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HomeMy WebLinkAboutMN-B&A-1995-02-15 '44 t 1 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. 1 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 2 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. 3 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 . 4 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 . 5 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 6 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. 7 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 . 8 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. 9 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: 10 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 . 11 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: 12 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 13 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. 14