HomeMy WebLinkAboutMN-B&A-1995-03-15 4 ()- --QL(2- 415--eleiriWbg
BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7 :30 P.M. MARCH 15, 1995
MINUTES
Present:
Committee Members : Booth, Thorpe, Johnson
Committee Member Excused: Shenk
Others Present:
Mayor Nichols
City Controller Cafferillo
Deputy Controller Thayer
Supt. of Public Works Gray
Asst. Supt. of Water & Sewer Fabbroni
City Clerk Holcomb
Personnel Administrator Saul
Building Commissioner Eckstrom
Planning Director VanCort
Special Asst. to the Youth Bureau Director Green
Members of the media
1 . Opening Comments:
Chairperson Booth stated that there were no additions or
deletions to the agenda.
Members of the Public were asked to speak; no members spoke.
2 . Department of Public Works - Request to Establish IAWWTP
Capital Project
Asst. Superintendent of Water and Sewer Fabbroni
presented a request to establish a capital project for
the Ithaca Area Wastewater Treatment Plant ( IAWWTP) to
increase treatment capacity of the plant. Fabbroni
stated that the Special Joint Sewer Committee (SJS) has
approved and recommended that a capital project in the
amount of $48, 800 be established to support an
engineering contract to design the upgrade of the plant' s
capacity from 10 MGD to 13 MGD. A discussion regarding
the upgrade followed.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
Fabbroni explained that the upgrade project will improve
the IAWWTP overall operation as follows:
A. Improve retention time in the clarifiers .
B. Reduce solid problems in the clarifiers .
C. Increase influent pumping capacity.
D. Allow pump testing.
E. Increase plant' s total capacity.
Fabbroni explained that the total cost of this project is
estimated at $450,000, but the projected cost will be
clarified when the engineer' s study is complete. He
stated that the authorization for the total project will
be submitted at a later date.
Fabbroni stated that the funds for this part of the
project, $48, 800, will be derived from Capital Reserve-J-
1 established for this purpose, and the total cost of the
project will be allocated among the Town of Ithaca, Town
of Dryden, and the City based upon the existing capital
cost allocation agreement. After a discussion regarding
the project, the following motion was made:
WHEREAS, the Special Joint Sewer Committee has recommended
that a project be undertaken to upgrade the Ithaca Area
Wastewater Treatment Plant capacity from 10 MGD to 13 MGD in
accordance with a program developed by Stearns and Wheler
Engineers and reviewed by the NYSDEC, and
WHEREAS, the engineering contract respecting the design and
oversight of the upgrade of the plant' s capacity has been
estimated at $48, 800, and
WHEREAS, the upgrade of the IAWTTP capacity from 10 MGD to 13
MGD will improve the plant' s overall operation as follows:
- Improve retention time for biological solids in the
final clarifiers;
- Reduce the possibility for solids to short circuit
through the final clarifiers;
- Increase influent pumping capacity to handle high
flow concerns with the addition of a fifth pump;
- Create a physical condition to allow pump testing
without activating the raw sewage bypass line to
Cascadilla Creek
- Increase the plant' s total capacity rating by 3 MGD
to a total of 13 MGD on a 30-day average;
and
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
WHEREAS, staff members have received and reviewed engineering
proposals for the plant capacity upgrade project and have
recommended Stearns and Wheler to perform said services, and
WHEREAS, the total plant capacity upgrade project has been
estimated at $450,000 ($400,000 in construction, $50,000 in
engineering) and represents several million dollars in capital
construction if the 3 MGD had to be built new; now, therefore,
be it
RESOLVED, That Capital Project #402J be established for
increasing treatment capacity at the IAWWTP in an initial
amount not to exceed $48, 800, and be it further
RESOLVED, That the Superintendent of Public Works is
authorized to enter into an agreement for said engineering
services with the firm of Stearns and Wheler in an amount not
to exceed $48,800, and be it further
RESOLVED, That funds for said project shall be derived from
the IAWWTP Capital Reserve Account J-1 and allocated among the
City of Ithaca, Town of Ithaca, and the Town of Dryden as per
the existing capital cost allocation agreement.
The motion passed 3-0.
3 . Commons Coordinator
A. Request to Sign Simeon's Revocable License Agreement
Chairperson Booth stated that the Commons Coordinator
could not be here. Booth presented the request by
Simeon' s Restaurant to obtain a revocable license
agreement. He stated that this license agreement has
been in existence since 1987, and has been approved
annually. It was noted that the license agreement
includes the consumption of alcohol. Chairperson Booth
stated that he will not support this resolution because
allowing consumption of alcohol on the Commons encourages
youth to consume alcohol. After a brief discussion, the
following motion was made:
WHEREAS, since 1987 the City of Ithaca has issued a license to
Simeon' s Restaurant allowing that restaurant to utilize
certain areas along Aurora Street and on the Ithaca Commons
for outdoor dining, and
WHEREAS, this use of public property has generally been deemed
proper and successful, and
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
WHEREAS, the City of Ithaca wishes to promote diverse uses of
the Ithaca Commons, including outdoor dining, and
WHEREAS, it is Common Council ' s responsibility to determine
whether or not to allow the serving and consumption of alcohol
in connection with outdoor dining at Simeon' s, and
WHEREAS, Common Council has determined that the use of this
public property for outdoor dining at Simeon' s Restaurant,
including the responsible sale and consumption of alcohol, is
desirable, and
WHEREAS, Common Council has determined that any use of this or
similar public property involving the sale and consumption of
alcohol should be covered by a minimum of $500,000.00
insurance under the Dram Shop Act; now, therefore, be it
RESOLVED, For the year 1995, the Common Council hereby
approves a revocable license agreement between the City and
Simeon' s Restaurant for the outdoor sale and consumption of
alcohol at Simeon' s, such agreement to cover the sale of
alcohol in accord with the terms and conditions set forth in
the application therefor, including minimum Dram Shop coverage
in the amount of $500,000. 00 and Commons Advisory Board
approval for outdoor dining permit.
The motion passed 2-1 . Chairperson Booth voted against the
resolution.
B. Request from Benchwarmers Restaurant/Bar for Commons Use
Permit
Chairperson Booth stated that Benchwarmers Restaurant is
requesting a Commons use permit for outdoor dining,
including the sale of alcohol. It was noted that
Benchwarmers is a new restaurant, and has not requested
this type of permit previously. After a discussion
regarding the request, the Committee agreed to send the
request forward to the next COW meeting, at which time a
detailed request will be presented by the Commons
Coordinator.
C. Request to Approve Selection of Vendors Policy for CAB
Sponsored Events
Chairperson Booth stated that because the Commons
Coordinator was not here, the request for a vendor policy
for CAB events will be forwarded to the next COW meeting
for action. The Committee briefly discussed the request,
but took no action.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
4 . Police Department
A. Request to Amend Police Building Improvement Capital
Project
City Controller Cafferillo presented a request from the
Police Department to amend the City Court/Police
Department Building Improvement project by $62,000 to
modernize the building' s elevator. Cafferillo stated
that the elevator repair is needed to meet current safety
codes and ADA requirements . He explained that this
project was ranked high on the 1995 Capital Project
Improvement Committee's list, but was held for funding
because of attempts to secure state funding.
Cafferillo stated that the budget for the elevator
modernization project is as follows :
Base Contract: $54,000
Financing Costs: 3,000
Contingency 5, 000
$62,000
After a brief description of the project, the following
motion was made:
WHEREAS, the City of Ithaca' s Police Department building
elevator is in need of upgrades and improvements to meet
current safety codes and ADA requirements, and
WHEREAS, this project was submitted to the Capital Improvement
Review Committee and was ranked as a high priority (36) in the
1995 Project requests, and
WHEREAS, the elevator upgrade was placed on hold to maximize
New York State funding, and include renovations of the City
Court entrance, and
WHEREAS, the total Police Department elevator upgrade project
cost has been estimated at $62,000; now, therefore, be it
RESOLVED, That Capital Project #242 City Court Facility/Police
Department Renovation be amended by an amount not to exceed
$62,000, giving a total project authorization of $3,267, 000
for said elevator improvements, and be it further
RESOLVED, That said funds shall be derived from the issuance
of serial bonds .
The motion passed 3-0.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
•
B. Request to Amend Personnel Roster
City Controller Cafferillo presented a request to amend
the Personnel Roster for the Police Department. The
request was to create a new Data Processing Operator
position in the Police Department and eliminate one
typist position.
Cafferillo explained that the Police Chief is requesting
a promotion for a currently employed typist to this
newly-created Data Processing Operator position. He
stated that the current typist salary is $15, 200, and
with this request the salary would increase to $18, 782 .
The change will actually reflect the employee' s current
duties and qualifications. Alderperson Thorpe voiced her
concern over the fact that men seem to be taking over
clerical positions within the City at a higher rate than
women. The additional funds needed for this upgrade will
be derived from within the Police Department' s budget as
a result of a previous demotion. After a discussion, the
following motion was made:
WHEREAS, the Police Department' s data processing needs are
continually increasing, and
WHEREAS, the Police Chief is recommending that a Data
Processing Operator position be established for the promotion
of a department typist to reflect the employee' s
qualifications and actual duties; now, therefore, be it
RESOLVED, That the 1995 Police Department Personnel Roster be
amended as follows:
Add: One (1) Data Processing Operator (40 hours)
Delete: One ( 1) Typist
and be it further
RESOLVED, That the Data Processing Operator position be
established at a 1995 annual salary of $18, 782, that being
Grade 10 of the 1995 CSEA Administrative Unit, effective March
10, 1995, and be it further
RESOLVED, That the funds needed for said promotion will be
derived from the existing 1995 Police Department Budget.
The motion passed 3-0 .
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
5 . Fire Department - Request Approval of Route 96 Project Fire
Alarm Relocation
Deputy Controller Thayer presented a request to approve
an agreement with the NYS DOT to provide for the
adjustment of the existing fire alarm system made
necessary by the Octopus Project. Thayer explained that
the Octopus project will affect the existing fire alarm
boxes in the West End, and to move these services, an
agreement between NYSDOT and the City is needed. The
costs to move the systems will be part of the project and
paid for by New York State.
The Committee stated that they would approve this
project, subject to the approval from the Fire Chief and
City Attorney. The following motion was made:
WHEREAS, the Route 96 project necessitates the adjustment of
the existing fire alarm system within the contract limits,
including the relocation of call boxes and appurtenances as
required by the Route 96 contract plans and specifications,
and
WHEREAS, the New York State DOT has agreed, at the expense of
the State, to relocate the existing fire alarm system within
the contract terms; now, therefore, be it
RESOLVED, That the Mayor be authorized to enter into an
agreement with the New York State Department of Transportation
to provide for the adjustment of the existing fire alarm
system 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 Fire Chief and the City Attorney.
The motion passed 3-0.
6 . City Attorney
A. Update on Residency Requirements for City Employees
Assistant City Attorney Kennedy discussed the residency
requirement issue with the Committee. Kennedy noted a
variety of issues need to be examined by the Committee.
After a brief discussion, the Committee agreed to
discuss, at next month' s meeting, the existing City
Public Officers requirements . No formal action was
taken.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
B. Status of Implementation of Pay Equity Study
Personnel Administrator Saul discussed the current status
of the implementation of the pay equity study with the
Committee. Saul stated that the B & A Committee was
looking at partial implementation of said study, but the
Union wanted the entire study implemented. The Study
dealt with only the CSEA Administrative Unit.
Saul explained that she now uses the pay equity study' s
point factor system to determine classifications and
salary amounts for various positions . She stated that it
would be positive if the Committee adopted the point
factor system for future hires.
The Pay Equity Committee had previously stated that they
accepted the entire study, but never came to a conclusion
or recommendation on the implementation of the study.
The Committee directed the Personnel Administrator to
look at the pay equity study again, and make a summary of
the study, including all financial implications for the
City. Also, Personnel Administrator Saul should bring a
proposed resolution adopting the point factor system to
next month' s Committee meeting. No formal action was
taken.
7 . Youth Bureau - Request Approval of Joint Recreation
Partnership Agreement
Assistant to the Director at the Youth Bureau Green
presented the Committee with a resolution to accept and
approve the Joint Recreation Partnership Agreement.
Green explained that the agreement was reviewed by the
City Attorney' s office and the Controller' s office. She
explained that the agreement has been approved by the
participating municipalities. The Committee discussed
some minor word changes.
Green stated that the agreement has the same elements
included in the proposal for the two-year pilot project
which was discussed with the Committee last summer.
After a discussion regarding the agreement, the following
motion was made:
RESOLVED, That the Mayor be authorized to enter into an
agreement with the Towns of Caroline, Danby, Dryden, Enfield,
Ithaca, and Ulysses, and the Village of Lansing for the
1995/1996 Recreation Partnership Pilot Project.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
The motion passed 3-0 .
8 . Finance/Chamberlain
A. Request to Correct 1994 City Tax Bill
City Controller Cafferillo presented a request from the
Consolidated Rail Corporation for a refund of 1994 taxes
in which the courts ruled that they paid too much tax.
The City actually paid the refund in August of 1994, and
therefore, their current request for the refund check
should be denied. After a brief discussion, the
following motion was made:
WHEREAS, the Consolidated Rail Corporation has requested that
a correction of the 1994 City Tax Roll be made, and
WHEREAS, an investigation of an error in essential fact,
pursuant to Section 554, subsection 4A of the Real Property
Tax Law revealed that the excess tax, based on a ruling of the
U.S. District Court in the State of New York, paid by
Consolidated Rail Corporation in July of 1994, was in fact
refunded to Consolidated Rail in August of 1994; now,
therefore, be it
RESOLVED, That the request for refund be denied.
The motion passed 3-0 .
B. Request to Correct 1995 City Tax Roll
City Controller Cafferillo presented a request to correct
the 1995 City Tax Roll. He explained that a property on
Williams Street was annexed to another property on the
1995 assessment roll, and in the process it was deleted
from the 1994 assessment roll; as a result, no taxes were
assessed for 1995 . The taxable assessment amount of
$31,200 needs to be added to the roll. The following
motion was made:
WHEREAS, an investigation of an error in essential fact,
pursuant to Section 554, subsection 4A of the Real Property
Tax Law revealed that a parcel at 111 Williams Street was
omitted from the tax roll; now, therefore, be it
RESOLVED, That the 1995 Tax Roll for the City of Ithaca be
amended to add the taxable assessment of $31,200 on Tax Map
Number 63-8-4, and be it further
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
RESOLVED, That the City Chamberlain is authorized and directed
to make the appropriate changes on the tax roll.
The motion passed 3-0 .
C. Request to Extend the County Tax Warrant
City Controller Cafferillo presented an annual request to
extend the County' s warrant for collection of 1995 taxes
until the end of May, 1995. The following motion was
made:
RESOLVED, That the City Chamberlain be authorized to request
the County of Tompkins to extend its warrant for collection of
the 1995 taxes until May 31, 1995.
The motion passed 3-0. :.
D. Request to Amend Controller's Authorization for Budget
Adjustments
City Controller Cafferillo presented a request to amend
the Controller' s authorization from $5,000 per instance
to $10,000 per instance for the system of amending the
departments ' budget appropriations . He explained that
the original authorization for this transfer was approved
in 1991 at $5,000 . He explained that the transfer allows
more flexibility for quickly-needed purchases.
Cafferillo explained that this procedure will reduce the
number of requests to the B & A Committee for transfer of
funds. He stated that a report is given monthly to the
Council on all transfers made within this authorization.
He also stated that if a transfer is questionable, it
would be brought to the Committee for discussion. This
authorization does not include the 100 lines (salary
accounts) .
The Committee requested that a schedule be prepared of
the requests of this nature and between $5,000 and
$10, 000 over the last six months. After a brief
discussion, the following motion was made:
WHEREAS, the City Controller has proposed a revised amount of
$10,000 per instance, currently $5, 000 per instance, for the
system of amending departmental budget appropriations, within
existing funding levels, without the currently required
actions by the Budget and Administration Committee and Common
Council; now, therefore, be it
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
RESOLVED, That the City Controller be and is hereby authorized
to make requested budget transfers and amendments up to a
maximum of $10, 000 per instance for the 200 and 400 accounts,
based on written supportive departmental documentation
provided; that at the Controller' s discretion, any such
departmental request may be subjected to B & A and Council
action; and further provided that the City Controller shall
report in writing each month to the B & A Committee regarding
the nature and magnitude of all transfers that have been made
during that period.
The motion passed 3-0 .
E. Vacancy Review Committee's Authority to Approve Personnel
Appointments Above the Minimum
City Controller Cafferillo presented a request to allow
the Vacancy Committee to approve department requests to
make personnel appointments above the minimum, as long as
the requests were within the salary ranges established at
the time of hire and within budgeted salary amounts. A
discussion followed regarding the procedure. Currently,
these requests go to Council for approval. Alderperson
Thorpe stated she would vote against this resolution
because she feels these requests should still come to
Council. The following motion was made:
WHEREAS, the City Controller has proposed a revision to the
hiring above the minimum salary policy for City departments,
within existing budgeted salaries, without the currently
required actions by the Budget & Administration Committee and
Common Council; now, therefore, be it
RESOLVED, That the Vacancy Review Committee, with concurrence
from the City Controller as to the availability of said funds
be authorized to review and approve departmental requests to
make personnel appointments above the minimum salary, but
within the salary ranges prescribed and within established
hiring salary schedules, provided the salary amounts have been
budgeted.
The motion passed 2-1 . Thorpe voted against the motion.
F. County Sales Tax Agreement Update
City Controller Cafferillo reported to the Committee that
the state law allowing the County to collect the
additional 1% sales tax ends on November 30, 1995 . The
County would have to request the extension beyond that
sunset date. He explained that the County is supporting
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
a permanent amendment authorizing the County to continue
to collect the additional 1% without additional requests
for extensions by the state.
Cafferillo stated that the County has paid the 1/4 of 1%
sales tax amount to the City as per our agreement with
the County. He explained that for 1995 the City will
receive $867,000 from the County as the City' s share of
the 1/4 of 1% . He also explained that the actual 1/4 of
1% amount per actual sales tax receipts would be
$925, 000 . The $867, 000 amount represents a negotiated
amount. Cafferillo stated that he expects the 1996 sales
tax agreement to be approximately the same amount as 1995
with a small increase. No formal action was taken.
G. Bond Resolution
City Controller Cafferillo explained that a bond
resolution for the Youth Bureau Project amendment of
$438, 000 will be brought to Council at the April meeting..
No action was taken.
9 . Planning Department - Request Approval of Contract for
Southwest Park Wetland Limit Delineation Review
Planning Director VanCort discussed the wetland
delineation review process with the Committee. VanCort
explained that Stearns and Wheler prepared a wetland
delineation report in 1994 and found that one-third of
Southwest Park is wetlands . He stated that based on the
report, the City requested a formal delineation of the
wetland from the Army Corps of Engineers, but the City
has not received a response from them.
VanCort stated that he is requesting that Stearns &
Wheler continue to consult the City on the issues
associated with the Corps ' review and comments of the
wetland delineation report. He stated he would like to
amend the Stearns and Wheler contract to include these
consulting services at a cost not to exceed $14,000 . A
discussion regarding the delineation review followed.
The Committee stated that they would like more time to
read the proposal before they voted on the issue. The
Committee agreed to send this request forward to the COW
meeting without a vote.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
10 . Committee to Proceed Into Executive Session
The Committee voted, 3-0, to move into executive session to
discuss several personnel issues .
11 . Report from Executive Session
After the Committee voted, 3-0, to move back into regular
session, Chairperson Booth reported that the following actions
took place in the executive session:
A. Finance/Controller - Personnel Item
Chairperson Booth stated that the Committee discussed a
personnel issue with the Controller, Personnel
Administrator, and Assistant City Attorney and gave
direction to continue the discussions . No action was
taken.
B. Finance/Controller - Appointment of Deputy City Clerk
Chairperson Booth reported that a motion was made
regarding the appointment of a new Deputy City Clerk, and
it passed 3-0 . The motion will be sent to the COW
meeting.
C. Building Department - Request to Adjust Deputy Building
Commissioner Salary
Chairperson Booth reported that a request to adjust a
Deputy Building Commissioner' s salary was discussed with
the Building Commissioner, and a possible resolution will
be sent to the COW meeting. No formal action was taken.
D. Attorney - Request to Settle Claims
Chairperson Booth reported that after a discussion with
the Assistant City Attorney relating to the settlement of
claims, the following motion was made:
RESOLVED, That an amount not to exceed $5,000 be transferred
from Account A1990 Unrestricted Contingency to Account A1420-
430 Fees to provide funds for settlement of claims against the
City.
The motion passed 3-0 .
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BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 15, 1995
E. DPW - Golf Course Agreement Status Report
Chairperson Booth reported that a discussion regarding
the Golf Course agreement took place, but no action was
taken.
The meeting adjourned at 11 :55 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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