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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. 1 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 2 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 3 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. 4 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. 5 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 . 6 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. 7 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. 8 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 9 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 10 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 11 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. 12 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 . 13 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. 14