
this penalty accrued after we were notified of Mr. Smith's address. The correct, City-
maintained address was overwritten with the incorrect "official" County-maintained
address. Under the circumstances, I would like to recommend that we waive half of the
$313.07, or$156.24, in fees and penalties that have accrued.
Mr. Smith's case highlights our need for parcel-based receivable collection software. If
we had been using a system that would process water bill and tax bill address changes
simultaneously, as well facilitate notification to the County of address changes, Mr.
Smith would have received his 2nd installment tax bill in June of 2001, and the County's
record would have been corrected shortly thereafter.
"An Equal Opportunity Employer with a commitment to workforce diversification." ���
City of Ithaca
Workers Comp overview
2003
Workers Compensation Insurance Overview:
Various plans
Previous Plan: Retrospective Rating Program
Determine an insured's premium at the expiration of the policy period
on actual losses during the policy period. Formula driven cost-plus
rating program.
Provider: Selective 3 year plan
2002 cost: $ 1,084,025 includes audit from previous year
2003 renewal cost: $ 1,090,000
Budget 2002: $ 588,845
Audit Required: Yes
LOC required for 2003: Yes
New Plan: Large Deductible Program
Viable risk alternative for insured. Attractive cash flow plan. Aggregate
stop loss feature.May be able to improve experience modifier. Increased
incentive for implementing loss control programs. One year plan.
2003 premium: $ 560,526 Cash outlay plus audit 2002
Projected payment: $ 1,110,525 at projected losses of$550,000
paid out over 10 years or less
could be higher or lower depending on losses
Maxium stop loss $ 1,200,000
Budget 2003: $ 838,378
Provider: Travelers
Audit Required: Yes
Loc required 2003: Yes $515,000 collateral
Loss Summary for City of Ithaca:
Year Losses Total in excess of$10.000
1996-1997 $ 487,700 7 $ 406,900
1997-1998 $ 305,000 4 $ 226,300
1998-1999 $ 210,400 6 $ 158,300
1999-2000 $ 95,700 2 $ 37,900
2000-2001 $ 218,300 4 $ 118,100
2001-2002 $ 1,192,900 9 $ 925,800
2002-2003 $ 521,000 11 $ 414,800
Total $ 3,031,000 $ 2,288,100
AVG $ 433,000 $ 326,871
Reserve: $ 100,000
City Controller - Approve 2002 Allocation from Health Insurance
Reserve
WHEREAS, the City' s overall health insurance costs have been
increasing at least 15 percent annually for the past four years,
and
WHEREAS, the City established a Health Insurance Reserve in 1989
to assist the City' s budget when health insurance costs exceeded
budget estimates, and
WHEREAS, the current balance in the City' s Health Insurance
Reserve is $1, 604 , 221, and
WHEREAS, the 2002 Health Insurance costs for all funds exceeded
the 2002 budget estimates for all funds by $382 , 419, and
WHEREAS, the City' s 2002 General Fund Budget does not have the
needed flexibility to cover all of the $319, 583 General Fund
portion of the Health Insurance budget overage; now, therefore,
be it
RESOLVED, That Common Council hereby authorizes the Controller' s
Office to amend the 2002 budget for the General Fund by an
amount not to exceed $175, 000, which will be allocated from the
Health Insurance Reserve established for said purpose, and be it
further
RESOLVED, That the Controller' s Office shall make all
appropriate accounting adjustments to reflect the Health
Insurance Reserve allocation as follows :
General Fund $175, 000
ORDINANCE 2003-
An Ordinance amending Article II, entitled "Telecommunications Ordinance" of Chapter
152 of the Code of the City of Ithaca,entitled "Communications Technology."
WHEREAS, at a regularly scheduled meeting held on November 6, 2002, Common
Council promulgated a Telecommunications Ordinance,and
WHEREAS, said Telecommunications Ordinance provides for the regulation of the
City's Rights-of-Way by, amongst other provisions, requiring a Telecommunications System
providing Long Distance Network Service and/or Private Service to pay an annual Linear Foot
Fee for use of the Public Right-of-Way, and
WHEREAS, said provision did not delineate between the installation of overhead cable
and the installation of underground conduit and/or cable,and
WHEREAS, it would be in the best interests of the City to make such a delineation,
NOW THEREFORE
BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca,
New York, as follows:
Section 1: Section 152-34.E(1)(b) of the Code of the city of Ithaca shall be amended as
follows:
E. FRANCHISE FEES AND IN-HIND COMPENSATION.
1. Franchise Fee and Linear Foot Fee.
(b) As compensation for the use of the Public Right-of-Way
for a Telecommunications System solely providing Long Distance Network Service
and/or Private Service, Franchisee shall pay to the City a Linear Foot Fee of one dollar
and fifty Bents ($1.50) $1.00 per linear foot of aerial cable installed in the of Public
Right-of-Way for the Aerial Facilities and shall pay to the City a Linear Foot Fee of four
dollars ($4.00) per linear foot of underground (standard 4 inch) conduit or cable installed
in the Public Ri t-of-Way for the Facilities annually during the period of its operation
under the Franchise for the first three (3) years of the Franchise. Thereafter, the
Franchisee shall pay the fee of S445-0 $1.00 per linear foot of aerial installation or $4.00
dollars per linear foot of underground installation, plus an annual increase for inflation.
C:\TEMP\TelecomOrdLinearFootAmend2003.doc
Such inflation increase shall be based upon the regional Consumer Price Index (CPI)
published by the U.S. Department of Commerce for those years.
Section 2. Severability.
Severability is intended throughout and within the provisions of this ordinance. If any
section, subsection, sentence, clause, phrase or portion of this ordinance is held to be
invalid or unconstitutional by a court of competent jurisdiction, then that decision shall
not affect the validity of the remaining portions of this ordinance.
Section 3. Effective Date.
This Ordinance shall take effect immediately in accordance with law upon publication of a notice
as provided in the Ithaca City Charter.
C:\TEMP\TelecomOrdLinearFootAmend2003.doc
City of Ithaca
2003 Budget Impacts
2/26/2003
August Actual Current Estimated Estimated
Retirement: Projected Used Budget New Projection New Cost Added Cost
Regular Retirement 4.1% 7.1% $ 775,683 11% $ 1,201,762 $ 426,079
Police and Fire 4.7% 8.6% $ 602,857 15% $ 1,051,495 $ 448,638
Reserves available $ 245,000 $ - $(245,000)
$ 1,623,540 $ 2,253,257 $ 629,717
Key Dow Number 8053 Set at 11%and 15%
Regular Retirement 237 for every 237 point change from 8053 rates will change 1%
Police and Fire Ret 141 for every 141 point change from 8053 rates will change I%
Current Dow 7807
Difference from 8053 246
current additional% 1.04% Regular ret 12.04% $ 1,315,162
current additional% 1.74% Police and Fire 16.74% $ 1,173,796
Totals $ 1,623,540 $ 2,488,959 $ 865,419
Other Items:
State Aid
Left as is in current Governor's Budget unless changes are made
Fuel Prices
Continue to increase will have negative impact on our Budget for 2003
Snow Removal
Current cold and snowy winter will have negative impact on our budget
Total 2003 Budget $ 257,843
Expended $ 118,021
Available $ 139,822
%expended 46%
Salt Budget $ 65,000
Expended $ 48,231
Available $ 16,769
%expended 74%
OT Budget $ 22,000
Expended $ 15,633
Available $ 6,367
%expended 71%
Interest Rates
Short term seem to be staying low,but if start to increase will impact us
NYCOM
City Budget Survey
2003
NYCOM's City Budget Survey was sent to the sixty-one cities outside of New York City
in January 2003 and asked a series of questions about their fiscal condition, including trends in a
variety of major revenue and expenditure categories. The key findings from the forty-four
respondents include:
• 59%of cities reported that their financial condition had worsened or significantly
deteriorated over the past year.
• 86%of cities increased property tax rates in 2003, compared to 72% in 2002 and 54%
in 2001.
• The average property tax rate increase in 2003 was 7.4%,up from 5..6%in 2002 and
5.5%in 2001.
• Even though cities have been able to consistently limit spending growth to the rate of
inflation or less over the past decade,cities have experienced significant average
increases in 2002 and 2003 in virtually all major spending categories over which cities
have little control, including:
-Health Insurance up 14% in 2003 (on top of a 14%increase in 2002);
- Liability Insurance up 33%in 2003 (on top of a 15%increase in 2002);
-Workers' Compensation up 19%(on top of an 18%increase in 2002);
- Public Safety up 5%(on top of a 6% increase in 2002).
• When asked to list state actions that would be most beneficial to their city's economic
and financial condition, the results were:
#1: maintain state aid at current levels, and increase such aid once the state's
finances improve(with an overwhelming 37 cities ranking this their highest
priority);
#2: prohibit binding arbitration awards that force property tax increases; and
#3: increase the maximum local sales tax rate for cities/counties.
• The 2003 survey asked the cities to describe any reductions in employment or services
that provided budgetary savings. There was an overall savings of more than$16.5
million. These savings were achieved through layoffs, attrition, cuts in programs and
services,project and equipment purchase delays, and increased health care co-payments.
02/25/03 TUE 16:24 [TX/RX NO 52141 17j002
City of Ithaca
Summary of 2002 Financial Data
As of 2/26/2003
2002 Financial Key Elements General Fund:
2002 2002 2002 2002 2001
Budget Actual Encumbrances Over budget(under Budget) Actual
Total Revenues: $31,574,803 $31,765,356 $ - $ 190,553 $ 30,718,127
Percentage above prior actual 3.4%
Revenue items of note:
Sales Tax $ 7,668,570 $ 8,028,569 $ - $ 359,999 $ 7,534,537
Parking Ramps/Garages $ 779,800 $ 794,198 $ - $ 14,398 $ 760,005
Parking Meters $ 430,000 $ 508,614 $ - $ 78,614 $ 466,038
Site Dev. Fees $ 216,000 $ 258,652 $ - $ 42,652 $ 27,410
Building Permits $ 315,000 $ 271,857 $ - $ (43,143) $ 308,898
Fines $ 800,000 $ 734,314 $ - $ (65,686) $ 701,402
State Aid revenue sharing $ 1,589,681 $ 1,589,681 $ - $ - $ 1,677,182
Mortgage Tax $ 250,000 $ 426,436 $ - $ 176,436 $ 349,296
Property Tax $ 8,649,646 $ 8,862,554 $ - $ 212,908 $ 8,418,881
Utility Receipts Tax $ 350,000 $ 267,100 $ - $ (82,900) $ 309,271
Transit Program Reimb. $ 986,514 $ 764,402 $ - $ (222,112) $ 1,004,308
Town Fire Contract $ 1,893,402 $ 1,866,147 $ - $ (27,255) $ 1,805,679
Transfer from Capital $ 1,931,908 $ 1,873,295 $ - $ (58,613) $ 1,838,050
Total Expenditures: $32,250,294 $32,279,581 $ 115,038 $ (144,325) $ 31,530,506
Percentage above prior actual 2.4%
Expenditure items of note:
Overtime $ 489,233 $ 862,042 $ (372,809) $ 802,966
Police $ 189,381 $ 277,464 $ (88,083) $ 321,669
Fire $ 151,995 $ 261,588 $ (109,593) $ 228,987
Transit $ 39,463 $ 110,947 $ (71,484) $ 119,705
Snow Removal $ 22,000 $ 19,408 $ 2,592 $ 13,694
Debt $ -
Principal $ 3,028,398 $ 3,028,398 $ - $ 2,851,095
Interest $ 1,555,166 $ 1,553,988 $ 1,178 $ 1,495,030
Health Insurance $ 3,352,012 $ 3,671,595 $ (319,583) $ 3,058,625
State Retirement $ 191,984 $ 164,148 $ 27,836 $ 122,191
Social Security $ 1,302,907 $ 1,313,697 $ (10,790) $ 1,316,047
Workers Comp $ 430,181 $ 819,807 $ (389,626) $ 455,179
Fund Balance Total
12/31/2001 $ 3,475,268
Revenues $31,765,356 $ 30,718,127
Expenditures $32,279,581 $ 31,530,506
Results from operations $ (514,225) $ (812,379)
12/31/2002 $ 2,961,043
�goTOy CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
DEPARTMENT OF PUBLIC WORKS
0* o° William J. Gray, PE., Superintendent/City Engineer
Telephone: 607/274-6527 Fax: 607/274-6587
MEMORANDUM
TO: Board of Public Works
FROM: William J. Gray, P.E., Superintendent of Public Work
RE: Snow Removal Budget
DATE: February 26, 2003
Attached is a memo I asked Rick Ferrel to prepare for use in informing Common
Council, through them B&A Committee, that they need to amend the 2003 budget. I
would like your review and comments.
As you know, our winters cover two budget years, which can be good or bad.
This year it has just been bad. We ran over last years budget; got a new budget and we
are at it again. The 2003 Snow Removal budget (A5142) is $258,000, of which $201,000
is the operating portion. Three lines (Hourly labor, $99,000; overtime, $22,000; salt and
abrasives, $65,000) make up $186,000 of that. Salt and abrasives is where we will go
most astray. The winter problems have been wide spread causing everyone's use of salt
to skyrocket and we expect to be on the open market buying salt for the remainder of the
02-03 winter.
While we can only guess how the rest of the win and then the start of 03-
04 will go, we recommend that an operating reserve $50,000 e set up for budget year
2003. This is based on the following estimates:
"An Equal Opportunity Employer with a commitment to workforce diversification." ��!
Page 2
Re: Snow Removal Budget
Date: February 26, 2003
Allow for Added Overtime
March, April,Nov., Dec. 50% 15,600
Jan., Feb. (already used) 50% 15,600
31,200
less budget 22,000
$9,200 $9,200
Allow for Added Salt
Current Expense Jan., Feb. 60%
Salt, 1460 tons 35,000
Salt, treated 890 tons 25,600
$61,100 $61,100
Open Market March, April 15%
Salt 365 tons 17,500
Salt, treated 220 tons 12,800
$30,300 $30,300
State Contract Nov., Dec. 25%
Salt 730 tons 17,700
Salt, treated 445 tons 12,800
$30,500 $30,500
121,900
Less budget 65,000
$56,900 $56,900
$66,100
Use reserve of: $50,000
CITY OF ITHACA
V~ ° � DEPARTMENT OF PUBLIC WORKS - STREETS & FACILITIES DIVISION
? 245 Pier Road, Ithaca, New York 14850-3246
t
RICHARD FERREL, ASST. SUPERINTENDENT OF PUBLIC WORKS rickf @ci.ithaca.nyus
�Po� O Telephone: 607/272-1718 Fax: 607/272-4374
To: Common Council
From: Richard Ferrel - Asst. Supt. of Public Works
Date: February 25, 2003
Re: Year to Date Snow Removal Costs
Due to this winter having an early start and continuing with many snowfall
events, along with colder than normal temperatures, snow removal expenses
may soon exceed the amount budgeted for all of 2003. The following are
the year to date expenditures for snow removal overtime labor charges and
the de-icing materials.
DE-ICING MATERIALS:
Straight Salt - 1,463.45 tons @ $3 !508.16
Treated Salt - 888.00 tons @ $28,588.43
- TOTAL $63,096.59
2003 BUDGETED MATERIALS - $6511000
OVERTIME LABOR: Includes Highway, Garage and Water& Sewer
personnel working on street snow removal activities.
704.6 hours - $15,633.34
2003 OVERTIME BUDGET - $229000
With more than one month of winter weather remaining before spring
arrives, the materials budget will be exceeded very soon. We also need
material available for use during the months of November and December.
While the overtime account is $6,400 under the budget authorization at this
time, the remaining amount will not be sufficient for the remainder of the
"An Equal Opportunity Employer with a commitment to workforce diversification." Z�
Snow Removal Costs (page 2)
year. The 2003 budget will need amending to cover the increased costs of
this snow removal season.
2002 Snow Removal Costs:
January through March of 2002 was very mild and the Highway Crew was
performing several construction activities rather than the usual snow
removal work. Through the month of November, the department spent
$52,145.02 on de-icing materials and had the salt bays filled to near
capacity. With winter starting in mid November and continuing with two
major storms through December, the 2002 materials budget was exceeded.
Purchases in December totaled 1,261.34 tons @ $32,574.28 for a year end
total of$84,719.30. The materials budget for 2002 was also $65,000. 2002
purchases exceeded the budgeted amount by $19,719.30. 2002 overtime
labor costs were under budget at $19,407.67 of the $22,000 authorized. Of
the $19,407.67 expended in 2002, $9,876.88 was used in December.
Related Issues:
Salt availability - The NY State contract period for salt is the State Fiscal
Year rather than the City's budget/calendar year. Municipalities that wish to
be included in the State Contract for salt must submit a requirement letter
stating the amount that will be purchased during the contract period. The
City of Ithaca has been included in the state salt bid for many years. Based
on the quantity stated in the requirement letter, we are required to purchase
80% of the amount. Also based on the requirement letter's stated quantity,
we are unable to purchase more than 120% of the amount at the state bid
price. Currently, we have purchased the 120% limit of straight salt and, if
more is required before spring, the cost per ton will exceed double the State
Contract price. We are still able to purchase treated salt but only have 300
tons remaining on our authorization.
Potholes - To date this budget year, we have purchased 40 tons of patch
material to fill potholes in street pavement. During most years, about 20
tons of material is used for the whole year. Pothole problems can be weather
related but are also an indicator of overall pavement conditions.
Unfortunately, we have deferred maintenance on many streets as a result of
a
R
Snow Removal Costs (page 3)
long term budget problems and the associated personnel reductions. Our
deferred street maintenance is becoming visible in the form of the number
and severity of this year's potholes. Deferring street maintenance results in
more work hours being spent on pothole filling in the winter months, more
permanent street patching in warm weather and eventual higher costs for
street reconstruction projects as a result of pavement life cycles being
reduced. We can only hope that the City's economic picture improves and
the Department of Public Works becomes funded at a level to perform the
necessary pavement maintenance activities.
Cc: Alan Cohen - Mayor
Bill Gray - Supt. of Public Works
Steve Thayer- City Controller
• CITY OF ITHACA--UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT SUMMARY 2003
A1990
_UNRESTRICTED
CONTINGENCY
BALANCE UNRESTRICTED CONTINGENCY 2/26/03 $90.000.00
_ RESTRICTED
CONTINGENCY
Salary Increase for Management near retirement _Council $5,000.00
Funds for Clerks Office Stipends for new records positions Council $1,375.00
Funds for layoffs related to 2003 Budget to 2/1/03 Council $34,569.00
Council $0.00
Council $0.00
Council $0.00
Council $0.00
Work Environment Task Force Po100900 A1430-5700 Council $22,400.00
BALANCE RESTRICTED CONTINGENCY 2/26/03 4.00
BALANCE UNRESTRICTED/RESTRICTED CONTINGENCY 2/26/03 $153.344.00
March COUNCIL PROPOSED RESOLUTIONS:
$0.00
$0.00
$0.00
$0.00
$0.00
_ $0.00
$0.00
0.00
Balance Unrestricted Contingency after March Proposed Resolutions sgQ.OQQ.00
CITY OF ITHACA-UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT ACTIVITY 2003 2/26/2003
COUNCIL i TYPE OF CONTINGENCY ACCOUNT
MONTH I AMOUNT CONTINGENCY TITLE DESCRIPTION TRANSFERRED TO
Jan-03 No Activity
Feb-03 No Activity RESTRICTED Council
Mar-03 $0.00 UNRESTRICTED _
$0.00 RESTRICTED
Apr-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
M_a -03 $0.00 UNRESTRICTED
$0.00
$0.00
Jun-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
Jul-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 RESTRICTED
$0.00
$0.00 I
Aug- 3 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00
$0.00 _
$0.00
Sep-03 $0.00
I -
Oct-03 $0.00
Nov-03 $0.00 UNRESTRICTED I _
$0.00 RESTRICTED Council
T
$0.00 RESTR TED
$0.00 RESTRICTED Council
$0.00 I
$0.00
Dec-03 $0.00 RESTRICTED Council i
_ $0.00 RESTRICTED Council
$0.00
SUMMARY AMOUNT
_ UNRESTRICTED CONTINGENCY $0.00
_ RESTRICTED CONTINGENCY 0.00
- 1 -- TOTAL
I I