HomeMy WebLinkAboutMN-B&A-1995-06-21 1 , v
BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7:30 P.M. JUNE 21, 1995
MINUTES
Present:
Committee Members : Booth, Thorpe, Johnson, Shenk
Others Present:
Mayor Nichols
City Controller Cafferillo
Deputy Controller Thayer
Supt. of Public Works Gray
Assistant City Attorney Kennedy
Youth Development Coordinator Green
City Attorney Guttman
City Clerk Holcomb
Planning Director VanCort
Building Commissioner Eckstrom
Members of the media
1 . Opening Comments:
Chairperson Booth stated that the following changes were made
to the agenda:
1 . Deletion of the Transit Local Match Project;
2 . Deletion of the Building Department Housing Fee
Collection item;
3 . Addition of a Building Department personnel item;
4 . Deletion of the Cass Park fee discussion.
Members of the Public were asked to speak; no members spoke.
2 . Finance/Controller - Request to Transfer Funds for Computer
Network Support Contract
City Controller Cafferillo presented a request to allow
the City to enter into an agreement with The Computing
Center to provide computer network consulting services to
the City at a cost of $10,000 . Cafferillo explained that
the City is currently working on its Phase I
Computer Networking Capital Project. The project
consists of implementing a computer network in City Hall
with connections to the fire and police stations .
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
Cafferillo mentioned that the City' s Computer Committee
has discussed and recommended a tier management approach
to the management of the city network. The management
approach would be as follows :
Step I: City Hall floor server managers dealing with
daily problems with the network;
Step II: Basic system support from Tompkins County;
Step III: System support from The Computing Center in the
amount of $10,000;
Step IV: Additional system support from outside vendor.
Cafferillo explained that the $10,000 contract will only
be used if needed, and that further action on the
management of the network will be determined by the
Computer Committee. A discussion regarding the network
followed.
Alderperson Thorpe thought that maybe a half-time
position would be a better management tool for this type
of network arrangement. Cafferillo stated that the
network management is highly specialized and because the
City is unsure of the total need at this time, it would
save City funds to perform this management on a per-need
basis. He stated that the Computer Committee will
evaluate this need and report back to B & A if necessary.
Alderperson Johnson stated that he needed additional time
to review the information. Cafferillo stated that the
funds would be derived from the Contingency Account. The
following motion was made:
WHEREAS, Phase I of the City-wide computer network is 95%
implemented, which includes networking City Hall, the Police
Department, and the Fire Department, and
WHEREAS, the Computer Committee has discussed various
alternatives for management of the new network and has
determined that a tier management approach should be
instituted, and
WHEREAS, the tier management approach should include: ( 1) City
Hall floor server managers resolving daily internal network
and PC problems; (2 ) Basic system and server problem
resolution from Tompkins County computer systems analysts;
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
(3) System support under a contract with The Computing Center;
and (4 ) Special system support from additional support
contract already in place, and
WHEREAS, the Computer Committee is recommending that the City
enter into a contract with The Computing Center to provide for
Network System Support for hardware and software on an as-
needed basis for the remainder of 1995 at a cost not to exceed
$10, 000, and
WHEREAS, the Computer Committee will evaluate the network and
related needed system support after the six-month period and
make further recommendations for system network management;
now, therefore, be it
RESOLVED, That an amount not to exceed $10,000 be transferred
from Account A1990 Unrestricted Contingency to Account A1315-
435 Contracts for the purpose of providing a Network Service
System contract with The Computing Center for the remainder of
1995.
The motion passed 3-0-1. Alderperson Johnson abstained on the
motion. He needed further time to read the backup documentation.
3 . Department of Public Works
A. Request for Adjustments in Engineer's Office - Discussion
Superintendent of Public Works Gray discussed with the
Committee the need for salary adjustments and additional
positions in the Engineer' s office. Gray explained that
because of the Engineer office's workload and staffing,
there is a need for a department reorganization.
Gray explained that some of his staff are working at
higher levels than they are currently being paid for. He
explained that he needs more staff to keep up with the
department' s workload. He stated that the total funding
requirement has been estimated, but has not been reviewed
by the Personnel Administrator. Gray explained that the
funding level will change after the appropriate reviews
are made.
Mayor Nichols stated that the promotion and out-of-title
problems should be resolved in 1995, but the new position
request should be addressed at the 1996 Budget
discussions. The Committee stated that the entire
discussion should be held in executive session at the
next B & A meeting, after all the appropriate salary
reviews have been completed. No action was taken.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
B. Water/Sewer - Request to Temporarily Amend Personnel
Roster
Superintendent of Public Works Gray presented a request
to temporarily amend the 1995 Water and Sewer Authorized
Personnel Roster. Gray explained that he has two
individuals in the Water and Sewer Department who have
just come back from maternity leave and would like to
work part-time and cover for each other (job sharing)
through the end of December, 1995.
Gray explained that the request would do the following:
- Reduce the full-time position of Account
Clerk/Stenographer from 35 hours a week to 32 hours a
week through 12/31/95;
Reduce the full-time position of Principal Account
Clerk from 35 hours a week to 20 hours a week through
12/31/95;
- Establish a temporary Account Clerk/Typist position
of up to 24 hours a week.
Gray stated that all of the roster changes noted above
would be made within existing 1995 budget amounts for the
Water and Sewer fund. After a discussion regarding the
request, the following motion was made:
WHEREAS, Paige Rumsey, since returning from maternity leave,
is working 14.5 hours per week at her position as Account
Clerk/Stenographer and 17 .5 hours per week out-of-title as a
Principal Account Clerk, when Joanne Phillips is not working,
and
WHEREAS, Joanne Phillips, since covering for Paige Rumsey
after her own maternity leave, is working 20 .0 hours per week
at least through December 31, 1995, and
WHEREAS, Beverly Klinko is currently working 16. 0 hours per
week as a temporary Account Clerk/Typist, and
WHEREAS, the arrangement to accommodate families, while
retaining job skills the city has helped develop, is working
well at less expense to the city with useful cross-training,
and
WHEREAS, the DPW is able to accommodate these particular
arrangements; now, therefore, be it
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
RESOLVED, That the 1995 Water and Sewer Personnel Roster be
temporarily amended by reducing the full-time positions of
Account Clerk-Stenographer and Principal Account Clerk from 35
hours per week to 32 and 20 hours per week respectively,
through December 31, 1995, and be it further
RESOLVED, That a temporary Account Clerk/Typist position be
established for up to 24 hours per week through December 31,
1995 .
The motion passed 4-0 .
4 . Finance/Clerk - Request Funds for Purchase of Municipal Code
Software
City Clerk Holcomb presented a request to purchase
municipal code software at a cost of $3,450 . Holcomb
stated that the cost of the code software will be as
follows :
Initial set-up $3,000
ASCII Text for Internet 200
Annual licensing 250
$3,450
Holcomb explained that the annual cost after this year
will be $6,750, saving the City about $300 a year. She
stated that the annual software cost would be allocated
as follows:
Annual software upgrade fee $ 200
Annual licensing agreement 250
Electronic supplementation 800
Hard copy supplements 5,500
$6,750
City Controller Cafferillo stated that the funds could be
derived from the contingency account. A discussion
regarding the software and costs followed. The Committee
agreed that the software was needed and would save the
City some money. The following motion was made:
WHEREAS, the City Clerk' s Office is recommending that the PC
Codebook software be purchased and placed on the City' s new
network system, and
WHEREAS, it has been determined that placing a PC Codebook on
the City network will reduce staff time spent in maintaining
hard-copy copies of the City Code, reduce staff research time,
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
make the City Code more accessible to citizens via the City' s
public access system, and produce annual cost savings for the
City, and
WHEREAS, the initial set up cost and licensing agreement has
been estimated at $3,450 with an annual cost estimated at
$6, 750; now, therefore, be it
RESOLVED, That an amount not to exceed $3,450 be transferred
• from Account A1990 Unrestricted Contingency to A1315-225 Other
Equipment for the purchase of said codebook software, and be
it further
RESOLVED, That with the purchase of said PC Codebook Software,
the City.Clerk shall maintain any hard-copy copies required by
law, and discontinue maintenance of all but approximately 20
existing hard-copy code books.
The motion passed 4-0.
5 . Common Council - Community Service Agencies
Chairperson Booth stated that last year he created a sub-
committee of two B & A members to discuss the Community
Service requests. Booth stated, and the B&A Committee
agreed, that the B & A Committee will review the
Community Service requests for 1996 at a separate meeting
in August.
Booth also suggested that the Mayor look at increasing
the number of Council members serving on Common Council
committees for 1996. He explained that every issue is
being discussed by less than half of Council. He felt
the size of the committees should increase to five
members, and there should be a total of five committees.
Booth also added that the spectrum of issues covered by
each of the committees is not equal and needs to be
examined. The Committee briefly discussed these issues,
but no action was taken.
6. 1996 Budget Preliminary Discussion
City Controller Cafferillo stated that he is starting to
examine the numbers for the 1996 Budget and stated that
two areas of concern have already been noted. The areas
of concern are the City' s shrinking tax roll and the
sales tax agreement with the County. Cafferillo stated
that these issues and others will be discussed at next
month' s B & A meeting as the department requests are
slowly received. No action was taken.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
7 Planning & Development - Request Funds for Transcript Cost of
ILPC Meeting
Planning Director VanCort presented a request to fund the
cost of the Ithaca Landmarks Preservation Commission
(ILPC) meeting regarding Sage Hall at a cost of $1,540.
VanCort explained that based on an Article 78 proceeding
already filed challenging the actions of the ILPC on the
Sage Hall issue, the Attorney' s Office has requested that
a transcript of the meeting be made.
VanCort stated that he does not have the funding for this
in his 1995 budget. Cafferillo stated that the funds
could come from the contingency account. After a
discussion regarding the issue, the following motion was
made:
WHEREAS, an Article 78 proceeding has been filed challenging
the actions of the Ithaca Landmarks Preservation Commission
(ILPC) regarding Sage Hall, and
WHEREAS, the City Attorney' s office has requested a transcript
of the ILPC meeting at an estimated cost of $1,540; now,
therefore, be it
RESOLVED, That an amount not to exceed $1,540 be transferred
from Account A1990 Unrestricted Contingency to Account A8020-
435 for the purpose of funding said transcript.
The motion passed 4-0 .
8 . Youth Bureau - Ithaca Youth Bureau Acoustic/HVAC Project
Youth Development Coordinator Green stated that the Youth
Bureau has now moved to the City Hall Annex. Chairperson
Booth stated that the bids for the HVAC project have come
in higher than anticipated, and it was thought that the
Youth Bureau should not move in until it was decided what
to do on the project. However, the Mayor and the Youth
Bureau Director and staff felt moving was the best
alternative for the department.
The Committee discussed the Ithaca Youth Bureau HVAC
Project and the bids received. City Controller
Cafferillo stated that after the bids were opened and it
was realized that the bids were higher than the budget,
the Client Committee met twice to discuss possible
alternatives for the project. Cafferillo discussed the
bid results and various alternatives with the Committee.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
The project budget was established at $620,000 . The
Scheme 3 bid (wells and heat exchanges) with all
alternates came in at $839, 945 .00. The Client Committee
decided to look at all the project schemes and possibly
redesign some of the schemes to fit within the scope of
the project. It was noted that Schemes 1 and 2 had
project descriptions as follows:
Scheme 1: Conventional HVAC System in the building
. with various area heating and cooling
units;
Scheme 2 : A heating and cooling tower instead of
wells .
It was noted that based on the bid results, Scheme 1
could be done at about $21,900 under budget, and Scheme
2 could have been done at $48, 600 over budget. Scheme 3
was the only scheme that was bid. (The two costs stated
above are estimated based on bid results for Scheme 3 and
the related redesign costs . )
The architect and engineer on the project recommended
that whatever scheme is decided on, the General
Construction (GC) contract be awarded, and the electrical
and HVAC contracts be re-bid. The architect stated that
the GC contract could be modified by about $10,000 if any
other scheme modifications were selected. The change of
$10,000 is not a material change to the contract
according to both the architect and the City Attorney.
The Committee discussed various possible modifications to
Schemes 1 and 2 with the architect and the engineer. The
costs of modifications to Scheme 1 ranged from $21,900 to
$84, 187 under the original bid of $620,000. The
Committee also discussed various life-cycle costs with
each of the proposed modifications to the original HVAC
project.
Mayor Nichols stated that he felt the Youth Bureau
building is poor and would like the $620, 000 used
elsewhere for youth. He also felt the engineering and
architectural services on this project were poor, based
on the fact that the bids came in so far off the original
project estimate.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
Chairperson Booth stated that it is likely that Scheme 2,
modified at $668, 000, is the choice Council should make
for the Youth Bureau building. The entire project will
be discussed at the next COW meeting. No action was
taken.
9 . Building Department - Request to Transfer Funds
Building Commissioner Eckstrom presented a request to
transfer $1,000 to his overtime line to provide overtime
funds for establishing the computer network. Eckstrom
explained that at the June 7th council meeting, Council
approved a conceptual plan to deal with the retirement of
Dannie Conrad. As part of that plan, $1,000 would be
used for computer overtime.
Eckstrom stated that the funds for this transfer would be
derived from his 110 salary line. After a brief
discussion regarding the $1,000, the following motion was
made:
WHEREAS, at its June 7, 1995 meeting Common Council approved,
in concept, the Building Department' s proposed operational
changes that would be required by Dannie Conrad' s pending
retirement pursuant to the New York State Retirement Incentive
Program, and
WHEREAS, Dannie Conrad will retire effective July 22, 1995 but
will leave active service June 25, 1995, and
WHEREAS, as part of the retirement mitigation plan, a Computer
Network Management Overtime fund in the amount of $1,000 for
the remainder of 1995 will be established and used, as needed,
to pay a Building Department staff member to undertake network
repairs and system set-ups; now, therefore, be it
RESOLVED, That an amount not to exceed $1,000 be transferred
from Account A3620-110 Staff Salaries to Account A3620-125
Overtime to establish said overtime fund, and be it further
RESOLVED, That the continued establishment of the overtime
fund is contingent on the retirement of Housing Inspector
Dannie Conrad, and subsequent elimination of his position.
The motion passed 4-0 .
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
10 . City Attorney_
A. Residency Requirements for City Employees - Report
City Attorney Guttman reported that his office is working
on the changes to the residency requirements, but has the
following questions that Council needs to give direction
on:
• 1. Do you want Public Officers to live in the city,
county or state?
2 . "Who is a Public Officer?"
3. When should the residency requirements become
effective: when an individual is applying for a
job; when hired; when provisionally appointed; or
when permanently appointed?
4. Do the residency requirements become retroactive?
The Committee gave the City Attorney the following
directions:
1. Public Officers should live within the city. This
effort should start from this baseline and work
from there.
2. The City needs a clear list of who are the City' s
Public Officers .
3. Residency requirements should become effective when
an individual employee becomes permanent.
4. New employees who are Public Officers should be
required to live in the city, but there perhaps
should be a grandfather clause or grace period.
The Committee discussed possible incentives for employees
to live in the City, which would encourage city residency
among City employees . No formal action was taken.
Future reports will be made and discussed.
B. County Central Processing Facility Contract
City Attorney Guttman reported that there is a new draft
of the Recycling and Solid Waste Center Property and
Business Plan. Guttman discussed the major items and
outstanding issues with the Committee as follows :
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
1 . The County has identified negative impacts to
include water pollution, odors, dust, attraction of
pests, increase in traffic, noise, and litter.
2 . The Neighborhood Protection Committee can amend the
negative impact list after recommendation from the
Neighborhood Advisory Committee. There should be a
catchall for other possible items not on the list.
3 . The property or business owner should be compensated
if the property or business is devalued as a result of
any negative impact from the facility.
4. With respect to the period of time the program would
be in effect, the current draft of the agreement states
that the program is in effect as long as the facility is
owned or operated by Tompkins County. The possibility of
the County's selling of the facility was discussed.
5. The current proposal provides that properties
acquired after March 5, 1995, are covered only if a
significant change in the operation of the facility
results in a new or altered negative impact which did not
exist at the time the person purchased the property. The
City wants this language deleted.
Other minor concerns were discussed with the Committee.
The Committee gave direction to City Attorney Guttman,
and he stated he would continue to negotiate the
agreement. No formal action was taken.
Alderperson Shenk was excused for the remainder of the
meeting.
11 . Committee to Proceed into Executive Session
The Committee voted, 3-0, to move into executive session
to discuss various personnel items .
12 . 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 during the executive session:
A. Building Department - Request to Promote Personnel
Chairperson Booth stated that the following action was
taken regarding the promotion of personnel in the
Building Department:
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
WHEREAS, the Building Department was left with an open Code
Inspector position as a result of a recent resignation from
the department, and
WHEREAS, the Building Commissioner is recommending that the
open Code Inspector position be filled by the promotion of
Housing Inspector Linda Jain; now, therefore, be it
RESOLVED, That Linda Jain be promoted from the position of
• Housing Inspector and appointed to the position of Code
Inspector at an annual salary of $27, 942, that being Grade 16
on the 1995 CSEA Administrative Unit, effective July 6, 1995,
and be it further
RESOLVED, That this promotion is contingent upon the
elimination of the Housing Inspector position.
The motion passed 3-0 .
B. Building Department - Request to Promote Personnel
Chairperson Booth stated that the following action was
taken regarding the promotion of personnel in the
Building Department:
WHEREAS, as part of the Building Department' s mitigation plan
for dealing with Dannie Conrad' s pending retirement pursuant
to the New York State Retirement Incentive Program, which plan
has been approved in concept by Common Council on June 7,
1995, the mitigation plan requested by the Department would
involve promoting the current Code Inspector Michael
Niechwiadowicz to Plan Review Officer, and
WHEREAS, the financial implication of the Code Inspector
promotion to Plan Review Officer for the remainder of the year
is $1,400, which can be derived from within the existing 1995
Building Department Budget; now, therefore, be it
RESOLVED, That Michael Niechwiadowicz be promoted from the
position of Code Inspector and appointed to the position of
Plan Review Officer at an annual salary of $36,993, that being
Grade 19 on the 1995 CSEA Administrative Unit, effective July
24, 1995, and be it further
RESOLVED, That the above promotion is contingent on the
retirement of Housing Inspector Dannie Conrad and subsequent
elimination of his position.
The motion passed 3-0 .
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
C. Building Department - Request to Amend 1995 Personnel
Roster
Chairperson Booth stated that the following action was
taken regarding the amendment of the personnel roster in
the Building Department:
WHEREAS, as part of the Building Department' s mitigation plan
for dealing with Dannie Conrad' s retirement pursuant to the
. New York State Retirement Incentive Program, which plan has
been approved in concept by Common Council on June 7, 1995,
the mitigation plan requested by the Department would involve
amending the Department' s typist position from its current
part-time status to a full-time position, and
WHEREAS, it has been determined that a full-time typist is
needed in the Building Department to assist in data input and
filing, and
WHEREAS, the financial implication of the increased weekly
hours of the typist position for the remainder of the year is
$4,450, which can be derived from within the existing 1995
Building Department Budget; now, therefore, be it
RESOLVED, That the 1995 Building Department Personnel Roster
be amended, effective July 24, 1995, as follows:
Delete: ( 1) Typist Part-time (20 hours) ($8.5184/hour)
Add: ( 1) Typist Full-time (40 hours) ($8 .5184/hour) ,
Grade 2 of the 1995 CSEA Administrative Unit.
and be it further
RESOLVED, That the above personnel amendment is contingent on
the retirement of Housing Inspector Dannie Conrad and
subsequent elimination of his position.
The motion passed 3-0.
D. Pay Equity Study Report
Chairperson Booth reported that the status of the Pay
Equity Study was discussed by the Committee, and no
action was taken.
E. Finance/Personnel - Personnel Item
Chairperson Booth reported that a Finance/Personnel item
was discussed, and no action was taken.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995
The meeting adjourned at 12 : 30 A.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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