HomeMy WebLinkAboutMN-B&A-1995-05-24 PAIL 0-h
BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7:30 P.M. May 24, 1995
MINUTES
Present:
Committee Members: Booth, Johnson, Thorpe, Shenk
Others Present:
Mayor Nichols
City Controller Cafferillo
Deputy Controller Thayer
Youth Bureau Director Cohen
City Chamberlain Parsons
City Clerk Holcomb
Building Commissioner Eckstrom
Asst. Director Thomas
Supt. of Public Works Gray
Members of the media
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1. Opening Comments:
Chairperson Booth stated that the following changes were made
to the agenda:
A. An additional item relating to the Youth Bureau County
Recreation Agreement.
B. An additional item related to the GIAC Budget.
C. An additional Chamberlain item related to a tax sale
issue.
D. An additional Clerk' s office item relating to marriage
licenses.
E. An additional Chamberlain' s request to approve a safe
deposit box.
F. An additional Retirement Incentive discussion.
G. City Attorney Guttman stated that the CPF agreement is
currently being revised and will be brought back next
month for discussion.
Members of the Public were asked to speak; no members spoke.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
2 . Youth Bureau/GIAC
A. Request to Transfer Funds to Purchase Program Supplies
Assistant Director of GIAC Thomas presented a request to
transfer $1,500 to purchase various items of pool
equipment for the Alex Haley Pool. Thomas explained that
the Alex Haley Pool needs various pieces of equipment at
the pool site to improve the Learn To Swim programs at
GIAC. He gave the Committee a listing of the requested
equipment.
Thomas stated that he was requesting that the $1,500
budget transfer be made from GIAC' s staff salary line.
He stated that the funds can be derived from an open
Recreation Supervisor position. After a brief discussion
regarding the equipment and the open position, the
following motion was made:
WHEREAS, the GIAC Summer Camp Learn To Swim Program is in need
of various pool supplies to allow the program to be utilized
to the greatest degree by community youth swimming at the Alex
Haley Pool, and
WHEREAS, the cost of these pool supplies has been estimated at
$1,500, and
WHEREAS, the funds can be derived from a portion of the
savings resulting from the open Recreation Supervisor position
at GIAC; now, therefore, be it
RESOLVED, That $1,500 be transferred from Account A7311-110-
1102 Staff Salaries to Account A7311-460-1102 Program Supplies
for the purpose of acquiring Alex Haley Pool supplies for the
Learn To Swim Program.
The motion passed 4-0.
B. Request to Amend 1995 Youth Development Budget
Assistant Director of GIAC Thomas presented a request
from the Youth Bureau to amend the Youth Development
Budget by $1,270 . Thomas explained that the City has
received a $1,270 grant to expand the City' s Municipal
Jobs Program.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
Thomas stated that with these funds, the City will be
able to hire two additional teenagers for the summer,
allowing for the expansion of the Municipal Jobs Program.
After a brief discussion regarding the program, the
following motion was made:
WHEREAS, the Youth Bureau will be receiving a $1,270 grant
from Tompkins County to support the expansion of the Municipal
Jobs Program, and
WHEREAS, the funding will allow the Youth Bureau to hire two
additional youths from the city for the summer to participate
in the Municipal Jobs Program; now, therefore, be it
RESOLVED, That the 1995 Youth Development budget shall be
amended as follows:
Increase Revenue Account:
A2350 Youth Services Other Governments $1,270
Increase Appropriation Accounts:
A7310-120-1202 Hourly P/T $1, 150
A9030 Social Security 98
A9040 Workers Compensation 22
The motion passed 4-0.
3 . Common Council - Request Funds for Downtown Banners
Downtown Ithaca, Inc. (DII) discussed a request with the
Committee to have the City assist in the purchase and
installation of banners in the downtown area. It was
stated that the total banner project will be done in
phases. The first phase, costing $22,000, would include
the design, installation and purchase of 74 banners for
the downtown area; Phase II would include purchase of
different seasonal banners for the Commons.
DII is requesting some funds from the City for the design
and purchase of the banners . It was stated that DII, to
date, has collected $7, 800 from area businesses . A
discussion regarding the banner project followed.
The Mayor and the B&A Committee stated that the banner
project is a good project for the downtown area and will
enhance the atmosphere and beauty of downtown Ithaca.
Mayor Nichols stated that he has $1,200 in his 1995
budget to be used for design of the banners . The
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
Committee agreed that $2,000 in City funds could be used
to assist in the purchase of the banners. City
Controller Cafferillo stated that these funds would be
derived from the unrestricted contingency account. After
a brief discussion regarding the project and installation
of the banners, the following motion was made:
WHEREAS, the City of Ithaca has been working in partnership
with Downtown Ithaca, Inc. to design, purchase and install
colorful banners in the Central Business District, and
WHEREAS, the purchase and installation of such banners will
serve to enhance the City' s Central Business District, and
WHEREAS, the estimated cost of the first phase of this banner
project is $22, 000 not including installation, and
WHEREAS, in addition to providing installation and $1,200 for
the design of the banners, the City would like to join with
the business community in the fund-raising effort for this
project; now, therefore, be it
RESOLVED, That the City of Ithaca will donate $2, 000 to
purchase banners for the Downtown Community project, and be it
further
RESOLVED, That an amount not to exceed $2, 000 be transferred
from Account A1990 Unrestricted Contingency to Account A1210-
425 to purchase said banners.
The motion passed 4-0 .
4. Committee to Proceed Into Executive Session
The Committee voted, 4-0, to move into executive session
to discuss various City departmental issues relating to
the New York State Early Retirement Incentive Program.
5. Report from Executive Session
After the Committee voted, 4-0, to move back into regular
session, Chairperson Booth stated that the Committee took
the following action during executive session:
A. Request Approval of 1995 NYS Retirement Incentive Program
Participants
The Committee discussed and approved, by a 4-0 vote, the
participants for the 1995 NYS Retirement Incentive
Program. The details of the resolution will not be
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
issued until the Common Council COW meeting. Chairperson
Booth stated other possible department participants will
be discussed at the end of the meeting.
6. Common Council - Historic Property Tax Exemption Program -
Discussion
A discussion was held regarding various possibilities for
providing partial property tax exemptions for certain
historic properties . The following two programs were
explained and discussed:
Program 1: Eligible rehab costs would be subtracted
from actual post-rehab assessed value.
Taxes would be paid not on the true
assessed value, but on the amount arrived
at by subtracting rehab expenses;
Program 2 : Fixed percentage reduction in taxes paid
on actual post-rehab assessed value. The
suggested reduction is 50%.
The Committee discussed the following two concerns over
the programs:
1 . Questions as to whether these types of programs may
be legally initiated in New York State.
2 . Projections of costs and ways to increase
participation in these programs.
City Attorney Guttman stated these programs may not be
legal in New York State, and that he will be examining
this issue in the future.
No action was taken. Future reports will be made as
additional information is collected on these tax
programs .
7 . Committee to Proceed into Executive Session
The Committee voted, 4-0, to move into executive session
to discuss possible litigation dealing with the City
Clerk' s office.
8 . Report from Executive Session
After the Committee voted, 4-0, to move back into regular
session, Chairperson Booth stated that no action was
taken during the executive session.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
9 . Finance/Chamberlain
A. Request to Temporarily Amend Personnel Roster and Funds
for Temporary Office Help
City Controller Cafferillo and City Chamberlain Parsons
presented a request to temporarily amend the Finance
Department' s Personnel Roster and funding for temporary
office help.
Cafferillo stated that currently the Finance Department
is converting the City' s financial computer system to a
new and improved financial system; this implementation
will take all of 1995 and part of 1996. He explained
that to complete this computer conversion and maintain
current workloads, the Finance Department needs to hire
occasional part-time office assistance in 1995 and
increase the Office Manager' s weekly hours from 35 to 40
hours .
Cafferillo explained that the increased hours for the
Office Manager will occur only until the end of the year
and will cost the City approximately $2,900. He stated
that the part-time position would cost about $4, 900 . The
total funding request is $6,900 and could be derived from
the unrestricted contingency account.
After a brief discussion regarding the issue, the
following motion was made:
WHEREAS, the Finance Department is currently converting the
City' s financial computer system, which activity will take
most of 1995 to complete, and
WHEREAS, the Chamberlain Office staff can not continue to
maintain its normal work load and convert the City' s financial
computer system concurrently with the current staff levels,
summer vacation schedule and maternity leave schedule, and
WHEREAS, the Finance Department has recommended that to
alleviate the time constraint and staffing problems the City
should hire temporary office assistance and increase the
Chamberlain' s Office Manager hours to forty (40) hours through
the end of the year; now, therefore, be it
RESOLVED, That the Personnel Roster of the Finance Department
is hereby temporarily amended by increasing the full-time
position of the office manager from 35 hours to 40 hours per
week from June 12, 1995 to January 31, 1996, and be it further
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
RESOLVED, That an amount not to exceed $6, 900 be transferred
from Account A1990 Unrestricted Contingency to the following
appropriation accounts for said personnel roster amendment and
temporary office assistance:
Account:
A1315-110 Staff $2,900
A1315-435 Contracts $4,000
The motion passed 4-0.
B. Request Approval of Safe Deposit Box Contract
City Chamberlain Parsons presented a request to approve
a contract to lease safe deposit boxes at the Tompkins
County Trust Company.
Parsons stated that the safe deposit box authorization
and access would cover her, Controller Cafferillo, Deputy
Controller Thayer, Office Manager Day, and Chamberlain
staff member McNeal. The annual charge for the safe
deposit boxes is minimal.
After the discussion regarding the safe deposit box
authorization and access, the following resolution was
made:
RESOLVED, That Debra Parsons, as City Chamberlain, is
authorized to enter into a contract to lease safe deposit
boxes in the name of the City of Ithaca at Tompkins County
Trust Company, and be it further
RESOLVED, That Dominick Cafferillo, Steven Thayer, Debra
Parsons, Joyce Day, and Marna McNeal are authorized to access
safety deposit boxes so leased at Tompkins County Trust
Company.
The motion passed 4-0.
C. Request to Extend Tax Sale Redemption Period
City Chamberlain Parsons presented a request from Fleet
Bank for an additional two month extension to permit
redemption of the property at 602 West State Street.
Parsons explained that this request represented the third
property tax sale redemption request to Council for this
piece of property.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
City Controller Cafferillo stated that the bank finally
has a buyer for the property, and it appears the City
will finally get the taxes paid at closing. He explained
that Assistant Attorney Kennedy recommended that the City
grant the additional extension.
After a discussion regarding the property, the following
motion was made:
WHEREAS, Fleet Bank, which represents the successor in
interest to the mortgagee of 602 West State Street, requested
and received extensions of the date for property redemption at
Common Council' s regular meetings of September 7, 1994 and
March 1, 1995, and
WHEREAS, Fleet Bank has requested an additional two month
extension to permit redemption of said property, and
WHEREAS, the City Chamberlain, City Attorney, and the Budget
and Administration Committee have reviewed written
documentation requesting an additional extension for property
redemption at 602 West State Street; now, therefore, be it
RESOLVED, That Fleet Bank be permitted to redeem the property
at 602 West State Street up to July 21, 1995, for the total
lien amount outstanding, plus additional interest, penalty,
and related costs through the date of redemption.
The motion passed 4-0 .
D. Finance/Clerk - Request to Purchase Software - Report
City Clerk Holcomb requested that the Clerk's office is
currently examining PC Codebook software. Holcomb
explained that the software would allow the current City
codebook to be placed on computer disk. She further
explained that the computerized version of the code book
could be placed on the City' s computer network and
available to all users.
Holcomb stated that the City has incurred the following
costs related to the City code:
1992 $26, 000 (included codification)
1993 6, 685
1994 7, 343
1995 3,277 to date
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
She stated that the City has recovered $5, 975 of these
costs through the sales of code books, pamphlets and
supplements .
Holcomb reported that the computerized version of the
code would cost the City the following amounts :
Initial setup $3, 000
Annual software fee 200
Annual supplementation 800
Licensing agreement 250
A discussion regarding the code book followed. Holcomb
explained that the hard disk and hard copies of the code
will still be available. She explained that the final
details are being worked out and a request for the
funding will be made at the next B&A meeting. No action
was taken.
10. City Attorney - Request Approval of City Judge and Acting
Judge Positions
City Attorney Guttman and Honorable City Court Judge
Rossiter presented a request to support an amendment to
State legislation that would provide that the City Court
be served by one full-time elected judge and,
additionally, by a second appointed judge who would serve
at least quarter time.
Guttman stated that Senator Seward' s office notified the
city that legislation will be introduced to modify the
current configuration of city court judges. The
legislation would allow the City one full-time judge and
a one-twentieth time Acting City Court Judge. Guttman
explained that the City currently has two City Court
Judges, including one half-time position and a one-
quarter-time position.
Guttman stated that currently the half-time City Court
Judge works at least 40 hours a week. The new
legislation allowing a full-time judge position would now
be accurately classified. However, Guttman added that
the one-twentieth judge position should be at least a
one-quarter time position. He explained that the hours
and the workload are high enough to warrant a full-time
judge position and a one-quarter time judge position.
After a discussion regarding the City Court positions and
workload, the following motion was made:
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
WHEREAS, the City of Ithaca currently has two City Court
Judges, including an elected one-half time position and an
appointed one-quarter time position; and
WHEREAS, Common Council is aware that the individual who
previously held the one-half time elected position (Honorable
M. John Sherman, now Tompkins County Judge) and the person who
currently holds the elected one-half time position (Honorable
Judith A. Rossiter) both needed to spend significantly more
than forty (40) hours per week to meet the requirements of the
Court based on Court activity so that, de facto, the City of
Ithaca received the benefit of at least one full-time judicial
position in addition to a one-quarter time position; and
WHEREAS, based on statistics regarding case load activity
which have been compiled by the Ithaca City Court and the New
York State Office of Court Administration, it is clear that
there is more than sufficient case load activity to support
the argument that there should be at least one full-time and
one one-quarter time judge for the Ithaca City Court; and
WHEREAS, Common Council is aware that an act has been
introduced into the New York State Legislature which would
result in the Ithaca City Court being served by one full-time
judge and an approximately one-twentieth ( 1/20th) time Acting
City Court Judge which law, if passed will effectively
decrease the quantity of judicial presence in the Ithaca City
Court; and
WHEREAS, the increase in the position of the elected City
Court Judge from one-half time to full-time is not, according
to the proposed legislation, to take effect until the
expiration of the term of office commencing after April 1,
1996 which would be January 1, 2002; now, therefore, be it
RESOLVED, as follows :
The Common Council of the City of Ithaca recommends :
1 . That the proposed State Legislation be modified to
provide that the Ithaca City Court be served by one full-time
elected judge and, in addition, by a second appointed judge
who would serve, at least, one-quarter time so that the
judicial needs of the Court can be adequately served.
2 . That the said law, on being passed, be effective in
1996 for both positions so that the current existing needs of
the Court can be adequately served.
The motion passed 4-0.
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BUDGET & ADMINISTRATION COMMITTEE MEETING MAY 24, 1995
11 . Committee to Proceed into Executive Session
The Committee voted, 4-0, to move into executive session
to discuss the Retirement Incentive Plan and the Pay
Equity Study.
12 . Report from Executive Session
After the Committee voted, 4-0, to move back into regular
session, Chairperson Booth reported that the following
actions took place in executive session:
A. Request Approval of 1995 NYS Retirement Incentive Program
Participants
Chairperson Booth reported that the Committee approved a
resolution, voting 4-0, to include various Department of
Public Works, Building Department, and Youth Bureau
employees in the 1995 NYS Retirement Incentive Program.
Booth stated that the action will be discussed in
executive session at the next COW meeting.
B. Pay Equity Study Report
Chairperson Booth reported that the Committee was briefly
updated on the status of the Pay Equity Study, and no
action was taken.
The meeting adjourned at 11 :20 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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