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BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7 :30 P.M. FEBRUARY 15, 1995
MINUTES
Present:
Committee Members : Booth, Shenk, Thorpe
Committee Member Excused: Johnson
Others Present:
Mayor Nichols
Deputy Controller Thayer
Deputy Clerk Holcomb
Supt. of Public Works Gray
Asst. Coordinator of GIAC Thomas
Asst. Supt. of Public Works Ferrel
Police Chief McEwen
Building Commissioner Eckstrom
City Attorney Guttman
Members of the media
1 . Opening Comments:
Chairperson Booth stated that the following changes were made
to the agenda:
A. An additional Police Department item related to a
personnel upgrade.
B. An additional executive session item dealing with
the Deputy Clerk.
C. Deletion of the Housing Inspection fees item in the
Building Department.
Members of the public were asked to speak; no members spoke.
2 . Youth Bureau/GIAC
A. Request to Amend 1995 Budget
Assistant Coordinator of GIAC Thomas presented a request
to amend the 1995 Budget by $7 , 316 reflecting receipt of
funds from the Sciencenter. Thomas explained that the
City has received $7 , 316 from the Sciencenter to expand
the Youth Alive program, which develops the interests of
12 year olds in the area of science and allows them to
become assistants at the Sciencenter.
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
Thomas stated that the GIAC staff has decided to assign
Randall Turner to continue his work with the Youth Alive
program and reassign GIAC staff to the Outreach program
to ensure that the program is operating a full capacity.
Thomas explained that only $1, 700 of the $7,316 grant
will be needed for program supplies; the balance of the
grant will be used to offset existing GIAC program
salaries. The following motion was made:
WHEREAS, GIAC has received a $7, 316 payment from the
Sciencenter to expand the Youth Alive Program, and
WHEREAS, the Youth Alive Program allows middle school youth to
develop their interests in the sciences, to become mentors,
and to assist other students at the Sciencenter, and
WHEREAS, the 1995 GIAC budget includes GIAC staff expenses
necessary to provide the Youth Alive Program service, and
WHEREAS, GIAC will reassign staff within GIAC to assure that
other programs will operate at full capacity; now, therefore,
be it
RESOLVED, That the 1995 City of Ithaca Budget be amended as
follows to fund the GIAC Youth Alive Program:
Increase Revenue Account:
A 2070 Contribution for Youth $7, 316
Increase Appropriations Account:
A 7311-460 Program Supplies $1, 700
The motion passed 3-0 .
B. GIAC Gym Ventilation System Design
Assistant Coordinator of GIAC Thomas presented a request
to establish a capital project for the GIAC gym
ventilation system. Thomas explained that Gent
Engineering toured the building and proposed a $51, 200
HVAC system improvement to the entire GIAC building. It
was noted that the proposal was not complete. A
discussion regarding this project followed.
The Committee felt that a serious look at the HVAC system
needs to be done, and solid numbers should be established
and brought back to the B & A Committee. The Committee
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
decided that a $2, 000 feasibility design study could be
done to produce solid HVAC project numbers. It was
recommended that the funds be derived from Capital
Reserve #25 . After a brief discussion, the following
motion was made:
WHEREAS, a preliminary examination of the GIAC building' s
ventilation system has resulted in a proposal to improve that
system and add air conditioning at GIAC, and
WHEREAS, it was determined that a detailed feasibility design
study should be performed to establish cost estimates and
various HVAC improvement alternatives for the GIAC building;
now, therefore, be it
RESOLVED, That Capital Project #309 GIAC HVAC Improvements be
established for an amount not to exceed $2,000 for the
purposes of funding a feasibility study for said project, and
be it further
RESOLVED, That an amount not to exceed $2, 000 be transferred
from Capital Reserve #25 Capital Improvements to fund said
study.
The motion passed 3-0
Coordinator Thomas reported that Sam Cohen could not be here
at the meeting, but stated Sam' s support for the
reconstruction of the tennis courts at Stewart Park. It was
the Youth Bureau' s point of view that the tennis courts at
Stewart Park were a good family recreation use, and would free
up time at the Cass Park tennis courts . The tennis courts
could also be used for GIAC programs.
3. Department of Public Works
A. Parking Meters on Oak Avenue - Report
Chief McEwen reported that the new meters are in and are
working well, except for some minor software problems .
He stated that he is very happy with the company and
their response to problems .
McEwen stated that because the meters were just put into
service, figures regarding their level of use were not
available. Superintendent Gray stated that the public is
presently avoiding meters, but that should change soon.
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
The Committee suggested that when usage numbers are
available, they should be brought to B & A for
discussion. No action was taken.
B. Request to Establish Capital Project for Stewart Park
Tennis Courts
Superintendent of Public Works Gray and Asst. Supt. of
Public Works Ferrel presented a request to reconstruct
the Stewart Park tennis courts for a cost of $70,000 .
They explained that the project would replace the
existing tennis courts and move them approximately ten
feet. A discussion regarding the project followed.
Gray explained that the DPW is replacing some structures
at Stewart Park, but for the most part, routine
maintenance is being performed. He explained to the
Committee that the Parks Commission and the Youth Bureau
are in support of the tennis court project. Gray stated
that a detailed budget for the project is being developed
and will be presented at the COW meeting. After further
discussion regarding this project, the following motion
was made:
WHEREAS, the tennis courts at Stewart Park have been in
disrepair and unusable for several years, and
WHEREAS, in 1993, the Board of Public Works asked the Parks
Commission to investigate the situation and come back to the
Board with a recommendation, and
WHEREAS, the Parks Commission passed a resolution dated
December 13, 1994, recommending that the tennis courts be
rebuilt in their present location, and
WHEREAS, preliminary estimates which were obtained by the
Parks Commission indicate the costs for replacement to e
$69,700 (for demolition and build on same site, including
paving, color coat and fence) ; now, therefore, be it
RESOLVED, That Capital Project #310 Tennis Court
Reconstruction be established in an amount not to exceed
$70, 000 to fund said project, contingent on a detailed budget
by the DPW being provided to the Council at the COW meeting,
and be it further
RESOLVED, That said funds will be derived from the issuance of
Serial Bonds .
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
The motion passed 3-0 .
4 . Finance/Clerk - Request Funds for Land Use Pamphlet Purchase
Deputy Clerk Holcomb presented a request to purchase 40 more
City of Ithaca Land Use pamphlets at a cost of $1,365 .
Holcomb explained to the Committee that the Clerk' s office had
exhausted their supply of land use pamphlets and needed to
have more copies printed. She stated that the City charges
$40 per copy for the pamphlets and sells them to the public,
if requested.
After a brief discussion regarding the pamphlets, the
following motion was made:
WHEREAS, the Clerk' s Office has run out of City of Ithaca Land
Use Pamphlets, and
WHEREAS, the Clerk' s Office would like to print 40 additional
pamphlets at a cost of $1, 365; now, therefore, be it
RESOLVED, That an amount not to exceed $1, 365 be transferred
from the Unrestricted Contingency Account to Account A 1010-
425 Office supplies to purchase said pamphlets .
The motion passed 3-0 .
5 . Police Department
A. Authorize Mayor to Sign Route 96 Dedicated Police
Services Agreement
Chief McEwen presented a request to authorize the Mayor
to sign a NYS Department of Transportation police service
agreement for services related to the Route 96
construction project. McEwen and City Attorney Guttman
explained to the Committee how the agreement would
operate. McEwen explained that the State would reimburse
the City for up to $200, 000 in police services related to
the Route 96 construction project. He stated that these
police services are in addition to the City' s normal
traffic control services at the Octopus .
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
Chief McEwen stated that the agreement will be in place
for a period of three years, and if the services exceed
the $200, 000 figure, the City will renegotiate the
contract. After discussion on the contract, the
following motion was made:
WHEREAS, the City has been negotiating with the NYS Department
of Transportation to provide dedicated police service for the
Route 96 project, and
WHEREAS, the New York State DoT has agreed to a $200,000
contract payment from New York State to the City of Ithaca in
order to reimburse the City for police services related to
traffic control during construction necessitated by the Route
96 project; now, therefore, be it
RESOLVED, That the Mayor be authorized to enter into an
agreement with the NYS Department of Transportation to provide
funds to the City for dedicated police service related to the
Route 96 construction project, and be it further
RESOLVED, That the contract shall be subject to the review and
approval of the Police Chief and City Attorney.
The motion passed 3-0 .
B. Request to Amend Authorized Personnel Roster
Police Chief McEwen presented a request to amend the 1995
Police Department authorized Personnel Roster by adding
a sergeant position and deleting a police officer
position. McEwen explained to the Committee that the
Police Department' traffic unit has become larger and
more complex because of increasing duties, personnel, and
responsibilities . He stated that his goal is to increase
traffic enforcement in the city, but at the same time the
department still needs supervisory authority to actually
plan and target traffic enforcement.
McEwen discussed with the Committee the current traffic
unit personnel increase due to transfer of the parking
meter division to the Police Department. He stated that
increased supervisory positions are needed to be sure all
the department' s goals relating to traffic are met.
McEwen stated that he is recommending that one of the two
police officer positions in the traffic unit be upgraded
to sergeant, and that the person appointed will serve
both in a supervisory and working traffic officer
capacity. He explained that he can accomplish this
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
upgrade within his 1995 budget appropriations . After a
discussion regarding the upgrade, the following motion
was made:
WHEREAS, the Police Department' s traffic unit has become
larger and more complex as a result of increasing
responsibilities, and
WHEREAS, the Police Chief is recommending that a Sergeant
position be created to increase supervisory authority in the
traffic unit in order to allow for continual planning of
traffic enforcement; now, therefore, be it
RESOLVED, That the 1995 Police Department Personnel Roster be
amended as follows:
Add: One ( 1) Step 1 Sergeant
Delete: One ( 1) Step 4 Police Officer
The motion passed 3-0.
6 . Committee to Proceed into Executive Session
The Committee voted, 3-0, to move into executive session to
discuss various personnel items.
7 . Report from Executive Session
A. Finance/Clerk - Personnel Item
Chairperson Booth stated that the Committee discussed the
Deputy City Clerk position and duties, but took no
action.
B. Building Department - Salary Review
Chairperson Booth stated that the Committee discussed a
salary review issue with the Building Commissioner and
gave him direction on the matter, but no action was
taken.
C. Police Department - Personnel Item
Chairperson Booth stated that the Committee discussed a
personnel item in the Police Department, but took no
action.
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
D. Police Department - Request to Transfer
Custodial/Maintainer Position
Chairperson Booth stated that the Committee discussed
possible transfers of custodial/maintainer positions in
the Police Department. The Committee needed further
information, but set the request forward to the COW
meeting for discussion and a possible resolution.
E. DPW - Request to Hire City Forester
Chairperson Booth reported that the following action had
taken place in executive session:
RESOLVED, That Andrew Hillman be appointed to the position of
City Forester at a 1995 annual salary of $42,000, that being
Grade 3 of the City Executive Association, effective March 6,
1995 .
The motion passed 3-0 . Alderperson Shenk was excused for the
remainder of the meeting.
F. Chairperson Booth reported that the following action had
taken place in executive session:
RESOLVED, That Julie Conley Holcomb is hereby appointed to the
position of City Clerk at a 1995 Management Compensation Plan
annual salary of $40, 000, effective March 1, 1995 .
The motion passed 2-0 and was forwarded to the COW meeting.
8 . Attorney
A. Request to Release Funds for Theaters
Richard Driscoll of the Community Arts Partnership
presented a request to release $20, 000 in contingency
funds for various downtown theaters . Driscoll stated
that Council placed $20,000 in the restricted contingency
account in 1995 for the use by: the Ithaca Performing
Arts Center ( IPAC) ( $12,000) ; the Kitchen Theater
($4,000) ; and the Firehouse Theater ($4, 000) . He
explained that a panel was established to review and
recommend funding for the three theaters noted above. He
explained that the review of the theaters was in the
areas of: Governance, Staffing/Administration and
Management Practices, Programming and Financial
Management Practices .
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
Driscoll stated that the panel ' s recommendations for
funding were as follows:
1 . IPAC - Immediately release $8,000 in funds; and
upon receipt of an interim report addressing the
panel' s concerns, the remaining $4,000 should be
released.
2 . Kitchen Theater - Immediately release $4,000 in
funds.
3 . Firehouse Theater - Immediately release $4, 000 in
funds.
A discussion regarding the panel ' s recommendations
followed.
Mayor Nichols and Alderpersons Thorpe and Mackesey
supported the panel' s funding recommendations. Mayor
Nichols stated that all of these organizations are
operating on the edge financially and it would be a
hardship to them if Council did not release these funds,
which have been placed in the 1995 Budget for such
purpose.
Chairperson Booth did not support the funding
recommendation for IPAC and voiced his concerns as
follows:
1 . Poor management of facility.
2 . Decision making.
3. Fiscal management of funds .
4 . Poor reputation of IPAC.
Booth felt that the panel ' s report did not bring out the
above concerns, and that the report made all three
agencies appear to be properly managed, when, in fact,
IPAC has some real problems . Booth stated that he would
support funding for the Kitchen and Firehouse Theaters,
but not IPAC. A discussion regarding IPAC followed.
Driscoll stated that the panel did see the concerns
raised by Booth and attempted to show those in the
panel' s report.
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
It was the Committee' s recommendation to move the funding
request for the Kitchen Theater and Firehouse Theater
forward for discussion at the COW meeting. There was not
a recommendation on the IPAC request. No vote was taken.
B. Request Extension for Tax Sale Redemption
City Attorney Guttman presented a request to extend a
property redemption at 602 West Seneca Street to May 21,
1995. Guttman stated that in September, 1994, Council
approved an extension of property redemption for this
property through March, 1995. Guttman stated that a
judgement of foreclosure delay is not allowing the
property to be redeemed at this time, but it is believed
that the judgement will be received within the next two
months .
Deputy Controller Thayer stated that the taxes, when
paid, will include all penalties and interest.
Chairperson Booth supported the additional extension, but
Alderperson Thorpe did not. However, Alderperson Thorpe
did agree to send it forward to the COW meeting.
C. Request to Amend Section 157-6 Bicycles and Other Wheeled
Vehicles on The Commons
City Attorney Guttman presented a request to amend the
City of Ithaca Municipal Code, Section 157-6 Bicycles on
The Commons. Guttman stated that the proposed amendment
includes wording changes. Richard Ruswick, a member of
the City' s Bicycle Advisory Council, stated that the
amendment includes four changes as follows:
1 . Clarify that standing or riding bicycle is
prohibited on The Commons .
2 . Clarify that walking a bike on The Commons is not
prohibited.
3 . Clarify that a bike cannot be left unattended on
The Commons unless in an appropriate bike rack.
4 . Clarify when a bike may be impounded by the Police
and the applicable fines involved.
Mr. Ruswick stated that the Police Chief and the Commons
Advisory Council were in support of these changes to the
ordinance. After a brief discussion, the following
motion was made:
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
An ordinance amending Chapter 157 entitled " Commons" of the
City of Ithaca Municipal Code
Be it ordained and enacted by the Common Council of the City
of Ithaca, New York as follows:
Section 1. That Section 6 entitled "Bicycles and Other
Wheeled Devices" of Chapter 157 entitled "Commons" is amended
to read as follows :
Section 157-6 . Bicycles and Other Wheeled Devices
A. Riding of bicycles, roller skates, skateboards, and
similar wheeled devises is prohibited on the Primary Commons.
Standing or sitting astride a bicycle with one leg on either
side of the bicycle is also prohibited. [Bicycles and similar
wheeled devices shall not be left unattended except in
designated racks. ] Wheelchairs, baby carriages, and similar
devices intended for the convenience and comfort of
handicapped persons or infants are permitted on the Primary
Commons . Nothing herein shall prohibit a pedestrian from
walking a bicycle on the Primary Commons or having a bicycle
in the pedestrian' s possession while on the Primary Commons.
B. No person shall park any bicycle against windows or trees
or on the main traveled portion of the sidewalk, or in any of
the flowerbeds, nor in such manner as to constitute a hazard
to pedestrians, traffic, or property.
C. Bicycles may be impounded for the following reasons :
( 1) there is reasonable cause to believe the bicycle
has been stolen;
(2) there is reasonable cause to believe the bicycle
has been used in the commission of a crime;
( 3) the bicycle has been parked in violation of
subsection B above, and the owner or person
authorized to possess the bicycle has refused to
remove it or has not been identified after a
reasonable inquiry; or
(4) the bicycle has been abandoned. Before a bicycle
may be considered abandoned, it must remain unmoved
for at least twenty-four hours after a notice has
been affixed to the bicycle warning that it maybe
impounded unless moved within twenty-four hours .
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
D. A violation of this section shall be a civil violation
punishable by a fine of not more than $50 .
Section 2. This Ordinance shall take effect
immediately in accordance with law upon publication of a
notice as provided in the Ithaca City Charter.
The ordinance passed 2-0 and will be forwarded to the COW
meeting.
9 . Finance/Controller
A. Bond Resolution for Youth Bureau Acoustic/HVAC Project
Deputy Controller Thayer stated that a Bond Resolution
will be handed out at the Council meeting for the Youth
Bureau Acoustic/HVAC Project financing. No vote was
taken. The request was sent to the COW meeting.
B. Request to Amend Fire Department Vehicle Acquisition
Deputy Controller Thayer presented a request to amend
Capital Project #268 Fire Vehicle Acquisition by $1, 629
to fund the increased costs for the purchase of new fire
vehicles . Thayer explained that Council approved two
capital projects for fire vehicle replacements as
follows:
#268 $ 25,000 From Capital Reserve Funds
#301 75, 000 From Issuance of Bonds
$100, 000
The projects were established to purchase three small
utility vehicles for the Fire Department.
Thayer explained that the bids for the vehicles came in
at $26, 629 each, for a total cost of $79, 887 for three
vehicles . He explained that one of the fire vehicles
will be purchased from Capital Project #268 and two will
be purchased from Capital Project #301 .
Thayer stated that Capital Project #268 needs an increase
of $1, 629 to allow the purchase of one utility vehicle at
$26, 629 . He stated that the additional funds in Capital
Project #301 that will not be needed to purchase the two
other fire utility vehicles have to be used to pay down
on the existing outstanding debt. After a brief
discussion, the following motion was made:
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
WHEREAS, Capital Project #268 Fire Vehicle Acquisition was
established in the amount of $25,000 for one fire utility
vehicle purchase, and
WHEREAS, the bid for this fire utility vehicle came in at
$26, 629; now, therefore, be it
RESOLVED, That Capital Project #268 Fire Vehicle Acquisition
be amended by an amount not to exceed $1, 629 for a total
project authorization of $26, 629, and be it further
RESOLVED, That said capital project amendment funds shall be
derived from Capital Reserve #15 Fire Vehicle Acquisition.
The motion passed 2-0 and will be forwarded to the COW
meeting.
C. Appointment of City Clerk as Records Management Officer
Deputy City Controller Thayer presented a resolution to
appoint Julie Holcomb as the City' s Records Management
Officer effective March 1, 1995. Thayer stated that New
York State requires the City to appoint such an officer.
After a discussion regarding the records program, the
following motion was made:
RESOLVED, That Julie Conley Holcomb be appointed as the City
of Ithaca' s Records Management Officer, effective March 1,
1995 .
The motion passed 2-0 and will be forwarded to the COW
meeting.
10 . Committee to Proceed into Executive Session
The Committee voted, 2-0, to move into executive session
to discuss a request to hire legal counsel.
11 . Report from Executive Session
After the Committee voted, 2-0, to move back into regular
session, Chairperson Booth reported that the following
action took place during executive session:
A. Request Funds for Legal Counsel
RESOLVED, That an amount not to exceed $10,000 be transferred
from Account A1990 Unrestricted Contingency to Account A1420-
435 City Attorney Contracts for the purposes of providing
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 15, 1995
legal services to the City Attorney' s Office and Planning
Board respecting Wal Mart' s application for site plan
approval, and that the City Attorney shall oversee and manage
the use of these funds, and that the Planning Board and City
Attorney will jointly decide on the utilization of this
attorney.
The motion passed 2-0 and will be forwarded to the COW
meeting.
The meeting adjourned at 11 :40 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.
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